COMMITTEE OF THE WHOLE · 2019-08-12 · COMMITTEE OF THE WHOLE ADMINISTRATION & FINANCE PUBLIC WORKS, ENVIRONMENTAL SERVICES & FACILITIES MONDAY, AUGUST 12, 2019 COUNCIL CHAMBERS,

COMMITTEE OF THE WHOLE ADMINISTRATION & FINANCE

PUBLIC WORKS, ENVIRONMENTAL SERVICES & FACILITIES MONDAY, AUGUST 12, 2019

COUNCIL CHAMBERS, SPENCERVILLE 6:30PM

1. Call to Order – Chair, Mayor Sayeau 2. Approval of Agenda 3. Disclosure of Pecuniary Interest & the General Nature Thereof 4. Business Arising from Previous Committee of the Whole (if any) 5. Delegations and Presentations 6. Discussion Items a) Modernization Fund Ideas 7. Action/Information Items a) 2nd Quarter Building Report Update (Tentative) b) 2nd Quarter By-law Report c) By-law Enforcement Policy d) Tax Arrears Update e) Cyber Liability Insurance Coverage f) Credit Card Policy Amendment g) Service Delivery Review RFP Results h) Purchase of Property from Ingredion i) Operational Efficiency Measures – Environmental Services j) QMS 3rd Party Audit Report k) Cardinal Water Pollution Control Plant MECP Inspection Report l) Traffic Volume & Speed Counters – Centre St m) Traffic Volume & Speed Counters – CR 2 New Wexford n) Johnstown Servicing Survey Results o) Water Service to Vacant Lot – Dundas St p) Enbridge Pipelines- Third Party Request to Use Unopened Road Allowance 8. Councillor Inquiries/Notices of Motion 9. Mayor’s Report 10. Question Period 11. Closed Session a) Trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization; Specifically: SLCEDC Update b) Acquisition or disposition of land by the municipality or local board; Specifically: Minutes of Closed Session dated May 13, 2019 and July 15, 019 12. Adjournment

MINUTES COMMITTEE OF THE WHOLE - ADMINISTRATION & FINANCE

MONDAY, JULY 8, 2019 6:30PM

SPENCERVILLE MUNICIPAL OFFICE

Present: Mayor Sayeau, Chair Deputy Mayor Deschamps Councillor Cameron Councillor Dillabough Councillor Hunter Jack Bradley, Advisory Member

Regrets: Dave Robertson, Advisory Member

Staff: Debra McKinstry, CAO/Cierk Dave Grant, Director of Operations Melanie Stubbs, Treasurer Rebecca Williams, Deputy Clerk

1. Call to Order

Mayor Sayeau called the meeting to order at 6:30 pm.

2. Approval of Agenda

Moved by: H. Cameron seconded by: J. Hunter that the agenda be approved as presented.

Carried

3. Disclosure of Pecuniary Interest & the General Nature Thereof- None

4. Business Arising from Previous Committee of the Whole

Members enquired if the Town of Prescott has formally requested support from the Township with respect to grant funding applications. It was noted that the Town ship has not received any correspondence from the Town of Prescott.

5. Delegations and Presentations - None

6. Discussion Items

a) SLCEDC In/Out for 2020

Page 1 of 5 Committee of the Whole- Administration & Finance, July 8, 2019

Committee discussed the SLCEDC presentation that took place during the June 17, 2019 meeting, especially in light of the Township of Leeds & Thousand Islands motion to notify the SLCEDC of their intent to leave the Commission in a years' time. The Mayor noted that he and other representatives present during the SLCEDC AGM held on June 26 were provided a detailed closed session report with respect to business development. Members suggested that Committee/Council may want to consider holding a closed session discussion to receive further details.

Members commented on the recent presentation and lack of detailed information provided at the meeting. Members discussed whether the SLCEDC was a duplication of service considering the UCLG has an Economic Development Department which has assisted in facilitating business growth in the past. There was a brief discussion with respect to the idea of focusing future growth and development along the Highway 416 corridor instead of Highway 401 and St. Lawrence corridor. Members commented on the lack of access to information on the SLCEDC website and social media.

Committee highlighted that the annual $28,000 given to the SLCEDC is a significant portion of the Township economic development budget and noted the Provincial government's comments that municipalities should seek efficiencies. The Mayor suggested that the discussion be deferred until after the planned August 7 SLCEDC closed session meeting. It was noted that the Mayor may report to Committee in closed session following the August 7 meeting to provide an update with respect to SLCEDC structure and business development.

Members noted that at the time of the SLCEDC creation the Township Council understood that the SLCEDC Board would be focusing on long-term results and benefits to the area, not instant business development. There was consensus from Committee to defer the discussion until after the SLCEDC August 7 meeting.

7. Action/Information Items

a) Emergency Management By-law

Committee reviewed the report and asked for clarification with respect to the number of items currently completed on the checklist. It was noted that the "x" indicates the items completed on the checklist of approximately 85 items, compared to what was once only 1 0 items. Committee commented on the burdensome requirements of the annual emergency management reporting and how various municipalities tackle the burden.

Members discussed the possibility of municipalities partnering together to hire a consultant to ensure that the reporting is completed to the satisfaction of the OFMEM. It was noted that this proposed by-law represents additional

Page 2 of 5 Committee of the Whole - Administration & Finance, July 8, 2019

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efficiencies as the new by-law encompasses 3 previous by-laws. Committee discussed if the task should be handled at the UCLG level, with a county wide plan to encompass all of the municipalities and take the reporting burden away from the municipalities.

Members discussed how the UCLG and municipalities currently duplicate efforts with respect to the emergency management report and plans. It was noted that the local municipalities must maintain control during local emergency events. Members noted that under the provincial provisions, each municipality must complete the requirements, unless it was a county/region approach, such as Prince Edward County, which does not have municipalities, only the County authority. Committee confirmed that group training sessions and scenarios will be organized to meet the requirements.

Moved by: S. Dillabough seconded by: H. Cameron that Committee recommends that Council adopt the Emergency Plan by-law.

b) znd Quarter Building Report

Carried

Committee reviewed the report and asked for clarification with respect to why the agricultural permits are currently being captured in the industrial category. It was noted that staff are working with the software company to correct the software error.

c) znd Quarter Treasury Report & Reserve Update

Committee reviewed the report and enquired about the outstanding balance for the front end loader lease. It was noted that only a partial payment is left outstanding and would be completed by the end of June. Members confirmed that the balances showing on the reserve and reserve fund report are the post audit amounts.

d) znd Quarter Budget Variance Report

Committee reviewed the report and asked for clarification with respect to the subtotal formatting. Members enquired what is considered as overhead expenses in the Public Works department. It was noted that heating, hydro and salaries are what make up much of the overhead expenses. Members briefly discussed the status of the arena chiller, Galop Canal Rail Bridge, new SNC dock in Cardinal and Walker St rehabilitation. Members made suggestions with respect to the format of the capital projects chart, specifically to replace "recommendation" with "current status".

e) 2019 OCIF Formula Based Grant


Moved by: T. Deschamps seconded by: H. Cameron that Committee recommends that Council directs the Treasurer to set up a reserve fund account for the receipt of OCIF formula based funding to be used on future eligible capital projects that are approved by Council.

Carried

8. Inquiries/Notices of Motion

Mayor Sayeau enquired about the agenda prep document that is prepared by staff, specifically with respect to when certain items currently shown as "TBD" may be ready for Committee review. It was noted that the Senior Management Team reviews and sets priorities for the listed items, however, Council may request specific items to be brought forward on a particular schedule.

9. Mayor's Report

Mayor Sayeau reported on the following: • Provided update with respect to the EORN funding announcement • Discussed the Port of Johnstown rail bridge construction and how it may

affect traffic, specifically if there is an accident on highway 401 • Discussion took place with respect to if the Township and/or Port

should consider hiring contract or volunteer traffic control members when traffic is being redirected along County Road 2. It was noted that the Highway Traffic Act states that only police and construction persons can direct traffic. It was noted that the contractor for the Port rail bridge project should have trained flag people available if required. Members suggested that the Port GM contact the contractor to discuss traffic control measures.

• Provided an update with respect to the International Joint Commission (IJC) addressing of high water levels.

• Discussed IJC Plan 2014 with respect to high-water levels • Met with the Assistant Deputy Minister on July 2 in Toronto to discuss the

Ontario Job Site Challenge nomination. Presented Committee with drone video.

10. Question Period- None

11. Closed Session - None

12. Adjournment

Moved by: S. Dillabough seconded by: T. Deschamps that Committee does now adjourn at 8:13pm.

Carried


These minutes were approved in open Council this 22nct day of July, 2019.

Chair (2161·£> ~

Deputy Clerk<>


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Present:

Regrets:

Staff:

MINUTES COMMITTEE OF THE WHOLE

PUBLIC WORKS, ENVIROMENTAL SERVICES & FACILITIES MONDAY, JULY 15, 2019

6:30PM SPENCERVILLE MUNICIPAL OFFICE

Councillor Cameron, Chair Mayor Sayeau Deputy Mayor Deschamps Councillor Dillabough Councillor Hunter Mark Packwood, Advisory Member

Robin Crawford, Advisory Member

Debra McKinstry, CAO/Cierk Dave Grant, Director of Operations Rebecca Williams, Deputy Clerk Mike Spencer, Manager of Parks, Recreation & Facilities (left at 8:46 p.m.) Brian Moore, Fire Chief (left at 8:46 p.m.) Gord Shaw, Chief Water/Sewer Operator (left at 8:46p.m.)

1. Call to Order

Councillor Cameron called the meeting to order at 6:30 pm.

2. Approval of Agenda

Moved by: M. Packwood seconded by: J. Hunter that the agenda be approved as presented.

Carried

3. Disclosure of Pecuniary Interest & the General Nature Thereof- None

4. Business Arising from Previous Committee of the Whole - Public Works, Environmental Services & Facilities

Committee confirmed that thank you letters were sent to P&G and lngredion for their involvement during the Cardinal and Johnstown clean-up days. Members enquired if staff have reviewed South Stand Irving St to determine if no parking signage may be erected. It was noted that staff are currently working on a report.

Page 1 of 8 Committee of the Whole- PW/ES/F July 15,2019

5. Delegations and Presentations

a) Queryfox- Joe Baptista

Mr. Baptista, Co-founder of Queryfox presented Committee with an overview of a new complaint management software, Queryfox. Mr. Baptista outlined the key drivers, including tracking the number of requests, trending, response time, service level, communication level, additional resources, and if the public complainant was satisfied with the resolution. Mr. Baptista outlined Queryfox's solution approach that has been developed and geared towards municipal service requests and complaints.

Mr. Baptista highlighted various modules to enhance communication, track trending, zone mapping of complaint area, and analyze public satisfaction rate. Mr. Baptista provided an overview of the dashboard module, noting that both staff and Council can access the dashboard. Mr. Baptista noted that Queryfox intends to develop additional modules focused on finance and asset management

Committee enquired about similar software, access to the dashboard, and the cost of the software. Mr. Baptista noted that there is similar software available, however Queryfox has been developed specifically to handle municipal issues. He advised that both staff and council could access the dashboard, and while the cost is not yet fully calculated, Queryfox estimates that it may be the equivalent to one full time employee. Mr. Baptista noted that Queryfox proposes to start a Beta program with other municipalities within the UCLG to test the program for a number of months before fees are charged to the municipalities.

There was a brief discussion with respect to process mapping. Mr. Baptista noted that the process is intended to eliminate duplication of staff efforts and provides continuous updates on the issue to the person that submitted the complaint

Committee thanked Mr. Baptista for the presentation.

b) Request for Road Closure & Conveyance - Bill Holzman

Mr. Holzman noted that he is here to represent the Dobbie family and answer questions with respect to item 7a.

6. Discussion Items- None

7. Action/Information Items

Page 2 of 8 Committee of the Whole - PW/ES/F July 15, 2019

a) Request for Road Closure & Conveyance - Ventnor

Staff provided an overview of the report and noted the required by-laws to convey the land to the applicant and also to deem the land to be no longer part of a Registered Plan of Subdivision. Mr. Holzman noted that the applicant is willing to merge the parcels of land together to clean up existing issues with respect to the location of the septic system. Committee reviewed the report and confirmed the location of the septic systems and that the closure of conveyance of the unopened road allowance would not affect any other neighbours.

Members noted their concern with respect to possibly land locking the triangular parcel of lands that houses a barn behind the unopened road allowance. It was noted that the applicant and owner of the land intends to merge the triangular piece of land with the farm land north of the barn so it would not be land locked as a result of the closure of the unopened road allowance.

Moved by: P. Sayeau seconded by: J. Hunter that Committee recommends that Council agree to close that portion of Catherine Street between Lots 7 and 8 Plan 15 and convey it to the owners of 1530 and 1526 Ventnor Road. This closure and conveyance is conditional upon: 1. The ownership of Lots 5, 6, and 7 being vested in the same name; and 2. Adoption of a deeming by-law by the Township of Edwardsburgh Cardinal to

merge the parcels within Plan 15; and 3. The owner merging the triangular parcel identified as PIN 68139-0571 (L T)

with the rest of the farm identified as PIN 68139-0327. Carried

b) 2nd Quarter Fire Report

Committee reviewed the report and discussed the crude oil by rail training, specifically with respect to how a crude oil by rail accident may be handled in the area. Members reviewed burn permit mapping and confirmed that the colours represent where more burns have taken place in the 2nd quarter.

Committee highlighted the annual firefighter games, noting that the ECFD finished 4th overall. Committee briefly discussed the current number of firefighters available for calls during daytime work hours.

c) 2nd Quarter Facility Maintenance Report

Committee reviewed the report and noted that Members have received compliments with respect to the steps at the Cardinal pool. Members enquired if staff has inspected the erosion along Legion Way. It was noted that staff have reviewed and identified areas where work will need to be done.

