Report To Council- January 26- Update on Accom Review Aburg- ATTACHMENTS 208 November 3rd November 30th 2014 Accounts Payable November 3rd?

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1 Table of Contents Agenda 3 Regular Council Meeting Minutes - January 12, Regular Council Meeting Minutes 13 Mardi Gras Event - Scott Deslippe, Amherstburg Chamber of Commerce Delegation - Scott Deslippe 26 School Board Accommodation Review - Ron LeClair, Trustee, Greater Essex County District School Board Delegation - Ron LeClair 28 Staffing Presentation - Jim Broderick and Paul Hertel Jim Broderick Report received January Communities in Bloom Program - Anne Rota, Manager of Tourism and Culture Communities in Bloom Power Point Communities In Bloom Program 93 Audit and Finance Advisory Committee AUDIT AND FINANCE ADVISORY COMMITTEE 97 AUDIT AND FINANCE ADVISORY COMMITTEE TOR 101 December 17, January 19, 2015 Accounts Payable December 17, January 19, 2015 Accounts Payable 106 Accounts Payable Listing 109 Former Water Tower Property Former Water Tower Property 149 Golder Report R image image Amherstburg Chamber of Commerce Mardi Gras Event July 24-25, Mardi Gras Event July (2) 189 Mardi Gras Layout Map 193 Economic Development Advisory Committee Economic Development Advisory Committee Terms of Reference Report 194 TOR01 ECONOMIC DEVELOPMENT ADVISORY COMMITTEE Council Committee Appointments Council Committee Appointments 201 Update on the Program and Accommodation Review of General Amherst and Western Secondary Schools Report To Council- January 26- Update on Accom Review Aburg 204 1

2 Report To Council- January 26- Update on Accom Review Aburg- ATTACHMENTS 208 November 3rd November 30th 2014 Accounts Payable November 3rd? November 30th 2014 Accounts Payable 227 November 3rd? November 30th 2014 Accounts Payable 229 Employee Cell Phone List Employee Cell Phone List 279 Appendix A 282 Application for Local Food Fund Application for Local Food Fund 284 National Garden Day and Amherstburg Garden Tour Update National Garden Day and Amherstburg Garden Tour Update 287 GARDEN TOURLOGO "Hats On" for Healthcare Day - Windsor/Essex Hospitals Foundation 2015 Hats On for Healthcare Day 291 Family Literacy Day - January 27, 2015 Family Literacy Day - Jan. 27, Unfinished Business List 298 Councillor Courtney - Request for Proposal for Legal Services Notice of Motion 301 Confirmatory By-law Confirmatory Jan

3 1. CALL TO ORDER TOWN OF AMHERSTBURG COUNCIL MEETING Monday, January 26, :00 PM Council Chambers, 271 Sandwich Street South, Amherstburg A G E N D A 2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF (In-Camera agenda items) 3. SPECIAL IN-CAMERA MEETING RECOMMENDATION That Council move into an In-Camera Meeting of Council at 4:00pm., pursuant to Section 239 of the Municipal Act, 2001, as amended, for the following reasons: ITEM A Discussion of Committee Applications Section 239 (2)(b) - Personal matters about an identifiable individual, including municipal of local board employees ITEM B Report regarding the Director of Financial Services - Council Question regarding Unfinished Business Item # CAO 2 Section 239 (2)(b) - Personal matters about an identifiable individual, including municipal of local board employees For inquiries regarding this agenda, or to make arrangements for accessible accommodations for anyone attending a Council meeting, please contact: Tammy Fowkes, Administrative Assistant to Municipal Governance at x. 216 or TTY , or by at tfowkes@amherstburg.ca (please note that advance notice is required) 3

4 Amherstburg Municipal Council Agenda Monday, January 26, 2015 ITEM C - Finance Department Reorganization - Unfinished Business Item # CAO 3 Section 239 (2)(b) - Personal matters about an identifiable individual, including municipal of local board employees ITEM D - Verbal Update regarding 2 personnel matters - Unfinished Business Item # CAO 7, 8, 9 Section 239 (2)(b) - Personal matters about an identifiable individual, Including municipal of local board employees ITEM E - Comparison of Organizational Structures from Levack Management Consulting Inc. and Phipps Consulting (report to follow) Section 239 (2)(b) - Personal matters about an identifiable individual, including municipal of local board employees 4. ADJOURNMENT OF IN-CAMERA MEETING 5. RESUMPTION OF REGULAR COUNCIL MEETING - 7:00 P.M. 6. PRAYER The Clerk will say prayer. 7. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF (Public Council Meeting agenda items) 4

5 Amherstburg Municipal Council Agenda Monday, January 26, MINUTES OF PREVIOUS MEETING Approval of Minutes RECOMMENDATION That the minutes be adopted by Council and that those confidential minutes of the closed sessions of Council remain confidential and restricted from public disclosure in accordance with exemptions provided in the Municipal Freedom of Information and Protection of Privacy Act: 1. Special In-Camera Council Meeting Minutes - November 17, Special In-Camera Council Meeting Minutes - December 10, 2014 (morning session) 3. Special In-Camera Council Meeting Minutes- December 10, 2014 (afternoon session) 4. Special In-Camera Council Meeting Minutes - December 15, Special In-Camera Council Meeting Minutes - January 10, Special In-Camera Council Meeting Minutes - January 12, Regular Council Meeting Minutes - January 12, DELEGATIONS 9.1 Mardi Gras Event - Scott Deslippe, Amherstburg Chamber of Commerce RECOMMENDATION That the delegation BE RECEIVED. 9.2 School Board Accommodation Review - Ron LeClair, Trustee, Greater Essex County District School Board RECOMMENDATION That the delegation BE RECEIVED. 9.3 Staffing Presentation - Jim Broderick and Paul Hertel RECOMMENDATION That the presentation BE RECEIVED. 5

