Escribe Agenda Package

TOWN OF ERIN Regular Council Meeting AGENDA

August 8, 2017 3:00 PM Municipal Council Chamber Pages

1. Call to Order 1.1 Announcement of the Erin 150 Award Recipients 1 2. Approval of Agenda 3. Declaration Pecuniary Interest 4. Community Announcements 5. Adoption of Minutes 2 - 11

July 11, 2017 6. Business Arising from the Minutes 7. Delegations/Petitions/Presentations 7.1 Kari Simpson - East Wellington Community Services 12 8. Reports 8.1 Roads 8.1.1 Road Superintendent - Daniel Street Reconstruction 13 - 14 Status 8.1.2 Road Superintendent - LED Streetlight Conversion Review 15 - 16 8.1.3 Road Superintendent - Cancellation of Project 17 - 18 8.2 Fire and Emergency Services 8.2.1 Fire Chief - Monthly Fire Report for June 2017 19 8.3 Administration 8.3.1 Clerk - Establishing a Mayor’s Youth Advisory Committee 20 - 28 8.3.2 Clerk - Information Technology Acceptable Use Policy 29 - 35 8.3.3 Economic Development Officer - Community Improvement 36 - 38 Plan

8.4 Finance 8.4.1 Director of Finance - Approval of Accounts 39 - 40 8.4.2 Director of Finance - Second Quarter Financial Report 41 - 69 8.4.3 Director of Finance - Proposed 2018 Budget Guidelines 70 - 79 8.5 Mayor 8.5.1 Mayor's Report 8.6 Committees 8.6.1 Environment and Sustainability Advisory Committee - 80 - 81 Minutes from April 24, 2017 8.6.2 Erin Canada 150 Committee - Minutes from May 25, June 82 - 92 14, June 28 and July 24, 2017 8.6.3 Erin Economic Development Committee - Minutes from 93 - 94 June 14, 2017 8.6.4 Erin Rotary Riverwalk Committee - Minutes from June 22, 95 - 97 2017 8.6.5 Let's Get Hillsburgh Growing Committee - Minutes from 98 - 105 June 22 and July 13, 2017 8.6.6 Trails Advisory Committee - Minutes from June 28, 2017 106 - 108 8.6.7 Town of Erin Heritage Committee - Minutes from June 19, 109 - 110 2017 8.6.8 Town of Erin Heritage Committee - Resolution to donate 111 $500.00 to the expenses in creation of the Stompin' Tom Connors heritage plaque 8.6.9 Town of Erin Heritage Committee - Resolution to authorize 112 expenditure of up to $2,500.00 + HST for stonemason to repair Stanley Park Gates 9. Correspondence 9.1 Conservation Authorities Agendas and Minutes

Grand River Conservation Authority: http://www.grandriver.ca/index/document.cfm?Sec=13& Sub1=71

Credit Valley Conservation Authority: http://www.creditvalleyca.ca/about-cvc/board-of-directors/board- meetings/ 9.2 Credit Valley Conservation - "Release of the Four Provincial Plan 113 - 119 Updates" 9.3 County Councillor Pierre Brianceau - Update Summer 2017 120 9.4 Resident Letter - Mandatory water hook-ups at no additional costs 121 - 123 to the Town of Erin 9.5 Ainley Group - Town of Erin Urban Centre Wastewater Servicing 124 - 125 Class EA Phase 3 and 4 Progress Report May 2017 9.6 Ainley Group - Town of Erin Urban Centre Wastewater Class 126 - 142 EA Public Information Centre Consultation Report and Public Liason Committee Meeting #3 Notes 9.7 IESO - Independent Electricity System Operator - 2016 Annual 143 Report "Reliability in a Changing Sector" 9.8 Owen Sound - Support Resolution - Request for Economic Impact 144 Analysis prior to Employment Standards Act reforms 9.9 Sylvia Jones MPP Dufferin-Caledon - Bill 141 - Sewage Bypass 145 - 148 Reporting Act, 2017 9.10 Resident letter - Request for Visual Impact and Air Quality 149 Assessment reports to be included in Halton Crushed Stone's Application Z16-04 10. Closed Session

Matters under the following exemption in the Municipal Act S. 239 (2) :

(e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (OMB). 11. Return from Closed Session 11.1 Motion to Reconvene 11.2 Report Out 12. By-Laws 150 - 152

Appointment - Deputy Fire Chief Station 10 Confirming July 5 (special meeting) Confirming August 8 13. Notice of Motion 14. Adjournment 1

Erin 150 Contest Winners

The Mayor, Council, Erin 150 Committee and Staff are pleased to announce the winners for the Canada 150 Celebrations as follows:

Best Decorated House $50.00 Mary Warner and Jim Mundell

Best Decorated Business $50.00 Community Living Centre East Wellington (ARC Industries East)

Butter Tart Contest $100.00 Lynne Frasier, from the Royal Bank Hillsburgh

Butter Tart Auction Winners Keith McKinnon from TimberMart and (winning tarts sold for $200 for community projects) Marvin McDougall from Butcher Furniture

Parade Winners

Best Decorated Bicycle $25.00 Abigail Cormack (gift certificate Subway)

Best animal $25.00 BK Foundation – “Molson” (Baby Lamb) (gift certificate Budson’s)

Best Float $50.00 Stewart’s Equipment

Best Costumes $50.00 Rotary Club – Victorian

Best Music – Singing $50.00 Wellington Lodge #271

Most Fun $50.00 Remax – Hippies

Canada 150 Passports $150.00 Norma MacDonald (gift basket)

Honourable Mentions:

1. Thomson-Switzer – Clan Red and White farming 2. Fire Department – old wheeled tank 2

Minutes of the Regular Town of Erin Council Meeting

July 11, 2017 1:00 PM Municipal Council Chamber

Present: Allan Alls Mayor John Brennan Councillor Matt Sammut Councillor Rob Smith Councillor Jeff Duncan Councillor

Staff Present: Nathan Hyde CAO/Town Manager Dina Lundy Clerk Ursula D'Angelo Director of Finance Greg Delfosse Roads Superintendent Paul Evans Chief Building Official Graham Smith Facility Manager Joe Babin Water Superintendent Trish Crawford Clerk's Assistant

1. Call to Order Mayor Alls called the meeting to order. 1.1 Recognition of Years of Service - Ken Keeler Mayor Alls presented a Certificate of Recognition to Ken Keeler for his 31 years of dedicated service to the Town of Erin in his capacity as Volunteer Firefighter and more recently as Deputy Fire Chief for Station #10.

2. Approval of Agenda Resolution #17-223 Moved By Councillor Brennan Seconded By Councillor Smith Be it resolved that the agenda be approved as amended to add the following item to section 13 - Notice of Motion. Councillor Duncan, motion to install two speed activated digital signs on CR 124 in the vicinity of Brisbane Public School. Carried

3. Declaration Pecuniary Interest Councillor Duncan declared a pecuniary interest with item 9.2.1 Report from Road Superintendent - Station Street Reconstruction Status due to the vicinity of his residence to the subject lands.

4. Community Announcements Wellington County - The Wellington County Library has received an American Library Association (ALA) Presidential Citation for Innovative International Library Projects for their Rural Internet Hot spot lending Program.

