AGENDA Township of South Stormont
Wednesday, April 22, 2020, 5:00 PM 2 Mille Roches Road Long Sault ON Pages
1. Call Meeting to Order / Opening Remarks
2. Confirmation of Agenda
3. Disclosure of Pecuniary Interest
4. Presentations
5. Public Meeting
6. Delegations
a. Ontario Provincial Police
7. Adoption of Minutes
a. April 8, 2020 4 - 8
8. Consent Items
9. Consideration of Items Requiring Discussion
10. Key Information Reports
a. Integrity Commissioner Services - Annual Report - 2019 9 - 15
b. Website Re-Development Project Overview 16 - 18
c. Online Payment Processing 19 - 20
d. Financial Report for the period ending March 31, 2020 21 - 29
e. Extension of Facility Closures due to COVID-19 30 - 33 f. Public Works Project Updates 34 - 35
11. Action Requests
a. Renewal of Health and Safety Policy Statement 36 - 38
b. 2020 Municipal Grants 39 - 41
c. Energy Conservation & Demand Management Plan 42 - 64
12. Committee / Council Member Reports
a. Upper-Tier Report
b. Cornwall Township Historical Society
c. Lost Villages Historical Society
d. Raisin Region Conservation Authority
e. South Stormont Sports Hall of Fame
f. Volunteer Appreciation Committee
g. Waterfront Development Committee
h. South Stormont / South Dundas Doctor Recruitment Committee
13. By-laws
a. By-law No. 2020-037 Authorize Limiting Distance Agreement 65 - 67
b. BY-law No. 2020-039 Lease Agreement (Ontario Provincial Police Facility)
c. By-law No. 2020-040 Appoint a Treasurer
14. Motions and Notices of Motions
15. New Business
Page 2 of 69 16. Closed Meeting
Personal Matters About an Identifiable Individual and Labour Relations or Employee Negotiations
Specifically: Employee(s)
17. Ratification By-Law
a. By-law No. 2020-038 68 - 69
18. Adjournment by Resolution
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TOWNSHIP OF SOUTH STORMONT REGULAR MEETING MINUTES
THE FORTY-EIGHTH MEETING April 8, 2020
Council Present Mayor Bryan McGillis Deputy Mayor David Smith Councillor Andrew Guindon Councillor Jennifer MacIsaac Councillor Cindy Woods
Staff Present Debi LucasSwitzer, Chief Administrative Officer Loriann Harbers, Director of Corporate Services/Clerk Ross Gellately, Director of Public Works Gilles Crepeau, Fire Chief Cindy Piche, Director of Finance/Treasurer Kevin Amelotte, Director of Parks and Recreation Peter Young, Director of Planning/EDO
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1. Call Meeting to Order / Opening Remarks A regular meeting of Council commenced at 5:00 PM at the South Stormont Town Hall. Mayor McGillis welcomed members of Council and staff who have joined the meeting via video conference. 2. Confirmation of Agenda 3. Disclosure of Pecuniary Interest 4. Presentations 5. Public Meeting 6. Delegations 7. Adoption of Minutes Resolution No. 087/2020 Moved by: Councillor MacIsaac Seconded by: Deputy Mayor Smith That the minutes of the March 10, 11, 16 and 23 and April 2, 2020 meetings be adopted as circulated. CARRIED
8. Consent Items Resolution No. 088/2020 Moved by: Councillor Guindon Seconded by: Councillor Woods That all items under the Consent Items section of the Agenda be received and filed for information purposes. CARRIED
a. Monthly Activity Summary - CAO/HR b. Monthly Activity Summary - Director of Building/CBO c. Monthly Activity Summary - Director of Corporate Services/Clerk
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d. Monthly Activity Summary - Fire Chief e. Monthly Activity Summary - Director of Parks and Recreation f. Monthly Activity Summary - Director of Planning g. Monthly Activity Summary - Director of Public Works 9. Consideration of Items Requiring Discussion 10. Key Information Reports a. 2019 Council Remuneration and Expenses Report b. Response to Request to Establish Food Bank and Take Donations for People in Need c. Joint Tender Results 11. Action Requests a. Revised Procedure – Surplus Dwelling Rezoning Resolution No. 089/2020 Moved by: Councillor Guindon Seconded by: Councillor Woods That Council endorse a revised procedure for Surplus Dwelling zoning amendments to permit the applications to proceed through annual housekeeping updates rather than individual amendments CARRIED
b. Tender No. 07-2020 North Lunenburg Road West Culvert Replacement Resolution No. 090/2020 Moved by: Councillor MacIsaac Seconded by: Councillor Woods That Council award Tender No. 07-2020 North Lunenburg Road West Culvert Replacement to Ottawa D Squared Construction Ltd. for the tendered amount of $230,245.00 (applicable taxes excluded) and further, authorize the Director of Public Works to execute the necessary documents to complete the transaction. CARRIED
c. RFQ 08-2020 Supply of Two Garbage Trucks complete with Cab and Chassis Resolution No. 091/2020 Moved by: Councillor Guindon Seconded by: Councillor MacIsaac That Council award RFQ No. 08-2020, Supply of Two Garbage Trucks complete with Cab and Chassis to Shu-Pak Equipment Inc. for the total tendered amount of $545,200.00 (applicable taxes excluded) and further, authorize the Director of Public Works to execute the necessary documents to complete the transaction. CARRIED
12. Committee / Council Member Reports
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a. Upper-Tier Report b. Cornwall Township Historical Society c. Lost Villages Historical Society d. Raisin Region Conservation Authority e. South Stormont Sports Hall of Fame f. Volunteer Appreciation Committee g. Waterfront Development Committee h. South Stormont / South Dundas Doctor Recruitment Committee 13. By-laws a. By-law No. 2020-032 Regulate Traffic in Ingleside Resolution No. 092/2020 Moved by: Councillor MacIsaac Seconded by: Councillor Guindon That By-law No. 2020-032 being a by-law to regulate traffic and authorize STOP signs in Ingleside, be read and passed in open Council, signed and sealed this 8th day of April, 2020. CARRIED
b. By-law No. 2020-033 Amend By-law No. 2011-100 (Emard) Resolution No. 093/2020 Moved by: Councillor Guindon Seconded by: Councillor MacIsaac That proposed By-law No. 2020-033 be amended as follows: By adding “-h) – Holding zone” after the words “RS3-9” in paragraph 2 i) By replacing paragraph 2) ii) with the following text: “By adding a new subjection to Section 5.3 (f) “RS3-9-h” Notwithstanding the provisions of Sections 3.23 and 5.3 to the contrary, for the lands zoned RS3-9-h the holding zone will not be lifted until: 1. The existing dwelling at 23 Moulinette Road, Long Sault, has been added as a listed property in the municipal heritage register; and 2. Council has approved a site plan control agreement including requirements for planting replacement butternut trees on the property. The following requirements will apply following removal of the holding symbol: Permitted uses are limited to apartment dwellings Minimum lot area: 1,813 square metres Minimum landscaped buffer (east side): 2.0 metres Maximum height: 2.5 storeys above grade Minimum interior side yard (north side): 10.0 metres
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Minimum interior side yard (south side): 3.0 metres Maximum lot coverage: 15% Maximum dwelling units: 6 Moulinette Road shall be considered the front yard, with access permitted through a shared driveway or directly from Moulinette Road.” And further, that the explanatory note be amended to reflect the changes proposed; And furthermore, that no further notice be given pursuant to Section 34(17) of the Planning Act. CARRIED
Resolution No. 094/2020 Moved by: Councillor Woods Seconded by: Councillor MacIsaac That By-law No. 2020-033, being a by-law to amend By-law No. 2011-100, be read and passed as amended, in open Council, signed and sealed this 8th day of April, 2020. CARRIED
c. By-law No. 2020-034 Amend By-law No. 2020-006 Part Lot Control (Bansal) Resolution No. 095/2020 Moved by: Councillor Guindon Seconded by: Councillor Woods That By-law No. 2020-034, being a by-law to amend By-law No. 2020-006, be read and passed in open Council, signed and sealed this 8th day of April, 2020. CARRIED
d. By-law No. 2020-035 Main Street Revitalization Initiative Program Agreement Amendment to By-law No. 2018-043 Resolution No. 096/2020 Moved by: Councillor MacIsaac Seconded by: Deputy Mayor Smith That By-law No. 2020-035, being a by-law to amend an agreement with AMO under the funding commitment for the Ontario’s Main Street Revitalization Initiative Program, be read and passed, signed and sealed in open Council this 8th day of April, 2020. CARRIED
14. Motions and Notices of Motions 15. New Business 16. Closed Meeting Resolution No. 097/2020 Moved by: Councillor MacIsaac Seconded by: Deputy Mayor Smith
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That Council, as provided in Section 239 (2) of the Municipal Act, 2001 move into a closed meeting at 5:51 PM to address a matter pertaining to personal matters about an identifiable individual; Specifically: Employee CARRIED
Resolution No. 098/2020 Moved by: Deputy Mayor Smith Seconded by: Councillor MacIsaac That Council move out of this closed meeting at 6:07 PM. CARRIED
17. Ratification By-Law Resolution No. 099/2020 Moved by: Councillor Guindon Seconded by: Councillor MacIsaac That By-law No. 2020-036 to adopt, confirm and ratify matters dealt with by resolution, be read and passed in open Council, signed and sealed this 8th day of April, 2020. CARRIED
18. Adjournment by Resolution Resolution No. 100/2020 Moved by: Councillor Woods Seconded by: Councillor Guindon That Council adjourn this meeting at 6:09 PM and return to the call of the chair. CARRIED
______Mayor
______Clerk
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Township of South Stormont KEY INFORMATION REPORT Administration and Corporate Services
To: Council From: Loriann Harbers, Director of Corporate Services/Clerk Date of Meeting: April 22, 2020 Subject: Integrity Commissioner Services – Annual Report - 2019
Background: Effective March 1, 2019, amendments to the Municipal Act, 2001 require every Ontario municipality to have a formally appointed Integrity Commissioner.
Integrity Commissioners are now mandated to oversee the application of Council Codes of conduct and the MCIA, to respond to requests from Members of Council and of local boards for advice respecting their obligations under their respective code of conduct and the MCIA, and to provide educational information to Members of Council, members of local boards, the municipality and the public regarding the municipality's code of conduct and the MCIA.
SDG County began recruitment for an Integrity Commissioner in 2018 with the understanding that should local municipalities be interested a joint approach would be entertained. Tony Fleming, of Cunningham Swan was appointed the Township’s Integrity Commissioner on February 20, 2019 via By-law No. 2019-011.
Summarized points of the agreement include: the agreement is for 5-year term, ending February 2024 the hourly rate is $295 per hour plus reasonable expenses (no retainer is applicable) the Consultant shall keep maintain their own insurance
Discussion: Section 223.6 (1) provides for an annual report, prepared and submitted by the Integrity Commissioner. A copy of Mr. Fleming’s 2019 Annual Report is attached.
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Tony E. Fleming Direct Line: 613.546.8096 E-mail: [email protected]
BY EMAIL: [email protected]
April 15, 2020
Council – Township of South Stormont c/o Loriann Harbers, Director of Corporate Services/Clerk 2 Mille Roches Road Long Sault, ON KOC 1PO
Dear Members of Council:
Re: Integrity Commissioner Services - Annual Report – 2019 Township of South Stormont; Our file No. 18269-13
Background
In 2019, Tony Fleming of Cunningham Swan in Kingston, Ontario, acted as the Integrity Commissioner for the Township of South Stormont in accordance with section 223.3(1) of the Municipal Act, 2001, S.O. 2001, c. 25 (the “Act”).
This report summarizes the services provided by the Integrity Commissioner to the Township of South Stormont in 2019, in accordance with section 223.6 (1) of the Act. The purpose of this report is to highlight the mandate of the Integrity Commissioner and to inform Council and the public about changes to the Act that affect the process of the Integrity Commissioner and subsequently, Councils and Local Boards.
