City of Quinte West Corporate and Financial Services Committee Agenda
Wednesday, June 6, 2018 at 5:00 PM City Hall Council Chambers
1. Call to Order
2. Closed Session a) Confidential Staff Report 18-102CFS from Virginia LaTour, Deputy City Clerk regarding proposed disposition of land by the Municipality (Pursuant to Section 239(2)(c) of the Municipal Act).
b) Confidential Staff Report 18-105CFS from Virginia LaTour, Deputy City Clerk regarding proposed disposition of land by the Municipality (Pursuant to Section 239(2)(c) of the Municipal Act).
c) Confidential Staff Report 18-111CFS from Janet Powers, Manager of Purchasing & Risk/Deputy Clerk regarding potential litigation affecting the Municipality(Pursuant to Section 239(2)(e) of the Municipal Act.)
3. 5:30 Return to Open Session
4. Disclosure of Pecuniary Interest and the General Nature thereof
5. Approval of Agenda - June 6, 2018
6. Approval of Minutes a) Minutes of the Corporate & Financial Services Committee Meeting held on May 2, 2018.
Resolution: That the Minutes of the Corporate & Financial Services Committee Meeting held on May 2, 2018 be approved;
7. Presentations None
8. Public Meetings a) Surplus land being described as Part 1, Lots 173, 174, 175 and Part of 172 Registered Plan 480, former City of Trenton.
b) Surplus land being described as Part 1, of Registered Plan 21R-25133, former Township of Sidney.
9. Public Input
10. Committee Staff Reports
10.1 Financial Services a) Staff Report 18-113CFS from Caleb DenOuden, Manager of Financial Services regarding the 2018 Quarterly City Operating Update.
Resolution: That the Committee receives the 2018 Quarterly City Operating Update Report as presented.
b) Staff Report 18-114CFS from Caleb DenOuden, Manager of Financial Services regarding the 2018 Quarterly Water and Sewer Operating Update.
Resolution: That the Committee receives the 2018 Quarterly Water and Sewer Operating Update Report as presented.
c) Staff Report 18-115CFS from Caleb DenOuden, Manager of Financial Services regarding the 2018 Quarterly Capital Update.
Resolution: That the Committee receives the 2018 Quarterly Capital Update report as presented.
d) Staff Report 18-117CFS from Caleb DenOuden, Manager of Financial Services regarding the Railway High Tonnage Rate.
Resolution: That the Council request the Minister of Finance assess the rail lines located in the City of Quinte West to determine its eligibility as a high-tonnage rail line.
And Further than the Minister of Finance consider the high-tonnage rate for individual railway right-of-way properties that meet the high- tonnage threshold.
10.2 Corporate Services a) Staff Report 18-103CFS from Virginia LaTour, Deputy City Clerk regarding Surplus Land Part 1, Lots 173, 174, 175 and Part of 172 Registered Plan 480, Ward 1 Trenton, 79 Leopold St.
Resolution: That the Committee recommends that the subject property describes as Part 1, Lots 173, 174, 175 and part of 172 Registered Plan 480, former City of Trenton, now the City of Quinte West, be declared surplus to the needs of the City.
b) Staff Report 18-104CFS from Virginia LaTour, Deputy City Clerk regarding Plant St. Road Allowance - Surplus Land Part 1, Registered Plan 21R-25133, Ward 2 Sidney.
Resolution: That the Committee recommends that the subject property described as Part 1, on Registered Plan 21R-25133, former Township of Sidney, now the City of Quinte West, be declared surplus to the needs of the City.
c) Staff Report 18-106CFS from Virginia LaTour, Deputy City Clerk regarding Cemetery Sub-Committee.
Resolution: That Staff recommend that the Mount Evergreen Cemetery Board, as established by by-law, and renamed the Cemetery Committee, a Sub Committee for the City of Quinte West Council be disbanded, and that any unforeseen circumstances that may arise, and are not the status quo, be directed to the Corporate and Financial Services Committee.
10.3 IT/GIS Services
10.4 Facilities a) Staff Report 18-109CFS from Bob Forder, Manager of Facilities regarding the Summer Ice Fee Schedule Adjustment Request.
That the Committee receives and approves the request to amend the Fee Schedule to include a Non-Prime Time Rate for Summer Ice Rental of $75.00 plus HST.
11. Printed Information a) Staff Report 18-108CFS from Bob Forder, Manager of Building and Facilities regarding 2018/2019 Capital Projects.
b) Staff Report 18-110CFS from Brian Johnston, Manager of Information & Technology regarding City of Quinte West Technology Update.
c) Staff Report 18-112CFS from Roxanne Alexander, Supervisor of Revenue and Taxation, Caleb DenOuden, Manager of Financial Services and Janet Powers, Manager of Purchasing & Risk Management/Deputy Clerk regarding Taxation, Accounting and Purchasing Updates.
d) Licencing Stat for May 2018
e) Staff Report 18-118CFS from David Clazie, Director of Corporate and Financial Services regarding Batawa Community Center Renovations.
12. Non-Printed Information
13. Requests for Information
14. Adjournment
Next Regular Meeting: September 5 , 2018 Quinte West Municipal Office – Council Chambers 7 Creswell Drive, Trenton
Gity of Quinte West Corporate and Financial Services Committee 18-04 Minutes
Wednesday, May 2,2018 Trent Port Marina
1. Call to Order
Karen Sharpe called to order the Regular meeting of the Corporate and Financial Services Committee of the Corporation of the City of Quinte West at 5:30 p.m.
Members Present:
Councillor Karen Sharpe (Chair) Deputy Mayor Jim Alyea Councillor Duncan Armstrong Councillor Sally Freeman (regrets) Councillor Michael Kotsovos Councillor Don Kuntze Councillor Keith Reid (regrets) Councillor Bob Wannamaker Mayor Jim Harrison
Staff Present.
Mr. David Clazie, Director of Corporate & Financial Services Mr. Caleb DenOuden, Manager of Financial Services Mr. Kevin Heath, City Clerk Ms. Virginia LaTour, Deputy City Clerk Mr. Bob Forder, Manager of Facilities Ms. Lisa Mason, Recording Secretary
Others:
Councillor Garry Quinn Jeff Lay, Wilkinson & Company Pat Reid, 197 Old Carrying Place Road, Carrying Place Ron Reid, 197 Old Carrying Place Road, Carrying Place Saiqa Sheikh, JERKebago lnc., 22178 Loyalist Parkway, Carrying Place Joshua Blake, JERKebago lnc., 22178 Loyalist Parkway, Carrying Place Corporate and Financial Services Wednesday, May 2,2018 Committee Minutes
Media
John Spitters, Quinte Broadcasting
2. Disclosure of Pecuniary lnterest and the General Nature thereof
3. Approval of Agenda - May 2,2018
Motion No. 18-56 - Approval of Agenda Moved by Councillor Armstrong Seconded by Deputy Mayor Alyea
That the regular agenda for the May 2,2018 Corporate & Financial Services Committee meeting be approved. Garried
4. Approval of Minutes
Minutes of the Corporate & Financial Services Committee Meeting held on April 9, 2018.
Motion No. 18-57 -Approval of Minutes Moved by Mayor Harrison Seconded by Councillor Kuntze That the Minutes of the Corporate & Financial Services Committee Meeting held on April 9, 2018 be approved. Carried
5. Presentations
Jeff Lay from Wilkinson & Company made a presentation to the Committee regarding the 20'17 Draft Consolidated Financial Statements.
Pat Reid made a presentation regarding the concerns that her and other residences have regarding the operation of JERKebago lnc. which is located at22178 Loyalist Parkway, Carrying Place. Mrs. Reid also presented the Committee with a petition and photos regarding this matter
6. Public Meetings
None Corporate and Financial Services Wednesday, May 2,2018 Committee Minutes
7. Public lnput
Joshua Blake from JERKebago lnc. spoke on behalf of the report regarding JERKebago lnc. refreshment vehicle application for operation. Mr. Blake spoke in favour of his application and told the Committee that he has found alternate ways to operate his refreshment vehicle that would eliminate concerns that have been brought forward,
Ron Reid from 197 Old Carrying Place Road, Carrying Place spoke on behalf of the report regarding JERKebago lnc. and told the Committee he was against the application to operate.
Saiqa Sheikh from JERKebago Inc. spoke on behalf of the report regarding JERKebago lnc. and told Committee she was in favour of the refreshment vehicle application to operate.
8. Committee Staff Reports
8.1. Corporate Services
a) Staff Report 18-077CFS from Virginia LaTour, Deputy City Clerk regarding JERKebago lnc. refreshment vehicle at22178 Loyalist Parkway.
Motion No. l8-58 - JERKebago lnc. Refreshment Vehicle Moved by Deputy Mayor Alyea Seconded by Mayor Harrison That the Committee recommends that the application from JERKebago lnc. to operate a refreshment vehicle in the City of Quinte West a|22178 Loyalist Parkway for the 2018 season be denied. Deputy Mayor Alyea requested a recorded vote.
Councillor Kuntze Yes Councillor Wannamaker No Mayor Harrison Yes Deputy Mayor Alyea Yes Councillor Kotsovos No Councillor Armstrong No Councillor Sharpe Chair Yes
The Recording Secretary reported the results of the poll to Chair Sharpe who declared the motion Carried. Corporate and Financial Services Wednesday, May 2,2018 Committee Minutes
b) Staff Report 18-090CFS from Virginia LaTour, Deputy City Clerk regarding Special Sale Permit Fee for Quinte Civitan Club.
Motion No. 18-59 - Special Sale Permit Fee - Quinte Civitan Club Moved by Councillor Kuntze Seconded by Mayor Harrison That the request for a fee refund from the Quinte Civitan Club for a special sale permit be denied. Carried
c) Staff Report 18-091CFS from Virginia LaTour, Deputy City Clerk regarding relocation of Ron's Fries.
Motion No. 18-60 - Relocation of Ron's Fries Moved by Councillor Armstrong Seconded by Councillor Kuntze That the exemption to Business Licencing By-Law Section 6.1 .6 be approved for Ron's Fries, in order to facilitate the relocation of this refreshment vehicle to City lands, until such time as the Waste Water Treatment Plant Forced Main Pump Station & River Crossing Project is completed. Carried
d) Staff Report 18-092CFS from Kevin Heath, City Clerk regarding OuTTMH Street Dance Request.
Motion No. 18-61 - OuTTMH Street Dance Request Moved by Councillor Kotsovos Seconded by Councillor Kuntze That the Committee recommends that the request from OuTTMH to hold a licensed street dance on July 21,2018 from 7:00 p.m. - 11:00 p.m. in the downtown core be approved; And further that the said event be deemed a municipally significant to celebrate and promote Healthcare in the City of Quinte West and Municipality of Brighton; And further that OuTTMH be required to provide the City with a Certificate of lnsurance naming the City as additional insured for the event. Carried
e) Staff Report 18-088CFS from Kevin Heath, City Clerk regarding HydroMega Services lnc. Trenton Lock 1 - Easement Requests. Corporate and Financial Services Wednesday, May 2,2018 Committee Minutes
Motion No. 18-62 - HydroMega Services lnc. Trenton Lock 1 Easement Moved by Councillor Wannamaker Seconded by Deputy Mayor Alyea That the Committee recommends that the City support the request for easements on City lands for HydroMega Services lnc. required for their Trenton Lock 1 Hydro Project; And further that the said easements be drafted and fonryarded to Council for approval by by-law. Carried
Ð Staff Report 18-089CFS from Kevin Heath, City Clerk regarding Farmer's Market Food Truck Request.
Motion No. 18-63 - Farmer's Market Food Truck Moved by Councillor Kotsovos Seconded by Deputy Mayor Alyea That the request from the City's Farmers Market Task Group to allow one food truck at the Saturday Farmers Market be approved; And further that the City issue a Request for Proposal for a mobile canteen / refreshment vehicle at the Saturday Farmers Market subject to the following: . Effort made to not compete with existing local food service businesses. . Adhere to all refreshment vehicle licensing provisions, inclusive but not limited to, Fire Department approval, insurance, indemnification, etc. . Be located outside the 45 metre buffer zone of existing eating establishments. Lost
8.2. Financial Services
a) Staff Report 18-093CFS from Caleb DenOuden, Manager of Financial Services regarding the 2017 Draft Consolidated Financial Statements.
Motion No. 18-64 - 2017 Draft Gonsolidated Financial Statements Moved by Deputy Mayor Alyea Seconded by Councillor Wannamaker That the Committee approves the 2017 City of Quinte West Draft Consolidated
Financial Statements as presented ; And further, that the Committee approves the 2017 City of Quinte West Draft Trust Fund Financial Statements; Corporate and Financial Services Wednesday, May 2,2018 Committee Minutes
And further, that the Committee approves the Water and Wastewater 2017 Draft Financial Statements. Garried
b) Staff Report 18-096CFS from David Clazie, Director of Corporate & Financial Services regarding the purchase of Ceridian Payroll Systems
Motion No. 18-65 - Geridian Payroll System Moved by Councillor Armstrong Seconded by Deputy Mayor Alyea That the Committee recommends that the City purchase Ceridian Payroll and Human Resources software. Garried
8.3. IT/GlS Services
8.4. Facilities
9. Printed lnformation
Staff Report 18-098CFS from Bob Forder, Manager of Building and Facilities regarding 201712018 Capital Project Updates.
Staff Report '18-094CFS from Brian Johnston, Manager of lnformation & Technology & GIS Services regarding City of Quinte West Technology Update.
Staff Report 18-095CFS from Roxanne Alexander, Supervisor of Revenue and Taxation, Caleb DenOuden, Manager of Financial Services and Janet Powers, Manager of Purchasing & Risk ManagemenUDeputy Clerk regarding Taxation, Accounting and Purchasing Updates.
Correspondence from The Corporation of The Township of Madawaska Valley.
2018 Annual Repayment Report
Motion No. 18-66 - Printed and Non-Printed lnformation Moved by Councillor Kotsovos Seconded by Councillor Kuntze
That the printed and non-printed information be received. Garried Corporate and Financial Services Wednesday, May 2,2018 Committee Minutes
10. Requests for lnformation
Mayor Harrison has asked that staff to look into pricing for repairs that are needed at the Trent Port Marina regarding the pergola being covered.
11. Adjournment
Motion No. 18-67 - Adjournment Moved By: Mayor Harrison
That the Corporation & Financial Services Committee now adjourns at 6:33 p.m to meet on Wednesday June 6,2018.
Next Regular Meeting: June 6,2018 Quinte West Municipal Office - Council Chambers 7 Creswell Drive, Trenton
Karen Sharpe Lisa Mason Chair Recording Secretary
STAFF REPORT 18-113CFS
DATE: June 6, 2018
TO: Karen Sharpe, Chair Members of Corporate & Financial Services Committee
FROM: Caleb DenOuden Manager of Financial Services
SUBJECT: 2018 Quarterly City Operating Update ______
RECOMMENDATION:
That the Committee receives the 2018 Quarterly City Operating Update report as presented.
BACKGROUND:
This report is based on operating results for four months ending April 30, 2018.
