CBSP IMPLEMENTATION PROGRESS REPORT ( ) REPORT # 3 May 2017

Transcription

1 1 CBSP IMPLEMENTATION PROGRESS REPORT ( ) REPORT # 3 May 2017 Legend: Departmental : Task completed and/or on target Task in progress Task behind target Task not yet considered Current Action Item CL = Clerk IT = Information Technologist PL = Planning PW = Public Works TC = Township Council HR = Human Resources TR = Treasury CBO = Building CAO = Chief Administrative Officer Previous Action Items FD = Fire Department S = first 4 yrs, M = 5 to 9 yrs, L = 10 to 20 yrs, S-L = short term / continuation, S>L = short term over longer

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3 Communication 3 Report 3 (): Actions Taken 1. Develop a comprehensive communication policy for internal and external communications S CL/CAO We used new methods of communication for the Comprehensive Official Plan Review such as a project specific website, twitter and a project specific address We posted the Strategic Plan on the website in December of 2016 We made changes to the Township Newsletter with a new Newsletter Policy Our procedure by-law was adopted June 13, 2016 Actions We made changes to Public Notices provisions to reduce accessibility barriers to the public We updated our Public Notice Policy to ensure relevant notice is given to times of heightened need for public awareness We are creating a new computerized records management system for better record keeping We conducted an insurance liability audit on winter control operations and related documentation through our insurers to identify potential improvements in record keeping reducing liability exposure We have established a standardized reporting format for staff reports Communication protocols for Council and staff have been included in a revised Procedure Bylaw (to be considered at a future Council Meeting)

4 Communication 4 Report 3 (): Actions Taken 2. Develop a community engagement strategy to assist public relations and provide new opportunities for public input to Council S PL We created a new website specifically for the Comprehensive Official Plan Review We created a new twitter account specifically for the Comprehensive Official Plan Review We created a new address specifically for the Comprehensive Official Plan Review Actions We created a formal Public Complaint procedure New opportunities for public engagement proposed as part of Official Plan review Improvements made to Planning information on Township website We are investigating the creation of a new web page for planning applications which would facilitate on-site commenting provisions We are starting a more regular use of social media for public outreach during emergency events such as the recent Easter ice storm

5 Communication 5 Report 3 (): Actions Taken 3. Increase public education opportunities related to access to Council and other Township information S CL We looked into broadcasting council meetings on the website and determined it is not feasible at this time for the Township as a whole We sent out an Economic Development Survey with the February 2017 tax bills Action We offered to the public, CPR and automated defibrillator training We have set funds aside in the 2016 budget to begin streaming regular council meetings on the internet All planning applications are now posted to the website We reference the relative section of the CBSP in staff reports to ensure that the Township moves in the direction established in the CBSP

6 Communication 6 Report 3 (): Actions Taken 4. Formalize the process for, and continue to issue, mailed quarterly newsletters We created a new Township Newsletter Policy and have released our first newsletter under the new policy A content policy has been established; newsletters are also published on the website S-L IT

7 Communication 7 Report 3 (): Actions Taken 5.Continue to update and improve the Township website by: S IT A) Make it more user friendly (accessible, interactive, and up-to-date) for all stakeholders B) Provide a broader range of information about Township services, policies and processes C) Continued review and update of the Township website contents (at least monthly) Action We have started using social media for Fire Department emergency communications

8 Communication 8 Report 3 (): Actions Taken 5.Continue to update and improve the Township website by: S IT A) Make it more user friendly (accessible, interactive, and up-to-date) for all stakeholders B) Provide a broader range of information about Township services, policies and processes C) Continued review and update of the Township website contents (at least monthly) We have posted the CBSP on the website to share our desired direction with the public We are starting to clear old documents from the website, and setting expiry dates for items being published We are now posting Council and Committee meeting minutes and agendas on the website We advise staff of new features on the website We are making daily updates to the website We have added a feedback button to the website for resident input We post council meeting agendas earlier for greater public access before the scheduled Council meeting We undertake monthly reviews for broken links A more fulsome review of the website is included in plans for updating the Official Plan

9 Communication 9 Report 3 (): Actions Taken 6.Work with other partners to overcome existing internet coverage gaps in the Township We submitted a letter of support for Vianet to expand high speed internet communication within the Township as part of the Swift network Action We are supporting the County of Simcoe s initiative in the SWIFT internet communications network We are creating more links to other websites to help with information flow Our new LED streetlights have built-in capacity to provide future wi-fi internet access (requires further infrastructure investment) S-L PL

