the corporation of the town of new tecumseth

THE CORPORATION OF THE TOWN OF NEW TECUMSETH

MEETING OF COMMITTEE OF THE WHOLE

MEETING NO. 2011-03 MARCH 7, 2011

Council Chambers

10 Wellington Street East, Alliston, Ontario 7:00 P.M.

CHAIR: MAYOR MACEACHERN

This meeting is being audio-recorded for transcription purposes only.

Correspondence intended for Committee and/or Council is generally received as public information, subject to the Municipal Freedom of Information and Protection of Privacy Act. Any person submitting correspondence shall advise the Clerk of any

confidential items and the general nature of the confidentiality.

ORDER OF PROCEEDINGS

Awards and Recognitions

Confirmation of Agenda

Disclosure of Interest

Determination of Items Requiring Separate Discussion

Adoption of Items Not Requiring Separate Discussion

Consideration of Items Requiring Separate Discussion

New Business

Public Notices

Adjournment

2

Awards and Recognitions

Confirmation of Agenda Disclosures of Pecuniary Interest Determination of Items Requiring Separate Discussion Adoption of all Items not Requiring Separate Discussion ITEMS: Committee of the Whole Report No. CW-2011-03 – Monday March 7, 2011 CW-1 COUNCIL ITEMS a) COUNTY COUNCIL REPORT – FEBRUARY 2011

Mayor MacEachern b) BUSINESS LICENSING BY-LAW

Councillor Marrs CW-2 COMMITTEE, BOARD AND TASK FORCE SUMMARIES a) ACCESSIBILITY ADVISORY COMMITTEE

Summary Report of February 3, 2011 b) ENVIRONMENTAL ISSUES TASK FORCE

Summary Report of February 9, 2011 c) ECONOMIC DEVELOPMENT ADVISORY COMMITTEE

Summary Report of February 10, 2011 d) PARKS & RECREATION ADVISORY COMMITTEE

Summary Report of February 15, 2011 e) TOTTENHAM CONSERVATION AREA ADVISORY COMMITTEE Summary Report of February 18, 2011

NOTE TO USERS

Click on Item number (ie: CW-1, CW-2) to immediately view that item. “Home” key to go back to the

first page of the agenda.

3

CW-3 2011 DRAFT TOWN, WATER AND WASTEWATER BUDGETS

Treasurer/Manager of Finance, Report #FIN-2011-06, March 7, 2011 a) Additional Information Memorandum of the Treasurer/Manager of Finance

dated March 7, 2011 b) Additional Information Memorandum of the Deputy Treasurer dated

March 7, 2011 c) Verbal Report of Councillor Marrs re Community Improvement Plan d) Verbal Report of Councillor Haire re Tottenham Tennis Club e) Truck Turning– Queen Street and Mill Street, Tottenham

Engineering Coordinator, Report #ENG-2011-08, March 7, 2011 CW-4 GRANT THORNTON LLP – “REPORT TO COUNCIL – INITIAL COMMUNICATION ON AUDIT PLANNING”

Deputy Treasurer, Report #FIN-2011-07, March 7, 2011 CW-5 SOLAR PROJECTS ON MUNICIPAL BUILDINGS

Chief Administrative Officer, Report #CAO-2011-05, March 7, 2011 CW-6 BILL 153 – MUNICIPAL ELECTIONS AMENDMENT ACT

Clerk/Manager of Administration & Economic Development, Report #ADMIN-2011-17, March 7, 2011 CW-7 LEASE AGREEMENT – BANTING HOMESTEAD FARM LAND

Deputy Clerk, Report #ADMIN-2011-18, March 7, 2011 CW-8 FARM WORKING DOGS – AMENDMENT TO CANINE CONTROL BY-LAW #2008-110

Clerk/Manager of Administration & Economic Development, Report #ADMIN-2011-21, March 7, 2011 CW-9 BEETON-TOTTENHAM BIA – OFFICE SPACE

Clerk/Manager of Administration & Economic Development, Report #ADMIN-2011-22, March 7, 2011 CW-10 REQUEST FOR EXEMPTION FROM NOISE CONTROL BY-LAW 95-67 COPPERGLEN ESTATES SUBDIVISION, ALLISTON Clerk/Manager of Administration & Economic Development, Report #ADMIN-2011-23, March 7, 2011

4

CW-11 WSIB SCHEDULE CONSIDERATIONS

Manager of Human Resources, Report #HR-2011-01, March 7, 2011 CW-12 STREET NAME REVISION WEST ALLISTON II (RIZZARDO EAST) DEVELOPMENT

Engineering Coordinator, Report #ENG-2011-10, March 7, 2011 CW-13 PARSONS ROAD WATER RESERVOIR EXPANSION AND PUMP UPGRADES ENGINEERING FEES UPDATE

Senior Engineering Coordinator, Report #ENG-2011-11, March 7, 2011 CW-14 2010 FIRE DEPARTMENT ANNUAL REPORT Fire Clerk, Report #2011-01, March 7, 2011 New Business Public Notice

Adjournment

COMMITTEE OF THE WHOLE

March 7 2011

REPORT OF THE MAYORRE COUNTY COUNCIL FEBRUARY 2011

RECOMMENDATIONThat the County Council Report of the Mayor dated March 7 2011 be received

OBJECTIVEThe purpose of this report is to provide a summary of issues that were considered by County Council

at its meeting on February 22 2011 that affect or will be of interest to the Council and public of the

Town of New Tecumseth As well this report includes information in respect of attendance at

meetings and upcoming County Council meeting dates

MATTERS CONSIDERED BY COUNTY COUNCIL

February 22 2011 County Council Meeting

HS 11033 Food Partners Alliance of Simcoe County Recommendation No HS02811

THAT Item HS 11033 regarding the Food Partners Alliance of Simcoe County be received for

informationCARRIED

HS 11034 Fee Subsidy Wait List Recommendation No HS02911 THAT Item HS

11034 regarding the necessity toreimplement a Wait List for the Child Care Fee Subsidy

program effective February 1 2011 be received for information CARRIED

HS 11036 Per Diem Increases for Child Care Service Providers Recommendation No

HS03011 THAT approval be given to increase Child Care Service Provider Per Diem rates

as outlined in Item HS 11036 AND THAT increases be effective January 1 2011 where

requestedCARRIED

HS 11038 2011 Health Related Benefits for Nonsocial Assistance Recipients

Recommendation No HS03111 THAT approval be given to allocate up to 150000 of the

2011 Social Assistance Restructuring Reinvestment Fund to support the provision of Health

Related Benefits for low income nonsocial assistance recipients as outlined in Item HS 11038

CARRIED

HS 11031 Paramedic Services Public Access Defibrillation Program Recommendation

No HS03611 THAT Item HS 11031 which provides an update on the County of Simcoe

Paramedic Services Public Access Defibrillation Program be received for information

CARRIED

HS 11045 Paramedic Services Ambulance Donation Recommendation No HS03911

THAT County Council approve the humanitarian request to donate a decommissioned County of

Simcoe land ambulance to the community of Ongutoi Uganda Africa Recommendation No

HS04011THAT staff be requested to prepare a report regarding a policy for the disposal of

decommissioned ambulance assets CARRIED

Report of the MayorMarch 7 2011Page 2 of3

CS 11026 Uniform collection services and further restrictions on curbside garbage fulluser pay or clear bags A presentation regarding this Item will be provided by staff Mr RobMcCullough Director of Environmental Services and Ms Willma Bureau Contract andCollections Supervisor made a presentation regarding Item CS 11026Recommendation No CS03211 THAT Item CS 11026 providing information with respectto the transition to a truly uniform collection service and further restrictions on curbside garbageas outlined within Item CS 11026 be received for information AND THAT Option D full userpay as outlined within Item CS 11026 recommended in the Waste Management Strategy forimplementation in the next waste collection contract be approved AND THAT staff berequested to report to the Waste Management Subcommittee on the mechanics ofimplementing Option D CARRIEDAttached to this report as Attachment 1

CS 11027 2010 Curbside Waste Collection Information Recommendation NoCS03311 THAT Item CS 11027 providing an update with respect to curbside collections in2010 be received for information CARRIEDAttached to this report as Attachment 2

CS 11042 Establishing a Per Capita Waste Reduction Target Recommendation NoCS03611 THAT a minimum of 1 annual decrease be established as the per capita wastereduction target as outlined in Item CS 11042 CARRIED

The following bylaws were given consideration and approval at the February 22 2011meeting of County Council

Bill No 12 A Bylaw to authorize entering into Service Contract Amendment C25202A7 withHer Majesty the Queen in Right of Ontario as represented by the Minister of Community andSocial Services for the purposes of delivering programs related to Ontario WorksItem HS 11022

Bill No 13 A Bylaw to authorize entering into Service Contract Amendment C25202A8 withHer Majesty the Queen in Right of Ontario as represented by the Minister of Community andSocial Services for the purposes of delivering programs related to Ontario WorksItem HS 11032

Bill No 14 A Bylaw to authorize the Warden and the Clerk to execute a Property UseAgreement with the Ontario Federation of Snowmobile Clubs District 4 and 8 for the use andmaintenance of the McKinnon Bridge the crossing of County Roads and the use of otherproperty within the County Road system Item CS 11034

Bill No 15 A Bylaw to amend Bylaw No 5886 to Permit the Use of All Terrain Vehicles oncertain Municipal Highways Item CS 11040

Report of the MayorMarch 7 2011Page 3 of 3

Bill No 16 A Bylaw to authorize the Warden and Clerk to execute a contract extension with

East Simcoe Waste Collection for the collection of garbage recyclable and organic materials

and optional items in the Township ofOroMedonte the Township of Ramara and the Township

of Severn Item CS 11032

Attendance at Meetings To date in February 2011 Mayor MacEachern has attended

February 10 2011 Performance Management meeting

February 22 2011 Special County Council Meeting

Upcoming County Council meetings

March 22 2011 County Council

April 26 2011 County Council

Respectf y s bmi e

c

Mike MacEachem r

46C MeIVL

COUNTY OF SIMCOE

ITEM FOR CORPORATE SERVICES COMMITTEE

SECTION Solid Waste Management

ITEM NO CS 11026

MEETING DATE February 9 2011

SUBJECT Uniform collection services and further restrictions on curbside garbage

full user pa or clear bags

RECOMMENDATION

THAT Item CS 11026 providing information with respect to the transition to a truly uniform

collection service and further restrictions on curbside garbage as outlined within Item CS 11026

be received for information

AND THAT Option D full user pay as outlined within Item CS 11026 recommended in the

Waste Management Strategy for implementation in the next waste collection contract be

approved

RELATIONSHIP TO THE WASTE MANAGEMENT STRATEGY

The Waste Management Strategy recommends that at the beginning of the next collection

contract further restrictions on curbside garbage be implemented in order to increase waste

reduction reuse and recycling The strategy examined a number of options includingi An increase in the cost of additional bag tags so as to allow residents flexibility for

additional set outs while discouraging their use on a regular basis or

ii Transition to a fixed one bag limit for curbside garbage where residents are not permittedto purchase tags for extra bags or

iii Transition to a full user pay program which requires residents to purchase a tag or specialbag for all garbage set out at the curb with the revenues from the sale of tags or specialbags used to fund the collection and disposal of garbage reducing the cost passed on

through municipal taxes or levies

A full user pay system for garbage is included in the Waste Management Strategy implementationschedule for roll out early in the new collection contract

The Waste Management Strategy also recommended that depending on the success of earlier

curbside garbage restrictions a clear garbage bag program be considered in year 5 of the plan

Further the Waste Management Strategy recommends that the County transition to a trulyuniform collection service with the next collection contract which will commence in July 2012

This report will address the definition of eligible serviced unit in order that collection of

garbage organics and recyclables is provided where reasonable

BACKGROUND

Waste Management Department staff are currently working to develop the new County wide

collections Request For Proposals RFP for provision of regular waste collections only garbage

February 9 2011 Corporate Services Committee CS 11026 Page 2

recycling and organics This report will therefore address the Strategy recommendations with

respect to uniform collection services as well as the recommendation with respect to further

restrictions on curbside garbage Further restrictions to curbside garbage are needed as identified

in the Waste Strategy in order to continue to drive necessary waste reduction and increase

participation and capture rates in the blue box and green bin programs It is noted that any type of

restrictions may be seen as a reduction in service by residents therefore an extensive promotionand education campaign surrounding the implementation of any new program would be

necessary

Staff have provided below a brief description of various programs to further restrict curbside

garbage a comparison of the systems and later identified some of the ongoing issues that exist

including an analysis of the impacts of each of the options for Councils consideration

Since the Waste Management Strategy recommends a new Countywide collection contract to

begin in July of 2012 staff have begun to extend the existing collection contracts to that date

Working backwards from that date staff suggest the following optimal timelines be followed to

competitively tender the needed work

1 Mid March 2011 Request for Proposal let for collection work allow 2 months for bid

submissions2 Mid May 2011 Submission deadline for Requests for Proposal to be received by the

County 1 month analysis and recommendation to Council in June 20113 End of June 2011 Council endorsement ofpreferred Contractor

4 July 2011 July 2012 New Contractor order and acquisition of new equipment for

contract 12 month allowed for adequate time to acquire all new equipment and work out

details ofnew collection program and routing

Option A status quo

The status quo would maintain the existing system of bag limits as well as the existingavailability of bag tags at 2 each for additional waste It is noted that this system does not

provide an additional incentive to reduce and divert waste Remaining with this option wouldresult in disposal capacities continuing to decline and would require alternative disposalarrangements earlier than the two 2 year timeframe for garbage transfer outside of the Countywhich was scheduled for implementation in the Waste Management Strategy

Option B status quo plus increased bag tag cost for additional bags

This option would keep the existing bag limit but significantly increase the cost of bag tags for

additional garbage thereby allowing residents the flexibility for additional garbage while

discouraging their use on a regular basis The Strategy suggested that if this option were chosen

that the price of bag tags increase from the current 2 each to 4 per tag The increased cost of

bag tags would provide some monetary incentive to residents to do their part to reduce waste and

divert materials through the existing blue box and green bin programs if they are not alreadydoing so However the change to an increased cost of tags does not provide an incentive to

further reduce or divert waste for those already able to meet the one bag limit Staff notes that

the usage of additional bag tags for extra garbage in the county is minor with an average only 2

tags per household purchased in 2010 Therefore increasing the cost of tags would likely onlyhave a limited effect on waste generation and diversion rates


Option C fixed one bag limit

The transition to a fixedone bag limit County wide would mirror the program utilized in Adjala

Tosorontio where residents are permitted to place only one bag at the curb and do not have the

option to purchase tags for additional garbage This program does provide incentive to reduce

waste generation and increase waste diversion through the existing blue box and green bin

programs It does however also remove all flexibility for additional garbage should a resident

have a medical need for additional waste or as a result of special events clean ups etc

It is noted that while this option would result in a reduction in the amount of garbage collected at

curbside it would also likely result in a significant increase in the amount of garbage delivered to

waste management facilities by residents An analysis of residential garbage drop off by

municipality indicates that AdjalaTosorontio residents deliver an average of 84 kgs of garbage

per household per month by far the highest of any municipality in the County versus the County

average of 33 kgs per household per month It would be anticipated that this type of program

would result in a significant increase in the amount of traffic to County waste management

facilities This option would potentially necessitate the addition of new waste management

facilities in order to adequately manage this garbage

Option D full user pay program

This option to further restrict curbside garbage was determined to be the most appropriate option

for the County through the Waste Management Strategy process as it provides the greatest

potential to increase diversion rates as compared to the other waste restriction options identified

Full user pay programs also called pay as you throw programs have been implemented in

approximately sixty 60 Ontario municipalities including Oxford County Wellington County

City of Stratford Northumberland County Quinte and the City of Belleville Attached as

Schedule 1 is information with respect to other Ontario municipalities utilizing a full user pay

system Currently the County of Simcoe and many other Ontario municipalities have what is

described as partial user pay systems where a limited number of bags are permitted prior to the

use of purchased tags or identifiable bags for additional garbage Full user pay refers to the fact

that all garbage bags must have a tag affixed or waste must be contained in special identifiable

bags in order to be collected Full user pay systems have the potential to result in both a reduction

in waste generation and divert waste through higher participation in waste diversion programs

based on the financial incentive to reduce waste

In a full user pay program the revenue from tagibag sales is used to cover the cost of the garbage

collection and disposal thereby eliminating the garbage collection and disposal cost passed on

through municipal taxes and levies the cost of diversion programs remains A full user pay

system for garbage can be more equitable as residents pay for the garbage that they are actually

producing rather than the existing system where residents that generate little garbage are doing a

good job of diverting waste are in effect subsidizing those that produce more garbage

A full user pay system would be an adjustment as residents would pay out ofpocket for weekly

garbage collection and disposal costs however this program provides the needed incentive to

reduce waste and actively participate in County curbside diversion programs


Option E clear bag program

The final option put forward in the Waste Management Strategy for further restrictions oncurbside garbage is a clear garbage bag program This option was not scheduled forconsideration until year five S of the Strategy as it was included as a contingency to be utilizedif one of the three 3 restriction options Options B C and D identified above were not assuccessful as anticipated This option has been included in this report for consideration due torecommendation CS 0411 from the January 2011 County Council meeting

THATstaffbe requested to report on the potential increase in diversion rates by using clearplastic bags including the cost ofimplementation a comparison ofcommunication costs versusthe cost of implementing the clearplastic bagprogram and related matters

It is noted that although the resolution requested an analysis of clear bag program implementationcost versus the cost of a communication program the two are not mutually exclusive In fact anyprogram to further restrict curbside garbage would require a significant and sustained promotionand education campaign in order to support it A strong communications component is vital tothe success of any new waste management program With respect to costs for the school programversus implementation of a clear bag program referred to at the January Council meeting the netannual operating cost to the County for the schools Learning and Living Green program isapproximately 7000 in operational expenses for vehicle operating costs and staffing forcollection vehicle The portion of Staff cost from the 2011 budget required to provide assistancewith the School education program is estimated at approximately 46000 It is noted that theagreements with the local school boards for County provision of collection of divertible materialsare for a five year term Staff would not recommend cessation of the school program regardlessof any programs implemented to further restrict curbside garbage as the school program isworthwhile in its own right Early cessation of the school program would also likely have legalramifications and as the school program has already gained recognition cessation could result ina negative impact to the Countys image

A clear bag program is one where every bag of waste that is put out for curbside collection mustbe clear in order to allow collections staff to visually inspect the material and refuse collection ifthe garbage is seen to contain divertible materials This type of program is more of anenforcement based program than an incentive based program Clear bag programs can besuccessful in driving waste diversion ie getting residents to fully participate in blue box andgreen bin programs but do not assist in reducing waste generation in the manner that a full userpay system would

County staff has concerns with this type of program due to potential privacy issues This topicwas discussed some time ago with a representative of the Information and PrivacyCommission Although the Commission directed staff to documentation that addressed relevantprivacy considerations they were unable to provide further guidance on the matter noting theirobligation to remain impartial in the event they were required to investigate and render a decisionrelated to a privacy complaint Staff also sought guidance from a representative of the Office ofthe Chief Information and Privacy Officer Ministry of Government Services who identifiedprivacy considerations and the need to fully explore the privacy aspects prior to implementingsuch a program If Council were to direct staff towards this type of program more detailedresearch and legal advice into the privacy implications and any other infringements would be


necessary

Some jurisdictions have developed somewhat of a workaround to the privacy issue by allowingresidents to have one opaque bag within the clear bag to contain sensitive items however it is

noted that a one opaque bag may not be large enough to contain items such as adult diapers or

other items of a sensitive nature and b the presence of this bag reduces the effectiveness of the

clear bag program by enabling divertible materials to be hidden in the garbage Another majorissue with this type of program is that it puts even more pressure on collections staff for

enforcement and on County Customer Services resources to address complaints Frequently the

Countys Customer Service Centre receives calls where residents feel that their neighbours are

receiving special treatment with respect to garbage collections Judgment calls will be needed to

collect a bag that contains perhaps a couple of small divertible items versus a bag that contains

one very visible divertible item in addition there is a human error component on the part

residents and on the part of collections staff Other municipalities have also noted

implementation issues with respect to the availability of suitable clear bags at retail outlets as well

as issues with residents not being able to utilize small typically white kitchen garbage bags to

contain garbage

Attached as Schedule 2 is information with respect to other municipalities utilizing a clear bag

program It is noted the many of the clear bag programs were implemented as the only restriction

on curbside garbage meaning that there was not restrictive bag limits in place in those

municipalities prior to the clear bag program being implemented Therefore those same results

could not be expected should the County move to a clear bag program as the County already has a

stringent bag limit in place More recently Durham Region and Markham piloted clear bag

programs both municipalities already had restrictive bag limits in effect much like those in the

County of Simcoes existing program Durham Region found that the clear bag pilot onlyincreased diversion by 37 while Markham found that the clear bag program actually had a

detrimental effect on diversion performance Both municipalities ultimately chose not to

implement a clear bag program The City of Guelph is another municipality that had had a long

standing clear bag program but has recently decided to move away from it in favour of an

automated container system

Analysis of Various Programs

Uin a

Program Type m r M Ym o CX U

ai y y aiti S5 b

ca pOU LonoCd

U9 Ell

a w v

Option A Status Quo none none none none none none none

Option B Status Quo minor minor minor and none minor minor and minor

hi her costta era short term

Option C strict 1 bag yes yes temporary none significant significant significant

limit but short

Option D Full user yes yes temporary reduced signifcant significant significant

pay and longterm

Option E Clear bags no yes temporary none significant significant significantand long


term

Potential Illegal Dumping Impacts

Staff notes that any further restrictions to curbside garbage could have the potential for increasedillegal dumping Of the options the strict one bag limit restriction would have the most potentialfor a negative effect as residents would not have the flexibility to purchase additional tagsbagsfor additional waste Generally speaking when a new program to restrict garbage isimplemented there are some increases in the incidence of illegal dumping but they are generallytemporary in nature

Potential Impacts to Waste Levy

With respect to the potential impact to the County waste levy all of the options with theexception of full user pay would result in the waste levy remaining relatively unchanged Using2011 budget estimates a full user pay system would eliminate the garbage collection and disposalcost from the basic waste levy no optional collections bringing it from approximately 150 perhousehold to 70 per household a savings of approximately 80 per household with residentsrequired to purchase tags or bags to fund the cost of garbage collection and disposal

Potential Promotion and Education Cost Impacts

With respect to estimated promotion and education costs staff note that the Waste ManagementStrategy suggests that a 7 per household annual cost for promotion and education of all waste

management programs be implemented for the first five years of the new program in order to

engender the necessary behavior changes necessary to support the programs For comparisonpurposes the 2011 Waste Management Department operating budget included approximately 5per household for promotion and education including development printing distribution etc

necessary for all waste management programs As identified earlier in this Item a significantand sustained communications component is vital to the success of any major system changeThis is particularly true with respect to waste reduction initiatives as it is more difficult to achieveas it requires a sustained change in consumer attitudes and behaviors

Potential Impacts to the Customer Service Department

Customer Service will be impacted by any program changes These impacts would be most

significant with options D or E Based on experience with other significant changes such as

reduced garbage limits and implementation of the organics program Customer Service wouldneed to staff up for a few months leading up to the change and for the first six months after

program implementation Any of these options would also likely result in a new normal level ofincreased calls as was seen with implementation of the green bin program The call relatedtargets average speed of answer average talk time and average abandonment rate are

negatively impacted during the first six months after program implementation

Potential Impacts to County Waste Facilities

With respect to the potential impact of any of the options to further restrict curbside garbage on

County waste management facilities it is noted that all of the options with the exception of

Option A Status Quo and Option B Status Quo plus increased costtag are likely to result in


traffic increases at waste management facilities Of the options the strict one bag limit restriction

could have the most potential for a negative effect as residents would not have the flexibility to

purchase additional tagsbags for additional waste Additionally the option for clear bags would

require some type of enforcement at waste facilities to ensure that residents are not circumventingthe curbside enforcement It is noted that many County waste management facilities are alreadyimpacted with long scale line ups at certain times of the week Saturday morning in particularFacilities also have issues with the lack of space for needed diversion programs lack of queuingspace and in some cases poor traffic flow within the sites due to their small size all of which

would be negatively impacted by the increased traffic that would result from implementation of

any of these options

Issues with Existing Garbage Collection System

Following is an outline of some significant issues with the Countys existing garbage collection

system The issues are first discussed and following is an analysis of how they might be

addressed through the options identified

Uniform Collection Services Seasonal

Public consultation during the Waste Management Strategy process indicated that the majority of

residents were in favour of a uniform level of collection service The Waste ManagementStrategy recommended that the definition of an eligible serviced unit be reexaminedparticularly with respect to seasonal areas Currently many roads in seasonal areas are very small

and not maintained to municipal standards Historically the County has provided curbside

collection services only on those roads which received service prior to County assumption of

waste management Additional areas of service were added when municipal amalgamationoccurred in 1994 particularly in Severn Township where many areas had not received waste

collection services previously Typically residents on small and private roads receive curbside

collection if the truck can access the street and turn around safely Many roads however onlyreceive collection at central collection points meaning residents must bring materials out to a

common collection point where their road meets an accessible route These common collection

points have significant issues as it is impossible to enforce bag limits ownership of waste is not

identifiable litter from animals getting into garbage and illegal dumping of unacceptablematerials are also major concerns As units without ownership of waste were not eligible for

the green bin program seasonal areas utilizing common collection points have also remained at

the previous two bag limit for garbage

In order to provide collection services to seasonal areas consistent with those provided to other

residents in the County the following requirements to be included in the new collections RFP in

order to address both the uniform service level recommended in the Strategy as well as the issues

outlined above

a All highly seasonal areas will be required to receive waste collection service early in the

week preferably Mondays thereby reducing the amount of time that waste is retained at

the location and reducing the impact by animals

b The successful collections proponent will be required to utilize specialized collection

vehicles such that they can service even small roads which historically did not receive

service thereby eliminating the majority of central collection points This would enable

ownership of waste making enforcement of bag limits and provision of green bin services


viable and it is anticipated reducing litter impacts as well as the incidence of illegaldumping

Other issues regularly encountered in highly seasonal areas are with respect to an inequitycommonly expressed by seasonal residents in that they pay for waste collection services yearround yet only utilize the service for a portion of the year As restrictions on curbside garbage in

the form of bag limits have been applied over time the issue has become exacerbated It is notedthat staff feel that Option D full user pay best addresses the concerns of these residents as theywould only be charged through purchase of bag tags for the garbage they generate when theyattend their seasonal property Additional issues are encountered with residents in municipalitiesthat apply the waste levy based on assessment values rather than the actual cost of service themethod by which the County waste levy is collected remains at the prerogative of the Town or

Township but has been recommended by County staff to be done on a per unit utility basis This

results in a resident with a valuable waterfront property having a very high assessment payingsignificantly more for waste services than the actual cost of service and not receiving the benefit

of service year round

Uniform Collection Services Industrial Commercial and Institutional ICI

The lack of uniform levels of collection service is not limited to seasonal areas but includes a

significant number of Industrial Commercial and Institutional ICI locations as well The

County has legislated authority to provide waste collection services to residential locations with

up to 5 units per location Multifamily complexes with greater than 5 residential units per

property are considered by the province to be commercial for which the County does not have

legislated authority for provision of waste services However when the County assumed

responsibility for waste management in 1990 it generally maintained the same service as was

provided by the local municipality meaning that in some municipalities services are provided to

ICI locations situated in downtown areas in some municipalities collection services were

provided to any ICI location that requested it and in other municipalities little to no service was

provided to ICI locations In 2007 staff sought direction from Council with respect to ICI

locations through report WMS 07004 the report resulted in direction from Council to maintain

the status quo ie not adding any additional ICI locations but to not take away service from

those locations already receiving it This resulted in waste collection service being grandfatheredat a variety of ICI locations and as no new services were to be added to the ICI sector theywere not eligible for the green bin program and maintained their previous bag limit The baglimits for ICI locations which receive service are also an area of inconsistency depending on

the situation bag limits may be two 2 bags five 5 bags or in some situations remains almost

unlimited In addition it is almost impossible to enforce bag limits at ICI locations as it is

unclear how many units there are at a particular location the number of units within a location

can change frequently and there is often a mix commercial and residential within one buildingwith each having different bag limits This has resulted in a lack of uniformity confusion and

frustration New businesses often enquire for provision of service and are turned down based on

Councils 2007 direction however often their neighbouring businesses receive collection service

and they are assessed the waste management levy on their taxes by the local municipality It is

recommended by staff that utilization of Option D would best address many of the issues

presented in the ICI sector

Over time Waste Management staff have worked to compile a list of locations where ICI

service is provided however the list is incomplete and there is much disparity between what is


on the listing and what is actually receiving collection For example during the summer of 2010

the Waste Management Dept coop student was tasked with determining the extent of ICI

collections in some municipalities it was found that many more ICI locations were actuallyreceiving collection service than what we were aware of This is due to the lack of information

with respect to ICI locations when the County took direct responsibility for collections and due

to the fact that reviewing of lengthy lists is onerous to collection staff In some cases ICI

locations were found to be receiving excessive garbage collection service and in most cases ICI

locations were found to not be participating in waste diversion programs The current system is

inequitable and does not encourage diversion in the ICI sector

The Strategy recommendation to provide uniform collection service therefore must also consider

collection service to the ICI sector It is important to note that each element of the waste systemis interconnected and in order to move forward with waste reduction and diversionprograms a

truly standardized system is needed Waste Management Department staff has considered this

complex subject for some time and while uniformity as to who receives collection service is very

desirable it is not practical to limit ICI locations to a single bag nor is it practical for the

County to continue to provide collection services to large generators of waste or to continue with

the current system of disparity between locations Therefore Council should also consider what

the option to further restrict garbage would do to address the issues identified in seasonal areas

and in the ICImultiresidential sectors in order to determine which option is preferred

Analysis ofVarious Programs Effectiveness In Addressing Issues Identified

Below is an analysis of the various options presented earlier in the report and their potentialimpact to the uniform collection issues outlined above

Program Type UG7

Option A status quo Does nothing to address issues Does nothing to address issues identified

identified

Option B status quo Does nothing to address the ongoing 9

plus higher costtag concern that seasonal residents pay for

waste services year round and should

be permitted extra garbage when

the are here

Option C strict 1 bag Does nothing to address the seasonal Does nothing to address the seasonal issues

limit issues identified and will likely identified and will likely exacerbate them

exacerbate them due to the lack of due to the lack of flexibility for additional

flexibility for additional garbage garbageOption D full user pay Would address the service year round Would address the issue by providing

issue by removing the garbage service to ICI locations generating a

collection and disposal costs from the reasonable quantity of waste It would

waste levy and allow seasonal empower the ICI sector with control over

residents the flexibility to purchase their waste costs and provide a financial

to sba s as needed incentive to reduce and divert their waste

Option E clear bags Does nothing to address the ongoing Does nothing to address issues identified

concern that seasonal residents pay for

waste services year round and should

be permitted extra garbage when

the here


Conclusions

An analysis of the various pros and cons of each of the options presented is attached as Schedule

3 Staff recommends that Option D full user pay system provides the highest potential for

reduced waste generation increased utilization of diversion programs addresses many of the

concerns with seasonal and ICI units Additionally it is considered the most equitable optionfor all serviced units but implementation will require careful communication with respect to the

removal of the waste collection and disposal costs from the waste levy This will be problematicin municipalities which have not changed to the utility type cost per unit

Council could consider implementation of a full user pay system either at the commencement of

the new collection contract effective July 1st 2012 or at some point shortly after that in order to

limit the number of significant changes occurring simultaneously If option D is selected Council

could consider use of an identifiable bag rather than a tag for a full user pay program as this

would also address existing compliance issues resulting from utilization of over sized bags and

containers This would also assist in the future should Council wish to further consider

implementation of a clear bag system the use of an identifiable bag could simplify a potentialtransition to a combined full user payclear bag program should further enforcement be deemed

necessary at some point

Should Council determine that a full user pay system is the preferred method for further

restrictions on curbside garbage some limit on the number of bags permitted would be necessary

particularly for ICI and multiresidential locations It is not reasonable for collection vehicles to

collect large amounts of garbage at any particular location for a variety of reasons includinghealth and safety space limitations traffic flow and for roadside aesthetics Larger generators of

waste would find it more economically utilizing the services of a private contractor for front end

or bin collection services rather than purchasing tagsbags and this would ensure that Countydisposal capacities would not be adversely impacted In reviewing ICI including multifamilylocations with over 5 units locations reviewing data from the partial ICI curbside audit and

looking at the economies of front end bin costs versus purchasing bags in full user pay systemstaff has determined a reasonable limit would be 10 bags per location weekly Any locationICI multifamily or combination thereof which produces more than this should be directed to

seek private service

As staff are currently working to finalize the new collections RFP which should be let in March in

order to meet established timelines Council direction with respect to uniform collection services

and further restrictions on curbside garbage recommended in the Waste Management Strategywith the new collections contract are necessary

