TOWN OF GREATER NAPANEE REGULAR SESSION OF COUNCIL
A G E N D A
MAY 25, 2021 at 7:00 p.m. Virtual Meeting via Zoom
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1. CALL TO ORDER This meeting is live streamed on the Town's YouTube Channel. To access, please copy the link below into your browser: https://www.youtube.com/channel/UCmNkxvT9f0mEpxBZrZiqS4A?view_as=subscriber.
2. ADOPTION OF AGENDA
2.1 Adopt Agenda
3. DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
4. PRESENTATIONS
5. DEPUTATIONS
5.1 Nick Morin - Burn Ban Ticket Invoice Dispute
6. ADOPTION OF MINUTES
5 - 6 6.1 Special Session of Council - May 11th, 2021
7 - 13 6.2 Regular Session of Council - May 11th, 2021
7. CORRESPONDENCE
7.1. Correspondence for Information
14 7.1.1 Correspondence for Information items dated May 25th, 2021 Recommendation: That the Correspondence for Information items dated May 25th, 2021 be received.
7.2. Correspondence for Action
15 - 16 7.2.1 Mario Di Tommaso, O.O.M., Deputy Solicitor General, Community Safety - Annual Billing Statements, Quinte Detention Centre, and Payment in Lieu of Taxes System - April 26th, 2021 Recommendation: That Council receive for information the Annual Billing Statements, Quinte Detention Centre, and Payment in Lieu of Taxes System correspondence from Mario Di Tommaso dated April 26th, 2021
Page 1 of 99 REGULAR SESSION COUNCIL - May 25, 2021 Agenda
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17 - 18 7.2.2 Phil Whitton, Superintendent, Bureau Commander, Municipal Policing Bureau - Town of Greater Napanee - Police Service Cost Credit - May 6th, 2021 Recommendation: That Council receive for information the Town of Greater Napanee - Police Service Cost Credit correspondence from Phil Whitton dated May 6th, 2021.
19 7.2.3 Municipal Delegations at 2021 AMO Conference - May 18th, 2021 Recommendation: That Council receive for information the Municipal Delegations at 2021 AMO Conference correspondence dated May 18th, 2021; And further that Council provide direction to staff on delegation they may require.
20 7.2.4 Dug Stevenson, Executive Director, Bay of Quinte Regional Marketing Board - Napanee Pride Month Proclamation Request - May 17th, 2021 Recommendation: That Council receive for information the Napanee Pride Month Proclamation Request correspondence from Dug Stevenson, Executive Director, Bay of Quinte Regional Marketing Board dated May 17th, 2021; And further that Council make a proclamation recognizing June as Pride Month and fly the pride flag at Town Hall.
21 - 27 7.2.5 G. Graeme G. Dempster - Request to Delete Development Agreement at 57 Sarah Street South – May 13, 2021 Recommendation: That Council receive for information the correspondence from Mr. Graeme Dempster dated May 13, 2021; And further that the Council of the Town of Greater Napanee authorizes that: (i) the Development Agreement registered as Instrument No. LA158280 on February 18, 1988 on property described as Plan 38A Part Lots 30 & 31, RP;29R4294 Part 1, now municipally known as 57 Sarah Street South, be deleted from the parcel register as it is no longer valid; and (ii) that the Mayor and Clerk be authorized to execute the required document(s).
8. UNFINISHED BUSINESS
9. COMMITTEE REPORTS
28 - 29 9.1 Aquatics Committee - April 12th, 2021 Recommendation: That Council receive and adopt the minutes of the Aquatics Committee dated March 22nd, 2021.
Page 2 of 99 REGULAR SESSION COUNCIL - May 25, 2021 Agenda
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10. STAFF REPORTS
30 - 52 10.1 CAO - Service Area Updates Staff Recommendation: That Council receive for information the CAO - Service Area Updates report dated May 25th, 2021.
53 - 57 10.2 CAO - OPP Detachment Boards - County CAO Recommendations Staff Recommendation: That Council receive the CAO – OPP Detachment Board County CAO Recommendations Report; And further that the Council give direction on the development of civilian governance structure(s) for the Lennox and Addington Detachment.
58 - 71 10.3 CAO - Quinte Detention Centre Policing Staff Recommendation: That the CAO - Quinte Detention Centre Report be received for information and that Council provide direction to staff on a delegation request to the Province.
72 - 74 10.4 Emergency Services - Fire Department Signage Staff Recommendation: That Council receive for information Emergency Services – Fire Department Signage Report; And Further That Council approve Emergency Services Plan for moving forward.
75 - 81 10.5 Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Staff Recommendation: That Council receive for information the Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Report And further that Council provide staff with direction regarding membership in The Great Lakes St. Lawrence Cities Initiative
82 - 83 10.6 Infrastructure Services (Facilities) – Decommissioned Rail Line Iron Reclamation Staff Recommendation: That Council receive for information the Infrastructure Services (Facilities) – Decommissioned Rail Line Iron Reclamation Report; And further that Council authorize a RFP for the removal of all rail related iron on the Town owned portions of the below map; And further that Council approve a Facilities reserve account for all funds received; And further that Council direct staff to present a power point presentation after the reclamation is complete to discuss potential uses, available budget, and next steps.
84 - 91 10.7 Financial Services - 2021 Q1 Financial Results Staff Recommendation: THAT Council receives for information the 2021 Q1 Budget vs Actuals report.
92 - 98 10.8 Financial Services - Asset Management Software
Page 3 of 99 REGULAR SESSION COUNCIL - May 25, 2021 Agenda
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Staff Recommendation: THAT Council receives for information the Asset Management Software report; AND FURTHER THAT Council approves ERIS, Cityworks and Assetic as provided through the County of Lennox and Addington for the Town’s Asset Management strategy.
11. BY-LAWS
12. NEW BUSINESS
13. NOTICE OF MOTIONS
13.1 Notice of Motion - Dave Pinnell Jr. (Notice Given May 11th, 2021) That Council direct staff to research and bring a report back to Council at the next regular session regarding options for new signage displaying The Town of Greater Napanee’s Open Air Burn status at the five (5) 401 exits located at Centre Street (3) and Palace Road (2).
14. STATEMENTS BY MEMBERS
15. CLOSED SESSION
15.1 Adjourn to Closed Session pursuant to Section 239 of the Municipal Act in order to discuss a personnel matter about an identifiable individual and a matter of solicitor-client privilege. That Council resolve itself into closed session in order to discuss personnel and solicitor-client privilege matters.
15.2 Rise and Report from Closed Session That Council rise and report from closed session; and further that all recommendations made within closed session be hereby adopted, namely that:
16. CONFIRM PROCEEDINGS
99 16.1 A By-law to Confirm the Proceedings of the Council of the Corporation of the Town of Greater Napanee
17. ADJOURNMENT
17.1 Adjourn meeting
Page 4 of 99 TOWN OF GREATER NAPANEE SPECIAL SESSION OF COUNCIL Minutes of Meeting Held May 11, 2021 at 4:00 PM Electronic Meeting PRESENT: Mayor Marg Isbester in the Chair, Deputy Mayor Max Kaiser, Councillor Ward 1 John McCormack, Councillor Ward 2 Terry Richardson, Councillor Ward 3 Dave Pinnell, Jr., Councillor Ward 4 Bob Norrie, Councillor Ward 5 Ellen Johnson
CALL TO ORDER Mayor Isbester called the electronic meeting to order at 4:00 p.m. and advised that the meeting is being live streamed on the Town’s YouTube Channel.
ADOPTION OF AGENDA RESOLUTION #244/21: McCormack & Kaiser That the Agenda of the Special Session of Council dated May 11th, 2021 be adopted as presented. CARRIED.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF There were no disclosures of pecuniary interest.
ITEMS FOR DISCUSSION
CLOSED SESSION RESOLUTION #245/21: Pinnell & Kaiser That Council resolve itself into closed session in order to consider advice pursuant to solicitor client privilege. CARRIED.
RESOLUTION #246/21: Pinnell & Kaiser That Council rise and report from Closed Session at 5:06 p.m.; And further that all recommendations made within Closed Session be hereby adopted. CARRIED.
Mayor Isbester reported that during Closed Session, Council received advise pursuant to solicitor client privilege.
CONFIRM PROCEEDINGS RESOLUTION #247/21: Kaiser & Richardson That By-law No. 2021-0031 being a by-law to confirm the proceedings of Council at its Special Session held May 11th, 2021 be read a first and second time and finally passed and that the Mayor and the Clerk sign the same and affix thereto the seal of the Corporation. CARRIED.
ADJOURNMENT RESOLUTION #248/: Kaiser & Norrie That the meeting does hereby adjourn at 5:07 p.m. CARRIED.
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Special Session of Council - May 11th, 2021 Page 5 of 99 SPECIAL SESSION OF COUNCIL - May 11, 2021 Minutes
Marg Isbester, Mayor Lyndsay Tee, Deputy Clerk
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Special Session of Council - May 11th, 2021 Page 6 of 99 TOWN OF GREATER NAPANEE REGULAR SESSION OF COUNCIL
Minutes of Meeting Held May 11, 2021 at 7:00 PM Electronic Meeting
PRESENT: Mayor Marg Isbester in the Chair, Deputy Mayor Max Kaiser, Councillor Ward 1 John McCormack, Councillor Ward 2 Terry Richardson, Councillor Ward 3 Dave Pinnell, Jr., Councillor Ward 4 Bob Norrie, Councillor Ward 5 Ellen Johnson
ABSENT:
CALL TO ORDER Mayor Isbester called the electronic meeting to order at 7:13 p.m. and advised that the meeting is live streamed on the Town’s YouTube Channel. ADOPTION OF AGENDA RESOLUTION #249/21: Kaiser & Norrie That the Agenda of the Regular Session of Council dated May 11th, 2021 be adopted as presented. CARRIED. DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF There were no disclosures of pecuniary interest. PRESENTATIONS There were no presentations scheduled. DEPUTATIONS Sue Weir, Lennox & Addington Interval House - Youth Transitional Housing Project Funding Request Sue Weir, Lennox & Addington Interval House was in attendance and spoke to the Youth Transitional Housing Project Funding Request.
RESOLUTION#250/21: Johnson & Kaiser That Council receive for information the deputation from Sue Weir regarding the Lennox & Addington Interval House - Youth Transitional Housing Project Funding Request. CARRIED.
Colleen Baxter - Cost Recovery Burning during Total Burn Ban Colleen Baxter was in attendance and spoke to the Cost Recovery Burning during Total Burn Ban report.
Chief Koning was called upon to answer questions from Council.
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RESOLUTION#251/21: McCormack & Richardson That Council receive for information the deputation from Colleen Baxter regarding the Cost Recovery Burning during Total Burn Ban. CARRIED.
Mike Sewell - Request for By-law Amendment Mike Sewell was in attendance and spoke to the Request for By-law Amendment.
RESOLUTION#252/21: Kaiser & Richardson That Council receive for information the deputation from Mike Sewell regarding the Request for By-law Amendment. CARRIED.
Casey Wells and Mike Sewell - Greater Napanee Residents against the Asphalt Plant Proposal Casey Wells and Mike Sewell were in attendance to present and speak to the Greater Napanee Residents against the Asphalt Plant Proposal.
RESOLUTION#253/21: Pinnell & Norrie That Council receive for information the deputation from Casey Wells and Mike Sewell regarding the Greater Napanee Residents against the Asphalt Plant Proposal. CARRIED.
ADOPTION OF MINUTES Regular Session of Council - April 27th, 2021
RESOLUTION #254/21: Richardson & McCormack That the minutes of the Regular Session of Council dated April 27th, 2021 be adopted as presented. CARRIED.
Special Session of Council - April 30th, 2021 RESOLUTION #255/21: Pinnell & Norrie That the minutes of the Special Session of Council dated April 30th, 2021 be adopted as presented. CARRIED.
Special Session of Council - May 5th, 2021 RESOLUTION #256/21: Kaiser & Johnson That the minutes of the Special Session of Council dated May 5th, 2021 be adopted as presented. CARRIED. CORRESPONDENCE CORRESPONDENCE FOR INFORMATION RESOLUTION #257/21: Kaiser & McCormack That the Correspondence for Information items dated May 11th, 2021 be received. CARRIED.
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CORRESPONDENCE FOR ACTION Mike Dwyer, CAO, Township of Rideau Lakes - Proposed Education Development Charge - Impacting your Residents - April 23rd, 2021
RESOLUTION #258/21: Kaiser & Johnson That Council receive for information the Proposed Education Development Charge - Impacting your Residents correspondence and associated attachments received from Mike Dwyer, CAO, Township of Rideau Lakes dated April 23rd, 2021; And further that Council direct staff to bring a report back to Council regarding this issue at a later date. And further that the Treasurers within our Lower and Upper Tier and in conjunction with the Eastern Ontario Treasurers Association bring back a more fulsome report on this topic. CARRIED.
Brad McNevin, CAO, Quinte Conservation Authority - Consideration of Ministerial Zoning Orders - April 29th, 2021 Councillor Johnson, Quinte Conservation Authority Council representative, spoke to the report.
RESOLUTION #259/21: Johnson & Pinnell That Council receive for information the Consideration of Ministerial Zoning Orders correspondence from Brad McNevin dated April 29th, 2021; And further that Council consider and endorse the following motion: THAT Prior to tabling requests to endorse an MZO application which affects lands regulated under Section 28 of the Conservation Authorities Act, municipal staff shall: 1. Notify the Conservation Authority of the request; 2. Provide a copy of the request to the Conservation Authority; and 3. Request the Conservation Authority to delineate the extent of the regulated land on the site such that the development project can be directed outside of any regulated features. CARRIED.
Rennie Hutzler - BIA Resignation - May 3, 2021 RESOLUTION #260/21: Norrie & Kaiser That Council receive for information and accept the BIA Resignation correspondence from Rennie Hutzler dated May 3, 2021; And further that Council authorize a letter be sent from the Mayor to Ms. Hutzler thanking her for her contribution to the BIA. CARRIED.
Sherry Grabowski, Vice President, CNIB Deafblind Community Services - National Deafblind Awareness Month - May 5th, 2021 RESOLUTION #261/21: Richardson & Kaiser That Council receive for information the National Deafblind Awareness Month correspondence from Sherry Grabowski, Vice President, CNIB Deafblind Community Services dated May 5th, 2021;
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And further that Council approve the use of Springside Park for the global yarn bombing initiative; And further that Council shine a blue light on the Springside Park Falls for the month of June; And further that Council proclaim June Deafblind Awareness Month. CARRIED.
Eastern Ontario Regional Network, Eastern Ontario Warden’s Caucus, and Eastern Ontario Mayor’s Caucus – Letter to Ministers, Media Release, and Speaking Points for MP and MPP Calls – May 4th, 2021. RESOLUTION #262/21: McCormack & Richardson That Council receive for information the correspondence from EORN, EOWC, and EOMC regarding Letter to Ministers, Media Release, and Speaking Points for MP and MPP Calls dated May 4th, 2021; And further that Council approve the Mayor as head of Council to join with the other heads to sign a letter of support and send to the Minister and others as listed above. CARRIED. UNFINISHED BUSINESS
Sue Weir, Lennox & Addington Interval House – Youth Transitional Housing Project Funding Request Michael Nobes, Director of Development Services spoke to Councils questions.
RESOLUTION #263/21: McCormack & Richardson That Council receives for information the deputation by Sue Weir regarding the Lennox & Addington Interval House – Youth Transitional Housing Project Funding Request; And further that it be deferred to the next Regular Session of Council on May 25, 2021 to allow for time to gather more pertinent information to support an informed decision. CARRIED.
Colleen Baxter - Cost Recovery Burning during Total Burn Ban John Koenig, Fire Chief and Paul Dowber, General Manager of Financial Services/Treasurer spoke to Councils questions.
Mayor Isbester asked that enhancements to communications be included in the Fire Master Plan review.
RESOLUTION#264/21 Richardson & Kaiser That Council reduce Colleen Baxter’s Cost Recovery Burning During Total Burn Ban – April 13, 2021 South Shore Road, Napanee invoice from $555.29 to $200.00. CARRIED. COMMITTEE REPORTS Downtown Greater Napanee BIA Minutes
RESOLUTION #265/21: McCormack & Norrie
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That Council receive and adopt the minutes of the Downtown Greater Napanee BIA dated January 12th, 2021; And further that Council receive and adopt the minutes of the Downtown Greater Napanee BIA dated February 24th, 2021; And further that Council receive and adopt the minutes of the Downtown Greater Napanee BIA dated March 17th, 2021; And further that Council receive and adopt the minutes of the Downtown Greater Napanee BIA dated March 31st, 2021; And further that Council receive and adopt the minutes of the Downtown Greater Napanee BIA dated April 14th, 2021. CARRIED.
Heritage Committee Minutes - October 22nd, 2020
RESOLUTION #266/21: Richardson & Kaiser That Council receive and adopt the minutes of the Municipal Heritage Committee dated October 22nd, 2021. CARRIED. STAFF REPORTS Financial Services - 2021 Successful Funding Applications
Paul Dowber, General Manager of Financial Services/Treasurer spoke to the report.
RESOLUTION #267/21: Pinnell & Johnson That Council receives for information the 2021 Successful Funding Applications report; AND FURTHER THAT Council authorizes the Mayor and Deputy Clerk to sign the transfer payment agreements once they become available. CARRIED.
Financial Services - Development Charge Reserve Fund 2020 Year End Summary Paul Dowber, General Manager of Financial Services/Treasurer spoke to the report.
