HomeMy WebLinkAboutFebruary 16, 2023 - Council - AddendumTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING ADDENDUM
MUNICIPAL OFFICE
Thursday, February 16, 2023
13.1.1 G Obituary for Suzanna Janette Dieleman
13.2 G Report TR-06/23 by Lorne James, Treasurer re 2022 Q4 Variance Report
13.2 H Report TR-07/23 by Lorne James, Treasurer re 2022 Surplus Allocation
13.2 I Report TR-08/23 by Lorne James, Treasurer re 2023 Fiscal Outlook Report
13.2 J Report CL-02/23 by Meagan Elliott, Deputy Clerk re 2023 Municipal Assistance
Suzanna Janette Dieleman
03/14/1970 - 02/10/2023
http://www.williamsfuneralhomeltd.com
Obituary For Suzanna Janette Dieleman
Dieleman-Suzanna Janette Dieleman, age 52, of Petrolia, passed away on Friday, February 10, at home
surrounded by her family. Suzanna’s greatest pride and joy were her children and her devotion to each of
them was absolute. She loved the Lord with her whole heart, and she poured that same love into everyone in
her life. Always there with a listening ear and encouraging words, she was the strongest among us and a
fierce defender of those she loved. She was courageous, not without fear or frailties, but steadily going
forward with determination and hope. As much as she loved all of us, we all loved her. Suzanna is survived
by her husband Brent Smith, her children Jonah Mantel, Hannah Mantel, Daniel (Rachel) Mantel, and
Michael Mantel, Jeff (Lauren) Smith, and Emily (Kyle) Gallinger, and grandchildren Kevin and Charlie. She is
also survived by her parents Case and Betsy Dieleman, her siblings Crystal Dieleman, Joshua (Sara)
Dieleman, Joh Dieleman, and Jessica Dieleman, as well as her nieces Carman Grass and Esme Dieleman,
and nephew Zachary Grass. Cremation has taken place. A celebration of life will be held on Saturday,
February 18 at 1pm at New Hope Community Church in London, with visitation and luncheon following the
service. In lieu of flowers, donations to Muscular Dystrophy Canada would be appreciated. Williams Funeral
Home, 45 Elgin St., St. Thomas in charge of arrangements
Condolences
REPORT
TREASURY DEPARTMENT
TO: Mayor & Members of Council
FROM: Lorne James, Treasurer
DATE: February 16, 2023
REPORT: TR-06/23 FILE NO. SUBJECT: 2022 Q4 VARIANCE REPORT
BACKGROUND:
The Q4 2022 financial reports are provided for Council’s fiduciary review.
This Report provides a summary of current revenues and expenditures to December 31, 2022
and variances to the Operating Budget. In addition, a year-end Reserves Report and 2022
Sales of Assets Report are attached.
DISCUSSION:
Operational departmental variances are noted within the attachments and all Capital programs
were substantially completed in 2022.
The 2022 Operating and Capital year continued to provide several positive results from cost
containments, to new revenue, cost recovery initiatives, and improved procurement.
The current high inflation did increase costs in most departments and slowed our new tax
assessment growth via interest rate hikes. The Municipality is still exposed to risks in the
upcoming year which include: supply constraints for materials, foreign exchange fluctuations for
materials and supplies, interest rate hikes, storm sewers, weather and winter maintenance.
ATTACHMENTS:
1. Appendix A: 2022 Q4 Operating Revenue and Expense Variance Report.
2. Appendix B: 2022 Q4 Capital Expense Variance Report
3. Appendix C: 2022 Reserves Report (un-audited)
4. Appendix D: 2022 Sales of Assets Report
RECOMMENDATION
1. THAT Staff Report TR-06/23 re 2022 Q4 Variance Report be received for
information.
