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AGENDA

Municipality of South Dundas

Forty-Fifth Meeting of the Sixth Council

34 Ottawa Street Morrisburg ON

Tuesday, March 15, 2016 7:00 PM

Page

1. CALL TO ORDER

2. CONFIRMATION OF AGENDA

a) Additions, Deletions or Amendments

All matters listed under Consent Agenda, are considered

to be routine and will be enacted by one motion. Should

a Council member wish an alternative action from the

proposed recommendation, the Council member shall

request that this matter be moved to the appropriate

section at this time.

3. DECLARATION OF PECUNIARY INTEREST AND THE

GENERAL NATURE THEREOF

4. ADOPTION OF MINUTES

a) February 25, 2016 5 - 6

b) March 1, 2016 7 - 14

5. GENERAL CONSENT

a) The Township of Minden Hills - New OPP Billing Model

Action Recommended:

That Council receive and file for information.

15 - 16

b) Marina Minutes from December 8, 2015

Action Recommended:


17 - 19

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c) Ministry of Community Safety and Correctional Services

- In Compliance

Action Recommended:


20 - 21

d) 2016-2020 Rideau St. Lawrence Distribution System

Plan

Action Recommended:


22 - 34

e) South Dundas Soccer Association - Road Closure

Action Recommended:

That Council refer back to Staff.

35

f) Administration - 2014 & 2015 Iroquois Visitor

Information Centre Statistics

Action Recommended:


36 - 38

g) Administration - 2015 Communications Overview

Action Recommended:


39 - 40

h) Public Works - Sidewalk Maintenance Williamsburg

Action Recommended:


41 - 42

i) Administration - Director of Fire & Emergency Service

Job Description

Action Recommended:


43 - 58

6. PUBLIC MEETING

7. DEPUTATIONS PETITIONS PRESENTATIONS

a) Brian Cole - Broken Second Clean Out

8. COUNCIL DEPARTMENTAL COMMITTEE REPORTS

a) Report ADM2016-04 - Grants & Subsides

Action Request Administration Department

59 - 63

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b) 2015 Annual Reports - South Dundas Waste Water

Treatment Plants - available upon request

c) Report ADM2016-03 - Visitor Information Centre

Agreement


64 - 68

d) Report ADM2016-02 - Dundas Archive Committee


69 - 70

9. CORRESPONDENCE

10. NOTICES OF MOTIONS

11. UNFINISHED BUSINESS DISCUSSION ITEMS

a) Council Representatives

County Council – Mayor or Deputy Mayor

Cemetery Board – Councillor Mellan

Iroquois & District Business Group – Deputy Mayor Locke

Galop Canal Iroquois Landing Marina – Deputy Mayor

Locke

Morrisburg B.I.A. – Councillor Ewing

Provincial Offences – Councillor Mellan

South Dundas Chamber of Commerce – Councillor St.

Pierre

South Nation Conservation Authority – Councillor Mellan

Rideau St. Lawrence Utilities Director – Councillor Ewing

Morrisburg Waterfront Committee – Councillor St. Pierre

Iroquois Waterfront Committee - Deputy Mayor Locke

South Branch Committee Fund - Mayor Delegarde

12. BY-LAWS

a) 14 - Amend Policy 3-11 - Personnel Policy

Action Request Administration

71 - 73

b) 15 – 2016 Budget

Action Request Treasury

74 - 77

c) 16 - Confirmatory

Action Request Administration

78 - 79

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13. IN CAMERA

14. ADJOURNMENT

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MINUTES

FORTY-THIRD MEETING OF THE SIXTH COUNCIL OF

THE CORPORATION OF THE MUNICIPALITY OF SOUTH DUNDAS

The Forty-Third Meeting of the Sixth Council of the Corporation of the

Municipality of South Dundas was held in the Council Chambers at 3:00 p.m., February 25, 2016.

Present: Mayor Delegarde Deputy Mayor Locke

Councillors St. Pierre, Ewing, Mellan Chief Administrative Officer/Treasurer Geraghty

Director of Corporate Services/Clerk Brunt Director of Public Works and Economic Development

Officer

Also Present: SDG County Engineer, Ben deHaan and Adam Howell of

the MMM Group

The main intent of this special meeting was to review the Morrisburg

vehicle/pedestrian traffic study.

CALL TO ORDER

DECLARATION OF PECUNIARY INTEREST AND THE GENERAL NATURE

THEREOF – Nil

TRAFFIC STUDY REVIEW

The Director of Public Works reviewed the draft documents with Council for

their input.

February 25, 2016

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Minutes -2- February 25, 2016

IN CAMERA – Personal Matters and Solicitor/Client Privilege

Resolution No. 14-18-351 Moved by Councillor St. Pierre

Seconded by Councillor Mellan THAT Council proceed In Camera in order to address a matter pertaining to

personal matters about an identifiable individual, including municipal or local board employee and the receiving of advice that is subject to solicitor/client

privilege, including communications necessary for that purpose. CARRIED

Resolution No. 14-18-352 Moved by Deputy Mayor Locke

Seconded by Councillor Ewing THAT the Council of the Municipality of South Dundas rise and reconvene

and authorize staff to proceed as directed.

CARRIED

ADJOURNMENT

Resolution No. 14-18-353 Moved by Councillor St. Pierre Seconded by Deputy Mayor Locke

THAT Council now adjourn to meet again at the call of the chair. CARRIED

______________________

MAYOR

______________________

CLERK

February 25, 2016

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MINUTES

FORTY-FOURTH MEETING OF THE SIXTH COUNCIL OF THE CORPORATION

OF THE MUNICIPALITY OF SOUTH DUNDAS

The Forty-Fourth Meeting of the Sixth Council of the Corporation of the

Municipality of South Dundas was held in the Council Chambers at 7:00 p.m., March 1, 2016.

Present: Mayor Delegarde

Deputy Mayor Locke Councillors St. Pierre, Ewing, Mellan

Chief Administrative Officer/Treasurer Geraghty Director of Corporate Services/Clerk Brunt

Director of Planning & Enforcement and Deputy Treasurer

CALL TO ORDER

CONFIRMATION OF AGENDA – Additions, Deletions, and Amendments

Additions: Announcement – Staff Resignation; Friends of the Crysler’s Farm

Battlefield Financial Request; Renegade Bass Tournament Financial

Request; Streetlight Repairs Deletions: In Camera-Personal Matters

DECLARATION OF PECUNIARY INTEREST AND THE GENERAL NATURE

THEREOF

Mayor Delegarde disclosed a pecuniary interest in all matters pertaining to By-Law No. 2016-11, Fibre Connection.

ANNOUNCEMENT

Mayor Delegarde announced, with regret, the resignation of the Fire Chief, Chris

McDonough.

March 1, 2016

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Minutes -2- March 1, 2016

ADOPTION OF MINUTES

Resolution No. 14-18-354 Moved by Councillor Ewing

Seconded by Deputy Mayor Locke THAT the minutes of the Thirty-Ninth, Fortieth, Forty-First, and Forty-Second

Regular Meetings and the minutes of the Thirty-Ninth and Forty-Second In Camera Meetings of the Sixth Council of the Corporation of the Municipality of South

Dundas be adopted as circulated. CARRIED

GENERAL CONSENT


Seconded by Councillor Ewing

THAT all items listed under the General Consent section of the Agenda be adopted as presented with the exception of 5b) Ottawa Carleton Plowmen’s Association

Support Request; 5e) Township of Edwardsburgh/Cardinal Support Request; 5f) Town of Northeastern Manitoulin & the Islands Support Request; 5g) Township of

North Stormont Support Request; and, 5j) South Dundas Fire & Emergency Services Iroquois Station 1-4 75th Anniversary be moved to Discussion Items.

