News & Notices

Town of Collingwood Council Highlights

Posted: December 16, 2014

from Monday Dec. 15th, 2014

CONSENT AGENDA (CORRESPONDENCE)
Items A1-A4 were received for information.

A3. Maintenance of trails and pathways in winter

Director of Parks, Recreation and Culture Dean Collver noted that the PRC department will be undertaking a trial to determine the feasibility and popularity of grooming the Harbourview trail loop for winter usage. At this time, there are no plans to expand the winter trail grooming to additional trails. The grooming will make the trail more useable for snowshoeing and cross country skiing, but will not remove all snow or ice, and trails may not be suitable for hiking.

A4. “Buy American” provisions in the American Recovery and Reinvestment Act
Council passed the following resolution:

THAT Council support Consent A.4 with respect to the Region of Halton's position in regard to the "Buy American" provisions in the American Recovery Reinvestment Act, and further that a copy of the resolution be forwarded to respective agencies and associations for further support and awareness.

STAFF REPORTS

CAO2014-13 – RFP FOR COMMUNITY BASED STRATEGIC PLAN
Council voted to issue a request for proposals (RFP) for a consultant to help lead Council and staff through a community-based strategic plan. The creation of a strategic plan is encouraged by the province of Ontario, and is a municipal best practice that can assist the Town in setting priorities and developing budgets for the next four years.

The RFP was amended to include a request that the successful proponents make use of a citizen advisory committee to assist a Consultant during the strategic planning process. 

Information on how to become involved in the strategic plan process will be available on the municipal website at www.collingwood.ca.

C2014-13 – COUNCIL & STANDING COMMITTEE PROCEDURAL BY-LAW
Based on the changes to the corporate governance structure, approved by Council in July, the Town of Collingwood required a new Procedural By-law. A Procedural By-law sets rules for scheduling, location, and proceedings of Council and Committee meetings.

Major changes included updated roles and responsibilities to reflect changes within the Municipal Act, 2001, a simplified delegation process not requiring registration in advance for Committee meetings, and the new schedule for Council and standing committee meetings.

With the change from a standard Council system to a Standing Committee system, significant changes to reflect the new committee structure were needed in the Town’s Procedural By-law. Council approved the new Procedural By-law 2014-091.

PW2014-33 – SALE OF LAND
South Service Road, an industrial service road located parallel to Hume Street west of Pretty River Parkway, will be sold by the Town of Collingwood, now that its main purpose as an industrial service entrance is no longer needed.

The proposed redevelopments (which could include a convenience store, a gas station and a restaurant) on Lot 42, which had been served by South Service Road, could cause higher traffic flows. In selling a portion of South Service Road, the access to Pretty River Parkway would be closed, but a shared entrance would be permitted from Hume Street.

T2014-20 – ONTARIO COMMUNITY INFRASTRUCTURE FUND – FORMULA-BASED COMPONENT
The Town of Collingwood will receive $213,589 for each of the next three years, starting in 2015 through the Ontario Community Infrastructure Fund – Formula-based component. Grants must be spent on capital projects and maintenance for renewal, rehabilitation, and replacement of core capital infrastructure assets (such as roads, bridges, sewer) and/or the development and implementation of asset management plans. Collingwood’s funds will go towards expanding the Public Works Department’s rehabilitative road resurfacing program, 

Collingwood has also been invited to move to the application phase, and be considered for funding under the OCIF application based component and the Building Canada Fund – Small Communities Fund (SCF). This invitation to move to the next phase does not guarantee funding. In September, Council approved the recommendation for Highway 26 West reconstruction project to be submitted for consideration for funding through the OCIF – application-based component, and that the Hume Street reconstruction project be submitted for consideration for funding through the SCF.

T2014-21 – DEDICATED GAS TAX FUNDS FOR PUBLIC TRANSPORTATION
Collingwood expects to receive $271,325 in gas tax funding for the 2014/2015 term, which helps to provide more convenient, reliable, and improved levels of transit service. 

Initiated in October 2004, the province now provides 2¢ per litre of gas tax funds. Since 2004, the Town has received almost $1.5 million from the program. Council authorized the Mayor and Treasurer to sign the Letter of Agreement to receive the funds.

T2014-22 – INTERIM PROPERTY TAX LEVY
Council approved the 2015 Interim Tax Levy, to allow a portion of municipal property taxes to be collected prior to Council adopting the 2015 budget. The interim tax levy must not exceed 50% of the property’s 2014 taxes, as per the Municipal Act, 2001. 

Council will begin the budget process early in 2015, since the Municipal Act, 2001 states that the budget for the year after an election is held, has to be adopted in the year to which it applies.

T2014-24 – 2015 TEMPORARY BORROWING BY-LAWS
The 2015 temporary borrowing by-laws was passed, which authorizes the use of open revolving credit of up to $6,000,000 in order to meet current operating expenditures until taxes and other revenues are collected.

Every year a temporary borrowing by-law is passed, and Treasury staff will exhaust all other avenues of funding prior to drawing on this line of credit. The last time the Town had to draw upon the line of credit was 2008.

