Published
September 6, 2016
Word Count
9968 words
Reading Time
47 min read
Body: Council
Type: Agenda
Meeting: Regular
Date: September 6, 2016
Collection: Council Agendas
Municipality: South Frontenac
[View Document (PDF)](/docs/south-frontenac/Agendas/Council/2016/Council - 06 Sep 2016 - Agenda.pdf)
Document Text
Page 1 of 165
TOWNSHIP OF SOUTH FRONTENAC
COUNCIL MEETING
AGENDA
TIME:
DATE:
PLACE:
6:00 PM,
Tuesday, September 6, 2016
Council Chambers.
Call to Order
a)
Resolution
Declaration of pecuniary interest
Scheduled Closed Session
a)
Resolution
b)
Litigation - Verbal Update if needed
c)
Property Matters
d)
Property Matters
***Recess - reconvene at 7:00 p.m. for Open Session
Public Meeting
a)
Resolution
b)
Application for Zoning By-law Amendment - Concession V, Part of
Lot 6, Portland District - Saputo
5-9
c)
Application for Zoning By-law Amendment - Concession VII, Part of
Lot 11, Loughborough District - Silver
10 - 13
d)
Closing of Road Allowance Between Lots 6 & 7, Concession XIII,
Storrington District - Wehlau
14 - 17
Approval of Minutes
a)
Minutes of the August 2, 2016 Council Meeting
18 - 26
b)
Minutes of the August 23, 2016 Special Council Meeting
27 - 31
Business Arising from the Minutes
a)
Lindsay Mills, Planner, re: Closing of a Portion of Road Allowance,
Part Lot 18, Concession VIII (See By-law 2016-47 - deferred at
August 2 meeting)
b)
Mark Segsworth, Public Works Manager, re: North Shore Road
Speed Limit Reduction (See By-law 2016-58)
37
c)
Wayne Orr, Chief Administrative Officer re: Notice of Motion Contracted staff for Subdivision monitoring
38
Reports Requiring Action
32 - 36
Page 2 of 165
a)
Lindsay Mills, Planner, re: Assumption of Road Widening, Part Lot
25, Concession XIV, Portland District, Rines
39 - 42
b)
Mark Segsworth, Public Works Manager, re: Reasonable Standard
of Roads Definition
43
c)
Mark Segsworth, Public Works Manager, re: Sydenham Water
Services
44
d)
Mark Segsworth, Public Works Manager re: Parking By-law 2016-59
- in front of Sydenham High School and Accessible Parking
45
e)
Mark Segsworth, Public Works Manager, re: Capital Budget
Amendments
f)
Mark Segsworth, Public Works Manager, re: Tender 2016-28 Guiderail Program
g)
Wayne Orr, Chief Administrative Officer, re: Extension of Councillor
Absence
49 - 50
h)
Wayne Orr, Chief Administrative Officer, re: Frontenac County
Council -Shared Communications Proposal
51 - 70
i)
Wayne Orr, Chief Administrative Officer, re: Special Joint Council
Meeting - In Field Communications
j)
Wayne Orr, Chief Administrative Officer, re: Portland District
Recreation Committee Motions
k)
Wayne Orr, Chief Administrative Officer, re: Storrington District
Recreation Committee Motions
l)
Wayne Orr, Chief Administrative Officer, re: South Frontenac
Recreation Committee Motions
Committee Meeting Minutes
a)
Loughborough District Recreation meeting of May 30, 2016
77 - 78
b)
South Frontenac Rides meetings
79 - 84
c)
South Frontenac Recreation Committee meeting of June 20, 2016
85 - 88
d)
Town Hall Meetings
89 - 97
e)
Public Services Committee meeting of July 21, 2016
46 - 47
48
71
72 - 73
74
75 - 76
98 100
Page 3 of 165
f)
Bedford District Recreation Committee meeting of July 25, 2016
101
g)
Joint Lake Association meeting of August 27, 2016
102 103
By-laws
a)
By-law 2016-47 - Closing of Road Allowance, Con VIII, Part Lot 18,
Storrington
104 105
b)
By-law 2016-54 - Assume land for road widening purposes
106
c)
By-law 2016-55 - Rezone Concession V, Part Lot 6, Portland
107 109
d)
By-law 2016-56 - Rezone Con VIII, Part Lot 11, Loughborough
110 111
e)
By-law 2016-57 - Closing of Road Allowance Con XIII, Lots 6 & 7,
Storrington
112 113
f)
By-law 2016-58 - Speed Limit Reduction on North Shore Road
114 115
g)
By-law 2016-59 - Prohibit Parking in Front of SHS
116 118
Reports for Information
a)
Accounts Payable and Payroll Listing
119 147
b)
Tender PW 2016-25 - Winter Maintenance Operation at Various
Locations
148 149
c)
Tender PW 2016-26 - One (1) 2017 4 X 4 Mid-Size Vehicle
150
d)
Tender PW 2016-29 - Construction of new road in Harrowsmith
151
e)
Building Activity Report - 2nd Quarter for 2016
152
Information Items
a)
Lion Jim Rohrback, re: Lions Club 100th Anniversary of Service to
Humanity in 2017
153
b)
Rachel Don, re: Thank you for South Frontenac Bursary
154
c)
Jannette Amini, Manager of Legislative Services/Clerk, re: Large
Renewable Procurement Initiatives
155 156
d)
Ontario Federation of Agriculture - Weed Control (as requested by
Steve Leonard)
157
Page 4 of 165
e)
Terry Murphy, General Manager, Quinte Conservation, re: Level 3
Low Water Condition
158 159
f)
Terry and Steve Lalonde, re: Thanks to South Frontenac Fire and
Rescue
160
g)
Fred C. Bresee, re: Bedford District Road Names
161 163
h)
Steven J. Leonard, re: Farming Conflict
164
Notice of Motions
Announcements
Question of Clarity (from the public on outcome of agenda items)
Closed Session (if requested)
Confirmatory By-law
a)
By-law 2016-60
Adjournment
a)
Resolution
165
Page 5 of 165
STAFF REPORT: PUBLIC MEETING
Township of South Frontenac
Prepared for Council
Agenda Date: September 6, 2016
Date of Report: August 11, 2016
Applicant: Saputo
Planning Department
File No. Z-16/12
Subject: Review of Application for Zoning By-law Amendment in
Part of Lot 6, Concession V, Portland District, Township
of South Frontenac
Summary of Recommendation:
The recommendation is that Council consider passage of a zoning by-law
amendment that would rezone a lot in the hamlet of Harrowsmith to permit
commercial car sales and other urban commercial uses.
Purpose of the Report:
The purpose of this report is to bring to Council an application for a zoning bylaw amendment and to hold a public meeting on the application as required
under section 34 of the Planning Act. The report includes a location attachment,
a depiction of the subject lot, a list of the proposed permitted uses and an
amending by-law.
Background
An application has been submitted to amend the Township of South Frontenac
Comprehensive Zoning By-law to rezone a 4.4 hectare (10.9 ac.) lot from its
present Urban Industrial Zone (UI) to a special urban commercial zone to permit
an automobile sales facility and service shop. The subject land is shown on
Attachment #1.
The amendment would also permit a range of other commercial-type uses on the
property to allow for future retail/commercial opportunities. Located within the
hamlet of Harrowsmith and facing onto Harrowsmith Road, the lot currently
contains the concrete pad remnants of the previous industrial use of the land that
being the Harrowsmith cheese factory which closed several years ago. The
applicant proposes one commercial building and an area for automobile display
and sales. A private well already exists on the lot and a septic system would also
be required to service the commercial building.
Analysis
The subject land is flat and, at 10.9 acres, it is relatively large for a parcel in a
hamlet. However, no less than two thirds of the land is made up of semi-wetland
while the remaining land surface at the northwest is concrete and asphalt remnants of its former industrial site – where the new use would be located. An
eight foot high chain link fence separates the area to be developed from the road
and the applicant would retain this fencing. A hydro substation exists
immediately across Harrowsmith Road from the site to the north along with a
number of single detached dwellings on the north and abutting the land on the
west. The large undevelopable portion of the land would effectively separate the
use from other residential uses to the east and south. Because this large portion
is wetland the rezoning would also require that these lands be zoned as
Environmental Protection (EP) as part of the amendment.
The land is a designated ‘Settlement Areas’ in the Official Plan. The Plan
recognizes that the location of certain commercial uses in the hamlet setting is
Page 6 of 165
both necessary and appropriate to facilitate the provision of adequate
commercial services and employment opportunities for residents of the
Township. The Plan permits such uses as personal service shops, recreational
uses, places of entertainment, business and professional offices, funeral homes,
motor vehicles service stations and/or gasoline, diesel, motor vehicle sales
outlets, service shops, convenience stores and building supply outlets. It
specifies that there should be no adverse impacts from new commercial uses on
adjacent land uses.
The Official Plan requires that these types of uses should locate on lots of at
least 0.8 hectares (2 acres), that the lot should be of sufficient size to support
private water and sewerage facilities, that adequate parking be supplied and that
adequate buffering be provided between adjacent land uses and roadways. The
area of the subject lot is well over the required minimum acreage and even the
developable portion of land is approximately three acres in size.
To implement the Official Plan, the zoning by-law includes a zoning category
called Urban Commercial Zone (UC). The UC zone permits a range of
commercial-type uses including an automobile sales agency as proposed. This is
defined in the Zoning By-law as:
“a building and/or lot used for the display and sale of new and used automobiles
and may include the servicing and repair of automobiles, the leasing or renting of
utility or boat trailers and automobiles and the sale of automotive accessories
and related products, but shall not include any other defined automotive use.”
The use itself would consist of an area at approximately the mid-point of the
property along Harrowsmith Road (where the existing entrance is located) which
would be allocated for the display of automobiles for sale. The applicant
proposes to construct a single commercial building here for an office and a
service shop for these vehicles. Attachment #2 is a conceptual site plan.
The zoning would permit the sales agency and a list of other commercial-type
uses that are compatible with the surrounding neighbourhood. These uses are
proposed to be:
•
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a retail store,
a convenience retail store,
a service shop including a personal service shop,
a lawn, garden and farm equipment and supplies sales outlet,
a laundry and/or dry cleaning shop,
a bank and/or trust company,
a business and/or professional office,
a commercial recreational establishment such as a bowling or billiard
establishment or other similar use,
a funeral home,
a medical clinic,
a post office,
a bake shop,
a private or commercial club,
a restaurant, take-out,
a gift shop,
a nursery school,
a veterinary establishment,
a public or private parking area, including parking facilities associated with the
principal use(s) permitted under this section,
an automobile sales agency,
one dwelling unit in the form of an apartment as an accessory use in buildings in
which commercial uses are permitted, except automobile service stations or
other uses involving the sale of gasoline or other similar petroleum products, in
accordance with the provisions of Sections 5.19 and 5.20,
accessory buildings or uses to the above uses.
Prior to developing the site, a site plan agreement between the Township and
the applicant will be required to be registered on the title of the property. The
Page 7 of 165
agreement would specify such requirements as the location of all buildings, a
properly constructed commercial entrance, emergency vehicle access ways and
any required landscaping and buffering from the abutting residential use to the
west. The site plan agreement would ultimately need to be approved by Council
prior to the commencement of the use.
Agency Comments
The Public Works Manager advises that a traffic study may be required
regarding ingress and egress at Harrowsmith Road once the scale of the project
is known. At time of preparation of this report no comments had been received
from the public.
Conclusion
From a planning perspective, the proposal appears to meet the intent of the
Official Plan in terms the use, lot size and location in the settlement area. An
automobile sale agency as a commercial use is acceptable as per the Official
Plan and Zoning By-law, and the lot size exceeds the legislated minimum
acreage. A site plan and site plan agreement will be required prior to
development to ensure that adequate access, building locations and
buffering/landscaping is provided for safety and compatibility with surrounding
uses. The site plan will also specify that the entrance and Harrowsmith Road
would be subject to any requirements of a traffic study (if needed). Ultimately, the
new permitted uses would appear to be far less obnoxious to the surrounding
land uses than the industrial uses that was previously there.
The amending by-law (attached) would change the zone from Urban Industrial
(UI) to Special Urban Commercial (UC-26) to permit the requested commercial
use and to specify a range of additional permitted uses described above.
Recommendation
It is recommended that the attached zoning amending By-law No. 2016-55 to
rezoned the subject land from Urban Industrial (UI) to Special Urban Commercial
(UC-26) and to Environmental protection (EP), be considered for passage.
Submitted by Lindsay Mills
attachments
McKayZoningReport
Approved by Lindsay Mills
Page 8 of 165
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Page 9 of 165
Page 10 of 165
PLANNING REPORT: PUBLIC MEETING
Township of South Frontenac
Prepared for Council
Agenda Date: September 6, 2016
Planning Department
File No. Z-16/14
Date of Report: August 22, 2016
Subject: Review of Application for Zoning By-law Amendment, Part of Lot
11, Concession VIII, Loughborough District, Township of South
Frontenac: Silver
Summary of the Recommendation
The recommendation is that Council consider passage of a zoning by-law
amendment that would rezone a proposed new waterfront lot and the retained lot
from Rural Zone (RU) to Waterfront Residential Zone (RW).The re-zoning is a
condition of final approval of Consent Application S-30-16-L.
Purpose of the Report
The purpose of this report is to bring to Council an application for a zoning bylaw amendment and to hold a public meeting on the application as required
under the terms of the Planning Act. The report includes a location attachment, a
lot configuration map, and an amending by-law.
