Holland Marsh Drainage System Joint Municipal Service Board
Thursday, April 12, 2018 3:00 PM The Trisan Centre, Boardroom, 25 Dillane Drive, Schomberg, ON
Agenda
A meeting of the Holland Marsh Drainage System Joint Municipal Service Board will be held Thursday, April 12, 2018 at 3:00 PM, in The Trisan Centre, Boardroom, 25 Dillane Drive, Schomberg, ON. Pages 1. Call to Order Recommendation: That this meeting of the Holland Marsh Drainage System Joint Municipal Service Board come to order at 3:00 p.m.
2. Declarations of Pecuniary Interest and the General Nature Chairman Sopuch to remind Members of the Board of the Municipal Conflict of Interest legislation and requirements thereunder.
3. Approval of Agenda/Changes Recommendation: That the Board approve the agenda dated April 12, 2018, as printed and circulated.
4. Adoption of Board Minutes
4 - 7 4.1 Adoption of Minutes
Recommendation: That the minutes of the Holland Marsh Drainage System Joint Municipal Service Board meeting held February 8, 2018 be approved, as printed and circulated.
5. Comments by the Chairman
6. Presentations/Deputations
8 - 35 6.1 Town of Bradford West Gwillimbury Official Plan Review, Phase 2 Alan Wiebe, Senior Planner Page 2 of 46 Holland Marsh Drainage System Joint April 12, 2018 Municipal Service Board - Agenda
Recommendation: That the presentation on the Town of Bradford West Gwillimbury Official Plan Review, Phase 2 by Alan Wiebe, Senior Planner be received for information.
7. Open Forum Members of the public who are in attendance are invited to address the Board by signing the Open Forum Register.
8. Correspondence/Reports
36 - 39 8.1 December 31, 2017 Financial Results (DRAFT)
Recommendation: That Report HM-FIN-2018-01 regarding “December 31, 2017 Financial Results - DRAFT” dated April 12, 2018 be received for information.
That the HMDSJMSB pay $4,419,720 to the Town of Bradford West Gwillimbury out of their Royal Bank account to reimburse the due to/from BWG account, and;
That the Town of Bradford West Gwillimbury borrow $2,425,976 on behalf of the HMDSJMSB to reimburse to reimburse the due to/from BWG account.
40 - 42 8.2 March 31, 2018 Financial Results
Recommendation: That Report HM-FIN-2018-02 regarding “March 31, 2018 Financial Results” dated April 12, 2018 be received for information.
43 - 45 8.3 Report of the Drainage Superintendent
Recommendation: That Report HMDSJMSB-2018-03 of the Drainage Superintendent dated April 6, 2018 be received for information.
46 8.4 Correspondence from Holland Marsh Growers' Association
Recommendation: That the correspondence from Holland Marsh Growers' Association dated March 13, 2018 regarding maintenance of the canal berms be received for information.
9. New Business
Page 3 of 46 Holland Marsh Drainage System Joint April 12, 2018 Municipal Service Board - Agenda 10. Next Meeting The next meeting of the HMDSJMSB will be on Thursday, June 14, 2018 at 7:00 p.m. at Boardroom, Development and Engineering Services, 305 Barrie Street, Bradford, Ontario.
11. Adjourn Recommendation: That this meeting of the Holland Marsh Drainage System Joint Municipal Service Board adjourn at ______p.m.
Page 4 of 46
Holland Marsh Drainage System Joint Municipal Service Board
Thursday, February 8, 2018 3:00 PM Boardroom, 100 Dissette Street, Units 7 & 8, Bradford, ON
Minutes
Members Present: Dan Sopuch, Chair William Eek, Vice Chair Rob Keffer, Mayor - BWG Trevor Voorberg, Member-at-Large Cleve Mortelliti, Councillor - TOK
Regrets: Gary Baynes, Ward 2 Councillor - BWG Steve Pellegrini, Mayor - TOK George Hoving, Appointee Brian Visser, Appointee
Staff: Frank Jonkman, Drainage Superintendent Ruth Westlake, Secretary Wayne Pinkney Project Manager – TOK Allan Evelyn, Treasurer - TOK
Call to Order HM-2018-01 Voorberg/Eek That this meeting of the Holland Marsh Drainage System Joint Municipal Service Board come to order at 3:09 p.m. CARRIED.
Declarations of Pecuniary Interest and the General Nature Chairman Sopuch reminded Members of the Board of the Municipal Conflict of Interest legislation and requirements thereunder. There were no declarations of pecuniary interest.
Page 2 of 4 Page 5 of 46 Holland Marsh Drainage System Joint February 8, 2018 Municipal Service Board - Minutes
Approval of Agenda/Changes HM-2018-02 Keffer/Eek That the Board approve the agenda dated February 8, 2018, as printed and circulated. CARRIED.