RESOLUTION #268/21: Johnson & Richardson That Council receive for information the Development Charge Reserve Fund 2020 Year End Summary report. CARRIED.
Financial Services - 2021 Purchases
Paul Dowber, General Manager of Financial Services/Treasurer spoke to the report.
RESOLUTION #269/21: McCormack & Pinnell That Council receive for information the Financial Services - 2021 Purchases Report; And further that Council authorizes: 1. Dock materials and contractor installation of docks at Sherman's Point and Adolphustown at a cost to the Town of $33,016.03 out of a Council approved budget of $30,000 2. The purchase/installation of a playground structure at the Fairgrounds at a cost to the town of $5,000 And further that Council direct staff to bring and updated draft Procurement Policy to Council for discussion and authorization. CARRIED.
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Infrastructure Services (Development Services) – 88 Dundas Street East (Gibbard District) Site Plan Approval Michael Nobes, Director of Development Services spoke to the report.
RESOLUTION #270/21: McCormack & Norrie That Council receive for information the Infrastructure Services (Development Services) 88 Dundas Street East (Gibbard District) Site Plan Approval report; And further, that Council approve Site Plan Control Application PLSPMA 2018 034; And further, that Council authorize the Mayor and Clerk to execute the site plan agreement on behalf of the municipality. CARRIED.
BY-LAWS By-law No. 2021-0029 - A By-law to Establish Tax Rates and to Provide for the Collection of Taxes for the Year 2021
RESOLUTION #271/21: McCormack & Kaiser That By-law No. 2021-0029 - A By-law to Establish Tax Rates and to Provide for the Collection of Taxes for the Year 2021 be approved. CARRIED.
NEW BUSINESS There was no new business. NOTICE OF MOTIONS
Notice of Motion – Councillor Dave Pinnell Jr. That Council direct staff to research and bring a report back to Council at the next regular session regarding options for new signage displaying The Town of Greater Napanee’s Open Air Burn status at the five (5) 401 exits located at Centre Street (3) and Palace Road (2). STATEMENTS BY MEMBERS Councillor Norrie thanked staff member, Lyndsay Tee, for her role in supporting the Downtown Greater Napanee BIA. Mayor Isbester congratulated staff member, Michelle King, on celebrating her 40th year with the municipality. Mayor Isbester thanked Mrs. King for her hard work and dedication to the community. CLOSED SESSION Adjourn to Closed Session pursuant to Section 239 of the Municipal Act in order to discuss a personnel matter about an identifiable.
RESOLUTION #272/21: Kaiser & Pinnell
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That Council resolve itself into closed session in order to discuss personnel matters. CARRIED. Rise and Report from Closed Session
RESOLUTION #273/21: Richardson & McCormack That Council rise and report from closed session at 10:33 p.m.; and further that all recommendations made within closed session be hereby adopted. CARRIED.
Mayor Isbester reported that during Closed Session, Council; • received information and gave direction regarding how to proceed with the executive search for the positions of CAO and Clerk; and • received information and gave direction to staff on identifiable individuals. CONFIRM PROCEEDINGS RESOLUTION #274/21: Pinnell & Kaiser That By-law No. 2021-0030 being a By-law to Confirm the Proceedings of Council at its Regular Session held May 11th, 2021 be read a first and second time and finally passed and that the Mayor and the Clerk sign the same and affix thereto the seal of the Corporation. CARRIED.
ADJOURNMENT RESOLUTION #275/21: Kaiser & Richardson That the meeting does hereby adjourn at 10:34 p.m. CARRIED.
Marg Isbester, Mayor Lyndsay Tee, Deputy Clerk
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Regular Session of Council - May 11th, 2021 Page 13 of 99 Summary of Correspondence for Information Items May 25th, 2021
This summary contains correspondence that was received by the municipality from outside organizations, which were broadcast to all municipalities, or which were addressed generally to the Town. This includes requests for support for resolutions.
All correspondence addressed to an individual member of council or to the whole council from a resident are placed in the appropriate council mailbox. These items of correspondence are not added to the agenda unless requested by a member of council.
Correspondence for Action items are pieces of correspondence that were received by Town staff that require further council attention or action. Members of Council may request items be added to the agenda for consideration.
1. Association of Municipalities Ontario (AMO) a. AMO WatchFile - May 6, 2021 b. AMO WatchFile - May 13, 2021 2. Mayor Virginia Hackson, East Gwillimbury – Health Canada Consultation on Guidance on Personal Production of Cannabis for Medical Purposes – April 21st, 2021 3. Municipality of Chatham-Kent – Time for a Change, Municipal Freedom of Information and Protection of Privacy Act Resolution – May 10th, 2021 4. Lennox & Addington County Autism Network – Thank you Card – May 5th, 2021 5. Erin Kwarciak, Clerk, Town of Plympton-Wyoming – Resolution to Support Withdrawal of Prohibition on Golfing and Outdoor Recreational Activities – May 14th 2021 6. Ina Watkinson, Acting Deputy Clerk, Township of McKellar – 2020 Tax Break for CERB Recipients – May 17th, 2021 7. Barbara Knauth, Deputy Clerk Treasurer, Township of Matachewan – Resolution to Reverse the Decision to close the MeeQuam Youth Residence – May 7th, 2021 8. Jana Nethercott, Clerk, Municipality of West Elgin – Phragmites Resolution – May 14th, 2021
Correspondence for Information items dated May 25th, 2021 Page 14 of 99
Ministry of the Solicitor General Ministère du Solliciteur général
Office of the Deputy Solicitor General Bureau du sous-solliciteur général Community Safety Sécurité communautaire
25 Grosvenor Street, 11th Floor 25, rue Grosvenor, 11e étage Toronto ON M7A 1Y6 Toronto ON M7A 1Y6 Tel: 416-326-5060 Tél. : 416-326-5060 Fax: 416-327-0469 Téléc. : 416-327-0469
133-2021-14 By email
April 26, 2021
Raymond D. Callery Chief Administrative Officer Town of Greater Napanee 124 John Street PO Box 97 Napanee ON K7R 3L4 [email protected]
Dear Raymond D. Callery:
Thank you for your correspondence dated January 28, 2021.
I am pleased to share with you that the Ontario Provincial Police (OPP) will re-classify billable Calls for Service at provincial correctional facilities that did not require police attendance or investigation to non-billable “Police Information” calls. As a result, the OPP will re-calculate the affected Annual Billing Statements (2019, 2020, and 2021) and will provide a credit to the Town of Greater Napanee. The OPP will issue you a credit through Ontario Shared Services that you can apply to your account for OPP policing services. Should you have any questions, please contact Detachment Commander Inspector Scott Semple, Lennox and Addington OPP Detachment, at [email protected] or Superintendent Phil Whitton, OPP Municipal Policing Bureau, at [email protected].
In addition, the Ministry of the Solicitor General will consider your recommendations about the policing approach to Quinte Detention Centre and how municipalities are billed for provincial correctional institutions as we continue the regulatory work required to bring the Community Safety and Policing Act, 2019, into force.
With respect to your concerns about the Payment in Lieu of Taxes (PILT) system, the Ministry of Finance (MOF) is responsible for the PILT system and is best positioned to address your concerns. We have informed our counterparts at MOF and suggest you contact the MOF directly to discuss your concerns.
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Mario Di Tommaso, O.O.M., Deputy Solicitor General, Community Safety - A... Page 15 of 99
Raymond D. Callery Page 2
Thank you again for your letter.
Sincerely,
Mario Di Tommaso, O.O.M. Deputy Solicitor General, Community Safety
c: Deborah Richardson Deputy Solicitor General, Correctional Services
Ministry of Finance
Mario Di Tommaso, O.O.M., Deputy Solicitor General, Community Safety - A... Page 16 of 99
Ontario Police Municipal Policing Bureau Provincial provinciale Bureau des services policiers des municipalités Police de l’Ontario 777 Memorial Ave. 777, avenue Memorial Orillia ON L3V 7V3 Orillia ON L3V 7V3
Tel: 705 329-6140 Tél. : 705 329-6140 Fax: 705 330-4191 Téléc.: 705 330-4191 File Reference: 612-20
May 6, 2021
Raymond D. Callery, CAO Town of Greater Napanee 124 John Street, PO Box 97 Napanee, ON K7R 3L4
Email: [email protected]
Re: Town of Greater Napanee - Police Service Cost Credit
Dear Mr. Callery,
The Ministry of the Solicitor General has recently notified the Town that the Ontario Provincial Police (OPP) would re-classify billable Calls for Service at provincial correctional facilities that did not require police attendance or investigation to non-billable “Police Information” calls. While these calls did not require a formal police investigation, they still required work by detachment officers, and although it would be reasonable to classify them by call type, it is more appropriate to classify these occurrences as Police Information. As a result of this review, there are now revised correctional facilities call classification procedures in effect to ensure calls are recorded consistent with the outcome of the recent call review.
Please be advised that we have completed the re-classification of the impacted incidents and we will request Ontario Shared Services (OSS) issue the following credits:
Year Credit 2019 $ 63,969.75 2020 $ 65,243.17 2021 $ 65,864.29 Total $195,077.21
The OPP Municipal Policing Bureau strives to ensure that we provide an accurate account of all policing costs associated to your municipality.
Please contact OSS at 1-877-535-0554 to apply the credits to outstanding invoices.
If you have any questions regarding this matter please e-mail Catherine McCauley, OPP Municipal Policing Bureau Manager Financial Services, at [email protected].
…./2
Phil Whitton, Superintendent, Bureau Commander, Municipal Policing Burea... Page 17 of 99 Raymond D. Callery Page 2
Respectfully,
Phil Whitton Superintendent Bureau Commander Municipal Policing Bureau
cc: Mayor Marg Isbester, Town of Greater Napanee, [email protected] Inspector Scott Semple, Detachment Commander Lennox & Addington OPP Chief Superintendent Karl Thomas, Regional Commander, OPP East Region
2
Phil Whitton, Superintendent, Bureau Commander, Municipal Policing Burea... Page 18 of 99 From: Delegations (MMAH)
Hello/ Bonjour,
Please be advised that the Municipal Delegation Request Form for the Association of Municipalities of Ontario (AMO) 2021 Annual Conference is available online. Information about delegations and a link to the form are available here: English. The deadline to submit requests is Friday June 4, 2021.
Le formulaire pour demander une rencontre avec le ministères pour le Congrès annuel de la ROMA (Rural Ontario Municipal Association) 2021 est disponible en ligne. Pour plus d’information sur les délégations et le formulaire, veuillez suivre le lien suivant : français. Date limite pour présenter une demande: vendredi 4 juin 2021.
Thank you/ Merci
Municipal Delegations at 2021 AMO Conference - May 18th, 2021 Page 19 of 99
May 17, 2021
To Mayor Isbester and Greater Napanee Council,
In late 2020, the Bay of Quinte Regional Marketing Board was selected for a destination assessment and audit program conducted on behalf of Tourism HR Canada and Canada’s LGBT+ Chamber of Commerce (CGLCC) as part of an initiative to help Canadian destinations become more LGBT+ market ready.
As noted on the CGLCC website, “LGBT+ travellers represent a major opportunity for recovery for our Canadian tourism industry. They outspend their mainstream counterparts at 7x the average trip expense. They rebound faster after industry shocks, being among the first segment to recover post-9/11 and SARS. And right now, 90% of them are seeking travel opportunities within Canada.
They are after many of the travel experiences you likely already have to offer, but they value one thing significantly higher than their mainstream counterparts: their safety. In order to welcome the lucrative LGBT+ Canadian travel market, valued at over $12 billion annually, there is work to do to ensure these travellers’ comfort and wellbeing.”
With support from a consulting agency, Out Adventures, we engaged with a diverse group of LGBT+ community members, business owners and event organizers, as well as allied community members, business owners and event organizers, all of whom are important partners in making the region more LGBT+ welcoming.
The outcome was a multi-faceted strategic document containing a number of recommendations related to how we can make the Bay of Quinte region more LGBT+ friendly. As part of our 2021-22 Business Plan, our organization will be implementing a number of these recommendations with the assistance of many of these same stakeholders.
As part of this implementation, we want to play an active role in ensuring our region recognizes gender and sexual diversity and has meaningful practices in place to ensure LGBT+ travellers have an inclusive and positive experience while here.
As such, in collaboration with Bay of Quinte Pride, the Bay of Quinte Regional Marketing Board is respectfully requesting a proclamation from each of our partner communities to recognize June as Pride Month and fly the pride flag at City Hall.
As part of this proclamation, we are encouraging our partner communities to engage in activities like an official flag-raising, rainbow crosswalks, and other actions that show they are actively welcoming the LGBT+ community. As a partner in this initiative, we would be excited to raise awareness about any activities your community is undertaking for Pride Month and also interested in collaborating financially to help assist in making projects a success.
Please don’t hesitate to contact us for further discussion. Thank you for your consideration.
Dug Stevenson Executive Director
Dug Stevenson, Executive Director, Bay of Quinte Regional Marketing Boar... Page 20 of 99 G. GRAEME G. DEMPSTER,B.A., LL.B. Barrister, Solicitor & Notary Public 21 Market Square P. O. Box 310 Telephone: 613-354-2141 Napanee. ON Facsimile: 613-354-3171 K7R 3M4
13 May 2021
BY EMAILTO [email protected]
Town of Greater Napanee 45 Commercial Court Napanee, Ontario K7R 4A2
Dear Sir:
Re: 57 Sarah Street South, Napanee
Further to my telephone conversation with you and with Jean Rixen earlier this morning I am attaching a copy of registered Instrument No. LA15828O registered February 18, 1988 which is recorded on the title to the above mentioned property. My request is to have the person or persons authorized by the Town to have the Agreement removed from the title as it is no longer applicable.
Should you have any further questions please feel free to give me a call.
Yours very truly,
GGGD:gcp Encl.