Respectfully submitted, Reviewed by,
Lorne James, CPA, CA Thomas Thayer, CMO
Treasurer CAO|Clerk
Revenues
05.10 General Taxation $5,314,184 $5,250,545 101%
05.20 Other Revenues $1,092,043 $1,025,100 107%
10.10 General Government $194,576 $173,000 112%
10.20 Council $46,200 $50,100 92%
20.10 Fire Services $50,981 $17,500 291%
20.20 Police Services $5,748 $0
20.30 Conservation Authority $0
20.40 Building Services $199,826 $214,000 93%
20.50 Bylaw Enforcement Services $12,860 $20,000 64%
25.10 Roads $530,776 $523,879 101%
25.20 Winter Control $7,738
25.40 Street Lights $0
30.10 Water $776,816 $754,712 103%
30.15 Richmond Water $93,770 $95,012 99%
30.30 Waste Disposal $176,087 $147,000 120%
30.20 Waste Water $1,024,030 $1,007,500 102%
35.20 Cemeteries $1,424 $2,000 71%
40.10 General Assistance
45.10 Parks & Recreation $1,800 $2,600 69%
45.20 Straffordville Community Centre $38,478
45.30 Vienna Community Centre $72
45.40 Libraries $76,932 $73,064 105%
45.50 Museums $33,239 $24,200 137%
50.10 Planning, Development & Tourism $46,587 $64,500 72%
50.15 Tourism & Marketing $15,564 $15,000 104%
50.20 Environmental Services $11,137 $6,500 171%
Capital $1,986,714 $6,117,500 32%- SCC in 2023 and no DMAF in 2022
Expenditures
05.10 General Taxation $0 $31,139 0%
05.20 Other Revenues $0
10.10 General Government $1,301,736 $1,245,241 105%
10.20 Council $137,086 $143,456 96%
20.10 Fire Services $521,449 $555,705 94%
20.20 Police Services $905,549 $945,575 96%
20.30 Conservation Authority $99,349 $99,644 100%
20.40 Building Services $156,738 $148,200 106%
20.50 Bylaw Enforcement Services $42,222 $50,626 83%
25.10 Roads $1,915,784 $1,627,695 118%
25.20 Winter Control $113,571 $115,234 99%
25.40 Street Lights $37,440 $35,500 105%
30.10 Water $776,816 $754,712 103%
30.15 Richmond Water $93,770 $95,011 99%
30.20 Waste Water $1,024,030 $1,007,499 102%
30.30 Waste Disposal $628,683 $564,000 111%
35.20 Cemeteries $15,837 $17,500 90%
40.10 General Assistance $2,000 $7,000 29%
45.10 Parks & Recreation $87,080 $84,177 103%
45.20 Straffordville Community Centre $69,296 $37,552 185%
45.30 Vienna Community Centre $12,515 $26,152 48%
45.40 Libraries $76,932 $73,064 105%
45.50 Museums $64,010 $61,260 104%
50.10 Planning, Development & Tourism $157,077 $153,874 102%
50.15 Tourism & Marketing $69,289 $64,449 108%
50.20 Environmental Services $7,812 $15,448 51%
Capital $3,419,862 $7,114,000 48%- SCC in 2023 and no DMAF in 2022
Municipality of Bayham
Appendix A: 2022 Q4 Operating Revenue and Expense Variance Report
2022 Actuals 2022 Budget % Consumed
2022 2022 %
Actuals Budget Consumed
General Government
Council Computers 6,961$ 10,000$ 70%done
Laserfiche Forms -$ 10,000$ 0%not started
Liability Reserve Transfer 15,000$ 15,000$ 100%booked
Working Capital Transfer 10,000$ 10,000$ 100%booked
Election Reserve Transfer 15,000$ 15,000$ 100%booked
Guarantorship Loan Reserve Transfer 100,000$ 100,000$ 100%not deferred
Development Charges - W and WW 10,222$ council direction
Fire
Fire Equipment Reserve Transfer 160,000$ 160,000$ 100%booked
PPE Bunker Gear 18,011$ 25,000$ 72%ongoing
Water Flow Survey/ Dry Hydrant Install 10,086$ 29,000$ 35%ongoing
Roads
Eden Line Culvert 47,326$ 35,000$ 135%done
Coyle Road 64,973$ 60,000$ 108%done
Best Line Culvert 39,286$ 35,000$ 112%done
Backhoe 175,666$ 180,000$ 98%done
Pressey Line 63,159$ 27,500$ 230%done
Murray Road 79,079$ 85,000$ 93%done
