TOWNSHIP OF EDWARDSBURGH/CARDIN AL Septemb er29,2015 Resolution Number: Moved By:. __________ _ co py Seconded By: __________ _ THAT Municipal Council recommend in favour of the severances B-77-15 & B-78-15 (Swerfeger) conditional upon: monstrates 1. Receipt of a satisfactory environmental impact assessment which de that there will be no negative impacts on the natural features or ecol functions of the St. Lawrence River and any adjacent wetlands; and ogical lity of private 2. Receipt of a satisfactory engineer's report with respect to sustainabi on-site services on the reduced lots to be severed as recommended by the Community Development Committee. o Carried o Defeated o Unanimous Mayor:--------- RECORDED VOTE REQUESTED BY: NAME YEA NAY Councillor M. Barrett Councillor G. Morrell Councillor K. Smail Deputy Mayor P. Taylor Mayor Sayeau TOTAL ' ' '
65
Embed
TOWNSHIP OF EDWARDSBURGH/CARDIN AL Septemb er29,2015 … · Dave Shaw RESUME OF CORRESPONDENCE September 1, 2015 DATE August 11 August 17 " " August 20 August 20 August 25 " " August
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
TOWNSHIP OF EDWARDSBURGH/CARDIN AL Septemb er29,2015
Resolution Number:
Moved By:. __________ _ co py Seconded By: __________ _
THAT Municipal Council recommend in favour of the severances B-77-15 & B-78-15 (Swerfeger) conditional upon:
monstrates 1. Receipt of a satisfactory environmental impact assessment which de that there will be no negative impacts on the natural features or ecol functions of the St. Lawrence River and any adjacent wetlands; and
ogical
lity of private 2. Receipt of a satisfactory engineer's report with respect to sustainabi on-site services on the reduced lots to be severed as recommended by the Community Development Committee.
o Carried o Defeated o Unanimous
Mayor:---------RECORDED VOTE REQUESTED BY:
NAME YEA NAY Councillor M. Barrett
Councillor G. Morrell
Councillor K. Smail
Deputy Mayor P. Taylor
Mayor Sayeau
TOTAL
'
'
'
lWP
EC • ca
TOWNSHIP OF EDWARDSBURGH CARDINAL ACTION ITEM
Committee: Community Development Committee
Date: September 15, 2015
Department: Planning
Topic: Severance B-77 -15 & B-78-15 (Swerdfeger)
Purpose: To consider an application for severance.
Background: Dean Swerdfeger is the owner of a riverfront residential property located at 1735 County Rd 2 that is approximately 5.8 acres with an existing dwelling.
Mr. Swerdfeger is proposing to sever two additional building lots approximately 1.69 and 1.55 acres in size, leaving the existing dwelling on a property of approximately 2.56 acres.
Policy Implications: The subject lands are designated Rural Policy Area under the Official Plan and Residential Limited Service under the Zoning By-Law.
The Counties have advised that the applicant must use the existing entrance way on County Rd 2 and create an easement to create a driveway to each of the lots to be severed rather than creating 2 new entrances onto the road.
Official Plan: The parcels to be severed and the parcel to be retained generally conform to Rural Policy Area provisions in the Official Plan. However, The OP states that where a severance is requested within 120m of an environmentally sensitive area, an environmental impact assessment will be required. The adjacent St. Lawrence River shoreline to this property is considered environmentally sensitive.
Zoning By-Law: The parcels to be severed and the parcel to be retained generally conform to RSL zoning standards. The Zoning By-Law states that the minimum lot size in the RSL zone may be reduced below 1 hectare (2.47 acres) to as low as 0.99 acre if an engineering report demonstrates that private on-site sanitary services are environmentally sustainable on a smaller lot.
Financial Considerations: The applicant has remitted the required fee for severance to the Municipality.
Recommendation: That Committee recommend that Council recommend in favor of the severances B-77-15 & B-78-15 (Swerdfeger) conditional upon:
1. Receipt of a satisfactory environmental impact assessment which demonstrates that there will be no negative impacts on the natural features or ecological functions of the St. Lawrence River and any adjacent wetlands.
2. Receipt of a satisfactory engineer's report with respect to sustainability of private on-site services on the reduced sized lots to be severed.
. '
~ Q
~ ~ ~ ....__ - ~
~ ......
:P
TOWNSHIP OF EDWARDSBURGH/CARDIN AL Septemb er29,2015
y Resolution Number:
Moved By: __________ _ COP Seconded By:----------
THAT Municipal Council directs the Treasurer to carry forward funds raised dollars and user fees in 2015 for the James Street Rehabilitation project as recommended by Public Works, Environmental Services and Facilities Com Whole so that this project will continue to be funded in 2016 as follows:
Roads - $63,196.95
Water- $95,000.00
Sanitary - $75,000.00
Storm - $75,000.00
o Carried o Defeated o Unanimous
Mayor:---------RECORDED VOTE REQUESTED BY:
NAME
Councillor M. Barrett
Councillor G. Morrell
Councillor K. Smail
Deputy Mayor P. Taylor
Mayor Sayeau
TOTAL
YEA
with tax
mittee of the
NAY
'
r
!
