Minutes of Regular Council Meeting January 28, 2013 Council Chambers, Town Hall, Arnprior, ON
Present: Mayor David Reid Reeve Walter Stack Councillor Mark Willmer Councillor Ted Strike Councillor Dan Lynch Councillor Lynn Grinstead Absent: Councillor Lyle Anderson
Also Present: Michael Wildman, CAO Jennifer Morawiec, Director of Corporate Services/ Treasurer Maureen Spratt, Town Clerk John Okum, Fire Chief Rick Desarmia, Deputy Fire Chief Glenn Arthur, Director Recreation Services Janet Carlile, Museum Curator John Steckly, Civil Engineering Technologist Robin Smith, Town Planner Renee Couture, Deputy Treasurer Kaila Bowen, Secretariat Services Assistant
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CALL TO ORDER Mayor David Reid called the Council meeting to order at 6:30p.m.
2.
ADOPTION OF AGENDA Resolution No. 032-13 Moved by Walter Stack Seconded by Ted Strike BE IT RESOLVED THAT the agenda for the Regular Meeting of Council dated Monday, January 28, 2013, be adopted, Resolution CARRIED
3.
DISCLOSURES OF PECUNIARY INTEREST Mayor David Reid declared the following interest:
"1, David Reid do not have a pecuniary interest in regards to item# 10 (f) . However, because the report deals with Reid Bros. Inc. whose proprietary owners are close family members, I will leave chambers during the discussion of this item"
4.
QUESTION PERIOD None
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January 28, 2013
ADOPTION OF PREVIOUS MINUTES Resolution No. 033-13 Moved by Dan Lynch Seconded by Ted Strike THAT the Minutes of the Regular Meeting of Council dated Monday, January 14, 2013, be adopted. Resolution CARRIED Resolution No. 034-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT the Minutes of the Special Meeting of Council dated Tuesday, January 15, 2013, be adopted. Resolution CARRIED
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DELEGATIONS None
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PRESENTATIONS None
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PUBLIC MEETINGS None
9.
MATTERS TABLED/DEFERRED/UNIFINISHED BUSINESS a) Crossing Guard Program Resolution No. 035-13 Moved by Walter Stack Seconded by Ted Strike THAT Council direct the elimination of the school guard crossing at Madawaska and Bell Street as noted in this report. Resolution LOST The Town Clerk noted the following: • Thanks to the newspaper and the media, the Town has received half a dozen applications for the Crossing Guards positions. • Interviews will be taking place in February. • Existing crossing guards have been able to cover the shifts of those crossing affected by the retirement of two crossing guards.
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A memo has been sent to both the Renfrew County District School Board as well as the Renfrew County Catholic District School Board requesting that staff continue to inform and educate the children on safe crossing. Letters have been drafted, for both school boards, requesting funding of the Crossing Guard Program. The Clerk's office will also be completing a site inspection of designated school crossings, in the Spring of 2013
b) Advisory Committee Terms of Reference The Chief Administrative Officer (CAO) made a brief presentation to Council on the proposed new Advisory Committee Terms of Reference. The presentation is attached as Appendix "A", and forms part of these minutes. On question of Council the following was clarified: • Requested changes to the membership to 3-5, the quorum to 4, and to add street naming to the "Goals" of the "Corporate Services Committee". The CAO noted that these changes would be made to the Terms of Reference. • The Staff Reports outlined in the Terms of Reference refers to a process where issues that find themselves in front of the Advisory Committee, are to be determined by the CAO. Then the Committee will review the report of the issue presented, before it rises to a Council Meeting. Not all reports will get to the Committee's, but certain ones which warrant consultation will. Councillor Grinstead voiced concern with absolving the CITAC. She indicated that the Committee Members should have the opportunity to see the Town Square and Priorpalooza projects, through to fruition, and that momentum gained to date could be lost if CITAC was not able to finish these two initiatives. Councillor Grinstead asked if Council would approve the CITAC being appointed as an Ad Hoc Committee, until the completion of Priorpalooza and the Town Square. Council responded with the following comments: • Only a concept plan for the Town Square has been seen, nothing final. Councillor Grinstead responded by indicating that they cannot go forward with the final plan until they have completed some of the fundraising events CITAC has planned, to raise funds. • If this proposal is to continue as proposed goes through, then it needs to be a specific Ad Hoc Committee for these two special purposes only, with clearly set out roles of the committee, with a defined timeline, and to make sure that Council makes the decisions pertaining to these projects.
