AGENDA COMMITTEE OF THE WHOLE PUBLIC WORKS/ENVIRONMENTAL SERVICES/FACILITIES
Monday, March 16, 2020, 6:30 PM Corporation of The Township of Edwardsburgh Cardinal Council Chambers, Spencerville Ontario
1. Call to Order – Chair, Councillor Cameron
2. Approval of Agenda
3. Disclosure of Pecuniary Interest & the General Nature Thereof
4. Business Arising from Previous Committee of the Whole Meeting Minutes (if any)
5. Delegations and Presentations
a. Fort Town Night Run - Michel Larose
6. Discussion Items
a. Arena Contributions b. SLCEDC Financial Statements c. COVID 19 & Township Operations
7. Action/Information Items
a. Fort Town Night Run Request - Closure of Windmill Rd b. Fuel Management System Update c. 2019 Cardinal & Edwardsburgh Industrial Park Water System Summary Reports d. 2019 Prescott Water System Annual Report e. Industrial Park Wastewater Budget Update f. Industrial Park Water Budget Update g. JRDR Assessment Schedule Update
8. Councillor Inquiries/Notices of Motion
9. Mayor’s Report
10. Question Period
11. Closed Session a. Proposed or pending acquisition or disposition of land by the municipality; Specifically: Industrial Land and Minutes of Closed Session dated February 18, 2020
12. Report Out of Closed Session
13. Adjournment
Page 2 of 2 MINUTES COMMITTEE OF THE WHOLE PUBLIC WORKS/ENVIRONMENTAL SERVICES/FACILITIES
Tuesday, February 18, 2020, 6:30 PM Corporation of The Township of Edwardsburgh Cardinal Council Chambers, Spencerville Ontario
PRESENT: Councillor Hugh Cameron Mayor Pat Sayeau Deputy Mayor Tory Deschamps Councillor Stephen Dillabough Councillor John Hunter John Bush, Advisory Member Mark Packwood, Advisory Member
STAFF: Dave Grant, CAO Rebecca Williams, Clerk Mike Spencer, Manager of Parks, Recreation & Facilities Gord Shaw, Environmental Services Brian Moore, Fire Chief
1. Call to Order - Chair, Councillor Cameron Councillor Cameron called the meeting to order at 6:30pm. 2. Approval of Agenda Moved by: M. Packwood Seconded by: Deputy Mayor Deschamps That the agenda be approved as presented. Carried
3. Disclosure of Pecuniary Interest & the General Nature Thereof None. 4. Business Arising from Previous Committee of the Whole Meeting Minutes (if any) Members asked for a status update with respect to the Industria l Park water and sewer budgets. It was noted that staff has requested the final budget numbers from the Town of Prescott. Members confirmed that the item will be added to the advanced agenda preparation document to monitor.
. 1 Page 1 of 92 5. Delegations and Presentations None. 6. Discussion Items None. 7. Action/Information Items a. 4th Quarter Fire Report Committee reviewed the report and discussed in detail the number of "assistance not required" and "cancelled on route" calls for the 4th quarter. Members discussed how the call for assistance is received and managed through the dispatch system, specifically with respect to the need for dispatchers to receive more specialize training in order to help mitigate firefighters being dispatched for a call and then being cancelled. It was noted that on a regular call for assistance, at least 2 fire vehicles and a number of volunteer firefighters are sent. Members inquired if the Fire Department has a mechanism to address the issue with respect to responding to calls and then being informed that they were cancelled on route or that their assistance was no longer required . It was noted that due to liability concerns, the Fire Department always responds to the dispatch request. b. 2019 MTO Calls Update Committee reviewed the report and noted that MTO has on ly paid for approximately 25% of the calls, and the Fire Department has collected approximately 48% of the total billing for 2019. Members confirmed that the concern with respect to MTO only remitting a portion of costs to the overall services invoiced has been raised at the Fire Ch iefs meeting and through the association. It was noted that Fire Chiefs across the province are encountering similar issues and that the Ontario Association of Fire Chiefs will be focusing on MTO payment concerns throughout 2020. Members debated if the Township should seek other municipal Fire Chiefs to partner in a joint AMO delegation. c. Firefighters Association - Participation in Rodeo Committee reviewed the report and discussed the follow matters: mechanism to raise funds, cost of admission for rodeo and dance, potential revenue from advertisement sales, allocation of fa cility rental costs, history of the circuit rodeo in Spencerville, types of competitions taking place at the rodeo, services provided by the Firefig hters Association for the event, level of public interest, and liability concerns. Members confirmed that the Township has not been approached to provide in-kind support for garbage removal. d. 4th Quarter Facility/Maintenance Report
2 Page 2 of 92 Committee reviewed the report and inquired about what was wrong with the Spencerville zamboni. It was noted that the Township had to replace the front axle on the zamboni. Committee extended their appreciation to the Town of Prescott for their assistance in allowing the Township to utilize Prescott's equipment. e. 4th Quarter Recreation/Facility Stats Report Committee reviewed the report and discussed the reduction in ice hours rented from October to December 2019 and how it resu lted in $8,000 less revenue for the Cardinal arena and $6,500 less revenue for the Spencerville arena. It was noted that the reduction is a result of the South Grenville Minor Hockey (SGMH) league and recreational league reducing the amount of ice hours rented per week. Members commented on the overall prime time usage rate being at 90% and teams within the SGMH league shuffle locations to utilize available ice time. Members noted a discrepancy in the December ice rental chart, specifically with respect to the 2019 percentages for total use. Members noted that the public can pay $10 to use the ice for one hour when the ice is vacant. f. ATM's at Township Arenas Committee reviewed the report and noted their support of the initiative. g. 4th Quarter Operations Report Committee reviewed the report and discussed the locations and options available with respect to purchasing the transfer station pu nch cards. There was a general discussion with respect the average month flow at the Cardinal VWVTP , specifically regarding how the flows increase during certain months as a result of melting snow and precipitation. Members suggested that the report may indicate that there is additional infiltration into the system that is not being addressed. It was noted that the infiltration may be seeping into the system from a number of different sources, including the pipes and flow stations. It was noted that certain pumping stations have higher flows throughout the year due to their location within the village. h. 2019 Annual Water Reports - Cardinal Water System & Edwardsburgh Industrial Park Distribution System Committee reviewed the report and acknowledged the efforts of the Environmental Services department that works to ensure the systems are in compliance with the regulations. Moved by: M. Packwood Seconded by: Mayor Sayeau That Committee recommend that Council:
3 Page 3 of 92 1. Receives the 2019 annual water reports for CWS an d EDS; and 2. Direct staff to post the annual water reports to the Township website; and 3. Direct staff to notify users via social media and the local newspaper of the report availability. Carried
1. 2019 Annual Water Pollution Control Plant Report Committee reviewed the report and discussed the licence classification level requirements for employees to operate the Card inal WPCP system. Moved by: M. Packwood Seconded by: Councillor Dillabough That Committee recommends that Council: 1. Receive the 2019 annual report for the Cardinal water pollution control plant; and 2. Direct staff to submit the report to MECP prior to the March 31 deadline. Carried
J. Card inal Drinking Water System MECP Inspection Report Committee reviewed the report and acknowledge the efforts of the Environmental Services department. k. Government Proposed Blue Box Administration Changes Committee reviewed the discussed the draft blue box resolution, specifically with respect to Council's proposed transition date, rationale for the selected transition date of February 2022, and if the Township is interested in continuing to provide services, such as contract administration and collection. There was a general discussion with respect to the Township possibly providing in-house collection services and the revenue it may generate. Moved by: Councillor Hunter Seconded by: J. Bush That Committee recommends that Council including the following rationale in the Council resolution: 1. Council consider a transition date of January 2022.
4 Page 4 of 92 2. Rationale for this start date is due to the contract between the Township and Waste Connections expiring in February 2022. 3. Council may have an interest in providing services such as contract administration and management and in-house collection services. 4. That the Director of Operations assumes the role of key contact. Carried
I. Fuel Management System Committee reviewed the report and discussed how the card-lock system will integrate and produce usable data for Citywide. There was a brief discussion with respect to the Township's current fuel management tracking system and if a 1 to 2 step process to take the information from the card-lock system and input into Citywide would be efficient. Committee discussed the options of purchasing and leasing the Cube card-lock system from Ultramar, specifically with respect to possible cost savings, ownership of the system, integration with other Township software, and if the system would be transferable if the Township were to ever change fuel suppliers. Members inquired if the cards would be delegated to each employee or assigned to each piece of equipment. It was noted that in order to accurately track the fuel intact of each piece of equipment, that the card would be assigned to the vehicle. Committee discussed the idea of reaching out to other users of the Cube card-lock system , as well as surrounding municipalities that have a fuel management system already in place. Committee asked for clarification with respect to if it is necessary to have fuel tanks at both the Cardinal and Pittston garage. It was noted that both locations should continue to have fuel tanks due to the snow plow schedule and routes, specifically in regards to allowing vehicles to fuel up in Cardinal rather than driving back and forth to Pittston during special weather events. Members noted that the Fire Department vehicles in Cardinal would likely utilize the fuel tanks at the Cardinal garage. There was consensus from Committee to request staff to contact other users of the Cube card-lock system, as well as surrounding municipalities to gather more details with respect to their fuel management systems. It was noted that a report will be prepared for the March meeting. 8. Councillor Inquiries/Notices of Motion Councillor Dillabough noted that the Canada flags in Johnstown need to be replaced . It was noted that staff is aware if the issue, and that the flags are replaced 3-4 times per year. 9. Mayor's Report
5 Page 5 of 92 None. 10. Question Period The following questions/comments were raised :
• Fuel management integration 11. Closed Session Moved by: Councillor Hunter Seconded by: Deputy Mayor Deschamps That Committee of the Whole proceeds into closed session at 8:05 p.m. in order to address a matter pertaining to:
• Proposed of pending acquisition or disposition of land by the municipality or local board; Specifically: Industrial Land and Closed Session Minutes of January 15, 2020
• Labour relations or employee negotiations; Specifically: Public Works Position Classification Carried
a. Proposed or pending acquisition or disposition of land by th e municipality or local board ; Specifically: Industrial Land and Closed Session Minutes of January 15, 2020 b. Labour relations or employee negotiations; Specifically: Pu blic Works Position Classification Moved by: Councillor Hunter Seconded by: Deputy Mayor Deschamps That the closed meeting does now adjourn and the open meeting of Committee of the Whole does now resume at 8:51 p.m. Carried
12. Report Out of Closed Session Councillor Cameron noted that Committee reviewed the minutes of January 15 and provided directions to staff with respect to the Public Works position classification. Moved by: Councillor Dillabough Seconded by: Mayor Sayeau That Committee of the Whole approves the minutes of the closed session dated January 15, 2020.
6 Page 6 of 92 Carried
13. Adjournment Moved by: Deputy Mayor Deschamps Seconded by: Councillor Hunter That Committee does now adjourn at 8:52 p.m. Carried
Chair Clerk
7 Page 7 of 92 TO SHIP OF AUGUSTA
/
Date: November 1, 2019 Report #: 2019-123 Seconded By:\.J.lC j o~C)M,OU Resolution No 2
BE IT RESOLVED THAT Council receive the attached report for information; and:
THAT Council authorize the CAO and Mayor to express support for and actively participate in the Prescott 2019 Canada Infrastructure Program - Community Centre and Recreation funding application; and
THAT Council authorize the CAO and Mayor to continue contract negotiations with the town of Prescott and Township of Edwardsburg-Cardinal (EC) to increase Augusta's contribution to South Grenville's arenas net operating expenditures based on Prescott's proposal to Council, dated October 9, 2019, to be allocated equally 1/3 to the three municipalities, capped at $25,000 per operating rink per year; and
THAT Council support Edwardsburgh-Cardinal's proposals to make the agreement effective January 1, 2019; and
THAT Council pay the hockey and skating associations as per Report 2017-043, for 2019- 2020, but upon successful completion of an agreement with both municipalities, discontinue the payment for the 2020-21 season and going forward.
RECORDED VOTE:
FOR AGAINST Councillor Bowman Councillor Henry Mayor Malanka Councillor Schapelhouman Deputy Mayor Shaver
CARRIED ~(i.j cv:n,O ,L_ DEFEATED ______ayor Mayor
Declaration of pecuniary interest by:. ______
Nature of interest:. ______
D Disclosed His/HerfTheir Interest D Vacated His/HerfTheir Seat □ Abstained from discussion & did not vote on the question Page 8 of 92 -p~CQ[f TilE FOl\[TOWN
Emergency Special Council November 6, 2019
~-2019 Moved by: Seconded by: ------~
That Council authorize the Chief Administrative Officer and Mayor to continue contract negotiations with the Township of Augusta and the Township of Edwardsburgh Cardinal to established an agreement for the South Grenville's arenas net operating expenditures based on the proposal that the Town of Prescott presented to the Township of Augusta on October 9, 2019 and to the Township of Edwardsburgh Cardinal on October 15, 2019, to be allocated equally 1/3 to the three municipalities, capped at $25,000 per operating rink per year; and
That Council support the proposal to make the agreement effective January 1, 2019j Of'\~
Tha ++h i.S wou\d b e. ~ -\own o~'R re.-S(O -\t'~~~,o -H o;::\i f'j tX)S'l -k O() WI' +h REQUESTED BY: ~c\wardsb L\j)~ \ u~n Cavd,ro.\ 11:~ RECORDED VOTE YES NO imof\ tv\o~ j No\J' ~ be.r l \ , cl'.J \9 . Councillor Leanne Burton Councillor Teresa Jansman
~ Councillor Lee McConnell CARRIED: V Councillor Mike Ostrander TABLED: Councillor Gauri Shankar DEFEATED: Mayor Brett Todd RECORDED VOTE: Councillor Rav YounQ
BRETT TODD, MAYOR MATTHEW ARMSTRONG, ACTING CLERK
Page 9 of 92 Page 10 of 92 Page 11 of 92 Page 12 of 92 St. Lawrence Corridor Economic Development Commission STATEMENT OF FINANCIAL ACTIVITIES AND BANK BALANCE - 2019 Edwardsburg Augusta Prescott Elizabethtown Brockville Front of Leeds & 1000 DATE Ref DETAILS AMOUNTS Cardinal Kitley Yonge Islands Total Annual Membership Fee @ $4/Resident (Per 2016 Census) $ 247,760.00 28,372.00 29,412.00 16,888.00 39,416.00 85,384.00 10,428.00 37,860.00 Amount Due (Prepaid) from prior year $ 37,652.00 $ - $ 154.00 $ - $ (260.00) $ 360.00 $ 290.00 $ 37,108.00 RECEIPTS/DEPOSITS: 16-Jan-19 Issued in Dec 2018; deposited in January 2019 $ 37,860.00 37,860.00 15-Apr-19 Augusta Township - 1st half 2019 $ 14,860.00 14,860.00 29-Apr-19 Augusta Township - 2nd half 2019 $ 14,706.00 14,706.00 29-Apr-19 Prescott - 1st half 2019 $ 8,444.00 8,444.00 30-Apr-19 FOY - 1st half of 2019, less prior year adjs. $ 4,634.00 4,634.00 7-May-19 Prescott - 2nd half of 2009 $ 8,444.00 8,444.00 7-May-19 EK - 1st half of 2019 - Prior year cfwd $ 19,448.00 19,448.00 8-May-19 Brockville - Full year 2019 $ 85,744.00 85,744.00 4-Jun-19 EC Full Year + FOY - Full year with prior year adj $ 33,894.00 14,186.00 19,708.00 18-Jun-19 TLTI - 1st half + prior year adj. $ 18,178.00 18,178.00 28-Jun-19 EC 1/2 Year $ 14,186.00 14,186.00
Total Receipts $ 260,398.00 28,372.00 29,566.00 16,888.00 39,156.00 85,744.00 4,634.00 56,038.00 Balance Due (Prepaid) at End of Period$ 25,014.00 - - - - - 6,084.00 18,930.00
EXPENDITURES:Chq/DD Ref: Inv Ref Cheque Commissioner Consulting Travel/Accom Office Meeting Bank Service Membership Advertising Legal Corporate Biz-Dev Biz-Dev Biz-Dev Prepaid HST Amount Contract Fee i.e. Up&2TR Supplies Expenses Charges & Conference & Promtions Fees Insurance Comm Budget Board Budget Events Insurnace Rec 2019 Proposed Budget Estimates $ 338,600.00 138,000 42,000 7,200 5,000 1,000 240 960 12,000 2,000 3,200 72,000 42,000 13,000
