Municipality of Hastings Highlands Regular Meeting of Council, Operations AGENDA Today's meeting proceedings will be recorded and live-streamed on the municipal YouTube channel at https://www.youtube.com/channel/UCKvxLBeiJzVbvJz8vH29ftg Individuals who submit letters and other information to Council should be aware that any personal information contained within their communications may become part of the public record and may be made available to the public through the Council Agenda process.
Date: October 21, 2020 Time: 9:00 AM Staff: Hastings Highlands Council Chambers and/or Teleconference Public: Teleconference on YouTube - both Live-streamed and Recorded
Page 1. Call to order
a To assist with background noise: Council and Staff - Please turn off or place on silent mode all cell phones. Please place any laptops on mute by pressing F1. Please be aware that today's meeting is being live-streamed and picks up all noise and talking, possibly even during recess.
2. Opening Ceremonies
a We acknowledge that we are gathered on the traditional territory of the Anishinaabeg, which is known by Indigenous peoples, who have been stewards of the land since time immemorial and as such we treat the land, its plants, animals, stories and people with honour and respect.
b National Anthem
Page 1 of 291 3. Roll Call
a The Clerk will call the names of each Member of Council and record the Roll to determine if a quorum has been achieved: -Mayor Bodnar -Deputy Mayor Hagar -Councillor Davis -Councillor Fitzgerald -Councillor Gerrow -Councillor Matheson -Councillor Walder
The Clerk will call out the Staff Members that are scheduled to be in the meeting: -CAO David Stewart -Operations Manager Adrian Tomasini -Chief Building Official Martin Cox -Deputy Treasurer Tanya Dickinson -Administrative Assistant Chantelle Beaumier
4. Clerk's Comments
a The rules for voting are as follows:
The Mayor will read the item on the agenda, read the recommended motion and ask for a mover. The member that wishes to move a motion will state their name for the record. The Mayor will ask for a seconder, and the member that wishes to second the motion will state their name for the record. The Mayor will call on the mover to see if they wish to comment. He will then call on the seconder for comments. He will then ask if there are comments from the remaining members who will raise their hand to be recognized and await to be called on. The Mayor will state the name of the member he is calling upon, so the public recording can identify who is speaking. The Mayor will ask If staff has anything to add. The mover will be called upon last for the final chance to speak before voting. Lastly, the Mayor will call the question and the Clerk will take a recorded vote. If members would please answer with ‘FOR’, ‘AGAINST' or 'ABSTAIN' when their name is called.
5. Deletions or Additions to the Agenda Additions or revisions to the agenda may occur at a meeting if it is matter of
Page 2 of 291 urgency that cannot wait until the next meeting.
6. Approval of Agenda
a Approval of Agenda THAT Council approves the agenda for the October 21, 2020 meeting.
7. Disclosure of pecuniary interest and the general nature thereof
8. Delegate Alternate Deputy Chair Authority
a In the case the Deputy Chair must leave her seat THAT Council appoints Councillor Matheson as Alternate Deputy Chair for today's meeting.
9. Adoption of Minutes
12 - 27 a Draft Minutes of the Regular Meeting of Council
THAT Council accepts and adopts the draft minutes of the Regular Meeting of Council, Planning, held on October 7, 2020 as submitted.
10. Announcements and Community Events Please Note: Members may speak for no more than Three (3) Minutes each on announcements and/or community events. No action shall be take on these items and they do not form part of the minutes.
11. Public Input-by electronic means Please email the Clerk at [email protected] in order to provide public input. Members of the public may comment or ask questions to Council, through the Chair, without debate or criticism, regarding any matter on the agenda. These comments and questions are to be received by Council and there will be no expectation for Council to reply to each comment or question. This portion of the Agenda should not exceed a total of Fifteen (15) minutes.
12. Presentations and Delegations/Petitions - by electronic means Presentations and Delegations will join the meeting and present over the teleconference. Please Note: Only Members of Council may ask a question of a person or group giving the presentation or delegation/petition. None.
13. Consent Agenda A member may make brief comments to consent item prior to the consideration of the adoption of the matters listed, however, if a member wishes to debate or amend the recommendation of an item; or if the member
Page 3 of 291 declares pecuniary interest, the item shall be removed from the consent agenda list and dealt with as a separate item with its own motion. a The Clerk is requesting that any Council Members who wish to make more than brief comments during debate on any of the consent agenda items that are listed here to please email the Clerk and advise. The Clerk will remove the item off the consent list, remove the yellow highlighting on the item down in the agenda, replace the item with a mover and a seconder and republish the Agenda. The purpose of this is to make the Chair's job less difficult while moving through the agenda.
Consent Items: Monthly Bylaw Enforcement Report Operations Monthly Report (September) Monthly Fire Report Library Cultural Report Approved Hastings Highlands Public Library Board meeting minutes Mayor's Report Resolutions from other Municipalities/Levels of Government Items Correspondence Items Future Municipal Events Review THAT Council accepts and approves the items listed under the Consent Agenda.
14. Tenders/Requests for Proposal
28 - 29 a Request for Proposal HH-2020-08 One (1) Only Gas 150/1500 Series (1/2 tonne) Truck OR Gas 250/2500 Series (3/4 tonne) Truck THAT Council accepts this report "Request for Proposal HH-2020- 08 One (1) Only Gas 150/1500 Series (1/2 tonne) Truck OR Gas 250/2500 Series (3/4 tonne) Truck" and;
THAT Council approves the proposal summitted by Boyer GM Bancroft for an all inclusive price of $51,156.17 for a 2020 GMC Sierra 2500 (3/4 tonne) 4x4 HD Reg Cab ready for immediate delivery.
15. Reports and Bylaws from Departments
Building Department
30 - 62 i) Monthly Building Report THAT Council accepts the Monthly Building Report as information only, as submitted by the Chief Building Official.
Bylaw Enforcement
Page 4 of 291 63 - 64 i) Monthly Bylaw Enforcement Report THAT Council accepts this report “Monthly Bylaw Enforcement Report,” as submitted by the Chief Building Official/Bylaw Enforcement Officer, as information only. 65 - 78 ii) Bylaw 2020-062 Amendment to Noise/Fireworks Bylaw THAT Council accepts this report "Bylaw 2020-062 Amendment to Noise/Fireworks Bylaw" as submitted by the Chief Building Officer and the Bylaw Enforcement Officer; and
THAT Council passes Bylaw 2020-062 being a bylaw to prohibit and regulate noise and the use of fireworks in the Municipality of Hastings Highlands.
Operations Department
79 - 83 i) Operations Monthly Report (September) THAT Council accepts the Operations monthly Report as information only, as submitted by the Operations Manager. 84 - 119 ii) Bylaw 2020-069 Level of Service for Winter Road Maintenance THAT Council accepts this Bylaw 2020-069 Level of Service for Winter Road Maintenance, as submitted by the Operations Manager and the Bylaw Enforcement Officer; and
THAT Council passes Bylaw 2020-069 being a bylaw to establish a level of service for winter road maintenance in the Municipality of Hastings Highlands.
Fire Department
120 - i) Monthly Fire Report - (this will be the last monthly report-moving to 122 quarterly). THAT Council accepts this Monthly Fire Report as information only, as submitted by the Fire Chief.
Community Services None.
Library/Cultural
123 - i) Library Cultural Report - (this will be the last monthly report-moving 124 to quarterly). THAT Council accepts the Cultural Report as information only, as submitted by the Library CEO. 125 - ii) Approved Hastings Highlands Public Library Board meeting 132 minutes - June 18, 2020 and August 4, 2020.
Page 5 of 291 THAT Council accepts the approved Hastings Highlands Public Library Board meeting minutes for the board meetings held on June 18, 2020 and August 4, 2020 as information, as submitted by the Library CEO.
Finance Department - Quarterly Report
133 - i) Quarterly Treasury Report 154 THAT Council accepts the Quarterly Treasury Report as information only, as submitted by the Deputy Treasurer.
Clerks Department None.
Administration
155 - i) Customer Service Strategy - Redefining the Customer Service 165 Experience (Staff will briefly review the Power Point before discussion begins) THAT Council accepts this report "Customer Service Strategy - Redefining the Customer Service Experience" as submitted by the Clerk and the Administrative Assistant, as information only. 166 - ii) DRAFT Bylaw 2020-077 Corporate Customer Service Standards 182 Policy THAT Council accepts this report "DRAFT Bylaw 2020-077 Customer Service Standards Policy", as submitted by the Clerk and the Administrative Assistant; and
THAT Council reviews the DRAFT Customer Service Standards Policy; and
FURTHERMORE THAT Council provides further direction or required changes/amendments. 183 - iii) DRAFT Bylaw 2020-089 Bylaw Enforcement Complaints Policy 188 THAT Council accepts this report "DRAFT Bylaw 2020-089 Bylaw Enforcement Complaints Policy", as submitted by the Bylaw Enforcement Officer; and
THAT Council reviews the DRAFT Policy; and
FURTHERMORE THAT Council provides further direction on required changes/amendments. 189 - iv) DRAFT Bylaw 2020-084 Corporate Complaints Handling Policy 199 THAT Council accepts this report "DRAFT Bylaw 2020-084 Corporate Complaints Handling Policy", as submitted by the
Page 6 of 291 Clerk and the Administrative Assistant; and
THAT Council reviews the DRAFT Policy; and
FURTHERMORE THAT Council provides further direction on required changes/amendments. 200 - v) Bylaw 2020-076 The Handling of Unreasonable Customer 208 Behaviour THAT Council accepts this report “Bylaw 2020-076 The Handling of Unreasonable Customer Behaviour” as submitted by the Clerk and the Administrative Assistant; and
THAT Council passes Bylaw 2020-076 being a bylaw to handle unreasonable customer behaviour. 209 - vi) Q3 - 2020 Request for Service and Complaints 216 THAT Council accepts this report "Q3-2020 Request for Service and Complaints" as submitted by the Clerk and the Administrative Assistant, as information only. 217 - vii) Bylaw 2020-032 Workplace Violence and Harassment Policy 235 THAT Council accepts this report “Bylaw 2020-032 Workplace Violence and Harassment Policy” as submitted by the Clerk and the Administrative Assistant; and
THAT Council passes Bylaw 2020-032 being a bylaw to implement a Workplace Violence and Harassment Policy. 236 - viii) DRAFT Bylaw 2020-088 Condolence Policy 239 THAT Council accepts this report "DRAFT Bylaw 2020-088 Condolence Policy" as submitted by the CAO/Treasurer; and
THAT Council reviews the DRAFT Condolence Policy; and
FURTHERMORE THAT Council provides further direction or required changes/amendments. 240 - ix) Operations - Musclow Greenview Bridge Repair Follow Up 244 THAT Council accepts this report, "Operations - Musclow Greenview Bridge Repair Follow Up" as submitted by the CAO/Treasurer; and
THAT Council approves follow up Option ____ .
16. Mayor's Report
245 - 248 a Mayor's Report - (this will be the last monthly report-moving to
Page 7 of 291 quarterly). THAT Council accepts the Mayor's report for the month of September 2020, as information.
17. Council Members Reports/Committee Minutes
Deputy Mayor Hagar
249 - i) Approved minutes of the North Hastings Economic Development 262 Committee meetings held on February 3, 2020, June 1, 2020 and August 31, 2020. THAT Council accepts the approved minutes of the North Hastings Economic Development Committee meetings held on February 3, 2020, June 1, 2020 and August 31, 2020. as information only, as submitted.
Councillor Gerrow
263 - i) Waste Management Committee Terms of Reference 267 THAT Council approves the Terms of Reference for the Waste Management Committee, as approved by the Committee on October 7, 2020.
18. Motions (for Which Notice Has Been Given) None.
19. Resolutions from other Municipalities/Levels of Government
268 - 269 a Wollaston Township re: the Municipal Elections Act THAT Council supports Wollaston Township's letter to the Ministry of Municipal Affairs and Housing with respect to the resolution requesting changes to the Municipal Elections Act. 270 - 271 b Town of Amherstburg re: AODA Website Compliance Extension Request THAT Council supports the Town of Amherstburg's letter to the Ministry for Seniors and Accessibility with respect to the resolution requesting extending the compliance deadline to at least January 1, 2022; and THAT the Province of Ontario consider providing funding support and training resources to meet these compliance standards. 272 - 273 c Township of Asphodel Norwood re: Cannabis Production THAT Council accepts and files the resolution from the Township of Asphodel Norwood re: Cannabis Production 274 d Town of Bancroft re: Halloween 2020 THAT Council accepts and files the resolution from the Town of Bancroft re: Halloween 2020. OR
Page 8 of 291 THAT Council supports the Town of Bancroft with respect to providing a collective approach to Halloween 2020 in North Hastings by strongly encouraging that Halloween Celebrations occur within our area schools due to the increased risk of the spread of Covid-19 within our communities.
20. Correspondence
27 a Officer of the Solicitor General re: Anti-Racism Initiatives 5 - 28 1 b FOCA Elert October 2020 https://foca.on.ca/cottage-closing-checklist/ utm_source=FOCA+Elert+October+2020&utm_campaign=Elert+Oct.8+2020&a mp;utm_medium=email
28 c Ministry of Indigenous Affairs re: Treaty Negotiations 2 - 28 THAT Council accepts the Correspondence Items as information only, as submitted. 5 21. Pending Municipal Items
286 - 289 a Pending Municipal Items Review THAT Council accepts the Pending Items for information purposes, as submitted.
22. Future Municipal Events for Members of Council
290 a Future Municipal Events Review THAT Council accepts the Future Municipal Events for information purposes, as submitted.
23. Remarks For the Good of the Order Robert’s Rules suggests there should always be an opportunity to deviate from strict germaneness to speak about something which is clearly worth talking about. This is a way of asking for off-topic “general conversation” topics to be raised. The context implies that it means, “Do any Members have remarks?” Members may speak to items that they feel they do well (give praise or recognize unity) or ways of improving the meetings. This is not a section for handling complaints or debate and no motions shall come from this section of the agenda. The time limit for this section of the agenda shall not exceed ten (10) minutes.
24. Public Input- by electronic means Please email the Clerk at [email protected] in order to provide public input. Members of the public may comment or ask questions to Council, through the Chair, without debate or criticism, regarding any matter on the agenda. These
Page 9 of 291 comments and questions are to be received by Council and there will be no expectation for Council to reply to each comment or question. This portion of the Agenda should not exceed a total of Fifteen (15) minutes.
25. Notice of Motions Notice of Motions shall not be read, discussed or deliberated. The Chair will ask members if they have any notices to be submitted to the Clerk for consideration for the next Regular Meeting agenda. These notices shall not be included in this meeting’s agenda but will be included in the minutes if the Clerk has received them by the end of this meeting day. A Member will still have permission to submit Notices of Motion up to the agenda deadline of Four o’clock (4:00 p.m.) on the Monday one week before the scheduled Meeting of Council. All notices submitted by the deadline will appear on the Motions section of the next Regular Meeting agenda.
26. Recess
27. Closed Session
a Closed Session - Council rises to go into Closed Session THAT Council rises from the open session to go into Closed Session as permitted by the Municipal Act for the purpose of:
Section 239 (2)(f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; - Legal Opinion on Agreement
Section 239 (2)(k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board; - CUPE Labour Negotiations
28. Council Rises from Closed Session
a Closed Session - Council Rises and Reports from Closed Session THAT Council rises from the closed session and directs staff and officials to carry out all actions as approved in the October 21, 2020 Closed Session of Council and report.
29. Confirmatory Bylaw
291 a Bylaw 2020-090 being a bylaw to confirm the proceedings of Council THAT Bylaw 2020-090, being a bylaw to confirm the proceedings of Council be enacted and passed in Council this 21st day of October, 2020.
30. Adjournment
a Adjournment of Meeting
Page 10 of 291 THAT Council adjourns to meet again on November 4, 2020 at 9:00 am for the Regular Meeting of Council, Planning or at the call of the Mayor.
Page 11 of 291 AGENDA PageITEM 1 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Municipality of Hastings Highlands Regular Meeting of Council, Planning Minutes
October 7, 2020 - Regular Meeting of Council, Planning at the Hastings Highlands Council Chambers/Teleconference
Council: Vic A. Bodnar Staff: David Stewart Tracy Hagar Suzanne Huschilt Tammy Davis Adrian Tomasini Tony Fitzgerald Cathy Bujas Dorothy Gerrow Nancy Matheson Alex Walder
Others- Leora Berman Teleconference:
Call to order:
The Mayor called the meeting to order at 9:00 a.m. The meeting was streamed on YouTube Live and can be found at: https://www.youtube.com/watch?v=wGxNN2F9fTs
Opening Ceremonies:
We acknowledge that we are gathered on the traditional territory of the Anishinaabeg, which is known by Indigenous peoples, who have been stewards of the land since time immemorial and as such we treat the land, its plants, animals, stories and people with honour and respect.
National Anthem
Roll Call:
A quorum of council members were in attendance.
Clerk's Comments:
The rules for voting for today now that Council members have returned to in-person meetings are as follows:
Page 12 of 291 Draft Minutes of the Regular Meeting of Council AGENDA PageITEM 2 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
The Mayor will read the item on the agenda, read the recommended motion and ask for a mover. The member that wishes to move a motion will state their name for the record. The Mayor will ask for a seconder, and the member that wishes to second the motion will state their name for the record. The Mayor will call on the mover to see if they wish to comment. He will then call on the seconder for comments. He will then ask if there are comments from the remaining members who will raise their hand to be recognized and await to be called on. The Mayor will state the name of the member he is calling upon, so the public recording can identify who is speaking. The mover will be called upon last for the final chance to speak before voting. Lastly, the Mayor will call the question and the Clerk will take a recorded vote. If members would please answer with ‘FOR’, ‘AGAINST' or 'ABSTAIN' when their name is called.
Deletions or Additions to the Agenda:
None.
Approval of Agenda:
Approval of Agenda
Davis (417-2020) THAT Council approves the agenda for the October 7, 2020 meeting.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Disclosure of pecuniary interest and the general nature thereof:
Delegate Alternate Deputy Chair Authority:
In the case the Deputy Chair must leave her seat. Page 13 of 291 Draft Minutes of the Regular Meeting of Council AGENDA PageITEM 3 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Hagar (418-2020) THAT Council appoints Councillor Gerrow as Alternate Deputy Chair for today's meeting.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Employee Years of Service Recognition:
Due to Covid 19 and our Phase 3 recovery plan, Council will not be holding a Service Recognition Ceremony this year. Council still wants to take this opportunity to honour each of these employees for their years of service and contribution to the Municipality of Hastings Highlands. We wish to Congratulate: Glen Best - 5 years, Waste Site Attendant David Ellis - 5 years, Operator Kim Helkaa - 5 years, Administrative/Community Services Coordinator Adrian Tomasini - 5 years, Operations Manager Cathy Bujas - 10 years, Building and Planning Clerk Robert Scott, 25 years, Operator Sherry Driscoll, 30 years, Waste Site Attendant Dale Lynch - retiring with 7 years of service, Weekend Operator Denver Mayhew, retiring with 21 years of service, Operations Supervisor
The Operations Manager presented Denver Mayhew with his service recognition certificate and gift and Council wished him a happy retirement.
Arrangements will be made to hand out certificates to the employees being recognized today.
Adoption of Minutes:
Draft Minutes of the Regular Meeting of Council Sept 23, 2020
Gerrow (419-2020)
Page 14 of 291 Draft Minutes of the Regular Meeting of Council AGENDA PageITEM 4 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
THAT Council accepts and adopts the draft minutes of the Regular Meeting of Council, Operations, held on September 23, 2020 as submitted.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
The CAO introduced and welcomed John Jardine, our new Municipal Planner to Hastings Highlands.
Announcements and Community Events:
Public Input-by electronic means:
Please email the Clerk at [email protected] in order to provide public input. Members of the public may comment or ask questions to Council, through the Chair, without debate or criticism, regarding any matter on the agenda. These comments and questions are to be received by Council and there will be no expectation for Council to reply to each comment or question. This portion of the Agenda should not exceed a total of Fifteen (15) minutes. None.
Presentations and Delegations/Petitions-by electronic means:
Presentations and Delegations will join the meeting and present over the teleconference.
Leora Berman of The Land Between re: Road hazard and threat to wildlife mitigation flagship project/partnership
Consent Agenda:
No consent agenda for today's meeting.
Tenders/Requests for Proposal:
None.
Page 15 of 291 Draft Minutes of the Regular Meeting of Council AGENDA PageITEM 5 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Reports and Bylaws from Departments:
Planning Department:
Bylaw 2020-056 a bylaw to amend Comprehensive Zoning Bylaw No. 2004-035
Public Meeting The only comments received were from the agencies that were included in the agenda. No other public comments for or against the proposed rezoning were received.
Fitzgerald (420-2020) THAT Council accepts this Report "Bylaw 2020-056 a bylaw to amend Comprehensive Zoning Bylaw No. 2004-035" as submitted by the Building/Planning Clerk; and
THAT Council passes Bylaw 2020-056 a bylaw to amend Comprehensive Zoning Bylaw No. 2004-035, as amended, as follows: Part of Lot 14, Concession 9, in the Geographic Township of Monteagle, being Parts 1, 2 and 3, shown on Reference Plan, from the Marginal Agriculture (MA) Zone to the Limited Services Residential (LSR) Zone. The change of zone category is to allow the permitted uses in the Limited Services Residential (LSR) Zone.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Deputy Mayor Hagar left Council Chambers at 9:34 a.m.
Bylaw 2020-078 a bylaw to amend Comprehensive Zoning Bylaw 2004-035 Deputy Mayor Hagar declared Pecuniary Interest on this item- "I have a pecuniary interest on this and an adjoining property".
Public Meeting There were no other comments other than the three letters that were included in the agenda.
Fitzgerald (421-2020) THAT Council accepts this Report "Bylaw 2020-078 a bylaw to amend Comprehensive Zoning Bylaw 2004-035" as submitted by the Building/Planning Clerk; and
Page 16 of 291 Draft Minutes of the Regular Meeting of Council AGENDA PageITEM 6 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
THAT Council passes Bylaw 2020-078, a bylaw to amend Comprehensive Zoning Bylaw 2004- 035 as follows: Part of Lot 22, Concession 15, in the Geographic Township of Monteagle, being Part 1 on Reference Plan 21R-25676, from the Marginal Agriculture (MA) Zone to the Special Rural Residential – 104 (RR-104) Zone. The change of zone category is to allow the permitted uses in the Rural Residential (RR) Zone and to recognize the reduced setbacks of 7.63 to the 1 ½ storey frame studio and 9.77 to the pole barn (drive shed). Condition of Severance B2/20.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Deputy Mayor Hagar returned to Council Chambers at 9:36 a.m.
Bylaw 2020-086, accept the Transfer of Parts 3 and 4, Plan 21R-25651, Bangor, for the purpose of widening Highway 517
Davis (422-2020) THAT Council accepts this Report "Bylaw 2020-086, accept the Transfer of Parts 3 and 4, Plan 21R-25651, Bangor, for the purpose of widening Highway 517" as submitted by the Building/Planning Clerk; and THAT Council passes Bylaw 2020-086 being a bylaw to dedicate certain lands as a public travelled highway and authorize execution of a Transfer of Parts 3 and 4, Plan 21R-25651, Bangor, for the purposes of widening Highway 517. Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Page 17 of 291 Draft Minutes of the Regular Meeting of Council AGENDA PageITEM 7 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Lyons potential purchase of Shore Road Allowance, 132 A Golfers Lane, Part Lot 23, Concession 12, in the Geographic Township of Bangor
Hagar (423-2020) THAT Council accepts this report "Lyons potential purchase of Shore Road Allowance, 132 A Golfers Lane, Part Lot 23, Concession 12, in the Geographic Township of Bangor" as submitted by the Building/Planning Clerk; and
THAT Council gives tentative approval to the proposed closure and sale of part of the Shore Road Allowance in front of Part of Lot 23, Concession 12, in the Geographic Township of Bangor, 132 A Golfers Lane.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Olbrycht potential purchase of Shore Road Allowance, 1370 B River Road, Lot 11, Plan M-8, in the Geographic Township of Bangor
Hagar (424-2020) THAT Council accepts this Report "Olbrycht potential purchase of Shore Road Allowance, 1370 B River Road, Lot 11, Plan M-8, in the Geographic Township of Bangor" as submitted by the Building/Planning Clerk; and THAT Council gives tentative approval to the proposed closure and sale of part of the Shore Road Allowance in front of Lot 11, Plan M-8, in the Geographic Township of Bangor, 1370 B River Road, Kamaniskeg Lake.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Page 18 of 291 Draft Minutes of the Regular Meeting of Council AGENDA PageITEM 8 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Clerks Department:
Amendments to Procedure Bylaw - Electronic Participation in Municipal Meetings
Hagar (425-2020) THAT Council accepts this report "Amendments to Procedure Bylaw - Electronic Participation in Municipal Meetings" as submitted by the Municipal Clerk; and
THAT Council permits Electronic participation in Municipal Meetings only for medical reasons, illness, caregiver challenges, conflicting meetings, vehicle failure, inclement weather making travel unsafe, natural disasters or in the event of a situation or pandemic where physical distancing, limited gatherings or quarantine measures are required by local, provincial or federal public health agencies and instructs staff to make amendments to the Procedure Bylaw and bring to an upcoming council meeting for review.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried as amended to add caregiver challenges, conflicting meetings, vehicle failure, inclement weather making travel unsafe and natural disasters.
Amendments to Procedure Bylaw - Proxy Voting in Municipal Meetings
Hagar (426-2020) THAT Council accepts this report "Amendments to Procedure Bylaw - Proxy Voting in Municipal Meetings" as submitted by the Municipal Clerk; and
THAT Council does not permit proxy voting and instructs staff to note this in the Procedure Bylaw and bring to a future council meeting for review.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR
Page 19 of 291 Draft Minutes of the Regular Meeting of Council AGENDA PageITEM 9 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Councillor Walder: FOR Mayor Bodnar: FOR Carried
Amendments to Procedure Bylaw - Recorded Votes in Municipal Meetings
Gerrow (427-2020) THAT Council accepts this report "Amendments to Procedure Bylaw - Recorded Votes in Municipal Meetings" as submitted by the Municipal Clerk; and
THAT Council permits all votes to be recorded and instructs staff to make amendments to the Procedure Bylaw and bring to a future council meeting for review.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Amendments to Procedure Bylaw - Live Audio Streaming/Recording of Municipal Meetings
Matheson (428-2020) THAT Council accepts this report "Amendments to Procedure Bylaw - Live Audio Streaming/Recording of Municipal Meetings" as submitted by the Municipal Clerk; and
THAT Council permits the livestreaming, recording and archiving of Municipal Meetings via the Municipality's YouTube Channel and instructs staff to make amendments to the Procedure Bylaw and bring to an upcoming council meeting for review.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR
Page 20 of 291 Draft Minutes of the Regular Meeting of Council AGENDAPage ITEM 10 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Carried
Mayor called for a recess at 10:05 a.m. and reconvened at 10:23 a.m.
Amendments to Procedure Bylaw - Council Meeting Reports
During a proposed amendment, Councillor Walder raised a point of order that we need a seconder to go into discussion. The Mayor ruled he was correct and a seconder was introduced.
Walder (429-2020) THAT Council accepts this report "Amendments to Procedure Bylaw - Council Meeting Reports" as submitted by the CAO/Treasurer; and
THAT Council permits Quarterly Council Meeting reports from the Mayor, Customer Service Requests and Complaints, Fire, Community Services, Library/Cultural, Finance and make amendments to the Procedure Bylaw and bring to an upcoming Council meeting for review.
Note:
- This rescinds Council resolution 772-2019 being a resolution to request monthly reports of facility usage (as this would now become a quarterly report under Community Services); - This aligns with Council bylaw 2018-054 being a bylaw to formally adopt a financial reporting procedure on a quarterly basis; and - This aligns with Council resolution 602-2019 being a resolution to provide a request for service and complaints report on a quarterly basis.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried as amended to strike out the words Building and Operations; which will remain as monthly reports. Bylaw Enforcement will also remain as a monthly report.
The Mayor requested to read a letter from The Rally of the Tall Pines he received today as it relates to the next item on the agenda.
Motions (for Which Notice Has Been Given):
Page 21 of 291 Draft Minutes of the Regular Meeting of Council AGENDAPage ITEM 11 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Member may read their own motion
Councillor Gerrow - Agreement with Maple Leaf Rally Club
Gerrow (430-2020) THAT Council directs staff to advise Maple Leaf Rally Club of our requirements for an Agreement between the Maple Leaf Rally Club and the Municipality of Hastings Highlands, incorporating the information contained within the email from McDougall Insurance Brokers Limited, relaying the information from Frank Cowan Co. (FCC) dated September 18 2020, including the requirement for minimum, per incident, 10 million dollars in liability coverage, for future events, once restrictions under the Covid 19 Pandemic have ended, to enable Maple Leaf Rally Club to have a new Agreement prepared.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried as amended to add the phrase 'minimum, per incident,' after the phrase 'requirement for'.
Councillor Gerrow - Hasting Highlands Trail and Public Space Status
Gerrow (431-2020) THAT Council directs staff to provide a report on the inventory of Municipally owned Recreational Trails and Public Spaces (parks, lookouts, boat launches and beaches), detailing locations in the Municipality, information regarding installed signage and any records of inspection previously performed, for insurance liability mitigation; and FURTHERMORE THAT Council directs staff to contact our Municipal Insurer, to perform a risk management assessment, with recommendations, to mitigate risk.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR
Page 22 of 291 Draft Minutes of the Regular Meeting of Council AGENDAPage ITEM 12 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Mayor Bodnar: FOR Carried
Correspondence:
Hastings County Council Report - September 20, 2020
School Bus Stop Arm Cameras
Fitzgerald (432-2020) THAT Council accepts the Correspondence Items as information only, as submitted.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Pending Municipal Items:
Pending Items Review
Gerrow (433-2020) THAT Council accepts the Pending Items for information purposes, as submitted.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Motion to Rescind Resolution 188-2020
Page 23 of 291 Draft Minutes of the Regular Meeting of Council AGENDAPage ITEM 13 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Hagar (434-2020) THAT Council rescinds Council Resolution188-2020, from the Regular Meeting of Council, Operations held on April 15, 2020:
'THAT Council accepts this report "2020 Miscellaneous Grant Program Application Requests", as prepared by the Financial Analyst - Payables, and submitted by the Deputy Treasurer; and THAT Council uses the information contained within the 2020 Miscellaneous Grant Program Application Requests to generate a discussion and proceeds with cancelling the grant application program until such time that the facilities are permitted to reopen, and people are permitted to once again meet in groups. At this time, Council would hold a special meeting to determine the parameters of the program.'
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Future Municipal Events for Members of Council:
Future Municipal Events Review
Davis (435-2020) THAT Council accepts the Future Municipal Events for information purposes as submitted.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Remarks For the Good of the Order:
Public Input-by electronic means:
Page 24 of 291 Draft Minutes of the Regular Meeting of Council AGENDAPage ITEM 14 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
None.
Notice of Motions:
None.
Mayor called for a recess at 11:37 a.m. and reconvened at 11:46 a.m. A roll call was completed and there was a quorum of Council in attendance.
Closed Session:
Closed Session - Council Rises to go into Closed Session
Fitzgerald (436-2020) THAT Council rises from the open session to go into Closed Session as permitted by the Municipal Act for the purpose of:
Section 239 (2)(c) a proposed or pending acquisition or disposition of land by the municipality or local board; -potential sale of surplus land
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Closed Session - Council Rises and Reports from Closed Session
Fitzgerald (437-2020) THAT Council rises from the closed session and directs staff and officials to carry out all actions as approved in the October 7th, 2020 Closed Session of Council and report.
-Mayor Bodnar reported that staff has been directed to carry out the decisions of Council regarding the sale of property.
Recorded Vote:
Page 25 of 291 Draft Minutes of the Regular Meeting of Council AGENDAPage ITEM 15 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Confirmatory Bylaw:
Bylaw 2020-087 being a bylaw to confirm the proceedings of Council
Davis (438-2020) THAT Bylaw 2020-087, being a bylaw to confirm the proceedings of Council be enacted and passed in Council this 7th day of October, 2020.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR Mayor Bodnar: FOR Carried
Adjournment:
Adjournment of Meeting at 12:13 p.m.
Fitzgerald (439-2020) THAT Council adjourns to meet again on October 21, 2020 at 9:00 am for the Regular Meeting of Council, Operations or at the call of the Mayor.
Recorded Vote:
Councillor Davis: FOR Councillor Fitzgerald: FOR Councillor Gerrow: FOR Deputy Mayor Hagar: FOR Councillor Matheson: FOR Councillor Walder: FOR
Page 26 of 291 Draft Minutes of the Regular Meeting of Council AGENDAPage ITEM 16 of #a 16 Regular Meeting of Council, Planning Minutes Wednesday, October 07, 2020
Mayor Bodnar: FOR Carried
Vic A. Bodnar, Mayor Suzanne Huschilt, Municipal Clerk
Page 27 of 291 Draft Minutes of the Regular Meeting of Council AGENDA ITEM #a
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Adrian Tomasini, Operations Manager Department: Operations Subject: Request for Proposal HH-2020-08 One (1) Only Gas 150/1500 Series (1/2 tonne) Truck OR Gas 250/2500 Series (3/4 tonne) Truck
RECOMMENDATION: THAT Council accepts this report "Request for Proposal HH-2020-08 One (1) Only Gas 150/1500 Series (1/2 tonne) Truck OR Gas 250/2500 Series (3/4 tonne) Truck" and;
THAT Council approves the proposal summitted by Boyer GM Bancroft for an all inclusive price of $51,156.17 for a 2020 GMC Sierra 2500 (3/4 tonne) 4x4 HD Reg Cab ready for immediate delivery.
ORIGIN: (398-2020) September 23, 2020 Regular Meeting of Council, Operations THAT Council accepts this report "Operations - Fleet Management" as submitted by the CAO/Treasurer; and THAT Council approves option 2, purchase a new vehicle in 2020 to Replace Truck #101 following the tendering process outlined in the municipality's procurement policy and transfer up to $70,000 from the reserve for equipment replacement to fund this unbudgeted capital purchase.
BACKGROUND INFORMATION: On September 25, 2020 RFP HH-2020-08 was released for public bidding. A closing date was set by Tuesday, October 6, 2020 at 2:00 pm.
Three proposals were received by the set closing date and time;
Boyer GM Bancroft - October 6, 2020 @ 9:45 am Price Ford Sales Inc. - October 6, 2020 @ 12:04 pm Vance Motors Ltd. - October 6, 2020 @12:15 pm
The scoring parameters set out in the RFP had three criteria, Lowest Price 33 points, Truck specifications 33 points, Delivery Date 33.
Boyer GM Bancroft - scored 88/99 points Prices Ford Sales Inc. - scored 66/99 points Vance Motors Ltd. - scored 55/99 points Page 28 of 291 Request for Proposal HH-2020-08 One (1) Only Gas 150/1500 Series (1/2 to... AGENDA ITEM #a
Boyer GM Bancroft submitted the lowest all inclusive price of $51,156.17 for a 2020 GMC Sierra 2500 (3/4 tonne) 4x4 HD Reg Cab ready for immediate delivery.
Price Ford Sales Inc. submitted an all inclusive price of $51,415.00 for a 2020 F-150 (1/2 tonne) XLT 4x4 Reg Cab ready for immediate delivery.
Vance Motors Ltd. submitted an all inclusive price of $54,997.10 for a 2020 Ram 2500 (3/4 tonne) Tradesman, delivery couldn't be guaranteed after October 9, 2020.
FINANCIAL IMPACT: Boyer GM Bancroft submitted the lowest all inclusive price of $51,156.17 for a 2020 GMC Sierra 2500 (3/4 tonne) 4x4 HD Reg Cab.
Breakdown:
$45,170.95 + $100 (air conditioning tax) + $5,885.22 (HST@13%) = $51,156.17
Total expense borne by the Municipality, including HST Rebate: $46,067.72
The municipality's purchase price of $46,067.72 (inclusive of any HST rebates) to be funded by the Reserve for Equipment Replacement.
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #2 - Be Stewards of Municipal Assets
REFERENCES: N/A
Prepared By:
Adrian Tomasini, Operations Manager
Reviewed By: Municipal Clerk October 21, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 29 of 291 Request for Proposal HH-2020-08 One (1) Only Gas 150/1500 Series (1/2 to... AGENDA ITEM #i)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Martin Cox, Chief Building Official Department: Building Subject: Monthly Building Report
RECOMMENDATION: THAT Council accepts the Monthly Building Report as information only, as submitted by the Chief Building Official.
ORIGIN: Keystone generated report
BACKGROUND INFORMATION: The report from January 1 to September 30, 2020 indicates two hundred and eight permits were issued with a total estimated construction value of $12,720,410.00 and $154,867.27 in associated building permit fees. The Building Department carried out 504 inspections in the first nine months of 2020.
Attached is Hastings County’s Housing Homeless 2019 Annual Report and the report records that within the county only the City of Belleville and the City of Quinte West issued more single family dwelling permits than Hastings Highlands in the year 2019. The full report is attached and an excerpt from page 7 of the report is below:
“Additional housing starts across Hastings County include:
• Bancroft: 9 single family dwellings, 40 apartment dwelling units • Carlow Mayo: 3 single family dwellings • Centre Hastings: 19 single family dwellings, 1 semi-detached; • Deseronto: 5 single family dwellings (includes 1 rebuild due to fire, 1 duplex and 1 – 10 plex • Faraday: 11 single family dwellings (7 permanent and 4 seasonal); • Hastings Highlands: 31 single family dwellings, 2 semi detached; • Madoc Township: 8 single family dwellings; • Marmora and Lake: 15 single family dwellings (2 as a second dwelling detached, 3 as replacements, 10 as new build); • Tudor and Cashel: 3 single family dwellings • Tweed: 18 single family dwellings; • Wollaston: 6 single family dwellings (5 permanent and 1 seasonal).” Page 30 of 291 Monthly Building Report AGENDA ITEM #i)
The Keystone Complete Building Package tracks all the above figures and occurrences, and stores them indefinitely.
KEYSTONE BUILDING PERMIT ABBREVIATIONS LEGEND:
ACC Accessory Building (shed) ADD** * Addition to the type ***, rather than a new build AGR Agricultural (barn) BOAT HOUSE Building for storing boats and related equipment COMM Commercial Building (Building to house commodities or services for sale) DECK A horizontal structure, 2 feet or more off the ground.(Not a patio) DEMOLITION Permit to remove a structure and initiate the process to remove assessment DESIGNATED ST Items designated by the Building Code e.g. solar, antennas >5m2, turbines GARAGE Building for parking or storing motor vehicles HUNT CAMP A building for recreational activities, on Marginal Ag land >10acres, no services IND An industrial building for manufacturing or repair PLUMBING Piping, fittings and fixtures to attach to the water and sewer system SEPTIC A septic system to handle sanitary from the plumbing system SFD A single family dwelling, service with electricity, private water and sewer SFD TINY A single family dwelling 384 sq.ft – 800 sq.ft, WOOD An interior wood stove or fireplace
FINANCIAL IMPACT: The Building Department is mainly sustained by building permit fees, which can only be used to fund Building Department activities. Additional roles such as management of the Bylaw and Planning Departments, Municipal Emergency Control Group/Covid-19 work and septic maintenance inspection programs, including research and development, requires funding from other sources.Year-end surpluses should be allocated to a Building Department reserve in accordance with standard Municipal Procedures and the Building Code Act S.7(4) to cover slow years or legal expenditures.
The provisionally legislated annual report on building permit fees is available on the Municipal website.
LINK TO STRATEGIC PLAN: The management of the Building Department conforms to the overall goals of the Municipality of Hastings Highlands’ Strategic Plan through open communication and promoting and managing economic development, safe and healthy buildings, all while protecting the natural heritage of our area.
REFERENCES: Keystone generated reports and Municipality of Hastings Highlands’ Corporate Strategic Plan 2019- 2023
ATTACHMENTS: 2019.2020 Housing.Homelessness Plan - Annual Report - FINAL (002) Permit Comparison to Sept 30
Page 31 of 291 Monthly Building Report AGENDA ITEM #i) Prepared By:
Martin Cox, Chief Building Official
Reviewed By: Municipal Clerk October 7, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 32 of 291 Monthly Building Report AGENDA ITEM #i)
www.hastingscounty.com
Page 33 of 291 Monthly Building Report AGENDA ITEM #i)
Table of Contents
Message from the Warden of Hastings County 3
Message from the Director of Community and Human Services 4
Population in Hastings County 5
Housing Profile in Hastings County 6
Housing Highlights: Housing Starts 7
Average Housing Prices in Hastings County 8
Hastings County Community Housing Registry 9
Special Priority: Victims of Domestic Violence/or Human 9 Trafficking Social Housing Placements 10
Ongoing Subsidy Programs in Hastings County 12
Investment in Affordable Housing for Ontario Program 12 Extension (IAH-E): Year 6 Home Ownership Down Payment Assistance Program (HOAP) 13 and Ontario Renovates Community Housing Renewal Strategy 13
Canada-Ontario Community Housing Initiative (COCHI) and the 14 Ontario Priorities Housing Initiative (OPHI) Opening the Right Door and Expiring Operating Agreements 15
Home for Good 16
Home Share, New Horizons for Seniors 18
Community Homelessness Prevention Initiative (CHPI) 19
Reaching Home and Community Capacity Innovation Funding 21
Hastings County Home Visitor Program 24
Moving Forward 25
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Greetings from Warden, Rick Phillips
The County’s 10-year Housing and Homelessness Plan annual review continues to be the catalyst and framework required for the continued expansion of housing priorities and opportunities within Hastings County. The plan identifies the partnerships that continue to flourish with our community partners while considering the most appropriate support for individuals. Through extensive consultations and identified recommendations within the 5 year update, the County remains focused on the housing needs and services that people need most. The 2019 annual report testifies to the continued efforts being made to meet the unique needs of low to moderate income residents of Hastings County from homelessness to housing, including affordable home ownership and continued partnerships.
Rick Phillips
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Message from Erin Rivers, Director, Community and Human Services
I am pleased to introduce Hastings County’s 5th annual Housing and Homelessness report. We are proud that Hastings County is a destination of choice for so many individuals and families seeking a supportive and diverse range of rural and urban community living experiences.
We are equally proud of the commitment and dedication demonstrated by our staff who continually strive to uphold the guiding principles of our housing and homelessness recommendations and initiatives. This report will summarize our accomplishments as we continue to gain progress towards the goals set in 2014.
In 2019, staff completed a five-year update of the 10-Year Housing and Homelessness Plan - Opening the Right Door. This exercise afforded us the opportunity to re-engage our 14 member municipalities and the Cities of Belleville and Quinte West and refresh the understanding of their unique housing needs. The results of this exercise and the recommendations presented in the review helped to re-affirm previous goals while serving to coordinate new action and future planning items.
Through ongoing efforts in strengthening and developing partnerships, Hastings remains at the forefront of co-designed local programs and projects with our partners that offer responsive interventions and preventative strategies to mitigate the challenges individuals face in homelessness and housing instability.
With the opening of Grace Inn shelter, the community’s most vulnerable people are now afforded a dependable structured support that will allow them to regroup and be supported while placing their efforts in attaining long-term permanent housing. The number of individuals accessing temporary accommodations is a stark reminder to us all that we must remain steadfast in our community commitment in making homelessness a problem of the past and ensuring that everyone has a safe and affordable place to call home.
Together, we can continue to make a difference. Thank you, Erin Rivers
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Population in Hastings County
Hastings County is defined by Statistics Canada as a census division that consists of 17 census subdivisions as noted on the map to the left. Hastings County is the second largest County in Ontario with a total population of 136,445 (an increase of 1.1% from 134,934 in 2011). The distance from Belleville in the south to the North is about 160 kilometres. The population has grown from 130,474 in 2006, a 4.6% increase over the ten year span. Within Hastings County, the majority (69.1%) of residents live within the urban centers of Belleville (50,716) and Quinte West (43,577). 1 The projected population increase from 2016 to 2021 is estimated at 5.16%. 2
1 Census, 2016 2 Ministry of Finance
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Housing Highlights: Housing Starts in Hastings County Type Single Semi-Detached Row Apartment Total Stirling- 17 0 0 0 17 Rawdon* Tyendinaga 19 0 0 0 19 Belleville 460 34 89 8 591 Quinte West 290 14 20 8 332
Total 786 48 109 16 959
Canada Mortgage and Housing Corporation (CMHC) collects housing starts data for the above- noted municipalities only. *Stirling Rawdon reports 17 single family dwellings which includes 2 -4plex townhouses.
Additional housing starts across Hastings County include: Bancroft: 9 single family dwellings, 40 apartment dwelling units Carlow Mayo: 3 single family dwellings Centre Hastings: 19 single family dwellings, 1 semi-detached; Deseronto: 5 single family dwellings (includes 1 rebuild due to fire, 1 duplex and 1 – 10 plex Faraday: 11 single family dwellings (7 permanent and 4 seasonal); Hastings Highlands: 31 single family dwellings, 2 semi detached; Madoc Township: 8 single family dwellings; Marmora and Lake: 15 single family dwellings (2 as a second dwelling detached, 3 as replacements, 10 as new build); Tudor and Cashel: 3 single family dwellings Tweed: 18 single family dwellings; Wollaston: 6 single family dwellings (5 permanent and 1 seasonal). Note: At the time of this report information from Limerick Township was not available.
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In 2019, there were over 1450 households on the Centralized Waitlist requiring one bedroom units. The need for higher density properties across Hastings County continues to be significant. Average House Prices in Hastings County, 2019 High home buying costs continue to make affordable home ownership difficult to achieve if not impossible for Hastings County’s low income population. Below is a detailed listing of the average house price in Hastings County:
Location Average House Price, 20193 Bancroft $262,905 Belleville $349,165 Carlow/Mayo $261,563 Centre Hastings $245,467 Deseronto $216,500 Faraday $331,671 Hastings Highlands $326,000 Limerick $306,750 Madoc $214,950 Marmora and Lake $307,000 Quinte West $329,550 Stirling-Rawdon $307,583 Tudor and Cashel $276,707 Tweed $320,600 Tyendinaga Twp. $339,900 Wollaston $334,048
In Hastings County, the average cost to buy a house dropped slightly from 2018 to 2019 overall, however the majority of municipalities saw an increase to the average cost for purchasing a home in 2019.
3 Quinte MLS and Quine and District Association of Realtors
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Hastings County Community Housing Registry, December 31, 2019
Access to rent-geared-to income (RGI) housing and housing subsidy programs in Hastings County is managed by the Social Housing Registry. Depending on their circumstance, people applying for RGI/subsidy programs are placed on the Centralized Waitlist (Registry). In 2019, staff processed 1,218 applications for housing and housing subsidy programs. Within the registry is a Provincially-mandated Special Priority (SPP) waitlist. This waitlist prioritizes all households that have been victims of domestic violence or human trafficking. These households are housed ahead of applicants on the chronological list. In addition, Hastings County manages an Urgent Housing waitlist which is for applicants who have medical needs requiring them to move, or they are homeless. Households on this waitlist are housed ahead of the chronological list but behind the SPP list. One in five households are housed from the chronological list when there are no SPP households requiring housing. Service Managers may establish additional local priority rules. The centralized wait list increased by 23% from 2018 to 2019. This is a significant rise from the 8.1% increase reported between 2017 and 2018. The table below reports the waitlist for housing programs as of December 31, 2019.
Centralized Waitlist Waitlist by Location* Household Category Count Location Count Families 623 Bancroft 306 Seniors aged 65+ 452 Belleville 1558 Seniors aged 50 to 64 572 Coe Hill 14 Single, Non-Senior 426 Deseronto 325 Total 2073 Frankford 132 Madoc 100 Marmora 102 Stirling 102 * Households can be on multiple waitlists by location. Trenton 877 Tweed 94
Special Priority: Victims of Domestic Violence and/or Human Trafficking
Special Priority Families 23 Seniors aged 65+ 4 Seniors aged 50 to 64 13 Single, Non-Senior 24 Total 64
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As noted, households can be placed on multiple waitlists by location. Approximately 75% of the households on the Centralized Waitlist have indicated the City of Belleville as one of their preferences. The City of Belleville is the largest urban center within Hastings County. The City of Belleville continues to have a low vacancy rate of 3.3% while experiencing a higher than average increase in rent (5.4%). In 2018, the vacancy rate was reported as 2.4%. Although the rate has improved slightly compared to 2018, the level continues to be below the ‘healthy’ rate of 4.3 to 4.5%.4
Social Housing Placements, 2019 In the 2019 calendar year, 153 households were housed from the Hastings County Social Housing Registry in Hastings County owned and operated properties. These include the following locations:
Location and Households Housed Bancroft 11 Belleville 105 Coe Hill 0 Deseronto 8 Frankford 5 Madoc 2 Marmora 1 Stirling 3 Trenton 17 Tweed 1
In addition to households being housed in Hastings County owned and operated properties, 68 households were housed in private Non-Profit Housing and Cooperative locations. These include:
4 CMHC Market Research, 2019
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Location and Households Housed Bancroft 25 Belleville 18 Coe Hill 0 Deseronto 0 Frankford 1 Madoc 0 Marmora 2 Stirling 0 Trenton 22 Tweed 0
Of the total of 221 households housed in 2019, 87 were housed as Special Priority applicants (SPP). SPP status may be assigned to a household where a member of the household is experiencing or has experienced abuse by a person with whom they live / have lived, or whom is sponsoring them under an Immigration sponsorship or whom is a victim of human trafficking. As mandated by the Province under the Housing Services Act, 2011, SPP applicants are housed ahead of applicants on the Centralized Waitlist and the Urgent Waitlist.
In 2019, 98 households were housed from the Urgent Waitlist. This is comparable to 2018 where it was identified that 100 households were housed from the urgent waitlist. The Urgent Waitlist is a local priority list mandated by County Council. Of the 98 households, 49 were housed due to a medical issue, 43 were homeless and 6 households were considered “other”. Applicants from the Urgent Waitlist are housed ahead of chronological applicants but behind SPP. In addition, 25 households were housed that were chronological from our wait list (one in five on the waitlist).
In addition to rent-geared-to-income (RGI) social housing properties, households are also placed in RGI rent supplement units in the private sector. In 2019, 9 households were housed in rent supplement units: 8 in the City of Belleville and 1 in Trenton.
Although turnover continues to be quite low, the total number of households housed in 2019 is up from 156 in 2018 to 221 in 2019. This increase could be due to factors such as aging population, and increased number of units ready for move-in.
In most cases lower turnover can be attributed to several factors (that are not limited to the following):
Households continue to require subsidized housing and cannot afford to move. Units are well-maintained, and comparable housing is not available that is affordable.
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There is a lack of affordable housing options in the area in general for rental and home ownership. In the City of Belleville, where demand for housing is the highest, CMHC reports a vacancy rate of only 3.3%. Landlords are opting out of participating in the rent supplement programs for various reasons, limiting the opportunity for turnover.
Ongoing Subsidy Programs in Hastings County Housing Services continues to operate several rent supplement and housing allowance programs in Hastings County. In 2019 this included:
Regular Rent Supplement Program (rent geared to income): $210 rent supplement paid directly to landlords to assist with tenants rent. There are 120 supplements in pay. Investment in Affordable Housing Program ($210/month): There are 119 supplements in pay. Strong Communities (rent geared to income): There are 38 units in pay. Hastings County Direct Delivery Housing Allowance ($354/month): There are 58 units in pay. Hastings County Shared Delivery Housing Allowance: $354.00 towards private market rent unit. Allowance encompasses all of Hastings County and is provided directly to the tenant from the Ministry of Finance towards the rental unit of their choice. There are 41 allowances in pay. Northern Direct Delivery Housing Allowance: direct delivery program paid to tenants monthly to assist with housing costs ($354/month). There are 14 allowances in pay.
This is a total of 390 housing subsidies that directly supports people in Hastings County.
Investment in Affordable Housing for Ontario Program Extension (IAH-E): Year 6
Hastings County was allocated $774,500 in year 6 of the Investment in Affordable Housing Program (IAH-E). With this funding planned commitments included supporting Hastings County Home Ownership Assistance Program and Ontario Renovates.