Background
An application has been submitted to amend the Township’s Comprehensive
Zoning By-law. The amendment is a condition for final approval of consent
application S-30-16-L which was given conditional approval by the Committee of
Adjustment on August 11, 2016. The rezoning would apply to a new 4.9 acre
rural waterfront lot at Mica Lake in Loughborough District, as well as the 5.4 acre
retained lot. Attachment #1 shows the location of the subject property.
Discussion
The subject land is characterized as having heavy forest cover and with some
topographical features in the form of gently sloping hills. Most of its
waterfrontage at Mica Lake is wetland which extends well out into the lake from
the well-defined highwater mark at the shore.
The land is designated Rural in the Official Plan which permits waterfront
residential lot creation subject to meeting minimum standards for lot size, road
frontage and water frontage. The new lot and retained lot meet these standards.
It should be noted however that, although the lot boundaries are assessed to
include the wetland area which extends far out into the lake from the shoreline,
the land area itself is much smaller ie., the new lot area is 4.19 acres in size and
the retained portion is 3.41 acres – illustrated on Attachment #2. The parcels still
meet all of the minimum standards established in the Plan.
As indicated on the attachments, both lots are accessible via Little Long Lake
Road, which already provides access to a number of existing waterfront lots.
Council will recall that this Township-owned road has recently been categorized
as a fully maintained public road. The new lot would have 250 feet of frontage on
this public road and 310 feet of water frontage on Mica Lake. The retained
portion would have 480 feet of frontage on the road and 330 feet of frontage on
Mica Lake.
The land is zoned Rural (RU) in the Comprehensive Zoning By-law requiring that
the new lots be rezoned to Waterfront Residential (RW) to recognize that the lots
are for residential use with waterfrontage and accessed by a fully maintained
public road.
Page 11 of 165
Agency Comments
All agencies commented favourably at the consent stage. At the time of
preparation of this report no comments had been received from the public in
response to the notification of the public meeting
Conclusion
Based on the above review, it is Planning’s conclusion that the rezoning of the
new severed portion and the retained portion from RU to RW, can be supported.
Recommendation
It is recommended that Council consider passage of the attached zoning
amending By-law No. 2016-56, changing the zone on the new and retained
portions of land from Rural (RU) to Waterfront Residential (RW).
Submitted/approved by: Lindsay Mills
attachments
SilverRezoningReport
Prepared by: Lesley Mushet,
Page 12 of 165
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ATTACHMENT #2
Page 41 of 165
Non-convert notes for PIN 36145-0008
Subject: Non-convert notes for PIN 36145-0008
From: "Limoges, Manon (MGCS)"
Date: 8/9/2016 1:14 PM
7 To: "geri.grange@mycando.ca"
Hi (g- i,
Issue: PAC between P?Ns 36145-0008 & 0015. Bernard Dillon owned lands in both PINS by FR121857 in 1961.
13R6606 is deposited on title. In 1996 Dillon conveys All of Lot 24, Con 14 Portland Except PTs 2 & 3, 13R6606 to
Mary Donna Rines by FR422520. This transfer contravenes the Planning Act since Dillon retained title to PTS 2 & 3
on 1 3R6606. Transfer FR634379 contains recitals that it was registered to attempt to correct possible planning act
infractions but once again Dillon does not Transfer PTs 2 or 3, 13R6606. PTs 2 & 3, 13R6606 may actually be part
of the adjoining road but no conveyance to the municipality was ever registered.
Manon
Manon Limoges
Registration Services Officer - LRO #13
Retail Offices Branch
Customer Care Division
1201 Division Street, Suite 8
Kingston, ON K7K 6X4
ServiceOntario
(313-548-6767 Ext. 306
613-548-6766 (FAX)
manon limoges@ontario.ca
Visit us at ServiceOntario.ca
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transmettre, le divulguer ni I'utiliser autrement, ell tout ou ell parkie, de quelque faqon que ce sort.
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Page 43 of 165
STAFF REPORT
PUBLIC WORKS DEPARTMENT
PREPARED FOR COUNCIL:
August 29, 2016
AGENDA DATE:
September 6, 2016
SUBJECT:
Reasonable Standard of Roads Definition
RECOMMENDATION:
That for the purposes of Section 7.1 (h) of the Official Plan, the definition for “a
reasonable standard of pavement or gravel construction” means any public road
that receives year round maintenance.
BACKGROUND:
Section 7.1 (h) of the Township’s Official Plan pertaining to consents states:
“…All new lots, except limited service residential lots, shall front onto and gain
access from an existing public road which reflects a reasonable standard of
pavement or gravel construction and is maintained year round by the
municipality.”
A Council endorsed definition of reasonable standard is suggested.
Prior to the amalgamation of the Roads Budgets in 2010, District Councillors had
direct input into what constitutes a reasonable standard of pavement or gravel
construction, in their area. It should be noted that there have been instances
when severances were denied as a result of this approach when roads were
Area Rated. The Township now budgets and provides services on a consistent
basis regardless of the district.
A definition was presented to the Public Services Committee suggesting that
reasonable means any public road that receives year round maintenance by the
municipality.
All public roads that receive year round maintenance have had or soon will have,
traffic counts to prioritize when these roads will be upgraded.
FINANCIAL/STAFFING IMPLICATIONS:
None at this time.
Submitted/approved by:
Mark Segsworth, P. Eng.
Public Works Manager
Page 44 of 165
STAFF REPORT
PUBLIC WORKS DEPARTMENT
PREPARED FOR COUNCIL:
August 29, 2016
AGENDA DATE:
September 6, 2016
SUBJECT:
Sydenham Water Services
RECOMMENDATION:
That Council endorse the motion approved at the Public Services Committee on
August 26, 2016 for staff to enter into negotiations with Utilities Kingston for a
longer term agreement to operate the Water Treatment and Distribution System,
subject to Council acceptance.
BACKGROUND:
The existing agreement with Utilities Kingston for the operation of the Water
Treatment and Distribution System expires on December 31, 2016.
ANALYSIS:
Utilities Kingston has been the operator for the Sydenham Water System since it
came into existence in 2005. In that time Utilities Kingston has provided high
quality service and has been extremely responsive to any issues that arise. The
current agreement expires on December 31, 2016.
One of the benefits to the Township of South Frontenac is the relative closeness
of Utilities Kingston’s offices and dispatch to Sydenham. Several of Utilities
Kingston’s operators live in our Township.
If a reasonable long term agreement can be negotiated then it makes a lot of
sense to maintain this service arrangement with Utilities Kingston.
At its meeting on August 26, 2016, the Public Services Committee passed the
following motion:
“THAT staff be directed to enter into negotiations with Utilities Kingston for
a longer term agreement to operate the Water Treatment and Distribution
System, subject to Council approval.”
Carried
FINANCIAL/STAFFING IMPLICATIONS:
None at this time.
Submitted/approved by:
Mark Segsworth, P. Eng.
Public Works Manager
Page 45 of 165
STAFF REPORT
PUBLIC WORKS DEPARTMENT
Prepared for Council:
September 1, 2016
Agenda Date:
September 6, 2016
SUBJECT:
Parking By-Law – in front of Sydenham High School and Accessible Parking
RECOMMENDATION:
It is recommended that By-law 2016-59 to amend the By-law 2000-01, as
amended, being a by-law to regulate traffic, parking and stopping on Township
Highways and Bridges, be passed.
BACKGROUND:
The need to review and clarify Parking, Bus Loading, and Accessible Parking
spaces in front of the Sydenham High School has been a topic of discussion for
several years. The completion of the Rutledge Road Construction along with the
new Sydenham Parking By-Law and the start of the new school year is an ideal
time to review the current parking bylaw for the block in front of the High School.
Staff have consulted with the Tri-Board Bus Line, the By-Law Enforcement
Officer, and the Principal of Sydenham High School. Delineation of the
accessible parking space, the school bus loading zone, and the permitted parking
area will allow space for all users whether they are contractors, parents dropping
off kids, or school buses during and outside of peak hours.
For greater clarification the definition of an accessible parking space is being
added to the by-law as well as the set fee for parking in an accessible parking
space without a disabled person parking permit.
FINANCIAL/STAFFING IMPLICATIONS:
Additional signage will be required to delineate the parking stalls. Sufficient funds
exist in the 2016 Operating budget for this purpose. For greater clarity all three
accessible parking spot signs in the village will have supplementary signage
added to clearly indicate the set fine.
ATTACHMENT:
By-law 2016-59
Submitted/approved by:
Prepared by:
Mark Segsworth, P. Eng.
Public Works Manager
David Holliday, CET
Area Supervisor
Page 46 of 165
STAFF REPORT
PUBLIC WORKS DEPARTMENT
PREPARED FOR COUNCIL:
August 29, 2016
AGENDA DATE:
September 6, 2016
SUBJECT:
Capital Budget Amendments
RECOMMENDATION:
THAT Council approve the amended 2016 Linear Asset Capital Budget as
presented on September 6, 2016
AND THAT the amount approved for the Gilmour Point Site Access Road be
reallocated to finance the track reconstruction associated with the rehabilitation of
Point Football Field.
BACKGROUND:
The most recent proposed changes to the approved amended 2016 Capital
Budget were presented to the Public Services Committee meeting on August 26,
2016.
The Desert Lake Causeway Culverts were proposed to be replaced this fall.
However, additional analysis required to obtain a permit means that this project
will be postponed until next year.
Staff are of an opinion that the Westport Road culvert replacement can occur this
Fall with significant savings resulting from a complete road closure over the
course of one weekend. This Tender is expected to be released on September 7,
2016.
The reconstruction of the track around the Point Football Field was unbudgeted
for in 2016. Leaving the rehabilitation in a partially finished mode does not create
the best image for the Township. The funds are available from the Gilmour Point
Access Road budget as this project was completed inhouse last December while
we were not experiencing winter.
“FINANCIAL/STAFFING IMPLICATIONS:
It is estimated that the Westport Road culvert replacement will cost approximately
$325,000.00, which will be financed by reducing the Desert Lake Causeway
Culverts by $200,000.00.
The Gilmour Point Access Road Budget is $40,000.00 which should be seen as
an upset limit to complete the track and landscaping at the Point Football Field.
Submitted/approved by:
Mark Segsworth, P. Eng.
Public Works Manager
Attachments: Amended 2016 Linear Assets Capital Budget
Page 47 of 165
Amended Capital Budget - September 6, 2016
Amended Capital Budget - June 21, 2016
Road Name
Estimated Cost
Road Name
Estimated Cost
Desert Lake Rd
$500,000.00 Desert Lake Rd
$500,000.00
Desert Lake Rd Causeway
$100,000.00
Perth Rd at Buck Lake Study
$25,000.00 Perth Rd at Buck Lake Study
$25,000.00
Various Rds
$50,000.00 Various Rds
$50,000.00
Sub-Total
$675,000.00
Sub-Total
$575,000.00
Bridge Name
Otter Lake Culvert
Desert Lake Causeway Culverts
Salmon Lake Culvert
Westport Rd Culverts
Bridge Replacement Study/Design
Sub-Total
Bridge Name
$175,000.00 Otter Lake Culvert
$150,000.00 Desert Lake Causeway Culverts
$750,000.00 Salmon Lake Culvert
$126,826.00 Westport Rd Culverts
$50,000.00 Bridge Replacement Study/Design
$1,251,826.00
Sub-Total
$175,000.00
$50,000.00
$750,000.00
$326,826.00
$50,000.00
$1,351,826.00
Road Name
Bellrock Village
Harrowsmith Intersection
Sub-Total
Road Name
$800,000.00 Bellrock Village
$700,000.00 Harrowsmith Intersection
$1,500,000.00
Sub-Total
$800,000.00
$700,000.00
$1,500,000.00
Sub-Total
Road Name
$240,000.00 Mount Chesney Rd
$0.00 Peters Rd
$100,000.00 Rideau Rd
$135,000.00 Carrying Place Rd
$700,000.00 Various Roads
$1,175,000.00
Sub-Total
$240,000.00
$0.00
$100,000.00
$135,000.00
$700,000.00
$1,175,000.00
Sub-Total
Road Name
$200,000.00 Bradshaw Rd
$100,000.00 Frontenac Rd
$175,000.00 Steele Rd
$475,000.00
Sub-Total
$200,000.00
$100,000.00
$175,000.00
$475,000.00
Road Name
Mount Chesney Rd
Peters Rd
Rideau Rd
Carrying Place Rd
Various Roads
Road Name
Bradshaw Rd
Frontenac Rd
Steele Rd
TOTAL
$5,076,826.00
TOTAL
$5,076,826.00
Page 48 of 165
STAFF REPORT
PUBLIC WORKS DEPARTMENT
Prepared for Council:
August 31, 2016
Agenda Date:
September 6, 2016
_______________________________________________________________ _
SUBJECT:
Tender No. 2016-28 - 2016 Guiderail Program
RECOMMENDATION:
That Council approves the bid provided by Peninsula Construction Inc. for
Tender No.2016-28, 2016 Guiderail Program for $186,798.61, including all
applicable taxes.
BACKGROUND:
A tender was placed for the installation of roadside protection at various
locations. It was advertised on Biddingo, the Municipal website, and in the local
newspaper. This tender closed on August 24th 2016. The results, including HST
in ascending order, are as follows:
1.
2.
3.
4.
Bidder
Peninsula Construction Inc.