Role of the Integrity Commissioner
The Act mandates that the Integrity Commissioner is responsible for providing the following functions:
1. The application of the code of conduct for members of council and the code of conduct for members of local boards.
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2. The application of any procedures, rules and policies of the municipality and local boards governing the ethical behaviour of members of council and of local boards. 3. The application of sections 5, 5.1 and 5.2 of the Municipal Conflict of Interest Act (“MCIA”) to members of council and of local boards. 4. Requests from members of council and of local boards for advice respecting their obligations under the code of conduct applicable to the member. 5. Requests from members of council and of local boards for advice respecting their obligations under a procedure, rule or policy of the municipality or of the local board governing the ethical behaviour of members. 6. Requests from members of council and of local boards for advice respecting their obligations under the MCIA. 7. The provision of educational information to members of council, members of local boards, the municipality and the public about the municipality’s codes of conduct for members of council and members of local boards and about the MCIA.1
Codes of Conduct
Prior to March 1, 2019, Codes of Conduct for members of Councils and Local Boards were optional. On March 1, 2019 the Province mandated that requirement.2 Along with that mandate, Ontario Regulation 55/18: Codes of Conduct – Prescribed Subject Matters, requires municipalities to include specific provisions within those Codes of Conduct:
1. Gifts, benefits and hospitality. 2. Respectful conduct, including conduct toward officers and employees of the municipality or the local board, as the case may be. 3. Confidential information. 4. Use of property of the municipality or of the local board, as the case may be.3
The Integrity Commissioner notes that although not required by the Province, it is essential that municipalities include a complaint protocol within their Codes of Conduct. Courts have indicated that an Integrity Commissioner relies on the Code of Conduct together with the complaint protocol as the ‘home statute’ of the Integrity Commissioner.4
1 Municipal Act, section 223.3(1). 2 Municipal Act, section 223.2(1). 3 Municipal Act, O. Reg. 55/18, section 1. 4 Michael Di Biase v City of Vaughan, 2016 ONSC 5620 at para. 43.
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We note the following important details regarding our initial process in relation to the complaint protocol:
1. The Integrity Commissioner may attempt to resolve all or part of a complaint as part of our preliminary review process; and 2. The Integrity Commissioner may reformulate complaints or applications for inquiry if necessary, to better reflect the intent of the complainant or applicant.5
Integrity Commissioner Activity re: Township of South Stormont
If Council requires ongoing training under the Code of Conduct and the MCIA, Mr. Fleming is available upon request. Individual members may request advice from the Integrity Commissioner at any time. Council or members may contact Mr. Fleming in the following ways:
1) Council may pose a question to the Integrity Commissioner in writing regarding the broad obligations of all members (not specific to any one member); 2) Individual members may request advice in writing from the Integrity Commissioner in accordance with the Act.
There have been no complaints under the Code of Conduct or applications for inquiry under the MCIA submitted to the Integrity Commissioner for the Township of South Stormont. We have also received no requests for advice from individual members. Still, we feel it is of great importance to highlight our process and imperative messages gleaned from cases around the Province to date.
Resolution of Complaints
As referenced above, the Integrity Commissioner begins the process with a preliminary review of all complaints and applications for inquiry. Where possible, we attempt to resolve disputes informally without the necessity of an investigation or inquiry. We do so where such a resolution is in the best interest of the public. Complaints and applications are dismissed if determined to be frivolous, vexatious or without merit. Applications for inquiry are dismissed if they are determined to be outside of the statutory 6-week requirement as set out in the MCIA.
Although it is not always possible to pursue an informal resolution, we will make every effort to do so where there is the potential for such a resolution. This opportunity is not lost after an investigation or inquiry begins. However, it becomes more difficult where the parties (the complainant/applicant and the member), either individually or collectively, are opposed to an informal resolution.
5 Ibid, at para. 43.
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There may also be circumstances where complaints contain facts that require a thorough investigation or inquiry and report in order to provide guidance to members and the public about certain types of behaviour or incidents that generate several complaints which highlight areas of obvious public concern. In these circumstances, a public report may assist in a wider resolution of such complaints or applications, or answer questions that may avoid future complaints or misunderstandings about the role of Council.
Confidentiality
The Integrity Commissioner includes only the information in his reports that is necessary to understand the findings. In making decisions about what information to include, the Integrity Commissioner is guided by the duties set out in the Municipal Act.
Section 223.5(1) of the Act sets out the Integrity Commissioner’s duty to maintain confidentiality throughout any process:
Duty of confidentiality 223.5 (1) The Commissioner and every person acting under the instructions of the Commissioner shall preserve secrecy with respect to all matters that come to his or her knowledge in the course of his or her duties under this Part.
This requirement applies to every person acting under the instruction of the Integrity Commissioner as well. Our process includes notifying the complainant or applicant, the named member(s), and any witnesses that they must keep the process confidential as required under section 223.5(1).
If a member were to share details of a complaint process with any other individual prior to the Integrity Commissioner issuing a public report, the Integrity Commissioner may view that act as a breach of the confidentiality provisions of the Code of Conduct. Further, any information not included in the report of the Integrity Commissioner remains confidential and ought to be treated as such by all parties.
Finally, any advice provided by the Integrity Commissioner to a member is confidential and the member has no obligation to share that advice with Council or any other person. The Integrity Commissioner may not release any advice that has been provided to a member without their consent. Should the member share part of the advice on their own, the advice no longer enjoys the cloak of confidentiality and the Act allows the Integrity Commissioner to release the full text of the advice at their discretion.
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Independent Role of the Integrity Commissioner
Council has assigned to the Integrity Commissioner the duty to independently conduct investigations and inquiries. The Integrity Commissioner is bound by the statutory framework to undertake a thorough investigation or inquiry in an independent manner. The findings of any report represent the Integrity Commissioner’s final decision.
Investigative Process
Our process for all investigations and inquiries includes:
1. Reviewing the merits of the complaint or application to determine if it is: a. Frivolous; b. Vexatious; or c. Without merit. 2. Following this initial review (and barring any finding under paragraph 1(a) through (c)), we conduct a more thorough preliminary review that allows the named member an opportunity to respond and provides the complainant with the opportunity to respond to the member’s reply. The member is then provided with one last opportunity to respond to the reply comments of the complainant. 3. Following these steps and any additional steps the Integrity Commissioner deems necessary to complete the preliminary review, the Integrity Commissioner reviews all materials and submissions to that point and decides whether to explore any opportunity for an informal resolution or move on to the investigation/inquiry stage. 4. If there is an investigation or inquiry, the Integrity Commissioner interviews those witnesses he deems relevant to the allegations, and collects all information deemed relevant to the process. 5. At the completion of the investigation or inquiry, the Integrity Commissioner issues a public report of his findings to Council for their acceptance and consideration on any recommended sanctions or penalties.
Investigation Reports
If Council finds itself in the position where it receives a report from the Integrity Commissioner, Council is performing an adjudicative function and it is required to act with a greater degree of neutrality than it normally would for other business that may come before it. It may debate the recommendations of the Integrity Commissioner only, but not the findings.
Council must avoid going “behind” the findings of the Integrity Commissioner or challenging the lines of inquiry or analysis undertaken by the Integrity Commissioner. Council does not have the benefit of the detailed investigation undertaken, as it is impossible to distill all the interviews and documents into one report. The Integrity Commissioner exercises his
Page 14 of 69 6 discretion to report only those facts that are most relevant; which is not to say that other facts were not considered when drafting the report. Any attempt to challenge the findings of the report undermines the integrity of the process and the conclusions of the report. That type of action is unfair to the complainant or applicant, the member, and witnesses, and is beyond the scope of Council's authority under the Municipal Act.
We note that if the Integrity Commissioner recommends a financial sanction (suspension of pay up to 90 days), then the member (even though he or she would have a resulting pecuniary interest) is entitled to attempt to influence Council’s decision on that recommended financial sanction. However, the member is not entitled to participate in any other portion of the debate, must still declare a conflict at the outset of Council’s consideration of the report, and may not vote.6
Closing Remarks
We thank the Township of South Stormont for the opportunity to act as its Integrity Commissioner. We remind members that the Integrity Commissioner is available to provide advice in accordance with the Act regarding a member’s obligations under the Code of Conduct and the MCIA. We note that this service provides members with the proactive ability to avoid potential complaints by requesting and acting on advice which may apply to the circumstances of the member.
Members are held to the highest standards of office in their elected positions and we thank members for their continued attention to the ethical obligations expected of them.
Please contact us with any follow-up questions. In the meantime, please find enclosed a copy of the up-to-date Certificate of Insurance for the Township of South Stormont.
Sincerely,
Cunningham, Swan, Carty, Little & Bonham LLP
Tony E. Fleming, C.S. LSO Certified Specialist in Municipal Law (Local Government / Land Use Planning) Anthony Fleming Professional Corporation TEF:am Enclosures
6 Section 5(2.10) of the Municipal Conflict of Interest Act.
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Township of South Stormont KEY INFORMATION REPORT Administration and Corporate Services
To: Council From: Loriann Harbers, Director of Corporate Services/Clerk Date of Meeting: April 22, 2020 Subject: Website Re-Development Project Overview
Background: In the fall of 2019, RFP No. 2019-016 for the re-development of the Township website was awarded to eSolutions.
A survey and key stakeholder sessions were conducted in December, 2019. From this starting point the development of the website began. The internal working group, consisting of Councillors MacIsaac and Woods, CAO LucasSwitzer, Customer Services Representative Rox-Anne Hendrie, Communications Coordinator Chris Hemond and myself continue to meet to consider next steps and agree on items of design, etc.
Meetings relative to the project are conducted on a weekly basis and have proven to assist with keeping the schedule on time to date. This is a screen shot of the draft home page.
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Discussion: A summary of milestone dates is provided in the following table:
Title Approximate Dates Status Sitemap Approval January 6, 2020 COMPLETE Design Approval – all concepts February 17, 2020 COMPLETE Module DNS Set Up & Configuration Approved February 14, 2020 COMPLETE Development Begins March 30 ,2020 COMPLETE Development Complete April 15, 2020 COMPLETE Content Complete April 23, 2020 COMPLETE Website Style Guide Provided April 29, 2020 COMPLETE Review Draft GoLive Plan Week of April 29, 2020 PENDING Form Builder Training – ½ day Webex February COMPLETE iCreate Training – 2 days on site January 29th and 30 2020 COMPLETE Email to Staff & Council MAY-JUNE PENDING Pre-GoLive MAY-JUNE PENDING GoLive MAY-JUNE PENDING
Specific work that has been completed includes: Council calendar By-laws and Policies Business directory Community calendar Cludo search capability News and articles Parks and Recreation
Page 17 of 69 It is important to note that 4-5 days of training with up to 6 staff members has taken place in recent months. Specific training has included content writing and creation of forms for use throughout the website. This includes forms to issue burn permits and sell garbage tags.
In light of recent Covid-19 developments, website content writing has been set aside. However, staff are hopeful that with remote working opportunities the project will proceed at a quicker pace.
It is anticipated a total of 112 website pages are required and staff report that approximately 55 pages have been drafted.
From this point a great deal of review and testing is required.
On-going components on the project include: Google analytics - ability to track statistics, i.e. how many individuals are watching the recorded meetings Third party integration - iCity, BookKing, GIS Form Builder e-commerce - use of merchant account to collect fees for online payment options. Consideration is required for each component and how each of these options will affect existing fees and payment options.
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Township of South Stormont KEY INFORMATION REPORT Administration and Corporate Services
To: Council From: Loriann Harbers, Director of Corporate Services/Clerk Date of Meeting: April 22, 2020 Subject: Online Payment Processing
Background: As a result of public consultation and research undertaken for website re-development it has been identified that online registration and payment options on the Township ‘s website are necessary. Customers are interested in payment of property taxes, utility bills, burn permits, pet licence, and garbage tags, etc.
Currently, the Township accepts credit card payment for online recreation registration only. In the past, this was restricted due to associated fees incurred by the Township. Customers frequently request the opportunity to pay property taxes, utility bills and registration etc. with credit cards both online and in person. Moreover, one of the identified objectives of the re-developed website is to enhance efficiency with the use of online registration and payment.
As such, online payment options have been investigated and are being expanded to provide more choice, flexibility and convenience for customers in conjunction with the website re-development project.
Furthermore, there is potential for the expansion of the use of credit cards for in person transactions.
Discussion: Expanding online options would result in increased service charges that could be shared by taxpayers. The rates generally run in the vicinity of: $250 one-time setup $25.00 /month 0.20 per transaction 3.5% on VISA/MasterCard
For example,
Description Base Amount Total Amount * does not account for monthly fee Garbage tags $1.50 $1.75 Burn Permit $10.00 $10.55 Building Permit for $2,200 $2,277.20 Average Home Property Tax Bill $3,500 $3,622.70
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In 2013, the Township entered into an agreement with Elavon for merchant services for online recreation programming purposes. Presently, this is the only situation where credit cards are accepted and the associated convenience fee has been incorporated into the fee.
The current fees / rates under Elavon Inc. are lower, however, Elavon is not compatible with Central Square (Vadim) and eSolutions Form Builder software. We are looking to secure an alternate vendor that will be compatible with all platforms for the long term.
