2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF

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1 AGENDA COMMITTEE OF THE WHOLE Tuesday, October 25 th, 2016, 6:00 p.m. Lanark Highlands Municipal Office 75 George Street, Lanark, Ontario Chair, Deputy Mayor John Hall 1. CALL TO ORDER 2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF 3. APPROVAL OF AGENDA Suggested Motion: THAT the agenda be adopted as presented. 4. APPROVAL OF MINUTES Suggested Motion: THAT the minutes of the Committee of the Whole meeting held on October 4 th, 2016, be approved as circulated. 5. DELEGATIONS & PRESENTATIONS Presentation i) Gord Mountenay, MVCA Clyde River Water Levels Delegation i) Big Brothers/Big Sisters, Sherry Burke ii) Maple Grove School Closure, Jason Wilkinson Page 1 of 30

2 6. COMMUNICATIONS i) What s Next Ontario, AMO ii) Motion for Support - Autism, Town of Shelburne iii) Raise the Flag for Autism, Autism Ontario 7. REPORTS Building, Planning & Protective Services i) Monthly Building Permit Report September 2016 Phil Borrowman, Chief Building Official Suggested Motion: THAT the monthly building report for September 2016 be received as information. ii) Planning Report PD , Lot Addition (Ferneyhough/Souliere) Stacey Blair, Planning Administrator/Deputy Clerk Suggested Motion: THAT Council recommends to the Land Division Committee of Lanark County that applications B16/104 for a lot addition be approved subject to the following conditions; 1. An acceptable reference plan or legal description of the severed lands and the deed be submitted to the township. 2. That the applicant pays any outstanding fees to the Township prior to final approval. 3. The balance of any outstanding taxes, including penalties and interest, (and any local improvement charges, if applicable) shall be paid to the Township. 4. Completion of the stop up and close process with the Township s solicitor for the portion of unopened road allowance adjacent to the lands subject to this application. iii) Monthly Fire Department Report (September) Kirsten Cote, Administrative Assistant, Fire Department Suggested Motion: Page 2 of 30

3 THAT Council receive the monthly fire department report (September) as information. Public Works & Waste Management i) Landfill Management Tender Report PW Thomas McCarthy, Acting Superintendent of Public Works Suggested Motion: THAT Council approve extending the contract for Landfill Monitoring Contract with Ewen Alexander for a period of two years with an expiry date of October 25 th, ii) Wabalac Road Plowing Contract Report PW Suggested Motion: THAT the tender for winter maintenance of Wabalac road is awarded to Manson Cartage for the 2016, 2017 and 2018 seasons for $15,000.00, $15, and $16, respectively. Corporate Services i) Treasurer Recruitment Update Denis Goulet, CAO/Clerk Suggested Motion: THAT the report regarding the Treasurer Recruitment Update be received as information. ii) Treasurer Position Denis Goulet, CAO/Clerk Suggested Motion: THAT Council pass a by-law to appoint Denis Goulet as acting Treasurer; AND FURTHERMORE THAT this by-law be passed at the October 25 th, 2016 Council meeting. 8. INCAMERA ITEMS 9. NEW AND OTHER BUSINESS 10. DEFERRED ITEMS Page 3 of 30

4 11. ADJOURNMENT Page 4 of 30

5 COMMITTEE OF THE WHOLE MINUTES Tuesday, October 4, :00 p.m. Lanark Highlands Municipal Office - 75 George Street, Lanark, Ontario Council Chambers Members Present: Chair, Deputy Mayor John Hall Councillor Linda Hansen Councillor Steve Roberts Councillor Bill King Councillor Peter Rodger Councillor Jeannie Kelso Mayor Brian Stewart Staff Present: Denis Goulet, CAO/Clerk Stacey Blair, Planning Administrator/Deputy Clerk 1. CALL TO ORDER The meeting was called to order at 6:00 p.m. 2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF None. 3. APPROVAL OF AGENDA Motion #COW Moved by Councillor Rodger Seconded by Mayor Stewart THAT the agenda be approved as presented. Page 5 of 30