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Home Ownership Down-Payment Assistance Program (HOAP)
The HOAP program was created in an effort to encourage affordable home ownership across Hastings County. Eligible applicants received up to 10% down-payment assistance towards the purchase of their home. Approved applicants are required to be renting in Hastings County, have an annual household income below $77,400 and would have purchased a home in Hastings County valued at or below $287,743. The program was fully utilized in 2019.
In 2019, 14 home buyers were assisted in purchasing homes throughout Hastings County. In addition, 4 households were supported through HOAP in partnership with Habitat for Humanity.
Below is a breakdown of assistance provided for home ownership in Hastings County: Belleville 3 Quinte West 6 Shannonville 1 Deseronto 1 Tweed 1 Plainfield 1 Stirling 1
Ontario Renovates In 2019, $33,608 in assistance was provided for 8 households to make accessibility enhancements to their homes through Ontario Renovates. Homes receiving enhancements included areas of Bancroft, Coe Hill, Belleville, Stirling, Maple Leaf and Maynooth. Examples of repairs included stair lifts, ramps and bathroom modifications.
Community Housing Renewal Strategy In April 2019, the provincial government released the Community Housing Renewal Strategy, which outlined the government’s commitment to streamline and build sustainability within Ontario’s community housing system. The strategy is a multi-year plan with the aim of achieving the following outcomes and measures of success:
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Increased supply and appropriate mix of affordable and adequate housing; People have improved access to affordable housing and supports that meet their needs to achieve housing stability; and Improved efficiency of the community housing system to ensure value for money and long-term sustainability.
Canada-Ontario Community Housing Initiative (COCHI) and the Ontario Priorities Housing Initiative (OPHI) In May 2019, the Ministry of Municipal Affairs and Housing (MMAH) released program guidelines for two new housing program initiatives (COCHI and OPHI) and provided notice of funding allocations to Hastings County over a three-year period from 2019-2020 through to 2021-22. This program has three phases: Phase 1: 2019-2020 through to 2021-2022 Phase 2: 2022-2023 through to 2024-2025 Phase 3: 2020-2026 through to 2027-2028 COCHI funding provides an opportunity for Hastings County and housing providers to address the challenges associated with projects reaching the end of their operating agreements and/or mortgage maturity. OPHI funding is modelled after similar, previous affordable housing programs, with the most recent being the Investment in Affordable Housing Program Extension (IAH-E). There are a number of additional features in this program, including the addition of a support services component and the eligibility of social housing under Ontario Renovates. New Builds -Centre Hastings A joint venture between Springale Development Inc. and All- Together Affordable Housing Corporation was selected as one of the successful proponents through a Request for Proposal process under OPHI funding to build a 15-unit, community housing project in the Municipality of Marmora and Lake for 2019-2020. The project will be located in Deloro, and was approved by Committee and Council in 2019. Springale Development Inc. built a successful 18 unit affordable housing building on Starling Street in Belleville in 2009 and the owner is also President of MAPS Development Corporation responsible for developing two buildings on Sidney Street in Belleville containing a mix of 35 affordable and 17 market rent units in 2018/2019.
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All-Together Affordable Housing Corporation is a not-for-profit housing corporation and registered charity founded in 2007 and their mandate is to provide housing for low and modest income individuals including seniors and persons with disabilities. They currently own and operate two housing projects in Belleville: a transitional supportive housing project for senior men and a five unit supportive housing project that offers permanent and transitional housing options for low income individuals living with disabilities.
Opening the Right Door: 5 Year Review A five-year review of the ten-year housing and homelessness plan was completed in 2019. This review provided Hastings County the opportunity to acknowledge the dramatic changes in the housing market since 2014. The review examined the significant impact that internal and external influences have played in these changes and the current realities that shape the local housing sector in Hastings County, including the Cities of Belleville and Quinte West. In addition to consulting with all 14 member municipalities, the City of Quinte West and participating in the City of Belleville’s Housing summit, staff conducted community consultations with a variety of stakeholders using several venues and methods to ensure widespread engagement and participation. Surveys were distributed widely and a needs assessment was completed. The needs assessment included data analysis using a variety of sources, including but not limited to census statistics, housing market information, social housing waitlists and the Provincial Common Local Indicators.
Expiring Operating Agreements (EOA) The five-year review of the ten-year housing and homelessness plan provided details regarding the Expiration of Operating Agreements (EOA). Many housing providers in Hastings County are reaching the end of their operating agreement which generally coincides with the end of their mortgage. Operating agreements with local Non-Profit and Cooperative Housing Providers continue to expire during the second half of the 10-year Housing and Homelessness Plan. Four providers’ agreements expired between October 2017 and November 2019. An additional five providers will see their operating agreements expire between 2021 and December of 2024. Fortunately, Hastings County has been able to secure rent supplement
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agreements with three of the four providers whose agreements have already expired. The providers whose agreements expire between 2021 and 2024 have a total of 149 RGI and market units designated for seniors aged 65 years and older.5
Home for Good Home for Good (HFG) provides individualized supports to households experiencing chronic homelessness in Hastings County. Home for Good was implemented in 2017 and since then, eligible households have received assistance from the following partner agencies:
Addictions and Mental Health Services Hastings-Prince Edward Belleville and Quinte West Community Health Centre Canadian Mental Health Association Hastings-Prince Edward John Howard Society Belleville Pathways to Independence Peer Support South East Ontario Youthabilitation Quinte These partner agencies provide a wide range of supports including, but not limited to: counselling, crisis prevention, harm reduction, assistance with substance use issues, support with mental health and mental illness, support with physical and cognitive disabilities, pre- discharge and discharge planning from provincial institutions, household assistance, development of support plans, assistance with maintaining rental tenancy, assistance with basic needs such as personal care, shopping, purchasing food and meal preparation, assistance with transitioning to other forms of housing that better meet the individuals’ needs, assistance with referrals to other services.
5 Opening the Right Door: 5 Year Review, Hastings County
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With the support of the Province of Ontario, Hastings County’s first purpose-built supportive housing building was created. This 40 unit building will enable partner agencies to house their most vulnerable, chronically homeless clients, ensuring that they have access to the support required to maintain their tenancy on a long term basis. Support is available to households experiencing chronic homelessness (have been homeless for six months or more in the year prior to accessing HFG supports), and fall within one or more of the following Provincial Priority Areas:
Chronic Homelessness; Youth Homelessness; Indigenous Homelessness; and Homelessness following transition from provincially-funded institutions and service systems (hospital, correction facility, etc.).
As of move in, the following indicators have being tracked:
18-25 yrs. of age 21% 26-34 yrs. of age 13% 35-49 yrs. of age 37% 50-64 yrs. of age 26% 65+ yrs. of age 3%
76% male, 20% female
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Tenants who have moved in to the HFG building have originated from various municipalities in Hastings County including: Belleville, 29 (76%); Quinte West, 6 (16%); Tweed, 2 (5%); and Bancroft, 1 (3%).
The HFG building is three stories with Hastings Prince Edward Addictions and Mental Health Services (AMHS-HPE) office staff and 14 high-risk clients occupying the 3rd floor. AMHS-HPE will provide 24/7 support to their high-risk clients and will also have six rent supplement units in the building funded by the South East Local Integration Network. The partner agencies will house their respective clients in the remaining 20 units. The building is a combination of 1-bedroom, bachelor and crisis bed units as well as offices, common rooms with adjacent washrooms, laundry facilities, bicycle/scooter storage as well as an outdoor patio area. The building exceeds accessibility requirements with nine units being accessible (three will be fully accessible with height-adjustable cupboards and six meeting modified unit requirements with such features as lower countertops, roll-in showers and the like). Hastings County’s Local Housing Corporation (LHC) owns and operates the building as part of the overall Social Housing portfolio. A staff person has been hired to work in the building to coordinate the relationship between the LHC as the landlord and tenants and the partner agency responsible for the provision of support services in the building. The project will help to address the homelessness issue in Hastings County and in particular, the City of Belleville. Home for Good officially opened in April, 2020 and is almost at full occupancy at the time of writing this report.
Home Share, New Horizons for Seniors In 2019, staff within Housing Services submitted an application to New Horizons for Seniors through Employment and Social Development Canada for a Home Share program. If successful, the funding would allow Hastings County to develop and implement a pilot program designed for seniors to remain in their owned home and share accommodations with another senior who not only needs appropriate affordable housing but the comfort of companionship and social interaction. Both parties would benefit by offsetting living costs and shared household responsibilities. Since the time of writing this report, Hastings County has learned that it was not successful in receiving the funding to support seniors.
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A Home Share program was implemented in North Hastings in late 2019. This program was partially funded through the CHPI funding. This is the first area to implement the Home Share program through North Hastings Community Trust and is flexible and based on the needs and resources in the community.
Community Homelessness Prevention Initiative (CHPI) As part of the Province’s efforts to end homelessness, Ontario launched the Community Homelessness Prevention Initiative (CHPI) on January 1, 2013. The CHPI combined funding from former separate housing and homelessness programs into a single program. Funding is used by Service Managers to address local priorities and better meet the needs of individuals and families who are homeless or at risk of becoming homeless.
Using CHPI funding, Hastings County established the following programs:
The Housing and Homelessness Fund (HHF) for rental and utility arrears; Hastings Energy Assistance Top-up (HEAT) which offers housing allowances to offset the high costs of energy and heat; Emergency Minor Home Repair (EMHR) which assists low-income home owners with up to $5,000 for minor home repairs of an urgent nature; Counselling program for those vicariously housed (CHAMP); Intensive Case Managers and Peer Coaching Coordinators to assist individuals facing homelessness to reconnect with permanent housing resources; Northern Hastings Home Sharing program that connects homeowners in the community with those vicariously housed; Various food security programs; Assistance to help residents who are experiencing hoarding and bug infestation; and Other forms of assistance on a case-by-case basis to prevent homelessness.
In 2018 a new system called ABI (Additional Benefits Information) was implemented in-house to support a streamlined system of data collection of all CHPI programs and funding. The data from 2018 and 2019 will show some fluctuations due to different data elements being captured in different categories. In 2020/2021, the data will show consistency with the new program being in use for over two years.
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Housing Solutions for 2019
123 110 18 Households Households Households moved from moved from moved from Homelessness Emergency Shelter to to Transitional Shelter to Long Transitional Housing Term Housing Housing
292 204 Households Households moved from moved from Homelessness Transitional to to Long Term Long Term Housing Housing
Helping People Stay Housed in 2019 Hastings County Community and Human Services staff work diligently to stabilize households at risk of homelessness through such initiatives as eviction prevention services, the payment of rental and energy arrears and case management. In 2019/2020, 2,653 households were prevented from losing their housing through these services.
24,480 at-risk households received supports and services that contributed to housing loss prevention, retention and re-housing. These include such items as referrals to support agencies or counselling services; 3,207 households were given referrals to a several local agencies for housing support.
Emergency Shelter Use, 2019 (2019 data from Canadian Mental Health Association)
135 households stayed in an emergency shelter in 2019; The average stay was 3.1 nights; 28 households that identified as female were housed; 38 male households that identified as male were housed; There were 69 households with children under the age of 16 years.
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Grace Inn Shelter, Belleville Grace Inn Shelter opened its doors to the community on December 16, 2019. Grace Inn is an emergency 21 bed shelter for adults. There is access to showers, laundry, food, supports and referrals. In the first month of operations (December 2019) Grace Inn assisted on average 8-12 individuals nightly and in the first part of 2020 Grace Inn reports their shelter is at capacity nightly. From January to March, 2020 Grace Inn served 108 households for a total of 1520 bed stays. Hastings County has supported Grace Inn Shelter with CHPI funding through a request for proposal process.
Emergency Minor Home Repair Program
Through CHPI funding, low-income home owners are assisted with up to $5,000 for emergency minor home repairs for such items as roof repairs, furnaces and replacement of oil tanks. In 2019, 26 home owners were assisted under the EMHR program. An additional 6 households were supported for home repairs through Discretionary funding.
Municipality Number of Households Assisted Bancroft 9 Belleville 4 Carlo Mayo 2 Centre Hastings 1 Faraday 1 Hastings Highlands 1 Limerick 1 Marmora and Lake 2 Quinte West 7 Tweed 4 Total 32
Reaching Home (Formerly Homelessness Partnering Strategy)
As part of the National Housing Strategy, the Federal Government announced a total of $2.2 billion to support the most vulnerable Canadians in maintaining safe, stable and affordable housing, and to reduce chronic homelessness nationally by 50% over 10 years. Currently, the Government of Canada provides funding to 67 Designated Communities across Canada under Reaching Home: Canada’s Homelessness Strategy. The City of Belleville has Designated Community status and will receive a total funding allocation of $1,457,003 to support local solutions to address homelessness over the next five years:
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Belleville, Allocations
2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 Total
Reaching Home $206,125 $206,125 $245,951 $245,951 $245,951 $1,150,103
CCI $71,180 $61,180 $61,180 $56,680 $56,680 $306,900
Total $277,305 $267,305 $307,131 $302,631 $302,631 $1,457,003
Hastings County acts as the ‘Entity’ to deliver these funds on behalf of the City of Belleville. A requirement of receiving funding under Reaching Home is for a Community Advisory Board (CAB) to develop a Community Plan that identifies funding priorities within the designated community for the duration of the program. The CAB has updated the Community Plan for the City of Belleville in 2019 through consultations with the community and funded agencies.
The renewed Community Plan includes details of the community-wide consultations that informed the Plan, an investment plan categorized by five activity areas identified by Reaching Home, funding contributions from community partners, a description of the strategy that will be undertaken to implement a coordinated access system, and measures to ensure services and program supports are available to meet the needs of Official Language Minority Communities (OLMCs). A Request for Proposal (RFP) was released by the CAB in early 2020 to award contracts to community agencies that meet the identified Community Plan investment funding priorities.
In 2019, the following programs were awarded funding for April 1, 2019 to March 31, 2020 based on a transition year through Reaching Home: The funding was awarded as follows:
1. The Hastings Housing Resource Centre (HHRC) received $61,800 to fund their Intensive Case Manager (ICM) position. This position assisted 240 hard-to-house individuals, couples and families to find and maintain housing in the City of Belleville.
2. The Belleville Community Trust (BCT) received $60,657 to assist approximately 295 households with expenses like paying utilities and/or rent to avoid eviction and other urgent financial needs.
3. The Canadian Mental Health Association (CMHA-HPE) received $45,408 to hire a Housing Preservation Counsellor to support people living in CMHA’s transitional housing. This position estimated serving 140 clients in their transitional homes with counselling and support services.
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Community Capacity and Innovation (CCI) Funding A requirement of Reaching Home is the introduction of a coordinated access system within each Designated Community by March 31st, 2022. The CCI stream of funding will provide an additional $334,854 in funding over the next five (5) years to support the City of Belleville to set up an integrated coordinated access system, including training and technical assistance as the coordinated access system is developed. A coordinated access system is the process by which individuals and families who are experiencing homelessness or are at-risk of homelessness are directed to community-level access points. At these access points, community agencies will use a common assessment tool to evaluate the individual or family’s depth of need, prioritize them for housing support services, and help them to access housing-focused interventions. A coordinated access system in the City of Belleville will be achieved through implementation of a Homelessness Information Management System (HMIS) to better connect homeless individuals or those at-risk of homelessness to supports in the community. The CCI funding stream will also be used to conduct a Point-in-Time Count (PiT) and Period Prevalence Count (PPC) in the City of Belleville in 2020. A PiT count took place in April 2018 under the previous Homelessness Partnering Strategy (HPS) and has been deemed a requirement under the Reaching Home Strategy.
A PiT count is a method used to measure sheltered and unsheltered homelessness. It aims to provide a ‘snapshot’ of homelessness in a community by enumerating individuals who are, at a given time, staying in shelters or ‘sleeping rough’. The PiT count includes a survey that can provide communities with information on the characteristics of their homeless population. A Period Prevalence Count (PPC) is a count of the number of individuals who are experiencing homelessness in a specific geographic area over a certain period of time. This information can be used by communities to direct resources to areas of greatest need, and connect individuals to targeted supports and services to help them achieve stable housing.
Bridge Street United Church in Belleville was successful in receiving Community Capacity and Innovation funding under Reaching Home through a Request for Proposal process in 2019. The work of Bridge Street United Church will also include PPC and a PiT count to occur in the Spring of 2020.
Helpseeker HelpSeeker is a systems mapping platform that generates real-time insights for better decision- making for funders and policy makers, while connecting vulnerable people to the closest, most relevant services for their needs. The app will connect Hastings County citizens with local resources for mental health, addictions, housing, recreation, early childhood, and more; plus over 100,000 Canada-wide social service resources. The platform helps systems leaders better understand real-time service duplication or gaps, user trends, feedback, demand and sources of
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funding that exist in their community. With these analytics, communities can develop an agile, data-drive approach to integrated systems planning and better coordinate community resources in their region. This process involves key stakeholders working with HelpSeeker staff to develop a solution that meets our community’s unique needs.6
Victorian Order of Nurses, Assisted Living Program In February of 2017, Hastings County’s Housing Services implemented an Assisted Living partnership with the Victorian Order of Nurses Hastings, Prince Edward, Northumberland (VON). Ten units of community housing at 245 and 247 Bridge Street West in Belleville have been dedicated to the program.
The partnership enhances the ability of seniors living in these social housing properties to maintain their independence while remaining in their homes for as long as possible. These services address the needs of individuals who reside at home and require the availability of personal support and homemaking services on a 24-hour basis.
The program has been fully taken up and 10 residents have taken advantage of the program (9 units). There is currently 4 on a short waitlist and 53 on an interested list.
Hastings County Home Visitor Program The Home Visitor Program supports individuals at risk of becoming homeless, provides daily living assistance, provides safety check-ins, and connects people with community supports. In 2019, services were provided to: 21 families including 32 adults 59 years of age or younger, 7 adults who are 60 years of age or older and 27 children under the age of 16 years; An average of 61 adults (single, or couples) 59 years of age or younger monthly; and An average 27 seniors aged 60 years or older monthly.
6 HelpSeeker.org
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Some of the services that may be provided include:
Guidance on how to balance home, job, school, and family; Referral to appropriate services; Safety check- ins; Assistance in setting up transportation; Visits to isolated client; Assistance with skill development (banking, shopping, budgeting, cleaning, parenting, hygiene, problem solving, negotiating); Connecting client to other community resources; Recreation Support.
Regeneration Continues
Using funds from the Canada-Ontario Community Housing Initiative, repairs, replacements and upgrades were approved in 2019 to three community housing properties including. This work will be completed in the spring of 2020.
Work completed will improve and preserve the quality of social housing and ensure its long term physical sustainability by: Responding to the urgent capital repair needs of existing social housing stock; Improving energy efficiency, and; Delivering positive impacts to social housing residents at the earliest possible times.
Projects include: HVAC Repairs and upgrades Flooring replacement and repair
Moving Forward
The 2019 Annual Report of the Housing and Homelessness Plan provides a summary of the work accomplished within the Community and Human Services Department along with the work of our valued community partners. Partnerships continue to be cultivated with focus on all aspects including emergency shelter usage to long term affordable housing. Opportunities to leverage resources and collaborate within the sector continues to be of importance for Hastings County.
The lack of available affordable housing in Hastings County including the Cities of Belleville and Quinte West is at a critical level. People simply cannot find affordable housing. It will take Hastings County, partner municipalities and the community as a whole working together to address the housing needs in our community. Hastings County’s 5 year review of the 10-Year Plan included an extensive review of new programs and where they complement the goals and
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objectives of the existing Plan which resulted in new objectives identified in the review process. Changes and recommendations were made in areas that were needed.
The 10 Year Housing and Homelessness Plan developed in 2014 included a recommendation to support the creation of a shelter that offers a supportive and seamless transition for individuals. With the opening of Grace Inn Shelter in 2019, temporary relief for many without a home is now available. The shelter marks an important milestone, with it being the first of its kind in Hastings County and in the City of Belleville. With the provision of wrap around supports and access to services, individuals are better served in hopes of finding permanent accommodations and supports. Access to after- hours support continues through the Canadian Mental Health Association who provide after- hours support to those who are homeless and/or at risk of being homeless.
On April 17th 2019, the Minister of Municipal Affairs and Housing (Steve Clark) released the Province’s new Community Housing Renewal Strategy. In Addition, he provided details about two new housing programs, The Canada-Ontario Community Housing Initiative (COCHI) and The Ontario Priorities Housing Initiative (OPHI). The funding allocations will support many projects in line with the recommendations of the 10 Year Housing and Homelessness Plan including supporting non -profit housing providers whose end of operating agreements will expire, needed repairs to units and capital projects to support the increase in affordable housing.
Through OPHI funding, Hastings County will implement an Ontario Renovates Multi-Unit Rehabilitation component to assist landlords of eligible multi-residential properties and community housing providers to rehabilitate units that require essential repairs and/or modify units to increase accessibility. This program will launch the Spring of 2020 and it is expected that up to 60 new affordable units will be created.
The Canada Ontario Housing Benefit (COHB) program launched this spring to support low income households with their housing costs. The purpose of the program is to increase the affordability of rental housing by providing an income-tested, portable housing benefit payment directly to eligible households in housing that are on, or eligible to be on, social housing waiting lists. Hastings County will identify households who may be eligible and assist with the application submission including determining household net income. The completed application will be submitted to the Ministry of Finance who will confirm eligibility and issue the payment directly to the household. The program will continue until the end of March 2029.
Similar to the above, Hastings County will bring ‘in-house’ a shared delivery program with the Ministry of Finance and Ministry of Municipal Affairs and Housing to continue to support 41 housing allowances. This program was part of the Investment in Affordable (IAH) 2014 Extension. This program will commence in July as a direct delivery program and will end in 2024.
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Reaching Home is the Government of Canada’s redesigned homelessness program that launched April 1, 2019, following the conclusion of the existing Homelessness Partnering Strategy. The strategy is a $2.2 billion investment, designed to support the goals of the National Housing Strategy, in particular, to support the most vulnerable Canadians in maintaining safe, stable and affordable housing, and to reduce chronic homelessness nationally by 50% by 2027-2028.
Hastings County continues to support Bridge Street United Church through several research programs including the completion of a Point in Time Count in 2020 and the development of a coordinated access system throughout Hastings County. With the support of the Community Advisory Board (CAB) and staff within the Community and Human Services Department, the work is expected to be completed over the next few years. This undertaking will be the first coordinated system in Hastings County and the end result should provide insight for better decision-making, while connecting vulnerable people to the closest, most relevant services for their needs.
Helpseeker is an online tool that will assist people to find the closest, most relevant supports through a free downloadable application or by accessing the website. The efficiency of the mobile app will support individuals where they are at in finding help fast and by ensuring that a full scope of resources are available to the individual accessing the information. Hastings County will continue to work with our partners over the next few years while this system is fully integrated.
Following the City of Belleville’s Housing Summit held in March of 2019, a number of initiatives were approved to encourage the supply of affordable rental housing. Hastings County is pleased with the continued conversations with the City of Belleville to support the implementation of those recommendations that would support increased affordable housing for the most vulnerable in the City.
Discussions continue with the City of Quinte West for the development of new affordable housing potentially on the former College Street school property. Hastings County will continue to seek appropriate levels of funding to develop new construction on this property to support 30-40 new affordable units for both families and singles.
It is expected that Springale Development Inc. new construction of seven affordable housing units on Chemausghon Road in Bancroft will be completed this fall. Funding for this project was provided through the Investment in Affordable Housing (IAH-year five) program. Discussions continue in North Hastings to support the ongoing need for affordable housing development.
Most recently, Hastings County has partnered with Loyalist College to support their innovative approach of matching international students attending college with seniors under the concept of a home share program for over-housed seniors. This aligns well with the County’s Housing and
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Homelessness Plan by providing an opportunity for increased collaboration among municipal partner agencies to strengthen local housing stability in our area. By promoting inclusion, reducing social isolation and fostering positive intergenerational relationships the Home Sharing Program will assist in building a stronger and more vibrant community; in addition to supporting seniors remaining independent in their own home.
Special thanks to the Community and Human Services staff who provided information to inform the 2019 annual report card for the 10-Year Housing and Homelessness Plan.
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Municipality Of Hastings Highlands Page 6 Permit Comparison Summary Issued For Period JAN 1,2020 To SEP 30,2020
Previous Year Current Year Permit Count Fees Value Permit Count Fees Value ACC 13 3,988.80 293,560.00 12 4,773.20 335,980.00 ADDCOM 1 150.00 5,000.00 0 0.00 0.00 ADDSFD 17 12,727.56 1,245,592.00 19 11,482.86 1,095,960.00 AGR 0 0.00 0.00 2 1,145.20 84,520.00 BOAT HOUSE 1 780.00 150,000.00 5 2,180.80 170,577.00 COMM 1 1,000.00 100,000.00 3 600.00 70,000.00 DECK 12 3,536.75 339,819.00 8 2,287.60 116,560.00 DEMOLITION 5 750.00 29,000.00 7 1,053.00 77,998.00 GARAGE 16 11,199.34 984,854.40 20 13,649.20 1,263,914.00 HUNT CAMP 1 336.00 33,600.00 0 0.00 0.00 PLUMBING 33 4,950.00 333,500.00 35 5,095.00 360,500.00 RENEWAL 0 0.00 0.00 2 300.00 0.00 SEPTIC 41 24,300.00 310,000.00 49 34,500.00 380,741.00 SFD 22 60,251.00 6,170,200.00 28 75,000.41 8,553,662.00 WOOD 15 2,250.00 107,500.00 7 750.00 55,000.00
DEMOLITION DEMO SFD 10 1,500.00 87,500.00 8 1,200.00 104,998.00
FOUNDATION FOUNDATION ONLY 0 0.00 0.00 1 600.00 45,000.00
INSTITUTIONAL INST 1 150.00 6,000.00 1 150.00 5,000.00
OCCUPANCY OCCUPANCY 0 0.00 0.00 1 100.00 0.00
ROOFING ROOFING 1 320.00 32,000.00 0 0.00 0.00
SFD TINY SFD TINY 2 1,974.00 187,330.00 0 0.00 0.00
Previous Year Current Year Total Permits Issued 192 208 Total Dwelling Units Created 22 28 Total Permit Value 10,415,455.40 12,720,410.00 Total Permit Fees 130,163.45 154,867.27 Total Compliance Letters Issued 138 147 Total Compliance Letter Fees 18,817.00 22,838.50
Inspection Summary Ward Permit Inspections Other Roll Inspections 191 46 0 278 80 0 374 21 0
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Municipality Of Hastings Highlands Page 7 Permit Comparison Summary Issued For Period JAN 1,2020 To SEP 30,2020
Total 147 0
Permit Charge Amount
ACC 4,773.20 ADDSFD 11,482.86 AGR 1,145.20 BOAT HOUSE 2,180.80 COMM 600.00 DECK 2,287.60 DEMO SFD 1,200.00 DEMOLITION 1,053.00 FOUNDATION ONLY 600.00 GARAGE 13,649.20 INST 150.00 OCCUPANCY 100.00 PLUMBING 5,095.00 RENEWAL 300.00 SEPTIC 34,500.00 SFD 75,000.41 WOOD 750.00
Total 154,867.27
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Dawn Bowers, Bylaw Enforcement Officer Department: Bylaw Enforcement Subject: Monthly Bylaw Enforcement Report
RECOMMENDATION: THAT Council accepts this report “Monthly Bylaw Enforcement Report,” as submitted by the Chief Building Official/Bylaw Enforcement Officer, as information only.
ORIGIN: N/A
BACKGROUND INFORMATION: Sept 14th, 2020: Property Standards Bylaw/McClure Twp (Investigation), Property Standards Bylaw/Monteagle Twp (Follow up), Property Standards Bylaw/Wicklow Twp (Follow up), Zoning Bylaw/Herschel Twp (Follow up). Sept 15th, 2020: Dog Bylaw/Monteagle Twp (Investigation). Sept 16th, 2020: Dog Bylaw/Herschel Twp (Follow up), Zoning Bylaw/McClure Twp (Follow up), Zoning Bylaw/McClure Twp (Follow up). Sept 18th, 2020: Zoning Bylaw/McClure Twp (Follow up), Clean Municipality Bylaw/Bangor Twp, Parking Bylaw/Wicklow Twp (Follow up).
Sept 21st, 2020: Property Standards Bylaw/McClure Twp (Investigation), Dog Bylaw/Herschel Twp (Follow up), Property Standards Bylaw/McClure Twp, Zoning Bylaw/Monteagle Twp (Follow up).
Sept 23rd, 2020: Sign Bylaw/Bangor Twp (Follow up), Property Standards Bylaw/McClure Twp. Sept 25th, 2020: Parking Bylaw/Monteagle Twp (Investigation), Zoning Bylaw/Monteagle Twp (Investigation). Sept 28th, 2020: Property Standards Bylaw/Monteagle Twp (Penalty Notice), Property Standards Bylaw/Herschel Twp (Follow up).
Sept 30th, 2020: Property Standards Bylaw/McClure Twp (Follow Up), Property Standards Bylaw/McClure Twp (Follow up), Property Standards Bylaw/Herschel Twp (Follow Up)
Page 63 of 291 Monthly Bylaw Enforcement Report AGENDA ITEM #i) FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: N/A
REFERENCES: N/A
Prepared By:
Dawn Bowers, Bylaw Enforcement Officer
Reviewed By: Municipal Clerk October 13, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 64 of 291 Monthly Bylaw Enforcement Report AGENDA ITEM #ii)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Martin Cox, Chief Building Official Department: Bylaw Enforcement Subject: Bylaw 2020-062 Amendment to Noise/Fireworks Bylaw
RECOMMENDATION: THAT Council accepts this report "Bylaw 2020-062 Amendment to Noise/Fireworks Bylaw" as submitted by the Chief Building Officer and the Bylaw Enforcement Officer; and
THAT Council passes Bylaw 2020-062 being a bylaw to prohibit and regulate noise and the use of fireworks in the Municipality of Hastings Highlands.
ORIGIN: At the Regular Meeting of Council, Operations held on September 23rd, 2020, Council amended the Noise/Fireworks Bylaw to include the following:
-Section 4.4.3 strike out the words 'if applicable'. Section 4.4.4 strike out 'lake association' and insert 'if applicable, Hastings Highlands’ Interlake Association'.
-Any person may request an exemption by submitting a letter/email to Council’s Designate (a member of staff).
-An appeals process is available by submitting a letter/email to the Municipal Clerk which will be brought to Council for the next scheduled Council Meeting.
-Update(s) the bylaw to reflect consistency in consideration of these changes.
BACKGROUND INFORMATION: N/A
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #4 - EXCEPTIONAL SERVICE AND GOVERNANCE
Page 65 of 291 Bylaw 2020-062 Amendment to Noise/Fireworks Bylaw AGENDA ITEM #ii) REFERENCES: N/A
ATTACHMENTS: BYLAW 2020 062 Noise-Fireworks
Prepared By:
Martin Cox, Chief Building Official
Reviewed By: Municipal Clerk October 2, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 66 of 291 Bylaw 2020-062 Amendment to Noise/Fireworks Bylaw AGENDA ITEM #ii)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS BYLAW 2020-062
A BYLAW TO PROHIBIT AND REGULATE NOISE AND THE USE OF FIREWORKS
WHEREAS Section 121 (a) of the Municipal Act, S.O. 2001, S.O. c.25 provides that the Council may prohibit and regulate the sale of fireworks and the setting off fireworks;
AND WHEREAS Section 129, of The Municipal Act, 2001, S.O. c. 25, provides authority for municipalities to prohibit and regulate noise;
AND WHEREAS Section 391 of the Municipal Act, S.O. 2001, c.25, authorizes Council to pass bylaws imposing fees or charges on any class of persons for services or activities provided or done by or on behalf of it, and for costs payable by it for services or activities provided or done by or on behalf of any other municipality, or local board;
AND WHEREAS Section 429, subject to subsection (4) of the Municipal Act, 2001, S.O. 2001, c.25 provides that a municipality may establish a system of fines for offences under a bylaw of the municipality passed under this Act;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS ENACTS AS FOLLOWS:
1.0 DEFINITIIONS:
1.1 In this Bylaw:
“Act” means the Explosives Act, Revised Statutes of Canada, 1985, Chapter E- 17, and the Regulations enacted thereunder as amended from time to time or any Act and Regulations enacted in substitution, therefore.
“Agricultural Property” means a property that is zoned for agricultural use in the zoning bylaw and applies to the property;
“Commercial Area” means those areas of the Municipality zoned for commercial use in the Municipality’s Zoning Bylaw;
“Construction” means the erection, alteration, repair, dismantling, demolition, structural maintenance, painting, moving, land clearing, earth moving, grading, excavating, the laying of pipe and conduit whether above or below ground level, street and highway building, concreting, equipment installation and alteration and structural installation of construction components and materials in any form or for any purpose, and includes work in connection therewith;
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“Construction Equipment” means any equipment or device designed and intended for use in construction, or material handling, including but not limited to air compressors, pile drivers, pneumatic or hydraulic tools, bulldozers, tractors, excavators, trenchers, cranes, derricks, loaders, scrapers, pavers, generators, off highway haulers or trucks, ditchers, compactors and rollers, pumps, concrete mixers, graders, or other material handling equipment;
“Consumer Fireworks” means an outdoor, low hazard, firework that are designed for recreational use. They include items like Roman candles, sparklers, fountains, multi-shot cakes, volcanoes, mines, and snakes;
“Conveyance” means a vehicle and any other device employed to transport a person or persons or goods from place to place but does not include any such device or vehicle if operated only within the premises of a person;
“Council” means the Council of the Municipality of Hastings Highlands;
“Council’s Designate” means the Bylaw Enforcement Officer, Chief Building Official or other authorized municipal staff member;
“Display Fireworks” means an outdoor, high hazard, firework that is designed for professional use only. They include items like aerial shells, cakes, Roman candles, waterfalls, lances, and wheels. Display fireworks are strictly regulated by federal law;
“Dusk” means the time just before night when the daylight has almost gone but when it is not completely dark.
“Emergency” means a situation or an impending situation, often dangerous, caused by the forces of nature, an accident, an intentional act or otherwise, which arises suddenly and calls for prompt action;
“Emergency Vehicle” includes a land ambulance, an air ambulance, a fire department vehicle, and a motor vehicle being used to respond to an emergency;
“Fireworks” means display fireworks, pyrotechnic special effects fireworks and consumer fireworks;
“Highway” includes a common and public highway, street, avenue, parkway, driveway, square, place, bridge, viaduct or trestle, any part of which is intended for or used by the general public for the passage of vehicles and includes the area between the lateral property lines thereof;
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“Motor Vehicle” includes an automobile, bus, truck, motorcycle, motor assisted bicycle and any other vehicle propelled or driven other than by muscular power, but does not include a motorized snow vehicle, traction engine, farm tractor, other farm vehicle or road-building machine;
“Municipal Clerk” means the Clerk for the Municipaity of Hastings Highlands;
“Municipality” means the Corporation of the Municipality of Hastings Highlands;
“Noise” means sound that is unusual or excessive, or that is unwanted by or disturbing to any person;
“Officer” includes members of the Ontario Provincial Police, the Municipality of Hastings Highlands Fire Department, the Bylaw Enforcement Officer, or any person authorized by the Municipality of Hastings Highlands to regulate or to enforce the provisions of this Bylaw;
“Owner” includes:
(a) The person who, for the time being, receives the rent of, or manages or pays the municipal taxes on the property in question whether on their own account or as an agent or trustee of any other person, or who would so receive the rent for the property; or
(b) A purchaser of such land under an agreement for sale who has paid any municipal taxes thereon after the date of execution of the agreement by both the vendor and purchaser; or
(c) A lessee or occupant of the property who, under the terms of a lease, is required to maintain the property in accordance with the standards for the maintenance and occupancy of property.
“Person” includes an individual or a business name, sole proprietorship, corporation, partnership, or limited partnership, or an authorized representative thereof;
“Premises” means a piece of land and any buildings and structures on it, and includes a place of business, road and any other location or place;
“Pyrotechnics” are high-hazard and designed for professional use. They include items like gerbs, mines, comets, and crossette fireworks, as well as special-purpose pyrotechnics made for live stage performances and the film and television industry. Pyrotechnics are strictly regulated by federal law.
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“Residence” means a room, suite of rooms or dwelling, including a mobile trailer, and that normally contains cooking, eating, living, sleeping and sanitary facilities;
“Time” where any expression of time occurs or where any hour or other period of time if stated, the time referred to shall be Eastern Standard Time;
“Utility” means a system that is used to provide a utility service to the public, including water, sewage, electricity, das, communications networks and cable services;
“Vehicle” includes a motor vehicle, trailer, traction engine, farm tractor, road building machine, bicycle and any vehicle drawn, propelled or driven by any kind of power, including muscular power but does not include a motorized snow vehicle;
2.0 GENERAL PROHIBITIONS
2.1 No person shall emit, cause or permit to be made, either on a highway or elsewhere in the Municipality, commencing from 11:00 p.m. on any given evening to 6:00 a.m. on any given morning, any unnecessary noise or unnecessary sound which disturbs the quiet, peace, rest, enjoyment, comfort or convenience of any other person or is the result of any activities described in Schedule “A” and that is audible to:
(a) a person in a premises or vehicle other than the premises or vehicle from which the noise is originating; or
(b) a person in a residence other than the residence from which the noise is originating.
2.2 No person shall set off any Fireworks when there is a Fire Ban in effect or the Fire Danger Rating is “High” or “Extreme”, wherein no open-air burning is permitted.
2.3 No person shall set off any Fireworks except between dusk and 11:00 p.m. of the same day; unless permitted by the Municipality.
2.4 No person shall set off Consumer Fireworks on any day during the year, except on Fridays and Saturdays between dusk and 11:00 p.m. from June 20th to Thanksgiving Weekend Monday, and to include New Year's Eve, Victoria Day, Canada Day and Labour Day; unless permitted by the Municipality.
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2.5 No person under the age of eighteen (18) years of age may discharge, fire, set off, or cause to be set off any Fireworks, except under the direct supervision of and control of a person(s) eighteen (18) years of age or over.
2.6 Minimum safety distances of 15 metres in diameter, unless otherwise indicated on the fireworks product, must be maintained from spectators, buildings and vehicles.
2.7 Setting off Fireworks must be in accordance with recognized safety procedures, including, but not limited to:
(a) In compliance with Section 2.5; (b) Keeping spectators at a safe distance (in compliance with Section 2.6); (c) Protecting private and public property; and (d) Ensuring suitable fire extinguishing equipment is always available.
2.8 Only Fireworks authorized pursuant to the Explosives Act and the Explosives Regulations made under it may be displayed or set off.
2.9 Property damage or injury as a result of the discharge of Fireworks shall be the responsibility of the person, property owner and/or organization setting off the Fireworks.
3.0 EXEMPTIONS
Emergency Vehicles
3.1 The provisions of this bylaw shall not apply to police, fire, ambulance or any other emergency vehicle proceeding to an emergency.
Special Events
3.2 The provisions of this bylaw shall not apply to a person or organization that has received written permission for the event from the municipality.
3.3 The prohibitions described in Schedule “A” do not apply if the noise is the result of measures undertaken in an emergency for the:
(a) Immediate health, safety or welfare of the inhabitants; or
(b) Preservation or restoration of property, unless the noise is clearly of the longer duration or of a more disturbing in nature than is reasonably necessary to deal with the emergency.
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3.4 The prohibitions described in Schedule “A” do not apply if the noise is the result of any other activities described in Schedule “B”.
3.5 The prohibitions described in Schedule “A” do not apply if the noise is the result of an activity that has been granted an exemption under Section 3.0.
4.0 GRANT OF EXEMPTION BY COUNCIL’S DESIGNATE
4.1 Any person may request an exemption of the provisions of this bylaw by submitting a letter/email to Council’s Designate and Council’s Designate may deny or grant the exemption.
4.2 If dissatisfied with the decision for an exemption, an appeals process is available by submitting a letter/email to the Municipal Clerk which will be brought to Council for the next scheduled Council Meeting.
4.3 Before deciding whether to grant an exemption, Council’s Designate shall give the applicant and any person opposed to the application an opportunity to be heard and may consider such other matters as it deems necessary.
4.4 Once an exemption has been granted the following groups or organizations shall be notified of the granted exemption:
1) The Municipality of Hastings Highlands Staff and Council;
2) The Hastings Highlands Fire Department;
3) The Ontario Provincial Police; and
4) If applicable, the Hastings Highlands’ Interlake Association
4.5 A breach by the applicant of any of the terms or conditions of any exemptions shall render the exemption null and void and may result is penalties.
5.0 PENALTY PROVISIONS
5.1 Every person who contravenes any provision of this Bylaw is guilty of an offence and upon conviction shall be liable to a fine prescribed and recoverable under the provisions of the Provincial Offences Act, R.S.O. 1990, c.P.33, as amended, for each offence committed.
5.2 The Administrative Monetary Penalty System Bylaw applies to each administrative penalty issued pursuant to this Bylaw.
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5.3 Each person who contravenes any provision of this Bylaw shall, upon issuance of a penalty notice in accordance with the Administrative Monetary Penalty System Bylaw, be liable to pay to the Municipality an administrative penalty.
5.4 The property owner may be liable to pay any fines, fees and charges imposed by this bylaw, if the person who is found to be in violation of this bylaw is not the owner of the property but occupies or is using the property with the owner’s consent.
5.5 All fees and charges payable under this bylaw constitute a debt of the person liable for payment of them to the Municipality of Hastings Highlands and, in the case of owners of a property being responsible for payment of the fees and charges, the Municipality may add the amount owing to the tax roll for the owner(s) real property and collect them in like manner as Municipal taxes.
5.6 If any term or provision of this Bylaw or the application thereof to any person shall to any extent be held to be invalid or unenforceable, the remainder of this Bylaw or the application of such term or provision to all persons other than those to whom it was held to be invalid or unenforceable, shall not be affected thereby and each term and provision of this Bylaw shall be separately valid and enforceable to the fullest extent permitted by law.
6.0 INTERPRETATION
6.1 The provisions in Part VI of the Legislation Act, 2006, S.O. 2006, c.21, Sched. F, shall apply to this Bylaw.
6.2 Any reference in this bylaw to any statutes, regulations or bylaws shall be deemed a reference to such statutes, regulations or bylaws, as amended, restated or replaced from time to time.
7.0 GENDER
7.1 In this Agreement, words importing the masculine gender shall include the feminine gender and neuter gender and vice versa and words importing the singular shall include the plural where the context requires.
8.0 HEADING
8.1 The headings used in this Bylaw are included solely for the convenience of reference and are not to be considered part of this Bylaw and are not intended to be full or accurate descriptions of the contents of any section, clause or provision of this Bylaw.
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9.0 EFFECT OF PRE-EXISTING BYLAWS
9.1 Any Bylaw which was in effect in the Municipality on the date of passage of this Bylaw, including Bylaw 2010-006, which covers the same subject matter as this Bylaw shall remain in effect only for the purposes of the completion of any procedure that was commenced under that.
10.0 SHORT TITLE
10.1 The short title of this bylaw is the “Noise and Fireworks Bylaw”.
11.0 EFFECTIVE DATE
11.1 THAT this Bylaw shall come into effect on the day it was passed;
READ a first time in Council on the 23rd day of September 2020.
READ a second time, ENACTED and PASSED in Council this 21st day of October 2020.
______Vic A. Bodnar, Mayor Suzanne Huschilt, Municipal Clerk
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SCHEDULE “A” to Bylaw 2020-062
General Noise Prohibitions
1. The playing of any radio, public address system, electronic sound equipment, loud speaker, musical instrument or other sound producing equipment when the equipment is played or operated in such a manner the sound or noise made by or created thereby disturbs the peace, comfort or repose of any person, or a police officer acting in accordance with their duties.
2. The use of an amplifier or loudspeaker carried in or attached to a motor vehicle being operated or standing on a public highway.
3. Operation of a combustion engine or pneumatic device without an effective exhaust-muffling device that is in good working order and in constant operation.
4. Operation of any item of construction equipment without an effective exhaust- muffling device that is in good working order and in constant operation.
5. Operation of a vehicle in a manner that results in banging, clanking, squealing or similar sounds because of inadequate maintenance or an improperly secured load.
6. The deliberate and unnecessary acceleration, rapid turning or rapid braking of a motor vehicle.
7. Operation of any outdoor auditory signaling device, including but not limited to outdoor paging systems, the ringing of bells or gongs, the use of sirens, whistles or chimes, or the production, reproduction or amplification of any similar sounds by electronic means except where required or authorized by law or in accordance with good safety practice.
8. Persistent barking, calling or whining or other similar persistent noise making by animals and birds kept as household pets, which disturbs or prohibits the peace or repose of any person in another occupied dwelling.
9. Yelling, shouting, screaming or similar noise that disturbs or prohibits the peace and enjoyment of any person occupying a neighbouring property.
10. Setting off fireworks after 11:00 p.m. on any given evening and before 6:00 a.m. on any given morning.
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11.Operation of an engine or motor in, or on, any vehicle or item of attached auxiliary equipment for a continuous period of more than five minutes, or such other time limit specified in this bylaw controlling the idling of vehicles and boats, while such vehicle is stationary in a residential area, unless:
(a) The vehicle is in an enclosed structure constructed so as to effectively prevent the emission of excessive noise;
(b) Continuous operation of the engine or motor is essential to a basic function of the vehicle or equipment, including but not limited to the operation of ready-mixed concrete trucks, lift platforms, refuse compactors and heat exchange systems during normal operation;
(c) Weather conditions justify the use of heating or refrigeration systems powered by the motor or engine for the safety and welfare of the operator, passengers or animals, or the preservation of perishable cargo.
12.Any unwanted or meaningless sound that in the opinion of the Officer is likely to disturb the inhabitants of the Municipality.
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SCHEDULE “B” to Bylaw 2020-062
Exemptions from the Noise Prohibitions
1. Operation of emergency vehicles.
2. Operation of municipal service vehicles and related equipment.
3. Operation of utility service vehicles and related equipment.
4. Authorized displays of fireworks.
5. Circuses and midways that have been authorized by the Municipality.
6. Races, parades, processions, concerts, events for ceremonial, religious or traditional purposes, cultural, recreational, educational and political events in parks and other public places that have been authorized by the Municipality.
7. Operation of bells, chimes, carillons and clocks in churches and public buildings.
8. Cultural, recreational, educational and political events in parks and other public places that have been authorized by the Municipality.
9. Neighbourhood events on municipal highways and other municipal property that have been authorized by the Municipality.
10.Agricultural activities on agricultural properties.
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SCHEDULE “C” to Bylaw 2020-062
A BYLAW TO PROHIBIT AND REGULATE NOISE AND THE USE OF FIREWORKS
Part I – Provincial Offences Act Set Fines
ITEM COLUMN 1 COLUMN 2 COLUMN 3
SHORT FORM PROVISION SET FINE WORDING CREATING OR DEFINING OFFENCE
1 Cause or permit to be Section 2.1 $100.00 made unnecessary noise or sound
2 Set off fireworks during Section 2.2 $1000.00 a Fire Ban or Extreme conditions
3 Set off fireworks during Section 2.3 $100.00 prohibited times
4 Set off fireworks during Section 2.4 $100.00 prohibited days
5 Set off fireworks in an Section 2.7 $500.00 unsafe manner
6 Cause or permit Section 2.9 $1000.00 damage or injury from the use of fireworks
THE PENALTY PROVISION FOR THE OFFENCES CITED ABOVE IS SECTION 5 OF BYLAW NUMBER 2020-062, A CERTIFIED COPY OF WHICH HAS BEEN FILED.
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Adrian Tomasini, Operations Manager Department: Operations Subject: Operations Monthly Report (September)
RECOMMENDATION: THAT Council accepts the Operations monthly Report as information only, as submitted by the Operations Manager.
ORIGIN: N/A
BACKGROUND INFORMATION:
Operations Maintenance
Aggregate Pit:
• September N/A
Brushing / Tree Removal:
• Sept. 1: Removed dangerous tree from North Baptiste Lake Road (2351 A-B). • Sept. 3-24 : Brushing operations on Echo Lake Road. • Sept. 10: Removed dangerous trees from Graphite Road and East Loop road. • Sept. 24-25: Brushing on Old Hwy 62. • Sept. 25: Brushing on Boulter Road. • Sept. 29: Started brushing operations on Peterson Road. Cemetery:
• September N/A
Culverts/Bridges:
• Sept. 9: Cleared plugged culverts of beaver debris. Page 79 of 291 Operations Monthly Report (September) AGENDA ITEM #i) Ditching:
• Sept. 12-18: Ditching operations on Kamaniskeg Lake Road. • Sept. 23: Ditching completed at the intersection of HH 62 and Moxam Road. • Sept. 24: Ditching operations on East Loop Road. Dust Control:
• September N/A
Equipment
• Sept. 2: General equipment maintenance at Herschel works yard and Monteagle works yard. • Sept. 2-23: Completing annul safety on tandem #203. • Sept. 2: Brought dozer back from repair at Winslow's Peterborough. • Sept. 4: Repairs to grader #402. • Sept. 9: Repairs to tandems 3506 and #503. • Sept.12: Repairs to tandem #503 also brought tandem #500 to NC Boys for repairs. • Sept. 17: Installed new lights on grader #402.
Grading:
• Sept. 1: Grading completed on South Papineau Lake Road and parts of Papineau Lake Road. • Sept. 3: Grading construction area on Musclow-Greenview Road, also McLean Road and Salmon Trout Lake Road. • Sept. 4: Grading was completed on Williams Lake Road and Scotch Bush Road. • Sept. 10: Grading completed on Brethour Road, Bowen Road, Mountney Road and East Loop Road. • Sept. 14: Grading completed on Robinson Road and Hillsview Road. • Sept. 15: Grading completed on McAlpine Road and Graphite Lane. • Sept. 16: Grading completed on Hybla Road. • Sept. 17: Grading completed on Mooney Road and Myers Road. • Sept. 16-22: Grading completed on all municipal roads east of Bangor's Works yard. • Sept. 21: Grading completed on McLean Road and east end of Hillsview Road. • Sept. 22-23: Grading completed on all roads off Lake St. Peter Road. • Sept. 22: grading completed on Peelow Road, hillside Road, Shady Maple Road, Kuno Road and shoulders on Hybla Road. • Sept. 23: Grading completed on Carr road, Herschel River Road, McCormick Road, Hobo Road, Ray Road, Mink Lake Road, Dam Road, Hammond Road and Teachers Circle. • Sept.24-29: Grading completed on Williams Lake Road, Scotch Bush Road, East Lake Road, Dwire Road, Cardwell Lake Road, Jessup Road and Little Papineau Lake Road. • Sept. 28: Grading completed on Glory Cres., Woodcox Road, Glory Road, Devenish Road and Riverside Road. • Sept. 29: Grading operations from Maynooth to Bangor's works garage. • Sept. 30: Grading completed on Mountney Road, Maxwell Settlement Road and Lake Road. Gravel Application:
• Sept. 8-9: Placed gravel on Musclow-Greenview Road from East Loop Road to McLean Road.
Guiderails: Page 80 of 291 Operations Monthly Report (September) AGENDA ITEM #i)
• Sept. 24-29: Replaced broken guiderails on South Baptiste Lake Road.
Patching/Potholes:
• Sept. 1: Pothole repairs completed on Boulter Lake Road, Papineau Lake Road and Centreview Road. • Sept. 3: patching completed on Musclow-Greenview Road and Scott line. • Sept. 10: Patching operations completed on South Baptiste Lake Road and Clarke Road. • Sept. 11: Potholes repaired on Madawaska Road, East Lake Road, Old Hastings Road and ANAF Road. • Sept.12: Repaired two patches on Hwy 62 bridge deck. • Sept. 14-15: Patching completed on north Baptiste Lake Road and Hickey Hill. • Sept. 16-17: Patching on Mink Lake Road, Woodcox road, Gemini St., birds Lake Road, Pinegrove St., Polaris St., Mira St. and Welsh Road. • Sept. 17: Patching operations on Hybla Road, Boulter Lake Road and Lake St. Peter Road. • Sept. 18: Patching completed on Centreview Road. • Sept. 23: Patching completed on Graphite Road, Musclow-Greenview Road, Siberia Road and Hicks Road. • Sept.24-25: Patching potholes completed on HH 62 and Hicks Road. • Sept. 25: Patching completed on Kamaniskeg Lake Road. • Sept. 29: Patching completed on East Lake Road and Davis Road.