c.c. [email protected]
‘ /29. .//?g7 4 // G. Graeme G. Dempster - Request to Delete Development Agreement at 57 Sa... Page 21 of 99 ’ ‘ avannumm co.uunio rm-m..us ,3 @ ‘.’:°""°‘ Document General °"""° Form 4 - um: nogmauonHarem:Act, 1934 D (1) noamrvE 3) ?ien??nuu) Num?g? (4) Nature of Document CERTIFICATEor REGISTRATION Agreement ‘ I ‘ ~ I (5)CanIlde1al!un Q4} 13”’ N/A Dams LENNOX 772 “” °”‘’'''''°’‘ -4 No. 29 ' LANDREGISTRAR‘Tovmship of North Fredericksburgh, County of Lennox and Addington and being composed of part of Lots 29, 30, 31, 95, 96, 97, 98, 99 and % Sarah _Street, according to Plan 38A New PmpanyIdan:f? an “mom; see scnuduxa -_ (7) ‘rm: (3) Raaucnpuon (11)Schedule for: Dn?lmi?l 3 New Easement 1 Additional :] °°’“‘“''‘’ Plan/Sketch E]! Description 3 Partly: Ljothar7 (8) This Documentprovides as tollows: Agreement between Benito Mario Bianchet, Bianchet Construction Limited and G. Graeme G. Dempster and The Corporation of the Township of North Fredericksburgh. Continued on Schedule E] (B)ThisDocumentrela?uvlolmlrumenl numherm (10) Panylm) (Sat ourstatus or Interem) N,,me(s) - of Slgnulura Dgle M D ’ - - . . - E ...1.i<.3.G.Ia.E-4.E1.u.1>.e.J:t.W:...... - - . , (solicitor ‘ aa;o.2 for » the Corporation of . ‘ ; ..th§..'1I I (15) Document Prepared by: Hogle & Doreleyers, ws~w°n‘F== Barristers & Solicitors, 5% 35 Dundas Street East, Napanee, Ontamrié. K7R 1H7 10114 (12/84) FOR OFFICEUSE ONLY G. Graeme G. Dempster - Request to Delete Development Agreement at 57 Sa... Page 22 of 99 l§£7/E0 @ ‘ ‘=I HGREQEIIT made this U day of Fgky-.s7A.D. 198$ B E T W E E N8 BENITO MARIO BIANCHET: KIANCBET CONSTRUCTION LIMITED AND G. GRAEME G. DEMPSTER herein called The owners OF THE FIRST PART: _gnd_ TEE CORPORATION OF THE TOWNSHIP OF NORTH FREDERICKSBURGH herein called tie‘ Township 013' THE SECOND PART; =‘=I-4:-:4 - the owners own the lands shown on a sketch prepared by ronald H. smith o.L.s. attached hereto (except the portion of Sarah street) and have applied to The Lennox and Addington county Land uivision committee for three consents to sever the said lands, if granted will create seven building lots as shown on said s-Eiih?e c ; ~rn HBBRBAB such consents have been given subject to a condition that the owners enter into an agreement with the Township under The Act. 1983 to provide for municipal services to the said vlggning5? - THIS AGREIIIBET IIITIIBSELE that in consideration of the nremises and the terms and conditions outlined herein, the parties zgree as follows: . j The owners agree to have prepared and registered a ~e£erence plan of survey showing the boundaries of the seven_parcels in question and the cul—de—sac. such survey to'be registered within hree months of the date of entering into this agreement. . Forthwith after completion of such survey, the Township agrees to take all necessary steps to stop up and close that portio mf Sarah Street lying within the lands described in schedule "A" and o convey same to the owners. The owners will pay all costs of zdvertising and preparing the deed. ' 3. The owner shall pay to the Township upon application for a huilding permit for any of the seven lots. an impost fee for water : a sewer service of $1,508.00 for such lot. A. The owner shall pay to the Township a lot levy of $500.00 or each of the three severances. . The owners shall, forthwith after completion of the survey. -nvey to the Township, free and clear of all encumbrances, the ul-de—sac shown on schedule PA“. a. The owners agree to install water and sanitary sewer uervices to each of the seven building lots to the satisfaction of he Township's engineers. . The owners agrees to constrtuct that portion of Sarah ' treet and the cul-de-sac northerly from the existing portion of carah street to the satisfaction of the Township's engineers and in = aanner that will entitle the Township to a subsidy from The inistry of Transportation and communications for such newly ‘onstructed street. For greater clarity. the construction of such utreet shall include curbs, sidewalks and street lighting as vequired by the Township's engineers. . The owner agrees to grade the lots in a manner approved by he Township's engineers so as to carry all surface water to a nathfactory outlet. G. Graeme G. Dempster - Request to Delete Development Agreement at 57 Sa... Page 23 of 99 (‘J 9. The work set out in paragraphs 6 and 7 shall be completed within one year of the signing of this agreement. The work set out in paragraph 8 shall be completed within two years of the signing « this agreement. 10. The owners shall notify the Township's engineers upon the starting of any work set out in paragraphs 6 to 8 and thereafter at each stage of the construction process as reasonably may be require- by the Township's engineers. The Township's engineers shall have th« right to inspect such work from time to time and to lay down specifications for same as may seem reasonable to them. The owners shall pay all costs of the Township's engineers in connection with this development. 11. The owners shall provide a letter of credit from a chartered Canadian hank payable to the Township (or other security satisfactory to the Township), in an amount not less than $25,000.00. In the event of any default by the owners under this agreement. the Township may cash such letter of credit or realize o» such security and may proceed to complete the work required to be done by the owner under this agreement and to recover the cost thereof together with 25% thereof as a penalty from the owner less any amount realized on the letter of credit or security. I 12. This agreement shall be registered on title at the expense of the owners. 13. The obligations of the owners under this agreement shall b: a lien on the lands described in schedule "A". ' 14. The Township shall release any lot or lots from the lien created by this agreement as and when the owner's obligations under paragraphs 1, 2, 4. 5, 6 and 7 have been completed provided that tha owner has paid the impost fee for such lot or lots and has complied with paragraph 8 with respect to such lot or lots. 15. when the owners have completed their obligations hereunder and when homes have been completed on all seyen lots,_§he Township agrees to assume sarah street and the culkde-sac as-a public road and to maintain same thereafter. Until same is assumed, the owners agree to maintain same in the same manner that other streets are maintained in the vicinity. 16. Notwithstanding anything herein contained. nothing herein creates any personal liability as against the owner. 6. Graeme G. Demeter, but the obligations of the owners hereunder shall nevertheless bind the lands of all three owners. In IITIBSS wsnsor the parties have ex-outed this agreement THE conroamrrom or was -rowus_nfi5* soars rnsnmucxssunsa - 1'-._ -‘ vsauasuuaursrxasastsnuaegesosasasasoguu o G. Graeme G. Dempster - Request to Delete DevelopmentE; Agreement at 57 Sa... Page 24 of 99 UVIINHWIXIEIE id-lh? H. Schedule Fom5—l.and?ql|1mtnldoIIlIAcl.1H4 ?L Addnlonnl Pmpom ldunnlml) uullor Olluv lulu-Ilmbn - ~scmanu1.z ‘van In the Township 0: North Fredericksburgh, in the County of ennox and ;.¢i Addington and being composed of lots 29, 30, 31, 95, 96, 97,;98, 99 and Sarah street, according to Plan 38A G. Graeme G. Dempster - Request to Delete Development Agreement at 57 Sa... Page 25 of 99 ANN STREET §B.m..E_u am 1 irrna 9 .0: H ..aurrns 3022.0 1.5.2: arm. orw Gum ac... 3... a 3 , «oven. Econ! m>m:._ maxmma L. smite 5:... _z Emiénmm wxosz oz ::m vrnz _..m3 znammw>2: 2.: mmnoz G. Graeme G. Dempster - Request to Delete Development Agreement at 57 Sa... Page 26 of 99 . . mtwnmw mmommwmw..ymwmm<55.mE MON wnommwq< _um2.2mumm . . . :55 Saw a 2. W %m?<_?mO3HW_»_O mm?mawx mmmm?wmumomnwuanunw. om?nm Sc SZToo§ Fa oz ~S§o.3.~_ 3. c.:3"$ . nmm??mu Hz Knowumznm Sax Em rwzu Siam >3 . mcwumnano zmmmm<>3ozm Hz nmowzmmzs. . :m»IpmmmE$umMn.EmudmF 5 S 3.8 5 war .3. .» mmw?éf mwmimw zR...:,._E.. mmommwax.n. . n ~ y .. mumm§E.m Emma noz P:4zmwmP.m§m.m EEQE MEEE owxmwm._§E. .:.mz 95mm? E.>rz.m M Sm: Hzmamasnza anmm 3802.... wz?num HO nu wxnzwcc...aznucomm.3. UQQQKMZN.Beam Pzumumumwmnazmaneamzammwzommeemx?xi as __02 ..m¢.w.~mnu. P53. mmE.mu.x>3o2 S?mx sum »T>ZU22.3 so». 83 TEDmmnzmvzd on mo_c..m~.xcmm#0 3c». 2822. WENmamzeu.0 >2! NHNMQZ 2.40 EUC Us wee 103 gm 52%~.»..~.bmm mna. mmmz?uvmw W0 HIM §..E ON .55. mmm...cm H». a?ocm... h 28.: ON musmxmmmum.mm.3..oz\ mwmmnaE48:_ z~mummnm~3...oz om moczuttmm mmeeumuE‘ nozcmz?oz . W 3.2% nm....m.n..no 2.3.02 emumcmmmnemoe3 «N» Om. amm >0». aww?mm. no »mE:w§« {Pawn BM 82 Nwim? E52 wmmmwmznm j . Emma» HV awrzmmmx mum.30 omwmmm.w?m. ommmmm.mrrnzm m>wmrm.y §..$f.S mmmuno< Paw wzzmx W W .,$3 Sm?m Mmmwmmmm ..m§EG.. Zhmmumo zoam" ..6.8Hz~zn mwommwaummmmoavuan Hz G. Graeme G. Dempster - Request to Delete Development Agreement at 57 Sa... Page 27 of 99 TOWN OF GREATER NAPANEE AQUATICS COMMITTEE Minutes of Meeting Held April 12, 2021 at 6:00 PM Electronic Meeting PRESENT: Richard Christie, Deb Lowry, Nicole Martin, Casey Wells, Mary Woods and Councillor Ward 3 Dave Pinnell, Jr. ABSENT: Chris Brown, Manager of Facilities OTHERS PRESENT: Brandt Zatterberg, General Manager Community & Corporate Services, Brianna Clement, Community Engagement Clerk CALL TO ORDER Dave Pinnell Jr. called the meeting to order at 6:00 p.m. ADOPTION OF AGENDA Recommendation: Nicole Martin & Deb Lowry That the agenda of the Aquatics Committee meeting dated April 13, 2021 be hereby adopted. ADOPTION OF MINUTES Recommendation: Mary Woods & Richard Christie That the minutes of the Aquatics Committee meeting dated March 22, 2021 are hereby approved. ITEMS FOR DISCUSSION Review of Financial Plan — Brandt Zatterberg Brandt Zatterberg, General Manager of Community & Corporate Services, provided a review of the Financial Plan Recommendation: Nicole Martin & Mary Woods That the Aquatics Committee accepts the figures in the Financial plan as presented and that the Financial Plan shall be presented as part of a Staff Report to Council. UNFINISHED BUSINESS Nothing at this time NEW BUSINESS Nothing at this time NEXT MEETING Monday, May 10, 2021 at 6:00 p.m. via Zoom Page 1 of 2 Aquatics Committee - April 12th, 2021 Page 28 of 99 AQUATICSCOMMITTEE—April 12, 2021 Minutes ADJOURNMENT Recommendation: Deb Lowry& MaryWoods That the Aquatics Committee meeting does hereby adjourn at 6:40 p.m. CodciIIor Dave’Pii5iiIJr., Chair Page 2 of 2 Aquatics Committee - April 12th, 2021 Page 29 of 99 Staff Report to Council To: Mayor Isbester and Members of Council Date: May 25, 2021 Date Council Decision is Required: May 25, 2021 Prepared By: Raymond Callery, CAO Presented By: General Managers Re: CAO - Service Area Updates Staff Recommendation: That Council receive for information the CAO - Service Area Updates report dated May 25, 2021. Financial Implications: Budget should accommodate these initiatives unless otherwise identified. Accessibility Implications: Where possible corporate and community initiatives take into account opportunities to create an increasingly accessible community. Information Technology Implications: Initiatives identify implications as appropriate. Communications Implications: This report is designed to assist Council and the public to understand various projects and initiatives taking place across all operational service areas. Where specific communication initiatives are required, Community & Corporate Services creates appropriate workplans. Background Information: This monthly report format has been updated for May 2021. Although the strategic plan is on hold, their may be some advancement or new information in certain priorities in the coming months. The report has been reset and all information in the department services areas is starting over this month. I trust you will find this information useful, when combined with the other reporting that is being produced for each service area. CAO - Service Area Updates Page 30 of 99 COUNCIL POLICY – MAJOR DECISIONS Project Policy Implications Recent Updates March. Emergency Minor updates and policy 17/21 Management review for Council Policy/Program consideration March. Tree Removals Policy on use of removed 23/21 trees. Policy and budget line for replacement plantings in residential areas Council direction on a Policy is requested March Develop There are a number of 23/21 Encroachment Bylaw encroachments onto town owned lands 30+ (Road Allowances, Park Trails, Parks, town lands) Feb. 18/ 21 Closed/Unmaintained Council supports a policy Road Allowance report December 15, Policy Development 2020. Post vote has granted permission to work with TAC groups and take in residential feedback. Feb. 18/21 Street Smarts Issues that involve Committee committees and Council involvement. Sept. 15/20 Cashflow Analysis Council approval of an investment strategy in 2020 Sept. 15/20 Municipal Heritage The next steps of the Committee Committees of Council Sept. 15/20 Arts and Culture Council Review and Placemaking process has Advisory Committee establish Guidelines been delayed due to staff Sept. 15/20 Community workloads. Staff are planning Development to resume the process in Advisory Committee June. (CDAC) Sept. 15/20 Aquatics Committee CAO - Service Area Updates Page 31 of 99 Sept. 15/20 Communities in Not an Advisory The next Municipal Heritage Bloom Committee but annual Committee meeting is budget allocated and scheduled for Thursday, access to staff from PW, June 10 at 6:30 p.m. Facilities and Community and Corporate Services Staff have met with CIB to discuss and plan for the 2021 2021 Discussion spring/summer gardens. By Council on policy for Garden allocation, soil, support mulch, and watering schedules have all been arranged. Sept. 15/20 BIA Council Review and Staff met with the BIA establish Guidelines (virtually) on May 14th to discuss spring/summer plans. Planters, hanging baskets and street banners are scheduled to be installed the first week of June. Staff have sent links to the BIA regarding mandatory volunteer training that can be done virtually. Staff will work with the BIA to develop more in-depth training for when restrictions are lifted. Sept. 15/20 Property Matters Town Road Closing Policy Council approval Sept. 15/20 By-law Review • Parking By-law • Election Sign By-law • Feeding of Wildlife By-law Jan. 12/21 Pound Services Approval: Council Agreement - Town of Resolution #17/21 Deseronto Sept. 15/20 Surplus Land • RFP Approval by Council • Disposition of Property By-Law review CAO - Service Area Updates Page 32 of 99 Sept. 15/20 RFP 2020-01 KPMG further analysis Council received an email of CAO/ADMIN timing updates on May 17 Review of Property Sales Process Apr. 21/21 Three Requests for Draft documents are Quotes (RFQ) being reviewed internally drafted for various by staff prior to release building repairs May 25/21 Electronic Bids & Prior to implementation, a The Finance and IT Tenders. (Digital Communications Departments are working procurement on the campaign will ensure the with eSolutions (Town Town website) public and suppliers are website designer) to aware of this new implement an online system approach. Suppliers will for electronic Bids and need to purchase a Tenders licence from eSolutions to allow access. Jan. 20/21 Former UPI lot 137 Seeking Plan and Use Centre Street North direction Spring Review of ATV By- • Public and The Loyalist College student 2021 law stakeholder has completed his consultation placement. His final report • Research has been received. Next steps of the review process have been placed on hold until the Council Strategic Planning process re-starts. Strategic Planning Planning sessions tabled Physician Recruitment until a new CAO has been Plan Program Policy is onboarded. being investigated Waterfront property improvements and protection will require budget in 2020 Trails Network: decisions on land usage, reclamation of rail bed and bridge ownership will require future discussion CAO - Service Area Updates Page 33 of 99 Market Square - a report June 1 lease for Memorial on public comment and Bldg will allow work and CDAC recommendations studies to begin. to come forward in 2020. Pool - further consideration by Council will be required based on decision on provincial grant application. Servicing Industrial Land - recommendations coming forward in 2020 budget for funding options. Youth/Arts Centre - New partnership with the finalization of an Boys and Girls Club of operating model will be Kingston and Area will brought before Council in impact usage of the North spring of 2020 Fred Lifestyle Centre. Landfill Operational Review Short Term Stay Accommodations CN Rail Spur Trail Active Cemeteries • Deemed an Essential Service by the Province • By-law Review and development • Complaints process Governance All requiring Council approval Sept. 15/20 Tax Policy Follow up on Council on direction to ask for changes to regulated rates is ongoing CAO - Service Area Updates Page 34 of 99 Sept. 15/20 Herrington Lane Council Direction required To date, staff have Bridge Study after preliminary completed the following as engineering reports part of preliminary design completed. efforts for the replacement of this currently closed bridge: • Completed a detailed topographic survey of the roadway and nearby watercourse; • Completed a hydraulic and hydrologic model, and preliminarily sized culvert replacement options; • Solicited and managed a geotechnical investigation for foundation recommendations, for possible culvert replacement options; • Completed a preliminary (ballpark) construction estimate, for the replacement with a series of pipe arch culverts. In completing the below- noted estimate we have assumed the following: the construction effort would go to competitive public tender, the road would remain closed during construction with no need to stage or detour traffic, and the desired solution would be a one lane road or similar width as existing. Option – Replacement with a Series of Four Pipe Arches CAO - Service Area Updates Page 35 of 99 (4 Culverts at 2.13m x 1.40m) This solution was chosen as the cheapest possible solution as directed by Council, and the sizing was confirmed using hydraulic modelling. Preliminary construction cost estimate for the replacement of the existing structure with the series of pipe arches noted is $450,000.00, plus HST. To pursue this option, approvals from various agencies such as the DFO, MNRF, MECP and the local conservation authority would be needed likely, as the crossing would be converted to a closed- bottom solution. The next step in moving this option along would be to complete a preliminary design drawing and then send notification of the project to the various agencies along with the drawing. A Municipal Class EA would also have to be completed, and staff would suggest that property limits at the site are also confirmed. In addition to the above, staff would still need to establish the scope of rehabilitation for the road, and then develop a costing for the additional upgrades to the remainder of the unopened road allowance road. CAO - Service Area Updates Page 36 of 99 Sept. 15/20 Oliver Side Road Council Direction required The Oliver Side Road bridge after preliminary replacement is currently out engineering reports for tender and closing on completed. Thursday May 27th . Staff plan to review and compile the results of this tender along with Jewell Engineering and have a report to council for decision at the June 8th meeting. Nov. 18/20 Driveway Entrance Council approval Permit By-law Sept. 15/20 2021 Budget CAO - Service Area Updates Page 37 of 99 DEPARTMENT OPERATIONS INFORMATION John Koenig, Fire Chief of Emergency Services Emergency Services – Corporate-Wide Health & Safety Project Policy Implications Current Project Health and Safety Corporate Health and Safety Audit being conducted by Wilkens Health and Safety Solutions. Meeting with department reps have begun. Project Policy Implications Current Project Building Inspections Completing inspections Ongoing addressing concerns as required. Health & Safety Policy-job posting is out Offer made to contract staffer for a contract person to fill a sick leave. First Aid First Aid/CPR Training to be scheduled this quarter Emergency Services - Fire Project Policy Implications Recent Updates Calls for Service None In 2020 Emergency Services responded to 478 calls for assistance. Total calls for 2021 to the end of April are 110. Total calls for assistance in April was 31; 10-Burning Complaints, 7 – Alarm Activations, 4 – Medical Assist Calls, 3 – Vehicle Accidents, 1 – Human