7-Jan-19 1023 DLK Insurance - Board liability insurance 2019 $ 3,114.72 3,114.72 31-Jan-19 SC Bank and Service charges Jan $ 6.22 5.60 0.62 4-Feb-19 1024 Charlie Mignault - professional fees 1811 Jan $ 11,300.00 10,176.00 1,124.00 6-Feb-19 1025 Charlie Mignault - expense reimbursement Jan/Feb $ 1,381.07 1,243.70 137.37 20-Feb-19 1026 True Speed Internet Services Feb $ 68.36 61.56 6.80 28-Feb-19 1027 Charlie Mignault - professional fees/reimbursement Feb $ 12,180.58 10,176.00 792.99 1,211.59 28-Feb-19 1028 St. Lawrence College Feb $ 154.88 139.47 15.41 28-Feb-19 SC Bank and Service charges Feb $ 6.00 5.40 0.60 20-Mar-19 1029 True Speed Internet Services 116940/Mar $ 70.00 63.04 6.96 28-Mar-19 1030 St. Lawrence College SL190624 $ 154.88 139.47 15.41 28-Mar-19 1031 Charlie Mignault - professional services 1903&Exp $ 12,260.45 10,176.00 864.91 1,219.54 28-Mar-19 1032 St. Lawrence College Repl-1015 $ 154.88 139.47 15.41 29-Mar-19 SC Bank and Service charges Mar $ 6.00 5.40 0.60 5-Apr-19 1033 Charlie Mignault - Professional fee - Bonus Bonus pmt $ 20,340.00 18,316.80 2,023.20 8-Apr-19 1034 Henderson Printing Inc. 60894 $ 497.20 447.744 49.46 25-Apr-19 1035 St. Lawrence College 56200008 $ 154.88 139.47 15.41 30-Apr-19 SC Bank and Service charges April $ 11.08 9.98 1.10 1-May-19 1036 True Speed Internet Services April expenses $ 33.84 30.47 3.37 1-May-19 1037 Up & To the Right #1038,1060,1061 $ 5,414.96 87.37 762.12 4,026.85 538.62 1-May-19 1038 Charlie Mignault - Professional fee 1904-April $ 11,300.00 10,176.00 1,124.00 6-May-19 1039 Up & To the Right (4 months support costs) 1062-1065 $ 15,820.00 14,246.40 1,573.60 9-May-19 1040 Charlie Mignault - expense reimbursement April expenses $ 1,552.05 1,397.67 154.38 31-May-19 SC Bank and Service charges May $ 8.54 7.69 0.85 5-Jun-19 1041 Up & To the Right Inv#1066+1067 $ 5,132.69 3,561.60 1,060.55 510.54 7-Jun-19 1042 Charlie Mignault - prof fees/reimburse #May+Expenses $ 11,976.85 10,176.00 609.52 1,191.33 3-Jun-19 1043 True Speed Internet Services May & June $ 169.44 152.59 16.85 10-Jun-19 1044 St. Lawrence College 5620085 $ 154.88 139.47 15.41 26-Jun-19 1045 True Speed Internet Services Jul-19 $ 33.84 30.47 3.37 28-Jun-19 1046 Charlie Mignault - expense reimbursement Jun-19 $ 11,300.00 10,176.00 1,124.00 28-Jun-19 SC Bank and Service charges June $ 11.08 9.98 1.10 3-Jul-19 1047 Up & To the Right Inv#1070+1071 $ 6,167.32 3,561.60 1,992.26 613.46 29-Jul-19 1048 True Speed Internet Services July $ 33.84 30.47 3.37 29-Jul-19 1049 Henderson Printing Inc. July $ 590.52 531.78 58.74 25-Jul-19 1050 St. Lawrence College July $ 154.88 139.47 15.41 31-Jul-19 SC Bank and Service charges July $ 6.00 5.40 0.60 6-Aug-19 1051 Charlie Mignault - professional fees Jul-19 $ 12,142.34 10,176.00 758.55 1,207.79 9-Aug-19 1052 Up & To the Right July Travel/Misc $ 1,314.99 1,184.19 130.80 12-Aug-19 1053 Up & To the Right July Cons fees $ 3,955.00 3,561.60 393.40 26-Aug-19 1054 True Speed Internet Services Aug $ 33.84 30.47 3.37 27-Aug-19 1055 Charlie Mignault - professional fees Aug-19 $ 13,785.22 10,176.00 2,238.02 1,371.20 30-Aug-19 SC Bank and Service charges August $ 7.05 6.35 0.70 4-Sep-19 1056 Up & To the Right August $ 4,109.57 3,561.59 139.20 408.77 9-Sep-19 1057 Charlie Mignault - expense reimbursement August $ 2,485.22 2,238.02 247.20 25-Sep-19 1058 True Speed Internet Services 25-Sep $ 33.84 30.47 3.37 30-Sep-19 SC Bank and Service charges Sept $ 6.00 5.40 0.60 25-Sep-19 1059 Charlie Mignault - professional fees 19-Sep $ 11,300.00 10,176.00 1,124.00 4-Oct-19 1060 Up & To the Right Inv. 1078 $ 973.28 876.47 96.81 4-Oct-19 1061 Up & To the Right Inv. 1079 $ 3,955.00 3,561.60 393.40 4-Oct-19 1062 Up & To the Right Inv. 1080 - BUSL $ 1,611.95 1,451.61 160.34 4-Oct-19 1063 Charlie Mignault - expense reimbursement Sept. expenses $ 1,011.79 911.15 100.64 30-Oct-19 1064 Charlie Mignault - professional fees Oct $ 11,300.00 10,176.00 1,124.00 31-Oct-19 SC Bank and Service charges $ 7.05 6.35 0.70 30-Oct-19 1065 True Speed Internet Services 30-Oct-19 $ 33.84 30.47 3.37 7-Nov-19 1066 Up & To the Right Inv1085/1086/1087 $ 10,366.06 3,561.60 5,773.36 1,031.10 7-Nov-19 1067 VOIDED - Lost in the mail Lost in the Mail $ - - 8-Nov-19 1068 Charilie Mignault - expense reimbursement Oct expenses $ 1,387.58 1,249.56 138.02 27-Nov-19 1069 True Speed Internet Services 30-Nov-19 $ 33.84 30.47 3.37 27-Nov-19 1070 Charlie Mignault - professional fees Nov $ 11,300.00 10,176.00 1,124.00
S:\DP - Development & Planning\DP16 - Economic Development\DP17-05 CORRIDOR St. Lawrence Corridor - Ec DevPage Commission\Financial 13 of 92 Reporting\CORRIDOR Financials\CORRIDOR Financial Report - 31Dec2019 Final.xlsx/2019 Bank St. Lawrence Corridor Economic Development Commission EXPENDITURES:Chq/DD Ref: Inv Ref Cheque Commissioner Consulting Travel/Accom Office Meeting Bank Service Membership Advertising Legal Corporate Biz-Dev Biz-Dev Biz-Dev Prepaid HST Amount Contract Fee i.e. Up&2TR Supplies Expenses Charges & Conference & Promtions Fees Insurance Comm Budget Board Budget Events Insurnace Rec 2019 Proposed Budget Estimates $ 338,600.00 138,000 42,000 7,200 5,000 1,000 240 960 12,000 2,000 3,200 72,000 42,000 13,000
30-Nov-19 SC Bank and Service charges Nov $ 6.00 5.40 0.60 3-Dec-19 1071 Up & To the Right Inv#1090 and 1095 $ 4,142.86 3,561.60 169.17 412.09 3-Dec-19 1072 Henderson Printing Inc. Inv#63352 $ 1,674.00 1,507.49 166.51 11-Dec-19 1073 Charlie Mignault - expense reimbursement November expenses $ 2,226.62 2,005.14 221.48 19-Dec-19 1074 Charlie Mignault - professional fees Dec $ 11,300.00 10,176.00 1,124.00 19-Dec-19 1075 McDougall Insurance Brokers Ltd Policy SU800556 $ 3,267.00 272.25 2,994.75 31-Dec-19 SC Bank and Service charges Dec $ 7.05 6.35 0.70 Year End reallocation of 30% of Commissioners time $ - (4,689.78) 4,689.78 - Total Expenses $ 245,498.92 $ 140,428.80 $ 39,177.59 $ 10,942.83 $ 1,946.50 $ - $ 79.31 $ 1,807.76 $ 1,955.23 $ - $ 3,386.97 $ 18,994.41 $ - $ - $ 2,994.75 $ 23,784.76 Net Income - Year-to-Date (Cash Basis) $ 14,899.08 $ (0.01) Check Two years in total Bfwd 31Dec18 $ 32,098.60 12 Regular + Bonus Only 11 Paid YTD Bfwd Current $ 55,883.35 Ledger Bfwd - Beginning of Year - January 1, 2019$ 10,418.98 Ledger Balance Forward - End of Period $ 25,318.06 Less Outstanidng cheques None
Bank Balance - Calculated per General Ledger $ 25,318.06 Actual Bank Balance - 31Dec2019$ 25,318.06 Unaudited - Prepared by Ray Morrison, CPA, CA Unreconciled -$ 0.00 31-Dec-19
S:\DP - Development & Planning\DP16 - Economic Development\DP17-05 CORRIDOR St. Lawrence Corridor - Ec DevPage Commission\Financial 14 of 92 Reporting\CORRIDOR Financials\CORRIDOR Financial Report - 31Dec2019 Final.xlsx/2019 Bank TWP TOWNSHIP OF EDWARDSBURGH CARDINAL EC ACTION ITEM • ca
Committee: Public Works, Environmental Services & Facilities
th Date: March 16 , 2020
Department: Operations
Topic: Fort Town Night Run Event - Windmill Road
Purpose: To bring forth a request from the organizers of Prescott's Fort Town Night Run for a lane closure of Windmill Road.
Background: The 4th annual Fort Town Night Run is scheduled for the evening of nd Saturday May 2 , 2020 from approximately 8 pm to 9:30 pm . The 10km and 15km runs will start at Fort Wellington and will eventually head east along CR2 to Windmill Rd. Runners in the 10km event will turn around at the Battle of the Windmill site whereas participants of the 15km event will continue an additional leg into the Port of Johnstown, as shown on the attached maps in the Safety Protocol Package. After reaching the easterly extent of their routes, all participants will return to Fort Wellington. The organizers have contacted the Town of Prescott, UCLG and OPP for their support as well .
The delegation this evening is seeking similar support as their event last year. The volunteers will be responsible for providing safety equipment (vests, pylons etc.). Road closure details are attached . No concerns were received from affected residents last year.
Policy Implications: A resolution of support is required to approve the Windmill Road lane closure.
Financial Considerations: Nil
Recommendation: That Committee recommends that Council support and approve the request for a lane closure on Windmill Rd . during the Fort Town Night Run Event on nd May 2 , 2020 and notification be provided to affected residents.
Director of Operations CAO
Page 1 of 1 Page 15 of 92 Greater Fort Town Area Charity Presents The Fort Town Night Run Prescott, Ontario, Canada
Safety Protocols
We would like to acknowledge and thank our Risk Management Advisory Team: • Barry Moorwood, Fire Chief, Prescott Rescue/ Fire Department • Thom Brown, St John Ambulance in Brockville • Elizabeth Gevenrod-Wood, Director, Seaway Physiotherapy Centre • Tim Wood, Seaway Physiotherapy Centre Dr. Ruparelia, Family Physician Dr. Nikhil Bhatt, Family Physician Eli Silverman, Risk Assessment Specialist
ll Page
Page 16 of 92 Table of Content
Page Event Rules & Guidelines 3 Release of Liability, Waiver of all Possible Claims, and Assumption of Risk ("Release") 5 Event Alert System 6 Heat Stress Calculation 7 Risk Management for Lightning, Thunderstorms, and Tornadoes 8 Risk Management for Snow and/ or Slippery Conditions 10 Course Maps: !<:ids 1K Fun Run 11 Course Maps: SK 12 Course Maps: 10K 13 Course Maps: 15K 14 Course Maps: Positioning of Course Marshalls & Zone Captains for the SK 15 Course Maps: Positioning of Course Marshalls & Zone Captains for the 10K 16 Course Maps: Positioning of Course Mars halls & Zone Captains for the 1 SK 17 Corridors for Participants 18 Traffic Management 18 Emergency D etour Route for 1 OK 20 Emergency D etour Route for 1 SK 21 Course Maps: Positioning of Course Mars halls & Zone Captains for the E DR - 1 OK 22 Course Maps: Positioning of Course Mars halls & Zon e Captains for the EDR - 1 SK 23 Fort Wellington Ground Plan 24 Facilities - Bath.rooms 25 Start / Finish Line & Runners' Area 25 Water Stations 27 Lead & End Vehicles 28 Spectator Management 29 Lost Children's Policy 29 Animal Management 31 Headphones 31 Baby Joggers & Strollers 32 Guidelines to Facilitate Participation by Athletes with Disabilities 33 Incident Reporting 34 Communications 35 Medical Protocols 36
21 Page
Page 17 of 92 Event Rules & Guideline
The following event rules and guidelines are intended co ensure the safety of all participants, to meet the requirements of local government pennies and to be compliant with Athletics Canada recommendations for participan t records and event liability.
Participation As recommended by Athletics Canada, the Minimum Age Requirements is 14 years of age for a 1 OK. Each parricipant must sign an event waiver before participating in the event. Registrants under 18 years of age must have a statement signed by a parent or legal guardian permirting parricipation. In addition, parents with children under 10 years age must accompany them on the SK course. Any participant seeking accommodations due to a disability must submit a written request to the Race Director. E -mail your request to [email protected] at least one (1) week prior to the event. The Fort Town Night Run maintains a no refund and no deferment policy on all race entries and other offers. Exceptions to the policy may be made only in the event of military deployment, bereavement, or critical illness. In such cases, additional documentation may be required before a refund request is processed. All requests for exceptions m ust be made prior to the event. Regis tration closure is determined and announced when event participation reaches the established participant capacity.
Registration & Race Kits Pick-Up Parricipants must pick up their Race Kies during regularly scheduled hours. A Race Kit (Bib, Timing D evice, Safety pins, gear check bag and tag, H eadlamp, and T-Shirr) will NOT be released without a valid Bib Confirmation e-mail and/or valid Photo ID . Individuals will be able to pick up Race Kies on behalf o f others, as long as the registrant provides the appropriate Bib Confirmation e mail and/ or permission letter.
Participant Conduct and Safety Parricipants muse follow instructions as given from all event officials including race directors, course marshals, medical personnel, and fire & police officials, throughout the duration of the event. All participants are expected to conduct themselves in a professional and courteous manner towards the community and their fellow participants during their participation in the event. This means, for example, no alcohol consumption, urinating or defecating in public except in designated toilet facilities, parricipant obstruction anywhere on or near the course shall be strictly prohibited. Every participant shall be provided with an event bib number, which shall be visibly worn on the front of the parricipant's outermost layer during the event. The event bib number is to be worn as issued. No participant shall be permitted to parricipate in the event without the appropriate bib number. The use of music devices (e.g. iPods), cell phones, cameras or similar devices by participants while in the event is strongly discouraged at this event. To enjoy all that our event has to offer and for the safety of all parricipants, the Fort Town Night Run encourages a headphone-free environment during the running of this event. Volunteers will be providing direction s to help you to the fini sh line. The event officials reserve the right to disqualify an y participant using such devices who poses a sa fety hazard on the course. For the safety and enjoyment of all event participants, the courses are res tricted to registered runners/walkers, wheelchair division participants and offi cial race personnel only. The use of wheeled devices by participants or any other person authorized to be on the course shall be strictly limited to (a) wheelchair division participants, (b) authorized course officials, and (c) authorized course marshals on bicycles. Skateboards, rollerblades, unauthorized bicycles or any other wheeled device will not be permitted on the course. Baby joggers and strollers are not permitted on the 1K Kids Fun Run course. H owever, participants who chose to use baby joggers and/or strollers in the SK and 10K are asked to scare towards the back of the pack at the start line, need to yield co fa ster runners and cann ot impede other runners' progress. The event officials reserve the right to disquali fy any participant using such devices who poses a sa fety hazard on the course. No dogs/pets allowed at the FTN R, except for service dogs. The Event Organizers may ask if a dog is a service animal and will respect and abide by Bill 80, Ontario Service D ogs Act, 2016. Event organizers reserve the right to ask animal owners to be removed from event areas (exception with service a.nimals) , especially in the event's common spaces (e.g., start/ finish area, Runners' Area) . Animal owners are encouraged to understand and abide by the By-Law 23-94 of the Corporation of the Town of Prescott (B eing a by-law to prohibit and regulate the keeping of animals within Prescott). Participants must begin the event during the official recognized starting tim es. The course will remain secured until the Official E nd vehicle crosses the fini sh line. At that time, the event is officially concluded, there will be no traffic protection and course Aid Stations will cease operations. In order to avoid congestion, please try not to stop in front of a water station. Take yo ur cup and keep moving forward or move to the side. Allow runners behind you co get their water. Please keep the line chute area clear by continuing to jog or walk after crossing the finish line; wait for friends after the chute area. Medical personnel authorized by the event may examine any parricipant who appears in distress. If, in the sole opinion of authorized medical personnel, it is in the best interest of the participant's health and welfare, medical personnel may remove a participan t from the event.
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Page 18 of 92 Participants must retire at once from the race if ordered tO do so by a member of the event staff, medical staff, or any governmental authority, including fire and police offi cers. Event officials reserve the right to delay, cancel or suspend the race due tO fa ctors in accordance with Emergency Prorocol on severe emergencies and/ or weather. Participants should familiarize themselves with the Event Alert Sys tem (EAS) and adj us t their race plans accordingly. Participants are responsible for the recognition and understanding of event signage, symbols, and colours relating co participant warnings, maps facilities and directions.
The Start All participants are responsible for knowing the race's start rime and check-in method. All participants muse be present at the appointed rime tO receive instructions and co participate in th e Official Start of the race. Participants shall assemble in Fort Wellington for the race no less than 15 minutes prior to the race star t. All participants must be positioned behind the Official Start lin e and riming mat prior to the race start. Line up according tO your ability. If you are running an eight (8) plus minute kilometre pace, then you should not be in the front, as you might interfere with fas ter runners and potentially cause an accident. Participants with baby joggers an d stroll ers are asked to position themselves at the back of the pack and be mindful of safety when running.
Course Monitoring Any participants who refuses tO follow the directions of event officials, including fire and police o fficials, city officials or course marshals, or who conduct themselves in an unsportsmanlike manner, or who is offensive by action or language tO offi cials, volunteers, participants or spectarors may be disqualified by the event and from fu ture participation at the discretion o f race o ffi cials. No participant, after leaving the course, shall be allowed tO re-join the race fo r gaining a place. Any participant who has been found by a course marshal or event official tO have gained an un fair advantage by intentionally shortening the race route ("curring the course") shall be immediately disqualified from the event. Any person who participates in the event without a current official event bib number or riming advice, or a bib number or timing device not offi cially assigned to them, is subj ec t tO removal and disqualification from future events. A hands-on medical examination during the progress of an event by offi cially designated medical personnel shall not be considered assistance and will not resul t in disqualification if participant is deemed medically fit.
Result Timing All participants are assigned an electronic riming device prior co the event in their Race Kits. Participants must wear their assigned timing device continuously to receive an accurate fini sh time. Bib number must be visible and worn on the front of the ro rso co receive an accurate finish rime.
Timing Disqualification Participants fo und co be wearing two or more event-issued electronic riming devices during the race will be disqualified and their results will not be recorded. All participant fini sh rimes are reviewed by race officials before rimes are designated official and published. Participan ts must begin the event during the offi cial recognized starring rime in ord er to register an official course completion rime.
Awards Clock rim e (gun time) is th e offi cial rime fo r determining 1st, 2nd, and 3rd overall place awards in both races. Age group awards are based on one's age on race day. Age group and Team awards are based on offi cial net rime.