6 Amherstburg Municipal Council Agenda Monday, January 26, PRESENTATIONS 10.1 Communities in Bloom Program - Anne Rota, Manager of Tourism and Culture RECOMMENDATION It is recommended that: 1. The presentation BE RECEIVED; 2. The report from the Manager of Tourism and Culture, dated January 7, 2015 regarding the Communities in Bloom Program BE RECEIVED; and, 3. The Manager, Tourism and Culture BE DIRECTED to establish an Amherstburg Communities in Bloom Committee consisting of one Member of Council, two members of the Amherstburg Fort Malden Horticultural Society and three members of Administration. 11. REPORTS POLICE SERVICES No reports at this time. 12. REPORTS CORPORATE AND COMMUNITY SERVICES 6

7 Amherstburg Municipal Council Agenda Monday, January 26, REPORTS FINANCIAL SERVICES 13.1 Audit and Finance Advisory Committee RECOMMENDATION It is recommended that: 1. The report from the Director of Financial Services dated January 12, 2015 regarding the Establishment of an Audit and Finance Advisory Committee for the Town of Amherstburg BE RECEIVED; 2. The Terms of Reference for the Audit and Finance Advisory Committee BE ADOPTED by Council; and, 3. That the Manager of Municipal Governance/Clerk BE AUTHORIZED to recruit residents and/or ratepayers for the Audit and Finance Advisory Committee Advisory Committee in accordance with the Board and Committees Appointment Policy December 17, January 19, 2015 Accounts Payable RECOMMENDATION It is recommended that: 1. The report from the Director of Financial Services dated January 19, 2015 regarding December 17, January 19, 2015 Accounts Payable, BE APPROVED; and 2. The Director of Financial Services BE AUTHORIZED to release funds for the approved payables. 14. REPORTS ENGINEERING AND PUBLIC WORKS No reports at this time. 7

8 Amherstburg Municipal Council Agenda Monday, January 26, REPORTS ECONOMIC AND COMMUNITY DEVELOPMENT 15.1 Former Water Tower Property RECOMMENDATION It is recommended that: 1. The report from the Director of Economic and Community Development dated January 6, 2015 regarding the Former Water Tower Property BE RECEIVED; and; 2. Council DIRECT Administration to authorize the Real Estate Broker to reduce the selling price of 7, 11, and 15 Venetian Drive to $54, respectively Amherstburg Chamber of Commerce Mardi Gras Event July 24-25, 2015 RECOMMENDATION It is recommended that: 1. The report from the Manager of Licensing and Enforcement dated January 12, 2015 regarding Amherstburg Chamber of Commerce Mardi Gras Event July 24-25, 2015 BE RECEIVED; 2. The Mardi Gras Event being held July 24-25, 2015, BE DEEMED as a municipally significant event for the purpose of applying for a Special Occasion Permit from the Alcohol and Gaming Commission of Ontario (AGCO); 3. Council GRANT an exemption from table number of Noise By-law with respect to the operation of any electronic device or group of connected electronic devices incorporating one or more loudspeakers to allow for live music at the Mardi Gras event for July 24th and July 25th, 2015; and, 4. That the Chamber of Commerce BE DIRECTED to meet the requirements identified by the Public Events Committee for the proposed Mardi Gras event on July 24th and July 25th,

9 Amherstburg Municipal Council Agenda Monday, January 26, Economic Development Advisory Committee RECOMMENDATION It is recommended that: 1. The report from the Director of Economic and Community Development dated January 9, 2015 regarding the Terms of Reference for the Economic Development Advisory Committee for the Town of Amherstburg BE RECEIVED; 2. The Terms of Reference for the Economic Development Advisory Committee BE ADOPTED by Council; and, 3. That the Manager of Municipal Governance/Clerk BE AUTHORIZED to recruit residents and/or ratepayers for the Economic Development Advisory Committee in accordance with the Board and Committees Appointment Policy. 16. REPORTS - CAO's OFFICE 16.1 Comparison of Organizational Structures from Levack Management Consulting Inc. and Phipps Consulting (report to follow) 9

10 Amherstburg Municipal Council Agenda Monday, January 26, Council Committee Appointments RECOMMENDATION It is recommended that: 1. The report from the Deputy Clerk dated January 20, 2015, regarding Council Committee Appointments BE RECEIVED; 2. BE APPOINTED to the Accessibility Advisory Committee. 3. BE APPOINTED to the Co-An Park Committee. 4. BE APPOINTED to the Heritage Committee. 5. and BE APPOINTED to the Parks Advisory Committee. 6. and BE APPOINTED to the Recreation and Culture Advisory Committee Board & Committee Appointments (report to follow) 17. COMMUNICATION REPORTS RECOMMENDATION That the communication reports BE RECEIVED. a) Update on the Program and Accommodation Review of General Amherst and Western Secondary Schools b) November 3rd November 30th 2014 Accounts Payable c) Employee Cell Phone List d) Application for Local Food Fund e) National Garden Day and Amherstburg Garden Tour Update 10

