THE CORPORATION OF THE TOWNSHIP OF BECKWITH FINANCE AND ADMINISTRATION COMMITTEE MINUTES MEETING # 08-2016 The Beckwith Township Finance and Administration Committee held a regular meeting on Tuesday, June 21st, 2016 in the Council Chambers, Township Municipal Building, Black s Corners. PRESENT COMMITTEE: STAFF: Deputy Reeve Sharon Mousseau, Chair Reeve Richard Kidd Councillor Faye Campbell Councillor Brian Dowdall Councillor Tim Campbell Cynthia Moyle, Chief Administrative Officer/Clerk Joy Kehoe, Deputy Treasurer Amanda Portioues, Financial Officer Deputy Reeve Sharon Mousseau, Chair called the meeting to order at 8:00 p.m. 1. OPENING OF MEETING 1.1 Additions to the Agenda The following two (2) changes were made to the agenda: i) Delegations 2.1 Local Immigration Partnership Renfrew and Lanark Chela Breckon, Project Manager deferred to another meeting date in the fall; and ii) New Business 7.3 Splash Pad Funding Township matching Community Dollars. 1.2 Approval of Agenda 052-16 Moved by: Faye Campbell Seconded by: Brian Dowdall BE IT RESOLVED THAT, the agenda be adopted as amended. 1.3 Approval of Minutes 053-16 Moved by: Brian Dowdall Seconded by: Faye Campbell CARRIED 1
BE IT RESOLVED THAT, the minutes of the Finance and Administration Committee regular meeting held on May 17 th 2016 be accepted as printed and circulated. CARRIED 1.4 Declaration of Pecuniary Interest 2. DELEGATIONS None at this time. 2.1 Local Immigration Partnership Renfrew and Lanark Chela Breckon, Project Manager deferred to another meeting date in the fall. 2.2 2015 Financial Statement Presentation Howard Allan, Auditor attached on pages 7 34. Howard Allan, Allan Chartered Accounts reviewed the 2015 Financial Statement and Consolidated Statement of Operations. Overall, the Township is in a healthy position. 054-16 Moved by: T.K. Campbell Seconded by: Richard Kidd BE IT RESOLVED THAT, the Finance and Administration Committee recommends to Council to accept the 2015 Financial Statements as attached. CARRIED 3. BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Draft Procedural By-Law Section 2 - Interpretation The Committee reviewed Section 2 Interpretation with no changes. 3.2 Draft Policy on Statutory Holiday Pay The wording in section 4.8 was amended. 055-16 Moved by: T.K. Campbell Seconded by: Richard Kidd BE IT RESOLVED THAT, the Finance and Administration Committee recommends to Council to approve the attached Statutory Holidays Policy and Procedure. CARRIED 3.3 The Township of North Stormont request support of resolution of proposal to expand natural gas services to all of Eastern Ontario rural areas attached on pages 35 36. 056-16 Moved by: Faye Campbell Seconded by: Brian Dowdall 2
BE IT RESOLVED THAT, the Finance and Administration Committee recommends to Council to support the Township of North Stormont s resolution regarding expanding natural gas services to all Eastern Ontario rural areas (attached). CARRIED 3.4 David Wharram draft response Township s legal counsel is to reply to Mr. Wharram s request. 3.5 Street Lights Hydro One The Committee reviewed the breakdown of street lights. Councillor Faye Campbell and Financial Officer Amanda Portioues is to complete a further analysis of the accounts and report back to the committee. 3.6 Scotch Corners Road Project Draft Budget 4. REPORTS Staff was directed to draft a policy on financing capital projects with development charges. The balance of Scotch Corners Road Project will be unfinanced capital outlay at year end. The committee will review the balance in the development charges at year end. 4.1 Lanark County Councillor s Reeve Richard Kidd and Deputy Reeve Sharon Mousseau provided an update on the County s activities. County Council/Committee Meetings recess for the month of July. 4.2 Hospital Board Report The annual general meeting is scheduled for June 22, 2016. This will be the final meeting for the ex-officio members. 4.3 Financial Operational Review Update 5. BUSINESS Thursday, June 23, 2016 at 10:00 a.m. 5.1 Funding for the Upper Karl Municipal Drainage Works Project Staff Cynthia Moyle reviewed the different options for financing the recently completed Upper Karl Municipal Drainage Works Project completed by the City of Ottawa. The total engineering and construction costs of the drainage works is $226,204.30. Under Section 61 of the drainage Act, the owners of the lands assessed under the drainage engineer s report are required to pay the costs of the drainage works in accordance with the assessment schedules in the drainage engineer s report. 3