FINANCIAL ANALYSIS

As any further restrictions on curbside garbage are not contemplated to be implemented until the

commencement of the new waste collection contract there is no impact to the Solid Waste

Management Department 2011 operating budget as a result of this Item The potential future

financial implications of the various options to further restrict curbside garbage are outlined below


Program Type Estimated Revenue Impacts Estimated Cost Impacts

Option A status uo None None

Option B status quo Increased revenues of approximately No significant impact operationally

plus higher costtag 450000 assuming similar number Increased Customer Service costs in short

of tags sold term only of50000

Option C strict 1 bag Decreased bag tag revenues of Increased operational costs at waste

limit approximately 450000 partly offset facilities difficult to estimate full impactby increased revenues at waste Increased promotion and education costs of

facilities amount unknown 300000 annually Increased Customer

Service costs of approximately 100000 in

the short term and long term of 50000annually

Option D full user pay Cost of bags tags and reduction in Increased operational costs at waste

waste levy intended to be revenue facilities difficult to estimate full impactneutral Increased promotion and education costs of

300000 annually Increased Customer


the short term and long term of150000annually

Option E clear bags Revenue neutral Increased operational costs at waste

facilities difficult to estimate full impactIncreased promotion and education costs of

300000 annually Increased Customer


the short term and long term of250000annually

SCHEDULES The following schedules are attached and form part of this Item

Schedule 1 Summary of Ontario full user pay programs

Schedule 2 Summary of other municipal clear bag programsSchedule 3 Pros and Cons analysis of various options presented

akSchedule 1 to CS Schedule 2 to CS Schedule 3 to CS

11026 11026 11026

PREPARED BY Willma Bureau Contracts Collections SupervisorRob McCullough Director Solid Waste Management

APPROVALS Date

Rick Newlove General Manager Engineering Planning and Environment January 2 2011

Lealand Sibbick Deputy Treasurer February 1 2011

Mark Aitken Chief Administrative Officer February 1 2011

Schedule 1 Corporate Services Committee Report CS 11026 Page 1 of 2

Ontario Full User Pay Programs

used tags until

Addington Highlands Township 2600 2002 bag no P200 2009

10 res

Belleville City of 19315 1996 tag 16 comm 200

bagsfor

residential tags

Bonnechere Valley Township 2260 2003 bag no 100 for lci

6dwardsburg Cardinal Township 2866 2002 bag 10 125

Greater Napanee Town of 6574 1998 tag 3 150

Kenora City of 7236 2001 tag no 200

Leeds and the 1000 Islands Twp 5412 1991 tag no 150

Loyalist Township 5426 2002 tag no 200

Middlesex Centre Township 4730 1998 tag no 175

North Grenville Township 5474 19992000 tag 10 125

town

North Perth Municipality 4375 1998 tag 4 rural 250

Northumberland County 36366 1999 tag 3 275

Oxford County 39868 2003 tag no 150

075 sm bag

1251g bag075 175 large paper

Prescott Town of 1895 1997 bag 4 175 bag

Quinte West City of 15995 1998 tag no 250

previosly used tag

Stone Mills Township 3282 pre2002 bag no 200 system

rigid containers

up to 128L 1 tag

129 to 240L 2

tags and 241 to

Stratford City of 12953 1997 tag no 225 360L 3 tags

StrathroyCaradoc Township 6990 2005 tag no 150

Thames Centre Municipality of 4457 2001 tag no 250

100sm small 24x28

Wellington County of 29558 2002 bag no 175Ig large 30x38

West Grey Municipality of 5096 2000 tag no 100

Whitewater Region Township 3238 2001 bag no 300


Cast perI is o

ra tRMIS

Ba Tarc

theAnaINWPT111

Adelaide Metcalfe Township of 955 2000 tag no 200

AshfieldColborneWawanosh Twp 2980 late 90s tag no 200

Athens Township of 1326 2004 tag no 200

Bluewater Municipality of 2595 2001 tag no 200

Central Frontenac Township of 3823 1998 tag no 100

Central Huron Municipality of 2930 199499 tag no 200

DawnEuphemia Municiaplity of 855 1998 tag no 200

Dryden City of 3548 1996 tag no 175

ElizabethtownKitletTownship of 3861 2001 tag no 100

Gananoque Town of 2255 1991 tag no 125

Goderich Town of 3185 1994 tag no 150

150 price varies byHuron East Municipality of 710 2001 tag no 250 ward

100 res

600m3

Killalloe Hagarty Richards Twp of 1555 na tag no Comm

Lambton Shores Municipality of 4440 2000 tag no 200

Lanark Highlands Township of 3149 2002 tag no 100

Lucan Biddulph Township of 1445 2000 tag no 200

Madawaska Valley Township of 2883 2001 tag no 100

Marathon Town of 1674 1997 tag no 100

Mamora and Lake Township of 1570 2001 tag no 100

100

urban

MerrickvilleWolford Village of 1172 2002 tag no 050 rural

MorrisTurnberry Municipality of 1268 2002 tag no 100

North Algona Wilberforce Twp of 1085 1995 tag no 100

North Frontenac Township of 3244 2004 tag no 200

North Huron Township of 2151 1995 tag no 150

North Middlesex Municipality of 2345 2001 tag no 200

Oil Springs Village of 280 1996 tag no 100

Perth East Corporation of 3870 na tag no 200

Perth South Corporation of 1415 1998 tag no 200

Perth West Corporation of 1830 mid 90s tag no 200

Sioux Lookout Town of 1933 1998 tags no 200

South Huron Township of 3950 2001 tag no 200

Southwest Middlesex Township of 2255 na tag no 150

StirlingRawdon Township of 1917 1998 tag no 100

Tweed Municipality of 2280 1998 tag no 100

no curbside

Tyendinaga Township of 1400 mid 90s pay at landfill no 200 collection

Common Challenges Reported by other jurisdictions which have implemented a full user pay system I

Resistance from residents who felt that garbage collection should be free

Concerns about their ability to pay for disposal

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Schedule 3 Corporate Services Committee Report C5 11026 Page 1 of 2

Pros and Cons Analysis of Various Options

Option A status quo

Pros Cons

No change to residents flexibility for additional No reduction in waste generationarba a disposal whenif required

No short term cost impacts No increase in waste diversion

Continued impact to garbage disposal capacitiesDoes nothing to address issues related to seasonal

areas and the ICI sector

Longer term cost impacts related to earlier need for

transfer of garbage to external disposal facilityDoes not address small generators concerns about

fairness for cost for service received

Does not addresses seasonal residents concerns

about cost of waste management ro rams

Does not address ICI sector servicin issues

Option B status quo higher increased tag cost for additional bags

Pros Cons

Little change to residents flexibility for additional Negligible reduction in waste generation

garbage disposal whenif required

Minor short term cost impact Negligible increase in waste diversion

Continued impact to waste disposal capacitiesDoes nothing to address issues related to seasonal


Longer term cost impacts related to earlier need for

transfer of garbage to external disposal facilityDoes not address small generators concerns about



about cost of waste management programs

Does not address ICI sector servicing issues

Option C fixed one bag limit

Pros Cons

Potential for some reduction in waste generation Significant change to residents lack of flexibilityfor additional garbage whenif needed

Potential for some increase in waste diversion Potential for increased illegal dumping in the short

term

Minor impact to the waste levy Potential for significant impacts to waste

management facilities traffic costs etc

Potential to extend available County disposal Short term impacts to Customer Service higher call

capacity through reduced garbage volumes increased costs etc

No flexibility for medical exemptions programcould not continue in current form

Does nothing to address issues related to seasonal


Does not address small generators concerns about



about cost of waste management programsDoes not address ICI sector servicing issues


Option D full user pay

Pros ConsPotential for significant reduction in waste Significant change to residents Significant

generation Promotions and Education ro ram requiredPotential for significant increase in waste diversion Potential for perception of program as a tax grab

if not properly administered by member

municipalities in savings passed along to residentsand if not properly communicated throughpromotion and education programs

Removal of garbage collection disposal cost from Potential for increased illegal dumping in the shortthe waste levy offset by cost of tagbag should be term

revenue neutral

Flexibility for additional garbage disposal whenif Short and Long term impacts to County Customerrequired Service Department higher call volumes

Potentially addresses small generators concerns Potential for significant impacts to wasteabout fairness is cost for service received management facilities traffic costs etc

Potentially addresses seasonal residents concerns

about cost of waste mana ement programs

Potentially addresses ICI sector servicing issues

Option E clear bags

Pros ConsPotential for some increase in waste diversion Significant change to residents SignificantCounty mature diversion programs with significant Promotions and Education program requiredgarbage limits already in place limits increases to availability of clear bags is retail outlet dependantbe anticipatedFlexibility for additional garbage disposal whenif Significant short and long term impacts to Countyrequired Customer Service Department higher call

volumes

Does not address small generators concerns aboutfairness for cost for service received


about cost of waste management programsDoes not address ICI sector servicing issues

Privacy issues due to clear bag eg adult diapersother waste which could be manqRed through

medical exemption likely not to fit within privacybagPotential for significant impacts to waste

management facilities traffic costs etc

06CMe7

COUNTY OF SIMCOE

ITEM FOR CORPORATE SERVICES COMMITTEE

SECTION Solid Waste Management

ITEM NO CS 11027

MEETING DATE February 9 2011

SUBJECT 2010 Curbside Waste Collection Information

RECOMMENDATION

THAT Item CS 11027 providing an update with respect to curbside collections in 2010 be

received for information

RELATIONSHIP TO THE WASTE MANAGEMENT STRATEGY

The waste management strategy recommends that a number of key system performance indicators

should be monitored andor measured on a regular basis and that total tonnes collected for all

material streams be reported on an annual basis

The waste management strategy also recommends that the existing waste collection contracts be

extended to July 2012 and that a collections RFP be let for a County wide collection contract

which would increase the efficiency and cost effectiveness of collection services

BACKGROUND

1 Collection Contracts

One collection contract set to expire June 30 2010 was extended The extension allows for a

common end date in 2012 for all collection contracts recommended in the Waste Management

Strategy

2 Tonnages Collected

Below is a 20092010 tonnage comparison of curbside collection data as provided by the

collection service providers Note that this information portrays only the basic level of service

weekly garbage organics and recycling and excludes all optional collection materials

Material Type 2009 Tonnage 2010 Tonnage 2009 to 2010 Difference

Garbage 3808940 3839342 1

Recycling 2236667 2309088 3

Organics 1155262 1145976 1

Totals 7200869 7294406 1

Staff is pleased to report that the 2010 recycling tonnages increased by 3 Organic tonnages

remained virtually unchanged compared to 2009 This is not entirely unexpected as there is often

a drop in participation in organics programs after the first year as some residents initially

enthusiastic about the new program stop placing out their green bins regularly Garbage

tonnages remained virtually unchanged compared to 2009 even though there was a 2 increase in

February 9 2011 Corporate Services Committee CS 11027 page 2

serviced units over the previous year It is anticipated that the implementation of the LearningLiving Green program other promotion and education initiatives and further restrictions on

curbside garbage collection recommended for implementation during the new curbside collectioncontract will drive increased diversion and waste reduction

When the total 2010 tonnage collected at curbside is compared with 2005 prior to theimplementation of the 2 bag limit and the organics program we have seen a 34 reduction ingarbage collected while the total number of units receiving garbage collection increased by 14during this same period

2005 2006 2007 2008 2009 2010

Garbage Garbage Garbage Garbage Garba e Garba e

51395 51837 52580 48714 38089 38393First full year with one bag garbage limit and organics program

Curbside diversion rates for the basic level of service weekly garbage organics and recyclablescollection remained the same 4710 in 2009 compared to 4737 in 2010 The 2010 diversionrate is a significant increase over the 2005 diversion rate of 2837 for the basic level ofcollection service Staff notes that this diversion rate is not reflective of the Countys overalldiversion rate which is determined when the annual Waste Diversion Ontario datacall iscompleted and which includes curbside optional collection programs and facilities based garbageand diversion programs such as shingles drywall wood waste scrap metal electronics etc TheCountys overall diversion rate in 2009 was 571 we expect this to be one of the top municipalrates in Ontario when this data is published The overall diversion rate for 2010 has yet to becalculated

3 Garbage Tags

There are 140 garbage tag outlets located in the County In 2010 258470 tags were distributedwhich is a decrease of 4 from 2009 This indicates an average purchase of 20 tags perhousehold in 2010 compared with an average of 23 tags per household in 2009 This average iscalculated using the unit counts for all municipalities except for AdjalaTosorontio which did not

participate in the tag program

4 Medical Exemptions

The medical exemptions program was initiated in 2005 to provide residents who may produceadditional waste due to a medical condition some relief from the bag limit through provision of25 free garbage tags per year Residents must submit an application form authorized by theirphysician to be eligible for the exemption and can reapply annually for up to 5 years withoutrequiring an additional physician authorization In 2010 188 requests were received whichincreased from 144 requests received in 2009 Of the 188 medical exemption requests 32 were

from new users It is noted that a significant number of medical exemption requests are receivedfrom group homes rather than individual residents

FINANCIAL ANALYSIS

There is no direct financial impact as a result of this informational Item


SCHEDULES There are no schedules attached to this Item

PREPARED BY Barry Godding Contract Programs Monitor

Willma Bureau Contracts Collections Supervisor

APPROVALSDate

Rob McCullough Director Solid Waste Management January 28 2011

Rick Newlove General Manager Engineering Planning and January 28 2011

Environment

Lealand Sibbick Deputy Treasurer February 1 2011

Mark Aitken Chief Administrative Officer February 1 2011

22 February 2011

Mayor and Council

It has been requested by the Chair of the Alliston Business Improvement Association

ABIA that council approve the circulation of a copy the licensing bylaw for

Methadone clinics to all municipalities in Ontario

In consideration that some business communities in other municipalities are experiencing

difficulties which appear to be related to similar clinics this would appear to be a

reasonable request

Thank you for you consideration in this matter

Bob Marrs

cwocTHE CORPORATION OF THE TOWN OF NEW TECUMSETH

ACCESSIBILITY ADVISORY COMMITTEE

For consideration by the Committee of the Whole

of the Town of New Tecumseth

on March 7 2011

The Accessibility Advisory Committee met at 700 pm on Thursday February 3 2011 in the

Victoria Room of the Town of New Tecumseth Administration Centre Alliston Ontario

A quorum of the members was achieved

The following items were dealt with

1 ELECTION OF CHAIR VICE CHAIR

The committee elected Geoffrey Ball to the position of Chair and Donna Jebb to the

position of Vice Chair

2 AUDIBLE PEDESTRIAN SIGNALS

The Committee discussed their previous recommendation to Council that audible

pedestrian signals be placed one in each of the three communities The recommendation

had been referred to the 2011 budget It was noted that the item has been placed below

the line in the 2011 budget deliberations

The Accessibility Advisory Committee recommends that

Council be advised of the Accessibility Advisory Committees concern about the Audible

Pedestrian Signals item being placed below the line in the 2011 budget and

That Council reconsiders the project for completion in 2011

3 TOTTENHAM FOUR CORNERS ACCESSIBLE PARKING SPOTS

The committee reviewed an email request to add an accessible parking spot at the South

West corner of Queen Mill Street in Tottenham and to eliminate one parking spot to

make room for trucks It was decided by the committee that this location is not a viable

location for an accessible parking spot The committee will review the need for additional

parking spots and preferred locations in Tottenham Beeton and Alliston It was also

suggested that this citizen request is not an accessibility issue but a traffic issue related to

a proposed truck bypass for Tottenham and will be referred to engineering

4 ACCESSIBILITY ISSUES FOR THE 2010 MUNICIPAL ELECTIONS

Report ADMIN201105 was distributed for review The committee recognized that there

was a shortage of accessible parking at the Beeton voting location This issue had also

been noted by the Clerks Department and will be addressed before the next election

5 BYLAW ENFORCEMENT OF PRIVATE ACCESSIBLE PARKING SPOTS

The committee discussed the feasibility of requiring that accessible parking spots

in private retail lots be enforced by authority of the Town to discourage people who do not

have permits from parking in accessible spots This issue is seen by the Committee as a

barrier to the disabled in our community and thus falls under this committees mandate It

is understood that a bylaw officer cannot patrol the grounds of a private business and that

the business must invite a bylaw officer onto the property It is also understood that the

Town cannot initiate this request

w

Accessibility Advisory CommitteePage 2 of 2

Feb 3 2011

The feeling is that the businesses are not aware that they can approach the Town to dothis enforcement as the hospital has done The Accessibility Advisory Committee iswilling with the Towns approval to meet with the BIAs to advise them of this possibility

The Accessibility Advisory Committee recommends that

Council direct staff to bring forward a report to research and advise of some optionsthat would address enforcement of accessible parking in private retail parking lots in theTown

NEXT MEETING DATE AND ADJOURNMENTThe Accessibility Advisory Committee is scheduled to meet on Thursday April 7th at 700pm in the Victoria Room of the Administration Centre in Alliston This meeting adjournedat 820 pm

bTHE CORPORATION OF THE TOWN OF NEW TECUMSETH

ENVIRONMENTAL ISSUES TASK FORCE



on March 7 2011

The Environmental Issues Task Force met at 630 pm on Wednesday February 9 2011 at the

Joint Operations Centre Beeton A quorum of the members was achieved


1 COMMITTEE ORIENTATIONAn orientation package was provided to the members consisting of a calendar of

meetings rules of procedure appointment bylaw and terms of reference for the Task

Force


The committee elected Bo Niederhuber to the position of Chair and Shira Harrison

McIntyre to the position of Vice Chair

3 ESTABLISHMENT OF AN ENVIRONMENTAL FUND

It was agreed that the current budget of 500 is not sufficient to implement programs The

task force would like to start an environmental fund and raise money to support the

projectsthey choose to initiate during this term

The Environmental Issues Task Force recommends that

Council direct staff to bring forward a report to research and advise on options available

to address the need for additional funding

4 THE GREEN PLAN NEXT STEPS

The Green plan made an excellent start at laying the foundation for the Towns Green

policiesThe next task of the committee is to develop and finalize a definitive action plan

5 TASK FORCE MANDATE

The task force discussed the establishment of a mandate for the committee for the 2011

2014 term Discussion was divided between the role that the task force may take in

supporting the County Waste Management programs versus its roll in supporting items

under Town control

5 COUNTY WASTE MANAGEMENT

While the Town does not control waste management programs there are opportunities to

support the County program by choosing items that are important to the municipality The

five items of interest were waste diversion education enforcement of current programs

review of landfills and policies to monitor sewage treatment plants

6 PROGRAM DEVELOPMENTThe tasK force discussed several possible programs such as reduction of plastic pollution

downto4n recycling trails and solar panels

r

Environmental Issues Task ForceFebruary9 2011 Page 2 of 3

7 POLICY DEVELOPMENTThe committee wishes to investigate the opportunity to create proactive policies regardinglight pollution solar and wind farms and notification of farm spraying

8 ADJOUhNMENT AND NEXT MEETING DATETheEnronmental Issues Task Force is scheduled to meet on Wednesday April 6th at630 p at the Joint Operations Centre in Beeton This meeting adjourned at 810 pm

y

d

r

Y


ECONOMIC DEVELOPMENT ADVISORY COMMITTEE


of the Town of New Tecumseth on March 7 2011

The Economic Development Advisory Committee met at 530 pm on Thursday

February 10 2011 in Council Chambers 10 Wellington Street East Alliston Ontario A

quorum of members was achieved

1 WELCOME ELECTION OF CHAIR AND VICE CHAIR

Committee members were welcomed and introductions made

The Committee elected Robert Glozier to the position of chair and Ron Fischer to

the position of Vice Chair

2 COMMITTEE ORIENTATION

The ClerkManager of Administration Economic Development reviewed the

orientation handbook that was distributed at the meeting The new committee

structure terms of reference and committee schedule was reviewed

3 2011 WORKPLAN

The ClerkManager of Administration Economic Development reviewed the

Building on the Blueprint 2011 update document

The committee supported the following major initiatives for 2011

a BUSINESS RETENTION EXPANSION B R E PROJECT To capture

the current climate of business activity and issues throughout the downtown

cores of Alliston Beeton and Tottenham

b FACILITATION OF KEY ECONOMIC OBJECTIVES

Community Improvement Plan CIP Promotion

Tourism Initiative further development for South Simcoe Tourism

Links for Learning Scholarship Program

c POINT OF CONTACT AT TOWN HALL The suggestion was made to explore

ways of streamlining the processes to assist with the establishment and

expansion of businesses

d COMMUNICATION BUSINESS NETWORKING

Mayors Breakfasts

Mayors Round Tables

Economic Development website Update marketing materials and

Community Profile

Links for Learning Golf Tournament

LCkp

e INVENTORY OF TOWNS AVAILABLE LANDSIt was suggested that a complete list of available lands and theirspecifications be created and made available Further suggestion wasmade to capture an inventory of the labour pool in order to provide furtherincentive to businesses to occupy the lands detailed in the inventory

Committee members will review the 2011 Work Plan and provide any commentsor suggestions by email prior to March 1 st 2011

4 SUBCOMMITTEESThe following Sub Committees and their members were struck

BUSINESS RETENTION EXPANSION B R ESarah Bruce Alan Masters Ron Fischer Ruth Mabee Paul Hartman FrankForrestEDUCATIONRob Glozier John Walby Councillor Smith Alan Masters Mayor MacEachernLINKS FOR LEARNING

Mayor MacEachem Rob Glozier Councillor Smith Sarah Bruce Erin Christiano

5 TOURISM INITIATIVEThe ClerkManager of Administration Economic Development reviewed theCelebrate South Simcoe Draft Business Plan outlining the collaborative tourisminitiative for South Simcoe The committee received the report

6 COMMUNITY IMPROVEMENT PLAN CIPIt was suggested that the committee review the existing application forms andrecommend modifications to streamline Examples of CIP application forms fromother municipalities will be circulated at the March 10th CIP meeting

7 AGRICULTURAL REPRESENTATIVEThe committee was asked that any recommendations be forwarded to GaylaMcDonald

8 ADJOURNMENT AND NEXT MEETING DATE

A special meeting is scheduled for Thursday March 10th at 530 pm in CouncilChambers Alliston Admin Building to discuss current Community ImprovementPlan applications

THE CORPORATION OF THE TOWN OF NEW TECUMSETH cW

PARKS AND RECREATION ADVISORY COMMITTEE



on March 7 2011

The Parks and Recreation Advisory Committee met at 630 pm on Tuesday February 15tH

2011 in the Joint Operations Centre Beeton A quorum of the members was achieved



An orientation package was provided to the members consisting of a calendar of

meetings rules of procedure appointment bylaw and terms of reference Special note

was made of the importance of achieving quorum and that members should give

notification if they are unable to attend

2 APPOINTMENT OF CHAIR AND VICECHAIR

The committee agreed to postpone these appointments until the next meeting as two

citizen members were not present

3 MEETING DATES

The committee wishes to alter the meeting schedule for the 2011 year The following

dates were agreed upon April 19th June 21st September 20 and November 15tH

4 COMMITTEE REMUNERATION

It was noted that the Parks and Recreation Committee was listed as a paid committee

in Bylaw 9258 with no amendments to indicate otherwise However this committee

was not paid during the last term

Motion to eliminate committee member remuneration for the Parks Recreation

Advisory Committee

Moved by David Rea

Seconded by Rob HollidayCarried

5 TRAILSThe committee agreed that trail development would continue to be a top priority It is

the goal of this committee to complete the New Tecumseth trail system before the end

of this term The proposed trail system is intended for walkers and crosscountry skiers

cyclist hikers and other compatible uses

6 NEXT MEETING DATE AND ADJOURNMENT

The Parks and Recreation Advisory Committee will meet again on April 19th 2011This

meeting adjourned at 730 pm

1


TOTTENHAM CONSERVATION AREA ADVISORY COMMITTEE



on March 7 2011

The Tottenham Conservation Area Advisory Committee met at 100 pm on Friday

February 18 2011 in the Boardroom of the Joint Operations Centre Beeton A quorum of

the members was achieved



An orientation package was provided to the members consisting of a calendar of

meetings rules of procedure appointment bylaw and terms of reference for the

committee

2 MEETING DATES

The committee wishes to alter the meeting schedule for the 2011 year The following

dates were agreed upon April 15th May 20th September 16th and November 18tH


The committee elected Allan Mcinnis to the position of Chair and Joan Sutherland to

the position of Vice Chair

4 TRAILS

The committee would like to continue development of the Conservation Area trail

system It was noted that the entrance to the trails are uninviting as they look like

private property

The Tottenham Conservation Area Advisory Committee recommends that

Council direct staff to investigate the feasibility of improving the entrances

with landscaping and signage

There are areas of the trail system in the Conservation Area that become

inaccessible due to flooding in the spring


Council direct staff to investigate alternative trail structures to support the

trail system in wet areas

5 SEWAGE PUMPING

The septic tanks are currently pumped and trucked to the sewage treatment plant in

Tottenham The committee suggested that it may be beneficial to have a sewage

pumping system installed and thus eliminate the cost of trucking


Council direct staff to prepare a CostBenefit Analysis for the installation of a

sewage pumping system from the Park to the Sewage treatment plant to the

North

Tottenham Conservation Area Advisory Committee Page 2 of 2February 18 2011

6 THE POND

The past committee had investigated methods to reduce the growth of weeds andalgae This committee wishes to continue this work It was suggested that thePhosloch may be a solution for this concern The committee will investigate further

7 SSWAC SOUTH SIMCOE WALKING AND CYCLINGMember Allan Mcinnis has started this new group in Tottenham The objective of the

group is to organize walking and cycling trips around Tottenham and theConservation Area The overall goal is to bring new users to the Conservation Areaand enhance healthy living within the population

8 WINTER USAGEIt was noted that while many people use the hill at the park for winter tobogganing itis inconvenient that the gate is closed and the parking lot is inpccessible Thecommittee discussed the possibility of opening the parking lot during the wintermonths while still gating the interior sections of the park The committee would liketo allow users easier access during the winter months and to investigate new winteractivities The department of Parks Recreation and Culture will review this initiativefor the winter of 2012

9 ADJOURNMENT AND NEXT MEETING DATEThe Tottenham Conservation Area Advisory Committee is scheduled to meet on

Friday April 15h at 100pm at the Tottenham Conservation Park weather

permitting JOC Alternate Site The meeting adjourned at 245 pm


MARCH 7 2011

REPORT FIN2011 06

2011 DRAFT TOWN WATER AND WASTEWATER BUDGETS

RECOMMENDATION

That ReportFIN201106 be received

And that Council adopts the report regarding excluded expenses as set out in Report FIN

201106 in accordance with Ontario regulation 28409 regarding the impact of expenses not

included in the Draft 2011 Budget

And that the Draft 2011 Operating and Capital Budgets for the Town of New Tecumseth with a

net tax levy amount of 19208207 with transfers tofrom reserves that are included in the

operating and Capital Budgets and that incorporate recommendations from the budget working

sessions 1 to 4 be adopted

And that the 2011 Tax Levying Bylaw for the Town of New Tecumseth be brought forward to

Council once the County of Simcoe has established their 2011 Tax rates and ratiosrelated

policies which will then allow the calculation of the 2011 Municipal tax rates

And that the necessary amendment to the Fees and Charges ByLaw to adopt the 2011 Water

and Wastewater rates be brought forward to Council for approval

That the Capital Budgets for the Town for the years 2012 2015 be received

OBJECTIVE

To provide Council with an updated version reflecting Council direction of the Draft 2011

Operating and Capital Budgets for the Town Water and Wastewater operations

BACKGROUND

The 2011 Budget process started in September 2010 when the Management Team was

advised of the 2011 Budget Guidelines Process and Timetable Guideline expectations for the

2011 Operating Budget were to reflect the minimum cost required to maintain the existing level

of service

Council Working Sessions occurred on January 6th January 18th January 31st 2011 and

February 8th 2011 The Public Input Session was held on January 12th in Alliston

In accordance with the Towns Public Notice Policy the Council of the Town of New Tecumseth

provided public notice on February 14th 2011 that they intend to adopt the 2011 Operating and

Capital Budgets for the Town Water and Wastewater operations at a special Council meeting to

be held on Monday March 7 2011

In recent years and again this year the Town has worked towards approving its Operating and

Capital budgets as close to the beginning of the calendar year as reasonably possible By

doing so we have realized a number of benefits such as receiving more competitive prices for

ReportFIN201106March 7 2011Page 2 of 5

capital projects that are tendered before the contractors become busy in the summerconstruction season

COMMENTS AND CONSIDERATIONS

The updated Draft of the 2011 Operating and Capital Budgets for the Town Water andWastewater operations is included as Attachment 3 for Councils consideration The packagealso includes as Attachment 41 items that have been discussed at the various workingsessions and the Council direction received regarding these items

FINANCIAL CONSIDERATIONS

The Draft Budgets before Council contain the following key financial highlights

TOWN BUDGET

The Municipal Tax levy amount is 19208207 which is a 595346328 increaseover last year after taking into consideration the impact of growth The previouslyapproved OPP contract which includes complement additions accounts for 174 ofthis increase leaving the increase for all other Town operations including Capital to be154

The taxation impact of the Capital projects proposed is 381150 however this amountis funded by various reserves and as a result there is no taxation levy impact resultingfrom Capital related projects The draft Town budget includes Capital Works to becompleted in excess of 263 million dollars however it should be noted that some ofthese projects are developer funded and subject to the development timing

There are no additional new staff complement proposed in the draft 2011 Town Budgets

Based on a net Municipal Tax Levy of 19208207 a residential home that had anassessed value of 283477 in 2011 which is the 2011 average value of a residentialhome in New Tecumseth would have an estimated increase of its taxes of 5787 or

approximately 199 over 2010 The majority of the increase is related to the phaseinincrease in assessment value

Finance staff note that the County of 5imcoe have not established their 2011 tax ratesand ratiosrelated policies for the various property classes This process is expected tobe enacted by April 30th Any changes to the 2011 tax ratios versus those that wereused in 2010 will have a direct impact on all Municipal tax rates and the exampleprovided would require recalculation

Ir


WATER AND WASTEWATER BUDGETS

The draft budgets are balanced budgets

Both the Water and Wastewater budgets include a provision to increase rates by

approximately 25 effective April 1 2011 The amendment to the Fees and Charges

Bylaw to reflect these changes is included as Attachment 2

The draft budgets include capital projects funded by water rates in the amount of3000

Other capital works are included in the draft budgets that are funded by other sources

such as development charge and gas tax reserves

There are no additions to the staff complement proposed within the draft Water and

Wastewater budgets

LONG TERM INDEBTEDNESS

Finance staff have updated the Annual Repayment Limit ARL incorporating projects in the

draft budget that are proposed to be debenture funded The updated ARL amount is

2435951 This is the yearly limit the Town would be allowed to incur for principal and interest

payments on debt related charges above and beyond the Towns current and proposedindebtedness

This limit would allow the Town to incur additional longterm debt for the following amounts and

term

20000000 for a 10 year period31500000 for a 20 year period38100000 for a 30 year periodor a combination of the above

The draft 2011 Budgets propose to debenture approximately 15 Million for the following

Capital projects

2011 Road Upgrade program 11 millionThe User rate portion of the Tottenham WaterWastewater Master Plan 430thousand This project was approved to be funded by debenture within the 2009

budget

Gnu 3


The Town continues to be well within its updated ARL The Town after incorporating theprojects proposed to be debenture funded in the draft 2011 budgets will continue to havecapacity for future capital works that may require longterm indebtedness as their fundingsource

EXCLUDED EXPENSES

For 2011 and subsequent years in accordance with Ontario Regulation 28409 Budget MattersExpenses attachment 4 the Town is required to prepare a statement to be adopted by

resolution regarding expenses not included in the Budget For New Tecumseth the excludedexpenses are post employment benefit expenses and amortization depreciation of tangibleCapital assets The regulation requires Municipalities to estimate the change in the accumulatedsurplus by not including these expenses along with the impact on the future Tangible Capitalasset funding requirements of the Town

A Total accumulated Postemployment benefit liability for the Town as at December 312009 was1891436 The estimated net expenses for 2010 is approximately 21million with the 2011 estimate not available The current year change between 2009 and2010 was approximately 200000 Post employment benefits include such items as

accumulated vacation retirement gratuities WSIB claims net and benefit extensions to

employees after retirement

The net cost of WSIB claims to the Town along with confirmed retirement gratuities are

included within the Draft 2011 Budget However such items as accumulated vacationand certain other post retirement benefits are not While there would be an expenserecorded on the Town books to fully state the future liability the current budget processis accommodating the year to year change