Maple Grove Line 146,530$ 140,000$ 105%done
Springer Hill Road 119,801$ 140,000$ 86%done
Eden Line 57,661$ 50,000$ 115%done
Stafford Road -$ 50,000$ 0%cancelled
Carson Road 1,716$ 125,000$ 1%re-purposed to Gravel
Clarke Road 73,064$ 100,000$ 73%done
Coyle Road 282,492$ 280,000$ 101%done
Gravel Program 250,030$ 190,000$ 132%done
Road Side Brushing 30,000$ 0%in operations
Hill Management 40,960$ 30,000$ 137%done
CRF - Vienna Sidewalk Program 388,041$ 300,000$ 129%done
PB Storm Sewer - Phase 1C-D 120,828$ 2,500,000$ 5%on pause
B & C Inspection 5,388$ 10,000$ 54%done
Laserfiche Forms -$ 10,000$ 0%not started
Sidewalks 101,287$ 100,000$ 101%done
Road Signs 7,642$ 5,000$ 153%done'
Public Works - Road Transfer 210,000$ 210,000$ 100%booked
Guardrails 10,000$ 0%in operations
Water
Equipment Richmond 9,547$ 15,000$ 64%ongoing
Laserfiche Forms 10,000$ 0%not started
Richmond-Well level monitoring 9,108$ 15,000$ 61%ongoing
Waster Water
System Equipment 62,280$ 45,000$ 138%done
UV System Upgrades 36,601$ 50,000$ 73%done
Laserfiche Forms -$ 10,000$ 0%not started
Manhole Rehab 4,337$ 25,000$ 17%ongoing
Parks
Quality of Place Initiatives 59,500$ 0%-done in 2021
Beach Amenities 9,391$ 10,000$ 94%done
Port Burwell Tennis Court 16,042$ 15,000$ 107%done
Richmond Park 5,171$ done
Facilities
Straffordville Library HVAC 12,145$ 15,000$ 81%done
Touchless Renovations 18,034$ 45,000$ 40%done
VCC Water Funance 65,000$ 0%-done in 2021
SCC Expansion 2,003,000$ 0%-on pause
PB Lighthouse 12,618$ 165,000$ 8%-on pause
Municipality of Bayham
Appendix B: 2022 Q4 Capital Expense Variance Report
Account Balance Transfer Interest Transfer Balance
No.1-Jan-22 To Income From 31-Dec-22
RESERVES
2301 Working Capital 96,886.21$ 10,000.00$ 27,358.61$ 79,527.60$
2302 Equipment -$ 40,000.00$ 40,000.00$
2303 Fire Department Apparatus 5,000.00$ 5,000.00$
2304 Electronic Equipment -$ -$
2305 Road Construction 441,876.96$ 210,000.00$ 120,827.55$ 531,049.41$
2306 Otter Valley Chamber 1,414.92$ 1,414.92$
2307 Trail Improvements 134,538.33$ 12,769.80$ 147,308.13$
2308 Fire Equipment 187,650.12$ 160,000.00$ 347,650.12$
2310 Water Works 1,051,333.14$ 68,546.80$ 18,654.72$ 1,101,225.22$
2311 Richmond Water -$ -$
2313 County Road Maintenance -$ -$
2314 Building Vehicle 33,698.03$ 33,698.03$
2315 Fire Renumeration -$ -$
2318 Parks & Playgrounds 135,000.00$ 135,000.00$
2319 By-law Vehicle -$ -$
2320 Records Management -$ -$
2322 Dredging 63,600.00$ 63,600.00$
2323 Library Buildings -$ -$
2324 Musuem Artifacts 1,315.85$ 1,315.85$
2326 Museums General 653.34$ 10,000.00$ 10,653.34$
2327 Election 29,999.90$ 15,000.00$ 44,999.90$ -$
2328 Waste Management -$ -$
2330 Police Services -$ -$
2331 Contingency 66,888.17$ 15,000.00$ 5,000.00$ 76,888.17$
2332 Capital Rate Stabilization -$ -$
2333 Operating Rate Stabilization -$ -$
2334 Straffordville Skate Park 1,731.70$ 1,731.70$
2335 OMPF -$ -$
2336 Municipal Facilities 660,000.00$ 30,363.60$ 690,363.60$
2363 Reserve - Planning -$ -$
2364 SCC Capital Donations 23,129.42$ 25,000.00$ 48,129.42$
2365 Winter 50,000.00$ 50,000.00$
2367 Guarantorship Reserve 200,000.00$ 100,000.00$ 300,000.00$
Consolidated Entities 977,088.00$ 977,088.00$
4,161,804.09$ 696,680.20$ -$ 216,840.78$ 4,641,643.51$
Balance Transfer Interest Transfer Balance
1-Jan-22 To Income From 31-Dec-22
RESERVE FUNDS
2312 Sewage Works 2,979,156.49$ 384,882.92$ 46,772.76$ 125,180.09$ 3,285,632.08$
