committee of the whole administration & finance … · anniversary event will include a light...

COMMITTEE OF THE WHOLE – ADMINISTRATION & FINANCE MONDAY, APRIL 9, 2018

6:30PM COUNCIL CHAMBERS, SPENCERVILLE

***6:00pm Recognition Ceremony for Team Industrial***

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 Administration & Finance Committee Minutes (if any) 5. Delegations and Presentations a) Lisa Severson – EORN – Internet Costs b) Connect Youth – Grant Request 6. Discussion Items a) Special Occasion Permits at Legion Park/Pavilion 7. Action/Information Items a) 1st Quarter Building Report b) 1st Quarter By-law Report c) 1st Quarter Treasury Report d) 1st Quarter Reserves & Reserve Funds Update e) 1st Quarter Budget Variance Report f) Bank Deposit Procedure g) 2018 Tax Rate h) 2018 Community Grants & Donations 8. Councillor Inquiries/Notices of Motion 9. Mayor’s Report 10. Question Period 11. Closed Session a) Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; Specifically: Prescott WWTP Arbitration b) Proposed or pending acquisition or disposition of land for municipal or local board purposes; Specifically: Minutes of Closed Session dated March 12, 2018 12. Adjournment

MINUTES COMMITTEE OF THE WHOLE -ADMINISTRATION & FINANCE

MONDAY, MARCH 12, 2018 6:30PM

SPENCERVILLE MUNICIPAL OFFICE

Present: Mayor Pat Sayeau, Chair Deputy Mayor Peggy Taylor Councillor Michael Barrett Councillor Gerry Morrell Councillor Karie Smail

Staff:

Jack Bradley, Advisory Member Dave Robertson, Advisory Member

Debra McKinstry, GAO/Clerk Melanie Stubbs, Treasurer (left at 8:05pm) Randy Hopkins, Chief Building Official (left at 8:05pm) Rebecca Williams, Deputy Clerk

1. Call to Order

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

2. Approval of Agenda

Moved by: M. Barrett seconded by: P. Taylor that the agenda be approved as presented.

Carried

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

4. Business Arising from Previous Administration & Finance Committee Minutes

Committee confirmed that the Community Development Committee meeting has been rescheduled for Wednesday April 4.

5. Delegations and Presentations

a) South Grenville Chamber of Commerce- 1251h Anniversary

Ms. Pidgeon Cougler, President of the South Grenville Chamber of Commerce (SGCC) gave a presentation to Committee outlining the SGCC 1251h Anniversary event, which will be taking place on April 241h from 5-7pm at the Prescott Legion. Ms. Pidgeon Cougler noted that the SGCC has joined with the Historical Society to provide walking tour of Prescott for the event. It was noted that the 1251h

Page 1 of 5 Administration & Finance -March 12, 2018

Anniversary event will include a light meal, speeches, and a slideshow. Ms. Pidgeon Cougler highlighted that a workshop has been donated to the SGCC and anyone on Committee interested may take part in the workshop. Ms. Pidgeon Cougler requested on behalf of the SGCC that they be considered for a grant of $500 through the 2018 Community Grants & Donations application process. It was noted that both the Town of Prescott and Township of Augusta have been contacted and will be donating towards the event.

Committee thanked Ms. Pidgeon Cougler for the presentation and noted that Committee will be reviewing all the Community Grants & Donations applications during the April meeting.

6. Discussion Items- None

7. Action/Information Items

a) Proclamation Request - Gift from the Heart Day

Moved by: M. Barrett seconded by: G. Morrell that Committee recommends that Council proclaim April 7, 2018 in the Township of Edwardsburgh Cardinal "Gift from the Heart Day".

Carried

b) Current Internet Costs

Committee reviewed the internet costs and confirmed that the Township offers WIFI at both arenas. There was a general discussion regarding the type of internet and internet speed available at each municipal location. Committee discussed the difference between DSL, FTTN, and Fib internet, specifically the internet speed capabilities and costs associated with switching to Bell Fibre services. There was consensus from Committee to request a presentation from Bell at an April meeting.

c) Business Showcase & Expo Permit

Moved by: K. Smail seconded by: P. Taylor that Committee recommends that Council support the Business Showcase & Expo event taking place from June 8-10, 2018, for the Special Occasion Alcohol Permit at the Cardinallngredion Centre.

Carried

d) Investment of Industrial Park Land Sales

Moved by: J. Bradley seconded by: K. Smail that Committee recommends that Council direct staff to transfer the net proceeds of $62,137.73 from the sale of


land in the Industrial Park, allocating $46,603.29 to the Industrial Park Land Reserve Fund and $15,534.44 to the Industrial Park Wastewater Reserve Fund.

Carried

e) Lame Duck Councils

Committee reviewed the report and confirmed how council may be restricted if Council encounters a "lame duck" period during the election cycle. Committee discussed the current hiring policy and how it conflicts with the delegation of authority by-law. Members suggested that Council could suspend the clause, where Council is required to make the final hiring decision, until after the election cycle is complete. It was noted that the hiring policy is required to be reviewed by the new incoming Council next year and may be modified at that time.

There was a brief discussion with respect to spending authority and the four restrictions set out by Section 275 of the Municipal Act. Members noted that the restrictions will also affect the Port Management Committee. Committee requested that the report be included on the Port Management Committee agenda to notify Committee Members and staff of possible restrictions.

Moved by: M. Barrett seconded by: K. Smail that Committee recommends that the Hiring Policy as outlined in By-law 2015-17 be amended to remove the requirement that Council make the final hiring decision when hiring a senior management position.

Carried

f) ARB Appeals Representative

Committee reviewed the draft by-law and report and briefly discussed why Council must delegate binding authority to the Treasurer for the ARB appeals process.

Moved by: K. Smail seconded by: M. Barrett that Committee recommends that Council approve the by-law for delegated administrative matters with respect to the Assessment Review Board to the Treasurer or his/her designate, up to a limit of $500,000.

Carried

g) Set Fines for Animal Control & Clean Yards

Committee reviewed the draft changes to the animal control and clean yards bylaws and set fine schedules. There was a brief discussion with respect to implementation and collection of the fines through the Provincial Offences Court.

Moved by: G. Morrell seconded by: K. Smail that Committee recommends that Council:


1. Amend the Animal Control By-law and Clean Yards By-law to conform with the required general penalty provisions set out by the Ministry of the Attorney General.

2. Approve the draft short form wording for the Animal Control By-law and Clean Yards By-law set fines and direct staff to submit for approval.

Carried

8. Councillor Inquiries/Notices of Motion

Deputy Mayor Taylor put forward a notice of motion to amend the Municipal Alcohol Policy by listing the Legion Park and Pavilion as a municipal facility/park that are eligible for special occasion events. Deputy Mayor Taylor requested that the motion be dealt with at the April Administration and Finance meeting.

Councillor Barrett requested that a delegation from OMAFRA or appropriate Ministry professional be scheduled to review the proposed amendments to the zoning by-law with respect to hobby farms and domestic fowl. There was a brief discussion with respect to Council's obligation to introduce the by-law at the March 26 meeting and how the concerns can be addressed. Staff suggested that a presentation could be scheduled for the April 4 Community Development Committee meeting, where all of Council is welcome to attend, to further address concerns with respect to the number of animals/fowl allowed based on lot size.

Mayor Sayeau noted his concern about the $5 administrative charge to provide copies of tax bills.

9. Mayor's Report

Mayor Sayeau reported the following: • February 27: Attended United Wat appreciation event • February 28: Met with CEO of the St. Lawrence Parks Commission • March 1: Joint Services meeting to review budget • March 2: Attended and presented at the Augusta Mayors Breakfast • March 6: County Council approved the UCLG budget with a 0% tax rate • March 7: Approved UCLG Joint Services budget and received an update

from the SLCEDC • March 8: Met with lngredion to discussion Benson, will be meeting with

Cardinal Power at a later date • March 10: Attended the Special Olympics fund raiser and the Grand

Opening for Little Sisterz • Introduced Committee to Greenergy by way of a brief PowerPoint

presentation. Noted that Greenergy will be attending the Port Management Committee as a delegation on March 21

10. Question Period - None

Page 4 of 5 Administration & Finance -March 12,2018

11. Closed Session

Moved by: J. Bradley seconded by: P. Taylor that Committee moves into closed session at 8:05pm in order to address a matter pertaining to:

• Proposed or pending acquisition or disposition of land for municipal or local board purposes; Specifically: Benson School and Minutes of Closed Session dated February 12, 2018

Carried

Committee recessed for 5 minutes to clear the chambers.

Moved by: M. Barrett seconded by: G. Morrell that the closed meeting does now adjourn and the open meeting of Committee does now resume at 9:36pm.

Carried

Moved by: G. Morrell seconded by: M. Barrett that Committee approves the minutes of closed session date February 12, 2018.

Carried

Mayor Sayeau reported that Committee provided staff with instructions with respect to the offer to purchase of Benson and noted that a Special Council meeting will be held at 6:00pm on March 19, with the Committee of the Whole meeting to follow at 7:00pm.

12. Adjournment

Moved by: K. Smail seconded by: D. Robertson that Committee does now adjourn at 9:38 p.m.

Carried

These minutes were approved in open Council this 261h day of March, 2018.

Chair


Presentation to the Edwardsburgh-Cardinal

Administration and Finance Committee

April 9, 2018

• • ECJRN

EA.TI:NN ONTA .. IO • "CCIICJNAL. NCTwORK

• $175m PPP with funding from the three levels of government and private sector led by the EOWC

• Backhaul transport and access networks constructed to bring up to 10 Mbps to majority of region

• Currently over 150,000 subscribers with improved service

• 160 PoPs, over 6000 km of fibre, dedicated satellite capacity for region, over 600 fixed wireless towers upgraded or built, FTTH and 63 business parks upgraded with fibre

• Started September 2010 completed March 2015

• Administration budget< 6%

• Contracts in place until 2024 with private sector •

2 •I ~ ~TQS"~ , _..,. AIEOIONAL NETWORK

ef! EORN Broadband Project Phase 2 En,~ance. Expand. Empower.

• EORN municipal fibre project- over 60 municipalities have participated and receiving 100/100 fibre connection at reduced rates

• Work with municipal IT group- cyber security etc

• Creation of supporting docs for use by municipalities and businesses (eMunicipal Tool Kit, Public Wi-fi whitepaper, etc.)