B Amortization expense on Town tangible Capital assets in 2009 was 6230944Preliminary estimates for 2010 on 2011 are currently not available however it is

expected that the 2011 expense would at least be similar to the 2009 levelThere are no provisions within the 2011 Draft budget that accommodates the

replenishment of reserves to replace the Towns assets and infrastructure Capitalprojects that are being undertaken in 2011 are being funded by existing reserves and

long term indebtedness As indicated in an earlier budget report one of the municipalfiscal health indicators that the Province employs relates to the levels of reserves

maintained by Municipalities With the reduction in contributions to reserves that hasoccurred over the past number of years New Tecumseth continues to have low levels ofreserves The lack of reserves has a significant impact on the funding of future asset

replacement and will result in either projects being funded by long term indebtedness or

from the current year taxation levyThe overall impact on the Towns accumulated surplus would be approximately 62million dollars which is the current year estimate of the amortizationdepreciationexpense that has been excluded


Respectfully submitted

Mark R Sirr

TreasurerManager of Finance

Attachments

1 Summary of Minutes and Referrals from the 2011 Budget Working Sessions

2 Draft amendments to Schedules E F Water Wastewater Rates of the Fees Charges

ByLaw 20072293 Draft 2011 Operating Capital Budgets for the Town Water and Wastewater Operations4 Ontario Regulation 28409 Budget Matters Expenses

Cw 3 P

Attachment 1

SUMMARY OF MINUTES AND REFERRALS FROM THE

2011 BUDGET WORKING SESSIONS

1 BUDGET WORKING SESSION 1 JANUARY 6 2011

WS1 2011 DRAFT TOWN BUDGETS

That Report CAO2011Abe received

And that the items identified for further discussion be brought forward to

the Budget Working Session on January 18 2011

WS2 ROADWAY SELECTION ALTERNATIVES FOR THE ROADCAPPING

PROGRAM

That Report ENG201101be received



That the departmental presentations be received

That the Additional Information Memorandum from the

TreasurerManager of Finance dated January 18 2011 relating to the

2011 Draft Budget Councillor Questions be received


TreasurerManager of Finance dated January 18 2011 relating to the2011 Draft Budget Capital Budget Changes and SupplementaryInformation be received

That communications received from Robert North dated January 132011 Vaughan Harris dated January 13 2011 and Aileen Dresser on

behalf of the Physician Recruitment and Retention Committee dated

January 11 2011 and Gordon McInnes dated January 18 2011 be

received


the Committee of the Whole Working Session on January 31 2011

Coo 3Attachment 1 to ReportFIN201106

March 7 2011 Page 2 of 6

WS2 ASSISTANCE TO SENIORS PROGRAM

COLLECTION OF LOOSE LEAVES YARD WASTE AND BRUSH

That ReportPW201102 be received

That the assistance program be continued as an ongoing program for

seniors and persons with difficulties with leaf yard waste and brush

collection that do not have an able body person living in the household

And that staff be directed to report back to a future meeting with respectto the possible development of a snow removal assistance program for

seniors and persons with difficulties

WS3 SEPTAGE RECEIVING AND PRICE RESTRUCTURING

That ReportPW201103be deferred to the January 31St 2011

Committee of the Whole Working Session

WS4 MAJOR DEVELOPMENT CHARGE PROJECTS

That ReportENG201104 be deferred to the January 31St 2011


WS5 BEETON ARENA AND COMMUNITY CENTRE UPDATE

That Report PRC201103 be deferred to the January 31St 2011


WS6 DOWNTOWN THEMES AND SIGNAGE TASK FORCE

That the Summary Report of January 10 2011 be deferred to the

January 31St 2011 Committee of the Whole Working Session

WS7 PROFESSIONAL ASSOCIATION OF CANADIAN THEATRES PACTANNUAL CONFERENCE 2011 BARRIE

That ReportPRC201102 be deferred to the January 31St 2011


jo 3Attachment 1 to ReportFIN201106






2011 Draft Budget Supplementary Information Potential BudgetImpact Items be received



2011 Draft Budget Capital Budget Changes and UpdatedDevelopment Charge Reserve Summary be received

That the Additional Information Memorandum from the ClerkManager of

Administration and Economic Development dated January 31 2011

relating to the 2011 Draft Budget Supplementary Information

Parking Fines be received

That the Additional Information Memorandum from the Manager of ParksRecreation and Culture dated January 31 2011 relating to the 2011 Draft

Budget Supplementary Information Rates and Fees be received

That Option 3 2011 Budget Summary and Levy Required be the

preferred option and the following items impacting the taxation levy within

the 2011 Operating Budget be approved

1 GSTHST Council Administration Rebate 5000002 Canine Control Contracted Services 3296003 Library Budget Municipal contribution reduction 20700004 Option 3 selected resultant taxation levy impact 862884005 Penalty and Interest Revenue increase 20000006 Supplementary Tax Revenue increase 40000007 OPP Prior Period Adjustment Revenue increase 60000008 Provincial Offences Revenue increase 20000009 Parking Fines Revenue increase 90000010 FCM Membership Eliminate expenditure decrease 38460011 Good Shepherd Food Bank Contribution exp increase 360000

Total ChangesDirection Budget WS 3 101213000January 18 2011 Budget Working Session 2


the Committee of the Whole Working Session on February 8th 2011

C400Attachment 1 to ReportFIN201106


WS2 SEPTAGE RECEIVING AND PRICE RESTRUCTURING

That Report PW201103 be received

And that Council approve increasing the septage receiving rate

from the current rate of661m3 to the calculated rate of1385m3

WS3 MAJOR DEVELOPMENT CHARGE PROJECTS

That ReportENG201104be received

WS4 BEETON ARENA AND COMMUNITY CENTRE UPDATE

That ReportPRC201103 be received

And further that the additional expenditure in the amount of99284 as

referenced in ReportPRC201103 be added to Capital Project Sheet

201024 and that additional expenditures be funded from Parks

Recreation Development Charges

WS5 DOWNTOWN THEMES AND SIGNAGE TASK FORCE

That the Summary Report of January 10 2011 be received

That the gateway and community signage Capital Project Sheet 201177

be amended to include four gateway signs in the 2011 Capital Budget for

a total of114000

And that the project be funded from the HEC Fund Reserve

WS6 PROFESSIONAL ASSOCIATION OF CANADIAN THEATRES PACTANNUAL CONFERENCE 2011 BARRIE

That ReportPRC201102be received

That Council approve the Towns participation in the amount of5000from the Arts Culture and Tourism Grant Program for a communitypartnership between the City of Barrie and the Town of New Tecumseth

for the hosting of the 2011 PACT Conference being held in Barrie on May25 to 28tH

And that staff be directed to negotiate the terms of a partner sponsorshipagreement that will provide the best possible market exposure for the

Town of New Tecumseth and alignment with cultural agencies associated

with PACT and an ongoing collaborative relationship with the City of

Barrie

3Attachment 1 to Report F1N201106


WS7 DRIVEWAY WINDROW REMOVAL ASSISTANCE PROGRAM

That ReportPW201104be received

And that staff be directed to research other volunteer organizations that

may be able to provide this type of assistance to seniors

CS1 MATTER PERTAINING TO LABOUR RELATIONS

That the item be deferred to the February 8 2011 Working Session

4 BUDGET WORKING SESSION 4 FEBRUARY 8 2011



TreasurerManager of Finance dated February 8 2011 relating to the

2011 Draft Budget Capital Budget Changes and UpdatedDevelopment Charge Reserve Summary and Supplementary Informationbe received

That the Additional Information Memorandum of the Manager of Human

Resources dated February 8 2011 respecting Audible Pedestrian Signalsbe received

That a member of the Accessibility Advisory Committee be requested to

make a presentation to Council at a future meeting to provide informationon the potential implementation ofAudible Pedestrian Signals

That Council approve Alternbtive 2b as referenced in Report ENG201101 Roadway Selection Alternatives for the RoadCappingProgram as the preferred method for use in preparation of future CapitalBudgets and that staff be requested to bring forward a Capital ProjectSheet for the update to the Roads Needs Study estimated to be 80000plus contingency as recommended in Alternative 2b and that the

potential funding source be identified as the Gas Tax Reserve

That Capital Project Sheet 201127be amended to delete the road

improvement project relating to the Ie Sideroad 03km north 2dLine

to 3rd Line in the amount of173000 and that staff be requested to bringforward an alternate road projects in accordance with the Roads Needs

Study for the consideration of Council

That additional potential road improvement projects that may be funded

by the Gas Tax Reserve account be brought forward for the considerationof Council

cw A

Attachment 1 to ReportFIN201106


That Capital Project Sheet 201173 be moved above the line and

considered in the 2011 Capital Budget in order that drainage and access

improvements can be undertaken in 2011 at the 14 Line and Mel

Mitchell Sports fields and that the project sheet be amended to identifythe funding source as the Parkland Reserve

That Capital Project Sheet 201121 be moved above the line and

considered in the 2011 Capital Budget in order that improvements may be

carried out on the Townswebsite and that the funding source be

identified as the Tax Rate Stabilization reserve

CS1 MATTER PERTAINING TO LABOUR RELATIONS

Deferred at January 31 2011 Closed Working Session

That the Headcount Summary and Employee Headcount Structure dated

January 2011 be received

CS1 LABOUR RELATIONS

That the verbal reports and presentations be received

And that the confidential recommendation be approved

312

14TTAL6A1EnT

SCHEDULE E

TO BYLAW 2011XXX

WATER RATES

1 METERED CONSUMPTION RATES

a Each metered service shall be billed as a separate customer The metered rates per

billing period shall be as follows

All volumes at a rate of 158 M3

Notwithstanding Clause a Industrial Block users that use over 30 000 cubic meters per

year shall pay a water charge of116 M3

b Notwithstanding Clause a and b Baxter Corporation shall pay a water charge of087M3

2 BILLING SCHEDULE

a All consumers with average consumption under 200M3 per month will be billed quarterly

b All consumers with average consumption over 200 M3 per month will be billed monthly

c A minimum of 14 calendar days shall be given to the consumer prior to the due date for

the bill to be paid and the day that the bill is mailed to the consumer shall constitute the

commencement of this period

3 PENALTY FOR LATE PAYMENT

a If payment is not received by the specified due date a penalty equal to 5 of the

outstanding amount shall be added to the bill and become receivable

b Water bills shall be payable to the Corporation on or before the due date and shall be

payable at the Municipal Office 10 Wellington Street East Alliston Ontario or at most

financial institutions Payments made at a financial institution shall be deemed to be paidto the Corporation on the date shown by the Tellers stamp on the bill stub The resident

or presenter of the bill will be responsible to pay any applicable service chargeto the

financial institution accepting the payment Payment can be left at municipally approved

drop box locations or by applying for the preauthorized payment plan at the MunicipalOffice Most financial institutions provide payment service by telephone

4 EFFECTIVE DATE

a The rates set out above are effective for all consumption on or after April 1 2011

SCHEDULE F

TO BYLAW 2011XXX

WASTEWATER RATES

1 WASTEWATER RATES METERED SERVICES

a Each metered water service and each sewage flow meter shall be billed as a separatecustomer The metered rates per billing period shall be as follows

All volumes at a rate of 158 M3

b Notwithstanding Clause a Baxter Corporation shall pay a Sewage Service charge of

158 M3 based on the previously agreed upon estimated bimonthly sewage of 17302M3 to go to 158 M3 based on actual sewage flows when they install a sewage flow

meter billed monthly

c Notwithstanding Clause a Simcoe Manor shall pay a Sewage Service charge of 4740flat rate bimonthly for the number of equivalent households their operation represents158 residents 32 per household 50 being 50 x 4740 w237000bimonthly Anamount of115500 will be billed monthly

d Notwithstanding Clause a Non Metered Customers will pay a sewage charge of 4740per billing period

2 BILLING SCHEDULE

a All metered water consumers with average consumption under 200M3 per month will bebilled quarterly

b All consumers with average consumption over 200 M3 per month will be billed monthly

c A minimum of 14 calendar days shall be given to the consumer prior to the due date forthe bill to be paid and the day that the bill is mailed to the consumer shall constitute the

commencement of this period

3 PENALTY FOR LATE PAYMENT

a If payment is not received by the specified due date a penalty equal to 5 of the

outstanding amount shall be added to the bill and become receivable

b Sewage bills shall be payable to the Corporation on or before the due date and shall be

payable at the Municipal Office 10 Wellington Street East Alliston Ontario or at most

financial institutions Payments made at a financial institution shall be deemed to be paidto the Corporation on the date shown by the Tellers stamp on the bill stub The resident

or presenter of the bill will be responsible to pay any applicable service charge to the

financial institution accepting the payment Payment can be left at municipally approveddrop box locations or by applying for the preauthorized payment plan at the MunicipalOffice Most financial institutions provide payment service by telephone

4 EFFECTIVE DATE

a The rates set out above are effective for all consumption on or after April 1 2011

A47r4c yyeMT w3

a

t

j

TOWN WATER WASTEWATER

Reflecting directions provided at Council Working Sessions

January 6 2011

January 18 2011

January 31 2011

February 8 2011

tell

Town of New Tecumseth

2011 Draft Budgets

TABLE OF CONTENTS

General

Schedule of meetings PGcs

Town Summary

Tally Sheet Council and Staff directedchanges 44602Overall Town Summary and Levy 0460 v

Town Operating Budget

Variance analysis 04E STown Departments Summa x46 GTown Departments Detail A46ES 7 J2

Tax Bill Example

2011 Tax Bill Calculation example Average Residential Home Estimatedportion only 146ES Ji Jr

Water Wastewater Budgets

Water Budget Summary 114E proWastewater Budget Summary 0466 97Water Wastewater Operating Departments Detail P6s Yz

Survey of Surrounding Municipality Rates Pgfc VCapital Projects

Summary of projects included 6046ES VY y7Summary of projects not included A 66 v8

Summary of future year projects 20122015 6046g vOther

Library Budget N46 Sv

Development Charge Reserve Schedule Summary estimated PALE STiFleet Fire Apparatus Reserve Schedule Summary P46E SfConservation Authorities Requested leviesP40SJ sglW OPP Policing costs for 2011 p4ES S GDPie Charts taxation related A4C9 tp f4

AOWNff


2011 Budget

MEETING TIMETABLE

September 29 2010 Memo outlining the 2011 Budget GuidelinesProcess and Timetable

October 22 2010 Submission of Operating Budgets to Finance

October 28 2010 Management Team meetingOperating Town Full day Alliston Fire Hall

October 29 2010 Submission of Capital Project sheets to Finance

November 2 2010 Management Team meetingOperating Town 12dayAlliston Fire Hall

November 8 2010 Management Team meetingCapital Operating Town Full day Alliston Fire Hall

November 16 2010 Management Team meetingCapital Operating Full dayAlliston Fire Hall

November 17 2009 Management Select Team meetingWater Wastewater Capital Operating 2 day afternoon Victoria

Room

November 23 2010 Management Team meetingCapital Operating Full day Alliston Fire Hall

December 2 2010 Management Select Team meetingWater Wastewater Capital Operating 12 day morningVictoriaRoom

December 8 2010 Management Team meetingCapital Operating Full day Alliston Fire Hall

December 15 2010 Management Team MeetingCapital Operating Town Water Wastewater Budget 12 dayafternoon Alliston Fire Hall

December 23 2010 2011 Draft Town WaterWastewater Budgets provided to Councilmembers

January 6 2011 Committee of the Whole

Town Water Wastewater Budget Working Session 1 Capital and

Operating

January 12 2011 Public Input Information Meeting Alliston Council Chambers



Operating

List of Meeting Dates Updated Feb 24 2011

iz r E1wK

Town of New Tecumseth2011 Budget

MEETING TIMETABLE



Operating

February 8 2011 Committee of the Whole


Operating

March 7 2011 Committee of the Whole

2011 Draft Town Water Wastewater Budget

March 7 2011 Special Council MeetingTown Water Wastewater Budget Approval

List of Meeting Dates Updated Feb 24 2011

TOWN OF NEW TECUMSETH

2011 TOWN BUDGET LEVY TALLY SHEET

EXCLUDING WATER AND WASTEWATER

2011

Levy Change

Versus 2010 Variance

Net Levy for 2010 18150017 After Change

Growth Impact Tax Levy

462844 After

Change Amount Total Levy Growth

Le Adjustments Increase Decrease

As Provided to Council in December 2010 Option 1 20253332 1640471 904Note that additional Options were provided

Changes Direction from the January 6 2011 Budget Working Session 1 0 20253332 1640471 904

Changes Direction from the January 18 2011 Budget Working Session 2

GST HST Council Administration rebate 5000Canine Control Contracted Services 3296

Total of changes direction 8296 20245036 1632175 899

Additional Changes Subsequent to the January 18th meeting

Libra Budget reduced Municipal contribution reduction 20700

Total of Changes Direction Identified to Date 28996 20224336 1611475 8889

Changes Direction from the January 31 2011 Budget Working Session 3

Option 3 selected resultant taxation levy impact 862884Investment Income no change soPenal Interest revenue increase 20000Supplementary taxes revenue increase 40000OPP Prior Period Adjustment revenue increase 60000Provincial Offences revenue increase 20000Parkin fines revenue increase 9000Defer Internal HECS loan repayments for 1 ear no change soEiminate FCM membership expenditure decrease 3846Good Shepherd food bank contribution expenditure increase 3600Economic Development Initiatives Other no change soCommunities in Bloom no change soSalaries benefits inco rate hiring lags no change soArts Culture rant no change soBeaton Communi Centre Capital sheet 201024 additional 99284 99284Beaton Community Centre Capital sheet 201024 funded b DC reserves 99284Gateway si na e Capital sheet 201177 114000 114000Gateway si na e Ca ital sheet 201177 funded b HECS reserve 114000Remote Meter Readers Capital Sheet 201146 moved below funding line 0 Project was reserve funded

Total of Changes Direction from the Jan 31 2011 Budget Working Session 3 1012130 19212206 599345 330

Changes Direction from the Feb 8 2011 Budget Working Session 4

Website redesign Capital sheet 201121 moved above the funding line 20000Website redesign Capital sheet 201121 funded b Tax rate stabilization reserve 20000Sports Field Parkin lot upgrades Capital sheet 201173 moved above 50000Sports Field Parking lot upgrades Sheet 201173 funded b Parkland reserve 50000Roads Asset Management Stud Capital sheet 201195 88000Roads Asset Management Stud Sheet 201195 funded b as tax reserve 88000Road upgrade program Capital sheet 201127 additional road works added 506440Road u rade program Sheet 201127 additional road works funded by gas 506440

tax reserve existing carry forward reserve debenture

Remaining Contingency Allocation 3999

Total of Changes Direction from the Feb 8 2011 Budget Working Session 94 3999 19208207 595346 328

181500 Equates to a 11 Increase Decrease in the Tax Levy

2011 Tax Rate Calculations4xis


2011 Budget Summary Levy RequiredTown Operations excluding Water Wastewater

2009 2010 2011

Budget Budget Budget

Operating Expenditures 24499918 25158016 25762599

less Operating Revenues 6603315 6068253 6004392less Transfer from the HECS Reserve for Operating purposes 550000less Transfer from the Stabilization Reserve for Operating purposes 550478 563270 550000

Net Levy Operating 17346125 17976493 19208207

2009 Capital Levy Carry Forward andorCommitted 900752009 Capital Levy Management Team Proposed New Projects 4214242010 Capital Levy Carry Forward andor Committed 200002010 Capital Levy Management Team Proposed New Projects 4971082011 Capital Levy Carry Forward andor Committed and or Continuing 20002011 Capital Levy Management Team Proposed New Projects 379150

Total Operating Capital Levy 17857624 18493601 19589357

Less Surplus after certain transfers to reserves Note that the 2009

surplus amount was an estimate 300000

Less Transfer from the Stabilization Reserve for Capital Projects 230599 130108 98004

Less Transfers from Various Reserves for Capital 278100 213476 283146

Net levy 17048925 18160017 12208207

Variance between the 2011 and the 2010 Budget 11058190

Less Impact of Growth462844

PercentAdjusted Variance from 2011 to 2010

595346 328

Less Impact of the Increase to the OPP Contract Costs316197 m

Net Adjusted Variance from 2011 to 2010279149 154

Percentage Increase over Previous Year Levy net of OPP Contract Impact 154

Note 181500 equates to approximately a 1 increase In the Tax Levy

Note The 2010 Operating Budget Revenues Expenses have been restated to reflect changes due to the recording of FleetOperating costs Machine Time and Development Charge funded staff postions There Is no bottom line levy Impact of thessechanges as they are only restatements between Revenues and Expenses

Updated Overall Budget Summ

VTown ofNew Tecumseth

2011 Operating Budget AnalysisExpenditure Revenue Variance Analysis

1 Expenditures 2011 Budget 257625992010 Budget 25158016

Variance increase over last year unfavorable 604583 235

2 Revenues 2011 Budget includes transfer from the Tax rate Stab reserve of 550 000 65543922010 Budget including HEC Sale of Prop 550000 tmsfr frm the Tax rate Stab res 7181523

of563270Variance decrease over last year unfavorable 627131 873

Combined Expenditure Revenue Variance increase over previous year 1231714

Significant Expenditure Revenue items that have contributed to the increase over last year unfavorable

Department Comments Amount

FavLUnfav

A Non Specific 2010 Transfer from HECS Reserve regarding proposed sale of various properties 550000B Non Specific OMPF Provincial Grant decrease 18600C Non Specific Supplementary Taxes 40000D Council Additional Ward Councillor

34100E Finance Interest income revenues increase 13500F Finance Interest Penalty income revenue increase 60000G Building Standards Construction and related Bldg permit revenues decrease 134000H Eng Site Plan Sub Division Application revenues decrease 350001 Various Salaries Wages Impact of deferred 2010 COLA that is effective January 1st 2011 128694J Various Impact in 2011 of approved 2010 staff increment steps promotions hiring lags retirees 72778K Various Benefits related to COLA impact 32K OMERS 89K Others 137954L Various Contingency 259738M Various Part Time Salaries Wages increase 51798N Various Reduction in Overtime

20683O Various Legal5500 increase Consulting9500 decrease 4000P Various Insurance renewal premium reduction 31972Q PR Instructor fees various

23365R PR Contracted Management Services decrease 143500S PR Ice Rentals Tottenham 30K MURC Pad B Sport Fir 80K decrease 110000T PR MURC Restaurant Concession commissions decrease 21600U PR Registration Fees Various Program Day Camp decrease 24323V PR Membership fees Tott CC fitness 49631W PR Bldg Contracted Services cleaning 21300X PR Bldg Loss of leased space at the Beeton Joint Operations Centre 27260Y Conservation Auth NVCA8945 increase LSRCA1389 increase 10334Z Library Overall decrease Municipal contribution 10716

AA Policing Provincial Offences35000

BB Policing Prior period contract adjustment of prior 2010 current 2011 year OPP costs est 235000CC Policing OPP contracted services additional officers contract adjustment estimated 316197DD PW 2010 Transfer from Investing in Ontario Grant reserve to fund debenture payments 173524EE PW Road Operations Asphalt Sand and Gravel Sand and Salt Safety devices 80000FF Various New Debenture issues Additional Principal Interest payments incremental over 2009 326644GG Various Transfer from DC reserve to fund debenture on Growth related project incremental 170978HH Various Transfer to reserve regarding internal financing of RInC projects Fitness Equipment 105191

11 Various Transfer to reserves regarding the Town Fleet Replacement Reserves nil for 2011 426980JJ Various Transfer to reserves regarding the Fire Apparatus Replacement Reserve nil for 2011 17500KK Various Electrical Power estimated to yr end plus 5 greater than last years budget 89948LL Various Propane estimated to year end plus 5 less than last years budget 24236MM Various Natural Gas estimated to yr end plus 2 less than last years budget 68575NN Various Water Sewer Fuel Oil estimated to yr end plus 5 lower than last years budget 11569Op Various Repairs and Maintenance other than vehicle 30400

Total of above noted Items 1198108Accounting for 973of the reported variance

Variance Analysis Exp Rev

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2011 Budget Process

How are Tax Rates Calculated

Amount to be Raised from Taxation is equal Residential Tax RateTotal Weighted Assessment to

For the Town of New Tecumseth based on the Draft 2011 Option 1 the Residential Tax Rate

would be calculated as follows

19208207 is equal 4005023353823784992 to

Notes

The above rate has been calculated based on the the assumption that the Tax Ratios have remainedthe same as was used in 2010 Tax ratios are established by the County and are used to allocate the taxburden between various classes The ratios for 2011 have not been established b the Count at this time

Reductions to the Tax Ratios used for the Commercial Industrial or Pipeline classes will place more

tax burden on the Residential class which will force the Residential rate to be hi her

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Town ofNew Tecumseth

2011 Water BudgetComparative Budget History

2008 2009 2010 2011

Budget Budget Budget BudgetWater Billing Revenues

Water Billing Revenues 3681650 3866340 4082422 4078384 Actual 2004 3615965Additional Water Revenues for 2011 90000 Actual 2005 3698489Other Revenues Contributions from Reserves 329877 327126 493623 626603 Actual 2006 3629294Carry Forward Prior Years Surplus 321000 759300 150000 Actual 2007 3673575

Acutal2008 3626944Total Revenues 4332527 4952766 4576045 4944987 Acutal2009 3486840

Final Est 10 3924193Operation Expenditures Maintenance 2873212 3172386 3476690 3531311Debt Repayment 54297 53141 128765 127776Transfer to Wastewater Operations 458330 644559 277985Wells Distribution Operating Expenditures 3385839 3870086 3605455 3937072

Pipeline WaterPurchase 780188 818330 958490 1006415

Water Operating Expenditures 4166027 4688416 4563945 4943487

Operations Sub Total 166500 264350 12100 11500

Net Capital with Water rate implicationsCapital Levy 2010 Cary Forward andor CommittedCapital Levy 2011 New Projects 166500 264350 12100 1500

Total Expenditures 4332527 4952766 4576045 49441987Current Year Budgeted Sur lus Deficit

Current rates Residential 154 per cubic meter

Baxter Corporation 85 per cubic meter

Honda Mfg Inc Industrial Block Users over 30000 cm per yr113 per cubic meter

Proposed rates Increase of 2 112 percenteffective Apr 1st Generates approximately 120 000 additional water revenues per year 9112th of the year equals 91430

Residential 158 per cubic meter

Baxter Corporation 87per cubic meter

Honda Mfg Inc Industrial Block Users over 30 000 cm per yr116 per cubic meter


2011 Wastewater BudgetComparative Budget History

2008 2009 2010 2011

Budget Budget Budget BudgetWastewater Billing Rev

Wastewater Billing Revenues 3323500 3464649 3699050 3703673 Actual 2004 2982974Additional Wastewater Revenues for 2011 90000 Actual 2005 3091758Other Revenues Contributions from Reserves 92985 114952 70000 1252610 Actual 2006 3099177Transfer from Water Operations 458330 644559 277985 Actual 2007 3163734

Carry Forward Prior Years Deficit 2010 Estimated 432100 352950 90000 Acutal2008 3278002Acutal2009 3173472

Total Revenues 3874815 4656260 4122000 5234268 Final Est 10 3519283

Operation Expenditures Maintenance 3168344 3618264 3547030 3497560

Debt Repayment 573971 581546 574970 1735208

Plants Collection Operating Expenditures 3742315 4199810 4122000 5232768

Operations Sub Total 132500 456450 1500

Net Capital with Wastewater Rate ImplicationsCapital Levy 2010 Carry Forward andor Committed 383900Capital Levy 2011 New Projects 132500 72550 1500

Total Expenditures 3874815 4656260 4122000 52341268

Current Year Budgeted Sur lus Deficit

Current rates Residential 154 per cubic meter

All Others 154 per cubic meter

Exception Simcoe Manor Based on a computed of households 23101month per household billed once every 2 months

Proposed rates Increase of 2 12 percenteffective Apr 1st Generates approximately 120000 additional wastewater revenues per year 9112th of the year equals 91429

Residential 158 per cubic meter

All Others 158 per cubic meter

Exception Simcoe Manor Based on a computed of households 23701month per household

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2011 DRAFT OPERATINGBUDGETNew Tecumseth Public Library

SRAFF

2010 Actual Changeup to 31 from

2010 Draft December 2011 Draft 2010 to

OPERATING Budget 2010 Budget 2011 Comments

New Corifract and

ichanges to Pert

Salaries and Wages 742127 683189 795845 724 Time HoursIncludes L TD

Em la ers Contributions 182420 129256 100787 4475 aeriefitsMileage 3000 801 4500 5000

Telephone

Communications 10000 8802 10000 000 Postage

Public Relations Programming 5000 3529 5000 000 Advertisin

Legal 2000 28876 3000 5000

Mohawk Co rs6sOLA Cor7f6ri6e

Seminars Education Memberships 4000 4987 5000 2500 SOLS

Audit 4000 4500 6000 5000

Bank Charges Service Fees 1500 1428 2000 3333

Includes Cleaning

Consultive Professional Services 84000 83102 84000 000 Contract

Repair Maintenance Building 4000 4240 4000 000

Equipment Repair Maintenance 5000 4754 5000 000

Equipment Rental 10000 10406 10000 000

Statione Supplies 15000 1729 15000 000

Processing Supplies 4000 3452 4000 000

Collection Development Growth 50400 50400 50400 000

Libra MaterialsProcessing80000 79963 80000 000

Total O eratin Expenses 1206447 1118983 1184531 182

FinesLost DamagedOther Fees 20000 24863 20000 000

Photocopying 6000 6225 5200 1333

Federal Grants

Munici al Develo ment Charges 50400 50400 50400 000

Ontario Specific Grants household s ecial 51841 51841 51841 000

Contracts from other Municipalities 50000 51100 51100 220

Rentals 2000 3010 2500 2500

Donations 20000 12535 11000 4500

Includes Prologue

Programming 5000 2175 2000 6000 Programme Cq4ts

Interest 1000 398 1000 000

BookSalesMiscellaneous Fundraisin 4000 3137 4000 000

Total Revenues 210241 205684 199041 533

Decrease over last

Municipal Contribution 996206 996206 985490 108 yearto date 1071566

2011 DRAFT Library Operating Budget 27 January 2011As 2232011

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Town of New Tecumseth Fleet Fire Division

SELF PROPELLED EQUIPMENT REPLACEMENT RESERVE COST

2011 Transfers to Reserves

Replacement 2011 Reserve Xfr Available Total

Cast for Small 7 yrs Reserve Balance Available For

Entire Fleet Large 11 yrs from 2010 2011 Capital2010 Heavy 15 rs Bud et

Roads

Small 369000

Large 3122000Heavy 1857000

141 52Sub Total 5f348000 141852Parks and Recreation

Small 403000Large 274000

Heavy 228000

Sub Total 905P000 13321 13321

WaterSmall 330000

Large 102000

Sub Total 432000 33523 33523Wastewater

Small 273000Large 102000

Sub Total 375000 184487 184487Building

Small 72000

Sub Total 72000 21810 21810

EngineeringSmall 27000

Sub Total 27000

ByLawSmall 48000

Sub Total 48000 11571 11 571

Fleet

Small 48000

Sub Total 48000 15428 15428

TOTAL 7255000 421992 421992

Tn bEeI Available Total TransfiSrrid I ransfar

in2011 Reserve Available for in 010 Differnce

Fleet Divislon Recap M ri 2011

Town 6448000 k S203982 203982 42633 426950

1fWater 432000 n 33523 33523 0 7 4087

Wastewater 375000 bra 184487 184487 F47 00 9700Total Fleet 7255000 421992 421992 514837 514837

