COMMITTEE OF THE WHOLE LIVESTREAMED …

COMMITTEE OF THE WHOLE

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TUESDAY, NOVEMBER 16, 2021 IMMEDIATELY FOLLOWING COUNCIL

AGENDA

Page 1. Opening of Meeting

a) Adoption of Agenda

b) Disclosure of Interest

2. Delegations/Deputations 3. Report of Municipal Officers

2 - 4 a) Public Works Manager S. Rothwell - 4X4 Truck Update

5 - 8 b) Deputy Clerk Administrator A. Hodge - Custodian Services

RFQ results

9 c) Deputy Clerk Administrator A. Hodge - Staff and Volunteer

Appreciation 2021

10 - 12 d) Treasurer A. Hodge - Municipal Recreation Cost Sharing -

Multi-Party Agreement

13 - 18 e) Treasurer A. Hodge - 2021 Hospital Donation

4. Reports of Committees 5. Petitions 6. Motion & Notice of Motion 7. Unfinished Business/Other Business 8. Adjournment

Page 1 of 18

REPORT

ACTION INFORMATION TO: Reeve Dobson & Members of Committee of the Whole FROM: Public Works Manager, S. Rothwell DATE: November 16th, 2021

RE: 2022 Chevrolet Half Ton Purchase Update Recommendation: THAT Committee of the Whole advise staff to re-tender for the purchase of a half-ton in 2022. AND THAT this matter be brought to the Council Meeting of December 7th, 2021, to finalize the motion. Background: On June 15th, 2021, Council carried a motion to award contract 2021-PW-03 for the supply of one (1) 4x4 half-ton truck to Mike Fair Chevrolet for $39,630.43(including non-recoverable HST), as noted below in resolution 243-2021.

c) Public Works Manager S. Rothwell - Award of 2021-PW-03 4X4 Half-ton

MOVED BY: J. Carroll SECONDED BY: K. Jennings

RESOLUTION:243-2021 DATE: June 15, 2021

c. Public Works Manager S. Rothwell - Award of 2021-PW-03 4X4 Half-ton And that the following be approved: c. THAT Council direct staff to award proposal 2021-PW-03 for one (1) 4x4 half-ton truck to Mike Fair Chevrolet for $39,630.43 (including non-recoverable HST).

CARRIED Discussion: Staff sent Mike Fairs a purchase order on June 16th, 2021, following the meeting of Council. Mike Fairs stated they would keep staff up to date on an expected delivery date due to vehicle shortages caused by a microchip backlog. Staff received a phone call from Mike Fairs on October 19th, 2021, and they indicated that they have received a special bulletin from General Motors stating that their fleet allocation is “fully subscribed”. This means that GM Canada Fleet has more orders in-system than remaining allocation and available production, therefore they will likely not be able to produce all vehicles currently on order at Event Code 1000. Montague Township awarded truck is one that falls under event code 1000. There is an option to re-order these trucks as a 2022 Next

Public Works Manager S. Rothwell - 4X4 Truck Update Page 2 of 18

Generation unit, but the Competitive assistance pricing will not carry over to these trucks. There are many municipalities in the surrounding area which have received a similar letter from the dealerships. Staff held discussions with Mike Fairs after this bulletin was received as to what our options are moving forward. They have stated Montague Township options are:

- Wait until mid-2022 to place an order for Next Generations, which would likely have a cost increase. This is due to demand increase effecting the amount of competitive assistance provided.

- Complete a purchase for a used vehicle - Retendering for a new truck in 2022.

Options: Staff has provided the following two (2) options for Committee of the Whole to consider. Option 1: (recommended) THAT Committee of the Whole advise staff to re-tender for the purchase of a half-ton in 2022. AND THAT this matter be brought to the Council Meeting of December 7th, 2021, to finalize the motion.