• Advocacy to CRTC and upper levels of government

• Work on fixing the cell mobility gaps in Eastern Ontario

• Future analysis of what it will take to reach or exceed the CRTC 50:10 mandate in Eastern Ontario

• 3 • EORN

• EORN issued an RFP in July 2015 to obtain Broadband Services (focus on Fibre) available to all municipalities in the EOWC

• Master Business Internet Agreements have been entered into with both Bell and Nexicom for Broadband services

• Municipalities enter into contract directly with Beii/Nexicom if interested in the services offered

• Agreement has resulted in significant price reductions in the provision of 100M bps symmetrical Fibre services

• Agreement for secured pricing in place until 2025 with Beii/Nexicom

• To date approximately $155,000 annually has been saved in the EOWC region

• •• ~ ~TQ~A~

, ..... Rf:GIONA L NETWORk

• Volume purchase has also reduced or eliminated capital costs for many fibre installations although there still may be a requirement for capital funding from the municipality

• No penalty to change existing Bell contracts to new services or prices

• Any County or lower tier can take advantage of the rates over the next 8 years

• Rates will be reviewed annually

EORN Muni BB

100 Mbps symmetric speeds

Juniper EX3300

Suitable For:

~ ,. Direct f iber access to CO

• Multiple Users (10 +) • Internet connections to LANs, branch offices • Voice over IP and Hosted Voice solutions • Backup connectivity for disaster recovery planning • Supporting critical applications and hosting servers • Can be upgraded to Gigabit speeds • 4 hour SLA on Internet • Complex internet needs

• •

•

EORN

Internet Distribution

•' ·~ ~TQ~A~ , •• REGIONAL NETWORK

EORN Muni BB Business Internet Service

Modem

Suitable for

50/10 Mbps to 10/1 Mbps depending on distance

Copper

OS LAM

• Smaller offices (<10 staff) and remote workers • Speeds limited by distance to DSLAM

Switch

• Non-symmetrical (upload speeds much lower than download speeds) • Non-critical business applications

• ECJRN • 8 Hr SLA •

I:A.TENN QNTAIIIIO • R&CIIQNA'- NC1'WQA:K

• Services and applications that work best with a good connection are: - High speeds and capacity of both download and upload -

important for sharing of files, mapping etc. - Multi-user office environment - Could enable VOIP - Facilitate offsite backups - Cloud based solutions - Wifi Hotspot for visitors - Streaming of council meetings and events - Point to point connection of other municipal buildings for

connectivity

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-. REGIONAL NETWORK

• If the municipality would like further information and pricing EORN will assist in coordinating a meeting with Bell representatives

• Municipality could inquire what synergies may be happening at UCLG

• •( ~ ~Te~A~ -. REGIONAL NETWORK

Lisa Severson, CSRO

[email protected]

Paula Preston, Technical Manager

[email protected]

• •

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Committee:

Date:

Department:

Topic:

TOWNSHIP OF EDWARDSBURGH CARDINAL INFORMATION ITEM

Committee of the Whole- Admin & Finance

April 9, 2018

Administration and Parks & Recreation

Special Occasion Permits - Legion Park and Pavilion, Cardinal

Background: Deputy Mayor Taylor has requested that Council consider amending the Municipal Alcohol Policy to add the Legion Park and Pavilion to the list of municipal facilities that are eligible for SOP events.

Attached are: • Municipal Alcohol Policy (August, 2013) • Satellite image of area in question • Conditions that may be imposed on a Special Occasion Permit by the AGCO.

At the time of the last review of the policy, the area was not recommended for eligibility based on:

• the potential difficulties for fencing and crowd control for the license holder • proximity to more family-oriented activities such as the playground and canteen • perceived dangers of the nearby waterway

THE CORPORATION OF THE

TOWNSHIP OF EDWARDSBURGH/CARDINAL

BY-LAW NO. 2013-43

"A BY-LAW TO ADOPT A MUNICIPAL ALCOHOL POLICY"

WHEREAS Municipal Council deems it advisable to adopt a policy with respect to responsible management practices at municipally owned facilities, parks or where alcohol is available under the authority of a Special Occasion Permit (SOP);

NOW THEREFORE BE IT RESOLVED THAT The Council of the Corporation of the Township of Edwardsburgh/Cardinal enacts as follows:

1. That the attached Municipal Alcohol Policy hereto as Schedule "A" and forming part of the by-law is hereby adopted.

· 2. That this by-law will come into force and take effect on its passing.

By-law passed, signed, and sealed in open Council this 26th day of August, 2013.

Mayor

Corporation of the Township of Edwardsburgh/Cardinal Municipal Alcohol Policy

August 26, 2013

Policy Statement

The Corporation of the Township of Edwardsburgh/Cardinal Municipal Alcohol

Policy provides for responsible management practices at municipally owned

facilities, parks or where alcohol is available under the authority of a Special

Occasion Permit (SOP). The Township also wishes to avoid/eliminate related

problems that could result in litigation being directed towards the Corporation,

council, staff, community associations, volunteers and participants.

The Corporation of the Township of Edwardsburgh/Cardinal does not condone

the consumption of alcohol on municipally owned property except for the

circumstances mentioned in this policy.

Objectives

1) To ensure proper operation and supervision of SOP events by providing

education in effective management procedures.

2) To advise and reinforce safe drinking practices for the participants of an

event through appropriate operational procedures, regulations and

training.

3) To acknowledge those who abstain from drinking at an event and to

provide alternative non-alcoholic beverages for participants.

4) To provide licensed and non-licensed programs to ensure that adults,

teenagers, youth and families will be adequately protected.

5) To achieve balanced use of alcohol through SOP's so that alcohol is a part of

an event rather than the reason for it.

6) To comply with all regulations under the provincial Liquor licence Act.

Page 1 of9


August 26, 2013

Definitions

AGCO- Means the Alcohol and Gaming Commission of Ontario.

Caterers Endorsement- A liquor license authorizing the applicant to sell and serve

liquor for an event held on premises other than the premises to which the liquor

sales license applies.

LCBO- Means the Liquor Control Board of Ontario.

MAP- Means the Municipal Alcohol Policy of the Corporation of

Edwardsburg/Cardinal where alcohol is available under the authority of a Special

Occasion Permit or Caterers Endorsement.

SOP- Means the Special Occasion Permit issued by the Alcohol and Gaming

Commission of Ontario.

Eligible Events

In order to receive an SOP, Public Events which are not conducted by registered

charity or non-profit organizations must be designated as an event of

"municipal significance" by Council.

The sale, consumption or distribution of alcohol at Township-owned facilities or

parks is strictly prohibited without a permit issued by the Liquor Control Board

of Ontario (LCBO).

Council Event Approval

The Manager of Parks, Recreation and Facilities or his/her designate must receive

a written request for a licensed event being held no less than 60 days prior to the

event date. Council reserves the right to reject an application of a SOP in a

municipally owned facility regardless of the user.

Page 2 of9


August 26, 2013

Municipal Facilities & Parks Eligible for SOP Events

• Edwardsburg Community Centre- Spencerville

• Town Hall- Spencerville

• South Edwardsburg Community Centre park area- Johnstown

• South Edwardsburg Community Centre Hall

• Cardinal Community Centre

• Edwardsburg/Cardinal Fire Halls

o Exception: Only the Volunteer Firefighter Association of

Edwardsburgh/Cardinal is permitted to host a licensed event at the

fire halls with an SOP.

Municipal Facilities & Parks NOT Eligible for SOP Events

• Ball Diamond- Spencerville & Cardinal

• Galop Canal Park

• Water Street Park- Spencerville

• Town Hall Grounds- Spencerville

• Libraries

• Legion Park and Pavilion

Types of SOP Events

• Private are typically issued for events such as weddings, birthdays, funerals,

bridal showers, etc. Private events are for invited guests only and the event

must not be advertised to the public including newspaper, internet or

radio. The event cannot be open to the general public, and there can be no

intention to profit from the sale of alcoholic beverages at the event.

Private event SOPs can be either a No Sale permit (allows alcohol to be

served, but not sold, and the permit holder covers the cost of the alcohol)

or a Sale permit (allows for the recovery of the cost of serving alcohol).

• Public are issued for events that are open to the general public, such as a

charity fund raiser, outdoor street festival or community festival. A public

Page 3 of9


August 26, 2013

event permit holder may advertise the event and can fundraise or profit

from the sale of alcoholic beverages.

An SOP for a public event can be issued to:

-A charity organization under the Income Tax Act (Canada) -A non-profit organization or association organized to promote educational, charitable or community events. The entity is not required to be incorporated.

An individual or business may also apply for a public SOP if:

-The event has provincial, national or international significance -The event has municipal significance (must have resolution from Council or letter)

• Industry Promotional Events are intended to promote a manufacturer's products. These events may be open to the general public or may be for invited guests only. They can be either Sale or No Sale events. There can be no intent to profit from the sale of alcohol at the event.

Youth Admission to Special Occasion Permit Events

The following guidelines must be adhered to when youth are attending an SOP event:

1} Anyone who appears to be under the age of 19 years of age will be required to show proper photo I. D. before they are allowed to enter the licensed area/facility. Admission will be granted after the 1.0 check is satisfactory; however, security retains complete power to decline entry to anyone who appears to have a fake I. D. or is intoxicated.

2) Individuals under the age of majority will not be allowed to consume any alcoholic beverages. Anyone found serving alcohol to individuals under the age of majority will be required to leave the event, immediately.

3} Events allowing youth to attend will be required to identify those persons over the age of majority. Sponsors shall choose stamps, wristbands or ID cards to identify those over the age of majority.

Page 4 of9


August 26, 2013

Sign age

To notify all participants appropriately, a sign shall be prominently displayed in designated facilities where alcohol is being served. The sign must be a minimum of 24x36 inches in size and display the following message:

All servers are required by law not to serve an intoxicated person

or to serve anyone to the point of intoxication. Proof of age of

majority required.

The SOP or License must be available at all times for the AGCO inspectors and

police.

Signs stating 11NO ALCOHOL BEYOND THIS POINT" must be displayed at all exits of

the licensed area.

Alcohol Service Controls

All controls and service must be consistent at all times with the regulations of

the Liquor Act of Ontario and any conditions that may be attached to the SOP.

1) The entrance and exits to the licensed area event must be monitored by

responsible persons meeting the age of majority requirement at all times.

These persons shall further observe any individuals attempting to enter the

premises who look impaired. All event workers must be 19 years of age or

older and are prohibited from consuming alcohol while on their shift.

2) All event workers must be provided with highly visual identification such as

a badge or button.

3) All drinks are to be served in plastic or paper cups and all bottles retained in

the bar/serving area. Alcoholic and non-alcoholic drinks are to be served in

different coloured cups.

4) All bar/serving areas must close promptly by 1:00am regardless if there are

individuals waiting to be served. Everyone must vacate the premise by 1:30

am. Exception: Serving times on New Year's Eve shall be extended one

hour.

Page 5 of9


August 26, 2013

5) It is required that at least one "Smart Serve" bartender be behind the bar at

all times during any event that is serving alcohol on municipally-owned

property whether it's a sale or no sale permit.

Tiered Seating

The holder of the license shall not sell, serve or allow for the possession of liquor

in the tiered seating section of the premises.

Accountability

It is required that the person signing the application for the SOP or Caterer's

Endorsement be present for the duration of the event.

The Corporation of the Township of Edwardsburgh/Cardinal reserves the right to

have a municipal representative attend any and all public events held on

Township owned property to protect the best interests of the Corporation. This

individual will have the absolute authority to close any event not complying with

the Liquor License Act and/or the SOP. Cost of having this representative will be

at the responsibility of the event organizer{s).

The Township reserves the right to request police attendance at any event with

the cost being the responsibility of the event organizer(s).

Insurance & Indemnification

All events occurring on municipal property which involve the consumption of

alcohol must obtain a SOP or have a Caterer's Endorsement issued by the Alcohol

and Gaming Commission of Ontario and ensure all conditions of the permit are

being met.