Page 3 of 8 Committee of the Whole- PW/ES/F July 15, 2019

Committee discussed the continuing high-water levels and how it is impacting the installation of the new SNC dock and other municipal docks. Members enquired if the docks can be installed even though the water level is too high for the floating docks to be level with the other permanent docks. It was noted that staff will be consulting with SNC to determine next steps and see if modifications can be made in order for the docks to be safely installed. It was noted that if the docks are installed in their current state, it would result in safety and liability issues for the Township. Members noted that more "no wake" signage should be installed as a result of boats speeding in the Galop Canal.

d) 2nd Quarter Recreation/Facility Stats Report

Committee reviewed the report and asked for clarification with respect to the lack of use at the Cardinal ball diamonds. It was noted that many children now attend the Johnstown ball program, while others are participating in different sports. It was noted that there are very few bantam and midget baseball teams in the area. Members confirmed that the ball diamonds in Cardinal are still being maintained. Members discussed if one of the Cardinal diamonds would be big enough for a soccer field.

e) 2nd Quarter Operations Report

Committee reviewed the report and enquired how long the Towns hip has been using magnesium chloride as a dust suppressant. It was noted that magnesium chloride has been used for the past 5 years. Members asked for clarification with respect to the number of hours the grader is in operation. It was noted that 130km of grading would be the equivalent of approximately 2.5 weeks.

Committee enquired why the roadside mowing is late. It was noted that the delay is due to the work being completed for the Pittston Road project. Staff confirmed that the initial pass will be completed within the next 2 weeks.

f) Operational Efficiencies - Fire Department

Staff provided an overview of the report, noting that by switching to a single phone line and internet package for the Cardinal fire station and public works garage will result in an annual savings of $1,283.52.

g) Cost Saving Measures -Arena Telephone

Staff provided an overview of the report, noting that negotiating with Falcon Security to allow the main telephone line to house their information will enable the Township to cancel the second line, resulting in an annual savings of approximately $1 ,200.00.


h) 5 Year Energy Plan Update

Staff provided an overview of the report, noting that the Township submits an annual report outlining energy savings. It was noted that the plan must be updated every 5 years. It was noted that the Township was able to reduce the overall energy consumption by 5% over the life of the last 5-year plan, which is also the goal for the new 5-year plan.

Committee reviewed the report and discussed the proposed projects for 2019-2023 to help reduce consumption. Members suggested that staff provide another annual report to be used as a consumption and cost savings comparator. Staff outlined the reporting requirements and noted that due to the report timing the 2016 report could be provided as a comparator to the 2017 report.

i) Industrial Park Water Sample Result

Staff provided an overview of the adverse water sample. It was noted that samples are currently collected at the Greenfield Ethanol Plant, in the washroom. Staff has requested that future samples be taken from the kitchen at the Greenfield Plant. It was noted that the sample may have been contaminated at the sample site or during lab testing which may have resulted in a false positive for coliforms.

Members confirmed that the sample was very unlikely to have been a source water issue. Staff confirmed that that Health Unit and Prescott Water Treatment Plant was contacted and additional samples were taken at Prysmian and new Wexford, then transported directly to the lab in Ottawa for testing, which confirmed that the water was clear of any contaminates. Members enquired about responsibility for the cost of any required flushing. It was noted that the Township would be responsible for the additional cost in most cases.

j) Memorandum of Understanding with SNC

Moved by: M. Packwood seconded by: P. Sayeau that Committee recommends that Council authorize a partnership agreement with South Nation Conservation (SNC) to complete flood mitigation measures at the Cardinal Water Treatment Plant through the National Disaster Mitigation Program (NDMP).

Carried

k) Ontario Power Generation Licence Agreement

Members highlighted the positive effects of reducing the number of cormorants in the area.

Moved by: S. Dillabough seconded by: T. Deschamps that Committee recommends that Council pass a by-law to authorize a licence agreement with


Ontario Power Generation for the purposes of cormorant control on lands owned by OPG.

Carried

I) Disposal of Surplus Goods- Pick-Up Truck

Staff provided an overview of the recommendation which envisions disposition through sealed bids. Committee reviewed the truck information and debated if the trucks should be taken to auctions. It was noted that the trucks may not be valuable enough to justify transporting the vehicles to various auctions in order to possibly receive only a small increase in final bid amounts. Members confirmed that the Township only accepts cash, debit and cheque as payment methods.

Moved by: P. Sayeau seconded by: T. Deschamps that Committee recommends that Council declare the items as surplus to the needs of the Township and authorize staff to dispose of the items in the most effective manner.

Carried

m) Grader Report Follow-Up

Committee reviewed the report and discussed the amount of gravel to surface treatment completed in the past few years. It was noted that if the Township determines that two graders are needed until 85% of the road network is paved, then an additional 35km needs to be completed. It was noted that 24-26km of gravel roads are able to be maintained by a single grader.

Committee briefly discussed the age of the graders and the possibility of the Township needing to invest funds for repairs and/or financing for a new grader in the future.

Moved by: J. Hunter seconded by: M. Packwood that Committee recommends that Council maintain (2) two motorized graders in the municipal fleet until at least 85% of the municipal road network is paved.

Carried

n) Fuel Management Report

Staff provided an overview of the report and noted that the fuel consumption is in line with the activities performed by the public works department and the expected fuel mileage for gasoline pickup trucks. Members commented on the report and the possible need for a more fulsome fuel management system. Staff noted that they are working to refine the current tracking mechanisms to capture additional details and monitor trends.

8. Inquiries/Notices of Motion


Mayor Sayeau requested that the Rail Safety Week proclamation request received in correspondence be brought forward at the July 22 Council meeting.

9. Mayor's Report

Mayor Sayeau reported the following: • Wished Councillor Dillabough a happy birthday • Lake Ontario/St. Lawrence River Control Board meeting being planned • AMO delegations with the Minister of Agriculture and Minister of

Infrastructure requested to discuss the release of land in the Edwardsburgh Land Bank to farmers currently leasing the land

• Ontario Job Site Challenge follow-up meeting with MPP Clark • There will be a special closed session Council meeting on Monday, July

22 at 5pm to receive advice from the Township solicitor Mr. Williams • Attended Art Ramble event • Met with the Mayors from Augusta and Prescott to prepare for the tri

municipal meeting being held on July 30.

1 0. Question Period

The following questions/comments were raised: • Queryfox software • Process for the public to ask questions • Where to find information about the Township, specifically: website and

social media

11. Closed Session

Moved by: T. Deschamps seconded by: J. Hunter that Committee of the Whole proceeds into closed session at 8:46 p.m. in order to address a matter pertaining to:

• Proposed or pending acquisition or disposition of land by the municipality or local board: Specifically; Industrial Land and Minutes of closed session dated June 17, 2019

• Labour relations or employee negotiations: Specifically; Public Works Position Classification

Carried

Committee recessed for five minutes to clear the chamber.

Moved by: J. Hunter seconded by: T. Deschamps that the closed session does now adjourn and the open meeting of Committee of the Whole does now resume at 9:34p.m.

Carried


Moved by: P. Sayeau seconded by: S. Dillabough that Committee of the Whole approves the minutes of closed session dated June 17, 2019.

Carried

Councillor Cameron reported that Committee reviewed the closed session minutes and received an update with regard to Industrial Park lands and directed staff to proceed with their recommendation with respect to the public works classification.

12. Adjournment

Moved by: S. Dillabough seconded by: P. Sayeau that Committee does now adjourn at 9:37pm.

Carried

These minutes were approved in open Council this 22nd day of July, 2019.


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TOWNSHIP OF EDWARDSBURGH CARDINAL DISCUSSION ITEM

Administration and Finance

August 12, 2019

All Departments

Modernization Fund Ideas

Background: On March 20, 2019, the provincial government announced that the Township would receive funds to "support small and rural municipalities' efforts to become more efficient and reduce expenditure growth in the longer term." The Township has since received funding in the amount of $584,335 which has been placed in a special reserve fund in accordance with Council direction.

Township Council met as Committee of the Whole on June 10 to discuss ideas of how these funds might be used. A recommendation from the GAO/Clerk was approved to issue an RFP for an internal service delivery review to be paid for out of the fund as a first step. The request for proposals closed on August 6 and four responses were received. Staff has analyzed the responses against the requirements of the RFP and a recommendation for award is on tonight's agenda.

Staff was requested to bring forward their ideas for how efficiencies and cost savings might be achieved.

Administration and Council:

Agenda Preparation and Distribution - an electronic agenda system will make preparation, distribution and use of the package simpler for staff, council and the public. This will save staff time, photocopying costs and mileage charges in preparing and delivering meeting materials. The agenda can be viewed by the public on the screens in the Council chambers, and Council members will be better able to follow the agenda on their devices which some are using now. The Deputy Clerk has researched and prepared a recommendation regarding this; it will be brought forward in September.

Subscriptions- there are a number of publications currently being subscribed to that can be received electronically at low or no cost. The Community Development Coordinator is reviewing this item.

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Fee Schedules -fees should be reviewed regularly to ensure that costs are being recovered. We have recently reviewed costs for 9-1-1 signs and entranceways and determined that the current fees are adequate. Recreation fees are reviewed annually. Building permit fees were recently changed and should be reviewed annually in future. Planning fees have not changed for some time and should be increased this year.

Municipal Accounting Software - municipal accounting software is very specialized. The current software system has been in place for many years and is restrictive in many ways, especially in regard to report production. Additionally, the software provider often requires us to wait to upgrade operating systems on the office computers, resulting in IT security concerns. There are products available that will allow far better integration of items like facility bookings, license and permit fee collection, receivable billings and payroll which will result in greater efficiency and less likelihood of errors or oversights which can result from having to manually transfer data from one system to another. The Treasurer is further researching the options available and a recommendation will be forthcoming.

Tax Billing -the current accounting software (Munisoft) has an e-billing module available for purchase which would permit tax bills to be sent by email, saving postage, printing, paper costs and staff time. The cost to purchase the module would be recovered reasonably quickly. This option will be further explored if the decision is made to stay with the current accounting software program.

Upgrades to Computers and Operating Systems -the report received from OnServe in May 2019 identified several upgrade needs within the organization for computers (hardware) and operating systems. Council suggested that those upgrades could be paid for from the modernization fund. Staff is developing a program and strategy for replacements and upgrades across the corporation to be sure we have a sustainable plan for the future.

Building and Bylaw

Filing -documents are scanned into Filehold in house, but large size drawings must be sent out to a contractor. This should be done annually to save storage space.

Public Complaint Portal- an online public complaint portal could see staff time saved, as the complainant would be doing most of the data entry. CityWide software should continue to be streamlined and potentially a module could be purchased to allow for a mobile app to get public input to the service request system.

e-Permitting - simple building permits could be applied for (and paid for) online.

The Chief Building Official is working on a detailed report to be brought forward in September.

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Operations

Hardware/software upgrade at WWTP (SCADA) - replacement of three existing Rockwell SLC5 programable logic controls (PLC's) which are obsolete, and migrate PLC to existing Foxboro DCS system. This will provide state-of-the-art enhancements for increased functionality, improved performance and control, and will allow for preplanned upgrades and increased maintainability.

Network and computer upgrades at Fire Stations -will allow Deputy Chiefs and Officers to enter training and incident data directly into CriSys. This will streamline the data entry process and ensure that up-to-date information is available, as well as reduce the possibility of data entry error.

Mobile data terminals for fire service - a tablet installed in a front-line apparatus can provide the following information directly to on-scene responders: building site plans, emergency response plans, mapping and routing, hydrant locations, building occupant information, standard operating guidelines, reference materials, real time weather data and weather alerts. Reports and equipment checks can be completed and updated instantly.

Sharing of resources (human and equipment) between neighboring municipalities where practicable.

Conclusions

Many of the staff suggestions relate to improvements in software and IT solutions. All of those come with an implementation cost and varying returns on investment. Staff will be preparing reports and recommendations in the coming months for each suggestion and Council will have an opportunity to review and decide upon each suggestion.

The internal service delivery review may reveal opportunities for improvement that will require some investment as well, and those outcomes will need to fit in to Council's priority setting.

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TOWNSHIP OF EDWARDSBURGH CARDINAL INFORMATION ITEM

Committee of the Whole- Administration & Finance

August 12, 2019

Administration & Building

Second Quarter, 2019- Building Permit Activity (revised)

The attached spreadsheet shows construction value and permit fees for issued permits to the end of the second quarter of 2019 while also showing the same information for 2018.

The attached spreadsheet has been revised from the previous report dated July 08, 2019 due to corrections made to the software by the software provided. The corrected spreadsheet shows Project Value and Permit Fee for Agricultural Projects that were incorrectly included in the Industrial category. Specifically, for the month of May a permit issued for an agricultural building with a Project Value of $100,000 and a Permit Fee of $1,280 has been removed from the Industrial category and now correctly included in the Agricultural category. Also updated is the Industrial Project Value for February due to a permit having been cancelled. A new permit application has been received for the project and is currently going through the permit approval process.

Although the total construction value and total permit fees to the end of the second quarter is less than 2018 totals for the same period, the number of permit applications remains consistent with 2018. The total number of permit applications received to the end of the second quarter for the years 2019, 2018 and 2017 is 55, 56 and 63 respectively.