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January 28, 2013
It was noted that these Ad Hoc Committees would only recommend actions to Council.
STAFF REPORTS a) 2012 Building Activity Resolution No. 036-13 Moved by Ted Strike Seconded by Dan Lynch THAT Council receives this report as information regarding 2012 building related activity. Report and Resolution CARRIED The CAO noted the following: • • •
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A report to Council summarizing the primary Ontario Building Code (OBC) and related activities should be provided on an annual basis. Primary function of the CBO are the administration of the Ontario Building Code and inspections Their report provides insight on any future fee reviews, as well as anything pertaining to the official's budget, which is intended to be self-sustaining and selffunded. Figures that have been collected this year can only be used for works described through the OBC.
On question of Council the following was clarified: • •
Mayor Reid noted that the comparison from 2009-2011 does include our treatment plant Reeve Stack noted that Arnprior has slowed down a bit in growth and the County has flagged the decrease in growth across the County
b) Request to Purchase Town Lands- Madawaska River Resolution No. 037-13 Moved by Walter Stack Seconded by Ted Strike THAT Council receive this report as preliminary information and direct staff to further investigate the issues outlined in the staff report and report back to Council with additional information. Resolution LOST The Town Planner provided the following information:
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The Town has received an enquiry from landowners of 90-136 Riverview Drive with respect to acquiring town-owned lands, between Madawaska River and their rear property lines. The Town owns approximately 9. 77 acres on the east side of the Madawaska River (from Madawaska Boulevard to the south and to the Twin Rivers Estates Subdivision (Lena Street) to the north). The area has approximately 2700 feet of river frontage and varies in width. The first 1000 feet of river frontage (from Madawaska Blvd. Heading north) is considered the "Hydro Park East", which contains walking trails and a fitness station. The lands are also used for Pump Station #2 (adjacent to the Madawaska Blvd. Bridge crossing the river in this location). The abutting property is occupied by the Quality Inn. Mr. Jack Murdoch provided correspondence on behalf of the owners of 90 to 136 Riverview Drive indicating their interest in acquiring the lands between their rear lots and the water's edge. He noted the lands are unusable and eroding, which has caused trees to fall exposing root systems and trunks creating an eye sore and hazards. If granted the ownership of these lands, the owners agree to maintain the described lands, pay legal fees and survey costs reasonably associated with such a transfer of title, and render the Town harmless from any liability associated with the continued erosion of the lands and its subsequent negative impact to the adjacent property values. Staff outlined several concerns and comments, in the report, as follows: o Environmental concerns - the lands are designated Environmental Protection by the Town's Official Plan, as well as being identified as a Natural Heritage Area (Madawaska River Shoreline and Natural Corridor). Section 6.1 of the Plan indicates that Environmental Protection Areas are lands which are unsafe for development due to naturally occurring processes, or naturally occurring hazards. Opportunities- should consider the future implications of divesting the Town of municipal waterfront property. Several financial implications Landlocked Parcels- of the thirteen (13) properties adjacent to the Town owned lands, only six (6) residents have indicated their interest in acquiring the lands abutting their properties. Staff believes that all owners within the row must be committed to a purchase.
Council provided the following comments and concerns:
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If the Town allows for the sale of lands they will be able to be cleaned up and taken care of sooner rather than later, as the Town will not have the budget to do this for a long time. These lands are currently an eyesore. The development is complete here, and the owners are just asking to be able to clean up and preserve this land. This land requested is eroding, but Council has yet to hear of slope failure, and would like to be notified of this, if it does occur. On the other hand, if Council sells these lands, they are lost forever. This may not be the way the Town should deal with these lands, as they could be used in many other ways in the future. This land is currently protected in the official plan, and this is for multiple reasons. There may be other negotiations on top of those with the MNR, as the County also owns portions near this land.
