THE CORPORATION OF THE TOWNSHIP OF BECKWITH COUNCIL MEETING MINUTES MEETING #9-13 The Council for the Corporation of the Township of Beckwith held a regular Council Meeting on Tuesday, June 4 th, 2013 at 7:00 p.m. in the Council Chambers, Township Hall, Black s Corners. PRESENT: STAFF: Reeve Richard Kidd Deputy Reeve Sharon Mousseau Councillor Faye Campbell Councillor Brian Dowdall Councillor Tim Campbell Cynthia Moyle, CAO/Clerk Cassandra McGregor, Executive Assistant/Deputy-Clerk Darwin Nolan, Public Works Superintendent Niall Oddie, Planning Administrator Erin Watson, Chief Building Official/By-Law Enforcement Reeve Richard Kidd called the meeting to order at 7:00 p.m. 1. OPENING OF MEETING 1.1 Approval of the Agenda The following four items was added/changed to the agenda: i) Beckwith Recreation Complex - Accessible Viewing Area in the Arena - Waive Procurement Policy item 3.4.1; ii) Beckwith Recreation Complex - Accessible Viewing Area in the Arena Amend Sport Systems Canada Quote; iii) Lafleche Site Plan Staff are to follow up on status of paving; iv) Carlgate Estates Subdivision moved to Delegations, item 2.1. 168-13 Moved by: Brian Dowdall Seconded by: Faye Campbell BE IT RESOLVED THAT, the agenda be adopted as amended. 1.2 Approval of Council Minutes 169-13 Moved by: Faye Campbell BE IT RESOLVED THAT, the minutes of the regular and special council meetings held on June 4 th, 2013 be accepted as printed and circulated. 1
1.3 Declaration of Pecuniary Interest 2. DELEGATIONS Councillor Tim Campbell declared a pecuniary interest the Planning Committee Minutes, Severance Proposal, item 2.2.1, page 32 of the agenda. 2.1 Carlgate Estates Subdivision Drainage Easement 3. RESOLUTIONS Also Present: Adam O Connor, Drainage Superintendent Kelly Paradis-Goddard, McIntosh Perry Consulting Engineers Chris Collins, Planner, Thomas Cavanagh Construction Ltd. Carlgate Estates Subdivision is located in the Town of Carleton next to Beckwith Township boundary. Due to an oversight at the County of Lanark, Beckwith Township was not included in the subdivision circulation for comment and expressed concerns on the drainage pattern on Beckwith neighbors property. Kelly Paradis-Goddard, McIntosh Perry Consulting Engineers representing the Developer provided a brief overview of the storm water management plan. Council discussed options of the municipal drain compared to a drainage easement and supported a written agreement with the Town of Carleton Place. Carlgate Estates Subdivision is to be further discussed at the County on Wednesday, June 5 th, 2013. 3.1 Planning 3.1.1 Site Plan Application SP-01-13, 795 Glenashton Road, Part Lot 21, Con 7, Jim Pearson 170-13 Moved by: Brian Dowdall Seconded by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Planning Committee accept the site plan for part Lot 21, Con 7, being 795 Glenashton Road, drawn by James Pearson and dated April 22, 2013 to be the approved site plan. 3.1.2 Site Plan Application SP-02-13, 203 Gardiner Shore Road, Part Lot 8, Con 9, Eleanor Rintoul 171-13 Moved by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Planning Committee accept the site plan for part Lot 8, Con 9, Registered Plan 27M-6, sublot 51, being 203 Gardiner Shore Road, drawn by J.B. Maybury of Third Eye Tech. and dated March 22, 2013 to be the approved site plan, provided that the comments received from the Health Unit do not require any substantial changes to the development of the lot. 2
3.1.3 Minor Variance Proposal - 109 Rathwell Shore, Part Lot 6, Con 12, Stuart Spoor 172-13 Moved by: Brian Dowdall Seconded by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Planning Committee consider the redevelopment potential at 109 Rathwell Shore, the property owner will have to submit a site plan control application and minor variance application. As part of these applications, Staff recommends that the Township require: That the applicant prepares a statement outlining the extenuating circumstances that prevented the property owner from proceeding with reconstruction within the allowed timeframe. This information would be required in order to tie the minor variance decision to the specific circumstances surrounding the subject property, in an attempt to prevent a decision that could set an precedent within the Township; That a detailed