Elizabethtown - Kitley Agenda Regular Council Meeting
Monday, December 14, 2020 @ 7:00 PM Virtual Meeting
Page
Public Meeting
(i) 2021 Budget Presentation 4 - 22 2021 Budget Draft Final Service Delivery Implementation Plan
Regular Meeting of Council
1. Call to Order
1.1. Please note this meeting will be held virtually and available for public viewing on YouTube. As part of the public participation, if you have any questions regarding items on the agenda, please submit them by email at [email protected]. Questions received prior to the meeting will be addressed during the Public Question Period which is limited to a 15 minutes time period.
2. Adoption of Agenda
3. Declaration of Pecuniary Interest
4. Adoption of Minutes
4.1. Regular Meeting of Council Meeting Minutes of November 23, 2020 23 - 27 Regular Council - 23 Nov 2020 - Minutes
4.2. Special Meeting of Council Minutes of November 30, 2020 28 - 29 Special - 30 Nov 2020 - Minutes
5. Delegations
5.1. Andrew Howard re: Fire Services Fee 30 - 31 A. Howard Delegation 20-29 Contravention Open Burning Letter A Howard Delegation 20-29 Open Burning-Leacock Rd- Bethel Church
5.2. Perth and Smiths Falls District Community Hospital 32 - 47 PSFDH Delegation to Elizabethtown-Kitley
6. Staff Report
6.1. Report B-11-20: November 2020 Building Activity 48 - 50 November Building Report 2020
7. Committee Reports
7.1. Bellamy Park Management Board meeting minutes of November 30, 2020 51 - 53 Bellamy Park Management Board - 30 Nov 2020 - Minutes
7.2. Community Emergency Management Committee minutes dated November 30, 54 - 56 2020 Community Emergency Management Committee 11.30.20 Minutes Page 1 of 117
7.3. Five Mile Lighthouse Ad Hoc Committee meeting minutes of November 24, 57 - 60 2020 Five Mile Lighthouse Ad Hoc Committee - 24 Nov 2020 - Minutes
7.4. Heritage Elizabethtown-Kitley Minutes dated October 22, 2020 61 - 63 Minutes Heritage E-K October 2020
7.5. Planning Advisory Committee meeting minutes of November 17, 2020 64 - 73 11.19.20 PAC Minutes
7.6. Public Library Board Minutes dated November 18, 2020 74 - 77 Library Board Minutes dated November 18, 2020
7.7. Public Works/Waste Management Committee of the Whole meeting minutes of 78 - 82 December 7, 2020 Public Works_Waste Management Committee of the Whole - 07 Dec 2020 - Minutes
8. By-laws
8.1. First and Second Readings 83 - 91
By-law No. 20-44: Being a By-law to Adopt a Telecommuting Policy
By-law No. 20-45: Being a By-law to Confirm the Proceedings of Council
By-law No. 20-46: A By-law to Amend Zoning By-law 13-21, as amended (LaChapelle Property, 4694 Airport Road) (Part Lot 13, Concession 4, Geographic Elizabethtown) By-law 20-44 Telecommuting Policy By-law 20-45 Confirming November 2020 Meetings By-law 20-46 re. Zoning Amendment
8.2. Third Reading
By-law No. 20-44: Being a By-law to Adopt a Telecommuting Policy
By-law No. 20-45: Being a By-law to Confirm the Proceedings of Council
By-law No. 20-46: A By-law to Amend Zoning By-law 13-21, as amended (LaChapelle Property, 4694 Airport Road) (Part Lot 13, Concession 4, Geographic Elizabethtown)
9. Correspondence
9.1. Rideau Valley Conservation Authority re Bill 229 (Receive and Support) 92 - 93 1 - RVCA Release re. Bill 229
9.2. Cataraqui Region Conservation Authority re Bill 229 (Receive and Support) 94 - 105 2 - CRCA re. Bill 229
9.3. Len DeRyke re Airport Development (Receive and Refer to Staff) 106 - 113 3 - L DeRyke re. Site Plan Agreement and Building Permit
9.4. St. Lawrence Corridor Economic Development Committee (SLCEDC) re 114 - 116 January to October 2020 Report 4 - SLCEDC Members Update Fall 2020 Page 2 of 117
10. Informational Items
10.1. Holiday Hours 117 Holiday Office Hours
11. Motions and Notices of Motion
12. Public Question Period
13. Closed Meeting
13.1. Two matters under Section 239 (2) (c) of the Municipal Act: A proposed or pending acquisition or disposition of land by the municipality concerning land sale/purchase proposals
14. Adjournment
Page 3 of 117 AGENDA ITEM #(i)
Township of Elizabethtown-Kitley 2021 Budget Draft December 14, 2020
2021 Budget Presentation Page 4 of 117 AGENDA ITEM #(i)
Executive Summary Elizabethtown-Kitley’s annual budget is prepared by estimating the revenues and expenditures required to provide services and programs in the upcoming year. Staff analyze their budgets, taking into consideration historical spending while keeping in mind anticipated cost increases. They are diligent in continually investigating opportunities for savings. All budget decisions are made within the context of the Township’s vision statement. “Promoting and caring for our unique rural and urban environments while encouraging sound growth and development in a fiscally responsible manner.” In October, Council directed that staff prepare the budget so that the 2021 Tax Levy Increase should not exceed 2.25%, maintaining current service levels. This percentage allowed for a 0.1% Consumer Price Index (CPI) increase in wages, as well as an estimated 15% increase in insurance coverage. The Ontario Provincial Police billing was also included in this estimate with a 2021 increase of 2.0%. The proposed percentage also included an increase to the annual contribution to capital projects by 1% of the previous year’s levy. Since receiving Council’s directive in October, the Province announced 2021 Ontario Municipal Partnership Grant transfers with Elizabethtown-Kitley receiving $951,400, an increase of $68,000 over the previous year. In addition, the 2021 Annual Billing estimate was received from the Ontario Provincial Police, resulting in an overall reduction in the 2021 requirement of $16,460. The above reductions resulted in an Operating budget reduction of $83,265. This amount has been applied to the Capital Budget so that the year over year Capital levy investment has increased by 2.9% of the previous year’s levy, far above the targeted amount of 1%. While this additional capital investment is welcome, another ambitious infrastructure improvement year in 2021 also relies on a considerable investment of reserves and debt. Planned road improvements, a new firehall, fleet replacement, and bridge studies included in the Capital Budget amount to $5.9 million is spending. The total 2021 Proposed Budget including Operating and Capital is $6,608,308, an increase of $151,401 or 2.38 percent over the previous year’s levy. Council will also be asked to consider recommendations in the recent Service Delivery Review. As this document is currently under review, most of the recommendations have not been included in the current 2021 draft, but could be adopted with further consideration for the spending increases and savings presented. Economic Outlook Current economic conditions are challenging in the midst of the COVID-19 Pandemic. Provincial and Federal budgets are still focused on providing economic stimulus, boosting healthcare and providing safety net programs for businesses and individuals. The Township’s draft budget proposes some project studies/preparation towards having shovel ready projects in the event that further stimulus funding is available.
2021 Budget Presentation Page 5 of 117 AGENDA ITEM #(i)
In Ontario, the unemployment rate was at 9.1% in November compared to 5.5% in November of 2019. Locally, during the beginning of the pandemic between March 30th and April 3rd, local businesses were surveyed by the Economic Development Office of Leeds and Grenville. Of the 470 businesses surveyed, 11% didn’t think their business would survive and 63% said they were struggling. Only 25% relayed that they were unaffected and 5% said they were adjusting and growing. It remains to be seen what the full fallout of the ongoing situation will be. The Bank of Canada maintained its overnight rate in late October after a sharp decrease in March to 0.25%. This rate is directly linked to the prime rate, which in turn is used to calculate the Township’s bank account interest rate. Township interest earnings will continue to be impacted through 2021. In its most recent monetary policy press release, the Bank of Canada forecasts that it will continue to hold its policy interest rate low through to 2023. Conversely, in Canada, investment in housing rose by a record 30.2% in the third quarter, supported by increases in resale activity, renovations and new construction. Total housing investment in the third quarter was about 10% higher than in the fourth quarter of last year. (Statistics Canada – Canadian Economic Dashboard and COVID-19, December 4th update). This is evident in the Township’s own building permit statistics, where the total construction value of permits was $14.1M by the end of October as compared to $7.4M for the same time period in 2019. Statistics Elizabethtown-Kitley property owners receive a tax bill that incorporates levies from three levels including Lower Tier (Elizabethtown-Kitley), Upper Tier (United Counties of Leeds & Grenville), and Education (All local school boards as determined by the Province). Historical levies are listed below: United Elizabethtown - Levy History Counties of % incr % incr Education % decr Total % incr Kitley Leeds and
2015 $ 3,722,825 $ 5,634,004 $ 2,703,131 $ 12,059,960 2016 $ 3,810,210 2.3% $ 5,769,092 2.4% $ 2,701,416 -0.1% $ 12,280,718 1.8% 2017 $ 3,856,135 1.2% $ 5,908,831 2.4% $ 2,578,488 -4.6% $ 12,343,454 0.5% 2018 $ 3,966,513 2.9% $ 6,037,037 2.2% $ 2,539,675 -1.5% $ 12,543,225 1.6% 2019 $ 4,075,199 2.7% $ 6,215,522 3.0% $ 2,501,029 -1.5% $ 12,791,750 2.0% 2020 $ 4,178,551 2.5% $ 6,456,904 3.9% $ 2,475,297 -1.0% $ 13,110,752 2.5% Total increase 2015 to 2020 $ 455,726 12.2% $ 822,900 14.6% $ (227,834) -8.4% $ 1,050,792 8.7%
2021 Budget Presentation Page 6 of 117 AGENDA ITEM #(i)
An analysis of property tax inputs was undertaken to compare Elizabethtown-Kitley with other municipalities in Leeds and Grenville. Smiths Falls has also been included due to its close proximity to the Elizabethtown-Kitley northern border.
Figures were drawn from a variety of sources including Financial Information Returns (FIR), municipality websites, Statistics Canada, Municipal Property Assessment Corporation, and Ontario Property Tax Analysis data.
2021 Budget Presentation Page 7 of 117 AGENDA ITEM #(i)
2020 Taxes Payable on Median Value Single Family Home Median Single Municipality Tax Rates Family Home Taxes Payable
Leeds & Thousand Islands 0.009452730 $196,000 $1,853 Athens 0.010795210 $181,000 $1,954 Rideau Lakes 0.009989930 $196,000 $1,958 Front of Yonge 0.011645900 $189,000 $2,201 Elizabethtown-Kitley 0.010938490 $203,500 $2,226 Edwardsburg Cardinal 0.011833160 $190,000 $2,248 Augusta 0.011349000 $199,000 $2,258 Prescott 0.015144600 $157,000 $2,378 Brockville 0.014554780 $194,000 $2,824 Smiths Falls 0.018119160 $164,000 $2,972 Westport 0.014478970 $213,000 $3,084 Merrickville-Wolford 0.013335600 $228,000 $3,041 North Grenville 0.011227870 $340,000 $3,817
* Brockville, Smiths Falls, Prescott estimated using MPAC data, all others using data from Ontario Property Tax Analysis website.
As can be seen in the chart above, Elizabethtown-Kitley’s taxes payable on a median single family home is ranked to be the 5th lowest of the 13 local municipalities in this comparison.
2021 Budget Presentation Page 8 of 117 AGENDA ITEM #(i)
In order to gauge the affordability of taxes payable, Statistics Canada figures for average family income after taxes were used to show the percentage of disposable income that was required to pay the average tax bill. Elizabethtown-Kitley average property tax burden was also the 5th lowest of the 13 listed municipalities.
2020 Property Tax Burden Comparison
Average After Tax Income of Taxes Payable Property Tax Municipality Economic Families ($)* ($) Burden (%) Leeds & Thousand Islands $84,458 $1,853 2.19% Athens $82,012 $1,954 2.38% Rideau Lakes $81,089 $1,958 2.41% Augusta $88,910 $2,258 2.54% Elizabethtown-Kitley $86,715 $2,226 2.57% Edwardsburg Cardinal $79,233 $2,248 2.84% Front of Yonge $76,244 $2,201 2.89% Prescott $62,425 $2,378 3.81% Brockville $72,148 $2,824 3.91% North Grenville $96,081 $3,817 3.97% Merrickville-Wolford $76,032 $3,041 4.00% Westport $68,719 $3,084 4.49% Smiths Falls $63,538 $2,972 4.68%
* 2016 Census
2021 Budget Presentation Page 9 of 117 AGENDA ITEM #(i)
Growth Estimated assessment growth indicated by MPAC’s November 2020 report is close to zero. The report indicates that total new assessment growth value increased by $809,100 between November 2019 and 2020 which represents a 0.06% increase over last year’s total assessment. According to the report, the total number of properties in the Township have actually decreased from 5813 to 5809. This can be attributed to several property merges.