Exceptions Any individual requesting a waiver o f any of these rules from the event shall submit a written request no less than thirty (30) days prior tO the event date specifying the nature of and the reasons for the request.
Amendments/Reservations/Acknowl edgments The T rustees reserve the right, in accordance with the Ri sk Management Advisory Team, to modify, supplement or waive all or part of the event rules without no tice. Participan ts shall be bound by any modification or supplement o f the event rules published prior tO the event. Failure tO follow these event rules, as may be amended, will res ult in immediate di squalificati on, loss of awards and removal from offi cial results.
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Page 19 of 92 RELEASE OF LIABILITY, WAIVER OF ALL POSSIBLE CLAIMS, AND ASSUMPTION OF RISK ("RELEASE")
In consideration of participating, or the participation of those whom I am registering, in any and all activities, events or services (collectively, the "Event") in any way provided, organized, sponsored or authorized by the Greater Fort T own Area Charity, and its trustees, members, representatives, sponsors, contractors, volunteers and any other person or organization assisting therewith (collectively, the ''Event Organizers"), I, on behalf of mysel f and/or those whom I am registering, and my/their successors, heirs, assigns, hereby agree: • that (a) I am over the legal age of maj ority, and chat if I am registering a minor, I am the parent or guardian o f such minor; (b) if I am registering third parties, I have been duly authorized to ace on behalf of such parties and that I will provide a copy of, or make communicate the contents of, this Release to any such individuals; and (c) that the terms of this Release shall apply equally to me, any minor and to any third parties for whom I am acting and the participation in the Event by a third party shall be their confirmation chat I was acting as their agent; to acknowledge that running (volunteering for) a road race is potentially hazardous activity, which could cause injury or death. will not enter and participate unless I am medically able and properly trained, and by my signature, I certify that I am medically able to perform this event, and am in good health, and I am properly trained; to abide by any decision o f an Event o fficial concerning participation in an Event; to ass ume any and all risks associated with the Event, including but not limited to, falls, contact with other persons or objects, the effects of weather, including high heat and/ or humidity, traffic and course conditions, and acknowledge that the sport of running and its programs and activities are, by their nature, risky and hazardous and accept personal responsibility for those risks and hazards; to acknowledge chat bicycles, skateboards, roller skates or roller blades, animals (exception for service dogs), and personal music players are not allowed in the race and I will abide by all race rules; co assume any and all risks associated with the use of strollers and baby joggers, including but not limited to, falls, contact with other persons or objects, the effects of weather, traffic and course conditions, and acknowledge that the use of baby joggers and strollers are, by their nature, risky and hazardous and accept personal responsibility for those risks and hazards to sel f, children, participants, spectators, volunteers, others and property; co consent co permit, and accept responsibility for emergency treatment in the event of injury or illness; co waive and release the Event Organizers from all present and future claims and all liabilities of any kind, known or unknown, arising out of participation in an Event, even though such claim or liability may arise out of negligence or fault on the part of the Event Organizers; to hold harmless and indemnify the Event Organizers from any and all liability from any property damage or personal injury co any third party resulting from participation in the Event; not to commence litigation or otherwise recover damages or compensation for personal injury or loss of property against the Event Organizers arising out of participation in the Event and that the Event Organizers can rely on this Release as a complete defense to any and all claims, damages, causes of action, or recourse or liability that may arise at any time; to allow the Event Organizers co use my/their personal information including name, results, age category during the Event, and further consent co disclosure o f the personal contact information collected during entry or registration co the Event to official partners for the purpose of providing contracted services such as photography, video and medal time tab; that any photographs, videos or other recorded images taken of me/them by the Event Organizers before, during or after an Event shall remain the property of the Event Organizers and that the Event Organizers will have the right to use in any form and in any manner of media, such photographs, videos and recordings without remuneration, compensation or other obligation, at any time and from time to time for the purpose of marketing in connection with an Event; to agree that the Event Organizers reserve the right to cancel the Event in the event of weather (including, but not limited to, heat, tornadoes, earthquakes, fires, storms, lightning and floods), accidents, aces o f war or terrorism, military conflicts or riots, or for any reason that would affect the safety and security of Event participants and/ or spectators or the feasibility of the Event to be held. You agree to hold the Event Organizers harmless from any liability, claim, demand, cause of action, damage, loss, or expense (including court costs and reasonable attorney's fees) of any kind or nature, related co any cancellation or disruption of the Event; and that there will be no refund of any money paid to the Event Organizers under any circumstance including, but not limited to, if an Event cannot be held as scheduled for any reason, or if I am / they are unable to attend an Event for any reason, and that all promotions and special registrations are non-transferrable and non-refundable, unless otherwise noted, and cannot be listed on the bib market or be combined with any other discount.
I have carefully reviewed this Release and acknowledge that I fully understand the terms as set out above. I acknowledge that I am EXECUTING this Release voluntarily.
Signarure: ______D ate:______
Parent's Signarure if under 18 years:______D ate: ______SI Page
Page 20 of 92 E vent Alert System
The EAS is a color-coded classification that broadcasts the risk level of course conditions leading up to and on race day. The levels range from low (green) to moderate (yellow) to high (red) to extreme (black) based on a variety of factors . (See chart below for further explanation.) This system is mainly used to reflect weather conditions but can also be used to alert runners and volunteers of any possible race concerns that may occur.
A few steps can help make this happen. First, the race should have information about the EAS prominently displayed on its website. Next, organizers should email all participants during race week to inform them of the current EAS status and provide preparation tips based on advance weather forecasts. Once race weekend arrives, runners should receive EAS status updates via handouts at registration, announcements over the loudspeakers, and/ or flags displayed at the event.
On race day, the current EAS status should be communicated via public address announcements and color-coded signs and/ or flags at the start and finish areas and along the course at each hydration station and/ or First Aid station.
This system is best practice. It may assist in changing a runner's behaviour or adjusting their pace on moderate to severe risk days.
Event Alert System Alert Level Event Conditions Recommended Actions
Event Cancelled Participation Stopped Extreme & D angerous Conditions Follow Event Official Instruction
Slow D own Observe Course Changes Potentially Dangerous Conditions Follow Event Official Instructions Consider Stopping
Slow D own Less than Ideal Conditions Be Prepared For Worsening Conditions Moderate
Enjoy The Event Good Conditions Be Alert Low
These adverse conditions are most usually related to heat stress. However, the system could also be used to warn of other potentially dangerous situations, such as cold, storms, tornadoes, or even non-weather situations like auto accidents or fires on or near the course.
This system, and the scientific measurements behind it, was originally developed by the United States military, as a guide to the level of heat stress soldiers might experience during training exercises in varying weather conditions. The American College of Sport Medicine adopted the system and now the RRCA is encouraging all events to implement a similar system.
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Page 21 of 92 H eat Stress Calculation
The heat stress is calculated using a special scientific instrument, designed for that purpose. There are versions that can be permanently mounted in a fixed position, such as the side of building, and there are portable, handheld versions. The proper term for what is being measured is the Wet Bulb Globe Temperature Index, or WBGT Index. This index is expressed in either degrees of Celsius or degrees of Fahrenheit, depending on how you want your device to report. The WBGT Index is calculated using an accepted mathematical formula that takes into account the fo llowing variables: Ambient temperature (the usual "weatherman forecast" temperature) Relative humidity Solar radiation (not the "glow in the dark" kind, but rather the "sunshine on a black car hood" kind) The cooling effect of wind
The colour codes correspond to specific parameters of the WBGT Index, with each colour changing as the severity of the WBGT Index rises. • Green - low risk- a WBGT Index of less than or up to 84.9F (29.3C) • Yellow - moderate risk - a WBGT Index of between 85F to 87.9F (29.4C and 31C) • Red - high risk- a WBGT Index of between 88F to 89.9F (31.1C and 32.lC) • Black - extreme risk - a WBGT Index of more than 90F+ (32.2C)
On race day, place the EAS near your start line to indicate the current Event Alert code. Take readings several times during the course of the event hour and change the colour codes on signs or flags as the WBGT Index readings change. Place EAS signs or flags at several locations along the course. These signs should be placed close to aid stations, as most participants tend to slow down near aid stations and instructions can be given if the EAS code is red or black. Ensure you have a system in place and a volunteer ready to update the EAS codes as weather conditions on the course change.
If the course needs to be closed to due to "black" conditions, follow these guidelines: Have a course closure plan in place well before your race day. Have the announcer at the start/finish line announce that the race has been shut down due to dangerous heat/weather conditions. All Event Alert System signs on the course will be changed to the black colour code. On-course personnel, Race Marshals & Zone Captains, and aid stations will be informed of the course shut down so that they can then communicate the information to participants on the course. Require ALL AID STATIONS TO REMAI OPE until the course has been cleared of participants and the aid station receives official instructions to close down. Follow-up with participants following the event to remind them that safety is paramount and apologize for making the tough call to cancel the event due to dangerous weather conditions.
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Page 22 of 92 Risk Management for Lightning , T hunderstorms, and T ornadoes
If a severe watch is in effect: A watch indicates that conditions are favourable for severe weather to develop. The weather watcher will communicate this information to the venue management, indicating that elevated weather condition monitoring is occurring. Vital information to be shared will include the threats with the watch and the time that it is in effect until.
If a severe warning is in effect: A warning means that severe weather has been detected and may be imminent in the locale. The weather watcher will communicate this information to the venue management, indicating that the weather condition may be imminent. Vital information to be shared will include the threats with the storms and the time that the warning is in effect until. If the threat is imminent, an evacuation of the venue will take place.
Severe thunderstorm watch: Conditions are conducive to the development of severe thunderstorms in and around the watch area. These storms produce hail of¾ inch in diameter and/ or wind gusts of at least 58 mph.
Severe thunderstorm warning: Issued when a severe thunderstorm has been observed by spotters or indicated on radar, and is occurring or imminent in the warning area. These warnings usually last for a period of 30 to 60 minutes.
Tornado watch: Conditions are favorable for the development of severe thunderstorms and multiple tornadoes in and around the watch area. People in the affected areas are encouraged to be vigilant in preparation for severe weather.
Tornado warning: Spotters have sighted a tornado or one has been indicated on radar, and is occurring or imminent in the warning area. When a tornado warning has been issued, people in the affected area are strongly encouraged to take cover immediately.
1. "When thunder roars, go indoors." The I ational Oceanic and Atmospheric Administration (NOAA) strongly recommends avoidance, because there is not much you can do when you are already out in a storm. So, when you are planning a run, listen to the forecast and look online at the radar. Watch the sky for first signs of a developing thunderstorm. The sound of thunder is a sign the storm is close enough to strike you. Stay inside until 30 minutes after the last sign of lightning or thunder.
Steps for Prevention: Monitor forecast models for the day of the race; Monitor online radar systems; Monitor visuals on developing weather conditions; Update the Event Alert System; If it thunders, delay the race for a minimum of 30 minutes; • If a thunderstorm is imminent, cancel the event due to weather conditions.
2. If the lightning happens during the race, all are encouraged to get to a safe place, such as inside a car or a substantial building, as soon as possible, which means keep running to get out of the storm. Seek out a hard-topped metal vehicle, or a substantial building. If lightning strikes a car, the electricity passes through the outer shell of the car and does not significantly harm the people inside. Being safe in a car has nothing to do with the fact that it has rubber tires. If you are far from a car or a building, squatting should only be used in desperation because it is insignificant in reducing the risk, since ground current kills or injures more people than a direct strike.
Steps for Prevention: • Race Organizers will instruct all on Fort Wellington grounds to go inside D esignated Shelters (i.e., the museum, the Leo Boivin Community Centre -Arena, the barracks, and/ or the Caponniere); Do not stay under tents with metal poles; Volunteers on the course will instruct participants to come take shelter in nearby homes or in their nearby hard-topped medal cars with windows up; D o not take shelter under a tall or isolated tree, near outdoor metal objects (e.g., flag poles, fences and gates, high mast light poles, antenna tower, metal bleachers, machinery, etc.); you increase your risk of danger in doing so; Avoid trees, water, open fields, temporary structures and shelters (especially metal structures), close to a large body of water, and high grounds; Avoid anything that increases a person's height (e.g., umbrellas); Avoid use of any type of telephone.
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Page 23 of 92 There are many ways lightning can hurt people. A direct strike is rare, but ocher forms include: • A side flash (lightning strikes taller object and part of current jumps to che victim, which is why you shouldn't take shelter under a tree) A ground current (lightning strikes nearby, travels through che ground, and enters che body at che contact point closest to che lightning strike, travels through cardiovascular and/ or nervous systems and exits che body at che contact point farchest from the lightning ... che most common among deachs and injuries) Conduction (lightning travels a long distance on someching metal, which doesn't attract lightning, but does allow it to travel. .. D on't touch metal indoors chat extends outside, like plumbing or electrical outlets during a lightning storm).
3. If struck by any form of lightning: • Call 911; Contact your Course Captain; Contact the Volunteer Coordinator; Volunteer Coordinator will mobilize EMT to che area; Course Marshall or Course Captain will remain wich person in distress and the ocher will re-route traffic around che scene to maintain a clear opening for EMT services; CPR and Automated External D efibrillators are used to treat lightning victims.
4. Know the signs of a tornado: Weacher forecasting science is not perfect and some tornadoes do occur wichout a tornado warning. There is no substitute for staying alert to che sky. Besides an obviously visible tornado, here are some chings to look and listen for: Strong, persistent rotation in che cloud base. Whirling dust or debris on che ground under a cloud base -- tornadoes sometimes have no funnel! Hail or heavy rain followed by eicher dead calm or a fast, intense wind shift. Many tornadoes are wrapped in heavy precipitation and cannot be seen. D ay or night - Loud, continuous roar or rumble, which doesn't fade in a few seconds like chunder. Night - Small, bright, blue-green to white flashes at ground level near a chunderstorm (as opposed to silvery lightning up in che clouds). These mean power lines are being snapped by very srrong wind, maybe a tornado. Night - Persistent lowering from che cloud base, illuminated or silhouetted by lightning -- especially if it is on che ground or chere is a blue-green-white power flash underneach.
If a tornado is imminent, che following is recommended:
You should make every attempt to get to a D esignated Shelters or a home wich an underground safety area during a severe storm, eicher in a basement or in storm shelter. If neicher is possible, head to che innermost room or hallway on che lowest floor of the building. The goal is to put as many walls between yourself and ch e outside world. If you are on che road, you should make every effort to find a safe building for shelter. If you cannot find one, NEVER hide under an overpass. Instead, find a ditch, get down and cover your head. Get as far from vehicles as you can to prevent it from being blown onto you. For all volunteers, follow che steps for prevention above.
After che tornado:
Keep yourself and chose around you togecher and wait for emergency personnel to arrive. Carefully render aid to chose who are injured. Stay away from power lines and puddles wich wires in chem; chey may still be carrying electricity! Watch your step to avoid broken glass, nails, and ocher sharp objects. Stay out of any heavily damaged houses or buildings; chey could collapse at any time. D o not use matches or lighters, in case of leaking natural gas pipes or fuel tanks nearby. Remain calm and alert, and listen for information and instructions from emergency crews and/ or local officials.
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Page 24 of 92 Risk Management for Snow and/or Slippery Conditions
As previously mentioned, weather conditions are monitored before and during, the courses are inspected before the event, and decisions concerning the race will be reflected in the Event Alert System. The following are steps to consider for the safety of all: Monitor forecast models for the day of the race; Monitor online radar systems; Monitor visuals on developing weather conditions; Update the Event Alert System; Safety briefing before the race starts to indicate potential hazards on the course and highlight responsibilities; Recommend to participants that they wear appropriate clothing and footwear, ideally trail running shoes or running shoes with grips; Tell runners in front to warn those behind of possible hazards; Participants will be reminded to take care when changing levels (e.g., curbs, descending a hill) and to walk if conditions are particularly difficult. Participants will be reminded to run/walk carefully and responsibly, keeping a sensible distance between themselves and the participant ahead of them. Participants are encouraged to shorten their running stride and keep their fee t lower to the ground. This approach might help them run more efficiently and reduce the risk of slipping, falling or straining muscles. Participants will be reminded that on challenging weather days to throw their planned pace out the window and slow down. It is better to focus on getting in a solid run safely than to hurry their pace and risk getting hurt. They will be working a lot harder than their normal runs and the intensity will be much higher. Participants will be reminded that they might experience muscle soreness they did not expect. Running in snow and ice requires their stabilizing muscles on the inner and outer legs to work twice as hard as they work to keep them upright. When in doubt, they are strongly encouraged co walk through an icy stretch. Participants are encouraged to relax and focus on the road ahead. Part of the tranquility of running in the snow is that ic requires them to be in the moment and focus on every step they take.
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Page 25 of 92 Course Maps: Kid s 1K Fun Run
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Page 28 of 92 Course Maps: 15K
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Page 29 of 92 Course Maps: Positioning of Course Mars halls & Zone Captains for the SK
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Page 30 of 92 Course Maps: P ositioning of Course M arsh alls & Zone Captains for the 10K I I , ' I
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Page 31 of 92 Course Maps: Positioning of Course Marshalls & Zone Captains for the 15K
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Page 32 of 92 Corridors for Participants
Ac the Fort Town Night Run, many of the courses do not have proper sidewalks and due to the number of participants and the annual growth, we developed a system to maintain safety while giving participants a good running surface. They are called corridors. Traffic cones are delivered in the morning and positioned near/ on the curb throughout the course. The cones have attached with signs chat inform the public that the side of the road in which the cones are located will be a No Parking- Zone from 6pm to 11 pm on the day of the event.
The courses will be inspected on che morning of the race to minimize unexpected hazards/ obstacles and race organizers will consider rerouting when required.
