PRESCOTT TOWN COUNCIL AGENDA June 27, 2016 7:00 pm Council Chambers 360 Dibble St. W. Prescott, Ontario Pages 1. Call to Order 2. Approval of Agenda Suggested Motion "THAT the agenda for the Council meeting of June 27, 2016, be approved as presented." 3. Declarations of Interest 4. Presentations 4.1 Catherine Demers - Rotary Youth Exchange Student 5. Delegations 6. Minutes of the previous Council meetings 6.1 Regular Council Minutes - May 24, 2016 1 Suggested Motion "THAT the Council minutes of May 24, 2016, be accepted as presented."
6.2 Special Council Minutes - June 6, 2016 10 Suggested Motion "THAT the Special Council minutes of June 6, 2016, be accepted as presented." 6.3 Special Council Minutes - June 20, 2016 14 Suggested Motion "THAT the Special Council minutes of June 20, 2016, be accepted as presented." 7. Communications & Petitions 7.1 Action Items 7.2 Information Items (under separate cover) Suggested Motion "THAT the information items under separate cover be received and filed." 8. Committee Reports 8.1 Committee of the Whole Report 11-2016 - June 6, 2016 a. Committee of the Whole minutes dated June 6, 2016 16 Suggested Motion "THAT the Committee of the Whole minutes dated June 6, 2016, be accepted as presented." 8.2 Committee of the Whole Report 12-2016 - June 20, 2016 a. Committee of the Whole minutes dated June 20, 2016 20 Suggested Motion "THAT the Committee of the Whole minutes dated June 20, 2016, be accepted as presented." b. 2017 Capital Planning Suggested Motion "THAT Council provide feedback to the Director of Public Works & Infrastructure regarding capital projects they would like to see budgeted for in 2017."
8.3 Website Sub-Committee - June 20, 2016 9. Mayor a. Town of Prescott Mobile Application Enhancements Suggested Motion "THAT Council approve a fee of $1,200, plus applicable taxes, to update the Town of Prescott Pingstreet mobile application with the website's "Report a Problem" feature." b. Town of Prescott Promotional Video Suggested Motion "THAT Council authorize the CAO to seek requests for quotations for the creation of a promotional video for the Town of Prescott to be used on the Town's website and other media outlets." 10. Outside Boards, Committees and Commissions 11. Staff 11.1 Staff Report 21-2016 - Planning Advisory Committee 25 12. Resolutions Suggested Motion "THAT Council appoint the Mayor and 2 members of Council to serve on the Planning Advisory Committee; and That Mr. Michel Otis, a Registered Professional Planner and a resident of the Town of Prescott, be appointed to the Committee in accordance with the requirements of Section 8 (4) of the Planning Act R.S.O 1990." 12.1 Request for Removal of Heritage Designation - 439 Edward Street, "Crane House" Suggested Motion "THAT Council deny the request for removal of heritage designation for the property located at 439 Edward Street, "Crane House."
13. By-laws 13.1 By-Law 31-2016 - MFIPPA Designation 29 Suggested Motion "THAT By-Law 31-2016, being a by-law to designate a head of the municipal corporation and delegate all powers and duties of the head to the Clerk for the purposes of the Municipal Freedom of Information and Protection of Privacy Act, be read a first and second time." Suggested Motion "THAT By-Law 31-2016, being a by-law to designate a head of the municipal corporation and delegate all powers and duties of the head to the Clerk for the purposes of the Municipal Freedom of Information and Protection of Privacy Act, be read a third time, passed and signed by the Mayor and Clerk." 13.2 By-Law 32-2016 - Tariff of Fees By-Law 31 Suggested Motion "THAT By-Law 32-2016, being a by-law to prescribe a tariff of fees for processing applications in respect of planning matters, be read a first and second time." Suggested Motion "THAT By-law 32-2016, being a by-law to prescribe a tariff of feess for processing applications in respect of planning matters, be read a third time, passed and signed by the Mayor and Clerk." 13.3 By-Law 34-2016 - Prescott Cemetery Board of Management 36 Suggested Motion "THAT By-Law 34-2016, being a by-law to establish the Prescott Cemetery Board of Management, be read a first and second time." Suggested Motion "THAT By-Law 34-2016, being a by-law to establish the Prescott Cemetery Board of Management, be read a third time, passed and signed by the Mayor and Clerk."
13.4 By-Law 35-2016 - 2016 Tax Rates 54 14. New Business Suggested Motion "THAT By-law 35-2016, being a by-law to adopt tax rates for municipal purposes for the year 2016, be read a first and second time." Suggested Motion 15. Notices of Motion "THAT By-Law 35-2016, being a by-law to adopt tax rates for municipal purposes for the year 2016, be read a third time, passed and signed by the Mayor and Clerk." 16. Mayor s Proclamation 17. Period for Media Questions 18. Closed Session 18.1 HR Matter 19. Rise and Report Suggested Motion "THAT Council move into Closed Session at to address a matter pertaining to: - personal matters about an identifiable individual, including municipal or local board employees; and That the Chief Administrative Officer/Deputy Clerk remain in the room." 20. Confirming By-Law 36-2016 58 Suggested Motion THAT By-Law 36-2016, being a by-law to confirm the proceedings of the Council meeting held on June 27, 2016, be read a first and second time. Suggested Motion THAT By-Law 36-2016, being a by-law to confirm the proceedings of the Council meeting held on June 27, 2016, be read a third time, passed and signed by the Mayor and Clerk.