'
d
!'
TOWNSHIP OF EDWARDSBURGH/CARDINAL September 29, 2015
Resolution Number:
Moved By:. __________ _
Seconded By: _________ _ COPY THAT Municipal Council directs the Treasurer to carry forward funds raised with tax dollars in 2015 for the Joseph Street resurfacing project as recommended by Public Works, Environmental Services and Facilities Committee of the Whole so that this project will continue to be funded in 2016 with the $103,000.00 remaining in the 2015 budget.
o Carried o Defeated o Unanimous
Mayor:---------RECORDED VOTE REQUESTED BY:
NAME YEA NAY
Councillor M. Barrett
Councillor G. Morrell
Councillor K. Smail
Deputy Mayor P. Taylor
Mayor Sayeau
TOTAL
TOWNSHIP OF EDWARDSBURGH/CARDINAL September 29, 2 015
Resolution Number:
Moved By:----------Seconded By: _________ _
COPY THAT Municipal Council receives the correspondence listings for the following da tes as previously circulated:
• September 1, 2015
• September 8, 2015
• September 14, 2015
• September 21, 2015
~
o Carried o Defeated o Unanimous
Mayor:---------RECORDED VOTE REQUESTED BY:
NAME YEA NAY
Councillor M. Barrett i
Councillor G. Morrell
Councillor K. Smail
Deputy Mayor P. Taylor
Mayor Sayeau
TOTAL
'·
FROM
Eastern Ontario Local Food
OPP
AMO
MMAH
AMO
Sheila Fawcett
AMO
UCLG
AMCTO
OPP
TransCanada
Township of Hamilton
AMO
Dave Shaw
RESUME OF CORRESPONDENCE September 1, 2015
DATE
August 11
August 17
"
"
August 20
August 20
August 25
"
"
August 26
"
"
August 27
SUBJECT
2015 Conference
Weekly Report
What's Next Ontario Update
New Disaster Recovery Assistance Programs
Policy Update RE Disaster Recovery Assistance
Community Choir Photocopying Services
Highlights of 2015 Board Meeting
Economic Development eNews
ODRAP Announcement
Residential Fire Investigation
Energy East Pipeline Nat. Gas Agreement
Supporting Ontario Trails
Watchfile
September 1 Grenville Park
FROM
ROMA
OPP
OMAFRA
Brian Purcell/Debra McKinstry
MNRF
AMO
Recycling Council of Ontario
Paul & Nicky Dunster
OPP
RESUME OF CORRESPONDENCE September 8, 2015
DATE SUBJECT
August 28 Ontario Community Infrastructure Fund
September 2 Fatal Collision on Hwy 401
September 3 Celebrate Ontario 2016 Applications Open
" SoapBox Road Closure
" Wetland Listening Sessions
September 4 Watchfile
" Waste Reduction Week
September 8 Grenville Park
" Labour Day Weekend Report
FROM
AMO
UCLG
AMO
En bridge
AMO
MFOA
AMO
FCM
RESUME OF CORRESPONDENCE September 14,2015
DATE SUBJECT
Sept. 8 Health Funding Review Report & Funding Allocation
Sept. 9 Economic Development eNews
" Support for the Syrian Refugee Crisis
" Work at 1335 Jordan Rd.
Sept. 10 Watchfile
" Potential Changes to Eligible Investment Landscape
Sept. 11 MMAH Legislation Review
Sept. 12 Local Governments and the Syrian Refugee Crisis
RESUME OF CORRESPONDENCE September 21, 2015
FROM DATE SUBJECT
Ernie Hardeman MPP Sept 11 AMO Conference Follow Up
MPAC Sept 14 New VP of Municipal Stakeholder Relations
OPP " Weekly Update
Joe Martelle " CDC Resignation
AMO Sept 15 Investment Basics Seminars
Trans Canada " Project Update
AMO " Policy Update
Health Unit Sept 17 Board of Health Meeting
FCM " Presidents Corner Update
AMO " Watchfile
FCM Sept 18 FCM News
TOWNSHIP OF EDWARDSBURGH/CARDINAL September 29, 2015
Resolution Number:
Moved By: _________ _
Seconded By: _________ _ COPY THAT Municipal Council approves payment of municipal invoices circulated and dated as follows:
• Report dated September 9, 2015
• Report dated September 15, 2015
• Report dated September 22, 2015
o Carried o Defeated o Unanimous
Mayor:---------RECORDED VOTE REQUESTED BY:
NAME
Councillor M. Barrett
Councillor G. Morrell
Councillor K. Smail
Deputy Mayor P. Taylor
Mayor Sayeau
TOTAL
TOTAL:
$ 229,045.18
$ 533.13
$1' 065,657.47
$1 ,295,235. 78
YEA NAY
I
Township of Edwardsburgh/Cardinal Report Date List of Proposed Payments 9/09/2015 1 :33 PM As of 9/09/2015 Page 1
Payments due on or before 8/31/2015
Vendor# Name Invoice# Reference Due Date Invoice Amount Payment Total
MIN-EHT Minister Of Finance (Paid 2659) 08-2015 July EHT 8/28/2015 3,282.71 3,282.71
REC001 Receiver General of Canada (Paid 2655) PP15pt2015 PP 15 PT Source Deductions 8/10/2015 2,509.05 PP 15 2015 FT PP 15 FT Source Deductions 8/10/2015 17,891.90 PP16PT15 PP #16 PT Source Deductions 8/28/2015 2,957.46
Township of Edwardsburgh/Cardinal Report Date List of Proposed Payments 9/09/2015 1:33 PM As of 9/09/2015
Vendor#
REL001
ROY001
RSL001
TWP001
UNI004
Payments due on or before 8/31/2015
Name Invoice# Reference