11 Amherstburg Municipal Council Agenda Monday, January 26, CONSENT CORRESPONDENCE RECOMMENDATION That the consent correspondence BE RECEIVED. a) 2015 "Hats On" for Healthcare Day - Windsor/Essex Hospitals Foundation 19. CORRESPONDENCE 19.1 Family Literacy Day - January 27, 2015 RECOMMENDATION It is recommended that: 1. The correspondence regarding Family Literacy Day BE RECEIVED; and, 2. Council PROCLAIM January 27, 2015 as Family Literacy Day in the Town of Amherstburg. 20. UNFINISHED BUSINESS Unfinished Business items as of Monday, January 26, NEW BUSINESS 22. NOTICES OF MOTION 22.1 Councillor Courtney - Request for Proposal for Legal Services (As introduced at the January 12, 2015 meeting) 11

12 Amherstburg Municipal Council Agenda Monday, January 26, BY-LAWS 23.1 Confirmatory By-law RECOMMENDATION That By-law being a by-law to confirm all resolutions of the Municipal Council Meeting held on January 26th, 2015 be taken as having been read three times and finally passed and the Mayor and Clerk be authorized to sign same. 24. ADJOURNMENT RECOMMENDATION That Council rise and adjourn at p.m. Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Town to remove it. If you want to learn more about why and how the Town collects your information, write to the Town Clerk's Office, 271 Sandwich Street South, Amherstburg, ON N9V 2A5 or call

13 TOWN OF AMHERSTBURG COUNCIL MEETING Monday, January 12, :00 PM Council Chambers, 271 Sandwich Street South, Amherstburg MINUTES PRESENT Mayor Aldo DiCarlo Deputy Mayor Bart DiPasquale Councillor Joan Courtney Councillor Rick Fryer Councillor Jason Lavigne Councillor Leo Meloche Councillor Diane Pouget Giovanni (John), Chief Administrative Officer Paula Parker, Clerk Mayor DiCarlo was not present at the start of the meeting and Deputy Mayor DiPasquale assumed the Chair. CALL TO ORDER The Deputy Mayor called the meeting to order at 7:05 p.m. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF (In-Camera agenda items) There were no disclosures of pecuniary interest noted. SPECIAL IN-CAMERA MEETING Councillor Fryer moved, Councillor Pouget seconded: 13

14 That Council move into an In-Camera Meeting of Council at 6:35 pm., pursuant to Section 239 of the Municipal Act, 2001, as amended, for the following reasons: ITEM A Dynament Corporation Lease Agreement Update Section 239(2)(a) the security of the property of the municipality or local board. The Mayor put the Motion. Motion Carried ADJOURNMENT OF IN-CAMERA MEETING RESUMPTION OF REGULAR COUNCIL MEETING 7:05 P.M. PRAYER The Clerk said prayer. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF (Public Council Meeting agenda items) There were no disclosures of pecuniary interested noted. MINUTES OF PREVIOUS MEETING Approval of Minutes Councillor Courtney moved, Councillor Meloche seconded: That the minutes be adopted by Council and that those confidential minutes of the closed sessions of Council remain confidential and restricted from public disclosure in accordance with exemptions provided in the Municipal Freedom of Information and Protection of Privacy Act: 1. Special In-Camera Council Meeting Minutes November 17, Special Council Meeting Planning Minutes - November 17, Regular Council Meeting Minutes - November 17, Special Council Meeting Minutes - December 9, Special In-Camera Council Meeting Minutes December 10, 2014 Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 2 of 13 14

15 6. Special Council Meeting Minutes - December 10, Special In-Camera Council Meeting Minutes December 15, Special Council Meeting Planning Minutes - December 15, Regular Council Meeting Minutes - December 15, Special Council Meeting Minutes - December 16, 2014 All In-Camera minutes, items 1, 5, and 7 were removed from the motion to adopt. They will be addressed and adopted In-camera at the next scheduled In-camera meeting. The Mayor put the Motion. Motion Carried DELEGATIONS 9.1 Sarah Van Grinsven - River Lights Winter Festival 2014 Sarah Van Grinsven introduced the other members of the River Lights Committee and then took Council through a power point presentation. Rennie Rota also gave further input regarding the River Lights Winter Festival Mayor DiCarlo entered during the presentation and assumed the Chair at 7:23 pm. Councillor Fryer moved, Councillor Pouget seconded: That the delegation be received and that the River Lights Festival be referred to 2015 budget deliberations for consideration. The Mayor put the Motion. Motion Carried Unanimously The Clerk asked for Council s consideration to bring items 14.2 and 14.1 forward to accommodate representatives in attendance. Deputy Mayor DiPasquale moved, Councillor Pouget seconded: That Council waive rules of order and report items 14.2 and 14.1 be brought forward at this time. The Mayor put the Motion. Motion Carried Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 3 of 13 15

16 14.2 Kingsbridge Subdivision Phase 5G - Proposed redline plan to draft plan approval Councillor Fryer moved, Deputy Mayor DiPasquale seconded: That: 1. The report from the Manager of Planning Services dated January 5, 2015, regarding Kingsbridge Subdivision Phase 5G- Proposed redline plan to draft plan approval BE RECEIVED; 2. The minor change to the revised draft plan approval BE SUPPORTED; and, 3. Administration NOTIFY the County of Essex of Council s support. The Mayor put the Motion. Motion Carried 14.1 Expression of Interest to Purchase Town-owned 20-0 Laneway West of Dalhousie Street Option One and Option Two Discussion ensued with Council. Erica Kyrgsman, legal Council for the developer was present to answer questions. Councillor Fryer moved, Councillor Meloche seconded: Councillor Fryer moved the motion with the addition of item # 1. That: 1. Council waive the rules of the Sale of Surplus Property Policy and declare Parts 2 and 3 of the 20 0 Laneway as surplus to the needs of the Town. 2. The report from the Director of Economic and Community Development dated January 7, 2015, regarding the Expression of Interest to Purchase Town-owned Laneway West of Dalhousie Street BE RECEIVED; 3. The purchase offer by 274 Dalhousie Ltd. for the parcel of Townowned land described as 20-0 Laneway, Option Two BE ACCEPTED; and, Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 4 of 13 16

