3-8 (a) Approval of the Special Council Meeting minutes of May 31, 2017 and the Regular Council Meeting minutes of June 6, 2017

Transcription

1 TOWNSHIP OF CRAMAHE COUNCIL MEETING DATE: JUNE 20, 2017 TIME: PLACE: 7:00 PM COUNCIL CHAMBERS Page 1. CALL TO ORDER 2. INTRODUCTION OF ADDENDUM ITEMS 3. CONFIRMATION OF AGENDA 4. DISCLOSURES OF PECUNIARY INTEREST 5. ADOPTION OF MINUTES 3-8 (a) Approval of the Special Council Meeting minutes of May 31, 2017 and the Regular Council Meeting minutes of June 6, ADOPTION OF PROCEEDINGS OF THE COUNCIL IN COMMITTEE MEETING 7. OUTSIDE RESOLUTIONS - REQUEST FOR ENDORSEMENT 9 (a) Municipality of Brockton, Oppose amendments to Conservation Authorities Act (b) United Counties of Leeds and Grenville, Reduced speed on 400 series highways 8. ITEMS FOR DIRECTION 9. ITEMS OF INFORMATION 12 (a) Building Dept. - Month end building report for May, 2017

2 COUNCIL MEETING JUNE 20, MINUTES OF BOARDS AND COMMITTEES (a) Library Board Meeting Minutes - September 2016, October 2016, November 2016, December 2016, January 2017, February 2017, March 2017, April OTHER BUSINESS 12. BY-LAWS (a) By-law , Water Rates (b) By-law , Wastewater Rates 13. CONFIRMATORY BY-LAW (a) , Confirmatory 14. MOTION TO ADJOURN 15. PRESS QUESTION PERIOD 16. PUBLIC/GALLERY QUESTION PERIOD Page 2 of 34

3 Township of Cramahe Special Council Minutes May 31, 2017 Minutes of a regular meeting of Council held on Wednesday, May 31, 2017 at 10:00 AM, in the Council Chambers ROLL CALL Present Were: Mayor M. Coombs Deputy-Mayor S. Arthur Councillor D. Clark - absent Councillor T. Gilligan Councillor E. Van Egmond Also Present: Director of Corporate Services/Clerk, J. Oram Treasurer, N. Leach-Bihun CALL TO ORDER Mayor Coombs called the meeting to order at 10:00 a.m. CONFIRMATION OF AGENDA Resolution # Moved by Councillor Gilligan Seconded by Deputy Mayor Arthur THAT the agenda be approved as printed. DISCLOSURES OF PECUNIARY INTEREST None ITEMS FOR DIRECTION TREA 12-17, Tax Rate By-law Revision Resolution # Moved by Councillor Gilligan Seconded by Deputy Mayor Arthur THAT a By-Law be prepared for Council consideration to remove Section 2 and 3 and Schedule A from By-Law and replace it with the attached Section 2 and 3 and Schedule A. Approval of the Special Council Meeting minutes of May 31, 2... Page 3 of 34

4 Special Council Minutes Wednesday, May 31, 2017, BY-LAWS , Revised Tax Rates Resolution # Moved by Councillor Gilligan Seconded by Deputy Mayor Arthur THAT By-law be read a first, second and third time and finally passed this 31st day of May, CONFIRMATORY BY-LAW Resolution # Moved by Councillor Van Egmond Seconded by Councillor Gilligan THAT By-law be read a first, second and third time and finally passed this 31st day of May, MOTION TO ADJOURN Resolution # Moved by Councillor Van Egmond THAT the meeting adjourn at 10:05 a.m. Seconded by Councillor Gilligan MAYOR, Marc Coombs CLERK, Julie Oram Approval of the Special Council Meeting minutes of May 31, 2... Page 4 of 34

5 Township of Cramahe Council Minutes June 6, 2017 Minutes of a regular meeting of Council held on Tuesday, June 6, 2017 at 08:32 PM, in the Council Chambers ROLL CALL Present Were: Mayor M. Coombs Deputy Mayor S. Arthur Councillor D. Clark Councillor T. Gilligan Councillor E. Van Egmond Also Present: CAO/Deputy Clerk, C. Brooks Director of Corporate Services/Clerk, J. Oram Manager of Operations, J. Hoskin Planning Coordinator, H. Katyal CALL TO ORDER Mayor Coombs called the meeting to order at 8:32 p.m. CONFIRMATION OF AGENDA Resolution # Moved by Deputy Mayor Arthur Seconded by Councillor Clark THAT the agenda be approved as presented. DISCLOSURES OF PECUNIARY INTEREST None ADOPTION OF MINUTES Resolution # Moved by Councillor Van Egmond Seconded by Councillor Gilligan THAT the regular Council Meeting minutes of May 16, 2017, be approved as printed. Approval of the Special Council Meeting minutes of May 31, 2... Page 5 of 34

