This document can be made available in other accessible formats as soon as practicable and upon request AGENDA Joint Building Services Committee Meeting 206 Toronto St. S., Markdale, ON APRIL 21, 2017-9:00 am Page 1 Call to Order 2 Declaration of Pecuniary (Financial) Interest, Direct or Indirect and the General Nature Thereof 3 Approve or Amend the Agenda 3.1 That the Agenda of Friday April 21, 2017 be approved as circulated/ amended, including any items added to the Agenda. 4 Adoption of Minutes 3-7 4.1 That the Minutes of Friday January 20, 2017 Joint Building Services Committee be approved as presented/amended. 5 Items for Discussion 8-9 5.1 Joint Building Services Logos 10-12 5.2 Radon Gas Mitigation Program 13 5.3 Unaudited Final Expenditure Report 2016 14 5.4 First Quarter Financial Results 15 5.5 Building Officials Code of Conduct 6 Next Meeting 7 Adjournment 7.1 Recommendation That the Joint Building Services Committee adjourn until the Call of the Chair. Time:
Page Joint Building Services Committee - 21 Apr 2017
THE CORPORATION OF THE MUNICIPALITY OF GREY HIGHLANDS JOINT BUILDING SERVICES COMMITTEE - January 20, 2017 MINUTES Present: Municipality of Grey Highlands Paul McQueen, Mayor Stewart Halliday, D/Mayor Municipality of West Grey Kevin Eccles, Mayor John Bell, D/Mayor Township of Chatsworth Bob Pringle, Mayor Scott Mackey, D/Mayor Township of Southgate Anna-Marie Fosbrooke, Mayor Administrative Support: Rob Adams, CAO Debbie Robertson, Director Karmen Krueger, Director Rod Leeson, Director Megan Goss, Assistant to the CAO Guests: Larry Adams, CAO Patti Sinnamon, CAO Dave Milliner, CAO Absent: Township of Southgate: Norm Jack, D/Mayor *************************************************************** 1. Call to Order The Chair, Paul McQueen, called the meeting to order at 10:04 am 2. Declaration of Pecuniary (Financial) Interest, Direct or Indirect and the General Nature Thereof No declarations with the items listed on the agenda. 3. Approve or Amend the Agenda 3.1. Recommendation JBS17-01 Fosbrooke-Eccles That the Agenda of January 20, 2017 be approved as circulated, including any items added to the Agenda. 4. Adoption of Minutes and Business Arising 4.1. October 14, 2016 JBS17-02 Halliday-Mackey That the Minutes of October 14, 2016 Joint Building Services Committee be approved as circulated.
JOINT BUILDING SERVICES MEETING - January 20, 2017, 4.2. Business Arising A by-law regarding Radon will be completed and brought to the next meeting for comment before going to respective councils for approval. Discussion regarding Building Officials' Code of Conduct. 5. Items for Discussion Director's Update 5.1. Director of Building and Facilities Update The Director spoke to a new year and season and direction has shifted to closing old files and dealing with follow up inspections. Making sure the department is ready for the expected busy summer months ahead. 5.2. 2017 Budget Municipality of Grey Highlands' Treasurer in attendance. Questions surrounding changes in staffing compliment, increase in education and training, planned expenditure for remote tablets, advertising for the Builders Forum, branding and auditing for partner municipalities. JBS17-03 Eccles-Pringle That the 2017 budget be accepted as presented January 20th, 2017 and to be forwarded to each respective Council. 5.3. Governance - Joint Building Services Agreement 1. Part 3, Section 2(a)(i) Elect a Chairperson annually; Schedule "A" states Chairperson elected in January. 2. Part 3, Section 3(a) - Holding at least three (3) regular meetings each calendar year. Municipality of Grey Highlands Clerk called for nominations for the position of Chair for 2017 Joint Building Services Committee meeting. West Grey Mayor Kevin Eccles nominated Southgate Mayor Anne Marie Fosbrooke. Fosbrooke accepted that her name stand. No other nominations received.
