Loading...
Regular Council Agenda - 2020/04/16 The Corporation of the Township of Malahide A G E N D A April 16, 2020 7:30 p.m. Springfield & Area Community Services Building** 51221 Ron McNeil Line, Springfield ** Note: Due to the COVID-19 situation, this meeting will be held electronically via videoconference.** (A) Call to Order and Roll Call (B) Disclosure of Pecuniary Interest (C) Approval of Previous Minutes RES 1 and 2 (Pages 6 - 20) (D) Presentations/Delegations/Petitions (i) Presentation Todd MacDonald, President of Performance Concepts Consulting, regarding proposed work plan refinements for the Service Delivery & Organizational Review Project. (Pages 21 - 30) (E) Reports of Departments (i) Director of Fire & Emergency Services - Emergency Services Activity Report March. RES 4 (Pages 31 - 35) (ii) Director of Physical Services - North Van Wychen Drain - Unauthorized Cleanout. RES 5 (Pages 36 - 42) (iii) Director of Development & Community Services (iv) Director of Financial Services/Treasurer - Asset Report Card 2019. RES 6 (Pages 43 - 45) - Annual Investment Report. RES 7 (Pages 46 - 64) -2019 Development Charges. RES8(Pages 65 -67) - Revised Proposal for Service Delivery Review. RES 9 (Pages 68 - 76) (v) CAO/Clerk (F) Reports of Committees/Outside Boards (G) Correspondence RES 10 1. Association of Municipalities of Ontario - Watch File dated April 2 and April 9, 2020. (Pages C 2 - 6) 2. Town of Midland Resolution to request Federal funds to municipalities to waive property taxes for the year 2020 providing help to alleviate financial suffering from COVID 19 pandemic. (Page C7 -8) 3. Municipality of Grey Highlands Resolution supporting the Township of Greater Madawaska in calling for electronic delegations for small and rural municipalities. (Page C9) 4. Canadian National Railway (CN) Notice regarding discontinuance of Cayuga Line. (Page C10 - 11) 5. Stewardship Ontario Confirmation of Termination regarding Wind-up of Municipal Hazardous or Special Waste program. (Page C12) 6. Ministry of Agriculture, Food and Rural Affairs Notice that the Line Fences Act has transitioned from the Ministry of Municipal Affairs and Housing to the Ontario Ministry of Agriculture, Food and Rural Affairs. (Page C13) 7. Elgin County Land Division Committee Notice that appeal period has expired and no appeals were received for the following: - Severance Application E87/19 Nilholm Holsteins Ltd. relating to property at Part Lot 3, Concession 11. (Page C14) - Severance Application E94/19 Solagrace Enterprises Inc. relating to property at Part Lot 88, Concession STR. (Page C15) (H) Other Business (I) By-laws (J) Closed Session (K) Confirmatory By-law RES 11 (Page 77) (L) Adjournment RES 12 **VIDEOCONFERENCE MEETING Note for Members of the Public: In order to respect the State of Emergency declared by the Province of Ontario and not hold public gatherings, please note that the Regular Council Meeting scheduled to be held on April 16, 2020 will be via videoconference only. Please note that, at this time, there is not an option for the public to call in to this meeting. However, we will be livestreaming the Council Meeting via YouTube. A th link will be published on the Township website on April 16. Written comments regarding the Council Agenda items are welcome please forward such to the Clerk at mcasavecchia@malahide.ca PLEASE NOTE that the draft resolutions provided below DO NOT represent decisions already made by the Council. They are simply intended for the convenience of the Council to expedite the transaction of Council business. Members of Council will choose whether or not to move the proposed draft motions and the Council may also choose to amend or defeat them during the course of the Council meeting. 1.THAT the minutes of the regular meeting of the Councilheld on April 2, 2020 be adopted as printed and circulated. 2.THAT the minutes of the special meeting of the Council held on April 2, 2020 be adopted as printed and circulated. 3.THATthe presentation received from Todd MacDonald, President of Performance Concepts Consulting, regarding proposed work plan refinements for the Service Delivery & Organizational Review Project, be received. 4.THAT Report No. F20-Emergency Services Activity Report March. 5.THAT Report No. PS-20-- AND THAT the Director of Physical Services or his designate be authorized to engage the services of a qualified contractor to undertake the necessary repairs to restore the North Van Wychen and Barrington Drains. 6.THAT Report No. FIN 20-Asset Report Card -2019 7.THAT Report No. FIN 20- received. 8.THAT Report No. FIN 20-082019Development Charges received. 9.THAT Report No. FIN 20- AND THAT the enhanced scope for the Service Delivery & Organizational Review Project, as submitted by Performance Concepts Consulting, be approved; AND THAT the contract to complete the enhanced scope for the Service Delivery & Organizational Review Project be awarded to Performance Concepts Consulting, at a cost of $119,000 (excluding HST); it being pointed out that such cost will be fully funded by the Municipal Modernization Program. 10.THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated April 2 and April 9, 2020. 2.Town of Midland Resolution to request Federal funds to municipalities to waive property taxes for the year 2020 providing help to alleviate financial suffering from COVID 19 pandemic. 3.Municipality of Grey Highlands Resolution supporting the Township of Greater Madawaska in calling for electronic delegations for small and rural municipalities. 4.Canadian National Railway (CN) Notice regarding discontinuance of Cayuga Line. 5.Stewardship Ontario Confirmation of Termination regarding Wind-up of Municipal Hazardous or Special Waste program. 