6 Council Minutes Tuesday, June 06, 2017, ADOPTION OF PROCEEDINGS OF THE COUNCIL IN COMMITTEE MEETING Resolution # Moved by Councillor Gilligan Seconded by Councillor Van Egmond THAT the following items from the proceedings of the Committee of Council meeting held on June 6, 2017, be received: OPER 06-17, Award of Snowplow Tender OPER 07-17, Little Lake Pit Excavation OUTSIDE RESOLUTIONS - REQUEST FOR ENDORSEMENT Canton de Champlain Township, request for support dated May 16, 2017 regarding Wind turbines Resolution # Moved by Councillor Van Egmond Seconded by Councillor Gilligan THAT the Canton de Champlain Township request dated May 16, 2017 be received and filed. Town of Shelburne, "Hero Tree" planting challenge, resolution dated May 15, 2017 Resolution # Moved by Councillor Clark Seconded by Councillor Gilligan THAT the Town of Shelburne request dated May 15, 2017 be received and filed. ITEMS FOR DIRECTION Request from George DePaepe, dated May 4, 2017 (attachment provided under separate cover) Resolution # Moved by Deputy Mayor Arthur Seconded by Councillor Gilligan THAT the request from George DePaepe, dated May 4, 2017, regarding an outstanding amount owed to the Township, be referred to staff for further information, that would include original costs plus interest. Approval of the Special Council Meeting minutes of May 31, 2... Page 6 of 34

7 Council Minutes Tuesday, June 06, 2017, ITEMS OF INFORMATION Ministry of Municipal Affairs and Ministry of Housing - Residential Tenancies Act, Update on Ministry Plans, dated May 12, 2017 Resolution # Moved by Councillor Van Egmond Seconded by Councillor Gilligan THAT the Ministry of Municipal Affairs and Ministry of Housing - update on Residential Tenancies Act, dated May 12, 2017, be received and filed. Lower Trent Conservation 2016 Annual Report Resolution # Moved by Councillor Van Egmond Seconded by Councillor Gilligan THAT the Lower Trent Conservation Authority 2016 Annual Report be received and filed. Canadian Pacific 2017 Vegetation Control Process, letter dated April 26, 2017 Resolution # Moved by Councillor Van Egmond Seconded by Councillor Gilligan THAT the Canadian Pacific 2017 Vegetation Control Process, dated April 26, 2017, be received and filed. MINUTES OF BOARDS AND COMMITTEES Cramahe Community Policing Meeting minutes of January 18, 2017 and March 15, 2017 Resolution # Moved by Councillor Gilligan Seconded by Councillor Van Egmond THAT the Cramahe Community Policing Meeting minutes of January 18, 2017 and March 15, 2017 be received. Heritage Cramahe Meeting minutes, March 23, 2017 Resolution # Moved by Deputy Mayor Arthur Seconded by Councillor Clark THAT the Heritage Cramahe Meeting minutes dated March 23, 2017, be received. Approval of the Special Council Meeting minutes of May 31, 2... Page 7 of 34

8 Council Minutes Tuesday, June 06, 2017, BY-LAWS By-law , Appointments to Boards and Committees Resolution #17-22 Moved by Councillor Gilligan Seconded by Councillor Van Egmond THAT By-law , Appointments By-law, be read a first, second and third time and finally passed this 6th day of June, CONFIRMATORY BY-LAW By-law , Confirmatory Resolution # Moved by Councillor Van Egmond Seconded by Councillor Gilligan THAT By-law , Confirmatory By-law, be read a first, second and third time and finally passed this 6th day of June, MOTION TO ADJOURN Resolution # Moved by Councillor Van Egmond Seconded by Councillor Gilligan THAT the meeting adjourn at 8:37 p.m. MAYOR, Marc Coombs CLERK, Julie Oram Approval of the Special Council Meeting minutes of May 31, 2... Page 8 of 34

9 The Corporation of the Municipality of Brockton,,///.. / :..: Number: /17 "714- //,/. Session: May 23, 2017 f I / Moved By: / [A """"'-~~~' Seconded By: 16 C) 3xsO ~vb k). e Conservation Authorities Act Whereas the provincial gov rnment has proposed to amend the Conservation Authorities Act. f!l Whereas the amendmentwill require Conservation Authority Boards to have a composition of 50% members with scientific backgrounds. Whereas the amendment will restrict the ability of municipal councils to appoint board members. Be it resolved that the municipality of Brockton oppose the amendment to the Conservation Authorities Act. Member of Council. Yea Nay Adams, Steve Bell, Bill Carried Gieruszak, Dan Inglis, David Leifso, Dean Defeated Oberle, Chris Peabody, Chris Municipality Totals of Brockton, Oppose amendments to Conservation... Page 9 of 34

10 Item# 9.4 The United Counties of Leeds and Grenville Resolution No. CC Date: April 20, 2017 Moved by cine 1s1-i i Seconded by WHEREAS the 400 series of highways travels through municipalities within Leeds and Grenville; and WHEREAS there is an ever growing amount of truck traffic that travels on these highways along with an ever increasing amount of dangerous goods that are transported on those trucks; and WHEREAS it has been identified that high rates of speed during inclement weather events have contributed to accidents in our region including the recent accident that resulted in a chemical spill; and WHEREAS a policy of speed reduction during severe storms has been successfully deployed in other North American jurisdictions and has reduced traffic incidents. NOW THEREFORE BE IT RESOLVED THAT the Council of the United Counties of Leeds and Grenville hereby ask that the Ministry of Transportation of Ontario look at measures to reduce speed and enforce these speed reductions on 400 series highways when severe storm conditions exist; and FURTHER THAT this motion be sent to separated municipalities, counties and cities that have 400 series highways that travel through their region for endorsement and FURTHER THAT this motion be brought to the Leeds and Grenville Joint Services Committee for endorsement. United Counties of Leeds and Grenville, Reduced speed on Page 10 of 34

