City of Quinte West Corporate and Financial Services Committee Agenda Wednesday, June 6, 2018 at 5:00 PM City Hall Council Chambers 1. Call to Order 2. Closed Session a) Confidential Staff Report 18-102CFS from Virginia LaTour, Deputy City Clerk regarding proposed disposition of land by the Municipality (Pursuant to Section 239(2)(c) of the Municipal Act). b) Confidential Staff Report 18-105CFS from Virginia LaTour, Deputy City Clerk regarding proposed disposition of land by the Municipality (Pursuant to Section 239(2)(c) of the Municipal Act). c) Confidential Staff Report 18-111CFS from Janet Powers, Manager of Purchasing & Risk/Deputy Clerk regarding potential litigation affecting the Municipality(Pursuant to Section 239(2)(e) of the Municipal Act.) 3. 5:30 Return to Open Session 4. Disclosure of Pecuniary Interest and the General Nature thereof 5. Approval of Agenda - June 6, 2018 6. Approval of Minutes a) Minutes of the Corporate & Financial Services Committee Meeting held on May 2, 2018. Resolution: That the Minutes of the Corporate & Financial Services Committee Meeting held on May 2, 2018 be approved; 7. Presentations None 8. Public Meetings a) Surplus land being described as Part 1, Lots 173, 174, 175 and Part of 172 Registered Plan 480, former City of Trenton. b) Surplus land being described as Part 1, of Registered Plan 21R-25133, former Township of Sidney. 9. Public Input 10. Committee Staff Reports 10.1 Financial Services a) Staff Report 18-113CFS from Caleb DenOuden, Manager of Financial Services regarding the 2018 Quarterly City Operating Update. Resolution: That the Committee receives the 2018 Quarterly City Operating Update Report as presented. b) Staff Report 18-114CFS from Caleb DenOuden, Manager of Financial Services regarding the 2018 Quarterly Water and Sewer Operating Update. Resolution: That the Committee receives the 2018 Quarterly Water and Sewer Operating Update Report as presented. c) Staff Report 18-115CFS from Caleb DenOuden, Manager of Financial Services regarding the 2018 Quarterly Capital Update. Resolution: That the Committee receives the 2018 Quarterly Capital Update report as presented. d) Staff Report 18-117CFS from Caleb DenOuden, Manager of Financial Services regarding the Railway High Tonnage Rate. Resolution: That the Council request the Minister of Finance assess the rail lines located in the City of Quinte West to determine its eligibility as a high-tonnage rail line. And Further than the Minister of Finance consider the high-tonnage rate for individual railway right-of-way properties that meet the high- tonnage threshold. 10.2 Corporate Services a) Staff Report 18-103CFS from Virginia LaTour, Deputy City Clerk regarding Surplus Land Part 1, Lots 173, 174, 175 and Part of 172 Registered Plan 480, Ward 1 Trenton, 79 Leopold St. Resolution: That the Committee recommends that the subject property describes as Part 1, Lots 173, 174, 175 and part of 172 Registered Plan 480, former City of Trenton, now the City of Quinte West, be declared surplus to the needs of the City. b) Staff Report 18-104CFS from Virginia LaTour, Deputy City Clerk regarding Plant St. Road Allowance - Surplus Land Part 1, Registered Plan 21R-25133, Ward 2 Sidney. Resolution: That the Committee recommends that the subject property described as Part 1, on Registered Plan 21R-25133, former Township of Sidney, now the City of Quinte West, be declared surplus to the needs of the City. c) Staff Report 18-106CFS from Virginia LaTour, Deputy City Clerk regarding Cemetery Sub-Committee. Resolution: That Staff recommend that the Mount Evergreen Cemetery Board, as established by by-law, and renamed the Cemetery Committee, a Sub Committee for the City of Quinte West Council be disbanded, and that any unforeseen circumstances that may arise, and are not the status quo, be directed to the Corporate and Financial Services Committee. 10.3 IT/GIS Services 10.4 Facilities a) Staff Report 18-109CFS from Bob Forder, Manager of Facilities regarding the Summer Ice Fee Schedule Adjustment Request. That the Committee receives and approves the request to amend the Fee Schedule to include a Non-Prime Time Rate for Summer Ice Rental of $75.00 plus HST. 11. Printed Information a) Staff Report 18-108CFS from Bob Forder, Manager of Building and Facilities regarding 2018/2019 Capital Projects. b) Staff Report 18-110CFS from Brian Johnston, Manager of Information & Technology regarding City of Quinte West Technology Update. c) Staff Report 18-112CFS from Roxanne Alexander, Supervisor of Revenue and Taxation, Caleb DenOuden, Manager of Financial Services and Janet Powers, Manager of Purchasing & Risk Management/Deputy Clerk regarding Taxation, Accounting and Purchasing Updates. d) Licencing Stat for May 2018 e) Staff Report 18-118CFS from David Clazie, Director of Corporate and Financial Services regarding Batawa Community Center Renovations. 