10 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 10 Report 3 (): Actions Taken 1. Review opportunities to facilitate the construction of affordable housing types while providing a wide range of options for families, disabled persons and an aging population S>M PL/CBO Presentation by Simcoe County at Council Meeting to discuss Affordable Housing plans for the County and the Township We are a member of the Affordable Housing Liaison Committee Actions We adopted new zoning for the Farsight Subdivision in Everett, which recognizes new planning requirements and goals We provided comments to the Province about affordable housing We provided comments to the Province related to proposed Provincial legislation on Inclusionary Zoning We offer advice to builders to provide options for grade-level housing to facilitate seniors and persons with disabilities We recommend the pre-build design of second-unit suites and basement apartments to facilitate rental incomes and multi-generation family-based housing options We are working with the County to ensure affordable housing targets are met

11 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 11 Report 3 (): Actions Taken 2. Develop a Sustainability Plan (environmental/economic/cultural) for the Township Hired a consultant to help develop an Economic Development Strategy We received an award from the NVCA in regards to our commitment to Conservation We continue to participate it in the Pine River Phosphorous Reduction Program We continue to participate with the South Simcoe Stream tree planting program Actions We entered into a new franchise gas agreement with Enbridge to ensure continue/potentially expand natural gas supplies for our residents Preliminary discussions are underway related to the preparation of a Sustainability Plan M PL

12 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 12 Report 3 (): Actions Taken 3. Update the Recreation Master Plan for the Township M PL Created a Recreation Committee to assess Recreation needs for the Township Actions Preliminary investigations are underway related to the review of existing Recreational facilities in the Township and the possible creation of a Recreation Master Plan We are incorporating new walkable community and recreation trail concepts within new subdivision proposals

13 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 13 Report 3 (): Actions Taken 4. Continue to review opportunities for public transit and other modes of transportation that improve residents mobility, in partnership with other agencies/agents Actions We are participating with the County of Simcoe in a transit study, ensuring Adjala-Tosorontio transit connections and accessibility access We are monitoring public transit proposals in the region Active transit is a consideration in all new subdivision projects M PL

14 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 14 Report 3 (): Actions Taken 5. Ensure continued physical accessibility to all public municipal buildings We updated the Accessibility Standards Policy We received an update on the Accessibility Plan Actions We have created a new Accessibility Facility Review Checklist to verify accessibility to municipal resources We have adopted a new Accessibility Plan An inventory of all Municipal buildings with public access is underway S-L PW/CBO/ CL

15 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 15 Report 3 (): Actions Taken 6. Support events that foster community involvement and interaction, and encourage positive relations between new and long-term residents S-L CAO/ALL We have started a Canada 150 th Birthday flags contest We are investing in park improvements at Warden s Park to help celebrate Canada s 150 th birthday Actions We supported the Everett Parks Improvement Committee with the community duathlon We partnered with the Lisle Astros to install a portable at Ross Houston Park We continue with our Canada Day and Diversion Day activities, as well as participate in other local community-building activities such as Everfest, Day on the Farm, and local fundraising activities We sit on local hospital boards, such as the Physician Recruitment Committee We sit on local conservation authority boards and participate in local conservation initiatives

16 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 16 Report 3 (): Actions Taken 7. Develop opportunities to promote and educate local residents on the heritage and history of the Township We are recognizing a historical artifact at our Canada Day celebration We are expanding newsletter content to recognize the history of our Township We are breaking new ground by working on a Memorandum of Understanding with the Nottawasaga Valley Conservation Authority to develop a new partnership in conservation S PL

17 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 17 Report 3 (): Actions Taken 8. Explore options to foster support of younger and older residents of the Township We are continuing our bursary program We received the results from the Age Friendly Survey Actions We awarded our first scholarship bursary program to two students from Colgan and Everett as well as contributed to another student through the County of Simcoe bursary program. We are working with the County of Simcoe to promote the Secondary Suites program We have assisted the County in facilitating a survey regarding needs for seniors to help plan for future needs We promote 211 to assist residents with obtaining services S PL

18 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 18 Report 3 (): Actions Taken 9. Promote accessibility of services to residents regardless of their specific circumstances, and in accordance with the Township s Multi-Year Accessibility Plan We received the results of the Age Friendly Survey Actions We are partnering with the County of Simcoe in working toward removing barriers for the elderly through the Age-Friendly Community Initiative and participated in a local survey to identify needs We adopted an amended multi-year accessibility Plan We applied for a grant to install new barrier-free playground equipment at Veterans Park in Lisle We partnered with the OPP on the 1,000 Officers Program and grant to provide greater police presence on a proactive basis We are incorporating accessibility provisions within our recreation trail construction S-L CL

