Strategic Plan - Town of Minto

Town of Minto
Council Orientation
2014-2018
“For last year's words belong to last year's language. And next year's words await
another voice. And to make an end is to make a beginning.“ T.S. Eliot
"Coming together is a beginning, staying together is progress, and working together is
success.” Henry Ford
Schedule
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Legislative Context
Strategic Plan and Organizational Structure
Land Use Planning
Legal Update Patrick Kraemer, Duncan Linton
Departmental Presentations
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Public Works
Finance
Recreation
Facilities
Fire
Building & Bylaw Enforcement
Business & Economic Development
Administration
• Procedural By-law
• Remuneration and Expenses
Legislative Context
Federal Constitution Acts
• Section 52 “Canada” is the supreme law of the land with powers to
strike down legislation to the point where it cannot be enforced
• Taxation, Trade, military defence, postal service, census, navigation,
coastal and inland fisheries, banking & currency, criminal law etc.
• Section 69 Establishes there shall be a Lieutenant Governor of Ontario,
a Legislature meeting at least once a year, an election every 4 years,
and 82 electoral districts
• Powers assigned under Section 92 include direct taxation, timber rights
public lands, justice & prisons, hospitals & asylums, municipal
institutions, liquor sales, local works & undertakings, marriage, property
& civil rights, non-renewable resources
• Participate in infrastructure funding; grants and Federal Gas Tax
Municipal Act 2001
• Effective 2003, prescriptive to a more permissive approach
• Natural person powers & spheres of jurisdiction allow
municipalities to administer and organize affairs, deliver services
• Upper tier (Wellington) and Lower tier (Minto) responsible for
matters within the spheres of jurisdiction as per charts
• May provide “any service or thing that the municipality considers
necessary or desirable for the public”, but Council must site
specific authority to act ie. by-laws should state an authority
• Section 9 Natural Person Powers has been broadly interpreted
• Municipal Act has over 474 sections covering powers respecting
roads, finances, sale of lands, tax collection, enforcement
Sphere of Jurisdiction
Part of Sphere Assigned
1. Highways, including
parking & traffic
Whole sphere
Upper-tier Municipality (ies) to Exclusive or Nonwhich Part of Sphere assigned Exclusive
Assignment
All upper-tier municipalities
Non-exclusive
2. Transportation systems,
other than highways
Airports
All upper-tier municipalities
Non-exclusive
Ferries
Disabled passenger
transportation systems
Whole sphere, except airports
and ferries
Whole sphere, except waste
collection
Sewage treatment
All upper-tier municipalities
Peel, Halton
Non-exclusive
Non-exclusive
Waterloo, York
Exclusive
Durham, Halton, Lambton,
Oxford, Peel, Waterloo, York
All counties, Niagara, Waterloo,
York
Durham, Halton, Muskoka,
Oxford, Peel
All counties, Niagara, Waterloo,
York
Durham, Halton, Muskoka,
Oxford, Peel
All upper-tier municipalities
Exclusive
All upper-tier municipalities
except counties
Niagara, Waterloo, York
Oxford, Durham, Halton,
Muskoka, Peel
Exclusive
3. Waste management
4. Public utilities
Collection of sanitary sewage
Collection of storm water and
other drainage from land
Water production, treatment
and storage
Water distribution
Non-exclusive
Exclusive
Non-exclusive
Exclusive
Non-exclusive
Non-exclusive
Exclusive
Sphere of Jurisdiction
Part of Sphere Assigned
6. Drainage and flood control
except storm sewers
7. Structures, including
fences and signs
8. Parking, except on
highways
9. Animals
10. Economic development
Whole sphere
11. Business licensing
Whole sphere, except fences
and signs
Municipal parking lots and
structures
None
Promotion of the municipality
for any purpose by the
collection and dissemination of
information
Acquisition, development and
disposal of sites for industrial,
commercial and institutional
uses
Owners and drivers of taxicabs,
tow trucks, buses and vehicles
(other than motor vehicles)
used for hire
Taxicab brokers
Salvage business
Second-hand goods business
Drainage business, plumbing
business
Lodging houses, septic tank
business
Upper-tier Municipality (ies) to Exclusive or Nonwhich Part of Sphere assigned Exclusive
Assignment
All upper-tier municipalities
Non-exclusive
Oxford
Non-exclusive
All upper-tier municipalities
Non-exclusive
None
Durham
Exclusive
All counties, Halton, Muskoka, Non-exclusive
Niagara, Oxford, Peel, Waterloo,
York
Durham
Exclusive
Halton, Lambton, Oxford
Non-exclusive
Niagara, Waterloo
Exclusive
York
Exclusive
York
Non-exclusive
Council Roles
• Represent the public and consider the well-being & interests of
the municipality
• Develop & evaluate policies and programs
• Determine services to be provided
• Ensure administrative policies, practices and procedures and
controllership policies, practices and procedures are in place to
implement Council decisions
• Maintain accountability and transparency of the operations
including senior management activities
• Maintain financial integrity
• Carry out any other roles according to any other Act ie. Section 19
of Safe Drinking Water Act as Owner of water systems
Head of Council (Mayor)
• Chief executive officer of the municipality
• Preside over council meetings so that business is carried out
efficiently and effectively
• Provide leadership to the council
• Provide information and recommendations to the council with
respect to the role of council
• Represent the municipality at official functions
• Carry out duties of Head of Council under any other Act
Strategic Plan
2013
Official Plan
(County of Wellington)
1999 (Updated 2011)
Integrated
Community
Sustainability
Plan 2011
Culture Plan
2011
Financial
Plans DWQMS
2012
Departmental Business Plans
The framework
-Vision, Mission, Actions
Policies to attain long term vision
- “Council may take no action contrary
to the Official Plan” (County 5 year
review done in 2014)
- “Shall be consistent with” Provincial
Policy” (new in 2014)
Fire Master
Plan 2012
Need Studies
(Roads,
Bridges,
Recreation)
Specific
Planning
Documents
Policy
Direction
Budget Implements
Council Directions
Plan Format
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Vision and Mission
Process
Format & Guiding Principles
Core Business Areas (9)
Timeline & Implementation
Plan Evaluation
Brand Positioning
Appendices
Vision
• A friendly, safe, affordable, family oriented rural community built on
a foundation of respect, volunteerism, and prosperous business,
and sustained by people who value neighbourliness, fairness and
inclusiveness.
The Vision is the beacon in the distance. Navigating by Mission. To accomplish our goals
Mission
• Provide cost effective and responsive local government
through superior customer service, internal stability and
efficiency, and promoting responsible economic growth,
healthy lifestyles, and respect for the natural environment.