Kevin Lalonde, Chief Building Official

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Owner

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7a

2019 2nd Quarter Building Report

Residential I Commercia l I Industrial I Agricultural I Demolition I Other • Project Value I Permit Fee I Project Value jPermit Fee I Project Value lPermit Fee I Project Value !Permit Fee I Project Value I Permit Fee J Project Value I Permit Fee

Jan $ 140,000.00 $ 1,890.00 $ - $ - $ 300,000.00 $ 2,700.00 $ - $ - $ 200.00 $ 190.00 $ - $ -Feb $ 49,000.00 $ 1,100.00 $ - $ - $ 500,000.00 $ 4,500.00 $ - $ - $ - $ - $ - $ -Mar $ 39,000.00 $ 765.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -01 Total $ 228,000.00 $ 3,755.00 $ - $ - $ 800,000.00 $ 7,200.00 $ - $ - $ 200.00 $ 190.00 $ - $ -Apr $ 115,995.00 $ 574.00 $ - $ - $ 100,000.00 $ 600 .00 $ - $ - $ - $ - $ - $ -May $ 78,200.00 $ 1,119.00 $ 700.00 $ 95.00 $ - $ - $ 100,000.00 $ 1,280.00 $ - $ - $ 175,000.00 $ 1,575.00 Jun $ 932,500.00 $ 8,638.00 $ - $ - $ 85 ,000.00 $ 2,655.00 $ - $ - $ - $ - $ - $ -02 Total $ 1 '126,695.00 $ 10,331 .00 $ 700.00 $ 95.00 $ 185,000.00 $ 3,255.00 $ 100,000.00 $ 1,280.00 $ - $ - $ 175,000.00 $ 1,575.00 Jul Aug Sept 03 Total Oct Nov Dec 04 Total YTD Tot~ $ 1,354,695.00 I $ 14,086.00 I $ 10o.oo I $ 95.00 I $ 985,ooo.oo I $ 10,455.00 I $ 1oo.ooo.oo I $ 1,280.00 I $ 2oo.oo I $ 190.00 I $ 175,ooo.oo I $ 1,575.00

2018 Building Report

Residential I Commercial I Industrial I Agricultural I Demolition I Other • Project Value !Permit Fee I Project Value !Permit Fee I Project Value I Permit Fee I Project Value I Permit Fee !Project Value !Permit Fee I Project Value I Permit Fee

Jan $ 12,000.00 $ 405.00 $ - $ - $ - $ - $ - $ - $ 5,000.00 $ 95.00 $ 30 ,000 .00 $ 95 .00 Feb $ 483,500.00 $ 8,995.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -Mar $ 192,000.00 $ 450.00 $ - $ - $ - $ - $ - $ - $ 2,500.00 $ 190.00 $ - $ -01 Total $ 687,500.00 $ 9,850.00 $ - $ - $ - $ - $ - $ - $ 7,500.00 $ 285.00 $ 30,000.00 $ 95.00 Apr $ 336,500.00 $ 6,605 .00 $ 30,000 .00 $ 614.00 $ - $ - $ 150,000 .00 $ 1,350.00 $ 12,000.00 $ 190.00 $ 245,000.00 $ 2,205.00 May $ 691 ,000.00 $ 8,478.00 $ - $ - $ 945,000 .00 $ 9,655.00 $ 150,000.00 $ 3,200 .00 $ 10,000.00 $ 95.00 $ - $ -Jun $ 791 ,400.00 $ 11 ,774.00 $ - $ - $ - $ - $ 500,000.00 $ 3,840.00 $ 1,000.00 $ 95.00 $ - $ -02 Total $ 1,818,900.00 $ 26,857.00 $ 30,000.00 $ 614.00 $ 945,000.00 $ 9,655.00 $ 800,000 .00 $ 8,390.00 $ 23,000.00 $ 380.00 $ 245,000.00 $ 2,205.00 Jul $ 517,100.00 $ 6,120.00 $ 23,000 .00 $ 95.00 $ - $ - $ 100,000 .00 $ 900.00 $ 8,600.00 $ 285.00 $ - $ -Aug $ 117,000.00 $ 1,265.00 $ - $ - $ - $ - $ 137,838 .00 $ 1,242.00 $ - $ - $ - $ -Sept $ 325 ,000.00 $ 4,047.00 $ 1,000.00 $ 95.00 $ - $ - $ 300,000 .00 $ 1,280.00 $ - $ - $ - $ -03 Total $ 959,100.00 $ 11 ,432.00 $ 24,000 .00 $ 190.00 $ - $ - $ 537,838.00 $ 3,422.00 $ 8,600.00 $ 285.00 $ - $ -Oct $ 496,500.00 $ 7,792.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -Nov $ 176,800.00 $ 3,377.00 $ - $ - $ - $ - $ - $ - $ 5,100.00 $ 190.00 $ - $ -Dec $ 500.00 $ 95.00 $ - $ - $ - $ - $ - $ - $ 10,000.00 $ 95.00 $ - $ -04 Total $ 673,800.00 $ 11 ,264.00 $ - $ - $ - $ - $ - $ - $ 15,100.00 $ 285.00 $ - $ -YTD Tote $ 4, 139,30o.oo I $ 59,403.00 I $ 54,ooo.oo I $ 804.00 I $ 945,ooo.oo I $ 9,655.00 I $ 1,337,838 .00 I $ 11 ,812 .00 I $ 54,20o.oo I $ 1,235.00 I $ 275,ooo.oo I $ 2,300.00

• Occasionally a permit is issued that is not captured within the regular categories. Examples of this include permits for schools and fairs .

....

Total Project Value Permit Fee $ 440,200.00 $ $ 549,000.00 $ $ 39,000.00 $ $ 1,028,200.00 $ $ 215,995.00 $ $ 178,900.00 $ $ 1,017,500.00 $ $ 1 ,412,395.00 $ $ - $ $ - $ $ - $ $ - $ $ - $ $ - $ $ - $ $ - $ $ 2,440,595.00 $

Total Project Value Permit Fee $ 47,000.00 $ $ 483,500.00 $ $ 194,500.00 $ $ 725,000.00 $ $ 773,500.00 $ $ 1,796,000.00 $ $ 1,292,400.00 $ $ 3,861 ,900.00 $ $ 648,700.00 $ $ 254,838.00 $ $ 626,000.00 $ $ 1,529,538.00 $ $ 496,500.00 $ $ 181 ,900.00 $ $ 10,500.00 $ $ 688,900.00 $ $ 6,805,338.00 $

4,780.00 5,600.00

765 .00 11 ,145.00

1,174.00 2,494.00

11 ,293.00 14,961 .00

--------

26~06 .00

595.00 8,995.00

640.00 10,230.00 10,964 .00 21 ,428.00 15,709 .00 48,101 .00

7,400.00 2,507 .00 5,422.00

15,329.00 7,792 .00 3,567.00

190.00 11 ,549.00 85,209.00

I New Homes I Number I Value

0 $ 0 $ 0 $ 0 $ 0 $

0 $ 3 $ 869,000.00 3 $ 869,000.00

I 3 $ 869,ooo.oo 1

I New Homes I Number lvalue

0 $ 2 $ 445,000.00 0 $ 2 $ 445,000.00

$ 300 ,000.00 3 $ 630 ,000.00 3 $ 670,000.00 7 $ 1 ,600,000.00

$ 400,000.00 0 $ 2 $ 170,000.00 3 $ 570,000.00 1 $ 175,000.00 0 $ 0 $ 1 $ 175,000.00

r 13 $ 2,79o,ooo.oo 1

TWP

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Committee:

Date:

Department:

Topic:


Administration & Finance

August 12, 2019

By-law Enforcement

2019 2nd Quarter By-law Information Item

/b

In the spring months, the focus has shifted to Clean Yards with a total of 35 requests for service in this area. This includes both received concerns and the By-Law Officer making observations during routine patrols. In the area of parking infractions, a total of 24 tickets were issued during this quarter. There were 17 concerns reported regarding animals.

A significant amount of all concerns and contact with property owners has been resolved with full compliance achieved. There are however, a few files that are being difficult to achieve compliance and several Provincial Offenses Notice have been issued.

The By-Law department will continue to be proactive to situations as routine patrols are conducted in our township and the emails and phone message continue to be received.

In regards to providing supporting statistical reports, we are currently working on enhancing our CityWide Service Request Management software to accurately report on by-law enforcement activity and improve the ease of use. We are also working on establishing a format for a statistical report that can be easily extracted from our Service Request Management software. With improvements in our Service Request Management software it is expected that staff will be able to efficiently record, track and update all complaints and requests for service that are received.

Report submitted by

• John Buffett, By-Law Enforcement Officer • Kevin Lalonde, Chief Building Official

Page 1 of 1

lWP

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Committee:

Date:

Department:

Topic:

Purpose:

TOWNSHIP OF EDWARDSBURGH CARDINAL ACTION ITEM

Committee of the Whole -Administration & Finance

August 12, 2019

Bylaw Enforcement

Proposed By-law Enforcement Policy - Draft

To recommend a bylaw enforcement policy.

Background: The draft proposed By-law Enforcement Policy has been created to provide a formal policy and procedure governing the handling of municipal by-law complaints by the Township and to ensure standardized, thorough, prompt and courteous receipt, processing, investigation and resolution of complaints. This policy is intended to apply to both municipal by-laws and provincial statutes which the Township

is responsible for enforcing.

Policy Implications: Policy documents must be adopted by bylaw.

Financial Implications: None

Recommendation: That Committee recommend that a By-law enforcement Policy be

adopted by Council.

QA~~ Kevin Lalonde, Chief BlJiidin9Q""

Page 1 of 1

Corporation of the

Township of Edwardsburgh Cardinal

TWP EC EDWARDSBURGH CARDINAL • ca

BY-LAW ENFORCEMENT POLICY

Section 1. Purpose

1.1 To provide a formal policy and procedure governing the handling of municipal by-law complaints by the Township and to ensure standardized, thorough, prompt and courteous receipt, processing, investigation and resolution of complaints. This policy is intended to apply to both municipal by-laws and provincial statutes which the Township is responsible for enforcing.

1.2 The Township is committed to the delivery of by-law enforcement services in a timely and effective manner. The goal of these services is to achieve compliance with Township bylaws through education and also through enforcement.

1.3 The Township shall generally operate on a reactive Complaint based process in regards to municipal law enforcement with the exception of a violation that is an immediate threat to health or safety.

1.4 By-law enforcement ensures the proper and consistent enforcement and compliance with the Township's by-laws including but not limited to the following:

• Clean Yard By-law,

• Parking By-law

• Animal Control By-law

• Noise Control By-law

• Zoning By-Law • Municipal Addressing System By-law

• Refreshment Vehicles By-law

• Hawkers & Peddlers By-law • Other municipal regulatory and licensing by-laws as may be enacted from time to

time.

The Ontario Provincial Police are responsible for emergency situations and should be contacted to deal with issues, including but not limited to loitering, trespassing, noise related neighbor or domestic disputes, possible drug activity, vandalism or other possible criminal activity.

1.5 By-laws enforced by others, includes:

• Building By-law- Chief Building Official • Entranceways By-law- Roads Superintendent • Drainage By-law- Roads Superintendent

• Supply of Potable Water By-law- Environmental Services Department • Water & Waste Water By-law- Environmental Services Department

• Open Burning By-law- Fire Chief

Township of Edwards burgh Cardinal By-Law Enforcement Policy- August 6, 2019 Page 2 of 10

Section 2. Definitions

2.1 "Manager" means the Chief Building Official and his or her designate or successor.

2.2 "Complaint" means a Complaint received by the Township, wherein the complainant provides their full name, address, phone number and nature of Complaint in writing using the required form submitted to the Township.

2.3 "Council" means the Council for the Corporation of the Township of Edwardsburgh Cardinal.

2.4 "By-law Enforcement Officer" means a person appointed by the Township for the purposes of by-law enforcement including, a By-law Enforcement Officer and a person authorized by Council or an assigned individual with the responsibility for enforcing and administering this policy.

2.5 "Township" means Corporation of the Township of Edwards burgh Cardinal.

2.6 "Spite Complaint", also known as a Frivolous and Vexatious Complaint, means a Complaint submitted with ill will or with intention of malice towards another person and may include retaliatory Complaints and civil disputes. A Spite Complaint may also be defined as a Complaint that is part of a pattern of conduct by the complainant that amounts to an abuse of the Complaint process. Such a pattern occurs when on three (3) or more occasions a Complaint comes forward on a matter a By-law Enforcement Officer has already dealt with. After discussing it with the Manager, the determination of a Complaint being a Spite Complaint shall be at the discretion of a By-law Enforcement Officer.

Section 3. Attire

3.1 It is important to remember that while on duty, the By-law Enforcement Officer(s) is a representative of the Township of Edwardsburgh Cardinal. Attire is as important as conduct and must reflect the professional standard that is set by the Township. The officer must wear the Township shirt while on duty.

Township of Edwardsburgh Cardinal By-Law Enforcement Policy- August 6, 2019 Page 3 of 10

Section 4. Officer Equipment

4.1 During employment with the Township, the By-law Enforcement Officer(s) will be responsible for all items that the Township provides including; but not limited to:

Items to be kept in vehicle:

• Flashlight

• Safety gloves

• Garbage bags

• Blank complaint forms

• Emergency phone numbers

• First aid kit

Items to be kept on person:

• Notebook

• Charged cell phone

• Township shirt

• Badge and ID Card

• Part I ticket book

• Business Cards

Section 5. By-Law Complaint against Council Member or Township Employee

5.1 All complaints filed against members of Township Council or an employee of the Township with respect to an alleged by-law infraction shall be treated in the same manner as all complaints. Care shall be given to ensure that all records in relation to a complaint against a member of Council or a Township employee remain confidential. The Officer receiving the complaint shall notify the Manager immediately and provide details of the complaint.

Section 6. Notebooks/Journals

6.1 The Officer's notebook/journal is the most important item used. The prosecution will use it in court as evidence and it will come under cross-examination by the defence. It MUST be kept up to date and as accurate as possible. Records are kept of all daily actions including times, dates, weather and any observations. Actions taken are recorded in the notebook immediately after an incident has taken place or the soonest possible time after. The notebook/journal is the property of the Township and shall be handed in at the end of contract or upon demand.