6 Township of Lanark Highlands Committee of the Whole - Minutes October 4 th, APPROVAL OF MINUTES Motion #COW Moved by Councillor Hansen Seconded by Councillor Roberts THAT the minutes of the Committee of the Whole meeting held on September 13 th, 2016, be approved as circulated. 5. DELEGATIONS & PRESENTATIONS i) National Disaster Mitigation Program John Price, P. Eng., Director of Water Resources Engineering, MVCA MVCA requested a letter of support for flood plain mapping. 6. COMMUNICATIONS 7. REPORTS Building, Planning & Protective Services i) Monthly Building Permit Report August 2016 Phil Borrowman, Chief Building Official Motion #COW Moved by Councillor Kelso Seconded by Councillor Rodger THAT the monthly building report for August 2016 be received as information. ii) Clyde River Water Levels Deputy Mayor John Hall Motion #COW Moved by Mayor Stewart Seconded by Councillor Rodger THAT the Clyde River Water Levels report be received as information. Page 6 of 30

7 Township of Lanark Highlands Committee of the Whole - Minutes October 4 th, 2016 iii) Request for Purchase of Part of Unopened Road Allowance Stacey Blair, Planning Administrator/Deputy Clerk Motion #COW Moved by Councillor King Seconded by Councillor Rodger THAT Council declare the unopened road allowance located at 2001 Watson s Corner s Road, between Lots 10 and 11 Concession 1 in the former Township of Dalhousie as surplus lands; AND FURTHERMORE that Council adopt the necessary by-law for the disposition of the surplus lands. Staff Action Update road closure policy. iv) Mississippi Valley Conservation Authority Update (Verbal) Deputy Mayor John Hall Motion #COW Moved by Councillor Hansen Seconded by Councillor Roberts THAT the Mississippi Valley Conservation Authority Committee (verbal) update is received as information. v) Lanark Highlands Police Services Board (Verbal) Mayor Brian Stewart Motion #COW Moved by Councillor Rodger Seconded by Councillor Roberts THAT the Lanark Highlands Police Services Board (verbal) update is received as information. Motion #COW Moved by Councillor Rodger Seconded by Councillor Roberts THAT the Lanark Highlands seek to fill the vacant municipal appointee position on the Police Services Board. Page 7 of 30

8 Township of Lanark Highlands Committee of the Whole - Minutes October 4 th, 2016 Public Works & Waste Management i) Awarding Brushing Tender Thomas McCarthy, Acting Superintendent of Public Works Motion #COW Moved by Councillor Kelso Seconded by Councillor Rodger THAT that the 2016 Brushing Contract be awarded to Crain s Construction with an upset limit of $60, including HST; AND FURTHERMORE THAT this matter be presented at the Council meeting of October 4 th, ii) South East White Lake Snow Plowing Contract Motion #COW Moved by Councillor Kelso Seconded by Councillor Rodger THAT the Council of the Township of Lanark Highlands extend the South East White Lake Snow Plowing contract with Manson Cartage for a one year period at a cost of $53, Community Services i) Lanark Highlands Public Library Board (Verbal) Councillor Linda Hansen Motion #COW Moved by Councillor Rodger Seconded by Councillor Roberts THAT the Lanark Highlands Public Library Board verbal update is received as information. ii) Lanark Highlands Youth Centre (Verbal) Councillor Bill King Page 8 of 30

9 Township of Lanark Highlands Committee of the Whole - Minutes October 4 th, 2016 Motion #COW Moved by Councillor Roberts Seconded by Councillor Rodger THAT the Lanark Highlands Youth Centre verbal update is received as information. iii) Lanark & District Museum Board Update (verbal) Councillor Jeannie Kelso Motion #COW Moved by Councillor Rodger Seconded by Councillor King THAT the Lanark & District Museum Board verbal update is received as information. iv) Middleville Museum Board (Verbal) Councillor Peter Rodger Motion #COW Moved by Councillor Kelso Seconded by Councillor Roberts THAT the Middleville Museum Board verbal update is received as information. Corporate Services i) Customer Service Update (verbal) Denis Goulet, CAO/Clerk Motion #COW Moved by Councillor Kelso Seconded by Councillor Roberts THAT the Customer Service update (verbal) is received as information. ii) Budget Update Denis Goulet, CAO/Clerk Motion #COW Moved by Mayor Stewart Page 9 of 30