In addition to the above, the permit holder must provide proof at least fourteen

(14) days prior to the event that the following coverage's have been agreed to

during the operation of the event:

1) Public liability and property damage insurance to the Township in the

amount of not less than two million dollars ($2,000,000). This insurance

Page 6 of9


August 26, 2013

shall name the Township of Edwardsburgh/Cardinal as an additional

insured party and shall also state that coverage will respond to all claims

relating to the A.G.C.O. licensed activities held on the premises and shall

not exclude participants. The Township reserves the right to request a

higher insurance amount.

2) The permit holder agrees to indemnify and save the Township of

Edwardsburgh/Cardinal, members of Council, staff and volunteers harmless

from all claims, damages, losses and expenses which may be incurred as a

result of an event taking place.

3) The certificate of insurance will include cross liability and severability of

interest clauses.

4) Documentation confirming that security has been paid for and in place for

the event.

Safe Transportation

The Township of Edwardsburgh/Cardinal supports the "No Drinking & Driving"

mindset. The permit holder will be responsible for the promotion of safe

transportation options for all drinking participants and make sure details and

alternatives are clearly posted. The Township of Edwardsburgh/Cardinal is not

responsible for transportation arrangements.

Page 7 of9


August 26, 2013

Penalty Escalation Process for Non-Compliance

First Infraction- A signed and registered letter from the Manager of Parks,

Recreation and Facilities or his/her designate summarizing the breach and its

unacceptability.

Second Infraction- No further rentals permitted for a period of 6-months for the

individual or group.

Third Infraction- No further rental to be permitted until proof of compliance can

be given to the satisfaction of the CAO.

Appeal- Penalties may be appealed in writing to the Manager of Parks, Recreation

and Facilities. The appeal will be heard by the CAO within two weeks of receipt of

the written appeal with a decision being made promptly after the hearing. The

CAO's decision will be final.

Unauthorized Alcohol Consumption

Alcohol consumption without a SOP or Caterers Endorsement is strictly prohibited

at any municipally owned facility. Any individual under the age of majority found

to have consumed alcohol or to be consuming alcohol at a SOP event will be

reported to the police. A registered and signed letter will be sent to the

guardian(s) of the individual.

Any person(s) found to have alcohol in their possession or bringing alcohol into an

unlicensed area will be required to leave immediately.

Policy Monitoring & Revisions

The Municipal Alcohol policy shall be reviewed annually by the Manager of Parks,

Recreation and Facilities based on updated legislative or regulatory changes.

Copies of this policy will be made available at the Township office and also placed

on the Township's website. Every effort will be made to ensure this policy is up

to-date and accessible to patrons.

Page 8 of9


August 26, 2013

APPENDIX "A"

CHECKLIST FOR LIQUOR LICENSED EVENTS

Name of Special Occasion Permit holder: ______________ _

Contact Number of Permit holder: _________________ _

Location of SOP Event:----------------------

Date and time of SOP Event: ___________________ _

I have provided a sketch with dimensions of the _licensed area of the event

facility and copies of notification letters to the Manager of Parks,

Recreation and Facilities, police, fire, etc.

I understand all of the Policy requirements and will adhere to them at all

times.

I have been advised that if there is something I do not understand about

this Policy, I will contact the Manager of Parks, Recreation and Facilities.

I, certify the above information is true and accurate. I understand my legal

obligation as a permit holder and I'm above 19 years of age at the time of signing.

SOP Permit Holder- Signature

Date: _________ _

Page 9 of 9

Manager of Parks, Recreation and Facilities

~~ I EDWAJIDSBURCH CARDINAl LEGION PARK AND PAVILION

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Conditions

Risk-Based Permitting Conditions (Special Occasion Permits)

Under risk-based permitting, one or more conditions may be attached to a special occasion permit by the Registrar of Alcohol and Gaming to help the permit holder minimize risks identified during the assessment process. Below is a complete list of these conditions, as approved by the AGCO Board specifically for this purpose:

• The permit holder shall not employ any person in the position of licensed security, personnel, service staff, or other function without the prior approval of the Registrar of Alcohol and Gaming.

• The permit holder shall comply with any terms, conditions or other requirements of any business or similar licence, permit or authorization issued by any governmental authority, including a municipal or regional government.

• The permit holder shall ensure sufficient lighting at entrance and exit gates, ticket sales and bar service areas to facilitate ID checking.

• The permit holder shall ensure liquor ticket refunds are available.

• The permit holder must meet with AGCO staff prior to permit issuance.

• The permit holder shall offer food and non-alcoholic drinks to patrons at all times that liquor is for sale or served.

• The permit holder shall file a price list for the sale of liquor with the Registrar of Alcohol and Gaming and shall not alter the price of liquor without the approval of the Registrar of Alcohol and Gaming.

• The permit holder shall ensure that all beverage alcohol is served only in containers approved by the Registrar.

• The permit holder shall sell and serve liquor only during hours specified by Registrar.

• The permit holder shall not sell or serve and shall not permit consumption of liquor after XY o'clock on a patio or other outdoor areas.

• The permit holder shall ensure liquor ticket sales are limited to XY (TIME, DATE).

• The permit holder shall not provide or permit amplified music or other forms of entertainment in outdoor areas.

• The permit holder shall not permit sounds in excess of XY db to be emitted from the premises.

• The permit holder shall ensure that no live or amplified music is played in the licensed outdoor area(s) past the time designated by the Registrar of Alcohol and Gaming.

• The permit holder shall not provide or permit music or other forms of entertainment in outdoor areas.

• The permit holder shall ensure that the identification of every patron who appears to be under the age of 25 years is checked and verified.

• The permit holder shall ensure that no person under the age of 19 years enters the premises/licensed area.

• The permit holder shall ensure that a wristband is placed on all patrons 19 and over and shall not allow service of liquor to any patron that is not wearing a wristband.

• The permit holder shall inform the Registrar of Alcohol and Gaming in writing no later than 10 business days prior to any event or activities that will or may include persons under the age of 19 years in attendance at the premises.

• The permit holder shall sell and serve liquor only in single serving containers.

• The permit holder shall not sell or serve spirits by the bottle.

• The permit holder shall sell or serve liquor only in serving sizes approved by the Registrar of Alcohol and Gaming.

• The permit holder shall submit by DATE a proposed TYPE OF PLAN to the Registrar of Alcohol and Gaming for review and filing that addresses the objectives for TYPE OF PLAN identified by the Registrar of Alcohol and Gaming.

• The permit holder shall consult with such governmental or other authorities as the Registrar of Alcohol and Gaming may specify prior to submitting TYPE OF PLAN to the Registrar of Alcohol and Gaming for review and filing.

• The permit holder shall comply with the TYPE OF PLAN filed with the Registrar of Alcohol and Gaming.

• The permit holder shall submit by DATE a proposed TYPE OF PLAN to the Registrar of Alcohol and Gaming for review and approval that addresses the objectives for TYPE OF PLAN identified by the Registrar of Alcohol and Gaming.

• The permit holder shall consult with such governmental or other authorities as the Registrar of Alcohol and Gaming may specify prior to submitting TYPE OF PLAN to the Registrar for review and approval.

• The permit holder shall comply with the TYPE OF PLAN approved by the Registrar of Alcohol and Gaming.

• The permit holder shall not apply for an increase in capacity.

• The permit holder shall not apply for an extension of hours.

• The permit holder shall maintain an accurate count of the number of patrons at the event at all times in compliance with capacity restrictions.

• The permit holder shall ensure no more than XY I iquor tickets sold to one person at one time.

• The permit holder shall ensure no more than XY drinks containing liquor are served to one person at one time.

• The permit holder shall ensure entrances and exits are monitored during all hours of the permit.

• The permit holder shall ensure a minimum ofXY licensed security staff to be on duty from open to close each day, having XY per entrance/exit and XY roaming staff.

• The permit holder shall ensure XY licensed security personnel for XY (Time/Date).

• The permit holder shall ensure organizers, volunteers, staff and licensed security are easily and consistently identifiable.

• The permit holder shall ensure no bottles or cans to be served to patrons.

• The permit holder shall ensure that all beverage alcohol is served only in plastic containers.

• The permit holder shall ensure a minimum XY foot fence will be used to form a perimeter to separate the licensed area from the unlicensed areas.

• The permit holder shall ensure controlled lines will be used at line ups at the entrances and exits to licensed areas.

• The permit holder shall file a plan with the Registrar and comply with measures to ensure there is no violence or disorderly conduct in or adjacent to the premises caused by employees or patrons.

• The permit holder shall file with the Registrar of Alcohol and Gaming and comply with measures to ensure that there is no illegal gambling in the premises.

• The permit holder shall file with the Registrar of Alcohol and Gaming and comply with measures to ensure that there is no illegal drug use or sale in or adjacent to the premises.

• The permit holder shall file with the Registrar of Alcohol and Gaming and comply with measures to ensure that there is no solicitation for purposes of prostitution in or adjacent to the premises.

• The permit holder shall notify the Registrar of Alcohol and Gaming within 5 business days of any charges, convictions or findings of guilt under any legislation with

respect to (i) the premises, (ii) the holder of the licence (iii) a manager, (iv) a person interested in the permit holder.

• The permit holder shall ensure that there is a designated and supervised area for smokers that does not adversely affect property adjacent to the premises.

• The permit holder shall ensure that all volunteers, employees, and other staff involved in the sale and service of liquor hold a certificate of a server training course and/or other program approved by the Board of the Alcohol and Gaming Commission of Ontario on or before the commencement of the event.

• The permit holder shall ensure lighting for the tiered seating of the event is sufficient to conduct inspections under the Act and Regulations.

• The permit holder shall not sell, serve nor allow consumption of alcohol in the tiered seating for events at which the majority of the patrons are under 19 years of age.

• The permit holder shall serve liquor to patrons for consumption in the tiered seats only in containers that are distinct in appearance from the containers in which nonalcoholic beverages are served.

• The permit holder shall not sell, serve nor allow consumption of alcohol in the tiered seating more than 90 minutes prior to event.

• The permit holder shall ensure that licensed security staff is stationed throughout the tiered seating area in sufficient numbers to maintain order.

• The permit holder shall provide notice to the Registrar of Alcohol and Gaming at least XY days prior to an event for which there will be a temporary tiered seating area.

• The permit holder shall ensure that licensed security staff, persons who serve liquor at the event or who are responsible for managing the sale and service of liquor at the tiered seating event are certified in alcohol server training.

• The permit holder shall notify the Registrar of all events during which liquor will be sold, served or consumed in the tiered seating at least XY days prior to the event.

• The permit holder shall not sell, serve or permit liquor to be in the possession of any patron in the tiered seating unless the licensee has received prior approval in writing from the Registrar.

TWP

EC • ca

Committee:

Date:

Department:

Topic:

TOWNSHIP OF EDWARDSBURGH CARDINAL Report

Administration & Finance Committee of the Whole

April 9, 2018

Building Department

1st Quarter, 2018

The 1st Quarter of 2018 began with the completion of the Giant Tiger project. All requirements have been met and full occupancy has been granted. MPAC is now in the process of assessing their structure. Two new houses have been permitted along with other residential permits being issued. The Leeds, Grenville, and Lanark District Health Unit has published their report for their work in Edwardsburgh Cardinal. There were 31 new sewage systems installed in 2017 and 8 other systems upgraded . A full report is enclosed in this package.

