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12 01 2017 SpCouncil Meeting The Township of Oro-Medonte Special Council Meeting Agenda Council Chambers Friday, December 1, 2017 9:00 a.m. - Open Session Page 1. Call to Order - Moment of Reflection: 2. Adoption of Agenda: a) Motion to Adopt the Agenda. 3. Disclosure of Pecuniary Interest: 4. Open Forum: The Open Forum provides an opportunity for the public to provide verbal comments to Council, in Open Session, on matters scheduled on the current agenda, and shall be conducted as follows: Open Forum shall last no longer than 20 minutes; Each speaker shall be required to identify the agenda item they are speaking to and provide their name and address, which may become part of the public record; A speaker shall be limited to 2 minutes per agenda item; No response shall be provided to any question posed during Open Forum; No discussion, debate or decisions will occur during Open Forum; Each speaker is permitted to speak only once per agenda item; A speaker may provide comment on one agenda item and then shall step aside to enable another to provide comment on an agenda item; No speaker shall speak to a second agenda item until other individuals have had an opportunity to speak once; Speakers providing comment on the same agenda item, shall be requested to limit their comments so as to provide additional information and not repeat the same information provided by a previous speaker; Comments made during Open Forum will not form part of the minutes of the meeting; The following matters will not be permitted during Open Forum: o Comments/complaints against Members of Council or Township staff; o Matters beyond the jurisdiction of Council or the Township; Page 1 of 59 Council Meeting Agenda -December 01, 2017 o Closed Session agenda items, including current or pending litigation, or Insurance claims and/or pending claims by or against the Township; o Comments with respect to Minutes of Council and Committees; o Comments that are contrary to the Municipal Freedom of Information and Protection of Privacy Act; o Comments with respect to any applications which have proceeded through a Public Meeting in accordance with the Planning Act, with the exception of comment related to a recommendation contained within the Staff Report. The Chair may conclude Open Forum prior to the 20 minute maximum time limit, for non-compliance with the Open Forum parameters, Conduct of Members of the Public, or any other reason. 5. Reports of Municipal Officers: 4 - 49a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team re: 2018 Budget Presentations and Deliberations. 50 - 58 b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Community Services re: Winter Maintenance Contracts Select Locations 6. Confirmation By-Law: 59 a) By-Law No. 2017-153: Being a by-law to confirm the proceedings of the Special Council meeting held on Friday, December 1, 2017. 7. Questions from the Public Clarifying an Agenda Item: Questions from the Public Clarifying an Agenda Item provides an opportunity for the members of the public to seek clarification with respect to the decision which was made on an agenda item, the meaning of the decision and the next steps as a result of the decision. Questions from the Public Clarifying an Agenda Item shall last no longer than 10 minutes; Responses provided to questions posed during Questions from the Public Clarifying an Agenda Item shall be included within the 10 minute maximum time limit; Each speaker shall be required to identify the agenda item they are seeking clarification on and provide their name and address, which may become part of the public record; A speaker shall be limited to 1 minute per question; A speaker may pose a question and then shall step aside to enable another to pose a question; The Chair may conclude Questions from the Public Clarifying an Agenda Item prior to the 10 minute maximum time limit, for non- compliance with the above parameters, Conduct of Members of the Public, or any other reason. Page 2 of 59 Council Meeting Agenda -December 01, 2017 8. Adjournment: a) Motion to Adjourn. Page 3 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... December 1, 2017 Corporate Overview 2018 Budget Presentation Page 4 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 2 Dec 1, 2017 - year financial check - end deficit projection to $117k, which must - 2018 Budget Presentation Budget Stabilization Reserve well below 10% target Township trending toward a $500k deficitSpending from Budget Stabilization reduced by $500kAble to reduce 2017 yearbe funded in the 2018 operating budget In July 2017, performed a midACTION: Senior Management delayed or canceled expenditures with focus to balance books, including capital projects 2017 Budget Status Page 5 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... level - 5 years 3 - staff relations - all levels of Government Dec 1, 2017 - saving for tomorrow tax revenue funding including upper - 30% of staff due to retire in next 3 2018 Budget Presentation collaboratively focus council to Aging workforce Higher level governance role for the elected Board of Directors Changing legislative landscape Sustainability of nonGovernment agenciesInfrastructure funding gap Succession planning / talent managementContinue Risks & Challenges Page 6 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Term - 4 Dec 1, 