McIver Enterprises
Hughson Fencing and Guiderail
Crains’ Construction Limited
Tender Price (Including HST)
$ 186,798.61
$ 200,536.47
$ 202,778.50
$ 341,231.75
The submission of the bidder has been evaluated and was found to be accurate
and complete. Peninsula Construction Inc. is a reputable contractor who has
been providing Guiderail installation services for the Township since 2014.
For these reasons, and also because their price was $13,737.86 lower than the
bid from McIver Enterprises, it is recommended that the tender from Peninsula
Construction Inc. be accepted.
FINANCIAL/STAFFING IMPLICATIONS:
Sufficient funds exist in the operational and capital budget.
Submitted/approved by:
Prepared by:
Mark Segsworth, P. Eng.
Public Works Manager
Aaron Hatton
Technical Assistant
Page 49 of 165
STAFF REPORT
CLERKS DEPARTMENT
PREPARED FOR COUNCIL:
August 31, 2016
AGENDA DATE:
September 6, 2016
SUBJECT:
Extension of Councillor Absence
RECOMMENDATION:
OPEN
BACKGROUND:
Councillor Robinson has faithfully served the residents of Portland District since
December 2000. He has been absent from Council since Feb. 19, 2016 when he
fell and broke his hip. Councillors and the Mayor have provided Council with
updates on his condition through this period.
In accordance with the Municipal Act Section 259(1):
The office of a member of council of a municipality becomes vacant if the
member,
(a) becomes disqualified from holding the office of a member of council
under section 256, 257 or 258;
(c) is absent from the meetings of council for three successive months
without being authorized to do so by a resolution of council;
(d) resigns from his or her office and the resignation is effective under
section 260
Section 256 relates to meeting the eligibility criteria for office under the Municipal
Elections Act, i.e. resides in the local municipality or is the owner or tenant of
land or the spouse of such owner or tenant.
Furthermore Section 262(1) states:
If the office of member of council becomes vacant under section 259, the
council shall at its next meeting declare the office to be vacant, except if a
vacancy occurs as a result of the death of a member, the declaration may
be made at either of its next two meetings.
On May 17, 2016 Council considered a number of options and passed the
following motion:
THAT Council authorize the absence of Councillor Robinson until
September 15 and continue to pay the Councillor.
At the September 6th Council is asked to make a decision to address the
continued absence of Councillor Robison.
Page 50 of 165
STAFF REPORT
CLERKS DEPARTMENT
Council continues to have a number of options to consider:
Primary Consideration:
1. Extend absence indefinitely
2. Extend absence for a set period
3. No Further Extension
Secondary Consideration:
•
•
•
•
•
•
With current pay
With altered pay level
Without pay
With current pay
With altered pay level
Without pay
•
•
•
With current pay
With altered pay level
Without pay
Should Councillor Robison permanently leave the community and or he and his
wife sell all property or give up tenancy in any property to the satisfaction of the
Clerk, then the Clerk would bring forward a motion at the next Council meeting
for Council to declare the seat vacant.
Should Councillor Robinson be absent from Council meetings for three months
from the date that any extension ends, without further authorization from Council,
the Clerk will bring forward a motion to declare the seat vacant in accordance
with the Municipal Act. For greater clarity should Council not authorize an
extension on September 6, then on December 15, Councillor Robinson will have
been absent for three months without authorization and on December 20 (the
next meeting), the Clerk would bring forward the motion for Council to declare the
seat vacant.
Should Councillor Robinson choose to resign from office, he would do so in
writing filed with the Clerk. At the next Council meeting the Clerk would bring
forward a motion for Council to declare the seat vacant.
Submitted by:
Wayne Orr, CAO
Page 51 of 165
STAFF REPORT
CLERKS DEPARTMENT
PREPARED FOR COUNCIL:
August 5, 2016
AGENDA DATE:
September 6, 2016
SUBJECT:
Frontenac County Council – Shared Communications Proposal
RECOMMENDATION:
Open
BACKGROUND:
On July 20, 2016 the Council of the County of Frontenac passed a resolution to
have staff circulate the CAO’s report to each member municipality for their review
and comment by October 19, 2016.
ATTACHMENT:
•
•
•
Letter from Jannette Amini, Manager of Legislative Services/Clerk, re:
Shared Communications Proposal
Report from Kelly Pender, CAO, re: Shared Communications Proposal
Chief Administrative Officers Committee – Shared Services DeliveryCommunications – Report #3 – July 11, 2016
Submitted/approved by:
Wayne Orr
Chief Administrative Officer
Prepared by:
Angela Maddocks
Executive Assistant
Page 52 of 165
n FRONTENAC
County of Frontenac
2069 Battersea Rd.
Glenburnie, ON KOH 1SO
T: 613. 548. 9400
F: 613. 548. 8460
frontenaccounty. ca
August 2, 2016
Mr. Wayne Orr, CAO/Clerk
Township of South Frontenac
P. O. Box 100
Sydenham, ON
KOH 2TO
Dear Mr. Orr;
Re:
Frontenac County Council - July 20, 2016 - Shared Communications
Proposal
Please be advised that the Council of the County of Frontenac at its regular meeting
held July 20, 2016 passed the following resolution, being Recommend Reports from the
Chief Administrative Officer, clause c):
c)
2016-081
Corporate Services
Shared Communications Proposal
Motion*: 119-16
Moved By:
Seconded By:
Councillor Nossal
Warden Smith
That County Council receive the report without endorsement and the Clerk circulate the
CAO's report to each member municipality for their review and comment by October 19,
2016.
CARRIEDAS AMENDED
As per the resolution, please find enclosed a copy of Report 2016-081 with attachments
and the Chief Administrative Officers Committee, "Shared Services Delivery
Communications Report #3"
I trust that you will find this in order, however, should you have any questions or
concerns, please do not hesitate to contact me at 613-548-9400, ext. 302 or via email at
iamini0. frontenaccountv. ca.
Yours truly,
(nnetteAmini, Dipl. M. M., CMO
fenager of Legislative Services/Clerk
Page 53 of 165
[Report 2016-081
Recommend Report to Council
To:
Warden and Members of County Council
From:
KellyJ. Render, Chief Administrative Officer
Date of meeting:
July 20, 2016
Re:
Office of the CAO - Shared Communications Proposal
Recommendation
That with respect to the provision of shared communications services, the Council of the
County of Frontenac endorse the shared communications model and agree to financially
support the position for a sixteen month period (September 2016 to December 2017)
while discussions continue with the member municipalities on the continuation of the
model.
And Further That the 2016 budget for Frontenac Paramedic Services (FPS)be
amended to reflect a 50% share of the total communications salaries budget.
And Further That the financial component be included in the 2017 budget as a New
Initiative with 50% funding from Frontenac Paramedic Services (i. e., grant eligible) and
be funded outside of the inflation levy target established by Council.
Background
In April 2015 County Council endorsed a report (2015-045) from ttie unier Administrative
Officers (CAO's) directing the CAO's to review the potential for shared service delivery in
eight areas including corporate communications.
Attached, Schedule "A" is a draft CAO's report regarding the potential for a shared
communications function, including funding options. The draft report was received by the
CAO's but referred to County Council without endorsement. The purpose of this report is
to engage County Council on the issue and seek guidance prior to proceeding. The staff
recommendation will enable member municipalities to utilize the communications
function with only a small net impact on the County portion of the levy.
Page 54 of 165
Other options available to Council include:
Option #1 ! That County Council endorse the shared communications model and
forward the CAO's report to member municipalities for their consideration
and input, with cost sharing to be as outlined in the report.
Further, that a final decision on participation and cost sharing be made
by October 19, 2016.
Option #2
That County Council receive the report without endorsement and the
Clerk circulate the CAO's report to each member municipality for their
review and comment by October 19, 2016.
Option #3
That County Council receive the report with no further action to be taken.
Comment
See the attached report (Schedule A).
Sustainability Implications
Communications with citizens is a key component ofthe Directions for Our Future plan
which states:
"It (the Plan) underlines the commitment made by the County to engage many
people and organizations and to communicate with our communities throughout
the process. This was a commitment made at the outset and it remains a guiding
principle as we move into a future we can all be proud to leave as a legacy to our
children and grandchildren. " (page 8)
Financial Implications
As outlined in the recommendation any communications effort allocated to Paramedics
will be eligible for a 50% grant from the Province and a contribution (in the following
year) and from the City of Kingston.
Our estimate is that over the past six months FPS has consumed more than 50% of the
time for the single Communications Officer. This has included social media, special
campaigns and media relations. Allocation ofthis time will result in a proper accounting
of salaries.
Amending the 2016 FPS Budget for submission to the Province will ensure that the
communications function is grant/sharing eligible in 2017.
Recommend Report to Council
Shared Communications Proposal Report
July 20, 2016
Page 2 of 3
Page 55 of 165
A summary of financial implications is provided below:
Communications
1st position*
2016
2016
Original
Amended
$
$
$
$
80, 000
80, 000
80, 000
80, 000
80, 000
20, 000
80,000
100,000 160,000 160,000
0
FPS share of communications
Funding
Province
Net City contribution
Remaining share of communications
2018
80, 000
2nd position (4 months in 2016)'
Total Communications
2017
50, 000
50, 000
50, 000
0 -25, 000 -25, 000
-39, 110 -19,555 -19,555
80, 000
50, 000 110, 000 110, 000
80,000
60,890 115,445 115,445
* not exact salary & benefits
annual increases not included
Organizations, Departments and Individuals Consulted and/or Affected
Frontenac County Chief Administrative Officers
Recommend Report to Council
Shared Communications Proposal Report
July 20, 2016
Page 3 of 3
Page 56 of 165
Draft
Frontenac.
Chief Administrative Officers Committee
Shared Services Delivery - Communications
Report #3
Date: July 11, 2016 v. 2.0
^
'.f-.
'*.
J
Page 1 115
Page 57 of 165
Table of Contents
Recommendation...................................................................................................................................................
". ". ". "..,3
Introduction...........................................................................................................................................................
^^^^^^^ 4
Background......................................................................................................................
CurrentServiceDelivery..........................................................................
".".......... ",. "... "... ". "".". "... """" 5
".............................................................. """."...7
Proposed Service Delivery..........................................................................................................
",.....................................g
Recommended Model............................................................ ". ""............................................................ ""....... ""."".. """ 3
Financial Considerations................................................................................................,..........................
". "..... ".. """",. 1]
Conclusion.................................................... ""............................................................................................
^. ^...... ^.. ^. ^2
Appendix A - Frontenac Shared Services - Background Information....................................................................... u
Page 2[15
Page 58 of 165
Recommendation
Whereas, Frontenac municipalities are committed to a shared service model that will
result in improvements in service delivery and increased community engagement;
And Whereas, the Frontenac Chief Administrative Officers are recommending a shared
services partnership model for the purposes of enhancing communication services;
Now Therefore, the Council of the
endorse the shared
services communications partnership and request that the ChiefAdministrative Officers
Committee develop a shared services draft agreement for consideration in September
2016.
Page3 15
Page 59 of 165
Introduction
This report is providedjointly bythe five ChiefAdministrative Officers (CAOs) and as an
introduction to the potential for shared communication resources across the Frontenacs.
In 2013 the County of Frontenac commissioned KPMG to complete a Service Delivery
and Organizational Review (SDOR) of County operations. Approved in January2014,
one of the thirty recommendations made by KPMG was:
22.
Work with the Townships to develop a plan to increase the level of shared
services in the County, remembering that good paperensures good business.
The issue is summarized in the report as follows:2
Ref.
#
22.
Observations and Implications
Shared services is the key for the long term
sustainability of Frontenac County and its member
municipalities. No longer can municipalities at
either the upper or lowe" tier operate in isolation of
one another. Municipal service deliver is
becoming more complex with growing regulatory
requirements ofthe province. Municipalities
regardless of size are expected to equa!ly confirm
to any regulatory change. This places an
increasing burden on smaller municipalities that
do not have the capacity to meet these
Leading Practices
Opportunities for
Improvement
Shared services
among member
Thinking of the
mumcipafities involving
community allows
the municipalities
to leverage the
efficienciesof
shared service
requirements.
taxation and
communications.
The long term sustainability of small municipalities
like the member municipalities of Frontenac
procurement, specialty
consulting sen/ices
(engineering), high
demand positions
(CBO), AODA.
information technology,
G!S. human resources,
financial services.
County depends upon shared service delivery
Any shared service
arrangements are
particularly in areas such as back office support.
detailed in an
Holdingto the traditional characterization of upper
agreement between
tiers as out of touch or the lower tiers as not up to
the task only guarantees a limited future for the
county.
the involved
County as a holistic
delivery and reduce
costs and ensure
the long term
financial
sustainabiiityofthe
County.
municipalities.
Further background regarding shared services is attached Appendix A.
The implementation ofa shared communications model will havethefollowing benefits:
.
Reduced costs for participants - i. e., less the full time dedicated resources
.
Ability to share resources, contacts and strategies, while tailoring
communications to meet local needs
Ability to compete with other Ontario municipalities for economic development
and citizens services
.
Improved transparency and accountability to citizens
.
Development of a trusted communications channel for use during emergencies.
KPMG, FrontenacCountyComprehensiveReviewof Services& OrganizationFinal Reoort, Dec. 18.
2013, page11.
~
'
' -~~ "'
2 ibid, page 102.
Page 4 115
Page 60 of 165
Background
Communications and community engagement are vital for the transparent operation of a
municipality. Both from a legislative requirement and from a public expectations
perspective.