The City of Ottawa has approved debt financing for the Township of Beckwith with an interest rate at 3.5% over a five (5) years beginning in 2017. 057-16 Moved by: Faye Campbell Seconded by: Brian Dowdall THAT, Option # 3 be selected for the Township s share of the drainage works for the Upper Karl Municipal Drain CARRIED 5.2 Funding for the Upper Dowdall Municipal Drainage Works Project Staff Cynthia Moyle reviewed the different options for financing the recently completed Upper Dowdall Municipal Drainage Works Project completed by the City of Ottawa. The total engineering and construction costs of the drainage works is $301,172.15. Under Section 61 of the drainage Act, the owners of the lands assessed under the drainage engineer s report are required to pay the costs of the drainage works in accordance with the assessment schedules in the drainage engineer s report. The City of Ottawa has approved debt financing for the Township of Beckwith with an interest rate at 3.5% over a five (5) years beginning in 2017. 058-16 Moved by: Brian Dowdall Seconded by: T.K. Campbell THAT, Option # 3 be selected for the Township s share of the drainage works for the Upper Dowdall Municipal Drain. CARRIED 5.3 Tax Write-Offs under Section 354 of the Municipal Act After review, the Committee agreed not to write-off 2016 taxes and penalty. Tax write-off under Section 354 will be reviewed in 2017. 5.4 Draft Acting Assignment Policy Staff received further direction from the Committee and will bring 5.5 Carleton Place & District Youth Services Golf Tournament Sponsorship The Township will sponsor a golf team in the event with Councillor Tim Campell is to decide the team. 5.6 Lanark County 2016 Wardens Golf Tournament Sponsorship The Township will sponsor one hole in the tournament. 5.7 Planning Administrator Staff Leave September 2016 4
The Committee agreed to retain a senior planner from J.L. Richards one day a week to assist with the Planning Administrators leave of absence. 6. CORRESPONDENCE 6.1 Tay Valley Township requesting support of resolution regarding Lyme Disease 6.2 Canadian Union of Postal Workers requesting support on public review on future of Canada Post The Finance and Administration Committee agreed to support this resolution. 059-16 Moved by: Brian Dowdall Seconded by: Faye Campbell 7. NEW BUSINESS BE IT RESOLVED THAT, the correspondence listing be accepted as information. CARRIED 7.1 In-Camera Item Legal 060-16 Moved by: Richard Kidd Seconded by: T.K. Campbell BE IT RESOLVED THAT, the Finance and Administration Committee moves in camera at 9:55 p.m. to address a matter pertaining to litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; AND THAT CAO/Clerk, Financial Officer and Deputy Treasurer remain in the room. CARRIED 061-16 Moved by: T.K. Campbell Seconded by: Richard Kidd BE IT RESOLVED THAT, the Finance and Administration Committee return to regular session at 10:29 p.m.. CARRIED Deputy Reeve Sharon Mousseau, Chair reported a motion will be presented regarding a property tax account and staff was given direction on a legal matter. 062-16 Moved by: T.K. Campbell Seconded by: Faye Campbell BE IT RESOLVED THAT, the Finance and Administration Committee recommends to Council on Roll #09-24-000-020-25201-0000 write-offs $6,844 in penalty and interest and a further amount of $3,156 in invoices added to property taxes. CARRIED 5
Deputy Treasurer Joy Kehoe left the meeting at 10:26 p.m. 7.2 Splash Pad Funding Township matching Community Dollars. Beckwith Township will match community dollars for this project. 8. MEETING ANNOUNCEMENTS 8.1 Date of Next Regular Meeting: Tuesday, September 20 th, 2016 immediately following the Public Works Committee meeting. 9. ADJOURNMENT 063-2016 Moved by: Richard Kidd Seconded by: T.K. Campbell BE IT RESOLVED THAT, the meeting adjourns 10:30 P.M. CARRIED Sharon Mousseau, Deputy-Reeve Chair Cynthia Moyle, CAO/Clerk 6
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