corporation of the municipality of trent ... - trent hills

CORPORATION OF THE MUNICIPALITY OF TRENT HILLS

REGULAR COUNCIL MEETING AGENDA

TUESDAY, JUNE 21, 2016 at 9:00 AM

CLOCK TOWER CULTURAL CENTER

36 Front Street South,Campbellford

Page

1. CALL TO ORDER:

2. ITEMS TO BE ADDED TO THE AGENDA:

3. APPROVAL OF THE AGENDA:

4. DECLARATIONS OF DIRECT (OR INDIRECT) PECUNIARY INTEREST:

5. PRESENTATIONS/DELEGATIONS a) Lou Rinaldi, MPP - Provincial Update

8 - 43 b) CAO-2016-008

Service Delivery Review - Water and Wastewater

Service Delivery Review - Water and Wastewater - Pdf

BE IT RESOLVED that Council receive the Service Delivery Review for Water and Wastewater Services presentation as information;

AND FURTHER that Council consider the options available for service adjustment in the delivery of Water and Wastewater services and revisit the recommendations following a period of public consultation at the Council meeting of July 5, 2016.

6. STAFF REPORTS

6.1 Planning

44 - 45 i) PLN-2016-24

OMB Appeals to Zoning By-law Amendment 2016-42, Island Park RV Resort

PLN-2016-24, OMB Appeals regarding Island Park RV Resort - Pdf

BE IT RESOLVED that Council receive Staff Report PLN-2016-24, regarding OMB Appeals to Zoning By-law Amendment 2016-42, Island Park RV Resort, as information;

AND FURTHER that Council confirm it's support for Zoning By-law Amendment 2016-42.

46 - 47 ii) PLN-2016-25

Repeal of Part Lot Control By-law - Valley Green Homes

PLN-2016-25, Repeal Part Lot Control By-law, Valley Green Homes - Pdf

BE IT RESOLVED that Council receive Staff Report PLN-2016-25, with respect to repealing the Part Lot Control By-law for Valley Green Homes, as information;

AND FURTHER that Council approve the attached By-law, to repeal By-law 2013-27, to remove the exemption of Part Lot Control from lands in Block 36, Plan 112, Being Parts 1 through 86 of Plan 39R-12792.

48 iii) By-law 2016-62, Repeals By-law 2013-27 (Valley Green

Homes Part Lot Control)

By-law 2016-62, Repeals By-law 2013-27 (Valley Green Homes Part Lot Control)

49 - 53 iv) PLN-2016-26

SB01/2013, White Horse Investments Corp., Extension to Subdivision Agreement

PLN-2016-26, White Horse Investments - Subdivision Extension - Pdf

BE IT RESOLVED that Council receive Staff Report PLN-2016-26, regarding an extension to the agreement for Subdivision SB01/2013, White Horse Investments Corp., as information;

AND FURTHER that Council grants a two (2) year extension for fulfilling the conditions of draft approval for Subdivision SB01/2013, White Horse Investments Corp., to July 1, 2018.

6.2 Economic Development

54 - 55 i) EDC-2016-11

Canada 150 Community Infrastructure Program

Canada 150 Community Infrastructure Program - Funding Request 2nd Intake - Pdf

BE IT RESOLVED that Council receive staff report EDC-2016-11 regarding the Federal Government's Canada 150 Fund for Community Infrastructure Program for infrastructure renewal and improvements

AND further that Council direct staff to prepare applications for 1. Lighting Improvements in the Campbellford Arena and 2. Accessible Viewing Area in the Warkworth Arena

AND further that the projects be prioritized as above based on staff recommendations

56 - 57 ii) EDC-2016-12

Community Improvement Plan application - 49 Doxsee Avenue South, Campbellford

Community Improvement Plan application - 49 Doxsee Avenue South, Campbellford - Pdf

BE IT RESOLVED that Council receive Staff Report EDC-2016-13 as information;

AND FURTHER that Council approve 49 Doxsee Avenue South, Campbellford for up to $6644.65 from the Community Improvement Plan program.

58 - 60 iii) By-law 2016-68 - 66 - 49 Doxsee Ave. South,

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Campbellford

2016 - 66 - CIP - 49 Doxsee Ave. S. (1191940 Ontario Ltd 61 - 62 iv) EDC-2016-13

Community Improvement Plan application - 8 Bridge Street South, Hastings

Community Improvement Plan application - 8 Bridge Street South, Hastings - Pdf

BE IT RESOLVED that Council receive Staff Report EDC-2016-13 as information;

AND FURTHER that Council approve up to $3,767 from the Community Improvement Plan for façade improvements at 8 Bridge Street South, Hastings

63 - 65 v) By-law 2016-67 - CIP - 8 Bridge Street South, Hastings

2016 - 67 - CIP - 8 Bridge St. S.,(Hastings) - Dr 6.3 Public Works

66 - 70 i) PWK-2016-33

2016 April Operational Report for Water and Warkworth Wastewater

2016 April Operational Report for Water and Warkworth Wastewater - Pdf

BE IT RESOLVED that Council receive Staff Report PWK 2016-33 being the April Operational Report for Water and Warkworth Wastewater for information purposes.

71 - 76 ii) PWK-2016-34

2016 May Operational Report for Water and Warkworth Wastewater

2016 May Operational Report for Water and Warkworth Wastewater - Pdf

BE IT RESOLVED that Council receive Staff Report PWK 2016-34 being the 2016 May Operational Report for Water and Warkworth Wastewater for information purposes.

77 - 84 iii) Ontario Clean Water Agency - May 2016

OCWA - May 2016

BE IT RESOLVED that the Ontario Clean Water Agency Report for May 2016 be received as information.

85 - 86 iv) PWK-2016-35

Supply and Installation of a new Municipal Office Phone System - Request For Quote Award PWK 2016-02

Supply and Installation of a new Municipal Office Phone System - Request For Quote Award PWK 2016-02 - Pdf

BE IT RESOLVED that Council receive Staff Report PWK 2016-35 as information;

AND FURTHER that Council accept the Request for Quote (RFQ) as submitted by Diversified Communications received Thursday June 2, 2016 in the amount of $15,264.00 including HST net of rebate for the supply, installation and training related to a new phone system and supporting equipment at the Municipal Office.

87 - 88 v) PWK-2016-36

Granular Activated Carbon and Filter Underdrain Repairs- Request For Quote Award PWK 2016-03

Granular Activated Carbon and Filter Underdrain Repairs-

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Request For Quote Award PWK 2016-03 - Pdf


AND FURTHER that Council accept the Request for Quote (RFQ) as submitted by Continental Carbon Group received Thursday May 19, 2016 in the amount of $199,724.35 including HST net of rebate for the removal, disposal and replacement of the Granular Activated Carbon (GAC) at the Campbellford and Hastings WTP's and filter underdrain repairs at Campbellford.

6.4 Fire

89 - 105 i) THF 2016 - 16

Re: May Monthly Report

May Monthly Report - Pdf

BE IT RESOLVED that Council receive Staff Report THF 2016 - 16 being the May 2016 Fire Report as information.

6.5 Finance

106 - 109 i) FIN-2016-021

Development Charges Reserve Fund Activity-Annual Reports 2014 and 2015


BE IT RESOLVED that Council receive Staff Report FIN-2016-021 being the Development Charges Reserve Fund Activity - Annual Reports 2014 and 2015 for information.

6.6 Administration

110 - 112 i) CAO-2016-006

Campbellford Recreation and Wellness Centre - Detailed Design

Campbellford Recreation and Wellness Centre - Detailed Design - Pdf

BE IT RESOLVED that Council approve retaining Lett Architects Inc. to prepare a full Schematic Design Feasibility Study for the Campbellford Recreation and Wellness Centre at a cost of $64,500;

AND FURTHER that Council authorize the Treasurer to transfer funds from the Wellness Centre Reserve to an upset limit of $70,000 for the cost of this Campbellford Recreation and Wellness Centre design project.

113 - 121 ii) CAO-2016-007

Water Supply Agreement - Township of Asphodel-Norwood

Water Supply Agreement - Township of Asphodel-Norwood - Pdf

BE IT RESOLVED that Council receive staff report CAO-2016-007 as information;

AND FURTHER that Council approve the renewal of the agreement with the Township of Asphodel-Norwood to supply water to the Trentview Estates subdivision;

AND FINALLYthat Council authorize the Mayor and Clerk to execute the Water Supply Agreement with Asphodel-Norwood to provide water to Trentview Estates subdivision.

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122 - 129 iii) By-law 2016-68 - Water Services Agreement - Asphodel-Norwood

2016 - 68 - Water Supply Agreement - Asphodel-Norwood 130 - 132 iv) CLK-2016-02

Video Surveillance Annual Compliance Report

Video Surveillance Annual Compliance Report - Pdf

BE IT RESOLVED that Council receive Staff Report CLK-2016-02 as information, being the Annual Report on Video Surveillance;

AND FURTHER that all surveillance camera systems are operating within the guidelines of the Video Surveillance Policy and continue to be justified for continuous operation in all existing areas.

7. COMMUNICATIONS

7.1 Information Items

133 - 134 i) Ontario Provincial Police - 2016 Initiatives & Projects of the Municipal Policing Bureau (MPB)

OPP - 2016 Initiatives and Municipal Policing Bureau (MPB) Projects

135 - 136 ii) Ontario Provincial Police - New Report Related to Current Billable Calls for Service (CFS)

OPP - New Report - Current Billable Calls for Service (CFS)

7.2 Endorsement Items

137 i) Township of South-West Oxford - Opposition to Division of ROMA/OGRA Conferences

Township of South-West Oxford - ROMA OGRA Conference

7.3 Direction Items

138 - 144 i) Hastings Canada Day Parade & Fire Works Committee - Temporary Road Use Application

Hastings Canada Day Parade & Fire Works Committee - Road Use Application

8. ADOPTION OF MINUTES

8.1 Regular Council Minutes

145 - 156 i) Regular Meeting of Council - June 7, 2016

Regular Council PM - 07 Jun 2016 - Minutes - Pdf 8.2 Minutes to Adopt

157 - 159 i) Water and Sewer Standing Committee - April 7, 2016

Water & Sewer Standing Committee - 07 Apr 2016 - Minutes - Pdf

160 - 162 ii) Finance, Audit & Debt Standing Committee - April 28, 2016

Finance Audit and Debt Committee - 28 Apr 2016 - Minutes - Pdf

163 - 165 iii) Hastings Pisces Park Advisory Committee - May 9, 2016

Hastings Pisces Park Advisory Committee - 09 May 2016 - Minutes - Pdf

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8.3 Minutes to Receive

166 - 169 i) Committee of Adjustment - June 7, 2016

Committee of Adjustment - 07 Jun 2016 - Minutes - Pdf 170 - 171 ii) Trent Hills Library Board - May 11, 2016

Trent Hills Library Board - May 11, 2016 172 - 175 iii) Campbellford BIA -May 9, 2016

Campbellford BIA - May 9, 2016 176 - 177 iv) Hastings Waterfront Festival Committee - May 31, 2016

Hastings Waterfront Festival Committee - May 31, 2016

9. BY-LAWS

178 - 194 a) By-law 2016-63 - Agreement - DM Wills Associates Ltd. - Reconstruction Doxsee Ave. & Park Street

By-law 2016-63 - Agreement - D.M. Wills Associates Ltd. - Reconstruction Doxsee Ave. & Park St., Campbellford

195 - 211 b) By-law 2016-64 - Agreement - DM Wills Associates Ltd. - Campbellford Potable Water Storage Facility Upgrades & Standpipe Refurbishment

By-law 2016-64 - Agreement - D.M. Wills Associates Limited - Potable Water Storage Facility Upgrades - Campbellford

212 - 229 c) By-law 2016-65 - Agreement - Greer Galloway Group Inc. - Nappan Island Bridge Structure Replacement

By-law 2016 - 65 - Agreement - Greer Galloway Group Inc. - Replacement Nappan Island bridge structure

10. MAYOR'S COMMENTS

11. GENERAL BUSINESS

12. NOTICE OF MOTION

13. PUBLIC QUESTION PERIOD (10 MINUTES)

14. PRESS QUESTION PERIOD (10 MINUTES)

15. CLOSED SESSION a)

BE IT RESOLVED that Council move into closed session pursuant to Section 239 of the Municipal Act - ______a.m.

((2)(b) Personal matters about an identifiable individual, including municipal or local board employees;

BE IT RESOLVED that Council rise from closed session at ____________a.m.

16. CONFIRMATORY BY-LAW

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230 a) By-law 2016 - 69 - Confirmatory

By-law 2016-69 - Confirmatory

17. ADJOURNMENT:

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S T A F F R E P O R T

Meeting Date: 21 Jun 2016

To:

Mayor and Members of Council

Prepared By:

Lynn Phillips

Reviewed/Approved By:

Department Report No:

CAO-2016-008

Subject:

Service Delivery Review - Water and Wastewater

Corporate Strategic Plan:

Long Term Capital Plans, Business Growth, Customer Service

Council Recommendation:

BE IT RESOLVED that Council receive the Service Delivery Review for Water and Wastewater Services presentation as information;

AND FURTHER that Council consider the options available for service adjustment in the delivery of Water and Wastewater services and revisit the recommendations following a period of public consultation at the Council meeting of July 5, 2016.

1. Purpose/Nature of the Proposal:

The purpose of this report is to provide Council with an overview of the Service Delivery Review findings for Water and Wastewater operations. The attached presentation outlines the specific services reviewed, the methodology used to conduct the review, as well as the options available for service improvement and/or adjustment.

2. Background/Rationale:

In October, 2015 Council directed staff to undertake a complete Service Delivery Review for the Municipality of Trent Hills. A service delivery review is an examination process in which a specific municipal service is systematically reviewed to determine the most appropriate way to provide it. There are a total of seven departmental reviews that will take place over the next 18 months. The first department reviewed is Water and Wastewater.

3. Relevant Options/Consultations:

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The findings of the Water and Wastewater Service Delivery Review and the possible options available for service improvement were presented to the municipal Water and Sewer Standing Committee on June 2, 2016.

As part of the Service Delivery Review analysis, benchmarking with a number of comparator municipalities is conducted.

4. Risk/Safety Considerations:

N/A

5. Legal Implications/Legislative Requirements:

Any services with legislated requirements for delivery were not included in the review, e.g. sampling and monitoring.

6. Policy/Staff Implications:

The resulting staff and policy implications will be dependent on the service adjustments approved by Council.

7. Major Benefits:

The process of a Service Delivery Review ensures that all municipal services are being delivered in the most appropriate and cost effective manner.

8. Financial Analysis:

There was no cost associated with the Water and Wastewater component of the Service Delivery Review.

Specific costs and/or savings related to service adjustments are estimated in the attached presentation.

9. Means of Communicating Decision:

The Water and Wastewater Service Delivery Review presentation will be posted on the municipal website for public input and comment.

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Service Delivery Review

Water and Wastewater Services

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Service Delivery Review – Objective• Definition: Evaluation process in which a specific municipal service is

systematically reviewed to determine most appropriate way to provide it

• Trent Hills is committed to reviewing every service provided by the municipality

• Service Delivery Review leads to the following outcomes for each service:• Confirmation of current services and delivery practices

• Identify need to investigate further service delivery methods and/or level of service

• Desire to implement new opportunities or directions (add, delete, adjust services and/or delivery methods)

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Service Delivery Review – The Process

• Internal review team examined each service to identify improvements

• Benchmarked with comparator municipalities:1. City of Quinte West2. Township of Stirling-Rawdon3. Township of Marmora and Lake4. City of Belleville

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Water Supply & Distribution Method of Review

Monitoring Internal review, benchmarking

Water Services Internal review, benchmarking

Watermain Maintenance Internal review, benchmarking

Billing & Collecting Internal review, benchmarking

On Call / Weekend Operations Internal review, benchmarking

Locates (water) Internal review, benchmarking

Testing Legislated

Sampling Legislated

Calibrations Legislated

Operator Training & Licensing Legislated

Customer Concerns / Complaints Internal review, benchmarking

Works Orders Internal review

Booster Pumping Stations Internal review

Hydrants Internal review

Water Meter Internal review, benchmarking

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Wastewater Treatment & Collection Method of Review

Sampling Legislated

Monitoring – Warkworth Lagoon Internal review, benchmarking

Locates (sanitary, storm, street lights) Internal review, benchmarking


Sewer Use By-Law Internal review, benchmarking

Sewer Main and Lateral Maintenance Internal review, benchmarking

Training and Licensing Legislated, internal review

Billing and Collecting Internal review, benchmarking

On Call Hours, Emergency Service Internal review, benchmarking


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Opportunity for Efficiencies

1. Weekend Monitoring

2. Locates

3. Meter Reading

4. Wastewater Treatment

5. Wastewater Collection

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Water - Weekend Monitoring• Current Trent Hills Service Level – On Call operator physically checks

each water plant and the Warkworth lagoon on Saturday and Sunday, total of 7 hours

• Municipal Comparator Results – Most municipalities do not have staff monitoring on the weekend, only on long weekends to meet 72 hour monitoring requirement

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Options – Weekend Monitoring

1. Status quo – approximate annual cost is $32,000

2. Reduce weekend monitoring - monitor from one location using SCADA system on weekend, potential cost reduction of $18,000

3. Eliminate weekend monitoring – sufficient alarms with automatic shut-down abilities to alert On Call Operator of any issues; potential cost reduction of $32,000

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Locates• Current Trent Hills Service Level – Locates completed by two different

departments using two vehicles. Multiple staff involved in water, storm, sanitary, and streetlight locates. Each department completed 450 locates

• Municipal Comparator Results – Responsibility with one or two trained individuals

Options –1. Continue to have two departments complete locates separately

2. All locates to be completed by one or two staff members, one vehicle.Potential savings of $18,000

3. Outsource locates (not recommended)

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Meter Reading

• Current Trent Hills Service Level – One staff responsible for meter reading 6 days per month

• Municipal Comparator Results – Meter reading is done by part-time staff or contracted out

Options –

1. Continue to have meter reading as a staff responsibility

2. Outsource meter reading. This would result in an estimated savings of $8,000 per year. Job duties of current meter reader would be revised to include other duties

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Water & Wastewater Operations - Current

Manager, Water and Wastewater

Operations and Infrastructure

(Overall Responsible Operator)

Meter Reader/

Utility Person

(1)

Water Distribution/Treatment

Plant Operator II and I

(4)

Manager, Roads and

Urban Services

Assistant Manager,

Operations

Assistant Manager,

Technical Services

Wastewater and Urban

Services Leadhand

Class II Equipment

Operators/Wastewater Operators

(4)


Plant Head Operator

WATERWASTEWATER

TREATMENT

WASTEWATER

COLLECTION

Ontario Clean Water Agency

(OCWA)

Campbellford & Hastings

Treatment Plants

Warkworth Lagoon System

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Wastewater Treatment• Current Trent Hills Service Level – Wastewater treatment in

Campbellford and Hastings is contracted to Ontario Clean Water Agency (OCWA)

• The Warkworth Lagoon system is maintained by municipal staff

• SDR Comparator Findings – All municipalities surveyed operate their own wastewater treatment facilities

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Wastewater Treatment - Options1. Renew Contract with OCWA:

• annual cost is currently $488,745 to operate Campbellford and Hastings wastewater facilities

• long standing relationship with the Municipality of Trent Hills

• compliance achieved consistently

• licensed Operators manage and maintain facilities

• minimal involvement of municipal staff and resources

• extensive experience in wastewater treatment

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Wastewater Treatment – Options continued2. Bring operation of wastewater facilities in house and form a Water

and Wastewater Department:

Financial Impact- projected savings of $190,000 in water and sewer budget- initial overall corporate savings potentially $50,000 - $100,000

Staffing Considerations- hire 2 new Operators, transfer 1 position from Roads & Urban Services

to new Water and Wastewater Department (total of 3 staff)- Potential to cross-train/license all Operators, one Operator On Call

Asset Management- provides opportunity to oversee municipal assets and ensure they are

maintained

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Water & Wastewater Department - ProposedCAO

Manager, Water

and Wastewater

Operations and

Infrastructure

(Overall

Responsible

Operator)

Water

Distribution/Treatment

Plant Head Operator

Water

Distribution

Treatment

Plant Operator

Water

Distribution

Treatment

Plant Operator

Water

Distribution

Treatment

Plant Operator

Water

Distribution

Treatment

Plant Operator

Meter

Reader/Utility

Person

Wastewater

Collection/Treatment

Plant Head Operator

Wastewater

Collection/

Treatment

Plant

Operator

Wastewater

Collection/

Treatment

Plant

Operator

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Wastewater Collection• Current Trent Hills Service Level – Maintenance of sanitary mains and

lateral maintenance tends to be reactive due to limited resources; time and budget permitting

• Municipal Comparator Results – Best practice is to have regular maintenance schedule for sanitary main cleaning and camera work

Options:

1. Continue with current service levels

2. Dedicate more resources/reorganize staff to implement regular maintenance schedule. Transfer responsibility from Roads Department to new Water and Wastewater Department

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Next steps• Public input welcomed and encouraged throughout Service Delivery

Review

• Water & Wastewater service adjustments to be finalized by Council at the July 7, 2016 Council meeting

• Staff to develop implementation plan/schedule for any approved adjustments

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Service Delivery Review

Water and Wastewater Services

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Service Delivery Review – Objective• Definition: Evaluation process in which a specific municipal service is

systematically reviewed to determine most appropriate way to provide it

• Trent Hills is committed to reviewing every service provided by the municipality

• Service Delivery Review leads to the following outcomes for each service:• Confirmation of current services and delivery practices

• Identify need to investigate further service delivery methods and/or level of service

• Desire to implement new opportunities or directions (add, delete, adjust services and/or delivery methods)

of 230

Service Delivery Review – The Process

• Internal review team examined each service to identify improvements

• Benchmarked with comparator municipalities:1. City of Quinte West2. Township of Stirling-Rawdon3. Township of Marmora and Lake4. City of Belleville

of 230

Water Supply & Distribution Method of Review

Monitoring Internal review, benchmarking

Water Services Internal review, benchmarking

Watermain Maintenance Internal review, benchmarking

Billing & Collecting Internal review, benchmarking

On Call / Weekend Operations Internal review, benchmarking

Locates (water) Internal review, benchmarking

Testing Legislated

Sampling Legislated

Calibrations Legislated

Operator Training & Licensing Legislated


Works Orders Internal review

Booster Pumping Stations Internal review

Hydrants Internal review

Water Meter Internal review, benchmarking

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Wastewater Treatment & Collection Method of Review

Sampling Legislated

Monitoring – Warkworth Lagoon Internal review, benchmarking

Locates (sanitary, storm, street lights) Internal review, benchmarking


Sewer Use By-Law Internal review, benchmarking

Sewer Main and Lateral Maintenance Internal review, benchmarking

Training and Licensing Legislated, internal review

Billing and Collecting Internal review, benchmarking

On Call Hours, Emergency Service Internal review, benchmarking


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Opportunity for Efficiencies

1. Weekend Monitoring

2. Locates

3. Meter Reading

4. Wastewater Treatment

5. Wastewater Collection

of 230

Water - Weekend Monitoring• Current Trent Hills Service Level – On Call operator physically checks

each water plant and the Warkworth lagoon on Saturday and Sunday, total of 7 hours

• Municipal Comparator Results – Most municipalities do not have staff monitoring on the weekend, only on long weekends to meet 72 hour monitoring requirement

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Options – Weekend Monitoring

1. Status quo – approximate annual cost is $32,000

2. Reduce weekend monitoring - monitor from one location using SCADA system on weekend, potential cost reduction of $18,000

3. Eliminate weekend monitoring – sufficient alarms with automatic shut-down abilities to alert On Call Operator of any issues; potential cost reduction of $32,000

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Locates• Current Trent Hills Service Level – Locates completed by two different

departments using two vehicles. Multiple staff involved in water, storm, sanitary, and streetlight locates. Each department completed 450 locates

• Municipal Comparator Results – Responsibility with one or two trained individuals

Options –1. Continue to have two departments complete locates separately

2. All locates to be completed by one or two staff members, one vehicle.Potential savings of $18,000

3. Outsource locates (not recommended)

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Meter Reading

• Current Trent Hills Service Level – One staff responsible for meter reading 6 days per month

• Municipal Comparator Results – Meter reading is done by part-time staff or contracted out

Options –

1. Continue to have meter reading as a staff responsibility

2. Outsource meter reading. This would result in an estimated savings of $8,000 per year. Job duties of current meter reader would be revised to include other duties

of 230

Water & Wastewater Operations - Current

Manager, Water and Wastewater

Operations and Infrastructure

(Overall Responsible Operator)

Meter Reader/

Utility Person

(1)


Plant Operator II and I

(4)

Manager, Roads and

Urban Services

Assistant Manager,

Operations

Assistant Manager,

Technical Services

Wastewater and Urban

Services Leadhand

Class II Equipment

Operators/Wastewater Operators

(4)


Plant Head Operator

WATERWASTEWATER

TREATMENT

WASTEWATER

COLLECTION

Ontario Clean Water Agency

(OCWA)

Campbellford & Hastings

Treatment Plants

Warkworth Lagoon System

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Wastewater Treatment• Current Trent Hills Service Level – Wastewater treatment in

Campbellford and Hastings is contracted to Ontario Clean Water Agency (OCWA)

• The Warkworth Lagoon system is maintained by municipal staff

• SDR Comparator Findings – All municipalities surveyed operate their own wastewater treatment facilities

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Wastewater Treatment - Options1. Renew Contract with OCWA:

• annual cost is currently $488,745 to operate Campbellford and Hastings wastewater facilities

• long standing relationship with the Municipality of Trent Hills

• compliance achieved consistently

• licensed Operators manage and maintain facilities

• minimal involvement of municipal staff and resources

• extensive experience in wastewater treatment

of 230

Wastewater Treatment – Options continued2. Bring operation of wastewater facilities in house and form a Water

and Wastewater Department:

Financial Impact- projected savings of $190,000 in water and sewer budget- initial overall corporate savings potentially $50,000 - $100,000

Staffing Considerations- hire 2 new Operators, transfer 1 position from Roads & Urban Services

to new Water and Wastewater Department (total of 3 staff)- Potential to cross-train/license all Operators, one Operator On Call

Asset Management- provides opportunity to oversee municipal assets and ensure they are

maintained

of 230

Water & Wastewater Department - ProposedCAO

Manager, Water

and Wastewater

Operations and

Infrastructure

(Overall

Responsible

Operator)

Water

Distribution/Treatment

Plant Head Operator

Water

Distribution

Treatment

Plant Operator

Water

Distribution

Treatment

Plant Operator

Water

Distribution

Treatment

Plant Operator

Water

Distribution

Treatment

Plant Operator

Meter

Reader/Utility

Person

Wastewater

Collection/Treatment

Plant Head Operator

Wastewater

Collection/

Treatment

Plant

Operator

Wastewater

Collection/

Treatment

Plant

Operator

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Wastewater Collection• Current Trent Hills Service Level – Maintenance of sanitary mains and

lateral maintenance tends to be reactive due to limited resources; time and budget permitting

• Municipal Comparator Results – Best practice is to have regular maintenance schedule for sanitary main cleaning and camera work

Options:

1. Continue with current service levels

2. Dedicate more resources/reorganize staff to implement regular maintenance schedule. Transfer responsibility from Roads Department to new Water and Wastewater Department

of 230

Next steps• Public input welcomed and encouraged throughout Service Delivery

Review

• Water & Wastewater service adjustments to be finalized by Council at the July 5, 2016 Council meeting

• Staff to develop implementation plan/schedule for any approved adjustments

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To:

Council

Prepared By:

Jim Peters


Lynn Phillips


PLN-2016-24

Subject:

OMB Appeals to Zoning By-law Amendment 2016-42, Island Park RV Resort


Communications


BE IT RESOLVED that Council receive Staff Report PLN-2016-24, regarding OMB Appeals to Zoning By-law Amendment 2016-42, Island Park RV Resort, as information;

AND FURTHER that Council confirm it's support for Zoning By-law Amendment 2016-42.


The purpose of this report is to inform Council regarding the OMB appeals to Zoning By-law Amendment 2016-42.


Council approved Zoning By-law Amendment 2016-42, at its regular meeting of May 3, 2016. The consideration of the By-law was in response to an application to rezone, as filed by Island Park RV Resort. The application was in conjunction with the site plan agreement which was put in place to control the use of the property and to address the identified issues.

The appeals have been submitted by:

Laurie Roy: with regard to the Provincially Significant Wetlands and floodplain of the Trent River. The appeal identifies several sections of the Provincial Policy Statement which the By-law is said not to be consistent with.

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Chandra Davis: with regard to Provincially Significant Wetlands and floodplain of the Trent River, as well as concerns regarding the on-site sewage treatment. The appeal also identifies several sections of the Provincial Policy Statement which the By-law is said not to be consistent with.

Lower Trent Conservation Authority: with regard to inconsistencies with the Natural Heritage Section of the Provincial Policy Statement. The appeal specifically identifies concerns over the Provincially Significant Wetlands.

Ministry of Municipal Affairs and Housing: with regard to alteration to Provincially Significant Wetlands; potential habitat of Blanding's Turtle and the floodplain of the Trent River.

The submission of the materials to the Ontario Municipal Board requires a report from Council regarding the position it takes in response to each appeal to the OMB.


Not applicable.


Not applicable.


Not applicable.


Not applicable.

7. Major Benefits:

Not applicable.


Not applicable.


The submission packages are prepared for submission to the Ontario Municipal Board.

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To:

Council

Prepared By:

Jim Peters


Lynn Phillips


PLN-2016-25

Subject:

Repeal of Part Lot Control By-law - Valley Green Homes


Communications


BE IT RESOLVED that Council receive Staff Report PLN-2016-25, with respect to repealing the Part Lot Control By-law for Valley Green Homes, as information;

AND FURTHER that Council approve the attached By-law, to repeal By-law 2013-27, to remove the exemption of Part Lot Control from lands in Block 36, Plan 112, Being Parts 1 through 86 of Plan 39R-12792.


The purpose of this report is to ask Council to remove the part lot control exemption under the Planning Act, from the above noted lands.