Adoption of Board Minutes
Adoption of Minutes
HM-2018-03 Keffer/Mortelliti That the minutes of the Holland Marsh Drainage System Joint Municipal Service Board meeting held December 10, 2017 be approved, as printed and circulated. CARRIED.
Comments by the Chairman Chair Sopuch noted that council from both King and Bradford West Gwillimbury have approved the business plan and budget of the Board. With the business plan approved the Board can move ahead with purchasing a generator.
Presentations/Deputations
South Canal Bank Road and South Canal Reconstruction at Highway 400 Kenn Smart P. Eng. Kenn Smart of K. Smart Associates Limited was in attendance to address the Board regarding the works at South Canal Bank Road and South Canal Reconstruction.
HM-2018-04 Mortelliti/Eek That the presentation by Kenn Smart of K. Smart Associates Limited dated January 29, 2018 regarding the South Canal Bank Road and South Canal Reconstruction be received for information;
And that the Board approve the Works by Others Agreement with the Ministry of Transportation for the purpose of the South Canal Bank and South Canal Reconstruction and the Board authorize the Chair to execute the agreement on behalf of the Board. CARRIED.
Page 3 of 4 Page 6 of 46 Holland Marsh Drainage System Joint February 8, 2018 Municipal Service Board - Minutes Open Forum There were no participants for Open Forum.
Correspondence/Reports
Correspondence from Collins Barrow SGB LLP
HM-2018-05 Voorberg/Keffer That the correspondence from Collins Barrow SGB LLP dated December 12, 2017 regarding the audit process of the financial statements of Holland Marsh Drainage System Joint Municipal Service Board for the year ended December 31, 2017, and interim audit of December 31, 2017 financial statements, be received for information. CARRIED.
Report of the Drainage Superintendent Frank Jonkman, Drainage Superintendent updated the Board members on drainage activities. Mr. Jonkman discussed an area along the Main Drain where there is significant washout and the need for maintenance in that area to remove the sediment.
HM-2018-06 Eek/Voorberg That the report of the Drainage Superintendent dated January 31, 2018 be received for information. CARRIED.
Report on Grass Maintenance along Canal Berms Frank Jonkman, Drainage Superintendent presented his report on Grass Maintenance along Canal Berms. A robust discussion was held regarding maintenance and grass cutting on the berm.
HM-2018-07 Voorberg/Mortelliti That Report HMDSJMSB-2018-02 regarding "Grass Maintenance along Canal Berms" dated January 31, 2018 be received for information. CARRIED. HM-2018-08 Keffer/Eek That the Board staff investigate the cost of hydroseeding and mowing the canal berms and provide a report to the Board together with quotes of potential costs at the next meeting. CARRIED.
Page 4 of 4 Page 7 of 46 Holland Marsh Drainage System Joint February 8, 2018 Municipal Service Board - Minutes New Business
There was no new business.
Next Meeting The next meeting of the HMDSJMSB will be on April 12, 2018 at 3:00 p.m. at The Trisan Centre, Boardroom, 25 Dillane Drive, Schomberg, Ontario.
Adjourn HM-2018-09 Mortelliti/Eek That this meeting of the Holland Marsh Drainage System Joint Municipal Service Board adjourn at 5:07 p.m. CARRIED.
Dan Sopuch, Chair Ruth Westlake, Secretary
2016-18 Official Plan Review Holland Marsh Drainage System Joint Municipal Services Board Meeting April 12, 2018 Page 8 of 46 Presentation Outline
• Official Plan Status Update – Where Are we Now?
• Existing Official Plan Policies (2002)
• New DRAFT Official Plan Holland Marsh Related Policies
• How to Get Involved
• Questions? Page 9 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 2 Official Plan Update - Where Are We?
• 2016 - Official Plan Review initiated
• Phase 1 – Four (4) distinct Official Plan Amendments were prepared: • Downtown Revitalization • Seniors Housing • Employment Lands • Population and Growth Management
• March 2017 – Four (4) OPAs were adopted by Town Council and sent to County for approval. • County approved Seniors Housing and Downtown Revitalization OPA’s (now subject to site specific appeals to OMB). • Employment Lands and Population and Growth Management appealed for Non-Decision by County Page 10 of 46 • April 2017 – WSP and Staff began work on Phase 2 (all other topics)
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 3 Official Plan Update - Where Are We ?