Ac 6pm, Course Marshalls will make their way to their designated spaces. Course Marshalls are responsible for the following casks: Their first task is to move the cones into the streets between 4 & 6 feet from the curb. This would equal to the space used by a parked car if they were in that space. If a car is on the road, the ourse Marshalls are asked to speak with local neighbours to find the owner and politely ask to move the car out of the space. On County Road 2, from Boundary Road to Windmill Road, the eastbound road (south side road) will be reserved for runners, as traffic westbound (north side road) will be controlled by OPP. The cones are to be placed on the median; When the corridors are completed and secure, Course Marshalls are asked to clear the space of any debris. Garbage bags will be available with each Zone Captain. When the last participant has passed their space, Course Marshalls are asked to push the cones back to the curb, remove the no parking signs and dispose chem in the garbage bag. Volunteers in a truck will quickly pick up the cones. When their responsibilities are completed, Course Marshalls are asked to return to the grounds of Fort Wellington.
If there are any issues with the cones, unexpected hazards (e.g., roadwork, cyclists, bollards, overhanging foliage, dog mess, road signs, fallen trees, fallen walls, and holes), and/ or parking issues, Course Marshalls are instructed to inform their Zone Captains and they will relay with the Volunteer Coordinator and the Race Director for further instructions.
Visibility: The race is run at night. All participants are provided a headlight and a bright T-Shirc as part of their SWAG and are expected to use them appropriately. An additional headlight will be available if there is a problem with the one given to chem. In the streets, there are lights and volunteers to keep runners on the course. On the Heritage Trail, the path will be outlined.
Traffic Management
Course Marshall's primary responsibility is to inscruct runners to remain in the corridors for their safety. In doing so, this allows traffic flow to continue on the streets in a safe manner. Course Marshalls are positioned at most intersections. They will be equipped with glow sticks, LED lights, and traffic vests for their safety. Trained cross guards with stop signs will be positioned at the major intersections (Russell & King; Edward & Dibble; Sophia & King).
Warning signs will be positioned at the three main entrances to Prescott and on main streets in town.
The cones for the corridors will be positioned within 25m of each ocher and with the addition of Course Marshalls, the courses should be very visible to prevent "getting lost."
Course Marshalls are encouraged to prioritize the passing of emergency vehicles and stop participants when needed. Emergency vehicles include but are not restricted co police, ambulance, EMT, volunteer fi.re fighters (green light), and fi.re trucks. The local OPP will be well informed about the event prior to the race.
Course Marshalls on County Road 2 need to advise Zone Captains when a resident wants to access the road, to coordinate with OPP and avoid any traffic issues.
Organizers will recommend the following: • Participants will be strongly encouraged to wear bright (such as their SWAG T-Shirt)/ reflective clothing and to remain in the corridors for their safety; Everyone is advised to check for traffic, don't just follow the crowd; Race organizers will plan the courses with crossing guards for added safety at major traffic interchanges and Course Marshalls at each intersection; 18 IP age
Page 33 of 92 Lead runners are encouraged to shout warnings to those following if there is traffic or hazards on the course; The police will be informed that the event is taking place. Advice will be sought from the police of any issues.
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Page 34 of 92 Emergency D etour Route (10K)
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Page 35 of 92 Emergency Detour Route (15K)
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Page 36 of 92 Course Maps: Positioning of Course Marshalls & Zone Captains for the EDR (10K) - --
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Page 37 of 92 Course Maps: Positioning of Course Marshalls & Zone Captains for the EDR (15K)
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Page 39 of 92 Facilities
BATHROOM
Providing bathrooms is very important at the start/ finish area of the race and will be accessible on the course. Participants will consciously "hydrate" themselves before the start and this may result in heavy demand for bathrooms immediately before the start and in the first few kilometres of the race. Signage will be used to make runners aware that they are approaching bathroom locations.
For bathrooms: We have access to the Fort Wellington's Visitors complex; When approved and accessible, we will have access to the Town of Prescott's Marina and the Leo Boivin Community Centre (Arena); When there are more than 500 registered participants, we will arrange to have portable toilets on and/ or near Fort Wellington grounds.
Start/Finish Line & the Runners' Area
The start line provides an important opportunity to communicate safety information to the race participants. Safety considerations co review at the start line are as follows:
Water: Providing water at the stare of the race will assist participants in maintaining hydration. Th.is should be a priority for the race, not just when it occurs on hot and humid days.
Communicate with Participants at the Start: The Start/ Finish Area is located at the north end of the path leaving Fort Wellington. Participants are asked to enter Fort Wellington. When the cannon/gun is blown, participants run through the tunnel and the path will be outlined by tape to the start line to avoid any participant from running outside of the chip-timing zone. A public address system or megaphone to amplify the Director's voice will be utilized to ensure that participants in the back can hear the announcements. Pre-race instructions will include how the race will start, address any warnings concerning possible hazards, the use of corridors and caution with moving traffic, course conditions, water stations, weather, First Aid tents, and asking for help from a Course Marshall when one feels in distress. We shall give a reliable countdown starting several minutes before the start to make sure the participants are given ample time to assemble for the start in Fort Wellington.
Waves: When there are large crowds of participants (>750), we will use waves. That is, the first wave will be positioned in Fort Wellington for the first start time. \Vhen this first wave has left Fort Wellington, a second wave, which was waiting on the west side of the grounds, will enter Fore Wellington. This process will repeat until all participants have had a chance to enter Fort Wellington, get the start instructions by the Race Director, and leave the Fort at the sound of the starting instrument (e.g., canon, gun, or horn).
Congestion: Due to the unique environment and atmosphere to our event, the start has an interesting obstacle: A limited space (the tunnel) for participants to run out of Fort Wellington. However, in creating the design for the course, we anticipated this matter. This matter allows fewer participants to rush onto the narrow path (which is about the same width as the tunnel. In pushing the Start Line where the path meets the street, where the runner is situated will have an insignificant impact on their time. The start process also allows participants to navigate the corridors, which are of similar width, to not struggle with the impact of congestion. However, in races there seem to always be slower runners in front of faster runners at the start. This situation will be addressed during the start line instructions as well as with posting pace markers, from fast to slow from the start line back, at various spaces leading back from the start line. Participants are encouraged to position themselves in the Fort depending on their level and speed for running. All walkers and participants with strollers and baby joggers are encouraged to begin at the back of the crowd; otherwise, they might obstruct the course to faster participants.
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Page 40 of 92 Wheelchairs and Hand Cycles: Many races include a disabled/wheelchair athlete division into their events. Special logistics need to be incorporated to ensUie the safety of all participants. The actual time between starts is dependent on several factors including: the number and ability of wheelchair athletes, the race distance, and the coUise configuration. Most large events will start their wheelchair athletes 15 - 30 minutes before the runners. A longer interval between starts may result in logistical issues with municipalities for small, local events, which would require the closing of roads for a longer period of time. In these situations, race organisers will likely start the wheelchair athletes 2-5 minutes prior to the other athletes. Events with a downhill start may utilise a controlled start for the wheelchair athletes to prevent accidents. Other safety modifications may need to be made to potentially dangerous turns and hills throughout the coUise. Non-wheelchair disabled athletes will often need more time and "assistance" to finish a race than the other participants. Event organisers will often provide them with an early start in addition to allowing other individuals escort them through the course.
The following are matters that should be considered for the finish area of the event:
\'v'heelchairs and Hand Cycles: The finish line should consider the width of the wheelchairs and hand cycles finishing the race. It is important that they move quickly through the finish line process and not cause a delay or bottleneck of finishers. If needed, we will change the Start/ Finish Line location onto the Dibble Street West, in the area closed by the Town of Prescott.
Lead Car: The lead car will turn off the racecourse prior to entering the finish area. This can be ensUied by having them turn off in the south parking area of the Leo Boivin Community Centre (Arena). We will make sure there are CoUise Marshalls at the turn-off point to direct the lead runners into the finish line area. The finish line should be clearly marked and visible from a distance.
Anticipate Mid-Pack Surge: The work of the finish line volunteers will intensify and be tested as the middle of the pack comes in. The volunteers should be warned of this from the beginning so that they are not caught unaware and can avoid a pile-up in the runners' area.
Persons Present In Finish Line Area: Only those persons essential to the finish line operations and associated with the finish line medical team should be in the finish line area. All others should be in spectator areas and on the grounds of Fort Wellington, outside of the Runners' Area. Along with the start, the finish line is the highest profile area of a road race. Every effort should be made to keep these areas free and clear of people who have no necessary role. It is best if only the designated "tape holders" be at the finish line when the winners finish. Areas off to the side of the finish line (out of the view of the media) should be set up for officials and timekeepers. Additional zones at least 200m beyond the finish are designated for post finish logistics. When participants return to the finish line, they are encoUiaged to keep moving across the line and walk to the Medal Table, which is located 200m away from the line to prevent crowding. To avoid confusion at the finish line, we have coUise marshals to direct participants to help so everything moves smoothly and we can collect timing data quickly.
Water: A water station is readily available for all finishers in the Runners Area, after they have crossed the Finish Line.
Runners in Distress: The finish line volunteers are instructed in the necessary procedures to contact the First Aid and/ or EMT in the event that a finishing runner is in distress.
Equipment: Volunteers in charge of the finish line equipment are instructed to make sure all equipment is protected and secure. Safety is a priority. Secure all trip hazards and make sure arch is secUied to prevent damage caused by high winds. In case of a blow-up arch, we will make sure we can react quickly to move the arch out of the way of runners in case the power fails. If winds are too strong, we will not put up the arch; or if winds increase during the event, we will bring it down as a safety measUie. We will secure the power connections to the arch or other devices to avoid accidental disconnections. In case of a wet event, we will secure all electrical connections to avoid electric shock.
Special Considerations for Children's Events: Kids 1K Fun Run is a special non-timed start 30 minutes before the official start of the race for distances of 5k or more. Untimed, non-competitive, medals/ ribbons are given to all participants. All children runners wear bibs #1.
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Page 41 of 92 We aim to do a thorough job of cleaning the start-finish area and repairing and restoring the paths used in the event. We have a plan to pick up all course markings immediately after the event.
Start/Finish Line Manager: • To facilitate the effective functions of the volunteers at the Start/ Finish Line, a manager needs to be aware of the following: o All runners need to place their bib in front of their chest area. This helps volunteers to see your numbers for medal distribution and to timing company to capture the chip for timing purposes. • Bibs numbers are assigned as fo llows: • Kids 1K Fun Run: The bib will indicate the number 1. SK: The bib will indicate a number between 100 and 999. If we exceed 900 runners, we will change this protocol to reflect the number of participants and the numbers will be between 100 and 9,999. 10K: The bib will indicate a number above 1000. However, as above, if the 10K exceeds 900 runners, the 1OK bib will indicate a number above 10,000. • 1SK: The bib will indicate a number above 10000. However, as above, if the 1SK exceeds 99,999 runners, the 1 SK bib will indicate a number above 100,000. • If a medal's ribbon needs to be changes, the extra ribbons will be located at the medal stand and a volunteer needs to be assigned to change the ribbon when needed.
Photographers' Area: • A secure area approximately 20+ metres beyond the finish line will be set up for photographers. A volunteer/ race organizer will be assigned to control the positioning and movement of the photographers. We will erect an area beyond the finish line, in the Runners' Area, for photographers and TV. This greatly reduces the number of people and provides for an uncluttered finish area.
Post-finish runners' amenities: • Even though the race is over participants will need to be provided with essentials such as fluids and heat blankets. Race organisers have created a post-finish "Runners' Area" and provide enough space to implement it in such a way that there is no backing up. The Runners' Area is on a large field at the north end of the Fort Wellington grounds with the following amenities: Water station, blankets, First Aid, Physiotherapy Tent, and Photography area
Water Stations
Water stations are an expected necessity for participants to remain healthy, even when the weather turns cold.
Distance between and location of water stations: • The beginning of May presents a number of unpredictable factors when attempting to consider the potential impacts of weather on the event. Therefore, we have located a water station on the grounds of Fort Wellington for participants to access at the beginning of the race. • When completing the 1 SK course, the first water station is located on east pier, located around the 3K mark of the course. The second water station is accessible for both 1 SK & 1 OK courses and located in front of the Battle of the Windmill on Windmill Road, which is about 6K & 3K (respectively). The third water station is located at south of the Rotary Lighthouse on the Prescott Marina path and accessible to the 1SK, 1OK, & SK courses, around 11 K, 6K, & 1 K, respectively. The fourth water station is located at the Town Hall/ Municipal Building, around the 13.SK, 8.SK, & 3.SK (respectively). The final water station is located in Runners' Area after participants have completed the race and crossed the finish line. The following pictures depict the placement of the tables.
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Page 42 of 92 Add picture of 15K Port of Johnstown water station with table after Ff
Each station is positioned where there is sufficient room for participants to slow and get the water while other participants who chose to bypass the station can run unobstructed past the slower or slowing participants. Water stations are not positioned on a downhill, not exactly on the kilometre marker (as the attention of many participants will be ruverted to their watches instead of watching for participants who have slowed to drink), and are not at intersections or high traffic areas.
Staffing: Water station volunteers should arrive for 7pm in order to fill enough cups before participants begin to arrive. People with obvious signs of sickness will not be handing out water, and everyone handling water will wear plastic gloves.
Cups: As a rule of thumb, have, at a minimum, one cup per entrant at each water station. If a hot and humid day is predicted have as a minimum two cups per entrant at each water station (anticipate that the runners will drink one cup and dash the other on themselves to help cool of~. In order to minimize the amount of spillage use a smaller cup, 7-8 ounce cups are recommended. Always try to use paper cups in place of hard plastic cups or Styrofoam cups. The hard plastic cups and Styrofoam cups tend to break when grabbed by the runners and are not biodegradable. Be sure that the water station volunteers have been instructed in proper cup handling. Cups should be filled no more than ½ full, and placed on the palm of the hand or held gently on the sides of the cup when held out to passing participants. For each water station, have rakes on hand so that cup debris can be cleared from the road as soon as possible. Make sure that specific volunteers are assigned to the task of continually removing the debris from the course. Locate trash receptacles strategically at the end of the water tables and a few yards past the water tables to encourage runners to discard the cups there. Make sure to provide plastic trash bags for clean up, and recycling of the paper cups.
Water and other replacement fluids: 1. Replacement fluids will only be offered at the last water station in the Runners' Area. 2. Arrange for water and any replacement fluids (e.g., Nuun, Gatorade) to be delivered to the water stations several hours before the start of the race (i.e., by 6pm). 3. Be sure any concentrate, coolers, and stirring sticks are also delivered along with mixing instructions. 4. Pay special attention that water is placed in a rufferent cup than the electrolyte replacement drink and is located in a rufferent section of the water station. That is, water should be offered at the first table, and the replacement fluid at the last. 5. Make sure concentrated mixes are mixed correctly with the proper ratio of water to product.
A Special l ote. for races held during winter months: One potential hazard of a water station in a freezing location is the water left on the ground from spilled cups can freeze causing runners to slip and injure themselves. Plan to supply these water stations with salt or sand to toss on the ice if this occurs.
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Page 43 of 92 Lead & End Vehicles
Ac our event, there are two types of vehicles. The first is the bicycle: Four volunteers are assigned co bicycles. Two volunteers are assigned to follow the lead runners of the SK & 10K. They are assigned with the task of observing and providing feedback to course marshals, zone captains, and race organizers. Two volunteers are assigned to follow the lase participants of the SK & 10K. They are assigned to observe and provide feedback to course marshals, zone captains, and race organizers. They are also known as "sweepers." They are an effective tool to know that all participants have returned and no one is left out on the course. The sweepers can also act as a "green team" caller and inform course marshals and zone captains to collect all trash and equipment left behind. This system allows the race to "be picked up" as the lase participant runs by, making the clean-up process more effective and returning volunteers to the grounds of Fort Wellington in a timely manner. The second is the truck to gather the cones: • As the sweepers announce the "green ream" call, the truck (positioned at the Battle of the Windmill before the race begins) will follow the sweeper and gather the cones. Once more, this provides an effective process for all equipment and trash to be gathered in a timely manner and allow the flow of traffic to return to normal.
Spectator Management
In maximizing the safety of race spectators, we shall consider the following matters:
Spectator Barriers. Course Marshals and Zone Captains will provide spectators with clear suggestions to keep spectators off the racecourse and out of the flow of traffic. Where an area needs only to be designated for non-~ccess (Runners' Area), cones and cape may be appropriate in place of a solid barricade.
Finish Line Area. The start/ finish line area is most likely to encounter large crowds. Near the stare/ finish line area, we will outline a spectator zone using tape and cones and have additional Course Marshalls returning to the grounds to support in clearing this area. We will attempt co make sure spectators do not stand in front of the clock and that they do not crowd the finish line so participants can freely cross the finish line.
Volunteer Instruction. Volunteers will wear th eir orange T -Shircs to identify themselves to spectators & participants and their safety vest when in the role of Course Marshall or Zone Captain.
Police. For our race, we plan to have police present to control the flow of traffic on the north sid e of County Road 2. After the green team has cleared the area of cones and trash, police officers will be asked to return to the grounds of Fort Wellington. If the race gathers an anticipated large number of participants and spectators, having police presence at the start and the finish where the crowd will be the biggest can help gain the attention of spectators who fail to heed the barriers and requests of the volunteers.
Lost Children's Policy
If lost children, parents separated from their children, vulnerable adults or personal assistants of vulnerable adults arrive at other points or speak to a member of staff or steward they should be directed or taken to the collection point (Baggage Tent) as appropriate.
Children or vulnerable adults found without their parents • A child or vulnerable adult appearing to be lost should be approached and asked if they know where their parents/ guardian are. • If a child or vulnerable adult still appears to be lose they should be led to the collection point (Baggage Tent), where they will be encouraged co remain until they have been re-united with a parent or guardian. • The child or vulnerable adult should gently be asked for as much information as possible, including, their name, who they are with, their parents/ guardians/ personal assistant's names, where they last saw them and a description of their them. If the child is brought over by another adult, as much information as possible should be gained from them. The information will be given to Command Base in person or via 2-way radio, who will then organise a search.