When the affordable housing project was developed on King Street, Council exempted the lands from part lot control. The part lot control exemption allows parts on a registered plan to be transferred without consent or plan of subdivision. This exemption permitted the creation of Kings Park Boulevard, as well as parts over which easements for services could be recognized.

It also allowed the creation of the parcels on which the units are on.

The units have been completed and the road assumption by-law has been passed along with a capital costs contribution agreement.

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It is now an appropriate time to remove the part lot control exemption.


Not applicable.


Not applicable.


The removal of the exemption will keep the parcels as now defined and owned in the current status. Any change would be subject to an application to the Municipality.


Not applicable.

7. Major Benefits:

Not applicable.


Not applicable.


The by-law to remove the exemption will be provided to the owner for registration.

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BY-LAW 2016-62

Being a by-law to Repeal By-law 2013-27

WHEREAS Municipality of Trent Hills By-law 2013-27, designating lands not subject to part lot control, Being Part of Block 36, Plan 112, Being Parts 1 through 86, Plan 39R-12792, former Town of Campbellford, was passed on the 5th day of March, 2013; and WHEREAS Council of the Corporation of the Municipality of Trent Hills deems it expedient to repeal Municipality of Trent Hills By-law 2013-27. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS HEREBY ENACTS AS FOLLOWS:

1. That upon final approval of this By-law, Municipality of Trent Hills By-law 2013-27 is repealed.

2. That this by-law shall come into force and take effect immediately upon

the final passing thereof. By-law 2016-62 be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 21st day of June, 2016. Hector Macmillan (Mayor) Shari Lang (Clerk)

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To:

Council

Prepared By:

Liz Mitchell


Jim Peters, Lynn Phillips


PLN-2016-26

Subject:

SB01/2013, White Horse Investments Corp., Extension to Subdivision Agreement


Customer Service


BE IT RESOLVED that Council receive Staff Report PLN-2016-26, regarding an extension to the agreement for Subdivision SB01/2013, White Horse Investments Corp., as information;

AND FURTHER that Council grants a two (2) year extension for fulfilling the conditions of draft approval for Subdivision SB01/2013, White Horse Investments Corp., to July 1, 2018.


At the April 15, 2014 Council meeting, Council gave draft subdivision approval for the White Horse Investments Corp., in Concession 11, Part of Lot 9, Concession Road 11 West, former Percy Ward.

Official Plan Amendment No., 9 was also approved at this Council meeting, in conjunction with the draft plan of subdivision.

White Horse Investment Corp. has requested an extension to complete the requirements of their subdivision agreement.


In 2013, an application for a twenty eight (28) lot rural subdivision was submitted by White Horse Investments Corp. A site plan is attached for Council's information.

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Draft approval was given by Council at the April 15, 2014 Council meeting, providing a two (2) year time frame to meet the conditions.

White Horse Investments Corp. has been proceeding with meeting the conditions. The required Archeological Assessment has been completed and the applicant is also working on the subdivision agreement, as per the conditions outlined in the draft approval.


Not applicable.


Not applicable.


Under the Planning Act, the approval authority, Municipal Council, is empowered to provide a time period for the developer to meet the conditions for draft plan approval.

Council can also extend the time period if requested and if Council views the extension as appropriate.


Staff supports an extension of two (2) years for the developer to proceed in addressing the draft conditions for approval.

7. Major Benefits:

An extension of the time period provides an opportunity for further rural residential development.


Any development moving forward will be subject to municipal development charges.


This decision will be communicated to the developer once Council has made it.

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BEAMISH ROAD

CO

UN

TY R

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45

CONCESSION 11 WEST

CONCESSION 11 WEST

NE

WA

LLS

BE

AC

H R

OA

D

LAKESHORE DRIVE

TR

EN

WO

OD

ES

TA

TE

S R

OA

D

CONCESSION 11 WEST

11908

11836

308

390

1420

28

20

1523

3536

457

469

445

1022

3440

60

417

55

11580

52

318

342

362

18

14

2 3

34

32

451453

520

94

65

81

48

42

37

42 8

21

43

11870

11707

14

6

24

8

433

511

530

122107

95

1128 561

17

5653

425

333

11484

11976

40

41

7

407

110

41

401

11600

114

69

DRAFT PLAN OF SUB DIVISION SB01/2013

WHITE HORSE INVESTMENTS CORP.

LANDS SUBJECT TO

APPLICATIONS

LANDS SUBJECT TO

APPLICATIONS

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To:


Prepared By:

Kira Mees




EDC-2016-11

Subject:

Canada 150 Community Infrastructure Program


Long Term Capital Plans


BE IT RESOLVED that Council receive staff report EDC-2016-11 regarding the Federal Government's Canada 150 Fund for Community Infrastructure Program for infrastructure renewal and improvements

AND further that Council direct staff to prepare applications for 1. Lighting Improvements in the Campbellford Arena and 2. Accessible Viewing Area in the Warkworth Arena

AND further that the projects be prioritized as above based on staff recommendations


A second intake for the Canada 150 - Community Infrastructure Program has started; two previous submission for the Campbellford Town Square and the Campbellford Seymour Heritage Centre were successful during the first intake of funding requests. This program is part of a coordinated federal approach to celebrate Canada's 150th anniversary by supporting infrastructure renewal. This funding program allows multiple submissions provided that applicant prioritizes the submissions.


Under the theme of "Giving back to Canada" - shaping the future, leaving a legacy and giving a gift to Canada - this program will support the rehabilitation, renovation and expansion of existing public infrastructure assets such as community centres, recreational facilities including arenas, cultural centres and other community infrastructure.

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If approved, the Municipality would enter into an agreement with the Federal Government and only eligible costs would be reimbursed.

7. Major Benefits:

The community would benefit from the completion of these projects as they would contribute to the modernization of infrastructure and the proposed improvements will lead to increased usage of the facilities.


The Canada 150 Community Infrastructure Program will fund up to a maximum of 50% of the total project cost, with a preference given to those projects that only request 33% funding or less.

Project Total Cost Canada 150 Request Municipal portion

Campbellford Arena Lighting Improvements

$62,000 $20,600 $41,400

Warkworth Arena Accessible Viewing Area

$75,000 $25,000 $50,000

While there are no funds specifically budgeted for the Campbellford Arena Lighting project, there were savings of $30,000 from a recent project at the Campbellford Arena that would be re-directed.

The Accessible Viewing Area has $25,000 budgeted towards the projected $75,000 total cost.


If approved by Council, staff will submit applications as prioritized, in advance of the June 24th deadline.

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To:


Prepared By:

Kira Mees




EDC-2016-12

Subject:

Community Improvement Plan application - 49 Doxsee Avenue South, Campbellford


Business Growth


BE IT RESOLVED that Council receive staff report EDC-2016-13 and approve 49 Doxsee Avenue South, Campbellford for up to $6644.65 from the Community Improvement Plan program.


An application to the Community Improvement Plan has been made for 49 Doxsee Avenue South, the location of Forgrave Financial and Marlin Travel. The C.I.P. application is for façade improvements to the building including the addition of 3 windows and new trim and flashing. The anticipated total cost of the renovation eligible under the C.I.P. program are $12,649.30 plus building permit fee $320.


This application meets the objectives of the Community Improvement Plan program which encourages property owners to invest in property improvements. The Municipality plays an active role in this program by providing technical support and financial incentives.


Staff has met with the property owner to review the application. Cost estimates have been obtained for the planned improvements.


In order to receive the funding from the Municipality for the approved C.I.P programs the owner must complete all the proposed work, incur the costs up front and submit copies of invoices to the

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Municipality. In addition, building permits must be obtained prior to work commencing and final inspection by the building department may be required.


If approved by Council, a Municipal By-Law is created for the approved amount and signed by the owner.


Staff members from the planning, fire, building, and finance department have reviewed this application and have determined the property and this project are eligible for the Community Improvement Plan program.

7. Major Benefits:

The planned improvements to this property will re-fresh the appearance of the building. Current tenants are pleased with the plans to add windows to the building's façade and therefore bringing natural light into their workspaces.


The total cost of this façade improvement project is $12,649.30 of which the Municipality can contribute 50%, plus the building permit fee of $320. Therefore the grant requested is $6,644.65

.


The applicant will be notified via telephone of the outcome of this C.I.P. applicaion. If approved, a letter outlining the amounts along with the accompanying by-law are provided for signature to the applicant.

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BY-LAW 2016-66

Being a by-law to authorize execution of an agreement between

The Corporation of the Municipality of Trent Hills and

1191940 Ontario Ltd. (Lynn Forgrave) Owner of 49 Doxsee Ave. South, Campbellford

WHEREAS it is deemed expedient for the Corporation of the Municipality of Trent Hills to enter into an agreement with 1191940 Ontario Ltd. (Lynn Forgrave), owner of 49 Doxsee Ave South, Campbellford, to provide improvements to said property under the Downtown Community Improvement Program. NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS HEREBY ENACTS AS FOLLOWS:

1. That the Mayor and Clerk are hereby authorized and instructed to enter into the agreement between the Corporation of the Municipality of Trent Hills and 1191940 Ontario Ltd. (Lynn Forgrave), attached hereto as Schedule "A", and that the Mayor and Clerk are hereby instructed to perform all acts and to take steps and execute such documents under the seal of the Corporation as may be necessary to effect this agreement.

2. That this by-law shall come into force and take effect immediately upon the final

passing thereof. By-law 2016-66 be introduced and deemed to be read a first, second and third time, be passed and properly signed and sealed this 21st day of June, 2016. _________________________ _________________________ Hector Macmillan (Mayor) Shari Lang (Clerk)

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Schedule ‘A’

Community Improvement Program Agreement

BETWEEN:

1191940 Ontario Ltd. (Lynn Forgrave)

OF THE FIRST PART -and-

THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS

(the “Municipality”)

OF THE SECOND PART

WHEREAS:

1. The Building Owner is the registered owner of the building/Authorized Agent is an approved representative on behalf of the Building Owner located at 49 Doxsee Ave South, Campbellford in the Downtown Community Improvement Plan Area of the Municipality;

2. The Building Owner/Authorized Agent has applied for and the Municipality has

agreed to provide financial assistance toward the cost of the improvements made to the building under the Building Fee Rebate, and Commercial Façade Improvement Programs of the Downtown Community Improvement Plan;

3. The Building Owner/Authorized Agent has agreed to complete the improvements

to the building as outlined in the approved application to the Municipality under the terms of this Agreement;

NOW THEREFORE in consideration of the mutual covenants and agreements contained herein:

1. The Municipality shall provide financial assistance to the Building Owner/Authorized Agent as follows:

a. The sum of up to $6,644.65 dollars shall be paid to the Building Owner/Authorized Agent in the form of a grant;

b. Payment of the sum of up to $6,644.65 dollars to the Building Owner/Authorized Agent shall be in accordance with direction received.

2. The Building Owner/Authorized Agent shall provide documentation and evidence

of the completion of the improvements to the building as follows:

a. Copies of paid invoices from work approved by the Municipality. b. An approved inspection of the property by the Municipality Building

Department verifying the approved building improvements were completed and done in compliance with the Ontario Building Code.

3. The Municipality shall provide payment to the Building Owner/Authorized Agent

upon receipt of evidence and documentation that the improvements have been complete and upon verification that the property taxes are not in arrears, the property taxes have been paid for the current year, and the property has no outstanding order or municipal fees.

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4. This Agreement shall be binding upon and enure to the benefit of the respective

successors and assigns of the Parties. 5. The Building Owner/Authorized Agent has one year to complete the above

outline improvements or this agreement will expire. IN WITNESS WHEREOF, the Parties have signed this Agreement as at the 21st day of June, 2016.

THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS Per: _________________________ Mayor, Hector Macmillan __________________________ Clerk, Shari Lang

__________________________ Name: 1191940 Ontario Ltd. (Lynn Forgrave) Position: Owner

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To:


Prepared By:

Kira Mees




EDC-2016-13

Subject:

Community Improvement Plan application - 8 Bridge Street South, Hastings


Business Growth


BE IT RESOLVED that Council receive staff report EDC-2016-13 and approve up to $3,767 from the Community Improvement Plan for façade improvements at 8 Bridge Street South, Hastings


An application to the Community Improvement Plan has been made by Dr. Klara Zaslavsky, the owner of the Hastings First Dental practice This C.I.P application is for façade improvements. The estimated total costs eligible under the C.I.P program are $7,534. The project will include new and upgraded signage and window decals to promote the dental practice.


This application meets the objectives of the Community Improvement Plan program which encourages property owners to invest in property improvements. The Municipality plays an active role in this program by providing technical support and financial incentives.


Staff has met with the owner to review the application. Cost estimates have been obtained for the planned improvements.


In order to receive funding from the Municipality for the approved C.I.P. application, the owners must complete all of the proposed work, incur the costs up front and submit copies of invoices to the

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Municipality. In addition, any required permits must be obtained prior to work commencing and upon completion of the project, a final inspection by the building department may be required.


If approved by Council, a Municipal By-Law is created for the approved amount and signed by the owner.


Staff members from the planning, fire, building and finance departments have reviewed this application and have determined that the property and this project are eligible for the Community Improvement Plan program.

7. Major Benefits:

This property is in a prominent location on Bridge Street South, in Hastings. Dr. Zaslavsky has made a significant investment in the property; the dental clinic is very modern and stylish. The dental clinic is a welcome addition to the community and it is hoped that this façade improvement will bring more attention and new clients to the practice.


The total cost of this façade improvement is $7,534 of which the Municipality can contribute 50%. Therefore the total façade improvement grant will be for up to $3,767.


The property owner will be notified by telephone of the outcome of this C.I.P. application. If approved, a letter outlining the amounts along with the accompanying by-law are provided for signature to the applicant.

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BY-LAW 2016-67



Dr. Klara Zaslavsky Owner of 8 Bridge Street South, Hastings

WHEREAS it is deemed expedient for the Corporation of the Municipality of Trent Hills to enter into an agreement with Dr. Klara Zaslavsky, owner of 8 Bridge Street South, Hastings, to provide improvements to said property under the Downtown Community Improvement Program. NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS HEREBY ENACTS AS FOLLOWS:

1. That the Mayor and Clerk are hereby authorized and instructed to enter into the agreement between the Corporation of the Municipality of Trent Hills and Dr. Klara Zaslavsky, attached hereto as Schedule "A", and that the Mayor and Clerk are hereby instructed to perform all acts and to take steps and execute such documents under the seal of the Corporation as may be necessary to effect this agreement.

2. That this by-law shall come into force and take effect immediately upon the final

passing thereof. By-law 2016-67 be introduced and deemed to be read a first, second and third time, be passed and properly signed and sealed this 21st day of June, 2016. _________________________ _________________________ Hector Macmillan (Mayor) Shari Lang (Clerk)

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Schedule ‘A’

Community Improvement Program Agreement

BETWEEN:

Dr. Klara Zaslavsky OF THE FIRST PART

-and-


(the “Municipality”)

OF THE SECOND PART

WHEREAS:

1. The Building Owner is the registered owner of the building/Authorized Agent is an approved representative on behalf of the Building Owner located at 8 Bridge Street South, Hastings in the Downtown Community Improvement Plan Area of the Municipality;

2. The Building Owner/Authorized Agent has applied for and the Municipality has

agreed to provide financial assistance toward the cost of the improvements made to the building under the Building Fee Rebate, and Commercial Façade Improvement Programs of the Downtown Community Improvement Plan;

3. The Building Owner/Authorized Agent has agreed to complete the improvements

to the building as outlined in the approved application to the Municipality under the terms of this Agreement;

NOW THEREFORE in consideration of the mutual covenants and agreements contained herein:

1. The Municipality shall provide financial assistance to the Building Owner/Authorized Agent as follows:

a. The sum of up to $3,767 dollars shall be paid to the Building Owner/Authorized Agent in the form of a grant;

b. Payment of the sum of up to $3,767 dollars to the Building Owner/Authorized Agent shall be in accordance with direction received.

2. The Building Owner/Authorized Agent shall provide documentation and evidence

of the completion of the improvements to the building as follows:

a. Copies of paid invoices from work approved by the Municipality. b. An approved inspection of the property by the Municipality Building

Department verifying the approved building improvements were completed and done in compliance with the Ontario Building Code.

3. The Municipality shall provide payment to the Building Owner/Authorized Agent

upon receipt of evidence and documentation that the improvements have been complete and upon verification that the property taxes are not in arrears, the property taxes have been paid for the current year, and the property has no outstanding order or municipal fees.

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4. This Agreement shall be binding upon and enure to the benefit of the respective

successors and assigns of the Parties. 5. The Building Owner/Authorized Agent has one year to complete the above

outline improvements or this agreement will expire. IN WITNESS WHEREOF, the Parties have signed this Agreement as at the 21st day of June, 2016.

THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS Per: _________________________ Mayor, Hector Macmillan __________________________ Clerk, Shari Lang

__________________________ Name: Dr. Klara Zaslavsky Position: Owner

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To:

Council

Prepared By:

Scott White


Lynn Phillips


PWK-2016-33

Subject:

2016 April Operational Report for Water and Warkworth Wastewater


Communications, Customer Service


BE IT RESOLVED THAT Council receives this report for information purposes.


April operational report for the Campbellford, Warkworth and Hastings drinking water systems and the Warkworth Wastewater system.


Operational reports provide important information in relation to the operation of each facility as well as information on capital projects, staff training, DWQMS and MOECC compliance.


N/A


N/A


N/A


N/A

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7. Major Benefits:

N/A


N/A


Acceptance of this report by Council will be communicated through the resolution contained in the meeting minutes.

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MUNICIPALITY OF TRENT HILLS

PUBLIC WORKS DEPARTMENT WATER DIVISION

MONTHLY REPORT APRIL 2016

OPERATIONS OVERVIEW

Water Treatment

YES NO

Staff completed weekly operations, sampling, testing and required system maintenance.

X

Staff completed weekend plant routines, sampling and inspection. X

Staff responded to afterhours alarm conditions as required. X

Tested all automatic facility shut-down systems and confirmed proper operation. X

Weekly microbiological samples were collected on the raw and treated supply as per Ontario Regulation 170/03.

X

Collected monthly process wastewater sample to be analyzed for total suspended solids as per municipal drinking water license.

X

Tested critical alarms and confirmed signals with Trent Security Systems weekly. X

Drive gears and chains were oiled on clarifier drives at the Hastings WTP. X

Cleaned/flushed coagulant injection systems with hot water. X

Cleaned clarifier tube settlers. (Campbellford and Hastings) X

Received bulk delivery of sodium hypochlorite for Warkworth WTP. X

Operated emergency standby generators under full load test conditions at each facility on a weekly basis.

X

Staff installed new contact tank chlorine residual analyzer at Warkworth X

Staff installed new 5 HP submersible lowlift pump at Warkworth X

CAPITAL EXPENDITURES – Treatment YES NO

Nothing to Report X

OPERATIONS

Water Distribution

YES NO

Staff collected microbiological samples in the distribution system as per O. Reg. 170. X

Monitored chlorine residuals in the distribution system weekly. X

Monitored High Street re-chlorination system daily. X

Monitored and calibrated chlorine residual analyzers located at the Hastings and Campbellford water towers, as well as the Warkworth Booster Pumping Station located on Old Hastings Rd.

X

Staff completed several locates for other utilities. X

Staff completed several water re/disconnects. X

Staff flushed 150mm service lines at the Business Park in Campbellford. X

Staff inspected any fire hydrants used by municipal fire departments. X

Water meters were read and repaired as required. X

Staff started the spring hydrant flushing and maintenance program X

Staff completed several service box repairs X

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CAPITAL EPENDITURES – Distribution YES NO

Nothing to Report X

COMPLIANCE/NON-COMPLIANCE ISSUES YES NO

The 2016 Financial Plan was submitted to the MOECC Municipal Drinking Water License Branch and the Ministry of Municipal Affairs and Housing

X

There were no items of non-compliance identified for the Campbellford, Hastings and Warkworth drinking water systems.

X

DRINKING WATER QUALITY MANAGEMENT SYSTEM (DWQMS) YES NO

Scott Campbell attended the Walkerton Clean Water Centre workshop. X

SAFETY & TRAINING YES NO

Monthly workplace safety inspections were completed. There was no safety concerns/issues noted on the most recent inspection report.

X

Tested emergency lighting and eyewash stations at all facilities monthly. X

Staff inspected all fire extinguishers monthly. X

MSDS documents updated as necessary. X

WARKWORTH WASTEWATER SYSTEM

WASTEWATER FLOWS

Amount Collected

April 2016 M3

April 2015 M3

Total 7,647 7,173

Average 255 239

Minimum 170 163

Maximum 384 410

OPERATIONS OVERVIEW

YES NO

Collected flow data, pump hours and levels daily at the East St. pump station. X

Monitored lagoon levels daily. X

Collected pump hours from the George St. pump station. X

Operated the stand-by generator at the East St. pump station on a weekly basis. X

Collected monthly raw sewage samples for chemistry analysis. X

Municipal Utility Monitoring Program monthly data collected and submitted to MOECC X

Collected pre-release samples from the West Lagoon. X

Started the release of the West Lagoon contents with a total of 28,470 cubic meters being released over a period of 475.75 hours

X

Staff collected 6 sets of composite samples during April. All results were well below the allowable limits as detailed in the Environmental Certificate of Approval. (ECA)

X


There were no items of non-compliance in the Warkworth Wastewater System. X

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WATER DIVISION

WATER OPERATIONS

REPORT

Municipality of Trent Hills April 2016

TREATED WATER

CONSUMPTION - (M3) 2016 2015 2016 2015 2016 2015

Total -month 61,170 62,749 4,487 4,670 10,665 13,501

Ave. - daily 2,039 2,092 145 151 355 450

Min. - daily 1,770 1,752 118 130 285 358

Max. - daily 2,446 2,464 197 209 498 532

Total Treated Supplied 76,322 80,920

Campbellford, Warkworth, Hastings

Notes:

CHEMICAL USAGE - (Kg)

2016 2015 2016 2015 2016 2015

SternPAC 2,663 2,703 454 502 512 677

Silicate 200.9 153.0 56.2 64.4

Polymer 1.48 1.53

Chlorine 228.5 253.1 12.8 14.7 51.5 29.7

Notes:

Total Chemical Usage Month

2016 2015

SternPAC 3,628 3,882

Silicate 257 217

Polymer 1.48 1.53

Chlorine 292.8 297.5

CAMPBELLFORD WARKWORTH HASTINGS

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To:

Council

Prepared By:

Scott White


Lynn Phillips


PWK-2016-34

Subject:

2016 May Operational Report for Water and Warkworth Wastewater


Communications, Customer Service


BE IT RESOLVED THAT Council receives this report for information purposes.


May operational report for the Campbellford, Warkworth and Hastings drinking water systems and the Warkworth Wastewater system.


Operational reports provide important information in relation to the operation of each facility as well as information on capital projects, staff training, DWQMS and MOECC compliance.


N/A


N/A


N/A


N/A

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7. Major Benefits:

N/A


N/A


Acceptance of this report by Council will be communicated through the resolution contained in the meeting minutes.

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PUBLIC WORKS DEPARTMENT WATER DIVISION

MONTHLY REPORT MAY 2016

OPERATIONS OVERVIEW

Water Treatment

YES NO

Staff completed weekly operations, sampling, testing and required system maintenance.

X

Staff completed weekend plant routines, sampling and inspection. X

Staff responded to afterhours alarm conditions as required. X

Tested all automatic facility shut-down systems and confirmed proper operation. X

Weekly microbiological samples were collected on the raw and treated supply as per Ontario Regulation 170/03.

X

Collected monthly process wastewater sample to be analyzed for total suspended solids as per municipal drinking water license.

X

Tested critical alarms and confirmed signals with Trent Security Systems weekly. X

Drive gears and chains were oiled on clarifier drives at the Hastings WTP. X

Cleaned/flushed coagulant injection systems with hot water. X

Cleaned clarifier tube settlers. (Campbellford and Hastings) X

Received bulk delivery of sodium hypochlorite for Warkworth WTP. X

Operated emergency standby generators under full load test conditions at each facility on a weekly basis.

X

Staff completed quarterly maintenance at all facilities X

During routine testing of the Campbellford back-up generator, the transfer switch malfunctioned and caused a reverse power surge to the generator. This caused a complete failure of the unit. The insurance company was notified and investigations are continuing. A portable unit was rented the same day and is on-site.

X

A sample point plug on a 150mm valve failed in the Campbellford highlift pumping area in the basement. This caused a severe flood in the highlift area. Due to having a flood alarm in this area, on-call staff were notified of the flood and the leak was isolated prior to electrical components for the highlift pumps and UV systems being damaged.

X

Staff replaced the raw water sample pump that failed at the Campbellford facility X

CAPITAL EXPENDITURES – Treatment YES NO

Nothing to Report X

OPERATIONS

Water Distribution

YES NO

Staff collected microbiological samples in the distribution system as per O. Reg. 170. X

Monitored chlorine residuals in the distribution system weekly. X

Monitored High Street re-chlorination system daily. X

Monitored and calibrated chlorine residual analyzers located at the Hastings and Campbellford water towers, as well as the Warkworth Booster Pumping Station located on Old Hastings Rd.

X

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Staff completed several locates for other utilities. X

Staff completed several water re/disconnects. X

Staff flushed 150mm service lines at the Business Park in Campbellford. X

Staff inspected any fire hydrants used by municipal fire departments. X

Water meters were read and repaired as required. X

Landmark Municipal Services completed internal and external inspections of all off-site water storage facilities

X

Staff collected quarterly samples in the distribution system as per regulation X

Staff completed the spring fire hydrant flushing and maintenance program in all distribution systems

X

CAPITAL EPENDITURES – Distribution YES NO

Nothing to Report X


MOECC Inspectors were on-site to complete a compliance inspection of the Campbellford system.

X

Received the new Permit To Take Water (PTTW) form the MOECC for the Hastings system

X

There were no items of non-compliance identified for the Campbellford, Hastings and Warkworth drinking water systems.

X

DRINKING WATER QUALITY MANAGEMENT SYSTEM (DWQMS) YES NO

Staff uploaded the Operational Plan and Standard Operating Procedures to the NSF international portal site for auditor review in preparation for the external audit scheduled for July 15, 2016

X

SAFETY & TRAINING YES NO

Monthly workplace safety inspections were completed. There was no safety concerns/issues noted on the most recent inspection report.

X

Tested emergency lighting and eyewash stations at all facilities monthly. X

Staff inspected all fire extinguishers monthly. X

MSDS documents updated as necessary. X

Scott Campbell is scheduled to attend the Walkerton Clean Water Centre (WCWC) watermain disinfection pilot course on June 13, 2016 in Peterborough. Persons attending this course were invited and will be providing feedback and comments prior to the course being finalized and made available to all operators within the province. This course is being developed because of the new watermain disinfection procedure recently implemented by the MOECC.

X

Todd Kerr attended an Operations and Maintenance of Sanitary \collection systems course

X

WARKWORTH WASTEWATER SYSTEM

WASTEWATER FLOWS

Amount Collected

May 2016 M3

May 2015 M3

Total 6,311 5,884

Average 204 190

Minimum 135 131

Maximum 248 256

OPERATIONS OVERVIEW

YES NO

Collected flow data, pump hours and levels daily at the East St. pump station. X

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Monitored lagoon levels daily. X

Collected pump hours from the George St. pump station. X

Operated the stand-by generator at the East St. pump station on a weekly basis. X

Collected monthly raw sewage samples for chemistry analysis. X

Municipal Utility Monitoring Program monthly data collected and submitted to MOECC X

Staff completed the release of the West Lagoon contents on May 12, 2016. Composite samples were collected weekly throughout the release with all results of al parameters being well below limits detailed in the Environmental certificate of Approval (ECA). A total of 6,395 cubic meters was released in the May.

X

Staff closed sluice gates and installed expandable plugs following the release in the discharge piping

X

Staff removed the aluminum slide gate and had repaired and reinstalled. X


There were no items of non-compliance in the Warkworth Wastewater System. X

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WATER DIVISION

WATER OPERATIONS

REPORT

Municipality of Trent Hills May 2016

TREATED WATER

CONSUMPTION - (M3) 2016 2015 2016 2015 2016 2015

Total -month 69,819 74,625 5,710 5,311 15,052 15,451

Ave. - daily 2,252 2,407 184 171 486 498

Min. - daily 1,834 1,979 138 129 352 376

Max. - daily 2,846 3,131 310 334 750 705

Total Treated Supplied 90,581 95,387

Campbellford, Warkworth, Hastings

Notes:

CHEMICAL USAGE - (Kg)

2016 2015 2016 2015 2016 2015

SternPAC 2,919 2,970 545 427 753 756

Silicate 266.0 203.3 83.8 101.2

Polymer 1.78 1.73

Chlorine 282.9 317.1 17.4 16.7 78.6 68.5

Notes:

Total Chemical Usage Month

2016 2015

SternPAC 4,216 4,154

Silicate 350 305

Polymer 1.78 1.73

Chlorine 378.9 402.3

CAMPBELLFORD WARKWORTH HASTINGS

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OPERATIONS OVERVIEW – Wastewater Treatment Campbellford & Hastings

Daily operations, sampling, testing and required system maintenance completed Weekly samples of final effluent for analysis as per the Certificate of Approval collected Stand-by diesel generators at main facility and sewage pumping stations operated Asset management requirements for all plant equipment, treatment processes and sewage

pumping stations completed Critical alarms tested and confirmed with applicable alarm monitoring company All sewage pumping stations checked, flow data, pump hours, levels and inspections

completed, check valves exercised and bar screens raked Flowmetrix on-site for annual flowmeter calibration Vince Ring on-site for annual maintenance to diesel generators

Campbellford

Monthly raw sewage and final effluent samples as per the Certificate of Approval collected Monthly primary biosolids quality and dewatered sludge cake samples collected Dewatered 537.86m3 of biosolids Cleaned and maintained chemical feed systems, ultra violet disinfection system, clarifiers and

centrifuge Carmichael on-site for annual boiler maintenance, pressure test of gas draw off lines and

inspections of flame arrestors. Replaced coupling assembly on primary clarifier #2 Carmichael on-site to install properly sized relief valve on the boiler

Hastings

Monthly samples of raw sewage for analysis as per the Certificate of Approval collected Biosolids quality samples collected as required Oxidation-Reduction Potential (ORP) sensors calibration verification completed Flowmetrix on-site to install new digital chart recorder Installed new blower unit on aerator #1 in oxidation ditch


CAMPBELLFORD & HASTINGS MONTHLY REPORT

May 2016

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WASTEWATER FLOWS

Amount Collected

CAMPBELLFORD HASTINGS

May 2016 m3

May 2015 m3

May 2016 m3

May 2015 m3

Total 92,940.0 92,593.0 22,114.0 17,421.0 Average 2,998.1 2,986.9 713.4 562.0 Minimum 2,657.0 2,624.0 552.0 413.0 Maximum 3,698.0 3,447.0 900.0 780.0 COMPLIANCE SUMMARY Yes No

All samples collected in accordance with the Certificates of Approval

All effluent concentrations in compliance with the effluent limits specified in the Certificate of Approval

Overall, facilities operated and maintained in compliance with all requirements of the Certificates of Approval

MANAGEMENT DISCUSSIONS

Performance of equipment within the facilities and all pumping stations has been assessed throughout the month and no deficiencies were identified

MAJOR CAPITAL EXPENDITURES Campbellford & Hastings

Included O & M minor capital for 2016 Campbellford

Charmichael Engineering LTD. – Annual maintenance service agreement on the gas boiler and seven flame arrestors

Adamson & Dobbin LTD.- Annual backflow device inspections

Hastings

Adamson & Dobbin LTD.- Annual backflow device inspections

SAFETY & TRAINING

Monthly workplace inspections completed and any safety concerns/issues were addressed

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MISCELLANEOUS

All process data recorded has been entered into WISKI 7, which has replaced the previous data entry application PDC (Process Data Collection) for the quarterly transfer to the MOE

All maintenance activities (asset management) entered into the Work Management System (WMS)

RECOMMENDATION BE IT RESOLVED That Council receive the report as information.

