PRESCOTT TOWN COUNCIL MINUTES. Monday, November 28, :00 p.m. Council Chambers 360 Dibble St. W. Prescott, Ontario

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1 PRESCOTT TOWN COUNCIL MINUTES Monday, November 28, :00 p.m. Council Chambers 360 Dibble St. W. Prescott, Ontario Present Staff Mayor Brett Todd, Councillors Leanne Burton, Teresa Jansman, Fraser Laschinger, Lee McConnell, Mike Ostrander, and Ray Young Pierre Mercier, CAO, Matthew Armstrong, Acting Treasurer, Dan Beattie, Director of Public Works & Infrastructure, Kimberley Casselman, Director of Aministration/Clerk, Jessica Crawford, Finance Administrative Assistant, and Lindsey Veltkamp, Corporate Services Administrative Assistant. 1. Call to Order Mayor Todd called the meeting to order at 6:09 p.m. 1

2 2. Approval of Agenda Motion : Burton, Jansman That the agenda for the Council Meeting of November 28, 2016, be approved as presented. 3. Declarations of Interest - None 4. Presentations 4.1 Verbal Update - Founder's Day, Katie Allard, Tourism & Recreation Coordinator Katie Allard, Tourism & Recreation Coordinator, spoke to the upcoming celebration for Founder s Day. She stated that the second annual Founder s Day celebration, which would honour Prescott s founder s 281 st birthday, would take place on Sunday, December 4, She provided an overview of the event, invited guests, and spoke to the plaque presentations. Mayor Todd thanked Ms. Allard for all her hard work planning and preparing for the event. 5. Delegations - None 6. Minutes of the previous Council meetings 6.1 Regular Council Minutes - October 25, 2016 Motion : Young, Ostrander That the Council minutes of October 25, 2016, be accepted as presented. 6.2 Special Council Minutes - November 14, 2016 Motion : Ostrander, Young That the Special Council minutes of November 14, 2016, be accepted as presented. 2

3 7. Communications & Petitions 7.1 Action Items a. Petition - Prescott Curling Club Motion : McConnell, Ostrander WHEREAS the Council of the Town of Prescott is increasingly concerned at the growing cost of power; and WHEREAS Council agrees that hydro costs represent a burden on everyone including community organizations which provide crucial services to our citizens; and THEREFORE BE IT RESOLVED that Council hereby supports the Prescott Curling Club's petition to the Ontario government and adds its voice to the growing number of municipal governments and community organizations seeking a review of provincial policy on the cost of hydro power in this province; AND FURTHER THAT a copy of this resolution be forwarded to our local MPP Steve Clark, MPP Eleanor McMahon, Minister of Culture, Tourism and Sport, and MPP Glenn Thibeault, Minister of Energy. Councillor McConnell spoke to the motion. He referred to the history of the club, the building, and the power expenses. Discussion was held regarding hydro costs for residents, increase expenses in rural areas, and Rideau St. Lawrence s rates. 7.2 Information Items (under separate cover) Motion : Laschinger, Jansman That the information items under separate cover be received and filed. 1.) Prescott Fire Department Council Report October ) Rotary Club of Prescott Rotary Christmas Hams 3