Page 1 of 1

2018 1st Quarter Building Report

Residentia l I Commercia l I Industria l I Agricultura l I Demolit ion I Other•

Project Value I Permit Fee I Project Value I Permit Fee I Project Value I Permit Fee I Project Va lue I Permit Fee I Project Value I Permit Fee I Project Va lue 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 $ - $ -Q1 Total $ 687,500.00 $ 9,850.00 $ - $ - $ - $ - $ - $ - $ 7,500.00 $ 285.00 $ 30,000.00 $ 95.00

Apr May Jun Q2Total

Jul Aug

Sept Q3Total

Oct Nov Dec Q4 Total

YTDTot~ $ 687,5oo.oo I $ 9,85o.oo I $ - I $ - I $ - I $ - I $ - I $ - I $ 7,5oo.oo I $ 285.oo I $ 3o,ooo.oo I $ 95.00

2017 Building Report

Residential I Commercial I Industrial I Agricultura l I Demolition I Other •

Project Va lue I Permit Fee I Project Va lue I Permit Fee I Project Va lue I Permit Fee I Project Va lue I Permit Fee I Project Va lue I Permit Fee I Project Value I Permit Fee

Jan $ - $ - $ - $ - $ - $ - $ - $ - $ 5,500.00 $ 285.00 $ - $ -Feb $ - $ - $ 25,000.00 $ 1,102.00 $ - $ - $ 25,000 .00 $ 1,440 .00 $ - $ - $ - $ -Mar $ 731,000.00 $ 8,551 .00 $ - $ - $ 50 ,000 .00 $ 864 .00 $ - $ - $ 6,000.00 $ 190.00 $ - $ -Q1 Total $ 731 ,000.00 $ 8,551 .00 $ 25,000.00 $ 1,102.00 $ 50,000.00 $ 864.00 $ 25,000.00 $ 1,440.00 $ 11 ,500.00 $ 475.00 $ - $ -Apr $ 371 ,000 .00 $ 2,633.00 $ 70 ,000.00 $ 1,777.00 $ - $ - $ 750,000.00 $ 3,000 .00 $ - $ - $ - $ -May $ 876 ,500.00 $ 8,431 .00 $ 140,000.00 $ 4 ,533 .00 $ 500 ,000 .00 $ 3,060.00 $ - $ - $ 10,000 .00 $ 95.00 $ - $ -Jun $ 1,420,250 .00 $ 15,360.00 $ 75 ,000.00 $ 688.00 $ - $ - $ 1,165,000 .00 $ 6,585.00 $ 500.00 $ 190.00 $ - $ -Q2Total $ 2,667,750.00 $ 26,424.00 $ 285,000.00 $ 6,998.00 $ 500,000.00 $ 3,060.00 $ 1,915,000.00 $ 9,585.00 $ 10,500.00 $ 285.00 $ - $ -J ul $ 413,000.00 $ 6,374.00 $ - $ - $ 20,000.00 $ 574.00 $ - $ - $ 7,000.00 $ 95.00 $ - $ -Aug $ 505,500.00 $ 4,489.00 $ - $ - $ 2,447,500.00 $ 10,623.00 $ 850 ,000.00 $ 2,844.00 $ 5,100.00 $ 190.00 $ - $ -Sept $ 273,000.00 $ 3,722 .00 $ 1,000.00 $ 95.00 $ 90,900.00 $ 1,192.00 $ - $ - $ 500.00 $ 95.00 $ - $ -Q3 Total $ 1,191 ,500.00 $ 14,585.00 $ 1,000.00 $ 95.00 $ 2,558,400.00 $ 12,389.00 $ 850,000.00 $ 2,844.00 $ 12,600.00 $ 380.00 $ - $ -

Oct $ 205,000.00 $ 2,930.00 $ - $ - $ 549,800.00 $ 6,164.00 $ - $ - $ 2,700.00 $ 285.00 $ - $ -Nov $ 60,000.00 $ 1,395.00 $ - $ - $ 105,000.00 $ 1,880.00 $ - $ - $ 12,000.00 $ 285.00 $ - $ -Dec $ 20,000.00 $ 235.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -Q4 Total $ 285,000.00 $ 4,560.00 $ - $ - $ 654,800.00 $ 8,044.00 $ - $ - $ 14,700.00 $ 570.00 $ - $ -

YTDTota $ 4 ,875,25o.oo I $ 54,120.00ll 311 .0oo.oo I $ 8,195.oo I $ 3,763,2oo.oo I $ 24,357.oo I $ 2,79o,ooo.oo I $ 13,869.oo I $ 49,3oo.oo I $ 1,11o.oo I $ - I $ -

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

Tota l Project Value Permit Fee $ 17,000.00 $

$ 483,500.00 $

$ 194,500.00 $

$ 695,000.00 $

$ - $

$ - $

$ - $

$ - $

$ - $

$ - $

$ - $

$ - $

$ - $

$ - $

$ - $

$ - $

$ 695,000.00 $

Total Project Va lue Permit Fee

$ 5,500 .00 $

$ 50,000 .00 $

$ 787,000.00 $

$ 842,500.00 $

-$ 1,191 ,000.00 -$

-$ 1,526,500.00 -$

$ 2,660,750.00 $

$ 5,378,250.00 $

$ 440,000.00 $

$ 3,808,100.00 $

$ 365 ,400.00 $

$ 4,613,500.00 $

$ 757,500.00 $

$ 177,000.00 $

$ 20,000 .00 $

$ 954,500.00 $

$ 11 ,788,750.00 $

500.00 8,995.00

640.00 10,135.00

------

------

10,23o.oo I

285.00 2,542.00 9,605 .00

12,432.00

7,410.00

16,119.00 22 ,823.00 46,352.00

7,043.00 18,146.00 5,104.00

30,293.00 9,379.00 3,560.00

235.00 13,174.00

102,251 .oo I

0 $

2 $ 445,000.00 0 $

2 $ 445,000.00

I 2 $ 445 ,ooo.oo I

0 $

0 $

3 $ 530,000.00 3 $ 530,000.00

$ 360,000.00

2 $ 760,000.00 5 $ 1,320,000.00 8 $ 2,440,000.00

2 $ 112,500.00 1 $ 350,000.00

$ 220,000.00 4 $ 682,500.00

$ 160,000.00 0 $

0 $

1 $ 160,000.00

16 $ 3,812,50@

Township of Edwardsburg/Cardinal LGLDHU Municipal Land Control Inspections 2008-2017

Sewage Permits (20171 Site Permits (2017)

31 8 7 0 0 Municij:>allnsj:>ections b)" Year & Permit T)"Qe

Notes: : The Leeds, Grenville and Lanark District Health Unit is the principle authority providing Part 8 Building Code inspection services for 19 municipalities in the Tri-County region. Our team of 4 certified Inspectors and 1 Chief Building Official reviewed 544 sewage permit applications and 151 site permit applications in 2017. The Township of Edwardsburg/Cardinal accounted for 31 sewage and 8 site permits (5.7% and 5.3% of the total respectively). Our overall average response time to these requests was 1.6 days.

Year 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 Total

50

40

-30 c: :::l 0

(.)

20

10

Sewage 30 35 47 48 36 23 31 35 26 31

342

Site 4 9 4 11 3 8 7 7 9 8 70

Municij:>al Inspection Trends 2008-2017

Service Type • Sewage

. Site

0~---.----------.----------.----------.----------.----------.----------.---------,r---------.----------.--~ 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017

Year

TWP

EC • ca

Committee:

Date:

Department:

Topic:


Administration & Finance

April 9, 2018

By-law Enforcement

2018 pt Quarter By-law Information Item

The first quarter of 2018 was an effective start to the New Year for By-law Enforcement. In addition to attending to the 29 new cases this year, the Bylaw Officer worked to close the remaining cases from 2017. The new cases include complaints from the public, complaints from staff/council, and infractions the By-law Officer noticed. The By-law Officer responded to complaints promptly, and took action when infractions were noticed.

A new section has been added to the statistical report. This section provides a breakdown of actions taken on a per case basis. The numbers provided include complaints received, actions based on complaints, and proactive actions taken. Cases that are noted as "open" have been given a specific timeline to resolve the issue, up to a maximum of 90 days, with frequent status checks.

In cases of illegal dumping, the township staff retrieve the garbage. We make every effort to determine who illegally dumped the garbage. When we are able to find them, we proceed with the court system to bring them to justice.

A total of four bylaw cases have been presented in court in 2018. Three of these have resulted in a conviction, with the fourth still ongoing. Along with handling the new complaints, the By-law Officer will remain proactive in looking for issues, and continue to work on completing cases from 2017.

Page 1 of 1

TWP

EC Bylaw Enforcement • ca January 1, 2018- March 31, 2018 Report

Clean Animal Parking Complaints

Hawker Illegal Inquiries Snow Fire forwarded to Pool Noise

Yards Complaint Warnings

Violation 2016-04 other departments

Peddler Dumping 2012-05

about By-1991-12

Total 2014-05 2015-36 2004-58 2009-61 2011-07 Laws

Jan 3 4 1 3 0 0 0 1 0 0 0 12 Feb 6 3 1 0 0 0 0 2 0 0 0 12 Mar 3 0 0 0 0 0 0 1 1 0 0 5 Q1 Total 12 7 2 3 0 0 0 4 1 0 0 29 Apr - - - - - - - - - - - -May - - - - - - - - - - - -Jun - - - - - - - - - - - -Q2 Total - - - - - - - - - - - -Jul - - - - - - - - - - - -Aug - - - - - - - - - - - -Sept - - - - - - - - - - - -Q3 Total - - - - - - - - - - - -Oct - - - - - - - - - - - -Nov - - - - - - - - - - - -Dec - - - - - - - - - - - -Q4 Total - - - - - - - - - - - -Total 12 7 2 3 0 0 0 4 1 0 0 291

Summary

In addition to the 29 cases opened in 2018, 7 open cases were carried forward from 2017.