Fire DepartmentSmall 159000 34072 34072 1 S00 1754NLarge 5608000

Total Fire 5767000 34072 34072 17500 17500

Overall Total 13022000 456064 456064 S 532337 532337

Less Water Wastewater 807000 218010 218010 87e57

Town Total 12215 000 238054 238054 444480 34447480

2011 Equipment Upgrade Schedule

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LAKE SIMCOE REGION CONSERVATION AUTHORITY

2011 Preliminary Budget Estimates

SUMMARY SPECIAL CAPITAL and OPERATING LEVY

as updated for Town of New Tecumseth staff on February 14th 2011

2010 2011

SPECIAL CAPITAL PROGRAM FUNDING PRIORITIES Requested Proposed

LSEMS and LSW IP LEAP

a Lake Simcoe ProtectionWan 924 982

b Basin Wide Watershed Initiatives 1388 1475

c Water Quality Improvement Program 3852 4025 x

Watershed Mana ement

Watershed Monitoringa Surface Water Quality 514 536

b Open Lake Monitoring 847 885

c Water Response 620 646

d Ground Water ManagementMonitoring 468 488

Natural Hazard Mapping385

Natural Heritage Mapping 400

534 843

Flood ForecastingWarning9532 10280

SubTotal

Asset Mana ement and Program Support

Conservation Area Management Plan 0 0

Regional Open Space Land Acquisition 0 0

Asset Management and Program Supporta Program Information Management 603 643

b Conservation Area Maintenance 0 0

c Conservation Area Development 0 0

d Vehicles and Equipment 354 377

SubTotal 957 1020

Accessibility for Ontarians with Disabilities Act 94 144

Onetime Parking Lot Capital Project 940 940

TOTAL SPECIAL CAPITAL LEVY 10489 12384

TOTAL GENERAL OPERATING LEVY 11788 12948 x

TOTAL SPECIAL CAPITAL AND GENERAL LEVY 22277 25330

Funded in 2010

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2011 Draft BudgetEstimated OPP Contract Casts for 2011

Estimated 2011 Policing Costs per letter dated Novemeber 17 2010 8859872

Includes the addition of3 new officers 1 effective April 1st 2 effective September 1 2011

Estimated Total 2011 Policing Costs 8859872

Town of New Tecumseth Percentage Share 5300

Town of New Tecumseth Share for 2011 4695732

Town of New Tecumseth Budget for 2010 4379535

Net Increase 316197

Percentage Increase 2011 over 2010 722

2011 Estimated Policing Costsxls Estimate per Nov 17th letter

S

Business and Financial Services Bureau

Ontario PoliceQBureau des services opirationnels et financiers

Memorial Ave 777 ave MemorialProvincial provinciale 777

Police deIQntario Orillia ON 13V 7V3 Orillia ON L3V 7V3

Tel 705 3296852 Fax 705 3296265

File Reference 460 20

5110105610611064

November 17 2010

RECEIVEDcAo

Town ofNew Tecumseth DEC 10 Q

PO Box 910

10 Wellington Street East

Alliston ON L9R lAl MGR OF FULMM

DearSirMadame

Re 2011 Municipal Policing Costs Estimates Ontario Provincial Police

Please find attached the estimated OPP policing costs for your municipality for the 2011

calendar year in accordance with the contract between your municipality and the Ministry of

Community Safety and Correctional Services

The negotiated 2011 salaries have been used to complete this estimate for uniform and

civilian members Current benefit rates have been included in the annual estimate and will

be applied to the final year end reconciliation247 for uniform officers and 243for

civilian staff

We wish to advise you that the 20092011 collective agreements were predicated on the

ability of the OPPA torenegotiate 2011 salary and benefit rates The OPPA has initiated

action torenegotiate the 2011 salary and benefits for uniform and civilian members and

therefore the rates quoted in the 2011 estimates may be subject to change In the event that the

2011 rates are successfullyrenegotiated a notification ofthe rate changes will be sent to your

municipality The 2011 monthly billings will not be revised specifically to reflect any salary

rate changes resulting from therenegotiations The 2011 reconciliations will be based on

salary rates in effect for 2011

Please note that interest will be charged on overdue accounts and it is applied retroactively to

outstanding balances

To effectively reduce the variance between the estimates and yearend policing costs a

partial credit for Provincial Services Usage PSU has been deducted from the 2011 total

estimated policing costs thereby reducing monthly billings throughout the invoicing year

The PSU credit compensates municipalities for the deployment ofofficers to other areas in

response to investigations or other occurrences deemed to be provincial responsibilities

Municipalities are being credited for one half of their municipalitys average PSU

experience to a maximum of five percent of their 2011 estimate Adjustments for actual

PSU experience will be reflected in the yearend reconciliation2

Re 2011 OPP Munici al Palicin Costs Estimates

Page 2

If you have any questions regarding this estimate please contact Catherine McCauley Acting

Manager Contract Policing Financial Services Unit at 705 3296913

Yours truly

Andrew Eamer

Bureau Commander

Business and Financial Services Bureau

Attachments

c Chair Nottawasaga Police Services Board

Detachment Commander Nottawasaga Detachment

Manager Contract Policing Section

ec Commander Central Region

S9

OPP COSTING SUMMARY ADJALATOSORONTIO ESSA NEWTECUMSETH

Estimated Policing Costs for the period

January 1 2011 to December 31 2011

Salaries and Benefits

Uniform Members Positions

Inspector090 113337

Staff SergeantDetachment Commander

Staff Sergeant 090 96641

Sergeant552 525625

Constables Note 2 5542 4693354

Total Uniform Salaries Note 1 5428957

Overtime OAO 318937

Contractual Payout Vacation Statutory Holidays 130750

Shift Premium 14565

Benefits 247 of Salaries 20 of Overtime 1347331

Total Uniform Salaries Benefitso 7240540

Civilian Members Positions

Court Officer 300 166770

Detachment Administrative Clerk 842 453097

Detachment Clerk TypistCaretaker

Communication Operators 102768

Prisoner Guards 4918

Total Civilian Salaries Note 1 766553

Benefits 243x 175600

Total Civilian Salaries Benefits 942154

OSS Pay and Benefit Charge Note 3 6863

IMNOW

I

110Jim w

Other Direct O eratin Expenses

Operational Support 40718

RHQ Municipal Support 87397

Vehicle Usage 461766

Telephone 62552

Office Supplies 17379

Accommodation 4128

Uniform Equipment Note 4 43944Uniform Equipment Special constables 1836

Cleaning Contract

Mobile Radio Equipment Maintenance 35825

Office Automation Uniform 119520

Office Automation Civilian 11148

Total Other Direct Operating Expenses 886213

OSS Financial Services Fee 10191

2011 Total Estimated Gross Policing Cost 9085961

Provincial Services Usage 26089

a0

OPP COSTING SUMMARY ADJALATOSORONTIO ESSA NEW TECUMSETHTEstimated Policing Costs for the periodJanuary 1 2011 to December 31 2011

1 2011 Uniform and Civilian Salaries are estimated based on the 2009 2011 MOU which was predicatedon the ability of the OPPA torenegotiate 2011 salary and benefit rates The OPPA has initiated action

torenegotiate the 2011 salary and benefits for uniform and civilian members and therefore the rates

quoted in the 2011 estimates may be subject to change

2 This estimate includes three 3 Constable enhancements that started in 2010 for the full year for 2011 As

well one 1 Constable enhancement with an effective date of April 1 2011 and two 2 Constable

enhancements with effective dates of September 1 2011 have been added to this contract Costs will

be reconciled to the actual start date as provided by the Detachment Commander

3 An Ontario Shared Services OSS Payroll and Benefit charge is calculated at 394 per new FTE This chargeis applied to the 16 sixteen new FTE plus an additional one 1 with an effective start date of April 01 and two

2 with effective dates of SeptemVer 01 2011

4 Uniform and equipment annual maintenance costs are not calculated for the period January 01 to April 03 2011

93365 days for the one 1 Constables with an effective start date of April 04 2010 and for the period January01 to September 05 2011 248365 days for the two 2 Constables with effective start dates of September 062010 or for the three 3 additional Constables starting in 2011 In future years the uniform and equipmentmaintenance costs will be calculated at 736 per uniform officer and 612 per Special Constable

INITIAL START UP COSTS

Initial Cost of 3 Firearm including Use of Force Equipment @1097 each 3291Initial Cost of 3 Uniform and Equipment @3405 each 10215Initial Cost of 3 Portable Radio @1108 each 3324Initial Cost of 1 Vehicle Radio @ 11667 each 11667Initial Cost of 1 Drager @1399 each 1399Initial Cost of 1 Spike Belts @ 755 each 755

Initial Configuration Costs to 1 Computer @1077 1077

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ONTARIO REGULATION 28409

BUDGET MATTERS EXPENSES

This Regulation is made in English only

Exclusion

1 In preparing the budget for a year a municipality or local board may exclude

from the estimated expenses described in paragraph 3 of subsection 289 2 and in

paragraph 3 of subsection 290 2 of the Act all or a portion of the following

1 Amortization expenses

2 Postemployment benefits expenses

3 Solid waste landfill closure and postclosure expenses O Reg 28409 s 1

Report2 1 For 2011 and subsequent years the municipality or local board shall before

adopting a budget for the year that excludes any of the expenses listed in section 1

a prepare a report about the excluded expenses and

b adopt the report by resolution O Reg 28409 s 2 1

2 If a municipality or local board plans to adopt or has adopted a budget for 2010

that excludes any of the expenses listed in section 1 the municipality or local board shallwithin 60 days after receiving its audited financial statements for 2009

a prepare a report about the excluded expenses and

b adopt the report by resolution O Reg 28409 s 2 2

Contents

3 A report under section 2 shall contain at least the following

1 An estimate of the change in the accumulated surplus of the municipality or

local board to the end of the year resulting from the exclusion of any of the

expenses listed in section 1

2 An analysis of the estimated impact of the exclusion of any of the expenseslisted in section 1 on the future tangible capital asset funding requirements of

the municipality or local board O Reg 28409 s 3

Review

4 The Ministry of Municipal Affairs and Housing shall initiate a review of this

Regulation on or before December 31 2012 O Reg 28409 s 4

5 Omitted provides for coming into force ofprovisions of this Regulation0 Reg 28409 s 5

ADDITIONAL INFORMATION MEMORANDUM

FINANCE DEPARTMENT

Date March 7 2011

To Mayor MacEachern and Members of Council

From Mark R Sirr Treasurer Manager of Finance

Subject Additional Information to Item CW03 Committee of the Whole

Report CW201103 Finance report 2011FIN062011 Draft

Town Water and Wastewater Budgets Capital BudgetChanges

Finance staff has been in receipt of five updated and new Capital Project sheets that

have resulted in amendments to the 2011 Draft Capital budget

A Capital Projects updated and new projects from direction received at the February 8th

Working session

1 Project sheet 201121 Website redesign this project was previously reportedas Not included below the funding line but is now included within the Draft

2011 Capital budget The project sheet indicates funding from taxation however

Council direction provided funding from the Tax Rate Stabilization reserve

resulting in no taxation impact2 Project sheet 201127 Updated New project regarding the 2011 Road Upgrade

Program Road segments have been adjusted with additional road works to be

undertaken The additional road works are being funded from Gas taxreserve

funding Staff has confirmed that the Road works proposed meet the

requirements and criteria of the Gas Tax Funding Agreement and are eligible to

be funded from the reserve

3 Project sheet 201173 Previously referred to as the 14th line Sports Field and

was below the funding line Project has now been renamed as the Sports Field

Parking Lot upgrades and will facilitate repairs at both the 14th line and Mel

Mitchell Sports Field parking lots Project has been moved above the line and the

estimated costs of 50000 are funded from the Cash in lieu of Parkland reserve

resulting in no taxation impact4 Project sheet 201195 New project regarding the Roads Asset Management

Report Total cost of the project is estimated to be 88000 and staff has

confirmed that the study meets the requirements and criteria of the Gas Tax

Funding Agreement and that the project is eligible to be funded from the reserve

resulting in no taxation impact

Additional Information Memorandum Page 2

B Capital Projects Additional Carry Forward and New Project Sheet

1 Project sheet 2009DD New project sheet regarding Sanitary Sewer

Replacement on Fletcher Street The remaining prior year budgeted costs for the

project have been carried forward to complete the project The costs are

reflected on the revised Capital Project Sheet which is funded by Gas Tax

reserves resulting in no taxation impact

Copies of the Capital project sheets have been provided and should be inserted into the

Budget package under TAB 10

Updated Capital Project Summary sheets have been prepared dated February 24

2011 that incorporates the project changes as noted above and is included as part of

the overall Draft 2011 Budget package provided to Council


AAMark R Sirr

Treasurer Manager of Finance

Attachments Capital Project Sheets 201121 201127 201173 201195 2009DD


CAPITAL PROJECT DETAIL SHEET

2011 Budget

PROJECT DETAIL

ae rtment CAO Department IT Division

Pro ect NO 5

Proect Name Website Redesi n and Laserfiche Inle ration

Pro ect Cate o Proposed New Project

P ect De P 4

Project Description To replace the existing look and feel of the town websKe and to add Laserache webaccess to allow posting of taserfiche documents on to the websde

Project Justification The current website look is 4 years old and should be refreshed to stay current on the Internet Also a testructing of the data on the website would be done to allow for

easier access to commonly accessed information By adding V Laserfiche webaccess module the Town would be able to reduce duplication of data and allow for

easy posting of Town documents to the website

CAPITAL PROJECT COSTING FUNDING

2011 Note 1 2012 2013 2014 2015

Costs Cost Component

Capital Purchases S 20000

SubContracting

A TowrL Engineering Costs

Consulting Fees

Le al Fees

Contingency

Capital Purchases

SubContractin

B avatar w Engineering Costs

Consulting Fees

Le al Fees

Contingency

SubContracting

C Wastewater Engineed29 Costs

Consulting Fees

Le al Fees

ContingencyTotal 20000

Funding Note 21 Funding Component

Transfer From Reserve AC

A Town Taxation 20000

Other


B Water User Fees

ether

Transfer From Reserve ACC Wastewater User Fees

Other

Total

NET OPERATING COSTSEstimated Completion date

New Operating costs

per year Amount Year of completion 200

Note 1 This column represents the amount of expenditure that the Town will be committed to in the 2011 fiscal period if this capital request is approvedAdditional future year costs that relate to this project should be shown under the 2012 2013 2014 andfor 2015 columns

Note 2 Provide the General Led er account 0 for all Reserve Reserve Funds being used to finance the ro ecL

6mitted By Department Head

s

Date Prepared Reviewed by Treasurer Manager of Finance



2011 Budget 17

PROJECT DETAIL

Department EngineeringProject No En 2011

Project Name Road Upgrade ProgramProject Cate o Roads and Related

Project Dept Priorit

Project Description Design and undertake road Improvements in accordance with the priorities set out by the Roads Needs Study The scope of the project is generally reduced from that

described in the Roads Needs Study to a capping program with minor improvements to drainage and geometry The life expectancy of this type of capping program is

7 to 10 years for asphalt and 5 to 7 years for double surface treating

Project Justification Annual road renewalupgradesresurfacing is required to maintain an acceptable level of service to Town residents and to address ongoing road maintenance issues


2011 Note 1 2012 2013 2014 2015

Cos Cost Conwonent

Capital Purchases

Patterson St North Cedar St to Stewart St 26400

15th Sideroad 10th Line to 11th Line 217100

Sir Frederick Bantin Rd John W Taylor to N Tn Limit 432000

11th Line 10th Sdrd to03km west of 15th Sdrd 357600

16th Sideroad H 9 to 2nd Line 265100

11th Line 03km west of 15th Sdrd to 15 Sdrd 45400

A Town Consulting Fees Geotechnical 30000Contin enC 10 137560

TbrAProvisional Road Sections

9th Line Tottenham Rd to West limit of Beeton 261000

Consulting Fees Geotechnical 5000

Contingency 10 28600

Provisional Total 314600

B Water Ca ital Purchases

C Wastewater Ca ital Purchases

Total 1513160

Fundina Note 21 Fundin Com onent

Transfer From Reserve AC RL61 L61DPRU 36755Transfer From Reserve AC RL61 L65GTRF 357600 11th Line

A Town Transfer From Reserve AC RL61 L65GTRF 45400 11th Line

Taxation

Cher Debenture 1073405

B Water Transfer From Reserve AC

C Wastewater Transfer From Reserve AC

Total 1513160


New Operating costs


Note 1 This column represents the amount of expenditure that the Town will be committed to in the 2011 fiscal period if this capital request is approvedAdditional future year costs that relate to this project should be shown under the 2012 2013 2014 andor 2016 columns

Note 2 Provide the General Ledger account p far all Raserva Reserve Funds Hein used to financo the ro ect

R Vatri R Vatri

Submitted By Department Head

FEB 17 1011

Date Prepared Reviewed By Treasurer Manager of Finance

TOWN OF NEW TECUMSETII

CAPITAL PROJECT DETAIL SHEET y12011 Budget

PROJECT DETAIL

reation and CultureDepartment

pksRieProject No

Project Name Parkin Lot U rades

Pr ect Cat o n

Pro ect De t Priori

th the 14th Line Soccer Complex and the Mel Mitchell Field Complex parking areas and install barrier fencing where necessary for user safetyProject Descriptiosurface bo

The parking lot including the roadway access will be resurfaced using classAroad gravel which will be graded to enhance surface water run off Both

rk in progress and it recommended that a more permanent asphalt surface be considered in the future once all site works and field developemnt is

complete Both areas will also require a limited amount of barrier fencing in strategic locations to control users and enhance safety for participants and the public

Project Justification Both Soccer Complex parking areas are sub standard and require upgrading to handle the traffic volumes utilb ing these facilities and the gravel will Improve driving

standards and minimize concerns with poor driving conditions during wet periods

CAPITAL PROJECT COSTING FUNDING2011 Note 1 2012 2013 2014 2015


Capital Purchases

SubContractin 50000

A Town Engineering Costs

Consulting Fees

Le al Fees

Contingency

Ca licit Purchases

SubContracting

B Water Engineering Costs

Consulting Fees

Le al Fees

Contin enc

SubContracting

c wastewaterEngineering Costs

Consulting Fees

Le al Fees


Fundinq Note 21 Funding Component

Transfer From Reserve RL61 L65 PKTR 50000

A Town Taxation

Other


B Water User Fees

Other


C Wastewater User Fees

Other

Total 50000

NET OPERATING COSTS

Estimated Completion date

New Operating costs


Note 1 This column represents the amount of expenditure that the Town will be committed to In the 2011 fiscal period if this capital request Is approved

Additional future year costs that relate to this project should be shown under the 2012 2013 2014 andor 2015 columns

Note 2 Provide the General Led er account for all Reserve I Reserve Funds being used to finance the roea r

RAY OSMOND

F


15Feb11 1LOCil

Date Prepared Reviewed By Treasurer I Manager of Finance



2011 Budget

PROJECT DETAIL

De artment EngineeringPro ect No En 2011

Pro ect Name Roads Asset Management Re ort

Pro ect Category Roads Related

Project Dept Priori

Project Description Undertake a Road Asset Management or Pavement Management Study as outlined in Reports ENG201022and ENG201101 An RFP will be Issue to hire a

Consultant to undertake the study in keeping with the Alternative 2 as outlined in Report ENG201101 and possible funding levels will be presented to Council prior to

the finalization of the Study

Project Justification Project has been Included in the 2011 Capital Budget following the direction of Council at the February 8 2011 Budget Working Session



Capital Purchases

SubContractin

A Town Engineering Costs

Consultin Fees 80000

Le al Fees

Contingency 8000

Ca ital Purchases

SubContractingB Water

Engineering Costs

Consulting Fees

LegalFees

Contingency

Capital Purchases

SubContracting

C WastewaterEn in erin Costs

Consulting Fees

Le al Fees


Funding Note 2 Fundinn Component

Transfer From Reserve ACRL61L61RNSR 10385

A Town Taxation

Other Gas Tax Reserve AC RL61 L65GTRF 77615


B Water User Fees

Other


Other

Total 88000


New Operating costs


Note 1 This column represents the amount of expenditure that the Town will be committed to In the 2011 fiscal period if this capital request is approvedAdditional future year costs that relate to this project should be shown under the 2012 2013 2014 andor 2015 columns

Note 2 Provide the General Ledger account for all Reserve Reserve Funds being used to finance the project

R Vatri R Vatri


FEB 17 20111 le4Date Prepared Reviewed By Treasurer Manager of Finance



2011 BudgetCarry Forward Projects2009D0

Plus Re art ENG200947

PROJECT DETAIL

De artmenC EngineeringProject No En 2011

Project Name Sanitary Sewer Replacement ProgramFletcher St

Project Cate o Wastewater

Project Dept priorityCar ForwardProject Description Design and replacelupgrade existing sanitary sewers on various streets in the Town that are deemed deficient based on an assessment of its age material maintenance frequency

network function size and supply capability and customer complaint Ideally sanitary sewer replacement shall be carried out in conjunction with planned road reconstruction The

design and installation of 250 metres of sewer on Fletcher Crescent west of Church street to eliminate the need for the existing sanitary Pumping Station The works are operationaland the car forward funds are ra aired to corn late the project

Project Justification An annual sanitary sawer rap acement program will establish a long term plan to replace and upgrade deficient sections in the Towns sanitary conveyance system in order to

address maintenance issues and provide an acceptable level of service to the customer


Spent To Additional Additional

Date 2010 2010 2011 2011 2011 Total

Costs Cost Comnoneatt 2010 Budget during 2010 Expert Itures Total Sperd Budget Expenditures Bud at

Ca ttal Purchases

SubContracting

A TownEn ineerin Costs

Consulting Fees

Le al Fees

Contingency

Ca itaI Purchases

SubContracting

H Water Engineering Costs

Consulting Fees

Le al Fees

Contingency

Capital Purchases

SubContracting 179693 137165 137165 42528 42528

C Wastewater Engineering Costs 10140 4588 4588 5552 5552

Consulting Fees

Le al Fees

Contingency189833 141753 141753 48080 48080

Funding Mote2j Fundinsl Connpoaerd

Transfer from ReserveA Town Taxation

Other

Transfer from Reserve AC

8 Water User Fees

Other

Transfer from Reserve ACRL61L65GTRF 169833 141753 141753 48060 48080

C Wastewater User Fees

Other

189833 141753 141753 48080 48080


New Operating costs

per year Amount 200

Note 1 Provide the General Ledger account 9 for alt Reserve Reserve Funds being used to finance the project

R Vain R Vain


FEB 2 4 2011Date Prepared Reviewed By Treasurer Manager of Finance

ADDITIONAL INFORMATION MEMORANDUM

FINANCE DEPARTMENT

Date March 7 2011

To Mayor MacEachern and Members of Council

From Jane Corbeil Deputy Treasurer

Subject Additional Information to Item CW03 Committee of the Whole

Report CW201103 Finance report 2011FIN062011 Draft

Town Water and Wastewater Budgets Update of Tax Rate

Stabilization and Working Capital Reserve anticipated balances

RECOMMENDATION

That the Additional Information Memorandum from the Deputy Treasurer dated March 72011 be received

BACKGROUND

At the January 6 2011 Budget Working Session Report CAO201101 providedinformation regarding the Tax Rate Stabilization Reserve

The report indicated that the Tax Rate Stabilization Reserve balance after consolidatingthe Working Capital Reserve into the Tax Rate Stabilization Reserve as at December31 2010 was anticipated to be1398310

The report also estimated that once 2011 budget transfers of 550000 for operatingand 78004 for capital were made there would be a balance of 770306 remaining inthe combined Reserves


Staff has prepared an updated schedule regarding the anticipated Tax Rate StabilizationReserve and Working Capital Reserve balances attachment 1 which can be insertedinto the Budget package under TAB 4

As indicated in the schedule the unaudited Tax Rate Stabilization Reserve and WorkingCapital Reserve balances as at December 31 2010 are anticipated to total1859198

There has been an increase in the 2011 budget transfer from the Tax Rate StabilizationReserve for capital in the amount of 20000 regarding project sheet 201121 Website

redesign

Additional Information Memorandum Page 2

Once 2011 budget transfers of 550000 for operating and 98004 for capital are madeit is anticipated that there would be a balance of1211194 remaining in the combined

Reserves


Ja orbeilDe Treasurer

Attachment Tax Rate Stabilization Reserve and Working Capital Reserve balance


Tax Rate Stabilization Reserve

Balance December 31 2009 1447643

Projected Balance prior to 2010 Surplus 767035

2010 Surplus projection 1112888less repay HEC re property sales 550000

5628W

Sub Total 1329923

Working Capital Reserve 529275

TOTAL AVAILABLE 11859188

2011 BUDGET

A Bring in for Operating Purposes approx same amt as 2010 550000

B To fund remaining Capital 98004

REMAINING AVAILABLE BALANCE 1211194

History of the Tax Rate Stabilization Reserve balances

December 31 2004 593929December 31 2005 393928December 31 2006 1777429December 31 2007 2527915December 31 2008 2302616December 31 2009 1447643December 31 2010 estimated 1329923

2011 Tax Rate Stabilization Reserve

February 22 2011

Attention Mayor and Council

The chair of the Economic Development Advisory Committee EDAC Robert Glozier Iam requesting that the value of the Community Improvement Plan CIP be increasedfrom5000000 to 15000000The reasoning behind this request is borne out in the EDAC business plan and the

strategic plan both ofwhich call for promotion of the CIP program which allows grantsup to 5000000 per eligible property If this promotion is successful we could run out

of money very quickly thereby tossing cold water on the program which may be hard to

restart This program has proven successful in the past helping to improve the face ofour downtowns

I endorse this request

Bob Marrs

of 1

Jan Heydon oFrom Terri A Caron

Sent Thursday March 03 2011 457 PM

To Jan Heydon

Cc Katie Bagshaw Gayla McDonald

Subject FW Tottenham Tennis Court

On21Feb11 at 1224 PM Bruce Haire wrote

Hi Mike

I received a call from the Tottenham Tennis Club stationed at Keogh Park which for manyyears has maintained its courts itself They did not come to the budget input session havingalready talked to Joyce several times yourself last fall at a photo session for the womensteam and Ray Last year they refinished a court but they are out of money and need to dotwo more courts The suggestion is that we try to help them get a court done this year andanother court done next year The cost for this year is expected to be about 12500including GST They have 114 adult members 53 junior members and run a summer tenniscamp each yearI would like to see this item on next weeks committee of the whole agendaBruce

342011

Cw


MARCH 7 2011

REPORT ENG201108

TRUCK TURNING QUEEN STREET AND MILL STREET TOTTENHAM

RECOMMENDATION

That Council receive Engineering Report 201108 and

That Council direct staff to install two 2 protective bollards behind the southwest curblineradius at the intersection of Queen Street and Mill Street in Tottenham as described inAlternative No3 as presented in Report ENG201108 and

That Council authorize900000 for the installation of two 2 protective bollards behind thesouthwest curbline radius at the intersection of Queen Street and Mill Street in Tottenham as

described in Alternative No3 of Report ENG201108 be included in the 2011 Capital Budgetwith the funding source being the Tax Rate Stabilization Reserve and

That Council pass a resolution to request the County of Simcoe to initiate actions to move

forward the Tottenham County Road 10 Bypass as identified in the County of Simcoe Master

Transportation Study dated July 2008

OBJECTIVE

The purpose of this report is to investigate and report back to Council on truck turningmovements at the intersection of Mill Street and Queen Street in the Community of Tottenhamprimarily concerning the eastbound right truck turns from Mill Street to the southbound lanes ofQueen Street

BACKGROUND

At the Council meeting of January 24 2011 Ms Brenda Horan presented a deputation toCouncil concerning the truck turning movements at the intersection of Mill Street and QueenStreet in Tottenham and submitted a petition entitled Stop the Trucks The location of theintersection is illustrated in Attachment No 1 The petition is in response to accidents that haveoccurred at the intersection in recent years involving truck movements particularly the right turntruck movements at the southwest quadrant of Queen Street and Mill Street

As a result Council passed resolution 2011004 and provided Staff with the following direction

Moved by Councillor StoneSeconded by Councillor Haire

BE IT RESOLVED THAT the deputation of Brenda Horan be received

Report ENG201108March 7 2011 Page 2 of 7

AND FURTHER THAT the newspaper article of the New Tecumseth Times

regarding safety at the intersection of Mill and Queen Streets be received

AND FURTHER THAT the petition of concerned citizens entitled Stop the

Trucks be received

AND FURTHER THAT the matter be referred to staff to report back to the

Committee of the Whole meeting on March 7 2011 to provide options for safetyimprovements regarding the tuming of large trucks at the intersection of Mill and

Queen Streets in Tottenham

There is a past history with respect to the issues to truck traffic at the Queen and Mill Streets

intersection The ongoing conflicts have prompted staff to provide reports to Council in 2003 and

2004 These reports have been included as additional background to this report as

Attachments 2 and 3 respectively


The existing intersection is very typical of many established downtown core intersections where

the existing buildings are built out to the property lines and having a zerosetback with no

daylight triangles at the corner property limit This existing conditions constrain the ability to

redesign the intersection to provide more adequate turning lane widths and larger turning curb

radii to effectively accommodate the larger transport truck of todays trucking industry without

acquiring additional right of way and removing existing buildings

In response to Councils request Staff retained the services of Ontario Traffic Inc to undertake

two 8hour traffic counts of the intersection to obtain current traffic volumes and turning

movements The two counts were conducted on February 15 and 17 2011 The results of the 8

hour traffic count confirmed that the average daily traffic along Queen St and Mill Street is

approximately 9500 and 2800 respectively and that approximately 280 trucks of various

sizes Class 6 or greater ie more than 3 axles utilize the intersection from all approaches

during the busiest 8 hours

The number of right turning trucks from the eastbound approach on Mill Street to the

southbound approach on Queen Street is approximately 2024 trucks during the 8 busiest

hours which represents approximately 60 of the total right turns of all vehicles during the

same8hour period 22 trucks 365 all right turn vehicles

Staff visited the intersection to observe truck traffic patterns and witnessed several trucks

negotiate the right turn movement The existing intersection stop bar on Queen Street for the

northbound traffic south approach has been previously adjusted back approximately 10m from

its standard location to allow truck encroachments into the opposing northbound lanes It was

evident that the ability to successfully complete the right turn movement was largely dependanton the skill of the driver While several transport trucks successfully completed the turn several

others did not and encroached onto the sidewalk by as much 10m It is noted that all transport

trucks attempting the right turn movement are required to encroach into the opposing

northbound lanes on Queen Street in order to successfully complete the southbound right turn

Report ENG201108March 7 2011Page 3 of 7

The right turn truck movements of the other 3 intersection quadrants did not appear to be as

much of a concern as the number of recorded right turning vehicles of those quadrants were

much less and appeared to have more room to complete the turn without impacting thesidewalks

Staff reviewed the County of Simcoe Master Transportation Study dated July 2008 thatidentifies a future bypass around Tottenham The County Road 10 Bypass would serve to bypass the regional traffic around the Tottenham downtown core which would effectively redirectthe majority of the large transport trucks from this intersection The proposed Bypass isidentified as a County shortterm priority 1 10 years Staff contacted Mr Jim Hunter CountyTransportation Construction Manager and he advised that to date no actions have been

initiated to move the project forward This Bypass will provide the ultimate solution to the truck

traffic concerns at this intersection and the County could be requested by Council to initiateactions to move this project forward

As an interim solution until the County of Simcoe constructs the Bypass Staff investigated four

4 alternatives that may offer various degrees of improvement to address the right turn truckmovement concern of the southwest quadrant A summary of each Alternative is as follows

Alternative No 1 Further Stop Bar Adjustments

As noted above the existing stop bar for the northbound traffic has been previously adjustedback from intersection approximately 1 Om from its typical location to permit truck encroachmentinto the opposing northbound lane The typical location of a stop bar is a minimum of 1Om backfrom the crosswalk lines which are located immediately adjacent to the sidewalk ramp at theintersection

Based on Staffs visual observations of the truck movements it was noted that this alternative

would involve further adjusting of the stop bar location by an additional 57m away from thecurrent 100m adjusted location being a total of 1517m from the intersection as illustrated inAttachment No 4 The additional 5 to 7 m is based on the observation that when a vehicle was

not parked at the northbound Queen Street stop bar the trucks would use the additional spaceto make the turn While this would provide additional pavement area in the northbound lanes toassist trucks in successfully completing the right turn it does not directly prevent trucks from

encroaching onto the sidewalk when a driver miscalculates the manoeuvre and shortcuts theturn Further the additional offset distance of the stop bar from the intersection would create an

abnormally large gap between the intersection and a stopped vehicle whereby negativelyimpacting the operations of the signalized intersection and potentially creating driver confusionThis alternative would also require the elimination of one 1 street parking space on the eastside of Queen Street south of Mill Street to provide adequate space for the stop bar adjustmentand to reinstate the existing right turn queuing lane for vehicles Refer to Attachment No 4 for a

sketch depicting the conditions

Based on the above description Staff does not suggest that Alternative No1 be considered


Alternative No 2 Prohibit Right Turn Truck Movements

This alternative would involve prohibiting right turning truck movements at the intersection and

redirecting trucks to other Town owned roads Redirecting truck traffic to other roads is not a

preferred option because the current road matrixes of the alternate routes are not designed for

heavy trucks In addition the existing intersections are primarily unsignalized and lack the

proper large turning radii for Class 6 and greater commercial vehicles thus creating problems at

other locations Considering that the alternate routes are not engineered for heavy truck traffic

and that reconstructing those roads and intersections would be required this upgrade would be

similar to the works of the County Road 10 Bypass around the Tottenham downtown core