12. Non-Printed Information 13. Requests for Information 14. Adjournment Next Regular Meeting: September 5 , 2018 Quinte West Municipal Office – Council Chambers 7 Creswell Drive, Trenton Gity of Quinte West Corporate and Financial Services Committee 18-04 Minutes Wednesday, May 2,2018 Trent Port Marina 1. Call to Order Karen Sharpe called to order the Regular meeting of the Corporate and Financial Services Committee of the Corporation of the City of Quinte West at 5:30 p.m. Members Present: Councillor Karen Sharpe (Chair) Deputy Mayor Jim Alyea Councillor Duncan Armstrong Councillor Sally Freeman (regrets) Councillor Michael Kotsovos Councillor Don Kuntze Councillor Keith Reid (regrets) Councillor Bob Wannamaker Mayor Jim Harrison Staff Present. Mr. David Clazie, Director of Corporate & Financial Services Mr. Caleb DenOuden, Manager of Financial Services Mr. Kevin Heath, City Clerk Ms. Virginia LaTour, Deputy City Clerk Mr. Bob Forder, Manager of Facilities Ms. Lisa Mason, Recording Secretary Others: Councillor Garry Quinn Jeff Lay, Wilkinson & Company Pat Reid, 197 Old Carrying Place Road, Carrying Place Ron Reid, 197 Old Carrying Place Road, Carrying Place Saiqa Sheikh, JERKebago lnc., 22178 Loyalist Parkway, Carrying Place Joshua Blake, JERKebago lnc., 22178 Loyalist Parkway, Carrying Place Corporate and Financial Services Wednesday, May 2,2018 Committee Minutes Media John Spitters, Quinte Broadcasting 2. Disclosure of Pecuniary lnterest and the General Nature thereof 3. Approval of Agenda - May 2,2018 Motion No. 18-56 - Approval of Agenda Moved by Councillor Armstrong Seconded by Deputy Mayor Alyea That the regular agenda for the May 2,2018 Corporate & Financial Services Committee meeting be approved. Garried 4. Approval of Minutes Minutes of the Corporate & Financial Services Committee Meeting held on April 9, 2018. Motion No. 18-57 -Approval of Minutes Moved by Mayor Harrison Seconded by Councillor Kuntze That the Minutes of the Corporate & Financial Services Committee Meeting held on April 9, 2018 be approved. Carried 5. Presentations Jeff Lay from Wilkinson & Company made a presentation to the Committee regarding the 20'17 Draft Consolidated Financial Statements. Pat Reid made a presentation regarding the concerns that her and other residences have regarding the operation of JERKebago lnc. which is located at22178 Loyalist Parkway, Carrying Place. Mrs. Reid also presented the Committee with a petition and photos regarding this matter 6. Public Meetings None Corporate and Financial Services Wednesday, May 2,2018 Committee Minutes 7. Public lnput Joshua Blake from JERKebago lnc. spoke on behalf of the report regarding JERKebago lnc. refreshment vehicle application for operation. Mr. Blake spoke in favour of his application and told the Committee that he has found alternate ways to operate his refreshment vehicle that would eliminate concerns that have been brought forward, Ron Reid from 197 Old Carrying Place Road, Carrying Place spoke on behalf of the report regarding JERKebago lnc. and told the Committee he was against the application to operate. Saiqa Sheikh from JERKebago Inc. spoke on behalf of the report regarding JERKebago lnc. and told Committee she was in favour of the refreshment vehicle application to operate. 8. Committee Staff Reports 8.1. Corporate Services a) Staff Report 18-077CFS from Virginia LaTour, Deputy City Clerk regarding JERKebago lnc. refreshment vehicle at22178 Loyalist Parkway. Motion No. l8-58 - JERKebago lnc. Refreshment Vehicle Moved by Deputy Mayor Alyea Seconded by Mayor Harrison That the Committee recommends that the application from JERKebago lnc. to operate a refreshment vehicle in the City of Quinte West a|22178 Loyalist Parkway for the 2018 season be denied. Deputy Mayor Alyea requested a recorded vote. Councillor Kuntze Yes Councillor Wannamaker No Mayor Harrison Yes Deputy Mayor Alyea Yes Councillor Kotsovos No Councillor Armstrong No Councillor Sharpe Chair Yes The Recording Secretary reported the results of the poll to Chair Sharpe who declared the motion Carried. Corporate and Financial Services Wednesday, May 2,2018 Committee Minutes b) Staff Report 18-090CFS from Virginia LaTour, Deputy City Clerk regarding Special Sale Permit Fee for Quinte Civitan Club. Motion No. 18-59 - Special Sale Permit Fee - Quinte Civitan Club Moved by Councillor Kuntze Seconded by Mayor Harrison That the request for a fee refund from the Quinte Civitan Club for a special sale permit be denied. Carried c) Staff Report 18-091CFS from Virginia LaTour, Deputy City Clerk regarding relocation of Ron's Fries. Motion No. 18-60 - Relocation of Ron's Fries Moved by Councillor Armstrong Seconded by Councillor Kuntze That the exemption to Business Licencing By-Law Section 6.1 .6 be approved for Ron's Fries, in order to facilitate the relocation of this refreshment vehicle to City lands, until such time as the Waste Water Treatment Plant Forced Main Pump Station & River Crossing Project is completed. Carried d) Staff Report 18-092CFS from Kevin Heath, City Clerk regarding OuTTMH Street Dance Request. Motion No. 18-61 - OuTTMH Street Dance Request Moved by Councillor Kotsovos Seconded by Councillor Kuntze That the Committee recommends that the request from OuTTMH to hold a licensed street dance on July 21,2018 from 7:00 p.m.