21. Adjournment
PRESCOTT TOWN COUNCIL MINUTES Tuesday, May 24, 2016 6:00 p.m. Council Chambers 360 Dibble St. W. Prescott, Ontario Present Staff Mayor Brett Todd, Councillor Leanne Burton, Teresa Jansman, Fraser Laschinger, Lee McConnell, Mike Ostrander, and Ray Young. Pierre Mercier, CAO,Steve Potter, Director of Corporate Services, Kimberley Casselman, Clerk, Dan Beattie, Director of Public Works & Infrastructure, and Lindsey Veltkamp, Corporate Services Administrative Assistant. 1. Call to Order Mayor Todd called the meeting to order at 6:08 p.m. 2. Approval of Agenda Motion 142-2016: Ostrander, McConnell That the agenda for the Council meeting of May 24, 2016, be approved as presented. 1 Page 1 of 59
3. Declarations of Interest Councillor Young declared a conflict of interest pertaining to item 8.2 b- Planning Fees Heritage Buildings. 4. Presentations 4.1 2016 Volunteer of the Year Award Mayor Todd presented Lynda Joanisse with the 2016 Volunteer of the Year Award. Recess Council recessed at 6:15 p.m. to attend a reception in honour of Ms. Joanisse. Council resumed at 6:42 p.m. 5. Delegations - None 6. Minutes of the previous Council meetings 6.1 Regular Council Minutes - April 25, 2016 Motion 143-2016: Burton, Ostrander That the Council minutes of April 25, 2016, be accepted as presented. 6.2 Special Council Minutes - May 2, 2016 Motion 144-2016: Ostrander, Burton That the Special Council minutes of May 2, 2016, be accepted as presented. 2 Page 2 of 59
7. Communications & Petitions 7.1 Action Items - None 7.2 Information Items (under separate cover) Motion 145-2016: Laschinger, Jansman That the information items under separate cover be received and filed. 1. Prescott Fire Department Monthly Report 2. Ministry of Citizenship, Immigration and International Trade letter re: Ontario Medal for Good Citizenship 3. Township of South Frontenac resolution re: Large Renewable Procurement Projects 4. Township of South Frontenac resolution re: No Wake Restriction on Ontario s Navigable Waters 5. Township of Gillies resolution re: No Wake Restriction on Ontario s Navigable Waters 6. Township of South Dundas resolution re: Rural Economic Development Program 7. City of Welland resolution re: Private Supportive Living Accommodations 8. Township of South Stormont resolution: Ontario Energy Board 9. Town of Amherstburg resolution: Upgrades to the Marathon Petroleum Facility 10. Township of Champlain resolution re: Review of the Green Energy Act 11. Niagara Region resolution re: Lyme Disease 12. Village of Merrickville-Wolford resolution re: Fort McMurray Donation 13. Resolutions from the following municipalities re: Bill 58 Saving the Girl Next Door Act: - Town of Aylmer - Municipality of Trent Lakes - Township of Southgate - Township of Clearview - Township of South Stormont - Township of North Frontenac - Township of Edwardsburg/Cardinal - City of Oshawa - Township of Dorion - Township of Augusta - Township of South Dundas - Town of Pelham - Township of Enniskillen 3 Page 3 of 59
Discussion was held regarding item number four and five, No Wake Restriction on Ontario s Navigable Waters. Staff was directed to provide more information at the next Committee of the Whole meeting. 8. Committee Reports 8.1 Committee of the Whole Report 09-2016 - May 2, 2016 a. Committee of the Whole minutes dated May 2, 2016 Motion 146-2016: Jansman, Burton That the Committee of the Whole minutes dated May 2, 2016, be accepted as presented. 8.2 Committee of the Whole Report 10-2016 - May 16, 2016 a. Committee of the Whole minutes dated May 16, 2016 Motion 147-2016: McConnell, Ostrander That the Committee of the Whole minutes dated May 16, 2016, be accepted as presented. Councillor Young vacated his seat and left the Council Chambers at 6:50 p.m. b. Planning Fees - Heritage Buildings Motion 148-2016: Ostrander, Burton That Council exempt Heritage Act designated structures located outside of the Community Improvement Plan area from planning application fees associated with redevelopment; and That any associated fees by-laws be revised accordingly. Councillor Ostrander spoke to the suggested motion. He discussed the various advantages of eliminating fees for Heritage Act designated structures located outside of the Community Improvement Plan area. 4 Page 4 of 59
9. Mayor Councillor Young returned to his seat at 6:53 p.m. Mayor Todd spoke to his attendance at the harbour opening on May 20 th, the Community Hub opening in Brockville on May 17 th, and the Chamber of Commerce meeting held on May 18 th. Mayor Todd spoke to the upcoming Prescott P.R.O.U.D campaign week taking place from May 30 th to June 5 th. He encouraged residents and staff to contribute around the Town. Mayor Todd spoke to the recent vandalism at Sandy Hill Cemetery. He urged anyone with information or knowledge about the recent incident to contact the Prescott OPP at 925-4221 or 1-888-310-1122. He thanked everyone who helped with the cleanup efforts. Mayor Todd thanked Brent and Shawna Ward for opening Marion s Children s Ware for one final weekend. 10. Outside Boards, Committees and Commissions Councillor Burton spoke to recent Fire Department anniversaries and congratulated the following members on their various years of service: Al Norton (8 years), John Huston (21 years), and George Prosser ( belated 25 years). She spoke to her attendance at the Girls Inc Celebration on May 4 th, the Leader Cast Seminar on May 6 th, and the grand opening of the Farmer s and Crafter s Market on May 14 th. She stated that the Business Showcase and Expo was taking place June 10 th and 11 th and that there were still vendor spaces available. Councillor Jansman spoke to her attendance at the Leeds, Grenville & Lanark District Health Unit Board of Health meeting held on May 19 th. Councillor Laschinger spoke to the recent vandalism at Sandy Hill Cemetery. He thanked members of the Prescott Cemetery Board for all their help and other members of the community who helped with cleanup. He spoke to his attendance on May 14 th at a fundraising event for St. Lawrence Academy. He spoke to the opening of the Forwarders Museum where the museum had 58 visitors from different locations. He spoke to the Door s Open Event on May 28 th and 29 th. He stated that Door s Open was an Ontario wide, two day event when historic places throughout Ontario open their doors to the public, with free admission. 5 Page 5 of 59