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MONTHLY OPERATIONS REPORT May 2016

FINAL EFFLUENT - (m3) 2016 2015 2016 2015Total - month 92,940.0 92,593.0 22,114.0 17,421.0Avg. - daily 2,998.1 2,986.9 713.4 562.0Min. - daily 2,657.0 2,624.0 552.0 413.0Max. - daily 3,698.0 3,447.0 900.0 780.0

Month Total Wastewater Treated:Campbellford & Hastings 115,054 110,014

MONTH TOTAL CHEMICAL USAGE - (Kg)2016 2015 2016 2015

Coagulant (Alum - Phophorus Removal) 628.00 899.00 1,499.00 965.00Polymer (Mangnafloc - Process Settling) 0.00 230.12 n/a n/aPolymer (Zetag - Dewatering) 231.30 261.90 n/a n/aSodium Hypochlorite (Disinfection) n/a n/a 512.90 1,281.30Sodium Bisulphate (Dechlorination) n/a n/a 577.00 454.30

Month Total Chemical Usage - (Kg):Campbellford & Hastings 2016 2015Coagulant (Alum - Phophorus Removal) 2,127.00 1,864.00Polymer (Mangnafloc - Process Settling) 0.00 230.12Polymer (Zetag - Dewatering) 231.30 261.90Sodium Hypochlorite (Disinfection) 512.90 1,281.30Sodium Bisulphate (Dechlorination) 577.00 454.30

Monthly Pump Run Time (hrs)- Sewage Pump Stations

SPS No. 1 May-16 494.25 5.77 0.356 500.4SPS No. 2 May-16 30.7 28.6 N/A 59.3SPS No. 3 May-16 5.7 5.4 N/A 11.1

Main SPS #1 May-16 76.1 72.8 149.0Homewood May-16 10.6 15.2 25.8SPS No. 3 May-16 113.9 71.6 185.5

Total Pump 1,2 & 3 Run Hour(s)

Pump No. 1 Run Hours

Monthly

Pump No. 2 Runs Hours

Monthly

Total Pump 1 & 2 Run Hour(s)

Location: Month: Hastings WWTF SPS Pump Run Hours

Location: Month: Campbellford WWTF SPS Pump Run Hours

Pump No. 1 Run Hours

Monthly


Monthly




Monthly

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FINAL EFFLUENT - (m3) 2009 2008 2009 2008Total - monthAvg. - daily

Month Total Wastewater Treated:Campbellford & Hastings 0 0

MONTH TOTAL CHEMICAL USAGE - (Kg)2009 2008 2009 2008

Alum 606 660 960Magnafloc (Polymer Aid) 123.32 104.71Zetag 161.3 216.6Sodium Hypochlorite 417.79

Month Total Chemical Usage - (Kg):Campbellford & HastingsAlum 606 1620Magnafloc (Polymer Aid) 123.32 104.71Zetag 161.3 216.6Sodium Hypochlorite 0 417.79

0

750

1,500

2,250

3,000

3,750

4,500

1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31

Flo

w (

m3/

d)

May

Campbellford WWTFFlow Comparison May 2015/May 2016

Rated Capacity 6,600 m3/d (Average Day Flow)

Raw Sewage FlowSum (m3/d) - 2015


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2009 2008 2009 2008

0 0

2009 2008 2009 2008606 660 960

123.32 104.71161.3 216.6

417.79

0.00

100.00

200.00

300.00

400.00

500.00

600.00

700.00

800.00

900.00

1,000.00

1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31

Flo

w (

m3/

d)

May

Hastings WWTF Flow Comparison May 2015/May 2016

Rated Capacity 1,060 m3/d (Average Day Flow)



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Month: May 2015/May 2016

Date Raw Sewage Flow Raw Sewage Flow Flows to Aeration Flows to Aeration Final Effluent Flow Final Effluent FlowSum (m3/d) - 2015 Sum (m3/d) - 2016 Sum (m3/d) - 2015 Sum (m3/d) - 2016 Sum (m3/d) - 2015 Sum (m3/d) - 2016

1 3,313 2,963 3,313 2,963 3,313 2,9632 3,236 2,976 3,236 2,976 3,236 2,9763 3,241 2,827 3,241 2,827 3,241 2,8274 3,392 2,737 3,392 2,737 3,392 2,7375 3,255 2,797 3,255 2,797 3,255 2,7976 3,178 3,429 3,178 3,429 3,178 3,4297 3,023 3,698 3,023 3,698 3,023 3,6988 3,318 3,153 3,318 3,153 3,318 3,1539 2,991 3,510 2,991 3,510 2,991 3,510

10 2,997 3,368 2,997 3,368 2,997 3,36811 3,087 3,083 3,087 3,083 3,087 3,08312 3,447 3,024 3,447 3,024 3,447 3,02413 2,895 3,093 2,895 3,093 2,895 3,09314 2,943 3,076 2,943 3,076 2,943 3,07615 2,731 3,084 2,731 3,084 2,731 3,08416 2,760 2,967 2,760 2,967 2,760 2,96717 2,907 2,978 2,907 2,978 2,907 2,97818 2,960 2,976 2,960 2,976 2,960 2,97619 2,857 2,976 2,857 2,976 2,857 2,97620 2,920 2,938 2,920 2,938 2,920 2,93821 2,791 2,924 2,791 2,924 2,791 2,92422 2,636 2,959 2,636 2,959 2,636 2,95923 2,857 3,039 2,857 3,039 2,857 3,03924 2,624 2,923 2,624 2,923 2,624 2,92325 2,636 3,034 2,636 3,034 2,636 3,03426 2,813 2,807 2,813 2,807 2,813 2,80727 2,734 2,657 2,734 2,657 2,734 2,65728 2,795 2,725 2,795 2,725 2,795 2,72529 2,809 2,671 2,809 2,671 2,809 2,67130 3,212 2,738 3,212 2,738 3,212 2,73831 3,235 2,810 3,235 2,810 3,235 2,810

Total 92,593.0 92,940.0 92,593.0 92,940.0 92,593.0 92,940.0Avg. 2,986.9 2,998.1 2,986.9 2,998.1 2,986.9 2,998.1Min. 2,624.0 2,657.0 2,624.0 2,657.0 2,624.0 2,657.0Max. 3,447.0 3,698.0 3,447.0 3,698.0 3,447.0 3,698.0

Campbellford WWTF - Monthly Flow Data Comparison

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Month: May 2015/ May 2016

Date Raw Sewage Flow Raw Sewage Flow Final Effluent Flow Final Effluent FlowSum (m3/d) - 2015 Sum (m3/d) - 2016 Sum (m3/d) - 2015 Sum (m3/d) - 2016

1 780 900 780 9002 748 880 748 8803 731 872 731 8724 686 868 686 8685 650 832 650 8326 642 809 642 8097 633 833 633 8338 612 827 612 8279 583 796 583 79610 567 744 567 74411 582 753 582 75312 667 890 667 89013 661 718 661 71814 585 701 585 70115 559 772 559 77216 533 764 533 76417 526 726 526 72618 545 650 545 65019 517 620 517 62020 515 658 515 65821 491 635 491 63522 518 633 518 63323 482 625 482 62524 479 573 479 57325 450 568 450 56826 444 557 444 55727 427 552 427 55228 481 585 481 58529 413 594 413 59430 445 574 445 57431 469 605 469 605

Total 17,421.0 22,114.0 17,421.0 22,114.0

Avg. 562.0 713.4 562.0 713.4Min. 413.0 552.0 413.0 552.0Max. 780.0 900.0 780.0 900.0

Hastings WWTF - Monthly Flow Data Comparison

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To:

Council

Prepared By:

Scott White


Lynn Phillips


PWK-2016-35

Subject:

Supply and Installation of a new Municipal Office Phone System - Request For Quote Award PWK 2016-02


Communications, Long Term Capital Plans, Customer Service


BE IT RESOLVED THAT Council accept the Request for Quote (RFQ) as submitted by Diversified Communications received Thursday June 2, 2016 in the amount of $15,264.00 including HST net of rebate for the supply, installation and training related to a new phone system and supporting equipment at the Municipal Office.


A Request For Quote (RFQ) was issued for supply and installation of a new turnkey phone system for the municipal office. The closing occurred at 2:00 pm on June 2, 2016 with three (3) submissions being received on time and at the specified location. The submissions were opened publicly at 2:30 pm with Councillor Rosemary Kelleher-Maclennan, Clerk Shari Lang, and Administrative Assistant Susan Gordon present for the opening.


The current phone system at the municipal office is approximately twenty (20) years old and is in need of replacement. There is currently directory issues when persons call, particularly with use of cell phones using this feature. The existing system lacks flexibility and compatibility with use of cell phones as well as changes in relation to internal extensions. The system completely failed in November of 2015 requiring emergency service from a telecommunciations firm at that time. The front end Nortel platform required a re-boot to the system and the technician informed staff at that the entire system required replacement. A new phone system was included in the 2016 Administration Capital Budget.

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N/A


By not replacing the existing phone system, Trent Hills runs the risk of a complete failure of the system and no means of telecommunications with staff, the public and other outside agencies.


N/A


Municipal staff will be trained on the operation of the new phones and phone system. Training was included in the request for quote.

7. Major Benefits:

The new system will provide the following benefits:

Reliability

More flexibility for staff and incoming callers

Ability to pick up cell phone tones

Eliminate current issues with callers navigating the staff directory

Requested directory will be reliable

Flexibility with staff extensions


The following provided details of the quotes received as well as proposed fees including HST net of rebate:

Southeastern Telecommunications $18,026.22

Voice Carrier LLC $22,634.15

Diversified Communications $15,264.00

Funding for this specific project was included in the 2016 Administration Capital Budget. $25,000 was included in the budget for this work and therefore sufficient funds were allocated.


Acceptance of the staff recommendation by Council will be passed in a resolution contained in the meeting minutes. Staff will notify Diversifed Communications of council's decision.

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To:

Council

Prepared By:

Scott White


Lynn Phillips


PWK-2016-36

Subject:

Granular Acitvated Carbon and Filter Underdrain Repairs- Request For Quote Award PWK 2016-03


Long Term Capital Plans, Customer Service


BE IT RESOLVED THAT Council accept the Request for Quote (RFQ) as submitted by Continental Carbon Group received Thursday May 19, 2016 in the amount of $199,724.35 including HST net of rebate for the removal, disposal and replacement of the Granular Activated Carbon (GAC) at the Campbellford and Hastings WTP's and filter underdrain repairs at Campbellford.


A Request For Quote (RFQ) was issued for the replacement of Granular Activated Carbon (GAC) at the Campbellford and Hastings WTP's and repairs to the Campbellford underdrain system. The closing occurred at 2:00 pm on May 19, 2016 with two (2) submissions being received on time and at the specified location. The submissions were opened publicly at 2:30 pm with Councillor Rick English, General Manager of Infrastructure Renewal Scott White, Clerk Shari Lang and Administrative Assistant Susan Noonan present for the opening as well as contractor representatives.


Granular Activated Carbon is the type of filtering media utilized at the Campbellford and Hastings Water Treatment Plants. Not only does GAC filter unwanted impurities from the water during the filtration process but it also has the ability to absorb microscopic organics which impart tastes and odours to our drinking water. Eventually the absorption properties of the GAC become exhausted and it must be replaced. Typically, GAC has a four (4) year life span at our facilities and we have now reached that milestone and the GAC at the Campbellford and Hastings plants is at the end of its life cycle and must be replaced. Annual testing completed on the GAC confirms that the existing material is at it's end of life.

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N/A


1. Unwanted tastes and odours (i.e fishy, earthy) will be present in our drinking water during summer months.

2. Staff will have to endure customer complaints and confidence in our drinking water will be compromised.


N/A


N/A

7. Major Benefits:

1. GAC must be replaced to control and eliminate taste and odours that naturally occur in the drinking water.

2. Will avoid customer complaints. 3. Ensure customer confidence in the quality of our drinking water.


The following provided details of the quotes received as well as proposed fees including HST net of rebate:

Continental Carbon Group (CCG) $199,724.35

Brenntag $224,535.48

The breakdown is as follows of the low bid submitted by CCG:

Campbellford $141,670.27

Hastings $ 58,054.08

Funding for this specific project was included in the 2016 Capital budgets for the Campbellford and Hastings systems. There was a total of $135,000 included in the Campbellford capital budget and $40,000 for Hastings. A further $8,000 was included in the Hastings capital budget for replacement of the air conditioning system which is still available and can be applied to this project. Therefore, the total amount included for this project from both budgets is $183,000 which leaves a shortfall of approx. $6,000 for the Campbellford portion of work and $10,000 for the Hastings. Staff will find the remainder of funds from other areas of the overall operating budgets for each system.


Acceptance of the staff recommendation by Council will be passed in a resolution contained in the meeting minutes. Staff will notify Continental Carbon Group of council's decision.

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To:

Mayor and Council

Prepared By:

Tim Blake


Lynn Phillips


THF 2016 - 16

Subject:

Re: May Monthly Report


Customer Service


BE IT RESOVLED That Council receives Staff Report THF 2016 - 16 as information.


Municipality of Trent Hills Fire Department Monthly Report.


Council has requested a monthly report on Departmental activities.


none


none


none


none

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7. Major Benefits:

Council has current information regarding Fire Department activities.


none


Firefighters/Officers will be advised through e-mails, training, and Station Meetings.

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Municipality of Trent Hills Fire Department Monthly Report

May 2016

There were 16 calls for ambulance assists within the month of May 2016, 6 calls for medical assistance to medical crew, 4 calls for ambulance delay, 0 calls canceled en-route to incident, 0 calls for assistance not required by ambulance, 0 calls for assistance (false alarm) not required by patient from ambulance crew or fire crews, and 6 calls for lift assist to ambulance crew.

The focus of training throughout the month of May included Vehicle Firefighting. TASK: Attack a passenger vehicle fire while operating as a member of a team, so that hazards are avoided, leaking flammable

liquids are identified and controlled, protection from flash fires is maintained, all vehicle compartments are overhauled, and the fire is extinguished.

PERFORMANCE OUTCOME: The Firefighter, while operating as a member of a team, shall demonstrate the ability to identify automobile fuel type; assess and control fuel leaks; open, close, and adjust the flow and pattern on the nozzles; apply water for maximum effectiveness while maintaining flash fire protection; advance attack lines; and expose hidden fires by opening all automobile compartments.

EQUIPMENT: Hose lines, fire apparatus, personal protective equipment, SCBA (on air), hand tools, automobile, light truck or van, and dedicated safety line personnel.

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Firefighter attended Celebrate Hastings and assisted with the bike parade to celebrate the re-opening of the bridge.

On June 18, the Trent Hills Fire Department received a call for a vehicle that had gone into the river on Trent Drive. Fire crews responded and found a male driver had self extricated from a vehicle which had entered the river while travelling on Trent Drive. A diver hooked a cable onto the front of the vehicle which was removed from the river by Stapley towing.

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Trent Hills firefighters conducted a Station Tour for the Hasting’s Public School. Sparky was on hand to spread the fire

safety message.

Spring Cleaning in the House

Test your smoke and carbon monoxide detectors, change batteries immediately if needed. For more information, check out our section on smoke alarm maintenance & carbon monoxide detector maintenance.

Check your fire extinguishers. For more information, check our section on fire extinguisher information. Check for overloaded or damaged extension cords, replace where needed. Ensure you have an emergency preparedness kit in case of incidents such as power outages and flooding. Practice your families fire escape plan so everyone knows what to do in case of an emergency Windows should be checked to ensure they open and close properly, in case they are needed as an exit Properly store household chemicals and never mix cleaning agents Recycle: Get rid of old newspapers, magazines and junk mail. These items tend to pile up and can greatly contribute to the

severity and spread of fire. Check and clean filters above stove. Pull refrigerator out and vacuum or dust the coils. Always keep stairs and landings clear for safe evacuation in event of an emergency.

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Spring cleaning around the house Make sure your address numbers are up and visible from the street. Maintain a clear 'fire zone' of 10' around structures. Check outdoor electrical outlets and other electrical appliances for animal nests and to ensure proper wiring. Keep 100' of garden hose with an attached nozzle connected and ready for use. Remove leaves and trash from carports and garages: Combustible materials are dangerous if they are exposed to

heated automobile components, especially under the vehicle. Clean up and properly store paints, pool and yard chemicals. Check fuels containers for leaks and make sure they are properly stored. Let power equipment sit for approximately 30 minutes before placing it inside to be sure there is no possibility of fire.

Spring BBQ Tips All barbeque grills must only be used outdoors — using grills indoors or in enclosed spaces is not only a fire hazard,

but it exposes occupants to toxic gasses and potential asphyxiation. Always position the grill well away from combustible objects — buildings, fences, deck railings and landscaping can

easily and quickly ignite. Get your grill cleaned and serviced. Check all propane tanks and lines for leaks and damage. Never leave a lit grill unattended. Always use long handled grilling utensils and heat resistant oven mitts to avoid exposure burns from heat and flames. Periodically remove grease build-up in catch trays to prevent it from igniting.

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The twenty fourth annual Car Wash & BBQ was held at Station #1 on Saturday May 28th. This event was once again very successful with six-thousand-seven dollars, and forty cents ($6007.40) donated to Fort McMurray. The continued support of Sharpes, who donates all foods, condiments, and drinks, are an integral component of the event’s success. Sharpe’s continued support of the Fire Service not only for this event, but also throughout the year, for example the use of their store for selling tickets and distributing fire safety information throughout the year is greatly appreciated.

Thank you also to the wives, girlfriends, and children for their continued assistance at this event. A special Thank you to the Trent Hills Auto, Campbellford Wine Shop, Marg Wilkes, Bill Thompson, and Gene & Helen Brahaney for their donations. Their continued support of the Fire Service is greatly appreciated.

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Trent Hills Firefighters attended St. Mary’s School for Feast Day. Firefighter displayed pumper/rescue #670 and platform #694 for students and families.

Choose you RIDE!

Members of the Northumberland O.P.P, Northumberland Paramedics and Trent Hills Fire Department attended Campbellford District High school and conducted lectures on the dangers of drinking and driving and distracted driving. The program called “Choose Your Ride” is spearheaded by the Northumberland Drug Action Committee. The program is designed for graduating students to prepare them for Prom and other functions. Along with emergency services other partners helping out with the program were Weaver’s Funeral Home, Stapley’s Auto, and Ellis Taxi along with support from the Sharpe’s and volunteers.

Fire Fighters demonstrated their skills in extricating from a vehicle by using the Jaws of Life. It was an intense high impact delivery of information to students encouraging them to make smart decisions and to look after themselves and their friends when out at functions where alcohol is consumed. Paramedic officials spoke of binge drinking and the mixing of alcohol and drugs. Constable Royal delivered the lecture using video and images to demonstrate to students the dangers of reckless and distracted driving which is the leading cause of teen death in North America.

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On May 18, 2016 the Trent Hills Fire Department in conjunction with Safe Communities Northumberland sponsored a NO

REGRETS show at the Campbellford District High School.

The Program is for High School Students to Learn Importance of Taking ‘Smart Risks’ to Reduce Injuries and Death - One person’s tragedy can provide a life lesson for many others. That’s the purpose of the No Regrets Live Presentation which was presented to high schools in Cobourg, Port Hope and Campbellford. No Regrets is an internationally-acclaimed presentation that encourages young people to take ‘smart risks’ and reduce the risk of injuries to themselves and others. Melissa Hague is the featured speaker for all three No Regrets presentations in Northumberland County. As a young girl, Hague was involved in a car crash caused by an impaired driver that killed her mother and left her a paraplegic. Based on her own experiences, Hague reminded local students that their actions and decisions on taking risks can greatly affect themselves and others. The program is to help youth see the risks in their everyday lives and assist them in making the right choices that promote safety and reduce the risk of injuries. Hague’s message resonated with local students attending the No Regrets Live presentations. Helping young people realize their actions have consequences, and promoting the importance of making smart decisions to prevent life-altering outcomes, is very timely as we head into prom season, graduations and end-of-year school parties. A special Thank You to Giant Tiger Campbellford, and Eagle Air Field for their sponsoring of this event.

Thank You to the Belleville Fire Department for the use of their

Distracted Driving Vehicle, during the choose your ride event.

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On May 26, 2016 Station #1 hosted the monthly mutual aid meeting for Northumberland County. Firefighters from the seven municipalities within Northumberland County attended station #1 for two presentations one from the Electrical Safety Authority and one from Who’s Responding.

Solar Panels and Firefighting Concerns As solar generation continues to proliferate across Ontario there is a rising concern among first responders as to the safety of the systems. Solar generation systems present unique situations of which firefighters need to be aware. According to the Ministry of Labour, an array of multiple panels can produce DC current and voltages above 600 volts, representing a hazard for firefighters should they come into contact with damaged panels or energized, exposed wiring during firefighting or ventilation activities. The panels remain a hazard even after the utility disconnects the switch and the inverter is shut off, because as long as there is light there is generation; and thus current and exposure from the system.

Do you want to know Who's Responding when your pager goes off?

Top Benefits of App

Provides real-time redundancy to all pager messages that is not limited by range. If you have cell service / Internet service - you will get all notifications.

Instantly know how much manpower is responding - allowing officers to make educated decisions for mutual aid faster

Mass texting for members who do not carry a radio. Provides a means of communication of critical information

for those responding directly to scene. Plotting the call directly on the map, allowing all responders

to see exactly where they need to go saving precious time.

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Fire safety tips for the cottage Outside the cottage Store fuel, firewood, and other combustible materials at least 10 metres from the cottage. Keep roof and rain gutters free of dried leaves and pine needles. Install a screened cap on your chimney. Keep firefighting tools (a bucket of water or sand, shovels, and a garden hose) handy when you’re having a bonfire or burning

brush. Keep barbecues clean, and be on hand when you’re using the stove or barbecue. “Cooking is the leading cause of home fires in

the province, and often that’s unattended cooking,”. If you allow smoking at the cottage, establish a safe smoking area with a sand- or water-filled can for butt disposal. Ask visitors to

use the area and stub the butts out in the can. Inside the cottage Learn how your smoke alarms work and test them at least monthly Ontario’s Fire Code requires them on every storey and outside

all sleeping areas. Regularly replace the batteries and replace the alarm itself every eight years. If you have a wood or fossil-fuel-fired appliance, or attached garage, install a carbon-monoxide alarm.

Develop a fire-escape plan. Designate family members who are responsible to help guests, people who may have trouble getting out on their own, and pets. Keep keys and cell phones in a handy place, so they can be found during a hasty exit. Once everyone is out and accounted for at a meeting place, call 911 to report the fire.

Keep the local emergency number and directions to the cottage handy at a designated spot or programmed in your mobile phone. Make sure guests know it’s there.

Clean and check your chimney regularly. Maintain fuel-burning appliances. Don’t leave candles burning unattended. Install fire extinguishers in the kitchen, garage, boat house, and boat, and learn how to use them. Ensure they’re maintained and

pressurized as per manufacturer’s instructions. (When fighting a fire with an extinguisher, always keep an escape route behind you.)

Ensure your address number is visible from the road. Consider ways to make your lane easier to navigate for large fire vehicles. Properly dispose of ashes from wood-burning appliances. Put ashes in sand or mineral soil in a steel bucket (but don’t leave the

bucket on the deck), then spread them and bury them or treat them like a campfire and put water or snow on them.

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http://www.google.ca/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=0ahUKEwjwl4m43pPNAhUCfVIKHT3GASAQjRwIBw&url=http://www.insidebelleville.com/news-story/6693821-cottage-near-campbellford-destroyed-by-fire/&psig=AFQjCNFi3i2046sQ5g-c7XNOK_jaXlWdQQ&ust=1465313921152528


Fire Chief Tim Blake Tim Blake

Coming Events Station #3 Annual Golf Tournament Warkworth Golf Club June 11, 2016 Trent Hills Fire Spring into Summer June 14, 2016

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2016 2015 2014 2013 2012 2011 Total Station 1 161 162 152 198 197 179 Total Station 2 37 50 60 58 64 55 Total Station 3 36 58 46 64 61 61

0

10

20

30

40

50

60

70

80

90

100

110

120

130

140

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160

170

180

190

200

210

2016 2015 2014 2013 2012 2011

Total Station 1

Total Station 2

Total Station 3

Poly. (Total Station 1)



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Trent Hills Fire Stations 2016 plus/minus 2015 plus/minus 2014 plus/minus 2013 plus/minus 2012 plus/minus 2011 Total Station 1 161 -1 162 10 152 -46 198 1 197 18 179 Total Station 2 37 -13 50 -10 60 2 58 -6 64 9 55 Total Station 3 36 -22 58 12 46 -18 64 3 61 0 61

Total Station 1, 161, 69%



Total Station 1

Total Station 2

Total Station 3

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05

101520253035404550556065707580859095

100105110115120125130135140145150155160165170

2016

2015

2014

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Trent Hills Fire Station All Incidents 2016

plus/minus 2015 plus/minus 2014 plus/minus 2013 plus/minus 2012 plus/minus 2011

Ambulance Assist 125 -33 158 14 144 11 133 -4 137 16 121

Structure Fires 5 0 5 3 2 -4 6 5 1 -5 6 Contents Fire 3 0 3 0 3 1 2 -1 3 3 0

Grass/Brush Fires 17 5 12 0 12 -1 13 -6 19 12 7 Hydro Pole Fire 4 -3 7 3 4 -42 46 43 3 -23 26

Pre-Fire Conditions/includes rekindle 3 1 2 -1 3 -3 6 -3 9 7 2

Paper or Garbage Fire 0 0 0 -1 1 -2 3 2 1 1 0 Chimney Fire 1 -4 5 3 2 -3 5 -2 7 2 5

Vehicle Accidents 18 -1 19 0 19 16 3 -14 17 5 12 Vehicle Fires 4 1 3 1 2 1 1 -1 2 0 2 Police Assist 2 0 2 1 1 -1 2 2 0 -7 7 Public Assist 6 1 5 -13 18 -18 36 29 7 -10 17

Burn Complaints 6 -2 8 -7 15 3 12 0 12 -3 15 Drowning, Water

Rescue 1 1 0 -2 2 2 0 0 0 0 0

Animal Rescue 0 -1 1 0 1 -1 2 -3 5 5 0 Automatic Alarms/False

Alarm 15 1 14 2 12 -7 19 2 17 -14 31

Human Perceived 4 -3 7 4 3 -5 8 4 4 -4 8 Fuel, Oil Spills etc. 3 1 2 2 0 -1 1 1 0 0 0

Carbon Monoxide, Gas Leak 7 -2 9 3 6 -7 13 3 10 -1 11

Assist Trent Hills Department 0 0 0 0 0 0 0 -53 53 29 24

Automatic Aid Agreements 1 1 0 -2 2 -2 4 -3 7 6 1

Mutual Aid 9 0 9 3 6 1 5 -3 8 8 0 Total 234 -37 271 13 258 -62 320 -2 322 27 295

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Trent Hills Fire Department 2016 plus/minus 2015 plus/minus 2014 plus/minus 2013 plus/minus

Medical Assistance to Ambulance Crew 30 2 28 78 47 8 39 Ambulance Delay 52 -26 78 25 53 -3 56

Call Canceled En-route 2 0 2 -1 3 3 0 No Medical Aid Required to Patient 27 -3 30 6 24 3 21

No Assistance Required False Report 0 -3 3 2 1 -1 2 Lift Assist 14 1 13 -3 16 2 14

Total 125 -29 154 10 144 12 132

Medical Assistance to Ambulance Crew ,

30, 24%

Ambulance Delay, 52, 42%

Call Canceled Enroute, 2, 1%

No Medical Aid Required to Patient,

27, 22%

No Assistance Required False Report, 0, 0%

Lift Assist, 14, 11%Trent Hills Medical Incidents 2016

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To:


Prepared By:

Valerie Nesbitt


Lynn Phillips


FIN-2016-021

Subject:



Long Term Capital Plans


BE IT RESOLVED THAT Council receive Staff Report FIN-2016-021 for information.


The purpose of the Report is to provide Council with a statement of continuity of the Development Charges Reserve Fund for 2014 and 2015.


In accordance with By-law 2014-10, the Treasurer shall provide an annual statement outlining the financial details of Development Charges Reserve Fund. The statement includes opening and closing balances, transactions, accrued interest and a description of the services for which the funds are established.


A Development Charges Study was prepared by Clark Consulting Services in 2014 and approved by By-Law. The apportionment by service category is outlined in the By-Law for the period 2014 to 2018.

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None.


Ontario Regulation 82/98 and the Development Charges Act 1997 require the Treasurer to provide an annual statement relating to the Development Charges By-Law and Reserve Fund.