11 Item# 9.4 Carried Defeated Robin Jones, Warden United Counties of Leeds and Grenville, Reduced speed on Page 11 of 34

12 Building Dept. - Month end building report for May, 2017 Page 12 of 34

13 CRAMAHE TOWNSHIP LIBRARY BOARD MINUTES Wednesday September pm / Colborne Library - Lorelyn Morgan (Chair) - Tony Davidson (Deputy Chair) - Ed Greenwood - Abigail Connell - Ross Payne - Clair Breton - Mary Norton (CEO) - - Apologies: Marc Coombs Call to order by the Chair. 1. No disclosure of pecuniary interest made. 2 Agenda for September Meeting approved Moved: Clair Breton Seconded: Ross Payne Carried 3. Approval of Minutes from the meeting in June 2016, approved with amendments Moved: Ed Greenwood Seconded: Abigail Connell Carried 4. Treasurer s Report: CEO reported a recommendation from the Township Treasurer relative to a 2 nd signature from a Library Board member for payments (including petty cash) where a cheque was being cut directly to the CEO. She also recommended this was a possible policy change to consider relative to timesheets and expense reports in general. Following discussion the following resolution was passed: The Cramahe Township Public Library Board hereby moves that all cheque requisitions or disbursements directly payable to the CEO require the CEO s signature and the signature of any one other Cramahe Township Public Library Board member. The Board does not require any other signature other than the CEO s for Timesheets or Expense Reports relating to Cramahe Township Public Library. Moved: Tony Davidson Seconded: Ross Payne Carried CEO reported no untoward expenditures in the summer. The Township Treasurer produced a financial statement covering Jan-July 2016 for the Library Board and finances were on track. CEO explained that the Financial Statements for 2015 were still in draft and that the Township Treasurer Library Board Meeting Minutes - September 2016, October Page 13 of 34

14 and CEO were awaiting a response from the Auditors on certain questions. A motion was put forward to accept the Treasurer s report. Moved: Tony Davidson Seconded: Abigail Connell Carried 5. CEO reported on a successful attendance at the Summer Programs with 873 attendances overall. A statistical breakdown by program was presented to the Library Board. 6. Workplace Violence Act and Library Policy Update deferred to October. 7. Link Cramahe Update:- Interviews were held in July with three members of the committee on the interview panel. Sarah Johnston from Castleton was recruited and the workplan for the project was up and running. The position itself would run out of funds in late January Other financial alternatives were currently being reviewed. 8. Personnel Update:- CEO reported that the Library Page of two years had moved on to University and that interviews were held in August to replace her. A new Library Page Joey Hatt has been recruited with a contract of twelve months, finishing in August Any Other Business: CEO reported that the new project for the Food/Provisions Cupboard approved by Council would be placed on the south wall of the Township Office. CEO pointed out that Library Staff regularly left late in the winter, as did Township staff on occasion. The Township Clerk acknowledged that this was a provisional placement and very much dependent on activity around it, particularly at night. A case of let s wait and see. Next Meeting: Wednesday October 18th 2016 Motion to Adjourn: Abigail Connell Seconded: Clair Breton Carried Library Board Meeting Minutes - September 2016, October Page 14 of 34

15 CRAMAHE TOWNSHIP LIBRARY BOARD MINUTES Wednesday October 26th 7.30pm / Colborne Library - Lorelyn Morgan (Chair) - Marc Coombs (Mayor) - Ed Greenwood - Abigail Connell - Clair Breton - Ross Payne - Mary Norton (CEO) - - Apologies: Tony Davidson, Ross Payne Call to order by the Chair. 1. No disclosure of pecuniary interest made. 2 Agenda for October Meeting approved Moved: Abigail Connell Seconded: Clair Bretton Carried 3. Approval of Minutes from the meeting in September 2016, approved Moved: Ed Greenwood Seconded: Abigail Connell Carried 4. Treasurer s Report: CEO reported that the 2015 Audited Finances for the library had hit a hiccup. The CEO pointed out some issues with the Reserves being moved and after a meeting with the Township Treasuer it was agreed that she would report back in November to the Board. The Township Treasurer had forwarded a Financial Statement up to the end of September No ontoward expenditures were reported. CEO did report that, in order to maintain the Adult Raspberry Pi project, a $10 per week would be charged per attendee from November onwards. A motion was made to accept the Treasurer s report. Moved: Abigail Connell Seconded: Ed Greenwood Carried 5. Library Week and Fall Programs:- CEO reported on 3 special programs for October is Library Week, at both libraries and she also reported on new Fall programs:- - Scott Gardner Children s Entertainer Colborne - Melody Crowe Ojibway Elder Castleton - Movie Nights The Messenger plus Haloween Movie Night - Ukulele Workshops - Buddhist Mindful Meditation Workshops - Colouring Workshops both libraries - ChickenOff Competition both libraries Library Board Meeting Minutes - September 2016, October Page 15 of 34