Resolution No. 038-13 Moved by Lynn Grinstead Seconded by Walter Stack THAT Council direct staff to pursue the details of a potential purchasing agreement with the residents, as well as with input from MNR and OPG and report back to Council. At the request of Mayor Reid, a recorded vote was taken as follows: Yes Mayor Reid Reeve Stack Councillor Willmer Councillor Strike Councillor Grinstead Councillor Lynch
No
X X X X X X Resolution CARRIED
c) Site Plan Control Application SPC-3/12- 89 John Street Resolution No. 039-13 Moved by Walter Stack Seconded by Ted Strike
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THAT Council approve the adoption of a by-law to authorize the Mayor and Clerk to enter into a Site Plan Agreement with 1823 169 Ontario Inc. for an eight-unit apartment building at 89 John Street North. Report and Resolution CARRIED The Town Planner provided the following information: • The intent is for an 8 unit, 3 storey apartment building. • There will be vehicular access from John Street, and 12 parking spaces in the rear of the building. • The main elements of the site plan have been highlighted in the report: For the purposes of zoning, the proposed development is appropriate. o The Heritage Committee has been consulted for review and comment. Their comments were given back to developer and they input these comments into their plans. o Servicing Grading and Drainage meet the standards and requirements of the Town. • This request also meets the Strategic Plan, in providing an alternative live/work/play housing option for the residents.
d) Official Plan Amendment #18 and Zoning By-law Amendment 6/12 Resolution No. 040-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT Council receive applications OPA #18 and ZBLA-6/12 for the property known as Part 2 on Plan 49R-12671, Part Lot 2, Concession C and Part of Lot 1, Concession C and D, 394 Madawaska Blvd., to change the Official Plan designations from 'Highway Commercial' to 'Residential' and 'Industrial' to 'Highway Commercial' and 'Residential'; and to change the zoning designations from "General Industrial (GM)" to "Highway Commercial-holding {HC-h)" and "Residential Reserve-holding (RR-h)" and "Highway Commercial Exception Two (HC-E2)" and "Highway Commercial (HC)" to "Residential Reserve-holding (RR-h)", respectively. AND FURTHER THAT pursuant to Sections 17(15) and 34(12) of the Planning Act, R.S.O 1990, Ch.P.13 that Council hold a public meeting on February 25,2013, regarding the proposed amendments to allow for public review and comment. Report and Resolution CARRIED The Town Planner provided the following information·
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The current land holding is just over 50 acres. The land fronts onto Madawaska Blvd. and backs onto right of way for the railway The developer is proposing to develop these lands with a shopping plaza as well as housing dwellings. This is a Concept Plan- to show how the development could be in the future, not a firm plan. However, this does lay out the types of land uses we are looking at. The report goes through the provincial policy regulations, to make sure this meets the provinces requirements. Staff has gone through the provincial policy statement and this plan goes through all of these concerns. The developer has also provided environmental impact studies, and has noted that the service site studies have been reviewed. The developer will be required to do an assessment with respect to any cultural or heritage designations. Zoning for the site being proposed with an exception to allow a shopping centre in this type of zoning.
On question of Council the following was clarified: • This is the former Gillies property. • Council recognizes the loss of industrial commercial properties in this area. Mayor Reid noted that the houses are going to be backing onto the railway line. At this time this railway line is not being used very often, but it is important to note that in the next 10-20 years this railway could be in use frequently (passenger train, etc.).