- This option is recommended by staff as it supports the goal of Montague Townships current procurement policy in “to obtain the best value thereby protecting the financial interests of the Township” and principal “to encourage appropriate competition among suppliers by using an open, transparent and fair methodology”

Option 2: THAT Committee of the Whole advise staff to obtain a purchase price for a 2022 Next Generation from Mike Fairs and report back to Committee of the Whole when a price is obtained. Financial Implications: There are no financial implications stemming from this report. Attachments:

1) Special Bulletin 2022 Model Year Light Duty Limited Fleet Allocation “Fully Subscribed”


.general motors

Sgecial Bulletin

2022 Model Year MY Li ht Dut LD Limited

Fleet Allocation “Fully Subscribed”

As a result of exceptionally high order demand on 2022 Model Year (MY) Light-Duty (LD)Limited truck products, GM Canada Fleet is currently “fu||y subscribed” to our remainingproduction schedule on LD Limited trucks (all cab styles). “Fully Subscribed" indicates GMCanada Fleet has more orders in-system than remaining allocation and available productionand willlikely not be able to produce all vehicles currently on order at Event Code 1000. Thisapplies to all cab styles and con?gurations of Light-Duty Limited trucks, including Regular,Double and Crew Cabs.

With demand continuing to exceed our supply as well as long-term constraints in place for theforeseeable future, new orders for 2022 MYLD Limited trucks willstill be accepted but have ahigh potential to remain at Event Code 1000 and not be released for production as 2022 MYunits. These units would be required to be re-ordered as 2022 MYNext Generation units whenordering becomes available later this year. Please note, LD Limited Competitive Assistance(CA) & Pricing willnot carryover to the 2022 MYNext Generation trucks. This information willbe communicated at a later date.

The 2022 MY LD Limited order banks will remain open in the short-term to allow customers anddealers to make changes to their existing orders in-system as options become unavailable(“final released") or constrained as the final 2022 MY Limited buildout approaches early nextyear. We willprovide a future update detailing the expected timing for Fleet “final release" ofthese products.

Given this information, please manage customer expectations on current ordersin-system thatmay experience production. A reminder that an accepted order does not guarantee the vehiclewillbe produced.

Orders left on the bank could be released for production in the unlikely event that we receiveadditional allocation beyond our current production schedule (please remove unwanted ordersfrom the system).

Please contact your Fleet Account Manager (FAM), Commercial Dealer Operations Manager(CDOM) or the Fleet Action Centre (FAC) at 1-800-866-0313 or [email protected] ifyou have questions or concerns. Thank you.

GM Canada Fleet


REPORT

ACTION INFORMATION TO: Reeve Dobson & Members of Committee of the Whole FROM: Deputy Clerk Administrator A. Hodge DATE: November 16, 2021

RE: RFQ for Custodian Services Recommendation: THAT Council receive this report for information. Background: Earlier in 2021 an RFQ 2021-AD-01 for Custodian Services was put out. It resulted in one valid bid for $54,240.00 including HST. At that time, it was decided not to accept that bid. On September 21, 2021, Council directed staff to put out another RFQ for submissions. The RFQ was placed on the Township website, Facebook page and Biddingo. Submissions were accepted from October 21, 2021, and closed November 10, 2021, at 11am. Discussion & Options: Thirteen tender packages were picked up, eleven from Biddingo and two from the office/e-mail. One quote was provided. Of the one quote that was received, it unfortunately did not meet the required obligations of the submission requirements. At this time there are no submissions to be evaluated for selection. Council could reconsider at a future council meeting the report from September 21, 2021, for the hiring of a part-time custodial services position. Financial Implications: none Attachments: Biddingo Document Takers List 2021-AD-05 2021 November 10 Tender Results

Deputy Clerk Administrator A. Hodge - Custodian Services RFQ results Page 5 of 18

2021-AD-05Bid Number 2021-AD-05 Bid Name Custodian Services 2022-2024

Published By Township of Montague Solicitation Type Open to all suppliers

Contract Type Quotation Value Range Not Applicable

Published Date 10/21/2021 Closing Date 11/10/2021 11:00:00 AM ET

Estimated Contract Amount $0.00

Remind Notice Date Not Applicable

NOI Not Applicable NDA Requirement No

Site Meetings Not Applicable

Accept questions Not Applicable

Document Taker List

CompanyContact

Person

Invitee

(0)

Partial

Document

Takers

(Online)

(0)

Full Document

Takers (11)Preview

Document

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Amendment Noti�cation

1

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1 ANK

Maintenance

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Arjun

Kumar

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2 Cheema

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Garry

Cheema

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3 Compass Group

Canada Darryl

Fraser

1


4 Education

Intelligence Inc Elizabeth

Horne

1


5 Glacier

Maintenance

Inc.