Road Patrol:
• Sept. 1: Supervisor's road patrol. • Sept. 2: Supervisor's road patrol. • Sept. 9: Supervisor's road patrol. • Sept. 12: Supervisor's road patrol. • Sept. 16: Supervisor's road patrol. • Sept. 23-25: Supervisor's road patrol. • Sept. 29: Supervisor's road patrol. • Sept. 29-30: Supervisor's road patrol. Signs:
• Sept. 1: Installed new 911 numbers throughout Maynooth. • Sept. 16: Prepped new signs to be placed on HH 62. Shouldering/ Washouts:
• Sept. 1: Finished shouldering on Musclow-Greenview Road from Cross Country Road to Mountney Road. • Sept. 21-22: Placed gravel on new pavement area on Musclow-Greenview Road.
Sweeping:
• September N/A
Winter Maintenance: Page 81 of 291 Operations Monthly Report (September) AGENDA ITEM #i)
• September N/A
Facilities:
• Sept. 1-2: Installed eleven new park benches throughout the Town of Maynooth. • Sept. 4: Swept and cleaned up Maynooth downtown area in preparation for the Grand Opening. • Sept. 21: Building inspections for JHS.
Garages:
• Sept. 11-12: Major cleaning effort outside Bangor's works garage.
Waste Depots, Waste & Recycling:
• Sept. 2: Covered landfill areas at Waste Sites. • Sept. 4: Cover material placed on landfills. • Sept. 9: Build entrance road off South Baptiste Lake Road for monitoring waste site well. • Sept. 9:: Cover material placed on landfills. • Sept. 10: Cover material placed on landfills. • Sept. 11: Repaired broken recycle bin lids. • Sept. 11-12: Cover material placed on all landfill areas. • Sept. 14-15: Built new waste cells at South Baptiste WDS. • Sept. 17: Delivered firewood to all Waste Sites. • Sept. 17: Cover material placed on all landfill areas. • Sept. 22-23: Cover material placed on all landfill areas. • Sept. 24: Built new waste cells at Papineau waste disposal site. • Sept. 29-30: Cover material placed on all landfill areas.
Parks:
• Sept. 9: Collected waste at parks and beach areas. Meetings/Special Events:
• N/A
Tenders, RFP, RFQ:
• Sept. 25: Put out for public bidding RFP HH-2020-08 One 150/1500 or 250/2500 P/U Truck. Training:
• September N/A
FINANCIAL IMPACT: Page 82 of 291 Operations Monthly Report (September) AGENDA ITEM #i) Operations Budget
LINK TO STRATEGIC PLAN: N/A
REFERENCES: N/A
Prepared By:
Adrian Tomasini, Operations Manager
Reviewed By: Municipal Clerk October 14, 2020 Reviewed By: CAO/Treasurer October 15, 2020
Page 83 of 291 Operations Monthly Report (September) AGENDA ITEM #ii)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Adrian Tomasini, Operations Manager Department: Operations Subject: Bylaw 2020-069 Level of Service for Winter Road Maintenance
RECOMMENDATION: THAT Council accepts this Bylaw 2020-069 Level of Service for Winter Road Maintenance, as submitted by the Operations Manager and the Bylaw Enforcement Officer; and
THAT Council passes Bylaw 2020-069 being a bylaw to establish a level of service for winter road maintenance in the Municipality of Hastings Highlands.
ORIGIN: Council reviewed this Bylaw as a Draft at the September 23, 2020 Regular Meeting of Council, Operations.
BACKGROUND INFORMATION: The Level of Service Policy sets out the maintenance standards for Hastings Highlands. It allows the Operations department to conduct road maintenance in an efficient and effective way, so to provide safe driving conditions on all of road structure under its control and jurisdiction. This policy was developed with feedback from our insurer Frank Cowan Insurance and is based on the criteria set out in the Minimum Maintenance Standards, Ontario Regulations 239/02 as amended under the Municipal act to provide municipalities with legal defence against liability from actions arising with regards to level of care on roads and bridges. Since O. Reg. 239/02 does not specify minimum standards for Class 6 roads, this document will set a level of service for those roads.
FINANCIAL IMPACT: The outlined level of service is in line with the current Council approved budgets.
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #2 Rationalize Infrastructure STRATEGIC PRIORITY #4 Exceptional Service and Governance
REFERENCES: MMS 239/02 Frank Cowan Insurance - At a Glance Page 84 of 291 Bylaw 2020-069 Level of Service for Winter Road Maintenance AGENDA ITEM #ii)
ATTACHMENTS: MMS Feb 2019 Level of Service - Roads Bylaw 2020-069 Level of Service for Winter Rd Maintenance POLICY HH Level of Service for Road Maintenance Shedule A
Prepared By:
Adrian Tomasini, Operations Manager
Reviewed By: Municipal Clerk October 1, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 85 of 291 Bylaw 2020-069 Level of Service for Winter Road Maintenance Bylaw 2020-069 Level of Service for Winter Road Maintenance
Minimum Maintenance Standards at a Glance
Potholes Shoulder Bridge deck Winter – Roadways, Bicycle Lanes and Sidewalks non-paved paved & non- Cracks Surface discontinuities paved surface drop off spalls surface paved shoulder
in hours) hours) in (
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(incm) or moreor idewalks on sidewalks (in hours) sidewalks (in on
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icycle icycle idewalks (in cm) idewalks Bridge deck Bridge roadway (in days) roadway sidewalk (in days) sidewalk(in
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oadways oadways ) ) ) ) r 2 2 2 2 a distance a of a a on if (in Days) (in a on if Ice Formation on bicycle lanes (in hours) (in lanes bicycle on Formation Ice Ice Formation on r on Formation Ice
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to address to address to address to
ime to treat treat to ime T Snow Accumulation on Roadways (in cm) (in Roadways on Accumulation Snow on accumulation snow address to Time to Time to Time on Accumulation Snow hours) (in bike on lane accumulation snow address to Time to Time to Time on Accumulation Snow accumulation snow address to Time cm (in area Surface cm) (in Depth Days) (in address to Time cm (in area Surface cm) (in Depth Days) (in address to Time cm (in area Surface cm) (in Depth Timeto for cm) (in Depth days) (in Time cm) (in Width cm) (in Depth Time cm) (in Height Bridge and Roadway on if address to Time Time Sidewalk Time cm (in area Surface cm) (in Depth Days) (in address to Time SignsDays) Warning Regulatory (in & Time Response 12 Section Days) (in Time Response Luminaires
Class 2.5 4 6 3 2.5 8 6 3 8 48 48 600 8 4 No Standard 1500 8 7 8 4 5 5 30 5 2 2 14 600 8 4 7 7 1
Class 5 6 8 4 5 12 8 4 8 48 48 800 8 4 No Standard 1500 8 7 8 4 5 5 30 5 2 2 14 800 8 4 14 7 2
Class 8 12 16 8 8 24 16 8 8 48 48 1000 8 7 1500 8 7 1500 8 14 8 7 5 5 60 5 7 2 14 1000 8 7 21 14 3
Class
8 16 24 12 8 24 24 12 8 48 48 1000 8 14 1500 10 14 1500 10 30 8 14 5 5 180 5 21 Practicable as soon As 2 14 1000 8 7 30 14 4 Page 86 of 291
Class AGENDA ITEM #ii) 10 24 24 16 10 24 24 16 8 48 48 1000 8 30 1500 12 30 1500 12 60 8 30 5 5 180 5 21 2 14 1000 8 7 30 14 5
Class No standard included in Ontario Regulation 239/02 6
While the Frank Cowan Company does its best to provide useful general information and guidance on matters of interest to its clients, statutes, regulations and the common law continually change and evolve, vary from jurisdiction to jurisdiction, and are subject to differing interpretations and opinions. The information provided by the Frank Cowan Company is not intended to replace legal or other professional advice or services. The information provided by the Frank Cowan Company herein is provided “as is” and without any warranty, either express or implied, as to its fitness, quality, accuracy, applicability or timeliness. Before taking any action, consult an appropriate professional and satisfy yourself about the fitness, accuracy, applicability or timeliness of any information or opinions contained herein. The Frank Cowan Company assumes no liability whatsoever for any errors or omissions associated with the information provided herein and furthermore assumes no liability for any decision or action taken in reliance on the information contained in these materials or for any damages, losses, costs or expenses in a way connected to it.
Risk Management Centre of Excellence® Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road No. Road Name Class Area Route No. Maintained To #911 Surface Distance Title
Complete- From Hwy 62 410 Centreview Rd 4 BANGOR 401 N to Papineau Lake Rd LCB 9200 Centreview Rd - Class 4
Hastings Highlands From Renfrew County 428 Road #62 3 BANGOR 400 Boundary to Hwy 127 HCB 28900 HH Road 62- Class 3 From Centreview Rd to turnaround at 186 Hoares 412 Hoares Rd 6 BANGOR 401 Rd Granular 400 Hoares Rd - Class 6 From South Papineau Lake Rd to 447 Dog 430 Dog Point Rd 6 BANGOR 405 Point Rd Granular 2200 Dog Point Rd - Class 6 From Centreview Rd to turnaround at 82 James 413 James Rd 6 BANGOR 401 Rd Granular 400 James Rd - Class 6 From Centreview Rd to turnaround at 18A 414 Rhodes Ln 6 BANGOR 401 Rhodes Ln Granular 100 Rhodes Rd- Class 6
From Centreview Rd to 415 Siberia Rd 4 BANGOR 401 River Rd LCB 7600 Siberia Rd - Class 4
From Siberia Rd to 96 416 Byers Rd 6 BANGOR 401 Byers Rd Granular 400 Byers Rd - Class 6 From Hwy 62 N to turnaround at 57 427 McGregor Rd 6 BANGOR 405 McGregor Rd Granular 300 McGregor Rd - Class 6 From Hwy 62 N to turnaround at 460 Echo 423 Echo Lake Rd 4 BANGOR 405 Lake Rd Granular 2300 Echo Lake Rd - Class 4 From Siberia Rd to turnaround at #579 Hicks Page 87 of 291
417 Hicks Rd 6 BANGOR 401 Rd LCB 2700 Hicks Rd - Class 6 AGENDA ITEM #ii)
From Hicks Rd. to #228 418 Parisiens Rd 6 BANGOR 401 Parisiens Rd- turnaround Granular 1100 Parisiens Rd - Class 6
1 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road No. Road Name Class Area Route No. Maintained To #911 Surface Distance Title Seasonally maintained No Winter Echo Lake Rd to #29 425 Vine Ln 6B BANGOR Maintenance Vine Ln- turnaround Granular 100 Vine Ln - Class 6B
Complete- From Hwy 62 Kamaniskeg Lake Rd - 403 Kamaniskeg Lake Rd 4 BANGOR 401 N to Siberia Rd LCB 9600 Class 4 From Hwy 62 N to turnaround at 197 421 Pritchard Rd 6 BANGOR 405 Pritchard Rd Granular 1000 Pritchard Rd - Class 6
From Hwy 62 to Oram Maplewood Rd - Class 409 Maplewood Rd 6 BANGOR 405 Rd Granular 1900 6
From Kamaniskeg Lake 404 Sand Bay Rd 6 BANGOR 401 Rd to #92 Sand Bay Rd Granular 800 Sand Bay Rd - Class 6 Complete - From Kamaniskeg Lake Rd to 405 Lakeshore Dr 6 BANGOR 401 Kamaniskeg Lake Rd Granular 1100 Lakeshore Dr - Class 6 From Hwy 62 N to turnaround at 70 Oram 407 Oram Rd 6 BANGOR 405 Rd Granular 300 Oram Rd - Class 6 From Kamaniskeg Lake Rd to turnaround at #84 Hinterland Beach Rd - 406 Hinterland Beach Rd 6 BANGOR 401 Hinterland Beach Rd Granular 400 Class 6 From Hwy 62 N to turnaround at 129 Mullen 401 Mullen Rd 6 BANGOR 405 Rd Granular 600 Mullen Rd - Class 6 To Madawaska Valley Boundary- 2004A River 419 River Rd 4 BANGOR 401 Rd LCB 9700 River Rd - Class 4 From Hwy 62 N to turnaround at 123 Page 88 of 291
402 Schweig Rd 6 BANGOR 405 Schweig Rd Granular 800 Schweig Rd - Class 6 AGENDA ITEM #ii) Complete- From River Rd to 132C -260 Golfers 420 Golfers Ln 6 BANGOR 401 Ln HCB 1300 Golfers Ln - Class 6
2 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road No. Road Name Class Area Route No. Maintained To #911 Surface Distance Title
Complete – From Hwy 442 Jennifer Ln 4 BANGOR 405 62 N to Maplewood Rd Granular 500 Jennifer Ln - Class 4 From Jennifer Ln to turnarounds at 70 & 22 489 Maple Blvd 4 BANGOR 405 Maple Blvd Granular 350 Maple Blvd - Class 4 From Hwy 62 N to turnaround at 330 426 Paddy Rd 6 BANGOR 405 Paddy Rd Granular 1600 Paddy Rd - Class 6
N/A - Road Road Agreement 110 Coulas Rd 6 BANGOR Agreement Madawaska Valley Granular 600 Coulas Rd - Class 6
N/A - Road Road Agreement 492 Highway 517 4 BANGOR Agreement Carlow/Mayo HCB 1200 Highway 517 - Class 4
No Winter Seasonally maintained 424 Clayton Ln 6B BANGOR Maintenance to 313 Clayton Ln Granular 1500 Clayton Ln - Class 6B
No Winter Seasonally maintained Lookout Park Rd - 408 Lookout Park Rd 6B BANGOR Maintenance to Lookout Park Granular 500 Class 6B
No Winter Seasonally maintained 495 Perrier Rd 6B BANGOR Maintenance to 570 Perrier Rd Granular 400 Perrier Rd - Class 6B
No Winter Seasonally maintained 411 Whitleys Rd 6B BANGOR Maintenance to #505 Whitleys Rd Granular 2300 Whitleys Rd - Class 6B
N/A - Road Road Agreement 400 Parchers Rd 4 BANGOR Agreement Madawaska Valley Granular 3000 Parchers Rd - Class 4
From Welsh Rd to #152
Page 89 of 291 322 Charles Rd 6 HERSCHEL 304 Charles Rd Granular 600 Charles Rd - Class 6 AGENDA ITEM #ii) South Baptiste Lake From Hwy 62 N to South Baptiste Lake Rd 328 Rd 4 HERSCHEL 301 Clarke Rd LCB 15380 - Class 4
3 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road No. Road Name Class Area Route No. Maintained To #911 Surface Distance Title
From Dock Rd to Fell 361 Village St 4 HERSCHEL 302 Rd LCB 950 Village St - Class 4 From South Baptiste Lake Rd to # 3-26 Dock 363 Dock Rd 4 HERSCHEL 302 Rd LCB 80 Dock Rd - Class 4 Boundary Rd - From Charles Rd to 32 323 Walker Rd 6 HERSCHEL 304 Walker Rd Granular 100 Walker Rd - Class 6 Complete - Hwy 62 N to South Baptiste Lake 325 Y Rd 4 HERSCHEL 301 Rd HCB 1700 Y Rd - Class 4
From South Baptiste St Matthews St - Class 362 St Matthews St 4 HERSCHEL 302 Lake Rd to Village St LCB 30 4 From South Baptiste Lake Rd to #130 344 Woodcox Rd 4 HERSCHEL 301 Woodcox Rd LCB 2300 Woodcox Rd - Class 4 Maxwell Settlement Rd to #25 York Rd by Road Agreement Town 324 York Rd 6 HERSCHEL 304 of Bancroft Granular 230 York Rd - Class 6 Complete - From South Baptiste Lake Rd to 352 Bowen Rd 4 HERSCHEL 302 Brethour Rd Granular 1300 Bowen Rd - Class 4
340 Firehall Ln 6 HERSCHEL 304 Complete Plus Yard Granular 40 Firehall Ln - Class 6
From Woodcox Rd to 345 Glory Rd 4 HERSCHEL 301 #347 Glory Rd Granular 1700 Glory Rd - Class 4 Complete - South Page 90 of 291
Baptiste Lake Rd to AGENDA ITEM #ii) 350 Brethour Rd 4 HERSCHEL 302 Airport Rd Granular 5500 Brethour Rd - Class 4
Complete - Glory Rd to Glory Circle Trail - 347 Glory Cres 6 HERSCHEL 301 Glory Rd Granular 210 Class 6
4 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road No. Road Name Class Area Route No. Maintained To #911 Surface Distance Title Complete - South Baptiste to South 366 Russell Cres 6 HERSCHEL 304 Baptiste Granular 580 Russell Cres - Class 6 From South Baptiste Lake Rd to # 228 Golden Shore Rd - Class 354 Golden Shore Rd 6 HERSCHEL 302 Golden Shore Rd Granular 1100 6
From Glory Rd to #26 375 Riverside Crt 6 HERSCHEL 301 Riverside Crt Granular 110 Riverside Crt - Class 6 From Hwy 62 S to turnaround at #1129 301 Scott Line Rd 4 HERSCHEL 303 Scott Line LCB 5180 Scott Line Rd - Class 4
West Diamond Lake From #423 to # 563 373 Rd 6 HERSCHEL 304 West Diamond Lake Rd Granular 700 West Diamond- Class 6
From Brethour Rd to 351 Hennig Rd 6 HERSCHEL 304 #148 Hennig Rd Granular 710 Hennig Rd - Class 6 From South Baptiste Lake Rd to #151 356 Marina Rd 4 HERSCHEL 302 Marina Rd (Complete) Granular 750 Marina Rd - Class 4
Intersection Hwy Old Hastings Rd - Class 454 Old Hastings Rd 4 HERSCHEL 402 127/62 N to Hwy 62 S HCB 1200 4 From South Baptiste Lake Rd to # 224 Ray 341 Ray Rd 6 HERSCHEL 301 Rd Granular 1100 Ray Rd - Class 6 From Scott Line to #532 Shields Rd 302 Shields Rd 6 HERSCHEL 303 turnaround Granular 2660 Shields Rd - Class 6
From Ray Rd to # 190 Herschel River Rd - Page 91 of 291
342 Herschel River Rd 6 HERSCHEL 301 Herschel River Rd Granular 950 Class 6 AGENDA ITEM #ii)
From South Baptiste 329 High Falls Trail 6 HERSCHEL 304 Lake Rd to Dam Rd Granular 2450 High Falls Tr - Class 6
From Marina Rd to #33 358 McCallister Rd 6 HERSCHEL 302 McCallister Rd Granular 250 McCallister Rd - Class 6
5 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title
North Baptiste Lake From Hwy 62 S to North Baptiste Lake Rd 303 Rd 4 HERSCHEL 303 turnaround at O-At-Ka Rd LCB 13000 Class-4
From Herschel River Rd 343 Hobo Rd 6 HERSCHEL 301 to #28 Hobo Rd Granular 300 Hobo Rd - Class 6 From South Baptiste Lake Rd to # 27 Martin 359 Martin Rd 6 HERSCHEL 302 Rd Granular 150 Martin Rd - Class 6 From North Baptiste Lake Rd to #411 McGarry Rd 304 McGarry Rd 6 HERSCHEL 303 turnaround Granular 2000 McGarry Rd - Class 6 Complete - South Baptiste Lake Rd to 355 Brown Cres 6 HERSCHEL 302 South Baptiste Lake Rd Granular 400 Brown Cres - Class 6 From South Baptiste Lake Rd ends at Sararas 348 Devinish Rd 6 HERSCHEL 301 Ln Granular 1800 Devenish Rd - Class 6 From McGarry Rd to #325 Grant Rd 305 Grant Rd 6 HERSCHEL 303 turnaround Granular 1600 Grant Rd - Class 6 From North Baptiste Lake Rd to Hay Bay Trail 308 Dog Bay Rd 6 HERSCHEL 303 turnaround Granular 4350 Dog Bay Rd - Class 6
From South Baptiste 376 Fell Rd 6 HERSCHEL 302 Lake Rd to #235 Fell Rd Granular 1150 Fell Rd - Class 6
From South Baptiste 333 Mira St 4 HERSCHEL 301 Lake Rd to #118 Mira St LCB 580 Mira St - Class 4
From South Baptiste Page 92 of 291
367 Clarke Rd 4 HERSCHEL 302 Lake Rd to Ojibway Rd LCB 1300 Clarke Rd - Class 4 AGENDA ITEM #ii)
Complete - Mira St to 335 Gemini St 4 HERSCHEL 301 Polaris St LCB 440 Gemini St - Class 4
6 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title
From North Baptiste Lake 310 Jacks Ln 6 HERSCHEL 303 Rd to #28 Jacks Ln Granular 120 Jacks Ln - Class 6
From North Baptiste Lake 311 O-AT-KA Rd 6 HERSCHEL 303 Rd to #149 O-AT-KA Rd Granular 700 O-AT-KA-Rd - Class 6
From South Baptiste 336 Polaris Dr 4 HERSCHEL 301 Lake Rd to #69 Polaris St LCB 350 Polaris Dr - Class 4
From Clarke Rd to #337 368 Storey Rd 4 HERSCHEL 302 Storey Rd Granular 1700 Storey Rd - Class 4
From Storey Rd to #98 369 Ponacka Rd 4 HERSCHEL 302 Ponacka Rd Granular 500 Ponacka Rd - Class 4
From North Baptiste Lake 309 Sunrise Rd 6 HERSCHEL 303 Rd to #58 Sunrise Rd Granular 270 Sunrise Rd - Class 6 From South Baptiste Lake Rd to #64 Wilson 338 Wilson Ln 4 HERSCHEL 301 Ln LCB 330 Wilson Ln - Class 4
From Wilson Ln. to #24 339 Aurora Crt 4 HERSCHEL 301 Aurora Crt LCB 100 Alexander Crt - Class 4 From North Baptiste Lake Boat Launch Rd to #1727 North 307 (Allendale Rd) 6 HERSCHEL 303 Baptiste Lake Rd Granular 110 Allendale Rd - 6
From Clarke Rd to #615 Forest View Rd - Class 370 Forest View Rd 4 HERSCHEL 302 Forest View Rd Granular 3200 4 From South Baptiste Lake Rd to #98A Bird
Page 93 of 291 337 Bird Lake Rd 4 HERSCHEL 301 Lake Rd LCB 600 Bird Lake Rd - Class 4 AGENDA ITEM #ii)
From Forest View to 371 Jogi Rd 6 HERSCHEL 302 #137 Jogi Rd Granular 650 Jogi Rd - Class 6
7 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title From North Baptiste Lake Rd to #215 Paradise Paradise Landing Rd - 306 Paradise Landing Rd 6 HERSCHEL 303 Landing turnaround Granular 1000 Class 6
Complete - Polaris Dr to 334 Pinegrove St 4 HERSCHEL 301 Mira St LCB 440 Pinegrove St - Class 4
From forest View Rd to 372 Rangers Rd 6 HERSCHEL 302 #113 Rangers Rd Granular 550 Rangers Rd - Class 6
Complete- From Hwy 62 313 Hickey Rd 4 HERSCHEL 303 S to Hwy 62 S Granular 750 Hickey Rd - Class 4
From South Baptiste 332 John St 4 HERSCHEL 301 Lake Rd to #52 John St LCB 250 John St - Class 4 #227 West Diamond West Diamond Lake Lake Rd to #423 West West Diamond Lake Rd 373 Rd 4 HERSCHEL 302 Diamond Lake Rd Granular 1000 - Class 4
From #3 to #106 331 Elizabeth St 4 HERSCHEL 301 Elizabeth St LCB 530 Elizabeth St - Class 4
From Hwy 62 S to #386 314 Hickey Hill Rd 6 HERSCHEL 303 Hickey Hill Rd Granular 1800 Hickey Hill Rd - Class 6 From South Baptiste Old Diamond Lake Lake Rd to # 226 Old Old Diamond Lake Rd - 365 Rd 6 HERSCHEL 302 Diamond Lake Rd Granular 1150 Class 6 From South Baptiste Lake Rd to #459 Bowers Bowers Point Rd - 364 Bowers Point Rd 6 HERSCHEL 302 Point Rd Granular 2300 Class 6
From South Baptiste Page 94 of 291 330 Edward St 4 HERSCHEL 301 Lake Rd to Elizabeth St LCB 180 Edward St - Class 4 AGENDA ITEM #ii)
140 Thomas St 6 HERSCHEL 301 From John St to Plils St LCB 530 Thomas St - Class 6
Complete – Y Road to Y Enterprise Cres - Class 327 Enterprise Cres 6 HERSCHEL 301 Road Granular 400 6
8 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road No. Road Name Class Area Route No. Maintained To #911 Surface Distance Title
326 Y Crt 6 HERSCHEL 301 From Y Rd to #67 Y Crt LCB 300 Y Crt - Class 6
From Y Rd for 150 Commercial Crt - 325 Commercial Crt 4 HERSCHEL 301 metres to turnaround Granular 150 Class 4
From Elizabeth Rd to 130 Edward St 6 HERSCHEL 301 Thomas St LCB 180 Edward St - Class 6
From Marina Rd to #70 357 Wykes Rd 6 HERSCHEL 301 Wykes Rd to turnaround Granular 2700 Wykes Rd - Class 6 Seasonally maintained No Winter From Village St to Boat 363 Dock Rd 6B HERSCHEL Maintenance Launch Granular 80 Dock Rd -Class 6B Seasonally maintained Old Diamond Lake No Winter from #226 Old Diamond Old Diamond Lake 365 Rd 6B HERSCHEL Maintenance Lake Rd to Airport Rd Granular 2700 Rd - Class 6B Seasonally maintained No Winter #87 Ponacka Rd to #376 Ponacka Rd - Class 369 Ponacka Rd 6B HERSCHEL Maintenance Ponacka Rd Granular 1350 6B Seasonally maintained from #1756 Airport Rd to No Winter #2053 Airport Rd May 353 Airport Rd 6B HERSCHEL Maintenance 15th - Sept 15th Granular 250 Airport Rd - Class 6B
No Winter Seasonally maintained Sararas Rd - Class 349 Sararas Ln 6B HERSCHEL Maintenance May 15th – Sept 15th Granular 700 6B Maintained by Highlands East from Ojibway Rd to 367 Clarke Rd 6 HERSCHEL 302 Forestview Rd Granular 2050 Clarke Rd - Class 6 Road Agreement w/ Page 95 of 291
Town of Bancroft - From AGENDA ITEM #ii) Town of Hwy 62 S to #44 Victoria Bancroft Victoria Dr 6 HERSCHEL 302 St Granular 210 Victoria Dr - Class 6 Boundary Rd Charles Rd to #34 Welsh Rd 120 Welsh Rd 6 HERSCHEL 301 turnaround Granular 150 Welsh Rd - Class 6
9 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title
150 Philis St 6 HERSCHEL 301 Road Closed Granular N/A Philis St - Class 6 Boundary Rd from Con. 1Pt. Lot 15 to #1756 353 Airport Rd 4 HERSCHEL 302 Airport Rd LCB 5250 Airport Rd - Class 4 County of Haliburton to West Diamond Lake Highlands #227 West Diamond West Diamond Lake 373 Rd 4 East 302 Lake Rd Granular 1100 Rd - Class 4
From Hwy 127 to #2277 Mink Lake Rd - Class 472 Mink Lake Rd 4 McCLURE 404 Mink Lake Rd turnaround LCB 11000 4
Hwy 62 to Haliburton 455 Peterson Rd 4 McCLURE 403 County Line LCB 15700 Peterson Rd - Class 4 From Mink Lake Rd to #1174 Dam Rd 474 Dam Rd 6 McCLURE 404 turnaround Granular 5700 Dam Rd - Class 6
Complete- From Hwy 127 Old Madawaska Rd - 462 Old Madawaska Rd 6 McCLURE 403 to Madawaska Rd Granular 1700 Class 6
Complete - From Dam Teachers Circle - 475 Teachers Circle 6 McCLURE 404 Rd to Dam Rd Granular 500 Class 6
From Mink Lake Rd to Hammond Rd - Class 473 Hammond Rd 6 McCLURE 404 #154 Hammond Rd Granular 700 6
From Hwy 127 to #178 471 Fosters Rd 6 McCLURE 404 Fosters Rd turnaround Granular 800 Fosters Rd - Class 6
From Hwy 127 to #90 Baragars Rd - Class
Page 96 of 291 468 Baragars Rd 6 McCLURE 404 Baragars Rd turnaround Granular 500 6 AGENDA ITEM #ii) From Hwy 127 to #1217 Williams Lake Rd Williams Lake Rd - 460 Williams Lake Rd 6 McCLURE 403 turnaround Granular 5800 Class 6
10 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title
From Hwy 127 to #29 469 Helmers Rd 6 McCLURE 404 Helmers Rd turnaround Granular 100 Helmers Rd Class 6 From Williams Lake Rd to #320 Scotch Bush Rd Scotch Bush Rd - 461 Scotch Bush Rd 6 McCLURE 403 turnaround Granular 1500 Class 6
From Hwy 127 to #204 470 South Rd 6 McCLURE 404 South Rd to turnaround Granular 1000 South Rd - Class 6
From Hwy 127 to #35 476 Card Rd 6 McCLURE 404 Card Rd turnaround Granular 200 Card Rd - Class 6
Complete - From Hwy Boulter Lake Rd - 486 Boulter Lake Rd 6 McCLURE 404 127 to Mink Lake Rd Granular 1800 Class 6 From Boulter Lake Rd to #146 McCahon Rd McCahon Rd - Class 487 McCahon Rd 6 McCLURE 404 turnaround Granular 600 6 From Boulter Lake Rd to #312 Elgin Rd 488 Elgin Rd 6 McCLURE 404 turnaround Granular 1400 Elgin Rd - Class 6
From Hwy 127 to #1276 Lake St Peter Rd - 478 Lake St Peter Rd 4 McCLURE 404 Lake St Peter turnaround LCB 6200 Class 4 Complete - From High Bush Rd to Lake St Peter 482 Lorraine Rd 6 McCLURE 404 Rd Granular 700 Lorraine Rd - Class 6
From Centre Rd to #85 High Bush Rd - Class 483 High Bush Rd 6 McCLURE 404 High Bush Rd Granular 400 6
Complete - From High Page 97 of 291 484 Arthur St 6 McCLURE 404 Bush Rd to Lorraine Rd Granular 700 Arthur St - Class 6 AGENDA ITEM #ii)
Complete - From 485 Fern St 6 McCLURE 404 Lorraine Rd to Arthur St Granular 100 Fern St - Class 6
11 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title
Complete - From Hwy 477 Center Rd 6 McCLURE 404 127 to Lake St. Peter Rd LCB 1600 Center Rd - Class 6 Complete - From Lake St. Peter Rd to Lake St. 479 Circle Rd 6 McCLURE 404 Peter Rd Granular 1100 Circle Rd - Class 6
From Circle Rd to #12 Northern Pine Rd - 479 Northern Pine Rd 6 McCLURE 404 Northern Pine Rd Granular 100 Class 6 From Lake St Peter Rd to #50 North Twin Pines North Twin Pines 480 North Twin Pines Rd 6 McCLURE 404 turnaround Granular 100 Rd - Class 6
From Lake St. Peter Rd South Twin Pines 481 South Twin Pines Rd 6 McCLURE 404 to #121 turnaround Granular 500 Rd - Class 6 From #3187 Musclow- Musclow- Musclow-Greenview Greenview Rd to Hwy 62 Greenview Rd - 201 Rd South 4 MONTEAGLE 203 S LCB 15900 Class 4 From #3187 Musclow- Musclow-Greeview Greenview Rd to Hwy 62 Musclow-Greenview 201 Rd North 4 MONTEAGLE 202 N LCB 7300 Rd 4
From Musclow-Greeview Old Welsh Rd - 204 Old Welsh Rd 4 MONTEAGLE 201 Rd. to East Road Loop LCB 2600 Class 4
From Hwy 62 to #41 321 Parks Rd 6 MONTEAGLE 303 Parks Rd HCB 210 Parks Rd - Class 6 From Musclow- Greenview Rd to #16 321 Parks Rd 6 MONTEAGLE 303 Parks Rd HCB 100 Parks Rd - Class 6 From Musclow- East Road Loop Greenview Rd to Old East Road Loop - Page 98 of 291
205 South 4 MONTEAGLE 201 Welsh Rd Granular 5900 Class 4 AGENDA ITEM #ii) Complete - From Musclow-Greenview to Graphite Rd - Class 202 Graphite Rd 4 MONTEAGLE 202 Hwy 62 S HCB 9500 4
12 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title
From Hwy 62 S to #125 320 Peever Rd 6 MONTEAGLE 303 Peever Rd. Granular 600 Peever Rd - Class 6 From Musclow- Greenview Rd to #86 Rockey Top Rd - 212 Rockey Top Rd 6 MONTEAGLE 203 Rocky Top Rd Granular 400 Class 6
Complete- Buck Hill Rd. Bay Ridge Rd - 319 Bay Ridge Rd 6 MONTEAGLE 303 To Bay Ridge Court HCB 150 Class 6
From Graphite Rd to #67 235 Graphite Ln 6 MONTEAGLE 202 Graphite Ln turnaround Granular 700 Graphite Ln- Class 6 Complete - From Maxwell Settlement Rd to Mountney Rd - Class 213 Mountney Rd 4 MONTEAGLE 203 Musclow-Greenview Rd Granular 2200 4 From East Road Loop to #899 New Carlow Rd New Carlow Rd - 206 New Carlow Rd 4 MONTEAGLE 201 Boundary LCB 1800 Class 4
Complete - From #3 to # Bay Ridge Crt - 377 Bay Ridge Crt 6 MONTEAGLE 303 50 Bay Ridge Crt HCB 390 Class 6 Complete - From Musclow - Greenview Rd 203 Hybla Rd 4 MONTEAGLE 201 to Hwy 62 S LCB 10600 Hybla Rd - Class 4
Maxwell Settlement From Mountney Rd to Maxwell Settlement 214 Rd 4 MONTEAGLE 203 Lake Rd LCB 3400 Rd - Class 4
Complete - From McAlpine Rd - Class 233 McAlpine Rd 6 MONTEAGLE 202 Graphite Rd to Hwy 62 N Granular 4300 6
From Hwy 62 S to Hwy Buck Hill Rd - Class Page 99 of 291 170 Buck Hill Rd 4 MONTEAGLE 303 62 S LCB 700 4 AGENDA ITEM #ii)
From Hwy 62 S to Hwy Buck Hill Rd - Class 318 Buck Hill Rd 6 MONTEAGLE 303 62 S Granular 700 6
13 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title
From Moxam Rd to 228 Hillsview Rd 6 MONTEAGLE 202 #1460 Hillsview Rd Granular 7400 Hillsview Rd - Class 6
From Maxwell Settlement 215 Lake Rd 6 MONTEAGLE 203 Rd. to #140 Lake Rd Granular 700 Lake Rd - Class 6 From Hybla Rd to #150 Shady Maple Rd to Shady Maple Ln - 223 Shady Maple Ln 6 MONTEAGLE 201 turnaround Granular 700 Class 6
From Hybla Rd to #153 220 Kuno Rd 6 MONTEAGLE 201 Kuno Rd to turnaround Granular 1500 Kuno Rd - Class 6
Complete - From 234 Moxam Rd 6 MONTEAGLE 202 Graphite Rd to Hwy 62 N Granular 4300 Moxam Rd - Class 6
From Maxwell Settlement Shannick Rd - Class 216 Shannick Rd 6 MONTEAGLE 203 Rd to #102 Shannick Rd Granular 500 6 From Hybla Rd to #561 A-B Easton Rd to Easton Road - Class 237 Easton Road 6 MONTEAGLE 201 turnaround Granular 200 6 From Musclow- Greenview Rd to #697 211 McCormick Rd 6 MONTEAGLE 203 McCormick Rd Granular 3700 McCormick - Class 6
From Hillview Rd to Hwy Robinson Rd - Class 231 Robinson Rd 6 MONTEAGLE 202 62 N Granular 2400 6
From Graphite Rd to Robinson Rd South - 230 Robinson Rd South 6 MONTEAGLE 202 Hillsview Rd Granular 2200 Class 6
Page 100 of 291 From Hillsview Rd to 232 Best Rd 6 MONTEAGLE 202 Graphite Rd Granular 230 Best Rd - Class 6 AGENDA ITEM #ii)
14 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title From Musclow- Greenview Rd to # 641 210 Carr Rd 6 MONTEAGLE 203 Carr Rd Granular 3200 Carr Rd - Class 6 From Musclow- East Road Loop Greenview to Old East Loop Road - 205 North 4 MONTEAGLE 201 Welsh Rd Granular 4350 Class 4 From Musclow- Greenview to #442 207 Bartlett Rd 6 MONTEAGLE 201 Bartlett Rd Granular 2000 Bartlett Rd - Class 6 From Musclow- Greenview Rd to #61 208 Lavallee Pl 6 MONTEAGLE 203 Lavallee Pl Granular 300 Lavallee Rd - Class 6 From Musclow- Greenview Rd to #277 McLean Rd to 229 McLean Rd 6 MONTEAGLE 202 turnaround Granular 1900 McLean Rd - Class 6 Complete - From McDonald Mine Musclow-Greenview Rd McDonald Mine Rd - 209 Rd 6 MONTEAGLE 203 to Cross Country Rd Granular 4500 Class 6 From Hybla Rd to #497 Mooney Rd to 224 Mooney Rd 6 MONTEAGLE 201 turnaround Granular 2500 Mooney Rd - Class 6 From Musclow- Salmon Trout Greenview Rd to #253 Salmon Trout Lake Rd 227 Lake Rd 6 MONTEAGLE 202 Salmon Trout Lake Rd Granular 1200 - Class 6 From Musclow- Greenview Rd. to 218 Childs Rd 6 MONTEAGLE 203 school bus turnaround Granular 100 Childs Road - Class 6
Cross Country Rd From Hybla Rd to Cross Country Rd - 217 North 6 MONTEAGLE 201 Graphite Rd Granular 5200 Class 6 Page 101 of 291 From Hybla Rd to #199 Peelow Rd to AGENDA ITEM #ii) 221 Peelow Rd 6 MONTEAGLE 201 turnaround Granular 700 Peelow Rd - Class 6 From Hybla Rd to #111 Hillside Rd to 222 Hillside Rd 6 MONTEAGLE 201 turnaround Granular 500 Hillside Rd - Class 6
15 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road No. Road Name Class Area Route No. Maintained To #911 Surface Distance Title
From Hwy 62 S to Hickey Rd East - 315 Hickey Rd East 6 MONTEAGLE 303 Waste Disposal Site Granular 900 Class 6
From Hwy 62 to #220 316 Sears Rd 6 MONTEAGLE 303 Sears Rd Granular 600 Sears Rd - Class 6 From Highway 62 to 25 metres past the bridge 317 Filip Rd 6 MONTEAGLE 303 deck Granular 200 Filip Rd - Class 6 Seasonally maintained from 1.40 kms past No Winter Musclow-Greenview Rd McLean Rd - Class 229 McLean Rd 6B MONTEAGLE Maintenance easterly 0.66 kms Granular 660 6B
238 No Winter Seasonally maintained Douglas Rd - Class Douglas Rd 6B MONTEAGLE Maintenance to Lot 16 Con.15 Granular 170 6B
6B MONTEAGLE No Winter Granular Myers Rd - Class 6B 225 Myers Rd Maintenance Seasonally maintained 250
From Davis Rd to Hwy Burlanyett Rd - Class 439 Burlanyett Rd 6 WICKLOW 402 62 N Granular 2400 6
Papineau Lake Complete- From Hwy Papineau Lake Rd - 433 Rd 4 WICKLOW 405 62 N to Centreview Rd LCB 16500 Class 4
From Hwy 62 N to 437 Boulter Rd 6 WICKLOW 402 Carlow/Mayo Boundary LCB 5000 Boulter Rd - Class 6
From Highway 127 to Madawaska Rd - 465 Madawaska Rd 4 WICKLOW 403 Highway 523 LCB 14400 Class 4
Page 102 of 291 Complete- From Hwy South Papineau 62 N to Papineau Lake South Papineau Lake 429 Lake Rd 4 WICKLOW 405 Rd. Granular 3600 Rd - Class 4 AGENDA ITEM #ii) From Burlanyett Rd to #198 Childerhouse Childerhouse Rd - 440 Childerhouse Rd 6 WICKLOW 402 turnaround Granular 100 Class 6 Complete- From Madawaska Rd to 466 Hass Rd 6 WICKLOW 403 Madawaska Rd Granular 1200 Hass Rd - Class 6
16 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title
From Hwy 62 to #39 448 Spilek Rd 6 WICKLOW 402 Spilek Rd Granular 200 Spilek Rd - Class 6 From Papineau Lake Rd to #30 Tara Crt to 435 Tara Crt 6 WICKLOW 405 turnaround Granular 100 Tara Crt - Class 6B
From Papineau Lake 436 Bark Lake Rd 6 WICKLOW 405 Rd to 98 Bark Lake Rd Granular 600 Bark Lake Rd - Class 6 From Madawaska Rd to #216 Steeles Rd 467 Steeles Rd 6 WICKLOW 403 turnaround Granular 1100 Steeles Rd - Class 6 Complete-From Old Hastings Rd to Hwy 62 451 Young St 4 WICKLOW 402 N HCB 500 Young St - Class 4
From Hwy 62 N to 452 Church St 6 WICKLOW 402 Young St HCB 100 Church St - Class 6
From Young St to #23 453 Fitzgerald St 6 WICKLOW 402 Fitzgerald St HCB 100 Fitzgerald St - Class 6 From Hwy 127 to #74 Iron Bridge Rd to Iron Bridge Rd - Class 456 Iron Bridge Rd 6 WICKLOW 403 turnaround LCB 300 6
From Hwy 62 N to #110 450 ANAF Rd 4 WICKLOW 402 ANAF Rd to turnaround LCB 500 ANAF Rd - Class 4 From Hwy 127 to #664 East Lake Road 457 East Lake Rd 6 WICKLOW 403 turnaround LCB 3200 East Lake Rd - Class 6
Page 103 of 291 Maynooth From Hwy 62 N to #111 Maynooth Station Rd -
449 Station Rd 6 WICKLOW 402 Maynooth Station Rd Granular 500 Class 6 AGENDA ITEM #ii) From East Lake Rd to North Cardwell #368 North Cardwell North Cardwell Lake Rd 458 Lake Rd 6 WICKLOW 403 Lake Rd Granular 1800 - Class 6
17 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road Route No. Road Name Class Area No. Maintained To #911 Surface Distance Title From North Cardwell Lake Rd to #87 Dwire 459 Dwire Rd 6 WICKLOW 403 Rd turnaround Granular 400 Dwire Rd - Class 6 From Maynooth Station Rd to turnaround at #33 491 Station Crt 6 WICKLOW 402 Station Crt Granular 100 Station Crt - Class 6 From Madawaska Rd to #2041 Little Little Papineau Papineau Lake Rd Little Papineau Lake 463 Lake Rd 4 WICKLOW 403 turnaround Granular 10200 Rd - Class 4
From Hwy 62 N to #248 447 Soble Rd 6 WICKLOW 402 Soble Rd turnaround Granular 1100 Soble Rd - Class 6 From Little Papineau Lake Rd to #61 Jessup 464 Jessup Rd 6 WICKLOW 403 Rd turnaround Granular 200 Jessup Rd - Class 6
Complete - From Hwy 446 Koss Rd 6 WICKLOW 402 62 N to Church Rd Granular 100 Koss Rd - Class 6 From Frantz Rd to #372 Frantz Rd 444 Church Rd 6 WICKLOW 402 turnaround Granular 1000 Church Rd - Class 6
From Church Rd to 445 Frantz Rd 6 WICKLOW 402 Davis Rd Granular 2300 Frantz Rd - Class 6
Lutheran Church Complete - From Hwy Lutheran Church Rd - 496 Rd 6 WICKLOW 402 62 N to Church Rd Granular 100 Class 6 From #862 Davis Rd to #1046 Davis Rd 441 Davis Rd 6 WICKLOW 402 turnaround Granular 900 Davis Road Class- 6 Page 104 of 291
From Hwy 62 N to #367 AGENDA ITEM #ii) 441 Davis Rd 6 WICKLOW 402 Davis Rd LCB 1500 Davis Rd - Class 6
From Hwy 62 N to #380 442 Mudcat Rd 4 WICKLOW 402 Mudcat Rd Granular 2000 Mudcat Rd - Class 4
18 Bylaw 2020-069 Level of Service for Winter Road Maintenance
Level of Service – Roads (Winter Maintenance) Road No. Road Name Class Area Route No. Maintained To #911 Surface Distance Title From Hwy 62 N to #334 443 Neiman Rd 6 WICKLOW 402 Nieman Rd Granular 1700 Neiman Rd - Class 6 From Hwy 62 N to Old Highway 62 - 431 Old Highway 62 6 WICKLOW 402 Boulter Rd Granular 2100 Class 6 From Boulter Rd to #287 Buelow Rd 438 Buelow Rd 6 WICKLOW 402 turnaround Granular 1500 Buelow Rd - Class 6
From Old Highway 62 Dubblestein Rd - 432 Dubblestein Rd 6 WICKLOW 402 to #160 Dubblestein Rd Granular 800 Class 6
No Winter Seasonally maintained 464 Jessup Rd 6B WICKLOW Maintenance to Civic 911 #64 Granular 100 Jessup Rd - Class 6B Seasonally maintained No Winter from #98 Bark Lake Rd Bark Lake Rd. - Class 436 Bark Lake Rd 6B WICKLOW Maintenance for 530 metres Granular 600 6B
No Winter Seasonally maintained 493 Bluff Rd 6B WICKLOW Maintenance to 67 Bluff Rd Granular 250 Bluff Rd - Class 6B Seasonally maintained No Winter from #367 Davis Rd to 441 Davis Rd 6B WICKLOW Maintenance #862 Davis Rd Granular 1200 Davis Rd Class- 6B Seasonally maintained No Winter from Bangor Rd to Park 494 Park Rd 6B WICKLOW Maintenance Rd HCB 200 Park Rd - Class 6B Page 105 of 291 AGENDA ITEM #ii)
19 AGENDA ITEM #ii)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BYLAW 2020-069
A BYLAW TO ESTABLISH A LEVEL OF SERVICE FOR WINTER ROAD MAINTENANCE IN THE MUNICIPALITY OF HASTINGS HIGHLANDS ------
WHEREAS O.Reg. 239/02 under the Municipal Act, 2001, S.O. 2001, c. 25 as amended, provides for minimum maintenance standards for municipal highways;
AND WHEREAS the Council of the Corporation of the Municipality of Hastings Highlands deems it expedient and in the public interest to establish a Level of Service for Winter Maintenance Policy for the Municipality of Hastings Highlands roads;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS ENACTS AS FOLLOWS:
THAT in this Bylaw, the term Council shall mean the Council of the Corporation of the Municipality of Hastings Highlands;
THAT the Level of Service for Winter Road Maintenance Policy, attached hereto as Schedule “A” forms part of this Bylaw;
THAT If any term or provision of this Bylaw or the application thereof shall to any extent be declared invalid or unenforceable, the remainder of this Bylaw or the application of this Bylaw shall not be affected thereby, it being the intention of the Council that each term and provision of this Bylaw shall be separately valid and enforceable to the fullest extent permitted by law;
THAT the Mayor and Municipal Clerk be and are hereby authorized to sign this Bylaw and affix the corporate seal thereto;
THAT this Bylaw shall come into effect on the day it was passed;
THAT any previous policies or bylaws be hereby rescinded;
READ a first time in Council on the 23rd day of September 2020.
READ a second time, ENACTED and PASSED in Council this 21st day of October 2020.
______
Vic A. BODNAR, Mayor Suzanne Huschilt, Municipal Clerk
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Schedule “A” to Bylaw Number 2020-069 MUNICIPALITY OF HASTINGS HIGHLANDS LEVEL OF SERVICE FOR WINTER ROAD MAINTENANCE POLICY
Municipality of Hastings Highlands- Corporate Policies and Procedures DEPARTMENT: Operations - Roads POLICY #:
POLICY: Level of Service for Winter Road Maintenance Policy
DATE: REV. COVERAGE: PAGE #: 32 Oct 21/20 DATE:
PURPOSE:
It is the objective of the Municipality of Hastings Highlands to provide sufficient resources to meet the level of service set out in this policy for a low volume predominantly rural road system during those times of the year when winter conditions can be expected. The goal will be to provide a level of service that meets the requirements of Ontario Regulation 239/02 Minimum Maintenance Standards (MMS) for Municipal Highways as amended from time to time.
POLICY STATEMENT:
The Municipality of Hastings Highlands promotes safety on all roads assumed and designated by the Municipality of Hastings Highlands. This policy was developed in order to help mitigate road related service, along with supporting the requirements of Ontario Regulation 239/02, and other associated legislation and regulations.
SCOPE:
This policy shall apply to all roads assumed and designated by the Municipality of Hastings Highlands as roads receiving winter maintenance. Notwithstanding the foregoing, neither the Municipality of Hastings Highlands nor its officials or employees shall make any promise, assurance or guarantee that the services provided by the Municipality of Hastings Highlands will be in excess of the MMS.
TITLE:
This Policy shall be called ‘Level of Service for Road Maintenance Policy’.
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DEFINITIONS:
As soon as practicable – shall mean without undue delay, having regard to prevailing circumstances.
Bicycle Lane – shall mean:
a) a portion of a roadway that has been designated by pavement markings or signage for the preferential or exclusive use of cyclists, or
b) a portion of a roadway that has been designated for the exclusive use of cyclists by signage and a physical or marked buffer.
Class – shall mean the class of highway as determined in the Classification of Highways Table of the MMS.
GPS/AVL – shall mean global positioning system, automated vehicle locating.
Highway – shall include a common and public highway, street, avenue, parkway, driveway, square, place, bridge, viaduct or trestle, any part of which is intended for or used by the general public for the passage of vehicles and includes the area between the lateral property lines thereof.
Ice – shall mean all kinds of ice however formed.
Maintenance Class – shall mean a Class 1, 2, 3, 4, 5 or 6 road designated as such by posted speed and traffic volume in accordance with Classification of Highways Table of the MMS.
MMS – shall mean Ontario Regulation 239/02, Minimum Maintenance Standards for Municipal Highways as amended from time to time.
Operations – shall mean those activities the Operations Department performs to improve a condition or sustain a roadway standard. Operations are normally defined by guidelines (not policy), with discretion of the Operations Manager to choose various methods to achieve results cost-effectively.
Operations Manager – shall refer to a person, in the employ of, contracted by or appointed by the Municipality, who is accountable for the deployment of operations that impact on the condition or roadway services.
Patrol person – shall mean a person who is either a dedicated winter patroller or a person whose duties include winter patrolling.
Roadway – shall mean the part of the highway that is improved, designed or ordinarily used for vehicular traffic, but does not include the shoulder, and, where a highway
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includes two or more separate roadways, the term “roadway” refers to any one roadway separately and not to all of the roadways collectively.
Sidewalk – shall mean the part of the highway specifically set aside or commonly understood to be for pedestrian use, typically consisting of a paved surface but does not include crosswalks, medians, boulevards, shoulders or any part of the sidewalk where cleared snow has been deposited;
Significant Weather Event – shall mean an approaching or occurring weather hazard with the potential to pose a significant danger to users of the highways within a municipality.
Snow Accumulation – shall mean the natural accumulation of any of the following that, alone or together, covers more than half a lane width of roadway: 1) new fallen snow 2) windblown snow 3) slush.
Weather Hazard – shall mean the weather hazards determined by Environment Canada as meeting the criteria for the issuance of an alert under its Public Weather Alerting Program.
Winter Event – shall mean a weather condition affecting roads such as snowfall, wind- blown snow, sleet, freezing rain, frost or ice, to which a winter event response is required.
Winter Event Response – shall mean a series of winter control activities performed in response to a winter event.
Winter Patrol – shall mean the field observation of weather and road conditions.
Winter Season – shall mean that season when the municipality normally performs winter highway maintenance as identified in this policy.
POLICY COMMUNICATION:
This policy will be communicated by posting on the Municipality of Hastings Highlands website.
POLICY:
1.0 WINTER ROADWAY MAINTENANCE POLICY
1.1 Road and Bridge Network Maintained
The Municipality of Hastings Highlands has the following classes of roads which are maintained within its boundaries:
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30 km of high-class bituminous Class 3 road. 22 km of high-class bituminous Class 4 road. 182 km of low-class bituminous Class 4 road. 56.6 km of loose top Class 4 road. 196.6 km of Class 6 road.
The following bridges are located on roads maintained by the municipality:
Boulter Rd. Bridge Cassidy Creek Bridge Filip Rd. Bridge Frantz Rd. Bridge Grant Rd. Bridge High Falls Culvert Little Papineau Creek Bridge Musclow-Greenview Bridge Papineau Creek Bridge Papineau Lake Rd. Bridge Parks Rd. Bridge Siberia Rd. Bridge Soble Rd. Bridge York River Bridge
1.2 Commissioning and Decommissioning Winter Operations 1.2.1 An analysis of winter operational records for the period of 2010 to 2012 inclusive indicates that on average the first occasion for which a winter event response is required will occur on or about November 1st. The need for an ongoing response will on average continue to approximately April 1st.
**Therefore, the winter season will be from the 1st Monday of November each year through to and including the 1st Friday of April of the next year following.
1.2.2 Acknowledging that winter conditions can occur before and after these periods, the Municipality of Hastings Highlands will gear the conversion of its resources from normal maintenance to winter maintenance mode to meet the following state of readiness guidelines.
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Beginning of Winter 50% Operational October 15 100% Operational November 1
End of Winter 100% Operational April 1 50% Operational April 15
1.2.3 The winter control resources of the Municipality of Hastings Highlands consists of sufficient resources to meet the level of service set out in this policy for the classification of roads identified in Appendix B to this policy.
1.3 Patrolling
1.3.1 The standard for the frequency of patrolling of highways to check for conditions described in MMS and is set out in Table 1 to this section.
1.3.2 If it is determined by the Municipality of Hasting highlands that the weather monitoring referred to in section 1.4 and the MMS indicates that there is a substantial probability of snow accumulation on roadways, ice formation on roadways or icy roadways, the standard for patrolling highways is, in addition to that set out in subsection 1.3.1, to patrol highways that the municipality selects as representative of its highways, at intervals deemed necessary by the municipality, to check for such conditions.
1.3.3 Patrolling a highway consists of observing the highway, either by driving on or by electronically monitoring the highway and may be performed by persons responsible for patrolling highways or by persons responsible for or performing highway maintenance activities.
1.3.4 If it is determined by the municipality that the weather monitoring referred to in section 1.4 indicates that there is a substantial probability of snow accumulation on sidewalks in excess of 8 cm, ice formation on sidewalks or icy sidewalks, the standard for patrolling sidewalks is to patrol sidewalks that the municipality selects as representative of its sidewalks at intervals deemed necessary by the municipality.
Table 1: Patrolling Frequency
Class of Highway Patrolling Frequency 3 Once every 7 days 4 Once every 14 days 6 Once every 30 days 6B No Winter Maintenance
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1.4 Weather Monitoring
1.4.1 From October 1 to April 30, the standard is to monitor the weather, both current and forecast to occur in the next 24 hours, once every shift or three times per calendar day, whichever is more frequent, at intervals determined by the municipality.
1.4.2 From May 1 to September 30, the standard is to monitor the weather, both current and forecast to occur in the next 24 hours, once per calendar day.
1.5 Snow Accumulation
The standard for addressing snow accumulation on a roadway or bicycle lane is:
1.5.1 After becoming aware of the fact that the snow accumulation on a roadway or bicycle lane is greater than the depth set out in Table 2 to this section, to deploy resources as soon as practicable to address the snow accumulation; and
1.5.2 After the snow accumulation has ended, to address the snow accumulation so as to reduce the snow to a depth less than or equal to the depth set out in the Table within the time set out in Table 2;
a) To provide a minimum lane width of the lesser of three metres for each lane or the actual lane width; or
b) On a Class 4 or Class 5 highway with two lanes, to provide a total width of at least five metres.
1.5.3 If the depth of snow accumulation on a roadway is less than or equal to the depth set out in Table 2 to this section, the roadway is deemed to be in a state of repair with respect to snow accumulation.
1.5.4 For the purposes of this section, the depth of snow accumulation on a roadway may be determined in accordance with subsection (d) by a municipal employee, agent or contractor, whose duties or responsibilities include one or more of the following:
a) Patrolling highways
b) Performing highway maintenance activities.
c) Supervising staff who perform activities described in paragraph a) or b).
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d) The depth of snow accumulation on a roadway and lane width may be determined by,
i) performing an actual measurement; ii) monitoring the weather; or iii) performing a visual estimate.
e) For the purposes of this section, addressing snow accumulation on a roadway includes, but is not limited to,
i) plowing the roadway; ii) salting the roadway; iii) applying abrasive materials to the roadway; iv) applying other chemical or organic agents to the roadway; or v) any combination of the methods described in clauses (i), (ii), (iii) and (iv).
f) This section does not apply to that portion of the roadway designated for parking.
1.5.5 The standard for addressing snow accumulation on a sidewalk after the snow accumulation has ended is:
a) to reduce the snow to a depth less than or equal to 8 centimetres within 48 hours; and
b) to provide a minimum sidewalk width of 1 metre.
Table 2: Snow Accumulation
Roadways
Class of Highway Depth Time 3 8cm 12 hours 4 8cm 16 hours 6 10cm 24 hours 6B No Winter Maintenance
Bicycle Lanes
Class of Highway Depth Time 3 8cm 24 hours 4 8cm 24 hours 6 10cm 24 hours 6B No Winter Maintenance
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1.6 Ice Formation on Roadways and Icy Roadways
1.6.1 The standard for the prevention of ice formation on roadways is doing the following in the 24-hour period preceding an alleged formation of ice on a roadway:
a) Monitor the weather in accordance with section 1.4.
b) Patrol in accordance with section 1.3.
c) If the municipality determines, as a result of its activities under a) or b), that there is a substantial probability of ice forming on a roadway, treat the roadway, if practicable, to prevent ice formation within the time set out in Table 3 to this section, starting from the time that the municipality determines is the appropriate time to deploy resources for that purpose.
1.6.2 If the municipality meets the standard set out in subsection 1.6.1 and, despite such compliance, ice forms on a roadway, the roadway is deemed to be in a state of repair until the applicable time set out in Table 3 to this section expires after the municipality becomes aware of the fact that the roadway is icy.
1.6.3 Subject to section 1.6.1, the standard for treating icy roadways is to treat the icy roadway within the time set out in Table 2 to this section, and an icy roadway is deemed to be in a state of repair until the applicable time set out in Table 2 to this section expires after the municipality becomes aware of the fact that a roadway is icy.
1.6.4 For the purposes of this section, treating a roadway means applying material to the roadway, including but not limited to, salt, sand or any combination of salt and sand.
** This section also applies to the ice formation on bicycle lanes on a roadway but does not apply to other types of bicycle facilities.
Table 3: Ice formation on Roadways and Icy Roadways
Class of Highway Time 3 8 hours 4 12 hours 6 16 hours 6B No Winter Maintenance
2.0 WINTER MAINTENANCE PROCEDURES
2.1 Weather Monitoring
In accordance with section 1.4 both current and forecast weather will be monitored from October 1 to April 30 three (3) times per calendar day via the Weather Network website by the Operations Manager or his/her designate. A screen shot of the website is
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captured, printed, signed and the date and time that the weather was monitored recorded on the printed sheet. The weather report is sent by electronic transmission to the patrol supervisors three (3) times per calendar day as soon as practicable after reviewing the current and forecast weather on the Weather Network website.
2.2 Significant Weather Event
2.2.1 The municipality may declare a significant weather event in accordance with the MMS at any time in its sole discretion it elects to do so. This includes roadways, bicycle lanes and sidewalks.
2.2.2 The municipality declaring the beginning of a significant weather event or declaring the end of a significant weather event under the MMS shall do so in one or more of the following ways:
1. By posting a notice on the municipality’s website; 2. By making an announcement on a social media platform, such as Facebook or Twitter; 3. By sending a press release or similar communication to internet, newspaper, radio or television media; 4. By notification through the municipality’s police service; or 5. By any other notification method required in a bylaw of the municipality.
2.2.3 If the municipality declares a significant weather event relating to snow accumulation, the standard for addressing snow accumulation on roadways until the declaration of the end of the significant weather event is:
a) to monitor the weather in accordance with the MMS; and
b) if deemed practicable by the municipality, to deploy resources to address snow accumulation on roadways, starting from the time that the municipality deems appropriate to do so.
2.2.4 Following the end of the weather hazard in respect of which a significant weather event was declared by the municipality, the municipality shall:
a) declare the end of the significant weather event when the municipality determines it is appropriate to do so; and
b) address snow accumulation on roadways, bike lanes and sidewalks
2.3 Patrolling
2.3.1 During the winter season (section 1.2) all roads will be patrolled in accordance with section 1.3. If it is determined by the Municipality of Hastings Highlands that the weather monitoring referred to in section 1.4 of this policy indicates that there is a
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substantial probability of snow accumulation on roadways, ice formation on roadways or icy roadways, the standard is to patrol the route of representative roads included in Appendix A.
2.3.2 Shaded areas, steep hills, sharp curves and stop conditions may become icy during certain weather conditions. The route of representative roads may include some or all of the areas mentioned above.
2.3.3 When deteriorating weather and road conditions are observed by the patrol person, the patrol person shall notify the Operations Manager and/or the Patrol Supervisor(s). The Operations Manager and/or the Patrol Supervisor(s) with input from the patrol person shall determine the winter event response required. The patrol person will call out staff for a winter event response.
2.3.4 When municipal equipment is deployed for a winter event response all operators shall be treated as patrol persons and all the winter maintenance records that are created by these patrol persons will be treated as patrol records for the purpose of this policy.
2.4 Snow Accumulation 2.4.1 The Municipality of Hastings Highlands has 4 patrol yards and each yard has a sand storage dome that have a total capacity of approximately 24,000 tonnes of winter sand. The Bangor yard has a salt storage building for storage of salt for Hwy 62 that has a capacity of approximately 200 tonnes.
2.4.2 The road network for the Municipality of Hastings Highlands has been divided into 14 routes. A route may contain one or more classes of road as shown in Appendix B. A winter event response will be initiated by the patrol person, Patrol Supervisor(s) or Operations Manager. Snow accumulation will be addressed by providing service that meets the requirements of section 1.5 for all roads within each route. During times when there is a severe winter condition e.g. heavy snowfall, strong winds, or when equipment breakdowns occur, lower priority road classes may be delayed in an attempt to maintain the higher classes of road (i.e. class 4 before class 6) at the required service levels for both snow accumulation and ice control.
2.4.3 The snow accumulation provision and response time for a Class 3 road applies to the Hastings Highlands Municipal Office and parking lot for vehicles having municipal business.
2.4.4 In the event of a call from Emergency Services (i.e. police, fire, ambulance) to address a snow accumulation the Municipality of Hasting Highlands will have resources available 24/7 to respond. The response to address snow accumulation will occur as soon as practicable after receiving the call from emergency services.
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2.5 Ice Formation on Roadways and Icy Roadways 2.5.1 A winter event response will be initiated by the patrol person, Patrol Supervisor(s) or Operations Manager. Ice formation on roadways and icy roadways will be treated by providing service that meets the requirements of section 1.6 for all roads within each route as shown in Appendix B. Highway 62, which is a class 3 highway, will be salted at the application rate of 130kg/km. All other roads on all routes listed in Appendix B will be sanded at the application rate of 570kg/km.
2.5.2 In the event of a call from Emergency Services (i.e. police, fire, ambulance) to treat icy roadways the Municipality of Hasting Highlands will have resources available 24/7 to respond. The response to treat icy roadways will occur as soon as practicable after receiving the call from emergency services.
2.6 Winging Back Snow During the winter season it may be necessary to wing back snowbanks on rural road sections in order to move snow from the edge of the roadway to the roadside ditch, reduce the height of the banks to control drifting snow or improve driver visibility at intersections. Winging back snowbanks will occur during normal day shift hours.
2.7 Snowbank Removal During the winter season snowbanks in the Village of Maynooth and other built up areas may require removal. Snowbanks within the sight triangles at intersections to improve driver visibility at intersections, the height of which cannot be reduced by winging back, will be removed. Snowbank removal may occur during normal day shift hours or after normal hours of operations.
2.8 Snow Fence The Municipality of Hastings Highlands does not install and shall not provide snow fencing. 2.9 Vehicle Parking in Winter The Municipality of Hastings Highlands requests the public’s co-operation not to park vehicles along roadways or in snow-plow turnarounds, as it may interfere with a winter event response. A notice of the parking prohibition will be posted on the municipality’s website and a reminder put into the local newspapers. Failure to comply will result in the vehicle being towed away at the owner’s expense according to the Parking Bylaw.
2.10 Record Keeping All plow trucks are equipped with GPS/AVL which is capable of recording the location of the vehicle, plow up or down and spreader on or off. These electronic records for each plow truck will be stored electronically. The records kept by the Operations Manager, Patrol Supervisor(s), and equipment operators and patrol person are paper based. The
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Operations Manager, Patrol Supervisor(s) will complete their record of the day’s accomplishment at the end of each shift. The patrol person and equipment operators will record their observations of weather and road conditions at the time of the patrol of representative roads or winter event response respectively. All paper records will be kept as per the municipality’s record retention bylaw.
3.0 Staff Training
The Municipality of Hastings Highlands requires mandatory annual winter operations training for all operations department staff including contract staff, if any. Training will consist of but not be limited to:
Review of MMS sections 3, 4 and 5; Shift schedules; Call out procedures; Review of plow routes and any route changes for the upcoming winter session; De-icing chemicals – loading instructions, application rates, use of pre- wetting, returning un-used material; Plowing techniques, speed of plowing, rounding corners, lifting plows over level crossing, winging back and high winging Equipment Pre-trip Inspection Equipment Calibration Confirmation Record Keeping Health and Safety Emergency procedures and contact numbers Level of Service – policies, practices and procedures Identification of road salt vulnerable areas and the procedures to follow in those areas Yard and Equipment maintenance Staff will be required to sign off that training has been received.
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Appendix A – Route of Representative Roads
Maintenance Road Name From To Class Hastings Highlands Highway 127 Renfrew County 62 3 Hwy 62 Musclow- Hastings Highlands Provincial Hwy 62 4 Greenview Road Hwy 62 County of Peterson Road Provincial Hwy 62 Haliburton 4 Boundary County of South Baptiste Provincial Hwy 62 Haliburton 4 Lake Road Boundary Madawaska Road Provincial Hwy 62 Provincial Hwy 523 4 Renfrew County Siberia Road Centreview Road 4 Boundary
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Jason Post, Fire Chief Department: Fire Subject: Monthly Fire Report
RECOMMENDATION: THAT Council accepts this Monthly Fire Report as information only, as submitted by the Fire Chief.
ORIGIN: 1. Records and Reports: The Hastings Highlands Fire Department has had twenty-three (23) incidents since 2020-10-21 see the details below.
2. Fire Station Districts Currently all fire stations have been participating in skills drills and equipment checks on a weekly basis until the recent lockdown by the Province and the Hastings Highlands MECG (Municipal Emergency Control Group) moving into Phase I. We have currently stopped all drills and formal training. A limited number of fire fighters per station are allowed to attend the station weekly for equipment checks. We will resume to full station participation once the MECG decides we can safely enter into Phase II.
We conducted a District Chiefs meeting on meeting on Tuesday, October 20 2020 that was fully attended.
Station 3 currently has some plumbing issues and the repairs will be completed as soon as possible.
3. Fire Fighting Training and Certification: Our Associate Instructor, Chief Training Officer and Instructors have resumed Fire Fighter I training at Emond Hall with the start up taking place on Friday, September 11. The Emond Hall location worked well with some positive feedback. We have developed some remote learning tools for our Fire Fighter I & II program and should we remain in a shutdown for a prolonged period we may begin some e-learning with practical sign-offs in the future. It could also prove to be a useful tool should we have students that miss a class. It would afford them the ability to catch up prior to the next class. It was important to resume this training to keep our new recruits interested in the Fire Department as well as completing their training so they can become full service members. Page 120 of 291 Monthly Fire Report - (this will be the last monthly report-moving to qu... AGENDA ITEM #i)
We also started Officer I & II training on Friday, November 27, 2020. We will be running two sessions. One that we have just started and another one next fall. This will allow us to formally train our Supervisors while not having all of them tied up in class at the same time. The Officer training is an important step for Hastings Highlands Fire Department Officers to receive the necessary education to provide them with the tools to be successful in their positions. All Officers are required to complete Officer I & II training and we will be running another class next fall provided we are in a better and safer situation with the ongoing pandemic. The Officer I & II training is currently on hold until such time as the MECG feels it is safe enough to enter into Phase II.
Our Chief Training Officer has attended and performed Traffic Control Training to some stations. The plan is to have the District Chief of the respective station reach out to our training team once they have completed the theoretical based training and they feel they are ready for practical sign- offs to be completed. They can then request attendance through our Chief Training Officer to have one of our Instructors complete the training on some of these specialty modules and complete the skills sign-offs.
4. Responses Since the Last Report:
Date of Alarm Stn. Incident # Location Comments Incident Time # 2020-10-24 10:17:47 02-20-0081 4 Little Papineau Lake Rd Hydro Pole Fire Hwy 62 & Maynooth 2020-11-15 14:11:06 02-20-0082 4 Power Lines Down Arching Station Rd 2020-11-15 14:43:36 02-20-0083 3 Hybla Rd & Mooney Rd Power Lines Down Arching 2020-11-15 14:45:05 02-20-0084 6 Centreview Rd Power Lines Down Arching 2020-11-15 15:36:16 02-20-0085 4 Graphite Rd Power Lines Down Arching Hybla Rd & Salmon 2020-11-15 15:42:32 02-20-0086 3 Power Lines Down Arching Trout Lane 2020-11-15 17:23:07 02-20-0087 1 Hybla Rd Power Lines Down Arching 2020-11-15 18:04:26 02-20-0088 4 Hwy 62 & Peterson Rd Power Lines Down Arching 2020-11-15 18:12:59 02-20-0089 5 Elgin Rd Power Lines Down Arching 2020-11-15 18:33:52 02-20-0090 4 Hwy 62 & Hwy 127 Power Lines Down Arching Bartlett Rd & Musclow 2020-11-15 17:47:34 02-20-0091 3 Power Lines Down Arching Greenview Rd Mountney Rd & Musclow 2020-11-15 21:09:52 02-20-0092 3 Power Lines Down Arching Greenview Rd 2020-11-16 07:13:18 02-20-0093 5 Centre Rd Power Lines Down Arching 2020-11-16 13:25:25 02-20-0094 1 Grassy Lane Power Lines Down Arching 2020-11-16 15:11:59 02-20-0095 1 Buck Hill Rd Power Lines Down Arching 2020-11-16 23:48:30 02-20-0096 4 Highway 62 Power Lines Down Arching 2020-11-24 05:04:51 02-20-0097 6 Golfers Lane Alarm System Malfunction 2020-11-16 11:34:57 02-20-0098 1 Glory Rd Hydro Transformer Exploded 2020-11-26 12:52:07 02-20-0099 1 Glory Crescent Power Lines Down Arching 2020-11-29 12:38:10 02-20-0100 3 Cross Country Rd Vehicle Extrication 2020-11-30 19:23:05 02-20-0101 3 Musclow Greenview Rd Power Lines Down Arching 2020-12-19 05:06:55 02-20-0102 5 Elgin Rd Chimney Fire 2020-12-30 15:33:38 02-20-0103 3 McAlpine Road Accidental Alarm System Activiation
5. Fire Prevention Our Fire Prevention division worked with some of our neighbouring municipalities over the holidays to issue some holiday safety messaging via the Moose FM radio station. They also created some holiday safety messaging that was forwarded to the Municipal Website and Social Media team. The messaging was focused on cooking fires, proper extinguishment of cigarettes and proper installation and location of smoke detectors.
Page 121 of 291 Monthly Fire Report - (this will be the last monthly report-moving to qu... AGENDA ITEM #i) 6. Bylaw & Fire Code Enforcement: Our Fire Prevention Officers have completed and closed all of the active Code Enforcement files. Our Fire Prevention Officers currently do not have any outstanding files.
BACKGROUND INFORMATION: N/A
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: N/A
REFERENCES: N/A
Prepared By:
Jason Post, Fire Chief
Reviewed By: Municipal Clerk October 15, 2020 Reviewed By: CAO/Treasurer October 15, 2020
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Rod Moffitt, Library CEO Department: Library/Culture Subject: Library Cultural Report
RECOMMENDATION: THAT Council accepts the Cultural Report as information only, as submitted by the Library CEO.
BACKGROUND INFORMATION: Library Board – The Library Board held their latest meeting on Tuesday, September 22nd at 9:00 am in the Program room at the library. The next Library Board meeting is scheduled for Thursday, October 15th at 9:00 am in the Program room. Due to Covid-19 restrictions, the public are invited to email Rod ([email protected]) if they wish to attend the meeting in order that proper arrangements can be made for the safety of all involved.
Covid-19 Protocols – We are putting an informational page on the HHPL website to inform patrons about the Covid-19 protocols that have been put into place. You can access this information through a tab at the top of the website, or under the tab of ‘Services’. This will help patrons to be aware of the guidelines for library use at this time.
Initial Reopening Plan – The Library commenced reopening of the facilities on Monday, September 28th. We are currently maintaining pickup service five days a week. Patrons can call in (613-338- 2262) or email ([email protected]) if they would like to pick up books. We are also open on Mondays (11 am – 1:45 pm), Tuesday (11 am – 5:45 pm) and Thursdays (11 am – 5:45 pm) for patrons to drop in to use the computers and browse the stacks. Staff are doing a great job at welcoming and directing patrons as well as maintaining a high standard of cleanliness in the library for the safety of all. Patron visits – The number of patrons who are visiting the library in person is gradually increasing as the word gets out. The numbers are listed below: September 28th (2), September 29th (4), October 1st (6), October 5th (7), October 6th (12), October 8th (13). We will be making courtesy calls to our regular patrons to inform them about our reopening and what protocols will be in place for their next visit.
Virtual Book Club – The HHPL Book Club is starting up again! Of course, things will be a little different. We will be doing an online discussion instead of meeting in front of the fireplace for our cozy book chats. Starting Monday October 26th, you will be able to sign your book out for the first Book Page 123 of 291 Library Cultural Report - (this will be the last monthly report-moving t... AGENDA ITEM #i) Club meeting at the front desk. We will be talking about the book on our Book Club Facebook Group - just request to join this group if you are not currently a member. This month’s novel is the bestselling “Britt-Marie was Here” by Fredrik Backman.
Forest of Reading – We are currently registering for the 2020-2021 Forest of Reading program. We will be ordering books in the Blue Spruce, Silver Birch and Silver Birch Express categories. Youth in our community will be able to sign out books from their appropriate category and then vote on which ones they like the best.
Canadian Curriculum Content Resources - The Hastings Highlands Public Library has purchased a series of Canadian Curriculum workbooks to assist those who may be homeschooling their children this year, or those who are looking for a little extra homework to help their child practice what they've been learning in school. In an effort to make sure these resources stay available for as many families as possible, these materials are for in-house use only and cannot be borrowed. You may browse through these books and mark the pages you would like photocopied to take home. Alternatively, you can let staff know what areas your child struggles with, and we can have some photocopies ready for you to pick up.
The Latest Acquisitions – We are continuing to acquire the latest fiction reads which we are promoting on our website. Below is a sample of our new acquisitions: • One by One by Ruth Ware • Consent by Annabel Lyon • Transcendent Kingdom by Yaa Gyasi • Here the Dark by David Bergen (on the 2020 Scotiabank Giller Prize Shortlist) • Indians on Vacation by Thomas King • The Finder by Will Ferguson • A Private Cathedral by James Lee Burke • The Book of Two Ways by Jodi Picoult • To Tell You the Truth by Gilly MacMillan • The Residence by Andrew Pyper
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: N/A
REFERENCES: N/A
Prepared By:
Rod Moffitt, Library CEO
Reviewed By: Municipal Clerk October 9, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 124 of 291 Library Cultural Report - (this will be the last monthly report-moving t... AGENDA ITEM #ii)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Rod Moffitt, Library CEO Department: Library/Culture Subject: Approved Hastings Highlands Public Library Board meeting minutes - June 18, 2020 and August 4, 2020.
RECOMMENDATION: THAT Council accepts the approved Hastings Highlands Public Library Board meeting minutes for the board meetings held on June 18, 2020 and August 4, 2020 as information, as submitted by the Library CEO.
ORIGIN: A public library board is composed of at least five members appointed by municipal council.
The Hastings Highlands Public Library Board has 7 members that were appointed by Bylaw 2020-031 on April 20, 2020 and are appointed for the remainder of the 2018-2022 Term of Council: Anne Coleman - Board Chair Valerie Loney - Board Vice Chair Vic A. Bodnar - Council Representative Dorothy Gerrow - Council Representative Sherry Burke - Director Colette Freeman - Director Kristena Schutt-Moore - Director
BACKGROUND INFORMATION: Board Meetings are held once a month at the HH Library. Please contact Library CEO Rod Moffitt at [email protected] if you wish to attend a board meeting as Covid-19 screening measures are in place.
The board meeting schedule, agendas and minutes can be found on the library website at hastingshighlandslibrary.ca
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: Page 125 of 291 Approved Hastings Highlands Public Library Board meeting minutes - June ... AGENDA ITEM #ii) STRATEGIC PRIORITY #3 BUILD OUR COMMUNITY Goal: Enhance the Quality of Life
REFERENCES: For information or questions on the board minutes please contact Library CEO Rod Moffitt: [email protected]
Library Board contact information: [email protected] [email protected]
ATTACHMENTS: June 18 2020 minutes Aug 4 2020 minutes
Prepared By:
Rod Moffitt, Library CEO
Reviewed By: Municipal Clerk October 14, 2020 Reviewed By: CAO/Treasurer October 15, 2020
Page 126 of 291 Approved Hastings Highlands Public Library Board meeting minutes - June ... AGENDA ITEM #ii)
Hastings Highlands Public Library Board Meeting Minutes from Thursday, June 18, 2020
Board Member Attendance Board Member Attendance Anne Coleman - Chair P Colette Freeman - Director P Valerie Loney – Vice-Chair P Sherry Burke - Director A Vic Bodnar – Municipal Rep P Dorothy Gerrow - Director P Kristena Schutt – Moore - Director P Guest Attendance Rod Moffitt - CEO P
# Description/Action Required Responsibility Call to Order Chair 1 Approval of Agenda Board & Staff That the Agenda be approved as presented. Resolution # 20-17 M: Valerie Loney S: Anne Coleman All in Favour. Carried. 2 Declaration of Conflict of Interest - None Board & Staff 3 Minutes Board & Staff That the Minutes from the Wednesday, May 27, 2020 Board meeting be Resolution # accepted as presented. 20-18 M: Kristena Schutt-Moore S: Dorothy Gerrow All in Favour. Carried. 4 Business Arising from Minutes Board & Staff Anne will send succession plans from other libraries to the members of the Library Board.
5 Reports Board & Staff a CEO CEO June Cultural Report There are 7 applicants for the HHPL Student Bursary for 2020. The Board will decide the amount of the bursary for each student at a later date. Pickup of Library materials is going very well. Patrons are appreciative of this service.
b Secretary – No reports CEO
Page 127 of 291 Approved Hastings Highlands Public Library Board meeting minutes - June ... AGENDA ITEM #ii)
Hastings Highlands Public Library Board Meeting Minutes from Thursday, June 18, 2020 c Treasurer
d Committee Valerie Loney, Sherry Burke and Colette Freeman reported on the new Pandemic/Epidemic policy and Guidelines for Gradual Re-Opening of the Hastings Highlands Public Library document. A motion to accept the Pandemic/Epidemic policy and the Board & Staff Guidelines for Gradual Re-Opening of the The Hastings Resolution # Highlands Public Library document pending possible 20-19 amendments. M: Valerie Colette will send the new entry signage information for the Loney Library to Rod. Rod will run the signage by the staff and S: Colette then get the entry sign made professionally. Other signage Freeman may be made in house and laminated (i.e. one person per All in Favour. aisle). Carried. e Trustee Board
f Council Municipal Rep. The Municipality is now in their second phase of the recovery plan which will be in place until Friday, July 31st. 6 Strategic Plan Board & Staff An update was received 7 Policies Board & Staff A motion to accept policy HR-03 (Terms and Conditions of Resolution # Employment) as amended. 20-20 M: Anne Coleman S: Valerie Loney All in Favour. Carried. Policies HR-06 (Performance and Discipline) and HR-07 (Human Rights – Discrimination and Harassment) were reviewed to be accepted at the next Board meeting after seeing the amended versions. At September’s Board meeting we will review HHPL policies GOV-12 (Succession Planning) and HR-05 (Compensation).
8 New Business Board & Staff Anne announced that the Baptiste Lake Association donated Resolution # $1,000.00 to the HHPL. 20-21 A motion was made to deposit the $1,000.00 donation into the M: Colette Hastings Highlands Public Library Student Bursary Fund. Freeman S: Valerie Loney All in Favour.
Page 128 of 291 Approved Hastings Highlands Public Library Board meeting minutes - June ... AGENDA ITEM #ii)
Hastings Highlands Public Library Board Meeting Minutes from Thursday, June 18, 2020 Carried. 9 Other Business Board & Staff (Kristena Schutt-Moore needed to leave the meeting at 10:31 am) 10 Next Meeting Date: Tuesday, September 22, 2020 at 9:00 am. The Board & Staff location is TBD. 11 Adjournment at 11:10 am M: Anne Coleman
Page 129 of 291 Approved Hastings Highlands Public Library Board meeting minutes - June ... AGENDA ITEM #ii)
Hastings Highlands Public Library Board Meeting Minutes from Tuesday, August 4, 2020
Board Member Attendance Board Member Attendance Anne Coleman - Chair P Colette Freeman - Director P Valerie Loney – Vice-Chair P Sherry Burke - Director P Vic Bodnar – Municipal Rep P Dorothy Gerrow-Municipal Rep P Kristena Schutt – Moore - Director A Guest Attendance Rod Moffitt – CEO (by telephone) P
# Description/Action Required Responsibility Call to Order 4:05 pm Chair 1 Approval of Agenda Resolution #20- That the Agenda be approved as presented. 22 M: S: All in Favour. Carried. Board & Staff
2 Declaration of Conflict of Interest - None Board & Staff 3 Minutes Minutes for the last meeting were not presented. They will be presented at the September 22 meeting with the August 4, 2020 minutes. 4 Business Arising from Minutes Board & Staff None
5 Reports Board & Staff a Brief overview of background to Conflict Resolution document Collette Freeman and Anne Coleman Policies Presented: Conflict Resolution and Health and Safety Policy, HR-09 Valerie Loney Anne Coleman
b Secretary – No correspondence CEO
c Treasurer No report
d Committee Board none e Trustee Board
Page 130 of 291 Approved Hastings Highlands Public Library Board meeting minutes - June ... AGENDA ITEM #ii)
Hastings Highlands Public Library Board Meeting Minutes from Tuesday, August 4, 2020 none f Council none Municipal Rep.
Board & Staff
6. Policies A motion to accept the Conflict Resolution document as Resolution #20- amended and to be included in HR-09 23 M: Colette Freeman S: Sherry Burke All in Favour. Carried. A Motion to accept the policy HR09, Health and Safety Policy Resolution #20- 24 M: Vic Bodnar S: Dorothy Gerrow All in favour - carried
7 New Business Board & Staff Resolution #20- Health and Safety Committee 25 M: Dorothy Gerrow Motion to appoint Valerie Loney as the Library Member on the S: Sherry Burke Health and Safety Committee All in Favour. Carried.
8 Other Business Board & Staff Discussion regarding the reopening of the Library to the public. The Library Board has tentatively decided on September 28, 2020 as the reopening date. This will be discussed further at the regular meeting of the Library Board scheduled for September 22, 2020 at which time the Board will receive a status report on the preparedness of the Library for Re-Opening Brief discussion regarding location of the next Library Board Meeting; possibly Emond Hall, tba 9 Next Meeting Date: Tuesday, September 22, 2020 Board & Staff 9:00 a.m. 10 Adjournment at 5:49 p.m. Chair
Page 131 of 291 Approved Hastings Highlands Public Library Board meeting minutes - June ... AGENDA ITEM #ii)
Hastings Highlands Public Library Board Meeting Minutes from Tuesday, August 4, 2020
Page 132 of 291 Approved Hastings Highlands Public Library Board meeting minutes - June ... AGENDA ITEM #i)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Tanya Dickinson, Deputy Treasurer Department: Finance Subject: Quarterly Treasury Report
RECOMMENDATION: THAT Council accepts the Quarterly Treasury Report as information only, as submitted by the Deputy Treasurer.
ORIGIN: Council has requested the following financial reports for information purposes on a quarterly basis:
i) A corporate budget to actual report,
ii) An updated corporate reserves report; and
iii) An outstanding tax arrears report.
Additionally, the Council has approved resolution 615-2019 requesting a:
i) Professional development and mileage budget to actual report on a quarterly basis
BACKGROUND INFORMATION: The corporate budget to actual summary shows a detail of the revenue and expense actuals as well as any accruals for the specific time period.
NOTE - Hastings Highlands collects property taxes and payments in lieu of property taxes on behalf of the County of Hastings and the Ontario Education System and requisitions these amounts on a quarterly basis per the Municipal Act, 2001.
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: N/A
Page 133 of 291 Quarterly Treasury Report AGENDA ITEM #i) REFERENCES: N/A
ATTACHMENTS: ATTACHMENT 1 2020 Q3 PRESENTATION
Prepared By:
Tanya Dickinson, Deputy Treasurer
Reviewed By: Municipal Clerk October 9, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 134 of 291 Quarterly Treasury Report Quarterly Treasury Report
1
QUARTERLY REPORT FOR THE PERIOD Jan 1st to September 30th 2020 Page 135 of 291
REGULAR MEETING OF COUNCIL – OPERATIONS AGENDA ITEM #i)
October 21, 2020 Quarterly Treasury Report
2
GUIDE
1. Corporate Budget to Actual Reports
2. Professional Development and Mileage Expense Reports
3. Corporate Reserves Report
4. Outstanding Tax Arrears Report Page 136 of 291 AGENDA ITEM #i) Quarterly Treasury Report
3
CORPORATE BUDGET TO ACTUAL REPORTS Page 137 of 291 AGENDA ITEM #i) Quarterly Treasury Report
4
HIGHLIGHTS: OPERATING BUDGET
MUNICIPALITY OF HASTINGS HIGHLANDS OPERATING BUDGET
BUDGET % BUDGET REMAINING IN % BUDGET DESCRIPTION ACTUAL (+) ACCRUAL (=) CURRENT YTD ACTUAL SPENT 2020 BUDGET ($) DOLLARS REMAINING
REVENUES
Municipal Taxation -5,572,558.00 0.00 -5,572,558.00 74.94% -7,436,129.00 -1,863,571.00 25.06% Municipal Payment In Lieu -42,275.00 0.00 -42,275.00 105.69% -40,000.00 2,275.00 -5.69% Federal & Provincial Grants -1,395,895.00 0.00 -1,395,895.00 75.29% -1,854,100.00 -458,205.00 24.71% Fees & Service Charges -204,938.00 -17,484.00 -222,422.00 79.94% -278,250.00 -55,828.00 20.06% Other Revenue -514,391.00 0.00 -514,391.00 140.31% -366,600.00 147,791.00 -40.31% Reserve Transfers -41,405.00 -193,035.00 -234,440.00 105.01% -223,253.00 11,187.00 -5.01%
TOTAL REVENUES -7,771,462.00 -210,519.00 -7,981,981.00 78.27% -10,198,332.00 -2,216,351.00 21.73%
EXPENSES
Page 138 of 291 General Government Services (Council & Admin) 798,775.00 22,500.00 821,275.00 68.62% 1,196,788.00 -375,513.00 31.38% AGENDA ITEM #i) Protection Services 1,274,808.00 306,034.00 1,580,842.00 73.98% 2,136,765.00 -555,923.00 26.02% Transportation Services 2,629,968.00 225,000.00 2,854,968.00 72.60% 3,932,430.00 -1,077,462.00 27.40% Environmental Services 559,803.00 79,008.00 638,811.00 57.95% 1,102,355.00 -463,544.00 42.05% Recreation & Cultural Services 219,798.00 109,500.00 329,298.00 68.04% 483,948.00 -154,650.00 31.96% Planning & Development Services 121,328.00 239,404.00 360,732.00 170.72% 211,298.00 149,434.00 -70.72% Principal Debt Payments 0.00 296,846.00 296,846.00 75.06% 395,498.00 -98,652.00 24.94% Reserve Transfers 0.00 554,438.00 554,438.00 75.00% 739,250.00 -184,812.00 25.00%
TOTAL EXPENSES 5,604,480.00 1,832,730.00 7,437,210.00 72.93% 10,198,332.00 -2,761,122.00 27.07% Quarterly Treasury Report
5
ADDITIONAL NOTES: OPERATING BUDGET
Total effects of COVID-19 on municipal budgets are still unknown.
The municipality has been tracking additional expenses incurred due to the virus. As of September 30th an additional $18,409.37 was expensed on mandatory items relating to COVID-19 and the health and safety of staff and volunteers.
The Municipality is set to receive up to $236,600 from the provincial government under the Safe Restart Agreement to address 2020 operating pressures relating to COVID-19. These funds have not yet Page 139 of 291 been received. AGENDA ITEM #i)
The Safe Restart funds can be used to cover revenue losses (i.e. waived penalty & interest), loss of investment income, and incremental operational expenses. Any funds not allocated in 2020 must be placed into a reserve to be used for 2021 pressures relating to COVID-19. Quarterly Treasury Report
6 ADDITIONAL NOTES: OPERATING BUDGET MUNICIPALITY OF HASTINGS HIGHLANDS OPERATING BUDGET BUDGET % REMAINING % BUDGET CURRENT YTD BUDGET IN ($) REMAININ DESCRIPTION ACTUAL (+) ACCRUAL (=) ACTUAL SPENT 2020 BUDGET DOLLARS G
REVENUES
Municipal Taxation -5,572,558.00 0.00 -5,572,558.00 74.94% -7,436,129.00 -1,863,571.00 25.06% Municipal Payment In Lieu -42,275.00 0.00 -42,275.00 105.69% -40,000.00 2,275.00 -5.69% Federal & Provincial Grants -1,395,895.00 0.00 -1,395,895.00 75.29% -1,854,100.00 -458,205.00 24.71% Fees & Service Charges -204,938.00 -17,484.00 -222,422.00 79.94% -278,250.00 -55,828.00 20.06% Other Revenue -514,391.00 0.00 -514,391.00 140.31% -366,600.00 147,791.00 -40.31% Reserve Transfers -41,405.00 -193,035.00 -234,440.00 105.01% -223,253.00 11,187.00 -5.01%
TOTAL REVENUES -7,771,462.00 -210,519.00 -7,981,981.00 78.27% -10,198,332.00 -2,216,351.00 21.73%
EXPENSES
General Government Services (Council & Admin) 798,775.00 22,500.00 821,275.00 68.62% 1,196,788.00 -375,513.00 31.38% Protection Services 1,274,808.00 306,034.00 1,580,842.00 73.98% 2,136,765.00 -555,923.00 26.02% Transportation Services 2,629,968.00 225,000.00 2,854,968.00 72.60% 3,932,430.00 -1,077,462.00 27.40% Environmental Services 559,803.00 79,008.00 638,811.00 57.95% 1,102,355.00 -463,544.00 42.05% Recreation & Cultural Services 219,798.00 109,500.00 329,298.00 68.04% 483,948.00 -154,650.00 31.96% Planning & Development Services 121,328.00 239,404.00 360,732.00 170.72% 211,298.00 149,434.00 -70.72% Page 140 of 291 Principal Debt Payments 0.00 296,846.00 296,846.00 75.06% 395,498.00 -98,652.00 24.94% Reserve Transfers 0.00 554,438.00 554,438.00 75.00% 739,250.00 -184,812.00 25.00% AGENDA ITEM #i)
TOTAL EXPENSES 5,604,480.00 1,832,730.00 7,437,210.00 72.93% 10,198,332.00 -2,761,122.00 27.07% Other Revenue reflects higher than budgeted revenues due to Sale of Surplus Land being recorded. These amounts are being offset by an accrual in Planning & Development Services as those revenues will be transferred to reserves at year end. Quarterly Treasury Report
7 ADDITIONAL NOTES: OPERATING BUDGET MUNICIPALITY OF HASTINGS HIGHLANDS OPERATING BUDGET
BUDGET CURRENT YTD % BUDGET REMAINING IN % BUDGET DESCRIPTION ACTUAL (+) ACCRUAL (=) ACTUAL SPENT 2020 BUDGET ($) DOLLARS REMAINING
REVENUES
Municipal Taxation -5,572,558.00 0.00 -5,572,558.00 74.94% -7,436,129.00 -1,863,571.00 25.06% Municipal Payment In Lieu -42,275.00 0.00 -42,275.00 105.69% -40,000.00 2,275.00 -5.69% Federal & Provincial Grants -1,395,895.00 0.00 -1,395,895.00 75.29% -1,854,100.00 -458,205.00 24.71% Fees & Service Charges -204,938.00 -17,484.00 -222,422.00 79.94% -278,250.00 -55,828.00 20.06% Other Revenue -514,391.00 0.00 -514,391.00 140.31% -366,600.00 147,791.00 -40.31% Reserve Transfers -41,405.00 -193,035.00 -234,440.00 105.01% -223,253.00 11,187.00 -5.01%
TOTAL REVENUES -7,771,462.00 -210,519.00 -7,981,981.00 78.27% -10,198,332.00 -2,216,351.00 21.73%
EXPENSES
General Government Services (Council & Admin) 798,775.00 22,500.00 821,275.00 68.62% 1,196,788.00 -375,513.00 31.38% Protection Services 1,274,808.00 306,034.00 1,580,842.00 73.98% 2,136,765.00 -555,923.00 26.02% Transportation Services 2,629,968.00 225,000.00 2,854,968.00 72.60% 3,932,430.00 -1,077,462.00 27.40% Environmental Services 559,803.00 79,008.00 638,811.00 57.95% 1,102,355.00 -463,544.00 42.05%
Page 141 of 291 Recreation & Cultural Services 219,798.00 109,500.00 329,298.00 68.04% 483,948.00 -154,650.00 31.96% Planning & Development Services 121,328.00 239,404.00 360,732.00 170.72% 211,298.00 149,434.00 -70.72%
Principal Debt Payments 0.00 296,846.00 296,846.00 75.06% 395,498.00 -98,652.00 24.94% AGENDA ITEM #i) Reserve Transfers 0.00 554,438.00 554,438.00 75.00% 739,250.00 -184,812.00 25.00%
TOTAL EXPENSES 5,604,480.00 1,832,730.00 7,437,210.00 72.93% 10,198,332.00 -2,761,122.00 27.07% Reserve Transfers have been adjusted to include the $67,000 transfer from the Reserve for Economic Development Expense that Council approved for downtown revitalization aesthetics. These expenses are being reflected within Planning & Development Services. Quarterly Treasury Report
8
HIGHLIGHTS: CAPITAL BUDGET
MUNICIPALITY OF HASTINGS HIGHLANDS CAPITAL BUDGET
BUDGET % BUDGET REMAINING IN % BUDGET DESCRIPTION ACTUAL (+) ACCRUAL (=) CURRENT YTD ACTUAL SPENT 2020 BUDGET ($) DOLLARS REMAINING
REVENUES
Federal Grants 0.00 -1,787,755.00 -1,787,755.00 0.00 0.00 Provincial Grants -139,103.00 0.00 -139,103.00 7.15% -1,944,365.00 1,805,262.00 92.85% Municipal Debt 0.00 0.00 0.00 0.00 0.00 Municipal Taxation 0.00 0.00 0.00 0.00% -300,000.00 300,000.00 100.00% Municipal Reserves 0.00 -1,818,189.00 -1,818,189.00 55.80% -3,258,693.00 1,440,504.00 44.20% Gas Tax Transfer 0.00 -183,584.00 -183,584.00 26.41% -695,000.00 511,416.00 73.59%
TOTAL REVENUES -1,957,292.00 -1,971,339.00 -3,928,631.00 63.38% -6,198,058.00 2,269,427.00 36.62%
EXPENSES Page 142 of 291
Roads 3,917,344.00 0.00 3,917,344.00 86.04% 4,553,058.00 -635,714.00 13.96% AGENDA ITEM #i) Bridges 0.00 0.00 0.00 0.00 0.00 Buildings 0.00 0.00 0.00 0.00% 965,000.00 -965,000.00 100.00% Waste Sites 0.00 0.00 0.00 0.00 0.00 Vehicles/Equipment 6,666.00 0.00 6,666.00 1.06% 630,000.00 -623,334.00 98.94% Information Technology Replacement 4,621.00 0.00 4,621.00 9.24% 50,000.00 -45,379.00 90.76%
TOTAL EXPENSES 3,928,631.00 0.00 3,928,631.00 63.38% 6,198,058.00 -2,269,427.00 36.62% Quarterly Treasury Report
9
ADDITIONAL NOTES: CAPITAL BUDGET
We have not yet submitted a claim to be reimbursed for eligible costs for the ICIP funded Highway 62 Project. A claim will be submitted when the work is completed and all expenses have been incurred. A final project reconciliation report will be brought to Council when the project is complete.
A final project reconciliation report will also be brought to Council for the Maynooth Downtown Revitalization when that project is complete. Page 143 of 291 AGENDA ITEM #i) Quarterly Treasury Report
10
HIGHLIGHTS: CEMETERY BUDGET
MUNICIPALITY OF HASTINGS HIGHLANDS CEMETERY BUDGET
BUDGET % BUDGET REMAINING IN % BUDGET DESCRIPTION ACTUAL (+) ACCRUAL (=) CURRENT YTD ACTUAL SPENT 2020 BUDGET ($) DOLLARS REMAINING
REVENUES
Municipal Taxation 0.00 -2,423.00 -2,423.00 48.46% -5,000.00 2,577.00 51.54%
TOTAL REVENUES 0.00 -2,423.00 -2,423.00 48.46% -5,000.00 2,577.00 51.54%
EXPENSES
Cemetery Property Maintenance 2,423.00 0.00 2,423.00 48.46% 5,000.00 -2,577.00 51.54%
Page 144 of 291 TOTAL EXPENSES 2,423.00 0.00 2,423.00 48.46% 5,000.00 -2,577.00 51.54% AGENDA ITEM #i) Quarterly Treasury Report
11
HIGHLIGHTS: LIBRARY BUDGET
MUNICIPALITY OF HASTINGS HIGHLANDS LIBRARY BUDGET
BUDGET % BUDGET REMAINING IN % BUDGET DESCRIPTION ACTUAL (+) ACCRUAL (=) CURRENT YTD ACTUAL SPENT 2020 BUDGET ($) DOLLARS REMAINING
REVENUES
Federal Grants 0.00 0.00 0.00 -1,000.00 1,000.00 Provincial Grants 0.00 -12,961.00 -12,961.00 69.01% -18,780.00 5,819.00 30.99% Municipality Contribution 0.00 -105,750.00 -105,750.00 75.00% -141,000.00 35,250.00 25.00% Fees & Service Charges -6,100.00 0.00 -6,100.00 63.21% -9,650.00 3,550.00 36.79% Other Revenue -4,340.00 0.00 -4,340.00 87.68% -4,950.00 610.00 12.32% Reserve Transfers 0.00 -3,349.00 -3,349.00 75.01% -4,465.00 1,116.00 24.99%
TOTAL REVENUES -10,440.00 -122,060.00 -132,500.00 73.67% -179,845.00 47,345.00 26.33%
EXPENSES Page 145 of 291
Library 113,273.00 2,025.00 115,298.00 64.11% 179,845.00 -64,547.00 35.89% AGENDA ITEM #i)
TOTAL EXPENSES 113,273.00 2,025.00 115,298.00 64.11% 179,845.00 -64,547.00 35.89% Quarterly Treasury Report
12
MILEAGE & PROFESSIONAL DEVELOPMENT EXPENSE Page 146 of 291
REPORTS AGENDA ITEM #i) Quarterly Treasury Report
13
Mileage Expense Report
Resolution Reference: 615-2019 Period: September 30, 2020
BUDGET % BUDGET REMAINING IN ($) % BUDGET Department: MILEAGE (incl. gas & oil) ACTUAL (+) ACCRUAL (=) Current YTD Actual SPENT 2020 BUDGET DOLLARS REMAINING Corporate Management/Administration 794.08 - 794.08 15.88% 5,000.00 -4,205.92 84.12%
Fire Services 4,985.32 - 4,985.32 71.22% 7,000.00 -2,014.68 28.78% Fire Services Equipment
#101 Response SUV - Fire Chief 1,069.46 - 1,069.46 23.77% 4,500.00 -3,430.54 76.23%
Station 1 Fire Trucks 2,289.98 - 2,289.98 57.25% 4,000.00 -1,710.02 42.75%
Station 2 Fire Trucks 481.56 - 481.56 96.31% 500.00 -18.44 3.69%
Station 3 Fire Trucks 1,077.19 - 1,077.19 53.86% 2,000.00 -922.81 46.14%
Station 4 Fire Trucks 1,314.02 - 1,314.02 65.70% 2,000.00 -685.98 34.30%
Station 5 Fire Trucks 741.34 - 741.34 37.07% 2,000.00 -1,258.66 62.93%
Station 6 Fire Trucks 529.97 - 529.97 44.16% 1,200.00 -670.03 55.84% Fire Services & Fire Equipment Subtotal 12,488.84 - 12,488.84 53.83% 23,200.00 -10,711.16 46.17%
Building Services 6,108.61 - 6,108.61 48.87% 12,500.00 -6,391.39 51.13% Bylaw Services 1,270.29 - 1,270.29 63.51% 2,000.00 -729.71 36.49% Roads - - - 0.00% 500.00 -500.00 100.00% Roads Bulk Fuel & Oil (dyed) 177,515.49 - 177,515.49 66.99% 265,000.00 -87,484.51 33.01% Roads Equipment
#101 Works Truck - Operations Staff 5,470.78 - 5,470.78 54.71% 10,000.00 -4,529.22 45.29% Page 147 of 291 #102 Works Truck - Mechanic 1,498.87 - 1,498.87 29.98% 5,000.00 -3,501.13 70.02%
#104 Works Truck - Operations Supervisor 2,892.14 - 2,892.14 41.32% 7,000.00 -4,107.86 58.68% AGENDA ITEM #i)
#105 Works Truck - Operations Manager 3,155.27 - 3,155.27 45.08% 7,000.00 -3,844.73 54.92%
#106 Works Truck - Operations Supervisor 4,061.65 - 4,061.65 67.69% 6,000.00 -1,938.35 32.31%
#302 Patrol Truck - Operations Staff 3,084.23 - 3,084.23 51.40% 6,000.00 -2,915.77 48.60%
#410 Bangor Steamer 144.09 - 144.09 14.41% 1,000.00 -855.91 85.59% Roads & Roads Equipment Subtotal 197,822.52 - 197,822.52 64.33% 307,500.00 -109,677.48 35.67%
Waste Disposal 2,789.37 - 2,789.37 92.98% 3,000.00 -210.63 7.02% Planning - - - 0.00% 1,000.00 -1,000.00 100.00%
Total 221,273.71 0.00 221,273.71 62.47% 354,200.00 -132,926.29 37.53% Quarterly Treasury Report
14
Professional Development Expense Report
Resolution Reference: 615-2019 Period: September 30, 2020
Current YTD % BUDGET BUDGET REMAINING % BUDGET Department: PROFESSIONAL DEVELOPMENT ACTUAL (+) ACCRUAL (=) Actual SPENT 2020 BUDGET IN ($) DOLLARS REMAINING Corporate Management/Administration 9,526.70 0.00 9,526.70 47.63% 20,000.00 -10,473.30 52.37% Fire Services 7,119.41 0.00 7,119.41 35.60% 20,000.00 -12,880.59 64.40% Mutual Aid/Rescue Unit - 0.00 - 0.00% 1,000.00 -1,000.00 100.00% Building Services 5,402.25 0.00 5,402.25 90.04% 6,000.00 -597.75 9.96% Bylaw Services 1,270.29 0.00 1,270.29 127.03% 1,000.00 270.29 -27.03% Roads 5,014.26 0.00 5,014.26 29.50% 17,000.00 -11,985.74 70.50% Waste Disposal 639.30 0.00 639.30 15.98% 4,000.00 -3,360.70 84.02% Planning 404.64 0.00 404.64 16.19% 2,500.00 -2,095.36 83.81%
TOTAL 29,376.85 0.00 29,376.85 41.09% 71,500.00 -42,123.15 58.91%
Page 148 of 291 NOTE: Building Services Professional Development expenses have
decreased due to re-allocating expenses to proper accounts. AGENDA ITEM #i) Quarterly Treasury Report
15
CORPORATE RESERVES REPORT Page 149 of 291 AGENDA ITEM #i) Quarterly Treasury Report
16
CORPORATE RESERVES REPORT
YEAR: 2020 2019 2020 2020 2020 2020
Description of Discretionary Reserve Account # Balance Dec 31 Budget From Budget to Actual to Balance Dec 31
Reserve for Working Capital 01-3100-0100 2,672,704.30 -2,578,693.00 94,011.30 Reserve for Insurance Expense 01-3100-0110 30,065.48 30,065.48 Reserve for Election Expense 01-3100-0130 32,500.26 15,000.00 47,500.26 Reserve for Recreation Expense 01-3100-0140 32,500.00 32,500.00 Reserve for Economic Development Expense 01-3100-0150 67,000.00 -67,000.00 0.00 Reserve for Health Expense 01-3100-0160 25,000.00 -10,000.00 15,000.00 Reserve for Gym Equipment Expense 01-3100-0170 8,164.00 8,164.00 Reserve for Proceeds from Sale of Land 01-3100-0180 261,011.40 261,011.40 Reserve for Cannabis Legalization Implementation 01-3100-0190 16,053.00 16,053.00 Reserve for Building Capital Expense 01-3100-0200 176,736.32 9,250.00 185,986.32 Reserve for Admin Capital Expense 01-3100-0210 237,977.07 -50,000.00 30,000.00 217,977.07 Reserve for Equipment Replacement 01-3100-0220 290,155.84 -290,000.00 270,000.00 270,155.84 Reserve for Bridge Capital Maintenance 01-3100-0230 155,000.00 170,000.00 325,000.00 Page 150 of 291 Reserve for Road Construction Expense 01-3100-0240 550,000.84 200,000.00 750,000.84
Reserve for Landfill Capital 01-3100-0250 172,637.69 -172,000.00 637.69 AGENDA ITEM #i) Reserve for Fire Capital 01-3100-0260 458,856.49 -340,000.00 20,000.00 138,856.49 Reserve for Landfill Closure Expense 01-3100-0900 532,004.07 25,000.00 557,004.07
TOTAL 5,718,366.76 -3,507,693.00 739,250.00 0.00 2,949,923.76 Quarterly Treasury Report
17
CORPORATE RESERVES REPORT
YEAR: 2020 2019 2020 2020 2020
Description of Obligatory Reserve Account # Balance Dec 31 Budget From Budget to Balance Dec 31 Reserve for Gas Tax Fund 03-3200-1030 335,910.02 -695,000.00 244,397.32 -114,692.66 Reserve for Ontario's Main Street Revitalization Initiative (Deferred Revenue) 01-2200-0600 41,253.14 -41,253.14 0.00 Reserve for Cash In Lieu of Parkland (Deferred Revenue) 01-2200-0800 63,500.00 63,500.00
TOTAL 440,663.16 -736,253.14 244,397.32 -51,192.66 Page 151 of 291 AGENDA ITEM #i) Quarterly Treasury Report
18
OUTSTANDING TAX ARREARS REPORT Page 152 of 291 AGENDA ITEM #i) Quarterly Treasury Report
19
OUTSTANDING TAX ARREARS REPORT
2020 Monthly Outstanding Tax Arrears Report
YEAR END 2019 As at December 31, 2019 Amount Penalty/Interest Total Current Year 438,645.67 37,448.82 476,094.49 Last Year 120,869.83 26,465.80 147,335.63 Previous Year 44,617.66 12,218.99 56,836.65 Prior Years 34,292.73 18,192.43 52,485.16 Total 638,425.89 94,326.04 732,751.93
COMPARING LIKE HISTORICAL PERIODS As at September 2020 As at September 2019 Amount Penalty/Interest Total Amount Penalty/Interest Total Variance Current Year -307,074.97 26,993.91 -280,081.06 -194,675.44 29,628.81 -165,046.63 -115,034.43 Last Year 177,216.40 33,952.17 211,168.57 162,026.76 29,616.66 191,643.42 19,525.15 Previous Year 51,105.44 20,263.71 71,369.15 49,060.04 12,082.38 61,142.42 10,226.73 Prior Years 58,464.36 31,116.71 89,581.07 34,527.95 17,534.54 52,062.49 37,518.58 Total -20,288.77 112,326.50 92,037.73 50,939.31 88,862.39 139,801.70 -47,763.97 Page 153 of 291 AGENDA ITEM #i) Quarterly Treasury Report
20
Projected Hastings Highlands Tax Arrears $2,500,000.00
$2,000,000.00
$1,500,000.00
$1,000,000.00
$500,000.00 Page 154 of 291 $0.00
2014 2015 2016 2017 2018 2019 2020 AGENDA ITEM #i) AGENDA ITEM #i)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Suzanne Huschilt, Municipal Clerk Department: Administration Subject: Customer Service Strategy - Redefining the Customer Service Experience
RECOMMENDATION: THAT Council accepts this report "Customer Service Strategy - Redefining the Customer Service Experience" as submitted by the Clerk and the Administrative Assistant, as information only.
