Township of Central Frontenac Regular Council

Central Frontenac Regular Council December 10, 2019 – 4:00 PM 1107 Garrett Street, Sharbot Lake On

AGENDA Page

1. Call to Order

2. Approval of Agenda a) Agenda for council meeting December 10th 2019 THAT the agenda for the council meeting December 10th, 2019 be approved as presented [amended].

3. Disclosure of Pecuniary Interest and General Nature Thereof

4. Approval of Minutes 8 - 19 a) Minutes from council meeting November 26 2019 THAT the minutes from the council meeting November 26, 2019 be approved as presented [amended]

5. Appointment of Deputy Mayor a) Call for Nominations THAT ______be nominated for appointment of Deputy Mayor for the Township of Central Frontenac for the 2020 year.

b) Presentation from nominee(s)

c) Election of Deputy Mayor THAT ______be appointed as Deputy Mayor for the Township of Central Frontenac for the 2020 year.

6. Mayor's Remarks

7. Deferred Items

8. Staff Reports/Departmental Updates 20 - 21 a) DEVELOPMENT SERVICES 201-2019 Construction Details - November, 2019

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THAT Council receive the Construction Details - November 2019 report prepared by the Chief Building Official for information.

22 - 23 b) PUBLIC WORKS 202-2019 - Public Works Activity Report THAT Council receive the Public Works Activity Report as prepared by the Public Works Manager dated December 10, 2019 for information.

24 - 25 c) FIRE AND EMERGENCY SERVICES 203-2019 CFFR Activity Report THAT Council receive for information the CFFR Activity Report.

26 d) FIRE AND EMERGENCY SERVICES 204-2019 -Tanker T441

THAT Council receive the A/Manager of Emergency Services report on Tanker T441 for information.

27 - 32 e) TREASURY 205-2019 Apportionment of Taxes Report That Council approve the following apportionments of assessment as recommended by MPAC for 2018, 2019, and 2020 as applicable for the following roll numbers:

10-39-040-060-14200-0000, 10-39-040-060-14300-0000, 10-39-040- 060-14603-0000, & 10-39-040-060-14900-0000.

33 f) TREASURY 206-2019: Section 357/358 Applications That Council for the Township of Central Frontenac approve the following reduction of Assessments pursuant to the Municipal Act.

Roll Number 10-39-080-020-05900-0000 Crawford, Phil for the period of August 8 - December 31, 2019 as reported by MPAC. Reason – Razed by fire, demolition or otherwise - (357)(1)(d)(i).

And further that Council approve an adjustment of taxes to be calculated by the tax department for the related period.

34 - 36 g) TREASURY 207-2019 2019 Unfinished Projects transfer $ to Reserves That Council approve transferring to reserves the unused portion of the 2019 budgeted projects listed below as of December 31, 2019, which are to be completed in 2020;

AND also that Council approve transferring money from the Multi-Use

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Cultural Centre reserve up to $20,379 as of December 31, 2019 regarding the completion of the Multi-Use Cultural Centre.

37 - 38 h) ADMINISTRATION 208-2019 Accessibility Advisory Committee Report THAT Council receive the Accessibility Advisory Committee Report for information.

39 - 68 i) ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contract WHEREAS the Kingston Humane Society has provided information and rationale with respect to its new funding model,

AND WHEREAS other locations such as Lanark Animal Welfare Society or Napanee have been investigated and are unable to offer pound services;

NOW THEREFORE BE IT RESOLVED THAT Council authorize the Mayor and Clerk-Administrator to finalize and sign the new contract with Kingston Humane Society as presented

69 - 70 j) ADMINISTRATION 210-2019 Potential Sale of Land - 1023 Mill Road Mountain Grove WHEREAS Council passed resolution 416-2019 on October 22, 2019 deferring the decision to declare the property at Pt Lt 13 Con 3 Olden as in FR409256 surplus pending communication with Eastern Ontario Trails Alliance (EOTA) and North Frontenac Telephone Company (NFTC);

AND WHEREAS direction from council was sought from staff as to what process and conditions should be incorporated into a possible sale of this property;

AND WHEREAS staff have circulated to EOTA and NFTC for comments, and no further comments have been received from them or from council;

NOW THEREFORE BE IT RESOLVED THAT Council declare said property surplus, obtain an appraisal of fair market value, and direct staff proceed with negotiating a sale of the property to Hubert Gray and Sylvia Gray as a lot addition to their adjoining property;

AND FURTHER THAT the Clerk-Administrator be delegated authority to finalize the registration of easement in favour of NFTC, the agreement of

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purchase and sale, including any terms and conditions deemed appropriate;

AND FURTHER THAT the Mayor and Clerk-Administrator sign the necessary sale documentation to complete the transaction.

71 - 79 k) ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy WHEREAS Section 270(1) requires a municipality to adopt and maintain policies relating to its sale and other disposition of land;

AND WHEREAS our existing policy is over ten years old, is not reflective of current legislative requirements nor does it provide specific guidelines as to the method by which land should be sold,

AND WHEREAS there has been some interest expressed in various municipal properties such that it would be prudent to have a policy in place so that these requests are dealt with consistently, fairly and transparently

NOW THEREFORE BE IT RESOLVED THAT Council review the draft policy attached to this report and provide feedback to staff so that staff can bring back a final draft policy in January for approval

80 - 102 l) ADMINISTRATION 212-2019 Records Management Policy and Update to Record Retention By-Law WHEREAS the Municipal Act, S. 254(1) requires municipalities to retain and preserve records in a secure and accessible manner;

AND WHEREAS one of the specific goals from the Strategic Plan was to implement an electronic filing system;

AND WHEREAS the Township subscribes to The Ontario Municipal Records Management System (TOMRMS) and will be implementing software in 2020 to organize the electronic storage and management of records as organized through TOMRMS;

AND WHEREAS as a result of the new system, our 2013 Record Retention By-Law requires updating, and a policy to govern records management needs to be adopted;

NOW THEREFORE BE IT RESOLVED THAT Council receive this report for information;

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AND FURTHER THAT council review the draft Records Management Policy and draft Record Retention By-Law, and provide comments to staff no later than December 20th;

AND FURTHER THAT Council direct the Clerk-Administrator to bring back the final policy and bylaw to Council for approval in January 2020.

103 - 114 m) ADMINISTRATION 213-2019 Central Frontenac Official Plan Youth Engagement WHEREAS Council supports the production of civic and geographic literacy for residents of any age;

AND WHEREAS Council encourages all members of the community to engage with the public planning process;

NOW THEREFORE BE IT RESOLVED THAT Council receive for information the report titled, “Central Frontenac Official Plan Youth Engagement”.

9. Committee/Other Reports/Minutes 115 - 124 a) Quinte Conservation Authority THAT Council receive the minutes from Quinte Conservation Authority for its October 17, 2019 meeting for information

125 - 126 b) District 4 Recreation Committee THAT Council receive the District 4 Rec committee minutes from October 10, 2019 for information.

10. Delegations/Presentations

11. Communications/Correspondence 127 - 141 a) Correspondence THAT Council receive for information the following correspondence: a) Township of Greater Madawaska - support for allowing for electronic delegations (Nov. 18 2019); b) Town of Amherstburg to Minister of Environment Conservation and Parks declaring a Climate Emergency (Nov. 25, 2019); c) Town of Amherstburg to Ministry of Attorney General re support of joint and several liability (Nov. 25, 2019) d) EOTA Invite to Annual Christmas Luncheon e) Ministry of Agriculture Food and Rural Affairs re: trespassing on farms

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and other agri-food premises (Dec. 2, 2019) f) Town of Plympton-Wyoming to the Premier regarding Conservation Authority Levies (Nov. 29, 2019)

12. Public Meetings

13. By-laws/Agreements

14. Notice of Motions

15. Giving Notice of Motion

16. New/Other Business 142 a) Day of the Pig - THAT Council receive the information and presentation from Councillor Heese 153 regarding the Day of the Pig event,

AND FURTHER THAT ______

17. Closed Session a) Closed Session

THAT Council move into closed session to discuss matters about:

a) personal matters about an identifiable individual including municipal or local board employees pursuant to Sec. 239(2) (b); b) proposed or pending acquisition or disposition of land by the municipality or local board pursuant to Sec. 239(2) (c); c) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board pursuant to Sect. 239 (2) e); d) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board pursuant to Sect. 239 (2) e).

b) Rise and Report from closed session THAT Council rise from closed session to discuss matters about:

a) personal matters about an identifiable individual including municipal or local board employees pursuant to Sec. 239(2) (b); b) proposed or pending acquisition or disposition of land by the

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municipality or local board pursuant to Sec. 239(2) (c); c) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board pursuant to Sect. 239 (2) e); d) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board pursuant to Sect. 239 (2) e).

18. Adjournment 154 a) Adjournment THAT By-Law 2019-59 being a by-law to confirm the proceedings of the Council meeting December 10th 2019 be read a first, second and third time, and finally passed this 10th day of December, 2019;

AND FURTHER THAT the meeting be adjourned until 4:00 p.m. on January 14, 2020, at the Oso Soldiers Memorial Hall, 1107 Garrett St. Sharbot Lake ON.

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MINUTES OF THE REGULAR MEETING OF COUNCIL November 26, 2019

A regular meeting of the Council of the Township of Central Frontenac was held in the Soldiers Memorial Hall, 1107 Garrett St. Sharbot Lake on Tuesday, November 26, 2019 at 4:00 PM

Present: Mayor Frances Smith, Deputy Mayor Victor Heese, Councillors Cindy Kelsey, Tom Dewey, Sherry Whan, Bill MacDonald, Elwin Burke, Brent Cameron

Staff in Cathy MacMunn, Cindy Deachman, Michael McGovern Attendance:

1. Call to Order

a) Mayor Smith called the meeting to order at 4:00p.m.

2. Approval of Agenda

a) Approval of agenda

Mayor Smith indicated she wished to add the letter regarding the Christmas Dinner to “Other Business”.

Motion #: 446-2019 Moved By: Bill MacDonald Seconded By: Sherry Whan

THAT the agenda for the council meeting November 26 2019 be adopted as amended. Carried

3. Disclosure of Pecuniary Interest and General Nature Thereof

a) Councillor Gowdy declared a pecuniary interest in item 7a) Accounts Payable report on account of her employment with Rural Frontenac Community Services.

4. Approval of Minutes

a) Minutes of Council -November 12, 2019

Motion #: 447-2019 Moved by: Tom Dewey Seconded by: Cindy Kelsey

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

Minutes from council meeting November 26 2019 Page 8 of 154 AGENDA ITEM #a)

C. MacMunn indicated a change had been made to clarify Councillor MacDonald's comment in paragraph 9b) that there could be insurance cost savings if the theatre group was under the township's insurance umbrella.

THAT Council approve the minutes of the Council Meeting held November 12, 2019 as amended. Carried

5. Mayor's Remarks

a) Mayor Smith reminded council of the Christmas dinner with Staff November 30th, and to bring a non-perishable item for the food bank.

The Christmas parade is December 7th at 1:00. Councillors and staff are meeting at 12:30 at the office.

Festival of Trees starts next Wednesday. Victor Heese will attend the official opening on Thursday as the Mayor will be attending the Warden's wine and cheese.

The Committee of Adjustment meeting has been changed from Thursday December 12, to Wednesday December 11 to accommodate the Festival of Trees. Location for that meeting is the township office.

6. Deferred Items

a) None

7. Staff Reports/Departmental Updates

a) Finance/Treasury 189-2019 -Accounts Payable Report

Motion #: 448-2019 Moved By: Sherry Whan Seconded By: Tom Dewey

That Council approve the Cheque Distribution reports totalling $2,046,681.32 as prepared by the Treasurer. Carried

b) Finance/Treasury 190-2019 Apportionments Report

Motion #: 449-2019 Moved By: Cindy Kelsey Seconded By: Bill MacDonald

THAT Council approve the following apportionments of assessment as recommended by MPAC for 2018, 2019, and 2020 as applicable for the following roll numbers:

10-39-040-030-03100-0000, 10-39-040-030-03500-0000, 10-39-040-030-03700-0000, 10-39- 060-020-14350-0000, 10-39-060-020-14352-0000, 10-39-080-010-02300-0000, 10-39-080-010-

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

Minutes from council meeting November 26 2019 Page 9 of 154 AGENDA ITEM #a)

02400-0000, 10-39-040-040-04800-0000, 10-39-040-040-05000-0000, 10-39-080-010-21101- 0000, 0-080-010-21105-0000, & 10-39-070-010-41300-0000. Carried

c) Finance/Treasury 191-2019 Section 357/358 Report

Motion #: 450-2019 Moved By: Sherry Whan Seconded By: Bill MacDonald

THAT Council for the Township of Central Frontenac approve the following reduction of Assessments pursuant to the Municipal Act.

Roll Number 10-39-010-020-06404-0000 Trustees of the Henderson United Church for the period of January 1 - December 31, 2019 as reported by MPAC. Reason – Became exempt - (357)(1)(c)

Roll Number 10-39-020-010-21700-0000 Quiba Desiree & Da Costa, Joao Paulo for the period of September 9, 2019 - December 31, 2019 as reported by MPAC. Reason – Razed by fire, demolition or otherwise - (357)(1)(d)(i).

AND FURTHER that Council approve an adjustment of taxes to be calculated by the tax department for the related period.

Carried

d) Finance/Treasury 192-2019 Tax Sale Conducted November 7, 2019

Motion #: 451-2019 Moved By: Tom Dewey Seconded By: Sherry Whan

THAT Council receive this report on the Tax Sale that was conducted November 7, 2019 as prepared by the Treasurer for information purposes;

AND THAT Council approve for the Treasurer to write off taxes on roll # 10-39-010-020-07101- 0000 and vest the property into the ownership of the Township. Council also authorizes for the property to be merged with the neighbouring property roll # 10-39-010-020-07500-0000 that is owned by the Township from a previous tax sale in 2009 (map attached);

AND FURTHER that Council authorize the Treasurer to include roll # 10-39-010-020-03610-0000 and 10-39-040-020-00705-0000 in a Failed Tax Sale to be conducted in 2020.

Carried

e) Finance/Treasury 193-2019 Crow Lake Road Loan

Motion #: 452-2019 Moved By: Bill MacDonald Seconded By: Sherry Whan

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

Minutes from council meeting November 26 2019 Page 10 of 154 AGENDA ITEM #a)

THAT Council authorize the Mayor and Treasurer to execute a financing agreement for repayment of $1,200,000 for Crow Lake Road over 5 years with Infrastructure Ontario at an interest rate of 2.19%, subject to change until the finance agreement is signed. Carried

f) Fire and Emergency Services 194-2019 CFFR Activity Report

Motion #: 453-2019 Moved By: Sherry Whan Seconded By: Bill MacDonald

Councillor MacDonald commented he would like to see comparisions with prior years' stats. Councillor Dewey asked what the timeline for implementation of the new records management system was and if there would be much training provided.

THAT Council receive for information the CFFR Activity Report for Information.

AND FURTHER that Council authorizes the Clerk-Administrator to sign the System Acquisition, License, Implementation, Support, Maintenance and Service Agreement with CriSys Limited, as required to complete the Records Management purchase authorized in Resolution 343-2019. Carried

g) Administration 195-2019 Monument Heights - Cemetery By-Law

Councillor Whan asked if any higher monuments currently exist. Cathy MacMunn indicated there were a few that were grandfathered in prior to amalgamation and the current by-laws. No new ones have been allowed.

The main concern for the higher height relates to maintenance and safety. The higher the monument, the greater chance of it toppling over in a wind storm.

Motion #: 454-2019 Moved By: Cindy Kelsey Seconded By: Tom Dewey

WHEREAS at the November 12th, 2019 council meeting a by-law to govern the operation of Cemeteries was put forth for review;

AND WHEREAS a resident has approached staff regarding the regulated height of monuments in the proposed bylaw;

AND WHEREAS the current and proposed by-law states that a monuments to “Single, Double or Cremation lot maximum shall not exceed four feet (4’) in height as per section 8.u;

AND WHEREAS staff has considered the request and consulted with neighbouring municipalities as well as a monument supplier on the height of their monuments, which is set at four (4') feet

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

Minutes from council meeting November 26 2019 Page 11 of 154 AGENDA ITEM #a)

NOW THEREFORE BE IT RESOLVED THAT Council approve the recommendation of staff not to amend the by-law to increase the height of a monument to six (6') feet but to go forward and pass the by-law as proposed later in the meeting.

Carried

h) Administration/Economic Development 196-2019 Economic Development Committee Update

Councillor Brent Cameron presented the report. With the possible changes proposed by Highway 7 four laning, high frequency Via Rail, and high speed internet initiatives, it would be beneficial to consider proactive planning so that we can plan the village to adapt to these changes. The changes will either master us or we can master the changes. The Marysville plan is a good example of what the plan can do for creating a vision and plan for a settlement area. It makes sense to do a plan for Sharbot Lake first; then take the lessons learned and transfer it to other hamlet areas.

Mayor Smith indicated concern that we can't afford to go beyond existing staff resources, which are limited in that they do not have the time to conduct this planning process in house.

Councillor Dewey indicated he had a problem paying for more consultants and studies. He feels we have already done the consultation through the Official Plan process. He doesn't feel a secondary plan process is necessary.

Councillor Cameron agreed that the cost of a consultant process is prohibitive. He feels there is sufficient knowledge and talent within the community that should be harnessed.

Councillor Heese understands the Secondary Plan process is more specific and unique from the OP process. It is incumbent on the council to watch the Marysville plan carefully and see how it impacts their community. Our situation has a very different set of variables. We need to keep an open mind that spending the money on a plan at some point will be prudent.

Mayor Smith indicated we can investigate further with planning staff.

Motion #: 455-2019 Moved By: Bill MacDonald Seconded By: Sherry Whan

WHEREAS the Economic Development Committee has met with Megan Rueckwald and Alison Vandervelde from the County of Frontenac’s Planning and Economic Development Department regarding the Official Plan process and economic development in general;

AND WHEREAS the committee has identified some key opportunities relating to the official plan process and the revitalization of village streets to promote economic development within the township;

NOW THEREFORE BE IT RESOLVED THAT Council accept this report for information;

AND FURTHER THAT Council consider the recommendations of the committee on further consultation and investigation with planning staff.

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

Minutes from council meeting November 26 2019 Page 12 of 154 AGENDA ITEM #a)

Carried

i) Administration 197-2019 -Renewal of Kingston Humane Society Contract

Councillor Dewey indicated he doesn't support the increased fee. He asked if the Humane Society provided any reason for the change/increase. Could we look at other providers, such as Lanark County or Napanee?

It was discussed whether the contract term could be shortened, so we can investigate more cost effective options in future. Councillor Dewey is not in favour of increasing dog tag fee as a way to mitigate costs.

Cindy Deachman explained that staff had emailed KHS asking for justification for the figure, but as at the time of the meeting, no response had been received.

Motion #: 456-2019 Moved By: Tom Dewey Seconded By: Cindy Kelsey

WHEREAS the township has a contract with the Kingston Humane Society for the provision of pound services which expires December 31, 2019;

AND WHEREAS the Kingston Humane Society has provided the township with a new contract for another five year term expiring December 31, 2024;

AND WHEREAS the proposed fees will be higher than our previous contract but staff have suggested possible ways to mitigate the additional cost, which can be considered during budget deliberations;

NOW THEREFORE BE IT RESOLVED THAT Council authorize the Mayor and Clerk- Administrator to finalize and sign the new contract with Kingston Humane Society in substantially the same form and content as the draft presented.

Defeated

New motion made by Bill MacDonald, Seconded by Victor Heese that council defer the matter pending further information.

Carried.

j) Administration 198-2019 Septic Implementation Committee - By-Law Amendment and contract renewal

Councillor Cameron was not comfortable with the change not requiring the property owner or designate to be present. He believes this inspection is a great educational opportunity and we should encourage someone to be present.

Cindy Deachman indicated she understood that the inspector does encourage the property owner to be present, and provides opportunity for homeowner to reschedule for a time they can be there, if they wish. However, the Building Code doesn’t require anyone to be there, so having

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

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the requirement in the by-law makes it more onerous and challenging to complete the inspections than required.

Councillor Kelsey felt it important that the property owner be present, given they have to locate the tank lids in any event.

Councillor MacDonald recalled a situation this year where a property owner was in BC. Absent owners can have a property manager present if they cannot attend.

Councillor Cameron indicated that there could be proxy system set up, and the Lake Associations could use a buddy system to facilitate the process. How often did the issue come up?

Cindy Deachman noted that if we defer the by-law the payment of invoices would be required by the end of year, however these invoices haven’t been processed or mailed to owners yet, so we should not enforce that section of the by-law.

Motion #: 457-2019 Moved By: Bill MacDonald Seconded By: Sherry Whan

WHEREAS Council passed By-Law 2018-49 implementing a mandatory sewage inspection process in the Township;

AND WHEREAS inspections occurred in 2019 by our contractor Eric Kohlsmith from the Mississippi Rideau Septic Office (MRSSO);

AND WHEREAS based on the 2019 inspection process certain recommendation were made by the inspector and the Septic Implementation Committee at its September 9th meeting to amend the by-law in order to make the process more efficient;

NOW THEREFORE BE IT RESOLVED THAT Council adopt a by-law in early 2020 to amend By- Law 2018-49 to address these changes;

AND FURTHER THAT Council direct staff to proceed to negotiate a renewal of the contract with MRSSO for the 2020 year and bring back to council for approval. Carried

k) Administration 199-2019 Municipal Modernization Program

Councillor Dewey questioned if this wasn't a make work project as we are already doing joint projects.