MUNICIPAL PROPERTY ASSESSMENT CORPORATION ESTIMATED GROWTH REPORT - ROLL EDITION
2019 Assessment Roll Estimated November 2020 Values
# of Assessment Assessment % $ Realty Tax Class & Qualifier properties Value # of properties Value Change Change
Residential Payment in Lieu: Full 1 424,000 1 424,000 0.0% 0 Residential Payment in Lieu: General 21 3,978,200 20 2,808,300 -29.4% -1,169,900 Residential Taxable: Full, Shared Payment in Lieu 1 25,000 1 25,000 0.0% 0 Residential Taxable: Full 4585 995,868,653 4578 995,967,722 1.0% 99,069 4608 1,000,295,853 4600 999,225,022 -0.1% -1,070,831 Multi-Residential Taxable: Full 4 2,242,000 4 2,242,000 0.0% 0 Farm Taxable: Full 604 86,497,700 618 88,182,514 1.9% 1,684,814 Commercial Small Scale On Farm Business 1 6,400 1 6,400 0.00% 0 Commercial Payment in Lieu: Full 1 287,400 1 285,400 -0.70% -2,000 Commercial Payment in Lieu: General 2 1,839,900 2 1,839,900 0.00% 0 Commercial Payment in Lieu: Full Taxable Tenant of Province1 699,300 1 699,300 0.00% 0 Commercial Taxable Full 199 40,061,685 196 40,321,500 0.65% 259,815 Commercial Taxable: Excess Land 22 1,438,700 22 1,355,000 -5.82% -83,700 Commercial Taxable Vacant Land 8 477,900 9 492,600 3.08% 14,700 Commercial Payment in Lieu: Full Vacant Land 1 210,000 1 210,000 0.00% 0 Commercial (New Construction) Taxable: Full 11 3,571,500 12 4,167,600 16.69% 596,100 Commercial (New Construction) Taxable: Excess Land 1 45,600 1 45,600 0.00% 0 247 48,638,385 246 49,423,300 1.61% 784,915 Industrial Taxable: Full, Shared Payment in Lieu 4 81,700 4 81,700 0.00% 0 Industrial Taxable: Excess Land, Shared Payment in Lieu1 22,600 1 22,600 0.00% 0 Industrial Taxable: Full 28 10,578,220 27 10,560,720 -0.17% -17,500 Industrial Taxable: Excess Land 6 373,200 6 373,200 0.00% 0 Industrial Taxable: Vacant Land 5 295,000 5 295,000 0.00% 0 Industrial (New Construction) Taxable: Full 5 1,859,400 5 1,859,400 0.00% 0 Industrial (New Construction) Taxable: Excess Land 3 965,200 3 965,200 0.00% 0 52 14,175,320 51 14,157,820 -0.12% -17,500 Exempt 261 80,692,142 252 80,036,144 -0.81% -655,998 Landfill Payment in Lieu: Full 1 32,600 1 32,600 0.00% 0 Pipeline Taxable: Full 4 15,260,000 4 15,263,000 0.02% 3,000 Managed Forests Taxable: Full 32 1,466,400 33 1,547,100 5.50% 80,700 TOTAL 5813 1,249,300,400 5809 1,250,109,500 0.06% 809,100
2021 Budget Presentation Page 10 of 117 AGENDA ITEM #(i)
Reserves
Credit rating agencies look favourably on debt to reserve ratios of 1:1. Essentially, for every dollar of debt there is at least one corresponding dollar of reserve. Debt levels are also limited by the Ontario Municipal Board using the “annual repayment limit.” This limits how much can be paid out each year to service outstanding debt. While the Township has no debt at this time, the 2021 capital budget proposes debt to help fund Fire Station #3. The proposed debt of $1.49 million would be well within the acceptable ratio.
Add Top up Budgeted Estimated 2020 Reserve 2020 reserves Total Reserves Contributions Reserves at January 1 Budgeted Use from 2019 Available / Unused Available in 2020 of Reserves surplus Operating 2021 funds CAPITAL DEVELOPMENT RESERVE FUND 177,611 177,611 177,611 CONTINGENCIES RESERVE FUND 52,283 52,283 52,283 ECONOMIC DEVELOPMENT RESERVE FUND 26,082 26,082 - 26,082 ENVIRONMENTAL RESERVE FUND 15,500 15,500 15,500 FIRE EXTRICATION TEAM RESERVE FUND 109 109 109 FIRE RESERVE FUND 953,437 953,437 225,000 95,000 823,437 GENERAL ADMIN RESERVE FUND 350,618 350,618 15,000 8,000 343,618 HERITAGE RESERVE FUND 16,240 16,240 16,240 KITLEY WASTE RESERVE FUND 30,907 30,907 30,907 LIBRARY RESERVE FUND 79,675 79,675 79,675 POLICING RESERVE FUND 387,043 387,043 387,043 PLANNING / DEVELOPMENT RESERVE FUND 90,073 90,073 2,500 10,000 97,573 PARKLAND RESERVE FUND 43,162 43,162 43,162 RECREATION RESERVE FUND 52,233 52,233 5,000 57,233 RECREATION RESERVE 37,175 37,175 37,175 ROADS RESERVE FUND 462,122 650,000 1,112,122 360,000 74,493 826,615 STRATEGIC INITIATIVE RESERVE 1,639,269 236,088 1,875,357 1,875,357 WORKING CAPITAL RESERVE FUND 1,133,424 1,133,424 1,133,424 TOPSOIL DEPOSITS FUND 8,290 8,290 8,290 CEMETERIES RESERVE FUND 6,292 6,292 6,292 WATERLINE RESERVE FUND 28,388 28,388 28,388 INVESTED IN INVENTORY 77,833 77,833 77,833 KITLEY CEMETARY FUND 11,146 11,146 11,146 NEW DUBLIN CEMTARY FUND 37,479 37,479 37,479 5,716,394 886,088 6,602,482 602,500 192,493 6,192,475
2021 Budget Presentation Page 11 of 117 AGENDA ITEM #(i)
Draft Budget Documents
Operating and Capital budgets are estimated separately. Capital projects expenditures could vary widely and inflate department totals. It is important to understand the cost of maintaining service levels in the operating budget. Presenting the capital budget separately also allows for a better understanding of how projects are funded: through reserves, grants, or contributions from the operating budget (on the tax rate).
The 2021 Operating Budget is based largely on Ontario Consumer Price Index estimate increases of only 0.1%. The actual November 2019 to November 2020 rate is not yet available. Council will be updated in the New Year as to the confirmed rate. There may be an adjustment to wages necessary if the actual rate varies from what was estimated.
Staff has provided a very lean operating budget in recognition of current economic circumstances. It is also recognized that there may be adjustments considered in light of the recent Service Delivery Review. For this reason, the budget has been presented at a summary level, itemizing any major changes for Council’s information.
Staff can provide a more detailed version of the Operating Budget at Council’s request during January budget deliberations.
The 2021 Capital Budget Draft has been provided. Most of the projects listed have been reported at the Committee level previously. Staff will also provide detailed descriptions of projects during January budget deliberations.
The Service Delivery Review (SDR) Suggested Implementation Plan has been attached for Council’s information. Some of the recommendations have already been incorporated into the Capital Budget draft including: Asset Management Software and Consultant, Building Software, Salary Survey (to include position role reviews), and a Garage Study to determine best options for New Dublin Roads Garage (rehabilitation vs. rebuild/relocation). These projects and others listed in the SDR will be further investigated by staff and reported back in 2021 for Council’s consideration.
2021 Budget Presentation Page 12 of 117 AGENDA ITEM #(i)
2020 Operating Budget Summary PROPOSED 2020 YTD (OCT) 2020 BUDGET 2021 BUDGET % CHANGE $ CHANGE 1 GENERAL GOVT 431,994 629,355 677,474 7.6% 48,119 CLERK ADMINISTRATORS OFFICE 352,511 521,071 568,775 9.2% 47,704 MAYOR AND COUNCIL 79,484 108,284 108,699 0.4% 415 2 TAXATION (28,510) (105,000) (105,000) 0.0% - PAYMENTS IN LIEU (48,495) (105,000) (105,000) 0.0% - SUPPLEMENTARY TAXATION - (30,000) (30,000) 0.0% - TAX WRITE OFFS 19,985 30,000 30,000 0.0% - 3 ONTARIO MUN PRTNSP FUND (220,850) (883,400) (951,400) 7.7% (68,000) GRANTS (220,850) (883,400) (951,400) 7.7% (68,000) 4 FIRE 316,381 664,841 675,654 1.6% 10,812 E.M.S. SERVICES 2,015 4,500 4,505 0.1% 5 FIRE SERVICES 314,366 660,341 671,149 1.6% 10,808 5 EMERGENCY PLANNING 7,795 9,807 9,818 0.1% 11 6 BUILDING INSPECTION 41,924 70,389 70,510 0.2% 121 7 ANIMAL CONTROL 7,901 18,600 18,630 0.2% 30 8 BY-LAW ENFORCEMENT 12,895 32,317 32,349 0.1% 33 9 POLICING 856,422 1,496,592 1,480,132 -1.1% (16,460) 10 CONSERVATION 75,186 75,186 76,690 2.0% 1,504 11 ROADS 1,647,283 2,437,288 2,432,843 -0.2% (4,444) GARAGE 117,883 140,159 140,252 0.1% 93 GRAVEL ROAD MAINTENANCE 537,964 559,039 552,214 -1.2% (6,824) MACHINE TIME (offsetting entry) (217,031) (282,431) (282,431) 0.0% - PAVED ROAD MAINTENANCE 76,072 176,975 177,573 0.3% 598 ROADS 291,880 415,507 427,361 2.9% 11,854 ROADS EQUIPMENT 201,797 311,271 311,458 0.1% 187 ROADSIDE MAINTENANCE 212,928 384,011 372,295 -3.1% (11,716) STREETLIGHTS 8,590 16,500 16,502 0.0% 2 WINTER CONTROL 417,201 716,257 723,619 1.0% 7,361 12 #DIV/0! - SOURCE WATER - - - #DIV/0! - Continued on next page Notable increases/decreases: • Under the Clerk Administrators Office - interest revenue has been reduced by $40,500 and General Insurance is budgeted to increase by $7,131 • The Ontario Municipal Partnership Grant increased by $68,000 • Fire Services is budgeted to have increased insurance fees totalling $9,498 • The Ontario Provincial Police annual billing statement for 2021 has decreased by $16,460 • Under Roads – Increased insurance $11,854 and contracted plow service $7361 (based on increasing average plowing hours) is offset by a reduction in the Roadside Maintenance budget as the sign reflectivity and guide rail contract is complete.
2021 Budget Presentation Page 13 of 117 AGENDA ITEM #(i)
Operating Budget Summary (Cont’d) PROPOSED 2020 YTD (OCT) 2020 BUDGET 2021 BUDGET % CHANGE $ CHANGE 13 WASTE 50,326 129,706 108,238 -16.6% (21,469) KITLEY WASTE (22,085) 0 (0) -725.6% (1) RECYCLING 47,682 57,044 48,836 -14.4% (8,208) WASTE SITE 24,729 72,662 59,402 -18.2% (13,260) 14 CEMETERIES 5,252 11,719 11,731 0.1% 12 15 RECREATION 44,749 157,072 159,244 1.4% 2,172 BLAINE HEALEY 1,803 6,604 6,611 0.1% 7 CLIFFORD HALL DIAMOND 4,514 7,240 7,245 0.1% 5 KITLEY SOCCER 1,616 3,600 3,604 0.1% 4 LYN BALL DIAMONDS 6,451 10,481 10,490 0.1% 10 LYN PIT 20,712 13,953 13,982 0.2% 29 MISC PARKS 4,213 4,949 4,954 0.1% 5 RECREATION (27,950) 35,681 37,492 5.1% 1,811 ROWS CORNERS 6,784 9,994 10,255 2.6% 262 TOLEDO RINK - 2,300 2,340 1.8% 40 USER FEES 26,505 62,271 62,271 0.0% (0) 16 BELLAMY PARK (36,940) (5,636) (3,901) -30.8% 1,735 17 HERITAGE COMMITTEE 435 6,930 6,935 0.1% 5 18 LIBRARIES 67,676 107,313 108,369 1.0% 1,056 19 PLANNING AND ZONING 119,201 167,445 167,631 0.1% 186 20 ECONOMIC DEVELOPMENT 59,061 78,493 78,527 0.0% 34
OPERATING TOTAL 3,458,184 5,099,017 5,060,474 -0.76% (38,544) CONTRIBUTION TO CAPITAL 1,357,890 1,547,834 13.99% 189,944 - TOTAL LEVY 3,458,184 6,456,907 6,608,308 2.34% 151,401 Notable increases/decreases: • Increasing waste site ticket sales ($7,000) and a reduced requirement for compactor repairs and rentals ($8,000) are responsible for the overall reduction of the Waste Site Budget • Recycling wage budgets have been reduced to more accurately reflect actual related expenses • Insurance apportioned to the Recreation budget has increased by $1,774 • Insurance is also increased for Bellamy Park and the Libraries
2021 Budget Presentation Page 14 of 117 AGENDA ITEM #(i)
Capital Budget Summary TOWNSHIP OF ELIZABETHTOWN KITLEY 2021 PROPOSED CAPITAL BUDGET Funding Federal Other Contribution Total Project Gas Tax CAPITAL PROJECTS Grants Reserves from DEBT Cost 313-000- 313-000-0319 Operating 0328
Road Construction 1,565,542 Jordan Rd - .3km from cty rd 8 to Drummond Road Pulverize & Pave 35,000 35,000 Debruge Road - 2.6km from Airport Rd to Haggerts Side Rd Pulverize & Double LCB 300,000 300,000 Hallecks Rd West - 1.8km from Hallecks Intersection Single LCB Overlay 60,000 60,000 Kitley Line 3 Road - 3 km Cty Rd 1 to Drummond Rd Double LCB Overlay 185,000 106,655 78,345 Kitley Line 3 Road - 2.5 Km from Drummond Rd to Boundary Single LCB Overlay 70,000 70,000 New Dublin Road - Culvert Crossing 300 m grade raise & culvert 210,000 210,000 James Street (Lyn)- 0.2 km from Cty Rd 27 to Dead End HCB Resurface/Overlay 23,000 23,000 Cornell Crescent - 0.4 km from Lyn Heights Dr to Lyn Heights DrHCB Resurface/Overlay 61,000 61,000 Rowsome Road Business Park - Base and Pave Base & Pave 104,000 104,000 Kinch St County Road 7 - East 417,542 81,917 75,625 260,000 Line 8 100,000 100,000 Fleet 848,197 1995 Kitley KR03 Rescue Vehicle 375,000 187,500 187,500 2010 Lyn LR05 Rescue Vehicle (Used from County) 50,000 50,000 2004 T12 Sterling Plow (replacement approved in 2020) 298,197 155,448 142,749 Used Wheeled Excavator 125,000 62,500 62,500 Facilities 2,470,032 New Firehall #3 Tendered build price 1,861,459 Septic Contingency for rock 10,000 Paving and line markings for parking lot 45,000 Compressor (for tires 150 psi) 1,000 Bunker Washer 6,000 Fridge and Range 1,500 Furnishings (tables, chairs, desks, etc.) 8,300 Station radio 2,000 Overhead Projector and Screen 700 Unrebateable HST 34,073 1,970,032 521,940 50,000 1,398,092 Sand Shelter (Toledo) - charles will provide updated estimate 400,000 375,000 25,000 Facility Repairs 100,000 100,000 Equipment 315,240 Gen Govt - Financial Software 50,000 50,000 Fire - Traffic signalling 20,000 20,000 Fire - Generator 150,000 75,000 75,000 Fire - Sign / Message Board 5,000 5,000 Building Software 5,000 5,000 Roads - Radio Replacement 21,240 21,240 Roads - Brush Head for Excavator 60,000 60,000 Economic Development - Signage renewal 4,000 4,000 Studies 325,000 Garage Study 50,000 50,000 Archaelogical Review 10,000 10,000 Salary Survey 15,000 15,000 Bridge Repair - design and engineering for 6 bridges 250,000 250,000 Contributions to Reserves 47,500 Administration-Election 8,000 8,000 Fire Roads Waste - towards waste site closure 14,500 14,500 Recreation 5,000 5,000 Bellamy Park 10,000 10,000 Planning 10,000 10,000 5,571,511 381,917 206,655 1,937,013 1,547,834 1,498,092
