Minutes Corporation of the Town of Kirkland Lake

Meeting of Council Council Chambers, Town Hall

January 26, 2016 4:40 p.m.

Attendance Chair: Tony Antoniazzi Councillors: Tom G. Barker Jean-Guy Chamaillard Pat Kiely Norm Mino Todd Morgan Jim Roman Staff: Chief Administrative Officer: Nancy Allick Clerk: Jo Ann Ducharme Director of Community Services: Bonnie Sackrider Director of Economic Development & Tourism: Wilf Hass Director of Physical Services: Mark Williams Treasurer: Jennifer Elder Deputy Treasurer: Brittany Ronald Fire Chief: John Fredericks Tax Collector/Deputy Clerk: Ryan Dagelman Environmental Coordinator: Jenna McNaughton Moment of Silence Mayor Antoniazzi requested a moment of silence. Approval of the Agenda Moved by: Councillor Tom Barker Seconded by: Councillor Todd Morgan That Council approves the Agenda for its Regular Meeting of January 26, 2016 as presented.

Carried. Declaration of Pecuniary Interest Mayor Antoniazzi requested those present to declare any pecuniary interest with matters appearing on the agenda. None declared. Petitions and Delegations There were no petitions or delegations appearing before the committee. Acceptance of Minutes and Recommendations Moved by: Councillor Todd Morgan Seconded by: Councillor Tom Barker That Council accepts the Minutes of the following meetings:

the Regular Meeting of Council held January 12, 2016

the Special Meeting of Council held January 19, 2016 Carried.

Regular Meeting of Council January 26, 2016 Page 2 of 3

Reports of Municipal Officers and Communications

i. Chief Administrative Officer a. Policy: Pay Policy, All Employees b. Policy: Volunteer Firefighter Policy, Ability to Work c. My311

ii. Clerk a. Request to Declare National Eating Disorder Awareness Week, February 1 – 7, 2016 b. West Nipissing Resolution: Re-Classification of Winter Highway Classes c. West Nipissing Resolution: Support for Expansion of Natural Gas Services

iii. Director of Physical Services a. Connecting Links Program Funding and Application

Motions Arising from Reports of Municipal Officers and Communications Moved by: Councillor Tom Barker Seconded by: Councillor Todd Morgan That Council approves the amended Pay Policy for All Employees, as presented by the Chief Administrative Officer.

Carried. Moved by: Councillor Todd Morgan Seconded by: Councillor Tom Barker That Council approves the amended Volunteer Firefighter, Ability to Work Policy, as presented by the Chief Administrative Officer.

Carried. Moved by: Councillor Tom Barker Seconded by: Councillor Todd Morgan That Council declare February 1 – 7, 2016 as Eating Disorder Awareness Week in and for the Town of Kirkland Lake.

Carried. Moved by: Councillor Todd Morgan Seconded by: Councillor Tom Barker That Council of the Town of Kirkland Lake supports the Council of the Municipality of West Nipissing in its petition to the Ministry of Transportation to expedite the re-classification of Northern Ontario Highways, as per the Winter Highway Maintenance Action Plan of June 2015; ensuring that each highway receives the appropriate level of maintenance required during the winter month.

Carried. Moved by: Councillor Tom Barker Seconded by: Councillor Todd Morgan That Council of the Town of Kirkland Lake supports the Council of the Municipality of West Nipissing in its petition to the Minister of Energy to expand the accessibility of natural gas services in Northern Ontario communities, in order to provide a similar financial saving opportunity to all residents and businesses.

Carried. Moved by: Councillor Todd Morgan Seconded by: Councillor Tom Barker That Council approves of the application to the Connecting Link Program for the reconstruction of Government Road from Allen Avenue to Sylvanite Avenue North; and agrees that:

The submitted Application meets the requirements of MTO’s Connecting Links Program as described in the Program Guide;

A comprehensive Asset Management Plan including connecting links has been completed and publically posted;

The municipality will comply with the conditions that apply to designated connecting links under the Highway Traffic Act to ensure the safe and efficient movement of provincial traffic; and

The Application is complete and factually accurate.