Deputy Mayor Victor Heese found the document vague. He wondered what we could look at for efficiencies.

Michael McGovern also indicated that Public Sector Digest is proposing to prepare a submission on the Township’s behalf for a separate application for township delivery review.

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

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Councillor Cameron asked whether the township would be obligated to adopt the recommendations in any report resulting from this funding.

Mayor Smith indicated that generally municipalities control the decision making, but if the consultants find a way to do something, then we should probably do it.

Motion #: 458-2019 Moved By: Sherry Whan Seconded By: Bill MacDonald

WHEREAS the Minister of Municipal Affairs and Housing announced the opening of the new Municipal Modernization Program on November 1, 2019;

AND WHEREAS on November 12, 2019 we received additional information about the program including the program guidelines and advising that Intake 1 is now open and an Expression of Interest must be submitted by December 6, 2019;

AND WHEREAS the CAOs and Treasurers met on November 15th, 2019 to discuss this program further and as a result all agreed to move forward with a joint application;

NOW THEREFORE BE IT RESOLVED THAT Council support the submission of an Expression of Interest to the Municipal Modernization Program and further support a joint submission with the other Frontenac Municipalities;

AND THAT the Service Delivery Review focus on a regional wide approach to find possible service delivery efficiencies and potential cost savings

Carried

l) Administration 200-2019 Business/Project Summary

Motion #: 459-2019 Moved By: Victor Heese Seconded By: Brent Cameron

That Council receive for information the Business/Project Summary dated November 26, 2019 prepared by the Clerk-Administrator. Carried

8. Committee/Other Reports/Minutes

a) Economic Development Committee meeting held October 22, 2019

Motion #: 460-2019 Moved By: Nicki Gowdy Seconded By: Victor Heese

THAT Council receive the minutes of the October 22, 2019 Economic Development Committee meeting for information.

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

Minutes from council meeting November 26 2019 Page 15 of 154 AGENDA ITEM #a)

Carried

b) Kennebec Recreation Committee

Motion #: 461-2019 Moved By: Victor Heese Seconded By: Brent Cameron

THAT Council receive for information the Kennebec Recreation Committee minutes and financials for its October 14th meeting. Carried

c) Trail Day Report

Motion #: 462-2019 Moved By: Nicki Gowdy Seconded By: Victor Heese

That Council accept the Trail Day report prepared by Bill Bowick for information. Carried

9. Delegations/Presentations

a) None

10. Communications/Correspondence

a) Correspondence for November 26, 2019

Motion #: 463-2019 Moved By: Victor Heese Seconded By: Brent Cameron

THAT Council receive the following correspondence for information:

a. Town of Wasaga Beach -letter dated October 30, 2019 to Premier Ford re: Conservation Authority Levies b. email from the Sharbot Lake Business Group dated November 19th, 2019; c. KFL&A letter dated October 18, 2019 re Municipal Alcohol Policies d. Town of Whitchurch-Stouffville letter dated November 19, 2019 to re ban on single use disposable wipes e. information about the Rural Transportation roundtable Carried

11. Public Meetings None

12. By-laws/Agreements

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

Minutes from council meeting November 26 2019 Page 16 of 154 AGENDA ITEM #a)

a) Borrowing By-Law 2019-55

Motion #: 464-2019 Moved By: Nicki Gowdy Seconded By: Victor Heese

THAT By-Law 2019-55, being a by-law to approve the submission of an Application to Ontario Infrastructure and Land Corporation for the long-term financing of the Crow Road reconstruction be read a first, second, and third time, and finally passed this 26th day of November, 2019. Carried

b) Cemetery By-Law 2019-56

Motion #: 465-2019 Moved By: Brent Cameron Seconded By: Nicki Gowdy

THAT By-Law 2019-56, being a By-Law to Govern the Operation of Cemeteries be read a first, second and third time, and finally passed this 26th day of November, 2019. Carried

13. Notice of Motions

a) None

14. Giving Notice of Motion

a) None

15. New/Other Business

a) Temporary Road Closure for Santa Claus Parade

Motion #: 466-2019 Moved By: Nicki Gowdy Seconded By: Brent Cameron

THAT Council for the Township of Central Frontenac recognize the Santa Claus Parade organized by Lions Club, and assisted by the Oso Recreational Committee as a township- sponsored event,

AND FURTHER THAT the Council approve the temporary closure of Road 38 from the South end of Elizabeth Street to the North end of Elizabeth Street on December 7th, 2019 between 1:00 pm to 1:30pm to accommodate the parade route.

Carried

b) Christmas Dinner

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

Minutes from council meeting November 26 2019 Page 17 of 154 AGENDA ITEM #a)

Mayor Smith read the letter received regarding the Christmas Dinner on December 25th between 2:00-4:00p.m. hosted by St. James Major Catholic Church and the North Frontenac Food Bank. The letter also sought donations to help cover the costs of the meal.

Motion #: 467-2019 Moved By: Bill MacDonald Seconded By: Brent Cameron

THAT Central Frontenac Township support the Christmas Dinner provided by the Food Bank in the amount of four hundred dollars. Carried

16. Closed Session

a) Closed Session

Motion #: 468-2019 Moved By: Brent Cameron Seconded By: Nicki Gowdy

THAT Council move into closed session to discuss matters pertaining to:

a) Personal matters about an identifiable individual, including municipal or local board employees pursuant to S. 239(2) (b) (SHRP job description and pay equity report).

b) Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them (S. 239(2) (h) (-Grant opportunities) Carried

b) Rise from Closed Session

Motion #: 469-2019 Moved By: Nicki Gowdy Seconded By: Brent Cameron

THAT Council rise from closed session and to discuss matters pertaining to: a) Personal matters about an identifiable individual, including municipal or local board employees pursuant to s. 239(2) (b);

b) Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them (S. 239(2) (h) (-Grant opportunities)

AND FURTHER THAT Council direct staff to carry out the instructions as discussed in closed session. Carried

17. Adjournment

Motion #: 470-2019 Moved By: Brent Cameron Seconded By: Nicki Gowdy

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

Minutes from council meeting November 26 2019 Page 18 of 154 AGENDA ITEM #a)

THAT By-Law 2019-58 being a by-law to confirm the proceedings of the council meeting November 26, 2019 be read a first, second and third time, and finally passed this 26th day of November, 2019.

AND FURTHER that this meeting be adjourned until 4:00 p.m. December 10, 2019 at the Soldiers' Memorial Hall, 1107 Garrett St. Sharbot Lake ON. Carried

Meeting adjourned at 5:40p.m.

Mayor, Frances L. Smith

Cathy MacMunn, Clerk- Administrator

Regular Meeting of Council Minutes November 26, 2019 -4:00 PM

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THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC REPORT TO COUNCIL

Report No: 201-2019 Date of Meeting: December 10, 2019

From: Andy Dillon,Manager of Development Services CBO

Re: Construction Details – November, 2019

THAT Council receive the Construction Details -November, 2019 report for information

Nov-19 Nov-18 Nov-17 Construction Value $207,350 $541,057 $1,248,000 Construction Value, Year to Date $10,965,340 $9,561,283 $9,239,860 Permit Fees $3,040 $7,654 $17,482 Permit Fees, Year to Date $151,270 $134,511 $130,908 Number of Permits in 7 8 9 Total, Year to Date 144 145 121 New Residential Units 0 0 5 New Residential Units, Year to Date 16 14 20 New Seasonal Units 0 1 0 New Seasonal Units, Year to Date 10 13 8 New Com/Inds/Inst Units 0 0 3 New Com/Inds/Inst Units, Year to Date 0 0 4

$12,000,000

$10,000,000

$8,000,000

Nov-19 $6,000,000 Nov-18 Nov-17 $4,000,000

$2,000,000

$0 Construction Value Construction Value, Year to Date

DEVELOPMENT SERVICES 201-2019 Construction Details - November, 2019 Page 20 of 154 AGENDA ITEM #a)

160

140

120

100

80 Nov-19 60 Nov-18

40 Nov-17

0 Number of Permits in Total, Year to Date

DEVELOPMENT SERVICES 201-2019 Construction Details - November, 2019 Page 21 of 154 AGENDA ITEM #b)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL

Report Number: 202-2019 Date of Meeting: December 10, 2019 From: Tyson Myers, Public Works Manager

Re: Public Works Activity Report

A. RECOMMENDATION(S)

THAT Council receive the Public Works Activity Report as prepared by the Public Works Manager dated December 10, 2019 for information.

B. ROAD MAINTENANCE AND OPERATIONS:

- New hired seasonal staff continue training but are all starting to settle into their own plow routes - Public Works Manager and Assistant attended a meeting with South Frontenac to receive report for the sign reflectivity joint initiative. - Public Works Manager along with the Supervisor attended the District 8 Road Supervisor Association meeting - Real Term Energy’s subcontractor, Voltage Tech were delayed one working day due to snow storm. They mobilized to Sharbot Lake on December 3rd, project is expected to be complete in two weeks. - Public Works Manager was in contact with Frontenac OPP to organize safe traffic control for the 2019 Christmas parade

Projects/Tenders: - Contractor has completed the Hampton Road and Tryon Road trail crossing projects within project budget - Guiderails have been installed along Crow Lake Road by subcontractor outside of the Crow Lake Road Project - Septic and existing survey information for the Sharbot Lake Village has been sent to the Engineer to review. Upon the Engineers review the Public Works Manager will determine what areas need further surveying performed by a land surveyor. - Subcontractor has completed boreholes to support the pavement investigation report for the Sharbot Lake Village project - Crosswalk project will be put on hold until 2020 due to temperature for the painting

PUBLIC WORKS 202-2019 - Public Works Activity Report Page 22 of 154 AGENDA ITEM #b)

Waste: - Holiday Closure hours for all waste sites are as follows: December 25th and December 26th, any sites normally open on December 24th and December 31st will be closed at 12:00 pm noon.

Health & Safety/Training: - Public Works Manager is researching programs and apps to improve the current Health and Safety documenting and reporting procedures. Possibility of moving to a paperless system in the near future.

PUBLIC WORKS 202-2019 - Public Works Activity Report Page 23 of 154 AGENDA ITEM #c)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC REPORT TO COUNCIL

Report Number: 203-2019 Date of Meeting: December 10, 2019 From: Acting Manager of Emergency Services Fire Chief Jamie Riddell

Re: Fire Activity Report

A. RECOMMENDATION THAT Council receive for information the CFFR Activity Report.

B. BACKGROUND / INFORMATION

Summary of Calls Per Station (November)

Type of Call Station 1 - Arden Station 2 - Mountain Grove Station 3 - Sharbot Lake Station 4 - Parham Fire 2 Medical 3 2 3 2 Vehicle Accidents 2 3 Training 4 4 4 4 Other Activities 1 1 Total 8 6 11 10

Summary of Calls Per Station (November) 12

FIRE AND EMERGENCY SERVICES 203-2019 CFFR Activity Report Page 24 of 154 AGENDA ITEM #c)

0 Fire Medical Vehicle Training Other Activities Total Accidents

Station 1 - Arden Station 2 - Mountain Grove Station 3 - Sharbot Lake Station 4 - Parham

Total Calls = 19

FIRE AND EMERGENCY SERVICES 203-2019 CFFR Activity Report Page 25 of 154 AGENDA ITEM #d)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL

Report Number: 204-2019 Date of Meeting: December 10, 2019 From: Acting Manager of Emergency Services Fire Chief Jamie Riddell

Re: Tanker T441

A. RECOMMENDATION

THAT Council receive the A/Manager of Emergency Services/Fire Chief report on Tanker T441 for information.

B. BACKGROUND / INFORMATION

Tanker T441 out of Station 4 Parham is set to be replaced in 2020. During this year’s vehicle inspection it was noted that the water tank was leaking and needed repaired. The cost to repair the tank will exceed $15,000 which is well over the value of this truck in its short time left in service. As of Tuesday December 4, 2019. I have taken this unit out of service due to safety concerns and have put the following in place until our new Tanker arrives; - Tanker T421 from Mountain Grove station 2 and T431 from Sharbot Lake Station 3 will respond to all fire calls in 400 and 600 zones will be added to our dispatch plans.

- All confirmed Fires in Zone CF6-601 a Tanker from South Frontenac Verona Station will be dispatched.

- All non-confirmed fires and burning complaints, South Frontenac will be requested to respond at the discretion of the Officer In-Charge through regular Mutual-Aid request.

C. FINANCIAL IMPLICATIONS - Nil D. Attachments - Nil

FIRE AND EMERGENCY SERVICES 204-2019 -Tanker T441 Page 26 of 154 AGENDA ITEM #e)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL

Report Number 205-2019 Date of Meeting: December 10, 2019 From: J. Michael McGovern, Treasurer

Re: Apportionment of taxes

A. RECOMMENDATION(S)

That Council approve the following apportionments of assessment as recommended by MPAC for 2018, 2019, and 2020 as applicable for the following roll numbers:

10-39-040-060-14200-0000, 10-39-040-060-14300-0000, 10-39-040-060- 14603-0000, & 10-39-040-060-14900-0000.

B. BACKGROUND/ INFORMATION

MPAC was requested to apportion these properties which were legally divided. The Municipal Act requires that at a meeting, Council is to make its decision. The applicant is notified of Council’s decision and may further appeal to the Assessment Review Board. A decision of the Assessment Review Board is final.

C. FINANCIAL IMPLICATIONS N/A

D. ATTACHMENTS Apportionment Sheet(s) attached

TREASURY 205-2019 Apportionment of Taxes Report Page 27 of 154 TREASURY 205-2019 Apportionment of Taxes Report

FOR TAXATION YEAR: 2019 SEVERANCE/CONSOLIDATION PLAN INFORMATION FORM - MPAC Field Office # / Name 05 KINGSTON Comments: Municipality CENTRAL FRONTENAC TOWNSHIP Plan Description 13R5445 Registration Date (YY/MM/DD) Date Received in LPU (YY/MM/DD) 19/11/01 Date Completed in LPU (YY/MM/DD) 19/11/15 DTS Log # (Plans - Other) 15032232

FROM: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL ROLL Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014200 114.82 19602 SQ FT Starting point VL/R/T $45,500 1st Owner LEGAL DESCRIPTION $45,500 WOOD DOUGLAS ALLEN CON 2 PT LOT 26 RP 13R5445 PARTS 16 TO 18 EAGLE LAKE Depth Farm Phase-in VL/R/T $63,125 Mailing Address 0 N Amount $63,125 2580 - VICTORIA PKY Destination VL/R/T $69,000 $69,000

City/Province Postal HUDSON OH 44236 SITE UPDATE FROM 19,602.00 SQFT TO 19751.78 SQFT REQUIRED AS PER 13R5445

ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL ROLL Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014300 98.42 19602 SQ FT Starting point VL/R/T $45,500 1st Owner LEGAL DESCRIPTION $45,500 WOOD DOUGLAS ALLEN CON 2 PT LOT 26 RP 13R5445 PARTS 13 TO 15 EAGLE LAKE Depth Farm Phase-in VL/R/T $63,125 Mailing Address 0 N Amount $63,125 2580 - VICTORIA PKY Destination VL/R/T $69,000 $69,000

City/Province Postal HUDSON OH 44236 SITE UPDATE FROM 19,602.00 SQFT TO 19977.82 SQFT REQUIRED AS PER 13R5445

TO: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL APPOR. Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... REMARKS/SALES Lower Upper Qual Street Name Unit # Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014200 213.25 39729.59 SQ FT Starting point VL/R/T Instrument $91,000 1st Owner LEGAL DESCRIPTION $91,000 Number:FC292214, Sale PERKINS LUKE HINCHINBROOKE CON 2 PT LOT 26 RP 13R5445 PARTS 13 TO 18 Depth Farm Phase-in VL/R/T $126,250 Date:2019/11/01, Sale Mailing Address 0 N Amount $126,250 Amount:$40000 3246 - CAMPBELL RD Destination VL/R/T $138,000 $138,000

City/Province Postal HARROWSMITH ON K0H 1V0 Page 28 of 154 AGENDA ITEM #e)

Page 1 TREASURY 205-2019 Apportionment of Taxes Report

FOR TAXATION YEAR: 2020 SEVERANCE/CONSOLIDATION PLAN INFORMATION FORM - MPAC Field Office # / Name 05 KINGSTON Comments: Municipality CENTRAL FRONTENAC TOWNSHIP Plan Description 13R5445 Registration Date (YY/MM/DD) Date Received in LPU (YY/MM/DD) 19/11/01 Date Completed in LPU (YY/MM/DD) 19/11/15 DTS Log # (Plans - Other) 15032232

FROM: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL ROLL Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014200 114.82 19602 SQ FT Starting point VL/R/T $45,500 1st Owner LEGAL DESCRIPTION $45,500 WOOD DOUGLAS ALLEN CON 2 PT LOT 26 RP 13R5445 PARTS 16 TO 18 EAGLE LAKE Depth Farm Phase-in VL/R/T $69,000 Mailing Address 0 N Amount $69,000 2580 - VICTORIA PKY Destination VL/R/T $69,000 $69,000

City/Province Postal HUDSON OH 44236 SITE UPDATE FROM 19,602.00 SQFT TO 19751.78 SQFT REQUIRED AS PER 13R5445

ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL ROLL Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014300 98.42 19602 SQ FT Starting point VL/R/T $45,500 1st Owner LEGAL DESCRIPTION $45,500 WOOD DOUGLAS ALLEN CON 2 PT LOT 26 RP 13R5445 PARTS 13 TO 15 EAGLE LAKE Depth Farm Phase-in VL/R/T $69,000 Mailing Address 0 N Amount $69,000 2580 - VICTORIA PKY Destination VL/R/T $69,000 $69,000

City/Province Postal HUDSON OH 44236 SITE UPDATE FROM 19,602.00 SQFT TO 19977.82 SQFT REQUIRED AS PER 13R5445

TO: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL APPOR. Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... REMARKS/SALES Lower Upper Qual Street Name Unit # Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014200 213.25 39729.59 SQ FT Starting point VL/R/T Instrument $91,000 1st Owner LEGAL DESCRIPTION $91,000 Number:FC292214, PERKINS LUKE HINCHINBROOKE CON 2 PT LOT 26 RP 13R5445 PARTS 13 TO Depth Farm Phase-in VL/R/T $138,000 Sale Date:2019/11/01, Mailing Address 18 0 N Amount $138,000 Sale Amount:$40000 3246 - CAMPBELL RD Destination VL/R/T $138,000 $138,000

Page 29 of 154 City/Province Postal HARROWSMITH ON K0H 1V0 AGENDA ITEM #e)

Page 1 TREASURY 205-2019 Apportionment of Taxes Report

FOR TAXATION YEAR: 2018 SEVERANCE/CONSOLIDATION PLAN INFORMATION FORM - MPAC Field Office # / Name 05 KINGSTON Comments: Municipality CENTRAL FRONTENAC TOWNSHIP MUSTAFA ARTAN, 28 NOV,2019 Plan Description 13R5445 Registration Date (YY/MM/DD) Date Received in LPU (YY/MM/DD) 19/11/27 Date Completed in LPU (YY/MM/DD) 19/11/27 DTS Log # (Plans - Other) 15033869

FROM: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL ROLL Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014603 62.34 8654.18 SQ FT Starting point VL/R/T $58,601 1st Owner LEGAL DESCRIPTION $58,601 CUMMINGS PAUL DOUGLAS HINCHINBROOKE CON 2 PT LOT 26 RP 13R21117 PARTS 1 TO 3 Depth Farm Phase-in VL/R/T $59,801 Mailing Address 0 N Amount $59,801 46 - HERBERT AVE Destination VL/R/T $61,000 $61,000

City/Province Postal TORONTO ON M4L 3P9

ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL ROLL Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014900 27376 EAGLE LAKE 150 16552.8 SQ FT Starting point RDU/R/T $179,000 1st Owner LEGAL DESCRIPTION $179,000 CUMMINGS PAUL DOUGLAS CON 2 PT LOT 26 PTS OF LOCATION CL3449 PT 29 & 30 RP Depth Farm Phase-in RDU/R/T $175,000 Mailing Address 13R5445 138 N Amount $175,000 46 - HERBERT AVE Destination RDU/R/T $175,000 $175,000

City/Province Postal TORONTO ON M4L 3P9 SITE CHANGE FROM 16552.8 SQ.FT TO 16641.01 SQ.FT PRIOR TO CONSOLIDATION

TO: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL APPOR. Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... REMARKS/SALES Lower Upper Qual Street Name Unit # Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014900 27376 EAGLE LAKE 213.25 25295.19 SQ FT Starting point RDU/R/T VL/R/T Instrument $237,601 1st Owner LEGAL DESCRIPTION $179,000 $58,601 Number:FC232074, Sale CUMMINGS PAUL DOUGLAS HINCHINBROOKE CON 2 PT LOT 26 PT LOC CL3449 RP 13R5445 Depth Farm Phase-in RDU/R/T VL/R/T $234,801 Date:2016/12/05, Sale Mailing Address PARTS 29 AND 30 RP 13R21117 PARTS 1 TO 3 0 N Amount $175,000 $59,801 Amount:$2 318 - KING ST Destination RDU/R/T VL/R/T $236,000 $175,000 $61,000

City/Province Postal TORONTO ON M5A 0C1 Page 30 of 154 AGENDA ITEM #e)

