Body: Committee of the Whole Type: Minutes Meeting: Committee of the Whole Date: September 12, 2017 Collection: Council Minutes Municipality: South Frontenac
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Minutes of Committee of the Whole September 12, 2017 Time: 7:00 p.m. Location: Council Chambers Meeting # 27 Present: Mayor Ron Vandewal, Brad Barbeau, Pat Barr, John McDougall, Alan Revill, Mark Schjerning, Ron Sleeth, Ross Sutherland Staff: Wayne Orr, Chief Administrative Officer, Mark Segsworth, Public Works Manager, Forbes Symon, Manager of Development Services, Lindsay Mills, Planner, Angela Maddocks, Executive Assistant. 1.
Call to Order
a)
Mayor Vandewal called the meeting to order at 7:00 p.m.
Declaration of pecuniary interest and the general nature thereof- n/a
Scheduled Closed Session - n/a
Recess - n/a
Delegations
a)
Emily Allan - Request for a Dog Park Emily Allan referred to the petition attached to the agenda package with over 180 signatures. She felt Centennial Park would be a good location based on the size of the park and the availability of parking. A dog park would be utilized all year round instead of the other seasonal activities. She suggested a fenced in area with shade with an entrance off the trail to Centennial Park. She currently takes her own two dogs to Kingston. Councillor McDougall was supportive and asked if the township was providing the land, is the group willing to do fundraising for the fencing. Emily Allan indicated the group would be willing. Councillor Sutherland suggested that staff look into development of a dog park, how to go about it, by-law to regulate allowing dogs off leash etc. Councillor Schjerning noted that initially he was not supportive of a dog park however he feels it is a good way to keep residents and their dogs in the township and promotes a healthy lifestyle. Councillor Barbeau questioned the necessity of fencing and was it dependent on the lot size. Emily Allan noted that fencing would be best as the dogs’ age and the training of the dog are factors to consider. It was recognized that this request was presented at South Frontenac Recreation and there was not any support for it from that committee. Councillor Schjerning indicated that it will be discussed again at the September 18 meeting. Council was generally support of having staff explore the costs and possibility of a dog park at Centennial Park in Harrowsmith.
Reports Requiring Action
a)
Forbes Symon, Manager of Development Services, re: Proposed Road
Committee of the Whole September 12, 2017 Assumption and Naming, Concession VI, Part of Lot 19, Portland District Lindsay Mills explained that the subject property is located in the hamlet of Petworth and the lane was constructed as a condition of consent applications in 2015 where two waterfront lots were created fronting on the Napanee River. The new lane was required to access the northern lot through the south lot from Petworth Road. The applicant who still owns the retained portion of land wishes to dedicate the lane to the Township so that it can be fully maintained as a public road and has requested that the new road be named “Bus Line Road”. This would facilitate a severance off the retained portion. Council was supportive of assuming the road once it has been constructed to public road standards, based on the recent approved policy for road assumption. Recognizing that the road name request is not included on the pre-approved road names, Council was supportive of the proposed road name recognizing that the applicant must pay for the costs associated with the administration and advertising. b)
Forbes Symon, Manager of Development Services, re: Proposed Road Allowance Closing, Concession III, Lots 5 & 6, Bedford District Lindsay Mills explained that a portion of the unopened road allowance that was thought to form part of the subject property may not have been formally closed and transferred to the property. A search of historical by-laws that affected this closure and transfer could not be found. The survey from 1985 defines the property boundary and describes it as Parts 1, 2 and 3, thus, identifying the lots as one lot comprised of all three parts. Council was generally supportive of moving forward with the request as long as the associated costs are covered by the applicant. Council was support of waiving the purchase price.
c)
Forbes Symon, Manager of Development Services, re: Frontenac Provincial Park Boundary Adjustments Lindsay Mills noted that it is unclear as to the intent of the Frontenac Provincial Park in acquiring the road allowances although the Park Superintendent has cited “Provincial Parks and Conservation Reserve Act” as the basis for the acquisition. Mr. Mills clarified that the act states “within” the park noting that this is not the case for all of the road allowances identified. Council directed staff to seek clarity on the request before considering the sale of the unopened road allowances.
d)
Wayne Orr, Chief Administrative Officer, re: Council Meeting Schedule Council was uncertain of committing to any immediate change. They expressed concerns about not having opportunity for discussion if there were no Committee of the Whole meetings and did not support the idea of three members of Council on committees making decisions that are not approved by the entire Council. Earlier start times were not supported as they felt this affected members of the public ability to attend. There was a sense that a trial period may be helpful. The CAO was directed to bring back a report based on the broad spectrum of ideas provided by Council.
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Committee of the Whole September 12, 2017 e)
Councillor Barbeau, re: Harrowsmith Beautification (verbal update) Councillor Barbeau updated Council on the beautification project undertaken by Harrowsmith residents that included flags, planters, flowers and benches for the village. There have been donations made for more improvements. He questioned who owns the assets now and do we need to formalize this group as a committee of Council. The model of the “Verona Community Association” was discussed as a comparator. Council appreciates the efforts of community groups as they take ownership in projects. Council was supportive of creating a committee of Council using the VCA framework and guidelines.
Reports for Information
a)
Mark Segsworth, Public Works Manager, re: Bedford Road Project Council was supportive of the temporary road closing of Bedford Road on September 29 to allow for Hydro One to complete necessary work. Notification will be included on the website and banner advertising. Hydro One will be responsible for notifying their customers of the power outage.
b)
Mark Segsworth, Public Works Manager, re: Roads and Bridges - 5 Year Capital Plan There was lots of discussion about the 5 Year Capital Plan. Mark Segsworth reminded Council that the needs are greater than the funds available. He indicated that the staff recommendation is that the upgrading of gravel roads be discontinued to focus on arterial roads. While it is acknowledged that elected officials should have input on what district roads are included, the budget is for all of South Frontenac and takes into account that each district sees improvements each year. If there is not an agreement about a project within a district, there has to be trade off in order to keep the budget balanced. There will be more discussion on this at the Public Services Committee meeting on September 21.
c)
Mark Segsworth, Public Works Manager, re: Project Updates Councillor Barr supported the completion of the steps at Glendower Hall as soon as possible.
Rise & Report
a)
Cataraqui Region Conservation Authority There were no updates at this time.
b)
Quinte Region Conservation Authority There were no updates at this time.
c)
Rideau Valley Conservation Authority Councillor Barr provided updates on RVCA projects including decommissioning, shoreline restoration, floodline mapping and noted that the
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Committee of the Whole September 12, 2017 modernization of the Conservation Authorities Act has received second reading. 9.
Information Items
a)
Letter of Appreciation to Canada’s 150th Road Rally Organizers
Notice of Motions - n/a
Announcements
a)
Councillor Sutherland noted that a fundraising dinner for the Cataraqui Trail will be held on October 13 at the Opinicon Lodge.
b)
Mayor Vandewal extended his appreciate to Mr. Forbes Symon on his input with developing and fostering positive progress during his time as Manager of Development Services and wished him well in his new job. Mr. Symon extended his appreciation for the support he received in the role. He indicated that he was honoured to work at South Frontenac with great people and felt the future is bright for this township. He encouraged Council to recruit for this position that has value to the organization.
c)
Councillor Sleeth offered his appreciation to Ray Leonard, the current longest serving employee who will be retiring in early October. He commended Mr. Leonard for the service he has provided to Storrington District as Lead Hand.
Question of Clarity (from the public on outcome of agenda items) - n/a
Closed Session - n/a
Adjournment
a)
The meeting adjourned at 9:00 p.m.
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