ASSESSMENT OF THE TOWN OF COLLINGWOOD’S FINANCIAL HEALTH REPORT

CAO John Brown provided an overview of the BMA report, noting that it was the second report on the Town of Collingwood’s financial health, up until the end of 2013.

The BMA Report surveys 95 Ontario municipalities to provide a comparison of key financial indicators such as construction activity, assessment value, and household income.

T2014-24 - STRATEGIC FINANCIAL PLAN – POLICY PAPER NO. 1: DEBT
This policy paper provided an overview of the Town’s current and potential external debts, as well as internal loans and note positions. The paper also proposes debt limits and developing policies and procedures regarding internal loans and notes as a strategy to avoid taking on external debt.

Council received the report and recommended it be reviewed in detail by the Strategic Initiatives Committee.

T2014-25 - STRATEGIC FINANCIAL PLAN – POLICY PAPER NO. 2: RESERVES AND RESERVE FUNDS
Council was provided with an overview of reserves (revenues set aside at Council’s direction to provide for future expenditures) and reserve funds (funds set aside from the general municipal assets and restricted to meet a specific purpose).

Council received the report and recommended it be reviewed in detail by the Strategic Initiatives Committee.

T2014-26 – STRATEGIC FINANCIAL PLAN – POLICY PAPER NO. 3: CAPITAL ASSET MANAGEMENT PLAN
Collingwood’s Asset Management Plan (AMP) was approved in August 2014 as required under the provincial document “Building Together Guide for Municipal Asset Management Plans.” The plan catalogues Collingwood’s infrastructure assets, their characteristics and conditions, the maintenance, upgrades or replacement that they may require. The policy paper provided next steps in developing and implementing the AMP, as well as options to reduce the burden on the tax base for implementing the AMP.

Council received the report and recommended it be reviewed in detail by the Strategic Initiatives Committee.

MOTIONS
STRIKING COMMITTEE RECOMMENDATIONS

Council approved the following recommendations of the Striking Committee for appointments to Committees:

UPCOMING COUNCIL & STANDING COMMITTEE MEETINGS

Beginning in January, Collingwood will implement a Standing Committee system. Four standing committees will divide the very broad range of Council responsibility into specialized areas of interest. Each standing committee would be responsible for receiving staff reports, delegations, etc. and examining the issues. Each standing committee would champion the recommended initiatives/services/programs when the matter is presented to Council.

Three Council members have been appointed to sit on each standing committee, based on their interests and experiences. This will allow members to become proficient in their selected area, providing a valuable resource to assist Council in its decision-making. The only exception is the Strategic Initiatives Standing Committee, which includes all members of Council, as it will be dealing with matters of corporate significance.

The standing committee structure offers enhanced access to members of Council, with less “meeting management” enabling a more efficient deployment of staff resources. It is seen as much more accessible and a more efficient use of Council and staff time, and is better able to deal with the need for community inclusion and communication.

Council Meeting
Council will meet twice a month to review recommendations made by the standing committees, hear delegations and in accordance with the Municipal Act, 2001, all decisions made by standing committees will be ratified by Council, except as delegated by Council.    Monday, January 5, 5:00 p.m.Council Chambers, Town Hall, 97 Hurontario Street

Corporate Services Standing Committee
The mandate of the Corporate Services Committee will include internal administrative and corporate issues. Key topics for this committee will be the strengthening of administrative, finance and corporate policies.    Monday, January 12 5:00 p.m. Council Chambers, Town Hall 97 Hurontario Street

Community Services Standing Committee
The Community Services Committee will be tasked with overseeing projects that have great impact on the public. Key topics for this committee will be long-range capital projects, policy development, programming, special events and grant administration.    Wednesday, January 14 5:00 p.m. Community Room B&C, 3rd Floor, Collingwood Public Library 55 Ste. Marie Street

Council Meeting
Council will meet twice a month to review recommendations made by the standing committees, hear delegations and in accordance with the Municipal Act, 2001, all decisions made by standing committees will be ratified by Council, except as delegated by Council.    Monday, January 19 5:00 p.m. Council Chambers, Town Hall 97 Hurontario Street

Development/ Operations Services Standing Committee
The Development/Operations Committee will focus on topics related to the Public Works and Planning Departments. Key topics for this committee will be the Official Plan and Zoning By-law, building inspections, planning and infrastructure policies as well as transportation networks and policies related to general infrastructure development.    Monday, January 26 5:00 p.m. Council Chambers, Town Hall 97 Hurontario Street

Strategic Initiatives Standing Committee
The Strategic Initiatives Committee, consisting of all members of Council, will be responsible for overarching policy matters of corporate importance, including financial issues. Key topics for this committee will be the annual municipal budget, the strategic planning process, regular organizational reviews and corporate audits.    Meetings will be held as-needed, at the call of the Chair.

Agendas and Minutes are available online at: collingwood.ca/agendas-minutes

For more information, contact:
Communications Officer
Jennett Mays
705-445-1030 Ext. 3293
jmays@collingwood.ca

Clerk
Sara Almas
705-445-1030 Ext. 3225
salmas@collingwood.ca

Mayor
Sandra Cooper
705-445-8451
scooper@collingwood.ca

http://www.collingwood.ca/agendas-minutes

VIEW FULL LIST