Finance and Administration Committee Meeting

THAT the Finance and Administration Committee Meeting agenda for Wednesday, December 14, 2016 be approved as amended.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that they provide an expression of interest in attending the Municipality of Hastings Highlands Council training with Fred Dean; AND THAT costs for participation are determined.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to proceed with hiring for the vacant labourer position in the Operations Department.

Finance and Administration Committee Meeting - December 14, 2016 THAT the Meeting recess at 10:31 a.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that the 2016 amount budgeted to be transferred from Reserves/Reserve Funds be reduced from $850,400 to $784,980 comprising of adjustments to following reserve allocations: Budget Amended Reduction Amount Amount Working Reserve 6,000 500 5,500 Unallocated Reserve 229,000 204,000 25,000 Building Renovation/Replacement 20,000 15,000 5,000 Reserve Landfill Rehabilitation Reserve 243,200 227,220 15,980 Economic Development Reserve 30,000 12,560 17,440 Railway Station Reserve (re-named) 4,300 2,800 1,500 532,500 462,080 70,420 Finance and Administration Committee Meeting - December 14, 2016

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to add a line item, Road Allowance Reserve to the Budget.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that the 2016 amount budgeted to be transferred into Reserves be increased in the following budgets: a) In the General Administration Budget - contribute $14,000 to the Road Allowance Reserve - contribute $2,600 to the Working Reserve b) In the Waste Management Budget - contribute $4,000 to the Landfill Rehabilitation Reserve c) In the Economic Development Budget - contribute $1,000 to the Economic Development Reserve d) In the Emergency Preparedness Budget - contribute $2,500 to the Emergency Preparedness Reserve e) In the PJY Community Centre Budget - contribute $7,740 to the Paul J Yakabuski Community Centre Reserve f) In the Railway Station & Gallery Budget - contribute $2,000 to the Railway Station Reserve f) In the Parks Budget - contribute $38,500 to the Parks Reserve

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that $159,650 be

Finance and Administration Committee Meeting - December 14, 2016 RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that $42,513 be contributed to the Streetlight Reserve from the Streetlight Budget. AND THAT the monies received from the sale of the paver and brusher grader be placed into the Road Equipment Reserve; AND THAT the monies received from the sale of the loader be placed into the Waste Management Equipment Replacement Reserve.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that in the Water System Budget, $7,271.55 be placed into the Water System – Equipment Replacement Reserve.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that the unspent portion of the Parks/Trail expense $2412.00 be placed in the Parks and Playground reserve.

RECOMENDATION: THAT the Finance and Administration Committee recommend to Council to approve the following tax reductions in the total amount of $65,314.85: Roll No. Reduction Year Affected Assessment Total Reduction 024-030-00305 2016 23,000 234.96 024-030-04200 2016 185,800 1,898.11 024-030-33270 2016 39,000 386.45 024-030-37200 2016 4,000 40.87 2016 38,000 388.20 024-030-44600 2016 75,000 255.39 024-030-47900 2015 104,000 496.16 2016 104,000 1,062.45 024-030-50500 2015 70,000 741.19 024-030-53500 2016 35,000 357.55 Finance and Administration Committee Meeting - December 14, 2016 024-030-56600 2016 35,000 357.55 024-030-31502 2016 94,000 960.29 024-035-00950 2015 39,490 418.14 2016 8,000 81.72 024-035-01110 2016 7,000 71.51 024-035-04200 2015 126,960 1,215.41 2015 53,212 250.07 2016 193,000 1,971.67 026-010-03100 2016 6,000 61.30 026-010-15000 2015 106,832 780.98 2016 111,000 1,133.96 026-010-17500 2016 35,000 292.09 026-010-31505 2015 14,930 158.08 026-010-41100 2016 2,000 11.95 026-010-43400 2015 6,000 104.47 026-010-44600 2015 42,898 201.60 2016 45,000 459.71 026-010-46400 2013 78,686 888.38 2014 78,791 872.31 2015 78,895 835.38 2016 79,000 807.06 026-010-57810 2016 26,000 124.20 026-010-65200 2013 11,000 124.20 2014 10,500 116.25 2015 15,750 166.76 026-015-10315 2014 105,151 1,164.15 2015 109,575 1,160.22 2016 114,000 1,164.61 026-015-12045 2016 56,000 572.09 026-015-12050 2016 80,000 817.27 026-015-12052 2016 33,000 337.12 026-015-12054 2016 34,000 347.34 026-015-12056

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that they proceed with the amended draft procurement policy once an opinion is sought regarding 2.15 (c).

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that they accept Option #2 of the Finance and Administration Report - Lakeshore Tennis Club Financial Breakdown with a total cost to the Municipality of $6,181.49 and the total cost to the Lakeshore Tennis Club of $7,344.88.

THAT the Meeting recess at 1:10 p.m.

THAT the Meeting enter In-Camera Session at 2:16 p.m. to discuss matters pertaining to "personal matters about an identifiable individual, including municipal or local board employees", "labour relations or employee negotiations", "advice that is subject to solicitor-client privilege, including communications necessary for that purpose", Ontario Municipal Act 2011, c.25, s.239 (2)(b)(d)(f). 1. Finance Report - December 12, 2016 RE: Cost Recovery - Fire Department 2. Administration Report - December 14, 2016 RE: Collective Bargaining 3. Memorandum - Operations Manager - December 7, 2016 RE: Incident/Accident Reports (3) 4. Standing Committee RE: Terms of Reference - Legal Opinion 5. Report - Mayor Love - December 14, 2016 RE: CAO/Clerk Recruitment

THAT the Meeting return to Open Session at 3:46 p.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that payment of Invoice #4697 remain status quo.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to strike a CAO/Clerk Recruitment Committee consisting of Council, CAO/Clerk, Craig Kelley, and Bruce Beakley, Director of Human Resources, County of Renfrew.

THAT the Meeting adjourn at 3:47 p.m.