6.Ministry of Agriculture, Food and Rural Affairs Notice that the Line Fences Act has transitioned from the Ministry of Municipal Affairsand Housing to the Ontario Ministry of Agriculture, Food and Rural Affairs. 7.Elgin County Land Division Committee Notice that appeal period has expired and no appeals were received for the following: -Severance Application E87/19 Nilholm Holsteins Ltd. relating to property at Part Lot 3, Concession 11. -Severance Application E94/19 Solagrace Enterprises Inc. relating to property atPart Lot 88, Concession STR. 11.THAT By-law No. 20-27, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. 12.THATtheCounciladjournits meetingat _______ p.m.to meet again on May 7, 2020, at 7:30 p.m. ________________________________________________________________ The Malahide Township Council met via teleconference/video conference. The Clerk and Deputy Clerk were presentin the Council Chambers located in the Springfield & Area Community Service Building, at 51221 Ron McNeil Line, Springfield. Due to COVID-19 and public health concerns,delegations and public attendance wasnot permitted at this meeting. The Mayor and other Members of Council participated remotely. The following members were present: Council via Video Conference: Mayor D. Mennill, Deputy Mayor D. Giguère, Councillor R. Cerna,and Councillor M. Widner. Council via Telephone Conference: Councillor S. Lewis, Councillor C. Glinski, andCouncillor M. Moore (7:53 p.m.). Staff present in Council Chamber:Chief Administrative Officer/Clerk M. Casavecchia-Somers, Manager of Information Technology C. Coxen, and Deputy Clerk D. Wilson. Staff via Video Conference:Chief Administrative Officer/Clerk M. Casavecchia-Somers, Director of Fire and Emergency Services B. Smith, Director of Development and Community Services E. DiMeo, Director of Physical Services M. Sweetland, Director of Financial Services A. Mohile, andDeputy Clerk D. Wilson. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 7:45 p.m. DISCLOSURE OF PECUNIARY INTERESTandthe General Nature thereof: No disclosures of pecuniary interest were declared. MINUTES: No. 20-132 Moved by:Rick Cerna Seconded by:Scott Lewis THAT the minutes of the regular meeting of the Councilheld on March 19, 2020 be adopted as printed and circulated. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. PRESENTATIONS/DELEGATIONS/PETITIONS: -Public Meeting Minor Variance Application, as submitted by Ryan and Jennifer Meesters, Part Lot 16, Concession 3, Geographic Township of Malahide No. 20-133 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT the Committee of Adjustment for the Township of Malahide be called to order at 7:48p.m. and that Mayor Dave Mennillbe appointed Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. Chair Mennill advised that the purpose of this Public Meeting is to consider an application for a Minor Variance,as submittedby Ryan and Jennifer Meesters, relating to the property located at Part Lot 16, Concession 3, Malahide, municipally known as50118 Vienna Line. Chair Mennill requested the Director of Development and Community Services to provide an overview of the application. The Director advised that the purpose and effect of this variance is to grant relief from the General Agricultural (A1) Zone and applicable regulations in the Township of Malahide Zoning By-law No. 18-22, requiring a minimum rear yard depth of 7.5 metres (24.6 feet) (Section 5.2.1). The variance will permit the construction of an accessory building (detached garage) in the easterly portion of the subject lands, situated 1.52 metres (5.0 feet) from the rear lot line. Due to its location adjacent to Hacienda Road and Vienna Line, the subject parcel is deemed to be a corner lot in the Zoning By-law. As such, the shorter lot line abutting Hacienda Road is deemed to be that front lot line and the lot line opposite to it is deemed to be the rear lot line (even though the dwelling faces Vienna Line). Chair Mennill asked the Deputy Clerk to provide any comments received from the circulated agencies and landowners, or from the Applicant and/or their agent. The Deputy Clerk advised that correspondencewas received from the Catfish Creek Conservation Authority indicating no objections. Chair Mennill inquired if any Committee Members had any questions regarding the application and there were none. Chair Mennill advised that the Committee will consider all comments received when making its final decision on the application. No. 20-134 Moved by:Dominique Giguère Seconded by:Rick Cerna THAT Report No. DCS-20-50118 AND THAT, notwithstanding that Section 5.2.1 of Zoning By-law No. 18-22 states that the minimum interior side yard depth of 5 metres (16.4 feet) in the General Agricultural (A1) Zone, the Minor Variance Application of Ryan & Jennifer Meesters relating to the property located at 50118 Vienna Line, to allow relief for the construction of an accessory building on the subject lot which is proposed to have a minimum interior side yard depth of 1.52 metres (5.0 feet), be granted. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. No. 20-135 Moved by:Mark Widner Seconded by:Scott Lewis THAT the Committee of Adjustment for the Township of Malahide be adjourned and the Council meeting reconvene at 7:51p.m. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. -Public Meeting Minor Variance Application, as submitted by Johan and Tina Schmitt, Part Lot21, Concession 9, Geographic Township of Malahide No. 20-136 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT the Committee of Adjustment for the Township of Malahide be called to order at 7:52p.m. and that Mayor Dave Mennillbe appointed Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. Chair Mennill advised that the purpose of this Public Meeting is to consider an application for a Minor Variance,as submitted by Johan and Tina Schmitt, relating the property located at Part Lot 21, Concession 9, Malahide, municipally known as 11660 Springfield Road. Chair Mennill requested the Director of Development and Community Services to provide an overview of the application. The Director advised that the purpose and effect of this variance is to grant relief from the Village Residential One (VR1)Zone and applicable regulations in the Township of Malahide Zoning By- law No 18-22, requiring that an accessory building not exceed a maximum floor area of 120 square meters (1,292 squarefeet) (Section 6.2.1). The variance will permit the construction measuring 9.1 metresx 18.3 metres(30 feet x 60 feet) and having a floor area of 167.2 square metres (1,800 squarefeet). The subject lands comprise an area of approximately 4,227 square metres (1.0 acre), a frontage of approximately 27.3 metres (90 feet) and a depth of approximately 154.8 metres (508 feet). The parcel is occupied by a single detached dwelling and a detached garage. Chair Mennill asked the Deputy Clerk to provide any comments received from the circulated agencies and landowners, orthe Applicant and/or their agent. The Deputy Clerk advised that correspondencewas received from the Catfish Creek Conservation Authority indicating no objections. Chair Mennill inquired if any Committee Members had any questions regarding the application and there were none. Chair Mennill advised that the Committee will consider all comments received when making its final decision on the application. No. 20-137 Moved by:Dominique Giguère Seconded by:Rick Cerna THAT Report No. DCS-20-11660 AND THAT, notwithstanding that Section 5.2.1 of Zoning By-law No. 18-22 states that accessory buildings are not to exceed 120 square metres (1,292 square feet) for lands in the Village Residential One (VR1) Zone, the Minor Variance Application of Johan & Tina Schmitt relating to the property located at 11660 Springfield Road, to allow relief for the construction of an accessory building on the subject lot which is proposed thave a total floor area of approximately 167.2 square metres (1,800 square feet), be granted. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. Councillor Moore joined the meeting via teleconference. No. 20-138 Moved by:Scott Lewis Seconded by:Chester Glinski THAT the Committee of Adjustment for the Township of Malahide be adjourned and the Council meeting reconvene at 7:57 p.m. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. REPORTS: Director of Physical Services -Contract Award: 2020 to 2022 Centreline Painting No. 20-139 Moved by:Mark Widner Seconded by:Scott Lewis THAT Report No. PS-20- AND THAT the 2020 to 2022 Centerline Painting contract be awarded to RanNMaintenance (2228977 Ontario Ltd.), in the amount of $4.29 unit price per liter of paint applied; AND THAT the Mayor and Clerk be authorized to enter into an agreement with RanN Maintenance (2228977 Ontario Ltd.), of Guelph, Ontario, for the purpose of completing the 2020 to 2022 Centerline Painting Program. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. Chief Administrative Officer/Clerk -COVID-19 Emergency Status Report The Chief Administrative Officer/Clerk advised that the Township has implemented many new procedures in order to provide safety to both Staff and the public. She expressed her appreciation to all Stafffor their efforts in allowing the Township to continue to be able to deliver essential services to its residents. No. 20-140 Moved by:Max Moore Seconded by:Scott Lewis THAT Report No. CAO-20-- be received. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. CORRESPONDENCE: No. 20-141 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated March 19 and 26, 2020. 2.Town of Essex Resolution requesting Province to suspend the COVID-19 pandemic. 3.Municipality of Callander and Town of Fort Erie Resolution requesting Provincial Government to waive the restrictions on electronic participation in Council Meetings 4.City of Sault Ste. Marie Resolution supporting Conservation Authorities in Ontario. (Malahide Township supported a similar Resolution on March 19, 2020). 5.County of Grey Resolution supporting the excise exemption for 100% Canadian wines. 6.County of Elgin Notice of Approval of Official Plan Amendment No. 18 (Penner) relating to property at Part Lot 14, Concession 7. 7.Municipality of Central Elgin Notice of Passing of Zoning By-law Amendment relating to property at 116 Coulter Avenue. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. BY-LAWS: -By-law No. 20-55Agreement with RanN Maintenance Centreline Painting No. 20-142 Moved by:Chester Glinski Seconded by:Rick Cerna THAT By-law No. 20-25, being a By-law to authorize the executionof an Agreement with 2228977 Ontario Ltd. (RanN Maintenance) for Centreline Painting on various Municipal Roads, be given first, second and third readings, and be properly signed and sealed. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. -By-law No. 20-26Amendments to Interim Tax Levy By-law No. 20-143 Moved by:Max Moore Seconded by:Dominque Giguère THAT By-law No. 20-26, being a By-law to amend Interim Tax Levy By-law No. 20-02 to defer the imposition of all new penalties and interest on property taxes until April 30, 2020, be given first, second and third readings, and be properly signed and sealed. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. -By-law No. 20-05Third Reading of Franchise Agreement with Enbridge No. 20-144 Moved by:Scott Lewis Seconded by:Max Moore THAT By-law No. 20-05, being a By-law to authorize a Franchise Agreement between the Township of Malahide and Enbridge Gas Inc., be read a third time and properly signed and sealed. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. CLOSED SESSION: No. 20-145 Moved by:Max Moore Seconded by:Rick Cerna THAT Council move into Closed Session at 8:16p.m., pursuant to Section 239(2) of the Municipal Act, 2001, as amended, to discussthe following matters: (i)Labour Relations or Employee Negotiations matter relating to emergency management and staffing in response to COVID-19 pandemic. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. No. 20-146 Moved by:Max Moore Seconded by:Rick Cerna THAT Council move out of Closed Session and reconvene at 8:40 p.m.in order to continue with its deliberations. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. The Mayor advised that during the Closed Session, the Council provided direction to the Municipal Staff regarding a Labour Relations or Employee Negotiations matter relating to emergency management and staffing in response to COVID-19 pandemic. There is nothing further to report. CONFIRMATORY: No. 20-147 Moved by:Dominique Giguère Seconded by:Max Moore THAT By-law No. 20-24, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. ADJOURNMENT: No. 20-148 Moved by:Chester Glinski Seconded by:Mark Widner THATtheCounciladjournits meetingat 8:41p.m.to meet again on April 16,2020, at 7:30 p.m. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 2 Councillor Moorex Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Ward 5 Councillor Glinskix Deputy Mayor Giguère x Mayor Mennillx Carried. ____________________________________ Mayor D. Mennill ____________________________________ Clerk M. Casavecchia-Somers 19-200 ________________________________________________________________ The Malahide Township Council met via teleconference/video conference. The Clerk and Deputy Clerk were present in the Council Chambers located in the Springfield & Area Community Service Building, at 51221 Ron McNeil Line, Springfield. Due to COVID-19 and public health concerns, delegations and public attendance was not permitted at this meeting. The Mayor and other Members of Council participated remotely. The following members were present: Council via Video Conference: Mayor D. Mennill, Deputy Mayor D. Giguère, Councillor R. Cerna, and Councillor M. Widner. Council via Telephone Conference: Councillor S. Lewis. Staff present in Council Chamber:Chief Administrative Officer/Clerk M. Casavecchia- Somers, Manager of Information Technology C. Coxen, and Deputy Clerk D. Wilson. Staff via Video Conference:Chief Administrative Officer/Clerk M. Casavecchia- Somers, Director of Fire and Emergency Services B. Smith, Director of Development and Community Services E. DiMeo, Director of Physical Services M. Sweetland, Director of Financial Services A. Mohile, and Deputy Clerk D. Wilson. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 7:38 p.m. DISCLOSURE OF PECUNIARY INTERESTandthe General Nature thereof: No disclosures of pecuniary interest were declared. REPORT: No. 20-129 Movedby:Mark Widner Seconded by:Rick Cerna THAT Report No. CAO-20--law AND THAT the Council Procedural By-law No. 17-97 be amended to permit Members of Council to participate electronically in Council Meetings during a declared emergency; it being noted that such by-law amendments are in accordance with the Municipal Emergency Act, 2020. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Deputy Mayor Giguère x Mayor Mennillx Carried. 19-201 BY-LAW: No. 20-130 Moved by:Mark Widner Seconded by:Dominique Giguère THAT By-law No. 20-23, being a By-law to amend By-law No. 17-97 being the Council Procedural By-law, be given first, second and third readings, and be properly signed and sealed. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Deputy Mayor Giguère x Mayor Mennillx Carried. ADJOURNMENT: No. 20-131 Moved by:Mark Widner Seconded by:Rick Cerna THAT the Council adjourn its Special Meeting at 7:44p.m. Recorded VoteYesNo Ward 1 Councillor Widnerx Ward 3 Councillor Cernax Ward 4 Councillor Lewisx Deputy Mayor Giguère x Mayor Mennillx Carried. _____________________________ Mayor-D. Mennill _____________________________ Clerk M. Casavecchia-Somers Performance ConceptsIs A Mission Driven Management Consulting Firm. We Exist To Provide Canadian Local Government Clients With A Diverse Portfolio Of Change Management & Continuous Improvement Services. Our Forge Long Term Business Relationships Across The Local Government Sector By Change Management Resource www.performanceconcepts.ca Report toCouncil REPORT NO.:F-20-05 DATE: April 8, 2020 ATTACHMENT:None SUBJECT:Emergency Services Activity Report -March Recommendation: THAT Report No. F20-05Emergency Services Activity Report March be received. Background: Department Incidents In March2020, Malahide Fire Services responded to twenty-four (24) incidents as compared to twenty-six (26)incidents in 2019, forty-eight (48) incidentsin 2018,twenty- three (23)incidents in 2017, twenty-four (24)incidents in 2016,and twenty-five (25) incidents in 2015. Medical incidents accounted for approximately sixty (66%) of all Marchincidents in 2020. The average age of persons requiring medicalresponse in March2020 was 61with a 62/38male/female ratio. Of the twenty-four (24) incidents inMarch2020, South Stationresponded to eleven (11) incidents, Station #3 to five (5) incidents, and Station #4 to eight (8) incidents. Department Responses Department protocols provide for response by additional Stations depending on the type of incident reported (e.g. MVC, structure fire, water rescue). Individual Station responses resulted in South Stationresponding to eleven(11) incidents, Station #3 tosix(6)incidents, and Station #4 responding to eight(8) incidents. Fire