Municipal Services Committee (GG)

it resolved, that the agenda be approved and adopted as amended.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the Treasury Year to Date Summary for March 2024 be received, as presented in MSC report FIN-2024-10.

it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to authorize the Mayor and Clerk to sign agreement with Watson and Associates for the 2024 Development Charges Background Study in the amount of $36,910 plus tax, as presented in MSC Report FIN-2024-11.

it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives and adopts MSC report FIN-2024-12 which meets the requirements of Ontario Regulation 284/09 and outlines the preparation of the 2024 Operating and Capital budgets in Public Sector Accounting Standards (PSAS) format, as presented in MSC report FIN-2024-12.

it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives the 2024 Annual Repayment Limit report for information purposes, as presented in MSC report FIN-2024-13.

it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives the Financial Indicator Review for information purposes, as presented in MSC report FIN-2024-14.

it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to authorize the Mayor and Clerk to sign an updated 3 year agreement with Frontenac Municipal By-law Enforcement (FMLE) for By-law Enforcement Services, as presented in MSC report FIRE-2024-05.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the Emergency & Protective Services monthly update provided on April 22, 2024, covering the period of March 1 – March 31, 2024, be approved, as presented in MSC Report FIRE-2024-06.

it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to approve the extension of the Portland Library lease, as presented in MSC Report FAC-2024-08.

it resolved that the Municipal Services Committee (MSC) recommends to Council that a by-law be passed authorizing the Mayor and Clerk to sign a contract with Thomas Cavanagh Construction in the amount of $ 2,274,800 plus the Township's portion of the HST, for the construction of the Portland Community Hall & Library; AND FURHTER that staff be authorized to negotiate the storm water management construction with the contractor once drawings are completed, as presented in MSC Report FAC-2024-07.

it resolved that the Municipal Services Committee (MSC) recommends to Council that staff be directed to apply for an MTO permit to relocate the facility sign at the Ronald E. Holman Municipal Complex; AND FURTHER that Council approves a budget deviation in the amount of $2,000 to be funded from the Working Fund Reserve to order and install the signage, pending approval from the MTO, as presented in MSC report CLS-2024-09. AND FURTHER recommends that staff investigate options to improve the lighting in the parking lot and entrances at the REMHC and bring back a report outlining possible options.

it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to approve the Canoe Lending Policy and Canoe Lending Agreement, as presented in MSC Report CLS-2024-08.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the CAO be directed to proceed as per Option #2 (Start the Strategic Planning process over) with regards to the Strategic Plan Update, as presented in MSC report CAO-2024-06.

it resolved that the Municipal Services Committee (MSC) recommends to Council that an amending By-Law be brought forward to Council to update the Procurement Policy to allow cooperative purchasing, as presented in MSC Report ADM-2024-04.

it resolved, that the Municipal Services Committee moves into closed session at 11:45 a.m. to discuss the following matters: Compensation Review: Section 239(2)(k) - a position, plan, procedure, criteria or instruction to be applied to any negotiations

it resolved that the Municipal Services Committee (MSC) recommends to Council that: The 2024 Compensation Review Summary Report be received as produced by ML Consulting, and That Council approves the 2024 amended Salary Grid with applicable job rates reflecting the 55 th percentile pay target to become effective May 27, 2024; That staff be directed to implement placement of all positions in the new Bands, considering a next closest step placement based on current pay rates; That a compensation review be completed in the 2nd year of a Council term. as presented in closed session on April 22 nd 2024.

Be it resolved, that the agenda be approved and adopted as amended. Municipal Services Committee (GG) Monday, April 22, 2024 Pg. 2

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the Treasury Year to Date Summary for March 2024 be received, as presented in MSC report FIN-2024-10.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to authorize the Mayor and Clerk to sign agreement with Watson and Associates for the 2024 Development Charges Background Study in the amount of $36,910 plus tax, as presented in MSC Report FIN-2024-11.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives and adopts MSC report FIN-2024-12 which meets the requirements of Ontario Regulation 284/09 and outlines the preparation of the 2024 Operating and Capital budgets in Public Sector Accounting Standards (PSAS) format, as presented in MSC report FIN-2024-12.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives the 2024 Annual Repayment Limit report for information purposes, as presented in MSC report FIN-2024-13.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives the Financial Indicator Review for information purposes, as presented in MSC report FIN-2024-14.

Municipal Services Committee (GG) Monday, April 22, 2024 Pg. 4 Be it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to authorize the Mayor and Clerk to sign an updated 3 year agreement with Frontenac Municipal By-law Enforcement (FMLE) for By-law Enforcement Services, as presented in MSC report FIRE-2024-05.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the Emergency & Protective Services monthly update provided on April 22, 2024, covering the period of March 1 – March 31, 2024, be approved, as presented in MSC Report FIRE-2024-06.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to approve the extension of the Portland Library lease, as presented in MSC Report FAC-2024-08.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that a by-law be passed authorizing the Mayor and Clerk to sign a contract with Thomas Cavanagh Construction in the amount of $2,274,800 plus the Township's portion of the HST, for the construction of the Portland Community Hall & Library; AND FURHTER that staff be authorized to negotiate the storm water management construction with the contractor once drawings are completed, as presented in MSC Report FAC-2024-07. Municipal Services Committee (GG) Monday, April 22, 2024 Pg. 5 For (7): Deputy Mayor Carr, Councillor J. Banks, Councillor P. Banks, Councillor Delaney, Councillor Dunfield, Councillor Hutchings, and Councillor Pollard Against (1): Councillor Maxwell Voter Type: Majority (Present), Recorded

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that staff be directed to apply for an MTO permit to relocate the facility sign at the Ronald E. Holman Municipal Complex; AND FURTHER that Council approves a budget deviation in the amount of $2,000 to be funded from the Working Fund Reserve to order and install the signage, pending approval from the MTO, as presented in MSC report CLS-2024-09. AND FURTHER recommends that staff investigate options to improve the lighting in the parking lot and entrances at the REMHC and bring back a report outlining possible options.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to approve the Canoe Lending Policy and Canoe Lending Agreement, as presented in MSC Report CLS-2024-08.

Municipal Services Committee (GG) Monday, April 22, 2024 Pg. 6 Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the CAO be directed to proceed as per Option #2 (Start the Strategic Planning process over) with regards to the Strategic Plan Update, as presented in MSC report CAO-2024-06.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that an amending By-Law be brought forward to Council to update the Procurement Policy to allow cooperative purchasing, as presented in MSC Report ADM-2024-04.

Be it resolved, that the Municipal Services Committee moves into closed session at 11:45 a.m. to discuss the following matters:  Compensation Review: Section 239(2)(k) - a position, plan, procedure, criteria or instruction to be applied to any negotiations

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that: 1. The 2024 Compensation Review Summary Report be received as produced by ML Consulting, and 2. That Council approves the 2024 amended Salary Grid with applicable job rates reflecting the 55th percentile pay target to become effective May 27, 2024; 3. That staff be directed to implement placement of all positions in the new Bands, considering a next closest step placement based on current pay rates; 4. That a compensation review be completed in the 2nd year of a Council term. as presented in closed session on April 22nd 2024.