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COMMITTEE OF THE WHOLE MONDAY, MARCH 17, 2014, 6:30 PM SPENCERVILLE MUNICIPAL OFFICE
Present: Deputy Mayor John Hunter, Chair Mayor Bill Sloan
Councillor Brenda Ball Councillor Charlie Burrell Councillor Pat Sayeau Councillor Joe Scott
Regrets: Councillor Gerry Morrell Staff: Debra McKinstry, CAO/Clerk
Richard Bennett, Treasurer
Dave Grant, Director of Operations
Mike Spencer, Manager of Parks, Recreation & Facilities Jason Vezina, Chief Building Official
Sheena Earl, Deputy Clerk 1. Call to Order
Deputy Mayor Hunter called the meeting to order at 6:30 p.m. 2. Approval of Agenda
Moved by: C. Burrell seconded by: J. Scottthat Committee approve the agenda aspresented.
Carried 3. Disclosure of Pecuniary Interest
Mayor Sloan noted that while there is no pecuniary interest he has a familial interest with the Henderson’s of Item 7h).
4. Delegations & Presentations
a) Mr. David Bull, T.I.A.R.A. – Canadian Heritage River Designation
Mr. Bull, Executive Director and Acting President of the Thousand Islands Area Residents Association provided information to Committee with regards to TIARA’s nomination of the Upper St. Lawrence River to be designated a
Canadian Heritage River. He added that T.I.A.R.A. was seeking confirmation of Township support for the endeavor and Mr. Bull assured Committee that there
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would be no impediments or negative impacts on the future development on and along the river should the designation be granted.
Staff was directed to investigate further with MNR to ensure that the designation is not likely to impact the municipality negatively in the future.
5. Consent Agenda
Deputy Mayor Hunter reviewed the items on the consent agenda.
Moved by: B. Sloan seconded by: J. Scott that Committee approves items 7a), 7b), 7c), 7i), 7j), and 7k) on the consent agenda.
Carried 6. Discussion Items
a) Port Governance Report – Peer Review
Committee was provided with a peer review of the “Johnston Report” as requested at the previous Committee of the Whole meeting.
Members discussed the details of the report and insurance for the Port.
Moved by: B. Ball seconded by: B. Sloan that Committee direct staff to: 1. Engage Mr. Bill Johnson to develop terms of reference for a local
board/commission and;
2. Investigate insurance policy options and costs for the Port. Carried b) OEWC Memorandum of Understanding & Website Support
It was requested that this item come forward for discussion at the previous Committee of the Whole meeting. Members discussed the work of the OEWC group and the terms of the Memorandum of Understanding between the
organization and the Township. An invoice for website hosting was submitted to Committee and it was asked that the Township consider paying it.
Concerns were raised with regard to the impact of the OEWC on the Township to market and sell Industrial Park lands. The potential barriers in securing
investment dollars for an Eco-Industrial Park concept was also discussed.
Moved by B. Sloan seconded by: B. Ball that Committee direct staff to: 1. Pay for the invoice of $197.75 for OEWC website hosting during 2013
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2. Provide the required ninety (90) days’ notice that the Township wishes to terminate the Memorandum of Understanding with the Ontario East Wood Centre.
Carried
Committee thanked Mrs. Lawn (in attendance) for all of her work with the OEWC. c) Community Grant Applications
Deputy Mayor Hunter reviewed the staff summary report of the applications. Cardinal Festival Committee – request of $5,000 cash plus use of Legion
facilities. Consensus was to provide $1,500 cash in addition to the in-kind request
Country Christmas Remembered – request for in-kind contributed, as
required was supported.
“Art of the Ages” Car Show – request of $300.00 cash to cover costs of entertainment at annual event. Consensus was to provide $300.
English Country Dance Club – in-kind use of upstairs Township Hall was
supported
RCL Branch 604 - $2,000 requested in addition to in-kind photocopying and printing to assist with 50th Anniversary celebrations. An additional $5,000 requested to assist with kitchen renovations. Consensus was to provide $500 for the Anniversary celebrations in addition to the in-kind support requested.
Spencerville Mill Foundation – request for $2,000 in addition to in-kind use
of Township hall. Consensus was to provide $1,000 in addition to in-kind requested.
ArtScene Spencerville – Consensus was to provide $1,000 of the $1,300
requested for TODDS signage.
Kemptville Rotary – request of $10,000 for local and international projects
was denied.
Spencerville Business & Community Connections – request for $1,000 for
signage at village edge. Consensus was to co-operate with the SBCC and GCFDC in attempts to secure funding for signage instead of providing cash at this time.
Grenville County Historical Society – Consensus was to provide $300 for
plaque in Grants Mills (Hyndman) as requested.
Spencerville Skating Club – requested $2,500-3,000 plus in-kind ice time
at the Spencerville Arena for annual ice show. Consensus was to provide $1,500.00 in addition to the in-kind.
Cardinal Youth Centre – request of $750.00 plus in-kind printingand
photocopying was supported.
Children’s Water Festival – requested $500 cash. Consensus was to not sponsor the request as the Port has committed to contributing to the festival.
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1st Cardinal Beavers – consensus was to provide $500 as requested for
bird house materials and crests.
Grenville Community Children’s Choir – In-kind use of upstairs Township hall and photocopying was granted.
Connect Youth – requested $1,500 to support their outreach services.
Consensus was to provide $1,000.
2nd Spencerville Scouts – requested $1,000 for program provision as well
as in-kind use of the Township Hall for meetings, photocopying and printing . $500 was granted in addition to the in-kind.
Food for All Food Bank – requested $2,500 plus use of Cardinal Library
basement. Consensus was to provide $1,000 and the in-kind requested. King’s Kitchen – request of $1,500 to cover cost of weekly meals was not
supported.
St. John Ambulance – Cash donation of $2,500 requested as part of
“Caring for our Community” capital campaign. Consensus was to provide $500.
Spencerville Agricultural Society – requested $1,500 to assist with
purchasing a defibrillator and case. Consensus was to provide $1,000 unless the United Counties programming will provide funding for a defibrillator.
Cardinal Community Garden – request of $500 plus in-kind use of the
land, water, hose and grass cutting. $250 plus in-kind was granted. S.E.R.A. – request for $800 cash to support Luminary event, community
display board and swim program was denied. In-kind use of facilities, printing and website promotion was supported.
Moved by: B. Sloan seconded by: J. Scott that donations proceed as per discussion.
Carried d) Agreement with Town of Prescott – WWTP
The CAO/Clerk explained the current position of the Town of Prescott with regards to the WWTP Agreement negotiations.
Committee discussed the calculation of annual operating charges which included an additional $69,294.99 in interest based on a portion of the amount borrowed from Infrastructure Ontario by Prescott to build the plant. The CAO/Clerk
requested permission from Committee to ask Prescott to insert a sentence explaining the calculation used to arrive at the interest charge to be included in the agreement.
Moved by: C. Burrell seconded by: J. Scott that Committee recommends that Council:
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1. Direct staff to request that an explanatory sentence be added to Clause 38 of the Prescott Sewage Treatment Plant Joint Board of Management Agreement with regards to the interest calculation and;
2. Enter into the Prescott Sewage Treatment Plant Joint Board of Management Agreement with the Town of Prescott.
B. Sloan Requested Recorded Vote: Councillor B. Ball Yea Councillor C. Burrell Yea Councillor G. Morrell Absent Councillor J. Hunter Yea Councillor P. Sayeau Yea Councillor J. Scott Yea
Mayor B. Sloan Yea
Carried 7. Action/Information Items
a) 2014 Work Plan – Building
The 2014 Work Plan for the Building Department was carried on the consent agenda.
b) 2014 Work Plan – Recreation
The 2014 Work Plan for the Recreation Department was carried on the consent agenda.
c) Updated Recognition Policy
The Recognition Policy for the Fire Department was carried on the consent agenda.
d) Establish/Continue a Fire Department
Committee sought clarification on the purpose of this by-law. It was explained that the purpose is to give clarity to the delivery of core services of the Fire Department. Details of the draft by-law were discussed.
Moved by: B. Sloan seconded by: B. Ball that Committee recommend that Council consider a by-law to establish/continue a Fire Department.
Carried e) Summary Reports – Water Systems
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A discussion of the reports took place. Staff was congratulated on the 100% rating of both systems.
Moved by: J. Scott seconded by: B. Ball that Committee recommend that Council receive the Summary Reports of the Water Systems.
Carried f) Temporary Waste Transfer Site
Committee discussed the options presented in the staff report. It was clarified that household garbage will not be accepted at the temporary transfer site nor will it be accepted once the permanent transfer site is established.
Moved by: P. Sayeau seconded by: C. Burrell that the staff recommendation to select Option #3 (collection on Monday mornings) provided by Limerick
Environmental for temporary transfer site services be accepted with the proviso that the Director of Operations has the flexibility to move between Options #2 (Saturday collection) and #3 as he sees to be to the advantage of the Township.
Carried g) Pittston Culvert Replacement
The Director of Operations provided additional information to Committee as was provided to him by one of the bidding contractors.
Details of the culvert project were discussed, including the reasons for recommending in favor of the second –to-lowest bid.
Moved by: B. Sloan seconded by: J. Scott that Committee recommends that Council:
1) Award the Pittston Road Culvert Replacement to Willis Kerr Contracting Ltd.
2) Approve a 10% contingency to be used at the Director of Operations’ discretion, should any unforeseen or potential issues arise during the project.
3) Approve shortfalls to be funded through the use of Public Works reserve funds to a maximum of $100,000.
4) Direct staff to execute the agreement with the successful bidder.
Moved by: P. Sayeau seconded by: C. Burrell that Committee recommend that the item be tabled to allow more time to consider the submitted tenders.
Defeated J. Hunter Requested Recorded Vote on the original motion:
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Councillor B. Ball Yea
Councillor C. Burrell Nay Councillor G. Morrell Absent Councillor J. Hunter Yea Councillor P. Sayeau Yea Councillor J. Scott Yea
Mayor B. Sloan Yea
Carried h) Unopened Road Allowance Request, Henderson
Committee discussed the request from Kenora Farms (Henderson) to use and improve approximately 1500 feet of the unopened road allowance to their property.
Staff explained that a municipal drain is located near the allowance and that the property owners have been made aware that the Township’s Drainage
Superintendent must assess any alterations made to date. It was noted that no work can be done with any aspect of the drain without consent of the Township and the Drainage Superintendent going forward.
Moved by: B. Ball seconded by: P. Sayeau that Committee recommends that Council grant permission and enter into a road allowance agreement with Kenora Farms.
Carried i) 2014 Work Plan – Treasury
The 2014 Work Plan of the Treasury Department was carried on the consent agenda.
j) Municipal Insurance Renewal
The staff recommendation to approve a renewal of the Municipal Insurance Coverage(s) provided through BFL Canada was carried on the consent agenda. k) Banking Agreement & Borrowing By-law
The staff recommendation that Council adopt the annual Temporary Borrowing By-law was carried on the consent agenda.
l) Industrial Park Concept Plan
Staff provided an update on the development of the plan. It was noted that the Township has been accepted into the Investment Ready Ontario Certified Site
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Program which will assist with marketing and may provide an opportunity for funding.
Members discussed the plan including the water main easement it identified. Staff was requested to verify the proper positioning of this easement in the plan, as well as the location of a possible future water treatment plant.
Moved by: B. Sloan seconded by: B. Ball that Committee receive the Industrial Park Concept Plan Update.
Carried 8. Council Inquires/Notices of Motion – None
9. Question Period
Questions were raised with respect to the OEWC Memorandum of Understanding.
10. Closed Session – None 11. Adjournment
Moved by: B. Sloan that the meeting adjourns at 9:03p.m.
Carried
These minutes approved by Council on the 24th day of March, 2014.
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