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12 10 2008 SpCouncil AgendaTOWNSHIP OF ORO-MEDONTE SPECIAL COUNCIL MEETING AGENDA COUNCIL CHAMBERS DATE: WEDNESDAY, DECEMBER 10, 2008 TIME: 1:00 P.M. 1. OPENING OF MEETING BY THE MAYOR 2. PRAYER/CONTEMP~ATION/REFLECTION 3. ADOPTION OF AGENDA 4. "DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - IN ACCORDANCE WITH THE ACT" 5. REPORTS OF MUNICIPAL OFFICERS: a) Robin Dunn, Chief Administrative Officer, re: Township of Oro-Medonte, 2009 Draft Budget. 6. CONFIRMATION BY-LAW NO. 2008-174 7. QUESTIONS FROM THE PUBIC CLARIFYING AN AGENDA ITEM 8. ADJOURNMENT v.~ ~' 2009 Budget Presentation Township of Oro-Medonte Robin Dunn Chief Administrative Officer and Senior Management Team 2009 Budget Overview The 2009 Township of Oro-Medonte Budget Presentations on December 10, 2008 will proceed as follows: • General Overview - GAO, Robin Dunn • Financial Summary -Treasurer, Paul Gravelle Five (5) department presentations: • Administration/GAO's office • Finance • Corporate Services • Development Services • Recreation and Community Services Reconvening on December 17, 2008 the remaining departments will provide budget presentations as follows: • Fire and Emergency Services • Transportation and Environmental Services 2009 Budget Overview The budget presentations will include three (3) components: • Overview presentation by each senior manager highlighting key aspects of 2008 Accomplishments and 2009 Objectives. • A separate set of supporting documents will be distributed that present the first pass at documenting current service levels provided by the Township. This Service bevel Review document attempts to provide a link between services provided and the cost for delivery of those services. • The Transportation and Environmental Services department volunteered to provide the template for all departments. Mr. Ball and his staff have completed linking the budget line allocations to individual services and service levels. 2009 Budget Overview • In our January 2009 budget review discussions, staff will use the framework of the Service bevel Review documents to assist in linking specific funding answers to councillors questions to service level delivery. • All departments will be presenting the 201o budget in the Service bevel review framework presented by the Transportation and Environmental Services, as amended through our 2009 deliberations. • The final set of budget documentation is the line by line department budget detail coordinated by Treasurer, Paul Gravelle. 2009 Budget Overview The 2009 budget presentation includes staffing complement adjustments over 2008 as follows: • Budget reallocation from Development Services to Corporate Services to support the expanded Municipal haw Enforcement program with: Full-time (contract) Municipal Law Enforcement Officer Part-time/Seasonal Officer support (35 weeks @ 14 hours = 490 hours) • The budget presentation also includes a 3% cost of living adjustment for both bargaining unit staff (contractual) and for non-union staff, and current organizational chart and staffing summary. Corporate Financial Summary Paul Gravelle Director, FinancejTreasurerj Deputy CAO " ~ ~; ~ ~" , ~~ ~ ._ ~ ~r 2009 Budget Presentation ADMINISTRATION Robin Dunn Chief Administrative Officer Chief Administrative Officer Deliverables for the CAO through 2009 will include: • mayor, Deputy & Council support • SMT Leadership • Focus on customer service initiatives • Update of the Corporate Strategic Plan • Development of a Corporate Communication Plan • ongoing Corporate Human Resources Management • Continued implementation of Performance Management Corporate Communications & Support to Mayor & Members of Council • The CAO's Office will continue to support the Corporation, mayor & Council with development and delivery of a Corporate Communication Plan in 2009. • Chief Administrative Officer • Executive Assistant/Corporate Communications Specialist • Administrative Assistant Human Resources • Human Resources staff will update Corporate Human Resources Policies & Procedures • Continue implementation of the Performance Management Program for bargaining unit excluded employees. • Salary/Market Review and Performance Management Program for all bargaining unit employees. • Implementation of Human Resources Information System CHRIS). • Human Resources Officer • Human Resources Assistant 2009 Budget Overview FINANCE Paul Gravelle Director, FinancefTreasurer/ Deputy CAO ~~~ ~ , Finance Department • Full-time staff - 6 • Salary & benefits - 90% of operating costs • Audit $21,000 - 5% of operating costs • Printing costs $6,600 1.54% of operating costs • $4,500 allocated for actuarial estimate of cost of post-retirement benefits for 2008-2010 (to be financed from reserve) 2009 Budget Overview CORPORATE SERVICES Doug Irwin Director, Corporate Services/ Clerk ,. ~ ~ ~ f,~ Corporate Services Overview • February 2008 -Council created the Corporate Services Department, consisting of the Clerk's Office and Information ~$ Technology • September 2008 -Corporate Services assumed the Municipal haw Enforcement function • Responsible for meeting secretariat function; corporate records; lottery licensing; corporate real estate; corporate information technology -hardware, software, telecommunications; enforcement of Township by-laws and animal control contract Corporate Services 2008 Accomplishments • Providing meeting secretariat function to: - Council - Committee of the Whole - Committee of Adjustment - Planning Advisory Committee - Accessibility Committee - Recreation Technical Support Group - Site Plan Technical Support Group - Oro-Medonte Environmental Group Advisors Technical Support Group • Council Chambers sound system upgrade • Painting of common areas in Administration Building • Carpet Replacement in Council Chambers/Robinson Room • Workstation furniture re-configuration • Installation of shelving for end tab file folders Corporate Services 2008 Accomplishments • Upgraded to Microsoft Office 2007 Suite • Antivirus software updated to new solution • Co-coordination of employee computer purchase program twice in 2008 • Enhanced, proactive enforcement of Township by-laws 2009 Overview -Clerks Office • Meeting Management Suite (capital item) - Utilization of technology to streamline and standardize the production and approval of agendas, minutes, motions and direction from Council related to meetings (Council, Committee of the Whole, Planning Advisory Committee, Recreation Technical Support Group, Oro-Medonte Environmental Group Advisors, Site Plan Technical Support Group, Accessibility Committee, Committee of Adjustment) -Provides enhanced tracking of Council direction and enquiries in an automated environment 2009 Overview -Information Technology • 2 Co-op placements • Website re-design • Continuation of desktop/laptop replacement - approximately a 6 year cycle currently • Hardware components to enhance data backups, and increase connection speed in remote locations • E-mail server software update • Additional File Server, to separate files from working servers, decreasing downtime and increasing storage capacity 2009 Overview -Information Technology • Scanner/Plotter -ability to reproduce large format drawings/maps in-house -ability to scan large format drawings/maps in- house, in full colour -ability to print on various substrates to create weather resistant banners, etc. • Flat Panel TV -Lobby - to enhance communications with public 2009 Overview -Municipal Law Enforcement • Staffing - Chief Municipal Law Enforcement Officer - Part-time Officers • 35 weeks @ 14 hours (2 days) • 17 weeks @ 35 hours (5 days) - Permit Parking Enforcement • 12 weeks @ 20 hours (2 days) • 4 weeks @ 30 hours (3 days) - OSPCA contracted for animal control services 2009 Budget Overview DEVELOPMENT SERVICES Andria Leigh Director, Development Services Development Services 2008 Accomplishments • Process review completed to improve customer service • Implemented Planning First philosophy and complete permit submission as of Nov 1, 2008 • Review of building fees and charges completed, revenue increase anticipated for 2009 • Enhanced customer service support through LSRCA staff on site on a bi-weekly basis Building Division Overview • Full time staff complement of 6 -including Chief Building Official, Deputy CBO, Building Inspector, Plans Examiner, Permit Coordinator/Junior Plans Examiner, administrative assistant, and summer contract staff as needed. Complement reduced by one in 2008. • One vehicle scheduled to be replaced in 2008 - deferred to 2009 • Building fee-for-service amended in 2008 following department review process, revenue increase anticipated for 2009 Planning Division Overview • Staff complement of 4 -including Director, Manager of Planning Services, Intermediate Planner, and Planner • Intermediate Planner is also Secretary-Treasurer for Committee of Adjustment • Planner provides corporate mapping support for all departments • Responsible for Planning Act applications • Planning First philosophy