Carried.

Regular Meeting of Council January 26, 2016 Page 3 of 3

Introduction, Reading and Consideration of Bylaws Moved by: Councillor Tom Barker Seconded by: Councillor Todd Morgan That Bylaw 16-010 being a bylaw to provide for interim tax levy, payment of taxes and interest, be read a first, second and third time, enacted and passed.

Carried. Moved by: Councillor Todd Morgan Seconded by: Councillor Tom Barker That Bylaw 16-011 being a bylaw to prohibit smoking at 145A Government Road East (TPR), repealing Bylaw 16-002, be read a first, second and third time, enacted and passed.

Carried. Moved by: Councillor Tom Barker Seconded by: Councillor Todd Morgan That Bylaw 16-012 being a bylaw to authorize Mayor and Clerk to execute and agreement with KPMG for a Service Delivery and Operational Review, be read a first, second and third time, enacted and passed.

Carried. Notice(s) of Motion There were no notices of motion presented before the committee. Confirmation Bylaw Moved by: Councillor Todd Morgan Seconded by: Councillor Tom Barker That Bylaw 16-013 being a bylaw to confirm the proceedings of Council at its meeting held January 26, 2016, be read a first, second and third time, enacted and passed.

Carried. Councillor’s Reports Committee Members reported on the activities over the past two weeks. Additional Information Union Gas Limited: Greenhouse Gas Emissions Adjournment Moved by: Councillor Tom Barker Seconded by: Councillor Todd Morgan That Council adjourn its Regular Meeting of January 26, 2016 to an In-Camera Meeting to discuss 1 personnel and 1 confidential issue.

Carried. The meeting adjourned at 5:20 p.m.

Tony Antoniazzi, Mayor

Jo Ann Ducharme, Clerk

TOWN OF KIRKLAND LAKE

POLICY

SECTION: SUBJECT: Pg. 1 of 2

PERSONNEL PAY POLICY – All employees DATE: January 26, 2016 Repealing October 2006

It is the policy of the Town of Kirkland Lake to:

1. Provide equal pay for equal work, regardless of who is performing the job.

2. Insure that the pay of all employees is administered in a fair and equitable manner.

3. Provide rates of pay that are competitive with those of other major employers in the Municipality and other similar sized municipalities in the country.

4. Promote improved performance through the use of pay incentives.

JOB REVIEW: Each Director shall be responsible for ensuring that Job Descriptions for all positions in their areas are kept up—to-date. Job Descriptions will be reviewed once a year, to ensure that they are accurate. Changes in Job Descriptions shall be made as changes in job duties and responsibilities occur. Classification or evaluation of each position will be the joint responsibility of the Administrator and Job Evaluation Committee. Positions will be reviewed by the committee as warranted by changes in duties and responsibilities on the recommendation of the Director. SALARY STRUCTURE The salary structure and its corresponding pay rates are established by Council upon the recommendation of the Chief Administrative Officer. Salary ranges will be reviewed annually. All employees are eligible to receive pay increases that result from increases to salary ranges. SALARY RANGES Each salary range shall consist of several steps. Employees must be paid at one of these steps – no employee may be paid at a rate that falls between steps. No employee may be paid at a rate lower than the minimum rate or higher than the maximum rate without the prior approval of the CAO. Before hiring a new employee at a rate above the minimum rate, care shall be taken to ensure that there will be no inequities of salaries of other employees. OVERTIME PAY For salaries on the Non Union Management pay scale of Grade 10 or higher, no overtime will be paid. SALARY INCREASES (MERIT) The salary of every employee shall be reviewed at least once annually on the anniversary of the date of employment. For part-time employees, performance evaluations will be done annually and step increases will incur, if warranted by satisfactory performance on achievement of hours equivalent to one year for that

