The Corporation of the Township of Tay Corporate Services Committee Agenda January 14, 2021 10:00 a.m. Remote Video and Telephone Conference PUBLIC NOTICE: Due to COVID-19 pandemic precautions regarding physical distancing and in accordance with Ontario Regulation 52/20, which restricts an organized public event of more than five people, Committee will be meeting remotely by video and telephone conference. For details on how to view the video conference meeting visit https://www.tay.ca/Meetings. To listen to the meeting by telephone call 705-999-0385 (a local telephone number) and enter meeting ID number 871 7265 3374. Pages 1. Call to Order 2. Adoption of the Agenda Recommendation: That the Corporate Services Committee Meeting Agenda for January 14, 2021 be adopted as circulated. 3. Disclosure of Interest 4. Presentations / Delegations 5. Standing Committee Business 5.1. Adoption of Minutes 5.1.1. Corporate Services Minutes December 10, 2020 4 Recommendation: That the Corporate Services Committee meeting minutes of December 10, 2020 be adopted. 5.2. Reports from Municipal Officials 5.2.1. CS-2021-07 Chief Administrative Officer, Council Event Attendance and 10 Reimbursement Policy Recommendation: That Staff Report No. CS-2021-07 regarding the Council Event Attendance & Reimbursement Policy be received; And that the existing Council Conference Policy be amended to also include Council event attendance & other reimbursements; And that the revised policy titled Council Event Attendance & Reimbursement Policy be approved. 5.2.2. CS-2021-01 Clerk, 2021 Council Meeting Schedule 25 Recommendation: That Staff Report No. CS-2021-01 regarding the 2021 Council Meeting Schedule be received for information. 5.2.3. CS-2021-09 Clerk, Revision to User Fees and Service Charges By-law 27 Recommendation: That Staff Report No. CS-2021-09 regarding a revision to the User Fees & Service Charges By-law be received; and That the proposed revision to Schedule “A” of the User Fees & Service Charges By-law for the Township of Tay be approved; and further That the required amending by-law be brought forward to Council for consideration. 5.2.4. CS-2021-08 Deputy Treasurer/Tax Collector, Interim Tax Levy By-law 30 Recommendation: That Staff Report No. CS-2021-08, regarding “Interim Tax Levy By-law” be received for information; And further, that the required by-law be brought forward to Council for consideration. 5.2.5. CS-2021-02 Manager of Financial Services, Development Charge Indexing 34 Recommendation: That Staff Report No. CS-2021-02, regarding development charge indexing, be received for information. 5.2.6. CS-2021-03 Financial Analyst, Financial Operating Report to November 30, 36 2020 Recommendation: That Staff Report No. CS-2021-03 regarding the Financial Operating Report to November 30, 2020 be received for information. 5.2.7. CS-2021-06 Chief Administrative Officer, Monthly Activity Report December 48 2020 5.2.8. CS-2021-05 General Manager, Corporate Services, Monthly Activity Report 50 5.2.9. CS-2021-04 Manager of Financial Services, Financial Services Division 53 Monthly Report Page 2 of 120 5.3. Other Business 5.3.1. Verbal Report Mayor Walker - Newmarket-Tay Power Distribution Ltd., Board of Director Vacancy 5.3.2. Verbal Report Deputy Mayor La Chapelle - Council Use of Social Media 5.3.3. Correspondence Severn Sound Environmental Association - Value in 56 Township of Tay 5.3.4. Correspondence Royal Canadian Legion - Request for Temporary Relief 115 from Water Bills 5.4. Items for Information 5.4.1. Correspondence St. Theresa's Graduating Student - Thank you 117 5.4.2. Correspondence Simcoe County - LINX Public Transit System 118 5.4.3. Correspondence Simcoe County Federation of Agriculture - Support of 119 Budget Measures Act Bill 229 Schedule 6 6. General Discussion – Committee/Staff Question & Answer Period 7. Requests for Future Reports or Follow-up • Research potential obligation to assume Private Roads from Estates of Deceased Owners - January 2021 • Hours of Work/Overtime Policy - Review and Report (2021) • Shift Premium and Banked Overtime - Review and Report (2021) • Municipal Grants Policy - Review and Report (2021) • Council Composition and Voting Methods - January 2021 8. Closed Session 9. Adjournment Recommendation: That this meeting adjourn at (time). Page 3 of 120 The Corporation of the Township of Tay Corporate Services Committee Meeting Minutes Thursday, December 10, 2020, 10:00 a.m. Remote Video and Telephone Conference Present: Mayor Walker Deputy Mayor La Chapelle Councillor Talbot Councillor Bumstead Councillor Warnock Councillor Raymond * Councillor Norris Staff Present: L. Barron - Chief Administrative Officer D. O'Shea - General Manager, Corporate Services S. Farquharson - General Manager, Protective and Development Services R. Bingham, Interim GM, Operational Services C. Bonneville - Municipal Clerk J. Sanders – Manager of Financial Services J. Genis – Financial Analyst E. Smith – Communications Specialist B. Anderson – Manager of Parks, Recreation & Facilities Services B. Thomas – Fire Chief * Councillor Raymond left the meeting at 12:12 p.m. following Item 5.2.4 _____________________________________________________________________ 1. Call to Order Mayor Walker called the meeting to order at 10:00 a.m. 2. Adoption of the Agenda Moved by Councillor Talbot Seconded by Mayor Walker That the Corporate Services Committee Meeting Agenda for December 10, 2020 be adopted as circulated. Motion Carried. 