• June 2017 – Community Workshop held
• Fall 2017 – Directions Report presented to Council and Council directions received. WSP continues preparation of Draft OP
• Late March 2018 – 1st Draft of OP issued for Public Review
• April 10, 2018 – Public Open House (Library – Zima Room)
• April 12, 2018 – Draft OP presented to HMDSJMSB
• April 30, 2018 – Public Meeting (Library – Zima Room)
• Thereafter – review comments, consider revisions to OP, report to Council Page 11 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 4 Holland Marsh Drainage System Page 12 of 46
2016-17 OP Review – Downtown Revitalization Committee Meeting – Feb. 1, 2017 5 Original (2002) Official Plan Policies Page 13 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 6 Original OP: Land Use Schedule Page 14 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 7 Original OP: Marsh Agricultural
SECTION 7 – AGRICULTURAL AND RURAL AREAS
7.1 Marsh Agricultural
7.1.1 Designation and Objectives
7.1.1.2 The objectives for development within the MARSH AGRICULTURAL designation include:
• maintain and enhance this specialty crop resource base in cooperation with the adjacent municipalities; • ensure that a full range of associated uses such as sorting, drying, grading, and packing of products are permitted; • establish a buffer area along the top of the bank north of the north canal suitable for the protection of nearby residences from the noise of marsh operations and the impact of intensive chemical spraying; and • develop a special traffic protocol for Canal Road and the internal roads within the marsh to facilitate the safe and efficient movement of marsh related traffic. Page 15 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 8 Original OP: Marsh Agricultural
SECTION 7 – AGRICULTURAL AND RURAL AREAS
7.1 Marsh Agricultural
7.1.2 Permitted Uses
7.1.2.1 Lands within the MARSH AGRICULTURAL designation shall be used exclusively for the intensive growing of vegetables and associated crops together with supporting uses such as grading, sorting, drying, packaging, storage and transportation of the products. Page 16 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 9 Original OP: Marsh Agricultural
SECTION 7 – AGRICULTURAL AND RURAL AREAS 7.1 Marsh Agricultural 7.1.2 Permitted Uses 7.1.2.2 Accessory uses permitted in conjunction with a growing operation include: • a single detached residential dwelling for the owner or operator of the operation; • accommodation for farm help employed full or part time in the operation provided that such accommodation is an integral part of the operation and cannot be severed; • a produce stand; • buildings, structures and enclosures in which all manner of sorting, storing, processing, packaging, and transporting of farm products are carried out provided that all necessary permits have been obtained from the appropriate authority; and • home occupations and home industries. 7.1.2.3 Non-farm related activities and land uses are not permitted.
7.1.2.4 Development shall be subject to the Minimum Distance Separation Page 17 of 46 Formulae.
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 10 Original OP: Marsh Protection Buffer
SECTION 7 – AGRICULTURAL AND RURAL AREAS
7.5 Marsh Protection Buffer
7.5.1 An area east of Highway 400 and between Canal Road and the top of bank has been designated MARSH PROTECTION BUFFER and is shown on Schedule ‘A’, in order to provide additional protection to the Holland Marsh. The top of bank is approximate, and the boundaries between the designation and the abutting designations would be confirmed at the time of submission of any development application located above the top of bank.
7.5.2 Permitted uses within this designation will be limited to agricultural uses, conservation and forestry uses, and existing uses. Agricultural and forestry uses are not permitted in the Dunkerron Forest ESA.
7.5.3 New lot creation is not permitted. Page 18 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 11 Original OP: Holland River ANSI
SECTION 7 – AGRICULTURAL AND RURAL AREAS
7.6 Holland River Area of Natural and Scientific Interest (ANSI)
7.6.1 The HOLLAND RIVER AREA OF NATURAL AND SCIENTIFIC INTEREST is shown on Schedule ‘A’ and identified as a formal land use designation in this Plan. It is an area of Provincial Significance that requires the full protection of its natural features.
7.6.2 Permitted uses within this designation will be limited to conservation and sustainable forestry uses.
7.6.3 New lot creation is not permitted. Page 19 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 12 Original OP: Provincially Significant Wetlands
SECTION 7 – AGRICULTURAL AND RURAL AREAS 7.7 Provincially Significant Wetlands 7.7.1 Lands designated PROVINCIALLY SIGNIFICANT WETLANDS on Schedule ‘A’ have been identified as significant natural areas that require protection from development. They include portions of the Holland Marsh east of the Bradford Urban Area, and an area south of Innisfil and west of Highway 400. 7.7.2 Permitted uses within this designation will be limited to conservation and sustainable forestry uses, and existing agricultural operations. 7.7.3 Development and site alteration, including new lot creation and agriculture, will not be permitted within Provincially Significant Wetlands. 7.7.4 Development and site alteration may be permitted on areas adjacent to lands designated Provincially Significant Wetlands provided it can be demonstrated that there will be no negative impacts on the wetland or on its ecological function. Development and site alteration on adjacent lands shall only be permitted when
supported by an Environmental Impact Study (EIS). The EIS shall be prepared by a Page 20 of 46 qualified ecologist or biologist to the satisfaction of the appropriate approval authority. Existing agricultural activities are exempt from an E.I.S.