PP 16FT 2015 PP #16 FT Source Deductions Reliance Home Comfort (Paid 2661) 4422619 08-15 Rec Hot Water Heater Royal Bank Visa (Paid 2657) 8356 07-15 PW/ES/FD Visa 0768 07-15 Admin Visa 8576 07-15 Rec Visa 3850 07-15 Admin I Treasurer Visa Rideau St Lawrence Dist. (Paid 2658) 270-00 07-15 PW Highway #2 Streetlights 505-01 07-29-15 Rec Card Hydro/Water 119-01 07-30-15 lnd Park Water 450-00 07-30-15 PW Card Shop 435-00 07-30-15 wwtp Henry St. 370-00 07-30-15 wwtp Adelaide 430-00 07-30-15 wtp Dundas 464-00 07-30-15 wwtp John St. Township of Edwardsburgh/Cardi (Paid 2652) PP# 16 2015 pp #17- 2015
Invoice Adjustment Discount Payment Advance Credit Bank Amount
Total for Batch 33:
1 entry printed
1 batch printed
0.00 0.00 0.00 12,345.26 ---------
0.00 12,345.26
II a)
THE CORPORATION OF THE
TOWNSHIP OF EDWARDSBURGH/CARDINAL
BY-LAW NO. 2015-
"TO ESTABLISH A SOCIAL MEDIA POLICY"
WHEREAS Municipal Council deems it advisable to adopt a policy with respect to social media accounts of the Township of Edwardsburgh/Cardinal;
NOW THEREFORE the Council of the Corporation of the Township of Edwardsburgh/Cardinal enacts as follows:
1. That the Social Media Policy attached hereto as Schedule "A" shall form part of this by-law.
2. That by-law 2013-36 is hereby repealed.
3. That this by-law will come into effect on passing.
Read a first and second time in open Council this_ day of ____ , 2015.
Read a third time and finally passed, signed and sealed in open Council this_ day of
-----' 2015.
Mayor Clerk
Scnedu...\c "A" Township of Edwards burgh/Cardinal Social Media Policy
1. Purpose 1.1 This policy establishes enforceable rules and criteria for the professional use of social
media (including but not limited to Facebook and Twitter) by representatives of the Township.
1.2 This policy:
(i) Outlines how social media sites will be created, maintained and retired by Township staff;
(ii) And provides guidelines for the conduct of the Township's staff and representatives who use social media.
1.3 This policy is necessary in order to:
(i) Disseminate information from the Township, about the Township, to its citizens, stakeholders, partners, visitors and the media on a wider, more accessible platform;
(ii) Protect the reputation and image of the Township during the use of social media; (iii) Limit the liability of staff and elected officials; (iv) And manage brand integrity and identity.
1.4 The Township's sponsored social media sites will be used in a professional manner and will be consistent and secure. This policy is intended to operate within, and be consistent with, existing provincial and federal laws and municipal policies in areas such as harassment, discrimination, freedom of information, copyright, defamation, discipline and misconduct.
2. Policy Statement 2.1 The Township of Edwards burgh/Cardinal uses various tools to share information and
communicate with the public, its stakeholders, partners and the media. Social media platforms offer a way to deliver public information and customer service as well as offer a means for the public to interact with the Township. In general, the Township supports the use of social media technology to enhance communications, collaboration, and create an exchange of information to meet its business and community development goals.
3. Scope 3.1 This policy applies to all who use social media on the Township's behalf.
4. Governing Rules and Regulations 4.1 The Township's approved social media sites shall only be used for the purposes of
furthering the Township's interests in a manner that protects the Township's reputation.
liPage Updated September 2015
4.2 The CAO will ensure the Township's social media sites are evaluated annually to ensure they continue to be relevant and meet the Township's requirements or expectations. Should they no longer meet these purposes, the site shall be retired.
4.3 The CAO reserves the right to close social media sites that are deemed unsuitable, inappropriate or in violation of this policy.
4.4 Social media platforms must comply with all applicable federal, provincial and local laws, including all of the Township's by-laws, policies and procedures. This includes, but is not limited to, adherence to laws and policies regarding copyright, human rights, public records, privacy laws, confidentiality, security, collective agreements, human resource and information technology policies, and any other applicable policies established by the Township.
