1. Art and Diseño

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CORPORATION OF THE MUNICIPALITY OF TRENT HILLS
COUNCIL REGULAR MEETING AGENDA
TUESDAY, FEBRUARY 3, 2015 - 6:30 P.M. - OPEN
Council Chambers, Clock Tower Cultural Centre
Page
1.
CALL TO ORDER
2.
ITEMS TO BE ADDED TO THE AGENDA
3.
APPROVAL OF THE AGENDA
4.
DECLARATIONS OF DIRECT (OR INDIRECT) PECUNIARY
INTEREST
5.
PRESENTATIONS/DELEGATIONS
a) Gregory Ingram, Trustee Shirley Patterson, & Doug Birch,
Principal CDHS - Information on School Public meetings being
held and what KPRDSB hope to gain from it
b) Michael Acker - Calnan Road Upgrade & Continuation of Lot
Creation on Greenpoint
Calnan Road Upgrade Proposal.pdf
6
6.
PUBLIC MEETING
7.
STAFF REPORTS
a) Planning
7-9
i. PLN-2015-08
Transition of Planning Consultation Services
PLN-2015-08, Transition of Planning Consultation
Services - Pdf
BE IT RESOLVED that Council receive Staff Report PLN2015-08, regarding the transition of Planning Consultation
Services, for information;
AND FURTHER that Council authorize staff to prepare an
agreement for the provision of Planning Consultation
Services with EcoVue Consulting.
10 - 12
ii. PLN-2015-09
Changes to Planning Applications and Public Circulation
Process
PLN-2015-09, Changes to Planning Applications and
Circulation Process - Pdf
BE IT RESOLVED that Council receive Staff Report PLN2015-09, regarding changes to the planning application
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and public circulation process, as information;
AND FURTHER that Council approve the recommended
changes to the Planning Application forms;
AND FINALLY that Council approve that staff circulate the
Notice of Public Meeting to Council, prior to the scheduled
Council meeting.
13 - 15
iii. PLN-2015-11
Official Plan Review
PLN-2015-11, Official Plan Review - pdf
BE IT RESOLVED that Council receive Staff Report PLN2015-11, regarding the Official Plan review, for
information.
b) Economic Development
16 - 18
i. EDC-2015-01
Downtown Community Improvement Plan Application - 13
Bridge Street North, Hastings
EDC-2015-001 Downtown C.I.P. Application - Pdf
BE IT RESOLVED that Council receive staff report EDC2015-01 and approve 13 Bridge Street North Hastings for
up to $23,000 from the Downtown Community
Improvement Plan.
19 - 21
ii. By-law 2015-08 - CIP - 13 Bridge Street North, Hastings
By-law 2015-08 - CIP - 13 Bridge St. N., Hastings.pdf
BE IT RESOLVED that By-law 2015-08 being a by-law to
authorize execution of an agreement between the
Corporation of the Municipality of Trent Hills and Metcalf
and McGill Inc., owner of 13 Bridge Street North, Hastings
to provide improvements to said property under the
Downtown Community Improvement Program, within the
Municipality of Trent Hills, be introduced and deemed to be
read a first, second and third time, be passed and properly
signed and sealed this 3rd day of February, 2015.
c) Administration
22 - 46
i. CAO 2015 01
OPP Contract Proposal
CAO 2015 01 OPP Contract Proposal 2015 - Pdf
BE IT RESOLVED that Council receive Staff Report CAO
2015-01 being the 5 year contract proposal from the
Ontario Provincial Police as information;
AND FURTHER that staff be directed to prepare a by-law
authorizing the Mayor and Clerk to execute the agreement.
47 - 68
ii. By-law 2015-09 -Provisions of Police Services Agreement
By-law 2015-09 - OPP Contract Agreement.pdf
BE IT RESOLVED that By-law 2015-09 being a by-law to
authorize the execution of an agreement between the
Ministry of Community Safety and Correctional Services of
Ontario and the Corporation of the Municipality of Trent
Hills for the Provision of Police Services, within the
Municipality of Trent Hills, be introduced and deemed to be
read a first, second and third time, passed and properly
signed and sealed this 3rd day of February, 2015.
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69 - 72
iii. CLK-2015-02
Accessible Election Report
Accessible Election Report
BE IT RESOLVED that Council receive Staff Report CLK
2015-02, being the Accessibility Compliance Report for the
2014 election, in compliance with Section 12.1 of the
Municipal Elections Act;
AND FURTHER that a copy of this report be provided to
the Accessibility Advisory Committee for their information.
73 - 74
iv. CLK 2015-03
Appointment of Town Crier
Town Crier Appointment - Pdf
BE IT RESOLVED that Council receive Staff Report CLK
2015-03 as information;
AND FURTHER that Council support and re-appoint Tom
Kerr as Town Crier for the Municipality of Trent Hills;
AND FINALLY that the allocation of $1,000.00, to cover
the costs associated with this important community
function and responsibility, be authorized to be paid
according to the terms of the appointment.
8.
COMMUNICATIONS
a) Campbellford BIA Waterfront Festival - Request Community
Festival Designation
Campbellford BIA Waterfront Festival - Designation Request.pdf
75
BE IT RESOLVED that Council designates the Campbellford BIA
Waterfront Festival as a 'Community Festival' event being held on
Saturday, August 1, 2015.
9.
ADOPTION OF MINUTES
a) Regular Council Meetings
76 - 84
i. Regular Meeting of Council - January 20, 2015
Regular Council Minutes - January 20, 2015.pdf
BE IT RESOLVED that Council adopt the minutes of the
Regular Council meeting held on January 20, 2015 as
presented/amended.
b) Minutes to Adopt
85 - 87
i. Agriculture & Planning Advisory Standing Committee
Notes - January 7, 2015
Agriculture and Planning Advisory Committee - 07 Jan
2015 - Minutes - Pdf
88 - 91
ii. Culture, Heritage & Economic Development Meeting Notes
- January 19, 2015
Cultural, Heritage & Economic Develoment Meeting Notes
- January 19, 2015.pdf
92 - 94
iii. Hastings Hydro Reserve Committee Minutes - Jan. 21,
2015
Hastings Hydro Reserve Committee Minutes - Jan. 21,
2015.pdf
95 - 99
iv. Recreation Standing Committee Notes - January 26, 2015
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Recreation - 26 Jan 2015 - Notes - Pdf
BE IT RESOLVED that Council receive the Agriculture &
Planning Advisory Standing Committee meeting notes of
January 7, 2015, Culture, Heritage and Economic
Development Standing Committee meeting notes, of
January 19, 2015, the Hastings Hydro Reserve Advisory
Committee meeting minutes of January 21, 2015 and the
Recreation Standing Committee meeting notes, of January
26, 2015, and that all recommendations and comments
contained therein be adopted as resolutions of Council.
c) Minutes to Receive
100 - 102
i. Trent Hills Library Board Minutes - January 14, 2015
Library Board Minutes - Jan. 14, 2015.pdf
BE IT RESOLVED that Council receive the Trent Hills
Library Board minutes of January 14, 2015 as information.
10.
BY-LAWS
11.
MAYOR'S COMMENTS
12.
GENERAL BUSINESS
13.
NOTICE OF MOTION
14.
PUBLIC QUESTION PERIOD (10 MINUTES)
15.
PRESS QUESTION PERIOD (10 MINUTES)
16.
CLOSED SESSION
BE IT RESOLVED that Council move into closed session pursuant to
Section 239 2 (b) and 2 (c) of the Municipal Act at _______p.m. to
discuss:
* personal matters about an identifiable individual (Staff Report on
hiring)
* proposed or pending acquisition or disposition of land (negotiating
terms of a proposed lease)
BE IT RESOLVED that Council rise from closed session at
_______p.m.
17.
103
CONFIRMATORY BY-LAW
a) By-law 2015-10 - Confirmatory
By-law 2015 - 10 - Confirmatory.pdf
BE IT RESOLVED that By-law 2015-10 being a by-law to confirm
the proceedings of this regular meeting of Council held on
February 3, 2015, be introduced and deemed to be read a first,
second and third time, be passed and be signed and sealed this
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3rd day of February, 2015.
18.
ADJOURNMENT
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CALNAN ROAD UPGRADE PROPOSAL / REQUEST.
Calnan Rd. (66' X 2100') from county. Rd. #30 given to township 88/89 for
the purpose of creating lots and bring road up to standards. Land given from
our land and the Bryans. First part of upgrade completed in 89.
The balance of road is not user friendly for fire trucks or ambulance.
My proposal is to bring the road up to standards, keeping it to the south
direction and with the updated Hammer head. Allowing me to make good
use of un-farmable land.
All is within and complies with the provincial and municipal planning acts.
All land is zoned rural residential.
Green point's Land mass is +/- 27 acres, has 775 feet/236 meters of waterfront, balance of land is mostly very high.
Land excellent for Septic. 6 inspection digs have been completed
Land has been doused (water well witching) with excellent results.
This endeavor is supported by Jim Peters- our planner, Neil Alanson road superintendent, Tim Blake- fire chief. The mayor and several councilors
(some now retired) have made site visits Site also visited by Lower Trent
authority
Michael Lovejoy, said no fees, no permits BUT, keep it to the south on the
high ground.
Assets Available
Surveyed 2012
Land has hydro service
Land has access to a BELL lot located at #30/ Calnan rd. Lot Site has natural
gas available, a newly upgraded hydro connection / 4-way pole, East link
/Bell fiber optics . A Pitch has been made to East link and Enbridge gas for a
joint venture.
Pin 1435134-090-13100-0000
Road has several newer full-time homes.
Maps, History, road trivia, to be provided at the meeting.
Questions or site visits please call Michael: 705-778-7631 or
EMAIL:[email protected]
Project is a shovel ready, let's start tomorrow.
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STAFF REPORTS
Meeting Date:
03 Feb 2015
To:
Council
Prepared By:
Jim Peters
Reviewed/Approved By:
Michael Rutter
Department Report No:
PLN-2015-08
Subject:
Transition of Planning Consultation Services
Corporate Strategic Plan:
Communications, Customer Service
Council Recommendation:
BE IT RESOLVED that Council receive Staff Report PLN-2015-08, regarding the transition of
Planning Consultation Services, for information;
AND FURTHER that Council authorize staff to prepare an agreement for the provision of Planning
Consultation Services with EcoVue Consulting.
1. Purpose/Nature of the Proposal:
To provide information to Council regarding the transition of Planning Consultation Services that
assist with the update of the Trent Hills Official Plan and Trent Hills Zoning By-law.
2. Background/Rationale:
Since 1998 when the first Strategic Plan and Official Plan for the amalgamation municipalities that
make up Trent Hills were created, Valerie Cranmer and Associates has provided planning
consultation services for Trent Hills.
From time to time, as required, she was assisted by Lynda Newman.
At the end of 2014, both Valerie and Linda retired. Valerie has helped complete the Official Plan
update which is ready to be brought forward to a public meeting.
As she was retiring, Valerie has recommended to the municipalities using her services, that they
consider transitioning to the use of EcoVue Consulting for these services. The principal planner for
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EcoVue, Heather Sadler, has the same base of expertise as Valerie working primarily for rural
municipalities in the City of Kawartha Lakes, Peterborough County, Durham Region and
Northumberland County.
Heather was the Planning Consultant who worked on the Adult Lifestyle Community in the Village of
Hastings. Heather is familiar with the Trent Hills Official Plan and Zoning By-law. I have had
discussions with her regarding the need in 2015 to update the Zoning By-law and prepare an Official
Plan Amendment regarding Source Water Protection Policies.
The schedule of fees for Ecovue is attached. These fees are similar to what was charged by Valerie.
EcoVue can also provide mapping services.
3. Relevant Options/Consultations:
This report was reviewed by the Agriculture and Planning Advisory Committee. The Committee
supported the recommendation on the basis that it be reviewed after one year.
4. Risk/Safety Considerations:
Not Applicable.
5. Legal Implications/Legislative Requirements:
Not Applicable.
6. Policy/Staff Implications:
Council is required to approve sole sourcing of consultation services under the Procurement By-law.
The justification in this case is a smooth transition of Planning Consultation Services. EcoVue is
familiar with Trent Hills Planning needs and has an established working relationship with staff. This
allows any projects involving the Official Plan and Zoning By-law to move along without interruption.
7. Major Benefits:
Smooth transition of services and continuity of planning process.
8. Financial Analysis:
There will be no change in the cost of Planning consultation services.
In 2013 the cost of planning services from Valerie Cranmer and Associates was $9,460.66 for time
spent on the Official Plan review. The amount spent on the updates to the maps which was done
through AECOM was $15,259.85 of the $16,100 estimate provided for these services and
preauthorized by Council.
$16,669.76 was paid to Clark Consulting Services in 2013 for the development charges study and bylaw update, which had been awarded through a separate Request for Proposals.
In 2014 the amount spent to complete the Official Plan review was $5,528.86 for planning services
from Valerie Cranmer and Associates and the balance of the estimate to AECOM for mapping
changes and updates; $840.15.
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If Council authorizes the use of EcoVue Consulting, cost estimates for specific projects such as the
update to the Zoning By-law would still be obtained from EcoVue and brought to Council for
authorization before proceeding.
9. Means of Communicating Decision:
EcoVue Consulting will be informed of the decision of Council.
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STAFF REPORTS
Meeting Date:
03 Feb 2015
To:
Council
Prepared By:
Jim Peters
Reviewed/Approved By:
Michael Rutter
Department Report No:
PLN-2015-09
Subject:
Changes to Planning Applications and Public Circulation
Process
Corporate Strategic Plan:
Communications
Council Recommendation:
BE IT RESOLVED that Council receive Staff Report PLN-2015-09, regarding changes to the planning
application and public circulation process, as information;
AND FURTHER that Council approve the recommended changes to the Planning Application forms;
AND FURTHER that Council approve that staff circulate the Notice of Public Meeting to Council, prior
to the scheduled Council meeting.
1. Purpose/Nature of the Proposal:
To give consideration to changing the Trent Hills Planning application forms to meet the requirements
for respecting personal information and meeting the requirements of the public planning process.
As well, to give consideration to adding Council to the list of individuals and agencies to be circulated
with the Notice of Public Meeting.
2. Background/Rationale:
In the latter part of 2014, as issue arose with the type of information that was made public as part of a
Planning public meeting process. During the process to consider a Consent Application for a lot
addition, the benefitting property owner was concerned that their name and address had been part of
the public notice.
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It was identified by the Administration Department, they this could be considered as non-compliance
with Freedom of Information regulations to protect personal information.
Planning staff then changed the public information to be only the municipal address and legal
description of the property. However, this led to concern from members of Council, that without
knowing the persons involved, it might inadvertently lead to a decision where a conflict of interest
could be perceived.
Staff discussed a number of options to try and balance these two issues. It was proposed that the
application forms be changed, so that all those involved in an application (owner, agent and/or