The Vision is the beacon in the distance. Navigating by Mission. To accomplish our goals
Guiding Principles
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Community identity “one town feel”
Transparent
High level customer service
Diversified, accommodating, versatile workforce
Quality and affordability
Partnerships
Community engagement
Environment
Business and community development
Authentic heritage
Core Business Areas
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Economic Development (12)
Financial Strategy (8)
Emergency Services and Health (10)
Recreation and Facilities (9)
Tourism and Culture (12)
Planning and Development (13)
Agriculture and Environment (12)
Public Works (8)
Governance and Leadership (13)
Total = 97 40 (ST) 21 (MT) 3 (LT) 33(OG)
Implementation
• Timelines
– 5 year time frame, up to 10 years maximum
– Report annually to Council on plan
– Reference at budget, staff reports
– Amend the plan if actions change
– Consult once every 2 years minimum and full
review in 5
• Evaluation
– Performance measures, MIDAS information,
– Include in Budget Business Plans
• Brand Positioning
– Where your Family Belongs
Land Use Planning
County Official Plan
• Policies to guide development in
Minto, designation map
• Policies for residential,
commercial, industrial, hazard
• Severance and subdivision
requirements (one rural lot
severance per secondary
agricultural lot)
• Community Improvement Plan
incentives (façade & sign grants)
• Does not bind a landowner
• AMO new online self-directed
course in Land Use Planning
Land Use Planning
Zoning By-law
• Binds owners, sets permitted
uses, site & building regulations
• Minimum lot area, front yard
distance, side yard setback etc.
• Parking requirements for all
uses including accessible spots
• Minimum Distance Separation
• Hazard land areas, parkland
• Requires sewer and water
connection for urban areas
• Building permits cannot be
issued unless zoning is met
Land Use Planning
Subdivision & Severance
• Severance creates one new lot;
Subdivision many different lots
• County approves both
• Town provides comments based
on Departmental review
• County Planners also review
based on Town considerations
• Town staff work with County staff
& Council to implement County’s
decision
• Can require engineering
consultant paid by Developer
• Subdivision Agreements signed
Land Use Planning
Site Plan Control
• Council approves site plan under
site plan control area by-law
• Developer submits detailed plan
showing building location,
parking layout, landscaping,
driveways, servicing, stormwater
• Staff conducts internal
Department review and obtains
County and others as needed
• May require engineering
consulting paid for by developer
• Site plan agreements with
security in house, on title
Land Use Planning
Committee of Adjustment
• Quasi judicial body; all of Council
• Formed under the Planning Act to
consider minor variances, changes
to non-confirming uses
• Minor variance 4 questions:
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Minor
Desirable for appropriate use
Intent of Official Plan
Intent of Zoning By-law
• Non-conforming uses legally exist
but are not permitted in zoning; ie.
industrial use in residential area
Minor Variance for
new MDS distance
Legal Update Patrick
Kraemer Duncan Linton
Introduction to Duncan Linton
Contracted Services
Current Projects
Questions
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Freedom of Information
Safe Drinking Water Act
Pecuniary Interest
Organizational Structure
Public Works Brian Hansen
Roads, Sidewalks, Drainage Mike McIsaac
• Road, curb, sidewalk repair and replacement
• Snow removal roads and parking areas
• Municipal Drains, rural drainage, storm water
management
• Lead Hand plus 5 FT operators, plus on-call
Water Plant and Distribution Wayne Metzger
• Overall Responsible Operator (ORO), DWQMS
• Palmerston, Harriston, Clifford, Minto Pines plant
and underground, Streetlight contract
• Lead Hand, DWQMS Coordinator plus 2 operators
Sewage Plant and Distribution Mark Robertson
• Overall Responsible Operator (ORO)
• Plus 2 operators
• New from Centre Wellington contract
Hours of Operation
 Road Divisions:
• 7am – 5:30pm Monday to Thursday with a rotating
person on 7am – 3:30pm Monday to
Friday(summer hours)
• 7am – 3:30pm (winter hours vary as required)
• Water and Wastewater Divisions hours of Operation
are 7am – 4:30pm Monday to Thursday with an
on call person 24hrs/7days
Personnel
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Public Works Director - Brian Hansen (3 Years)
Roads Foreman/Drainage Supervisor - Mike McIsaac (7 years)
Water Foreman – Wayne Metzger (26 years)
Wastewater Foreman – Mark Robertson (5 years)
Compliance Coordinator - Darrell Buehler (16 years)
Operators Mike Orth – Lead Hand (6), Doug Quigley (26), Dan McMullen (4),
Hugh Clunas (35) Ryan Hill (4) Mike MacDougall(4)
Water/Sewer Operator- Class 2 - Todd Rogers – Lead Hand (5) Clarke
Richardson (11), Paul Freeland (31)
Water/Sewer Operator- Operator In Training (OIT) and Class - Mike Doucette
(1 Year) Todd Cowan (6 months)
John Kelly, Dave Lyons, Seasonal Communities in Bloom, and Crossing
Guards
Training, Contracted Services
Water & Waste water (Walkerton, Hamilton, London)
Road school (Guelph University)
Snowplow training
Health & Safety Certification (Bi-annual inspections, WHIMIS,
Confined Space, CPR & First Aid
 Contracted services include Roadside grass, Main Street Snow
removal, grass cutting, LED Street Lights Street Sweeping, Line
Painting,
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Winter Control
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244 km roads (57 km gravel & 187 km asphalt, tar & chip)
18 Km of urban sidewalks in all three communities
Road patrol route with plow 4:00AM- 12:00 noon 7 days a week
4 single axel plows, 2 tandem plows, 2 graders, 3 sidewalk tractors
Some sand & salt storage in Clifford and Palmerston; Bulk of sand
and salt is purchased from the County
County roads 2 & 3 contracted to Minto (14.7 km)
GPS tracking in the plow trucks
MTO contracted for the connecting link in Clifford & Harriston
County does snow plowing on Palmerston Main Street
Town currently plowing municipal parking lots (Harry Stone’s lot ?)
Information
Roads and Drainage
 Sidewalks 42km
 Culverts
33
 Bridges
16
 Approx. 140 Municipal Drains
Water Division
 13 Wells
 43 Km of Water Lines
 3 Water Towers
 225 Hydrants
Waste Water Division
 3 Waste water Plants (2 Lagoon Systems 1 Mechanical System)
 All three of these are a Class 2 System
 42 km of Wastewater Mains
 39 km of Storm Sewer Mains
 5 Wastewater Lift Stations
Regulations
 Ministry of Natural Resources, Ministry of Labour, Ministry of
Government Services (Cemeteries Regulations Unit), MTO Regulations
(Minimum Maintenance Standards- Road Classification)
 Maitland Valley Conservation Authority (Flood Plain Restrictions)
 Ministry of Environment Drinking Water Quality Management System
- Must maintain consistent and safe drinking water supply which meets or
exceeds all regulatory standards by applying a system of policies and
procedure including ongoing evaluations, staff competency through
training, communication with consumers and staff, workplace safety and
contingency response measures.