36 total files, 6 are currently open, 30 have been closed in 2018

2 notices have been issued, 0 orders have been issued, 0 summons have issued

'll'W'~·.~~~I"<<'!"'"'"''"'"'""'"""""'"""'""''""'_""" ______________________________________________________________________________ ~,

January 2018 Bylaw Activity Log

Location Type Phone Em ails Site Notices Orders Summons Status Calls Visits

Spencerville Garbage 4 1 4 0 0 0 Closed- bags of garbage removed

Johnstown Animal 3 2 3 0 0 0 Closed- dog kept inside

Cardinal Snow 0 0 1 0 0 0 Closed - agreed to shovel snow to proper location

Cardinal Clean Yards 0 0 1 0 0 0 Closed - bags of garbage and other debris removed

Cardinal Clean Yards 2 2 3 0 0 0 Closed - garbage and debris removed

Crystal Rock Animal 2 1 5 0 0 0 Closed - dogs indoors or on lead at all times

Cardinal Animal 2 0 1 0 0 0 Closed - dog kept on lead when walked

Cardinal Clean Yards 1 0 1 0 0 0 Closed- bags of garbage removed

Cardinal Animal 0 0 1 0 0 0 Closed - dog kept indoors when not on lead

Ventnor Parking 1 0 1 0 0 0 Closed - will follow winter parking rules

Ventnor Parking 1 0 1 0 0 0 Closed- will follow winter parking rules

Ventnor Parking 1 0 1 0 0 0 Closed- will follow winter parking rules

.Total 'c ·· .. _ ....... · c< :l'T: I·~ '> 6· L: :··''23· li;t·(,;;·"t"~:o. ~····•-·=····"· 1'~!:'7-"'"'/\,;~-:~ '"'"'''' . ,,i:"'~'~-··;~:~':~;:c::C ··:t• .:· 1-· ! ,· ;_ ; .. · ·; I <" '1'}' <:~ U ,,

February 2018 Bylaw Activity Log

Location Type Phone Emails Site Notices Orders Summons Status Calls Visits

Cardinal Animal 3 0 1 0 0 0 Closed -will keep dog on lead when outdoors

Johnstown Animal 1 0 2 0 0 0 Closed- will keep dogs on leads when outdoors

Cardinal Clean Yards 5 0 2 0 0 0 Closed - debris removed from property

Johnstown Garbage 2 0 0 0 0 0 Closed - garbage picked up by township

Hyndman Clean Yards 2 0 1 0 0 0 Open- debris and garbage to be removed (closed in March)

Cardinal Clean Yards 1 0 1 0 0 0 Open- many bags of garbage to be removed (closed in March)

Cardinal Clean Yards 0 0 2 0 0 0 Open- debris to be removed (closed in March)

Johnstown Clean Yards 1 0 1 0 0 0 Open - debris to be removed (closed in March)

Cardinal Animal 1 0 1 0 0 0 Closed - dog will be kept indoors

Cardinal Clean Yards 0 1 1 0 0 0 Closed - garbage and debris removed by township Cardinal Garbage 1 0 1 0 0 0 Closed - garbage removed by township

Cardinal Snow 1 1 1 0 0 0 Closed - agreed to proper disposal of snow

:·J)5tai88 I '/e.'>;;;.;!l'1i\'1'"" ,, .. ,.,_,,,. -,_~. lfi:'')!i~1~4t '"' ''''~'"'" "'"'"' • ,., .. :~,!lb',~'~f:i11~ ' ':' ;~¥~JliJ c•'''·<•''"""'"·"·'-':-'1 iU~i

'@i#Mf\W¥?.~-b.W_.¥A&Akd149,,JJ.t,if"'&'--:'~'~""'"'· --'ll"'l'l'l'1!!m!-!ll!!lll!!ll!!l""'""",.,....,""',..."""""'"'"""""''"".,.,....,,__.,..,... ... .,....,.,_...., __ .,.. __________________________________ _

March 2018 Bylaw Activity Log

Location Type Phone Em ails Site Notices Orders Summons Status Calls Visits

Johnstown Clean Yards 1 0 2 0 0 0 Open - debris to be removed

Cardinal Animal 1 0 2 1 0 0 Closed -will keep dog on lead

Cardinal Clean Yards 1 0 3 1 0 0 Open -many bags of garbage removed

Cardinal Clean Yards 2 0 2 0 0 0 Closed- guilty verdict in court

Hyndman Clean Yards 2 0 3 0 0 0 Open - debris to be removed

Cardinal Clean Yards 1 0 2 0 0 0 Closed- debris removed

Cardinal Clean Yards 1 0 2 0 0 0 Open - debris to be removed

Cardinal Garbage 2 1 1 0 0 0 Closed - garbage removed by township

Cardinal Clean Yards 2 0 2 0 0 0 Open - garbage and debris removed

Cardinal Pool 0 1 2 0 0 0 Open - inflatable pool height

Total· .· 13'• . '2''; >>,::t·21~ I ':'• :: ~~·~iNc;C:"~2: 1 J~i;;;!:>c;·o~ ·-" ,,,. ,., ··""'·H•· foH I '•''•· ,.,,., ~··"' •; c';c~;-'fi~; J;;:t,,; •~;\c:~~·'~';;['·?J'. ' I ' ••·:;ie·:•,;:r~;;;t;"l.:'>':f:.~' •·•• I <.7t\ '·:", ··;c;e' :;_

A#, Q,tXMPZ,_*.•h.Jk~ffi# M ;o, ,_'1'.~"""1':~""'-'*, _.,,g,Jf?,, ;;;_qJ,iP%¢.¥4¥!*9¥.*?fl91l@!9JJ ... ,.AL 1 G!U .. ~iAALZ .i.WJ73l4t£Wt .M&tt&

Assets Cash and Bank Balances Taxes Receivable Accounts Receivable

TOWNSHIP OF EDWARDSBURGH/CARDINAL Financial Report

As At March 31, 2018

Prior Period

Current Year

Dec 31,2017 March 31,2018

1,215,128 2,977,733 1,168,862 1,938,169

569,409 509,919 Inventory (Including Land for Resale) 216,954 230,184 Long Term Receivable Investment In RSL Investment In Port

Liabilities Accounts Payable

Planning & Drainage Accounts Long Term Debt

Accrued Landfill Closure

Tangible Capital Assets

Reserve & Reserve Funds

403,627 399,427 643,647 643,647

29,408,333 31,737,955 33,625,960 38,437,034

(1,192,651) (369,867) 40,654 49,203

(6,642,749) (6,672,321) (349,273) 349,273

(8,144,019) (6,643,711)

33,532,718 34,337,952

(6,654,110) (6,901,547)

7c_

Prior Year

March 31,2017

3,332,957

1,171,303 600,838 875,822 465,931 644,575

19,658,936 26,750,361

(438,414) 38,023

(7,062,154) (372,880)

(7,835,424)

33,312,762

(6,901,555)

1

2

3

4

5

5

6

7

8


LONG TERM DEBT

Lender

Infrastructure Ontario

United Counties of L & G

Komatsu Financial

Volvo Financial Services

Komatsu Financial

Township Totals

Royal Bank of Canada

Royal Bank of Canada

Tile Drain Loans

Infrastructure Ontario

Supported Debt Totals

Totals

Prepared by:

Melanie Stubbs

Treasurer

Interest

Rate

Project

Cardinal Arena 4.59%

Fire Comm. Equip. 2.88%

Front End Loader

lease 0.00%

2012 Volvo Excavator

Lease 0.00%

2018 loader lease 0.00%

Low Lift Station 4.30%

JRDR Drain 3.25%

Farm Tile Drains 6.00%

Cty EMS building 2.91%

April 9, 2018

Balance

End Date Balance Owing Owing Annual

Dec 31/17 Mar31/18 Payments

Oct-43 4,993,969 4,993,969 303,698

Oct-24 88,835 88,835 14,104

Jun-19 70,272 59,022 45,125

Aug-19 169,119 159,528 42,602

Mar-22 0 143,400 36,612

5,322,195 5,444,754 442,141

Paid by Greenfield

Nov-19 Ethanol 413,922 339,959 312,588

Paid by Benefiting

May-23 Owners 87,420 83,715 17,628

Paid by Benefiting

various Farmer 49,193 49,193 15,951

Jul-36 Paid by UCLG 770,018 754,700 53,045

1,320,553 1,227,567 399,212

6,642,748 6,672,321 841,353

4/5/2018

Prolect Administration

Cardinal 401 Signage Council Chambers Canopy

Fire Department Station #2 drawings & cost estimates

Bunker Gear cleaning system

Replace rescue struts

Station #1- PPE cleaning room

Public Works

Galop Canal North bridge railing

Walker Street

Brouseville Road Hyndman Rd

Adams/Connell Mary St/ 2nd St & Keefer St paving

Preservation treatment

Storm Management

Mary Street

Mary St/ 2nd St culvert

Connell/ Adams culverts Keefer St culvert

Walker Street

Recreation Cardinal Fishng dock

Compressor 30 replaced

Spencerville Arena Electrical Panel- Phase 2

Canteen deep fryer South Centre Parking Lot

Cardinal Wastewater

Reline easement- Henry to William

UV Unit Replacement

Adelaide St Pump station dry well

Walker Street

Cardinal Water Filter Control Panel Upgrade

L_ !Walker Street --

TOWNSHIP OF EDWARDSBURGH/CARDINAL CAPITAL Project Status Report

as of March 31. 2018 Outcome/ Status 2018 Draft Budget

Awarded to Gordon Signs- design and permitting

underway $50,000.00 $15,000.00

archetect reviewing station study $15,000.00

delivered-installation is waiting on room upgrades $4,500.00

complete-units are in service $7,000.00

in progress-working on design with FD members $3,500.00

$49,000.00

ECA submitted/final tender prep $450,000.00

tender closes April 10/18 $378,000.00

tender closes April10/18 $305,000.00

tender closes April 10/18 $120,000.00

$30,000.00

$70,000.00

design revision $41,960.00

$30,000.00

$10,000.00

$10,000.00


$20,000.00

awaiting quotes $30,000.00

$12,000.00 $6,500.00

$25,000.00

In progress $55,000.00

In progress/on-site work scheduled for week of April 23 $77,000.00 $70,000.00


On-site work completed Apr 05-18 $55,000.00

ECAsubmittE!d/final tender prep _ ---- -

---- $206,000.00

Total YTD Actual recommendation

TWP

EC • ca

Committee:

Date:

Department:

Topic:


Administration and Finance

April 9, 2018

Treasury

Reserve and Reserve Funds Schedule

Background: The 2017 financial audit was conducted last week and staff is awaiting the final surplus /deficit values for the Township budget as well as the water and wastewater budgets. After final year end audit adjustments have been made, any transfers to or from reserves or reserve funds will be made by council resolution.

Due to the fact that 2017 budget was not passed by March, no budgeted transfers were made in the 1.5t quarter. In order to compare the 1st quarter of 2018 to the 2017, no budgeted transfers have been made at this time. Staff will make the appropriate journal entries related to budgeted reserve transfers and will update the reserve and reserve fund schedule in the next quarterly report.

The Industrial Park Investment- HISA account is currently earning interest at a rate of 1.91% as of March 5th, 2018 and the consolidated reserve fund account is earning interest at a rate of 1.70%.