Perceived Emergency, 1 – Assist other Agency, 1 – Pre- Fire Condition (over heated motor), 4 – Fire Calls, (2 – grass/ brush fires, 1 – cooking fire and 1 house fire.) CAO - Service Area Updates Page 38 of 99 Emergency Services – Volunteer Recruitment Project Policy Implications Recent Updates Volunteer Firefighters None Testing of Volunteer Applicants to start after the June re-opening. Emergency Services – Capital Projects Project Policy Implications Recent Updates Extrication ram Capital In service Radios Capital In service Tower addition Capital In service Hose Purchase Capital On order Emergency Services – Public Education/Enforcement/Training Project Policy Implications Current Project Inspections Provincial Compliance Continue to respond to request and complaint inspections. In service visits cancelled due to Covid in Vulnerable Sector Occupancies. Development/Construction Reviewing new building plans for compliance. Code Enforcement Provincial Compliance Still waiting on three court cases to be (Complaints) heard from 2020. Smoke/CO & Civic On-going Request or complaint smoke and Co Address Inspection alarms ongoing replacement and Campaign installation during incident responses and follow-ups. 1 residential inspection request and 1 commercial inspection received from ratepayers concerning issues with rental properties. Fire Investigation As Required 2 Fire investigations still on-going. Public Education On-going Public Education and social media were direct over the last month towards; Barbecue Use Safety, Emergency Preparedness, Smoke Alarms (give us a call if you require assistance with your smoke alarm & prevention message placed on all tax bill envelopes), Fire Permits being required in Greater Napanee and Burn Ban Updates. CAO - Service Area Updates Page 39 of 99 Training Legislative and NFPA Investigation training Compliance Vehicle Extrication training NFPA general FF I and II training Driver Training Air Management training HAZ Mat Training Emergency Services – Emergency Management Project Policy Implications Current Project Emergency Management Legislative and Awaiting the OFMEM update on this Compliance Reporting Compliance year’s requirements for compliance Emergency Operation Legislative and Active and meeting monthly Centre Compliance Peter Dafoe, General Manager of Infrastructure Services Infrastructure Services - Development Services (Building and Planning) Project Policy Implications Current Project Building Permit New Dwelling Unit Permits Issued: 33 Information Dwelling Unit Demolition Permits Issued: 1 (Jan. 1 to May 19, 2021) Total Construction Value: $12,380,478.29 Total Permit Fees: $138,638.00 Total Development Charges: $164,333.90 Status of various Gibbard District: Construction is ongoing for the construction projects underground parking structure in accordance with the conditional building permit. Once site plan approval is in place, the filing of the Record of Site Condition and issuance of the Certificate of Property Use by the MECP is complete the building permits can be issued. CAO - Service Area Updates Page 40 of 99 West Bridge Estates: Building Permit applications have been submitted and are under review for Phase 7 of the subdivision. Millhouse Yards: Pre-servicing of the subdivision is underway with model units being constructed adjacent Ginger Street at the entrance to the new road proposed to be named “Gateway Place” Selby Public & J.J. O’Neill Schools: Heating, Ventilation and Air Conditioning renovations are taking place to upgrade current systems. Limestone Ridge Draft An internal review meeting was held with external Subdivision – 124 Old agencies and relevant Town/County departments Hamburg Road to discuss the proposed subdivision. Comments are to be finalized and forwarded to the applicants soon. Tomlinson Permanent Tomlinson is undertaking an update to their noise Asphalt Plant and study to include cumulative impacts of the quarry Concrete Batching Plat – operations in conjunction with the proposed Re-zoning asphalt plant operations. Additional studies are being undertaken by Tomlinson including air quality assessment, odour management plan, dust management plan and an odour compatibility study. At the time of writing, Tomlinson has not requested to advance to a public meeting. Infrastructure Services - Development Services (Property Standards & Zoning Enforcement) Property Standards – Class Class Class Complaints Received in 1 2 3 2020 Complaints 0 1 44 Received Closed 0 1 40 Ongoing 0 0 4 Legal or Engineering 0 0 0 Outstanding Completion 0% 100% 91% Total 91% Completion Property Standards – Class Class Class Complaints Received in 1 2 3 2021 Complaints 1 0 28 Received CAO - Service Area Updates Page 41 of 99 Closed 1 0 15 Ongoing 0 0 13 Legal or Engineering 0 0 0 Outstanding Completion 100% 0% 54% Total 55% Completion Zoning – Complaints Class Class Class Received in 2020 1 2 3 Complaints 0 0 32 Received Closed 0 0 26 Ongoing 0 0 6 Legal or Engineering 0 0 0 Outstanding Completion 0% 0% 81% Total 81% Completion Zoning – Complaints Class Class Class Received in 2021 1 2 3 Complaints 0 0 13 Received Closed 0 0 8 Ongoing 0 0 5 Legal or Engineering 0 0 0 Outstanding Completion 0% 0% 62% Total 62% Completion By-Law Enforcement Frontenac Municipal Law Enforcement (FMLE) Internal Staff Committee has been brought up to speed on problematic properties and will be proactively addressing issues at such locations. A meeting of the Committee will be scheduled for late May to discuss progress and determine co- ordinated approach to challenging properties. CAO - Service Area Updates Page 42 of 99 Infrastructure Services - Utilities Project Policy Implications Current Project Water / Wastewater Water and wastewater treatment plant Treatment Plants operations have remained compliant through April to present. Replacement of the secondary raw water intake (through the Gibbard Complex) is scheduled for June/July. Brief interruptions to the small and medium container fill station access are anticipated. Staff will work with the contractor to minimize duration or arrange temporary alternate access. Average day wastewater treatment flow decreased in April by over 15% when compared to April 2020. No process bypassing occurred. The average day flow in April represents approximately 75% of design capacity. Hydrant Flushing The program has begun for the Program season. Specific details about the flushing (including a schedule) can be found on our website. Water Pollution Control The virtual Public Information Centre Plant Upgrade/Expansion (PIC) presenting the Environmental Assessment Addendum was posted on the Town website, YouTube channel, social media feeds, and Napanee Beaver since April 20th. Email notification was sent to stakeholders on two occasions. The PIC was originally scheduled to run until May 7th but was extended two weeks with additional notifications sent to stakeholders. There have been no comments or questions received from the public to date. The overall project remains on schedule with construction planned to commence in 2022. A financial update is anticipated by July 2021. East/Mill and Graham St May 19th Morven is well underway Reconstruction working on East/Mill St, one of the runs of watermain as been installed on East St and going through testing. Enbridge CAO - Service Area Updates Page 43 of 99 Gas is on site installing a new gas main on Mill St. Infrastructure Services – Public Works/Landfill Project Policy Implications Current Project Ongoing Maintenance . Operations Waste Disposal Sites Sites continue to be open on Saturdays from 8-3. South Fredericksburgh Waste Disposal Site will begin Summer Hours in July. Positive feedback has been received from our Attendants and Residents regarding enhanced Health & Safety procedures as they relate to the sites. Water Street Landfill The sampling program is now complete, and a report will be submitted to the Ministry of Environment, Conservation & Parks for review in the coming weeks. Gravel Roads Gravel road maintenance i.e., gravel placement on Johnsons, Pringles, Oliver’s Sd Rds. followed by Calcium treatment to all gravel surfaced roads 2020 Crack Seal Program The 2020 crack sealing program is being investigated by the County. 2021 Crack Sealing Contractor has repaired areas. 2021 program to begin shortly once the County finalizes there tender with contractor. Weed Spraying Weed Spray on Municipal and County roads have begun this week. PW Capital Projects Staff are underway with capital projects. Lime Lake Rd nearing completion for Surface treatment Mid June Crews will be starting Perry Rd end of May. Asphalt padding will be completed for single surface treated roads week of May 17th CAO - Service Area Updates Page 44 of 99 Sweeping/Spring cleanup Dundas St sidewalk have been flushed and swept along with core areas. Street sweeping continues Ditching/Culverts Staff continue with ditching and culverts in areas set out from last fall. Infrastructure Services – Facilities Project Policy Implications Current Project SPC Vaccination Clinic The clinic is now operating on the Goodyear arena floor Sunday- Thursday. Hours of operation on Sunday are 9am-5pm. Monday through Thursday, hours are 1-9pm. Parks & Outdoor Conservation Park washrooms have Facilities been re-opened with Covid-19 safety protocols in place. All municipal boat launches are open for public use. Repairs are scheduled for the dock at Centre St. boat launch to eliminate the heaving corner. The splash pad is scheduled to re-open June 2nd if the provincial regulations allow. The washroom building at Rotary Park and Splash Pad will also open at that time. Playgrounds Annual playground safety inspections have been completed by a third-party company. Town staff will continue with monthly inspections moving forward. King St. Playground has been re- opened to the public. Construction of the new play structure and swing bays is underway at the Fairgrounds ball complex. SPC Ice Operations Staff will be working to have the ice ready for rental on Monday August 2nd on the Home Hardware rink. Goodyear rink ice will be ready for Monday September 13th. CAO - Service Area Updates Page 45 of 99 Paul Dowber, General Manager of Financial Services/Treasurer Financial Services Project Policy Current Project Implications Asset AM Strategy The fifth AMO Asset Management session took place on Management will lead to May 6, 2021, focusing on asset lifecycle strategies for better planning sustainable financial planning. for the Town and a more The seventh and final session is on June 24, 2021. This accurate long- will be a full day session to review all topics and complete term capital final assignments. budget. Audit The 2020 audit began March 9, 2021. The auditors commented on the information being available earlier than previous years. Staff and Auditors are working to present the audited financial statements as soon as possible. Budget The first quarterly 2021 financial update is coming to Council on May 25, 2021 providing a high-level overview of revenues and expenses to date compared to the 2021 Council approved budget. Process Staff are working towards implementing an online payroll Changes system that should see efficiencies in administration time. Staff are also working towards a change in the water billing software that will see the ability for online billing for water customers. The goal is to roll out the system at the beginning of 2022. Tax Sales Council # Prop. 21-Mar 19-May Reduction direction for the 2nd year arrears 85 77 (8) reduction of tax 3rd year arrears 125 100 (25) arrears Total 210 177 (33) $ Outstanding 21-Mar 19-May Reduction Taxes Outstanding 2,524,080 1,896,965 (627,115) Penalty and Interest 812,948 765,758 (47,190) Total 3,337,028 2,662,723 (674,305) • The number of payment agreements increased from 5 to 18 since the March 23, 2021 tax sale report to Council. CAO - Service Area Updates Page 46 of 99 • Advertising for two tax sales in June 2021 has been listed with the Napanee Beaver and is listed on the Town website. • Two properties that had been in the tax sale process have paid in full. Brandt Zätterberg, General Manager of Community & Corporate Services Community and Corporate Services – Information Technology and Service Applications Project Policy Implications Current Project Server/ Infrastructure • Server software/SQL platform upgrades upgrade as per the approved capital project is underway. Virtual servers are built and in place. Phase one data migration and integration complete.Phase 2 SQL migration underway. Working with Vendors to schedule cut over of applications to new servers. • Implementation of plan anticipated completion May ‘21 – Ongoing. • Laptop replacement as per the approved capital project. Laptops ordered through Dell under OECM agreement. Delivery received – Rollout pending. • Cell phone replacement project 95% complete. Cloud backup and DR solution implementation complete. WAN being extended to 41 Dundas on 20th May. Network Security • Sophos device encryption rollout – scheduled June ‘21 • Monthly automated, computer generated phishing tests for May resulted with an overall failure rate of 1.4%. In all cases failures were from COVID specific emails. • MDM application rollout underway Telephone System Telus cutover complete Community and Corporate Services – Clerks CAO - Service Area Updates Page 47 of 99 Project Policy Implications Current Project By-law Enforcement By-law Enforcement Policy Complaints Policy Parking By-law Dog Control By-law Yard Maintenance By-law Information Municipal Freedom of Requests Information and Protection of Privacy Act (MFIPPA) Community and Corporate Services – Community Economic Development Project Policy Implications Current Project Community Programming Adult Pickleball Program has been (Youth, Adults and Seniors) put on hold until the Stay at Home Order is lifted. Once lifted, play will resume at the Old Arena. Boys and Girls Club of Kingston Partnership – Staff are working with the BGC to finalize partnership details and camp programming for 2021. Day camp registration is open. The BGC plan to begin using the North Fred Lifestyle Centre June 1st with camp programming starting the first week of July. Morning transportation will be provided from 3 locations in town, to the North Fredericksburg Lifestyle Centre. Camp is available for youth ages 4-12. Napanee Soccer Club – The Town has partnered with the Napanee Soccer Club to offer support to safely overcome COVID-19 barriers. With no in-person registrations allowed, the Club has used our online booking system (Book King) to take virtual registrations. Registrations have been extended to June 2nd, following the Provincial lockdown. Minor Ball & Soft Ball Napanee – Staff have been coordinating the new partnership between the municipality and Soft Ball Napanee. Registrations are open and plans for the season will CAO - Service Area Updates Page 48 of 99 be verified once COVID-19 restrictions allow. Jump Start Project – On May 10th staff were informed that the Jump Start Project has been cancelled at the North Fred Lifestyle Centre. Staff plan to meet to develop a plan for site improvements. Tourism / “Staycations” BoQ RMB - Staff continue to work with the BoQ RMB. BoQ RMB grants are being revied and will be rewarded by the end of May. Staff will support local recipients in executing their project. Hyper-Local Tourism – Staff continue to work with tourism stakeholders in the southern portion of Greater Napanee to highlight assets. The group is currently working on a blog and digital mapping. Hometown Market/Agri- The in-person Hometown Market will food begin Saturday, June 12th at the Strathcona Paper Centre. Registration is full with 12 seasonal vendors. The market will run every Saturday from 9am-2pm until the end of August. We also have 9 vendors signed up to take part in our brand new virtual market through FreshFind. Plans are being finalized for orders/ pick-ups. Community Events Canada Day - Due to Covid-19 regulations, the in-person Canada Day event planned for July 1st, has been cancelled. Staff are now planning to hold an event virtually. Summer Community Events – Staff continue to assess the COVID-19 situation. Summer community events will be planned accordingly based on restrictions. CAO - Service Area Updates Page 49 of 99 Community Engagement Announcement of repainted (Communications) Caterpillar in King St. Park was made with lots of positive feedback – over 75 shares and 10,000 people reached. Regular communications with Public Health, County and lower tiers on COVID-19 communications / updated information Communications plan being developed to announce new play structure at the Fairgrounds Working with Bay of Quinte Marketing Board to develop an online blog / photo gallery of notable tourism and historical locations in Southern Greater Napanee to promote people to visit the South Final stage of removing non- accessible PDFs off our website is now complete. Discussion on next steps for training to make necessary PDFs accessible for WACG Level 2.0 Legislation Media release announcing Town & BGC partnership for Summer Day Camps has been produced. CAO - Service Area Updates Page 50 of 99 Raymond Callery, CAO Office of the Chief Administrative Officer – Human Resources Project Policy Implications Current Project Staffing Public Works Labourer and Lead Hands posting awaiting approval of Director. GOALS Discussions Finance completed, HR Completed, Corporate and Community delayed, Emergency Services started, Infrastructure Services will be complete in 3 weeks Training Wilkins Health and Safety held meetings within various departments on May 17. 