topographic survey be completed showing elevations on the subject property. This information would be required to determine design requirements of the proposed structure; That the applicant submit a detailed design of the proposed structure so that site specific setbacks, lot coverage and elevations of openings within the structure can be determined; That the Chief Building Official should be further consulted to determine what information requirements will be required in order to ensure the building can be designed to safely address flooding constraints (such as footing requirements, openings in the crawl space, etc); and. That the proposed structure is tied to the original structure of 672 ft 2, with the review expansion allowed by Mississippi Valley Conservation authority. 3.1.4 Selection of Peer Review Engineer 173-13 Moved by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Planning Committee request engineering services from Novatech Engineering Consultants when McIntosh Perry is unable to provide engineering services to the Township of Beckwith. 3.1.5 Wind Turbine Development - Township of Wainfleet attached on pages 12-14. 3
174-13 Moved by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Planning Committee support the Township of Wainfleet s resolution (attached) regarding not a willing host for wind turbine development. 3.1.6 Lafleche Site Plan Council discussed the culvert at the Beckwith Transfer Station with the closed end and the interior gravel roads and the potential for dust. This item was referred to the agenda of the next Planning Committee meeting. 3.2 Finance and Administration 3.2.1 2012 Financial Statements 175-13 Moved by: Faye Campbell Administration Committee accept the 2012 Audited Financial Statements as information as prepared by Howard Allan, Auditor. 3.2.2 Reeve, Deputy-Reeve & Councillor Compensation Policy and Procedure 176-13 Moved by: T.K. Campbell Administration Committee adopt the amended Reeve, Deputy-Reeve & Councillor Compensation Policy and Procedure. 3.2.3 Debit Payments 177-13 Moved by: Sharon Mousseau Seconded by: T.K. Campbell Administration Committee proceed with the installation of a debit care terminal with the following expenses: Scotiabank/CHASE Paymentech Set-Up Fee $125.00 (one time) Monthly: $ 45.95 DEBIT Processing: $ 0.20 flat fee per transaction TECHICAL REQUIREMENTS Line Installation $125.00 (one time) 4
Hook-up/Jack Charge $115.00 (one time) Monthly: $ 57.95 3.2.4 Carleton Place & District Memorial Hospital Appointment 178-13 Moved by: T.K. Campbell Administration Committee appoint Brian Dowdall to the Carleton Place & District Hospital Board of Trustees as Beckwith s Municipal Representative. 3.2.5 Lanark County Warden s Golf Tournament 179-13 Moved by: Sharon Mousseau Seconded by: T.K. Campbell Administration Committee sponsor a hole at the 2013 Lanark County Warden s Golf Tournament in the amount of $100.00. 3.2.6 Internet Dedicated Service 180-13 Moved by: T.K. Campbell Administration Committee accept the proposal from Bell Canada for a Business Internet Dedicated Service at a monthly cost of $188.00 ADSL Extra, 5 year term. 3.2.7 200 th Anniversary Joint Committee Terms of Reference 181-13 Moved by: Sharon Mousseau Seconded by: T.K. Campbell BE IT RESOLVED THAT, Council on recommendation of the Finance and Administration Committee approve the attached 200 th Anniversary Joint Committee Terms of Reference. 3.2.8 Annual Cost of Living 182-13 Moved by: Brian Dowdall Seconded by: Faye Campbell Administration Committee adopt the annual cost of living increase in the amount of 2.6% for Council, Full-time and Permanent Part-Time Employees effective May 5 th, 2013. 5