implemented in 2008 • Completion of Craighurst Secondary Plan • Completion of Official Plan Conformity exercise • Recommended fee-for-service adjustments to be brought forward • Completion of the comprehensive zoning update Conservation Authorities • Two agencies provided services -fake Simcoe Region Conservation Authority (LSRCA) and the Nottawasaga Valley Conservation Authority (NVCA) • Township is partially located within the Severn Sound watershed (SSEA) • Services include commenting and providing advice on development applications • Other roles include educational/recreational programs, land acquisition, mapping, aquatic and terrestrial ecology, forestry management, remediation projects, flood monitoring and warning, and enforcement within regulated areas • Township has contributed towards LSEMS, ACS, Source Water Protection, and the Remedial Action Plan (RAP) 2009 Budget Overview RECREATION AND COMMUNITY SERVICES "Enriching Communities Through People, Ptace, and Programs" Shawn Binns Director, Recreation and Community Services ~~ ~~° Department Overview The Township of Oro-Medonte Recreation and Community Services Department has 6 primary functions: 1. Provision anal Management of Facilities 2. Community Development and Volunteer Management 3. Park and Trails Development and Management 4. Recreational and Special Event Programming 5. Culture and Heritage 6. Economic Development relating to Recreation and Tourism Human Resources Full Time Complement of 8: Community Recreation Coordinator, Recreation and Community Services Assistant, Supervisor, Parks and Facility Operations, Parks and Facility Operators (4), Facility Maintenance Custodian (1) Permanent Part Time - (1) Custodian Part-Time and Casual - A number of seasonal recreation program and camp staff as well as part time operators. ltecr~eatan ~d Ca~n~nitF Sees .4acomplisbment~ ____ _. _ - - - - ~~ ~~ C c~uiicil ~hrid.~te'_Uf-"-'_iMlh __ .S~t~~-~Tr~ ~t~c'~'ll~tr~'r', ~~~~r~~E~ t~2~~Iri~ri~ tr ~~r5tr~r~re~~t~, 1if~,~lt~~1~ c~rrirr~rrf~rit~' t~rt~t t°~~t~c~it~c r Strafie~,ie Facile Ta~hi~ ~"~s~l Ideatit~ ~eet~l~er Park Fragrams ,~i `FaG,t~r F~ v~tt q f '&igca ~str~rcrrrsv~ +~r~gQl~o~r! 1 i`a i~a~e rre pra tick S~vm PF~ogr~ma lrrahrt~ t?~?i~4' ___ - Eeae IAevrl~~eet Sit to Ontario's Irr~e G`omrtry Eta Recreatiea aa~ C~mauitp 5er~c~ I1~or S~orta fh~u-~deda~it 7'P's Mayv~ ~ Coil S~aie~ Tint R~A1ign~ent Dlev~el of idSA City eti~ Missaa~ dl Park Ravines ~' biedoate Caraai~aai#,v Hays Camm>~ Gr~tg P~~g meets ~dti B Part Oapitat impro~rs~ts Fa~n-itr~d va~sr $2517 (~0 iA grm~ts ti~urpase Far? ,CEO. b~- d~andtiorrs ~u~tamg mice InfQamatio~ Sessioa~ S~~y Rec. ~d C l~s}~ Line ~ Fark i;t~ ~ Fits Trail _ .~ Cs~mty f ~aer~p~ C°us~~er Qua~it~~ ~f I~ealtl~y Litem~le 1nix~l~-t Ve~ste~y `~en-ice ~.if~ Far~;~, Pr~~ni. Fa~ilitiez, People Activities History Association • Overall Decrease of 36% from 2008 • Seasonal Researcher Position- Identified as a service level not completed in 2008, not included in 2009 budget. 2009 • 160th Anniversary of Oro African Church • Commence Municipal Register of Heritage Properties Economic Development • Continuation of partnership with Ontario's Lake Country Destination Marketing Organization • Chamber of Commerce Funding • Economic Development Print Media and Promotion People Activities Recreation and Community Services Administration Reflects Organizational re-alignment approved by Council July 2008 -Salaries and benefits and related expenses adjusted to reflect changes Training expenses reflect staff development plans identified in Recreation and Community Services Business Plan and succession planning Studies include The completion and the Strategic Facility Plan: Phase 1-Facility Strategy Phase 2 -Feasibility Study (Upon approval) Parkland Inventory Review :Initiation of Parkland Inventory Review Portable Signs -Nave been identified to enhance customer service Subsidies have increased to reflect actual subsidy amounts for facility rentals provided to minor sports groups, public skates offered at no charge Special Event Funding - Canada Day, Community Events, Volunteer Recognition People Activities Programs A variety of active living and wellness programs are offered throughout the Township. Programs offered include Summer Camp, March Break Camp, Swimming Lessons, and Seasonal Evening Programs. Direct costs are recovered from user fees. ~ibrary Services Library Services are provided by contract with the Township of Severn, Township of Springwater, Town of Midland, and the Cities of Barrie and