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Special Council Minutes - 2020/10/08The Corporation of the Township of Malahide Special Council Meeting October 8, 2020 —1:00 p.m. Due to COVID-19 and public health concerns, the Malahide Township Council met at the Malahide Community Place, at 12105 Whittaker Road, Springfield, at 7:00 p.m. to allow physical distancing and limited public attendance with the following present: Council: Mayor D. Mennill, Deputy Mayor D. Giguere, Councillor S. Lewis, Councillor C. Glinski, Councillor M. Moore, and Councillor M. Widner. Council via Video Conference: Councillor R. Cerna. Staff present in Malahide Community Place: Information Technology Manager C. Coxen, Director of Fire and Emergency Services B. Smith, and Director of Financial Services A. Mohile. Staff via Video Conference: Chief Administrative Officer/Clerk M. Casavecchia-Somers and Director of Physical Services M. Sweetland. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 7:00 p.m. DISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: No disclosures of pecuniary interest were declared. Chief Administrative Officer/Clerk - Director of Development Services Recruitment No. 20-398 Moved by: Max Moore Seconded by: Rick Cerna THAT Report No. CAO-20-13 entitled "Director of Development Services Recruitment" be received; AND THAT Councillor Mark Widner be appointed to sit with the Mayor, Deputy Mayor, Chief Administrative Officer, and the HR Coordinator to form the Recruitment Committee for the hiring of a new Director of Development Services. Carried. doPRESENTATIONS: John Prno and Todd MacDonald, of Performance Concepts Consulting, appeared before the Council to provide their final report regarding the Malahide Service Delivery and Organizational Review. Tony Quirk, of Performance Concepts Consulting, was available by videoconference. Mr. MacDonald advised their final report included sections on the "As Is" service delivery; service inventory and key performance indicators; "As Should Be" recommendations; implementation maps; and documented efficiencies for reporting to the Province. Mr. MacDonald advised that they have completed case studies around the following: • Fire First Line of Defense (Fire Inspections/Public Education) • Asset Management — Facilities Consolidation • LEAN Process Streamlining • Borderless Service Delivery (Routing Across Borders). Mr. MacDonald advised that they placed the "As Should Be" focus on the following: • Fire Services (Tiered Medical Response) • County Roads Program Rationalization (Winter Control) • Public Works Facilities Consolidation (New Facilities) • IT Infrastructure Opportunities (Broadband) • Shared Services (Policing, Sharing Fire Resources with Bayham, Solid Waste Management Contract with Aylmer, a Go -Forward Shared Services Technical Working Group) • Springfield Development/Economic Growth to ensure sustainability. (Grow Assessment Base). Mr. MacDonald advised that there were various items on the Implementation Road Map that could be completed now (2020-2021), including: • Development Approval Services including retaining a new Director of Development Services; Initiating Service Sharing dialogues with Bayham, and preparing a detailed shared service business plan in partnership with Bayham. • Fire Services including executing tiered medical calls, restructuring and instituting first line of defense planning/budget with Bayham. • County Roads including developing a formal position on County funding model shortcomings in coordination with other Elgin local municipalities, initiate dialogue with County on funding model reform. • Solid Waste Management including continuing to work with Aylmer concerning common contract with 2 distinct service levels delivered with shared and overlapping pool of trucks, and finalize RFP to select contractor and prepare for operations transfer. • Aylmer Policing including completing public consultation with detailed negotiations to secure the Aylmer policing model, provide notice to OPP, and initiate detailed operational planning model. • Economic Growth including developing a 3 year business plan for Springfield servicing, initiating zoning changes, and commence developer dialogue. • Public Works Facilities including securing a location, preparing a business plan, completing a functional design and prepare a costing. • Key Performance Indicators (KPIs) and Plan -Do -Check -Act Cycle including developing KPIs and time lines. • Organizational Design including obtaining a third party compensation review to improve ability to attract and retain technically competent staff. Mr. MacDonald advised there were various items on the Implementation Road Map that could be completed soon (2022), including: • Development Approvals Services including initiation of shared services business plan, commence with shared Committee of Adjustments. • Fire Services including initial first line of defense work plan and preparation of Key Performance Indicators. • County Roads including evaluation of County Road Services including winter control. • Solid Waste Management including implement ongoing service delivery oversight model. • Aylmer Policing including transition to new 10 year Aylmer Policing model. • Economic Growth including development of business plan for Springfield Servicing. • Public Works Facilities including preparing of shovel -ready capital project, possible opportunities for funding in the future for shovel -ready projects. • Key Performance Indicators and Plan -Do -Check -Act cycle including Treasurers Work plan to improve data collection, integrate KPIs, and year-end results reporting. • Modernization Implementation Road Map including third party review on 1 5 We Implementation Progress. Mr. MacDonald advised there were various items on the Implementation Road Map that could be completed in the future (2023 & beyond), including: • Development Approvals Services including initiate finalized business