Page 1 TREASURY 205-2019 Apportionment of Taxes Report

FOR TAXATION YEAR: 2019 SEVERANCE/CONSOLIDATION PLAN INFORMATION FORM - MPAC Field Office # / Name 05 KINGSTON Comments: Municipality CENTRAL FRONTENAC TOWNSHIP MUSTAFA ARTAN, 28 NOV,2019 Plan Description 13R5445 Registration Date (YY/MM/DD) Date Received in LPU (YY/MM/DD) 19/11/27 Date Completed in LPU (YY/MM/DD) 19/11/27 DTS Log # (Plans - Other) 15033869

FROM: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL ROLL Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014603 62.34 8654.18 SQ FT Starting point VL/R/T $58,601 1st Owner LEGAL DESCRIPTION $58,601 CUMMINGS PAUL DOUGLAS HINCHINBROOKE CON 2 PT LOT 26 RP 13R21117 PARTS 1 TO 3 Depth Farm Phase-in VL/R/T $60,400 Mailing Address 0 N Amount $60,400 46 - HERBERT AVE Destination VL/R/T $61,000 $61,000

City/Province Postal TORONTO ON M4L 3P9

City/Province Postal TORONTO ON M4L 3P9 SITE CHANGE FROM 16552.8 SQ.FT TO 16641.01 SQ.FT PRIOR TO CONSOLIDATION

TO: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL APPOR. Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... REMARKS/SALES Lower Upper Qual Street Name Unit # Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014900 27376 EAGLE LAKE 213.25 25295.19 SQ FT Starting point RDU/R/T VL/R/T Instrument $237,601 1st Owner LEGAL DESCRIPTION $179,000 $58,601 Number:FC232074, CUMMINGS PAUL DOUGLAS HINCHINBROOKE CON 2 PT LOT 26 PT LOC CL3449 RP Depth Farm Phase-in RDU/R/T VL/R/T $235,400 Sale Date:2016/12/05, Mailing Address 13R5445 PARTS 29 AND 30 RP 13R21117 PARTS 1 TO 3 0 N Amount $175,000 $60,400 Sale Amount:$2 318 - KING ST Destination RDU/R/T VL/R/T $236,000 $175,000 $61,000

Page 31 of 154 City/Province Postal TORONTO ON M5A 0C1 AGENDA ITEM #e)

Page 1 TREASURY 205-2019 Apportionment of Taxes Report

FOR TAXATION YEAR: 2020 SEVERANCE/CONSOLIDATION PLAN INFORMATION FORM - MPAC Field Office # / Name 05 KINGSTON Comments: Municipality CENTRAL FRONTENAC TOWNSHIP MUSTAFA ARTAN, 28 NOV,2019 Plan Description 13R5445 Registration Date (YY/MM/DD) Date Received in LPU (YY/MM/DD) 19/11/27 Date Completed in LPU (YY/MM/DD) 19/11/27 DTS Log # (Plans - Other) 15033869

FROM: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL ROLL Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014603 62.34 8654.18 SQ FT Starting point VL/R/T $58,601 1st Owner LEGAL DESCRIPTION $58,601 CUMMINGS PAUL DOUGLAS HINCHINBROOKE CON 2 PT LOT 26 RP 13R21117 PARTS 1 TO 3 Depth Farm Phase-in VL/R/T $61,000 Mailing Address 0 N Amount $61,000 46 - HERBERT AVE Destination VL/R/T $61,000 $61,000

City/Province Postal TORONTO ON M4L 3P9

City/Province Postal TORONTO ON M4L 3P9 SITE CHANGE FROM 16552.8 SQ.FT TO 16641.01 SQ.FT PRIOR TO CONSOLIDATION

TO: ROLL NUMBER PROPERTY LOCATION ACTUAL TOTAL APPOR. Tax Class 1 Tax Class 2 Tax Class 3 Tax Class 4 ... REMARKS/SALES Lower Upper Qual Street Name Unit # Frontage Area U/M VALUE $ Value $ Value $ Value $ Value ... 103904006014900 27376 EAGLE LAKE 213.25 25295.19 SQ FT Starting point RDU/R/T VL/R/T Instrument $237,601 1st Owner LEGAL DESCRIPTION $179,000 $58,601 Number:FC232074, CUMMINGS PAUL DOUGLAS HINCHINBROOKE CON 2 PT LOT 26 PT LOC CL3449 RP Depth Farm Phase-in RDU/R/T VL/R/T $236,000 Sale Date:2016/12/05, Mailing Address 13R5445 PARTS 29 AND 30 RP 13R21117 PARTS 1 TO 3 0 N Amount $175,000 $61,000 Sale Amount:$2 318 - KING ST Destination RDU/R/T VL/R/T $236,000 $175,000 $61,000

Page 32 of 154 City/Province Postal TORONTO ON M5A 0C1 AGENDA ITEM #e)

Page 1 AGENDA ITEM #f)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL

Report Number 206-2019 Date of Meeting: December 10, 2019 From: J. Michael McGovern, Treasurer

Re: Section 357 / 358 applications

A. RECOMMENDATION(S)

THAT Council for the Township of Central Frontenac approve the following reduction of Assessments pursuant to the Municipal Act.

Roll Number 10-39-080-020-05900-0000 Crawford, Phil for the period of August 8 - December 31, 2019 as reported by MPAC. Reason – Razed by fire, demolition or otherwise - (357)(1)(d)(i).

AND FURTHER that Council approve an adjustment of taxes to be calculated by the tax department for the related period.

B. BACKGROUND/ INFORMATION

It is the normal practice to approve this adjustment of assessment as recommended by MPAC. Phase in of Assessment has meant that Assessments for 2012 has to be restated by MPAC based on the now existing property in order to determine the new Phased in amounts. Additional reports have been implemented by MPAC to determine this information.

C. FINANCIAL IMPLICATIONS

Tax adjustments will be charged back to the County and School Board and to Township write offs.

D. ATTACHMENTS

Reports from MPAC at meeting

TREASURY 206-2019: Section 357/358 Applications Page 33 of 154 AGENDA ITEM #g)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL

Report Number 207-2019 Date of Meeting: December 10, 2019 From: J. Michael McGovern, Treasurer

Re: 2019 Unfinished Projects transfer $ to Reserves

A. RECOMMENDATION

THAT Council approve transferring to reserves the unused portion of the 2019 budgeted projects listed below as of December 31, 2019, which are to be completed in 2020;

AND FURTHER that Council approve transferring money from the Multi- Use Cultural Centre reserve up to $20,379 as of December 31, 2019 for the completion of the Multi-Use Cultural Centre.

B. BACKGROUND/ INFORMATION

The listed projects on the attachment were budgeted in 2019 but due to different reasons were unable to be competed.

C. FINANCIAL IMPLICATIONS

$0 impact on the 2020 budget.

D. ATTACHMENTS

2019 Capital Projects Unfinished at Year End

TREASURY 207-2019 2019 Unfinished Projects transfer $ to Reserves Page 34 of 154 TREASURY 207-2019 2019 Unfinished Projects transfer $ to Reserves

2019 2019 Current Variance to be Budget Actuals be transferred to Reserves Capital - Corporate Services 20-020-2502-70370 TOMRMS/Laserfiche Filing System $26,000 $0 ($26,000) 20-020-2503-70370 Budget Book Caseware $12,000 $9,021 ($2,979) 20-020-2504-70370 Internal Controls Software--Internal Controls Soft $11,000 $9,962 ($1,038) Total Capital - Corporate Services $49,000 $18,983 ($30,017)

Capital Projects - Fire Service 20-040-4001-70370 Personal Protective Equipment $50,000 $22,050 ($27,950) 20-040-4003-70370 Emergency Response Equipment $62,800 $38,152 ($24,648) 20-040-4004-70370 Communication Equipment $14,500 $18,920 $4,420 20-040-4005-70370 Apparatus Installed Equipment $7,000 $1,511 ($5,489) 20-040-4006-70370 Fire Hose $16,000 $14,267 ($1,733) 20-040-4007-70370 Fire Station Equipment- $13,000 $871 ($12,129) 20-040-4008-70370 Building Improvements and Maintenance $33,000 $901 ($32,099) 20-040-4009-70370 Information Technology $43,000 $4,707 ($38,293) 20-040-4010-70370 Dry Hydrant $20,000 $0 ($20,000) 20-040-4011-70370 Training $20,000 $2,100 ($17,900) 20-040-4015-70370 Respiratory Protection $15,000 $6,538 ($8,462) 20-040-4016-70370 Apparatus and Vehicle Purchases $400,000 $0 ($400,000) Total Capital Projects - Fire Service $694,300 $110,017 ($584,283)

Capital Projects - Facilities 10-100-1061-70027 Legal Fees re Parham Cemetery $7,500 $0 ($7,500) 10-160-1611-70027 Legal Fees re Piccadilly Hall $7,500 $0 ($7,500) 20-160-0003-70370 Kennebec ballfield - Roll outfield $2,500 $0 ($2,500) 20-160-0008-70370 Sharbot Lake Public School Demolition $150,000 $54,259 ($95,741) 20-160-0011-70370 Security Cameras $7,000 $3,322 ($3,678)

Page 35 of 154 20-160-0012-70370 Kennebec Rink - New lights & wires $6,000 $0 ($6,000) 20-160-0013-70370 Bleachers & Benches - Kennebec Ball Field $5,000 $0 ($5,000) AGENDA ITEM #g) 20-160-0015-70370 New Fence - Crow Lake Schoolhouse $2,500 $0 ($2,500) Total Capital Projects - Facilities $188,000 $57,581 ($130,419)

Capital Projects - Public Works 20-060-6001-70370 Plow wing for 1 Grader $60,000 $0 ($60,000) 20-060-6004-70370 Long Lake Rd CP Rail Crossing $95,000 $0 ($95,000) 20-060-6009-70370 Brushers for Graders $50,000 $0 ($50,000) 20-060-6010-70370 Hinchinbrooke Garage Upgrades $50,000 $3,735 ($46,265) 20-060-6011-70370 Olden Garage Upgrades $50,000 $2,490 ($47,510) 20-060-6012-70370 Shoulder Reclaimers $25,000 $0 ($25,000) TREASURY 207-2019 2019 Unfinished Projects transfer $ to Reserves

2019 2019 Current Variance to be Budget Actuals be transferred to Reserves 20-060-6013-70370 Sidewalk Repairs/Upgrades $50,000 $0 ($50,000) 20-060-6014-70370 Ditching/Rock Removal - Rural Road Maint. Upgrades $150,000 $78,068 ($71,932) Total Capital Projects - Public Works $530,000 $84,293 ($445,707)

Capital Projects - Streetlights 20-060-6015-70370 Streetlight - LED Upgrade-Streetlight $100,000 $0 ($100,000) Total Streetlights Expense $100,000 $0 ($100,000) Total Township of Central Frontenac $1,561,300 $270,874 ($1,290,426) Page 36 of 154 AGENDA ITEM #g) AGENDA ITEM #h)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL

Report Number: 208-2019 Date of Meeting: December 10, 2019 From: Cathy MacMunn, Clerk Administrator Prepared By: Donna Longmire, Administrative Assistant

Re: Accessibility Advisory Committee

A. RECOMMENDATION(S)

THAT Council receive the Accessibility Advisory Committee Report for information.

B. BACKGROUND/ INFORMATION

Frontenac Accessibility Advisory Committee is mandated to assist Frontenac County and Frontenac Township’s in enabling persons with disabilities to have equal access to all opportunities within the County as well as work with Council and the community at large to identify and address the needs of persons with disabilities within the community.

The following is a list of accessibility updates and activities within Central Frontenac within the 2019 Calendar year Initiative Details Completion Date Entrance at Soldiers Remove old stairs and install new stairs as per July 2019 Memorial Hall (Stairs) Building Code Sign Reflectivity Study Increase the visual aspect of street signs November 2019 Front Counter Remove the barrier for a more welcome December 2019 environment to residents and renovate for an accessible counter AODA reporting Staff submitting report December 2019 Council AODA report Staff submitting report December 2019 Street Lights Update to LED Street Lights to increase December 2019 visibility

The following list of accessible activities planned for 2020 Initiative Details Crosswalk Road 38 in the Village of Sharbot Lake, pedestrian crosswalk Sharbot Lake Village Road This project will enhance roadways and Rehabilitation sidewalks.

ADMINISTRATION 208-2019 Accessibility Advisory Committee Report Page 37 of 154 AGENDA ITEM #h)

Document Management Enhanced filing for ease of access for staff and research. Social Media Enable residents of notifications Replace Ramp at Oso Hall Allow for access to Community Hall Training Update all staff - AODA

C. CONCLUSION

D. FINANCIAL IMPLICATIONS

As per yearly budgeting

E. ATTACHMENTS - NIL

ADMINISTRATION 208-2019 Accessibility Advisory Committee Report Page 38 of 154 AGENDA ITEM #i)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL Report Number: 209-2019 Date of Meeting: December 10, 2019 From: Cathy MacMunn, Clerk-Administrator Prepared by: Cindy Deachman, Deputy Clerk

Re: POUND SERVICES -KINGSTON HUMANE SOCIETY CONTRACT

A. RECOMMENDATION(s)

WHEREAS the Kingston Humane Society has provided information and rationale with respect to its new funding model,

AND WHEREAS other locations such as Lanark Animal Welfare Society or Napanee have been investigated and are unable to offer pound services;

NOW THEREFORE BE IT RESOLVED THAT Council authorize the Mayor and Clerk- Administrator to finalize and sign the new contract with Kingston Humane Society as presented;

B. BACKGROUND/ INFORMATION

Following direction received at the November 26th council meeting, staff has received the attached correspondence from KHS.

Further, staff has looked into other local options and has reached out to our animal control officer. The SPCA no longer has a presence in Napanee. LAWS has not responded to my inquiry but based on internet research, it appears they may not currently accept dogs. They have recently contracted with the Town of Perth for cat services for an annual fee of $4,000 (based on an estimate of 25 cats).

Our by-law enforcement officer has confirmed that in 2018 there were 13 instances of animals being impounded. So far to date in 2019 there has been 9 instances of dogs being impounded.

Other local townships report paying anywhere from $300 - $3000 per year to their private contractors.

C. RECOMMENDATION

Given the nature of this service, there are not a lot of options available, and we are dealing with a charitable organization which is attempting to cover costs, not make money from this service. While the KHS has indicated they would consider changing the contract to a one year term, we won’t know if this is approved by the KHS board until after our council meeting.

ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac... Page 39 of 154 AGENDA ITEM #i)

Staff therefore recommend proceeding with finalizing the contract as presented so we don’t risk an interruption in services. Should a more cost efficient service be sourced, the termination clauses in the agreement allow for termination on 180 days notice. This service would need to be solicited as a request for proposal, which would take several months to process in any event.

D. FINANCIAL IMPLICATIONS

As noted previously we would have set cost amount for our budget which would be $5,292.

E. ATTACHMENTS

Letter from KHS KPMG presentation

ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac... Page 40 of 154 AGENDA ITEM #i)

Dear Cindy,

Thanks for getting back to me. I absolutely understand Council’s request to see some justification for the change to a flat fee model of billing.

Earlier this year, we went through an exhaustive process with the City of Kingston, our largest contract for Pound Services. During this time, the City hired KPMG to independently research the current variable funding process vs. a flat fee billing system. The study included comparisons to three other municipalities, Barrie, Oakville and Ottawa.

At the conclusion of the study, KPMG supported our assertion that participating in a variable funding model was not accepted industry practice and we were not able to cover our costs. In essence, the study proved our belief that, in large part, we have been subsidizing municipal pound services for many years. As a charity we cannot viably continue to engage in that type of process.

As you’ll see by the table below, we had the highest intake per resident of the municipalities that have been used as comparators, and the lowest cost per resident.

The result of the KPMG study was a recommendation to move to, “…standard industry practice and implement a fixed fee funding structure, billed monthly for pound services.” The amount that KPMG suggested as a midrange fee was $335/intake.

The KHS board did not want to offend the largest municipality we deal with, by offering neighbouring municipalities a lower rate per intake. Therefore, we used the figure of $335/intake, multiplied by an average yearly number of intakes, based on the most recent five years from Central Frontenac to arrive at the proposed annual fee.

We recognize this appears to be a substantial increase but the municipality will no longer be paying separate facilities surcharges and admin costs should decrease substantially.

As to your question of agreeing to a one-year contract, I would need to put that in front of our board and our next meeting is not until mid-December. I will add it to the agenda but I’m afraid I’m not likely to have an answer to you prior to December 10th.

I’ve included below an excerpt from the KPMG report. I’ll attach the full report so that councilors are able to see that we are still well below industry standards for pound services.

I’m happy to answer any subsequent questions that might arise and feel free to share my phone number with councilors as well

ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac... Page 41 of 154 AGENDA ITEM #i)

**Figures and information below from KPMG Report to the City of Kingston on Pound Services, March8/2019

Observation:

The variable fee funding model, where monthly invoices are created based on actual intake, is inconsistent with industry practice of a fixed fee model, where there is an agreed upon annual fee. The variable fee model generates friction between the parties as it requires increased administration, reconciliation and reporting on a monthly basis. As a result, it draws attention away from the operational work.

Using the 2017 intake numbers (859 animals) and fees paid for pound services (approximately $107,000), the City currently reports the lowest cost per resident, while also reporting the highest intake per resident. These are inversely proportional and suggest a misalignment compared to other municipalities.

Sincerely,

Gord Hunter Executive Director Kingston Humane Society 1 Binnington Ct. Kingston, ON K7M8M9 613-546-1291 X105 613-328-3704 Mobile

ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac... Page 42 of 154 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac... City of Kingston Pound Services Business Model Review

Page 43 of 154 Financials

March 8, 2019 AGENDA ITEM #i)

Council Meeting 11 March 19, 2019 57 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

City of Kingston Pound Services Business Model Review Disclaimer

This report is based on information and documentation that was made available to KPMG at the date of this report. KPMG has not audited nor otherwise attempted to independently verify the information provided unless otherwise indicated. Should additional information be provided to KPMG after the issuance of this report, KPMG reserves the right (but will be under no obligation) to review this information and adjust its comments accordingly. Pursuant to the terms of our engagement, it is understood and agreed that all decisions in connection with the implementation of advice and recommendations as provided by KPMG during the course of this engagement shall be the responsibility of, and made by, the City of Kingston. KPMG has not and will not perform management functions or make management decisions for the City of Kingston. This report may include or make reference to future oriented financial information. Readers are cautioned that since these financial projections are based on assumptions regarding future events, actual results will vary from the information presented even if the hypotheses occur, and the variations may be material. Comments in this report are not intended, nor should they be interpreted, to be legal advice or opinion. KPMG has no present or contemplated interest in the City of Kingston. Accordingly, we believe we are independent of the City of Kingston and are acting objectively. Page 44 of 154 AGENDA ITEM #i)

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 2 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 58 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Project Overview Introduction and Context

Introduction KPMG was engaged by the City of Kingston (“the City”) to conduct a business model review of its pound services to help ensure a fair and transparent funding model with their third party service provider, the Kingston Humane Society (“KHS”). The overall goal of the business model review was to gain an understanding of the available funding models, reporting requirements and costs associated with the City’s pound services. Completing this review will contribute towards establishing a mutually beneficial relationship towards the effective and efficient delivery of pound services.

This report was prepared to present observations and evidence to form support on the available funding options arising from the consulting team’s research and engagement with the City and KHS. This report will provide our recommendations to improve the overall effectiveness and efficiency of the current service business model for pound services.

Setting the Stage The City regulates domestic dogs and cats within its jurisdiction under By-law 2004-144 - A By-Law to Regulate Animals (“the Bylaw”). In support of the By-law, the City has deemed it appropriate to provide pound services for dogs and cats. Pursuant to this, the City invited proposals from proponents looking to provide pound services under contract under the terms and conditions contained with the request for proposal F31-CS-PBL-2018-01 for City Animal Pound Services. The City received only one response to the request for proposal, the incumbent pound services provider, KHS. Page 45 of 154

Prior to the issuance of the RFP, KHS provided pound services under a separate contract originating in 2013 and finishing in 2018. The 2013 AGENDA ITEM #i) contract changed the long-standing fixed fee pricing structure and introduced a variable fee pricing structure. The 2018 RFP retained this variable fee pricing structure. The bid submitted by KHS was a significant increase in pricing for pound services. As a result of the price increase compared to the approved budget, the City decided to conduct a due diligence review of the submitted KHS bid, as well as, review the processes in place to ensure accurate data tracking. Accordingly, the City engaged KPMG to conduct a comprehensive review of the Pound Services business model.

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 3 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 59 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Project Overview Project Objectives and Drivers

Project Objectives KPMG is engaged by the City of Kingston to undertake a review of the business model for pound services. The overall goal of the review is to assess and recommend a funding model for pound services that is sustainable to both parties while providing a transparent costing model and reporting structure. It is expected that the recommendations arising from this review will ensure an efficient and effective service delivery model for pound services to the citizens of Kingston. Specific project objectives include:

• Conduct the necessary due diligence on the costing methods applied

• Review and assess the processes in place to track intake and other statistical data

• Assist in the determination of an appropriate funding model for the pound services contract

• Share our findings with the management of the City of Kingston as required

Project Drivers As with all municipal and other orders of government, the City of Kingston is balancing service expectations and financial constraints. Carrying out business model reviews is one of the strategies to ensure that the City continues to provide the best value to the community and to help ensure the City is considering all opportunities to enhance efficiency and effectiveness of its services taking into account fiscal and service Page 46 of 154 impacts. AGENDA ITEM #i)

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 4 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 60 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Project Overview Project Objectives and Drivers

Project Scope and Deliverables . Phase One: Project Initiation and Planning • Kick Off Meeting with Project Team • Project Charter • Project Schedule . Phase Two: Environmental Scan • Collect and review documentation • Develop interview guides and validate with project manager • Conduct interviews with comparator municipalities (3) • Stakeholder consultation (9 forty-five minute interviews) • Analyze interview findings and group into themes for Interim Report . Phase Three: Analysis and Assessment • Review key processes associated with the delivery of pound services • Review the costing models applied in the delivery of pound services • Conduct data analysis on number of animals impounded • Prepare and present Interim Report

Page 47 of 154 . Phase Four: Final Report and Presentation • Finalized recommendations AGENDA ITEM #i) • A final report (in PowerPoint format) consolidating the different phases of the Review • Presentation to the Project Team and appropriate Committee of Council (if requested)

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 5 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 61 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Comparator Review

City of Kingston Pound Services Business Model Review Financials Page 48 of 154 AGENDA ITEM #i)

Council Meeting 11 March 19, 2019 62 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Jurisdictional Review Comparative Analysis – Why Compare to Other Communities

In support of the business model review for pound services, three comparator municipalities were chosen to inform a high level comparison across multiple aspects of their pound services and animal control functions. These municipalities were chosen by the City of Kingston for direct comparability and information was collected through phone interviews, requests for information, and publicly available information.