Online purchasing and payment will significantly increase fees to be paid by the Township, which in turn would require the cost to be offset by property taxes or increased program fees.
Going forward staff intend to: Continue with existing vendor and process for recreation registration for 2020; it will be important to review fee increases in 2021. Secure new vendor for remaining online payment requirements, including property taxes and other charges; Roll out online payment option for garbage tags, burn permits etc. with launch of website (June) Roll out online payment option for property taxes and utility bills in fall or early 2021. Roll out online payment option for building permits in 2021.
It will be necessary to include the added cost of this feature in 2021 budget and comprehensive fee review.
This new payment option supports the Township’s enhanced customer service strategy. Improving corporate and technology solutions, maintaining compliance with internal and regulatory controls and providing efficiency in collection of monies owning the Township are all realized with the use of this system.
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Township of South Stormont KEY INFORMATION REPORT Finance Department
To: Council From: Cindy Piché Date of Meeting: April 22, 2020 Subject: Financial Report for the period ending March 31, 2020
Background: Summary financial reports for the Township of South Stormont are attached.
Included is a summary for the general operations and capital projects for the Township and a summary for the operations and capital projects relating to Water and Wastewater. It is important to note, property taxes collected do not fund the Water and Wastewater operations or capital expenditures.
Financial Highlights:
Township Operations Revenue The interim tax billing has been sent to residents. For 2020, the interim billing was split into two payments with 50% of the interim payment originally due March 31, 2020 and 50% of the interim payment due May 29th, 2020. Due to COVID-19, the Township Council decided to delay the first interim payment to April 30, 2020. At this time, the second payment for the interim is still set for May 29th, 2020. In prior years, 100% of the interim payment was due at the end of March.
The 2020 interim billing, which includes the Township, County and Education rates is $9,801,895; with 50% due at the end of April and the other 50% due at the end of May. The Township has collected $4,178,750 as at mid-April which represents 42.6% of the total interim billing. Mortgage/Banking institutions continue to submit their payments and account for approximately 25% of the payments received to date (approximately $1,055,795).
Tax arrears continue to be collected with almost $130,000 being collected since the end of December 2019. Initiatives to collect past due accounts and make arrangements for those affected by COVID-19 continue.
The current taxes receivable figures noted below for 2020 include 100% of the interim taxes receivable of which 50% of those interim taxes are due April 30th and 50% due on May 29th, 2020.
Page 21 of 69 Taxes Receivable at the end of Period 3 (March): % increase % increase Taxes % of 2020 (decrease) % of 2019 (decrease) % of 2018 17-Apr-20 17-Apr-19 17-Apr-18 Receivable total billed 2020 over total 2019 over total 2019 2018 Current $ 5,287,835 44.1% 145.5% $ 2,153,741 18.5% (4.6%) $ 2,257,512 19.9% 1 Year 1,023,600 792,528 821,791 2 Years 229,758 320,161 408,318 3 + Years 309,596 303,994 229,906 Total Past Due 1,562,954 22.8% 10.3% 1,416,683 39.7% (3.0%) 1,460,015 39.3% Total Due $ 6,850,789 91.9% $ 3,570,424 (4.0%) $ 3,717,528 For 2020, the interim tax bill was split into two payments, one being in April and the other in May. In prior years, the full payment was due by the end of March. This is affecting the ratios and comparatives for prior years.
Taxation revenue will only appear on the financial statements attached once the final billing is processed.
Revenue associated with parks and recreation programming and rentals for halls and arenas are lower than in prior years due to COVID-19. Parks and recreation staff also closed down some facilities in an effort to contain and reduce costs once it became known that these facilities would not be open to the public for an undetermined period of time.
Staff is working on quantifying the impact on the Township revenue and expenditures due to COVID-19.
Expenditures As certain programs and facilities have been canceled due to COVID-19, Staff have reduced costs where possible by closing down facilities and redirecting resources to do work that may have been originally planned to be completed by a third party. Other purchases, such as IT hardware and equipment have been moved to the first quarter of the year in order to assist the Township in responding and providing customer service to the residents while staff work remotely to help contain the spread of COVID-19.
Public works is continuing to operate. Vehicles and equipment are being maintained but the cost recoveries are a bit slow at this time until projects begin and as resources are not being deployed in the same manner as in prior years due to COVID-19. Snow plowing, sanding and salting is $96,000 lower than at this time of year last year due to a much milder period from January to April with a significantly lower amount of snow fall in comparison to the beginning of 2019. It is unknown at this time what the beginning of the 2020-2021 winter season will bring; a significant amount of snowfall could reduce this savings.
The allocation of funding under the Municipal Grant program is currently being delayed until further direction and information is received regarding when committees and events may resume.
Page 22 of 69 It is expected that the cost for materials and supplies for personal protective equipment (PPE) for staff, including firefighters, will be higher than budgeted due to the pandemic.
Other expenditures continue as expected while staff continue to consider options to reduce and safe while also considering ways to assist residents through the COVID-19 pandemic.
Projects Some projects have been tendered. Staff reports have been provided to council on an individual basis.
Water and Wastewater Operations
Revenue & Expenditures The transition to a one-rate system for water and for wastewater was implemented for 2020 and included on the first quarter water and sewer billing that was sent to residents Additionally, the due date for the water and sewer billings was increased to 60 days past the billing date instead of the typical 30 days. This extension was done as an effort to assist residents during the COVID-19 pandemic.
Projects Some projects have been tendered and others delayed in response to the effects of COVID-19.
Page 23 of 69 TOWNSHIP OF SOUTH STORMONT GL5410 Page : 1 Date : Apr 17, 2020 Time : 12:50 pm TOWNSHIP SUMMARY (2020+)
For Period Ending 31-Mar-2020
CURRENT MONTHYEAR TO DATE ANNUAL BUDGET BUDGET % REMAINING YEAR TO DATE ANNUAL TOTAL ANNUAL BUDGET REMAINING
PRIOR YEAR PRIOR YEAR PRIOR YEAR GENERAL FUND
CASH INFLOWS TAXATION 4,795 7,287 (7,391,215) (7,398,502) 100 7,112 (6,891,567) (6,831,865) PAYMENTS-IN-LIEU 0 0 (504,670) (504,670) 100 (6,494 ) (483,034) (481,281) FEES AND CHARGES (47,672) (172,058) (1,232,690) (1,060,633) 86 (274,671 ) (1,053,060) (1,185,275) UNCONDITIONAL GRANTS 0 (752,722) (1,692,700) (939,978) 56 (205,425 ) (2,134,017) (1,585,175) CONDITIONAL GRANTS 0 (303) (611,325) (611,022) 100 (649,815 ) (1,040,164) (751,158) RENTAL INCOME (39,386) (118,159) (582,856) (464,697) 80 (118,435 ) (526,054) (570,075) INVESTMENT INCOME (17,835) (92,168) (425,000) (332,832) 78 (95,404 ) (517,116) (370,000) DONATIONS & OTHER 0 (19,020) (115,000) (95,980) 83 (104,581 ) (157,896) (170,500) LOAN FUNDING/DEBENTURES 0 0 (2,595,925) (2,595,925) 100 0 0 0 CONTRIBUTION FROM RESERVES 0 0 (1,440,853) (1,440,853) 100 (569,560 ) (569,353) (561,560) WORKING CAPITAL RESERVES 0 0 0 0 0 (285,000 ) (285,000) (285,000)
Total CASH INFLOWS (100,098) (1,147,143) (16,592,234) (15,445,091) 93 (2,302,273 ) (13,657,261) (12,791,889) CASH OUTFLOWS GENERAL GOVERNMENT 185,350 478,665 3,272,708 2,794,043 85 563,208 3,379,546 3,033,462 BUILDING 22,861 64,179 314,500 250,321 80 63,601 316,976 318,639 PROTECTION OF PERSONS AND PROPERTY 5,774 17,413 143,550 126,137 88 27,817 176,126 168,250 FIRE AND RESCUE 40,034 128,082 1,858,000 1,729,918 93 111,715 902,032 940,202 TRANSPORTATION & FLEET SERVICES 164,543 634,197 6,401,460 5,767,263 90 606,948 5,483,505 4,620,761 PARKS AND RECREATION 72,259 193,800 1,683,963 1,490,163 88 170,611 1,527,344 1,459,675 PLANNING, DEVELOPMENT & COMMUNICATIONS 25,982 79,946 806,600 726,654 90 83,738 499,356 906,650 WASTE MANAGEMENT 82,949 198,080 1,955,828 1,757,748 90 155,204 1,110,003 1,193,000 DRAINAGE 2,930 10,841 155,625 144,784 93 4,186 144,478 151,250
Total CASH OUTFLOWS 602,683 1,805,203 16,592,234 14,787,031 89 1,787,028 13,539,367 12,791,889
Total GENERAL FUND 502,586 658,060 0 (658,060) 0 (515,245 ) (117,894) 0
Page 24 of 69 TOWNSHIP OF SOUTH STORMONT GL5410 Page : 1 Date : Apr 16, 2020 Time : 2:04 pm WATER SUMMARY (2020+)
For Period Ending 31-Mar-2020
CURRENT MONTHYEAR TO DATE ANNUAL BUDGET BUDGET PERCENTAGE YEAR TO DATE ANNUAL TOTAL ANNUAL BUDGET REMAINING REMAINING
PRIOR YEAR PRIOR YEAR PRIOR YEAR GENERAL FUND
REVENUE RESIDENTIAL, COMMERCIAL & INDUSTRIAL 277 (40,960) (1,464,609) (1,423,649) 97 (19,570 ) (1,303,020) (1,471,500) FEES AND PENALTIES (150) (3,873) (17,100) (13,227) 77 (8,808 ) (21,537) (16,800) CONDITIONAL GRANTS 0 0 0 0 0 (32,688 ) 10,482 (5,800) NEW CONNECTION FEES (8,240) (18,309) 0 18,309 0 (10,757 ) (121,932) 0 LOANS & DEBENTURES 0 0 0 0 0 0 (295,000) (315,000) CONTRIBUTION FROM RESERVES 0 0 (488,000) (488,000) 100 (191,186 ) (191,186) (191,186)
Total REVENUE (8,113) (63,143) (1,969,709) (1,906,566) 97 (263,008 ) (1,922,194) (2,000,286) EXPENDITURES WATER - LONG SAULT / INGLESIDE 81,158 175,485 1,023,760 848,275 83 138,559 1,576,038 1,033,000 WATER - EAMERS CORNERS / ST ANDREWS 5,401 10,949 295,580 284,631 96 12,394 264,772 230,050 WATER - NEWINGTON 4,290 10,239 126,530 116,291 92 16,041 196,906 156,250
Total EXPENDITURES 90,848 196,672 1,445,870 1,249,198 86 166,994 2,037,716 1,419,300 PROJECTS WATER - LONG SAULT/INGLESODE 3,917 3,917 523,000 519,083 99 11,233 326,061 477,000 WATER - EAMERS CORNERS / ST. ANDREWS 1,265 1,265 0 (1,265) 0 2,070 14,266 0 WATER - NEWINGTON 310 310 0 (310) 0 7,136 43,328 44,000
Total PROJECTS 5,493 5,493 523,000 517,507 99 20,439 383,655 521,000
Total GENERAL FUND 88,228 139,022 (839) (139,861) 16,670 (75,575 ) 499,177 (59,986)
Page 25 of 69 TOWNSHIP OF SOUTH STORMONT GL5410 Page : 1 Date : Apr 16, 2020 Time : 2:27 pm WASTEWATER SUMMARY (2020+)
For Period Ending 31-Mar-2020
CURRENT MONTHYEAR TO DATE ANNUAL BUDGET BUDGET PERCENTAGE YEAR TO DATE ANNUAL TOTAL ANNUAL BUDGET REMAINING REMAINING
PRIOR YEAR PRIOR YEAR PRIOR YEAR GENERAL FUND
REVENUE RESIDENTIAL, COMMERCIAL & INDUSTRIAL (5,170) (16,377) (1,501,044) (1,484,667) 99 (131,089 ) (1,294,739) (1,384,766) FEES AND PENALTIES (56,833) (136,518) (1,176,024) (1,039,506) 88 (172,520 ) (733,351) (1,163,398) CONDITIONAL GRANTS 0 0 (298,553) (298,553) 100 (25,261 ) (1,651) (303,553) NEW CONNECTION FEES 0 0 0 0 0 (2,610 ) (6,633) 0 CONTRIBUTION FROM RESERVES 0 0 (982,435) (982,435) 100 (121,739 ) (121,739) (121,739)