Section 7. Occurrence Records


7.1 Written occurrence reports are required for every alleged infraction and are to be kept up to date with all pertinent information. The reports are to be kept in the Township's Service Request Management (SRM) software.

Section 8. Complaint Procedure

8.1 All by-law complaints from the public, staff and members of Council shall be made in writing by the complainant on the prescribed form (appendix "A"). With the exception of Township staff, all complainants must live or own property in the Township of Edwardsburgh Cardinal. The complaint form is a standardized form that must be complete and contain particulars of the alleged breach, and be signed by the complainant. These complaint forms are available on the Township's website, by mail or can be picked up and filled in at the office. Anonymous and/or incomplete complaints will not be investigated.

8.2 Complaints are to be acted upon as quickly and responsibly as possible. Complaints are required in writing in order to help alleviate Spite Complaints where one neighbor is feuding with another. The requirement for a signature protects the Township from being accused of discriminating against a citizen.

8.3 The name and any personal information provided by the complainant shall be maintained in strictest confidence in accordance with the Municipal Freedom of Information and Protection of Privacy Act and shall not be intentionally divulged to any member of Council, non-essential Township staff, the public or media unless so ordered by a Court or other tribunal or body of competent jurisdiction. However, if the matter goes to court, the complainant could be called to testify and give evidence to substantiate the Township's position.

8.4 Pursuant to section 8.1 of this policy; once a Complaint has been filed, other than acknowledgement of receipt of the Complaint, no follow up, involvement, information or correspondence regarding the Complaint shall be provided to the complainant as the process is protected by the Municipal Freedom of Information and Protection of Privacy Act.


8.5 Notwithstanding section 8.2 of this policy; complaints received by the Township will be categorized for the purpose of response. The Categories will be established based on the threat to the public and property and will be as per the following schedule:

COMPLAINT PRIORITIZING SCHEDULE

Priority Category of Complaint Response Time Level

A Threat to personal safety imminent 2 Days

B Threat to property which may affect personal safety 4 Days

c Threat to property with no personal safety issues 2 Weeks

D No threat to person or property 3 Weeks

8.6 If an Officer observes a by-law contravention during the course of their duties that poses a Health and Safety risk to either themselves or to the public, they must act upon it. In this case, the By-law Officer will prepare the complaint form for filing purposes.


8.7 Complaint Procedure

Below is the flow chart that is to be followed when a complaint is received by an Officer:

j .-------

Section 9.

By-law in fraction

Speak with Owner (If possible)

Send NOV with Compliance Date

Check for Compliance

Compliance Achieved

Close Occurrence Input into SRM

and Property File

Investigation

I

Complaint received

Occurrence input to SRM software &

Investigate

r

No By-law Infraction

Close Occurrence Input into SRM

and Property File

--"

Non Compliance

Send OTC with Final Compliance

Date

Check for Compliance

Non Compliance Proceed with ~ Issuing Part I or

Part Ill Charges


9.1 Once a signed complaint has been received on the appropriate form, it is entered into the Township's Service Request Management software, and given a file number for reference. The Officer will refer to the By-law in question to familiarize himself/herself before he/she conducts a site investigation.

The term "site investigation" is the general term that refers to any investigation that is conducted. Some occurrences may involve people rather than property and the investigation should be focused accordingly. The Officer will conduct an inspection and observe the state of the property as it relates to the complaint in question, recording as much detail as possible, and taking pictures when possible. The Officer must identify themselves and explain the purpose of their visit. When dealing with the occupant, the Officer is required to be firm, fair and polite.

The By-Law Enforcement Officer does not get involved in a neighborhood dispute or Civil matters.

If during the investigation the Officer is threatened in anyway, he or she will withdraw from the situation and contact the OPP immediately.

9.2 Once an Officer has completed their site investigation, their findings are recorded in the Township's Service Request Management software. Further investigation may be required to determine whether or not a contravention has taken place, including consulting with other Township managers. If at the end of the investigation, the Officer has found that no by-law contravention has been made, he or she will contact the complainant to inform them of the findings. The Township's Service Request Management software and other records will be updated to indicate that the file has been closed.

9.3 If an Officer has found that a by-law is being contravened, in addition to updating the Township's Service Request Management software and other records, he/she will provide an initial warning to the person by any of the following four (4) methods:

a. In person (if not at home will leave a written notification); b. By telephone (if phone number is available); c. Email (if email address is available); or d. Prepare and deliver a Notice of Violation by mail.


Section 10. Notice of Violation {NOV}

10.1 The Notice of Violation is a letter that is sent by mail to the registered owner of the property involved with the contravention. The owner may not actually live at the property, but is legally responsible for it.

The NOV letter will include the roll number and physical address of the property, the name of all registered property owners, the by-law and section of the by-law under which the contravention has occurred, the nature of the offense being committed, the required action to be taken to comply with the by-law and a date of required compliance.

If no response is received within the time period specified in the Notice, the Officer will follow up to attempt to confirm delivery and to speak with the owner regarding the infraction and corrective measures. When deemed appropriate, the Officer may conduct a site visit with the owner or his/her agent to discuss remedial actions and timelines.

Section 11. Order to Comply {OTC}

11.1 The Township makes every effort to gain voluntary compliance. When this is not accomplished, an Order to Comply is issued to the owner and a final deadline is issued. The format used is similar to the NOV. If compliance is not gained within the time frame given in the OTC, the Officer may initiate court proceedings under Part I or Part Ill of the Provincial Offences Act. If the situation warrants, for example a threat to public health or safety, the Township may remove or resolve a non compliance at the property owner's expense.

Section 12. Issuance of Provincial Offence Fine

12.1 Part I {Set Fine)

Where set fine approval has been received for a by-law, the officer may issue a Provincial Offence Notice to the defendant. This is a ticket that is issued usually for a first time offence of a minor matter.

12.2 Part Ill {Information)

Part Ill information is used for more serious offences and for bylaws that do not have set fine approval (e.g. Zoning By-law). This proceeding starts with an information and summons package which is sworn before a Justice of the Peace and alleges an offence. The Justice of the Peace has the discretion to sign the information and summons. It is important to ensure court dates available with the Court office, Township's prosecutor, officers and any witnesses. All Part Ill documentation should be verified by the Township Prosecutor prior to being sworn before a Justice of the Peace.


Section 13. Closing an Occurrence

Once an occurrence has met compliance, the occurrence must be closed and the Township's records updated accordingly.

Section 14. Review Cycle

This policy shall be reviewed annually by the Manager.


TWP

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Committee:

Date:

Department:

Topic:


Administration and Finance

August 12, 2019

Treasury

Tax Arrears as of June 30, 2019

Background: A staff report was provided to Committee on February 11 1h, 2019 that

demonstrated the progress that was made during 2018 on collections of tax arrears.

The taxes receivable was $720,202.19 at the end of December 31, 2018. As an update to the collection progress see attached taxes receivable report as of June 30, 2019 which shows that the current balance of tax receivable is $677,480.31 even after the billing of the 2019 interim taxes in March.

An analysis of prior year tax receivables at year end is shown in the chart below:

600,000

400,000

200,000

0

2010

Analysis of Total Tax Receivables 2010-2018

2011 2012 2013 2014 2015 2016 2017 2018

Page 1 of 2

As of December 31, 2018, a total of 93 properties had a balance of tax arrears over 2 years. Currently there are 32 properties that have a balance of tax arrears over 2 years.

A tax sale of two of properties will be held on September 4th, 2019, if the full payment of the arrears is not received before that date

In accordance with the Credit and Collections Policy, staff will mail out letters in September to any property owners that would potentially have two years of taxes owing by the end of 2019 advising that the tax account would be eligible for tax registration if the arrears are not cleared by the end of the year.

A review of the types of payments made to 3,995 tax accounts indicates that currently approximately 40.5% of payments are received electronically:

~ 668 or (16.7%) properties are set up on pre-authorized payment plans with the Township receiving an average of $142,000.00 at the end of each month

~ 805 or (20.2%) tax accounts are set up with a mortgage company that remits tax payments on or before the due dates in March and August. .

~ On a monthly basis, the Township receives approximately 145 or (3.6%) internet banking payments averaging $50,000.00 with more payments received in the billing months of March and August.

Treasurer

Page 2 of 2

Amount Owing as of

Tax year December 31, 2018

2018 $441,888.99

2017 $145,801 .81

2016 $34,900.70

2015 $20,034.13

2014 $12,097.38

2013 $8,326.33

Tax Sale Property * $7,693.87

Penalty & Interest Owing $49,458.96

Total Tax Arrears Receivable $720,202.17

2019 current Tax Receivable

Total Tax Receivables

Township of Edwardsburgh Cardinal

Taxes Receivable

as of June 30, 2019

Amount Owing as of

June 30, 2019 Amount collected

$277,584.56 $164,304.43

$40,193.87 $105,607.94

$16,450.53 $18,450.17

$16,969.68 $3,064.45

$11,744.16 $353.22

$7,052 .33 $1,274.00

$10,356.27 ($2,662.40)

$39,117.00 $10,341.96

$419,468.40 $300,733.77

$258,011.91

$677,480.31

*The Tax Sale Property amount of $10,356.27 is the costs associated with three tax sale properties that were vested with the Township and held for resale. This amount will be collected from the

proceeds of sale when the lands are declared surplus and sold. ---

TWP

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Committee:

Date:

Department:

Topic:


Committee of the Whole - Admin & Finance

August 12, 2019

Administration

Cyber Liability Insurance Coverage

Purpose: To obtain approval from Council to add Cyber Liability to the municipality's insurance package.

le

Background: There have been several reports in the media recently with respect to municipalities being targeted by "ransomware" or cyber extortion. Additionally, there are occasional reports of privacy breaches from entities that maintain people's personal information.

The municipality's insurance broker has provided a quote for cyber insurance specifically designed for the municipal sector. The Township takes many precautions, including a robust security package from our IT consultant, and staff training, to mitigate risks. The IT service provider has been consulted and advised that several of their clients have already purchased such insurance and that it is their opinion that the extra layer of security is warranted.

In addition to the insurance coverage, this policy provides access to expertise in responding to any incidents.

Policy Implications: None.

Financial Implications: This expenditure is unbudgeted for 2019 and while the impact is relatively small this year, it is anticipated that this expenditure will be added to the annual insurance cost in years to come.

The quote received for one year's coverage is $7,156.00 +PST ($7,728.48). This would be pro-rated over the remainder of the term (March 1, 2020) and result in an additional cost of $644.04 per month. Assuming an effective date of September 1, the 2019 impact is $2,576.16.

Page 1 of 2

Recommendation: That Committee recommends to Council that the Township purchase a cyber insurance policy through the broker of record, BFL Canada, effective September 1, 2019.

7!1:.~~ Tr asurer

Page 2 of 2

Corporation of the Township of Edwardsburgh Cardinal

;r·--------------------------~

1. CYBERINSURANCE Insurer: AIG Insurance Company of Canada (100%)

Term: Annual (can be adjusted to expire with municipal program)

Option 1:

Option 2:

Option 3:

Limits

$250,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

$15,000

Limits

$250,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000

$15,000

Limits

$250,000 $3,000,000 $3,000,000 $3,000,000 $3,000,000 $3,000,000 $3,000,000

$25,000

Coverage Description

Media Content Insurance Security & Prtvacy Liability Insurance Regulatory Action Sublimit of Liability Network Interruption Insurance Event Management Insurance Cyber Extortion Insurance Aggregate Limit all coverages above Deductible per occurrence

Description

Media Content Insurance Security & Privacy Liability Insurance Regulatory Action Sublimit of Liability Network Interruption Insurance Event Management Insurance Cyber Extortion Insurance Aggregate Limit all coverages above Deductible per occurrence

Description

Media Content Insurance Security & Prtvacy Liability Insurance Regulatory Action Sublimit of Liability Network Interruption Insurance Event Management Insurance Cyber Extortion Insurance Aggregate Limit all coverages above Deductible per occurrence

12 hour Waiting Period with respect to Network Interruption Insurance

ff:~> BFL "~ l) CANADA

lWP

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Committee:

Date:

Department:

Topic:


Committee of the Whole- Admin & Finance

August 12, 2019

Treasury

Credit Card Policy Amendment

Purpose: To obtain approval from Council to amend schedule A of the credit card policy bylaw 2013-62 as per a recommendation from the auditor's management letter dated May 27, 2019.

t+

Background: Subsequent to the 2018 financial audit performed by MNP LLP, a management letter was presented to council that made recommendation that there be a segregation of duties with respect to approvals of credit card purchases. In reference to credit card purchases, the letter stated- "The CAO should approve treasurer's purchases and the council should review the GAO's in detail and sign off as approval. "

The existing policy and the proposed amendment to Schedule A are attached .

Policy Implications: A bylaw is required to amend a policy.

Financial Implications: The auditor's recommendations will increase financial controls over spending .

Recommendation: That Committee recommends to Council that an amendment to Schedule A of the Credit Card Policy Bylaw 2013-62 to incorporate aud itor's recommendations pertaining to segregation of duties and approval process.

Qwv2 ~o\ . Treasurer

Objective:

Appendix A Corporate Credit Card Policy

---1 Formatted: Left: 0.5'', Right: 0.5'', Top: 0.5", Bottom: . 0.5"

The following policy applies to all operations and employees of the Township. The use of the credit must be in compliance with all other policies of the Township. The objective is to maintain financial and operational management controls while being able to streamline and simplify the purchasing process. To give the end user a tool to purchase lower value items with minimal procedural obstacles, subject to provisions of this policy.

Overview:

Credit cards will be issued to Township Managers as listed below, the Treasurer and the Chief Administrative Officer who, in the course of their regular duties, are responsib le for making purchases on behalf of the Township. The purpose of the cards is to purchase goods or services not covered under some other form of purchase agreement where Vendor credit has already been estfblished .