2017 - 2018 Budget Presentation Implementing a Continuous Improvement / Lean Management System at the Township to drive savings / efficienciesUpdate Development Charges Study in June 2018Provide support for a successful 2018 ElectionComplete work on Township Official Plan & ZBL UpdateElevate governance level of CouncilImprove engagement and communication with residentsDevelop a strategic plan for Asset Management and LongInfrastructure Sustainability Focus Areas in 2018 Page 7 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 5 Corridor Study Dec 1, 2017 - Craighurst - 2018 Budget Presentation Complete Road Network Master Plan including a comprehensive Rehabilitation StrategyMove forward on IT Master Plan with Stage 1 of ERP Implementation & enhanced security of data / systemsFocus on Risk Management and mitigation strategiesEnhance Procurement practices and proceduresSuccession planning and staff developmentExplore new revenue opportunities and cost sharing arrangementsPartic ipate in Horseshoe Focus Areas in 2018 Page 8 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 6 Dec 1, 2017 - 2018 Budget Presentation Target 2.99% overall tax increase, including:Continued dedicated allocation of + 1% to RoadsContinued dedicated allocation of + 1% to InfrastructureContinued allocation of 1% to replenish Budget Stabilization ReserveBudget Stabilization Reserve NOT to be used for discretionary projects Staff received 2018 budget direction from Council in Aug 2017Our 2018 budget achieves all of the aboveTo achieve this, some tough decisions had to be made resulting 2018 Budget Approach Page 9 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 7 2020 - 5% per year - Dec 1, 2017 - 2018 Budget Presentation Salary & Benefits reflect Cost of Living Adjustments (COLA) as reflected in Collective Agreements and negotiated benefit arrangementsCurrent staffing levels remain unchangedConsumer Price Index (CPI) will remain below 2% per yearHydro & Gas Rates increase between 3Reserve contributions are maintained or increased where directed by CouncilNew Revenue Challenge of $50,000 per yearBill 148 potential impact not reflected in Budget Budget Assumptions 2018 Page 10 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 8 2020 - Dec 1, 2017 - 2018 Budget Presentation A LEAN project will be initiated in 2018 to best understand how Life of Township Vehicles changed from 5 to 7 yearsLife of Township Plows / Maintenance Equipment changed from 12 to 14 yearsLife of Township computers changed from 4 years to 5 years Budget Assumptions 2018 to realize these savings (eg. Maintenance strategy, cycling of vehicles across departments) Page 11 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 9 2.99% Overall Tax Increase including County and Education amounts is Dec 1, 2017 - 2018 Budget Presentation 2018 - Tax Levy Residential Taxpayers will see an increase of $25.53 per $100,000 of their Assessed Property Value Page 12 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Statement of Operations Page 13 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 11 Dec 1, 2017 - 2018 Budget Presentation Page 14 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 12 Dec 1, 2017 - 2018 Budget Presentation : Storm Water Management does not reflect NoteRevenue collected from Users, as billing model not yet finalized. Page 15 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 2022 - 2018 Capital Budget Page 16 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 14 Dec 1, 2017 - 2018 Budget Presentation Capital Expenditures By Department Page 17 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 15 Dec 1, 2017 - 2018 Budget Presentation Sources of Funding Page 18 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 16 Dec 1, 2017 - 2018 Budget Presentation 2018 Asset Renewal Funding Page 19 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 17 Water - Dec 1, 2017 - 2018 Budget Presentation 2018 Total:$ 5,229,565 2018 Capital Projects Page 20 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 18 Transportation - Dec 1, 2017 - 2018 Budget Presentation 2018 Total:$ 4,734,500 2018 Capital Projects Page 21 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 19 Emergency Services Dec 1, 2017 - 2018 Budget Presentation 2018 Total:$ 2,247,000 2018 Capital Projects Page 22 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 20 Parks & Rec Dec 1, 2017 - 2018 Budget Presentation 2018 Total:$ 820,000 2018 Capital Projects Page 23 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 21 Corporate Dec 1, 2017 - 2018 Budget Presentation 2018 Total:$ 204,000 2018 Capital Projects Page 24 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 22 Dec 1, 2017 - 2018 Budget Presentation Township Reserves Page 25 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Services Capital Road Program Operations and Community Page 26 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 24 Dec 1, 2017 - km of roadway to maintain 2018 Budget Presentation Most roads are now paved or hard surfaced Approximately 650 50 bridges and culvert structuresTouches all residents and aspects of daily lives Roadway Infrastructure Page 27 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 25 Percentage0.2%1.6%77.9%19.5% Dec 1, 2017 - Length (km)1.29.9470.3117.5 2018 Budget Presentation Surface TypeConcreteGravelHot Mix AsphaltSurface Treated *Excludes subdivision