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Minutes of the Regular Council Meeting July 11, 2017

Find out more at: www.southwesternontario.ca/news-story/7403658-wellington- county-library-receives-american-library-association-award-for-rural-internet-hot- spot-program/ and at the County of Wellington's website - www.wellington.ca June 30-Sept 29 - Erin Farmers Market July 5-15 - Canadian Scout Jamboree - Local Scouts and volunteers in Nova Scotia via assistance from the Town's Community Fund July 12 - "Glorious 12th" - Remembering the Battle of the Boyne 327th Anniversary July 13 - East Wellington Community Services - 15th Annual Golf Tournament July 15 - Erin Legion - Great Musical Summer July 24 - Maker Fun Factory VBS 2017 Details on these and more at www.erin.ca/whats-on/

5. Closed Session Resolution #17-224 Moved By Councillor Smith Seconded By Councillor Brennan Be it resolved that Council adjourns the meeting to proceed into a closed session at the hour of 1:10 PM to discuss the matter(s) under the following exemptions in the Municipal Act S. 239 (2) pertaining to:

(b) personal matters about an identifiable individual, including municipal or local board employees (HR Matter);

(c) a proposed or pending acquisition or disposition of land by the municipality or local board(Municipal Property Disposition) Carried

6. Return from Closed Session 6.1 Motion to Reconvene Resolution #17-225 Moved By Councillor Smith Seconded By Councillor Duncan Be it resolved that the meeting be reconvened at the hour of 2:28 PM. Carried

6.2 Report Out Resolution #17-226 Moved By Councillor Smith Seconded By Councillor Brennan Be it resolved that Council directs the CAO to proceed as recommended. Carried

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Minutes of the Regular Council Meeting July 11, 2017

7. Adoption of Minutes

Resolution #17-227 Moved By Councillor Brennan Seconded By Councillor Sammut Be it resolved that Council hereby adopts the following meeting minutes as circulated;  June 20, 2017 Regular Council Meeting

 July 5, 2017 Special Council Meeting Carried

8. Business Arising from the Minutes 8.1 Councillor Brennan - Notice of Motion from June 20, 2017 - Impact of Federal Budget Provision

Resolution #17-228 Moved By Councillor Brennan Seconded By Councillor Smith Whereas the Federal Budget has provided for the elimination of the one- third tax free portion of elected officials' salaries beginning with the next term of municipal government and each Council has traditionally specified salary levels for the incoming Council prior to the end of its term; Now therefore be it resolved that Council hereby directs staff to prepare a report to cover the implications of this federal budget provision, its impact on current Council salaries and the anticipated costs to keep Council earnings at their current levels, so as to provide Council with a factual basis on which to make decisions regarding salaries and costs for the next term of government. Carried

8.2 Councillor Sammut - Notice of Motion from June 20, 2017 - Seasonal Drop Off Stations for Yard Waste Resolution #17-229 Moved By Councillor Sammut Seconded By Councillor Brennan Be it resolved that Council hereby directs the Mayor and/or CAO to send a letter to the Wellington County CAO, Warden, Solid Waste Services committee and department head to strongly consider approving a drop off location in Erin during the fall and spring for yard waste, given the challenge for many residents to get to the Bellwood station due to distance and available hours. Carried

8.3 Councillor Sammut - Notice of Motion from June 20, 2017 - High Level Review of Water Department Councillor Sammut withdrew this motion.

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8.4 Councillor Sammut – From the June 20, 2017 Regular Council Meeting Minutes – Item 11.1.1 Director of Finance – 2016 Financial Statements Councillor Sammut noted that requesting proposals for financial auditing services is overdue, and asked if we will be expecting to do a Request for Proposal for the 2017 Financial Audit. The Director of Finance advised that the Town will be issuing a Request for Proposal for auditing services.

9. Reports 9.1 Building/Planning/By-Law 9.1.1 Planner - Zoning Amendment Z16-05 Desmond

Resolution #17-230 Moved By Councillor Duncan Seconded By Councillor Sammut Be it resolved that Council hereby amends the motion to change the term of the garden suite from 20 years to 10 years. Defeated

Resolution #17-231 Moved By Councillor Brennan Seconded By Councillor Smith Be it resolved that Council receive this Planning Report prepared by the County of Wellington Planning and Development Department; And that Council enter into a development agreement with the owner of the property subject to approval of the zoning by-law amendment; And that Council approve the zoning by-law amendment attached to this report. Carried

9.1.2 Chief Building Official - Repeal of Demolition Control By-law 05-57 Resolution #17-232 Moved By Councillor Duncan Seconded By Councillor Sammut Be it resolved that Council refers this report to staff for further clarification. Carried

9.2 Roads Councillor Duncan left the Council Chambers. 9.2.1 Road Superintendent - Station Street Reconstruction Status Resolution #17-233 Moved By Councillor Brennan Seconded By Councillor Smith

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Be it resolved that Council receives the Station St. Reconstruction - Status report; And that Council direct staff to proceed with applying for debt financing of $2.5M through Infrastructure Ontario; And that Council accepts the recommendation of the Road Superintendent and proceeds with the proposed design and reconstruction project; And further that Council directs staff to submit an application to the Ontario Community Infrastructure Fund (OCIF) Top-Up Component of $1,576,988. Carried Councillor Duncan returned to the Council chambers.

9.2.2 Road Superintendent - Asphalt Repair Project

Resolution #17-234 Moved By Councillor Smith Seconded By Councillor Brennan Be it resolved that Council receives the Asphalt Paving Project 2017 Tender Results report; And that Council accepts the bid of Cox Construction Ltd. (the lowest qualified bidder) for the Asphalt Paving Project 2017 for a price of $165,739.00 excluding HST. Carried

9.3 Water 9.3.1 Water Superintendent - 2017 Water Department Management Review Report

Resolution #17-235 Moved By Councillor Brennan Seconded By Councillor Smith Be it resolved that Council hereby receives the 2017 Water Department QMS Management Review Report. Carried

9.4 Fire and Emergency Services 9.4.1 Fire Chief - Monthly Fire Report - May 2017 Resolution #17-236 Moved By Councillor Smith Seconded By Councillor Sammut Be it resolved that Council hereby receives the Fire Chief's Monthly Fire Report for May 2017 for information. Carried

9.5 Recreation 9.5.1 Facility Manager - 2017/18 Parks and Recreation Rates Resolution #17-237 Moved By Councillor Smith Seconded By Councillor Brennan

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Be it resolved that Council directs staff to bring forward a by-law to adopt the proposed rates schedule for the Town of Erin Recreation Facilities effective August 01, 2017. Carried

9.6 Administration 9.6.1 Clerk - Bill 68 - Modernizing Ontario’s Municipal Legislation Act, 2017 Resolution #17-238 Moved By Councillor Brennan Seconded By Councillor Smith Be it resolved that the Clerk’s report ‘Bill 68 – Modernizing Ontario’s Municipal Legislation Act, 2017’ of July 11, 2017 is hereby adopted. Carried

9.7 Finance 9.7.1 Deputy Treasurer- Approval of Accounts Resolution #17-239 Moved By Councillor Smith Seconded By Councillor Duncan Be it resolved that Council receives the Deputy Treasurer’s Report #2017-7A on “Approval of Accounts” on July 11th, 2017. Carried

9.7.2 Director of Finance - Procurement By-Law Summary Report Resolution #17-240 Moved By Councillor Brennan Seconded By Councillor Duncan Be it resolved that Council receives Procurement By-Law Summary Report 2017-09F of July-11-17 for information purposes. Carried

9.7.3 Director of Finance - 2016 Development Charges – Statement of Treasurer Resolution #17-241 Moved By Councillor Brennan Seconded By Councillor Smith Be it resolved that Council receives the Director of Finance’s Report “2016 Development Charges-Statement of Treasurer”, for information purposes. And That Council directs that the “Statement” be made public and to the Minister of Municipal Affairs on request. Carried

9.8 Mayor 9.8.1 Mayor's Report None

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9.9 Committees 9.9.1 Lets Get Hillsburgh Growing - Minutes from June 8, 2017 Resolution #17-242 Moved By Councillor Duncan Seconded By Councillor Smith Be it resolved that Council hereby receives the Let's Get Hillsburgh Growing Committee minutes from their meeting held on June 8, 2017. Carried