17 4. The Mayor and Clerk BE AUTHORIZED to complete the sale of Townowned land known as 20-0 Laneway West of Dalhousie Street. The Mayor put the Motion. Yes/Concur No/Not Concur Councillor Courtney Mayor DiCarlo Deputy Mayor DiPasquale Councillor Fryer Councillor Lavigne Councillor Meloche X X X X X X Councillor Pouget X Motion Carried REPORTS POLICE SERVICES No reports at this time. REPORTS CORPORATE AND COMMUNITY SERVICES 11.1 Naming Rights Agreement Amendment Movati Athletic (formerly The Athletic Club) Councillor Fryer moved, Councillor Lavigne seconded: That: 1. The report from the Manager of Business Development and Programs dated December 17, 2014, regarding Naming Rights Agreement Amendment Movati Athletic (formally The Athletic Club) BE RECEIVED; Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 5 of 13 17

18 2. The addendum to the signed naming rights agreement, changing the name from The Athletic Club to Movati Athletic, BE APPROVED; and, 2. The Mayor and Clerk BE DIRECTED to sign the addendum on behalf of the Town of Amherstburg. The Mayor put the Motion. Motion Carried REPORTS FINANCIAL SERVICES 12.1 December 1- December 17, 2014 Accounts Payable Council asked questions regarding Accounts Payable items. Councillor Fryer requested that individual business cards be ordered for each Council member. The Clerk noted that each member of Council has $ in discretionary funds for uses such as this. Deputy Mayor DiPasquale moved, Councillor Courtney seconded: That: 1. The report from the Director of Financial Services dated December 17, 2014 regarding December 1- December 17, 2014 Accounts Payable, BE RECEIVED; and, 2. Council AMEND its previous motion from December 15, 2014, to strike out the words each month and insert the word biweekly. The Mayor put the Motion. Motion Carried 12.2 Reserve Funds and Restricted Cash Update Councillor Pouget moved, Councillor Lavigne seconded: That: 1. The report from the Director of Financial Services dated December 17, 2015, regarding Reserve Funds and Restricted Cash Update BE RECEIVED. Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 6 of 13 18

19 The Mayor put the Motion. Motion Carried 12.3 By-law Temporary Borrowing Councillor Pouget moved, Deputy Mayor DiPasquale seconded: That: 1. The report from the Director of Financial Services dated January 5, 2015 regarding the By-law Temporary Borrowing BE RECEIVED; and, 2. By-law being a by-law to provide for temporary borrowing until the taxes are collected and other revenues are received be taken as having been read three times and finally passed and the Mayor and Clerk be authorized to sign same. The Mayor put the Motion. Motion Carried REPORTS ENGINEERING AND PUBLIC WORKS No reports at this time. REPORTS ECONOMIC AND COMMUNITY DEVELOPMENT 14.1 Expression of Interest to Purchase Town-owned 20-0 Laneway West of Dalhousie Street Option One and Option Two (as dealt with above) 14.2 Kingsbridge Subdivision Phase 5G - Proposed redline plan to draft plan approval (as dealt with above) REPORTS - CAO's OFFICE 15.1 Meeting Date Amendment for March 2015 Councillor Pouget moved, Deputy Mayor DiPasquale seconded: That: Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 7 of 13 19

20 1. The report from the Deputy Clerk dated January 5, 2015, regarding Meeting Date Amendment for March 2015 BE RECEIVED; and, 2. The proposed amendments of March 16th and March 30th, 2015 meeting dates to March 9th and March 23rd, 2015 BE APPROVED. The Mayor put the Motion. Motion Carried COMMUNICATION REPORTS Councillor Meloche moved, Councillor Pouget seconded: That the communication report be received. a) Accessible 2014 Election The Mayor put the Motion. Motion Carried CONSENT CORRESPONDENCE Councillor Fryer moved, Councillor Pouget seconded: That the consent correspondence be received. a) Mandatory Fluoridation - Kimberly DeYong Letter b) Greater Essex County District School Board Letter The Mayor put the Motion. Motion Carried Councillor Fryer moved, Deputy Mayor DiPasquale seconded: That Council waive the rules of order and allow a motion regarding the Greater Essex County School Board. The Mayor put the Motion. Motion Carried Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 8 of 13 20

21 Councillor Pouget moved, Councillor Lavigne seconded: That Council direct Administration to correspond with the Greater Essex County School Board to inform them that Council wants to be an active participant regarding the high school accommodation review and that Council intends to provide information concerning anticipated growth and are adamantly opposed to a high school closure within the community. The Mayor put the Motion. Motion Carried Unanimously CONSENT OTHER MINUTES Councillor Meloche moved, Deputy Mayor DiPasquale seconded: That the following minutes be received: a) Amherstburg Police Services Board Minutes - November 18, 2014 b) Amherstburg Committee of Adjustment - November 25, 2014 The Mayor put the Motion. Motion Carried UNFINISHED BUSINESS Councillor Pouget asked if a letter was sent to Victoria Street Manor as per a motion that was brought forth at the November 17 th, 2014 Regular Council Meeting. The Chief Administrative Officer stated that he would investigate and report back to Council. Councillor Pouget moved, Councillor Lavigne seconded: That Administration be directed to supply Council with a detailed list including employees and their positions, of cell phone users by January 26, The Mayor put the Motion. Motion Carried NEW BUSINESS Councillor Fryer moved, Councillor Pouget seconded: Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 9 of 13 21

