MEMBERS PRESENT: Mayor Milt McIver, Deputy Mayor Debbie Myles, Councillor Laurie (Smokey) Golden, Councillor James Mielhausen, Councillor Megan Myles
STAFF PRESENT: Clerk, Mary Lynn Standen, Administrative Assistant, Tessa Swanton, Teresa Shearer, Treasurer, Wilf Barnes, Fire Chief , Wendy Elliott, Chief Building Official, Carol Hopkins, By-law Enforcement Officer, Troy Cameron, Public Works Manager, Marshall Tigert, Facilities Supervisor, Cathy Addison, Deputy Clerk, Ryan Deska, Manager of Community Services
OTHERS PRESENT: Leo-Paul Frigault, OCWA
DISCLOSURE OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
Mayor McIver called the meeting to order at 9:00 a.m. and Council members were reminded to disclose any pecuniary interest and the general nature thereof that may arise during the course of the meeting.
APPROVAL OF THE AGENDA
Moved by L. Golden Resolution #07-01-2020 Seconded by M. Myles
THAT the content of the agenda be approved as presented.
Carried
ADOPTION OF THE MINUTES
There are no Minutes to adopt for Special Council Meeting No. 20-07, March 2, 2020.
PUBLIC MEETING
There is no Public Meeting for Special Council Meeting No. 20-07, March 2, 2020.
DELEGATION
There is no Delegation for Special Council Meeting No. 20-07, March 2, 2020.
CONSIDERATION OF AGENDA ITEMS
1. Treasury Department Report No. TR 20-01
RE: 2020 Budget – Draft #1
Mayor McIver began budget discussion and stated that there is a levy increase of 2.86% and taxpayer impacts are indicated in the Treasurer’s report.
Budget discussion proceeded as follows:
2020 Payments in Lieu:
Increase in federal payments in lieu are mainly a result of the federal government purchasing the Driftwood Cove property
2020 Unconditional Grants:
Discussion should occur relating to the Provincial Modernization grant funding that was received
A Treasurer’s report was brought to Council in October 2019 relating to projects the grant funding could be used to fund
The Federal Gas Tax grant is a one-time grant
The Federal Community Infrastructure grant is an annual grant and a portion is generally allocated to roads projects
An application for additional modernization funding was applied for by the CAO,
the Treasurer has yet to hear back regarding if the application was approved
Funding could be used for a service delivery review
2020 Administration:
Municipal administration costs are significantly lower than OPP costs
Legal/consulting fees have been decreasing; however, costs are dependent on what challenges are faced that year and cannot be predicted based on trends
$65,000 has been allocated for proposed audio-visual upgrades to the council chamber
Audio-visual upgrades may not consume the total $65,000 budget, an objective for the project needs to be determined
Council will be circulated a copy of the Audio-Visual Upgrades Project request for proposals (RFP) before it is made public, Mr. Deska, Manager of Community Services, is currently working on the RFP and will report back to Council
Approximately $5,000 is allocated for HVAC in the furnace room
2020 Fire:
The Fire Department is not reimbursed for emergency calls from the Bruce Peninsula National Park (the Park) as the Fire Department is only assisting with the call
There is a Mutual Aid Agreement in effect between the Park and the Municipality of Northern Bruce Peninsula (MNBP)
The Fire Department does not act as the lead regarding any emergency calls from the Park, most calls are medical related and the Fire Department is assisting Bruce County EMS
The Fire Department is only the lead on fire and motor vehicle collision calls
The Province mandates the type of training required for volunteer fire fighters
Volunteer firefighters are greatly appreciated
Standards for training have changed recently and volunteer firefighters will be mandated to have the same certifications as full-time fire fighters at some point in the future
2020 Building:
The building reserve funds can be utilized for wages, projects, implementing E-permitting, computer programs, educating the public and subsidizing a year of lower revenues
The CBO would like to meet with a representative regarding E-permitting, costs are estimated around $15,000 per year
Due to increased building activity, a contract employee may need to be hired
Investing in GIS mapping may also be beneficial for multiple departments, a full-time employee working in GIS/IT with a good computer background may be an asset in the future
2020 By-law Enforcement:
By-law and paid parking are not separated on the budget because if they were separated then the Municipality would not receive an HST rebate
The Treasurer and By-law Enforcement Officer prepared a report that was published on the December 9, 2019 Council agenda that provided a detailed breakdown of by-law and paid parking costs
The paid parking initiative includes high expenses and some members of the public may not be in agreement with paid parking
Revenues allocated to the Parks and Recreation Department were presented in a report from the Facilities Supervisor at a past Council meeting
The paid parking initiative allows for tourism costs to be funded by visitors rather than from taxpayers
2020 Occupational Health and Safety:
Two (2) employees are scheduled for Occupational Health and Safety Training in March