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 13 New DRAFT Official Plan (2018) Page 21 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 14 New DRAFT Official Plan (2018) Page 22 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 15 Original OP: Stormwater Policies
FROM PART 3. TOWN-WIDE POLICIES 3.8.2.6 Stormwater Management a) The design of new stormwater management facilities in vulnerable areas shall minimize the risk of contaminating drinking water by encouraging grading and drainage designs that reduce ponding and direct any run-off outside of vulnerable areas, where it would be a low, moderate or significant drinking water threat. FROM PART 8. GLOSSARY: Development The creation of a new lot, a change in land use, or the construction of buildings and structures, requiring approval under the Planning Act, but does not include: a. activities that create or maintain infrastructure authorized under an environmental assessment process; and b. works subject to the Drainage Act. c. within significant wetlands, underground or surface mining of minerals or advanced
exploration on mining lands in significant areas of mineral potential, where advanced Page 23 of 46 exploration has the same meaning as under the Mining Act. (Provincial Policy Statement, 2014)
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 16 New DRAFT Official Plan (2018) Page 24 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 17 New DRAFT OP: Town-Wide Policies
PART 3. TOWN-WIDE POLICIES
3.2 Managing Growth and Population
3.2.7 PROTECTING THE COUNTRYSIDE AND THE NATURAL HERITAGE SYSTEM
a) Following the lead of the Province of Ontario and the County of Simcoe, the Town will protect the agricultural industry (both in the Holland Marsh and on the highlands) because of its importance to the economy of the Town and because it employs the largest proportion of the total workforce in the Town. While not designated, the Holland Marsh Specialty Crop Area, identified on Schedule B as an Overlay, is a significant resource that shall be protected for the long-term.
e) The Province has developed Natural Heritage and Agricultural System mapping, which applies across the Town, and the Town understands and appreciates that growth and development shall conform to this mapping. However, until such time that it is contemplated and implemented by the County and/or the omissions and errors have been resolved to the satisfaction of the Town, this mapping will not be incorporated Page 25 of 46 into the Town’s Official Plan.
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 18 New DRAFT Official Plan (2018) Page 26 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 19 New DRAFT OP: Land Use Designations
PART 4. LAND USE DESIGNATIONS 4.8 Natural Heritage System Designation 4.8.2 GREENBELT PLAN AREA Lands in and adjacent to the Holland Marsh are subject to the 2017 Greenbelt Plan. The underlying land use designations continue to apply to these specialty crop areas, but all development and site alteration shall conform to the 2017 Greenbelt Plan. In the event of a specific conflict between the provisions this Section and the other provisions of the Official Plan, the provisions that are the most restrictive shall apply. a) Development and site alteration shall only be permitted if it is demonstrated to comply with Sections 4.1 to 4.6 of the 2017 Greenbelt Plan. b) Infrastructure, aggregate, recreational, shoreline and existing uses, as described by and subject to the policies of Section 4 of the 2017 Greenbelt Plan. c) On lands within the Greenbelt Plan Area – Natural Heritage System, Section 3.2.2 of the Greenbelt Plan shall apply. d) Development or site alteration for lands within, or nearby key natural heritage features but located outside of the Greenbelt Plan Area – Natural Heritage System are subject to Page 27 of 46 the applicable policies of Section 3.8 of the County Plan. e) Lands within County Greenlands outside of the Greenbelt Plan on Schedules B and D-1 to this Plan shall be enhanced as an external connection to the Greenbelt Plan Area. 2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 20 New DRAFT Official Plan (2018) Page 28 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 21 New DRAFT OP: Land Use Designations
PART 4. LAND USE DESIGNATIONS 4.8 Natural Heritage System Designation 4.8.3 INFLUENCE AREAS The following influence areas are adjacent and contiguous to lands designated Natural Heritage System. They are not mapped on the Schedules to this Plan. Buffers shall be measured from the surveyed boundary of the applicable feature. The final width of the buffers shall be established through an EIS or subwatershed study, and may identify a greater influence area requirement than the identified minimums of this Plan. a) 120.0 metres from significant habitat of threatened or endangered species. b) 30.0 metres from a significant or local wetland. c) 120.0 metres from a significant woodland. d) Within 15.0 metres of the stable top-of-bank from the Holland River Marsh valley, and 7.5 metres from all other valleylands. e) 120.0 metres from significant wildlife habitat. f) 50.0 metres from an earth science ANSI and 120.0 metres from a life science ANSI. g) 30.0 metres from a coldwater stream or 15.0 metres from a warmwater stream.
h) 120.0 metres from fish habitat. Page 29 of 46 i) ll only be permitted to be used for their legal existing purposes. Any expansion of use or building shall require a development application to ensure there is no adverse effect on the future corridor. 2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 22 New DRAFT Official Plan (2018) Page 30 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 23 New DRAFT Official Plan (2018) Page 31 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 24 Provincial Agricultural System Page 32 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 25 Provincial Natural Heritage System Page 33 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 26 How to Get Involved
Visit OP Review Website at www.townofbwg.com/planbwg
Twitter @PlanBWG
Written Submission to Planning Staff
Visit Planning Staff in person Page 34 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 27 Questions Page 35 of 46
2016-18 OP Review – Holland Marsh Drainage System Joint Municipal Services Board Meeting – April 12, 2018 28 Page 36 of 46
Report of Finance Department
REPORT #: HM-FIN-2018-01
DATE: 12 Apr 2018
TO: Members of the Committee
SUBJECT: December 31, 2017 Financial Results (DRAFT)
PREPARED BY: Nathalie Carrier, Deputy Treasurer
1. RECOMMENDATIONS:
That Report HM-FIN-2018-01 regarding “December 31, 2017 Financial Results - DRAFT” dated April 12, 2018 be received for information.