19 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 19 Report 3 (): Actions Taken 10. Encourage health services options within the community Suitable locations for alternative medicine opportunities to be explored in Official Plan Review M TC

20 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 20 Report 3 (): Actions Taken 11. Update the Roads Master Plan to identify minimum operational and service standards M PW Actions We created a new Director of Infrastructure and Development position to better position us for management of new growth and infrastructure as established through innovation, servicing plans and development agreements We have created a multi-year construction budget and equipment replacement schedule for budgeting purposes

21 CBSP CBSP IMPLEMENTATION PROGRESS REPORT REPORT Quality Quality of Life of Life DRAFT 21 Report 3 (): Actions Taken 12. Develop a Fire and Emergency Services Master Plan to identify minimum operational and service standards We entered into a Memorandum of Understanding with the OPP for use of the Municipal Offices as an Emergency Operations Centre and emergency fuel supply during Emergencies We entered into the County of Simcoe Emergency Services Agreement to assist and receive assistance from the other municipalities within the County during Emergencies We are investigating opportunities to use local fire professionals to assist in a Fire and Emergency Services Master Plan M FD

22 Environmental Stewardship 22 Report 3 (): Actions Taken 1. Develop a comprehensive Environmental Master Plan documenting features that are important at the local level and to identify actions to protect those features and to promote Environmental Stewardship opportunities S>M PL We provided funding for bank stabilization and cleanup of the Pine River We received local and federal awards for our work on the Pine River Actions We developed and commenced a septic system inspection process under the Sourcewater Protection Program to help safeguard our municipal water supplies We posted signage to identify sourcewater protection areas We entered into a memorandum of understanding agreement with the local conservation authority We currently require Natural Heritage Evaluations for environmentally sensitive areas such as wetlands and the Oak ridges Moraine We partnered with the NVCA and Environment Canada to start the Pine River Fisheries Enhancement Program

23 Environmental Stewardship 23 Report 3 (): Actions Taken 2. Update the Township s Official Plan to take climate change into consideration by protecting and/or creating: environmental features and functions; water resources; agricultural lands; tree canopies; dark skies; and, scenic vistas S>L PL The draft of the New Official Plan is anticipated in the fall of 2017 We held a second event for public input to the Township Official Plan on May 3, 2017 We have a series of discussion papers with regards to the Official Plan review that are available Actions The comprehensive review of the Township Official Plan is underway; preliminary opportunities for public input scheduled for late November We are undertaking an Official Plan review in 2016 which will incorporate all of these items

24 Environmental Stewardship 24 Report 3 (): Actions Taken 3. Identify options to promote environmentally responsible construction, based on internationally recognized design standards such as Leadership in Energy and Environmental Design (LEED) M PL Savings by Design program information is available on the website under Public Notices We are recommending low impact design features for all new subdivision infrastructure We are undertaking sourcewater protection plans and inspections for areas subject to sourcewater protection We are continuing with the Pine River Phosphorous reduction project We are considering a new wastewater collection and treatment system which will be a leader in wastewater management Recommendations for including environmental considerations in all new construction are in the Savings by Design section of the Township Website

25 Environmental Stewardship 25 Report 3 (): Actions Taken 4. Support environmentally friendly agricultural practices S-L PL We require planning applications to give due consideration to farm viability, minimum distance separations, and nutrient management requirements. We are working with framers within sourcewater protection zones to use various instruments such as pesticide storage and application, nutrient management, phosphorous reduction, and secondary containment to help protect the environment

26 Environmental Stewardship 26 Report 3 (): Actions Taken 5. Work with other government and non-government agencies to investigate opportunities for funding and cost-sharing for environmental-related projects S PL/HR Received funding for interconnecting the Loretto water system to the WECA water system Received funding for work on Pine River Actions New application for Federal funding for additional works on Pine River being submitted We partnered with the Association of Municipalities of Ontario to install new LED streetlights to save 67% on maintenance costs for streetlights and to reduce annual electricity consumption by 63% Additional Actions Taken We developed a tree planting policy for commemorative tree planting Continue to oppose proposed subdivision in the Oak Ridges Moraine based primarily on concerns related to environmental and hydrological concerns

27 Economic Development 27 Report 3 (): Actions Taken 1. Develop an Economic Development Strategy, including opportunities to increase tourism in the Township S>M TC/PL Hired an Economic Development Strategy Consultant, results anticipated by the end of the Summer then activities to commence in the Fall We are in discussions with Georgian College regarding the development of an economic development strategy, to commence in the fall, and to take advantage of funding opportunities offered by the County