Jacqueline

Hatt

1


6 Green Maples

Environmental

INC

Kana Selva 1


Doc. Taker List Submitted Bid Package Withdraw Bid Package

Site Meeting Attendee (0)

Deputy C

lerk Adm

inistrator A. H

odge - Custodian Services R

FQ results

Page 6 of 18

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© Copyright 2021 R2CoW. All Rights Reserved. Powered by (http://www.biddingo.com/) [ User Manuals / Support ] (/contactUs)

7 Handy Dandy's

Helping Hands

Cleaning &

Maintenance

Services

Christina

Taylor-Flagel

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8 ICS Facility

Services Ron Boyko 1


9 SQM Janitorial

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FQ results

Page 7 of 18

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THE TOVVNSHIP OF

MONTAGUECOUNTRY LIVING AT ITS BEST

\ Township of Montague

Tender Results

2021-AD—05

CUSTODIAN SERVICES

TENDERER NAME Bid Price Bid Price Bid Price(HST Included) (HST Included) (HST Included)

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Opened on Wednesday, November 10th, 2021 at H555 AM in the Township Office.

Witnessed by:

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'Deputy Clerk Administrator A. Hodge - Custodian Services RFQ results Page 8 of 18

REPORT

ACTION INFORMATION TO: Reeve Dobson & Members of Committee of the Whole FROM: Deputy Clerk Administrator A. Hodge DATE: November 16th, 2021 RE: Staff and Volunteer Appreciation Recommendation: That Council direct staff to provide gift cards of a $50 value to township staff and volunteers in place of Staff and Volunteer Appreciation Night event for 2021. Background: In 2020 the Staff and Volunteer Appreciation Night was cancelled in response to COVID19. Council directed staff to look at alternative methods and provide information regarding gift cards. In 2020 it was decided that in place of Staff and Volunteer Appreciation Night gift cards were to be provided to staff and volunteers. Discussion & Options: Based on ongoing rules, restrictions, the presence of COVID19 and to avoid the risk of exposing the township staff and volunteers to a potential COVID19 outbreak that could ultimately affect all township services the use of gift cards can once again be utilized as was done in 2020. The overall 2021 budget for the staff and volunteer appreciation dinner is $3,500. There are 63 individuals. Council can provide a gift card of $50.00 per person and stay within the accepted budget. To proceed again, as was done in 2020, it is recommended that the gift cards be for local grocery stores – they are most likely to be used and there is no fee associated with them. The cards can be spread equally across the three local stores. Gift Cards Mailing Costs Independent Grocers

21*$50 = $1,050 Postage $49.84

Garden Market 21*$50 = $1,050 Stationary $10.98 Food Basics 21*$50 = $1,050 Envelopes $16.99 $3,150 $77.61 Total $3,227.61

Financial Implications: This option can be accommodated in the 2021 budget for Council Special Circumstances. Attachments: none

Deputy Clerk Administrator A. Hodge - Staff and Volunteer Appreciation 2... Page 9 of 18

REPORT

ACTION INFORMATION TO: Reeve Dobson & Members of Committee of the Whole FROM: Deputy Clerk Administrator – A. Hodge DATE: November 16th, 2021 RE: Municipal Recreation Cost Sharing – Multi-Party Agreement Recommendation: That council authorize the Reeve and Clerk Administrator to sign a multi-party recreation cost sharing agreement with the Town of Smiths Falls and neighbouring municipalities for the period January 1, 2022, to December 31, 2026. Background: The Town, Township, and three other partner municipalities are in the final quarter of a 5-year recreation cost sharing agreement. The partner municipalities include Drummond/North Elmsley, Elizabethtown-Kitley, and Rideau Lakes. At the time of executing the agreement in 2017, Merrickville-Wolford’s Council declined to participate. Earlier this year, a new collaborative dialogue was initiated with all five parties to discuss future recreation needs of the respective municipalities and to develop a new cost sharing agreement. A series of meetings were held with the heads of council and administrators to chart a path forward. The group uniformly agreed the current weighted assessment model has worked well as it equitably distributes the net costs of operating the Memorial Community Centre and Youth Arena facility. Schedule A to this report is a summary of the weighted assessment data used to arrive at the cost distribution percentages by municipality. This comes from the full agreement and cost distribution model study and is available upon request owing to its voluminous nature. Discussion and Options: The weighted assessment model distributes net facility costs based on proximity to the facility and weighted assessment of properties within the “catchment” area. The fundamental principle is anchored on the fact that proximity to recreational facilities is a key determinant in public participation in recreation and social programming. The assessment-based model identifies the population in a community that is likely to attend a facility based on proximity to their residence. The model was designed to align with the catchment areas of sporting organizations. Polls within the municipalities were assigned a percentage factor based on approximated usage to determine the sharing factor. A similar model is used by Perth and Carleton Place to share costs with their municipal neighbours. The model has worked well over the past 5 years to the extent it provides for a predictable method of calculating partner contributions from year to year, and it generally reflects actual usage. The agreement features safeguards for partner municipalities to limit year over year fluctuations in annual contributions. It also places an appropriate level of responsibility on the Town, as the facilities owner, to run an efficient operation, and it incents revenue optimization. Several key features in the proposed agreement include:

Treasurer A. Hodge - Municipal Recreation Cost Sharing - Multi-Party Agr... Page 10 of 18

• Annual fee calculation based on previous year audited net operating cost

to give assurances to partner Townships that all parties are contributing their proportionate share of actual net costs.

• A cap of 5% to control unlikely increases from year to year. • Sharing of savings should net costs drop more than 5% from year to year. • The cost allocation model has been updated based on assessment figures

used by each partner for their respective 2021 returned rolls. • A phase in period will be invoked to mitigate the impact on partners

experiencing an increase should the apportioned percentages deviate greater than 10% as a consequence of updating the model in concert with MPAC’s 4-year assessment cycle.

There is agreement to establish a Joint Municipal Recreation Advisory Panel to provide a conduit for ongoing dialogue among the partners throughout the term of the proposed recreation cost sharing agreement. One of the foundational principles of the recreation cost sharing approach is equity for all partners. The core purpose of being a contributing partner is to receive unfettered access to the arena facilities for any resident of the partner municipality in exchange for a financial commitment. It is important to note that partner contributions are calculated based on net operating costs only and do not include the capital costs incurred by the Town to initially construct the recreation facilities, or costs to service the corresponding debt. There is uniform support among the respective municipal administrators for the recommendation contained in this report as the group believes the proposed agreement represents good value for money. Financial Implications: none at this time Attachments: Schedule A – weighted assessment distribution summary.


Schedule A

THE GREATER SMITHS FALLS AREA PROPOSED RECREATION COST SHARING

ASSESSMENT BASE FOR COST - SHARING

Municipality Assessment

Weighted Assessment

Sharing Factor

Adjusted Assessment

Adjusted Grant in Lieu Assessment

Adjusted Assessment

Base

App.%

Smiths Falls

720,703,800

886,034,254

100.00%

886,034,254

31,415,138

917,449,392

41.82%

Drummond North Elmsley

Drummond Ward 637,339,509 612,406,713 0.00% 0 0 0

North Elmsley Ward 548,614,818 550,070,304 33.18% 182,506,343 959,528 183,465,871

Total Drummond North Elmsley 1,185,954,327 1,162,477,017 182,506,343 959,528 183,465,871 8.36%

Elizabethtown-Kitley

Elizabethtown Ward 911,463,656 901,110,601 0.00% 0 0 0 KitleyWard 252,310,200 231,106,948 53.38% 123,367 ,265 268,773 123,636,039

Total Elizabethtown-Kitley 1,163,773,856 1,132,217,549 123,367,265 268,773 123,636,039 5.64%

Merrickville-Wolford

Merrickville Ward 139,607,100 144,789,814 0.00% 0 0 0 Wolford Ward 267,249,600 247,148,486 40.22% 99,404,348 978,336 100,382,684

Total Merrickville-Wolford 406,856 ,700 391,938,300 99,404,348 978,336 100,382,684 4.58%

Montague 432,887,300 424,408,537 66.19% 280,918,358 1,443,514 282,361,872 12.87%

Rideau Lakes

Bastard & South Burgess Ward 664,970,527 635,253,694 4.96% 31,532,777 263,693 31,796,470