4.5 The usage of social media or the creation of a social media site shall not in any way negatively impact or compromise the performance or security of the Township's communications and technology systems.
4.6 Social media sites will use approved names and official titles.
4.7 Social media site settings should be as open as possible to allow the public to view content without requiring membership or subscription.
4.8 Any login information, user names, passwords, and account information shall be provided to the CAO in addition to the staff responsible for using and maintaining the site.
4.9 The CAO is responsible for ensuring staff follows the procedures set forth in this policy and monitoring the sites for appropriate use by designated staff.
4.10 The Township's website shall remain the primary and predominant source for internet information. Where possible, social media sites should link back to the Township's website or relevant webpage for in-depth information, forms, documents or other online services.
4.11 Without limitation, all content uploaded to a corporate, online social media site shall at all times be consistent with the Township's mission, values and policies. It should be understood that online resources are not private; information posted on such resources is public.
4.12 Social media sites shall be updated regularly to ensure the information and content provided is current, accurate and useful. As a general rule, information and content should be updated at least once per week.
4.13 All content created by staff using the social media must be professional and consistent with the Township's policies and meet the Township's standards.
4.14 Social media sites shall be maintained to ensure that responses to the public are made in a timely manner and in accordance with any Township policies.
4.15 Information posted on social media sites must be related to Township business.
2jPage
Updated September 2015
4.16 Staff responsible for posting comments on social media sites are prohibited from disseminating any private organizational information, such as internal deliberations about how policies or decisions are made, or any negative comment regarding the Township.
4.17 All comments or posts shall be made in accordance to the Code of Conduct for Employees of the Township of Edwardsburgh/Cardinal.
4.18 The CAO reserves the right to edit, restrict or remove any content that is deemed in violation of this policy or any applicable law. Inappropriate content must be removed immediately.
4.19 The Social Media Policy shall be made publicly available online either on the Township's website or on individual social media sites.
4.20 Township representatives who publicly display their affiliation to the Township and who choose to utilize social media in their personal lives shall clearly note they are representing their personal views and not the views of the Township. Representatives are subject to established Employee and Council Codes of Conduct.
4.21 At no time shall users reveal, disclose or discuss:
(i) Matters which have confidentiality requirements.
(ii) Identifiable and/or personal information about another staff member, elected official, or citizen that is not publicly known, and without consent.
(iii) Information gained from or about companies or other third parties as contracted with the Township to provide goods, programs and/or services.
4.22 Posts involving the following will not be tolerated:
(i) Content that violates the Criminal Code of Canada or the Ontario Human Rights Code;
(ii) Proprietary and confidential Township information;
(iii) Discriminating statements, sexual innuendos, obscene language, and comments that are offensive to an individual, individuals or organization as determined by the Township;
(iv) Threatening, derogatory or defamatory statements;
(v) Content that violates any of the Township's policies or By-Laws;
(vi) Comments not related to the original topic, including random or unintelligible comments;
(vii) Promotion of commercial services or products except for services and products available from the Township;
(viii) Comments in support of or opposition to political parties or campaigns or any other personal political content;
3IPage Updated September 2015
(ix) Any other content that the Township deems unsuitable or undesirable for the social media site.
4.23 All Township social media sites must include a general disclaimer stating that any content posted or submitted is subject to public disclosure.
4.24 Any staff member who becomes aware of an accidental or intentional privacy breach or violation of any rule or regulation must report it to the CAO in a timely fashion.
4.25 Employees are discouraged from discussing Township business through personal social media accounts, websites or networks. All Township business, whenever possible, should be conducted through corporate social media accounts by the appropriate staff member.
5. Other 5.1 When a social media site is deemed to no longer meet the needs of the Township it shall
be decommissioned, retired and shut down by the maintaining staff or by other staff as required.
5.2 A site may be decommissioned for any o( the following reasons, though not limited to these reasons:
(i) The site is no longer required; (ii) The site is not regularly used or maintained; (iii) The site no longer reflects the mission, values, policies or culture of the
Township; and (iv) The site poses a security risk or other risk to the Townships technological
infrastructure.
6. Administration 6.1 The CAO may issue further terms of use for the use of social media and maintenance of
social media sites.
6.2 A copy of this policy shall be provided to all representatives of the Township of Edwardsburgh/Cardinal.
7. Disclaimer 7.1 The Township is not responsible for comments made by subscribers or members related
to its social media applications. The Township reserves the right to remove any content that is inappropriate for any reason and at any time. Third-party social media sites are private businesses with their own terms of service and privacy policies. The Township does not accept any responsibility for the operation of third-party social media sites and is unable to guarantee the privacy of individuals who access content provided to such sites by the Township.