4 3.) Rotary Youth Exchange Report from Catherine Demers 4.) Municipal Property Assessment Corporation 2016 Assessment Update Notices for Farm and Business Properties. 5.) United Counties of Leeds and Grenville Media Release 6.) Ontario Good Roads Association re: 2017 Annual Conference 7.) Ministry of Community Safety and Correctional Services letter re: Strategy to End Human Trafficking. 8.) Ministry of Finance letter re: Ontario Municipal Partnership Fund 9.) Town of Latchford resolution re: Funding for Ontario s Intensive Therapy Funding/Services for Children with Autism 10.) Township of Zorra resolution re: Autism Spectrum Disorder 11.) Town of Pelham resolution re: Improving Ontario s Intensive Therapy Funding s/services for Children with Autism 12.) Township of North Frontenac resolutions re: Request for Support for Ontario s Electrical Bills 13.) Town of Latchford resolution re: Debt Incurred from the 2015 Pan AM and PARAPAN AM Games 14.) Township of Bonfield resolution re: Debt Incurred from the 2015 PAN AM and PARAPAN AM Games 15.) Township of South-West Oxford resolution re: Elimination of Barriers to Employment Opportunities for CCA s 8. Committee Reports 8.1 Committee of the Whole Report November 7, 2016 Motion : Jansman, Burton That the Committee of the Whole minutes dated November 7, 2016, be accepted as present. 8.2 Council Code of Conduct Motion : Jansman, Burton That Council approve the Council Code of Conduct and By-Law , being a by-law to establish a Code of Conduct for Council. 9. Mayor Mayor Todd spoke to the recent Chinese Delegation visit. He thanked staff and Katie Allard for all the preparations and guests who attended the event. He discussed next steps and potential business opportunities. 4

5 Mayor Todd spoke to the Grand Opening of Dr. Holmes new location on Friday, November 25, and his attendance at the Ashley Furniture store s ribbon cutting on Saturday, November Outside Boards, Committees and Commissions Councillor Burton congratulated the Prescott Fire Department on their successful Light up the Night parade held on Friday, November 18. She spoke to the Prescott Youth Centre s hours and programs offered. She spoke to her attendance at the grand opening of Luxe Boutiques, and her attendance at the first meeting for the Business Showcase & Expo. She thanked town staff for their work regarding the Chinese Delegation. Councillor Jansman spoke to her recent attendance at the Leeds, Grenville and Lanark District Board of Health meeting on November 17. Councillor Laschinger spoke to a visitation on October 26 at the Forwarders Museum. He spoke to his attendance on November 5 at the Harbour Lights square dance fundraiser, Shakespeare Board meeting on November 28, the Prescott Cemetery Board of Management meeting on November 17, and the St. Lawrence Academy Board meeting on November 17. Councillor McConnell spoke to his attendance at the Library Board meeting on November 8, the Prescott Youth Centre s meeting on November 10, decorating the Town s float for the Light up the Night parade on November 17, Dr. Holmes grand opening on November 25, St. Lawrence Lodge meeting on November 22, the Chinese Delegation on November 26, and viewing the Canadian Pacific Christmas Train on November 27. Councillor Ostrander spoke to his attendance at the South Grenville Chamber Awards on November 22 and the grand opening of Dr. Holmes new facility on November 25. He referenced the upcoming Cookie Walk on December 10, a Walker House bus trip on December 14, and the South Grenville Chamber of Commerce meeting being held on December 15. He stated that King s Kitchen would be holding their Christmas dinner on Wednesday, December 14. Councillor Young congratulated the Prescott Fire Department on their Light Up the Night parade on November 18. He spoke to the Prescott Fire Department Council Report for October. Discussion was held regarding an incident that took place at 440 Dibble Street West. The Prescott Fire Department was called out due to concerns of a cat stuck on the roof at the property. 5

6 11. Staff 11.1 Staff Report Integrity Commissioner Motion : Young, Ostrander That Council appoint Mr. John Simpson LLB as the interim Integrity Commissioner in order to ensure full implementation of the Code of Conduct and further direct the CAO to proceed with a process leading to the selection of an Integrity Commissioner to be appointed for the balance of the term of Council. It is further recommended that the appointment of the Integrity Commissioner, who will serve to the end of the term of Council, be managed by the CAO in order to maintain an arms-length distance from Council. Pierre Mercier, CAO, spoke to the report. He stated that staff was recommending the appointment of Mr. John Simpson LLB, until an RFP was issued. He provided an overview of what the RFP would entail. Discussion was held regarding the consideration of Mr. John Simpson as a permanent candidate Staff Report Records Retention By-law Motion : Jansman, Burton That Council receive this report as information and approve By-Law , being a by-law to provide a schedule of retention periods for the records of the Corporation of the Town of Prescott. Kimberley Casselman, Clerk, provided Council with an overview of the report. She stated that staff was looking forward to proceeding with the records management project. She thanked Councillor Laschinger for providing suggestions on some of the retention periods in the by-law. Discussion was held regarding wording of burial certificates, scanning that had been completed in the past, and steps for moving forward. 6