9.9.2 Town of Erin Heritage Committee - Minutes from May 15, 2017 Resolution #17-243 Moved By Councillor Duncan Seconded By Councillor Smith Be it resolved that Council hereby receives the Town of Erin Heritage Committee minutes from their meeting held on May 15, 2017. Carried

9.9.3 Ballinafad Community Centre Committee - Minutes from May 15, 2017 Resolution #17-244 Moved By Councillor Brennan Seconded By Councillor Smith Be it resolved that Council hereby receives the Ballinafad Community Centre Committee minutes from their meeting held on May 15, 2017. Carried

9.9.4 Trails Advisory Committee - Minutes from May 24, 2017 Resolution #17-245 Moved By Councillor Smith Seconded By Councillor Brennan Be it resolved that Council hereby receives the Trails Advisory Committee minutes from their meeting held on May 24, 2017. Carried

10. New Business 10.1 Union Gas, An Enbridge Company - Extending Natural Gas Service: Ballinafad Resolution #17-246 Moved By Councillor Brennan Seconded By Councillor Smith Whereas access to natural gas infrastructure is limited in parts of the Town of Erin and increased access will provided more affordable and reliable energy; And whereas expanding access to natural gas within Town of Erin is a key strategic priority supported by council;

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And whereas access to natural gas for residents, farms and business will provide an economic advantage; And whereas natural gas access can provide residents on higher-emitting fuels with a lower carbon energy source that will help reduce greenhouse gas emissions; Now therefore, be it resolved that the Council of the Corporation of the Town of Erin formally support an application submitted by a natural gas distributor or supplier to the Government of Ontario, for a grant from the provincial Natural Gas Grant Program, to expand the natural gas system to service Ballinafad; And that Council supports making a financial contribution towards the proposed project in an amount equivalent to the property tax that would be recovered on the new natural gas infrastructure for a period of 10 years as per the natural gas grant program requirements; And that a copy of this resolution be forwarded along with the application to Ontario’s Natural Gas Grant Program. Carried

11. Correspondence Resolution #17-247 Moved By Councillor Sammut Seconded By Councillor Smith Be it resolved that Council receives the correspondence items circulated at the July 11, 2017 meeting for information. Carried

11.1 Activity List

Councillor Sammut requested clarification on the Shared Use Agreement which is still on the Activity List (Item 1). CAO Nathan Hyde advised that an agreement has been reached, and that circulation of the documents will be forthcoming.

12. By-Laws Councillor Duncan declared a pecuniary interest on By-law 17-37 which authorizes the borrowing from Infrastructure Ontario, relating to the previous noted pecuniary interest regarding the Station Street reconstruction project, due to the proximity of his residence to the subject lands.

Resolution #17-248 Moved By Councillor Duncan Seconded By Councillor Brennan Be it resolved that By-Law numbers 17-35, 17-36, 17-38, 17-39 and 17-40 are hereby passed, including an amendment to By-law 17-38 removing the repealing of By-law 05-57 from the By-law. Carried

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Councillor Duncan moved away from the table.

Resolution #17-249 Moved By Mayor Alls Seconded By Councillor Brennan Be it resolved that By-law 17-37 is hereby passed. Carried

Councillor Duncan returned to the table. Resolution #17-250 Moved By Mayor Alls Seconded By Councillor Brennan Be it resolved that By-law 17-41 (confirming) is hereby passed. Carried

13. Notice of Motion Resolution #17-251 Moved By Councillor Duncan Seconded By Councillor Smith Be it resolved that Council hereby waives the rules of procedure to allow consideration of a time sensitive motion from Councillor Duncan regarding safety issues around the Brisbane School zone at this meeting. Carried

Resolution #17-252 Moved By Councillor Duncan Seconded By Councillor Smith

Whereas the community has identified concerns with the Brisbane Public School speeding/site conditions and that the present options around those concerns are still subject to debate, decisions and realistically will have a longer time frame to implement Therefore be it resolved that Council hereby supports the installation of two speed activated digital signs on CR 124 in the vicinity of the Brisbane Public School and supports the funding of the signs to 1/3 of the total cost (approximately $5,000); And that Council request the other 1/3 to be from the UGDSB and 1/3 from the County of Wellington and to work cooperatively on this initiative with the County of Wellington taking the ordering and installation lead on the project; And further that Council direct staff to send a copy of this resolution to the UGDSB and the County of Wellington Roads Committee in a timely manner for support and approval with the following reasons in part for consideration of supporting this resolution: • will enhance the safety for the community in this area • provides actual condition information for future actions if warranted • does not preclude any other options from being explored • costs are minimal in terms of Capital project budgets for our organizations • can be implemented immediately and be done for this fall showing concrete progressive action

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• shows cooperation to the community and this will help in future discussions and option reviews for the area • the County of Wellington has existing experience with this type signage already with locations within the County and within the Town of Erin Carried

14. Adjournment Resolution #17-253 Moved By Councillor Brennan Seconded By Councillor Smith Be it resolved that the meeting be adjourned at the hour of 5:06 PM. Carried

______Mayor, Allan Alls

______Clerk, Dina Lundy

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Delegation to Council

August 8, 2017

Kari Simpson East Wellington Community Services

To discuss the increasing costs to rent space at Centre 2000 for both the Adult Day Program and the Foodbank, as well as the hydro at the Foodbank and the results of the eyedro monitoring that was to take place.

Staff Report

Report #: 2017-08R

Date: August 08 17

Submitted By: Greg Delfosse C.E.T., Road Superintendent

Subject: Daniel St. Reconstruction - Status

Recommendations:

Be it resolved that Council receives the Daniel St. Reconstruction - Status report;

And that Council accepts the recommendation of the Road Superintendent and suspends the proposed reconstruction project.

Background:

The Daniel Street reconstruction project was put before Council in the 2017 budget preparation documentation. The budget was approved for $1.72M ($1.29M Roads and $0.43M Water). This would have been the Town of Erin commitment based on us receiving a grant through the Ontario Community Infrastructure Fund (OCIF) for a 50/50 split. Unfortunately the Town was declined the grant for 2017. The question now arises as to whether or not the Town should proceed with the project or await future funding opportunities.

The primary driver for this project is the condition of the existing water main. Installed in the 1950’s it is extremely fragile and well past its useful life expectancy. Frequent breaks have resulted in Town staff conducting 11 repairs over the past 20 years resulting in loss of service to many homes and interruptions to access along the street.

The overall condition of the road is poor with little to no storm water infrastructure in place. The current situation provides inadequate drainage throughout the length of Daniel St. permitting water to take the path of least resistance and invariably enter the road base. Ultimately the proposed reconstruction will include English Street and Scotch Street so that the necessary improvements to storm infrastructure can be installed bringing the water to an existing outfall that runs between #23 and #27 Scotch St.

Currently, there are three options to consider regarding going forward. Firstly, the project could be put on hold awaiting the approval of the sanitary sewer system which will result in a 14

new road, the difficulty here of course being when that project may occur. Secondly we could proceed as planned prior to sanitary sewer installation and pay twice for the necessary restoration to the road following the sewer main installation. Finally, Council could approve funding to prepare the design and draft the contract document for release at a later date. The shelved project would be shovel ready and possibly more attractive to government branches offering grant opportunities.

While the current condition of the road is poor, putting off reconstruction now seems to be the most practical approach. The approval of the Station Street project will already be placing time constraints on staff and creating a significant financial impact on the Town. Minor repairs will be conducted to maintain the road surface in an acceptable condition until such time as a go forward plan has begun.

It is not recommended to perform the reconstruction in parts i.e. separate water main project and road project, as we will lose the advantage of the economy of scale the job provides and the simple fact that excavation would have to be done multiple times for the water and then the storm sewer.

