CORPORATION OF THE MUNICIPALITY OF NORTH GRENVILLE MINUTES Committee of the Whole Meeting No. 6 Held in the Municipal Centre at 285 County Rd. 44 On Monday, April 7, 2014 at 6:36 p.m. PRESENT: Mayor: Deputy Mayor: Councillor: Councillor: David Gordon Ken Finnerty Tim Sutton Barb Tobin Chief Administrative Officer: Director of Corporate Services/Clerk: Director of Parks, Recreation & Culture: Director of Emergency & Protective Services/Fire Chief: Director of Public Works: Director of Planning & Development: Treasurer: Marketing Intern: Brian Carré Cahl Pominville Mark Guy Paul Hutt Karen Dunlop Forbes Symon Sheila Kehoe Olga Mitskaniouk Mayor David Gordon declared the meeting open. DISCLOSURE OF INTEREST None APPROVAL OF MINUTES Resolution No. CW-2014-040 Moved by Barb Tobin and seconded by Tim Sutton that the attached copies of minutes, being replicas of those recorded in the Minute Book of the Municipality, of the Regular Committee of the Whole Meeting held March 17, 2014, and the Special Committee of the Whole Meeting held on February 24, 2014, similar copies having been distributed to each Committee member for their perusal, are hereby approved. EMERGENCY & PROTECTIVE SERVICES Mayor Gordon took the Chair at 6:38 p.m. for this portion of the meeting. 1. Chief Hutt participated in Energy East Pipeline presentation held in Ottawa on April 3. rd This presentation dealt with an emergency management situation from the emergency response perspective. It also included high level presentations on equipment and training that is being proposed. The next steps is to engage various stakeholders. Chief Hutt will
-2- be part of this group on emergency preparedness. Provincial Hazmat Response is located in Ottawa. Specialized equipment and response team will be provided by Energy East at no cost to the Municipality. 2. An update was provided on emergency management. RVCA and SNCA have provided notices of areas of concern for a flood advisory. Staff have taken these notices to residences on Hilly Lane. Sand and sandbags are available at the Concession Road Garage. 3. The ice is melting quickly and the ice along riverbanks is collapsing. Residents are encouraged to stay away from the waterways. PARKS, RECREATION & CULTURE Councillor Tobin took the Chair at 6:47 p.m. for this portion of the meeting. REPORTS 1. Marketing Internship Completion An update was provided by Olga Mitskaniouk on her work for the Recreation Department on the sale of naming rights for facilities. Mark Guy and Ms. Mitskaniouk met with many companies on potential naming rights. Traffic statistics on the facilities were compiled as well as research on current advertising in the facilities. Updated advertising options and recommendations were provided. Mark Guy noted that he was impressed with the background work that was assembled. 1. Mark Guy provided an update on the Parks & Recreation Ontario Conferencethat he recently attended. Presentations on online registration software were attended at the conference. More research will be done to see what is best for North Grenville. Councillor Sutton noted that he would like to see us do more e-commerce items e.g., dog tags, burn permits, etc. Mark Guy advised that some of these companies offer this service. FINANCE & ADMINISTRATION Councillor Sutton took the Chair at 7:00 p.m. for this portion of the meeting. REPORTS 1. 2014 Tax Rates An update was provided by Sheila Kehoe. There is a reduction in tax rate for 2014. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-041) 2. Fire Communications System Financing An update was provided by Sheila Kehoe. Council passed a by-law in October, 2013 to purchase fire communication equipment. The auditor has advised that each lower tier municipality must pass a by-law to give authorization. North Grenville s share is $22,067 annually with total borrowing of $187,022. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-042)
-3-3. Joint and Several Liability A resolution was passed in January, 2014 in support of a Private Members Bill for reform of joint & several liability insurance. The Ministry of the Attorney General is requesting input from municipalities and associations. Several models have been proposed for consideration. Councillor Sutton explained the impact that joint and several liability has on the cost of insurance premiums for municipalities. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-043) 4. Electronic Voting Services Agreement An update was provided by Cahl Pominville. Nine municipalities in Leeds & Grenville prepared a joint Request for Proposals for evoting Services. The recommended company to supply electronic voting services for the 2014 Municipal Election is Intelivote Systems Inc. Information was provided on the upgrade to Intelivote servers to address a slow down which took place in the voting process in 2010. North Grenville will have paper ballots available on Election Day as we did in 2010. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-044) 5. Committee of the Whole Agenda - Draft Minutes of Committees & Boards Cahl Pominville provided an update on the receipt of Draft Minutes of Committees and Boards at Committee of the Whole Meetings. 1. Brian Carré advised that Committee of the Whole met in a closed session prior to tonight s Regular Meeting to discuss a proposed memorial bench in Riverside Park. Committee rose with report to approve this request. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-045) 2. Brian Carré provided information on the work of the Kemptville College Retention Task Force. The group s mission statement was read to Committee. Meetings were held today with Algonquin College and St. Lawrence College at the campus. The Task Force is currently undertaking an analysis of the situation. All parties agreed that dialogue would continue on the process of moving forward. Additional meetings will be held with a private enterprise as well. PLANNING & DEVELOPMENT Councillor Sutton took the Chair at 7:31 p.m. for this portion of the meeting. 1. Dedication of Public Road An update was provided by Forbes Symon. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-046) 2. Lift Part Lot Control - equinelle Subdivision-Phase 2B An update was provided by Forbes Symon. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-047) 3. Site Plan Amendment - Pentland/Bruck An update was provided by Forbes Symon. The applicant has requested an amendment to the site plan to change the hours of operation for a dog grooming business. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-048) 1. The Senior Management Team met earlier today with Watson & Associates regarding the preparation of development charges and long term financial plan. There is a need to set a date for a Council training session to review the process. The Committee agree to hold this th training session on June 18 from 5:00 p.m. to 8:00 p.m.