The purpose of this report is to propose a shared services communications program for
Frontenacthat will support the objective of improving communications with citizens,
visitors and business and build a trusting relationship that will promote Frontenac and
develop a reliable communications channel that can be relied upon during emergencies.
For the purposes of this report, communications is intended to include policy, training,
traditional media and social media. The report recommends a focused approach and a
two year review point for the service.
The firm Redbrick Communications3 regularly publishes reports on the use of social
media by municipalities. In their 2015 study they found that social media by
municipalities has grown by 11x since 2010, with Facebook and Twitter being the
primary platforms. (See graphic below)
68%
of Ontario's 444 municipalities
0 are using social media,
240
193
1 :7
25
2011
2013
271
2014
300
2015
2012
Social media use by Ontario's municipalities
has grown by 11 times in the last five years.
They also found that use of social media crosses all sizes of municipalities, from the
largest, to the smallest, with municipalities under 10, 000 population beginning to catch
up to larger municipalities where 98% use social media. When combined with open data
initiatives and app development, the worid of municipal communications is quickly
moving digital and mobile.
3 Red Brick
Pag
5 15
Page 61 of 165
The recent fire in Fort McMurray, Alberta is an excellent example ofthe powerofsocial
media and the ability of social media to play a role in the life of a community. As a
trusted source of information prior to the fire, theirTwitterfeed (@RMWoodBuffalo)
grew from 8, 000 followers to 30, 000" as residents and news organizations used their
Twitter account as the "go to" source of information.
While social media is the preferred communications medium for our youth and is rapidly
gaining acceptance with older generations, the intent is not to minimize the importance
of traditional media. They clearly must go hand in hand. This strategy respects the
importance of both.
Three relevant examples to illustrate:
North Frontenac Dark Skies Preserve:
It was initially proposed to re-develop the websitefor the DarkSky Preserve (DSP) in
North Frontenac. After discussion with communications staff it was determined that a
first step would be to combine social media with earned media to increase web traffic to
the current site5 and their Facebook page. Over the period of three months, this
combined effort was able to significantly improve the search presence for the DSP
which now routinely appears in the top ten searches.
This effort saved the cost of a website redesign.
Howe Island Ferry:
The introduction of a Howe Island Twitter (@HICountyFerry) account in December
2013, has resulted in a significant convenience for ferry users, allowing them to check
the status ofthe ferry operation in seconds on their cell phone or computer. This system
replaced a manual sign change process and freed up stafftime from answering
questions (on the ferry deck and by telephone) regarding ferry availability.
This effort provided a vastly improved service for Island residents, built a trusted
network of followers and increased staffefficiency
Emergency Preparedness Week
Each municipality in Ontario must provide some publiceducation each year related to
emergency preparedness. In the past, the County would engage the community at
events or schools and provide information in a face-to-face format. This year, the
4httR://globalnews. ca/video/2705058/fort-mcmurrav-wildfire-hear-from-the-man-behind-the-municiDalitvof-wood-buffalos-twjtter-account
5 North Frontenac Dark Sky Preserve
Page 6|15
Page 62 of 165
County in conjunction with communications stafffrom the City of Kingston and the
Limestone School Board engaged students throughout the County in an hour long
Twitter "chat" regarding emergency preparedness and emergency services. Discussions
rangedfrom discussions regarding the likelihood of a Tornado, to "why I wantto be a
paramedic". Plans are to expand this program to more schools next year.
This program met the requirements for the municipality to engage residents, created
new partnerships and leveled the playing field such that anyone with a computer, cell
phone ortablet could participate. It also served to broadenthe County's trusted network
of followers. The same model can be used for other community engagement exercises
such as accessibility, local government week or special events.
All three of these examples, illustrate howeffective communications can create
efficiencies, broaden community engagement, and help build a trusted network.
Current Service Delivery
The table below outlines the status current service delivery within the five municipalities:
Approved
Communications
Municipality
Plan
Frontenac
Islands
No
Status of
Social Nledia
Dedicated
Resources
None
No
No Policy
Web Presence
Yes - currently
being updated
Recommended
1 FTE in Org
South
Frontsnac
No
None
No Policy
(Still Under
Yes - hosted
solution
Review by
(eSolutions)
Review
Council - no
commitment)
Central
Frontenac
North
Frontenac
No
Yes
No Facebook
Yes Twitter but not active
No Policy
No
Policy Under
No
Yes - in house
No
Yes - in house
Consideration
Yes Facebook
County
Not Formal
3 Twitter
Linkedln
Youtube
Yes - hosted
Yes -1 FTE
solution
(eSolutions)
Policy In Place
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Page 63 of 165
Proposed Service Delivery
The goal of this shared service proposal would be to ensure that all five municipalities
achieve a minimum service level in 12 to 18 months that includes all the necessary
components from policy and stafftraining, to social media and traditional media delivery
capability. Our suggestion would be to target one (or perhaps two) initiative per
municipality so that results could be measured and reported. This would be worked out
by the communications team in consultation with Council and their CAO. For discussion
purposes, the following ideas are provided:
.
North Frontenac - Promotion of accommodation development opportunities or
the Dark Skies Preserve
.
Central Frontenac - Promotion of Sharbot Lake as the hub of trails for Eastern
Ontario and/or communication of roads activity (plowing, grading, construction)
.
with the aim of increasing citizen awareness and reducing calls
South Frontenac - Farm gate sales and local food and/or promotion of
cycling/active transportation
.
Frontenac Islands - Ferry adventure (walk on, bike and discover) and/or live
tweeting of Council meetings
The above could be layered upon current branding exercises and dovetail with the
economic development priorities of trips and trails, recreation lifestyle, and
food/beverage promotion.
While tighter timelines could be achieved with the addition of other resources, the CAOs
believe the recommended model in this report is a safe and measured approach that
will achieve a base level of redundant services before the end of this Council term.
Recommended Model
In order to address common communications needs, the CAOs recommend that a
partnership agreement model (similar to shared Information Services) be implemented
with the following objectives:
.
.
To develop and execute four local communications plans and a County wide plan
To develop and execute four local community engagement plans and a County
wide plan that builds trust with citizens
.
To consistently promote the Frontenac brand to the community while
acknowledging local differences and priorities
.
To communicate a compelling reason to live, work and play in the Frontenacs
.
To build a resilient communications program to support local program delivery,
including:
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Page 64 of 165
o Traditional media - press releases, print content
o
Social media accounts
o Web site content development and support for staff where content
management software is in place
o Support for emergency management programs
o Training for Council and staff
o Policy development, training and monitoring
o Special events and policy
To develop a Service Level Agreement (SLA) in first year of operation, supported
by annual work plans thereafter.
The above would be implemented through the addition of one full time equivalent with
shared costs.
By comparison to other municipalities in Ontario and Canada, the Frontenacs are not
using social media and e-communications tools to their full potential, but as the
evidence shows we are competing directly with municipalities that are using them.
In order to be effective with modern communications, social media still needs to be
backed up by traditional media and a solid and coordinated communications plan that is
completed with local input, executed consistently and reported/adapted based upon key
performance indicators and relevant benchmarks.
At a high level, the initial work focus for the communications team would be as follows:
Local policy <-> policy training <->identification of local priorities <-> implementation of
local priorities campaign <-> training of local staff <-> review and re-evaluate
The table below outlines the proposed details for the two Communication Officer (CO)
positions would be as follows:
Communications Officer
Communications Officer
(Community Engagement)
(Branding, Planning and Strategy)
Roles and Responsibilities:
Onejob description with two specialities
Page9 IS
Page 65 of 165
Press releases
Communications policy, training and monitoring
Branding, brand management, brand research
Graphics and style management
Media relations
Social media strategy
Social media - including live tweeting from
Media procurement and coordination
events/meetings
Development, managementand coordination of local
Social media training
Event managementsupport
Support for special projects
Grantwriting and support
communications plans
Website training - whereweb site content
management software is in place
Web site content and iocai content support - where
web site content management software is in place
e-Newsletters
Emergency Communications Officer
Monitoring and reporting on KPIs, web site stats, social
media penetration
Event management support
Support for special projects
Grantwriting and support
Survey design and administration
Backup/Joint6 Emergency Communications Officer
Bad; up to CO (Branding, Planning and Strategy)
Back up to CO (Communit^Engagement)
Logistics:
Non-Union- Band K of the County Grid (S55.6Kto
$65. 0K-2016)
Flexibiework hours to provide coverage outside of
Non-Union- Band K of the County Grid (S55. 6Kto
S65. 0K-2016)
Reporting to: Managerof Legislative Services/Clerk
Generally regular office hours with some flexibility for
work hours
coverage outside of work hours
Generally mobiie - provided with mobile
communicationstools and regular access to a vehicle
Mobile office locations in each Township and the
County. Rotation to be flexible to meet loca! needs
Generally situated at the County - provided with
mobile communicationstools and regular access to a
Reporting to: CAOs + FPS Chief
vehicle to support needs
Regularly attend Municipal offices and a
Council/Committee meetings to provide updates and
seex input on plans.
Examples:
1. Development, implementation and monitoring of a local communications plan
Provide support and input for plan development .
Meet with Mayor/ Council/ Staffto identify priorities^
Implement media/social media component of the plan
Provide input and feedback on the plan
target audiences and preferred communications
methods
Present p!an (amend as necessary)
Monitor and report back to Council at least once per
.
.
year
2. Live Tweeting from Council Meetings or Special Events
Reviewcouncil agenda, items and issues - discuss
as necessary with Maycr/CAO as appropriate
Promote meeting on social media. including
issues/delegationsas required
Priorto the meeting, develop a series of tweetsfor
the meeting, including hashtags and handles
During the meeting - send live tweets, pics, links and
clips as necessary
Post meeting follow up with re-tweets. media request
Policy development and training ofCouncii and staff
Work with Mayor/CounciL'Staffto identify primary
targets audiences and themes from the
communications plan
Monitor and report back to Council
and followers
Prepare media releases and follow up links to soda!
media
3. A special event is planned to promote a local attraction at a municipal facility
i If more than one emergency operations centre is active
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Page 66 of 165
Support for the local event organizers/lead
Preparation of grant applications
Assistthe local team with promotional materials and
Memberof any event planningteam
Ensure branding and messaging conform and re-
communications
Coordinate media buys and promotional material
Develop and execute a social media campaign
Develop web content
including live event tweeting
Post event social media follow up
De-briefwith event team
inforee the local plans
De-briefwith event team
4. The municipality is embarking on a 9 to 12 month exercise to review their official plan
Provide input on media and social media components .
Develop andsecure approval farthe communications
of the communications plan
plan
Support staff/consultants on event logistics .
Provideevent promotion In social media and .
Monitor plan and report/amend as necessary
Ensuring branding, messaging are consistent
traditional media - including live tweeting
Providepost event follow up
De-briefwith planning team
Provide input into the final report
Coordinatemedia procurement
De-bnefwith planningteam
Final report back to Council/staffas necessary
Shared communications builds upon many current initiatives within Frontenac and
across Ontario, including:
Server and software platform integration
.
.
Improved broadband and wireless communications efforts through Eastern
Ontario Wardens' Caucus (EOWC) and the Eastern Ontario Regional Network
(EORN)
Shared Geographic Information Services (GIS) and open data capabilities
Regional branding efforts through the RED program
Increased demandsfrom the publicfor transparency and accountability.
Financial Considerations
It is proposed that the cost of the shared service be split among participating municipalities
based upon incremental cost beyond the current one full time equivalent (FTE) at the County,
plus an additional 20% allocated to Frontenac ParamedicServices (FPS)to continue to social
media efforts for the service and for emergency management.
The current County communications is staffed with one (1) FTE. The incremental cost for one
additional FTE per annum are provided below:
Salary
$ 60, 000 (range is $56-65, 000 per annum)
Employer Costs
Vehicle
$ 15,000 (based upon an ext 25% of base salary)
$ 2,000 (laptop + mobile device- amortized + monthly costs)
$ 3.000 (based upon 5,000 km per annum)
Total
$ 80, 000
I. T. Costs
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Page 67 of 165
It is proposed that 20% ofthis cost be assigned to Frontenac Paramedic Services (FPS)
to cover costs related to social media. This cost would be split with the Province of
Ontario and the City of Kingston. Depending upon the number of municipalities moving
forward, the costs would be allocated as follows:
Total Cost $80, 000
FPS
FPS+1 $16, 000
FPS+2 $16, 000
FPS+3 $16, 000
FPS+4 $16, 000
One
Two
Three
Total
Four
$64, 000
$32, 000 $32, 000
$21, 333 $21, 333 $21, 333
$16, 000 $16, 000 $16, 000 $16, 000
$80, 000
$80, 000
$80,000
$80, 000
Payments would be based upon actual costs. Similar to Shared Information Services,
each municipality would be responsible fortheir own expenses related to
communications. The two communications staff would back each other up and both
would be available for large events and/ortime off coverage.
The allocation of time for each participating municipality would be commensurate with
the amount paid, summarized as follows:
Total %
FPS+1
FPS+2
FPS+3
FPS+4
100%
FPS
One
Two
20. 0%
20. 0%
20. 0%
20. 0%
80. 0%
40. 0%
26. 7%
20. 0%
40. 0%
26. 7%
20. 0%
Three
26. 7%
20. 0%
Four
Total
20. 0%
100%
100%
100%
100%
Time would be tracked and reported to the CAOs. It is proposed that the shared
communications model be for a two year period, with review and discussion regarding
renewal happening in the fall of 2019.
