NOTICE AND AGENDA. 7. DEVELOPMENT SERVICES: Michael Otis, Manager of Development Services - Verbal and Written Reports. 7.1 Departmental Update p 1-5

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1 NOTICE AND AGENDA For the Township of Rideau Lakes Municipal Services Committee (Public Works/Planning/Community & Leisure Services) Monday, July 10, :00 P.M. 1. Call to Order 2. Roll Call 3. Emergency Additions to Agenda 4. Adoption of Agenda 5. Declaration of Pecuniary Interest & General Nature Thereof 6. DELEGATIONS: None 7. DEVELOPMENT SERVICES: Michael Otis, Manager of Development Services - Verbal and Written Reports 7.1 Departmental Update p PUBLIC WORKS 8.1 ROADS: Dan Chant, Roads Coordinator - Verbal and Written Reports Roads Progress Report p MUNICIPAL PROPERTIES: Michelle Jones, Manager of Facilities and Environmental Services - Verbal and Written Report Municipal Properties Update p Community Halls EOI Report p ENVIRONMENTAL SERVICES: Michelle Jones, Manager of Facilities and Environmental Services Verbal and Written Reports Environmental Services Update p COMMUNITY AND LEISURE SERVICES: Susan Dunfield, Manager of Community and Leisure Services 9.1 Minutes/Recommendations of Municipal Committees Joint Hall Board Sub-Committee Meeting Minutes/Action Item Listing - July 5, 2017 p Joint Recreation Sub-Committee Meeting Minutes/Action Item Listing - July 5, 2017 p 25-30

2 10. ADMINISTRATION: Mike Dwyer, CAO Verbal and Written Reports 10.1 Proposed Canada150 Parks and Recreation Fund p BUSINESS ARISING: None 12. CORRESPONDENCE: p Ainley Graham & Associates Limited: Request for Exemption from Noise By-Law 12.2 Metroland Media: Lombardy Fair 150th Feature Advertising Request 12.3 Make a Wish: Request for Advertising 12.4 South Crosby Recreation Committee: Thank you for consideration of request for matching dollar funding 12.5 Township of Edwardsburg Cardinal: 400 Series of Highways 13. NEW BUSINESS 13.1 Consent to Attend Events 13.2 Mayor Holman s Comments 14. Questions from the Press 15. Questions from the Public re Agenda Items 16. Close Meeting: As per Section 239(2) of the Municipal Act 16.1 Closed Session Meeting Minutes: Municipal Services Committee (GG) June 12, Section 239 (2) (f): advice that is subject to solicitor-client privilege, including communications necessary for that purpose 17. Open Meeting 18. Mayor Holman s Report re Closed Meeting 19. Resolution re Closed Meeting 20. Resolution to Confirm Proceedings: Committee Meeting July 10, Adjournment

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16 14 The JOINT HALL BOARD SUB-COMMITTEE held a Meeting at the Municipal Office in Chantry on Wednesday, July 5, 2017 Chair Mayor Holman called the meeting to order at 2:00 p.m. Roll Call was taken and the following Council Members were in attendance: Mayor Ron Holman, Councillors Jeff Banks, Rob Dunfield, Claire Gunnewiek and Bob Lavoie. Councillor Cathy Monck was absent with prior notice. Also in attendance were Mary Ellen Truelove, Clerk; Susan Dunfield, Manager of Community & Leisure Services; and Michelle Jones, Manager of Facilities and Environmental Services. Mayor Holman asked if anyone had any emergency additions to the agenda and none were noted. Moved By: Councillor Lavoie Seconded By: Councillor Dunfield To pass a Resolution that; The agenda be approved and adopted as presented. Carried: Mayor Holman asked if anyone had a declaration of pecuniary interest and the general nature thereof and none were noted. BUSINESS ARISING: A copy of the Joint Hall Board Action Items listing dated June 29, 2017 was presented to Members. Committee and Staff reviewed all items listed on the Joint Hall Board Action Item Listing. RECOMMENDATION # Moved By: Councillor Gunnewiek Seconded By: Councillor Lavoie To pass a Resolution that; WHEREAS a copy of the previous Joint Hall Board Action Items listing was presented to Committee to be updated; NOW THEREFORE the Joint Hall Board Sub-Committee updates said Action Items listing as noted by removing the completed items. Carried:

17 Joint Hall Board Sub-Committee Page 2 of 7 Wednesday, July 5, MINUTES: The following minutes were read as distributed to Committee: Elgin Municipal Complex Hall Board Meeting: May 19, 2017 Morton Community Hall Board Meetings: May 18 and June 20, 2017 Newboro Hall Board Meeting: February 21, 2017 Newboro Hall Board/Recreation Committee/Beautification Committee/Canada Day Committee Meeting: May 23, 2017 Portland Community Hall Board Meetings: May 10 and June 14, 2017 RECOMMENDATION # Moved By: Councillor Dunfield Seconded By: Councillor Gunnewiek To pass a Resolution that; The Joint Hall Board Sub-Committee Recommends to the Municipal Services Committee (Public Works) that the following Minutes be acknowledged: Elgin Municipal Complex Hall Board Meeting: May 19, 2017; Morton Community Hall Board Meetings: May 18 and June 20, 2017; Newboro Hall Board Meeting: February 21, 2017; Newboro Hall Board/Recreation Committee/Beautification Committee/Canada Day Committee Meeting: May 23, 2017; Portland Community Hall Board Meetings: May 10 and June 14, Carried: ACTION ITEMS FOR CONSIDERATION: Morton Community Hall Board May 18, 2017 RECOMMENDATION # Moved By: Councillor Gunnewiek Seconded By: Councillor Monck To pass a Resolution that; WHEREAS at the Morton Community Hall Board Meeting held May 18, 2017 Recommendations were passed for Township consideration;

18 Joint Hall Board Sub-Committee Page 3 of 7 Wednesday, July 5, NOW THEREFORE the Joint Hall Board Sub-Committee recommends to the Municipal Services Committee (PW) that: Recommendation # That the Township provide 4 additional picnic tables, two recycling bins with bags, the 10 X 15 blue tent and three road barriers for August 20 th ; Be referred to Municipal Properties Staff; Recommendation # That the Township provide No Smoking signs depicting the number of feet away from the community hall that should be honoured; Be added to the Action Item List to be reviewed by Staff for implementation in all halls. Carried: Morton Community Hall Board Meeting: June 20, 2017 RECOMMENDATION # Moved By: Councillor Gunnewiek Seconded By: Councillor Dunfield To pass a Resolution that; WHEREAS at the Morton Community Hall Board Meeting held June 20, 2017 action items for Township consideration were brought forward; NOW THEREFORE the Joint Hall Board Sub-Committee recommends to the Municipal Services Committee (PW) that Recommendation ACTION ITEMS 1) A sign for outside bulletin board showing details of how to rent the hall; Add to Action Item Listing for consideration - Staff to review; 2) Health & safety: the downstairs needs a thorough cleaning and removal of cobwebs/a light at entrance/dehumidifier not emptying through hole in the floor/evestrough needs to be extended beyond entry as the soil is soft and spongy. Windows screens needed on east side windows and one needs replacing; Add to Action Item Listing for Staff to review; 3) That a defibrillator be purchased for Morton Hall considering the age of most of our attendees. Sue Dunfield said there is a possibility that the hall

19 Joint Hall Board Sub-Committee Page 4 of 7 Wednesday, July 5, through the County may be eligible for this purchase if they are involved in another grant opportunity; Add to Action Item Listing for consideration in 2018 Budget Staff to review; 4) To investigate the Briar Hill township sign for deterioration; No Action; 5) To look into having the unpainted area painted on the Judd St. side of the building; Staff advised this is on 2017 Work Order for Municipal Properties Crew; 6) Request the landscape crew cut a wider area around the post office box - especially behind the box and planters; Add to Action Item Listing for Staff to review/investigate; 7) Township staff to rake the mounds of gravel in the parking lot left over from Winter; No Action; 8) That Township please to co-ordinate with upcoming hall activities re timing of roof work - Canada 150 Picnic August 20 and Small Halls Sept. 17; No Action Staff already coordinating; 9) Provide a lock on the existing chain for the bench at the dam site with Jim's and Peter's assistance; Councillor Gunnewiek to purchase lock and provide invoice to Staff. Carried: Newboro Hall Board Meeting: February 21, 2017 RECOMMENDATION # Moved By: Councillor Lavoie Seconded By: Councillor Banks To pass a Resolution that; WHEREAS at the Newboro Hall Board/Recreation Committee/Beautification Committee/Canada Day Committee Meeting held February , a recommendation was passed for Township consideration:

20 Joint Hall Board Sub-Committee Page 5 of 7 Wednesday, July 5, NOW THEREFORE the Joint Hall Board Sub-Committee recommends to the Municipal Services Committee (PW) that: Recommendation #2-February Request Township to install new light fixtures in the hall. Township representative Sue Dunfield instructed Keitha Burtch the Hall Board Chair to contact Brian Bond, a local electrician to give the hall board members a quote to present to township; Newboro Hall Board be requested to obtain quotes and provide to the Township for review as per the procurement By-Law. Carried: Newboro Hall Board/Recreation Committee/Beautification Committee/Canada Day Committee Meeting: May 23, 2017 RECOMMENDATION # Moved By: Councillor Gunnewiek Seconded By: Councillor Dunfield To pass a Resolution that; WHEREAS at the Newboro Hall Board/Recreation Committee/Beautification Committee/Canada Day Committee Meeting held May 23, 2017 Recommendations for Township consideration were brought forward; NOW THEREFORE the Joint Hall Board Sub-Committee recommends to the Municipal Services Committee (PW) that: Recommendation #1-May Request to have Township make arrangements to have the stage painted; Completed; Recommendation #2-May Request to have Township come up with a solution for the community board at the postal boxes, with some kind of Plexiglass to secure papers; Referred to Staff to be fixed. Carried:

21 Joint Hall Board Sub-Committee Page 6 of 7 Wednesday, July 5, Portland Community Hall Board Meeting: June 14, 2017 RECOMMENDATION # Moved By: Councillor Dunfield Seconded By: Councillor Gunnewiek To pass a Resolution that; WHEREAS at the Portland Community Hall Board Meeting held June 14, 2017, recommendations were passed for Township consideration; NOW THEREFORE the Joint Hall Board Sub-Committee recommends to the Municipal Services Committee (PW) that: Action Item #1 That the Township respectfully place sod in front of both goals on the main pitch at Kin Park; Be added to the Action Item List to try sodding this fall; Action Item #2 That the middle light on the main soccer pitch that has burnt out be replaced by the Township; Be referred to Staff to have bulb replaced. RECOMMENDATION # Moved By: Councillor Lavoie Seconded By: Councillor Banks To pass a Resolution that; Carried: WHEREAS a copy of the previous Joint Hall Board Action Items listing was presented to Committee and updated; AND WHEREAS Recommendations have been brought forward from the various Hall Board Minutes at this Meeting; NOW THEREFORE the Joint Hall Board Sub-Committee requests that the said Action Items listing be updated as per Recommendations passed on July 5, Carried: CORRESPONDENCE: None

22 Joint Hall Board Sub-Committee Page 7 of 7 Wednesday, July 5, NEW BUSINESS: Volunteer Appointments: RECOMMENDATION # Moved By: Councillor Dunfield Seconded By: Councillor Gunnewiek To pass a Resolution that; The Joint Hall Board Sub-Committee Recommends to the Municipal Services Committee that Pat Evans be appointed to the Portland Community Hall Board. Status of Portland Community Hall: Carried: Michelle Jones, Manager of Facilities and Environmental Services, provided Committee with a verbal update on repairs that are required at the Portland Community Hall. Staff were looking for direction regarding whether to have the repairs completed when a decision has not been made regarding the overall status of the hall. Discussion was held and Staff was directed to have the necessary safety issues addressed at the Portland Community Hall. The next Joint Hall Board Sub-Committee meeting is scheduled for Wednesday, September 6, 2017 at 2:00 p.m. Moved By: Councillor Lavoie Seconded By: Councillor Dunfield To pass a Resolution that; This Meeting do now adjourn at 3:10 p.m. Carried: Ronald Holman Mayor Mary Ellen Truelove Clerk