4jPage
Updated September 2015
1\D)
THE CORPORATION OF THE
TOWNSHIP OF EDWARDSBURGH/CARDINAL
BY-LAW NO. 2015-
"TO ESTABLISH PROCUREMENT POLICIES"
WHEREAS Section 270 of the Municipal Act, 2001, as amended provides that a municipality shall adopt and maintain policies with respect to its procurement of goods and services;
NOW THEREFORE the Council of the Corporation of the Township of Edwardsburgh/Cardinal enacts as follows:
1. That the Procurement Policy attached hereto as Schedule "A" shall form part of this by-law.
2. That by-laws 2011-43 and 2014-49 are hereby repealed.
3. That this by-law will come into effect on passing.
Read a first and second time in open Council this_ day of ____ , 2015.
Read a third time and finally passed, signed and sealed in open Council this_ day of
-----' 2015.
Mayor Clerk
TOWNSHIP OF EDWARDSBURGH/CARDINAL
p
EC •
PROCUREMENT POLICY
Reviewed September, 2015 By-law 2015-57
PROCUREMENT POLICY
TABLE OF CONTENTS
Procurement Principles and Goals
General Purchasing Procedures
Budgetary Control and Spending Limits
Quotation Procedures (Values over $50,000)
Disposal of Surplus Goods
Schedules
"A" Goods and Services Exempt from Provisions
"B" Methods of Procurement- Summary Template
"C" Bid Irregularities
"D" Leases
PAGE
2
3
4
6
7
8
9
10
13
-2-
PROCUREMENT PRINCIPLES AND GOALS
The purchasing principles of the Township of Edwardsburgh/Cardinal are as follows:
1. To procure by purchase, rental or lease the required quality and quantity of goods and/or services in an efficient, timely and cost effective manner;
2. To encourage open competitive bidding for the acquisition and disposal of goods and services where practicable;
3. To consider all costs, including, but not limited to, acquisition, operating, training, maintenance, quality, warranty, payment terms, disposal value and disposal costs, in evaluating bid submissions from qualified, responsive and responsible vendors;
4. To give consideration to the annual aggregate value or to consider the total project cost of specific goods and services that will be required by each department and by the Municipality as a whole prior to determining the appropriate acquisition method and to co-ordinate purchases on a municipalwide basis when appropriate in order to obtain available volume discounts and best possible price
5. To monitor the economic climate and legislative changes which may have an impact on the Township of Edwardsburgh/Cardinal and to determine the appropriate actions to be taken through purchasing policies and procedures;
6. To encourage the procurement of goods and services with due regard to the preservation of the natural environment, vendors may be selected to supply goods made by methods resulting in the least damage to the environment and supply goods incorporating recycled materials where practicable.
7. When procuring goods, services and facilities, the Township will incorporate accessibility criteria and features where applicable and practicable;
8. This policy will be reviewed every 5 years or earlier, to evaluate its effectiveness.
-3-
GENERAL PURCHASING PROCEDURES
1. The purchasing procedures laid out in this policy shall be adhered to by all municipal departments, the Boards, and Committees over which Council has direct control and by their staff.
2. Department Heads may delegate their purchasing authority as assigned to a subordinate, however all responsibility remains with the Department Head.
3. Joint departmental purchasing shall be done whenever possible. Bulk purchasing is encouraged when practical.
4. Department Heads shall provide proof of the receipt of all goods and services purchased to the Treasurer before payment is made to the vendor.
5. Department heads shall ensure that local suppliers are given the opportunity to provide quotes on goods and services. Should any quotations be equal in price and meet the desired specifications of Council, preference shall be given to the supplier within the Township's limits.
6. Where requests for quotations are being sought it shall be done in writing, specifying the deadline for quotation and including a specification sheet on documents provided by the Township. All quotes shall be in writing. Each supplier shall have one opportunity to provide their quotation.
7. In the absence of the Treasurer, the CAO shall assume the responsibilities of the Treasurer under this by-law.
8. Notwithstanding any other provisions of this Policy, the acquisition of the items listed in Schedule "A" do not fall under the guidelines of the Purchasing Policy and shall be subject to applicable Policies and Procedures established from time to time.
-4-BUDGETARY CONTROL AND SPENDING LIMITS
1. All expenditures shall be within the current approved budget or within approved estimates; otherwise prior approval of Council shall be required. The department head or Treasurer shall not approve any expenditure that is not within the approved budget or estimates. In the event that the annual budget has not yet been approved, expenditures can be made provided that the expenditures are within the previous year's budget authority.
2. All expenditures shall be supported by original invoices, voucher, or requisition forms with satisfactory detail to support the purchase.
3. All invoices shall be initialled and assigned the proper account number/name by the respective department head and shall be submitted to the Treasurer for review and approval. Upon review, the Treasurer shall summarize the purchases on an accounts listing and forward it to Council. If a member of Council has a question or concern, he/she shall first contact the Treasurer directly to seek clarification. If there is still a concern, the member may raise the specific issue under Council inquiries at the following meeting.
4. Expenditures are to be paid in accordance with the Delegation of Authority Policy approved by Council.
5. All payments for goods and services shall be made by cheque issued by the Treasurer. Where efficiencies can be achieved for payment of recurring expenses such as utilities, electronic payments may be processed. An accounts listing of electronic payments shall be forwarded to Council as per item 3 above.