Spending limits shall be as follows:

Chief Administrative Officer/Clerk : Treasurer Genera l Manager, Port of Johnstown Director of Operations Recreation, Parks, Facilities Manager Fire Chief Chief Building Official w/' CEO/Librarian

$5000 / $5000 "$5ooo S3SOO $3500 $3500 $2000 $2000

The Mayor shall also have a credit card with a spending limit of $2000, and shall be subject to this policy.

General Guidelines: " • The card will only be used with companies that are Visa merchants, provided the purchase falls within

the spending limit of the card(:lolder.

• The liability for cha rges on the credit card f ests with the cardholder's department.

• The Township is not1iable for unauthorized use of the card after notification to Vi sa of the loss, theft or cancellation of the card.

• The Township will pay the sales taxes on all invoices but will continue to receive the HST rebates or input tax credits in the normal manner.

Cardholder's Responsibilities:

• The recipient of the card is required to sign an "Acknowledgement of Responsibilities and Obligations" form which acknowledges the card was received and will only be used for authorized purchases.

• Use of the card must be authorized by the individual whose name appears on the card.

• The back of the card must be signed by the cardholder as soon as it is received . • The card must be kept in a secure location when not in use.

• The card must not be left in a vehic le. • If lost or stolen, the cardholder must report to Visa and the Chi ef Administrative Officer immediately.

• The cardholder must return t he card to the Chief Administrative Officer: upon request upon termination or resignation of employment, or when the card is no longer required.

• The ca rdholder must maintain and include necessa ry details on the receipt, and forward to the Accounts Payable Clerk on a weekly basis.

• The card shall not to be used for personal use purchases or to obtain cash advances. If it is determined that the card is used for personal rea sons, the employee is required to immediately reimburse the Township. The Chief Administrative Officer may cancel the credit card if used for personal use or any other inappropriate use.

Treasury Responsibilities:

• Accounts payable will process credit card account payments in a timely manner in an effort to avoid interest charges. ;/"

• Maintain an up to date registe r of cardholders.

- Ensure compliance with Township procurement and related policies

• MeR iter FReRtl:tlv ereelit earel aeti·1ity, a REI fellew l:lfl eR aRy eliseref'laReles. Rj!f'I9Ft aR'r l:lRreselveel eliseref'laReies te tl:te Cl:tief ,0,EIFRiRistrative Offieer.

• Provide ass istance for credit card account disputes.

Chief Administrative Officer Responsibilities: - Ensure issuance of credit cards in accordance with this policy.

• Review Treasl:lrer ref'lerts as fl ~eessarv .

• Communicate the credit card policy and internal procedures to all cardholders .

_• _ Cancel and/or recall of credit cards.

• Review and approve monthly credit card statements for each Township Manager & Treasurer. excluding the General Manager, Fi>rt oflohnstown.

2 •

Mayor and C -Review and approve the month y credit card statement of the CAO

Formatted: Indent: Left: 0.5'', No bullets or numbering

Formatted: Left

Formatted: Ust Paragraph, Bulleted + Level: 1 +Aligned at: 0.2S" + Indent at: 0.5"

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Employee Acknowledgment of Responsibilities and Obligations

• for the Use of the Township Credit Card

I understand that the card is approved for corporate purchases only, and I agree not to charge any personal purchases. I agree to immediately notify the Royal Bank if the card is lot s1 or stolen . I further agree to confirm the telephone ca ll by mail or facsimile with copy of such notification to the Chief Admin istrative Officer. I agree to surrender the card immediately upon termination of employment with the Township of Edwardsburgh/Cardina l whether for retirement, resignation or termination . I understand that the card is issued in my name under the Corporation of the Township of Edwardsburgh/Cardinal. I will undertake to protect the card and card account number from unauthorized use and realize that it is for my use onl.~and not to be divulged to any other person (except a merchant with whom I am t ransact ing business on behalf of t he Township of Edwardsburgh/Ca rdinal) All charges will be billed to the Township of Edwardsburgh/Cardinal and pa id by the Township of Edwardsburgh/Cardinal. The Royal Bank cannot accept any monies from me directly; therefore any personal charges billed to the Township of Edwardsburgh/Cardinal will be considered misappropriation of public funds:' / I understand that the card is the property of the Royal Bank of Canada assigned to me on beha lf of the Township of Edwardsburgh/Cardina l and I agree to comply wit h interna l contro l procedures designed to protect corporate assets. I understand that the card may be revoked by the Chief Administ rative Officer for failure to adhere to established polic~s and procedures / I understand that the Township ";fi ll receive a monthly statement and that I will verify all purchases, provide t he receipts and forward to the Accounts Payable Clerk. The rece ipts must be submitted

on a weekly basis. "'-" I understand that the card is not provided to all employees and assignment of a card is based on the need to purchase goods and services for the Township of Edwardsburgh/Cardinal. The card is not an entit lement; nor is it reflective oftitle or position in any way. I have received a copy of the Policy, have been afforded the opportun ity to seek clarification and fu lly understand the Credit Card User Guidelines.

I,-------.,..,...,.------,-------=-- hereby acknowledge rece ipt of the Credit (Print Name)

Card issued by the Royal Bank of Canada, Card Number-------------(Print Card Number)

(Cardholder Signature) (Date)

Chief Administrative Officer (Date)

Formatted: List Paragraph, Left, Indent: Left: 2", First li ne: 0.5''

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Committee:

Date:

Department:

Topic:

TOWNSHIP OF EDWARDSBURGH CARDINAL

ACTION ITEM

Committee of the Whole -Admin & Finance

August 12, 2019

Administration

Service Delivery Review RFP Results

Purpose: To recommend award of the Service Delivery Review project to WSCS Consulting Inc.

Background: On June 10 the GAO/Clerk was directed to issue an RFP for an internal service delivery review. The request for proposals closed on August 6 and four responses were received. Staff has analyzed the responses against the requirements of the RFP. A copy of the scoring sheet that was included in the RFP is attached for your reference. Also attached is a table summarizing the results.

Policy Implications: Unbudgeted purchases and purchases with a value greater than $50,000 require Council approval.

Financial Implications: Staff's recommendation on June 10 was that the cost of the service delivery review be paid from the Modernization Fund received from the Provincial government in March 2019. WSCS Consulting submitted the lowest cost proposal at $61,421 plus HST.

Recommendation: That Committee recommends to Council that: 1. The service delivery review project be awarded to WSCS Consulting Inc. at the

quoted price of $61,421 plus HST 2. A 10% contingency be established to cover unforeseen and extra in-house costs

for the project 3. The full cost of the project be covered from the Ontario Modernization Fund.

Page 1 of 1

Evaluation of each proposal relative to the others shall give due consideration to:

Weight

A) Company Profile/Service/Support and References 25% B) Proponent's capability to perform this Contract shall be 25%

based on the firm's prior experience C) Purchase Price 25% D) Product review, and any additional value-added 25%

services included in the Proposal at no additional cost

Method of Evaluating Cost

10

9

8

7

6

5

4

3

2

1

cost of lowest proper proposal x full weight of cost criteria

cost of proposal being evaluated

Excellent

Very Good

Good

Average

Poor

Very Poor

Unsatisfactory

Exceeds the requirements of the criterion in superlative beneficial ways/very desirable.

Exceeds the requirements of the criterion in ways which are beneficial to the Township's needs

Exceeds the requirements of the criterion but in a manner which is not completely beneficial to the Township's needs

Fully meets all requirements of the criterion.

Adequately meets most of the requirements of the criterion. May be lacking in some areas which are not critical.

Addresses most, but not all, of the requirements of the criterion to minimal acceptable level. May be lacking in some areas which are not critical.

Barely meets most of the requirements of the criterion to the minimum acceptable level. May be lacking in some areas which are not critical.

Minimally addresses some, but not all, of the requirements of the criterion. Lacking in critical areas.

Very Poor to Unsatisfactory

Does not satisfy the requirements of the criterion in any manner.

Page 3 of 32 Township of Edwardsburgh Cardinal

Service Delivery Review

SDR RFP ADM 2019-01 Township of Edwardsburgh Cardinal August 6, 2019

Profile Experience Price Product Total Score Cost (Plus

Proponent x/250 x/250 x/250 x/250 x/1000 HST) Additional Comments

Experience with small and rural

WSCS Consulting 175 200 250 175 800 $61,421 municipalities. Based in Perth.

Delivery date November 30,

2019.

Toronto-based; experienced with

MNP 175 175 219 200 769 $70,000 large urban municipalities.

Delivery Date December 31,

2019.

Maclaren Municipal Small and rural experience;

Consulting 150 175 235 200 735 $65,250 Ottawa based. Delivery date

January 31, 2020

Only a short cover letter plus the

Soterium Inc. 75 100 176 25 376 $87,000 Bidders Information Form was

provided.

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Committee:

Date:

Department:

Topic:


Committee of the Whole -Admin & Finance

August 12, 2019

Administration

Purchase of Property from lngredion

Purpose: To obtain authorization to enter into a Purchase and Sale Agreement with lngredion for vacant property on James Street in Cardinal.

Background: lngredion purchased the former Benson School Property in April of 2019. Included in that purchase was a vacant lot on the north side of James Street that had been used by the staff at the school for parking.

lngredion had inquired about fencing the entire School Board property, including the vacant lot. At that point, the municipality expressed interest in purchasing the vacant lot, rather than have it fenced off with industrial style fencing. The intent was that the property would remain as a parking lot, as off-street parking is somewhat limited in the village.

Policy Implications: The parcel is zoned MCR (Main Street Commercial Residential) and a parking area is a permitted use. The property is 38 x 91 (3,458 sq. ft.). It is undersized for either a commercial or residential use

Financial Implications: At the request of lngredion, and based on a recent appraisal done for the vacant lot on Dundas Street, an informal offer of $2.42 per square foot was forwarded to the plant manager. The total purchase price would be $8,382, which was deemed acceptable. There would be some additional costs for HST and legal fees. It is not anticipated that a survey will be necessary.

If the municipality proceeds with this purchase and proposed use, there will be minor annual costs for clearing snow and general maintenance.

The cost of the purchase could be drawn from the Cardinal Hydro Reserve Fund. The balance in the fund at June 30, 2019 was $113,928.56.

Page 1 of 2

Recommendation: That Committee recommends to Council that: 1. The Township enter into an Agreement of Purchase and Sale with lngredion for

property described as Lot 245, Plan 25 in the Village of Cardinal. 2. The Mayor and CAO/Cierk be authorized to execute the required documents. 3. The total cost of the purchase be funded from the Cardinal Hydro Reserve Fund.

Page 2 of 2

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Committee: Public Works, Environmental Services & Facilities

Date: August 12th, 2019

Department: Operations

Topic: Operational Efficiencies Measures

l~

Background: In an effort to reduce the cost of communications and increase reliability, ES has terminated Bell cellular service and migrated to TELUS, who is the cellular supplier for all other Township services. Environmental Services had been with Bell because that was the only reliable cell service available in the area of the Wastewater Treatment Plant.

On June 4th, staff installed a Weboost cellular phone signal amplifier in the Cardinal WWTP. The unit was tested and found to increase cell phone reception significantly. The effort was undertaken to provide for the reduction of the Bell cellular service and call-out pager associated operational costs by allowing migration to TELUS with a textbased call-out system.

Savings on base charges by switching to TELUS- $15.82/month/phone ($949.20/yr.).

Page 1 of 1

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Committee:

Date:

Department:

Topic:



August 12th, 2019

Environmental Services

OMS 3rd Party Audit Report

(o J

Background: To maintain accredited operating authority status as part of the Municipal Drinking Water Licence program, the Township is required to complete a 3 year accreditation cycle of external audits . NSF International Strategic Registrations is the company that conducts the 3rd party audits for the Township.

On June 26, 2019 NSF International Strategic Registrations conducted year (2) two of a (3) three year cycle. Year one and two are off-site audits consisting of document uploads, review and teleconference call. Year three is the on-site accreditation audit.

The quality management system consists of 21 elements. The system is built on a continual improvement model consisting of plan, do, check and improve components.

A copy of the audit report is attached for your review and receipt. In summary, the system is functioning effectively with no areas of non-conformance noted. Two opportunities for improvement were noted for consideration and these items will be discussed at the management review meeting scheduled for August 12th, 2019.

We would like to take this opportunity to thank staff and council for their efforts and commitment to the drinking water quality management system.

NSE NSF lnternatjonal Strategic Registrations Audit Report

Edwardsburgh/Cardinal Environmental Services 4000 John Street Cardinal, Ontario KOE 1 EO CAN

C0121469

Audit Type DWQMS System Audit

Auditor Subhash Chander

Standard Ontario's Drinking Water Quality Management Standard Version 2 (Exp Date: 1 0-SEP-2020)

Audit Date(s): 06/26/2019 - 06/26/2019

Recommendation Ontario's Drinking Water Quality Management Standard Version 2 : DWQMS System Audit Complete with Changes to Certificate

Site Information The audit was based on a sampling of the company's management system.