22 That Council direct Administration to bring a report for costing to the 2015 budget deliberations in regards to line painting adjustments on Sandwich Street. The Mayor put the Motion. Motion Carried REPORT FROM IN-CAMERA SESSION Report from In Camera Meeting held Monday July 14, 2014, Saturday January 10, 2015 and Monday January 12, COUNCIL IN CAMERA SESSION REPORTING OUT July 14, 2014 MEETING Council met at 5:48 am on July 14, 2014 for a Special In-Camera meeting and discussed two (2) items as provided for under Section 239 of the Municipal Act: ITEM A Massen Litigation Update was heard under Section 239(2)(f) of the Act. As a result of this meeting Council authorized a settlement between both parties. The action was settled and an order dismissing the action against the Town was granted by Justice Thomas on August 7, COUNCIL IN CAMERA SESSION REPORTING OUT January 10, 2015 MEETING Council met at 9:00 am on January 10, 2015 for a Special In-Camera meeting and discussed two (2) items as provided for under Section 239 of the Municipal Act: ITEM A 2 Personnel Matters heard under Section 239(2) (b) of the Act. There is nothing further to report at this time. COUNCIL IN CAMERA SESSION REPORTING OUT January 12, 2015 MEETING Council met at 6:30 pm on January 12, 2015 for a Special In-Camera meeting and discussed one (1) item as provided for under Section 239 of the Municipal Act: ITEM A Dynament Corporation Lease Agreement Update heard under Section 239(2)(a) of the Act. There is nothing further to report at this time. Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 10 of 13 22

23 Councillor Fryer moved, Councillor Lavigne seconded: That Council receive the In-Camera report out from the July 14, 2014, Saturday January 10, 2015 and Monday January 12, 2015 In-Camera meetings. The Mayor put the Motion. Motion Carried NOTICES OF MOTION Councillor Courtney introduced a Notice of Motion regarding an RFP for legal services. This motion will be before Council for consideration and voting at the January 26, 2015, Regular Council Meeting. BY-LAWS 21.1 By-law THIRD AND FINAL READING Deputy Mayor DiPasquale moved, Councillor Pouget seconded: By-law being a by-law to provide for the Repair and Improvement of the Hamel Drain based on the Drainage Report by Crozier Baird Engineers, be read a THIRD and FINAL time and the Mayor and Clerk be authorized to sign same a third and final time. The Mayor put the Motion. Motion Carried 21.2 By-law THIRD AND FINAL READING Councillor Meloche moved, Councillor Pouget seconded: By-law being a by-law to provide for the New Maintenance Schedule for the Antaya Drain on the Drainage Report by N.J. Peralta Engineering Ltd., be read a THIRD and FINAL time and the Mayor and Clerk be authorized to sign same a third and final time. The Mayor put the Motion. Motion Carried Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 11 of 13 23

24 21.3 Confirmatory By-law Councillor Fryer moved, Councillor Lavigne seconded: That By-law being a by-law to confirm all resolutions of the Municipal Council Meeting held on January 12th, 2015 be taken as having been read three times and finally passed and the Mayor and Clerk be authorized to sign same. The Mayor put the Motion. Motion Carried Councillor Fryer moved, Councillor Pouget seconded: That Council waive the rules of order to allow the public to speak. The Mayor put the Motion. Motion Carried A resident expressed concern over information not being displayed on overhead during the meeting. Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 12 of 13 24

25 ADJOURNMENT Councillor Meloche moved, Councillor Lavigne seconded: That Council rise and adjourn at 10:05 p.m. The Mayor put the Motion. Motion Carried MAYOR ALDO DICARLO CLERK PAULA PARKER Town of Amherstburg Regular Council Meeting - Minutes January 12, 7:00 p.m. Page 13 of 13 25

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87 AMHERSTBURG COMMUNITIES IN BLOOM 2015 Provincial Edition 87

88 What is Communities In Bloom? Established in 1995, Communities in Bloom is a non-profit Canadian organization committed to fostering civic pride, environmental responsibility and beautification through community involvement and the challenge of a national program, with focus on enhancing green spaces in communities The program consists of communities receiving information and being evaluated either provincially, nationally or internationally by a volunteer jury of trained professionals on the accomplishments of their entire community. These sectors include: municipal, residential, corporate, institutional and citizen participation. 88

89 Criteria for evaluation and awards: Eight key factors are considered for the challenge: Tidiness Environmental Action Heritage Conservation Urban Forestry Landscape Turf & Groundcovers Floral Displays Community Involvement. 89

90 Program Benefits: Green & Sustainable Initiatives Best Practices & Information Exchange Valuable feedback from the judges CiB Foundation Environmental Leadership Tourism Development Funding Initiatives Funding Initiatives Break of Dawn at KNYP 90

91 Amherstburg s position : Due to timeline for submission, application was made in 2014 Given the exemplary gardens, community partnerships, landscape, heritage conservation, tidiness, along with many of the key criteria that Amherstburg already features, Amherstburg is positioned to do very well in the provincial category award! Next steps for Amherstburg would include: Establish a Communities In Bloom (CIB) committee Send profiles and prepare a total information package to CIB Create a schedule for evaluation and coordinate the judges travel to Amherstburg An outstanding achievement award in addition to the overall award may also be evaluated. Prepare for the awards ceremonies! 91

92 The pride, sense of community and feeling of accomplishment generated through participation are visible in communities all over Canada. These benefits make Communities in Bloom a program where everyone wins. Participants can benefit from the program through community initiatives and programs, while a valuable information exchange network allows communities to share accomplishments, best practices and projects! Question and Answers? Provincial Marine Re enactors 92 Windsor Symphony Orchestra in KNYP