3. Disclosure of Interest 1 Page 4 of 120 None were received at this time. 4. Presentations / Delegations 5. Standing Committee Business 5.1 Adoption of Minutes 5.1.1 Corporate Services Committee Minutes November 12, 2020 Moved by Councillor Talbot Seconded by Mayor Walker That the Corporate Services Committee meeting minutes of November 12, 2020 be adopted. Motion Carried. 5.2 Reports from Municipal Officials 5.2.1 CS-2020-95 Clerk, Ministry for Seniors and Accessibility - Seniors Community Grant Program Committee discussed at length the proposed transaction of funds which will result in reducing the safe restart agreement funds for the community reach accessible van and earmark the equivalent amount in the safe restart agreement funds for the Seniors Advisory Committee. Moved by Councillor Talbot Seconded by Mayor Walker That Staff Report No. CS-2020-95 regarding Ministry for Seniors & Accessibility – Seniors Community Grant Program be received; and That the remaining balance in the Ministry for Seniors & Accessibility Grant Program Account be utilized to cover a portion of the cost of the $15,000 grant from the Township to Community Reach as a contribution towards their accessibility van; and further That an equivalent amount of funds be set aside in 2021 for the Seniors Advisory Committee. Motion Carried. 2 Page 5 of 120 5.2.2 CS-2020-89 Clerk, Ministry for Seniors and Accessibility - Inclusive Community Grant Application Committee discussed at length the proper procedures to follow with respect to staff submitting reports on behalf of Advisory Committees. It was noted that the Advisory Council representative is to attend a Council meeting to present requests on behave of the Advisory Committee and at that time Council will consider the proposal and direct staff to proceed with the ground work, if granted. As Council Representative for the Seniors Advisory Committee Councillor Warnock spoke to the positive results if awarded the grant which will ultimately benefit Tay residents’ of all ages. Committee agreed that the Seniors Advisory Committee proceed with the grant application with revisions to remove the request for a Seniors Coordinator and tablets/data and further recommended that programming options be increased to offset the total grant amount requested. Moved by Councillor Talbot Seconded by Mayor Walker That Staff Report No. CS-2020-89 regarding Ministry for Seniors and Accessibility – Inclusive Community Grant Application be received; and That the Council for the Township of Tay endorses the Seniors Advisory Committee’s application to the Inclusive Community Grant Program through the Ministry for Seniors and Accessibility for funding in the amount of $64,810 inclusive of $5,000 of in-kind contributions from the municipality. Motion Carried. 5.2.3 CS-2020-92 Manager of Financial Services - Capital Budget Update to November 30, 2020 The Manager of Financial Services spoke to the report and responded to questions accordingly. Moved by Councillor Talbot Seconded by Mayor Walker That Staff Report No. GGF-2020-92 regarding the Capital Budget Update to November 30, 2020 be received for information; and That the expenses for Paradise Point Grandview Beach watermain project recorded in 2020 be funded from the water capital reserve; and 3 Page 6 of 120 That the additional expense for Fire Bunker Gear be funded by increasing the transfer from the operating budget. Motion Carried. 5.2.4 CS-2020-90 Manager of Financial Services - Municipal Grant Applications The Manager of Financial Services spoke to the report and outlined the Grants and Donations Summary as outlined in the report. The Committee reviewed in detail the individual 2021 requests and directed staff to make revisions to the list accordingly. Further to the request submitted by the Royal Canadian Legion, Branch 523 - Victoria Harbour for building and landscaping improvements the Interim GM, Operational Services was directed to attend the site and review the water run-off issues and report back to the committee. Mayor Walker suggested that in support of our