ORIGIN: At the Regular Meeting of Council, Planning held on October 2, 2019, Council resolved the following regarding quality improvement for complaints management: (602-2019) THAT Council direct staff of each department to provide an outline of how requests for service/registered complaints are managed, including each step in the process for managing the complaint from receipt to final resolution. Include data for all complaints received over the last year (or longer, if information is available), and the status of the same. Going forward, that staff provide a quarterly report with the data, and that staff develop and include improvement opportunities for managing complaints, and these good news/bad news efforts are included in the quarterly reports.
2019-2023 Community Strategic Plan STRATEGIC PRIORITY #4 EXCEPTIONAL SERVICE AND GOVERANCE Goal: Build a Strong Customer Service Culture Action: Provide a resource designated to promote and implement exceptional and quality customer service. Action: Implement a customer service management system.
BACKGROUND INFORMATION: The Municipality has identified 'Exceptional Service and Governance' in their 2019-2023 Community Strategic Plan, and as such has endeavoured to work collectively with Council and Staff to identify and manage any concerns that exist within the Municipality's current approach to managing customer service/complaints with the ultimate goal of providing an 'Exemplary Customer Service Experience' for the customers of Hastings Highlands.
The Municipality intends to achieve this objective by implementing a 'Customer Service Strategy', as a comprehensive, standardized and intentional approach to managing the 'customer service Page 155 of 291 Customer Service Strategy - Redefining the Customer Service Experience (... AGENDA ITEM #i) experience'. The Customer Service Strategy serves as a roadmap, allowing staff to competently navigate, define and respond to the varying needs and concerns of our customers.
The Customer Service Strategy proposes an update to the Municipality’s Complaint Policy, as well as the addition of the following three (3) policies:
1. Corporate Customer Service Standards Policy 2. Bylaw Enforcement Complaint Policy 3. Unreasonable Customer Service Policy
Each of these four (4) policies are designed to appropriately respond to the relevant concerns and needs of a customer, with a collective approach to providing a quality, consistent, courteous ‘Customer Service Experience’ with every person and at every point of interaction.
Fundamental in the integration of this new approach to managing customer service is the introduction of the Municipality's 'Electronic Customer Service Management Platform' an innovative customer intake tool, powered by the software company Access E11. This software is robustly designed to receive, respond and report on customer concerns, empowering staff to respond simply and efficiently.
How does this work? Once a Customer Service Request Form is submitted via one of the Municipal outlets (in-person, phone, email or on our website)the system captures and forwards these requests to ‘triage’ to be assigned to a staff member. The system then allows staff to efficiently manage requests and communication with both staff and the customer. Customers will be prompted to provide their name and contact information, as well as information related to their concern/issue(s). Customers using the ‘Customer Service Request Form’ on the Municipality’s website (www.hastingshighlands.ca) will have an additional option to insert image(s) or document(s) related to their concern, for staff to access and view once submitted.
Customers can expect to receive the following response once a Customer Service Request has been submitted: • An automated message acknowledging receipt of the request (if an email address was provided at the point of intake) • A copy of the unique case number assigned to their request • An automated acknowledgement of when the case is closed (if an email address has been provided at the point of intake) Key to the successful implementation of the 'Customer Service Strategy' is the launch of the Municipality's 'customer service marketing campaign', which is equipped with the resources and tools necessary to help staff, council and customers navigate the new ports and expectations of customer service. These resources include the following tools: • Customer Service dedicated page on the Municipality's website, offering information and resources for customers to submit concerns/complaints of varying nature and a place to submit feedback and compliments to the Municipality • An electronic and print 'roadmap' designed to help customers define their complaint (Bylaw Complaint, Customer Service Request, Corporate Complaint etc.) to ensure effective, efficient processing of their concerns • Staff training to ensure staff are equipped to most appropriately manage the varying needs of customers
Page 156 of 291 Customer Service Strategy - Redefining the Customer Service Experience (... AGENDA ITEM #i) In conclusion, the Municipality's Customer Service Strategy provides Council, Staff and public alike the roadmap (policies) and driving directions (customer service management platform) to help effectively and efficiently navigate the varying needs of customers in Hastings Highlands, in a manner that is intentional, consistent and reflective of an 'Exemplary Customer Service Experience'.
FINANCIAL IMPACT: Access E11 Software:
$3,000 (annual fee) + $500 (one time setup) + $100 per user (number of users TBD, minimum of six required) + HST = Approximately $4,633 for 2020
$5,000 was allocated in the approved 2020 Operating Budget to investigate options for a resource to assist both staff and Council with training and performance related customer service outcomes under Strategic Priority #4.
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #4 EXCEPTIONAL SERVICE AND GOVERANCE Goal: Build a Strong Customer Service Culture Action: Provide a resource designated to promote and implement exceptional and quality customer service. Action: Implement a customer service management system.
REFERENCES: N/A
ATTACHMENTS: Customer Service Strategy
Prepared By:
Suzanne Huschilt, Municipal Clerk
Reviewed By: Municipal Clerk October 13, 2020 Reviewed By: CAO/Treasurer October 15, 2020
Page 157 of 291 Customer Service Strategy - Redefining the Customer Service Experience (... Customer Service Strategy - Redefining the Experience (...
Municipality of Hastings Highlands
Page 158 of 291 Customer Service Strategy AGENDA ITEM #i) Customer Service Strategy - Redefining the Experience (...
Corporate Bylaw Corporate Unreasonable Customer Enforcement Complaints Customer Service Complaints Policy Behaviour Standards Policy Policy Policy Page 159 of 291
Customer Service Strategy AGENDA ITEM #i) The Municipality of Hastings Highlands Customer Service Strategy - Redefining the Experience (...
Customer Service Strategy The Municipality’s Customer Service Strategy is a comprehensive, standardized, intentional approach to managing the ‘Customer Service Experience’. The Customer Service Strategy serves as a roadmap, allowing staff to competently navigate, define and respond to the varying needs and concerns of our customers. The Customer Service Strategy includes the following policies:
Corporate Customer Service Standards Policy - NEW
Bylaw Enforcement Complaints Policy - NEW Page 160 of 291
Corporate Complaints Policy - Updated AGENDA ITEM #i)
Unreasonable Customer Service Policy - NEW Customer Service Strategy - Redefining the Experience (...
Electronic Customer Service Management Tool (Access E11 Software) RECEIVE - Captures customer’s issues from any source (email, phone, in- person, website) RESOLVE - Assigns staff, tracks status and automatically sends updates REPORT - Built in Smart Reports provide summary and detailed reports Page 161 of 291 AGENDA ITEM #i) Customer Service Strategy - Redefining the Experience (...
• The Corporate Customer Service Standards Policy defines the minimum standards to communicate with customers efficiently and respectfully (in-person, by phone, or by email) as well as expected response times and delivery outcomes for services offered by the Municipality. • This policy provides customers with a method for Corporate submitting ‘Customer Service Requests’ which generates the following: Customer An automated message acknowledging receipt of the request (if an email address Service was provided at the point of intake) Standards Policy A copy of the unique case number assigned to their request An automated acknowledgement of when
Page 162 of 291 the case is closed (if an email address has
been provided at the point of intake) AGENDA ITEM #i) Customer Service Strategy - Redefining the Experience (...
• The Bylaw Enforcement Complaints Policy is a formal policy and procedure governing the handling of municipal bylaw complaints by the Municipality and to ensure standardized, Bylaw thorough, prompt and courteous receipt, processing, investigation and resolution Enforcement • The Municipality is committed to the delivery of municipal law enforcement services in a timely and effective manner. The goal of these services is to Complaints achieve compliance with municipal bylaws through Policy education and enforcement. Page 163 of 291 AGENDA ITEM #i) Customer Service Strategy - Redefining the Experience (...
Corporate Complaints Policy
• The purpose of this policy is to satisfy the provisions of Bill 8, Public Sector and MPP Accountability and Transparency Act, 2014 as it relates to response to complaints from the public. • The Municipality of Hastings Highlands is committed to a consistent and uniform process to respond to complaints received from members of the public regarding programs, facilities, municipal services, municipal staff and procedures. • The Municipality of Hastings Highlands recognizes
Page 164 of 291 the importance of public feedback and welcomes constructive complaints as a valuable form of feedback regarding our services, operations and AGENDA ITEM #i) facilities. Customer Service Strategy - Redefining the Experience (...
The Municipality of Hastings Highlands endeavours to provide exemplary service to all members of the public. The Municipality aims to address service Handling of requests and complaints equitably, comprehensively, and in a timely manner.
Vexatious, frivolous and/or unreasonably persistent requests/complaints may Unreasonable compromise the Municipality’s ability to deliver good customer service in an equitable, efficient and effective manner. These situations may require the Municipality to put limits on the contact which customers have with the Customer Corporation. These actions will ensure that Municipal resources are used effectively and efficiently, while still maintaining a high level of customer Behaviour service and responsiveness. This policy will guide staff to identify situations that meet the criteria of Policy vexatious, frivolous and/or unreasonably persistent and the associated actions that may be undertaken in such circumstances. The aim of the policy is to contribute to the overall intent of dealing with all customers in ways that are consistent, fair and reasonable while acknowledging that there may be a need
Page 165 of 291 to shield staff from unreasonable behaviour. AGENDA ITEM #i) AGENDA ITEM #ii)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Suzanne Huschilt, Municipal Clerk Department: Administration Subject: DRAFT Bylaw 2020-077 Corporate Customer Service Standards Policy
RECOMMENDATION: THAT Council accepts this report "DRAFT Bylaw 2020-077 Customer Service Standards Policy", as submitted by the Clerk and the Administrative Assistant; and
THAT Council reviews the DRAFT Customer Service Standards Policy; and
FURTHERMORE THAT Council provides further direction or required changes/amendments.
ORIGIN: *Should Council have any changes, a new motion (after the above motion is carried) may be introduced to direct staff to do so.
At the Regular Meeting of Council, Planning held on October 2, 2019, Council resolved the following regarding quality improvement for complaints management: (602-2019) THAT Council direct staff of each department to provide an outline of how requests for service/registered complaints are managed, including each step in the process for managing the complaint from receipt to final resolution. Include data for all complaints received over the last year (or longer, if information is available), and the status of the same. Going forward, that staff provide a quarterly report with the data, and that staff develop and include improvement opportunities for managing complaints, and these good news/bad news efforts are included in the quarterly reports.
BACKGROUND INFORMATION: The Municipality of Hastings Highlands has identified 'Exceptional Service and Governance' as a strategic priority in the 2019-2023 Community Strategic Plan; to build and foster a strong customer service culture.
The Municipality is committed to providing a high standard of service to all customers and as such has endeavoured to set minimum standards to communicate with customers efficiently and respectfully.
Page 166 of 291 DRAFT Bylaw 2020-077 Corporate Customer Service Standards Policy AGENDA ITEM #ii) The standards are outlined in the 'Corporate Customer Service Policy' are a reflection of “Exceptional Service and Governance” and the Municipality’s commitment to: • Provide a consistent and exceptional customer service experience • Enhance communications with customers and staff • Reduce calls and inquiries from being “bounced around” internally • Provide service excellence at all levels within the Municipality and focus on the key drivers of customer satisfaction The Corporate Customer Service Policy collectively endeavours to provide an exceptional 'Customer Service Experience' at every point of contact (in-person, email, on the phone, or on social media) and at every stage of the interaction, ensuring that customers can expect the same consistent level of service each and every time.
'Customer Service Request' formerly referred to as a 'Request for Service' A formal review of the Municipality's current complaint handling policy revealed a gap in the process reserved for managing 'request for services' now referred to as a 'customer service request'. Customer service requests (CSR) are reserved for issues that cannot be resolved at the first point of contact with the Municipality and may include issues such as a side walk problem, pot hole, snow clearing etc. Information on a 'Customer Service Request' as well as defined processes and expectations have been rigorously defined in the 'Corporate Customer Service Standards Policy' in an effort to better establish consistent, quality, customer service. Addressing the Complex Concerns/Request of Customers The concerns and requests of customers vary diversely within the Municipality, and as such the Municipality has responded by designing policies appropriate for managing the uniqueness of concerns/complaints (Corporate Complaints Policy, Bylaw Enforcement Complaints etc.). The Corporate Customer Service Standards Policy provides reference to these policies and in addition provides information on where the full policy can be obtained.
In summary, the 'Corporate Customer Service Standards Policy' defines the minimum standards to communicate with customers efficiently and respectfully (in-person, by phone, or by email) as well as expected response times and delivery outcomes for services offered by the Municipality. The policy provides customers with a method for submitting 'customer service requests' as well as reference to other complaint policies adopted by the Municipality.
FINANCIAL IMPACT: $3,000 (annual fee) + $500 (one time setup) + $100 per user (number of users TBD, minimum of six required) + HST = Approximately $4,633 for 2020 $5,000 was allocated in the approved 2020 Operating Budget to investigate options for a resource to assist both staff and Council with training and performance related customer service outcomes under Strategic Priority #4
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #4 Exceptional Service and Governance Goal: Build a Strong Customer Service Culture Action: Provide a resource designated to promote and implement exceptional and quality customer service. Action: Implement a customer service management system.
REFERENCES: Page 167 of 291 DRAFT Bylaw 2020-077 Corporate Customer Service Standards Policy AGENDA ITEM #ii) City of Kawartha Lakes
ATTACHMENTS: DRAFT Schedule 'A' Bylaw 2020-077 Customer Service Standards
Prepared By:
Suzanne Huschilt, Municipal Clerk
Reviewed By: Municipal Clerk October 15, 2020 Reviewed By: CAO/Treasurer October 15, 2020
Page 168 of 291 DRAFT Bylaw 2020-077 Corporate Customer Service Standards Policy AGENDA ITEM #ii)
Municipality of Hastings Highlands
Schedule ‘A’ to Bylaw 2020-077 Corporate Customer Service Standards
The Municipality of Hastings Highlands is dedicated to providing our community with ‘Exceptional Service and Governance’ by providing consistent, timely, courteous and respectful service at every point of contact and with every interaction.
Page 169 of 291 DRAFT Bylaw 2020-077 Corporate Customer Service Standards Policy AGENDA ITEM #ii)
Municipality of Hastings Highlands Corporate Customer Service Standards Schedule ‘A’ to Bylaw 2020-077
Table of Contents
Principles of Customer Service Standards ...... 1 Channels of Communication...... 1 Telephone ...... 2 Electronic and Written Correspondence ...... 4 In Person...... 6 Departmental Standards ...... 7 Accessibility ...... 7 The Customer Service Experience ...... 8 Tips for a Positive Interaction/Tips to Deal With ...... 8 Unreasonable Customer Behaviour ...... 9 The Municipality’s Front-Line Staff...... 9 Customer Service Requests ...... 10 Requests to Speak with Mayor/Councillor ...... 11 Complaints...... 12 Compliments/Feedback ...... 12
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Municipality of Hastings Highlands Corporate Customer Service Standards Schedule ‘A’ to Bylaw 2020-077
Principles of Customer Service Standards The Municipality of Hastings Highlands identifies exceptional service and governance as a strategic priority to build and foster a strong customer service culture.
The Municipality is committed to providing a high standard of service to all customers. Customers include staff, residents, business owners, visitors, tourists, investors and other stakeholders.
The standards outlined in this document are a reflection of “Exceptional Service and Governance” and the Municipality’s commitment to:
Provide a consistent and exceptional customer service experience Enhance communications with customers and staff Reduce calls and inquiries from being “bounced around” internally Provide service excellence at all levels within the Municipality and focus on the key drivers of customer satisfaction to: Respond and acknowledge receipt of customer contact within a reasonable time frame Provide accurate information and/or the avenue for the customer to receive it Provide fair and consistent treatment Be polite and respectful Provide a response and ensure completeness of service or request
These guidelines set minimum standards to communicate with customers efficiently and respectfully.
Channels of Communication The customer service standards provide guidelines for quality delivery of services through the following customer communication channels:
Telephone Electronic/Written Correspondence In Person
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Municipality of Hastings Highlands Corporate Customer Service Standards Schedule ‘A’ to Bylaw 2020-077
Telephone
Telephone Response Time Customer calls are returned as soon as possible when they are received. As a general rule, telephone calls will be returned within two (2) business days.
Staff’s response, within two business days, may not provide a complete resolution, but will be an acknowledgement that the message has been received. Staff should also provide an indication of any further action that will be taken to address the issue.
Answering Calls When answering an external phone call a consistent greeting should be used. Include a greeting, departmental office and first name.
i.e. “Good morning, Planning Department, Cathy speaking.”
When answering an internal call, a greeting and first name is sufficient.
i.e. “Good afternoon, Tanner speaking.”
Placing a Customer on Hold If you need to place a customer on hold, ask permission. If they are not able to wait, provide an alternate solution on how you will contact them. After placing the customer on hold, check back periodically. Thank them for holding.
Transferring a Call Before transferring a call directly to another staff member/department, provide the caller with the name and extension of the staff member.
Voicemail Structure
In Office Include your name, department, extension, as well as a prompt to have the caller leave a detailed message containing their name, number, and reason for their call. State that if their call is urgent, dial ‘0’ and they will be redirected to reception for assistance.
“You’ve reached Richard in the Planning Department at ext. 222. I am unable to take your call at this moment. Please leave a detailed message with your name, number, and reason for your call and I will return your call within 2 business days. If you require immediate assistance, please dial ‘0’ and you will be transferred to reception.”
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Municipality of Hastings Highlands Corporate Customer Service Standards Schedule ‘A’ to Bylaw 2020-077
Out of Office Include your name, department, extension, as well as a prompt to have the caller leave a detailed message containing their name, number, and reason for their call and that you will respond upon your return. In addition, staff can provide callers with an alternate contact while they are away from the office or have them dial ‘0’ to be redirected to reception for assistance.
“You’ve reached Shirley in the Finance Department at ext. 225. I will be out of the office until June 15th at 8:00 a.m. Please include your name, number and reason for your call and I will respond upon my return.” “If you require assistance, please contact Charlene Hall at ext. 211.” OR “If you require assistance, please dial ‘0’ and you will be transferred to reception.”
Absences Voicemails are the responsibility of staff. If you are out of the office for more than a day and unable to update your voice message, inform your Supervisor that it needs to be changed.
Staff are not expected to change voice messages while they are away for brief periods during the day (i.e. away for a 2-hour meeting). If you are out of the office for an extended period, voicemail should reflect the vacancy.
If an employee is off sick, the Supervisor is responsible to determine the best option to address calls that are left on voicemail during absences (i.e. retrieve messages, call- forward the calls, change voicemail message, etc.)
Leaving a Voicemail Message on a Customer’s Phone When you leave a voice message for a customer, it is important to leave a call-back number and extension (613-338-2811, ext. 277); most callers have call display and often call reception asking who called from the Municipality of Hastings Highlands. Leaving details for the customer will eliminate confusion on who to contact in the Municipality.
Guidelines:
Indicate that you are calling from the Municipality of Hastings Highlands and leave a phone number AND phone extension Leave your name, position/department Indicate the time and date of your call Indicate the reason for your call Repeat the call-back number as a common courtesy Speak slowly and clearly, and keep the message as brief as possible
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Municipality of Hastings Highlands Corporate Customer Service Standards Schedule ‘A’ to Bylaw 2020-077
Receiving Emergency Calls If the call is a Municipal emergency, which cannot wait until the next business day, provide the caller with the after-hours emergency number 1-888-408-5143.
If the call is an emergency for Fire, Police or Ambulance, provide the 911 number.
Corporate Cell Phones Corporate cell phone users will follow the same general telephone guidelines as established for internal corporate phones.
Electronic and Written Correspondence General Guidelines for Correspondence:
All correspondence should be written and formatted in accordance with accessibility standards and regulations to ensure accessible content for users Utilize the spell check tool whenever necessary for all corporate documents If you are unable to provide a complete resolution to the issue, respond to the customer and outline the next steps If you have received a written/verbal request in error, re-direct the request to the appropriate employee/department as soon as possible for resolution All correspondence should include staff contact information for the customer to contact you directly
Email Correspondence Only email accounts assigned to staff by the Municipality shall be used to conduct and respond to Municipal business.
Email Signature A standard email signature is required by all Municipal staff for emails and should include the following information:
[Your Name] [Position Title] The Municipality of Hastings Highlands
[LOGO]
[Vision Statement]
[Phone and Ext. Number] [Fax Number]
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Municipality of Hastings Highlands Corporate Customer Service Standards Schedule ‘A’ to Bylaw 2020-077
[Website] [Email Address] Disclaimer (See Below) Standard Response Time for Emails (2 Business Days)
Email Disclaimer
The following is the Municipality’s standard email disclaimer, those wishing to make additions to this disclaimer should do so under the advisement of their Supervisor/Department Head.
The Municipality of Hastings Highlands is subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All comments and communications directed to the Municipality are subject to MFIPPA and may be deemed releasable under this legislation.
If you are not the intended recipient and have received this message in error, please notify me by return e-mail and delete or destroy all copies of this message.
Sample Email Signature with Disclaimer
David A. Stewart CAO/Treasurer The Municipality of Hastings Highlands
“Our vision is to be an enviable community, with progressive vision and financial stability, prepared for the future.”
Phone: (613) 338-2811 x.289 | Fax: (613) 338-3292 W: www.hastingshighlands.ca | E: [email protected]
The Municipality of Hastings Highlands is subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All comments and communications directed to the Municipality are subject to MFIPPA and may be deemed releasable under this legislation. If you are not the intended recipient and have received this message in error, please notify me by return email and delete or destroy all copies of this message.
Please Note: That it is the Municipality’s service target to respond to emails with an initial response within two (2) business days.
Email Out of Office Assistant Staff are expected to utilize their “Out of Office Assistant” when away from the office and unable to check messages. The message should include duration of absence, appropriate message and alternative staff contact details. Samples are as follows: 5 | Page
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Thank you for contacting the Municipality of Hastings Highlands.
Currently, I am out of the office until Monday, February 14, 2018 and will be responding to emails upon my return.
If you require immediate response, please contact Jim Rogers at [email protected] or by calling 613-338-2811, ext. 211.
John Smith (include email signature)
In the event of an unexpected absence (i.e. illness, emergency, etc.), and depending upon the nature of the position and duration of absence, an employee’s Supervisor may contact IT to apply the appropriate message to the employee’s “Out of Office Assistant”.
Electronic and Written Correspondence Response Time The following indicates the standard response time for staff to respond to electronic and written correspondence. Please note that during periods of high volume and increased departmental demands, customers may experience a longer than normal response time.
Letters: Customers will receive a response to a general inquiry within five (5) business days.
Email: Customers can expect to receive an initial response to an email inquiry within two (2) business days. This refers to both internal and external communication. Social Media: The Clerk’s Department is responsible for monitoring and responding to social media on behalf of the Municipality of Hastings Highlands. Messages receive a response within two (2) business days.
In Person
The Municipal office is open and ready to serve the public during the following business hours: Monday 9:00 a.m. - 4:00 p.m. Tuesday to Friday from 8:00 a.m. to 4:00 p.m.
A member of our staff will be available at the front to greet and assist customers. Should staff be required to attend to the telephone and counter enquiries simultaneously, counter enquiries shall take priority with telephone enquiries attended to as soon as possible afterward. Callers have the option to leave voice messages, which should be returned 6 | Page
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promptly after the customer at the counter has departed. At times, this staff member may be required to step away momentarily, at which point the public service area will be monitored by another designated staff member. We ask that customers who require a consultation with specific staff members or departments book an appointment in advance to ensure staff are available and equipped to serve the needs of the customer.
Staff contact information is available on our website www.hastingshighlands.ca/municipal.contact in addition, business cards can be made available at the Municipal Office.
Departmental Standards The Corporate Customer Service Standards provide comprehensive minimum standards, departments may institute higher standards in alignment with statutory and non-statutory requirements (policy, procedure etc.).
Accessibility
The Municipality of Hastings Highlands is dedicated to ensuring that people of all abilities have access to our information, goods and services in a manner that respects their dignity and independence.
Municipal staff, council and volunteers are trained on how to provide accessible customer service and are trained on the requirements of our Accessibility Policy.
Information and Communication When communicating or providing information or services to a person with a disability, we will do so in a manner that takes the person’s disability into account.
Accessible Formats and Communications Supports If a person with a disability needs an accessible format, or help to communicate with us, we will work with the person to provide the format or support that will meet their needs.
If we are not able to meet the person’s particular requirement in a reasonable time frame, we will inform them and will work with them to determine an alternate method or will provide a summary of the information.
Generally, and unless otherwise directed by policy or legislation, staff should respond to customers in the same format used by the customer (emails are responded to by email, letters are responded to by letter, etc.). 7 | Page
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Additional Information The information provided is a summary of the Municipality’s Accessibility/Customer Service Policy. For more information please view the full policy.
Municipality of Hastings Highlands Multi-Year Accessibility Plan Municipality of Hastings Highlands Customer Service Policy
Timeliness Courteous Quality Consistent & & Acknowledgement Respectful
The Customer Service Experience
The Municipality of Hastings Highlands is dedicated to providing an exceptional ‘Customer Service Experience’ by providing customers with quality, consistent customer service delivered in a timely, courteous and respectful manner.
The Municipality aims to implement these standards at every point and at every stage of interaction with customers, whether in-person, on the phone, or by email or social media, Customers can expect the same consistent level of service each and every time.
Tips for a Positive Interaction
Listen intently; be positive Respect cultures and diversity Evaluate and clarify customer expectations; ask questions to understand Understand that each customer’s need is different and respond promptly and professionally Show understanding and empathy, and be diplomatic Ensure your words, voice, tone, body language and facial expressions are aligned Remember that customers are contacting the Municipality for assistance. Focus on the drivers of customer satisfaction: o Timeliness and acknowledgement o Knowledge o Fairness o Courtesy 8 | Page
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Tips to Deal With: Verbal abuse: Stay calm; be firm and respectful with the customer and advise that verbal abuse will not be tolerated. Inform your Department Head/Supervisor immediately Threats: Inform your Department Head/Supervisor immediately Complaints about Municipal employees should be directed through the Municipality’s Formal Complaints Policy
Unreasonable Customer Behaviour The Municipality of Hastings Highlands endeavours to provide exemplary service to all members of the public and aims to address customer service requests equitably, comprehensively, and in a timely manner.
Vexatious, frivolous, and/or unreasonably persistent requests may compromise the Municipality’s ability to deliver good customer service in an equitable, efficient and effective manner. The Municipality’s Unreasonable Customer Behaviour Policy guides staff in identifying and managing these situations, with the intent of dealing with customers in ways that are consistent, fair and reasonable while acknowledging that there may be a need to shield staff from unreasonable behaviour.
The Municipality’s front-line staff are available to: Provide information on Municipal services and programs Respond to questions or concerns Record and/or facilitate customer service requests, compliments, and complaints Accept payments and program registrations
TRIAGE
STAFF
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Customer Service Requests: Customer Service Requests (CSR) are issues that cannot be resolved at the first point of contact. These types of requests are processed through the Municipality’s customer service management system. Once a Customer Service Request Form is submitted via one of the Municipal outlets (in-person, phone, email or on our website) the system captures and forwards these requests to ‘triage’ to be assigned to a staff member. The system then allows staff to efficiently manage requests and communication with both staff and customers.
Examples of a ‘Customer Service Request’ are: Bylaw Infraction (Processed in accordance with the Bylaw Enforcements Complaints Policy) Downed Sign, Light or Tree Municipal service issue Parking Complaint Pothole Sidewalk problem Snow clearing
Customers can submit a ‘Customer Service Request’ to the Municipality in one of the following four (4) ways:
In Person By Telephone By Email By visiting our website (613) 338-2811 [email protected] www.hastingshighlands.ca 1-877-338-2818 Customer Service Request
When submitting a Customer Service Request, customers will be prompted to provide their name and contact information, as well as information related to their concern/issue(s). Customers using the ‘Customer Service Request Form’ on the Municipality’s website (www.hastingshighlands.ca) will have an additional option to insert image(s) or document(s) related to their concern, for staff to access and view once submitted. First and last name are required when submitting a ‘Customer Service Request’, failure to include this information will result in the inability to log a CSR.
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Customers can expect to receive the following response once a Customer Service Request has been submitted: An automated message acknowledging receipt of the request (if an email address was provided at the point of intake) A copy of the unique case number assigned to their request An automated acknowledgement of when the case is closed (if an email address has been provided at the point of intake)
It is the intent of the Municipality to respond to Customer Service Requests within ten (10) business days.
When a Customer Service Request is received for a service or request that is not provided or supported by the Municipality, the following process is followed:
Staff who respond to requests of this nature, will respond in a manner that is consistent with the following:
Dear [Insert Name of Customer]
Thank you for submitting a Customer Service Request Form. Unfortunately, as per [state legislation/mandate/policy] the Municipality does not [provide/support] [insert service/request].
The Municipality values and appreciates your feedback and although no resolution can be immediately sought, this data is presented to Council on a quarterly basis (April, July, October and December) and the data collected may be used as a decision making tool for the Municipality.
Thank you,
The Municipality of Hastings Highlands
Requests to Speak with the Mayor/Councillor If a customer indicates that they would like to speak with the Mayor or Council regarding an issue:
Ask if you are able to provide assistance. It may be an issue that staff can assist with that can be logged into the customer service management system.
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If it is a matter that cannot be resolved by staff, or the customer wishes to speak with the Mayor/Councillor directly, provide them with Mayor/Councillor’s contact information it appears on the website.
Complaints
The Municipality of Hastings Highlands is committed to a consistent and uniform process to respond to complaints received from members of the public regarding programs, facilities, municipal services, municipal staff and procedures. All complaints are managed in accordance with the Municipality’s Corporate Complaints Handling Policy.
The Municipality of Hastings Highlands recognizes the importance of public feedback and welcomes constructive complaints as a valuable form of feedback regarding our services, operations, and facilities. The information gained from complaints helps improve the quality of the services provided by the municipality and the client experience of residents.
The information provided is a summary of the Municipality’s Corporate Complaints Handling Policy. For more information, please view the full policy.
Corporate Complaints Handling Policy
Compliments/Feedback
The Municipality recognizes the value of public input and seeks feedback and compliments to ensure continuous improvement. Compliments/feedback can be sent to the Municipality by:
Email [email protected] In-person By phone
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Dawn Bowers, Bylaw Enforcement Officer Department: Administration Subject: DRAFT Bylaw 2020-089 Bylaw Enforcement Complaints Policy
RECOMMENDATION: THAT Council accepts this report "DRAFT Bylaw 2020-089 Bylaw Enforcement Complaints Policy", as submitted by the Bylaw Enforcement Officer; and
THAT Council reviews the DRAFT Policy; and
FURTHERMORE THAT Council provides further direction on required changes/amendments.
ORIGIN: *Should Council have any changes, a new motion (after the above motion is carried) may be introduced to direct staff to do so.
At the Regular Meeting of Council, Planning held on October 2, 2019, Council resolved the following regarding quality improvement for complaints management: (602-2019) THAT Council direct staff of each department to provide an outline of how requests for service/registered complaints are managed, including each step in the process for managing the complaint from receipt to final resolution. Include data for all complaints received over the last year (or longer, if information is available), and the status of the same. Going forward, that staff provide a quarterly report with the data, and that staff develop and include improvement opportunities for managing complaints, and these good news/bad news efforts are included in the quarterly reports.
BACKGROUND INFORMATION: As an integral component of the 'Customer Service Strategy', staff have mobilized the proposed implementation of a 'Bylaw Enforcement Complaints Policy' to provide a formal procedure for governing the handling of municipal bylaw complaints to ensure standardized, thorough, prompt and courteous receipt, processing, investigation and resolution.
This policy is designed as a fundamental part of the Municipality's 'Customer Service Strategy' and is designed as part of a collective approach to implementing a consistent, standardized approach to managing the 'Customer Service Experience'. Page 183 of 291 DRAFT Bylaw 2020-089 Bylaw Enforcement Complaints Policy AGENDA ITEM #iii)
FINANCIAL IMPACT: $3,000 (annual fee) + $500 (one time setup) + $100 per user (number of users TBD, minimum of six required) + HST = Approximately $4,633 for 2020
$5,000 was allocated in the approved 2020 Operating Budget to investigate options for a resource to assist both staff and Council with training and performance related customer service outcomes under Strategic Priority #4
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #4 EXCEPTIONAL SERVICE AND GOVERANCE Goal: Build a Strong Customer Service Culture Action: Provide a resource designated to promote and implement exceptional and quality customer service. Action: Implement a customer service management system.
REFERENCES: N/A
ATTACHMENTS: DRAFT 2020-089 Bylaw Enforcement Complaints Policy
Prepared By:
Dawn Bowers, Bylaw Enforcement Officer
Reviewed By: Municipal Clerk October 14, 2020 Reviewed By: CAO/Treasurer October 15, 2020
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The Municipality of Hastings Highlands BYLAW ENFORCEMENT COMPLAINTS POLICY Schedule ‘A’ to Bylaw 2020-089
Schedule ‘A’ to Bylaw Number 2020-089
Municipality of Hastings Highlands- Corporate Policies and Procedures
DEPARTMENT: Bylaw Enforcement Department POLICY #:
POLICY: Bylaw Enforcement Complaints Policy
DATE: REV. DATE: COVERAGE: PAGE #: The Municipality of Hastings Highlands 1-4 Oct 21/20
Purpose:
To provide a formal policy and procedure governing the handling of municipal bylaw complaints by the Municipality and to ensure standardized, thorough, prompt and courteous receipt, processing, investigation and resolution thereof. This policy is intended to apply to both municipal bylaws and provincial statutes, which the Municipality is responsible for enforcing.
Policy Statement:
The Municipality is committed to the delivery of municipal law enforcement services in a timely and effective manner. The goal of these services is to achieve compliance with municipal bylaws through education and enforcement.
Scope:
The Municipality shall generally operate on a reactive complaint-based process regarding municipal law enforcement except for a violation that is an immediate threat to health or safety.
Title:
This Policy shall be called ‘Bylaw Enforcement Complaints Policy’.
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Definitions:
Bylaw Enforcement Officer means a person appointed by the Municipality for the purposes of municipal law enforcement including, but not limited to a Building Official, Bylaw Enforcement Officer, Municipal Law Enforcement Officer, Provincial Offences Officer, Police Officer and a person authorized by Council or assigned individual with the responsibility for enforcing and administering this policy. Complaint means a complaint received by the Municipality, wherein the complainant provides their full name, address, telephone number and nature of complaint that can be verified by the Bylaw Enforcement Officer, in writing using the required form submitted to the Municipality. Discretion means the freedom to decide what should be done in a situation given all the available information. Municipality means The Municipality of Hastings Highlands. Municipal Bylaw means a bylaw enacted by the Municipality of Hastings Highlands. Reactive Complaint-Based means a Bylaw Enforcement Officer will initiate an investigation upon notification of a valid complaint from the public. Frivolous and Vexatious Complaint means a complaint submitted with ill-will or with intention of malice towards another person and may include retaliatory complaints and civil disputes. Section 1: Bylaw Investigation and Enforcement Procedure
1.1 The Municipality shall only respond to complaints received from a complainant who provides their full name, address, telephone number and nature of the complaint in writing. Anonymous and/or incomplete complaints shall not be investigated.
1.2 A Bylaw Enforcement Officer may undertake an investigation on their own initiative upon observation of a possible situation of a bylaw violation where the matter is of an immediate threat to health or safety.
1.3 The name and any personal information provided by the complainant shall remain in the strictest confidence in accordance with the Municipal Freedom of Information and Protection of Privacy Act and shall not be intentionally divulged to any member of Council, non-essential municipal staff, the public or media unless so ordered by a Court or other tribunal or body of competent jurisdiction.
1.4 A Municipal Law Enforcement Officer may conduct a preliminary review of the Complaint to verify the information provided and research any supporting documentation which may be available in municipal records.
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1.5 A Bylaw Enforcement Officer may call the complainant, when necessary, for further details or to confirm or clarify information provided within the formal complaint.
1.6 A Bylaw Enforcement Officer may attend the site to investigate the activity to determine if a municipal bylaw contravention exists.
1.7 If a Bylaw Enforcement Officer is unclear of a possible contravention, they may seek the advice of the appropriate municipal staff member and may provide the information required to the appropriate party so that an informed determination can be provided and where necessary the appropriate actions initiated.
1.8 Where a violation of a municipal bylaw is determined by a Bylaw Enforcement Officer, excluding documented, chronic violations or where otherwise warranted, a Bylaw Enforcement Officer may provide an initial warning to the person by any of the following four (4) methods:
a) In person; b) By telephone; c) Email; or d) In writing.
1.9 Bylaw Enforcement Officer may, upon confirmation of the existence of a violation, issue a Provincial Offence Notice or a Monetary Penalty Notice.
1.10 Where provided for by municipal bylaw or otherwise a Bylaw Enforcement Officer may issue an emergency order to remedy a violation in lieu of an initial warning when such a violation poses an immediate threat to health or safety.
1.11 When compliance with the warning and/or order is confirmed, a Bylaw Enforcement Officer shall enter the complaint finalized date in the Bylaw matters database and close the file.
1.12 If the warning and/or order has not been complied with within the specified time, a Bylaw Enforcement Officer may review the non-compliance and determine whether to attempt a second written warning or proceed with the actions necessary to address the situation in accordance with municipal bylaws or otherwise.
1.13 Frivolous and Vexatious Complaints shall managed in accordance with the ‘Unreasonable Customer Behaviour Policy’.
1.14 Failure to comply with any provision of this policy shall not invalidate any proceeding or any step, document or order in a proceeding otherwise in accordance with any municipal bylaw, provincial or federal legislation.
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1.15 In addition to municipal law enforcement options by the Municipality, persons also have independent legal rights, which may be explored and pursued by said persons.
1.16 The Ontario Provincial Police are responsible for emergency situations and should be contacted to deal with issues, including but not limited to loitering, trespassing, noise-related neighbour or domestic disputes, possible drug activity, vandalism or other criminal activity.
Section 2: Level of Involvement ______
2.1 A Bylaw Enforcement Officer has the discretion to determine the appropriate response to a complaint. This may include decisions to act on some, all or none of the complaint and assign priority between complaints. This discretion is to be exercised based on the following criteria:
a) Safety factors; b) History of attempts for compliance made by a Bylaw Enforcement Officer; c) Available resources, including financial resources; d) Coordinating involvement with other relevant agencies; e) Likelihood of achieving compliance; f) Municipal jurisdiction and authority; g) Other enforcement avenues including civil processes.
2.2 Complainants and persons who are the subject of a complaint are protected under the Municipal Freedom of Information and Protection of Privacy Act and every complainant will be kept completely confidential and not be intentionally divulged to any member of Council, non-essential municipal staff, the public or media unless so ordered by a court or other tribunal body of competent jurisdiction.
2.3 Once a complaint has been filed, other than acknowledgement of receipt of the Complaint, no follow up, involvement, information or correspondence regarding the complaint shall be provided to the complainant as the process is protected by the Municipal Freedom of Information and Protection of Privacy Act.
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Suzanne Huschilt, Municipal Clerk Department: Administration Subject: DRAFT Bylaw 2020-084 Corporate Complaints Handling Policy
RECOMMENDATION: THAT Council accepts this report "DRAFT Bylaw 2020-084 Corporate Complaints Handling Policy", as submitted by the Clerk and the Administrative Assistant; and
THAT Council reviews the DRAFT Policy; and
FURTHERMORE THAT Council provides further direction on required changes/amendments.
ORIGIN: *Should Council have any changes, a new motion (after the above motion is carried) may be introduced to direct staff to do so.
At the Regular Meeting of Council, Planning held on October 2, 2019, Council resolved the following regarding quality improvement for complaints management: (602-2019) THAT Council direct staff of each department to provide an outline of how requests for service/registered complaints are managed, including each step in the process for managing the complaint from receipt to final resolution. Include data for all complaints received over the last year (or longer, if information is available), and the status of the same. Going forward, that staff provide a quarterly report with the data, and that staff develop and include improvement opportunities for managing complaints, and these good news/bad news efforts are included in the quarterly reports.
BACKGROUND INFORMATION: The 'Corporate Complaints Policy' is an integral component in the Municipality's proposed 'Customer Service Strategy'. Formerly the 'Management of Municipal Complaints Policy', the 'Corporate Complaints Policy' has been redeveloped to allow for a more efficient, streamlined approach to managing corporate complaints, in alignment with current legislation, policies and procedures (Code of Conduct for Council & Staff, Closed Meeting Investigations etc.). Proposed changes to the policy have been highlighted in yellow for reference.
Page 189 of 291 DRAFT Bylaw 2020-084 Corporate Complaints Handling Policy AGENDA ITEM #iv) The intent of the policy is to to provide a strict, consistent and formalized approach to managing complaints received from members of the public regarding programs, facilities, municipal services, municipal staff and procedures. This policy outlines in detail the process to be followed and service standards for the handling of public complaints. The 'Corporate Complaints Policy' responds only when the 'Customer Service Request' process has been exhausted (where applicable).
FINANCIAL IMPACT: $3,000 (annual fee) + $500 (one time setup) + $100 per user (number of users TBD, minimum of six required) + HST = Approximately $4,633 for 2020
$5,000 was allocated in the approved 2020 Operating Budget to investigate options for a resource to assist both staff and Council with training and performance related customer service outcomes under Strategic Priority #4
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #4 EXCEPTIONAL SERVICE AND GOVERANCE Goal: Build a Strong Customer Service Culture Action: Provide a resource designated to promote and implement exceptional and quality customer service. Action: Implement a customer service management system.
REFERENCES: A copy of the Municipality's current Complaints Policy can be found on the Municipal website at www.hastingshighlands.ca -> Council/Committees -> Municipal Complaint Policy (button near top of page) The City of Kawartha Lakes
ATTACHMENTS: DRAFT 2020 084 Corporate Complaints Handling Policy
Prepared By:
Suzanne Huschilt, Municipal Clerk
Reviewed By: Municipal Clerk October 13, 2020 Reviewed By: CAO/Treasurer October 15, 2020
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The Municipality of Hastings Highlands CORPORATE COMPLAINTS HANDLING POLICY
Schedule ‘A’ to Bylaw 2020-084
Municipality of Hastings Highlands- Corporate Policies and Procedures
DEPARTMENT: POLICY #: Administration
PROCEDURE: Corporate Complaints Handling Policy
DATE: REV. DATE: COVERAGE: PAGE #: Municipal Employees, Municipal OCT 21/20 Elected Officials, Council- 1-9 appointed Boards, Committees, Advisory Committees
Purpose: The purpose of this policy is to satisfy the provisions of Bill 8, Public Sector and MPP Accountability and Transparency Act, 2014 as it relates to response to complaints from the public.
Policy Statement The Municipality of Hastings Highlands is committed to a consistent and uniform process to respond to complaints received from members of the public regarding programs, facilities, municipal services, municipal staff and procedures. This policy outlines the process to be followed and service standards for the handling of public complaints.
The Municipality of Hastings Highlands recognizes the importance of public feedback and welcomes constructive complaints as a valuable form of feedback regarding our services, operations and facilities. The information gained from complaints helps improve the quality of the services provided by the municipality and the customer service experience of residents.
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Scope:
This policy applies to:
1. Municipal Employees 2. Municipal Elected Officials 3. Council-appointed Boards/Committees
Who can make a complaint? Anyone who uses or is affected by municipal services can make a complaint. This includes:
1. Residents or property owners 2. People who work in or visit the Municipality 3. Local businesses 4. Community groups
This policy does not apply to: a) A customer service request made on behalf of a citizen or public at large for a specific service b) Outside Boards and Agencies c) Feedback/Compliments/Inquiries d) Anonymous Complaints e) Request for Accommodations f) Issues addressed by legislation, or an existing municipal bylaw, policy or procedure g) Matters that are handled by tribunals, courts of law, quasi judicial boards h) A decision of Council or a decision of a committee or Committee of Council
Policy:
Definitions
Complaint – A complaint is an expression of dissatisfaction related to a municipal program, service, facility, and staff or council member, where a citizen believes that the municipality has not provided a service experience to the customer’s satisfaction and applies only when the ‘Customer Service Request’ process has been exhausted (where applicable).
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Complainant – the person who is dissatisfied and filing the complaint. Anyone who uses or is affected by municipal services can make a complaint including: residents or property owners, people who work in or visit the municipality, local business or community groups.
Customer Service Request – A Customer Service Request is a request for a specific service provided by the municipality.
Handling of Complaints:
The Municipality will deal with all complaints promptly, courteously, impartially and professionally. All complaints will be treated with respect and will not receive adverse treatment or any form of reprisal.
All complaints will be dealt with in accordance with the Municipal Freedom of Information and Protection of Privacy Act and other applicable legislation. The identity of the complainant will be made known only to those who need to know in order to consider the complaint. All participants in the complaints process shall keep the details of the complaint confidential except as may be required by law. It may be necessary to release the complainant’s name and contact information during the resolution process.
Complaints received by one department are to be limited to that specific department unless the complaint involves more than one department. Generally, Department A will not be able to view complaints received by Department B unless operationally required to address the complaint.
Complaints must be submitted in writing (Schedule ‘B’) and can be submitted:
a) in-person b) by email c) by mail d) by fax
Complaints will not be accepted via Social Media (Facebook, Instagram etc.).
Complaints Regarding Municipal Employees Complaints regarding the conduct of municipal employees are to be submitted in writing and will be processed in accordance with the provisions of the Municipality’s Code of Conduct and Ethics Policy.
Complaints Regarding Members of Council/Committees and Local Boards Complaints regarding the conduct of a member of Council, members of Local Boards or Committees of Council are to be submitted in writing and will be processed in accordance with the provisions of the Municipality’s Code of Conduct for Members of Page 3 of 9
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The Municipality of Hastings Highlands CORPORATE COMPLAINTS HANDLING POLICY
Council and Local Boards and will be referred to the Municipally appointed Integrity Commissioner.
Complaints Regarding Closed Meetings of Council Complaints regarding Closed Meetings of Council are to be submitted in writing to the Municipal Clerk in accordance with the provisions of the Closed Meeting Investigator Policy Statement and Procedures, for forwarding to the Municipally appointed Closed Meeting Investigator.
Complaints Regarding Bylaw Violations Complaints regarding bylaw violation are to be submitted to the Municipality (phone, email, in-person or website) and will be processed in accordance with the Municipality’s Bylaw Enforcement Complaints Policy.
Complaints Regarding Municipal Services, Facilities or Programs Complaints regarding municipal services, facilities or programs are to be submitted in writing to the Municipal Clerk and will be forwarded to the appropriate Department Head.
I. Procedure Complaints shall be submitted to the Clerk’s Department or designate. All information must be completed in writing (Schedule ‘B’) and include information such as: Details of what happened Where the event happened. Is it within the Municipality’s area of responsibility? When the event happened Who was involved? What was said or done? What kind of resolution is being sought? Contact details of the complainant?
