Committee of the Whole - February 14, 2022

Please note that all Committee of the Whole decisions are subject to Council approval. The next Council meeting is scheduled for February 28, 2022 at 7:00 p.m. If you have any questions regarding agenda items or decisions made at Committee or Council meetings, please email council@ramara.ca.

Spirit of Ramara Award

The Spirit of Ramara award is a new award that will recognize community groups, organizations and individuals who have significantly enhanced the quality of life and community spirit in Ramara. The award would go to a resident in the Township of Ramara or a business that operates in the Township. Committee approved to instill this award facilitated through a community-led process. More information will be made public with a straightforward process on how the community can nominate a worthy recipient.

Trail Grant

The Committee approved staff to apply for the Simcoe County Tourism, Culture and Sport Enhancement Fund for cycling route signage, cycling infrastructure, and route enhancements. If approved, the funding will provide cycling route signage starting from Centennial Park in Brock Township to Simcoe Road near Lagoon City and Concession Road 7 to Atherley Road. Cycling
infrastructure will also be strategically placed that includes two repair stations, two benches, and a picnic table.

Septic Reinspection Program 2022

The Director of Building and Planning/CBO advised staff will bring a report forward to a future Committee of the Whole meeting that will include the following information:

• Breakdown of expenses (costs)
• Breakdown of inspections
  • 2022 inspection area
  • Failed inspection rate
• Improvements to the program

Brechin Subdivision Proposed Street Names

Committee approved the following street names for the Brechin Subdivision. Staff will recommend to the Developer to re-examine the street name suffixes, i.e. court, road, lane, street, way.

1. Street A - Clayton Court
2. Street B - Gladstone Street
3. Street C and E - Garry Road
4. Street D - Davis Lane
5. Street I - O'Donnell Way
6. Street N - Sage Street

Committee of Adjustment - Honorariums 

The members of the Committee of Adjustment requested to increase the per diem rate from $129.30 to $150 per meeting. The current rate aligns with other rates paid to other committee members, including Council members. Committee approved to review all board and committee honorariums when the new committees are appointed for the 2022-2026 term.

2 Creighton Street - Development Charge Deferral

2 Creighton Street, previously referred to as the Atherley Arms Hotel, has been closed since 2010. Since its closure, the building and the property has not been maintained and has become visually unappealing to many residents and visitors. The developer would like to redevelop the property, but requires sewer and water servicing in the area. Committee approved to defer development charges for four years after services are available. Thus, the development credit for the existing building will
be applied against any new development fees providing that redevelopment occurs within four years of servicing availability. If no development occurs within the four years, then the credit will be forfeited.

Ramara Fire and Rescue Services 2021 Calls for Service Statistics 

The Director of Fire and Rescue Services/Fire Chief presented historical data of calls over the past 17 years and 2021 stats. Over time, the call volume has remained consistent; however, with the influx of permanent and transient residents and trends with our building department and real estate, the volume of calls is not expected to decline. In 2021, the Fire and Rescue Services
department responded to 444 calls with responses to calls in the ice water/marine rescue category making it to one of the top five response types.

County of Simcoe/Pomax Report on Fire Service Review

Simcoe County hired a third-party consultant to complete a comprehensive review of Fire Services in Simcoe County. Pomax Consulting Inc, the third-party consultant selected for the study, provided ten recommendations for efficiencies and service delivery models. With the ten recommendations outlined, staff will submit a written response to the County of Simcoe on how
the recommendations relate to the operation of Ramara Fire and Rescue Services. View the full report with recommendations.

Full Report

Infrastructure Tenders

Committee approved the following tenders:

1. B&I Complete Truck to supply a new combination snow plow unit for $352,653.00, plus taxes, with a delivery date of June 2023.
2. Pollards Distribution Inc. to supply and apply dust suppressant on Township roads for 2022 and 2023 season. The cost came up at $165,750.00, plus taxes for the 2021 year and will be applying a Brine dust suppressant to all the roads.
3. Veseris Canada to supply Granular Larvicide (AquaBac200G) for $25,662.00, plus taxes.
4. Zimmer Air Services to apply the Granular Mosquito Larvicide product to various locations in the Township of Ramara for $22,402.00, plus taxes.

Learn more about the Mosquito Control Program

2021 Year End Report

Zach Drinkwalter, Director of Corporate Services, presented the 2021 Year End Report that examined the Township's 2021 Strategic goals and planned priorities for 2021. The Township completed 5/25 planned priorities with the remaining priorities being completed and presented in early to mid 2022. In 2021, the Township was also able to accomplish the following:

• Enhanced Internet Services
• IM/IT Plan
• Communications Plan
• Capital Plan
• Ward Boundary Review
• Fire Master Plan
• Increase in GIS layers

At the March 14th, 2022 Committee of the Whole, staff will present 2022 Strategic goals and planned priorities.

View the Complete Year End Report

Procedural Bylaw

As previously discussed at the Committee of the Whole meeting on January 18, a Procedural Bylaw, as outlined in Section 238 of the Municipal Act, 2001, governs the calling, place, and proceedings of meetings. The Township's updated Procedural bylaw outlines the following changes:

1. Addition of a Public Forum, residents will have one minute each to speak for a total of ten minutes, to be added to the beginning of the agenda proceeding after the 'Adoption of Agenda and/or Agenda items.' The public will be able to ask a question or present their view on a subject during the allotted time.
2. Staff will remove 'Questions from the Media/Public' from each section on the agenda.
3. Committee of the Whole meetings will occur on the second Monday of each month, beginning at 9:30 a.m.
4. Council meetings will occur on the fourth Monday of each month starting at 6:30 p.m., if a closed meeting is required, and at 7:00 p.m. for the public portion of the meeting.
5. All public meetings will be held on an alternative Monday that does not already have a meeting scheduled.

The updated Procedural Bylaw with changes will be presented to Council for adoption.

Notice of Proposed Procedural Bylaw

Proposed Draft Bylaw

Customer Service Strategy and Proposed Standards

Committee approved the 2022-2025 Customer Service Strategy with corresponding service standards. The goal of the strategy is to link citizen expectations of services with achievable

standards that unite to create a positive customer service experience and workplace culture. The Customer Service Strategy will be guided on these principles:

1. Professionalism
2. Quality
3. Consistency
4. Positivity

It will also focus on three focus areas:

1. Accessible Services - Ensure services to residents are easy to access and understand.
2. Efficient Services - Provide clear and easily understood expectations to citizens and staff and commit to ongoing improvements through route measured performance.
3. Customer Service Culture - Enhance the Township's customer service culture through recognition and clear objectives.

Overall, the Township commits to responding to phone, email and social media inquiries within two business days. Please note that staff's response within the two business days may not provide the complete resolution, but staff will be acknowledging the message has been received.

Amendments to the Fees and Charges Bylaw

Committee approved to remove and add specific fees from the fees and charges bylaw 2017.18 in order to offset services provided by staff. For a full reviews of fees added and removed, including how to submit comments and concerns on the following changes, please review the full notice posted on our News and Notices page.

Notice of Proposed Changes to the Fees and Charges Bylaw

Water Tower Revenue and Expenses

Staff provided an analysis of the revenue and expenses for the Brechin Water Tower. In examining the last seven years of data, staff believe that all present and future expenses would be covered by the revenue collected. At this time, the public pays $4 per cubic metre to purchase water from the bulk water filling station, and water users in this area, including fixed charge and consumption rate, is charged $5.08 per cubic metre. Committee approved to bring a report back to a future Committee of the Whole meeting when more information can be collected.

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