- Management and staff are committed to producing, maintaining and
continuously improving the Quality Management System; Council has
legal role under Safe Drinking Water Act to ensure properly run system
Shops
Clifford & Palmerston
Clifford- Brown street
Palmerston- Walker Street
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Shops- Harriston & Minto
Harriston- Young Street
Minto- Town Office
Clifford, Palmerston &
Harriston Cemeteries
Minto Equipment
Minto Equipment
Minto Equipment
Equipment
Equipment
Gravel Pit 12th Line
2013/2014 Projects
16th Line Bridge Replacement
Queen Street
Reconstruction- Clifford
2013/2014 Projects
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3rd Line Bridge
Elora St Phase I & II
4th Line Pulverization- Tar and Chip
Minto Howick Boundary- Resurfacing
Roads Needs Study, Bridge Inspection Report, Vehicle replacement
programs
2 blocks of road reconstruction on George St, Harriston
Resurfacing and storm improvement on Queen St Clifford
Wellington St Road Construction Palmerston
John St. Force Main – Harriston
Palmerston Industrial Park – Road, Water and Wastewater Expansion
Water/Sewer Extensions on Lowe and Walker - Palmerston
2013/2014 Projects
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Harriston – Queen St. water/sewer main reconstruction
Neptune Water Meter Project
Ontario 1 Call – joined as a new member
LED street lighting project with Real Term Energy
2 Ice Storm Clean ups, numerous wind storms
Projects Moving Forward
Harriston Downtown Road Reconstruction
Phase III & IV Elora St- Harriston
Bride Rd Culvert Replacement
Gillespie Lane- Possible Road Reconstruction
Resurfacing of 12th line & remainder of Minto Howick
Boundary
• Resurfacing of 3rd Line & 6th Line
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Finance Gordon Duff
Tax Collection and user fees,
• water and sewer billing about $3.4 million
• tax collection approximately $ 4 million
Payables
• Payments
Payroll and Benefits Administration
• WSIB about +-42 FTE
Budgeting and Capital Planning
Miscellaneous Corporate
• Green Energy Planning Coordination
• Information Technology liaison
Treasury Department
 Services & Support
 Personnel
 2014 Budget
 Financial Strategies
 Statutory & Regulatory Requirements
 Current Trends & Issues
 Departmental Support & Government Relations
Services & Support
Tax Collection & Administration
Processing of Supplemental Taxes & Write offs
Billing & Collection of General Revenue
Water & Sewer Billings and Collection
Cash Handling, Receipts and Daily Deposits
Accounts Payable functions
Dog Licensing
Donations processed and tax receipts issued
Act as initial source of public information
Services & Support
Payroll Administration & Employee Benefits
Administration Staff Scheduling
Cemetery administration including Statistical Reporting
 Plot Sales and Collection
Grant Applications and Reporting
Liaison with Auditor
Low Level Information Technology Support
Clerical, Document management support Public Works
Support for Programs, Financial and Advisory
Role of Treasurer
All accounting & reporting of transactions including
preparation of Annual Financial Information Return and
Annual Audited Financial Statements
Administration & Reporting on Long Term Debt
Investment of Surplus Funds
Providing Council with Information and Financial Insight
Economic Development Support and Special Projects
Along with the CAO Clerk prepare and present annual
budget, work with Town Insurer and Solicitor
Active Grant Activities
OMAFRA – Building Canada Fund – Communities
Component-Upgrades to Harriston Sewer system and new
Forcemain
OMAFRA-Rural Economic Development Fund (RED) –
Minto Creative Industry Incubator
OMAFRA-Municipal Infrastructure Investment Initiative
(MIII) – 16th Line Bridge
OMAFRA – Small Rural & Northern Municipal
Infrastructure Investment Fund (SRNMIF) – 3rd Line Bridge
110 Reconstruction
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Active Grant Activities
AMO – Federal Gas Tax Rebates-Annual amount, usually
dedicated to road improvements and construction projects
Econ Dev, Employment & Infrastructure-Ontario
Community Infrastructure Fund (OCIF)–application for
Bride Road Culvert replacement
Econ Dev, Employment & Infrastructure-Small
Communities Fund (SCF)–application for Elora Street
Downtown Harriston reconstruction and services
MMAH-Ice Storm Assistance Program Dec 21-22 ice
storm costs
Personnel
Gordon Duff, Treasurer, CGA, BBA, CFP (12 years)
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Lorie Forbes, Deputy Treasurer, AMCT (14 years)
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Janet Klemp, Tax Collector, AMCT
(18 years)
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Jackie Hymers, Accounts Payable & Water Clerk half time
shared with Public Works (6 years)
Staff in other Departments
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Annilene McRobb, Clerical/Financial Assistant Half time shared
with Clerks (8 years)
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Tawnya Baker, Recreation Accounts Receivable half time
shared with Recreation (3 years)
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2014 Operating Budget
 2014 Operating Budget – 12.0 Million
 2014 Capital Budget – 5.5 Million
 Expenditures were financed by
 Taxes
4.2 million
 Government Grants
2.7 million
 User Fees
5.1 million
 Reserve Fund Transfers
1.9 million
 Long Term Borrowing 570,000
 Unexpended Capital 2.0 million
 Other Sources
1.03 million
Debenture Balances
2024
1,800,000
1,600,000
1,200,000
200,000
0
2015
400,000
2016
600,000
2033
2018
800,000
2020
2028
1,000,000
2025
2021
1,400,000
Reserve &
Reserve Funds
Sewage
Sewage Sludge Fees
Sewers-lifecycle
Sewers
-500,000.00
0.00
500,000.00
1,000,000.00
1,500,000.00
2,000,000.00
2,500,000.00
3,000,000.00
Waterworks
Waterworks-lifecycle
Waterworks
Waterworks
-1,000,000.00
-500,000.00
0.00
500,000.00
1,000,000.00
1,500,000.00
2,000,000.00
Parkland
Parkland
Parkland
Parkland
0.00
5,000.00
10,000.00
15,000.00
20,000.00
25,000.00
Administration & Other
Admin Capital Expend
Accessiblity Standards
Tax Levy Stabilization
Administration & Other
Risk Management
WSIB
0.00
50,000.00
100,000.00
150,000.00
200,000.00
250,000.00
300,000.00
Fire Trucks & Buildings
Fire Buildings
Fire Trucks & Buildings
Consolidated Fire Trucks
0.00
500.00
1,000.00
1,500.00
2,000.00
2,500.00
3,000.00
3,500.00
Cemetaries
Cemetery Operations
Clifford Cemetery
Cem C & M
0.00
2,000.00
4,000.00
6,000.00
8,000.00
10,000.00
12,000.00
Administration
Admin Capital Expend
Accessiblity Standards
Tax Levy Stabilization
Administration
Risk Management
WSIB
0.00
50,000.00
100,000.00
150,000.00
200,000.00
250,000.00
300,000.00
Public Works
Harriston Trees
Federal Gas Tax
Bridges & Culverts
Road Construction
Road Equipment
Gravel Pit
0.00
50,000.00
100,000.00
150,000.00
200,000.00
250,000.00
300,000.00
350,000.00
Recreation
Norgan Theatre
Harriston Seniors CN Station
Palmerston Arena-lifecycle
Recreation
Harriston Arena-lifecycle
Clifford Arena-lifecycle
0.00
20,000.00
40,000.00
60,000.00
80,000.00
100,000.00
120,000.00
Development Charges
Farmers Markets
Dev Chgs-Outdoor Rec
Dev Chgs-Admin
Dev Chgs-Fire
Development Charges
Dev Chgs-Roads
Dev Chgs-Sewer
Dev Chgs-Water
0.00
10,000.00 20,000.00 30,000.00 40,000.00 50,000.00 60,000.00 70,000.00 80,000.00 90,000.00
Jumpathon
Palmerston Jump-a-Thon
Harriston Jump-a-Thon
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
Building Department
Equipment
0
10,000
20,000
30,000
40,000
50,000
60,000
70,000
80,000
Budget Process
• Department Heads prepare Operational Business Plan based on previous
year budget to actual, current needs and measures, and 5 year projected
service demand
• Department Heads meet with CAO Clerk and Treasurer to assess plan and
look at alternate service levels.