2352 Environmental 77,819.88$ 1,221.77$ 2,966.96$ 76,074.69$
2360 Straffordville Community Ctr 2,374.48$ 37.28$ 2,411.76$
2361 Vienna Community Ctr 42,324.13$ -$ 42,324.13$ (0.00)$
2366 Reserve - Storm Sewer 5,250.00$ 5,250.00$
2369 Vienna Community Improvement Reserve Fund -$ 476,722.65$ 9,345.06$ 486,067.71$
Consolidated Entities 110,693.00$ -$ 110,693.00$
3,217,617.98$ 861,605.57$ 57,376.87$ 170,471.18$ 3,966,129.23$
DEFERRED REVENUE
2350 Parkland 60,641.49$ 10,000.00$ 952.07$ 5,171.15$ 66,422.41$
2357 Developer Deposits 30,734.70$ 482.53$ 31,217.24$
2362 Federal Gas Tax 448,657.29$ 25,319.60$ 7,043.92$ 481,020.81$
2368 OCIF 154,292.58$ 71,354.06$ 1,011.40$ 226,658.04$
694,326.06$ 106,673.66$ 9,489.92$ 5,171.15$ 805,318.50$
For The Year Ended December 31, 2022 (un-audited)
Municipality of Bayham
Appendix C: Reserves, Reserve Funds & Deferred Revenue
For The Year Ended December 31, 2022 (un-audited)
Municipality of Bayham
Reserves, Reserve Funds & Deferred Revenue
Asset Description Proceeds (Before HST)Allocated
Vienna Community Centre $476,722.65
Vienna Community Improvement
Reserve Fund
Backhoe $40,000.00 Public Works Equipment Reserve
Total Proceeds on Sale $516,722.65
4124.28
-2966.96
Municipality of Bayham
Appendix D: 2022 Sale of Asset Report
REPORT
TREASURY DEPARTMENT
TO: Mayor & Members of Council
FROM: Lorne James, Treasurer
DATE: February 16, 2023
REPORT: TR-07/23 FILE NO. SUBJECT: 2022 SURPLUS ALLOCATION
BACKGROUND
The purpose of this Report is to advise Council of the 2022 Surplus and recommend that
Council approve allocation of the 2022 total surplus of $1,647.68.
DISCUSSION
The 2022 financial statements have been drafted by the Treasurer.
Capital surplus was $73,351.46 and Operating deficit of $71,703.78.
Section 290(4)(b) of the Municipal Act, SO 2001, as amended, requires that any surplus from a
previous year be included as an estimated revenue within the current budget. If this process is
followed each year, during years where large fluctuations in surpluses occur, large tax rate
fluctuations may also occur. Therefore, it is common practice for municipalities to allocate their
annual surplus to reserves.
The recommended allocation of the 2022 surplus is attached hereto as Appendix A and focuses
on short-term capital needs.
In light of Council’s strategic budget direction with respect to the Ojibwa debt repayment and
ongoing operating pressures due to inflation, it is recommended that Council consider a formal
review of assets, including but not limited to equipment, buildings or lands, and road allowances
for further consideration by Council.
ATTACHMENTS:
1. Appendix A: 2022 Surplus Report
2. Appendix B: 2022 Reserve and Reserve Funds incorporating recommended Surplus
Transfers.
RECOMMENDATION
1. THAT Staff Report TR-07/23 re 2022 Surplus Allocation be received for information;
2. AND THAT Council confirm the 2022 Surplus Transfer Report attached hereto as
Appendix ‘A’;
3. AND THAT Council confirm the 2022 Revised Reserves, Reverse Funds, and
Deferred Revenue Report attached hereto as Appendix ‘B’;
4. AND THAT Council direct staff to bring forward a Surplus of Assets report for all
departments of the Municipality.
Respectfully submitted, Reviewed by,
Lorne James, CPA, CA Thomas Thayer, CMO
Treasurer CAO|Clerk
Transfer Account No.Reserve
$1,647.68 2331 Contingency Reserve
Purpose:
To fund any unexpected expenses arising due to inflationary or other pressures.