Development Charges are assessed during the Building Permit application process.

7. Major Benefits:

The collection of Development Charges provides financial assistance to the municipality to offset the cost of increased infrastructure and services as a result of growth.


The financial details are attached to the Report:

Appendix A 2014 Annual Statement (Amended)

Appendix B 2015 Annual Statement (Amended)

The appendices have been amended subsequent to inclusion in the Financial Information Returns filed with the Ministry of Municipal Affairs and Housing. The amendments correctly state the apportionments in accordance with By-Law 2014-10.


The resolution will be recorded in Council Minutes.

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Municipality of Trent HillsDevelopment Charges Reserve Fund

AMENDED Annual Statement for the Year Ended December 31, 2014Report Date: June 21, 2016

Report FIN-2016-021 Appendix A

Details Administration

Protection to Persons & Property Public Works

Parks & Recreation Library Health Storm Water Sewer Grand Total

December 31, 2013 Closing Balance 10,772.51 99,954.02 173,730.77 192,863.74 67,934.08 5,941.48 1,067.52 104,638.57 163,090.73 819,993.42ADDDevelopment Charge Proceeds 1,311.64 12,551.18 51,333.16 23,249.74 2,187.43 2,066.49 0.00 0.00 26,767.81 119,467.46Accrued Interest 101.95 975.61 3,990.14 1,807.21 170.03 160.63 0.00 0.00 2,080.67 9,286.23Sub-Total 1,413.60 13,526.78 55,323.30 25,056.95 2,357.46 2,227.12 0.00 0.00 28,848.48 128,753.69LESS Amount Transferred to Capital Fund * 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00Amounts Refunded 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00Amounts Allocated to Other Services 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00Sub-Total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

December 31, 2014 Closing Balance 12,186.11 113,480.81 229,054.07 217,920.69 70,291.54 8,168.60 1,067.52 104,638.57 191,939.21 948,747.11

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Municipality of Trent HillsDevelopment Charges Reserve Fund

AMENDED Annual Statement for the Year Ended December 31, 2015Report Date: June 21, 2016

Report FIN-2016-021 Appendix B

Details Administration

Protection to Persons & Property Public Works

Parks & Recreation Library Health Storm Water Sewer Grand Total

December 31, 2014 Closing Balance 12,186.11 113,480.81 229,054.07 217,920.69 70,291.54 8,168.60 1,067.52 104,638.57 191,939.21 948,747.12ADDDevelopment Charge Proceeds 1,914.49 18,583.51 75,831.10 40,391.43 3,800.19 3,425.93 0.00 2,500.00 29,267.71 175,714.37Accrued Interest 107.41 1,042.63 4,254.51 2,266.17 213.21 192.21 0.00 140.26 1,642.07 9,858.48Sub-Total 2,021.90 19,626.14 80,085.62 42,657.60 4,013.40 3,618.14 0.00 2,640.26 30,909.78 185,572.85LESS Amount Transferred to Capital Fund * 0.00 0.00 0.00 60,000.00 0.00 0.00 0.00 0.00 0.00 60,000.00Amounts Refunded 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00Amounts Allocated to Other Services 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00Sub-Total 0.00 0.00 0.00 60,000.00 0.00 0.00 0.00 0.00 0.00 60,000.00

December 31, 2015 Closing Balance 14,208.01 133,106.95 309,139.69 200,578.29 74,304.94 11,786.74 1,067.52 107,278.83 222,848.99 1,074,319.97

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To:


Prepared By:

Lynn Phillips



CAO-2016-006

Subject:

Campbellford Recreation and Wellness Centre - Detailed Design


Recreation


BE IT RESOLVED that Council approve retaining Lett Architects Inc. to prepare a full Schematic Design Feasibility Study for the Campbellford Recreation and Wellness Centre at a cost of $64,500.

AND FURTHER that Council authorize the Treasurer to transfer funds from the Wellness Centre Reserve to an upset limit of $70,000 for the cost of this Campbellford Recreation and Wellness Centre design project.


The purpose of this report is to obtain Council's authorization to continue on with the preliminary work necessary to further the Campbellford Recreation and Wellness Centre project. The next step is to develop a more detailed design in order to access infrastructure funding from senior levels of government to ensure that Trent Hills is "shovel ready" for any infrastructure programs that may become available. A more detailed design and cost estimate will also provide the information necessary to make a better determination of affordability of the facility.


A conceptual design for the new recreation centre was created in 2012 by Lett Architects. This conceptual design was necessary for the Flourish Campaign fundraising initiative as well as for the land negotiation with the Campbellford Seymour Agricultural Society (CSAS). The land agreement with the CSAS for the future site of the Campbellford Recreation and Wellness Centre was finalized earlier this year and signed by both parties.

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In order to obtain support from senior levels of government for this project, more detailed designs and cost estimates are necessary. Lett Architects have submitted a proposal to create a full Schematic Design Feasibility Study to provide sufficient information to submit to Federal and Provincial infrastructure funding programs. The scope of this study will include:

hosting a visioning session for key stakeholders

preparing case studies of two or three facilities appropriate to the direction that the Trent Hills project will take and arrange for a day of tours to these facilities for staff and Council

development of a functional program and design considerations document outlining all space requirements, areas and technical requirements

design briefs prepared by Architectural, Structural, Mechanical, Electrical and Civil consultants

development of a set of preliminary schematic design drawings for the new building that clearly addresses the key relationships of space (floor plans, sections, elevations, and three-dimensional renderings)

preparation of a class 'C' construction estimate

In June, 2015 the previous CAO provided Council with an update on the Recreation Centre Redevelopment Plans and in that report recommended that Council retain the services of an architectural/engineering firm to work with staff and stakeholders to develop a tender ready building design. It was also recommended that the design should include the ability to construct the facility in phases in the event that funding does not become available. The feasibility of phased construction will be addressed in this design process.


n/a


n/a


n/a


Section 1.7 of the Municipal procurement policy states that certain professional services including architects are exempt from the procurement by-law; a Request for Tender is not required provided there is justification. Lett Architects have a familiarity with this project and were responsible for preparing the conceptual drawing. Retaining this same firm for more detailed design work provides continuity for the project.

7. Major Benefits:

It is critical that the Campbellford Recreation and Wellness Centre be shovel ready in order to apply for and access funding from senior levels of government. There have been some recent announcements regarding expanding the eligibility criteria of some infrastructure programs to include recreation facilities, though at this time there are no specific program details available. A land agreement with the Campbellford Seymour Agricultural Society and completed schematic design feasibility study will ensure the Municipality is poised to access future funding programs as well as be more proactive in seeking funding partners and in fundraising efforts.


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In 2014 Council dedicated $1.5 million in future grant allocations from the Municipal Fund of the Campbellford Seymour Community Foundation towards the Campbellford Recreation and Wellness Centre project. This design project will be funded from this grant contribution.

The completed design study will include a Class 'C' estimate. This estimate will be reviewed in the context of the municipality's overall infrastructure needs to make a final determination of affordability.


If approved by Council, staff will contact Lett Architects Inc. to inform them of the decision and direct them to begin the design project.

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To:


Prepared By:

Lynn Phillips



CAO-2016-007

Subject:

Water Supply Agreement - Township of Asphodel-Norwood


Customer Service


BE IT RESOLVED that Council receive staff report CAO-2016-007 and approve the renewal of the agreement with the Township of Asphodel-Norwood to supply water to the Trentview Estates subdivision.

AND FURTHER that Council authorize the Mayor and Clerk to execute the Water Supply Agreement with Asphodel-Norwood to provide water to Trentview Estates subdivision.


The Municipality of Trent Hills has had a long standing arrangement with the Township of Asphodel-Norwood to supply water to the Trentview Estates subdivision. This report is seeking Council's authorization to renew this water supply agreement.


An agreement outlining the arrangement for water supply service including rates, invoicing, water supply safety, treatment, and reporting among other considerations has been in place with the Township of Asphodel-Norwood (attached).

The Trentview Estates subdivision is located along the north shore of the Trent River in the Township of Asphodel-Norwood immediately west of, and bordering, the Municipality of Trent Hills. Currently 69 of the 86 lots in the Trentview Estates subdivision are developed and are now permanent

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residences housing approximately 130 people. A total of 5 of the developed lots are in the Municipality of Trent Hills.

The monitoring and sampling of the water as well as the maintenance of the distribution system within the Trentview Estates subdivision is the responsibility of Asphodel-Norwood. In 2014 Asphodel-Norwood had requested that Trent Hills consider taking over the responsibility of the entire water system in Trentview Estates including supply, distribution and billing. The CAO of the Township has confirmed that Asphodel-Norwood is no longer interested in altering the arrangement with Trent Hills and is requesting a continuation of the water supply agreement only.


N/A


The Municipality of Trent Hills is not responsible for any situations of non-compliance resulting from Asphodel-Norwood not carrying out the improvements, repairs and maintenance of the Trentview Estates distribution system.


The potable water supplied to Trentview Estates by Trent Hills is subject to and included in the Drinking Water Quality Management System currently in place and adhered to by the Municipality of Trent Hills.


N/A

7. Major Benefits:

The water supply agreement with Asphodel-Norwood provides additional revenue for the water system of Trent Hills.


Asphodel-Norwood is charged the current Trent Hills water rates. The service charge is based on a 4" service at $834.60 per month plus a volumetric charge of $1.08 per cubic meter for 2016. In 2015 the total revenue from the Trentview Estates water supply contract was approximately $20,000.

There is one meter located near the municipal boundary which tracks the consumption of the entire subdivision. A monthly bill is sent to Asphodel-Norwood for the total consumption and service charge, and each property is billed individually based on the meter readings on their home by the Township. The consumption of the 5 dwellings located in Trent Hills is subtracted from the monthly invoice to Asphodel-Norwood and billed directly by the Municipality of Trent Hills.


The Township of Asphodel-Norwood will be contacted to sign the agreement following Council's authorization of the agreement.

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WATER SUPPLY AGREEMENT

BETWEEN

THE TOWNSHIP OF ASPHODEL-NORWOOD

AND

THE MUNICIPALITY OF TRENT HILLS

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1. Definitions Annual Report A report required under Section 11 of O. Reg. 170/03. This report shall contain pertinent information regarding the operation of a water system and is to be submitted to the Director annually. Director Any Ministry of Environment employee, designated by the Minister, who is responsible for implementation of the regulation (or part of the regulation) Distribution System Part of a drinking-water system that is used in the distribution, storage or supply of water that is not part of a treatment system Emergency A situation that may occur outside of the regular and routine operations/monitoring of the Systems (ie. watermain/water service break, flood, hydro disruption) where, in the opinion of the respondent, there may be threat to life and/or property. MOH - The Ministry of Health MOECC - The Ministry of the Environment and Climate Change Municipal Boundary The legal municipal boundary between the Municipality of Trent Hills and the Township of Asphodel-Norwood Municipality - The Municipality of Trent Hills Regulation Ontario Regulation 170/03, Amended to O. Reg. 269/03; A Regulation Made Under The Safe Drinking Water Act 2002; Safe Drinking Water Act An act legislated to provide for the protection of human health and the prevention of drinking-water health hazards through the control and regulation of drinking-water systems and drinking water testing; Legislated 2002 Standard- Ontario Drinking Water Standards; System -The Trentview Water Distribution System Township- The Township of Asphodel-Norwood; Treatment System Any part of a drinking-water system that is used in relation to the treatment of water and includes; (a) anything that distributes or stores water and is part of a treatment process (b) a well or intake that serves as the source or entry point of raw water supply for the system Unexpected Expense Unanticipated expenditure that the Municipality might incur in responding to an emergency or call-out situation because of equipment failure, unforeseen circumstances, act of third parties or other circumstances beyond the Municipality's control. 2. Description of the Asphodel-Norwood (Trentview) System The Trentview Subdivision is located along the north shore of the Trent River in the Township of Asphodel-Norwood, immediately west of, and bordering the Municipality of Trent Hills. The subdivision consists of approximately eighty- six subdivided lots, which five (5) are located in the Municipality of Trent Hills. Currently there are eighty-six (86) lots located in the Township of Asphodel-Norwood portion of the subdivision, sixty-nine (69) lots have been developed and are now permanent residences housing a population of approximately one-hundred and thirty (130) persons. A Municipal drinking water distribution system supplies the Trentview community and is comprised of approximately seventeen hundred and thirty (1730) meters of one hundred and fifty (150mm) millimeter water main, fire hydrants and residential services. This water distribution system is supplied by the water treatment facility located in Municipality of Trent Hills, which is also the owner and operating authority of that facility.

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3. Drinking-Water Supply and Metering Conditions i. The Municipality is to provide potable drinking-water to the municipal boundary between the Municipality of Trent Hills and the Township of Asphodel-Norwood. ii. The Municipality is to maintain proper operation and level of treatment of water to the boundary all in accordance with Ontario Regulation 170/03, legislated under the Safe Drinking Water Act; iii. The Municipality is to maintain continuous monitoring of treated water from the Treatment Facility entering Municipal distribution system for conformity to Ontario Drinking Water Standards. (ODWS) iv. The Municipality is to provide the Township with a copy of the Annual Report required under Section 11 of Ontario Regulation 170/03 inclusive of sampling results and analysis of the water quality being provided. v. The Municipality is to install a water meter near the municipal boundary between the Municipality and the Township to record the consumption of water being provided. vi. The Municipality is to operate and calibrate the flow meter. The flow meter shall be calibrated by a qualified technician at intervals specified by the manufacturer and/or the Ministry; copies of calibration records to be provided to the Township as conducted on an annual basis. vii. In the event one of the parties desires a review of the metered quantity, a formal request shall be forwarded in writing requesting such a review take place. The parties agree to have the meter tested by a qualified person. If the meter is proven to be within the acceptable parameters, the disputing party, which requested the test, shall assume all the costs of the review and test. In the event that the meter is found to be outside of the manufacturer’s accuracy range or regulatory allowances, the Municipality shall assume the cost of the test and shall assume the cost of repairing or replacing said meter; viii. The Municipality shall install meters, without charge to the Township, in all premises located within the corporate limits of the Municipality of Trent Hills which are serviced by the Township system. It is agreed that the water used by the aforesaid premises will be deducted from the metered consumption charged to the township. ix. The Municipality undertakes to make available and, if sought, to deliver to the Township a maximum of 160 cubic meters of potable water per day. In the event that the Municipality has sufficient capacity to do so, additional water may be made available upon request in writing. Water required for firefighting purposes is excluded from this and will be provided as needed. It is specifically understood and agreed that the Municipality is relieved from its obligations to deliver water to the Township if the Municipality is prevented from doing so by reason of force majeure or any other cause beyond its reasonable control, including without limitation, mechanical breakdown, emergency or other event. 4. Reporting/Recording/Authority/Cessation of Supply/Emergencies i. The Township shall supply an emergency contact list and protocol for the use of the Municipality upon at the date of execution of this contract and shall keep the list and protocol current at all times by providing the Municipality ten (10) business days notice in writing of any changes required. ii. The protocol and any update shall be considered to be Schedule ‘A’ of this contract. Should the protocol include any provision other than a list of local phone numbers to call, the Township shall be responsible for any and all costs incurred plus 15% service charge. The following are examples of additional provisions that would trigger additional charges; calling long distance, completing a report(s), faxes, e-mails or any other procedures, guidelines, etc. iii. The protocol shall not include the outside notification of any ministry such as MOH and MOECC. Notifying any and all outside agencies, ministries, etc shall be the sole responsibility of the Township. iv. Municipality of Trent Hills staff shall report to the Township as per the emergency contact list, immediately, any adverse, potentially adverse or emergency conditions realized while performing the terms of this agreement so that the Township can take the appropriate action.

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v. In the event that the Township is not able to be contacted and adverse conditions or potentially adverse conditions may be realized, the Municipality shall have the authority to cease the supply of water and will immediately report the condition to the MOECC and MOH. Municipal staff at the Township’s expense will adhere to and follow the protocols/procedures issued by either of these Ministries; vi. In the event of an emergency situation or adverse water quality (i.e. threat to life and/or property) that, at the discretion of the Municipality, is of a significance that requires the notification of the Township a report may be requested by the Township in writing. Within thirty (30) days of receiving the request the Municipality shall supply a written report outlining the event. The cost of preparing and sending report shall be at the expense of the Township. vii. The Municipality may temporarily increase or cease to provide or adjust the level of the Services due to any cause beyond the Municipality's reasonable control. If practicable, the Municipality will try to give the Township reasonable advance notice. In any event, the Municipality will notify the Township of the situation as soon as possible. viii. In responding to an emergency, if the Municipality incurs unexpected expense, the Township's prior approval is required only if time permits. Within ten days of incurring the unexpected expense, the Municipality shall provide a written explanation to the Township. The Township shall pay the Municipality for the unexpected expenses within thirty days of receipt of the Municipality’s invoice. 5. Correspondence/Communication i. Day to day verbal communication regarding general issues may be carried out between the General Manager of Infrastructure Renewal and Public Works Administration for the Municipality and the Manager of Public Works for the Township. ii. All written correspondence shall be maintained between the Municipality’s Chief Administrative Officer and the Township’s Chief Administrative Officer, in relation to any contract issue, operational conflict, problem or non-compliance issue that may require intervention of senior staff. iii. Any notice, or other communication required or permitted to be given under the Agreement by the Municipality or the Township shall be in writing and shall be delivered in person transmitted by fax or sent by mail, addressed as follows: If to the Municipality: Municipality of Trent Hills Attention: CAO Box 1030, 66 Front Street South Campbellford, Ontario KOL ILO Telephone: (705)-653-1900 Fax: (705)-653-5203 If to the Township: Township of Asphodel-Norwood Attention: CAO P.O. Box 29, 2357 County Road 45 Norwood, Ontario K0L 2V0 Telephone: (705)-639-5343 Fax: (705)-639-1880 iv. If transmitted by fax, any such notice or other communication shall be deemed to have been given and received on the day on which it was delivered or successfully transmitted or, if such day is not a business day, on the next following business day. v. If delivered in person, any such notice or other communication shall be deemed to have been given and received on the day on which it was delivered to the office of the receiving party during regular office hours. vi. If mailed, any such notice or other communication shall only be deemed to have been given and received if delivered by registered mail. 6. Non-Compliance i. The Municipality shall not be responsible for any situations where the Township does not comply with all relevant laws, regulations and authorizations, where such non-compliance situation resulted from the Township not carrying out the improvements, undertaking repairs, maintenance, etc. to the Township systems.

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7. Execution of the Agreement/Duration/Termination of Agreement i. This agreement shall become effective and shall be dually executed on June21, 2016. ii. The duration of this contract shall be for an initial term of three years from the date of execution with an option of one automatic three year renewal. iii. Renewal for a successive four-year term may be negotiated upon completion of the first term. iv. This Agreement may be terminated by either party with 6 months notice in writing passed by Council, by registered mail to the appropriate address. There shall be a settlement of all accounts no later than 90 days after the cessation of Services. v. Any and all former agreements between the Township of Asphodel-Norwood and the Municipality of Trent Hills are, upon the execution of this Agreement, terminated, rescinded, cancelled and rendered null and void. All liabilities and responsibilities imposed upon both the Township and the Municipality shall then be completely discharged. 8. Rates/Fees/Charges i. The current water rates (metered rate and service charge) of the Municipality will be charged to the Township for water supply. ii. The annual price rates for water supply shall be determined by the Municipality each year with the approval of the water rates by-law. The Township will be notified in writing of the annual change in rates and the effective date within 10 business days of passing. iii. In the final year of the agreement, if there is intent to negotiate a new agreement, the Municipality will notify the Township in writing by November 1st of the year prior to expiration. If the parties cannot agree on the price for any renewal term within six months of notification by the Municipality, the agreement will be terminated two months from the last day of the current term. 9. Invoicing/Payment i. The Municipality shall send the Township a monthly invoice. ii. The Township shall pay the Municipality within 30 days of the invoice date. iii. Unpaid invoices are subject to the Municipality standard late charges/fees. 10. Operation of the Asphodel-Norwood (Trentview) System i. The Township shall deal with applications to supply water through the Trentview system to residential lots and premises situated in the Township area, demand and receive payment for the connection, disconnection and other charges to be paid before water is supplied, bill and received payments of accounts.

ii. The Township shall operate, maintain, repair, rehabilitate, manage, upgrade, replace, etc. all necessary components of the Trentview system as required or otherwise determined. 11. Expansion of the System i. In the event the Township identifies the desire to expand the Trentview system a written request shall be submitted to the Municipality for consideration. ii. The request should include as much detail as possible in order for the Municipality to perform a preliminary review of the proposal. iii. Upon receiving the request/proposal the Municipality will perform a preliminary review of the submission and provide the Township with information relating to the likelihood of the Municipality being able to accommodate the request and highlight additional details that would be required to perform a comprehensive review and approval. 12. Water Quality ii. The Municipality is not responsible for the quality of water in the Trentview distribution system as defined in the Regulation. The Municipality’s responsibility for water quality terminates at the municipal boundary. Once the water enters the Trentview distribution system the water becomes the responsibility of the Township. 13. Indemnity i. The Municipality agrees to indemnify, save and hold harmless, in trust and in perpetuity, the Township and the Township's employees, officers and agents in respect of any liability, claim or expense that arises solely as a result of the Municipality's negligence or willful misconduct when performing the Services under the terms of this Agreement.

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ii. The Township shall indemnify, save and hold harmless, in trust and in perpetuity, the Municipality and the Municipality's directors, officers, employees and agents in respect of any liability, claim or expense suffered or incurred in relation to the Services under the terms of this Agreement or the entering into of this Agreement by the Municipality, except where the liability, claim or expense arises solely as a result of the Municipality’s negligence or willful misconduct when performing the Services, or where the liability, claim or expense is covered by a policy of insurance put in place by the Municipality, the premiums of which were paid for by the Municipality. 14. Insurance i. The Municipality shall maintain their own insurance coverage for the protection of their employees and agents and assets of the Municipality only, as they deem appropriate. ii. The Township shall maintain their own insurance coverage as they deem appropriate for their assets and for the operation of the Township systems. iii. The Township and the Municipality shall inform in writing each other as to the level, type, extent, etc. of the insurance coverage obtained. 15. Warranty/Guarantee i. By entering into this agreement, the Municipality is not putting forward any type of warranty, guarantees or any other representations as it relates to the performance of the systems owned and operated by the Township. 16. Other i. All questions or differences which may at any time arise between the parties hereto or those claims under them touching this Agreement or the subject matter thereof, or arising out of or in reference thereto, respectively, shall be referred to a single arbitrator or if required the Minister of the Environment and Climate Change for Ontario their appointee. Any such arbitration shall be held in accordance with the provisions of the Arbitration Act (Ontario S.O. 1991, c.C.17), with all hearings to take place in the province of Ontario. ii. The Township shall pass and enforce a by-law, if requested by the Municipality of Trent Hills in writing, within ninety (90) days to regulate and restrict the use of water in the areas supplied by the water delivered by the Municipality during certain periods specified. iii. This Agreement shall ensure to the benefits of and be binding upon the Parties hereto and their respective successors and assigns. iv. All representations, warranties and indemnities given by each of the parties, shall survive indefinitely the termination of this Agreement. v. The Township undertakes to comply with its own water by-laws. 17. Entire Agreement i. The Municipality and the Township agree that the within agreement constitutes the entire agreement between the parties with respect to the subject matter hereof, and that this agreement supersedes all proposals, oral or written, all previous negotiations and all of the communications between the Municipality and the Township with respect to the subject matter hereof. SIGNED and sealed by the Township and the Municipality, This _____ day of _____, 2016. ________________________________ ___________________________ Mayor, CAO/Clerk/Treasurer, Township of Asphodel-Norwood Township of Asphodel-Norwood _____________________________ ____________________________ Mayor, Clerk, Municipality of Trent Hills Municipality of Trent Hills

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Water Supply Agreement Municipality of Trent Hills and the Township of Asphodel-Norwood

Schedule ‘A’ Emergency Contact List and Protocol

Township of Asphodel-Norwood: Jeff Waldon, Manager of Public Works & Environmental Services Cell 705-930-0697 After Hours Emergency Line 705-740-6181

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BY-LAW 2016 - 68

Being a by-law to authorize execution of an agreement for Water Services provided by

The Corporation of the Municipality of Trent Hills to the

Township of Asphodel-Norwood

WHEREAS it is deemed expedient for the Corporation of the Municipality of Trent Hills to enter into an agreement with the Township of Asphodel-Norwood to provide water supply to the Trentview Subdivision. NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS HEREBY ENACTS AS FOLLOWS:

1. That the Mayor and Clerk are hereby authorized and instructed to enter into the agreement between the Corporation of the Municipality of Trent Hills and the Township of Asphodel-Norwood, attached hereto as Schedule "A" & “B’, and that the Mayor and Clerk are hereby instructed to perform all acts and to take steps and execute such documents under the seal of the Corporation as may be necessary to effect this agreement.

2. That By-law 2010-31, 2010-86, 2011-20, 2014-03 and 2015-31 be

repealed and be replaced with this bylaw. 3. That this by-law shall come into force and take effect immediately upon

the final passing thereof. By-law 2016-68 be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 21st day of June, 2016. _________________________ _________________________ Hector Macmillan (Mayor) Shari Lang (Clerk)

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Schedule ‘A’

WATER SUPPLY AGREEMENT

BETWEEN

THE TOWNSHIP OF ASPHODEL-NORWOOD

AND

THE MUNICIPALITY OF TRENT HILLS

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1. Definitions Annual Report A report required under Section 11 of O. Reg. 170/03. This report shall contain pertinent information regarding the operation of a water system and is to be submitted to the Director annually. Director Any Ministry of Environment employee, designated by the Minister, who is responsible for implementation of the regulation (or part of the regulation) Distribution System Part of a drinking-water system that is used in the distribution, storage or supply of water that is not part of a treatment system Emergency A situation that may occur outside of the regular and routine operations/monitoring of the Systems (ie. watermain/water service break, flood, hydro disruption) where, in the opinion of the respondent, there may be threat to life and/or property. MOH - The Ministry of Health MOECC - The Ministry of the Environment and Climate Change Municipal Boundary The legal municipal boundary between the Municipality of Trent Hills and the Township of Asphodel-Norwood Municipality - The Municipality of Trent Hills Regulation Ontario Regulation 170/03, Amended to O. Reg. 269/03; A Regulation Made Under The Safe Drinking Water Act 2002; Safe Drinking Water Act An act legislated to provide for the protection of human health and the prevention of drinking-water health hazards through the control and regulation of drinking-water systems and drinking water testing; Legislated 2002 Standard- Ontario Drinking Water Standards; System -The Trentview Water Distribution System Township- The Township of Asphodel-Norwood; Treatment System Any part of a drinking-water system that is used in relation to the treatment of water and includes; (a) anything that distributes or stores water and is part of a treatment process (b) a well or intake that serves as the source or entry point of raw water supply for the system Unexpected Expense Unanticipated expenditure that the Municipality might incur in responding to an emergency or call-out situation because of equipment failure, unforeseen circumstances, act of third parties or other circumstances beyond the Municipality's control. 2. Description of the Asphodel-Norwood (Trentview) System The Trentview Subdivision is located along the north shore of the Trent River in the Township of Asphodel-Norwood, immediately west of, and bordering the Municipality of Trent Hills. The subdivision consists of approximately eighty- six subdivided lots, which five (5) are located in the Municipality of Trent Hills. Currently there are eighty-six (86) lots located in the Township of Asphodel-Norwood portion of the subdivision, sixty-nine (69) lots have been developed and are now permanent residences housing a population of approximately one-hundred and thirty (130) persons. A Municipal drinking water distribution system supplies the Trentview community and is comprised of approximately seventeen hundred and thirty (1730) meters of one hundred and fifty (150mm) millimeter water main, fire hydrants and residential services. This water distribution system is supplied by the water treatment facility located in Municipality of Trent Hills, which is also the owner and operating authority of that facility.

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3. Drinking-Water Supply and Metering Conditions i. The Municipality is to provide potable drinking-water to the municipal boundary between the Municipality of Trent Hills and the Township of Asphodel-Norwood. ii. The Municipality is to maintain proper operation and level of treatment of water to the boundary all in accordance with Ontario Regulation 170/03, legislated under the Safe Drinking Water Act; iii. The Municipality is to maintain continuous monitoring of treated water from the Treatment Facility entering Municipal distribution system for conformity to Ontario Drinking Water Standards. (ODWS) iv. The Municipality is to provide the Township with a copy of the Annual Report required under Section 11 of Ontario Regulation 170/03 inclusive of sampling results and analysis of the water quality being provided. v. The Municipality is to install a water meter near the municipal boundary between the Municipality and the Township to record the consumption of water being provided. vi. The Municipality is to operate and calibrate the flow meter. The flow meter shall be calibrated by a qualified technician at intervals specified by the manufacturer and/or the Ministry; copies of calibration records to be provided to the Township as conducted on an annual basis. vii. In the event one of the parties desires a review of the metered quantity, a formal request shall be forwarded in writing requesting such a review take place. The parties agree to have the meter tested by a qualified person. If the meter is proven to be within the acceptable parameters, the disputing party, which requested the test, shall assume all the costs of the review and test. In the event that the meter is found to be outside of the manufacturer’s accuracy range or regulatory allowances, the Municipality shall assume the cost of the test and shall assume the cost of repairing or replacing said meter; viii. The Municipality shall install meters, without charge to the Township, in all premises located within the corporate limits of the Municipality of Trent Hills which are serviced by the Township system. It is agreed that the water used by the aforesaid premises will be deducted from the metered consumption charged to the township. ix. The Municipality undertakes to make available and, if sought, to deliver to the Township a maximum of 160 cubic meters of potable water per day. In the event that the Municipality has sufficient capacity to do so, additional water may be made available upon request in writing. Water required for firefighting purposes is excluded from this and will be provided as needed. It is specifically understood and agreed that the Municipality is relieved from its obligations to deliver water to the Township if the Municipality is prevented from doing so by reason of force majeure or any other cause beyond its reasonable control, including without limitation, mechanical breakdown, emergency or other event. 4. Reporting/Recording/Authority/Cessation of Supply/Emergencies i. The Township shall supply an emergency contact list and protocol for the use of the Municipality upon at the date of execution of this contract and shall keep the list and protocol current at all times by providing the Municipality ten (10) business days notice in writing of any changes required. ii. The protocol and any update shall be considered to be Schedule ‘A’ of this contract. Should the protocol include any provision other than a list of local phone numbers to call, the Township shall be responsible for any and all costs incurred plus 15% service charge. The following are examples of additional provisions that would trigger additional charges; calling long distance, completing a report(s), faxes, e-mails or any other procedures, guidelines, etc. iii. The protocol shall not include the outside notification of any ministry such as MOH and MOECC. Notifying any and all outside agencies, ministries, etc. shall be the sole responsibility of the Township. iv. Municipality of Trent Hills staff shall report to the Township as per the emergency contact list, immediately, any adverse, potentially adverse or emergency conditions realized while performing the terms of this agreement so that the Township can take the appropriate action.