Municipality Population* Area Square KM* 3 1. Barrie 141,434 99 1 2. Oakville 193,832 139 3. Ottawa 964,743 2,778 2 Kingston 123,798 451

*based on 2016 census (single-tier)

The primary purpose of the comparative analysis is to understand the performance of comparator municipalities and to identify opportunities to change how the City’s organization is aligned to deliver municipal services. . Cities with similar financial benchmarks/service levels – insight into operating efficiencies

Page 49 of 154 . Cities with different financial benchmarks/service levels – opportunities to change existing organizational structure/processes to reflect common service levels AGENDA ITEM #i) Comparing financial performance and service delivery has both benefits and risks, including: . Provides insight into affordability issues; what a peer municipality can achieve with the same resources . Assumes that all variables are the same (assessment base, non-taxation revenues) . Assumes that taxation and service levels in other communities are ‘right’

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 7 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 63 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Comparator Analysis Pound Services Structure

Comparator municipalities were asked to consider the current state of their pound service delivery and the funding model with the current service provider:

Question City of Barrie Town of Oakville City of Ottawa 1. Who is the service • Barrie SPCA • Oakville/Milton Humane Society • Ottawa Humane Society provider for pound • Single municipality served for • Single municipality served for services? pound services pound services

2. Are shelter • Included for redemption period, after • Included for redemption period, • Included for redemption period, services included as 72 hour period, animal is property of after 72 hours, animal is property after 72 hours, animal is property part of the current Barrie SPCA. of Oakville/Milton Humane of Ottawa Humane Society contract? Society

3. What timelines are • 72 hours (3 days) for both cats and • 72 hours (3 days) for both cat and • 72 hours (3 days) for both cats and used to distinguish dogs dogs dogs pound from shelter • Barrie SPCA has an internal policy to • After redemption period, property • After redemption period, property services? house for a total of 7 days; after 72 of Humane Society of Ottawa Humane Society hour period, the animal becomes • Exception is animals in protective • Exception is animals in protective property of the Barrie SPCA care; they are housed for 10 days care; they are housed for 5 days (includes redemption period) before redemption period starts

Page 50 of 154 4. Are there additional • No • Yes • Yes services offered as • Emergency services are not provided • Enforcement provided by Humane • Medical services are provided by

part of the current by Barrie SPCA; Enforcement would Society the Ottawa Humane Society and AGENDA ITEM #i) contract? transport to veterinary clinic and City • All transportation included are included in the calculation of receives the invoice directly • Emergency care/medical costs for costs. • Any medical issues once in the care sustain life/pain management • City of Ottawa provides all of SPCA are at the SPCA’s cost included transportation costs

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 8 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 64 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Comparator Analysis Costing Information

Question City of Barrie Town of Oakville City of Ottawa 5. How long is • 5-year contract • Standing contract • Agreement in place, rather than the current • Expires December 2020 • “Rollover” contract – ends in 2019 contract awarded through public contract in place tender, as Ottawa Humane Society is for? only service provider in the area with capacity • Follows Council term; expires March 31, every 4 years

6. Are fess • Fixed fee: • Fixed fee: • Fixed fee: fixed, variable • 2017 – approx. $260k • 2018 – budget $820k • Calculated annually based on or a hybrid • 2018 contract for $302k, • Note: Includes enforcement formula in agreement with prior model? includes wildlife year costs and intake • 2017 – approx. $1M annually 7. Are overhead • No explicit cost breakdown • Yes • Yes costs built into • Unknown • As enforcement is included in • Built directly into calculation (refer to these fees? contract, includes wages, office Appendix A for breakdown) space, vehicle maintenance, etc.

8. Is there a • No explicit breakdown • No • No profit margin • Unknown • Meant to be a full cost recovery; • There is a “fixed depreciation” cost of built into these heat/hydro and facilities costs $70k that acts as a reserve for future Page 51 of 154 fees? included capital spend AGENDA ITEM #i) 9. For any • No additional services offered • No additional services offered; all • No additional services offered additional • Exception would be court seizure – in services stated above are included • Exception would be court seizure – in services offered, this case (which is rare) costs are in fixed fee this case (which is rare) costs are are they included billed back to the City on a case-by- • Not aware of any court seizure in billed back to the City on a case-by- in your fees or case basis and recovered from owner past case basis and recovered from owner billed extra?

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 9 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 65 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Comparator Analysis Billing Requirements

Question City of Barrie Town of Oakville City of Ottawa 10. How often is • Monthly • Monthly • Paid monthly; but an annual PO your fee invoiced?

11. What • Monthly and annual reporting • Weekly and quarterly reporting • Monthly and annual reporting for reporting requirements outlining specific details • Intake numbers, condition, bylaw intake, timing and animal details, etc. data/statistics are including, but not limited to, date of violations, outcomes, etc. required? impound, condition, type, breed, etc.

12. Are there any • No • Receive enforcement statistics as • No additional well reporting requirements outlined as part of the contract?

13. Do you collect • Barrie SPCA collects registration and • Humane Society collects and • Ottawa Humane Society collects fees on behalf of impound fee on behalf of the City retains impound fee registration and redemption fee on the municipality? • Registration fee and information • Humane Society collects and behalf of the City collected, sent to the City of Barrie retains licensing fee if animal not • Registration fee and information monthly to be inputted into system registered collected, sent to the City of Ottawa • Impound fee – Barrie SPCA retains • Humane Society is responsible monthly to be inputted into system Page 52 of 154 60%, remits 40% back to the City and maintains this system – they • Redemption fee collected and sent to enter information and pay all costs city quarterly AGENDA ITEM #i) 14. If so, how are • Each month, these fees are remitted • No fees are remitted back – 100% • Registration – remitted back monthly, they remitted back via cheque with attached report, of impound and registration fees along with reporting data to support back? supporting figures. kept by Humane Society figures • Redemption – remitted back quarterly, along with reporting data to support figures

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 10 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 66 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Comparator Analysis Other

Question City of Barrie Town of Oakville City of Ottawa 15. How are animals • Not applicable • Not applicable • When animals are entered into the tracked in terms of • As it is a fixed fee and Barrie SPCA • Fixed fee – assume dates are entered system, the report automatically timeline? takes over ownership after 72 hour into the system calculates days period, no need to track

*Additional: • Cats – 120 • Cats – 455 • Cats – 3,225 Approximately how • Dogs – 80 • Dogs – 100 • Dogs – 1,075 many cats & dogs were impounded Total = 200 Total = 555 Total = 4,300 last year? Contract Price/Animal = $1,300 Contract Price/Animal = $1,500* Agreement Price/Animal = $250*

*includes enforcement; normalizing for *does not include capital funding; in an estimate of enforcement, cost/animal prior year, funding for new building is approximately $900 was provided for approximately $2M

Additional: • Yes • Yes • Yes Are you satisfied • The City prefers the fixed fee format • Work together well – believe it to be • Relationship improved significantly with current as it allows for consistent and a mutually beneficial relationship with the introduction of the contract and smooth payments • Increases over last contract term current agreement and funding relationship with • Increases over last contract term where minimal (mainly CPI) model service provider where minimal (mainly CPI) Page 53 of 154 AGENDA ITEM #i)

*Refer to Data Analysis section for City of Kingston intake data © 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 11 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 67 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Summary of Themes from Internal Consultations

City of Kingston Pound Services Business Model Review Financials Page 54 of 154 AGENDA ITEM #i)

Council Meeting 11 March 19, 2019 68 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Summary of Themes from Internal Consultations The Engagement Process

Perspectives on the service The following individuals (listed in alphabetical order) participated in interviews over the environmental scan delivery and costing models period: of the City’s pound services Position Organization were gained through interviews with 9 Vice President, Board of Directors Kingston Humane Society stakeholders, identified by the Project Sponsor. Executive Director Kingston Humane Society Specific responses have been aggregated in this By-Law Officer City of Kingston summary document and are presented in the form of Population Manager Kingston Humane Society general themes and messages. The findings of By-Law Officer City of Kingston the consultation presented in this summary document will be used to inform the Policy & Program Coordinator City of Kingston development of recommendations towards Senior Officer Frontenac Municipal Law Enforcement Inc. an optimal service delivery model for Pound Services. Page 55 of 154 Operations Manager Kingston Humane Society

Manager, Licensing & Enforcement City of Kingston AGENDA ITEM #i)

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 13 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 69 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Summary of Themes from Internal Consultants EmergingThemes from Consultations

. Both parties agreed that a fair and transparent funding model is required. . It was noted by multiple people that the current variable pay structure is complicated and error prone. This results in increased effort to reconcile. . Both parties agree funding should be a cost recovery (i.e. no profit margin), however, there is a significant disagreement on the type of costs that should be covered. Funding Structure . It was noted that if funding is increased, KHS can eliminate reclaim fees they are charging directly to the public. This would reduce the cost to retrieve the pet within the redemption period and would significantly decrease pet-owner conflict. There are often complaints about the high fees to reclaim a pet. . Court seizures are rare, but is a specific item that needs to be clarified. Page 56 of 154 AGENDA ITEM #i)

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 14 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 70 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Process Review

City of Kingston Pound Services Business Model Review Financials Page 57 of 154 AGENDA ITEM #i)

Council Meeting 11 March 19, 2019 71 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Process Review Intake and Tracking Process

Introduction The KHS provides pound services to a total of 7 municipalities, including the City of Kingston and surrounding municipalities. KPMG reviewed the intake process to ensure that there are proper controls in place to accurately reflect the jurisdiction animals are picked up in.

Methodology KPMG notes that there are two parties that bring in animals for all 7 municipalities: City By-Law and the contractor, Frontenac Municipal Law Enforcement Inc. Both parties, along with KHS, described the intake process: • Animal is picked up and brought to the back of KHS to enter and is then kenneled. • The officer will enter animal and pickup information in the KHS book, which is kept in sequential order to ensure completeness. • The officer will then enter the animal and pickup information into the appropriate municipal book (separate books for each municipality – as a result these are not in sequential order since these numbers are tied to the KHS book). • The front desk staff reconcile the books to ensure they match and then enter the information into PetPoint. These animals are classified as “stray” to differentiate between shelter animals brought in outside of pound services. • The number assigned through the KHS book is retained in PetPoint, so the same number stays with that animal. • PetPoint tracks the date they were brought in, along with address. There is a separate drop down field where 1 of the 7 municipalities can be chosen.

Page 58 of 154 • PetPoint automatically calculates an emancipation date, based on 3 or 5 day timeframe (cat vs. dog). • If the pet is reclaimed, this information is entered into PetPoint, along with corresponding date. AGENDA ITEM #i)

Considerations

• Of approximately 900 animals brought into the pound in 2017, less than 10% were from the other 6 municipalities combined • KHS, By-Law and Frontenac Municipal Law Enforcement Inc. were consistent in their description of the process • KPMG reviewed the intake books as well as PetPoint to ensure consistent with above description

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 16 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 72 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Process Review Reporting Process

Introduction The monthly reporting required for the variable pay structure is based on a variety of factors, including but not limited to: • Intake numbers • Emancipation dates • Reclaim numbers • Medical bills As a result, there is substantial effort that goes into creating this reporting. Methodology KPMG reviewed PetPoint reporting functions and noted reports are able to run with only one filter applied at a time.

These reports can be downloaded to excel.

With the limitation of one filter, KHS is running multiple reports and manually cross-referencing animals (by their number, as assigned in the intake process) to come up with the data required.

On average, there are 6 reports that are run and cross-referenced.

QuickBooks is used to track invoices. For medical invoices received, the population manager notes the animal number on these invoices. Page 59 of 154

Considerations AGENDA ITEM #i)

• PetPoint is a commercially available, off the shelf software package. • KHS has inquired with PetPoint to write scripts that would enable better reporting, a fee quote was provided which lead to funding constraints. • The data is available, as inputted through the intake process. Data extraction is the main concern. • Reporting is error prone due to the manual manipulation required. • Opportunity to apply macro enable excel spreadsheets or pivot tables to automate this process. © 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 17 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 73 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Process Review Costing Model

Background The initial costing model provided in the RFP was based on a variable, per pet pricing schedule. Since the expiry of the prior contract on August 31, 2018 and January 2019, an interim contract has been in place. The interim contract is a fixed fee, based on a summary of costs outlined by KHS in a letter to the City. Our review of the costing model was focused on the summary of costs.

Potential Opportunities 1. Based on the standard practices as seen in the comparator review, a fixed fee funding model is consistent with other municipalities 2. After consultations with stakeholders, a fixed fee funding model would reduce administrative burden 3. As a result, this costing analysis will focus on the costs as outlined in the interim agreement

Methodology 1. Using PetPoint, data is obtained to get the number of strays assigned to the City of Kingston, as well as all animals brought into KHS for the time period in question 2. Based on the percentage of City of Kingston strays over total animals brought into KHS, a number of costs are allocated: - Staffing - Intake treatments (required vaccines) Page 60 of 154 - Facility costs (utilities, supplies, maintenance of building) AGENDA ITEM #i) Considerations 1. Interim contract does not take changes in volume (intake) into account 2. There is no distinction between fixed costs and variable costs 3. Formula/methodology to determine costs is inconsistent 4. Data accuracy was a minor concern in review of the animal intake data

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 18 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 74 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Data Analysis

City of Kingston Pound Services Business Model Review Financials Page 61 of 154 AGENDA ITEM #i)

Council Meeting 11 March 19, 2019 75 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Data Analysis Intake Numbers*

Figure 1.1 Barrie Oakville Ottawa Kingston

Intake per 10,000 69 residents 14 28 45

Cost per resident $1.84 $2.58 $1.14 $0.86 Page 62 of 154 AGENDA ITEM #i)

Town of Oakville normalized for an estimate of enforcement services *Source: Data supplied by municipal comparators and City of Kingston

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 20 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 76 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Data Analysis Intake Numbers*

Using the 2017 intake numbers (859 animals) and fees paid for pound services (approximately $107,000), the City currently reports the lowest cost per animal. Evaluating against the comparator municipalities, we would have expected the cost per animal to be similar to Town of Oakville, as economies of scale would reduce the cost as intake numbers rise.

Figure 2.1 Page 63 of 154

Figure 2.2 AGENDA ITEM #i) Barrie Oakville Ottawa Kingston

Fee per intake $1,300 $910 $255 $125

Town of Oakville normalized for an estimate of enforcement services *Source: Data supplied by municipal comparators and City of Kingston © 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 21 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 77 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Data Analysis Costing Methodology

Background Using similar costing envelopes as described by the comparator municipalities, along with audited financial statements of KHS and review of intake numbers through their animal tracking software, Pet Point, KPMG reviewed a breakdown of costs associated with pound services from KHS.

This information was supplied to the City as part of the interim contract agreement. Below, is a list of observations:

Methodology Observations 1. Staffing: this figure should be calculated based on current staffing rates, rather than market rate, and should include all required statutory benefits. 2. Intake Treatments: the initial cost was based upon a standard rate, however upon further inquiry, a detailed description of required vaccinations and costs was completed. There is an element of estimate required, as the level of vaccines can vary depending on the state the animal is brought in at. 3. Facility Costs: consistent with other municipalities, the cost of pound services should include the cost to run and maintain the building. Typically, this allocation is based on square footage, however given the structure of the building and capacity constraints, using intake percentage is a more reflective measure. 4. Intake Numbers - % Allocation: KPMG agreed to Pet Point reports, however for the allocation percentage, it is noted that due to the manual process to filter this data, there is an inherent risk of error. More analysis on these figures is required. Page 64 of 154

Considerations AGENDA ITEM #i) 1. The interim contract is currently set as $20,000/month plus the cost of emergency veterinary care, with KHS identifying monthly costs of approximately $28,000/month being attributed to pound services 2. In review of the $20,000, there were discrepancies identified in various areas of the provided support which suggest this fee is low compared to actual costs incurred 3. In review of the $28,000, there were discrepancies identified in various areas of the provided support which suggest this fee is high compared to actual costs incurred

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 22 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 78 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Data Analysis Fee Model Analysis*

Figure 3.1 Current Potential Fixed Fee (monthly)

Variable Low Mid High Average of Fee Range Range Range Comparators Costing $20,000 $24,000 $28,000 Model Intake per 10,000 residents 69 69 69 69 29

Cost per resident $0.86 $1.94 $2.33 $2.71 $1.85

Fee per intake $125 $280 $335 $390 $820

Page 65 of 154 As the City’s intake is higher than the average of the comparator municipalities,

the cost to the City is also expected to be higher than the average. AGENDA ITEM #i)

Conversely, with higher intake numbers, due to savings generated through economies of scale, the fee per intake is expected to be lower than the average

*Source: Data supplied by municipal comparators and City of Kingston © 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 23 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 79 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Summary of Findings & Recommendations

City of Kingston Pound Services Business Model Review Financials Page 66 of 154 AGENDA ITEM #i)

Council Meeting 11 March 19, 2019 80 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

Recommendations

1. Move to a Fixed Fee Funding Model Similar to standard industry practice, implement a fixed fee funding structure, billed monthly for pound services. This would be an all-inclusive fee, with no ability for additional costs to be invoiced separately. Based on review of the unaudited costs supplied by KHS, as well as 2017 intake numbers, the expected range is between $21,000 - $28,000. Benchmarking against the comparator municipalities, KPMG estimates a mid-range fee of $24,000/month.

Observation: The variable fee funding model, where monthly invoices are created based on actual intake, is inconsistent with industry practice of a fixed fee model, where there is an agreed upon annual fee. The variable fee model generates friction between the parties as it requires increased administration, reconciliation and reporting on a monthly basis. As a result, it draws attention away from the operational work.

2. Determine a standardized formula A base template, outlining all the cost envelopes and intake thresholds should be developed, similar to the structure outlined in the City of Ottawa pound keeper contract. Once the template is agreed upon, it can be reviewed Page 67 of 154 annually and would allow for an automated calculation once annual intake numbers, along with costs are populated. AGENDA ITEM #i) Observation: Costs should be aligned with the purpose and reflective of the true cost to run pound services. This includes staffing, vaccines and other intake treatments, administrative supplies and building expenses. Separating out variable and fixed costs, similar to the structure the City of Ottawa follows, would allow for adjustments based on intake numbers.

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 25 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Council Meeting 11 March 19, 2019 81 ADMINISTRATION 209-2019 Pound Services - Kingston Humane Society Contrac...

kpmg.ca

© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Page 68 of 154 The information contained herein is of a general nature and is not intended to address the circumstances of any particular

individual or entity. Although we endeavour to provide accurate and timely information, there can be no guarantee that AGENDA ITEM #i) such information is accurate as of the date it is received or that it will continue to be accurate in the future. No one should act on such information without appropriate professional advice after a thorough examination of the particular situation.

Council Meeting 11 March 19, 2019 82 AGENDA ITEM #j)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL

Report Number: 210-2019 Date of Meeting: December 10, 2019 From: Cathy MacMunn, Clerk-Administrator Prepared by: Cindy Deachman, Deputy Clerk

Re: POTENTIAL SALE OF LAND – 1023 Mill Road, Mountain Grove

A. RECOMMENDATION(s)

WHEREAS Council passed resolution 416-2019 on October 22, 2019 deferring the decision to declare the property at Pt Lt 13 Con 3 Olden as in FR409256 surplus pending communication with Eastern Ontario Trails Alliance (EOTA) and North Frontenac Telephone Company (NFTC);

AND WHEREAS direction from council was sought from staff as to what process and conditions should be incorporated into a possible sale of this property;

AND WHEREAS staff have circulated to EOTA and NFTC for comments, and no further comments have been received from them or from council;

AND FURTHER THAT the Clerk-Administrator be delegated authority to finalize the registration of easement in favour of NFTC, the agreement of purchase and sale, including any terms and conditions deemed appropriate;

AND FURTHER THAT the Mayor and Clerk-Administrator sign the necessary sale documentation to complete the transaction.

B. BACKGROUND/ INFORMATION

Pursuant to our existing policy, council must declare the property surplus, after which an appraisal is to be obtained, and public notice given. No further direction is given as to how the sale should be completed.

No concerns or interest in the property were received from EOTA and NFTC (other than the need for an easement for NFTC, of which we were already aware). Staff therefore propose it would be appropriate to proceed with the sale at this time. In absence of further direction from council as to the sale process, once an appraisal is obtained, staff will ask the applicant to submit a formal agreement of purchase and sale to the Clerk-

ADMINISTRATION 210-2019 Potential Sale of Land - 1023 Mill Road Mountain... Page 69 of 154 AGENDA ITEM #j)

Administrator so that the sale can be finalized. Part of that process will involve completing the registration of an easement in favour of NFTC, once the surveyor has completed the reference plan.