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Page 44 of 92 • If the parent/ guardian / personal assistant's name is known an announcement will be made via the PA system "This is a public announcement, could .. ... (Name of person) please come to the collection point located at the Baggage Tent. • If the name of the parent / guardian / personal assistant is not known the following announcement will be made via stage PA systems "This is a public announcement, please remember this is a busy event, if you have been separated from a family member, then please go to the collection point located in the Baggage tent". • The PA announcement should not mention the name of the lost child. • Radio code for a child or person found without parent or guardian is "Pixie Dust" (example, Baggage to Command Base, we have "Pixie D ust" at the Baggage tent, details as follows . .. ) Radio code for a parent/guardian reporting a child or person missing is "Comet in the sky". If a parent / carer / personal assistant is not located with 30 minutes, Command Base will inform the police. Parent/ Guardian /Personal Assistants reporting lost children • Reassure parent/ guardian/ personal assistant informing you of a lost child, that a search will be organised. • Encourage the parent co come to the collection point if not already there, so they can give details. Ask them for the following details of the child or vulnerable adult - name, age, sex, ethnic origin, hair colour, build, clothing, location last seen and who they were with. • Encourage the parent co regularly return to the collection point if they continue to search for the child, in case the child is found. Ask them for a contact number (e.g., cell phone), co provide updates when needed. • sing the code word "Comet in the Sky looks like," radio a message co Command Base and all staff on radio giving the information gathered. Security and staff will conduct an initial search of the area. • If the child or vulnerable person is not found the Command Base will organise a thorough sweep of the whole sire with volunteers. When the child or vulnerable person is found, they will be lead co the collection point co be re-united. If a child or vulnerable person is nor found within 30 min utes, Command Base will inform the police. Re-uniting Parent /Personal Assistants with Children /Vulnerable Adults • If a child or vulnerable adult is reluctant co go with a collecting adult then the adult should be asked for proof of ID and their signature. If necessary the police may be advised on any problems. • Once a child or vulnerable adult has been re-united with their collecting adult all Zone Captains, Managers, volunteers and police will be informed immediately. Lost persons log All lost persons / children's incidents must complete an Incident Report.
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Page 45 of 92 Animal Managem ent
Guidelines for D ogs at/ or in Events The Road Runners Club o f America strongly recommends that event organizers should have a "no dogs/pees allowed" policy for volunteers, spectators, and participants in the scare and finish areas of an event. Only service dogs sho uld be allowed at an event with a participant or spectator, and an event organizer may ask if a dog is a service animal.
Yes, people have been bitten by dogs at events. Yes, good dogs have had skirmishes with o ther dogs at events resulting in injury to either the dogs and / or their owners. Yes, irrespo nsible dog owners have created unsafe situations for o thers at events. In crowded, unfamiliar places, even well-mannered dogs can become unpredictable and protective of their owner. D og owners that disregard "no dogs allowed" rules and show up with dogs dramatically increase the liability exposure fo r event organizers, especially if an event organizer does not remove them from the event or the event's common spaces (s tare/ finish area).
Event organizers sho uld co nsult with their permitting entity, as many municipalities prohibit dogs/pees, leashed or unleashed, from being allowed in events or on city property utilized as common space for the event (scare/ finish areas). Event organizers should do as much as possible co en force a "no dogs/pets allowed" policy, especially if it is required in the event permit. H owever, sho uld anyone bring a dog, the dog is expected to remain on a lead at all times and be under the control of the handler. The lead must be 2 meters or shorter - dogs on longer leads will not be permitted due to tripping hazard. D ogs considered not to be under appropriate control or that in the opinion of event organizers present a risk, will be as ked to leave the event.
The course was planned to avoid animals as far as possible.
Race organizers will consult with farmer, venue staff, and o ther relevant parties when planning the course route.
In the Event Rules & Guidelines for the Fore T own N ight Run, we have written the fo llowing to reflect our risk protocols: No dogs/pets allowed at the FTNR, except for service dogs. The Event Organizers may ask if a dog is a service animal and will respect and abide by Bill 80, O ntario Service D ogs Ac t, 2016. Event organizers reserve the right to ask animal owners to be removed from event areas (exception wi th service animals), especially in the event's common spaces (e.g., start/ finish area, Runners' Area). Animal owners are encouraged to understand and abide by th e By-Law 23-94 of the Corporation of the Town o f Prescott (Being a by-law to prohi bit and regulate the keeping of animals within Prescott).
l!il H eadphones RRCA Guidelines on H eadphones in Events The Road Runners Club o f America does not usually dictate rules to our members; they offer guidelines on general safety that race directors and club leaders are encouraged to adopt as guidelines, rules or policies for their local events. Since the mid 1980's the RRCA has maintai ned a long-standing guideline against the use of headphones in running events and group training runs. This is a safety precaution and a risk management responsibili ty fo r race directors and run leaders. As such, race directors and group run leaders are encouraged to ban or strongly discourage the use of headpho nes in races and group runs.
Advising participants to leave headphones and audio devices at ho me or in the car is part o f the risk management responsibility of a race director. Many participan ts do not understand or respect the awesome responsibility a race director shoulders to ensure the safety of every single participant in an event. Respecting an event director's choice to prohibit headphones in an event or a group run is a shared responsibility o f every participan t to ensure the safety of all runners, the fu ture success of the event, and the spore as a whole.
In the Event Rules & Guidelines for the Fore T own Night Run, we have written the following to reflect our risk protocols: The use of music devices (e.g. iPods), cell phones, cameras or similar devices by participants while in the event is strongly discouraged at this event. To enj oy all that our event has to offer and fo r the safety of all participants, the Fort Town Night Run encourages a headphone-free environment during the running of this event. Volunteers will be providing directions to help you to the fini sh line. The event officials reserve the right to disqualify any participant using such devices who poses a safety hazard on the course.
In the Waiver for the Fore T own Night Run, we have written the following to reflect our risk pro tocols: to acknowledge that bicycles, skateboards, roller skates or roller blades, animals (exception for service dogs), and personal music players are not allowed in the race and I will abide by all race rules; 31 I Page
Page 46 of 92 We believe that participants' race experience and those around them will be greatly enhanced by leaving the headphones at home or in the car. Running headphone-free allows opportunities to develop camaraderie with fellow runners and to enjoy everything the race has to offer. Moreover, volunteers and spectators will be on course cheering on and providing directions to help get them to the finish line.
Runner safe ty has always been, and will continue to be, a top priori ty for our event. We ask that participants be mindful of the other participants and respect the race personnel to ensure a safe and enj oyable race for everyone.
Baby Joggers & Strollers
RRCA Guidelines on Baby Jogging Strollers in Races First and foremost, the RRCA recommends that events clearly outline age restrictions for events, especially events that exceed SK as part of managing stroller use in events. The RRCA stro ngly recommends against the use o f baby strollers/joggers by participants in road races if the child does not meet the age restrictio n outlined for the event. W e discourage race organizers from creating baby stroller/ jogger divisions or events. The reason for this recommendation is that the inclusion of strollers in races increases the potential for injury to race participants and children.
The RRCA has no objection to and does not disco urage the safe and prudent use of strollers or baby joggers in individual training situations, but we discourage them in group training runs/ programs. If allowed in a race, strollers or baby joggers or similar devices sho uld be started at the back o f the runners and walkers. A participant pushing a stroller should sign an additional waiver accepting the responsibility for injury up to death of a child in a stroller.
For events that allow for adaptive wheelchairs for people with disabilities, a waiver should be signed for the person pushing the wheelchair along with a waiver accepting responsibility for inj ury up to death o f a person in the wheelchair. If the age of the person in the wheelchair were below the age restriction for the event, then the age restriction and a no stroller policy would apply. For example, a 3 ye ar old would no t be eligible to be pushed in a stroller/wheelchair at a maratho n if the event has an age restriction of 16 or 18 and older fo r all participants.
In the Event Rules & Guidelines for the Fore T own Night Run, we have written the following to refl ect o ur ri sk protocols: The use of wheeled devices by participants or any oth er person authorized to be on the course shall be strictly limited to (a) wheelchair division participants, (b) au thorized course officials, and (c) au thori zed course marshals on bicycles. Skateboards, rollerblades, unauthorized bi cycles or any other wheeled device will not be permitted on the course. Baby joggers and strollers are not permitted on the l K Kids Fun Run course. However, participants who chose to use baby joggers and/ or strollers in the SK and lOK are asked to start towards the back of the pack at the start lin e, need to yield to faster runners and cannot impede other runners' progress. The event offi cials reserve the right to disqualify any participant using such devices who poses a safety hazard on the course.
In the Waiver for the Fort T own Night Run, we have written the following to reflect our risk protocols: to assume any and all risks associated with the use of strollers and baby joggers, including but not limited to, fall s, contact with other persons or objects, the effects of weather, traffic and course conditions, and acknowledge that the use of baby joggers an d strollers are, by their nature, risky and hazardous and accept personal responsibility for those risks an d hazards to self, children, participants, spectators, volunteers, others and property;
Guidelines to Facilitate Participation by Athletes with Disabilities
The organizers of the Fore T own Night Run are committed to breaking down the barriers between people with disabilities and able-bodied participants by o ffering races that are fun, safe and inclusive for everyone.
T o acco mplish this goal, the organizers strive to offer the same level o f access to opportunities and activities, so athletes, both able-bodied and disabled, can accomplish their goals and achieve their full potential.
All disabled athlete who would like to participate in the race weekend, please email [email protected].
Visual Impairment We enco urage runners who are blind or visually impaired to register for the Fort T own l ight Run. Guide runners may participate along with blind and visually impaired athletes at no additional cost through a special registratio n form.
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Page 47 of 92 Wheelchair Participants The Fort Town I ight Run welcomes the participation of athletes requiring the use of a wheelchair. There are two categories for wheelchair participation: Racing Wheelchair and Recreational Wheelchair.
Racing Wheelchair (Push Rim only) The Racing Wheelchair division is open to competitive wheelchair athletes who are using a wheelchair designed for road racing competition in accordance to the Wheelchair Requirements as sec out in section 14 of the International Paralympic Committee's Athletics 2014-2015 Rules and Re~ations. It is the athlete's responsibility to remain up-to-date on the rules and wheelchair requirements outlined by the IPC. \'(fheelchairs may be examined prior to start or after the finish of the event Racing Wheelchair participants must wear a helmet. Racing Wheelchair participants will start ahead 10K. Note: The use of hand cranks, levers, motors or mechanical gears (e.g. hand cycles) are NOT permitted in the Racing category.
Recreational Wheelchairs The event is open to all recreational wheelchair participants. Recreational Wheelchair participants will start in the back of crowd in the Fort. For the safety of all participants, wheelchair participants must follow the rules and regulations that apply to other participants, and should follow accepted runners' etiquette in sharing the road. Motorized wheelchairs are permitted as long as they are used at a pace safe for other participants. Motorized wheelchairs are placed at the back of the crowd in the Fort. They are not permitted at the front of the crowd. All wheelchair participants are strongly encouraged to wear a helmet. Wheelchair participants must also ensure that their wheelchair is in good conrution and can be controlled on any incline or decline that may be encountered on the course Recreational Wheelchair participants use the same online registration system as other participants and are encourage using the medical information section of their bib to provide any critical medical information to officials.
Course Terrain
The Fort Town Night Run organizers are currently and continue to work with the T own of Prescott, the E dwardsburg/Carrunal County, and the United Counties of Leeds & Grenville to satisfy the following issues: • Unacceptable surfaces for wheelchairs to race on: long distances on grass, uneven pavement (i.e. curbs, potholes, cross country trails) and narrow bike paths. Undesirable surfaces, which can still be used by wheelchair athletes: roadways with railroad tracks, speed bumps, and similar obstructions. D esirable surfaces: smooth pavement (i.e. roadways, wide bike paths, track surfaces); small hills are tolerable. Elevation: Most courses do not present a problem in this area. However, hills with severe elevation changes (greater than 10%) might be difficult for some wheelchair athletes to negotiate. This information can be given to the athlete in advance either verbally (i.e. athlete may call a telephone number listed on the application) or by use of an elevation profile displayed on the event website in the race entry form. No sharp or abrupt turns at the bottom of hills Well marked turn-around points. This is especially true with U-turns around cones. Avoid finish lines at the bottom of a hill. In the event of wee weather, wheelchair athletes and the event director should discuss whether co proceed. The determination of the event director is final. Event directors should consider consulting with athletes with disabilities in the planning stages of the event to provide a safe and manageable course.
Incident Reporting
From time to time in cidents, inclurung death, do happen at races and group training runs. It is important to understand the steps your organization needs to take should an incident happen at your race or training runs.
1st: Acknowledge the incident but do not go into details with the public. Be sensitive to the parties involved. Appoint a spokesperson who is the only person authorized co talk co the press. Avoid posting anything on social media. Make efforts to protect the privacy of the parties involved.
2nd: D ocument details about the incident and collect statements from the parties involved, witnesses, and race personnel with knowledge of incident while it is still fresh in everyone's mind. Secure the copy of the race waiver, either paper or electronic copy. Keep it in the file regarrung the incident for several years based on the statute of limitation in Ontario.
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Page 48 of 92 3rd: The day after the event, race organizers will complete the form and submit it to our insurance as instructed in a timely manner. Avoid sharing the incident report information with a large group of people, as it will contain personal information about the parties involved.
4th: In the unfortunate event that a lawsuit is filed, and someone from the Trustees is served, we will ensure that the FfRl"J assigns legal counsel and remains in contact with their insurance provider.
Communications
A reliable communication system is essential to the coordination of all aspects of a race in progress.
The FfRN organizers have developed the following communication protocol to ensure effective communication berween key parties: 1. Command base, key personnel (e.g., Race Director), all medical aid stations (3 - rwo First Aid tents and one Medical Service tent), and all Zone Captains will coordinate through hand held communication devices in order to address any emergency that may arise. All persons who are to use the communication system should be made familiar with its operation prior to the start of the event. The radios should be tested and the power supplies checked in advance of the race date. 2. Participants can inform at any time any Course Marshal or Volunteer of a problem and request assistance. 3. All Course Marshalls will have access to a distress whistle to inform Zone Captains when needed. 4. All personnel connected with the race, in any capacity, should know where the radios are located and where the radio operators are stationed.
Cell phones can be a great way to communicate before and after a race, but should not be relied upon as a primary means of communication during a race. Walkie-talkies (with fresh batteries) are the preferred form of communication, as all key race personnel can be alerted at once if a problem should arise. This will result in more expeditious problem solving.
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Page 49 of 92 Medical P rotocols
Medical Mission Statement • Stop or slow progression of injury or illness (triage, treatment, transfer) • Rapid/appropriate response to all locations • D o no harm/ stay within training levels Emergency Action Plan - EAP Prevent emergency room overload First Aid and EMT services are available before, during and after the race and an action plan in place to get people treated as soon as possible.
Roles Command Base: Located near or at the EMT station, lead by the Volunteer Coordinator, the Command Base is the strategic post in relaying communications, logistics, and risk management services throughout the event.
Zone Captains: A volunteer, who has completed the Volunteer Training D ay, and whose responsibility is to be the communication liaison between the volunteers in a designated location and Command Base.
Course Marshalls: A volunteer, who has completed the Volunteer Training D ay, and who is responsible to maintain communication with participants on the course, to encourage the use of the corridors, to maintain safe traffic management practices, and to inform their Zone Captain of any risk/ safety issues.
Medical Aid Stations: A major medical aid station is located on the grounds of Fort Wellington, near the parking lot where access to the road and quick access to all locations on the course is possible. It is equipped and staffed by the St. John's Ambulance. Minor aid stations are located in the Runners Area on the grounds of Fort Wellington and at the Battle of Windmill in conjunction with water stations to provide first aid and relief from minor discomfort (such as blisters and chafing) and to stabilize and connect with the Major Medical Station when transport of any serious cases when needed. Minor aid stations (i.e., First Aid Tents) are located in the Runners' Area and the Battle of the Windmill; The major medical aid station (i.e., Medical Services Tent) is located south of the Fort Wellington's Visitors Pavilion, near the parking area. Emergency vehicles have access to the road.
Due to the nature of the event, runners may sustain any number of common injuries. Runners will be advised to warm up thoroughly and only compete if they are able to. The decision whether to run or not is left to the discretion of the individual but they run at their own risk.
Potential Medical Concerns • D ehydration Cardiac events . Respiratory distress . Hyper/ Hypothermia Postural hypotension . H yponatrerrua Hypoglycemia . Podiatric issues . Overuse Injuries Others
Location of defibrillators: Stjohn Ambulance has a defibrillator in their ambulance; Visitor Centre of Fort Wellington has a defibrillator next to the visitor reception desk. It is checked monthly as per their Health & Safety policies.
35 ! Page
Page 50 of 92 Catastrophic Event: Any incident that includes, but is not limited, to the following: cardiac events, respiratory distress, participant struck by vehicle, any large amounts of blood, and head trauma.
Steps to follow: 1. Course Marshall to respond to the emergency; 2. Course Marshall to call 911; 3. Course Marshall to blow distress whistle and set headlight to strobe; 4. Zone Captain to respond and inform Command Base of the incident; 5. Command Base to send EMT at the scene; 6. Zone Captain to continue directing traffic away from the incident, crowd control, and create space for EMT to arrive; 7. EMT to secure the location and provide merucal treatment as necessary; 8. EMT to transfer patient to Ambulance to be sent to the Hospital; 9. EMT to provide Zone Captain with Emergency Contact information for Command Base to contact them; 10. FTNR representative to make a statement for the press and Social Media when needed; 11. Debriefing with all parties involved - Incident Report to complete.
Define Person in Distress: Any person that is experiencing pain, discomfort, needs support, and is not defined as experiencing a Catastrophic Event .. Common injuries associated with this form of activiry (sprains, strains, pulled muscles, dehydration, etc.).
Steps to follow: 1. Course Marshall to respond to the emergency; 2. Course Marshall to blow distress whistle and set headlight to strobe; 3. Zone Captain to respond and inform Command Base of the incident; 4. Command Base to send EMT at the scene; 5. Zone Captain to continue directing traffic away from the incident, crowd control, and create space for EMT to arrive; 6. EMT to secure the location and provide merucal treatment as necessary; 7. FfNR representative to make a statement for the press and Social Media when needed; 8. Debriefing with all parties involved - Incident Report to complete.
Medical questionnaire: In the hopes to support effective merucal treatment when needed, registrants will be asked to complete the following questions on the back of their bib: o Do you have any medical condition(s)? o Ar.e you prescribed any medication(s)? o Emergency contact (Name/ Number): This information will remain on their person and only be accesses by assigned medical personnel when needed for medical care purposes.