• Budget book, summary report and presentation is prepared for Committee
of the Whole (January 13th )
• Budget revisions based on Council’s guidance and desired level of increase.
• Capital Plan and Budget prepared and presented to Committee of the
Whole for consideration (March)
• Budget By-law adopted after County Assessment completed
• Implementation of Annual Budget and Monitoring by Department Heads
with support from Treasury
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Financial Snapshot
As at Nov. 3, 2014, cash basis only
CASH
Bank Accounts
One-Fund Investments
Richardsons BMP
Investments
CIBC Financial
est DEBT PAYMENTS
due within Term of Council
$3,679,101
1,415,985
Principal
Interest
$2,972,346
744,902
457,227
874,808
$6,427,121
$3,717,248
Development Charges
 Limited types of projects on which we can spend these
reserves.
 Minto’s DC By-law was just reviewed in detail and passed in
July, 2010 and will now remain in effect for five years,
therefore it is due for renewal in June 2015
 Schedule of DC rate comparisons to those of our neighbours
show that our rates are very competitive.
 Other incentives are available subject to restrictions under
the Municipal Act.
Current Trends & Issues
PSAB & Asset Management
 Build on the extensive work completed from 2008 to
the present.
 FIR and Financial Statements have been PSAB 3150
compliant since 2009
 Transferred asset inventory from Keystone Fixed Asset
Module to Citywide in 2012
 Staff used updated condition and replacement cost
data from 2013 Road Needs Study, Bridge Inspection
Report, Level of Service analysis and public works
personnel to create Asset Management Plan
 Working on integration of Citywide data with FindIt! GIS
system for core assets
 Continue to improve existing asset inventory data
Current Trends & Issues
PSAB & Asset Management
 Use this data to improve the quality and accuracy of
long term forecasts
 Expand scope of AMP to include vehicles, buildings,
recreation, fire, administration and other facilities and
assets.
 Utilize Citywide Capital Planning & Analysis Module to
improve capital budget process
 Expand account allocations to include detailed
descriptions to add to asset inventory database
 Improve funding projections in the AMP
 Compile information for proposed AMP FIR schedules
Current Trends & Issues
 2015 non Asset Management Goals
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Complete Grant applications and reports as necessary
Operating and capital budgets
Implement water meter billing system
Expand the use of purchase orders
Update Drinking Water Financial Plan
Succession planning and cross-training
Ongoing training of Treasury Staff to stay abreast of new
regulations
Departmental Support
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Dedicated involvement with Economic Development
DWQMS Management Team member
Committee Participation
Attendance & Consultation for Tender Process
Administration for Norgan Theatre
Invoicing for Building Permits, Drainage & Fire dept.
Financial requirements for planning applications
Funding requirements and follow up for all projects
Procurement Advice
Open Door Policy for all Council Members and Staff
Recreation Matt Lubbers
Staff and Committees
• PRAC, Settlement Committees and Others
Administration
• AR, Budgeting, By-Laws
Communications
• Community Guide, Social Media Presence
Programming
• Aquatics and Adventure Camp
• Grassroots Programs and Other Programs
Norgan Theatre
• Volunteer Retention, Debt Reduction
Miscellaneous Corporate
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Joint Health and Safety Committee
Accessibility Representative
Lottery Licensing
Light IT Duties
Staff – 2 FTE
• Matthew Lubbers, Recreation Services Manager, 2011-Current
– Facilities Operator – Palmerston
– Recreation Program Coordinator
2005-2007
2008-2010
• Mandy Jones, Recreation and Marketing Coordinator, 2011-Current
– Summer Tourism Assistant
2008-2010
– Shared with Economic Development
– Currently on Maternity Leave; New position with County
• Tawnya Robertson, Recreation and Finance Clerk, 2011-Current
– Adventure Camp Staff
2006-2007
– Adventure Camp Supervisor
2008-Current
– Currently serving as Recreation & Marketing Coordinator during maternity leave
• Shared support issue to be addressed with overall Town structure
Committees
• Parks and Recreation Advisory Committee - PRAC
– prepare agenda, record minutes, report to Council
• Clifford Recreation Association - CRA
– work with their treasurer regarding billing and collection of groups who
receive grant money to offset facility rental costs
• Drew Community Board
– semi-annual meetings, rent out and maintain Drew Hall and ball diamond
• Norgan Theatre Board - NTB
– prepare agenda, record minutes, report to PRAC
• Other Organizations
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Family and Children’s Services, Community Resource Centre, Trellis
Children’s Foundation of Guelph and Wellington, Jumpstart
NW Coalition for Youth Resiliency, Growing Great Generations (County)
ORFA, SWORFA, Recreationalists Group, SCE
Minto Mapleton
Communities in Motion
Administration
• Invoice and collect all receivables
– generated from facility rentals
– program registrations
– arena board ads, other sponsorships
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Use various Keystone accounting software modules
Event Pro booking software linked to all three arenas
Facility rental agreements, liquor license renewal
Quarterly reports to SOCAN, AGCO
Negotiating and creating by-law agreements
Council Recognition Night
Communications
• Community Attractions Guide
– full gloss annual publication distributed throughout Minto
• School Newsletters
– quarterly, all content concerns child and youth programs
• Facebook
– daily updates for Recreation, Facilities and other departments
• Mobile Friendly Website
– daily updates for Recreation, Facilities and other departments
Aquatics
• 2 outdoors pools and 1 splash pad
– operate early-June until late-August
• 1 Head Lifeguard and 4-6 Lifeguards per pool
• Red Cross swim lessons and advanced Bronze programs
• Annual Fundraisers for equipment
– new slide in Palmerston
• Aqua Fitness programs
• Moorefield Optimist Bus coordination
• Swim 2 Survive program in June of 2015
Adventure Camp
• Run in Harriston and Palmerston
– March Break, July and August
• 2-3 staff per site
• 3-4 bus trips (such as Laser Quest)
Grassroots Programs
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Grassroots Soccer in Clifford
Hometown Baseball in Harriston
Grassroots Hockey in Clifford
Grassroots Basketball in Palmerston
Ball Hockey League in Harriston
Try It Sports Program throughout Minto
STEP Well Program in Palmerston
Other Programs
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Public Skating
Parent, Tot and Senior Skating
Adult Skating in Clifford
Babysitter Course
Shuffleboard
Pickleball
Smart Serve
Minto Retiree Activity Group
– Bus Trips
– Seniors Olympics
The Norgan Theatre
• Volunteer driven with 1 part-time employee
• Norgan Theatre Board
• Debt has been reduced
– with help of Palmerston Lions and Ag Society
– $177K in 2007 to $36K in 2014 (estimated)
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Social media presence
Multimedia friendly
Weekend Feature Films
Numerous weekday rentals
Occasional live shows
Many special events such as weddings
Miscellaneous Corporate
• Joint Health and Safety Committee
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prepare agendas, record minutes, report to Council
