The Corporation of the Township of Tay Corporate Services Committee Agenda October 15, 2020 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 the size of organized public gatherings, 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 849 6846 0561. Pages 1. Call to Order 2. Adoption of the Agenda Recommendation: That the Corporate Services Committee Meeting Agenda for October 15, 2020 be adopted. 3. Disclosure of Interest 4. Presentations / Delegations 5. Standing Committee Business 5.1. Adoption of Minutes 5.2. Reports from Municipal Officials 5.2.1. CS-2020-69 - Monthly Activity Report - Office of the CAO 4 Report from the Chief Administrative Officer/Deputy Clerk. For information. 5.2.2. CS-2020-70 Monthly Activity Report - General Manager, Corporate Services 6 Report from the General Manager, Corporate Services. For information. 5.2.3. CS-2020-67 Financial Services Monthly Report 8 Report from the Manager of Financial Services. For information. 5.2.4. CS-2020-71 Personal Service Satisfaction Surveying 12 Report from the General Manager, Corporate Services Recommendation: That Staff Report No. CS-2020-71 regarding Personal Service Satisfaction Surveying be received; and That staff are directed to proceed with implementing satisfaction surveys of telephone and in-person personal services; and That the costs associated with the endeavour be funded via existing budget lines in the approved 2020 budget. 5.2.5. CS-2020-65 Financial Operating Report to September 30, 2020. 15 Report from the Financial Analyst Recommendation: That Report CS-2020-65 regarding the Financial Operating Report to September 30, 2020, be received for information. 5.2.6. Council Members Support by Donation to Local Groups and Organizations Verbal Report from Mayor Walker 5.2.7. Briefing Note: SS Keewatin and the County of Simcoe 27 Verbal Report from Mayor Walker 5.2.8. Consideration of Habitat for Humanity site in Tay Township Verbal Report from Councillor Talbot 5.2.9. CS-2020-66 2021-2030 Long Term Plan 30 Report from the Manager of Financial Services 5.2.10. Request for Additions to the Long Term Plan For discussion by the Committee 5.2.11. Request for Additions to the Draft Operating Budget For discussion by the Committee 5.3. Other Business 5.4. Items for Information 5.4.1. Assessment of the First Wave of COVID-19 63 Correspondence from the Simcoe Muskoka District Health Unit 5.4.2. Unveils New Logo 64 Correspondence from Culture Alliance 5.4.3. COVID-19 and Long-Term Care Reform 67 Correspondence from the Simcoe Muskoka District Health Unit 5.4.4. Capital Priorities 70 Correspondence from the Simcoe County District School Board 5.4.5. Updating Municipal Alcohol Policies to Reduce Harms Associated with 72 Recent Alcohol Regulatory Changes Correspondence from the Simcoe Muskoka District Health Unit 5.4.6. Thank you for your Support 74 Correspondence from Community Reach 5.4.7. Simcoe County Linx Public Transit System 75 Correspondence from the County of Simcoe Page 2 of 76 6. General Discussion – Committee/Staff Question & Answer Period 7. Requests for Future Reports or Follow-up 8. Closed Session 8.1. Verbal Update from the Lawyer Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (North Rock Group) 9. Adjournment Page 3 of 76 STAFF REPORT Department/Function: Corporate Services Chair: Deputy Mayor Gerard La Chapelle Meeting Date: October 15, 2020 Report No.: CS-2020-69 Report Title: Monthly Activity Report-September 2020 Office of the Chief Administrative Officer ORIGIN The activity highlights for the office of the Chief Administrative Officer for September 2020. Review outstanding tasks and help set priorities for the Operational Services Department for the balance of the year. Hire Rick Bingham as the interim General Manager, Operational Services. Retain the services of Richard Woods from Jones Consulting to act as our Township engineer. Additional support from Jones is also available. Participate in the interview process for our new Communications Specialist. Review applications for the Human Resource Specialist position. Interviews will be held the 3rd week of October. Hold preliminary discussion with the President of Newmarket-Tay Hydro on the future of Streetlighting Maintenance. Follow up on insurance coverage, claims, disputes and other legal matters. Various H.R. related items, including staffing matters. Create, review and edit various corporate materials and reports. Attend site visits with property owners. Consult staff and determine the recommended course of action. Provide