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v. In the event that the Township is not able to be contacted and adverse conditions or potentially adverse conditions may be realized, the Municipality shall have the authority to cease the supply of water and will immediately report the condition to the MOECC and MOH. Municipal staff at the Township’s expense will adhere to and follow the protocols/procedures issued by either of these Ministries; vi. In the event of an emergency situation or adverse water quality (i.e. threat to life and/or property) that, at the discretion of the Municipality, is of a significance that requires the notification of the Township a report may be requested by the Township in writing. Within thirty (30) days of receiving the request the Municipality shall supply a written report outlining the event. The cost of preparing and sending report shall be at the expense of the Township. vii. The Municipality may temporarily increase or cease to provide or adjust the level of the Services due to any cause beyond the Municipality's reasonable control. If practicable, the Municipality will try to give the Township reasonable advance notice. In any event, the Municipality will notify the Township of the situation as soon as possible. viii. In responding to an emergency, if the Municipality incurs unexpected expense, the Township's prior approval is required only if time permits. Within ten days of incurring the unexpected expense, the Municipality shall provide a written explanation to the Township. The Township shall pay the Municipality for the unexpected expenses within thirty days of receipt of the Municipality’s invoice. 5. Correspondence/Communication i. Day to day verbal communication regarding general issues may be carried out between the General Manager of Infrastructure Renewal and Public Works Administration for the Municipality and the Manager of Public Works for the Township. ii. All written correspondence shall be maintained between the Municipality’s Chief Administrative Officer and the Township’s Chief Administrative Officer, in relation to any contract issue, operational conflict, problem or non-compliance issue that may require intervention of senior staff. iii. Any notice, or other communication required or permitted to be given under the Agreement by the Municipality or the Township shall be in writing and shall be delivered in person transmitted by fax or sent by mail, addressed as follows: If to the Municipality: Municipality of Trent Hills Attention: CAO Box 1030, 66 Front Street South Campbellford, Ontario KOL ILO Telephone: (705)-653-1900 Fax: (705)-653-5203 If to the Township: Township of Asphodel-Norwood Attention: CAO P.O. Box 29, 2357 County Road 45 Norwood, Ontario K0L 2V0 Telephone: (705)-639-5343 Fax: (705)-639-1880 iv. If transmitted by fax, any such notice or other communication shall be deemed to have been given and received on the day on which it was delivered or successfully transmitted or, if such day is not a business day, on the next following business day. v. If delivered in person, any such notice or other communication shall be deemed to have been given and received on the day on which it was delivered to the office of the receiving party during regular office hours. vi. If mailed, any such notice or other communication shall only be deemed to have been given and received if delivered by registered mail. 6. Non-Compliance i. The Municipality shall not be responsible for any situations where the Township does not comply with all relevant laws, regulations and authorizations, where such non-compliance situation resulted from the Township not carrying out the improvements, undertaking repairs, maintenance, etc. to the Township systems.

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7. Execution of the Agreement/Duration/Termination of Agreement i. This agreement shall become effective and shall be dually executed on June21, 2016. ii. The duration of this contract shall be for an initial term of three years from the date of execution with an option of one automatic three year renewal. iii. Renewal for a successive four-year term may be negotiated upon completion of the first term. iv. This Agreement may be terminated by either party with 6 months notice in writing passed by Council, by registered mail to the appropriate address. There shall be a settlement of all accounts no later than 90 days after the cessation of Services. v. Any and all former agreements between the Township of Asphodel-Norwood and the Municipality of Trent Hills are, upon the execution of this Agreement, terminated, rescinded, cancelled and rendered null and void. All liabilities and responsibilities imposed upon both the Township and the Municipality shall then be completely discharged. 8. Rates/Fees/Charges i. The current water rates (metered rate and service charge) of the Municipality will be charged to the Township for water supply. ii. The annual price rates for water supply shall be determined by the Municipality each year with the approval of the water rates by-law. The Township will be notified in writing of the annual change in rates and the effective date within 10 business days of passing. iii. In the final year of the agreement, if there is intent to negotiate a new agreement, the Municipality will notify the Township in writing by November 1st of the year prior to expiration. If the parties cannot agree on the price for any renewal term within six months of notification by the Municipality, the agreement will be terminated two months from the last day of the current term. 9. Invoicing/Payment i. The Municipality shall send the Township a monthly invoice. ii. The Township shall pay the Municipality within 30 days of the invoice date. iii. Unpaid invoices are subject to the Municipality standard late charges/fees. 10. Operation of the Asphodel-Norwood (Trentview) System i. The Township shall deal with applications to supply water through the Trentview system to residential lots and premises situated in the Township area, demand and receive payment for the connection, disconnection and other charges to be paid before water is supplied, bill and received payments of accounts. ii. The Township shall operate, maintain, repair, rehabilitate, manage, upgrade, replace, etc. all necessary components of the Trentview system as required or otherwise determined. 11. Expansion of the System i. In the event the Township identifies the desire to expand the Trentview system a written request shall be submitted to the Municipality for consideration. ii. The request should include as much detail as possible in order for the Municipality to perform a preliminary review of the proposal. iii. Upon receiving the request/proposal the Municipality will perform a preliminary review of the submission and provide the Township with information relating to the likelihood of the Municipality being able to accommodate the request and highlight additional details that would be required to perform a comprehensive review and approval. 12. Water Quality ii. The Municipality is not responsible for the quality of water in the Trentview distribution system as defined in the Regulation. The Municipality’s responsibility for water quality terminates at the municipal boundary. Once the water enters the Trentview distribution system the water becomes the responsibility of the Township. 13. Indemnity i. The Municipality agrees to indemnify, save and hold harmless, in trust and in perpetuity, the Township and the Township's employees, officers and agents in respect of any liability, claim or expense that arises solely as a result of the Municipality's negligence or willful misconduct when performing the Services under the terms of this Agreement.

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ii. The Township shall indemnify, save and hold harmless, in trust and in perpetuity, the Municipality and the Municipality's directors, officers, employees and agents in respect of any liability, claim or expense suffered or incurred in relation to the Services under the terms of this Agreement or the entering into of this Agreement by the Municipality, except where the liability, claim or expense arises solely as a result of the Municipality’s negligence or willful misconduct when performing the Services, or where the liability, claim or expense is covered by a policy of insurance put in place by the Municipality, the premiums of which were paid for by the Municipality. 14. Insurance i. The Municipality shall maintain their own insurance coverage for the protection of their employees and agents and assets of the Municipality only, as they deem appropriate. ii. The Township shall maintain their own insurance coverage as they deem appropriate for their assets and for the operation of the Township systems. iii. The Township and the Municipality shall inform in writing each other as to the level, type, extent, etc. of the insurance coverage obtained. 15. Warranty/Guarantee i. By entering into this agreement, the Municipality is not putting forward any type of warranty, guarantees or any other representations as it relates to the performance of the systems owned and operated by the Township. 16. Other i. All questions or differences which may at any time arise between the parties hereto or those claims under them touching this Agreement or the subject matter thereof, or arising out of or in reference thereto, respectively, shall be referred to a single arbitrator or if required the Minister of the Environment and Climate Change for Ontario their appointee. Any such arbitration shall be held in accordance with the provisions of the Arbitration Act (Ontario S.O. 1991, c.C.17), with all hearings to take place in the province of Ontario. ii. The Township shall pass and enforce a by-law, if requested by the Municipality of Trent Hills in writing, within ninety (90) days to regulate and restrict the use of water in the areas supplied by the water delivered by the Municipality during certain periods specified. iii. This Agreement shall ensure to the benefits of and be binding upon the Parties hereto and their respective successors and assigns. iv. All representations, warranties and indemnities given by each of the parties, shall survive indefinitely the termination of this Agreement. v. The Township undertakes to comply with its own water by-laws. 17. Entire Agreement i. The Municipality and the Township agree that the within agreement constitutes the entire agreement between the parties with respect to the subject matter hereof, and that this agreement supersedes all proposals, oral or written, all previous negotiations and all of the communications between the Municipality and the Township with respect to the subject matter hereof. SIGNED and sealed by the Township and the Municipality, This 21st day of June, 2016. ________________________________ ___________________________ Mayor, CAO/Clerk/Treasurer, Township of Asphodel-Norwood Township of Asphodel-Norwood _____________________________ ____________________________ Mayor, Clerk, Municipality of Trent Hills Municipality of Trent Hills

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Water Supply Agreement Municipality of Trent Hills and the Township of Asphodel-Norwood

Schedule ‘B’ Emergency Contact List and Protocol

Township of Asphodel-Norwood: Jeff Waldon, Manager of Public Works & Environmental Services Cell 705-930-0697 After Hours Emergency Line 705-740-6181

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To: All Members of Council

Prepared By: Shari Lang

Reviewed/Approved By: Lynn Phillips

Department Report No: CLK-2016-02

Subject: Video Surveillance Annual Compliance Report

Corporate Strategic Plan: Communications

Council Recommendation:BE IT RESOLVED that Council receive Staff Report CLK-2016-02 as information, being the Annual Report on Video Surveillance;AND THAT all surveillance camera systems are operating within the guidelines of the Video Surveillance Policy and continue to be justified for continuous operation in all existing areas.

1. Purpose/Nature of the Proposal: To provide an annual report to Council on the video surveillance systems within the municipality to ensure compliance with the by-law and legislation and to justify the need for continuation.

2. Background/Rationale:The Video Surveillance Policy adopted by Council in 2009 states that video surveillance cameras may be used in municipal owned or operated buildings and open spaces to deter and detect crime and anti-social behavior such as theft, vandalism and unauthorized entry. The use of cameras must be in accordance with the Municipal Freedom of Information and Protection of Privacy Act. Any recorded data or visual images of an identifiable individual qualify as "personal information" under the Act. Collection of personal information can only be used for the purposes of by-law enforcement or necessary to the proper administration of a lawfully authorized activity.


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Video surveillance systems have been installed on municipal owned property in the past in areas where there have been increased reports and complaints of vandalism, unlawful acts or where there is a health and safety risk. Public consultation was held prior to the installation of any camera systems in public locations. All locations have proper signage advising the public of the area that is being monitored by the video. All recorded data is taped continuously and is motion sensitive, so that the data is only retained for an average of 3-7 day period, and is erased as the tape continues.

4. Risk/Safety Considerations:The use of video surveillance cameras must be strictly controlled by municipal by-law and legislation. There are very limited number of staff with access to the equipment and training has been provided to all persons. All trained staff have signed confidentiality agreements with the Municipality. Monitoring equipment for all locations is stored in locked rooms or cabinets and only accessed by qualified and trained personnel. A formal request must be made for viewing information on the video. The Clerk will be in attendance for any viewing to ensure the legislation is strictly adhered to.

5. Legal Implications/Legislative Requirements:Video surveillance will assist the local police in their enforcement as charges can be laid based on evidence from video surveillance. There are no legal implications if the policy is complied with. The annual check ensures training of staff, security of the cameras, restricted access and log books are used properly.

6. Policy/Staff Implications:Section 11 of the policy states that the Municipal Clerk shall conduct an annual review of the policy and system to ensure that:i) video surveillance continues to be justifiedii) reported incidents and police contacts are properly recorded in logbooksiii) videos are properly retainediv) videos are being deleted in accordance with timeframes and security measures are being followed; andv) formal and informal information requests from the public have been tracked. Failure to comply with the policy could result in a breach of privacy under the Municipal Freedom of Information and Protection of Privacy Act.The annual inspection of all sites was completed on June 1-3, 2016. All locations are following the proper process for viewing, reporting incidents, use of logbooks, retaining videos and handling of public requests. There were no requests for information received since last year, so no access to information was recorded.

7. Major Benefits:In 2011-2012 there were 7 requests for viewing of videos received from the OPP. The video surveillance assisted in their investigations of graffiti and other incidents of vandalism during that term.In 2012-2013 there was 1 inquiry from the OPP, but the request was not in a monitored area.In 2013-2014 there were no requests for viewing of video tapes.In 2014-2015 there was 2 inquiries form the OPP for viewing of the video tapes.

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In 2015-2016 there were no requests for viewing of video tapes.I believe that video cameras act as a deterrent to vandalism and theft of property and result in a reduction of the number of such incidents.

8. Financial Analysis:The most expensive element of the existing systems are the cameras and signage, which are already in place. Monitoring of the systems are absorbed in the respective department operating budgets annually.

9. Means of Communicating Decision:The video surveillance policy is communicated on the website. Signs are posted in all areas under surveillance to ensure the public are aware. The annual staff report is communicated to Council and is included on the agenda for public information.

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Ontario Police Provincial provinciale Police de l'Ontario

Municipal Policing Bureau Bureau des services policiers des municipalités

777 Memorial Ave. 777, ave Memorial Orillia ON L3V 7V3 Orillia (ON) L3V 7V3

Tel: (705) 329-6200 Fax: (705)330-4191

File number/Référence: 612-20

June 01, 2016

Mayor/CAO,

It has been a pleasure for us to help you accomplish your policing responsibilities and keeping your community safe over the years, and we look forward to providing you high value policing service in 2016 and beyond.

In this letter, I would like to highlight for you some of the 2016 initiatives we are undertaking and inform you of some of the projects Municipal Policing Bureau (MPB) will be focusing on this year.

New MPB Twitter account (OPP Mun Pol In 2016, MPB's commitment is to enhance our communication with your municipality using effective, innovative means of communication. The Bureau recently launched a Twitter account (@OPP_Mun_Pol) to provide municipalities like yours with an opportunity to stay up-to-date with the MPB initiatives and announcements. At the same time, our Bureau will be using Twitter to post additional information/materials and answer questions you might have. If your municipality does not have a Twitter account, it is recommended to set up one up on your desktop or your mobile device and start following us at @OPP_Mun_Pol. For additional information on how to sign up with Twitter, please visit Twitter Support Page. Alternatively, you may enter @OPP_Mun_Pol in your search browser (i.e. Google Chrome, Firefox or Internet Explorer).

Redesign of the www.OPP.ca With the recent redesign of the OPP website, our Bureau will continue to upload materials which will help in providing detailed explanation on the billing model, contract proposal process and policing costs in general. Please take the time to review the MPB page of the website (www.OPP.ca/Who we are/Municipal Policing Bureau). In addition, the MPB will notify all our Twitter followers once new materials are uploaded on our website.

Posting of the 2015-2016 municipal policing costs on www.OPP.ca Based on feedback received from many municipalities, and in keeping with our renewed commitment to educate, inform, and be transparent on OPP municipal policing billing practices, the OPP will be posting the 2015 and 2016 policing costs for all OPP policed municipalities on www.OPP.ca/Who we are/Municipal Policing Bureau.

Municipal portal initiative We are currently at the design stage for creating a communication portal with all 323 municipalities policed by the OPP. The ability to communicate regularly and in a timely manner with such a large number of clients using conventional means, like regular mail, has its limitations. In keeping with the app's drive to innovate and be more efficient, my intention is to develop an online correspondence delivery system that allows all of us to communicate with you in a more efficient and effective way.

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This online portal will have individual municipal access and serve as a delivery mechanism for all the correspondence with municipalities like yours going forward. i.e. annual billing statements, letters, reminders etc.

The OPP Contract Proposal Process As you are aware, the Ministry of Community Safety and Correctional Services lifted the moratorium on costings on November 1, 2015 and the OPP has started providing contract proposals as requested. There are currently 10 municipalities in the queue for costing proposals. The contract proposal process was designed not to affect the municipal policing cost of the existing OPP-policed municipalities. A detailed Information Manual that provides more information on the OPP contract proposal/amalgamation process can be found at www.OPP.ca/VVho we are/Municipal Policing Bureau.

New CFS Billing Summary Report In addition to the OPP launching the Polices Services Board reporting tool earlier in 2015, MPB recently launched the Calls for Service (CFS) Billing Summary Report. If you haven't seen it by now your local civilian governance body likely has. The report, available from your local OPP detachment Commander, ensures timely information to municipalities pertaining to the `billable' CFS in their municipality. Please discuss with your Detachment Commander and your civilian governance body (if any) for the possibility of reviewing the report.

Please send us your feedback on these new initiatives by email at [email protected]. We look forward to hearing from your municipality on these initiatives and our fruitful collaboration in the future.

The OPP is committed to work diligently with municipal stakeholders to ensure effective, efficient and sustainable police service delivery in Ontario.

Thank you again.

Sincerely,

M.M.(Marc) Bedard Superintendent Commander, Municipal Policing Bureau

Email [email protected] Twitter @OPP_Mun_Pol

/nv

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Ontario Provincial Police

Police provinciale de l’Ontario

Municipal Policing Bureau Bureau des services policiers des municipalités

777 Memorial Ave. 777, avenue Memorial Orillia ON L3V 7V3 Orillia ON L3V 7V3

Tel: 705 329-6200 Tél. : 705 329-6200

Fax: 705 330-4191 Téléc.: 705 330-4191

File Reference: 612-20

June 7, 2016 Attn: Municipal CAOs and Mayors RE: New Report Available Related to Current Billable Calls for Service (CFS) In follow-up to the 2016 initiatives letter dated June 1st, 2016, the Ontario Provincial Police (OPP) Municipal Policing Bureau has rolled out a new report called the Calls for Service (CFS) Billing Summary Report. Under the OPP billing model, the number of billable occurrences has an impact on the amount a municipality pays on the CFS portion of their annual billing statement. Police officers perform a variety of duties and respond to many different types of situations. Only a portion of these duties, deemed to be reactive in nature, are included in the CFS portion of a municipality’s annual billing statement. The CFS Billing Summary Report captures current activity for billable occurrences grouped and weighted by their respective time standard in a manner similar to the annual statement. With the CFS Billing Summary Report, Detachment Commanders are able to view current activity, comparing it to the same period in the previous year to take a quick snapshot of “billable” CFS in the municipality. This report is meant to be shared by detachment representatives with OPP-policed municipalities through their Police Services Boards (PSB), Community Policing Advisory Committees (CPAC) and/or municipal councils. It must be recognized that this is only one of several tools and/or reports available to understand policing activity in a municipality. On the back side of this memo you will find some Frequently Asked Questions about the CFS Billing Summary Report. This report, combined with other tools and/or reports, can assist detachment commanders in identifying the types of calls that may be contributing to reactive CFS and impacting policing costs. The development of this report supports the OPP’s commitment to provide clear and transparent information to municipalities about the delivery of OPP municipal policing services. Yours truly,

M.M. (Marc) Bedard Superintendent Commander, Municipal Policing Bureau ald/

Frequently Asked Questions

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Q. What is the difference between the CFS Billing Summary report and the Police Services

Board report?

The PSB report consists of four components, one of which being crime data from Niche RMS.

The crime report is similar to the CFS Billing summary but different. Billable occurrence

reporting has unique characteristics unlike any of the OPP’s other statistical methods including:

Count of reported occurrences instead of actual occurrences (reported in the Police

Services Board Crime report).

Excludes occurrences reported through on‐line reporting methods.

Offences included in the billing categories vary from traditional reporting categories

(originating from Statistics Canada) despite similar naming conventions.

Does not include ALL occurrences municipal officers attend.

Does not include occurrences in First Nations, provincial areas or unorganized

territories.

The PSB Report is managed and supported by Business Management Bureau. The CFS

Billing Summary Report is managed and supported by Municipal Policing Bureau.

Q. Why are reported occurrences used instead of actual occurrences? Reported occurrences are the sum of all actual and unfounded occurrences reported to police. Reported occurrences invoke police resources, whether the reported offence was actually committed or not. As police are still required to investigate ‘unfounded’ occurrences and still invoke a police response, they are counted for billing purposes. Q. Where can I get this report from? CFS Billing Summary reports can be requested from your Detachment Commander. Q. Are calls for service in First Nation or provincial areas (Provincial parks, highways) included in the counts? The CFS Billing Summary report counts only occurrences that occur in one of the 323 municipalities policed by the OPP. It does not include occurrences in provincial areas (including First Nation, unincorporated territories or provincial park areas) that OPP members are mandated to police. Location of the occurrence is determined by the occurrence address.

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TOWNSHIP OF SOUTH - WEST OXFORD

R. R. # 1, Mount Elgin, On. N0J 1N0 312915 Dereham Line

Phone: (519) 877-2702; (519) 485-0477; Fax: (519) 485-2932

A leader in the development and delivery of municipal services for the growth & well being of our community

Thursday, June 2, 2016 Rural Ontario Municipal Association Attn: Chairperson Ronald Holdman 200 University Avenue Suite 801 Toronto, ON M5H 3C6 Dear Board of Directors: The Council of the Township of South-West Oxford duly moved and carried the following resolution at the regular council meeting held on May 17, 2016: Resolved that staff be directed to write a letter to ROMA indicating the Township’s opposition to the division of the Conferences and that this be sent to all municipalities in Ontario, AMO and Oxford MPP Ernie Hardeman. Council has expressed concern that two separate conferences…only weeks apart…will have a negative impact on resources without a significant improvement in results. Provincial Ministers and support staff, Members of Provincial Parliament, Council members, municipal staff, vendors as well those sponsoring the conferences will see a doubling of costs as there is now an expectation to appear at two separate events. The previous partnership provided diversity of content while streamlining costs between two important groups. Council does not see what efficiencies are to be gained by splitting the conferences. There has always been the opportunity to address Rural Ontario issues at the combined conference. It is questionable whether a separate conference will offer rural municipalities a clearer voice when dealing with the Province or other agencies or provide better educational opportunities to members. Diversity in a conference offers a great deal to the participants to bring back to their communities. Council is hopeful that the ROMA Board of Directors will reconsider and reunite with OGRA for future conferences. Yours truly, Mary Ellen Greb, CAO

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Applicant Information

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If yes, please complete the Northumberland County's Special Event Application form available at www.northumberlandcounty.ca

The Corporation of the Municipality of Trent Hills Application Package for Temporary Road Use/Closure for Special Events

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Request for Road Closure All full road closures must be approved by Council and a by-law must be developed. If the event does not require a full closure a by-law will not be required. In case of emergency, all road closures must be of an entire block (i.e. from intersection to intersection) and must not section off a portion of a block. If there are additional streets for closure please attach an additional sheet.

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Site Olean-Op/Q:00ra! Malriteijançe As an event operator, you are responsible for the clean-up of the event site by the end time of the event specified above. The Municipality of Trent Hills will provide all normal maintenance services to its current routine standards. Any additional maintenance required by the special events operator prior to or during the event shall be at the sole cost and responsibility of the event operator.

I fis.iitAtide & Liability "Req...07010.nt.4..: , Every applicant shall obtain insurance no less than $2,000,000.00 per occurrence against loss or damage resulting in bodily injury or death or damage to any property from any one incident and such policy shall name the Corporation of the Municipality of Trent Hills as an additional insured and shall protect the Municipality for all claims for all damage, injury, or death arising out of any act or omission on the part of the event operator, its servants, and/or agents. The policy shall be endorsed to provide that the policy shall not be altered, cancelled, or allowed to lapse without written notice to the Municipality. The Corporation of the Municipality of Trent Hills reserves the right to set higher insurance limits on the event if required.


of 230

Applicants are required to submit a copy of their insurance papers from their insurer confirming that the insurance coverage held by the applicant are in accordance with the Municipality's requirements at least 14 days before the event. The Municipality must be notified immediately of any damage that occurs to Municipal property. The event operator shall be held financially responsible for any and all repairs if it is determined by the Municipality that the cause of the damage was due to negligence on behalf of the event operator, or one of the participants authorized by the event operator.

7) Name of the Insurance Company: N FL( I .A..4-eLAA -9270 Proof of Insurance Attached: 0 Yes 0 No

giteR141.1' • -

The purpose of a site plan sketch is to allow emergency services to determine if there is adequate access to the area of the event and safety devices (i.e. fire hydrants) for public safety.

On the back page, please include a summary and a sketch of your site plan. Any portable structures or site built structures (i.e. bleachers, tents, platforms, etc.) should be indicated. Please indicate the emergency route through the area and access to safety devices for the Fire department's and EMS's approval.

Tents and Washrooms . Do you plan to have tents at your event? • Yes p,..No

If you are using a single tent or a group of tents that exceed 60m2 then you must obtain a building permit. Please contact the Building Department at (705) 653-1900 ext. 242 for more information.

Will you be using portable washrooms? • Yes • No

How Many?

Please include locations of tents and washrooms on your site plan. You must insure the public has access to washroom facilities. Food Service Does your event include food concessions and/or a preparation area? • Yes • No

Appropriate Special Events Food Vendor forms from the Health Unit need to be completed and permission may be required. Please contact the Haliburton Kawartha Pine Ridge District Health Unit at (705) 653-1550.

All special event operators and their vendors must adhere to the Vehicles Selling Food and Refreshments By-Law that can be obtained online at www.trenthills.ca

Alcohol Will alcohol be served at this event? • Yes Li No

A

If your event involves alcohol, you must: 1. Obtain approval for alcohol at the event from Council through this application 2. If approval is granted, apply for a Special Occasion Permit at any Liquor Control

Board of Ontario 3. Submit a copy of the Permit to the Clerk's Department at least 14 days prior to

the event 4. Ensure that everyone serving alcohol has obtained the Smart Serve certification.

(1)


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Permits Please attach the following items to the application, if applicable to the event. These forms are required and must be completed and received at the Clerk's Department no later than 14 days prior to the event.

O Food Service Permit (Haliburton Kawartha Pine Ridge Health Unit) O Special Occasion Permit (L.C.B.0.) O Burn/Fire Permit O Fireworks (Fire department) O Building Permit O Copy of Insurance Papers O Northumberland County's Road Use Application O Vehicles Selling Food Permit O Other

I/We hereby agree to the above conditions and the following conditions: 1. To indemnify and save harmless the Corporation of the Municipality of Trent Hills

from any and all claims and/or damages arising out of this road closing and to provide any bond or insurance which may be required in this regard.

2. To be responsible for any and all costs to provide and maintain sufficient traffic control measures to ensure safety for the travelling public and participants.

'AT?i1 /41:licant's Signature Da-té of Application

Property Owner's Signature Date of Application


of 230

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of 230

PART 2 (To Be Completed by Trent Hills Staff)

Road Closing By-Law Required?

Municipality: Comments:

• Yes • No

Approved By: Date:

Public Works Department: Comments:

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,

Checked By:

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Date

,7 Date:

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Police Representative: Detachment:

Traffic Control/Signage Provided By:

Detour Provided By:


of 230

Fire Department: Comments:


of 230

Regular Council PM Meeting Minutes June 7, 2016


REGULAR COUNCIL MEETING MINUTES

TUESDAY, JUNE 7, 2016

CLOCK TOWER CULTURAL CENTRE

36 Front Street South, Campbellford

Present: Mayor Hector Macmillan

Deputy Mayor Bob Crate

Councillor Rosemary Kelleher-MacLennan

Councillor Bill Thompson

Councillor Catherine Redden

Councillor Rick English

Councillor Ken Tully

Staff: Lynn Phillips, Chief Administrative Officer

Shari Lang, Clerk

Valerie Nesbitt, Director of Finance

Jim Peters, Director of Planning

Neil Allanson, Manager of Roads and Urban Services

Peter Burnett, Community Recreational Officer

Keeley Biron, Manager Parks & Facilities

Others: Richard Steiginga, Collins Barrow

1. CALL TO ORDER:

a) The meeting was called to order at 6:10 p.m.


a) None.


MOVED BY Councillor Rick English SECONDED BY Councillor Bill Thompson

THC 251-2016

BE IT RESOLVED that Council approve the agenda for this regular Council meeting of June 7, 2016 as presented.

“CARRIED”


of 230


a) None.

5. CLOSED SESSION

MOVED BY Councillor Rosemary Kelleher-MacLennan SECONDED BY Deputy Mayor Robert Crate

THC 252-2016

BE IT RESOLVED that Council move into closed session pursuant to Section 239 of the Municipal Act at 6:11 p.m.

(2)(c) A proposed or pending acquisition or disposition of land by the municipality or local board;

“CARRIED”

MOVED BY Councillor Bill Thompson SECONDED BY Councillor Rosemary Kelleher-MacLennan

THC 253-2016

BE IT RESOLVED that Council rise from closed session 6:55 p.m. with no motions in open session.

“CARRIED”

6. PRESENTATIONS/DELEGATIONS

a) None. The meeting recessed at 7:00 p.m. to hold the Committee of Adjustment Public Meeting and reconvened at 7:15 with all previous Council members in attendance.

7. STAFF REPORTS

7.1 Finance

i) SR-0757

FIN-2016-019

Presentation of 2015 Draft Consolidated Financial Statements Richard Steiginga, Collins Barrow provided a summary of the 2015 Draft Consolidated Financial Statements.

MOVED BY Councillor Ken Tully SECONDED BY Deputy Mayor Robert Crate

THC 254-2016

BE IT RESOLVED that Council receive Staff Report FIN-2016-019 for information;

AND FURTHER that Council approve the 2015 Draft Consolidated Financial Statements as presented;

AND FURTHER that Mayor or Deputy Mayor and Treasurer be authorized to sign the 2015 Management Report;

AND FINALLY that two members of Council be authorized the sign the 2015 Audit Committee Letter on behalf of Council

Page 2 of 12 of 230


(Mayor or Deputy Mayor and Finance, Audit, Debt Committee representative).

“CARRIED”

ii) SR-0773

FIN-2016-020

2015 Audit Management Letter

MOVED BY Councillor Ken Tully SECONDED BY Councillor Rosemary Kelleher-MacLennan

THC 255-2016

BE IT RESOLVED that Council receive Staff Report FIN-2016-020 as information.