Further prohibiting right truck turns at this intersection would directly impact the local industryon Industrial Road

Prohibiting right turns at the intersection would result in trucks being redirected to other alternate

routes to access Highway No9 such as

From Industrial Road westerly on Mill Street 4th Line to the AdjalaTecumsethTownline southbound to an unsignalized intersection at Highway No9

From Industrial Road westerly on Mill Street 4th Line to the AdjalaTecumsethTownline southbound to 3d Line eastbound to County Road 10 southbound to a

signalized intersection Highway No9 It is noted that the road surface of the 3d Line

between the AdjalaTecumseth Townline and County Road 10 is only surface

treated and not designed to carry high truck volumes

Industrial Road easterly on Mill Street to Sideroad 10 or 15 southbound to an

unsignalized intersection at Highway No9

Prohibition of truck turning movements at this intersection could be considered following the

construction of the Tottenham Bypass by the County


Alternative No 3 Installation of Sidewalk Bollards aloe Southwest Quadrant

This alternative would involve the installation of two 2 bollards immediately behind the curb on

either side of the pedestrian ramp of the southwest intersection quadrant The bollards would

serve as a shortterm solution to address the safety concerns of sidewalk encroachment bytrucks The bollard detail for this location is illustrated in Attachment No 5

As illustrated in Attachment No 6 this simple design would provide physical protection of

pedestrians and property by effectively eliminating the ability of trucks to mount the curb and

encroach onto the sidewalk Essentially the visible bollards would act as deterrents and force

the truck trailers to remain outside of the pedestrian area on the sidewalk

It is anticipated that the bollards will be impacted by trucks on occasion and therefore it is

recommended that they be very durable and highly visible for the benefit of all motorists The

bottom of typical transport trailer box is 12m above the ground Therefore the proposed bollards

Report ENG201108


would be 15m in height above grade and would be anchored 15m into the ground total length30m The bollard would be a 200mm 0 steel caisson post filled with concrete It is proposedthe bollards be painted in bright yellow with reflective paint and markings to ensure highvisibilityThe bollard installation is in accordance with the Ministry of Transportation MTO Roadside

Safety Manual 1993 and conforms to the Clear Zone requirements The Clear Zone offsetdistance specified for this scenario is a minimum of 05 metres between the edge of pavementand face of bollard The bollard detail proposes to keep the bollard back075m from the edge of

pavement

As part of the installation and as an added measure of caution for pedestrians hatched yellowpaint lines would be placed to delineate an area between the two 2 bollards to the face of curbas illustrated in Attachment No6

This alternative effectively addresses the current conflicts at the southwest quadrant of the

subject intersection Staff estimates the cost would be approximately 9000 to install two 2200mmO standard bollards The source of funding for this work would need to be identified andcould be added to the draft 2011 Capital Budget

Based on the above description Staff supports Alternative No3

Alternative No 4 Extend Industrial Road North to Count Road 14 5th Line

Industrial Road currently runs north from Mill Street West for a length of approximately 530meters to a dead end This alternative would involve the extension of Industrial Road

approximately 850 meters north to County Road 14 5t Line

Currently the Town does not have a right of way corridor in a proposed alignment of theextension between the current north dead end of Industrial Road and County Road 14 and

therefore would prompt the need to acquire additional lands

The implementation of this alternative would trigger the need to undertake a Class C

Environmental Assessment EA due to the alignment and proximity of the Beeton Creek

running parallel to the proposed road extension

The road extension had been included in the 2008 Development Charge DC BackgroundStudy The Developers as part of their appeal of the 2008 Development Charge proposed toremove this project and provided a report by Mark Engineering dated June 2010 The reportsuccessfully demonstrated that this extension was not an eligible Development Charge projectand was subsequently removed from Development Charge By Law Prior to the removal fromthe ByLaw the costs to construct the extension were estimated at2365 million not includingland acquisitions Therefore the cost to undertake this alternative would need to be fundedentirely by the Town or the landowner upon development of the lands

This alternative does not effectively address the current intersection conflicts as a standalonesolution Without the prohibition of truck turning at the subject intersection trucks will be

permitted to continue to turn right as the preferred short route It would be recommended that

upon the Industrial Road extension project being moved forward that a prohibition for certain

Report ENG201108

March 7 2011Page 6 of 7

truck turning movements also be given consideration at the Queen and Mill Streets intersection

The turning prohibition would effectively redirect truck traffic to the signalized intersection at

County Road 14Nolan Road and County Road 10 and back out of the community


CONCLUSION

The ultimate longterm solution to address truckturning movements at the intersection of Queen

Street and Mill Street would be the implementation and construction of the County Road 10 By

pass around Tottenham However the County has not undertaken actions to initiate that project

Accordingly the County of Simcoe could be requested by Council to initiate actions to move this

project forward

As described above in Alternative No3 Staff has identified a short term solution to address the

safety concerns involving the encroachment of rightturn truck movements onto the sidewalk at

the intersection of Queen Street and Mill Street by the installation of two 2 bollards

immediately behind the curbline This alternative provides physical protection of pedestriansand property by effectively eliminating the ability of trucks to mount the curb and encroach onto

the sidewalk The installation of the bollards could be completed in a timely manner

Staff would continue to monitor the traffic operations of the intersection following the installation

of the bollards to identify if any new negative impacts have been introduced with the installations

and to further observe the traffic patterns at the intersection


The estimated cost to supply and install two 2 bollards as described in Alternative No3 would

be approximately9000 Currently there is no 2011 Capital or Maintenance budget item for

this work

The funds could be included in the 2011 Capital Budget with the funding source being the Tax

Rate Stabilization Reserve

Respectfully submitted Reviewe

Frank Craparotta CET Rick Vatri CET

Engineering Coordinator Manager of Engineering

Financial considerations reviewed by

rr

ark Sirr

Treasurer Manager of Finance


Attachment 1 Location Plan

Attachment 2 Report TS200401

Attachment 3 Report PW200336

Attachment 4 Stop Bar and Parking Location Sketch

Attachment 5 Proposed Bollard Detail

Attachment 6 Conceptual Bollard Location

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Attachment 2


AUGUST 16 2004

REPORT TS 200401

Tottenham Truck Traffic Issues

OBJECTIVE

The purpose of this report is to provide Council with the results of the review of the truck traffic issues

in Tottenham and seek direction on whether the suggested truck prohibitions and improvementsshould be carried out

BACKGROUND

At the February 2d 2004 Council Meeting staff were directed to arrange a meeting with the Countyof Simcoe Councillor Aldridge Councillor Prothero Councillor Norcross Mayor MacEachern and

Deputy Mayor Milne to discuss concerns with respect to the volume of traffic travelling through

Beeton and Tottenham

Mayor MacEachern Councillor Aldridge Councillor Prothero Brendan Holly and Mark Aitken Jim

Hunter and Christian Meile from Simcoe County attended a meeting on March 1 st 2004

County staff had conducted a ByPass Study for the Community of Tottenham in the fall of 2003 and

presented the following items

AADT Traffic Summary for County roads in southeast Simcoe CountyTraffic Summary for the Tottenham area

Individual traffic volume counts

Individual turning movement counts

Based on the Study information County staff indicated that traffic volume does not warrant a by

pass The volume would need to be twice as much The volume of truck traffic passing throughTottenham represents 6 of the total vehicles Members of Council considered the volume of truck

traffic excessive and trucks turning at Mill and Queen Streets is a major problem In addition the

truck traffic can be expected to be much higher during the potato and sod harvesting seasons It

was suggested that trucks passing through Tottenham should be prohibited from doing so and trucksthat are destined for Tottenham businesses mainly Industrial Road should be prohibited from

making turns at Mill and Queen Alternative routes that are efficient would need to be identified It

was decided that County staff would conduct a traffic count that focused on the heavy truck traffic

volumes and destinations

A second meeting on April 1st 2004 to review the results of the heavy truck traffic study was

attended by Mayor MacEachern Deputy Mayor Milne Councillor Aldridge Councillor ProtheroBrendan Holly and Jim Hunter and Chris Dockerty from Simcoe County

Based on the survey the heavy truck traffic volume can be divided into two 2 main groups

a The majority of the heavy trucks plus or minus 70 pass right through Tottenham in a

northsouth direction

J xi N

Report TS 200401

August 16 2004 Page 2

b The remaining heavy truck traffic plus or minus 30 originates at the Industrial park on the

west side of Tottenham

The heavy trucks were identified as coming from the following trucking companies Gibson

Transport One World Logistics Nissin Clark Trucking and potato trucks It was concluded that a

prohibition of through truck traffic be considered and the trucks could be prohibited from making turns

at the intersection of Mill and Queen or at least prohibited from making right turns Alternative

routes for the trucks would need to be established The trucks hauling to Honda could use Highways

50 and 27 The truck companies outlined above would be notified of the Towns intentions and No

Through Truck Traffic signs could be posted at Highway 9 and the 14th Line The truck traffic

originating from or destined to Industrial Road would use the AdjalaTecumseth Townline or the 10th

Sideroad and the 4th Line Ideally all trucks from Industrial road would use the 4th Line west and

Townline however there are three 3 concerns

1 The 4th Line west of Tottenham is in very poor condition and would need to be upgraded at an

estimated cost of 4500002 The Townline is maintained by AdjalaTosorontio and may have to be upgraded to

accommodate heavy truck traffic during half load season

AdjalaTosorontio staff advised that the use of the Townline by trucks has been a contentious

issue for many years and they would not support the Townline being used as a truck bypassroute

3 There is a sight distance problem at the north leg of the intersection of the a Line and

Townline Slow turning trucks from westbound to southbound would be a problem Warning

signs for the southbound motorists and flashing lights would not solve the problem

An alternative would be to have trucks from Industrial road use the 4th Line east and VP Sideroad

south to Highway 9 This has the disadvantage that trucks would be directed along Mill Street East

that presently does not experience heavy truck traffic Some intersection improvement works would

be necessary at the 4th Line and 10th Sideroad however the cost would be minimal There is also a

sight distance concern at the intersection of Highway 9 and 10th Sideroad however it is believed that

this can be overcome with pavement markings that designate a centre truck turning lane on Highway9 MTO concurrence and approval would be required

A combination of the above two 2 alternatives could be considered Truck traffic destined for

Industrial Road could use the Townline and 0 Line east and 10th Sideroad This would overcome

the sight distance problem at the intersection of 4th tine and Townline and would also increase truck

traffic on Mill Street East to a lesser extent Extension of Industrial Road northerly to County Road

14 is identified in the Tottenham Secondary Plan The Development Charge Background Studyestimated the cost to be1021000 Ultimately when this road is constructed it will provide a route

for traffic from the north to access Industrial Road without going through the centre of Tottenham

On May 31 St 2004 a meeting was held with three 3 of the major trucking companies than contribute

to most of the north south through traffic These companies indicated a willingness to cooperate

with the Town by diverting truck traffic away from Tottenham where feasible However most of the

trucks in question are travelling between Schomberg and Alliston Further investigation showed that

some of the trucks from these companies travelling through Tottenham actually originated from the

west and the companies have advised that they have instructed their drivers to use Highway 50

ry

Report TS 200401


Letters were sent to the companies on Industrial Road indicating that the Town is looking at the

feasibility of implementing turning prohibitions at Queen and Mill Streets Based on the responsesthat we received the issues identified are

a There is a school crossing on Mill Street East

b The road grade and the railroad track on Mill Street need to be modified

c The intersection at 10th Sideroad and 4th Line needs to be improved

d The 4h Line needs to be monitored to ensure that it can withstand truck traffic during load

season

At a meeting on July 12 2004 attended by Deputy Mayor Milne Councillor Prothero and Brendan

Holly the above noted issues were discussed

The major trucking companies in the area have diverted long distance truck traffic to routes other

than Tottenham Road however the short haul trips from Schomberg to Alliston continue to use

Tottenham Road Signage could be installed requesting truckers to use alternative routes howevera bypass route in close proximity to Tottenham is not readily available Although from a traffic pointof view the volume of truck traffic can be accommodated within the road geometrics of Tottenham

Road the liveability of the street within the core of Tottenham is impacted significantly AccordinglyCouncillor Prothero recommended that Council be requested to pass a bylaw prohibiting throughtruck traffic on Queen Street in Tottenham The short haul truck traffic trips originating and destinedfor locations outside the Town could use Highway 27 and Highway 50 and the local truck traffic

associated with the agricultural industry would use rural roads outside the Tottenham core to access

the County and Provincial highways

The truck traffic generated by the companies on Industrial road in Tottenham would not be governedby the No Through Truck Traffic prohibition There is a concern with respect to the Industrial Road

truck traffic making right turns at the intersection of Mill Street and Queen Street A turn prohibitionwould detour trucks along Mill Street to the east and southbound trips could use Sideroad 10 to

access Highway 9 however northbound trips would be diverted through Beeton because the 6th and

7th Lines are not considered desirable detour routes for the trucks Diverting trucks through Beeton is

not an acceptable solution The main concern with the trucks turning right is the conflict with

pedestrians especially school children Councillor Prothero has requested that a truck rightturnprohibition be implemented only during the hours when the children are going back and forth to

school

Subsequent to the meeting staff contacted the School Board and they advised that TottenhamPublic School classes start at 855 am and end at 330 pm Lunch is from 1155 am to 1255 pmIt is unlikely that school children would be crossing the intersection during the lunch period becauseof its distance from the school A truck turning prohibition could be implemented between 800 am

900 am and 330 pm 500 pm The companies would have to schedule their truck trips toaccount for this turning prohibition

In addition to the abovenoted truck traffic prohibitions pedestrian safety bars could be installed

along the curb line of the northwest and southwest corners of the Mill Street and Queen Streetintersection This would help prevent school children from stepping onto the roadway except at the

proper crossing location at the intersection where warning signs would be installed to caution

pedestrians about the truck traffic

Report TS 200401


At the July 26 2004 Council meeting staff was directed to

provide a report to the August 16 2004 Committee of the Whole meeting with respect to

truck traffic in downtown Tottenham

Accordingly this report has been prepared and staff is seeking direction from Council with respect to

Prohibiting truck traffic on Queen Street in Tottenham

Prohibiting right turns at the intersection of Queen Street and Mill Street between 800 am

900 am and 330 pm 500 pm

Installing pedestrian safety bars at the northwest and southwest comers of Mill Street and

Queen Street

The suggested prohibitions will impact how the business on Industrial road and trucking companiesconduct business

Residents and business owners on Mill Street East and the residential subdivisions off Mill Street will

be concerned about truck traffic that they currently dont experience If the prohibitions are

implemented we can expect complaints from residents especially with respect to the school crossing

on Mill Street East


The estimated cost of installing truck prohibition signage including large information signs at Highway

9 and 14h Line is 500000 The estimated cost to install pedestrian safety bars at the northwest and

southwest corners of Mill Street and Queen Street is 800000

This project is not included in the approved 2004 Capital Budget Accordingly if Council wishes to

proceed with the project in 2004 a funding source would have to be identified such as the Tottenham

Core Parking Capital Project ENG112004 a copy of the Capital Project detail sheet is included as

Attachment 1 to this report

R M ND TION

Should Council considerate it in the best interest of the Town that

A Truck Prohibition be implemented on Queen Street in Tottenham

A RightTum Truck Prohibition be implemented at the intersection of Mill Street and Queen

Street in TottenhamPedestrian Safety Bars be installed on the northwest and southwest comers of Mill Street and

Queen Street in Tottenham then the following resolution could be passed

That the necessary bylaw be passed prohibiting through tractor trailer truck traffic on Queen Street

in Tottenham within the Tottenham community urban area and that advisory signs be posted at

Highway 9 14th Line 5h Line and 3ro Line of New Tecumseth

And that the necessary bylaw be passed prohibiting tractortrailer rightturns at the northwest and

southwest comers Mill Street and Queen Street in Tottenham

Report TS 200401


And that staff be authorized obtain quotes and install pedestrian safety bars at the northwest and

southwest corners of Mill Street and Queen Street in Tottenham as described in Report TS 2004

01 at an estimated cost of800000 with funding coming from the 2004 Capital Budget ENG11

2004 Tottenham Core Parking


Brendan HollyDirector of Technical Service Deputy CAO

Attachment

1 Capital Project detailed sheet ENG112004 Tottenham Core Parking

committee of Whole

RecommendationQ 9N

Council

Motion

CommenVAction

81 a

REPORT PW200336

Attachment 3

PUBLIC WORKS DEPARTMENT

DATE May 26 2003

TO Mayor Keogh and Members of Council

SUBJECT Tottenham Traffic Issues

OBJECTIVE

To update Council on the status of traffic issues in Tottenham raised by the Tottenham

Public Safety Committee

BACKGROUND

Council received correspondence from the Tottenham Public School Safety Committee

who expressed concerns with traffic issues in Tottenham and this report is being

brought forward as to where staff are with the issues


Staff has met with the County Engineer to discuss the Tottenham traffic issues

specifically with Tottenham Road improvements Traffic reports and traffic counts and

the study of a Tottenham bypass

The County Engineer indicated that he would review their records and give the Town

staff copies of traffic reports they have and the traffic counts that were taken To date

staff has not received the information As there have been numerous staff changes at

the County staff will continue to try to obtain this information

The County Engineer also stated that an Environmental Study would need to be

undertaken if a bypass is to be looked at for the community of Tottenham If Council

wishes to pursue this then Council would need to pass amotion requesting the Countyto commence a bypass study of Tottenham Staff are in agreement with the direction

the County Engineer gave since the Tottenham Road is a County jurisdiction Other

traffic issues for the Tottenham Road have been raised by other committees and the

bypass study should address these such as the truck turning at the Mill Street Queen

Street intersection

Staff also met with the OPP and the School Board representatives and the Tottenham

Public School Safety Committee to deal with safety concerns around the school The

meeting was very constructive on how The Town OPP and school can try to create a

safer environment for school children in the area of the school The safety concerns for

the school were around the following times 830 930 am 300 400 pm The

Safety Committee will work with the parents as to children pickup of their children and

also work with the bussing company on how the busses will pick up the children

2

PW200336

The solutions will be monitored and a meeting will be setup for fall to see if additional

changes are needed


NA

RECOMMENDATION

THAT the Council of the Town of New Tecumseth request the County of 5imcoe to

undertake a bypass study for the community of Tottenham

Prepared by

4rgGrootDirectorof Public Works

Council Meeting

Action Taken Q File Motion 2W32 79

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Attachment No 4 Stop Bar and Parking Location Sketch

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CURRENT STOP BAR LOCATION

SET BACK 10Om FROM FROM hINTERSECTION

ALL THE REST ARE SET BACK10mFROM THE INTERSECTION

RELOCATION OF STOP BAR57 METERS FURTHER BACK

FROM CURRENT LOCATION

THIS PARKING SPACE

APPROX 60 m WOULDHAVE TO BE ELIMINATED

TO PROVIDE RIGHTTURN QUEUING LANE FOR

VEHICLES

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Q TRAFFIC SIGNAL

PROPOSED BOLLARD

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SOUTHWEST QUADRANT OF QUEEN AND MILL STREETS INTERSECTION

CONCEPTUAL LAYOUT OF PROP05ED 50LLARD5 DATE 28021 1

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MARCH 7 2011

REPORTFIN201107

GRANT THORNTON LLP REPORT TO COUNCIL INITIAL COMMUNICATION ON

AUDIT PLANNING

RECOMMENDATION

That Report FIN201107be received

OBJECTIVE

To present to Council the Grant Thornton document titled Report to Council Initial

Communication on Audit Planning for the year ending December 31 2010

BACKGROUND

On October 11 2005 Council appointed by bylaw the firm of Grant Thornton Chartered

Accountants and Management Consultants as the Auditors for the Town and its local Boardsfor the fiscal years 2005 to 2009 inclusive On June 28 2010 Council extended the

appointment by bylaw for the fiscal year 2010

As part of the normal audit process representatives from Grant Thornton communicate to

Council regarding the audit and nonaudit services provided to the Town


The Grant Thornton document entitled Report to Council Initial Communication on Audit

Planning is attached Attachment 1 The document provides information regarding effective

governance auditor independence audit approaeh the audit team timetable and fees Thedocument also provides information regarding current accounting developments

Michael Bunn Principal of Grant Thornton will be in attendance at the March 7 2011 meetingto provide an overview of the document and to answer any questions Council may have


The Audit fees as outlined on the Fee Schedule page of the Grant Thornton report have beenincluded within the applicable 2010 operating budgets

ReportFIN201107


Respectfully submitted Reviewed by

AA L

J orbeil Mark R Sirr

Deputy Treasurer TreasurerManager of Finance

Attachment 1 Report to Council Initial Communication of Audit Planning

Gr ntThorntor

Report to Council Initial

communication on audit planningThe Corporation of the Town of New Tecumseth

For the year ended December 31 2010

Granffhornton

Grant Thornton LLP

Suite 3006 West Street N

February 25 2011 589NT 7N 327805F 7N 320637wwwGraniThomtanca

To the members of Council of

The Corporation of the Town of New Tecumseth

Were pleased to enclose our Report to Council Initial communication on auditplanning The purpose

of this document and our upcoming meeting to discuss its content is to initiate effective two

way communication with you regarding out financial statement audit engagement of The

Corporation of the Town of New Tecumseth the Town for the year ending December 312010 This communication will assist Council in understanding the terms of the audit

engagement our proposed audit strategy and the level of responsibility assumed by Grant

Thornton LLP under Canadian auditing standards CASI

This communication has been prepared to comply with the requirements outlined in CAS 260

Communication with those Charged with Gopernance The information in this document is intended

solely for the information and use of Council and management It is not intended to be

distributed or used by anyone other than these specified parties

If you have any particular comments concerns or additional expectations that may require us to

undertake additional work over and above that which is currently contemplated please do not

hesitate to raise them at our scheduled meeting

Yours sincerelyGrant Thornton LLP

zip

Michael Bunn CA

Principal

AuditTo AdWsMCvanl Thambn LLP A Canalim Mn c Want mmbn inlemwdUd

Contents

Page

The Corporation of the Town of New Tecumseth Environmental scan changes in businessregulations and standards 1

Achieving effective governance 3

Quality assurance independence and communication 4

Our audit approach 5

Client service team 9

Audit timetable 10

Fee schedule 11

Appendix A Audit engagement letter 12

Appendix B Accounting developments 21

Appendix C Auditing developments 22

Appendix D Letter of independence 28

Report to Council Initial communication on audit planning 1



The Corporation of the Town of New

Tecumseth Environmental scan changes in

business regulations and standards

The following is a summary of recent changes to the Townsbusiness environment and relevant

accounting and auditing standards We have considered these factors in preparing the 2010 audit

plan for The Corporation of the Town of New Tecumseth

We consider all relevantfactors when preparingan audit plan Townspecific changesspecifically tailored to As part of our audit planning we have discussions with management and staff in various departmentsyour municipality

to determine if there have been any significant changes that would impact our audit approach We

noted no significant changes in the processing of revenues employee compensation and operating

expenses Our planning for the other audits performed as part of our contract with the Town did not

identify any other significant matters impacting our approach for the 2010 audit of the Town

Broader business environment

The global economic downturn continues and it has adversely affected debt and equity markets

resulting in a general weakening of the economy Difficult economic times raise operating and financial

concerns for entities coping with tighter credit markets and heightened external scrutiny Even with

some positive economic news over the past year suggesting a modest recovery is underway majorbanks have been reluctant to raise interest rates significantly suggesting that economists and policymakers around the globe remain cautious on the pace of worldwide economic recovery These risks are

taken into consideration when we plan and execute your audit

Canadian standards in transition

Accounting standards

Accounting standards issued by the Accounting Standards Board which may affect your business for

the current and future years include

a PS 3800 Government Assistance

9 PS 3510 Tax Revenue

a PS 3410 Government Transfers

Report to Council Initial communication on audit planning 2The Corporation of the Town of New TecumsethFor the year ended December 31 2010

Further detail of the changes to accounting standards including managements preliminary comments

on their applicability to The Corporation of the Town of New Tecumseth are included in Appendix B

If you have any questions about these changes we invite you to raise them during out meeting We will

be pleased to address your concerns

Auditing standards

The Auditing and Assurance Standard Board AASB has adopted the International Standards on

Auditing 1SAs as Canadian Auditing Standards CASs These CASs are in effect for The Corporationof the Town of New Tecumseth for the year ended December 31 2010 Our audit plan and resultingaudit strategy comply with the new CASs and as a result you may note a change in our audit proceduresrelated to group audits auditing estimates use of experts and communications with those charged with

governance The most significant change is the wording of our standard report and when we date the

audit report

Auditing standards issued by the AASB that may change the nature timing and extent of our audit

procedures on The Corporation of the Town of New Tecumseth and our communication with those

charged with governance include

CAS 210 Agreeing the Terms of Audit EngagementsCAS 250 The Auditors Responsibilities Relating to Laws and Regulations in an Audit of

Financial Statements

CAS 260 Communication with Those Charged with Governance

CAS 501 Audit Evidence Regarding Specific Financial Statement Account Balances and

Disclosures

CAS 505 External Confirmations

CAS 540 Auditing Accounting Estimates Including Fair Value Accounting Estimates and

Related Disclosures

CAS 560 Subsequent Events

CAS 570 Going Concern

CAS 580 Written RepresentationsCAS 700 The Independent Auditors Report on General Purpose Financial Statements

CAS 705 Modifications to the Opinion in the Independent Auditors ReportCAS 706 Emphasis of Matter Paragraphs and Other Matter Paragraphs in the IndependentAuditors ReportCAS 710 Comparative Information Corresponding Figures and Comparative Financial

Statements

Further detail of the changes to auditing standards including managements preliminary comments on

their applicability to The Corporation of the Town of New Tecumseth are included in Appendix C If

you have any questions about these changes we invite you to raise them during our meeting We will be

pleased to address your concerns




Achieving effective governance

There are several fundamental components of effective governance Council plays a key tole in

achieving strong governance particularly with respect to financial reporting

Roles in ensuring strong financial reportingCouncil helps set the

Role of Council a Help set the tone for the organization by emphasizing honesty ethical behaviour and fraudtone for the organization

preventionby emphasizing honestyethical behaviour and a Oversee management including ensuring that management establishes and maintains Internal

fraud prevention controls to provide reasonable assurance regarding reliability of financial reporting

e Approve the nomination and compensation of external auditors

e Directly oversee the work of the external auditors including reviewing discussing and approvingaudit plan

e Review and approve annual financial statements

Role of a Prepare financial statements in accordance with an appropriate Financial Reporting Framework

management a Design implement and maintain effective internal controls over financial reporting processes

e Exercise sound judgment in selecting and applying critical accounting principles

e Safeguard assets

e Prevent detect and correct errors

e Provide representations to external auditors

e Assess quantitative and qualitative impact of misstatements discovered during the audit on fair

presentation of the financial statements

e Certify disclosures in annual and interim filings

Role of Grant a Provide an audit opinion that the financial statements are in accordance with an appropriate and

Thornton LLP recognized Financial Reporting Framework

e Conduct our audit in accordance with Canadian Auditing Standards

e Maintain independence and objectivity

e Be a resource to Council and management

e Implement and effective two way communication process that reports matters of interest to

council and obtains input from the committee on audit risk matters


Quality assurance independence and

communication

Grant Thornton LLP hasQuality assurance

a robust quality control Grant Thornton LLP has a robust quality control program that forms a core part of our client service

program We combine internationally developed audit methodology advanced technology rigorous review

procedures mandatory professional development requirements and the use of specialists to deliver

high quality audit services to our clients In addition to our internal processes we are subject to

inspection and oversight by standard setting and regulatory bodies We are proud of our firms

approach to quality assurance and would be pleased to discuss any aspect with you at your convenience

IndependenceWe have a rigorous process where we continually monitor and maintain our independence We are

required to communicate this annually to The Corporation of the Town of New TecumsethsCouncil

in writing and have attached our letter of independence as Appendix D The process of maintaining our

independence includes but is not limited to

Identification of threats to our independence and putting into place safeguards to mitigate those

threats For example we evaluate the independence threat of any nonaudit services provided to The

Corporation of the Town of New Tecumseth and

Confirming the independence of our engagement team members

Communication with Council

Throughout the audit Effective and purely communication is key to quality service In conducting our audit we willprocess we encourage

communicate frequently with Council so that issues and concerns are addressed in a timely andCouncil to contact us if Ythere are any questions productive manner We also require Councils input and perspective on various risk assessment mattersor concerns

such as fraud risk compliance with laws and regulations and we welcome Councilsview on the Towns

system of internal controls

We encourage the members of Council to contact us at any time if questions or concerns arise

Report to Council initial communication on audit planning 5



Our audit approach

An understanding of the Town and your business drives the Grant Thornton LLP audit approach The

audit methodology is risk based and specifically tailored to The Corporation of the Town of New

Tecurnseth as depicted below

oil P0iek peg

Our tailored audit approach results in procedures designed to respond to an identified risk The greaterthe risk of material misstaternent associated with the account transaction or balance the greater audit

emphasis placed in terms of audit verification and analysis


Other communications

As a result of our audit process we will communicate in our results report information on the

following matters

Misstatements other than trivial errors

Fraud

Misstatements that may cause future financial statements to be materially misstated9 Illegal or possibly illegal acts other than those considered inconsequential and

Material weaknesses and significant deficiencies in internal control over financial reporting

Internal control

Our audit includes gaining an understanding of The Corporation of the Town of New Tecumsethsinternal control over financial reporting Our understanding will focus on processes associated with theidentified financial statetnent risk areas see below The audit team uses this understanding to

determine the nature extent and timing of our audit procedures

Our understanding may also result in valuable internal control findings for your consideration Pleasenote that the objectives of a financial statement audit are different from fiduciary control objectivesTherefore management and Council cannot rely on our findings to discharge their responsibilities inthis area

Risk assessment

Our risk assessment process has identified the following areas where we will focus our attention

Risk area Planned audit proceduresPurchases and payables Analytical assessment of expenses based on expectations

Review supporting documentation and managementestimates with respect to the completeness and accuracy of

significant yearend accruals

Taxation Recalculation of the net tax revenues based on verifiedassessment rolls and approved tax rates

Confirmation and review of subsequent receipts of taxesreceivables as at December 31 2010 statistical sampleAssess valuation of the net accounts receivable byexamining support for the value of underlying property

Provision for employee benefits Review assumptions used by managementTest supporting documentationie actuarial valuationsrelating to the various amounts and disclosures

Commitments and contingencies Verify accuracy and reasonableness of amounts anddisclosures with reference to correspondence with lawyersexamination of supporting documentation and discussionswith management

MaterialityThe purpose of our audit is to provide an opinion as to whether your financial statements present fairlyin all material respects the financial position results of operations and cash flows in accordance withCanadian accounting standards for public sector entities as of December 31 2010 Thereforemateriality is a critical auditing concept and as such we apply it in all stages of the engagement




Applying the concept of materiality at the planning and execution stage of the engagement recognizes

that the audit team cannot verify every balance transaction or judgment made in the financial reporting

process During audit planning we make a preliminary assessment of materiality for purposes of

developing our audit strategy including determining the extent of our audit procedures During the

completion stage we consider not only the quantitative assessment of materiality but also qualitative

factors in assessing the impact on the financial statements our audit opinion and the matters reported

to Council

Fraud considerations

We are responsible for planning and performing the audit to obtain reasonable assurance as to whether

the financial statements are free of material misstatement caused by error or by fraud Our audit

procedures comply with the requirements of CAS 240 Auditors Responsibility Relatin to Fraud in an Audit

Fraud can occur In ofFinancial Statements CAS 240 heightens the auditors awareness of the potential for fraud when

any company atplanning and executing audits and it emphasizes the need for professional scepticism during the audit

anytime and can

be perpetrated by In addition the auditing standard requires us to communicate with you on matters related to fraud

anyone including obtaining your perspective on the risk of fraud within the company and whether you are

aware of or suspect any fraudulent activity If our audit procedures identify fraud or we suspect fraud

we will report such matters to you

The following provides a summary of some of the fraudrelated procedures we plan to perform during

the audit

Discuss amongst the engagement team where the financial statements may be susceptible to material

misstatement due to fraud

Gather information to identify the risks of material misstatement due to fraud including our

understanding of internal control and making detailed inquiries of senior management and Council

Using the information gathered in our risk assessment process

Use of expertsWe intend to use the work of experts for the following

Future employee benefits

Client assistance and readiness

Client assistance and readiness are integral to the successful meeting of our targeted report release date