23 JOINT HALL BOARD - ACTION ITEM LISTING Updated - JHB July 5, REFERENCE ITEM RESPONSIBILITY STATUS MSC JHB D October 23, 2009 EMC - MP to look at drainage pipes & basin June 25, 2012 Morton - Township to research the possibility of selling the empty "rink" property with sale proceeds to go to Morton Hall. July 21, 2014 Michelle Mike D. eavestroughs reviewed & big o added (west); further review required during Main St rehab Council direction required in 2017 Budget? No No 2018 COMMENTS Hold for parking lot expansion with County, Main St hold for discussion w Rideau Waterway Land Trust JHB EMC - Provide preliminary plans for the development of the property purchased for parking lot expansion Michelle/ Brittany No Proposed prelim plans are complete, waiting on plans for Main St November 19, 2014 JHB NC - paint exterior of hall Michelle On the work plan for 2017 Yes Fall 2017 March 12, 2015 JHB Newboro - install transparent protective covering over bulletin board at post office boxes Michelle Not required No Page 1 of 4

24 JOINT HALL BOARD - ACTION ITEM LISTING Updated - JHB July 5, REFERENCE ITEM RESPONSIBILITY STATUS JHB JHB JHB JHB September 29, 2015 All Halls - staff be requested to do an inventory of our halls for required accessible doorways and other requirements under the Accessibility for Ontarians with Disabilities Act as of today and report back to the Joint Hall Board Sub-Committee at their next meeting any deficiencies and cost implications for the 2016 budget JHB Jan 20 - MSC Feb Elgin Municipal Complex - Interlocking stones in "Elgin Square" be examined in the spring for upheavals and if necessary, staff tamp down & repair JHB May 25 - MSC June 13, 2016 NCCC - that the Township be requested to add 4 to 8 additional split circuit outlets along the community hall walls within the hall. JHB Sept 21 - MSC Oct 11, 2016 NCCC - review locking mechanism for door between hall & washroom in 2017 Budget? Michelle In Progress No Proposed Michelle Michelle Michelle Removed & repaired a section at Main St entrance fall 2016; reviewed in April 2017; will continue to monitor On the work plan for 2017 On the work plan for 2017 No Yes Yes 2018 COMMENTS Report is being created and will be presented upon completion met with electrician, no interior walls so lines will be exposed, are 2-3 more on east wall only adequate? to install a deadbolt to eliminate access from hallway to main hall Page 2 of 4

25 JOINT HALL BOARD - ACTION ITEM LISTING Updated - JHB July 5, REFERENCE ITEM RESPONSIBILITY STATUS JHB May 2 - MSC May 8, 2017 in 2017 Budget? 2018 COMMENTS JHB Elgin - That an additional light on the pole closest to the main road be placed on the work plan for Michelle On the work plan for 2017 JHB North Crosby - That the Township repair/replace the weather stripping at the front door. Michelle On the work plan for 2017 JHB Morton - That Staff investigate the steps to the outside stairs (slippery) and the tiles in the men's washroom (tripping hazard). Michelle pressure washed June 30, will be painted w textured product when weather permits Page 3 of 4

26 JOINT HALL BOARD - ACTION ITEM LISTING Updated - JHB July 5, REFERENCE ITEM RESPONSIBILITY STATUS Portland Community Hall in 2017 Budget? 2018 COMMENTS JHB JHB Mar 22 - MSC Apr 11 That Township staff replace the existing light at the external washroom doors in the alley and at emergency exit with a motiondetector light. Michelle On the work plan for 2017 Yes light purchased, will be lowered and replaced by electrian JHB JHB Nov 16 - MSC Dec 12 Install a separate 120 Volt receptacle in kitchen Michelle On the work plan for 2017 Yes $500 - do we wish to spend $500 for this install? JHB Mar 1 - MSC Mar 27 Follow up with plan for replacing all downstairs hall lights with LEDs & future replacing of all hall lights with LEDs Michelle No Future consideration once future of hall is determined JHB May 2 - MSC May 8 Repairs/Replacement of the rotting boards at entrance of the hall be on the 2017 work plan and the retaining walls/rotting flower beds be monitored Michelle on the work plan for 2017 will monitor retaining wall/flower beds JHB May 2 - MSC May 8 Replacement of the weather stripping on the back door in the downstairs Michelle On the work plan for 2017 JHB May 2 - MSC May 8 Staff to investigate having an electrician review the electrical capabilities within the hall in preparation of the Small Halls Festival, in particular the stage and upstairs hall. Michelle Completed May 5 6 outlets on/at the stage, 3 sole breakers, 15 amp, should be more than adequate Page 4 of 4