Councillor McConnell spoke to his attendance at the Prescott Library Board meeting on May 10 th, the Prescott Youth Centre meeting on May 12 th, and the St. Lawrence Lodge Board meeting on May 24 th. He spoke to the successful Prescott Youth Centre s ball hockey tournament which raised $1000. He thanked the Prescott Scouts for their help and congratulated the board. Councillor Ostrander spoke to his attendance at the May 18 th Chamber of Commerce meeting, and the Walker House overnight trip to Toronto to see Les Miserables. He spoke to the upcoming Business Expo on June 10 th and June 11 th, the Chamber of Commerce Golf Tournament on May 27 th, and Pitch in Day on June 4 th. Councillor Young provided an overview of the May Prescott Fire Department Call Summary. 11. Staff 11.1 Staff Report - 16-2016 - Water Plant Class Environmental Assessment - Township of Edwardsburgh/Cardinal Motion 149-2016: McConnell, Ostrander That Council authorizes the CAO and the Town's Engineers to work with the Township of Edwardsburgh/Cardinal staff and engineering consultants in the evaluation of the Prescott Water Plant as an alternative to the construction of a new plant by the Township. Pierre Mercier, CAO, spoke to the upcoming public information session for the St. Lawrence Street Reconstruction project. Discussion was held regarding the current agreement, the cost of infrastructure, and timelines. 12. Resolutions 12.1 Summer Meeting Schedule Motion 150-2016: Jansman, Burton That Council approve that the summer Council meeting schedule be as follows: Monday, July 18th at 7:00 p.m., and Monday, August 22nd at 7:00 p.m. 6 Page 6 of 59
12.2 Donation to Canadian Red Cross for Fort McMurray Motion 151-2016: Young, Ostrander That Council donate $1000.00 to the Canadian Red Cross to assist with the Fort McMurray disaster relief efforts. 13. By-laws 13.1 Municipal By-Law Enforcement Officer Appointment By-Law Motion 152-2016: Burton, Ostrander That By-Law 25-2016, being a by-law to appoint a Municipal By-Law Enforcement Officer for the Corporation of the Town of Prescott, be read a first and second time. Motion 152-2016: Burton, Ostrander That By-Law 25-2016, being a by-law to appoint a Municipal By-Law Enforcement Officer for the Corporation of the Town of Prescott, be read a third time, passed and signed by the Mayor and Clerk. 13.2 Community Emergency Management Coordinator Appointment By- Law Motion 153-2016: Burton, Ostrander That By-Law 26-2016, being a by-law to appoint a Community Emergency Management Coordinator and an Emergency Incident Advisor for the Corporation of the Town of Prescott, be read a first and second time. Motion 154-2016: Burton, Ostrander That By-law 26-2016, being a by-law to appoint a Community Emergency Management Coordinator and an Emergency Incident Advisor for the Corporation of the Town of Prescott, be read a third time, passed and signed by the Mayor and Clerk. 7 Page 7 of 59
14. New Business - None 15. Notices of Motion - None 16. Mayor s Proclamation 16.1 Seniors Month - June 1-30, 2016 Mayor Todd proclaimed June 1 st to the 30 th as Seniors Month in the Town of Prescott. 17. Period for Media Questions - None 18. Closed Session Motion 155-2016: Laschinger, Jansman That Council move info Closed Session at 7:40 p.m. to address matters pertaining to: 18.1 Fire Hall Site Selection Process - a proposed or pending acquisition or disposition of land by the municipality or local board; And that the Chief Administrative Officer, Director of Operations/Infrastructure, Director of Corporate Services, Clerk, Fire Chief, and the Town s Realty Consultants remain in the room. Motion 156-2016: Laschinger, Burton That the meeting reconvene in open session. (Time: 9:12 p.m.) 19. Rise and Report During the Closed Session, Council provided direction to the Mayor, CAO, and staff on the Fire Hall Site selection process. 8 Page 8 of 59
20. Confirming By-Law 27-2016 Motion 157-2016: Ostrander, Jansman That By-Law 27-2016, being a by-law to confirm the proceedings of the Council meeting held on May 24, 2016, be read a first and second time. Motion 158-2016: Ostrander, Jansman That By-law 27-2016, being a by-law to confirm the proceedings of the Council meeting held on May 24, 2016, be read a third and final time, passed and signed by the Mayor and Clerk. 21. Adjournment Motion 159-2016: Jansman, Burton That the meeting adjourns to Monday, June 27, 2016 at 7:00 p.m. (Time: 9:15.p.m.) Mayor Clerk 9 Page 9 of 59
SPECIAL PRESCOTT TOWN COUNCIL MINUTES Monday, June 6, 2016 Council Chambers 6:00 p.m. Present: Staff: Mayor Brett Todd, Councillors Leanne Burton, Teresa Jansman, Fraser Laschinger, Lee McConnell, Mike Ostrander and Ray Young Pierre Mercier, CAO, Steven Potter, Director of Corporate Services, Dan Beattie, Director of Public Works & Infrastructure, Kimberley Casselman, Clerk, Lindsey Veltkamp, Administrative Assistant Corporate Services Council Meeting 1. Call to Order Mayor Todd called the meeting to order at 6:03 p.m. 2. Approval of Agenda Motion 160-2016: Burton, Young That the agenda for the Special Council Meeting of June 6, 2016 be approved, as presented. Page 1 of 4 Special Council Minutes June 6, 2016 Page 10 of 59
3. Declarations of Interest - None 4. Presentations 4.1 2016 Citizen of the Year Award Mayor Todd presented Mr. Alleyn Abel with the 2016 Citizen of the Year Award. Council recessed at 6:13 p.m. to attend a reception in honour of Mr. Abel. Council resumed at 6:43 p.m. 5. Period for Media Questions - None 6. Closed Session 6.1 Acting Treasurer & 6.2 HR Matter Motion: 161-2016: Young, Ostrander That Council move into Closed Session at 6:47 p.m. to address matters pertaining to: 6.1 Acting Treasurer labour relations or employees; and 6.2 HR Matter personal matters about an identifiable individual, including municipal or local board employees, and That the Chief Administrative Officer, Director of Corporate Services, Director of Public Works & Infrastructure, and Clerk remain in the room. Motion: 162-2016: Young, Ostrander That the meeting reconvene in Open Session. (Time: 7:32 p.m.) 7. Rise and Report During the Closed Session, Council received information and provided direction to staff regarding items 6.1 and 6.2. Page 2 of 4 Special Council Minutes June 6, 2016 Page 11 of 59