e) D.A. Gillies Building Windows Restoration- Community Infrastructure Improvement Fund (CIIF) Resolution No. 041-13 Moved by Dan Lynch Seconded by Walter Stack THAT Council award a contract to Shanab Management Inc. in the amount of $99,900 (plus HST) for the D.A. Gillies Building Windows Restoration Project in accordance with the details of their proposal dated January 27, 2012, and THAT Council authorize the Mayor and Clerk to enter into Contribution Agreement C1449 with Her Majesty The Queen In Right Of Canada to receive a non-repayable contribution of 33.3% of the cost of the D.A. Gillies Building Windows Restoration Project up to the maximum amount of $46,662.00, and
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THAT Council approve the Town's contribution towards the project of $67,806.18 (incl. non-rebate HST), $42,806.18 be funded by funds available in the Museum Reserve and that the Museum Reserve be repaid in accordance with the repayment schedule identified in this report, and THAT the balance of $25,000 come from the Infrastructure Reserve pursuant to the original funding established through the 2012 budget. Report and Resolution CARRIED The Civil Engineering Technologist provided the following information: • The Town of Arnprior recently received approval under the CIIF, and funding for the next and final phase of the D.A. Gillies Building window restoration. • RFP was completed in early Jan 2012 and was put on hold for the year until 2013, because of being over budget. • Staff determined that the lowest bid lacked experience, and recommends Shanab Management Inc. • A 9 year repayment plan to the Museum Reserve - to ultimately re-establish these monies being used for the project is being proposed. Mayor Reid noted that he would like to see that the Town at least tries to receive the full $46, 000, and directed staff to send a letter this week outlining this request.
Mayor Reid vacated the Chair. Councillor Grinstead assumed the Chair. (7:55 p.m.)
f) Vehicle Tender- Special Services Vehicle Resolution No. 042-13 Moved by Walter Stack Seconded by Dan Lynch THAT Council award the tender for the supply of a 2013 Fire Department Special Services Vehicle including the trade-in of the 1996 Suburban to the lowest bidder in the amount of $42,613.49 (including fees & taxes). Report and Resolution CARRIED The Deputy Fire Chief provided the following information: • The Fire Department distributed 13 tender packages, and only 2 were received. In this case, according to the policy, the tender needs to be brought to Council. • The 2 options (tenders) received were from the in town Reid Bros, and out of town Mack MacKenzie Motors in Renfrew. • The process requires that a tender be awarded to the lowest bidder;
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The lower bid was from Mack MacKenzie Motors in Renfrew. On question of Council the following was clarified: • The trade in value versus acquiring/ disposal, is not currently in our existing procurement policy, however the GAO noted that the new policy will speak to disposal of Town property. • The Town will be purchasing a Chevrolet Tahoe. • The low tender met all of the specifications. • The GAO indicated that the Town will try and get the service for the vehicle done in Arnprior, rather than in Renfrew.
Mayor Reid resumed the Chair at 8:02 p.m. g) Financial Update Resolution No. 043-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT Council receive the following update, and THAT Council direct the Director of Corporate Services/ Treasurer to continue implementing the directions from the October 22, 2012 Council meeting. Report and Resolution CARRIED The GAO provided the following comments: • He noted that he felt it was important to express for the record that when hired, he was hired on the basis of improving the administration of the Town. It was stressed by Council that there needed to be open, transparent, and efficient operations and that if there were issues they needed to be put on the table and dealt with. He introduced the Director of Corporate Services/ Treasurer who would be providing her summary of the financial practices that do require improvements. These practices that are being set out are issues that have been around in some cases for a very long time. He expressed his view that the Director is very competent, and will be able to resolve these issues in a timely manner. • It will be the number one priority to address these financial issues, and bring the Town of Arnprior back up to where we should be. • As part of the Strategic Plan it is important to note that this is an area the Town is working on - resolving and improving financial practices. The Director of Corporate Services/Treasurer went through a report, and explained the various financial matters of concern, as well as discussed how these concerns were resolved or in the process of being resolved. She provided the following information:
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A number of the initiatives respond to these will take a significant amount of until being fully The following of concern are completed and/ or in progress: Manulife Billings Standards Act - compliance Water Billings Accounts Receivable (General Property Taxation Finance Records - bank reconciliations brought back up to date; OMPF o Accounting System - Vadim training being completed by staff and glitches being resolved. o Overtime Policy- policy clarification/ update in the near future. Throughout the process to correct these matters, new items of concern were identified: o Reserves and Reserve Funds o Gas Tax o Property Registration o County and School Board Tax Reconciliations o Tax Sales Properties o Accounts Receivable (Taxation, Water, General, etc.) o The Town's Procurement Policy - requiring significant revisions to bring it to current standards. Significant progress has been made, and continues to be made to establish proper procedures and address all outstanding items and concerns. rCir\n"0>£'1