benefitting property owner) sign the application. In so doing, they would be made aware that the
information included in the application could appear in the public record.
As part of this discussion, there was also an idea of giving Council more notice of applications coming
forward by circulating the complete application to Council when it was received.
3. Relevant Options/Consultations:
The proposals for changing the application forms and for changing the circulation process was
presented to the Agriculture and Planning Committee on January 7, 2015.
The Committee supported the recommendation to change the application to include the signature and
information of all parties involved in the process.
The Committee also discussed the proposal to change the circulation process and recommended that
Council be circulated with the Notice of Public Meeting at the same time it went out to other agencies.
4. Risk/Safety Considerations:
Not applicable.
5. Legal Implications/Legislative Requirements:
Administration and Planning staff who are responsible for seeing that the Municipality meets Freedom
of Information regulations and Planning Act requirements of the public process, are confident that the
changes to the Planning Application forms will balance these two requirements.
In terms of circulation of the public notice, the addition of a broader circulation can be carried out as
long as the required statutory circulation requirements are met.
6. Policy/Staff Implications:
If approved by Council, staff will immediately implement the recommended changes.
7. Major Benefits:
The changes to both the forms and circulation process will provide better information to Council in a
more timely fashion for the consideration of Planning applications.
8. Financial Analysis:
Not applicable.
9. Means of Communicating Decision:
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If approved, the new requirements for making applications will be communicated to potential
applicants at the pre-consultation stage.
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STAFF REPORTS
Meeting Date:
03 Feb 2015
To:
Council
Prepared By:
Jim Peters
Reviewed/Approved By:
Michael Rutter
Department Report No:
PLN-2015-11
Subject:
Official Plan Review
Corporate Strategic Plan:
Communications
Council Recommendation:
BE IT RESOLVED that Council receive Staff Report PLN-2015-11, regarding the Official Plan review,
for information.
1. Purpose/Nature of the Proposal:
Trent Hills began the process of an Official Plan review in 2012, in accordance with the Planning Act.
The draft documents have been through many changes in that time period and subject to much input
and public consultation. This report provides an update to Council on the status of the Official Plan
review.
2. Background/Rationale:
The Official Plan review process began in 2012 when a draft document was prepared by Valerie
Cranmer and Associates with input from the Director of Planning. The review process had been
initiated by conversations between Trent Hills and the Ministry of Municipal Affairs and Housing.
New draft schedules were also created to match with the draft policy text. This material was made
available to the public through the Trent Hills website. It was also sent to the Ministry for review. The
documents had been developed with input from the Trent Hills Heritage Committee regarding the
heritage policies in the Official Plan. The Agricultural Advisory Committee also commented regarding
the policies pertaining to Prime Agricultural Lands.
The policies were also reviewed in regard to the 2005 Provincial Policy Statement.
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The documents prepared as part of the review also reflected the amendments that had already been
made to bring it into conformity with the Oak Ridges Moraine Plan and the Plan for the Greater
Golden Horseshoe.
After several months, comments were received from the Ministry noting over 70 recommended
additions to the plan. These were mainly wording changes reflecting the wording that appears in the
Provincial Policy Statement. There were also comments about including some additional information
on the schedules.
Changes were made to the plan to reflect these recommendations.
By this point, the review documents were in the form of Amendments No. 7 and 8 to the Official Plan.
By this point in time, an updated Provincial Policy Statement had been released in April 2014. As
well, the County had created its first Official Plan with input from its seven member Municipalities and
the Ministry.
The updated documents and schedules were presented at a public open house on May 29, 2014.
The documents were also circulated to municipalities surrounding Trent Hills and Northumberland
County. The new documents were again circulated to the Ministry.
There was little public input received and no comments from surrounding municipalities.
The now Ministry of Municipal Affairs and Housing provided additional comments. They requested an
updated Official Plan consolidation and presented questions about the schedules. These changes
have been made.
3. Relevant Options/Consultations:
The final step in the process is to bring the plan review documents forward to a statutory public
meeting. This will involve public and agency circulation.
4. Risk/Safety Considerations:
Not applicable.
5. Legal Implications/Legislative Requirements:
The Official Plan review process has followed the process as set out in the Planning Act.
6. Policy/Staff Implications:
The documents brought forward will update the Official Plan policies in light of the consultations done
and the agency input received.
7. Major Benefits:
The updated plan will form the basis for future amendments based on the Source Water Protection
Plan and other Provincial Policy initiatives.
8. Financial Analysis:
Not applicable.
9. Means of Communicating Decision:
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The eventual approval of the Official Plan Amendments will be circulated as prescribed in the
Planning Act.
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STAFF REPORTS
Meeting Date:
03 Feb 2015
To:
Mayor and Members of Council
Prepared By:
Lynn Phillips
Reviewed/Approved By:
Jim Peters, Michael Rutter
Department Report No:
EDC-2015-01
Subject:
Downtown Community Improvement Plan Application - 13
Bridge Street North, Hastings
Corporate Strategic Plan:
Business Growth
Council Recommendation:
BE IT RESOLVED that Council receive staff report EDC-2015-01 and approve 13 Bridge Street North
Hastings for up to $23,000 from the Downtown Community Improvement Plan.
1. Purpose/Nature of the Proposal:
An application to the Downtown Community Improvement Plan program has been made by Metcalf and
McGill Inc., the new owners of 13 Bridge Street North, Hastings which is the former La Gondola restaurant.
This C.I.P. application is for improvements to the front, south and north facades of the building as well as
accessibility improvements. The anticipated total cost of the renovations eligible under the C.I.P. program are:
Facade improvements (3 sides) Accessibility improvements Design Building permit rebate -
$41,503
$35,143
$ 7,627
$ 1,000
$85,273
The project will include new signage and lighting, a stone knee wall, new windows and doors, as well as metal
architectural panels on all sides of the building. The accessibility improvements include an accessible front
door and two accessible washrooms.
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2. Background/Rationale:
This application meets the objectives of the Downtown Community Improvement Plan Program which
encourages property owners to invest in property improvements. The Municipality plays an active role in this
program by providing technical support and financial incentives.
3. Relevant Options/Consultations:
Staff conducted a site visit and have had numerous conversations with the property owner regarding this
project. In addition, cost estimates have been obtained for all of the planned improvements.
4. Risk/Safety Considerations:
In order to receive the funding from the Municipality for the approved C.I.P. programs the owner(s) must
complete all of the proposed work, incur the costs up front and submit copies of invoices to the Municipality. In
addition, a building permit must be obtained prior to work commencing and upon completion of the project, a
final inspection by the building department is required.
5. Legal Implications/Legislative Requirements:
If approved by Council, a Municipal By-law is created for the approved amount and signed by the owner.
6. Policy/Staff Implications:
Staff members from the planning, fire, building and finance departments have reviewed this application and
have determined the property and this project are eligible for the Downtown Community Improvement Plan
program.
7. Major Benefits:
This property is in a prominent location on Bridge Street West, Hastings. All sides of the building are highly
visible and will benefit greatly from a façade improvement. In addition, a new business is being created,
McGillicafey's Pub and Eatery, which will generate employment and provide a new dining/entertainment option
for both residents and visitors. The owners of the property have operated the successful Banjo's Grill for many
years, and will continue to keep this restaurant open as well as this new dining establishment.
8. Financial Analysis:
The facade improvement program of the Downtown Community Improvement Plan includes all improvements
made to the exterior of the building as well as accessibility improvements, and limits the total amount to
$15,000 per side. The accessibility improvements proposed by this application include two accessible
washrooms, as well as an accessible front door. The front door has been included in the facade improvement
costs, however the accessible washrooms have not. Staff are recommending that the construction cost of the
washroom be in addition to the facade improvement costs.
The total cost of this facade improvement project is $85,273 of which the Municipality may contribute up to
$23,000. This represents 27% of the total project cost.
Facade improvement (50% of construction cost to a
max of $5,000 per side) Accessibility improvement (50% of construction cost
to a max of $3,000 per improvement) Design studies rebate Building fees rebate -
$15,000
$ 6,000
$ 1,000
$ 1,000
$23,000
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Though the 2015 Municipal budget has not yet been approved, in previous years Council has approved between
$50,000 and $75,000 for the Downtown Community Improvement Plan program. Should the C.I.P. budget be
approved, there will be adequate budget for this application as well as others in 2015. Alternatively, there is a
reserve fund for this program where the unused portion of the C.I.P. annual budget is brought forward each
year. This application could be funded from this reserve if necessary.
9. Means of Communicating Decision:
The property owner will be notified via telephone of the outcome of this C.I.P. application. If approved, a letter
outlining the amounts along with the accompanying by-law are provided for signature to the applicant.
Page 19 of 103
CORPORATION OF THE MUNICIPALITY OF TRENT HILLS
BY-LAW 2015-08
Being a by-law to authorize execution of
an agreement between
The Corporation of the Municipality of Trent Hills
and
Metcalf and McGill Inc.
Owner of 13 Bridge Street North, Hastings
WHEREAS it is deemed expedient for the Corporation of the Municipality of Trent Hills
to enter into an agreement with Metcalf and McGill Inc., owner of 13 Bridge Street
North, Hastings, to provide improvements to said property under the Downtown
Community Improvement Program.
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE
MUNICIPALITY OF TRENT HILLS HEREBY ENACTS AS FOLLOWS:
1. That the Mayor and Clerk are hereby authorized and instructed to enter into
the agreement between the Corporation of the Municipality of Trent Hills and
Metcalf and McGill Inc., attached hereto as Schedule "A", and that the Mayor
and Clerk are hereby instructed to perform all acts and to take steps and
execute such documents under the seal of the Corporation as may be
necessary to effect this agreement.
2. That this by-law shall come into force and take effect immediately upon the
final passing thereof.
By-law 2015-08 be introduced and deemed to be read a first, second and third time,
passed and properly signed and sealed this 3rd day of February, 2015.
Hector Macmillan (Mayor)
Margaret Montgomery (Clerk)
Page 20 of 103
Schedule 'A'
Community improvement Program Agreement
BETWEEN:
Metcalf and McGill Inc.
OF THE FIRST PART
-andTHE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS
(the "Municipality")
OF THE SECOND PART
WHEREAS:
1. The Building Owner is the registered owner of the building/Authorized Agent is
an approved representative on behalf of the Building Owner located at 13 Bridge
Street North, Hastings in the Downtown Community Improvement Plan Area of
the Municipality;
2. The Building Owner/Authorized Agent has applied for and the Municipality has
agreed to provide financial assistance toward the cost of the improvements made
to the building under the Building Fee Rebate, and Commercial Façade
Improvement Programs of the Downtown Community Improvement Plan;
3. The Building Owner/Authorized Agent has agreed to complete the improvements
to the building as outlined in the approved application to the Municipality under
the terms of this Agreement;
NOW THEREFORE in consideration of the mutual covenants and agreements
contained herein:
1. The Municipality shall provide financial assistance to the Building
Owner/Authorized Agent as follows:
a. The sum of up to $23,000 dollars shall be paid to the Building
Owner/Authorized Agent in the form of a grant;
b. Payment of the sum of up to $23,000 dollars to the Building
Owner/Authorized Agent shall be in accordance with direction received.
2. The Building Owner/Authorized Agent shall provide documentation and evidence
of the completion of the improvements to the building as follows:
a. Copies of paid invoices from work approved by the Municipality.
b. An approved inspection of the property by the Municipality Building
Department verifying the approved building improvements were completed
and done in compliance with the Ontario Building Code.
3. The Municipality shall provide payment to the Building Owner/Authorized Agent
upon receipt of evidence and documentation that the improvements have been
complete and upon verification that the property taxes are not in arrears, the
property taxes have been paid for the current year, and the property has no
outstanding order or municipal fees.
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4. This Agreement shall be binding upon and enure to the benefit of the respective
successors and assigns of the Parties.
5. The Building Owner/Authorized Agent has one year to complete the above
outline improvements or this agreement will expire.
IN WITNESS WHEREOF, the Parties have signed this Agreement as at the 3rd day of
February, 2015.
THE CORPORATION OF THE MUNICIPALITY
OF TRENT HILLS
Per:
Mayor, Hector Macmillan
Clerk, Margaret Montgomery
Name: Metcalf and McGill Inc.
Position: Owner
Page 22 of 103
STAFF REPORTS
Meeting Date:
03 Jan 2015
To:
Mayor and Members of Council
Prepared By:
Michael Rutter
Reviewed/Approved By:
Department Report No:
CAO 2015 01
Subject:
OPP Contract Proposal
Corporate Strategic Plan:
Customer Service
Council Recommendation:
That the 5 year contract proposal from the Ontario Provincial Police be received;
And further, that staff be directed to prepare a by-law authorizing the Mayor and Clerk to execute the
agreement.
1. Purpose/Nature of the Proposal:
Early last year we received notice from the Ontario Provincial Police that they were terminating our contract for
service until after their process to review their billing model was complete. Once that review was finalized,
they committed to send out new contract proposals to each of their clients.
Attached to this report is their proposed contract.
2. Background/Rationale:
In 2013, the OPP began a review of their billing model. The review resulted from the Auditor General's report
which noted that municipal billing for OPP service, which dated to 1998, was both complex and lacking in
transparency. It also noted the large disparity in what different municipalities were paying for OPP services.
In response to the AG report, the OPP developed an alternative billing model in the fall of 2013 using a formula
with a Base Cost, which covers what is needed in order to provide police service to the community, combined
with a Calls for Service component that reflects actual police response in the municipality. Initially, the
proposal was to calculate the billings on a (73%/27%) ratio. Its proposal calculates Base Costs on a per
household basis.
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Shortly after this proposal was made public, the Association of Municipalities of Ontario created the OPP
Billing Steering Committee in recognition of the widely disparate impact that the proposed OPP billing reform
could have on communities and the shared interest of all municipalities in controlling policing costs.
The AMO committee presented a number of recommendations (full report is available on their website), but
there were two main outcomes that are relevant to the draft proposal that is attached to this report.
First, shortly after the committee began their work, the OPP revised the ratio (Base Cost/Calls for Service) from
73%/27% to 60.1%/39.9%.
Secondly, the government recognized that this would have a significant impact on a number of municipalities.
As a result, they capped the "benefit" for municipalities who would be receiving reductions at $30 per
household. For those municipalities whose costs were rising, increases were capped at $40.
3. Relevant Options/Consultations:
There is an opportunity under the new model to consider a county wide, or multi municipality contract. This
option has been discussed briefly by the County CAO's. I don't believe there is adequate time, given the short
turnaround that is being requested by the OPP, but I do believe the possibility is worth pursuing in the longer
term. It is my understanding that our contracts can be amended should we come to an agreement with other
municipalities to pursue a shared service.
We could also opt for a shorter term contract (6 months and 3 years). As we do not anticipate major changes or
alternate suppliers of this service I am not recommending a shorter agreement.
4. Risk/Safety Considerations:
Failure to execute this agreement will result in our municipality being re-classified as a Section 5.1 (1)
municipality which means we would have no Police Services Board and our billings would be based on a "pay
as you go" model.
5. Legal Implications/Legislative Requirements:
As this is a template agreement used across the Province, I have not solicited a legal review. With Council
direction I could have that completed in a timely manner.
6. Policy/Staff Implications:
N/A
7. Major Benefits:
Having a contract in place provides some certainty about service levels and costs. The Police Services Board
also provides another layer of oversight that ensures the service provider delivers the service levels outlined in
the agreement.
8. Financial Analysis:
Our estimate for policing costs in 2014 was $2,976,871. As we knew the billing model review was under way
and that we would very likely be seeing a significant reduction in our costs, Council decided to transfer
$161,000 from the Policing Reserve (generated by transferring the annual surplus' into reserves) into general
revenue to offset some of the 2014 increase.
Our estimate for 2015 (outlined in Schedule C of the attached agreement) is $2,644,363.
Page 24 of 103
This results in net reduction in our budget requirement of $171,508.
9. Means of Communicating Decision:
The OPP and Police Services Board will be advised of Council's decision.
These numbers will be formally communicated to the community as part of our annual budget presentation.
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THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS
BY-LAW 2015-09
Being a by-law to authorize the execution of an agreement
between the
Ministry of Community Safety and Correctional Services of Ontario
and the
Corporation of the Municipality of Trent Hills
for the
Provision of Police Services
WHEREAS the Municipality of Trent Hills deems it necessary to comply with
Section 10 of the Police Services Act, R.S.O. 1990, c.P.15;
AND WHEREAS under Section 4(1) of the Police Services Act, R.S.O. 1990,
c.P.15, as amended, (the Act), the Municipality is required to provide adequate
and effective police services in accordance with its needs;
AND WHEREAS under Section 5 of the Act, the Municipality's responsibility
for providing police services may be discharged by entering into an Agreement
with Ontario under Section 10 of the Act.
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION
OF THE MUNICIPALITY OF TRENT HILLS HEREBY ENACTS AS
FOLLOWS:
1. That the Corporation of the Municipality of Trent Hills enter into an
Agreement with the Ministry of Community Safety and Correctional
Services for Police Services and that the said contract shall be
known as Schedule 'A' attached hereto to this by-law.
2. That the Mayor and Clerk/Chief Administrative Officer are hereby
authorized to execute on behalf of the Municipality an Agreement
with the Ministry of Community Safety and Correctional Services for
Police Services for Trent Hills with the terms and conditions as set
out in Schedules attached hereto.
By-law 2015-09 introduced and deemed to be read a first, second and third
time, passed and properly signed and sealed this 3rd day of February, 2015.
Hector Macmillan (Mayor)
Margaret Montgomery (Clerk)
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1
The term of this Agreement, made in 4 originally executed copies, is from the Olst day of January
2015, to the 31st day of December 2019.
AGREEMENT FOR THE PROVISION OF POLICE SERVICES
UNDER SECTION 10 OF THE POLICE SERVICES ACT, R.S.O. 1990, c. P.15, as am.
BETWEEN:
HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE
MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES
("Ontario")
OF THE FIRST PART
AND:
THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS
(the "Municipality")
OF THE SECOND PART
RECITALS:
(a)
Under s. 4(1) of the Police Services Act, R.S.O. 1990, c. P.15, as am., the Municipality is
required to provide adequate and effective police services in accordance with its needs;
(b)
Under s. 5 of the Police Services Act, the Municipality's responsibility for providing police
services may be discharged by entering into an Agreement with the Solicitor General under
s. 10 of the Act;
(c)
Pursuant to Order-in-Council 497/2004, the powers assigned to the Solicitor General in law,
including those set out in the Police Services Act, have been transferred to the Minister of
Community Safety and Correctional Services; therefore, all references to the Minister of
Community Safety and Correctional Services shall be deemed to include the powers
previously exercised by the Solicitor General;
(d)
The Municipality has expressed its intent to provide police services, in pursuance of its
responsibilities under s. 5 of the Police Services Act, by means of this Agreement, as
evidenced by by-law number
a copy of which is attached
. dated
as Schedule "A");
(e)
This Agreement reflects the intent of the parties to provide an adequate and effective level
of police services for the Municipality as set out in the "Contract Policing Proposal," dated
Dec 19th, 2014 (attached as Schedule "B");
NOW THEREFORE, in consideration of the premises and covenants herein, the parties agree as
follows:
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2
1.
The parties warrant that the recitals are true.
Definitions
2.
In this Agreement:
(a) "Annual Billing Statement" means a statement prepared by Ontario and submitted to
the Board for review and to the Municipality for review and approval which contains:
(i) the Municipality's police costs for the year following the year in which the
statement is prepared, based on, among other items, an estimate of salary and benefit
costs; and
(ii) a reconciliation of actual salary and benefit costs to those billed for the preceding
year.
(b) "Board" means the Municipality of Trent Hills Police Services Board.
(c) "Commissioner" means the Commissioner of the O.P.P.
(d) "Detachment Commander" means the O.P.P. officer in charge of the Northumberland
Detachment.
General Provisions
3.
Ontario shall provide adequate and effective police services in accordance with the needs of
the Municipality in compliance with the terms and conditions of the Agreement. The
Municipality shall pay Ontario for the police services provided under this Agreetnent in
accordance with this Agreement.
4. The Commissioner shall ensure that the Detachment Commander responds appropriately to
the Board's objectives and priorities for police services, developed after consultation with
the Detachment Commander, pursuant to s. 10(9)(b) of the Police Services Act.
5. The Commissioner shall cause the Detachment Commander or his or her designate to report
to the Board at mutually agreed upon intervals in accordance with the Police Services Act
regarding the provision of police services in and for the Municipality. The O.P.P. will,
determine the information to be contained in the reports and the format in which they will
be provided.
6.
(a) For the purposes of s. 10(6) of the Police Services Act, the O.P.P. shall provide police
services to the Municipality, including the enforcement of mutually agreed upon bylaws. The parties shall annually review this part of the Agreement with a view to
revising or updating the list of by-laws requiring O.P.P. enforcement.
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(b) Municipal Building Code violations overseen by the Municipality's building code
inspector and those by-laws related to animal control will not form part of this
Agreement.
Service Levels
7. (a) Ontario shall cause the Commissioner to assign police officers and other persons to
duties relating to the police services in and for the Municipality so as to provide the
municipality adequate and effective policing services.
(b) In the event that the Municipality requests services dedicated specifically to the
municipality, it shall be responsible for all costs associated with those dedicated
resources.
Liability of Ontario
8.
The O.P.P. shall be liable for any damages that may arise as a result of any negligent acts or
omissions of its members in the performance of this Agreement.
Provincial Services Usage
9.
The O.P.P. as legislated by the Police Services Act, must be capable of providing provincial
level response that can be mobilized for emergencies, disaster or specialized needs. The
O.P.P. may meet this requirement by deploying resources that normally would be assigned
to the Detachment that serves the Municipality. The O.P.P. shall ensure that in the event
resources are deployed to a situation requiring provincial level response, appropriate
resources remain available to the Detachment to provide adequate and effective policing to
the Municipality. The use of O.P.P. officers in cases where there is a provincial obligation
to respond will be accounted for as part of the billing model.
Equipment and Facilities
10. Ontario shall supply or cause to be supplied at Ontario's cost all vehicles and equipment
reasonably necessary and appropriate for the use of the O.P.P. in providing police services
under this Agreement.
11. The parties will enter into negotiations concerning the provision and payment of appropriate
buildings and rental agreements, including, but not limited to, location, leasehold
improvements, and capital costs.
Adequacy Standards Regulation
12. The O.P.P. shall undertake and be responsible for ensuring that all mandatory standards of
adequate and effective police services as required by Ontario Regulation 3/99 under the
Police Services Act are met and maintained.
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13. The Detachment Commander shall provide the Board with reasonable documentation, as
agreed upon between the Board and the 0.F.P., to allow the Board to evaluate the services
and satisfy itself that adequate and effective standards and policies are in place.
14. It shall be the responsibility of the Board to monitor the delivery of police services to ensure
that the provisions of the Ontario Regulation 3/99 under the Police Services Act are
satisfied on an ongoing basis.
Cost of Police Services
15. (a)
On or before October l st in each year, Ontario shall prepare and deliver to the Board
for review and to the Municipality for review and approval, the Annual Billing
Statement for the following year (Schedule "C"), together with sufficient
documentation and information reasonably necessary to explain and support the
billing.
(b)
The Municipality shall review the Annual Billing Statement upon receipt and, within
90 days of such receipt, shall approve the Annual Billing Statement or deliver to
Ontario a request to review the Annual Billing Statement.
16. (a) In the event that the Municipality fails to approve or request a review of the Annual
Billing Statement within 90 days of receipt, the Municipality shall be deemed to have
approved the Annual Billing Statement.
(b)
In the event that the Municipality requests a review of the Annual Billing Statement
as provided in this paragraph, the Annual Billing Statement shall be approved or
amended and approved in accordance with Section 17.
17. Where the Municipality has delivered to Ontario a request to review the Annual Billing
Statement, the Municipality shall carry it out expeditiously, and Ontario shall cooperate to
permit such a review to be carried out. If the parties are unable to agree on the Annual
Billing Statement, either party may submit the matter to the dispute resolution mechanisms
set out in paragraphs 22 and 23. In the event that the Municipality delivers a request to
review to Ontario, the Annual Billing Statement shall be deemed to apply during the period
of review.
18. The Municipality shall make monthly installment payments to Ontario no later than the end
of the month following the month for which payment is being made, each one being one
twelfth of the Annual Billing Statement for that year. Any amounts which have become
due and owing shall bear interest at the rate set by the Minister of Finance from time to
time.
19. Ontario shall keep all records, statements of account, invoices and any other such
documents necessary to support the Annual Billing Statement, and all such records shall be
kept for a period of seven years. Ontario shall permit the Municipality, upon notice to
Ontario, to examine all such records and books of account and conduct a review of the
Annual Billing Statement.
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20.
Upon the approval or deemed approval of the Annual Billing Statement, as provided in this
Agreement, adjustments shall be made in the amounts paid by the Municipality by
installment so that (i) the total amount paid in respect of the preceding year is equal to the
amount shown on the approved Annual Billing Statement and (ii) the installments for the
year following the year in which the statement is prepared are each equal to one twelfth of