Municipality of Bayham
Appendix A: 2022 Surplus Transfer Report
Account Balance Transfer Interest Transfer Balance
No.1-Jan-22 To Income From 31-Dec-22
RESERVES
2301 Working Capital 96,886.21$ 10,000.00$ 27,358.61$ 79,527.60$
2302 Equipment -$ 40,000.00$ 40,000.00$
2303 Fire Department Apparatus 5,000.00$ 5,000.00$
2304 Electronic Equipment -$ -$
2305 Road Construction 441,876.96$ 210,000.00$ 120,827.55$ 531,049.41$
2306 Otter Valley Chamber 1,414.92$ 1,414.92$
2307 Trail Improvements 134,538.33$ 12,769.80$ 147,308.13$
2308 Fire Equipment 187,650.12$ 160,000.00$ 347,650.12$
2310 Water Works 1,051,333.14$ 68,546.80$ 18,654.72$ 1,101,225.22$
2311 Richmond Water -$ -$
2313 County Road Maintenance -$ -$
2314 Building Vehicle 33,698.03$ 33,698.03$
2315 Fire Renumeration -$ -$
2318 Parks & Playgrounds 135,000.00$ 135,000.00$
2319 By-law Vehicle -$ -$
2320 Records Management -$ -$
2322 Dredging 63,600.00$ 63,600.00$
2323 Library Buildings -$ -$
2324 Musuem Artifacts 1,315.85$ 1,315.85$
2326 Museums General 653.34$ 10,000.00$ 10,653.34$
2327 Election 29,999.90$ 15,000.00$ 44,999.90$ -$
2328 Waste Management -$ -$
2330 Police Services -$ -$
2331 Contingency 66,888.17$ 16,647.68$ 5,000.00$ 78,535.85$
2332 Capital Rate Stabilization -$ -$
2333 Operating Rate Stabilization -$ -$
2334 Straffordville Skate Park 1,731.70$ 1,731.70$
2335 OMPF -$ -$
2336 Municipal Facilities 660,000.00$ 30,363.60$ 690,363.60$
2363 Reserve - Planning -$ -$
2364 SCC Capital Donations 23,129.42$ 25,000.00$ 48,129.42$
2365 Winter 50,000.00$ 50,000.00$
2367 Guarantorship Reserve 200,000.00$ 100,000.00$ 300,000.00$
Consolidated Entities 977,088.00$ 977,088.00$
4,161,804.09$ 698,327.88$ -$ 216,840.78$ 4,643,291.19$
Balance Transfer Interest Transfer Balance
1-Jan-22 To Income From 31-Dec-22
RESERVE FUNDS
2312 Sewage Works 2,979,156.49$ 384,882.92$ 46,772.76$ 125,180.09$ 3,285,632.08$
2352 Environmental 77,819.88$ 1,221.77$ 2,966.96$ 76,074.69$
2360 Straffordville Community Ctr 2,374.48$ 37.28$ 2,411.76$
2361 Vienna Community Ctr 42,324.13$ -$ 42,324.13$ (0.00)$
2366 Reserve - Storm Sewer 5,250.00$ 5,250.00$
2369 Vienna Community Improvement Reserve Fund -$ 476,722.65$ 9,345.06$ 486,067.71$
Consolidated Entities 110,693.00$ -$ 110,693.00$
3,217,617.98$ 861,605.57$ 57,376.87$ 170,471.18$ 3,966,129.23$
DEFERRED REVENUE
2350 Parkland 60,641.49$ 10,000.00$ 952.07$ 5,171.15$ 66,422.41$
2357 Developer Deposits 30,734.70$ 482.53$ 31,217.24$
2362 Federal Gas Tax 448,657.29$ 25,319.60$ 7,043.92$ 481,020.81$
2368 OCIF 154,292.58$ 71,354.06$ 1,011.40$ 226,658.04$
694,326.06$ 106,673.66$ 9,489.92$ 5,171.15$ 805,318.50$
For The Year Ended December 31, 2022 (un-audited)
Municipality of Bayham
Appendix B: Reserves, Reserve Funds & Deferred Revenue
For The Year Ended December 31, 2022 (un-audited)
Municipality of Bayham
Reserves, Reserve Funds & Deferred Revenue
REPORT
TREASURY DEPARTMENT
TO: Mayor & Members of Council
FROM: Lorne James, Treasurer
DATE: February 16, 2023
REPORT: TR-08/23 FILE NO. SUBJECT: 2023 FISCAL OUTLOOK REPORT
BACKGROUND:
This Report is designed to provide Council a forward-looking fiscal outlook of 2023
This Report is to supplement both Operating and Capital budgets and the year-end summary
reports.
DISCUSSION:
Revenues
The Municipality will continue see positive tax assessment growth in the first-half of 2023 due to
strong building growth in 2021 and continuing into 2022 that will be retroactively assessed at
time of occupancy date. However, Bayham experienced slowing growth in Q4 2022, which will
likely continue into 2023 as the Bank of Canada continues its removal of monetary easing and
raising interest rates. The forecast is for four (4) quarter-point rate hikes in 2023 and with
another two (2) more quarter-point rate hikes over 2024 before moderating rates.
The slowdown in building growth will also impact Water and Wastewater departments with lower
Development Charges collections and operational revenues.
Municipal staff are closely monitoring the MPAC Phase-In status and its impact on 2024 and
2025 tax assessment and budgets.
Expenses
The Municipality, like every other business, will continue to see rising costs of materials for both
Operating and Capital projects. It is forecast that, by the end of 2023, Bayham may start
realizing more normalized Consumer and Construction Price Indices. The current high period of
inflation does have a direct impact on the Municipality, as the budget has a six (6) percent
inflation factor built-in.