job description. If an employee has been promoted since joining the Municipality, then the annual salary review shall take place on the anniversary date of their promotion. At the times of the salary review, and where warranted by satisfactory performance and evaluation, a salary increase to the next highest step in the salary range shall be granted to the employee. A salary increase shall not be granted to an employee who has reached the maximum rate for the salary range. In the case of an employee who has shown truly outstanding performance, salary may be reviewed more frequently than once per year or a two-step increase may be awarded. PROMOTIONS Where an employee is promoted, he or she may be awarded an increase in pay. The new pay rate shall be the step of the new salary range that is the next highest to the rate the employee was being paid in the old salary range. Following promotion, the employee’s annual salary review shall be on the anniversary date of the promotion. In cases where an employee is transferred to another job – a job that has the same salary range as the previous job, then it is not considered a promotion – and is referred to as a lateral transfer, and it should not be recognized by an increase in salary. PERFORMANCE EVALUATIONS A performance evaluation is intended to be a constructive and positive experience. It is viewed as an opportunity for employees to get to know where they stand relative to their job performance, goals and objectives. At the same time, it offers employees a chance to become involved in determining their future career development and to map out ways in which they can be true participants in achievement of success. The Corporation maintains a policy of evaluating the job performance of its employees as a means of measuring efficiency and effectiveness of the organization’s operations; providing employees with meaningful information about their work; and aiding the organization in making personnel decisions related to such areas as training, compensation, work assignments, retention and long-range planning of its operations. DEMOTION Where it becomes necessary to demote an employee because of unsatisfactory performance, the rate of pay should be reduced to an appropriate step in the lower salary range. In deciding the new rate of pay, consideration should be given to the employee’s employment history, and past performance record, particularly any past performance in the position to which he or she is being demoted. Consideration should also be given to the rates of pay of other employees at the lower level position. Following demotion, the employee should retain his or her salary review date and salary should then be administered as for a new employee. Approved By: Council Resolution Date: January 12, 2016

TOWN OF KIRKLAND LAKE

POLICY

SECTION: SUBJECT: Pg. 1 of 1

Corporate Services – Fire Services Division

VOLUNTEER FIREFIGHTERS POLICY ABILITY TO WORK

DATE: February, 2016

If a Volunteer Firefighter incurs an injury during his or her regular daily employment or during normal time off, such that he or she:

a) Has impaired functional ability such that he or she cannot return to work without restrictions,

b) Has an injury that required medical care or is under the care of a medical practitioner for an injury,

c) Becomes in receipt of WSIB benefits, d) Becomes in receipt of long term disability (LTD) benefits, e) Prescribed or using prescription or over the counter drugs that may cause

impairment.

Then he or she must notify the Fire Chief and the President of the Kirkland Lake Volunteer Fire Brigade immediately.

The Volunteer Firefighter must not attend any fire calls or training activities. and must forego any training that could impact on his or her functional ability and or benefits.

The Volunteer Firefighter may resume active status following the approval of the Fire Chief and written approval from a medical practitioner (Form 2647A). and the Fire Chief.

Approved By: Council Resolution Date: November 20, 2007

Updated May 2014

Open Closed

R E P O R T TO C O U N C I L Meeting Date: 1/12/2016 Report Date: 1/7/2016

Decision Requested:

Yes

No

Direction Only

Priority:

Type of Meeting:

Presented by: Mark Williams Department: Physical Services

Report Title

Connecting Links Program Funding Application

Recommendations

It is recommended That council pass a resolution supporting an application to the Connecting Links Program for the reconstruction of Government Rd From Allen Ave to Sylvanite Ave. N.

