THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY REGULAR COUNCIL MEETING MINUTES Wednesday, March 8, 2017

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1 THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY REGULAR COUNCIL MEETING MINUTES Wednesday, March 8, 2017 COUNCIL PRESENT: STAFF: OTHERS: Kim Love, Mayor Elser Lee Archer, Councillor Carl Bromwich, Councillor Shelley Maika, Councillor Ernie Peplinski, Councillor Hilary Kutchkoskie, Operations Manager Gwen Dombroski, Executive Assistant/Communications Coordinator Greg Rosser, MooseFM Jason Healey and Doug Rouble, MacKillican & Associates Terry Newcombe and Paul Thompson, Madawaska Valley Food Bank Margaret Maika and Brian Mizzen 1. Call to Order The Meeting was Called to Order at 4:00 p.m. 2. National Anthem 3. Declaration of Pecuniary Interest - None 4. Adoption of the Agenda 4.1 Wednesday, March 8, Seconded by: Councillor Bromwich THAT the Regular Council Meeting Agenda for Wednesday, March 8, 2017 be approved as amended. Due to the contents of the agenda the Department Heads, with the exception of the Operations Manager were excused from the March 8, 2017, Regular Council Meeting. 5. Mayor's Address Good evening everyone, In the month of February I traveled and worked a total of 262 hours as Mayor of Madawaska Valley. I attended 17 scheduled meetings, 12 locally and 5 at the County of Renfrew. On February 22nd, County Council appointed Mayor Visneskie Moore and I as Deputy Wardens for I feel truly honoured that Warden Murphy asked me to be one of the Deputy Wardens during our nation s celebration of Canada 150. This will be a very busy and exciting year for everyone. Communities across Renfrew County are planning numerous special events to celebrate Canada 150. Warden Murphy recognizes the

2 importance of strengthening connections between the County and our communities. That is why she has appointed two Deputy Wardens to assist her this year. The primary role of a Deputy Warden is ceremonial in nature. Mayor Visneskie Moore and I will be representing the Warden at community events across the County to bring greetings and best wishes on her behalf. This year s Deputy Wardens are also responsible for Canada 150 celebrations at the County of Renfrew. The Canada 150 Committee for Renfrew County is planning a modest, but meaningful celebration on June 28th after the regular County Council meeting. Plans include a luncheon barbeque and wear jeans to work fundraiser for the Renfrew Victoria Hospital Oncology Unit, the presentation of Canada 150 commemorative plaques to local municipalities, and the ceremonial sealing of a Renfrew County time capsule containing an item contributed by each municipality. Committee is also reviewing options to create a website where local municipalities can input their Canada 150 events so that our residents and visitors can search what s happening across Renfrew County or in a specific municipality on any given date. On February 23rd all municipal staff and Council participated in a workshop session entitled Incivility in the Workplace presented by Mr. Bruce Beakley, Director of Human Resources for the County of Renfrew. The session was an eye opener and great learning experience for us all. One key take away was that incivility in an organization can be demoralizing and costly. An act of incivility can significantly reduce productivity, and systemic incivility can lead to absenteeism, aggressive behaviours and mental health issues. On February 25th the Miss Madawaska Valley pageant was held at the Paul J. Yakabuski Community Centre. The pageant was co-organized by Theresa Paplinskie and Councillor Archer on behalf of PoP Ministries and Miss Teen Ontario East, with proceeds going to reduce poverty and support childhood cancer charities in Eastern Ontario. Congratulations to Brooklyn Lundy on becoming Miss Madawaska Valley 2017 and to Amanda Aide and Anna Juhasz as first and second runners up. My personal thanks go to Theresa Paplinskie and Councillor Archer for ensuring that this annual event in support of worthy charities happens in our community. On February 27th and 28th I attended the Ontario Good Roads Association (OGRA) annual conference in Toronto as a guest speaker. I was one of three speakers in a session entitled The Hidden Value in an Asset Management Plan. The other speakers were Donna Herridge, Chair of the Professional Development Committee for the Municipal Finance Officers Association of Ontario (MFOA), and John Tarantino, Vice President of Sales for Marmak Information Technologies. The session highlighted how an asset management plan and asset management philosophy adopted locally improves the budgeting process and helps council demonstrate that they are managing their assets effectively. We discussed the difference between having an asset management plan and doing asset management planning. Asset management planning with budget integration will be needed going forward to keep municipal plans current and support funding applications. Thank you. 6. Delegations and Presentations 6.1 Madawaska Valley Food Bank - Paul Thompson Mr. Thompson and Mr. Newcombe attended the table at 4:11 p.m. Mr. Thompson reviewed the need for assistance for the Madawaska Valley

