REPORT ON COUNCIL:
February 28, 2014
Committee of the Whole Meeting: 9:00 am –12:05 pm
Confidential Closed Session: 1:45 pm-2:13 pm
Regular Meeting: 12:39 pm – 2:15 pm
Mayor Millar, Deputy Mayor Lawrence, Councillors Warren, Wishart, Claire
Mr. Jeff Langlois, Vice President, R.J. Burnside & Associates Ltd. re: McMahan Water System Municipal Class E.A.
The McMahan system is currently supplied with potable water via a temporary connection to the municipally owned and operated Bluewater Drinking Water System. The Township has identified the need to establish a long term water supply and servicing solution for the McMahan Subdivision.
After reviewing the public and agency input it is Burnside’s opinion that connecting to the Bluewater Drinking Water System is the preferred solution.
The next steps would be to issue a Notice of Study Completion and provide a Project File Report for public review and comment (30 day review period) and then update Council upon expiry of the review period. The final steps would be design, approvals and construction.
Staff brought forward a draft resolution at the Regular Meeting to upgrade the McMahan System, provide a permanent connection to the Bluewater Drinking Water System and upgrade the Bluewater DWS as necessary to supply the McMahan System including decommissioning the existing McMahan distribution system and advertising the Notice of Study Completion for Municipal EA after the 30-day review period.
Rex Meadley, President and Bill Goodale, Project Manager, Tatum and Associates Ltd, re: 2013 Reinspection Program
On April 29, 2002 the Township of Tiny passed By-law 02-018 implementing a Township-wide sewage system reinspection program. The Township then contracted C. C. Tatham & Associates Ltd. to carry out this program under the direction of, and in association with, the Municipal Planning and Building Departments.
The intention of the program is to identify and resolve environmental and/or health hazards associated with malfunctioning sewage systems and to bring any unsafe sewage systems into compliance with the Ontario Building Code.
In June 2013 Tatum reviewed their files from 2012 and there were 444 properties that still required a septic tank pump-out or some type of follow-up work. Tatum sent a letter to these properties. As of December 31, 348 of these residents had resolved their deficiencies. Tatum has started to prepare Orders to Comply for the remaining 96 properties. The Orders will be issued in the spring of 2014.
In August 2013 Tatum issued 95 Orders to Comply, to property owners where deficiencies remained from the 2011 program. By December 31, 67 of these Orders had been resolved. The remaining property owners are working towards compliance. If the remaining owners have not resolved their deficiencies in the spring of 2014 their files will be referred to the Bylaw Department to proceed with charges for failing to comply with an Order.
In 2013 Tatum worked with the Bylaw Department and Township’s prosecutor to resolve 16 Orders to comply in the Ontario Court of Justice. In all cases the property owners were charged with failing to comply with an Order to Comply from past years of the program. Eight owners pled guilty to the charges and two of the cases went to trial where both owners were found guilty. The 10 convictions carried with them a total of $4150 in fines. The owners have remedied the deficiencies.
There are still 6 properties from the 2010 program with outstanding Orders and these are at various stages in the Ontario Court of Justice.
Tatum recommends proceeding with the program in the north-west section of the Township. In addition they will follow-up with the lot owners (532 total) who have not submitted pump-out records or responded to deficiency notices from the previous year’s programs.
Asset Management Plan by Infrastructure Solutions Inc
While different infrastructure assets have different lifespans the average lifespan across all categories is 50 years. In 2007 almost 60% of Canada’s total public infrastructure was over 40 years old and in need of rehabilitation or replacement.
The Township of Tiny’s infrastructure deficit is determined to be approximately $1,268 per person (2013 figure), well below the national average in excess of $10,000 per person.
Like the vast majority of local governments in this province, the Township of Tiny is challenged with aging infrastructure, constrained budgets, and the need to realize the many benefits of a comprehensive asset management plan: A 20 year Asset Management Plan broken down by major asset types, and for all asset types, for the years 2013 to 2032.
On the basis of reports and age, Infrastructure Solutions found bridges, culverts and the drainage network of Tiny to be in good shape while the road and water network are in fair shape.
Infrastructure Solutions Inc. found that the Township is very well run, with an infrastructure funding gap like many other similarly sized townships.
Nevertheless the Township needs to get better handle on financials so that the funding gap may be reduced. Infrastructure Solutions is suggesting that Tiny prioritize assets and create an Operating Performance Indicator. Levels of service would be assessed. Repair response times; do we deliver services effectively; do we need to cut back or drop something; what level of service do we need; is the level of service adequate are questions which would be asked. This process would feed into a prioritization matrix which would identify where to put the money and what work to be done. As an example, the township would resurface roads that fell within the 7 year surface lifespan first instead of fixing a road where the underlying aggregate was damaged because the resurfacing on the first road will last longer. In the long run it’s more economical to let the road in bad shape go for a few years without repairs and rebuild it. The township would have an accurate list and timing of projects and could save 20-30% on efficiencies.
Infrastructure solutions pointed out that to sustain an infrastructure funding surplus for water the Township needs to do a water rate review that looks over a much longer horizon than the one they are presenting using (i.e. 50-80 years)
Tiny needs to embrace the principles of an Asset Management Plan to formulate assumptions, projections and strategies.