The surveyor has indicated to staff that the building does encroach onto the road allowance. The surveyor will be able to provide a sketch showing the extent of encroachment in January, at no extra charge. This will be reviewed by staff and steps taken to either acknowledge the encroachment or request the removal of the encroachment in the final agreement with the purchasers.

C. FINANCIAL IMPLICATIONS

The net purchase price would be revenue for the township in the 2020 budget.

D. ATTACHMENTS

n/a

ADMINISTRATION 210-2019 Potential Sale of Land - 1023 Mill Road Mountain... Page 70 of 154 AGENDA ITEM #k)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL

Report Number: 211-2019 Date of Meeting: December 10, 2019 From: Cathy MacMunn, Clerk-Administrator Prepared by: Cindy Deachman, Deputy Clerk

Re: Update to Sale of Surplus Real Property Policy

A. RECOMMENDATION(s)

WHEREAS Section 270(1) requires a municipality to adopt and maintain policies relating to its sale and other disposition of land;

AND WHEREAS our existing policy is over ten years old, is not reflective of current legislative requirements ,nor does it provide specific guidelines as to the method by which land should be sold,

NOW THEREFORE BE IT RESOLVED THAT Council review the draft policy attached to this report and provide feedback to staff so that staff can bring back a final draft policy in January for approval.

B. BACKGROUND/ INFORMATION

Our 2008 policy doesn’t provide any direction as to how properties should be marketed, nor does it identify priorities in any sale. Given the higher market value for properties, and continued reduction in funding from other levels of government, the importance of raising revenues from the sale of surplus lands will become more critical in the future. While maximizing revenue should be a primary goal, it shouldn’t be the only consideration when selling public assets. The draft policy attempts to balance revenue with other public interest considerations such as public safety, protection of natural and cultural heritage, and local planning priorities/policies. This draft policy provides some delegated authority within this policy framework to allow staff process a request efficiently yet with sufficient public notice and transparency to meet current requirements of S. 270(1) 5.

There is currently no published or updated list of municipally owned properties, so it will take some time to obtain and consolidate this information from various sources. Once available however, we can update our website to better publicise these properties for sale which may result in more non-solicited offers of land by potential developers,

ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy Page 71 of 154 AGENDA ITEM #k)

investors, or homeowners. This initiative can enhance the economic development of the municipality.

It is intended that this policy would also apply to the failed tax sale properties as well, provided those properties have proceeded to the point where the municipality has vested title.

It is also intended that the policy apply to requests such as easements or leases of municipal property, but with necessary modification to deal with the particular interest being conveyed. It is not intended, however, to apply to road allowance/highway closures as these are dealt with under a separate policy, nor to requests for licence agreements for permission to use and/or improve municipal property as this does not constitute an legal interest in land.

C. FINANCIAL IMPLICATIONS

There is no cost associated with the preparation or adoption of the policy.

D. ATTACHMENTS

Draft policy

ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy Page 72 of 154 AGENDA ITEM #k)

TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: SALE OF AND OTHER DISPOSITION POLICY NO: OF PROPERTY 2020-____

BACKGROUND/SCOPE

 The Township is required pursuant to S. 270 (1) 1. to adopt and maintain a policy with respect to the sale and other disposition of land.

 This policy does not apply to road allowances or highways which are covered under the Road Closure and Conveyance Request policy pursuant to By-Law- 2018-48

 This policy does not apply to properties being sold under Part XI of the Municipal (Sale of Land for Tax Arrears) unless the properties have been vested under the Failed Tax Sale process to the point where a RFP process is commenced.

 This policy applies with necessary modification to requests for other interests in land, such as easements or leases in land.

PURPOSE The purpose of this policy is to regulate the disposal/sale of Municipally owned land that has no current or foreseeable municipal purpose. While it is expected that any sale of land should maximize revenue based, at a minimum, on fair market value, Council recognizes that there may be times when it is prudent to sell for less than fair market value, in order to meet the goals of the Municipality’s strategic plan, Official Plan, to protect the public health and safety of its residents, or preserve its cultural and natural resources. In all cases, the Municipality strives to make the sale of surplus land fair, reasonable, open and transparent to the taxpayers while promoting the economic opportunities available to it. DEFINITIONS Appraisal – means a written opinion or valuation of the current fair market value of real property. Such appraisal is to be obtained from a person with expertise in the Valuation of real property, and qualified with the AACI or CRA designations.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: December 10 2019 January __ 2020

ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy Page 73 of 154 AGENDA ITEM #k)

TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: SALE OF AND OTHER DISPOSITION POLICY NO: OF PROPERTY 2020-____

Council – Means the council for the Township of Central Frontenac. Clerk – Means the Clerk, Clerk-Administrator, or his/her designate. Disposition – For the purposes of this policy, disposition means the sale of the fee simple interest of real property. For disposition of other interests in Land, including but not limited to leases, or easements this policy shall be applied mutatis mutandis. Expression of Interest means a submission from an interested individual in substantially the same form and content as Schedule “A” attached hereto. Land, property or real property means any property, whether vacant or not, that is owned by the Municipality, including land, buildings, easements and leases. Market value means the most probable price that the Real Property shall bring in a competitive and open market, with an arm’s length buyer as of a specified date, under all conditions necessary for a fair sale, the buyer and seller each acting prudently knowledgeably and in their own best interests; Municipality means the Corporation of the Township of Central Frontenac or one of its predecessor municipalities, or an agency, board or commission of the Municipality. MPAC means the Municipal Property Assessment Corporation or any successor thereto. Notice means a notice published the Municipality’s website and social media platforms, an advertisement in a newspaper of general circulation, or posting a “For Sale” sign on the land, or a combination of the above as determined by the Clerk. Qualified Real Estate Professional means a registered real estate agent who is familiar with the area and nature of Land being sold. Request for Tender means the process by which bids are solicited and are to be in substantially the same form and content as Schedule “B” hereto. Sale includes the sale, transfer or conveyance of Land by the Municipality, but does not include a Quit Claim Deed or a transfer to release interest in land to clarify title or boundaries of its land or clarify the Municipality has no interest in Land.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: December 10 2019 January __ 2020

ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy Page 74 of 154 AGENDA ITEM #k)

TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: SALE OF AND OTHER DISPOSITION POLICY NO: OF PROPERTY 2020-____

Surplus means that the municipality no longer requires the Land in order to meet its current or future needs. RESPONSIBILITY The Clerk’s department shall be responsible for the implementation of this policy. All Municipal Departments shall notify the Clerk as soon as possible when considering the disposition of Property or, discovers municipally owned Property that is not currently in the database. The Clerk shall maintain a complete list of Municipally-owned lands. The list will include the property roll number, the legal description, its current use and zone designation and any other significant details pertaining to the property. This list should be updated at least annually on the website. PROCEDURE 1. Commencement: The Municipality may commence the proceedings to dispose of Real Property at its own initiative or upon the receipt of a written expression of interest from an applicant.

2. Expression of Interest: Any written expression of interest shall be in the form attached as Appendix “A” and shall include a refundable deposit in the amount of $500; If Council does not declare the land surplus, or if the applicant’s offer is not the accepted offer, the deposit will be returned to the applicant, in full without deduction, interest or bonus.

3. The expression of interest shall be circulated to all applicable Township Department heads for review and comments. The Clerk may circulate to planning staff, Conservation Authorities or other outside regulatory or other bodies, at his/her discretion. At a minimum, the departments should review the request and comment on the following:

a) public health and safety considerations; b) historical, cultural or environmental significance; c) compliance with strategic, official or other relevant plans; d) operational considerations, including but not limited to impact on climate change and environmental sustainability;

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: December 10 2019 January __ 2020

ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy Page 75 of 154 AGENDA ITEM #k)

TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: SALE OF AND OTHER DISPOSITION POLICY NO: OF PROPERTY 2020-____

4. In the event the Municipality wishes to commence the sale proceedings, the departmental review should still be done, and a report brought to council prior to proceeding. If Council wishes to impose specific restrictions or conditions for the property, it shall identify these in the resolution and Request for Proposal documentation.

5. Declaration: The Clerk shall bring a report to council summarizing the comments received, and recommendations to Council. If the recommendation is to proceed with the disposition, Council shall pass a motion to declare the property surplus. Said motion shall indicate which sale process it wishes staff to proceed with.

6. Said Motion to declare surplus should indicate any specific conditions/restrictions that may apply in the event of a sale. Conditions/restrictions may include, but are not limited to registration of restrictive covenants, registration of easements on title to protect public interest or private rights that are in the best public interest to continue, or conditions that recognize a specific cultural, historic or environmental resources located on the property, planning considerations such as merger of lot with adjoining lands, remediation of property including demolition or removal of hazardous material.

7. If the expression of interest is for an interest in land other than fee simple interest (i.e. for an easement or leasehold interest), the declaration to Declare the property surplus is not required, or can be limited to the scope related to the nature of the request.

8. Appraisal: If the assessed value according to MPAC of the Property is $5,000 or less, a letter of opinion from a Qualified Real Estate Professional shall be obtained to confirm the Market Value for the Property. If the assessed value according to MPAC is between $5,001- $300,000, at least one appraisal shall be obtained from an Appraiser. If the assessed value is over $300,000 at least two appraisals shall be obtained from two independent Appraisers. Notwithstanding the above, if in the sole discretion of the Clerk, it is advisable to obtain a full appraisal rather than the letter of

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: December 10 2019 January __ 2020

ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy Page 76 of 154 AGENDA ITEM #k)

TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: SALE OF AND OTHER DISPOSITION POLICY NO: OF PROPERTY 2020-____

opinion from Qualified Real Estate Professional, the Clerk may proceed with an Appraisal.

9. Where possible and relevant, the Appraisal or Letter of Opinion will take into account any restrictions/requirements imposed by council in the resolution to declare surplus, when determining the value of the property (“Appraised Value”).

10. Further, the following lands may, at the clerk’s discretion be exempt from the requirement to obtain an appraisal: a. 0.3m reserves acquired in connection with an approval or decision under the Planning Act; b. Closed highways (see Road Closure and Conveyance policy) c. Land that does not have direct access to a highway if sold to the owner of land abutting that land; d. Land re-purchased by an owner in accordance with Section 42 of the Expropriations Act; e. Easements; f. And other lands that Council determines in its discretion.

In the event no appraisal is obtained because it is an exempt property, or if Council deems it appropriate to sell for nominal or sufficiently lower than the Appraised Value, the Applicant shall be responsible for the Municipality’s reasonable costs to complete the disposition, including but not limited to surveying, appraisal and legal costs.

11. Method of Disposition In the event the Appraised Value is $50,000 or less, the Clerk, in consultation with the Treasurer may decide whether to pursue a sale solely with the Applicant or proceed with a Request for Tender to solicit bids with a minimum tender amount of the Appraised Value. For properties appraised higher than $50,000, the Clerk shall proceed by way of a Public Tender process.

12. In the event the lands are sold by Public Tender, the form in Schedule “B” shall be used, and submissions must be received in a sealed envelope, and must be accompanied by a deposit of 20% of the minimum tender bid (or

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: December 10 2019 January __ 2020

ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy Page 77 of 154 AGENDA ITEM #k)

TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: SALE OF AND OTHER DISPOSITION POLICY NO: OF PROPERTY 2020-____

proposed purchase price in the event there is no minimum bid posted), by way of certified cheque or bank draft.

13. Council may make a final decision to accept or decline the Tender at its first council meeting following the opening of tenders, or chose to defer the decision to a later date. Council reserves the right to accept or decline any Tender, and the highest or any tender may not necessarily be accepted.

14. Notice. Regardless of the method of disposition, Public Notice shall be given of the intention to sell on the Municipality’s website, and in the local newspaper pursuant to our Public Notice policy. The notice shall include a brief description of the property and a sketch or map if possible. The notice shall indicate the method of disposition and, if being sold by Public Tender, include the deadline and rules for said process.

15. In the event the Tender process is unsuccessful, the Clerk may list the Land with a Qualified Real Estate Professional.

16. By-Law Properties sold through Tender, or through a Qualified Real Estate professional shall be sold to the person making the highest offer so long as, in the judgment of the Clerk the amount received by the Township, together with any conditions attached to the offer is reasonable and in the best interests for the municipality. The Clerk will present Council with a recommendation for acceptance, together with proposed terms, and Council shall pass a by-law authorizing acceptance of said offer, contingent upon solicitor approval of an agreement of purchase and sale, to be submitted within 10 days from the date of passing of said by-law

17. Standard Terms to be included in the Agreement of Purchase and sale: Unless otherwise directed by Council, at a minimum, the agreement shall indicate that HST if applicable, will be in addition to the purchase price, and that the purchaser is accepting title to the property “as is”. The Township shall not be obligated to provide any warranties, indemnities or declarations confirming the state of the property. The purchaser shall be responsible for all costs associated with due diligence required to satisfy the purchaser as to the fitness of property for the purchaser’s use.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: December 10 2019 January __ 2020

ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy Page 78 of 154 AGENDA ITEM #k)

TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: SALE OF AND OTHER DISPOSITION POLICY NO: OF PROPERTY 2020-____

18. Where possible, closings of real estate transactions should be completed no later than 30 days from the date of acceptance of the offer to purchase.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: December 10 2019 January __ 2020

ADMINISTRATION 211-2019 Update to Sale of Surplus Real Property Policy Page 79 of 154 AGENDA ITEM #l)

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL Report Number: 212-2019 Date of Meeting: December 10, 2019 From: Cathy MacMunn, Clerk-Administrator Prepared by: Cindy Deachman, Deputy Clerk

Re: RECORDS MANAGEMENT POLICY AND UPDATE TO RECORD RETENTION BY-LAW

A. RECOMMENDATION(s)

WHEREAS the Municipal Act, S. 254(1) requires municipalities to retain and preserve records in a secure and accessible manner;

AND WHEREAS one of the specific goals from the Strategic Plan was to implement an electronic filing system;

AND WHEREAS as a result of the new system, our 2013 Record Retention By-Law requires updating, and a policy to govern records management needs to be adopted;

NOW THEREFORE BE IT RESOLVED THAT Council receive this report for information;

AND FURTHER THAT council review the draft Records Management Policy and draft Record Retention By-Law, and provide comments to staff no later than December 20th;

AND FURTHER THAT Council direct the Clerk-Administrator to bring back the final policy and bylaw to Council for approval in January 2020.

B. BACKGROUND/ INFORMATION

Moving to TOMRMS is considered best industry practice in order to maintain transparency and integrity of municipal records, particularly in dealing with MFIPPA requests.

The Municipality subscribes to TOMRMS which establishes an organizational structure for documents and provides periodic updates to retention periods based on changes to statutory framework. While we have subscribed to this system for a number of years, to date it has not yet been implemented.

TOMRMS constitutes a substantial change in how staff will deal with and file material. It will require substantial training and policy development. Council will also be trained on the new system, as Councillors are also required to retain data/files under MFIPPA.

ADMINISTRATION 212-2019 Records Management Policy and Update to Record R... Page 80 of 154 AGENDA ITEM #l)

Furthermore, the Township has contracted with Thinkdox to institute an electronic file system within which we will use the TOMRMS structure. The Laserfiche platform will allow us to transition to a paperless office.

C. RECOMMENDATION

In order that the records management system can be implemented and maintained successfully, we need to adopt and follow a policy as to how documents are managed within the system. We also need to establish a Records Management Co-Ordinator, and implementation team who are empowered to oversee the transition to the new system.

This process requires direction from council as to what extent it wants existing records brought into the new system. Our current system of filing in the basement is not organized using TOMRMS or retention period/destruction dates. Sufficient resources (time, staff, and upgrading filing system infrastructure) would be required if we want to: a) complete an inventory of existing records; b) assess those records with appropriate destruction dates (and purge all those records which retention periods have already expired); and c) file existing records using TOMRMS.

In order to meet statutory requirements under the Municipal Act and MFIPPA, staff recommend this project be prioritized, but cautions that additional resources will be required and should be budgeted for accordingly in 2020. The responsibilities of the Records Management Coordinator and implementation team will be significant and will need to be acknowledged and accounted for until such time as we have completely transitioned to the new system. Once the system is operational and staff trained, it is anticipated the time spent on records management will be much more efficient and cost- effective.

The current records retention by-law also requires updating so that the schedule of retention periods reflects the TOMRMS retention schedule. The bylaw also delegates authority of the Clerk/Records Management Co-ordinator to update the schedules to reflect changes in legislation as noted in the citation tables provided as part of the TOMRMS subscription. The previous by-law indicated the approval of the municipal auditor is required; this statutory requirement was amended in 2017 and is now discretionary. We have incorporated auditor approval in the new by-law, but this can be removed if Council wishes.

Also notable is that in addition to the statutory retention requirements, there are retention dates based on business need that the township has discretion as to what it wishes to use. Where possible, staff will carry over the retention period in the existing bylaw, and will be reviewing these discretionary periods with department heads for input. The by-law will then be updated prior to coming back to council.

D. FINANCIAL IMPLICATIONS

The TOMRMs annual subscription and cost for the Laserfiche software are budgeted items. Additional resources should be allocated in the 2020 for implementation costs, and these will come forward as part of the budget process.

E. ATTACHMENTS a. Draft policy b. Draft by-law

ADMINISTRATION 212-2019 Records Management Policy and Update to Record R... Page 81 of 154 AGENDA ITEM #l)

TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

PURPOSE The objective of this policy is to outline provisions for the management of information within the municipality, ensuring economy and efficiency in the creation, maintenance, retrieval, storage and disposition of records while providing for the coordination of activities required to support records management services in municipal offices.

SCOPE This policy applies to the creation, receipt, use, handling, maintenance, storage and disposition of all records in all offices by employees, elected officials, and Committees within the Township of Central Frontenac, unless otherwise specified, in the course of carrying out their corporate duties regardless of the medium or format.

PREAMBLE The records and information holdings of The Corporation of the Township of Central Frontenac are valuable corporate assets needed to support effective decision making, meet operational requirements, protect legal, fiscal and other interests of the Township, and to adhere to the requirements of the Municipal Act and the Municipal Freedom of Information and Protection of Privacy Act.

Effective records management makes program and service delivery more efficient, supports transparency, collaboration across organizations, and informed decision- making in operations, and preserves historically valuable information.

DEFINITIONS Archival records means those records that are to be retained on a permanent basis due to their historical and research value;

Active records are records defined as having an on-site retention in accordance with the Records Retention schedule. These records are usually referred to more than once a month per file drawer, regardless of age.

Charge out system is the procedure of recording the removal or loan of a file.

Classification Scheme is a planned method of identifying, classifying and arranging records so that they may be found quickly when needed ensuring optimal file integrity. The Municipality has adopted a subject numeric scheme for standardized application

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

in all its municipal offices. Also adopted is a file folder coloUr coding system for identification of subject classifications.

Database means data organized and stored so that it can be manipulated or extracted by compute hardware or software.

Destroy refers to the process of eliminating or deleting data, documents and records so that the recorded information no longer exists.

Destruction is the physical disposal of records by means of burning, pulping or shredding. Electronic Records must be deleted.

Disposition means the range of processes; associated actions; implementation; retention; destruction; loss; or transfer of custody or ownership that are documented in disposition authorities or other instruments.

Files are a collection of papers and documents of a person or organization, regardless of the physical form or characteristics, located within a file folder, file jacket or directory.

Inactive Records are records which are seldom referred to, but which must be retained, temporarily or permanently because of legal, fiscal, administrative or archival value.

Inactive Records Storage Facility provides economical and efficient specialized maintenance and retrieval services for inactive records before transfer to an archival facility or destruction.

MFIPPA means the Municipal Freedom of Information Protection of Privacy Act

Non-record material (transitory record) is records of no documentary value. Examples of non-record material are: · Extra copies kept for reference · Working papers, preliminary drafts and similar materials, summarized and published in other forms · Catalogues, trade journals and other processed or published materials · Reproduction material such as stencils and off-set plates · Shorthand notes or stenotype tapes which have been transcribed

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

· Stocks of publications, informational material or blank forms

Official Record Holder means the Office or Department which is responsible for retaining the official or original versions of records as noted in the Township’s By- Law/Retention Schedules.

Official Records means those records in the Township’s custody and control that serve important functions, such as supporting program delivery, policy development, express the Township’s commitment to action, meet legal, financial, administrative, operational or other official requirements, provide evidence of obligations, responsibilities, decisions and actions.

Official Records System means the Township’s network, database systems and any document management systems utilizing the corporate records classification system.

Records Management is the application of systematic control to recorded information which is required in the operation of the municipal offices. The services provided through the records management program include:

· Correspondence management, · Manuals and directives management, · Forms management, · Reports management, · Files management, · Records retention scheduling, · Vital records programming, · Archival programming, · Inactive records storage, and · Micrographics programming.

Records are all books, papers, maps, photographs, machine readable materials or other documentary materials, regardless of physical form or characteristics, generated or received by the Municipality in connection with the transaction of public business, and preserved for any period of time by the Municipality as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of this municipal government.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

Records Centre refers to the storage facility/facilities used to house the township’s inactive or semi-active records.

Records Manager/Coordinator means the Records Manager/Coordinator as designated by the Corporation being the Township Clerk.

Records Retention Schedule is a document which defines the retention parameters for all municipal records. The schedule identifies on-site (active), off-site (inactive) and total retention years and provides the authorization, through by-law, for the transfer, destruction or archival retention of municipal records.