EXISTING POLICY/BY-LAW:
The Finance Department will report to the Corporate & Financial Services Committee on a quarterly basis the results of the City’s operations. The following report will only outline areas where there has been a significant deviation from the 2018 budget or where it seems necessary.
FINANCIAL IMPACT:
Overall, the Net Expenditures (attached) shows that the City is on budget for the 2018 year with revenues from the interim tax billing exceeding expenses by $8.7million
COMMENTS/ANALYSIS:
Below are comments and analysis for departments that have variances from the 33% (1/3 threshold)
Taxation
Taxation revenues are at 43% of budget. The interim levy was billed in March with final Bills going out by the end of June.
Council
This area is at 37% of budget due to the timing of membership and conference expenses that occur at the beginning of the year.
CAO and Human Resources
This area is at 31% of budget, and is trending on track for the year
Corporate and Finance
Corporate Services: This area is at 18.8% of budget due to the timing of revenue. The majority of dog tags were sold between January and March, with $40k in revenue compared to a yearly budget of $45k.
Corporate Facilities: This area is at 27% of budget due to the timing of building repairs and maintenance expenses that are expected throughout the year.
Marina: The Marina is at 53% of budget as expenses for seasonal start-up costs have been incurred before seasonal revenue begins over the summer months.
Arenas’s: The Arena’s are at 22% of budget. The hydro cost is at 15% of budget due to the timing of invoicing. Also, ice rental revenue is at 44% for the year, which will reduce over the summer months and average out by the end of the year.
Revenue and Customer Service: This area is at 36% of budget. Recoverable legal fees for tax sale and assessment reviews were incurred at the beginning of the year. The costs are still within budget.
Public Works
2
Director PW: This area is at 41% of budget due to the timing of memberships and conferences that occurred during the first few months of 2018.
Engineering: This area is on budget and will recover cost of engineering through developer fees and internal capital projects.
PW Facility: This area is at 30% due to the timing of invoices, especially utilities.
Parks: This area is at 14% of budget due to the seasonality of operations.
Environmental Control: This area is currently at 28% of budget due to the timing of expenses
Planning and Development Services
Planning: This area is experiencing higher than expected revenue for the first 4 months of the year, and is currently at 28% of budget.
Building: Staff has increased the revenue projections for 2018 making this area a cost-neutral department. For the first quarter, expenses have surpassed revenue by $25K.
Bylaw: Parking Violation revenue is at 59% of budget, leaving this area at 21% of overall budget after four months.
Economic Development: This area is under the 33% threshold due to the seasonality of costs related to the farmer’s market.
Tourism and Special Events Administration: This area is at 44% of budget due to the timing of expenses related to marketing and promotions.
Special Events: This area is below the 33% threshold as expenses are tied to events which have not yet occurred
Tourism: This area is at 62% of budget due to the timing of promotion/advertising and trade shows that occured in the first 4 months of the year.
Fire
3
Fire Admin: This area is in a credit position because of the timing of revenue. Most burn permit revenue ($12,300) is received in the first few months of the year.
Volounteer Fire: This area is at 9% of budget due to the timing of payment to volounteer firefighters which occurs twice per year.
Fire Facilities: This area is at 19% of budget. Maintenance is trending on or under budget for the year.
Fire Vehicles: This area is at 23% of budget. Maintenance is trending on or under budget for the year.
Fleet
The fleet department as a whole is at 54% of budget. The fleet surplus is related to the utilization of the City’s fleet. When utilization of current fleet is maximized and maintenance costs are kept low, a higher surplus is available for future fleet replacement.
The Public Works Committee receives and reviews monthly reports on all major expenses related to repairs on the City’s fleet and equipment that are covered in this area.
Fiscal Services
Write Offs: Currently at 38% of budget, these expenses will continue throughout the year.
Charity Rebates. Charity rebates are processed at the beginning of the year and will end the year at $26,953
Vacancy Rebates: Vacancy rebates are processed later in the year
External – Health
This area will end the year on budget as requisition payments are made throughout the year.
External – Social Services
This area will end the year on budget as requisition payments are made throughout the year.
4
External – Other
This area will end the year on budget as requisition payments are made throughout the year.
Area Rating
This area is currently in a surplus position, but trending on budget for the year.
Public Input:
N/A
Internal/External Consultation:
In compiling the above comments, finance staff has consulted with the various department heads.
Attachments
The figures used for the analysis are provided in the attached documents; Net Expenditures. (Staff has decided to omit the Gross Revenues and Gross Expenditures attachment as the Net Expenditures highlights the significant differences. If the Committee recommends, staff will reintroduce these or other helpful appendices for the quarterly report)
5
000000Report000000CITY Generated OF On QUINTE 5/23/2018 WEST NET EXPENDITURES For the Four Months Ending Monday, April 30, 2018
2018 YTD 2018 VARIANCE VARIANCE BUDGET $ %
CITY DEPARTMENTS
General Tax Levy ($21,738,443) ($45,850,000) $24,111,557) 47.41% Payment-in-Lieu (2,195,609) (9,655,300) (7,459,691) 22.74% Total Taxation (23,934,052) (55,505,300) (31,571,248) 43.12%
Council (200,393) (538,600) (338,207) 37.21% Total Mayor and Council (200,393) (538,600) (338,207) 37.21%
CAO (176,787) (522,100) (345,313) 33.86% Human Resources (323,870) (1,077,600) (753,730) 30.05% Total CAO and Human Resources (500,657) (1,599,700) (1,099,043) 31.30%
Director - Corporate and Financ (96,876) (288,000) (191,124) 33.64% Corporate Services (111,819) (595,100) (483,281) 18.79% Corporate Service Facilities (229,317) (846,000) (616,683) 27.11% Marina (86,748) (165,000) (78,252) 52.57% Arenas (306,450) (1,413,500) (1,107,050) 21.68% Information Technology (448,784) (1,504,000) (1,055,216) 29.84% Accounting & Payroll (223,104) (725,900) (502,796) 30.73% Purchasing (230,351) (670,000) (439,649) 34.38% Revenue & Customer Service (146,593) (406,300) (259,707) 36.08% Total Corporate and Finance (1,880,042) (6,613,800) (4,733,759) 28.43%
Director - Public Works & Envir (157,530) (381,850) (224,320) 41.25% Engineering (101,483) (264,000) (162,517) 38.44% Roads (3,046,191) (8,510,550) (5,464,359) 35.79% PW Facilities (165,052) (544,800) (379,748) 30.30% Parks (237,424) (1,684,000) (1,446,576) 14.10% Garbage & Recycling (444,895) (1,401,900) (957,005) 31.74% Environmental Control (44,017) (160,000) (115,983) 27.51% Total Public Works (4,196,592) (12,947,100) (8,750,507) 32.41%
Director - Planning (80,069) (224,200) (144,131) 35.71% Planning (124,408) (445,400) (320,992) 27.93% Building (25,348) (0) (25,348) 0.00% By-Law (35,774) (170,600) (134,826) 20.97% Accessibility Committee (0) (25,000) (25,000) 0.00% Economic Development (77,334) (348,500) (271,166) 22.19% Tourism & Special Events Admin (132,038) (300,400) (168,362) 43.95% Recreation Programs (29) (0) (29) 0.00% Special Events (19,676) (214,400) (194,724) 9.18% 000000Report000000CITY Generated OF On QUINTE 5/23/2018 WEST NET EXPENDITURES For the Four Months Ending Monday, April 30, 2018
Tourism (124,838) (201,600) (76,762) 61.92% Total Planning & Development (619,456) (1,930,100) (1,310,646) 32.09%
Fire Chief (159,092) (522,000) (362,908) 30.48% Fire Admin (11,685) (15,300) (26,985) (76.37%) Fire Prevention (142,710) (455,000) (312,290) 31.36% Volounteer (79,590) (843,300) (763,710) 9.44% Fire Facilities (44,168) (233,000) (188,832) 18.96% Fire Vehicles (74,427) (324,000) (249,573) 22.97% Total Fire (488,302) (2,392,600) (1,904,298) 20.41%
Fleet Administration (47,143) (163,000) (115,857) 28.92% Roads (219,577) (563,400) (343,823) 38.97% Parks (21,344) (0) (21,344) 0.00% Corporate (21,317) (0) (21,317) 0.00% Total Fleet (215,095) (400,400) (185,304) 53.72%
Fiscal Services (2,770,825) (7,903,800) (5,132,975) 35.06% Write Offs (229,666) (600,000) (370,334) 38.28% Charity Rebates (26,953) (20,000) (6,953) 134.76% Vacancy Rebates (0) (53,000) (53,000) 0.00% Total Fiscal Services (3,027,444) (8,576,800) (5,549,356) 35.30%
Public Health (437,207) (875,000) (437,793) 49.97% Doctor Recruitment (50,743) (90,000) (39,257) 56.38% Total EXTERNAL - Health Services (487,950) (965,000) (477,050) 50.56%
General Assistance (217,696) (1,820,000) (1,602,304) 11.96% Day Nurseries (33,216) (160,000) (126,784) 20.76% Social Housing (542,114) (2,895,000) (2,352,886) 18.73% EMS (370,585) (2,515,000) (2,144,415) 14.73% Homes for the Aged (162,202) (1,285,000) (1,122,798) 12.62% Total EXTERNAL - Social Services (1,325,813) (8,675,000) (7,349,187) 15.28%
Libraries (434,160) (1,334,000) (899,840) 32.55% Transit (461,325) (616,900) (155,575) 74.78% Other External Agencies (934,308) (1,421,000) (486,692) 65.75% Police (1,318,659) (8,295,100) (6,976,441) 15.90% Total EXTERNAL - Other (3,148,452) (11,667,000) (8,518,548) 26.99%
Area Rating Tax Levy (1,148,156) (2,399,600) (1,251,444) 47.85% Streetlights (50,819) (339,600) (288,781) 14.96% Career Fire (742,835) (2,060,000) (1,317,165) 36.06% Total Area Rating (354,502) (0) (354,501) 0.00% 000000Report000000CITY Generated OF On QUINTE 5/23/2018 WEST NET EXPENDITURES For the Four Months Ending Monday, April 30, 2018
TOTAL CITY DEPARTMENTS (8,628,548) (0) (8,628,550) 0.00%
STAFF REPORT 18-114CFS
DATE: June 6, 2018
TO: Karen Sharpe, Chair Members of Corporate & Financial Services Committee
FROM: Caleb DenOuden Manager of Financial Services
SUBJECT: 2018 Quarterly Water and Sewer Operating Update
______
RECOMMENDATION:
That the Committee receives the 2018 Quarterly Water and Sewer Operating Update report as presented.
BACKGROUND:
This report is based on operating results for the 4 months ending April 30, 2018.
EXISTING POLICY/BY-LAW:
The Finance Department will report to the Corporate & Financial Services Committee on a quarterly basis the results of Water and Sewer operations. The following report will only outline areas where there has been a significant deviation from the budget for the first 4 months of the year or where it seems necessary.
FINANCIAL IMPACT:
Overall, the Net Expenditures shows that W&S is trending under budget for 2018. Revenues are on target at 34% for Water and 30% for Sewer. Expenses are trending under budget for both Water and Sewer (26%). Expenses will increase as maintenance costs rise over the summer months.
COMMENTS/ANALYSIS:
Below are comments and analysis for line items that have variances in the budget
Water
Revenues
Overall revenues are in line with expectations at 34% of budget.
Expenditures
Overall water expenditures are currently at 26% of budget.
Water Treatment Plant expenses are at 21% of budget. The main costs here include utilities and maintenance expenses for the treatment of water. It is expected that most of these expenses will end the year on, or slightly under budget.
Distribution expenses are at 17% as most of the work on distribution is expected to occur over the summer months.
Water Meter Services is at 16% of budget. Staff expects the work on meters is expected to increase over the summer months.
Wastewater
Revenues
Overall revenues are in line with expectations at 30% of budget.
Expenditures
2
Administration expenditures (Sewer Department) are at 27% of budget. The main reason is the delayed timing of debt payments which are currently at 24% of budget.
Sewer Treatment Plant expenses are at 25% of budget. The main costs here include utilities and maintenance expenses for the treatment of water. It is expected that most of these expenses will end the year on, or slightly under budget.
Sanitary Sewer Maintenance costs ended April well under budget for the quarter. The savings in this area can be attributed mainly to the timing of invoices, and maintenance to the sewers which will take place over the summer months.
Fleet
The fleet area is currently realizing higher utilization, resulting in a surplus for this area. Any surplus in this area will be transferred to the fleet reserve for future fleet purchases.
PUBLIC INPUT: N/A
INTERNAL/EXTERNAL CONSULTATION:
In compiling the above comments, finance staff has consulted with the public works and environmental services department.
Attachments
3
000000Report000000WATER Generated On 5/23/2018& SEWER NET EXPENDITURES For the Four Months Ending Monday, April 30, 2018 0000001 of
2018 YTD 2018 VARIANCE VARIANCE BUDGET $ %
W&S DEPARTMENTS
WATER Residential Revenue ($1,290,711) ($3,812,000) $2,521,289) 33.86% Commercial Revenue (1,283,752) (3,746,000) (2,462,248) 34.27% Other Revenue (74,160) (239,000) (164,840) 31.03% Total Water Revenue (2,648,623) (7,797,000) (5,148,377) 33.97%
Common Services Expenses (65,986) (0) (65,986) 0.00% Water Department (1,125,768) (3,558,000) (2,770,482) 31.64% Source Water Protection (6,880) (0) (6,880) 0.00% 18 Pelham Street (18,967) (0) (18,967) 0.00% Water Treatment Plants (534,168) (2,559,000) (2,024,832) 20.87% Water Distribution (229,582) (1,356,000) (1,126,418) 16.93% Water Meter Service (50,299) (324,000) (273,701) 15.52% Total Water Expenses (1,993,716) (7,797,000) (6,141,535) 25.57% TOTAL WATER (654,907) (0) (993,158) 0.00%
SEWER Residential Revenue (1,605,128) (5,126,000) (3,520,872) 31.31% Commercial Revenue (735,545) (2,849,000) (2,113,455) 25.82% Other Revenue (96,679) (268,000) (171,321) 36.07% Total Sewer Revenue (2,437,352) (8,243,000) (5,805,648) 29.57%
Sewer Department (1,233,672) (4,504,000) (3,572,938) 27.39% Sewage Treatment Plants (843,528) (3,382,000) (2,538,472) 24.94% Sanitary Sewer Mtce (69,773) (310,000) (240,227) 22.51% Lateral Roding Mtce (15,587) (47,000) (31,413) 33.16% Total Sewer Expenses (2,162,560) (8,243,000) (6,383,050) 26.24% TOTAL SEWER (274,792) (0) (577,402) 0.00%
W&S FLEET Fleet Administration (7,059) (267,650) (260,591) 2.64% Vehicles (47,752) (205,150) (157,398) 23.28% Equipment (10,968) (62,500) (51,532) 17.55% TOTAL FLEET (51,661) (0) (51,661) 0.00%
TOTAL W&S DEPARTMENTS (981,359) (0) (1,622,222) 0.00%
STAFF REPORT 18-115CFS
DATE: June 6, 2018
TO: Karen Sharpe, Chair Members Corporate & Financial Services Committee
FROM: Caleb DenOuden Manager of Financial Services
SUBJECT: 2018 Quarterly Capital Update
______
Recommendation:
That the Committee receives the 2018 Quarterly Capital Update report as presented.