plan with online application model. • Fire Services including consider sharing expansion beyond 1 st Line of Defence to include options such as shared Fire Chief/Training/Apparatus/other operations. • County Roads including continue County service delivery under new contracted service delivery/funding model or downsize winter control operation to reflect 40 "Malahide roads only" service delivery model. • Economic Growth including continue Springfield business plan execution; completing required servicing and accepting initial draft plan of subdivision applications/studies. • Public Works Facilities including execute Construction Phase of "Shovel Ready" Capital Project. Mr. MacDonald noted that efficiencies can take the form of actual cost reductions and savings, including cost avoidance efficiencies and revenue generating efficiencies. Mr. MacDonald indicated that the report concludes the following opportunities for efficiencies: • Development Approvals Services including shared CBO duties with Bayham, and a Shared Committee of Adjustments with Bayham. • Fire Services/Medical Calls including reduced tiered medical calls. • County Roads including reduced liability exposure and better costing contract. • Solid Waste Management Contract/Design including a shared contract with Aylmer will provide improved pricing. • Aylmer Policing will provide dedicated officer in the Township area. • Economic Growth including growth in Springfield will give boost to tax assessments. • Public Works Facilities consolidation. These efficiencies generate multi -million dollars in revenues, avoid capital costs if consolidation is undertaken, generates service continuity and service costs around solid waste management and the road map for tiered medical response, and improved coverage and cost sharing through service sharing opportunities. In response to an inquiry from Mayor Mennill regarding the proposed cost to extend water servicing to Springfield, Mr. MacDonald advised that the net revenue projected between $500,0004600,000 is not dependent on Federal/Provincial funding. In the report, they calculated based on debenturing the entire capital cost at 3% per year to come up with a $290,000 annual payment. If the Township is able to obtain grant funding, then the costs would be less, and also funds acquired through development service charges will also be used to reduce the proposed long-term debt. Councillor Cerna commented that the Consultant spoke regarding the level of service being better with the Aylmer Police vs. the current OPP service, however, Acting Detachment Commander Butler previously indicated, at a public meeting held on September 30, 2020, that there is a dedicated officer assigned to Malahide. Consultant Mr. Prno advised that it is their understanding from the OPP that they have 2 officers assigned, as staffing allows, in the east end of Elgin County which is Bayham and Malahide, but that there is no guarantee that they will actually be in Bayham/Malahide at any given time. In response to an inquiry from Council, Mr. MacDonald confirmed that, for the term of the proposed 10-year contract, Aylmer was proposing a 3% increase each 49 year and if their actual costs to deliver police services ran over the 3%, the Township would not be responsible to pay those additional costs. In response to an inquiry from Councillor Cerna regarding shared services, Mr. MacDonald suggested that the service sharing recommendations in their report, if supported by Malahide Council, would be shared with Bayham and then both Malahide and Bayham would work together to finalize operational details. In response to an inquiry from Councillor Cerna regarding the new public works facilities being consolidated into one, Mr. MacDonald advised that it is not a certainty that there will 20-190 be a post-covid infrastructure funding program but their comments are based on the 20 year history of every time there has been an economic setback, government funding has ensued. Also, the asset management law in place sets out that an Asset Management Plan has to be in place that makes it clear what the municipality proposes to do with assets that have reached the end of their life span. Based on this, the Council will have to come up with a replacement plan for the Works Facility in the near future. Mr. MacDonald indicated it was important to have shovel ready projects available if funding presents itself. In response to an inquiry from Councillor Widner regarding Aylmer Policing unknowns and proven service from the OPP, Mr. Prno advised that Aylmer has a contract with the OPP to deliver specialty services in the event that there are circumstances/incidents that overwhelm the resources of Aylmer Police Service. In response to an inquiry from Deputy Mayor Giguere regarding whether the current AVL techology is being fully used to obtain the recommended County and Township road data, the CAO/Clerk advised that the new software was purchased at the end of 2020 and that the Municipal Staff have been working to implement the new software. The Director of Physical Services indicated that the new modules and technology are capable of recording the necessary data as recommended by the Consultants going forward. Deputy Mayor Giguere questioned the need for a Compensation Review by a third party as it was previously agreed by Council to complete the review internally. She noted that there were recommendations provided by the in-house review and these results have been tabled until the Service Delivery Review was complete. Deputy Mayor Giguere indicated there have been various staffing changes and recruitment has not been an issued that Malahide has faced. Mr. MacDonald advised that it is difficult to find Engineers and Building Officials at this time and therefore, service sharing is becoming a good alternative. Mr. MacDonald advised that a third -party review offers a level of objectivity that may prove useful in justifying