Newboro Ward 37,686,400 38,514,399 0.00% 0 0 0 North Crosby Ward 472,419,200 459,853,239 0.00% 0 0 0

South Crosby Ward 561,248,690 551,109,321 0.00% 0 0 0 South Elmsley Ward 694,691,400 691,613,461 80.00% 553,290,769 1,383,710 554,674,479

Total Rideau Lakes 2,431,016,217 2,376,344,114 584,823,545 1,647,403 586,470,949 26.73%

Total Recommended Apportionment for 2021

6,341,192,200

6,373,419,772

2,157,054,114

36,712,692

2,193,766,807

100.00%

Change in Percentage Allocation

2016 Study Current Study Change

Smiths Falls 42.65% 41.82% -0.83%

Drummond North Elmsley 8.52% 8.36% -0.16%

Elizabethtown-Kitley 5.77% 5.64% -0.13%

Merrickville-Wolford 4.11% 4.58% 0.47%

Montague 11.97% 12.87% 0.90%

Rideau Lakes 26.98% 26.73% -0.25%

100% 100%

Note: the allocation percentage represent proportional figures between the partners, it does not reflect increases or decreases in actual assessment values for each respective municipality.


REPORT

ACTION INFORMATION TO: Reeve Dobson & Members of Committee of the Whole FROM: Treasurer, A. Hodge DATE: November 16th, 2021 RE: 2021 – Hospital Donation Recommendation: That Council direct staff to proceed with Option 1 of this report. Background: At the Council meeting May 18th, 2021, the following resolution was carried:

MOVED BY: K. Van Der Meer SECONDED BY: I. Streight

RESOLUTION: 187-2021 DATE: May 18, 2021

That Council defer the donation to the Hospital and request more information to be provided.

CARRIED

Discussion & Options: The hospital request was as summarized during previous discussions:

Chart 3. Hospital

2021 Amount - Requested 2021 Amount - Proposed

Perth & Smiths Falls District Hospital Core Capital Campaign

$34,598 $17,500

Total

$34,598

$17,500

New correspondence from the hospital has been received and is attached to this report. The letter offers to meet with the Reeve via Zoom and discuss the contributions and to give consideration for the 2022 budget year. The attached media release provides the additional information that Council had deferred to request in resolution 187-2021 as noted above. The amount of $17,500 could now be paid at this time, and the second $17,500 placed into the 2022 budget for discussion. Alternatively due to the correspondence Council may decide to await the 2022 budget process and discuss the full amount of $34,598 at that time. Option 1. THAT Council direct staff to take $17,500.00 /year for 2 years out of reserves and that staff inform the Perth and Smiths Falls District Hospital that additional funds cannot be requested until 2023

Treasurer A. Hodge - 2021 Hospital Donation Page 13 of 18

Option 2. THAT Council defer the Hospital Donation to the 2022 budget year discussions and consider budgeting the full $34,598 in 2022. Financial Implications: The funds would be transferred from reserves. Attachments: Perth and Smiths Falls District Hospital Media Release – October 26th, 2021 PDFDH Letter Montague – October 7th, 2021.


1

VIA E-MAIL: [email protected]

October 7, 2021

Mr. Bill Dobson, Reeve

Township of Montague

P.O. Box 755, 6547 Roger Stevens Drive

Smiths Falls, ON K7A 4W6

Your Worship and Council:

Re: Core Capital Program – Support from the Township of Montague

Thanks to the generous contributions of several municipalities in our area, the Perth and Smiths

Falls District Hospital has been able to undertake one of the most important clinical

transformations in its history. For the last few years our hospital has been supported by

municipal contributions to our core capital needs. These contributions have allowed us to embark

on a massive project in conjunction with five other hospitals in south eastern Ontario that will

realize a single system that all hospitals and other healthcare partners within a geographic region

can use to access a person’s health information the moment it is recorded, whenever and

wherever in this region that happens.

The single system is essential to provide a single source of people’s health information which

will help care providers better coordinate care for individuals and families no matter where in

this region their journeys take them.

This 15 year project will significantly renew and revitalize the way patients and their medical

practitioners relate. It will improve the communication and reduce errors between patient and

medical personnel and among doctors and nurses.

While your council has not yet joined your neighbours in contributing to PSFDH core capital

needs, we look forward to the opportunity to discuss with you the importance of doing so going

forward.