3.2.9 Broomball Revenue 183-13 Moved by: Faye Campbell Administration Committee that the Broomball revenue be used for the accessible viewing seating for the Beckwith Recreation Complex. 3.2.10 Emergency Management Advertising 184-13 Moved by: Brian Dowdall Seconded by: Faye Campbell Administration Committee purchase twenty-four (24) radio commercials promoting emergency awareness on Lake 88.1 fm. The commercials would air between June and September, 2013 and would cost $576. 3.3 Public Works 3.3.1 Road Development Report and Asset Management Plan 185-13 Moved by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Public Works Committee waive the procurement policy to accept the combined Road Development Report and Asset Management Plan prepared by McIntosh Perry Consulting Engineers Ltd due to their specialized knowledge in preparing prior road development reports. 186-13 Moved by: Brian Dowdall Seconded by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Public Works Committee accept McIntosh Perry Consulting Engineers Ltd. quote in the amount of $28,000.00 plus HST and disbursements for the Road Development Report and Asset Management Plan and to be used for the Development Charges Study. 3.3.2 County of Lanark Posted Speed Changes Project 187-13 Moved by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Public Works Committee that the County of Lanark to leave the posted speed as is in the Township of Beckwith with the exception of extending the 60km limit east of the golf course on County Road 10. 6
3.3.3 Roadside Mowing Contract Extension. 188-13 Moved by: Brian Dowdall Seconded by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Public Works Committee accept the roadside mowing service of Steven Lewis at the rate of $3498.25 per cut, identical to the 2012 rate. 3.4 Recreation 3.4.1 Beckwith Recreation Complex - Accessible Viewing Area in the Arena 189-13 Moved by: T.K. Campbell BE IT RESOLVED THAT, Council waive the procurement policy to accept the quote from Sportsystems Canada to supply and install accessible viewing area and viewing platform in the arena of the Beckwith Recreation Complex due to specialized workmanship. 190-13 Moved by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Recreation Committee accept the quote from Sport Systems Canada in the amount of $18,198.00 plus HST to supply and install an accessible ramp with a viewing platform at the Beckwith Recreation Complex with the Canada Infrastructure Investment Fund. 3.4.2 Beckwith Recreation Complex - Painting Outside of Building 191-13 Moved by: Brian Dowdall Seconded by: Faye Campbell BE IT RESOLVED THAT, Council on the recommendation of the Recreation Committee accept the quote from Marshall Stewart in the amount of $7,200.00 plus HST for all materials and labour to prep, prime & paint the exterior walls of the Beckwith Recreation Complex. 3.4.3 Beckwith Recreation Complex - Heaters 192-13 Moved by: T.K. Campbell BE IT RESOLVED THAT, Council on the recommendation of the Recreation Committee accept the quote from Keith McDiarmid in the amount of $17,699.11 plus HST to supply & install 3 UA80 Single Stage Superior Radiant Aluminized Heaters at the Beckwith Recreation Complex (Arena). 7
3.5 Economic Development 3.5.1 Community Heritage Ontario - Membership 193-13 Moved by: Sharon Mousseau Seconded by: T.K. Campbell BE IT RESOLVED THAT, Council on the recommendation of the Heritage Committee approve the Corporate Membership in the amount of $100.00 for 2013 Community Heritage Ontario. 3.6 Municipal Drug Strategy 3.7 Police Services Board 3.8 Fire 3.9 General Accounts as of May 30 th, 2013 194-13 Moved by: T.K. Campbell BE IT RESOLVED THAT, the General Accounts dated May 30 th, 2013 be approved as printed and circulated. 3.10 Public Works Accounts as of May 30 th, 2013 195-13 Moved by: Sharon Mousseau Seconded by: T.K. Campbell BE IT RESOLVED THAT, the Public Works Accounts dated May 30 th, 2013 be approved as printed and circulated. 3.11 Additional Accounts as of June 4 th, 2013 196-13 Moved by: T.K. Campbell BE IT RESOLVED THAT, the Additional Accounts dated June 4 th, 2013 be approved as printed and circulated. 4. CORRESPONDENCE 197-13 Moved by: Sharon Mousseau Seconded by: T.K. Campbell BE IT RESOLVED THAT, the correspondence listing dated May 30 th, 2013 be approved as printed and circulated. 5. OTHER BUSINESS 5.1 None. 8