6-month contract position being interviewed. Job Postings/Interviews Cemetery Admin, Facility Labourer posted. Summer staff interviews, Data Management, and Legislative Coordinator and Payroll Clerk are in final stages. Part-time Planning Admin is in the cue to post. Staff Communications Cemetery labourer has been filled, Facility Office Clerk Maternity leave has been filled. Probationary Firefighter sick leave is filled. Office of the Chief Administrative Officer – Council Projects/Policy Project Policy Implications Current Project Quinte Detention Centre Report in Agenda OPP has provided letter of confirmation of credit. Original municipal estimate of overages was $300,000. CAO - Service Area Updates Page 51 of 99 Office of the Chief Administrative Officer – OPP Detachment Board Project Policy Implications Current Project Governance Structure Approval of a structure Report in Agenda Police Services Board Province has indicated the contract was terminated effective December 31, 2020. January Ride programs for 2021 may be billed to Town at $9,000. Police checks may be centralized. Town has in the past been provided checks for municipal staff and volunteers for free. All checks may require individual cheques paid by Town unless we change future policies. Concern about delays if individual has to obtain their own check. Normally 25 staff checks plus volunteer fire and community volunteer checks would be additional. Office of the Chief Administrative Officer – Communications Project Policy Implications Current Project Internal/External Staff and Council have been Communications updated on the hiring of Legacy Partners Executive search for the filling of the CAO and Clerk positions. Office of the Chief Administrative Officer– Community Development Committee - Atura Project Policy Implications Current Project Applications Meeting May 18, 2021 to review Communications Approvals 3 approvals to date in 2021 CAO - Service Area Updates Page 52 of 99 Staff Report to Council To: Mayor Isbester and Members of Council Date: May 18, 2021 Date Council Decision June 7, 2021 Submission Date for the Detachment Area Is Required: Prepared By: Raymond Callery, CAO Presented By: Raymond Callery, CAO Re: CAO – OPP Detachment Board – County CAO Recommendations Staff Recommendation: That Council receive the CAO – OPP Detachment Board County CAO Recommendations Report And further that the Council give direction on the development of civilian governance structure(s) for the Lennox and Addington Detachment. Financial Implications: Depending on members, a municipal contribution would be required for honorariums and mileage. The existing police services board budget should be adequate to cover initial meeting costs. Accessibility Implications: Meetings should be held in locations that allows for accessibility issues to be addressed for members and the public. Information Technology Implications: These meetings may have to be held virtually depending on the pandemic status. Communication Implications: Once a governance structure is approved by the Ministry of the Solicitor General, a communication plan will be required to notify the public and advertise for appropriate membership needs. Background Information: Background information on L&A Detachment OPP Detachment Boards On May 12, 2021, the CAO’s of Addington Highlands, Stone Mills, Loyalist and Greater Napanee met virtually to discuss the June 7, 2021 deadline. Submissions are to be submitted to the Ministry of the Solicitor General on the development of OPP Detachment Boards to provide civilian governance oversight. CAO - OPP Detachment Boards - County CAO Recommendations Page 53 of 99 Prior to this discussion, the CAO of Greater Napanee had preliminary discussions with the L&A Detachment Commander on operational issues and attended an AMO Task Force meeting on updates to the Community Safety and Policing Act. A table of 13 issues were circulated prior to the meeting relating to this file: Issues 1. Municipalities 2. Municipal Appointees 3. Community Appointees 4. Administrative Support 5. Provincial Appointees 6. Term Lengths 7. Financial Considerations 8. Staff Recommendations 9. Resolutions of Council 10. Detachment Input 11. Meeting Locations 12. Submission of Proposal 13. Timeframes for Approval Stages Discussions prior to the CAO meeting had taken place, leaving the understanding that Tyendinga Township and the Town of Deseronto expressed interest in having a separate OPP Detachment Board. This was based on Hastings County having different health unit, social services, hospital, and medical agencies that administer support services to the OPP. The CAO’s also understood that the OPP internally is reviewing calls for service volumes to analyse the most effective and efficient detachment to respond to service in a small portion of North Frontenac. It is possible in the future that North Frontenac may not have any primary services from this detachment. The CAO’s would like to make a recommendation to individual Councils to consider the following civilian governance structure. The CAO’s made no comments on governance for communities outside of Lennox and Addington, other than to support the idea of a multi-board governance model for the L&A OPP Detachment. CAO - OPP Detachment Boards - County CAO Recommendations Page 54 of 99 Issues Other Board(s) (up to 4 Board #2 - 4 communities communities are outside L&A Proposed Board) 1. Municipalities Tyendinaga Township Township of Addington Highlands Town of Deseronto Township of Stone Mills North Frontenac (If remaining Loyalist Township in L&A Detachment) Town of Greater Napanee Mohawks of the Bay of Quinte (if interested) 2. Municipal Head of Council from each of the Appointees 4 communities or their designate 3. Community 1 Community Appointee from Appointees either Addington Highlands or Stone Mills 1 Community Appointee from either Loyalist or Greater Napanee 20% minimum 1.4 people 4. Administrative The Town of Greater Napanee Support has an experienced existing staff member who has been Deputy Secretary/Treasurer to the Greater Napanee Police Services Board. With the proximity to the detachment office, it is recommended that this person provide staffing support to the Board. This keeps the staffing support at arm’s length to the detachment operations. 5. Provincial 1 Provincial Appointee. Board Appointees shall recommend prior to the expiry of the provincial appointee’s term, a minimum of 1 local name from each municipality for Provincial consideration. Minimum 20% is 1.4 people (rounded to 1) CAO - OPP Detachment Boards - County CAO Recommendations Page 55 of 99 Issues Other Board(s) (up to Board 2 - 4 communities 4 communities are outside L&A Proposed Board) 6. Financial Each municipality pays their Considerations own representatives’ expenses. The community representative expenses are paid by the municipality in which they reside. Provincial Representative is paid for by the Province. If this is rejected by the Ministry of the Solicitor General then the provincial representative is paid for by the municipality where the person resides. Staff suggestion is a flat $400/annum honorarium plus mileage to start. 7. Staff Staff Recommendations be Recommendations provided to the heads of Council for review. After identifying issues, a report be finalized for Council to consider. 8. Resolutions of Staff suggest resolutions be Council collected from all municipalities within detachment. 9. Detachment Input Detachment input be limited to operational boundaries, number of boards and administrative support 10. Meeting Locations Staff suggest virtual meetings may be required to start and the board determine appropriate meeting space moving forward. 11. Submission of Council resolutions be Proposal forwarded with either two separate proposals or a single proposal outlining details of a 2 Board system of governance. 12. Timeframes for Heads of Council review week Approval Stages ending May 15, Council review in May, Final resolutions before June 7. Submission can be after June 7. CAO - OPP Detachment Boards - County CAO Recommendations Page 56 of 99 Should the Heads of Council find this an acceptable proposal to bring forward to each of their individual Councils (Greater Napanee may include former Police Services Board Membership for consideration), then this report would be included on the next available agenda in each community. (all Heads of Council in the County of Lennox and Addington agreed to bring this report forward to their Council) Once resolutions are passed in support or providing other alternative positions, a meeting would be scheduled between all the Heads of Councils from within the detachment. If all stakeholders are in agreement, then it could be determined if a single proposal detailing governance structures for all municipalities within the detachment is submitted or individual proposals based on the number of governance boards agreed upon. However, If there is no agreement in place by June 7, then the Heads of Council could determine if they wished to submit a municipal proposal individually or in smaller groups. Should more than one proposal be submitted, the Ministry of the Solicitor General will have the final authority to announce the governance structure to be implemented in the fall of 2021. This information was respectfully submitted to the Heads of Council for Addington Highlands, Stone Mills, Loyalist and Greater Napanee by their respective CAO’s. Respectfully, Raymond D. Callery Bryan Brooks Christine Reed Steven Silver Greater Napanee Stone Mills Addington Highlands Loyalist Township This CAO report is submitted to Town Council for your consideration with the approval of Mayor Isbester. Respectfully Submitted, Raymond D. Callery, BA, CMO, CMMIII-HR Professional Chief Administrative Officer CAO - OPP Detachment Boards - County CAO Recommendations Page 57 of 99 C Greater Napanee Staff Report to Council GRIEATERFORMANYI?EASQNS To: Mayor Isbester and Members of Council Date: May 19, 2021 Date Council Decision June 4, 2021 Is Required: Prepared By: Raymond Callery, CAO Presented By: Raymond Callery, CAO Re: CAO — Quinte Detention Centre Policing Staff Recommendation: That the CAO — Quinte Detention Centre Report be received for information and that Council provide direction to staff on a delegation request to the Province. Financial Implications: Up to $300,000 per year Accessibility Implications: This report is available in alternate formats. Information Technology Implications: There are no implications currently. Communication Implications: Communications with various Ministries will be required on a continuous basis. Communication plan will be required with other municipalities. Background Information: Enclosed are correspondence and information collected from some neighbouring municipalities. All municipalities in Ontario that host provincial facilities have been contacted regarding operational and policing concerns related to those facilities. A meeting was held with staff representatives of 7 municipalities that host facilities to discuss issues of common interest. Common issues include the Payment In Lieu of Taxes, municipal costs to police provincial facilities, and lack of communication on expansion and operational activities with host communities. There are some differences in concerns that relate specifically to certain municipalities and there may not be common interest to advance all of those issues at a delegation. With the delegation deadline for the August AMO Conference coming up soon, Council should give direction to staff on their interest in holding a delegation on this topic and continuing discussions with other communities about a joint delegation or a single delegation supported through a common letter of agreement. CAO - Quinte Detention Centre Policing Page 58 of 99 Brockville, Penetanguishene, Kawartha Lakes, Greater Napanee, North Grenville, North Bay, London and Thunder Bay are the other municipalities that I have been actively speaking with. All other host communities have been circulated with periodic updates on collaboration efforts. Respectfully Submitted, Raymond D. Callery, BA, CMO, cMMIII-Hn Professional Chief Administrative Officer CAO - Quinte Detention Centre Policing Page 59 of 99 Greater Napianee GREATER FOR MANY REASONS Town Flail 124 John Street P.O. Box97 Nopanee, ON K7R 3L4 TEL 613-354-335] FAX 613-354-6545 vvww.qreofernaponee.corn May 11,2021 Mario Di Tommaso, O.O.M. Deputy Solicitor General, Community Safety 25 Grosvenor Street, 1 lt[~ Floor Toronto, Ontario, M7A 1Y6 Sent by email: [email protected] Your File: 133-2021 -14 Dear Mario Di Tommaso: Thank you very kindly for your response of April 26, 2021. There has been productive conversation between communities that host provincial detention facilities of all classifications. Greater Napanee Mayor Marg lsbester hopes that a joint delegation with her colleagues from across Ontario and The Honourable Minister Jones can be arranged in the coming months. As you indicated in your correspondence: “..the Ministry of the Solicitor General will consider your recommendations about the policing approach to Quinte Detention Centre and how municipalities are billed for provincial correctional institutions as we continue the regulatory work required to bring the Community Safety and Policing Act, 2019, into force.” Having been involved in recent meetings regarding the Act, I understand that municipalities can expect additional regulations under the Community Safety and Policing Act, 2019 to be circulated in the coming weeks. Further to this, it is expected that the next major release of remaining regulations could be expected in late summer. Based on experience, I know the government tries very hard to release such regulations around the annual Association of Municipalities of Ontario conference, to maximize communication and comment between our levels of government. Given these timelines, my Council would be interested in having a better understanding if the costing for and provision of policing within provincial facilities will be part of the spring or summer regulatory releases. Understanding your anticipated timing will ensure that a joint meeting request from host communities and your Ministry is timed appropriately. Thank you to all the staff in your Ministry that is focusing on this part of the regulation, at a time with many competing priorities. I have been part of this discussion for the past twenty-five years with previous governments and will be pleased to see this matter reach an equitable conclusion for Greater Napanee. CAO - Quinte Detention Centre Policing Page 60 of 99 in closing, the municipal discussions around detention facilities have included many concerns around the existing PILT system. I am sure that given the Ministry of Finance’s lead role on this program, a joint Ministry meeting will likely be requested by Mayor Isbester and her municipal counterparts that host these facilities. Respectfully Submitted,~a Raymond D. Callery, BA, CMO, CMMIII Chief Administrative Officer Deborah Richardson, Deputy Solicitor General, Correctional Services Lb L ~32 C MinistryofFinance )- ~C yr-3S-’YG All Ontario Municipalities Hosting Provincial Correctional Facilities -a CAO - Quinte Detention Centre Policing Page 61 of 99 Ministry of the Solicitor General Ministère du Solliciteur général Ontario 0 Office of the Deputy Solicitor General Bureau du sous-solliciteur général Community Safety Sécurite communautaire 25 Grosvenor Street, 11th Floor 25, rue Grosvenor, 11’ étage Toronto ON M7A 1Y6 Toronto ON M7A aVG Tel; 416-326-5060 Tel. ; 416-326-5060 Fax; 416-327-0469 Téléc. :416-327-0469 133-2021-14 By email April 26, 2021 Raymond 0. Callery Chief Administrative Officer Town of Greater Napanee 124 John Street P0 Box 97 NapaneeON K7R3L4 rcalIery~qreaternapaneecom Dear Raymond D. Callery: Thank you for your correspondence dated January 28, 2021. I am pleased to share with you that the Ontario Provincial Police (OPP) will re-classify billable Calls for Service at provincial correctional facilities that did not require police attendance or investigation to non-billable “Police Information” calls. As a result, the OPP will re-calculate the affected Annual Billing Statements (2019, 2020, and 2021) and will provide a credit to the Town of Greater Napanee. The OPP will issue you a credit through Ontario Shared Services that you can apply to your account for OPP policing services. Should you have any questions, please contact Detachment Commander Inspector Scoff Semple, Lennox and Addington OPP Detachment, at $cott.Sempleç~opp.ca or Superintendent Phil Whitton, OPP Municipal Policing Bureau, at Phil.Whitton~oppca. In addition, the Ministry of the Solicitor General will consider your recommendations about the policing approach to Quinte Detention Centre and how municipalities are billed for provincial correctional institutions as we continue the regulatory work required to bring the Community Safety and Policing Act, 2019, into force. With respect to your concerns about the Payment in Lieu of Taxes (PILT) system, the Ministry of Finance (MOE) is responsible for the PILT system and is best positioned to address your concerns. We have informed our counterparts at MOE and suggest you contact the MOF directly to discuss your concerns. - - - /2 CAO - Quinte Detention Centre Policing Page 62 of 99 March 17, 2021 Re: Provincial Detention Facilities — Policing Costs The Town of Greater Napanee has been a host to a provincial detention centre since amalgamation in 1998. Since that time, the Town has had periodic meetings with various Solicitor Generals and staff of the Ministry to discuss the inequity of a community of 16,000 residents paying to police inside a provincial detention centre. This issue has come forward again during the latest round of policing contract talks with the Ontario Provincial Police. Quinte Detention Centre has been selected for an expansion. In the last few years, a billing practice related to assault calls for service became a local issue. The Town now has estimates of ten percent of all calls for service are generated from within the facility. It appears since 1997, the Ministry of the Solicitor General has had several individual agreements (many undocumented) with individual communities. This may include community benefit agreements, rebate programs on policing costs, or alternate service provision agreements. The Town is also aware the Ontario Provincial Police participate in the policing of federal correctional facilities at no cost or drastically reduced costs to those host communities. After a delegation with the Solicitor General in January of 2021, there was some openness to continue discussions to find an equitable solution. However, it appears that discussions continue in an isolated fashion with little information being shared between host communities. Greater Napanee Council recently sent the attached correspondence to the Solicitor General asking for leadership to create new dialogue toward an equitable solution to policing within provincial detention facilities. These conversations also need to include the Ministry of Finance to address the antiquated payment in lieu of tax program for these facilities. I am reaching out to you, to determine if there is interest from you or another staff member of your organization to participate in a discussion of these issues with other municipalities hosting provincial detention facilities. An email response simply indicating your interest in receiving further information regarding a meeting would be appreciated. Should you wish to not receive further information, an email response indicating that would also be appreciated. Respectfully, Raymond D. Callery, Chief Administrative Officer CAO - Quinte Detention Centre Policing Page 63 of 99 March 17, 2021 Re: Provincial Detention Facilities — Policing Costs The Town of Greater Napanee has been a host to a provincial detention centre since amalgamation in 1998. Since that time, the Town has had periodic meetings with various Solicitor Generals and staff of the Ministry to discuss the inequity of a community of 16,000 residents paying to police inside a provincial detention centre. This issue has come forward again during the latest round of policing contract talks with the Ontario Provincial Police. Quinte Detention Centre has been selected for an expansion. In the last few years, a billing practice related to assault calls for service became a local issue. The Town now has estimates of ten percent of all calls for service are generated from within the facility. It appears since 1997, the Ministry of the Solicitor General has had several individual agreements (many undocumented) with individual communities. This may include community benefit agreements, rebate programs on policing costs, or alternate service provision agreements. The Town is also aware the Ontario Provincial Police participate in the policing of federal correctional facilities at no cost or drastically reduced costs to those host communities. After a delegation with the Solicitor General in January of 2021, there was some openness to continue discussions to find an equitable solution. However, it appears that discussions continue in an isolated fashion with little information being shared between host communities. Greater Napanee Council recently sent the attached correspondence to the Solicitor General asking for leadership to create new dialogue toward an equitable solution to policing within provincial detention facilities. These conversations also need to include the Ministry of Finance to address the antiquated payment in lieu of tax program for these facilities. I am reaching out to you, to determine if there is interest from you or another staff member of your organization to participate in a discussion of these issues with other municipalities hosting provincial detention facilities. An email response simply indicating your interest in receiving further information regarding a meeting would be appreciated. Should you wish to not receive further information, an email response indicating that would also be appreciated. Respectfully, Raymond D. Callery, Chief Administrative Officer CAO - Quinte Detention Centre Policing Page 64 of 99 March 9, 2021 Ministry of the Solicitor General 18”’ Floor 25 Grosvenor Street Toronto, Ontario, M7A 1Y6 Sent by Email: [email protected] I-Ion. Sylvia Jones, Minister of the Solicitor General Re: Greater Napanee Ontario Provincial Police Contract Quinte Detention Centre Policing On January 26, 2021, you graciously accepted a delegation with representatives from Greater Napanee to discuss matters related to OPP policing and the Quinte Detention Centre. At that meeting, the Council of the Town of Greater Napanee respectfully requested consideration from the Province of Ontario and specifically your Ministry as follows: 1. That the Ministry approve an OPP credit for special funding for the 2017 fiscal year based on the corrected information provided from the OPP related to the re- coding of assault charges to police information, and direct the OPP to ensure 5 year averaging was corrected such that 2017 to 2020 billing actuals are correctly invoiced to Greater Napanee. 2. That the Province review the outdated PILT system in Ontario so that provincial properly contributions keep pace and reflect the municipal costs associated with providing local services to those properties. 