“CARRIED”

7.2 Planning

i) SR-0763

PLN-2016-19 Agreement Regarding Capital Funding for Valley Green Homes

MOVED BY Councillor Ken Tully SECONDED BY Councillor Bill Thompson

THC 256-2016

BE IT RESOLVED that Council receive Staff Report PLN-2016-19, with respect to the Agreement regarding Capital Funding for Valley Green Homes, as information;

AND FURTHER that Council pass the attached By-law authorizing the Mayor and Clerk to execute said Agreement, on behalf of the Municipality of Trent Hills.

“CARRIED”

ii) By-law 2016-53, Agreement with Valley Green Homes regarding Capital Funding

MOVED BY Councillor Bill Thompson SECONDED BY Councillor Ken Tully

THC 257-2016

BE IT RESOLVED that By-law 2016-53 being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Trent Hills and Valley Green Homes, for capital funding with respect to infrastructure, within the Municipality of Trent Hills, be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 7th day of June, 2016.

“CARRIED”

iii) By-law 2016-54, Assumption of Kings Park Boulevard

MOVED BY Deputy Mayor Robert Crate THC 258-

Page 3 of 12 of 230


SECONDED BY Councillor Rosemary Kelleher-MacLennan

2016

BE IT RESOLVED that By-law 2016-54 being a by-law for establishing and assuming a municipal highway, being Part of Block 36, Plan 112, being Parts 52, 62 and 69 on Plan 39R-1292, and Part of Block 35-36, Plan 112, being Parts 1 and 2 on Plan 39R-12792, and Part Lot 4, West of Centre Street, Block 36, Plan 112, being Parts 84, 85 and 86 on Plan 39R-12792, Kings Park Boulevard, former Town of Campbellford, within the Municipality of Trent Hills, be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 7th day of June, 2016.

“CARRIED”

iv) SR-0764

PLN-2016-20 Zoning Amendment Application C01/2016, Todd Mollohan

MOVED BY Councillor Catherine Redden SECONDED BY Councillor Rosemary Kelleher-MacLennan

THC 259-2016

BE IT RESOLVED that Council receive Staff Report PLN-2016-20, with respect to façade improvements further to Zoning Amendment Application C01/2016, Todd Mollohan, as information;

AND FURTHER that Council approve the façade design to fulfill Condition #3 of Zoning Amendment By-law 2016-05.

“DEFEATED”


THC 260-2016

BE IT RESOLVED that the new design improvements should be in keeping with age of the building;

AND FURTHER that Council defer until June 21, 2016 Council meeting.

“CARRIED”

v) SR-0766

PLN-2016-21

Assumption of Road into Municipal Road System

MOVED BY Councillor Rick English SECONDED BY Councillor Ken Tully

THC 261-2016

BE IT RESOLVED that Council receive Staff Report PLN-2016-21, being a report to assume into the municipal road system, a portion of Platt Road, Percy Ward, as information;

AND FURTHER that Council approve the attached By-law, allowing Part of Lots 18 and 19, Concession 1, being Parts 1 and 2 on Plan 39R-13302, a portion of Platt Road, Percy Ward, to be assumed in to the Trent Hills municipal road system.

“CARRIED”

Page 4 of 12 of 230


vi) By-law 2016-55, Assumption of a portion of Platt Road

MOVED BY Deputy Mayor Robert Crate SECONDED BY Councillor Catherine Redden

THC 262-2016

BE IT RESOLVED that By-law 2016-55 being a by-law for establishing and assuming a municipal highway, being part of the road allowance between Lots 18 and 19, Concession 1, being Parts 1 and 2 on Plan 39R13302, a portion of Platt Road, former Township of Percy, within the Municipality of Trent Hills, be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 7th day of June, 2016.

“CARRIED”

vii) SR-0770

PLN-2016-22

Lands Outside Conservation Authority Jurisdiction

MOVED BY Councillor Bill Thompson SECONDED BY Councillor Ken Tully

THC 263-2016

BE IT RESOLVED that Council receive Staff Report PLN-2016-22, regarding lands outside Conservation Authority jurisdiction, as information;

AND FURTHER that Council request that Lower Trent Conservation begin the process to amend the watershed jurisdiction to include lands in Trent Hills outside Conservation Authority jurisdiction.

“CARRIED”

7.3 Recreation

i) SR-0774

2016-03

Evaporative Condenser Replacement - Campbellford Arena

MOVED BY Councillor Rosemary Kelleher-MacLennan SECONDED BY Councillor Rick English

THC 264-2016

BE IT RESOLVED that Council receive Staff Report REC 2016-03 as information;

AND FURTHER that Council provide authorization for the expenditure of $39,254.00 plus HST as budgeted in the Capital Budget for the removal of the old evaporative condenser and the installation of a new evaporative condenser at the Campbellford Arena and to authorize Industrial Refrigerated Systems Inc. to complete the required work as quoted.

“CARRIED”

7.4 Public Works

Page 5 of 12 of 230


i) SR-0767

PWK-2016-29 Stop Sign By-law Amendments

MOVED BY Councillor Ken Tully SECONDED BY Councillor Rick English

THC 265-2016

BE IT RESOLVED that Council receive Council Report PWK 2016-29 being Stop Sign Amendments;

AND FURTHER that Council pass By-law 2016-52 to amend By-law 2012-78 being a By-law to Provide for Erection of Stop Signs at Intersections with The Corporation of the Municipality of Trent Hills.

“CARRIED”

ii) By-law 2016-52 - Erection of Stop Signs at Intersections

MOVED BY Deputy Mayor Robert Crate SECONDED BY Councillor Rosemary Kelleher-MacLennan

THC 266-2016

BE IT RESOLVED that By-law 2016-52 to amend By-law 2012-78 being a by-law to provide for erection of stop signs at intersections, within the Municipality of Trent Hills, be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 7th day of June, 2016.

“CARRIED”

iii) SR-0768

PWK 2016-30 2016 Stamped Concrete Boulevard Program Request for Proposal Award

MOVED BY Councillor Ken Tully SECONDED BY Councillor Rosemary Kelleher

THC 267-2016

BE IT RESOLVED that Council support and approve Staff Report PWK-2016-30 and award RFP Stamped Concrete Boulevard Program 2016 to Nicholson Bros. Concrete & Construction in the total amount of $ 38,483.28 (including applicable taxes) all in accordance with their proposal submitted May 19, 2016;

AND FURTHER that Council authorize and award the 2016 Stamped Concrete Boulevard Program to Nicholson Bros. Concrete & Construction in the total amount of $ 38,483.28 (including applicable taxes) all in accordance with their proposal submitted May 19, 2016.

“CARRIED”

iv) SR-0769

PWK 2016-31 2016 Sidewalk Repair/Replacement Request For Proposal Award

Page 6 of 12 of 230


MOVED BY Deputy Mayor Robert Crate SECONDED BY Councillor Bill Thompson

THC 268-2016


AND FURTHER that Council support and approve Staff Report PWK-2016-31 and award the Ranney Street portion of the 2016 Sidewalk Repair/Replacement Request for Proposal to Nicholson Bros. Concrete in the total amount of $45,821.50 including applicable taxes all in accordance with their submission tendered May 19, 2016.

“CARRIED”

v) SR-0772

PWK-2016-32 Supply and Delivery (1) New 2016 or 2017 Class 7 Single Axle 4X2 Plow Truck with a Combination Side Tip Sander/Dump Body, Two Way Reversible Plow and Full Hydraulic Wing.

MOVED BY Councillor Rick English SECONDED BY Councillor Catherine Redden

THC 269-2016

BE IT RESOLVED that Council support and approve Staff Report PWK-2016-32 and award the tender to Cornwall Freightliner in the total amount of $229,222.25 including applicable taxes all in accordance with their submission tendered May 27, 2016;

AND FURTHER that Council declare unit 3-15, a 1996 GMC Topkick plow truck, surplus and authorize its sale through public auction utilizing the services of Govdeals.ca.

“CARRIED”

8. COMMUNICATIONS

8.1 Information Items

i) Otonabee Region Conservation Authority - April 21, 2016

ii) Ontario Network of Accessibility Professionals - (Quinte West) - May 13, 2016

iii) The Township of Gillies - Resolution - Cutbacks to Behavioural Therapy Children Affected by Autism Spectrum Disorder

iv) The Bridge Hospice Update - May 2016

v) Chatham-Kent - Resolution - Climate Change Action Plan

MOVED BY Deputy Mayor Robert Crate SECONDED BY Councillor Ken Tully

THC 270-2016

Page 7 of 12 of 230


BE IT RESOLVED that Council receive the Otonabee Region Conservation Authority minutes of April 21, 2016, the Ontario Network of Accessibility Professional (Quinte West) minutes of May 13, 2016, the Township of Gillies resolution regarding cutbacks to behavioural therapy children affected by Autism Spectrum Disorder, the Bridge Hospice Update for May 2016 and the Chatham-Kent resolution regarding Climate Change Action Plan as information.

“CARRIED”

8.2 Endorsement Items

i) Township of Wellington North - Resolution - Ban on Door to Door Sales in Ontario

MOVED BY Councillor Rosemary Kelleher-MacLennan SECONDED BY Councillor Catherine Redden

THC 271-2016

BE IT RESOLVED that Council receive and support the resolution from the Township of Wellington-North regarding the ban on door to door sales in Ontario.

“CARRIED”

ii) Enbridge - Ontario Energy Board Proceeding - Natural Gas Expansion

MOVED BY Councillor Bill Thompson SECONDED BY Deputy Mayor Robert Crate

THC 272-2016

BE IT RESOLVED that this Council recognizes the benefit of access to natural gas to the Municipality of Trent Hills, in attracting new industry and creating jobs, creating more affordable commercial transportation and agriculture options and offering lower energy prices to residents and employers;

AND FURTHER that this Council fully supports the efforts of Enbridge Gas Distribution before the Ontario Energy Board (#EB-2016-0004) where it seeks to address current regulatory rules and guidelines that limit Enbridge's ability to extend service to unserved communities in rural Ontario, like the Municipality of Trent Hills.

“CARRIED”

8.3 Direction Items

i) National Disaster Mitigation Program Funding Requested by Lower Trent Conservation Authority

MOVED BY Councillor Rosemary Kelleher-MacLennan SECONDED BY Councillor Catherine Redden

THC 273-2016

BE IT RESOLVED that Council approve the funding commitment for a Stream 1 Risk Assessment of the Trent River and local streams in the Lower Trent Watershed under

Page 8 of 12 of 230


the federal government's National Disaster Mitigation Program (NDMP) for 2016-2017.

“CARRIED”

ii) Community Care Northumberland - Temporary Road Use Request Application

MOVED BY Councillor Bill Thompson SECONDED BY Deputy Mayor Robert Crate

THC 274-2016

BE IT RESOLVED that Council approve the temporary road use application from Community Care Northumberland to hold a road toll on June 18 & 19, 2016 in Hastings, within the Municipality of Trent Hills.

“CARRIED”

iii) Joan Sheppard - Campbellford Community Edibles Garden - Request Watering Solutions

MOVED BY Councillor Catherine Redden SECONDED BY Councillor Rosemary Kelleher-MacLennan

THC 275-2016

BE IT RESOLVED that Council support the installation of a secure tap on the trail basis under the supervision of the Water Department and report on the future use at the end of the season.

“CARRIED”

9. ADOPTION OF MINUTES

9.1 Regular Council Minutes

i) Regular Meeting of Council - May 17, 2016


THC 276-2016

BE IT RESOLVED that Council adopt the minutes of the Regular Council meeting held on May 17, 2016 as presented.

“CARRIED”

9.2 Minutes to Adopt

i) Warkworth Percy Betterment Advisory Committee - January 12, 2016, February 9, 2016, April 12, 2016

ii) Campbellford Seymour Revitalization Committee - January 21, 2016, March 17, 2016 & April 21, 2016

Page 9 of 12 of 230


iii) Hastings Field House Marketing/Operations Advisory Committee Minutes - April 18, 2016

iv) Culture, Heritage & Economic Development - January 25, 2016 & March 21, 2016

MOVED BY Councillor Bill Thompson SECONDED BY Councillor Rick English

THC 277-2016

BE IT RESOLVED that Council receive the Warkworth Betterment Advisory Committee minutes of January 12, 2016, February 9, 2016 and April 12, 2016, the Campbellford Seymour Revitalization Committee minutes of January 21, 2016, March 17, 2016 and April 21, 2016, the Hastings Field House Marketing/Operations Advisory Committee minutes of April 18, 2016 and the Culture, Heritage & Economic Development Standing Committee minutes of January 25, 2016 and March 21, 2016, and that all recommendations and comments contained therein be adopted as resolutions of Council.

“CARRIED”

9.3 Minutes to Receive

i) Police Service Board - March 22, 2016


THC 278-2016

BE IT RESOLVED that Council receive the Police Service Board minutes of March 22, 2016 as information.

“CARRIED”

10. BY-LAWS

a) By-law 2016-56 - Facility Lease Agreement - Jeanette Campbell

MOVED BY Deputy Mayor Robert Crate SECONDED BY Councillor Bill Thompson

THC 279-2016

BE IT RESOLVED that By-law 2016-56 being a by-law to authorize the execution of a facility lease agreement between the Municipality of Trent Hills and Jeanette Campbell for premises located at 120 Grand Road, Campbellford, within the Municipality of Trent Hills, be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 7th day of June, 2016.

“CARRIED”

b) By-law 2016-57 - Facility Lease Agreement - Trent Hills & District Chamber of Commerce

Page 10 of 12 of 230


MOVED BY Councillor Ken Tully SECONDED BY Councillor Catherine Redden

THC 280-2016

BE IT RESOLVED that By-law 2016-57 being a by-law to authorize the execution of a facility lease agreement between the Corporation of the Municipality of Trent Hills and Trent Hills & District Chamber of Commerce for premises located at 51 Grand Road, Campbellford, within the Municipality of Trent Hills be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 7th day of June, 2016.

“CARRIED”

c) By-law 2016-58 - Facility Lease Agreement - Campbellford Senior Citizens Club


THC 281-2016

BE IT RESOLVED that By-law 2016-58 being a by-law to authorize the execution of a facility lease agreement between the Corporation of the Municipality of Trent Hills and the Campbellford Senior Citizens Club for premises located at 55 Grand Road in Campbellford, within the Municipality of Trent Hills be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 7th day of June, 2016.

“CARRIED”

d) By-law 2016-59 - Facility Lease Agreement - Warkworth Town Hall / Centre for the Arts


THC 282-2016

BE IT RESOLVED that By-law 2016-59 being a by-law to authorize the execution of a facility lease agreement between the Corporation of the Municipality of Trent Hills and the Warkworth Town Hall / Centre for the Arts for premises located at 40 Main Street in Warkworth, within the Municipality of Trent Hills be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 7th day of June, 2016.

“CARRIED”

e) By-law 2016-60 - Appoint Lynn Phillips as Deputy Clerk

MOVED BY Councillor Rosemary Kelleher-MacLennan SECONDED BY Councillor Bill Thompson

THC 283-2016

BE IT RESOLVED that By-law 2016-60 being a by-law to appoint Lynn Phillips as Deputy Clerk for the Municipality of Trent Hills, be introduced and deemed to be read a first, second and third time, passed and signed and sealed this 7th day of June, 2016.



“CARRIED”

11. MAYOR'S COMMENTS

12. GENERAL BUSINESS

13. NOTICE OF MOTION

14. PUBLIC QUESTION PERIOD (10 MINUTES)

15. PRESS QUESTION PERIOD (10 MINUTES)

16. CONFIRMATORY BY-LAW

a) By-law 2016-61 - Confirmatory

MOVED BY Councillor Bill Thompson SECONDED BY Councillor Rick English

THC 284-2016

BE IT RESOLVED that By-law 2016-61 being a by-law to confirm the proceedings of the regular meeting of Council held on June 7, 2016, within the Municipality of Trent Hills be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 7th day of June, 2016.

“CARRIED”

17. ADJOURNMENT:


THC 285-2016

BE IT RESOLVED that this regular meeting of Council be adjourned at 8:40 p.m.

“CARRIED”

Hector Macmillan (Mayor) Shari Lang (Clerk)


Water & Sewer Standing Committee Meeting Minutes April 7, 2016


WATER AND SEWER STANDING COMMITTEE

MEETING NOTES

Thursday, April 7, 2016 at 9:00 AM

Board Room

Present: Councillor Rick English

Councillor Rosemary Kelleher MacLennan

Lynn Phillips, Chief Administrative Officer

Scott White, Manager of Infrastructure and Public Works Administration


Shari Lang, Clerk

Absent:


1. CALL TO ORDER:

MOVED BY Councillor Rick English SECONDED BY Councillor Rosemary Kelleher MacLennan

WAS-1-2016

BE IT RESOLVED THAT the Water and Sewer Standing Committee was called to order by Chair Rosemary Kelleher MacLennan at 9:08 a.m.

“CARRIED”


MOVED BY Councillor Rick English SECONDED BY Councillor Rosemary Kelleher-MacLennan

WAS-2-2016

BE IT RESOLVED THAT Storm Water Rates and Gated Communities be added to the April 7, 2016 Water and Sewer Agenda.

“CARRIED”


MOVED BY Councillor Rosemary Kelleher MacLennan SECONDED BY Councillor Rick English

WAS-3-2016

BE IT RESOLVED that the Committee approve the agenda for the Water & Sewer Standing Committee meeting of April 7, 2016 as amended.

of 230


“CARRIED”


5. PRESENTATIONS/DELEGATIONS:

6. GENERAL BUSINESS (REVIEW AND COMMENT)

a) Sanitary Monthly Reports -May, June, July, august, September, October, November, December 2015 and January, February 2016 Neil Allanson provide a verbal summary of all the sanitary monthly reports.

No Action Required

b) 2016 Sanitary Work Plan Scott White and Neil Allanson provided a summary outline of the 2016 sanitary work plan as distributed. Scott White discussed corewall and outlet.

Staff to look at needs study and design to remove existing system out of corewall

c) Service Delivery Review Update - Project Update Services have been identified and reviewed. Staff currently benchmarking with four selected municipalities. Recommendations will be brought to Management, Water & Sewer Standing Committee, Council and the public.

d) Proposed In House Operations for the Campbellford & Hastings Wastewater Treatment Plans for 2017 - Status Update Staff meeting with OCWA next week.

e) Second Watermain River Crossing in Hastings - Project Update

Staff moving forward.

f) Doxsee Avenue, Design & Engineering RFP - Project Update

RFP closed and staff are reviewing the submissions.

Scott White to provide a report to Council

g) Campbellford Potable Water Storage Upgrades & Water Tower Refurbishment - Project Update

Site meeting April 6, 2016 and closed on April 21, 2016.

h) Water & Sewer Standing Committee Meeting Notes - June 4,

of 230


2016 The Water and Sewer Standing Committee reviewed as presented.

No changes required

7. ADJOURNMENT:

MOVED BY Councillor Rick English SECONDED BY Councillor Rosemary Kelleher MacLennan

WAS-4-2016

BE IT RESOLVED THAT the Water and Sewer Standing Committee adjourn at 10:20 a.m.

“CARRIED”

of 230

Finance Audit and Debt Committee Meeting Minutes April 28, 2016


FINANCE, AUDIT AND DEBT COMMITTEE

MEETING NOTES

Thursday, April 28, 2016 at 9:30 a.m.

Boardroom - Municipal Office





Lynn Phillips, Chief Administrative Officer

Shari Lang, Clerk

Valerie Nesbitt, Director of Finance

1. CALL TO ORDER:

a) Deputy Mayor Robert Crate, Chair called the meeting to order at 9:30 a.m.


MOVED BY Councillor Catherine Redden SECONDED BY Councillor Ken Tully

FAD 1-2016

BE IT RESOLVED that the following items be added to the agenda:

a) Finance, Audit & Debt Committee meeting notes - November 26, 2015

b) Catherine Redden - Crowe Valley Conservation Authority Report

“CARRIED”


MOVED BY Councillor Ken Tully SECONDED BY Councillor Catherine Redden

FAD 2-2016

BE IT RESOLVED that the agenda for the Finance, Audit & Debt Committee meeting of April 28, 2016 be approved as amended.

“CARRIED”


a) None.


a)

of 230


None.

6. REPORTS:

a) None.

7. GENERAL BUSINESS (REVIEW AND COMMENT)

a) Banking Agreement At the April 19, 2016 Regular Council meeting, Council authorized a 5 year term banking agreement.

Treasurer has been working to reduce the number of bank accounts from 32 to 14.

Administration to look for 2002-2003 resolutions regarding Campbellford/Seymour PUC /Hydro funds.

b) Municipal Property (ies) Front Street Three properties acquired by the municipality in 2015 should remain as separate parcels. Treasurer will advise MPAC not to merge.

c) Asset Management - MFOA Finance submitted a on line application (survey) to MFOA.

The application was for assistance with the asset management plans. A letter was received April 27, 2016 that the Municipality had been approved for assistance.

This would include assistance by Skype and "Go To" meetings.

Finance would like to look at mechanisms to report and processes to measure and demonstrate asset management strategy.

d) Financial Report Template Treasurer distributed a "draft" quarterly report. The committee concurred that the report was useful.

The Treasurer to provide financial report to the Finance, Audit & Debt Standing Committee quarterly on a "high level".

e) Year End 2015 Update Treasurer provided a verbal summary to the Standing Committee.

Treasurer to book Auditors for May meeting and advise of date and time.

f) Finance, Audit & Debt Committee Meeting Notes - November 26, 2015 The Committee reviewed the minutes and no changes are

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required

g) Crowe Valley Conservation Authority Report Councillor Redden provided a verbal update on the CVCA budget and planning.

CVCA creating a process for "on line" donations. Committee to suggest how to administer split proceeds.

8. ADJOURNMENT:

MOVED BY Councillor Ken Tully SECONDED BY Mayor Hector Macmillan

FAD 3-2016

BE IT RESOLVED that this Finance Audit & Debt Committee meeting adjourn at 10:45 am.

“CARRIED”

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Hastings Pisces Park Advisory Committee Meeting Minutes May 9, 2016


Hastings Pisces Park Advisory Committee

MINUTES

Monday, May 9, 2016

Hastings Civic Centre

Present: Doug Sims

Murray Townshend

Kim MacNeil

Armelia Moring

Staff: Candice Doiron, Deputy Clerk

Lynn Phillips, CAO

Absent: Deputy Mayor Robert Crate

1. CALL TO ORDER:

a) The meeting was called to order at 10:00 a.m. with Doug Sims as chair.


MOVED BY Kim MacNeil SECONDED BYArmelia Moring

HPP 41-2016

BE IT RESOLVED that the following items be added to the agenda:

a) Victoria Day Celebrations

“CARRIED”


MOVED BY Kim MacNeil SECONDED BYArmelia Moring

HPP 42-2016

BE IT RESOLVED that the Hastings Pisces Park Advisory Committee approve the agenda for the meeting of May 9, 2016, as amended.

“CARRIED”


a) None.


a)

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None.

6. REPORTS:

a) Financial Summary to March 15, 2016

MOVED BY Armelia Moring SECONDED BY Kim MacNeil

HPP 43-2016

BE IT RESOLVED that the Treasurer's Report being the financial summary to March 15, 2016 be received as information.

“CARRIED”

7. COMMUNICATIONS:

a) None.

8. ADOPTION OF MINUTES:

a) Hastings Pisces Park Advisory Committee - November 9, 2015

b) Hastings Pisces Park Advisory Committee - December 14, 2015

MOVED BY Armelia Moring SECONDED BY Murray Townshend

HPP 44-2016

BE IT RESOLVED that the Hastings Pisces Park Advisory Committee meeting minutes of November 9, 2015 and December 14, 2015 be approved.

“CARRIED”

9. GENERAL BUSINESS:

a) Terms of Reference

MOVED BY Doug Sims SECONDED BY Kim MacNeil

HPP 45-2016

BE IT RESOLVED that the Hastings Pisces Park Advisory Committee receive the Terms of Reference as information.

“CARRIED”

b) Installation of the Fish Sculpture 'Pisces Pete'

MOVED BY Armelia Moring SECONDED BY Kim MacNeil

HPP 46-

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2016

BE IT RESOLVED that a revised quote for installation of Pisces Pete be obtained;

AND FURTHER that the target date for installation be July 1st, 2016.

“CARRIED”

- Doug Sims will provide an update regarding status of installation to Bill Lishman. - The Committee was reminded to provide drawings with engineer stamp, and to apply for locates one week before the installation date.

c) Discussion for Additional Fund Raising The Committee has decided to defer fund raising discussion until quotes for installation has been received.

d) Victoria Day Celebrations The Committee will not be involved in the celebrations this year.

10. ADJOURNMENT:

MOVED BY Armelia Moring SECONDED BY Murray Townshend

HPP 47-2016

BE IT RESOLVED that the Hastings Pisces Park Advisory Committee meeting be adjourned at 11:00 a.m.

“CARRIED”

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Committee of Adjustment Meeting Minutes June 7, 2016


COMMITTEE OF ADJUSTMENT MINUTES

TUESDAY, JUNE 7, 2016

COUNCIL CHAMBERS, CLOCK TOWER CULTURAL CENTRE

36 FRONT STREET SOUTH, CAMPBELLFORD



Councillor Rosemary Kelleher-MacLennan

Councillor Bill Thompson


Councillor Rick English


Absent:

Staff: Lynn Phillips, Chief Administrative Officer

Shari Lang, Clerk

Jim Peters, Director of Planning


Valerie Nesbitt, Director of Finance/Treasurer

Peter Burnett, Community Services Officer

Keeley Biron, Manager of Parks and Facilities

Press:

Others: Sheri Russell

1. CALL TO ORDER:

a) The meeting was called to order at 7:00 p.m. with Councillor Bill Thompson as chair.


a) No items were added to the agenda.


MOVED BY Councillor Rick English SECONDED BY Deputy Mayor Bob Crate

CA32-2016

BE IT RESOLVED that the agenda for the meeting of June 7, 2016, be approved as presented.

“CARRIED”


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a) None were declared.

5. MINUTES:

a) Committee of Adjustment Minutes - May 3, 2016

MOVED BY Councillor Catherine Redden SECONDED BY Deputy Mayor Bob Crate

CA33-2016

BE IT RESOLVED that the minutes from the May 3, 2016 meeting, be approved as presented.

“CARRIED”

6. APPLICATIONS:

a) SR-0765

COA-2016-17 Severance Application B15/2016, James Frederick / Steve and Sheri Russell

MOVED BY Councillor Rosemary Kelleher-MacLennan SECONDED BY Councillor Rick English

CA34-2016

IN THE MATTER of Consent Application B15/2016, by James Frederick / Steve and Sheri Russell, with respect to property located at 465 Bannon Road, Roll # 14 35 134 010 13500 0000 and Concession 6, Part Lot 6, Bannon Road, Roll # 14 35 134 010 13510 0000, Seymour Ward. The application is to sever one parcel, being approximately 2.5 acres (vacant land to be severed from 465 Bannon Road) from 91.81 acres. The severed parcel will then serve as a lot addition and merge to the adjacent lands to the west, being Concession 6, Part Lot 6, Bannon Road.

Sheri Russell was in attendance to discuss the application.

Notice of the Public Meeting was given in accordance with the Planning Act.

Jim Peters, Director of Planning, presented Staff Report COA-2016-17. An application for consent has been received from James Frederick / Steve and Sheri Russell, with respect to lands at 465 Bannon Road, as well as Concession 6, Part of Lot 6, Bannon Road, Seymour Ward. The purpose of the application is to sever one parcel, being approximately 2.5 acres (vacant land) from 91.81 acres, to be severed from 465 Bannon Road. The severed portion will then serve as a lot addition and merge to Concession 6, Part Lot 6, Bannon Road. The lands in question are designated as Rural within the Trent Hills Official Plan. Zoning on the retained portion is Rural in the Trent Hills Zoning By-law. The lot subject to the proposed lot addition has been rezoned to Rural Residential. The severed portion serving as the lot addition, will adopt the Rural Residential Zoning, upon the merger of the two parcels. Although the vacant parcel is currently eligible for a building permit, the lot addition will provide more developable land

Page 2 of 4 of 230


due to the sloping topography. As the application is for a lot addition, and not for the creation of a new parcel, it will not create any non-conformance with the Zoning By-law, Official Plan or Provincial Policy Statement. Planning staff have met with the applicant, to discuss their submission, and review the requirements. Furthermore, the Notice of Public Meeting has been circulated to the public in the appropriate manner, as well as to the required outside agencies and municipal departments. The process to consider consent applications is being carried out in accordance with the process as set out in the Planning Act. It involves pre-consultation, filing of a complete application, public and agency circulation, consideration at a public meeting and circulation of the decision. The application for consent is being considered with regard to the policies contained in the Official Plan. Planning staff have been involved in the review of the application and preparation of notices and reports. All applicable fees have been collected to consider the application as complete. The Notice of Decision will be circulated to the applicant and any agency or individual who has requested a copy.

Written Comments: None were received.

Applicant Comments: Nothing further.

Public Comments: No one spoke for or against the application.

Committee Comments: Nothing further.

BE IT RESOLVED that the Committee of Adjustment receive Staff Report COA-2016-17, regarding Severance Consent Application B15/2016, James Frederick / Steve and Sheri Russell, as information.

AND FURTHER that the Committee of Adjustment approve Consent Application B15/2016 with respect to property located at 465 Bannon Road, Roll # 14 35 134 010 13500 0000, for application to sever one parcel, being approximately 2.5 acres (vacant land) from 91.81 acres, in which the severed parcel will serve as a lot addition, to merge with the adjacent lands at Concession 6, Part Lot 6, Bannon Road, Roll # 14 35 134 010 13510 0000, Seymour Ward, with the following conditions:

1. That all outstanding and current taxes on the subject property are paid in full.

2. That the merger of the severed parcel, approximately 2.5 acres, being a portion of 465 Bannon Road, known as Roll No. 14 35 134 010 13500 0000, shall be conveyed to and merge with the neighbouring property at Concession 6, Part of Lot 6, Bannon Road, known as Roll No. 14 35 134 010 13510 0000, Seymour Ward, Municipality of Trent Hills, and that the appropriate merging statement appear on the deed.