6. Expenditures required during a declared emergency may be approved by the CAO or the Treasurer and the Mayor or Deputy Mayor in accordance with the approved Delegation of Authority Policy.
With the exception of a declared emergency, any other emergency expenditures not in the approved budget shall be authorized by the following: i) the affected department head, and ii) the Treasurer, and iii) the CAO, and iv) the Mayor
Expenditures during an operational emergency at the Port of Prescott may be made by the Port General Manager in accordance with the approved Delegation of Authority Policy.
7. Department heads may approve budgeted expenditures with a value of $20,000.00 or less.
·5·
8. All expenditures with a value over $5,000.00 and below $20,000.00 shall require a written quotation, whenever possible, which shall be recorded by the department head.
9. The CAO or Treasurer may approve expenditures with a value of $50,000 or less.
10.AII expenditures with a value over $20,000.00 and below $50,000.00 shall require three written quotations, whenever possible, which shall be recorded by the CAO or Treasurer.
11.AII expenditures exceeding $50,000 shall require the prior approval of Council.
12.AII expenditures in excess of $50,000 shall be contracted where appropriate.
13. Procurement methods are summarized in Schedule "8" to this policy.
14. Purchases may be made from a single source without quotations or tenders where,
i) the compatibility of a purchase with existing equipment and/or facilities is of paramount consideration and that purchase must be made from a single source.
ii) an item is purchased for testing or trial use. iii) a product is leased or rented by the Township with a credit purchase option, and
such purchase would be beneficial to the Township. iv) the consideration for a purchase is to be paid by a third party and that third party
agrees to or designates the contractor. v) engagement of experts on an ad hoc basis sought to provide specific advice to
Council
15. Procurement by means of a 1ease agreement is addressed separately in Schedule "D" of thi,s policy.
16. Where goods and services are routinely purchased or leased on a multi-year basis, the exercise of authority to award a contract is subject to:
i) the identification and availability of sufficient funds in appropriate accounts for the current year within Council approved estimates, and
ii) the requirement for the goods or services will continue to exist in subsequent years and, in the opinion of the Treasurer, the required funding can reasonably be expected to be made available.
-6-
QUOTATION PROCEDURES (Values of over $50,000)
1. All quotations called and specifications pertaining thereto, shall be prepared under the supervision of the Treasurer.
2. Except in cases of emergency a minimum of ten days shall elapse from the date of the first insertion of an advertisement or other action initiated to the closing date of all quotations called.
3. All written quotations shall be received in sealed envelopes, clearly marked, and directed to the Clerk or designate for safekeeping until the opening of the quotations.
4. All quotations shall be opened publicly at a predetermined time in the presence of the Clerk or designate and the department head or designate.
5. All quotations shall include the qualification that the "lowest or any quotation may not necessarily be accepted".
6. Awards shall be made to the lowest responsible bidder. In determining the lowest responsible bidder consideration may be given, in addition to the price, the bidder's:
i) Ability and experience to perform in accordance with the terms of the request ii) Record of past performance iii) Financial and technical resources iv) Quality of bid
7. Bid irregularities will be dealt with as outlined in Schedule "C".
-7-
DISPOSAL OF SURPLUS GOODS
1. Where any goods or equipment are considered to be surplus to the needs of the municipality, the Department Head shall issue a report to Council to recommend/advise the item(s) to be surplus, except where the replacement of goods has already been approved as a trade in as part of the procurement process;
2. Surplus items may be disposed of through public auction, sealed - side or trade in, whichever is in the best interest of the municipality at the discretion of the Department Head as approved by the GAO/Clerk and Council;
3. All identifying markings on Township assets must be removed prior to disposal;
4. All assets shall be sold on an as is, where is basis and without warranty or guarantee. The new owner shall assume all risk and expense associated with these assets. At least one year of CVOR records shall be included with the surplus vehicles.
5. The Department Head who has the responsibility of declaring goods surplus, or for sending items for a public action shall not bid on or personally obtain any goods that have been declared as surplus;
6. No Council member, employee or volunteer shall be permitted to receive surplus or obsolete goods except by purchase at public auction or sealed bid;
7. An information report shall be submitted to Council annually listing all surplus items disposed of, the method of which they were disposed of and the value obtained for each.
-8-
Schedule "A"
GOODS AND SERVICES "EXEMPT" from PROVISIONS OF THE PROCUREMENT POLICIES
1. Petty Cash Items 2. Training and Education
a) Conferences b) Courses c) Conventions d) Memberships e) Seminars f) Periodicals g) Magazines h) Staff training i) Staff development j) Staff workshops k) Subscriptions
3. Employee/Council Expenses a) Advances b) Meal allowances c) Travel & Hotel accommodation d) Miscellaneous- Non-Travel
4. Employer's General Expenses a) Payroll deduction remittances b) Licences (vehicles, elevators, radios, etc.) c) Debenture payments d) Tax remittances e) Charges to/from other Government or Crown Corporations f) Employee income
5. Professional and Special Services
6.
a) Committee fees b) Witness fees c) Court reporters' fees d) Honoraria e) Arbitrators f) Legal settlements
Utilities a) b) c) d) e) f)
Postage Water and sewer charges Heat/Hydro Cable television charges Telephone Internet Services
-9-
SCHEDULE "8"
METHODS OF PROCUREMENT- SUMMARY TEMPLATE The following are authorized procedures for the procurement of goods, services
and construction not available from pre-existing agreements.