93 THE CORPORATION OF THE TOWN OF AMHERSTBURG OFFICE OF COMMUNITY AND ECONOMIC DEVELOPMENT MISSION STATEMENT: Author s Name: Anne Rota Report Date: January 7, 2015 Author s Phone: ext. Date to Council: January 26, 2015 Author s arota@amherstburg.ca Classification #: N/A To: Subject: Mayor and Members of Town Council Communities in Bloom Program for Amherstburg 1. RECOMMENDATION: It is recommended that: 1. The report from the Manager of Tourism and Culture, dated January 7, 2015 regarding the Communities in Bloom program for Amherstburg, BE RECEIVED; 2. The Manager, Tourism and Culture BE DIRECTED to establish an Amherstburg Communities in Bloom Committee consisting of one Member of Council, two members of the Amherstburg Fort Malden Horticultural Society and three members of Administration. 2. BACKGROUND: Communities in Bloom (CIB) is a Canadian non-profit organization committed to fostering civic pride, environmental responsibility and beautification through community involvement. CIB is a nationally programmed event, with focus of enhancing green spaces in communities. The last time Amherstburg participated and was deemed a finalist was in The program consists of communities receiving information and being evaluated either provincially or nationally by a volunteer jury of trained professionals on the accomplishments of their entire community (municipal, private, corporate and institutional sectors, citizens) on eight key criteria: Tidiness, Environmental Action, Heritage Conservation, Urban Forestry, Landscape, Turf & Groundcovers, Floral Displays and Community Involvement of 4

94 The pride, sense of community and feeling of accomplishment generated through participation are visible in communities across Canada. These benefits make Communities in Bloom a program where everyone wins. Participants can benefit financially from the program through community tourism initiatives, business opportunities for the entire community and other related projects. A valuable information exchange network allows communities to share accomplishments, best practices and projects. 3. DISCUSSION: Communities participate with other communities in their population category within their province. Provincial judges evaluate the communities on program criteria and award a bloom rating from 1 to 5 blooms (5 being the highest ranking) at a provincial awards ceremony in the fall, where communities receive a certificate with their bloom rating. Up to two communities in each province will be invited to participate in the following year s national edition. Any community is allowed to participate in a non-competitive category either to learn about the program or, if they are past provincial participants or national finalists, to maintain their rating from the previous year. Submissions from participants are to be received one year prior to participation in the event. Amherstburg registered for application to the CIB program for 2015 as required in A series of next steps to continue the process for winning the provincial category is necessary. Those steps are: Establish a Communities in Bloom committee comprised of administration, general public such as the Amherstburg Horticultural Society and a council member is welcome to participate; Send profiles and prepare an extensive information package to CIB; Create a schedule for evaluation and coordinate the judge s travel to Amherstburg. A key factor in the criteria for nomination is community involvement. Amherstburg has a very admirable and dedicated volunteer base for many organizations that would be included in the submission. These organizations are the heart and soul of our community adding vibrancy and civic pride in their presentations on an ongoing basis. Organizations such as the The Horticultural Society, The Amherstburg Historic Sites Association, The North American Black Historical Museum, The Rotary Club, River Lights Winter Festival, Art by the River and our active sports community are all examples of the tremendous volunteerism within the Town of Amherstburg. It should be noted that Amherstburg s public and private gardens are magnificent! A natural emphasis on the historic significance of our public spaces will be highlighted. Many other assets will be investigated and included based on the criteria for nomination. A July 2015 date for judging is anticipated of 4

95 4. RISK ANALYSIS: Amherstburg is well recognized and established as a beautiful garden community. Participation in the 2015 Communities in Bloom program allows Amherstburg to compete at a Provincial level. It is should be noted that two communities will be invited to compete in the national program the following year. It is the hope of all parties that Amherstburg will be selected and elevated to the national program. Participation in the program provides the opportunity to gain provincial recognition in 2015 and possibly national recognition Participants can benefit financially from the program through community tourism initiatives, business opportunities for the entire community and other related projects in addition to the gaining recognition for our historic sites and attractions. Failure to participate in such an event will reduce the economic and tourism benefits associated with participation. 5. FINANCIAL MATTERS: The cost to fund this initiative for the Town of Amherstburg is $5,000. The cost will be funded in the 2015 operating budget as follows: $2,500 from Tourism Promotional $2,500 from Parks department base budget 6. CONSULTATIONS: The Director of Economic and Community Development was consulted on this report and concurs with the recommendation. The Manager of Parks and Facilities was consulted on this report and concurs with the recommendation. The Directors of the Amherstburg Fort Malden Horticultural Society were consulted on this report and concurs with the recommendation. 7. CONCLUSION: The CIB program provides the Town of Amherstburg to showcase many of the community s authentic assets at a provincial level for Should Amherstburg be selected by judges to participate in the national program the community will have tourists visiting from all over Canada. This event is another strong economic generator for Amherstburg and will provide the community with a tremendous amount of civic pride. Amherstburg is well poised to garner this prestigious award! 95 3 of 4

96 Anne Rota Manager of Tourism and Culture Tony DeThomasis Director of Economic and Community Development Justin Rousseau Director of Financial Services Giovanni (John) Miceli Chief Administrative Officer APPENDICES: Power Point Presentation DEPARTMENTS/OTHERS CONSULTED: Name: Tony Di Thomasis, Director of Economic and Community Development Phone #: ext. 224 Name: Annette Zahaluk, Manager of Parks and Facilities Phone #: Name: Marilyn Cadotte, Chairperson AFMHS Phone #: Name: Paulette Drouillard, Committee Member Phone #: NOTIFICATION : Name Address Address Telephone FAX N/A 96 4 of 4