Events Loss/Save There were nostructure fires in March. Fire Prevention The Marchfire safety message of the month was Thin ice season. Creek proof your children Therewere no Public Education activities in March. Fire Safety Inspections In March 2020,the Staff conducted three (3)inspections.Noinspection orders for non- compliance wereissued. Station and Technical Training Station training for March was medical re-certificationsfor all disciplines. Technical rescue training for the month was practical water and ice rescue training conducted at area ponds. Training Revenue No external DZ training was provided in March2020. Ontario Police College To date in 2020,the Staff hastrained489Police Cadets. The current agreement with the Ontario Police College is that they will reimburse MalahideFire Service $2,000.00 per session as well as cover the cost of any equipment that is damaged during any presentation. OPC has been billed $2,000.00 for 1 session so far in 2020.The next training session at OPC isscheduled to be held inMay2020. To date in 2020, theStaff have not filled anybottles for the OPC. Motor Vehicle Collision Revenues Malahide Fire Services responded to zero (0)motor vehicle collisions(MVC) inMarch. To date in 2020,we have invoiced$6,625.68for services provided tothe MTO andto non-residents of Malahide Township(February2020incidents). Burn Permits To date in 2020,the Staff have issued two hundred and thirty-four(234) burn permits. General Automatic Aid Agreement(s) The Automatic Aid Agreement with Central Elgin was not activated inMarch2020. Mutual Aid Malahide Fire Services did not request or be requested to provideMutual Aid assistanceto or from other municipalities in March. Emergency Management Program Emergency Response The outbreak ofthe COVID-19 pandemic has resultedinthe Municipality making a Declaration of Emergency on March 21, 2020.The Province of Ontario has declared that non-essential business are to close, but that municipal operations, with the exception of parks and recreation, are considered an essential service. The Administrative Staff are working from home on a revolving basis to ensure that there is minimal interaction in the municipal office. The Road Staff have adjusted their schedule and have been split between the north and south shop to reduce interaction. In addition,they have been instructed to only have one person in a vehicle and are regularly cleaning and disinfecting the vehicles before and after each use. The Staff are attending regular conference call updates from Southwest Public Health to receive updates onthe status of the pandemic and to receive advice on municipal operations under the current health emergency. Regular meetings of the MECC (Municipal Emergency Control Group) have taken place as required. Public Education/Awareness Included as apart of Fire Prevention activities. Training TBD. Emergency Management Program Committee Next meeting TBDin 2020. 2020Program Compliance Activities EMPC Meeting TBD ERP Review TBD Annual Exercise TBD Malahide Flood Plan Review TBD Annual CCG Training TBD. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. Community . By undertaking a long-range strategy, in consultation with the appropriate emergency services authorities, to identify resources required to optimize the provision of emergency services. Submitted by:Approved by: H. Brent Smith Report toCouncil REPORT NO.:PS-20-20 DATE: March 30, 2020 ATTACHMENT:Map, Letter from DFO, Site Photos SUBJECT:NORTH VAN WYCHEN DRAIN -UNAUTHORIZED CLEANOUT Recommendation: THAT Report No. PS-20-20North Van WychenDrain -Unauthorized Cleanout AND THAT the Director of Physical Services or his designate beauthorized to engage the services of a qualified contractor to undertake the necessary repairs to restore the North Van Wychenand Barrington Drains. Background: The Township was recently made aware of some excavation work being done in the vicinity of a ditch on the propertylocated at 51271 Vienna Line. The landowner had undertaken work to clear and grub allofthe trees and brush along a 900 metre stretch of open drain. There was also a full bottom cleanout done of said portion. There are two small portions of the ditch that are outlets for the North Van Wychen and Barrington Municipal Drains (see map).None ofthe work, and specifically that doneon the municipal portions of these drains,was authorized by the Township of Malahide, the Catfish Creek Conservation Authority(CCCA), nor the Department of Fisheries and Oceans(DFO). The unauthorized actions taken by the landowner where confirmed by him during an onsite meeting with the Drainage Superintendent on February3, 2020. A cease and desist letter was then sent to the owner on behalf of the Township. Please note that the Drainage Act,S. 82(1) and S. 82(2) states as follows: S. 82(1) -A municipality in which a drain works or part thereof is situate may bring an action for damages against any person who destroys or injures in any way a drainage work, including any bench markor permanent level, and any damages ordered by the referee to be paid shall be paid to the municipality and used for the construction, improvement, maintenance or repair of the drainage works. S. 82(2) -Every person who obstructs, fills up or injures or destroys by any means a drainage works is guilty of an offence and on conviction, in addition to liability in damages, is liable to a fine of not more than $1,000 or to imprisonment for a term of not more than thirty days, or to both. The DFO havecompletedtheir investigation and the landowner was sent a Letter of Education (see attached) outlining the steps to be taken to restore the portion of the drain that is aprivate drainage ditch. This is to be undertaken