TYPE OF SOURCE OF TYPE OF APPROVAL QUOTATION BIDS CONTRACT AUTHORITY
Under $5,000 Department Head
$5,000 to Written Purchases Department 20,000 quotation made from the Head
competitive marketplace where possible and practicable
$20,000 to Written Minimum of CAO, 50,000 quotation three solicited Treasurer,
including quotations Port General response sheet where possible Manager
Over $50,000 Tender or Advertise on Executed Council written website and contract where quotation local deemed including newspaper necessary response sheet minimum
Quotations are to be requested where products and services are as standardized and as commoditised as possible. Quotations are solicited from potential suppliers and should contain in detail a list or description of all relevant parameters of the intended purchase.
A tender is an open invitation for suppliers to respond to a defined need.
-10-
SCHEDULE "C"
BID IRREGULARITIES
BID IRREGULARITY A bid irregularity is a deviation between the requirements (terms, conditions, specifications, special instructions) of a bid request and the information provided in a bid response.
For the purposes of this policy, bid irregularities are further classified as "major irregularities" or "minor irregularities".
A "major irregularity" is a deviation from the bid request that affects the price, quality, quantity or delivery, and is material to the award. If the deviation is permitted, the bidder could gain an unfair advantage over competitors. The Clerk or designate must reject any bid, which contains a major irregularity.
A "minor irregularity" is a deviation from the bid request, which affects form, rather than substance. The effect on the price, quality, quantity or delivery is not material to the award. If the deviation is permitted or corrected, the bidder would not gain an unfair advantage over competitors. The Clerk may permit the bidder to correct a minor irregularity.
MATHEMATICAL ERRORS- RECTIFIED BY STAFF The Clerk will correct errors in mathematical extensions and/or taxes, and the unit prices will govern. The responsibility for correcting mathematical errors may be delegated to the requisitioning department.
ACTION TAKEN: The Clerk and the Department Head will be responsible for all action taken in dealing with bid irregularities, and acts in accordance with the nature of the irregularity:
-major irregularity (automatic rejection) - minor irregularity (bidder may rectify) -mathematical error (additions or extensions) as above
In the event that the vendor withdraws his/her bid due to the identification of a major irregularity, the municipality may disqualify such vendor from participating in a municipal quotations/tender/request for proposal for a period of up to one year.
SCHEDULE "C", continued
BID IRREGULARITIES
ITEM DESCRIPTION MAJOR MINOR ACTION 1. Late bids, by any amount of time X Automatic rejection 2. Bids completed in pencil X Automatic rejection 3. Bid surety not submitted with the bid when the bid request or X Automatic rejection
any addenda indicated that such surety is required 4. Execution of agreement to bond: X Automatic rejection
a. Bond company corporate seal or equivalent proof of authority to bind company or signature missing
b. Sure!Y company not licensed to do business in Ontario 5. Execution of bid bond: X Automatic rejection
a. corporate seal or equivalent proof of authority to bind company or signature of the bidder or both missing
b. corporate seal or equivalent proof of authority to bind company or signature of bonding company missing
6. Other bid security: X Automatic rejection I Cheque which has not been certified
7. Bidders not attending mandatory site meeting X Automatic rejection 8. Unsealed bid envelopes X Automatic rejection 9. Proper response envelope or label not used X Acce_Q_table if officiall1'_ received on time 10. Pricing or signature pages missing X Automatic rejection 11. Insufficient financial security (i.e.: no deposit or bid bond or X, or X Where security is required and amount is
insufficient deposit) not specified in request, automatic rejection unless insufficiency is trivial or insignificant Where security is required and amount of security is specified in request, automatic rejection
12. Bid received on documents other than those provided in X Not acceptable unless specified otherwise request in
the request 13. Execution of Bid Documents X Automatic rejection ~~--
_:_f)roof of authority to bind is missing
ITEM DESCRIPTION MAJOR MINOR ACTION 14. Part bids (all items not bid) X, or X Acceptable unless completed bid has been
specified in the request 15. Bids containing minor clerical errors X 2 working days to correct initial errors.
Municipality reserves the right to waive initialling and accept bid.
16. Uninitialled changes to the request documents which are X 2 working days to correct initial errors. minor (i.e.; the bidder's address is amended by overwriting Municipality reserves the right to waive but not initialledj initialling and accept bid.
17. Alternate items bid in whole or in part X Available for further consideration unless specified otherwise in request
18. Unit prices in the schedule of prices have been changed but X 2 working days to correct initial errors. not initialled Municipality reserves the right to waive
initialling and accept bid. 19. Other mathematical errors which are not consistent with the X 2 working days to correct initial corrections.
unit prices Unit prices will govern. 20. Pages requiring completion of information by vendor are X Automatic rejection. I
missing. 21. Bid documents which suggest that the bidder has made a X, or X Consultation with a solicitor on a case-by-]
major mistake in calculation~ or bid _ - --
case basis.