16 6. Workplace Violence Act and Library Policy Update deferred to November. 7. Link Cramahe Update:- The official launch would be held in Colborne Library on Wednesday 2 nd November. CEO also reported that a possible grant had fallen through that she had applied for in relation to keeping the project going beyond the end of January and that, if the Board approved, she would put out feelers with Trillium. 8. Personnel Update:- CEO carried out two satisfactory staff Performance Evaluations and a motion was put forward that:- Library Assistants Sarah Toyne and Barb Heidendahl, having had satisfactory Performance Evaluations carried out in October 2016, will move one step up on the new Township Library Pay Equity Grid approved by the Library Board in November This will be a move from Step 3 to Step 4 of the grid and will be backdated to Monday January 4th Moved: Marc Coombs Seconded: Abigail Connell Carried Any Other Business: CEO requested approval of Christmas Opening Hours and it was agreed that Saturday Christmas Eve Colborne Branch would open from 11-1pm and Castleton from 10-12pm and the same hours would apply on Saturday New Year s Eve. A report on Castleton Library s year would be made in December and Mayor Coombs suggested it might happen in Castleton this year. Next Meeting: Wednesday November 16th 2016 Motion to Adjourn: Marc Coombs Seconded: Clair Breton Carried Library Board Meeting Minutes - September 2016, October Page 16 of 34

17 CRAMAHE TOWNSHIP LIBRARY BOARD MINUTES Wednesday November 16th 7.30pm / Colborne Library - Lorelyn Morgan (Chair) - Tony Davidson (Deputy Chair) - Marc Coombs (Mayor, Council Rep) - Ed Greenwood - Abigail Connell - Clair Breton - Ross Payne - Mary Norton (CEO) - Call to order by the Chair. 1. No disclosure of pecuniary interest made. 2 Agenda for November Meeting approved Moved: Marc Coombs Seconded: Ed Greenwood Carried 3. Approval of Minutes from the meeting in October 2016, approved Moved: Marc Coombs Seconded: Clair Bretton Carried 4. Library Board Membership:- It was suggested and agreed that an extra Library Board member would be useful, particularly to cover the winter when some of the current Board members would not be around to attend library board meetings and to help achieve a quorum CEO to investigate. 5. Treasurer s Report: The Township Treasurer had forwarded a Financial Statement up to the end of September No untoward expenditures were reported in October. The draft 2017 budget was presented to the Board. A motion was was made to continue the meeting in camera, to be closed to the public, pursuant to the public libraries act 1990, c. p.44 s (4), concerning a personal matter about identifiable individuals, including municipal or board employees. Moved: Clair Breton Seconded: Ed Greenwood Carried A motion was made to continue as a meeting open to the public. Moved: Clair Breton Seconded: Marc Coombs Carried Library Board Meeting Minutes - September 2016, October Page 17 of 34

18 On review it was decided that it was now appropriate to ask for the $5000 back for the book budget which had been removed in 2012 when the Library Board went for a zero increase in in the Township Levy in order to assist the Township s budget that year. Other increases in the Library s collection budget brought this request to $6,500. The Board recognises that these increases and an increase in staffing hours by five hours per week in total significantly increased the Library Board s budget in However, in light of the increased patron attendances and the increase in the number of library programs being offered in 2016, the board recognised the extra demands on staff time and agreed the extra hours to ensure quality of service. A motion was made to accept the Treasurer s 2017 budget with the Library Board s amendments. Moved: Tony Davidson Seconded: Abigail Connell Carried A motion was put forward to accept the Treasurer s Financial Report for November Moved: Tony Davidson Seconded: Ross Payne Carried 6. Workplace Violence Act deferred to December Link Cramahe Update:- The official launch was held on Wednesday 2 nd November. There was a good attendance and it was covered by the Brighton Independent. CEO informed the Board that she had applied for a grant extension from the Ministry of Advanced Education and Skills Development, for another six months and would update them when she heard. 8. Personnel Update:- CEO informed the Board that Lisa Jones s six month probation period was over and a satisfactory performance evaluation had taken place. She was now considered a permanent part-time member of the Library Board s staff. The Library Board requested that the CEO pass on their congratulations to Ms. Jones on her new status. Any Other Business: CEO/Library Board Chair reported on an ed complaint sent direct to the Board Chair. This complaint was forwarded to the CEO who has invited the complainant to make an appointment to discuss the issues concerned. CEO will report back to the Board if any relevant concerns are perceived to be raised. Next Meeting: Wednesday December 14 th at Castleton Library Motion to Adjourn: Marc Coombs Seconded: Tony Davidson Carried Library Board Meeting Minutes - September 2016, October Page 18 of 34

