COMMITTEE OF THE WHOLE AGENDA Tuesday May 19, 2015 Council Chambers 7:00 p.m.

Transcription

1 COMMITTEE OF THE WHOLE AGENDA Tuesday May 19, 2015 Council Chambers 7:00 p.m. 1. CALL TO ORDER Chaired by Mayor Brett Todd 2. APPROVAL OF AGENDA Suggested Motion: THAT the agenda be adopted as presented. 3. DECLARATIONS OF INTEREST 4. PRESENTATIONS 5. DELEGATIONS 5.1 Leanne Waddell Canadian Cancer Society, Relay for Life 5.2 Courtney Bizeau Block Parent Program 6. COMMUNITY AND PROTECTIVE SERVICES Chaired by Councillor Leanne Burton 7. FINANCE & CORPORATE SERVICES Chaired by Councillor Teresa Jansman 7.1 Staff Report No Sixth Finance Report of April 29, 2015 (pages 3-4) Suggested Motion: THAT the Sixth Finance Report of April 29, 2015 in the amount of $1,020, be approved for payment. COW Agenda May 19, 2015 Page 1 of 10

2 7.2 Staff Report No Financial System Software Upgrade (pages 5-6) Suggested Motion: THAT Council approve the purchase of new financial system software (Asyst) from USTI at a cost of $37,833 plus applicable taxes. 7.3 Staff Report No Appointment of Leeds and Grenville Representative to the Raisin-South Nation Source Protection Committee (pages 7-8) Suggested Motion: THAT Council endorse the appointment of Edwardsburgh/Cardinal Deputy Mayor Peggy Taylor as the Leeds and Grenville representative to the Raisin-South Nation Source Protection Committee. 8. TOURISM & HERITAGE Chaired by Councillor Fraser Laschinger 9. TRANSPORTATION & ENVIRONMENTAL SERVICES Chaired by Councillor Lee McConnell 9.1 Staff Report No Award of Tender for Salt Dome (pages 9-10) Suggested Motion: THAT Council award the tender for shingle roof replacement of the salt dome at the Public Works yard to Roof Tops Roofing Ltd. at a cost of $58,546 plus applicable taxes. 10. PLANNING Chaired by Councillor Mike Ostrander 11. ECONOMIC DEVELOPMENT Chaired by Councillor Ray Young 12. NEW BUSINESS 13. PERIOD FOR MEDIA QUESTIONS 14. IN CAMERA ITEMS 15. ADJOURNMENT COW Agenda May 19, 2015 Page 2 of 10

3 Information Purposes May 19/15 STAFF REPORT TO COUNCIL Report No May 13, 2015 From: Laurie Kirkby, Treasurer RE: Sixth Finance Report of April 29, 2015 Recommendation: That the Sixth Finance Report of April 29, 2015 in the amount of $1,020, be approved for payment. Background / Analysis: As invoices are posted into the Accounts Payable accounting module, they are placed into a register entitled Council Open Invoices. Once invoices are paid to the vendor, they appear on the Council Cheque Register. Invoices are posted on a consistent basis, with payments issued per the terms of the vendors, usually on a 30 day basis. Electronic Fund payments are made for payroll purposes and VISA charges. The report of all invoices posted and electronic fund payments made are presented to Council through Finance Reports at the Committee of the Whole meetings. Alternatives: None Financial Implications: Most invoices paid are of a general operating nature and included in the Town s budget. Invoices of note: 1. Payment to various vendors in the total amount of $10, for repairs and maintenance costs regarding frozen water mains and water pipes. Page 1 of 2 Page 3 of 10

4 Vendor costs are for frozen watermain & pipes are as follows: Steve & Sons Plumbing & Heating $ 6, Caesar s Plumbing & Heating $ 1, Team Solutions $ 2, Total Costs $10, Payment to Dalcon Ltd. in the amount of $216, for Certificate # 7 of their work on the Waterfront Park project. The project expense is currently 54% of contract amount. Attachments: Sixth Finance Report of April 29, 2015 was provided to Council under separate cover. C. Paulino, as per Laurie Kirkby Treasurer Steven Potter Director of Corporate Services Page 2 of 2 Page 4 of 10