Industry Codes NACE:E 41

Scope of Registration Ontario"s Drinking Water Quality Management Standard Version 2 : Cardinal Drinking Water System & Edwardsburgh Industrial Park Distribution System, OAP 155, Entire Full Scope Accreditation

NSF International Strategic Registrations 1 www.nsf-isr.org 7/12/2019 214

Opportunities for Improvements 0 • I D. k" w ntano s nn mg ater Q rt M ua lty anagemen t s d d v tan ar ers1on 2 Opportunity Observations I Auditor Notes

Opportunities for Location of OFI Improvements Element 2.Quality Management System Policy; (DWQMS)-01 Discussed With

Eric Wemerman; Description "Words Clear and safe drinking water"- could be added;

Processes 0 t . I D . k" w t Q rt M n anos nn mg a er ua 1ty anagemen t St d d V an ar ers1on 2 Process Name Observations I Auditor Notes

Processes or Activities Describe whether the process is effective or not (effectiveness should be (DWQMS)-01 supported with specific data/records/results). Include strengths &

weaknesses of process: Process is effective- No complaints from clients ;

Audit Summary Matrix

NSF International Strategic Registrations 1 www.nsf-isr.org 7/12/2019 314

NSF International Strategic Registrations I www.nsf-isr.org 7/12/2019 414

Printed: August 6, 2019

NSF-ISR Canada Audit Agenda- Ontario Drinking Water Quality Management Standard (DWQMS)

Customer Name:

Customer Contact:

Audit Criteria/Standard{s):

Scope of Registration:

Audit Objectives:

Type of Audit:

Edwardsburghl Cardinal Environmental Services 400 John Street, Cardinal, On, KOE lEO

C0121467 155-AOl JO 513200 Visit # 1837863

Eric Wemerman, QMSR Ph. No. 613-657-3765

E-mail: [email protected]

Ontario's Drinking Water Quality Management Standard

Maintenance of the Entire Full Scope Accreditation

Determine if certification should be continued.

D Initial Full Scope Systems Audit D Initial On-site Full Scope Verification Audit XD Off-site Full Scope Systems Surveillance Audit D On-site Full Scope Verification Audit

Audit Date(s): June 26, 2019

Number of Shifts:

Audit Duration: 9 (in hours)

Audit Team: Lead Auditor: Subhash Chander:

Team Auditor(s), if applicable: None Technical Experts, if applicable: None Observers, if applicable: None

Revision of the audit plan: No Audit Working Language: English Audit Reporting Language: English Resource Requirements: None

Additional Agenda Items:

Email: [email protected] Phone Number: 613-723-5874 or Cell 613-558-5874

• List of Sampling Plan Locations to be audited: Industrial Park - Edwardsburg W.D.S. and Cardinal D. W.S. • Are the number of hours sufficient for conducting this audit based on operational plan changes, additional facilities,

etc?

X D Yes D No, the Customer Relations Manager (CRM) has been contacted.

Note I: The audit plan is a guideline and the scope of the audit is defined by the 21 elements in operational plan and current certificate. Adjustments can be made as needed during the course of the audit to accommodate audit trails and customer availability as much as possible. For On-site Full Scope Verification Audits, the plan will give consideration to the management systems performance over the last Off-site Full Scope Systems Annual Surveillance Audits in the previous cycle.

Note 2: Auditors assume all information included on this audit p lan is correct, unless notified otherwise by the operating authority.

AESOP 12544; ISSUE 1; STATUS-PUBLISHED; EFFECTIVE OS OCT 2012 This is a confidential document and may be reproduced only with the permission ofNSF-ISR. Page 1 of2

Date Time Applicable Activity Document Required

2019-06- 8:30Am Opening Meeting 26

Review of Changes to the Organization To be determined Aoolicable Sam olin!! Plan Locations

Management Processes & DWQMS reauirements

-Overview of Processes and Objectives Status of Approved - Management Review Data actions Status of CAR's - Internal Audit Results if any -Corrective Actions (non-conformity)

-Preventive Actions (plan, do, fix) DWOMS Reauirement

1. Quality Management System 2. Quality Management System Policy

Signed Copy by latest 3. Commitment and Endorsement elected officials Not on OR chart?- 4. Quality Management System Appointment letter Representative Electronic & logs 5. Document and Records Control Main Breaks, Leakage 6. Drinking-Water System protection, Backflow preventers, Cross connection issues etc. CCCP's & latest risk 7. Risk Assessment discussions

8. Risk Assessment Outcomes Defmed Tasks 9. Organizational Structure, Roles,

Responsibilities and Authorities Latest Certifications 10. Competencies Coverage Chart 11. Personnel Coverage OR Chart 12. Communications Evaluation 13. Essential Supplies and Services 5 or 10 year plan 14. Review and Provision oflnfrastructure Data on Main Breaks, 15. Infrastructure Maintenance, Leakages, BF Rehabilitation & Renewal preventing Valves-trends Frequencies & Results 16. Sampling, Testing and Monitoring Sample of outsourced 17. Measurement & Recording Equipment service supplier's Calibration and Maintenance certification Exercise attendance & 18. Emergency Management Mock-up excercise Trends and factual 21. Continual Improvement data; Customer Complaints

2019-06- 17:30Pm Closing Meeting 26

Timings would be adjusted to suit the availability of personnel.- Please have the attendance of ORO. Lunch time break may be between 12: 15 and 12:45 - for half an hour

AESOP 12544; ISSUE l ; STATUS-PUBLISHED; EFFECTIVE 05 OCT 2012 This is a confidential document and may be reproduced only with the permiss ion ofNSF-ISR.

Printed: August 6, 2019

Lead Auditor /Applicable Team Auditor(sJ Subhash Chander

Off-site Audit for 2 sites Water Supply System

As per V2 .o ofDWQM-standard

Page 2 of2

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Committee: Administration & Finance

Date: August 12th, 2019

Department: Environmental Services

Topic: Cardinal Water Pollution Control Plant MECP Inspection Report

Background: On January 7th, 2019, an announced inspection of the Cardinal Water Pollution Control Plant was undertaken by Mr. Daniel White, Provincial Officer/Inspector for the Ministry of the Environment, Conservation and Parks.

The inspection examined compliance with various applicable Federal and Provincial Acts, Regulations, Permits, Training and Certification requirements. Plant effluent and V2 samples were collected by the Inspector to be analyzed at the MECP Laboratory.

The inspection found no areas of non-compliance with regulatory requirements. One (1) best practice issue and recommendation was identified. Staff is working on updating the biosolids contingency plan.

Attached is a copy of the Summery of Recommendations and Best Practice Issues for review. The full report can be made available to committee members upon request.

Page 1 ofl

Ontario8 Ministry of the Environment, Conservation and Parks Inspection Report

SUMMARY OF RECOMMENDATIONS AND BEST PRACTICE ISSUES

This section provides a summary of all recommendations and best practice issues identified during the inspection period. Details pertaining to these Items can be found In the body of the Inspection report. In the Interest of continuous improvement In the Interim, it is recommended that owners and operators develop an awareness of the following Issues and consider measures to address them.

1. The owner of the facility did not have written contingency plans or other management methods in place to be used in the event that the facility's sludge storage capacity was not sufficient. The inspector reviewed the contingency plan for the Cardinal WPCP and observed that the plan did not contain a written contingency plan, or other defined management methods to be used in the event the sewage works had insufficient sludge storage capacity, a malfunction of the ATAD occurs, or in the event that inclement weather interfered with the ability to utilize biosolids.

The Cardinal WPCP was designed with:

A 45 m3 waste activated sludge storage tank; A 1 0 m3 thickened waste activated sludge storage tank; Two 18.6 m3 ATAD sludge digesters I reactors; and A 712m3 digested sludge storage tank.

According to information provided in the 2017 and 2018 Annual Reports for the sewage works, the daily digested sludge production volume produced by the sewage works averages approximately is 2.00 m3/d. Taking into account the 712m3 digested sludge storage tank only, the Cardinal WPCP has approximately 356 days of on·site sludge storage.

The ATAD stabilized biosolids produced by the Cardinal WPCP is transported off.site by Terrapure (formerly Third High Farms) to alkaline stabilization plant where it is further stabilized Presently available biosolids storage at the Cardinal WPCP would be only limited by the ability of Terrapure to accept biosolids.

Recommendation:

Post inspection the inspector was advised by ECES a contingency plan was being developed to address a scenario under which Terrapure's ability to accept biosolids may be compromised, including obtaining tentative agreement from the City of Ottawa's Robert 0. Pickard WPCP to accept solids from the Cardinal WPCP on an emergency basis. ECEC also advised once a formal agreement has been obtained from the City of Ottawa's Robert 0. Pickard WPCP, a final contingency plan will be developed.

Report Generated for whileda on 24/06/2019 (dd/mm/yyyy) Site#: 120002503 WN CARDINAL WPCP Date of Inspection 0710112019 (dd/mmlyyyy)

Page 28 of29

Ontario& - ·----------

SIGNATURES

Inspected By:

Dan White

Reviewed & Approved By:

James Mahoney

Review & Approval Date: 25/06/2019

Ministry of the Environment, Conservation and Parks Inspection Report

Signature: (Provincial Officer)

~~ Signature: (Supervisor)

Note: This inspection does not in any way suggest that there is or has been compliance with applicable legislation and regulations as they apply or may apply to this facility. It is, and rematns. the responsibility of the owner and/or operating authority to ensure compliance with all apphcable legislative and regulatory requirements.

Report Generated for whiteda on 24106/2019 (dd/mm/yyyy) SHe#. 120002503 WN CARDINAL WPCP Date of Inspection 07/01/2019 (dd/mmlyyyy)

Page29of29

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Committee:

Date:

Department:

Topic:



August 12, 2019

Operations

Traffic Volume and Speed Counters -Centre Street

Background: Staff was asked to install traffic counters near 53 Centre Street in Spencerville. The request was in response to concerns raised with vehicle speeding and child safety.

Data was tabulated in both directions between June 20th and July 11th. 2019.

The attached tables show the average 85th percentile to be 66km/h (eastbound at 53 Centre) and 68km/h (westbound at 46 Centre) in a posted 50 km/h zone. The results indicate that traffic speed during the monitoring period is above the 60 km/h tolerable limit.

The information was forwarded to the road authority and OPP for further follow up.

Page 1 ofl

My Custom Report Location: Centre Street

Address:

Speed Limit:

46 Centre Street, Edwardsburgh/Cardinal, Ontario, Canada

From schedule 50 km/h

Date/Time tfotal Vehicles Count tfolerated Speed

#of Speed Violations %of Speed Violations (KM/H)

2019-06-20 387 H 60 278 72%

2019-06-21 1198 H 60 929 78%

2019-06-22 1040 H 60 776 75%

2019-06-23 975 H 60 759 78%

2019-06-24 1117 H 60 838 75%

2019-06-25 1098 H 60 847 77%

2019-06-26 1153 H 60 890 77%

2019-06-27 H 1296 H 60 H 1007 78%

2019-06-28 1130 H 60 887 78%

2019-06-29 911 H 60 704 77%

2019-06-30 916 H 60 676 74%

2019-07-01 855 H 60 673 H 79%

2019-07-02 1108 H 60 857 77%

12019-07-03 1059 H 60 800 76%

2019-07-04 1130 H 60 869 77%

2019-07-05 1139 H 60 871 76%

2019-07-06 1033 H 60 763 74%

2019-07-07 1066 H 60 753 71%

2019-07-08 1119 H 60 832 74%

2019-07-09 1111 H 60 850 77%

2019-07-10 1122 H 60 837 75%

2019-07-11 414 H 60 291 70%

Summary Sum:22377 Sum:16987 Avg:76%

* H -highest value in the column, bolded H is highest H value in report

Report Period:

Total Vehicle Count:

% of Vehicles in Tolerated Range

H 39%

36%

38%

36%

35%

34%

34%

35%

36%

33%

38%

37%

35%

34%

36%

34%

35%

H 39%

32%

36%

35%

33%

Avg:35%

06/20/2019 to 07/11/2019

22377

!Average Speed Maximum Speed (KM/H) (KM/H)

55 91

H 58 llO 57 102

H 58 98

57 94

H 58 95

H 58 104

H 58 100

H 58 H 122

H 58 102

57 100

H 58 97

H 58 103

57 93

H 58 98

H 58 97

57 98

56 105

H 58 107

H 58 103

H 58 113

57 92

Avg:58 km/h

85th Percentile Speed (KM/H)

66

68

68

68

68

H 69

H 69

H 69

H 69

H 69

67

68

H 69

68

H 69

H 69

67

65

68

68

68

H 69 Avg:68 km/h

** "n/a"- means the sign did not collect any data at the time stipulated in the report. "n/a" values are NOT included in calculations.

Generated on 2019-07·16 13:34:32 SafePace Cloud powered by Web Director

My Custom Report Location: Centre Street 2

Address:

Speed Limit:

53 Centre Street, Edwardsburgh/Cardinal, Ontario, Canada

From schedule SO km/h

DatefTime ~otal Vehicles Count olerated Speed

# of Speed Violations % of Speed Violations (KM/H)

2019-06-20 227 H 60 186 82%

2019-06-21 509 H 60 409 80%

2019-06-22 366 H 60 271 74%

2019-06-23 306 H 60 228 75%

2019-06-24 340 H 60 252 74%

2019-06-25 410 H 60 299 73%

2019-06-26 449 H 60 330 73%

2019-06-27 448 H 60 364 81%

2019-06-28 418 H 60 318 76%

2019-06-29 312 H 60 251 80%

2019-06-30 328 H 60 250 76%

2019-07-01 238 H 60 172 72%

2019-07-02 400 H 60 303 76%

2019-07-03 849 H 60 688 81%

2019-07-04 1052 H 60 848 81%

2019-07-05 H 1090 H 60 H 889 82%

2019-07-06 968 H 60 800 83%

2019-07-07 872 H 60 692 79%

2019-07-08 1006 H 60 822 82%

2019-07-09 1049 H 60 887 H 85% 2019-07-10 1050 H 60 856 82%

2019-07-11 214 H 60 148 69%

Summary Sum:12901 Sum:10263 Avg:78%

* H - highest value in the column, bolded H is highest H value in report

Report Period:

Total Vehicle Count:

% of Vehicles in Tolerated Range

39%

40%

41%

47%

41%

37%

41%

H 48%

38%

34%

41%

37%

45%

38%

37%

39%

40%

40%

39%

38%

39%

35%

Avg:40%

06/20/2019 to 07/11/2019

12901

Average Speed Maximum Speed (KM/H) (KM/H)

58 81

57 83

55 80

55 84

55 83

55 82

55 82

56 87

56 82

58 86

56 101

56 86

56 89

58 85

58 94

58 89

58 108

57 H 109

58 90

H 59 96

58 96

55 84

Avg:57 km/h

evwwef'IDlii~Wmit'·ll.~rwe:rou'Kt'<:z-1 ···'ffie '"'' C'T*r

85th Percentile Speed (KM/H)

67

66

64

63

65

65

65

64

66

66

64

64

64

67

H 68

67 I

67

66

H 68

H 68

67

67

Avg:66 km/h -

** "n/a"- means the sign did not collect any data at the time stipulated in the report. "n/a" values are NOT included in calculations.

