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Regular Council Meeting [7:00 P.M.] - Tuesday, April 28, 2020 [] Teleconference

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Regular Council Meeting [7:00 P.M.] - Tuesday, April 28, 2020 [] Teleconference AGENDA Regular Council Meeting [7:00 p.m.] - Tuesday, April 28, 2020 [] Teleconference Teleconference Details: Dial: 519 -518-3600 Enter Access Code: 331398 Page 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. PUBLIC RECOGNITION / PRESENTATIONS None 4. DISCLOSURE OF PECUNIARY INTEREST 5. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) 5 - 10 5.1. March 5, 2020 – Operating Budget 11 - 19 5.2. April 14, 2020 6. PUBLIC MEETINGS / HEARINGS 6.1 The Municipal Act None 6.2 The Drainage Act None 6.3 The Planning Act Page 1 of 73 None 6.4 Other None 7. DELEGATIONS None 8. CORRESPONDENCE 20 - 45 8.1. Upper Thames River Conservation Area Re: UTRCA 2020 Budget Re: 2020 Approved Budget Re: Agenda and Reports – April 28, 2020 Meeting http://thamesriver.on.ca/wp-content/uploads//Publications/BOD-agenda- April28-2020.pdf 46 8.2. Long Point Region Conservation Authority Re: LPRCA Campgrounds – May 1st Opening Date Delayed 47 8.3. Ontario Provincial Police Re: March / April Invoice Disruption 48 - 49 8.4. Town of Tillsonburg Re: Carbon Tax – Request for Rollback 50 - 60 8.5. Township of Mapleton Re: Request for Review of Farm Property Class Tax Rate Program Re: Wellington County Committee Report 61 8.6. Oxford Community Foundation Re: Heroes Amongst Us 62 - 65 8.7. AMO COVID-19 Update Re: Municipal Fiscal Issues and Other items of Municipal Interest Page 2 of 73 9. COMMITTEE MINUTES 66 - 67 9.1. Business Improvement Association Board Re: Meeting Minutes – March 3, 2020 10. REPORTS 10.1 Planning and Development Services None 10.2 Fire and Protective Services No Report 10.3 Drainage Services No Report 10.4 Building Services No Report 10.5 Public Works Services 68 - 70 10.5.1 2020 Additional Pulverizing and Paving Report PW 2020-09 10.6 Community Development Services No Report 10.7 Medical Centre Services No Report 10.8 Financial Services No Report 10.9 Administration Services 71 10.9.1 Inter-Community Transit Project Update Memorandum Page 3 of 73 11. NOTICE(S) OF MOTION None 12. CLOSED SESSION None 13. BY-LAWS 72 - 73 13.1. No. 23-2020 To Confirm All Actions and Proceedings of Council 14. ADJOURNMENT Page 4 of 73 AGENDA ITEM #5.1. THE CORPORATION OF THE TOWNSHIP OF NORWICH COUNCIL MEETING MINUTES – OPERATING BUDGET THURSDAY MARCH 5, 2020 IN ATTENDANCE: COUNCIL: Mayor Martin Councillor Scholten Councillor DePlancke Councillor Palmer Councillor Dale STAFF: Kyle Kruger, CAO / Clerk Mike Legge, Director of Finance James Johnson, Director of Finance Paul Groeneveld, Director of Fire and Protective Services Brad Smale, Manager of Building Services Marty Lenaers, Public Works Superintendent A.J. Wells, Manager of Medical Services Patrick Hovorka, Director of Community Development Services Jodi Morrison, Deputy Treasurer Kimberley Armstrong, Deputy Clerk 1. CALL TO ORDER The budget session of the 2018-2022 Council of the Township of Norwich was held in the Council Chambers, Norwich, Ontario commencing at 10:16 a.m. with Mayor Martin in the Chair. 2. APPROVAL OF AGENDA Resolution #1 Moved by John Scholten, seconded by Lynne DePlancke; That the Agenda be accepted as presented. Carried 3. DISCLOSURE OF PECUNIARY INTEREST No disclosures were reported. March 5, 2020 – Operating Budget Page 5 of 73 AGENDA ITEM #5.1. Council Meeting Minutes - Budget March 5, 2020 Page 2 of 6 4. INTRODUCTIONS Mr. Legge spoke to the teamwork involved in preparing the operating budget, advising that it retains the current service levels. 4.1 Impacts to the 2020 Operating Budget Mr. Legge provided an overview of impacts to the current budget, including: OMPF funding, benefit package increase, OPP Policing cost decrease, no Cannabis legalization funding, decrease in Insurance renewal, full impact of joint training officer position, volunteer firefighter wage phase-in, increase in asphalt patching, gravel resurfacing, fuel, signs as well as legal and consulting expenses related to a Heritage Designation appeal. 4.2 Overall Municipal Levy Mr. Legge advised that the increase in Operating and Capital would result in a 4.48% increase, however when you remove the assessment growth of 2.09%, it results in a 2.39% impact to the tax payers. 5 OPERATING BUDGET 5.1 2020 Operating Budget Package Mr. Legge provided an overview of operating expenditures and revenues, advising that total operating expenditures are at a 4.03 % increase. In response to questions, Mr. Legge advised that the municipality received $594,000 from the Provincial Government for efficiency activities. To date, $20,000 has been spent on the Countywide Service Delivery Review and $10,000 on the joint Community Safety and Wellbeing Plan 5.2 General Government Mr. Johnson highlighted the 1.39% increase in the Community Grants section, cyber training, software needs and explained that the line items under Professional Services is for the Voter View Software licensing fee. In response to questions from Council, Mr. Kruger explained that although the Province is changing who will be providing the source information for the voters list, it will still be the municipalities preparing the actual list. He also explained that the software used for other election management activities. There was Council discussion about the OGRA and ROMA conferences, Health and Safety Committee training requirements and Police Service Board training. 