Protocol for maintaining records: Since the medical information provided by the registrant is maintained on their person and in situations of medical emergency will remain on their person during treatment, there are no records maintained by the Fort Town Night Run. Privacy & Confidentiality. Have a plan; your medical team coorrunator needs to be aware of the HIPAA Privacy and Confidentiality of medical information. Volunteers should not speak to the media or answer inquiries about a participant's condition or treatment. A specific person should be designated as the spokesperson. At the FTNR, the representative is the Volunteer Coorrunator.
36 IP age
Page 51 of 92 TWP TOWNSHIP OF EDWARDSBURGH CARDINAL EC INFORMATION ITEM • ca
Committee: Public Works, Environmental Services & Facilities
th Date: March 16 , 2020
Department: Operations
Topic: Public Works Diesel Fuel Card-Lock System
Background: At the February 18th Committee meeting, staff recommended that Council consider purchasing two (2) Cube Card Lock systems utilizing funds from the Township's Modernization Fund. After discussion, Committee directed staff to gather more information and contact neighboring municipalities to see if they utilized a Card Lock system, the brand and if they might share any benefits/shortcomings from their experience.
Staff is still receiving feedback. There does appear to be an opportunity to partner with another Municipality to purchase a Card Lock system.
We plan to have a more detailed report at next month's committee meeting. r-A~~~ Director of Operations CAO
Page 52 of 92 Page 1 of 1 TWP TOWNSHIP OF EDWARDSBURGH CARDINAL EC ACTION ITEM • ca
Committee: Public Works, Environmental Services & Facilities
Date: March 16th , 2020
Department: Environmental Services
Topic: 2019 CWS and EDS Summary Water Reports
Purpose: To receive the 2019 Cardinal and Edwardsburgh Industrial Park Water Systems Summary Reports.
Background: Owners of municipal drinking water systems are required to ensure that, not later than March 31st of each year, a Water System Summary Report is prepared in accordance with subsection (2) and (3) of Schedule 22-2 of Ontario Regulation 170/03 for the preceding calendar year.
For Drinking Water systems owned by a Municipality, the report is to be made out by the Operating Authority and presented to the Municipal Council. The report must list the requirements of the Act, the Regulations, the Drinking Water Works Permit, Municipal Drinking Water License and any Provincial Orders that were not satisfied at any point during the period of the report. Where Provincial standards were not maintained, the report must specify the duration of the failure and the measures that were taken to correct the deficiency.
Policy Implications: A requirement under Ontario Regulation 170/03 Safe Drinking Water Act.
Financial Considerations: There are no financial impacts associated with receiving the annual Summary Reports.
Recommendation: That Committee recommends that Council receive the 2019 Water Summary Reports for The Cardinal and Edwardsburgh Industrial Park Water Systems.
Director of Operations
Page 1 of 1 Page 53 of 92 TWP Phone: 613-658-3055 P.O. Box 129, EDWARDSBURGH CARDINAL Fax : 613-658-3445 1B Centre St. EC Toll Free: B66-B48-9099 Spencerville, Ontario ■ ca E-mail : mail@twpec .ca KDE 1XD
Prepared For: Council and Chief Administrative Officer Township of Edwardsburgh Cardinal Prepared by: Eric Wemerman, Environmental Services th March 16 , 2020
Page 54 of 92 2019 Cardinal WTP Summary Report
Executive Summary Schedule 22 of Ontario Regulation 170/03 requires that summary reports are prepared and given to members of council by March 31st of each year. The report must include any requirements of the Act, Regulations, Permits, licenses, or orders not met and the actions taken to correct the failure. In addition, a summary of flow rates and quantities compared to the approved capacities are provided to assess the capability of the system to meet existing and planned uses of the system.
I would like to take this opportunity to recognize the efforts of staff and council in continuing to ensure that the water system is functioning at a high level.
Page 55 of 92 2019 Cardinal WTP Summary Report
Table of Contents
Executive Summary ...... 2
Table of Contents ...... 3
Staffing and Licensing ...... 4
Failure to meet the Act, Regulations &System Approvals ...... 4
Tabulation of Monitoring Data ...... 4-7
Summary of Maintenance ...... 8
Unplanned maintenance- Cardinal Distribution System ...... 9
System Complaints from Residents ...... 9-11
Page 56 of 92 2019 Cardinal WTP Summary Report
Staffing and Licensing
The table below lists the licensed operational staff at the end of the 2019 calendar year.
NAME POSITION LICENCE# TYPE CLASS 61726 WT Eric Wemerman Chief Operator/ORO 78182 WD 91541 WT Aaron Campbell Assistant Chief Operator 95696 WD 54771 WT Stephen Campbell Operator 73567 WD 93001 WT Mark Simzer Operator 104867 WD I 58943 WT Ill Gordon Shaw Director of Operations 77743 WDS II 10409 WT Ill Dave Grant CAO 11762 WDS II Wayne Lefebvre Auxiliary Operator 17952 WDS I
Failure to meet the Act, Regulations, System Approvals or Orders
th The MECP conducted an announced focused inspection October 28 , 2019. No non compliance issues were identified during the Inspection
Tabulation of Monitoring Data
The following chart provides you with the numerical value. The graphs on page six and seven of this report plot the corresponding numerical value in reference to the Permit to Take Water and Certificate of Approval. Based on the values, the water system has the capability to meet with present demands of the system users with some room for expansion. The average daily flow out of the facility was 529 cubic meters and the total water produced in 2019 was 193004 cubic meters. This represents a decrease in water production of approximately 17% over 2018 volumes of 233407 cubic meters.
Page 57 of 92 2019 Card inal WTP Summary Report
Month Max Day Max Flow Rate In Max Day Flow Max Flow Rate Flow In (L/min) Out (m3/day) Out (L/min) (m3/day) January 572 1642 529 1198 February 573 1659 531 1196 March 727 1622 662 1164 April 854 1676 765 1277 May 1136 1695 1059 1214 June 1413 1679 1286 1210 July 1685 1745 1553 1340 August 840 1810 787 1217 September 919 1708 829 1204 October 710 1695 644 1210 November 663 1704 593 1209 December 573 1527 531 1183
Potable Water Produced VS Water Consumed
As previously mentioned, potable water production for 2019 totaled 193004 cubic meters, (193,004,000 liters). Records show total system water consumption in the amount of 144046 cubic meters.
The difference between total water leaving the water plant and metered water from Rideau St Lawrence can be attributed to the following (but not limited to): Cardinal Water Treatment Plant,(backwashing etc.), Wastewater Treatment Plant, Public works and Fire Hall water consumption, Structural Fire response, distribution leaks and bi annual flushing of fire hydrants.
Page 58 of 92 2019 Cardinal WTP Summary Report
Max Day Flow In vs. PTTW
4000 3500 3000 2500 2000 1500 1000 500 0
■ PTTW 3548 m3/day ■ Pea k Day Flow m3/day
Peak Flow Rate In vs. PTTW
2000 1500 1000 500
0
■ Permit t o Take Water 2460 L/min ■ Pea k Day Fl ow L/min
Page 59 of 92 2019 Cardinal WTP Summary Report
Peak Flow Rate Out vs . Drinking Water License
■ Peak Day Flow L/min ■ Li cense 2460 L/min
Max Day Flow Out vs . Drinking Water License
4000 3500 3000 2500 2000 1500 1000 500 0
■ PTTW 3548 m3/day ■ Peak Day Fl ow m3/day
Page 60 of 92 2019 Cardinal WTP Summary Report
Summary of Maintenance (Cardinal Water Plant)
Planned Maintenance Activities
• Annual Backflow Device Testing (3 WTP and 2 Distribution). • Chorine injection ring (Zebra Mussel Control) and raw water intake structure inspection. • Semi-annual inspection of basket screens. • Semi-annual hydrant inspection, isolation valve exercising and main flushing. • Semi-annual servicing of standby generator. • Semi-annual servicing of Trojan UV Swift 12. • Annual calibration and servicing of flow meters and Greyline sensors. • Bi-annual servicing of SCADA system. • Drain, Clean and Inspect filters. • Routine cleaning and calibration of all turbidity and chlorine analyzers. • Annual servicing and calibration of lab equipment and portable chlorine analyzers kits. • Removed and serviced one high lift pump. • Removed and serviced one low lift pump. • Serviced Golden Anderson Check Valve. • Annual inspection and servicing of fire alarm system. • Replaced mixing system in Water Tower (Capital Project). • Installation of berm around Water Plant for flood mitigation. • Live tapped and installed new water service and curb stop at a Dundas Street Property.
Unplanned Maintenance Activities • Replaced pH probe on portable pH meter. • Replaced pH probe on chlorine analyzer. • Replaced UV Lamps in UV 1 & 2. • Replaced sensor sleeve in UV# 1. • Replaced motor in ceiling mounted heater. • Repaired one backflow preventer at the Cardinal Water Plant. • GAL Power replaced fuel filter on generator. • Repaired two fire hydrants. • Repaired and replaced damaged soffit on west side of water plant. • Rebuilt and replaced chlorine rack fittings, valve and pipework.
Page 61 of 92 2019 Cardinal WTP Summary Report
Unplanned Maintenance Activities in Cardinal Distribution System
th April 14 , 2019- Repaired a leaking water service on George St .
July 2nd, 2019- Replaced leaking fitting on curb stop at Cardinal Legion.
rd July 3 , 2019- Cornwall Gravel excavated and repaired a leaking fitting on a curb stop on Walker St, Cardinal.
th November 13 , 2019- Repaired bent curb stop on Dundas St.
th November 18 , 2019- Repaired a broken curb stop on Waddell St.
th December 5 , 2019 - Repaired a leaking water service on George St.
System Complaints from Residents
Date ComQlaint Actions Taken
January 28 11\ 2019 Water leak Water leaking inside vacant house on West St. Staff located curb stop and shut water off.
th January 28 , 2019 Water Leak Staff notified that water consumption was high at a house on County Rd 2. House vacant. Curb stop located and water shut off.
th February 15 , 2019 Low Water Resident concerned about low water pressure in home Pressure on Joseph Street. Staff attended and discovered a plugged aerator. Resident to repair.
March 6, 2019 Water Leak Staff notified that water consumption was high at a residence on William St. Staff and plumbers attended. Outdoor faucets had frozen and burst causing leak.
1 April 5 \ 2019 High water Staff attended residence on Lewis St and determined a bill leaking toilet was causing a high-water bill.
th April 14 , 2019 Low Water Resident on George St was experiencing low water Pressure pressure. Staff investigated. Water service leaking on township property. Environmental and Public Works repaired.
Page 62 of 92 2019 Cardinal WTP Summary Report
Date ComQlaint Actions Taken
1 April 25 \ 2019 Cracked Staff advised that a house on County Rd 2 had a water meter cracked water meter due to no heat in the basement. New water meter programmed and installed by plumber. th April 29 , 2019 Cracked Staff advised that a house on Lewis St had a water meter cracked water meter due to inadequate heat in the basement. New water meter programmed and installed by plumber.
1 May 7 \ 2019 High Water Resident on Dundas St contacted staff about a high- Bill water bill. Staff investigated and determined usage was normal.
th May 13 , 2019 Water Leak Resident on Dundas St contacted staff about water ponding in yard. Staff investigated and determined water service was leaking on private property. Resident excavated and replaced service.
May 3 Pt, 2019 Low Water Resident on Joseph St advised staff of low water Pressure pressure. Plumber contacted and determined water service on private property needs to be replaced. Resident to replace.
1 August 7 \ 2019 Taste/Odor Resident advised staff that water tasted earthy. Staff investigated, took chlorine residuals and found no issues.
October 1s i, 2019 Service Leak Resident advised staff that water was pooling in driveway at a residence on County Rd 2. Staff investigated, shut water off and determined leak was on private property. Resident excavated and replaced water service.
th November 18 , Service Leak High water consumption alarm on water meter at 2019 an Adelaide St property. Staff investigated and determined a pipe burst on private property. Homeowner shut valve off, no further action taken.
1 December 5 \ 2019 Water meter Water pressure at a George St property was low
Page 63 of 92 2019 Cardinal WTP Summary Report
after service repair. Water meter removed and cleaned. Pressure restored.
Date Com12laint Actions Taken
th December 5 , 2019 No Water Neighboring George St property had no water after service leak. Staff turned curb stop back on, water restored.
th December 24 , Water Leak Public Works noticed outside tap running and 2019 flooding driveway at a home on Victoria Street. Tap turned off and advised tenant to contact owner to repair.
th December 27 , Water Leak Water flooding out of vacant house on East St. 2019 Staff located and shut curb stop off
Page 64 of 92 TWP Phone : 613-658-3055 P.O. Box 129. EDWARDSBURGH CARDINAL Fax: 613-658-3445 18 Centre St. EC Toll Free : 866-848-9099 Spencerville, Ontario ■ ca E-mail : [email protected] KOE lXO
Prepared for: Council and Ch ief Administrative Officer, Township of Edwardsburgh/Cardinal Prepared By: Environmental Services th March 16 , 2020
Page 65 of 92 2019 Edwardsburgh Industrial Park Summary Report
Executive Summary Schedule 22 of ROA.b!I: Inn' H I, nT 418, hmCI: TO U.&.A., COUNTY •Q.\11 I: R.aIL: C.IN.lDI.IN ,UTJOJUI. IILUM U l'lt. CJt. SNIJt 1.11ft SIIIPPJ1r,IC ; NEP' SU, ,arr, GRLH Lt.US, ST. UQUICJ: SEAWAY Ontario Regulation POTJ.al.l! WA.TH 4HP PJIU: ,ao'1!C'n01'1, 'WATUMJ.11'1 ntON rRDCOTr ffW,\Ol: 81:"411& '11!£Al'Nrff 11.A."ff AIUACDIT IU:CTKJeAL: OJ;f IUII• na ALO,tG C01!"1'r Jal. I "-4TtlRAL GAS : CIM'1U. GAi 170/03 requires that m.EC'OMllUNJCAT10NS: l.n1. GUl'ADA. DOa\'E.ll C1BU JOOI 1000 MOO -tOOO PUT summary reports are prepared and given to members of council by March 31st of each year. The report must include any requirements of the Act, Regulations, ,. "'""'C.1..4, Permits, licenses, or orders not met and the actions taken to TOWNSIIIP OF correct the failure. In EDWARDSBURGH/CARDINA addition, a summary of flow rates and quantities compared to the approved capacities are provided to assess the capability of the system to meet existing and planned uses of the system.
The Edwardsburgh Industrial Park Distribution System received a rating of 100% on DWI report# th 1-KYESE conducted by MECP Drinking Water Inspector Dan White on August 28 , 2019. I would like to take this opportunity to recognize the efforts of staff and council in continuing to ensure that the water system is functioning at a high level.
Page 66 of 92 2019 Edwardsburgh Industrial Park Summary Report
Contents Executive Summary ...... 1
Contents ...... 2
Staffing and Licensing ...... 3
Failure to meet the Act, Regulations, System Approvals or Orders 3
Tabulation of Monitoring Data ...... 3-4
Summary of Maintenance ...... 4
System Complaints ...... 4
Page 67 of 92 2019 Edwardsburgh Industrial Park Summary Report
Staffing and Licensing The table below lists the licensed operational staff at the end of the 2019 calendar year.
NAME POSITION LICENCE# TYPE CLASS 61726 WT Eric Wemerman Chief Operator/ORO 78182 WD 91541 WT Aaron Campbell Assistant Chief Operator 95696 WD 54771 WT Stephen Campbell Operator 73567 WD 93001 WT Mark Simzer Operator 104867 WD 58943 WT Ill Gordon Shaw Director of Operations 77743 WDS II 10409 WT Ill Dave Grant CAO 11762 WDS II Wayne Lefebvre Auxiliary Operator 17952 WDS I
Failure to meet the Act, Regulations, System Approvals or Orders
th The MECP conducted an unannounced inspection for this water system on August 28 , 2019. No non-compliance issues were observed or best practices noted during the inspection.
Tabulation of Monitoring Data
The stand-alone distribution system does not require a Permit to take Water since it receives all its water from the Prescott Treatment Plant. The quantity of monthly water taking is set by an agreement between Corporation of the Township of Edwardsburgh Cardinal and the Corporation of the Town of Prescott. The total water consumed in 2019 was 40960 cubic meters compared to 45225 cubic meters in 2018, a decrease of approximately 9%.
Page 68 of 92 2019 Edwardsburgh Industrial Park Summary Report
3 Monthly Flow Data (m ) 6000 5000 4000 3000 2000 1000 0
2019 ■ 2018
Summary of Maintenance
• Water main flushing program. • Isolation valve exercise program. • Cleaning and calibration of chlorine analyzer. • 1 water service tie in to water main.
System Incidents/Complaints
July 4th, 2019 -Adverse test result for Total Coliforms at Greenfield Ethanol. Notifications to appropriate Ministries, flushing and re-sampling occurred. All preceding samples were negative for Total Coliform, no further action required by the Local Health Unit.
August 9th, 2019 -Water valves feeding Industrial Park and New Wexford were isolated for a suspected water main break. Investigation provided that no water main break had occurred, however water pressure to system was compromised. A precautionary boil water advisory was issued by the Health Unit. Water main flushing and sampling proceeded at the direction of the Leeds and Grenville Health Unit. Bacteriological testing came back negative for contamination. No further action required by the Health Unit.
November 20th, 2019- A Riverview Crescent resident had concerns about her water quality. Staff investigated the complaint. No further action was required.
Page 69 of 92 TWP TOWNSHIP OF EDWARDSBURGH CARDINAL EC ACTION ITEM • ca
Committee: Public Works, Environmental Services & Facilities
th Date: March 16 , 2020
Department: Environmental Services
Topic: 2019 Prescott combined Annual/Summary Water Report
Purpose: To receive the 2019 Prescott Water System Annual/Summary Report.