Generated on 2019·07-16 13:23:14 SafePace Cloud powered by Web Director

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Committee:

Date:

Department:

Topic:



August 12, 2019

Operations

Traffic Volume and Speed Counters - CR 2 New Wexford

Background: The Public Works Department were asked to install traffic counters on County Road 2 in both direction in the Hamlet of New Wexford. The request was in response to concerns raised with vehicle speed and pedestrian safety.

Data was tabulated in both directions between May 3P1 and July 11th. 2019.

The attached tables show the average 85th percentile to be 63.57km/h (eastbound) and 68km/h (westbound) in a posted 50 km/h zone. The results indicate that traffic speed during the monitoring period is above the 60 km/h tolerable limit.

Also, of note, is the higher traffic volumes on this section of road; westbound average is 3100 cars per day and eastbound is 3800 cars per day.

The information was forwarded to the road authority and OPP for further follow up.

Page 1 ofl

lVY\

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Committee:

Date:

Department:

Topic:

Purpose:


Public Works, Environmental Services & Facilities

August 12, 2019

Operations

Johnstown Servicing Survey Results

To review the results of the Johnstown Servicing Survey

Background: At the April Committee meeting , Staff were directed to survey Johnstown property owners to learn whether or not these residents would be interested in completing a Municipal Class Environmental Assessment (MCEA) study to determine the feasibility of bringing municipal services to these properties. The cost to complete the study was estimated at $150,000.

A letter was prepared and mailed to 204 property owners in Johnstown on June 24th . The letter clearly states that the cost to complete the study must be borne by the benefitting property owners, and asked the property owners if they would be willing to commit to spending up to $700 per property to complete the study. The letter included a postage paid envelope, addressed to the Township Office. An online survey option was also offered . Every effort was made to remove any barriers that would prevent property owners from providing feedback on the matter before the deadline of July 31 51 , 2019.

Committee had decided that in order for the project to proceed , the Township required 70% of the letters returned , and 85% of the returned letters to indicate a willingness to proceed with the MCEA study.

Results: The response rate from property owners was 53% (1 08 responses/204 mailed). Of the 108 responses , 87 property owners (81 %) indicated that they would not be willing to commit to spending up to $700 to complete the MCEA.

The level of feedback and support did not meet the Committee target required to move forward with the MCEA study.

Recommendation: That the Township does not proceed with a Municipal Class Environmental Study to determine the feasibility of bringing municipal servicing to the Johnstown area, and that staff contact the residents within the survey area by mail to inform them of the survey results and decision.

Community Development Coordinator

TWP

EC EDWARDSBURGH CARDINAL • ca

Phone: 613-658-3055

Fax: 613-658-3445

Toll Free: 866-848-9099

E-mail : [email protected]

P.O. Box 129,

18 Centre St.

Spencerville, Ontario

KOE 1XO

Municipal Services in Johnstown - SURVEY

Township Council is seeking your input During the 2018 election door-to-door campaign, the topic of municipal servicing for the Johnstown area was raised by a number of residents. We anticipate that some of the first few questions that come to mind as you read this letter are how much will this cost me? Is it mandatory to connect? and how soon will this happen?

These are all valid questions that we don't have answers for at this time. Fortunately, there is a very detailed process called a Municipal Class Environmental Assessment (MCEA) study that the Township can complete that will provide clarity to these questions. However, there is a cost to complete the MCEA and that cost must be borne by the benefitting property owners.

The MCEA is a four-phase process that includes ongoing public and agency consultation throughout the various phases of the study. The estimated time to complete the study is 18 to 24 months at an approximate cost of $150,000.00. The price and timing would be confirmed once a consultant is hired to complete the process.

Prior to starting a project of this magnitude, council requires a clear indication that the majority of Johnstown residents support this project and are willing to commit to cover the cost of the MCEA

The Township needs residents to be aware that all costs associated with the initial study, the construction and installation of the system, and all on-going operation, maintenance, repair and replacement of components are solely covered by the residents on the system.

Please mark (X) beside the correct statement that represents your opinion and return to the Township Municipal Office (18 Centre Street, Spencerville, ON KOE 1XO) by no later than July 31, 2019.

Alternatively, residents have the option to provide their response online at www.twpec.ca/johnstownservices. Information provided will be held in strictest confidence by the municipality.

__ (YES) I am willing to commit to spending up to $700.00 per property to complete a municipal class environmental assessment to determine the preferred option and estimated costs to install a municipal system.

__ (NO) I am not willing to commit to spending up to $700.00 per property to complete a municipal class environmental assessment and I am satisfied with private services.

Owner Name: __________________________________ __

Owner Address: __________________________________ _

Owner Signature: -----------------------------------

Note: The Township requires 70% of letters returned and 85% of the return letters indicating YES for the project to proceed. The results of the survey will be presented at the August 19, 2019 PW/ES/Facilities Committee of the Whole meeting.

CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH CARDINAL ------ You Can Get There From Here -----

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Township Council is seeking your input. During the 2018 election door-to-door campaign. the topic of municipal

servicing for the johnstown area was raised by a number of residents. We anticipate that some of the first few

questions that come to mind as you read this letter are how much will this cost me? Is it mandatory to connect?

and how soon will this happen?

These are all valid questions that we don't have answers for at this t ime. Fortunately, there is a very detailed

process called a Municipal Class Environmental Assessment (MCEA) study that the Township can complete that

will provide clarity to these questions. However, there is a cost to complete the MCEA and that cost must be borne

by the benefitting property owners.

The MCEA is a four-phase process that includes ongoing publ ic and agency consultation throughout the various

phases of the study. The estimated time to complete the study is 18 to 24 months at an approximate cost of

$150,000.00. The price and timing would be confirmed once a consultant is hired to complete the process.

Prior to starting a project of this magnitude, council requires a clear indication that the majority of johnstown

residents support this project and are willing to commit to cover the cost of the MCEA.

The area to be included in the study is shown in the following map:

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The Township needs residents to be aware that all costs associated with the initial study, the construction and

installation of the system, and all on-going operation, maintenance, repair and replacement of components

are solely covered by the residents on the system.

A5 an alternative to filling out the mailed form and returning it to the Township Office, johnstown residents are

able to provide their responses to the Township using the below survey. information provided in this forum will be

held in strictest confidence by the municipality

Responses will be accepted no later than july 31st. 2019.

The Township is only accepting responses from registered owners of properties in the proposed area.

EXIT

TWP

EC EDWARDSBURGH CARDINAL • ca

Municipal Services in JohnstownSurvey

1. Please enter the civic address of your home in Johnstown. Only one response per household will be accepted.

2. Are you the registered nwnF!r nfthi~ nrnnF!rtv?

powered by

Creale your own user feedback survey

Note: The Township requires 70% of letters returned/surveys completed and 85% of the responses to

indicate YES for the project to proceed. The results of the survey will be presented at the August 19,

2019 PW/ ES/Facilities Committee of the Whole meeting.

Home Contact Us job Opportunities Staff Login <0 Copyright 2019 Township of Edwardsburgh/Cardinal.

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Committee:

Date:

Department:

Topic:


Committee of the Whole - Admin & Finance

August 12, 2019

Administration

Water Service to Vacant Lot - Dundas Street

Purpose: To receive direction with respect to a water service for the vacant lot on Dundas Street, Cardinal which was recently offered for sale by public tender.

Background: In June Council directed that the vacant lot on Dundas Street (Part Lot 290, Plan 25) which had been vested to the Township by means of a failed tax sale, be offered for sale by public tender. The minimum tender price of $17,966.88 was established with the expectation that all of the municipality's costs in the matter would be recovered by the sale of the property.

Habitat for Humanity was the successful bidder, with a tendered price of $20,100. The solicitors for the Township and HFH are developing the required Agreement of Purchase and Sale.

lo

We have now determined, with the help of our Environmental Services Department, that the water service to the property was incorrectly attached to that of the neighbouring parcel to the north. This is an opportune time to correct that, prior to a new dwelling being constructed on the lot. However, because of the presence of a high-pressure gas line in that area, the cost to install the new line is estimated at $8,860, which is somewhat higher than normal.

Policy Implications: Typically, the developer is required to cover the cost of providing water service to a building lot.

Financial Implications: The municipality has realized approximately $2,100 over the expected property costs, which can be used to offset a portion of the additional servicing costs. The remaining $6,760 could be assessed against the developer.

However, the developer in this case is a registered charity, and committee may wish to consider absorbing that cost from within the Cardinal Water budget. The amount may

Page 1 of 2

be realized through operational savings over the course of the remainder of the year, or if necessary, could be funded through a reduction in the transfer to reserve.

Recommendation: That Committee recommends to Council that the cost to provide water service to Part Lot 290, Plan 25, Dundas Street be funded partly from the sale of the property and the remainder from the Cardinal Water operating budget.

Page 2 of 2

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EC • ca

Committee:

Date:

Department:

Topic:


Public Works, Environmental Services & Facilities

August12,2019

Public Works

Enbridge Pipelines- Third Party Request to use ROW

Purpose: In May of this year En bridge Pipelines Inc. requested use of the unopen road allowance which runs north from Rooney Road between lots 18 & 19. This request was made by Enbridge so they could access their pipeline in the north quarter of Concession 2, Lot 20 to conduct what they call "investigative digs" and make repairs as required.

Background:

The Public Works Department has finalized an agreement to allow En bridge to use the unopened ROW as access to their pipeline. This agreement was signed by Enbridge on July 25, 2019 (see attached agreement) and provides that Enbridge be responsible for cleaning up the ROW, remove any debris, brush or tree limbs and to notify the Township and the Johnstown ATV club of their activity on the ROW.

Policy Implications:

Under bylaw 2015-52 the following applies ;

No person shall perform any work, or remove any trees, soil or other material or use any unopened road allowance without the specific approval of Council.

Before this agreement can be signed and sent back to Enbridge Pipelines Inc. Council must approve it.

Financial Considerations:

N/A

Alternatives (when applicable):

N/A

Page 1 of 2

lp

Recommendation: That Committee recommends that Council approve the use agreement with En bridge Pipelines and authorize staff to execute it.

Roads Superintendent

Page 2 of 2

TWP Phone: 613-658-3055

Fax: 613-658-3445

Toll Free: 866-848-9099

E-mail : mail @twpec.ca

P.O. Box 129,

18 Centre St. EC EDWARDSBURGH CARDINAL Spencervi lle, Ontario

KOE 1XO • ca

Enbridge Pipelines Inc. 10175 101 St NW Edmonton, AB TSJ OH3

June 26, 2019

Attention: Tyler Sewlal,

Re: Enbridge Pipelines Inc. Third Party Request: Approach

The Township of Edwardsburgh Cardinal has reviewed the above approach request. The conditions in Enbridge Pipeline Inc. request were outlined in in a letter dated June 4, 2019 and email dated June 5, 2019 from Shannon Madden of X-Calibur Ground Disturbance Solutions.

The Township approves your request based on the conditions and scope of work outlined in you letter and email. The June 4· 2019 letter and June 5, 2019 email will form part of this agreement {attached).

The Township adds the following conditions;

1. The term of this agreement is from June 26, 2019 to June 26, 2021 or the date of a final inspection,

2. The agreement only applies to the use of lands in unopened road allowance between lots 18 and 19 north of Rooney Road and south of the Enbridge/Trans Canada Pipeline easement.

3. Enbridge Pipelines Inc. shall take out and keep in force, until the date of acceptance of the entire work by the Owner (Township), a comprehensive policy of public liability and property damage insurance, acceptable to the Owner, providing insurance coverage, in respect of any one accident to the limit of at least $5,000,000.00 exclusive of interest and cost, against loss or damage resulting from bodily injury to, or death of, one or more persons and loss of or damage to property. The policy shall name Township of Edwardsburgh Cardinal, as additional insured there under and shall indemnify them and their representatives from and against all claims, demands, loss, costs, damage or injury including death to any person or persons and for damage to any property of the Township or any other public or private property resulting from or arising out of any act or omission on the part of the Enbridge Pipelines Inc. or its contractor(s) or any of his servants or agents during the execution of the agreement. Enbridge Pipelines Inc. shall forward with the executed contract documents a certified copy of the policy or certificate thereof to the Owner before the work is started.

4. That Enbridge Pipelines Inc. and their contractor{s) be aware that another agreement exists with the Johnstown ATV Club and unopened road allowance can not be blocked. And further that Enbridge Pipelines Inc. must advise both the Township and Johnstown ATV Club when they are commencing work and use the approach to access their easement.

5. Enbridge Pipelines Inc. are required to request the Township to conduct inspections prior to commencing work and on completion of work,

6. Enbridge Pipelines Inc. or its agents are required to remove from the approach and make safe for other users any fallen trees, branches, debris, garbage etc. within 48 hours of notification.