19 CRAMAHE TOWNSHIP LIBRARY BOARD MINUTES Wednesday December 21 st 2016 / Castleton Library - Lorelyn Morgan (Chair) - Tony Davidson (Deputy Chair) - Marc Coombs (Mayor, Council Rep) - Abigail Connell - Ross Payne - Mary Norton (CEO) - Apologies for Absence:- Clair Breton, Ed Greenwood Call to order by the Chair. 1. No disclosure of pecuniary interest made. 2 Agenda for December Meeting approved Moved: Tony Davidson Seconded: Marc Coombs Carried 3. Approval of Minutes from the meeting in November 2016, approved Moved: Abigail Connell Seconded: Ross Payne Carried 4. Library Board Membership:- It was suggested that increasing Library Board membership for 2017 might be in order, particularly as individual members were away in the winter for several months and reaching a quorum was more difficult. Advertising the position would also be investigated and discussed with the Township. 5. Treasurer s Report: No New Financial Statement had been forthcoming from the Township since September, however the Payroll Report up to the end of November had been made available, which was presented to the Board. No untoward expenditures were reported in November. The draft 2017 budget was updated and presented to the Board. There had been some minor increases in CPP and WSIB after a meeting with the Township Treasurer. A motion was put forward to accept the Treasurer s Financial Report for November Moved: Marc Coombs Seconded: Tony Davidson Carried Library Board Meeting Minutes - September 2016, October Page 19 of 34

20 6. Sarah Toyne presented a detailed report on Castleton Library. A circulation increase of at least 3.5% was anticipated for Both hardwired and wifi usage at Castleton had increased. Flooding had been avoided in Links with the local primary school were increasing and generally visitor numbers had increased in The abysmal internet service was acknowledged and this would be reviewed in The Board expressed their satisfaction to Sarah re the running of Castleton Library. 7. Workplace Violence Act and Library Policy Update deferred to January A motion was was made to continue the meeting in camera, to be closed to the public, pursuant to the public libraries act 1990, c. p.44 s (4), concerning a personal matter about identifiable individuals, including municipal or board employees. Moved: Marc Coombs Seconded: Ross Payne Carried A motion was made to continue as a meeting open to the public. Moved: Marc Coombs Seconded: Abigail Connell Carried A motion was put forward that a member of the Library Staff increased her hours in 2015 to cover Thursday evening shifts. This staff member has now been working at over 24 hours a week for more than a twelve month period. In line with the Unionised Staff agreement with the Township, The Library Board recognises that, due to working beyond 24 hours a week on a regular basis, this staff member will be awarded a 6% increase in pay, in lieu of benefits. This increase should commence once average hours of 24 have been reached, annualized, in 2016, calculated to be backdated to January 2 nd 2016 Moved: Ross Payne Seconded: Tony Davidson Carried 9. Any Other Business:- CEO reported that the the Library Board s application for an extension of the Link Cramahe grant for a further six months had been granted by the Ministry of Advanced Education & Skills Development. This worked out at just over $12,000 however the Ministry, as with the first grant, would be administering this grant so the Township s Payroll would not be burdened with any additional workload. Next Meeting: Wednesday January 18 th 2017 at Colborne Library Motion to Adjourn: Ross Payne Seconded: Abigail Connell Carried Library Board Meeting Minutes - September 2016, October Page 20 of 34

21 CRAMAHE TOWNSHIP LIBRARY BOARD MINUTES Wednesday January 18 th 2017 / Colborne Library - Lorelyn Morgan (Chair) - Marc Coombs (Mayor, Council Rep) - Abigail Connell - Ross Payne - Ed Greenwood - Mary Norton (CEO) - Apologies for Absence:- Clair Breton, Tony Davidson Call to order by the Chair. 1. No disclosure of pecuniary interest made. 2 Agenda for January meeting approved Moved: Ross Payne Seconded: Marc Coombs Carried 3. Approval of Minutes from the meeting in December 2016 Moved: Abigail Connell Seconded: Ross Payne Carried.4. Treasurer s Report: CEO reported back that on 16 th January she attended a Council meeting re the 2017 budget. The Township Treasurer presented on behalf of every department, including the library, but CEO was available for questions. CEO handed each Councillor a report on 2016 statistics from the library, which were very positive. No untoward questions were raised. This was a preliminary meeting and Council will discuss 2017 s budget again in February. Though the Township Treasurer had no overall figures for December, she did give the CEO payroll figures for the year, which were presented to the Library Board. There were no surprises. A motion was put forward to accept the Treasurer s Financial Report for December Moved: Marc Coombs Seconded: Ross Payne Carried 5. Workplace Violence Act Library Policy review and new Workplace Harassment & Discrimination Policy The Workplace Violence Policy update was reviewed by the Library Board and signed and approved. This policy and the risks identified were re-appraised at a staff meeting by the CEO back in November 2016, with no untoward items highlighted. The new policy presented by the CEO was the Workplace Harassment and Discrimination Policy. This was read, discussed and a motion was put forward to approve this new policy. Moved: Abigail Connell Seconded: Marc Coombs Carried Library Board Meeting Minutes - September 2016, October Page 21 of 34

22 It was agreed that both policies would be reviewed again in January Library Board Membership:- It was agreed that an add would be placed to find a new Library Board member and the Township Clerk would assist with this. 7. Any Other Business:- CEO presented the two handouts on 2016 s Statistics, both circulation and programming to the Library Board. It was agreed by the Board that they were very satisfied with the Library s performance in 2016, as reflected in the statistics reports. Next Meeting: Wednesday February 15th 2017 at Colborne Library Motion to Adjourn: Ross Payne Seconded: Abigail Connell Carried Library Board Meeting Minutes - September 2016, October Page 22 of 34