10 Township of Lanark Highlands Committee of the Whole - Minutes October 4 th, 2016 Seconded by Councillor Hansen THAT the budget update be received as information. 8. INCAMERA ITEMS 9. NEW AND OTHER BUSINESS 10. DEFERRED ITEMS 11. ADJOURNMENT On a motion of Councillor Kelso and seconded by Councillor Roberts, the meeting adjourned at 6:15 p.m. Stacey Blair, Deputy Clerk John Hall, Deputy Mayor Page 10 of 30

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14 October 6, 2016 Dear Clerks: AMO Seeks Council Resolution On behalf of the AMO Board, I would ask you to place the attached resolution on council s next agenda along with this letter. AMO wants every council to be involved in the What s Next Ontario? project. There is a looming fiscal gap facing Ontario s municipalities. What s Next Ontario? is about recognizing the gap and seeking sector support for closing it. The response has been impressive, but there s more to be done! We ve boiled down the essence of the challenge we face in the next ten years to a one-page resolution. We urge every council in Ontario to adopt the resolution, and reply to AMO by December 1, What does it say? We know Ontarians see infrastructure as the number one challenge facing their community. We know that even if we raise property taxes and user fees by inflation (1.8%), we will still be $3.6 billion short to fix the infrastructure gap, every year for ten years. This is what we need to address. As elected officials, how do we deal with this challenge? What is the best approach? Ontarians already pay the highest property taxes in the country. How high is too high? We could finance this gap by increasing property taxes. It would require property tax revenue increases of 4.6% annually for 10 years, sector-wide. And, what happens if the federal or provincial governments pull back on future commitments? We know that could mean property tax revenue increases of up to 8.35% annually for 10 years, sectorwide. How might these numbers translate locally as an annual rate increase? The attached resolution is a starting point. Thank you for bringing this to your council s attention. My address is on the resolution and I look forward to receiving council s support. If you have questions, please contact Matthew Wilson, Senior Advisor, mwilson@amo.on.ca, Ext Yours sincerely, Lynn Dollin AMO President Page 14 of 30

15 WHAT S NEXT ONTARIO? RESOLUTION WHEREAS recent polling, conducted on behalf of the Association of Municipalities of Ontario indicates 76% of Ontarians are concerned or somewhat concerned property taxes will not cover the cost of infrastructure while maintaining municipal services, and 90% agree maintaining safe infrastructure is an important priority for their communities; AND WHEREAS infrastructure and transit are identified by Ontarians as the biggest problems facing their municipal government; AND WHEREAS a ten-year projection ( ) of municipal expenditures against inflationary property tax and user fee increases, shows there to be an unfunded average annual need of $3.6 billion to fix local infrastructure and provide for municipal operating needs; AND WHEREAS the $3.6 billion average annual need would equate to annual increases of 4.6% (including inflation) to province-wide property tax revenue for the next ten years; AND WHEREAS this gap calculation also presumes all existing and multi-year planned federal and provincial transfers to municipal governments are fulfilled; AND WHEREAS if future federal and provincial transfers are unfulfilled beyond 2015 levels, it would require annual province-wide property tax revenue increases of up to 8.35% for ten years; AND WHEREAS Ontarians already pay the highest property taxes in the country; AND WHEREAS each municipal government in Ontario faces unique issues, the fiscal health and needs are a challenge which unites all municipal governments, regardless of size; NOW THEREFORE BE IT RESOLVED that this Council supports the Association of Municipalities of Ontario in its work to close the fiscal gap; so that all municipalities can benefit from predictable and sustainable revenue, to finance the pressing infrastructure and municipal service needs faced by all municipal governments. Please forward your resolution by December 1, 2016 to: AMO President Lynn Dollin amopresident@amo.on.ca. Page 15 of 30

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18 #CBO-2016 BUILDING INSPECTION SERVICE to September 30, 2016 Comparisons to Previous Years In September 2015 In September 2016 Total 2015 to September 30 Total 2016 to September 30 Permit Revenue $5,000 $7,455 $46,967 $38,102 Number of Permits Building Value $999,000 $1,247,000 $7,160,776 $6,039,913 New Housing Starts September 2016 Building Summary Woodstove 2 Deck/Patio/Porch 2 Garage- (COM) 1 Hunt Camp Shed 1 Addition 3 SFD 5 Renovation 2 Pool Car Port Demolition Workshop Repair Solar Array Barns Renovation-(Apartments) 1 Page 18 of 30