As presented further below it is also critical in meeting our agreed fee To facilitate the communication

process we have provided management with a letter detailing expected assistance and the critical

milestone dates


The Corporation of the Town of New TecumsethFor the year ended December 31 2010

Deliverables

We are committed to We are committed to executing our audit in a most effective efficient and timely manner We willexecuting our audit in a

provide the following deliverables to Councilmost effective efficient

and timely manner

r Initial communication on audit planningAudit report on the financial statements of The Corporation of the Town of New Tecumseth

Communication of audit results and

Management letter that provides our observations and recommendations regarding internal controls

based on matters identified during the course of our audit

Report to Council initial communication on audit planning 9

The Corporation of the Town of Now Tecumseth

For the year ended Oecember 31 2010

Client service team

We have assembled a team of outstanding professionals to demonstrate out commitment to quality and

service to The Corporation of the Town of New Tecumseth

Engagement member Role Phone Email

Michael Bunn Engagement lead 7057973012 mbunn rantthomtQnCa

Jennifer Man Audit manager 7057972997 4manftrantthorntonca

Thomas Turnbull Audit senior 7057972999 tturnbuIIM arantthorntonca

Report to Council Initial communication on audit planning 10The Corporation of the Town of New TerumsethFor the year ended December 31 2010

Audit timetable

Week of January 3 Audit planning2011

Week of January 10 Interim visit2011

December 31 2010 Date for all confirmations including bank accounts receivable etc

March 7 2011 Meeting with Committee of the Whole and presentation of Report to Council InitialCommunication on Audit Planning

Weeks of March 21 Yearend visitand 28 2011

April2011 Preliminary clearance to be provided on draft consolidated financial statements

May2011 Meeting with Committee of the Whole and presentation of Report to Council Communication oAudit Results




Fee schedule

Current periodOur approach to dealing Service proposedestimated Prior period actual fees

with fees is to avoid fees

surprises Town of New Tecumseth 33000 31300

New Tecumseth Public Library 4500 5900

Alliston Downtown Improvement Area Board 700 800

Beeton Tottenham Improvement Area Board 700 800

New Tecumseth Improvement Society 1000 800

Gas Tax Compliance Audit 950 900

Total before applicable taxes 40850 40300

before applicable taxes

Fee proposal considerations

Upfront and periodic discussions are central to our approach in dealing with fees Our goal is to avoid

surprises by having early and frank communication We wish to provide The Corporation of the Town

of New Tecumseth with a competitive price and fair value while also allowing sufficient audit hours to

conduct an effective audit and deliver quality service

We have established a proposed fee for the audit for the year ended December 31 2010 that is based

on the level of activity and the anticipated complexity of the audit of the The Corporation of the Town

of New Tecumseths financial statements

The proposed fee is based on receiving the following from management

Draft financial statements including the notes to the financial statements

All working papers and schedules as outlined in our requirements letter

Trial balance together with reconciled control accounts

All books and records made available to us when requested and

Use of the Towns staff to help us locate information and provide explanations

Our ability to deliver the services outlined in the agreed timetable and our proposed fee will depend

upon these schedules being availabletasks being completed by the due dates If there are any variances

to the above plan we will discuss them with you and agree to any additional fees before costs are

incurred wherever possible

Any unforeseen work outside the scope of this proposal will be billed separately after discussion with

appropriate Town officials andor Council


Appendix A Audit engagement letter

January 10 2011


PO Box 910

Alliston Ontario

L9R 1A1

Attn Mark Sirr Theresa Caron

Dear Six Madam

Thank you for reappointing Grant Thornton LLP as auditors of The Corporation of the Town of New

Tecumseth the Town for the year ending December 31 2010

Objective scope and limitations

You have requested that we audit the consolidated financial statements of the Town which comprisethe consolidated statement of financial position as at December 31 2010 and the consolidated

statements of operations and accumulated surplus change in net financial liabilities and cash flows for

the year then ended and a summary of significant accounting policies and other explanatoryinformation We are pleased to confirm our acceptance and our understanding of this auditengagementby means of this letter Our audit will be conducted with the objective of our expressing an opinion on

the consolidated financial statements

The audit will not be planned or conducted in contemplation of reliance by any third party or with

respect to any specific transaction Therefore items of possible interest to a third party will not be

specifically addressed and matters may exist that would be assessed differently by a third party possiblyin connection with a specific transaction

Our responsibilities

We will perform the audit in accordance with Canadian generally accepted auditing standards Thesestandards require that we comply with ethical requirements and plan and perform the audit to obtain

reasonable assurance about whether the consolidated financial statements are free from material

misstatement An audit involves performing procedures to obtain audit evidence about the amounts

and disclosures in the consolidated financial statements The procedures selected depend on the




auditors judgment including the assessment of the risks of material misstatement of the consolidated

financial statements whether due to fraud or error An audit also includes evaluating the

appropriateness of accounting policies used and the reasonableness of accounting estimates made by

management as well as evaluating the overall presentation of the consolidated financial statements

Because of the inherent limitations of an audit together with the inherent limitations of internal

control there is an unavoidable risk that some material misstatements may not be detected even

though the audit is properly planned and performed in accordance with Canadian generally accepted

auditing standards

In making our risk assessments we consider internal control relevant to the Towns preparation of the

consolidated financial statements in order to design audit procedures that are appropriate in the

circumstances but not for the purpose of expressing an opinion on the effectiveness of the Towns

internal control However we will communicate to you in writing concerning any significant

deficiencies in internal control relevant to the audit of the consolidated financial statements that we

have identified during the audit

Managements responsibilitiesOur audit will be conducted on the basis that management and where appropriate those charged with

governance acknowledge and understand that they have responsibility

a For the preparation and fair presentation of the consolidated financial statements in accordance

with Canadian generally accepted accounting principles for local governments as recommended by

the Public Sector Accounting Board PSAB

b For such internal control as management determines is necessary to enable the preparation of

consolidated financial statements that are free from material misstatement whether due to fraud or

error and

c To provide us with

i Access to all information of which management is aware that is relevant to the preparationof the consolidated financial statements such as records documentation and other matters

ii Additional information that we may request from management for the purpose of the audit

and

iii Unrestricted access to persons within the Town from whom we determine it necessary to

obtain audit evidence

As part of our audit process we will request from management written confirmation concerning

representations made to us in connection with the audit Those representations will include

Financial statements

a communicating that all responsibilities as set out in the terms of this engagement letter for the

preparation of the consolidated financial statements in accordance with Canadian generally

accepted accounting principles for local governments as recommended by the Public Sector

Accounting Board PSAB in particular the consolidated financial statements are fairly presented

Report to Council Initial communication on audit planning 14The Corporation of the Town of Now TecumsethFor the year ended December 31 2010

b communicating belief that significant assumption used in making accounting estimates includingthose measured at fair value are reasonable

c acknowledging that all events subsequent to the date of the consolidated financial statements and

for which Canadian generally accepted accounting principles for local governments as

recommended by the Public Sector Accounting Board PSAB require adjustment or disclosure

have been adjusted or disclosed

Completeness of information

d providing us with and making available complete financial records and related data and copies of

all minutes of meetings of council members and committees of members

e acknowledging that all transactions have been recorded and are reflected in the consolidated

financial statements

f providing us with information relating to any known or probable instances ofnoncompliance with

legislative or regulatory requirements including financial reporting requirements

g providing us with information relating to any illegal or possibly illegal acts and all facts related

thereto

h acknowledging that all related party relationships and related party transactions have been

appropriately accounted for and disclosed in accordance with the requirements of Canadian

generally accepted accounting principles for local governments as recommended by the Public

Sector Accounting Board PSAB

Fraud and error

i the design and implementation of internal controls to prevent and detect fraud and error

j an assessment of the risk that the consolidated financial statements may be materially misstated as a

result of fraud

k providing us with information relating to fraud or suspected fraud affecting the Town involving

i managementii employees who have significant roles in internal control or

iii others where the fraud could have a material effect on the consolidated financial statements

1 providing us with information relating to any allegations of fraud or suspected fraud affecting the

Towns consolidated financial statements communicated by employees former employees analystsregulators or others

in communicating its belief that the effects of any uncorrected financial statement misstatements

aggregated during the audit are immaterial both individually and in the aggregate to the

consolidated financial statements taken as a whole

Recognition measurement and disclosure

n providing us with its assessment of the reasonableness of significant assumptions underlying fair

value measurements and disclosures in the consolidated financial statements

o providing us with any plans or intentions that may affect the carrying value or classification of

assets or liabilities




p providing us with an assessment of all areas of measurement uncertainty known to management

q providing us with information relating to claims and possible claims whether or not they have been

discussed with the Towns legal counsel

r providing us with information relating to other liabilities and contingent gains or losses includingthose associated with guarantees whether written or oral under which the Town is contingentlyliable

s providing us with information on whether or not the Town has satisfactory title to assets liens or

encumbrances on assets and assets pledged as collateral

t providing us with information relating to compliance with aspects of contractual agreements that

may affect the consolidated financial statements

u providing us with information concerning subsequent events and

Written confirmation of significant representationsv providingus with written confirmation of significant representations provided to us during the

engagement on matters that are

i directly related to items that are material either individually or in the aggregate to the

consolidated financial statements and

ii not directly related to items that are material to the consolidated financial statements but are

significant either individually or in the aggregate to the engagement

Management agrees to make available draft consolidated financial statements including appropriatenote disclosures and any accompanying other information in time to allow for the audit to be

completed within the proposed timeframe In addition management agrees to inform us of any factors

or circumstances that come to their attention during the period from the date of the auditors report to

the date financial statements are issued that may impact the consolidated financial statements includingtheir disclosures

It is agreed that for any electronic distributionof your consolidated financial statements au omreportthereon management is solely responsible for the accurate and complete reproduction of the

consolidated financial statements and our report thereon

While the report may be sent to the Town electronically by us for your convenience only the signed

electronically or manually report constitutes the Towns record copy

If management intends to publish or otherwise reproduce our report or otherwise make reference to

Grant Thornton LLP in a document that contains other information management agrees to a

provide Grant Thornton with a draft of such document to read and b obtain our approval for

inclusion of our report before the document is finalized and distributed Management also agrees that

if our name is to be used in connection with the consolidated financial statements it will attach our

auditors report when distributing the consolidated financial statements to third parties

We look forward to full cooperation from your staff during our audit


Nonaudit services directly related to the audit

We will assist management in the preparation of the consolidated financial statements Howevermanagement remains responsible for the preparation and fair presentation of the Townsconsolidatedfinancial statements in accordance with Canadian generally accepted accounting principles for local

governments as recommended by the Public Sector Accounting Board PSAB

ReportingUnless unanticipated difficulties are encountered our report will be substantially in the following form

INDEPENDENT AUDITORS REPORT

To the Mayor Members of Council Inhabitants and Ratepayers of


We have audited the accompanying consolidated financial statements of The Corporation of

the Town ofNewTecumseth which comprise the consolidated statement of financial

position as at December 31 2010 the statements of operation and accumulated surplus cash

flows and changes in net financial liabilities for the year then ended and a summary of

significant accounting policies and other explanatory information

Managements Responsibility for the Financial Statements

Management is responsible for the preparation and fair presentation of these consolidated financialstatements in accordance with Canadian generally accepted accounting principles for local

governments as recommended by the Public Sector Accounting Board PSAB and for suchinternal control as management determines is necessary to enable the preparation of financialstatements that are free from material misstatement whether due to fraud or error

Auditors ResponsibilityOur responsibility is to express an opinion on these consolidated financial statements based on our

audit We conducted our audit in accordance with Canadian generally accepted auditing standardsThose standards require that we comply with ethical requirements and plan and perform the auditto obtain reasonable assurance about whether the financial statements are free from materialmisstatement

An audit involves performing procedures to obtain audit evidence about the amounts anddisclosures in the financial statements The procedures selected depend on the auditors judgmentincluding the assessment of the risks of material misstatement of the financial statements whetherdue to fraud or error In making those risk assessments the auditor considers internal controlrelevant to the Townss preparation and fair presentation of the financial statements in order to

design audit procedures that are appropriate in the circumstances but not for the purpose of

expressing an opinion on the effectiveness of the Towns internal control An audit also includes

evaluating the appropriateness of accounting policies used and the reasonableness of accountingestimates made by management as well as evaluating the overall presentation of the financialstatements

We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basisfor our audit opinion




OpinionIn our opinion the consolidated financial statements present fairly in all material respects the

financial position of The Corporation of the Town of New Tecumseth as at December 31 2010and its financial performance and its cash flows for the year then ended in accordance with

Canadian generally accepted accounting principles

AuditorssignatureDate of the auditors reportAuditors address

The form and content of our report may need to be amended in the light of our audit findings

Other services

Any additional services that you may request and we agree to provide will be the subject of separate

written arrangements

Other matters

Privacy and confidentialityGrant Thornton is committed to the protection of personal information During the course of

planning performing and reporting on the results of our audit of the Townsconsolidated financial

statements partners and employees assigned to this engagement will need to obtain use and disclose

personal information in the possession of or under the control of the Town The Town is responsiblefor obtaining when required under law or regulation consent from those parties that provided the

Town with their personal information for Grant Thornton to obtain use and disclose it for its required

purposes

When a provincial institute is entitled to access to our working papers or otherworkproduct relating to

your affairs we will use all reasonable efforts to refuse access to any document over which you have

expressly informed us that you assert privilege except where production is required by law or requested

by a provincial Institute of Chartered Accountants pursuant to its statutory authority You must mark

any document over which you assert privilege as privileged Any legal or otheroutofpocket expense

incurred by us in asserting privilege on your behalf will be for your account

We may also be required to provide information relating to our fees for audit services and you also

consent to us providing this information

Use of thirdparty service providersGrant Thornton may use thirdparty service providers such as independent contractors specialists or

vendors to assist in providing our professional services The partners and staff of Grant Thornton

International Ltd GTIL member firms or other accounting firms are thirdparty service providers


Use of electronic communications

During the course of our engagements we may need to electronically transmit confidential

information to each other and to outside specialists or other entities engaged by either Grant Thorntonor the Town Electronic methods include telephone cell phones email and fax These technologiesprovide a fast and convenient way to communicate However all forms of communications have

inherent security weaknesses and the risk of compromised confidentiality cannot be eliminated TheTown agrees to the use of electronic methods to transmit and receive information

Working papersreportsAll materials reports and work created developed or performed by Grant Thornton including its

working papers during the course of the audit are the property of Grant Thornton

Fees and expenses

Any fee estimates by Grant Thornton LLP take into account the agreedupon level of preparation andassistance from your personnel and others such as specialists internal auditors and secondary auditors

upon whom we plan to rely if any Grant Thornton undertakes to advise management on a timelybasis should this preparation and assistance not be provided or should any other circumstances arisewhich cause fees to exceed our estimates Bills will be rendered on a regular basis as the engagementprogresses Accounts are due when rendered

We retain the right to suspend or terminate our service in the event ofnonpayment and you will be

obligated to compensate us for all time expended and to reimburse us foroutofpocket expensesthrough the date of terniination

Interest on overdue accounts

All accounts outstanding over 30 days will be charged interest at the rate of15per month 18 perannum until paid

Taxes

All fees and other charges do not include any applicable federal provincial or other goods and servicesor sales taxes or any other taxes or duties whether presently in force or imposed in theFuture Anysuch taxes or duties shall be identified and charged separately on our billings

Other

If in our opinion out professional obligations require it we may resign from the engagement prior to

completion Should the Town not fulfill its obligations set out herein and in the absence ofrectification by the Town within 10 days Grant Thornton upon written notice to you may terminate its

performance and will not be responsible for any loss cost or expense resulting from such earlytermination




Limitation of liabilityIn any action claim loss or damage arising out of the engagement the Town agrees that Grant

Thorntons liability will be several and not joint and several and the Town may only claim payment

from Grant Thornton of Grant Thorntons proportionate share of the total liability based on degree of

fault Any action against Grant Thornton must be commenced on or before the date which is the

earlier of i eighteen months from the date on which our audit report is provided to you and ii the

date by which an action must be commenced under any applicable legislation other than limitation

legislation In no event shall Grant Thornton be liable to the Town whether the claim be in tort

contract or otherwise for an amount in excess of the professional fees paid by the Town for this

engagement In no event shall Grant Thornton be liable to the Town whether a claim be in tort

contract or otherwise for any consequential indirect lost profit or similar damages or failure to realize

expected savings

Grant Thornton will use all reasonable efforts to complete within any agreed upon timeframe the

performance of the services described above However Grant Thornton shall not be liable for failures

or delays in performance that arise from causes beyond its control including the untimely performance

ornonperformance by the Town of its obligations

Governing law

This engagement will be governed by the laws of Ontario The Town and Grant Thornton LLF agree

to submit any unresolved dispute or any litigation arising as a result of or in relation to this letter to the

exclusive jurisdiction of the Courts of Ontario

Survival of terms

This engagement letter will continue in force for subsequent audits unless terminated by either party by

written notice prior to the commencement of the subsequent years audit The Town and Grant

Thornton LLF agree that the limitation of liability paragraph shall survive the termination of this

engagement contract

Report to Council Initial communication on audit planning 20The Corporation of the Town of New Tecumseth


We are proud to serve as your auditors and we appreciate your confidence in our work If you have

any questions about the contents of this letter please raise them with us Please sign and return the

attached copy of this letter to indicate your acknowledgement of and agreement with the arrangementsfor our audit of the consolidated financial statements including our respective responsibilities

Yours sincerelyGrant Thornton LLP

Michael Bunn CA

The services and terms as set forth in this letter are agreed to


By

Title

Date

Title

Date




Appendix B Accounting developments

ManagementPublic Sector Accounting Board Effective date assessment of

applicability

Withdrawal of Government assistance Applicationof applicable

of CICA Handbook Accounting Section PS 3800

The section will be removed as IFRS standard IAS 20 Withdrawal of section

Accounting for Government Grants and Disclosure of is effective for fiscal

Government Assistance will be applicable to years beginning on or

government business enterprises and other government after January 1 2011

entities who choose to apply IFRS For those other

government organizations following the PSA Handbookthere is sufficient guidance on this matter elsewhere in

the Handbook

PSAB Section 3510 Tax Revenue Applicable

This Section establishes standards for the recognition This section applies to

measurement and disclosure of tax revenue in fiscal years beginning on

government financial statements or after April 1 2012

Earlier adoption is

encouraged

PSAB Section 3410 Government Transfers The new section applies Applicable

The new Section provides guidance for accounting and to fiscal years beginning

reporting government transfers from both a transferringon or after April 1 2012

government and a recipient government perspective It Retroactive or

clarifies the difference between eligibility criteria and prospective application is

stipulations and their roles in the recognition of permitted

government transfers by both govemment parties It Earlier adMtion is

explains how the definition of liabilities in PSAB Section encouraged3200 t1abilities should apply to the recognition of

government transfers by a recipient government It

addresses what evidence would be required to supportthe authorization of a government transfer from the

perspective of the transferring government

Report to Council initial communication on audit planning 22The Corporation of the Town of New TecumsethFor the year ended December 31 2010

Appendix C Auditing developments

Canadian Auditing Standards CASs issued by the CICA Effective date Assessment of

applicability

CAS 210 Agreeing the Terms of Audit Engagements Applies to audit of Applicable

This CAS replaces Section 5110 Terms of the Engagement financial statements for

Changes from the current standard are as follows periods commencing on

the auditor must establish whether the preconditions for anor after December 15

audit are present and if they are not present the auditor is2009

required to discuss the matter with managementthe auditor has to agree the terms of the engagement with

management or those charged with governance not both

partiesinclude in the engagement letter the identification of the

applicable financial reporting framework

include in the engagement letter the expected form andcontent of any reports to be issued and a statement thatthere may be circumstances in which the report may differfrom its expected form and content

the requirement in section 5110 that the written agreementdescribe specific information that management is

responsible to provide to the auditor is not in CAS 210

When the financial reporting standards are supplementedby law or regulation the auditor is required to

Discuss with management the nature of the additionalrequirements and agree whether

a the additional requirements can be met throughadditional disclosures in the financial statements or

b the description of the applicable financial reportingframework in the financial statements can beamended accordingly

CAS 250 The Auditors Responsibilities Relating to Applies to audit of pplicableLaws and Regulations in an Audit of Financial Statements financial statements for

This CAS replaces Section 5136 Illegal Acts Under the new periods commencing on

requirements the auditor would be required to or after December 15

Obtain an understanding of the legal and regulatory2009

framework and how the entity complies with that

frameworkPerform further audit procedures to identify non

compliance with other laws and regulations that may havea material effect on the financial statements

When the auditor becomes aware of a possible instanceofnoncompliance obtain an understanding and evaluatethe possible effect on the financial statements also thismust be discussed with management and whereappropriate those charged with governance




Canadian Auditing Standards CASs Issued by the CICA Effective date Assessment of

applicability

CAS 260 Communication with Those Charged with Applies to audit of Applicable

Governance financial statements for

This CAS replaces Section 5751 Communications with Those periods commencing on

Having Oversight Responsibility for the Financial Reportingor after December 15

Process The significant changes from the existing standard 2009

are as follows

only auditors of listed entities have to confirm their

independence and disclose relationships that bear on

their independencecommunications regarding fees for audit and nonaudit

services would be required only of auditors of listed

entities

identify the appropriate persons with whom to communicate

establish a communication process form timing and

expected general communicationcommunicate on a timely basis

CAS 501 Audit Evidence Regarding Specific Financial Applies to audits of Applicable

Statement Account Balances and Disclosures financial statements for

This CAS replaces Sections 6030 Inventories and 6560 periods commencing on

Communications with Law Firms Under the new requirementsor after December 15

there are litigation related differences as follows 2009

Expands the auditors requirement to send legal letters to

where the auditor believes a claim may exist

Decreased guidance in respect to dispute resolution

between an entitys legal counsel and the entity

Explicit requirements when management refuses to give

Reduced requirements relating to segment information include

the need to obtain management representations on segmentshas been removed

CAS 505 External Confirmations Applies to audits of Applicable

This CAS replaces Section 5303 Confirmations External financial statements for

confirmations can now be obtained in electronic or other periods commencing on

mediumor after December 152009

CAS 540 Auditing Accounting Estimates Including Fair Applies to audits of Applicable

Value Accounting Estimates and Related Disclosures financial statements for

This CAS replaces Sections 5305 Audit of Accounting periods commencing on

Estimates and 5306 Auditing Fair Value Measurements and or after December 15

Disclosures The significant changes from the existing2009

standards are as follows

the auditor is required to obtain an understanding of the

processes including relevant internal controls used bymanagement to make accounting estimates

the auditor must understand the assumptions underlyingthe estimate and how management has assessed the

effect of estimation uncertainty

management must adequately addressed the effects of

estimation uncertainty on the accounting estimates that

give rise to significant risk

If they do not the auditor is required to consider whether it

is practicable to develop a reasonable range of outcomes

with which to evaluate the reasonableness of

managements estimate

the auditor is required to review the outcome of

accounting estimates made in prior year financial

statements

Depending on the risks and complexity surroundingestimates the use of a specialist may be required



applicability

CAS 560 Subsequent Events Applies to audits of Applicable

This Canadian Auditing Standard CAS deals with the financial statements for

auditors responsibilities relating to subsequent events in an periods commencing on

audit of financial statements or after December 15

This CAS replaces Section 6550 Subsequent Events The2009

significant change from the existing standard is as follows

Canadian standards previously described the audit reportdate as the date the auditor identified and sought all auditevidence CAS 560 specifies that the date of the auditors

report is to be no earlier than the date on which theauditor has obtained sufficient appropriate audit evidenceon which to base the opinion on the financial statementsSufficient appropriate audit evidence is defined differentlyby CAS 560 It includes evidence that the entityscomplete set of financial statements has been preparedand that the directors or management have asserted thatthey have taken responsibility for them

o The date of approval of the financial statements isdefined as the date on which the directors or

management state that they have prepared the

entitys complete set of financial statementsincluding the related notes and that they have taken

responsibility for them Therefore the date of theauditors report will be no earlier than the date of

approval of the financial statements in final form

by the directors or managementWhen a matter is noted after the audit report that maychange the content of the disclosures CAS 560 now

requires an inquiry with management on how they intend toaddress the matter in the financial statements

If the financial statements are amended after release theauditor is required to review the steps taken by managementto inform anyone who received the previous statements

Additional options for dual dating reports that are not

available in the current standards

CAS 570 Going Concern Applies to audits of Applicable

No current exact standard has been replaced but financial statements for

components of Section 5510 Reservation in the Auditors periods commencing on

Report have been replaced New requirements include or after December 15

Detailed analysis of managements assessment of the2009

entitys ability to continue as a going concem

Performance of procedures to determine whether a materialuncertainty exists regarding the going concern

Appropriately disclosures of uncertaintiestevents or

conditions that place uncertainty to the ability to continueas a going concern





applicability

CAS 580 Written Representations Applies to audits of Applicable

This Canadian Auditing Standard CAS deals with the financial statements for

auditors responsibility to obtain written representations from periods commencing on

management and where appropriate those charged with or after December 15

governance2009

This CAS replaces Section 5370 Management

Representations The significant changes from the existingstandard areasfollows

Report to Council Initial communication on audit planning 26The Corporation of the Town of New Tecumseth


Canadian Auditing Standards CASs issued by the CICA Effective date Assessment of

applicability

CAS 700 The Independent Auditors Report on General Applies to audits of Applicable

Purpose Financial Statements financial statements forThis CAS replaces Section 5400 The AuditorsStandard periods commencing on

Report and Auditing Guidelines 21 40 45 or after December 152009

There are significant differences on content and structure ofaudit report The main difference is that the framework is

described in the report

There is a distinction made with respect to fair presentationframework and compliance framework and the auditors

responsibility in assessing appropriateness of each

Financial statements can be prepared in accordance with two

financial reporting frameworks Guidance is provided on theform of the report when this is the case

Guidance is also provided relating to audit reports when the

audit is conducted in accordance with auditing standards of a

specific jurisdiction and CAS

Also the date should not be before evidence has beenobtained info supporting financial statements and notes and

that management has accepted responsibility for them

CAS 705 Modifications to the Opinion in the Applies to audits of Applicable

Independent Auditors Report financial statements for

This CAS replaces Section 5510 Reservations in the periods commencing on

Auditors Reportor after December 152009

There are now more rigorous requirements regardingresignation from the engagement if pervasive scopelimitations or GAAP departures are present The format of

report when modifications of the opinion are present will

change Specific guidance is provided in the CAS with regardto this format

CAS now eguires that circumstances leading to modificationof opinion be communicated with those charged with

governance

Emphasis of matter concept is introduced in the CAS This

provides an outlet for example to include discussion around

contingencies even through sufficient audit evidence has

been obtained to conclude that presentation and disclosure is

in accordance with the framework adopted

The concept of disclaimer of opinion is introduced when

GAAP departures are considered material and pervasive andthe auditor is not able to obtain sufficient appropriate audit

evidence as to the effect on the financial statements





applicability

CAS 706 Emphasis of Matter Paragraphs and Other Applies to audits of Applicable

Matter Paragraphs in the Independent Auditors Report financial statements for

This CAS replaces Section 5701 Other Reporting Matters periods commencing on

The new concepts of an emphasis of matter and other or after December 15

matters paragraph have been Introduced to the audit report2009

Emphasis of matter when auditor considers it necessary todraw attention to a matter disclosed or presented in the

financial statements when it Is fundamental to the users

understanding of the financial statements

Sufficient and appropriate audit evidence must have been

obtained about the matter

Other matter when auditor considers it necessary to

communicate a matter other than those disclosed or

presented in the financial statements where it is relevant to

the users understanding of the audit

If auditor expects to include either of these paragraphs in their

report it must be communicated with those charged with

governance

CAS 710 Comparative Information Corresponding Applies to audits of Applicable

Figures and Comparative Financial Statements financial statements for

This CAS replaces Section 5701 Other Reporting Matters periods commencing on

and Auditing Guideline 8 AuditorsReport on Comparativeor after December 15

Financial Statements 2009

The auditor must determine whether the financial statements

include comparative information required by the applicablereporting framework and whether the information has been

classified appropriately


Appendix D Letter of independence

February 25 2011


Dear Council Members

We have been engaged to audit the consolidated financial statements of The Corporation of the Town

of New Tecumseth the Town for the year ending December 31 2010

Canadian generally accepted auditing standards require that we communicate at least annually with you

regarding all relationships between the Town the Town of New Tecumseth Library Board Alliston

Business Improvement Association Beeton Tottenham Business Improvement Association and Grant

Thornton LLP that in our professional judgment may reasonably be thought to bear on our

independence

In determining which relationships to report these standards require us to consider relevant rules and

related interpretations prescribed by the appropriate provincial institute order and applicablelegislation covering such matters as

1 holding a financial interest either directly or indirectly in a client2 holding a position either directly or indirectly that gives the right or responsibility to exert

significant influence over the financial or accounting policies of a client

3 personal or business relationships of immediate family close relatives partners or retired partnerseither directly or indirectly with a client

4 economic dependence on a client and

5 provision of services in addition to the audit engagement




We have prepared the following comments to facilitate our discussion with you regarding independencematters arising since November 2 2009 the date of our last letter

We are not aware of any relationships between the Town the Town of New Tecumseth Library BoardAlliston Business Improvement Association Becton Tottenham Business Improvement Association

and Grant Thornton LLP that in our professional judgment may reasonably be thought to bear on our

independence that have occurred from November 2 2009 to January 10 2011

The total fees charged to the Town for audit services were 71300 and for nonaudit services were

2800 during the period from November 2 2009 to January 10 2011

We confirm that we are independent with respect to the Town within the meaning of the Rules of

Professional Conduct of the Institute of Chartered Accountants of Ontario as ofJanuary 10 2011

This report is intended solely for the use of council management and others within the College and

should not be used for any other purposes

We look forward to discussing with you the matters addressed in this letter at our upcoming meetingon February 7 2011

Yours sincerely

Michael Bunn CA


MARCH 7 2011

REPORT CAO201105

SOLAR PROJECTS ON MUNICIPAL LAND BUILDINGS

RECOMMENDATION

That Report CAO201105be received

And that staff be authorized to issue an RFP for the lease of 3 municipal building roofs for the

purpose of rooftop solar projects

OBJECTIVE

The purpose of this report is to bring forward a green energy initiative for Council consideration

and direction

BACKGROUND

The Green Energy and Green Economy Act 2009 passed into law on May 14 2009 authorizes

a feedin tariff or FIT Program This program is implemented by the Ontario Power Authority and

provides energy developers with a long term power purchase agreements at rates or tariffsthat support investment in green technologies including biomass biogas landfill gas onshore

wind solar photovoltaic PV and waterpower

The Province indicated at the time of the establishment of the program that the development of

renewable energy was being encouraged to help Ontario phase out coalfired electricitygeneration boost economic activity and the development of renewable energy technologies and

create new green industries and jobs

A number of new companies have been formed to take advantage of the opportunitiesrespecting renewable energy and the FIT program The Deputy Mayor has been approached byone of the companies and has forwarded the information on to staff In addition staff havereceived information from a number of other companies offering this program includingPowerStream AMO LAS Services etc encouraging the Town to review the potentialdevelopment of solar PV on municipal landsbuildings and the Environmental Issues Task

Force in 2010 identified the implementation of solar panels as a potential project to investigatefor the current term

COMMENTS AND CONSIDERATION

There are several options open to the municipality to pursue a renewable energy project The

Town could pursue a joint equity ownership for the project between interested parties and the

municipality could undertake a project as a sole owner or could enter into a lease

arrangement for rooftops of municipal buildings with a private company for the installation of

the solar panels

In an option where the Town participates in a renewable energy project directly it will be

necessary to contribute depending on the nature of the Towns role all or some of the capitalcosts involved in the project which would include engineering costs to determine thestructural integrity of the installation on the roof the panels themselves and other related costs

Report CAO201105March 7 2011 Page 2 of 2

associated with the installation A number of building owners have elected to enter into simplelease arrangements whereby the building owner receives rental payments for the rooftop and

assumes no risks associated with the project and no obligations to invest any capital

The term of the leases are 20 years to match the power purchase agreements the corporationhas with the Province and rental payments to the building owners are often structured as

either a onetime upfront payment or annual payments over the 20year term An example of

possible rental rates to assist Council in the consideration of this matter is included in the