Record Series means a group of similar or related records that are used and organized into a consistent filing pattern or arrangement to permit evaluation as used for determining their retention period.

Retention Period means the period of time during which records must be kept by the TownSHIP before they may be disposed of.

Security is the ability to physically protect records from unauthorized access through the use of locked cabinets, locked rooms, passwords, charge out systems or other security procedures.

TOMRMS means The Ontario Municipal Records Management System which is the Corporation’s standardized file classification system.

Transitory Records refers to those records, including e-mail, voice mail or text message, that has only temporary or limited value and is not required to meet statutory obligations, set policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, administrative, operation or other official decisions for the Township.

Vital Records means those records containing information essential to the resumption or continuation of the Township’s business operations in the event of a disaster, including records that document the Township’s legal and financial position and preserve the right of the Township, its employees customers and stakeholders.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

POLICY OBJECTIVES The Township’s records and information management program will:

a) Manage the information life cycle to meet all legislated requirements for record keeping, including those of MFIPPA;

b) Manage information holdings, making them readily available for decision making and to meet information access requests, including those made under the MFIPPA;

c) Protect the integrity and authenticity of records so that they may be relied upon as evidence of organizational activity and administrative decisions and thereby meet legal, evidential and accountability requirements;

d) Ensure that records are protected and are not destroyed or removed from the custody and control of The Corporation of the Township of Central Frontenac unless authorized by the Township’s Records Retention By-Law, legislation or through contractual agreement;

e) Ensure the identification and preservation of permanently valuable records and the destruction of valueless records in a timely, secure, and environmentally sound manner; f) Promote organizational efficiency and economy through sound record keeping practices including reducing storage costs through the use of records storage centres and appropriate equipment and technologies.

POLICY a) Provide record keeping systems and services that efficiently maintain and retrieve information. B) Provide efficient and prompt disposal of records when their administrative, legal, and fiscal value has ceased and all requirements of the Township by- laws as they affect public documents have been met while preserving those records of enduring value to the Township.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

c) Provide efficient development and use of micrographic and optical systems where cost effective applications exist.

d) Provide records management input into the planning and development of systems designed to enhance information management.

f) Standardize the type of equipment and supplies utilized in the maintaining of records within municipal offices and provide for records management input into the design or redesign of existing or future accommodation of municipal offices. g) Prevent the creation of unnecessary records, including forms, directives and reports. h) Provide for the storage and retrieval of inactive records.

i) Provide specific protection to vital and archival records.

j) Provide for ongoing training of staff involved in delivering and using the program. k) Provide for transfer of those records of enduring value to the municipal archives.

Files Management

a) Provide a logical and systematic classification scheme for the arrangement of active records in groups or categories.

b) Provide methods of identification so that files can be retrieved quickly when needed.

b) Design various types of the controls such as charge out and cross referencing systems to ensure effective control and security over municipal records.

GENERAL POLICY GUIDELINES

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

a) The Township will manage corporate records in accordance with all applicable legislation and regulations and, wherever possible, adopt and incorporate codes of best practice. b) Records will be retained in the most cost-effective manner, and only for as long as needed, in accordance with the Township’s Records Retention By- Law/Retention Schedules and all applicable legislation. c) Access to corporate records shall be made available to all employees designated as requiring access in order to perform the functions of their job – subject to certain limitations pertaining to access and disclosure as defined by Township policy and/or legislation. Requests from the public for access to corporate records shall be provided in accordance with MFIPPA legislation and Township guidelines.

d) Township records are to be protected from unauthorized access, disclosure, and alteration, as well as deterioration and loss.

e) Those records identified within the Township’s Records Retention By- Law/Retention Schedules as Vital or Archival will be appropriately identified, protected and preserved. f) g) The Township will maintain a decentralized Records Management system where Township’s departments are responsible for managing those records retained within their respective department or service area in accordance with the Township’s Records Management Program policies and procedures.

h) The Records Manager/Coordinator shall be responsible for the management of those records transferred and retained within the inactive/archival storage facilities of the Township.

h) Each department/service area is responsible for the review and culling of files (for duplicate or extraneous material) prior to files being transferred to the inactive storage facility.

i) All Township employees will classify/code records in accordance with The Ontario Municipal Records Management System (TOMRMS) classification structure which has been adopted by Council as the official corporate classification system.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

j) All records, other than transitory records, will be retained for the period stipulated within the Township’s Records Retention By-Law/Retention Schedules.

l) No records, other than transitory records, are to be destroyed without the expressed written consent of the Records Manager/Coordinator or Clerk. The Records Manager shall ensure that records are promptly disposed of according to the retention periods established within the Township’s Records Retention By-Law/Retention Schedules. Departments requesting an extension to the retention period must make a submission to the Records Manager or Clerk, detailing the reasons for the extension.

m) Every employee entrusted with confidential records or information shall ensure that the confidentiality of such records is maintained at all times.

n) Any destruction, deletion, alteration, or attempts to discard or interfere with the accessibility of any record or other information which may be relevant and required for an ongoing, imminent, or pending audit, investigation, litigation, or pertaining to an access request under MFIPPA, that is brought to the attention of an employee, is a violation of both legislation and this policy and may result in criminal charges.

o) The Records Manager will be responsible for the administration of the Records Retention Schedule and the destruction or transfer of records that are no longer required.

p) The Records Manager/Coordinator has responsibility for administering the Records Management Program and for recommending and incorporating best practices associated with the records management function.

q) Each department head within the Township will act as representative from their service area who will act as a liaison between the Records Manager and the Department. The representative will be responsible for ensuring compliance with the Township’s Records Management By-Law, policies and procedures and for providing assistance with regard to the correct use and application of the corporate classification system.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

r) The Township shall receive written approval, prior to destroying any records belonging to Township affiliated local boards and/or committees.

s) Employees are responsible for the records they create and receive in the course of their duties (regardless of format) and are required to adhere to the policies and procedures of the records management program.

t) Township employees are required to create and maintain records that accurately and adequately document and provide evidence of Township business transactions and activities in which they are involved in the performance of their duties. All employees shall create and maintain records in accordance with the specific requirements of their service area.

u) Staff shall consult the Records Management Program Manual or Records Manager/Coordinator prior to the purchase of filing equipment, systems, and supplies to ensure they are consistent with the standards and specifications of the Records Management Program.

v) New electronic systems/software being developed or purchased by the Township to process and/or maintain records shall take into consideration the requirements of the Records Management Program. Classifying Records

a) Township staff shall categorize records (regardless of media) as either “transitory” records or “official” records.

b) Official records are to be classified and coded in accordance with the Township’s corporate classification system (otherwise known as TOMRMS).

c) There is no requirement to classify or retain transitory records unless an employee has become aware that such records may be subject to an MFIPPA request, pending litigation, or an investigation.

Storage a) Township employees are to ensure that official records within their custody and control remain accessible (to other designated staff) and retrievable for

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

the entire period set out within the Township’s Records Retention By- Law/Schedule.

c) Township employees are to record and store all official records in an official records system of the Township.

d) Township employees shall store official records in an environment which provides for the preservation of the record over its entire lifecycle. The type of storage and services required shall be dictated by the purpose, physical form, use and value of the official records.

e) The Township’s electronic mail (e-mail) systems and the Information Technology Division’s back-up media storage of the Township’s e-mail system does not constitute an official records system of the Township and shall not be used for the storage of records. Transitory e-mails shall be deleted by Township employees in accordance with this policy. E-mails deemed official records shall be classified/coded in accordance with the Township’s records classification system and filed within an electronic records system of the Township and/or printed. Once the e-mail has been classified and saved, the copy residing within the Township’s e-mail system may be treated as a transitory record and destroyed accordingly.

f) The Township’s voice mail system and Information Technology Services’ back-up storage media of the Township’s voice mail system are available for day-to-day operations and do not constitute an official record’s system of the Township and are not to be used for the storage of records.

g) Access restrictions will be applied to official records where specifically required by the department and in order to comply with access and privacy provisions outlined in MFIPPA or other statutes.

Operation of Inactive Records Storage Facility

a) Use a storage facility to provide low cost maintenance of inactive records as defined by the Records Retention Schedule.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

Records Retention Schedule

a) Use the Records Retention Schedule to purge inactive records from user/department offices to storage and their subsequent destruction or transfer to archives.

b) The Records Manager/Coordinator shall review the Records Retention By-Law and Schedule annually and recommend amendments to ensure that the Schedule remains compliant with all legislative requirements and is current with industry standards;

c) In determining appropriate retention periods, the Records Manager/ Coordinator shall consider in consultation with department users: 1. The operational value of the records (i.e. the period of time during which a record may be required in order to fulfill its operational needs); 2. The legal value of the record (i.e. the period of time necessary to meet statutory and regulatory requirements, or requirements imposed by agreement, permit, et., or to ensure that the record is available in case of litigation or investigation); 3. The fiscal value of the record (i.e. the period of time required for audit or tax purposes); 4. The historical value of the records (i.e. the long-term value of the records in order to document events or the origins and history of the Township).

Disposition Process

All employees are to adhere to the following disposition process:

a) The Records Manager shall notify the appropriate signing authority for the department, in writing, of the scheduled destruction of records stored in the records storage centre, within the department, or within the Township’s official records system. The notice will provide the scheduled destruction date and a list of the records eligible for destruction. The signing authority for the

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

department shall provide the Records Manager/Coordinator with written approval for destruction.

b) The signing authority for the Department shall provide notification, in writing, prior to the scheduled destruction date, of any records included in the destruction notice that should be retained for a longer period and the reason for the extension.

c) The Records Manager/Coordinator, in consultation with the signing authority for the Department who is requesting the extension, shall establish a new destruction date (not to exceed one year).

d) Additional extensions to the destruction date (beyond one year period) must be provided to the Records Manager/Coordinator from the Department Head on an annual basis.

e) If no notice is received in accordance with (b) above, prior to the scheduled disposition date, the records shall be deemed to be authorized for destruction by the signing authority for the department. Destruction Guidelines

Transitory Records

a) Transitory records may be destroyed and/or deleted in a manner that is appropriate to their level of confidentiality, once they have fulfilled their purpose.

Official Records

a) No official records are to be deleted or otherwise destroyed by any person without the written approval of the Records Manager/Coordinator and without first ensuring that the records have been documented on a Destruction Notice and that the retention period for the record has been fulfilled.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

b) Whenever possible, official records are to be destroyed as part of the annual disposal process, as opposed to being randomly shred. c) Official records, as well as drafts and copies, are to be destroyed in a manner which preserves the confidentiality of the information contained within.

d) Should the Records Manager/Coordinator deem the official records to have archival value, the destruction process will be stopped and the archival records/information shall be removed and placed with other records having archival value.

e) Once official records have been destroyed pursuant to the Records Retention By-Law, the Records Manager shall maintain written confirmation of the destruction

Electronic Records

a) Prior to the destruction of any electronic records, users and Information Technology services are required to obtain/verify that approval has been granted. Deletion of such records must be in accordance with this policy and the Township’s Records Retention By-Law Schedules.

Voice Mail

a) For the most part, voice mail messages recorded in the Township’s voice mail system will be deemed transitory records and may be deleted in accordance with any established voice message protocols and/or once the message has been dealt with accordingly.

Information Database and Orphan Data

a) Prior to destruction of an information database or orphan data, the following documents are to be completed: 1) a written description (to the extent that such information is available) of the following: a) the title of the system; b) the name of the department/division responsible for the creation or use of the data

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

c) a brief description of the system’s purpose; d) where possible, a listing of the comments/information being destroyed.

2) the written approval of the department’s signing authority; and

3) where applicable, an exemption from the Minister of Revenue, in order to satisfy the provision of the Federal Income Tax Act, Excise Tax Act, Employment Insurance Act or Canada Pension Plan.

b) Once destroyed, the signing authority must provide the Records Manager/Coordinator with a destruction certificate for audit trail purposes.

Records Destruction Notices

a) All original Record Destruction Notices are to be provided to and retained permanently by the Records Manager/Coordinator.

MFIPPA Requests, Litigation, Investigations

a) No transitory or official records pertaining to an Access Request under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) shall be destroyed by any Township staff that has such records in their custody or control until the request pertaining to those records has concluded.

b) The Records Manger shall provide notice of any MFIPPA requests to the signing authority of the affected Department. The signing authority for the responsible department will ensure that any records relevant to the request are not destroyed. Vital Records

a) All Township records which have been deemed a vital record in accordance with the Township’s Records Retention By-Law/Schedules shall be identified on departmental listings as vital.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

b) Based on consultations with Department Heads, Supervisors and staff, priority ratings will be established for all vital records of the Township and will form part of the Town’s Records Classification System.

c) Preventive measures aimed at ensuring business continuity shall be established and implemented to ensure that Departments are prepared and ready to recover those records vital to their daily operations.

Compliance/Audits

Compliance with the Records Management Program will be reviewed on a scheduled and random basis.

PRINCIPLES

The following principles apply:

a) All records, regardless of physical form or characteristics, are the property of The Corporation of the Township of Central Frontenac and subject to its control. c) Any employee, including elected officials, Officers, or volunteers leaving his or her position is required to leave all official records for any successors or with the Township Clerk. d) Official original records will not be taken by employees, elected officials, Officers or volunteers, from Township facilities or designated storage areas, unless authorized by Records Policies, Retention By-Laws, legislation or contractual agreements. e) Such control shall be exercised over the creation, distribution, utilization, retention, storage, retrieval, protection, preservation and final disposition of these records contingent on existing legislation and by-laws. f) The Township will manage its information holdings by adopting a Records Management Program that will be applied and used routinely and consistently throughout all Departments and operations within the Corporation.

RESPONSIBILITIES

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

Each department is responsible for appointing a person as Records Liaison/Clerk to administer the Records Management Program and liaise between the Records Manager/Coordinator and the users. The Liaisons should have a thorough knowledge and understanding of the program and administrative operation of their respective Departments. All employees/users should have a good working knowledge of the system.

Chief Administrative Officer, Department Heads, Supervisors, shall: a) ensure that all staff who are a member of their department/division/service area and/or report to them are aware of their responsibilities under this policy; b) demonstrate support and compliance with this policy; c) address any non-compliance with the policy; d) act as the signing authority or designate a suitably knowledgeable individual from their area of responsibility as the signing authority.

All Employees/Users, shall: a) familiarize themselves with this policy; b) demonstrate compliance with this policy; c) report any violation of this policy to their supervisor; d) identify and distinguish official records and transitory records; e) create, classify and store official records in accordance with the Township’s corporate records classification system; f) ensure that e-mail is classified and saved within the Township’s corporate records classification system; g) adhere to the retention periods stipulated within the Township’s Records Retention By-Law/Schedules; h) ensure that records are destroyed in accordance with this policy, the Township’s destruction procedures and the Township’s Records Retention By- Law/Schedule; i) ensure that records under their custody and control are protected from inadvertent destruction and properly preserved throughout their lifecycle; j) protect records from unauthorized use or access; k) maintain the confidentiality of confidential records; l) ensure that designated users have access to records created within and for departmental use.

Records Manager/Coordinator, shall:

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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TOWNSHIP OF CENTRAL FRONTENAC STANDARD OPERATING POLICY AND PROCEDURE (SOP)

SUBJECT: RECORDS MANAGEMENT POLICY POLICY NO:

2020-____

a) Develop and administer the Township’s Records Management Program in accordance with legislative requirements and industry best practices; b) Ensure that reasonable measures are established, documented and implemented enabling the Township to properly manage and protect its records from inadvertent destruction or damage, taking into account the financial and staff resources available to protect such records; c) Develop and communicate processes which enable departments/staff to maintain compliance with this policy; d) Provide records management training to Township employees; e) Provide inactive storage centre retrieval services to Township employees; f) Ensure the preservations, security and timely disposition of official records being maintained in the inactive storage centres in accordance with the Township’s Records Retention By-Law/Schedules.

POLICY REVIEW AND PROCEDURE This Policy will be reviewed as required, but in any case no later than three years from the date of the most recent review.

The Township Clerk will be responsible for initiating the review of this Policy.

ISSUE DATE: APPROVED BY: REVISION DATE: APPROVED BY: January __2020 Council January ___2020

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CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC BY-LAW NUMBER 2020-____

BEING A BY-LAW TO PROVIDE A SCHEDULE OF RETENTION PERIODS FOR THE RECORDS OF THE TOWNSHIP OF CENTRAL FRONTENAC

WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, as amended, provides that a municipality may establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved in accordance with Section 254 thereof;

AND WHEREAS the Council of the Township of Central Frontenac deems it desirable to update and amend the retention periods for the records of the municipality previously established pursuant to By-Law 2013-13;

NOW THEREFORE the Council of The Corporation of the Township of Central Frontenac enacts as follows:

1. DEFINITIONS

a) Auditor means the person or firm appointed by the Council of the Township of Central Frontenac from time to time to perform the annual audit of the records of the Township of Central Frontenac;

b) Classification (as in records classification) means the systematic identification and arrangement of records into categories according to logically structured conventions, methods, and procedural rules, represented in a classification scheme

c) Destroy means the process of eliminating or deleting data, documents and records so that the recorded information no longer exists. NOTE See also the definition for expungement

d) Disposition with respect to records – means a range of processes; associated actions; implementation; retention; destruction; loss; or transfer of custody or ownership that are documented in disposition authorities or other instruments.

e) Expungement means a process to eliminate completely, to wipe out, to destroy, or to obliterate an electronic record NOTE: See also the definition for destruction

f) Files have the same meaning as “records” and may be used inter-changeably.

g) Medium/media means the physical material which serves as a functional unit, in or on which information or data is normally recorded, in which information or data can be retained and carried, from which information or data can be retrieved, and which is nonvolatile in nature

h) Records Management Coordinator means the person who will coordinate all records management as designated by the Clerk.

i) Official records means recorded information in any format or medium that documents the company's business activities, rights, obligations or responsibilities or recorded information that was created, received distributed or maintained by the company in compliance with a legal obligation”

j) Orphan Data means data that is not machine readable because the data exists with no identifiable computer application or system that can retrieve it, or the data is machine readable but does not have sufficient content, context or structure to render it understandable;

Central Frontenac By-Law No. 2020-____ Record Retention By-Law January ____ 2020

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k) Records means any recorded information, however recorded, whether in printed form, on film, by electronic means or otherwise, including correspondence, memoranda, plans, maps, drawings, graphic works, photographs, film, microfilm, microfiche, sound records, videotapes, LaserFiche, e-mail, machine readable records, and any other documentary material regardless of physical form or characteristics, and including “official records” and “transitory records”.

l) Retention Period means the period of time during which records must be kept by the Township before they may be disposed of.

l) Retention Schedule means a control document that describes the company’s records at a series level, and indicates the length of time that each series shall be retained before its final disposition. It specifies those records to be preserved for their archival or legal values, and authorizes on a continuing basis the destruction of the remaining records after the lapse of a specified retention period or the occurrence of specified actions or events. Records retention schedules serve as the legal authorization for the disposal of the company’s records.

m) Township/City/Town means The Corporation of the Township of Central Frontenac.

n) Transitory Records means records kept solely for convenience of reference and of limited value in documenting the planning or implementation of Township policy or programs, such as:

i) copies of miscellaneous notices or memoranda concerning routine administrative matters or other minor issues; ii) information copies of widely distributed materials, such as minutes, agendas and newsletters, unless the information copy has been annotated to reflect significant input or for other program purposes; iii) preliminary drafts of letters, memoranda or reports and other informal notes which do not represent significant steps in the preparation of a final document and which do not record decisions; iv) duplicate copies of documents in the same medium which are retained only for convenience or future distribution; v) voice-mail messages; vi) e-mail messages and other communications that do not relate to Township business; vii) copies of publications, such as, published reports, administration manuals, telephone directories, catalogues, pamphlets or periodicals; viii) duplicate stocks of obsolete publications, pamphlets or blank forms; ix) unsolicited advertising materials, including brochures, company profiles and price lists.

2. RETENTION SCHEDULE

a) The records retention schedule attached hereto as Schedule “A”, forms part of this by- law.

b) The Records Management Coordinator shall administer this by-law and shall ensure that the retention periods set out in Schedule “A” attached hereto comply with all relevant legal requirements for records retention.

c) In determining the retention periods for any records, the Records Management Coordinator shall consider, in consultation with other Township employees where appropriate:

i. The operational nature of the records, including the period of time during which the Township uses the records to perform its functions; ii. The legal nature of the records, including the period of time necessary to comply with statutory or regulatory requirements or requirements imposed by

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agreements, permits or similar documents, or to ensure that the records are available in case of investigation or litigation; iii. The fiscal nature of the records, including the period to time necessary for audit or tax purposes; and, iv. The historical nature of the records, including the long-term value of the records for documenting past events or the origins and history of the Township.

3. EMPLOYEE RESPONSIBILITIES

All Township employees who create, work with or manage records shall:

i. Comply with the retention periods as specified in Schedule “A” attached hereto; ii. Ensure that official records in their custody or control are protected from inadvertent destruction or damage; and, iii. Ensure that transitory records in their custody or control are destroyed when they are no longer needed for short-term reference.

4. RECORDS MANAGEMENT COORDINATOR

The Records Management Coordinator shall:

i. Develop and administer policies and establish and administer procedures for the Township’s records management program; ii. Periodically review and make recommendations with respect to this by-law, including Schedule “A” attached hereto; iii. Ensure that official records are preserved and disposed of in accordance with Schedule “A” attached hereto; and, iv. Ensure that all disposition notices prepared pursuant to Subsection (a) of Section 5 of this by-law and all certificates of disposition prepared pursuant to Subsection (f) of Section 5 of this by-law are preserved.