Motion 163-2016: Jansman, Burton That By-Law 28-2016, being a by-law to appoint an Acting Treasurer for the Corporation of the Town of Prescott, be read a first and second time. Motion: 164-2016: Jansman, Burton That By-Law 28-2016, being a by-law to appoint an Acting Treasurer for the Corporation of the Town of Prescott, be read a third time, passed and signed by the Mayor and Clerk. Motion: 165-2016: Jansman, Burton That By-Law 29-2016, being a by-law to authorize the amendment to the appointment of a Chief Administrative Officer, Deputy Clerk, and Deputy Treasurer for the Corporation of the Town of Prescott, be read a first and second time. Motion: 166-2016 Jansman, Burton That By-Law 29-2016, being a by-law to authorize the amendment to the appointment of a Chief Administrative Officer, Deputy Clerk, and Deputy Treasurer for the Corporation of the Town of Prescott, be read a third time, passed and signed by the Mayor and Clerk. 8. Confirming By-Law 30-2016 Motion 167-2016: Ostrander, Young That By-Law 30-2016, being a by-law to confirm the proceedings of the Special Council meeting held on June 6, 2016, be read a first and second time. Motion 168-2016: Ostrander, Young That By-Law 30-2016, being a by-law to confirm the proceedings of the Special Council meeting held on June 6, 2016, be read a third time, passed and signed by the Mayor and Clerk. Page 3 of 4 Special Council Minutes June 6, 2016 Page 12 of 59
8. Adjournment Motion 169-2016: McConnell, Ostrander That this meeting adjourns to Monday, June 27, 2016 at 7:00 p.m. (Time: 7:40 p.m.) Mayor Clerk Page 4 of 4 Special Council Minutes June 6, 2016 Page 13 of 59
SPECIAL PRESCOTT TOWN COUNCIL MINUTES Monday, June 20, 2016 Council Chambers 7:00 p.m. Present: Staff: Mayor Brett Todd, Councillors Leanne Burton, Teresa Jansman, Fraser Laschinger, Lee McConnell, Mike Ostrander and Ray Young Pierre Mercier, CAO, Dan Beattie, Director of Public Works & Infrastructure, Kimberley Casselman, Clerk, Lindsey Veltkamp, Administrative Assistant Corporate Services Council Meeting 1. Call to Order Mayor Todd called the meeting to order at 7:04 p.m. 2. Approval of Agenda Motion 170-2016: Jansman, Burton That the agenda for the Special Council Meeting of June 20, 2016 be approved, as presented. Page 1 of 2 Special Council Minutes June 20, 2016 Page 14 of 59
3. Declarations of Interest None 4. Resolutions Motion 171-2016: McConnell, Ostrander That Council direct the CAO to proceed with submitting a grant application for the Canada 150 Community Infrastructure Program for the Leo Boivin Community Centre improvements. Mr. Pierre Mercier, CAO, provided an overview of the Canada 150 Community Infrastructure grant opportunity. He stated that he needed a Council resolution to proceed with submitting a grant application and that the maximum grant amount that could be awarded was $1M. Discussion was held regarding the Leo Boivin Community Centre improvements including the replacement of the ice plant, making the facility more accessible, and the cost of this work. Further discussion was held regarding the grant criteria and the arena improvements meeting the grant s eligibility requirements. Committee members also discussed amounts of grant funding to apply for. 5. Confirming By-Law 33-2016 Motion 172-2016: Burton, Jansman That By-Law 33-2016, being a by-law to confirm the proceedings of the Special Council meeting held on June 20, 2016, be read a first and second time. Motion 173-2016: Burton, Jansman That By-Law 33-2016, being a by-law to confirm the proceedings of the Special Council meeting held on June 20, 2016, be read a third time, passed and signed by the Mayor and Clerk. 6. Adjournment Motion 174-2016: Young, Ostrander That this meeting adjourns to Monday, June 27, 2016 at 7:00 p.m. (Time: 7:30 p.m.) Mayor Clerk Page 2 of 2 Special Council Minutes June 20, 2016 Page 15 of 59
COMMITTEE OF THE WHOLE MINUTES Report No. 11-2016 Monday, June 6, 2016 7:47 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, Steve Potter, Director of Corporate Services, Kimberley Casselman, Clerk, Dan Beattie, Director of Public Works & Infrastructure, and Lindsey Veltkamp, Corporate Services Administrative Assistant. 1. CALL TO ORDER The meeting was called to order by Mayor Todd at 7:47 p.m. 2. APPROVAL OF AGENDA Motion: Young, Burton That the agenda be adopted as amended. Page 16 of 59
The agenda was amended as follows: 1) Under item # 14 Add 14.1 Proposed Land Use 2) Under item # 14 - Add 14.2 Economic Development Matter 3. DECLARATIONS OF INTEREST - None 4. PRESENTATIONS - None 5. DELEGATIONS - None 6. COMMUNITY AND PROTECTIVE SERVICES Councillor Burton spoke to the upcoming Business Showcase and Expo taking place Friday, June 10 th and Saturday, June 11 th at the Ingredion Centre. She stated that there would be live music, door prizes, cars, trucks, and a variety of vendors from small to large businesses. 7. FINANCE & CORPORATE SERVICES 7.1 Staff Report 17-2016 - Delegation of MFIPPA Administration Duties By-Law Motion: Burton, Ostrander That Committee of the Whole recommend that Council adopt By-Law 31-2016, being a by-law to designate a head of the municipal corporation and to delegate all powers and duties of the head to the Clerk for the purposes of the Municipal Freedom of Information and Protection of Privacy Act. Ms. Kimberley Casselman, Clerk, spoke to Staff Report 17-2016 Delegation of MFIPPA Administration Duties By-Law. She provided an overview of the Municipal Freedom of Information and Protection of Privacy Act and stated that each municipal organization could appoint a head to oversee the administration of the legislation within the municipality. The head could then delegate all powers and duties under the Act to the Clerk. Ms. Casselman added that with Page 17 of 59