The Municipality has several positions to recruit in 2023 both for full-time, retirement, part-time,
and casual positions. As the current labour market is considered tight to many economists, the
Municipality will need to be resourceful in both recruitment and retention of these positions to
market trends.
A new variable for Bayham’s finances is the shared servicing arrangement with the Township of
Malahide for Building, Planning, and By-law Services. As this is a new program for 2023,
realized financial impacts are unknown at this time.
Debt Risk
The Municipality will also be experiencing a tremendous interest rate and financial risk in March
2025, when the 10-year debt term of Project Ojibwa is up for renewal. Presently, the interest
rate on the loan is at 2.71%. When the term debt is up for renewal, the Municipality could be
looking at a term interest rate of 7% to 8% and either have to extend the term of the
amortization period of the debt or substantially increasing the annual payments to maintain the
25-year term. Council, in the 2023 Capital budget, allocated $1.1m into the Guarantorship Loan
Reserve for principle debt payments in 2025, with further allocations expected in 2024 and
2025.
Unforeseen Capital Expenses
To commence 2023, Council has received information regarding the state of the Port Burwell
Lighthouse. While formal restoration costs are outstanding at this time, it is expected that the all-
in costs to restore the Lighthouse and address structural and cladding deficiencies could be in
excess of $600,000. This is a cost that the Municipality was not expecting when the 2023
Capital Budget was approved and will have to be addressed in some manner going forward,
once the costs are known.
Additionally, there is the consideration of the Straffordville Community Hub project (i.e. the
Straffordville Community Centre expansion), which was applied for in 2019 and granted
approval by the Investing in Canada Infrastructure Program (ICIP) in 2021.
Staff are awaiting detailing costing for the project based on the scope of the grant application
and approved schematic plans. While the budget for the project is $2.003m, it is expected that
the detailed costs will be 20-40% above this value due to inflationary pressures over the last
three years, which will require Council consideration and either additional own-source funding or
a scope reduction.
Investments
The Municipality has an opportunity again to do another round of investing of short-term (1-year)
GICS with returns above 5%. Due to a strong year of collections of tax arrears and other
receivables, Bayham has excess cash-on-hand, which can be considered for short-term
investment. Council may wish to consider allocating $500,000 into a 1-year GIC. The Treasurer
has also reached out to the Cemetery boards advising of short term investment opportunities
available to them. The Straffordville Cemetery Board has expressed a desire to invest $10,000 in
a 1-year GIC.
ATTACHMENTS
1. Appendix A: Royal Bank of Canada – Bayham Investment Proposal
RECOMMENDATION
1. THAT Staff Report TR-08/23 re 2023 Fiscal Outlook Report be received for
information;
2. AND THAT Council direct staff to invest $500,000 for Municipality of Bayham and
$10,000 for the Straffordville Cemetery into a 1-year GIC with Royal Bank of Canada.
Respectfully submitted, Reviewed by,
Lorne James, CPA, CA Thomas Thayer, CMO
Treasurer CAO|Clerk
P a g e | 1
This document contains confidential, proprietary, and trade secret information of RBC Royal Bank of Canada and may not be
disclosed to third parties or duplicated without the prior written consent of RBC Royal Bank of Canada.
INVESTMENT OPTIONS
FEBRUARY 1ST, 2023
GUARANTEED INVESTMENT CERTIFICATES
RBC offers a wide range of CAD term investment options to meet your needs. Below you will find the
details for our Non-Redeemable GICs. Principal and interest as described are Guaranteed by RBC Royal
Bank. Rates are calculated on a per annum basis.
1) Non-Redeemable GIC:
This GIC offers a fixed rate of interest for a specific term, with both principal and interest payments
guaranteed. There are a wide choice of terms and options.
Funds are not available prior to the maturity date.
Term RBC Non-Redeemable Guaranteed
Investment Certificate Rate
30 days 4.85%
60 days 5.00%
90 days 5.05%
120 days 5.10%
150 days 5.15%
180 days 5.20%
270 days 5.20%
1 year 5.15%
*** Rates are applicable today and are subject to change. ***
2) Redeemable GIC:
This GIC offers a fixed rate of interest for a specific term, with both principal and interest payments
guaranteed. There are a wide choice of terms and options.
Redeemable GIC’s may be partially or fully redeemed prior to maturity however are subject to the
below prior redemption rates.
Term RBC Redeemable Guaranteed
Investment Certificate Rate
1 year 4.95%
*** Rates are applicable today and are subject to change. ***
P a g e | 2
This document contains confidential, proprietary, and trade secret information of RBC Royal Bank of Canada and may not be
disclosed to third parties or duplicated without the prior written consent of RBC Royal Bank of Canada.