Complaints may be submitted by:
Mail – Municipality of Hastings Highlands Attention: Municipal Clerk 33011 Highway 62, P.O Box 130 Maynooth, ON K0L 2S0
Email – [email protected] Subject Line: Complaint
Fax – (613) 338-3292 Attention: Municipal Clerk Page 4 of 9
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In-Person – By an appointment with the Municipal Clerk. Ph (613) 338-2811 ext. 211
II. Receipt and Acknowledgement a. The Municipal Clerk shall log the complaint, date-stamp and forward a copy to both the Department Head (or designate) and the Chief Administrative Officer (CAO) for review. b. Within seven (7) business days of receipt of the complaint, the Department Head shall acknowledge the complaint by providing the complainant with an ‘Acknowledgement of Complaint’ letter (Schedule ‘C’) indicating that a response to the complaint shall be forwarded within thirty (30) calendar days. i. A copy of the ‘Acknowledgement of Complaint’ letter shall be forwarded to the Municipal Clerk.
III. Investigation The Department Head shall review the issues identified by the complainant and in doing so may: Review relevant municipal and provincial legislation Review the municipality’s relevant policies and procedures Review any existing file documents Interview employees or member(s) of the public involved in the issue Identify actions that may be taken to address the complaint or improve municipal operations The Department Head may, at their discretion, notify Council of an open complaint investigation for information purposes
IV. Decision Within thirty (30) calendar days of receipt of a complaint, the Department Head shall provide a response in writing to the complainant and provide a copy to the Municipal Clerk.
The response shall include: Whether the complaint was substantiated If the complaint is not substantiated, provide reason(s) for their decision; and Any actions the Municipality has or will take as a result of the complaint. If the Department Head is unable to provide a response within thirty (30) calendar days, they shall notify the complainant of the delay and provide an estimate of when a response will be provided
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Page 195 of 291 DRAFT Bylaw 2020-084 Corporate Complaints Handling Policy AGENDA ITEM #iv)
The Municipality of Hastings Highlands CORPORATE COMPLAINTS HANDLING POLICY
V. Record The Department Head shall file a copy of the complaint, supporting documentation and decision with the Clerk. The Clerk shall maintain a file of the complaint in accordance with the municipality’s records retention bylaw. If a municipal employee was the subject of the complaint, a copy of the record shall be retained in their personnel file.
Unresolved Complaints Complaints that cannot be resolved through the Municipality’s complaints process may be submitted to the Provincial Ombudsman’s office in accordance with the provisions of Bill 8.
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The Municipality of Hastings Highlands CORPORATE COMPLAINTS HANDLING POLICY
Schedule ‘B’ to Bylaw 2020-084
Tel: 613-338-2811 Toll Free: 1-877-338-2818 Fax: 613-338-3292 #33011 Hwy 62, P.O Box 130 Maynooth, Ontario K0L 2S0 www.hastingshighlands.ca COMPLAINT FORM
YOUR NAME
CONTACT INFORMATION
HOME PHONE CELL
MAILING ADDRESS
Please outline your complaint/issue, including relevant dates, times, location and background information that might include municipal employees you have contacted to resolve the complaint, witnesses to the incident, photographs, etc.
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The Municipality of Hastings Highlands CORPORATE COMPLAINTS HANDLING POLICY
How do you suggest the situation be improved or complaint resolved?
OFFICE USE ONLY
COMPLAINT # Customer Service Request # RECEIVED BY DATE FORWARDED TO DATE ☐Acknowledgement Letter ☐Additional correspondence
Date sent: ______Date sent: ______
Staff name:______Staff name:______
ACTION TAKEN
Copies filed with Clerk ☐Final Decision Letter Date sent: ☐Initial complaint Staff name: ☐Acknowledgement letter
☐Additional correspondence
☐Final Decision letter Thank you for taking the time to express your concern(s). We will provide a response within thirty (30) calendar days of receiving your complaint. If you have any questions about this process, please contact the Municipal Clerk 613-338-2811 ex 277 or [email protected]
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The Municipality of Hastings Highlands CORPORATE COMPLAINTS HANDLING POLICY
Schedule ‘C’ to Bylaw 2020-084
Tel: 613-338-2811 Toll Free: 1-877-338-2818 Fax: 613-338-3292 #33011 Hwy 62, P.O Box 130 Maynooth, www.hastingshighlands.ca Ontario K0L 2S0 ACKNOWLEDGEMENT OF COMPLAINT
INSERT DATE
NAME
ADDRESS
Dear Mr./Ms./Mrs. ______
Thank you for taking the time to express your concerns regarding COMPLAINT EXPLANATION. Your written complaint was received by the municipality on INSERT DATE COMPLAINT RECEIVED
We will provide a response within thirty (30) calendar days of receiving your complaint.
If you have any questions regarding the process, please do not hesitate to contact myself at
PHONE: ______
EMAIL: ______
or Suzanne Huschilt, Municipal Clerk at 613-338-2811 ext 277 or [email protected]
Yours truly,
NAME TITLE
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Suzanne Huschilt, Municipal Clerk Department: Administration Subject: Bylaw 2020-076 The Handling of Unreasonable Customer Behaviour
RECOMMENDATION: THAT Council accepts this report “Bylaw 2020-076 The Handling of Unreasonable Customer Behaviour” as submitted by the Clerk and the Administrative Assistant; and
THAT Council passes Bylaw 2020-076 being a bylaw to handle unreasonable customer behaviour.
ORIGIN: The first reading of this Bylaw took place at the Regular Meeting of Council on September 2, 2020.
This Ontario Ombudsman's office recommends Ontario municipalities have a well-publicized policy that establishes clear expectations for the conduct of members of the public and for responding to problematic behaviour. It is a best practice that should be adopted for the benefit of municipal staff and citizens alike.
The reference to this policy was provided to Hastings Highlands by the Ontario Ombudsman's office as their office considers this specific policy useful and resourceful for municipalities and is encouraging its use.
BACKGROUND INFORMATION: The Municipality of Hastings Highlands endeavours to provide exemplary service to all members of the public. The Municipality aims to address service requests and complaints equitably, comprehensively, and in a timely manner.
Vexatious, frivolous and/or unreasonably persistent requests/complaints may compromise the Municipality’s ability to deliver good customer service in an equitable, efficient and effective manner. These situations may require the Municipality to put limits on the contact which customers have with the Corporation. These actions will ensure that Municipal resources are used effectively and efficiently, while still maintaining a high level of customer service and responsiveness.
This policy will guide staff in identifying situations that meet the criteria of vexatious, frivolous and/or unreasonably persistent and the associated actions that may be undertaken in such circumstances.
Page 200 of 291 Bylaw 2020-076 The Handling of Unreasonable Customer Behaviour AGENDA ITEM #v) The aim of the policy is to contribute to the overall intent of dealing with all customers in ways that are consistent, fair and reasonable while acknowledging that there may be a need to shield staff from unreasonable behaviour.
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #4 EXCEPTIONAL SERVICE AND GOVERNANCE Goal: Build a Strong Customer Service Culture
REFERENCES: Town of Wasaga Beach
ATTACHMENTS: Bylaw 2020-076 Handling of Unreasonable Customer Behaviour Policy Handling of Unreasonable Customer Behaviour Policy
Prepared By:
Suzanne Huschilt, Municipal Clerk
Reviewed By: Municipal Clerk October 9, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 201 of 291 Bylaw 2020-076 The Handling of Unreasonable Customer Behaviour AGENDA ITEM #v)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BYLAW 2020-076
A BYLAW TO ADOPT A POLICY WITH RESPECT TO THE HANDLING OF UNREASONABLE CUSTOMER BEHAVIOUR
______
WHEREAS pursuant to section 9 of the Municipal Act, 2001 S.O. 2001, chapter 25 a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act;
AND WHEREAS pursuant to section 8. (1) of the Municipal Act, 2001 S.O. 2001, chapter 25 the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate to enhance the municipality’s ability to respond to municipal issues;
AND WHEREAS the Municipality of Hastings Highlands endeavors to provide exemplary service to all members of the public and aims to address service requests and complaints equitably, comprehensively, and in a timely manner;
AND WHEREAS vexatious, frivolous and/or unreasonably persistent requests may compromise the Municipality’s ability to deliver good customer service in an equitable, efficient and effective manner and these situations may require the Municipality to put limits on the contact which customers have with the Corporation. These actions will ensure that Municipal resources are used effectively and efficiently, while still maintaining a high level of customer service and responsiveness;
NOW THEREFORE THAT THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS ENACTS AS FOLLOWS:
1. THAT the Handling of Unreasonable Customer Behaviour Policy attached hereto as Schedule ‘A’ forms part of this bylaw is hereby adopted;
2. THAT the Mayor and Municipal Clerk be and are hereby authorized to sign this Bylaw and affix the corporate seal thereto;
3. THAT this bylaw shall take effect on the date of its passing;
Page 202 of 291 Bylaw 2020-076 The Handling of Unreasonable Customer Behaviour AGENDA ITEM #v)
4. THAT all former bylaws pertaining to this matter are hereby rescinded.
READ a first time in Council on the 2nd day of September 2020.
READ a second time, ENACTED and PASSED in Council this 21st day of October 2020.
______
Vic A Bodnar, Mayor Suzanne Huschilt, Municipal Clerk
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The Municipality of Hastings Highlands HANDLING OF UNREASONABLE CUSTOMER BEHAVIOUR POLICY Schedule ‘A’ to Bylaw 2020-076
Schedule ‘A’ to Bylaw Number 2020-076
Municipality of Hastings Highlands - Corporate Policies and Procedures DEPARTMENT: Administration POLICY #:
POLICY: Handling of Unreasonable Customer Behaviour
DATE: REV. DATE: COVERAGE: PAGE #: Oct 21/20 Municipality of Hastings Highlands 1-5
PURPOSE:
The Municipality of Hastings Highlands endeavours to provide exemplary service to all members of the public. The Municipality aims to address service requests and complaints equitably, comprehensively, and in a timely manner.
Vexatious, frivolous and/or unreasonably persistent requests/complaints may compromise the Municipality’s ability to deliver good customer service in an equitable, efficient and effective manner. These situations may require the Municipality to put limits on the contact which customers have with the Corporation. These actions will ensure that Municipal resources are used effectively and efficiently, while still maintaining a high level of customer service and responsiveness.
This policy will guide staff to identify situations that meet the criteria of vexatious, frivolous and/or unreasonably persistent and the associated actions that may be undertaken in such circumstances. The aim of the policy is to contribute to the overall intent of dealing with all customers in ways that are consistent, fair and reasonable while acknowledging that there may be a need to shield staff from unreasonable behaviour.
For immediate threats to persons or property, 911 systems should be activated.
SCOPE:
This policy is not intended to deal with generally difficult customers. This policy applies to unreasonable customer behaviour and unreasonably persistent customers. Deciding whether a request is vexatious or frivolous is a flexible balancing exercise, taking into account all the circumstances of the case. There is no rigid test or criteria in deciding
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whether a request is vexatious or frivolous. The key question is whether the request is likely to cause distress, disruption or irritation, without proper or justified cause.
The decision to classify someone’s behaviour as unreasonable, or to classify a request as vexatious or frivolous, could have serious consequences for the individual, including restricting their access to municipal services.
The decision may be as a result of a repeated pattern of conduct when, on several occasions, a complainant engages in one or more of the identified behaviours or actions identified as unreasonable, frivolous or vexatious. This does not preclude a single significant incident being used to move a request to be dealt with under this policy.
Examples of Unreasonable Behaviour
Examples of what is considered unreasonable behaviour are shown below. The list is not exhaustive, nor does one single feature on its own necessarily imply that the person will be considered as being in this category: Refusing to specify the grounds of a complaint, despite offers of assistance Changing the basis of the complaint/request as the matter proceeds Denying or changing statements made at an earlier stage Covertly recording meetings and conversations Submitting falsified documents from themselves or others Making excessive demands on the time and resources of staff with lengthy phone calls, emails to numerous staff, or detailed letters every few days, and expecting immediate responses Refusing to accept the decision; repeatedly arguing points with no new evidence Persistently approaching the Corporation through different routes about the same issue Causing distress to staff. This could include use of hostile, abusive or offensive language, or an unreasonable fixation on an individual member of staff Making unjustified complaints about staff who are trying to deal with the issues, and seeking to have them replaced
Examples of Vexatious or Frivolous Requests/Complaints
Examples of what is considered vexatious requests/complaints are shown below. The list is not exhaustive, and for a request to be considered as vexatious it is likely that more than one of the examples is relevant: Submission of obsessive requests/complaints with very high volume and frequency of correspondence Requests for information the requester/complainant has already seen, or clear intention to reopen Issues that have already been considered
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The Municipality of Hastings Highlands HANDLING OF UNREASONABLE CUSTOMER BEHAVIOUR POLICY Schedule ‘A’ to Bylaw 2020-076
Where complying with the request would impose significant burden on the Corporation in terms of expense, and negatively impact our ability to provide service to others Where the requester/complainant states that the request is actually meant to cause maximum inconvenience, disruption or annoyance Where the request lacks any serious purpose or value. An apparent lack of value would not usually be enough on its own to make a request vexatious, but may when considered with other examples Harassing the Corporation. This could include very high volume and frequency of correspondence, or mingling requests with accusations and complaints
Identifying the Problem
Before deciding to apply any restrictions, the Municipality will ensure that: a) The request has been dealt with properly and in-line with the relevant procedures and statutory guidelines b) Staff have made reasonable efforts to satisfy or resolve the request c) The customer is not presenting new material or information about the situation or that it is not a new request
Each case will be considered on an individual basis. The decision to classify a customer’s behaviour as unreasonable or to classify the request as vexatious will be made by the Department Head of the relevant service area in consultation with the CAO.
Dealing with the Request or Complaint
Employee If an employee believes that a request/complaint is unreasonable, frivolous or vexatious, the employee should consult with their Department Head, provide any supporting materials and advise the Department Head of the steps that have been taken to resolve the issue, including as appropriate: i. The length of time that staff have been in contact with the customer, history of the interactions (where appropriate) and the amount of correspondence that has been exchanged with the customer; ii. The number of requests/complaints that the customer has brought and the status of each; iii. The nature of the customers’ behaviour; iv. Amount of time that has been consumed and the impact.
Department Head The Department Head is responsible for reviewing the information provided by staff in a timely manner and confirming that this policy should apply or not. Department Heads
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The Municipality of Hastings Highlands HANDLING OF UNREASONABLE CUSTOMER BEHAVIOUR POLICY Schedule ‘A’ to Bylaw 2020-076
may want to contact other Municipal departments to determine if the complainant is contacting multiple staff/departments.
The Department Head will: i. Review the information provided by staff and determining if the customer’s behaviour warrants the application of restrictions; ii. Work with the staff to determine appropriate restrictions, how to inform the customer of the restrictions and determine a review date for removing, modifying or continuing restrictions; iii. Meet with the CAO and outline the situation including proposed restrictions, how to inform the customer of the restrictions and determine a review date for removing, modifying or continuing restrictions; iv. Be responsible for ensuring that relevant staff are aware of and trained on this policy and any accompanying guidelines and protocols.
CAO Before making a determination to classify a customer’s behaviour as unreasonable or to classify a request as frivolous or vexatious the CAO must be satisfied that: i. The request has been properly investigated; ii. Communication with the customer has been adequate; and iii. The customer is not attempting to provide new information when contacting staff.
When the decision, in consultation with the CAO has been taken to classify a customer’s behaviour as unreasonable or to classify a request as frivolous or vexatious, the customer (where possible and appropriate) will receive written notification that: Detail what action staff have taken and why Explain what it means for the customer’s contacts with the Municipality Advise how long the restrictions will last and when the decision will be reviewed
Application of Restrictions
Restrictions will be tailored to deal with the individual circumstances and may include one or more of the following (the list is not exhaustive): Placing limits on the number and duration of contacts with staff per week or month Offering a restricted time slot for necessary calls Limiting the customer to one method of contact (telephone, letter, email, etc.) Requiring the customer to communicate only with one named member of staff Requiring any personal contacts to take place in the presence of a witness and in a suitable location Requiring the customer to make contact by telephone only through a third party e.g. solicitor/counsellor/friend acting on their behalf Limiting or regulating the customer’s use of Municipality of Hastings Highlands services e.g. Community centres, Access to technology systems 4
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The Municipality of Hastings Highlands HANDLING OF UNREASONABLE CUSTOMER BEHAVIOUR POLICY Schedule ‘A’ to Bylaw 2020-076
Refusing the customer access to any Municipality of Hastings Highlands buildings except by appointment Informing the customer that further contact on the matter of the complaint/request will not be acknowledged or replied to Pursuing Legal actions e.g. issuance of Notice of Trespass Where efforts to resolve matters with the customer have not been successful the case or request may be closed Other actions as deemed appropriate
Review of Restrictions
When any restrictions are put in place, a review date will be set. This will be based on the circumstances of the case and could be for a period of 3 months or longer depending on the severity of the situation. The status of a customer will be reviewed by the relevant Department Head on or before the review date. The customer (where possible) will be informed of the outcome of the review. Where the Department Head, in consultation with the CAO feels the restrictions should continue, the customer will be notified of the reasons and given another date for review.
Dispute
In the event requests/complaints cannot be resolved through the Municipality’s complaint process and/or this policy, the complainant may choose to submit to the Provincial Ombudsman’s office in accordance with the provisions of Bill 8.
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Suzanne Huschilt, Municipal Clerk Department: Administration Subject: Q3 - 2020 Request for Service and Complaints
RECOMMENDATION: THAT Council accepts this report "Q2-2020 Request for Service and Complaints" as submitted by the Clerk and the Administrative Assistant, as information only.
ORIGIN: At the October 2, 2019 Regular Meeting of Council, Council resolved the following:
(602-2019) THAT Council direct staff of each department to provide an outline of how requests for service/registered complaints are managed, including each step in the process for managing the complaint from receipt to final resolution. Include data for all complaints received over the last year (or longer, if information is available), and the status of the same.
Going forward, that staff provide a quarterly report with the data, and that staff develop and include improvement opportunities for managing complaints, and these good news/bad news efforts are included in the quarterly reports.
BACKGROUND INFORMATION: Third Quarter - Request for Service and Complaints Data The data enclosed is a cumulative report of Request for Service(s) and Complaint(s) received from July 1, 2020 - September 30, 2020.
Third Quarter 2020 Update • As part of the Oct 21, 2020 Regular Meeting staff brought forward to Council a proposed 'Customer Service Strategy' as a comprehensive approach to managing the 'Customer Service Experience'. The 'Customer Service Strategy' contains the following policies, each of which defines consistent, accountable, timely and respectful service: o Corporate Customer Service Standards Policy o Bylaw Enforcement Complaints Policy o Corporate Complaint Handling Policy o Handling Unreasonable Customer Behaviour Policy
Page 209 of 291 Q3 - 2020 Request for Service and Complaints AGENDA ITEM #vi) • The Municipality has employed an 'Electronic Customer Management Tool' designed to receive, respond and report on all 'Customer Service Requests', providing staff with a comprehensive tool and database to manage customer concerns. • Staff will mobilize the 'marketing' of the 'Customer Service Strategy' to better educate the customer's of Hastings Highlands in our new approach to managing the customer service experience. • Staff will use the data collected via the 'Electronic Customer Service Management Tool', as a tool to identify and improve upon the service delivered and provided by the Municipality. • As always, the Municipality will review feedback, complaints and compliments in an effort to continuously improve the customer service experience. Second Quarter 2020 Update • Staff continue to work on defining a ‘good customer service strategy' that is anchored to a policy which defines providing timely, consistent, accountable service to stakeholders, delivered in a courteous and respectful manner. • The CAO/Treasurer has requested this be considered a priority item moving forward in an effort to support Council, Staff and Stakeholders so that we can realize our vision of customer service together. • Staff are reviewing our current model for managing complaints/customer service vs. that of what others are doing in the industry. This pursuit has generated conversations with neighboring municipalities, allowing us to explore the use of current techniques being used to capture and report the needs of ratepayer(s). • We’ve initiated conversations with Floating Point, our website provider, to explore the ability to provide a more interactive way to electronically submit a ‘request for service’, and have generated discussions with vendors who specialize in providing 'back-end' services for collecting and reporting this data. • Staff will continue to diligently pursue a process dedicated to providing ratepayers with a ‘good customer service experience’. First Quarter 2020 Update • Staff have identified the importance of formalizing customer service requests into a more clearly defined, standardized structure and process. Our initial focus will be dedicated to identifying any gaps or inconsistencies apparent in the data collected so far with the hope that we can establish a more uniform, cohesive process for managing a request for service.
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #4 EXCEPTIONAL SERVICE AND GOVERNANCE Goal: Build a Strong Customer Service Culture Action: Provide a resource designated to promote and implement exceptional and quality customer service. Action:Implement a customer service management system.
REFERENCES: N/A
ATTACHMENTS: Q3 Customer Service Report Q3 Bylaw Enforcement Report Page 210 of 291 Q3 - 2020 Request for Service and Complaints AGENDA ITEM #vi)
Prepared By:
Suzanne Huschilt, Municipal Clerk
Reviewed By: Municipal Clerk October 14, 2020 Reviewed By: CAO/Treasurer October 15, 2020
Page 211 of 291 Q3 - 2020 Request for Service and Complaints Q3 - 2020 Request for Service and Complaints
Case # Summary DEPARTMENT Status Opened Due Description Notes Location: Main street Maynooth near the old Community Centre Description of Request: Guardrails missing and it is a steep and dangerous to pedestrians, cyclists and motorists. Requesting replacing the guardrails that were there prior to downtown roadwork this year. After inspecting, there were no guardrails over in that location nor does the OPSS require any. Guiderail is put in place for vehicle Roads protection and does not deal with protection of pedestrians. Staff have installed three no parking signs 125279 RFS-2020-038 Department Closed 9/29/2020 10/29/2020 Barrier request and six (6) delineator reflectors.-AT Location: 1970 North Baptiste Lake Rd. Description of Services needed: The ditch in front pf the property is overgrown and full of trees. The culvert is half filled on one side with sediment and crushed/damaged Roads on the other. Looks like damage from the plow. Brushed out and end of driveway and cut off damaged 125275 RFS-2020-036 Department Closed 9/22/2020 10/22/2020 Ditch overgrown culvert.-KS
Location: North Baptiste Lake Rd. Description of Request: To have North Baptiste Road paved as there are multiple pot holes getting filled in and one month later or even earlier they become pot holes again. Roads The road damages vehicles etc. Discussed with Ms. Watson. I did explain that North Baptiste is up for 125257 RFS-2020-031 Department Closed 9/15/2020 9/16/2020 Paving Request repave work from Waste site to McGarry Road in 2021. Approval by Council Sept 23-2020.-AT Roads 125244 RFS-2020-029 Department Closed 9/2/2020 8/5/2020 Mailbox damage Work completed. Location of Issue: 284 B McLean Rd. Description of Services Requested: 911 sign is located at an intersection and needs an arrow added to indicate direction to here. The maybe you could tell me why Roads your outlander doesn't cut the roadsides into here. Talked to Joe Reid about 911# and installed a 'B' with 125248 RFS-2020-030 Department Closed 8/28/2020 8/28/2020 Sign Request his 289. KS location: 'S' hill on municipal Devenish Road Description of Services Requested: There is a sever Roads washout on the 'S' Hill on Devenish Road making it treacherous for vehicles. Graded and Gravel 125239 RFS-2020-027 Department Closed 8/4/2020 8/4/2020 Grading Request APPLIED-DM Location: On Devenish between South Baptiste Lake Rd and Sararas Lane. Description of Service Request: Please note the road needs grading from water run off that have created huge craters in the road going down hill that poses a hazard to driving and vehicle damage. Would there be any way of Roads applying a surface treatment to the gravel in order to maintain the stability of the road? Graded and 125241 RFS-2020-028 Department Closed 8/4/2020 8/4/2020 Grading Request applied gravel-DM
Located at the base of South Road. Description of Services Requested: I would like a 'No Exit' sign be installed on the road. We are consistently having people turn around at the circle appearing to be lost. Roads Last summer we had a tour bus come down and had to turn around with some difficulty. I expect the 125238 RFS-2020-026 Department Closed 7/23/2020 7/23/2020 Sign Request road running east of South Road is experiencing a similar issue. Installed a No Exit Sign-DM Requesting something put on the road to cut back on dust. A suggestion was given lime would be good. Something to keep dust down. Signed by 23 residents of Bowers Point Road. Called Colleen back on July 21-2020. Bowers Point hasn't nbeen part of the Municipalities dust suppression/ dusk control Roads program. I informed Mrs. Ryan that the municipality will add Bowers Point Road to the dust control 125135 RFS2020-021 Department Closed 7/21/2020 6/29/2020 Dust Control program.AT Location: Clarke Road between South Baptiste Lake Rd. and Storey Rd. Service required- Potholes to Roads be filled, work to widen shoulders and repave Called July 14-2020 11:45am. Work to be completed July Page 212 of 291 125232 RFS-2020-024 Department Closed 7/15/2020 7/13/2020 Potholes 15th-2020-AT AGENDA ITEM #vi) Washboard sections, pot holes to be filled, grading, culvert erosion near 252 Ponacka Rd.kh AT- called Roads at 11:45am, July 14-2020. Work to be completed Wednesday July 16-2020-AT Graded and spot gravel 125138 RFS 2020-023 Department Closed 7/13/2020 7/13/2020 Grading Request summer maintained road. July 20-2020-KS Location: Hastings Highlands Library Description of Service Request: Every time there is a power interruption, the heating/cooling system in the library stops and will not come on again when the power is restored. We have to call Byers and there is usually a several day delay to get it fixed. The problem has been ongoing for several years. Is there a way to fix/replace the unit on the roof so that this will not keep happening? Byers Heating has ordered a new 3 Phase fan which will fix the problem on unit but because Operations of Covid-19, we can not determine time of arrival for part. When it arrives we will replace--Paul Byers-PB 125263 RFS-2020-032 Department Closed 9/15/2020 10/15/2020 HVAC Heating and Cooling. Q3 - 2020 Request for Service and Complaints
Operations Michelle responded that she used Drano and later something stronger. If not resolved to satisfaction- 125264 RFS-2020-033 Department Open 9/15/2020 10/15/2020 sink drainage issue further resolutions may need to be pursued. Operations 125265 RFS-2020-034 Department Closed 9/15/2020 10/15/2020 Ceiling Vents-dirty Registers/vent covers have been cleaned. Operations HVAC Insulation A patch of insulation fell down on the burn tube and was removed which is normal for the unit. The issue 125270 RFS-2020-035 Department Closed 9/15/2020 10/15/2020 Debris has been dealt with-Paul Byers (PB Heating and Cooling) Location: South end of the Library Description of Service Request: For quite awhile, insulation and other material has been coming out of the ventilation system and falling onto the floor in the library. Please Operations HVAC Insulation investigate the causein order to stop this from continuing. Thank you Adrian called Byers Heating and 125236 RFS-2020-025 Department Closed 7/21/2020 7/21/2020 Debris indicated the concern.
The Gratitude Project – Maynooth This community event proposes to invite people to write their words of gratitude with a waterproof marker on 2.5 inch x 1 meter strip of colourful fabric. The strip of cloth will then be tied to the wooden and or metal railings lining the street and in other places such as benches, power poles and light standards and the pergola at the Library/Town office The purpose is to create a colourful and hopefully energizing display to offer joy to others and the community. The organizers would remove all ribbons from downtown on Tuesday following Thanksgiving. When: the week leading to Thanksgiving weekend - to the Monday of Thanksgiving Where: Maynooth main street How: We are hoping that merchants would be willing to have the ribbons in their store and would be willing to invite people who enter to participate by adding their gratitude ribbon(s) to the display. We would supply the ribbons and a container along with markers and sanitizing wipes and instructions to the users about what to do with the ribbons after writing. The organizers would remove all of the ribbons on Tuesday after Thanksgiving. Organizers: Dick Prince and Judy Denny will take the lead on organizing the event and distributing the ribbons with the help of Marilyn Zehr and Svinda Heinrichs and others as needed. Costs: expenses for fabric ribbons, markers, signage will be covered by the lead organizers. How can the Downtown Merchants help? • Allow the ribbons to be placed outside their stores and displayed in a way that encourages use by patrons. • Invite patrons to take part in the project and describe how to use the ribbons and where to tie them. • Promote the project on facebook page if possible. • Bring ribbons inside 123789 Web Case: Gratitude Project General Inquiries Closed 9/24/2020 11/5/2020 at closing each day - Event Cancelled - Organizer out of town. Page 213 of 291 AGENDA ITEM #vi) AGENDA ITEM #vi)
Quarterly Report - Bylaw Enforcement Department
2020-06-26 Property Standards Complaint: BLEO received a property standards complaint. BLEO attended the property and observed two trailers parked on the property. After several unsuccessful attempts to contact the property owner, an Order to Comply (OTC) was issued. The BLEO was later contacted by the property owner, requesting an extension on the OTC. The property owner was given an extension of 2020-09-28. A follow up was conducted 2020- 10-05 affirming compliance. 2020-07-09 Dog Complaint: BLEO received numerous complaints regarding a neighbour’s dogs barking repeatedly through the night. The dog owners were contacted and advised of the Hastings Highlands, Noise and Dog Bylaws and that if further incidents occur, fines may apply. On 2020-08-18, the BLEO followed up with the complainants, and was advised that the dog owner’s invested in bark collars and there have been no further incidents. 2020-07-14 Zoning Bylaw Complaint: BLEO received a complaint regarding a property owner having a donkey and a horse on waterfront residential property. The BLEO spoke with the property owner and advised them of the permitted uses for their property. On 2020-08-06, BLEO conducted a follow up and learned that the animals were moved to a farm. 2020-07-19 Parking Complaint: BLEO received a complaint regarding boat trailers parked along Papineau Lake Rd on the municipal road allowance, causing a hazard for vehicular traffic. The BLEO attended the area (Papineau Lake Rd and S. Papineau Lake Rd) and took note of all boat trailers that were parked on the municipal road allowance. Notices were sent out requesting that the owners remove their boat trailers from the municipal road allowance. The BLEO conducted periodic follow ups until mid August when compliance was ascertained. 2020-07-26 Noise Complaint: BLEO received two noise complaints regarding a property being extremely loud on the weekends during the night. The BLEO contacted the property owner and advised them of the complaints and the Noise Bylaw. On 2020-08-18, the BLEO followed up with the complainants and was advised that there had been no further incidents. 2020-07-30 Dog Complaint: BLEO received two complaints regarding a dog frequently roaming on the road and surrounding properties. A notice was sent to the dog owner advising them of Hastings Highlands Dog Bylaw and if further incidents occur, fines may apply. On 2020- 08-18, the BLEO contacted the complainants to see if there were any further incidents. The BLEO was advised that there were no further incidents. 2020-08-05 Dog Complaint: BLEO received a complaint regarding a dog that ran off its property and lunged at the complainant while walking by. The complainant was not hurt. The dog owner was sent a notice advising them of the Hastings Highlands Dog Bylaw and the Dog Owner’s Liability Act. The dog owner was advised that if further incidents occur, fines may apply. On 2020-08-31, the BLEO contacted the complainant to see if there were any further incidents. The BLEO was advised that there were no further incidents.
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2020-08-08 Property Standards Complaint: BLEO received a property standards complaint. The BLEO attended the property and observed debris and refuse strewn about the front lawn. A few unsuccessful attempts were made to contact the property owner. An Order to Comply (OTC) was issued to have the property cleaned of all refuse and debris by 2020-09-04. A follow up was conducted 2020-09-18 affirming non-compliance. Penalty Notice issued. 2020-08-12 Zoning Bylaw Complaint: BLEO received a complaint about a property owner that was cutting down trees and other vegetation close to the shoreline. The BLEO attended the property and there had been no damage to the required vegetative buffer. On 2020-08-20, the BLEO contacted the property owner and advised of the required 15 metre vegetative buffer before any damage could be done to the shoreline vegetative buffer. Follow ups by the BLEO have shown continued compliance. 2020-08-14 Parking Bylaw Complaint: BLEO received a complaint regarding Building w/o a Permit (BWOP) and several vehicles parked on the road during the weekends. 2020-08-26 the BLEO and the Building Dept. attended the address and spoke with the property owner regarding both issues. The complainant was advised and told to contact the BLEO if further problems arise. 2020-08-14 Property Standards Complaint: BLEO received a property standards complaint. The BLEO attended the property and observed a parked trailer that the BLEO suspected was being used on occasion. The property owner was contacted, and the property owner agreed to have the trailer removed. A follow up was conducted 2020-09-15 affirming compliance. 2020-08-14 Property Standards Complaint: BLEO and the Building Dept. attended a property regarding a complaint about Building w/o a Permit (BWOP). The BLEO observed a camper trailer that showed obvious signs of being used. The BLEO issued the property owner an Order to Comply (OTC) to have the trailer removed. A follow up was conducted 2020-09-16 affirming compliance. 2020-08-18 Zoning Bylaw Complaint: BLEO received a complaint regarding suspicious activity (possible Building w/o a Permit (BWOP) and destruction of the shoreline). On 2020-08- 30, the BLEO and the Building Dept attended the property to investigate. There were no signs of new construction and the shoreline vegetative buffer was intact. The property owner was spoken to and confirmed that there were no plans of building or disrupting the shoreline. Further follow ups by the BLEO have shown continued compliance. 2020-08-21 Property Standards Complaint: BLEO received a property standards complaint. The BLEO attended the property and observed a parked trailer that the BLEO suspected was being used on occasion. The property owner was contacted, and the property owner agreed to have the trailer removed. A follow up was conducted 2020-09-25 affirming compliance. 2020-08-26 Property Standards Complaint: BLEO received a property standards complaint. The BLEO attended the property and observed a trailer parked on the property that was being used on occasion. The property owner was contacted, and the property owner agreed to have the trailer removed. A follow up was conducted 2020-09-30 affirming compliance.
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2020-08-31 Dog Complaint: BLEO received a complaint regarding a neighbour’s dog frequently roaming on the road and the surrounding properties. A notice was sent to the dog’s owner advising them of Hastings Highlands Dog Bylaw and if further incidents occur, fines may apply. On 2020-09-18, the BLEO was advised by the complainant that there were no further incidents. 2020-09-07 Noise Complaint: BLEO received two noise complaints regarding a neighbouring property. The BLEO contacted the property owner and sent a notice advising the property owner of Hastings Highlands Noise Bylaw and that if further incidents occur, fines may apply. On 2020-09-18, the complainants were advised to contact the BLEO if further incidents occur. 2020-09-15 Property Standards Complaint: BLEO received a property standards complaint about individuals living in a camper trailer. The BLEO attended the property and observed a trailer parked in the driveway. On 2020-09-23 the BLEO spoke with the property owner. The property owner advised BLEO that the trailer was only being stored on the property while it was being renovated. Further follow ups by the BLEO and the complainant have shown continued compliance. 2020-09-15 Dog Complaint: BLEO was contacted regarding a found dog. The dog had no identifying tags & the owner could not be found. Subsequently, BLEO brought the dog to the Faraday Dog Pound. On 2020-09-18, BLEO was advised that the dog’s owner had been found. BLEO sent a notice to the dog owner advising them of the Hastings Highlands Dog Bylaw and if further incidents occur, fines may apply.
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Suzanne Huschilt, Municipal Clerk Department: Administration Subject: Bylaw 2020-032 Workplace Violence and Harassment Policy
RECOMMENDATION: THAT Council accepts this report “Bylaw 2020-032 Workplace Violence and Harassment Policy” as submitted by the Clerk and the Administrative Assistant; and
THAT Council passes Bylaw 2020-032 being a bylaw to implement a Workplace Violence and Harassment Policy.
ORIGIN: The first reading of this Bylaw took place at the Regular Meeting of Council on September 23, 2020.
In accordance to the amendments made by Bill 168 (2010) and Bill 132 (2016) to the Occupational Health and Safety Act, the Municipality of Hastings Highlands deems it necessary to update existing Policies with respect to Workplace Violence, Harassment and Sexual Harassment in order to be compliant with current statute.
In an effort to streamline the review process, the Administrative Assistant as member of the Municipality's Joint Health and Safety Committee has been reviewing/working on individual policies from the comprehensive Health and Safety Manual. This is the first in a series of policies staff will be presenting to Council for review and update.
BACKGROUND INFORMATION: Bill 168 came into force on June 15, 2010 amending Ontario's Occupational Health and Safety Act (OHSA) to protect workers from violence and harassment in the workplace.
Bill 132, amended the Occupational Health and Safety Act, and became law on March 8, 2016. The Act requires employers to develop policies and programs to prevent harassment, including sexual harassment, in the workplace.
Staff have consulted with the municipal solicitor in regards to the inclusion of a 'Whistle Blower' provision and can confirm that there are general anti-reprisal provisions under the OHSA. Further to the passage of this policy the Operations Manager will be bringing forth the 2020 Health and Safety Manual for Council's approval. Page 217 of 291 Bylaw 2020-032 Workplace Violence and Harassment Policy AGENDA ITEM #vii)
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #4 - Exceptional Service and Government Goal: Strengthen Performance Management and Accountability for Results Across the Organization.
REFERENCES: Occupational Health and Safety Act, R.S.O 1990 Human Rights Code, R.S.O. 1990 Current Violence in the Workplace Policy (Forms part of the Municipality's Health and Safety Policy 2019) *This policy has been approved by the Municipal Joint Health and Safety Committee
ATTACHMENTS: BYLAW 2020-032 Workplace Harassment Policy POLICY HH Workplace Harassment Appendix 'A' 'B' Workplace Violence and Harassment Policy_
Prepared By:
Suzanne Huschilt, Municipal Clerk
Reviewed By: Municipal Clerk October 13, 2020 Reviewed By: CAO/Treasurer October 13, 2020
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THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BYLAW 2020-032
TO IMPLEMENT A WORKPLACE VIOLENCE AND HARASSMENT POLICY
______
WHEREAS Bill 168, an Act to amend the Occupational Health and Safety Act, became law in December 2009, with an implementation date of June 15, 2010;
AND WHEREAS The Bill made legislative amendments to the Occupational Health and Safety Act to further protect workers from violence and harassment in the workplace;
AND WHEREAS Bill 132, an Act to amend the Occupational Health and Safety Act, became law on March 8, 2016 with an implementation date of September 8, 2016;
AND WHEREAS The Bill made legislative amendments to the Occupational Health and Safety Act requiring employers to develop policies and programs to prevent harassment, including sexual harassment, in the workplace;
AND WHEREAS the Municipality of Hastings Highlands deems it necessary to update existing Policies with respect to Workplace Violence, Harassment and Sexual Harassment in order to be compliant with current statute;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS ENACTS AS FOLLOWS:
1. THAT Council does hereby adopt a Workplace Violence and Harassment Policy attached hereto as Schedule ‘A’ forming part of this Bylaw;
2. THAT the Mayor and Municipal Clerk be and are hereby authorized to sign this Bylaw and affix the corporate seal thereto;
3. THAT any former bylaws relating to Workplace Violence, Harassment and Sexual Harassment are hereby rescinded;
READ a first time in Council on the 23rd day of September 2020.
READ a second time, ENACTED and PASSED in Council this 21st day of October 2020.
______
Vic A. Bodnar, Mayor Suzanne Huschilt, Municipal Clerk
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Schedule ‘A’ to Bylaw 2020-032
Municipality of Hastings Highlands- Corporate Policies and Procedures DEPARTMENT: POLICY #: Administration POLICY: Workplace Violence and Harassment Policy DATE: REV. DATE: COVERAGE: PAGE #: Municipal Employees, Municipal Oct 21, 2020 Elected Officials, Council-appointed 1-12 Boards, Committees, Advisory Committees, Volunteers, Contractors, Public
POLICY STATEMENT:
The Municipality of Hastings Highlands is committed to providing an environment free from all forms of harassment, discrimination and disrespectful behaviour. The Municipality expects and promotes respectful interactions, which show regard for the rights, dignity, health and safety of all.
This policy is consistent with the provisions of the Ontario Human Rights Code, Occupational Health and Safety Act and shall be read in conjunction with any applicable collective agreement provisions.
The Municipality will not tolerate, ignore or condone workplace harassment, discrimination or any pattern of inappropriate, disrespectful behaviour that a reasonable person would consider humiliating, demeaning, offensive or intimidating. The Municipality considers such actions to be a serious offence, which may result in disciplinary action up to and including termination of employment.
The Municipality will:
work to prevent incidents from taking place through information, education, early identification and corrective discipline where appropriate thoroughly investigate reported incidents in an objective, sensitive and timely manner with due regard to the confidentiality of all parties concerned provide fair and effective resolution of complaints take necessary action against those who are found in contravention of this policy; up to and including termination of employment
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provide support to those affected by misconduct, to maintain self-worth, health and wellness
SCOPE:
This policy applies to all Municipality of Hastings Highlands full-time, part-time, casual and temporary employees and addresses workplace harassment, discrimination or other unwanted behaviour from all sources such as other employees, department heads, supervisors, contractors, Members of Council, Committee/Board Members and the public. Volunteers and Members of Council are afforded the same rights and protections provided by this policy, while performing authorized activities for the Municipality. This may include off-site job-related functions and social events related to work and employment.
DEFINITIONS:
Discrimination
Workplace discrimination is the unequal treatment, exclusion or preference based on the protected grounds in the Ontario Human Rights Code, which reduces the equality of opportunity or causes a disadvantage in the terms or conditions of employment. The protected grounds of discrimination are:
Race, colour, ancestry, citizenship, ethnic origin or place of origin Creed, religion Age Sex (including pregnancy and gender identity/expression) Sexual orientation Family, marital (including same-sex partnership) status Disability or perceived disability A record of offences for which a pardon has been granted under the Criminal Records Act (Canada) and has not been revoked, or an offence in respect of any provincial enactment
Systemic (Indirect) Discrimination
Systemic discrimination occurs when policies or practices exclude, limit or restrict members of designated groups from employment or opportunities within employment even if it is unintentional.
Workplace Sexual Harassment:
Workplace sexual harassment is a health and safety issue that is covered under the Occupational Health and Safety Act and the Sexual Violence and Harassment Action Plan Act. The Acts define workplace sexual harassment as:
Engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression where the course of Page 2 of 12
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comment or conduct is known or ought reasonably to be known to be unwelcome.
or
Making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome.
Both men and women can be victims of harassment and someone of the same or opposite sex can harass someone else.
Examples may include, but are not limited to:
Persistent leering (suggestive staring) or other obscene/offensive gestures Unwanted and inappropriate physical contact such as touching, kissing, patting, pinching, brushing up against a person Unwelcome sexually oriented remarks, invitations, requests, jokes, gestures Unwelcome sexual flirtations, advances, propositions Inquiries or comments about a person’s sex life Demands or requests for sexual favours, especially by a person who is in a position of authority Displaying sexually offensive materials Sexual assault
Discriminatory Harassment
Discriminatory harassment is a pattern of inappropriate actions or ongoing behaviour that a reasonable person would consider humiliating, demeaning or intimidating. It includes comments or conduct based on the prohibited grounds in the Ontario Human Rights Code, which the recipient does not welcome or that offends him or her. A single incident may constitute harassment, depending on the severity of the behaviour.
Some examples of discriminatory harassment include:
Offensive comments, jokes or behaviour that belittle or ridicule a person’s membership in one of the protected grounds, such as race, religion or sexual orientation Imitating a person’s accent, speech or mannerisms Persistent or inappropriate questions about whether a person is pregnant, has children or plans to have children; or Inappropriate comments or jokes about an individual’s age, sexual orientation, personal appearance or weight
Harassing comments or conduct can poison someone’s working environment, making it a hostile or uncomfortable place to work, even if the person is not being directly targeted. This is commonly referred to as a poisoned work environment and it is a form of harassment.
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Some examples of actions that can create a poisoned work environment include:
Displaying offensive or sexual materials such as posters, pictures, calendars, web sites or screen savers Distributing offensive e-mail messages or attachments such as pictures or video files Practical jokes that embarrass or insult someone; or Jokes or insults that are offensive, racist or discriminatory in nature
Workplace Harassment and Bullying
Workplace harassment is a health and safety issue that is covered under the Occupational Health and Safety Act. It defines workplace harassment as:
Engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome.
Workplace harassment may have some or all of the following components:
It is generally an ongoing behaviour, although a single incident may constitute harassment, depending on the severity of the behaviour It is hostile, abusive or inappropriate It affects the person’s dignity It results in a poisoned work environment It intimidates, isolates or discriminates against the recipient
Some examples of workplace harassment are:
Verbally abusive behaviour such as yelling, insults, ridicule and name calling, including remarks, jokes or innuendos that demean, ridicule, intimidate or offend Workplace pranks, bullying and hazing Gossiping or spreading malicious rumours Excluding or ignoring someone, including persistent exclusion of a particular person from workplace social gatherings A Department Head/Supervisor undermining someone else’s efforts by setting impossible goals, with short deadlines and deliberately withholding information that would enable a person to do their job A Department Head/Supervisor providing only demeaning or trivial tasks in place of normal job duties Humiliating someone Sabotaging someone else’s work Displaying or circulating offensive pictures or materials Offensive or intimidating phone calls or e-mails A Department Head/Supervisor blocking an individual’s efforts at promotions or transfers for reasons that are not legitimate; and Making false allegations about someone
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What Isn’t Harassment
Workplace harassment should not be confused with legitimate, reasonable management actions that are part of the normal work function, including:
Actions to correct performance deficiencies Imposing discipline for workplace infractions Requesting medical documents in support of an absence from work Normal workplace conflict that may occur between individuals or differences of opinion between co- workers Friendly teasing or bantering that is mutually acceptable and not offensive to others
Workplace
Any location where a Municipal employee is carrying out their occupational duties, including those locations that are not on primary work sites. This may include a social function, training and conferences, during travel, at restaurants, hotels or meeting facilities being used for business purposes, during telephone, e-mail or other communications. This may also include social networking sites (Facebook, Twitter, Linked-In etc.).
Poisoned Work Environment
Workplace harassment may also include behaviour, conduct, comments or activities which are not directed specifically at an individual, but which nonetheless create a degrading or offensive “poisoned” work environment.
Abuse of Authority
An individual using undue authority or power related to their position with the intention of undermining an employee’s job performance.
Retaliation
Being penalized or treated in a hostile manner for filing a complaint and/or participating as a witness in an investigation in relation to a complaint. Some examples of this include shunning or contacting participants to discuss their involvement in a case.
Complainant
A person who has allegedly been the target of harassment or discrimination and who brings a complaint forward under this policy.
Respondent
A person alleged to have engaged in behaviour of harassment or discrimination under this Page 5 of 12
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policy.
Investigator
The Department Head, Chief Administrative Officer or a person designated by the Chief Administrative Officer, to conduct investigations under this policy if it is determined that a formal investigation is required. Allegations against the CAO or Council Members will be investigated by an external third party, selected by the Municipality.
ROLES AND RESPONSIBILITIES
All employees, volunteers and members of Council have a responsibility to ensure their own behaviour and interactions are respectful and not in contravention of this policy. It is critical to understand that the intention behind one’s actions is not relevant in the determination of a finding of harassment or discrimination; what matters is the impact the actions have on others. All staff, volunteers and Members of Council also have a role in not tolerating such behaviour and reporting it, if it does occur. Specific groups or individuals have particular responsibilities as follows:
Department Heads/Supervisors
It is the responsibility of those in supervisory/management positions, up to and including the CAO, to actively foster respectful interactions in the workplace through the provision of information, training, clear expectations and modeling desired behaviour. Department Heads/Supervisors must not condone inappropriate workplace behaviour. In the event of an alleged incident of harassment and/or discrimination, Department Heads/Supervisors will immediately provide supports to maintain the physical and emotional health of those affected, provide information on the procedures associated with this policy.
The Department Heads/Supervisors will demonstrate and promote the maintenance of confidentiality.
A person in authority who does not take active steps to ensure a harassment free workplace may be held responsible for failing to do so and face disciplinary action up to and including termination of employment. Active steps include, but are not limited to:
ensuring employees are aware of this policy regularly reinforcing the requirement for respectful interactions modeling behaviour in keeping with Municipal Values supporting employees who come forward with complaints under this policy investigating and addressing workplace harassment, discrimination or other unwanted behaviour, including harassment by a member of the public against an employee.
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Union/Association Executive
Executive members of our Unions and Associations play a leadership role in partnering with the Municipality to promote a workplace that is free of harassment and discrimination. They will ensure their own behaviour is in compliance with this policy, guide the behaviour of others and support training initiatives.
Employees, Volunteers, Members of Council
Anybody who is the target of harassment or discrimination is asked to take action toward a resolution, as outlined in the program associated with this policy. Employees, volunteers and Members of Council are encouraged to report harassment or discrimination to the appropriate person as outlined in this policy.
Those who have become aware of or have directly observed harassment or discrimination are asked to provide support to the target of the behaviour and encourage them to take action toward a resolution. If that person does not take action, observers are asked to bring information forward to any Department Head/Supervisor.
Anyone involved in the investigation of an alleged incident is required to cooperate with the Investigator and to maintain confidentiality at all times.
Reporting a Complaint
The Department Head will receive complaints and conduct an initial assessment of appropriate next steps. Every effort will be made to receive and resolve complaints in a timely manner.
The Department Head will obtain the following information regarding the complaint(s): name of complainant(s) and contact information name of alleged harasser(s), position and contact information name of witness(es) (if any) or other person(s) with relevant information to provide about the incident (if any) and contact information (if known) details of what happened including date(s), frequency and location(s) of the alleged incident(s) any supporting documents the complainant may have in his/her possession that are relevant to the complaint a list of any documents a witness, or another person, or the alleged harasser may have in their possession that are relevant to the complaint
The following can be recorded on the Municipality of Hastings Highlands Complaint Form, which forms Appendix “A” of this policy.
Where the complaint involves the Chief Administrative Officer or a Member of Council, or in any other instance at the discretion of the Municipality, the Clerk will facilitate appointment and coordination of an outside, third party investigator.
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Investigator
The Investigator will conduct investigations where necessary and make a determination as to whether harassment is present or not. Additionally, the Investigator will be able to provide recommendation of supports such as coaching, training, monitoring etc. Allegations against Chief Administrative Officer or a Member of Council, or in any other instance at the discretion of the Municipality, will be investigated by a third part investigator.
Chief Administrative Officer (CAO)
The Chief Administrative Officer will be informed of all complaints and receive investigation findings from the Investigator. The CAO will work collaboratively with the impacted Department Heads and, as applicable, the external legal counsel in determining the outcome and implementation of the investigation and recommendations. Department Heads will inform the CAO of all complaints which involve a formal investigation or are considered complex and informal in nature. The CAO will be consulted as necessary during the investigation and resolution determination process.
PROCEDURE Any person who feels they have been the target of or has observed harassment or discrimination is encouraged to use the Workplace Harassment Complaint form, which forms Appendix “A” of this policy, to document the details of the incident shortly after it has occurred. In the event that the Workplace Harassment Complaint Form is not used to record the details of the incident, it is necessary to ensure the following information is recorded:
Name of the Complainant and Respondent Date, time and location of the incident Description of the incident, including words, gestures Names of witnesses to incident Any documents relevant to the incident such as email messages
This information will help with any of the resolution methods described below.
Assisted Resolution Those who feel they have been the target of offensive behaviour, are encouraged as an initial step to raise their concern with the offender either in person, by phone or in writing. This step is only suggested if the employee feels comfortable to do so.
Often times, the person may not be aware that their behaviour is offensive and unwelcome. A clear message to them may stop the behaviour with no further intervention required. If the behaviour does not stop, you are asked to bring your complaint forward to initiate a formal resolution.
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Complaint
A complaint may be initiated in the following ways:
Submitting a written complaint to the Department Head. The Municipality’s Complaint Form may be completed independently or with the assistance of the Department Head or CAO Filing a grievance, as applicable under the Collective Agreement
Making a complaint in writing makes it much easier for the Municipality to review the complaint, understand it, and decide upon an appropriate response. Employees should complete the Municipality’s Complaint Form. However, all complaints will be taken seriously and investigated in a way that is appropriate in the circumstances. Employees may choose not to pursue a complaint, however, they should be aware that once the organization is aware of the incident, it may be necessary to proceed with an investigation and take appropriate action in any event.
Complaints should be made as soon as possible the incident occurs. This will allow for proper investigation while evidence is still fresh in the minds of witnesses and to ensure timely action occurs.
Nothing in this policy prevents an employee from initiating a complaint to the Human Rights Tribunal of Ontario or Ministry of Labour, as applicable or from seeking outside legal assistance at their own expense at any time during this internal process. Even if an employee brings an outside complaint, the Municipality may still continue with its internal processes to investigate and resolve the complaint.
Acts of violence and criminal harassment such as stalking, threats, sexual or physical assault are addressed through the Workplace Violence Prevention Policy and the Criminal Code and may be supported by the local Police.
Complaints may be assessed to require no further action in the following circumstances:
the alleged incident occurred more than twelve months before the date of the complaint; however, in some cases the Municipality may be required by law to investigate complaints that were made outside the twelve month window. an investigation regarding the same incident has already been initiated by another party the alleged incident does not comply with the definition of harassment and discrimination under this policy even if all of the allegations were proven to be true.
Investigation
An investigation will be conducted that is appropriate in the circumstances. Sometimes, the only investigation necessary may be a meeting with the Complainant; some enquiries don’t require a meeting with a respondent. In other cases, a full, formal investigation may be required.
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The Investigator will determine what kind of investigation is appropriate, in consultation with the Chief Administrative Officer.
In any investigation, the Investigator will inform the Department Head of the Complainant and the Respondent. During the investigation, the Municipality may put interim measures and/or corrective action(s) in place to protect the parties involved in the investigation.
Individual interviews will occur as follows:
Complainant - to discuss, confirm and formally document details of the incident(s) and, potentially, to reply to issues raised in course of the investigation
Respondent – to inform of the concern and to enable them to provide a full response to the allegations
Witnesses (if necessary) – may include those with direct observations of the incident or those with historical information – to provide additional accounts of the incident or surrounding dynamics.
Interview subjects may be accompanied by a person of their choice for moral support during any step of the investigation, as long as that person is not a potential witness. Where interview subjects are part of a bargaining unit, they are encouraged to choose a union representative as their support person. Where appropriate, interviewees will be asked to review meeting notes and sign them to indicate their accuracy.
The Municipality will endeavour to investigate the matter on an expedited basis. Where there are extenuating circumstances, the investigation may take additional time.
Upon completion of the interviews, the Investigator will review all evidence collected determine what occurred based on a “balance of probabilities” (which means is it more likely than not that something occurred). The investigator will also determine whether the behaviour constitutes harassment and/or a breach of the code of conduct or other applicable policy.
The Investigator will provide a report to the Chief Administrative Officer with a determination of findings. Advice may be sought from legal counsel or the Ontario Human Rights Commission as required. If the CAO is a party to the complaint (Complainant, Respondent or witness), the findings will be provided to a designate.
The CAO and the Investigator will meet with the affected employee’s Department Head(s) review the findings of the investigation. The CAO will work collaboratively with Department Head(s) to determine the outcome of the investigation and implementation plan.
Complaints Against Senior Staff and Elected Officials
Complaints initiated against Senior Staff (CAO/Department Head(s)) or Elected Officials (Mayor, Members of Council) will be responded to as follows:
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Page 229 of 291 Bylaw 2020-032 Workplace Violence and Harassment Policy AGENDA ITEM #vii)
The Municipality of Hastings Highlands WORKPLACE VIOLENCE AND HARASSMENT POLICY BYLAW 2020-032
In the case of the Mayor being the Respondent, an external Investigator will be selected and retained by the Municipality to collect facts regarding the complaint and make recommendations. Findings of the investigation will be shared with the Members of Council and CAO. The recommendations will be reported to Council, who will decide the actions to be taken toward the Mayor, in keeping with the provisions of the Municipal Act. The CAO will provide a summary report to the Complainant, outlining the actions taken in response to their claim.
In the case of a Councillor being the Respondent, an external Investigator will be selected and retained by the Municipality to collect facts regarding the complaint and make recommendations. Findings of the investigation will be shared with the Mayor and CAO who will develop and recommended an outcome and implementation. The recommendations will be reported to Council, who will decide the actions to be taken toward the Respondent, in keeping with the provisions of the Municipal Act. The CAO will provide a summary report to the Complainant, outlining the actions taken in response to their claim.
In the case of the Chief Administrative Officer being the Respondent, an external Investigator will be selected and retained by the Municipality to collect facts regarding the complaint and make recommendations. Findings of the investigation will be reported to the Mayor and Clerk who will develop a recommended outcome and implementation. The recommendations will be reported to Council, who will decide the actions to be taken toward the CAO, up to and including termination of employment. The Mayor will provide a summary report to the Complainant, outlining the actions taken in response to their claim.
Outcomes and Resolutions
Outcomes and resolutions may include but not be limited to:
Education to an individual and/or group Mediation Review and modification of workplace policies, procedures and practices Discipline including, but not limited to, a reprimand, suspension, demotion, transfer, termination of employment
The complainant and respondent are not entitled to a copy of the full report but will be informed in writing of the results of the investigation and any corrective action that has been taken as a result of the investigation, including measures taken to prevent a recurrence, as appropriate. As required, applicable Department Heads/Supervisors of both the complainant and respondent will be advised of the results and corrective actions.
A plan to monitor the behaviour of individuals and dynamics of those impacted will be developed by applicable Department Heads/Supervisors to follow up periodically six months after the conclusion of the investigation. This measure is set to guard against potential retaliation, prevent future issues and evaluate the effectiveness of resolution strategies.
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Page 230 of 291 Bylaw 2020-032 Workplace Violence and Harassment Policy AGENDA ITEM #vii)
The Municipality of Hastings Highlands WORKPLACE VIOLENCE AND HARASSMENT POLICY BYLAW 2020-032
Malicious Complaints
Complaints determined as malicious will be considered a contravention of this policy. The resolution and outcomes will focus appropriate disciplinary action toward the original Complainant, up to and including termination of employment.
Retaliation
Retaliation, penalties, or threats to that effect, toward anyone involved in a complaint or investigation is viewed as a violation of this Policy. Investigation of such behaviour will occur and appropriate disciplinary action taken, up to and including termination of employment.
Confidentiality
All information related to a complaint and investigation is confidential. Information obtained during the investigation will not be disclosed unless the disclosure is necessary for the purposes of investigating or taking corrective action with respect to the incident or is otherwise required by law. Anyone involved in an investigation shall not disclose information, except as required by this procedure or by law and will be required to sign a confidentiality statement. Anyone who breaches confidentiality of any part of a complaint will be subject to discipline, up to and including termination of employment.
Records Retention All records related to meetings, interviews or any part of the investigation will be treated as confidential and not be disclosed, except as required by law. Documentation related to the investigation will be retained as a separate file. Records may be subject to release under the Municipal Freedom of Information and Protection of Privacy Act or legal proceedings.
Copies of any disciplinary action will be placed in the employee’s file.
Information and Training
The Municipality of Hastings Highlands will ensure all employees and volunteers have read this policy and will make it readily available for reference. Members of Council and new employees will be provided with the policy upon hire. Training to enhance understanding of how to prevent and respond to Workplace Violence and Harassment will be provided upon hire. Additional training may be requested or directed to individuals or groups as required. Department Heads and Supervisors will be provided with additional instruction on how to recognize workplace harassment and how to handle complaints of workplace harassment.
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Page 231 of 291 Bylaw 2020-032 Workplace Violence and Harassment Policy AGENDA ITEM #vii)
APPENDIX ‘A’ to BYLAW 2020-032
WORKPLACE VIOLENCE and HARASSMENT COMPLAINT FORM Municipality of Hastings Highlands
The Municipality of Hastings Highlands is committed to providing a work environment in which all workers are treated with respect and dignity. Workplace harassment will not be tolerated from any person in the workplace. This includes full- time, part-time, casual and temporary employees of the Municipality. Councillors and volunteers are afforded the same rights and protection, while performing authorized activities for the Municipality of Hastings Highlands.
Name and contact information of worker who has allegedly experienced workplace harassment (your name):
Name of alleged harasser(s) and contact information, if available:
Details of the complaint of workplace harassment
Please describe in as much detail as possible the bullying and harassment incident(s), including: (a) the names of the parties involved; (b) any witnesses to the incident(s); (c) the location, date and time of the incident(s); (d) details about the incident(s) (behaviour and/or words used); (e) any additional details. (Attach additional pages if required)
Municipality of Hastings Highlands 33011 Hwy 62 N Maynooth, ON K0L 2S0 Ph (613) 338-2811 Fax (613) 338-3292 www.hastingshighlands.ca
Page 232 of 291 Bylaw 2020-032 Workplace Violence and Harassment Policy AGENDA ITEM #vii)
Relevant documents/evidence
Attach any supporting documents, such as emails, handwritten notes, or photographs. Physical evidence, such as vandalized personal belongings, can also be submitted. If you are not able to attach documents and they are relevant to your complaint, please list the documents below. If someone else has relevant documents, please note that below.
Signature:
Date:
Please submit completed form in accordance to the structure defined in the Municipality of Hastings Highlands Workplace Violence and Harassment Policy (Department Head, CAO, Assigned Third-Party Investigator).
Municipality of Hastings Highlands 33011 Hwy 62 N Maynooth, ON K0L 2S0 Ph (613) 338-2811 Fax (613) 338-3292 www.hastingshighlands.ca
Page 233 of 291 Bylaw 2020-032 Workplace Violence and Harassment Policy AGENDA ITEM #vii)
APPENDIX 'B' to BYLAW 2020-032
WORKPLACE VIOLENCE AND HARASSMENT INVESTIGATION FORM Municipality of Hastings Highlands
This template may be used for guidance in investigating workplace harassment incidents or complaints. It may not be appropriate for complex workplace harassment investigations. The person conducting the investigation must not have been involved in the incident or complaint of workplace harassment and must not be under the direct control of the alleged harasser. Refer to the Workplace Violence and Harassment Policy for further info.
(Source: Ministry of Labour https://www.labour.gov.on.ca/english/hs/pubs/harassment/schedulee.php )
Name of Investigator: Job Title/ Department:
Date of Investigation:
A. BACKGROUND INFORMATION - Who are the people involved? Are they workers as defined by Occupational Health & Safety Act (OHSA)? Who reported and when? Name of the person who reported workplace Job Title/ Department: harassment:
Name of the person who allegedly experienced Job Title/ Department: workplace harassment (if not the same as above): Date complaint/concern raised and how:
Name of the worker(s) (complaining or possible Job Title/ Department: exposed to workplace harassment):
Name of respondent(s) (alleged harasser) If not Job Title/ Department: a worker, provide details.
Page 234 of 291 Bylaw 2020-032 Workplace Violence and Harassment Policy AGENDA ITEM #vii)
B. INVESTIGATION PLAN - Plan and Conduct the Investigation Obtain the worker(s) concerns of harassment in writing, if possible. Assistance should be provided in completing the form where necessary. An investigator needs to interview the worker who allegedly experiencedworkplace harassment and the alleged harasser (if a worker of the employer). If the alleged harasser is not a worker of the employer, the investigator should make reasonable efforts interview him or her. Make a list of possible relevant witnesses. The worker who allegedly experienced workplace harassment and the alleged harasser should be asked for names of any relevant witnesses. Interview relevant witnesses. Ask specific questions about what they have observed, are aware of or have personally experienced. If the witnesses are not workers of the employer, the investigator should make reasonable efforts to interview thosewitnesses. Collect and review relevant documents from the worker, alleged harasser, witnesses and the employer. Take detailed notes. Keep the investigation confidential. Instruct the worker who allegedly experienced workplace harassment, the alleged harasser and witnesses not to talk to others about the investigation unless it is necessary, for instance, to obtain advice orcounselling. C. WORKER(S) CONCERNS/WORKPLACE HARASSMENT ALLEGATIONS When did the incident(s) occur? Confirm date of first incident and any subsequent behaviours or conduct. Note that recalling events of harassment can be stressful for the complainant. Date of first incident Date of last incident Date of other incident(s) D. ALLEGED HARASSER(S) RESPONSE The alleged harasser(s) will likely need details of the allegation of harassment to be able to respond. E. INTERVIEW RELEVANT WITNESSES List witnesses. Interview relevant witnesses and make notes. F. COLLECTED DOCUMENTATION List the documents collected for the investigation and how or from whom they were obtained. G. INVESTIGATION RESULT(S) - The investigator’s summary report should set out who was interviewed, what evidence was obtained and an analysis of the evidence to determine whether workplace harassment occurred. Summary of key evidence Recommended next steps Report provided to:
Page 235 of 291 Bylaw 2020-032 Workplace Violence and Harassment Policy AGENDA ITEM #viii)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: David Stewart, CAO/Treasurer Department: Administration Subject: DRAFT Bylaw 2020-088 Condolence Policy
RECOMMENDATION: THAT Council accepts this report "DRAFT Bylaw 2020-088 Condolence Policy" as submitted by the CAO/Treasurer; and
THAT Council reviews the DRAFT Condolence Policy; and
FURTHERMORE THAT Council provides further direction or required changes/amendments.
ORIGIN: This draft policy is being brought to Council for consideration so that past practices can be formalized.
Should Council have any changes, a new motion (after the above motion is carried) may be introduced to direct staff to do so.
BACKGROUND INFORMATION: Condolences have been offered by the Municipality in numerous situations in the past and this policy is intended to formalize the protocol to be followed to appropriately acknowledge the loss of a current employee, current or former Council member, immediate relative of current employees and current Council members, or a significant community member that Council wishes to recognize.
FINANCIAL IMPACT: Any expenses incurred relating to condolence offerings in line with the Condolence Policy will be charged to the appropriate Council expense account.
LINK TO STRATEGIC PLAN: N/A
REFERENCES: N/A
ATTACHMENTS: Page 236 of 291 DRAFT Bylaw 2020-088 Condolence Policy AGENDA ITEM #viii) Schedule A HH Condolence Policy
Prepared By:
David Stewart, CAO/Treasurer
Reviewed By: Municipal Clerk October 9, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 237 of 291 DRAFT Bylaw 2020-088 Condolence Policy AGENDA ITEM #viii)
Schedule “A” to Bylaw 2020-088
Municipality of Hastings Highlands- Corporate Policies and Procedures
DEPARTMENT: POLICY #: Administration and Council
POLICY: Condolence Policy
DATE: REV. DATE: COVERAGE: PAGE #:
OCT 2020 Municipal Staff, Members of Council, 1-2 Committee/Board Members, Volunteers
1.0 POLICY STATEMENT: The focus of this policy is for the Municipality of Hastings Highlands to appropriately acknowledge the loss of a current employee, current or former Council member, immediate relative of current employees and current Council members, or a significant community member that Council wishes to recognize. It is important that the Municipality responds in a way that acknowledges the loss and acts sensitively to support the bereaved. 2.0 PURPOSE: The purpose of this policy is to provide a consistent approach for both staff and Council when responding to the death of a current employee, current or former Council member, immediate relative of current employees or current Council members, or a significant community member that Council wishes to recognize, while balancing the need to utilize public funds responsibly. 3.0 DEFINITIONS: “Immediate relative” shall include spouse (including common-law), parent, child (including adopted). 4.0 PROCEDURE: Any expenses incurred relating to condolence offerings will be charged to the appropriate Council expense account.
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Page 238 of 291 DRAFT Bylaw 2020-088 Condolence Policy AGENDA ITEM #viii)
In the event that staff or Council are notified of the death of a prescribed individual, the following will occur: Upon notification of the death, flowers (or equivalent gift), or donation in lieu to a charity/organization as requested or outlined by the family, to the value of up to $75.00, will be arranged by staff as soon as practicable. If flowers or gift are arranged, they are to be addressed to the immediate family and a sympathy card is to be arranged and signed, with a message by the CAO on behalf of staff and/or Council. All condolence correspondence shall be dealt with in a timely manner. 4.1 Death of current employee or immediate relative of current employee The staff member’s immediate Supervisor, or CAO, is responsible for passing on sympathy/condolences of the Municipality of Hastings Highlands Council to the family/next of kin in the event of the death of: - Current regular employee, including volunteer firefighters; or an - Immediate relative of a current regular employee, not including volunteer firefighters. 4.2 Death of a current Council member or immediate relative of current Council member The CAO and Mayor are responsible for passing on sympathy/condolences of the Municipality of Hastings Highlands Council to the family/next of kin in the event of the death of: - Current Council member; or an - Immediate relative of a current Council member. 4.3 Death of a former Council member The CAO and Mayor (or delegate) are responsible for passing on sympathy/condolences of the Municipality of Hastings Highlands Council to the family/next of kin in the event of the death of: - Former Council member. 4.4 Death of a significant community member (including Committee/Board Members and Volunteers) Council, by way of resolution or as directed by the Mayor if a Council meeting is not imminent, may choose to recognize the death of a significant community member. Upon decision, flowers (or equivalent gift) or a donation in lieu to a charity/organization as requested or outlined by the family, to the value of up to $75.00, will be arranged by staff, as soon as practicable. If flowers or gift are arranged, they are to be addressed to the immediate family and a sympathy card is to be arranged and signed, with a message by the CAO or Mayor, on behalf of staff and/or Council.
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Page 239 of 291 DRAFT Bylaw 2020-088 Condolence Policy AGENDA ITEM #ix)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: David Stewart, CAO/Treasurer Department: Administration Subject: Operations - Musclow Greenview Bridge Repair Follow Up
RECOMMENDATION: THAT Council accepts this report, "Operations - Musclow Greenview Bridge Repair Follow Up" as submitted by the CAO/Treasurer; and
THAT Council approves follow up Option ____ .
ORIGIN: At the September 23, 2020 Meeting of Council, the following was resolved by Council:
(395-2020) THAT Council accepts this report, "Musclow-Greenview Bridge Repair" as submitted by the Operations Manager; and
THAT Council approves Option 1, being Corrective Remediation which would remove/replace damaged portions of the concrete barrier wall and wingwall including reinstating the approach pavement, replace the damaged section of the steel beam guiderail including four steel posts and associated hardware. This option would follow a formal tendering process as outlined in the Municipality's procurement policy.
Estimated Cost: $40,000 +HST
The Municipality is insured for up to $50,000 with Frank Cowan Insurance, with any deductible amount applied to the total cost of damages. For example, if the total cost to repair the damages was $45,000 to the Municipality, $40,000 would be covered by insurance (taking into consideration the Municipality's $5,000 deductible).
The cost of the engineers report and the Municipality's insurance deductible of $5,000 will be funded from the 2020 operating budget.
BACKGROUND INFORMATION:
Page 240 of 291 Operations - Musclow Greenview Bridge Repair Follow Up AGENDA ITEM #ix) The retained engineer (Perspective Engineering) met with the CAO/Treasurer and Operations Manager on Monday, October 5, 2020 to discuss a need for further direction from Council on this matter with reference to Council's wishes in terms of Musclow-Greenview Bridge repair timelines.
More specifically, the engineer has concerns with some timelines moving forward if the municipality's formal tendering process is utilized and how the corrective remediation expenses could rise as the weather begins to change and how public safety risks are heightened if work is deferred to spring 2021.
Perspective Engineering has submitted a detailed memo to Council outlining three (3) options (A, B or C) as a follow up to already approving corrective remediation to the bridge which would remove/replace damaged portions of the concrete barrier wall and wingwall including reinstating the approach pavement, replace the damaged section of the steel beam guiderail including four steel posts and associated hardware.
*See separate attachment to this report for details on each option.
Jason Ward from Perspective Engineering will attend the meeting electronically, so that he is available to answer questions from Members of Council.
FINANCIAL IMPACT: If Option A:
Estimated Cost: $40,000 +HST
The Municipality is insured for up to $50,000 with Frank Cowan Insurance, with any deductible amount applied to the total cost of damages. For example, if the total cost to repair the damages was $45,000 to the Municipality, $40,000 would be covered by insurance (taking into consideration the Municipality's $5,000 deductible).
The cost of the engineers report and the Municipality's insurance deductible of $5,000 will be funded from the 2020 operating budget.
If Option B:
Estimated Cost: $55,000 +HST
The cost of the engineers report and the Municipality's insurance deductible of $5,000 will be funded from the 2020 operating budget. Any additional costs resulting from the project timelines would be funded from the 2020 operating budget.
If Option C:
Estimated Cost: $40,000 +HST
The cost of the engineers report and the Municipality's insurance deductible of $5,000 will be funded from the 2021 operating budget.
LINK TO STRATEGIC PLAN: Page 241 of 291 Operations - Musclow Greenview Bridge Repair Follow Up AGENDA ITEM #ix) N/A
REFERENCES: N/A
ATTACHMENTS: Perspective Engineering Memo Re: Musclow Greenview Bridge Repair
Prepared By:
David Stewart, CAO/Treasurer
Reviewed By: Municipal Clerk October 9, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 242 of 291 Operations - Musclow Greenview Bridge Repair Follow Up AGENDA ITEM #ix)
MEMO Musclow Greenview Bridge Repair October 8, 2020 Page 1
TO: Mr. Adrian Tomasini, DATE: October 8, 2020 Operations Manager FROM: Jason Ward P.Eng. PROJECT NO.: 2020‐0115 PROJECT: Musclow Greenview Bridge Repair SUBJECT: Repair Timing
BACKGROUND The bridge located on Musclow Greenview Road just south of the north intersection with Hastings Highlands 62 sustained damage due to multiple vehicle collisions to the northeast barrier wall. This wall protects vehicles and pedestrians from an approximate 4 meter drop to the river below and is located on the inside of a curve a sharp curve which has a history of vehicle collisons. A report outlining the damage and repair options was prepared by Q&E Engineering dated August 18th, 2020 and presented to council on September 23rd, 2020. At the September 23rd council meeting council made a resolution to proceed with Option 1 which is to remove/replace the damaged portions of the concrete barrier wall and wingwall and steel beam guiderail.
REPACAMENT/REPAIR TIMING In the options report prepared it gave estimated costs for the various repair options which at the time assumed that the repair would be done in the summer construction season prior to the cold weather. If the repair is left to a time of the year where there is not a window of 96 hours above 5 degrees Celsius than the concrete will require a structure erected around it and heat provided which could add an additional fifteen thousand to the project currently estimated at forty thousand.
Currently the drawings and the tender documents are expected to be available by November 2nd and from there how the municipality would like to tender and award the contract for the repair work will impact when the construction will occur and what the cost impact to that repair will be as well as the safety of the public.
Below there is Option A, B, and C identified for councils’ consideration.
Option A Proceed with a modified procurement procedure through the emergency procurement policy to allow for the protection of public safety. This would allow the Municipality to contact contractors that have bid on similar work in the area as well as any that have the capability and availability of completing the work in a timely manner and prequalify them to bid on the work prior to the completion of the repair drawings and tender documents. When the drawings and tender documents are ready they would be distributed to the prequalified contractors and a on site meeting would be held within a few days and the final quotes would be required within a week. This would allow for a tender close of November 11th and a contractor could start work by the end of November after award.
Page 243 of 291 Operations - Musclow Greenview Bridge Repair Follow Up AGENDA ITEM #ix)
MEMO Musclow Greenview Bridge Repair October 8, 2020 Page 2
Option B Follow the full tendering process which for a structural project would be approximately three weeks between the public notification, site meeting a week later and then two weeks to tender the project which would put a tender close around November 23rd and the contractor starting in mid‐December at the earliest. Depending on the year the difference of two to three weeks between Option A or Option B is the difference in having to erect a heating enclosure around the concrete and heat for four days while the curing of the concrete is occurring. This heating and enclosure could easily add an additional fifteen thousand to the contract which would represent about a thirty percent increase.
Option C Tender the repair for the damaged wall in the winter for a spring repair outside of the weather that would require heating and hoarding which would again reduce to cost to repair the damage. This option would put the travelling public and plow drivers at risk and the municipality at additional liability due to the knowledge of the damage and delaying the repair work and is therefore strongly not recommended.
CONCLUSION The timing of the repair work to the Musclow Greenview bridge not only has cost implications but also safety implications and the option for tendering should reflect both considerations.
Sincerely,
Jason Ward, P. Eng. Perspective Engineering Inc.
Page 244 of 291 Operations - Musclow Greenview Bridge Repair Follow Up AGENDA ITEM #a
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Vic A. Bodnar, Mayor Department: Council Subject: Mayor's Report
RECOMMENDATION: THAT Council accepts the Mayor's report for the month of September, 2020 as information.
ORIGIN: As we are switching to quarterly reporting, the Mayor's reports for the months of October, November and December 2020, will be reported on in January 2021.
BACKGROUND INFORMATION: Sept 10/2020 A short meeting of the Committee of Adjustment happened today and approved two minor variances.
Sept 15/2020 County meeting today but still doing it by Teleconference. This was a slightly shortened version as it normally includes Finance as well as Planning but this meeting dealt only with Planning. There was only one hearing with a final report that was approved to move forward. Then three uncontested consents provisionally approved by the Director of Planning were viewed and will also be brought forward. We then dealt with the Account Vouchers and Year to Date Expenditures Report which was also accepted. The Information Correspondence consisted of four issues that were brought forward for information only. Three items under Planning/E9-1-1 Business were next up, one of which was of slight importance to us and that was the slight change to Birds Creek due to a mapping error so the county mapping would be consistent with the Birds Creek Secondary Plan boundaries as originally approve by the county. Also of importance is the Ministry of Municipal Affairs And Housing severance policy that allowed two lots to be severed from an existing lot of record and once those lots were built out would allow for the potential of two more lots to be severed (2 + 2 policy). The modification to this policy reduced the number of potential severance from an existing lot of record to allow potential for only one new lot to be created once the original two lots are developed (2 + 1 policy). In May of 2020 Planning Committee directed Planning staff to review and prepare a report o an Official Plan Amendment to consider amending the severance policy back to the 2 + 2 rule. Next two zoning bylaws were brought forward. And that ended the meeting. Page 245 of 291 Mayor's Report - (this will be the last monthly report-moving to quarter... AGENDA ITEM #a
Sept 22/2020 Library board meeting today where we reviewed the financial report and the 2019 audit. The financial report will be brought back with some amendments. The Health and Safety Committee report was next where we saw several items brought to the municipality as a request for service. The staff representatives to the joint Health and Safety Committee were also discussed. The trustees report was next and the numerous training programs available through Sols were discussed. Policies were up next and several were approved. HR-06 Performance and Discipline, HR-07 Human Rights Discrimination and Harassment. We will be reviewing HR-21 Conflict Resolution, GOV-12 Succession Planning and HR-5 Compensation. Under New Business several scenarios were mentioned in the event of a Covid-19 outbreak and what procedures could be followed. A checklist for the library’s opening also was addressed with numerous items that have been completed in preparation of the opening, and a few others are being worked on as soon as possible. Staff have participated in the development of this checklist and are comfortable with it. A board self-evaluation was distributed and will be discussed at the next meeting. Discussion also came up over the next CEO evaluation and who would be on the committee and when it would be done. Under other business a donation of numerous mental health books was discussed and the possible fund raising efforts were discussed. This ended a very in-depth meeting.
Sept 23/2020 Our Hastings Highlands Regular Meeting of Council, Operations was today. Comments were first made once again about the growth of our community seen through the Chief Building Officials report. Next up was a small amendment to the Noise/Fireworks by-law and then approval of engaging the GrantMatch Corporation to help solicit government and non-government grants on behalf of the municipality. Discussions were next held concerning the required repairs to the Musclow- Greenview Bridge. Several options were provided and option 2 was chosen which entails the spending of approximately $40,000 which will accomplish the following: remove/ replace damaged portions of the concrete barrier wall and wingwall including reinstating the approach pavement. Replace the damaged section of the steel beam guiderail including four steel posts and associated hardware. The Municipality is insured for such damages so minus our deductible it is easily repaired. We then reviewed the next 5 year road plan which was whole heartedly approved. With the extensive road system within the municipality we are diligently pursuing the required road maintenance throughout the municipality. It has been a difficult process but we are diligently pushing ahead. We then reviewed an extensive Roads Level of Service bylaw which again is an aggressive plan to deal with the numerous levels and types of roads within the municipality. This always is a challenge since we deal with so many types of roads such as class 4 which would include paved roads such as South Baptiste Rd and nonpaved roads such as Mountney Rd. And to class 6 roads which would include paved roads such as Center Rd and non-paved roads such as Cardwell Lake Rd. And of course, many variations in around different classes based on a wide variety of criteria that are established in the Minimum Maintenance Standards, Ontario Regulations 239/02. Into the Administration section next where we considered the purchase of a new pick up truck to replace the very old and decrepit one currently out of service. This was approved. Next a Draft Workplace Violence and Harassment Policy was brought forward which council instructed staff to bring back a final version for the next council meeting. The Mayors report was up next and was addressed by Councillor Gerrow to correct a statement about her presentation on the Health Care System that was made to the government during the Association of Municipalities of Ontario conference we recently participated in. Page 246 of 291 Mayor's Report - (this will be the last monthly report-moving to quarter... AGENDA ITEM #a We discussed next a letter concerning the Feasibility Study being done across several counties over the collection of recycling products for use in generating power. This will go back to the Waste Committee. We then went into Council Members Reports that covered the North Hastings Community Centre Arena Commission, Trails Risk Management Webinar, the Downtown Revitalization Phase One and the Brighten the Night Christmas parade and Kids party which unfortunately be cancelled due to the pandemic. Also reported was the Eastern Ontario Trails Alliance with still no signed agreement and the Municipal Fire Task Force Ad Hoc Committee Meeting where several correspondences were reviewed and the Deputy Fire Chief Coverage situation was discussed. Other issues that were brought forward included a Vacuum Truck purchase, Fire Underwriter’s Survey, quotes for a Fire Alarm System for the Municipal Offices, and Station 4 (Maynooth) Capital Project. Motions were up next, and Deputy Mayor Hagar brought forward a motion to direct the waste committee along with the operations manager to look into the feasibility of having one waste site dedicated to the disposal of construction material only. Her second motion was to direct staff to look into the costs and availability of space in the three local newspapers to provide, on a consistent basis announcements of events and news in Hastings Highlands especially for those people who do not have internet capabilities. Council then asked to suspend the rules and asked to rescind the agreement with the Maple Leaf Rally Club for the use of municipal roads for the Tall Pines Rally. This was done. We then viewed several correspondences from various government contacts and discussed a letter from county to set up a meeting with the CAO and Warden from Hastings County to present to council to explain how are where our county levy investment is returned to us. This was the last item for this council meeting.
Sept 24/2020 Today was the Hastings County Council meeting which started off with the Wardens remarks and as always he has been very busy representing the county at government and committee meetings. He made announcements that the county was able to access funding for our Long Term Care facilities. We then recognized two individual employees from County staff. Debbie Rollins was recognized for her 25 years of service award and Lisa Hicks who is retiring from the county. Communications were up next where we read three listings one from Tweed concerning Cannabis Production Licensing, a request for support from Northern Rural Net in their application to ICON, and the Hastings County Historical Newsletter. Under Petitions & Delegations we heard from Jennifer Bishop and Kim Henry from the Highland Shores Children’s Aid Society and County recognized October as Child Abuse Prevention month. Our county CAO then gave his report and reports from the different county committees followed. We then gave county support to the Information Correspondence which included the three items from the communications section and these were passed under Motions and Special Resolutions. This brought the meeting to a close.
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: N/A
REFERENCES: N/A
Page 247 of 291 Mayor's Report - (this will be the last monthly report-moving to quarter... AGENDA ITEM #a Prepared By:
Vic A. Bodnar, Mayor
Reviewed By: Municipal Clerk October 9, 2020 Reviewed By: CAO/Treasurer October 13, 2020
Page 248 of 291 Mayor's Report - (this will be the last monthly report-moving to quarter... AGENDA ITEM #i)
AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Tracy Hagar, Deputy Mayor Department: Council Subject: Approved minutes of the North Hastings Economic Development Committee meetings held on February 3, 2020, June 1, 2020 and August 31, 2020.
RECOMMENDATION: THAT Council accepts the approved minutes of the North Hastings Economic Development Committee meetings held on February 3, 2020, June 1, 2020 and August 31, 2020. as information only, as submitted.
ORIGIN: N/A
BACKGROUND INFORMATION: N/A
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: N/A
REFERENCES: N/A
ATTACHMENTS: NHEDC 2 MInutes Feb 3 2020 FINAL2 NHEDC 3 Minutes Jun 1 2020 FINAL NHEDC 4 Minutes Aug 31 2020 FINAL
Prepared By:
Tracy Hagar, Deputy Mayor
Reviewed By: Municipal Clerk October 6, 2020 Page 249 of 291 Approved minutes of the North Hastings Economic Development Committee me... AGENDA ITEM #i) Reviewed By: CAO/Treasurer October 13, 2020
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VISION Prosperous North Hastings. MISSION To foster sustainable economic development in North Hastings. PURPOSE To undertake initiatives where we are better together.
North Hastings Economic Development Committee MINUTES February 3, 2020 – CFDC Conference Room
Directors in Attendance: Carol Russell, Bonnie Adams, Emma Kearns, Lloyd Churchill, Valerie Miles, Dora Yateman, Libby Clarke, Malcolm Hunt. Directors Regrets/Absent: Gregg Webb, Jason Morrison, Tracy Hagar, Cathy Trimble, Roxanne Lambert, Tracey Rutledge.
Meeting Called to Order at 9:30 AM by Chair Carol welcomed Board Members and advised she did not have a chair report.
Motion to approve the Agenda. Moved by Libby Clarke, Seconded by Bonnie Adams. Changes/Additions noted: 2019 Review & 2020 Priorities (change). Airport meeting update Bonnie provided brief recap of attendees and next steps to go to each municipality. Carol advised our AGM will be 9-9:30 at our next Board Meeting March 2, 2020. Agenda Carried Motion to accept draft Minutes of November 30th, 2019. Moved by Val, Seconded by Bonnie. Discussion – none. Carried.
Treasurer’s Report No activity to report other than Quick Book charge being applied. Val provided Tracy Hagar with copy of Ontario Trillium Funding Grant for Trails as per Tracy’s request. Val to check HST procedures and file return as required.
NHEDC 2019 Review & 2020 Strategic Priorities Decision Carol prepared a power point for reference. Based on discussion outcomes for meeting she will revise the document and send a copy to members. Slide show listed NHEDC Members and identified current Officers. 2019 Review: • An overview of 2019 activities reviewed – Worked with non-motorized trails initiative, updated bylaws, hosted 5 workshops. • Vision/mission and purpose reviewed. • Principles also reviewed. • 2019 priorities reviewed - marketing; non-motorized trails; housing; internet improvements. The first 3 were addressed however, the internet improvements are decided by big companies and likely only influenced by groups as high up as the Warden’s Council -- it was determined not within NHEDC scope.
An overview was provided of the County and Hastings Highlands (HH) branding; NHEDC involvement in non-motorized trails and plans for completion of project by June 30, 2020; recognized housing issues and background provided for more awareness/understanding needs. . 2020 Priorities: Tourism/Marketing – Discussions about events happening in North Hastings (NH) and promoting what is being offered. Requires collaboration with various entities and NHEDC to identify and further
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promote. It was suggested that we utilize the County as a resource to assist in promoting identified content, so we are not re-inventing what is already in place. NHEDC taking role as catalyst and further planning required to proceed. Bonnie and Libby advised that Hastings County Economic and Tourism Development 2019 Year End report was released last week. Bonnie to send to the group when Carol provides email list. (Action Item).
2020 Priorities: NM Trails Marketing Strategy Arts & Culture
MOTION to accept the 3 identified items as NHEDC Priorities for 2020. Lloyd moved, Val Seconded. Carried
Healthy, safety, business attraction/expansion, tourism aspects for NHEDC were discussed.
Bancroft and Area Airport – the services provided by the airport was viewed as a necessity and the need for funding to keep it going was discussed. Bonnie, as NHEDC representative will provide support for Gary Gaudreau with presentations to the various municipalities to solicit funding to help sustain the airport.
Mineral Story – The Rock Hound Gemboree, the change of organization roles and responsibilities was discussed. It was agreed that a meeting for BBIA, Town of Bancroft, and NHEDC be arranged to discuss expanding this tourism attraction for this area (including the exploration sites). It was also suggested that involvement for this event and planning should then be broadened to include other parties/entities involved in this event in the past.
MOTION for further discussion with BBIA, Town, and NHEDC to discuss RockHound Gemboree marketing/promotion. Val moved; Libby seconded. Carried
In addition to expanding Mineral Story and Arts and Culture, there was discussion about other events such as Rally of the Tall Pines; Ice Festival and other events utilizing the resources available in NH to host these events. It was suggested that an inventory of the events be done and NHEDC seek to collaborate with event organizers to market and promote and encourage local participation.
Non-motorized Trails initiative - A wrap up also identified as a 2020 priority. Completion of paperwork and holding a celebration to open new revitalized trails.
Housing Affordable vs socialized housing. To be further discussed. Community Trust Home Share program was also discussed. Carol’s research and assistance has aided in getting program started. Further updates to be provided to Carol, and she suggested that perhaps a short presentation by Community Trust group could be provided at our next meeting.
NHEDC Office Discussion Funding for a paid economic development officer or event co-ordinator was discussed. It was noted that the Discussion Report that was provided was 10 years old and the planning and budgeting information was questioned. A need for a paid position of this type would be beneficial for NH. Malcolm suggested a discussion take place with County – to assist in some of the priorities identified.
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Malcolm advised that his review of the 2018 County Economic Development Budget, that was online at their website, showed that NH contributes 45% to County’s budget; HH contributed 18%. Significant amounts that went for salaries/tourism promotion/small capital costs at the County Level. The significant amount contributed to the County budget should warrant a request for funding from the County for a NH paid tourism/economic position. Further review to be undertaken.
ROUNDTABLE: • Libby advised Tudor and Cashel have agreed to shared services for building inspection • Dora advised that the Indigenous Women’s Entrepreneur funding program held a workshop last Saturday and things went well, there was good representation for attendance from the Algonquin Community. Also, the Anishinaabe Baptiste Community Organization is discussing further partnership projects with the Bancroft North Hastings Heritage Museum. A collaboration project like the past canoe builds. • Malcolm advised that the Town of Bancroft has asked him to stay on for 2020 and he has agreed to do so. He has been asked to attend NHEDC meeting on behalf of the Town. • Lloyd acknowledged the value of Malcom’s attendance to the group. Lloyd stressed again that a paid County person should be present at meetings and that an events coordinator also a need. Lloyd asked Val about the Emergency Plan for Bancroft – is housing in the report? Val not sure she thought it was more natural instead of social emergencies. Lloyd also advised that someone was told by a Town staff member that the Emergency Plan for Bancroft Report was not a public document. • Emma has been away lately and advised that she will be attending Faraday council meetings. Carol advised the group that Emma had called a meeting between Community Trust and the Food Bank to establish a program for funding heat (other than the wood share). Emma was instrumental in raising $3000 for the heat program. • Val advised that a donation of 50 trees for Millennium Park was made by Brynn Kilpatrick, with the Bancroft Area Stewards, as an environment initiative. Val also advised that Bancroft will be coordinating a Banner project – for non-profit organizations to order banners through the Town for the town to post for public viewing. More information to be forthcoming. • Bonnie ask Emma if it was possible for Community Trust and the Food Bank to ask people they assist if the people are homeless or require assistance – information can be given anonymously, this would assist in much needed data to address funding from County. • Carol advised that Maynooth is having a Butter Tart Festival on February 28th; also the Manhatten Project will have a second viewing on April 19th.
Meeting adjourned at. 12 pm
Next meeting: March 2, 2020, 9:30 a.m. – 12 PM. CFDC Boardroom
Action Items Person Responsible Hastings County Economic and Tourism Development 2019 Year End Bonnie report.
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VISION Prosperous North Hastings. MISSION To foster sustainable economic development in North Hastings. PURPOSE To undertake initiatives where we are better together.
North Hastings Economic Development Committee MINUTES Jun 1, 2020 – Freeconference.com Teleconference
Directors in Attendance: Carol Russell, Bonnie Adams, Tracy Hagar, Valerie Miles, Dora Yateman, Libby Clarke, Malcom Hunt, Roxanne Lambert, Tracey Rutledge. Directors/Guests Regrets/Absent: Lloyd Churchill, Gregg Webb, Andrew Redden
Meeting Called to Order at 9:32 AM by Chair Carol welcomed Board Members and thanked everyone for joining on the new teleconference platform.
Requests for any objections to accept the Agenda. No objections made. Changes/Additions noted: Carol wanted to change agenda to add Andrew Redden to speak to the group first on Agenda as he had another meeting at 10 AM. No further objections placed. Agenda Carried. (Andrew did not join meeting. Carol misunderstood an earlier email from Andrew stating he was no longer available.). Motion to accept draft Minutes of February 3, 2020. Moved by Bonnie Adams, Seconded by Cathy Trimble. No objections placed. Carried
Chair Comments 1) AGM - will not be held at this meeting. No objections placed. 2)Faraday Township Withdrawal from NHEDC: Carol provided their reason for doing so is that they consider Hastings County to be responsible for economic development in North Hastings. Therefore, Faraday Council does not want to use their ratepayers’ dollars to fund an additional committee to pick up what is the County’s responsibility. Faraday’s previous membership commitment of $1,150 per year will not be forth coming. It was agreed that NHEDC would continue with existing members and would leave the option open to Faraday should they want to join again in the future. 3) HDTI has request for NHEDC to waive loan agreement for HDTI to loan $9,000 to pay for HST on OTF grant, to discuss after Treasurer’s Report.
Treasurer’s Report Val provided current bank balance and outstanding items to be paid. Financial statements have been prepared and will be distributed to the Committee. Two membership payments still outstanding – Hastings Highlands and Tudor Cashel. Representatives from those municipalities will follow up with their offices. Motion to approve payment of outstanding invoice made by Val Miles; Seconded by Bonnie Adams. No objections or further discussion. Carried Motion to approve payment of 2 invoices from Treadscape made by Val Miles; Seconded by Tracey Rutledge. No further discussion, no objections. Carried It was agreed that further invoices being submitted for the OTF grant will be approved by way of electronic vote to authorize payment. Motion to accept Treasurer’s Report made by Val Miles, Seconded by Libby Clarke. No further comments: No opposition made. Carried.
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OTF Grant for Trail Remediation Carol advised Committee that she is in contact with OTF and they are pleased that work is continuing. Expect launch, to reopen and celebrate remediation of trails, to take place Thursday or Friday before the August long weekend. HDTI will provide a further update end of June. Carol provided group with information on HST costs for OTF grant and how 50% was to be funded with a loan from HDTI to be paid back when HST refund received from CRA. NHEDC now being asked to waive this loan and pay for HST from funds currently available in NHEDC bank account. Carol asked Cathy to provide report and further explanation on behalf of HDTI.
HDTI Report Cathy Trimble provided a report on progress of work being conducted by Treadscape at Bancroft Eagles Nest Park and McGeachie Conservation Area. HDTI meets every 2 weeks or at least once a month and board work is moving along very well. HDTI has received confirmation that it has been awarded the RED grant that it had applied for Marketing of Hastings Trails. However, to accept the grant HDTI needs matching dollars, this is reason HDTI is asking to retain the $9,000 that it was going to lend to NHEDC. Committee members discussed the waiver of loan from HDTI and decided it was agreeable. Motion for Committee to waive loan from HDTI to NHEDC for 50% HST Remittance. No objections. Carried. HDTI is also requesting a letter from NHEDC Chair to confirm a contribution of $500 that it had previously made to HDTI. Action Item: Carol to issue letter – no objections. Committee also discussed the 10% Hold Back by OTF until completion of Trails project. Carlow/Mayo had agreed to provide loan to NHEDC to cover 10% Hold Back to have project completed. NHEDC to reimburse Carlow/Mayo on payment of Hold Back from OTF. Motion to prepare paperwork in order to move forward on this loan arrangement was made by Bonnie Adams: Seconded by Avis; No one opposed. Carried. Action Item: Carol and Val to prepare paperwork to submit to Carlo/Mayo for loan. Cathy Trimble thanked NHEDC for its support and provided more information on what RED grant will cover. Carol has agreed to be NHEDC Representative for HDTI Marketing Committee for the RED grant project.
Save the Summer Carol asked the Committee to review the announcement that she had emailed for the Federal Government intention to Save the Summer for tourism. She suggested that NHEDC/HDTI may be able to capitalize on this funding.
ROUNDTABLE: What is happening re COVID • Tracy Hagar: Businesses in Hastings Highlands closed in March except for essential ones. Some are reopening with restrictions. Real Estate some activity. Some construction in area happening. Discussion on Birds Creek additional housing development concluded further information required to determine if these are for single family units. • Val Miles: Real Estate is very strong throughout North Hastings but there is a lack of inventory (properties for sale). Multiple offers being made on places for sale. Virtual Tours instead of open houses taking place. It has become even more apparent that high speed internet a must in North Hastings. Consumers need to also shop at small local businesses instead of big stores, the small businesses need money also. • Libby Clarke: The one store in Gilmour attempted to stay open in March but has since closed and not known when it will reopen. Agrees Real Estate strong and high-speed internet a priority. Building permits and inspections are taking place by appointment only.
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• Malcolm Hunt: His contact with Business Community has been minimal due to COVID. Economic hardships being experienced by all businesses. Construction ongoing for Clinic on Hwy 62 N; also, on the former Bancroft Public School site. Multiple Seniors Retirement complex to go on land behind IDA Drugs by an established developer/builder. County material for action plan has phases for economic recovery with 2 Boards in place. Action Item: Carol will put this item on agenda for next meeting. Carol asked Malcolm to review NHEDC priorities and provide suggestions at next meeting how to move forward when time comes. • Avis Price: Arts & Culture sector has been hard hit by COVID, no live activities currently. Online sales initiatives have helped some artists. Many community activities that supported artists have been cancelled – Gemboree; Mineral Capital Concerts (also has effected not-for- profits who shared the 50/50 draws); Place for the Arts closed resulting in nil sales, it is reopening under COVID restrictions for hours and number of people allowed inside. Art Gallery of Bancroft closed, also reopening for 6-week trial under COVID restrictions for hours and number of people allowed inside. Studio Tours have also been cancelled. • Roxanne Lambert: Wollaston township also had business closures; some are reopening under COVID restrictions such as takeout only. Camping has restrictions as well. Seasonal residents are back, and many are working on their cottages. Building permits being issued for upgrades/renovations. Many seasonal residents want to move away from city and work from home. High-speed internet also an issue. The Barn Chefs are doing business by Facebook and that seems to be working for them. Hastings Gallery recently reopened with people restrictions in place. Coe Hill Fair has been cancelled. • Dora Yateman: Agrees with Val for shopping locally and supporting small business. Doing a lot of teleconference meetings. Stewards of Eagles Nest Park recently resumed meetings by way of Zoom, a few of its members were up to plant trees in the park. • Bonnie: Real Estate sales are low, looking to government to open crown lands for sale and building. Acknowledged high-speed internet a necessity to conduct meetings, home schooling, etc. Airport review with different Municipalities were done except for Hastings Highlands and Wollaston. Thinking of presenting to County for larger audience. Also acknowledged North Hastings Community Cupboard for delivering 809 meals to residents in North Hastings. They have also been able to collect data for homeless in area. This data was needed very much. General store and post office are open using COVID restrictions. Municipal Office is closed to public. Staff goes in staggered days and 1 person at a time. Building permits are being issued mostly for renovations. • Cathy Trimble: RED grant is confidential until announced. • Carol Russell: Is aware that building permits have increased in numbers from a year ago. Business have laid of some employees. Trades people are staying open or getting back to work, high demand for their skills. • Tracey Rutledge: Loyalist College conducting online courses, the office closed March 19 due to COVID. Recently concluded a PSW online course in Napanee. Hoping to offer same course in Bancroft in the fall. Zoom platform has been used for online meditation sessions. Also, recognized internet limits participation for some people who don’t have access. Job searches are up a bit and businesses such as, building construction, marina, take-outs are looking for people to fill their needs.
Conclusion of Roundtable Discussion: • High speed internet is a priority, needed when economic restrictions change, and economy opens. Action Item: Carol will write a letter to Daryl Kramp emphasizing the need for internet and ask him to assist to get in place. Avis suggested that the letter also include the need for
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land line telephones and cell phones. Bonnie also stated the internet and phone services should be affordable. • Cathy has suggested that if anyone receives a government survey, concerning tourism or recreation, that they complete and return it as the information is being reviewed by the government. • No further thoughts or suggestions.
2020 Priorities: Carol asked Committee members to review for next meeting. • At this time, the following will be placed on hold – Marketing, Mineral Story. • We should continue to work on leadership in assisting in elevating the airport. • Keep & launch trails. • Enterprise facilitation to be discussed at next meeting
Next Step: Next teleconference meeting July and/or August or wait until September? Action Item: Carol to put out dates for review and response. Avis reminded everyone that the BBIA have funding to assist online enterprises. Something for other communities to consider.
Motion to adjourn made by Avis Price; Seconded by Libby Clarke. Meeting adjourned at. 11:20 am
Next meeting: TBD - Teleconference.
Action Items Person Responsible Letter to HDTI from Chair to confirm previous $500 contribution to HDTI Carol for RED Grant.
Prepare paperwork for receipt of loan from Carol/Mayo for OTF Hold Carol/Val Back amount.
County Action Plan to be put on next meeting agenda for discussion. Carol
Malcom to review NHEDC priorities, and suggest to Carol and the Carol/Malcolm members, which ones could be most easily done by teleconference.
Letter to Daryl Kramp requesting assistance in getting better internet, Carol phone, and cell service in North Hastings.
Request dates for next teleconference from Committee members. Carol
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VISION Prosperous North Hastings. MISSION To foster sustainable economic development in North Hastings. PURPOSE To undertake initiatives where we are better together.
North Hastings Economic Development Committee MINUTES August 31, 2020 – Freeconference.com Teleconference
Directors in Attendance: Carol Russell, Bonnie Adams, Tracy Hagar, Valerie Miles, Dora Yateman, Libby Clarke, Malcom Hunt, Roxanne Lambert, Tracey Rutledge, Cathy Trimble, Lloyd Churchill, Avis Price. Directors/Guests Regrets/Absent: Gregg Webb, Andrew Redden
Meeting Called to Order at 9:34 AM by Chair Carol welcomed Board Members and thanked everyone for joining via teleconference platform.
Requests for any objections to accept the Agenda. No objections made. Motion to accept draft agenda. Moved by Roxanne Lambert, Seconded by Cathy Trimble. No objections placed. Carried.
Requests to accept June 1, 2020 Meeting Minutes. Dora noted change of attendees should include Avis Price. No further changes or errors noted. Motion to accept minutes. Moved by Cathy Trimble, Seconded by Bonnie Adams. No objections made. Motion Carried.
Chair Comments 1. Hastings Destination Trails Inc (HDTI) has provided reports. After review by Carol there were changes noted for what had been provided and what was stated in contracts between NHEDC, Landowners, HDTI and Treadscape. 18 Kms of refurbished trails was not met, 12 Km of re- routed, refurbished and developed trails completed. The Landowners have advised that they are very happy with the work completed by Treadscape. 2. NHEDC has sign off from Landowners. HDTI will be completing the last 6 km by Sept 15, 2020 at no further cost. Work to be completed as a type 4 wilderness trail. 3. Carol thanked Cathy and Carey for the enormous effort put into the project to date. Cathy to provide full HDTI report after Treasurer’s report. All questions about trails are to be deferred until after Cathy’s report. 4. Carol advised the board that she had heard that Gregg Webb was no longer with the Chamber of Commerce and that the local Chamber is re-organizing. Malcolm Hunt confirmed this is the case. Accordingly, Gregg Webb is no longer a Director of NHEDC. Carol advised that NHEDC will allow some time for the Chamber to re-organize then follow up for a representative from the Chamber to join NHEDC Board.
Treasurer’s Report 1. Val spoke to Balance Sheet and Profit and Loss Report that was sent to board members prior to meeting. Val reviewed financial information on the reports and advised that NHEDC was in a good position. 2. Val asked for category clarification on $500 payment to HDTI for RED Grant. Cathy suggested it be classified under Marketing.
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3. Val also noted that Hastings Highlands membership payment is still outstanding, Tracy to follow up with her office. Motion to accept Treasurer’s Report made by Roxanne Lambert, Seconded by Avis Price. No further comments: No opposition made. Carried.