3. That the Ministry of the Solicitor General acknowledge that Greater Napanee is paying for a policing responsibility that is not associated with normal municipal operations and activities and correct this issue for future billing cycles by: Page 1 of 3 CAO - Quinte Detention Centre Policing Page 65 of 99 a. Passing legislation or amending regulation accordingly to treat QDC for policing purposes the same as Sandbanks Provincial Park. -or b. The Ministry of the Solicitor General amend the mandate of the locally housed OPP Penitentiary Squad to include investigations of incidents within QDC and that Greater Napanee be treated the same as Loyalist Township, where the Province assumes these regional costs. -or c. The Province amend the regulations related to municipal police costing and remove detention centre costs from OPP calls for service and include those costs in the base service. This would be consistent with the rationale used to develop the municipal billing system which was; “if no municipality had a call for service, what would the cost to continue the OPP operations be? Calls for service were to reflect the incremental policing costs that various activities occurring within a municipality would create, beyond the base costs.” QDC calls for service are not a direct link to municipal activities of Greater Napanee. This option would keep the provincial costs the same but assess detention and jail costs to every municipality in the province who has access to that service. While Greater Napanee Council is not in agreement that this is a municipal expense, it is a service that benefits the entire province. After our delegation the OPP forwarded correspondence as attached, allowing for an extension of my Council’s consideration of a contract to March 31, 2021. Staff of the Town have reached out to other municipalities and are finding very troublesome information regarding provincial detention centres. It appears that Greater Napanee between 1998 and 2020 has been treated unfairly and overbilled millions of dollars in policing costs compared to neighbouring municipalities. It also appears that some communities have not only been compensated for police responses inside detention centres, but some communities may have also enjoyed local benefit agreements; that provided additional supports in exchange for hosting these facilities. Given an expansion of Quinte Detention Centre is being proposed, Council requests a full discussion around these past practices with the Province. Further staff research suggests that there are large ranges between facilities when it comes to calls for service on a per bed basis. There also is a wide range in the average cost being billed by the QPP on a cost per call for service basis. These discrepancies require detailed analysis and further explanation. Page 2 of 3 CAO - Quinte Detention Centre Policing Page 66 of 99 These differences in averages highlight the fact that the community has no control over the operations of these facilities, yet are unfairly being asked to pay for policing responses directly related to the security within these facilities. Payment in Lieu issues raised at our delegation are being brought forward to the Province by many other communities, It is clear that this thirty-year old issue needs to be addressed as part of the detention centre costing discussions. Staff from your office appear to be reaching out to other communities. Greater Napanee awaits further contact by your Ministry to continue discussions on this matter. We understand from the January delegation that you are seeking a fair and equitable provincial solution to this file, yet discussions still seem to be siloed between communities. I would appreciate an update on how your Ministry would like to proceed with discussion on this matter. My Council is being given to the end of March to finalize our OPP contract decision. Over the coming weeks, my staff will continue to reach out to London, Hamilton, Thorold, Ottawa, Windsor, Brantford, Brockville, Fort Francis, Kenora, North Bay, Stratford, Sudbury, Milton, Sault Ste. Marie, Thunder Bay, Kawartha Lakes, North Grenville and Penetanguishene to better understand common concerns within the municipal sector. I believe that the Ministry of the Solicitor General should call a meeting of all municipalities hosting your detention facilities. We have given direction to local staff to begin arranging meetings, but leadership from your Ministry on this issue would be appreciated and might replace current frustrations within the sector with informed discussion. Respectfully, Mayor Marg Isbester. CC: Daryl Kramp, MPP Hastings Lennox and Addington Page 3 of 3 CAO - Quinte Detention Centre Policing Page 67 of 99 CAO - Quinte Detention Centre Policing Contact Name• . . Jeff Lees, Chief Administrative Officer Contact Email and Phone. . . . [email protected] 705-549-7453 x212 Municipality . . : . Town of Penetanguishene Name of Facility.or Facilities :. .. Central North Correctional Centre (CNCC) NumberofCellsorBeds .. : . . . 1,184 PILT for 2020 . $60,300 based on capacity of beds used 804 Number of Police Calls for Service at Facility.2020 .. . 609(2020), 794 (2019), 730 (2018) Total # of.Münicipal Police Calls for Service 2020: . . . - 4,040 (2020), 3,240 (2019), 2,996 (2018) Number of Police Calls for Service where Response Required at Facility 2620. ~...... Unknown Total Muhiöipal Expense for Municipal Calls for Seivice 2020 .- see to right Total Provincial Funding Paid for Municipal Galls for Servicer 2020.• ... ..:~ . ~. .~ . . see to right Total Municipal Expense for Transportation of Inmates to/from Facility. : . ~. . . :~. ~. .. : see to right Total Provincial Funding forTransportation of Inmates to/from: Facility . . $6,112 Level of Municipa! Communicationwitli Facility (0 Low to s H~ghJ . . .~ . . : .~. .. 0 (none with facility directly) Top 3 Operational Issues with Facility in 2020 .~ 1) high number of assaults (some not being investigated) 2) lack of police presence in the facility (corrections & police relationship is sour) 3) zero communication with the facility (by either party) . the size of this fac..ty expected to chah~i? (smaller pr larger) Explain if possible ... . - .. : bed capacity used is anticipated to rise ~ . : . with funding loss from Ministry, will have a high (4) impact on our Impact of this faàility on Municipal Budget (0 low to 5 high) municipal budget (4% levy increase) Number of related meetings with staff of Ministry of Sol. Gen in. a few phone msgs from finance staff in 2020, in 2021 we’ve had 3 2020?; ...... conversations Number of related political meetings Minisky Of Sol. Gen in 2020?: . .: . ~ 0 Top 3 related Items mUnicipaIit~~ would like to address~~ 1) the need for the Province (not the host municipality) to fund the cooperatively in 2021 . . .: . . . policing costs Page 68 of 99 2) in the alternate, the OPP base of the billing model should pay for the costs 3) the PILT rate needs serious consideration and review for change Otheñ t you would Lceto include in a group discussion Carrie Robillard, Director of Finance/Treasurer (include email address) . I ~ [email protected] 705-549-7453 x210 Other Information you would like to discuss or share (attach separately if yOu have documents to share) . - . May 12. 2021 memo to Council (item 9-a-IL CAO - Quinte Detention Centre Policing Contact Name Leslie McEachem Contact Email and Phone leslie mceachern@thunderbay ca (807) 625-2833 Municipality Thunder Bay Name of Facility or Facilities Thunder Bay District Jail, Thunder Bay Correctional Centre Jail - 70 cells, 145 beds; Correctional - 96 male beds, 4 seg cells, 32 female beds, 4 double bunk cells, 4 single cells Number of Cells or Beds PILT for 2020 $19,950 Jail - 169; Correctional 111 Number of Police Calls for Service at Facility 2020 Total # of Municipal Police Calls for Service 2020 56,242 Number of Police Calls for Service where Response Required at Facility 2020 - Jail - 169; Correctional ill Total Municipal Expense for Municipal Calls for Service 2020 Calls represent less than 1% so costs are neglibile Total Provincial Funding Paid for Municipal Calls for Service 2020 Not available at this time Total Municipal Expense for Transportation of Inmates to/from Facility - Not available at this time Total Provincial Funding for Transportation of Inmates to!from Facility Not available at this time Level of Municipal Communication with Facility (0 Low to 5 High) Top 3 Operational Issues with Facility in 2020 I) No operational issues of concern in Thunder Bay 2) 3) Design work is currently underway for a new and expanded (325 bed) Correctional Complex to replace both the Jail and Correctional Centre. Also, a 50 bed expansion to the Correctional Centre is Is the size of this facility expected to change? (smaller or larger) currently under construction to address overcrowding and additional Explain if possible space required to meet COVID related separation. Impact of this facility on Municipal Budget (0 low to 5 high) 0 Number of related meetings with staff of Ministry of Sol. Gen in 2020? Number of related political meetings Ministry of Sol. Gen in Meetings with the Minister were held during OGRA in 2017, AMO in Page 69 of 99 2020? 2018, ROMA in 2019 Top 3 related Items municipality would like to address 1) Increase in the Heads and Beds Levy to annual rate of inflation cooperatively in 2021 retroactive to 1987 2) 3) Other staff you would liRe to include in a group discussion Linda Evans - Linda.evans @thunderbay.ca; Sylvia Hauth - (include email address) sylvie.hauth @thunderbaypolice.ca Other Information you would like to discuss or share (attach separately if you have documents to share) CAO - Quinte Detention Centre Policing Contact Name . . . . Ray Callery Contact Email and Phone . . [email protected] Municipality ...... Greater Napanee Name of Facility or Faoilities : Quinte Detention Centre Number of Cells or Beds . . :: 228 PILT for 2020. . . . ~. . $16,000 NUmberof Police Calls for Service at Facility2020 : . 2970 hrs 509 (2019) Total #.~f Municipal Police Calls forServicO 2020 . 19237 hrs Number of Police calls for Servióe where Response Required at Fàciiity2O2Ô -...... :-. . . * 219 (2019) Total MUnicipal Expense for Municipal Calls forService 2020 297,000 (70% Assault Level 1) Total Provincial Funding Paid for Municipal calls for Service 2020 :. - : 0 Total Municipal Expense for Transportation of Inmates tolfrom Faciiit~h: *.: . : : . .. : $15,554 Total Provincial Funding for Transportation of Inmates tolfrom Facility. . ~ . : $10,887 (70%) Levé! of Municipal Communication with Facility (0 Lowto5 High) .- . - . - -. : 0 Top 3Operational Issues with Facility in 2020 .. : 1) No information or communication on expansion 2) Release of inmates into community - no place ot go 3) cost of to police! can’t audit calls for service or type of calls Is the sue of this facility expected to change9 (smaller or larger) Explain if poèsible . . : . . expansion announced (up to 40) Impact of this facility an Munloipal Budget (0 low toB high).: 3-3% of municipal taxes billed for QDC Number of related meetings with staff of Ministry of Sol Gen in 2020? . . * ~.? : : 0 Numberof related political meetings Ministry of Sol~ Genin 2020? : : 2 delegation withMinister Top 3 related Items municipality would like to address Page 70 of 99 cooperatively in 2021 . . . . . 1) Cost Responsibility 2) PILT 3) Expansion Communication and Host Agreement Othei 51 ii you would like to include ma group discussion (include email address) . . . . . Paul Dowber! Treasurer [email protected] Other Information you would like to discuss or share (attach separately if you have documents to share) CAO - Quinte Detention Centre Policing Contact Name Mark Mitchell Contact Email and Phone mmitchell@klps ca 705-324-5252 (cx 508) Municipality Kawartha Lakes Name of Facility or Facilities Central Fast Correctional Center Number of Cells or Beds 1200 PILT for 2020 $76,800 Number of Police Calls for Service at Facility 2020 1108 Total # of Municipal Police Calls for Service 2020 13,725 Of 1108 calls for service, 748 were referred back to Corrections as Number of Police Calls for Service where Response Required at per our reporitng protocol. 385 incidents retained by police for Facility 2020 investigation. Total Municipal Expense for Municipal Calls for Service 2020 $300,000 Total Provincial Funding Paid for Municipal Calls for Service 2020 None Total Municipal Expense for Transportation of Inmates to/from Minimal. Prisoner Transport is provided by Provincial Offender Facility Transport Unit (That program is also under review by the Province) Total Provincial Funding for Transportation of Inmates to/from Facility 100% Level of Municipal Communication with Facility (0 Low to 5 High) 2 Top 3 Operational Issues with Facility ri 2020 1) Corrections will not assume responsibility for non police functions 2) Over 90% of inmate population comes from outside of municipality 3) Calls for service account for close to 10% of overall Service workload Is the size of this facility expected to change? (smaller or larger) Explain if possible No change anticipated Impact of this facility on Municipal Budget (0 low to 5 high) 4 Number of related meetings with staff of Ministry of Sol. Gen in 2020? 2 in 2019,3 in 2020 and 3 in 2021 Number of related political meetings Ministry of Sol. Gen in 2020? Ongoing correspondence with local MPP Top 3 related Items municipality would like to address 1) Sustainable provincial funding for police services at provincial Page 71 of 99 cooperatively in 2021 institutions 12) Correctional staff need to assume resposnibilityforfunctions currently being tasked to police :3) Other st I you would I to include in a group c~ cussion (include email address) Other Information you would like to discuss or share (attach separately if you have documents to share) Included separately Staff Report to Council To: Mayor Isbester and Members of Council Date of Meeting: May 25, 2021 Date Council Decision is Required: Prepared By: John Koenig, Fire Chief Presented By: John Koenig, Fire Chief Re: Emergency Services – Fire Department Signage Staff Recommendation: That Council receive for information Emergency Services – Fire Department Signage Report And Further That Council approve Emergency Services Plan for moving forward. Financial Implications: Cost of Signage program (message boards) covered under Emergency Services Prevention operational budget. Accessibility Implications: Message boards to meet Accessibility requirements. Information Technology Implications: Upon review, there are no information technology implications. Communications Implications: Message boards are only one part of Emergency Services prevention communication strategy. Background Information: In 2005 a new updated version of the Town’s burn bylaw was passed by Council. As part of that new revised bylaw the requirement to have a burn permit to have any open- Emergency Services - Fire Department Signage Page 72 of 99 air fire in Greater Napanee was added, along with that addition an annual burn ban from April 1st to May 15th was also put in place. Those requirements have continued as part of each new revised burning bylaw to this day. Starting in 2005 Emergency Services has been using a number of avenues of communication to inform the public about the Town’s open-air burning bylaw, the requirement for a permit to burn, the conditions of the permit and the activation of burn bans. These avenues have included on an annual basis using the Town’s section in the free weekly paper, radio advertisements, media releases, the Town’s website and social media (Facebook & Twitter). Emergency Services has also taken advantage of every news story, print and media to educate and inform the public on fire prevention, this includes the requirements of burning in Greater Napanee. Starting around 2014 Emergency Services started placing message boards at several of the main roadways leading into Greater Napanee and has continued to add message boards to additional locations over the years. To date there are 14 message boards located throughout Greater Napanee with Emergency Services messaging. Discussion: Message boards were added as just one more method to reach the public in our community. To cover every roadway into Greater Napanee would require Emergency Service to install and maintain 36 message boards. Even with just 14 message boards in place right now this year to date to 2 message boards have been destroyed and several message inserts have been destroyed or have just disappeared. While Emergency Services has been using several different methods to educate the public on the Burning bylaw and burning permits, the number of burning complaints and issues continue to rise. Starting in 2020 Emergency Services switched to an on-line burn permit system that gave us the ability to inform holders of burn permits of when burn bans are in place or not, this was one of the main reasons we went to this type of system to inform permit holders of burn bans and lower the complaints and issues. Moving forward Emergency Services plans to continue with all the methods we currently use to inform the public. However, the main message to the public will be the requirement to have a burn permit and how to obtain one, with the new online system they will be informed of fire bans directly. Existing message boards will continue to be used for fire prevention messaging including the requirement for a burn permit. Additional signage promoting the requirement to have a burn permit and how to obtain one in Greater Napanee will be posted and maintained at additional locations to assist in communicating this message to the public. Locations proposed for new signage; Centre Street North and Richmond Boulevard Emergency Services - Fire Department Signage Page 73 of 99 County Rd. 41 and Community Road Roblin Road Dump Road 1 Dump North Fredericksburg Hall South Fredericksburg Hall Selby Hall Napanee Fire Hall Roblin Fire Hall Dorland Fire Hall Respectfully John Koenig, Fire Chief Greater Napanee Emergency Services . Emergency Services - Fire Department Signage Page 74 of 99 Staff Report to Council To: Mayor Isbester and Members of Council Date of Meeting: May 25, 2021 Date Council Decision is Required: N/A Prepared By: Andrew Girouard, Septic/ Environmental Coordinator Presented By: Andrew Girouard, Septic/ Environmental Coordinator Re: Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Staff Recommendation: That Council receive for information the Infrastructure Services- Great Lakes St. Lawrence Cities Initiative Report And further that Council provide staff with direction regarding membership in The Great Lakes St. Lawrence Cities Initiative Financial Implications: The annual dues for a City with a population of 10,000- 25,000 is $2,750. There is a 25% discount on dues for the first year making the first year’s dues $2,062.50. Membership would be further discounted at a prorated rate for the remainder of 2021. There is no specific term for membership. Membership runs from January 1st to December 31st annually. There will be some staff time involved in the Initiative. This will be further discussed below. Accessibility Implications: This report may be available in alternate format upon request. Information Technology Implications: Upon review, there are no information technology implications. Communications Implications: Upon review, there are no communications implications. Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Page 75 of 99 Background Information: At the April 27th, 2021 Council Meeting correspondence was received from The Great Lakes St. Lawrence Cities Initiative (the Initiative) dated April 21st, 2021 inviting the Town to join. Please see the attached Letter and membership package. Founded in 2003, the Initiative’s mission is to protect, restore, and promote the Great Lakes and St. Lawrence River to sustain the health and vitality of the communities that surround them. Since its inception, the Initiative has been influential in many policy decisions on topics such as climate change resiliency & adaptation, economic stimulus, invasive species, water quality and restoration projects to name a few. For a full list of accomplishments and other information not covered in this report please view the Initiative website: https://glslcities.org/ At the April 27th, 2021 Council meeting the following resolution was passed: RESOLUTION #209/21: Kaiser & Johnson That Council receive for information the Invitation to Join the Great Lakes and St. Lawrence Cities Initiative correspondence from Michael Vandersteen, Chair; And further that Council direct Staff to prepare a report on this subject to be brought back to the next Regular Session of Council which will include details pertaining to resources required, including costings, time and term lengths. Discussion: Membership: The Initiative membership is solely comprised of Mayors from across the Great Lakes Basin and St. Lawrence River with a staff member from each Municipality acting as a contact person. The Town would be the only member of the Initiative in the Eastern Lake Ontario corridor between existing members in the City of Cobourg and the City of Cornwall. There is an opportunity for upper tier or regionally based municipal organizations such as the County to join. There are no members that are conservation authorities, government ministries or interest groups. The Initiative would typically form project specific partnerships with such agencies. The Town belongs to and corresponds with many agencies and groups who advocate for the health of the Bay of Quinte and Lake Ontario and its residents such as the Bay of Quinte Remedial Action Plan, Quinte Conservation, Cataraqui Conservation Authority, The Friends of the Napanee River, Friends of the Salmon River and United Shorelines: Ontario. Except for the United Shorelines: Ontario these agencies and groups are very localized in their mandates and focus. The difference with the Initiative is that it is international and has increased lobbying strength because of its membership. It would allow the Town to have a voice at a larger table. Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Page 76 of 99 Resources: Staff estimate that approximately 2 hours bi-weekly (approximately 52 hours a year) would be required to stay current with the Initiative, respond to requests for information, and to prepare relevant reports for Council. There is also a 3-day annual general meeting which is optional for members. The Mayor’s time commitment would vary depending on the level of involvement with the Initiative. Some additional activities include communications with Members of Parliament (MPs) on key issues (usually 3 times per year) and the Ottawa Day where members travel to Ottawa to visit with MPs. Benefits: The Initiative provides opportunities for networking, information sharing and the development of best practises with other Municipalities who are facing similar challenges. The Initiative could be beneficial to the Town regarding funding opportunities. The Initiative has, in the past, assisted with allocating Federal funding to Municipalities for projects directly related to its mission statement. The Initiative will also provide letters of support for Municipalities seeking funding. Members are made aware of funding opportunities through regular correspondence. The Initiative has actively lobbied Federal governments for sustainable dedicated funding to ensure the protection of Great Lakes water quality and quantity. There is an interactive map on the website showing Member Municipalities proposed stimulus projects: https://glslcities.org/city- stimulus-projects/ The biggest challenge facing the Town regarding its water frontage is changing water levels of Lake Ontario, the Bay of Quinte and Napanee River. These water levels are controlled by The International Lake Ontario and St. Lawrence River Board. The Board is comprised of representatives from Provincial, State and Federal Governments. There is also one representative that is assigned to the Board from the International Joint Commission (IJC). The Initiative has a seat at the IJC table. This may present an avenue for the Town to have our concerns heard at a higher level and with those who directly control water levels. Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Page 77 of 99 April 21, 2021 BOARD OF DIRECTORS 2020-2021 Mayor Marg Isbester Chair Town of Greater Napanee, Town Hall Michael Vandersteen 124 John St. P.O. Box 97 Mayor, Sheboygan, WI Greater Napanee, On K7R 3L4 Vice Chair Walter Sendzik Dear Mayor Isbestor: Mayor, St. Catharines, ON Past Chair I am writing to invite you to join close to 100 Great Lakes and St. Lawrence mayors -- including Michelle Morin-Doyle those in Chicago, Detroit, Milwaukee, Toronto, Montreal and Quebec – as a member of the Great Deputy Mayor, Quebec City, QC Lakes and St. Lawrence Cities Initiative. In doing so, you will be working with like-minded mayors Tom Barrett to strengthen the economic and environmental health of our cities by protecting our lakes and Mayor, Milwaukee, WI river. Darrin Canniff Mayor, Chatham-Kent, ON Founded in 2003, the Great Lakes and St. Lawrence Cities Initiative’s mission is to protect, restore, and promote the Great Lakes and St. Lawrence River to sustain the health and vitality of the Jim Carruthers communities that surround them. Joining will provide you with the opportunity to: Mayor, Traverse City, MI George Cornell • Become a leader in the region on sustainability and economic development; Mayor, Township of Tiny, ON • Be part of a powerful political group of U.S. and Canadian mayors working to protect the Sam Cunningham waters and communities of the Great Lakes and the St. Lawrence River region; Mayor, Waukegan, IL • Collaborate with peers, policymakers, and experts on issues affecting the region and find Michael Duggan solutions to challenges facing waterfront communities; Mayor, Detroit, MI • Access and share best practices on key issues, including grant and funding opportunities, Lori Lightfoot legislation, research, and shoreline and water infrastructure project opportunities; and Mayor, Chicago, IL • Lead and represent municipal interests in policy-making arenas and speak collectively to Suzie Miron impact decisions in Washington, DC and Ottawa. Councillor, Montreal, QC And the best part is that membership for new cities has been discounted by 25%. Annual dues are Jerome Prince based on each city’s population and can be billed on an annual or quarterly schedule. By joining in Mayor, Gary, IN April, we will be able to offer you another 25% off your 2021 membership. Please see the Robert Restaino application in this box for detailed pricing. Mayor, Niagara Falls, NY Brian Saunderson Enclosed you will find a complimentary book and information about our organization. The book, Mayor, Collingwood, ON The Death and Life of the Great Lakes, is by Dan Egan, a reporter at the Milwaukee Journal Sentinel. He has twice been a finalist for the Pulitzer Prize and has received the Alfred I. duPont–Columbia Mitch Twolan Mayor, Township Huron-Kinloss, ON University Award, one of the most prestigious awards in journalism. Mr. Egan is one of the leading journalists covering Great Lakes issues and I am sure you will enjoy his book. Jonathan Altenberg Executive Director I hope you will join our organization and be part of our collective effort to strengthen the economic and environmental health of Great Lakes and St. Lawrence cities. Please contact me or go to www.glslcities.org/membership/ for more information. P.O. Box 1332 New Lenox, IL 60451 312.201.4518 Best regards, www.glslcities.org Mayor Michael Vandersteen, Sheboygan, Wisconsin Chair, Great Lakes and St. Lawrence Cities Initiative [email protected] Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Page 78 of 99 GREAT LAKES AND ST. LAWRENCE CITIES INITIATIVE L’ALLIANCE DES VILLES DES GRANDS LACS ET DU SAINT-LAURENT The Great Lakes and St. Lawrence Cities Initiative is a major, positive presence in decision making and actions related to the greatest freshwater resource in the world. Since its founding in 2003, the organization has provided a powerful, collective voice for our region’s mayors and helped protect, restore, and sustain the Great Lakes and St. Lawrence River and strengthen the economic vitality of the cities along their shores. The Cities Initiative’s major accomplishments include: • Forging a coalition of close to 100 mayors representing more than 17 million residents, spanning two countries, two provinces and eight states – all speaking with one voice; • Increasing the regional profile of member mayors and their municipalities and gaining recognition for their accomplishments in protecting the Great Lakes and St. Lawrence River; • Leading federal funding initiatives in Canada and the United States for critically needed climate adaptation, water infrastructure and erosion mitigation programs; • Drawing attention to the vital connection between environmental health and economic prosperity; and • Building awareness on key priorities, such as ballast water control and invasive species protection, water level fluctuations, shoreline erosion, public access to waterfronts, effective beach standards, infrastructure investment, and revitalization of contaminated sites. The Cities Initiative represents and speaks on behalf of Great Lakes and St. Lawrence River mayors in important regional agencies, committees and boards, including the: International Joint Commission Great Lakes Fishery Commission Great Lakes Commission Great Lakes Advisory Board Great Lakes Executive Committee among others glslcities.org/membership I P.O. Box 1332 New Lenox, IL 60451 I 312.201.4518 Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Page 79 of 99 GREAT LAKES AND ST. LAWRENCE CITIES INITIATIVE L’ALLIANCE DES VILLES DES GRANDS LACS ET DU SAINT-LAURENT Over the years the Cities Initiative has influenced the policy agenda for the Great Lakes and St. Lawrence River, including the following accomplishments: • Asian Carp Protection – Worked collaboratively • Action Plan to Protect the Great Lakes and with the Great Lakes Commission and Great Lakes St. Lawrence 2020-2030 – Collaborated with Fishery Commission to prevent Asian carp and other regional organizations to recommend other invasive species from moving through the key initiatives to guide Canadian policy for the Chicago Area Waterway System between the Great Lakes and St. Lawrence River; Mississippi River basin and the Great Lakes; • Memorandum of Cooperation for the Canada- • Economic Stimulus – Advocated for billions of Ontario Agreement – Signed an agreement dollars in economic stimulus funds to accelerate with the Ontario Ministries of Environment recovery from the COVID-19 pandemic; and Climate Change, Natural Resources, and • Sustainability – Implemented the Green Cities Agriculture, Food and Rural Affairs establishing Transforming Towards Sustainability program a strategic partnership between municipalities (Green CiTTS) to promote and expand sustainable and government to collaborate on Great Lakes practices by providing training, funding, research decisions; opportunities and demonstration projects • Canada Water Agency – Supported the creation focused on stormwater management, sustainable of the new agency and contributed to the municipal water management and climate development of its policies and programs; adaptation and resiliency; • Water Conservation Framework – Launched • Climate Change Resiliency and Adaptation – an effort to reduce water use in cities by Developed a one-stop service to provide data, 15% between 2000 and 2015, with members share best practices and help cities adapt to collectively reducing water consumption by 19%, climate change; saving over 123 billion gallons of water; • Beaches – Advanced beach management • Water Equity Initiative – Leading the way in awareness and implementation of best practices strengthening water equity in some of the most to reduce toxins while protecting environmental underserved communities in our region. Fighting and public health; to eliminate lead water lines in city infrastructure, • Microbeads – Encouraged the creation of laws modernize water delivery and ensure affordable banning plastic microbeads from personal care water for all residents in our region; and products, leading to a recent nationwide ban in • Coast Guard Live Fire Exercises – Led a successful the United States and in Canada; effort to stop U.S. Coast Guard live-fire exercises on • Great Lakes Restoration Initiative – Helped create the Great Lakes, which were adding large amounts and sustain this highly successful restoration of lead and other contaminants to the water. program, which has invested nearly $4 billion to restore the Great Lakes, including cleaning up the most heavily degraded areas in Great Lakes cities; glslcities.org/membership I P.O. Box 1332 New Lenox, IL 60451 I 312.201.4518 Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Page 80 of 99 GREAT LAKES AND ST. LAWRENCE CITIES INITIATIVE L’ALLIANCE DES VILLES DES GRANDS LACS ET DU SAINT-LAURENT Membership Application Form I would like to join with other mayors from the United States and Canada, all around the Great Lakes and St. Lawrence River, to advance the protection and restoration of this outstanding resource. The quality of life and economic well being of our citizens and visitors are closely tied to maintaining the integrity of the Great Lakes and St. Lawrence River in the future. Date (MM/DD/YYYY) City Mayor Email Address Mayor Contact Information: Address (No. and Street) City, State/Province, Postal/Zip Code Phone No. (XXX-XXX-XXXX) Cell No. (XXX-XXX-XXXX) City Website Primary Staff Contact Information: Name and Title Address (No. and Street) City, State/Province, Postal/Zip Code Email Address Phone No. (XXX-XXX-XXXX) Cell No. (XXX-XXX-XXXX) The Cities Initiative offers a 25% discount on first-year membership dues. * Join by April 1, 2021 to receive an additional 25% off the new member rate. *ADDITIONAL *ADDITIONAL Population of City Annual Dues 25% DISCOUNT DISCOUNT Population of City Annual Dues 25% DISCOUNT DISCOUNT 0—1,000 $550 $412.50 $309.38 75,000—100,000 $5,500 $4,125.00 $3,093.75 1,000—2,500 $1,100 $825.00 $618.75 100,000—250,000 $7,700 $5,775.00 $4,331.25 2,500—5,000 $1,650 $1,237.50 $928.13 250,000—500,000 $11,000 $8,250.00 $6,187.50 5,000—10,000 $2,200 $1,650.00 $1,237.50 500,000—1,000 000 $16,500 $12,375.00 $9,281.25 10,000—25,000 $2,750 $2,062.50 $1,546.88 1,000,000—2,000,000 $22,000 $16,500.00 $12,375.00 25,000—50,000 $3,300 $2,475.00 $1,856.25 2,000,000—3,000,000 $27,500 $20,625.00 $15,468.75 50,000—75,000 $4,400 $3,300.00 $2,475.00 Canadian dues will be paid in Canadian dollars and U.S. dues in Please remit checks to: For more information contact: U.S. dollars. Counties or Regions may join at half the price if cities Great Lakes & St. Lawrence Cities Initiative Jonathan Altenberg, Executive Director representing more than half of their population are already members. P.O. Box 1332 New Lenox, IL 60451 [email protected] glslcities.org/membership Infrastructure Services - Great Lakes St. Lawrence Cities Initiative Page 81 of 99 Staff Report to Council To: Mayor Isbester and Members of Council Date: May 25, 2021 Date Decision Required by Council: n/a Prepared By: Wayne Taylor, Director of Public Works & Facilities Presented By: Wayne Taylor, Director of Public Works & Facilities Re: Infrastructure Services (Facilities) – Decommissioned Rail Line Iron Reclamation. Staff Recommendation: That Council receive for information the Infrastructure Services (Facilities) – Decommissioned Rail Line Iron Reclamation Report; And further that Council authorize a RFP for the removal of all rail related iron on the Town owned portions of the below map; And further that Council approve a Facilities reserve account for all funds received; And further that Council direct staff to present a power point presentation after the reclamation is complete to discuss potential uses, available budget, and next steps. Financial Implications: Initially when undertaking research for this project iron prices were at $100/ton thus making the removal of materials somewhat cost prohibitive. Current metal prices are approximately $300/ton (Upwards to $400/ton if processed) therefore it is recommended to move forward at this time. Accessibility Implications: This report may be available in alternate format upon request. Information Technology Implications: Upon review, there are no information technology implications. Energy Management Implications: Upon review, there are no energy management implications. Infrastructure Services (Facilities) – Decommissioned Rail Line Iron Rec... Page 82 of 99 Discussion: There are 4.67kms of rail trail North of Dairy Ave to our eastern municipal boarder with Stone Mills and a docking spur south of Good Year Ownership. Rail is this area is estimated at greater than 520 tons and is valued at $150,000, less removal labour and costs. Scrap metal is currently in high demand thus giving the Town the opportunity to explore alternative ways to fund recreation initiatives. Infrastructure Services (Facilities) – Decommissioned Rail Line Iron Rec... Page 83 of 99 Staff Report to Council To: Mayor Isbester and Members of Council Date of Meeting: May 25, 2021 Date Council Decision is Required: May 25, 2021 Prepared By: Paul Dowber, General Manager Financial Services/Treasurer Presented By: Paul Dowber, General Manager Financial Services/Treasurer Re: Financial Services - 2021 Q1 Financial Results Staff Recommendation: THAT Council receives for information the 2021 Q1 Budget vs Actuals report. Financial Implications: Financial implications are contained within the body of this report. Accessibility Implications: This report may be available in alternate format upon request. Information Technology Implications: Upon review, there are no information technology implications. Communications Implications: This report will be available on the website on agendas and minutes. Discussion: The Council approved operating 2021 budget was $22,542,041 of expenses to be funded by: • $13,567,033 through municipal property taxes o $13,307,033 from current property owners as of 2020 Financial Services - 2021 Q1 Financial Results Page 84 of 99 o $260,000 of growth acknowledged during 2020 • $8,975,008 of other revenues o OMPF and other government transfers o Payments in Lieu o Permits o Bag Tags o Rentals etc. As of March 31, 2021, or 25% of the way through the fiscal year, we have received $3.7M or 17% of the budgeted revenues and recognized $4.3M or 19% or the budget expenses, as per appendix “A”. Appendix “B” provides departmental financial results: Appendix B Item % of budget Notes used Payments in Lieu 1% • PIL billing generally go out end of summer/fall OMPF 25% • On track Other Municipal 15% • Penalties and Interest at 20% due to higher Revenue collection rates • Supplemental billings tend to be light in Q1 • Additional investment interest will be recognized at year end PUC Interest 112% • Several bonds in the portfolio matured very close together • We will likely see additional revenues close to year end and will taper off in 2022 Surplus 0% • Utilization of previous year’s surplus will only be recognized at year end • The five-year operating plan sees this phased out by 2025 Admin Expenses 19% • Purchases are traditionally lighter in Q1 • Majority of insurance charges recognized in Q2 Finance 19% • Increased tax certificate revenues at 44% of yearly budget due to high volume of property sales • Purchases are traditionally lighter in Q1 Clerk 14% • No marriage licenses needed in Q1 • Membership and education deferred due to staffing changes IT 10% • Software maintenance agreements will be recognized later in the year Police 26% • Expenses on track Financial Services - 2021 Q1 Financial Results Page 85 of 99 • Revenues lighter in Q1 Fire 17% • Public education not utilized due to restrictions • Many expenses lower due to Covid-19 • Lease and insurance costs will be recognized in Q2 • Purchases are traditionally lighter in Q1 Animal Control and 16% • Dog tag revenues higher in Q1 By-Law • By-Law had low staffing costs and utilization of expenses due to staffing changes • Animal Control expenses on track Conservation 65% • Majority of operating levy paid in Q1 Authority • Revenues are transfers from Conservation Reserves to support additional QC capital projects Building 24% • On track Land Use Planning 15% • Residential fees and service charge revenues are higher in Q1 matching the activity in the housing market • This uptick is not predicted to last throughout the year • Expenses are on track Roads maintenance 6% • Timing issue with own vehicle use charges to capture machine hours, revenue portion is much large than expense • Insurance charges to be recognized in Q2 • Very low fuel