Background: Owners of municipal drinking water systems are required to ensure that, not later than February 28th of the following year, an Annual report is prepared in accordance with Section 11 of O.Reg 170/03. Additionally, by March 31 st of each year, a Water System Summary Report is prepared in accordance with subsection (2) and (3) of Schedule 22-2 of O.Reg 170/03 for the preceding calendar year. For Drinking Water systems that supply water to a different Municipality, the report is to be made out by the Operating Authority and presented to the receiving jurisdiction's Owner. The report must list a summary of the sample program, the requirements of the Act, the Regulations, the Drinking Water Works Permit, Municipal Drinking Water License and any Provincial Orders that were not satisfied at any point during the period of the report. Where Provincial standards were not maintained, the report must specify the duration of the failure and the measures that were taken to correct the deficiency. Prescott combines the Annual and Summary Water reports satisfying both Section 11 and Schedule 22 reporting requirements of 0 . Reg. 170/03.
Policy Implications: A requirement under Ontario Regulation 170/03 Safe Drinking Water Act.
Financial Considerations: There are no financial impacts associated with receiving the Annual Summary Reports.
Recommendation: That Committee recommends that Council receive the 2019 Water Annual Summary Report for The Prescott Water Systems.
Director of Operations
Page 1 of 1 Page 70 of 92 Town of Prescott Drinking Water System
Waterworks# 220001245 System Category- Large Municipal Residential
Annual Report
st st Reporting Period of January 1 - December 31 2019
Issued: February 24, 2020
Revision: 0
Operating Authority: OCWA r°'\ ONTARIO CLEAN WATER AGENCY °¥ AGENCE ONTARIENNE DES EAUX
This report has been prepared to satisfy the annual reporting requirements in 0 . Reg . 170/03 Section 11 and Schedule 22
Page 71 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report
Table of Contents
Report Availability ...... 1
Compliance Report Card ...... 1
System Process Description ...... 1
Raw Source ...... 1
Treatment ...... 1
Distribution ...... 2
Summary of Non-Compliance ...... 2
Adverse Water Quality Incidents ...... 2
Non-Compliance ...... 2
Non-Compliance Identified in a Ministry Inspection ...... 2
Flows ...... 3
Raw Water Flows ...... 3
Treated Water Flows ...... 4
Regulatory Sample Results Summary ...... 5
Microbiological Testing ...... 5
Operational Testing ...... 5
Inorganic Parameters ...... 5
Organic Parameters ...... 6
Additional Legislated Samples ...... 8
Major Maintenance Summary ...... 8
WTRS Submission Confirmation ...... A
Page 72 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report Rev. 0 Issued: 24-Feb-2020 Page 11
Report Availability
As the Town of Prescott's drinking water system is considered a large municipal residential system under 0 . Reg. 170/03, this report must be made available to the public. It can be found at the Town Hall located at 360 Dibble Street West, Prescott, Ontario and on the Town website (www.prescott.ca) .
Compliance Report Card
Compliance Event # of Events
Ministry of Environment Inspections 1
Ministry of Labour Inspections 0
QEMS External Audit 1
AWQl's/BWA 0/0
Non-Compliance 0
Spills 0
Watermain Breaks 6
System Process Description
Raw Source
Water is drawn from the St. Lawrence River into the plant via a 600 mm diameter steel intake pipe equipped with a sodium hypochlorite feed system for zebra mussel control. Raw water passes through a travelling screen unit located in the low lift building. The unit consists of wire mesh screens on a rotating belt. From there it is pumped to the plant for treatment.
Treatment
Once water enters the plant, an aluminum based coagulant is added and flash mixed. The water then travels to flocculation tanks where the coagulant is allowed time to attract fine particles from the water. From there, the water passes through one of three dual media rapid sand filters. Sodium hypochlorite and hydrofluosilicic acid are added as water enters the clearwell. To ma ximize contact time, the treated 3 water is diverted to two baffled reservoirs, each with a capacity of 800 m • Four vertical turbine pumps are available for supplying the distribution demand as needed.
Page 73 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report Rev. 0 Issued: 24-Feb-2020 Page 12
Distribution
Watermains in the distribution system are composed of PVC, c·ast iron and ductile iron. An elevated 3 storage tank is located on Wood Street and has a storage capacity of 2,272 m • The storage facility provides for peak hour demands and fire flows.
Treatment Chemicals used during the reporting year
Chemical Name Use Supplier Aluminum Sulphate Coagulant Chemtrade Hydrofluosilicic Acid Fluoride Brenntag Sodium Hypochlorite Disinfection UBA
Summary of Non-Compliance
Adverse Water Quality Incidents
Date I AWQI # I Location I Problem I Details I Legislation I Corrective Action Taken
None to report.
Non-Compliance
duration of the failure Legislation I requirement(s) system failed I I Corrective Action Status to meet (i.e. date(s)) I None to report.
Non-Compliance Identified in a Ministry Inspection
• • requirement(s) system failed duration of the failure 1 I I I Corrective Action Status Leg1s at1on to meet (i.e. date(s)) I None to report.
Page 74 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report Re~0 Issued: 24-Feb-2020 Page 13
Flows
Prescott's drinking water system is operating on average under half the rated capacity.
Raw Water Flows Raw water flows are regulated under the Permit to Take Water (PTTW) . Raw flow data for 2019 was submitted to the Ministry electronically under Permit #5506-9RMLKE. The submission confirmation can be found attached in Appendix A.
Raw Flows
Max. Allowable Flow - PTTW
9000 - 8000 ------7000 6000 5000 4000 _,,,,,,, - 3000 - - - -~ - - ... --. - -- - lr - - ---n - -. 2000 - - - - - • 1000 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec -t-Max Allowable (m3/d) 8200 8200 8200 8200 8200 8200 8200 8200 8200 8200 8200 8200 - Max Flow (m3/d) 2718 2960 4088 3415 3198 3008 3403 3477 2660 2842 2689 2302 ...,_Avg Flow (m3/d) 2317 2680 2710 2443 2646 2576 2851 2794 2258 2088 2127 2114
Maximum Flow Rates Max. Allowable Rate - PTTW 100 90 • • • • • • • • • • • • n - L - .rt. 80 ------70 - 60 -- so 40 30 20 10 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec -t-Max Allowable Rate (L/sec) 94.9 94.9 94.9 94.9 94.9 94.9 94.9 94.9 94.9 94.9 94.9 94.9 - Max Rate (L/s) 82.9 82.3 81.6 77.6 80.5 86.4 82.1 80.8 81.0 81.0 81.7 76.4
Page 75 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report Rev. 0 Issued: 24-Feb-2020 Page 14
Treated Water Flows Treated water flows are regulated under the Municipal Drinking Water Licence (MDWL).
Treated Flows Rated Capacity- MDWL 9000
~ ~ ~ & & & & & & & 8000 7000 6000 5000 4000 3000 ,A - ~-- - _, ...... - - - - ~ _-'C . ...-___ - - ~ 2000 - - - - ::::::::n- - 1000 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec -+-Rated Capacity (m3/d) 8200 8200 8200 8200 8200 8200 8200 8200 8200 8200 8200 8200 - Max Flow (m3/d) 2432 2583 3623 2502 2878 2905 3326 3346 2616 2972 2659 2217 ...,_Avg Flow (m3/d) 1944 2325 2367 1929 2445 2470 2810 2813 2153 2035 2055 2053
Annual Total Flow Comparison
1,200,000
1,000,000
800,000
600,000
400,000
200,000
0
■ WTP (m3)
Page 76 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report Rev. 0 Issued: 24-Feb-2020 Page !5
Regulatory Sample Results Summary
Microbiological Testing
No. of Samples Range of E.Coli Results Range of Total Coliform Range of HPC Results Collected Results
Min Max Min Max Min Max Raw Water 53 0 1 0 98 n/a n/a Treated Water 53 0 0 0 0 2 30 Distribution Water 214 0 0 0 0 2 40
Operational Testing
No. of Samples Range of Results Collected Minimum Average Maximum Turbidity (NTU) - RW 8760 N/A 0.96 10.0 Turbidity (NTU) - TW 8760 N/A 0.05 2.35 Turbidity (NTU) - Filtl 8760 N/A 0.03 0.70 Turbidity (NTU) - Filt2 8760 N/A 0.03 0.33 Turbidity (NTU) - Filt3 8760 N/A 0.03 0.39 Free Chlorine Residual (mg/L) - TW 8760 1.19 1.60 2.73 Free Chlorine Residual, On-Line (mg/L) - OW 8760 0.23 1.39 2.38 Free Chlorine Residual, In-House (mg/L) - OW 214 0.35 N/A 2.09 Fluoride Residual (mg/L) - TW 8760 0.20 0.67 1.28 NOTE : Spikes record ed by on -lin e instrumentation may res ult from air bubb les and variou s mainten ance/cali bration activiti es. All spi kes are revi ewed fo r compl ia nce with 0. Reg . 170/03
Inorganic Parameters These parameters are tested as a requirement under 0 . Reg . 170/03. Sodium and Fluoride are required to be tested every 60 months. Nitrate and Nitrite are tested quarterly and metals are tested annually as required under 0 . Reg . 170/03. In the event any parameter exceeds half the maximum allowable concentration the parameter is required to be sampled quarterly.
• MAC= Maximum Allowable Concentration as per 0 . Reg . 169/03 • MDL= Below the laboratory detection level
Sample Date No. of Exceedances Sample Result MAC (yyyy/mm/dd) MAC 1/2 MAC Treated Water Antimony: Sb (ug/L) - TW 2019/01/14 0.1 6.0 No No Arsenic: As (ug/L) - TW 2019/01/14 0.3 10.0 No No Barium: Ba (ug/L) - TW 2019/01/14 19.0 1000.0 No No Boron : B (ug/L) - TW 2019/01/14 13.0 5000.0 No No Cadmium: Cd (ug/L) - TW 2019/01/14 Page 77 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report Rev. 0 Issued: 24-Feb-2020 Page 16 Sample Date No. of Exceedances Sample Result MAC (yyyy/mm/dd) MAC 1/2 MAC Uranium: U (ug/L) - TW 2019/01/14 0.21 20.0 No No Additional lnorganics Nitrite (mg/L) - TW 2019/01/14 Schedule 15 Sampling: The Schedule 15 Sampling is required under 0 . Reg . 170/03. Th is system is under a reduced sampling schedule. No plumbing samples were collected. Number of Sampling Range of Results MAC Number of Distribution System Number of Samples Points Minimum Maximum (ug/L) Exceedances Alkalinity (mg/L) 6 6 80 84 n/a n/ a pH 6 6 7.48 7.85 n/a n/a Lead (ug/1) 3 3 0.05 0.14 10 0 Organic Parameters These parameters are tested annually as a requirement under 0 . Reg . 170/03. In the event any parameter exceeds half the ma ximum allowable concentration the parameter is required to be sampled quarterly. • MAC= Maximum Allowable Concentration as per 0 . Reg . 169/03 • MDL = Below the laboratory detection level Number of Sample Date Sample Result MAC Exceedances (vvvv/mm/dd) MAC 1/2 MAC Treated Water Alachlor (ug/L) - TW 2019/01/14 Page 78 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report Rev. 0 Issued: 24-Feb-2020 Page 17 Number of Sample Date Sample Result MAC Exceedances (yyyy/mm/dd) MAC 1/2 MAC Carbon Tetrachloride (ug/L) - TW 2019/01/14 Page 79 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report Rev. 0 Issued: 24-Feb-2020 Page !8 Distribution samples are tested quarterly for TH M's and HAA's in accordance with 0 . Reg. 170/03. No. of Sample Year Sample Result MAC Exceedances MAC 1/2 MAC Distribution Water Trihalomethane (THM): Total (ug/L) 2019 42.8 100.00 No No Annual Average - DW Haloacetic Acid (HAA) : Total (ug/L) 2019 11.7 80.00 No No Annual Average - DW Additional Legislated Samples Document Parameter Limit (mg/L) Result (mg/L) Filter Backwash Supernatant MDWL # 161-101 Annual Average < 25 8.7 Suspended Solids Major Maintenance Summary Description Purchased new efficient pump to replace Low Lift Pump #1 Replaced High Lift Pump #3 Repaired intake sample pump Replaced anthracite in Filter #3 Replaced backwash sludge pump #2 Cleaned backwash tank Cleaned raw water reservoir Replaced SC 200 controller Inspected and cleaned raw water intake crib Replaced FCV#2 (influent) and DRV#2 (drain) valve actuators Purchased replacement valve for Effluent Valve #3 Replaced 3 PLC Cards Replaced discharge analyzer for chlorine, fluoride and pH ' Replaced fluoride chemical feed pumps Safety rails installed at loading dock Page 80 of 92 Ontario Clean Water Agency - Prescott Drinking Water System - 2019 Annual Report Appendix A WTRS Submission Confirmation Page 81 of 92 1/31/2020 Water Taking Reporting System Ontario& Location: WTRS / WT DATA / Input WT Record WTRS-WT-008 Water Taking Data submitted successfully. Confirmation: Thank you for submitting your water taking data online. Permit Number: 5506-9RMLKE Permit Holder: THE CORPORATION OF THE SEPARATED TOWN OF PRESCOTT. Received on:Jan 31, 2020 1 :45 PM This confirmation indicates that your data has been received by the Ministry,but should not be construed as acceptance of this data if it differs from that specified on the Permit Number, assigned to the Permit Holder stated above. Return t o Main Page NORTH2 DUNDAS2 I 2020/01/31 version: v4.S.0.21 (build#: 22} Last modified: 2018/09/18 Thi s sitt m .idnta i ntd b',I @20209ueen's printer for 9otocl9 Ontarro '9 tht Oov,rnm,nt of Ontario https://www.lrcsde.lrc.gov.on.ca/wtrs/external/permits/permitSubmit.doPage 82 of 92 1/1 TWP TOWNSHIP OF EDWARDSBURGH CARDINAL EC ACTION ITEM • ca Committee: Public Works, Environmental Services & Facilities th Date: March 16 , 2020 Department: Environmental Services Topic: 2020 Industrial Park Wastewater Budget Purpose: To review and approve the 2020 budget estimates for the Industrial Park Wastewater System. Background: An initial review of the 2020 Industrial Park Wastewater System budget th was undertaken by Committee January 15 , 2020. A recommended increase of $0.40 per cubic meter, (from $1.054/m3 to $1.454/m3), was provided by Staff extrapolated from revenue and expenses covering an 11 month period in 2019. Committee had concerns that the draft budget was based on an anticipated total flow volume of 33,000 m3 even though the flow was trending closer to 28,000 m3. Members accepted the recommended increase but directed staff to review the budget after the actuals were available. Policy Implications: Section 45 of Schedule A in Bylaw 2014-25 establishes how costs are apportioned for the operation and maintenance of the Prescott Sewer Treatment Plant (PSTP). Costs are based on the actual metered volume difference between the metered result at Prescott's Pumping Station #5 and at the PSTP. Individual Sewage charges to EC Businesses are based on individual potable water consumption as no metering of sewage is undertaken. Cubic meters of Water in = cubic meters of Sewage out. Financial Considerations: The 2020 budget estimates provided at the Prescott Waste Water Treatment Board meeting on December 17, 2019 indicated a shareable expense of $1 ,103,904.00. Based on actual 2019 revenue and expenses and our shareable flow allocation for 2019 of 5.67%, the budget estimates are now updated to reflect this information. The updated estimates project a transfer of $1592.00 from the reserve fund to balance the budget. Page 1 of 2 Page 83 of 92 Recommendation: That Committee recommends that Council approve the 2020 budget estimates for the Industrial Park Wastewater System. Director of Operations CAO Page 2 of 2 Page 84 of 92 TOWNSHIP OF EDWARDSBURGH/CARDINAL Report Date INDUSTRIAL PARK SEWAGE BUDGET 3/10/2020 2:02 PM For the Year 2020 Page 1 2019 2019 YTD 2020 Variance to Budget Actual Budget 2019 Budget % Notes REVENUES 52-4210 - Industrial Park Wastewater Revenue 41,148.00 34,878.33 46,078.00 4,930.00 14.13 0.40 cents m3 increase in consumption 52-4215 - Industrial Park Capital Levy 2,456.00 2,080.48 2,460.00 4.00 0.19 52-4220 - Ind Park Wastewater Interest Revenue 38.00 52-4299 - Industrial Park Wastewater Misc Revenue 16,320.00 16,288.12 