assist supervisors with training new and current staff
research, create and update training documents
work with County Health and Safety Coordinator
Accessibility Representative
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research, create and update training documents
familiar with Accessible Customer Service Standard and IASR’s
secured $10K County grant for Harriston Train Station
work with County Accessibility Clerk
Miscellaneous Corporate
• Lottery Licensing
– good fit as applicants are primarily
service clubs and youth sports groups
– primarily raffles and break-open tickets
– “consideration for a chance to win a prize”
• Light IT Work
– lending of a/v equipment to community groups
– assist with implementation of ePost and pending online payment method
• Defibrillators
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11 currently installed at Town-owned facilities
successfully applied for defibrillators for both pools in 2012
successfully applied for new defibrillators for all three arenas in 2014
existing arena moved to Admin Office, GWTG, Norgan Theatre
Facilities Al Carr
Recreation Facilities
• Booking, customer service, maintenance
Parks and other Facilities
• Preparation of playing fields
Miscellaneous Corporate
• Trail development
Staff
• Al Carr, Recreation Facilities Manager, 2011-Current
– Facilities Manager – Palmerston 2002-2011
• Mark Hill, Harriston & Clifford Arena Lead Hand, 2011-Current
– Harriston Arena Facility Staff 2004-2011
• Greg Mallett, Palmerston Lead Hand, 2011-Current
– Palmerston Arena Facility Staff 2006-2011
• Duane Voll, Palmerston Arena Facility Staff - 2007- Current
• Mike Maynard, Clifford Arena Facility Staff - 2003- Current
• Shaun Mabb, Harriston Arena Facility Staff – 2012- Current
• Brett Robertson, Palmerston Arena Facility Staff – 2012- Current
• Part Time as available
Administration
• Completion of long term plan for facility renovations and/or
replacements
• Update Departmental Policy and Procedure Manual involving
input from all Full Time staff
• Input rentals/events into Event Pro
• Complete Parks and Facilities marketing plan
• Work with community to maximize use of departmental
assets
• Facilities staff schedule work hours to facility and park
schedules resulting in no overtime
• Continue to be progressive in energy savings
Community Centres
• Capacities of 299; Reasonable Rates
• Tastefully Decorated, Clean, & Air
Conditioned
• Fully Equipped Kitchens
• Common uses include buck & does,
weddings, community suppers, fundraisers,
seminars, bazaars, auctions, youth and
senior activities, fitness
• Staff set up tables, clean up at events end,
and provide bartenders for licensed events
• Customers decorate and do table settings.
• Staff strive to meet customer needs, provide
list of local businesses (decorators,
dressmakers, caterers, DJ’s etc.)
Curling Clubs
• Ideal for larger events including buck & does, weddings,
community suppers and youth activities
• Reasonable rates
• Heat and fully equipped kitchens can be made available
• We set up tables, clean up at events end, provide staff
(including bartenders) required. All you need to do is look after
decorations and table settings. We strive to meet the needs of
customers
• We can assist you with your event by providing a list of local
businesses form decorators to dressmakers, from dj’s to
caterers, etc. Minto offers it all.
• Assist Curling Clubs in Palmerston & Harriston when they are
fully operational from mid October until the end of March
Arenas (Winter)
• Mad Dogs Minor Hockey, “AAA” and
Girls hockey, Adult hockey leagues, Sr. A
Men’s and Ladies hockey teams.
• Figure Skating Club test days, carnivals
and special events
• Junior and Adult Broomball Leagues
with league and regional tournaments,
• Free Parent and Tot/Senior Skating at
each arena. Plus public skating
sponsored by local businesses and
associations (also free).
• Town grassroots hockey, casual rentals
pick-up or shinny hockey, Clifford
curling, Birthday parties, family skates
Arenas (Summer)
• Floor Capacities– Clifford 1003,
Harriston 1082, Palmerston 1330
• Reasonable rates
• Ideal for large scale events and sports
• Fully equipped kitchens
• Staff set up tables, clean up at event
end, and provide bartenders for
licensed events
• Customers decorate, do table settings.
• Staff strive to meet customer needs,
provide list of local businesses
(decorators, dressmakers, caterers,
DJ’s etc.)
Baseball Diamonds
• 4 lit diamonds, 1 unlit diamond
• Host 37 games/week and 14
weekend tournaments
• Pavillions, concessions and
washrooms available at all sites
• Staff ready diamonds daily for
baseball
• All outfields are rolled in the
spring with turf maintenance
performed twice a year (Aeration,
fertilization)
Soccer Pitches
• 3 full size soccer pitches, 1 under 10 pitch and 1 under 8 pitch
• All soccer fields are rolled in the spring and have turf
maintenance performed twice a year (Aeration, fertilization)
• Staff maintain goal nets and line the pitches
• Currently host 8 games/week and 4 tournaments
• Permits to use soccer pitches obtained at reasonable rates.
Permanent Liquor Licence
• Fully licensed parks and facilities, permanent liquor license
(PLL) make it more user friendly to host events (buck and does)
and fundraisers.
• Customers provide smart serve trained beer/liquor ticket
sellers. Town provide bartenders at no cost.
• Customers do not have to stock the bar; pick up or return
alcoholic beverages; no partial stock loss and cases that can
not be returned.
• PLL allows rates to be kept reasonable.
• No corkage fees. Mix, cups, wine glasses provided.
• Customers receive 20% of gross liquor sales if profit sharing is
applicable.
Palmerston Railway
Heritage Museum
• Constructed 1871, Town renovated
• Volunteer run; houses historical
items form the original site,
• Outdoor train tracks, 3 rolling stock
(train cars), a jigger, 3 handcars
• A small train is available to rent,
commonly used for children’s rides.
• Used for genealogy plus other
Palmerston archives
• Admission by donation; Tours
available; Open Wednesday –
Sunday; June to September 9am5pm or appointment
• Farmers Market is hosted on site
form May-October
Harriston Town Hall
• 230 theatre Grey Wellington Theatre
Guild plus the Harriston Food Bank,
and a dance studio.
• Theatre averages about one show per
month; plus rehearsals.
• Great lighting, and sound systems
after 2003 renovation. 2014 reno
included catwalk and washrooms.
• Dance studio is used six days a week,
by approximately 90 families and 120
participants.
Harriston Train Station
• Hosts the 55+ Club.
• 60 person capacity; equipped with
tables, chairs, full kitchen.
• Tastefully decorated, maintaining
its rustic values, and is air
conditioned
• Park like setting with flower beds,
picnic tables, shuffleboard courts.
• From 2012 to present train station
has new windows, siding,
washrooms, driveway.
• Commonly used for smaller
meetings and family gatherings;
reasonable rates
Walking Trails & Parks
• Palmerston & Harriston Fairgrounds, Lawrence
Park, the Lions Heritage Park, I.O.D.E. Park, Mill
Street Park, Kinsmen Park, Conservation Park,
Harriston Lions Park, Tannery Park, Beehive Park,
Fire Hall Park, Rotary Park, Centre Park, Marshall
Park and the new John Hobleman (Rotarty) Park.
• Two pools (maintain facility, water chemistry), 8
playground structures, a splash pad, 3 pavillions,
• public washrooms, tennis courts, community
garden, rail bridge, multiple picnic tables, benches
• New trail system completed Clifford 2014
augments Greenway Trail and Whites Junction trail.