97 THE CORPORATION OF THE TOWN OF AMHERSTBURG MISSION STATEMENT: OFFICE OF FINANCIAL SERVICES DEPARTMENT Author s Name: Justin Rousseau Report Date: January 12, 2015 Author s Phone: ext. 259 Date to Council: January 26, 2015 Author s jrousseau@amherstburg.ca UFB Item: FIN #1 To: Subject: Mayor and Members of Town Council Establishment of an Audit and Finance Advisory Committee Unfinished Business Item: Financial Services #1 1. RECOMMENDATION: It is recommended that: 1. The report from the Director of Financial Services dated January 12, 2015 regarding the Establishment of an Audit and Finance Advisory Committee for the Town of Amherstburg BE RECEIVED; 2. The Terms of Reference for the Audit and Finance Advisory Committee BE ADOPTED by Council; and, 3. That the Manager of Municipal Governance/Clerk BE AUTHORIZED to recruit residents and/or ratepayers for the Audit and Finance Advisory Committee Advisory Committee in accordance with the Board and Committees Appointment Policy. 2. BACKGROUND: The role of the Audit and Finance Advisory Committee is to act in an advisory capacity to Council on matters related to the audited financial statements and financial reporting to Council. The Committee will assist with the development of a financial strategic plan to identify the Town of Amherstburg s financial goals, priorities and targets. The committee will provide advice on issues involving the audited financial statements, long term financial planning, and provide Council with recommendations. As a result of this initiative, Council will experience an increased level of awareness and effective 97 1 of 4

98 communication through community representation of the advisory committee that will assist in moving the Town forward in a positive manner. Administration has developed the terms of reference (attached) as requested for Council approval. This committee will assist our community in achieving greater financial stability. 3. DISCUSSION: The purpose of the Committee is to consider matters related to the Town of Amherstburg financial affairs and to report its findings, opinions and recommendations to Council through the Director of Financial Services. Administration has identified the following specific Committee purposes/functions that will be included in the terms of reference; - To guide the development and implementation of a strategic financial plan for the Town of Amherstburg in order to meet the financial goals, priorities and targets established by Council; - To make recommendations to Council on the opportunities, tools, policies and bylaws that will support/enhance financial practices and procedures for the Town; - To make recommendations to Council regarding the financial statements of the Town of Amherstburg; - To increase professional communication between Council, administration and the community-at-large regarding business, investment, and financial strength development; - To consider any additional matters referred to it by Council. Administration has considered and reviewed framework and structure for the proposed committee. The following are definitions from the Municipal Act 2001: Committee of Council as defined by Section 238(1) of the Municipal Act, 2001, means any advisory or other committee, subcommittee, or similar entity of which at least 50 per cent of the members are also members of Council. Advisory Committee means any Committee appointed by Council which may contain Council representation but where Council representation is less than 50 per cent of the members of Council. The Committee will be known as the Audit and Finance Advisory Committee and would consist of the following: - Director of Financial Services - Six (6) members appointed by Council as follows: Two (2) members of Council; Five (5) members who are residents and/or ratepayers of the Municipality, being a minimum of 18 years of age, and not an employee of the Municipality. Preference will be given to the following profession: 98 2 of 4

99 Accountant, Lawyer, Banker/Financial Professional, and Business owners/ professionals; One (1) representative of the Town of Amherstburg Chamber of Commerce The recommendation to establish an Audit and Finance Advisory Committee is a direct result of recommendation of the Deloitte report. The establishment of this committee will increase transparency of municipal finances, and improve Council knowledge on financial issues. It is the hope of administration that this committee will develop community partnerships that promote collaboration and transparency of the Town s municipal government. Administration believes that the establishment of this committee will be recognized as an added value to the community as the committee will assist Council and Administration in ensuring the long term financial stability of Amherstburg. 4. RISK ANALYSIS: If this committee is not approved, the Town may experience difficulty in meeting the requirements of the Deloitte Report. This additional oversight body will provide recommendations that will assist the Town in moving in a financial direction that is reflective of best practices in municipal finance and in the best interest of the Town going forward. A failure to establish such a committee may produce undesirable outcomes and further delay the Town s progress. 5. FINANCIAL MATTERS: N/A 6. CONSULTATIONS: N/A This space left blank intentionally of 4

100 7. CONCLUSSION: The role of the Audit and Finance Advisory Committee is to act in an advisory capacity to Council. The scope of review will include but not be limited to issues such as: the Town s Audited Financial Statements; financial planning and guidance; financial reporting to Council. The Town of Amherstburg Audit and Finance Advisory Committee will report its findings, opinions and recommendations to Council through the Director of Financial Services. Justin Rousseau CPA, C.A. Director of Financial Services Giovanni (John) Miceli Chief Administrative Officer APPENDICES: N/A DEPARTMENTS/OTHERS CONSULTED: Name: Phone #: ext. NOTIFICATION : Name Address Address Telephone FAX of 4

