County of Peterborough Meeting of County Council Minutes Wednesday, January 16, 2019 1. Call To Order A quorum of Council being present, Warden Jones called the meeting to order at 9:31 a.m. 2. Moment of Silent Reflection The Warden invited Councillors to stand for a moment of silent reflection so that Council, staff and members of the public could quietly reflect on their duty to the community that they are trying to serve. 3. Moment of Silence 4. Roll Call The Acting Clerk conducted the roll call. Present: Warden J. Murray Jones (Douro-Dummer), Deputy Warden Andy Mitchell (Selwyn), Councillors Carolyn Amyotte (North Kawartha), Rodger Bonneau (Asphodel- Norwood), Bonnie Clark (Otonabee-South Monaghan), Janet Clarkson (Trent Lakes), David Gerow (Havelock- Belmont-Methuen), Matthew Graham (Cavan Monaghan), Jim Martin (Havelock-Belmont-Methuen), Scott McFadden (Cavan Monaghan), Karl Moher (Douro- Dummer), Sherry Senis (Selwyn), Joe Taylor (Otonabee- South Monaghan), Bernadette Vanderhorst (Asphodel- Norwood), Jim Whelan (North Kawartha) and Ron Windover (Trent Lakes). Staff Trena DeBruijn, Director of Finance/Treasurer; Lynn Present: Fawn, Acting Manager, Legislative Services/Clerk; Sheridan Graham, Director, Corporate Projects & Services; Patti Kraft, Director of Human Resources; Randy Mellow, Chief of Paramedics; Iain Mudd, Manager of Planning, Peter Nielsen, Manager, Engineering & Design, Yvette Peplinskie, Deputy Treasurer, Page 1 Minutes of Peterborough County Council Wednesday, January 16, 2019 Doug Saccoccia, Assistant Manager, Engineering & Design, Tammy Sikma, Manager of GIS, Dan Sutherland, Asset Management Analyst, Bryan Weir, Director of Planning/Acting Director of Public Works and Janet Young, Manager, Accounting Services. 5. A doption of Agenda 25-2019 Moved by: Councillor Windover Seconded by: Councillor Vanderhorst Be it resolved that County Council adopts the agenda as circulated. Carried 6. Declaration of Pecuniary Interest There were no declarations of pecuniary interest. 7. Adoption of Minutes 26-2019 Moved by: Councillor Moher Seconded by: Councillor Clark Be it resolved that County Council adopts the minutes of the Special County Council Meeting – Orientation – Shared and Funded Services of December 19, 2018 and the Regular County Council Meeting of January 3, 2019 as circulated. Carried 8. Delegations, Petitions and Presentations a. Allan Seabrooke, Commissioner of Community Services & Ellen Armstrong, Social Services Division Manager, City of Peterborough Re: JSSC – Social Services Budget for 2019 The Social Services Division Manager advised of the City of Peterborough’s Budget Timelines as follows: • Jan 8 - Joint Services Steering Committee Budget Presentation • Jan 9 - Budget Committee Public Input Meeting • Jan 14-17 - Budget Committee Review Page 2 Minutes of Peterborough County Council Wednesday, January 16, 2019 • Feb 4 - Council Budget Approval (tentative) She reviewed the current state of Social Services in the City, including the Social Assistance Reform Announcement, the Report on Ontario Works, the Provincial Audit and its potential effects on other programs (Children’s Services, Homelessness, Housing) the merging of Housing and Social Services, Child Care Expansion, the Housing and Homelessness Plan and the Ontario Works Service Plan. Ms. Armstrong reviewed the Ontario Works caseload and advised that the 2019 Gross Operating Expenditure totals $88.23 million. She provided an overview of budget costs including service areas, expenditures, provincial/other revenues and reported that the County shares are as follows: • Social Services - $7,831,254 • Social Assistance - $820,247 • Children’s Services - $538,895 • Housing and Homelessness - $6,255,608 • Community Development - $216,504 • Capital Projects - $81,750 The Social Services Division Manager reviewed the 20,000 Homes Collaborative. She advised that Peterborough is one of 38 communities across Canada that has joined the campaign to house 20,000 of Canada’s most vulnerable people by July 1, 2020. She reported that the collaboration provides training and advice to member communities and works hard to end chronic homelessness through shared resources, training and technical assistance, best practices and tools. Ms. Armstrong provided an update on Brock Mission. She advised that no additional funds are required from the County and that City Council approved the re-build plan to move forward on December 10, 2018. She advised that the shelter is currently operating temporarily at St. Paul’s Presbyterian Church. She responded to Council questions. Page 3 Minutes of Peterborough County Council Wednesday, January 16, 2019 27-2019 Moved by: Councillor Senis Seconded by: Councillor Martin Be it resolved that County Council: 1. Receives the presentation from Allan Seabrooke, Commissioner of Community Services and Ellen Armstrong, Social Services Division Manager, City of Peterborough regarding the JSSC – Social Services Budget for 2019. 