Conclusion
The development of a shared services communications partnership and decision
making process will assist the Frontenacs with the provision of services to citizens in the
most cost effective and efficient manner possible. The shared services recommendation
in the KPMG report provided clear direction regarding the future of shared services
models and the benefits that will accrue.
Page 12 15
Page 68 of 165
Effective communications involves both the development of a strategy and
timely/consistent implementation. In Ontario municipalities operate in a very competitive
market place where the majority of municipalities of all sizes are engaging with their
citizens across multi platforms from tradition platforms to open data to social media. The
implementation of a shared communications model will have the following benefits:
.
Reduced costs for participants - i. e., less the full time dedicated resources
.
Ability to share resources, contacts and strategies, while tailoring
communications to meet local needs
.
Ability to compete with other Ontario municipalities for economic development
and citizens services
.
.
Improved transparency and accountability to citizens
Development of a trusted communications channel for use during emergencies.
Page 13 115
Page 69 of 165
Appendix A - Frontenac Shared Services - Background Information
The geographical Frontenac County (collectively the "Frontenacs") is composed of five
governing bodies with 30 locally elected municipal politicians, of which 8 (27%) sit at the
County Council table.
This report will be provided to all five Councils during their regular business cycles in
June and/or July 2016. Coordination of dates will mean that one Council may review the
report before another.
In 2015 the following principles for shared service were reviewed and approved by all
five Councils:
No assumptions have been made regarding the delivery model. Shared service
delivery models can vary widely, from ad hoc to county-wide.
No assumptions have been made regarding where services should be
performed.
.
Where on-going shared service agreements are to be implemented, contracts
should be established.
.
One size does not need to fit all. As such, 100% participation in a shared service
is not required in order to proceed.
o Where sharing does not include all municipalities, non-participating
municipalities will not be financially disadvantaged.
.
Increased pressure for a higherskilled labour force will place pressure on all
municipalities to compete for talent.
.
.
An aging work force presents challenges and opportunities for change.
The greatest economies of scale will come from sharing technical and back of
office functions.
.
Shared procurement within the Frontenacs and throughout the broader public
service presents some opportunities for cost savings.
The purpose of guiding principles is to assist Councils with making strategic decisions
that will have the most impact on the use of resources and delivery of services.
The report recommended that one of four service delivery models be used:
1. Status Quo: Continue to act in an independent manner
2. Ad Hoc: Services may be delivered in a shared manner, but on an ad hoc basis,
without the need for a formal contract
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Page 70 of 165
3. Purchase: Shared services should be contemplated on a "fee for service" basis
4. Partnership: A partnership between willing parties should be contemplated.
The spectrum from status quo to a county-wide agreement looks like this:
1.
Model
Discussion
Status Quo
No change in
delivery
.
recommended
Current
delivery is
most efficient
Time
Frame
3.
4.
Purchase
Partnership
One or more
A service
from time to
municipalities
time is easy
and generally
may purchase
agreement or
partnership
agreement is
signed for
the delivery
sufficient
.
or significant
barriers exist
2.
Ad Hoc
Cooperating
.
No agreement
required
Participants
to change
pay own costs
n/a
As required
a service from
another on an
ongoing basis
of services to
participating
municipalities
Time
delineated
Ongoing
Clearly
outlined
opting out
clause
Not required
Recommended
Required
No additional
considerations
No additional
considerations
Review
recommended
Review'
required
required
Agreement
Not required
Insurance
required
P
ge 15|15
Page 71 of 165
STAFF REPORT
CLERKS DEPARTMENT
PREPARED FOR COUNCIL:
August 26, 2016
AGENDA DATE:
September 6, 2016
SUBJECT:
Special Joint Council Meeting – In Field Communications
RECOMMENDATION:
THAT Council accept the invitation to a Special Joint Council meeting on
Wednesday October 5 at 7:00 pm in Central Frontenac at Soldiers Memorial Hall;
for the purposes of hearing a report on in field communications.
BACKGROUND:
On Sept. 1, 2015 Council endorsed a resolution requesting that the County of
Frontenac fund a Gap Analysis study as part of their 2016 budget. The County
approved the funding for 2016 and the joint CAO’s group have coordinated the
completion of the study.
A joint Council meeting of the four Townships has been called for Wednesday
October 5 at 7:00 in Central Frontenac at Soldiers Memorial Hall. The meeting
will be chaired by Mayor Francis Smith.
The purpose of the meeting is to have the consultants who completed the study
present their findings jointly to four Councils and address questions. The intent is
to ultimately move forward with a coordinated response to identified challenges.
Fire Chiefs and Public Works Managers will also be in attendance.
Concerns about the existing radio communication equipment, reliability and
interoperability have been identified by the Township’s Fire and Public Works
Departments. Over the last several years steps have been taken to investigate
this issue and find a solution that is both reliable, capable of operating into the
future and affordable. The Frontenac COA’s have been involved with this
project along with the Fire Chiefs and Public Works Mangers.
The report will be released once finalized and the agenda formally issued.
Submitted/approved by:
Wayne Orr, CAO
Page 72 of 165
STAFF REPORT
RECREATION DEPARTMENT
Prepared for Council:
August 31, 2016
Agenda Date:
September 6, 2016
SUBJECT:
Portland District Recreation Committee Motions
RECOMMENDATION:
THAT Council receive and approve the following five motions as submitted by the Portland
District Recreation Committees.
BACKGROUND:
The following report provides Council with motions that were prepared and approved at the
various Portland District Recreation Committees to be brought forward for Council’s
attention and/or decision. While minutes of older meetings have been brought forward to
Council, there has been no specific action on the recommendations.
August 29, 2016
Motion #1
A motion was made by Dan Bell and seconded by Cheryl Preston. All were in favour.
That Portland Recreation participate in, by helping plan and volunteering for, the Township
wide 150th Road Rally event to Celebrate Canada’s and Ontario’s 150th Anniversary being
organized by the Harrowsmith and District Social and Athletic Club to be held late
September of 2017. Portland Recreation supports Central recreations proposal that the
Township contribute up to 10,000.00 in monetary funds as well as in kind to support this
event.
Motion #2
A motion was made by Pam Morey and seconded by Christine LeBlanc. All were in favour.
After reviewing the positive results of the recreation survey regarding the need for
skateboard park in our township and being approached by a local delegation supporting a
skate board park, the Portland recreation committee strongly recommends that council
move forward with the feasibility study to furtherer explore the possibility and need for a
skated board park in the Township of South Frontenac. We would like to recommend
that up to $5,000 from the capital budget for 2017 be earmarked for this study.
Note: Staff indicated to the Committee that any motions that have an impact on Capital
should also be included as part of the Capital Budget submission process.
June 27th, 2016
Motion #1:
There was a discussion on Centennial Park and how it can be developed in the future. A
motion was made by Dan Bell for the Council to explore the possibility of purchasing the
land surrounding the park and the piece of land between the park and the trail so that there
could be possible future development of the park. This motion was seconded by Christine
Leblanc. All were in favour.
Note: Staff indicated to the Committee that any motions that have an impact on Capital
should also be included as part of the Capital Budget submission process.
Page 73 of 165
April 25th, 2016
Motion #1:
A motion was made by Pam Morey to present this interest to the Central Recreation
Committee for a motion to council to consider and recommend that a feasibility study be
done to further investigate the possibility of a Skate board park in South Frontenac,
Centennial Park area. The motion was seconded by Cheryl Preston. All were in favor.
Note: Through the direction of staff an additional motion was passed at the August 29th
meeting to include a feasibility study on the following as part of the 2017 Capital Budget
process.
March 29th, 2016
Motion #1:
The contract for the grass cutting for soccer fields was discussed. A motion was made to
make a recommendation to the township to consider the standards of the Soccer
Association when structuring the tender for the grass cutting in the future. This tender
should take into consideration how many days the grass cutting will occur per week. The
length of the grass. The schedule of grass cutting in conjunction with when the fields are
used. This motion was brought forth by Christine Leblanc and Seconded by Pam Morey, all
were in favor.
Note: Staff are aware of the feedback from the Soccer Association and have met with
representatives to discuss.
Submitted/approved by:
Wayne Orr
Prepared by:
Tim Laprade, Arena/Recreation Supervisor
Page 74 of 165
STAFF REPORT
RECREATION DEPARTMENT
Prepared for Council:
August 31, 2016
Agenda Date:
September 6, 2016
SUBJECT:
Storrington District Recreation Committee Motions
RECOMMENDATION:
THAT Council receive and approve the following motions as submitted by the Storrington
District Recreation Committees and direct staff where required. While minutes of older
meetings have been brought forward to Council, there has been no specific action on the
recommendations.
BACKGROUND:
The following report provides Council with motions that were prepared and approved by the
various Storrington District Recreation Committees to be brought forward for either
Council’s attention and/or decision. While minutes of older meetings have been brought
forward to Council, there has been no specific action on the recommendations.
July 4, 2016
Motion #1
The Inverary Youth Group is requesting a $600 donation for maintenance costs. The
request has been honoured in previous years.
A motion was made by John to approve a $600 donation for the Inverary Youth Group to go
towards maintenance costs. Seconded by Kevin.
Carried
Motion #2
Christine Harvey Children's Festival Request- The committee discussed Christine's request
to rent the ball field in Inverary. Norm suggest the user fee be waived since she is trying to
raise funds for new playground equipment.
A motion was made by Norm to support the children's festival in Inverary, and to waive the
user fee for the event. Seconded by Annie.
Carried
Submitted/approved by:
Wayne Orr
Prepared by:
Tim Laprade, Arena/Recreation Supervisor
Page 75 of 165
STAFF REPORT
RECREATION DEPARTMENT
Prepared for Council:
August 31, 2016
Agenda Date:
September 6, 2016
SUBJECT:
South Frontenac Recreation Committee Motions
RECOMMENDATION:
THAT Council receive and approve the following motions as submitted by the South
Frontenac Recreation Committees.
BACKGROUND:
The following report provides Council with motions that were prepared and approved at the
various South Frontenac Recreation Committees to be brought forward for Council’s
attention and/or decision. While minutes of older meetings have been brought forward to
Council, there has been no specific action on the recommendations.
August 22, 2016
Motion #1:
Motion: THAT the South Frontenac recreation committees consider becoming involved in a
township-wide celebration Road Rally for Canada and Ontario's 150th anniversary. This
event will be developed by the Harrowsmith Social & Athletic Club and requests monetary
up to $10,000, as well as in kind support from the recreation committees if they choose to
become involved.
Moved by: Pam Morey
Seconded by: Dan Bell
Carried
Note: The Harrowsmith Social & Athletic Club is applying for the Ontario 150 Celebration
Grant to support this event. Staff will include the request for the $10,000 as the Township’s
contribution as part of the Recreation Operating Budget.
Motion #2:
Motion: THAT the South Frontenac Recreation Committee supports the Township
continuing to work with Somersault Events for the 2017 event as per the terms of our 2016
agreement.
Moved by: Dan Bell
Seconded by: Donna Brown
Carried
June 20th, 2016
Motion #1:
A motion from the Portland District Committee was provided to the South Frontenac
Recreation Committee.
THAT the South Frontenac Recreation Committee recommend that Council consider the
resurfacing of the sports surface at Centennial Park as part of the 2017 capital budget
discussion.
Moved by Pam Morey
Seconded by Dan Bell
Carried
Page 76 of 165
Note: Staff indicated to the Committee that any motions that have an impact on Capital
should also be included as part of the Capital Budget submission process.
Submitted/approved by:
Wayne Orr
Prepared by:
Tim Laprade, Arena/Recreation Supervisor
Page 77 of 165
Loughborough District Recreation
Committee Minutes
Monday, May 30, 2016
Attendance: ChairMike Howe,CouncillorMarkSchjeming, PaulWash,Norm Irwin,TracyHolland,
Terra Gower, Tim Laprade, Nicole Hochguertel
Regrets: Maryanne Takala, Helen Parfitt, VickiVeldman, RobWilson, FayeSnider
1. Approval of the Agenda
.
Motion to approve the agenda.
Moved by: Paul Wash
Seconded by: Terra Gower
Carried
2. Approval of Minutes - Monday, April 25, 2016
Motion to approve the minutes from Monday, April 25, 2016 as amended.
Moved by: Paul Wash
Seconded by: Terra Gower
Carried
3.
Business Arising
a. Canada Day Update
The committee met last week to make sure no issues have come up.
Chair Mike Howe will follow up with Mark Segsworth regarding road and boat ramp
closures.
There are a lot of high school students volunteering for the event this year.
b. South Frontenac Recreation Committee
Chair Mike Howe spoke to the importance of the public completing the recreation
survey and to help the township to promote it. Nicole Hochguertel is available to attend
community events to help promote the survey as well. Please email her at
publiceducation@southfrontenac. net.
c.
Harris Park
No news to report at this time.
d.
Bowes Park
No news to report at this time.
e. Wilmer Park
No news to report at this time.
f.
The Point Park
Thegrand opening ceremony will be held Saturday, June4 at 10a. m. The sitewill be
cleaned up on Thursday or Friday, prior to the event.
Page 78 of 165
g. Capital Budget for Loughborough 2016
No news to report at this time.
h. Central Soccer
The Ontario SoccerAssociation has decided that score will not be kept for games under
U15.
i.
Triathlon
Tim Laprade met with the representative from the triathlon to discuss changes at The
Point this year.
The event will be held on July 10 this year.
j.