this delegation, the Clerk could then oversee the day-to-day administration duties required under the legislation. Discussion was held regarding frequency of MFIPPA requests, time requirements involved with requests, and records management. 8. TOURISM & HERITAGE 8.1 Garden Day Proclamation Councillor Laschinger spoke to the proclamation. Mayor Todd proclaimed June 17 th, 2016 as Garden Day in Prescott. 9. TRANSPORTATION & ENVIRONMENTAL SERVICES 9.1 Staff Report 18-2016 - No Wake Restrictions Mr. Pierre Mercier, CAO, provided an overview of Staff Report 18-2016 No Wake Restrictions. He stated that the resolution issued by the Township of Georgian Bay was a local area issue. He recommended that Council decline to endorse the resolution. 10. PLANNING 10.1 Tariff of Fees By-Law Review Motion: Todd, Young That Committee of the Whole recommend that Council adopt By-law 32-2016, being a By-law to prescribe a tariff of fees for processing applications in respect of planning matters, and that the minor variance fee be capped at $500.00. as amended Pierre Mercier, CAO, spoke to the proposed by-law. He provided an overview of the current fees and discussed the new fee increases. Discussion was held regarding the current fees, the number of minor variance applications the Town receives, and when the fees were last updated. Council requested that staff provide further information with the old and new fees listed. Page 18 of 59
11. ECONOMIC DEVELOPMENT None 12. NEW BUSINESS - None 13. PERIOD FOR MEDIA QUESTIONS - None 14. CLOSED SESSION That Committee of the Whole move into closed session at 8:30 p.m. to address matters pertaining to: 14.1 Proposed Land Use advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and 14.2 Economic Development Matter a proposed or pending acquisition or disposition of land by the municipality or local board; And that the CAO, Director of Corporate Services, Director of Public Works & Infrastructure, and Clerk remain in the room. Motion: Burton, Laschinger That the meeting reconvene in open session. (Time 9:17 p.m.). 15. RISE AND REPORT During the Closed Session, Council received information from staff on item 14.1- Proposed Land Use, and received information and provided direction on item 14.2 - Economic Development Matter. 16. ADJOURNMENT Motion: Burton, Laschinger That this meeting adjourns to Monday, June 20, 2016 at 7:00 p.m. (Time 9:17 p.m.) Page 19 of 59
COMMITTEE OF THE WHOLE MINUTES Report No. 12-2016 Monday, June 20, 2016 7:41 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, Kimberley Casselman, Clerk, Dan Beattie, Director of Public Works & Infrastructure, and Lindsey Veltkamp, Corporate Services Administrative Assistant 1. CALL TO ORDER The meeting was called to order by Mayor Todd at 7:41 p.m. 2. APPROVAL OF AGENDA Motion: McConnell, Ostrander That the agenda be adopted as amended. Page 20 of 59
The agenda was amended as follows: 1) Under item #7 Add 7.2 Town of Prescott Website Verbal Update 3. DECLARATIONS OF INTEREST - None 4. PRESENTATIONS 4.1 Community Improvement Plan Review Mr. Pierre Mercier, CAO, presented a PowerPoint presentation titled, Community Improvement Plan 2016 Review. A copy of the presentation is held on file with the Clerk s Office. Mr. Mercier provided background on Community Improvement Plans (CIP). He spoke to the Town s current CIP, his primary concerns regarding the plan, and possible improvements to be made to the plan. Committee members discussed the current plan, signage provisions in the plan, residential areas in the downtown core, and combining the CIP review with the Official Plan review. Further discussion was held regarding costs. Motion: McConnell, Young That the CAO and staff be directed to explore broadening the Community Improvement Plan and report back to Council on this matter. 4.2 Tourism & Recreation Update Katie Allard, Tourism & Recreation Coordinator Ms. Katie Allard, Tourism & Recreation Coordinator, introduced herself to Committee members. She provided an overview of her education background and career. Ms. Allard spoke to various tourism & recreation activities that had taken place including the opening of the Forwarders Museum and the Prescott P.R.O.U.D campaign week. Ms. Allard provided an overview of upcoming events and activities including the Canada Day celebrations, Communities in Bloom judging, and the official opening of RiverWalk Park. Ms. Allard further spoke to the enhanced programming and activities at the Prescott pool. Committee members congratulated Ms. Allard on her work. Page 21 of 59
5. DELEGATIONS - None 6. COMMUNITY AND PROTECTIVE SERVICES Councillor Burton spoke to the upcoming A Taste of Prescott event being held on June 25, 2016, from 4 p.m. 8 p.m. at Market Square. She stated that tickets could be purchased at the event for $20 and added that participants must be 19+. 7. FINANCE & CORPORATE SERVICES 7.1 Staff Report 20-2016 2017 Capital Planning Motion: Todd, Young That Council provide feedback to the Director of Public Works & Infrastructure regarding capital projects they would like to see budgeted for in 2017. Mr. Dan Beattie, Director of Public Works & Infrastructure, spoke to the staff report. He stated that a lot of capital work had been planned for 2017 and that the work would require many months of planning. He stated that staff wanted to be prepared and was requesting a list of capital projects Council members would like to see budgeted for in 2017. Discussion was held regarding having the current capital budget actuals presented to Council and completed capital projects. Mr. Mercier spoke to the new Acting Treasurer starting July 4, 2016, which would allow for better updates to Council regarding the budget. Committee members discussed traffic lights and LED lighting. Further discussion was held regarding the budget for road and sidewalk repair. Mayor Todd presented a list of potential capital projects. This list included road and sidewalk repair, enhancements at Centennial Park, splash pad, beach rejuvenation, a recreation master plan, work tracking software, signage for Town facilities and tourism, reserve policies for capital projects, and direct investment in the downtown. Motion: McConnell, Laschinger That staff be directed to locate the amount of money available from 2015 and 2016 budgets and present a plan to Council as to how that money can be spent on sidewalk and street repair this summer. Page 22 of 59
