WHITEWATER REGION — The second quarter administration report from the Township of Whitewater Region was presented to Council on Wednesday, April 25. The report was presented by the Chief Administrative Officer (CAO), Robert Tremblay. The report has been summarized below.
Development & Planning
Development & Planning includes severances, site plans, zoning and official plan matters, as well as Economic Development and Tourism. Ivan Burton serves as the Township’s Planner and Economic Development Officer.
Planning
A total of six Consent and three Zoning By-law Amendment applications as well as one Private Road Agreement were considered during the quarter and nine Compliance Reports were issued. An application was submitted for the 2020 Rural Economic Development Program offered by OMAFRA for the preparation of a Business Retention and Expansion Program.
Funding request was submitted, in partnership with the Muskrat Watershed Council, for the Places to Grow funding offered by the OMAFRA for the preparation of a Stormwater Assessment, Planning and Implementation of the Cobden Agricultural Area. Assisted in funding submission of the (Fed./Prov.) ICIP Green Stream for the Renewal and Optimization of Beachburg Water Treatment Plant.
The Township issued a Letter of Support to the Muskrat Watershed Council for their application to the Natural Edge Program for shoreline naturalization in the Muskrat Watershed. The preliminary growth projections from the Village and Hamlet Growth Study and Development Charges By-law Review were presented for information purposes. Responded to approximately 70 general inquiries relating to zoning, setbacks, applications, approval processes and more.
Economic Development
Organized a Mayor’s Business Breakfast with the Upper Ottawa Valley Chamber of Commerce, originally scheduled for March 24. The event was postponed due to the pandemic. The donation of land in Westmeath at Gore Line and Rapid Road was considered by Council for the development of a new parkette. Programming is being reviewed. Staff assisted the CAO in obtaining background/economic impact data relating to the closure of Scotiabank Beachburg Branch. Township main street bench renderings were presented to Council for consideration and direction.
Tourism
Joe Kowalski made presentation regarding the Ottawa River Provincial Park – Open for Day Use. Council and staff met with Andrea Khanjin, Parliamentary Assistant to the Hon. Jeff Yurek, Minister of MECP, at ROMA. Staff have since reached out to Jonathan Ricci, Policy Advisor and Stakeholder Relations.
Township approved and submitted a request to host and deliver, with volunteers, one-segment of the 2020 Taste of the Valley. Tour de Whitewater presented their plans for 2020. The event was later cancelled due to the pandemic, as was the Beachburg Fair.
Environmental Services
The Environmental Services Division is led by Steve Hodson, Superintendent. The Division is responsible for drainage, utilities, waste & wastewater, as well as waste management, including recycling and curbside pickup. The division is part of Public Works managed by Lane Cleroux.
Drainage
Further discussion with Lorne Franklin, Robinson Consulting occurred during Q1 respective to works on the MacLeod Drain as well as delegation of drainage superintendent duties. Staff submitted for the OMAFRA Grant on Costs of Employing a Drainage Superintendent. Staff attended an OMAFRA Drainage Act Webinar which addressed reduced requirements when seeking approval on municipal drainage works. Staff were scheduled to attend a Rural Municipal Drainage Course in Ottawa late in Q1 but the course was cancelled due to COVID-19.
Utilities
Discussions occurred with the Ottawa River Power Corporation on the LED streetlight conversion project in LaPasse. Streetlight maintenance continues to be completed by Rondeau Electric. An online form was added to the website to report a service request. Units are being upgraded to LED when maintenance occurs.
Water & Wastewater
The Township’s three Drinking Water System Licenses are up for renewal. Notification from the Province was received in January. A report was brought to Council referencing the 2019 Annual Ministry of Environment, Conservation and Parks (MECP) Drinking Water Inspection Report for the Cobden Drinking Water System during Q1. A report was brought to Council referencing the 2019 Annual Drinking Water System Reports submitted to MECP. The annual reports are prepared by the Township’s accredited operating authority, the Ontario Clean Water Agency (OCWA).