-4- PUBLIC WORKS Deputy Mayor Finnerty took the Chair at7:39 p.m. for this portion of the meeting. REPORTS 1. DWQMS Quarterly Report An update was provided by Karen Dunlop. There have been three water breaks during that time period. The water flushing program starts this week. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-049) 2. Installation of Washer/Compactor at Bridge St. Pump Station Background and information was provided by Karen Dunlop. This is included in the 2014 Capital Program. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-050) 3. Pitch-In Canada Week An update was provided by Karen Dunlop. A resolution was presented and recommended to Council for approval. (See Resolution No. C-2014-051) 1. Karen Dunlop advised that the digester project has been put on hold due to a roofing issue. The tender will soon be issued. The project will remain on schedule. 2. Karen Dunlop advised that the tender for a well in the east quadrant is to be issued. 3. Deputy Mayor Finnerty questioned if there would be road work on Clothier St. E. this year. Karen Dunlop advised that there is no funding for works on Clothier St. E. from Barnes St. to Bridge St. this year. Delcon Construction will complete finishing works when half loads have been lifted. 4. Deputy Mayor Finnerty expressed concerns of snow dumping into Kemptville Creek. RESOLUTIONS Resolution No. CW-2014-041 Moved by Barb Tobin and seconded by David Gordon that WHEREAS the Municipal Act 2001, as amended, provides that for the purposes of raising the general municipal levy, the Council of the municipality shall, each year, pass a by-law levying a separate tax rate, as specified in the by-law, on assessment in each property class in the local municipality rateable for local municipal purposes, not withstanding any assessment related to capping adjustments under Regulation 171/01, NOW THEREFORE the Committee of the Whole recommends to Council that a by-law be enacted to set the 2014 tax rates for the General Municipal Rates for the Municipality of North Grenville.
-5- Resolution No. CW-2014-042 Moved by David Gordon and seconded by Ken Finnerty that the Committee of the Whole recommend to Council that a by-law be enacted to authorize the United Counties of Leeds and Grenville financing of the Fire Communication System. Resolution No. CW-2014-043 Moved by Barb Tobin and seconded by David Gordon that the Committee of the Whole recommends to Council that the Municipality of North Grenville endorse the Combined model as the preferred model to reform joint and several liability insurance to mitigate the impact for municipalities. Resolution No. CW-2014-044 Moved by Ken Finnerty and seconded by David Gordon that the Committee of the Whole recommend to Council that a by-law be enacted to authorize an agreement with Intelivote Systems Inc. for the provision of electronic voting services for the 2014 municipal election. Resolution No. CW-2014-045 Moved by Barb Tobin and seconded by Ken Finnerty that the Committee of the Whole recommend that Council approve a memorial bench in memory of Sam Tobias be installed in Riverside Park. Resolution No. CW-2014-046 Moved by Barb Tobin and seconded by Ken Finnerty that the Committee of the Whole recommend to Council that a by-law be enacted to assume Block 25 on registered Plan 1077, as part of the Public Road System. Resolution No. CW-2014-047 Moved by David Gordon and seconded by Ken Finnerty that the Committee of the Whole recommend to Council that a by-law be enacted to lift Part Lot Control on Blocks 2, 4, 5, 6, 7 and 8 on Registered Plan 15M-15 (equinelle Subdivision Phase 2B). Resolution No. CW-2014-048 Moved by Barb Tobin and seconded by Ken Finnerty that the Committee of the Whole recommend to Council that the proposed amendment to the Site Plan Agreement for 103 Stonewalk Drive (Pentland Bruck) to extend the hours of operation be approved.
-6- Resolution No. CW-2014-049 Moved by David Gordon and seconded by Tim Sutton that the Committee of the Whole receive the DWQMS Status Report for the period January 1, 2014 to March 31, 2014. Resolution No. CW-2014-050 Moved by Barb Tobin and seconded by David Gordon that the Committee of the Whole recommend th th to Council that April 20 to 26, 2014 be proclaimed as Pitch-In Canada Week in the Municipality of North Grenville. The Meeting adjourned at 7:51 p.m. ORIGINAL SIGNED BY DAVID GORDON CAHL POMINVILLE Mayor Clerk