JOINT BUILDING SERVICES MEETING - January 20, 2017, Suggested that the following changes be captured in the Terms of Reference and amended for the next meeting. JBS17-04 Bell-Mackey That Mayor Fosbrooke be nominated for 2017 chair of the joint building services committee. JBS17-05 Pringle-Eccles That in the absence of the chair the other alternate representative from the same municipality will be the chair. JBS17-06 Mackey-Bell That the Committee set the meetings dates as the third Friday following the end of the quarter, in accordance to Part 3, Section 3(a) of the Joint Building Services Agreement. JBS17-07 Mackey-Pringle That the Committee's regular meeting time be set for 9:00 AM on the date of the meeting. 5.4. Chatsworth Building Reports - October and November 2016 5.5. Grey Highlands Building Reports - October and November, 2016 5.6. Southgate Building Reports - October and November, 2016 5.7. West Grey Building Reports- October and November, 2016 5.8. Building Activity - Large Projects (Grey Highlands) Discussion on including a section on the Agenda for an opportunity to provide the committee with information and an update to the building department staff on future developments. It was noted that this information is captured in the planning stage and that staff will reach out if needed.
JOINT BUILDING SERVICES MEETING - January 20, 2017, 5.9. Tiny Houses (Southgate) Discussion regarding Tiny Houses and it was noted that as this would require a zoning amendment that it would be best handled through each municipality at the planning stage. Suggestion to consider similar parameters across the four municipalities, however each municipality would need to explore, if this is what they want. 5.10. Corporation by 4 Municipal Partners for Building Services (Southgate) Discussion regarding a corporation and suggestion that further discussion through CAOs. 5.11. By-law Enforcement (Southgate) Suggestion that CAO's explore staffing versus contracting for by-law for Grey Highlands, West Grey, Chatsworth and include Southgate. 5.12. New Business - General Operational Issues (Southgate) - Branding (West Grey) Clarification required on by-law section 6 c and schedule section 5 - seem to be competing From a customer service perspective great, but an internal perspective communication issues Suggestion to have the CBO on a quarterly basis present at a council meeting for all respective council Would like to look at a joint branding on the vehicles to avoid confusion of ratepayers outside of Grey Highlands. 5.13. Builders Forum March 9, 2017, 7:00 PM at the Markdale Complex. Asking for community feedback at the forum. Suggestion to include a recruitment component through this venue. 5.14. CBO Code of Conduct Agenda item for next meeting so staff can follow up. 6. Next Meeting April 21, 2017 at 9:00 AM in the Grey Highlands Council Chambers. 7. Adjournment 7.1. Recommendation
JOINT BUILDING SERVICES MEETING - January 20, 2017, JBS17-08 McQueen-Mackey That the Joint Building Services Committee adjourn until the Call of the Chair. Time: 12:22 PM
Joint Building Services Department Radon Gas Mitigation Program This program applies to all building permits applied for after June 1, 2017. The Radon Gas Mitigation Program aims to: Create an effective radon gas mitigation program; Proactively address potential exposure to radon gas and to remediate the exposure levels to levels below guidelines; Reduce potential health risks to building occupants. What is Radon Gas? Radon is a colourless, odourless and tasteless radioactive gas that forms when uranium in soil, rock and water breaks down. Radon gas seeps into homes and buildings through cracks and hole in floors and foundations. Health Canada recommends that all buildings be tested for radon gas. Radon gas is the second leading cause of lung cancer after smoking. New Homes and Additions The Radon Gas Mitigation Program is implemented in accordance with the Ontario Building Code Regulations. The following options, as outlined in the Ontario Building Code, for Radon Gas Mitigation are available for owners and/or builders to utilize: Option #1: Radon Ready Provide a minimum 100 mm (4 ) of granular fill under the basement floor slab Rough-in a soil gas pipe in accordance with Supplementary Standard SB-9 Mandatory radon gas testing This option will provide for the future connection of an extraction system should it become necessary.