Orillia. library Services are being reviewed as part of the Strategic Facility Plan. Increases are as follows: (%) Barrie Public library Coldwater library Midland Public library Orillia Public library Springwater library S 20 8 0 32 Increase in memberships $75 member Parks Activities Sports Fields Ball Diamonds: Slight decrease from 2008 to reflect 2008 actuals Increase in maintenance funding will allow for required screenings and repairs identified in Cowan Risk Report Sports Fields Soccer: 2009 budget reflect current service levels Developed Community Parks: 2009 budget reflect current service levels Increases account for addition of maintenance, repairs, and operation of newly developed parks (Sweetwater Park, Ravines of Medonte, Shelswell Park) Bayview Memorial Park : Maintenance increases account for increase is service level for goose cleanup to 2xjweek Security Services -expense increase with service provider Phase 2 of creek restoration project - ($1500) was removed from 2009 budget, however identified as a service level. Parks Activities Docks and Wharfs: Signage -$8000 removed from 2009 budget however identified as service level 2009 budget reflects extension of line 9 docking area and dredging $14,000 reserve funded Rail Trail: 2009 budget reflects current service levels History group interested in installing interpretive signage (Partnership) which could be funded through Rail Trail reserve. Places Activities Community Halls Maintaining current service levels Recommendation to defer any capital projects until the completion of the Strategic Facility Plan Administration t~ffice 2009 budget reflects 1 f/t Facility Maintenance Custodian Ian Beard Centre 2009 Budget reflects a 16°l increase in rental fee rates and inclusion of distributed wages for pt custodian Old Town Hall Maintaining current service levels (Facility Plan} Arena 2009 revenues reflect 5% increase to minor sport rental rates Exterior siding paint -included in maintenance Strategic Facility Plan to outline future foreseen expenses and provide recommendations Ice Rental Subsidies adjusted to reflect actuals 2004 Recreation and CQmmnnity Ser~~iees Objectives ------- -- - - - - - Council _lI~ndat~ ?Of}~-_'Oli1 - ~ - ---- -- Set~rt~'~ Exc ellt~rteE~, irllile bulltlirrg n su~tairrabl~~, Ir~~rritht. c~ojfr~rtailrFl' tlr«t ~r~riehe.~ ~jualitr of IiJf~ I _ Strategic Facrity Plan Stwater Park Completion of Facility Plan Canrtr:tction Completion Programs Program evaluation QUEST Enhance participation Service to all portions of O11ri - - - - - - - Economic Development In conjunction with tX4O de-aelopment of Tourism and ED Plan Policy and Procedure Devi Implementation of H&S program L~e-oelopmezrt of standmrls~ St?f~'s Policy Development Special Events Recreation and Community Services A3inor Sports Customer Ser~~ice Community Development Localized community events Development of individual staff dev. glans Qn-going support to f1MMSA Comu~unity Information Sessions Ongoing support to C.S_f~'s Review of Dep. Re-Alignrr~nt & impler~ntation of Trillium grant Credit card registration Formalized volunteer program Line 9 boat Launci- Succession Plan Feedbac3c Tool repair Trails Community Halls Line 4 Park Parkland Inventory Review Municipal Register of Heritage Re-Estabduh Trail Committee Capital improvements Phase I Constntdion Completion Commence parkland inventory re~~ew Properties -Begin 2009 - HA ~.,.~....a, ~.~-._,,~., Comruiuzity P~tn~ships f Customer Qualt~r of r Healthy Lifestyle Incrc~lvemeut E ~~olunteers Sennce Life ~ Farks_ ~ Pro runs, Facilities, 2009 Budget Overview FIRE AND EMERGENCY SERVICES Scott Cowden Director, Fire and Emergency Services ~. ~r Departmental Overview • Record call volume: 600+ emergency calls; • Over 20 recruits hired and placed in stations; • Insurance claim and review of Ice/Water Rescue Program; • Improvements to Fire & Emergency Services Radio System; • Design and Planning for new Rescue vehicle • Improvements to Hawkestone, Rugby and Warminster Stations. Fire Prevention and Public Education • Provide guidance and education leading to fire safe behaviours and practices; • Fire Safety Programs targeting at risk groups; • Inspect properties upon request or complaint; • Inspect properties that pose a higher risk to life or community impact; Fire Suppression and Rescue • New Rescue vehicle for Moonstone Station No. 6; • Heavy Extrication equipment for Moonstone Station No. 6; • Continued renewal of Personal Protective equipment - Bunker gear; - Breathing Apparatus; - Portable radio's and pagers. • Ongoing vehicle and Equipment Maintenance. Community Emergency Response Plan • Audit of backup electrical power at the Township Office [Municipal EOC]; • Emergency plans for the telephone system, Township office; • Exercise of the Emergency Response Plan; • Review of the Community Risk Analysis. Joint Health and Safety Committee Anticipated completion of the Workwell Audit Process; Departmental training to ensure staff familiarity and competence with new Health and Safety Policy document and Operational Guidelines; • Planned OHSA Certification of all Health and Safety Committee members in 2009. 