CARRIED

1. Property Located at Concession 1, Lot 6 E-S East of Flagg Road Action Recommended

That Council refer back to the Director of Public Works.

2. Ottawa Carleton Plowmen’s Association Support Request Action Recommended

This item was moved to Discussion Items for further discussion.

3. MPAC – 2016 Assessment Update Changes

Action Recommended That Council receive and file for information.

4. Ratepayer Correspondence – Threat to South Dundas Trees


March 1, 2016

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GENERAL CONSENT (Cont’d)

5. Township of Edwardsburgh/Cardinal Support Request –

TransCanada Pipelines Limited’s Energy East Project Action Recommended


6. Town of Northeastern Manitoulin and the Islands Support Request – Funding for Long Term Care Facilities

Action Recommended This item was moved to Discussion Items for further discussion.

7. Town of North Stormont Support Request of the City of Cornwall

Resolution – Rural Health Care

Action Recommended This item was moved to Discussion Items for further discussion.

8. Municipality of Bluewater Support Request – Physician Recruitment


9. Morrisburg Waterfront Committee – Minutes and Agenda


10. South Dundas Fire & Emergency Services Iroquois Station 1-4 –

75th Anniversary Action Recommended


11. Communications & Tourism Coordinator Key Information Report –

SEP Application Action Recommended


12. Recreation Program Coordinator Key Information Report – Dundela Rink Building


March 1, 2016

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GENERAL CONSENT (Cont’d)

13. Economic Development Officer Key Information Report – Investment

Attraction Enquiry Process Action Recommended


14. Deputy Treasurer Key Information Report – Council Remuneration & Expenses for 2015


15. Director of Public Works Key Information Report – Upper Canada

Road


PUBLIC MEETING – Nil

DEPUTATIONS PETITIONS PRESENTATIONS

Simon Turcotte, Staff Sergeant, of the SD&G OPP presented Council with the

statistics for February 2016.

Brian Veinotte, Chair of the Morrisburg Waterfront Committee discussed with Council their plans to move forward with the Phase 1 Concept Plan and asked for

further direction from Council and endorsement of support for a Commemorative Square in front of the Royal Canadian Legion Branch 48. Council suggested that

two members of the Legion be invited to sit on the Committee to assist in the

plans.

COUNCIL DEPARTMENTAL COMMITTEE REPORTS – Nil

CORRESPONDENCE

Letter to Prime Minister – TransCanada’s Energy East Project – information received and filed.

NOTICES OF MOTIONS – Nil

March 1, 2016

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UNFINISHED BUSINESS DISCUSSION ITEMS

1. Summary was received and filed.

2. Council committee representatives provided updates.

3. Council reviewed the requested changes to the Budget with Staff and will pass the Budget By-law at the next Regular Meeting of Council.

4. Council discussed the financial requests from Ottawa Carleton Plowmen’s

Association, Friends of the Crysler Farm Battlefield, and the Renegade Bass Tournament. After some discussion Council decided to refer the requests to

Tourism and Economic Development Officers for follow up.

5. Township of Edwardsburgh/Cardinal Support Request for the TransCanada

Pipeline’s Energy East Project

Resolution No. 14-18-356 Moved by Councillor Ewing Seconded by Deputy Mayor Locke

That the Council of the Municipality of South Dundas support the resolution from the Township of Edwardsburgh/Cardinal concerning the development of

the Energy East Pipeline Project by TransCanada Pipelines Limited. CARRIED

6. Town of Northeastern Manitoulin and the Islands Support Request for

funding for Long Term Care Facilities


Seconded by Councillor Ewing That the Council of the Municipality of South Dundas support the resolution

from the Town of Northeastern Manitoulin and the Islands requesting the Province to increase funding for Long Term Care Facilities.

CARRIED

March 1, 2016

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UNFINISHED BUSINESS DISCUSSION ITEMS (Cont’d)

7. Township of North Stormont Support Request of the City of Cornwall

Resolution for Rural Health Care


Seconded by Councillor Ewing That the Council of the Municipality of South Dundas support the resolution

from the City of Cornwall concerning the request to the Minister of Health and Long Term Care to reinstate incentives for physicians to practice in small

cities and rural areas of Ontario, and that they work with the Doctors through mediation-arbitration to reach a fair deal that protects the quality

and patient-focused care that Ontario’s families deserve. CARRIED

8. South Dundas Fire & Emergency Services Iroquois Station 1-4 – 75th

Anniversary

Council discussed the budget and funds that are required for this event in June and requested a report from the Director of Public Works regarding the

closure of roads and the use of Municipal property be submitted to Council.

9. Streetlight Repairs

Deputy Mayor Locke requested an update on the repair of the streetlight on

County Road 40/Stampville Road. After much discussion on the various streetlights throughout the community, Council requested a review of

streetlight repairs and an assessment of who should be looking after them and the possible training that may be required.

BY-LAWS


Seconded by Councillor Mellan That By-Law No. 2016-10, being a By-law to enter into two Lease Agreements

with Her Majesty the Queen in Right of Canada represented by the Minister of

Fisheries & Oceans, be read and passed in open Council, signed and sealed. CARRIED

Mayor Delegarde vacated the Chair at this point in the meeting.

March 1, 2016

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BY-LAWS (Cont’d)


Seconded by Councillor Mellan That By-Law No. 2016-11, being a By-law to authorize the signing of a Master

Communications Agreement and a Bell Business Internet Dedicated Service Schedule and/or a Bell Business Internet Package Schedule with Bell Canada Inc.

in relation to EORN RFP P-01-2015 for the provision of high speed internet, services to the South Dundas Municipal Centre, be read and passed in Open

Council signed and sealed. CARRIED

Mayor Delegarde resumed the Chair.

Resolution No. 14-18-361 Moved by Councillor Mellan Seconded by Deputy Mayor Locke

That By-Law No. 2016-12, being a By-law to amend By-law No. 2015-20 to establish fees and charges to be collected, be read and passed in open Council,

signed and sealed. CARRIED

AMENDMENT Moved by Councillor St. Pierre

Seconded by Councillor Mellan That By-Law No. 2016-12 fees and charges be effective April 1, 2016.

MOTION TO AMEND CARRIED

MAIN MOTION CARRIED AS AMENDED

Resolution No. 14-18-362 Moved by Councillor Mellan

Seconded by Councillor St. Pierre That By-Law No. 2016-20, being a By-law to prohibit or regulate public nuisances

within the Municipalities of the United Counties of Stormont, Dundas and Glengarry, be read and passed in open Council, signed and sealed.

CARRIED

Resolution No. 14-18-363 Moved by Councillor Mellan Seconded by Councillor St. Pierre

That By-Law No. 2016-13, being a By-law to adopt, confirm and ratify matters dealt with by resolution, be read and passed in open Council, signed and sealed.