23 CRAMAHE TOWNSHIP LIBRARY BOARD MINUTES Wednesday February 15th 2016 / Colborne Library - Tony Davidson (Deputy Chair) - Marc Coombs (Mayor, Council Rep) - Ed Greenwood - Mary Norton (CEO) Mary Corp (Guest) - Apologies for Absence:- Clair Breton, Abigail Connell, Ross Payne, Lorelyn Morgan Call to order by the Chair. 1. No disclosure of pecuniary interest made. 2 Agenda for February meeting approved Moved: Marc Coombs Seconded: Ed Greenwood Carried It was further noted that this February meeting did not have a quorum. 3. Approval of Minutes from the meeting in January 2017 (no quorum) 4. Treasurer s Report: CEO sought advice on a possible new staff member s position on the Pay Equity Library Salary Grid. It was suggested, in light of the position involved that they would continue on step 1 only, unless their responsibilities changed in the future, however with no quorum, no resolution was passed. Mayor Coombs suggested that Council s decision on the Library s 2017 budget would be announced in March. No other issues raised. No motion was put forward to accept the Treasurer s Financial Report for January 2017 as the meeting had no quorum. 5. Programming CEO discussed programs for 2017 and pointed out that the 150 Committee had suggested the Poetry Short Story Competition Award Ceremony be included with the 1 st Cramahe Township Civic Awards Ceremony. Ken Whitely (Terrific Tuesdays) had agreed to perform with the 150 th Ukulele children s band, which would merge with The Club for the event. This could mean up to 80 ukulele s being played in the Victoria Square for that Terrific Tuesdays event in Grants 2017 CEO announced that she would like to go ahead and try for a Trillium Capital grant to grow the library. Programming and seating space were a priority as programs were being lost due to lack of space. CEO was also going to apply for a Seniors Grant again this year for both IT instruction for seniors and a seniors/youth Rural Crafts Workshop program from Sept-March. Library Board Meeting Minutes - September 2016, October Page 23 of 34

24 5. Library Board Membership:- It was hoped that Mary Corp s application to become a Library Board Member would be ratified by the Township at the next Council meeting. 7. Any Other Business:- CEO raised the issue of Adults without proof of address and the library s desire to give some sort of limited library access to certain vulnerable groups. It was agreed that a special library card could be given out that only allowed two items out at any one time. This card would be valid for six months when it would then be reviewed. CEO pointed out the new bespoke furniture created by Jamie Biggs for the library. CEO sought advice on whether to advertise for the ten hour a month position behind the front desk and it was agreed that the advertising, screening and interviewing would go ahead but that the position would be subject to the 2017 budget being passed. Next Meeting: Wednesday March 15th 2017 at Colborne Library Motion to Adjourn: Marc Coombs Seconded: Ed Greenwood Carried Library Board Meeting Minutes - September 2016, October Page 24 of 34

25 CRAMAHE TOWNSHIP LIBRARY BOARD MINUTES Wednesday March 15th 2017 / Colborne Library - Lorelyn Morgan (Chair) - Tony Davidson (Deputy Chair) - Marc Coombs (Mayor, Council Rep) - Ed Greenwood Mary Corp Abigail Connell - Mary Norton (CEO) - Apologies for Absence:- Clair Breton, Ross Payne, Call to order by the Chair. 1. No disclosure of pecuniary interest made. 2. Agenda for March meeting approved Moved: Tony Davidson Seconded: Ed Greenwood Carried 3. Approval of Minutes from the meetings in January and February 2017 Moved: Marc Coombs Seconded: Tony Davidson Carried 4. New Library Board Member: The Board took the opportunity to welcome Mary Corp as a new Library Board Member, having been approved by Council in February Treasurer s Report: Mayor Coombs announced the good news that Council had approved the Library Board Budget for CEO reported that she would be meeting with the Township Treasurer to discuss 2016 s 1 st Draft Auditors Statement and would report back in April. CEO also presented the Board with an Incident Report on the theft behind the front desk on Saturday 25 th February. Protocols had now been changed for handling money behind the front desk and these had been approved by the OPP. A motion was put forward to accept the Treasurer s report for February. Moved: Ed Greenwood Seconded: Tony Davidson Carried 6. Trillium Grant and Library Expansion: CEO informed the Board that she would like to apply for a Trillium Grant in 2017 to expand the library. The focus would be on more seating space and community space, particularly programming space. With this in mind Mr. Andrew Keogh, Architect has very kindly agreed to create drawings for this application, free of charge in the short term, but if successful a payment fee from the Trillium Grant is allowed. CEO is arranging a meeting with the Architect soon and will report back. Library Board Meeting Minutes - September 2016, October Page 25 of 34