The Cobden Wastewater Treatment Plant 2019 annual report was prepared by OCWA and submitted to MECP. Investing in Canada Infrastructure Program (ICIP) Green Infrastructure Stream application was submitted for the Renewal and Optimization of Beachburg Water Treatment Plant. Watermain break repairs occurred on Morton Street, Gould Street and John Street in Cobden. Cobden WWTP Upgrades contractor expenditures totalled $4,508,906.24 as of March 31 leaving $6,471,093.76 to be completed. There have been 19 change orders to date, totalling 244,392.14.
Waste Management
The new curbside collection system for waste got underway beginning January 1. Residents and businesses can put out two bags of any colour weekly. Those requiring more than two bags per week can still purchase and utilize the Whitewater Region yellow bags at a cost of $5 each. The new system is resulting in an increased use of curbside collection as well as decreased traffic at the Landfill Site. Two new 40 yard recycling containers were purchased for the Ross Landfill Site. The old ones, no longer fit for hauling, have been put aside. Faught Steel carried out repairs on the access stairs for the containers to ensure their structural integrity and safety.
New residential waste and recycling calendars and maps, as well as a new fee structure for the Ross Landfill, were all introduced during Q1. A report was brought to Council in support of amending two agreements for the provincial municipal hazardous & special waste program. Amendments to the agreements with Stewardship Ontario and Automotive Material Stewardship will enable the Township to continue to receive funding for hazardous materials collected during the two HHW Events held each Spring and Fall.
The annual HHW Events were booked for May 23 and September 26. During COVID-19, the May event was cancelled. The Ross Landfill was closed to the public late in Q1 as a result of COVID-19. Only residential curbside collection as well as commercial establishments have been granted access by appointment only. The valuation for the potential buy from Ottawa Valley Waste Recovery Centre is proceeding.
General Government
General Government includes financial and legislative services under the leadership of Treasurer and Deputy CAO Sean Crozier, and Clerk Carmen Miller. The Office of the CAO provides overall administrative management of the organization.
On March 4, the Township transferred $122,041.87 of utility arrears to taxes for 118 properties. On March 5, the first of six utility bills were sent out in the amount of $91,864.11. On March 25, Council approved the revised interest rate of 0% for tax, utility and accounts receivable arrears for two months due to the on-going pandemic. On March 29, Minister Clark informed Mayor Moore that the Township’s application under the Municipal Disaster Recover Assistance Program for costs associated with the spring 2019 flooding was approved up to $1,110,496.10.
The first instalment of the County and School Board Levies were due on March 31: County at $803,962.00; English Public at $364,875.98; English Separate at $75,215.11; French Public at $6,119.97; and French Separate at $17,217.02.
The 2019 year-end audit was completed in the first quarter. On March 31, $61,531.04 of the March 5 utility billing remained uncollected. This represented 67 per cent of that billing. On March 31, $2,366,762.57 remained uncollected of the interim property tax billing which represented 44.75 per cent of the amount billed. In 2019 42 per cent of the interim levy remained uncollected as of March 31, 2019.
A summary budget variance report as of March 31 is attached with some notes. Revenue: no budgeted transfer from reserves have occurred; interim tax billing will not show as revenue until the final billing is calculated; dog license revenue at 50 per cent of budgeted value; and fire revenue shows debenture proceeds in hand for fire tanker received early 2020. Expenses: emergency measures showing 40 per cent budget used to date as sandbags were purchased; library and Ross Historical Society operating grants have been sent out; capital purchase of the scrubber for Parks & Recreation has been purchased; and recreation is showing Cobden Arena detailed design work completed and billed up to end of quarter.
Legislative Services
Legislative Services issued 20 Burial Licenses, two Lottery Licenses and commissioned 12 documents. Council held seven meetings, considered 23 reports and enacted 38 by-laws. Council had their first successful electronic meeting on March 25. The procedural by-law was updated to allow such meetings during a declared emergency. Council passed the Multi-year Accessibility plan which put the Township in compliance with the 2019 provincial legislated requirements. Crossing Guards were laid off in early March once Cobden School was closed due to the pandemic.