the approved Annual Billing Statement. Any amounts payable by one party to the other
shall be paid by means of a credit for the appropriate party in the remaining monthly
billings for the year following the year in which the statement is prepared.
21. The parties agree that sections 132 and 133 of the Police Services Act will be applied as if
the Northumberland Detachment of the O.P.P. was a municipal police force, and as if the
Detachment Commander was a Chief of Police.
Dispute Resolution Mechanisms
22. (a) The provisions of this paragraph apply in the event of a dispute between the
Municipality and Ontario concerning financial and related issues arising out of the
•interpretation, application, administration, or alleged violation of this Agreement
("Financial Disputes") or between the Board and the 0.P.P. concerning policing
issues arising out of the interpretation, application, administration, or alleged violation
of this Agreement ("Policing Disputes").
(b)
In the event that a dispute arises, the Detachment Commander, or representative, and
the Municipality or the Board, as the case may be, or their representative, shall meet
within 30 days of such dispute arising and use all best good faith efforts to resolve the
dispute.
(c) If the dispute remains unresolved, the Regional Commander, or representative, and the
Municipality or the Board, as the case may be, or representative, shall meet and use all
best good faith efforts to resolve the dispute.
(d) If the dispute remains unresolved, the Commissioner, or Deputy Commissioner, and
the Municipality or the Board, as the case may be, or representative, shall meet and
use all best good faith efforts to resolve the dispute.
(e)
If a Financial Dispute remains unresolved, the issue may be referred to mediation by
either party, and each party shall use all best good faith efforts to resolve the dispute.
23. (a) Financial Disputes that cannot be resolved through any of the methods described
within paragraph 22, may be referred to and settled by binding arbitration. The
provisions of the Arbitration Act, 1991 shall apply to any such arbitration, unless
otherwise indicated below:
i)
ii)
The language of the arbitration shall be English.
The place of the arbitration shall be the Municipality of Trent Hills.
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iii)
iv)
v)
vi)
Each party agrees that the arbitration shall be conducted in a summary manner
to ensure a full hearing in a cost effective and efficient manner.
Each party shall make prompt full disclosure to the other and, subject to the
availability of an arbitrator the arbitration shall be commenced within 30 days
of the conclusion of, the meeting with the Commissioner, or the mediator, if
applicable.
Each party shall be responsible for its own legal expenses and for an equal
share of the fees and expenses of the arbitration and any other related expenses.
Section 54 of the Arbitration Act shall not apply; the arbitrator shall have no
right to make an award relating to costs.
The parties shall have no right of appeal to a final decision of an arbitrator.
Policing Disputes shall not be subject to mediation or arbitration.
Neither party shall be entitled to proceed to mediation or arbitration until all of the
meetings referred to in paragraphs 22 have been held, and each party undertakes to
exert all best good faith efforts to resolve the dispute in those meetings.
Mediations or arbitrations of disputes conducted under this Agreement shall remain
closed to the public. All parties to any dispute shall keep all details, admissions or
communications made in the course of the dispute resolution process strictly
confidential, nor shall such information be admissible in any legal proceeding, except
as follows:
i)
on consent of all parties;
ii) as may be ordered by a court of competent jurisdiction;
iii) the final decision of the arbitrator may be released.
Each of the meetings outlined in paragraph 22 shall be commenced no earlier than 15
days, and concluded no more than 30 days, from the conclusion of the prior stage
unless the parties otherwise agree.
Notwithstanding any of the above provisions, nothing in this Agreement shall be
construed so as to give the Municipality or the Board the right to alter any policy of
the O.P.P. or the Ministry. Nothing in this Agreement shall be construed so as to give
the Municipality or the Board, the right to supercede or vary the duties and
obligations of the Solicitor General pursuant to s. 3(2) of the Police Services Act, or of
the Commissioner pursuant to s. 17 and s. 41 of the Police Services Act, and further,
the rights of the Municipality and the Board pursuant to the Agreement are subject to
the Municipality's obligations under s. 4 of the Police Services Act.
Detachment Commander Selection
24.
The Detachment Commander shall be selected from a short-listed pool of candidates as
determined by the O.P.P. in accordance with its relevant provincial policies. Following
the formulation of the short-list, a joint committee consisting of Board members and
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persons nominated by the Commissioner, shall select the successful candidate in
accordance with the process set out in the 0.P.P.'s provincial policies.
25. Any notice, statement, invoice or account to be delivered or given by any of the below
listed groups to any other of them shall be delivered to all other groups in writing and sent
by mail addressed to those groups at their respective address as listed below, or sent by fax
transmission to the fax number listed below. Any notice, statement, invoice or account sent
by mail shall be deemed to be received on the third day following the date of mailing unless
shown to the contrary and if sent by fax shall be deemed to be received on the date of
transmission. Any group may change its address and fax number by giving notice provided
herein:
i)
to Ontario addressed to: The Minister of Community Safety and Correctional
Services, 25 Grosvenor Street, 11th Floor, Toronto, Ontario, M7A IY6, FAX number
(416) 325-6067.
to the Commissioner addressed to: The Commissioner, Ontario Provincial Police, 777
Memorial Avenue, Orillia, Ontario, L3V 7V3, to the attention of the Manager,
Municipal Policing Bureau, FAX number (705) 330-4191.
iii)
to the Municipality addressed to: The Corporation of the Municipality of Trent Hills,
P.O. Box 1030, 66 Front Street South Campbellford, Ontario. KOL ILO, FAX number
(705) 653-5203.
iv)
to the Board addressed to: The Corporation of the Municipality of Trent Hills Police
Services Board, P.O. Box 1030, 66 Front Street South Campbellford, Ontario, KOL 1L0
FAX number (705) 653-5203.
Commencement and Termination of Agreement
26. Notwithstanding the date upon which this Agreement is signed, the term of this Agreement
shall commence on the 01g day of January 2015, and shall conclude on the 31g day of
December 2019.
27. Either party to this Agreement may terminate this Agreement upon one year written notice
of termination to the other party, in which case this Agreement shall terminate one year
following the delivery of such notice. Should a notice to terminate be given, the
Municipality shall continue to be obligated to pay for the cost of providing police services
under this contract to and including the date of such termination and Ontario shall continue
to be responsible to provide the services outlined in this Agreement.
28.
Should the Municipality's designated responsibility to provide policing under the Police
Services Act be changed, either by statute or government interpretation, the Municipality
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maintains its right upon being so informed to give written notice of its intention to terminate
this Agreement forthwith.
Entire Agreement
29. This Agreement and the schedules attached constitute the entire Agreement between the
parties, and there are no representations, warranties, collateral agreements or conditions
affecting this Agreement or the relationship of the parties or supported hereby other than as
expressed herein in writing. Any-amendment to this Agreement must be in writing, duly
executed by the parties.
IN WITNESS WHEREOF, the Municipality has affixed its Corporate Seal attested by the
signature of its duly authorized signing officers and the Minister of Community Safety and
Correctional Services has personally signed this Agreement to be effective as of the date set out
herein.
FOR ONTARIO
The Minister of Community Safety and Correctional Services
FOR THE MUNICIPALITY
Mayor, Reeve, etc. (as appropriate)
Chief Administrative Officer, or Clerk (as appropriate)
Date signed by the Municipality:
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SCHEDULE "A"
BY-LAW OF THE MUNICIPAL COUNCIL
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SCHEDULE "B"
PROPOSAL FOR POLICE SERVICES
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The Corporation of the
Municipality of
Trent Hills
Contract Policing Proposal
Prepared by:
Ontario Provincial Police
Municipal Policing Bureau
December 19th, 2014
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Thbe f C ntents
Executive Summary
3
OPP Annual Billing Statement
6
OPP Contacts
8
2
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Executive Summary
The Ontario Provincial Police (OPP) has over 100 years of experience in providing effective
community-based policing and protection throughout Ontario. The OPP has provided municipal
police services under contract for over 60 years and currently maintains contracts with over 140
communities across Ontario.
The Municipality of Trent Hills requested a costing for OPP municipal policing. This proposal is
based on the Municipality of Trent Hills paying an amount equal to the sum of the Municipality of
Trent Hills allocated portion of the OPP's total municipal policing base and calls for service costs
and the costs for overtime, cleaning/caretaker, accommodation, court security and offender
transport as applicable. Where a municipality chooses to receive police services from the OPP
pursuant to a contract, the OPP will provide the level of police services required to provide
adequate and effective policing, including providing the services set out in Regulation 3/99,
Adequacy and Effectiveness of Police Services under the Police Services Act.
This proposal reflects the integrated policing concept, incorporating a police services contract
for the Municipality of Trent Hills with OPP highway patrol services and provincial
responsibilities under one administration. The Northumberland OPP Detachment will remain as
the Administration/Operations Centre. The resources will be deployed to the municipality from
this facility.
The Northumberland OPP Detachment Commander will be responsible to oversee all aspects of
service delivery. The detachment management including Staff Sergeant and Sergeant/ Platoon
Leaders as applicable would provide assistance and supervision to members of the
Northumberland OPP Detachment.
In order to provide a location for the police and public to interact, and to facilitate the delivery of
police services in a community, the OPP encourages the establishment of Community Policing
Offices (CP0s). Where such offices exist they are usually equipped with telephone and
computer capabilities for use by officers assigned to the municipality. Any decision on the
establishment of a CPO in the Municipality of Trent Hills rests entirely with municipal council and
any associated costs will be the responsibility of the municipality. It is recommended that any
CPO located within the municipality be maintained.
In consultation with the Police Services Board it is the intent that all existing community service
programs and community policing committees will be maintained.
Any new community service program considered may be implemented after consultation with
the Municipality of Trent Hills Council, the Municipality of Trent Hills Police Services Board and
the Northumberland OPP Detachment Commander.
When a municipality chooses to receive police services from the OPP under contract, the OPP
will ensure that the municipality receives adequate and effective police services in accordance
with the Po/ice Services Act and regulations. The shared infrastructure of the OPP broadens
local access to resources, expertise, solutions, training and management without duplicating
services. The Municipality of Trent Hills will continue to benefit as additional staff are readily
available from within the Northumberland OPP Detachment as well as neighboring detachments
and regions, should the need arise.
3
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The Municipality of Trent Hills will be required to establish a Police Services Board, as
mandated by Section 10 of the Police Services Act that will generally determine objectives and
priorities for police services within the community, after consultation with the Detachment
Commander.
The Commissioner is committed to ensuring that the Detachment
Commander of the Northumberland OPP Detachment responds appropriately to the
Board's advice and priorities in a manner consistent with the Board's identified
concerns, expectations and needs.
It is long-standing OPP policy and practice to be accountable to the communities we serve. The
Commander of the Northumberland OPP detachment, or designee, will report to the Police
Services Board on a regular basis, as per the direction of the Board. The OPP is experienced in
being accountable to the municipalities we serve. With over 100 Contracts currently in place
and future contracts pending, there is great emphasis placed on OPP accountability to Police
Services Boards.
The OPP is required to provide provincial level emergency response that can be mobilized in
times of emergency, disaster or a specialized investigative need. The OPP meets such
emergent needs, on an on-call, as-needed basis, by deploying small numbers of officers from
multiple locations and assignments, both provincial and municipal. During such times, the OPP
is responsible to ensure that appropriate resources remain in place to make certain the
municipality receives adequate and effective police services in accordance with the Police
Services Act and regulations. The use of OPP officers in cases where there is a provincial
obligation to respond will be accounted for as part of the billing model.
If the Municipality of Trent Hills chooses to accept an OPP contract for its policing service, the
Northumberland OPP Detachment will assign resources, focusing on meeting the Municipality of
Trent Hills unique policing needs.
Value for the Municipality of Trent Hills
• Assurance of adequacy and effectiveness of police services;
• Dedication to resolving community issues through local involvement and community
policing committees;
• Availability of additional staffing support from neighboring detachments, regional
headquarters and general headquarters;
• Seamless access to a comprehensive infrastructure and specialized services; and
• Assists the Detachment Commander in determining the local policing priorities and
objectives through the Municipality of Trent Hills Police Services Board.
Based on, among other things, an estimate of salary and benefit costs, the policing cost
for 2015 associated with this proposal is $2,644,363. The annual billing statement is set
out in the attachment to this proposal.
4
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Please Note:
Not included in this proposal are:
111 The cost of maintaining the Police Services Board
IS The costs associated with establishing and maintaining Community Policing
Office(s)
a Any applicable revenues accruing to the municipality as a result of police activity