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Mayor Reid provided the following prepared statement: "When I ran for Mayor, and I believe that this applies to all of Council, we ran on a platform of change and in particular to investigate and fix administrative weaknesses within the Town's Organization. The changes that have been made; have been well discussed and thought through, extensive, and in Council's judgment the right decisions for the long term success and sustainability of the Town. To date, we have hired a new CAO, Director of Corporate Services/Treasurer, Deputy Treasurer, Clerk, Clerk Secretariat and with a new Director of Public Works, Human Resources Officer and Economic Development Officer, soon to join our new Senior Management Team. All new positions are being evaluated in relation to skills and ability to address Arnprior's challenges, the contributions they can bring to achieving the Town's Vision 2017 Strategic Plan and they must demonstrate the ability to fit into the new culture of continuous improvement and a team approach, we are initiating throughout the organization. As with any changes of this magnitude, they must be managed and
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executed in such a way, that is not only financially viable, but also they must not duly interfere with our ability to carry on the business of running the Town. In other words ... it takes time. I have to say, and I know I speak for all of Council, that we are extremely happy and excited; not only about the new additions to our Senior Management Team but also about the new energy, focus and commitment made by all of our staff members. When Michael Wildman and Jennifer Moraweic were hired, they were given clear Council direction; uncover all of the issues, be fully open and transparent disclosing those issues, resolve the issues to the best of our abilities and put in place policies and procedures that will ensure we don't have similar issues in the future. I am happy to report that we are well underway in this process and I need to thank Council for their encouragement, guidance and support and to Michael and the whole Senior Management Team for the extraordinary effort and progress they have made on this issue over the past few months. As I have stated in the past, the foundation of success for any organization is the staff and I am confident, given adequate resources and support, the Town of Arnprior will soon start to fully realize on its considerable potential." On question of Council the following was clarified: • • •
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When looking at the Manu life Billings Section, all of the retirees are up to speed. The properties being looked at are a mix between residential and commercial. Some of the issues potentially are related to the water metre problem that occurred, however each account needs to be looked at individually, as sometimes it might also be a communication issue. Vadim training will be completed by staff, through the Vadim team, in February. The Hydro Reserve Fund will be revisited, along with direction on policies for other reserve funds, in the near future. Some items outstanding at the Nick Smith Centre are very old, and are being looked into. Town will be considering payment plans for people who are in arrears; however it is important for the Town to collect as much of the receivables as we can.
Mayor Reid thanked staff and commended them for their hard work.
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COMMITTEE REPORTS AND MINUTES None
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MOTIONS TO ADOPT DECISIONS None
13.
BYLAWS
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Resolution No. 044-13 Moved by Dan Lynch Seconded by Walter Stack THAT By-law No. 6185-13 -Interim Tax By-Law is hereby enacted and passed. Resolution CARRIED Resolution No. 045-13 Moved by Walter Stack Seconded by Lynn Grinstead THAT By-law No. 6186-13- Recreation Fees is hereby enacted and passed. Resolution CARRIED Resolution No. 046-13 Moved by Dan Lynch Seconded by Ted Strike THAT By-law No. 6187-13 -Water/ Wastewater Billing and Collection Policy is hereby enacted and passed. Resolution CARRIED The Director of Corporate Services/ Treasurer made a small presentation outlining the key points of the Water and Wastewater Billing and Collection Policy, which is attached as Appendix B, and forms part of these minutes. On question of Council the following was clarified: • The Town may be able to put a restriction in the meter, instead of turning the water off completely. This can be put into the administrative process, if it provides as viable options, as a prior step. • The Town offers as a courtesy to bill the tenant first, but ultimately the property owner will be responsible if the tenant does not pay according to our by-laws. This is also a best practice. • Notice will be sent out to all residents, when this policy/ by-law is adopted. Resolution No. 047-13 Moved by Walter Stack Seconded by Ted Strike THAT By-law No. 6188-13- Driver's Abstract Policy is hereby enacted and passed. Resolution CARRIED The CAO provided the following information: • This policy applies equally to any employee who drives a vehicle. • The Solicitor was consulted on this policy, and agrees with its contents.