7.2 Town of Prescott Website Verbal Update Councillor Jansman spoke to the recent Website Sub-Committee meeting. She stated that two recommendations would be rising to Council from the meeting regarding enhancements to the Town s mobile application and a promotional video for the Town. Councillor Jansman stated that these motions would be brought forward to the next Council meeting. 8. TOURISM & HERITAGE - None 9. TRANSPORTATION & ENVIRONMENTAL SERVICES - None 10. PLANNING Councillor Ostrander spoke to the Town s strategic plan, and the review of the Community Improvement Plan and Official Plan. He stated that he hoped all of these plans would work together and would be kept on track. Mr. Mercier stated that he would like to meet with Councillor Ostrander in the near future to discuss the Official Plan. 11. ECONOMIC DEVELOPMENT Councillor Young spoke to the recent South Grenville District High School prom. He stated that over 500 people were down by the waterfront and in RiverWalk Park where photos of the students were being taken. Councillor Young stated that he received numerous positive comments regarding the waterfront and RiverWalk Park. Mayor Todd congratulated Northern Cables on their Eastern Ontario Development Fund grant. 12. NEW BUSINESS Councillor Jansman spoke to the reinstallation of the scuba diving ladder. She asked that this issue and an update on RiverWalk Park be brought forward to a future committee meeting. Mayor Todd announced that the Town had been successful in securing an Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) grant for the economic development coordinator position. He spoke to the possibility of having Katie Nolan, Page 23 of 59
Agriculture and Rural Economic Development Advisor, OMAFRA, present at an upcoming meeting. 13. PERIOD FOR MEDIA QUESTIONS - None 14. CLOSED SESSION - None 15. RISE AND REPORT- None 16. ADJOURNMENT Motion: Jansman, Ostrander That this meeting adjourns to Tuesday, September 5, 2016 at 7:00 p.m. (Time 9:21 p.m.) Page 24 of 59
Date Req d Information Purposes Policy / Action Req d X June 27, 2016 Strategic Plan STAFF REPORT TO COUNCIL Report No. 21-2016 June 27, 2016, 2016 From: Pierre Mercier, CAO RE: Planning Advisory Committee Recommendation: That Council appoint the Mayor and 2 members of Council to serve on the Planning Advisory Committee; and That Mr. Michel Otis, a Registered Professional Planner and a resident of the Town of Prescott, be appointed to the Committee in accordance with the requirements of Section 8 (4) of the Planning Act R.S.O 1990. Background / Analysis: The Smart Growth for Our Communities Act, 2015 (Bill 73) received Royal Assent on December 3, 2015. The amendments to the Planning Act and related regulatory changes take effect on July 1, 2016. As of that date upper tier and single tier municipalities will be required to appoint a Planning Advisory Committee (PAC) which must include at least 1 member of the public who resides in the municipality. In order to meet the timelines imposed by the province, staff is recommending that the Mayor, two members of Council and one resident of the Town be appointed to serve on the Planning Advisory Committee. Given the timelines imposed in the Planning Act, there is insufficient time to undertake a formal process to seek out and select qualified citizens to serve on this Committee. Accordingly staff took the initiative to contact Mr. Michael Otis, who is a resident of the municipality and a qualified Registered Professional Planner, in order to verify if there was an interest to serve. Mr. Otis has indicated that he is interested in participating on the PAC. It is also suggested that this Committee meet during normal business hours given the already busy schedule of Committee and Council meetings which are held during the evening hours. Page 25 of 59
Date Req d Information Purposes Policy / Action Req d X June 27, 2016 Strategic Plan The PAC is not anticipated to be a very active committee as the Town has received a limited number of Planning Act applications over the last 4 or 5 years. It is expected that the Committee will have a strong role to play in the months ahead however as the Town is in the process of reviewing the Official Plan and Zoning By-law and as such there will be a need for PAC input. In terms of development applications the only active applications are related to Crane House. It is recognized that proceeding in this manner may not be the ideal approach to the establishment of an advisory committee. Given the advanced timelines it is suggested that Council proceed in accordance with the recommendation of this report. Should Council feel that a different Committee structure of membership would be preferable, a formal application process could be initiated and the appointed PAC could then be replaced at a later date. Attachments: Terms of Reference Original signed by Pierre Mercier CAO Page 26 of 59
PLANNING ADVISORY COMMITTEE TERMS OF REFERENCE PURPOSE The Planning Advisory Committee is appointed by Council under the authority granted by the Province of Ontario under Section 8 of the Planning Act, 1990 for the purposes of providing Council with recommendations specific to community planning matters, development and policies. The following Terms of Reference for the Planning Advisory Committee (PAC) were developed to guide committee members in the fulfillment of their duties. The PAC is an important resource and tool to assist Council in maintaining a sustainable community. STRUCTURE OF THE COMMITTEE 1. The PAC shall consist of 4 members, being the Mayor, two members of Council and one citizen appointed by Council; 2. Council shall appoint the Chair who shall be a member of Council; 3. The secretary of the Committee shall be the Chief Administrative Officer; 4. A quorum of Committee shall consist of a majority of its members, or 51%; 5. In the event that a committee member resigns from The Committee they will be replaced within 60 days of resigning. 6. Any member who misses three consecutive meetings shall be dismissed from the Committee at the discretion of the Chair and be replaced by a qualified candidate appointed by Council. 7. The Committee shall meet as required at the call of the Chair. 8. The Chair may invite any additional person(s) to attend the meeting to provide additional information and comment, but such invited person(s) shall not participate in the regular business of the meeting. FUNCTIONS OF THE COMMITTEE The functions of the PAC shall be as follows: To review and provide Council with recommendations on Planning Act applications including: o Subdivisions o Site Plan Control o Zoning Amendments o Official Plan Amendments o Temporary Use By-laws o Other Planning Act applications Any other applications or duties which may be specifically referred by Council to the Planning Advisory Committee. Page 27 of 59