(*Note — This proposal expires six months from the date of presentation to Council. At that time
the costs identified in the proposal will be subject to review and revision where necessary.)
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OPP Annual Billing Statement
Trent Hills M
Estimated costs for the period January Ito December 31, 2015
(see notes)
ost,per ôPrt
Base Service
Property Counts
Household
Commercial and Industrial
Total properties
6,768
Z,M,5
O1
$1,436,855
05.
$917,589
Calls for Service
Total all municipalities
Total municipal portion
$138,122,392
0,6643%
Overtime
$76,157
Court Security
Prisoner Transportation (per property cost)
Accommodation
(per property cost)
Cleaning Services
(per property cost)
14
$17,270
$8,169
$26,371
Total 2015 Calculated Cost before Phase-In Adjustment
2015 Phase-In Adjustment Billing Summary
2014 Forecasted cost
2015 Calculated Cost per Property (see above)
Cost per Property Variance
2015 Adjustment (Maximum per property)
Actual 2015 Phase-In Adjustment
Total Billing for 2015
Total
$2,859,353
:,-.$399-,0
$34642
(Decrease) ‘;..:1
-626-0
(Decrease):
3,20-6tY
.. ,„ .
.: $,3.6.902 .
$161,952
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Additional Notes to the "OPP Annual Billing Statement":
The Annual Billing Statement is determined based on the new OPP billing model
effective January 1,2015.
▪ The Annual Billing Statement is a statement of 2015 costs based on an estimate of
salary and benefit costs. Salary and benefit costs are estimates and are subject to a
final year end adjustment.
• As a result of the implementation of the new OPP billing model municipal policing costs
are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015
phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are
subject to change and are based on an annual determination:
o If the municipality is subject to an increase between the final 2014 cost and the
2015 cost, the increase will be capped to a maximum of $40 increase per
property. The capped increase of $40 plus the growth factor per property cost
will be applicable for each subsequent year until the full cost is realized.
o The growth factor is a set per property cost for all municipalities dependent upon
general increases in salary, benefits, support costs and other direct operating
expenditures.
o If the municipality is subject to a decrease between the final 2014 cost and the
2015 cost, it will be limited to the per property reduction limit applicable to the
year.
o The per property reduction limit is an annual per property amount determined for
all municipalities. The per property reduction limit is subject to change each year
based upon the determination of the funding required to offset the capped
increases for all municipalities.
•
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0.P.P. Contacts
Please forward any questions or concerns to Inspector Rob Kobayashi,
Detachment Commander, Northumberland OPP Detachment or Sergeant Liane
Spong-Hooyenga, Contract Policing Analyst, OPP Municipal Policing Bureau,
General Headquarters.
Inspector Rob Kobayashi
Sergeant Liane Spong-Hooyenga
(905) 668-3388
(705) 329-6200
8
Page 66 of 103
ANNUAL BILLING STATEMENT
Page 67 of 103
OPP Annual Billing Statement
Trent Hills M
Estimated costs for the period January Ito December 31,2015
(see notes)
Cost: et',-
Prs?
Base Service
Property Counts
Household
Commerdal and industrial
Total properties
6,768
398
$1,436,855
Calls for Service
•
Total all municipalities
Total municipal portion
$138,122,392
0.6643%
$917,589
Overtime
Court Security
Prisoner Transportation
Accommodation
Cleaning Services
$76,157
(per property cost)
(per property cost)
(per property cost)
$17,270
$8,169
$26,371
,S346744131,1*- $2;402,411,
Total 2015 Calculated Cost before Phase-In Adjustment
2015 Phase-In Adjustment Billing Summary
2014 Forecasted cost
2015 Calculated Cost per Property (see above)
Cost per Property Variance
2015 Adjustment (Maximum per property)
Actual 2015 Phase-In Adjustment
Total Billing for 2015
Total
$2,859,353
339902
$346_42
(Decrease)
(Decrease)
$52.60
$30.00
$22.60
$369.02
$161,952
s- 644.
Page 68 of 103
Additional Notes to the "OPP Annual Billing Statement":
•
The Annual Billing Statement is determined based on the new OPP billing model
effective January 1, 2015.
•
The Annual Billing Statement is a statement of 2015 costs based on an estimate of
salary and benefit costs. Salary and benefit costs are estimates and are subject to a
final year end adjustment.
•
As a result of the implementation of the new OPP billing model municipal policing costs
are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015
phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are
subject to change and are based on an annual determination:
o If the municipality is subject to an increase between the final 2014 cost and the
2015 cost, the increase will be capped to a maximum of $40 increase per
property. The capped increase of $40 plus the growth factor per property cost
will be applicable for each subsequent year until the full cost is realized.
o The growth factor is a set per property cost for all municipalities dependent upon
general increases in salary, benefits, support costs and other direct operating
expenditures.
o If the municipality is subject to a decrease between the final 2014 cost and the
2015 cost it will be limited to the per property reduction limit applicable to the
year.
o The per property reduction limit is an annual per property amount determined for
all municipalities. The per property reduction limit is subject to change each year
based upon the determination of the funding required to offset the capped
increases for all municipalities.
Page 69 of 103
STAFF
Meeting Date:
02 Feb 2015
To:
All Members of Council
Prepared By:
Margaret Montgomery
Reviewed/Approved By:
Michael Rutter
Department Report No:
CLK-2015-02
Subject:
Accessible Election Report
Corporate Strategic Plan:
Customer Service
REPORT
Council Recommendation:
BE IT RESOLVED that Council receive Staff Report CLK 2015-02, being the Accessibility Compliance Report
for the 2014 election, in compliance with Section 12.1 of the Municipal Elections Act, and that a copy of this report
be provided to the Accessibility Advisory Committee for their information.
1. Purpose/Nature of the Proposal:
To provide information, as required by Section 12.1 of the Municipal Elections Act, regarding the identification,
removal and prevention of barriers that affect electors and candidates with disabilities.
2. Background/Rationale:
The Clerk who is responsible for conducting an election, shall have regard to the needs of electors and candidates
with disabilities. Within 90 days after voting day in a regular election, the Clerk shall submit a report to Council
about the identification, removal and prevention of barriers that affect electors and candidates with disabilities.
In establishing the locations for voting places, the Clerk shall ensure that each voting place is accessible to electors
with disabilities.
Early in the election year, a decision was approved by Council to conduct the election using the vote-by-mail
system. This allowed for electors to 'vote anywhere anytime'. It also eliminated most of the barriers that affect
persons with disabilities.
3. Relevant Options/Consultations:
On two occasions, I met with the Accessibility Advisory Committee and worked in cooperation with them, ensuring
that they had input and were kept informed and had no issues.
Page 70 of 103
The facilities used for the election included the Municipal Office, the Council Chambers in the Cultural Centre and
the Forrest Dennis Senior Citizens building. All buildings were inspected prior to the election to confirm barrier free
access. Items inspected included parking, location in respect to entrance/distance to walk, adequate lighting, road
surface, curbs, entrances, door handles, width of hallways, slippery surfaces, fire exits, signage, washrooms,
telephone availability, size of rooms, number of exits and tables and chairs.
4. Risk/Safety Considerations
Every effort was made to eliminate or reduce barriers for persons with disabilities. Attached is a list of any barriers
identified and the initiatives undertaken to remove or prevent them.
All staff have received Accessible Customer Service training.
5. Legal Implications/Legislative Requirements:
The Municipal Elections Act requires all municipal elections to be accessible to persons with disabilities. Section
12.1 of the Act requires that a report be presented to Council identifying any barriers and the actions taken to
eliminate or remove them. No issues were reported or concerns raised on Election Day or since that time with
respect to accessibility and the election.
6. Policy/Staff Implications:
The Municipality has an Accessibility policy that provides guidelines. The Accessibility Advisory Committee was
attended monthly to report on the election and answer any questions.
7. Major Benefits:
With the Vote-by-Mail system of voting, all electors had the opportunity to vote from the comfort of their home and
to mail back their ballot. Anyone choosing to attend the office to drop off their ballot was attending a barrier free
building. I believe every reasonable effort was made to accommodate electors with accessibility issues for the 2014
election.
8. Financial Analysis:
The Election expenses were budgeting for in the 2014 municipal budget.
9. Means of Communicating Decision:
The Accessible Election Report is communicated to Council on their agenda. The Clerk will attend the
Accessibility Advisory Committee meeting in February to present this report and to answer any questions.
Page 71 of 103
Municipality of Trent Hills
Attachment to Staff Report
Report to Council from Municipal Clerk Regarding Accessibility Initiatives
Undertaken for the 2014 Election
Identification of Barriers
1.
2.
3.
Actions
Reviewed and took input on our election accessibility initiatives with/from the
Accessibility Advisory Committee
Gathered comments and recommendations from the municipality’s Accessibility
Committee on methods to meet accessibility needs
Created an accessibility checklist with input from the Municipality’s Accessibility
Plan, for election personnel to use when conducting site visits of each voting location
Removal and Prevention of Barriers
1.
2.
3.
4.
5.
Actions
Posted all information to the municipality’s website
Provided links to: a Candidates Guide to Accessible Elections, produced jointly by
the Association of Municipal Managers, Clerk’s and Treasurer’s of Ontario and the
Province; the provincial accessibility website; the municipality’s website; and any
other related material
Provided candidates and staff with information relating to accessible customer
service
Provided candidates with supplementary information to ensure a positive campaign
for both candidates and electors
Provided info to Candidates re: Campaign Expenses and particular rules affecting
disabled candidates
Voting Locations
1.
2.
3.
4.
5.
6.
Actions
Conducted site visits of all potential voting locations to ensure full accessibility as
against our standards.
Provided one central voting location on voting day
Provided appropriate signage at voting locations
Permitted service animals and support persons in all voting locations
Ensured designated or reserved parking for persons with disabilities at each voting
location
Selected vote by mail method to allow electors the ability to vote any time, any
where and from the comfort of their own home
Page 72 of 103
Voting Methods
1.
2.
3.
Actions
Provided fully accessible location at one location (Municipal Office) on voting day
Provided voting opportunities on the premises of a) an institution in which 20 or more
beds are occupied by persons who are disabled, chronically ill or infirmed; b) a
retirement home in which 50 or more beds are occupied
Reviewed and provided assistance to additional facilities who requested assistance
Staff Training
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Actions
Staff training incorporated provisions to meet accessible customer service standards
Provided reference materials
Monitored electors concerns and ensured that their needs were met, i.e if an
individual with a walker was in a long line, staff observed, and if felt that the elector
was having difficulties, offered a chair and ensured that their place was saved in the
voting line-up
Magnifiers were available, if required, throughout the day
Directed election staff to observe electors during discussions with them, and if it
appeared that the voter was having difficulty understanding, ensured that the voter
was able to clearly see the speaker
Encouraged election workers to approach an elector if it appeared that the elector
required assistance to get around in the voting location. Offered assistance to help,
did not assume an individual needed help.
All staff have received Accessible Customer Service training. Election staff were
trained to identify a service animal and followed the Municipality’s Accessible
Customer Service Policy
Maintained a friendly and approachable demeanour, regardless of how tired, upset
or hassled a worker may have felt
Checked the access doors frequently to offer assistance and watch for electors
unable to easily enter the building
Evaluated effectiveness of training post-election
Voting Method
1.
Actions
Vote by mail, which allowed all electors the comfort of voting anywhere, anytime in
the comfort of their own home
All information for the Election was offered in alternate format, upon request.
No requests were received. The Vote-by-Mail system removes most accessible barriers.
Page 73 of 103
STAFF REPORTS
Meeting Date:
03 Feb 2015
To:
All Members of Council
Prepared By:
Margaret Montgomery
Reviewed/Approved By:
Michael Rutter
Department Report No:
CLK 2015-03
Subject:
Appointment of Town Crier
Corporate Strategic Plan:
Customer Service
Council Recommendation:
BE IT RESOLVED that Council support and re-appoint Tom Kerr as Town Crier for the Municipality of Trent
Hills and that the allocation of $1,000.00, to cover the costs associated with this important community function
and responsibility, be authorized to be paid according to the terms of the appointment.
1. Purpose/Nature of the Proposal:
To appoint a Town Crier for the year 2015.
2. Background/Rationale:
In 2001, the Municipality of Trent Hills appointed Tom Kerr as Town Crier to proclaim notable community and
municipal events and celebrations. Since that date, Council has confirmed this service as needed and he has
been re-appointed annually to this position.
3. Relevant Options/Consultations:
Mr. Kerr has approached the Municipality and confirmed that he wishes to continue to provide Town Crier
services to the community for 2015 and has agreed to continue at the same rates, terms and conditions as
previous years.
4. Risk/Safety Considerations:
N/A
5. Legal Implications/Legislative Requirements:
N/A
Page 74 of 103
6. Policy/Staff Implications:
There are no policy or staff implications. This service may be included in the Service Delivery Review to be
held in 2015.
7. Major Benefits:
The roster of events requesting the Town Crier's attendance include, but not limited to the following:
New Year's Levee(s), Canada Day, Campbellford Agricultural Fair and Parade, Warkworth Agricultural Fair
and Parade, Santa Claus parades in the urban areas, and other formal events, proclamations, conferences,
ceremonies as they may arise with a minimum of two weeks notice.
8. Financial Analysis:
The fee for this service is $1,000.00, which is paid in two installments, June 30 and December 31 and is to be
reviewed annually. The fee, if approved, will be included in the 2015 budget for consideration. There will be
no other financial impact resulting from this appointment.