A special infrastructure annual levy increase of 0.5% would generate sufficient revenues to eliminate the tax related infrastructure gap over 20 years. These contributions would be dedicated to the replacement of existing reserves. By increasing the levy by an additional 0.5% annually this will increase the funds available over the 20 year period by approximately $9.2 million. In year one, the additional 0.50% special levy would generate an additional $43,000. In year 20, with an assumed 0.5% special infrastructure levy, this would generate an additional $990,000.
The Township is very well run but has insufficient funds from existing sources to proactively manage its infrastructure and will need to prioritize its requirements to maximize the impact of existing financial resources. The Township needs to be proactive in reviewing and capitalizing on the upcoming Provincial and Federal contributions to the infrastructure deficit to ensure maximum benefit for the Township. It should seek government grants to be able to undertake the capital projects outlined in the Asset Management Plan and deal with its growing infrastructure deficit.
The Township needs to be proactive in reviewing funding options including Infrastructure Ontario Lending Policies, Private Public Partnerships, user fees and other funding options to have an understanding of financing options.
Infrastructure Solutions recommends that a special infrastructure levy should be considered to help the Township to reduce the gap over time In the event that the Township implements an infrastructure levy, a percentage of the additional funds should be transferred into a reserve so that the Township has some flexibility to prioritize and sustain future infrastructure and service level requirements. The Township needs to embrace the principles of Asset Management to formulate assumptions, projections and strategies for the future. The Plan should be modified on an ongoing basis based on changes in the municipal environment.
The Township should track the results of its projections on current operating and capital spending and funding levels in order to fine tune the forecasting process. The Township should continue analysis and examination of key financial goals and strategies that guide future priorities and expenditures.
Ontario One Call
The Province of Ontario passed on June 19, 2012 the Ontario Underground Infrastructure Notification System Act (OUINSA). OUINSA has made Ontario One Call the de facto service for underground locate requests. All municipalities are required by law to become members of Ontario One Call by June 18, 2014. Membership to Ontario One Call means that the Township will provide all underground servicing information to Ontario One Call to maintain a data base of information for underground service locate requests. Ontario One Call will provide the Township with underground service locate requests from contractors. The majority of service requests will be potable water related with a small amount for roads/storm sewer items.
The Agreement is a standard municipal agreement and must be executed by all parties, in accordance with OUINSA, no later than June 18, 2014.
This is a Regulatory item to which the Township is obligated through law. There will be minor impact for financial purposes. Tiny does not anticipate any impact on staff or contractors as the Township already ascribes to a similar service from various parties through a one call system. Set up fees to municipalities are waived until January 1, 2015 if the municipality becomes a member of Ontario One Call by June 18, 2014. Service fees are charged at a rate of $1.60 per locate request. Given the minimal number of locate request received by the Township they do not anticipate this cost to be a concern (less than $2000/annum).
In order to comply with the Ontario Underground Infrastructure Notification System Act, 2012 it is recommended that Public Works Report “Ontario One Call Agreement”, February 28, 2014 be received and that the Mayor and the Clerk be authorized to execute the Ontario One Call Service Agreement and Addendums.
Accessibility Advisory Committee Motion Wyebridge Community Centre
The Accessibility Advisory Committee has completed accessibility audits of Township owned facilities and parks and the Committee would like to focus on the accessibility requirements of the Wyebridge Community Centre. As the Council representative of the Accessibility Advisory Committee, Mayor Millar presented Motion ARC-04114 regarding the accessibility requirements of the Wyebridge Community Centre. The AAC is seeking the assistance of the Public Works Department to complete the required work in 2014.
Staff brought forward a draft resolution at the Regular Meeting Council to support the Accessibility Advisory Committee in this endeavor.
Fundraising Initiatives for Mobi Mats
As the Council representation for the Accessibility Advisory Committee Mayor Millar presented a motion regarding the use of mobi-mats on Township beaches as an opportunity to increase accessibility to the disabled;
The Accessibility Advisory Committee discussed fundraising initiatives in this regard at its meeting of February 11, 2014. The Accessibility Advisory Committee is proposing to meet with representatives of the Business Association of Balm Beach to discuss potential fundraising opportunities. Staff brought forward a draft resolution at the Regular Meeting to endorse the Accessibility Advisory Committee in this matter.
Tiny Trail and Active Transportation and Community Recreation Advisory Committee/Motion/ATV Use on Tiny Trail
As the Council representative of the Community Recreation Advisory Committee, Councillor Wishart presented motions from the Tiny Trail and Active Transportation and the Community Recreation Advisory Committee regarding the removal of ATV use on the Tiny Trail effective December 31, 2014 in accordance with the Active Transportation Master Plan. The Master Plan intention was to remove motorized vehicles by 2014.
Staff brought forward a draft resolution at the Regular Meeting to authorize an amendment to By-law 03-053 to enable the removal of ATV use on the Tiny Trail effective December 31, 2014.
Heritage Advisory Committee/Motion Concession 3 East Bridge Proposed Restoration
As the Council representative of the Heritage Advisory Committee, Councillor Claire presented Motion H-08/14 regarding a proposed restoration study of the bridge.
Mayor Millar would not support a restoration and would recommend the bridge be reduced to a level road crossing. Councilor Wishart added that given the limited funds for restoration he would choose to refurbish the rail station because it is more visible and would have more uses.
Staff was instructed to bring forward a draft resolution at the Regular Meeting to defer a decision regarding the rehabilitation of the bridge until R. J.Burnside & Associates Limited has provided a presentation at the March 31meeting.
CONFIDENTIAL/CLOSED SESSION
Council met in closed session to deal with a clerk Performance Review.