As the Environmental Assessment for The Waste Water is due to be complete in early to mid- 2018 we can revisit the project with a broader approach to the needs of the Town as a whole.

Financial Impact:

This expenditure was included in the 2017 Capital Budget with the understanding that it would be debt and reserve financed. The project value of approximately $3.44M can now be deferred until such time as we have a clearer picture of the impact of a sanitary sewer system on the entire Town.

Consultation:

Using the balance of funds allocated for the initial storm water study, Triton Engineering Services Ltd. have performed an engineering survey and are able to begin base plan preparation. A fully designed contract would not be far behind should we opt to initiate one.

Triton Engineering is familiar with the Town of Erin design specifications and expectations.

Conclusion:

It is the recommendation of the Road Superintendent to shelve the project and reconsider the project following the release of the Waste Water Environmental Assessment.

Appendices:

N/A

Staff Report

Report #: 2017-10R

Date: August-8-17

Submitted By: Greg Delfosse C.E.T., Road Superintendent

Subject: LED Streetlight Conversion Review

Recommendations:

Be it resolved that Council receives the LED Streetlight Conversion Review report of August 8th, 2017.

And That Council directs the Road Superintendent to issue a Request for Proposal to initiate a transition of all streetlights to LED.

Background:

On September 13, 2016, Council directed the Road Superintendent to prepare a report reviewing the transition to LED streetlights within the Town of Erin.

The Town of Erin currently has a street light inventory of 770 street lights composed of a variety of wattages and lamp types. Of the 770, 39 are decorative lights lining the Main St. of Erin village. There are several locations where the typical “cobra head” type lights are not present and the “saucer head” lights are in place which will affect the straightforwardness of a transition. Douglas Crescent in Hillsburgh is an example of this type of light.

There are essentially three options available regarding the transition from the current incandescent bulbs to LED. The first option would be for the Town to finance a lamp replacement at its own expense taking advantage of Save on Energy grants from Hydro One and low interest financing from Government Infrastructure Funding. The second option would be to issue a Request for Proposal (RFP) and hire a company to perform a lighting audit and to propose a replacement strategy whereupon they would fund the transition, oversee the transition and take their fee from Town savings on electricity for a given period of time. The final option would be where a service provider will take over the entire system and manage it as a separate entity on behalf of the Town in perpetuity.

There are several advantages and disadvantages to the various options. For the Town to implement replacement solely on its own is likely the most economical but requires us to manage the debt funding and we would still need to hire a consultant for design and specification review. The second option where a service provider performs the audit, makes the recommendations and implements the upgrade is one of the more common approaches and has been successful in several municipalities. The Town of Halton Hills recently did their transition in this manner and the Manager of Transportation and Development Engineering, Infrastructure Services is quite satisfied with the outcome. The final option of handing off the entire systems design, implementation and maintenance has its virtues, but staff feel that delegating responsibility comes at too high a cost and may implies risk.

Financial Impact:

Awarding a project to a consultant able to finance an installation for the Town will have a net zero impact on the tax base as the costs will be taken from the savings in electricity between the old and the new system for an agreed upon period of time.

Ultimately, the recommended project decision will be brought to Council in keeping with the Purchasing By-Law showing all of the cost implications.

Based on the Halton Hills model, anticipated costs would be around $330,000.00 plus “saucer head” replacement and less any incentives from HydroOne or other government agencies.

Consultation:

Consultation has taken place with the Town of Halton Hills, the Town of Minto, Realterm Energy, Rob Benninger of ECNG Energy and LED ByDesign.

Conclusion:

Based on the success of local municipalities, staff recommend that and Request for Proposal be issued to retain a consultant able to assess the Town of Erin’s street light inventory, make recommendation, provide design criteria and execute the installation of LED lighting for the entire Town of Erin. The cost would be initially borne by this consultant with the Town continuing to pay current rates until the agreed upon time duration has lapsed. It is also recommends that Council permit staff to apply for any grants available for this type of work.

Appendices:

None

Staff Report

Report #: 2017-12R

Date: August-8-17

Submitted By: Greg Delfosse C.E.T., Road Superintendent

Subject: Cancellation of Project

Recommendation:

Be it resolved that Council receives the Cancellation of Project report;

Background:

In 2016, $60,000.00 was allocated for the purpose of providing surface treatment on the Fifth Line from WR22 north into Cedar Valley. This project request was originally submitted by the Town’s previous Road Superintendent. Since that time, staff have undertaken a needs review and are of the opinion that this project is not a significant priority and that the funds could be put to better use.

Staff recommend the cancellation of this project.

Financial Impact:

There will no financial impact as there will be no withdrawal of reserves for the Hard Surface – 5th Line (CR22 to Cedar Valley) unless Council is of the opinion that expediting other departmental projects would be more prudent.

Consultation:

N/A

Communications Plan:

N/A

Conclusion:

Based on the virtually unchanged traffic count in Cedar Valley staff is of the opinion that there is no need to upgrade the road surface at this time. It is recommended that Council accepts the Roads Superintendent recommendation to cancel the Hard Surface – 5th Line (CR22 to Cedar Valley) upgrade.

Appendices:

N/A

19 ERIN FIRE & EMERGENCY SERVICES Monthly Fire Report

REPORT MONTH: JUNE 2017 ERIN HILLSBURGH EAST GARAFRAXA STATION #10 STATION #50 Mthly 2017 2016 $ Loss Mthly 2017 2016 $ Loss Mthly 2017 2016 $ Loss Total YTD YTD Mthly Total YTD YTD Mthly Total YTD YTD Mthly Type not specified: Structure: 2 7 2 4 3 F I R E: Vehicular: 1 2 1 1 Grass, Rubbish, etc: 1 5 7 3 Other: 2 10 4 2 4 1 2 2 Mthly 2017 2016 Mthly 2017 2016 Mthly 2017 2016 TTL YTD YTD TTL YTD YTD TTL YTD YTD Medical Assist: 13 48 49 7 31 37 2 Motor Vehicle Collision: 2 9 8 1 11 4 1 5 7 Erin/Hillsburgh Assist 3 4 8 2 Mutual Aid: 1 2 3 C.O. Calls: 3 3 1 1 2 False Alarms: 1 Alarm Activiation: 2 6 17 3 2 Standby/Assist to Other Depts: Burning Complaints: Incorrect Pages: 1 Other: 3 10 5 7 1 2017 2016 2017 2016 2017 2016 MTHLY MTHLY MTHLY T O T A L S: YTD YTD YTD YTD YTD YTD 22 96 105 11 68 69 2 8 11

Estimated Total $ Loss Due to Fire: $5,000 $6,500 $15,000 $689,000

Respectfully submitted, Dan Callaghan Fire Chief 20

Staff Report

Report #: 2017-05C

Date: August-8-17

Submitted By: Dina Lundy, Clerk

Subject: Establishing a Mayor’s Youth Advisory Committee

Recommendations:

Be it resolved that report 2017-05C - Establishing a Mayor’s Youth Advisory Committee, of August 8th, 2017 be received;

And that the Terms of Reference of the Committee attached to this report be approved;

And further that notice be posted to advertise for recruitment of members;

And further that Council delegates the authority to the Mayor to review the applications and appoint members to the committee;

And further that Council authorizes the transfer of $1000 from Council’s 2017 budget to the newly established Mayor’s Youth Advisory Committee budget.

Background:

Mayor Youth Advisory Committees are common amongst municipalities wishing to encourage engagement with the younger demographic of their communities.

The youth of our community are our future, and as such it is important to understand their needs, expectations and visions. The establishment of this committee is aimed at developing a communication link with the youth of Erin, Council, and staff to encourage recommendations and programs that will enhance the status of youth in our community. The committee will also play a key role in the development and implementation of events and activities for youth.