3. That the applicant provides a registerable description under the requirements of the Registry Act.

4. That the applicants provide 2 copies of a registered survey of the subject property, prior to the issuance of the Certificate of Consent.

5. If all conditions of this decision have been fulfilled within one year of the date on the “Notice of Decision”, and all authorities concerned have so notified the Clerk

Page 3 of 4 of 230


in writing, the Clerk is authorized to issue the Certificate of Consent.

“CARRIED”

7. OTHER BUSINESS:

a) No other business.

8. ADJOURNMENT:


CA35-2016

BE IT RESOLVED that this meeting of the Committee of Adjustment be adjourned at 7:15 p.m

“CARRIED”

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TRENT HILLS LIBRARY BOARD MEETING

Wed. May 11/2016 at 7:00 pm at the Campbellford Branch Library

PRESENT:

BOARD: Krista Grills STAFF: Mary-Jo Mahoney

Katherine Curie Shirley Coughlan

Paul HazeII Cathy Firth

Keith Donnelly

REGRETS: Bill Thompson

Called to order by Chair Krista Grills at 7:00 pm at the Trent Hills Library, Campbellford branch.

1. Additions to the Agenda: None

2. Approval of the Agenda:

19/16 Moved by Paul HazeII and seconded by Katherine Curie that the agenda be accepted. CARRIED

3. Disclosure of Pecuniary Interest & the Nature Thereof: None

4. Presentation: Trustee, Katherine Curie did a presentation on the Library Trustee meeting held at the Belleville Public Library on April 30/2016.

S. Health, Safety & Environmental Issues: John Robertson will be repairing the front steps at Campbellford Branch Library.

6. Approval of the Library Board Minutes:

20/16 Moved by Paul HazeII and seconded by Katherine Curie that the Library Board minutes of April 13 /2016 be accepted. CARRIED

7. Librarian's Report:

21/16 Moved by Katherine Curie and seconded by Paul HazeII that the Librarian's Report be accepted. CARRIED

8. Treasurer's Report:

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The 2016 budget has been approved by the Trent Hills Municipal Council. The Trent Hills Library Board and Staff would like to thank the Municipality for their continued support.

22/16 Moved by Katherine Curle that the treasurer's report be received and filed. CARRIED

23/16 Moved by Katherine Curie and seconded by Paul Hazell that the Trent Hills Library Board adjust the current pay rates of the Library Staff to the new pay rates for each job category, as specified on the Trent Hills CUPE pay grid posted May 1/2016. These adjustments to pay rates for the library Staff will be retroactive to May 1/2016. CARRIED

24/16 Moved by Paul Hazell and seconded by Katherine Curie that the Trent Hills Library Board authorize the contract rate increase for Library to coincide with the Trent Hills Library Staff wage increases. Contract Library Staff will be retroactive to May 01/2016. CARRIED

9. Correspondence: None

10. New Business:

11. Old Business:

12. Next Meeting: Wednesday, June 8 /2016 at the Hastings Branch Library at 7:00pm.

13. Adjourned: Moved by Katherine Curie that the meeting be adjourned at 7:45 pm.

')71 eLti Oe In 6> inLf

/ SECRETARY CHAIR

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CBIA Board of Directors meeting minutes

Monday, May 9, 2016 Clock Tower Building

Present: President: Caroline Bingley Vice-President: Brenda Bullock √ Past President: Janice Rabethge Treasurer: Brooklyn Allan √ Secretary: Courtenay Masters √ Council Rep: Rosemary Kelleher-MacLennan √ Municipal Liaison: Kira Mees √ Directors present: Tanya Orr, Marg Stapley, Mary McTaggart Directors absent: Dawn Wannamaker Guests: Jeff Hamilton

1. Call to order

Brenda Bullock called the meeting to order at 5:30 p.m.

2. Items to be added to the agenda

Rosemary Kelleher-MacLennan added an item to the agenda regarding Hawkers and Peddlers.

3. Motion to approve the amended agenda

Moved by: Brooklyn Allan Seconded by: Rosemary Kelleher-MacLennan

Motion carried

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4. Declaration of Pecuniary Interest

Nothing to declare

5. Declaration of number of Volunteer hours

Tanya Orr – 3 Brenda Bullock– 10 Marg Stapley – 10 Brooke Allan- 3

6. Delegations/Communication

Nothing to note

7. Minutes of Previous Meeting

Kira Mees made an amendment to the previous minutes; Mary McTaggart was accepted as a director but is not a voting member until council approves the minutes. Motion to approve the previous minutes, as amended, from April 11th 2016 Moved by: Marg Stapley Seconded by: Brooke Allan

Motion carried

8. Treasurer’s Report

Brooklyn Allan reported that there have been no changes in the treasurer’s report since the last meeting.

Motion to approve the Treasurer’s report Moved by: Tanya Orr Seconded by: Marg Stapley Motion Carried

9. Picture Contest

Brenda Bullock circulated a poster for board discussion about a proposed photo contest to run from May 20th to September 6th. The goal of the contest is to obtain photos of Campbellford. The board discussed the prizes for the top 3 photos, and how they will be judged. The original proposal was for the prizes to be gift certificates to a store in the downtown core, of the winner’s choice. The amounts were agreed to be $150, $100 and $50. There was concern about the method of redeeming the gift cards, and the decision was made that there would be a list of participating stores, and the storeowner would turn in the redeemed gift card to

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the BIA for payment. It was also decided to have a panel of judges which will include individuals with photography experience. Changes will be made to the poster and circulated via email for approval from the board. Action: Courtenay Masters

10. Committee Updates

Brenda Bullock reported on the Beautification Committee; on April 25. 26 and 27 the committee participated in sanding and painting the planter boxes. 16 boxes have been placed throughout the downtown in predetermined locations. As there were sponsors before, we will look to have sponsors again. These people or businesses will have their name placed on a plaque and affixed to the planter. They are responsible for planting, maintaining and removing the flowers. The BIA will provide the centre flower. The colour scheme will be Orange, Coral, Lime and White. Anything is acceptable within this scheme. There was discussion about possibly obtaining Canna Lillies at no cost for the centre flower, this is still to be determined. A motion was made to approve the purchase of the core flower, if required, for 16 planter boxes.

Moved by: Marg Stapley Seconded by: Tanya Orr

Motion carried

The Spring Cleanup poster and forms have been circulated and Kira Mees has received an inquiry about a CIP application as a result of the spring cleanup poster.

There is no date set for the next Beautification Committee meeting.

Brenda Bullock reported on the Special Events Committee meeting. Last meeting, Jeff Hamilton of the Trent Hills Chamber of Commerce submitted a letter to the BIA board. This was regarding an initiative to have businesses open on Sundays throughout the summer, specifically the 6 Sundays between July 11 and August 19. A communication will be handed out to all business owners by the BIA board and the signing and returning of a form will gauge participation. This is to be completed by no later than May 24.

11. Item added to the agenda

Rosemary Kelleher-MacLennan spoke about the by law that the Trent Hills Municipality has regarding the requirement for hawkers and peddlers to hold a permit. She advised of an incident in her office where a male came in trying to sell goods. Rosemary Kelleher-MacLennan asked to see his permit and he advised that he did not have to. It was discussed that store owners need to be made aware of the bylaw so that they can turn these peddlers away as they do not pay taxes and they take from the business that others in town could be getting. A communication piece needs to be prepared to bring this issue to the attention of local businesses. This will be brought forward at the next meeting. Action: Courtenay Masters

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12. BIA role in summer festival

The summer festival will include a shopping initiative that the Special Events Committee agreed to call the Incredible Shopping Event. A poster was circulated for feedback. Proposed components of the event included a flyer to be handed out by volunteers (potentially students) itemizing the downtown store promotions. There will be activity at the corner lot with BIA members and volunteers giving away water and maps, and it was proposed to have a raffle or contest of some sort based on shopping in the participating stores. It was also proposed to have vendors set up in front of stores or services that are closed. Kira Mees advised that this is a potential accessibility infringement and that there needs to be 170 cm of access on the sidewalk. Additionally, vendors would require a peddler’s permit to operate in that area. The Special Events committee will need to discuss this further. A communication will be distributed by the board to determine which stores and services will participate with sales and/or promotions so that the flyer can be created. Action: Courtenay Masters

13. Date of Next meeting

Monday, June 13th at 5:30 pm at the Clock Tower building

14. Adjournment

Motion to adjourn at 6:34 p.m. Moved by: Tanya Orr Seconded by: Brooklyn Allan

Motion Carried

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Hastings Waterfront Festival Committee Meeting May 31, 2016

Present: Elise Wardell, Jayne Porter, John Tanner, Erin Farley Absent: Annette Laidman, Jim Laidman, Peter Burnett, Barb Robinson, Larry Farley

Welcome to guest, John Tanner who has provided sound, music and announcements at the car show for the last few years. This year he's agreed to do the same on Friday and Saturday and will have his son Jordan helping. A surge protection, inverter generator will need to be rented and we'll need to get some suitable lighting for the stage too

Shannon Lawrence has offered to post information on the festival's Facebook page this year, which will be a great improvement from previous years

Trent Hills Council has designated the festival a community event which allows us to now apply for a liquor license. They have also approved our request for road closure throughout the event

The Community Yard Sale raised $850 for the festival after expenses. That's twice as much as last year with only half the vendors. It was very nice and obviously beneficial having other things going on at the same time this year with all the Celebrate Hastings activities in the park. Elise provided and installed balloon bouquets at the food tent and donated the cost of them back to the festival. She'll look into getting special balloons for the festival

Jim Scott will not be continuing with the festival financial statements after this year. If the HRA want to continue the statements as they are and need help, he's willing to advise

Larry will order trophies, dash plaques and t-shirts for the car show. When our printing is done, John will take the rack cards to the Bridgenorth Car Show for promotion. He also suggested sending show notification to Lanton Company Ins and Oxford Auto Sales

Artwork will be ordered soon, then posters and rack cards and ads will be placed at appropriate times in Old Auto, Wayback Times, Community Press, The Independent, Local Parent magazine and we might have a radio ad done later

An email will be sent to Peter requesting things needed for the festival: tables, picnic tables, locates, blue loos, garbage containers, snow fencing, road closure signs, barriers and permission to use adjoining property owned by Mike Lynch for parking

Mick McMillan will be asked for use of his large pop cooler for the festival

We need a change room for the performers. Our tents aren't suitable not having side panels so Jayne and Elise are looking for something to use such as a nearby home or motor home/trailer that can be brought to the site

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A Pig Roast dinner is being planned for this anniversary year and tickets will be printed as soon as possible. Jayne will distribute them to suitable places for selling. Elise will contact a catering company to find out what kind of side dishes we can get and what the cost will be

Several volunteers have offered to help and will be put on the volunteer schedule for Canada Day and/or the festival

Set up for Canada Day should be done Thursday evening to get the spot we need for the booth and trailer and be ready to start serving at 10am, July 1st. We've been assured we're the only BBQ food vendor this year. It was agreed the pancake breakfast doesn't work well for us and we'll go back to offering only our well liked Peameal bacon on a bun on Canada Day and at the festival

A location for the volunteer appreciation dinner is under consideration

A decision was made to cancel our planned participation at the Incredible Edibles Festival, since we're not really in the food business. Our regrets as well as our appreciation in being offered a spot by their committee will be forwarded immediately

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BY-LAW 2016 - 63

being a by-law to authorize execution of a contract agreement between

The Corporation of the Municipality of Trent Hills and D.M. Wills Associates Limited

WHEREAS the Municipal Act, R.S.O., 2001, as amended, provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise;

AND WHEREAS at their regular meeting held on May 17, 2016, Council adopted Resolution No. THC 227-2016 to award the RFP submission from D.M. Wills Consulting Engineers in the amount of $49,725.02 including HST net of rebate for design and engineering services for reconstruction of sanitary sewer, water, storm sewer, traffic signals and road works on Doxsee Avenue and Park Street, Campbellford, within the Municipality of Trent Hills.

NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS HEREBY ENACTS AS FOLLOWS:

1. That the Mayor and Clerk are hereby authorized and instructed to enter into the agreement between The Corporation of the Municipality of Trent Hills and D.M. Wills Associates Limited., attached hereto, and that the Mayor and Clerk are hereby instructed to perform all acts and to take steps and execute such documents under the seal of the Corporation as may be necessary to effect this agreement.

2. That this by-law shall come into force and take effect immediately upon the final passing thereof.

By-law 2016-63 be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 21st day of June, 2016.


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Schedule

- 1 -

AGREEMENT

FOR

PROFESSIONAL CONSULTING SERVICES

Dated the 8th day of June A. D. 2016

-BETWEEN-

THE CORPORATION OF The Municipality of Trent Hills

Hereinafter called the 'Client'

THE PARTY OF THE FIRST PART

-AND-

D.M. Wills Associates Limited

Hereinafter called the 'Engineer'

THE PARTY OF THE SECOND PART

WHEREAS the Client intends to (Description of Project)

Retain professional engineering services to complete the detailed design and tender documents for the reconstruction of Doxsee Avenue north from Market Street to Bridge Street including the Bridge Street intersection (350 metres), Park Street from Doxsee Avenue to Front Street (100 metres), and Doxsee Avenue from River Street to Second Street (190 metres) in the Town of Campbellford.

Hereinafter called the 'Project' and has requested the Engineer to furnish professional services in connection therewith.

NOW THEREFORE WITNESSETH that in consideration of the covenants contained herein, the Client and the Engineer mutually agree as follows:

MEA/CEO Client/Consultant Agreement for Professional Consultant Services 2016

II

III

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- 2 -

DEFINITIONS

a) Engineer - In this Agreement the word Engineer shall mean professionals and other specialists engaged by the Client directly and whose names are party to this Agreement.

b) Services - Design and Tender

c) RFP - PWK-2016-02

d) Addenda— None

e) Order of Precedence:

i. Addendums

ii. Request for Proposal issued

iii. Proposal submission document including detailed Work Plan and Fee Estimate


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- 3 -

ARTICLE 1 - GENERAL CONDITIONS

1.1 Retainer

The Client hereby retains the services of the Engineer in connection with the Project and the Engineer hereby agrees to provide the services described in Schedule 'A' (The Services) for the Project under the general direction and control of the Client.

1.2 Compensation

The Client shall pay the Engineer in accordance with the provisions set forth in Article 3. For purposes of this agreement, the basis of payment shall be as specified in Article 3.2.3.

1.3 Staff and Methods

The Engineer shall perform the services under this agreement with the degree of care, skill and diligence normally provided in the performance of such services as contemplated by the agreement at the time such services are rendered and as required by the Professional Engineers Act (RSO 1990, Chapter P.28) and the regulations therein. The Engineer shall employ only competent staff who will be under the supervision of a senior member of the Engineer's staff. The Engineer shall obtain the prior agreement of the Client before making any changes to the staff list after commencement of the Project.

1.4 Drawings and Documents

Subject to Section 3.2.4 of Article 3, drawings and documents or copies thereof required for the Project shall be exchanged between the parties on a reciprocal basis. Documents prepared by the Engineer for the Client may be used by the Client, for the Project herein described, including "record" drawings. The Client has ownership of the drawings and the client indemnifies the Engineer for unauthorized use of the documents and deliverables.

1.5 Intellectual Property

All concepts, products or processes produced by or resulting from the Services rendered by the Engineer in connection with the Project, or which are otherwise developed or first reduced to practice by the Engineer in the performance of his Services, and which are patentable, capable of trademark or otherwise, shall be and remain the property of the Engineer.

The Client shall have permanent non-exclusive royalty-free license to use any concept, product or process, which is patentable, capable of trademark or otherwise produced by or resulting from the Services rendered by the Engineer in connection with the Project and for no other purpose or project.

1.6 Records and Audit

a) In order to provide data for the calculation of fees on a time basis, the Engineer shall keep a detailed record of the hours worked by staff employed for the Project.


II

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- 4 -

b) The Client may inspect timesheets and record of expenses and disbursements of the Engineer during regular office hours with respect to any item which the Client is required to pay on a time scale or disbursement basis as a result of this Agreement.

c) The Engineer, when requested by the Client, shall provide copies of receipts with respect to any disbursement for which the Engineer claims payment under this Agreement.

d) For seven (7) years after the expiry date or any date of termination of the Agreement, the Engineer shall maintain all necessary records to substantiate i) all charges and payments under the Agreement and ii) that all deliverables were provided in accordance with the Agreement.

1.7 Changes and Alterations and Additional Services

With the consent of the Engineer, the Client may in writing at any time after the execution of the Agreement or the commencement of the Services delete, extend, increase, vary or otherwise alter the Services forming the subject of the Agreement, and if such action by the Client necessitates additional staff or services, the Engineer shall be paid in accordance with Section 3.2. or such additional staff employed directly thereon, together with such expenses and disbursements as allowed under Section 3.2. , or as otherwise agreed in writing between the parties

1.8 Delays

In the event that the start of the project is delayed for sixty (60) days or more for reasons beyond the control of the consultant, the Engineer shall have the right to renegotiate the agreement before the commencement of the project.

1.9 Suspension or Termination

The Client may at any time by notice in writing suspend or terminate the Services or any portion thereof at any stage of the project. Upon receipt of such written notice, the Engineer shall perform no further Services other than those reasonably necessary to close out his Services. In such an event, the Engineer shall be entitled to payment in accordance with Section 3.2 for any of the Engineer's staff employed directly thereon together with such expenses and disbursements allowed under Section 3.2.

If the Engineer is practicing as an individual and dies before his Services have been completed, this Agreement shall terminate as of the date of his death, and the Client shall pay for the Services rendered and disbursements incurred by the Engineer to the date of such termination.

1.10 Indemnification

The Engineer shall indemnify and save harmless the Client from and against all claims, actions, losses, expenses, costs or damages of every nature and kind whatsoever which the Client, his employees, officers or agents may suffer, to the extent the Engineer is legally liable as a result of the negligent acts of the Engineer, his employees, officers or agents in the performance of this Agreement.


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- 5 -

The Client agrees to hold harmless, indemnify and defend the Engineer from and against any and all claims, actions, losses, expenses, costs or damages of every nature including liability and costs of defense arising out of or in any way connected with the presence, discharge, release or escape of contaminants of any kind, excluding only such liability as may arise out of the negligent acts of the Engineer in the performance of consulting services to the Client within this project.

1.11 Insurance

The Client will accept the insurance coverage amount specified in this clause section (a) and (b) or as specified in the RFP as the aggregate limit of liability of the Engineer for Clients damages.

a) Comprehensive General Liability and Automobile Insurance

The Insurance Coverage shall be $5,000,000.00 per occurrence and in the aggregate for general liability and $5,000,000.00 for automobile insurance. When requested, the Engineer shall provide the Client with proof of Comprehensive General Liability and Automobile Insurance (Inclusive Limits) for both owned e-Rel non-owned vehicles.

b) Professional Liability Insurance

The Insurance Coverage shall be in the amount of $ 2,000,000.00 per claim and in the aggregate. When requested, the Engineer shall provide to the Client proof of Professional Liability Insurance carried by the Engineer, and in accordance with Professional Engineers Act (RSO 1990, Chapter P.28) and Regulations therein.

c) Additional Coverage

If the Client requests to have the amount of coverage increased from that detailed in the RFP, or requests other special insurance for this Project then the Engineer shall endeavour forthwith to obtain such additional or special insurance at the Client's expense as a disbursement allowed under Section 3.2.

It is understood and agreed that the coverage provided by these policies will not be changed or amended in any way nor cancelled by the Engineer until (30) days after written notice of such change or cancellation has been delivered to and acknowledged by the Client.

1.12 Force Majeure

The Client agrees that the Consultant is not responsible for damages arising directly or indirectly from any delays for causes beyond the Consultant's control. For purposes of this Agreement, such causes include, but are not limited to, strikes or other labour disputes; severe weather disruptions or other natural disasters or acts of God; fires; riots, war or other emergencies; failure of performance by the Client or the Client's contractors or consultants; or discovery of any hazardous substances or differing site conditions.

In addition, if such delays resulting from any such causes increase the cost or time required by the Consultant to perform its services in an orderly and efficient manner, the Consultant shall be entitled to a reasonable adjustment in schedule and compensation.

1.13 Contracting for Construction

The Engineer or any person, firm or corporation associated or affiliated with or subsidiary to the Engineer shall not tender for the construction of the Project, or have an interest either directly or indirectly in the construction of the Project.


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-6-

1.14 Assignment

Neither party may assign this Agreement or any portion thereof without the prior consent in writing of the other party.

1.15 Previous Agreements

This Agreement supersedes all previous agreements, arrangements or understandings between the parties whether written or oral in connection with or incidental to the Project.

1.16 Approval by Other Authorities

Unless otherwise provided in this Agreement, where the work of the Engineer is subject to the approval or review of an authority, department of government, or agency other than the Client, such applications for approval or review shall be the responsibility of the Engineer, but shall be submitted through the offices of the Client and unless authorized by the Client in writing, such applications for approval or review shall not be obtained by direct contact by the Engineer with such other authority, department of government or agency. Costs for all application fees shall be borne by the Client unless otherwise provided for by the Engineer. The foregoing in no way limits the Engineer's responsibility to identify, understand and coordinate any and all approvals and permits required for the Project unless otherwise specified in the REP or agreed to by the Client.

1.17 Sub-Consultants

The Engineer may engage Sub-Consultants for specialized services provided that prior approval is obtained, in writing, from the Client and may add a mark-up of not more than 5% of the cost of such services to cover office administration costs when claiming reimbursement from the Client.

1.18 Inspection (Review by the Client)

The Client, or persons authorized by the Client, shall have the right, at all reasonable times, to inspect or otherwise review the Services performed, or being performed, under the Project and the premises where they are being performed.

1.19 Publication

The Engineer agrees to obtain the consent in writing of the Client before publishing or issuing any information regarding the Project.

1.20 Confidential Data

The Engineer shall not divulge any specific information identified as confidential, communicated to or acquired by him, or disclosed by the client in the course of carrying out the Services provided for herein. These obligations of confidentiality shall not apply to information which is in the public domain, which is provided to the Engineer by a third party


11 of 230

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without obligation of confidentially, which is independently developed by the Engineer without access to the Client's information, or whish is required to be disclosed by law or court order. No such information shall be used by the Engineer on any other project without the approval in writing of the Client.

1.21 Dispute Resolution

1) Negotiation

a) In the event a matter of difference between the Consultant and the Client in relation to the Contract the grieved party shall send a notice in writing of dispute to the other party which contains the particulars of the matter in dispute and the relevant provisions of the Contract Documents. The responding party shall send a reply in writing to the dispute within ten (10) business days after receipt of the notice of dispute setting out particulars of this response and any relevant provisions of the Contract Documents.

b) The Consultant and the Client shall make all reasonable efforts to resolve their dispute by amicable negotiations and agree to provide, without prejudice, frank, candid and timely disclosure of any and all relevant facts, information, and documents to facilitate these negotiations.

c) In the event of failure by the Consultant and the Client to reach agreement within ten (10) business days of receipt of the responding party's reply, or if either party concludes that further negotiation is unlikely to result in agreement, the matter shall be referred to mediation as provided in Section 2 herein.

2) Mediation

a) The Consultant and the Client shall jointly select an impartial Mediator who shall be, preferably, properly qualified in the area of work as contemplated by this Contract. In the event that the parties, acting reasonably, cannot agree on a mediator, the candidates selected by the parties shall, acting reasonably, choose a third party to act as the Mediator.

b) The Mediator shall meet with the parties within ten (10) business days after the selection of the Mediator selection to attempt to mediate and resolve the dispute. The Consultant and the Client shall observe such reasonable procedures for conducting the mediation as the Mediator may reasonably request.

c) If not agreement is reached within twenty (20) business days of the selection of the Mediator of if either party concludes that further mediation is unlikely to result in agreement, then either the Consultant or the Client may request the Mediator to recommend (and only recommend) a basis, or bases, for resolution of the dispute. The Mediator shall, after consideration of the parties' positions and written submissions (if so requested), issue a written recommendation in this regard. Any recommended basis for resolution shall have absolutely no binding effect upon either party unless both parties agree to accept it and shall be without prejudice to the parties' positions in any further proceeding.


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d) If no agreement is reached either party may refer such matter as is arbitrable to arbitration as provided in Section 3 herein or exercise any legal rights it may have.

e) All meetings and proceedings shall be held in municipality of the Client or a reasonable alternate at a time and location as determined by the parties.

f) The costs and expenses of the Mediator shall be shared equally by the Consultant and the Client.

3) Arbitration

a) In the event that the parties are unable to settle any dispute between them which is under mediation, either party may refer such matter to arbitration as provided herein:

i. The Client and the Consultant shall select an arbitrator within ten (10) business days of the submission of a dispute to arbitration under this Section. If the parties are unable to agree on a neutral arbitrator, each party shall appoint an arbitrator within ten (10) business days, and the two (2) arbitrators so chosen shall select a third arbitrator acceptable to both of them within a further ten (10) business days.

ii. The arbitration shall be conducted in accordance with the provisions of the Arbitration Act, 1991, S.O. 1991, C.17, unless the parties otherwise agree. If the issue in dispute is particularly time sensitive, the parties shall, in good faith, take such reasonable steps as may be required to expedite the arbitration process. In any event, all disputes shall be submitted to the arbitrator within thirty (30) calendar days of the selection of the arbitrator. All arbitration meetings and proceedings shall be held in municipality of the Client or a reasonable alternate, at a time and location determined by the parties, but in any event no later than thirty (30) calendar days following the submission of the dispute to the arbitrator.

iii. In addition to the examination of the parties by each other, the arbitration panel may examine, in the ordinary course, the parties or either of them and the witnesses in the matter referred to the arbitration panel, and the parties and witnesses, if examined, shall be examined on oath or affirmation.

iv. The arbitration panel shall, after full consideration of the issues in dispute, the relevant facts and applicable law, render a decision within thirty (30) calendar days after argument of the issue to the arbitrator, which decision shall be final and binding on the parties and not subject to appeal or challenge, except such limited relief provided under Subsection 45(1) (appeal on a question of law, with leave) or Section 46 (setting aside award) of the Arbitration Act, 1991.

v. Each party shall bear is own costs and expenses incurred in the arbitration, and the parties shall share equally in the costs and expenses of the neutral arbitrator.


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vi. Any award of the arbitration panel may, at the instance of either of the parties to this Agreement and without notice to the other of them, be made an Order of the Superior Court of Ontario, pursuant to the Arbitration Act, 1991 and the Courts of Justice Act, R.S.O. 1990, c.C-43.

1.22 Time

The Engineer shall perform the Services in accordance with the requirements of Schedule A and shall complete any portion or portions of the Services in such order as the Client may require.

The Client shall give due consideration to all designs, drawings, plans, specifications, reports, tenders, proposals and other information submitted by the Engineer, and shall make any decisions which he is required to make in connection therewith within a reasonable time so as not to delay the work of the Engineer.

1.23 Estimates, Schedules and Staff List

1.23.1 Preparation of Estimate of Fees, Schedule of Progress and Staff List

When requested by the Client, and where payment is calculated on a time basis, the Engineer shall provide, for approval by the Client:

a) An estimate of the total fees to be paid for the Services.

b) A Schedule showing an estimate of the portion of the Services to be completed in each month and an estimate of the portion of the fee which will be payable for each such month.

c) A Staff list showing the number, classifications and hourly rate ranges for staff, Principals and Executives, for which the Engineer will seek payment on a time basis. The Engineer shall relate such information to the particular type of work that such staff is to perform, while employed on the Project. Such list shall designate the member of the Engineer's staff who is to be the liaison person between the Engineer and the Client.

1.23.2 Subsequent Changes in the Estimate of Fees, Schedule of Progress and Staff List

The Engineer will require prior written approval from the Client for any of the following changes:

a) Any increase in the estimated fees beyond those approved under Subsection 1.23.1 (a).

b) Any change in the schedule at progress which results in a longer period than provided in Subsection 1.23.1(b).

c) Any change in the number, classification and hourly rate ranges of the staff provided under Subsection 1.23.1 (c).

1.23.3 Monthly Reporting of Progress

When requested by the Client, the Engineer shall provide the Client with a written report showing the portion of the Services completed in the preceding month.


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I

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1.24 Additional Conditions

Any requirements regarding insurance, WSIB, permits, approvals, AODA, etc. to be listed here.

AODA

WSIB Clearance Certificate

*D.M. Wills Associates does not own any vehicles, automobile insurance will only apply to non-owned vehicles.

IN 11 1


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ARTICLE 2— SERVICES TO BE PROVIDED

2.01 Services to be provided by Engineer as detailed in the RFP and as provided for in the Engineer's Proposal.

2.02 Services to be provided by Client as detailed in the RFP and as provided for in the Engineer's Proposal.


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li

I f f .

11

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41 l_ _P

ARTICLE 3 - FEES AND DISBURSEMENTS

3.1 Definitions

For the purpose of this Agreement, the following definitions shall apply:

a) Cost of the Work:

i. The "Cost of the Work" shall mean the total construction cost of the Project including all materials, equipment, sales taxes, labour and contractor's overhead and profit, necessary to complete the work for which the Engineer prepares designs, drawings or specifications, for which he is responsible. Where sales taxes are not included in the cost of the work, the fee shall be adjusted upwards by the factor equivalent to the sales taxes. The adjusted fee may be computed to the nearest one-tenth of one percent (1/10%).

Wherever the Client furnishes labour or other service which is incorporated in the work, the current price of labour or other service when the work was executed shall be used to compute the Cost of the Work.

iii. Whenever used materials or equipment is furnished by or on behalf of the Client, the fair market value of such materials or equipment, as though it was purchased new, shall be used to compute the Cost of the Work.

iv. In computing the Cost of the Work, no deductions shall be made on account of any penalties or damages claimed by the Client from any contractor or on account of any other sum withheld from any contractor.

v. The Cost of the Work shall not include any fees and disbursements due to the Engineer, the Client's engineering and office expenses, or cost of land.

b) Site:

Site includes the actual work site and other locations where the checking of materials, equipment and workmanship is carried out.