Minor Football
No news to report at this time.
k. Sydenham Canoe Club
No news to report at this time.
4.
New Business
a.
Parks Tour
Perth Road/Harris Park
Backshed needs to be torn down - safety hazard.
Wilmer Road Ball Park
Retaining wall is deteriorating.
Steps to dugout are a safety issue.
Light cover missing.
Playground equipment is needed.
Requires infield fill.
Discuss coordinating the netting being put up.
Chair Mike Howe to speakwith Jamie Brash regarding his
Bowes Ball Park
plans with dugouts.
Chains by the washroom are a trip hazard.
Both infields need resurfacing.
Sand and paint bleachers.
Second well needs to be dug eventually.
The Point Park
Power sources to be checked.
Next Meeting: Monday, June 27, 2016 (tentative)
Adjournment: 8:40 p. m.
Recording Seaetary: Sarah Vandewal
LoughboroughDistrict RecreationCommittee Minutes: Monday, May30, 2016
Page 2
Page 79 of 165
SOUTH FRONTENAC RIDES
MINUTES
MARCH 21ST, 2016
Members in attendance:
Ross Sutherland, Scott Gordon, Rich Ludlow, Robert Charest, Fran Willes, Stephanie
Sciberras, Kelly Pilgrim, Leslie Kirby-Olvet, Peter Bedoukian, Bob and Sue Clinton,
Deborah Twiddy
Abcent: Alastair Lamb
Chair: Scott Gordon called the meeting to order at 7:05pm
Secretaries for the Meeting: Bob and Sue Clinton
Agenda:
Approved and moved by Kelly Pilgrim, Seconded by Rich Ludlow
Minutes of March 2nd, 2016 meeting:
Approved and moved by Bob Clinton, Seconded by Ross Sutherland
Business arising from the March 2nd, 2016 minutes:
March 30th Share the Road Full-Day workshop:
Start: 9:00am. Peter and Ross volunteered to help with reception. Rich and Robert
volunteered to greet and direct attendees. Ross, bob, Sue, Peter, Kelly and Scott
volunteered to assist with putting up banners, greeting and directing attendees.
Evening Café: Starts at 7:00pm. Volunteers asked to meet at 6:15pm. Rich and Robert
volunteered.
Cyclefest Update:
Map: The objective of the printed copy of the map was discussed. To minimize costs
and to ensure the map would be ready in time for the cyclefest event, the decision was
made to have KFL&A print the map. The pre-existing map content committee
consisting of Robert, Peter, Leslie and Kelly, will determine other map details.
Fundraising Ideas: To be tabled and considered by all committee members. Ideas to
be discussed at the next meeting. Leslie will take the leadership role in consideration of
fundraising efforts.
Food: Concern that Rose Pennock due to personal reasons is unable to oversee
provision for food at the event. Sue agreed to contact Cynthia Hand who was
instrumental in assisting Rose at the previous cyclefest (subsequently Sue contacted
Cynthia who has agreed to oversee the food aspect of the event in consultation with
Rose).
SFR Facebook promotion: Leslie and Ross agreed to update the Facebook page
which will include an events page. Ross will also explore potential website using
WordPress. Other members were encouraged to provide any input to Ross and Leslie.
The decision was made to put the minutes from meetings on the website.
Other: There was concern that there may be access issues to the K & P Trail from the
Prince Charles cyclefest site. Bob to assess logistics and contact Anne Marie Young to
help remedy the situation if there is an issue.
Budget update:
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Ross indicated that there are sufficient funds to satisfy the needs of this year’s cyclefest
and other activities proposed by South Frontenac Rides Committee members. Bob
then queried as to why additional fundraising is necessary? Input from Stephanie
indicated that fundraising from private sources are important for ongoing activities which
may become more evident during the Share the Road workshop.
Cycling Grant and involvement of summer programs:
Funding is available for skills rodeos in Sydenham, Battersea and Verona over the
summer period. There are two options; one is to hire fully trained cycling ambassadors
through Neil Scott from Cycle Kingston at the cost of about $200/person. The second
option is to have Tim arrange to have local ambassadors trained. Stephanie will follow
up with Tim and get back to the committee. The proposed dates for the Battersea and
Sydenham events are June 19th and June 26th from 10am until 12 noon. The event will
be coordinated by the cycling ambassador with additional assistance provided by
Robert, Sue, Bob, Fran and possibly John. Lengthy discussion ensued and the decision
was made to train ambassadors locally which would augment their other summer camp
responsibilities.
Debby Twiddy made the suggestion of providing signup sheets at our cyclefest event for
high school students to sign up to volunteer for the Battersea and Sydenham events to
help with their higfh school outreach requirements.
Meeting was adjourned at 2030.
Next Meeting:
Monday, April 18th, 2016 at 7:00pm at the township hall. Ross will check if available.
Page 81 of 165
Minutes
South Frontenac Rides Meeting
Monday, April 18, 7 pm
Township Council Chambers
Present – Peter Bedoukian, Alastair Lamb, Stephanie Scibarras, Kelly Pilgrim, Leslie
Olvet-Kirby, Fran Willis, Cynthia hand, Robert Charest, Bob Harding, Denis Morel, Sue
Clinton, Bob Clinton, Ross Sutherland
Regrets – Rich Ludlow, Scott Gordon
Call to order – 1905
Minutes of March 21, 2016 meeting approved with spelling corrections.
2016 Cycle Fest budget for $2050 approved as distributed. There are sufficient funds to
cover this budget, though that will leave no seed money for next year.
2016 Cycle Fest Proposed Budget
Rental
Food
Yellow Bikes – repairs and lights and bells
Thank you ads
Postal walk
Maps
Stickers for road signs
Miscellaneous
200
400
500
250
150
300
50
200
Advertising – The posters will be ready on May 1, Leslie is waiting on some picture to
launch the Events page on Facebook, Public Health will prepare the flyer for postal drop
and volunteers will be requested to fold. Peter agreed to arrange the Public Service
Ads.
A draft of the map should be ready in 3-4 weeks. The map committee will review and
make changes as necessary.
Cynthia Hand reported on BBQ preparations – She has approached the IGA in Verona,
Gilmores, Desert Lake Gardens and Local Family Farms for food and all have agreed to
prepare food for donation or at cost. Ross, Kelly and Bob have water jugs for hand
washing. Kelly has a large cooler for drinks. Water will be the drink and fruit will be
provided if cost can be managed. Watermelon is the fruit of choice. Scott will check
with school about tables, garbage cans and recycling. Ross, Robert, SF Rides and
KFL+A public health will all bring canopies. Stephanie is submitting the special
occasion’s food permit.
Skills Course – Scott not present but he reports Yellow bikes, helmet fitting, and OPP
have been arranged and agreed to come.
Skills grant – only one application received for the job. Kelly, Stephanie and Ross will
interview. Leslie will arrange for Perth Road School on June 19 and Ross for
Storrington School on June 26.
Infrastructure – Noted that we have $5,000 to spend on infrastructure projects in the
next two years. Agreed to wait for the Share the Roads report before making
recommendations.
Agreed to sponsor a Points of Interest Photo Contest to obtain pictures for next year’s
map. Ross to draft rules.
Agreed to set up a boot and small cycle course at the Harrowsmith Canada Day event.
Next meeting - Monday May 9
Meeting Adjourned at 2015.
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Minutes from meeting- Mon. May 9, 2016
Council chambers, Sydenham
Members in attendance: Ross Sutherland, Scott Gordon, Stephanie Sciberras, Alastair
Lamb, Robert Charest, Rich Ludlow, Peter Bedoukian, Cynthia Hand
Regrets: Bob and Sue Clinton, Leslie Kirby, Kelly Pilgrim, Fran Willes, Debbie Twiddy
Acting Chairman: Scott Gordon
Secretary for the meeting: Rich Ludlow
Call to Order: 7:12 pm
Motions:
Agenda and Minutes of April 18,2016: moved by Ross Sutherland, seconded by
Scott Gordon that the agenda and minutes be confirmed as circulated- carried.
Discussion of Items:
1.Cycle Fest Review.The members went through a long list of items based on last
year’s event. Some highlights include:
Food- Cynthia has made the application to public health. She went over the food needs
for the BBQ and will look for good deals on fruit and veggies one week before the June
12 event. Access to school tables has been confirmed.
Public Service Announcement/Media- Peter said the media release has been
completed. Email lists have been completed for distribution. A Facebook advertisement
has been completed.
Posters- were distributed to attending members. Stephanie provided small flyers for
distribution to the post office (members displayed great skill by being able to conduct
discussions and fold flyers at the same time).
Map- cycle route map will be printed by June 1.
Insurance - has been confirmed.
BBQs - for the June 12 event from fire & rescue are pending.
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2. Skills course.
Ross said that tentatively Cycle Kingston will have instructors in place for the two dates
of June 19 and 26 at Perth Road public school and Battersea (Storrington public
school). We need one more person to help out for these events.
3. Infastructure- we are waiting for the final report from Share the Road.
4. Points of Interest - Ross said that a proposed photo contest has not yet been
announced but we will put something soon on the Facebook page.
5. Canada Day in Harrowsmith - they have requested a cycle skills course. Ross
asked for volunteers and Robert Charest volunteered to help with this.
6.Rutledge Road Church- is having an event (fun day) on May 26 and asked if we
could take part. It was decided the time frame is too short for this year.
7.Other Business:
a. Verona - Peter asked about clearing the trail between the school and the trail. Ross
will look into this.
b. Stephanie will ask about making up a small map of cycle routes for the June 12
event.
c. Peter brought up the construction on Desert Lake Road. Routes will not be
showcased that includes this section.
d. Ross will ask Leslie about creating the certificates for the June 12 event, including
sign up sheets and waivers.
e. Scott indicated that he will no longer be chair/co-chair of the committee after the
June 12 event. Ross said under the Township of South Frontenac policy, that South
Frontenac Rides should have a permanent chair for a term of 2 years. Someone needs
to step forward for this position.
Meeting adjourned: at 8:00 pm. In an unprecedented fashion, the members stayed
and continued to fold flyers until 8:12 pm.
Next meeting: June 6. 7:00 pm. Township Council Chambers, Sydenham.
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South Frontenac Rides Minutes
June 15
Meeting held after a wonderful pot luck at the Clinton’s – Thanks
1) We had a wider ranging discussion on the cycle Fest.
What worked well:
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The weather was great
The sequence of fitting the helmet, thent he bike, then the rodeo worked well.
Yellow Bikes involving the children in fitting the bike
Food was great including the veggie burgers.well organized
People did routes by themselves
Location good
The certificates
Suggestion for next year:
•
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•
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Next year might try a scavenger hunt on a short route
Need a shorter route that families with small kids can use
Integrate the food more into the event
Say on the signs that you can come at any time
Only four hours, 5 was too long
Name tags for volunteers
A couple of less events for the rodeo
Eliminate the tight turn
Make using the fire truck part of the course
Print up van support phone number
Give out mini bike plates for completion of the course
Piffle gifts
One spot for greeting and registration, maps
Use Verona next year, Harrowsmith
THERE ARE MORE MAPS GIVE THEM TO FIRNEDS, BUSINESSES EVENTS
IN YOUR AREA. CALL Scott, 613-376-6391 or Ross, 613-532-7846 to get some
•
Volunteer to help out for an hour between 1:30 and 4 on Canada Day in
Sydenham, call Ross
•
Make suggestion on bike routes or how to improve the bike fest for next year.
•
Next meeting in September
Page 85 of 165
South Frontenac Recreation
Committee Minutes
Monday, June 20, 2016
Attendance: Chair Mike Howe, Vice-Chair Dan Bell, Councillor Norm Roberts,
Councillor Pat Barr, Councillor Mark Schjerning, Kevin Fox, Pam Morey, Alvin Wood,
Tim Laprade, Nicole Hochguertel, Jamie Brash, Mark Segsworth
Regrets: Donna Brown
1. Call to Order
2. Approval of Minutes – Monday, May 16, 2016
Motion to approve the minutes from Monday, May 16, 2016
Moved by: Kevin Fox
Seconded by: Councillor Pat Barr
Carried
3. Business Arising from the Minutes
- No new information to discuss at this time.
4. New Business
a. Delegation from Frontenac Pickleball
- Pickleball is currently the fastest growing sport.
- The group meets to play from 9 a.m. to 11 a.m. at Centennial Park on
Monday, Wednesday, Friday and Saturday and occasionally on Thursdays as
well. There is no interference with other sports/user groups at that time.
- The game is being introduced into schools and our summer camp but is
mostly played by retired and semi-retired men and women.
- Pickleball is a mixture of tennis, table tennis and badminton. It is extremely
easy to learn and play and minimal equipment is needed.
- The group would like to see a space at Centennial Park dedicated to
pickleball and would eventually like permanent nets and posts. They currently
use 6 portable nets.
- Resurfacing the multi-sport pad would cost approximately $10,000.
b. Capital Budget Updates
Asbestos Assessment
Building Condition Assessment
Recreation Building Re-Keying
Going out to tender soon.
Waiting for report.
To be completed fall 2016 and Jamie Brash
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to meet with district committees about
rekeying.
Point Park/Field Update
Gilmour Point - Hydro
installation
Museum – Window
replacement
Playground Equipment at
Bowes Park
Wilmer Ball Park - Metal roof
replacement
Gilmour Point - Site access
road
Gerald Ball Park - Horseshoe
pit upgrade
Battersea Ball Park - Resurface
basketball courts
Inverary Ball Park - Washroom
Upgrades
Storrington Centre Upgrades
(roof top unit guards/sliding
partition wall/new kitchen
shuffle door/covered walkway)
Centennial Park - Re-shingle
washroom/canteen building,
tennis court multi-use
conversion
Fencing RFP is out and is to occur in
September.