19 PLANNING REPORT #PD CONSENT APPLICATION B16/104 LOT ADDITION (FERNEYHOUGH/SOULIERE) PT LT 15 CON 3 LANARK TOWNSHIP OF LANARK HIGHLANDS REVIEW OF PROPOSAL AND APPLICATION An application (B16/104) has been received from the County of Lanark Land Division Committee to sever a 1.28 ac. (0.52 ha.) parcel of land as a lot addition to lands owned by Ronald and Margaret Cowle at Pt. Lot 15 Conc. 4 Lanark, and to retain a 37 ac. (15 ha.) landholding with an existing dwelling at th Con. B Lanark. OFFICIAL PLAN The proposed lot addition is in conformity with the relevant policies of the Township s Official Plan. The subject lands are designated as Rural Communities, a designation which allows for residential development. ZONING The lot being added to is zoned as Rural (RU) and the area being severed is also Rural (RU). This application is seeking to move a lot line by way of a lot addition. No new lots are being created. DISCUSSION This application is also subject to an application to stop up and close of an unopened road allowance which commenced in If successful, this consent application, through an adjustment of the existing lot lines, together with the completion of the stop up and close process, will result in 1 developable lot with 66m of frontage on Concession 4 Lanark. In conclusion, the application, as submitted, is consistent with the PPS, and complies with the policies of the existing Official Plan and Zoning By-law. RECOMMENDATION That Council recommends to the Land Division Committee of Lanark County that applications B16/104 for a lot addition be approved subject to the following conditions; 1. An acceptable reference plan or legal description of the severed lands and the deed be submitted to the township. 2. That the applicant pays any outstanding fees to the Township prior to final approval. Page 19 of 30

20 Subject Map: 3. The balance of any outstanding taxes, including penalties and interest, (and any local improvement charges, if applicable) shall be paid to the Township. 4. Completion of the stop up and close process with the Township s solicitor for the portion of unopened road allowance adjacent to the lands subject to this application. Prepared By: Stacey Blair, Planning Administrator/Deputy Clerk Reviewed By: Denis Goulet, CAO/Clerk 2 Page 20 of 30

21 Lanark Highlands Fire Service Monthly Report September 2016 STAFF RECOMMENDATION(S) COMMITTEE OF THE WHOLE Report #FS Monthly Departmental Summary Interim Fire Chief Cameron Morehouse October 25, 2016 THAT Report #FS is received by the Committee of the Whole as information. OCCURRENCE SUMMARY Attached - Last page FIRE/SMOKE/CO ALARM INSPECTIONS Nothing to report EDUCATION AND PREVENTION Contact has been made with Maple Grove Public School and Sacred Heart Catholic School regarding fire prevention information sessions to be conducted by the incoming Fire Chief. Fire prevention packages are being assembled for distribution. TRAINING Firefighters met on September 11 at the Pine Grove Pit for their Fire Grounds Operations training session. Stations were set up to train and educate on various aspects of fire safety including, but not limited to, pump operations, driver training, accountability and incident command. Mayor Brian Stewart, Deputy- Mayor John Hall, CAO Denis Goulet, Deputy-Clerk/Planning Administrator Stacey Blair and Fire Administrative Assistant Kirsten Cote were also in Page 21 of 30

22 attendance. Following training, the firefighters returned to Station 1 for lunch. STATIONS & APPARATUS All truck safeties have been completed. PERSONNEL, RECRUITMENT & RETENTION Applications for new recruits are being received and will be reviewed by the incoming Fire Chief. POLICIES, BYLAWS & OPERATIONAL Nothing to report HEALTH & SAFETY Nothing to report FINANCES Honourarium status as of September 30, 2016 is $135, CHIEF S COMMENTS The burn ban is still in effect, with the exception of small camp fires, due to drought conditions. The Essentials of Municipal Fire Protection and Emergency Management Seminar was held in Carleton Place on September 29 with several members of Council in attendance. Prepared and Submitted By: Approved for Submission By: Cameron Morehouse Interim Fire Chief Denis Goulet CAO/Clerk Page 22 of 30