Option #2: Radon Barrier Provide a minimum 100 mm (4 ) of granular fill under the basement floor slab Provide a soil gas barrier on exterior foundation walls in accordance with Supplementary Standard SB-9 Provide a soil gas barrier under the basement floor slab in accordance with Supplementary Standard SB-9 Voluntary radon gas testing This option will provide a barrier to soil gas ingress. Option #3: Radon Extraction Provide a minimum 100 mm (4 ) of granular fill under the basement floor slab Provide a soil gas pipe in accordance with Supplementary Standard SB-9 Provide an active sub-slab depressurization system in accordance with Supplementary Standard SB-9 Voluntary radon gas testing This option will remove soil gases from under the floor slab before they can enter the home. With the submission of building permit applications, the drawings will clearly indicate the chosen option. Based on the radon gas mitigation option chosen by the builder, a home may be subject to mandatory radon gas testing. For new home owners, homes will be built in compliance with one of the three radon gas mitigation options in the Ontario Building Code. All new homes in Ontario come with a new home warranty that is provided by your builder and backed by Tarion. This warranty also covers excessive radon gas levels in new homes. Radon Gas Testing Period All radon gas test will consist of long-term tests (minimum 91 days) completed during the winter season, when windows and doors are generally closed and must be carried out by a Canadian National Radon Proficiency Program (C-NRPP) (http://c-nrpp.ca/) certified professional. Radon Gas Mitigation Program Page 2 of 3
Test Results Where mandatory radon gas testing results come back over 200 becquerels per cubic meter (B1/m3), the builder will be responsible for remediation work. Where voluntary radon gas testing results come back over 200 becquerels per cubic meter (B1/m3), the home owner may contact the builder and/or Tarion to discuss next steps. Radon Gas Testing in Existing Homes Existing home owners may be advised that where construction is not proposed and individuals wish to have their homes tested for radon, test kits can be purchased voluntarily through certified agencies. A list of certified agencies can be found at the Canadian National Radon Proficiency Program (C-NRPP): http://www.carst.ca/page-1859536 Radon Potential Map for Ontario Radon Gas Mitigation Program Page 3 of 3
Joint Building Services: Non-Audited 2016 Financial Report Account Name Expenditure Report: January 1 - December 31 2016 Grey Highlands West Grey Chatsworth Southgate Total Expenses 2016 Total Budget Salaries & Wages 155,959 92,374 63,170 32,304 343,806 366,553 Legislated Payroll & Benefit Costs 41,809 24,754 16,859 8,182 91,605 102,028 Building Cleaning Services 1,058 626 426 203 2,312 2,080 Mileage/travel 343 203 138 66 751 350 Telephone & Wireless 1,950 1,155 787 389 4,281 1,350 Conferences/Conventions - - - - - 2,000 Office Supplies & Equipment 3,655 2,167 1,496 860 8,178 10,611 Education & Training 4,155 2,463 1,697 950 9,266 10,000 Hydro 1,154 684 470 257 2,565 4,140 Heat 161 96 65 34 356 800 Postage and Courier 29 17 12 9 67 100 Memberships/Licenses/Dues 1,224 721 466 63 2,474 2,500 Insurance Premiums - - - - - 1,000 Advertising 68 40 26-134 200 Office Equipment Lease 897 528 334-1,758 - Other materials and supplies 605 358 241 101 1,304 2,500 Internet Charges/IT Licensing 602 356 240 97 1,295 2,154 Consulting Fees 120 71 51 43 285 - Premises Lease 3,843 2,275 1,547 735 8,400 8,400 Safetywear / Clothing Expense 112 67 47 31 257 1,200 Small Capital - - - - - - Vehicle Expenses 5,602 3,318 2,269 1,161 12,350 9,125 Administration Fee - 3,307 2,259 1,137 6,702 - Transfer to Capital Fund 4,467 2,645 1,807 910 9,829 10,742 TOTAL Expenses 227,813 138,224 94,407 47,530 507,975 537,833 Refer to the Joint Building Services Agreement - Schedule B Financial Administration, for details. Effective June 1 2016, the Joint Building Services Agreement was extended to include the Township of Southgate. Expenses incurred from January 1 to May 31 have been split among the three original Member