Body: Committee of the Whole Type: Minutes Meeting: Committee of the Whole Date: June 11, 2019 Collection: Council Minutes Municipality: South Frontenac
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Minutes of Committee of the Whole June 11, 2019 Time: 7:00 PM Location: Council Chambers Present: Mayor Ron Vandewal, Ray Leonard, Doug Morey, Alan Revill, Pat Barr, Norm Roberts, Ron Sleeth, Ross Sutherland, Randy Rutttan. Staff: Wayne Orr, Chief Administrative Officer, Louise Fragnito, Director of Corporate Services & Treasurer, Mark Segsworth, Director of Public Services, David Holliday, Technical Supervisor, Emily Caird, Executive Assistant.
Call to Order
a)
Mayor Vandewal called the meeting to order at 7:00 pm.
Declaration of pecuniary interest and the general nature thereof
a)
There was one declaration of pecuniary interest made by Mayor Vandewal in relation to Agenda item 8.(e).
Approval of Agenda
a)
The Agenda for the meeting of June 11, 2019 was adopted as presented.
Scheduled Closed Session - n/a
Recess - n/a
Public Meeting - n/a
Delegations
a)
Asset Management Presentation - Louise Fragnito and David Holliday The Mayor welcomed Louise Fragnito, Treasurer and Director of Corporate Services, and David Holliday - Technical Supervisor. Louise Fragnito and David Holliday provided Council with a summary of what the Township has been doing in terms of Asset Management and what the municipality needs to do moving forward. Staff went on to give an overview of the Township’s linear assets, properties, rolling stock equipment, and computer equipment/server. David Holliday reviewed the value of Township assets and the condition they are currently in. He noted that Public Services’ approach centers around doing the right type of treatment at the right time, and keeping the good road good, as it is less costly to maintain than to rebuild. Council inquired about the increase to the budget for road maintenance, and expressed concerns that other areas could suffer. Louise Fragnito explained that the baseline of the budget increases with growth and assessment.
Reports Requiring Direction
a)
Strategic Policy for Asset Management Council inquired if this topic would be revisited after the Strategic Plan, Growth
Committee of the Whole June 11, 2019 Management Plan, and new Official plan have been redeveloped. Louise Fragnito noted that the policy itself will be updated to reflect any changes. She explained that the Strategic Plan in particular feeds into the municipality’s long term financial plan. Council was supportive of the presented Strategic Asset Management Policy being brought to the next meeting of Council for consideration. b)
Funding requiring direction Council discussed the merit of using the Gas Tax funding to address road maintenance that is scheduled for 2021. Council agreed to provide direction after hearing the Director of Public Services report later on in the Agenda. Council was supportive of putting the funds associated with Modernization and Cannabis Implementation into reserves as presented in the report from Corporate services. Council was supportive of distributing the Main Street funding amount towards village signage as presented in the report from Corporate Services.
c)
Roads Requiring Permanent Repair Mark Segsworth spoke to the information in his report. He noted that climate change has had a huge impact, with the condition of some roads deteriorating faster than planned. He noted that the Public Services department has refined and prioritized the list of road construction projects. The CAO explained that there were two options for funding being proposed. The first being the funds scheduled for 2021 to work on Murvale Boundary Rd, be taken from reserves now in order to move up construction. The amount used from reserves would then be removed from the 2021 budget. The second option is to leave the 2021 budget the way it is, and use the Federal Gas Tax top up to pay for the Murvale Boundary Rd project. Council discussed the merit of these options and was supportive of using the Gas Tax Top up amount of $576,916 to accelerate the reconstruction of Murvale Boundary Rd to 2019 with the condition the 2021 amount budgeted for road construction be initially reduced by $576,916 with notation that the Murvale reconstruction project was accelerated to 2019 and paid for from the Federal Gas Tax Top up. Council was supportive of the recommendation in relation to permanent repairs being undertaken with the savings from the Petworth Culvert Project, carryover from the Carrying Place Rd project, and a portion from the Devils Saddle Culvert project.
d)
Restructuring of Recreation in South Frontenac Tim Laprade provided an overview of his report and drew attention to the many discussions and facilitated sessions that had been held over the last year in relation to the restructuring of recreation services. He explained that a combination of this information, staff input, and research into industry standards led to the proposal of a functional structure for Recreation. Tim Laprade noted that district committee membership and interest is faltering in a few areas, and community engagement is lacking. Council expressed a number of concerns with the presented proposal, but also
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Committee of the Whole June 11, 2019 saw value in many elements of the functional structure recommended by the Recreation Department. Council directed staff to bring a recommendation to the next meeting of Council, where the merits of this proposal would be further discussed. e)
Council Compensation - Amendment Mayor Vandewal turned the Chair over to Deputy Mayor Sleeth, and then proceeded to excuse himself from the table. Deputy Mayor Sleeth spoke to Mayor Vandewal’s constant commitment to the municipality and active role he plays in attending as many local events and initiatives as possible. Council was supportive of amending the Council Compensation framework to retroactively provide full day meeting compensation for the Mayor at the existing rate of $150.00 per day.
Reports for Information - n/a
Rise & Report from Committees of Council
a)
Cataraqui Region Conservation Authority Councillor Revill explained that all Conservation Authorities are facing financial restrictions due to budget cuts from the Province. He noted that the Cataraqui Conservation Authority does not anticipate any funding to be reinstated at this point.
b)
Quinte Conservation Authority Councillor Roberts also drew attention to the recent cutbacks made to the Quinte Conservation authority’s funding. He explained that the Board brought forward a recommendation to cover costs by charging it back to the Township. Councillor Roberts indicated that he voted against this proposal, and now the Board is looking for other options for funding.
c)
Rideau Valley Conservation Authority Councillor Barr reported that the recent Rideau Valley Watershed Tour has been postponed until June 27th at noon at the Baxter Centre. She encouraged anyone of interest to join her on the tour. She noted that there would be a fly fishing demo and a presentation on the various types of septic tanks.
Information Items
a)
Gavin Marshall, Magenta Waterfront Development Corp
b)
Meela Melnik-Proud, re: Application for Extension of Draft Plan Approval for the Johnston Point Plan of Condominium
c)
Ontario Ministry of Natural Resources and Forestry - Survey to improve the Province’s Resilience to Flooding
d)
Evonne Potts (on behalf of the Board of Directors) Battersea Loughborough Lake Association, re: Draft Plan Approval Extension for Johnston Point
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Committee of the Whole June 11, 2019
e)
Warden Higgins, County of Frontenac, re: Johnston Point Draft Plan Extension
- Input from Council on decision
Notice of Motions
Announcements/Statements by Councillors
a)
Deputy Mayor Sleeth inquired about Township staff installing a cement base at Inverary park for a bench that was donated by the Storrington Lions Club in 2018. Councillor Sleeth recommended that Council provide Public Works staff with authorization to install a cement base for a bench in Inverary Park, as it is not a Township owned facility. Council was in agreement and provided direction to staff to proceed. Councillor Barr announced that she had recently attended the Ontario Association of Committees of Adjustment and Consent Authorities Conference and recommended it to any other Councillors that plan to sit on the Township’s Committee of Adjustment in the future. Deputy Mayor Sleeth thanked all the staff members present for their extremely professional presentations
Question of Clarity (from the public on outcome of agenda items) - n/a
Closed Session (if requested) - n/a
Adjournment
a)
The meeting was adjourned at 9:03 pm.
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