6. NEW BUSINESS 6.1 Carlgate Estates Subdivision Drainage Easement Refer to Delegations, item 2.1. 6.2 Heritage Designation of the Franktown United Church Staff received direction to send the letter to St. Paul s Church advising that the Township supports, in principle, the request for heritage designation of the Franktown United Church, provided that the Township receives a letter of consent from the registered owner of the property. 6.2 Beckwith Recreation Complex Repair to Turf Area 198-13 Moved by: T.K. Campbell BE IT RESOLVED THAT, Council accepts the quote from Black Creek Enterprises to repair the damage to the wall of the Beckwith Recreation Complex in the amount of $20,253 plus HST as recommended by the Insurance Adjustor. 7. NOTICE OF MEETINGS 7.1 Police Services Board September 18 th, 2013 at 3:00 p.m. Lanark County Joint Police Assoc. June 5 th, 2013 at 10:00 a.m. 7.2 Economic Development Committee June 25 th, 2013 at 6:30 p.m. 7.3 Public Works Committee June 18 th, 2013 at 6:00 p.m. 7.4 Finance & Administration Committee June 18 th, 2013 following immediately after Public Works Committee 7.5 Planning Committee June 10 th, 2013 at 7:00 p.m. 7.6 Council July 2 nd, 2013 at 7:00 p.m. 7.7 Heritage Committee Call of the Chair at 2:00 p.m. 7.8 Fire Committee Call of the Chair 7.9 Recreation Committee June 20 th, 2013 at 6:30 p.m. 8. CONFIRMATORY BY-LAW NO. 2013-25 199-13 Moved by: Sharon Mousseau Seconded by: T.K. Campbell BE IT RESOLVED THAT, a by-law to confirm the proceedings of Council be introduced and given first and second reading. 200-13 Moved by: T.K. Campbell BE IT RESOLVED THAT, a by-law to confirm the proceedings of Council be given third reading, passed and numbered 2013 25. 9. ADJOURNMENT 9.1 Resolution to Adjourn 9
201-13 Moved by: Sharon Mousseau Seconded by: T.K. Campbell BE IT RESOLVED THAT, the meeting adjourn at 8:43 p.m. Richard Kidd, Reeve Cynthia Moyle, Clerk 10
ATTACHMENTS 11
3.1.5 Wind Turbine Development - Township of Wainfleet - Resolution 174-13 12
13
14
3.2.7 200 th Anniversary Joint Committee Terms of Reference Resolution #181-13 200 th Anniversary Joint Committee Subject: Terms of Reference Effective: Applies to: Town of Perth, Tay Valley Township, Drummond North Elmsley Township, Beckwith Township Approval By-law No. 20xx-xxxx A. Background In support of celebrations of the 200 th anniversary of the Perth Military Settlement, which encompasses the current Town of Perth, Tay Valley Township, Drummond North Elmsley Township and Beckwith Township, the member municipalities deem it appropriate to establish a 200 th Anniversary Joint Committee, hereafter referred to as the Joint Committee. The purpose of the Joint Committee is to work together on areas where collaboration and coordination would be mutually beneficial and contribute to the cost-efficiency and overall success of the 200 th anniversary of settlement celebrations. B. Authority Authority transfer is restricted to the scope described herein, unless an amendment is explicitly authorized by each of the member Councils. The 200 th Anniversary Joint Committee: 1. Shall derive its authority from the member Councils and shall operate in accordance with this Terms of Reference. 2. Shall authorize all proposed expenditures by motion. 3. Shall not authorize any expenditures in excess of the funds it receives from fundraising activities (sponsorships and donations), or grants; 4. Shall not communicate externally on behalf of the member Councils except as related to the scope; C. Scope 1. Finance The Treasurer of Tay Valley Township shall be the Treasurer for the Joint Committee and shall provide donation receipts for donations by individuals that are intended for the Joint Committee. There shall be no administrative fees charged to the Joint Committee for this service. The Tay Valley Treasurer shall invest this money in short term investments to gain interest revenue that will be used by the Joint Committee. At each meeting, the Treasurer of the Joint Committee will distribute a financial report detailing the revenues and expenses. On the occasion where a granting body will only accept an application from one applicant for the purposes of a 200 th anniversary request, motions of approval for the grant 15