5. DISPOSITION OF RECORDS

a) The Records Management Coordinator shall notify the appropriate Township department head or manager in writing of the scheduled disposition of records, including a list of the records eligible for disposition and the scheduled disposition date.

b) The Township department head or manager shall notify the Records Management Coordinator in writing, before the scheduled disposition date, whether any of the records included in the disposition notice need to be retained past the scheduled disposition date, and the reason why such further retention is necessary.

c) Prior to destruction of an information database or orphan data, the following documents are required:

1. a written description containing, to the extent that such information is available, the following:

a. the title of the system; b. the identification of the business unit responsible for the creation or use of the data; c. a brief description of the system’s purpose;

d. where possible, a contents list of the information being destroyed; or

e. a brief description of any sub-systems, their purpose and relationship to the main system or other sub-systems; and

f. the name of the technical contact person who is responsible for documenting the system;

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2. the written approval of the signing authority; and

3. where applicable to satisfy the provisions of the Federal Income Tax Act, Excise Tax Act, Employment Insurance Act or Canada Pension Plan, an exemption from the Minister of National Revenue from the requirement to keep records in an electronically readable format.

4. After the destruction of an information database or orphan data, the signing authority must provide a destruction certificate to the Records Manager to provide an audit trail.

d) Where appropriate and taking into account the principles governing the disposition of official records, the Records Management Coordinator shall re-schedule the disposition of any records listed in the notice referred to in Subsection (b) of this Section for up to one year later than the scheduled disposition date.

e) Re-scheduling the disposition of any records beyond a one year period requires written notice from the Township department head or manager to the Records Management Coordinator for each additional year.

f) If no notice is received under Subsection (b) of Section 5 of this by-law before the scheduled disposition date, the records shall be deemed to be authorized for disposition by the Township department head or manager. g) When official records have been disposed of pursuant to this by-law, the Records Management Coordinator shall obtain written confirmation of such disposition.

6. PRINCIPLES GOVERNING THE DESTRUCTION OF OFFICIAL RECORDS

a) The following principles govern the destruction of official records:

i. When there are no further business or legal reasons for retaining official records, they shall be destroyed or expunged as appropriate; ii. Official records pertaining to pending or actual investigation or litigation shall not be destroyed; iii. Official records disposed of at the end of a retention period, as well as drafts and copies of records disposed of on a regular basis, shall be destroyed in a way that preserves the confidentiality of any information they contain.

b) Official records in the custody or control of the Township shall not be destroyed unless such records are older than the retention period set out in Schedule “A” attached hereto and have been identified in a disposition notice prepared pursuant to Subsection (a) of Section 5 of this by-law.

c) Copies of official records may be destroyed at any time if the original records are being retained in accordance with Schedule “A” attached hereto.

7. APPROVAL OF BY-LAW

a) This by-law shall not take effect until the Township’s auditor has approved it in writing.

REPEAL OF PREVIOUS BY-LAW a) This by-law shall repeal by-law 2013-13

8. CITING OF BY-LAW a) This by-law may be cited as the “Records Retention By-law”.

By-law read a first and second and third time and finally passed this _____day of January, 2020.

Central Frontenac By-Law No. 2020-____ Record Retention By-Law January ____ 2020

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THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

REPORT TO COUNCIL

Report Number 213-2019 Date of Meeting: December 10, 2019 From: Nicole Goodbrand, Community Planner, County of Frontenac

Recommendation

Whereas Council supports the production of civic and geographic literacy for residents of any age;

And Whereas Council encourages all members of the community to engage with the public planning process;

Now Therefore Be It Resolved That the Council receive for information the report titled, “Central Frontenac Official Plan Youth Engagement”.

Background

On November 7, 2019, County Planning and GIS staff engaged with Grade 5/6 and Grade 8 students at Granite Ridge Education Centre in Sharbot Lake as part of World Town Planning Day and GIS (Geographic Information System) Day, both in November. The intent of the sessions was to inform students about planning and GIS professions through fun, interactive activities and also engage with students and solicit feedback on the Central Frontenac Official Plan. Participation of young people in the planning process provides local officials and staff with perspectives and input that can improve plans by identifying the needs and challenges most relevant to youth, directly affecting their lives. Further, involvement in local planning allows young people to better understand local government, to address community issues, and development habits of participation.

Working with the teaching staff and curriculum documents, staff created an interactive presentation which highlighted the roles of both GIS professionals and planners while also providing students with an interactive activity to exercise their civic duty through contributing to the Central Frontenac Official Plan process.

Official Plan – Youth Engagement

Students were asked to contribute to the Official Plan process through an interactive visioning exercise. Students were asked to think about what they liked about their community, what they would like to change and what they would like to see the community look like in 20 years. The students, coming from both Grades 5/6 and Grade

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8 classes, highlighted themes such as nature and community as features they liked about their community. They discussed access to services such as food, retail, and community amenities (such as clean water and the school) as aspects of their community they enjoyed. When asked to reflect on what they found to be challenges, the students expressed concerns about walkability, lack of youth friendly recreational activities, littering, and the status of road infrastructure as well as speeding on the local roads.

To expand on the previous questions, staff asked the students to think about what they would like to see in the future. This was the most fruitful activity with themes such as access to recreation, retail, access to services, and imaginative ideas about transportation dominating the Grade 5/6 discussion, including the Township purchasing jet packs and hover boards. The Grade 8 class also desired more recreational activities, with many of their suggestions focusing on physical activity, such as a pool, skate park, or soccer field. They expressed interest in having more food options locally and also exemplified the ability to think beyond themselves by suggesting a need for doctors, improved library services and addiction facilities in their community.

Students were also asked to identify what they thought were the top concerns to be addressed through the Official Plan process through a dot democracy process. A dot democracy is a planning tool that allows the public to vote by placing a dot in the category they most relate to. Planning staff provided options including agriculture, environment, attracting new businesses, waterfront protection and housing. The topics with the most votes were the environment and attracting new businesses, with one student commenting that without protecting the environment nothing else matters.

While youth, especially younger children can often be left out of larger community discussions, this community engagement activity allowed youth to explore and learn about planning and their community. Students were able to learn new ways to participate as citizens and were appreciative of the opportunity to learn more about their community and the planning and GIS process.

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Figure 1. Engagement boards from November 7, 2019.

Figure 2. What do you love about Central Frontenac? Engagement board.

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Figure 3. What do you want Central Frontenac to look like in 20 years and what is missing now? engagement board.

Attachments Attachment 1 - Detailed student comments.

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Grade 8 - Things We Like About Our Community

Comment Theme I like the beach Access Beach Access I like having a big beach Access I like my house in the place that it is because it's near the lake Access I like the beach Access I like that everybody knows everybody. No big city. community I like the people community everything experience I basically like everything experience I like the quietness land use Not a lot of people land use It's not a city land use I like that there is lots of nature nature KP Trails recreation I like Petro Canada(it's like a mini Canadian tire) retail gas stations retail Mike Deans retail Square Boys retail I like the general store retail The gas & pizza station retail school services I like my bus route transportation I like the roads transportation like can walk to the general stores walkability I like that everything is close together (Mike Deans, Pharmacy, gas, post office) walkability I am able to walk to school walkability walk over to lake walkability Train (potential**) I like a train station **

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Grade 8 - Challenges facing our Community

Comment Theme a newspaper that kids from ages 13-17 can run Employment Garbage on the side of the road Environment people throwing stuff out their window Environment Wendy's for 99 cent frosties Food candy store Food more choices for food Food nothing close NOTHING to have a gym (no gym?) Recreation Deeper swimming area (Sharbot Lake) Recreation a bike park Recreation a paint ball arena Recreation hunger games arena Recreation more things to do sport-wise (we don't have a community centre) Recreation Things I want to change…more things people can walk to Recreation more family activities Recreation a biking trail Recreation a library that is easier to access Recreation volleyball indoor Recreation more walking trails Recreation tack store Recreation Things I want to change… more stores Retail more trails connecting the community - Bell line road Transportation it sucks that I have to hear the train by me all the time Transportation I don't like how fast people drive on my twisty, bumpy road Transportation bad road Transportation fast drivers Transportation the bad bumpy roads Transportation My neighbours need to build a fence betwwen our properties because their my neighbour keeps taking my cats and locks them in his basement for days with no food or water we asked him to stop (he hasn't)

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Grade 5/6 - Things we like about our community

Comments Theme That I can wak to school Community Subway Connectivity Grocery Store Connectivity Trails Connectivity Gas Station Connectivity

I like that the houses aren't too close but would be nicer for more space Connectivity more farms and ranches Connectivity subway Diversity I love that there is the old train is open to visit Environment I love that is village and country-like and nice and the train track Environment trees Environment peace Environment books Environment fishing Environment beach Environment the fact that I can walk to the Sharbot Lake beach Environment t.v. Experience I like to see all the wildlife Food I like subway Food

I think we don't need that many gas stations but I like the gas station Food Friends Food I like the bike trail Food free schooling Food clean water Recreation open space Recreation lots of trees Recreation I love the fact that I can walk to 3 stores, a food truck and Subway Recreation I like that we have a beach Recreation Snowplowing Recreation the beach Recreation I like food stores Recreation Trails Recreation Grocery stores Recreation gas stations Recreation I like the public library Recreation I like the people Recreation I like the space Recreation I love that there are beaches and restaurants Retail I like that it's not a city Retail

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wildlife Retail the school Rural I can walk to my friend's house Rural the beach Rural paths (trails?) Rural I like the wildlife Rural I like the beach Rural I like the trails Rural lots of room to play outside Rural wildlife Rural I like that the town is small and not like a city Rural space Services Quietness Social Services nature Social Services home Social Services

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Grade 5/6 Future Ideas Comment Theme Wendy's and Dairy Queen Food A McDonalds Food a Local food store Food More places to eat Food DQ Food Tim Hortons Food McDonald's Food DQ Food food spots like Walmart Food Tim Hortons Food I would like 1 restaurant Food Not too much fast food restaurant, nice restaurant, not as much McDonald's A&W, Burger King, not that stuff Food another local food store Food Tim Horton's food Grocery Store food I think my mom would like a Tim Hortons. I think we should have a garden at food I would like a couple restaurants and shops But I don't want it to be too city- Food I also want more food places Food Starbucks Food Flowers around land use more trees land use Spread the gas stations out more land use more land land use bigger beach land use less gas stations land use animals Nature Garden Nature more trees Nature movie theatre Recreation side walks for roller skating Recreation Trampoline Park Recreation More Trampoline Park Recreation Rock climbing Recreation A big fair Recreation public pool Recreation 3 beaches Recreation trampoline park Recreation park Recreation an aquarium Recreation an arcade Recreation A place to play volleyball in the school yard of GREC Recreation

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Soccer Stadium Recreation water park Recreation mini golf Recreation parks Recreation hockey rink Recreation NHL rinks Recreation Bowling Alley Recreation Park Recreation Mini Golf Recreation Playtrium Recreation Kids World? Recreation Water park Recreation more paths Recreation ATV track Recreation Indoor Swimming Pool Recreation Mini Golf Recreation Park Recreation Trampoline Park Recreation a soccer Stadium Recreation A playtrium Recreation playtrium Recreation I would like a park with climbers and benches Recreation Public Swimming Pool Recreation A banana house Recreation I want ot have some more bike trails Recreation I also want a big beach Recreation A Skate Park Recreation An Amusement Park Recreation Music Shop Retail ATV store in parham Retail A mall Retail iphone store Retail art shops Retail Toy Store Retail art shops Retail Hoverboard Store Retail Stores Retail art shops Retail pet store Retail Candy Store Retail more books in the book store Services fixing cars Services Clean bathroom at the beaches Services Plow the roads more Services

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Animal home if they are lost Services Child Care Social Services a car that was safe for kids to drive Transportation jet pack Transportation hoverboard Transportation Free hover boards Transportation I would like it to stay kind of old fashioned Experience

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Grade 8 Future Ideas

NOTE THEME - General Specific Theme Secondary Theme Tertiary more jobs Employment Food truck at ball park beside the school Food fast food Taco Bell food fast food Tim Hortons Food fast food 10,000 feet between houses Land Use A pool Recreation Physical Activity pool arcade Recreation Games waterpark Recreation Physical Activity pool amusement park Recreation Games movie theatre Recreation Entertainment a community centre with sports fields (sports, programs, after school programs, a place where Recreation Physical Activity Community Social Services Skate park Recreation Skate Park have a gym Recreation Physical Activity playgrounds Recreation Amusement Park Recreation Arcade Recreation Entertainment movie theatre Recreation Entertainment More sport facilities/programs Recreation Physical Activity more places for youth to go//programs and Recreation Physical Activity Community Skate park Recreation Physical Activity Six Flags Recreation Entertainment Amusement park stuff for families to do Recreation Volleyball court Recreation Physical Activity soccer field Recreation Physical Activity more walking trails Recreation Physical Activity Trails waterpark Recreation Physical Activity pool movie theatre Recreation Entertainment There is No Mall Retail more shops Retail Addictions facilities Social Services Healthcare Libraries Social Services Entertainment Community Doctor Social Services Healthcare

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Pages 1. Call to Order

a. Notice Regarding Cell Phones and Pagers

b. Collection of Personal Information for Board Minutes

2. Approval of the Agenda (Motion to Approve) 1-2

3. Approval of the Minutes of the Quinte Conservation Executive Board 3-10 meeting of October 17th , 2019 (Motion to Approve)

4. Business Arising from the Minutes

5. Disclosure of Pecuniary Interests

6. Delegations

7. Review and Approval of the Section 28 Regulations and Permits (Motion to 11-16 Approve)

8. Plan Review Summary (Motion to Approve) 17-21

9. Budget Control (Motion to Approve) 22-23

10. Media Releases and Communications Report (Motion to Receive) 24-33

11. Community Trees & Spring Seedling Order (Motion to Receive) 34-39

12. Hydro Report (Motion to Approve) 40-41

13. Low Water Update (Motion to Receive) 42-43

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14. Plan 2014 Presentation (Motion to Receive) 44

15. 2019 Capital Projects (Motion to Receive) 45-48

16. 2020 Capital Projects (Motion to Receive) 49-56

17. 2020 Budget (Motion to Approve) 57-86

18. Other Business

19. Date and Time of Next Meeting The date and time of next meeting is January 16, 2020 or earlier at the call of the chair

20. Adjournment

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DISTRICT #4 RECREATION COMMITTEE Oct. 10 2019

The District #4 Recreation Committee met at the rink on Oct 10 with Bob Teal, Nicki Gowdy, Brent Cameron, Christine Teal, Betty Babcock and Mary Howes in attendance.

Regrets from Tina Howes health problem.

Bob welcomed everyone.

The minutes of Sept 10 were approved as printed. Moved by Christine Teal seconded by Betty Babcock carried.

BUSINESS ARISING.

The large Smoking/Vaping sign is on order.

Bob reported he had tried to contact the firm he formerly dealt with regarding the shirts, but will continue to attempt to secure prices.

Nicki said she will report on the Sept 24 meeting regarding GREC at the next meeting.

Lisa was not in attendance so she will report on Community Nite at a later date.

The Council has arranged the staining of the Canteen. The fence situation is still not acceptable. The garbage is to be picked up and the containers stored in the near future.

It was decided the celebration of Halloween would take place at the canteen. Betty and Mary will decorate and organize bags. Lisa and Betty will distribute them.

Nicki and Brent said they will request surveillance cameras for the rink.

Bob reported he had forwarded our budget for $33,800 to Andy Dillon and sent copies to Terry and Council members and the Recreation Committee.

Bob reported he had not received an estimated price for the basketball court from Derrick. He would contact him again.

TREASURER REPORT

The treasurer reported a balance of $37,903.13 with $4,186.62 on hand.

NEW BUSINESS

Nicki reported there would be no Parham Fair next year unless more people volunteer. The Fair Board next meeting is set for Nov. 20.

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Brent reported he would ask for a portion of the rink boards being replaced at the Frontenac Arena to be installed at our rink.

Brent informed us the Eronomic Development Committee has asked to use the Fair grounds the May 24 2020 weekend for the Day of the Pig celebration and suggested the canteen be reserved and operated by the Recreation Committee

Bob informed us we have been fortunate to receive a Christmas Creche—life size—and he will call a meeting to discuss its placement.

Moved by Mary Howes and seconded by Betty Babcock we adjourn.

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November 25, 2019 VIA EMAIL

Honourable Jeff Yurek Minister of the Environment, Conservation and Parks College Park 5th Floor 777 Bay St. Toronto, ON M7A 2J3

Re: Declaration of Climate Emergency in the Town of Amherstburg

Dear Hon. Yurek,

At its meeting of November 12th, 2019, Amherstburg Town Council passed the following resolution as recommended by the Windsor-Essex County Environment Committee:

“WHEREAS the Windsor-Essex County Environment Committee is sounding the alarm and urging the City of Windsor and the County of Essex to declare Climate Emergencies and work together to reduce emissions; and,

WHEREAS more than 444 Canadian municipalities (including Chatham- Kent, London, Sarnia, Hamilton, St. Catharines, Guelph, Kingston, Kitchener and the Waterloo Region) have declared Climate Emergencies, some of which are also implementing strategic plans in order to help reduce global carbon emissions and mitigate the impacts of climate change; and,

WHEREAS Amherstburg distributed sandbags to residents this summer in the face of historic water levels and has 43.7 km of shoreline along the Detroit River and Lake Erie, along with 12.4 km of shoreline on inland waterways, and is thus greatly affected by water levels in the Great Lakes basin; and,

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WHEREAS the most recent report by the UN Intergovernmental Panel on Climate Change (IPCC) has indicated that within 12 years, in order to keep the global average temperature increase to 1.5 degree C and maintain a climate compatible with human civilization, there must be a reduction in carbon emissions of about 45% from 2010 levels, reaching net zero carbon emissions by 2050; and,

WHEREAS based on current projections of the future impacts of human- caused climate change, climate change will adversely the local economy, local infrastructure and property, put a strain on municipal budgets and result in significant economic and health burdens for local residents, particularly our vulnerable populations; and,

WHEREAS climate change will jeopardize the health and survival of many local plant and animal species as well as their natural environments and ecosystems; and,

WHEREAS Amherstburg and the surrounding region is already experiencing climate change impacts including, but not limited to, overland flooding, heavy rain event flooding, emergence of invasive species, an increased number of high heat days, the rise of vector borne diseases, the re-emergence of blue- green algae and harmful algal blooms in our lakes and rivers; and,

WHEREAS municipalities are understood to produce and/or have regulatory jurisdiction over approximately 50% of carbon emissions in Canada; and,

WHEREAS Amherstburg is embarking on a review of the Town's Official Plan; and,

Website: www.amherstburg.ca 271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5 Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860

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WHEREAS implementing climate action and making a transition to a low- carbon economy also represents a significant opportunity to stimulate economic growth, increase job opportunities and develop new technologies;

THEREFORE BE IT RESOLVED that Amherstburg declare a Climate Emergency and direct administration to prepare a report containing recommendations for priority actions items, implementation measures and cost requirements to accelerate and urgently work towards the reduction of emissions and preparing for our climate future.”

cc: Doug Ford, Premier of Ontario Association of Ontario Municipalities AMO) Essex Region Conservation Authority (ERCA) Ontario Municipalities Taras Natyshak, MPP, Essex Chris Lewis, MP, Essex Windsor-Essex County Environment Committee

Regards,

Tammy Fowkes Deputy Clerk [email protected]

Website: www.amherstburg.ca 271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5 Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860

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November 25, 2019 VIA EMAIL

Ministry of the Attorney General McMurtry-Scott Building 720 Bay St., 11th Floor Toronto, ON M7A 2S9

Re: Joint and Several Liability Consultation – Town of Amherstburg Support

At its meeting of October 15th, 2019, Amherstburg Town Council supported the Township of Springwater’s Resolution regarding Joint and Several Liability Consultation with the exception of Section 2e – Law Society of Ontario Charges; the Town of Amherstburg does not support this section.

cc: Doug Ford, Premier of Ontario Association of Ontario Municipalities AMO) Ontario Municipalities Taras Natyshak, MPP, Essex Chris Lewis, MP, Essex

Encl: Correspondence – Joint and Several Liability Consultation – Township of Springwater

Regards,

Tammy Fowkes Deputy Clerk [email protected]

Website: www.amherstburg.ca 271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5 Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860

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Ministry of Agriculture, Ministère de l’Agriculture, de Food and Rural Affairs l'Alimentation et des Affaires rurales

Office of the Minister Bureau du ministre

77 Grenville Street, 11th Floor 77, rue Grenville, 11e étage Toronto, Ontario M7A 1B3 Toronto (Ontario) M7A 1B3 Tel: 416-326-3074 Tél. : 416 326-3074 www.ontario.ca/OMAFRA www.ontario.ca/MAAARO

December 2, 2019

Cindy Deachman Deputy Clerk Township of Central Frontenac [email protected]

Dear Ms. Deachman:

Over the last year, I have spoken with concerned Ontarians from across the province about trespassers on farms and at food processing facilities, and about interference with livestock transportation. I heard firsthand about the risks and dangers those actions pose to not just these sectors and the animals themselves, but also to the integrity of our food supply.

That is why today I introduced legislation at Queen’s Park to help deter trespassing on farms and other agri-food premises. If passed, the Security from Trespass and Protecting Food Safety Act, 2019, will increase the likelihood of prosecution and conviction of trespassers, putting in place protections for the agriculture sector.