RECOMMENDATIONS OF THE COMMITTEE The Committee shall report directly to Council. Any resolutions/recommendations that come out of the Committee meeting will be forwarded for Council as a recommendation for consideration at the next Council meeting during the Committee report item on the agenda. Page 28 of 59
THE CORPORATION OF THE TOWN OF PRESCOTT BY-LAW NO. 31-2016 A BY-LAW TO DESIGNATE A HEAD OF THE MUNCIPAL CORPORATION AND DELEGATE ALL POWERS AND DUTIES OF THE HEAD TO THE CLERK FOR THE PURPOSES OF THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT BEING A BY-LAW TO DESIGNATE A HEAD OF THE MUNICIPAL CORPORATION AND DELEGATE ALL POWERS AND DUTIES OF THE HEAD TO THE CLERK FOR THE PURPOSES OF THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT WHEREAS the Municipal Act, S.O. 2001, Chapter 25, as amended, provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; and WHEREAS under Section 3(1) of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O 1990, as amended, the council of a municipality may by by-law designate from among themselves an individual or a committee of the council to act as the head of the municipality for the purposes of the Act; and WHEREAS under Section 49 (1) of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O 1990, as amended, a head may in writing delegate a power or duty granted or vested in the head to an officer or officers of the institution or another institution subject to such limitations, restrictions, conditions and requirements as the head may set out in the delegation; and WHEREAS the Council of the Corporation of the Town of Prescott deems it necessary and expedient to designate a head for the purposes of the Act and delegate all powers and duties of the head under the Act to the Town Clerk. NOW THEREFORE the Council of the Corporation of the Town of Prescott enacts as follows: 1. That the Mayor of the Town of Prescott is hereby designated as head for the purposes of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O 1990, as amended ( MFIPPA ); and 2. That the Mayor of the Town of Prescott shall, in writing, delegate all powers and duties under the Municipal Freedom of Information and Protection of Privacy Act, R.S.O 1990, as amended, to the Town Clerk; and 3. That where the Town Clerk is aware of a situation where the Town Clerk is unable to exercise the powers and duties under the Municipal Freedom of Information and Protection of Privacy Act, R.S.O 1990, as amended, the Town Clerk shall designate, in Page 29 of 59
writing, an alternate to exercise those powers and perform those duties. 4. That this by-law shall take effect on the date of final passing thereof; and 5. That should any other existing by-laws, resolutions, or actions of the Corporation of the Town of Prescott be deemed to be inconsistent with the provisions of this by-law, the provisions of this by-law shall prevail. READ A FIRST AND SECOND TIME THIS 27 th DAY OF JUNE, 2016. Mayor Clerk READ A THIRD AND FINAL TIME AND PASSED THIS 27 th DAY OF JUNE, 2016. Mayor Clerk Page 30 of 59
THE CORPORATION OF THE TOWN OF PRESCOTT BY-LAW NO. 32-2016 A BY-LAW TO PRESCRIBE A TARIFF OF FEES FOR PROCESSING APPLICATIONS IN RESPECT OF PLANNING MATTERS BEING A BY-LAW TO PRESCRIBE A TARIFF OF FEES FOR PROCESSING APPLICATIONS IN RESPECT OF PLANNING MATTERS WHEREAS Section 69(1) of the Planning Act, R.S.O. 1990 Chapter P.13 (as amended) provides that the council of a municipality, by by-law, may establish a tariff of fees for the processing of applications made in respect of planning matters, which tariff shall be designed to meet only the anticipated cost to the municipality, committee of adjustment or planning board; and WHEREAS the Corporation of the Town of Prescott deems that any costs related to the review and processing of applications made in respect of planning matters shall be borne by the applicant(s); and WHEREAS the Corporation of the Town of Prescott deems it advisable to prescribe a tariff of fees for the processing of applications received in respect of Planning matters; NOW THEREFORE the Council of the Corporation of the Town of Prescott enacts as follows: 1. The applicant for a planning matter shall submit, at the time of application, the fee toward such cost in an amount equal to that established in Schedule "A" attached to and forming part of this By-law. No application shall be accepted unless the fee has been paid; and 2. That this by-law shall take effect on the date of final passing thereof; and 3. That should any other existing by-laws, resolutions, or actions of the Corporation of the Town of Prescott be deemed to be inconsistent with the provisions of this by-law, the provisions of this by-law shall prevail. READ A FIRST AND SECOND TIME THIS 27 th DAY OF JUNE, 2016. Mayor Clerk Page 31 of 59
READ A THIRD AND FINAL TIME AND PASSED THIS 27 th DAY OF JUNE, 2016. Mayor Clerk Page 32 of 59
SCHEDULE A TO BY-LAW NO. 32-2016 TARIFF OF FEES FOR PLANNING MATTERS The fee for processing the following planning applications shall be as prescribed below: ITEM TYPE OF APPLICATION FEE 1. Official Plan Amendment $ 2000 2. Zoning By-law Amendment $ 1500 3. Temporary Use By-law $ 1000 4. Application for Removal of Holding Symbol $ 500 5. Site Plan Control (minor development) $ 750 6. Site Plan Control (major development) $ 1500 7. Minor Variance $ 500 8. Zoning /Official Plan Compliance Letters $ 50.00 9. Consent Review a. New Lot $ 500 plus an additional $300.00 for each new lot to be processed at the same time and on the same lot. Page 33 of 59