Trails are maintained by trail committees.
• Lit interlocking stone pathway installed by the
Palmerston Lions Club at the Lions Heritage Park.
Capital Projects
• Clifford – Approximately $350,000 since 2011
Highlights include refridgeration upgrades, new Olympia, Community Centre
renovation, new ball diamond, soccer pitch, and park washrooms
• Harriston – Approximately $315,000 since 2011
Highlights include energy saving upgrades to lighting, refridgeration, and solar heat,
washroom upgrades at Fairgrounds and Town Hall and complete renovation of the
Train Station.
• Palmerston – Approximately $225,000 since 2011
Highlights include refridgeration upgrades, parking lot repairs, energy saving
upgrades to lighting and solar heat, a splash pad U/V light, and new washrooms at
Lions Heritage Park
• Land sales and grant monies received have helped maintain reserves.
Conclusion
• Updated Strategic Plan guiding the Facilities Department moving
forward
• 2013 survey filled out by 45 Minto Businesses
Rate your level of satisfaction with Recreational & Cultural Facilities
2008
2013
57% Very Satisfied/Somewhat Satisfied
84% Good/Excellent
Fire Chief - Chris Harrow
Suppression
• 85 Volunteers (includes 2 Deputy Chiefs), 1 Full
Time Chief, 1 Part time Fire Inspector, 1 Part time
Office Coordinator
Facilities
• 3 Fire Halls, 13 Trucks
Three Associations
• Arms length to the Fire Department
• Host of:
• Breakfasts, Parades
• Dinners & Fundraising
Services
 Service most seen is emergency responses which
consists of – Medicals, Carbon Monoxide, Alarms,
Lift Assists, Motor Vehicle Accidents, Gas Leaks,
Uncontrolled Burns, Burn Complaints, Fires, Floods
and Other Call Types too Numerous to Mention
 2013 saw us Complete 195 Calls for Service
 We are a catch-all service, if anyone in the public is
unsure who to call, they call the fire department
112
Services
 Other Services we Provide:
− Fire Inspections – Including Regulated Mandatory
inspections of Vulnerable Occupancies
− Emergency Management and Planning
− Public Education – Tours, School Visits, etc.
− Training, Training and More Training
− Public Appearances – Remembrance Day
− Association Activities – Parades, Breakfasts,
Christmas Party,
Mandatory Services
 Public Education Program including a Smoke Alarm
Program
 Fire Inspections on Request or Complaint basis as
well as Mandatory Inspections on vulnerable
occupancies
 Complete a Simplified Risk Assessment
 Provide such other fire protection services as it
determines may be necessary in accordance with
its needs and circumstances. (E & R By-Law)
Minto Fire Events
Establishing & Regulating By-law
 Municipalities granted the right to provide fire
protection under the FPPA
 E & R By-law is a contract for the municipality which
sets out the services the fire department will provide,
how they will provide it. It may refer to the
organization chart. It may also set limits on where,
when, and under what circumstances service will be
provided.
Fire Chief
 Full Time since January 2009
 Also has title of Chief Fire Official, Chief Fire Inspector,
Community Emergency Measures Coordinator (CEMC), and
Chief Training Officer
 President of Wellington County Chiefs Association
 Vice President of the Ontario Association of Fire Chiefs –
Legislation Portfolio
 Helped write Carbon monoxide and Vulnerable occupancy
regulations for the Province
Current Trends and Issues
 Vulnerable Occupancy Enforcement
 Carbon Monoxide Regulations
 Recruitment and Retention of Firefighters
 Succession planning for all positions
 Regionalization of Fire Services
Grants/Donations
 This past year received over $30,000 in grants and donations
 Majority of the reason is the Office Coordinator position
 Grants/Donations have been received by the following:
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Cargill/Dekalb
Pioneer Seeds
Touch a Truck
Palmerston Ag Society
Trillium Mutual Insurance
Pike Lake
Hawkins Gignac Foundation
FM Global
Fire Department Summary
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Fire Department is evolving at an extremely rapid pace
Keeping current with all changes is our challenge
Recruitment and Training remain priorities to maintain proper
staffing levels
Watching for burn out of volunteers is important to guard
against
Beneficial working at Provincial level to stay ahead of changes
and assist in directing the change
Building & By-law Department
Building Code Enforcement
• Building permit processing, inspections, Applicable Law
Compliance
By-law Enforcement
• Property Standards, Dog Licensing, Noise, Signs
Zoning Administration
• Municipal Zoning By-law, Minor Variance, Rezoning,
Severance Application, Site Plan Approval, Plans of
Subdivisions
Source Water Protection
• Implementation process, inspection, Risk Management
Plan negotiations
Building Department Staff
Terry Kuipers, C.B.C.O
• Chief Building Official, By-Law Enforcement Officer, Property Standards
Officer, Zoning Administrator, Provincial Offences Officer, Municipal
Prosecutor, Risk Management Official (forth-coming)
Cam Forbes (shared with Fire Department)
• By-Law Enforcement Officer, Property Standard Officer, Provincial
Offences Officer, Fire Prevention Officer
Stacey Pennington (funded for Source Water Protection)
• Building Administration, Clerk Administration, Risk Management
Inspector (forth-coming)
Jim Renwick (private contract)
• Animal Control Officer
Building Code Enforcement
Scope
• All structures over 108 sq. ft.
• Includes: Agricultural, Residential, Industrial, Institutional, Commercial, and
associated structures (septics, accessory structures, etc)
Building Code Enforcement
Main Functions
• Pre-development consultation
• Permit review and issuance
• Building Inspections (up to 13 mandated inspections
per structure)
• Applicable law compliance (i.e. SWP, NMP, etc)
• Enforcement – Orders, POA Offence Notices
• Unsafe Buildings – Emergencies, structural failures,
grow-ops
Independent Functioning
• Cannot be directed/influenced by Councils or Staff
By-Law Enforcement
Scope
• Most Municipal By-laws: Dog Licensing, Nuisance Noise,
Property Standards, Sign, Fence, Building By-law, Zoning By-law
Enforcement
Main Functions
• Written complaint driven (except Building By-law)
• Investigate complaints; Issue Informal Notices/Order To Comply
• Prosecute or Cause Property to Be Repaired
OPP Enforcement
• Part of Contract to enforce: Taxi, Noise, Parking
• By-law Enforcement Officer still have options to react if needed
Zoning Administration
Scope
• Town of Minto’s Comprehensive Zoning By-law
Main Functions
• Review proposal for zoning compliance (part of permit application or not)
• Enforcement – Informal Notice, Orders, Prosecution
• Planning Act Application Review – Zoning Amendments, Committee of Adjustment,
Severance, Site Plan Control, Sub-Divisions
• Housekeeping Amendments
Source Water Protection
Scope
• Risk Management Inspection Functions of Clean Water Act
• Risk Management Official paid for by County, located in Centre-Wellington,
reports to all 7 lower tier municipalities
• Minto has received $115,000 grant to aid in implementation until December
2015
Main Functions
• Identify Source Water Threats
• Inspection Threats and negotiate Risk Management Plans
• Enforce non-compliances
• Septic Re-inspections
Changes Since 2010
Staff
• FT Building Official/By-Law Enforcement position has changed to 2 shared
positions with other departments: Building Administration/Risk Management
Inspector/Clerk’s Administration and By-Law Enforcement Officer/Fire
Prevention Officer
Ontario Building Code
• New 2012 OBC Effective January 01, 2014 with 2800 changes from previous
2006 OBC
• Amended twice since implementation, with 3rd taking effect January 01, 2015
• Major changes – increased Care Occupancy requirements, mid-rise wood frame
structures, Applicable Law, Septic Re-inspections, energy efficiency
requirements, additional mandated inspections
Changes Since 2010
By-Law Enforcement
• Changes made to POA Pt II Offence Notices (Parking Tickets) –
no longer require Officer to testify in Court
Source Water Protection
• New since 2010
• Maitland Source Water Protection Plan proposed to be
approved by MOE in December 2014 (Saugeen’s Plan won’t
be approved until later 2015 (at the earliest)
• Implementation work (process), inspections and Risk
Management Plans all to be completed in 2015 while funded
by Province.