charges in Q1 • Expenses to increase inline with increased roads activities in Q2 and Q3 Winter Control 55% • In line with season activities • Expenses will remain static until start of snow season end of 2021 County Roads 16% • On track Solid Waste 10% • Bag tag revenues lower in Q1 than predicted • RPRA Provincial Grant revenues to be received later in the year • Tipping fee revenues lower in Q1 • Waste Disposal Water Street project awaiting direction from MECP Parks and Facilities 16% • Purchases are traditionally lighter in Q1 Admin Financial Services - 2021 Q1 Financial Results Page 86 of 99 Programming -15% • Allowed Napanee soccer club to use online registration to help them during Covid 19 • The town will cut them a cheque once registration closes in May and Q2 results will be more in line with Town activities Arena 14% • Expenses lower in Q1 due to lower usage Splashpad 4% • Activity to increase in warmer months Municipal Building 21% • Leased properties on track • Decreased activities at North and South Fred contribute to lower revenues and expenses Parks/Ball Fields 12% • Activities to increase in warmer months Economic • Slightly higher expenses in Q1 Development/Tourism Health and Safety 19% • There is a timing difference in Doctor recruitment • Revenues will transfer from reserves to match expenses in Q2 • Health and Safety activities delayed in Q1 Cemeteries -9% • Burials revenues higher in Q1 • Expenses will increase with an increase in maintenance activities in warmer months Respectfully Submitted, Paul Dowber, CPA, CGA General Manager Financial Services/Treasurer Financial Services - 2021 Q1 Financial Results Page 87 of 99 Appendix A The Town of Greater Napanee Budget Actuals % Municipal Tax Levy Revenues (13,567,033) (2,158,073) 16% Non-Tax Based Revenues (8,975,008) (1,584,818) 18% (22,542,041) (3,742,891) 17% Expenses 22,542,041 4,312,113 19% Financial Services - 2021 Q1 Financial Results Page 88 of 99 Appendix B The Town of Grea 2021 Budget Q1 Actuals % Payments in Lieu (188,720) (1,519) 1% OMPF (1,633,900) (408,475) 25% Other Municipal Revenue (888,232) (131,594) 15% PUC Interest (40,000) (44,996) 112% Surplus (350,000) 0 0% Admin Expenses 2,019,751 389,638 19% Council Revenues 0 (490) 0% Council Expenses 234,020 29,709 13% Total Council 234,020 29,219 12% Finance Revenues (10,000) (4,380) 44% Finance Expenses 470,784 92,846 20% Total Finance 460,784 88,466 19% Clerk Revenues (43,600) (4,200) 10% Clerk Expenses 499,913 68,482 14% Total Clerk 456,313 64,282 14% IT Expenses 478,639 46,603 10% Police Revenues (100,000) (6,563) 7% Police Expenses 4,161,226 1,043,252 25% Total Police 4,061,226 1,036,689 26% Fire and Emergency Planning Revenues (77,560) (16,371) 21% Fire and Emergency Planning Expenses 2,323,692 393,074 17% Total Fire and Emergency Planning 2,246,132 376,703 17% Animal/By-Law Revenues (61,000) (24,411) 40% Animal/By-Law Expenses 227,551 50,311 22% Total Animal/By-Law 166,551 25,900 16% Conservation Authority Revenues (12,520) 0 0% Conservation Authority Expenses 208,436 126,532 61% Total Conservation Authority 195,916 126,532 65% Building Inspection Revenues (370,260) (90,170) 24% Building Inspection Expenses 479,747 116,991 24% Financial Services - 2021 Q1 Financial Results Page 89 of 99 Appendix B Total Building Inspection 109,487 26,821 24% Land Use Planning Revenues (44,880) (34,600) 77% Land Use Planning Expenses 292,926 72,944 25% Total Land Use Planning 248,046 38,344 15% Roads Maintenance Revenues (705,926) (321,197) 46% Roads Maintenance Expenses 3,380,303 480,450 14% Total Roads Maintenance 2,674,377 159,253 6% Roads Winter Control Revenues (181,613) 0 0% Roads Winter Control Expenses 869,186 375,116 43% Total Roads Winter Control 687,573 375,116 55% County Roads Revenues (1,123,368) (250,183) 22% County Roads Expenses 580,959 160,864 28% Total County Roads (542,409) (89,319) 16% Solid Water Revenues (1,015,786) (174,328) 17% Solid Waste Expenses 1,682,915 237,873 14% Total Solid Waste 667,129 63,545 10% Parks and Fac Admin Revenues 0 (1,097) Parks and Fac Admin Expenses 509,888 82,743 16% Total Parks and Fac Admin 509,888 81,646 16% Programming Revenues (46,000) (29,406) 64% Programming Expenses 170,821 10,102 6% Total Programming 124,821 (19,304) -15% Arena Revenues (1,413,042) (267,547) 19% Arena Expenses 2,097,671 362,658 17% Total Arena 684,629 95,111 14% Total Splash Pad Expenses 27,670 1,120 4% Municipal Buildings Revenues (66,309) (10,567) 16% Municipal Buildings Expenses 357,968 70,407 20% Total Municipal Buildings 291,659 59,840 21% Parks/Ball Field Revenues (49,390) (10,567) 21% Parks/Ball Field Expenses 556,598 70,407 13% Total Parks/Ball Fields 507,208 59,840 12% Economic Development/Tourism Revenues (4,500) 0 0% Financial Services - 2021 Q1 Financial Results Page 90 of 99 Appendix B Economic Development/Tourism Expenses 147,949 45,203 31% Total Economic Development/Tourism 143,449 45,203 32% Health and Safety Revenues (46,500) (1,479) 3% Health and Safety Expenses 190,461 28,617 15% Total Health and Safety 143,961 27,138 19% Cemeteries Revenues (55,500) (12,263) 22% Cemeteries Expenses 174,000 1,374 1% Total Cemeteries 118,500 (10,889) -9% Financial Services - 2021 Q1 Financial Results Page 91 of 99 Staff Report to Council To: Mayor Isbester and Members of Council Date of Meeting: May 25, 2021 Date Council Decision is Required: May 25, 2021 Prepared By: Paul Dowber, General Manager Financial Services/Treasurer Jeff Cuthill, Director Capital Works Presented By: Paul Dowber, General Manager Financial Services/Treasurer Re: Financial Services - Asset Management Software Staff Recommendation: THAT Council receives for information the Asset Management Software report; AND FURTHER THAT Council approves ERIS, Cityworks and Assetic as provided through the County of Lennox and Addington for the Town’s Asset Management strategy. Financial Implications: Implementing Asset Management software through the County will not affect the Town of Greater Napanee budget as the 40% of the costs will come to the Town ratepayers through the County portion of the tax bill. Accessibility Implications: This report may be available in alternate format upon request. Information Technology Implications: Upon review, there are no information technology implications. Communications Implications: Both projects have communication and signage requirements. Financial Services - Asset Management Software Page 92 of 99 Background: Asset Management (AM) software is required to assist staff in meeting legislative requirements and to produce the best efficiencies in doing the right work on assets, at the right time for the lowest overall cost. The General Manager Financial Services/Treasurer pursued a grant with FCM for AM and work order software as presented to Council in July 21, 2020 through resolution 340/20. The funding application was based on a quote for AM and Work Order software from Public Sector Digest (PSD). The application did not name a specific software with the intention of issuing an RFP to meet procurement requirements. At the same time, the County of Lennox Addington issued an RFP for similar services through the County TAC group, which they awarded to ESRI, Cityworks and Assetic. PSD’s Citywide and Assetic are the two largest financial platforms for long term AM financial planning. The County has resolved to purchase ESRI, Cityworks and Assetic for the County and the lower Tiers to be billed on the County portion of the tax bills. Discussion: The County AM and Workorder software will be paid by the County and will not affect the Town’s budget. The Town of Greater Napanee property owner’s pay approximately 40% of the County levy based on the overall percentage of Current Value Assessment. The Town’s portion of the County costs on the Greater Napanee tax bills are: County Cost Greater Napanee (40%) Capital Outlay 204,875 81,950 Yearly Costs Yearly Cityworks Maintenance 60,600 24,240 Yearly Assetic Maintenance 27,000 10,800 Cityworks hosting fee 18,000 7,200 Total 105,600 42,240 Financial Services - Asset Management Software Page 93 of 99 The FCM grant application was based on the following cost quote from PSD: Capital Cost $102,300 Less Funding 50,000 Municipal portion of Capital Outlay 52,300 Yearly Maintenance $22,500 Teaming with the County provides a similar platform with the County, Stone Mill and Addington Highlands (Loyalist has been using PSD’s software for 10 years). It is felt that having a large portion of the Countywide TAC group on the same platform will provide efficiencies with managing the roads and bridges long term plans. Town staff are familiar with the ERSI GIS platform and have been involved with information sessions with ESR, Cityworks and Assetic through the County. Attached is the County report as presented by Chris Wagar at the Town’s regular meeting of Council April 13, 2021. Respectfully Submitted, Paul Dowber, CPA, CGA General Manager Financial Services/Treasurer Jeff Cuthill, Director Capital Works Financial Services - Asset Management Software Page 94 of 99 Appendix A Staff Report to County Council Prepared by: Chris Wagar, Director, Infrastructure Services Subject: Enterprise Asset Management Solution Date: March 23, 2021 Recommendation: That the March 23, 2020 – staff report re: Enterprise Asset Management Solution (Director, Infrastructure Services; Director, Financial Services; Manager, IT Services) be noted and received; and further, That Council direct staff to award the contract to provide an Enterprise Asset Management Solution (RFP No. 2020-16) to Esri Canada Ltd. in the amount of $204,875.00 excluding HST. Preamble: The County of Lennox & Addington currently owns and operates assets which were acquired or constructed at a cost of $238,883,300 that support the provision of a wide range of services to the community; roads, social housing, long term care and paramedic services. This equates to an average investment of $14,000 per household or $5,700 per resident. The replacement value of County’s assets is nearly one billion dollars. The County recently requested proposal submissions to provide an enterprise asset management (EAM) solution that meets the County’s requirements and helps to ensure that the County is in compliance with O. Reg. 588/17. The overall goal of the EAM is to support evidence based decision making and enhance reporting on County assets. Seven proponents submitted proposals. The proponents are as follows; • Esri Canada Ltd. • Univerus • Elevotec Inc. • Public Sector Digest • Assetic • Nadine International • SSG Insight Canada • Trans-Plan Inc. • CREO Solutions The implementation of this project is expected to take place in multiple phases over a few years. Financial Services - Asset Management Software Page 95 of 99 Appendix A Information/Discussion/Analysis: Shortly after 2:00:00 pm on November 18, 2020, County staff met to open the proposals received. The following weighted assessment criteria was used to evaluate each accepted proposal; 70% - Initial Review Company Profile, Experience (10%) Functional Requirements (35%) Implementation and Schedule (5%) Training and Support (5%) Security and Technical Requirements (5%) Pricing - implementation costs and ongoing annual costs (10%) After staff completed their initial review, a list of proponents were short listed for a more detailed review including a demonstration from each of the short listed proponents. The remaining 30% was weighted as follows: 30% - Short Listed Review Demonstration (20%) Best and Final Offer Pricing (10%) After the demonstrations, County staff completed their review using the above criteria resulting in the following overall rankings: Bidder Ranking After Weighted Assessment Esri Canada Ltd. 1st Public Sector Digest 2nd Assetic 3rd Univerus 4th Although the short listed proponents met the requirements of the RFP, Esri Canada Ltd. ranked first by being one of the less costly solutions and scoring the highest in functional requirements by being able to provide the least amount of integration effort with our existing GIS platform and developed tools. Project Implementation and Approach Esri Canada has proposed a three-phased plan for the implementation of the Enterprise Asset Management (EAM) Solution. Their proposed implementation approach breaks core tasks and deliverables into manageable, achievable and cost-effective work packages. Phase 1 The first phase is focused on establishing a robust asset data model and centralized asset repository, which includes supporting the County and participating lower-tier municipalities with the migration of asset data to the County’s existing Esri ArcGIS solution and review of its current data inventory. Financial Services - Asset Management Software Page 96 of 99 Appendix A Phase 2 The second phase is focused on fulfilling identified Asset Management requirements such as lifecycle-management and asset accounting. Assetic Predictor is integrated with and consumes the data within Esri’s ArcGIS. Once sufficient data is compiled on an asset class, the models may be configured and built. As such, Phase 2 may run in parallel or in succession with Phase 1. Phase 3 The third phase is focused on fulfilling the Work Order Management requirements with the implementation of Cityworks Asset Management System (AMS). The implementation approach for Cityworks AMS is described within this section to provide clarity on the end-to-end proposed approach. Opportunity for Municipal Modernization, Collaboration, and Economies of Scale During our discussions with Esri Canada Ltd. it was brought to our attention that the price submitted ($122,943.00) for Phase 1 & Phase 2 Implementation (including Assetic Predictor) includes any of our lower-tier municipalities that would be inclined to join the County’s Enterprise License Agreement for the Cityworks Solution through the County of Lennox & Addington. Currently all of our member municipalities have the ELA and use Esri in some manner for their asset database. Therefore an integrated solution will lower software costs for our lower-tier municipalities and help simplify business processes. Historically, L&A County municipalities have been working together on asset management initiatives through TAC Committee recommendations involving various roadside assets inventories, applications deployments (i.e. initially Sign Manger and more recently ROAM MMS Compliance) and shared licensing purchases like Esri ELA and Automated Vehicle Location, or purchased communal resources like road salt, asphalt works, Teranet parcel fabric, easements and DRAPE imagery. In outlining the many requirements of Ontario Regulation 588/17, limited conversations have occurred regarding the benefits of each municipality in L&A County using the same condition rating and asset management software to achieve legislated requirements. Some benefits of a shared solution are as follows: • Cost to taxpayers o Shared savings based on economy of scale Optimize software licensing to the benefit of taxpayers o • Efficiencies o Improvement of asset data primarily through significantly less data silos improving both asset management and financial decision making o Consistent practises across organizations o Promote collaborative proactive approach to asset management (departmentally and organizationally) o Reduce duplication of efforts/data, rendering timely data information o Maintain web/cloud-centric solution with complete integration with existing corporate Esri platform • Shared Expertise o Share functional management expertise across the County and across the lower-tier municipalities o In-house staffing knowledge base that can share functional and technological expertise and resources Financial Services - Asset Management Software Page 97 of 99 Appendix A Opportunity for Municipal Modernization - Development and Approvals Project (DAP) Through the Municipal Modernization Program working group, Lennox and Addington recently completed a third party, independent analysis of development approvals processes across all five municipalities. The central feature of the review was the recommendation to immediately implement a portal / workflow tool. The goal of the portal / workflow tool is to modernize the development approvals process that creates a consistent, streamlined processes across all municipalities. County staff recognizes that the Asset Management Software could potentially be different from the Development Approvals Process software. Esri Canada does provide a software called Cityworks PLL (Permits, Licensing, and Land) that is a separate product that has the potential to meet the needs of our DAP requirements. These costs are separate from the costs submitted in the proposal and staff recognize that there is not an economy of scale in combining the two software packages. Upon the approval of the Development Process Modernization Review in principle by the local municipalities, the Steering Committee comprised of County and Local Municipal staff will develop a workflow tool and electronic portal implementation strategy that will select the best tool for our municipalities. Financial Impact: As this is a multi-year project with a phased approach, the financial breakdown is as follows; Implementation ($204,875.00) • 2021 Phase 1 & 2 = $122,943.00 • 2022 Phase 3 = $81,932.00 Ongoing Licensing and Maintenance (2020 - $105,600) Ongoing annual operating and maintenance costs after completing implementation are as follows: • ELA with Esri Canada for CityWorks = $60,600 (2021), $61,680 (2022) & $62,950 (2023) • Assetic Predictor = $27,000 • CityWorks Hosting fee (based on 200 seats) = $18,000 As this breakdown includes implementation, use, and ongoing costs, County staff are recommending that the County of Lennox & Addington be responsible for all costs associated with the above breakdown. Lower-tier added cost note: Each municipality will be responsible for any deviations or modifications of an asset class outside of the County’s implementation. Connection to Strategic Priorities: Maintain Infrastructure Excellence (Pride in our fiscal and environmental stewardship) Approvals: Brenda Orchard, Chief Administrative Officer Approved – March 23, 2021 Mission To enhance the quality of life and sense of place in Lennox and Addington through teamwork, innovation, sustainability and customer service excellence. Vision To be a vibrant, viable and healthy community celebrating our rich historic and natural assets while supporting opportunities for future generations. Financial Services - Asset Management Software Page 98 of 99 THE CORPORATION OF THE TOWN OF GREATER NAPANEE BY-LAW NO. 2021-0032 Being a By-Law to Confirm the Proceedings of the Council of The Corporation of the Town of Greater Napanee at its Regular Session held on May 25th, 2021 WHEREAS Section 5 of the Municipal Act, 2001, S.O. 2001, c.25, as amended (the “Municipal Act, 2001”), gives Council the authority to exercise the powers of the municipal corporation and requires that the powers of every Council are to be exercised by by-law; AND WHEREAS Council has passed By-law No. 08-01, being a By-law to Govern the Calling, Place and Proceedings of Council and Committees of Council and the Conduct of its Members; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Greater Napanee at this meeting be confirmed and adopted by by-law; NOW THEREFORE the Council of the Corporation of the Town of Greater Napanee enacts as follows: 1. That the actions of the Council of the Corporation of the Town of Greater Napanee, at its Regular Session held on May 25th, 2021 in respect of each motion and resolution passed and other actions taken by the Council of the Town of Greater Napanee at this meeting, are hereby adopted and confirmed, as if all such proceedings were expressly embodied in this by-law. 2. That the proper officials of the Town of Greater Napanee are hereby authorized and directed to do all things necessary to give effect to the actions of the Council of the Town of Greater Napanee, referred to in the preceding section. 3. That the Mayor, or in the absence of the Mayor, the Deputy Mayor and the Clerk, or in the absence of the Clerk, the Deputy Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of the Town of Greater Napanee. 4. That this by-law shall come into force and take effect on the day of its final passing. Read a first and second time and finally passed this 25th day of May, 2021. ______Marg Isbester, Mayor Lyndsay Tee, Deputy Clerk A By-law to Confirm the Proceedings of the Council of the Corporation of... Page 99 of 99