3 Food Bank and suggested that Council consider a donation of $75 per month to assist with the costs of the newly established rental payments. Mr. Newcombe explained the less the Food Bank contributes to rent expense the more money available to purchase perishable and needed items for recipients, which are made up of local residents. They explained the current location is a garage which has a space heater and electricity, they added that the location and the facility meets their current needs. Mayor Love explained that she would like to get the word out that the Madawaska Valley Food Bank is looking for a location in the Barry's Bay area, in return of a tax deductible donation receipt. Councillor Peplinski also suggested further fundraising initiatives are considered. Council directed staff to advertise through their social media sites the need for a new rent free location for the Madawaska Valley Food Bank as well as considering food drives during public functions and festivities. Mr. Thompson and Mr. Newcombe thanked Council and left the table at 4:35 p.m Moved by: Councillor Archer Seconded by: Mayor Love THAT Council approve a $500 donation to the Madawaska Valley Food Bank to be used towards the cost of their current rental space. 6.2 Jason Healey, MacKillican & Associates RE: Draft 2016 Financial Statements Mr. Healey attended the table at 4:36 p.m. and presented the Draft 2016 Financial Statements. Council thanked Mr. Healey for the presentation and he left the table at 4:41 p.m Moved by: Councillor Archer THAT Council accept the 2016 Financial Statements as presented. 7. Confirmation of the Minutes 7.1 Regular Council Meeting Minutes - February 21, Moved by: Councillor Bromwich THAT the Regular Council Meeting Minutes for February 21, 2017 be approved as presented. 8. Business Arising from the Minutes - None 9. Committee Reports 9.1 Operations Committee Meeting Minutes - March 2, 2017

4 The Operations Manager explained that he provided Greenview Environmental Monitoring with Committee's concerns regarding the noted waste site monitoring reports. Greenview Environmental Monitoring reviewed the concerns noting that they would not change their recommendations; as well they did not feel it necessary to provide a draft letter to be sent out on behalf of the municipality to the Ministry of Environment and Climate Change (MOECC). Council directed staff to provide a letter on behalf of the Municipality (with the help of a third party consultant) to the MOECC noting Council's concerns with the reports as well as referencing the MOECC's letter regarding the steel plate covering at the Bark Lake Site and identifying that moving the construction and demolition pile would be a health and safety risk THAT the Operations Committee Meeting Minutes for March 2, 2017 be approved as presented with the following recommendations: 1. THAT the Operations Committee recommend to Council to approve the Combermere and Bark Lake Waste Site to be opened on Family Day, Easter Monday and Thanksgiving Day until 4:30 p.m. 2. THAT the Operations Committee recommend Council accepts the Barry's Bay Waste Disposal Site 2016 Annual Report as presented. 3. THAT the Operations Committee recommend Council direct staff to work with Greenview Environmental to draft a letter to the Ministry of Environment and Climate Change to request the proposed changes to the monitoring program at the Wilno Waste Transfer Site. 4. THAT the Operations Committee recommend Council accepts the Wilno Waste Transfer Site 2016 Annual Report as presented. 5. THAT the Operations Committee recommend Council direct staff, along with Greenwood Environmental Management to draft a letter requesting the Ministry of Environment and Climate Change to acknowledge the Paugh Lake Waste Disposal Site closure plan and provide an update on the status of the plan. 6. THAT the Operations Committee recommend Council accepts the Radcliffe Waste Transfer Site 2016 Annual Report as presented. 7. THAT the Operations Committee recommend to Council to direct staff to address the noted concerns in the Bark Lake Waste Disposal Site 2016 Annual Report with Greenview Environmental Monitoring including: - suggested use of daily cover - moving the stockpiling of construction and demolition - the five test monitoring wells not included in the report. Council directed staff to include the updated waste site hours in the next tax installment mail-out Seconded by: Councillor Bromwich

5 THAT the Operations Committee recommend Council accepts the Paugh Lake Waste Disposal Site 2016 Annual Report as presented THAT Council accepts the Bark Lake Waste Disposal Site 2016 Annual Report with exception to the following two caveats: - "Given the documented increasing trends for select parameter concentrations at the site over previous years, the Township should continue with the improvements made to site operations, including, but not limited to, daily covering practices, site records, and drainage-related grading operations in accordance with the MOE Provincial Officers Order. The Township should consider increasing the quantity and coverage of daily cover (i.e. sand) at the site to mitigate against precipitation contact with exposed waste and resultant leachate generation. - Given the documented increasing trends for select parameter concentrations at RUC monitoring wells BH13A and BH13B, the Township should consider relocating the stockpiling area for C&D and bulky waste to an area within the AWDA, in order to increase the distance of the stockpiles from the downgradient property boundary." THAT direction is given to staff to send a letter to the Ministry of Environment and Climate Change (MOECC) instructing that all future correspondence regarding the Municipal Waste Sites is directed to the Township of Madawaska Valley as the Municipality is currently issuing an RFP for waste site consultant services. 9.2 Water and Wastewater Committee Meeting Minutes - March 2, THAT the Water and Wastewater Committee Meeting Minutes for March 2, 2017 be approved as presented with the following recommendations: 1. THAT the Water and Wastewater Committee recommend to Council to accept the 2016 Annual Report for the Barry's Bay Wastewater System as presented. 2. THAT the Water and Wastewater Committee recommend to Council to accept the 2016 Annual Water Report for the Barry's Bay Drinking Water System as presented. 3. THAT the Water and Wastewater Committee recommend to Council to move the 2017 Capital Forecast for the Barry's Bay Water Treatment Plant to the Finance and Administration Budget Committee Meeting;

6 AND THAT Staff provide a proposed contingency/reserve fund as determined in the past. 4. THAT the Water and Wastewater Committee recommend to Council to move the 2017 Capital Forecast for the Barry's Bay Wastewater Treatment Plant to the Finance and Administration Budget Committee Meeting; AND THAT Staff provide a proposed contingency/reserve fund as determined in the past. 5. THAT the Water and Wastewater Committee recommend to Council to approve a one-time metered consumption adjustment to account # as per the Water and Wastewater Leak Adjustment Policy. The Operations Manager left the meeting at 5:15 p.m. 10. By-Laws 10.1 By-Law RE: Shoreline Road Allowance closure and disposition along Trout Lake, in front of Lot 34, Concession 16 designated as part 7 on Reference Plan 49R-18560, geographic Township of Sherwood (Best) THAT By-Law Being a By-Law to provide for the closing and stopping up of parts of an original allowance for road along the shore of Trout Lake in front of Lot 34, Concession 6 in the geographic Township of Sherwood, in the Township of Madawaska Valley in the County of Renfrew and for the sale thereof to the abutting land owners be given first and second reading this 8th day of March By-Law RE: Appointment of the Acting Clerk (Gwen Dombroski) as the Administrator of the Municipal Freedom of Information and Protection of Privacy Act Moved by: Councillor Bromwich THAT By-Law Being a By-Law to appoint the Acting Clerk as the Administrator of the Municipal Freedom of Information and Protection of Privacy Act for The Corporation of the Township of Madawaska Valley be given first and second reading this 8th day of March

7 11. Accounts THAT By-Law Being a By-Law to appoint the Acting Clerk as the Administrator of the Municipal Freedom of Information and Protection of Privacy Act for The Corporation of the Township of Madawaska Valley be given third and final reading this 8th day of March Correspondence 12.1 Letter from Cheryl Gallant - February 9th, 2017 RE: Fair and Equal Tax Treatment (Campgrounds) Mayor Love reviewed the letter from Ms. Gallant regarding fair and equal tax treatment for campgrounds, as well as information from the Rural Mayors Forum of Eastern Ontario. Council accepted as information MVDHS Scholarship and Bursary Fund - February 21, 2017 RE: Financial Support Seconded by: Councillor Bromwich THAT Council approve two $ bursaries for two Madawaska Valley District High School students that demonstrate financial need and reside in the Township of Madawaska Valley Letter from The Regional Municipality of Peel - February 22, 2017 RE: Motion of the Community Water Fluoridation Committee (CWFC- 1/2017) Regarding Regional Fluoridation Mayor Love reviewed the letter from the Regional Municipality of Peel regarding the resolution regarding regional fluoridation. Council accepted as information Letter from Thames Centre - February 28, 2017 RE: Resolution regarding Automated External Defibrillators in Schools Mayor Love reviewed the letter from Thames Centre regarding automated external defibrillators in schools. Council received as information Letter from the Ministry of Seniors Affairs - March 2017 RE: 2017 Senior of the Year Award Council directed staff to advertise the 2017 Senior of the Year Award through the website and social media sites. 13. New Business 13.1 Report - Recreation and Community Development - March 8, 2017 RE: Donation Request - Broomball League Mayor Love noted that staff mentioned that the Broomball Tournament may have been recently held at an alternate location, and that staff was

8 currently seeking clarification if the Paul J. Yakabuski Community Centre is still required by the Broomball League Moved by: Councillor Bromwich THAT Council accept the donation request from the Broomball League for 5 hours of in-kind use of the Paul J. Yakabuski Community Centre, at an in-kind cost of $565.00, on a weekend to complete the Broomball League end of year tournament, pending confirmation if still required. 14. Unfinished Business 14.1 Report from Mayor Love - March 1, 2017 RE: By-Law Union Collective Agreement Mayor Love reviewed the amendment to the Union Collective Agreement, By-Law Councillor Bromwich declared a conflict of interest and abstained from voting THAT Council approves the removal of the aforementioned clause on page 15 of the Collective Agreement Between The Corporation of The Township of Madawaska Valley and Teamsters Local Union No. 91 affiliated with the International Brotherhood of Teamsters, attached as Schedule A to By-Law ; AND THAT the Mayor and Acting Clerk are authorized to initial this deletion on page Public Question Period Margaret Maika - questioned where the waste goes from the Combermere Waste Site. Mayor Love advised that Combermere was a transfer station and the waste is transferred to the Bark Lake Waste Site. - questioned why plastic bags are not accepted at the transfer station. Mayor Love advised that the Ottawa Valley Waste Recovery Centre no longer accepts plastic bags due to the current market conditions. 16. In-Camera Moved by: Councillor Archer THAT the Meeting enter In-Camera Session at 5:46 p.m. to discuss matters pertaining to "personal matters about an identifiable individual, including municipal or local board employees"; Ontario Municipal Act 2011, c.25, s.239 (2)(b).

9 1. Regular Council Meeting Minutes - IN-CAMERA - February 21, Water and Wastewater Committee Meeting Minutes - IN-CAMERA - March 2, Human Resource Items - Mayor Love i) Employee Membership Fee for ii) Conditions of Termination of Agreement. iii) Letter regarding Madawaska Valley Wage Grid. 17. Return to Open Session Seconded by: Councillor Bromwich THAT the Meeting return to Open Session at 7:21 p.m. Mayor Love advised that the In-Camera Meeting Minutes were accepted as presented and that direction was given in regards to the human resource item. 18. Confirming By-Law 18.1 By-Law RE: Confirming By-Law - Council Meeting of March 8, Moved by: Councillor Bromwich THAT By-Law Being a By-Law to confirm the proceedings of the Council of the Corporation of the Township of Madawaska Valley at a Council Meeting of March 8, 2017, be given first and second reading this 8th day of March, THAT By-Law Being a By-Law to confirm the proceedings of the Council of the Corporation of the Township of Madawaska Valley at a Council Meeting of March 8, 2017, be given third and final reading this 8th day of March, Adjournment THAT the Meeting adjourn at 7:22 p.m.