Total REVENUE (62,003) (152,896) (3,958,056) (3,805,160) 96 (453,219 ) (2,158,113) (2,973,456) EXPENDITURES SEWER - LONG SAULT 28,874 72,986 715,500 642,514 90 76,030 641,931 686,300 SEWER - INGLESIDE 77,642 179,741 1,720,748 1,541,007 90 343,677 1,637,321 1,604,038 SEWER - EAMERS CORNERS 0 0 2,080 2,080 100 0 0 1,725
Total EXPENDITURES 106,517 252,727 2,438,328 2,185,601 90 419,707 2,279,252 2,292,063 PROJECTS SEWER - LONG SAULT 0 0 145,000 145,000 100 1,791 19,692 0 SEWER - INGLESIDE 83,267 83,267 1,024,738 941,471 92 946 376,336 506,738
Total PROJECTS 83,267 83,267 1,169,738 1,086,471 93 2,737 396,027 506,738
Total GENERAL FUND 127,781 183,099 (349,990) (533,089) 152 (30,774 ) 517,166 (174,655)
Page 26 of 69 TOWNSHIP OF SOUTH STORMONT GL5410 Page : 1 Date : Apr 16, 2020 Time : 2:34 pm WATER - CAPITAL WATER DEBENTURES
For Period Ending 31-Mar-2020
CURRENT MONTHYEAR TO DATE ANNUAL BUDGET BUDGET PERCENTAGE YEAR TO DATE ANNUAL TOTAL ANNUAL BUDGET REMAINING REMAINING
PRIOR YEAR PRIOR YEAR PRIOR YEAR GENERAL FUND
CASH INFLOWS LS - ING. CAPITAL WATER LEVY 0 0 (310,272) (310,272) 100 0 (310,272) (310,399) VIN VISTA CAPITAL WATER LEVY 0 0 (13,823) (13,823) 100 0 (13,823) (13,823) COUNTY ROAD 36 CAPITAL WATER LEVY 0 0 (1,550) (1,550) 100 0 (1,550) (1,550) MANNING / COLONIAL CAPITAL WATER LEVY 0 0 (6,546) (6,546) 100 0 (6,546) (6,546) WALES VILL. / OSNA. CEN. CAP. WATER LE 0 0 (18,678) (18,678) 100 (5,067 ) (18,678) (18,678) EC / SA CAPITAL WATER LEVY 0 0 (2,282) (2,282) 100 0 (2,283) (2,282) NEWINGTON CAPITAL WATER LEVY 0 0 (8,404) (8,404) 100 0 (8,404) (8,404) WINDERMERE DRIVE CAPITAL WATER LEVY 0 0 (7,215) (7,215) 100 0 0 0
Total CASH INFLOWS 0 0 (368,770) (368,770) 100 (5,067 ) (361,555) (361,682) CASH OUTFLOWS CAPITAL WATER PROJECT INTEREST 0 53,335 113,852 60,517 53 55,776 110,340 111,434 CAPITAL WATER PROJECT PRINCIPAL PAYMEN 0 91,912 209,540 117,628 56 89,470 180,153 197,530 CAPITAL WATER PROJECT - RESERVES 0 0 45,378 45,378 100 52,718 52,718 52,718
Total CASH OUTFLOWS 0 145,247 368,770 223,523 61 197,965 343,211 361,682
Total GENERAL FUND 0 145,247 0 (145,247) 0 192,898 (18,344) 0
Page 27 of 69 TOWNSHIP OF SOUTH STORMONT GL5410 Page : 1 Date : Apr 17, 2020 Time : 10:14 pm 2020 PROJECTS
For Period Ending 31-Mar-2020
CURRENT MONTHYEAR TO DATE ANNUAL BUDGET BUDGET % REMAINING REMAINING
GENERAL FUND
GENERAL GOVERNMENT INFORMATION TECHNOLOGY 19,194 50,469 95,000 44,531 47 HUMAN RESOURCES 12,916 12,916 235,000 222,084 95 CAPITAL - BUILDINGS 7,298 7,705 25,000 17,295 69 CAPITAL - BUILDINGS (LEASED) 3,208 3,208 150,000 146,793 98
Total GENERAL GOVERNMENT 42,616 74,298 505,000 430,702 85 FIRE RESCUE CAPITAL - VEHICLE 0 0 560,000 560,000 100
Total FIRE RESCUE 0 0 560,000 560,000 100 TRANSPORTATION, ROADS, FLEET SANDTOWN ROAD (WEST) - RECONSTRUCTION 0 0 377,100 377,100 100 DAFOE ROAD RECONSTRUCTION 0 0 493,000 493,000 100 LAKESIDE DRIVE 5,522 8,982 1,165,825 1,156,843 99 VALADE-LEFEBVRE ROAD - ENGINEERING 0 0 20,000 20,000 100 SUNSET DRIVE DRAINAGE OUTLET 0 0 52,000 52,000 100 NORTH LUNENBURG ROAD WEST CULVERT 0 0 360,000 360,000 100 ST. ANDREWS SCHOOL -PEDESTRIAN CROSSOV 0 0 25,000 25,000 100 SIDEWALKS - ANNUAL 0 0 75,000 75,000 100 ST. ANDREWS SIDEWALK 0 0 150,900 150,900 100 CAPITAL - EQUIPMENT 0 147,536 176,200 28,664 16
Total TRANSPORTATION, ROADS, FLEET 5,522 156,517 2,895,025 2,738,508 95 PARKS & RECREATION PARKS & RECREATION MASTER PLAN 0 6,329 30,000 23,671 79 CAPITAL - PLAY STRUCTURE EQUIPMENT 0 0 50,000 50,000 100 CAPITAL - EQUIPMENT (ICE RESURFACER) 0 0 90,000 90,000 100 CAPITAL - VEHICLE 0 0 50,000 50,000 100
Total PARKS & RECREATION 0 6,329 220,000 213,671 97 PLANNING, ECON DEV, COMMUNICATIONS WATERFRONT PLAN 0 6,329 30,000 23,671 79 LONG SAULT SECONDARY PLAN 0 0 90,000 90,000 100 LONG SAULT EAST INDUSTRIAL PARK 0 0 26,000 26,000 100 DEVELOPMENT CHARGES STUDY 0 0 45,000 45,000 100 CAPITAL - PLAZA IMPROVEMENTS 0 3,804 6,000 2,196 37
Total PLANNING, ECON DEV, COMMUNICATIO 0 10,133 197,000 186,867 95 WASTE MANAGEMENT CAPITAL - VEHICLES AND EQUIPMENT 0 0 505,000 505,000 100
Total WASTE MANAGEMENT 0 0 505,000 505,000 100 WATER Page 28 of 69 TOWNSHIP OF SOUTH STORMONT GL5410 Page : 2 Date : Apr 17, 2020 Time : 10:14 pm 2020 PROJECTS
For Period Ending 31-Mar-2020
CURRENT MONTHYEAR TO DATE ANNUAL BUDGET BUDGET % REMAINING REMAINING
GENERAL FUND
LS/ING - CAPITAL 121 121 488,000 487,879 100
Total WATER 121 121 488,000 487,879 100 WASTEWATER IWWTP - PRELIMINARY + DETAILED DESIGN 67,309 67,309 1,024,738 957,429 93 POST RD PUMPING STATION 0 0 145,000 145,000 100
Total WASTEWATER 67,309 67,309 1,169,738 1,102,429 94
Total GENERAL FUND 115,567 314,708 6,539,763 6,225,055 95
Page 29 of 69
Township of South Stormont KEY INFORMATION REPORT Parks and Recreation
To: Council From: Kevin Amelotte – Director of Parks and Recreation Date of Meeting: April 22, 2020 Subject: Extension of Facility Closures due to COVID-19
Background: On April 17th, South Stormont officially extended the closures of all Township operated facilities until at least June 30, 2020. The facilities have been closed since the original announcement was made on March 14th.
This decision is made in an effort to support current social distancing efforts aimed at minimizing the spread of COVID-19. These measures are taken with consultation of Public Health Officials at the Eastern Ontario Health Unit (EOHU) to ensure the Township will continue to meet or exceed current orders by the Province of Ontario.
The Township has also complied with Provincial orders to close all recreation equipment and park amenities such as playgrounds, swings, benches, picnic tables, and trails. These announcements are being advertised to the public using social media, website updates, media releases, and posting appropriate signage at these Township owned facilities.
Staff continue to notify rental groups and users that are affected by these cancellations. Some are being refunded their rental or program fees, while others are rescheduling for future dates. Unfortunately, these cancellations are affecting several community events and larger private functions such as wedding receptions. Staff is tracking the financial impact of these facility closures and will be providing a final report to Council once facilities closures are lifted.
Recreation staff are reviewing all potential options to ensure that the Township will be able to offer a variety of recreational opportunities once it is deemed appropriate and safe to do so. Meanwhile, online program options are being explored to encourage residents to remain active and healthy while conforming to social distancing orders, a full update on recreation programs will be presented at the regular Council meeting on May 13th.
Prepared by:
Kevin Amelotte Director of Parks and Recreation
Page 30 of 69 Page 31 of 69 Page 32 of 69 Page 33 of 69
Township of South Stormont KEY INFORMATION REPORT Public Works Operations
To: Council From: Ross Gellately Date of Meeting: April 22, 2020 Subject: Public Works Project Updates
Background: In response to the COVID 19 Pandemic, staff have been working to determine what changes must be made to adapt to the requirements for physical distancing and additional Personal Protective Equipment (PPE) required for workers to work safely.
Staff have been in communication with their consultants and Public Works peers to determine if and how projects may proceed.
Discussion: We have had telephone conference calls with all Public Works Managers in SDG including the SDG Counties and City of Cornwall. These calls were initiated to share information and to ask questions of the group. We plan to continue with these telephone meetings bi-weekly during the pandemic period.
We have specifically discussed Transportation Capital and Maintenance projects and the province’s description of “essential” services. Road, water and sewer maintenance are all deemed essential by the province, with the road authority able to determine which projects move forward.
The consensus from the group was that all road, water and wastewater projects deemed maintenance will continue. Tenders continue to be released for bids with the intention of all maintenance and capital projects to proceed unless we are told to stop by the provincial or federal governments.
To date there has not been any notice regarding Provincial and Federal funding being held back for these projects.
Ontario Good Roads Association (OGRA) have also commented, they are of a similar opinion that work can proceed.
To date, most of the South Stormont tenders have closed with the only remaining for transportation being the Sidewalk Maintenance Tender which includes St. Andrews Sidewalk Replacement and the Lakeside Drive Reconstruction on Moulinette Island. Both of which will be released in the next week or so. Our water and wastewater capital projects will be tendered soon as well.
Page 34 of 69
Our tenders do require the contractor provide a copy of their Health and Safety Policy. We will ensure at our pre-construction meetings that this policy includes provisions for the COVID 19 requirements including physical distancing and the provision of PPE for their workers.
We are also working with our Public Works Manager partners to establish a set of guidelines for our staff to enable us to do our day to day work and meet the COVID 19 requirements. This will ensure municipal work is being completed with consistent requirements in the SDG region. These guidelines will be shared with our contractors with the expectation they will follow these guidelines.
Further, discussions are regularly scheduled with neighboring waste management and water/wastewater operations staff to ensure the sharing of information and operational issues. The intent is for these to continue during the COVID 19 pandemic period.
Page 35 of 69 Township of South Stormont ACTION REQUEST Parks and Recreation Department
To: Council From: Kevin Amelotte Date of Meeting: April 22, 2020 Subject: Renewal of Health and Safety Policy Statement
Recommendation: That Council authorizes the renewal of the Township Health & Safety Policy Statement, thereby supporting the Township’s commitment to the health and safety of its employees through all levels of the Corporation.
Background: As per the Occupational Health and Safety Act, R.S.O. 1990, the Corporation’s Health and Safety Policy requires an annual review. The review of the Policy endorses the continued commitment to the health and safety of employees. The Policy Statement is posted on employee Health and Safety boards located within Township owned facilities.
Save and except the Fire Service, the Township’s Health & Safety Committee meets on a regular basis and is comprised of both unionized employees and staff members. The Committee reviews and makes recommendations on such topics as monthly facility inspection reports, personal protective equipment, employee health and safety training.
All NEW employees including students are subject to completing the “New Employee Orientation Checklist” that includes such training as their requirements for protective equipment, location of hazardous materials, emergency evacuation details, and accident reporting procedures.