27 25 The JOINT RECREATION SUB-COMMITTEE held a Meeting at the Municipal Office in Chantry on Wednesday, July 5, Chair Mayor Holman called the meeting to order at 3:20p.m. Roll Call was taken and the following Council Members were in attendance: Mayor Ron Holman, Councillors Jeff Banks, Rob Dunfield, Claire Gunnewiek and Bob Lavoie. Councillor Monck was absent with prior notice. Also in attendance were Mary Ellen Truelove, Clerk; Susan Dunfield, Manager of Community & Leisure Services; and Michelle Jones, Manager of Facilities and Environmental Services. Mayor Holman asked if anyone had any emergency additions to the agenda and the following additions were noted: Under 10 NEW BUSINESS: ADD 10.3 Signage/Fences at Portland Beach and ADD 10.4 By-Law Policy Statement for Affordable, Accessible Recreation. Moved By: Councillor Banks Seconded By: Councillor Lavoie To pass a Resolution that; The agenda be approved and adopted as amended. Carried: Mayor Holman asked if anyone had a declaration of pecuniary interest and the general nature thereof and none were heard. BUSINESS ARISING: A copy of the Joint Recreation Action Item Listing dated June 29, 2017 was presented to Members. Michelle Jones, Manager of Facilities and Environmental Services, reviewed all items listed on the Joint Recreation Action Item Listing. RECOMMENDATION # Moved By: Councillor Dunfield Seconded By: Councillor Gunnewiek To pass a Resolution that; WHEREAS a copy of the previous Joint Recreation Action Item Listing was presented to Committee to be updated; NOW THEREFORE the Joint Recreation Sub-Committee updates said Action ItemListing as noted by removing the completed item. Carried:

28 Joint Recreation Sub-Committee Page 2 of 4 Wednesday, July 5, MINUTES: The following minutes were read as distributed to Committee: Delta Athletic & Recreational Society Meetings: May 8, 2017 Healthy Kids Community Challenge Meeting: April 27, 2017 Portland Outdoors Meeting: May 4, 2017 Rideau Lakes Birding Group AGM: May 4, 2017 Rural Recreation Association Meetings: April 26, May 24 and June 14, 2017 South Crosby Recreation Committee Meeting: June 6, 2017 Youth Advisory Council Meetings: May 16 and June 12, 2017 RECOMMENDATION # Moved By: Councillor Lavoie Seconded By: Councillor Banks To pass a Resolution that; The Joint Recreation Sub-Committee Recommends to the Municipal Services Committee that the following minutes be acknowledged: Delta Athletic & Recreational Society Meetings: May 8, 2017; Healthy Kids Community Challenge Meeting: April 27, 2017; Portland Outdoors Meeting: May 4, 2017; Rideau Lakes Birding Group AGM: May 4, 2017; Rural Recreation Association Meetings: April 26, May 24 and June 14, 2017; South Crosby Recreation Committee Meeting: June 6, 2017; Youth Advisory Council Meetings: May 16 and June 12, Carried: ACTION ITEMS FOR CONSIDERATION: None NEW BUSINESS: Volunteer Appointments: RECOMMENDATION # Moved By: Councillor Lavoie Seconded By: Councillor Dunfield To pass a Resolution that;