Asset Management
A Summary of sewer infrastructure implemented improvements and/or opportunities within the Village of Cobden was presented to Council providing a range of projects from 2012 to 2019. A report was prepared for information purposes regarding Landfill Airspace (remaining capacity) at the Ross Landfill Site. The Township entered into an agreement with Snow Country Snowmobile Region for the leasing of municipal property located at 2272 Mineview Road (old Mineview Garage) for a five year term commencing May 1. Previous reports, studies and data are being consolidated. Follow up occurred with Public Sector Digest to fully implement the asset management software program.
Health & Safety
One member received full JHSC certification. Joint H&S committee met in the first quarter. Two firefighters took the online-traffic control course. Three active WSIB cases are on-going. The revised Health & Safety and Workplace Violence & Harassment Prevention policies were adopted by Council.
Office of the CAO
A Volunteer Recognition Policy was adopted by Council. The April recognition event was unfortunately cancelled due to the pandemic, but the awards program is proceeding. The 2020 to 2030 Strategic Plan with detailed 2020 work-plan was approved in January. The Employee Code of Conduct was established. It was developed through on-going consultation and training with staff on corporate values and competencies. The Township’s grant policies were reviewed for recreation and events. Corporate insurance renewal saw an increase for 2020 with a higher deductible at $20,000.
The Local Efficiency Group (LEG) Service Delivery Review was awarded to Dillon Consulting Limited, in partnership with Performance Concepts Consulting. The Seniors & Older Adults Task Force presented to Council on its work and preliminary findings and areas of focus. The CAO provided support for the community Save our Scotiabank Committee. Council called on the Government of Canada through the Prime Minister, Minister of Finance, Associate Minister of Finance and Minister of Rural Economic Development to implement an immediate moratorium on the closure of rural bank branches to allow for a detailed review by a joint Committee of Parliament.
A Delegation of Authority Policy was brought forward to deal with administrative matters with reporting. In addition, an Alternative Working Arrangements Policy was established dealing with telework, flex hours and reduced hours. CAOs in Renfrew County have kept in touch on a weekly basis during the pandemic to share information and best practices. Mr. Tremblay, as Vice-President of the Association of Municipal Managers, Clerks & Treasurers of Ontario participated in committee and board meetings through teleconference. Members of Council met with several members of Provincial Cabinet at the annual Rural Ontario Municipal Association (ROMA) Conference in Toronto. A total of seven delegations were carried out.
Parks & Recreation
The Parks & Recreation Department is led by Jordan Durocher, Manager. The Department is responsible for arenas, parks, boat launches, ball diamonds, beaches, and active transportation. The department works closely with community partners.
Arenas
Due to the early closing of arenas due to the COVID-19, plant shutdowns took place March 19 in Cobden and Westmeath and March 30 in Beachburg. Ice Rentals were Beachburg Arena with 363.5 hours of ice rentals, Cobden had 493.25 hours of ice rentals, and Westmeath had 270.5 hours of ice rentals. Total ice rentals were 1127.5 hours. Average hours of usage per day were five in Beachburg, almost seven in Cobden and three and a half in Westmeath. Ice Rentals cancelled due to COVID-19 were Beachburg Arena at 89.5 hours of ice rentals, Cobden Arena at 85 hours of ice rentals, and Westmeath Arena at 14 hours of ice rentals. A total of 188.5 hours of ice rentals were canceled and saw a total loss of revenue at $19,210.
Updates were made in the facility booking software to organizations, user group contact info and mailing addresses, rates and staff permissions to access the scheduled bookings. Standard Operating Procedures were implemented for a lockout procedure for safe plant operations in all arenas.
The Open House for the Cobden Arena Detailed Design saw approximately 50 people in attendance, and drawings were displayed for feedback from attendees and were reviewed by the architect; User groups were consulted; CAO followed up with Whitewater Region Public Library Board to confirm their desire for space; and the CAO, Mayor and Reeve met with three members of the Cobden Agricultural Society to address their concerns (continued use of recently acquired park land, upper hall, competition for banquets and weddings, consultation & communication, and no work on their land).
Staff attended a risk management regional seminar (Arena Refrigeration Plant Compliance Awareness) on March 3 in North Bay, hosted by the Ontario Recreation Facilities Association to discuss potential changes in arenas. Changes being considered include brine testing directives; technical safety recommendations as a result of the Fernie, B.C. incident in October 2017; and TSSA (Technical Standard Safety Authority) recommendation for refrigeration plant rooms rating based on safety with a scheduled maintenance plan.