All Township employees are required to be trained in programs such as Bill 132, Bill 168 Workplace Violence & Harassment, WHMIS, and Customer Service Accessibility Standards. Training completion records are reviewed and properly stored for each employee.
Pursuant to the Occupational Health and Safety Act, due to the nature of the work within the Fire Service, different rules apply for health and safety requirements. The Fire Chief manages, and reports as needed, health and safety matters separately. The Policy Statement, as attached, encompasses the Corporation’s commitment for all employees including fire personnel.
1 Page 36 of 69 Options: 1. Council approve the renewal of the Township Health & Safety Policy Statement, as such supporting the Township commitment to the health and safety of its employees through all levels of the Corporation. This is the preferred recommendation. 2. Council defers the renewal of the Township Health & Safety Policy statement. 3. Other.
Others Consulted: - Health and Safety Committee - Senior Management
2 Page 37 of 69 P.O. Box 84,2 Mille Roches Road Township of Long Sault, ON K0C 1P0 Tel: (613) 534-8889 Fax: (613) 534-2280 SOUTH STORMONT e-mail: [email protected]
HEALTH & SAFETY POLICY
The Corporation of the Township of South Stormont is committed to the health and safety of its employees in accordance with the Occupational Health and Safety Act, R. S. O. 1990, as amended.
The Corporation has the responsibility for doing everything it can to prevent occupational injuries and illness. This responsibility extends through all levels of the Corporation.
It is the responsibility of Council to ensure that an appropriate health and safety policy and program are established and implemented throughout all the township’s work areas.
Council shall monitor the township’s health and safety standards on a regular basis to ensure that they are being maintained in an effective and efficient manner.
Management is responsible for ensuring safe working practices and procedures and that all employees receive the necessary knowledge, instruction and supervision to enable them to perform their work safely.
All employees have a personal responsibility to preserve their health and to work safely in accordance with the Occupational Health and Safety Act.
Bryan McGillis, Mayor
As of Council meeting of April 22, 2020
Page 38 of 69 Township of South Stormont ACTION REQUEST Finance Department
To: Council From: Cindy Piché, Director of Finance/Treasurer Date of Meeting: April 22, 2020 Subject: 2020 Municipal Grants
Recommendation: That Council delay approvals for the 2020 Municipal Grant program until more information is known regarding the impact of the COVID-19 on Community organization and events, and further that Council approve the redirection of $4,000 of Municipal Grant cash funding to be allocated to the 3 local food banks that assist the residents in the South Stormont Community.
Executive Summary: It is recommended, for transparency purposes, that municipal grants in any given year be confirmed by resolution.
Background: The 2020 Grant Applications for cash and in-kind services were presented at a Committee of the Whole (COTW) meeting on March 10, 2020.
The 2020 Municipal Grant budget for cash outlay purposes is $10,000. At the COTW meeting, a total of $10,000 of the cash grant requests received were supported for funding.
Also at the COTW meeting, a total of $5,790 of in-kind grant requests received plus an additional $10,660 of in-kind grants anticipated, based on prior year Township support were supported for funding. The total anticipated grant of in- kind services was $16,450 for 2020.
Since the COTW meeting in March, the South Stormont Community has been affected by the COVID-19 worldwide pandemic. Due to this pandemic and Provincial Emergency Measures Orders and the Orders from the Medical Officer of Health for Eastern Ontario Health Unit; organized events where more than 5 people gather are cancelled. Due to this, Staff is recommending that Council delay the approval of both cash and in-kind municipal grants until further information related to the ability for any future events to be held. Staff is also suggesting that Council approve the redirection of $4,000 of Municipal Grant cash funding to be allocated to the 3 local food banks that assist the residents in the South Stormont Community. The $4,000 in cash grants requesting to be redirected are for events already cancelled for 2020 and which were discussed for approval at the March COTW. 1 Page 39 of 69
A summary of the 2019 Municipal Grants provided to the community is attached as well as a list of the 2020 submissions. This has been provided for reference purposes.
A notice will be sent to grant applications to advise of the delay in approvals,
Options: 1. That Council delay approvals for the 2020 Municipal Grant program until more information is known regarding the impact of the COVID-19 on Community organization and events, and furthermore that Council approve the redirection of $4,000 of Municipal Grant cash funding to be allocated to the 3 local food banks that assist the residents in the South Stormont Community. This is the recommended option. 2. That Council not approve. 3. Other.
Financial Impact: The 2020 Municipal Grant cash budget is $10,000. The recommendations are within the cash municipal grant budget.
Others Consulted: Director of Parks & Recreation, K. Amelotte, CAO Council
2 Page 40 of 69 Township of South Stormont 2020 Municipal Grants - DRAFT FOR COUNCIL APPROVAL; Amended 2020 In Kind 2020 In Kind 2020 Cash 2020 Total 2019 In Kind Grants Grants Approved 2019 Cash 2020 Cash Grants Association Name Event/Project Grants Approved Grants Approved Grants Provided Requested/ * Grants Provided Requested (DRAFT) (DRAFT) Anticipated (DRAFT) Britannia Crafts and Gifts Craft Show $ 100 $ 100 ** $ - $ - $ - $ - Cornwall Motor Speedway Annual Banquet & Award Ceremony 185 185 $ 185 - - $ - $ 185 Cornwall Township Historical Society Meeting space 240 300 $ 300 - - $ - $ 300 Cornwall Township Lions Club Big Buck Fundraiser 185 185 $ 185 - - $ - $ 185 Eastern Ballbroomers Men's Elite Team Sponsorship Local Sports - - $ - 250 - $ - $ - Hall use for seniors exercise/walking; increased Friendly Circle 2,950 2,400 $ 1,200 - 1,500 $ - $ 1,200 programming (operational costs) Friends of Bird Sanctuary Nature Wildlife Day; Trail Improvements 340 340 $ 340 - 500 $ 500 $ 840 Ingleside Craft and Trade Show Annual Craft Show 185 185 $ 185 - - $ - $ 185 Winchester District Memorial Hospital Foundation Ingleside Family Fun Day 620 - $ - 500 - $ - $ - Ingleside Firefighter's Association Annual Community Summer Event in Ingleside 1,740 1,740 ** 2,500 3,000 **$ - Ingleside Masonic Ctr Annual Event; Funding for building renovations 260 260 $ 260 - 1,500 $ - $ 260 Knights of Columbus #10416 Annual Community Event in St. Andrews 2,760 2,760 ** 1,000 1,500 **$ - Lost Villages Historical Society Canada Day, Arts in the Park, Meeting space 1,095 1,095 $ 325** - - $ - $ 325 McGillivray Family Annual Community Pig Roast Fundraiser 100 100 $ 100 - - $ - $ 100 Omni Health Care Woodland Villa Country Fair 310 310 $ 310 - - $ - $ 310 Parade of Nations Train Show 1,390 890 $ 890 - - $ - $ 890 SDG Fitness / Seaway Fitness Fundraiser in support of Cancer 150 150 ** - - $ - $ - Seaway Valley Community Health Ctr. Balance 4 Life - Free Senior exercise classes 1,400 1,750 $ 875 - - $ - $ 875 Seaway Valley Singers Sponsorship - - $ - - 25 $ - $ - Sexual Assault Support Services of SDG & A Meeting space 150 100 $ 100 - - $ - $ 100 South Stormont Chamber of Commerce 50% of cost to revamp/redesign website 35 - $ - - 1,500 $ - $ - Meeting space; Contribution towards Induction South Stormont Sports Hall of Fame 100 125 $ 125 - 2,250 $ 2,250 $ 2,375 Ceremony South Stormont Minor Hockey Association Meeting space 400 500 $ 500 - - $ - $ 500 St. Lawrence Valley Cemetery Supplies for event 135 135 $ 135 - - $ - $ 135 Stormont Agricultural Society Stormont County Fair - - $ - - - $ - $ - Cash Donation - - $ - 500 500 $ 500 $ 500 Tipping Fees - - $ - 1,200 1,200 $ 1,200 $ 1,200 In-Kind 1,730 1,940 $ 1,940 - - $ - $ 1,940 Stormont Plowmen's Association Plowing Match - - $ - 200 200 $ 200 $ 200 The Hub for Beyond 21 Foundation Capital Building - - $ - - 30,000 $ - $ - United Counties of SDG Meeting and training space 900 900 $ 900 - - $ - $ 900 Upper Canada Playhouse Support of Arts & Culture - - $ - 400 400 $ 400 $ 400 50+ Community Club Operating Costs - - $ - 1,500 1,500 $ - $ - Discretionary - - $ - 985 1,000 $ 950 $ 950
$ 17,460 $ 16,450 $ 8,530 $ 9,035 $ 46,575 $ 6,000 $ 14,855
*In-kind grants offered in prior years have been noted as approved. ** Updated to reflect confirmed cancelled events.
Page 41 of 69 Township of South Stormont ACTION REQUEST Finance Department
To: Council From: Cindy Piché Date of Meeting: April 22, 2020 Subject: Energy Conservation & Demand Management Plan
Recommendation: That Council accepts and adopts the attached updated Energy Conservation and Demand Plan, as required by Ontario Regulation No. 507/18.
Executive Summary: In accordance with Ontario Regulation 507/18, the broader public sector is required to report annual energy consumption to the ministry as well as implement five-year Energy Conservation and Demand Management (CDM) Plans.
The first plan adopted by the Township commenced on July 1, 2014 and ran through to June 30, 2019. The Ministry requires the plan to be updated every five-years and further requires the plan to be expanded to include reflection on past energy use and greenhouse gas (GHG) emissions as well as the development of a new and improved five-year plan geared towards the future. The Township’s current plan ended June 30, 2019. The attached proposed plan would be for the period from July 1, 2019 to June 30, 2024. This plan has been reviewed and approved by senior management of the Township of South Stormont and is now being presented to Council for consideration and adoption.
Background: The Township of South Stormont adopted the first plan by resolution No.256/2014. The next review will begin in January of 2024.
The attached proposed plan was largely updated and prepared by Brant Woodside, an engineering summer student.
Options: 1. That Council accepts and adopts the attached updated Energy Conservation and Demand Plan. This is the recommended action. 2. That Council not accept the updated plan.
1 Page 42 of 69 Financial Impact: There are no financial impacts to accept this plan. This plan should be included and considered in future budget deliberations.
Risk Considerations: Not updating this plan would be in violation of O. Reg. 507/18.
Others Consulted: Directors, CAO
Prepared by: Julie Stewart Deputy Treasurer
2 Page 43 of 69
PROPOSED CDM PLAN - UPDATE 2019.DOCX
Township of South Stormont
August 6, 2019
Page 44 of 69 0
Contents Tables ...... 2 Figures ...... 2 Introduction ...... 3 Vision ...... 3 Goals ...... 3 Targets ...... 4 Objectives ...... 4 Municipal Energy Requirements ...... 5 Electricity ...... 5 Weekends and Holidays ...... 5 Summer Months ...... 6 Winter Months ...... 6 Natural Gas ...... 6 Propane ...... 7 Recent Municipal Energy Consumption...... 8 Electricity Consumption ...... 8 Natural Gas Consumption ...... 9 Propane Consumption ...... 10 Consumption Trends ...... 11 GHG Emissions Report ...... 11 Past Initiatives ...... 12 Long Sault Arena ...... 13 Streetlights ...... 13 St. Andrews Fire Hall ...... 14 East Garage...... 14 Proposed Measures ...... 15 Projects ...... 15 Capital Investments ...... 15 Ingleside Wastewater Plant ...... 15 Ingleside Fire Hall ...... 16
Page 45 of 69 1
Implementation of Measures ...... 16 Energy Efficiency of Acquired Equipment ...... 17 Consumption Reduction Goals ...... 17 Monitoring, Evaluation and Tracking of Results ...... 17 Energy Management Team ...... 17 Renewable Energy ...... 18 Public Availability ...... 18 Appendix A: Building Information...... 19 References ...... 20
Tables Table 1: Average Electricity Increase per Year between 2013 and 2017 ...... 4 Table 2: Natural Gas Rates (Ontario Energy Board) ...... 6 Table 3: Electricity Consumption (kWh) ...... 8 Table 5: Natural Gas Consumption (m3) ...... 9 Table 6: Propane Consumption (L) ...... 10 Table 7: Greenhouse Gas Emissions (kg of CO2) ...... 11
Figures Figure 1: Electricity Rates and Peak Hours (Ontario Energy Board) ...... 5 Figure 2: Greenhouse Gas Distribution (2017) ...... 12 Figure 3: LED vs HPS Streetlights (LED Street Lights, n.d.) ...... 13 Figure 4: Brand New Station 4 (St. Andrew's West) ...... 14 Figure 5: Energy Star Logo ...... 17
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Introduction Under Ontario Regulation 507/18, the broader public sector is required to report annual energy consumption to the ministry as well as implement five-year Energy Conservation and Demand Management (CDM) Plans. The first plan commenced on July 1, 2014 and ran through 2018. The ministry requires an updated version of the plan by July 1, 2019 reflecting on past energy use and greenhouse gas (GHG) emissions and to develop a new and improved plan that looks five years into the future. This plan must be recognized and endorsed by the organization’s senior management. The Township of South Stormont is fully committed to the responsible use of energy within the municipality. Using less energy at municipal facilities implicates that less world resources are being consumed, causing a reduction in GHG emissions. Minimizing pollution and reducing environmental impact is of top priority. In addition, lowering energy consumption within township buildings reduces the cost of purchasing it, consequently leaving more funds available in the budget to improve other important assets in the community. Vision Wherever possible, the township will reduce energy usage and GHG emissions to the best of their ability. This can be improved upon on many different levels, ranging from simply turning off computer monitors to larger commitments such as capital investments. Integrating energy efficient modern technology into municipal buildings will also continue to make an impact. These efforts will be made all while maintaining the many services the township offers to its residents and the public. Commitment from Township Council will demonstrate the leadership required to ensure the fulfillment of this energy management plan by all energy consumers. Employees within the township will be held accountable and will also be responsible for incorporating wiser use of energy. Goals Based on this proposed plan, the township believes that the following goals are attainable within the next five years: 1. Assuming stable growth in the township, reduce total energy consumption in some buildings while trying not to increase in others because of higher demand. 2. Reduce GHG emissions. 3. Reduce the overall impact that the township has on the environment. 4. Spend an equal amount or less money on buying energy, depending on their going rates. 5. Improve upon township equipment and technology, increasing energy efficiency and lowering maintenance costs. 6. Provide township employees with the proper training and understanding of their energy consumption on a day-to-day basis.