Waiting for third quote
2 being replaced on the north side of the
building
Installing this week.
Waiting for pricing
Completed
Completed
Completed. Jamie Brash wants to speak
with Councillor Norm Roberts and Alvin
Wood about washroom upgrades and
model train area fencing.
Washrooms will be painted and new doors
will be installed if there are funds available
Septic, washrooms, widening doorways
and hallways scheduled for 2017
Court has been converted to multi-use, reshingling of washroom to be completed
soon.
Museum - AC unit, New
Prices are being reviewed.
electrical service and replace
rear exit and furnace room
doors
McMullen Park - Replace docks One new dock 20 ft and 12 ft with two
ladders.
Sydenham Library - Rear deck Deck being replaced with poured concrete
in September.
Page 2
Page 87 of 165
c. Budget Submission Deadlines
- A draft schedule was distributed in hardcopy to committee members for
review and discussion.
- The committee was instructed to indicate any safety issues when submitting
capital requests.
- An additional meeting may be required for budget discussions.
5. Updates
a. 5 Year Recreation Plan Survey
- Currently 600 responses have been received. Of the 600 responses, 400
were submitted as a family.
- The survey closes on August 12, 2016.
- Nicole Hochguertel has been handing out hardcopies of the survey at events
and will input the responses manually.
b. Annual Volunteer Recognition Awards Ceremony
- The ceremony is being held tomorrow evening between 6 p.m. and 7:15 p.m.
- This year’s recipients are Linda Bates, Wilma Kenny, Eileen Sleeth and
Rachael Smith-Tryon.
c. District Committee Updates
i. Portland
- Motion:
THAT the South Frontenac Recreation Committee recommend that
Council consider the resurfacing of the sports surface at Centennial
Park as part of the 2017 capital budget discussion.
Moved by Pam Morey
Seconded by Dan Bell
Carried
ii. Storrington
- Provided a copy of their Canada Day brochure for committee members
to see.
- Advertisement spots were sold in the brochure to help cover costs.
- The recreation survey was promoted on the soccer website.
iii. Bedford
- A pancake breakfast will be held between 8 a.m. and 11 a.m. on
Canada Day.
- Fencing at the playground is a priority for the capital budget.
iv. Loughborough
- The grand opening at The Point went well. Water has been hooked up
to help the grass to grow.
Page 3
Page 88 of 165
6. Chair to sign off on meeting attendance
- The attendance sheet was signed and provided to Tim Laprade.
7. Next Meeting: Monday, August 22, 2016 at 7 p.m. in the Council Meeting Room
at the Township Office
8. Adjournment: 8:20 p.m.
Recording Secretary: Sarah Vandewal
Page 4
Page 89 of 165
TOWN HALL MEETINGS
GLENDOWER HALL
JULY 12, 2016
7:00 PM
Present: Pat Barr, Alan Revill, Ron Vandewal, John McDougall
Staff: Wayne Orr, Mark Segsworth
Six members of the public were present.
Mayor Vandewal opened the dialog and invited comments and questions.
Lee Road
• scheduled for fall of this year, the grading was done well and seems to be
holding
Canoe Lake Road
• is a work in progress, a 5 km section is to be finished
• Winter Control is good, crew is doing a great job and is much improved
Green Bay Road
• surface softened early, very rough this winter, lots of potholes, not sure of cause,
traffic counters are being used to prioritize updates and the target is 2018
Westport Road
• could the township close it for a couple of days with notice to do the culvert, both
are being replaced with one,
• Fall would be the best time of year and there could be savings in the budget of
200,000, possibly do on a Saturday and Sunday.
• School bus routes, fire response implications need to be considered
• Not everyone will be happy
Garbage and Recycling
• Thanks to Bonnie Robinson for the ”Pitch In” efforts
• Is a second event possible in July or August with a cottage clean up focus
• Concerns about whether cottagers will participate or will another event detract
from April event
• Could we get more participation?
• Would need to be done before wild parsnip
• Illegal dumping over the side of the hill of tv’s and barbeques
Renewable Energy
• Council is supportive of renewable energy and it would be ideal to be self
sufficient
• Will South Frontenac explore its own systems?
• Screening is important
• There is a focus on energy efficiency in township buildings and the arena
• LED Street Light conversion
• Support for solar projects
Fermoy Hall
• Started discussion with potential users, a group is trying to form and consider
commitments
• Water and septic system separation requirements and limitations given lots size
(200 X 200)
• How much can the township invest in it? A strong commitment to make it
worthwhile is necessary
• A complete evaluation of the building should be done
• Could it be moved to another location? Land could be kept by township
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• Another meeting in August for ongoing discussions and then to Council meeting
in September and as part of budget deliberations
Tett Park
• The fence is falling down
• Can this be removed given the growth of the trees?
General Discussion/Input
• Request for shelter/cover for community mailboxes – does this qualify under the
SF grant program? Mark offered to work with the group.
• Garbage and Recycling generally going well, problems didn’t materialize as
anticipated, illegal dumping has always been an issue
• Thanks to Recreation Committee for Canada Day Pancake Breakfast
• Does recycling cover its costs? Do you factor in the savings in capacity?
The meeting adjourned at 7:55 pm.
Page 91 of 165
TOWN HALL MEETINGS
HARROWSMITH S & A CLUB HALL
JULY 18, 2016
7:00 PM
Present: Ron Vandewal, John McDougall
Staff: Wayne Orr, Mark Segsworth
Six members of the public were present.
Mayor Vandewal opened the dialog and invited comments and questions.
Public Works/Roads
It was noticed that the summer program kids were walking from McMullen Beach to
Prince Charles Public School and that there are no sidewalks. Similarly, there are no
sidewalks on Verona Sand Road when kids walk from the ballpark to the Mini Park.
Sidewalks are part of village revitalization program.
The separation of the yellow painted lines on 38 at Prince Charles Public School is
appreciated. Other options are requested such as flashing lights, 40 Km painted on the
lanes, cones with 40km zone placed on the road. Mid-day seems to be the worst. Use
of the mobile sign could be of assistance. A 40 km zone when flashing sign could be
helpful.
Truck speed is perceived to be faster due to size of vehicle.
Bradford Road is to be painted this year.
In Harrowsmith the increase to 80 should be extended until past the gas station.
The plan for the intersection was reviewed. The new road is scheduled for this year and
the final design and construction of the intersection is scheduled for 2017
Bellrock turned out great; however the parking for the hall has been limited by the curb
of the sidewalk.
All of this work has been accomplished within a 2% increase; however pressure is there
to do more.
Craig Road is not within the current 5 year plan.
Masonville Road is to be swept and then the surface assessed.
Guard rails on Bradford Road were identified as needed.
Will it be a single lane from Wilton Road to 38 or will there be room for turning lanes?
The construction schedule for upcoming years was highlighted.
Annual Investment Revenue has not yet equalled the level of deterioration. However we
have to recognize that compared to others the majority of our roads are surfaced
treated or paved.
There is Poison Ivy growth along Verona St - on the trail side.
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Recreation
A splash pool or indoor pool at Centennial Park would avoid having to go to
town. Residents were encouraged to provide feedback directly to the recreation survey
being conducted. (See website)
Communications
Banner Advertising is great, but need to consider other ads within the paper as
well. Articles from the local columnists are always read.
Tax bills need to have full addresses with either Civic Number or box numbers. RR#’s
are insufficient to allow for Canada post guidelines. Perhaps a mail out to them
requesting updated addresses. Stone Mills seems to have solved this problem.
Organizational review is scheduled to be tabled on August 2.
Planning and Development
The proposed Harrowsmith CIP program was highlighted
Cemeteries
Verona Cemetery walkways have overgrown.
Benches are planned for park in front of McMullen Manor
The meeting adjourned at 8:00 pm.
Page 93 of 165
TOWN HALL MEETINGS
COUNCIL CHAMBERS
JULY 19, 2016
7:00 PM
Present: Mark Schjerning. Ross Sutherland, Ron Vandewal, John McDougall
Staff: Wayne Orr, Mark Segsworth
Two members of the public were present.
Mayor Vandewal opened the dialog and invited comments and questions.
Public Works/Roads
An assessment of the culvert at Buck Lake on Perth Road is budgeted for this year.
There is a problem with erosion on both sides. An assessment of the limits and a look
at options for parking and to improve safety will be done.
The use of scored asphalt was not well received. Ideally the culvert could be
extended. There will need to be an environmental assessment as well. In particular
comparing west to east. The Lake Association testing on both sides indicates that
phosphorus levels on the North end of the west basin have taken a long time to
equalize with the east side. The question is; is the culvert the right size? A larger
culvert may or may not make it better. A public meeting will be held.
Otter Lake culvert has been awarded to Crain’s Construction. The contractor is to
mobilize this August and construction is to start in September. One lane of traffic is to
be maintained at most times. The plan is to do the work without installing temporary
signals. We have other single lane bridges in the township without concern. Brushing
has been done to enhance sight lines. Staff are aware there are year round residents
who need access. The entire culvert is to be replaced. Relief culverts are also to be
installed. Staff are working with conservation on the impact of narrowing the culvert by
the thickness of the lining.
Ideally a picnic area could also be added. It was suggested that the land may be held
by the Kingston Field Naturalists.
In 2018, Bedford Road out to Alton Road is to be done including a sidewalk.
Has the issue of Norman Lane been addressed, given the ownership of the
Road? What is the policy for addressing this?
If residents met the standards for upgrading would Council assume?
Overall parking in Sydenham seems to be working fairly well.
A truck loading zone and a couple of other adjustments of lines needs to be
made. Enforcement begins August 2.
The Norman Lane Association was encouraged to access the Private Lane Upgrading
Assistance program.
Emergency Services
The Perth Road Fire hall property has been purchased. And this project is likely to be
completed in 2018.
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Communication
Improvement in communications was noted. The use of the website for advertising
meetings directly on the home page has been helpful.
Recreation
The Q&A on the point that is posted to the website seems to have addressed the village
concerns
The quick response to the Fireworks issue was noted.
Planning and Development
What are the next steps for a septic re-inspection program? Councillor Sutherland has
forwarded the report from the former CBO. A targeted program could be a starting
point. Once there is a CBO in place to investigate how Tay Valley handles their
program. There are no easy answers. The former voluntary program could yield some
data to start with. Would loans need to be offered for those who cannot afford to
address identified problems?
The meeting adjourned at 7:50 pm.
Page 95 of 165
TOWN HALL MEETINGS
STORRINGTON CENTRE
JULY 21, 2016
7:00 PM
Present: Norm Roberts, Ron Sleeth, Ron Vandewal, John McDougall
Staff: Wayne Orr, Mark Segsworth
Eleven members of the public were present.
Mayor Vandewal opened the dialog and invited comments and questions.
Public Works/Roads
Line painting is appreciated and a good idea.
The Perth Road Corridor form Rutledge Road south has been completed taking into
account planned development. This will provide a basis for determining intersection
improvements and how to assigning costs to projects.
Willowbrook Estates will have taper lanes on both sides. A turn lane should have been
installed during prior development, but we can’t look backwards. Concerns in front of
Northway are acknowledged. Waiting for construction to be completed and then road
improvements will follow. Mark offered to meet on site. It was noted that with turn lanes
traffic speeds up.
Enforcement on the roads is needed. Perth Road is now a class 2 road along with
Road 38. Perth Road is also the focus of much of the recent development activity.
Skewed intersections such as Moreland Dixon and Perth will need to be aligned as part
of the long term plan.
Township land at Old Boy Road is the site of a potential Municipal commuter parking lot.
A request for Sunbury Road to be rebuilt was expressed given the fact that it is a 401
EDR
It was originally constructed in the 60’s and is only surfaced treated and never
constructed to withstand the volume or weigh of 401 traffic.
Problem acknowledged... It has been discussed and advocated for up to the Ministerial
level. The whole project is estimated at 4- 5 million, the entire capital budget for the
whole township. There is talk of whether we should debenture for it, along with
Westport Road. We have applied for grants twice only to be turned down because we
are in too strong of a financial position.
Ultimately it needs to be done the right way. It does appear in the 2017 budget.
When driving farm equipment on 12 foot roads you can’t have a car pass with guardrails
in place. All new construction is including shoulders
Davidson Road is too narrow. There is no shoulder and in the winter there is nowhere
to park. Acknowledged that this was how the road was built. The road is not narrower,
rather we have properly addressed the drainage and the ditches are deeper.
Burnt Hills Road has traffic counts as do almost all roads including gravel roads.
Brushing equipment is township owned but also not received well in the summer when
residents complain we are destroying the forest. Brushing is done in the fall, but we
can’t get to everywhere.
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4X4’s driving on the side of a road causes excessive dust. This is where they must drive
as per provincial legislation.
Planning and Development
A status update on the OP Review was provided
Given the trend in our housing starts, development is not likely to stop.
Four planning issued were raised as outlined in the attached handout from the
Battersea Loughborough Lake Association. Council was encouraged to be more
proactive about directing and responsible for how development unfolds.
Cemeteries
Cemetery lot owners are not aware of how to go about insuring their succession rights
when plots are being left to future generations. We need to advertise proactively to
have families check to see if they have entitlements to burials, before the time of
bereavement.