5.3 Protective Services Chief Groeneveld provided an overview of the proposed budget, highlighting: fleet maintenance, rope rescue trainer training, aerial truck training will also be required in 2021 which will be provided by the supplier. 2019 had the lowest calls in five years, so the 2020 budget was based on a five-year average. By-law salaries have been reduced due to the use of municipal law enforcement officers. March 5, 2020 – Operating Budget Page 6 of 73 AGENDA ITEM #5.1. Council Meeting Minutes - Budget March 5, 2020 Page 3 of 6 In response to questions, it was explained that the total costs for the Joint Training Officer are shown and then the Township is reimbursed under revenue. Postage for By-law Enforcement can now be tracked through the postage machine so will be more accurate in the future Mr. Johnson advised that the Policing costs have decreased as a result of our lower calls for service. Mr. Smale explained that departmental reconfiguration of job descriptions and salary adjustment are included within the budget and also funds for contract services established for the purposes of future large project and possible professional services for project review. Mr. Smale also advised that ongoing training is required in anticipation Provincial proposals. 5.4 Transportation Mr. Leaners highlighted several items, including: a new purchasing program through AMO, changes to grass mowing and weed control with the purchase of our own equipment, increase in costs for gravel, asphalt, fuel, oil and replacement of stolen signs. In response to questions of Council, Mr. Lenaers advised that the public works department are finally retaining ten employees and this enables them to carryout the asphalt patching, ditching and brushing. Mr. Legge explained that the budget for winter control has been increased because a lot of the large winter events seemed to be happening on weekends and statutory holidays, which increases the wages for overtime. There is also a requirement to bolster winter patrols. Mr. Smale advised that an increase to the Drainage Superintendent grant is expected this year and that this is the first year there is not an extra $20,000 included for drainage works. Mr. Johnson explained that drainage costs have substantially increased and that there are billings to go out for maintenance and construction. However, sometimes the administrative cost to pursue payment is more than the amount of the works so those are wrote-off. There was Council discussion about the costs attributed to the municipality by the engineers during preparation of drainage reports and the recent increase in coefficients included within drainage reports. 5.5 Health Services Mr. Wells provided an overview of health service expenses related to staff changes, highlighting better telephone rates and a rental income decrease due to the Thames Valley Midwives relocating. In response to questions from Council, Mr. Wells advised that a private donation of $1000 was received and put into reserves for future capital works. Past donations have been used for the generator, new furniture and the covered entrance. March 5, 2020 – Operating Budget Page 7 of 73 AGENDA ITEM #5.1. Council Meeting Minutes - Budget March 5, 2020 Page 4 of 6 Mr. Hovorka advised that the fencing installation scheduled last year for the Summerville Cemetery was not completed, so will be done in 2020. 5.6 Recreation and Culture Mr. Hovorka provided an overview of the proposed budget including: required maintenance to the Bee Hive house at Woodlawn, playground mulch to top-up depth of surface material, resurfacing ball diamonds, good prices received on the grass cutting tender, expense of water for splashpads and pool, increase in Norwich Arena hydro cost and a decrease in advertising revenues. Mr. Hovorka highlighted several projects, including; installation of blinds, restoration of flooring at the Springford Hall and that staff are going to do some masonry work to the bricks at the Pioneer Rooms. Mr. Legge commented that the budget for ROEDC has increased again. He advised that this is the sixth full year of operation and the costs continue to increase annually. 5.6.1 Woodlawn Board of Management - Proposed 2019 Budget 5.7 Possible Service Level Increase Mr. Legge advised that the asphalt budget is not adequate to meet the Asset Management Plan requirements and based on that, staff are suggesting funds be added to this program. If a reserve is created, then staff can accomplish projects as time and weather allow.
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