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7. Ensure that this energy management plan reaches as many people as possible to demonstrate the township’s dedication to lowering their environmental impact. Targets As stated above, one of the main goals is to maintain a flat or declining energy consumption rate at buildings that are affected by municipal growth and decrease in all other buildings where possible. However, the township continues to expand consistently and it is understandable that reductions in every category (electricity, natural gas and propane) may not necessarily occur. As more and more residents hook onto municipal water and sewer, more and more electricity is needed at the water pumping and treating stations in order to keep up with the demand. This is reflected in Table 1 below:
Table 1: Average Electricity Increase per Year between 2013 and 2017 Facility Electricity Electricity Electricity Electricity Electricity Average Used 2013 Used 2014 Used 2015 Used 2016 Used 2017 Increase per (kWh) (kWh) (kWh) (kWh) (kWh) Year (kWh) Long Sault 37,054 28,188 26,186 40,493 45,450 2,910 Sewage Lift Pump St. Andrews 26,200 28,895 29,927 30,729 34,818 1,907 Water Booster
Because of this situation, there will be no concrete goals put in place for each individual building. The best effort will be made at each facility to conserve and reduce energy as much as possible. Objectives There are a number of objectives the township is implementing to ensure the goals will be met. These strategic objectives are as follows: 1. Energy statistics for all township facilities/operations will be collated and analyzed annually. 2. Awareness, knowledge, and understanding of energy savings will be given to employees, through periodic meetings and consistent reminders. 3. Department directors will be appointed as overseers in implementing the energy plan. All employees will work together and cooperate towards the greater goal of saving energy. 4. Sound operating and maintenance practices will be demonstrated to complement the energy efficiencies implemented through the capital asset renewal program. 5. Quarterly discussions on energy management will occur to be able to explore new ideas and trends when it comes to energy savings.
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6. New and improving technology that can be incorporated to ensure greater energy efficiency will be investigated.
Municipal Energy Requirements The three types of energy that the township relies on are: electricity, natural gas and propane. The West Garage was heated by oil until 2013 when it made the switch to propane. Since then, no buildings have made any energy changes and none are planned in the near future. Electricity Every municipal facility operates on electricity. A working knowledge and awareness of its cost and usage is imperative in order to maintain proper usage and mitigate cost. In Ontario, electricity patrons pay time-of-day prices for their usage. These prices and time periods are based on provincial demand and how/where the electricity is being produced. The three different time periods where electricity rates vary are:
Off-peak – When demand is the lowest. This period occurs throughout the night and on weekends/holidays when human activity throughout the province is minimal. Mid-peak – When demand is moderate. This period occurs during the daytime but not during the busiest time of day. On-peak – When demand is at its maximum. This period occurs at times when most people are working, cooking, or when heating/cooling systems are being fired up. The current rates for the different peak prices can be found below in Figure 1.
Figure 1: Electricity Rates and Peak Hours (Ontario Energy Board)
Weekends and Holidays On all weekends and holidays recognized in Ontario, off-peak prices take effect. Although some township buildings such as Town Hall and both garages are not generally used on weekends,
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many buildings are run 24/7. Because of the lower price of off-peak electricity, it is actually more optimal to run large electricity consumers such as the water treatment plants on weekends. Summer Months From May 1 to October 31 of every year, summer peak-time periods come into effect for weekdays. During these months, off-peak rates occur during the night. Mid-peak rates happen during mornings and evenings while on-peak rates are effective during the middle of the day. In terms of cost per usage, this is when it is the most expensive for the township to operate during business hours. Refer to Figure 1 for a better visual. Winter Months Winter weekday rates are effective beginning on November 1 and ending on April 30. The off- peak rates remain the same as the summer hours, but the mid-peak and on-peak rates become the opposite. Mid-peak rates occur during the middle of the day while on-peak rates come into effect during mornings and evenings. In terms of cost per usage, this is when it is the cheapest for the township to operate during business hours. Refer to Figure 1 for a better visual. Natural Gas Most township operating facilities consume natural gas. Understanding its usage and cost within the municipality allows for better management of the product. Unlike electricity, natural gas rates fluctuate often and sometimes drastically and unpredictably. Prices are generally adjusted four times per year, January 1, April 1, July 1 and October 1, but can never be predicted too accurately (Ontario Energy Board, n.d.). This is due to the fact that many factors play a role in the price. Supply, demand and even major weather events have an influence because of transportation purposes. The current natural gas rates, as of April 1, 2019, can found in Table 2 below:
Table 2: Natural Gas Rates (Ontario Energy Board) Company Price (₵/m3) Union Gas* 17.1237 Enbridge Gas 11.9034 EPCOR Natural Gas Limited Partnership** 17.4366 *Includes transportation charges **Includes storage and transportation charges
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Propane Propane is used at only three of the township’s operating facilities; Station 3 (Newington Fire Hall) and the east and west Public Works garages. Similar to the other two types of energy, it is important for the municipality to consume propane wisely and to mitigate usage and hence its cost. The price of propane varies from region to region and it fluctuates on a regular basis as well. The distance between consumers and the sources of supply is a major determinant of propane prices due to transportation costs. Most Canadian propane is produced in Alberta, whereas its demand is mainly in Ontario. Because of this, prices are generally lower in Alberta and higher in Ontario due to the amount of transportation required (National Energy Board, 2013). To ensure the township receives competitive pricing, the township tenders the supply of propane. Propane consumption within the township is not expected to change too drastically in the near future. No buildings are expected to switch over to propane in the next five years. As it is only used at three locations, consumption of propane ultimately depends on how long and cold future winters end up being.
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Recent Municipal Energy Consumption Electricity Consumption Table 3: Electricity Consumption (kWh)
Facility 2013 2014 2015 2016 2017 Average Difference/ Year Arena 486,720 534,960 495,237 492,480 531,840 4,776 East Garage 80,940 100,637 130,823 81,344 77,280 -2,661 EMS Building - - - 3,488 8,338 4,850 Ingleside Sewage Lift 118,680 158,428 138,454 173,606 171,840 12,150 Station Ingleside Waste 830,160 1,269,890 1,152,246 1,268,871 1,191,120 72,090 Water Plant Ingleside Water 162,720 227,904 319,827 271,701 234,480 18,732 Booster Ingleside Water 9,454 6,688 3,372 7,175 7,677 -307 Tower Library-Ingleside 35,478 44,840 42,258 31,526 34,397 -1,548 Library-St. Andrews 6,646 8,196 8,129 5,987 4,003 -750 Long Sault Sewage Lift 37,054 28,188 26,186 40,493 45,450 2,910 Pump Long Sault Waste 488,520 513,831 509,437 467,520 456,750 -10,985 Water Plant Long Sault Water 7,296 7,080 7,080 7,080 6,649 -129 Long Sault Water 760,320 1,042,497 1,250,793 1,404,593 1,070,880 98,322 Treatment Plant Newington Water 30,866 34,869 48,073 38,615 36,277 1,457 OPP 206,800 236,102 232,703 253,393 222,235 4,816 St. Andrews Booster 26,200 28,895 29,927 30,729 34,818 1,907 Station St. Andrews Water 22,773 26,981 23,230 24,826 25,398 310 Tower Station 1/Library-Long 38,633 43,287 41,674 35,359 40,551 -409 Sault Station 2 14,745 12,539 9,153 9,661 10,388 -1,159 Station 3 21,306 21,113 22,225 21,909 17,252 -731 Station 4 20,629 20,901 19,978 20,015 14,520 -1,310 Station 4 - NEW - - - - 13,590 N/A Town Hall 219,300 154,573 148,043 154,864 137,368 -16,357 West Garage 3,420 1,992 1,992 1,992 2,188 -246 TOTAL 3,628,660 4,524,389 4,660,840 4,864,547 4,395,289 185,610
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Natural Gas Consumption Table 4: Natural Gas Consumption (m3)
Facility 2013 2014 2015 2016 2017 Average Difference/ Year Arena 34,180 39,094 42,997 37,341 42,476 1,484 East Garage 0 0 0 0 0 0 EMS Building - - - 547 1,979 1,432 Ingleside Sewage Lift Station 0 0 0 0 0 0 Ingleside Waste Water Plant 11,514 23,415 26,028 42,599 32,495 6,115 Ingleside Water Booster 1,906 2,763 2,117 2,388 3,139 209 Ingleside Water Tower 0 0 0 0 0 0 Library-Ingleside 1,085 698 645 686 1,542 90 Library-St. Andrews 10,972 7,876 7,607 6,682 5,981 -1,118 Long Sault Sewage Lift Pump 378 335 449 330 350 -6 Long Sault Waste Water Plant 29,918 40,993 31,487 30,804 31,886 -625 Long Sault Water 3,124 3,183 6,917 4,275 2,137 -88 Long Sault Water Treatment 50,547 38,455 43,965 51,297 52,263 1,627 Plant Newington Water 0 0 0 0 0 0 OPP 14,254 13,540 12,723 12,527 9,640 -1,024 St. Andrews Booster Station 0 0 0 0 0 0 St. Andrews Water Tower 0 0 0 0 0 0 Station 1/Library-Long Sault 6,690 7,026 6,667 5,147 5,833 -359 Station 2 4,022 4,672 4,601 4,152 4,069 -43 Station 3 0 0 0 0 0 0 Station 4 7,649 8,512 7,728 7,575 7,884 -47 Station 4 - NEW - - - - 3,717 N/A Town Hall 11,376 10,011 7,626 7,982 10,804 -317 West Garage 0 0 0 0 0 0 TOTAL 187,615 200,573 201,557 216,510 216,195 7,092
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Propane Consumption Table 5: Propane Consumption (L)
Facility 2013 2014 2015 2016 2017 Average Difference/Year Arena 0 0 0 0 0 0 East Garage 25,780 25,834 18,408 24,046 21,539 -66 EMS Building - - - 0 0 Ingleside Sewage Lift 0 0 0 0 0 0 Station Ingleside Waste Water 0 0 0 0 0 0 Plant Ingleside Water Booster 0 0 0 0 0 0 Ingleside Water Tower 0 0 0 0 0 0 Library-Ingleside 0 0 0 0 0 0 Library-St. Andrews 0 0 0 0 0 0 Long Sault Sewage Lift 0 0 0 0 0 0 Pump Long Sault Waste Water 0 0 0 0 0 0 Plant Long Sault Water 0 0 0 0 0 0 Long Sault Water 0 0 0 0 0 0 Treatment Plant Newington Water 0 0 0 0 0 0 OPP 0 0 0 0 0 0 St. Andrews Booster 0 0 0 0 0 0 Station St. Andrews Water Tower 0 0 0 0 0 0 Station 1/Library-Long Sault 0 0 0 0 0 0 Station 2 0 0 0 0 0 0 Station 3 6,673 7,636 8,151 7,704 8,764 -183 Station 4 0 0 0 0 0 0 Station 4 - NEW - - - - 0 0 Town Hall 0 0 0 0 0 0 West Garage 14,072 16,112 15,958 13,789 15,050 2,121 TOTAL 46,525 49,582 42,517 45,539 45,353 1,873
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Consumption Trends On average, total township energy consumption has increased from year to year. In all the categories of electricity, natural gas and propane, usage has seemed to steadily increase. That being said, some specific buildings have fared better than others. For example, the Long Sault Wastewater Plant has seen a steady decrease in electricity consumption while the Ingleside Sewage Lift Station has seen a slight increase. Consumption of Natural Gas and Propane largely depends on the length/temperature of the winter that year. This is a possible reason for changes concerning those two types of energy.