Comments/Analysis: The Municipal Staff arerecommendingthat the Council authorize the Director of Physical Services or his designate to engage a contractor to undertake repairs to the remaining sections of municipal drain.This will involvethereshaping and reseeding of the bank slopes and repairingthe outlet for the Barrington Drain which was damaged duringthe unauthorized work. As per the provisions of the Drainage Act R.S.O. 1990, the cost of this work along with any additional repairs,will be assessed and billed directly to the owner(s) of the property at 51271 Vienna Line. Financial Implications to Budget: As mentioned above, the cost to restore the municipal drain will be assessed directly to the landowner. As such, there will beno financial implication to the Township. Summary: The outlets of the North Van Wychen and Barrington Drains were damaged duringthe course of an unauthorized cleanout and are in need of restoration. The Municipal Staff are recommending that a contractor be hired to make the necessary repairs at the landexpense. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ACSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the goals that support the equitably borne by current and future ratepayers. Submitted by:Approved by:Approved for Council: Bob Lopez,Matt Sweetland, P.Eng. Engineering TechnologistDirector of Physical Drainage SuperintendentServices 20-HCAA-00113 The Fisheries Actrequires that aperson at any material time whoowns or has the charge, management or control of the work, undertaking or activity that resulted in the occurrence;or causes or contributes to the occurrence or the danger of the occurrence provide notification and take immediate actions to address the situation, specifically: Duty to Notify: Section 38(4) of the Fisheries Actwhich states every person shall without delay notify an inspector, a fishery officer, a fishery guardian or an authority prescribed by the regulations of the death of fish or the harmful alteration,disruption or destruction of fish habitat that is not authorized under this Act, or of a serious and imminent danger of such an occurrence. To reportdeath of fish ora HADD of fish habitatplease call 1-855-852-8320 Section 38(5) of the Fisheries Actwhich requires the notification of an inspector, a fishery officer, or an authority of a deposit of a deleterious substance into water frequented by fish with detriment to fish habitat or fish (spills); To report a spill please call the National Environmental Emergency Centre 1-866- 283-2333 Duty to take Corrective Measures Section 38(6) of the Fisheries Actwhich requires a person as soon as feasible, take all reasonable measures consistent with public safety and with the conservation and protection of fish and fish habitat to prevent the occurrence or to counteract, mitigate or remedy any adverse effects that result from the occurrence or might reasonably be expected to result from it. This incident has been documented and will form a portion of your compliance history with the Fisheries Act. Should you choose to implement restoration measures, your plan should include: Installation and maintenance of sediment traps at the following locations: Upstream from woodlot at southern edge of property; and Midway along dredgedportion of thewatercourse. Re-vegetation and maintenance of riparian zone along entire length of the watercourse. Please note, this letter does not preclude any legal action that any other regulatory agency may take with respect to this matter, nor does it release you from any responsibilities or approvals that may be required under other federal, provincial, territorial,or municipal legislation. You should be aware that these impacts mayhave been avoided by implementing mitigation measures andfollowing best practices. Where impacts on fish and fish habitat cannot be avoided, projectproposalsare to besubmitted to DFO-FFHPP for review prior to commencing in-water work. In the future, if you are considering any works, undertakings or activities in or around water that may cause a HADDor impact aquatic species at risk, it is important that you visit our website at http://www.dfo-mpo.gc.ca/pnw-ppe/index-eng.htmlto determine if your proposed project requires DFO-FFHPP review,and possibly authorization,pursuant to the fish and fish habitat protection provisions of the Fisheries Actand the Species at Risk Act. 2 20-HCAA-00113 If you have any questions related to the information contained in this letter, please contact Amanda Conwayat (905) 336-4588, or by email at Amanda.Conway@dfo-mpo.gc.ca. Please refer to the file number referenced above when corresponding with the Program. Yours sincerely, Rick Kiriluk A/Team Lead Triage and Planning Fish and Fish HabitatProtection Program Copy: Tony Difazio Catfish Creek Conservation Authority Bob Lopez Drainage Superintendent,Township of Malahide 3 Report to Council REPORT NO.:FIN-20-06 DATE: April 16, 2020 ATTACHMENT:Asset Report Card2019 SUBJECT:ASSET REPORT CARD-2019 Recommendation: THAT Report No. FIN20-06AssetReport Card-2019. Background: The Province mandated Asset Management Plans (AMPs) a few years ago to ensure that infrastructure, and maintain it to the required standards. At thattime, an Asset Report Card was developed to present a snapshot of the state of The ratings are determined using various assessment criteria such as visual inspection, age, staff,and third party assessments, condition indices and risk matrices.The first annual update was provided to Council in March 2018. The Council approved an updated Asset Management Plan in March 2019 which included the current status of the assets. Comments/Analysis: Since then,the Staff have updated the asset information to reflect any additionsand disposals as well as conducted individual assessments for those assets that are not regularly reviewed by engineers.An updated Report Card is attached for Council information as a part of the annual financial reporting process. Financial Implications to Budget: There are no financial implicationsat this time. Capital projects and purchases have been undertaken according to the needs identified in the AMP or as approved by the Council. The Staff willcontinue to work with the approved Asset Management Plan and suitable recommendationswill be brought forward to Council for consideration. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. throughoutDecision-Providing Council with goal. Submitted by:Approved by: TOWNSHIP OF MALAHIDE ASSET REPORT CARD 2019 COMMENTS ASSET GROUP201720182019TREND (major factors impacting scores) Condition-based Ratings Condition is good and is sustainable for the ROAD BASE B+B+A-foreseeable future. Condition is good and is sustainable for the ROAD SURFACE A-A-A- foreseeable future. Two critical bridges were replaced in 2017. (B-6 - Broadway St, C-18 - Pressey Line East). BRIDGES B+BB+ One critical bridge scheduled for replacement in 2020 (B-5 - Pressey Line West). Three culverts have been identified for major rehabilitation or replacement over the next 5- CULVERTS C+C+C+ 10 years. (C-12 - Glencolin Line, C-13 - Rogers Road, C-15 - Hacienda Road) COMMENTS ASSET GROUP201720182019TREND (major factors impacting scores) Age-based and Staff-evaluated conditions Streetlights were replaced in 2014 with LED and are in excellent condition. Condition rating is affected by the age and STREET LIGHTING A+A+B+ condition of the streetlight arms. Most arms are several years older and in fair condition. Most sidewalks replaced over last few years, following Sidewalk Master Plan. SIDEWALKS AB+A Vehicles have not been routinely replaced on a timely basis and are frequently held past "end of life" time frames. VEHICLES CCB- In 2019, Roads department developed a Fleet Replacement Plan to address overall needs of the Township over the long term. Two critical buildings were replaced in 2018. Three others (roads department) have been identified as requiring major rehabilitation or BUILDINGS B-B-B- replacement over the coming 5-7 years. Age indicates fair condition but most assets are functioning within acceptable parameters. Appropriate replacement EQUIPMENT C+C+C+ schedules are in place (i.e. computers, bunker gear). Age indicates fair condition but most assets are functioning within acceptable parameters LAND IMPROVEMENTS CCC (i.e. gravel parking lots). Major rehabilitation or replacement of the pier was beyond the scope of the Township's asset management plan, however, work had to be undertaken in 2019 to address critical, PIER FFF high risk issues. Completion of the work in 2020 will result in a rating of A. Report to Council REPORT NO.:FIN-20-07 DATE: April 8, 2020 ATTACHMENT:ONE Investment Program 2019Report SUBJECT:Annual Investment Report Recommendation: THAT Report No. FIN 20-07Annual Investment Report. Background: 2015. Within that policy is the requirement to report at least annually to the Council on the performance of itsinvestments. Comments/Analysis: During the 2019fiscal year, the various investments performed wellas shown below. PortfolioJan 1, 2019Dec 31, 2019Change in Rate of Market ValueReturn Short-term$509,577.72$522,887.56$13,309.842.60% Medium -term$2,076,943.37$2,179,889.71$ 102,946.344.96% Long-term$1,113,738.61$1,317,584.22$ 203,845.6118.30% Overall$3,700,259.70$4,020,361.49$ 320,101.798.65% The ONE Investment Annual Report is attached to provide the Council with an overview of the past year. Financial Implications to Budget: Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. out Decision-MakingProviding Council investmentsmeets the requirements of this goal. Submitted by:Approved by:Approved for Council: Tanya Hoover Report toCouncil REPORT NO.:FIN-20-08 DATE: April 9,2020 ATTACHMENT:Development Charges Reserve Fund Statement SUBJECT:2019Development Charges Recommendation: THAT Report No. FIN 20-082019Development Charges; AND THAT a copy of this statement be posted to the Townshipwebsite. Background: Development Charges or D.C.s provide for the recovery of growth-related capital expenditures from new development. The Development Charges Act, 1997 states that: The council of a municipality may by by-law impose development charges against land to pay for increased capital costs required because of increased needs for services arising from development of the area to which the by-law applies.1997, c.27, s.2 (1). Commercial and industrial properties are charged per square footagewhile single and semi-detached residential units are charged per unit. These amounts must be placed into a separate bank account and reserve fundand may only be used to offset prescribed costs associated with growth. Comments/Analysis: The Township collectsDevelopment Charges at the time of issuance of the building permit, as per our by-law and Section 26 of the Development ChargesAct, 1997. Development Charges effective during 2019: By-law in effectPer unit for Per sq.ft.for ResNon Res By-Law 14-68 up to Aug 2019$4,461$2.25 By-Law 19-73 from Aug 2019$5,388 $ 2.45 Activity during the year is noted below and outlined in the attached statementas mandated under the Development ChargesAct, 1997. DescriptionAmount Balance on Jan 1, 2019$366,084.16 DCscollected during the year$218,453.55 Interest earned during the year$8,308.55 Funds used during the year$20,000.00 Balance at Dec 31, 2019$572,846.26 DCs were collected on 18 residential and 3 non-residential permits issued in 2019. Funds were used towards the eligible cost of the Development Charges Study during 2019. Financial Implications to Budget: No immediate impact. Development Charges are avaluable source of revenue as it enables the Township to fund growth-related activities as governed by the Development ChargesAct, 1997. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. Embody\[ing\] Financial Efficiency through Decision MakingOngoing reviews and reporting on the different aspects of the financial activities of the Township to ensure fiscal prudence, meet legislative requirements and keep Council informed, helps to achieve this goal. Submittedby:Approved for Council: Report toCouncil REPORT NO.:FIN-20-09 DATE: April 9, 2020 ATTACHMENT:ConsultantMemos SUBJECT:Revised Proposal for Service Delivery Review Recommendation: THAT Report No. FIN 20-09Revised Proposal for Service Delivery Review be received; AND THAT the enhanced scope for the Service Delivery & Organizational Review Project,as submitted by Performance Concepts Consulting, be approved; AND THAT the contract to complete the enhanced scope for the Service Delivery & Organizational Review Project be awarded to Performance Concepts Consulting, at a cost of $119,000(excluding HST); it being pointed out that such cost will be fully funded by the Municipal Modernization Program. Background: In November 2019, the Ministry of Municipal Affairs and Housing (MMAH) announced a Municipal Modernization Program to help small and rural municipalities conduct new service delivery reviews, implement recommendations from previous reviews,and undertake a range of projects, such as IT solutions or process improvements, to achieve cost savings and efficiencies. Given the tight timelines, in January 2020, the Council awarded the project to Performance ConceptsConsulting on the condition that the project cost of $65,520 plus HST be fully funded by the MMAH funding allocation, if and when such funding allocation is announced by the Ministry. Comments/Analysis: Tentative project planning was initiated by the Consultants on the clear understanding that it is subject to 100% funding from the province. The Ministryannounced an allocation of $120,000 to the Township in early March. As a result, the Township Staff discussed the possibility of enhancing the project deliverables to maximize the funding opportunity available. Based on the preliminary data provided to the Consultants (as per their checklist), and following their one-on-oneinterviewswith members of the Senior Staff and some Township managers, they have brought forward an enhanced project plan for the Councilconsideration. The Municipal Staff recommend adopting this enhanced plan at the same time as the full review of our services and organizational structure. It will continue to be fully funded by the Provincial allocation, thus potentially minimizing the need to use Township funds in the future for similar reviews of specific service areas. Financial Implications to Budget: The Council had previously approved this project at a cost of $65,520 plus HST, subject to it being paid fully out of the Municipal Modernization Program funding. The enhanced project proposal costing $119,000 plus HSTwill continue to be fully paid by the funding allocation. Using these Provincial funds now will assist the Township in reducing the need for using its own funds in the future for the same purpose. Relationship to Cultivating Malahide: The Cultivating MalahideIntegrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Local Government. Proceeding with this enhanced service delivery review project with 100% provincial funding will help address the objectives identified under all four pillars. Submittedby:Approved for Council: Chief Administrative Officer / Clerk Director of Finance / Treasurer 35.00.07.042.0 35.00.00.035.0 21.00.07.028.0 3.535.011.049.5 3.514.010.027.5 14.07.014.035.0 21.00.00.021.0 14.014.014.042.0 147.070.063.0 $ 2 10$ 1 70$ 1 70 $ 30,870$ 11,900$ 10,710 $ 6,952.40 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-27 Being a By-law toadopt, confirm and ratify matters dealt with by resolution of the Township of Malahide. WHEREASSection 5(3) of the Municipal Act, 2001, c. 25, as amended, provides that thepowers of every council are to be exercised by by-law; AND WHEREASin many cases, action which is taken or authorized to be taken by the Township of Malahidedoes not lend itself to the passage of an individual by-law; AND WHEREASit is deemed expedient that the proceedings of the Council of the Township of Malahideat this meeting be confirmed and adopted by by-law; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THAT the actions of the Council of the Township of Malahide,atitsregular meeting held on April 16,2020,in respect of each motion, resolution and other action taken by the Council of the Township of Malahideat such meetingis, except where the prior approval of the Ontario Municipal Board or other authority is required by law, ishereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this By-law. 2.THAT the Mayorand the appropriate officials of the Township of Malahideare hereby authorized and directed to do all things necessary to give effect to the action of the Council of the Township of Malahidereferred to in the proceeding section. 3.THATthe Mayorand the Clerk are hereby authorized and directed to execute all documents necessary in that behalf and to affix thereto the corporate seal of the Township of Malahide. 4.THAT this By-law shall come into force and take effect upon the final passing thereof. th READaFIRSTandSECONDtime this16day of April, 2020. th READaTHIRDtime and FINALLY PASSEDthis16day of April, 2020. __________________________ Mayor, D. Mennill __________________________ Clerk, M. Casavecchia-Somers