2021 Budget Presentation Page 15 of 117 AGENDA ITEM #(i)
Capital Budget – 10 year estimates
2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 Capital Projects Roads 1,565,542.00 1,313,000 1,493,000 1,551,000 1,724,000 1,810,200 1,900,710 1,995,746 2,095,533 2,200,309 Bridges 753,000 1,383,000 305,700 266,660 571,350 Roads Fleet & Equip 423,197.00 380,000 442,000 340,438 300,000 597,934 394,000 296,245 308,180 45,540 Fire Fleet 425,000.00 500,000 45,444 500,000 375,000 520,000 50,000 - 51,178 - Facilities 2,470,032.00 73,267 80,403 53,237 85,784 48,089 19,602 10,741 50,131 100,000 Equipment 315,240.00 ------Studies 325,000.00 Contributions to Reserve 47,500.00 Debt Repayment 152,037 152,037 152,037 152,037 152,037 152,037 152,037 152,037 152,037 5,571,511.00 3,171,303.60 3,595,884.45 2,596,711.89 2,942,520.83 3,128,259.89 2,783,008.98 2,454,768.76 3,228,408.13 2,497,886.54
Available Funding From Tax Levy 1,547,834.00 1,625,226 1,706,487 1,791,811 1,881,402 1,975,472 2,074,246 2,177,958 2,286,856 2,401,199 Federal Gas Tax Funding 381,917.00 312,521 326,109 326,109 332,631 332,631 339,284 339,284 346,069 346,069 OCIF Formula 106,655.00 106,655 106,655 106,655 106,655 106,655 106,655 106,655 106,655 106,655 Other Grants 100,000.00 Debt 1,498,092.00 Estimated opening Reserves available balance CAPITAL DEVELOPMENT RESERVE FUND 177,611 CEMETERIES RESERVE FUND 6,292 CONTINGENCIES RESERVE FUND 52,283 ECONOMIC DEVELOPMENT RESERVE FUND 26,082 ENVIRONMENTAL RESERVE FUND 15,500 FIRE EXTRICATION TEAM RESERVE FUND 109 FIRE RESERVE FUND 823,437 784,440 GENERAL ADMIN RESERVE FUND 343,618 HERITAGE RESERVE FUND 16,240 KITLEY WASTE RESERVE FUND 30,907 LIBRARY RESERVE FUND 79,675
POLICING RESERVE FUND 387,043 PLANNING / DEVELOPMENT RESERVE FUND 97,573 15,000 PARKLAND RESERVE FUND 43,162 RECREATION RESERVE FUND 57,233 RECREATION RESERVE 37,175 ROADS RESERVE FUND 826,615 668,573 STRATEGIC INITIATIVE RESERVE 1,875,357 469,000 TOPSOIL DEPOSITS FUND 8,290 WORKING CAPITAL RESERVE FUND 1,133,424 WATERLINE RESERVE FUND 10,000 INVESTED IN INVENTORY 28,388 KITLEY CEMETARY FUND 11,146 NEW DUBLIN CEMETERY FUND 37,479
unidentified reserve withdrawals or other funding instruments required to fully fund projects Estimated total of current reserves 6,124,643 Total use of reserves 1,937,013 1,126,902 1,456,633 372,137 621,833 713,502 262,825 - 488,828 -
5,571,511 3,171,304 3,595,884 2,596,712 2,942,521 3,128,260 2,783,009 2,623,897 3,228,408 2,853,923 Funding (shortfall)/surplus 0 0 0 0 0 0 0 169,128 0 356,036
2021 Budget Presentation Page 16 of 117 2021 Budget Presentation
2021 2022 2023 Total Comments/ Assumptions Total 3 Year Opportunity/ Year External Cost Cost/Savings # 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q Internal Cost Recommendation Start (3 years) _Internal + (Savings) External 1.1.1 Community Visioning 2021 $30,000 $0 $30,000 Consultant to Facilitate. 1.1.2 Review Governance 2021 $0 $0 $0 Included above
Develop Multi Year Budgets Staff time to develop new 1.2.1 2021 $0 $0 $0 in line with Strategic Plan. approaches. Cost unknown.
Update Delegation of Internal resources - likely 5 1.3.1 2021 $0 $1,260 $1,260 Authority days work. Develop a comprehensive 1.3.2 2021 $30,000 $0 $30,000 Annual cost of $10,000 Council Training Program. Develop Policy Framework Internal Annual cost of 10 1.3.3 2022 $0 $12,600 $12,600 with Term of Council review days work
Clerk to develop (35 hours) requires consultation with Develop an annual agenda 1.4.1 2021 $5,000 $1,750 management and present management plan. to Council. Public Commenting Managers and Council- Develop a Shared Service Estimated 420 hours. 1.5.1 2021 $0 -$100,000 Task Force Savings will offset costs in 3 years. External Consultant and Explore Shared Corporate Various Manager time - 120 1.5.2 Services and County wide 2023 $0 $0 hours. Long term Savings 311. and increased utilization AGENDA ITEM #(i) will cover costs
External Consultant and Review possible Planning and Staff time - 40 hours. Long 1.5.3 2022 $0 $0 Building/Bylaw Services term Savings and increased utilization will cover costs Page 17 of 117 Formalize HR partnerships HR Assumes $130 per hour, 20 2.1.1 professional to support Clerk 2021 $54,600 $0 $54,600 working days per year. Administrator 2021 Budget Presentation
2021 2022 2023 Total Comments/ Assumptions Total 3 Year Opportunity/ Year External Cost Cost/Savings # 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q Internal Cost Recommendation Start (3 years) _Internal + (Savings) External Consider contracting for 2.1.2 Asset Management Technical 2021 $50,000 $0 $50,000 Assumes shared service Expertise Consider Change to Performance Agreement 2.2.2 2021 $0 $0 $0 Internal Process for Clerk Administrator Update Job Specifications 2.2.1 2021 $35,000 $0 $35,000 External Consultant based upon competencies Transfer Municipal Drains 2.3.1 2021 $0 $0 $0 0 and Emergency Management Update PW Roles and 2.4.1 2021 $0 $0 $0 Internal Functions
Update Finance roles to Internal - possible savings 2.4.2 better utilize talent, improve 2021 $0 -$45,000 -$45,000 by allocating administrative oversight and teamwork. tasks to clerks. 2.4.3 Update Finance roles. 2021 $0 $0 $0 0 Develop Succession Plan, Undertake a Skills Inventory Internal lead project - 40 2.5.1 2022 $0 $6,000 $6,000 and Training Needs hours each Assessment Develop Change Corporate Champion to 2.6.1 Management Strategy for 2021 $0 $14,400 $14,400 undertake. Estimated 10 SDR Implementation days work annually. 3.1.1 Develop IT Strategy 2021 $35,000 $0 $35,000 Consultant to develop AGENDA ITEM #(i) Module purchase, Procure and implemant integration and training. 3.2.1 asset management/work 2021 $27,000 -$54,600 -$27,600 Savings of 1 day per week order/patrolling software estimated Estimate of Mobile purchases and training. 20 Page 18 of 117 Move to Mobile 3.2.2 2022 $10,800 -$800 $10,000 hours per staff. But Technology significant savings and improved MMS. 2021 Budget Presentation
2021 2022 2023 Total Comments/ Assumptions Total 3 Year Opportunity/ Year External Cost Cost/Savings # 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q Internal Cost Recommendation Start (3 years) _Internal + (Savings) External Fuel system to eliminate manual tracking and reduce 3.2.3 Purchase new Fuel System 2023 $25,000 -$25,000 $0 inventory loss. Will likely be cost neutral. Procure a Fire Estimated software and 3.3.1 2022 $8,000 $0 $8,000 Management System implementation Module cost $15k. Savings are currently unknown as it is unclear how much time is 3.4.1 Procure Budget Software 2022 $15,000 $6,000 $21,000 spent on reporting. Training and set up time 30 hours for Treasurer, 10 hours per SM Already planned. Savings 3.5.1 Update Website 2021 $35,000 -$9,500 $25,500 unknown. Implement Savings of 1 hour per 3.5.2 Building/Planning 2022 $9,000 -$9,500 -$500 application (190 building Applications Online permits) + cost of ProWare Consider Credit Cards as a Savings in time and 3.5.3 2021 $0 -$28,500 -$28,500 mode of payment collections Module Set up Cost = $500. 30 minutes per setup + issuance x 5000 properties Implement E-Billing for Tax x 50% uptake. Savings AGENDA ITEM #(i) 3.6.1 2021 $500 -$58,929 -$58,429 and AR calculated at $10 x (5000 tax bills x 2 annual billings + 300 (arrears letters) x 50% uptake Work with Financial Savings to be realized 3.6.2Page 19 of 117 Institution and Utilities to 2021 $0 -$30,000 -$30,000 Estimated time saved = 1 create files hour per day. Consider Project 3.6.3 2021 $0 $0 $0 Improved reporting. Accounting Module 2021 Budget Presentation
2021 2022 2023 Total Comments/ Assumptions Total 3 Year Opportunity/ Year External Cost Cost/Savings # 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q Internal Cost Recommendation Start (3 years) _Internal + (Savings) External Savings to be realized in Centralize Purchasing procurement processes - 3.6.4 2022 $0 -$14,000 -$14,000 Functions Estimated time saved = 7 hours per procurement. Estimated savings in time - Move the Document 4.1.1 2021 $0 -$37,500 -$37,500 1 hour per day per finance management within Asyst staff 4.2.1 LEAN the processes 2021 $5,000 $0 $5,000 External consultant trainer
4.2.2 Revamp Payroll Processes 2021 $0 -$6,240 -$6,240 Savings - 2 hours per pay
Assumes 1500 payments Implement EFTs for 4.2.3 2021 $5,000 -$45,000 -$40,000 per year with 50% uptake x Vendors $15 savings per transaction
Savings of 2 minutes per Promote PAP program transaction ($2). Assume 4.2.4 2021 $0 -$57,600 -$57,600 more assertively 80% additional uptake on 24,000 payments Time estimated and Outsource Animal increased uptake - 300 tags 4.2.5 2021 $0 -$4,500 -$4,500 Licensing per year * 10 minutes per transaction Time estimated and Allow for Landfil Online increased uptake - 10000 4.2.6 2022 $0 -$20,000 -$20,000
purchases tags per year * 1 minute AGENDA ITEM #(i) per transaction Update policies in Public Internal resources - likely 4.3.1 2021 $0 $3,500 $3,500 Works 10 days work. Update/Create Financial Internal resources - likely 4.3.2 2021 $0 $3,500 $3,500 Policies 10 days work.
Page 20 of 117 Undertake time tracking 4.4.1 against planning 2021 $0 $0 $0 0 applications - fee study. 2021 Budget Presentation
2021 2022 2023 Total Comments/ Assumptions Total 3 Year Opportunity/ Year External Cost Cost/Savings # 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q Internal Cost Recommendation Start (3 years) _Internal + (Savings) External Could be done in house or Undertake fee study and by a consultant. However, 4.4.2 policies. 2022 $25,000 -$40,000 -$15,000 staff need to track time against activities. Increased revenue offset cost. Could be done in house or Undertake an equipment 4.4.3 2022 $0 $1,750 $1,750 by a consultant. Likely 5 rate study days work. Staff time to be allocated - Need to assess how many Modernize Procurement hours. Required depending 4.5.1 2022 $0 $700 $700 and Inventory upon the players involved. Module implementation likely 2 days work. Develop a Joint Recreation 5.1.1 Master Plan with a view to 2022 $40,000 -$30,000 $10,000 Outsource Consider GBE for Bellamy 5.2.1 2021 $0 $0 $0 Park Review Library Services and 5.3.1 2021 $30,000 $0 $30,000 Locations Explore upload of Waste 5.4.1 2023 $0 $0 $0 Management to County. Procure and implement a comprehensive Service 5.5.1 Request Software with online 2021 $6,000 $0 $6,000 AGENDA ITEM #(i) submissions linked to work orders. Develop a Community Public 5.6.1 2021 $0 $20,000 $20,000 Engagement strategy Consider Development 6.1.1Page 21 of 117 2023 $0 $0 $0 Charges to finance growth Consider simplifying 6.2.1 processes and improving 2021 $9,000 -$9,000 $0 communications. 2021 Budget Presentation
2021 2022 2023 Total Comments/ Assumptions Total 3 Year Opportunity/ Year External Cost Cost/Savings # 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q Internal Cost Recommendation Start (3 years) _Internal + (Savings) External Create an Integrated Economic Development 6.3.1 Strategy that promotes 2022 $50,000 $0 $50,000 Growth and links to the Official Planning Process Address Drainage issues in the Industrial Park and any 6.4.1 2021 $0 $15,000 $15,000 other long term infrastructure needs. Develop a Marketing Strategy 6.4.2 2022 $0 $10,500 $10,500 for the Industrial Park. As required by 588/17, the Internal costs of 120 hours 7.1.1 Asset Management Plan is 2021 $0 $19,200 $19,200 per department. required by 2021. Develop a field audited (‘ground truth’) database to Internal costs of 120 hours 7.1.2 2021 $0 $19,200 $19,200 develop all future asset per department. management plans. Contract for AM Specialist. Consulting fees - could get 7.1.3 2021 $50,000 $0 $50,000 Could be shared resource FCM Funding Update RNS prior to 2021 Consulting fees to update 7.2.1 2021 $50,000 $0 $50,000 AMP requirements condition. Undertake a MMS 7.2.2 2021 $0 $0 $0 Included above Classification Review Cost avoidance of $900k - HS considerations. Better Public Works Facility
7.3.1 2021 $0 $0 $0 to undertake AGENDA ITEM #(i) Rationalization rationalization than rehab current facilities. Page 22 of 117 AGENDA ITEM #4.1.