Background:
This report is based on Capital Project results for the 4 months ending April 30, 2018.
Existing Policy/By-law:
The Finance Department will report to the Corporate & Financial Services Committee on a quarterly basis the results of the City’s capital expenditures. The following report will provide status updates on all capital projects.
Financial Impact:
Overall, capital expenditures are within the total capital budget set by Council.
Public Input:
N/A
Internal/External Consultation:
In compiling the above comments, finance staff has consulted with the various department heads and managers.
Comments/Analysis:
The attached analysis summarizes the total budget and total expenditures for each of the projects. The report is split into 2018 Approved Capital Projects as well as Carry forward projects.
Attachments
2018 Capital Projects Summary.
2
CITY OF QUINTE WEST Capital Projects December 31, 2017
2013 TO 2017 2018 2018 2013 TO 2017 2018 TOTAL VARIANCE VARIANCE STATUS COMMENTS Project Owner 2018 Capital Projects ACTUAL ACTUAL YTD BUDGET BUDGET BUDGET $ % 2031 Corp Services LAND PURCHASE ($ - ) ($ 414,429) ($ 414,429) ($ - ) ($ 500,000) ($ 500,000) (85,571) 83% In-Progress Land sale completed - building assessment ongoing David Clazie 2099 Corp Facilities MARINA SOFTWARE ($ - ) ($ - ) ($ - ) ($ - ) ($ 30,000) ($ 30,000) (30,000) 0% Cancelled Did not suit our needs Bob Forder 2100 Corp Facilities 30 PELHAM-SOLAR PANELS ($ - ) ($ - ) ($ - ) ($ - ) ($ 400,000) ($ 400,000) (400,000) 0% Postponed No funding Bob Forder 2101 Corp Facilities DOWNTOWN ACCESSIBLE WASHROOMS ($ - ) ($ 1,786) ($ 1,786) ($ - ) ($ 160,000) ($ 160,000) (158,214) 1% In-Progress Strong Brothers performing the work Bob Forder 2102 Corp Facilities CITY HALL LED LIGHT REPLACEMEN ($ - ) ($ - ) ($ - ) ($ - ) ($ 140,000) ($ 140,000) (140,000) 0% In-Progress RFP Letter of Intent going out Bob Forder 2108 Corp Facilities 2018 BCC PARKING/KITCHEN ($ - ) ($ - ) ($ - ) ($ - ) ($ 450,000) ($ 450,000) (450,000) 0% In-Progress Drawing done, now tender documents being completed Bob Forder 2109 Corp Facilities YMCA UV LIGHTS ($ - ) ($ - ) ($ - ) ($ - ) ($ 100,000) ($ 100,000) (100,000) 0% In-Progress PO Issued and job is being scheduled Bob Forder 2467 Corp Facilities CITY HALL-AUTO SLIDING FRONT D ($ - ) ($ - ) ($ - ) ($ - ) ($ 50,000) ($ 50,000) (50,000) 0% Completed-Waiting on Invoice Bob Forder 2103 Marina TPM BUBBLER SYSTEM ($ - ) ($ - ) ($ - ) ($ - ) ($ 100,000) ($ 100,000) (100,000) 0% Completed-Waiting on Invoice Bob Forder 2104 Marina TPM EAVES TROUGH ($ - ) ($ - ) ($ - ) ($ - ) ($ 30,000) ($ 30,000) (30,000) 0% In-Progress Bob Forder 2105 Marina TPM FIRE PREVENTION PEDESTALS ($ - ) ($ - ) ($ - ) ($ - ) ($ 10,000) ($ 10,000) (10,000) 0% Completed Bob Forder 2106 Marina TPM SOUTH BREAKWALL REPAIR ($ - ) ($ - ) ($ - ) ($ - ) ($ 50,000) ($ 50,000) (50,000) 0% In-Progress Bob Forder 2107 Marina TPM WIFI IMPROVEMENTS ($ - ) ($ 11,454) ($ 11,454) ($ - ) ($ 30,000) ($ 30,000) (18,546) 38% In-Progress Majority of the work complete - what is the $11,454 charge posted here now?Bob Forder 2275 Arenas FRANKFORD ARENA CONTROL PANEL ($ - ) ($ - ) ($ - ) ($ - ) ($ 50,000) ($ 50,000) (50,000) 0% In-Progress Bob Forder 2276 Arenas FRANKFORD ARENA AUTO SLIDING D ($ - ) ($ - ) ($ - ) ($ - ) ($ 20,000) ($ 20,000) (20,000) 0% In-Progress Bob Forder 2277 Arenas TRENTON ARENA LED LIGHT UPGRAD ($ - ) ($ - ) ($ - ) ($ - ) ($ 65,000) ($ 65,000) (65,000) 0% In-Progress Bob Forder 2388 IT GSUITE ($ - ) ($ 5,383) ($ 5,383) ($ - ) ($ 25,000) ($ 25,000) (19,617) 22% In-Progress Brian Johnston 2389 IT CITY HALL WIFI ($ - ) ($ 27,819) ($ 27,819) ($ - ) ($ 30,000) ($ 30,000) (2,181) 93% In-Progress Brian Johnston 2390 IT COMMVAULT UPGRADES ($ - ) ($ 40,945) ($ 40,945) ($ - ) ($ 60,000) ($ 60,000) (19,055) 68% In-Progress Brian Johnston 2391 IT PHASE 1-DISASTER RECOVERY ($ - ) ($ 7,451) ($ 7,451) ($ - ) ($ 10,000) ($ 10,000) (2,549) 75% In-Progress Brian Johnston 2392 IT GP 2018 ($ - ) ($ - ) ($ - ) ($ - ) ($ 40,000) ($ 40,000) (40,000) 0% In-Progress Not yet started. Brian Johnston 2393 IT PAYROLL/TIME & ATTENDANCE ($ - ) ($ - ) ($ - ) ($ - ) ($ 77,000) ($ 77,000) (77,000) 0% In-Progress Not yet started. Brian Johnston 2394 IT FIBER ($ - ) ($ - ) ($ - ) ($ - ) ($ 150,000) ($ 150,000) (150,000) 0% In-Progress Not yet started. Tenders soon. Brian Johnston 2395 IT KOMUTEL WORKSTATION E911 FIRE ($ - ) ($ - ) ($ - ) ($ - ) ($ 15,000) ($ 15,000) (15,000) 0% In-Progress Not yet started. Brian Johnston 2396 IT GIS ARCGIS SOFTWARE ($ - ) ($ - ) ($ - ) ($ - ) ($ 30,000) ($ 30,000) (30,000) 0% In-Progress Not yet started. Brian Johnston 2397 IT 2018 IT/GIS HARDWARE ($ - ) ($ 11,546) ($ 11,546) ($ - ) ($ 75,000) ($ 75,000) (63,454) 15% In-Progress Brian Johnston 2398 IT 2018 IT/GIS SOFTWARE ($ - ) ($ 2,707) ($ 2,707) ($ - ) ($ 40,000) ($ 40,000) (37,293) 7% In-Progress Brian Johnston 2399 IT 2018 AUDIO/VISUAL EQUIPMENT ($ - ) ($ 18,095) ($ 18,095) ($ - ) ($ 40,000) ($ 40,000) (21,905) 45% In-Progress Brian Johnston 2400 IT 2018 TELECOMMUNICATION EQUIPME ($ - ) ($ 21,296) ($ 21,296) ($ - ) ($ 90,000) ($ 90,000) (68,705) 24% In-Progress Brian Johnston 2401 IT 2018 TERMINAL SERVER UPGRADE ($ - ) ($ - ) ($ - ) ($ - ) ($ 20,000) ($ 20,000) (20,000) 0% In-Progress Brian Johnston 2402 IT 2018 AERIAL PHOTOGRAPHY ($ - ) ($ - ) ($ - ) ($ - ) ($ 15,000) ($ 15,000) (15,000) 0% In-Progress Brian Johnston 2457 Planning Dept 2018 PARKING METER REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 10,000) ($ 10,000) (10,000) 0% In-Progress Brian Jardine 2491 Planning Dept 2018 BUILDING VEHICLE ($ - ) ($ - ) ($ - ) ($ - ) ($ 105,000) ($ 105,000) (105,000) 0% In-Progress Brian Jardine 2663 Planning Dept MARINA BUSINESS/EVENT SIGN ($ - ) ($ - ) ($ - ) ($ - ) ($ 10,000) ($ 10,000) (10,000) 0% In-Progress Brian Jardine 2727 Fire STN 4 HALL RENOVATIONS ($ - ) ($ - ) ($ - ) ($ - ) ($ 60,000) ($ 60,000) (60,000) 0% Postponed this money will be redirected to repairing the roof at Station # 7 in Frankford John Whelan 2728 Fire FIRE TRAINING PROP ($ - ) ($ - ) ($ - ) ($ - ) ($ 18,000) ($ 18,000) (18,000) 0% Postponed Redirected for Roof Repairs at Station 5 John Whelan 2729 Fire ALL TERRAIN VEHICLES ($ - ) ($ 16,332) ($ 16,332) ($ - ) ($ 10,000) ($ 10,000) (6,332) 163% Completed purchased and delivered John Whelan 2730 Fire RESCUE BOAT STN 3 ($ - ) ($ 10,171) ($ 10,171) ($ - ) ($ 20,000) ($ 20,000) (9,829) 51% Completed purchased and delivered John Whelan 2731 Fire PUMPER TRUCK - STATION 1 ($ - ) ($ 473,531) ($ 473,531) ($ - ) ($ 500,000) ($ 500,000) (26,469) 95% Completed purchased and delivered John Whelan 2732 Fire 2018 RESCUE TOOLS ($ - ) ($ 30,004) ($ 30,004) ($ - ) ($ 30,000) ($ 30,000) (4) 100% Completed Purchased and delivered John Whelan 2733 Fire 2018 AIR PAKS ($ - ) ($ 47,416) ($ 47,416) ($ - ) ($ 125,000) ($ 125,000) (77,584) 38% In-Progress In Progress John Whelan 2734 Fire 2018 BUNKER GEAR ($ - ) ($ - ) ($ - ) ($ - ) ($ 30,000) ($ 30,000) (30,000) 0% In-Progress In Progress John Whelan 2735 Fire 2018 FIRE HOSE REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 25,000) ($ 25,000) (25,000) 0% In-Progress in progress John Whelan 2736 Fire 2018 FIRE-LIGHT VEHICLES ($ - ) ($ - ) ($ - ) ($ - ) ($ 40,000) ($ 40,000) (40,000) 0% Completed-WaitingDelivery on Invoice today John Whelan 2832 Police DIGITAL MESSAGE BOARD ($ - ) ($ - ) ($ - ) ($ - ) ($ 20,000) ($ 20,000) (20,000) 0% In-Progress received both units Chris Angelo 2833 Police 2018 POLICE SECURITY CAMERAS ($ - ) ($ 47,339) ($ 47,339) ($ - ) ($ 70,000) ($ 70,000) (22,661) 68% In-Progress Brian Johnston 3070 Roads HAMILTON ROAD ROUNDABOUT ($ - ) ($ - ) ($ - ) ($ - ) ($ 500,000) ($ 500,000) (500,000) 0% In-Progress tender for paving closed and awarded, waiting for Bellevile to finish signals Chris Angelo 3071 Roads NORTH MURRAY PHASE 2 ($ - ) ($ - ) ($ - ) ($ - ) ($ 950,000) ($ 950,000) (950,000) 0% In-Progress tender closed and awarded to Cocco Paving Chris Angelo 3072 Roads SIDNEY ST - PHASE 1 ($ - ) ($ - ) ($ - ) ($ - ) ($ 1,000,000) ($ 1,000,000) (1,000,000) 0% In-Progress tender closed and awarded to Cocco Paving Chris Angelo 3073 Roads COUNTY ROAD 64 ($ - ) ($ - ) ($ - ) ($ - ) ($ 150,000) ($ 150,000) (150,000) 0% In-Progress tender closed and awarded to Cocco Paving Chris Angelo 3074 Roads ROSELAND/PRINCESS ACRES ($ - ) ($ - ) ($ - ) ($ - ) ($ 800,000) ($ 800,000) (800,000) 0% In-Progress to be tendered in late May, Open house week of May 28 Chris Angelo 3075 Roads CRESWELL DRIVE ($ - ) ($ 2,595) ($ 2,595) ($ - ) ($ 209,000) ($ 209,000) (206,405) 1% In-Progress tender closed Chris Angelo 3076 Roads MACLELLAN AVENUE ($ - ) ($ - ) ($ - ) ($ - ) ($ 305,000) ($ 305,000) (305,000) 0% In-Progress tender closed Chris Angelo 3077 Roads SHUTER STREET ($ - ) ($ 2,595) ($ 2,595) ($ - ) ($ 210,000) ($ 210,000) (207,405) 1% In-Progress tender closed Chris Angelo 3078 Roads NEW INDUSTRIAL ROAD ($ - ) ($ 11,092) ($ 11,092) ($ - ) ($ 600,000) ($ 600,000) (588,908) 2% In-Progress to be tendered In June Chris Angelo 3079 Roads GLEN ROSS BRIDGE ($ - ) ($ 684) ($ 684) ($ - ) ($ 400,000) ($ 400,000) (399,316) 0% In-Progress tender closes May 25 Chris Angelo 3080 Roads DOMES-SHINGLE REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 100,000) ($ 100,000) (100,000) 0% In-Progress work to commence in summer 2018 Chris Angelo 3081 Roads 2018 ASPHALT RESURFACTING ($ - ) ($ - ) ($ - ) ($ - ) ($ 150,000) ($ 150,000) (150,000) 0% In-Progress tender closed and awarded to Cocco Paving Chris Angelo 3082 Roads 2018 SURFACE TREATMENT ($ - ) ($ 411) ($ 411) ($ - ) ($ 675,000) ($ 675,000) (674,589) 0% In-Progress tender out in May 2018 Chris Angelo 3083 Roads 2018 TRANSIT BUSES ($ - ) ($ - ) ($ - ) ($ - ) ($ 370,000) ($ 370,000) (370,000) 0% In-Progress David Clazie 3084 Roads 2018 TRANSIT SHELTERS ($ - ) ($ - ) ($ - ) ($ - ) ($ 20,000) ($ 20,000) (20,000) 0% In-Progress to be done as part of road resufacing projects Chris Angelo 3085 Roads 2018 SIDEWALK CONSTRUCTION ($ - ) ($ - ) ($ - ) ($ - ) ($ 100,000) ($ 100,000) (100,000) 0% In-Progress projects to be identified to PW committee - richardeet to start in June Chris Angelo 2488 Roads 2018 PW-LIGHT DUTY VEHICLES ($ - ) ($ - ) ($ - ) ($ - ) ($ 60,000) ($ 60,000) (60,000) 0% In-Progress tender closed and awarded waiting for delivery Chris Angelo 2489 Roads 2018 PW-EQUIPMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 370,000) ($ 370,000) (370,000) 0% In-Progress tender closed and awarded waiting for delivery. message board received Chris Angelo 2490 Parks 2018 PARKS-LIGHT DUTY TRUCKS ($ - ) ($ - ) ($ - ) ($ - ) ($ 30,000) ($ 30,000) (30,000) 0% In-Progress tender closed and awarded waiting for delivery Chris Angelo 4096 Parks APPLE GROVE ACRES PARK ($ - ) ($ - ) ($ - ) ($ - ) ($ 75,000) ($ 75,000) (75,000) 0% In-Progress to be done in June/July Chris Angelo 4097 Parks TOURIST PARK PAVED TRAIL ($ - ) ($ - ) ($ - ) ($ - ) ($ 25,000) ($ 25,000) (25,000) 0% In-Progress to be done in June/July Chris Angelo 4098 Parks IRRIGATION-MICRO FIELDS ($ - ) ($ - ) ($ - ) ($ - ) ($ 25,000) ($ 25,000) (25,000) 0% In-Progress complete Chris Angelo 4099 Parks FANTASY OF LIGHTS DISPLAY ($ - ) ($ - ) ($ - ) ($ - ) ($ 25,000) ($ 25,000) (25,000) 0% In-Progress to be ordered mid summer Chris Angelo 4100 Waterfront FRONT ST HOUSE DEMOLITION ($ - ) ($ 164) ($ 164) ($ - ) ($ 100,000) ($ 100,000) (99,836) 0% Postponed waiting for direction from council Chris Angelo 4101 Parks 2018 FENCING ($ - ) ($ - ) ($ - ) ($ - ) ($ 15,000) ($ 15,000) (15,000) 0% In-Progress to be done in summer Chris Angelo 4102 Parks 2018 PICNIC TABLE REPLACEMENT ($ - ) ($ 4,029) ($ 4,029) ($ - ) ($ 10,000) ($ 10,000) (5,971) 40% In-Progress ongoing Chris Angelo 4103 Parks 2018 PROTECTIVE SURFACING ($ - ) ($ - ) ($ - ) ($ - ) ($ 15,000) ($ 15,000) (15,000) 0% In-Progress ongoing Chris Angelo 4104 Parks 2018 SWING SET REPLACEMENT ($ - ) ($ 2,989) ($ 2,989) ($ - ) ($ 25,000) ($ 25,000) (22,011) 12% In-Progress ongoing Chris Angelo 4105 Parks 2018 BENCH REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 10,000) ($ 10,000) (10,000) 0% In-Progress ongoing Chris Angelo 4106 Parks 2018 GARBAGE CAN REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 10,000) ($ 10,000) (10,000) 0% In-Progress ongoing Chris Angelo 4107 Parks 2018 MOWERS/EQUIPMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 30,000) ($ 30,000) (30,000) 0% In-Progress quotes to be sought Chris Angelo CITY OF QUINTE WEST Capital Projects December 31, 2017