REPORT
CLERK
TO: Mayor & Members of Council
FROM: Meagan Elliott, Deputy Clerk
DATE: February 16, 2023
REPORT: CL-02/23 SUBJECT: 2023 MUNICIPAL ASSISTANCE
BACKGROUND:
Annually, the Council of the Corporation of the Municipality of Bayham considers providing
various forms of support to community events. An approval timeline is advised to local
organization groups so that all requests are considered together to permit for early notification of
approvals and the ability for Public Works to make plans pertaining to the allocation of
resources and staff to support the decisions of Council.
In November 2022, local organization groups were notified that there is a new online form to
utilize for event submissions and a deadline of January 20, 2023 was advised.
Staff have been further discussing the Municipal Assistance process and believe there are
areas of improvement for future years.
Below outlines information on how to improve this process for 2024 and the submissions
received for 2023 for Council’s consideration and direction.
DISCUSSION
Staff are looking towards implementing a Policy for Special Event Requests. Generally, the
issues that arise surround communication and proper resource allocation and a policy will help
mitigate these. Below provides further details on some of the issues faced:
Application Details
Since most of the events have been taking place for many years, some of the submitted
applications do not include sufficient information with the assumption that the Municipality
knows the details. This has been very difficult for new staff to properly coordinate details for
Council approval and results in unknown expectations. A digital application form has been
created and staff intend to expand this form in conjunction with required information outlined in
the future Policy.
Event Contacts
Staff struggle with knowing who the designated contact is and/or having proper contact
information from the organization groups for noted events. The new application form notes only
those listed on the form will be who is contacted for event details through the contact
information provided. As well, closer to the event, the event contacts are connected to the
appropriate Public Works staff member to coordinate final details. It is important that the
organizations respect this process and only coordinate details with the noted staff member
provided.
Notification
Further to the above-mentioned contact information, an issue that arose in 2022 was the
responsibility of notifying agencies such as OPP, Fire, and EMS. The previous paper application
form noted it was the organizer’s responsibility to do so but some organizer’s assumed the
Municipality was handling it. For 2023, this responsibility will be handled by staff but the future
Policy will indicate it is the organizer’s responsibility.
Day-of Support
Public Works staff have been struggling to provide support to events that require a staff member
present for road closures as the events typically fall on a weekend and assistance is only
needed for an hour. Public Works will have to schedule a staff member for four (4) hours to do a
road closure moving forward. If there is a situation that arises where no staff are available or
willing to work, we have inquired with the OPP on their costs for being present for a road
closure. The estimated cost for OPP presence for a road closure event is approximately $500
per cruiser and they need to be notified two (2) months in advance. Staff plan to communicate
the special event shifts for anyone interested and, if not filled, will have to utilize the OPP at an
extra cost.
Some organizations may wish to have public works staff present during the event other than
road closure duties. Organizations should request this at the time of the event submission to be
included in the consideration of approvals.
Materials Requested
The most popular request of materials is picnic tables, garbage cans and safety cones. Public
Works staff has indicated that they have 20 tables, 20 garbage cans, and 10 cones able to
provide. The cones are used for capital projects and may be in use at the time of the event as
well as there has been issues with the cones being returned. Public Works has indicated that
Council may wish to have staff purchase additional cones for event purposes at a cost of
approximately $35 each. There has also been an issue with picnic tables being damaged. Picnic
tables cost approximately $700 each. Staff do not recommend purchasing additional tables at
this time, however, staff recommend a deposit system for the use of materials for 2023 and will
include language for this in the Policy to be a standard for future years.
Budgeted Municipal Assistance Funds
Council has allocated funds in the Operating Budget under “Municipal Assistance” for 2023 as
has been done in previous years. It appears there are typically three (3) organizations that
receive $2000 each for their events but it is unknown how this decision is made. Staff would like
to include the request for funds in the application process as well as open up this budget line for
Council to consider specific requests such as requirements to purchase additional materials.
This would be spoken to in the future Policy but Council may consider using funds from this
budget line for 2023 and staff request Council to provide direction on if they wish the
Straffordville Community Committee and the Bayham Historical Society to receive $2000 each
for the noted 2023 events.