Confidential Attachment 1 It should be noted that it is very important that this document

remain confidential at this time to ensure that the identified corporation is not adversely

impacted should they participate in a subsequent bidding process

In consultation with the Manager of Parks Recreation and Culture who is responsible for Town

facilities it is recommended that the Town as an initial project consider leasing 3 Town

municipal rooftops in a strict landlord tenant relationship and not engage directly in renewable

energy projects and issue a Request for Proposals to consider the opportunities that may

exist Further opportunities may be explored in addition to the initial 3 sites as the program is

further explored

In reviewing the Town buildings and their suitability for the installation of solar panels havingregard for size location and condition staff recommend that the following buildings be

considered as an initial project

Joint Operations Building 6558 8 Line Beeton

Outdoor ice rink 139 Queen Street Tottenham

New Tecumseth Recreation Centre 7300 Industrial Parkway

Should Council wish to pursue this initiative staff would recommend that an RFP be issued

that would require interested parties to submit a proposal that would require the proponent to

be responsible for all related costs including but not limited to the costs of all engineering work

FIT program application fees and costs supply and installation and removal of solar

panelsrequired equipment connection to the distribution grid and that would provide a highrental rate to the Town

Further the proponent would be required to ensure that they would be responsible for all costs

related to any damage that may occur to the roof and that all appropriate safeguards be taken

in the process Appropriate opportunities will also be required to be provided to enable the

Town to undertake necessary maintenance work at no cost to the Town for the temporary

removal or relocation of the panels Further the RFP would require that such matters

aesthetics and other potential impacts be addressed

Report CAO201105March 7 2011Page 3 of 3


In the event that an RFP is issued and a successful proponent selected the Town would

receive revenue from the rent of Town roofs The amount would depend on the rate in the

successful proposal awarded by the Town

Respe y submitted

heresa Terri A Caron

Chief Administrative Officer

C l


MARCH 7 2011

REPORT ADMIN201117

BILL 153 MUNICIPAL ELECTIONS AMENDMENT ACT

RECOMMENDATION

That Report ADMIN201117be received

OBJECTIVE

The purpose of this report is to inform Council of Bill 153 that has recently been introduced in

the Legislature by the provincial government The purpose of the Bill is to effect changes to the

Municipal Elections Act to amend the term of office for office for municipally elected officials as

well as a reduction in the time in which a Clerk must hold a recount following a municipalelection

BACKGROUND

In December 2009 Bill 212 was passed in the Legislature which effected a number of significantchanges to the Municipal Elections Act including moving the date of municipal elections to the

fourth Monday in October from the second Monday in November beginning with the 2010

election The changes under Bill 212 did not alter the term for Members of Council which is

currently set out as commencing on December 1st of the election year and ending of November

30th


In response to concerns with respect to the lengthy delay between the October 25th municipalelection and the commencement of the term on December 18t a private membersbill has been

introduced that would amend the Municipal Elections Act so that the term of an incoming council

would commence on the second Monday in November in the year of a regular election

Additionally the legislation also reduces the timeframes within which recounts of votes must be

completed reducing it from 15 days to seven days

It should be noted that this bill has only received first reading and would still be required to go

through committee second reading back to committee to be followed by third reading and

VV

f J

Report ADMIN201115

February 7 2011Page 2 of 2

royal assent If Parliament is dissolved before all of these steps occur any progress made

would be lost and the bill would have to be reintroduced in the next session

Staff will continue to monitor the situation and keep Council apprised


There are no financial implications associated with this report

Respectfully sub fled

ayla McDonal

ClerkManager of Administra Development


MARCH 7 2011

REPORT ADMIN201118

LEASE AGREEMENT BANTING HOMESTEAD FARM LAND

RECOMMENDATION


And that Council enact the necessary bylaw to authorize the signing and execution of an

Amending Agreement relating to the existing lease agreement for the Banting Homestead farm

land

OBJECTIVE

The purpose of this report is to seek Councils approval to enter into an Amending Agreement to

the existing lease agreement of the farm land surrounding the Banting Homestead and out

buildings

BACKGROUND

In 2008 the Town entered into a lease agreement for approximately 92 acres of farm landwhich surround the Banting Homestead These lands have been farmed by the current tenantMr Glenn Whiteside for a number of years prior to the Town acquiring this property in June of

2008 The current lease agreement is for a three year term commencing on the 1 day ofNovember 2008 and expiring on the 31St day of October 2011

Restoration projects in accordance with the Banting Homestead Master Plan have been

ongoing since the approvalof the plan in 2009 As part of the property restoration CapitalProject 201001 was approved for the construction of a driveway and parking lot and TenderNo 1026 was awarded to Darpak Inc in October of 2010 A copy of Report CAO201013 is

attached as Attachment 1 which provides additional background information on the plannedprojects for this property


In order to accommodate the construction of the driveway parking lot and other future planneddevelopments it has become necessary to reduce the number of arable acres currently leasedto the tenant In accordance with the lease agreement the annual lease payment is due on the31St day of October of each year of the agreement and in this regard staff contacted Mr

Whiteside and advised him of the pending reduction of farmable acreage at the property

Report ADMIN201118


While construction was underway in late 2010 it was determined that the lease payment would

be calculated on a total of 91 acres for 2010 a reduction of 1 acre and that once site plandocumentation was received by the Town that an amendment to the original agreement would

be prepared setting out the total acreage available to the tenant for farming purposes to the end

of the term of the agreement

James Fryett Architects Inc have been retained by the Sir Frederick Banting LegacyFoundation to prepare a site plan of the property taking into consideration future plans for

development of the lands in accordance with the Banting Homestead Master Plan A copy of

the proposed Site Plan is attached as Attachment 2 It has now been determined that the

acreage available to the tenaf4for farming purposes for the last year of the current agreementwill be a total of 88 acres Additionally notice of the potential for the installation of undergroundwater and sewer infrastructure has been incorporated into the amending agreement althoughtimelines for this worts are yet to be determined

The attached Amending Agreement id6lhtified as Attachment 3 reflects the reduction in

acreage and staff recommend that council approve the amending agreement and the necessary

bylaw be enacted


Based on the terms of the existing agreement Year 3 rental payment due and payable on

October 31 2011 will be calculated to reflect the reduction in acreage from 92 acres to 88

acres at 16963 per acre resulting in an annual payment due of1492744 plus applicabletaxes

Respectfully submitted Reviewed by

Jan Heydon a cDonal

Deputy Clerk ClerkMan min ion and

Economic Developmen


ark irr


Attachments1 Report CAO201013

2 Site Plan James Fryett Architect Inc

3 Amending Agreement

Attachment 1 to Report ADMIN201118

Committee of Whole

Recommendation

Council0

COMMITTEE OF THE WHOLE Motion 6 b 0

AUGUST 23 2010CommentAction

REPORT CAO201013

BANTING HOMESTEADPARTNERSHIP WITH SIR FREDERICK BANTING LEGACY FOUNDATION

RECOMMENDATION

fiat ReportCAO201013 be received

That Council enact the following resolution

Council of the Town of New Tecumseth proudly endorses the Sir Frederick Banting

Legacy Foundation SFBLF program and the national and international fund raising

campaign to restorerenovate and construct a Heritage Room adjacent to the BantingFarm House as well as the development of a separate building that would house a

Diabetes Outreach Centre to be constructed and operated by the SFBLF on the Banting

Homestead at no cost to the taxpayers of New Tecumseth

And Council consents to the construction and operation of the adjacent Heritage Room

and the Diabetes Outreach Centre on the Banting Homestead property to be located

generally in the location as proposed on the sketch attached to ReportCAO201013

That a detailed site plan be prepared to provide for the development issues related to the

location of the buildings on the site

That Capital Budget Project Detail Sheet 201001 be amendedtoexpand the use of the

approved funds 150000 to include the development of a site plan to facilitate the issuance of

a building permit for the restorationrenovation and construction of the Farm House and other

related purposes that will facilitate the restoration of buildings and the implementation of the

Banting Homestead Master Plan

And that staff be requested to continue to work with the SFBLF to assist with their program

implementation and fund raising and to bring back a draft agreement to a future meeting to

address such matters as construction operation maintenance and financial responsibilities to

be assumed by the SFBLF related to the Farm HouseHeritage Room and the Diabetes

Outreach Building Town consent and support to assist with fund raising activities coordination

of SFBLF activities with the Towns passive open space and other uses etc

OBJECTIVE

The purpose of this report is to bring forward a request for the Towns formal consent to the

construction of an adjacent Heritage Room as well as a separate building that would house a

Diabetes Outreach Centre and to add additional projects for which the 2010 approved capitalfunds may be applied

i

Report CAO201013

August 23 2010Page 2 of 3

L1N COMMENT A CONSIDERATIONSKQROAC

Council has approved a Master Plan for the development of the Banting Homestead HeritagePark and established a Banting Heritage Park Coordinating Committee to provide advice to

Council on the implementation of the Plan

At the Council Meeting of July 12 2010 upon the recommendation of the Committee Council

approved of the location of the parking lot and driveway Construction is planned for the fall of

2010

The SFBLF retained an architectural firm to undertake the design die renovationrestoration

of the Farm House and an adjacent heritage room Schematics of the future Diabetes Outreach

Centre have also been prepared to demonstrate to future donors the speck plans and program

being implemented by the SFBLF It will be necessary for the SFBLF to prepare a detailed site

plan for the development of these buildings to address all of the usual matters including

servicing lighting fire protection etc

As a first phase the SFBLF will proceed with the restoration renovation of the Farm House and

adjacent Heritage Room To enable this work to proceed expeditiously some details for the site

plan must be undertaken prior to the availability of a building permit

Council had approved 150000 in the 2010 Capital Budget for work on a number of projects to

advance the implementation of the Master Plan One of those projects listed was the restoration

of the Octagonal Drive Shed which has been beautifully completed through a joint project of the

Alliston Lions Alliston Rotary The restoration of the Farm House has been identified as a

priority for the Town and the SFBLF have assumed the responsibility to raise the funds and to

undertake this work

Accordingly it is recommended that the capital budget funds not required to complete the

driveway and parking lot be redirected to assist with the necessary support work to facilitate the

issuance of a building permit to undertake the work on the Farm House Funds not required for

that purpose may be used for other Banting Homestead related projects to ensure that the

overall implementation of the Master Plan moves forward in a coordinated and efficient manner

Recognizing that the Town owns the BantingRomestead lands it is also important to assure

donors to the SFBLF programs that the Town as Owner consents to the construction of the

buildings and the operation of the programs on the Homestead lands Accordingly a resolution

has been prepared that the SFBLF would be able to share with potential donors or file with grant

applications to address any concerns regarding the matter of the property owners consent

It will be important as this project moves forward to have the rights and responsibilities relatingto the SFBLF programs clearly established in the form of an agreement with the Town Staff

have enjoyed a very positive and productive working relationship with the SFBLF and continue

to work towards the successful implementation of the programs as part of the Master Plan As

part of that work staff will wont with the SFBLF on an agreement to bring hack to a future

meeting that will address all required and appropriate matters as the development proceeds

Report CAO201013

August 23 2010Page 3 of 3


Funding in the amount of 150000 for the Banting Homestead project was approved as part of

the 2010 Capital Budget The Project description requires amendment to recognize work that

has been completed as a donation and to provide flexibility to assist in the early completion of

the Farm House restorationrenovation and construction of the Heritage Room


Theresa Terri A Caron

Chief Administrative Officer

Attachments 1

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Attachment 3 to Report ADMIN201118

AMENDING AGREEMENT

THIS AGREEMENT made in quadruplicate as of the day of 20

BETWEEN


Hereinafter referred to as Lessor

OF THE FIRST PART

and

IGLENN

WHITESIDE Hereinafter referred to as

Lessee OF THE SECOND

PART WHEREAS the Lessor is the owner of property described as the Banting

Homestead located at the East Half Lot2 Concession2 formerly in the Township of Essa now in the

Town ofNew Tecumseth known municipally as 5116 Sir Frederick Banting Road

Alliston AND WHEREAS the Lessor has entered into a lease agreement with the Lessee for

a portion of the aforesaid lands being 92 acres for a term of three years commencing on the1

S dayofNovember 2008 and expiring on the 31 dayof October 2011as authorized byBylaw No2008

137 AND WHEREAS the Lessor has established the Banting Heritage ParkCoordinating Committee to provide advice to Council onthe implementation of the Banting

Homestead Heritage Park Master Plan including restoration of the Homestead and otherdevelopment initiatives of the

property AND WHEREAS the Lessor has initiated the construction ofa driveway and parkinglot on the Banting Homestead Lands andin conjunction with the Sir Frederick BantingLegacy Foundation further plans are underwayfor improvements to the existing buildings and

the addition ofaDiabetes Outreach Centre on the said

property AND WHEREAS the Lessor wishes to make the Lessee aware of the potentialfor further improvements on the property involving the installationof underground water and

sewer infrastructure the location of which tobe determined by the Town upon completion

and approval of the proposed site plan and that the timelines for installation are yet tobe

determined by the

Town AND WHEREAS the Lessor recognizing that in orderto implement theBanting Homestead Heritage Park Master Plan and to realize the planned improvements to theproperty an amendment to the current lease agreement is required in accordance with theprovisions contained therein so as to adjust the allocation of land for an increase in the land

area surrounding the existing structures and thereby reducing the arable

acreage NOW THEREFORE THIS AGREEMENT WITNESSES THAT the parties hereto confirm that

the foregoing recitals are true and mutually agree as

follows 1 That the Lease Agreement between The Corporation of the Town of New

Tecumseth the Lessor and Glenn Whiteside the Lessee is hereby amended by reducing

the arable acreage to 88 acres for lands described as the Banting Homesteadlocated at the East Half Lot2 Concession2 formerly in the Township of Essa now in theTown ofNew Tecumseth known municipally as 5118 Sir Frederick Banting Road andshown on Schedule A

hereto

Amending Agreement Banting Lands

Page 2 of 2

2 That in accordance with this Amending Agreement and for the final year of the three

year term being November 1 st 2010 to October 316 2011 the Lessee shall pay to the

Lessor the sum of1492744 plus applicable taxes based on the aforesaid

reduction in arable acreage from 92 acres to 88 acres

3 That Item g is hereby amended as follows

g to pay the annual property taxes on the leased portion of the land beingapproximately 88 acres in accordance with the current year assessment for

each and every year during the term of the lease agreement

4 That all other terms and conditions of the said Lease Agreement dated December 1

2008 shall remain in full forceand effect until expiration or other disposition

5 That this Amending Agreement shall be binding upon the parties and enure to the

benefit of the administrators successors andor assigns of the respective parties hereto

IN WITNESS WHEREOF the parties hereto have executed this Agreement


Per

Mike MacEachem Mayor

Per

Gayla McDonald Clerk

Authorized Signing Authorities

SIGNED SEALED AND DELIVERED

in the presence of

IPer

Glenn Whiteside

As to the signature of Glenn Whiteside

COMMITTEE OF THE WHOLEMARCH 7 2011

REPORT ADMIN201121

FARM WORKING DOGS AMENDMENT TO CANINE CONTROL BYLAW2008110

RECOMMENDATION


And that Council approve the amendment to Canine Control Bylaw 2008110 to include a

definition for Farm Working Dogs and to exempt such dogs from licence fees

OBJECTIVE

The purpose of this report is to seek Council approval for an amendment to the Canine Control

Bylaw2008110 to include a definition for Farm Working Dogs and to exempt such dogs from

annual licence fees

BACKGROUND

In July 2008 Council approved an amendment to the Canine Control Bylaw that provided for a

definition for Livestock Guardian Dogs and added this type of dog to a list of assistance service

and working type dogs for which licence fees are not required

In 2010 it was brought to the attention of the Canine Appeal Committee that there are a number

of working farms in New Tecumseth that use dogs to assist in the herding andor protection of

livestock that do not meet the definition of Livestock Guardian Dogs It is apparent that these

Farm Working Dogs play a vital role for livestock farmers in the management and protection of

their herds or flocks The Committee requested staff to review the Bylaw and bring forward a

proposed amendment that would provide the same privileges for Farm Working Dogs as forLivestock Guardian Dogs and other working dogs


The Canine Control Bylaw currently provides for the exemption from licence fees for a numberof service dogs therapy dogs hunting dogs and working type dogs It is recommended that an

amendment to the Bylaw provide for a definition for Farm Working Dogs under Section 11 as

follows

Farm Working Dog means a dog other than a Livestock Guardian Dog that is trained to and

actively assists its owners with the herding andor protection of livestock and where the

owners can demonstrate that they are active livestock producersfarmers

In order to exempt these dogs from licence fees Section 39 should be deleted in its entiretyand be replaced by the following

391 Assistance dogsservice dogs including therapy dogs police working dogs livestock

guardian dogs farm working dogs and dogs in the custody of the Alliston and District

Report ADMIN201121March 7 2011 Page 2 of 2

Humane Society are exempt from fees as set out in the Towns Fees and Charges By

law

Owners of Farm Working Dogs would still be required to obtain an annual dog licence however

no fee would be payable This is the same practice followed for other types of dogs currently

exempt from licence feessDandogs

permitsbe strongly encouraged to have their dogs micro chipped

owners of Farm Working 9


There are no financial implications associated with this report

Respectfull sObmitted

Gayla McDonald

ClerkManager of Ad inistration onomic velopment

THE CORPORATION OF THE TOWN OF

NEW TECl1MSETH

BYLAW

Number 2011XXX

CANINE CONTROL AMENDMENT NO 2 BYLAW

A Bylaw to Control and Regulate Dogs within the Town of New Tecumseth

WHEREAS Section 11 of the Municipal Act 2001 SO 2001 c25 authorizes the

council of a lowertier municipality to pass bylaws regulating animals

AND WHEREAS Bylaw No 2008110 being the Canine Control Bylaw was

passed by the Council of the Town of New Tecumseth on June 23 2008

AND WHEREAS Council is desirous of amending Canine Control Bylaw No 2008

110 to exempt Farm Working Dogs from fees for annual dog licences

NOW THEREFORE the Council of The Corporation of the Town of New Tecumseth herebyenacts as follows

1 That the following definition be added to Section 11

Farm Working Dog means a dog that is specifically trained to and actively assists

its owners with the herding andor protection of livestock and where the ownerscan demonstrate that they are active livestock producersfarmers

2 That Section 39 be deleted in its entirety and be replaced by the following

Assistanceservice dogs including therapy dogs Police working dogs dogs in the

custody of the Humane Society Farm Working Dogs and Livestock Guardian Dogsare exempt from licence fees as set out in the Towns Fees and Charges Bylaw

3 That this bylaw shall be cited as Canine Control Amendment No 2 ByLaw

Canine Control Amendment No 2 Bylaw Page 2

4 That this bylaw shall come into force and take effect on the date of final passingthereof

READ A FIRST SECOND AND THIRD TIME AND FINALLY PASSED THIS 14th

DAY OF MARCH 2011

MAYOR

CLERK


MARCH 7 2011

REPORT ADMIN201122

BEETONTOTTENHAM BIA OFFICE SPACE

RECOMMENDATION

That Report ADMIN201122 be received

And that Council approve the use of space at the old Tottenham Library for the purposes of an

office for the BTBIA Coordinator along with specific storage space

And that the meeting room space continue to be provided to the BTBIA for their monthly

meetings at no charge in both Beeton and Tottenham

OBJECTIVE

The purpose of this report is to seek Council approval for the use of space at the Old Tottenham

Library for the purpose of an office for the BTBIA

BACKGROUND

Since January 2008 the BIA Coordinator role has been provided to the Alliston BIA and the

BeetonTottenham BIA by one individual working out of the Economic Development Office In

2009 due to the severe space shortage in the Administration Centre the position moved to the

Monument Building once the renovations were completed and work for both BIAs was carried

out from this location Recently as a result of an increasing workload the Alliston BIA hired a

dedicated staff person who works from the one workstation available at the Monument Building

resulting in a need for space for the Coordinator providing assistance to the BTBIA


The BTBIA Coordinator is currently working in substandard space located in the Administration

Department The new BTBIA has requested that space be provided in a location in downtown

Beeton or Tottenham so that the Coordinator will have a presence in the two downtowns and so

that the Coordinator will be more conveniently located for the business membership

As Council is aware the space currently occupied by the Alliston BIA in the Monument is leased

from the Town for a nominal sum This building was donated to the Town by the developer of

the Shoppers Drug Mark property after the Town designated the building as being of historic

significance The ABIA agreed that the Towns13 share of the renovation grant 137400could be taken from the Downtown Revitalization Reserve using the funds secured from various

developers for downtown improvement purposes Following the renovations the ABIA entered

into a 20year lease agreement with the Town for the use of the building for which they pay all

maintenance costs In turn the ABIA leases 23 of the space to the Alliston S District Chamber

of Commerce for market rent plus 23 of the utility costs to allow them to recover the funds

originally contributed for the renovations The ABTA has access to one workstation and use of

the boardroom and the balance of space is occupied by the Alliston Chamber

Report ADMIN201121March 7 2011 Page 2 of 2

As a similar situation is not available for the BTBIA the group is seeking space in a Town

owned building or facility that can be provided to them at no charge In investigating the

available space it appears that the only suitable location would be in the old Tottenham LibraryA small office at the front of the building has been provided to the OPP for the ESO but there is

ample space to create an office for the BTBIA when still retaining the meeting space used bythe community at the rear of the building No similar space is available in Beeton The Chair of

the BTBIA is supportive the Tottenham Library location and has indicated that funds can be

provided for the required minimal renovations The Manager of Parks Recreation and Culture

has advised that the work can be carried out for1000

The BTBIA is anxious that the office be available as soon as possible and Councils approval is

sought to permit the renovations to be undertaken by Town staff and for the office space to be

used by the BTBIA The BTBIA will also use the meeting room space on occasion for its

monthly meetings however it is their intention to rotate the meetings between Beeton and

Tottenham


The BTBIA will reimburse the Town for the cost of the renovations up to1000

Respectf y submitted

Gayla McDonal

ClerkManager of Administration Economic Development


MARCH 7 2011

REPORT ADMIN201123

REQUEST FOR EXEMPTION FROM NOISE CONTROL BYLAW NO 9567COPPERGLEN ESTATES SUBDIVISION ALLISTON

RECOMMENDATION

That Council receive Report ADMIN201123

And that Council approve an exemption from Noise Control Bylaw No 9567 to permitearthworks to be carried out at the Copperglen Estates Subdivision in Alliston during the hours

of 700am to 700 pm Monday through Friday and 700 am to 500 pm on Saturday

OBJECTIVE

The purpose of this report is to request Councils approval for an extension to an exemptionfrom Noise Control Bylaw No 9567

BACKGROUND

A request has been received for an extension exemption from Noise Control Bylaw No 9567

from Urbantech Consulting on behalf of Copperglen Estates Inc relating to the ongoingearthworks underground servicing and road work being carried out at the Copperglen Estates

Subdivision NTT05002 in Alliston The first such exemption was granted by Council in July2009


Noise Control Bylaw No 9567 prohibits the operation of equipment relating to construction in

residential areas between 500 pm and 700 am Monday through Saturday The request is to

permit construction between 700am and 700 pm Monday through Saturday

Section 421 of Noise Control Bylaw No 9567 states

Notwithstanding anything contained in this bylaw any person may make

application to Council to be granted an exemption from any of the provisionsof this bylaw with respect to any source of sound or vibration for which he

might be prosecuted and Council by resolution may refuse to grant any

exemption or may grant the exemption applied for or any exemption of

lesser effect and any exemption granted shall specify the time period not in

60102Report ADMIN201123March 7 2011Page 2 of 2

excess of six months during which it is effective and may contain suchterms and conditions as Council deems appropriate

This extension would commence April 15 2011 and run until October 15 2011 Municipal LawEnforcement will monitor any complaints arising from this exemption


There is no financial impact associated with this request


U4

Gayla McDonald

ClerkManager of Admi i n S Economn Development

Attachment 1 Request from rbantech Consulting

u rba ntech

March 1 2011 project 07252

Gayla McDonald Town ClerkTown of New TecumsethPO Box 91010 Wellington Street East

Alliston Ontario L9R 1A11

Re Copperglen Estates Inc Noise Bylaw Amendment Request

Please accept this letter as our request for an amendment to the Town of New Tecumsethstandard noise bylaw to permit extended working hours for the earth moving and undergroundservicing and road works operations required for the Copperglen Estates Inc development

Specifically we are requesting that the contractor be permitted the following

Working hours from700am to700pm MondayFridaySaturday working hours from700am to500pmAmendment to the Bylaw from April 15 2011 to October 15 2011

We trust this is acceptable please contact the undersigned should you require anything further

RegardsUrb each Consulting

David Walker

Associate Construction Administration

cc Patti Kennedy Town of New Tecumseth

Doug Skeffington Copperglen Estates Inc

PProjet407252Carresmrnceotters252djw110701TownGMCWperg1enMdseByLawdat Page 1 of 1

Urbantech Consulting A Division of LeightonSytsma Ltd

25 Royal Crest Court Suite 201 Markham Ontario UR 9X4

TEL 9059469461 FAX 9059469595

wwwurbantechcom

COMMITTEE OF THE WHOLE r

MARCH 7 2011

REPORT HR2011 01

WSIB SCHEDULE CONSIDERATIONS

RECOMMENDATION

That ReportHR201101 from the Manager of Human Resources be received and

That Council approve a recommendation from staff to maintain the Town of New Tecumseth

Schedule 2 status with the Workplace Safety and Insurance Board WSIB

OBJECTIVE

To provide information and a recommendation for Council regarding the WSI Act Schedule 1

and Schedule 2 options

BACKGROUND

On May 3 2010 Council approved the following recommendation in Report HR 201001

Presumptive Legislation for Firefighters WSI Act

That staff review whether there is an advantage for the municipality to elect to move to

WSIB Schedule 1 from Schedule 2 and bring a report forward to Council at a future

meeting

The Corporation of the Town of New Tecumseth is currently listed as a Schedule 2 employerunder the WSI Act Schedule 2 employers include firms funded by public funds from the

federal provincial and or municipal governments firms legislated by the province but self

funded and a number of other firms who are privately owned but involved in federally regulatedindustries such as telephone airline shipping and railway

Under the Workplace Safety and Insurance Act Schedule 2 employers are recognized 0

separate and distinct from all other employers who fall under Schedule 1 The fundamental

distinction is this while Schedule 1 employers operate under the collective liability insurance

principle Schedule 2 employers do not They are individually responsible for the full cost of the

accident claims filed by their workers The WSIB maintains full authority over the Schedule 2

claims entitlement process and bills actual benefit costs plus an annual administration fee

currently 2176 to Schedule 2 employers

Some Schedule 2 employers have exercised the option of switching to Schedule land as a

result the WSIB has municipalities school boards and other Schedule 2 employers splitbetween the two Schedules Larger employers are increasingly choosing to remain in Schedule2 or to transfer back to it

As a Schedule 2 Employer the Town carries two types of protective insurance One is referred

to as Excess Indemnity Insurance This insurance has had varying deductible amounts which

are determined by the insurer Currently the deductible is 500000 The other insurance is

ReportHR201101March 7 2011 Page 2 of 4

referred to as Occupational Accident Insurance which will cover the deductible of the Excess

Indemnity Insurance if the claim fits the requirements of the insurance Occupational illnessesare not covered by the Occupational Accident Insurance

In 1998 the Town of New Tecumseth moved from Schedule 1 to Schedule 2 as it was

determined at that time that the switch from paying insurance premiums to paying the actual

accident costs would generate a considerable savings

On May 3 2007 the Workplace Safety and Insurance Act was changed to provide fulltime

municipal fire service employees compensation for certain types of cancer or heart damagesuffered within 24 hours of responding to an emergency that is presumed to be the result of his

or her employment in the municipal fire service In early 2010 the government then added a

regulation that extended this compensation to all firefighters including part time and volunteerand fire investigators More than 150 municipalities submitted resolutions endorsing theextension of the legislations presumptive provisions to volunteer and parttime firefighters

The implementation of Presumptive Legislation for Full Time Part Time and Volunteer Fire

Fighters causing the potential for large WSIB claims for municipal employers triggered a

review of our claims costs and an investigation into the feasibility of switching The Town of New

Tecumseth back to Schedule 1


Following is a chart compiled by a representative from the Towns Excess Indemnity Insurance

Company Jardine Lloyd Thompson Canada Inc which analyses the costs to New Tecumseth

since it moved into Schedule 2 The analysis compares actual Schedule 2 costs incurred with

costs that would have been incurred if the Town had remained in Schedule 1

It should be noted that since the implementation of the Presumptive Legislation the Schedule 1

premiums for Rate Group 845 which is the rate group that municipalities fall into have

increased by 156 over 2010 and it is rumoured that a similar increase is planned for 2011

Since the comparison in the chart ends at 2010 these increases are not reflected

ReportHR201101


It is more valid to look at claim costs on an incurred basis The liability for each claim arises in the year in

which the accident occurs notwithstanding that frequently the costs of that claim are paid over two years or more This

table is a meaningful comparison of the real cost of claims with Schedule 1 premiums

YearClaims

EI OA TotalEI OA Schedule 1

SavingsIncurred Insurance Premium

Insurance Schedule 2

Premiums CostsProceeds

1998 720 1 803 2 523 51 200 48 677

1999 1 524 9 124 10648 62 500 51 852

2000 12 407 8 022 20 429 61 800 41 371

2001 544 8 064 8 608 62 500 53 892

2002 632 5 572 6204 65 300 59 096

2003 547 282 11 661 558 943 280148 82 000 196 795

2004 5 389 20 344 25 733 92 200 66 467

2005 2 809 25 064 27 873 87 900 60 027

2006 336 992 25 579 362 571 112 900 249 671

2007 38 996 30 285 69 281 131 600 62 319

2008 1 614 38 231 39 845 140 700 100 855

2009 2 521 51 732 54 253 172 400 118 147

2010 11 234 35 010 46 244 194 000 147 756

Total 962664 270491 1233155 280148 1 317 000 363993

2011 02 11

The analysis indicates that even though the Town has incurred two large cost occupationalillnesses which were covered by the Excess Indemnity insurance but not covered by the

Occupational Accident insurance the costs are still lower than if the Town had been in the

Schedule 1 formula and paying premiums

Consequently staff respectfully recommend that the Town at this time remain in Schedule 2

While there was a possibility that some larger claims may have come forward due to the

retroactivity of the Presumptive Legislation this has to date not been the case If Council

choose to have the Town remain in Schedule 2 staff will monitor the costs annually and if due

to larger claims the savings are no longer being realized will come forward with a further reportfor Council consideration

ReportHR201101March 7 2011 Page 4 of 4


No financial considerations


Hilary r ack

Manager f Human Resources


MARCH 7 2011

REPORT ENG201110

STREET NAME REVISION

WEST ALLISTON II RIZZARDO EAST DEVELOPMENT

RECOMMENDATION

That Council receive Engineering Report 201110 and

That the following street name be assigned for use within the West Alliston II Rizzardo EastDevelopment Plan of Subdivision NTT06001

PREVIOUSLY APPROVED NAME PROPOSED NAME

Falkner Road Holt Drive

OBJECTIVE

The purpose of this report is to seek approval from Council for the revising of a previouslyapproved street name within the West Alliston II Rizzardo East Development Plan of

Subdivision NTT06001 located in the Community of Alliston

BACKGROUND

The Rizzardo Bros Holdings Inc Plan of Subdivision NTT06001 is located northwest of the

intersection of King Street and Industrial Parkway in the Community of Alliston as illustrated on

Attachment No 1

In 2000 Council approved by Resolution 200062 six 6 street names for the roads within the

West Alliston II Draft Plan of Subdivision One 1 of the six 6 approved street names was

Falkner Road This street is a continuation of the existing Falkner Road within the SchickedanzSubdivision to the east of King Street

Staff while attempting to assign the civic addresses to the first phase of the West Alliston II

development discovered that when Falkner Road was originally constructed to the east of KingStreet within the Schickedanz subdivision and the municipal numbering assigned the

numbering was started at the intersection with King Street and ascended easterly towards the

intersection with Anderson Road As a result the addressing of the lots located on the new

section of Falkner Road west of King Street within the Rizzardo subdivision cannot continue in

a numerical order


As previously noted in order to assign the civic numbering within the Rizzardo subdivision the

numbering will have to begin at the intersection with King Street and ascend westerly This

Report ENG201110


creates the problem that both roads are currently named Falkner Road This scenario would

potentially create two properties within the municipality with the same legal address

Staff investigated options of renaming Falkner Road east and west of King Street by modifyingwith a prefix and or a suffix however these options would still create issues and could cause

confusion with Emergency Services

Falkner Road within the Schickedanz subdivision east of King Street currently has 25 existingresidents established on this street with 24 additional building lots to be constructed all of

which have been assigned civic addresses by the Town in 2005 Staff does not recommend

changing theexisting street name as this would then require those existing residents to changethe legal description of any documents relating to their municipal address

For the above reasons Staff recommends renaming Falkner Road within the West Alliston II

Development with the next available Veteran name on the Alliston Veterans Names for Streets

list in keeping with the TownsStreet Naming policy as outlined in Resolution No 2010132