Budget Implications The Connecting Links Program Provides funding for up to 90% of project Eligible Project costs. Total Project cost $1,063,360.68 Eligible costs per application $771,841.07 (90% $694,656.96) Ineligible costs are: -Water main replacement –$74,529.02 -Sanitary Sewer lines $207,414.22 Town’s 10% contribution to eligible costs $77,184.10 Estimated cost to the Town $368,703.72

Background The Ministry of Transportation’s new Connecting Links Program provides dedicated provincial funding for road and bridge projects on designated connecting link highways. The ministry’s former Connecting Links Program has been re-designed to provide a sound basis to make provincial funding decisions and ensure that provincial financial accountability and asset management requirements are met. The design of the new program is informed by input received from connecting link municipalities in summer 2015. A structured application process has been developed so all applicants are considered in a consistent and transparent manner. This Program Guide has been prepared to assist connecting link municipalities in completing and submitting the application. The guide includes legislation that applies to connecting links, a detailed description of the scope of work eligible for funding and the requirements for detailed information on connecting link condition and improvement needs.

High Low

Updated May 2014

The objectives of the program are to make connecting link investments that: • Address critical connecting link improvement needs; • Extend the life of the asset; • Are cost effective and appropriate to address the connecting link need; and • Ensure the safe and efficient movement of provincial traffic. The ministry will prioritize projects that best meet these objectives and focus on addressing critical and urgent connecting link needs first. The new Connecting Links Program requires that municipalities submit detailed information on all connecting link road section and structures. This will enable the ministry to assess the current and future state of connecting link infrastructure and determine how to best target connecting link investments on a multi-year basis. The ministry will review all submissions and may contact applicants to seek clarification or additional information if necessary. The ministry will notify the municipality if the project is “approved in principle.” Final project approval and commitment to provincial funding will be through a Contribution Agreement. Funding decisions will be based on an assessment of connecting link needs, the ministry’s prioritization of submitted projects and the available budget in any year.

Options / Discussions

Pass resolution and apply for Funding

Do not pass Resolution or apply for Funding

Other Departments Consulted and Affected

Attachments

MTO Connecting Links Program Guide, Nov, 2015

CAO Comments

Updated May 2014

January 26, 2016

Regular Meeting of Council

Moved By:

Seconded By:

That Council approves of the application to the Connecting Link Program for the reconstruction of Government Road from Allen Avenue to Sylvanite Avenue North; and agrees that:

The submitted Application meets the requirements of MTO’s Connecting Links Program as described in the Program Guide;

A comprehensive Asset Management Plan including connecting links has been completed and publically posted;

The municipality will comply with the conditions that apply to designated connecting links under the Highway Traffic Act to ensure the safe and efficient movement of provincial traffic; and

The Application is complete and factually accurate.

THE CORPORATION OF THE TOWN OF KIRKLAND LAKE

BY-LAW 16-010

Being a By-Law to provide for interim tax levy and to provide for the payment of taxes

and to provide for penalty and interest of 1 percent per month

WHEREAS Section 317 of The Municipal Act, provides that the Council of a local municipality may, in 2016 for the adoption of the estimate for the year, pass a by-law to levy on the whole of the assessment for real property according to the last revised assessment roll, a sum not to exceed that which would be produced by applying the prescribed percentage (or 50 percent if no percentage is otherwise prescribed) of the final adjusted taxes for municipal and school purposes levied on the property for the previous year, that relates to residential, farm, commercial, industrial, new construction, pipelines, railways, hydro corridors, airports and other such unique properties, and; NOW THEREFORE Council of the Corporation of the Town of Kirkland Lake enacts as follows: 1. The said interim tax levy shall become due on January 26, 2016 and payable in two installments

as follows:

50 percent of the interim levy rounded upwards to the next whole dollar shall become payable on the 4th day of March 2016; 50 percent of the interim levy rounded upwards to the next whole dollar shall become payable on the 8th day of April 2016. In default of payment of the first installment of taxes or any part thereof by the named therein for the payment thereof, the remaining installment shall forthwith become payable.

2. On all taxes of the interim levy, which are in default on the first day following the last day of

payment of each installment, a penalty of 1 percent shall be added and thereafter a penalty of 1 percent per month will be added on the first day of each and every month the default continues.

3. Penalties and interest added on all taxes of the interim tax levy in default shall become due and

payable and all arrears shall be collected at once by distress or otherwise under the provisions of the statutes in that behalf as if the same had originally been imposed and formed part of such unpaid interim tax levy.