~ -~··''""'' ,,,-,
-13-
SCHEDULE "D"
PROCUREMENT BY LEASE
Leases for goods or services are to be negotiated by the Treasurer or CAO and the Department Head. Leases extending beyond the current budget year shall require budget approval. As a general principle, lease shall be considered when the following conditions are applicable:
- When the expenditure of the goods or services is less than the purchase of the goods and services
- The residual payment on the lease is negligible or justification can be made to accept a residual payment that is higher.
Leases will be treated in the same manner as purchase, based upon the retail value of the lease payment (e.g. a $25,000 vehicle will be purchased through the bid process, even though the annual payment is less than the amount required to go quotation.)
At the expiration of a lease, replacement goods or product must be re-quoted or re-bid. Automatic "roll-over" of a lease payment into a new product must be authorized in accordance with Schedule "8".
Subject to Schedule "8", where Council approval is required, the report to Council recommending the entering into a lease agreement will require the Department Head to include the following information:
- Value of product or service if being purchased - Length of the lease - Monthly and annual lease payments - Residual amount - Interest
Once a lease has been negotiated and approved, a copy of the lease and documents must be forwarded to the Treasurer.
\\c) THE CORPORATION OF THE
TOWNSHIP OF EDWARDSBURGH/CARDINAL
BY-LAW NO. 2015-
"A BY-LAW TO AMEND BY-LAW 2011-30 BEING A BYLAW TO ADOPT A POLICY WITH RESPECT TO
DELEGATION OF AUTHORITY"
WHEREAS the Municipal Act 2001, SO 2001, c.25, Section 270(1) directs that a municipality shall adopt and maintain policies with respect to matters including the delegation of its powers and duties;
AND WHEREAS Section 23.1(1) of the Municipal Act, 2001, SO 2001 c.25, as amended, authorizes a municipality to delegate its powers and duties subject to the restrictions set out therein;
AND WHEREAS Municipal Council deems it advisable to amend such policy;
NOW THEREFORE the Council of the Corporation of the Township of Edwardsburgh/ Cardinal enacts as follows:
1. That references to the"Port of Prescott" in Schedule "A" be deleted and replaced with "Port of Johnstown";
2. That an updated Schedule "A" noting this amendment shall form part of this by-law.
3. That all provisions of By-law 2011-30 remain in force and effect as per the attached Schedule "A".
4. This amending by-law will come into force and take effect on its passing.
Read a first and second time in open Council this_ day of _______ _ 2015.
Read a third and final time, passed, signed and sealed in open Council this __ day of , 2015.
Mayor Clerk
Schedule "A" By-law 2015-58
Township of Edwardsburgh/Cardinal Delegation of Authority Policy1
Description CAO Treasurer2
Hire employees Yes Yes Award Increments based on approved Salary Grid or Yes No Approved Budget
Discipline employees Yes Yes Dismiss employees Yes No Pay Municipal Accounts pursuant to Procedures By-law5 Yes Yes
Payments in accordance with approved contracts6 Yes Yes
Make adjustments within approved cost center Yes Yes provided no increase to cost center budget authority
Award service or works contracts where budget Up to Up to approval exists $50,000 $50,000 Amend service or works contracts or issue change Yes Yes orders where budget approval exists
Purchase of goods or services where budget approval Up to Up to exists $50,000 $50,000 Award, incur, acquire, contracts, costs or goods and No No services where budget approval does not exist
Incur costs during a declared emergencl Yes Yes
Incur costs during an operational emergencl at the N/A N/A Port of Johnstown
Approve conferences, training or memberships where Yes Yes budget approval exists
Approve travel where budget approval exists Yes Yes
Approve leases, easement documents and real property No No transactions
Enforce lease agreements Yes Yes
Release securities for development applications • Yes Yes Donations to Charitable Organizations or Not-for-Profit No No where budget exists
Manager3 Port GM4
Yes Yes
No Yes
Yes Yes
No Yes
No No
No No
Yes Yes
Up to Up to $20,000 $50,000
Yes Yes
Up to Up to $20,000 $50,000
No No
No No
N/A Up to $50,000
Yes Yes
No Yes
No No
No Yes
No N/A No Yes
1 Must be read in conjunction with other applicable by-laws such as Procurement By-law, Procedure By-law, etc.
and subject to restrictions contained within the Municipal Act 2001, as amended. 2
Treasurer's Financial authority is Township wide, and HR authority is Departmental 3
Authority applies to Manager's Department 4
Authority applies to Port of Johnstown Operations 5
Requires co-signature of Mayor or Deputy Mayor 6
Requires co-signature of Mayor or Deputy Mayor 7
Pursuant to approved Emergency Plan 80perational emergency is defined as an urgent health or safety matter which cannot wait for a regular or special