M I N U T E S The Corporation of the Township of Elizabethtown-Kitley Regular Council Meeting
- November 23, 2020 -
Members Present: Mayor Brant Burrow, Councillors Earl Brayton, Christina Eady, Tom Linton, Susan Prettejohn, Eleanor Leacock Renaud and Robert Smith
Regrets: Staff Present: Administrator-Clerk Yvonne Robert, Director of Finance/ Treasurer Diane Gordon and Deputy Clerk Alison Merkley
This meeting of Council was held virtually.
REGULAR MEETING OF COUNCIL
Call to Order: Mayor Burrow called the virtual meeting to order at 7:00 pm.
Adoption of Agenda: RES. NO. 261-20 Moved by E. Brayton Seconded by E. Renaud THAT the Regular Meeting of Council meeting agenda dated November 23, 2020 be adopted. DISPOSITION: Motion Carried
Declaration of Pecuniary Interest: There were no declarations of pecuniary interest.
Adoption of Minutes: Regular Meeting of Council meeting minutes of November 9, 2020 RES. NO. 262-20 Moved by R. Smith Seconded by T. Linton THAT the Regular meeting of Council meeting minutes of November 9, 2020 be adopted. DISPOSITION: Motion Carried
Delegations: There were no delegations.
Staff Report: Report No. A-20-64: Top Soil By-law Review Update Councillors commented on the four discussion points contained within the report including the remaining depth of soil, land designations that are to be protected, the Township's option to employ a professional to review an application and the time length of the permit.
Regular Meeting of Council Meeting Minutes of November 23, 2020 Page 23 of 117 AGENDA ITEM #4.1. Regular Council Meeting Minutes Corporation of the November 23, 2020 Township of Elizabethtown-Kitley
Council confirmed that staff are amend the draft by-law to ensure that six inches of soil remain ''where possible", remove the requirement for the proponent to be responsible for all damage to a roadway being used to move topsoil, and that 5 year licenses will be permitted with yearly compliance reports. RES. NO. 263-20 Moved by R. Smith Seconded by S. Prettejohn THAT Report A-20-64 be received. DISPOSITION: Motion Carried
Report No. A-20-66: Broadband and ICON Funding It was acknowledged the lack of reliable broadband in areas of the municipality and Leeds Grenville as a whole, leading Council to support proceeding with the Request for Proposal (RFP) and requesting staff approach neighbouring municipalities to see if they were interested in issuing a joint RFP. RES. NO. 264-20 Moved by E. Brayton Seconded by S. Prettejohn THAT Report No. A-20-66 be received. DISPOSITION: Motion Carried
Report No. A-20-67: Employee Assistance Program Council discussed the importance of mental health and requested staff to explore additional options. RES. NO. 265-20 Moved by E. Renaud Seconded by T. Linton THAT Report No. A-20-67 be received. DISPOSITION: Motion Carried
Report No. A-20-69: Draft Telecommuting Policy Council discussed various aspects of the draft policy including the purpose of the policy, health and safety and potential liability. RES. NO. 266-20 Moved by C. Eady Seconded by T. Linton THAT Report A-20-69 be received;
AND THAT staff be instructed to draft the necessary by-law for adoption of the Telecommuting Policy. DISPOSITION: Motion Carried
Report No. F-20-24: Telecommunication Upgrades Director of Finance D. Gordon stated some employees who have telecommuted in the past have used their personal computing devices leading to concerns about the security of potential sensitive information.
Regular Meeting of Council Meeting Minutes of November 23, 2020 Page 24 of 117 AGENDA ITEM #4.1. Regular Council Meeting Minutes Corporation of the November 23, 2020 Township of Elizabethtown-Kitley
Council noted the age and ongoing issue with their municipally issued iPads and asked if consideration could be made to purchase new ones as well as they are used for Township business. Staff were instructed to investigate the purchase of new iPads or laptops for Council and to obtain information on any tax deduction that may be available to Council as some are now attending meetings from their homes. RES. NO. 267-20 Moved by R. Smith Seconded by C. Eady THAT Report F-20-24 be received. DISPOSITION: Motion Carried
Report No. P-20-27: Proposed Xplornet Communications Tower Shiloh Church Road (Greaves Property) RES. NO. 268-20 Moved by E. Brayton Seconded by E. Renaud THAT Report P-20-27 be received;
AND THAT the Township concurs with the telecommunication tower installation by Xplornet (site ID: Augusta NW ON474) on Shiloh Church Rod. (Greaves property), with the four conditions detailed within Report P-20-27. DISPOSITION: Motion Carried
Committee Reports: Committee of Adjustment meeting minutes dated November 5, 2020
Economic Development Committee meeting minutes of November 10, 2020 be received.
Fire and Emergency Services Committee of the Whole meeting minutes of November 16, 2020
Recreation Committee of the Whole meeting minutes dated November 16, 2020 RES. NO. 269-20 Moved by R. Smith Seconded by C. Eady THAT the following Committee meeting minutes be received: • Committee of Adjustment dated November 5, 2020 • Economic Development Committee dated November 10, 2020 • Fire and Emergency Services Committee of the Whole dated November 16, 2020 • Recreation Committee of the Whole dated November 16, 2020 DISPOSITION: Motion Carried
Regular Meeting of Council Meeting Minutes of November 23, 2020 Page 25 of 117 AGENDA ITEM #4.1. Regular Council Meeting Minutes Corporation of the November 23, 2020 Township of Elizabethtown-Kitley
Correspondence: Moms Stop The Harm re: Resolution of Support (Receive and Support) Some members of Council voiced concerns regarding certain aspects of the suggested resolution as the items are outside of the municipality's abilities and authority.
It was clarified by the Administrator-Clerk and Mayor that the recommendation for the correspondence item is to support the organization's desire to present the information to the federal government for them to recognize the aspects of the resolution. RES. NO. 270-20 Moved by T. Linton Seconded by S. Prettejohn THAT Correspondence item 1 be received and supported. DISPOSITION: Motion Carried
Informational Items: Illegal Dumping Comments were made regarding recent illegal dumping in a conservation area and how issues seem to come in cycles as there have been past discussions. Administrator- Clerk Y. Robert noted challenges, such as the dumping occurring on private property and not on Township owned property.
Council expressed interest in staff investigating the use of some form of surveillance for known illegal dumping areas. Staff were also instructed to discuss a possible partnership with the Cataraqui Region Conservation Authority for the installation of a camera system at the Lyn Valley site.
City of Brockville Pet Cemetery Councillor Eady referenced a recent Recorder & Times article concerning the pet cemetery located within the municipality but operated by the City of Brockville, and asked if there was any information the Township could provide. Administrator-Clerk Y. Robert stated the City was notified of the contravention a few years prior by the Bereavement Authority of Ontario as pet burials cannot occur on the same property as other internments.
Public Question Period: There were no questions from the public.
Adjournment: RES. NO. 271-20 Moved by E. Brayton THAT the Regular meeting of Council adjourn at 8:22 p.m. to meet again virtually on Monday, December 14, 2020 at 7:00 p.m. DISPOSITION: Motion Carried
Regular Meeting of Council Meeting Minutes of November 23, 2020 Page 26 of 117 AGENDA ITEM #4.1. Regular Council Meeting Minutes Corporation of the November 23, 2020 Township of Elizabethtown-Kitley
Mayor
Clerk
Regular Meeting of Council Meeting Minutes of November 23, 2020 Page 27 of 117 AGENDA ITEM #4.2.
M I N U T E S The Corporation of the Township of Elizabethtown-Kitley Special Meeting
- November 30, 2020 -
Members Present: Mayor Brant Burrow, Councillors Earl Brayton, Christina Eady, Tom Linton, Susan Prettejohn, Eleanor Leacock Renaud and Robert Smith
Regrets:
Staff Present: Administrator-Clerk Yvonne Robert
This meeting of Council was held virtually.
SPECIAL MEETING OF COUNCIL
Call to Order: Mayor Burrow called the virtual special meeting of Council to order at 6:00 pm.
Adoption of Agenda: RES. NO. 272-20 Moved by E. Brayton Seconded by E. Renaud THAT the November 30, 2020 Special Meeting of Council agenda be adopted. DISPOSITION: Motion Carried
Disclosure of Interest: There were no declarations of pecuniary interest declared.
Delegations: Tammy Carruthers, WSCS Consulting Inc: Service Delivery Review Final Document Mayor Burrow welcomed the consulting team. T. Carruthers, along with the other members of the service delivery team, provided an overview of the final report addressing questions during the presentation. It was noted that there have some minor changes to the document since it was attached to the agenda package which will be provided. Ms Carruthers noted that the final report will be available to be posted by December 4th as per the funding deadline. RES. NO. 273-20 Moved by R. Smith Seconded by T. Linton THAT the Service Delivery Report as submitted by WSCS Consulting Inc be received. DISPOSITION: Motion Carried
Special Meeting of Council Minutes of November 30, 2020 Page 28 of 117 AGENDA ITEM #4.2. Special Meeting Minutes Corporation of the November 30, 2020 Township of Elizabethtown-Kitley
Motions and Notices of Motion: There were no notices of motions brought forward.
Public Question Period: No questions were submitted by the public.
Adjournment: RES. NO. 274-20 Moved by E. Brayton THAT the Special Meeting of Council adjourn at 8:38 pm. DISPOSITION: Motion Carried
Mayor
Clerk
Special Meeting of Council Minutes of November 30, 2020 Page 29 of 117 AGENDA ITEM #5.1. Elizabethtown-Kitley Fire & Emergency Services
Jim Donovan Andy Guilboard Fire Chief Deputy Chief
July 7th, 2020
Bethel Pentecostal Church 301 County Road 29 PO Box 396 Smiths Falls, ON K7A 4T4
Dear Owners/Board/Title Holders:
Re: Response April 28th, 2020 at Leacock Road Property Roll # 0801-824-044-02001-0000
On April 28th, 2020 the fire department was dispatched to your property on Leacock Road. The cause of the fire was determined to be Unauthorized Open Burning in contravention of the Ontario Fire Code in which a fatality was the end result. The fire spread to the mobile trailer structure, resulting in severe burns to your occupant/tenant Gilbert Johnston as he tried to extinguish the fire.
Also, dispatched was the Lanark Ambulance/Paramedic service Unit # 4482 to transport the patient, and the Leeds County OPP and a Fire Marshal Investigator was requested.
Evidence showed that your property was/is occupied and used by a number of persons for different activities. Aside from a mobile trailer, there was a camping trailer, storage garage and two structures that appeared to be temporary dwellings. All of these individual sites contain a campfire pit that appears to have been recently used by inhabitants of your property.
The Ontario Fire Code (O.REG.213/07) subsection 1.2.1 clause, 1.2.1.1.1 states, unless otherwise specified, the property OWNER shall be responsible for carrying out the provisions of this code.
Ontario Fire Code: 2.4.4.4 (1) Open Air Burning shall not take place unless approved. Provincial Fire Code charges have not been initiated, however in accordance with Municipal By-Law, and under resolution of the Elizabethtown-Kitley Township Council, fire department response to the above contravention has resulted in you, the owner/occupant, being charged $485.00 per vehicle/per hour. Your actions have resulted in a charge of 10 vehicles resulting in a $20,031.80 invoice (attached).
You have the option to appeal this invoice by contacting the Municipal Council via: c/o Yvonne Robert, Administrator Phone: 345-7480 6544 New Dublin Road R.R.# 2 Addison, ON K0E 1A0
Yours in Fire Prevention,
Jim Donovan, Fire Chief.