The next name to be utilized is Holt This name does not conflict with any names currently in

use Therefore Staff is recommending that the use of Holt Drive be brought forward at this

time to replace the current Falkner Road approved by Resolution 200062

The Developer has been notified and is in support of the street name revision Further the

developer agrees to accept all costs associated with the change including theresubmission of

registered M Plans R Plans AsBuilt and all associated legal documents necessary to

commit to remedying the Towns concerns


There are no financial considerations associated with this report

Respectfully submitted Revieed by

Gam G I i

Frank Craparotta CET Rick Vatri CET

Engineering Coordinator Manager of Engineering


Srr

Jark Sirr


Attachment 1 Location Plan

Attachment No 1 23 Location PlanA

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MARCH 7 2011

REPORT ENG201111

PARSONS ROAD WATER RESERVOIR EXPANSION AND PUMP UPGRADES

ENGINEERING FEES UPDATE

RECOMMENDATION

That Council receive Report ENG201111

That Council approve engineering fees in the amount of1730000 for services by RV Anderson and

Associates Ltd to undertake a shortlisting of qualified general contractors in advance of the tender

call for the Parsons Road Water Reservoir Expansion and Pump Upgrades as part of the 2011

Capital Budget process

That Council approve engineering fees in the amount of2470000 for services by RV Anderson and

Associates Ltd to undertake the Permit To Take Water Application process including hydrageologicalinvestigations required for dewatering operations during construction of the Parsons Road Water

Reservoir Expansion and Pump Upgrades as part of the 2011 Capital Budget process

OBJECTIVE

The purpose of this report is to present Council an update to the engineering fees for services by RV

Anderson and Associates Ltd for increases in the scope of work for the project and to approve the

additional fees required to complete the works as required for the Parsons Road Water ReservoirExpansion and Pump Upgrades as detailed in correspondence from RV Anderson and Associates Ltddated February 28 2011 Attachment 1

BACKGROUND

The original objectives for the Parsons Road Water Reservoir Expansion and Pump Upgrades were

first identified in the TownsWater Distribution and Storage Master Plan completed in 2007 which

provided a broad highlevel understanding of the potable water requirements to support the Towns

future growth to the year 2031 The two main objectives to be achieved through this project were to

secure the required water pumping capacities and storage requirements to meet the Towns growth to

2021

In March of 2009 Council awarded RV Anderson and Associates Ltd RVA the detailed design and

contract administration for the reservoir expansion and pump upgrades as detailed in report ENG

200911 where the project objectives were refined during the preliminary design based on theinformation available on the site Subsequently RVA provided the Town with a more comprehensiveunderstanding of works necessary to meet the project objectives

In March of 2010 Council passed Resolution 2010040 to receive and accept the Preliminary DesignReport PDR dated February 1 2010 as detailed in report ENG201008 with the followingrecommendations

Report ENG201111MARCH 7 201Page 2 of 6

That Council receive the Preliminary Design Report dated February 1 2410 for the

Parsons Road Water Reservoir Expansion as prepared by RV Anderson and Associates

Ltd

That Staff is directed to have R V Anderson proceed with the detail design of the

Development Charge works including the required additional pumping capacity works

That the Parsons Road Water Reservoir Expansion And Pump Upgrades as detailed in

the Preliminary Design Report be included in the 2011 Capital Budget process for

consideration

The PDR further refined the required works required to complete the reservoir expansion and pump

upgrades including the need for additional engineering services in the amount of 157800 for final

design tendering and contract administration The additional scope of works included in the PDR

consisted of increase in pump capacities sizes requiring structural modifications to the facility new

hatches in the roof electrical modifications and SCADA upgrades increase in standby generatorpower requirements necessitating the replacement of the existing generators and the addition of a

new washroom to meet Ministry of Environment guidelines The PDR further identified that additional

contract administration services would be further evaluated at a later date once the comprehensivefinal design had been completed


RVA has completed the comprehensive detail design for the Parsons Road Water Reservoir

Expansion and Pump Upgrades and has identified additional works required to complete the projectupgrades and meet the project objectives

Subsequent to the PDR the detail design revealed that it would be necessary to review the existingwater distribution connections and to prepare a contingency plan to address a secured water supplyfor the Town and Honda during construction RVA provided a quotation in the amount of 14100 for

additional services Staff approved the additional fees from the approved project contingency funds of

24586

It was further identified by Powerstream that the increased power demands of the proposed pumps

would require an independent new transformer and upgraded power supply to the facility RVA

provided a quotation in the amount of 10800 for additional services Staff further approved the

additional fees from the approved project contingency funds

RVA has suggested to the Town that for a project of this magnitude and complexity it is

advantageous to solicit bids from experienced and qualified contractors in advance of the tender call

It is imperative that water distribution flow be maintained to both the Town and Honda during the

construction of the facility Therefore the selection of a competent and experienced contactor is

essential to the successful completion of the project and avoiding water disruptions

As such RVA has recommended that the Town consider a shortlisting process that would prequalifygeneral contractors The advantages are two fold it would help to avoid any potential issues that may

be encountered during construction with regard to the contractors capabilities and experience and

Report ENG201111

MARCH 7201Page 3 of 6

secondly can provide a better opportunity for equally experienced qualified contractors to providecompetitive bids while helping to increase the quality of the finished product RVA has submitted a

quotation for the services required to undertake the shortlisting process in the amount of 17300 as

detailed in their correspondence dated February 28 2011 Accordingly it is recommended that a

short listing process be followed

It has also been determined by RVA that based on the findings of the soil investigations completed byAlston Associates it will be necessary to undertake a dewatering program during the construction ofthe new concrete reservoir It is anticipated that the water taking will be in excess of 50000 Uday formore than 30days and therefore it will be necessary to obtain a Category 3 Permit To Take Water

PTTW which requires the preparation of a Hydrogeological Study to determine the impact of the

proposed dewatering

The PTTW application process can take as long as 812 weeks to receive approvals from the Ministryof Environment The PTTW can be left for the Contractor to obtain as part of the construction

process however this often results in delays in the construction schedule and provides the potentialfor corresponding claims for additional costs for winter work and dewatering activities Further if it is

completed in advance of the tender call then the Town should stand to receive better pricing from thebidders as the required hydrogeological information will be included within the contract and thisunknown element is removed

Therefore it is recommended that the PTTW application and associated hydrogeologicalinvestigations be completed by RVA as part of their design services and preparation of the contractdocument RVA has submitted a quotation for the services required to undertake the PTTW

Application process in the amount of 24700 as also detailed in their correspondence of February28 2011


Based on the finalized detail design which incorporates the additional scopes of work RVA hasidentified that the revised estimated construction cost for the Parsons Road Water Reservoir

Expansion and Pump Upgrades has been estimated at666400000

The draft 2011 Capital Budget includes two project sheets for this project

2011 Capital Budget Sheet 2009I provided as Attachment No22011 Capital Budget Sheet 201130 provided as Attachment No3

In addition to the project engineering design and construction fees detailed below the Town will alsobe responsible for the following fees for approval applications These fees are normally paid for fromthe project budget Accordingly Staff will include these amounts with the appropriate applications

Certificate of Approval Water 3200

Certificate of Approval Air and Noise 1000

Permit To Take Water 3000

4CWReport ENG201111

MARCH 7 201 Page 4 of 6

RVA has acknowledged that the fees for Contact Administration are higher than as described in the

Preliminary Design Report and identify the increases are attributable to the following items

Construction duration The original Request for Proposal had estimated that the construction

would begin in 2010 and last for 36 weeks The construction is now scheduled to begin in

2011 and it is estimated that it will take 15 months 64 weeks to complete

Cost of living increase Due to the additional scope of works the final engineering designwork has been extended for the project by more than one year While the original Request for

Proposal required that RVA carry their 2009 fees until the end of December 2010 RVA has

now adjusted their 2011 billing rates and they have been applied to estimate the engineeringfees

Additional items have been added to the scope of work since the Preliminary Design Reportwas issued including a redesign of electrical components to provide adequate power supplyto the new pumps a sanitary connection for the facility new transformer and power supplydesign These items will require additional work during construction for coordination shopdrawing review and general contract administration duties

The fees for Contract Administration are shown in the project costs and authorization to issue a

purchase order to RVA will be requested at the time the tender award expected in June of this yearFees for the Contractor Short Listing and PTTW application are requested at this time to allow the

project to proceed

The Summary of Engineering Design Fees is as follows

Line Approved En ineerin Fees

A RFP Approved RVA Fees ENG200911 March 209 2450000

B Contingency 10 2456800

C Total Approved Fees r 27024800

D 2011 Capital Budget Sheet 2009I funds allocated for Engineering Fees 3361350

E 2011 Capital Budget Sheet 2011 30 funds allocated for Engineering Fees 33000000

F Total Funds Proposed for Engineering Fees 66613500

Report ENG201111MARCH 7201 Page 5 of 6

En ineerin Fees Identified during Preliminary design

Preliminary Design Technical Memorandum Review of Pumps and storageG Capacity June 1709 aid from approved project funds 413000H RVA credit for removal of services not required 300000

En ineerin Fees Identified in the Preliminary Design ReportENG201008 March 110

i ional Engineering Fees Detail Design 6150000J dditional Engineering Fees Contract Administration 9630000K Subtotal 15780000

Engineering Fees 12aid from Approved Contingency Funds

Honda Water Supply Contingency Plan

L aid from approved contingency funds Jul 2310 1410000

New Transformer and Upgraded Power SupplyM aid from approved contingency funds September 1410 1080000N 2400000

En ineerin Fees Identified Upon Completion of Detailed Design

O dditional Contract Admin Fees estimated 15830500P Service Fees for ShortListingofContractors 1730000

Q Service Fees to complete Category 3 Permit To Take Water Application 2470000R Subtotal 20030500

5 Total of RVA Requested Engineering Fees LineGHKNR 38413500

T Previous Approved RVA Fees ENG200911 March 209 Line A 24568000

U Total RVA Engineering Fees to complete the Desi n and Contract Admin 62981600

V Total Funds included in 2011 Capital Budget for Engineering Fees Line F 66613500

W Favorable Balance 3632000

It is an accepted industry practice that engineering fees for projects of this complexity are in the order

of 10 to 15 of the total construction costs The table below compares the engineering fees

assuming that all the additional fees have been approved by the Town in comparison to the estimated

construction cost of approximately6664000 It is noted that Development Charge projects in the

Towns Background Study are estimated at 18 of construction value for engineering and

CAO13 G

Report ENG201111MARCH 7 201 Page 6 of 6

contingencies which is in keeping with these breakdowns

Phase Cost of Construction Cost

Construction Cost Estimate666380000

Preliminary Design includinga PIC meeting 3740000 056

Final Design 13336000 200

Contract Administration

Tendering Post Construction

Services and including Short 45905500 689

Listing and PTTW

Total 729361500 945

Based on the information in the above chart Staff is confident that the Town is receiving good value

for the engineering services being provided by RVA for the Parsons Road Reservoir and PumpingStation Upgrades

Respectfully s miffed Reviews

Doug Austin C Tech Rick Vatri CET

Senior Engineering Coordinator Manager of Engineering

Financial Considerations

Reviewed byi

ta Sirreasurer Manager of Finance

AttachmentsAttachment No1 Correspondence from RV Anderson and Associates Ltd dated February 28 2011

Attachment No2 2011 Capital Budget Sheet 20091

Attachment No3 2011 Capital Budget Sheet 201130

Attachment 1

RV Anderson 2001

wontordRueoue East Sufte 400

r TororJta Orrtarta M2J 4Z8 Canada

Associates Limited TO 416 49711600 Fax 416 497 0342

consulling engineers arch ct Web wwwrvanderaomcom

137February 28 2011 RVA 091836


10 Wellington Street East

Alliston Ontario L9R 1A1

Attention Mr Doug Austin

Senior Engineering Coordinator

Dear Mr Austin

Re Request for Additional Engineering Fees

Parsons Road Pumping Station and Reservoir Upgrades Town of New Tecumseth

We have prepared this letter to provide you with the details of our request for additional engineeringfees for work and expenditures that are above the scope identified in the Request for Proposal

PROJECT STATUS

RV Anderson Associates Limited was retained to work on this project in March 2009 Our

engineering budget for the project as per the Purchase Order totals 24568000 It was bid based

on the Terms of Reference of January 21 2009 and the recommendations presented in the WaterDistribution and Storage Master Servicing Plan of 2007

The Preliminary Design Report outlined the additional engineering fees of 58500 61500 less

3000 credit associated with the increased scope of work for Preliminary and Final Design of the

Parsons Road Reservoir and Pumping Station Upgrades

The Preliminary Design Report also identified that there would be additional engineering fees for

contract administration and inspection associated with the increased scope It was agreed that these

fees would be evaluated at a later date once the construction contract has been awarded

On July 23 2010 the Town approved additional engineering fees in the amount of 14100 to revise

the distribution connection to the Honda Plant and to prepare a contingency plan to address the

operation of the Parsons Road Pumping Station during construction

On September 14 2010 the Town approved additional engineering fees in the amount of1080000for the design of a new transformer and power supply including a soils resistivity study

The following table provides a snap shot of the approved project budget to date up to the periodending December 31 2010 Please note that we have included the initial budget for Contract

Administration submitted with the Proposal and adjusted the total fees accordingly

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Mr Doug Austin 2 RV Anderson Associates Limited

February 28 2011

Table 1 Budget snapshot

Cost for Previously BudgetTask Deliverable Invoiced Remaining

Prelimina Design 2350000 2350000 000

Condition Assessment Survey 500000 500000 000Final Design 133360 12139229 1196771

Tendering 695000 000 695000Services During Construction

15550000submitted with roosa 6797000 000 6797000Environmental Assessment

Provisional 890000 000 890000

Total 24568000 14989229 9578771

ADDITIONAL ENGINEERING

During the preliminary design works a number of items were identified that are in addition to the

scope identified in the Request for Proposal which will affect the engineering fees for Contract

Administration and Inspection

As per our telephone conference discussion of February 1 2011 the Town has expressed interest in

short listing General Contractors to help ensure a quality product and reduce potential issues

encountered during construction

We have described the activities and provided a breakdown per item of the estimated additional

engineering fees in the following paragraphs The costs include disbursements exclude HST

1 General Contractor Short Listing

Short listing general contractors for complicated upgrades where uninterrupted operation of the

existing facilities must be maintained would help to avoid any potential issues that may be

encountered during construction with regard to contractors capabilities and experience Additionallyrestricting the bidding to only a short list of experienced general contractors can provide a better

opportunity for equally experiencedqualified general contractors to provide competitive bids while

helping to increase the quality of the finished product

There are two issues associated with this change of direction Firstly the schedule towards tenderingand award of the project would be impacted A second issue is the engineering fees associated with

the completion of this task To enable the Town to make an informed decision we provide the

following information on these two critical items

Project Schedule

The short listing of General Contractors would involve creating an Expression of Interest terms of

reference that would be clear and transparent to prevent any legal challenges or ramifications The

document would describe the project in general terms list the submission and previous experience

requirements explain how the evaluation of submissions would be completed including breakdown

of scoring structure and request a minimum of three Engineer or Owner references for the General

Contracting company Project Manager and Site Superintendant Part of the submission

requirements would also ask the Contractor to submit a letter stating their commitment to submitting a

bid if short listed

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February 28 2011

Once the EOI is closed we would review the submissions and contact the references to ask a set of

predetermined questions to each A score would be assigned to each question level of experienceetc The results would be summarized as part of the evaluation of the general capabilities of the

Contractor The result of the evaluation and scoring would be used to short list 4 to 5 GeneralContractors to submit bids on the project

The following table compares the current project schedule with a modified schedule including a

General Contractor short listing process Please note that we have assumed that Council approvalwould be required to initial the Short Listing process however approval would not be required to

approve the short list of General Contractors

Table 2 Comparison of Schedule

Activity Description Current Schedule Modified Schedule

1 Committee of the Whole Recommend to March 7 2011 March 7 2011

proceed with construction project in 2011

2 Council Meeting March 14 2011 March 14 2011

New Finalize the Short Listing Documents and send NA March 14 2011

to the Town

New Advertise and Start Short Listing process two NA March 16 2011

weeks

3 Public Information Drop In Center March 29 2011 March 29 2011

New Close Short Listing Process NA March 30 2011

New Evaluate Issue Letter of Recommendation NA April 13 2011contact Short Listed contractors

4 Commence Tendering Send Tenders to Short March 23 2011 April 20 2011

Listed Contractors

5 Site Visit for Bidders March 30 2011 Aril 26 2011

6 Complete Tendering 3 weeks 1 week April 19 2011 May 18 2011

extension

7 Submission of Schedule 48 hrs after closing Aril 21 2011 May 20 2011

8 RVA letter of recommendation for award Aril 26 2011 May 24 2011

9 Staff report to Manager of Engineering Aril 27 2011 May 25 201110 Committee of the Whole Meeting May 9 2011 June 6 201111 Council Meetin May 16 2011 June 13 2011

12 Project Award 18 2011 June 15 2011

Engineering Fees

With regard to the engineering fee to perform a Short Listing of general contractors for the project we

have estimatedatotal upset limit of 17300 including disbursements HST The scope of work

would include the followingPreparation of a Draft Short Listing Document Evaluation Criteria Reference Interview

Questions and Scoring Structure for review by the Town

Incorporation of comments from the Town finalizing the document and printing of 20 sets for

sale to General Contractors

Preparation of a Draft Advertisement for the Town to finalize and publish in Daily commercial

News andor BiddinGo

Answering questions during a2week period and issuing addenda

Reviewing of the submissions performing evaluation of each submission interviewingreferences scoring the submissions and issuing of a letter of recommendation to the Town

Defending the results of the short listing withthe unsuccessful bidders by phone and in

writing

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February 28 2011

Cw 13 1a

2 Permit To Take Water

Based on the information provided in the Geotechnical Report by Alston and Associates the

dewatering for the construction of the Reservoir is anticipated to be higher than 50000 Uday for a

period longer than 30 days This dewatering scenario requires a Category 3 Permit to Take Waterwhich requires the preparation of a Hydrogeological Study to determine the impact of the proposeddewatering

The Permit to Take Water can be left for the Contractor to obtain as part of the construction process

however it is our experience that this often results in delays in the construction schedule and

corresponding claims for additional costs for winter work and dewatering activities

With regard to the engineering fee to complete a Category 3 Permit to Take Water for the project we

have estimated a total upset limit of24700 including disbursements HST1 The scope of work

would include the followingOursubconsultant Golder Associates would perform the necessary investigations and

studies required to determine the rate of dewatering required during construction

All drilling activities would be conducted by a MOE licensed Water Well Contractor

Construction and testing of one pumping well to perform a pump test and insitu hydraulicfalling head test to estimate the hydraulic conductivity and dewatering drawdown

characteristics of the sand

Analysis of groundwater samples for metals nutrients pterolium hydrocarbons and volatile

organic compounds and potential discharge to the culvert along Parsons Road

Recommendations for onsite water treatment management and contingency plans duringdewateringWindshield survey of the surrounding 500 m to assess impacts on potential groundwaterusers and to identify any potential contaminant sources

Preparation of Report for comment and completion of Permit to Take Water ApplicationpackageFollow up communication with Ministry of Environment regarding application package

Incorporation of dewatering and recommended mitigation measures and contingency plansinto Contract Documents

3 Additional Engineering Fees Associated with Contract Administration

With the additional scope identified through the Preliminary Design process the tender periodassistance construction duration and inspection shop drawing review and coordination requirementshave increased from the initial scope identified in the proposal In 2009 it was agreed that the

Contract Administration and Inspection fees would bereevaluated when the project reached

construction

Although the scope of work included in the tender documents has increased from the initial scope of

work there will only be 4 or 5 short listed bidders which would allow us to maintain the Tender

Period Assistance fee estimate included with the proposal

We have estimated the following fees for the increase in scope for Tendering and Contract

Administration and included the initial fees submitted with the Proposal for comparison purposes

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February 28 2011

Table 3 History of Project Engineering Fee Upset Limit

RFP Preliminary Approved Total

ProposalDesign Engineering

RequestedReport Fees UpsetTask Fee Upset

Upset Limit Limit To EngineeringLimit

Feb 10 DateFees Upset

Mar 109 LimitFeb 111

Preliminary Design 19370 23500 23500 23500Condition Assessment 5000 5000 5000 5000Public Information Center

8 800 8900 8900 8900EnvironmentaAssessment

Final Design 49960 108460 133360 133360Short Listing of General

0 0 0 17300Contractors

Permit To Take Water Application 0 0 0 24700Tender Period Assistance 6950 6950 6950 6950Contract Administration

Full time site inspector shopdrawing review monthly site

meetings payment certificates 155500 251800 251800 410105discipline site visitscommissioning operations manualasbuilt drawings warrant period

Total 245680 404610 429510 629815

Please note that in addition to the above Engineering Fees the Town will also be providing the fee forthe following approvals applications

Certificate of Approval Water 3200

Certificate of Approval Air and Noise 1000

Permit To Take Water 3000

We would like to acknowledge that the Contract Administration fees presented in the above table are

higher than our preliminary estimate provided in the Preliminary Design Report and 75 DesignConstruction Cost Estimate

We would like to identify the following items which relate to the increase in engineering fee estimate

Construction duration The proposal had identified construction would begin in 2010 and last

for 36 weeks The construction is now scheduled to begin in 2011 and it is estimated that itwill take 15 months 64 weeks to complete

Cost of living increase The preliminary design and the final design engineering work were

delayed for the project by more than one year Our firm as many others applies annual

salary increases which is a direct cost of operation The staff involved in the design on this

project has had their billing rates reviewed and adjusted for 2011 above the 2009 rates listed

in the proposal Their new billing rates were used to estimate the above engineering fees

Additional items have been added to the scope of work since the Preliminary Design Report

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February 28 2011

was issued including the automated gate sanitary connection transformer and power supply

design These items will require additional work during construction for coordination shop

drawing review and general contract administration duties

Please note that the above Contract Administration fees were estimated based on a monthlysite meeting which is typically what is required for a project of this magnitude

In the event that the contract duration is shorter than 15 months we would reduce our budget by21000 per month In the event that the contract duration extends beyond 15 months we would use

the same monthly amount to request additional fees

It is an accepted industry practice thatengineering fees are in the order of 10 to 15 of the total

construction costs with approximately half of the fees associated with preliminary and final designand the other half associated with contract administration In comparison the table below compares

the engineering fees assuming that all the additional fees have been approved by the Town in

comparison to the estimated construction cost of approximately 67 M

Phase Cost of Construction Cost

Construction Cost Estimate 666380000Preliminary Design PIC 3740000 056

Final Design 13336000 200

Short Listing TenderingContract Administration and

Post Construction Services 45905500 689

Total 729361500 945

Based on the above information we are confident that we have been able to provide the Town with

good engineering services at a highly competitive cost for the Parsons Road Reservoir and PumpingStation Upgrades

Therefore we kindly ask that our request for additional engineering fees for the items that the Town

wishes to pursue as described in this letter be approved by the Town of New Tecumseth

Yours very truly

RV ANDERSON ASSOCIATES LIMITED

Kimberly MowatMAScPEngProject Manager

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Attachment 2

TOWN OF NEW TECUMSETH rGV 33CAPITAL PROJECT DETAIL SHEET 2M4

2011 BudgetCarry Forward Projects ReportEN20104M

PROJECT DETAIL

EngineeringProject No 2011

Name Parson Road Retssrvoir Expansion DesignWatennams

Deat CoMinui and C Forward P edProject Description Design and ranetnmg the proposed axparsdon of the ParsonsRoad Reservoir and related watenneins that are Identified in tits Alliston

part of the overell swWdng ragrwements for the development area The Preliminary design Report was present to Council in R

Plan Meister Servicing Reportv

induding additional design and construction to provide for a complete protectsport ENG 201008 and soaps of work was approved

Project JuatiBcation Build out of the Allitoon Secondary Plan Area is underway with the majority of the lots having been approved for construction This ttrashudure is krdudad in the 20D4Devakwnrert Charge BAdVound Study as a growth related project The design and construction of Ohs project is to be fawned through the collodion of Development chargesand is identified as Projects A26 b A211 in the 2009 Badograund study


Spent To Additional AdditionalDate 2010 2010 2011 2011 2011 Total

Costs got Comport 2010 Budget duri 2010 Expenditures Total Spent Bud et Ex nditutrs Budget

Capital PurchasesSu

A Town t rreen Costs

Consulting Fetels

L I Fees

ContlnggM 10

C21 Purchases

SubContractingConsuftin Fees S 399610 103436 103436 S 298174 296174L al Fees

Cantin en 39961 S 9961 39961

Ca ital Purchasers

SubContractin

C Wastewater Engineering Costs

Consultin Fees

Le al Fees

Contingency439571 103436 S 103436 336135 S 336135

Fundi A Note 2 Fsmdinn Comconent

Transfer from ReserveA Town Taxation

Other

Transfer from Reserve AJCRL61L70WSER 439571 103436 103436 336135 S 336135B water User Fees

Other

Transfer from Reserve AJCC wastewater Transfer

Other

439571 103436 S 103438 336135 ti 336135


New Operating costs

per year Amount 200

NOW 1 Provide tine General L account s for all Reserve Reserve Funds be used to finance the ro

R VainR Vatrl

bmitted By Department

Header s

Data Prepared Reviewed By Treasurer Manager of Finance

Attachment 3

TOWN OF NEW TECUMSETH30CAPITAL PROJECT DETAILSHEET Q

2011 Budget

PROJECT DETAIL

De attment En ineerin

Project No En 2011

Pro act Name Parson Road Reservoir Expansion Associated Watermains

Pro ect Category Watermains

Pro ect De t prior Continuity Project

Project Descrip0on Design and construct the proposed expansion of the Parsons Road Reservoir and related watermains that are identified In the Alliston Secondary Plan Maslen

Servicing Report as part of the overall servicing requirements for the development area Worts were also support in the 2007 Water Distribution and Storage MateaPlan

Project Justification Build out of the Alliston Secondary Plan Area is underway with the majority of the lots having been approved for construction This infrastructure is Included in the

2004 Development Charge Background Study as a growth related project The design and construction of this project is to be financed through the collection of

Development Charges The Preliminary Design brief was approved by Council via Report Eng201008 March 2010



A Town SubContractin

SubContracting Reservoir Expansion 3800000

SubContracting Pumping Upgrades 2800000

Engineering Costs Contract Administration i 330 X70

SubContracting ParsonsRd Supply Distribution 136059

SubContracting Beech Street supply main 214018

B Water Sub Contracting Church Street suppy main 240872

SubContracting Southwest Alliston supply main 20000

En ineerin Costs su I mains 10 61095

Consulting Fees

Le al PeesContin en 10 703000

Capital Purchases

SubContractingC Wastewater Engineering Costs

Consulting Fees

Legal Fees

ContingencyTotal 7733000 672044

Funding Note 2 Funding Component

Transfer From Reserve ACA Town Taxation

ether

Transfer From Reserve ACRL61L70WSER 7733000 672044

B Water User Feesther


Other

Total 7733000 672044


New Operating costs


Note 1 This column represents the amount of expenditure that the Town will be committed to In the 2011 fiscal period If this capital request is approvedAdditional future year costs that relate to this project should be shown under the 2012 2013 2014 andor 2015 columns

Note 2 Provide the General Ledger account p for all Reserve Reserve Funds being used to finance theP

roject

Vatri R Vain

submitted By Department Head

NOV 1 2010Date Prepared Reviewed By Treasurer Mana er of Finance


March 7 2011

REPORT FIRE 201101

2010 FIRE DEPARTMENT ANNUAL REPORT

RECOMMENDATION

That Report FIRE201101 the 2010 Fire Department Annual Report be received

OBJECTIVE

To provide Council with the information and details of New Tecumseth Fire Departmentresponses training prevention public education activities for 2010

BACKGROUND

An annual report is submitted for Council review on the activities of the New Tecumseth Fire

Department which maintains compliance with the Fire Protection and Prevention Act 1997

through meeting the requirements of Ontario Fire Marshals Office Municipal Fire Protection

Survey


FIRE RESCUE RESPONSES

Fire Emergency ResponsesJanuary 1St 2010 thru December 31St 2010 Inclusive

Type of Call Station 1 Station 2 Station 3 Fire Admin TotalsFire 17 7 15 0 39

Vehicle Fire 0 0 0 3 3BrushGrass FireBurn 20 3 17 6 46

ComplaintsMedical Call 106 48 64 0 218

Vehicle Accident 65 28 27 0 120Hazardous Materials 25 7 5 0 37

Carbon Monoxide Alarm 26 8 9 20 63Activations

False Alarm 63 16 19 0 98Other 15 15 22 0 52

Total Calls Per Station 337 132 178 29 676

New Tecumseth Fire responded to 676 incidents in 2010 down from 709 in 2009 a decrease of33 responses The major area which decreased was twentyfour 24 less medical calls whichis primarily due to prioritizing in the criteria of the tiered response agreement with ParamedicServices

Report FIRE201101March 07 2011Page 2 of 4

Points Earned Station 1 Activity Breakdown

1

tion tl0 St 4 Y

Call Points 8175 4355 6901 19431

meetings 520 634 594 1748Practices 1312 1938 1611 4861

Additional Training 634 2331 2730 5695Comm ees 427 481 333 1241

RecruitNon Routine 3 0 0 3Fire Inspection Prevention 0 355 35 390

Public Education 95 385 407 887

o 48 2 582 5 9

PREVENTION INSPECTION EDUCATION

Fire Inspections

A total of 171 Fire Life Safety inspections were conducted during 2010 through request complaintfire prevention guideline or follow up from a fire incident

by of InsPa C u ec ns16

Grou A Assembly82Group B Institutional 10

Group C Residential 86

Group D Business 5

Group E Mercantile 5

Group F Industrial 13

Mixed Use 20R

w 171

Fire Safety Planning

A variety of buildings are required by the Ontario Fire Code to have a fire safety plan examples are a

residential buildings with sleeping accommodations for more than 10 or a high hazard industrial

facility with an occupant load greater then 10

Fire Safety Plans which are submitted by Building where reviewed for compliance with the OntarioFire Code and forwarded to the Chief Fire Official for approval In 2010 12 plans were reviewed and

approved

Report FIRE201101March 07 2011 Page 3 of 4

Investigations

The Fire Prevention Officer investigated a total of 8 fires in 2010 3 vehicle fires and 5 structure fires

Prosecution for Violations of the Ontario Fire Code Provincial Offenses Act

Part 1 Smoke Alarm Violations 3 Tickets @ 23500 70500 in fines

Part 2 Charges for Violations of the Ontario Fire Code4 Provincial Court proceedings which resulted in the completion of 3 cases with convictions on 10

charges 1780000 in fines

Outdoor Wood Burning Appliances

12 Outdoor Wood burning Appliances were inspected upon request through the permit processfor approval

Public Education

A total of 12 Fire Station tours were conducted as well as 10 elementary schools were visitedthroughout the 2010 school year focusing on fire and life safety using the National Fire ProtectionAssociations NFPA Learn Not To Burn program for students in grades 1 3 5 7

Fire Suppression crews attended Canadian Tire Fire Safety Days in May and October 2010

distributing fire safety information and providing the public an opportunity to review fire apparatusFire Prevention Week in October 2010 included open houses at all three Fire Stations providingvarious methods of delivery of fire safety information A number of community events were attendedby fire crews utilizing the Fire Safety Trailer these venues included Beeton Honey Festival HondaCanada Manufacturing Health Safety Fair Alliston Home Show Alliston Community PolicingSafety Fair Canada Day Sprinkler Demonstration Alliston Potato Festival and Severe WeatherTraining in conjunction with Earl Rowe Provincial Park

Alarmed for Life Smoke Alarm Program

At emergency incidents a program is in place to provide loan out smoke alarms and provide batteriesas well as fire life safety educational material if the need is found In 2010 14 Smoke Alarms wereloaned out 10 batteries provided and the inservice Carbon Monoxide detectors loaned out 10 timesto local residents

Through the Alarmed for Life DoortoDoor awareness campaign fire crews provided advice andaddressed Fire Code deficiencies while visiting 170 homes Highrisk occupancies were alsotargeted in all three districts

Report FIRE201101March 07 2011Page 4 of 4

The Arson Prevention Program for Children TAPPC

Two juveniles were entered into the TAPPC program which provides an intervention and education

to children between the ages of 2 to 17 years of age on fire behavior and consequences

Fire Extinguisher Training

Five separate events were held for industrial commercial groups and associations requesting Fire

Extinguisher training with over 97 people benefitting from this experience


There are no financial considerations associated with this report

r

Respectfully submitted Reviewed

lai a Canzio Dan Hey on

Fire Clerk Fire Chief CE