decisions to modernize the compensation levels. The CAO/Clerk clarified that the internal review was undertaken within the existing job evaluation parameters but that this is a 12-year old model and the review did not include a market comparison with comparable municipalities. Deputy Mayor Giguere questioned what the dollar savings of the shared services efficiencies were. Mr. MacDonald noted that the recommendations for shared services delivery particularly with regard to fire services have too many assumptions as to what that model would look like. It would be necessary in the next steps for the municipalities to work out the details of the shared service wherein the numbers could be looked at closer for savings. Deputy Mayor Giguere asked Mr. MacDonald for a narrative summary of the Report. He advised that this Report provides a net financial win that manages risk over the next 10 years. In response to an inquiry from Councilor Widner regarding how much the annual payments would be for the cost of water to Springfield as it is estimated to cost $15,000,000, Mr. MacDonald advised that it is a 30 year debenture at 3% with annual payments of $290,000. Mr. MacDonald noted that once the water is in place the developers will be interested in fully serviced lands as well as some existing residences may wish to hook up to the new waterline and this will reduce costs. In response to an inquiry from Councillor Glinski regarding how can Council explain to ratepayers the addition of debts of $18,000,000. (including water to Springfield, land purchase for new public works facility, and a new public works building), the CAO/Clerk advised that long term debt would be required but not all projects have to be undertaken at one time. The Consultants have provided a schedule on how to phase in the recommendations. She indicated the Springfield Servicing would provide the best opportunity to generate revenues on a long term basis and this should be the Council's priority. The Township will, as a condition of Asset Management planning, have to have a plan in place for a new Public Works facility by 2023 but does not necessarily have to move forward with the project at that time. The Director of Financial Services clarified that the debt capacity for Malahide was in a good position as the only debt currently held is for the pier rehabilitation project. In response to an inquiry from Deputy Mayor Giguere regarding the input from Municipal 11 20-191 Staff on the proposals in this report, the CAO/Clerk advised that the Staff are pleased with the recommendations in the report. She noted that many of the recommendations were not new but that the additional detail provided a more in depth analysis to move forward and provide additional justification for each of the projects with a 10 year plan. This report provides an excellent foundation on which to move forward. The CAO/Clerk advised that if the Council is generally supportive of the report, it was recommended to refer the report back to the Staff to consider and prepare a report with a plan for phasing and implementation strategies. She noted that if the Council decides to proceed with the recommendations contained in the report, it could make significant changes to the sustainability of the municipality in the future. In response to an inquiry from Councillor Glinski regarding the need for future studies, including an environmental assessment, the CAO advised that the report was not considering an agricultural/industrial park for Springfield, but rather a residential development, so an updated environmental assessment will need to be completed. In response to an inquiry from Councillor Widner regarding the potential for grant funding in the future, Mr. MacDonald advised that because of COVID-19, the Province is in financial trouble and there is economic instability, but noted the recommendations are big steps that can be taken to protect the environmental, economic and community sustainability in developing a growth related revenue stream to protect the municipality in the future. He noted that this message is one that should be understood by Council and ratepayers alike. No. 20-399 Moved by: Mark Widner Seconded by: Max Moore THAT the Presentation and Final Report from Todd MacDonald, Tony Quirk and John Prno, of Performance Concepts Consulting, regarding the Township of Malahide Service Delivery and Organizational Review final Report 2020, be received. AND THAT Municipal Staff be requested to submit such final Report to the Ministry of Municipal Affairs and Housing along with other required documents necessary to satisfy provisions of Municipal Modernization Program Transfer of Payment Agreement; AND THAT Municipal Staff be requested to review and report back to the Municipal Council with respect to proposed implementation of the recommendations contained in the final report. Carried. The Mayor thanked the Consultants for their report and they retired from the meeting. CLOSED SESSION: No. 20-400 Moved by: Rick Cerna Seconded by: Dominique Giguere THAT Council move into Closed Session at 8:50 p.m., pursuant to Section 239(2) of the Municipal Act, 2001, as amended, to discuss a Personal Matter about an identifiable individual, including municipal employees, relating to Township of Malahide Organizational Review. Carried. No. 20-401 Moved by: Seconded by: THAT Council move out of Closed Session and reconvene at 9:12 p.m. in order to continue with its deliberations. Carried. The Mayor advised that during the Closed Session, the Council provided direction'to the Municipal Staff regarding a Personal Matter about an identifiable individual, including municipal employees, relating to Township of Malahide Organizational Review. There is nothing further to report. ADJOURNMENT: No. 20-402 Moved by: Mark Widner Seconded by: Chester Glinski THAT the Council adjourn its Special Meeting at 9:14 p.m. Card yor - D. Mennill \—/Vl Clerk — M. Casavecchia-Somers