Administrative Office Station #1- 44 Main St.E, Lyn 498-2460 Mailing Address 44 Main St. E, Lyn, Station #1 Station #2 - 7519 New Dublin Rd. 345-1079 6544 New Dublin Rd Office (613) 498-2460 Station #3 -270 Hwy. #29 Toledo 275-2301 R.R.#2 Addison, ON K0E 1A0 AndrewFax Howard (613) 342 re:-2358 Fire Services Fee Email: [email protected] 30 of 117 AGENDA ITEM #5.1. ELIZABETHTOWN- KITLEY FIRE DEPARTMENT Invoice # 0714-20-29 Elizabethtown-Kitley Fire Department Type of Incident 6544 New Dublin Road R.R. #2 Addison, Ontario Other x K0E 1A0 U/A Open Burning
Date of Call-Out : April 28th, 2020 Fatal: □ Response Location: Leacock Road (Roll # 0801-824-044-02001) Call-Out Requested By: 911 Time of Response: 15:08 Leave Station Return to Station Pumper #3 15:08 Pumper #3 19:01 Rescue #3 15:08 Rescue #3 19:01 Tanker #3 15:08 Tanker #3 19:01 Tanker #2 15:17 Tanker #2 18:47 Pumper #2 15:44 Pumper #2 18:47 Truck #1 15:12 Truck #1 21:51 Truck #4 15:11 Truck #4 21:42 Truck #3 15:08 Truck #3 19:01 Rescue #5 15:49 Rescue #5 18:56 Truck #2 16:58 Truck #2 19:10
Fire Dept. Total Time Apparatus Cost for 1st hour or Cost for each Total Cost Apparatus/Equip used assigned to emergency part thereof additional half hour or including manpower part thereof Pumper 3 4 Hour $485.00 0 $1940.00 Rescue 3 4 Hour $485.00 0 $1940.00 Tanker 3 4 Hour $485.00 0 $1940.00 Tanker 2 3.5 Hour $485.00 242.50 $1697.50 Pumper 2 3 Hour $485.00 0 $1494.00 Truck 1 6.5 Hour $485.00 0 $3152.50 Truck 4 6.5 Hour $485.00 0 $3152.50 Truck 3 4 Hour $485.00 0 $1940.00 Rescue 5 3 Hour $485.00 0 $1455.00 Truck 2 2 Hour $485.00 0 $970.00 Misc. Tackaberry Con Invoice attached $350.30
Net Bill $ 20,031.80
Bethel Pentecostal Church 301 County Road 29, PO Box 396 Smiths Falls , ON K7A 4T4
Contraventions noted: Unauthorized Open Burning
You have the option to appeal this invoice by contacting the Municipal Council via: c/o Yvonne Robert, Administrator, Phone: 613-345-7480 6544 New Dublin Road R.R.# 2 Addison, ON K0E 1A0
Andrew Howard re: Fire Services Fee Page 31 of 117 c:\users\yvonne.etownkitley\appdata\local\microsoft\windows\inetcache\content.outlook\7fc9baht\20-29 open burning-leacock rd- bethel church.docx Perth and Smiths Falls District Community Hospital
Perth and Smiths Falls District Hospital Core Capital Program
Presenter: Dr. Barry Guppy AGENDA ITEM #5.2. President & CEO Perth and Smiths Falls District Hospital Presented to: Township of Elizabethtown-Kitley
Page 32 of 117 Date: December 14, 2020 Perth and Smiths Falls District Community Hospital
Thank you!
• Perth and Smiths Falls District Hospital would like to thank the Township of Elizabethtown- Kitley for the opportunity of this delegation
AGENDA ITEM #5.2. Page 33 of 117
- 2 - Perth and Smiths Falls District Community Hospital Agenda
• Brief Hospital Operations Update • Capital Equipment Funding Overview • Core Capital Program • Why your support is needed AGENDA ITEM #5.2. • Our Request • Questions Page 34 of 117
- 3 - Perth and Smiths Falls District Community Hospital About PSFDH
Our Mission: • Exemplary accredited 85 bed medium-sized community Providing high quality patient- and hospital family-centred care built on • Catchment of 66,000+ across collaboration and partnerships Lanark, Leeds and Grenville and Frontenac counties Our Vision: • 2019/20 hospital operating Exceptional care and patient budget – $54.6 million experience • Single integrated hospital Every Patient – Every Time corporation • Comprehensive range of in- AGENDA ITEM #5.2. Our Philosophy: patient, out-patient and diagnostic services Patient & Family Centred Care • Sponsor of three community organizations/programs Page 35 of 117
- 4 - Perth and Smiths Falls District Community Hospital PSFDH 2019/20 Fast Facts
Clinical Services Our People • Admissions 3,643 • 717 staff (including 113
• Births 286 sponsored agency staff • Emergency visits 44,295 members) • In-patient days 29,636 • 62 new employees • Out-patient visits 124,299 • 253 Medical Staff • Operating room 4,784 ▫ 40 active physicians • Dialysis visits 5,104 ▫ 213 other affiliated physicians • Laboratory tests 222,598 • Over 225 volunteers AGENDA ITEM #5.2. • Pharmacy prescriptions 51,188 • Active involvement in training of physician, nursing and other • Outpatient Physiotherapy 6,051 trainees
Page 36 of 117
- 5 - Perth and Smiths Falls District Community Hospital
PSFDH Update - Activity in the last year
• Accreditation • Endoscopy recognition award • Physician recruitment in 2020 ▫ 4 family physicians ▫ 2 Internal Medicine specialists ▫ 1 Anesthesiologist ▫ 2 Emergency Department physicians ▫ 5 locum physicians
• Ongoing recruitment for 5 additional family AGENDA ITEM #5.2. physicians https://psfdh.on.ca/uploa • Additional cataract surgeries approved by the ds/PSFDH%20Annual%2 province; initiated recruitment for a full time local 0Report%202020_Final.p df
Page 37 of 117 ophthalmologist
- 6 - Perth and Smiths Falls District Community Hospital COVID-19 Impacts
• COVID Assessment Centre (CAC) – initiated March 24 ▫ Almost 10,000 visits since initiation of the CAC ▫ Staffed by community physicians and nurse practitioners • Financial • Scheduled surgery and procedures backlog ▫ Ontario hospitals have backlogs in elective surgeries, procedures, and diagnostic tests due to COVID-19 ▫ All emergency, urgent and non-elective surgeries,
procedures and tests continued through COVID-19 AGENDA ITEM #5.2. ▫ Operating rooms are back to 100% capacity with additional cases added ▫ Extended hours/weekends added to clear diagnostic backlog Page 38 of 117
- 7 - Perth and Smiths Falls District Community Hospital Partnerships – Lanark, Leeds and Grenville Ontario Health Team (LLG OHT)
• The LLG OHT is now one of 42 approved Ontario Health Teams AGENDA ITEM #5.2. • LLG OHT has 39 organizations and growing • Move forward with Year 1 priorities – primary care and mental health
Page 39 of 117 and addictions
- 8 - Perth and Smiths Falls District Community Hospital Why are we here?
• The Ministry does not provide funding for annual capital medical equipment and technology • The community is expected to support the purchase of hospital equipment • The two Foundations and Auxiliaries support the hospital • Hospital provides support for capital equipment from
operations AGENDA ITEM #5.2. • Capital equipment requirements have exceeded the ability of Foundations and Auxiliaries alone to raise needed funds Page 40 of 117
- 9 - Perth and Smiths Falls District Community Hospital
Capital Equipment and Technology Needs
10 Year Capital Overview 2020/21 Capital Overview • $31 million needed over 10 • Initially $2.4 million in requests years • New prioritization process implemented this year – PSFDH • $1.2 million from Physician Leaders prioritize Foundations/Auxiliaries and medical equipment $300,oo0 from Hospital • Major Capital Needs for 2020/21 Operations • Medical Equipment $736,000 • Diagnostic & Therapy $243,000 • Additional $1.6 million needed • Support Services $428,000 per year • Total Major Capital Equipment AGENDA ITEM #5.2. • Key capital investments $1.4 million ▫ Hospital Information System (HIS) ▫ Future MRI scanner* ▫ Annual medical equipment Page 41 of 117
*Ministry of Health approval required - 10 - Perth and Smiths Falls District Community Hospital Core Capital Program • Initiated 2 years ago to address capital funding gap • To date, five municipalities have partnered with PSFDH ▫ Lanark County ▫ Town of Perth ▫ Town of Smiths Falls ▫ Tay Valley Township ▫ Township of Rideau Lakes • Recent request to United Counties of Leeds and Grenville AGENDA ITEM #5.2. • Capital Alliance initiative with PSFDH and Foundations Page 42 of 117
- 11 - Perth and Smiths Falls District Community Hospital Hospital Information System (HIS) • A principal use of funds from the Core Capital Program • One of the largest single capital expenditures in a generation • Aligned with the Ministry digital health strategy and transformation agenda • Replaces the current system installed in the 1990s ▫ Enables rapid access and secure sharing of
patient health information to support AGENDA ITEM #5.2. enhanced continuity of care ▫ Coordinate and standardize care and improve patient satisfaction and outcomes
Page 43 of 117 ▫ Essential tool for quality of care and patient safety
- 12 - Perth and Smiths Falls District Community Hospital Why it matters to our patients… AGENDA ITEM #5.2. Page 44 of 117
- 13 - Perth and Smiths Falls District Community Hospital
Why is funding capital equipment so important?
• Our community deserves the best care possible • Modern and updated equipment is essential for:
▫ The best patient and family experience
▫ Highest quality patient care
▫ Recruitment and retention of the best physicians and
other health professionals AGENDA ITEM #5.2. • A robust and vibrant hospital is linked to a strong local economy Page 45 of 117
- 14 - Perth and Smiths Falls District Community Hospital
Our Request of the Township of Elizabethtown-Kitley
The Perth and Smiths Falls District Hospital requests that the Township of Elizabethtown- Kitley consider supporting the Core Capital Program with a contribution of $65,000 in 2021. AGENDA ITEM #5.2. Page 46 of 117
- 15 - Perth and Smiths Falls District Community Hospital
Questions? AGENDA ITEM #5.2. PSFDH funding is provided by the South East Local Health Integration Network, Ontario Health, the Ministry of Health, Cancer Care Ontario and by the communities and people we serve. The opinions expressed in this document are those of the Hospital and do not necessarily represent the views of the funders noted. Page 47 of 117
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49 _<_m >:mo:maESm _u_mmmmm_mo22¢ mnmosmqmEve: 5:: 306 mumo?o_3.o::m:o: o?Em um3.:m_mmcma. AGENDA ITEM #6.1. Page 48 of 117 D wo+m__=m03mm”hmk 00:3? mm.M?.aO_mo_o\OZ xom_ ._.:.m .8 ._.:_m 8 dim 8 ?ll! A §E.ooo.oo éE >2. §§oo.oo §E I! $2_&o.oo $.3m_mmo.oo mm.o$.oo ?S.ooo.oo mm_moo_mmo.oomm_omm.mm 3 I §mm....8.oc 3.mmw_wma.oo .3 §8_8o.oo mNomw_mmo.oo B8 w:=a=:m_umn3=m 3 2.033 N3 _u< ejnlonnseuul SU5|S ],|X9 pu2 sueq 1, AGENDA ITEM #6.1. AGENDA pJo1xQ ' ' 1711-03 9/xv 5031 ' ' eo21deJ 1I1su1 Medea/Je11V .10/U1S!U!W0!J9lUO PEISIHW 8890L 5U!||9N\P/UEPUOOSS WADE]‘PJBA/\ ‘ELL-OZ /(euwgqo 212133 spJ2/v\p3 9 eug-1 Ae|1g)1 L99 =9e/\o1spoo/vx — suog12AoueJ sag Jgedea/Je11V ZLL'0Z L sewer q1euue)1 JogJe1u11o uog1e1duJoo asgueq uosn6Je;1 pg 311023 17 >1oo1se/\g1 ou ~ ?ugpunq2621013 0 LVOZ L Lu2I1|I/V\ ‘uosnf3Je:1 o112dp9J8/\OO Aou2N‘/?eunw pa s6u1Jds>1ooa VVLLL Sea MSN 6OL_0Z L L111/v\Bums/v\p/Uepuooes >1J2w‘/Eeunw SUOHBAOUSJ 62 pa Munoz) 9001 JI2de. EllJ9 1l\7’ JIB. 1SIJV ‘ue IIV L80 — OZ L Joulw pug ?ugqumld 9J9LU)|OOJ8 982 95BJB5 p9L]O€19p J9pUBX8|V ‘sepguueor L S}!LUJ9d O OZ‘/\°N Report B-11-20: November 2020 Building Activity November 2020 Building Report B-11-20: AGENDA ITEM #7.1. TOWNSHIP OF ELIZABETHTOWN-KITLEY REPORT TO COUNCIL Committee: Bellamy Park Management Board Date: November 30, 2020 A. Recommendations Requiring Council Approval None noted B. Issues Referred to Staff for Guidance None noted C. Matters of Interest for Council None noted D. Committee Minutes D - 1 The November 30, 2020 draft minutes are enclosed for your review. D - 2 The next meeting of the Bellamy Park Management Board will be at the call of the Chair. Bellamy Park Management Board meeting minutes of November 30, 2020 Page 51 of 117 AGENDA ITEM #7.1. M I N U T E S The Corporation of the Township of Elizabethtown-Kitley Bellamy Park Management Board Meeting - November 30, 2020 - Members Present: Chair/Councillor Eleanor Renaud, Mary-Anne Gibson, Jennifer Currie and Councillors Christina Eady and Tom Linton Regrets: Staff Present: Park Manager Jim Hicks and Administrator-Clerk Yvonne Robert This meeting was held virtually. Call to Order: Chair Renaud called the virtual meeting to order at 4:00 pm. Adoption of Agenda: RES. NO. 001-20 Moved by T. Linton Seconded by MA. Gibson THAT the Bellamy Park Management Board agenda dated November 30, 2020 be adopted. DISPOSITION: Motion Carried Disclosure of Interest: There were no declarations of pecuniary interest announced. Adoption of Minutes: Bellamy Park Management Board meeting minutes of September 17, 2020 RES. NO. 002-20 Moved by T. Linton Seconded by C. Eady THAT the September 17, 2020 Bellamy Park Management Board meeting minutes be adopted. DISPOSITION: Motion Carried Financial Matters: Bellamy Park Statement of Revenues and Expenditures It was noted that invoices were still outstanding which will improve the financial revenues. RES. NO. 003-20 Moved by MA Gibson Seconded by C. Eady THAT the Bellamy Park accounts dated November 25, 2020 be received. DISPOSITION: Motion Carried Bellamy Park Management Board meeting minutes of November 30, 2020 Page 52 of 117 AGENDA ITEM #7.1. Bellamy Park Management Board Corporation of the Meeting Minutes Township of Elizabethtown-Kitley November 30, 2020 Staff Reports: Park Manager Verbal Report The Park Manager advised that two large trees had been taken down by a local contractor and HydroOne had removed other trees that were a danger to the lines. The wood has been placed in storage except for the final tree as the grounds were soft and damp, therefore not suitable for equipment. He further noted that the waterlines were winterized, lot marking was completed and the winter pump outs were done. Report No. A-20-68: Bellamy Park Lease Progress The Board was advised that the Township received three calls on the Park and one site visit. Informational Items: J. Currie noted that there was some damage to the facia soffits on the pavilion that will need repair. She also noted that there appeared to be some damage caused by squirrels on the flashing. J. Currie also requested an update on the holding tank replacement. The Park Manager noted that when the original tank was put in, there was an engineer who could navigate the septic system process and, potentially, the Township could follow through with that person. Public Question Period: Staff noted that there was one concern raised regarding the pumping out of the tanks on the trailers. The Park Manager noted that all tanks have been emptied. Adjournment: RES. NO. 004-20 Moved by T. Linton Seconded by That the meeting adjourn at 4:19 p.m. DISPOSITION: Motion Carried Chair Bellamy Park Management Board meeting minutes of November 30, 2020 Page 53 of 117 AGENDA ITEM #7.2. TOWNSHIP OF ELIZABETHTOWN-KITLEY REPORT TO COUNCIL Committee: Community Emergency Management Committee Date: November 30, 2020 A. Recommendations Requiring Council Approval None noted B. Issues Referred to Staff for Guidance None noted C. Matters of Interest for Council C - 1 The Township has submitted its 2020 Municipal Compliance Report. D. Committee Minutes D - 1 The November 30, 2020 draft minutes are enclosed for your review. D - 2 The next meeting of the Community Emergency Management Committee will be at the call of the Chair. 