roads Surface and Subsurface Components (Base) have different lifecycle and needs Roadway Surface Types Page 28 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 120 90-100 295 EXCELLENT (34%) 175 80-90 26 194 70-80 100) - 100 283 GOOD (32%) Dec 1, 2017 94 RANGE (0 OUT OF 65-70 - 72 PCI 201 201 50-65 FAIR (23%) OVERALL RATING 2018 Budget Presentation 72 40-50 Pavement Condition Index Distribution (2017) 83 POOR (9%) 11 30-40 0 50 250200150100 ROAD SEGMENTSNUMBER OF Pavement Condition Index Page 29 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 27 Dec 1, 2017 - 2018 Budget Presentation Bridge and Structure Inventory Page 30 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 28 Dec 1, 2017 - 2018 Budget Presentation Bridge and Structure Condition (BCI) Page 31 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 29 Dec 1, 2017 - 2018 Budget Presentation Bridge and Structure Condition (BCI) Page 32 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 2017 under 30 Dec 1, 2017 - Micro Surfacing and Crack - 2018 Budget Presentation Contract AdministrationQuality and Quantity ControlFinancial Management Optimization of resourcesEstablishment of a program New Pavement Management Program implemented in new Departmental Structure. Consists of various components Sealing, Section Repair, Surface Treatment, Asphalt, Reconstruction.Focus on 2017 Pavement Management Program Page 33 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... 31 2022 - Dec 1, 2017 - various surface types Priority High traffic priority 2018 Budget Presentation 5 Year Plan 2018 Pavement Management Program Address majority of roads with a PCI of 50 or less Pavement Condition Index Traffic Volumes Monitoring and tracking of complaintsOptimizing resources available Lifecycle managementFlexibility to adapt to changing needsPlans of other agencies MTO, County of Simcoe as well as internal i.e. environmental services Program developed using the following filters: Page 34 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Comments Reduce 25% in 2018 | 50% in 2019/2020Current ask $18k per yearIn 2017 $8k was givenReduce libraries / charge for multiple membershipsLook into volunteer / student solutionBase Cost $56k included. BL Water Study & Invasive Species Coordinator not includedImpact not fully understood -- 2020 10,00012,00025,00016,40530,00027,27312,99226,000 400,000 -- 2019 10,00012,00025,00016,40530,00025,97416,49726,000 400,000 - 2018 5,0007,0008,5009,895 28,50024,50010,00012,47526,000 400,000 Reductions / Amounts Not Included ** AMOUNTS OF REDUCTIONS REVISED DEC 5, 2017 - SEE NEW SCHEDULE ** Page 35 of 59 Township of Oro-MedonteInternal Budget Reductions / Amounts Not Included2018 Budget Presentation - Dec 1, 2017 Item Wellness Study Participation - not includedLake Country Funding Reduced Chamber of Commerce Funding Reduced (net of in-kind contribution)Doctor Recruitment - not includedIce Rental Subsidies Reduced by 25% starting with 2018/19 seasonLibraries - find savings / efficiencies starting in 2019Paid crossing guards removed starting with 2018/2019 school yearSSS Funding - not includedSSEA Funding - Budget reflects Base Cost onlyCharge for Use of Municipal Water by Fire & Roads - not included in levyBill 148 impact - potential impact. $0 accrued 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... BUDGET 2018 COUNCIL BUDGET Page 36 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... The Mayor and Deputy Mayor Medonte. - are elected, onte residents with municipal services that meet the needs Medonte Council - Med - Strategic Plan Council - and 5 Councillors Township of Oro the Township 2018 Budget - 5 the collective interests of the public. Approval and endorsement of Setting policy direction for the TownshipAuthorizing revenues/expenditures to provide Oroand expectations of the communityReviewing land use and development issuesRepresenting - Oroare elected at large by the entire Municipality Elected members of Council are responsible for: 2 Page 37 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Council - 2018 Budget - 5 3 Page 38 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... ership policies are in place to being and interests of the municipality by - Current Service LevelMayor, Deputy Mayor and 5 ward Councillors Council - of the public, Council considers the well 2018 Budget - 5 Council As representatives developing and evaluating the policies and programs of the municipality, determining which services the municipality provides and ensuring that administrative and controllimplement the decisions of Council. Service Purpose of ServiceStrategic Plan's Overarching Goals that service relates to:Continuous Improvement & Fiscal Responsibility Activity / ResponsibilityCouncil 4 Page 39 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Current Service LevelAs approved by Council discount on ice timeice time provided at no cost Council - 2018 Budget - 5 Grants/DonationsTo provide financial assistance to various organizations to assist them in providing their programs that are for the greater good of the community. School & Seniors Skate - Plan's Overarching Goals that Service Relates to: Pre ServicePurpose of ServiceStrategic Inclusive Healthy Community Activity / ResponsibilityGrants/DonationsSubsidies:Minor Hockey, figure skatingSchools, 5 Page 40 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... BUDGET 