26 7. Personnel Issue CEO announced that the recruitment of the Alternate Saturday/holiday Library Assistant had been activated. Screening and interviewing would take place in the next few weeks and hopefully by the end of April the new staff member would be in place. - A motion was made to continue the meeting in camera, to be closed to the public, pursuant to the public libraries act 1990, c. p.44 s (4), concerning a personal matter about identifiable individuals, including municipal or board employees. Moved: Marc Coombs Seconded: Ed Greenwood Carried A motion was made to continue as a meeting open to the public. Moved: Marc Coombs Seconded: Ed Greenwood Carried A motion was then put forward as follows:- That, following a satisfactory Performance Evaluation, a Library staff member shall move up one step on the new Township Public Library Pay Equity Grid approved by the Library Board in November This will be a move from step 1 to step 2 and in accordance with the 2017 Budget will be backdated to 16th February Moved: Tony Davidson Seconded: Abigail Connell Carried 8. Any other business: a. Easter Open Hours approved b. Criterion License CEO informed the Board that, in order to show Movies monthly a Movie viewing license was purchased for just under $500 and that this would have to be added to future budgets moving forward. c. The new Movie,TV/Presentations Screen had been purchased and would arrive soon Next Meeting: Wednesday April 19th 2017 at Colborne Library Motion to Adjourn: Marc Coombs Seconded: Tony Davidson Carried Library Board Meeting Minutes - September 2016, October Page 26 of 34

27 THE CORPORATION OF THE TOWNSHIP OF CRAMAHE BY-LAW Being a By-law imposing a Water Works Service Rate upon users of the water system to recover the capital and operating costs required to operate, maintain and expand the water systems in the Township of Cramahe. WHEREAS, the Municipal Act, S.O. 2011, c25, Part 12 provides for a Municipality to pass by-laws imposing fees or charges on any class of person for service or activities provided or done by or on behalf of it; AND WHEREAS, The Municipal Act, the Public Utilities Act and the Ontario Water Resources Act, all or separately, authorizes the Municipality to pass Bylaws to regulate the supply of water and to fix the price by owners or occupants of lands who derive a benefit from the installation and maintenance of the Public Water Works System; AND WHEREAS, the Sustainable Water and Sewer System Act, Bill 175, imposes the duty upon a regulated entity to recover the full cost of providing water services from the public who make use or take enjoyments of those services; AND WHEREAS, THE Council deems it necessary and expedient to establish a Water Works rate for the Public Water System operated within the Township of Cramahe; AND WHEREAS, notice of the proposed passing or the by-law and the Council meeting at which the By-law was to be considered by Council was posted on the Township s web-site on June 13, NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF CRAMAHE ENACTS AS FOLLOWS: 1. Definitions: a) General shall mean serviced properties other than residential b) Corporation shall mean The Township of Cramahe c) Residential shall mean a property with less than two dwelling units d) Service Charge is a flat rate established for all users based on the size of the water meter e) User - shall mean all owners of properties serviced by the public water supply system, or deemed to be serviced to the water system located in the Township of Cramahe 2. THAT a water service rate is hereby imposed for both residential and general service upon the owners of the lands which are supplied with water from The Township of Cramahe s Water Supply system to pay for the operation, maintenance and expansion of the Public Water Works as set out in Schedule A. 3. THAT all water rate charges shall be billed as separate items on the tax bill and/or water bills and/or electrical bills issued by the Corporation or By-law , Water Rates Page 27 of 34

28 other companies that the Corporation contracts out to provide such billing services. 4. THAT nonpayment of any water charges by the due date set out on the bill shall be subject to a penalty at the rate passed by the Corporation or companies contracted to process the water bills. 5. THAT a water rate charge imposed upon any owner of land is a lien or charge upon the land, and, if the rate or any part thereof remains unpaid after the due date, the unpaid amount including any penalty that is due and payable, may be collected in the same way as municipal taxes are collected or otherwise, as provided by law. 6. THAT Schedule A water rates for the Year 2017 shall form and be part of the By-law and shall come into effect June 20, THAT this by-law repeals and replaces any previous by-law and/or schedules pertaining to the Water Fees. This By-law is given a FIRST, SECOND and THIRD READING and FINALLY PASSED this 20 th, day of June, MAYOR, Marc Coombs CLERK, Julie Oram Water Service Rates By-law Page 2 of 3 By-law , Water Rates Page 28 of 34

29 THE CORPORATION OF THE TOWNSHIP OF CRAMAHE BY-LAW SCHEDULE A WATER SERVICE RATES WATER VOLUMETRIC CONSUMPTION RATES Volumetric Rate $1.92 Size (mm) SERVICE CHARGE ($/Month) Size Rate Schedule (inches) 15 ½ to ¾ $ $ $ ½ $ $ $ DESCRIPTION MISCELLANOUS WATER CHARGES RATE Fire Sprinkler System Fee and Private Fire Hydrant Fee Temporary Water Service Fee New Service Installations to Property Line $10.00 a month $20.00 a day $500.00/minimum or Actual Cost Turn Water Supply On or Off $50.00 Owner Request Meter Reading $50.00 New Meters and Remote Head To be purchased directly from Lakefront Utility Services Inc. After Hours Call-Outs $ Non-Metered Residential Properties (water and wastewater combined) Non-Metered General Service Properties (water and wastewater combined) $ per month based upon a part of a month being considered a full calendar month in which it is applied $ per month based upon a part of a month being considered a full calendar month in which it is applied To inspect a new meter installation $50.00 Water Service Rates By-law Page 3 of 3 By-law , Water Rates Page 29 of 34