That the HMDSJMSB pay $4,419,720 to the Town of Bradford West Gwillimbury out of their Royal Bank account to reimburse the due to/from BWG account, and;
That the Town of Bradford West Gwillimbury borrow $2,425,976 on behalf of the HMDSJMSB to reimburse to reimburse the due to/from BWG account.
2. PREAMBLE:
The purpose of this report is to present the HMDSJMSB with the status of the 2017 Operating and Capital Budgets for the period January 1 to December 31, 2017. Please note that these results are in draft format and might differ from the financial statement that will be presented to the Board later this year. The final audit is currently under way and numbers are still subject to change.
3. BASIC DATA PERTAINING TO THE MATTER:
The HMDSJMSB ended 2017 with an annual deficit of $125,747. The following chart outlines the annual surplus/(deficit):
HMDSJMSB BOARD $ (1,491) DRAINAGE SUPERINTENDENT (1,720) HOLLAND MARSH DRAINAGE SYSTEM (72,236) BWG Small Scheme (4,490) BWG Drains (7,317) King Drains (38,494) Annual Surplus/(Deficit) $ (125,747) Page 37 of 46 HM-FIN-2018-01 December 31, 2017 Financial Results (DRAFT) Page 2 of 4
The Holland Marsh Drainage System maintenance is over budget by $72,236 as of December 31. This deficit is mainly caused by the work done to fix the pump at Art Janse PS after the flood of June 25th. Of this $72,236, $33,911 will be recovered from each municipalities and OMAFRA. The remainder will be funded from prior year’s surplus. The same storm resulted in unexpected expenses for the municipal drains as well. 100% of these deficits will be recovered by the originating municipality.
Over the years, the Town of Bradford West Gwillimbury has operated as the HMDSJMSB banker by paying the Board’s invoices out of the Town’s bank account. All of the transactions between the Town and the Board are kept in an account called “Due to Town of BWG”. As per the 2016 financial statement, the balance of that account was $8,919,066 as of December 31, 2016. In 2017, a total of $2,073,370 was paid back to the Town leaving a balance of $6,845,696 at the end of 2017. The Board still has $4,419,920 in their bank accounts which can be transferred to the Town. Because the Town’s needs the cash flow to pay for their extensive capital program, the Town will temporary borrow the balance on behalf of the Board. The borrowing cost will be charged against the HMDS CIP account. The principal will be paid back once all the cost for the HMDS CIP are recovered from the participating municipalities and OMAFRA.
4. EFFECT ON TOWN FINANCES:
There is no effect on Town finances.
5. ATTACHMENTS:
Attachment 5.1 – 2017 Budget by Program/Activity
Page 38 of 46
Page 3 of 4
ATTACHMENT 5.1 HOLLAND MARSH DRAINAGE SYSTEM JOINT MUNICIPAL SERVICE BOARD 2017 Budget by Program/Activity As at December 31, 2017
Variance 2017 2017 2017 Budget Actual Budget / 2017 Actual $ HMDSJMSB BOARD
Surplus / (Deficit) (1,942) - 1,942 Cost recovered (165,210) (165,000) 210 Wages & Benefits 51,644 85,730 34,086 Material & Supplies 115,057 79,270 (35,787)
Net Cost (Contribution) (451) - 451
DRAINAGE SUPERINTENDENT
Surplus / (Deficit) - - - Cost recovered (32,615) (38,030) (5,415) Grants (45,165) (38,030) 7,135 Wages & Benefits 63,237 65,100 1,863 Material & Supplies 14,542 10,960 (3,582)
Net Cost (Contribution) - - 0
HOLLAND MARSH DRAINAGE SYSTEM
Surplus / (Deficit) (1,047,907) - 1,047,907 Levies - (BWG & King) (228,277) (206,730) 21,547 Levies - (MTO & County) (38,588) (37,690) 898 Grants (96,356) (84,890) 11,466 Perimeter Canal Maintenance 35,452 84,300 48,848 Main Drain Maintenance 44,419 108,420 64,001 Pumping Station Operation 346,369 140,500 (205,869) Equipment Operations 636 21,420 20,784
Net Cost (Contribution) (984,252) 25,330 1,009,582
BWG Small Scheme
Prior years surplus/deficit 6,671 - (6,671) BWG Levies (9,293) (9,110) 183 Grants (5,253) (4,660) 593 Repair & Maintenance 22,800 18,310 (4,490)
Net Cost (Contribution) 14,924 4,540 (10,384)
BWG Drains
Prior years surplus/deficit - - - BWG Levies (7,220) - 7,220 Grants (96) - 96 Repair & Maintenance 7,317 - (7,317) Studies - - -
Net Cost (Contribution) (0) - 0
04/04/2018 Page 39 of 46
Page 4 of 4
ATTACHMENT 5.1 HOLLAND MARSH DRAINAGE SYSTEM JOINT MUNICIPAL SERVICE BOARD 2017 Budget by Program/Activity As at December 31, 2017
Variance 2017 2017 2017 Budget Actual Budget / 2017 Actual $
King Drains
Prior years surplus/deficit - - - King Levies (8,974) (10,496) (1,522) Grants (61,010) (20,994) 40,016 Repair & Maintenance 69,984 31,490 (38,494)
Net Cost (Contribution) (0) - 0
CAPITAL PROJECTS - 2017
Capital revenues (2,110,951) - 2,110,951 Canal Reconstruction - Construction 848,423 - (848,423) Morris Road 1,267,025 - (1,267,025) Horling Drain (4,497) - 4,497
Net Cost (Contribution) (0) - 0
(SURPLUS) / DEFICIT 999,648
TOTAL CAPITAL PROJECTS
Canal Reconstruction - Construction 24,806,193 26,385,940 1,579,747 Morris Road 1,799,448 3,000,000 1,200,552 Horling Drain 1,492,847 1,300,000 (192,847)
Net Cost (Contribution) 28,098,488 30,685,940 2,587,452
04/04/2018 Page 40 of 46
Report of Finance Department
REPORT #: HM-FIN-2018-02
DATE: 12 Apr 2018
TO: Members of the Committee
SUBJECT: March 31, 2018 Financial Results
PREPARED BY: Nathalie Carrier, Deputy Treasurer
1. RECOMMENDATIONS:
That Report HM-FIN-2018-02 regarding “March 31, 2018 Financial Results” dated April 12, 2018 be received for information.
2. PREAMBLE:
The purpose of this report is to present the HMDSJMSB with the status of the 2018 Operating and Capital Budgets for the period January 1 to March 31, 2018.
3. BASIC DATA PERTAINING TO THE MATTER:
At this point, there are no issues to report as the maintenance work is mainly done later in the year. In 2017, maintenance work is expected for the Cullingham and Duga drains in Bradford. The Horlings and Morris Road drains will now be assessed as maintenance in 2019 once the maintenance work in 2018 is finalized. Maintenance work is expected on Drain 1, Drain 2, Drain 3, Drain 4, Drain 5 and Drain 6 in King Township.
4. EFFECT ON TOWN FINANCES:
There is no effect on Town finances.
5. ATTACHMENTS:
Attachment 5.1 – 2018 Budget by Program/Activity
Page 41 of 46
Page 2 of 3
ATTACHMENT 5.1 HOLLAND MARSH DRAINAGE SYSTEM JOINT MUNICIPAL SERVICE BOARD 2018 Budget by Program/Activity As at March 31, 2018
Variance 2018 2018 2018 Budget Actual Budget / 2018 Actual $ HMDSJMSB BOARD
Surplus / (Deficit) (450) - 450 Cost recovered - (150,000) (150,000) Wages & Benefits 9,578 49,000 39,422 Material & Supplies 24,156 101,000 76,844
Net Cost (Contribution) 33,284 - (33,284)
DRAINAGE SUPERINTENDENT
Surplus / (Deficit) - - - Cost recovered - (38,030) (38,030) Grants - (38,030) (38,030) Wages & Benefits 13,989 65,100 51,111 Material & Supplies 2,168 10,960 8,792
Net Cost (Contribution) 16,157 - (16,157)
HOLLAND MARSH DRAINAGE SYSTEM
Surplus / (Deficit) (984,252) - 984,252 Levies - (BWG & King) (34,780) (206,730) (171,951) Levies - (MTO & County) - (37,690) (37,690) Grants - (84,890) (84,890) Perimeter Canal Maintenance - 84,300 84,300 Main Drain Maintenance 458 108,420 107,962 Pumping Station Operation 66,489 140,500 74,011 Equipment Operations 451 21,420 20,969
Net Cost (Contribution) (951,633) 25,330 976,963
BWG Small Scheme
Prior years surplus/deficit 14,924 - (14,924) BWG Levies (4,187) - 4,187 Grants - - - Repair & Maintenance - - -
Net Cost (Contribution) 10,737 - (10,737)
BWG Drains