2023 Event Submissions & Requests
Below lists the received submissions and noted requests:
Organization: EarlyON
Event: Child and Family Centre – Weekly Playgroup
Date: May 2, 2023 – October 31, 2023 (Tuesdays)
Facility Requested: Straffordville Community Centre Pavilion
Road Closure Required: No
Special Requests (Materials): Use of the gate key from Municipal Office
Organization: EarlyON
Event: Child and Family Centre – Weekly Playgroup
Date: June 1, 2023 – August 31, 2023 (Thursdays)
Facility Requested: Port Burwell Pavilion beside the Fred Bodsworth Library
Road Closure Required: No
Special Requests (Materials): Nothing noted
Organization: Bayham Historical Society
Event: Edisonfest
Date: June 3, 2023
Facility Requested: Vienna Memorial Park including food booth, hydro, water and pavilion
Road Closure Required: No
Special Requests (Materials):
- 50 picnic tables – 30 by food booth and 20 by pavilion
- 30 garbage cans with bags
- Safety cones
Organization: Bayham Historical Society
Event: Edison Mystery Cruise & Poker Run
Date: July 22, 2023
Facility Requested: Vienna Memorial Park including food booth, hydro, water and pavilion
Road Closure Required: No
Special Requests (Materials):
- 60 picnic tables – 30 by food booth, 30 lined up down the center by the middle trees
- 30 garbage cans with bags
- 50 safety cones
Organization: Port Burwell Historical Society
Event: 2023 Celebrate Canada
Date: July 1, 2023
Facility Requested: Gazebo in Market Square Port Burwell
Road Closure Required: Yes
Special Requests (Materials):
- repair and clean gazebo in Memorial Park as necessary for use
- cut grass in Memorial Park a few days before July 1st
- place extra garbage containers in the park and pick up after festivities end
- 2 portable washrooms
- Fire department vehicles in the parade
Organization: Straffordville Community Committee
Event: Watermelon Fest
Date: August 25 & 26, 2023
Facility Requested: SCC
Road Closure Required: Yes
Special Requests (Materials):
- Exemption to permit parking on west side of Sandytown Rd
- Streets closed for parade between 10-11 am
- Public Works staff on site for traffic control
- Installation and removal of garbage cans and picnic tables
- Clean cement pad prior to event
Organization: Straffordville Hall Foundation
Event: Santa Claus Christmas Parade
Date: December 9, 2023
Facility Requested: SCC Main Hall
Road Closure Required: Yes
Special Requests (Materials):
- Traffic control from Public Works staff requested
No submissions were received from the Beachfest Committee or the Legion as there has been
in previous years. These organizations were contacted and advised of the new online form and
submission deadline. Staff have not heard from these groups if they are planning any events.
The Bayham Historical Society submitted for the Vienna Walking / Driving Tour to take place on
July 10, 2023 but no facility use, road closure, or materials needed was listed, therefore no
approvals are required.
The below recommendation speaks to all requests submitted. Some events have requested
more materials than we have, but approval is given for the amount of materials we are able to
provide.
The request for portable washrooms for the Port Burwell Canada Day Celebration is not
included in the below recommendation as it has previously not been approved, but Council may
consider this if desired. Public Works has noted that a portable washroom rental is
approximately $150 each.
RECOMMENDATION
THAT Report CL-02/23 re 2023 Municipal Assistance be received for information;
AND THAT staff be directed to report to Council with a draft Special Event Request Policy for
consideration in Q3 2023;
AND THAT staff be directed to purchase 20 cones for event purposes from the Municipal
Assistance budget;
AND THAT staff be directed to provide the Straffordville Community Committee and the
Bayham Historical Society with $2000 each to be used for their respective 2023 events;
AND THAT all noted facility and road closure requests included in the 2023 event submissions
be approved, subject to provision of liability insurance certificate in the minimum amount of
$2,000,000.00 naming the Municipality of Bayham as additional insured;
AND THAT events requesting materials be provided 20 tables, 20 garbage cans with bags,
and 10 safety cones for event use with a deposit of $10/per item to be provided to the
Municipality prior to the event;
AND THAT staff be directed to conduct lawn and facility maintenance as necessary prior to the
events;
AND THAT the requests for a staff presence for road closure purposes be approved with the
ability to utilize the OPP as a backup and, if utilized, compensate from the Municipal
Assistance budget;
AND THAT staff be directed to advise external agencies of the approved events and obtain
County approval for use of County roads for noted closures;
AND THAT staff be directed to further coordinate details of the events with the event contacts;
AND THAT event organizers are responsible for the clean-up and care of the municipal
facilities and materials;
AND THAT the Municipality of Bayham reserves the right to revoke said approvals at any time
for any reason and approved timelines may be adjusted for the use of certain facilities or
materials should they become unavailable due to construction or unforeseen circumstances.
Respectively Submitted by: Reviewed by:
Meagan Elliott Thomas Thayer, CMO
Deputy Clerk CAO|Clerk