5 STAFF REPORT TO COUNCIL Report No May 19, 2015 From: Rob Wittkie, Director of Operations RE: Financial System Software Upgrade Recommendation: That Council approve the purchase of new financial system software (Asyst) from USTI at a cost of $37,833 plus applicable taxes. Background / Analysis: Upgrading the Town s financial system has been a priority for a number of years given the age and limitations of the current system (MAS). As part of the 2015 capital budget, $65,000 was approved for the upgrade. Quotes were received from two approved venders. VENDOR BID USTI (Asyst) $37,833 VADIM $90,466 Considerations for choosing USTI: 1. Cost. 2. Seamless conversion from old USTI system (MAS) to new USTI system (Asyst). 3. Building department module included in price. 4. E-commerce module included in price. 5. Remote backup module included in price. 6. Compatible with Worktek software. 7. Excellent support located in Ontario. 8. User friendly interface. 9. Recreation booking and billing module available (future consideration) Page 5 of 10

6 Financial Implications: The 2015 Capital budget currently has $65,000 allocated for the project. The staff recommendation is within the budget. Attachments: None. Rob Wittkie Director of Operations Randy Helmer Chief Administrative Officer Page 6 of 10

7 STAFF REPORT TO COUNCIL Report No May 13, 2015 From: Randy Helmer, CAO RE: Appointment of Leeds and Grenville Representative to the Raisin-South Nation Source Protection Committee Recommendation: That Council endorse the appointment of Edwardsburgh/Cardinal Deputy Mayor Peggy Taylor as the Leeds and Grenville representative to the Raisin-South Nation Source Protection Committee. Background / Analysis: The municipalities of Leeds and Grenville that fall within the Raisin-South Nation Source Protection Region have had a representative on the Raisin-South Nation Source Protection Committee (SPC) since The municipalities include: the Township of Edwardsburgh/Cardinal, Augusta Township, the Township of Elizabethtown-Kitley, North Grenville, and the Town of Prescott. The most recent Leeds and Grenville representative was Glenn Mackey. Mr. Mackey had to resign from the SPC when he was appointed to the South Nation Source Protection Authority (SPA). Deputy Mayor Peggy Taylor, Township of Edwardsburgh/Cardinal, has expressed an interest in filling the vacant seat for Leeds and Grenville. Ms. Taylor has been representing the Industrial/Commercial sector on the SPC since 2007 and has recently stepped down as part of legislated terms of appointment requirements. The Township of Edwardsburgh/Cardinal endorsed her appointment to the board in the attached resolution and are requesting that Prescott Town Council also endorse her appointment. Once endorsements are received from all five municipalities, a report will be prepared for the SPA to appoint the new member from Leeds and Grenville. Financial Implications: None. Page 7 of 10

8 Attachments: Township of Edwardsburgh/Cardinal resolution endorsing the appointment of Peggy Taylor as the Leeds and Grenville representative to the Raisin-South Nation Source Protection Committee. Randy Helmer Chief Administrative Officer Page 8 of 10

9 STAFF REPORT TO COUNCIL Report No May 19, 2015 From: Rob Wittkie, Director of Operations RE: Award of Tender for Salt Dome Recommendation: That Council award the tender for shingle roof replacement of the salt dome at the Public Works yard to Roof Tops Roofing Ltd at a cost of $58,546 plus applicable taxes. Background / Analysis: Re-shingling of the salt dome was identified as a capital project during the capital projects tour in January. As part of the 2015 capital budget, $75,000 was approved for replacement of the salt dome roof. A tender was prepared by staff. Three submissions were received and reviewed by staff. Below are the bid results based on the selection criteria established in tender. VENDOR BID Roof Tops Roofing $58, Canada Inc. $74, D.L. Construction & Roofing Ltd. $78, Financial Implications: The 2015 Capital budget currently has $75,000 allocated for the project. The staff recommendation is within the budget. Page 9 of 10

10 Attachments: None. Rob Wittkie Director of Operations Randy Helmer Chief Administrative Officer Page 10 of 10