1 Community Emergency Management Committee minutes dated November 30, 2020 Page 54 of 117 AGENDA ITEM #7.2. Township of Elizabethtown-Kitley Community Emergency Management Committee Monday November 30, 2020 9:15 am Virtually Present: Mayor Brant Burrow Director of Public Works Charles McDonald Fire Chief Jim Donovan CEMC Alison Merkley Emergency Information Officer Barbara Kalivas Administrator-Clerk Yvonne L. Robert 1. Opening of Meeting The Administrator-Clerk called the meeting to order at 9:18 am, thanking everyone for attending. It was noted that this meeting was the final requirement for the CEMC to submit the Township’s yearly compliance report for Emergency Management Ontario. 2. Meeting Minutes The minutes of the September 30, 2019 Community Emergency Management Committee were reviewed. Moved by A. Merkley Seconded by C. McDonald THAT the September 30, 2019 Community Emergency Management Committee meeting minutes be adopted. CARRIED 3. Review of Agenda The Committee reviewed the agenda and no amendments were provided. 4. Review of 2020 Actions a) Understanding of the Emergency Plan The CEMC noted that as part of the review, the Township must confirm that the Emergency Plan was reviewed with the members. Members were reminded that this was one of the first items addressed when the COVID-19 Pandemic started and the Emergency Control Group was convened. All members verbally confirmed this. Members were advised that a document will be sent to them to execute so that there is a record of conformance. b) Understanding of Individual Roles Again, the CEMC noted that this was reviewed at the first meeting of the Emergency Control Group in the spring. It was agreed that a copy of each individuals role will be emailed along with the required sign off sheet. 2 Community Emergency Management Committee minutes dated November 30, 2020 Page 55 of 117 AGENDA ITEM #7.2. c) Public Education It was noted that the Township participated in the United Counties of Leeds and Grenville group messaging in the spring. During the year, emergency information, primarily concerning the pandemic, was disseminated via social media and through the Spotlight on Elizabethtown-Kitley. The Fire Department noted that it also assists with emergency public education but, due to the circumstances, public events were non-existent, therefore, the department was not able to do as much as they had in the past aside from online safety tips and reminders. It was suggested and agreed that there should be another push to promote the 72-hour kit preparation. It is to be included on the January, 2021 Spotlight on Elizabethtown-Kitley. 5. HIRA Review The Committee reviewed the Township’s HIRA. There was some confusion as to the numbering of system of the sheet circulated. Clarification is to be provided. Discussion continued regarding the priority for epidemics and pandemics. Though it had a HIRA evaluation of 23, the documents within the Emergency Plan ranked it as number 5 which is reflective of the current situation. No other changes were suggested for the HIRA. 6. Critical Infrastructure Review The OPP and the correctional facilities were discussed by the Committee. It was agreed that the OPP facility located on County Road 29 will be added to the top priorities which changes to Top seven priorities. The correctional facility will be added to the “Other Critical infrastructure”. It was noted that this appeared to be in keeping with the definition of critical infrastructure set out by Emergency Management Ontario. Clarification was also sought regarding the City’s water intake and waste water treatment plant. It was noted that the waste water treatment plant had been on the Township’s list of critical infrastructure in the past but with the annexation of the property to the City, it would be up to them to address the facility. 7. Other Business There was no further business raised. 8. Adjournment Moved by B. Kalivas THAT the Community Emergency Management Committee adjourn at 9:55 am. Carried. 3 Community Emergency Management Committee minutes dated November 30, 2020 Page 56 of 117 AGENDA ITEM #7.3. TOWNSHIP OF ELIZABETHTOWN-KITLEY REPORT TO COUNCIL Committee: Five Mile Lighthouse Ad Hoc Committee Date: November 24, 2020 A. Recommendations Requiring Council Approval A - 1 That a Five Mile Lighthouse reserve be established. A - 2 That the Committee recommends to Council that the Ad Hoc Committee remain in existence for the remaining duration of the Council term. A - 3 That any future raised funds be allocated into a lighthouse reserve and tax receipts issued for future eligible donations. B. Issues Referred to Staff for Guidance None noted C. Matters of Interest for Council None noted D. Committee Minutes D - 1 The November 24, 2020 draft minutes are enclosed for your review. D - 2 The next meeting of the Five Mile Lighthouse Ad Hoc Committee will be at the call of the Chair. Five Mile Lighthouse Ad Hoc Committee meeting minutes of November 24, 20... Page 57 of 117 AGENDA ITEM #7.3. M I N U T E S The Corporation of the Township of Elizabethtown-Kitley Five Mile Lighthouse Ad Hoc Committee Meeting - November 24, 2020 - Members Present: Bob Runciman, Brian Burns, Darlene Burns, Roger Haley, Mike Milne, Ron deVries and Council Representative Rob Smith Regrets: Staff Present: Director of Finance Diane Gordon and Deputy Clerk Alison Merkley This meeting was held via teleconference. Call to Order: As part of the public participation, if you have any questions regarding items on the agenda, please submit them by email at [email protected]. Questions received prior to the meeting will be addressed during the Public Question Period where staff will respond to the individual with the answer after the adjournment of the meeting. Adoption of Agenda: RES. NO. 001-20 Moved by M. Milne Seconded by B. Burns That the agenda dated November 24, 2020 be adopted. DISPOSITION: Motion Carried Disclosure of Interest: There were no disclosures of pecuniary interest. Adoption of Minutes: Five Mile Light Ad Hoc Committee meeting minutes dated October 25, 2019 RES. NO. 002-20 Moved by M. Milne Seconded by R. Haley That the Five Mile Light Ad Hoc Committee meeting minutes dated October 25, 2019 be adopted. DISPOSITION: Motion Carried Accounts/Financial Matters: Project Financials - Verbal Update Director of Finance Diane Gordon congratulated the Committee on their success before stating that $218,363.08 of donations were raised. D. Gordon gave a brief overview of the expenses incurred over the duration of the project resulting in a remaining $11,299.70 for future maintenance. Five Mile Lighthouse Ad Hoc Committee meeting minutes of November 24, 20... Page 58 of 117 AGENDA ITEM #7.3. Five Mile Lighthouse Ad Hoc Committee Corporation of the Meeting Minutes Township of Elizabethtown-Kitley November 24, 2020 When asked by R. deVries on whether the HST were reflected in the expense, D. Gordon stated that the expenses excluded taxes. R. deVries stated the Kehoe Marine expense reflects a $5,000 decrease in the accepted bid amount. Due to the financial component, insurance was discussed where D. Gordon confirmed that insurance was not listed as an expense as the individual contractors had their own liability coverage. It was noted the prospective insurance may be based on the cost of the construction project and not the value of the lighthouse itself as expenses were higher in part due to having to transport items by barge. It was stated that the funds raised were for the purpose of the rebuild and future maintenance, and not its insurance and suggestions on a recommendation to Council on how the remaining funds are to be used was discussed. It was acknowledged that maintenance should not be required on the lighthouse for some time. The members expressed interest in further fundraising to increase the funds available for future maintenance which is in line with the Ad Hoc Committee's mandate, and whether a lighthouse reserve could be established to ensure the remaining and any potential future funds raised are used exclusively for the Five Mile Light. D. Gordon stated it is a reasonable request but the establishment of a reserve would be the decision of Council. RES. NO. 003-20 Moved by R. Smith Seconded by R. Haley That the remaining funds be used for maintenance and potential future projects for the Five Mile Lighthouse; And that a reserve be established for that purpose. DISPOSITION: Motion Carried Insurance This item was discussed under the Project Financials agenda item. Other Business: Continuation of Ad Hoc Committee Discussion This item was addressed briefly under the Project Financials as it related to discussions stemming from the financial update. Discussion on a recommendation to Council for the continuation of the Ad Hoc Committee took place. The purpose of the extension would be to allow the Committee to continue to seek additional funds for the future maintenance of the lighthouse as the remaining funds are lower than originally hoped for as a result of higher construction costs. Suggested periods included extended until the end of 2021 or until the end of the current Council term. Five Mile Lighthouse Ad Hoc Committee meeting minutes of November 24, 20... Page 59 of 117 AGENDA ITEM #7.3. Five Mile Lighthouse Ad Hoc Committee Corporation of the Meeting Minutes Township of Elizabethtown-Kitley November 24, 2020 RES. NO. 004-20 Moved by R. Smith Seconded by B. Burns That the Committee recommends to Council that the Ad Hoc Committee remain in existence for the remaining duration of the Council term. DISPOSITION: Motion Carried RES. NO. 005-20 Moved by D. Burns Seconded by B. Burns That any future raised funds be allocated into a lighthouse reserve and tax receipts issued for future eligible donations. DISPOSITION: Motion Carried Application for the Governor General's History Award for Excellence in Community Programming D. Burns stated that she will begin preparing a nomination for the award and that the results will not be known until the following year. She noted the Committee was nominated in the past in recognition of their efforts. Informational Items: Ontario Heritage Trust It was mentioned how the Ontario Heritage Trust made a previous commitment to install a historical plaque on Cole Shoal once the rebuild was complete. B. Runciman and D. Burns stated they would reach out to the Trust about this item. Key Turnover Ceremony Chair Runciman expressed his thanks and appreciation to the Committee members, both the current and previous Council for their support, as well as the assistance of Township staff. He also extended his thanks to the Hudson Point residents for hosting the September 8th key turnover ceremony event. Public Question Period: There were no questions from the public. Adjournment: RES. NO. 006-20 Moved by B. Burns That the Five Mile Ad Hoc Committee adjourn at 4:05 p.m. to meet again at the call of the Chair. DISPOSITION: Motion Carried Five Mile Lighthouse Ad Hoc Committee meeting minutes of November 24, 20... Page 60 of 117 AGENDA ITEM #7.4. TOWNSHIP OF ELIZABETHTOWN-KITLEY REPORT TO COUNCIL Committee: Heritage Elizabethtown-Kitley Date: October 22, 2020 A. Recommendations Requiring Council Approval None noted B. Issues Referred to Staff for Guidance None noted C. Matters of Interest for Council None noted D. Committee Minutes D - 1 The October 22, 2020 draft minutes are enclosed for your review. D - 2 The next meeting of the Heritage Elizabethtown-Kitley is scheduled for November 26, 2020. Heritage Elizabethtown-Kitley Minutes dated October 22, 2020 Page 61 of 117 AGENDA ITEM #7.4. Minutes Heritage Elizabethtown-Kitley Thursday October 22nd, 2020 Members Present: Jim McMullen, Mary Anne Gibson, Rob Smith, Tracy Gayda Regrets: nil Call to Order: The meeting was called to order by Chair Gayda at 6PM. Adoption of Agenda: Moved: Jim McMullen Seconded: Rob Smith DISPOSITION: Motion Carried Disclosure of Interest: There were no disclosures of pecuniary interest declared. Adoption of Minutes: Heritage Elizabethtown-Kitley Committee meeting minutes of Sept.3rd, 2020 Moved: Rob Smith Seconded: Jim McMullen DISPOSITION: Motion Carried Correspondence: None Business Arising from the Minutes Heritage Signs & John Mack Project i. Progress of 2019 Signs: Rob Smith will continue to follow up ii. Review of 2020 Suppliers: The manufacturer (Acme Signs) has been contacted and the plans for the 2020 signs will proceed. iii. Narrative Progress 1. Miller Farm 2. Armstrong Farm 3. Fulford Pioneer Cemetery: narrative completed 4. Moore House 5.Thomas Singleton Tinsmith Shop: narrative completed 6. Former Wesleyan Methodist Church in Greenbush: narrative completed 7. Ferguson House: added Research for cemeteries will proceed once material is obtained from the Heritage office at the township building. Heritage Elizabethtown-Kitley Minutes dated October 22, 2020 Page 62 of 117 AGENDA ITEM #7.4. 1. Toledo on the Hill: 1840 2. Lehigh: 1828 3. Booth/Seeley 4. Gosford 1845 5. Forbes added. A directional sign to the point out the plaque for "The Underhill Incident" on Hallecks Rd. S. is being considered. iv. Cemetery Maintenance Deferred to 2021 pending COVID situation. v. Five Mile Light i. Recap of Presentation: Presentation went very well. Media coverage was extensive with several newspaper articles to be archived. Tracy will be submitting an article for inclusion in the CHO Newsletter. ii. Township Request: The Township has requested that the committee submit a recommendation to Ontario Heritage Trust that the Five Mile Light Project be considered for the "Lieutenant Governor's Ontario Heritage Award for Excellence in Conservation". After reviewing the criteria, it was decided that the project did fall under the criteria of "cultural landscaping" and "replacing in kind using the same configuration and design detail". A Heritage Value letter will be submitted. NEW BUSINESS Barn Preservation Group: The committee was forwarded correspondence from the Planning Department from the “Ontario Barn Preservation” group. Their goal is to have municipalities consider a change in their by-laws to advance the cause of preserving barns of heritage significance. The Committee will discuss this further at their next meeting. Adjournment: Moved by M.A. Gibson That the meeting be adjourned at 6;30 PM and the next meeting will be held on Nov. 26th, 2020 @ 4:00 PM. Venue to be determined. DISPOSITION: Motion Carried ______Chair Heritage Elizabethtown-Kitley Minutes dated October 22, 2020 Page 63 of 117 3_22m2:u OWmEN>mmw23_\_\2-§§.m< mmvomwW0 OOQZOHH no33_?mm“ _u_mS:_: >n_<2mo_. no33..Rmm _.