28 Economic Development 28 Report 3 (): Actions Taken 2. Promote the development of the Highway 89 Employment Lands, including a review of servicing options S>L PL We approved a site plan for a new hardware store We are undertaking a development strategy for the long term development of the land Highway Access Management Plan anticipated to commence in the very near future Actions Assisted local business on Highway 89 corridor through administrative process to allow significant expansion of facility and job creation Processed planning applications to support four new and expanding businesses along Highway 89 We continue to support applications for development in the employment lands corridor We are working to develop an overall plan for lands along the highway corridor We are looking into water servicing options for non-residential growth along the highway corridor We are in the preliminary stages of preparing a Highway Access Management Plan (HAMP) along Highway 89

29 Economic Development 29 Report 3 (): Actions Taken 3. Develop and maintain a complete and current inventory of all businesses located in the Township S PL Actions We started collecting information on local businesses to help identify needs and provide support We have a business inventory on our website, to be updated after our economic development strategy is completed

30 Economic Development 30 Report 3 (): Actions Taken 4. Develop a branding and marketing strategy for the Township S>M PL We developed a naming of Assets policy To be developed following the completion of an economic development strategy

31 Economic Development 31 Report 3 (): Actions Taken 5. Develop and maintain partnerships with the County of Simcoe and surrounding municipalities that support local business development S TC/PL Actions We participated in a business attraction event with the County of Simcoe to promote the Township as a place to do business. We set up a booth, provided promotional material, and promoted the Township to Provincial economic development officials We supported Elevate Your Business Locally event We continue to attend economic development meetings at the County level, and have had discussions with the County related to accessing funding support for economic development initiatives We have had discussions with staff at Essa Township related to the potential for joint ventures

32 Economic Development 32 Report 3 (): Actions Taken 6. Encourage environmentally friendly businesses S>M PL Actions Supported a site plan to permit the start up of a new medicinal marijuana facility This will be encouraged as a component of the Economic Development Strategy Low impact development and other environmentally friendly options are considered during the Site Plan process

33 Economic Development 33 Report 3 (): Actions Taken 7. Maintain and develop Federal, Provincial and County contacts to assist with encouraging local economic development, particularly in regard to funding opportunities S TR We continue to apply for local funding opportunities We give consideration to funding requirements within our budget process We plan on being Shovel-ready to start projects when funding becomes available Actions We applied for partnership funding to support reconstruction and widening of Bridge 12, on Concession Road 2, 1.2 km north of Sideroad 5 Tosorontio We applied for funding to undertake a Township Economic Development Strategy to support economic development We have contacted the County and the Province regarding funding opportunities related to economic development We are working with Environment Canada and the NVCA on improvements to the Pine River

34 Effective Governance 34 Report 3 (): Actions Taken 1. Review and optimize the Committees of Council structure, including creating clear and concise terms of reference S CL We amended our Procedural by-law by removing any reference to the Lord s Prayer and personal moment of silence We developed an audit committee to review the finances of the Township on a regular ongoing basis We created a recreation committee to consider future recreation needs. Actions We refined our Council and Committee Appointments bylaw We created a new Procedural Bylaw to create a more open and transparent process We compile an annual review and report which summarizes our energy consumption and greenhouse gas emissions to monitor our impact on the environment We are updating the Procedure Bylaw and Council Committee structure to create clearer direction on the council meeting process We are working on a Council Code of Conduct to govern Council outside of Council meetings

35 Effective Governance 35 Report 3 (): Actions Taken 2. Require the CAO to submit a completed CBSP Implementation Report to Council twice per year S CAO Report # 2 was submitted to Council on December 12, 2016 Report #1 to be submitted for July Council Meeting 3. Conduct a minimum of two (2) Council Open Houses per year S TC Meeting # 2 held on November 2, 2016 Meeting #1 held May 12, 2016

36 Effective Governance 36 Report 3 (): Actions Taken 4. Require, as a standing procedure, all reports to Council to identify the part(s) of the CBSP that are relevant to the report S CL To ensure a standing procedure, we have added this to all report templates 5. Establish a customer service policy and provide regular customer service training to all staff S>L CL/HR We developed and distributed to all staff an employment standards policy Currently working on a revised customer service policy; will train all staff

37 Effective Governance 37 Report 3 (): Actions Taken 6. Publish an organization chart to assist the public with understanding how the Township functions S HR Actions A copy of the organization chart is on the website An organization chart is provided with the annual budget

