Body: Committee of the Whole Type: Minutes Meeting: Committee of the Whole Date: October 24, 2017 Collection: Council Minutes Municipality: South Frontenac
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Document Text
Minutes of Committee of the Whole October 24, 2017
Meeting # 32 Time: 6:00 PM Location: Council Chambers Present: Mayor Ron Vandewal, Brad Barbeau, Pat Barr, John McDougall, Alan Revill, Norm Roberts, Ron Sleeth, Ross Sutherland Staff: Wayne Orr, Chief Administrative Officer, Mark Segsworth, Public Works Manager, Louise Fragnito, Treasurer, Jamie Brash, Area Supervisor, Brian Kirk, Area Supervisor, Angela Maddocks, Executive Assistant. 1.
Call to Order
a)
Mayor Vandewal called the meeting to order at 6:00 pm.
Declaration of pecuniary interest and the general nature thereof - n/a
Scheduled Closed Session
a)
Potential Litigation
b)
Matters about an identifiable individual
***Recess - reconvene at 7:00 p.m. for Open Session
Delegations - n/a
Reports Requiring Action
a)
Mark Segsworth, Public Works Manager, re: 2018 Capital Budget The Public Works Manager responded to inquiries about the 2018 Capital Budget and the multi year budgets for Public Works and provided clarification on items. The challenges with keeping construction projects in line with the budget was discussed; would more regular review and scrutinizing on a project to project basis be helpful to achieve this? Mark Segsworth noted the challenge with local road reconstruction and staying within budget. There is not money spent on engineering and pre-design for these roads and once you get started you can’t leave a project unfinished. The funds allocated to local roads in the 2018 budget may have to be reviewed and it may not be those identified in the schedule that will get done. He spoke to the in-house experience and knowledge in Public Works and felt there is accuracy in budgeting and road design. There were no specific changes to the budget as presented.
b)
Mark Segsworth, Public Works Manager, re: 2017 PW Capital Variances Council was supportive of the recommendation to fund the projected overage from the $400,000 set aside for capacity.
c)
Louise Fragnito, Treasurer, re: Tax Relief Application for Sickness or Extreme Poverty
Committee of the Whole October 24, 2017 Council was supportive of delegating authority to the Assessment Review Board for tax relief applications. d)
Lindsay Mills, Planner, re: Request from Hollinsworth Council was generally supportive of this request however felt it was important to maintain adequate width for future walking path at the north end of McMullen Park. The CAO noted that public notice for sale of surplus lands will be required.
e)
Wayne Orr, Chief Administrative Officer, re: Changes to Procedural By-law Council supported the proposed changes to the procedural by-law and moving forward with the required public notice. With respect to the option for electronic participation in meetings, Council was not supportive as they felt democracy was best served by physical attendance at meetings.
f)
Wayne Orr, Chief Administrative Officer, re: Seniors Housing Council was generally supportive of allocating the minimum investment of $613,099, however a need for a more focused discussion and clarification of options was identified. A special meeting will be organized for this purpose.
g)
Wayne Orr, Chief Administrative Officer, re: Arena Floor Replacement The direction from Council was to allocate the 59% township share of the potential cost of replacing the arena floor and advise Central Frontenac Township of this commitment.
h)
Wayne Orr, Chief Administrative Officer, re: Dog Parks Council acknowledged the regulations outlined in the report that need to be considered prior to developing a dog park. Staff were directed to focus on Centennial Park as the site for 2018 noting that snow fencing will not be adequate fencing and to contact the deputation about dog parks for input and a follow up on their commitment to fundraising.
Reports for Information
a)
3rd Quarter Building Activity Report for 2017
b)
Summer Program Report
c)
Trail Committee Member Report - October 2017
Rise & Report
a)
County Council Councillor McDougall circulated a written update of items including the provision for accessible transportation for seniors getting to medical appointments, replacement and refurbishing of ambulances and gas tax
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Committee of the Whole October 24, 2017 funding and the definition of “rural” municipalities. b)
Arena Board The arena floor replacement as outlined in agenda item 6 (g) was discussed at the last board meeting. Programming is underway for another season.
c)
Police Services Board The next meeting is scheduled for November 16, 2017 at 7:00 pm. Interviews are underway for the provincial appointee position.
Information Items
a)
Certificate of Recognition from Harrowsmith S & A for support on Canada Day
b)
Mitzi Hunter, Minister of Education, re: Plan to Strengthen Rural and Northern Education
c)
County of Frontenac re: Support for resolution Ontario’s Gas Tax Program and Rural Communities
d)
County of Frontenac, re: Support for Resolution Definition for Rural and Northern Communities Infrastructure Fund
Notice of Motions
a)
Councillor Sutherland served a notice of motion to bring agenda items 9 (c) and (d) forward for support at the November 7, 2017 Council meeting.
Announcements
a)
Councillor Revill provided an update on the Ontario Association of Committees of Adjustment seminar he attended in Cobourg. He felt it was very informative. Council was supportive of reimbursing Councillor Revill on registration, meeting and mileage expense for attending this seminar.
Question of Clarity (from the public on outcome of agenda items)
a)
Fran Willes spoke to the report regarding changes to the procedural by-law confirming this would result in 10 less meetings per year. She encouraged the monitoring of this change from an efficiency perspective and felt it was a good idea to try this model. She also questioned the tax relief for sickness and extreme poverty applications and how this might change the tax arrears process.
Closed Session - n/a
Adjournment
a)
The meeting was adjourned at 9:17 p.m.
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