16,695.00 375.00 2.30 52-4710 - lndust Park Wastewater Transfer from Rei 10,882.00 1,592.00 (9,290.00) TOTAL REVENUES: 70,806.00 53,284.93 66,825.00 (3,981.00) 7.47- EXPENSES 52-5326 - Industrial Park WWfP Contract Treatment 66,750.00 63,043.67 62,595.00 (4,155.00) 6.59- based on 2020 Proposed budget with 5.67% flow rate from ;w19 52-5333 - lf\dustrial Park Insurance 1,600.00 1,620.96 -- 1,770.00 170.00 10.49 premium increase Total EXPENSES: 68,350.00 64,664.63 64,365.00 (3,985.00) 6.16- CAPITAL Capltal Expenses 52-5901 - Transfer to Reserve Fund 2,456.00 2,080.48 2,460.00 4.00 0.19 Total Capital Expenses: 2,456.00 2,080.48 2,460.00 4.00 0.19 Total CAPITAL: 2,456.00 2,080.48 2,460.00 4.00 0.19 TOTAL EXPENSES: 70,806.00 66,745.11 66,825.00 (3,981.00) 5.96- TOTAL INDUSTRIAL PARK SEWAGE 0.00 (13,460.18) 0.00 0.00 0.00 Page 85 of 92 TWP EC TOWNSHIP OF EDWARDSBURGH CARDINAL • ca INFORMATION ITEM Committee: Public Works, Environmental Services & Facilities Date: March 16, 2020 Department: Administration Topic: Industrial Park Water Budget Update Background: At the January 15th 2020 committee meeting members enquired about the 2019 revenue numbers being less than anticipated . The revenue numbers are lower for two reasons. First, the Prescott water costs are lower than anticipate which directly impacts the revenue. Second , a water meter at one of the industries in the industrial park is not operating correctly providing inconsistent readings. Staff are in the process of getting the water meter repaired and functioning correctly. Director of Operations CAO Page 1 of 1 Page 86 of 92 TOWNSHIP OF EDWARDSBURGH/CARDINAL Report Date EDWARDSBURGH DISTRIBUTION SYSTEM BUDGET 3/13/2020 9:56 AM For the Year 2020 Page 1 2019 2019 YTD Draft 2020 Variance to Budget Actual Budget 2019 Budget % Notes REVENUES 53-4220 - Ind Park Water Interest Revenue 1,000.00 680.38 1,000.00 53-4221 - Industrial Park Water 159,045.00 149,789.12 159,050.00 5.00 TOT AL REVENUES: 160,045.00 150,469.50 160,050.00 5.00 0.00 EXPENSES 53-5102 - Salaries And Wages 25,950.00 25,924.28 25,750.00 (200.00) 0.77- 53-5111 - Canada Pension Plan 1,000.00 905.83 1,350.00 350.00 38.64 53-5112 - Employer Health Tax 560.00 509.39 500.00 (60.00) 11.78- 53-5113 - Employment Insurance 400.00 335.02 400.00 53-5114 - Workers Safety Insurance 330.00 295.74 630.00 300.00 101.44 WSIB rate increased to 2.44 53-5115 - Group Insurance 3,280.00 2,912.28 3,530.00 250.00 8.58 53-5116 - Omers 2,840.00 2,424.09 2,840.00 53-5301 - Miscellaneous 250.00 88.79 250.00 53-5309 - Industrial Park Telephone 900.00 1,582.51 900.00 53-5320 - System Optimization 1,000.00 1,000.00 53-5326 - Industrial Park Contracts 300.00 1,053.65 1,000.00 700.00 66.44 53-5329 - Professional Development 1,000.00 1,210.33 1,000.00 53-5333 - Insurance 4,800.00 4,862.88 5,590.00 790.00 16.25 53-5335 - Water Sampling 3,000.00 3,197.75 3,000.00 53-5336 - Vehicle Expense 3,700.00 5,165.33 5,200.00 1,500.00 29.04 53-5612 - Industrial Park Water Line Maintenance 2,000.00 95.63 2,000.00 53-5631 - Prescott Water Costs 87,375.00 84,461.13 85,680.00 (1,695.00) 2.01- 53-5901 - Transfer To Reserve Fund 21 ,360.00 19,430.00 (1,930.00) TOT AL EXPENSES: 160,045.00 135,024.63 160,050.00 5.00 0.00 TOTAL EXPENSES: 160,045.00 135,024.63 160,050.00 5.00 0.00 TOTAL WATER SUPPLY 0.00 15,444.87 0.00 0.00 0.00 Page 87 of 92 TWP TOWNSHIP OF EDWARDSBURGH CARDINAL EC ACTION ITEM • ca Committee: Public Works, Environmental Services & Facilities Date: March 16, 2020 Department: Operations Topic: JRDR Municipal Drain Levy Assessment Bylaw Purpose: To repeal Bylaw 2015-68 and replace it with an updated levy assessment based on the Ontario Court of the Drainage Referee decision and required directions. Background: The attached updated levy assessment schedule reflects the cost allocation determined by the Ontario Court of the Drainage Referee and the completion of Section 78 Engineer's Report process that concluded with third and final reading of Bylaw 2020-09 on February 24th, 2020. Policy Implications: The Drainage Act establishes processes and procedures with respect to municipal drains that fall under this Act. Financial Considerations: The final outcome will see two properties and two road authorities billed more than in the original schedule. An assessment between $300.00 and $5,000.00 may be paid over twelve (12) months with monthly payments by post-dated cheques with no interest charges. An assessment more than $5,000.00 may enter into a formal agreement with the Township of Edwardsburgh Cardinal for equal annual payments, bearing no interest, to be collected in the same manner and at the same time as other taxes are collected in each year for ten (10) years. The remainder of properties will receive a refund based on the difference between the original and updated schedules. Refunds of $20.00 or less will be added as a credit to the property tax account. For refunds of more than $20.00 a cheque will be issued. Recommendation: That committee recommends that council pass a bylaw with the updated levy assessment schedule and direct staff to bill and refund properties according to the bylaw. Page 88 of 92 THE CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH CARDINAL BY-LAW NO. 2020- "BEING A BYLAW TO LEVY THE ASSESSMENT OF THE JAMES REILLY DEWIT RICHTER MUNICIPAL DRAIN" WHEREAS the Corporation of the Township of Edwardsburgh Cardinal enacted Bylaw 2009-53 on August 4, 2009 to provide for drainage works on the James Reilly/Dewit Richter drain; and WHEREAS the Corporation of the Township of Edwardsburgh Cardinal enacted By-law 2015-68 on November 23, 2015 to levy assessments for works performed on the James Reilly/Dewit-Richter municipal drain; and WHEREAS the decision of the Acting Drainage Referee included an order that the Township of Edwardsburgh Cardinal initiate a Section 78 process under the Drainage Act to incorporate the changes to the culvert crossing located on Lot 4 Concession 6 and the relocation of the drain and cu lvert on Lot 3 Concession 6; and WHEREAS the decision of the Acting Drainage Referee deemed By-law 2015-68 to be invalid; and WHEREAS Section 61(1) of the Drainage Act, RSO 1990, Chapter 017 requires that a Council that is required to raise the whole or part of the cost of a drainage works shall impose upon the lands assessed for the drainage works the assessment with which it is chargeable; and WHEREAS Section 61 (2) , (3) , (4) and (5) of the Drainage Act, RSO 1990, Chapter 017 authorizes the manner and means by which the charges may be levied and collected ; and WHEREAS Section 85 of the Drainage Act, RSO 1990, Chapter 017 provides that grants may be made in respect of assessments made under this Act upon lands used for agricultural purposes; and NOW THEREFORE the Council of the Corporation of the Township of Edwardsburgh Cardinal enacts as follows: 1. That the assessments of cost less applicable grants are hereby imposed on the respective properties pursuant to Schedule "A", attached hereto and forming part of this bylaw, based on the ruling of the Court of the Drainage Referee and the Section 78 Engineer's Report. Page 89 of 92 2. Where the assessment against any parcel of land under Schedule "A" of this bylaw is less than the assessment levied under Schedule "A" of Bylaw 2015- 68 a refund for the difference will be issued back to the property once this bylaw comes into force and takes effect. 3. That a refund of $20.00 or less will be added to the property tax account as a credit. 4. That refunds more than $20.00 will be issued by cheque. 5. Where the assessment against any parcel of land under Schedule "A" of this bylaw is more than the assessment levied under Schedule "A" of Bylaw 2015- 68 an invoice for the difference will be issued to the property once this bylaw comes into force and takes effect. 6. Where the assessment against any parcel of land is $10.00 or less, the assessment shall be paid out of general funds of the Municipality. 7. That all assessments more than $10.00 and less than $300.00 shall be due and payable within thirty (30) days of the invoice date, following which all outstanding balances in default shall be added to the Tax Collector's Roll and recovered as taxes pursuant to the provisions of the Municipal Act, 2001 , as amended . 8. That all assessments more than $300.00 and less than $5,000.00 may be paid over twelve (12) months with monthly payments by post-dated cheques with no interest charges, following which all outstanding balances in default shall be added to the Tax Collector's Roll and recovered as taxes pursuant to the provisions of the Municipal Act, 2001, as amended. 9. That all assessments more than $5 ,000.00 may enter into a formal agreement with the Township of Edwardsburgh Cardinal for equal annual payments, bearing no interest, to be collected in the same manner and at the same time as other taxes are collected in each year for ten (10) years once this bylaw comes into force and takes effect. 10. That Bylaw 2015-68 is hereby repealed . Read a first and second time in open Council this 23 day of March, 2020. Read a third and final time, passed, signed and sealed in open Council this 23 day of March, 2020. Mayor Clerk Page 90 of 92 Cty Rd 22 Maintenance 2014/Bruce Crossing SCHEDULE OF ASSESSMENT FOR MAINTENANCE THE JAMES REILLY I DEWITT RICHTER MUNICIPAL DRAIN TOWNSHIP OF EDWARDSBURG/CARDINAL Property Total Section 78 Maintenanc Total Costs Report Revised e Bruce Rolf No. Section Owners Contributio Costs 1/3 Grant Lot Cone. Cost Crossing/Cly n CountyRd22 Net Rd22 Bruce Crossing Cost 0701-701-035-06700 Bruce. David & Arlene 4 6 31 ,882.35 3,900.00 $ - $ 35,782.35 $ 11 ,927.44 $ 23,854.91 0701-701-30-25200 5 Mty of Nat Resources 15 5 $ 14.80 $ 14.80 $ - $ 14.80 0701-701-30-25200 5 Mty of Nat Resources 15 5 $ 5.92 $ 5.92 $ - $ 5.92 0701-701-35-04600 5 Michael Berk & Alicia War 13 5 $ 82.58 $ 82.58 $ - $ 82.58 0701-701-35-04600 5 Michael Berk & Alicia War 13 5 $ 102.91 $ 102.91 $ - $ 102.91 0701-701-35-05000 5 Julia & David Cryderman 14 5 $ 40.58 $ 40.58 $ 13.53 $ 27.05 0701-701-35-05000 5 Julia & David Cryderman 14 5 $ 65.94 $ 65.94 $ 21 .98 $ 43.96 0701-701-35-05101 5 Marcus Johnston & Kathe 15 5 $ 49.56 $ 49.56 $ - $ 49.56 0701-701-35-05101 5 Peter & Susan Cobill 15 5 $ 21 .79 $ 21 .79 $ - $ 21 .79 0701-701-35-05110 5 Kenneth Reynolds 15 5 $ 14.42 $ 14.42 $ - $ 14.42 0701-701-35-05110 5 Kenneth Reynolds 15 5 $ 6.19 $ 6.19 $ - $ 6.19 0701-701-35-05120 5 Arthur & Sarah Card 15 5 $ 10.67 $ 10.67 $ - $ 10.67 0701-701-35-05120 5 Arthur & Sarah Card 15 5 $ 5.01 $ 5.01 $ - $ 5.01 0701-701-35-07200 4 Linda & Joseph Skruibis 5&6 6 $ 2.34 $ 2.34 $ - $ 2.34 0701-701-35-07201 4 JF Debbie & Sons 5&6 6 $ 1,188.01 $ 1,188.01 $ 396.00 $ 792.01 0701-701-35-07704 4 Gordon & Sally Thorn burr, 7 6 $ 16.58 $ 16.58 $ - $ 16.58 0701-701-35-07705 4 Michael & Lisa Yates 7 6 $ 16.42 $ 16.42 $ - $ 16.42 0701-701-35-07801 4 Catherine Hitsman 7 6 $ 277.54 $ 277.54 $ - $ 277.54 0701-701-35-07802 4 JF Debbie & Sons 7 6 $ 687.29 $ 687.29 $ 229.10 $ 458.19 0701-701-35-08100 4 Debbie Farms Inc. 7&8 6 $ 35.60 $ 35.60 $ 11 .87 $ 23.73 0701-701-35-08200 4 Shawn Millar 8 6 $ 1,212.84 $ 1,212.84 $ 404.28 $ 808.56 0701-701-35-08501 4 Russell & Brenda Bennett 8&9 6 $ 43.98 $ 43.98 $ 14.66 $ 29.32 0701-701-35-08600 4 James & Jennifer LalondE 9 6 $ 1,496.98 $ 1,496.98 $ - $ 1,496.98 0701-701-35-08800 4 Debbie Farms Inc. 9&10 6 $ 170.56 $ 170.56 $ 56.85 $ 113.71 0701-701-35-08904 4 Andrew & Janet Zywolko 11 6 $ 39.57 $ 39.57 $ - $ 39.57 0701-701-35-09000 4 Robert & Betty Carmicha, 10 6 $ 1,348.12 $ 1,348.12 $ 449.37 $ 898.74 0701-701-35-09000 5 Robert & Betty Carmicha, 10 6 4,800.00 $ 198.38 $ 4,998.38 $ 1,666.12 $ 3,332.25 0701-701-35-09000 5 Robert & Betty Carmicha, 10 6 $ 488.03 $ 488.03 $ 162.68 $ 325.35 0701-701-35-09001 4 Brent Debbie 11 6 $ 160.22 $ 160.22 $ 53.41 $ 106.82 0701-701-35-09001 5 Brent Debbie 11 6 $ 110.36 $ 110.36 $ 36.79 $ 73.57 0701-701-35-09001 5 Brent Debbie 11 6 $ 262.12 $ 262.12 $ 87.37 $ 174.75 0701-701-35-09300 4 Richard Schutten 11&12 6 $ 259.56 $ 259.56 $ 86.52 $ 173.04 0701-701-35-09400 4 Brent Debbie 11&12 6 $ 247.15 $ 247.15 $ 82.38 $ 164.76 0701-701-35-09400 5 Brent Debbie 11&12 6 $ 378.09 $ 378.09 $ 126.03 $ 252.06 0701-701-35-09400 5 Brent Debbie 11&12 6 $ 903.54 $ 903.54 $ 301 .18 $ 602.36 0701-701-35-09401 5 Greg & MaryAnn Moulton 11 6 $ 50.34 $ 50.34 $ - $ 50.34 0701-701-35-09401 5 Greg & MaryAnn Moulton 11 6 $ 27.43 $ 27.43 $ - $ 27.43 0701-701-35-09500 4 J.F. Debbie & Sons Ltd 13 6 $ 67.47 $ 67.47 $ - $ 67.47 0701-701-35-09500 5 J.F. Debbie & Sons Ltd 13 6 $ 92.07 $ 92.07 $ - $ 92.07 0701-701-35-09500 5 J.F. Dobbie & Sons Ltd 13 6 $ 133.43 $ 133.43 $ - $ 133.43 0701-701-35-09501 5 Bradley MacDonald 13 6 $ 19.65 $ 19.65 $ - $ 19.65 0701-701-35-09501 5 Bradley MacDonald 13 6 $ 13.56 $ 13.56 $ - $ 13.56 0701-701-35-09502 5 Manon Kelso 13 6 $ 12.18 $ 12.18 $ - $ 12.18 0701-701-35-09502 5 Manon Kelso 13 6 $ 19.65 $ 19.65 $ - $ 19.65 0701-701-35-09600 4 Ricky Young & Silvia D'Or 13&14 6 $ 311 .35 $ 311 .35 $ 103.78 $ 207.57 0701-701-35-09700 4 David & Julia Cryderman 13 6 $ 64.03 $ 64.03 $ - $ 64.03 0701-701-35-09700 5 David & Julia Cryderman 13 6 $ 69.44 $ 69.44 $ - $ 69.44 0701-701-35-09700 5 David & Julia Cryderman 13 6 $ 91 .60 $ 91 .60 $ - $ 91 .60 0701-701-35-09800 5 William & Joedy VanCam 13 6 $ 3.88 $ 3.88 $ - $ 3.88 0701-701-35-09800 5 William & Joedy VanCam 13 6 $ 4.56 $ 4.56 $ - $ 4.56 0701-701-35-09900 4 David & Julia Cryderman 14 6 $ 62.72 $ 62.72 $ 20.91 $ 41 .81 0701-701-35-09900 5 David & Julia Cryderman 14 6 $ 61 .37 $ 61 .37 $ 20.46 $ 40.91 0701-701-35-09900 5 David & Julia Cryderman 14 6 $ 57.54 $ 57.54 $ 19.18 $ 38.36 0701-701-35-10000 4 Maureen Mapp 14&15 6 $ 122.86 $ 122.86 $ $ 122.86 0701-701-35-10000 5 Maureen Mapp 14&15 6 $ 198.15 $ 198.15 $ - $ 198.15 0701-701-35-10000 5 Maureen Mapp 14&15 6 $ 85.73 $ 85.73 $ - $ 85.73 0701-701-35-10100 4 William Bannan 14 6 $ 87.39 $ 87.39 $ - $ 87.39 0701-701-35-10101 5 Jacob McPhair-Monty 15 6 $ 12.71 $ 12.71 $ - $ 12.71 0701-701-35-10101 5 Jacob McPhair-Monty 15 6 $ 27.97 $ 27.97 $ - $ 27.97 0701-701-35-10212 4 Andrew Cann & Gabrielle 15 6 $ 16.42 $ 16.42 $ - $ 16.42 0701-701-35-10215 4 Darren & Janice Johnstor 15 6 $ 38.94 $ 38.94 $ - $ 38.94 0701-701-35-10400 4 Colleen Bailey 6 16 $ 38.14 $ 38.14 $ - $ 38.14 Page 91 of 92 Cty Rd 22 Maintenance 2014/Bruce Crossing SCHEDULE OF ASSESSMENT FOR MAINTENANCE THE JAMES REILLY I DEWITT RICHTER MUNICIPAL DRAIN TO WNSHIP OF EDWARDSBURG/CARDINAL Property Total Section 78 Maintenanc Total Costs Report Revised e Bruce Roi/No. Section Owners Contributio Costs 1/3 Grant Lot Cone. Cost Crossing/Cty n County Rd 22 Net Rd22 Bruce Crossing Cost 0701-701-35-10500 4 Doris Roddick Estate 15 6 $ 58 .85 $ 58 .85 $ - $ 58 .85 0701-701-35-10500 5 Doris Roddick Estate 15 6 $ 39.30 $ 39.30 $ - $ 39.30 0701-701 -35-10500 5 Doris Roddick Estate 15 6 $ 39.30 $ 39 .30 $ - $ 39 .30 0701-701-35-10701 4 Brent & Tania McLaughlin 16 6 $ 11 .87 $ 11 .87 $ - $ 11 .87 4 TWP. of EiC - ROADS $ 762.43 $ 762.43 $ - $ 762.43 4 County Roads 4,770.00 1,400.00 $ 325.75 $ 6,495.75 $ - $ 6,495.75 5 TWP. of EiC - ROADS $ 116.12 $ 116.12 $ - $ 116.12 5 TWP. of EiC - ROADS 1,400.00 $ 667.91 $ 2,067.91 $ $ 2,067.91 TOTAL 36,652.35 11,500.00 $ 13,775.74 $ 61,928.09 $ 16,291.89 $ 45,636.20 (Section 78 TOTAL COST OF REPAIR= $ 13,775.74 Included in this amount for Upstream land 50% $ 6,887.87 Owners) 50% $ 6,887.87 Page 92 of 92