Recreation Programs
Public Skating saw great attendance in the first quarter of this year; Beachburg had 775 people, Cobden had 270 people and Westmeath had 340 people. March Break Skates planned for March 16 to 21 were cancelled due to COVID-19. Sponsorships were secured from St. Andrews Church and the Cobden Recreation Association.
Parks & Trails
Parks, playgrounds and trails were closed due to the COVID-19 pandemic. Signage was made to address the closure and notify the public.
Boat Launches & Beaches
Boat launches were closed due to the COVID-19 pandemic. Signage was made to address the closure and notify the public.
Protective Services
Protective Services includes the Building Department led by Doug Schultz, Chief Building Official. The CBO is also responsible for animal control and by-law enforcement through contract services. The Whitewater Region Fire Department is managed by Acting Fire Chief Guy Longtin and Deputy Fire Chief Jonathan McLaren. With over 60 volunteer firefighters and five stations, the Department ensures the protection of the area with suppression, education and prevention. OPP matters are also summarized in this section and emergency measures, which are coordinated by the Manager of Public Works as the Community Emergency Management Coordinator (CEMC) and the Clerk as Alternate CEMC.
Building Services
There were 17 permits issued in the first quarter with two for new dwellings, seven septic systems and one new dairy barn. Total value for the first quarter is $2,122,200. On-going follow up and reminders occurred for building without a permit.
By-law Services & Animal Control
A pilot project was approved to issue and pay for dog permits through the Township’s website. Tags can also be purchased at local retailers and through the administration office. A meeting occurred with the Renfrew County SPCA on potential partnerships to be explored in the future. The early bird rate for dog tags was extended to May 31. Council supported the Security from Trespass and Protecting Food Safety Act, 2019. In the first quarter, seven calls were received due to dogs and three property standard issues were investigated.
Fire Services & Permits
The Fire Department welcomed Guy Longtin as Acting Fire Chief for the remainder of 2020. The department responded to 30 calls in the first quarter of which 12 were fire related, three CO alarm calls, two rescue calls, seven false alarms, and six miscellaneous calls. Station one took delivery of the new tanker in January and has placed it in service that same month. Training has been put on hold temporarily until we can meet with more than five people due to the pandemic. We are looking at some online training and hopefully we can have something in place early in the next quarter.
Emergency Management
The Township is participating in the University of Waterloo’s study titled “How disaster feels: the cascading effects of time and experience on perceptions of risk, response and recovery to flooding in Whitewater Region Township”. Lane Cleroux was appointed as Community Emergency Management Coordinator with Carmen Miller as Alternate. The Municipal Emergency Control Group (MECG) held 11 meetings due to COVID-19 between March 15 and 30. 20,000 sandbags were ordered and placed in reserve along with left over stock from 2019.
Public Safety & Policing
A 2019 update was received form the OPP Policing Bureau. The 2020 estimated Base Services cost is the lowest since 2015 at $183.23 per property. The 2019 Q3 statistical report was received in January. The Township is working with its municipal partners within the Renfrew and Upper Ottawa Valley detachments for the development of the mandated Community Safety & Well-Being Plan.
Transportation Services
The Transportation Services Division is led by Randy Buckwalt, Roads Superintendent. This area includes responsibility for fleet and roads. The division is part of Public Works managed by Lane Cleroux.
Administration & Engineering
The Cobden salt structure was completed and placed into service. Cameron Street engineering design is on-going. Crawford Street preliminary design is completed, and detailed design is on-going.
Fleet
Tenders were released for a front-mounted offset flail mower; slip-in water tank; wheeled excavator; fuel supply; and a 2500 series regular cab truck with dump box and plow for Environmental Services (but deferred after no bids received).
Roads
Sand was hauled into replenish the supply of winter supplies at the Mineview yard two times and once to the Westmeath yard. Snow was removed in the villages seven times. There were 23 weather related events that involved plowing, salting, and/or sanding. Ditches were opened on various roads that are flood prone areas. Crews were busy opening catch basins and pushing back snowbanks in preparation for spring runoff. Patching potholes has commenced and is ongoing.