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3.2 Basis of Payment (Strike out those that do not apply)

.3 „I r ki a t,a44, a _Re. rvzprt. C. c i,s

T4-4-e-gli--;y4-shail pay the Egis..a-fees-fees-te-be-ealeulated-as--a-Ise,--se-Rtage-e-f-t-he-ge-st of the Work for normal projerAs-as-follows4

CALCULATiON OF FEE

1-ACP-E-QE-SERVICE P-ERCENT AGE

3.2. 2 Fees Calculated on a Time Basis

3.2.2.1 Fees

The Client shall pay the Engineer a fee, calculated on a time basis, for that part of the Services described in Article 2. Fees on a time basis for all staff shall be hourly rates based on job classifications as follows:

Grade: Hourly Rate: Refer to attached Rates

For a project of over one (1) year duration, or for projects which become extended beyond one (1) year in duration, the Engineer may from time to time seek approval from the Client to adjust hourly rates and such approval shall not be unreasonably withheld.

3.2.2.2 Time Expended

All time expended on the assignment, whether in the Engineer's office, at the Client's premises, or elsewhere, and including travel time, shall be chargeable.

3.2.3 Lump Sum Fee

3.2.3.1 Lump Sum Fee Basis Total Lump Sum Fee is $48,865.00

a) Fees for the scope of work covered under this Agreement will be on a Lump Sum Price Basis, inclusive or labour, disbursements and reimbursable expenses.

b) Monthly progress invoices will be based on the percentage of project completed or milestone achieved as detailed in the RFP. Invoices for fees are due upon presentation. Accounts unpaid after 30 days are subject to monthly interest charges at a rate of 12% per annum. The Engineer reserves the right, without penalty, to discontinue services in the event of non-payment after a sixty (60) period from the date of the invoice.

c) lithe project is abandoned or delayed for any reason beyond the Engineer's control, the Client shall pay a fee for services rendered to that date, plus the termination expenses reasonably incurred by the Engineer in winding down the project.

d) HST will be added to the Lump Sum Price.


It

Jj

of 230

(P-4 QT-ealsalart-,. T-he-C-sa-stri-lt-an+

s and ea - _

I addition to the fie , tl-hs - ad-m-laistFati-ve-al:}aFge of 5% fora la-ssn4R-estien-with-the-gew-ise- • travell-ng-apA-liviag-e-x-pense east-sphoto _ I, aFej,_

SErcl-ip-RISR-t-GOSS4,24GPy'-GGSt-S,--CSM-W-SF-a nd off,ce-char-ges-ape-esa-sider-sel ts,

fs). N-atwithstandiag—Wassetio slislaufsea4e the4etal-u-pamean4-ef-$, so4s-asplie,a-lale-taNes-maisle-u-p-aa-fellswai,

{-€4 €lissr-st-iefh-agay-lt-the-fess-a percentage equival-nt to the proj

(41) Se-Mc-es-I-het-ma

Ree for Additional •9-8-thedule A.

lent to the

fe4 The Co

unless thc Consultant has satisfied this condition. When-appr-eviffgAelelitienal

erviccs.

The-Engi - - •

nth. Interest at the annual ratc ot__percent-(_____perecnt

s invoice.

'1." .A D 44m.burs,a.bk,a gyns,,eas.e.s

- 14-

In additia, to he fs4 shf-bs-bwset-oas4pk4 of 5%, for-all-expenses-sad disburse-n4

1.•

c,stierR

A "

ii

wit-h-the-praiset,

/.1-5---U-rase.t. Cost Limit

(I) $. plus-applisable-taxes for Core Sewiess-as-elsseFibed-la-Sekedule-A and,

3.3 Payment

;3,12, —F-ske-Catsulatsd-an-a-Remantac:ef--Cst-Basis

a) MonthlyA2aymen4


11,

of 230

- 15 -

T-he-E-a-gthear-chall-cubm4t-a4a-invaice-te-the-Glient-fc,=that-pa, of the desig4:1-cf-th-e-lareject aemialeted-ing-nrately pr-cesting-thonth-calaulated upettb-,e-bacis-af4,-,he Engineers estimate-of-the-ccst of that-pact-cf4he-P-Fajeatrandrif-t1-4e-C-4ent-agfees4vith soh-estirnate end-that-cuch-pa44-hras-te.--cam-clated, the-E-nsain„..14-be-paisl-thre-atheunt of the fee-so

f _cafes-at-L._ per,-ae-nt-thanthly) will be paid on -,a,e-612RM-cing

E-ngine-e-FsLia.vcicet

r

Folloy _ - ^ for the construction of th r-eca4av.4ate-his-fee on the bas4s of the-tegder-ertiant4t4„

ion-of • - -

11-1•

"

contract for othe=-1-•

ss_sttwfied_by_v-+,ae.prt_ar4,d4,t?,epr..s,tu4

c■-F

64241,43. - • f e_feagswat,s4463

f

the-Engthee-r--cf-any-cveFpayment-thade-te4hegineer,

o) De

4-n-theont the-contract construction-af-the-P-r-aject-i-s-Ret-awarin months of the acce-ptan-ae-af-the--Design by the-G14eat-the-Pal-fee foc-desiga-chall-be-determiaea-as-in Par-agFa-Rh(a)-abeA. : •

sendiaes-fe,c4he,D-4e,ject-beyead4ne thefftlart-will-be-unfle4ak-ep,-ea-a-t4the-bactst

€1)—Qa-Cornpletica-af-tne-Wefk

Fellewing-Gcmpleti eFk, the-E-aginecalkecalettlate-hi actual cost-ef-the-wchk-and-upen-suchg-ecalsulatie adjusted-N. equal-the full-amebtht-cf-the-Feealculated-fee ineluel paythent-lay-the Engir eFpayment-te-the-Enginecr.

3.3.3 Terms of Payment

The Client will compensate the Engineer in accordance with the fees and charges for services as set out in the proposal or as otherwise mutually agreed. All fees and charges will be payable in Canadian funds unless noted otherwise. Invoices will be due and payable, as presented and without hold-backs, by the Client upon receipt. Interest on overdue accounts will be charged at the rate of 12% per annum.


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ARTICLE 4— FORM OF AGREEMENT

ENGINEER: D.M. Wills Associates Limited

The signatory shall have the authority to bind the corporation or company for the purposes of this agreement.

This 8th Day of June

, 20 16.

Signature

Name Bruce Bonner, P.Eng.

Title President


The signatory shall have the authority to bind the municipality or its agency for the purposes of this agreement.

This Day of

, 20

Signature Signature

Name Name

Title Title

II

11 I


of 230


BY-LAW 2016 - 64

being a by-law to authorize execution of a contract agreement between

The Corporation of the Municipality of Trent Hills and D.M. Wills Associates Limited


AND WHEREAS at their regular meeting held on May 17, 2016, Council adopted Resolution No. THC 229-2016 to accept the RFP submission from D.M. Wills Associates Ltd. for design and engineering services in the amount of $573,824.64 including HST net of rebate for the "Campbellford Potable Water Storage Facility Upgrades" and Standpipe Refurbishment, within the Municipality of Trent Hills.


1. That the Mayor and Clerk are hereby authorized and instructed to enter into the agreement between The Corporation of the Municipality of Trent Hills and D.M. Wills Associates Limited., attached hereto, and that the Mayor and Clerk are hereby instructed to perform all acts and to take steps and execute such documents under the seal of the Corporation as may be necessary to effect this agreement.


By-law 2016-64 be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 21st day of June, 2016.


of 230

Schedule

- 1-

AGREEMENT

FOR


Dated the 7th day of June A. D. 2016

-BETWEEN-




-AND-

D.M. Wills Associates Limited




Design and implement "Campbellford Potable Water Storage Facility Upgrades" including a new in-ground reservoir and upgrades to the existing standpipe.

Hereinafter called the 'Project and has requested the Engineer to furnish professional services in connection therewith.



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DEFINITIONS


Engineering Services related to design and construction administration for Campbellford Potable Water Storage b) Services -

Facility Upgrades (Refer to Article 2 herein). c) RFP - Campbellford Potable Water Storage Facility Upgrades (RFP-PWK 2016-03)

d) Addenda Addendum No. 1


i. Addendums

ii. Request for Proposal issued

iii. Proposal submission document including detailed Work Plan and Fee Estimate


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X ARTICLE 1 - GENERAL CONDITIONS

1.1 Retainer


1.2 Compensation





Subject to geetieff 3.2.4 of Article 3, drawings and documents or copies thereof required for the Project shall be exchanged between the parties on a reciprocal basis. Documents prepared by the Engineer for the Client may be used by the Client, for the Project herein described, including "record" drawings. The Client has ownership of the drawings and the client indemnifies the Engineer for unauthorized use of the documents and deliverables.







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b) The Client may inspect tinnesheets and record of expenses and disbursements of the Engineer during regular office hours with respect to any item which the Client is required to pay on a time scale or disbursement basis as a result of this Agreement.




With the consent of the Engineer, the Client may in writing at any time after the execution of the Agreement or the commencement of the Services delete, extend, increase, vary or otherwise alter the Services forming the subject of the Agreement, and if such action by the Client necessitates additional staff or services, the Engineer shall be paid in accordance with Section 3.2. for such additional staff employed directly thereon, together with such expenses and disbursements as allowed under Section 3.2. , or as otherwise agreed in writing between the parties

1.8 Delays




lithe Engineer is practicing as an individual and dies before his Services have been completed, this Agreement shall terminate as of the date of his death, and the Client shall pay for the Services rendered and disbursements incurred by the Engineer to the date of such termination.




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1.11 Insurance



The Insurance Coverage shall be $ 5,000,000.00 per occurrence and in the aggregate for general liability and $ 5,000,000.00 for automobile insurance. When requested, the Engineer shall provide the Client with proof of Comprehensive General Liability and Automobile Insurance (Inclusive Limits) for laeth owned and non-owned vehicles.


The Insurance Coverage shall be in the amount of $ 2,000,000.00 per claim and in the aggregate. When requested, the Engineer shall provide to the Client proof of Professional Liability Insurance carried by the Engineer, and in accordance with Professional Engineers Act (RSO 1990, Chapter P.28) and Regulations therein.




1.12 Force Majeure






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1.14 Assignment





Unless otherwise provided in this Agreement, where the work of the Engineer is subject to the approval or review of an authority, department of government, or agency other than the Client, such applications for approval or review shall be the responsibility of the Engineer, but shall be submitted through the offices of the Client and unless authorized by the Client in writing, such applications for approval or review shall not be obtained by direct contact by the Engineer with such other authority, department of government or agency. Costs for all application fees shall be borne by the Client unless otherwise provided for by the Engineer. The foregoing in no way limits the Engineer's responsibility to identify, understand and coordinate any and all approvals and permits required for the Project unless otherwise specified in the RFP or agreed to by the Client.





1.19 Publication



The Engineer shall not divulge any specific information identified as confidential, communicated to or acquired by him, or disclosed by the client in the course of carrying out the Services provided for herein. These obligations of confidentiality shall not apply to information which is in the public domain, which is provided to the Engineer by a third party


of 230

111

11

Iii - 7 -

without obligation of confidentially, which is independently developed by the Engineer without access to the Client's information, or whish is required to be disclosed by law or court order. No such information shall be used by the Engineer on any other project without the approval in writing of the Client.


1) Negotiation




2) Mediation


b) The Mediator shall meet with the parties within ten (10) business days after the selection of the Mediator selection to attempt to mediate and resolve the dispute. The Consultant and the Client shall observe such reasonable procedures for conducting the mediation as the Mediator may reasonably request.



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3) Arbitration




iii. In addition to the examination of the parties by each other, the arbitration panel may examine, in the ordinary course, the parties or either of them and the witnesses in the matter referred to the arbitration panel, and the parties and witnesses, if examined, shall be examined on oath or affirmation.


v. Each party shall bear is own costs and expenses incurred in the arbitration, and the parties shall share equally in the costs and expenses of the neutral arbitrator.


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1.22 Time

The Engineer shall perform the Services in accordance with the requirements of Schedule A and shall complete any portion or portions of the Services in such order as the Client may require.







c) A Staff list showing the number, classifications and hourly rate ranges for staff, Principals and Executives, for which the Engineer will seek payment on a time basis. The Engineer shall relate such information to the particular type of work that such staff is to perform, while employed on the Project. Such list shall designate the member of the Engineer's staff who is to be the liaison person between the Engineer and the Client.




b) Any change in the schedule at progress which results in a longer period than provided in Subsection 1.23.1(b).




MENCE0 Client/Consultant Agreement for Professional Consultant Services 2016

III of 230

- 10 -



* D.M. Wills Associates does not own any vehicles, automobile insurance will only apply to

non-owned vehicles.

MENCEO Client/Consultant Agreement for Professional Consultant Services 2016

of 230


2.01 Services to be provided by Engineer as detailed in the RFP and as provided for in the Engineer's Proposal.

2.02 Services to be provided by Client as detailed in the RFP and as provided for in the Engineer's Proposal.

I

11

11

II

111 MEA/CEO Client/Consultant Agreement for Professional Consultant Services 2016

of 230

- 12 -

ARTICLE 3 - FEES AND DISBURSEMENTS

3.1 Definitions




ii. Wherever the Client furnishes labour or other service which is incorporated in the work, the current price of labour or other service when the work was executed shall be used to compute the Cost of the Work.




b) Site:



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Time-Expended

- 13 -


Th Client shall pay th,„ Work for v

tedasap-

CA-L-CLILAT!ON OF FEE

TYPE OF SERVICE gERCENTAGE

2

3.2.2.1 Rees

om job claajfications as folle,o,

Grade: Hourly Rate:

adjust ho

3.2.2.2

All time e nt's premises, or elsewhere, and including travel time, shall be charg,..able.

3.2.3

3.2.3.1 Lump Sum Fee BasiG

Price Basis, inclusive or labour, disbursements and reimbursable exp .

- '14-be based on the percentage of project completed or milestone achieved as detail presentation. Accounts unpaid after 30 days are subject to monthly interest charges at a rate of % per annum. The Engine

d from the date of the invoice.

c) If the project is abandoned or delayed for any reason beyond the Engineer's control,


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3,2.A

In addition to the. of 5%, for al! ci,xpenses-aRd-disburs v4h414e-Kej-e-st,

3.2.5 Upset Cost Limit

(a) The Consultant shall be paid a fee, calculated on a time basis, for the Services.

(b) In addition to the fee, the Consultant shall be reimbursed at cost plus an administrative charge of 5% for all reasonable expenses properly incurred by them in connection with the Services, including but not limited to: vehicle use charges, traveling and living expenses, long distance telephone charges, report production costs, photography, special delivery charges, supplies and equipment, field equipment costs, laboratory costs. Computer and office charges are considered part of overhead and shall not be invoiced as disbursements.

(c) Notwithstanding Subsections (a) and (b) of this Section, the total fees and disbursements paid by the Client to the Consultant for the Services shall not exceed the total upset amount of $563,900.00 plus applicable taxes made up as follows:

Refer to attached Financial Breakdown (Dated April 21, 2016)

(d) Notwithstanding Subsections (a) and (b) of this Section, the Client, at its sole discretion, may limit the fees and disbursements paid by the Client to the percentage equivalent to the project complete in the opinion of the Client.

(e) The Consultant must request and receive the written approval of the Client before any Additional Services are carried out that are not included in Schedule A. The Consultant shall not be entitled to any payment from the Contingency Allowance unless the Consultant has satisfied this condition. When approving Additional Services that are not included in Schedule A, the Client, at its sole discretion, may, in writing, set a limit on the monies from the Contingency Allowance that may be permitted for the requested Additional Services.

3.3 Payment

3.3.1 Fees Calculated on a Time Basis

The Engineer shall submit an invoice to the Client for all Services completed in the immediately preceding month. Interest at the annual rate o "f percent (i percent monthly) will be paid on the total outstanding unpaid balance commencing 30 days after the Client has received the Engineer's invoice.

r-Ge-ntacte-of-Gest-Bas-is

a) Monthly Payment


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Eli

of 230

th- c services supplied by the Cli

- 15 -

Th Engineer shall submit an invoice to-the Client for that part of th compl ted in the immediately preceding month calculated upon the basis of th Engin er'a

D - • - -

nd that such part has be n completed, the E gineer will be paid the amount of th f e SG

i voiced. Inter at at the annual rate of _percent Is epai_d_GR

ommen-ing-30 days etc,- the Cli nt has recee, Engineers' invoice.

b) On Award of Contract

Following the award of the contract for the construction of the Project, the Engineer shalt r. r rl 4494:

IFt-the-event-the-ee e4,--strwction of the Proj- n+ months of the acc - 4,-Ertient-the-ftnal-fee-fer-de-sign-thall-betemal-a-s-i,4

11-(b)-sh-a-11-Ftet-apply,

-13eyane-the onths v


The Client will compensate the Engineer in accordance with the fees and charges for services as set out in the proposal or as otherwise mutually agreed. All fees and charges will be payable in Canadian funds unless noted otherwise. Invoices will be due and payable, as presented and without hold-backs, by the Client upon receipt. Interest on overdue accounts will be charged at the rate of 12% per annum.


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ARTICLE 4 — FORM OF AGREEMENT

ENGINEER: D.M. Wills Associates Limited


This 7th Day of June , 20 16.

Signature

Name Bruce Bonner, P.Eng.

Title President



This Day of , 20

Signature Signature

Name Name

Title Title


of 230


BY-LAW 2016-65



Greer Galloway Group Inc.


AND WHEREAS at their regular meeting held on May 17, 2016, Council adopted Resolution No. THC 228-2016 to accept the RFP submission from Greer Galloway Group Inc. for design and engineering services in the amount of $94,565.57 HST net of rebate for the Class EA and replacement of the Nappan Island bridge structure, within the Municipality of Trent Hills.


1. That the Mayor and Clerk are hereby authorized and instructed to enter into the agreement between the Corporation of the Municipality of Trent Hills and Greer Galloway Group Inc., attached hereto as Schedule "A", and that the Mayor and Clerk are hereby instructed to perform all acts and to take steps and execute such documents under the seal of the Corporation as may be necessary to effect this agreement.


By-law 2016-65 be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 21st day of June, 2016


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Schedule A.'

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AGREEMENT

FOR


Dated the day of A. D. 20

-BETWEEN-

THE CORPORATION OF the Municipality of Trent Hills



-AND-

The Greer Galloway Group Inc.




Complete the preliminary and detailed design, contract preparation and tendering for the reconstruction of Nappan Island Bridge in the former Township of Seymour within the Municipality of Trent Hills. The project consists of the replacement of the bridge, reconstruction of the bridge approaches to a rural standard, Schedule 'B' Municipal Class Environmental Assessment, and drainage improvements.

Hereinafter called the 'Project' and has requested the Engineer to furnish professional services in connection therewith.



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DEFINITIONS


b) Services - Complete the preliminary and detailed design, contract preparation and tendering for the reconstruction of Nappan Island Bridge in the Township of Seymour within the Municipality of Trent Hills.

c) RFP — PWK 2016-01 Nappan Island Bridge Replacement and Class Environmental Assessment—, Municipality of Trent Hills dated February 4th, 2016.

d) Addenda—none


I. Addend urns

ii. Proposal submission document including detailed Work Plan and Fee Estimate

iii. Request for Proposal issued


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ARTICLE 1 - GENERAL CONDITIONS

1.1 Retainer


1.2 Compensation





Subject to Section 3.2.4 of Article 3, drawings and documents or copies thereof required for the Project shall be exchanged between the parties on a reciprocal basis. Documents prepared by the Engineer for the Client may be used by the Client, for the Project herein described, including "record" drawings. The Client has ownership of the drawings and the client indemnifies the Engineer for unauthorized use of the documents and deliverables.







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b) The Client may inspect timesheets and record of expenses and disbursements of the Engineer during regular office hours with respect to any item which the Client is required to pay on a time scale or disbursement basis as a result of this Agreement.




With the consent of the Engineer, the Client may in writing at any time after the execution of the Agreement or the commencement of the Services delete, extend, increase, vary or otherwise alter the Services forming the subject of the Agreement, and if such action by the Client necessitates additional staff or services, the Engineer shall be paid in accordance with Section 3.2.2.1 for such additional staff employed directly thereon, together with such expenses and disbursements as allowed under Section 3.2.4, or as otherwise agreed in writing between the parties

1.8 Delays




If the Engineer is practicing as an individual and dies before his Services have been completed, this Agreement shall terminate as of the date of his death, and the Client shall pay for the Services rendered and disbursements incurred by the Engineer to the date of such termination.




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1.11 Insurance



The Insurance Coverage shall be $5,000,000 per occurrence and in the aggregate for general liability and $5,000,000 for automobile insurance. When requested, the Engineer shall provide the Client with proof of Comprehensive General Liability and Automobile Insurance (Inclusive Limits) for both owned and non-owned vehicles.


The Insurance Coverage shall be in the amount of $2,000,000 per claim and in the aggregate. When requested, the Engineer shall provide to the Client proof of Professional Liability Insurance carried by the Engineer, and in accordance with Professional Engineers Act (RSO 1990, Chapter P.28) and Regulations therein.




1.12 Force Majeure




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1.14 Assignment





Unless otherwise provided in this Agreement, where the work of the Engineer is subject to the approval or review of an authority, department of government, or agency other than the Client, such applications for approval or review shall be the responsibility of the Engineer, but shall be submitted through the offices of the Client and unless authorized by the Client in writing, such applications for approval or review shall not be obtained by direct contact by the Engineer with such other authority, department of government or agency. Costs for all application fees shall be borne by the Client unless otherwise provided for by the Engineer. The foregoing in no way limits the Engineer's responsibility to identify, understand and coordinate any and all approvals and permits required for the Project unless otherwise specified in the RFP or agreed to by the Client.






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1.19 Publication



The Engineer shall not divulge any specific information identified as confidential, communicated to or acquired by him, or disclosed by the client in the course of carrying out the Services provided for herein. These obligations of confidentiality shall not apply to information which is in the public domain, which is provided to the Engineer by a third party without obligation of confidentially, which is independently developed by the Engineer without access to the Client's information, or whish is required to be disclosed by law or court order. No such information shall be used by the Engineer on any other project without the approval in writing of the Client.


1) Negotiation




2) Mediation


b) The Mediator shall meet with the parties within ten (10) business days after the selection of the Mediator selection to attempt to mediate and resolve the dispute. The Consultant and the Client shall observe such reasonable


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procedures for conducting the mediation as the Mediator may reasonably request.





3) Arbitration




iii. In addition to the examination of the parties by each other, the arbitration panel may examine, in the ordinary course, the parties or either of them and the witnesses in the matter referred to the arbitration


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panel, and the parties and witnesses, if examined, shall be examined on oath or affirmation.


v. Each party shall bear its own costs and expenses incurred in the arbitration, and the parties shall share equally in the costs and expenses of the neutral arbitrator.


1.22 Time

The Engineer shall perform the Services in accordance with the requirements of a Schedule A and shall complete any portion or portions of the Services in such order as the Client may require.







c) A Staff list showing the number, classifications and hourly rate, ranges for staff, Principals and Executives, for which the Engineer will seek payment on a time basis. The Engineer shall relate such information to the particular type of work that such staff is to perform, while employed on the Project. Such list shall designate the member of the Engineer's staff who is to be the liaison person between the Engineer and the Client.


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b) Any change in the schedule at progress which results in a longer period than provided in Subsection 1.23.1 (b).






The policy will require that the Municipality of Trent Hills be added as an additional named insured (for the project in question, prior to award) and that the Municipality of Trent Hills be notified thirty (30) days in advance in the event the insurance policy is cancelled or changed in any manner.


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2.01 Services to be provided by Engineer as detailed in the REP and as provided for in the Engineer's Proposal.

2.02 Services to be provided by Client as detailed in the REP and as provided for in the Engineer's Proposal.


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ARTICLE 3- FEES AND DISBURSEMENTS

3.1 Definitions




ii. Wherever the Client furnishes labour or other service which is incorporated in the work, the current price of labour or other service when the work was executed shall be used to compute the Cost of the Work.




b) Site:



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3.2.1 Fees Calculated on a Percentage of Cost Basis Not Applicable

Work for normal projects as follows:

CALCULATION OF FEE

TYPE OF SERVICE

PERCENTAGE

3.2. 2 Fees Calculated on a Time Basis

3.2.2.1 Fees

The Client shall pay the Engineer a fee, calculated on a time basis, for that part of the Services described in Article 2. Fees on a time basis for all staff shall be hourly rates based on job classifications as follows:

Grade: Hourly Rate:

Project Manager 110

Coordinator 90

Sr. Civil Engineer 100

Int. Civil Engineer 90

Sr. Electrical Eng. 100

Sr. Structural Eng. 100

Surveyor 55

Technical Staff 55

The fees have an upset limit of $92,930.00 for the core services listed in Greer Galloway's Proposal. The upset limit shall not be exceed unless written approval is provided by the Municipality of Trent Hills.

For a project of over one (1) year duration, or for projects which become extended beyond one (1) year in duration, the Engineer may from time to time seek approval from the Client to adjust hourly rates and such approval shall not be unreasonably withheld.

3.2.2.2 Time Expended

All time expended on the assignment, whether in the Engineer's office, at the Client's premises, or elsewhere, and including travel time, shall be chargeable.


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3.2.3 Lump Sum Fcc Not Applicable

3.2.3.1 Lump Sum Fee Basis

a) Fees for the scope of work covered under this Agreement will be on a Lump Sum Price Basis, inclusive or labour, disbursements and reimbursable expenses.

b) Monthly progress invoices will be based on the percentage of project completed or

at a rate of % per annum. The Engineer reserves thc right, without penalty, to discontinue services in the event of non payment after a sixty (60) period from the date of the invoice.

c) If the project is abandoned or delayed for any reason beyond the Engineer's control, the Client shall pay a fee for services rendered to that date, plus the termination

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d) HST will be added to the Lump Sum Price.

3.2.4 Reimbursable Expenses

In addition to the fee, the Engineer shall be reimbursed at cost plus an administrative charge of 7%, for all expenses and disbursements properly incurred by the Consultant in connection with the project.

3.2.5 Upset Cost Limit Not Applicable

-ee

in connection with the Services, including but not limited to: vehicle use charges, traveling and living expenses, long distance telephone charges, report production

equipment costs, laboratory costs. Computer and office charges are considered part of overhead and shall not be invoiced as disbursements.

(c) Notwithstanding Subsections (a) and (b) of this Section, the total fees and disbursements paid by the Client to the Consultant for the Services shall not exceed the total upset amount of $ plus applicable taxes made up as follows:

(i) $ plus applicable taxes for Core Services as described in Schedule A; aR€1,

$ plus applicable taxes as a Contingency Allowance for Additional Services that may be required but are not included in Schedule A.

(d) Notwithstanding Subsections (a) and (b) of this Section, the Client, at its sole discretion, may limit the fees and disbursements paid by the Client to the percentage equivalent to the project complete in the opinion of the Client.


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(e) The Consultant must request and receive the written approval of the Client before

permitted for the requested Additional Services.

3.3 Payment

3.3.1 Fees Calculated on a Time Basis

The Engineer shall submit an invoice to the Client for all Services completed in the immediately preceding month. Interest at the annual rate °LIB. percent (1.5. percent monthly) will be paid on the total outstanding unpaid balance commencing 30 days after the Client has received the Engineer's invoice.

3.3.2 Fees Calculated on a Percentage of Cost Basis

a) Monthly Payment

The Engineer shall submit an invoice to the Client for that part of the design of the Project completed in the immediately preceding month calculated upon the basis of the Engineer's estimate of the cost of that part of the Project, and, if the Client agrees with such estimate and that such part has been completed, the Engineer will be paid the amount of the fee so invoiced. Interest at the annual rate of percent ( percent monthly) will be paid on the total outstanding unpaid balance commencing 30 days after the Client has received the Engineers' invoice.

b) On Award of Contract

Following the award of the contract for the construction of the Project, the Engineer shall recalculate his fee on the basis of the tender quantities and prices on which the contract for the construction of the Project was awarded, plus the estimated cost of materials and other services supplied by the Client and upon such recalculation, the amount paid to the Engineer shall be adjusted to equal the full amount of the recalculated fee including the repayment by the Engineer of any overpayment made to the Engineer.

c) Delay of Award of Contract

In the event the contract for construction of the Project is not awarded within months of the acceptance of the Design by the Client the final fee for design shall be determined as in paragraph (a) above, and paragraph (b) shall not apply.

Further services for the Project beyond the months will be undertaken on a time basis.

d) On Completion of the Work

Following Completion of the Work, the Engineer shall recalculate his fee on the basis of the actual cost of the work and upon such recalculation the amount paid to the Engineer shall be adjusted to equal the full amount of the recalculated fee including the repayment by the Engineer of any overpayment to the Engineer.


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The Client will compensate the Engineer in accordance with the fees and charges for services as set out in the proposal or as otherwise mutually agreed. All fees and charges will be payable in Canadian funds unless noted otherwise. Invoices will be due and payable, as presented and without hold-backs, by the Client upon receipt. Interest on overdue accounts will be charged at the rate of 18 % per annum.


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ARTICLE 4— FORM OF AGREEMENT

ENGINEER: The Greer Galloway Group Inc.


This Day of ,20_

Signature

Name Steve Blakey

Title Branch Manager

THE CORPORATION OF Municipality of Trent Hills


This Day of

, 20

Signature Signature

Name Name

Title Title

MBA/CEO Client/Consultant Agreement for Professional Consultant Services 2016

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BY-LAW 2016-69

Being a by-law to confirm the proceedings of the regular meeting of Council held on June 21, 2016

WHEREAS the Municipal Act provides for the adoption of a comprehensive general by-law dealing with all or any of such matters within its jurisdiction; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS HEREBY ENACTS AS FOLLOWS:

1. That the action of Council at its regular meeting of Council held on Tuesday, June 21, 2016 in respect of each motion, resolution, and other action taken by Council at its meeting is, except where the prior approval of the Ontario Municipal Board is required, is hereby adopted, ratified and confirmed.

2. That the Mayor and proper officers of the Corporation are hereby

authorized and directed to do all things necessary, where required, and the Mayor and Clerk are hereby directed to execute all documents necessary in that behalf and the Clerk shall hereby be authorized to affix the seal of the Corporation to all such documents.

By-law 2016-69 be introduced and deemed to be read a first, second and third time, passed and properly signed and sealed this 21st day of June, 2016. ______________________________ ___________________________ Hector Macmillan ( Mayor) Shari Lang (Clerk)

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