b. Lot Addition $ 500 plus an additional $300.00 for each lot addition to be processed at the same time and on the same lot. 10. Plan of Subdivision Review $ 2000 per application up to 5 new lots. Plus an additional fee of $100.00 per lot, for each lot over and above 5 new lots. 11. Condominium Plan $ 2000 per application up to 5 units plus an additional fee of $100.00 per unit, for each unit over and above 5 units. 12. Condominium Exemption $ 1500 13. Ontario Municipal Board a. If a matter is appealed to the Ontario Municipal Board in which the Town has supported the application by the passing of a by-law or has granted approval, the Town will require from the applicant a deposit of $2000 towards the hearing and the preparation thereof, and the applicant will be responsible for all actual costs incurred by the Town at the Ontario Municipal Board in support of the application. b. The applicant is responsible for all legal and other professional fees incurred by the municipality for any and all hearings referenced in Subsection 13 a. The choice of whether to actively participate in the hearing and the use of outside professional services or in-house professional services is at the sole and unreviewable discretion of the Town. The fee for the services of in-house staff is $500.00 per day or partial day of the hearing. 14. Legal and Professional Costs a. Legal costs incurred by the Town in the preparation of agreements shall be reimbursed by the proponent as a condition of the agreement in question. Page 34 of 59
b. Where peer review of technical reports is, in the opinion of the CAO, required for the appropriate review of development applications, a $1500 deposit shall be provided by the applicant with any additional costs to be paid by the applicant prior to the final approval of the application in question. c. In the case of a complex official plan amendment, zoning by-law amendment, subdivision or condominium plan or site plan control applications where, in the opinion of the CAO, the use of outside technical professionals is required to ensure appropriate review, the stated fee shall be considered a deposit and the applicant shall be responsible for any additional costs incurred by the Town prior to the final approval of the application in question. Page 35 of 59
THE CORPORATION OF THE TOWN OF PRESCOTT BY-LAW NO. 34-2016 A BY-LAW TO ESTABLISH THE PRESCOTT CEMETERY BOARD OF MANAGEMENT BEING A BY-LAW TO ESTABLISH THE PRESCOTT CEMETERY BOARD OF MANAGEMENT WHEREAS Section 11 of the Municipal Act, S.O. 2001, as amended, provides that a lower tier municipality and upper tier municipality may pass by-laws respecting the governance and structure of the municipality and its local boards; and WHEREAS the Prescott Cemetery is owned by virtue of a trust that was established by the will of Edward Jessup III in favour of the churches of Prescott. The churches discharged this trust over the years by appointment of trustees which they ceased to do in 2011 thereby turning over the management of the cemetery to the Town of Prescott; and WHEREAS the Prescott Cemetery Board passed by-laws in 2012 to establish and adopt rules and regulations to govern the Prescott Cemetery Board in accordance with the Funeral, Burial and Cremation Services Act and applicable Regulations; and WHEREAS the Prescott Cemetery Board by-laws were approved by the Registrar in accordance with Regulations under the Funeral, Burial and Cremation Services Act on December 24, 2012; and WHEREAS the Council of the Corporation of the Town of Prescott deems it advisable to establish by by-law the Prescott Cemetery Board of Management to manage the Prescott Cemetery on behalf of the churches of Prescott and to operate the Prescott Cemetery in accordance with the rules and regulations of the 2012 By-Laws, which may be amended, revised or superseded from time to time in accordance with the provisions of the Funeral, Burial and Cremation Services Act and applicable regulations as approved by the Ministry of Consumer and Business Services; NOW THEREFORE the Council of the Corporation of the Town of Prescott enacts as follows: 1. Committee Title That a Board to be known as the Prescott Cemetery Board of Management is hereby established. 2. Definitions That the definitions as outlined in the Corporation of the Town of Prescott Procedural By-law shall apply. Page 36 of 59
3. Policies/Procedures That the rules and regulations of the Corporation of the Town of Prescott Procedural By-law shall govern all proceedings of the Prescott Cemetery Board of Management. 4. That policies, practices and procedures governing the provisions of its goods or services are consistent with the Corporation s Accessible Customer Service Policy as adopted in accordance with the requirements of the Accessibility for Ontarians with Disabilities Act (AODA), Customer Service Standard Ontario Regulation 429/07. 5. That the rules and regulations of the Prescott Cemetery Board s by-laws adopted in 2012 and attached as Schedule A may be amended, revised or superseded from time to time by the Prescott Cemetery Board of Management, in accordance with the provisions of the Funeral, Burial and Cremations Services Act and applicable regulations as amended and approved by the Ministry of Consumer and Business Services. The by-laws attached as Schedule A shall govern all operations and proceedings of the Prescott Cemetery Board of Management. 6. Records That the records of the Prescott Cemetery Board of Management shall be retained and preserved in accordance with the provisions of the Corporation of the Town of Prescott s Records Retention and Disposition By-law. 7. Composition That the Prescott Cemetery Board of Management shall consist of a minimum of three (3) members appointed by resolution of Council as follows: 3 members who are residents and/or ratepayers of the municipality, being a minimum of 18 years of age and not an employee of the municipality. All being voting members. Quorum of the Prescott Cemetery board of Management is 2, regardless of the total number of members. One Council representative is permitted to serve on the Board. 8. Term of Office That members at large shall be appointed by Council for staggered terms, consistent with intervals for the term of office of Council, or until their successors are appointed. Council may reappoint any members whose term has expired and otherwise has discretion in filling any vacancy by appointment for the remainder of any applicable term. There shall be no limit on the number of terms a member may be appointed and all appointments shall be at the discretion of Council. In the event a Board member resigns prior to completion of their term, a replacement appointed by Council will assume the duties to the completion of the term. 9. That nothing in this By-law shall authorize or empower the Board to incur any debt, liability or obligation for which the Municipal Corporation shall become liable, without Page 37 of 59