CARRIED

March 1, 2016

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IN CAMERA – Nil

ADJOURNMENT


Seconded by Councillor Mellan THAT Council now adjourn to meet again at the call of the chair.

CARRIED

______________________

MAYOR

______________________ CLERK

March 1, 2016

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MYiBffi HNLLSIN SEASON, EVERY SEASON

7 Milne Street, p.o. Box 359, Minden, Ontario KOM 2KO

Telephone: 705-286-1260Website: www.mindenhills.ca

March 1, 2016Email: [email protected]

The Honourable Yasir NaqiMinister of Community Safety andCorrectional Services

25 Grosvenor Street, IBth FloorToronto, ON M7A IY6

Dear Minister Naqi:

Re: Request for Review of the New OPP Billing Model

Council, at its Regular Council meeting held on February 25, 2015 passed resolution#16-95 requesting the Minister of Community Safety and Correctional Services to:

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Review and reconsider the new OPP Billing Model;Reconsider assuming a larger portion of the overall budget for all OntarioMunicipalities services by OPP;Perform an in-depth review of the current expenditures in order to reduce thecost per household.

Enclosed is a certified true copy of Resolution #1 6-95.

If you have any questions please contact me at (705) 286-1260 ext. 205 or [email protected]

Sincerely,

L?4?])Dawn Newhook,Clerk

CC: The Honourable Kathleen O. Wynne, Premier of OntarioThe Honourable Charles Sousa, Minister of FinanceLaurie Scott, MPP Haliburton-Kawartha Lakes-BrockGary McNamara, AMO PresidentOntario Municipalities served by the OPP

Encl.

Administration, CAO, ClerkFax: 705-286-4917

Finance, Building, Planning & By-LawFax: 705-286-6005

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Whereas the new OPP billing model was implemented in 2015 and will be phased in over a four (4)year period;

And Whereas the Township of Minden Hills' 2015 0PP Services invoice was $1 ,460,470, an increaseof $260,518 over 2014;

And Whereas the 2016 0PP invoice for the Township of Minden Hills increases another $391 ,80'l toa total of $1 ,852,271 ;

And Whereas the 2016 0PP services increase results in a 6.24% increase to the tax levy for OPPservices alone;

Be it resolved that the Township of Minden Hills requests that the Minister of Community Safety andCorrectional Services:

* Review and reconsider the new OPP Billing model;Reconsider assuming a larger portion of the overall OPP budget for all Ontario municipalitiesserviced by the OPP;

* Perform an in-depth review of the current expenditures in order to reduce the cost perhousehold.

And further that a copy of this resolution be forwarded to the Honourable Kathleen Wynne, Premier ofOntario; The Honourable Yasir Naqi, Minister of Community Safety and Correctional Services; TheHonourable Charles Sousa, Minister of Finance; Laurie Scott, MPP Haliburton-Kawartha Lakes-Brock; AMO; and to all municipalities serviced by the OPP.

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DEFEATED RECORDED VOTEDEFERRED

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MARINA COMMITTEE MEETING

MINUTES DECEMBER 8, 2015

ATENDEES: Danny McLaughlin (Chairman), Steve Coligan, Jim Locke, Ron Cowalchuk, Sarah Myers, Shannon Geraghty.

REGRETS: Sally Francis, Dick Kropp

1. Call to order: 18:40

2. June 9, 2015 meeting minutes ,motion to approve Steve Coligan, seconded by Ron Cowalchuk, Passed.

3. Business arising from previous minutes

a. Feasibility of improving the Boat Trailer Parking Lot light is to be investigated , Danny has volunteered to look into the situation and he anticipates this area is the responsibility of Rideau St Lawrence.

4. Correspondence: None

5. Management Report: Manager unable to attend, report held in abeyance until next meeting.

6. Township Report:

a. Budget for Marina to be submitted by early January.

b. Township recognizes the marina is operating satisfactorily and have no issue with the Committee at this time.

7. Financial Report:

a. Shannon passed out copies of the 2016 Marina Budget.

b. 2016 Budget contained a summary of the final budget approved for the marina for 2015 and the actual values realized for 2015.

c. Some discussion regarding fuel sales and how there is approximately 700 liters still in the tank which would improve the profitability of fuel sales for 2015. Shannon will break out the left over fuel from fuel sales for next year and include the returned GST so that a truer picture of the benefit of fuel sales is more apparent.

d. Discussion of adding to the 2016 budget the cost of upgrading the marina main building to a 400 amp service and installing additional power pedestals with 30 amp service and water service on the south side canal wall. Discussion supported the inclusion of this upgrade into the budget and Danny will look into getting a cost estimate for this work to include in the budget.

Marina Minutes from December 8, 2015

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8. Unfinished Business: The extension of the concrete launch was accomplished due to the donations by two local businesses, 2 slabs were donated by Swanks Construction but unfortunately one broke while being moved to the launch ramp. The remaining slab was placed by Lloyd McMillan. Placement of that one slab has significantly improved access at the ramp when the water level is low.

9. New Business:

a. Proposal by Dick Kropp to drop mandatory launch fees for Morrisburg and for Iroquois was discussed. This proposal was made because it is believed that launch fees are not being collected and enforced in Morrisburrg. Discussion revealed:

i. that the launch revenue from both locations is substantial and even with limited enforcement at Morrisburg that launch still generates about four hundred dollars more than Iroquois. The combined revenue for both launches in 2015 was $7,625.00 revenue that is important to the operation of the marina.

ii. Enforcement at Iroquois has never been treated as mandatory by the manager and no one was denied use of the launch because they have refused to pay.

iii. Shannon advised that the enforcement at the Morrisburg launch will be increased in 2016.

iv. Proposal did not proceed to a vote.

2) Proposal to increase dock fees for 2016 by 2% was made by Danny and seconded by Steve Coligan.

1. Discussion brought forth following points, 1) dock fees did not increase in 2015, 2) docks are full, 3) there is a waiting list , and 4) the inflation rate is approximately 2%.

2. Proposal passed unanimously.

3. Discussion regarding the waiving of the launch fees for the bass tournament. Key points were:

a. Tournament generates considerable local revenue for local businesses during the two days of the event.

b. Entry fee is advertised by the bass tournament operator's to include launch fees for the two days of the tournament.

c. Marina does not collect launch fees from approximately 70 boats for 2 days, essentially a donation to the bass tournament of $1,400.00

d. Bass tournament requests and receives an additional cash donation from the township.

e. Township should be advised of this indirect donation.

10. Meeting adjourned at 20:15, next meeting to be scheduled as necessary by chairman.


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Ministry of Community Safety and Correctional Services - In Compliance

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2016-2020 Rideau St. Lawrence Distribution System Plan

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South Dundas Soccer Association - Road Closure

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MUNICIPALITY OF SOUTH DUNDAS

Administration Department

Key Information Report

To: Mayor & Council

From: Katherine Wells, Communications & Tourism Coordinator

Date: March 15, 2016

Subject: 2014 & 2015 Iroquois Visitor Information Centre Statistics

Background:

The Iroquois Visitor Information Centre is located at 9 Carman Road (Forward House). In 2014 and 2015, the Centre was manned by a summer

student from the end of June to the end of August (Monday to Friday from 10 am to 6 pm).

Discussion:

Visitor Numbers for 2014 & 2015 at the Iroquois VIC

Example of Unique Visitors: A family of 4 would be considered 4 Unique Visitors

Example of Visit: A family of 4 would be considered 1 (group) Visit

Year Number of Unique

Visitors

Total Visits

2014 106 64

2015 99 61

Administration - 2014 & 2015 Iroquois Visitor Information Centre Statistics

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Top 3 Visitor Inquiries by Subject in 2014 & 2015 at the Iroquois VIC

2014

1) Maps/Directions: 33%

2) Local Tourist Attractions: 17%

3) Outside of SDG/Other Areas:

10%

2015

1) Maps/Directions: 26%

2) Camping: 21%

3) Outside of SDG/Other Areas: 1


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To: Mayor & Council



Subject: 2015 Communications Overview

Background:

This report provides statistics on 2015 newsletters, website traffic and social media analytics.

Discussion:

Website (southdundas.com):

Sessions: 47,314 (decrease of 1% from 2014)

Page Views: 159,388 (decrease of 1% from 2014)

Users: 27,131 (increase of 2% from 2014)

Average Time on Page: 01:59

Over 25% of website sessions are accessed from mobile or tablet devices

64% of website referrals are received from Facebook (mobile, desktop and

links).

Social Media:

870 Facebook Page Likes (Increase of 32% from 2014)

714 Twitter Followers (Increase of 22% from 2014)

Newsletter:

2 Newsletters were mailed to residents of South Dundas (December &

March)

Administration - 2015 Communications Overview

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8 Electronic Newsletters were emailed to subscribers and made

available on the Municipal Website and Social Media Accounts. 389 subscribers to monthly electronic newsletter (Increase of 42%).

Average E-newsletter open is 608.

Hard copies of the newsletters are also provided at the following locations:

-Morrisburg Arena

-South Dundas Municipal Centre

-Whitteker’s Meat Market

-Brinston General Store

-Iroquois Post Office

Other:

25 media communications (releases, statements or advisories) issued.

Administration - 2015 Communications Overview

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Public Works Department


To: Mayor & Council

From: Chris Bazinet, Director of Public Works


Subject: Sidewalk Maintenance Williamsburg

Background:

Sidewalk Maintenance in the Village of Williamsburg presents an operational challenge given the layout of the sidewalks in confined areas. Staff has in

responded to a variety of complaints. The area was typically serviced by contractor however we received no bids in the last tender.

Discussion:

With the approval of the previous Council the Municipality purchased a sidewalk plow to service the Williamsburg area. Discussions regarding

additional areas of use for this sidewalk tractor also took place as an expansion of the sidewalk service area was targeted.

The 2014/2015 Winter season presented operational challenges as the

machine did not respond well to being exposed to the elements when not in use. It was decided to that the machine would be kept in a heated garage

for the 2015/2016 season and transported to the site when required.

The use of a rolloff flatbed truck was explored and deemed the most economical for the 2015/2016 season until such time as a suitable trailer

could be purchased and used by our staff to move the tractor to various

areas within the Municipality.

The use of a “tow” service fit our requirements perfectly. The ability to respond at a non scheduled short notice request at any hour, any day of the

week was essential for our Winter Response Program.

Public Works - Sidewalk Maintenance Williamsburg

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The exercise of moving our sidewalk machine has proven to of immediate service to our needs and will suit the Communities needs well into the future

as we expand our Sidewalk Maintenance program.

Public Works - Sidewalk Maintenance Williamsburg

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To: Mayor & Council

From: Shannon Geraghty


Subject: Director of Fire & Emergency Service Job Description

Background:

The municipality has been without the services of a Fire Chief since January 2016 and requires a review and decision in order to proceed with filling the

position immediately. The 2016 budget does include the replacement of a full-time position for the fire department which was the recommendation

back in 2010 from the Ontario Fire Marshalls. From the report was the

establishment of a Fire Chief which has proven to be a benefit and necessity to the Municipality and the fire departments.

Discussion:

The recommendation from Administration is to proceed with a full-time

Director of Fire & Emergency Services position which will include additional responsibilities within the portfolio. This position will keep consistent with the

current corporate structure that the municipality has attained over the last couple months.

The responsibilities will include;

i. Fire and Emergency Services Department Supervision

Administration, operation of fire protection programs, services and

emergency management coordination Provides Council, CAO and municipal staff with advice and

recommendations on fire protection, fire prevention, code enforcement, public education, emergency planning, emergency

response and all other matters related to the function and activities of the department

Administration - Director of Fire & Emergency Service Job Description

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Apprises the CAO promptly of issues, matters and concerns where

there may be important implications for the municipality Develops effective lines of communication and administrative controls

including reporting mechanisms, regular reviews of the department operations, initiatives in effecting appropriate adjustments or remedial

actions, where required, and provide information or recommendations to the CAO and Council

Maintain current information on developments and trends of pertinent legislations, by-laws, regulations and literature

Ensure appropriate interpretation and application of legislation, codes, regulations and by-laws

Advises Council on strategic issues associated with emergency services Prepares, recommends and administers contract and agreements

related to the protection of life, property and emergency management services

Facilitates effective labour management relations

Attends Senior Management meetings

ii. Emergency Management Coordination Discharge the duties and responsibilities of the Community Emergency

Management Coordinator in accordance with the Emergency Management Act including administrative, supervisory, operational,

planning, coordinating, and overall efficiency Attends Emergency Management Ontario meetings

Attends Fire Chiefs and Emergency Management Coordinator meetings Interacts with Council, CAO and other departments to establish,

update, train and test the municipality’s Emergency Management Plan Manages and coordinates emergency response operations

As Community Emergency Management Coordinator, supervise varying numbers of personnel involved with specific emergency management

appointments or duties

Schedule, assign duties and meets regularly with fire department personnel and members of the Emergency Management group to

ensure procedures and goals are met Management at emergency scenes and disasters

Duties and responsibilities of Incident Commander within the Incident Management System

iii. Promotion of Public Safety

Promote and facilitate fire prevention, public education, fire safety and media relations

Conduct fire code enforcements, site plans, zoning agreements and life safety inspections

Manage and coordinate investigation of fire and emergency scenes


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iv. Fire and Emergency Services Department Personnel

Maintains discipline and moral within the department. Recommends to the CAO the hiring, suspension and termination of department

personnel in accordance with applicable municipal by-laws and policies Supervises the performance appraisal program and conducts regular

appraisals of department members. Recommends enumeration to the CAO and Council for approval

Ensures training and development for department or emergency management members is provides and meets established performance

levels Provides leadership to all members of the department and emergency

management team by using current and recognized management techniques to develop a competent, organized fire department and

emergency management team

v. Occupational Health & Safety

Perform the responsibilities of the position within the legislative and regulatory standards set out in the applicable Provincial and Municipal

Acts. Performs the responsibilities of the position consistent with the operational policies of the Municipality of South Dundas.

Research, develop, implement and monitor appropriate health and safety policies, procedures and workplace practices in coordination

with the Joint Occupational Health and Safety Committees, Employee Services Department, or management as appropriate to minimize the

risk and liability to the Municipality of South Dundas and ensure

compliance with the Ontario Health and Safety Act (OHSA), Regulation and Code.

Encourage, enhance and support the development of a positive safety culture through implementation of modern safety practices, applying

concepts, principles and practices involved in the anticipation, evaluation, control and elimination of hazards, accidents and injuries

of employees in on-the-job situations. Interpret and communicate a wide range of organizational and legislative requirements to all

employees. Provide guidance and support to management and assist in the

development, implementation, promotion and auditing of department specific health and safety procedures to implement and improve

proactive health and safety programs. Coordinate corporate OHS activities and support the Joint Occupational

Health and Safety Committees including in the inspection of all

workplace locations as required by legislation, ensure action is taken and appropriate measures to identify and correct deficiencies are

developed, communicated and implemented. Liaise with Council & Directors with respect to the interrelationships


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between Occupational Health and Safety, Ministry of Labour and the

Workplace Safety and Insurance obligations and requirements. Investigate or assist in investigation of workplace accidents/injuries

and make recommendations based on findings. Develop and maintain statistics and analysis of health and safety

issues/trends. Conduct research to identify and assess organizational hazards and related risks, and develop business cases for the

implementation of OHS programs. Audit and monitor the organizations due diligence efforts and provide reports as required.

Develop, deliver and/or coordinate education, training and awareness programs related to health and safety. Coordinate and/or conduct new

worker safety orientations and training seminars to employees and maintain comprehensive health and safety training records for all

personnel.


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MUNICIPALITY OF SOUTH DUNDAS JOB DESCRIPTION

POSITION TITLE: Director of Fire and Emergency Services DEPARTMENT: Fire and Emergency Services REPORTS TO: Chief Administrative Officer

________________________________________________________________ POSITION DETAILS:

Position Status: Full time Pay Method: Salary Normal Work Week: 35 hours

Overtime Status: Time in lieu

1. Purpose & Responsibilities Reporting to the Chief Administrative Officer, the overall purpose of the position is to:

As part of the Senior Management Team and reporting to the Chief Administrative Officer, the overall purpose of the position is to be responsible for the effective general and financial management of the Fire and Emergency Services Department

Contributes to Senior Management discussion, review and recommendations in the development of policies, procedures, programs, budgeting and general management issues pertaining to the overall direction of the municipality

The usual responsibilities of the position are:

Fire and Emergency Services Department Supervision

Emergency Management Coordination

Promotion of Public Safety

Fire and Emergency Services Department Personnel A. Primary Duties: The primary duties specific to the position are: i. Fire and Emergency Services Department Supervision

Administration, operation of fire protection programs, services and emergency management coordination

Provides Council, CAO and municipal staff with advice and recommendations on fire protection, fire prevention, code enforcement, public education, emergency planning, emergency response and all other matters related to the function and activities of the department


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Director of Fire and Emergency Services – Job Description

2

Apprises the CAO promptly of issues, matters and concerns where there may be important implications for the municipality

Develops effective lines of communication and administrative controls including reporting mechanisms, regular reviews of the department operations, initiatives in effecting appropriate adjustments or remedial actions, where required, and provide information or recommendations to the CAO and Council

Maintain current information on developments and trends of pertinent legislations, by-laws, regulations and literature

Ensure appropriate interpretation and application of legislation, codes, regulations and by-laws

Advises Council on strategic issues associated with emergency services

Prepares, recommends and administers contract and agreements related to the protection of life, property and emergency management services

Facilitates effective labour management relations

Attends Senior Management meetings ii. Emergency Management Coordination

Discharge the duties and responsibilities of the Community Emergency Management Coordinator in accordance with the Emergency Management Act including administrative, supervisory, operational, planning, coordinating, and overall efficiency

Attends Emergency Management Ontario meetings

Attends Fire Chiefs and Emergency Management Coordinator meetings

Interacts with Council, CAO and other departments to establish, update, train and test the municipality’s Emergency Management Plan

Manages and coordinates emergency response operations

As Community Emergency Management Coordinator, supervise varying numbers of personnel involved with specific emergency management appointments or duties

Schedule, assign duties and meets regularly with fire department personnel and members of the Emergency Management group to ensure procedures and goals are met

Management at emergency scenes and disasters

Duties and responsibilities of Incident Commander within the Incident Management System

iii. Promotion of Public Safety

Promote and facilitate fire prevention, public education, fire safety and media relations

Conduct fire code enforcements, site plans, zoning agreements and life safety inspections

Manage and coordinate investigation of fire and emergency scenes


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iv. Fire and Emergency Services Department Personnel

Maintains discipline and moral within the department. Recommends to the CAO the hiring, suspension and termination of department personnel in accordance with applicable municipal by-laws and policies

Supervises the performance appraisal program and conducts regular appraisals of department members. Recommends enumeration to the CAO and Council for approval

Ensures training and development for department or emergency management members is provides and meets established performance levels

Provides leadership to all members of the department and emergency management team by using current and recognized management techniques to develop a competent, organized fire department and emergency management team

v. Occupational Health & Safety

Perform the responsibilities of the position within the legislative and regulatory standards set out in the applicable Provincial and Municipal Acts. Performs the responsibilities of the position consistent with the operational policies of the Municipality of South Dundas.

Research, develop, implement and monitor appropriate health and safety policies, procedures and workplace practices in coordination with the Joint Occupational Health and Safety Committees, Employee Services Department, or management as appropriate to minimize the risk and liability to the Municipality of South Dundas and ensure compliance with the Ontario Health and Safety Act (OHSA), Regulation and Code.

Encourage, enhance and support the development of a positive safety culture through implementation of modern safety practices, applying concepts, principles and practices involved in the anticipation, evaluation, control and elimination of hazards, accidents and injuries of employees in on-the-job situations. Interpret and communicate a wide range of organizational and legislative requirements to all employees.

Provide guidance and support to management and assist in the development, implementation, promotion and auditing of department specific health and safety procedures to implement and improve proactive health and safety programs.

Coordinate corporate OHS activities and support the Joint Occupational Health and Safety Committees including in the inspection of all workplace locations as required by legislation, ensure action is taken and appropriate measures to identify and correct deficiencies are developed, communicated and implemented.

Liaise with Council & Directors with respect to the interrelationships between Occupational Health and Safety, Ministry of Labour and the Workplace Safety and Insurance obligations and requirements.

Investigate or assist in investigation of workplace accidents/injuries and make recommendations based on findings.


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4

Develop and maintain statistics and analysis of health and safety issues/trends. Conduct research to identify and assess organizational hazards and related risks, and develop business cases for the implementation of OHS programs. Audit and monitor the organizations due diligence efforts and provide reports as required.

Develop, deliver and/or coordinate education, training and awareness programs related to health and safety. Coordinate and/or conduct new worker safety orientations and training seminars to employees and maintain comprehensive health and safety training records for all personnel.

B. Reporting to Council and Committees

Acts as advisor to Council, the CAO and applicable municipal Committees on matters pertaining to the Fire and Emergency Services department

Researches, drafts and prepares reports for consideration by Council and Committees

Attends meetings of Council as required. Attends meetings of Committees of the Corporation as required

Demonstrates a proven success in working with elected officials

Through the CAO and the Senior Management Team, guides Council in the development and optimization of their strategic vision for the community

Contributes to the compilation, consideration and presentation to Council of recommendations of Senior Management and proposes by-laws and resolutions to give effect to such recommendations

Ensures that information and reports requested by Council or that could be of assistance to Council are obtained and submitted to the CAO in a timely fashion

C. Policy Development and Implementation

Directs and participates in the development of municipal policies and procedures pertaining to the Fire and Emergency Services department

Coordinates and directs the implementation of the approved policies and programs of Council as they pertain to the Fire and Emergency Services department

Performance of duties is guided by approved corporate policies and programs D. Plan Development and Implementation

Administers master plans pertaining to the Fire and Emergency Services Department

E. Budget Preparation

With the assistance of the Deputy Fire Chief, prepares the Fire and Emergency Services annual capital and operating budgets in coordination with the financial services department.


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F. Budget Implementation

Coordinates capital and operating projects as Council may approve through the budget process as they pertain to the Fire and Emergency Services department

Participates in the writing of tenders and preparation of contracts for departmental purposes

Arranges for and secures such government and other agency approvals as may be required by law prior to undertaking approved projects

G. Revenue Collection

Participates in the submission of applications for funding H. Supervision

Provides organizational and operational leadership to the municipal staff in the Fire and Emergency Services department

Submits to the CAO all departmental personnel performance evaluations

With the CAO and the Deputy Fire Chief coordinates training and development of Fire and Emergency Services department staff

Directly supervises the following positions:

Deputy Fire Chief

Assistant Deputy Chief

Fire Captain

Fire Prevention Officer

Fire and Emergency Services Assistant

Firefighter I. Record Keeping

Ensures all relevant operating records are maintained appropriately J. Equipment Maintenance

Maintains accurate maintenance and equipment records in accordance with governing codes

Ensures regular safety inspections of all applicable equipment

Ensures departmental equipment is kept in good working order through regular inspection and maintenance programs

K. Fleet Management

Coordinates corporate fleet management, including the acquisition of the fleet of the municipality with the assistance of department supervisors


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6

L. Training

Demonstrates commitment to personal and professional development by remaining current with new legislation, regulations and technology, organizational theory and practices relating to the functions of the Corporation in order that professional competence is maintained

Attends conferences, courses and seminars as required M. Occupational Health and Safety

Meets the definition of a competent person under the Occupational Health and Safety Act

Ensures employees have safe working conditions and are trained to work safely

Follows up on safety issues and ensures resolution

Ensures recommendations resulting from accident and incident investigations are implemented to prevent future accidents or incidents

Conducts day to day duties with an awareness of health and safety policies and regulations

N. Other Departments

Responds to or assists other departments as required in matters pertaining to the functions of the Fire and Emergency Services department

O. Public

Receives and responds to public inquiries

Deals with the public in a courteous and efficient manner to promote a high standard of public relations at all times

P. Miscellaneous

Carries out such other duties and responsibilities as assigned.


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2. Skill A. Education and Certification The minimum level of formal education required for the position is a University degree in one of the following or a related discipline:

Public Administration

Emergency Services

Fire Protection and Technology

Management The position has the following certification requirements:

Ontario Fire College Company Officer Certificate Diploma

Ontario Fire College Advanced Level Fire Protection Technology Diploma

Trainer/Facilitator

Community Emergency Management Coordinator

Basic Emergency Management

Valid First Aid / CPR

The position requires a valid Ontario Class DZ license with a satisfactory driving record.

B. Experience

The position requires 5 to10 years direct or related experience. C. Knowledge The position requires a thorough knowledge of:

By-laws and related legislation and regulations as they may apply to the Corporation.

Municipal administration

Facilities management

Contract management

Project management

Tendering practices

Life cycle costing and fleet management

Building construction

The Ontario Fire Code

Fire Protection and Prevention Act

Occupational Health and Safety Act

Emergency Management and Civil Protection Act

Fire Marshal’s Guidelines for Delivery of Fire Prevention and Public Education

WHMIS


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8

Fire fighting

Fire suppression

Fire prevention

Rescue operations

Municipal Act

Municipal Freedom of Information and Protection of Privacy Act

Environmental Protection Act

National Fire Prevention Act

ULC

CSA

By-laws as they may apply to the Corporation for enforcement purposes

The position requires a working knowledge of:

Strategic planning, change management, measuring and directing human and financial resources, leadership, communication, problem solving and conflict resolution

Changes in equipment and methods of operation to ensure the department will maintain and, where possible, improve level of services

Emergency response, emergency planning, fire and building code enforcement, fire investigation, public education, training, administration and finance

Modern emergency management systems for fire, ground and disaster management programs and plans

D. Communication Skills During the normal course of duties the position works in contact with:

Co-workers

The general public to respond with policy interpretation

Applicants

Facility users

Account holders/ratepayers

Suppliers/contractors

Support staff

Consultants

Colleagues and networks

Council/Committee members

Other governments/boards/agencies

Auditors

Legal counsel

Media

Police


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The purpose of the usual contacts is to:

Exchange simple and complex information

Respond to inquiries

Greet or direct the public

Advise

Handle complaints

Negotiate

Analyze

Consult

Deal with angry or abusive people

Make presentations

Resolve conflicts

Report to Council and Committees

Communicate with media

Communicate with legal counsel

Communicate with police The position requires excellent written communication skills.

The position requires excellent verbal communication skills. The position requires excellent presentation skills. The position requires a thorough knowledge of the various computer applications appropriate to the position. 3. Effort A. Problem Solving Problem solving efforts include an extensive and multi-faceted degree of analysis.

Decisions are made within the corporate mandate. Regular decision making authority includes:

High level decision making

Confidentiality required in many aspects of the work B. Mental Effort Concentration is required to:

Prepare reports etc.

Prepare budgets etc.

Coordinate multiple tasks

Deal with interruptions/distractions


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Balance multiple demands

Address tight deadlines

Protect self from accident/incident

Protect equipment from accident/incident

Protect public safety The requirement for mental effort is very high. C. Physical Effort Physical Effort includes:

Prolonged desk and computer work which may cause repetitive strain and eye strain issues, fatigue and tension

Good physical condition to conduct inspections

On site visits which may require walking over rough terrain and exposure to various weather conditions

May be subject to confined spaces

May be subject to homeowner’s pets (i.e. dogs) The requirement for physical effort is extremely high. 4. Responsibility A. Impact of Errors Decisions, actions or recommendations have impact on a significant component of the entire organization; errors unlikely to be detected in the short term. Considerable ongoing expense or delays in service delivery would result. B. Responsibility for Information The position is responsible for information as it pertains to own position, own department, other departments. C. Responsibility for Material Resources The position:

Through senior management, ensures the proper use and maintenance of all corporate vehicles and equipment

Ensures the proper use and maintenance of Fire and Emergency Services vehicles and/or equipment

The position is responsible for the proper use and care of the following equipment:

Personal computer

Cellular phone

Miscellaneous office equipment


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Fire and Emergency Services equipment

D. Responsibility for Employees The position directly supervises the following positions:

Deputy Fire Chief

Assistant Deputy Chief

Fire Captain

Fire Prevention Officer

Fire and Emergency Services Assistant

Firefighter Supervision includes direct reports at multiple locations. E. Responsibility for Health, Safety, Well-Being or Interests of Others Under the Occupational Health and Safety Act this position qualifies as a supervisor. The responsibilities of the position are vital to the protection of the general welfare of the community. F. Responsibility for Financial Resources Financial responsibilities of the position include overall responsibility for Fire and Emergency Services finances. 5. Conditions of Work A. Work Environment Performance of duties normally takes place in office and fire station environments. Environments also include:

Out of office meetings

Driving/vehicle

Site inspections

Homeowners properties

Fire and emergency scenes

Performance of duties involves the following:

Contact with public which can include uncomfortable situations and verbal abuse

Dirt

Grease/oil

Confined areas


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Chemical products

Noxious fumes

Noise (human or equipment)

Smoke and/or fire

Infectious diseases

Temperatures outside the normal range

Vibration

Dangerous equipment B. Hours of Work

Are generally known and based on regular office hours.

Involve after hours meetings

Occasionally involve evening and weekend emergencies C. Hazards Typical conditions are such that a high risk of injury, harm or illness to the incumbent could occur. Conditions could be life threatening or potentially disabling. More stringent safety measures may be needed to prevent harm, illness or injury.

This job description last updated: March 2016


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Report 2016-04

To: Mayor & Council


Rob Hunter, Economic Development Officer


Subject: Grants & Subsides

Recommendation:

That the Council of the Municipality of South Dundas authorize a donation in

the amount of $500.00 to the Friends of Crysler’s Farm Battlefield for the War of 1812 Re-Enactment.

And That the Council of the Municipality of South Dundas provide an in-kind donation (in the amount of $1920.00) by waiving launch fees for two days

for the Renegade Bass Tournament.

And That the Council of the Municipality of South Dundas not provide a donation to the 2016 Canadian Plowing Championship in Ottawa.

Background:

Staff was provided with direction from Council at the March 1, 2016 Council

Meeting to provide a report and recommendation regarding donations to the following events:

1) Friends of Crysler’s Farm Battlefield War of 1812 Re-Enactment

2) Renegade Bass Tournament (qualifier event)

3) 2016 Canadian Plowing Championships

Report ADM2016-04 - Grants & Subsides

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Discussion/Options:

Staff utilized the Ontario Tourism Regional Economic Impact Model (TREIM) report for the War of 1812 Re-Enactment and Renegade Bass Tournament to determine the economic impact of visitors' and businesses' spending in a

given area.

The TREIM model allows you to select certain geographic regions down to

Census Division level. The model uses survey data based on the average visitor spending in that particular region from the Statistics Canada Travel

Survey of Residents. The lowest level available for use to determine visitor spending is Stormont, Dundas and Glengarry.

Given this, Stormont, Dundas and Glengarry was selected as the region and

the total number of visitors that will participant and/or attend the activity was inputted to calculate the expected economic impact of the event on the

region.

The TREIM reports for both the Renegade Bass Tournament and War of 1812

Re-Enactment are attached to this report.

War of 1812 Re-Enactment:

The War of 1812 Re-Enactment will take place at Upper Canada Village on July 9 & 10, 2016. In 2015, the Re-Enactment drew 2750 visitors from the

general public and 200 re-enactors.

According to the TREIM report, the event will generate approximately

$771,031.00* in the community for 2016.

This event is also advertised as part of the Upper Canada Village summer programming in print and online.

Renegade Bass Tournament:

The Renegade Bass Tournament will hold a 2016 qualifier event in

Morrisburg on August 20, 2016. In 2015, the event drew 80 teams (a total of 160 participants) and approximately 100 members of the public attended

the weigh-in.

Based on one day pre-fishing and the one day tournament, the TREIM report

estimates that the event will generate approximately $63,641.00* in the community for 2016.


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2016 Canadian Plowing Championships:

The 2016 Canadian Plowing Championships is taking place from August 23-

27, 2016 at Anderson Links Golf Club in Ottawa.

As this event is 63 km north east of South Dundas, the economic and tourist impact to the Municipality will be very limited.

*The amount provided in this report excludes the Public Transportation and

Local Transportation lines included in the TREIM report.

In future, Staff recommends that all requests for donations be part of the overall Grants and Donations intake and meet the specified deadline in order

to be eligible.

Current & Future Budget Implication:

$500 donation to the War of 1812 Re-Enactment, and launch fees waived in-

kind ($1920.00) for the Renegade Bass Tournament from Council Donations.


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Report No. 2016-03

To: Mayor & Council


Brenda Brunt, Director of Corporate Services/Clerk


Subject: Visitor Information Centre Agreement

Recommendation:

That the Council of the Municipality of South Dundas approve and authorize

Staff to finalize the Agreement with the South Dundas Chamber of Commerce for Visitor Information Services for 2016.

Background:

On July 21, 2015, Council approved a partnership with the South Dundas

Chamber of Commerce to provide tourist services in the form of a Visitor Information Centre for the Summer of 2015.

The South Dundas Chamber of Commerce has requested to provide Visitor

Information Centre Services in Morrisburg and Iroquois for 2016.

Discussion/Options:

The South Dundas Chamber of Commerce would provide the following services:

Visitor Information Services during peak season (June/July/August) in Morrisburg & Iroquois

Visitor information Services during off-peak season in Morrisburg (Sept/Oct/

May- Long weekend) (excluding all statutory holidays)

Report ADM2016-03 - Visitor Information Centre Agreement

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Services would include welcoming visitors to the community, assisting them

with inquiries, providing any print material they may require and recording statistics.

Through their role as Visitor Information Centre, the South Dundas Chamber

of Commerce will also support and communicate with festival and event organizers and assist South Dundas not-for-profit organizations with

tourism-related funding applications and fundraisers.

The Chamber will also utilize their communication tools (Website, Social Media, Newsletter, etc.) to provide support for tourism related festivals and

events.


Payment to the Chamber in the amount of $10,000.00 for 2016 to hire two

summer students to assist with the VIC services in Morrisburg and Iroquois.

If full or partial funding for the student(s) is received through a grant program, remaining funds will be used towards other areas of Visitor

Information or Tourism Services, with prior approval by the Municipality of South Dundas.

Payment shall be made upon receipt of invoices related to the expenses

listed within the agreement.


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Report No. 2016-02

To: Mayor & Council

From: Brenda M. Brunt, Clerk


Subject: Dundas Archive Committee

Recommendation: That the Council of the Municipality of South Dundas authorize and direct Staff to form a Dundas County Archive Committee to investigate options for the establishment of a location preservation of historical records.

Background: Members of North and South Dundas Councils, municipal staff and community interested volunteers have visited the Glengarry County Archives. The most recent visit was February 18. Glengarry Archivist, Allan J. MacDonald provided the group with a history of the archive explaining its purpose, contents, municipal partnership and buy-in, location and other important factors. The objective of an archive is to acquire, preserve and make accessible to the general public the historical records from both private sources and local government.

The purpose of this report is to approve and authorize a working group that will be composed of two representatives from both North and South Dundas, two Mayors, two Clerks and a member of the United Empire Loyalists be formed to discuss and review the establishment of a Dundas County Archives. The working group will report to Council with recommendations after research is done on models and facility options. South Dundas has also applied for funding for a summer student to assist in this project.

Report ADM2016-02 - Dundas Archive Committee

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Discussion/Options:

1. It is recommended to approve the establishment of a working group.

Council’s approval to establish a working group provides endorsement and support for the project. Mayor Delegarde and I have met with Mayor Duncan and Clerk McCaslin to determine the composition of the group and draft a request for Council’s approval.

2. Do not approve. Not Recommended.


$15,000 has been budgeted for records management.

Report ADM2016-02 - Dundas Archive Committee

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Explanatory Note

To: Mayor & Council

From: Shannon Geraghty, CAO/Treasurer


Subject: 14 - Amend Policy 3-11 - Personnel Policy

Recommendation:

That By-Law No. 2016-14, being a By-law to amend Policy 3-11, be read and passed in open Council, signed and sealed.

Background:

A review of the Personnel Policy in consultation with Directors and Supervisors have resulted in some minor changes which will result in

reducing overtime cost. The policy currently allows staff to bank up to 40 hours for departments that work a 40 hour week which at times accumulates

quickly. The intent of the revision of the policy is to complete some housekeeping as it pertains to the Recreation Coordinator, Economic

Development Officer, and the Deputy Treasurer and the accumulation of lieu time, as well as minimizing the amount of overtime paid out to supervisory

position in the Roads and Water & Wastewater departments.

The policy revisions pertain to Section 15 of the Personnel Policy as identified in the attached By-law.

14 - Amend Policy 3-11 - Personnel Policy

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BY-LAW NO. 2016-15 A BY-LAW to amend Policy 3-11 – Personnel Policy. WHEREAS the Municipal Act, 2001, as amended, states that a municipality and a local board shall adopt policies with respect to certain matters; NOW THEREFORE the Council of the Corporation of the Municipality of South Dundas hereby enacts as follows: 1. THAT Policy No. 3-11 – Personnel Policy, be amended as follows:

Section 15.1.1 – The provisions below apply to all full-time staff, except the CAO/Treasurer, Directors, Economic Development Officer, Recreation Program Co-ordinator and Deputy Treasurer. Section 15.2.6 – Supervisors shall be permitted to accumulate up to eighty (80) hours of compensating time off in any calendar year. All other time in excess of the accumulated eighty (80) hours shall be compensated for at the rate of one and one half their regular pay. Section 15.6 – The Municipality of South Dundas recognizes that the nature of its work means that on occasion, the CAO/Treasurer, Directors, Deputy Treasurer, Economic Development Officer and Recreation Program Co-ordinator…………………… And that all references to CAO shall mean CAO/Treasurer, Department Heads shall mean Directors.

2. And That these changes shall be effective on the date of passing. READ and passed in open Council, signed and sealed this 15h day of March, 2016. _________________________________

MAYOR

_________________________________

CLERK


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MUNICIPALITY OF SOUTH DUNDAS Treasury Department

Explanatory Note

To: Mayor & Council

From: Sarah Myers, Deputy Treasurer


Subject: 15 – 2016 Budget

Recommendation:

That By-Law No. 2016-15, being a By-law to set the 2016 general operating and capital budgets for municipal purposes only, be read

and passed in open Council, signed and sealed.

Purpose:

A By-Law is required to adopt the Operating and Capital Budget for the

current year for the purpose of the municipality.

Background:

A By-Law under Section 290 (1) of the Municipal Act is required to be passed in the year that the budget is to be adopted by Council. Through budget

discussions and review over the last several weeks with Council and staff, the overall annual levy for 2016 has resulted in an amount of $5,937,500

(Operating - $5,109,732 and Capital - $827,768). This results in a 6.54% or $364,500 increase from the 2015 final budget.

In comparison to the residential tax rate from 2015 to 2016, ratepayers will see an increase of approximately $16.57 or 2% on an average assessment

of $179,718.

The passing of the budget will allow staff to proceed with calculating the final

tax rates for the Municipality for the 2016 taxation year.

15 – 2016 Budget

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BY-LAW NO. 2016-15

A BY-LAW to set the 2016 general operating and capital budgets for municipal purposes only.

WHEREAS the Municipal Act 2001, as amended, provides for each year, a

local municipality shall, in the year or the immediately preceding year, prepare and adopt a budget including estimates of all sums required during

the year for the purposes of the municipality;

AND WHEREAS it is deemed expedient to adopt the budget outlining the Corporation’s yearly estimates in accordance with relevant legislation.

NOW THEREFORE the Council of the Corporation of the Municipality of South Dundas enacts as follows:

1. That the 2016 estimates of revenue and expenditures for municipal

purposes only, attached hereto as Schedule “A” and “B” are hereby adopted.

2. If a surplus exists as of December 31, 2016, all funds shall be

transferred to reserves for working capital, water, sewer, and fire or as Council otherwise directs.

3. This by-law shall come into force and effect on the date of passing.

READ and passed, signed and sealed in open Council this 15th day of March,

2016.

________________________

MAYOR

________________________ CLERK

15 – 2016 Budget

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15 – 2016 Budget

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Explanatory Note

To: Mayor & Council

From: Brenda Brunt, Clerk


Subject: 16-Confirmatory

Recommendation:

That By-Law No. 2016-16, being a By-law to adopt, confirm and ratify matters dealt with by resolution, be read and passed in open Council, signed

and sealed.

Background:

This By-law is passed at every meeting, so that the action which is taken or

authorized to be taken by the Municipality of South Dundas does not lend itself to the passage of an individual By-law.

16 - Confirmatory

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BY-LAW NO. 2016-16

A BY-LAW to adopt, confirm and ratify matters dealt with by

resolution.

WHEREAS the Municipal Act, 2001, as amended, provides that the powers of the Corporation of the Municipality of South Dundas, shall be exercised by

By-law;

AND WHEREAS in many cases, action which is taken or authorized to be taken by the Municipality of South Dundas does not lend itself to the passage

of an individual By-law;

NOW THEREFORE the Council of the Corporation of the Municipality of

South Dundas hereby enacts as follows:

1. THAT the Minutes of the meetings held on February 25 and March 1, 2016 and the In Camera meetings on February 25, 2016 of the

Municipality of South Dundas, be and the same are hereby adopted.

2. THAT the actions of the Municipality of South Dundas, at its meeting held on March 15, 2016, in respect of which recommendations

contained in the reports of the committees considered at each meeting and in respect of each motion, resolution and other action taken by

the Municipality of South Dundas at its meeting are, except where the prior approval of the Ontario Municipal Board or other authority is

required by law, hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this by-law.

3. THAT where no individual By-law has been or is passed with respect to the taking of any action authorized in or by the above-mentioned

minutes or with respect to the exercise of any powers by the Municipality of South Dundas in the above-mentioned minutes, then

this By-law shall be deemed for all purposes to be the By-law required for approving and authorizing and taking of any action authorized

therein and thereby or required for the exercise of any powers therein by the Municipality of South Dundas.

4. THAT the Mayor and Members of Council of the Municipality of South

Dundas are hereby authorized and directed to do all things necessary to give effect to the said action of the Municipality of South Dundas to

obtain approvals where required and accept otherwise provided, the Mayor or Clerk are hereby directed to execute all documents necessary

on behalf of the Municipality of South Dundas.

READ and passed in open Council, signed and sealed this 15th day of March, 2016.

________________________

MAYOR

________________________ CLERK

16 - Confirmatory

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