TOWNSHIP OF WEST LINCOLN
ADMINISTRATION/FINANCE/FIRE COMMITTEE 
AGENDA 

MEETING NO. FIVE

Monday, November 16, 2020 at 6:30 P.m. - 9:00 P.m.

Township Administration Building

318 Canborough Street, Smithville, Ontario

** NOTE TO MEMBERS OF THE PUBLIC: Due to efforts to contain the spread of COVID-19 and to protect all individuals, the Council Chamber will not be open to the public to attend Council meetings until further notice.**

Submission of Public Comments/Virtual Attendance: The public may submit comments for matters that are on the agenda or request to attend the virtual meeting as "Attendees" by emailing [e-mail] by November 16, 2020 before 4:30 pm. Email comments submitted will be considered as public information and read into public record. The meeting will be recorded and available on the Township’s website within 48 hours of the meeting, unless otherwise noted.

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1.

CHAIR - Councillor Mike Rehner 

1. Due to efforts to contain the spread of COVID-19 and to protect all individuals, the Council Chamber will not be open to the public to attend Standing Committee and Council meetings until further notice.
2. The public may submit comments for matters that are on the agenda to [e-mail] before 4:30 pm. on the day of the meeting. Comments submitted will be considered as public information and read into public record.
3. Any member of the public that wishes to attend this meeting were required to contact the Clerk by email ([e-mail]) or by telephone prior to 4:30 p.m. on the day of the meeting.
4. The meeting will be recorded and available on the Township’s website within 48 hours of the meeting, unless noted otherwise.

2.

CHANGE IN ORDER OF ITEMS ON AGENDA

3.

DISCLOSURE OF PECUNIARY INTEREST AND/OR CONFLICT OF INTEREST

4.

APPOINTMENTS

4.1

ITEM A42-20

Gary Scandlan, Managing Partner and Director, Municipal Finance & Byron Tan, Senior Consultant, Watson & Associates Economists Ltd.
Re: Water and Wastewater Rate Study & Water Financial Plan 
POWERPOINT PRESENTATION

5.

REQUEST TO ADDRESS ITEMS ON THE AGENDA

NOTE: Procedural By-law Section 10.13(5) – General Rules
One (1) hour in total shall be allocated for this section of the agenda and each individual person shall only be provided with five (5) minutes to address their issue (some exceptions apply).  A response may not be provided and the matter may be referred to staff.

Chair to inquire if there are any members of the public present who wish to address any items on the Administration/Finance/Fire Committee agenda.

6.

CONSENT AGENDA ITEMS

NOTE:  All items listed below are considered to be routine and non-controversial and can be approved by one resolution.  There will be no separate discussion of these items unless a Council Member requests it, in which case the item will be removed from the consent resolution and considered immediately following adoption of the remaining consent agenda items.

6.1

ITEM A43-20

CONSENT AGENDA ITEMS

• RECOMMENDATION:

  That the Administration/Finance/Fire Committee hereby approves the following Consent Agenda Items:

  1. Items 1, 2, 3, 4 and 5 be and are hereby received for information; and,
  2. Item 6 be and is hereby received and the recommendations contained therein be adopted

  with the exception of Items #(s)_____________

1.

Joint Accessibility Advisory Committee – Minutes of August 13, 2020

2.

West Lincoln Public Library Board Minutes – September 18, 2020

3.

West Lincoln Public Library Board Minutes – October 23, 2020

4.

Information Report T-24-2020 October 2020 Budget Status Report

5.

Information Report WFLD-16-2020 Monthly Update October 2020

6.

Recommendation Report CAO-09-2020 - Christmas Break Holiday Hours

7.

COMMUNICATIONS

7.1

ITEM A44-20

Fred Vrugteveen, Niagara Pallets
Re:  Request to Township to Forgive Interest on Late Payment of Fees for Peer Review of Site Plan Agreement

• RECOMMENDATION:

  That, that correspondence received from Fred Vrugteveen, Niagara Pallets, dated November 6, 2020, requesting that Township forgive the interest fee for late payment of fees for peer review of their Site Plan Agreement as it is felt that the Township's policy should give businesses a longer interest free period to provide time to review invoices in order to confirm the amounts and that businesses be given at least 90 or 120 days to pay invoices, be received and ...

8.

STAFF REPORTS

8.1

ITEM A45-20

Treasurer/Director of Finance (Donna Defilippis)
Re: Recommendation Report T-25-2020 - Water and Wastewater Systems Rate Study and Financial Plan

• RECOMMENDATION:
  1. That, Report T-25-2020, dated November 16, 2020 regarding the “Water & Wastewater Systems Rate Study and Financial Plan” be received; and,
  2. That the Water & Wastewater Systems Rate Study and Financial Plan No. 077-301, as attached to this report, prepared by Watson and Associates Economists Ltd. be accepted, and,
  3. That the Water & Wastewater Systems Rate Structure and Rates recommended in the report prepared by Watson and Associates Economists Ltd. be approved, and,
  4. That the 10-year financial plan, as required by the Safe Drinking Water Act Regulation (O.Reg. 453/07) as outlined in the report attached. be approved.

8.2

ITEM A46-20

Treasurer/Director of Finance (Donna Defilippis)
Re: Recommendation Report T-26-2020 - Asset Management - Risk Framework Assessment

• RECOMMENDATION:

  That, report T-26-2020, regarding Asset Management-Risk Framework Assessment, dated November 16^th, 2020 be received for information.

8.3

ITEM A47-20

Clerk (Joanne Scime)
Re: Recommendation Report C-08-2020 - Corporate Flag Policy

• RECOMMENDATION:
  1. THAT, the report RFD-C-08-2020, dated November 16, 2020, regarding “Corporate Flag Policy”, be received; and,
  2. THAT, Council approve the proposed Corporate Flag Policy and the Community Flag Raising Request form, attached as Schedule “A” and “B”; and,
  3. THAT, Council delegate authority for approving or denying request for Community Flag Raising requests that have been previously approved or denied by Council within the last 5 years of the request date to the Clerk; and,
  4. THAT, the Township Flag Policy adopted in 1987 and the Policy for Lowering Flag to Half Mast approved in 2004 be and are hereby repealed.

8.4

ITEM A48-20

Clerk (Joanne Scime)
Re: Recommendation Report C-09-2020 - Options relating to filling the Vacancy of the Office for One (1) Councillor Position for Ward 2

• RECOMMENDATION:
  1. That, Report No. RFD-C-09-2020, dated November 16, 2020, regarding the “Options relating to filling the Vacancy of the Office for One (1) Councillor Position for Ward 3”, be received; and,
  2. That, the Clerk be given direction that the vacancy of the Office for One (1) Councillor Position for Ward 2 for the remainder of the 2018-2022 term of Council be filled through Option # ___________, as detailed herein.

9.

OTHER BUSINESS

9.1

ITEM A49-20

Members of Committee
Re: Verbal Updates from Members of Boards and Committees - If required

9.2

ITEM A50-20

Members of Council
Re: Other Business Items of an Informative Nature

10.

NEW BUSINESS

NOTE:  Only for items that require immediate attention/direction and must first approve a motion to introduce a new item of business.  (Motion Required)

11.

CONFIDENTIAL MATTERS

There are no confidential matters.

12.

ADJOURNMENT

The Chair declared the meeting adjourned at the hour of [time]