9. Means of Communicating Decision:
The Town Crier will be notified of the decision of Council.
Page 75 of 103
Campbellford BIA Waterfront Festival
PO Box 1621, Campbellford, ON, KOL 1L0
Tel: 705-653-4335 / 800-246-1142 Fax: 705-653-1655
infoAcampbellfordbia.ca
www.CampbellfordBIA.ca
Friday, January 23, 2015
Municipality of Trent Hills
66 Front St
Campbellford, ON, KOL 110
RE: Campbellford BIA 20th Annual Waterfront Festival
Saturday August 1st 2015
Dear Sir or Madam:
Once again the Campbellford BIA has begun planning for the Annual Waterfront Festival, which
will take place at the Old Mill Park in Campbellford.
On behalf of the Waterfront Festival Committee we would like to extend our thanks to you and
your dedicated staff for their wonderful support of this community event. It has been through
your assistance that we have been able to make this event possible for the past several years, and
we thank you.
The Campbellford BIA Waterfront Festival committee requests that the council designates the
Campbellford BIA Waterfront Festival as a "Community Festival" in order to be given a liquor
permit for the event. A copy of the designation letter will be given to the LCBO for purposes of
proof regarding the event and designation. The Campbellford Lions Club will be looking after
this part of the social event in partnership with Campbellford BIA Waterfront Festival
Committee.
As with any event there will be something missed or forgotten, so if you can think of anything
that needs to come to our attention to make the day more enjoyable, please do not hesitate to call
me.
Please confirm your participation in the above request in writing or email. If you require more
information please feel free to contact us by email infoOcamobellfordbia.ca or visit our website
at www.CampbellfordBIA.ca
t Wishes
Tom IT
Campbellford BIA Annual Waterfront Festival
Page 76 of 103
Regular Council Meeting Minutes
January 20, 2015
Page 1 of 9
MUNICIPALITY OF TRENT HILLS
MINUTES
REGULAR MEETING OF COUNCIL
TUESDAY, JANUARY 20, 2015
Council Chambers, Clock Tower Cultural Centre
Present:
Mayor Hector Macmillan
Deputy Mayor Robert Crate
Councillor Rosemary Kelleher-MacLennan
Councillor Catherine Redden
Councillor Ken Tully
Councillor Rick English
Staff:
Mike Rutter, CAO
Margaret Montgomery, Clerk
Shelley Stedall, Treasurer
Shari Lang, Deputy Clerk
Scott White, Gen. Mgr. Infrastructure & Public Works Admin.
Tim Blake, Fire Chief
Scott Rose, Community Services Officer
John Campbell, Independent
Press:
1. CALL TO ORDER
a)
The meeting was called to order at 9:05 a.m.
2. ITEMS TO BE ADDED TO THE AGENDA
MOVED BY Councillor Bill Thompson
SECONDED BY Deputy Mayor Robert Crate
THC 202015
BE IT RESOLVED that the following items be added to the agenda:
a) School Accommodations - Update
b) Municipal Property Tax - Deferred Program
c) Hockeyville
"CARRIED"
3.
APPROVAL OF THE AGENDA
MOVED BY Councillor Catherine Redden
SECONDED BY Councillor Rick English
THC 212015
Page 77 of 103
Regular Council Meeting Minutes
January 20, 2015
Page 2 of 9
BE IT RESOLVED that Council approve the agenda for this regular
Council meeting of January 20, 2015 as amended.
"CARRIED"
4.
DECLARATIONS OF DIRECT (OR INDIRECT) PECUNIARY
INTEREST
a)
None.
5.
PRESENTATIONS/DELEGATIONS
a)
None.
6.
PUBLIC MEETING
a)
None.
7.
STAFF REPORTS
Recreation
a)
SR-0168
REC-2015-007
Campbellford-Seymour Arena Roof
MOVED BY Councillor Rosemary Kelleher-MacLennan
SECONDED BY Deputy Mayor Robert Crate.
THC 222015
BE IT RESOLVED that Council approve staff to prepare a
tender to obtain quotes on the cost to complete all three
roofing repair options for the Campbellford-Seymour arena
and bring a report back to Council for discussion during the
2015 Capital budget process.
"CARRIED"
b)
SR-0325
REC-2015-004
Northumberland Stewardship Tree
MOVED BY Councillor Rick English
SECONDED BY Councillor Ken Tully
THC 232015
BE IT RESOLVED that Council receive REC-2015-004 report
for information.
"CARRIED"
c)
SR-0321
Page 78 of 103
Regular Council Meeting Minutes
January 20, 2015
Page 3 of 9
REC-2015-001
2015 Flower Tender
MOVED BY Councillor Bill Thompson
SECONDED BY Councillor Ken Tully
THC 242015
BE IT RESOLVED that Council approve Little Village Garden
Center to supply the 2015 flower requirements at a cost of
$4,727.92 from the draft 2015 Parks operating budget.
"CARRIED"
d)
SR-0324
REC-2015-002
2015 Portable Toilet Quotes
MOVED BY Deputy Mayor Robert Crate
SECONDED BY Councillor Rosemary KelleherMacLennan
THC 252015
BE IT RESOLVED that Council approve Blue Loo of
Cannpbellford to supply portable washrooms at a cost of
$105/mth regular washroom and $130/mth accessible
washroom for a total of $11,085.30 to be funded through the
draft 2015 Parks Operating budget.
"CARRIED"
Fire
a)
SR-0328
THF-2015-01
Re: First Response Vehicle 690 Replacement
MOVED BY Councillor Bill Thompson
SECONDED BY Councillor Ken Tully
THC 262015
BE IT RESOLVED that the Trent Hills Fire Department
purchase a First Response Vehicle from Hamilton Township
for $20,000.00 and further, that the provisions in our
procurement policy be waived as we will not be undertaking a
tendering process, conditional on the Township of Hamilton
approval.
"CARRIED"
b)
SR-0330
THF-2015-03
Re: December Monthly Report
MOVED BY Councillor Bill Thompson
SECONDED BY Councillor Catherine Redden
THC 272015
That Council receives Staff Report THF-2015-03 being the
December 2014 Monthly Fire Report as information.
"CARRIED"
Page 79 of 103
Regular Council Meeting Minutes
January 20, 2015
Page 4 of 9
c)
SR-0335
THF-2015-04
Re: Trent Hills Fire Department Annual Report 2014
MOVED BY Councillor Rosemary Kelleher-MacLennan
SECONDED BY Councillor Ken Tully
THC 282015
That Council receives Trent Hills Fire Department Annual
Report 2014 THF-2015-04 as information.
"CARRIED"
Finance
a) SR-0337
FIN 2015-01
Municipal Performance Measures Report
MOVED BY Councillor Rosemary Kelleher-MacLennan
SECONDED BY Councillor Catherine Redden
THC 292015
BE IT RESOLVED that the Council of the Municipality of
Trent Hills receive the attached 2013 Municipal Performance
Measures Report.
"CARRIED"
b) SR-0338
FIN 2015-02
ROMA Insurance Underwriting - Special Assessment
MOVED BY Councillor Ken Tully
SECONDED BY Deputy Mayor Robert Crate
THC 302015
BE IT RESOLVED that the Council of the Municipality of
Trent Hills direct the Treasurer to pay ROMA Special
Underwriting Group 1 a Supplemental Assessment in the
amount of $27,295 in 2015, from the Insurance Reserve
account.
"CARRIED"
c)
SR-0339
FIN 2015-03
Bank Signing Authority
MOVED BY Deputy Mayor Robert Crate
SECONDED BY Councillor Rick English
THC 312015
BE IT RESOLVED that Council approve the Resolution
regarding Banking in the required format received from the
Royal Bank of Canada.
"CARRIED"
Page 80 of 103
Regular Council Meeting Minutes
January 20, 2015
Page 5 of 9
Administration
a)
SR-0310
CLK 2015-01
Advertising for 2015
MOVED BY Councillor Catherine Redden
SECONDED BY Councillor Rick English
THC 322015
BE IT RESOLVED that Council receive Staff Report CLK
2015-01 as information,
AND that Council approve the quote from Metroland Media
and award the contract for advertising weekly in the Trent
Hills Communicator section of the Independent newspaper,
as outlined in the terms of their 2015 quote.
"CARRIED"
8.
COMMUNICATIONS
a)
None.
9.
ADOPTION OF MINUTES
Regular Council Meetings
a)
Regular Meeting of Council - January 6, 2015
MOVED BY Councillor Rosemary Kelleher-MacLennan
SECONDED BY Councillor Bill Thompson
THC 332015
BE IT RESOLVED that Council adopt the minutes of the
Regular Council meeting held on January 6, 2015 as
presented.
"CARRIED"
Minutes to Adopt
a)
Heritage Advisory Committee Minutes - December 18, 2015
b)
Roads & Bridges Meeting Notes - January 8, 2015
c)
Finance, Audit & Debt Committee - January 15, 2015
MOVED BY Deputy Mayor Robert Crate
SECONDED BY Councillor Ken Tully
BE IT RESOLVED that Council receive the Heritage Advisory
Committee minutes of December 18, 2014, the Roads and
Bridges Standing Committee meeting notes of January 8,
THC 342015
Page 81 of 103
Regular Council Meeting Minutes
January 20,2015
Page 6 of 9
2015 and the Finance, Audit and Debt Standing Committee
notes of January 15, 2015, and that all recommendations and
comments contained therein be adopted as resolutions of
Council.
"CARRIED"
Minutes to Receive
a)
Trent Hills Library Board - December 10, 2014
b)
Committee of Adjustment Minutes - January 6, 2015
MOVED BY Councillor Bill Thompson
SECONDED BY Councillor Rosemary KelleherMacLennan
THC 352015
BE IT RESOLVED that Council receive the Trent Hills
Library Board meeting minutes of December 10, 2014 and
the Committee of Adjustment minutes of January 6, 2015 as
information.
"CARRIED"
10. BY-LAWS
a)
By-law 2015-05 - Amend By-law 2014-1 00 - Consolidated
Fees By-law
MOVED BY Councillor Ken Tully
SECONDED BY Councillor Bill Thompson
THC 362015
BE IT RESOLVED that By-law 2015-05 being a by-law to
amend By-law 2014-100 being the Consolidated Fees Bylaw, within the Municipality of Trent Hills be introduced and
deemed to be read a first, second and third time, passed and
properly signed and sealed this 20th day of January, 2015.
"CARRIED"
b)
By-law - 2015-06 - Temporary Borrowing
MOVED BY Deputy Mayor Robert Crate
SECONDED BY Councillor Rosemary KelleherMacLennan
BE IT RESOLVED that By-law 2015-06 being a by-law to
authorize temporary borrowing from time to time to meet
current expenditures during the fiscal year ending December
31, 2015, within the Municipality of Trent Hills, be introduced
and deemed to be read a first, second and third time, be
passed and be signed and sealed this 20th day of January,
2015.
"CARRIED"
THC 372015
Page 82 of 103
Regular Council Meeting Minutes
January 20, 2015
Page 7 of 9
11.
MAYOR'S COMMENTS
a)
12.
Mayor Macmillan noted a number of prominent citizens have
passed away recently, and their efforts and their community
contributions will be missed.
Staff should take advantage of LED lighting and energy
savings for use in municipal buildings.
The County of Northumberland 2015 budget is expected to be
approved this month.
ADDITIONS
a)
School Accommodates - Update
Councillor Redden provided updated information on how to
interact with the community, the School Board and
Associations in preparation for the February 25th meeting.
Gregory Ingram, Shirley Patterson and Doug Birch will attend
the February 3rd meeting of Council to share the purpose of
the public meetings and what the School Board hope to gain.
Two representatives of Council are invited to form part of the
focus groups.
MOVED BY Councillor Rick English
SECONDED BY Councillor Bill Thompson
THC 382015
BE IT RESOLVED that Councillor Catherine Redden and
Councillor Rosemary Kelleher-MacLennan be appointed to
represent the Municipality of Trent Hills at the February 25,
2015 meeting with the School Board and participate in the
focus groups.
"CARRIED"
Mayor Macmillan will continue to be involved and provide
backup support.
The February 25th meeting will be advertised in the
Communicator and on the Trent Hills website.
b)
Municipal Property Tax - Deferred Program
The Treasurer will bring forward a Staff Report at a future
meeting educating Council members on this program.
c)
Hockeyville
Councillor Rosemary Kelleher-MacLennan advised the
municipality has been accepted to qualify to apply for
$100,000 funding for the Campbellford Arena. The next level
required articles, stories and photos submitted within 19 days.
Community involvement is needed.
13. NOTICE OF MOTION
a)
None.
Page 83 of 103
Regular Council Meeting Minutes
January 20, 2015
Page 8 of 9
14.
PUBLIC QUESTION PERIOD (10 MINUTES)
15.
PRESS QUESTION PERIOD (10 MINUTES)
16.
CLOSED SESSION
a)
MOVED BY Councillor Bill Thompson
SECONDED BY Deputy Mayor Robert Crate
THC 392015
BE IT RESOLVED that Council move into closed session
pursuant to Sections 239 (b) and (e) of the Municipal Act at
10:40 a.m. to discuss:
* personal matters about an identifiable individual
* litigation or potential litigation
"CARRIED"
MOVED BY Councillor Bill Thompson
SECONDED BY Councillor Rosemary KelleherMacLennan
THC 402015
BE IT RESOLVED that Council rise from closed session at
11:55 a.m.
"CARRIED"
b)
Staff Report THF 2015-02 -Hiring Resignation of Fire
Personnel
MOVED BY Councillor Rosemary Kelleher-MacLennan
SECONDED BY Councillor Bill Thompson
THC 412015
BE IT RESOLVED that Council receive Staff Report THF
2015-02 as information;
AND FURTHER that Council approve and accept the
resignations of two firemen from Station #2;
AND FINALLY that Council approve the recommendation to
hire one fireman for Station #2.
"CARRIED"
c)
Committee Appointments
MOVED BY Deputy Mayor Robert Crate
SECONDED BY Councillor Rick Englsih
BE IT RESOLVED that Council approve the following
members to the Accessibility Advisory Committee and the
Recreation Standing Committee.
Accessibility Advisory - Ruth Glisinski
Warkworth Revitalization Committee - Scott Newman
THC 422015
Page 84 of 103
Regular Council Meeting Minutes
January 20, 2015
Page 9 of 9
"CARRIED"
17. CONFIRMATORY BY-LAW
a)
By-law 2015-07 - Confirmatory
MOVED BY Councillor Rick English
SECONDED BY Councillor Rosemary KelleherMacLennan
THC 432015
BE IT RESOLVED that By-law 2015-07 being a by-law to
confirm the proceedings of this regular meeting of Council
held on January 20, 2015, be introduced and deemed to be
read a first, second and third time, be passed and be signed
and sealed this 20th day of January, 2015.
"CARRIED"
18. ADJOURNMENT
MOVED BY Deputy Mayor Robert Crate
SECONDED BY Councillor Rick English
THC 442015
BE IT RESOLVED that this regular meeting of Council be adjourned
at 11:59 a.m.
"CARRIED"
Hector Macmillan (Mayor)
Margaret Montgomery (Clerk)
Page 85 of 103
Agriculture and Planning Advisory Committee Meeting Minutes
January 7, 2015
CORPORATION OF THE MUNICIPALITY OF TRENT HILLS
AGRICULTURE & PLANNING ADVISORY COMMITTEE NOTES
January 7, 2015 at 7:00 p.m.
Records Management Room
Municipal Office
Present:
Mayor Hector Macmillan
Councillor Rosemary Kelleher-MacLennan
Jim Peters, Director of Planning
Regrets:
Councillor Bill Thompson
1.
CALL TO ORDER:
a)
Election of Chair person for Committee.
The members present agreed that they would rotate the Chair
person of the Committee from meeting to meeting.
Councillor Rosemary Kelleher-MacLennan acted as the Chair
person for the January 7, 2015 meeting.
2.
3.
ITEMS TO BE ADDED TO THE AGENDA:
a)
Identifying planning applicants in an appropriate manner.
b)
Circulating information to Council earlier in the planning
process.
c)
Livestock Valuation Annual Report
APPROVAL OF THE AGENDA:
a)
4.
DECLARATIONS OF DIRECT (OR INDIRECT) PECUNIARY
INTEREST:
a)
5.
None were declared.
PRESENTATIONS/DELEGATIONS:
a)
6.
The agenda was approved by the two members present,
including the additions.
None.
REPORTS:
a)
Official Plan Amendment Application No. 6 - Nappan Island
The Committee reviewed a report setting out an application for
a 315 acre portion of Nappan Island to be designated for
Page 86 of 103
Agriculture and Planning Advisory Committee Meeting Minutes
January 7, 2015
Shoreline Residential/Resource/Recreational residential
development to allow for the creation of 68 lots.
It was noted that the application has been submitted with the
following supported studies:
1.
2.
3.
4.
Hydro-geological Report;
Stage 1 Archeological Assessment;
Environmental Impact Study; and
Traffic Impact Study.
Discussions with the Committee identified traffic and the
condition of the road as issues the public will have, especially
with the one lane bridge serving the island.
There was also discussion of the impact that the creation of
the lots could have on the rural population allocation. It was
noted that the development, if approved, could be subject to
phasing based on the availability of population allocation.
b)