>n Umnm” 2o Zmnnmnm9. Hsnmnmmn3.. no::n=“ AGENDA ITEM #7.5. v>n n_m_um_._.mnmm - zo _<_m3Um..m _u_.mmm:n Imwoa wéms. _wm_&m_m_uo:m:Zmwx< 4:5 Emmzso900930: Emm Ema m?Em 292 0:23 0950: O:m3Um«m_ mmi Zm<< U:U_E mama. 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U. >::mv_m mqsmmaEm; Em<:m ._.:mOo33Emm EmocmmmaEm mm ._.:mOo33Emm ncmmzosmasEmEm« Em m_oc=om3m< _<_o -m:oc_a :c3m: «m3mEm Umm:oo:Zm«ma 925 m: _<_o:o: om:_2_ U_wcom=_o:” Planning Advisory Committee meeting minutes of November 17, 2020 mamso?mg Em» Em m?msam? mosaic: _~m_oo.._..zo. _u-~So.§ ma: mm Zo osm < ._.:m03m: «m<_m< _so _um©mm2 m _u_m::Em>q<_mo2 Oo33§mm _<_mmE6 Oo?oamgos 2 Em _<_EEmm ._.o<<:w:82. m__Nm_omE8<<:-_A:_m< 295332 8. BB ._.:m.Hwm _~m_oo:zo. _u-~Sc.~m mammm Zo ozm Emm Emmmi8 mummxoz Em m6c__om.H_o:.Em mvv_.om: _ummmm2 m _u_m::E@>Q<_moQOo33_:mm _<_mm..E© Oozooamoso.nEm _<_ESmm ._.o<,3m:6 o_nm=Nmcm.E.8<<:-_A:_m< Zo Em Oo33Emm EmocmmmaEm mm ._.:mOo33§mm so?mq Em” E_.mm oczosm:3 cmm:33,38 .8 Em ossma E Em mam os3m_,m mmuo:U5 Em :3 :9 U_6 _u.m_oom_:o:”2.2.0: 933 Page 71 of 117 mmuo:zo. P~So-~m ma: wm :5 m_ou__om::o<<:m«m=NmcmE?:m::m Emm Qmmmi.8 mummxo: Em mE.=om:o:msa _u-momo-mm EmaUmm:u8<_ama 5:: m83 o? mammmuo: E ma ._.:mOsm: «m<_m< ._.:mOo33_:mm a_mo:mmmaEm mm _<_o U_m_oom=_o:”2.020: Omima AGENDA ITEM #7.5. 5.3. U_<_m_o: _umo.m.o:m_ mm?mo. zm< _umnmm9. m _u_m::_:© >Q<_mo2Oo33Emm _<_mm::m Oo6o$:o: oijm _<_3Smm ao<<:m:__oo.“m=Nmvm::o<<:-X:_m< Zo _<_o 9:3 mc?smmmu zmx» 2.32.5 Um$_ .3 cm$53.38. _u=a=o Dcmmzos _u2_o9 Zosm. >&o:33m:n >&o:_.:3m:n _<_o 03m... AGENDA ITEM #7.5. m.Xm= Ummmmo.“m AGENDA ITEM #7.6. TOWNSHIP OF ELIZABETHTOWN-KITLEY REPORT TO COUNCIL Committee: Public Library Board Date: November 18, 2020 A. Recommendations Requiring Council Approval None noted B. Issues Referred to Staff for Guidance None noted C. Matters of Interest for Council None noted D. Committee Minutes D - 1 The November 18, 2020 draft minutes are enclosed for your review. D - 2 The next meeting of the Public Library Board is scheduled for December 16, 2020. Public Library Board Minutes dated November 18, 2020 Page 74 of 117 AGENDA ITEM #7.6. Elizabethtown-Kitley Township Public Library Board Wednesday November 18, 2020 Attendance: Ed Bell, Kristi Donovan, Terry James, Ruth Blanchard, Charlotte Hoy By Zoom: Councilor Christina Eady, Allan Halfper, Mandy Fletcher and Jack Blunt Guest: Treasurer Diane Gordon Call to Order: Chairperson Ed Bell called the meeting to order at 7:00pm. Chair Ed Bell welcomed Terry and Mandy to the Library Board. An orientation package will be forwarded to show the overall workings of the Library and Board. Ed asked if they could forward email and telephone numbers to Ruth. Adoption of the Agenda: The item Finance/Wage was added to the start of the Agenda. Moved by Kristi Donovan and Seconded by Ed Bell Carried Conflict of Interest: There was a conflict of interest for the Library staff regarding discussions about wages under the Library Budget. Budget: Ed Bell asked Treasurer Diane Gordon to present to the Board the information on wage and budget. Charlotte Hoy, Heidi Adcock and Ruth Blanchard were asked to leave the room. The Board went in camera for discussion. The Board came out of camera. The following motions were made: Motion by Ed Bell, second by Allan Halfper- That we increase employee pay to the levels of the township grid and that we pay the employees retroactively to put them at 2020 levels. Carried. Public Library Board Minutes dated November 18, 2020 Page 75 of 117 AGENDA ITEM #7.6. 2 Motion by Kristi Donavon second by Allan Halfper That we write a policy about library employees receiving cost of living increases yearly like the rest of the township employees get. Carried. The employees returned to the meeting room. Kristi Donovan informed Charlotte Hoy that she had written the motions for additions to the minutes. The rest of the 2021 library budget was reviewed and Diane Gordon looking into the cost of two computers. Ed Bell thanked Diane for coming to the meeting and explaining things before her departure. The Adoption of the October Minutes Moved by Kristi Donovan and Seconded by Allan Halfper Carried. Business Arising from the Minutes: The crack in the cement ramp at the main branch has finally been repaired! Flood is all cleaned up but the walls have not been repaired. The septic lines have been fixed in Kitley Branch. Ruth reported that the Grass Cutting and Snow Removal bills have been received and paid. Correspondence: Ruth said she will be submitting the Connectivity Grant application tomorrow. The Government of Ontario Library Operating Grant money has been deposited into the bank account. Ruth will give a cheque to the Township for this money. Ruth said we received $15.68 from Battlecreek Energy. Financial: This item was addressed earlier in the meeting. CEO Report: Ruth said that she will book shopping next week. Provincial Licensing request has been submitted for Ancestry and Overdrive for 2021. Brodart supplies have been received. Public Library Board Minutes dated November 18, 2020 Page 76 of 117 AGENDA ITEM #7.6. 3 New Business: Ruth reported that the Exit light bulbs have to be ordered and that the township will replace when in. Charlotte reported that there was issues with the heat in Kitley. It is being looked into. Round Table: Councilor Eady welcomed the two new Board members. Adjournment: Kristi Donovan Next Meeting: December 16, 2020 7:00 pm at the Library or by Zoom. Public Library Board Minutes dated November 18, 2020 Page 77 of 117 AGENDA ITEM #7.7. TOWNSHIP OF ELIZABETHTOWN-KITLEY REPORT TO COUNCIL Committee: Public Works/Waste Management Committee of the Whole Date: December 7, 2020 A. Recommendations Requiring Council Approval None noted B. Issues Referred to Staff for Guidance None noted C. Matters of Interest for Council None noted D. Committee Minutes D - 1 The December 7, 2020 draft minutes are enclosed for your review. D - 2 The next meeting of the Public Works/Waste Management Committee of the Whole will be at the call of the Chair. Public Works/Waste Management Committee of the Whole meeting minutes of ... Page 78 of 117 AGENDA ITEM #7.7. M I N U T E S The Corporation of the Township of Elizabethtown-Kitley Public Works/Waste Management Committee of the Whole Meeting - December 7, 2020 - Members Present: Chair/Councillor Robert Smith, Mayor Brant Burrow and Councillors Earl Brayton, Christina Eady, Tom Linton, Susan Prettejohn and Eleanor Leacock Renaud Regrets: Staff Present: Director of Pubic Works Charles McDonald and Administrator- Clerk Yvonne Robert This meeting of Council was held virtually. Call to Order: Chair Smith called the virtual Public Works/Waste Management Committee of the Whole meeting to order at 6:00 pm. Adoption of Agenda: RES. NO. 001-20 Moved by E. Renaud Seconded by S. Prettejohn THAT the Public Works/Waste Management Committee of the Whole agenda dated December 7, 2020 be adopted. DISPOSITION: Motion Carried Disclosure of Interest: There were no declarations of pecuniary interest declared. WASTE MANAGEMENT COMMITTEE OF THE WHOLE Adoption of Minutes: Public Works/Waste Management Committee of the Whole meeting minutes of November 2, 2020 RES. NO. 002-20 Moved by E. Brayton Seconded by B. Burrow THAT the November 2, 2020 Public Works/Waste Management Committee of the Whole meeting minutes be adopted. DISPOSITION: Motion Carried Financial to Date: Waste Management Financial Statement dated December 1, 2020 RES. NO. 003-20 Moved by T. Linton Seconded by C. Eady THAT the Waste Management Financial Statement dated December 1, 2020 be received. DISPOSITION: Motion Carried Public Works/Waste Management Committee of the Whole meeting minutes of ... Page 79 of 117 AGENDA ITEM #7.7. Public Works/Waste Management Corporation of the Committee of the Whole Meeting Minutes Township of Elizabethtown-Kitley December 7, 2020 Informational Items: 2020 Waste Site and Pickup Holiday Delivery Information It was noted staff have been distributing the waste site and pickup information at the waste site. Councillor Brayton requested information regarding the new compactor. He was informed that it was working well though there had been some issues that were addressed by the supplier. 2021 Waste Collection/Information Calendar RES. NO. 004-20 Moved by E. Renaud Seconded by C. Eady THAT the information items be received. DISPOSITION: Motion Carried Public Question Period: There were no questions submitted via email prior to the meeting. PUBLIC WORKS COMMITTEE OF THE WHOLE Staff Reports: Report No. PW-20-30: Speed Limit Signage Chair Smith suggested that the increase in the signage budget should be supported in 2021 to meet the requirements of the Highway Traffic Act and its regulations. The Director of Public Works noted that residents have informed the Township that the OPP stated to them that they will not issue speeding tickets when a road is not signed in accordance with the Act. RES. NO. 005-20 Moved by T. Linton Seconded by E. Renaud THAT Report No. PW-20-30 be received. DISPOSITION: Motion Carried Report No. PW-20-31: November Project Summary The Director of Public Works noted that the Township has received a number of calls regarding the condition of gravel roads that had been graded before the recent snowfall. Unfortunately the snowfall melted which caused some damage to the gravel roads and then the road bed froze. Staff will be addressing the issue. The Director also mentioned that the speed/radar signs have been upgraded and he was seeking the Committee's input into locations. Old Red Road was first on the list due to previous comments. It was suggested that it be located on the roadways that were recently reduced. Kitley Line 2 was also suggested due to the recent upgrades. Further to the Riverview Lane project, C. McDonald noted that the final inspection did not get completed on the date noted in the report due to weather delays and will take place tomorrow morning. Public Works/Waste Management Committee of the Whole meeting minutes of ... Page 80 of 117 AGENDA ITEM #7.7. Public Works/Waste Management Corporation of the Committee of the Whole Meeting Minutes Township of Elizabethtown-Kitley December 7, 2020 RES. NO. 006-20 Moved by B. Burrow Seconded by C. Eady THAT Report No. PW-20-31 be received. DISPOSITION: Motion Carried Report No. PW-20-32: Bridges Work Plan Mayor Burrow requested clarification as to budgeting timelines. The Director noted that Finance has included the estimated cost into the Township's budget documents. He advised that engineering and design work would be completed in 2021 if the Committee/Council agrees. When asked if standards would change significantly between year one and ten, the Director noted that structural standards do not significantly change over time and if they did, the engineering and design specifications would be updated prior to the issuance of a tender. Councillor Brayton noted that Mud Creek and Fly Creek were not included and it was confirmed that, due to their recent construction, they were not included in the report. Councillor Prettejohn inquired if there is a cost to go out for a design. Staff noted that it is being suggested that the Township issue a request for proposal for an engineering body to prepare a design. The request would cost the Township staff time only. Staff was instructed to proceed with the request for proposal for the design and engineering work. RES. NO. 007-20 Moved by E. Brayton Seconded by S. Prettejohn THAT Report No. PW-20-32 be received. DISPOSITION: Motion Carried Report No. PW-20-33: Kitley South Elmsley Townline Road Rehabilitation Councillor Brayton voiced his support of the project. RES. NO. 008-20 Moved by T. Linton Seconded by E. Brayton THAT Report No. PW-20-33 be received. DISPOSITION: Motion Carried Financial to Date: Public Works Financial Statement dated December 1, 2020 RES. NO. 009-20 Moved by S. Prettejohn Seconded by E. Renaud THAT the Public Works Financial Statement dated December 1, 2020 be received. DISPOSITION: Motion Carried Public Works/Waste Management Committee of the Whole meeting minutes of ... Page 81 of 117 AGENDA ITEM #7.7. Public Works/Waste Management Corporation of the Committee of the Whole Meeting Minutes Township of Elizabethtown-Kitley December 7, 2020 Information Items: Councillor Brayton asked Councillor Renaud if she had received any feedback on Kinch Street. She noted that the people along the road were quite happy. Councillor Renaud noted that a lot a gravel goes onto people's property due to winter snow ploughing and wondered if there was any way to avoid this. She also noted that roadways need to be graded to the shoulder as the side of the roadway is higher than the actual roadway. Public Question Period: There were no questions from the public submitted prior to the meeting. Adjournment: RES. NO. 010-20 Moved by E. Brayton THAT the Public Works/Waste Management Committee of the Whole meeting adjourn at 6:31 pm. DISPOSITION: Motion Carried Chair Public Works/Waste Management Committee of the Whole meeting minutes of ... Page 82 of 117 AGENDA ITEM #8.1. THE CORPORATION OF THE TOWNSHIP OF ELIZABETHTOWN-KITLEY BY-LAW NUMBER 20-44 ; BEING A BY-LAW TO ADOPT A TELECOMMUTING POLICY l l WHEREAS by Section 5(1) of the Municipal Act 2001, as amended, the powers of a municipal corporation are to be exercised by its Council; AND WHEREAS by Section 5(3) of the Municipal Act 2001, as amended, a municipal power I‘ shall be exercised by by-law unless the municipality is speci?cally authorized to do othenNise; 2 AND WHEREAS the Council of the Corporation of the Township of Elizabethtown—Kit|ey i deems it expedient to adopted an updated Telecommuting Policy; l NOW THEREFORE, the Council of the Corporation of the Township of Elizabethtown-Kitley 3 enacts as follows: 1. That the Telecommuting Policy attached as Schedule A hereto be adopted. l I 2. That this By—lawshall come into force and effect on the date of passing. Reada First and Second time this 14"‘ day of December, 2020. Read a Third time and finally Passed this 14”‘ ay of December, 2020 I MAYOR CLERK First and Second Readings By-law No. 20-44: Being a By-law to Adopt a Te... Page 83 of 117 AGENDA ITEM #8.1. Schedule A to By-law Number 20-44 POLICY: Telecommuting Policy COVERAGE: All Employees 1.0 Purpose The intent of the Telecommuting Policy is to establish guidelines and provisions for telecommuting arrangements which can be implemented on an occasional basis. The arrangements can be granted during a state of emergency or it can be granted on an interim basis during regular business operations with the approval of the Administrator—Clerkand the employee’s Department Head. Definition Telecommuting is the use of technology to change the location of where work is performed other than the conventional office workspace, usually the employee's home. Although not all jobs can be performed satisfactorily from other locations, the Township recognizes that, in some cases telecommuting arrangements can provide a mutually beneficial option for both the Township and the employee. 