Funds will be used in 2020 to purchase defibrillators, batteries and pads which are due for replacement every five (5) years
Mental health is/will be discussed at Occupational Health and Safety meetings
2020 Emergency Planning:
MNBP does have a Pandemic Plan and Cathy Addison, Deputy Clerk, Certified Emergency Management Coordinator (CEMC) and Wilf Barnes, Fire Chief, will be attending a webinar that will be presented by the Grey Bruce Health Unit
Hand wipes and masks are at the Municipal Office
When a pandemic is declared, the Municipality works with Grey Bruce Health Unit and an email is sent to Mrs. Addison every morning with an update on occurrences/changes in the last 24 hours from the Provincial Emergency Operations Centre
The purchase of a generator for the Lion’s Head Arena/Community Centre will be a large expense
The Lion’s Head Arena/Community Centre is the Municipality’s southern evacuation centre, the current generator will only supply a certain section of the facility (not including the ice surface) and the residential generator has been at the facility for fourteen (14) years
2020 Roads:
An increase in street sweeping has led to more sand being distributed on roads as a result of more frequent freeze-thaw cycles and weather fluctuations
More ratepayers are requesting sweeping on rural roads and the number of hard surface roads have increased
A self-contained sweeper unit is very expensive, the Public Works Department has been investigating the purchase of a sweeper attachment for current machinery to save costs
There would be difficulties associated with sharing a street sweeper with other municipalities as the sweeper is only needed during a select few months each year and multiple municipalities will need the sweeper at the same time
Public Works did attempt to rent a street sweeper in the past, but due to no availability were unable
The current “roads backlog” is inaccurate and out of date
Roads should not be built/repaired based on petitions
The Roads Needs Study is outdated and should be updated as it is a valuable report for Council and staff
Mr. Cameron is to report back to Council with an opinion of which road he anticipates to be in most need of repair
The Isthmus Bay Road project will continue in 2020 and staff expect that an Environmental Assessment (EA) will not be required
The Public Works Manager recommended that an RFP be prepared
The EA for the Heron Point Road bridge project is underway and enough data has been collected to proceed with a public meeting in May/June 2020 at the Stokes Bay Community Centre
Sidewalks need work and the Public Works Department is given the authority to prioritize work
2020 Streetlights:
A request for streetlights in Pike Bay was received
A pilot project may be a possibility with LED lights
Government funding for LED streetlighting was available in the past
The Federation of Canadian Municipalities (FCM) may have some funding available under their energy stream
Twelve (12) streetlights are proposed for Pike Bay
2020 Airport:
There is approximately a 17% profit margin on fuel sales
Hanger rentals/leases includes the Blue Heron Company lease and others
The grass is cut by the Airport Attendant
2020 Tobermory Sewer System:
Leo-Paul Frigault, OCWA, provided an overview
Removing sludge will help with capacity related issues, especially in mid to late August when oxygen demand spikes
Septage rates are around 18%, which is quite high
Sludge does not need to removed more frequently at this time, unless a major change occurs
Sludge removal is operating under a 20-year removal cycle
Septage is a higher concentration and impacts lagoon operations
Lagoon dumping fees increased from 2018 to 2019
2020 Lion’s Head Water System:
Capital projects include the Marina pumping station $23,975, water plant $13,300 and distribution system $17,000
$50,000 is included in the budget for the purchase of fire hydrants
The Lion’s Head water system is operating at only 30% capacity
Leak detection and mitigation is performed by OCWA and requires an experienced operator and is completed during regular business hours
A few water metres were replaced in 2019 for residents and metre replacements may occur more frequently in upcoming year as metres are reaching the end of their life-span
Water metres are replaced on an as-needed basis
2020 Small Water Systems:
$100,000 is included in the budget for maintenance at the Little Tub Harbour Water Treatment Plant
Mr. Frigault is to provide further information on the Little Tub Harbour Water Treatment Plant project at a subsequent delegation or Special Council meeting, including information on EA processes, timelines, costs and project overview
Consider being proactive and placing additional funds in reserves for the Little Tub Harbour Water Treatment Plant in the case that funding is not granted
Mr. Frigault to follow-up regarding the status of project funding
$20,000 is included under capital projects for 2020
Determine long-term plans for various facilities and occupancy patterns such as, Tobermory Community Centre, Tobermory Daycare and Tobermory Meeting Place
There was a break in the Council Meeting at 10:56 a.m.
The Council Meeting reconvened at 10:59 a.m.