The Director of Planning indicated that he would prepare a
report identifying the developments that had been
assigned growth allocation and also rural lots that had
been reduced through consolidation.

The Director of Planning also indicated that there may be a
need to strengthen linkages between the Natural Heritage
Areas which are not going to be developed.
Official Plan Review

c)
The Committee reviewed the report. The report was
provided as information. The report is to be brought
forward to Council. A statutory public meeting is to be
scheduled as soon as possible.
Proposed Severance Application for 453 Crowe River Road
The Committee considered the application and the draft
report. The main issue with the application is the number of
previous severances already granted for the subject property.
It appears that five lots have been created since 1982.
Official Plan policies limit the total number of lots to be
created by consent to a total of two.

d)
The comments from the Committee were to review the
application with the applicant. It was suggested that the
application should create one infill lot and that the other
should be added to the proposed larger lot. The
Committee indicated that the application should be
considered by Council, however if approved, this would be
the last application considered for the subject lands.
Transition in Planning Consultation Services

The report was reviewed by the Committee. They had no
objections to the change, but suggested it be approved for
one year, and then reviewed.
Page 87 of 103
Agriculture and Planning Advisory Committee Meeting Minutes
January 7, 2015
7.
COMMUNICATIONS:
a)
8.
GENERAL BUSINESS:
a)
9.
None.
The Committee reviewed a summary report of livestock
evaluations from 2014. A total of seven claims were made for
livestock killed by coyotes or dogs. In one case, the death
was not determined. Six of the claims were approved.

The Committee also discussed how to ensure that they
were aware of planning applicants in order to be aware of
possible declarations of direct or indirect pecuniary
interest. Staff are recommending that all owners, agents,
and in the case of lot additions, benefitting property
owners sign the application. As signatories, they will be
aware that this information could be used as part of the
public process.

There was also discussion of how to make Council more
aware of the applications that were in process. It was
recommended that Council be circulated with the Notice of
Public Meeting at the same time the public is notified.
ADJOURNMENT:
a)
The meeting adjourned at 8:10 p.m.
Page 88 of 103
Culture, Heritage and Economic Development Meeting Minutes
January 19, 2015
CORPORATION OF THE MUNICIPALITY OF TRENT
HILLS
CULTURE, HERITAGE & ECONOMIC
DEVELOPMENT MEETING NOTES
Monday, January 19, 2015 at 9:00 a.m.
Boardroom
Present:
Councillor Catherine Redden
Councillor Ken Tully
Councillor Rosemary Kelleher
McLennan (Arrived 9:25 am)
Jim Peters, Director of
Planning
Lynn Phillips, Community
Development Officer
Marg Montgomery, Clerk
Shari Lang, Deputy Clerk
Absent:
Mike Rutter, CAO
Mayor Hector Macmillan
1.
CALL TO ORDER:
The meeting was called to order at 9:05 am.
Councillor Ken Tully was appointed Chair by consensus.
2.
ITEMS TO BE ADDED TO THE AGENDA:
a)
3.
Farmers Markets
APPROVAL OF THE AGENDA:
The agenda was approved by consensus as amended.
4.
GENERAL BUSINESS (Review & Comment):
a)
Downtown Community Improvement Plan
Lynn explained the components and eligibility requirements of
the Downtown Community Improvement Plan. This program
provides $50,000 - $75,000 annual funding to projects
identified in the three downtown areas. It is an incentive
program to encourage owners to invest in their own property.
•
Review of program with Committee, including limits of
funding, style/colour guidelines, number of applications
per property, accessibility component, involvement with
Page 89 of 103
Culture, Heritage and Economic Development Meeting Minutes
January 19, 2015
other downtown associations
•
Staff will send out information to the Committee on the
history of the program, providing in excess of $1 million
over 10 years, with the municipality funding averaging 1/3,
making the overall program investment significant and
very effective
b)
Revitalization Committees, Business Associations, and the
Heritage Committee
Heritage
Jim Peters explained a number of programs under Heritage
including:
- Heritage Awareness Plague - 60 to 70 buildings recognized
- Doors Open - in conjunction with Northumberland County to
have historic buildings open to the public
-Heritage Designation - applications for statement of culture
heritage, to be approved by Council
- Register of Heritage Properties - over 300 properties listed
- Heritage Week - held annually in February
- Heritage Workshop - offered annually
Revitalization
Lynn explained there are three Revitalization groups
Hastings - mandate to oversee projects of marina
development, downtown improvements, Front and Bridge
Street projects, Market signage. The focus of this group is
expected to continue.
Warkworth - mandate was beautification projects, improving
three bridges, lighting, landscaping and painting. Most
projects were funded without municipal assistance. The next
project needs to be identified.
Campbellford - is a new Committee, and will need a mandate
to focus on.
•
Does education and youth need to be considered to be
added due to the impact on schools and recreation?
Business Association - 2 associations
Campbellford BIA - is a Committee of Council. An information
night with the Ministry of Municipal Affairs is scheduled for
February 19th.
Warkworth Business Association - is not a committee of
Council, but the municipality works with them.
c)
Economic Development Strategic Plan
Developed a 2010-2013 plan which has expired. Business
Retention and Expansion project is near completion.
•
d)
Staff to contact OMAFRA for assistance with developing
an Economic Development Strategic Plan
Page 90 of 103
Culture, Heritage and Economic Development Meeting Minutes
January 19, 2015
Municipal Cultural Plan
Completed in 2011. A copy of the executive summary and
action items were distributed. It is linked to the overall
Strategic Plan.
e)
Economic Development Reporting Template
A draft monthly report template was provided and
recommended to be more effective if progress was reported
on a quarterly basis.
•
Recommended quarterly reports in format provided
f)
Farmers Markets
The location of farmers markets was questioned due to
expansion, parking, congestion.
•
g)
Staff will obtain feedback from the Farmers Market groups,
as part of the Revitalization meetings
Target Area
The expansion of the Trenton Air Base was noted and
whether Trent Hills could be a target area for real estate. Our
area is targeted through tourism by the Chamber of
Commerce and County of Northumberland.
h)
Committee Orientation
General orientation training for all committees is being
scheduled through the Clerk's department. Training for
specific committee functions will be done through education
on the meeting agendas.
i)
Recognizing New Businesses
Lynn explained the process for recognizing businesses at
openings or grand re-openings. She works with the business
owner and other organizations. She will work with the Building
Department to recognize large improvements to existing
businesses.
•
5.
Information on Business Openings is to be added to the
Trent Hills website
ADJOURNMENT:
a)
Meeting Schedule
The next meetings were scheduled for
Monday, March 16 @ 9:00 am
Monday, May 19 @ 9:00 am
Page 91 of 103
Culture, Heritage and Economic Development Meeting Minutes
January 19, 2015
MOVED BY Councillor Catherine Redden
SECONDED BY Councillor Rosemary KelleherMacLennon
BE IT RESOLVED that this meeting be adjourned (10:40
am).
"CARRIED"
CHED12015
Page 92 of 103
Hastings Hydro Advisory Committee Meeting Minutes
January 21, 2015
Page 1 of 3
CORPORATION OF THE MUNICIPALITY OF TRENT HILLS
HASTINGS HYDRO RESERVE COMMITTEE MINUTES
Wednesday, January 21, 2015 at 4:00 p.m.
Hastings Civic Centre
Present:
Stephen Roddy
Robert Crate
Margaret Montgomery
Absent:
James Summers
George Gordon
Staff:
Shari Lang
1.
CALL TO ORDER -4:10 P.M.
a)
Appoint chairperson
Stephen Roddy was nominated as Chair. There was no
further nominations and Stephen accepted the position.
2.
ITEMS TO BE ADDED TO THE AGENDA
a)
None.
3.
APPROVAL OF THE AGENDA:
MOVED BY Deputy Mayor Robert Crate
SECONDED BY Margaret Montgomery
HHR 12015
BE IT RESOLVED the Committee approve the agenda for the
Hastings Hydro Reserve meeting of January 21, 2015 as presented.
"CARRIED"
4.
DECLARATIONS OF DIRECT (OR INDIRECT) PECUNIARY
INTEREST:
a)
None.
5.
PRESENTATIONS/DELEGATIONS:
a)
None.
6.
REPORTS:
7.
COMMUNICATIONS:
Page 93 of 103
Hastings Hydro Advisory Committee Meeting Minutes
January 21, 2015
Page 2 of 3
8.
ADOPTION OF MINUTES:
a)
Hastings Hydro Reserve Committee - December 10, 2014
Meeting Notes
MOVED BY Margaret Montgomery
SECONDED BY Deputy Mayor Robert Crate
HHR 22015
BE IT RESOLVED that the Committee adopt the minutes of
the Hastings Hydro Committee meeting notes of December
10, 2014, as presented.
"CARRIED"
9.
GENERAL BUSINESS:
a)
Subsidy of Medical Expenses
All three partners have confirmed their contributions over the
next 5 year period towards medical expenses of the local
doctor. The Hastings Lions Club are meeting in January.
Marg will follow up to see if they intend to contribute.
MOVED BY Deputy Mayor Robert Crate
SECONDED BY Margaret Montgomery
HHR 32015
BE IT RESOLVED that the Hydro Reserve Fund Committee
recommend that Council approve an agreement for a
donation of a total of $27,500 for a five year period towards
medical expenses to retain the local doctors office in
Hastings;
AND FURTHER that the amount be paid from the Hydro
Reserve Fund, with community partners contributing 2/5 of
the cost back to the Hydro Reserve Fund ($11,000) and the
Hydro Fund's portion being $16,500.
"CARRIED"
b)
Application for Subsidy for Ramp
The Building Official has advised that the work proposed for
the Church ramp needs to be modified to meet the Building
Code requirements.
MOVED BY Margaret Montgomery
SECONDED BY Deputy Mayor Robert Crate
HHR 42015
BE IT RESOLVED that St. George's Anglican Church request
be deferred until the building department's approval is
received.
"CARRIED"
Staff will advise the representatives of St. George's Anglican
Church.
Page 94 of 103
Hastings Hydro Advisory Committee Meeting Minutes
January 21, 2015
Page 3 of 3
c)
Flourish Campaign
MOVED BY Margaret Montgomery
SECONDED BY Deputy Mayor Robert Crate
HHR 52015
BE IT RESOLVED that the Committee recommend to Council
that $25,000 be committed to the Flourish Campaign toward
the Field House Recreation Project;
AND FURTHER that this donation be funded by payment of
$5,000 annually over the next 5 year period from the
'Hastings Hydro Reserve Fund'.
"CARRIED"
d)
Next Meeting
The next meeting is to be scheduled during the last week of
February at 4:00 p.m. in the municipal office boardroom.
The Treasurer is to be invited to discuss finance options.
10. ADJOURNMENT:
MOVED BY Deputy Mayor Robert Crate
SECONDED BY Margaret Montgomery
HHR 62015
BE IT RESOLVED that this Hastings Hydro Reserve meeting be
adjourned at 4:33 p.m.
"CARRIED"
Page 95 of 103
Recreation Meeting Minutes
January 26, 2015
Page 1 of 5
CORPORATION OF THE MUNICIPALITY OF TRENT HILLS
RECREATION - MEETING NOTES
MONDAY JANUARY 26, 2015 at 9:00 a.m.
Boardroom
Present:
Mayor Hector MacMillan
Deputy Mayor Bob Crate
Councillor Rick English
Mike Rutter, Chief Administrative Officer
Scott Rose, Community Services Officer
Marg Montgomery, Clerk
Shari Lang, Deputy Clerk
Peter Burnett, Recreation Manager
Councillor Rosemary Kelleher-MacLennan
Absent:
1.
CALL TO ORDER: 9:05 A.M.
a)
Appointing a chair
Bob Crate was nominated as Chair. There were no further
nominations and Bob accepted the position.
2.
ITEMS TO BE ADDED TO THE AGENDA:
MOVED BY Mayor Hector MacMillan
SECONDED BY Councillor Rick English
REC12015
BE IT RESOLVED that the following items be added to the
agenda:
a) Rental of Warkworth Arena
b) Candy Machines in Arenas
“CARRIED”
3.
APPROVAL OF THE AGENDA:
MOVED BY Mayor Hector MacMillan
SECONDED BY Councillor Rick English
REC22015
BE IT RESOLVED that the Recreation Standing Committee
approve the Agenda as amended.
“CARRIED”
4.
DECLARATIONS OF DIRECT (OR INDIRECT) PECUNIARY
INTEREST:
a)
None
Page 96 of 103
Recreation Meeting Minutes
January 26, 2015
Page 2 of 5
5.
PRESENTATIONS/DELEGATIONS:
a)
6.
None
REPORTS:
a)
Capital Budget Items
Scott Rose presented the recreation department capital
budget forecast for the next 10 years, together with estimated
costs. Each item was ranked in priority, to select items for the
current year based on budget limits. All items were itemized
by facility. It is a challenge for staff to meet public requests
within limited budgets.