3.0 Responsibility for Policy Implementation The Administrator—Clerkor other authorized representative shall be responsible for ensuring implementation of the Policy. Responsibility for the creation and implementation of specific procedures may be assigned to internal staff or contractors as appropriate. 4.0 Policy Guidelines This procedure applies to all Township employees. This policy does not alter or replace the terms of an existing employment contract. Employees must comply with all rules, policies, practices and instructions that would apply ifthe employee was working at the regular municipal worksite. 5.0 Eligibility 5.1 Not all jobs or departments are suitable for telecommuting arrangements due to the nature of the work performed and operational requirements. 5.2 Employees who would like to be considered for a telecommuting arrangement must first consult with their Department Head and the Department Head must then submit a written request to the Administrator- Clerk. The decision to permit the employee to telecommute will be made by the Administrator—Clerkin consultation with the employee’s Department Head. 5.3 Telecommuting is an employee privilege and not a guarantee or an entitlement. Telecommuting is not to be considered a universal employee benefit and must have the complete support of the Department Head and the Administrator—Clerk. 5.4 Employees that are considered for telecommuting must be able to work independently, be self—starters, demonstrate attention to work time and be able to continually meet the productivity requirements of their position. 5.5 The resources that an employee needs to do his/her job must be easily transportable or available electronically. 5.6 Jobs that entail working alone or working with specialized software or equipment that can be kept as his/her remote workspace are often suitable for telecommuting. Jobs that require physical presence to perform effectively are normally not suitable for telecommuting. First and Second Readings By-law No. 20-44: Being a By-law to Adopt a Te... Page 84 of 117 AGENDA ITEM #8.1. 5.7 Management may establish work rules to support telecommuting to ensure access, safety and timely completion of work. 5.8 Employees are not permitted to have more than one flexible work arrangement at the same time. Consideration may be given for exceptional circumstances on a time—limitedbasis with the approval of the Administrator—C|erk. 6.0 Schedules and Hours of Work 6.1 The normal hours of a telecommuting employee are the standard hours of the department in which the employee works in, unless othenNise approved by the Department Head. 6.2 The scheduled term of the arrangement must be clearly set out. 6.3 Changes to the employee’s schedule must be approved in advance by the employee’s Department Head. In some instances, telecommuting hours may be different from office hours, however the employee and Department Head must agree on the designated hours of work. 6.4 The number of hours an employee works per day and per week will not change due to telecommuting. 6.5 An employee must be available by telephone or email during the core business hours between 10:00 am and 2:00 pm of the telecommuting arrangement, with the exception of their scheduled lunch/break period. Any changes to their remote contact information must be reported to their Department Head immediately. 6.6 Overtime hours must be pre—approved by the Department Head. Recording and tracking work hours on the employee time sheet is the responsibility of the telecommuter, regardless of the location where the work is performed. 6.7 Absences will be reported accordingly to the employee’s Department Head or supervisor regardless of where the employee would be working that day. Recording and tracking work hours on the employee time sheet is the responsibility of the telecommuter, regardless of the location where the work is performed. 6.8 Department Heads may require an employee to return to the Township of Elizabethtown—Kitleywork location on a telecommuting day should work situations warrant such an action. Ifan employee is asked to return to the office during telecommuting days frequently, the Department Head may re- evaluate the compatibility of the employee’s suitability for telecommuting and with appropriate notice to the employee, terminate the telecommuting arrangement. 6.9 If an employee is required to be in the office on a telecommuting day, milage is not paid. 6.10 Telecommuting arrangements willvary among departments and business units, depending on the function and responsibilities of the employee. Each department must maintain some appropriate complement of employees who work on site at the Township of Elizabethtown—Kitley locations in order to function effectively. 7.0 Workspace 7.1 Employees who are approved for a telecommuting arrangement must have an appropriate work are in their remote location that considers ergonomics, appropriate equipment, noise and interruption factors. Lighting, internet service, power and temperature controls should be all consistent with a typical office environment and provided by the employee at their own cost. First and Second Readings By-law No. 20-44: Being a By-law to Adopt a Te... Page 85 of 117 AGENDA ITEM #8.1. 7.2 The Township of Elizabethtown-Kitley’s liability forjob—related accidents will continue to exist during the approved work schedule and in the employee’s designated work location since the remote location will be considered an extension of the Township of Elizabethtown—Kitleyworkspace. 7.3 In the case of an injury while working remotely, the employee must report the injury to his/her Department Head or human resources immediately (or as soon as circumstances permit). The employee must also submit a written report and file WSIB form(s) through their supervisor and the Administrator—Clerk. 7.4 Any increases to the employee’s home utility costs are the responsibility of the employee. 8.0 Use of Township Property Employees must use company—provided devices when working remotely to ensure that the appropriate software and programs are being used while maintaining data security and confidentiality. All completed and working copies of documents must be saved on the Township of Elizabethtown-Kitley’s computer server with limited access so that information is available to those who may require its use from the company worksite. Failure to use Township—approved devices may leave the Township data vulnerable to a breach and may result in disciplinary action up to and including termination. Township owned resources may only be used for Township purposes. Employees must take reasonable steps to protect any Township property from theft, damage, or misuse. Depending on the circumstances, the employee may be responsible for any damage to or loss of Township property. 9.0 Confidentiality and Security 9.1 It is the responsibility of the employee to take all precautions necessary to secure all government related information and to prevent unauthorized access when working outside the Township of Elizabethtown—Kitleywork locations to ensure the integrity and confidentiality of information. Steps to take to secure information include, but are not limited to, use of locked file cabinets or desks; regular password maintenance; and any other steps appropriate to the job and the environment. 9.2 It is the responsibility of the employee to ensure that precautions are taken while participating in virtual meetings that access to confidential conversations are not heard by unauthorized individuals. 9.3 The employee must agree to allow an authorized Township of Elizabethtown—Kitleyrepresentative to access the remote workspace during prearranged times for business purposes, which may include but not limited to: health and safety inspections, equipment installations and repairs, security assurance and retrieval of Township property. 10.0 Health and Safety The Township of Elizabethtown—Kitleyis committed to ensuring that the alternate worksite is safe and ergonomic. The Township may make onsite visits to the employee’s work site at a mutually agreed upon time to ensure that the designated work space is safe and free from hazards. Ifthe workspace is unsafe and cannot be made safe, the Township of Elizabethtown—Kitleymay refuse or revoke the employee’s remote work arrangement. in the event of a work-related incident or injury in the designated workspace, the employee needs to immediately report the incident to his/her Department Head. Employees working remotely will be covered by workers’ compensation forjob- related injuries that occur in the course and scope of employment while working remotely. The employee remains liable for injuries to third parties that occur on the employee’s premises. First and Second Readings By-law No. 20-44: Being a By-law to Adopt a Te... Page 86 of 117 AGENDA ITEM #8.1. l 11.0 Employee Responsibilities i 2 i 11.1 Ensuring the designated workspace meets the standards as outlined in this policy. 11.2 Maintains communication with their Department Head, colleagues and customers to the standards set by the Township of Elizabethtown—Kitley. 11.3 Demonstrated ability to be self—motivated,well-organized and self- disciplined in their approach to work. 11.4 Ensures service delivery is seamless to all other parties (internal and external). 11.5 Agrees to work standard hours as set out in this policy or designated hours approved by their Department Head. 11.6 Ifrequired, the employee agrees to be flexible with their time and adjust their work hours accordingly to meet business and/or operational emergencies, demands and requirements. 11.7 The employee agrees to use a Township issued laptop and not their personal computer when telecommuting. 11.8 Continue to perform due diligence to protect the security of the Township's data and information and client records and confidentiality while working remotely. 11.9 Continues to abide by the Township's Computer Use Policy. 11.10 Records time accordingly on time sheets. No changes will be made to the method of payment or the amount. Ifan employee is found to have made false reports on their timesheet, they may be subject to discipline up to and including termination. 11.11 Failure to abide by the Telecommuting Policy, or associated work rules determined by the Department Head may result in discipline up to and including dismissal. 12.0 Department Head Responsibilities 12.1 Monitors productivity and maintains communication with the employee regardless of the location of the employee. 12.2 Ensures approved schedule for telecommuting is not impacting the job duties and service levels/hours of the department. 12.3 Ensures that regular virtual meetings are held for regular interaction/updates. 12.4 Ensures other employees are aware of the location and arrangement. 12.5 Ensures service delivery/service provided is seamless to all other parties (internal and external). 12.6 Approves/provides common office supplies from the Township. = 13.0 Administrator-Clerk Responsibilities 13.1 Approves or denies the telecommuting agreement and schedule submitted by the Department Head for telecommuting requests. 13.2 Monitors productivity in consultation with the Department Head of employees working remotely. First and Second Readings By-law No. 20-44: Being a By-law to Adopt a Te... Page 87 of 117 AGENDA ITEM #8.1. 14.0 End of Arrangement At the end of a telecommuting arrangement, employees must promptly return all . Township property used for working remotely. An employee, current or former, may receive notices from the Township of Elizabethtown—Kitleyto return Township property. Failure to do so may result in discipline for current employees or legal action ifthe employee no longer works for the Township. Ifan agreement is being revoked, employees will receive reasonable notice to make any arrangements necessary to return the Township’s property to the worksite. Acknowledgement and Agreement: I, , acknowledge that I have read and understand the Township of Elizabethtown—Kit|ey’sTelecommuting Policy. Further, I agree to adhere to this policy and I understand that if I violate the rules or procedures outlined in this policy, I may face disciplinary action up to and including termination of employment. Name: l K Signature: Date: First and Second Readings By-law No. 20-44: Being a By-law to Adopt a Te... Page 88 of 117 AGENDA ITEM #8.1. The Corporation of the Township of Elizabethtown—Kitley By-law Number 20-45 Being a By-Law to Confirm the Proceedings of Council ***9:***************'k**********************************'k***'k******************************'k* Whereas by Section 5(1) of the Municipal Act 2001 , as amended, the powers of a municipal corporation are to be exercised by its council; And Whereas by Section 5(3) of the Municipal Act 2001, as amended, a municipal power shall be exercised by by-law unless the municipality is speci?cally authorized to do otherwise; And Whereas it is deemed expedient that the proceedings of the Council of the Corporation of the Township of Elizabethtown—Kitleybe confirmed and adopted by By—|aw. Now Therefore the Council of the Corporation of the Township of Elizabethtown- Kitley enacts as follows: . The action of the Council of the Corporation of the Township of Elizabethtown—Kitley at its meetings held on November 9, 2020, November 23, 2020, and November 30, 2020 in respect of each recommendation contained in the reports of the Committees and each motion and resolution passed and other action taken by the Council of the Corporation of the Township of Elizabethtown—Kitleyat its meeting is hereby adopted and confirmed as ifall such proceedings were expressly embodied in this by-law. . The Mayor and Clerk of the Corporation of the Township of Elizabethtown—Kitleyare hereby authorized and directed to do all things necessary to give effect to the action 0 of the Council of the Corporation of the Township of Elizabethtown—Kitley referred to in the preceding section hereof. .The Mayor and Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of the Corporation of the Township of Elizabethtown—Kitley. 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