2020 Tobermory Harbour:
Difference in fuel sales between 2018 and 2019 were significant and may be related to the cost of fuel fluctuation
Less boat traffic occurred in Tobermory in 2019
Steel dock structures will continue to be replaced
Two (2) tubes are being attached to docks rather than one (1) tube in order to allow for water surge to pass through
A proactive plan for high water and flooding issues should be drafted and infrastructure that may be negatively affected should be addressed
Mr. Deska has reached out to Small Craft Harbours and funding may be received once staff submits a project list
Any funding is to be related to safety improvements and as the Tobermory Harbour is commercial, more funding may be available
Mr. Deska to prepare a report to Council regarding findings from future Tobermory Harbour public consultation meetings
Mr. Deska has already conducted some consultations for the Lion’s Head Marina as there were some concerns brought to his attention
Mr. Deska may also be able to send out an electronic survey via email
2020 Lion’s Head Marina:
Donations for the rebuilding of the Lion’s Head Lighthouse may cover a substantial amount of costs
Costs for an engineer for the lighthouse project is $8,000
Upgrades for areas around the lighthouse can be entertained
Dock damage can be minimized and staff are open to new solutions, such as a rotating dock repair schedule
Issues with the back-parking lot should be addressed and alternative parking should be considered
Erosion cannot be prevented as it only moves to different areas
2020 Garbage Collection/Diversion:
Recycling and garbage collection are now separated more accurately
Volumes of waste decreased once curbside collection was implemented
The first project the Municipal Innovation Council is addressing is waste management and there may be a promising outcome of that initiative and MNBP may be interested in participating
Three (3) new roll-off bins were purchased and front-load bins will no longer be used
Four (4) bins are needed at the St. Edmunds and Eastnor sites and three (3) bins at the Lindsay site
The change in waste disposal site hours of operation did not result in a reduction in overall wages
Those visiting/operating short term accommodation rentals generally would like more waste disposal site hours
Prices for scrap metal are currently low
2020 Cemeteries:
The cemetery caretaker contract expires on June 30, 2020 and an RFP is currently active
The fee included in the budget for the caretaker contract is an estimate
2020 Doctor’s Centre:
No janitorial costs are included for the Lion’s Head Doctor’s Centre
2020 Tobermory Meeting Place:
The facility is heated by hydro, two (2) roof-top heating units with an electrical backup
The building was constructed as a portable structure with limited wall and floor insulation
The heat pump can be used in various buildings
A propane furnace is a heating option that would result in a cheaper initial cost, but a room would be lost at the facility to accommodate the furnace
The building is a well-used community hub and a long-term solution should be determined
2020 Parks and Recreation:
Discuss/clarify objectives of the Lion’s Head Marina and Campground including if Council’s goal is to maximize revenues
Mr. Deska’s consultations resulted in the comment that it is part of the culture of the area to have access to water and services like the Marina and Campground offered at a reasonable cost
Washroom trailers may be a good option for downtown Tobermory as they are more desirable than portable toilets, but are still moveable
Washroom trailers would allow a key location to be determined before investing in a permanent washroom building and can house about six (6) stalls and have hydro
Roof repairs and washroom upgrades are needed for the Friendship Club and a report will be coming to Council on this topic shortly, roof repairs are not currently included in the budget
2020 Tobermory Community Centre:
$90,000 is included in the budget for kitchen upgrades and the scale of the kitchen upgrades needs to be established
2020 Campground:
There are issues with high water and aluminum wire underground, the current electrical is a liability
Consequences of investing in electrical now versus later after a Harbour Plan is created
The layout of the campground can be revisited and altered
Erosion on waterfront sites may pose a concern
Underground electrical wiring was repaired once last year but may need further repair
There is the option to rewire only certain areas at the cost of approximately $30,000
Campground revenues are not as high as anticipated
Discuss what service brings the most joy to the greatest number of people
Mr. Deska to prepare a report for a subsequent Council Meeting regarding options for electrical repairs at the Campground
Credit card charges are budgeted at $2,000 and there is a $1 charge per transaction
Mayor McIver advised that the Municipal Innovation Council (MIC) reached out to see if MNBP had any interest in joining the group and at that time, Council indicated that they would reply after budget deliberations. The MIC is currently involved in four (4) projects all with relevant topics.
Mr. Cameron stated that the Public Works Association informed him that they are obtaining a consultant to research high water in the area. He indicated that he will bring back a report regarding further information on this initiative.
Mr. Cameron is also to reach out to Saugeen Shores, Bruce County and Kincardine for contracts regarding GIS/IT funding.
Due to timing, the balance of the 2020 Budget review will continue on Monday, March 9, 2020 at 9:00 a.m.
Moved by J. Mielhausen Resolution #07-02-2020 Seconded by D. Myles
That Council receives Draft #1 of the 2020 Budget, as prepared and presented by Municipal staff; and
That upon consideration of any comments or input received from the review, Council directs staff to make the necessary revisions for Draft #2 to be presented on March 9, 2020. Carried
OTHER BUSINESS
There was no Other Business for Special Council Meeting No. 20-07, March 2, 2020.
CORRESPONDENCE
There is no Correspondence for Special Council Meeting No. 20-07, March 2, 2020.
READING OF BY-LAWS
Moved by L. Golden Resolution #07-03-2020 Seconded by J. Mielhausen
THAT the following listed by-law be given 1st, 2nd and 3rd reading and enacted:
2020-20 BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE SPECIAL COUNCIL MEETING OF THE CORPORATION OF THE MUNICIPALITY OF NORTHERN BRUCE PENINSULA HELD MONDAY, MARCH 2, 2020
Carried
CLOSED SESSION
There is no Closed Session for Special Council Meeting No. 20-07, March 2, 2020.
RECONVENE FROM “CLOSED SESSION” TO RESUME COUNCIL MEETING
There is no Closed Session for Special Council Meeting No. 20-07, March 2, 2020.
ADJOURNMENT
Moved by M. Myles Resolution #07-04-2020 Seconded by J. Mielhausen
THAT the meeting adjourns at 12:13 p.m.
Carried