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The Union has also been made aware of this policy.
Resolution No. 048-13 Moved by Walter Stack Seconded by Mark Willmer THAT By-law No. 6189-13- Procurement Policy is hereby enacted and passed. Resolution TABLED The CAO made a small presentation outlining the key points of the Procurement Policy, which is attached as Appendix C, and forms part of these minutes. On question of Council the following was clarified: • Provisions that the Treasurer prepare a financial report to Council will be included in the Delegation of Authority Policy. • A "value added" clause should be considered. This Policy will be brought back at the next regular Council meeting, with some additions and wording modifications. Resolution No. 049-13 Moved by Dan Lynch Seconded by Walter Stack THAT By-law No. 6190-13 -Advisory Committees' Terms of Reference is hereby enacted and passed. Resolution TABLED
Resolution No. 050-13 Moved by Lynn Grinstead Seconded by Walter Stack THAT Council adopt that the disbanded CITAC act as an Ad Hoc Committee, special purpose committee, for a period of time, until October 1, 2013, so that the Priorpalooza and Town Square Projects can be completed, and each key stage of these projects being brought back to Council for their approval. Resolution CARRIED 14.
NOTICE OF MOTIONS None
15.
REEVE'S REPORT FROM COUNTY COUNCIL Reeve Walter Stack provided the following brief from County Council:
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Renfrew County will pass the 2013 Budget for a 2% levy increase of which 1.8 % will be new growth.
CORRESPONDENCE & PETITIONS a) Correspondence Package No. 1-13-JAN-02 Resolution No. 051-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT the Correspondence Package No. 1-13-JAN-02 be received as information and filed accordingly. Resolution CARRIED ANNOUNCEMENTS Reeve Stack noted that he has received many calls and visits regarding the snow removal from sidewalks and around fire hydrants. He suggested that the Town get it into the budget for this year, to make sure the sidewalks stay cleaned, and that the hydrants remain open, after all major snowfalls. Staff really needs to look into this matter, and resolve it to the best of their ability.
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MEDIA QUESTIONS
19. CLOSED SESSION Resolution No. 052-13 Moved by Dan Lynch Seconded by Walter Stack THAT Council meet in closed session regarding two matters pursuant to Section 239 (2)(e) of the 2001, S.O 2001 Municipal Act litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Odour/Sewer Degradation) (Request for Refund). One matter pursuant to Section 239 (2)(b) of the 2001, S. 0 2001 Municipal Act personal matters about an identifiable individual including municipal or local board employee (Staffing). Resolution CARRIED Resolution No. 053-13 {10:53 p.m.) Moved by Walter Stack Seconded by Ted Strike THAT Council resume to Open Session. Resolution CARRIED
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Resolution No. 054-13 Moved by Walter Stack Seconded by Dan Lynch THAT the GAO be directed to proceed as instructed with regards to Item. #1, 2 and 3. Resolution CARRIED
20. CONFIRMATORY BY-LAW Resolution No. 055-13 Moved by Walter Stack Seconded by Dan Lynch THAT By-Law No.6191-13 being a By-law to confirm the proceedings of the Regular Meeting of Council held on January 28, 2013 and it is hereby enacted and passed. Resolution CARRIED 21.