submission, and all respective required financial contributions, from Councils of the member municipalities shall be required prior to the submission of the grant. On behalf of the Joint Committee, Tay Valley Township shall be responsible for submitting all grant applications (not necessarily the writing of the grant), all subsequent required paperwork (prepared in cooperation with other members), management of the financial records and any required grant audits. The Joint Committee shall approach members of the business community, service clubs and other potential sponsors and funders across the member municipalities. These funds shall be pooled and used for joint marketing. Individual donors may decide if they wish their donation to be targeted; i.e. to one member municipality or shared by all members. This does not prejudice funding commitments that any member municipality has already received. 2. Events The Joint Committee shall partner on fundraising projects it deems mutually beneficial. The Joint Committee shall approach event organizers across the member municipalities to encourage them to adopt a 200 th anniversary theme to their 2016 event(s). The Joint Committee shall promote all such events. The Joint Committee shall provide the logos of each member municipality and/or anniversary logos for use by the event organizer provided it meets the criteria of the respective municipality to use its logo. The Joint Committee shall collaborate on promoting expatriate / homecoming events as well as any other arrangements as appropriate. This does not preclude the 200 th Anniversary Committee/Working Groups of each member municipality from organizing their own specific events. 3. Marketing The Joint Committee shall collaborate on the promotion of all 200 th anniversary celebrations held across the member municipalities through various media as appropriate. This does not preclude each member municipality from doing their own separate marketing initiatives. The Joint Committee shall develop and cost share advertisements which promote the 200 th anniversary celebrations across the member municipalities as appropriate. 4. Communications D. Reports To The Joint Committee shall send joint letters to members of the business community, service organizations, potential funders or sponsors as jointly agreed upon, and others on matters pertaining to the 200 th anniversary celebrations as appropriate. Where a joint letter is required, the 200th anniversary logo or municipal logo, of all member municipalities shall be used. The Joint Committee shall report to the Council of each member municipality via the Committee of the Whole where applicable. E. Composition 1. Membership: 16
a. Voting Members: There are four (4) members. One member of Council from the Township of Drummond North Elmsley, Town of Perth, Tay Valley Township and Beckwith Township. Each member shall have one vote. b. Term: The 200 th Anniversary Joint Committee is an adhoc Committee of each of the member municipal Councils. The term of the Committee is finite and it shall be disbanded upon completion of its mandate. 2. Structure: a. Chair and Vice-Chair: F. Governance A Chair and Vice-Chair shall be elected from amongst its members at the first meeting. b. Support Resources: a. Recording Secretary: A Recording Secretary will be assigned at the first meeting. The official records of the Joint Committee (minutes and agendas) will be kept with the municipality that employs the Treasurer for the Joint Committee to ensure all records are kept in one place. a. Attendance by the Recording Secretary shall be mandatory for all meetings. A Technical Advisor may be appointed as the Recording Secretary by the Committee as an alternate, in the event that the Recording Secretary is unable to attend. c. Technical Advisors: a. Staff or members from 200 th Anniversary Committee/Working Group from each municipality. b. Attendance of at least one Technical Advisor shall be mandatory for all meetings. All meetings shall be open to the public. Meetings will generally be held quarterly at 1:00 p.m. at the Perth Town Hall. The Joint Committee may hold a special meeting at the call of the Chair. Forty-eight (48) hours (not including weekends, or holidays of written notice shall be provided. Agendas for regular scheduled meetings are to be distributed to all members and any other persons requesting to be included on the distribution list, and posted on the member municipal websites for public notice at least one (1) week prior to the meeting date. Draft minutes will be circulated to the members within 7 days of the meeting and will be approved at the next meeting, signed by the Chair and Recording Secretary and posted to the member municipal websites. G. Quorum A majority of members (50% plus one) will be required for a meeting to take place. H. Remuneration There is no annual stipend for members of the 200 th Anniversary Joint Committee. 17