Prior years surplus/deficit - - - BWG Levies - (17,073) (17,073) Grants - (8,527) (8,527) Repair & Maintenance 1,989 25,600 23,611 Studies - - -
Net Cost (Contribution) 1,989 - (1,989)
04/04/2018 Page 42 of 46
Page 3 of 3
ATTACHMENT 5.1 HOLLAND MARSH DRAINAGE SYSTEM JOINT MUNICIPAL SERVICE BOARD 2018 Budget by Program/Activity As at March 31, 2018
Variance 2018 2018 2018 Budget Actual Budget / 2018 Actual $
King Drains
Prior years surplus/deficit - - - King Levies - (7,167) (7,167) Grants - (14,333) (14,333) Repair & Maintenance - 21,500 21,500
Net Cost (Contribution) - - -
CAPITAL PROJECTS - 2017
Capital revenues (6,951) - 6,951 Canal Reconstruction - Construction 97,837 - (97,837) Morris Road 72,559 - (72,559)
Net Cost (Contribution) 163,445 - (163,445)
(SURPLUS) / DEFICIT 751,350
TOTAL CAPITAL PROJECTS
Canal Reconstruction - Construction 24,904,030 26,385,940 1,481,910 Morris Road 1,872,007 3,000,000 1,127,993 Horling Drain 1,492,847 1,300,000 (192,847)
Net Cost (Contribution) 28,268,884 30,685,940 2,417,056
04/04/2018 Page 43 of 46
REPORT OF THE HOLLAND MARSH DRAINAGE SYSTEM JOINT MUNICIPAL SERVICE BOARD
REPORT #: HMDSJMSB-2018-03
DATE: 05-04-18 SUBJECT: Drainage Superintendent Report SUBMITTED BY: Frank Jonkman
1. Main Drain a. River levels are being maintained to Winter levels. b. Dredging along 170-53000 completed.
2. Holland River Municipal Drain Project a. Minor works required to correct and restore area/ramp access (outstanding).
3. Pumping Stations a. Art Janse Pumphouse i. Stand-by pump has been ordered, delivery expected this month. ii. Supply of generator has been awarded to T&T Power Group with a successful bid of $135,400.00 excluding HST. Delivery expected by July 30, 2018. b. Bardawill Pumphouse i. ESA inspection complete, some minor deficiencies to be repaired (outstanding). c. Charlie Davis Pumphouse i. The scope of work to repair the pumping station will be developed in order to receive pricing (outstanding). d. Horlings Pumphouse i. Surge protectors to be ordered. e. Professor Day Pumphouse i. ESA inspection complete, some minor deficiencies to be repaired (outstanding).
4. BWG / TOK Small Drains a. Notification has been given for small drains that are to be maintained in 2018. i. Drain 10 (outlet) has been dredged and repaired. Page 44 of 46
b. GIS Line work needs to be corrected for the OMAFRA Drainage layer in order to comply with the ADIP policies (ongoing). c. Ferragina Drain i. Final seeding to be completed. d. Gorzo Drain i. Construction start-up meeting completed. ii. Work to start shortly. e. Horlings Drain i. Deficiency work completed. ii. Maintenance completed. f. Morris Road Drain i. Work to resume shortly. ii. Correspondence received asking that the connection to Morris/Walker be left open at the completion. The current plan is to replace the barricades and only provide access from Marshview/Morris (nothing further). g. Small Scheme i. Drain maintenance will be scheduled for early spring pending permits.
5. HMDSCIP Perimeter Maintenance a. Interval 11 (outstanding) i. Area will be scheduled for dredging once permits have been received. b. Interval 14 (outstanding) i. Area will be scheduled for dredging once permits have been received. c. Berm Maintenance i. See Attachment 1.
6. General a. LSRCA i. No current reporting. b. MOECC / George Barley Water Prize i. Ongoing c. Dredging RFP: i. RFP to be prepared. d. KSAL i. Preparing final billing (ongoing). e. MTO Bridges i. Ongoing meetings with MTO and consultants regarding both north and south structures. ii. Pre-qualification process completed and project tendered. iii. KSAL to provide recommendation letter to the HMDSJMSB. iv. DFO authorization progressing.