According to the township’s last CDM Report in 2014, a 5-10% energy reduction goal was established. Reflecting on the data in the three tables above, it is evident that this goal was not reached every year or even as a whole. For this reason, the goal put in place by this report will be to reduce consumption or maintain a flat consumption rate as much as possible. GHG Emissions Report Table 6: Greenhouse Gas Emissions (kg of CO2)
Facility 2013 2014 2015 2016 2017 Average Difference/ Year Arena 101,618 95,316 101,372 88,105 89,506 -3,144 East Garage 45,879 43,836 33,671 39,946 34,528 -2,659 EMS Building - - - 1,158 3,886 2,728 Ingleside Sewage Lift Station 9,021 6,339 5,614 6,171 2,972 -1,226 Ingleside Waste Water Plant 84,871 95,079 95,931 125,645 82,040 2,490 Ingleside Water Booster 15,972 14,342 16,971 14,173 9,991 -1,213 Ingleside Water Tower 719 268 137 255 133 -118 Library-Ingleside 4,748 3,114 2,933 2,418 3,510 -317 Library-St. Andrews 21,249 15,219 14,712 12,846 11,377 -2,212 Long Sault Sewage Lift Pump 3,531 1,761 1,911 2,063 1,448 -386 Long Sault Waste Water Plant 93,697 98,061 80,187 74,858 68,185 -7,423 Long Sault Water 6,461 6,301 13,365 8,334 4,155 -258 Long Sault Water Treatment 153,359 114,415 133,839 146,914 117,334 -3,955 Plant Newington Water 2,346 1,395 1,949 1,373 628 -346 OPP 42,668 35,046 33,490 32,691 22,070 -4,355 St. Andrews Booster Station 1,992 1,156 1,213 1,092 602 -284 St. Andrews Water Tower 1,731 1,080 942 883 439 -278 Station 1/Library-Long Sault 15,585 15,015 14,294 10,988 11,729 202 Station 2 8,725 9,335 9,070 8,193 7,873 -285 Station 3 11,902 12,612 13,462 12,651 13,804 384 Station 4 16,029 16,929 15,421 15,033 15,157 -364 Station 4 - NEW - - - - 7,263 N/A Town Hall 38,177 25,112 20,421 20,596 22,803 -3,526 West Garage 21,945 24,908 24,672 21,319 23,230 -102 TOTAL 702,226 636,639 635,575 647,706 554,662 -28,406
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GHG EMISSIONS (KG CO2) 2017 West Garage Streetlights Town Hall 1% 4% Station 3 4% Arena 2% Station 4 16% 4% Station 2 1% Station 1/Library-Long Sault East Garage 2% 6% OPP EMS Building 4% 1% Ingleside Sewage Lift Station 1%
LS Water Treatment Ingleside Waste Water Plant Plant 21% 15% Ingleside Water Booster 2% Library-Ingleside 1% LS Water 1% Long Sault WW Plant Library-St. Andrews 12% 2% Figure 2: Greenhouse Gas Distribution (2017) Figure 2 represents the percentages of greenhouse gas emissions by each township facility in the year of 2017. The Long Sault Water Treatment Plant was the largest contributor at 21% while the Arena, Ingleside Waste Water Plant and Long Sault Waste Water Plant also made up a significant portion. The St. Andrews Water Tower, St. Andrews Booster Station, Newington Water, Long Sault Sewage Lift Pump and Ingleside Water Tower also contribute, but not enough to be visible in the diagram.
Past Initiatives Over the past five years, many buildings have seen renovations and upgrades involving the retrofitting of older systems. Wherever possible, the township has always sought opportunities to cut back on utilities when implementing new features. Newer technology is typically made with the purpose of being more energy efficient as well.
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Long Sault Arena The Long Sault Arena has undergone some major changes both technically and operationally. The refrigeration plant has seen some significant changes with the goal of reducing the intake of natural gas as well as municipal water. Updates to dehumidifiers as well as arena lighting have contributed to the reduction of electricity. The largest improvement was made in 2014 with the installation of the CIMCO seasonal controller. This piece of equipment allowed the entire plant, including the refrigeration unit and compressors, to reduce its hours of operation from 18 hours per day down to 12. As these equipment are by far the largest energy consumers in the facility, a 6 hour operation time reduction allowed for large savings in hydro. In 2017, the township extended its ice rental season by 5 extra weeks. Instead of taking the ice out in late March, it was taken out after the first week of May. This caused the arena’s energy consumption to spike, but not for a lack of reason. Not only did the arena operate for an extra 5 weeks, it operated in warmer weather – causing the facility to require more energy to maintain proper temperatures within the arena. Streetlights Up until recently, streetlights within the township contained high pressure sodium (HPS) lamps. These lamps have been viewed as the best street-lighting option for decades because of their ability to illuminate over a vast area. Despite this, they have the worst colour rendering on the current market, making objects appear shadowy. They also require a brief warm up period of about 5-10 minutes before illuminating to full capacity. Their most inefficient characteristic is that they illuminate in 360 degrees. This causes about half of the light emitted to be wasted if there is not a proper reflection mechanism towards the desired area being illuminated. HPS lamps have since been replaced in streetlights by LED lights. They offer much better lighting in terms of colour, as objects tend to appear as they should. LEDs also have an excellent lifespan, meaning replacements are not needed nearly as often. They also offer 180 degree lighting, making them more directional than HPS lamps. Less light is wasted trying to deflect light towards the desired area (Griffith, 2019).
Figure 3: LED vs HPS Streetlights (LED Street Lights, n.d.)
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Streetlight electricity consumption only began to be estimated in 2017 following the implementation of the LEDs. This estimated number, represented in kilowatt hours (kWh), was 283,912. In theory, this usage should not vary year-to-year unless new streetlights are implemented or some streetlights are burnt out. St. Andrews Fire Hall The construction of a new Station 4, in St. Andrews West, began in 2017 and was recently completed in the second half of 2018. The kitchen, meeting room, apparatus floor, offices and bathrooms were all equipped with high-quality technology with the goal of using less energy than the old building. Some of the notable differences in these rooms compared to its predecessor include: low-flow toilets, energy efficient windows and insulation, kitchen appliances, LED lighting, a programmable thermostat and, most importantly, a state-of-the-art Heating, Ventilation and Air Conditioning (HVAC) system. This system is compact, energy efficient and it does its job effectively. When the 3 large garage doors open up and let the trucks out, the system kicks on instantly in order to regulate the temperature in the building. On top of this, the system is designed to ventilate carbon monoxide, an invisible and deadly gas produced by the trucks, when its concentration reaches a certain amount. This was an important aspect pertaining to the health and safety within the facility. The new fire hall can be seen in Figure 4 below.
Figure 4: Brand New Station 4 (St. Andrew's West) East Garage Although it will not show in the data contained in this report, the lighting fixtures at the east garage were all replaced with LEDs in 2018. A difference should be noticed in electricity consumption when it comes time for the next report.
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Proposed Measures Many behavioural practices can be implemented by township staff in order to ensure that a conscious effort has been made to reduce energy consumption. Some of these measures include: 1. Turning off the lights when not needed. This not only saves energy, but lengthens the lifespan of both the lightbulb and the lamp. 2. Taking advantage of natural daylight. Turn off or dim the lights when natural lighting is sufficient. 3. Ensuring outdoor lighting is turned off during the day. 4. Trying to avoid using energy during peak hours when demand is high. 5. Turning off computer monitors when leaving the room and turning off the entire computer at the end of each day. 6. Programing thermostats to run only at specific times, when needed the most (How to Lower Your Small Business Electricity Bill, n.d.). In terms of fuel management, specifically pertaining to the Public Works department, it is important for employees to be conscious when it comes to fuel consumption. Unnecessary idling of township vehicles can always be improved upon. For example, trucks should be turned off when stopping for longer than a few minutes at a time. Although vehicular fuel consumption is not reported to the ministry, it is still an important issue to be dealt with.
Projects A simple project that is projected to be implemented in some municipal buildings is the implementation of programmable thermostats. A couple of the newer buildings, Town Hall and the OPP building, both already contain programmable thermostats. This is likely one of the reasons why electricity usage in both buildings has seen a decrease.
Capital Investments Although no capital investments have yet been approved for the next 5 years, the township has recognized a couple of facilities in need of significant upgrades. These buildings being the Ingleside Fire hall and, more importantly, the Ingleside Wastewater Plant that has reached its capacity. Preparations are already in the works for when/if senior management and council agree to pursue either one of these projects. Ingleside Wastewater Plant The Ingleside Wastewater Plant services mainly the village of Ingleside, including a large cheese production facility recently taken over by Parmalat. It was commissioned in 1997 and, recently, the plant has reached its functional capacity signalling the need for an upgrade. EVB Engineering submitted a report to the township in 2017 recommending the following measures for the update and expansion of the wastewater facility:
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Upgrades to the Raw Sewage Pumping Station to facilitate the design hydraulic loadings for the expanded plant. New headworks, including redundant automated screens and vortex grit removal. Implementation of the Conventional Activated Sludge process includes: o Construction of two new primary clarifiers o Retrofit of the existing aerobic digesters for use within the conventional activated sludge design parameters o Retrofit of the existing secondary clarifiers as flocculation tanks with the ability for alum and polymer addition o Construction of two new secondary clarifiers Construction of a new UV disinfection system. Construction of a gravity settler to pre-thicken waste activated sludge ahead of the aerobic digesters. Expansion of the existing aerobic digesters. Expansion of the existing biosolids storage facilities. Building expansion to house the support systems: blowers, pumps, chemical feed systems, emergency power systems, etc. (EVB Engineering, 2017). Ingleside Fire Hall Ideally, the Ingleside Fire Hall (Station 2) will soon be demolished and replaced. Being constructed in 1973, most of the fixtures and appliances are extremely outdated and consume unnecessary amounts of energy. The furnace, specifically, is the largest source of energy waste. Top to bottom, everything must go. The new fire hall in St. Andrew’s West is recognized as a model building for whenever action does take place.
Implementation of Measures In terms of implementing the behavioral measures, all staff will be made aware of what they can do to reduce their personal energy consumption while at work. This report will be made available to all staff and energy consumption training can be provided for if needed as well. Although the behavioural measures may seem like small factors, if everyone does their part, there can and will be a large difference in energy consumed throughout the year. As a general rule, 5% of annual consumption can be saved based on good daily habits (Township of South Stormont, 2014). As a municipality, capital projects and other large commitments require an approval from council. Because of this, it is tough to know if, how or when things could happen. When projects do get approved, it is up to the appropriate manager to start moving things along. In the case of the Ingleside Waste Water Plant, the Director of Public Works would be heavily involved while the Fire Chief would be the most responsible for the Ingleside Fire Hall if either of these projects end up moving forward.
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Energy Efficiency of Acquired Equipment When installing new technology at township buildings, Energy Star qualified products are always considered. These products meet strict specifications that are tested and certified for energy performance, making them ideal for making homes, factories and businesses more energy efficient (ENERGY STAR Canada, 2019). Their logo, as seen in Figure 5, is easily recognizable across not only Canada, but internationally as well. It represents energy savings without compromising performance in any way. Products associated with this logo are typically in the top 15 to 30 percent of their class for energy performance. Only manufacturers and retailers whose products meet the Energy Star criteria can label their products with this symbol.