Municipalities: Grey Highlands: 51% West Grey: 30% Chatsworth: 19% Expenses incurred starting June 1 2016 have been split among the four member Municipalities with the following breakdown: Grey Highlands: 42% West Grey: 25% Chatsworth: 18% Southgate: 15% This statement was prepared strictly for the purposes of allocating shared expenses. Additional information relating to individual entities should be obtained from each Municpal Treasurer. Calculation of Administration Fee and Transfer to Capital Fund: Expenditures Tsf to Capital Fund (2% of expenditures) Admin Fee (2.5% of expenditures) Grey Highlands 223,346 4,467 0 West Grey 132,272 2,645 3,307 Chatsworth 90,342 1,807 2,259 Southgate 45,484 910 1,137 491,444 9,829 6,702 1 of 1 Prepared by the Municipality of Grey Highlands Mar 27 2017
Joint Building Services: 1st Quarter 2017 Financial Report Expenditure Report: January 1 - March 31 2017 For Comparison Only - Unaudited Account Name Grey Highlands West Grey Chatsworth Southgate Total Expenses 2017 Total Budget Variance 2016 Total Budget 2016 Total Expenses Notes 42% 25% 18% 15% Salaries & Wages 37,104 22,086 15,902 13,251 88,343 396,062-3% 366,553 343,806 Legislated Payroll & Benefit Costs 11,417 6,796 4,893 4,078 27,184 124,196-3% 102,028 91,605 Building Cleaning Services 180 107 77 64 429 2,250-6% 2,080 2,312 Mileage/travel 49 29 21 17 116 800-11% 350 751 Telephone & Wireless 136 81 58 49 323 4,400-18% 1,350 4,281 Conferences/Conventions 265 158 113 95 630 2,000 7% 2,000 - Office Supplies & Equipment 987 588 423 353 2,350 11,000-4% 10,611 8,178 Education & Training 1,622 966 695 579 3,863 20,000-6% 10,000 9,266 Hydro 70 42 30 25 167 4,140-21% 4,140 2,565 Heat 156 93 67 56 372 800 21% 800 356 Postage and Courier - - - - - 100-25% 100 67 Memberships/Licenses/Dues 285 170 122 102 679 2,500 2% 2,500 2,474 Advertising - - - - - 200-25% 200 134 Office Equipment Lease - - - - - 4,800-25% - 1,758 Other materials and supplies 31 19 13 11 75 4,000-23% 2,500 1,304 Internet Charges/IT Licensing 91 54 39 32 216 1,500-11% 2,154 1,295 Consulting Fees 0% 285 Premises Lease 882 525 378 315 2,100 8,400 0% 8,400 8,400 Safetywear / Clothing Expense 74 44 32 27 177 1,200-10% 1,200 257 Small Capital - - - - - 9,000-25% - - Tablets Vehicle Expenses 285 169 122 102 678 10,983-19% 9,125 12,350 Administration Fee - 798 575 479 1,852 15,208-13% - 6,702 Transfer to Capital Fund - 12,137-25% 10,742 9,829 Year-end entry TOTAL Expenses 53,635 32,723 23,561 19,634 129,553 635,676-5% 536,833 507,975 100% 100% Comments-Q1 Most activity not started in first quarter, therefore, variances show that expenses are better than budget in all categories, save those that are paid earlier in the year (conferences, memberships). Actuals are tracking to budget. Refer to the Joint Building Services Agreement - Schedule B Financial Administration, for details. This statement was prepared strictly for the purposes of allocating shared expenses. Additional information relating to individual entities should be obtained from each Municpal Treasurer. Calculation of Administration Fee and Transfer to Capital Fund: Expenditures Tsf to Capital Fund (2% of expenditures) Admin Fee (2.5% of expenditures) Grey Highlands 53,635 1,073 0 West Grey 31,925 639 798 Chatsworth 22,986 460 575 Southgate 19,155 383 479 127,701 2,554 1,852 1 of 1 Prepared by the Municipality of Grey Highlands April 13 2017
MUNICIPALITY OF GREY HIGHLANDS Building Department - Code of Conduct The Municipality of Grey Highlands Building Department shall at all times undertake its responsibilities in a professional manner, and in conformance with the provisions of the Building Code Act, 1992, the Building Code and all applicable legislation. The Municipality of Grey Highlands Building Department staff, while carrying out their functions under an appointment, shall treat persons applying for or holding permits under Section 8 of the Building Code Act, as well as persons responsible for design activities, persons engaged in construction, and other persons with whom the inspector may come into contact in the course of carrying out their responsibilities with respect, honesty and integrity.