Attachments:
1. Berm maintenance estimates and assessments to properties. Berm Maintenance Calculations 05/04/2018
Area Calculations Int 1 Int 2 Int 3 Int 4 Int 5 Int 6 Int 7 Int 9 Int 10 Int 11 Int 13 A Int 13 B Int 14 A Int 14 B Int 15 A Int 15 B Int 16 Int 17 Station Start 10350 8800 5000 4150 3100 2400 1400 150 1600 4250 7300 7700 8000 8150 9250 9500 9950 11100 Station Finish 13500 10350 8700 5000 4150 3100 2400 1550 4250 4500 7400 8000 8150 9250 9500 9950 11000 12050 Total Length l/m 3150 1550 3700 850 1050 700 1000 1400 2650 250 100 300 150 1100 250 450 1050 950 Berm width l/m 24 24 24 26 26 28 28 20 3 3 25 3 24 3 3 23 22 20 Berm Area sq/m 75600 37200 88800 22100 27300 19600 28000 28000 7950 750 2500 900 3600 3300 750 10350 23100 19000 *Interval 8 (no berm) and Interval 18 (MTO lands) left out for calculation *Area based on full width including areas not adjacent to roads, but will require a maintenance corridor
Pricing based on BWG RFQ#: Q-18-21 Closed on March 6, 2018. Contractors pricing per square meter (12 vendors) Average Sq/m Cost 0.015 0.018 0.0237 0.03 0.04 0.045 0.1 0.11 0.2838 0.75 0.8 1.39 0.300458 Average Factor 6 0.03 0.04 0.045 0.1 0.11 0.2838 0.101467 Average Factor 4 0.04 0.045 0.1 0.11 0.07375 * Average factor 6: Low 3 and High 3 were removed for calculations, either too high or unrealistic for present conditions * Average factor 4: Low 4 and High 4 were removed for calculations * Unit costs were arrived at from Schedule 1 - Provisional Pricing * Unit pricing is based on per occurrence
Maintenance costs have been estimated based on the current Bylaw 2009-042 as per the Engineering Report, Holland Marsh Drainage System Canal Improvement Project / Schedule A *actual assessments will have to be factored based on a more detailed calculation, costs are not eligible for OMAFRA grant
Area Breakdown Total Marsh Area /ac 6959 Total Lands/ac 6525 Total Roads/ac 434 Upstream 64000
Low factor 6 0.03 High factor 6 0.2838 Average factor 6 0.101467 Average factor 4 0.07375 11964 Total assessment 113179.4 Total assessment 40464.91 Total assessment 29411.5 Total assessment 2991 25% Upstream 28294.86 25% Upstream 10116.23 25% Upstream 7352.88 25% Upstream 8973 75% Marsh Lands 84884.58 75% Marsh Lands 30348.68 75% Marsh Lands 22058.63 75% Marsh Lands Upstream Assessment Upstream Assessment Upstream Assessment Upstream Assessment 0.0467 Per acre 0.4421 Per acre 0.1581 Per acre 0.1149 Per acre Marsh Lands Assessment Marsh Lands Assessment Marsh Lands Assessment Marsh Lands Assessment 8413.40 Lands Portion 79590.73 Lands Portion 28455.98 Lands Portion 20682.93 Lands Portion 559.60 Roads Portion 5293.85 Roads Portion 1892.70 Roads Portion 1375.69 Roads Portion 1.29 Per acre 12.20 Per acre 4.36 Per acre 3.17 Per acre
General Funds Calculation Total Berm Area BWG 298600 BWG ratio 0.748746 TOK 100200 TOK ratio 0.251254 Total 398800 *costs based on actual area of berm to be maintained, not percentage of total area
Low factor 6 0.03 High factor 6 0.2838 Average factor 6 0.101467 Average factor 4 0.07375 11964 Total assessment 113179.4 Total assessment 40464.91 Total assessment 29411.5 Total assessment 8958 BWG contribution 84742.68 BWG contribution 30297.95 BWG contribution 22021.75 BWG contribution 3006 TOK contribution 28436.76 TOK contribution 10166.96 TOK contribution 7389.75 TOK contribution Page 45 of 46 Page 46 of 46 Holland Marsh Growers Association 140 Holland Street Box 13065 Bradford, ON L32 1Y0 905-251-6786 www.hollandmarshgold.com
HMDSJMSB -100 DissetteStreet Bradford,Ontario L3Z 2A7
March 13, 2018
Attention: Chairmanand Board Members
On behalf on the HollandMarsh Growers’ Association,we would like to addresssome concerns regardingthe maintenanceof the benns. It has consistentlycome to our attentionthat many of our members are requesting the ongoing maintenance of the grassy areas on the berms.
First, we would like to thank you for all the hard work and time that has gone into this project. Once it is fully completed, we will be showcasing this area with pride; a crownjewel in the heartlandof Ontariothat continuesto serve as an example of what can be done with all partners are working together.
We are requesting continuousmaintenance of the grasses on the benn, which will ultimately reduce the weed seed that inevitably ends up in our ?elds. This is forcing the fanners in the HollandMarsh community to combat yet another issue when it can easily be avoided. By maintaining the benns, it will also provide safe access to the canal for irrigation purposes, whichis a required practice to ensure ongoing production of some of the safest produce in Canada.Also, to ensure a seamless look to the berm, we recommend grass seed to be laid down. The reason for this is that we are currently seeing a checkerboardlook throughout the benns on the Canal system. Another cause for our request is to ensure we continue to provide safe food for the citizensof our country. By maintaining the berrns, it allows our growers to success?illy comply with stringent and ongoing food safety requirements.
Our goal is a co-operative workable approach to complete what, in time, will be viewed by all governments and stakeholdersas a shiningexample of what can be accomplished with limited funds, insight?il and long-term Visioning, and the unwaveringpartnership we have.
Thank you for working with us on these matters.
Chair, HMGA QW/jm