The principles that guide this committee involve commitments to promoting meaningful youth involvement in the community, enhancing youth development and experience through positive leadership, and collaboration and partnership to achieve common objectives. The term of office for members is one year (from September to June), and can continue during their education enrollment, and as long as eligibility requirements are met.

Financial Impact:

The Committee will need a small budget to establish themselves and begin working on their initiatives, and as such I recommend that $1000 be transferred from Council’s budget to the committee for 2017. The Director of Finance has indicated the funds are available.

Communications Plan:

Council report, social media, advertising.

Conclusion:

This committee will enhance two-way communication of the younger demographic of the Town of Erin with Council on important issues affecting the youth of the community, and promote positive influence, initiatives, and innovative solutions.

Appendices:

MYAC Terms of Reference and application form

Mayor’s Youth Advisory Committee

(MYAC)

TERMS OF REFERENCE

1.0 GOAL

To provide a communication link between the youth and Council through the office of the Chief Administrative Officer (CAO) on important issues concerning the younger population of the Town of Erin, and to organize community events encouraging youth involvement throughout the year.

2.0 PRINCIPLES

Principles that guide the Mayor’s Youth Advisory Committee (MYAC) include:

 A commitment to promoting meaningful youth involvement in the community  A commitment to enhancing youth development and experience through positive leadership  A commitment to collaboration and partnership to achieve common objectives

3.0 MANDATE

The mandate of the MYAC is to provide a voice for the youth of the Town of Erin, while keeping Council informed on important issues concerning the Town’s younger population.

 To plan, coordinate and undertake activities and events that build youth involvement and awareness  To provide youth with a positive leadership experience  To act as a positive advocate for youth  To actively seek input from the younger population of the Town of Erin on important matters affecting youth  To encourage programs that will enhance the quality of life, health and well-being for the Town of Erin’s youth  To communicate and collaborate with Town of Erin staff, Council, and youth organizations

1 MYAC Terms of Reference 23

4.0 MEMBERSHIP AND RESPONSIBILITIES

The Mayor’s Youth Advisory Committee shall consist of 5-13 members between the ages of 13 to 20, who live in the Town of Erin and are currently enrolled in high school or post-secondary education.

4.1 Members shall be appointed for a one year term from September to June. Once appointed, Members will be considered for reappointment each year that eligibility requirements are met. Members may be appointed for a shorter more flexible terms in consideration of special circumstances.

4.2 A Chair and recording secretary for MYAC will be elected by majority vote among the members at the first meeting at each term.

4.3 All members will be expected to devote some time between meetings to work on matters before the Committee.

4.4 In the absence of the Chair, the quorum will appoint, from its members, a Chair for that particular meeting, who shall be subject to all normal responsibilities and privileges assigned thereto.

4.5 By majority vote, MYAC may recommend removal and/or replacement of any member who misses three consecutive full meetings of the Committee, subject to circumstances surrounding the absences. Members requesting a temporary leave of absence or intending to resign from the Committee should provide written notification to the Chair 30 days prior to such action.

4.6 If at any time Committee size drops below five (5) members, Council shall appoint an appropriate number of additional members as deemed necessary.

4.7 In considering new appointments to the Committee, Council may select members from any remaining applications received during the MYAC appointment periods. Council may also wish to advertise for new public applications from time to time, in accordance with current municipal procedures.

4.8 Members will be expected to be aware of relevant municipal policies, programs and other initiatives in carrying out their activities. To assist in this regard, the Committee may, from time to time, request the Chief Administrative Officer (CAO/Town Manager) to make staff and/or Town consultants available to advise the Committee as deemed appropriate.

2 MYAC Terms of Reference 24

5.0 REPORTING

5.1 MYAC is an advisory committee established by Council in accordance with these adopted Terms of Reference. Committee members are bound by these Terms of Reference, and responsible to Council.

5.2 MYAC reports directly to Council through the office of the Chief Administrative Officer (CAO/Town Manager), under the signature of the Chair or designate. MYAC reports and communications will normally be directed to the CAO and then where appropriate, directed through the Town Clerk to Council.

5.3 As part of its ongoing reporting requirements, MYAC shall prepare an annual Status Report, which shall be submitted to Council through the office of the Chief Administrative Officer (CAO/Town Manager) in June of each year. The Report shall among other things:

a) Summarize the activities and achievements of MYAC over the previous year; b) Describe ongoing activities and issues and identify any priorities/concerns, and c) Outline the Committee’s primary projects for the upcoming year, including all anticipated budgetary needs.

5.4 The Committee shall keep proper minutes and records of every meeting and provide Council with a copy of same, through the Clerk’s Office.

6.0 OPERATING BUDGETS

6.1 Financial support for the Committee will be reviewed annually as part of the Town’s regular budget process. The Committee, from time to time, may submit additional, special project funding requests.

6.2 Committee members will receive no remuneration for their involvement in MYAC Committee activities. An exception to this clause may be granted by resolution of Council if so requested by MYAC.

7.0 CONFLICT OF INTEREST

7.1 Members having a conflict of interest in any matter under consideration by the Committee shall declare the conflict of interest at the beginning of the meeting and shall not discuss or vote on the matter.

3 MYAC Terms of Reference 25

8.0 STAFF LIAISON AND SUPPORT SERVICES

8.1 Administrative support to be provided by the Town will include: the coordination of MYAC related communications and correspondence; ensuring MYAC reports are included in Council Agenda packages as deemed appropriate by the CAO; and minor clerical support as needed (such as photocopying).

8.2 Technical support to be provided by the Town will include: advice and consultation with Staff Department Heads of Town owned facilities.

8.3 The Director of Finance/Treasurer will administer the MYAC budget.

8.4 Public Works, labour and equipment support for minor projects from time to time.

9.0 MEETINGS

9.1 All committee meetings shall be open to the public.

9.2 The Committee may, from time to time, invite resources to attend a meeting.

9.3 The Committee may establish sub-committees for various topics, issues or proposals as required. Such sub-committees may include MYAC members, with the approval of the Chair, provided a MYAC member chairs the sub-committee. Sub-committees shall report to the MYAC through the sub-committee Chairperson.

9.4 Quorum for a full Committee meeting will be 50% of the current membership plus 1.

9.5 On matters requiring votes, the Committee shall strive for consensus, and shall normally only communicate the consensus majority position to the Town CAO. On matters where there is significant lack of Committee consensus, minority positions may also be reported to Council through the office of the Chief Administrative Officer (CAO/Town Manager) at the discretion of the Chair. The Chair, except where disqualified to vote, may vote on all questions, and when doing so, shall vote last.

10.0 AMENDMENTS

10.1 Amendments to the Terms of Reference can only be made by Council.

4 MYAC Terms of Reference 26

10.2 MYAC may wish to review the Terms of Reference, from time to time, and make recommendations to Council through the office of the Chief Administrative Officer (CAO/Town Manager) regarding amendments.

Mayor’s Youth Advisory Committee (MYAC) – Application Form

Date: Name: Home Phone: Cell Phone: Address: Town: Postal Code: School: Grade: Age: Parent/Guardian Name:

I have read and understand the terms of reference of the committee and am willing and able to make the time commitment necessary for the Mayor’s Youth Advisory Committee (MYAC):

X X Youth Signature Date

Parental Consent required if youth is under the age of 18:

I am the Parent/Guardian of and give permission for ______to seek the position of representation to the Mayor’s Youth Advisory Committee.

Parent/Guardian Name: ______

Address and Phone No:______

5 MYAC Terms of Reference 27

X X Parent/Guardian Signature Date:

1. Why do you want to join the MYAC?

2. What personal skills and characteristics do you possess that would make you a good representative for youth?

3. Describe something you have accomplished that was of great importance to you. How did you contribute to the achievement?