correspondence to the owner as needed. Provide updates on COVID measures to staff. Remind staff of protocols in place to protect staff and the public (face coverings, screening tool). Begin review of Municipal Law Enforcement Officer’s protocols. Determine need to bring more awareness to Township rules and regulations, have more effective communication between staff, Council and those in perceived violation and cultivate approaches that help gain compliance and acceptance of Township bylaws. Page 4 of 76 Corporate Services 1 October 14, 2020 Report No. CS-2020-69 MEETINGS Emergency Control Group meetings Senior Leadership Team meetings Committee of All Council and Regular Council meeting Ad Hoc Committee meeting – Victoria Harbour Waste Water Treatment Plant Capacity/Treatment Technology and SCADA Master Plan Newmarket-Tay Power Distribution Board of Directors meeting Calls with County CAOs Calls with County CAOs and Simcoe Muskoka District Health Unit Calls/meetings with the Mayor and members of Council Status meetings with North Simcoe CAO’S and Optimus sbr (re: Joint Service Delivery Review) Joint Health & Safety Committee meeting Leadership Team meeting re: Long-term plan Meetings/calls with members of the public Prepared By: Lindsay Barron, Chief Administrative Officer/Deputy Clerk Date Prepared: October 8, 2020 Page 5 of 76 Corporate Services 2 October 14, 2020 Report No. CS-2020-69 STAFF REPORT Department: Corporate Services Chair: Deputy Mayor Gerard La Chapelle Meeting Date: October 14, 2020 Report No.: CS-2020-70 Report Title: Monthly Activity Report General Manager, Corporate Services ORIGIN General Manager, Corporate Services, department activity highlights for September 2020. The Financial Services division reports separately on division activities and is not included in this report. COMMUNICATION SERVICES Short-listed and interviewed candidates for the Communications Specialist position Twitter monitoring and re-tweeting of pertinent COVID-19 information Answered media inquiries and coordinated requests for interviews about numerous topics In September, published 15 tweets and earned: o 9,677 tweet impressions o 1385 profile visits (number of times users visited our profile page) o 24 mentions o 9 new followers (1,624 total followers) Top 3 tweets in September: o Registration for Fall Active Living Recreation Programs o What will you do to interrupt/end violence against women? o 2020 Terry Fox Virtual Run Posted meeting notices and Zoom meeting information to news feeds and website Website edit reviews and approvals Review and edits of various corporate materials Corporate Services Page1 6 of 76 October 14, 2020 Report No. CS-2020-70 LEGISLATIVE SERVICES (CLERKS’) Follow-up on multiple land-sale inquiries Prepared new agenda templates and report templates for new standing committee structure Scheduled Council/Committee delegations Continued work on Age Friendly Community Plan Multiple Cemetery plot sale inquiries, sales and stake outs Multiple Marriage licence inquiries and Solemnization Ceremonies Continued work on Agenda/Meeting Management Software implementation and training Commenced work on Council Composition report; expected to be presented to Committee in November Various website content updates (including Seniors’ Advisory Committee), updates to the meeting calendar and the issuing of a number of public notices TECHNOLOGY SERVICES Monthly security updates installed Various user account modifications for SSEA staffing changes Provided support for various Zoom meetings Continued work on Agenda/Meeting Management Software implementation and training Coordinated office moves resulting from organizational structure changes, including moves of computers and re-patching of telephones Continued technology infrastructure configuration changes to support integration of Agenda/Meeting Management Software with existing systems MEETINGS (General Manager) Emergency Control Group meetings Senior Leadership Team meetings Budget Meetings with Leadership Team Committee of All Council and Regular Council meetings Special Council meeting Committee of Adjustment meeting Province of Ontario Cyber Security Community of Practice Meetings Meetings & Calls with members of Council Meetings with residents on various issues Prepared By: Date: October 8, 2020 Daryl C. W. O’Shea General Manager, Corporate Services Corporate Services Page2 7 of 76 October 14, 2020 Report No. CS-2020-70 STAFF REPORT Department: Corporate Services Chair: Deputy Mayor Gerard La Chapelle Meeting