2009 Budget Overview TRANSPORTATION AND ENVIRONMENTAL SERVICES Jerry Ball, CRSS Director, Transportation and Environmental Services ~~~ ~ ~ ~ k. A` A ~ try ~,SP ~` Department Overview Transportation Services • Construction and Paving programs continue to tax staff resources and decrease service levels to maintenance activities • Winter Maintenance Cost increase -Fuel, material (sand/salt) and weather related • Wages Increases (3%~ • Sweeping Cost Increases due to Increased hard top surfaces • 2008 Increased Service Level for Winter Road Patrol -Lead Hand 24 j7 • Decreased Dust Control Costs and Grading Costs • Increased Service Levels identified in • Roadside Contract Brushing • Line Painting • Sidewalk contract snow removal • Roadside grass mowing 2008 Accomplishments Transportation Services • Completed all reconstruction projects with the exception of Line 10 Culvert rehab and Line 11 between 15/16 SR and Old Barrie Rd. • All Paving projects completed • Reduced grader fleet from 6 to 3 Year Hard Gravel Topped Surface (km) (km) 2006 39:0.1 225.4 2007 427.95 187.55 2008 457.42 158.08 • Ministry of Labour (MOL)- inspection Line 13 2009 Objectives Transportation Services • Continue paving program • Two replacement pickup trucks • One new street sweeper Departmental Overview Environmental Services • Increased Utility Casts for Streetlights and water systems • Increased regulations continue to tax staff resources and increase operating expenses; • New MOE licensing program -Aug 2009 1. Drinking Water Works Permit 2. Operational Plan 3. Accredited Operating Authority 4. Financial Plan 5. Permit To Take Water • Relief from dead Testing Regulations granted and reapplied for 2nd Round in 2008 • Continue to look for funding and revenue opportunities; • As water systems and streetlight systems age maintenance is critical - need identified to increase maintenance activities; • Health and Safety Initiatives; • Several New Developments in Engineering Design and Construction Phase. 2008 Accomplishments Environmental Services • Department restructured and succession plan implemented; • Implemented new lead testing program; • CAMS training for 50% of staff and first draft of operational plan completed for all systems; • Continued streetlight change out program -replacing Mercury Vapour light fixtures with High Pressure Sodium fixtures. • Field testing and verification of the bed infrastructure status - Horseshoe Valley system; • Continued to pay down the water infrastructure funding deficit of $1.7 million identified in 2005; • Water meters installed in schools on Municipal water; • Well site land acquisition complete in Warminster. 2009 Objectives Environmental Services • 2009 Quarterly Billing and rate structure changes • Achieve accreditation under the New Regulatory changes to Drinking Water Licensing and be allowed to continue operation of the municipal systems; • Update Engineering Standards; • Complete a life cycle analysis of streetlight systems and determine rate structure; • Increase maintenance activities. F i' THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2008-174 BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE SPECIAL COUNCIL MEETING HELD ON WEDNESDAY, DECEMBER 10, 200$ THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE HEREBY ENACTS AS FOLLOWS: 1. THAT the action of the Council at its Special Council Meeting held on Wednesday, December 10, 2008, 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 adapted, 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 an behalf of the Council of the Corporation of the Township of Oro-Medonte. And, the Clerk is hereby authorized and directed to affix the corporate seal to all said documents. BY-LAW READ A FIRST AND SECOND TIME THIS 10t" DAY OF DECEMBER, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 10t" DAY OF DECEMBER, 2008. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin