MINUTES COMMITTEE OF THE WHOLE MONDAY, DECEMBER 8, :30PM SPENCERVILLE MUNICIPAL OFFICE

Transcription

1 MINUTES COMMITTEE OF THE WHOLE MONDAY, DECEMBER 8, :30PM SPENCERVILLE MUNICIPAL OFFICE Present: Staff: Mayor Pat Sayeau, Chair Deputy Mayor Peggy Taylor Councillor Michael Barrett Councillor Gerry Morrell Councillor Karie Smail Debra McKinstry, GAO/Clerk Richard Bennett, Treasurer Dave Grant, Director of Operations Sheena Earl, Deputy Clerk 1. Call to Order Mayor Sayeau called the meeting to order at 6:30pm. 2. Approval of Agenda Moved by: K. Smail seconded by: M. Barrett that Committee approves the agenda as presented. 3. Disclosure of Pecuniary Interest Councillor Smail declared a non-pecuniary interest in item 6c) Outdoor Skating Rink Proposal - Cardinal as she is a member of the citizen group requesting Township support for this endeavour. Deputy Mayor Taylor declared potential future pecuniary interest in item?g) ECBA Advertising Agreement- lngredion Centre as she may use this source to advertise her personal business. 4. Delegations & Presentations a) QMS Management Review- Eric Wemerman, Assistant Chief Water & Sewer Operator Dave Grant, the Director of Operations for the municipality presented the QMS on behalf of Mr. Wemerman who was unable to attend. Mr. Grant provided an outline of the Quality Management System of the water treatment plant in Cardinal and the distribution systems in Cardinal and the Page 1 of7

2 Industrial Park/New Wexford. He explained that the objective of the QMS is to reduce and eventually eliminate non-conformance to specifications, standards and expectations of water customers and provided a summary of the 21 elements of the Township's system. The Director of Operations was asked if all reports and audits completed on the system had been in compliance to which he responded yes. Committee and staff discussed the possibility of Council observance of a practical review and a tour of the facilities. Training and information sessions relating to the responsibilities of Council members is expected to take place locally. b) Responsibility for Sewer Water Damage- Ann Christensen Ron & Judy Gilmer, neighbours and friends of Ms. Christensen were present on her behalf as she was unable to attend. Committee reviewed the series of events as relayed in writing by Ms. Christensen and the Chief Water/Sewer Operator of the Township and provided Mr. & Mrs. Gilmer with this information. Committee members noted that while they could empathize with Ms. Christensen, investigation into the legal requirements in this situation had revealed no fault of the Township. Staff was directed to contact Ms. Christensen and provide her with the information gathered by staff. 5. Consent Agenda Mayor Sayeau reviewed items on the consent agenda. All items were held for discussion. 6. Discussion Items a) Draft Procedural By-law Committee discussed the draft Procedural By-law which outlines the proceedings of meetings. Changes will be made to the following draft clauses: Insertion of clause 21 allowing for a delegation to appear before Council following their delegation to Committee of the Whole if the delegate has new or additional information to provide. Delegates presenting new or additional information will only be permitted to present to Committee and Council once each on the same issue. Typographic error noted in clause 39 where it should reference clause 38, not 36. Insert definition of Mayor as Head of Council Moved by: K. Smail seconded by: M. Barrett that Committee recommend that Council adopt the amended procedural by-law. Page 2 of7

3 The Procedural By-law with edits listed above will come forward to Council at the Regular Meeting of December 15th. b) Draft Committee Terms of Reference Committee discussed the draft Committee Terms of Reference by-law which outlines structure, representation and practices of Committees of Council, appointment procedures, honourariums and terms of reference. Members discussed whether public advisory members appointed to the Administration and Finance Committee of the Whole and the Public Works, Environmental Services and Facilities Committee of the Whole should be voting or non-voting members. It was the consensus of Committee that public members appointed to these committees are non-voting advisory members and that this stipulation be clearly relayed to and understood by interested applicants prior to appointment. Committee discussed appointing family members of Council to Committees as well as the four year term requirement. The consensus of Committee was to disallow the appointment of family members but to allow public appointees to be appointed for a shorter term, if desired. Moved by: G. Morrell seconded by: K. Smail that Committee recommend that Council adopt the Committee Terms of Reference. The Committee Terms of Reference By-law will come forward to Council at the Regular Meeting of December 15th. c) Outdoor Skating Rink Proposal- Cardinal Committee requested staff input. The CAO/Cierk requested time to investigate required insurance coverage and risk mitigation for this type of facility prior to advising Council regarding approval of the request. Committee discussed potential issues with flooding the ice and particularly expressed concern with the use of the Olympia outside of the lngredion Centre. The general consensus of Committee was to approve the request in principle and await a staff report to be provided at the Regular Council meeting on December 15th prior to granting full approval of the request. 7. Action/Information Items a) Curbside Collection of Solid Waste & Recyclables Contract Page 3 of7

4 It was the consensus of members to maintain the current bag limit at 1 0 per household per week so long as no increases to the costs provided in the proposals would result. Staff outlined the advantages of awarding the contract to the second lowest bidder Progressive Waste Solutions Inc. (formerly BFI) as they have provided satisfactory service over the past 12 years, maintaining the current contractor will not result in service disruptions or changes for residents and a new truck will be purchased by the proponent for use during the contract. Moved by: K. Smail seconded by: M. Barrett that Committee recommend that Council award the curbside collection of solid waste and recyclables to Progressive Waste Solutions Inc. and direct staff to prepare and enter into a contract agreement with Progressive Waste Solutions Inc. for provision of these services. b) Approve Minutes of Settlement- Nationview Golf Course Inc. Committee discussed the approval process. Moved by: P. Taylor seconded by: G. Morrell that Committee recommends that Council approve the Minutes of Settlement for roll number (Nationview Golf Course) received on November 5, c) Appoint Insurance Broker of Record Moved by: K. Smail seconded by: G. Morrell that Committee recommend that Council extend the Broker of Record appointment until December 31, d) OCIF Formula-Based Funding Contribution Agreement Committee discussed spending restrictions as funds may only be spent of municipal infrastructure such as water & sewer lines and infrastructure, roads and bridges. Moved by: M. Barrett seconded by: G. Morrell that Committee recommends that Council consider a by-law to authorize entering into a Contribution Agreement with the Ministry of Agriculture, Food and Rural Affairs for the Ontario Community Infrastructure Fund - Formula-Based Allocation Notice. e) Appoint Signing Officers Page 4 of7

5 Moved by: G. Morrell seconded by: K. Smail that Committee recommends that Council appoints the Treasurer, and in his/her absence, the Chief Administrative Officer; and either the Mayor or Deputy Mayor as signing officers for the Corporation of the Township of Edwardsburgh/Cardinal at the Royal Bank of Canada and authorizes the Mayor and Clerk to sign the RBC Ontario Resolution re Bankers and Signing Officers. f) Works in Progress Moved by: M. Barrett seconded by: K. Smail that Committee recommends that Council direct the Treasurer to carry forward the funds for the following Works in Progress to continue to be funded in 2015: Community Improve Plan (CIP) Program Grants Town Hall Accessibility Renovations Fire Department Equipment Scott Road Waste Site Closure & Creation of Transfer Station g) ECBA Advertising Agreement- lngredion Centre $36,000 $27,000 $60,000 $87,000 Deputy Mayor Taylor left the table and did not participate in discussions or vote on the matter. Moved by: K. Smail seconded by: G. Morrell that Committee recommends that Council authorizes the Mayor and Clerk to enter into an agreement with the ECBA for a term of 1 year in regards to advertising at the lngredion Centre. h) UCLG Official Plan Committee received a staff report on the proposed UCLG Official Plan. Committee discussed potential concerns relating to its content of the Counties draft Official Plan. It was requested that this item come forward for further discussion and direction to the Mayor in January. i) Appoint Integrity Commissioner This item was tabled to allow for more information to come forward as Bill 8 (an Act to promote public sector and MPP accountability and transparency by enacting the Broader Public Sector Executive Compensation Act, 2014 and amending various Acts) passes through the Legislature. j) Year in Review Page 5 of7

6 The information was received by members. 8. Council Inquires/Notices of Motion Councillor Morell requested that an item from the December 2nd correspondence package with regards to the Age-Friendly Communities Planning Guide and Grant be brought forward for further discussion on December 15th. 9. Question Period Questions were received with respect to garbage collection and the provision of electronic agenda packages. 10. Closed Session MINUTES IN CAMERA MEETING COMMITTEE OF THE WHOLE CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH/CARDINAL SPENCERVILLE MUNICIPAL OFFICE MONDAY, DECEMBER 8, 2014 Present: Staff: Mayor Pat Sayeau, Chair Deputy Mayor Peggy Taylor Councillor Michael Barrett Councillor Gerry Morrell Councillor Karie Smail Debra McKinstry, GAO/Clerk Sheena Earl, Deputy Clerk Moved by: P. Taylor seconded by: G. Morrell that Committee proceeds into Closed Session at 9:47pm in order to discuss a matter pertaining to personal matters about an identifiable individual, including municipal or local board employees specifically : Citizen of the Year Award & Minutes of September 15, 2014 Closed session. Committee recessed for a few moments to clear the Chamber. a) Citizen of the Year Award Committee discussed the two nominations received for the Citizen of the Year award. b) Minutes of Closed Meeting- September 15, 2014 Page 6 of7

7 Minutes of the closed session of September 15, 2014 were reviewed. Moved by: P. Taylor seconded by: G. Morrell that the closed meeting does now adjourn and the open meeting of Committee of the Whole does now resume at 9:58p.m. Moved by: P. Taylor seconded by: K. Smail that the minutes of the closed session of September 15, 2014 be approved by Committee. Mrs. Sheila Fawcett was selected as the 2014 Citizen of the Year. 11. Adjournment Moved by: K. Smail that the meeting adjourn at 10:00 p.m. These minutes were approved by open Council this 15th day of December, Chair Page 7 of7