Last Update: April 5, 2018

Balance

12/31/2017 EARMARKED RESERVES

01-3511 Administration 84,603.53 01-3512 Tax Write Offs 110,000.00 01-3513 Election Reserve 18,000.00 01-3514 Fire Department - Vehicles 211,880.00 01-3515 Fire Department - Buildings 22,000.00 01-3516 Fire Department - Equipment 35,208.34 01-3517 Policing Costs 118,715.00 01-3518 Cemeteries 10,500.00 01-3519 Building Dept Reserve 19,870.29 01-3520 Public Works 639,032.48 01-3521 Winter Control 70,000.00 01-3522 Environmental Services - Low Lift 48,416.83 01-3525 Environmental Services - Storm Sewers 33,061.00 01-3526 Landfill Closure Reserve 85,000.00 01-3527 Recreation 60,987.39

01-3528 Planning Reserve 40,000.00

1,607,274.86 01-3540 Working Funds 750,000.00

!Total Reserves 2,357,27 4.86

Balance RESERVE FUNDS 12/31/2017

98-3816 Industrial Park Investment- HISA account 2,027,261.12

98-3813 Industrial Park Land 442,304.41

98-3814 Raw Water Supply System 344,147.28

98-3803 Industrial Park Wastewater 28,254.50

98-3804 Industrial Park Water 103,223.23

98-3805 Johnstown Water Wells 18,286.47

98-3812 Gas Tax Grant 128,478.09

98-3807 Cardinal Hydro 91,195.57

98-3806 Spencerville Wastewater 227,924.47

98-3808 Cardinal Wastewater 355,256.50

98-3811 Cardinal Water 530,503.30

Total Reserve Funds 4,296,834.94

I GRAND TOTAL 6,654,109.80

Township of Edwardsburgh/Cardinal RESERVE and RESERVE FUNDS

2018 YTD ACTUALS as of March 31 ,2018

2018 Year End Balance Transfers

Adjustments 1/1/2018 In

84,603.53

110,000.00

18,000.00

211,880.00

22,000.00

35,208.34

10,000.00 128,715.00

10,500.00

19,870.29

639,032.48

70,000.00

48,416.83

33,061.00

85,000.00

15,000.00 75,987.39

40,000.00

25,000.00 1,632,274.86 -750,000.00

25,000.00 2,382,274.86 -

2018

Year End Balance Transfers

Adjustments 1/1/2018 In

2,027,261.12

88,251.59 530,556.00 105,885.66

344,147.28

28,254.50 35,295.23

(19,075.00) 84,148.23

18,286.47

128,478.09

91 '195.57 227,924.47

355,256.50

530,503.30

69,176.59 4,366,011.53 141,180.89

94,176.59 6,748,286.39 141,180.89

-------------------------------------·--------

'c~'-~'~c.:<-"-·'•'""-'•'-'"'-'--~'' •"• ----------~-~

2018 2018

YTD Transfers Balance

Interest Out 3/31/2018

84,603.53

110,000.00

18,000.00

211,880.00

22,000.00

35,208.34

128,715.00

10,500.00

19,870.29

639,032.48

70,000.00

48,416.83

33,061.00

85,000.00

75,987.39

40,000.00

- - 1 ,632,27 4.86

750,000.00

- - 2,382,274.86

2018 2018

YTD Transfers Balance

Interest Out 3/31/2018

8,912.38 2,036,173.50

2,689.50 639,131.16

1,741.46 345,888.74

199.40 63,749.13

495.88 84,644.11

89.14 18,375.61

656.46 129,134.55

466.05 91,661.62

1 '145.83 229,070.30

1,815.50 357,072.00

2,656.85 533,160.15

20,868.45 4,528,060.87

20,868.45 - 6,91 0,335. 73

lWP

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Committee:

Date:

Department:

Topic:



April 09, 2018

Treasury

1st Quarter Budget Variance Report

l~

Background: The attached report is a summary of revenue and expenses for the period ending March 31, 2018 with a comparison to the 2018 budget and the 151 quarter of2017.

Budget variances to note:

Revenues:

~ Grant in Lieu revenue increased due to increase of penalties on tax arrears ~ Fire Department revenue increase over 1st quarter of 2017 ~ Parks revenue- receipt of funds from Health Unit for no smoking signage ~ Increase in South Centre rental income over 2017 ~ Planning & Economic Development increased from 2017- proceeds from two

land sales

Expenses: ~ Conservation Authority levy invoice not yet received to process ~ Public Works Vehicle Expenses increased due to several repairs required ~ Planning & Economic Development increased from 2017- transfers to reserve of

net proceeds from land sales

~ Some capital projects completed but invoicing not received yet for processing

TOWNSHIP OF EDWARDSBURGH/CARDINAL Report Date 2018 Budget Variance Report 4/05/2018 11 :25 AM As of March 31,2018 Page 1

2017 YTD 2018 2018 YTD Variance to % Actual Budget Actual 2018 Budget remainin

REVENUES

Taxation and Payments-In-Lieu Taxation Revenue 4,424,806.70 5,142,884.00 4, 700,606.79 (442,277.21) 8.60-Grant in Lieu 29,141.15 287,710.00 41,147.01 (246,562.99) 85.70-Grants Ontario 193,125.00 851,400.00 212,850.00 (638,550.00) 75.00-Port of Johnstown 189,585.00 758,340.00 189,585.00 (568, 755.00) 75.00-

Total Taxation and Payments-In-Lieu: 4,836,657.85 7,040,334.00 5, 144,188.80 (1 ,896, 145.20) 26.93-

Department Revenues Administration 116,168.35 527,586.00 120,183.24 (407,402.76) 77.22-Fire Department 14,500.00 4,878.11 (9,621.89) 66.36-Police Services 10,000.00 (1 0,000.00) 100.00-· Cemetries 57.11 100.00 51.92 (48.08) 48.08-Protective Services 3,258.00 6,220.00 2,920.00 (3,300.00) 53.05-Building 23,386.00 122,585.00 10,177.00 (112,408.00) 91.70-By-Law Enforcement 1,500.00 (1,500.00) 100.00-Public Works 385.00 25,700.00 2,880.00 (22,820.00) 88.79-Waste Disposal & Transfer Site 890.00 13,500.00 755.00 (12,745.00) 94.41-Curbside Waste & Recycling 40,402.50 283,650.00 50,345.00 (233,305.00) 82.25-Parks & Recreation

Recreation Adminsitration 529.00 37,710.00 (37,710.00) 100.00-Parks 845.80 845.80 Ball Diamonds 1,500.00 (1 ,500.00) 100.00-Cardinal Pool 7,000.00 (7,000.00) 100.00-Johnstown Pool/ Summer Day Camp 30,000.00 (30,000.00) 100.00-Cardinal Arena 113,028.59 440,000.00 95,334.62 (344,665.38) 78.33-Spencerville Arena 72,590.33 231,000.00 78,374.53 (152,625.47) 66.07-Canteen 31,783.31 95,000.00 27,972.19 (67,027.81) 70.56-South Centre 757.00 3,500.00 1,207.00 (2,293.00) 65.51-

TOWNSHIP OF EDWARDSBURGH/CARDINAL Report Date 2018 Budget Variance Report 4/05/2018 11 :25 AM As of March 31, 2018 Page 2


Planning 1,350.00 45,000.00 2,925.00 (42,075.00) 93.50-Economic Development 108,920.00 149,910.00 40,990.00 37.63 Agricultural Drainage 9,000.00 (9,000.00) 100.00-

Total Department Revenues: 404,585.19 2,013,971.00 548,759.41 (1 ,465,211.59) 72.75-

Capital Revenues Public Works 86,507.00 657,592.00 122,592.00 (535,000.00) 81.36-Storm Water Management 338,960.00 (338,960.00) 100.00-Waste Disposal & Transfer Sites 9,000.00 (9,000.00) 100.00-Recreation 31,000.00 23,109.00 (23, 1 09.00) 100.00-

Total Capital Revenues: 117,507.00 1,028,661.00 122,592.00 (906,069.00) 88.08-

TOTAL REVENUES: 5,358,750.04 10,082,966.00 5,815,540.21 (4,267,425.79) 42.32-

m.m;;;u I k'4 """""""~'-'""'""'""'""~'\!!!ll!ll!ll!ll!llll!I!JIIl!l!ll!ll!i!l!ll!!llll!!l!!ll-1111!1-011!-1!111 .... _1!111 ________ .... ______________ ""'" _____ ,_ ______________ ,_ __ ..., ______________________ _

TOWNSHIP OF EDWARDSBURGH/CARDINAL Report Date 2018 Budget Variance Report 4/05/2018 11 :25 AM As of March 31, 2018 Page 3

2017 YTD 2018 2018 YTD Variance to % Actual Budget Actual 2018 Budget remain in

OPERATING & CAPITAL EXPENSES Council 19,408.23 93,850.00 19,164.85 74,685.15 79.58 Administration 402,922.00 1,327,491.00 328,731.72 998,759.28 75.24 Fire Department 96,148.51 582,269.00 121,318.73 460,950.27 79.16 Police Services 188,777.21 1 '170,950.00 187,623.47 983,326.53 83.98 Conservation Authority 15,989.00 45,441.00 45,441.00 100.00 Cemeteries 5,000.00 5,000.00 100.00 Protective Services 5,933.26 22,640.00 5,824.23 16,815.77 74.27 Building 35,065.88 122,585.00 33,608.82 88,976.18 72.58 By-Law Enforcement 12,297.58 48,980.00 8,670.27 40,309.73 82.30 Public Works

Overhead Expenses 175,368.76 685,888.00 177,863.62 508,024.38 74.07 Vehicle Expenses 64,245.15 253,314.00 76,962.18 176,351.82 69.62 Shop Expenses & Fuel 42,403.22 116,000.00 57,579.26 58,420.74 50.36 Bridges & Culverts (72.52) 35,500.00 1,438.49 34,061.51 95.95 Safety Devices 5,045.25 35,500.00 6,349.51 29,150.49 82.11 Roadside Maintenance 7,776.95 85,500.00 10,548.52 74,951.48 87.66 Hardtop Maintenance 6,211.63 110,000.00 7,072.90 102,927.10 93.57 Loose Top Maintenance 1 '122.28 154,000.00 4,041.85 149,958.15 97.38 Winter Control 107,258.58 245,500.00 128,313.83 117,186.17 47.73 Street Lighting 10,478.87 76,450.00 7,113.72 69,336.28 90.69

Jonhstown Water Wells 233.50 7,500.00 7,500.00 100.00 Storm Sewer System 11,346.04 110,885.00 12,361.28 98,523.72 88.85 Waste Disposal & Transfer Site 31,939.88 138,845.00 27,870.55 110,974.45 79.93 Curbside Waste & Recycling 91,815.04 350,500.00 58,539.04 291,960.96 83.30

TOWNSHIP OF EDWARDSBURGH/CARDINAL Report Date 2018 Budget Variance Report 4/05/2018 11 :25 AM As of March 31,2018 Page 4


Parks and Recreation Recreation Administration 44,153.55 214,540.00 44,914.87 169,625.13 79.06 Parks 10,519.23 194,590.00 10,217.93 184,372.07 94.75 Ball Diamonds 1,080.21 6,650.00 569.59 6,080.41 91.43 Cardinal Pool 3,729.60 77,050.00 3,871.81 73,178.19 94.97 Johnstown Pool/ Day Camp 5,601.88 89,940.00 7,731.71 82,208.29 91.40 Cardinal Arena 141,411.08 785,938.00 121,702.60 664,235.40 84.51 Spencerville Arena 129,620.08 317,825.00 106,430.85 211,394.15 66.51 Canteen 27,842.82 107,860.00 30,179.83 77,680.17 72.02 South Centre 5,143.58 19,250.00 5,679.47 13,570.53 70.50

Libraries 30,099.59 136,450.00 33,089.57 103,360.43 75.75 Planning 7,597.00 79,315.00 6,395.27 72,919.73 91.94 Economic Development 31,641.99 186,620.00 186,722.80 (102.80) 0.06-Agricultural Drainage 3,826.30 44,890.00 2,600.97 42,289.03 94.21