2018 SHARED SERVICES Page 41 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... reserve was established to assist contingency reserve was initially range capital plan. The 2018 budget - facilities. Shared Services Shared Costs - insurance. for the management liability claims against the municipality through a combination - er is transferred to the Budget Stabilization Reserve. This 2018 Budget - 6 180,000 Services is also the cost cent The Shared Services budget consists of costs related to the Administration Centre and administrative costs that are shared amongst all Departments operating out of the Administration Centre.Share of liability insurance coverage and selfAn annual transfer of $100,000 is transferred to the Facility Maintenance Reserve. Thisin the financing of significant repairs to the An annual transfer of $sets aside this past practice to focus on rebuilding this contingency reserve balance. 2 Page 42 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Shared Costs - 2018 Budget - 6 3 Page 43 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Supplied to departments with ize of present facility is 16,000 sq. Feet ax machine, telephone, office supplies etc. Current Service LevelSFstaff at the Administration Centre Shared Costs - 2018 Budget - 6 Administration Centre & Administrative Office Costs To provide facility and administrative office costs to various departments to support them in the delivery of municipal services Service Purpose of Service Strategic Plan's Overarching Goals That Service Relates to:Continuous Improvement & fiscal ResponsibilityEnhanced Communications & Customer ServiceActivity / ResponsibilityAdministration CentreAdministrative office costs 4 Page 44 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... - per claim Current Service Level$25,000,000 coverage with respect to Municipal Liability and Errors and Omissions$15,000 deductible Shared Costs - 2018 Budget - 6 Risk Management To mitigate impact of liability claims on municipality by way of a mix of liability insurance and selfinsurance. Plan's Overarching Goals that Service relates to: insurance - Service Purpose of Service StategicContinuous Improvement & Fiscal Responsibility Activity / Responsibilityliability insuranceself 5 Page 45 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... to assist in financing significant unicipal departments. funding to m nnual transfer of $100,000 established Current Service LevelArepairs to municipal facilitiesAnnual transfer of $180,000 established to rebuilding contingency reserve balance. s Shared Costs - contingency reserve eserve 2018 Budget - 6 Transfer to Reserve To provide Facility Maintenance R ransfer to Service Purpose of Service Strategic Plan's Overarching Goals that service Relates to:Continuous Improvement & Fiscal Responsibility Activity / ResponsibilityTTransfer to Budget Stabilization Reserve 6 Page 46 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Page 47 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Page 48 of 59 5.a) Robin Dunn, CAO, Mark DesLauriers, CFO and Senior Management Team r... Page 49 of 59 5.b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Commun... Page 50 of 59 5.b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Commun... Page 51 of 59 5.b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Commun... Page 52 of 59 5.b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Commun... Page 53 of 59 5.b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Commun... Page 54 of 59 5.b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Commun... Page 55 of 59 5.b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Commun... Page 56 of 59 5.b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Commun... Page 57 of 59 5.b) Report No. OCS2017-38, Shawn Binns, Director, Operations and Commun... Page 58 of 59 6.a) By-Law No. 2017-153: Being a by-law to confirm the proceedings of t... The Corporation of the Township of Oro-Medonte By-Law No. 2017-153 Being a By-Law to Confirm the Proceedings of the Special Council Meeting held on Friday, December 1, 2017 Whereas Section 5 of the Municipal Act, 2001, S.O. 2001, C. 25, as amended provides that the powers of the Municipal Council shall be exercised by By-Law, unless the municipality is specifically authorized to do otherwise; And Whereas The Council of The Corporation of the Township of Oro-Medonte deems it expedient that the proceedings at this Council Meeting be confirmed and adopted by By-Law; Now Therefore the Council of The Corporation of the Township of Oro-Medonte hereby enacts as follows: 1. That the actions of the Council at its Special Council Meeting held on Friday, December 1, 2017, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed. 2. That the Mayor and the proper Officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Council of the Corporation of the Township of Oro- Medonte. 3. That the Mayor/Chair and Clerk/Designate are hereby authorized and directed to execute and affix the corporate seal to all necessary documents. 4. And That this by-law shall come into force and take effect on the final passing thereof. st By-Law Read a First, Second and Third time, and Passed this 1 day of December, 2017. The Corporation of the Township of Oro-Medonte __________________________ Mayor, H.S. Hughes __________________________ Interim Clerk, Ted Walker Page 59 of 59