23 Month Fire Medical Aid MVA Alarm Burn Complaint Other December January February March April May June July August September October 9 November 6 TOTALS Other: automatic aid, mutual aid, power lines down, perceived emergencies, etc. Page 23 of 30

24 THE CORPORATION OF THE TOWNSHIP OF LANARK HIGHLANDS Council Meeting October 25th, 2016 Landfill Management Contract PW STAFF RECOMMENDATION THAT Council approve extending the contract for Landfill Monitoring Contract with Ewen Alexander for a period of two years with an expiry date of October 25 th, BACKGROUND The contract for landfill management was awarded to Ewen Alexander in The contract was for three years with an option to extend for one (1) two year period. Township staff tendered for landfill management services in A request for proposals was issued for the management of our waste disposal sites and collection in the village. While the curbside collection agreement could have been extended staff felt that there was an opportunity for savings if the services could be combined. The only submission that was received as a result of the RFP that gives the Township the flexibility to suit its needs as they change while remaining within the existing price structure is the proposal from Ewen Alexander. Please see the results of the tender below. DISCUSSION Ewen Alexander has been meeting contract requirements; as such continuation of contract is feasible. Township Staff will be performing a check list review to ensure that the contractor is still meeting the tender requirements before extending the contract, as per council s direction. OPTIONS CONSIDERED 1. Extend the existing contract with Ewen Alexander. 2. Retender the contract. FINANCIAL IMPLICATIONS Please see table of fixed costs below. Yearly costs are variable due to services performed. Location Function Price Snye Operate Transfer Station, Supply One Waste Compaction $29,910 Transfer Unit. Supply One Recycling Compaction Transfer Unit. $2,512 Transfer Waste to Landfill Per Week $273 Transfer Recycling to Lafleche Per MT $155 1 of 2 Page 24 of 30

25 Middleville Operate Transfer Station / Landfill (Part of 2014 only) $37,138 Supply One Waste Compaction Transfer Unit. Including snow removal. Supply One Recycling Compaction Transfer Unit. $2,512 Transfer Waste to Landfill Per Week $321 Transfer Recycling to Lafleche Per MT $155 McDonalds Corners Operate Transfer Station / Landfill (Mid 2014 to ongoing) $37,138 Supply One Waste Compaction Transfer Unit. Including snow removal. Supply One Recycling Compaction Transfer Unit. $2,512 Transfer Waste to Landfill Per Week $114 Transfer Recycling to Lafleche Per MT $155 Watsons Corners Operate Transfer Station, Supply One Waste Compaction $14,009 Transfer Unit. Including snow removal. Supply One Recycling Compaction Transfer Unit. $2,512 Transfer Waste to Landfill Per Week $120 Transfer Recycling to Lafleche Per MT $155 Lanark Operate Transfer Station, Supply One Waste Compaction $16,900 Transfer Unit. Including snow removal. Supply One Recycling Compaction Transfer Unit. $2,512 Transfer Waste to Landfill Per Week $117 Transfer Recycling to Lafleche Per MT $155 Robertson Lake Operate Transfer Station, Supply One Waste Compaction $8,227 Transfer Unit. Including snow removal. Supply One Recycling Compaction Transfer Unit. $2,512 Transfer Waste to Landfill Per Week $45 Transfer Recycling to Lafleche Per MT $155 Operate Transfer Station, Transfer Waste and Recycling. $8,227 Flower Station Including snow removal. Transfer Waste to Landfill Per Week $45 Transfer Recycling to Lafleche Per MT $155 C&D Transport to McDonalds Corners per MT $37 Waste Covering Per event $ 650 Brush Burning Per hour of supplied supervision $ The table below outlines projected cost for 2017 and Company Ewen Alexander $321, $324, $327, CONCLUSION Township staff recommend existing the existing service for an additional two years. ATTATCHMENT Prepared and Submitted By: Approved for Submission By: Thomas McCarthy, Acting Superintendent of Public Works Denis Goulet, CAO / Clerk 2 of 2 Page 25 of 30

26 THE CORPORATION OF THE TOWNSHIP OF LANARK HIGHLANDS Committee of the Whole October 25th, 2016 Report #PW Award of Winter Maintenance Tender - Wabalac Road THAT the tender for winter maintenance of Wabalac road is awarded to Manson Cartage for the 2016, 2017 and 2018 seasons for $15,000.00, $15, and $16, respectively. BACKGROUND Manson Cartage was award the tender in the same area for the previous contract period. The public response to the service provided has been favourable. DISCUSSION Township staff received a single bid as a result of the RFT. The description and classification of the road can be seen below. There was no equipment requirement in the RFT to allow for different types of machinery. Roadways section of White Lake Wabalac Road Road Name Length Kms Class Base Width Meters From - To Description Wabalac Road White Lake Road to Wabalac Side Road Wabalac Road Wabalac Side Road to end of road Total 7.1 FINANCIAL Company Cost Year 1 Cost Year 2 Cost Year 3 Excluding HST Excluding HST Excluding HST Manson Cartage $15, $15, $16, OPTIONS CONSIDERED 1. Award the Tender to Manson Cartage. 2. Retender the contract. CONCLUSION Township staff recommend awarding the tender to Manson Cartage. 1 of 2 Page 26 of 30

27 ATTACHMENTS Wabalac Wabalac Wabalac Wabalac Wabalac Rd Rd Rd Rd Rd Bog's Island Hardwood Hardwood Hardwood Island Island Island White Lake Lakeshore Rd Boundary Creek Wabalac Wabalac Wabalac Rd Rd Rd Wabalac Wabalac Wabalac Wabalac Wabalac Sr Sunset Bay Aglac Rd Wabalac Wabalac Wabalac Wabalac Wabalac Sr Sr Sr Sr Sr Raycroft Peninsula Broad Brook Raycroft Peninsula Long Lake Creek Darling Round Lake Lacourse Ln Long Lake Creek Long Lake Creek Long Lake Creek Prepared and Submitted By: Approved for Submission By: Thomas McCarthy, Acting Superintendent of Public Works Denis Goulet, CAO / Clerk 2 of 2 Page 27 of 30

28 Treasurer Recruitment Target Timeline Oct 31 Nov 4 Nov 8 Nov 22 Nov 25 Dec 2 Dec 5 TBD TBD Subject Matter Expert selection Statement of Qualification Job Posting Job Closing (4pm) Selection of Candidates and Schedule Interviews Testing, Interviews and Final Selection Negotiations Present to Council Public Appointment Page 28 of 30

29 THE CORPORATION OF THE TOWNSHIP OF LANARK HIGHLANDS BY-LAW NO A BY-LAW TO APPOINT AN ACTING TREASURER WHEREAS Section 286 of the Municipal Act, 2001 S.O. 2001, c.25, as amended, provides that a municipality shall appoint a treasurer who is responsible for handling all of the financial affairs of the municipality on behalf of and in the manner directed by the council of the municipality, including, (a) collecting money payable to the municipality and issuing receipts for those payments; (b) depositing all money received on behalf of the municipality in a financial institution designated by the municipality; (c) paying all debts of the municipality and other expenditures authorized by the municipality; (d) maintaining accurate records and accounts of the financial affairs of the municipality; (e) providing the council with such information with respect to the financial affairs of the municipality as it requires or requests; (f) ensuring investments of the municipality are made in compliance with the regulations made under section , c. 25, s. 286 (1); NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Lanark Highlands enacts as follows: 1. GENERAL REGULATIONS 1.1 THAT Denis Goulet be appointed as Acting Treasurer effective October 25 th, of 2 Page 29 of 30

30 THE CORPORATION OF THE TOWNSHIP OF LANARK HIGHLANDS BY-LAW NO BY-LAW REPEALED 2.1 Effective October 25, 2016, By-Law No is hereby repealed. 2.2 All by-laws or parts thereof and resolutions passed prior to this by-law which are in contravention of any terms of this by-law are hereby rescinded. 4. EFFECTIVE DATE ENACTED October 25 th, 2016, AND PASSED this 25 th, day of October, Brian Stewart, Mayor Stacey Blair, Deputy Clerk 2 of 2 Page 30 of 30