b)
A 2-day brainstorming session was suggested to discuss
recreation redevelopment, current overview, flourish
campaign, plans to go forward, (Sunday preferred)
Prioritize 1-3-5 year maintenance items for Campbellford
arena.
Seal cracks and holes in roof as part of a maintenance
program until roof is replaced at Campbellford arena.
Bob Crate requested 25 Field House brochures for
placement in Hastings businesses.
Field House Marketing
Staff provided a summary of the action taken to date to
market the Hastings Field House. Brochures have been
mailed out to 600 local and area user groups. Positive
feedback has been received on the signage.


c)
Campbellford Arena - roof options

d)
Staff were directed to advertise 1 full page in the
Communicator near the time of the opening.
Appointing a stakeholders committee, representing all
areas of Trent Hills, is recommended to obtain comments
and feedback during the first year of operation.
Scott Rose will look at options and tenders for pricing on
roof replacement.
Warkworth Arena - accessible viewing area
A better viewing area for persons with physical challenges
has been requested at the Warkworth Arena. A sample
design for a raised elevated platform was provided.



Engineered plans are required.
A meeting will be held with Friends of the Arena to obtain
feedback on design. A staff report is required for this
Committee and Council.
A copy of the design will be forwarded to the Accessible
Advisory Committee for input and a potential source of
funding.
Page 97 of 103
Recreation Meeting Minutes
January 26, 2015
Page 3 of 5
e)
Hastings Arena - discussion on facility repurposing steps
Future use of the Hastings Arena cannot be determined until
the covenant on title is discussed with the family of the
original donors.

f)
Staff will get legal advice on how to proceed to contact the
heirs of the family and ask for their intentions on the
property rights.
Marina Update
The dock damaged last year is being repaired and will be
installed once Trent Severn Waterway allows working in the
water in the spring. All current seasonal docks are booked
and there is a waiting list. There is room for one more dock in
the future. Rearrangement has made better use of the
existing docks.

7.
Staff will looks into the options and requirements of
providing a receiving station on land for public use to
pump out trailers.
GENERAL BUSINESS (Review & Comment):
a)
Garbage & Recycling
County staff are encouraging staff to use the Brighton landfill
site rather than the Seymour transfer station for waste
disposal.

b)
A staff meeting with Mike Rutter, Neil Allanson, and Scott
Rose with County Staff will be held to discuss options.
Cemeteries
Recreation Staff locate lots, meet contractors, grass cutting,
tree trimming and work with the Friends of the Cemeteries. A
copy of the by-law and beautification brochures were
distributed for information. There are 36 cemeteries in Trent
Hills, with 11 under the Municipal license, with 3 fully
maintained, 4 doing grass cutting and 4 maintained by others.
The municipality is obligated to take over any abandoned
cemetery. An allowance of $2,000.00 is included in the
budget annually in a reserve. Some cemeteries are located
on privately owned property, increasing the municipality's risk
and liability.

Staff will prepare a report on maintenance standards for
cemeteries.
Page 98 of 103
Recreation Meeting Minutes
January 26, 2015
Page 4 of 5
c)
Leaf pick up
Leaf Pickup is advertised spring and fall and is very labour
intensive. A task advertised for 2-3 days can extend into 2-3
months.


d)
Contact the County staff to determine if leaf and yard
waste is part of the County Master Plan.
Leaf Pickup to be considered in the Service Delivery
Review.
Rates & fees
Rates and fees were provided for information. Scott Rose has
area rates for comparison if required.
e)
Special Events, picnic tables, toilets, garbage cans etc.
Special Events are growing each year, with new events and
increased demands on staff time. Events provide positive
impacts on the community and there is a need to continue to
assist the community volunteers.



f)
Determine the level of service provided for special events.
Consider purchasing additional picnic tables.
Consider event insurance.
Facility staffing, Civic Center, Field House, Clock Tower etc
Staffing is managed between facilities by trying to find the
most cost effective method. Consideration of the collective
agreement results in challenges.
g)
Marketing of the Warkworth Arena
Rick English questioned a lack of use of prime time Saturday
bookings at the Warkowrth Arena. With 45 arenas in the area,
demand for use of arenas is decreasing. Unless locally used,
the municipality would be subsidizing outside user groups.
h)
Candy Machines
Candy Machines in recreation buildings were felt they should
have healthy snacks. Space requirements may limit replacing
machines. The vast majority of snacks are sold in canteens
by service club community groups.
The Field House will have a healthy snack machine.

i)
Staff will report on the feasibility of providing healthy snack
machines in recreation facilities.
Schedule of next meeting
Next meeting is March 23 at 9:00 A.M. (Rotate Locations)
Future meetings will be scheduled every other month on the
4th Monday.
Page 99 of 103
Recreation Meeting Minutes
January 26, 2015
Page 5 of 5
8.
ADJOURNMENT:
MOVED BY Mayor Hector MacMillan
SECONDED BY Councillor Rick English
REC32015
BE IT RESOLVED that the Recreation Standing Committee
adjourn at 11:07 AM
“CARRIED”
Page 100 of 103
DRAFT
TRENT HILLS LIBRARY BOARD MEETING
January 14/2015
PRESENT:
BOARD: Katherine Curie
STAFF: Marg Newman
Krista Grills
Shirley Coughlan
Bill Thompson
Brianne Parr
Keith Donnelly
Mary Jo Mahoney
Regrets:
Called to order by CEO Mary Jo Mahoney at 7:00pm at the Campbellford branch and
welcomed everyone. She gave a brief overview of the board.
1. Election of Board Chair:
Board Chair.
conducted by CEO Mary-Jo Mahoney. Nominations were opened for
01/15 Moved by Bill Thompson and seconded by Katherine Curie that Krista Grills be nominated
for Board Chair.
Any other Nominations: Yes
02/15 Moved by Keith Donnelly and seconded by Paul Hazel! that Katherine Curie be nominated
for Board Chair:
Any other nominations: No
Nominations are closed
Krista Grills do you accept the nomination: Yes
Katherine Curie do you accept the nomination: No
Krista Grills accepted
All in favour: Yes
Motion Carried
Election of Vice Chair: conducted by Chair Krista Grills. Nominations were open for Vice Chair
03/15 Moved by Chair Krista Grills and seconded by Katherine Curie that Keith Donnelly be
Vice Chair.
Page 101 of 103
Any other nominations: No
Keith Donnelly accepted
Nominations closed
All in Favour: Yes
Motion Carried
2. Additions to the Agenda: a) Bill Thompson asked that a discussion be held in regards to having
a line for honorariums placed in the budget and that CEO Mary-Jo Mahoney talk to the town
treasurer about this.
3. Approval of the Agenda:
04/15 Moved by Bill Thompson and seconded by Paul HazeII that the agenda be accepted as amended.
CARRIED
3. Disclosure of Pecuniary Interest & the Nature Thereof: none
4. Presentation:
5. Health, Safety & Environmental Issues:
6. Approval of the December 10/2014 Library Board Minutes:
05/15 Moved by Bill Thompson and seconded by Keith Donnelly that the library board minutes of the
December 10/2014 meeting be accepted. CARRIED
7. Librarian's Report:
06/15 Moved by Bill Thompson and seconded by Katherine Curie that the Librarian's Report be
accepted. CARRIED
8. Treasurer's Report: CEO Mary-Jo Mahoney briefly explained that the financial statement they
were reviewing represented an early draft budget for 2015. The entire board would be meeting as a
financial committee to review the proposed budget before it is presented to council.
07/15 Moved by Bill Thompson and seconded by Keith Donnelly that the treasurer's report be received
and filed. CARRIED
9. Correspondence: - Thank you card from retired CEO Donna Wilson.
Page 102 of 103
10. New Business: CEO Mary-Jo Mahoney bought to the Board's attention the need for an
additional security key pad to install between the Ranney Street entrance doors. This would
guarantee the security of the building if staff were unable to return and additional revenue
from room rentals.
08/15 Moved by Bill Thompson and seconded by Keith Donnelly that the CEO call Trent Hills
Security and make arrangements for the installation.
11. Old Business:
12. Next Meeting: Wed. February 11/2015 at 7:00 pm the Campbellford Branch Library.
13. Adjourned: Moved by Bill Thompson that the meeting be adjourned at 7:55 pm.
CHAIR
SECRETARY
Page 103 of 103
THE CORPORATION OF THE MUNICIPALITY OF TRENT HILLS
BY-LAW 2015-10
Being a by-law to confirm the proceedings of the regular meeting of
Council held on February 3, 2015
WHEREAS the Municipal Act provides for the adoption of a comprehensive
general by-law dealing with all or any of such matters within its jurisdiction
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION
OF THE MUNICIPALITY OF TRENT HILLS HEREBY ENACTS AS
FOLLOWS:
1. That the action of Council at its regular meeting of Council held on
Tuesday, February 3, 2015 in respect of each motion, resolution,
and other action taken by Council at its meeting is, except where the
prior approval of the Ontario Municipal Board is required, is hereby
adopted, ratified and confirmed.
2. That the Mayor and proper officers of the Corporation are hereby
authorized and directed to do all things necessary, where required,
and the Mayor and Clerk are hereby directed to execute all
documents necessary in that behalf and the Clerk shall hereby be
authorized to affix the seal of the Corporation to all such documents.
By-law 2015-10 be introduced and deemed to be read a first, second and third
time, passed and properly signed and sealed this 3, day of February, 2015.
Hector Macmillan, Mayor
Margaret Montgomery, Clerk