For the purpose of this agreement the contacts will be as follows;

For Enbridge Pipe Lines Inc.:

Field Contact: Jamie Mowbray 780-222-5259 Phone Email: [email protected]

Office Contact: Tyler Sewlal 780-508-6763 Phone Email: [email protected]

For the Township of Edwardsburgh Cardinal:

Contact: Jim Guest, Road Superintendent 613-349-9296 [email protected]

For the Johnstown ATV Club:

Contact: Pat Marceau, President Johnstown ATV Club [email protected] www.johnstownatvclub.org H: 613-258-2920 C: 705-443-2412

CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH CARDINAL ---- You Can Get There From Here ----

2

If you have any questions. or concerns please contact the undersigned. If you are in agreement with the condition set out in this agreement please sign and return a copy to the Township.

Sincerely,

J.B. (Jim) Guest, C.E.T. Road Superintendent [email protected]

attachments,

Acceptance

We, En bridge Pipel ines Inc. hereby agree with the terms and conditi and the attachments

Name (print )

JUL 2 5 2019 Date

CORPORATION OF THE TOWNSHIP OF EDWARDSBUAGH CARD INAL ---- Yo u C,1r1 Get T111Ue From Here ----

3

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' ' LEGEND • • - • - DENOTES EXISTING PIPELINE --- DENOTES PROPERTY BOLNOARY - - - DENOTES EXISTING EASE ... ENT

DENOTES LOT LINE

0+591 TCPL CROSSING LAT 44,794152

LONG -75.<60418

0WN[R!"1~[~B~~~~~~B Jilt ()U[[N IN RIGHT OF ONTARIO AS R[PR[S[NT[O BY

TH[ AJINIST£R OF GOVC:RNAJCNT SCRI/1C£S FOR ONTARIO

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0+613 ENBRIOGE LINE 9 CROSSING LAT 44 .794314 LONG -75.460571

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REQUESTING TO UTLIZE THE EXISTING APPROACH

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83A-ACCESS SKETCH SWP 119-04 -e;IIBIIIDG.

LINE 9 HL-CO GW186570 ~P2129. 7464 (DIG 10 25908)

PART OF LOTS 19, 20 AND COMMONS LOT 8 CONCESSION 2

(GEOGRAPHIC TO'M-!SHIP f$ (DWARDSBURGH)

TOWNSHIP OF EDWARDSBURGH/CAROINAL UNITED CCXJNnES Of LEEDS AND GRENVILLE

MUNICIPAL ADDRESS 50rn WEST ~ 1827 R()(»..EY RD.

TOTAL ACCESS LENGTH: 1090m

AREA REQUIRED P.I.N, No: OWNERS: Y THE QUEEN

Ros:Am,~1t~JEE:rEsfRNJffsBY

D ~~~~s~ ~3~~~;~0~~ ocr••>

D ~~as~ ~RI~~~'fo~r.AJY ocus)

P.I.N. No: 68149-0278 O'M<!ERS: HER loiA.£SlY THE QUEEN

OSJ•~R'E~t.,.RJ=~f~NJ~s8y

D ~~HS~ ~9Ris~!~fo~d~~Yocres)

D :::: ?:ff :m~'fo.12r~~::> D ~~~IN_G ~6 ':~~.-f[O:l'~cru)

TOTAL WORK SPACE AREA: 914 SQ. m. (0.226 ocres)

NOTES (!) BOUNDARIES SHO'NN HEREON HAVE BEEN COMPILED F'ROU TITLE

RECORDS AND HAVE NOT BEEN VERIF'IEO BY F'IELO SURVEY.

PAGE 1/2 (%) ~~~R~~8sUl:tgt~~vfi2~ ~tf~~~~~ ~~E~1El~r~£TE. ~ All MEASUREMENTS IN METRES.

120 DATE OF' SCREENING: 2019-05-17

~ SITE CONDITIONS: lO'C, SUNNY

METRES SURVEY: TOM KUS INSPECTOR: COREY WALSH

REV REVSION / ISSUED ~\ 00 ISSUED FOR RECORDS / ~

,.....;..--- 140

• •- ·- DENOTES EXISTING PIPELINE --- DENOTES PROPERTY BOUNDARY ·- - DENOTES EXISTING EASBAENT

DENOTES LOT LINE

83A-ACCESS SKETCH SWP 119-04 -e;NBIIIDG.

LINE 9 HL-CD GW186570 ~P2129. 7464 (DIG 10 25908)

PART OF LOTS ~6f_i~s~~~ ~OMMONS LOT 8

(GEOGRAPHIC TO'M-ISHIP Of EOWAR058URCH)

TOWNSHIP OF EDWARDSBURGH /CARDINAL

681 - ----H[R MA.£STY TH[ QUEEN

~'tl'8rNis'fER~"~~~~:~~~ERNJf~sBY FOR ONTARIO

D ~~~~s~ ro3~·~~;~o~~ ocres>

D :~~s~ ~sR1~:n~ora~1'-4Y acres>

P.I.N. No: 681-49-0278 Olltf.IERS: HER t.IA.£STY THE QUEEN

~~ER1f:iiN1s'fr.ROS1A~~~~~l~r~~NVI~~SBY f"QR ONTARIO

D !~H5~ ~gR~,!.~<(o~o~~vocres) D ~~ ~P~ff ~m~'W.12r~~::> D :~~"!.G ir6 ~~r:-ra:eswl'~cres)

TOTAL WORK SPACE AREA: 91-i sq. m. (0.226 ocres)

(j) BOUNDARIES SHOWN HEREON HAVE BEEN COMPILED F'ROU TITLE RECORDS AND HAVE NOT BEEN VERIFIED BY fiELD SURVEY.

a> ~~g~R~~8g~8su1A"bn~~~2~ ~{~~~~A~ ~~E~IEl~E~,ilTE. (3) ALL MEASUREMENTS IN METRES.

X-CALIBUR G r o un d Dist urba n ce Sol ut ions

June 4, 2019

Unit 204, Beju Industrial Drive Sylvan Lake, Alberta T4S 086 E-mail : [email protected] E-mail : [email protected]

P: 403-871-1011 F: 403-871-1015

VIA EMAIL: [email protected] File Number: ENBRIDGE INVESTIGATIVE DIGS

TOWNSHIP OF EDWARDSBURGH/CARDINAL 18 Centre st, P.O Box 129 Spencerville, On KOE1XO

Attention: Jim Guest

RE: ENBRIDGE PIPELINES INC. ENBRIDGE INVESTIGATIVE DIGS Third Party Request: APPROACH

On behalf of our client, EN BRIDGE PIPELINES INC., we hereby request your consent for the proposed APPROACH, as identified on the attached crossing request schedule, and on the attached plan(s) .

Kindly note the following :

• Pipelines operate under the jurisdiction of the National Energy Board (NEB)

• Work on the proposed project is scheduled to commence ASAP and will span over a period of 2 years (THIS WILL INCLUDE CERTAIN RECLAMATION). It therefore would be greatly appreciated if you would issue your agreement(s) for two years to cover the entire term in order to avoid agreement expirations and the need for additional paperwork during imminent reclamation .

• Please ensure clauses defin ing mirror liability and indemnity for both Grantor and Grantee are contained within the agreement where Encroachments are involved

• Equipment List is attached for your reference

• Scope of Work is attached for your reference

• The Enbridge Field Representative is: Jamie Mowbray Phone: 780-888-5259 Email: [email protected]

If you have no objections to this request, kindly issue your agreement(s)/consent(s) in the name of:

ENBRIDGE PIPELINES INC. 10175 101 St NW Edmonton, AB T5J OH3

Attention: Tyler Sewlal Phone: (780) 508-6763 Email : [email protected]

Please forward your agreement(s)/consent(s) to the undersigned at your earliest convenience. Should you require any additional information to expedite this agreement, please do not hesitate to contact me.

Sincerely,

SHANNON MADDEN on behalf of EN BRIDGE PIPELINES INC.

Project Land Admin istrator Enclosure(s)

CROSSING REQUEST SCHEDULE

ENBRIDGE PIPELINES INC.

ENBRIDGE INVESTIGATIVE DIGS

TOWNSHIP OF EDWARDSBURGH/CARDINAL

Legal Description Disposition # Application Type Description/Comments

Lot 20, Concession 2, Township of Rooney Road APPROACH

Requesting to utilize the Existing

Edwardsburgh/Cardinal Approach on the North Side

PROJECT INFORMATION

ENBRIDGE PIPELINES INC. ENBRIDGE INVESTIGATIVE DIGS

SCOPE OF WORK:

En bridge Pipelines Inc. has conducted their annual investigative program for their pipeline system. After analysis of their results they will be proceeding to investigate the possi ble anomalies.

In order to verify these points, En bridge will be excavating and exposing one or more pipelines at the above noted locations.

PROCEDURE:

1. Survey and Mark Location (Pre-Ground Disturbance) 2. Excavate to expose the pipeline 3. Abrasive Blasting (En bridge will use all reasonable efforts to protect site personnel and collect spent media). Product name: Green Diamond 4. NDE testing 5. Maintenance of site as necessary 6. Recoat pipe 7. Backfill and reclamation

Please Note: En bridge Pipelines Inc. proposes to use rig mats/swamp mats to cross your facility to eliminate soil ramps while still protecting the buried facility as required.

EQUIPMENT:

• XL5200 tracked Gradall or Excavator, or similar equipment

• 1/2, 3/4, 1, and 3 ton trucks for welding, sand blast and coating.

• Small reclamation and snow clearing equipment

SCHEDULE:

Enbridge's integrity program will continue through 2019. Enbridge would like to create access as soon as possible. Therefore due to the timing of this dig, in order to expedite matters, if at all possib le, please forward your agreement(s) via email to [email protected] or [email protected], and forward the original by mail to the address or fax number provided on the letterhead IF REQUIRED BY YOUR OFFICE AS WE DO NOT REQUIRE ORIGINALS. Also please make your agreement for two years from date of issue, to ensure reclamation can be completed later this year or next. Your earliest response is greatly appreciated .

In accordance with Provincial Pipeline Regulations, the Provincial One Call Centre will also be notified prior to the work commencing.

KEY PERSONNEL:

Lindsay Quintal Shannon Madden Jamie Mowbray Jay Quintal Trevor Gray Tyson Callicott

Project Land Coordinator Project Land Administrator SK/ AB Construction Manager Project Ground Disturbance Coordinator Project Ground Disturbance Coordinator Senior Advisor Plans & Right of Way

403-871-1011 or 403-418-9140 403-418-7327 780-888-5259 403-846-1855 403-871-1011 ext. 218 780-508-6725

MARSH Certificate of Insurance No.: ENB-2019-162-EPI Dated: July 26, 2019

This document supersedes any certificate previously issued under this number

This is to certify that the Policy(ies) of insurance listed below ("Policy" or "Policies"-) have been issued to the amed Insured identified below for the policy period(s) indicated. This certificate is issued as a matter of information only and confers no rights upon the Certificate Holder named below other than those provided by the Policy(ies).

Notwithstanding any requirement, term, or condition of any contract or any other document with respect to which this certificate may be iss ued or may pertain, the in surance afforded by the Policy(ies) is subject to all the terms, conditions, and exclusions of such Policy(ies). T his certificate does not amend , extend, or alter the coverage afforded by the Policy(ies). Limits shown are intended to address contractual obligations of the Named Insured.

Limits may have been reduced since Policy effective date(s) as a result of a claim or claims.

Certificate Holder: Named Insured and Address:

Township ofEdwardsburgh Ca rdinal En bridge Pipelines Inc. 18 Centre St. 10201 Jasper Avenue Spencerville, ON KOE 1XO Edmonton, AB TSJ 2J9

Evidence of Insurance

Policy Effective/ Type(s) of Insurance Insurer(s) Number(s) Expiry Dates Sums Insured Or Limits of Liability

COMMERCIAL GENERAL Zurich Insurance Company Ltd 8841825 May 0 1, 2019 to Any One occurrence CDN 5,000,000 LIABILITY May 0 1, 2020 Products & Completed

Operations Aggregate CDN 5,000,000

General Aggregate CDN 5,000,000

Selflnsured Retention Subject to applicable SIR

PROPERTY ALL RISKS Zurich Insurance Company Ltd 8841826 May 01 , 2019 to Combined Single Limit CDN 5,000,000 May OJ , 2020 General Aggregate CDN 5,000,000

Self Insured Retention Subject to applicable SIR

Additional Information : Township ofEdwardsburgh Cardinal is added as an Additional Insured under the Commercial General Liability Policy, but only with respect to liabi li ty arising out of the operations of the Named Insured.

Notice of cancellation: The insurer(s) affording coverage under the policies described herein wi ll not notify the certificate holder named herein of the cancellation of such coverage.

Marsh Canada Limited 222 - 3rd Avenue SW Livingston Place, Suite 1100 Calgary, AB T2P OB4 Telephone: -Fax: [email protected]

Marsh Canada Limited

TOWNSHIP OF EDWARDSBURGH CARDINAL \ \ August12 , 2019

Resolution Number: 2019- ___________ _

Moved By:------------Seconded By: _____________ _ COPY THAT Committee of the Whole proceeds into closed session at ________ p.m. in order to address a matter pertaining to:

0 Trade secret or scientific, technical , commercial , financial or labour relations information, supplied in confidence to the municipality or local board , which , if disclosed , could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization ; Specifically: SLCEDC Update

0 Acquisition or disposition of land by the municipality or local board ; Specifically: Minutes of Closed Session dated May 13, 2019 and July 15,019

D Carried D Defeated D Unanimous

Mayor: _____________ ___

I RECORDED VOTE REQUESTED BY:

NAME YEA

Councillor H. Cameron

CouncillorS. Dillabough

Councillor J. Hunter

Deputy Mayor T. Deschamps

Mayor P. Sayeau

TOTAL

I NAY

Documents

COMMITTEE OF THE WHOLE · 2019-08-12 · COMMITTEE OF THE WHOLE ADMINISTRATION & FINANCE PUBLIC WORKS, ENVIRONMENTAL SERVICES & FACILITIES MONDAY, AUGUST 12, 2019 COUNCIL CHAMBERS,