4. The Tax Collector, not later than twenty one days prior to the date that the first installment is due

shall mail or cause the same to be mailed to the residence or place of business of such person indicated on the last revised assessment roll, a written or printed notice specifying the amount of taxes payable.

5. The Tax Collector, and Treasurer be and they are hereby authorized to accept part payment from

time to time on account of any taxes due and to give a receipt for such part payment, provided that acceptance of any such payment shall not affect the collection of any percentage charges imposed and collectible in respect of non-payment of taxes or of any installment thereof.

6. That taxes are payable at the Town of Kirkland Lake Municipal Office, Kirkland Lake, Ontario. READ a first, second and third time enacted and passed this 26

th day of January 2016.

____________________________ ___________________________ Tony Antoniazzi, Mayor Jo Ann Ducharme, Clerk

THE CORPORATION OF THE TOWN OF KIRKLAND LAKE

Bylaw 16-011

A Bylaw to Regulate Smoking On the municipal Property at 145A Government Road East

(Teck Pioneer Residence) Repealing Bylaw 16-002

WHEREAS subsection 115 of the Municipal Act, S.O. 2001, c.25, as amended, provides that the Council of a municipality may pass bylaws prohibiting or regulating smoking in public places and workplaces; AND WHEREAS subsection 115(4) of the Municipal Act, 2001, as amended, permits the municipality to identify designated smoking areas within the restricted area; THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF KIRKLAND LAKE ENACTS AS FOLLOWS: 1. Definitions

For the purpose of this by-law the following definitions shall apply: 1.1 Municipal Law Enforcement Officer means a Municipal Law Enforcement Officer or a Special

Constable appointed by the Municipality or a member of the Ontario Provincial Police;

1.2 Smoking includes any lighted tobacco product and the smoking, holding or carrying of a lighted

cigar, cigarette, pipe or electronic cigarette and Smoke has a corresponding meaning;

2. Regulation

2.1 No person shall smoke anywhere on the municipally-owned property at 145A Government Road

East;

3. Exemption

3.1 This bylaw does not apply to the resident gazebo for the use of residents of Teck Pioneer

Residence, their family and visitors.

4. Enforcement and Penalties

4.1 Any person found to be in contravention of the provisions of this Bylaw is guilty of an offence and

upon conviction thereof, is liable to a fine of not more than five thousand dollars ($5,000.00),

exclusive of costs for each offence and every such penalty shall be recoverable under the

Provincial Offences Act.

4.2 This By-law may be enforced by:

a. The Town of Kirkland Lake Special Constables;

b. The Town of Kirkland Lake By-law Officer; or a

c. Member of the Ontario Provincial Police

4.3 Any person in contravention of this bylaw is subject to a $50 fine. This bylaw shall come into force and effect on March 1, 2016. Bylaw 16-002 is hereby repealed. Read a first, second and third time, enacted and passed this 26

th day of January 2016.

Tony Antoniazzi, Mayor

Jo Ann Ducharme, Clerk

THE CORPORATION OF THE TOWN OF KIRKLAND LAKE

By-Law 16-012

A by-law to Authorize the Mayor and Clerk to execute an agreement

with KPMG for Service Delivery and Operational Review

WHEREAS request to qualified consultants was called for expression of interests to address Council on a potential municipal service, operational review; AND WHEREAS on January 19, 2016 the sole submitting consultant, KPMG, presented Council with the strategy, methodology and deliverable of their proposal; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF KIRKLAND LAKE ENACTS AS FOLLOWS:

1) The Mayor and Clerk be and are hereby authorized to execute an agreement with KPMG for a Service Delivery and Operational Review for the Corporation of the Town of Kirkland Lake at a cost of $60,000 + HST.

READ a first, second and third time, enacted and passed this 26

th day of January 2016.

Tony Antoniazzi, Mayor

Jo Ann Ducharme, Clerk