Business & Economic
Belinda Wick Graham
Community Development
• Cultural Plan implementation
• Industrial Land marketing and sales
• Business development initiatives – LaunchIT, Chamber
of Commerce, Business Retention and Expansion
• Event facilitation and promotion
• Farmer’s Market committees – Local Food Initiatives
Downtown Revitalization
• Clifford, Harriston, Palmerston
• Façade and Structural Improvement Plan
Marketing and Communications
• Website maintenance, social media
• Regional Economic Development group
Economic Development
Responsibilities
 Business Retention & Expansion
 Liaise with local businesses
 Assist site locators and those looking for industrial lands
or other commercial properties.
 Consultations with government/business reps.
 Downtown Revitalization
Develop partnerships
 Strategic economic planning
Tourism
132
Economic Development
Responsibilities
 Public relations
 Business Attraction & Development
(LaunchIt Minto)
 Securing funding
 Marketing
 Networking
 Enhance community/quality of life
 Website development/management
Special events planning/coordination
 Farmers’ Markets & Local Food
133
Economic Development
Responsibilities
 Branding
 Work Force Development
 Produce collateral materials
 Enhance volunteerism
 Be a community advocate
 Assist Council in formulating
goals/objectives
 Health Professional Recruitment
134
Guiding Documents
 Town of Minto Strategic Plan
 2013/2014 Business Retention & Expansion Study
 Downtown Action Plans
 Cultural Plan
 Developer’s Handbook
135
Industrial
Parks
Palmerston Industrial Park
Lot 2 – Certified Site App
$15,000/acre
includes water & sewer
136
Industrial Parks
Harriston Industrial Park
137
Committee Involvement
Community Based Economic Development
 Standing Committees
 Cultural Roundtable
 Harriston & Palmerston Farmers’ Markets
 LaunchIt Minto
 Economic Development & Planning Committee
 Clifford, Harriston & Palmerston DRCs
 Provincial Committees
 EDCO Conference Planning Committee
138
Committee Involvement
Regional Committees
 Wellington County Municipal Economic
Development Committee
 Taste Real Guelph Wellington
 RTO 4
Local Committees
 Minto Chamber of Commerce
 Women of Wellington & Saugeen Area
(Women in Business)
 Savour the Flavours
 Northern Wellington Young Professionals
139
Personnel
 1 Full Time – Business & Economic Manager
Belinda Wick-Graham (2005)
 1 Part Time – Recreation and Marketing Coordinator
Mandy Jones (2011) – departing
 1 Contract – Business Development Coordinator
Karisa Downey (2013)
140
Current Projects & Priorities
 Downtown Revitalization (Big Dig 2015)
 Community Improvement Plan Update
 Implementation of Cultural Plan
 Business Attraction, Retention & Expansion
 LaunchIt Minto
 Workforce Development (Job & Housing Portal)
 Alumni Attraction Program
 Preparation for 2016 IPM
141
Inter-Office Relations
 Inter-Office Relations
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Treasury Department
Building Department
Public Works Department
Fire Department
Recreation Department
Clerks Department
In a small community it is essential that all
departments work well together to be successful
in economic development efforts.
142
Government & Association
Relations
 Government & Association Relations
 Ministry of Economic Development, Employment &
Infrastructure
 Ministry of Agricultural Food & Rural Affairs
 Ministry of Tourism, Culture & Sport
 Ministry of Municipal Affairs & Housing
143
Government & Association
Relations
 Government & Association Relations cont.
 Economic Developers Council of Ontario
 Economic Developers Association of Canada
 International Economic Developers Council
 Ontario Business Improvement Association
 Saugeen Economic Development Corporation
 Waterloo Wellington Community Futures
 Waterloo, Wellington, Dufferin Workforce Planning Board
 Guelph Wellington Business Enterprise Centre
 Innovation Guelph (GIN Network)
 National Business Incubator Association
144
Department Successes
 Grants
 Rural Economic Development Grant (2013)
$37,500 LaunchIt Minto
 Creative Communities Prosperity Fund
(2012/2013)
$38,680
 Awards & Accomplishments
 IEDC Young Professional Scholarship (2014)
 Certified Economic Development (EDAC – 2012
& IEDC – 2014)
Producing & Hosting Provincial Summits:
 Rural Downtown Revitalization Summit (2010)
 Rural Creative Economy Summit (2013)
145
Department Successes
Public Speaking Engagements
~Putting Minto on the Map as a Leader in Rural Economic Development~
 Partnership Success Stories
 Mapleton (2013)
OMAFRA Staff (2012)
 Grey Highlands (2015)
 South Bruce (2012)
 Cultural Planning
 Midland (2012)
 Wellington North (2014
 BR+E
 Wellington Federation of Agriculture (2012)
 Downtown Revitalization Success Story
 International Downtown Association Conference, Ottawa 2014
 EDCO Conference, Hamilton 2015
146
Testimonials
“Although economic development appears to be a “nice to have” function in
the municipal government structure, it is critical to the sustainability and
growth of the local business sector. Economic developers are the conduit
between the business community and government at all levels. The
economic development professional understands opportunities that suit their
communities in enhancing the quality of life from all perspectives. Without
this function in a community, there is a substantial risk for businesses to seek
other communities where such services exist.”
Heather LaLonde
Chief Executive Officer
Economic Developers Council of Ontario
147
Testimonials
“The Town of Minto, under the leadership of Belinda Wick-Graham, has been
a model client for our provincially developed economic development
tools. We have used Minto as an aspirational example to other
municipalities, in both; the effective use of our resources (both tools, and
funding) to meet local goals, and in the measurement & tracking of results
achieved (impact, jobs created, etc). We have always had confidence in the
economic development work being done in Minto, from initial application to
final report.”
Gerry Horst & Stephen Morris, OMAFRA
148
CAO Clerk’s - Bill White
Staffing CAO Clerk; Clerk’s Assistance Peg Schieck; Annilene McRobb Financial Clerical Assistant 2.5 FTE (Ali Ivel, Stacey
Pennington during maternity leave)
Council Meetings and Agendas
• 24 Council meetings per year agenda package preparation including report review,
by-law preparation and circulation
• Minute preparation, circulation and follow up including letters, emails to internal
and external business contacts (Province, County, Developers, Citizens, etc.)