The PSFDH continues to be recognized as one of the most effective medium sized hospitals in

the province and we continue to lead in some innovative categories. We can only keep this up

with strong participation from our municipal partners.


mailto:[email protected]

2

In order to enhance our mutual understanding of the importance of this financial partnership, the

Board of Directors of PSFDH is arranging a meeting between hospital leaders and the mayors

and deputy mayors, wardens and deputy wardens of our local and county municipalities. The

purpose of this meeting is to explore the vital importance of the clinical transformation that we

are commencing and its close connection to municipal support for our core capital needs.

Ideally we would like to meet in person but in light of COVID-19, we may need to utilize Zoom

and host a virtual meeting. We will be in touch to explore the best time and place for such a

meeting.

We understand the budgeting cycle is now commencing for many municipalities. PSFDH is

requesting that your municipality contribute $34,598. Please include this request in your

ongoing deliberations for your 2022 budget to consider joining us on the journey to support the

realization of this integrated system that will see a massive clinical transformation for those

seeking care in our region.

Sincerely,

Gardner Church , Chair Dr. Kathy Wickens, Chair

PSFDH Board of Directors PSFDH Foundation Board of Directors

/kk

cc: J. Ralph, Clerk/Administrator, Township of Montague

N. Shaw, Interim President & CEO/VP, Patient Care Services/CNE, PSFDH

D. Hodgins, VP, Finance & Support Services/CFO

M. Hallam, ED, PSFDH Foundation


For Immediate Release – October 26th, 2021

MEDIA RELEASE

RE: Keeping Care Close To Home Perth, ON : As municipalities engage in budgeting processes identifying the various baseline services that support the vitality and health of our region, the Perth and Smiths Falls District Hospital (PSFDH) Foundation Board would like to put forward some information to assist in these deliberations and to correct some inaccuracies which have appeared. Cancellation of any existing financial arrangements would have a serious negative impact on the quality of service the hospital presently provides to the community. Local councils are aware that the Province provides funding to the hospital for building maintenance and salaries, but all patient care equipment and services are financed by the communities it serves. Any proposal to cease or reduce municipal funding may reduce the service levels, which will result in downgrading the hospital certification. It will also make doctor recruitment more challenging than it already is. Recently, PSFDH received $7.1M to address a longstanding working deficit and to cover Covid-related expenses. Ours was not the only hospital to receive this funding, and it does not speak to anything except the inadequate funding the province was providing on the operations side. This was not a gift, but an investment in covering costs already expended. Our donors have contributed over $3,264,079 to support equipment not funded by the province in the last two years, for example, bedside monitors for emergency room ($102,000); portable ultrasound ($45,000). In 2020-21 there were:

3358 admissions 32,840 Emergency Room Visits 276,151 Laboratory Tests 116,800 Out Patient Visits 4113 Operating Room Procedures 28,118 In Patient Days 4682 Dialysis Visits

Members of the communities served by the hospital should consider the following:

Do they want a hospital that can provide the kind of services that the region needs? Do they want to travel to Ottawa or Kingston for care, when services are shut down due the

lack of supporting capital budget? Do they want to outsource medical services to other districts, or would they rather support our

hospital as it continues to provide the level of care we have come to expect? Do they want to limit economic development, as one of the key determinants for economic

growth is a solid functioning hospital and associated health services? Cutting funding to the hospital will have a ripple effect, with other medical services leaving the

area, as they have a symbiotic relationship with the hospital.


The PSFDH Foundation Board appreciates the difficult decisions Councils face during budget deliberations, but this is not the time to turn their backs on the hospital, nor to negatively impact health services in our region or hamstring our economic baseline. We welcome municipal investments in our hospital and invite residents to contact their representatives to make their views known. Quality of care, close to home; you can’t put a price on this!

Perth and Smiths Falls District Hospital Foundation Board

About PSFDH Foundation: The Perth and Smiths Falls District Hospital Foundation: (the “Foundation”) is a charitable organization that works with our community to raise and steward funds for healthcare projects and services at our hospital.

-8-

For more information contact:

Margot Hallam Executive Director Perth and Smiths Falls District Hospital Foundation 343-881-(GIVE)4483 ext 227 www.psfdhfoundation.com


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