4108 Parks 2018 PORTABLE STAGE ($ - ) ($ 31,514) ($ 31,514) ($ - ) ($ 50,000) ($ 50,000) (18,486) 63% Completed complete Chris Angelo 5020 Water Dep. LIFECYCLE COSTS-TREATMENT PLAN ($ - ) ($ - ) ($ - ) ($ - ) ($ 60,000) ($ 60,000) (60,000) 0% In-Progress ongoing Chris Angelo 5067 Water Dep. PUMP-MT PELION ($ - ) ($ 3,658) ($ 3,658) ($ - ) ($ 60,000) ($ 60,000) (56,342) 6% In-Progress ongoing Chris Angelo 5068 Water Dep. LAGOON CLEANOUT BAYSIDE ($ - ) ($ - ) ($ - ) ($ - ) ($ 150,000) ($ 150,000) (150,000) 0% In-Progress summer 2018 Chris Angelo 5069 Water Dep. ORCHARD LANE W.M. OVERSIZING ($ - ) ($ 66,617) ($ 66,617) ($ - ) ($ 65,465) ($ 65,465) (1,152) 102% Completed complete Chris Angelo 5070 Water Dep. CRESWELL PIPE REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 200,000) ($ 200,000) (200,000) 0% In-Progress tender closed Chris Angelo 5071 Water Dep. MACLELLAN PIPE REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 290,000) ($ 290,000) (290,000) 0% In-Progress tender closed Chris Angelo 5072 Water Dep. SHUTER ST PIPE REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 200,000) ($ 200,000) (200,000) 0% In-Progress tender closed Chris Angelo 5073 Water Dep. NEW INDUSTRIAL ROAD-WATER ($ - ) ($ - ) ($ - ) ($ - ) ($ 200,000) ($ 200,000) (200,000) 0% In-Progress to be tendered June Chris Angelo 5074 Water Dep. 2018 SCADA ($ - ) ($ - ) ($ - ) ($ - ) ($ 50,000) ($ 50,000) (50,000) 0% In-Progress ongoing Chris Angelo 5518 Sewer Dep. LIFECYCLE PLANT COSTS ($ - ) ($ 13,860) ($ 13,860) ($ - ) ($ 50,000) ($ 50,000) (36,140) 28% In-Progress ongoing Chris Angelo 5534 Sewer Dep. TWWTP EQUIPMENT STORAGE BLDG ($ - ) ($ 95,612) ($ 95,612) ($ - ) ($ 500,000) ($ 500,000) (404,388) 19% In-Progress tender to be issued in June Chris Angelo 5535 Sewer Dep. TWWTP GAS SYSTEM UPGRADES ($ - ) ($ 4,172) ($ 4,172) ($ - ) ($ 130,000) ($ 130,000) (125,828) 3% In-Progress ongoing Chris Angelo 5536 Sewer Dep. BATAWA WWTP COVER ($ - ) ($ - ) ($ - ) ($ - ) ($ 40,000) ($ 40,000) (40,000) 0% In-Progress Chris Angelo 5537 Sewer Dep. ORCHARD LANE SEWERMAIN ($ - ) ($ 45,850) ($ 45,850) ($ - ) ($ 45,057) ($ 45,057) (793) 102% Completed complete Chris Angelo 5538 Sewer Dep. BRUCE ST SEWERMAIN ($ - ) ($ - ) ($ - ) ($ - ) ($ 30,000) ($ 30,000) (30,000) 0% In-Progress Chris Angelo 5539 Sewer Dep. CRESWELL PIPE REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 170,000) ($ 170,000) (170,000) 0% In-Progress tender closed, Chris Angelo 5540 Sewer Dep. MACLELLAN PIPE REPLACEMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 245,000) ($ 245,000) (245,000) 0% In-Progress tender closed, Chris Angelo 5541 Sewer Dep. NEW INDUSTRIAL ROAD-SEWER ($ - ) ($ - ) ($ - ) ($ - ) ($ 200,000) ($ 200,000) (200,000) 0% In-Progress tender to be issued in June Chris Angelo 5542 Sewer Dep. DUNDAS PS-FORCEMAIN-RIVER CROS ($ - ) ($ - ) ($ - ) ($ - ) ($ 4,212,800) ($ 4,212,800) (4,212,800) 0% In-Progress tender closed, Chris Angelo 5543 Sewer Dep. SHUTER ST SEWERMAIN ($ - ) ($ - ) ($ - ) ($ - ) ($ 170,000) ($ 170,000) (170,000) 0% In-Progress tender closed, Chris Angelo 2492 WS Fleet 2018 W&S-EQUIPMENT ($ - ) ($ - ) ($ - ) ($ - ) ($ 40,000) ($ 40,000) (40,000) 0% In-Progress Chris Angelo 2493 WS Fleet 2018 W&S-LIGHT DUTY TRUCKS ($ - ) ($ - ) ($ - ) ($ - ) ($ 60,000) ($ 60,000) (60,000) 0% In-Progress tender closed Chris Angelo 2494 WS Fleet 2018 W&S-HEAVY DUTY TRUCKS ($ - ) ($ 88,188) ($ 88,188) ($ - ) ($ 100,000) ($ 100,000) (11,812) 88% In-Progress tender and awarded, Quench buggy and valve truck received Chris Angelo TOTAL 2017 CAPITAL PROJECTS ($ - ) ($ 1,473,546) ($ 1,473,546) ($ - ) ($ 18,457,322) ($ 18,457,322) ($ (16,983,776) 8%
2018 Carryforward Projects 2093 Corp Facilities OLD TOWN HALL ($ - ) ($ - ) ($ - ) ($ 350,000) ($ - ) ($ 350,000) (350,000) 0% In-Progress RFP Issued to do a Buildings Condition Report and Estimate. Decision of goBob forward Forder will be made after we receive the report. 2098 Corp Facilities 30 PELHAM RENOVATIONS ($ - ) ($ 135,732) ($ 135,732) ($ 400,000) ($ 2,100,000) ($ 2,500,000) (2,364,268) 5% In-Progress Carry Forward Bob Forder 2097 Marina MARINA BREAKWALL REPAIRS ($ 39,186) ($ - ) ($ 39,186) ($ - ) ($ - ) ($ - ) (39,186) #DIV/0! In-Progress Repairs due to ice damage Carry Forward Bob Forder 2227 Arenas GAY CONSTRUCTION - LEGAL ($ 22,767) ($ - ) ($ 22,767) ($ - ) ($ - ) ($ - ) (22,767) #DIV/0! In-Progress Continuing Legal Bob Forder 2273 Arenas TRENTON-ROOF/FRONT WALL RESEAL ($ - ) ($ - ) ($ - ) ($ 10,000) ($ - ) ($ 10,000) (10,000) 0% In-Progress RFQ sent out Bob Forder 2370 IT CITY SERVER INFRASTRUCTURE RPL ($ 33,537) ($ - ) ($ 33,537) ($ 45,000) ($ - ) ($ 45,000) (11,463) 75% In-Progress Brian Johnston 2387 IT SOUND SYSTEM-COUNCIL CHAMBERS ($ 52,552) ($ 3,562) ($ 56,113) ($ 60,000) ($ - ) ($ 60,000) (3,887) 94% In-Progress Cleanup here. Brian Johnston 2661 Planning Dept VETERANS SKYWAY BRIDGE LIGHTIN ($ - ) ($ - ) ($ - ) ($ 75,000) ($ - ) ($ 75,000) (75,000) 0% In-Progress Brian Jardine 2720 Fire NEW FIRE HALL-STATION # 1 ($ 1,713,462) ($ 1,332,768) ($ 3,046,230) ($ 7,800,000) ($ - ) ($ 7,800,000) (4,753,770) 39% In-Progress John Whelan 2831 Police NEW POLICE STATION ($ - ) ($ 35,542) ($ 35,542) ($ 500,000) ($ 12,000,000) ($ 12,500,000) (12,464,458) 0% In-Progress expect to issue RFP for architect & project manager before year end Bob Forder 3001 Roads ASPHALT RESURFACING ($ 2,259,567) ($ 1,221) ($ 2,260,788) ($ 2,314,000) ($ - ) ($ 2,314,000) (53,212) 98% In-Progress Additional work required Chris Angelo 3002 Roads SURFACE TREATMENT ($ 1,534,299) ($ - ) ($ 1,534,299) ($ 2,000,000) ($ - ) ($ 2,000,000) (465,701) 77% In-Progress work ongoing Chris Angelo 3056 Roads BRIGHTON ROAD @ BRIDGE ($ - ) ($ - ) ($ - ) ($ 250,000) ($ - ) ($ 250,000) (250,000) 0% In-Progress Waiting for parks canada to finish road approaches Chris Angelo 3062 Roads DIVISION ST @ DIXON/FRONT ($ 19,224) ($ - ) ($ 19,224) ($ 75,000) ($ - ) ($ 75,000) (55,776) 26% In-Progress Conceptual plan presented to PW Comm. in 2017. open house planned for earlyChris fall Angelo 3063 Roads HUFF AVE-ARCHERS-PW ($ 105,639) ($ - ) ($ 105,639) ($ - ) ($ - ) ($ - ) (105,639) #DIV/0! Completed complete Chris Angelo 3065 Roads 30 PELHAM-BLDG ASSESSMENT ($ 106,457) ($ - ) ($ 106,457) ($ 140,000) ($ - ) ($ 140,000) (33,543) 76% In-Progress Bob Forder 3067 Roads TELEPHONE ROAD ($ 319,427) ($ - ) ($ 319,427) ($ 356,000) ($ - ) ($ 356,000) (36,573) 90% In-Progress 95% complete except for paving of shoulders by tracks Chris Angelo 3069 Roads TRAFFIC SIGNAL CONVERSION(LED) ($ - ) ($ 30,368) ($ 30,368) ($ 100,000) ($ - ) ($ 100,000) (69,632) 30% In-Progress work 35% complete Chris Angelo Sidewalk plow received ($98K), tendered Vacuum sweeper for Nov delivery ($243), Roadside Grass machine not tendered($200k budget)/ 2477 Roads Fleet PW-EQUIPMENT ($ 364,293) ($ - ) ($ 364,293) ($ 670,000) ($ - ) ($ 670,000) (305,707) 54% In-Progress Also carried forward 2016 Funds not spent Chris Angelo 2484 Parks Fleet PARKS-LIGHT DUTY TRUCKS ($ - ) ($ - ) ($ - ) ($ 40,000) ($ - ) ($ 40,000) (40,000) 0% In-Progress Tenders awarded waiting delivery Chris Angelo 4005 Parks FENCING ($ 10,380) ($ - ) ($ 10,380) ($ 15,000) ($ - ) ($ 15,000) (4,620) 69% In-Progress 50% complete Chris Angelo 4077 Parks FRANKFORD SKATEBOARD PARK ($ 328,221) ($ - ) ($ 328,221) ($ 300,000) ($ - ) ($ 300,000) (28,221) 109% Completed complete Chris Angelo 4085 Parks LIGHTING-HARDBALL FIELD-CENT P ($ 1,101,650) ($ - ) ($ 1,101,650) ($ 1,210,000) ($ 270,000) ($ 1,480,000) (378,350) 74% In-Progress complete except for final seeding Chris Angelo 4086 Parks TRAIL EXPANSION-MARINA ($ - ) ($ - ) ($ - ) ($ 810,000) ($ 400,000) ($ 1,210,000) (1,210,000) 0% In-Progress carried forward to 2018 Brian Jardine 4087 Parks BROOKSHIRE MEADOWS ($ 59,593) ($ - ) ($ 59,593) ($ 80,000) ($ - ) ($ 80,000) (20,407) 74% In-Progress 90% complete - Playground installed, looking to install paved path in spring 2018Chris Angelo 4089 Parks BOAT LAUNCH-CENT PK-IMPROVEMEN ($ 29,384) ($ - ) ($ 29,384) ($ 50,000) ($ - ) ($ 50,000) (20,616) 59% Postponed project put on hold bc of costs Chris Angelo 4084 Parks WATERFRONT TRAIL MASTERPLAN ($ 74,526) ($ - ) ($ 74,526) ($ - ) ($ - ) ($ - ) (74,526) #DIV/0! In-Progress Spring 2018 Finalzing ($5-8K) remaining Chris Angelo 4094 Parks PAVED TRAIL-CENTENNIAL PARK ($ - ) ($ - ) ($ - ) ($ 70,000) ($ - ) ($ 70,000) (70,000) 0% In-Progress trail roughed in, p[aving to be completed in June Chris Angelo 5014 Water Dep. WATER CAPITAL EQUIPMENT ($ 63,233) ($ - ) ($ 63,233) ($ 125,000) ($ 50,000) ($ 175,000) (111,767) 36% In-Progress added $50K for 2018 Chris Angelo 5036 Water Dep. MT PELION TOWER REPLACEMENT ($ 4,835) ($ - ) ($ 4,835) ($ 10,000) ($ - ) ($ 10,000) (5,165) 48% In-Progress Design process started in September 20-17 Chris Angelo 5039 Water Dep. WATER METER AUTOMATION ($ 317,796) ($ - ) ($ 317,796) ($ 460,000) ($ 200,000) ($ 660,000) (342,204) 48% In-Progress added $200K in 2018 Chris Angelo 5057 Water Dep. BAYSIDE WTP HEATING UPGRADES ($ 5,494) ($ 19,741) ($ 25,236) ($ 50,000) ($ - ) ($ 50,000) (24,764) 50% In-Progress Chris Angelo 5059 Water Dep. BATAWA RAW WATER PUMP UPGRADE ($ - ) ($ - ) ($ - ) ($ 40,000) ($ 50,000) ($ 90,000) (90,000) 0% In-Progress added $50K in 2018 Chris Angelo 5061 Water Dep. TRENTON WTP WASTEWATER BACKWAS ($ 451,020) ($ 274,557) ($ 725,577) ($ 1,000,000) ($ 1,000,000) ($ 2,000,000) (1,274,423) 36% In-Progress project carry over to 2018 Chris Angelo 5062 Water Dep. PARRY DR WATERMAIN LOOPING ($ - ) ($ - ) ($ - ) ($ 600,000) ($ - ) ($ 600,000) (600,000) 0% In-Progress Waiting for developer agreement Chris Angelo 5063 Water Dep. HYDRANT FLOW TEST/COLOUR CODIN ($ - ) ($ 12,093) ($ 12,093) ($ 70,000) ($ - ) ($ 70,000) (57,907) 17% In-Progress to be started in fall 2018 Chris Angelo 5065 Water Dep. CRESWELL WATERMAIN LOOP ($ 10,000) ($ - ) ($ 10,000) ($ 120,000) ($ 300,000) ($ 420,000) (410,000) 2% In-Progress tender closed May 2018 Chris Angelo 5066 Water Dep. SCADA RADIO COMMUNICATION ($ 7,978) ($ 1,068) ($ 9,047) ($ 60,000) ($ 100,000) ($ 160,000) (150,953) 6% In-Progress added $100K in 2018 Chris Angelo 5501 Sewer Dep. PUMPING STATION UPGRADES (X) ($ 17,618) ($ - ) ($ 17,618) ($ 30,000) ($ 75,000) ($ 105,000) (87,382) 17% In-Progress added $75K in 2018 Chris Angelo 5506 Sewer Dep. IC&I INSPECT/REPAIR LINES ($ 15,386) ($ - ) ($ 15,386) ($ 100,000) ($ 100,000) ($ 200,000) (184,614) 8% In-Progress added $100K in 2018 Chris Angelo 5508 Sewer Dep. TRENTON SEWAGE PLANT ($ 20,926,073) ($ 1,022,970) ($ 21,949,043) ($ 30,524,768) ($ 790,000) ($ 31,314,768) (9,365,725) 70% In-Progress Completion in Spring 2018 Chris Angelo 5532 Sewer Dep. HYDRO FEED-DUNDAS ST P.S. ($ 30,763) ($ 232,638) ($ 263,401) ($ 300,000) ($ - ) ($ 300,000) (36,599) 88% In-Progress tender awarded Chris Angelo TOTAL CARRYFORWARD PROJECTS ($ 30,024,361) ($ 3,102,260) ($ 33,126,621) ($ 51,209,768) ($ 17,435,000) ($ 68,644,768) ($ (35,518,147) 48%
STAFF REPORT 18-117CFS
DATE: June 6, 2018
TO: Karen Sharpe, Chair Members Corporate & Financial Services Committee
FROM: Caleb DenOuden Manager of Financial Services
SUBJECT: Railway High Tonnage Rate ______
Recommendation:
That the Council request the Minister of Finance assess the rail lines located in the City of Quinte West to determine its eligibility as a high-tonnage rail line.
And Further than the Minister of Finance consider the high-tonnage rate for individual railway right-of-way properties that meet the high-tonnage threshold.
Background:
The City received correspondence from the Ministry of Finance indicating that municipalities that may wish to utilize the new high-tonnage property tax rate for 2018 must submit a formal council resolution on or before June 29, 2018. Municipalities that submit formal Council resolutions prior to the deadline will receive a further notice when the regulation implementing the new high-tonnage property tax rate is in place for eligible properties.
Existing Policy/By-law:
N/A
Financial Impact:
Current revenue from CN/CP rail lines is expected to be approximately $42,000. for 2018 based 383 acres of rail line at a rate of $110/acre. The proposed high tonnage rail line rate is $300/acre. This would generate approximately $115,000 for 2018, and additional $73,000.
Public Input:
N/A
Internal/External Consultation:
Staff have reach out to both Belleville and Kingston, both of which plan to pass similar by-laws.
Comments/Analysis:
Attached correspondence from the Minister
2
Railway Right-of-Way Property Taxation
Ministry of Finance Provincial-Local Finance Division
City of Quinte West 1204
Table 1: Railway Right-of-Way Property Tax Rates ($ per acre)
Municipal Education Mainline 1
2016 41.59 53.62 2017 80.00 53.62 2018 110.00 53.62
Table 2: Railway Right-of-Way Property Details 2
Line Site Area Roll Number Property Owner RTQ Line Type Operator (Acres)
1204301100520000000 CN CANADIAN NATIONAL RAILWAY T 167.23 Mainline 1204211085900000000 CP CANADIAN PACIFIC RAILWAY T 216.46 Mainline END
1. The 2018 property tax rate for identified railway right-of-way properties that meet the high-tonnage threshold could have rates per acre increased to the high-tonnage rate, subject to Minister’s approval. T 2. Actual roll details are subject to MPAC's determination. Railway Right-of-Way Property Taxation
Ministry of Finance Provincial-Local Finance Division
Appendix: List of Rail Operators in Ontario
Acronym Operator Name 1 ANRCI Arnprior-Nepean Railway Company Inc. 2 BCRY Barrie Collingwood Railway 3 CASO Canadian Southern Railway 4 CN Canadian National Rail 5 CP Canadian Pacific Rail 6 CSX CSX Transportation 7 ETR Essex Terminal Railway 8 GEXR Goderich-Exeter Railway 9 GJR Guelph Junction (OSR) 10 GO Metrolinx/GO 12 NCR Nipissing Central Railway 13 OBRY Orangeville Brampton Railway 14 ONR Ontario Northland OSR Ontario Southland Railway 17 OVR Ottawa Valley Railway 18 PCHR Port Colborne Harbour Railway 19 PSTR Port Stanley Terminal Rail Inc. 20 SOLRS Southern Ontario Locomotive Restoration Society (Waterloo Central Railway) 21 SOR Southern Ontario Railway 22 SSHR South Simcoe Railway Heritage Corporation 23 VAEX Vale Railway 24 VIA VIA Rail 25 WCR Waterloo Central Railway 26 YDHR York-Durham Heritage Railway Ministry of Finance Ministère des Finances Provincial-Local Finance Division Division des relations provinciales- 10th Floor municipales en matière de finances 777 Bay Street 777, rue Bay, 10e étage Toronto, ON M5G 2C8 Toronto (Ontario) M5G 2C8 Tel (416) 327-0264 Tél. : 416 327-0264 Fax (416) 325-7644 Téléc : 416 325-7644
April 3, 2018
Dear Municipal Treasurer/Clerk-Treasurer:
I am writing to advise you of certain property taxation and assessment measures that the Province is undertaking as part of the 2018 Ontario Budget.
Supporting Fair and Accurate Property Assessments
The government has announced initiatives to improve the property assessment process.
As you may be aware, an Advance Disclosure process was introduced for the 2016 reassessment to enhance the accuracy and transparency of the Municipal Property Assessment Corporation’s (MPAC) valuation process by enabling business property owners and municipalities to contribute to the determination of assessed values before assessment rolls are finalized.
To further strengthen the pre-roll engagement process, the Province is proposing that an earlier valuation date be used as the basis for property assessments. For the next reassessment, which will take place for the 2021 taxation year, assessments would be based on a valuation date of January 1, 2019. The intent of the earlier date is to facilitate a more effective valuation process that allows for meaningful and open exchange of information among MPAC, property owners and municipalities, leading to more transparent and accurate property assessments.
The Province also wants to make it easier for property owners to comply with MPAC's requests for information. Work is underway to review the format of MPAC’s requests, ensuring they are clear and reasonable. As well, the 2018 Ontario Budget announced a plan to introduce a framework for addressing non-compliance with MPAC’s information requests.
These measures aim to create an environment that encourages the full exchange of information in order to improve the accuracy of property assessments and support a fair and transparent property tax system.
…/cont’d - 2 -
Business Vacancy Rebate and Reduction Programs
In response to municipal and other stakeholders’ requests, the Province provided municipalities broad flexibility to modify the vacant rebate and reduction programs for 2017 and future years. This greater flexibility enables municipalities to tailor these programs to best reflect local circumstances, while considering the interests of local businesses. While municipalities have implemented a variety of changes, 80 per cent of those municipalities will phase-out the municipal component by 2020.
With respect to education property taxes, the Province currently mirrors municipal property tax decisions related to the vacancy programs. This has resulted in different treatments of education property taxes across the province as each municipality modifies the programs to best suit its local needs.
As a result, the Province announced in the 2017 Ontario Economic Outlook and Fiscal Review that it would review approaches related to the education property tax portion of the vacancy rebate and reduction programs in consultation with municipalities and the business community. In response to feedback received from the review, the 2018 Ontario Budget announced that the education property tax portion of the vacancy programs will be aligned with changes made by municipalities, ensuring greater consistency across the province.
To align with the majority of municipal changes, the Province will phase out the education property tax portion of these programs. However, to avoid undue administrative burden for municipalities that have already made changes to the programs, the Province will continue to mirror these municipal changes, with respect to the education property tax portion of the vacancy programs. This initiative will begin in 2019 to ensure that businesses have time to plan for program changes.
Railway Right-of-Way Property Taxation
As you are aware, the Province initiated a review of the property taxation of railway rights- of-way in 2016. Based on consultations with municipalities and the railway industry, the Province announced changes in the 2017 Ontario Budget to address three key issues related to indexation of rates, variation in rates, and implications for shortline railways.
In the 2018 Ontario Budget, the Province announced further rate adjustments as part of its commitment to modernizing the property taxation of railway rights-of-way. The proposed measures for 2018 include the following:
…/cont’d - 3 -
Key Issues Proposed Measures for 2018 Indexation of Rates: Municipalities have Building on progress made in 2017, expressed concerns that, prior to 2017, mainline railway right-of-way property tax property tax rates on railway rights-of-way rates for 2018 will continue to be updated had not been updated since the late 1990s. to reflect average annual commercial property tax changes. This means that municipal property tax rates will increase by $7 per acre for 2018. Variation in Rates: Municipalities have also The Province will further reduce rate expressed concerns about the significant inequities by increasing the lowest variation in railway right-of-way property tax property tax rates on mainline railway rates across the province. rights-of-way to a minimum of $110 per acre in 2018. The lowest mainline rate in 2016 was approximately $35 per acre. Shortline Railways: The railway industry The Province will continue to freeze expressed concerns about the impacts of shortline railway property tax rates at 2016 potential property tax increases on shortline levels in recognition of the challenges railways. faced by this sector of the railway industry.
The education property tax rates on railway right-of-way properties will continue to be maintained at 2016 levels for the 2018 taxation year.
The 2018 railway right-of-way property tax rates for your municipality are provided in the attached table. The attachment also provides a list of railway right-of-way properties in your municipality, for your reference.
New flexibility for high-tonnage rail lines
The Province will also be responding to municipalities’ concerns regarding the revenue they receive in respect of high-tonnage rail lines. Beginning in 2018, municipalities can request an increase to the rates per acre for certain high-tonnage rail lines.
High-tonnage rail lines will initially be identified as those with at least 70 million gross ton- miles per route mile annually. The increased tax rate will be $300 per acre on these high- tonnage rail lines. The high-tonnage tax rate will represent a significant increase from the lowest mainline rate in 2016 of approximately $35 per acre.
This approach represents a first step that will enable municipalities with high-tonnage railway properties to achieve additional revenues. By focusing only on the highest tonnage properties, it will also respond to concerns from the railway industry regarding the administrative burden of a tonnage approach to property taxation.
…/cont’d - 4 -
Ministry of Finance staff will work with staff from interested municipalities to review eligibility for the high-tonnage tax rate. Ministry staff will also confirm data with owners of the identified railway right-of-way properties.
Municipalities that wish to utilize this increased rate should pass a formal Council resolution, requesting that the Minister consider the high-tonnage rate for individual railway right-of-way properties that meet the high-tonnage threshold. The formal Council resolution must be submitted to the Minister of Finance on or before June 29, 2018. Pending verification of properties that meet the high-tonnage threshold, the high-tonnage tax rates would be implemented through a Minister’s regulation.
For 2019 and future years, the government will continue to adjust rates and, in consultation with stakeholders, will review additional options to reflect tonnage in railway right-of-way property taxation.
For further information about the railway right-of-way property taxation system, please contact Sara Tune, Manager, Strategic Policy Liaison Unit, at [email protected].
Sincerely,
Original signed by
Allan Doheny Assistant Deputy Minister Provincial-Local Finance Division
Enclosure
STAFF REPORT 18-103CFS
A Natural Attraction
DATE: May 22,2018
TO: Karen Sharpe, Chair Members of Committee
FROM: Virginia LaTour, Deputy City Clerk
SUBJECT: Surplus Land Part 1, Lots 173,174, 175 and Part of 172 Registered Plan 480, Ward 1 Trenton, 79 Leopold St
Recommendation:
That the Committee recommends that the subject property described as Part 1, Lots 173, 174,175 and Part of 172 Registered Plan 480, former City of Trenton, now the City of Quinte West, be declared surplus to the needs of the City.
Background: The City of Quinte West is currently in receipt of a request for the donation of the subject lands to Habitat for Humanity to facilitate a future build. This proposal has received approval in principle. The City of Quinte West in keeping with By- law 13-161 Procedure for Sale of Real Property must declare the subject lands surplus to the needs of the City prior to divestment.
Existing Pol icy/By-law: By-law 13-161 Procedure for Sale of Real Property by the City of Quinte West.
Financial lmpact: N/A
Public lnput: A Public Meeting was held on June 6, 2018 lnternal/External Gonsultation : Currently there is a request for this property being entertained in principle by the Council for the City of Quinte West. Regardless, if this proposal is successful or not the property must be deemed surplus to the City's needs in order to entertain any future divestment.
Comments/Analysis: City staff recommends approval of this request and upon approval will follow due City process to complete any future transaction.
2 STAFF REPORT 18-104CFS
A Natural Attraction
DATE: It[ay 22,2018
TO Karen Sharpe, Chair Members of Committee
FROM Virginia LaTour, Deputy City Clerk
SUBJECT: Plant St Road Allowance - Surplus Land Part 1, Registered Plan 21R-25133, Ward 2 Sidney
Recommendation:
That the Committee recommends that the subject property described as Part 1, on Registered Plan 21R-25133, former Township of Sidney, now the City of Quinte West, be declared surplus to the needs of the City.
Background: Batawa Development Corporation currently has an encroachment agreement with the City of Quinte West for their building at 81 Plant St, which extends approximately 5 feet into the City's road allowance for Plant St.
The Batawa Development Corporation is now looking to transform 81 Plant St into condos. ln order to do this they must own the property the building is situated on. Public Works and Environmental Services has requested that the sidewalk in front of 81 Plant St also be included in Part 1 to declare surplus, in order to alleviate any liability to the City of Quinte West.
The City of Quinte West in keeping with By-law 13-161 Procedure for Sale of Real Property must declare the subject lands surplus to the needs of the City prior to divestment.
Existing Policy/By-law: By-law 13-161 Procedure for Sale of Real Property by the City of Quinte West. Financial lmpact: N/A
Public lnput: A Public Meeting was held on June 6,2018 lnternal/External Consultation : This application was circulated to all relevant City departments for their comments. No objections were brought forward with regard to this request.
Gomments/Analysis: City staff recommends approval of this request and upon approval will follow due City process to complete any future transaction.
2 STAFF REPORT 18-106 CFS
A Natural Attraction
DATE: May29,2018
TO Karen Sharpe, Chair Members of Corporate & Financial Services Committee
FROM: Virginia LaTour, Deputy City Clerk
SUBJECT: CemeterySub-Committee Committee System
Recommendation:
That Staff recommend that the Mount Evergreen Cemetery Board, as established by by-law, and renamed the Cemetery Committee, a sub committee for the City of Quinte West Council be disbanded, and that any unforeseen circumstances that may arise, and are not the status quo, be directed to the Corporate and Financial Services Comm ittee
Background: The City of Quinte West currently oversees one active cemetery, being Mt. Evergreen Cemetery located at 61 Stockdale Road. Two dormant cemeteries, being Mt. Zion Cemetery located at 510 Downs Road and Mt. Carmel Cemetery located at142 Bigford Road. The City also overseas five inactive (abandoned) cemeteries, those being The Quaker Cemetery located at79 Victoria St, Bird Cemetery located at373 Bird Road, McColl Cemetery located at297 Nicholls Road, Guffin Cemetery located at 130 Guffin Lane, and Longwell Cemetery located at 333 Frankford Road.,
At the May 2017 Corporate and Financial Services Meeting the following recommendation was passed:
"That Staff recommend that the Mount Evergreen Cemetery Board, aS established by by-law, be renamed the Cemetery Committee, a sub committee for the City of Quinte West Council, and that all reporting for all cemeteries within the City be made through the Corporate and Financial Services Committee."
REGIO]I Unfortunately, only 3 of the 6 members of what was the Mt. Evergreen Cemetery Board, and now the Cemetery sub committee, are in agreement to sit on the Committee. The concensus of the 3 members who are leaving is that the Committee is redundant as City Staff have the cemeteries well in hand.
Existi ng Policy/By-law: None
Financial lmpact: None
Public lnput: None
I nternal/External Consultation : None
Comments/Analysis: City Staff are coordinating all maintenace and interments at the active and dormant sites, as well as day to day operations. Grass cutting is contracted for all cemeteries that have been listed above. There has been no need for a meeting of the sub-committee. Staff recommend that the Mt. Evergreen appointment by-law be rescinded, and that staff continue day to day operations with the understanding that should any unforeseen circumstances arise, those issues will be brought to the Corporate and Financial Services Committee.
2
STAFF REPORT 18-109 CFS
DATE: June 6, 2018
TO: Karen Sharpe, Chair and Members Corporate & Financial Services Committee
FROM: Bob Forder, Manager of Facilities
SUBJECT: Summer Ice – Fee Schedule Adjustment Request ______
Recommendation:
That the Committee receives and approves the request to amend the Fee Schedule to include a Non-Prime Time Rate for Summer Ice Rental of $75.00 plus HST.
Background:
In 2016 Facilities proposed leaving the Ice in the Duncan MacDonald Arena for the summer months. At that time we requested a flat fee for all times with no Non-Prime Time Rates. We requested this feeling that we had a low enough rate to substantiate that stance.
However; what we did not realize at the time was a Private Company that was intending on opening a smaller ice surface in the area which would allow them to price themselves lower and pull away the small groups that we were relying on to fill the unused portion of ice availability.
Summer Ice is charged during the months of June, July and August. Prime Time is considered to be Weekdays between the hours of 4:00pm to 12:00AM and all times on the weekends. Non-Prime Times are considered to be Weekdays between 8:00am and 4:00pm.
Public Input: N/A
We have had numerous groups point out that they would like to come to our “Full Ice” but for small groups it is too expensive compared to other available facilities.
Internal/External Consultation:
We have met as a Group, Bob Forder (Manager of Buildings and Facilities), Margo Thompson (Booking Coordinator, Sean Beemer (Assistant Manager Buildings and Facilities and Arenas) and Hannah Brown (Community Engagement Officer).
We have canvassed other arenas in Belleville and Area that offer Summer Ice.
Comments/Analysis:
2017 was our first year to have summer ice in the City of Quinte West and we proved that our facility was capable of maintaining a very high standard in our ice and facility quality. We also have a great deal of feedback from groups that were pleased to see this now available in Quinte West. We were also able to open the summer ice to the Public for “Free Public Skating” and again this year we are doing the same with an expanded offering on a set schedule.
Where we fell short was in filling available times due to a new start up business that had a much smaller surface to maintain and offered it at a lower rate. This year we have already increased our Prime Time Utilization with large group bookings such as the Figure Skating Groups and the additional times required by our Golden Hawks as they entered two development teams in the OJHL Development league.
We have learned by the past and now realize that we do require a Non-Prime Time Fee to help will our available ice time and increase our revenue and we are requesting the committee’s support in amending our Fee Schedule to offer a Non-Prime Time Summer Ice Fee.
2
STAFF REPORT 18-108CFS
DATE: June 6, 2018
TO: Chair Karen Sharpe and Members Corporate and Financial Services Committee
FROM: Bob Forder, Manager of Buildings and Facilities
SUBJECT: 2017/2018 Capital Projects Update ______
Recommendation:
That Staff Report 18-108CFS regarding 2017/2018 Capital Projects Update be received as information.
Capital Projects Update
The following projects are in progress or completed, having been quoted and awarded.
1) Trenton Arena Pad 2 Roof Front Wall Reseal a. Expected to be completed by Spring of 2018 b. Repair was performed. c. No Leaking as of this report. d. Completed.
2) New Police Station a. September 28 2017 – Kick Off Meeting Held at City Hall. b. RFP Created for Project Manager.
c. RFP Issued for Project Manager d. RFP Closed and Evaluation being conducted e. Colliers Project Leaders Hired and on the job. f. Pre-Qualification document created and will be released the week th th of Feb 5 to 9 . g. Prequalification was closed and documents opened February 26th at 2:00pm. h. 6 Companies submitted and 5 Companies were accepted. i. Evaluation and scoring is being conducted individually by Team th members and then collectively on March 7 at 9:30am j. Regular meetings between Project Leaders, IO, OPP and City are ongoing k. The RFP Documents and Scoring have been created. l. RFP Issued April 23 2018 m. Viewing of OPP Guidelines April 24 to May 4 2018 n. Conceptual Design Information Sessions May 10 2018 o. Last Day for Inquiries May 18 2018 p. Proposals due May 24 2018 q. Design Presentations May 29, 30 2018 r. Addendums being issued as required s. extension to June 7th was given and design presentations have been rescheduled to June 13th and 14th
3) New Fire Hall a. Bi-Weekly Construction meetings ongoing
30 Pelham Re-Purpose a. Hand off occurred in September from Chris Angelo b. Have been conversing with Chamberlain Architects on status and changes c. Have met with Food Bank, Quinte Access and Quinte Waste Solutions to discuss project and changes d. Changes have been communicated to Architect Lead e. Have met face to face with Architect to discuss project f. Have issued an RFP and hired Colliers as the Project Manager combined with OPP Station build. g. Tender Documents are in the Hands of Colliers Project Management, the City and are being developed in the City’s format th th for release early during the week of Feb 5 to Feb 9 . h. This tender went out and site visit has occurred. 2
i. Multiple addendums have occurred and answers are ongoing to trades questions th j. Tender closed March 5 at 2:00pm. k. Core items have been awarded to Koler’s Construction. nd l. Initial kick off meeting was held on April 2 . m. Koler Construction has mobilized and working on site n. Project manager from Colliers has mobilized and on site o. On Going Site Meetings have started p. Site Instructions and Information requests are being handled daily. q. Demolition has been ongoing and Construction has started on the Facility r. Issues have risen regularly on the quality of the Drawing Sets and we are working through the issues. s. Project timeline is being followed and we are on schedule and within budget at this time.
30 Pelham Solar Panels
a. No action on this until major renovations are completed.
Batawa Community Center Renovations
a. Meeting held between City Staff and City Councillors to determine what direction we are taking with this project. b. Meeting has occurred with a General to get input on our plans and best way to perform the work. th c. Site Visit planned week of March 5 to develop a potential plan. d. Pricing and estimates will follow along with meetings of the local user groups. e. CKA and Greer Galloway have been retained as the Architects and Engineering for this project. th f. Met with Greer and CKA on site April 24 to start concept drawings and building set. g. Concept drawing has been produced and meetings set up with user groups to discuss the project h. Construction drawings will be produced to apply for required building permits. i. Meeting was held with external partners and internal working group with no new or extra issues. j. Site visits have occurred with Architect, Electrical and Mechanical Engineers
3 k. Tender and Building Permit Drawing Sets are being made nd l. Expect interior work to commence 2 week of July nd m. Expect Parking Lot work to commence 2 week of July complete with new entrance and exit ramps.
4
Old Town Hall
a. No actions as yet on this project until it is determined by the Planning Department and the Tourism Group as to what the use of the building will be. b. A RFP has been issued to hire a consultant to help with the determination of the status of the building and help determine potential costs and next steps th c. RFP closed April 25 . d. Analysis of proposals is occurring and award will happen the week th of April 30 . e. Award was given to Pitchin on May 9th f. Pitchin performed initial inspection of the premises g. Report will be generated by the end of June
TPM Fuelling Station and Washroom Renovations
a. RFP Document has been created and released the week of Jan th 29 . th b. Site Visit on the 7 of February c. RFP Closed d. Two Submissions, one chosen e. Discussions are ongoing with Proponent to ensure the scope of work is correct. th f. Award occurred during week of March 5 to Strong Brothers g. Drawing Package submitted for building permit h. Alteration required due to accessibility requirements i. Demolition started Mar 27 2018 st j. New drawings and new plan expected week of April 1 . k. New Drawings have been created several times l. Most recent set of drawing and the newest iteration of changes have been submitted to Building Inspectors and Accessibility Coordinator. m. Work has stopped until Building Permit is issued. n. Building Permit Issued o. Sub Slab Plumbing completed and tested p. One Half of new Concrete slabs and sidewalks poured q. New Doors installed r. Interior work commencing week of June 5th 5
s. Expected completion June 30th
City Hall Phase Two LED Lights
a. Scope of work and RFP Document being developed. b. RFP Completed and waiting release by Purchasing c. Site Visit planned for April 17th d. Site visit has occurred e. Proponents are preparing their submissions f. RFP Closes April 25th g. RFP Analysis Completed and Proponent Identified h. Purchasing is checking scoring and will issue letter of intent i. Proponent will start Rebate Application prior to work commencing
Trent Port Marina – Weed Bubbling System
a. This project will be Single Sourced b. Quotes Received and Configuration completed th c. Single source Request taken to CFS Meeting of March 7 . d. PO will be issued in March and work commence when ice is out in April e. PO Issued on March 27 2018 f. Work will commence April 15 2018 g. Due to the Freezing rain storm work was delayed. h. Compressor Hut was installed April 25th i. Hoses and Diffusers being installed April 25 – April 30 j. Electrical being ran April 30 to May 4th th k. Expect system running by May 7 . l. System has been installed m. Electrical System has been installed n. Diffusers have been adjusted and treatments applied o. System is running
Trent Port Marina – Blue Flag
a. Applications have been completed b. First Audit completed c. Registration completed d. Actions required to be completed early spring st e. Full registration expected before May 1 2018 f. Major Announcement expected May 15 2018
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g. We have been awarded the Blue Flag Designation h. Flag is flying i. Major Flag Raising Ceremony scheduled for June 28th j. Actions identified during the process will be ongoing throughout the year.
Trent Port Marina – South Break all Repairs
a. No action taken until ice is out and we see if further damage has occurred from the current season of ice. th b. Inspection of breakwall occurred February 24 by Bob Forder c. PowerPoint created of Photos and sent to Contractor, Engineer and City Personnel d. Meetings will occur to determine path forward. e. Meetings have occurred in March f. Planned a dive inspection for April g. Report will follow and plans created h. Dive Inspection has completed i. Engineer is reviewing footage and pictures and is developing an action plan.
Trent Port Marina – Eaves Trough
a. Quotes will be obtained in the spring of 2018
Trent Port Marina WIFI Issues
a. A plan has been created to address the issues of weak WIFI signal in the Marina and Boats b. The plan will be put in place when the weather and dock conditions allow. c. Meeting with IT Occurred March 28 and plans created for the adding of WIFI Spots d. Work to commence early April e. IT have all required materials f. Request for Quotes have been issued to run new cabling g. Work will be completed during the Month of May h. Work has been ongoing and South Basin was completed in Mid-May i. North Basin was completed end of May
7
j. Ongoing monitoring and adjustments will continue for the summer to ensure we have it right.
City Hall – Front Doors
a. RFP Document and Scope of work have been created b. RFP to be released the week of Jan 29th th c. Site Visit on Feb 8 at 2:00pm d. RFP Closed e. RFP Awarded to TaskForce Engineering f. TaskForce using local trades to complete the work. th g. Work planned to start April 30 and last between 1 and 2 weeks. h. Alternate entry to City Hall will be through Library th i. Site Visit has occurred on April 25 . j. Materials have been received th k. Work to commence April 30 . l. Work to take no longer than 2 Weeks m. Doors installed and project completed
Frankford Arena Front Doors
a. No action on this item as yet. A Scope of work and a RFP will be created and work commenced during the off season for this facility. b. RFQ Created and sent out c. RFQ Awarded and work will commence when material arrives.