Capital Expenditures Administration 65,000.00 65,000.00 100.00 Fire Department 30,000.00 30,000.00 100.00 Public Works 3,695.04 1 ,402,000.00 1 ,402,000.00 100.00 Storm Water Management 391,960.00 391,960.00 100.00 Waste Disposal & Transfer Sites 15,000.00 15,000.00 100.00 Recreation 93,500.00 93,500.00 100.00

Total Capital Expenditures: 3,695.04 1 ,997,460.00 0.00 1,997,460.00 100.00

Total OPERATING & CAPITAL EXPENSES: 1,777,676.25 10,082,966.00 1,841,104.11 8,241 ,861.89 81.74

SURPLUS (DEFICIT) 3,581 ,073. 79 0.00 3,97 4,436.10 3,974,436.10 0.00

~~~~~~~~~ .. ~ .. ._.__._._.._am.-a..a.-DMBB.__._._.._._ .... _. ____ _.~~w.~-.----

lWP

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Committee:

Date:

Department:

Topic:



April 09, 2018

Treasury

Change to Bank Deposit Procedure

Background: With the renewal of the commercial banking agreement with RBC the Township will be acquiring a cheque scanning device to allow the deposit of cheques. Currently the Township receipts a small amount in cash weekly which includes some coin.

RBC plans to close the local Spencerville Branch on May 41h, 2018. The local branch ATM machine will currently accept only paper currency and not coin currency; RBC has indicated that they may place a smart ATM in the future which will accept both types of currency.

Until this type of ATM is available, a visit to a branch is still required to deposit cash currency.

All cheques received will be scanned and deposited daily at the office. Any cash deposits will be recorded separately in a batch for tracking purposes. A Treasury Department employee will be tasked with driving to the branch in Prescott on a periodic basis and that person will be reimbursed for mileage. The cash will be kept locked in the combination safe in office to secure it until it is deposited.

TWP

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Committee:

Date:

Department:

Topic:

TOWNSHIP OF EDWARDSBURGH CARDINAL ACTION ITEM


April 9, 2018

Treasury

2018 Tax Rates

Background: The 2018 Township budget was approved on February 261h 2018 with the passing of Bylaw 2018-06 which resulted in a municipal tax rate increase of 1.43%. On March 22nd 2018, the Counties of Leeds and Grenville passed Bylaws 18-10 & 18/11 which resulted in no increase in the County tax rates. The Province passed O.Reg 26/18 which resulted in a decrease of the education tax rate for residential properties is approximately 5.0%.

A schedule of the total tax rates applied to each property class on a value of $100,000.00 assessment is attached.

Policy Implications: As the final part of the annual budget process, Council approves the tax rates which will be applied to each properties assessment and billed in August as a final tax bill.

Financial Considerations: The overall combined tax rate increase to a residential taxpayer is 001% increase. Commercial and Industrial tax classes combined tax rate decreased from the 2017 rate.

Recommendation: That Committee recommends that Council approve the 2018 tax rates and direct staff to draft a bylaw.


TAX RATES

RT Residential Property

MT Multi-Residential

FT Farmlands CT Commercial Property

XT Commercial New Const IT Industrial Propery

LT Large Industrial Property

JT Industrial New Const

PT Pipelines

2017 Township County Schools Total

0.00635198 0.00370869 0.00179000 0.01185067 0.00635198 0.00370869 0.00179000 0.01185067

0.00158799 0.00092717 0.00044750 0.00296266

0.00855230 0.00499338 0.01308668 0.02663236

0.00855230 0.00499338 0.01140000 0.02494568 0.01150597 0.00671792 0.01390000 0.03212389

0.01780777 0.01039731 0.01390000 0.04210508

0.01150597 0.00671792 0.01140000 0.02962389

0.01051316 0.00613825 0.01344403 0.03009544

TAX AMOUNT (on $100,000 assessment)

RT Residential Property

MT Multi-Residential

FT Farmlands

CT Commercial Property

XT Commercial New Const

IT Industrial Propery

LT Large Industrial Property

JT Industrial New Const

PT Pipelines

Township County

$ 635.20 $ 370.87 $

$ 635.20 $ 370.87 $

Schools

179.00 $

179.00 $

2017

Total

1,185.07 $

1,185.07 $

$ 158.80 $ 92.72 $ 44.75 $ 296.27 $

$ 855.23 $ 499.34 $ 1,308.67 $ 2,663.24 $

$ 855.23 $ 499.34 $ 1,140.00 $ 2,494.57 $

$ 1,150.60 $ 671.79 $ 1,390.00 $ 3,212.39 $

$ 1,780.78 $ 1,039.73 $ 1,390.00 $ 4,210.51 $

$ 1,150.60 $ 671.79 $ 1,140.00 $ 2,962.39 $

$ 1,051.32 $ 613.83 $ 1,344.40 $ 3,009.54 $

Average over all classes

Municipal Tax Rate increase of 1.43%

2018 Township County Schools Total

0.00644294 0.00370869 0.00170000 0.01185163 0.00644294 0.00370869 0.00170000 0.01185163

0.00161073 0.00092717 0.00042500 0.00296290

0.00867477 0.00499338 0.01292307 0.02659122 0.00867477 0.00499338 0.01090000 0.02456815

0.01167073 0.00671792 0.01340000 0.03178865

0.01806277 0.01039731 0.01340000 0.04186008

0.01167073 0.00671792 0.01090000 0.02928865 0.01066370 0.00613825 0.01299977 0.02980172

Township County

644 .29 $ 370.87 $

644.29 $ 370.87 $

Schools

170.00

170.00

2018

Total

$ 1,185.16

$ 1,185.16

161.07 $ 92.72 $ 42.50 $ 296.29

867.48 $ 499.34 $ 1,292.31 $ 2,659.12

867.48 $ 499.34 $ 1,090.00 $ 2,456.81

1,167.07 $ 671.79 $ 1,340.00 $ 3,178.87

1,806.28 $ 1,039.73 $ 1,340.00 $ 4,186.01

1,167.07 $ 671.79 $ 1,090.00 $ 2,928.87

1,066.37 $ 613.83 $ 1,299.98 $ 2,980.17

Increase (Decrease) Amount Percentage

0.00000096

0.00000096

0.00000024 -0.00004114

-0.00037753 -0.00033524

-0.00024500

-0 .00033524

-0.00029372

Amount

0.09

0.09

0.02

-4. 11

-37.75

-33 .52

-24.50

-33 .52

-29.37

-18.07

0.01% 0.01%

0.01% -0 .15%

-1.51%

-1.04% -0.58%

-1 .13%

-0.98%

Percentage

0.01%

0.01%

0.01%

-0.15%

-1.51%

-1.04%

-0.58%

-1.13%

-0.98%

-0.60%

TAX AMOUNT (on $197,000 assessment) at 1.43%

2017 2018 Township County Schools Total Township County Schools Total Amount Percentage

RT Residential Property $ 1,251.34 $ 730.61 $ 352.63 $ 2,334.58 $ 1,269.26 $ 730.61 $ 334.90 $ 2,334.77 0.19 0.01%

property with increase in

assessment from 197000 to

RT 204500 1,251.34 730.61 352.63 $ 2,334.58 1,317.58 758.43 347.65 $ 2,423.66 I 89.08 3.82%

- --property with decrease in

assessment from 197000 to

RT 189000 1,251.34 730.61 352.63 $ 2,334.58 1,217.71 700.94 321.30 $ 2,239.96 I -94.62 -4.05%

Tax Rate Analysis over last 6 years

Tax Billing per School Board Total Combined $100,000.00 change in tax bill

Township Tax Rate County Tax Rate Tax Rate Tax Rate assessment from prior year 2012 0.00620615 0.00375854 0.00221 0.01217469 $1 ,217.47 2013 0.00614189 0.00373523 0.00212 0.01199712 $1 ,199.71 (17.76) 2014 0.00614189 0.00367257 0.00203 0.01184446 $1 '184.45 (15.27) 2015 0.00607950 0.00367257 0.00195 0.01170207 $1 '170.21 (14.24) 2016 0.00601871 0.00363579 0.00188 0.01153450 $1 '153.45 (16.76) 2017 0.00635198 0.00370869 0.00179 0.01185067 $1 '185.07 31 .62 2018 0.00644294 0.00370869 0.00170 0.01185163 $1,185.16 0.09

Total change over 6 years (32.32)

Tax Rate Analysis from 2012-2018 0.014

0.012

0.01

0.008 • Township Tax Rate

• County Tax Rate

0.006 • School Board Tax Rate

• Total Combined Ta x Rate

0.004

0.002

0 2012 2013 2014 2015 2016 2017 2018

TWP

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Committee:

Date:

Department:

Topic:



April 9, 2018

Administration

2018 Community Grants & Donations

A summary of the community grants and donations requested for both cash and in-kind support has been developed based on the applications received. Information regarding cash assistance requested compared to cash provided in 2016 and 2017 is attached.

The approved budget line for the community grants and donations in the 2018 budget is $10,000. Last year due to the Canada 150 events and activities, an additional $4,000 was directed towards Canada 150 requests. The Canada 150 funding is not available for the 2018 budget year.

Due to the increased number of applications for funding and in-kind support, staff have reviewed the requests and included an approximate dollar value associated with each in-kind support request. The in-kind support that has been included on a dollar value basis is for the use of municipal facilities, staff time and equipment that would not otherwise be available or reasonably be expected to be working at that time. After further review staff have not included an in-kind support value for the South Edwardsburgh Recreation Association (SERA) application, as the Township and SERA partnership is considered as a mutually beneficial endeavour. In the past, Council has generally directed that all in-kind requests be fulfilled, but there are some asks this year that, if granted, may impose undue strain on municipal resources. Due to liability and insurance concerns the Port of Johnstown does not support the use or transportation of the Port trolley outside of Port property.

The total request for cash donations this year is $35,501.00, plus in-kind support which has an approximate value of $28,228.00.

Page 1 of 1

Summary of Grant Requests- 2018

Community Heritage:

• Friends of the Windmill- $500.00

Cash requested to: construct and install information signs along walking trails at Windmill Point.

• Grenville Militia - in-kind only

In-kind support request includes: photocopying and printing and the use of the upstairs Township hall for meetings.

• Spencerville Mill Foundation - $2,650.00 + in-kind

Cash requested to: offset costs of sewer services and general operating costs, produce and distribute new rack cards, promote toys of yesteryear exhibit, hire balloon artist for vintage carnival, and provide live music to the affair with food & drink event.

In-kind support request includes: use of workroom above Council Chambers, use of Council Chambers for meetings (41h Thursday of each month October- April), photocopying & faxing, and safety training for summer students.

• Grenville County Historical Society - $300.00 Late submission: Arrived March 26, deadline was March 23.

Cash requested to offset the daily operating and outreach expenses.

• Spencerville English Country Dance Club - $500.00 + in-kind

Cash requested to: maintain competitive pricing for the Regency Ball event.

In-kind support requested: occasional photocopying & printing, use of upstairs Township Hall weekly (Tuesdays 7-9:30pm) and for the Regency Ball (May 25- May 28) and Council Chambers for the Regency Ball (May 25- May 28).

Economic & Tourism Development:

• Art Scene - $2,000.00

Cash requested to: offset costs of TODS sign age on HWY 416, advertise in South Grenville visitors' guide, design & print new rack cards, distribution of rack cards, cover costs of Sunday afternoon Coffee House events, education courses & supplies, advertising for educational courses.

• 416 Art Kruze - $250.00

Cash requested to: cover advertising and printing costs for the yearly brochure.

• Spencerville Business & Community Connections- $126.00 +in-kind

Cash requested to: supply and distribute the promotional newsletter.

In-kind support requested: staff support of photocopying & printing of newsletter (printed double sided, SBCC to provide required paper).

