Body: Committee of the Whole Type: Minutes Meeting: Committee of the Whole Date: January 26, 2019 Collection: Council Minutes Municipality: South Frontenac
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Document Text
Minutes of Committee of the Whole January 26, 2019
Time: 9:00 am Location: Council Chambers Meeting # 4 Present: Mayor Ron Vandewal, Pat Barr, Ray Leonard, Doug Morey, Alan Revill, Norm Roberts, Randy Ruttan, Ron Sleeth, Ross Sutherland Staff: Wayne Orr, Chief Administrative Officer, Louise Fragnito, Director of Corporate Services and Treasurer 1.
Call to Order
a)
Mayor Vandewal called the meeting to order at 9:00 a.m.
Declaration of pecuniary interest and the general nature thereof
a)
There were no declarations.
Approval of Agenda
a)
The agenda was approved as presented.
Reports Requiring Direction
a)
2019 Draft Budget Staff reviewed the taxation primer and budget document and addressed questions. Council provided the following direction and or comment: • Staff were asked to bring forward a report on the Massassauga Rd, addressing the condition, cause and what has been done to date. • Canoe/Kayak ramp was DEFERRED pending discussion and prioritization by SFRC. A Local entrepreneur on Buck Lake has invented a relatively inexpensive solution. Councillor Sutherland to forward contact information. • The Public Services Committee is asked to investigate and consider a large item pick up program. • Council was supportive of New Leaf Link and directed staff to provide a $2000 Community Grant and a subsequent Council Grant of $2000 this year and commit a $4000 Council grant in 2020. Staff were directed to inquire if CF or NF provide any funding given that they have residents participating in the program. • Staff were directed to include the museum grant of $3000 • Council was supportive of increasing community grants by $20,000 and directed the Corporate Services Committee to revisit the scope and terms of the grant program to include supporting festivals and events . • Staff were directed to add a further $20,000 of contracted brushing to the 2019 budget. Staff were asked to confirm the dollar value of brushing budgeted to be done by staff. • Staff were asked to look at alternatives for funding these two initiatives. • Staff, members of Council and Inverary Youth to sit down and discuss a long term viable solution and to bring back recommendations • Council was supportive of the Mechanic, however the priority needs to be on addressing the PW fleet and only if there is excess capacity or an emergency should the mechanics deal with the Fire Fleet. • Staff confirmed to Council that trees will be addressed as they are
Committee of the Whole January 26, 2019 identified in the various cemeteries. This may force the budget line over budget, but that this would likely be balanced out over the entire budget. • Staff confirmed that there is no new staff to support a night shift included within the budget • The Lake Study grant program was the subject of debate, however no funds were directed to this. Page 16: • Line 32 There was no support for creating a commuter parking lot. The funding will be HELD in the budget for staff to report back on what it would take to provide a turnaround for Township trucks • Line 33 Guide rails: the Public Services Committee was asked to explore with staff alternatives to the type of guiderail we install and if there are alternatives for different situations • Line 35 and 36 Storrington and Hartington Fuel Systems both put on HOLD, pending a report detailing the need, the frequency of use, the alternatives and what cost savings would be generated • Line 56 Keeley renovations, Council not opposed to the need, however project placed on HOLD until the plans are brought forward to Council and the basis for the cost estimate is clarified • Line 58 relocation of communication tower is not supported if the only benefit is improved convenience for grass cutting. Staff to report back if there is improved reception anticipated or if there is a need for the space occupied by the current tower. • Line 59 Council expressed concern about the life span of the building covers. Staff explained that while there is warranty value still left, when the labour cost with this builder is factored in it is more affordable to go with an alternate. The roof is currently patched and needs to be ultimately replaced. • Line 67 OPP generator to be placed on HOLD, further discussion on the requirements raised by the OPP need to take place Page 17 • Line 88 Dog park – on HOLD pending a breakdown of costs; Council supportive of walkway, but the community should be funding all other amenities • Line 89 Gilmour Point – HOLD pending the plans and cost estimate being brought forward to Council for adoption • Line 90 – outdoor movie screen to be removed • Line 91 – staff were questioned why the Storrington expansion was not considered as part of the original scope of work. Page 18 • Council questioned how they could better support Pubic Services in being more fiscally responsible and accountable for costs. Is there a better way to determine the costing estimates. Do we have the staff expertise and time in house to formalize these calculations. Is there a better alternative to loose estimates. Are there cost estimates prepared that Council is unaware of? Is the contract language reviewed externally and does it protect our interests well enough? Do staff have the skills and time to provide oversight and review of design, prior to approval and construction? A report from the Public Services Director is required on this matter. • Staff were asked when Council approved the new street vane signage used in Harrowsmith. Concern on its visibility was raised. Page 8 • Staff were asked the cost of an additional police officer for speed enforcement. It was pointed out that even if council funded another officer, s/he would still be called to priority calls and not be exclusively focused on speed. Page 11 • Staff were asked for the amount of money spent on maintenance of public works half ton vehicles, so that a comparison to electric vehicles could be calculated • Staff will need to provide a clear rationale, address questions and explore options before Council will endorse a night shift
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Committee of the Whole January 26, 2019 Page 13 • Line 38 staff to consider similarities in issue between supporting Verona Lions Ball diamond for $3000 and Ken Garrett park Page 14 • Line 67 staff to circulate the report from Arena Manager to the Board on the replacement Zamboni • Compensation for Committee of Adjustment members is referred back to the COA to make a recommendation to Council
Information Items
a)
John McDougall, re: Portland District and Area Heritage Society & South Frontenac Museum
Question of Clarity (from the public on outcome of agenda items) - n/a
Adjournment
a)
The meeting was adjourned at 1:00 p.m.
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