30 THE CORPORATION OF THE TOWNSHIP OF CRAMAHE BY-LAW Being a By-law imposing a Waste Water Works Service Rate (Sewer) upon users of the sewer system to recover the capital and operating costs required to operate, maintain and expand the water systems in the Township of Cramahe. WHEREAS, the Municipal Act, S.O. 2011, c25, Part 12 provides for a Municipality to pass by-laws imposing fees or charges on any class of person for service or activities provided or done by or on behalf of it; AND WHEREAS, The Municipal Act, Bill 111, Section 391, authorizes the Council of a local municipality to impose a sewer service rate upon owners or occupants of land who are connected or deemed to be connected to the sewage works; AND WHEREAS, the Sustainable Water and Sewer System Act, Bill 175, imposes the duty upon a regulated entity to recover the full cost of providing sewer services from the public who make use or take enjoyments of those services; AND WHEREAS, Council deems it necessary and expedient to establish a Wastewater (sewer) rate for the Public Sewer System operated within the Township of Cramahe; AND WHEREAS, notice of the proposed passing of the By-law and the Council meeting at which the By-law was to be considered by Council was posted on the Township s web-site on June 20 th, NOW THEREFORE the Council of the Corporation of the Township of Cramahe enacts as follows: 1. Definitions: a) General shall mean serviced properties other than residential b) Corporation shall mean The Township of Cramahe c) Residential shall mean a property with less than two dwelling units d) Service Charge is a flat rate established for all users based on the size of the water meter e) User - shall mean all owners of properties serviced by the public sewer supply system and located in the Township of Cramahe. 2. THAT a sewer service charge is hereby imposed upon both residential and general service upon the owners of the lands which are supplied who use the Township of Cramahe s sewer system, to pay for the operation, maintenance and expansion of the public Sewer Works as set out in Schedule A. 3. THAT all sewer rate charges shall be billed as separate items on the tax bill and/or water bills and/or electrical bills issued by the Corporation or other companies that the Corporation contracts out to provide such billing services. By-law , Wastewater Rates Page 30 of 34

31 4. THAT nonpayment of any sewer charges by the due date set out on the bill shall be subject to a penalty at the rate passed by the Corporation or companies contracted to process the water bills. 5. THAT a sewer rate charge imposed upon any owner of land is a lien or charge upon the land, and, if the rate or any part thereof remains unpaid after the due date, the unpaid amount including any penalty that is due and payable, may be collected in the same way as municipal taxes are collected or otherwise, as provided by law. 6. THAT Schedule A wastewater (sewer) rates for the Year 2017 shall form and be part of the By-law, shall come into effect June 20 th, THAT this by-law repeals and replaces any previous by-law and/or schedules pertaining to the Water Fees. This By-law is given a FIRST, SECOND and THIRD READING and FINALLY PASSED this 20 th, day of June, MAYOR, Marc Coombs CLERK, Julie Oram Wastewater Service Rates By-law Page 2 of 3 By-law , Wastewater Rates Page 31 of 34

32 SCHEDULE A By-law WASTEWATER (SEWER) SERVICE RATES Waste Water Charges 115% of water service and volumetric charges DESCRIPTION MISCELLANEOUS CHARGES RATE Private Sewer Lateral Video inspection and/or clearing of debris/blockage of private sewer lateral using municipal resources all on private property New Service Installations to Property Line Call-Outs where failure of the service is on private property $ Actual Cost with $ minimum Costs incurred by the Township including employee overtime and contracted services plus 25% overhead Wastewater Service Rates By-law Page 3 of 3 By-law , Wastewater Rates Page 32 of 34

33 THE CORPORATION OFTHE TOWNSHIP OF CRAMAHE BY-LAW Being a By-law to Confirm the proceedings of the Corporation of the Township of Cramahe at a Regular Meeting of Council held Tuesday, June 20, WHEREAS Subsection 5(1) of the Municipal Act, R.S.O. 2001, as amended, provided that the powers of a municipal corporation are to be exercised by its council; AND WHEREAS Subsection 5(3) of the said Municipal Act provides that the powers of every council are to be exercised by by-law; AND WHEREAS it is deemed expedient that the actions of this meeting of the Council of The Corporation of the Township of Cramahe be confirmed and adopted by By-Law; NOW THEREFORE the Council of the Corporation of the Township of Cramahe ENACTS as follows: 1) The actions of the Council of the Corporation of the Township of Cramahe in respect of: a) each recommendation in the reports of the Committees: b) each motion, resolution or other action passed, taken or adopted at this meeting is hereby adopted, ratified and confirmed as if same were expressly included in this By-Law provided that such adoption and confirmation shall not be deemed to include the final passing of a By-Law that requires the prior approval of a Minister, a Ministry, the Ontario Municipal Board or any other governmental body. 2) The Mayor and the proper officials of the Corporation of the Township of Cramahe are hereby authorized and directed to do all things necessary to give effect to the action of the Council referred to in Section 1. 3) The Mayor, or in the absence of the Mayor, the Deputy-Mayor and the Clerk, or in the absence of the Clerk, the Acting Clerk. a) are authorized and directed to execute all documents necessary to the action taken by Council as described in Section 1; and b) are authorized and directed to affix the seal of the Corporation of the Township of Cramahe to all such documents referred to in Section , Confirmatory Page 33 of 34

34 4) This By-Law comes into force on the day upon which it is enacted. Enacted and passed this 20 th day of June, MAYOR, Marc Coombs CLERK, Julie Oram , Confirmatory Page 34 of 34