29 Joint Recreation Sub-Committee Page 3 of 4 Wednesday, July 5, The Joint Recreation Sub-Committee Recommends to the Municipal Services Committee that the following individuals be appointed to their respective committees: Portland Outdoors (Skate the Lake): Tracey Battams and Frank Quattrocchi; South Crosby Recreation Committee: Crystal Scott; Youth Advisory Council: Melissa Crump. Elgin Heritage Park Update: Carried: Sue Dunfield, Manager of Community & Leisure Services, provided an Update on Heritage Park in Elgin and provided Committee with the final approved design/plantings. Plans are moving forward, benches have been ordered via the grant from RDHS and the RFP for the Township Grant portion will be advertised this week. Signage/Fencing at Portland Beach: Due to a complaint that was received regarding dogs being on the property, Mary Ellen Truelove, Clerk, provided Committee with photographs of signs located at the Portland Beach. Two signs located on the property are conflicting. The Clerk advised that the Animal Control By-Law does not address No Pets on Township property, but does provide for Public Nuisance, Dogs Running at Large and the clean up of droppings by a dog. Committee discussed the sign that has the wording no pets and the following motion was brought forward: RECOMMENDATION # Moved By: Councillor Dunfield Seconded By: Councillor Gunnewiek To pass a Resolution that; The Joint Recreation Sub-Committee Recommends to the Municipal Services Committee that the sign located at the Portland Beach with the wording no pets be changed to read pets on leash only. Carried: Discussion was held regarding all signage located at the Portland Beach and staff were directed to place a new sign (similar to the harbour signs) on the Action Item Listing for 2018 budget consideration. Discussion was held regarding the fence located on the western side of the Portland Beach property. Staff were directed to contact the adjacent property owner to discuss repairs/straightening required for the fence. By-Law Policy Statement for Affordable, Accessible Recreation: Sue Dunfield, Manager of Community & Leisure Services, provided Committee with a copy of By-Law which adopted a Policy Statement for Affordable, Accessible Recreation within the Township.

30 Joint Recreation Sub-Committee Page 4 of 4 Wednesday, July 5, Discussion was held regarding the need for the Policy to be reviewed and updated. Staff will provide a draft update of the policy at the next Joint Recreation Sub-Committee meeting for review. Other: Sue Dunfield, Manager of Community & Leisure Services, verbally shared 2 pieces of correspondence regarding the Spring Session of Dance and the Canada Day Festivities held at Rideau Vista Public School through the North Crosby Recreation Committee. Thanks were extended to all staff for providing the Dance program and their assistance with Canada Day. The next Joint Recreation Sub-Committee meeting is scheduled for Wednesday, September 6, 2017 following the Joint Hall Board Meeting. Moved By: Councillor Dunfield Seconded By: Councillor Gunnewiek To pass a Resolution that; This Meeting do now adjourn at 4:05p.m. Carried: Ronald Holman Mayor Mary Ellen Truelove Clerk

31 JOINT RECREATION - ACTION ITEM LISTING Updated JRC July 5, REFERENCE ITEM RESPONSIBILITY STATUS JR Jan 20 - MSC Feb In 2017 Budget? 2018 COMMENTS JR JR JR DARS - MP to install 2 new sinks in washrooms JR Sept MSC Oct 11, 2016 North Crosby - consider in 2017 Budget - improvements to the path from the hall to the gazebo North Crosby - consider in 2017 Budget - improvements to the path from the day care to the hall (access for overflow parking) Michelle Work plan 2017 Yes Sue/Michelle Work plan 2017 Yes Sue/Michelle Work plan 2017 Yes JR PARC (Kin Park) - consider in 2017 Budget - installing a sunshade or gazebo by the playground & basketball court Michelle/Sue No Not funded in 2017 JR Nov 16 - MSC Dec 12, 2016 JR PARC - Township to fix light located on the building side at the soccer pitch, middle right light Michelle Work plan 2017 Yes replacing all exterior lights with LED flood lights JR SC - Township to paint new rink boards Michelle Work plan 2017 Yes when weather & permits JR SC - Township to add Elgin Rink concrete pad to Trillium list Sue No Page 1 of 2

32 JOINT RECREATION - ACTION ITEM LISTING Updated JRC July 5, REFERENCE ITEM RESPONSIBILITY STATUS In 2017 Budget? 2018 COMMENTS JR Mar 1 - MSC Mar 27, 2017 JR May 2 - MSC May 8, 2017 No new Action Items No new Action Items Page 2 of 2

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