Community Special Events:

• St. John's Choir- $500.00

Cash requested to: cover the cost of the Norwood Brass Firemen Band.

• South Grenville Bluegrass Festival - $5,000.00 +in-kind

Cash requested to: offset the cost of renting the fair grounds and Drummond Building

from the Spencerville Agricultural Society, along with other site expenses.

In-kind support requested: garbage collection & use of municipal facilities (showers in

the Spencerville Arena).

• South Grenville Chamber of Commerce - $500.00

Cash requested to: offset costs associated with the 1251h Anniversary celebrations

(requesting $500 from all three involved townships)

• Cardinal Festival Committee- $2,000.00 +in-kind

Cash requested to: support Canada Day and Labour Day family event activities.

In-kind support requested: use of Legion Park and parking lot, Fire Department support

for firework safety, staff support for garbage collection during events and to prep the legion hill for a soap box derby, use of Port of Johnstown trolley to shuttle attendees.

Supporting Youth/Seniors:

• Spencerville Skating Club- $2,000.00 +in-kind

Cash requested to: offset operating costs.

In-kind support requested: fee waiver for ice rental for the annual ice skating show (full

day rental).

• Cardinal Youth Centre - $2,000.00

Cash requested to: offset yearly operating costs.

• 2nd Spencerville Scout Group - $1,000.00 +in-kind

Cash requested to: maintain & replace camping equipment, purchase supplies for outdoor/indoor meetings, costs associated with organizing camps and other outdoor activities, assist with registration fees, purchase of skill books and compasses.

In-kind support requested: use of the upstairs Township Hall (2-3 evenings a week, depending on availability) and occasional staff support for photocopying.

• Connect Youth Inc. - $3,000.00

Cash requested to: support school drop in program at the South Grenville High School.

• 1st Cardinal Beavers/Cubs- $1,000.00 +in-kind

Cash requested to: offset cost of year end trip.

In-kind support requested: staff support for garbage removal after event(s), use of Legion Park and/or Johnstown Community Centre for regional gatherings, and use of photocopying.

• Girls Inc. of Upper Canada - $1,000.00

Cash requested to: offset costs of summer workshop programming for girls in Cardinal.

• Cardinal Outdoor Rink- $350.00 +in-kind

Cash requested to: purchase new lining for outdoor rink.

In-kind support requested: use of municipal property for outdoor rink, access and consumption of town water for flooding of rink, volunteer storage of hoses.

• 7th Prescott Skip Ventures Group - $ cost of tipping fees + in-kind

Unknown cash requested to cost the costs of the tipping fees for the removal of the waste collected.

In-kind support requested: use of Council Chambers for meetings, staff assistance with the dump to donate event.

Relief of Poverty/Health Advancement:

• Food for all Food Bank- $1,000.00 +in-kind

Cash requested to: offset the cost of purchasing food for clients in need.

In-kind support requested: continued use of the basement at the Cardinal Library for the Food Bank program.

• First Responders United Outreach - $2,000.00

Cash requested to: assist with renovation costs to accommodate program, offset registration fees and operating costs.

Requests not falling within prescribed categories:

• Friends of the EIC Library, Spencerville Branch - in-kind only

In-kind support requested: staff support in spring/fall to assist with garden weeding, pruning and clean-up, the removal of boxes of books and other waste from the Library, photocopying & printing, and use of Township Hall and grounds for a fund raising event including post event cleanup.

• Johnstown A TV Club - $2,000.00 +in-kind

Cash requested to: purchase gravel, culverts and equipment rentals to repair trails.

In-kind support requested: staff and equipment support with the use of a dump truck (including fuel) and a staff operator to deliver the gravel for trail repairs.

• South Edwardsburgh Recreation Association- $1,525.00 +in-kind

Cash requested to: support and offset costs of the snowfest 2019 event, offset costs of purchasing flowers, fertilizer, soil for the Millennium Park, offset costs for the purchase and engraving of the Memorial pathway paving stones, offset costs of welcome wage packages, and purchase of internet!WIFI at the community centre.

In-kind support requested: use of the Johnstown Community Centre for meetings and recreational activities, staff support for the annual pool opening event and winter carnival event, use of Centre for the bridge game group (Tuesday's 9am-12pm), operation of bar services and special occasion permits upon request, staff support to remove debris and cleanup Millennium Park project, and staff and equipment support with the lifting, edging, resetting and sealing of Memorial Park pathway project.

Requests Outside of the Township not falling within prescribed categories:

• Prescott Curling Centre Inc. - $500.00

Cash requested to: support the Clubs Legacy Board, offset costs of rebuilding curling stones, sharpening ice scrapers and updating equipment/infrastructure.

• St. Lawrence River Institute of Environmental Sciences - $800.00

Cash requested to: support and offset costs of the environmental education program for a two-day water festival in Spencerville.

• St. Lawrence & Ottawa Valley Canadian Pony Club - $1,500.00

Cash requested to: purchase supplies, photocopying and binding for the national competition being held in Ottawa.

• St. John Ambulance Leeds Grenville & Lanark- $1,500.00

Cash requested to: support youth cadets, specifically reduce costs and purchase uniform issued winter coats.

Total Cash Requested: $35,501.00

Total In-kind Requested Value: $28,228.00

2018 Community Grants & Donations

Organization Grant & In-kind Requested with Donation Approximate Value Requested

Friends of the Windmill $500 Grenville Militia $0 +in-kind = $180 Spencerville Mill Foundation $2,650 +in-kind = $6,360 Grenville County Historical Society $300 Spencerville English Country Dance $500 +in-kind =$2,248 Club Art Scene $2,000 416 Art Kruze $250 Spencerville Business & $126 +in-kind Community Connections St. John's Choir $500 South Grenville Bluegrass Festival $5,000 +in-kind =$600 South Grenville Chamber of $500 Commerce Cardinal Festival Committee $2,000 +in-kind =$1 ,250 Spencerville Skating Club $2,000 +in-kind =$3, 138 Cardinal Youth Centre $2,000 2nd Spencerville Scout Group $1,000 +in-kind =$2,520 Connect Youth Inc $3,000 1st Cardinal Beavers/Cubs $1,000 +in-kind =$157 Girls Inc of Upper Canada $1,000 +in-kind =$628 Cardinal Outdoor Rink $350 +in-kind =$400 71h Prescott Skip Ventures $unknown- +in-kind =$2,890

Requesting tipping fee coverage

Food For All Food Bank $1,000 +in-kind =$6,000 First Responders United Outreach $2,000 Friends of the E/C Library +in-kind =$557 Johnstown A TV Club $2,000 +in-kind =$1 ,300 South Edwardsburgh Recreation $1,525 +in-kind Association Prescott Curling Centre $500 St. Lawrence River Institute of $800 Environmental Sciences St. Lawrence & Ottawa Valley $1,500 Canadian Pony Club St. John Ambulance of L&G, Lanark $1,500

Total Requested Total Requested In-kind Grants Value$ &Donations $35,501.00 $28,228.00

2017 Cash Requested Vs. Granted

Organization Requested Granted Friends of the Windmill $500 $275 Grenville County Historical Society $300 $275 Spencerville Mill Foundation $1000 $1000 South Grenville Bluegrass Festival $5000 $2000 St. John's Choir $500 $500 Edwardsburgh/Cardinal Barn Quilt Trail $1500 $500 EdwardsburQh/Cardinal Business Association $1100 $0 Art Kruze $500 $250 Skip Ventures $ tipping fees $0 from grants

($1500 from other source)

2nd Spencerville Scout Group $1000 $500 Cardinal Youth Centre $2000 $1200 1st Cardinal Beavers $500 $500 Spencerville SkatinQ Club $2000 $500 Girls Inc of Upper Canada $1650 $500 Connect Youth Inc $3000 $1200 Food For All Food Bank $2000 $1800 Friends of the E/C Library $400 $0 Subtotal for Grants $22,950 $11,000

Special Canada 150 Grant Requests Requested Granted Spencerville Mill Foundation $1400 $1400 Spencerville Business & Community $126 $130 Connections South Edwardsburgh Recreation Association $1850 $1500 Subtotal for Special Canada 150 $3376 $3030

Total 2017 Grants & Donations $26,326 $14,030

2016 Cash Assistance Vs. Request

Organization Reauested Grant Friends of the Windmill $500 $250 Grenville County Historical $300 $250 Society St. Lawrence O'Toole Church $2,000 $500 Spencerville Mill Foundation $1,000 $1,000 Spencerville Agricultural $7,000 $7,000 Society Chilibration $100 $0 South Grenville Bluegrass $1,000 $500 Festival Cardinal Community Festival $1,000 $1,000 Committee St. John's Choir $500 $500 Ontario East Wood Centre $1,500 $0 Spencerville Business & $126 $126 Community Connections Edwardsburgh Cardinal $2,000 $500 Business Association South Grenville Business $1,000 $0 Showcase & Expo Galop Gallery $2,000 $250 416 Art Kruze $1,000 $250 Johnstown ATV Club Inc. $2,000 $250 2no Spencerville Scout Group $1,000 $250 Cardinal Youth Centre $1,200 $1,200 151 Cardinal Beavers/Cubs $500 $250 S_Q_encerville Skating Club $2,000 $500 Girls Incorporated of Upper $1,545 $500 Canada Youth Connect $3,000 $800 South Grenville Food Bank $2,000 $1,500 Cardinal Community Garden $100 $0 Friends of $800 $0 Edwardsburgh!Cardinal Library, Spencerville Branch Royal Canadian Legion Branch $2,000 $0 105, Cardinal South Edwardsburgh $500 $500 Recreation Association Community and Primary Health $5000 $1,000 Care (CPHC) Total Grants & Donations $42,671.00 $18,876.00

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TOWNSHIP OF EDWARDSBURGH CARDINAL

Resolution Number: -----Moved By:-----------

Seconded By:-----------

April 9, 2018

COPY THAT Committee of the Whole proceeds into closed session at _____ p.m. in order to address a matter pertaining to:

D Security of the property of the municipality or local boards; Specifically:

D Personal matters about an identifiable individual, including municipal or local board employees; Specifically:

D A proposed or pending acquisition or disposition of land for municipal or local board purposes; Specifically: Minutes of Closed Session dated March 12, 2018

D Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; Specifically: Prescott WWTP Arbitration

D Labour relations or employee negotiations; Specifically:

D The receiving of advice that is subject to solicitor/client privilege, including communications necessary for that purpose; Specifically:

o Carried o Defeated o Unanimous

Mayor: ________________ _

l RECORDED VOTE REQUESTED BY:

NAME YEA NAY

Councillor M. Barrett

Councillor G. Morrell

Councillor K. Smail

Deputy Mayor P. Taylor

Mayor Sayeau

TOTAL

I

committee of the whole administration & finance … · anniversary event will include a light...

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