ADJOURNMENT Resolution No. 056-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT this meeting of Council be adjourned at 10:56 p.m. Resolution CARRIED
David Reid, Mayor
Maureen Spratt, Town Clerk
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Town of Arnpri or I Adviso ry Committees M. Wildman, CAO Council January 28, 2013
Background October 201 2 Council approved a new corporate structure with focus on improved & streamlined services ~ November 26, 2012 Council approved the CAO & Town Planner's report with respect to new Advisory Committee structures ~ New Committee s would include Corporate Services, Operations and Communit y Developme nt with Terms of Reference to follow ~
Background cont ... ~January ~
14, 2013 Council approved the Strategic Plan Strategic Plan HR I Org Chart Action Item 6 requires that the Advisory Committees be reviewed
Discussion ~
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New Advisory Committee structure responds to several aspects of the Town's Strategic Plan (Effective Service Delivery, a Workplace of Choice, Business Friendly, Solid Economic Development and Growth Management Strategies, Solid Administration and Operations) New Advisory Committee structure aligns with the new Corporate structure
Discussion Terms of Reference ~ ~
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Membership 2 members of Council, Mayor ex-officio, 3-4 members of public Procedures defined, Quorum, Meeting Schedules- (Refer to Appendix D Page 1 50) Generally meet every 2 months: CDC 1st Monday, CSC 3rd Monday and OC alternating 1st Monday Clerk's Office supports all documentation for continuity Procedure By-law is a general tool
Terms of Reference Continued ~ ~
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Staff resources are identified for each committee (page 145) Agenda Format is set out (page 145) Reports to Committee by staff, Committee to Council and bi-annual reports to Council are all set out (page 14 5)
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Discussion - Mandates , Appendix A (Page 147)- Community Development Committee (CDC): community improvement; economic development; marketing; planning and land use; growth management; heritage; leisure and recreational services; and tourism activities "live, work, play"
Discussion - Mandates , Appendix B (Page 148) - Corporate Services Committee (CSC): budget; investment; long range financial planning and policies; general administration; human resources; corporate policies and by-laws; by-law enforcement; information technology (IT); and awards and recognitions for the public and employees.
Discussion - Mandates ~
Appendix C (Page 149): Operations Committee (OC) infrastructure strategies; capital projects; engineering/env ironmental matters; public works; policing; emergency management; and fire services.
Next Steps ~ ~ ~ ~
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Approve Terms of Reference Advertise for public seats on committees Contact existing committee members Striking Committee next Council meeting (February 11) for Council membership Appoint citizen members February 2 5 Commence meetings per schedule
Questions
Town of Arnp rior Water and Wastewater Billing and Collection Policy J. Morawiec, DCS/T reasur er Counc il January 28, 2013
Background ~
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Sections 9, 11 and 3 91 of the Municip al Act allow a municip ality to set fees and charges related to the supply of water and wastewater to the public. By-law 5762-0 9 enacts rules and regulations for the installa tion, repair, maintenance and access to water meters and related appurtenances includin g penalties for offences. Best practice in most municipalities is to also have a Billing and Collection policy related to utility charges.
Background cont .... ~
Council directed on October 22, 2012 that the Director of Corporate Services/ Treasurer establish: A policy that bills landlords for water and wastewater consumption instead of tenants; and A policy that addresses the transfer of water arrears to the tax roll.
Discussion Points ~
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Rising accounts receivable balances indicated a need to address the Town's billing and collection policies. Numerous (1 0+) municipalities and their billing and collection policies were used for comparison purposes. The draft policy and forms were reviewed by solicitor by Paul Webber, Bell Baker, LLP who indicated they "do not exceed your jurisdiction."
Policy Highlights ~
Property owners with tenants will be required to complete an authorization form if they would like a tenant to be billed directly.
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The policy and authorization form clearly identify that: o
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(1) the property owner assumes full responsibility if the tenant fails to pay their bills; and (2) any outstanding water arrears are a lien on the land and can be transferred to the property tax account of the property owner by the Town in accordance with the provisions of the Municipal Act, 2001. c.25 as amended.
Policy Highlights ~
Clear procedures and timelines are established for billing and collection including penalty charges, past due notices, registered letters, warning of disconnection and actual disconnection. ~ Disconnection and reconnection charges are in line with By-law 5 762-09. • DCS/Treasurer approval is required prior to any disconnections and Council will receive notification .