4. List any awards or significant accomplishments you have achieved.

5. What clubs, organizations, or extra-curricular activities are you currently involved with?

6. Do you hold any leadership positions in any of the above?

7. Describe an important issue affecting the youth in the Town of Erin?

6 MYAC Terms of Reference 28

8. How do you think you can address the issue and make a difference?

9. What would you like to have accomplished by membership on this committee?

7 MYAC Terms of Reference 29

Staff Report

Report #: 2017-06C

Date: August-8-17

Submitted By: Dina Lundy, Clerk/Information Systems Manager

Subject: Information Technology Acceptable Use Policy

Recommendations:

Be it resolved that report 2017-06C – Information Technology Acceptable Use Policy, of August 8th, 2017 be received;

And that the Information Technology Acceptable Use Policy IT-001, attached as Appendix “A” to this report be approved.

Background:

As of January 2016, the Town has employed a full time System Administer as recommended and approved by Council, with the purpose of ensuring the continuous availability and security of all computer technology and equipment to support the operations of the municipality. Since this time, the Town has benefitted from much improvement in this area both in IT infrastructure and service improvements.

Now that in house IT is well established, attention has been turned to putting policies in place to guide the use of the Town’s resources, as well as for the security and protection of our devices, systems, and data. The attached IT Acceptable Use Policy, is the first of several policies that the department will be implementing.

A clear and comprehensive policy addressing the use of technology within the Town of Erin is important to set clear expectations for authorized users and educate on the impacts of misuse, to protect the Town’s network from both inadvertent and malicious damage caused by the introduction of viruses, hacking or unauthorized uses; to avoid or address privacy issues and liability issues; and to monitor, audit, and control internet use and server storage to promote efficiencies and control costs.

As part of the implementation, a communication process is planned to ensure that all authorized users are aware of and understand the policy. 30

Conclusion:

Acceptable Use Policies are common within organizations to ensure appropriate use of corporate IT resources, and are designed to protect the organization, its employees, residents, and other partners from harm caused by the misuse of the Town’s IT systems, whether inadvertent or deliberate. This policy will be implemented immediately following Council approval.

Appendices:

Information Technology (IT) Acceptable Use Policy

Policy No: IT-001 Information Technology (IT) Effective Date: 08-08-2017 Acceptable Use Policy Revision:

PURPOSE:

The purpose of this policy is to guide users of the Town of Erin’s Information Technology (IT) infrastructure. It balances the ability for employees to work productively while also ensuring the security of the Town’s IT network and crucially, the data on it. This policy applies to all authorized users offered access to the municipality’s IT resources, hereinafter referred to as ‘users’.

INTRODUCTION:

The increasing use of information technology has fundamentally changed the workplace as valuable IT resources such as email, the internet, intranets, mobile devices etc. are used in many innovative ways.

This Acceptable Use Policy of Information Technology or “IT” is designed to protect the Town of Erin, our employees, residents and other partners from harm caused by the misuse of our IT systems and our data. Misuse includes both deliberate and inadvertent actions.

The repercussions arising from the misuse of our systems can be severe. Potential damage includes, but is not limited to, malware infections (eg. computer viruses), legal and financial penalties for data leakage, and lost productivity resulting from network downtime.

The Town is committed to ensuring that its IT resources are maintained through appropriate use. All employees are responsible for the security of our IT systems and the data on them. As such, all employees must ensure they adhere to the guidelines in this policy at all times. Should any employee be unclear on the policy or how it impacts their role they should speak to their manager or the Clerk.

DEFINITIONS:

‘Users’ are everyone who has access to any of the Town of Erin’s IT systems. This includes but is not limited to permanent employees, part-time and casual employees, temporary employees, contractors, agencies, consultants, and business partners.

‘Systems’ means all IT equipment that connects to the corporate network or accesses corporate applications. This includes but is not limited to desktop computers, laptops,

IT-001 Acceptable Use Policy Page 1 of 5

32 smartphones, tablets, printers, data and voice networks, networked devices, software, electronically-stored data, portable data storage devices, third party networking services, telephone handsets, video conferencing systems, and all other similar items commonly understood to be covered by this term.

‘Network” means a telecommunications network which allows computers to exchange data. Networked computing devices may exchange data with each other using either cable media or wireless media.

MONITORING/PRIVACY

Information Technology systems are a corporate resource, provided for the conducting of business for the Town of Erin. Users should be aware that all activity can be monitored by site logs and other means. While the Town respects the privacy of authorized users, it is important for users to understand that privacy and confidentiality is difficult if not impossible to achieve in the electronic age and therefore should not be an expectation of users when using the Town’s systems. Confidential or personal information should never be sent using the Town’s systems. All information stored on the Town’s technology systems remains the Town’s property, and the Town reserves the right to access the contents of all files stored on its systems and all messages transmitted through its IT infrastructure, and monitor any activity.

The Town’s firewall is configured to filter content under certain parameters, but in the unfortunate event that unacceptable content appears in your Town email account or on a web page, the user should delete the message or close the web browser immediately and inform the Systems Administrator. Inadvertently accessing an inappropriate site and immediately closing the web page or receiving an e-mail containing unacceptable content and immediately deleting will not normally be considered a violation of this policy.

SECURITY

Security on any system is a high priority, especially when the system involves multiple users. If you feel you can identify a security problem on the Town’s systems, you must notify the Systems Administrator – do not demonstrate the problem to other users.

Passwords are the primary method of controlling access to the Town’s systems and as such are highly confidential and must be protected. They may not be shared or made accessible to anyone other than the user. Further, users must not allow others to use a workstation when logged in with his/her authentication credentials.

IMPORTANT: It is a MANDATORY requirement that you log off or lock your computer when away from your desk.

IT-001 Acceptable Use Policy Page 2 of 5

USAGE

The primary purpose of the Town’s systems is to enable and enhance the business purpose of the Town. Users will follow this policy to enable reasonable and appropriate use, and to perform their jobs in accordance with all applicable laws and regulations. Any inappropriate, excessive or abusive usage may result in a user’s access privileges being limited or revoked, and Town employees may also be subject to disciplinary measures up to and including dismissal.

This policy does not circumvent any legislation, such as The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), The Ontario Human Rights Code, The Copyright Act, or the Criminal Code of Canada. The Town’s existing corporate and human resources policies also apply to conduct while using the Town’s systems.

Authorized users shall adhere to the following:

1. Users shall not distribute outside of the Town’s internal network in any form or format, any non-public information, unless such distribution has been properly authorized and where necessary, properly protected (eg. Encrypted, password- protected).

2. Users shall not, in any way, attempt to access confidential information or attempt to gain access to systems to which they have not been granted access.

3. Users should conduct email messaging in the same professional manner as they would other business correspondence, being mindful of the fact that email transmissions over the internet are not secure and may be intercepted, and that email is subject to the provisions of MFIPPA.

4. Users may connect unauthorized devices to the Town’s wireless GUEST network, however the Town’s secure and corporate local area network (LAN) does not support unauthorized devices and users are not permitted to connect these devices to the Town’s LAN.

5. Users are required to report any damage to or loss of Town property covered by this policy to the Systems Administrator, Clerk, or the CAO immediately following the incident or discovery.

6. Users must comply with copyright and licensing restrictions on any information and/or software which has been downloaded.

7. Users must not attach and send any corporate or business related files using web-based email, nor save any attached files received via web-based email to a

IT-001 Acceptable Use Policy Page 3 of 5

corporate device. The use of web-based email services such as gmail and hotmail is restricted.

Users are expected to do their part in helping to protect the Town’s computer network and information systems from use by unauthorized users. If you have any questions or concerns, or if you notice something that appears to be broken or suspicious, please contact the Manager responsible for IT.

Unacceptable use impedes the work of others or needlessly consumes IT resources. It may unintentionally damage the IT infrastructure and affect the Town’s ability to carry out its work and may generate extra costs.

Examples of unacceptable use are:

• Use for activities that contravene the law or this policy • Use for any activities that are offensive (including any type of pornography) • Sending any material that is obscene or defamatory or which is intended to annoy, harass or intimidate another person • Infringing on copyright or proprietary rights • Downloading music or video for personal use • Storing games, game-related data or personal web site material on any Town server • Streaming events, music, radio stations, videos etc. on-line • Use the Town’s IT resources to store large amounts of personal data (ie. music or picture files) • Create or knowingly spread computer viruses • Send ‘chain letters’ or junk mail (spamming) or broadcast transmissions using the Town’s email system • Damage files, equipment, software, or data belonging to others • Using a Town phone for personal long-distance calls • Sending any non-public Town data or document to an external email address without approval • Participating in internet chat groups of mailing lists that are not work-related • Changing the configuration of the Town’s computer or network services without authorization

The above list is not exhaustive. If, as an employee, you are unsure as to the appropriate use of technology or computers discuss this with your supervisor or with the Manager responsible for IT.

COMPLIANCE

Users are expected to use the Town’s information technology responsibly and respectfully. Ignoring or violating this policy puts the Town at risk and may result in

IT-001 Acceptable Use Policy Page 4 of 5

disciplinary action up to and including termination. Where users have a business related need for access to systems or services they don’t have access to, they are encouraged to discuss the need with their supervisor/manager and IT staff.

SUMMARY

The Town’s IT systems are put in place and provided for work related uses. IT is an essential component of daily operation with great benefits when used appropriately. The key to managing these systems within the organization is to establish goals, policy guidelines, and resources required to achieve maximum gain with minimal risk. This Acceptable Use Policy and the right management software to achieve compliance will ensure the corporation’s success.

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USER ACKNOWLEDGEMENT

I have read and understand the terms of the Town of Erin’s Acceptable Use Policy (AUP), and agree to abide by them.

I understand that the AUP guides users of the Town’s IT infrastructure by balancing the user’s ability to benefit fully from information technology and the Town’s need for secure and effectively allocated IT resources. I also understand that accessing material and using resources in unacceptable ways may expose the Town to embarrassment and possible litigation, and therefore I understand the requirement for this policy.

I realize that the corporation’s security software may record and store for management use any activity on the Town’s IT systems. I understand that any violation of this policy could lead to disciplinary action up to and including dismissal.

Name (please print clearly):______

Signature: ______

Date: ______

Note: This signed acknowledgement will be filed in your personnel file. IT-001 Acceptable Use Policy Page 5 of 5

Staff Report

Report #: 2017- 015 Ec Dev

Date: August 8, 2017

Submitted By: Robyn Mulder, Economic Development Officer

Subject: Community Improvement Plan Update

Recommendations:

Be it resolved that Council receives the Town of Erin - Community Improvement Plan presentation of August 8th, 2017;

And that Council authorize staff to prepare the Town of Erin - Community Improvement Plan Program;

And that Council direct staff to include all nine incentives identified in this report in the Community Improvement Plan Program;

And that Council confirms the $20,000 funding allocated in the 2017 budget cycle be assigned to develop the Community Improvement Plan.

Background:

On February 2017, Council approved a resolution that stated “to proceed with the development and implementation of 2 business incentive programs for 2017”.

 Façade, Signage and Property Improvement Grant  Tax Increment Equivalent Grant (incentive)

Upon further research and feedback from the Ministry of Municipal Affairs and surrounding municipalities, it was advised that the Town should consider including all nine incentives into the CIP so that Council has the flexibility to choose without having to update the plan annually. In addition, to developing a CIP program that includes all incentive criteria and forms, the Town will also need to conduct a formal public consultation as required under the Planning Act and update our Towns CIP By-Laws that specify the proposed CIP area/s.

The Ministry of Municipal Affairs provides guidelines based on best practices in developing a CIP program. By following these guidelines, the Town is following a holistic approach to 37

achieve the best possible outcome for the community. It is a three stage process and the Town is currently in Stage 2.

Stage 1 – Building the Foundation Community Vision  Getting Ready - complete  Needs Identification - complete  Community Engagement - complete

Stage 2 – Preparing your Plan Building the Foundation  Research and Analysis - complete  Strategic Policy Development - in progress  Marketing Strategies - in progress  Monitoring Policies - in progress  Internal Action Plan - in progress

Stage 3 – Implementing your Plan Getting Started (to be completed when CIP By-Law is passed by Council)  Program Establishment  Program Promotion  Program Monitoring  Effective Service Delivery  Make Necessary Adjustments

Although municipalities are responsible for making local decisions including compliance with any applicable statutes or regulations, it is strongly recommended that municipalities obtain independent legal or professional advice when they develop community incentive based programs.

Extra time and work will be needed to develop all nine incentives and fulfill the requirements of the Planning Act, including at least one formal “Public Meeting” after 20 days public notice that include statements on who can appeal (s. 17(24) of the Planning Act) and any restrictions on who may be added as party to an appeal before Ontario Municipal Board (s 17 (44.1).

Staff have identified the following nine financial incentive programs that are to be included in the CIP.

1) Facade, Signage and Property Improvement Grant 2) Tax Increment Equivalent Grant 3) Design and Study Grant 4) Planning Application and Building Permit Fee Grant 5) Building Improvement Grant 38

6) Accessibility Grant 7) Building Conversion and Expansion Grant 8) Contamination Assessment and Brownfield Tax Assistance Grant Program 9) Vacancy Rebate Program for Commercial and Industrial

Financial Impact:

The $20,000 allocated in the 2017 budget cycle is consistent with the Capital Budget request document that the funding be used to develop a CIP program.

Consultation:

Public consultation and input has been received from the Erin Business Improvement Area (BIA), Let’s Get Hillsburgh Growing (LGHG) Committee and Erin Economic Development Committee (EEDC). Town staff have been in contact with the Ministry of Municipal Affairs, County of Wellington planning staff and Economic Development Officer specialists from other municipalities.

Communications Plan:

A comprehensive communication strategy will be developed and executed once the program incentives have been developed and are ready to be launched.

Conclusion:

The Town of Erin is implementing new incentives that help stimulate local Economic Growth and support the Town’s desire to be perceived as “Open for Business”. This CIP is one such initiative that will further our commitment to support and encourage new growth and business revitalization. The CIP in its expanded form is expected to be launched in early 2018 to the business community.

Staff Report

Report #: 2017-10F

Date: August-8-17

Submitted By: Ursula D’Angelo, Director of Finance

Subject: Approval of Accounts

Recommendations:

Be it resolved that Council receives the Report #2017-10F on “Approval of Accounts” on August 8, 2017.

Background:

Invoices in the amounts listed below have been authorized for payment by Department Heads, or their designates, and entered for payment as follows:

Cheque Register 10/07/2017 $ 9,061.04 10/07/2017 $ 1,165,642.51 12/07/2017 $ 84,269.28 12/07/2017 $ 152,422.03 19/07/2017 $ 21,386.01 19/07/2017 $ 3,340.76 19/07/2017 $ 1,778.38 26/07/2017 $ 125,433.78 26/07/2017 $ 9,171.39 31/07/2017 $ 596.00 14/07/2017 manual $ 102.77

$ __1,573,203.95

Larger Payments

Cheque #000862 – Upper Grand District School Board - $ 1,005,588.91 –2017 2nd Quarter Levy Cheque #000863 – Wellington Catholic District School Board - $ 160,053.60 – 2017 2nd Quarter Levy Cheque #000872 – Blackport Hydrogeology – $ 11,723.75 - SSMP Water EA Cheque #000875 – City of Guelph - $ 11,845.86 – Fire Dispatch Agreement/Radios 40

Cheque #000917 – Pollard Highway Products - $ 38,949.61 – Dust control Cheque #000982 – Pollard Highway Products - $84,135.77 – Dust control

Financial Impact:

The accounts, as listed, will be paid as submitted.