101 TERMS OF REFERENCE INDEX Committee: AUDIT AND FINANCE ADVISORY COMMITTEE Policy No.: Department: Financial Services Approval Date: Draft Division: Committee By-Law No.: Prepared By: Justin Rousseau Effective Date: Draft Pages: 5 Procedures: Replaces: N/A FINAN-CM- TOR01 1. NAME PAGE 1 2. PURPOSE PAGE 1 3. SCOPE PAGE 1 4. TERM PAGE 1 5. DEFINITIONS PAGE 1 to PAGE 2 6. MANDATE PAGE 2 to PAGE 3 7. DELEGATION OF AUTHORITY PAGE 3 8. COMPOSITION PAGE 3 to PAGE 4 9. COMPOSITION SELECTION PAGE MEETINGS PAGE AMENDMENT, MODIFICATION OR VARIATIONS PAGE 5 1. NAME 1.1. This committee shall be known as the Audit and Finance Advisory Committee (AFAC). 2. PURPOSE 2.1. The role of the Audit and Finance Advisory Committee is to advise Council on matters related to the audited financial statements and financial reporting to council. 3. SCOPE 3.1. This policy applies to all individuals who have been selected to sit on the Audit and Finance Advisory Committee including Council representation, administration representation, and public representation. 4. TERM 4.1. This Terms of Reference is effective from January 26, 2015 and continues until the December 1, 2018, or until terminated by agreement between Council and Audit and Finance Advisory Committee. 5. DEFINITIONS 5.1. Chief Administrative Officer (CAO) is the Chief Administrative Officer for the Corporation of the Town of Amherstburg Clerk is the Municipal Clerk for the Corporation of the Town of Amherstburg. Audit and Finance Advisory Committee Terms of Reference FINAN-CM-TOR01 Page 1 of 5 101

102 5.3. Conflict of Interest is a situation where private interests or personal considerations may affect the judgement of an employee or elected official of the Town of Amherstburg to act in the best interest of the Town. It includes using the employee s or elected official s position, confidential information, corporate time, material, or facilities for expected or actual private gain or advancement. A conflict may also exist where interests benefit any member of the employee or elected official s family, friends, or business associates Council refers to the current elected Council for the Corporation of the Town of Amherstburg. This includes, as an entirety, the Mayor, Deputy Mayor and Councillors Director is the person responsible for direction and operational control of a division as defined on the Town s organizational structure Manager reports directly to a Director (or the CAO in some instances) and who is responsible for a department within a division of the Corporation, as defined on the Town s organizational structure Senior Management Team (SMT) is comprised of the Chief Administrative Officer and the Directors. If a Director is unavailable, a delegate may be assigned Town is the Corporation of the Town of Amherstburg Treasurer is the Treasurer for the Corporation of the Town of Amherstburg. 6. MANDATE 6.1. The purpose of the Committee is to consider matters related to the Town of Amherstburg financial affairs and to report its findings, opinions and recommendations to Council through the Director of Financial Services The following are the specific purposes and functions of the Committee: The primary responsibility of the Committee is for financial and other reporting, internal control and compliance with laws, by-laws, regulations, policies and procedures To guide the development and implementation of a financial strategic plan for the Town of Amherstburg through the recommendation of financial goals, priorities and targets; To make recommendations to Council on opportunities, tools, policies and bylaws to support existing financial practices and how to improve upon them To make recommendations to Council regarding the financial statements of the Town of Amherstburg To increase professional communication between council, external auditors, administration and the community-at-large regarding business, investment, and financial strength development; Audit and Finance Advisory Committee Terms of Reference FINAN-CM-TOR01 Page 2 of 5 102

103 Review policies relating to compliance with by-laws and regulations, ethics, conflict of interest and the investigation of misconduct and fraud; Review current/pending legislation, litigation or regulatory proceedings bearing on corporate governance; Review cases of employee conflict of interest, misconduct or fraud; Review and assess the adequacy and effectiveness of the Town s internal control structure; Obtain an understanding of the Town s key financial reporting risk areas and the internal control structure therein. The Committee should then monitor the control process through the results audits; Ensure compliance with the Town s Code of Conduct Oversee the external audit coverage including: Engagement letters Estimated fees Timing of external auditor visits Coordination with internal audit Monitor audit results Review of auditor performance Review accounting policies and policy decisions Review financial statements, auditors opinions and management letters Performance Measurement issues 6.3. To consider any additional matters referred to the Committee by Council. 7. DELEGATION OF AUTHORITY 7.1. The AFAC is an advisory committee to Council and does not have any delegated authority The AFAC has no authority to direct staff and any recommendations requiring implementation, reports or staff actions must first be considered by Council before any action by staff may be taken. 8. COMPOSITION 8.1. The Committee will consist of the following: Seven (7) individuals appointed by Council as follows: Two (2) members of Council; Audit and Finance Advisory Committee Terms of Reference FINAN-CM-TOR01 Page 3 of 5 103

104 Four (4) individuals who are residents and/or rate payers of the Town, being a minimum of 18 years of age, and not an employee of the Town, where preference will be given to the following professions: a. Accountant, b. Lawyer, c. Banker/Financial Professional d. Business Owners/Operators One (1) representative of the Amherstburg Chamber of Commerce Two (2) members of administration that will act as a resource: Director of Financial Services or designate, and Other members of Administration as required The Committee shall have the following two roles: Chair Responsible for heading the meeting and ensuring that proper decorum is followed Secretary 9. COMPOSITION SELECTION Responsible for taking the minutes of the meetings of the Audit and Finance Advisory Committee 9.1. At the beginning of each Council term, the Town of Amherstburg shall place an advertisement within the local newspaper and on its website requesting expressions of interest from individuals who are residents and/or ratepayers of the Town Applicants shall be required to submit a written expression of interest outlining their experience and qualifications together with an indication of the particular sector for which they represent Council may also receive applications for membership and may appoint members to AFAC at any time throughout its term where necessary All persons selected to the AFAC shall be required to adhere to the established by- laws, policies, and procedures of the Corporation of the Town of Amherstburg that pertain to the Audit and Finance Advisory Committee. Audit and Finance Advisory Committee Terms of Reference FINAN-CM-TOR01 Page 4 of 5 104