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Discussion - Benefits ~ ~
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Policy is in-line with other municipalit ies. Clarifies responsibil ities of the property owner hopefully reducing collection and legal 1ssues. Provides clear timelines for payment and the resulting ramification s of non-payme nt. Should help reduce the outstandin g A/R balances.
Discussion - Impact ~
Policy implement ation may not receive a positive reception from some property owners.
Questions
Town of Arnprior Procurement Policy M. Wildman, CAO Council January 28, 201 3
Background Section 270 of Municip al Act requires a municip ality to adopt policies with respect to the "procure ment of goods and services" ~ Procurem ent Policy 1 993 • 1993 Auditors identifie d concerns ~ 1998 minor update • Current Policy is not a "Best Practice" Policy and is significa ntly dated • Best Practice is to review procurem ent policies at least every 5 years ~
Background cont .... ~
Council approved the Strategic Plan on January 14, 201 3, with Financial Model Action Plan # 3 & 4 requiring the "improvement of financial issues and practices" and development of a "State of Practice Procurement Policy" respectively
Discussion - Current Policy ~
Existing policy does not identify various methods and options of procurement (i.e. proposals vs. tender) ~ Existing policy requires public tender for purchases of over $10,000 , Existing policy grants the same financial authority to all Department Heads and CAO , Existing policy allows "verbal quotations"
Discussion - Current Policy ~
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Existing policy presents risks and problems with respect to interpretat ion which result in non-compl iance and delays in service delivery In December 2012, the CAO, Director of Corporate Services/Treasurer and Deputy Treasurer began the task of developing a new Procurement Policy
Discussion - Proposed Policy ~
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Staff conducted extensive Best Practices reviews of almost 20 Procurement Policies, including one comprehen sive procureme nt policy undertaken in collaborati on with a County and 10 partner lower tier municipalit ies. New Policy includes an expanded and detailed "Definitions " section New Policy sets out provisions for both a "Declared Emergency" and operation "Emergency" .,,.
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Discussion - Proposed Policy ~
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New Policy defines Standing Offers, Tenders, Requests for Proposal, Quotations (written), Sole Sources, Expressions of Interest, etc. All purchases must be within by-law and within policy- otherwise Council approval required New Policy sets spending limits, authorized officers for each limit and attaches a procedure to each limit: Under $5000 (written quotation)
Discussion - Proposed Policy ~
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$5000 to $20,000 (minimum number of written quotations -justifications required) Department Heads can approve up to $20,000- Change: Department Head authority has been reduced from $90,000 to $20,000 $20,000 to $50,000 -Very specific processes - RFP or Tender- Justifications required Only CAO or Director of Corporate Services/Treasurer can approve (Change)
Discussion - Proposed Policy Over $50,000 or for all vehicles- Must be by Tender except where goods cannot be clearly defined (RFP) - justifications required. Only CAO can approve up to his delegated authority per his appointment by-law ($90,000). ~ Above CAO's delegated authority requires Cou neil approval ~ Deviations not otherwise defined require Council approval ~
Discussion - Proposed Policy ~
Disposal of Surplus Goods is new. Anything over $5000 requires Council approval. • Exempt items are clearly specified. ~ Bid irregularities are defined and a matrix is also provided for greater clarity. • Policy must be reviewed at least every 5 years
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Discussion - Benefits ~
Pol icy is "Best Practice" based ~ Policy reduces risk by setting clear financial authorities and processes. NOTE: Department Head financial authority has been reduced from $90,000 to $20,000. ~ Clear definitions & processes will streamline and improve timelines ~ Enhanced flexibility with respect to use of RFP's where Public Tenders were previously required
Discussion - Benefits ~
Requirement for all levels of quotations to be in writing ~ Clarity on "exempt items" (i.e. utilities) ~ Clarity on "Bid Irregularities" for bidders ~ Open and Transparencies measures respond to Provincial requirements ~ Responds to the Town Strategic Plan
Questions