Consultation:

Department Heads and CAO.

Communications Plan:

Regular report to Council.

Conclusion:

That Council receives the report from the Treasurer regarding the payment of the Accounts.

Appendices:

N/A

Staff Report

Report #: 2017-11F

Date: August-8-17

Submitted By: Ursula D’Angelo, Director of Finance

Subject: Second Quarter Financial Report - 2017

Recommendations:

Be it resolved that Council receives the Director of Finance’s Report “Second Quarter Financial Report”, for information purposes.

Background:

This report is to provide Council the first six months of financial results up to June 30, 2017 (Appendix A) and Capital Projects Update (Appendix B). Results are a comparison between actual transactions and percentage of budget used for 2017. It is expected that departments would have used at least 50% of budget. Variance explanations will be provided for departments that were less than 40% or greater than 60% of budget.

The overall financial results for the Town of Erin, is a surplus of $96k for the first six months of 2017. Departmental Net results were slightly lower at 48% from the expected 50% mainly due to timing difference on expenditures in the Roads Department offset by advance payment to the conservation authorities. Non-departmental net results were also slightly lower at 49% mainly due to supplementary revenues that will realize in the second half of the year. Variance explanations for departments that had less than 40% or greater than 60% of budget will be provided below.

Conservation Authorities – Net Operations Result $127,132 or 83% of Budget

The net operations results for the department are higher at 83% of budget mainly as a result paying Credit Valley Conservation Authority for the entire year. We are expecting final results to be slightly higher than budget because of timing of budget approvals for the conservation authorities. This will be corrected during the 2018 Budget process.

Animal Control – Net Operations Result $1,577 Surplus of Budget

Animal Control services is currently in a surplus position because timing of expenditures from services provided by the Ontario SPCA and Humane Society were lower than the expected 50%. Net operations are expected to meet budget by the end of the year.

Roads – Net Operations Result of $1,086,297 or 41%

The operating results for the Roads Department was mainly the result of lower than expected spending at 19% of gravel surface and 12% of debt servicing related to payments due in November. Revenues were at 15% of budget mostly due to the gravel levy which is collected by the end of the year.

Recreation & Parks - Net Operations Result $426,648 or 63%

Net results for the first six months of operations was partly caused by revenues at 30% due to seasonal variations for ice rental. Baseball diamond rentals started in June and there were many rain outs in addition to a decrease of rental contracts for two men’s league. Soccer rental was also lower as invoicing was completed after June 30. Rentals for halls are usually slow in the first six months of the year.

Expenditures were at 46% mostly due to utilities costs. Natural gas was 79% of budget mainly because of changes to account allocations that will be adjusted for the 2018 Budget process. Water/sewage costs was at 70% due to Upper Grand District School Board charges received in April after 2016 year end. We expect savings in Hydro costs caused by energy conservation efforts such as installing LED lights in both community centres. Adjustments are expected for 2018 Budget and are difficult to quantify due to energy conservation efforts.

Water - Net Operations Result is at 46% of Expenditures

Revenues for the delivery of water services was at 46% due to a wet spring where demand was lower. Expenditures were lower than the anticipated 50% mostly in general maintenance costs that were at 22%. Consulting services expenditures of which $405 will be reallocated to supplies and material by the third quarter and, therefore, actual results are slightly under budget.

Financial Impact:

No financial impact.

Consultation:

n/a

Communications Plan:

For information purposes only.

Conclusion:

This report provides Council and the public accountability and transparency of financial activity for the Town of Erin for the second quarter. The Second Quarter Financial Report provides Council with a synopsis of actuals for revenues and net operations as a percentage of budget spent for all departments. In addition, it provides explanations for any significant variances that may be of concern.

Appendices:

Appendix A – 2017 Budget to Actuals Report – June 30, 2017 Appendix B – Departments Budget to Actuals Report – June 30, 2017 Appendix C – 2017 Capital Projects Update 44 Appendix A

2nd Quarter Statement of Operations ‐ Ending June 30, 2017

2016 Actuals 2017 Budget 2nd Quarter 2017 Actuals Expenditures Revenues Net Expenditures Revenues Net Expenditures Revenues Net % Budget Departments Council 129,593 ‐ 129,593 147,200 ‐ 147,200 62,679 ‐ 62,679 43% Administration 1,405,406 485,534 919,872 1,555,800 439,550 1,116,250 775,754 199,064 576,690 52% Town Rental Facilities ‐ 1,873 (1,873) 21,170 24,400 (3,230) 4,155 9,360 (5,205) 161% Committees of Council 31,816 23,324 8,492 102,550 28,400 74,150 48,910 8,771 40,138 54% Building 335,618 335,618 0 343,400 340,000 3,400 154,532 154,532 ‐ 0% Planning 131,705 16,731 114,974 78,700 34,000 44,700 28,204 3,800 24,404 55% Bylaw/Crossing Guards 72,050 500 71,550 72,050 2,200 69,850 36,589 600 35,989 52% Conservation Authorities 145,520 145,520 154,000 ‐ 154,000 127,132 ‐ 127,132 83% Animal Control 36,882 28,520 8,362 53,850 40,100 13,750 18,952 20,529 (1,577) ‐11% Fire & Emergency Services 723,314 127,859 595,455 926,300 130,200 796,100 461,075 70,229 390,846 49% Roads 2,464,628 81,080 2,383,548 2,748,400 86,200 2,662,200 1,098,912 12,615 1,086,297 41% Streetlights 131,167 123,145 8,023 196,000 196,000 ‐ 98,053 98,053 ‐ Water 1,557,689 1,579,530 (21,841) 1,522,700 1,522,700 ‐ 707,739 707,739 ‐ Environmental Services 42,935 21,093 21,841 23,370 ‐ 23,370 7,624 6,639 985 4% Recreation & Parks 1,270,042 685,783 584,259 1,403,950 723,800 680,150 643,487 216,839 426,648 63% Cemeteries 45,957 8,172 37,785 36,190 ‐ 36,190 797 ‐ 797 2% Economic Development 180,018 26,936 153,083 228,100 72,100 156,000 115,853 25,513 90,340 58% BIA 43,724 44,416 (692) 48,800 48,800 ‐ 17,579 28,653 (11,074) Infrastructure Renewal 514,899 ‐ 514,899 483,896 483,896 241,948 ‐ 241,948 50% Sub‐Total 9,262,964 3,590,114 5,672,850 10,146,426 3,688,450 6,457,976 4,649,974 1,562,936 3,087,037 48%

Non‐Departmental Transfer for Capital Projects 766,844 766,844 500,700 500,700 250,350 250,350 50% Tax Levy 5,762,584 (5,762,584) 6,325,944 (6,325,944) 3,162,972 (3,162,972) 50% PILS and Supplementary taxes 122,401 (122,401) 122,500 (122,500) ‐ OMPF Allocation 588,000 (588,000) 590,100 (590,100) 295,050 (295,050) 50% Tax Write/Offs (40,564) 40,564 (90,000) 90,000 (25,058) 25,058 28% From Working Capital Reserves ‐ 10,132 (10,132) ‐ Sub‐Total 766,844 6,432,421 (5,665,577) 500,700 6,958,676 (6,457,976) 250,350 3,432,964 (3,182,614) 49%

Net Operating Results (Surplus) 7,272.90 ‐ 4,900,324 4,995,900 (95,577) 45 Appendix B

Town of Erin