• Budget printing, distribution, coordination
• Public notices under the Planning Act for public meetings
• Processing and preparing site plan, severance, subdivision comments
• Procedural by-law notifications for road closures, property transactions
Administration
Property Transactions and Agreements
• Preparation site plan, subdivision, servicing agreements
• 23 land transactions including south end of Palmerston Lion’s Park, Highway 9
road widening, Senior School purchase and sale, Clifford Ball Diamond
purchase and sale, and various industrial lands
• Negotiating terms of purchase and sale, finalizing agreements with Town lawyer
for Council, distribution of signed documents, original document retention
Legislative Services
• Monitoring Provincial legislation, AMO matters and directing to responsible
Department Head for research and review (Source Water Protection)
• Identifying, preparing and scheduling Ministerial delegations
• Providing and/or coordinating briefs for Council
Human Resources
• Performance Review, Job Evaluation, Employee negotiation
• HR Legal interpretation with some advice from County or legal where warranted
• Monitoring and recommending training, with Treasury staff employee benefits
Administration 2
Record Keeping, Vital Statistics, Civil Marriages
• Original copies of all by-laws and documents as per Records Retention By-law
• File maintenance and retrieval, Freedom of Information and Protection of Privacy
Act requirements to be met; advice and reporting
• Reporting of vital statistics
• 124 certificates, communicate with Funeral Homes, Province, other municipalities
• 49 Marriage certificates and 19 civil marriages
Insurance
• Three year contract Jardine; administration and liaison, $228,000 per year for life
of contract (saved $21,000/year on budget, added liability
• Claim processing to Adjuster, monitoring, coordinate with
Department Heads; Treasury on deductible payments
• Resolution with Adjuster, Legal, communicate with Council
Council Staff Communication
• Council bring forward public complaints through CAO Clerk
to coordinate response with Department Head
• Will follow up with public and Councillor
Procedural By-law
Expands Municipal Act Roles and Duties
Mayor shall:
• open meetings, receive motions and put them to a vote if rules of procedure are
followed; adjourn meeting
• Maintain order & decorum including vacating member if rules are breached
• Rule on points of order, sign by-laws, represent and support Council
• Ex-officio member of all committees
Council shall
• Attend and prepare for meetings, review agenda reports, speak only to subject
under debate, vote on all motions unless conflict of interest was declared
• Follow procedures observe decorum; act according to declaration of office
Clerk shall
• Prepare and distribute packages, record all resolutions, decisions and proceedings
without note or comment
• Conduct a recorded vote, or if requested by a member their negative vote
• Make minor clerical, typographical corrections to by-laws, resolution or minutes
• Advice on parliamentary procedure, perform other duties as requested
Procedural By-law 2
Rules of Procedure
• Mandatory By-law under the Municipal Act
• Defaults to Roberts Rules of Order if issue not covered
• May suspend rules with two-thirds vote (5 of 7)
• 1st Tuesday 2:30pm; 2nd Tuesday 6:30pm
• Approved schedule; 3rd meeting may be held the 4th Tuesday
• Emergency meetings called by Mayor with no less that two hours notice
• Special meetings with 24 hours notice only on specified topics
• Agenda packages delivered Friday or 48 hours before meeting
• Notice on website; move to paperless
Closed Session
• Security of property, personal matters about identifiable individual, land
acquisition/disposition, labour relations, negotiation, solicitor/client privilege
• Education and training so long as no other business or decision making
• Resolutions are to provide direction only on closed session items
• Closed session items cannot be discussed outside of closed session
Procedural By-law 3
• Meetings proceed as per order of business
• Nature of additional items to be disclosed at start of meeting
• Public Questions may be answered at the meeting by the Mayor or staff,
otherwise should be deferred for a report to next meeting
• Correspondence will be delivered by email in most cases; if there is an item of
correspondence to be brought forward the Councillor should do so at the
meeting with staff to respond at the meeting that follows
• Pecuniary interest, individual responsibility, Municipal Conflict of Interest Act
– Pecuniary interest is a financial interest of the individual Councillor, his/her
nominee, or a parent spouse or child
– Does not apply to public utilities or other matters of common interest to people or
services, remote or insignificant in nature
– Staff can advise but only you can decide (see Duncan Linton E-bulletin)
Procedural By-law 4
• Delegations to Council may ask questions but should not debate issues
during the delegation
• Make Notice of Motion to change a position of Council (an “about face”)
in writing to consider at a subsequent meeting
• To actively debate a question Mayor should leave the Chair and appoint
another presiding officer
• No member shall speak to a question or in reply longer than 5 minutes
• If a motion is on the floor no other motion can be considered except to
adjourn, amend, postpone or table (these motions are not debatable)
• Council must be unanimous to proceed past 7:00pm or 11:00pm
• Committee rules are generally the same as Council rules
Remuneration & Expenses
Base Salaries
• Mayor
$15,500
($21,980)
• Deputy Mayor
$12,500
($18,980)
• Council
$10,500
($16,980)
Meetings
• Council, Committee of the Whole, Budget Meetings
$50 each
• Standing Committees, Town appointment by-law,
Conferences, conventions, educational sessions approved
by Mayor, Provincial Boards (AMO, OSUM, OGRA, ROMA)
$85 up to 4 hours
(included travel to and from such functions)
$150 for 4 +hours
• To join a Provincial Board first obtain Council’s support for your nomination
• Salary Expense $124,000 budget allows: Base Pay
$80,000
Council Meetings (24)
$ 8,400
Committee Meetings
$35,600
• 7 members can attend 2 conferences/year & 4 paid Committee meetings/month
at $85 and still remain within budget $124,000 budget
Remuneration & Expenses 2
Council Expense Budget
• Mayor
$5,500
• Deputy Mayor
$4,800
• Council
$3,500
• All Mileage
$5,600
($790 per member)
• Allows for two conferences either Association of Municipalities (Niagara Falls),
Ontario Good Roads Association and Rural Ontario Municipal Association
(Toronto), Ontario Small Urban Municipalities (Belleville) or others
• Staff will provide information on coming educational opportunities
• Plus average out of town travel of 1550 km per member (Toronto 300km round
trip, Niagara Falls 400km, Ottawa 1200km )
• Spousal programs, parking, wireless charges also eligible
Per Diem for Meals
• $80 per day no receipts required. Subtract from that $15 for breakfast, $25 for
lunch, $40 for dinner for any meal supplied in registration,
NEW FOR 2015
PROJECT M.I.M.P
A NEW...
Information Management System
• Current systems and processes will be transformed
• Facilitate a standard electronic file system for
every department
Goals
•Consistent Information
•User Friendly
•Technology Based
•Retrievable
•Repeatable
•Complies with Legislation
Transition Issues
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Purchasing By-law Update
Staffing
Clifford Ballfield Development
Clifford Ann Street Lots
Water Meter Billing By-law
Harriston Flood Plain
Harriston Industrial Park Class EA
Source Water Protection Plan
Implementation
OCIF and SCIF Grants
Roads Needs Plan Implementation and
Public Meetings
Special Events Policy
Community Improvement Plan
Amendments
Implement Water Meter Billing (Public
meeting to be held)