HDTI Report 1. Carol advised that Ontario Trillium Foundation (OTF) were not interested in attending opening of trail ceremonies. Cathy confirmed that OTF considered that the celebration held when the OTF Grant announced was sufficient for their records. 2. Cathy advised that the final 6 km will be completed, and work is already in progress. The additional kms will be done at The Gut which is included within the Crowe Valley Conservation and will be a wilderness trail. Cathy talked to Mayor Shaw and she was very happy to hear of the plans to refurbish the trails within this favorite tourist destination. As of last Thursday, there were boots on the ground to assess the trails and the work to be done to refurbish trails at that site. HDTI Volunteer Committee is to prepare a work plan and will review it with HDTI board. HDTI will provide information to NHEDC. The work is to be done by volunteers and expected to be completed by September 15, 2020, dependent on the work, weather and availability of volunteers. Solicitation of volunteers from within the local community and local ATV club will help build relationship within the municipality. 3. Carey advised that maps for Eagles Nest Park and McGeachie are yet to be approved by the Landowners and that the trailhead signs with maps will be ready for October 1, 2020 official launch to open trails. The Gut will also be evaluated for future experience opportunities. Carey confirmed that the Town of Bancroft and Crowe Valley Conservation Authority were incredibly happy with the quality and quantity of work completed by Treadscape. a. Carey provided a report on signage – there is speculation that the Town of Bancroft would like the accessible trail to the Hawkwatch platform opened for this long weekend. All the trails have been identified by names/colours. Corresponding coloured directional arrow signs to be put up this week by volunteers working alongside Town of Bancroft employees. The wayfinding and trailhead maps could be printed as handouts at this time. b. Trailhead signage at the Eagles Nest Park will be at the upper and lower parking lots with a “You are here” sticker on map. There will also be other information on the trailhead signs that will reflect standard information required for these signs. The wayfinding signs will be located at every intersection where trails connect with another trail. The Park map will be on these signs with a “You are here” sticker for individuals to know where they are and where they want to go from that point. c. Town of Bancroft staff have attended Risk Management course provided by Treadscape and know the duty of care required by their Insurer for safe trails. 4. An invoice for final payment for Treadscape on 100% completion of contract for Eagles Nest Park will need to be paid. Request for motion to pay invoice for Treadscape completion of work for Eagles Nest Park, and for Carol to sign off on Deliverables Signoff Sheet. Motion moved by Bonnie Adams, Seconded by Val. No objections – Carried. 5. Carol will contact Lianne regarding Town of Bancroft wanting to open Eagles Nest Park prior to October 1, 2020 launch. Action Item: Carol will draft email for review by Roxanne, Val, Cathy, Carey and Dora. Carol will set out what is yet to be completed for Oct 1 launch. 6. Carol noted the update for Crowe Valley - McGeachie Trails now included refurbishment of trails at The Gut, which was not within the original MOU. Carol asked if there should be an
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amendment to MOU for workplan on the Gut refurbishment. After some discussion it was agreed that the MOU would have an addendum to address the additional work. Carey and Cathy were unsure when workplan could be provided, maybe by Wednesday and dates to be provided as soon as possible on when work could begin and be completed. 7. Carey advised that Treadscape has completed the work at McGeachie and a final invoice will be forthcoming. HDTI representative(s) and Landowner to walk trails and provide evaluation of work done and signoff on report. Request for motion to approve Carol to sign off on Deliverables Signoff Sheet upon receipt of all documents and for invoice from Treadscape to be paid. Motion moved by Val Miles, Seconded by Roxanne Lambert. No objections – Carried.
Carol provided update on internet access across North Hastings. She advised that Darryl Kramp is supporting this iniative and that he had provided Carol with another contact for further information. Action Item: Carol will follow up on information for more/improved internet access.
ROUNDTABLE: What is happening economically in North Hastings? Trades? Retail? Tourism? Real Estate? Building? • Malcom Hunt: Working with Town of Bancroft. Projects for community hub/library and building projects are moving along. Grant funding that had been applied for – results expected very soon. Trades very busy. Material acquisitions for these projects have been challenging due to Covid. Regional Market seems to be going well. • Avis Price: The Bancroft Arts & Crafts Guild Christmas show has been cancelled due to Covid. As were the Mineral Concerts at Millennium Park this summer. Place for the Arts has been open and had an excellent August. Sales were exceptional. The Art Gallery is open and will be until December and will then be closed until next April. The Art Gallery is promoting a contest for artists to provide additional murals/painting to place on the fence where the Culture Day Murals are hanging. • Libby Clarke: They now have a new Librarian. The Library is open for curbside service, and free WIFI is being provided by the Library. Seniors grant was received, and suppers are being provided every Wednesday for seniors. There are 146 boxes being delivered or picked-up. The local Emergency Group have been meeting regularly and preparing for 2nd wave of Covid under County’s Doctor guidance. • Andrew Redden: Not in attendance – Carol will follow up with him for information on the County’s economic plans for this fall. • Tracy Hagar: Maynooth main street is open now for a week. The new road and accessible sidewalks really make a difference for the town. Council has been very active and have planned a ribbon cutting ceremony this Saturday, September 5, 2020 for re-opening downtown Maynooth. The recently constructed single family houses at Y Road in Bird’s Creek are all rentals. There were 4 lots sold to a developer. Each lot is to have 4 rental houses for a total of 16 houses. The businesses in Maynooth have been working hard at keeping their places inviting for customers during the road repair work. There are temporary wooden railings at some locations for the new sidewalks due to delays in receiving final products. There are now 12 benches throughout the town. Plans are underway this fall for planters and Christmas decorations. • Bonnie Adams: There has also been some infrastructure work done in Carlo/Mayo. 2.14 Km of road repairs have been completed. Bonnie not able to provide an update on the status of Airport because meetings were deferred due to Covid. A meeting is plan for Sept 21, 2020 to discuss the financial situation and review strategies to move forward.
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• Roxanne Lambert: A couple businesses have not opened – café/thrift shop. Some businesses are providing online service. Real estate is very active and building permits are still being issued. • Dora Yateman: Advised that the Stewards of Bancroft Eagles Nest Park have been working with Town of Bancroft and Hastings Trails for trails. The Algonquin Community held a celebration of life 100th year anniversary for Chief John Baptiste at St Ignatius Cemetery and Church Hall in Maynooth a couple weeks ago. There were approximately 100 descendants in attendance. There was a ceremony at the cemetery and a drumming celebration and boxed lunch at the Church Hall. Social distancing was observed, and masks and hand sanitizers were provided. Community meetings still being held via Zoom. Algonquins working with North Hastings Children Services to continue to provide Algonquin Culture programs. Many are being conducted online at this time. • Val Miles: Projects for Town of Bancroft covered by Malcolm. Real Estate – still a shortage of properties for the market. There has been an increase of 30/35% in property values. Competing offers are being made on properties for sale. It is an incredible market at this time with interest rates and other factors. Buyers are prepared and have the money to make the purchases. It is a seller’s market. Other by-products (lawyers, insurance, etc) are also booming due to the growth of property value. • Tracey Rutledge: Loyalist College Employment Services busy with employers and workers demands. No in-class courses being offered at this time. Community Employment Services are by appointment only. • Lloyd Churchill: North Hastings Integration House across from the Fire Hall has had a slow down due to funding. Electric and dry wall work will being done by local trades. February now date for new opening. A committee has been formed for the downtown changes and road construction to take place next year. The BBIA are included on this Committee. Costs on some material have risen by 50% due to shortage. The shortages may account for cost increase, also the larger manufacturers may have increased prices due to high demand for material. Congratulations on trails initiative. NHEDC can be proud of the work completed. • Cathy Trimble: Advised that she has a nephew employed by an internet company and said they are looking for employees for installation, so there may be some movement to accommodate internet access within the area. • Avis asked Val to provide comment on inquiries from a natural gas supplier to service the area. Val advised it was just that…making inquiries and it would be dependent on funding. So, Val thought this option is a long term plan. There were no further comments. Other than a question from Roxanne about minutes of NHEDC meetings being forwarded to each Community Council for review. Action Item: Carol will follow up on that.
Next teleconference meeting will be October 6, 2020. Action Item: Carol to arrange teleconference meeting.
Meeting adjourned at. 11:40 am
Action Items Person Responsible An email to be drafted to be sent to Lianne Sauter about Trails work done Carol at Eagles Nest Park and opening of park.
Follow up with new contact for information on getting better internet Carol
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services in North Hastings.
Information for the County Economic Action Plan to be followed for next Carol meeting agenda for discussion. Carol Minutes of NHEDC meetings to be reviewed and sent to each
Next teleconference meeting October 6, 2020. Carol to arrange. Carol
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AGENDA ITEM REPORT
Meeting: Regular Meeting of Council, Operations - 21 Oct 2020 To: Members of Council From: Dorothy Gerrow, Councillor Department: Council Subject: Waste Management Committee Terms of Reference
RECOMMENDATION: THAT Council approves the Terms of Reference for the Waste Management Committee, as approved by the Committee on October 7, 2020.
ORIGIN: The Waste Management Committee was formed on February 5, 2020, as approved by Council.
BACKGROUND INFORMATION: The Draft Terms of Reference was approved by the Waste Management Committee at the last meeting held on October 7, 2020. Previous to this, Council had approved only the Mandate of the Committee on April 16, 2020 with resolution 192-2020. The Committee is requesting that Council now approve the document in its entirety.
FINANCIAL IMPACT: N/A
LINK TO STRATEGIC PLAN: STRATEGIC PRIORITY #3 BUILD OUR COMMUNITY Goal: Leaders in Waste Management Action: Research and implement alternative solutions to waste management. Action: Educate stakeholders on waste and recycling management practices in the province. Action: Develop and implement a waste management plan to address the need to significantly downsize waste sites.
REFERENCES: Minutes of the Waste Management Committee - October 7, 2020
ATTACHMENTS: Terms of Ref Waste Management Committee
Page 263 of 291 Waste Management Committee Terms of Reference AGENDA ITEM #i) Prepared By:
Dorothy Gerrow, Councillor
Reviewed By: Municipal Clerk October 13, 2020 Reviewed By: CAO/Treasurer October 13, 2020
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Waste Management Committee Terms of Reference
1. Mandate/Purpose of the Committee:
This a Standing Committee of Council, created by Council:
To advise and make recommendations to Council concerning waste management activities in the Municipality of Hastings Highlands;
To gather information on best practices regarding the collection, transportation and disposal of solid waste, organics, recyclables, household hazardous waste and bulky waste;
To educate the public on waste management issues;
To determine the status of waste disposal sites;
To take other steps that the Committee reasonably deems necessary to carry out its mandate.
2. Results and Deliverables:
It has been identified that this Committee will review any items as they relate to their mandate and any outstanding Council resolutions as they relate to Waste Management.
3. Member Expectations:
Committee members are expected to demonstrate a commitment to:
• Work collaboratively to achieve the Committee’s purpose • Provide perspective of what is best for Hastings Highlands waste management • Attend Committee meetings and follow through in a timely manner on any commitments • Support the success of the purpose of the Committee
Page 265 of 291 Waste Management Committee Terms of Reference AGENDA ITEM #i)
Waste Management Committee Terms of Reference October 2020
4. Composition of the Committee:
The Waste Management Committee shall consist of six (6) deciding members;
Three (3) members of Council as appointed by Council.
Mayor as Ex-Officio – allowed to vote, but is not counted as part of quorum.
Two (2) members of the public of the Municipality of Hastings as appointed by Council.
Staff resources shall be the CAO and Operations Manager. The Municipal Clerk or designate shall record the minutes of the meeting.
5. Roles and Responsibilities:
The Committee Chair (or designate) is responsible for: • calling the meetings, working with Clerk to schedule meetings and setting the agenda • chairing the meetings and reviewing the role of Chair in the Procedure Bylaw • ensuring the purpose/deliverables of the Committee are achieved • Committee members are responsible for contributing to the committee work
6. Meetings:
Meetings will be called by notice of the Committee Chair, from the Clerk, at a location agreed upon by the Committee.
Meetings schedule: As determined by the Chair in consultation with the CAO and Clerk.
Notice of Meeting shall be posted in accordance to the Municipality’s Procedure Bylaw (48 hours in advance of any scheduled meeting – refer to Procedure Bylaw).
Meetings will be open to the public except for Closed Session portions as per provisions in the Municipal Act.
7. Meeting Agendas and Minutes:
Meeting agendas will be prepared and distributed to Committee members in accordance to the terms defined in the Municipality’s Procedure Bylaw.
The Clerk's office will be responsible for the preparation of the agendas and minutes.
Any member of the general public can subscribe to receive notification of publication of the Page 2 of 3
Page 266 of 291 Waste Management Committee Terms of Reference AGENDA ITEM #i)
Waste Management Committee Terms of Reference October 2020
Agendas and Minutes of the Waste Management Committee by visiting: https://hastingshighlands.civicweb.net/Portal/Subscribe.aspx
8. Term of the Committee:
This Committee will be reviewed after the Term of Council and continued by Council if they see fit.
9. Reporting/Communication:
The Committee Chair (or designate) will report on the progress of the Committee to Council.
10. Decision Making:
The Committee will endeavour to work to consensus in decisions around the work undertaken but the Chair will call for a vote on decisions, as they deem appropriate.
The minutes and recommendations from this standing/advisory Committee will come back to Council on an as-needed basis for approval.
Page 3 of 3
Page 267 of 291 Waste Management Committee Terms of Reference AGENDA ITEM #a 90 Wollaston Lake Road MAYOR:BARBARASHAW COE HILL,ON KOL1P0 CLERK: BERNICEcRocKER clerk wo||aston.ca 613-337-5731 (Phone) wvvw.wo|laston.ca 613-337-5789 (Facsimile)
TOWNS
September 16.2020
MINISTRYOF MUNICIPAL AFFAIRS AND HOUSING 17"‘Floor, 777 Bay street TORONTO, ON M7A2J3
A1TN: THE HON. STEVE CLARK
Dear MinisterClark:
At a special meeting of council held on August 24, 2020, members discussed concems regarding the 2018 municipal election.
Inthe last six weeks of the 2018 municipal election in Wollaston Township, seasonal property owners presented signed leases with family members for sleeping cabins, bunkies and sheds. The $100.00 leases added a signi?cant number of new non- resident electors to the voters’ list.
Although concerns were raised regarding the Township's Comprehensive Zoning By- law and non-use of the standard lease form, the leases were used as eligibility,allowing the childrenof seasonal property owners access to a Township election for the first time.
Because this gave the appearance of a pay to play campaign, and because the leases were with family members, and because no people actually lived in these structures that lacked hydro. mnning water and washroom facilities, this was reported to the OPP, who _havea duty to enforce the mles and regulations of the MunicipalElections Act.
The OPP did not proceed with charges because they said there was no case law.
The following Motionwas adopted:
MOTIONNO.: 03 MOVEDBY: TIMCONLIN SECONDED BY: DARLENECOLTON
Page 268 of 291 Wollaston Township re: the Municipal Elections Act AGENDA ITEM #a
Page 269 of 291 Wollaston Township re: the Municipal Elections Act AGENDA ITEM #b
September 21, 2020 VIA EMAIL
The Right Honourable Raymond Cho, Minister for Seniors and Accessibility College Park 5th Flr, 777 Bay St, Toronto, ON M7A 1S5
Re: AODA Website Compliance Extension Request
At its meeting of September 14, 2020, Council passed the following for your consideration:
Resolution # 20200914-281
“1. WHEREAS Section 14(4) of O.Reg 191/11 under the Accessibility for Ontarians with Disabilities Act requires designated public sector organizations to conform to WCAG 2.0 Level AA by January 1, 2021; 2. AND WHEREAS the municipality remains committed to the provision of accessible goods and services; 3. AND WHEREAS the municipality provides accommodations to meet any stated accessibility need, where possible; 4. AND WHEREAS the declared pandemic, COVID-19, has impacted the finances and other resources of the municipality; 5. AND WHEREAS the Accessibility for Ontarians with Disabilities Act contemplates the need to consider the technical or economic considerations in the implementation of Accessibility Standards; 6. BE IT THEREFORE RESOLVED THAT the municipality requests that the Province of Ontario extend the compliance deadline stated in Section 14(4) of O.Reg 191/11 to require designated public sector organizations to meet the compliance standards, by a minimum of one (1) year to at least January 1, 2022; AND, 7. BE IT THEREFORE RESOLVED THAT the municipality requests that the Province of Ontario consider providing funding support and training resources to meet these compliance standards.”
Website: www.amherstburg.ca 271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5 Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860Page 270 of 291 Town of Amherstburg re: AODA Website Compliance Extension Request AGENDA ITEM #b
The impacts of the pandemic on municipal finances and resources affect the ability of municipalities to meet the January 1, 2021 deadline for full compliance with WCAG 2.0 Level AA.
We humbly request the Ontario government consider an extension request, in addition to financial support and training due to the unprecedented impacts of the global pandemic.
Regards,
Tammy Fowkes Deputy Clerk, Town of Amherstburg (519) 736-0012 ext. 2216 [email protected]
cc:
The Right Honourable Doug Ford, Premier of Ontario The Association of Municipalities of Ontario All Ontario Municipalities
Website: www.amherstburg.ca 271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5 Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860Page 271 of 291 Town of Amherstburg re: AODA Website Compliance Extension Request AGENDA ITEM #c
Office of the Mayor Rodger Bonneau
October 7, 2020
Sent via E-mail
Re: Cannabis Production
Dear Ministers, Members of Parliament, and Members of Provincial Parliament,
Please be advised that the Council for the Corporation of the Township of Asphodel- Norwood passed the following resolution at its regular meeting of September 22, 2020:
Motion No. 239/20 | Moved by: Councillor Walsh | Seconded by: Deputy Mayor Burtt
WHEREAS the Ontario Federation of Agriculture has adopted the position that licenced cannabis production for medical and/or recreational-use purposes should be considered a farming activity;
AND WHEREAS the Government of Canada introduced Bill C-45 (the Cannabis Act) to create the foundation for a comprehensive national framework to provide restricted access to regulated cannabis, and to control its production, distribution, sale, importation, exportation, and possession;
AND WHEREAS Section 7 of the Cannabis Act requires that any person who intends to submit an application for a licence for cultivation, a licence for processing, or a licence for sale that authorizes the possession of cannabis must provide written notice to: a) The local government, b) The local fire authority, and c) The local police force or the Royal Canadian Mounted Police detachment responsible for providing policing services to the area in which the site is referred to in the application;
AND WHEREAS Section 35(1) of the Act requires a holder of a licence for cultivation, a licence for processing, or a licence for sale that authorizes the possession of cannabis to provide a written notice to the local authorities within 30 days of issuance, amendment, suspension, reinstatement or revocation of a licence and provide a copy of said notice to the Minister; and
Page 272 of 291 Township of Asphodel Norwood re: Cannabis Production AGENDA ITEM #c
FURTHER BE IT RESOLVED THAT the Township of Asphodel-Norwood requests a governing body in cannabis production that:
1. Takes a unified approach to land use planning restrictions;
2. Enforces the regulations under the Cannabis Act on behalf of the licencing agency and ensures local authorities are in fact provided with notification of any licence issuance, amendment, suspension, reinstatement, or revocation within their region;
3. Communicates more readily with local governments; and
4. Provides local governments with more support.
AND FURTHER BE IT RESOLVED THAT the Township of Asphodel-Norwood will forward this motion to the following partners: All municipalities in Ontario, the MP and MPP of Northumberland-Peterborough South, the MP and MPP of Peterborough- Kawartha, the Minister of Agriculture, Food and Rural Affairs, and the Minister of Agriculture and Agri-Food with the request that they enact legislation to support local governments with land use management and enforcement issues.
Thank you for your time and consideration.
Sincerely,
Rodger Bonneau, Mayor Township of Asphodel-Norwood
c. E. Hardeman, Minister of Agriculture, Food and Rural Affairs M. Bibeau, Minister of Agriculture and Agri-Food D. Piccini, MPP Northumberland-Petrborough South P. Lawrence, MP Northumberland-Petrborough South D. Smith, MPP Peterborough –Kawartha M. Monsef, MP Peterborough-Kawartha All municipalities in Ontario
Page 273 of 291 Township of Asphodel Norwood re: Cannabis Production AGENDA ITEM #d
Regular Council October 13 2020 Resolution #224-2020
Motion Details Moved by Charles Mullett, Seconded by Wayne Wiggins
WHEREAS the risk of spreading COVID-19 is still present in our community;
AND WHEREAS we rely on provincial guidelines and recommendations on ways that we can prevent the spread of the virus;
AND WHEREAS the safety of our community is the responsibility of each and every resident;
AND WHEREAS the school administrators in the Town of Bancroft support an in-school approach to Halloween;
NOW THEREFORE BE IT RESOLVED THAT: the Council of the Corporation of the Town of Bancroft does hereby make it known that it strongly recommends that any Halloween Celebrations for the year of 2020 take place within our area schools;
AND FURTHER THAT: the traditional door-to-door trick-or-treating is advised against in order to help stop the spread of COVID-19;
AND FURTHER THAT: this Resolution be circulated to all North Hastings Municipalities for support for a coordinated approach to Halloween 2020.
RECORDED VOTE YES NO Mayor Paul Jenkins Deputy Mayor Charles Mullet Councillor Andra Kauffeldt CARRIED: Councillor Barry McGibbon TABLED: Councillor Tracy McGibbon DEFEATED: Councillor Valerie Miles RECORDED VOTE (SEE LEFT): Councillor Wayne Wiggins
Page 274 of 291 Town of Bancroft re: Halloween 2020 AGENDA ITEM #a Solicitor General Solliciteur général
Office of the Solicitor General Bureau de la solliciteure générale
25 Grosvenor Street, 18th Floor 25, rue Grosvenor, 18e étage Toronto ON M7A 1Y6 Toronto ON M7A 1Y6 Tel: 416 325-0408 Tél.: 416 325-0408 [email protected] [email protected]
132-2020-3484 By email October 2, 2020
Dear Head of Council:
The Ministry of the Solicitor General is committed to keeping communities across Ontario safe, supported and protected. I would like to take this opportunity to share some information with your municipality regarding the anti-racism initiatives of my ministry and the Anti-Racism Directorate (ARD), the regulatory work being done to bring the Community Safety and Policing Act, 2019, into force, new police oversight measures, police training as it relates to de-escalation, mental health and diverse communities, mental health and addictions initiatives and investments, Community Safety and Well-Being (CSWB) Planning and police-hospital transition protocol.
Anti-Racism
Our government has zero tolerance for hate, racism or discrimination in all its forms. We share a responsibility to speak out and act against racism and hate and build a stronger society. Our government is committed to addressing racism and building a stronger, more inclusive province for us all.
I am proud to be the minister responsible for Ontario’s Anti-Racism Directorate (ARD), which leads strategic initiatives to advance anti-racism work across government with a plan that is grounded in evidence and research. Through the ARD, the government continues to invest in community-led research, public education and awareness initiatives. This includes investments to the Canadian Mental Health Association (CMHA) Ontario to undertake research that seeks to identify key mental health issues impacting survivors of victims of homicide violence in Ontario.
Community Safety and Policing Act, 2019
Our government is also committed to addressing racism at a systemic level through the regulatory framework under the Anti-Racism Act, 2017, and through the work we are doing to bring the Community Safety and Policing Act, 2019, into force. As we work to develop regulations under the Community Safety and Policing Act, 2019, we will continue to engage racialized groups, including Black, South Asian, First Nation, Inuit and Métis organizations. We are committed to ensuring that Ontario’s communities are well supported and protected by law enforcement and that all interactions between members of the public and police personnel are conducted without bias or discrimination, and in a manner that promotes public confidence and keeps our communities safe. …/2 Page 275 of 291 Officer of the Solicitor General re: Anti-Racism Initiatives AGENDA ITEM #a Head of Council Page 2
The Community Safety and Policing Act, 2019, which is part of the Comprehensive Ontario Police Services Act, 2019, provides policing and police oversight legislation. Once in force, the Community Safety and Policing Act, 2019, will address a number of recommendations made by Justice Michael H. Tulloch, including: • Mandatory training for all police service board members, the Inspector General, inspectors, police officers and special constables on human rights, systemic racism as well as training that promotes the diverse, multiracial and multicultural character of Ontario society and the rights and cultures of First Nation, Inuit and Métis Peoples; • The requirement for each municipality that maintains a municipal board to prepare and publish a diversity plan to ensure members of the board are representative of the diversity of the population of the municipality; • Not releasing the names of officials and witnesses in SIU investigations; • Ensuring information made available to the public about an SIU investigation helps them understand the decision made by the SIU director; and • Ensuring the SIU continues to publish investigative reports on its website.
New Measures for Police Oversight
Inspector General of Policing
The Community Safety and Policing Act, 2019, will establish an Inspector General (IG) of Policing who will be required to monitor and conduct inspections related to compliance with the Act and regulations. The IG will work with policing entities to ensure consistent application of policing across the province by measuring compliance with prescribed standards.
Key functions of the IG include: • Consulting with, advising, monitoring and conducting inspections of police service boards, Ontario Provincial Police (OPP) detachment boards, First Nation OPP boards, OPP Advisory Council, chiefs of police, special constable employers, police services and other policing providers regarding compliance with the Act and regulations. • Receiving and investigating, if warranted, public complaints about members of police service boards, OPP detachment boards, First Nation OPP boards and the OPP Advisory Council regarding misconduct and policing complaints regarding the provision of adequate and effective policing, failure to comply with the Act and regulations, and policies and procedures. • Reporting inspection findings, issuing directions to remedy or prevent non- compliance with the Act and imposing measures if the direction is not complied with, or, reprimanding, suspending or removing a board member if board member misconduct is identified. • Conducting analysis regarding compliance with the Act and regulations. • Reporting on the activities of the IG annually, including inspections conducted, complaints dealt with, directions issued and measures imposed; and compliance with the Act and regulations. …/3 Page 276 of 291 Officer of the Solicitor General re: Anti-Racism Initiatives AGENDA ITEM #a Head of Council Page 3
The Act also gives the IG and its inspectors the right to access closed police service board meetings.
Law Enforcement Complaints Agency
The Community Safety and Policing Act, 2019 will continue the office of the Independent Police Review Director as the Law Enforcement Complaints Agency (LECA), headed by the Complaints Director.
The LECA will receive and screen complaints from the public about the conduct of police officers. In addition, the LECA will have the authority to initiate an investigation in the absence of a public complaint if, in the Complaints Director’s opinion, it is in the public interest to do so.
The Complaints Director may also undertake reviews of issues of a systemic nature that have been the subject of public complaints or investigations, or that may contribute or otherwise be related to misconduct.
The Special Investigations Unit
The Special Investigations Unit Act, 2019, (SIU Act), once in force, will set out a new legal framework for the SIU. The SIU Act will focus and clarify the mandate of the SIU to better ensure more timely, efficient, reasonable and transparent investigations. Key changes contained in the Act will focus the SIU’s investigative resources where they are needed most – on criminal activity.
The Ministry of the Attorney General will continue to consult with law enforcement, community organizations and advocates to ensure their input is incorporated into the development of regulations under the SIU Act.
Police Training
Training is developed and delivered in a manner that reinforces principles of fairness, equity and compliance with the Ontario Human Rights Code and Canadian Charter of Rights and Freedoms.
All Basic Constable Training (BCT) recruits undergo diversity-focused training designed to improve their ability to engage with the public and respond to victims of crime. This training focuses on improving recruits’ understanding of the experiences of, and systemic barriers faced by, diverse communities, including racialized, Indigenous, First Nations and Metis, and Lesbian, Gay, Bisexual, Transgender, Queer and/or Questioning and Two-Spirited (LGBTQ2S) people.
Diversity and anti-racism training includes: • Human rights framework for policing; • Equity and inclusion; • Harassment and discrimination; …/4 Page 277 of 291 Officer of the Solicitor General re: Anti-Racism Initiatives AGENDA ITEM #a Head of Council Page 4
• Defining police professional; • Collection of Identifying Information in Certain Circumstances regulation; • History of profiling in policing and the impact of racial profiling on the community; • Profiling practices and the mindset behind it; • Stereotyping; • Bias free policing – racial profiling vs. criminal profiling; • Hate crimes and bias incidents of a non-criminal nature; and • Practical skills scenario that reinforces academic learning on hate crimes.
Training on Indigenous issues includes: • Indigenous culture; • Residential schools; • Land claims and treaties; • First Nations Policing; • Cultural appropriation; • Cultural practices; and • Practical skills scenario that reinforces academic learning on Indigenous issues.
The Serving with Pride organization attends each intake to deliver a presentation to all recruits entitled “LGBTQ2S 101” which covers a number of issues related to the LGBTQ2S communities including historical events, current and appropriate terminology, gender expression, gender identity and other topics.
In addition to the standalone sessions, the above noted issues are interwoven and reinforced throughout the BCT program. For example, recruits are taught to respond to victims in a trauma-informed manner for all victims of crime acknowledging potentially vulnerable groups.
De-escalation and Mental Health Crisis Response Training
The Ontario Police College’s current de-escalation training emphasizes communication techniques such as establishing rapport, threat management and conflict resolution and mediation.
The training specifically addresses scenarios in which police interact with people in crisis with a goal of resolving conflicts in a manner that protects the safety of the public, the person in crisis and police officers. Officers must also undertake follow-up training every 12 months. Police services are also encouraged to have policies and procedures in place as set out in the “Use of Force” Guideline. This includes procedures for impact weapons, aerosol weapons, conducted energy weapons, firearms and use of force reporting.
Training on the BCT program is reviewed and updated to reflect the most current information after every BCT intake.
…/5
Page 278 of 291 Officer of the Solicitor General re: Anti-Racism Initiatives AGENDA ITEM #a Head of Council Page 5
Once in force, the Community Safety and Policing Act, 2019, will require all police officers, special constables and board members to successfully complete training related to human rights, systemic racism and the rights and cultures of Indigenous Peoples. This training will also be required for the new Inspector General of Policing, its inspectors, the Complaints Director at LECA and LECA investigators. This is part of the government’s commitment to ensure that all interactions are conducted without bias or discrimination, and in a manner that promotes public confidence and keeps communities safe.
Mental Health and Addictions Initiatives and Investments
Dedicated Funding for Mental Health and Addictions Programs
Ontario’s community mental health services include: • assertive community treatment teams, case management, crisis intervention, early psychosis intervention, eating disorders programs, vocational programs, supportive housing and consumer/survivor initiatives, peer supports and other programs; and • initiatives to keep people with serious mental health issues out of the criminal justice system which include, but are not limited to, court support and diversion, crisis intervention and safe beds.
In July 2018, Ontario announced its commitment to invest $3.8 billion over 10 years, with the support of the Government of Canada, to develop and implement a comprehensive and connected mental health and addictions strategy. This includes $174 million for mental health and addictions programs in 2019-20. As part of the $174 million commitment of funds to support mental health and addictions in 2019-20, my ministry partnered with the Ministry of Health to announce $18.3 million in new funding to support those affected by mental health and addictions challenges in the justice sector.
Specifically, in 2019-20, the Ministry of Health provided funding for an integrated set of mobile crisis services that assist in the de-escalation and stabilization of persons in crisis and their connection to community programming and supports to address their physical and mental well-being over the longer term, in order to prevent further crises. Five teams were implemented in 2019-20 with $6.95 million of the $174 million in new, annualized funding to develop and enhance mobile crisis services. Mobile crisis services partner police with community mental health organizations to respond to persons in mental health and addictions (MHA) crises and determine if the crisis: • can be de-escalated and resolved at the scene; • warrants further psychiatric attention at hospital emergency rooms; or • requires short-term community stabilization and reintegration.
Part of the $18.3 million in new funding also includes $2.5 million for various programs run by the ministry, one of which includes de-escalation training.
…/6 Page 279 of 291 Officer of the Solicitor General re: Anti-Racism Initiatives AGENDA ITEM #a Head of Council Page 6
Ministry of the Solicitor General Grant Programs
Apart from the dedicated funding for mental health and addictions programs highlighted above, the ministry also offers a number of grant programs that are primarily available to police services, working in collaboration with municipal and community partners, to support local Community Safety and Well-Being (CSWB) initiatives, including mental health-related programs. For example, under the 2019-20 to 2021-22 Community Safety and Policing Grant local and provincial priorities funding streams, the ministry is providing funding to 27 police services/boards for projects involving an integrated response between police and a mental health worker to respond to situations of crisis (e.g., Mobile Crisis Response Teams).
Community Safety and Well-Being Planning
The ministry developed the Community Safety and Well-Being Planning Framework: A Shared Commitment in Ontario booklet, which includes the CSWB Planning Framework and a toolkit of practical guidance documents to assist municipalities, First Nations and their community partners as they engage in the CSWB planning process. The Framework encourages communities to work with various partners across sectors to proactively identify and address local priority risks in the community before they escalate and result in situations of crisis (e.g., crime, victimization or suicide). This involves reducing the number of incidents that require enforcement by shifting to more proactive, preventative programs and strategies that improve the social determinants of health (e.g., education, housing, mental health).
In support of this work, effective January 1, 2019, the government mandated municipalities lead the development of CSWB plans which identify and address local priority risks to safety and well-being, working in partnership with police services/boards and various other sectors, including health/mental health, education, community/social services and children/youth services.
Complementary to the Framework, a Situation Table is one type of multi-sectoral risk intervention model that is being implemented across our province.
The ministry also offers the Risk-driven Tracking Database (RTD), which allows for the collection of risk-based data and helps to inform the CSWB planning process, free of charge to communities across Ontario that are engaged in multi-sectoral risk intervention models, such as Situation Tables. As of June 2020, 60 sites have been on- boarded to the RTD and any communities who are interested in being on-boarded to the RTD is encouraged to contact the ministry.
…/7
Page 280 of 291 Officer of the Solicitor General re: Anti-Racism Initiatives AGENDA ITEM #a
Head of Council Page 7
Police-Hospital Transition Protocol
Additionally, to improve front-line response to persons experiencing a mental health or addictions-related crisis, my ministry partnered with the Ministry of Health to support the Provincial Human Services and Justice Coordinating Committee and CMHA of Ontario to develop a framework for local police emergency room transition protocols for persons apprehended under the Mental Health Act.
On June 3, 2019, the Ministry of the Solicitor General and the Ministry of Health jointly endorsed the release of Improving Police-Hospital Transitions: A Framework for Ontario, as well as the supporting toolkit, Tools for Developing Police-Hospital Transition Protocols in Ontario. The purpose of the framework and toolkit is to assist police services and hospitals with developing joint emergency department transition protocols, which are responsive to unique local needs, in order to ensure the seamless transfer of care for persons in a mental health or addictions crisis brought to a hospital by police officers.
I hope you find this information useful and I appreciate your municipality’s support during this time of uncertainty.
Sincerely,
Sylvia Jones Solicitor General Minister Responsible for Anti-Racism
c: Chief Administrative Officers
Municipal Clerks
Page 281 of 291 Officer of the Solicitor General re: Anti-Racism Initiatives Ministry of Indigenous Affairs Ministère des affaires autochtones AGENDA ITEM #c
Information Centre Centre d’information Algonquin Land Claim Revendication territoriale
31 Riverside Drive 31 rue Riverside Pembroke, ON K8A 8R6 Pembroke, ON K8A 8R6
Tel: (613) 732-8081 Tél: (613) 732-8081 Toll Free: 1-855-690-7070 Num éro vert : 1-855-690-7070
website: Ontario.ca/algonquinlandclaim
October 1, 2020
Memo to: Municipal Elected Representatives
This letter is to update you on current developments in the ongoing treaty negotiations involving Canada, Ontario and the Algonquins of Ontario. We continue to make progress in a number of areas that are relevant to municipalities, and I thank you for the ongoing input and support Ontario has received from the municipal sector.
Public Consultation
Following the public consultation period on Ontario’s 2017 publication of a Draft Environmental Evaluation Report, Ontario and the Algonquins of Ontario (AOO) engaged in further negotiations. The objective was to refine the package of provincial lands proposed for future transfer to the AOO as part of the land claim settlement. Changes were based on input received through the consultations Ontario conducted as well as enhanced information about the Algonquins’ intended uses for the lands.
On July 10, 2020, Ontario sent letters to people who own property within 120 metres of the Crown lands where changes have been negotiated, as well as to anyone who holds an existing legal interest such as a permit or license on those lands. Letters were also sent to interested Indigenous communities and municipalities.
We are now preparing for the next stage of broader public consultation on the updated proposed lands package. This will include an expanded mail-out to all those with known or potential interests in the Crown lands proposed for transfer, and updates to the Algonquin Land Claim webpages posted on the Ontario.ca website (www.ontario.ca/algonquinlandclaim). This stage of consultation will also include information about provincial park boundary regulation amendments for the recommended addition to Lake St. Peter Provincial Park and the recommended new Whiteduck Provincial Park in Frontenac County.
Input received will be reflected in a Final Environmental Evaluation Report related to the proposed settlement lands and the EA Summary Report related to the provincial park and conservation reserve boundary amendments that we expect to publish before the end of this calendar year.
1 Page 282 of 291 Ministry of Indigenous Affairs re: Treaty Negotiations AGENDA ITEM #c Municipal Jurisdiction
Once settlement lands are transferred, the lands will be privately owned in fee simple by the Algonquins of Ontario, and subject to municipal planning and development approvals. Ontario staff have been working with municipal staff for a number of years to develop initial official plan designations and zoning that will be applied to the settlement land parcels at the time of transfer. This is being done to minimize the time and costs for municipalities as the lands transfer from Crown control into municipal jurisdiction. We will continue to work with municipalities until time of transfer to ensure the proposed land use designations and zoning are compatible with current local planning documents.
Regional maps are available for review online at: www.tanakiwin.com/our-treaty- negotiations/treaty-negotiations-update/
Proposed Treaty Provisions for the Crown Duty to Consult
While lands are an important element for the settlement of a land claim, there are many other areas to be covered in a modern treaty. Our current work includes drafting treaty provisions that will establish a process for federal and provincial consultation with the AOO once the treaty is in place. This includes draft provisions addressing the province’s duty to consult and accommodate where appropriate with respect to certain land use planning matters and municipal boundary changes. Municipal engagement with the AOO on official plans and restructuring proposals facilitates their review and approval. The proposed treaty provisions will provide a mechanism for municipalities to engage with the AOO on these types of decisions.
Under section 1.2.2 of the 2020 Provincial Policy Statement (PPS), planning authorities shall engage with Indigenous communities and coordinate on land use planning matters. The 2020 PPS does not set out specific subject matters for which engagement might be appropriate. Ontario’s intent with the draft provisions, by contrast, is to identify and limit requirements for municipal engagement to the following matters affecting settlement lands and identified as priorities by the AOO:
• new municipal official plans, revisions to official plans including 5 year updates and secondary plans amending or forming part of an official plan • restructuring proposals that municipalities may put forward that result in boundary changes or amalgamations.
This would mean that other planning approvals, such as applications by a private person or corporation for a site specific official plan amendment, zoning by-laws or zoning by-law amendments, applications for a minor variance or plans of subdivision would not trigger engagement under the proposed treaty provisions, and would continue to be addressed under Planning Act processes.
2 Page 283 of 291 Ministry of Indigenous Affairs re: Treaty Negotiations AGENDA ITEM #c
It is the negotiation parties’ shared expectation and intent that the proposed treaty provisions will provide a focus on matters of priority and significantly reduce the workload of both the municipal sector and the AOO. The proposed consultation framework under the treaty will not impose roles on municipalities that go beyond engagement on provincial decisions that would trigger a duty to consult.
The AOO “door” will be open for other engagement activities outside of the treaty provisions, such as those that could focus on developing partnerships and economic opportunities between the AOO and municipalities. Culture and heritage are also important matters for the AOO. We understand they will be seeking opportunities to work with municipalities to recognize and protect these significant resources.
Ontario’s approach to the drafting of the treaty provisions has been informed by informal discussions with representatives of senior municipal staff within the AOO Settlement Area, and by the Association of Municipalities of Ontario’s (AMO) April 10, 2019 publication ‘Municipal Governments and the Crown’s Duty to Consult – Towards a Process that Works for Local Communities’.
We note that in that document AMO recommends that the Crown work with municipal and Indigenous leadership to: 1. Clarify Responsibility for the Duty to Consult and the Duty to Accommodate, where appropriate. 2. Establish a Practical Process with Municipalities and Indigenous Governments to address the requirements for consultation. 3. Provide Necessary Funding, Resources and Supports in Duty to Consult Proceedings. 4. Promote Municipal-Indigenous Relationship-building and Local Cooperation; and 5. Involve Municipal Governments in Land Claim and Treaty Implementation Scenarios Affecting Municipal Jurisdiction.
These principles have helped to guide Ontario’s approach to drafting of the municipal engagement provisions. We are providing this preliminary information in light of the final AMO recommendation.
Next Steps
Should representatives of your municipality require further information or wish to arrange a time to discuss this, please contact the Ontario negotiation team via the Ontario Information Centre letterhead on this memo We would be happy to arrange such a discussion, subject to relevant public health restrictions and best practices.
Should your municipality receive questions from ratepayers regarding Ontario’s consultation on the lands proposed for transfer to the AOO we encourage you to direct them to the Ontario Information Centre.
3 Page 284 of 291 Ministry of Indigenous Affairs re: Treaty Negotiations Thank you for your ongoing interest in the AOO treaty negotiations. WeAGENDA look forward toITEM #c continuing to work with the municipal sector to develop arrangements that will work in a practical way in eastern Ontario.
Sincerely,
Doug Carr Ontario Chief Negotiator
4 Page 285 of 291 Ministry of Indigenous Affairs re: Treaty Negotiations AGENDA ITEM #a PENDING ITEMS
ORIGINAL ITEM STATUS MEETING February 6, 2019 (78-2019) Regular Meeting THAT Council directs staff to bring 2018 Post- of Council, P Election Accessibility Report back to Council by Assigned – Bring Back to March 2021 to be sure we can address these Council in March 2021 suggested changes.
August 14, 2019 (530-2019) Regular Meeting WHEREAS the Municipality has been of Council, OP approached by people interested in developing possible lots on the loggers field road with land on both sides of the road –bounded by highway 62 and the ANAF Rd. west which Assigned – Bring Back to encompasses the North East corner of Council municipal land; and WHEREAS the Municipality has also considered the possible development of a tiny home project; THEREFORE THAT Council approves an investigation into developing these properties. August 14, 2019 (531-2019) Assigned – Bring Back to Regular Meeting WHEREAS the Municipality has a surplus log Council of Council, OP structure that would suit the needs of establishing Indigenous Heritage Museum; and Chief Stephen Hunter has WHEREAS the municipality has been been given available dates to approached by the Algonquin First Nations come for a delegation people to partner with various projects; THEREFORE THAT Council allow for further Mayor followed-up with investigations into developing an area including Stephen Hunter Aug/20 a delegation from Stephen Hunter that could Mayor site visit on Oct 8/20 include a First Nations Museum/Interpretation center, gazebo and picnic area. Nov 6, 2019 (665-2019) Regular Meeting THAT Council have staff prepare a septic re- of Council, P inspection package and septic survey to be Assigned – Bring Back to sent to all residences and said survey and Council package to be brought forward to council when completed for approval. Nov 20, 2019 (706-2019) Regular Meeting THAT Council directs staff to invite our new Not available September of Council, O MP, Derek Sloan to an upcoming council Clerk was trying to set up for meeting (at his earliest convenience), to meet Oct. staff and council. Will continue corresponding with his office for future date
Jan 22, 2020 (55-2020) Regular Meeting THAT Staff arrange a meeting to discuss and November 4, 2020 of Council, O & P review all external joint board/committees. Special Meeting at 1:00pm
Page 1 of 4 Page 286 of 291 Pending Municipal Items Review AGENDA ITEM #a Jan 22, 2020 (63-2020) Invitation letter and council Regular Meeting THAT Council direct Staff to issue an invitation meeting schedule sent on of Council, O & P on HH Council’s behalf to Lucille Kyle, our January 29, 2020 School Trustee and Chair of the HPEDSB and to Sean Monteith, Director of Education. June 8, 2020 - Ms. Kyle and Mr. Monteith will come, but will get back to us to schedule, as she indicated the fall is still unpredictable.
Provided her with the fall council meeting schedule.
Letter sent on Sept 24/20- have not received reply.
Mar 4, 2020 (139-2020) Invitation was been sent by Regular Meeting THAT Council direct staff to invite the email on March 9, 2020 of Council, P appropriate county representative to attend a council meeting at their earliest convenience to speak about the services offered to our Confirmed for the Nov 4/20 municipality through our tax dollars and the Council Meeting justification for the percentage of services provided for the percentage of taxes paid. Apr 15, 2020 (199-2020) Regular Meeting THAT Council directs staff to create regulations Assigned – Bring Back to of Council, O for preservation of our shorelines. Council
June 17, 2020 (274-2020) Regular Meeting THAT Council accepts the report “Economic of Council, O Development Champions Group” as submitted by the CAO/Treasurer; and THAT Council as a whole, reviews and makes Assigned – Bring Back to decisions with regards to “High Speed Council Internet”; and THAT Mark Hanley, Deputy Mayor Hagar and Councillor Matheson, take the lead on the Deputy Mayor/Councillor Housing Action Plan (Tiny Homes), and report Matheson – assigned Housing back to Council; and Action Plan THAT Staff bring back to Council the remaining 3 items (Business Attraction and Retention, Marketing and Promotion and Tourism Events Action Plan), for discussion when Committees are permitted to meet again. June 17, 2020 (279-2020) Regular Meeting THAT Council directs staff to complete of Council, O sufficient research and compile information about the condition of the remaining portion of Hwy 62 that still requires repair and resurfacing Assigned – Bring Back to to include a reasonable estimate of cost, in Council order that the Mayor and CAO can write letters and communicate with our local County Council, and Provincial and Federal MPPs in order to establish the urgency of the need, the importance of the request and the fact that the Page 2 of 4 Page 287 of 291 Pending Municipal Items Review AGENDA ITEM #a municipality is in a state of readiness for any stimulus or upcoming funding that could be available. June 17, 2020 (280-2020) Regular Meeting THAT Council directs staff to investigate a of Council, O speed limit reduction for the entry and Assigned – Bring Back to downtown section of Maynooth. This Motion Council identifies Strategic Plan Priority # 3, Build our Community and Strategic Plan Priority # 4 MTO is conducting speed Exceptional Service and Governance. study July 15 2020 (315-2020) Regular Meeting THAT Council directs staff to bring back a of Council, OP report with respect to drinking water sampling Assigned – Bring Back to and analysis services and to contain the total Council annual cost of the OCWA services to Hastings Highlands in the past two years and to date for Awaiting a legal opinion 2020. July 15 2020 (327-2020) THAT Council approves the Regular Meeting $67,000 set aside for the downtown of Council, OP revitalization aesthetics, be spent in 3 phases, as set out by the downtown merchants; Phase 1 – benches and garbage cans Phase 2 – to Phase 1 benches are installed include (but not limited to) planters, window and garbage cans on order baskets, banners, picnic tables, and bicycle Phase 3 Christmas racks Phase 3 – Christmas Decorations; and decorations have been THAT Council approves Phase 1, in the ordered amount of $25,000 today (invoice attached), so the order may be placed and hopefully received in time to coincide with the reopening of the downtown core; FURTHERMORE THAT Council approves a transfer of up to $67,000 from the reserve for economic development expense for Maynooth downtown revitalization aesthetics. August 5, 2020 (360-2020) Regular Meeting THAT Council directs staff to make of Council, OP arrangements with the "Baseball for Dad" Birds Creek Bench has been organization for the placement of a Buddy installed Bench in Birds Creek and arrangements for the placement in 2021 of a Buddy Bench in Maynooth. Sept. 2, 2020 (380-2020) Regular Meeting THAT Council directs staff to engage in a of Council, P media blitz, including, website, social media, Assigned radio and newspapers, to advise the public of the efforts that are being made to maintain and CBO is awaiting shoreline enforce our bylaws and building code preservation Bylaw to come to requirements, including all related agencies Council for approval that are supporting enforcement, including the Will begin media blitz next tips line information, as part of public spring education.
Page 3 of 4 Page 288 of 291 Pending Municipal Items Review AGENDA ITEM #a Sept. 23, 2020 (409-2020) Regular Meeting THAT Council directs staff to look into costs of Council, O and availability of a space in the three local Assigned newspapers on a consistent basis to make Hastings Highlands events and news available to the people who do not have or can not have social media. October 7, 2020 (430-2020) Regular Meeting THAT Council directs staff to advise Maple of Council, P Leaf Rally Club of our requirements for an Agreement between the Maple Leaf Rally Club and the Municipality of Hastings Highlands, incorporating the information contained within the email from McDougall Insurance Brokers Limited, relaying the information from Frank Cowan Co. (FCC) dated September 18 2020, including the requirement for minimum, per incident, 10 million dollars in liability coverage, for future events, once restrictions under the Covid 19 Pandemic have ended, to enable Maple Leaf Rally Club to have a new Agreement prepared. October 7, 2020 (431-2020) Regular Meeting THAT Council directs staff to provide a report of Council, P on the inventory of Municipally owned Recreational Trails and Public Spaces (parks, lookouts, boat launches and beaches), Assigned detailing locations in the Municipality, information regarding installed signage and any records of inspection previously performed, for insurance liability mitigation; and FURTHERMORE THAT Council directs staff to contact our Municipal Insurer, to perform a risk management assessment, with recommendations, to mitigate risk.
Page 4 of 4 Page 289 of 291 Pending Municipal Items Review AGENDA ITEM #a
Future Municipal Events For Members Of Council
Event Date / Location Of Event Integrity Commissioner Wednesday, April 29, 2020 Training Will be rescheduled
TRASH TALK To be rescheduled
Wednesday, October 21, 2020 9:00 a.m. Regular Meeting of Council, Council Chambers (or Teleconference) for Council Operations Teleconference for staff Teleconference Live Streamed-members of the public Closed Session Meeting of Council for Tuesday, October 27, 2020 Education Purposes Emond Hall 9:00 a.m. full day Healthy Futures Training Wednesday, November 4, 2020 9:00 a.m. Regular Meeting of Council, Council Chambers (or Teleconference) for Council Planning Teleconference for staff Teleconference Live Streamed-members of the public Special Meeting of Council – November 4, 2020 at 1:00 p.m. re: External Committees Council Chambers (or Teleconference) for Committee Teleconference Live Stream for members of the public Wednesday, November 18, 2020 9:00 a.m. Regular Meeting of Council, Council Chambers (or Teleconference) for Council Operations Teleconference for staff Teleconference Live Streamed-members of the public Wednesday, November 18, 2020 1:30 p.m. Waste Management Committee Meeting Council Chambers (or Teleconference) for Committee Teleconference Live Streamed-members of the public Wednesday, December 2, 2020 9:00 a.m. Regular Meeting of Council, Council Chambers (or Teleconference) for Council Operations and Planning Teleconference for staff Teleconference Live Streamed-members of the public Wednesday, December 16, 2020 1:00 p.m. Special Meeting of Council Council Chambers (or Teleconference) for Council Capital Budget Teleconference for staff Teleconference Live Streamed-members of the public
Page 290 of 291 Future Municipal Events Review AGENDA ITEM #a THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BYLAW 2020-090
TO CONFIRM THE PROCEEDINGS OF COUNCIL
______
WHEREAS by Sub-Section 5 (1) of the Municipal Act, S.O. 2001, as amended, the powers of a Municipal Corporation are to be exercised by its Council:
AND WHEREAS by Sub-Section 5 (3) of the Municipal Act, S.O. 2001, as amended, states a municipal power, including a municipality’s capacity, rights, powers and privileges of a natural person, shall be exercised by Bylaws unless the municipality is specifically authorized to do otherwise;
AND WHEREAS it is deemed expedient that the proceedings of the Council of the Municipality of Hastings Highlands at this meeting be confirmed and adopted by bylaw;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS ENACTS AS FOLLOWS:
1. THAT the action of the Council of the Corporation of the Municipality of Hastings Highlands in respect to each recommendation contained in the reports from Staff and each motion and resolution approved and other action taken by the Council of the Corporation of the Municipality of Hastings Highlands, at this Regular meeting held on the 21st day of October 2020, and any Special Meetings held since the last Regular Meeting is hereby adopted and confirmed as if all such proceedings were expressly embodied in this bylaw.
2. THAT the Mayor and the Municipal Clerk of the Corporation of the Municipality of Hastings Highlands are hereby authorized and directed to do all things necessary to give effect to the action of the Council referred to in the proceeding section hereof.
3. THAT the Mayor and the Municipal Clerk be authorized and directed to execute all documents in that behalf and to affix hereto the seal of the Corporation of the Municipality of Hastings Highlands.
4. THAT this Bylaw takes effect on the day of its passing.
ENACTED and PASSED in Council this 21st day of October, 2020.
______Vic A. Bodnar, Mayor Suzanne Huschilt, Municipal Clerk
Page 291 of 291 Bylaw 2020-090 being a bylaw to confirm the proceedings of Council