2. Refers the financial request to the 2019 County of Peterborough budget deliberations. Carried b. Trena DeBruijn, Director of Finance/Treasurer Re: Asset Management David Munford, President, Munford Solutions provided a review of County Assets which included types, records, quantity and replacement costs. He advised that asset preservation and capacity needs are used as part of the analysis scope, assuming operating activities affecting the capital budget are performed. He reviewed the 4 main goals supported by legislation to conduct an Asset Needs Analysis, which includes the maintenance of existing conditions/service levels, the maintenance of activity levels and ensuring its part of a 10-year plan to remain cost effective. Mr. Munford reported that County roads were inspected in 2013 and 2015 and that a biennial road survey of pavement conditions was completed in 2017. He advised that this type of survey provides data for a Pavement Condition Index (PCI) rating to be calculated and predicts the deterioration and performance of the road surface over its anticipated lifespan. He responded to Council questions. The Assistant Manager, Engineering and Design provided an overview of the 10-Year Construction Forecast and Transportation Infrastructure needs. He reviewed the proposed funding recommendations, advising that $40,014,635 is a significant investment in infrastructure, but will support continued efforts to address the long term infrastructure deficits, including roads, bridges and transportation master plan needs. He responded to Council questions. Page 4 Minutes of Peterborough County Council Wednesday, January 16, 2019 Council recessed from 10:45 a.m. until 10:54 a.m. Ron Awde, Architect, reported that inspections on all County facilities were completed in 2018 to address the following: • Public and staff health and safety; • Preserve structural integrity; • Preserve building envelope; • Maintain optimally functional mechanical and electrical systems; • Replace other components and elements at end of life for safety, functionality and appearance; and • Reduce energy and realize operational savings. He advised that 975 needs were identified on 34 County facilities and responded to Council questions. The Asset Management Analyst summarized County facilities by class and provided a 10-year outlook plan. He examined the potential of consolidating facilities/operations with other Townships and reviewed the equipment replacement plan. He responded to Council questions. Tammy Carruthers, CEO WSCS Consulting Inc. provided an overview of the County’s Financial Strategy, including guidelines, financial health, funding source evaluation and peer comparisons. She reviewed key criteria for making infrastructure investment decisions, financing strategy options and property tax (general and infrastructure levy). Ms. Carruthers advised that the County is 93% residential, so a Reserve Management Strategy is the key to achieving financial sustainability. She reviewed the requirements and benefits and reported that the current County Reserve Strategy lacks commitment. Ms. Carruthers reviewed the pros and cons of Grants and Capital Leases, debt management and how the Annual Repayment Limit (ARL) is calculated. Ms. Carruthers provided Municipal Comparisons which identified household debt, property tax, discretionary reserves, asset consumption and sustainability ratios, capital assets/expenses, operating costs and funding sources per household. She reported that the County is in good financial Page 5 Minutes of Peterborough County Council Wednesday, January 16, 2019 condition, with a lower than average property tax and debt. Her Financing Strategy recommendations are: • Implement an Infrastructure Levy; • Update Reserve and Debt Policies to provide; commitments based upon asset management plan; and • Debt Financing – Bridge the Gap in Short Term. She responded to Council questions. David Munford, President, provided an overview of the Funding Gap Analysis. He reviewed revenue assumptions, equipment reserves, needs and funding (excluding equipment) and how to close the gap in terms of facilities and transportation. He responded to Council questions. 28-2019 Moved by: Councillor Graham Seconded by: Councillor Whelan Be it resolved that County Council receives the presentation from Trena DeBruijn, Dan Sutherland, Doug Saccoccia, David Munford, Tammy Carruthers, and Ron Awde regarding the Asset Management Plan and Policy Project which will include analysis and staff recommendations. Carried 29-2019 Moved by: Councillor Moher