Trenton Arena PAD 1 LED Lights
a. This project is to continue to replace Incandescent, Fluorescent and Halogen lights with LED in Pad 1. b. RFP Document is being created and will be issued by the end of June 2018.
Fee Waiver Update for 2018 YTD May 30
YTD Total Total Dollars $33,462.90 Total Requests 63
TPM Gathering Hall Requests = 22 8
TPM Fee Waiver Amounts = $5,206.14
9
Frankford Arena Solar Project: as of May 30 2018
10
Bayside Solar Project: as of May 30 2018
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12
STAFF REPORT 18-110CFS
DATE: April 9, 2018
TO: Karen Sharpe, Chair Members of Corporate & Financial Services Committee
FROM: Brian Johnston Manager Information Technology & GIS Services
SUBJECT: Update on Technology Projects
______
BACKGROUND:
Staff would like to provide the Corporate Financial Services Committee with an update on Technology projects for the City. Staff has included a number of projects that continue to replace and upgrade existing infrastructure every year as well as a few new initiatives approved by the Corporate & Financial Services Committee which will help make our city much more efficient and “smarter” as we move forward.
WHERE ARE WE AT?
Ongoing Support To City Staff - Status: Ongoing
The IT team continue to support the day to day needs of the city providing top of the line support to our users.
In the last 30 days as of May 25th the team has dealt with 430 tickets solving 422 of them. These numbers are up from months previous due to our Google roll out to all city staff. Week by week numbers show ticket volumes returning to normal levels which we hope to continue trending down as we introduce more user friendly platforms to our employees.
OPP CCTV Camera System - Status: Ongoing
Repair of the OPP CCTV (closed circuit television) camera system is continuing. As of today, all locations have been brought back online with broken cameras replaced with new higher quality units.
Along with the camera and network repairs made in the field, considerable work has been done on the backend systems as well ensuring a smoother workflow for OPP officers and staff needing to review video footage. ‘Edge-recording’ capability continues to be configured on supported cameras ensuring that video footage is not missed in the event of a network outage.
A new temporary camera has been added at the mission thrift store rear drop off area to discourage illegal dumping. Proper equipment for the application has been ordered and we expect to install this permanently next month.
2 As always, next steps for this system is the replacement of aging camera infrastructure and the investigation of new locations and network infrastructure to grow the system.
Collaboration & E-Mail Modernization - Google G Suite Migration - Status: On-Going
Our migration to Google G Suite is complete
We are now embarking on the training of staff to ensure that we are taking advantage of the platform to the fullest capability.
It is early stages in this, however, we are already noticing efficiencies in the way people share and collaborate on work.
Security Updates - Status: Ongoing
Security is a continued major focus of the technology team ensuring that our city infrastructure and devices are up to date and protected against threats.
Minor security patches and tweaks continue to be applied to our systems.
We have started the configuration of our new email security platform. We have chosen the same manufacturer that provides endpoint security for our desktop devices who has a solid platform that provides spam, anti-phishing, anit- ransomwear, and anti-maleware protection for our G Suite platform.
We will continue to remain vigilant with respect to security and are planning upgrades to our strategy in the near future which include the planned roll out of a multi-factor authentication system once all users are on the G Suite platform. The aforementioned will require some research as multi-factor authentication heavily relies on mobile devices which not all city staff poses.
Network 2.0 - Network Infrastructure Modernization - Status: In Progress
No change.
3 The implementation of new city LAN (Local Area Network) and WAN (Wide Area Network) is ongoing with the planning and movement of network infrastructure to new equipment.
Work is ongoing to ensure that current systems interact properly with the new infrastructure as we continue to migrate equipment to the new network.
Mobile Device Modernization Program - Status: In Progress
Roll out complete. All city staff have had their cell phones replaced with newer and more feature complete devices.
Next steps will include the training of users that carried two devices (one for mobile hot spot and one for phone) in the use of tethering so the city can reduce its monthly costs even further through the canceling of mobile hotspot devices.
Council Chambers Technical Upgrades - Status: In Progress
The plan is as follows: Phase 1: Audio - Switch to new infrastructure complete. Phase 2: Video - Switch to new infrastructure complete. Phase 3: Accessibility - On Going Phase 4: Streaming - Switch to new platform complete. Phase 5: Audio Part 2 - Upgrade of podium microphone and handheld - Complete.
New infrastructure has been installed and workflows continue to be developed to take advantage of the increased capability.
Phase 3 and 4 have moved forward significantly with the City of Quinte West’s launch of the new council YouTube page.
https://www.youtube.com/channel/UCSqYNF0HuxFmpg2-4hdvZzg
4
The move to YouTube not only saves the city money but it also increases our reach within the community since it is on a ubiquitous platform, allows for the automatic generation of captions after the live stream is complete and saves the city money as, unlike the incumbent platform, YouTube is free to use.
We also have upgraded the podium and handheld microphones in an effort to further increase the quality of our audio production. This helps ensure more accurate closed captions and benefits the home viewer.
City Hall WiFi - Status: In Progress
No Change
With the modernization of our mobile devices WiFi in our municipal buildings is a critical requirement.
Design is complete and we are working towards the installation of the devices permanently on the 2nd floor of City Hall.
Testing of 2nd floor placement has proven successful, we will be permanently installing access points in our next steps.
5 Planning of 1st floor still TBD.
Marina WiFi - Status: Complete
Marina WiFi has been completely overhauled with the addition of 27 access points to the docks and further access points within the Marina itself to ensure a seamless experience for the boaters.
We will continue to test and tweak channel plans to create the best experience.
Marina Software - Status: Cancelled
After installing and using the software it has become clear that the vendor cannot deliver on their promise of a functioning marina software package. This project has been cancelled.
Microsoft Dynamics GP Business Continuity Upgrades - Status: Preliminary Stages
No change.
City Fiber Network - Status: In Progress
Designs for phase 1 (downtown first mile) have been finalized and with the help of public works we are tendering this work for completion this year.
GoEvo Mesh - Public Works Roads Inspections - Status: Preliminary Stages
Work has begun on investigating GoEvo Mesh for the inspection and work order creation and resolution for roads.
Our GIS team is working to deliver configuration details to the vendor in order to setup and commission the system for our new roads inspector.
Meeting Room Technology - Status: In Progress
6
With our move to Google we can now start upgrading meeting rooms with technology allowing for full video conference capability allowing for up to 50 remote participants in meetings with the ability to share documents and collaborate in real time.
4 Meeting rooms at City Hall will be outfitted with this technology with meeting rooms in Operations, Water and Waste Water and Fire planned in the near future.
7
STAFF REPORT 18-112CFS
DATE: June 6, 2018
TO: Karen Sharpe, Chair and Members Corporate & Financial Services Committee
FROM: Roxanne Alexander, Supervisor of Revenue & Taxation Caleb DenOuden, Manager of Financial Services Janet Powers, Manager of Purchasing & Risk/Deputy Clerk
SUBJECT: Taxation, Accounting and Purchasing Updates ______
Recommendation:
That Staff Report 18-112CFS regarding taxation, accounting and purchasing updates be received as information.
Tax Department Updates:
• MPAC hosted a very informative day here in the Council Chambers May 16th. Some of the topics included: o an overview of tax tools with OPTA (Online Property Tax Analysis System) o MPAC’s Service Level Agreement and highlights with the new Municipal Connect 2.0 o New rules and practice and procedures for the municipality’s involvement with the ARB o Enumeration – voter look up demonstration • Staff are preparing for the final tax billing which will be mailed out the last week in June with due dates of July 26th and September 26th. • Payments to the school boards will be processed and due June 30th. • Final payment for the Payment in Lieu properties will be processed and mailed out the first week in June with a due date of July 26th.
Accounting and Payroll Updates:
Accounting staff have been preparing the Financial Information Return (FIR) and have submitted to the Province before the deadline of May 31, 2018. The FIR is the main data collection tool used by the Ministry of Municipal Affairs and Housing (MAH) to collect financial and statistical information on Municipalities. The results of the FIR can be viewed and compared using the MAH website http://csconramp.mah.gov.on.ca/fir/Welcome.htm
Purchasing and Risk Management Activities Bid Opportunities & Results: Project No: FAC 18-06 Project LED Lighting Retrofit – 7 Creswell Dr. Description: Project Type: Request for Proposal Released: March 6, 2018 Closed: May 7, 2018 Responses Donaldson Construction Rec’d: Janbar Electric Ltd. A1 Electrical Services Swantech Energy Solutions Randall Industrial Electric Status: Awarded to Swantech Energy Solutions $111,217.43 tax included Project No: PW 18-15 Project Supply & Delivery One Four Wheel Loader/Backhoe Description: Project Type: Request for Proposal Released: March 22, 2018 Closed: April 6, 2018 Responses Toromont CAT Rec’d: John’s Equipment Sales & Service Ltd. Nortrax Canada Inc. Wayjax Limited Status: Cancelled At the direction of Chris Angelo, Director of Public Works, this spend was: “Cancelled for an indefinite period of time due to unforeseen circumstances. If this spend is approved at a later date, the bid opportunity will be published.” Project No: PW 18-05 Project Various Roads Reconstruction & Paving
2
Description: Project Type: Tender Call Released: April 18, 2018 Closed: May 1, 2018 Responses Coco Paving Inc. $2,994,421.30 Rec’d: Orin Contractors Corp. $3,502,979.55 Norway Asphalt $3,078,660.03 Status: Open Project No: PW 18-01 Project Dundas St. SPS Upgrades Description: Project Type: Tender Call by Invitation to Prequalified General & Marine Contractors GC’s: Kenaidan Contracting Ltd. Maple Reinders Ltd. Matheson Constructors Ltd. North America Construction Peak Engineering & Construction Ltd. Romag Contracting Ltd. MC’s: Dean Construction Co. Ltd. Galcon Marine Ltd. McNally Construction Inc. Released: April 5, 2018 Closed: May 15, 2018 Responses Kenaidan Contracting Ltd. $17,994,221.07 + tax Rec’d: Maple Reinders Ltd. $16,414,195.00 Matheson Constructors Ltd. $17,433,597.00 North America Construction $19,517,000 Peak Engineering & Construction Ltd. $16,159,700. Romag Contracting Ltd. – no bid Status: Closed – Bids all over budget. Dept. will be taking a report to Council for consideration. Project No: FAC 18-07 Project Design/Build OPP Detachment Description: Project Type: Request for Proposal to Prequalified Design/Build Contractors Bourgon Construction Buttcon Construction Collaborative Structures JR Certus Ltd. 3
TaskForce Engineering Released: April 24, 2018 Closed: May 24, 2018 – Extended to June 7, 2018 Status: Open Project No: PW 18-16 Project Water Quality Assessment Study – Oak Lake Description: Project Type: Request for Proposal Released: May 16, 2018 Closed: May 31, 2018 Status: Open Project No: PW 18-11 Project Shuter Street & MacLellan Street Reconstruction Description: Project Type: Tender Call Released: April 27, 2018 Closed: May 16, 2018 Responses Dig’N Dirt Ltd. $ 2,317,845.97 Rec’d: Cooney Excavating Ltd. 2,223,552.08 Cobourg Development Services Ltd. $1,862,291.21 Standard Paving Ltd. $2,281,771.71 Status: Awarded to Cobourg Development Services Ltd. $1,862,291.21 tax incl. Project No: PW 18-08 Project Glen Ross Bridge Deck Rehabilitation Description: Project Type: Tender Call Released: May 10, 2018 Closed: May 25, 2018 Responses 2608558 Ontario Limited $227,412.50 Rec’d: Coco Paving Inc. $330,468.50 National Structures 2011 Inc. $280,769.97 Clearwater Structures Inc. $279,968.80 Standard Paving Ltd. $104,180.35 Willis Kerr Contracting Limited $304,177.92 HC Matcon Inc. $307,537.41 Status: Under Review Project No: PW 18-10 Project Creswell Drive Watermain Loop & Reconstruction Description: Project Type: Tender Call Released: April 30, 2018 4
Closed: May 16, 2018 Responses Cooney Excavating Ltd. $1,162,497.20 Rec’d: Fidelity Engineering & Construction Inc. $1,208,796.47 Standard Paving Ltd. $1,283,269.81 Cobourg Development Services Ltd. $1,135,541.33 Dig’N Dirt Ltd. $1,367,050.94 Status: Awarded to Cobourg Development Services Ltd. $1,135,541.33 tax incl. Project No: PW 18-17 Project Supply & Application of Surface Treatment Description: Project Type: Tender Call Released: May 15, 2018 Closed: May 31, 2018 Responses Rec’d: Status: Open
Other:
Assisted Richard Dean from Stirling-Rawdon with a second project for this year, the creation of their tender document for the Installation of an Accessibility Lift at their arena. Quinte West also hosted their document on our bids and tenders website as a courtesy to our neighbours so they would have electronic availability and broader vendor base exposure.
Attended the Society of Public Insurance Administrators of Ontario conference May 27-29 where topics relevant to a changing society such as dealing with Transgender Individuals and their rights; Property Subrogation and Racial Profiling issues were highlighted.
Insurance/Risk Management Update 2018
Insurance Claims to date: 18 Bodily Injury – 2 Property damage – 16
5
Licencing Stats May 2018 A Natural Attraction for
Descri n Month 2018 YTD 2017 YTD
Lottery 567.1 0 8856.07 9878.48
Marriage Licence 3500.00 7140.0O 7420.00
Civil Ceremony 2824.00 5938.22 2252.00
General Licencing 4327.25 7099.01 4515.54
Virginia LaTour, AMCT Deputy City Clerk
STAFF REPORT 18-118CFS
DATE: June 6, 2018
TO: Karen Sharpe, Chair Members of Corporate & Financial Services Committee
FROM: David Clazie Director of Corporate & Financial Services
SUBJECT: Batawa Community Centre Renovations
______
Recommendation:
That the information report regarding the Batawa Centre renovations be received as printed information.
Background:
During the capital budget process Council allocated $450,000 of funds towards the renovation of the Batawa Community Centre (BCC) and the reconstruction of the parking lot. During the past few months staff and the working group have been working to move this project along. We have hired a contractor to complete the renovations as well as engineer and architect to prepare the drawings for the required permits. Staff have attached the conceptual drawings to this report for the Committee info.
On May 11th the working groups meet with the user groups of the facility to go over the plan and it was endorsed by all of the groups at that meeting.