Figure 5: Energy Star Logo Consumption Reduction Goals The proposed behavioural measures, projects and capital investments should, in theory, should reduce consumption of energy in municipal buildings. Different buildings have different purposes along with proposed measures, meaning they each should have their own realistic savings goal. As mentioned in other sections of this report, the township would like to simply reduce all types of energy consumption wherever possible – or at the very least, not increase. In facilities not affected by growth in the municipality, some kind of reduction in energy should definitely be possible. On the other hand, in buildings where consumption is affected by municipal growth, the township would like to maintain the same amount of energy consumption if a reduction is not possible.
Monitoring, Evaluation and Tracking of Results The finance department will continue to report municipal energy usage to the ministry on an annual basis, as they have for the past few years. At the same time, they will review the numbers and keep a running tab of them compared to recent previous years. All of this data shall be distributed to the energy management team for their acknowledgement as well as their review. Consumption data will allow them to determine where changes are needed in order to achieve higher efficiencies year after year.
Energy Management Team The energy management team at the Township of South Stormont, along with the assistance of the CAO, consists of the Director of Public Works, the Director of Finance/Treasurer, the Director of Parks and Recreation, the Director of Building/CBO, the Director of Planning/EDO,
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the Fire Chief, the Finance and Payroll Coordinator and the Director of Corporate Services/Clerk.
Renewable Energy At the present time, South Stormont has no plans of implementing any kind of renewable energy. Despite this, council and senior management is willing to review and consider any feasible proposals that they may be presented with.
Public Availability In accordance to Ontario Regulation 507/18, this report shall be made available to the public via the township website as well as in printed form at the township office at 2 Mille Roches Road, Long Sault, Ontario.
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Appendix A: Building Information Facility Type Address City Postal Floor Area Hours of Code (m2) Work/Week Arena Indoor Arena 60 Mille Roches Rd. Long Sault K0C 1P0 2808 84 East Garage Equipment Storage 16571 County Rd. 36 Long Sault K0C 1P0 925 40 and Maintenance EMS Building Ambulance Station 409 Moulinette Rd. Long Sault K0C 1P0 190 40 Ingleside Sewage Lift Station Sewage Pumping 14682 County Rd. 2 Ingleside K0C 1M0 98 168 Ingleside Waste Water Plant Sewage Treating 15005 Long Sault Parkway Ingleside K0C 1M0 355 168 Ingleside Water Booster Water Pumping 14754 County Rd. 2 Ingleside K0C 1M0 167 168 Ingleside Water Tower Water Pumping 51 Dickinson Dr. Ingleside K0C 1M0 0 168 Library – Ingleside Public Library 10 Memorial Square Ingleside K0C 1M0 104 35 Library – St. Andrews Public Library 17283 County Rd. 18 St. Andrews K0C 2A0 15 15 Library – Long Sault Public Library 50 Mille Roches Rd. Long Sault K0C 1P0 282 30 Long Sault Sewage Lift Pump Sewage Pumping 16125 County Rd. 36 Long Sault K0C 1P0 0 168 Long Sault Waste Water Plant Sewage Treating 702 Robin Rd. Long Sault K0C 1P0 1068 168 Long Sault Water Water Pumping 16054 Lakeside Dr. Long Sault K0C 1P0 95 168 Long Sault Water Treatment Water Treating 15955 Lakeside Dr. Long Sault K0C 1P0 760 168 Plant Newington Water Water Pumping 21 Fairground Dr. Newington K0C 1Y0 31 168 OPP Station Police Station 4 Mille Roches Rd. Long Sault K0C 1P0 1510 168 St. Andrews Booster Station Water Pumping 5509 Highway 138 St. Andrews K0C 2A0 33 168 St. Andrews Water Tower Water Pumping 17368 County Rd. 18 St. Andrews K0C 2A0 0 168 Station 1 Fire Station 50 Mille Roches Rd. Long Sault K0C 1P0 708 30 Station 2 Fire Station 1 Maple St. Ingleside K0C 1M0 245 5 Station 3 Fire Station 3931 County Rd. 12 Newington K0C 1Y0 353 5 Station 4 Fire Station 5201 Highway 138 St. Andrews K0C 2A0 345 5 Town Hall Admin Offices / 2 Mille Roches Rd. Long Sault K0C 1P0 1400 50 Council Chambers West Garage Equipment Storage 14951 Duffy’s Rd. Ingleside K0C 1M0 404 5 and Maintenance
Page 63 of 69 19 References Energy Consumption and Greenhouse Gas Emissions Reporting. (n.d.). Retrieved June 13, 2019, from Ministry of Energy, Northern Development and Mines: https://extra.sse.gov.on.ca ENERGY STAR Canada. (2019, June 11). Retrieved July 4, 2019, from Natural Resources Canada: https://www.nrcan.gc.ca/energy-efficiency/energy-star-canada/18953 EVB Engineering. (2017). Ingleside Wastewater Treatment Plant Expansion Environmental Assessment. Retrieved July 15, 2019 Griffith, M. (2019, April 9). Lighting Comparison: LED vs High Pressure Sodium (HPS) and Low Pressure Sodium (LPS). Retrieved July 4, 2019, from Stouch Lighting: https://www.stouchlighting.com/blog/led-vs-hps-lps-high-and-low-pressure-sodium How to Lower Your Small Business Electricity Bill. (n.d.). Retrieved July 2, 2019, from Constellation: https://www.constellation.com/solutions/for-your-small- business/goals/19-business-energy-savings-tips.html LED Street Lights. (n.d.). Retrieved July 4, 2019, from Municipality of Digby: https://www.digbydistrict.ca/led-street-lights.html Local Authority Services (LAS). (n.d.). Energy Planning Tool. Retrieved June 14, 2019, from LAS: http://www.las.on.ca/ National Energy Board. (2013). Propane. Retrieved June 14, 2019, from National Energy Board: http://www.neb-one.gc.ca/clf-nsi/rnrgynfmtn/nrgyrprt/nrgytlk/tlkwntr2013/prpn- eng.html Ontario Energy Board. (n.d.). Electricity Rates. Retrieved from Ontario Energy Board: https://www.oeb.ca/rates-and-your-bill/electricity-rates Ontario Energy Board. (n.d.). Natural Gas Rates. Retrieved June 14, 2019, from Ontario Energy Board: https://www.oeb.ca/rates-and-your-bill/natural-gas-rates ONTARIO REGULATION 507/18. (2018, December 12). Retrieved June 13, 2019, from Ontario: https://www.ontario.ca/laws/regulation/r18507 Propane vs. Other Fuels. (n.d.). Retrieved June 13, 2019, from Propane 101: https://www.propane101.com/propanevselectricity.htm Township of South Stormont. (2014). Proposed Five Year Energy Conservation & Demand Management (CDM) Plan. Retrieved June 13, 2019
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Township of South Stormont ACTION REQUEST Planning and Development Department
To: Council From: Peter Young, Director of Planning/Building Date of Meeting: April 22, 2020 Subject: By-law 2020-037 Authorize Limiting Distance Agreement 14849 and 14865 Dafoe Road, Ingleside 040600601798705 040600601799300
Recommendation: That By-law 2020-037, being a by-law to authorize the Chief Building Official to enter into a limiting distance agreement with David Herbert Brown and DHB Inc be read and passed in open Council, signed and sealed this 22nd day of April, 2020
Executive Summary: This agreement would facilitate construction of a barn located north of Ingleside
Background: The Township has received a building permit application for a new barn located at 14865 Dafoe Road, just north of Ingleside. Although the application is in compliance with zoning setbacks from the adjacent property, it does not meet all Building Code setbacks.
The Ontario Building Code regulates spatial separation between buildings. Spatial separations, based on the proposed exposed building face and limiting distance impact the type of construction and cladding permitted (combustible versus non-combustible) as well as the permitted unprotected openings (windows and doors) in a building elevation.
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Limiting distance as define by the Ontario Building Code, means the distance from an exposing building face to a property line, to the centre line of a street, lane or public thoroughfare or to an line between two buildings or fire compartments on the same property measured at right angles to the exposing building face.
The regulations in the Ontario Building Code permit the limiting distance to be measured to a point beyond the property line if the owners of the properties on which the limiting distance is measured and the municipality enter into an agreement as prescribed in Section 3.2.3.1.(11) (12) of the Ontario Building Code and such conditions as the municipality considers necessary such as indemnification. This Agreement shall be registered against the title of property.
In this case, the proposed barn is located in a large field and much of the surrounding area on the adjacent property is in the floodplain without direct road access. Staff have no concerns with entering into this agreement and having the adjacent owner accept the setback requirements on their land.
Options: 1. That By-law 2020-037, being a by-law to authorize the Chief Building Official to enter into a limiting distance agreement with David Herbert Brown and DHB Inc be approved. This is the recommended option. 2. That Council not enter into an agreement. 3. Other
Financial Impact: The applicant will be required to pay the standard agreement fee ($250).
Risk Considerations: Given the location of the proposed barn, no risks are anticipated with entering into the agreement. The property owners will also be required to indemnify the Township.
Others Consulted: Chief Building Official
2 Page 66 of 69 THE CORPORATION OF THE TOWNSHIP OF SOUTH STORMONT
BY-LAW NO. 2020-037
BEING a by-law to delegate authority to the Chief Building Official to enter into a Limiting Distance Agreement for 14849 and 14865 Dafoe Road, Ingleside
WHEREAS the Municipal Act, 2001, c. 25 s. 5 (1) provides that the powers of a municipal corporation are to be exercised by its council;
AND WHEREAS the Municipal Act, 2001, c. 25 s. 5 (3) provides that the powers of every council are to be exercised by by- law;
AND WHEREAS the O. Reg. 332/12: BUILDING CODE under Building Code Act, 1992, S.O. 1992, c. 23, authorizes Council to enter into a Limiting Distance Agreement;
AND WHEREAS section 32.1 of the Municipal Act, 2001, c. 25, provides that sections 9, 10 and 11 authorize a municipality to delegate its powers and duties under this or any other Act to a person or body subject to the restrictions.
NOW THEREFORE Council of the Township of South Stormont enacts as follows:
1. That Council of the Township of South Stormont hereby delegates authority to the Chief Building Official of the Township of South Stormont to approve and execute an agreement under Section 3.2.3.1.(11) (12) of the O. Reg. 332/12: BUILDING CODE under Building Code Act, 1992, S.O. 1992, c. 23, that apply to 14849 and 14865 Dafoe Road, Ingleside, PIN 60240-0110 and PIN 60240-0167 respectively, described as the David Herbert Brown/DHB INC. Limiting Distance Agreement.
2. That any other by-law inconsistent to this by-law is hereby repealed.
READ and PASSED in open Council, signed and sealed this 22nd day of April, 2020.
______Mayor
______Clerk
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THE CORPORATION OF THE TOWNSHIP OF SOUTH STORMONT
BY-LAW NO. 2020-038
BEING a by-law of the Township of South Stormont to adopt, confirm and ratify matters dealt with by resolution. ______
WHEREAS the Municipal Act, 2001, c. 25, s. 5 (1) provides that the powers of a municipal corporation are to be exercised by its council;
AND WHEREAS the Municipal Act, 2001, c. 25, s. 5 (3) provides that the powers of every council are to be exercised by by-law;
AND WHEREAS in many cases action that is taken or authorized to be taken by the Township of South Stormont does not lend itself to the passage of an individual by-law.
NOW THEREFORE Council of the Corporation of the Township of South Stormont enacts as follows:
1. That the minutes of the meeting of the Township of South Stormont, held on April 8, 2020 are hereby adopted.
2. That the actions of the Council of the Township of South Stormont at the meeting of April 22, 2020 in respect of each motion and resolution passed and other action taken by the Council of the Township of South Stormont are, except where the prior approval of the Local Planning Appeal Tribunal or other authority is required by law, hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this by-law.
3. That where no individual by-law has been or is passed with respect to the taking of any action authorized in or by the above-mentioned minutes or with respect to the exercise of any powers by the Township of South Stormont in the above minutes, then this by-law shall be deemed for all purposes to be the by-law required for approving and authorizing and taking of any action authorized therein and thereby or required for the exercise of any powers therein by the Township of South Stormont.
4. The Mayor and the appropriate officers of the Township of South Stormont are hereby authorized and directed to do all things necessary to give effect to the actions of the Council of the Township of South Stormont referred to in the proceeding section.
Page 68 of 69 By-law No. 2020-038 Page 2
5. The Mayor, or in the absence of the Mayor, the Deputy Mayor and the Clerk, or in the absence of the Clerk, the Deputy Clerk, are authorized and directed to execute all documents necessary in that behalf and to affix thereto the corporate seal of the Township of South Stormont.
READ AND PASSED in open Council, signed and sealed this 22nd day of April, 2020.
______Mayor
______Clerk
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