THE DISTRICT MUNICIPALITY OF MUSKOKA CORPORATE & EMERGENCY SERVICES COMMITTEE MEETING NO. CES MINUTES

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1 THE DISTRICT MUNICIPALITY OF MUSKOKA CORPORATE & EMERGENCY SERVICES COMMITTEE MEETING NO. CES MINUTES PLACE: TIME: Council Chamber, District Administration Building 1:00 p.m. DATE: February 18, 2016 PRESENT: ABSENT: OFFICIALS PRESENT: OTHERS PRESENT: Committee Vice-Chair G. Smith; District Chair J. Klinck; Members L. Braid, P. Donaldson, D. Furniss, B. Young Committee Chair S. Aitchison M. Duben, Chief Administrative Officer; J. Stevens, Commissioner of Finance & Corporate Services; S. Hastings, Commissioner of Planning & Economic Development; F. Jahn, Commissioner of Engineering & Public Works; D. Crowder, District Clerk L. Bissonette, Director of Finance; C. Denstedt, Director, I.T. Services; J. Yeo, Manager, Facilities Services; M. Ross, Communications Officer; A. Back, Deputy Clerk CALL TO ORDER Committee Vice-Chair G. Smith called the meeting to order at 1:04 p.m. DECLARATION OF PECUNIARY INTERESTS None were declared. CEREMONIAL AND INVITED PRESENTATIONS a) Ms. Evelyn Brown, President, Ontario 211 Services Staff Sergeant Mike Tennent, Bracebridge OPP Ms. Brown and Staff Sergeant Tennent attended the meeting to raise awareness to Ontario 211 Services stressing the importance of the Make the Right Call campaign in order to discern between a 211 call and a 911 call. Committee members then posed for a photograph with campaign signage and the 211 Ontario flag. To access the District s press release on raising awareness to 211 services, please click here.

2 b) Grant Thornton LLP, Auditors Mike Bunn, CA Principal Re: Report to Council Initial communication on audit planning The District Municipality of Muskoka, For the year ended December 31, 2015 CES INFO-A The auditor s report was provided for information. FACILITIES SERVICES a) McVittie Place Tankless Hot Water Heater Repairs Report No. CES Mr. Yeo advised that because the deficiency was caught early, there were no significant issues reported. In answer to a question regarding warranty, Mr. Yeo advised that once the units were replaced, the warranty period would start over. INFORMATION TECHNOLOGY SERVICES a) Information Technology Services Cost Comparison Report No. CES Ms. Denstedt highlighted the detailed report and Ms. Stevens advised that a high level summary of the available savings could be found within the financial considerations section of the report on pages 8 and 9. b) Information Technology Shared Services 2015 Year in Review Report No. CES FINANCE This report was provided for information. a) Financing Leases 2015 Annual Report Report No. CES Moved by B. Young and seconded by D. Furniss R10/2016-CES Ms. Hastings arrived at 1:35 p.m. THAT the report on the status of the 2015 Financing Leases BE RECEIVED. b) 2016 Annual Setting of Tax Ratios and Tax Rate Reductions Report No. CES Committee members discussed the possibility of including a communiqué within the tax bills in order to provide a breakdown of taxes (i.e. OPP costs) and provide an opportunity for general information sharing with taxpayers. Ms. Stevens advised that the area

3 municipalities had no concerns with a District insert; and that costs associated with the insert would be borne by the District. Moved by J. Klinck and seconded by D. Furniss R11/2016-CES THAT a by-law BE PREPARED setting Tax Ratios for the 2016 tax year at: AND THAT the Tax Rate Reductions for the taxation year 2016 BE SET AT: ADMINISTRATION AND THAT the tax capping options for the Commercial, Industrial and Multi-Residential classes BE ESTABLISHED at an upper limit on annual increases at the greater of the existing 5% capped rule or 10% of previous year s annualized taxes with a minimum threshold of $250. a) Cancellation of Request for Proposal Contract No Electronic Document and Records Management System (EDRMS) Report No. CES Ms. Crowder and Ms. Stevens provided an overview of the report and anticipated next steps for the Muskoka Records Consortium and that any future recommendations would be made in consultation with the ITSC Committee.

4 Deputy Clerk A. Back joined the meeting at 1:50 p.m. at which point District Clerk D. Crowder left the meeting. NEW BUSINESS a) OPP Billing Allocation and Shared Services Discussion A discussion occurred regarding shared services and concerns were raised regarding several initiatives that had not proceeded in a timely manner or appeared on an agenda for consideration. In response to concerns raised regarding Councillor inquiries and requests, Mr. Duben confirmed that a Committee or Council needs to provide clear direction to action an item, and added that direction from one Councillor would not be sufficient to proceed. Also discussed was OPP billing methodologies; the ownership and governance of the airport; a review of District and Area roads; and Port Carling locks to name a few items that had been deferred. It was confirmed that in order for a matter to appear on an upcoming agenda, a Councillor should advise the appropriate Commissioner to have the item included. This would ensure that a discussion would occur on the subject and present the Committee with an opportunity to provide staff with direction, by way of resolution, or request that a report be prepared for a future meeting. Mr. Duben advised that the Senior Management Team would explore the concept of including a recurring item on Committee agendas which would list items of ongoing business that had not yet been completed. A discussion occurred regarding the functions of a local municipality versus the District and whether the functions are being maintained by the appropriate level (roads, airport, Port Carling locks). With the concurrence of the Committee, Ms. Stevens confirmed that the Ontario Provincial Police would be invited to a future meeting to discuss the pros and cons of a contracted service versus the current services provided by the OPP. CLOSED SESSION Moved by D. Furniss and seconded by B. Young P12/2016-CES THAT we do now retire to Corporate and Emergency Services Committee in closed session to discuss a Notice of Application naming The District Municipality of Muskoka as a respondent, pursuant to the following subsection of Section 239(2) of the Municipal Act, 2001, as amended:

5 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board. Moved by B. Young and seconded by D. Furniss P13/2016-CES THAT we do now rise from the Corporate and Emergency Services Committee in closed session and immediately reconvene in open session. Committee Vice-Chair Smith thanked the District Solicitor for providing the Committee with a briefing on the recently received Notice of Application. ADJOURNMENT Moved by D. Furniss and seconded by J. Klinck P14/2016-CES The meeting adjourned at 2:27 p.m. THAT the Corporate and Emergency Services Committee adjourns to meet again on Thursday, March 24, 2016 at 1:00 p.m. or at the call of the Chair. District Clerk