The tender for the parking lot has closed and the cost of the parking lot has come in just under $200,000, leaving $250,000 to go towards the internal renovations. In order to prioritize the interior renovations the working group has created a phased approach with the highest priority items in the first phase, phase 2 being the parking lot reconstruction and finally phase 3 projects will likely
be items we will start in late 2018 if there are funds remaining or we will be looking at doing them in 2019. The following is a list of items in each phase:
Phase # 1
Remove existing stage and storage area to create a single large hall area o Flooring will be replaced in this area Move existing electrical panel to kitchen area All electrical panels will now be in the same area Create a new storage room where shuffle board area is located Create a new accessible gender neutral washroom Renovate existing female washroom Renovate existing male washroom Purchase a new portable stage Purchase a new portable bar
Phase # 2 – starting after Mrs. Bata’s celebration of Life event
Parking Lot reconstruction o Fix storm drain running through the lot o Removal all existing asphalt and regrade o Add additional row of parking on west end o Remove all concrete around front entrance and slope pavement to current step o Pave around and create a ramp to ice resurfacer door as well as back entrance
Phase # 3
Kitchen renos to enhance serving for catered events o Not creating a full service catering kitchen New ceiling tiles New LED lighting Connectivity and Wi-Fi throughout the building Wi-Fi and security cameras for entire park and field areas around the building Screens and projector(s) for hosting events Window, door and outside curtain wall repairs
Currently the drawings are being finalized and the plan being we will have the permits in hand ready to commence interior renovations the first week of July after Mrs. Bata celebration of life. In addition we have our parking lot contractor also lined up to commence the same week as well with a completion date of the parking lot being the end of August.
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Staging 101 Portable Stage System by IntelliStage
1 10 iSINCEn g 1999 agi St Staging 101 Portable Stage System by IntelliStage
Contents Introduction ...... 1 About Staging 101 ...... 1 Features ...... 2 Specifications ...... 2 Storage ...... 2 1 Important Safety Instructions ...... 2 10 Meet the Components ...... 3 iSINCEn g 1999 Assembly 101 ...... 4 tag Securing Panels Together ...... 5 S Securing Different Height Panels ...... 6 Guard Rail Assembly 101 ...... 7 Chair Stop Installation ...... 7 Stair Package Installation ...... 8 Sizes and Configurations...... 9 Limited 10-Year Warranty ...... 10
Introduction
Thank you for being a Staging 101 customer and welcome to the family.
We do one thing and do it well – build products that make your life easier. Crafting innovative, quality products is our calling and we take it seriously. Strong, modular and versatile, your Staging 101 system is crafted out of the finest materials available and put through our grueling quality check before it ships out the door.
We thank you for your purchase and know that your Staging 101 system will definitely steal the show! However, if you should require any assistance or service, you’ll find that we take as much pride in supporting our products as we do in designing and building them. About Staging 101
Perfect for schools, Houses of Worship, hotels and event organizers, Staging 101 portable stage systems are the ultimate in portability and convenience. Consisting of large, modular 4’ x 8 ‘ or 2x1 meter panels, Staging 101 allows you to set up large stages in just minutes. Each panel is individually adjustable to either 16” and 24” (40 and 60cm) or 24” and 32” high (60 and 80cm). Stages can easily be setup by two individuals. Each panel can bear weight up to 240 lbs/sq. ft. (1170kg/sq. meter).
When it’s time to break down, you’ll find that disassembly and storage are equally convenient. Staging 101 systems are available in kits designed specifically for various applications. See our catalog or website s101.intellistage.com for details.
Optional upgrade accessories like transportation trolleys, guardrails, steps, chair-stops and skirts are also available. Go on, feel free to take the stage! 1 Staging 101 Portable Stage System
Features:
Panels: • Two different height models to choose from: Panels are either height adjustable to 16” and 24” (40, 60cm) or 24” and 32” high (60, 80cm) depending on model. • Strong metal box frame construction around panels perimeter. • Box frame provides a wide grip for easy carrying, assembly and tear down. • Folding legs are directly secured to the box frame. • Legs lock firmly in place. • Each Panels is height adjustable ± 8 inches (20cm). • Panels surface has a seamless, smooth, no-trip design with dancers and performers in mind. • Panels weigh 145lbs, almost 10% lighter than competitors. • Panel Joining Mechanisms can be removed for a clean, smooth front edge, perfect for attaching skirts and chair-stops. Specifications: Panel Construction:
Finish: • Grey Carpet • Grey Industrial • Hardboard
Materials: • 3/4” (19mm) high density plywood construction • Full steel box-frame profile on all sides
Sizes: 4’x8’ and 2x1mtr - See page 9 for all sizes
Legs and Leg Hardware:
Materials: • Steel leg construction including locking brackets and hardware • Rubber base pads to absorb shock and vibration
Dimensions (height): 16” and 24” (40 and 60cm) or 24” and 32” high (60 and 80cm)
Weight Capacity: 240 lbs/sq. ft. (1170kg/sq. meter)
Storage:
Staging 101 panels can be stored either vertically (side by side) or horizontally (stacked on top of each other). All Platform Joining Mechanisms should be removed from the exterior perimeter prior to storage. Platform Joining Mechanisms store on the panels interior.
Important Safety Instructions:
1.) Read and follow all instructions 2.) Do not exceed the maximum weight capacity 3.) Do not setup panels stacked on top of each other 4.) Completely secure all panels and hardware 5.) Assemble and use only on a flat and level surface 2 Staging 101 Portable Stage System
Meet the Components:
Putting together your Staging 101 system was designed to be simple enough for anyone to do. Consequently, the number of components you will encounter in the assembly process is limited. Nonetheless, let’s take a moment for a little meet and greet....
A.) Staging 101 Panels B.) Panel Joining C.) Guard Rails D.) Chair Stops mechanisms
E.) Stair Packages / Steps F.) Skirts G.) Allen Keys
A.) Staging 101 Panels E.) Stair Packages / Steps Durable, modular stage surface – supports up to Stairs are available as a package designed for 16, 240 lbs/sq. ft. (1170kg/sq. meter). 24, 32in (40, 60, 80cm) stages. An individual 8” high step is also available for 16” high platforms. B.) Panel Joining Mechanisms Guard rails are available separately. Connects multiple panels together for creating larger stages. Joining Mechanisms can be attached F.) Skirts to any side of a panel as needed. Skirts are an optional add-on to any stage that allows you to quickly create a clean professional C.) Guard Rails appearance perfect for presentations, school plays Guard rails are an optional add-on to any stage or trade show exhibits. Clips are included with each that provides and additional measure of safety skirt package. for performers. Corner bracket hardware is sold separately. G.) Allen Keys Allen Keys are required for guard rail, chair stop, D.) Chair Stops stair package and platform joining mechanism Chair stops prevent chair legs from slipping off installation. Allen keys are supplied with the the top of a stage or between panels of different individual components, but are also available heights. separately.
3 Staging 101 Portable Stage System
Assembly 101:
Getting your stage system up and running has never been easier than this. You are literally minutes away from having a sturdy, professional presentation platform. Stand Panels Lock Legs • Unpack your panels and all Upright In Place hardware.
• Begin by setting panels up on edge. Open legs and lock them in place. A
• Configure leg inserts to the Adjust Leg Heights required height and both secure and lock in place with both the pins (A) and screw down knobs (B). B
• Attach Panel Joining Mechanisms (PJM) in the needed locations as shown by (A, B, C & D). Note: PJM’s are secured onto each panel for storage. B C
• With the help of two individuals A rotate the panel right side up. D • Continue the preceding until all platforms are properly configured. PJM
What You’ll Need: Attach Panel Joining Hardware to Under Allen Key Side of Panel Required
Allen Key
With 2 People, Rotate Panels
4 Staging 101 Portable Stage System
B C
1 A
D
PJM
Attach Panel Joining Hardware to Under Allen Key Side of Panel Required
2
With 2 People, Move Panels Into Place
3
Securing Panels Together What You’ll Need:
1.) If you have not already done so, attach Panel Joining Mechanisms (PJM) in the needed locations as shown by (A, B, C & D). Note: PJM’s are secured onto each panel for storage.
2.) Connect individual panels to create your stage layout by securing adjacent panels with Panels Joining Mechanisms. This will require two people to lift and set the panels in place. Panel Joining Mechanism 3.) Continue joining all panels together until your & Allen Key basic stage layout is complete.
5 Staging 101 Portable Stage System
Securing Different Height Panels
Staging 101 is designed to be setup in various height configurations. Each panel has a Panel Connecting Leg Bracket (PCLB) built into the legs in order to allow different height platforms to link together.
• Setup all panels as described in “Assembly Setup All Panels To Proper Heights 101” on page 5. Make sure that all panels are setup to the proper heights.
• Connect all panels that will make up your highest tier as described in “Securing Panels Together” on page 6.
• Begin setup with your highest tier first and then work your way down. Note: Complete each tier before moving on to the next lower tier. Panel Connecting Leg Bracket • Connect two different height panels together by positioning the lower panel’s platform edge into the taller Panel’s Connecting Leg Bracket (PCLB) located on the legs. This will require two people to lift and set the panels in place.
• Continue joining all panels together until your tiered stage layout is complete.
You should now know how to setup individual platforms, uniform level stages and tiered stage packages.
With 2 People, Move Panels Into Place
6 Staging 101 Portable Stage System
Guard Rail 1 2 Assembly 101
Completely set up your stage before beginning B C the next steps. A D
1.) Align guard rails with the holes at (A, B or C, D) as shown.
2.) Secure guard rails with the provided bolts and large Allen Key as shown. Attach Guard Secure all guard rails to platforms before Rails To Panel Large Allen Key Required proceeding. 3 Secure all guard rails to platforms before proceeding. 4 3.) Couple all side guard rails together with the included hardware and small Allen Key.
4.) Where applicable couple corner guard rails together with GRCB2 hardware (sold separately). Secure Guard Rails Together
Chair Stop Installation Descending Chair Stop
To install chair stops completely set up your stage before beginning the next steps.
• First familiarize yourself with your chair stop. There are two types of chair Ascending Chair Stop stops: Ascending (for use on top platforms) and Descending (for use in between platforms).
• Orient your chair stops “right side up” and align them with your panels.
• Using a allen key key secure the chair stop to B the platform with the provided bolts. A Note: You may have to remove Panel Joining D Mechanisms in order to secure the chair stops. C
Allen Key Required 7 Staging 101 Portable Stage System
Stair Package Installation
B • Attach the top plate to the stage edge where A you will connect your stair package. The top Large Allen Key plate attaches to the panel with two bolts as Required shown at (A, B).
Install Top Plate • Adjust your stair package to the correct on Panel height by loosening all stair bolts.
• Secure and lock the stair package to the correct height by bolting the locking brace in place in the correct position.
• As needed, attach and secure the guard rails to your stair package with the provided Adjust Stair hardware. Package Height
• Attach the stair package to the installed stage top plate. Secure with the provided bolts and hardware.
What You’ll Need:
Secure Stiars to Correct Height
Attach Guard Rails to Stairs Large Allen Key
Attach Stair Package to Installed Top Plate 8 Staging 101 Portable Stage System
Sizes & Configurations(US)
Panels Stair Packages
16-24” High Panels SSTAIR16C 8” High, 4’ Wide Single Step - Carpet SP1624B 4’x8’ Hardboard Panel SSTAIR16I 8” High, 4’ Wide Single Step - Industrial SP1624C 4’x8’ Carpet Panel SSTAIR4X3B 16”-32” High, 4’ Wide Stairs w/Rails - Hardboard SP1624I 4’x8’ Industrial Panel SSTAIR4X3C 16”-32” High, 4’ Wide Stairs w/Rails - Carpet SSTAIR4X3I 16”-32” High, 4’ Wide Stairs w/Rails - Industrial 24-32” High Panels STAIRRAIL3 Universal Stair Guard Rail Pack (2 Pack) SP2432B 4’x8’ Hardboard Panel SP2432C 4’x8’ Carpet Panel SP2432I 4’x8’ Industrial Panel Chair Stops
SCS2X4 2” High, 4’ Long Ascending Chair Stop Skirts SCS8X4 8” High, 4’ Long Descending Chair Stop
8’ Wide Black Skirt SSKIRT8X16 16” High Skirt Transportation Systems SSKIRT8X24 24” High Skirt SSKIRT8X32 32” High Skirt STROLLEY Staging 101 Trolley Cart
Guard Rails Accessories
SGRAIL4 4’ Long Guard Rail (2 pcs per master pack) SALLENKEY4 Allen Keys (4 Pack) SGRCB2 Guard Rail Corner Bracket (2 pack) SCLIPS6 Skirt Clips (6 Pack) SKNOB6 Stage Knobs (6 Pack) SLEGS6 Stage Leg Inserts (6 Pack) SPINS6 Stage Pins (6 Pack) SPJM2 Stage Pins (6 Pack)
Sizes & Configurations(European)
Panels Stair Packages
40-60cm High Panels SESTAIR40C 20cm High, 1m Wide Single Step - Carpet SEP4060B 2x1m Hardboard Panel SESTAIR40I 20cm High, 1m Wide Single Step - Industrial SEP4060C 2x1m Carpet Panel SESTAIR1X3B 40-80cm High, 1m Wide Stairs w/Rails - Hardboard SEP4060I 2x1m Industrial Panel SESTAIR1X3C 40-80cm High, 1m Wide Stairs w/Rails - Carpet SESTAIR1X3I 40-80cm High, 1m Wide Stairs w/Rails - Industrial 60-80cm High Panels SESTAIRRAIL1 Universal Stair Guard Rail Pack (2 Pack) SEP6080B 2x1m Hardboard Panel SEP6080C 2x1m Carpet Panel SEP6080I 2x1m Industrial Panel Chair Stops
SECS2X4 2” High, 1m Long Ascending Chair Stop Skirts SECS8X4 8” High, 1m Long Descending Chair Stop
2m Wide Black Skirt SESKIRT2X40 40cm High Skirt Transportation Systems SESKIRT2X60 60cmHigh Skirt SESKIRT2X80 80cm High Skirt SETROLLEY Staging 101 Trolley Cart
Guard Rails Accessories
SEGRAIL1 1m Long Guard Rail (2 pcs per master pack) SALLENKEY4 Allen Keys (4 Pack) SGRCB2 Guard Rail Corner Bracket (2 pack) SCLIPS6 Skirt Clips (6 Pack) SKNOB6 Stage Knobs (6 Pack) SELEGS6 Stage Leg Inserts (6 Pack) SPINS6 Stage Pins (6 Pack) SPJM2 Stage Pins (6 Pack)
9 Staging 101 Portable Stage System
Notes
Limited 10 Year Warranty
Road Ready warrants to the original owner of each new IntelliStage - Staging 101 product, for a period of 10 years form the date of purchase, (provided that it is purchased at an Authorized Intellistage Dealer) that is free of defects in materials and workmanship and that each product meets or exceeds all factory published specifications. This warranty is void if the product has been tampered with or misused beyond reasonable wear, and shall not apply if the product has been physically damaged. Improper handling, set-up or use of this unit could cause it to fail which could lead to serious injury or death. Please be sure to read, understand and follow all operating instructions and weight load information in this manual before using this product. Do not allow children or untrained persons to use this product. There are no obligations of liability on the part of Road Ready for any personal injuries, death, consequential damage or any other indirect damages with respect to, loss of property, revenues, profit or costs of removals, installations or re-installations arising out of, or in connection with, the use or performance of an IntelliStage product. 10 1 10 iSINCEn g 1999 agi St
IntelliStage™ 12662 Corral Place H Santa Fe Springs CA 90670 Ph: 562.906.6185 H Fax: 562.906.6186 Email: [email protected] H www.IntelliStage.com V1.0 - 4.10.13