7 11.3 Staff Report Financial Status October 2016 Motion : Jansman, Burton That Council receive the attached Financial Operating Budget, Capital Budget, Reserve Funds and Long Term Debt Reports for October 31, 2016 for information purposes. Matthew Armstrong, Acting Treasurer, provided an overview of the report. Discussion was held regarding an update on St. Lawrence Street and staff providing a further update at an upcoming meeting Presentation Operations Budget - Administration & Protective Services Matthew Armstrong, Acting Treasurer, presented the Administration & Protective Services budget. Discussion was held regarding conference and membership fees, staff training fees, cleaning services for all buildings, the option of increasing the fee for assisting outside municipalities with fire calls, and contracting for residential landscaping services. Staff was directed to initiate fire agreements with neighbouring municipalities. 12. Resolutions - None 13. By-laws 13.1 Records Retention Motion : Laschinger, Jansman That By-Law , being a by-law to provide a schedule of retention periods for the records of the Corporation of the Town of Prescott, be read a first and second time. Motion : Laschinger, Jansman That By-Law , being a by-law to provide a schedule of retention periods for the records of the Corporation of the Town of Prescott, be read a third time, passed and signed by the Mayor and Clerk. 7

8 13.2 Council Code of Conduct Motion : Jansman, Burton That By-Law , being a by-law to establish a Code of Conduct for Council, be read a first and second time. Motion : Jansman, Burton That By-Law , being a by-law to establish a Code of Conduct for Council, be read a third time, passed and signed by the Mayor and Clerk. Pierre Mercier, CAO, provided an overview of the changes to the proposed Code of Conduct. He thanked Councillor Laschinger for his suggestions and stated that the document had been reviewed by the Town s legal counsel. Discussion was held regarding the upcoming changes to the Municipal Act which make having a Code of Conduct mandatory. Further discussion was held regarding the changes to the wording in section Emergency Management Program Motion : Young, Ostrander That By-Law , being a by-law to establish an Emergency Management Program for the Corporation of the Town of Prescott, be read a first and second time. Motion : Young, Ostrander That By-Law , being a by-law to establish an Emergency Management Program for the Corporation of the Town of Prescott, be read a third time, passed and signed by the Mayor and Clerk. 8

9 Pierre Mercier, CAO, stated that this by-law was a housekeeping issue. He spoke to the Emergency Management Program Committee appointments, the revisions of the 2011 by-law, and the need for two members of Council to sit on the committee which could be determined at a later date. 14. New Business Mayor Todd spoke to recent Edwardsburg/Cardinal Waste Water negotiations. Pierre Mercier, CAO, spoke to the meeting he attended with the CAO of Edwardsburg/Cardinal on November 24. He stated that he was hopeful that he would be able to bring back more information to the next Committee of the Whole meeting on December 5. Discussion was held regarding arbitration and potential options. 15. Notices of Motion - None 16. Mayor s Proclamation None 17. Period for Media Questions Dylan Dyson, Coast FM, asked for clarification about the compensation of the newly appointed Integrity Commissioner. Pierre Mercier, CAO, stated that the Integrity Commissioner would not be a permanent employee and would be used on an as needed basis. He added that there was no fee to retain the Integrity Commissioner. 18. Closed Session None 19. Rise and Report - None 9

10 20. Confirming By-Law Motion : Ostrander, Young That By-Law , being a by-law to confirm the proceedings of the Council meeting held on November 28, 2016, be read a first and second time. Motion : Ostrander, Young That By-Law , being a by-law to confirm the proceedings of the Council meeting held on November 28, 2016, be read a third time, passed and signed by the Mayor and Clerk. 21. Adjournment Motion : McConnell, Ostrander That the meeting adjourns to Monday, December 19, 2016 at 7:00 p.m. (Time: 9:00 p.m.). Original Signed By Original Signed By Mayor Clerk 10