Our government supports the right for people to participate in legal protests, but this does not include putting the welfare of farmers, their families, their employees and their animals at risk, or interfering with livestock in transport.

Trespassing on agri-food premises can be disruptive to agri-food businesses. It also poses added risks compared to simple trespassing, including risks of introducing contaminants to our food supply, exposing animals to stress and disease and risks to public health.

Interfering with livestock transportation can create unsafe situations for both farm animals and the people responsible for their safe transport.

This fall, I met with key stakeholders and farmers to discuss trespassing concerns, including concerns for the safety of farmers and others involved in the agri-food sector, the welfare of animals, the integrity of our food system and the need for more specific legislation.

…/2

Good things grow in Ontario Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1G 4Y2 À bonne terre, bons produits Bureau principal du ministère: 1 Stone Road West, Guelph (Ontario) N1G 4Y2

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- 2 -

We developed the proposed legislation based on the issues raised in those meetings. If passed, the proposed legislation will increase the likelihood of prosecution and conviction of trespassers, protecting a key pillar of economic competitiveness for the agriculture sector. The act will provide additional enforcement tools and deterrents to trespassing and obstructing the transportation of livestock, including:  Fines of $15,000 for a first offence and $25,000 for subsequent offences, compared to $10,000 under the Trespass to Property Act.  Allowing the court to order restitution for damages.  Expanding the limitation period in which charges can be laid to two years from the day of the offence or two years from the day when evidence of the offence was uncovered.  Offences for: o Entering into prescribed areas of a farm or processing facility without explicit prior consent; o Stopping, hindering, obstructing or interfering with a motor vehicle that is transporting farm animals; o Interacting with farm animals being transported by a motor vehicle without explicit prior consent; o Providing false or misleading identification; and o Defacing, altering, damaging or removing any signs that have been posted to identify prescribed areas where farm animals are kept.

I know that the legislation, if passed, will offer better protection for farmers, their families and their workers, and those working in other areas of the agri-food sector.

Trespassing or obstructing the transport of livestock is dangerous and risky to Ontario farmers, the livestock transportation sector and our province’s food processors. Our government is committed to the highest standards of animal welfare and I commend the efforts of the agri-food sector in maintaining a high standard of animal care. I hope you will support this proposed legislation and I commend your dedication to making sure Ontario’s agri-food sector is strong and helps our communities thrive.

Sincerely,

Ernie Hardeman Minister of Agriculture, Food and Rural Affairs

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The Honourable Doug Ford Premier of Ontario Premier’s Office Room 281 Legislative Building Queen’s Park Toronto, ON M7A 1A1

Dear Premier:

November 29th 2019

Re: Resolution from the Township of Springwater – Conservation Authority Levies

Please be advised that on November 27th the Town of Plympton-Wyoming Council passed the following motion to support the Township of Springwater motion (attached) that was passed on October 16th 2019.

Motion #7 – Moved by Bob Woolvett, Seconded by Gary Atkinson that the Council of the Town of Plympton-Wyoming supports the resolution of the Township of Springwater regarding the Conservation Authority Levies. Motion Carried.

If you have any questions regarding the above motion, please do not hesitate to contact me at the number above or by email at [email protected].

Sincerely,

Erin Kwarciak Clerk Town of Plympton-Wyoming

Cc: Renee Chaperon, Clerk – Township of Springwater The Honourable Doug Ford, Premier of Ontario Jeff Yurek, Minister of Environment, Conservation and Parks Conservation Ontario All Ontario Municipalities Association of Municipalities of Ontario (AMO)

The Corporation of the Town of Plympton-Wyoming P.O Box 250, 546 Niagara Street, Wyoming Ontario N0N 1T0 Tel: 519-845-3939 Ontario Toll Free: -877-313-3939 www.plympton-wyoming.com

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The Corporation of the Town of Plympton-Wyoming P.O Box 250, 546 Niagara Street, Wyoming Ontario N0N 1T0 Tel: 519-845-3939 Ontario Toll Free: -877-313-3939 www.plympton-wyoming.com

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To: Central Frontenac Township Council Re: Expanding Day of the Pig and making it a township event

Dear Mayor and Members of Council;

For the past 8 years, Mike McKenzie of Seed to Sausage has held a season opening party called The Day of the Pig on the May long weekend. Usually, the party is held at his shop on Road 38 just outside of Tichborne and brings upwards of 2000 people to the area – many of them from Kingston, Ottawa and even Toronto.

As the popularity of the event has grown, challenges have arisen. A major challenge has been the safety of those attending. The parking at Seed to Sausage is limited so attendees would park on the shoulder of Road 38. It was not uncommon to see a kilometre of cars parked on both sides of Road 38. We have been fortunate that no major accidents have occurred.

Another challenge is the organization of the party. Mike, his staff, his family and his friends have planned, implemented and cleaned up.

After the event this May, Mike had indicated that he was tiring of organizing the Day of the Pig and was thinking of not holding it again in the coming year. A number of individuals heard of this and thought that not only would the loss of the Day of the Pig in its current iteration be a loss to the community, but that this event had the potential to be something even more significant.

A small group formed to explore the possibility of expanding the event. The members are Mike McKenzie (Seed to Sausage), Brian Wilson (Orbital Talent Inc.), Rob Moore (Cardinal Café), Ken Fisher (Sharbot Lake Business Group) and Victor Heese (Township Councillor). This group, informally called the Fellowship of the Pig, has met 3 times to begin planning for next year’s event (meeting notes included).

Although it is still early in the planning process, we envision the upgraded Day of the Pig to be a Food and Beverage event with various artisanal food, beer, wine and distilled beverage vendors displaying their products. There would also be demonstrations by well known chefs, a pig roasting contest, and entertainment for all ages throughout the day.

In the course of the meetings, location was an important consideration. The group concluded that the Parham Fairgrounds would be the best location in Central Frontenac for this type of event.

Further discussion brought up the possibility and the advantages of bringing this event under the auspices of the township – similar to the Frontenac Heritage Festival.

To that end, we are asking that Central Frontenac Council make the ‘Day of the Pig’ a township event and appoint the group as a township committee

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either as a Committee of Council or a sub-committee of the Central Frontenac Rec Committee.

By doing so, this event would be able to use the fairgrounds free of charge, would fall under township insurance, and would be able to access other township resources such as fencing, barricades, tables and chairs, etc.

We are not expecting to ask for any financial resources from the township. There would be an entrance fee for attendees and we are actively looking for sponsorships and donations.

We believe that we can build on the success of the original Day of the Pig. With the help of the township, it is our intention to make the next iteration of The Day of the Pig the best foodie fair in Eastern Ontario.

Sincerely,

The Fellowship of the Pig Mike, Brian, Rob, Ken, Victor

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The Day of the Pig in Transition Tuesday, June 26th - 10:00 a.m. @ the Cardinal Café

Present: Mike McKenzie (Seed to Sausage), Brian Wilson (Orbital Talent Inc.), Victor Heese (Twp. of Central Frontenac), Rob Moore (The Cardinal Café) and facilitator Ken Fisher (Sharbot Lake Business Group).

Our question:

Day of the Pig – Saturday May 16th, 2020?

What are the elements of the Day of the Pig that need to be maintained, changed, expanded? Who will host 2020’s fabulous Frontenac event?

1. What are some outstanding images of past DoPs?

 Pigs on the open fire  Top restaurants coming in  Beer  Super chill crowd  Sunny with balloons  Beer  Chez Piggy  Beaus  Image of pigs roasting + china boxes  NEXT’s Michael Blackie serving at the beach  Cool group  After party at Mikes – Pagoda  Seeing everyone have fun  Food demos – sous vide

2. Far and near, who are the DoP loyalists?

 Brian Wilson #1  Erik & Leah and son Hunter  Lesley Merrigan-Smith  Local residents  Beaus and Big Rig  Bread & Butter - Kingston / Nat’s Bread Company - Ottawa  Ross’s Ottawa, and other S2S customers  Central Frontenac’s Cottage Opening Weekend  Seed to Sausage Stores’ Suppliers

3. What were ‘the best’ DoPs? Why? It adds zest and cache.

 With Brian & Co. entertaining

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 Black Kettle Pop Corn and 3 beer tents  ’94? ’95? Flat bed with music and dancing, great ambiance  BBQ sauce competition with Michael Blackie  Cooking demos – pizza, pork belly prep  Beer and wine tent

4. What have been the recent challenges?

 Short planning time  Meaghan calling Ludwig and the last moment  Space and parking out grown  Virtue and liability in tying it to S2S Tichborne property  38 parking 1 km. in each direction – both sides  S2S runs it at a loss  “Is it happening this year?”  Letting in a group of vendors that have no S2S connections

5. How have they been met?

 Tried moving the DoP to the beach.  Tried partnering with Oso Rec. #3  Tried entrance fee.  Tried having the DoP at the ‘last minute’ knowing folks are coming regardless of marketing

6. List the key elements of the DoP.

 Seed to Sausage family inclusive – customers and suppliers  Centres on customer having a fantastic experience  Venders in sync with focus on customer experience  Flow of micro-events – balloons, magic, inflatables, kid friendly  World class foodie experience  Michel Gauthier – Ottawa Festivals d’Ottawa (?)  Top Shelf Distilleries Preserves  Fine Chocolate by Ludwig  New taste experiences  Every year brings changes  The band and music  Beer and wine  Local food & drink contributors – lemonade and baked goods stands

7. What degree of ownership does S2S want to preserve?

Here’s our 2020 vision!

 Mike McKenzie and Seed to Sausage presents the 2020 Day of the Pig.  Location – Parham Fair Grounds.

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 Estimated Attendance – 2000 is the current number.  Stakeholders: o Township of Central Frontenac – Site Insurance – Parham Fair Grounds o Sharbot Lake Business Group /Rural Frontenac Tourism Group o Seed to Sausage  Stakeholders find a sponsor – Farm Boy?  Mike retains artistic and quality control.  Mike needs a ‘chef’, a side-kick who will do the work. With sponsorship money, that person is remunerated and runs the DoP as a ‘non-profit’. (break-even plus $2000 to start the following year)  Reporting to Mike and his ‘chef’ would be volunteers: o Food, Drink & S2S Vendors Market Manager o Entertainment Manager – Music, food demos, buskers o Site Manager – liquor licence, signage, site plan, parking, fencing, large tent for rain, toilets and waste management. o Sponsorship Manager – Sharbot Lake Business Group o CFO / Treasurer – establish budget and bank account

8. How will it come out profitable? (break-even plus $2000 to start the following year)

 Sponsorship - Farm Boy? $10,000 ???  Online ticket sales of $5 per person so as to get a sense of numbers and insurance against being rained out.  No advance tickets? Reduces means to inform vendors of estimated attendance.  Or…….. $10 per head which includes a ‘pig’ taste plate from S2S!  Each vendor operates as cash & carry.

9. What role would Orbital Talent Inc. take?

 Any way (paid) to make it a success.

10. How is the Township positioned to receive this day-long festival?

 Every road into Central Frontenac has potholes.  For Central Frontenac to expand its tax base, a successful Day of the Pig significantly contributes to making Rural Frontenac a preferred destination for visitors from Ottawa, Kingston, Toronto and north-eastern North America. That’s good for increasing business and residential investors.  A successful Day of the Pig significantly contributes to bringing in tourists and visitors to other events such as Trail Days, Canada Day, Heritage Days, Zombie Walk etc.  In the coming years, with the widening of Highway 7 and the arrival of VIA Rail, a successful Day of the Pig sets the stage for Sharbot Lake as the hub of rural Frontenac.

11. Unanswered questions

 Is there a veggie burger corner? 3

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The Day of the Pig in Transition Tuesday, September 10th - 10:00 a.m. @ the Cardinal Café Meeting #2

Day of the Pig – Saturday May 16th, 2020

1. Review June 26th minutes. (We could have spent more time on this)

Here’s our 2020 vision!

 Mike McKenzie and Seed to Sausage presents the 2020 Day of the Pig.  Location – Parham Fair Grounds.  Estimated Attendance – 2000 is the current number. Grow organically.  Stakeholders: o Township of Central Frontenac – Site Insurance – Parham Fair Grounds o Sharbot Lake Business Group /Rural Frontenac Tourism Group o Seed to Sausage  Stakeholders find a sponsor – Farm Boy?  Mike retains artistic and quality control.  Mike needs a ‘chef’, a side-kick who will do the work. With sponsorship money, that person is remunerated and runs the DoP as a ‘non-profit’. (break-even plus $2000 to start the following year)  Reporting to Mike and his ‘chef’ would be volunteers: o Food, Drink & S2S Vendors Market Manager o Entertainment Manager – Music, food demos, buskers o Site Manager – liquor licence, signage, site plan, parking, fencing, large tent for rain, toilets and waste management. o Sponsorship Manager – Sharbot Lake Business Group o CFO / Treasurer – establish budget and bank account

2. Site Visit to the Parham Fair Grounds (google maps in winter)

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 We decided to use the rectangle running east from the entrance off Wagarville Road.  There are adequate electric power receptacles.  With changes in regulations for beer drinking in public places there may be no need for a fenced area.  There is a covered cement pad for the band.  There is a covered ‘animal’ space that could be dressed-up for vendors.  A space near the entrance could be used as a cooking area.  There is a child-friendly area in need of refencing.

3. “It’s about the food!”

 How about an amateur BBQ competition where 7-10 competitors each purchase an 80 lb. pig ($250?) and prepare it. The winner gets a trophy and their $250 returned.  Under the auspices of Seed to Sausage, the BBQ chefs could then sell their creations. Along with Seed to Sausage, these would be the primary food providers.  We need a ‘big name’ judge who would be willing to donate their presence, as did Next’s Michael Blackie some years ago in judging BBQ sauce.

 It could be judged by Matt Basile – Fidel Gastro’s

Matt Basile is the creator of the Toronto-based street-food brand, Fidel Gastro’s. What started off as a pop-up selling street-food in underground markets across the city, soon became the launch of Canada’s most recognizable food trucks. Soon after the FG team launched Lisa Marie, a brick and mortar street-food restaurant with the heart of a popup locate in Toronto’s fashion district. Matt was also the host of Travel +Escape’s Rebel Without A kitchen now available in 55 countries world-wide and featured on the CBC documentary “chef in the city” and The Food Network’s “Eat Street”. Matt and his partner Kyla also released their first cookbook published by Penguin Canada in October 2014 called “Street Food Diaries”. The FG business philosophy is that food should be fun and that you have to be different to be memorable.

 Or by Brad Long - Café Belong and Belong Catering

Brad Long is recognized as one of the top chefs in Canada. His talents are highly acclaimed by some of the country’s toughest food critics – VQA Restaurant Awards of Excellence and Globe and Mail Top 10 restaurants of the year. Currently Long is chef and owner of Café Belong and Belong Catering. He is a Co- host of the Food Network smash hit Restaurant Makeover and is currently in post-production of a new provocative food documentary. An active advocate for sustainable farming and ethical treatment of livestock, balancing work and family is vital to Long. When he isn’t creating menus, speaking with farmers or checking the freshness of new produce, he relishes family time with his wife Sheryl and their five children

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 Patrick McMurray aka Shucker Paddy could serve oysters.

Local Celebrity Oyster Shucker Patrick McMurray aka "Shucker Paddy" who is the Guinness World Record Holder for shucking 39 oysters in 1 minute, yes 39 in 1 minute has appeared as a participant and judge at oyster festivals all around the world. An author on Oyster Books, Patrick is an expert in everything Oysters that few if any can match his experience and knowledge. Also appearing on TV Shows such as Gordon Ramsay's F Word and Martha Stewart and Snoop Dogg's show, Patrick is the leading oyster guru in the world.

4. Budget - "We need to talk about prospective event partners/sponsors / budget at this meeting too.” - Brian

$5000 Orbital Talent $5000 Seed to Sausage $3500 Entertainment: jugglers, acrobats, a band $2000 Tents and Porta-potties $500 Tables & Chairs $2000 Miscellany ??? Guest Chef $2000 Seed money for 2021 $20,000 Total

5. Income

$25,000 250 entrants, 12 years or older @ $10 each

6. Establish ‘Fellowship of the Pig’

 Request that the Central Frontenac Township establish a Council Committee entitled ‘Fellowship of the Pig’ made up of Councillor Victor Heese and the other four of our committee. We would then be the entity for which the Council would contact for the Day of the Pig, with insurance and no rental costs.  This May long weekend is cottage opening time. The DoP benefits would be for local tourism accommodations and other Sharbot Lake vendors suppling cottagers and loyal Seed to Sausage followers from Ottawa, Kingston and Toronto.  With an attendance of 2000+, the Day of the Pig joins the Parham Fair (also 2000+), February Heritage Days, April Maple Weekend, July 1 Canada Day and September Trails Day; as part of the festive calendar that brands Sharbot Lake as the hub of rural Frontenac and a destination for tourists from eastern North America.

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The Day of the Pig in Transition Tuesday, November 19th - 10:00 a.m. @ the Cardinal Café Meeting #3

Day of the Pig – Saturday May 16th, 2020

1. “It’s about the food!”

 Coming is Matt Basile – Fidel Gastro’s…

 … and Patrick McMurray aka Shucker Paddy serving oysters.

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2. Operations

 Producer: Mike McKenzie - Seed to Sausage o Mike retains artistic and quality control. o Mike explores sponsorship with Schneiders Meats for $20K? o  Director: Brian Wilson - Orbital Talent o Present a budget (break-even plus $2000 to start the next DoP.) o Food, Drink & S2S Vendors Market Manager . Otter Creek . Big Rig Beer . Vineland . Rideau Hall . Nat’s Bread . Top Shelf . Etc.

o Entertainment Manager – Music, food demos, buskers o Kiddy Zone – Snow globe? trees on stilts, magicians o Site Manager – liquor licence, signage, site plan, parking, fencing, large 20’ x 20’ tent for stage, toilets and waste management. o Local Sponsorship Manager – Sharbot Lake Business Group o CFO / Treasurer – establish budget and bank account

 Location – Parham Fair Grounds: o Use the rectangle running east from the entrance off Wagarville Road. o Locate the band near electric power receptacles on the concrete pad. o Use covered ‘animal’ space that could be dressed-up for vendors. o A space near the entrance could be used as a cooking area. o There is a child-friendly area in need of refencing.

 Stakeholders: o Township of Central Frontenac – Site Insurance – Parham Fair Grounds . Victor and Ken will make an appointment with Mayor Frances and Clerk Cathy. o Sharbot Lake Business Group /Rural Frontenac Tourism Group o Seed to Sausage

 Marketing: o Ken will contact Jeff Green for publicity and ensure that a Day of the Pig bookmark is included in the Township’s spring tax bills. o 2020 T-shirts for ‘The Fellowship’ and attendees need to be designed and printed.

 Parham Fair August 21-23, 2020: o At the request of Councillor Brent Cameron, the Fellowship of the Pig was asked to consider being a part of the annual Parham Fair. There was unanimous agreement to explore a ‘fit’. The Day of the Pig is a well- 2

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developed module that could be a part of the Fair on the Saturday. Along with all the usual aspects, axe throwing might be an added attraction.

 Conversations with the Parham Fair Board: o Ken chatted with their fundraiser, Bhawani Nadarajah. She is excited about the prospects. There will be a new board as of January 15th. Ken is planning to attend. The Parham Fair is the only one left in Frontenac County and is in its 128th (?) year.

 Sponsorships: o Mike will look for a major sponsor. Schneiders? o Ken will approach Matt Robinson, Sam Arraj, Bill Everett and others.

3. Budget – Brian will revise and present a new budget at our next meeting.

$5000 Orbital Talent $5000 Seed to Sausage $3500 Entertainment: jugglers, acrobats, a band $2000 Tents and Porta-potties $500 Tables & Chairs $2000 Marketing $2000 Miscellany $3000 Guest Chefs $2000 Seed money for 2021 $25,000 Total

4. Income

$20,000 Major sponsor $20,000 2000 x 12 years or older @ $10 each

5. Next Meeting – Wednesday, January 8th, 10:30 a.m. @ The Cardinal Café

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Family Fun Blue Skies Music Day Arden Festival Clarendon

Garden Party & Open Studio Event Arden Parham Fair

Sundance Artisan Canada Day Show Maberly Sharbot Lake

Rural Frontenac Tourism

Sampling of Annual Trails Days Day of the Pig Festivals with Sharbot Lake Parham Sharbot Lake as the Hub

Back Roads Studio Tour NF

Page 153 of 154 Maple Weekend CF

AGENDA ITEM #a) Zombie Walk Sharbot Lake Heritage Days CF Festival of Trees Sharbot Lake

AGENDA ITEM #a)

CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

BY-LAW #2019-59

BEING A BY-LAW TO CONFIRM THE REGULAR MEETING OF COUNCIL HELD ON DECEMBER 10, 2019

The Council of the Corporation of the Township of Central Frontenac enacts as follows:

1. The action of the Council at the regular Council meeting held on the 10th day of December, 2019 in respect of each report, motion, resolution or other action passed and taken by the Council at its meeting, is hereby adopted, ratified and confirmed.

2. The Mayor and the proper officers of the Corporation are hereby authorized and directed to do all things necessary to give effect to the said action, to obtain approvals where required, and, except where otherwise provided, to execute all documents necessary in that behalf in accordance with the by-laws of Council relating thereto.

Read a first, second, and third time and passed this 10th day of December, 2019.

______Mayor, Frances Smith Clerk Administrator, Cathy MacMunn

Central Frontenac By-law No. 2019-59 Confirming By-Law December 10, 2019

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