38 Effective Governance 38 Report 3 (): Actions Taken 7. Evaluate the potential to use alternate methods of voting (e.g., by mail and/or electronically) and other methods to increase voter turnout for future Township elections S CL We reviewed the election voting options and rules for the next municipal election We considered making changes and made a decision to keep the voting system the same traditional method We reviewed changes to the election act Actions We are evaluating new rules that will govern the next municipal election with recommendations to be brought forward to council We have increased the annual contribution to a reserve for the next election; there is new legislation which will dictate how we change the election process; options will be considered for viability, security and net benefits

39 Effective Governance 39 Report 3 (): Actions Taken 8. Review options to enable ratepayers to make payments to the Township electronically S TR We provide the option to use debit cards at the front counter We now provide pre-authorized payment plans in either quarterly or monthly installments We are currently investigating the use of credit cards

40 Effective Governance 40 Report 3 (): Actions Taken 9. Update policies related to By-law enforcement to be more pro-active with infractions that are within the jurisdiction of the Township S CBO We entered into a tow truck by-law that is the same as the Township of Essa and the Town of New Tecumseth that allows us all to work together and allows the other municipalities to licence tow truck drivers on our behalf We have hired a Building Inspector to assist in building inspection and bylaw enforcement Council directed that an RFP be issued for canine control services

41 Effective Governance 41 Report 3 (): Actions Taken 10. Encourage Township decisions related to municipal operations to support energy conservation, wherever possible S-L ALL We are looking into accommodation reviews for both the Public Works department and the Fire department We have installed LED streetlights New Municipal infrastructure will be energy efficient

42 Effective Governance 42 Report 3 (): Actions Taken 11. Continue to complete long-term financial projections for operating and capital budgets, based on CBSP requirements S TR We are moving forward with the Colgan Development and the development of the Colgan Wastewater Treatment Plan We cancelled the Everett RFP Process as the cost was going to be greater than initially agreed upon and we did not want to pass that debt load onto residents We are continuing to review wastewater servicing and funding options Actions We now require mid-year capital status reporting for greater budget control through the year to compare with annual budgets and multi-year forecasts We undertook a Development Charges study and adopted a bylaw to support new development charges and recovery from new development progressing through the County of Simcoe The 2016 budget includes 10 year financial projections for capital and operating expenditures and impacts related to loss in grants We are updating and expanding our asset management plan which looks at asset depreciation and replacement costs

43 Effective Governance 43 Report 3 (): Actions Taken 12. Continue annual Financial Reporting, in a public forum, that links budget items to Community Based Strategic Plan Action Items S-L TR We developed an audit committee to review financial reporting We ensure that the Strategic Plan continues to be considered in prioritizing budget considerations We provide public notice of the passing of budget-related by-laws We provide information on the Township website This will be part of the 2017 budget process

44 Effective Governance 44 Report 3 (): Actions Taken 13. Review opportunities for Township initiated activities that facilitate greater involvement in the community S-L CAO-ALL We developed a contest for Canada 150 th anniversary in regards to giving away 5 Canadian or 150 flags We will celebrate Canada s past and future by planting a grove of Maple trees at Wardens Park to be dedicated on July 1, 2017 Actions The Fire Department provided community outreach and public education at public events including Day on the Farm and Canada Day events Council and Staff conducted a Post Incident Analysis and Review of the Township's response to the Easter Weekend ice storm We facilitated an OPP tactical response exercise using specialized resources We created our first-ever Council Code of Conduct

45 Effective Governance 45 Report 3 (): Actions Taken 13. Review opportunities for Township initiated activities that facilitate greater involvement in the community S-L CAO-ALL We have been encouraging proponents of various developments to have extra information sessions to facilitate greater public knowledge Extra hearings for complex planning-related proposals have been held to facilitate greater public interaction We are working on a formal and informal public complaint process We maintain a high level of volunteer activity, including a strong firefighter training program, with great enthusiasm We have added a Public Forum item to the Council agenda for greater public feedback on agenda items We added more information to the public agenda package, including staff reports and background information to items on the agenda We are developing an interactive website

46 Effective Governance 46 Report 3 (): Actions Taken Additional Actions Taken We continue to look for new ways to improve through partnerships, communication and participation with outside agencies that work with us Actions We are actively involved in and commenting on Provincial Planning changes to the Growth Plan and Oak Ridges Moraine Conservation Plan. We adopted a new Fees and Charges Bylaw to improve actual cost recovery for user-specific services rendered