Can a headstone on a lot be engraved with the name and dates of someone who is not
interred in the lot?
Solar Projects
Concern was expressed about the potential solar projects on Davidson Road. There
are multiple and conflicting issues including; the rights of property owners to lease their
land, the impact of hydro lines etc., is there a need for the energy and why is sold off so
cheap, how will the panels be decommissioned, what are the health impacts, what
about the alternatives of refurbishing the hydro generation along the Rideau and how
solar will impact taxation and property values.
Communication
The automatic email system is working great.
In terms of communication, there was lots of discussion on how much and how to get
messages out. Improvements in communication were highlighted, but the adage still
holds … you can lead a horse to water, but you can’t make it drink. Would sign boards
help on major roads?
For broad issues providing the opportunity for more informal, round table type, two way,
discussions is a great opportunity to engage citizens.
Wild Parsnip
Wild Parsnip… is beyond the townships ability to control. Currently there is selective
spraying but this is not well received by all. Cutting doesn’t seem to control it unless
someone is mowing their ditches weekly. We are focused on where it meets the public,
but can’t be responsible for controlling it beside every mailbox.
Weed control in fields is another issue and unless it negatively impacts agriculture there
is nothing we can do. If it is in a hamlet etc., the safe property's bylaw may be able to
address the issue.
The public expressed appreciation for the opportunity
The meeting adjourned at 8:40 pm.
Page 97 of 165
Battersea Loughborough Lake Association
July2016
The BLLAhas been actively involved with the planning process for a number of new
developments on Loughborough Lake over the past few years. A number of
significant issues with the planning process and the Official Plan for the Township of
South Frontenac have been identified.
1. EncourageDevelopment in the RightLocation- The OfficialPlanfor the
most part sets out criteria for newdevelopmentto complywith. There are
situations where the Township Council should be guiding or directing where
development should occur for the benefit ofthe community and the
environment. For example even if the development meets the criteria should
construction be occurringin a ProvinciallySignificantWetlandthat is also an
area of Species at Risk as is happening at Johnston Point? Council needs to
considerthe preferred locations for development and not simply reactto
developers' plans. This issue applies to some hamlet areas as well.
2. OfficialPlanCriteria - Manycriteria require a reviewand clarification. For
example howto measure the waterfrontage. Mostmunicipalities measure
waterfrontage as a line perpendicularto the side lot lines.At JohnstonPoint
this was not done and the developer took advantage ofthe poorly worded
criteria and used the undulating high water mark line.
3. Council and Community Early Participation - The formal requirements ofthe
PlanningAct and the OPare likely beingfollowed. However, proposed
development applications often have been in the review and design stages
and in consultationwithTownship stafffor 1 or even 2 yearsbefore Council
or the community are made aware ofthem. For effective decision making and
community involvement much earlier involvement is required.
4. Monitoring and Compliance ofApprovals - Johnston Point in particular has
shown the lack of commitment and processes by the Township to ensure that
conditions ofapproval are met For example,the 0MB approval set out
conditions that the MNRF assess the Species at Risk concerns. However,
significant construction activity has occurred without MNRF doing the
required review. The BLLAwrote to the Mayor and Council raising this
concern on June 15, 2016 but have received no response.
Page 98 of 165
TOWNSHIP OF SOUTH FRONTENAC
PUBLIC SERVICES COMMITTEE
July 21, 2016
Present:
Mayor Ron Vandewal
Councillors: Ron Sleeth-Chair, Alan Revill, Mark Schjerning
Staff: Wayne Orr, Mark Segsworth
1.
Call to Order
2.
Declaration of Pecuniary Interest – None
3.
Approval of minutes – June 16, 2016
Moved by: Mark Schjerning
Seconded: Alan Revill
Carried
4.
Business Arising From Minutes
Speed complaints – Angela working on a form for Speed Requests – Township
utilizing moveable speed indictor
5.
Parking Lots and Sydenham Parking
The Committee discussed the need for a parking lot by-law to establish and set
hours of parking. Some Committee members felt that overnight parking for
campers walking the trails should be discouraged.
Mark informed the Committee that the lines at the corner of the flower shop at the
hydrant were being removed. He mentioned that Trousdale’s were happy with
the one way street at the funeral home with traffic and parking being more
orderly.
6.
Harrowsmith Intersection
Mark suggested to the Committee that there was potential for acquisition of the
abandoned tax sale property at the corner of Wilton Road and Colebrook Road.
There would be a new connecting road between Wilton Road and Colebrook
Road. As well there was some worked needed to be done on the trail, as well as
wooden barriers erected on the back of properties on the east side.
Mark felt communication with the public should be held off until more information
and data was collected and in order. Mark would provide an Information Report
to Council for the September meeting.
7.
Maintenance and Capital Project Update
There was discussion on the Trousdale Road and Holleford Road bringing the
current Yield intersection to a T stop.
Mark informed the Committee that there were some drainage issues along the
Carrying Place Road causing soft spots. The staff will reassess next week when
all culverts have been installed.
The Committee felt that this update could be provided on a quarterly basis and
Mark would forward the update to Council in an information Report for August 2,
2016.
Page 99 of 165
There was mention of the Maintenance and Capital Project Schedule being
included with March tax bills for residents information.
8.
Fire Hall Update and Next Steps
The Committee was informed that the property was now in the Township’s name.
There was discussion on engaging an Architect and tendering versus Design
Build. Mark informed the Committee that all specifications had not yet been
defined. It was suggested that Jamie Brash and Rick Cheseborough attend the
Public Services Committee meeting in September for discussion on what
particulars were wanted in the design.
It was suggested that there be a tour of the Roblin Fire Hall to view the design.
9.
Intersection Reconfiguration
Currently the biggest issue was inconsistencies between the current by-law and
the signage on the roads. Mark hoped to have a draft by-law for the August 2,
2016 Council meeting.
The Holleford Road and Trousdale Road intersection would be completed in a
week’s time. The Holleford Road and Vanluven Road would be more Capital
intensive with additional work needed to be performed in 2017.
10.
Electric Vehicles
The Committee felt that unless an electric car or SUV was going to be
incorporated into the Township’s fleet, the issue could be closed.
11.
Solid Waste Management
Mark informed the Committee that staff had found a place to accept bale wrap;
Min Tech Inc. in Campbellford. The bale wrap was shipped this Monday and
Tuesday. The Township incurred cost to haul it but had hopes that there was
potential revenue.
12.
Forced Roads
Mark showed the Committee an information package outlining the definition of a
forced road. The information package is to be included with the minutes
13.
Committee Initiatives (Prioritzing)
- Winter Control Plan, there is not a Council endorsed service levels to reflect
current operations. Mark let the Committee know that a tender was going out in
the near future for sidewalks and local roads.
- Building Condition Assessment, Mark had hopes to have it before the next
meeting.
- Sign inventory – reflectivity
14.
Other Business
- Sydenham Point Field Fencing– tender closed July 20,, 2016
- Wild Parsnip
– due to weather conditions it was hard to keep up with, was being
sprayed in large areas of growth.
- Long term plan needed.
- Investigate with Greenshield as to when best time to cut.
- potentially enhanced roadside mowing.
Page 100 of 165
- Speed zones – standardized signage.
- consistency needed with speed zone “Ahead and Begins” tabs
- Brush growth around signage – Fall
- Hinchinbrooke Rd – severances had been requested and denied.
- what is a definition of “reasonable” for the road
- an interpretation needs to be brought to Council.
15.
Next Meeting – Friday, August 26, 2016 – Keely Road Board Room
16.
Adjournment – 10:15 a.m.
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Page 102 of 165
Joint Lake Association Meeting
August 27, 2016 – 7:00 p.m.
Joint Lake Association Meeting
August 27, 2016 – 7:00 p.m.
(Council Chambers)
Attendance:
Nino Bascelli, Sunset Shores Peninsula Association
Dale Purvis, Garter Lake Association
Anne Dennison, Garter Lake Association
Paul Thompson, Wolfe Lake
Greg Fisher, Buck Lake
Fran Willes, Friend of all Lake Associations
Elizabeth Arnold, West Devil Lake Property Owners Group
Burt Harbison, West Devil Lake Property Owners Group
Neil Beach, Pine Shores-Bob’s Lake Association
Bruce Jackson, Dog Lake Association
Arend Bonen, Dog Lake Association
Sue Shaw, Dog Lake Association
Chuck Mecke, Knowlton Lake Cottagers Association
Rik Saaltink, Desert Lake Association
Joe Pater, Battersea Loughborough Lake Association
Candice Laframboise, Sydenham Lake Association
Jeff Bennett, Sydenham Lake Association
Paul Thompson, Wolfe Lake Association
Bill Garland, Wolfe Lake Association
Councillors:
Mayor Ron Vandewal
Deputy Mayor Ross Sutherland
Councillor Alan Revill
Councillor Pat Barr
Councillor Mark Schjerning
Councillor Norm Roberts
Staff:
Wayne Orr, Chief Administrative Officer
Louise Fragnito, Treasurer
Mark Segsworth, Public Works Manager
Mayor Vandewal opened the meeting by welcoming everyone.
Discussion items and concerns included the following:
•
•
•
•
•
It was noted that it has been useful to have open channels of
communications with lake associations, Council and staff.
A resolution will be forthcoming from Wolfe Lake Association re: water
levels that are controlled by Wood Timber Dam.
In 2017, free passage on the Rideau will increase traffic which will result in
even more water loss. It has been advertised that Parks Canada will be
promoting this in 2017. The dam is owned by Parks Canada but managed
by the Ministry of Natural Resources.
Why did it take so long to put a fire ban on when others had? It was
clarified that the Fire Chief determines this and considers competing
interests, rainfall, other jurisdictions, number of fire calls, businesses etc. It
was clarified that Frontenac Provincial Park is not under the township’s
jurisdiction.
Bob’s Lake Road is improved. How is the work assessed – gravel to
surface treatment? It was clarified that traffic counts are now in place and
this is a more objective measure. There is also a multi-year plan in place
1
Page 103 of 165
Joint Lake Association Meeting
August 27, 2016 – 7:00 p.m.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
for road construction and improvements. The Asset Management Plan has
consideration for surface treated and paved roads.
What is the process to consider assuming private lanes? If the lane is
brought up to township standards, Council may consider assuming it
however there is no guarantee.
Private Lane Associations would need to coordinate and pay for the
construction as the township does not have the capacity for this. It could
be economical to connect with private contractors when they are in the
area.
Is there any flexibility in putting out both streams of recycling at the same
time? What is the value of the service for the 8 – 12 weeks of summer
users? Could there be a double stream collection during the summer? We
operate a two stream collection that matches the recycling facility. The
township offers bear bins and recycling bins.
There are challenges with garbage/recycling and this is shared by multiple
associations. Animals and long weekends are challenges for bins. The
efforts are appreciated to date and ongoing participation is encouraged.
There are changes coming from the province with regard to Waste
Diversion Ontario.
The township is open to hearing suggestions.
Are independent garbage and recycling contractors permitted to collect at
the road side?
The township waste site capacity combined is 30 years + as a result of
improved practices and the diversion of furniture and plastics.
Communications to Lake Associations – Is there a distribution list – can
this be subscribed to?
Culvert replacement at the west end of Wolfe Lake will result in temporary
road closure but will result in savings. To be well advertised.
Concerns about invasive species and zebra mussels on Desert Lake - Is
the township looking at inventories of conditions and risk assessment (i.e.
surveys at boat launches – where is the boat transferring from?
Conservation Authorities – this could be a watershed solution with
sampling and monitoring
The Ministry of Natural Resources has a program for tracking.
Fact Sheet for County wide use.Ex. Gypsy Moth, Ash Borer, Insect
Fungus. What is the role of the County Weed Inspector?
The quality of water testing at Gilmour Point was questioned. There is a
link on the township website to the KFLA website with weekly testing
results (http://www.southfrontenac.net/en/things-to-do/swim-anddaycamps.asp)
Roads and Public Lanes support, see Rideau Lake, Leeds and Thousand
Islands
Gilmour Point and Parks – is there a set plan for the number of parks?
There is no signage to Gilmour Point by road and there is no docking at
Gilmour. There is a boat launch at the shipyards on Dog Lake.
Speed limit changes in Fermoy – signs up, it’s a positive change.
Canada’s 150th Birthday Celebrations – an unique event is in the works for
the Civic Day weekend.
Wolfe Lake culvert notice of project will be advertised in the banner ad,
signage and website.
Could the Desert Lake Association see the design for the Desert Lake
causeway? There is a need to deal and assess flows, as well as potential
widening for user parking etc.
The meeting adjourned at 8:15 pm.
2
Page 104 of 165
TOWNSHIP OF SOUTH FRONTENAC
BY-LAW NUMBER 2016-47
BEING A BY-LAW TO STOP UP, CLOSE AND SELL A PORTION OF AN
UNOPENED ROAD ALLOWANCE IN PART LOT 18, CONCESSION Vlll,
STORRINGTON D?STRICT: RON CAMPBELL
WHEREAS, the Municipal Council of the Township of South Frontenac may pass
a by-law to stop up, close and sell any highway or part thereof pursuant to the
Municipal Act, section 34(1):
AND WHEREAS pursuant to the Township of South Frontenac's Notice By-law
No. 2002-92, the Corporation of the Township of South Frontenac caused to be
advertised the proposal to close the said road allowance:
AND WHEREAS the said road allowance is not used as a publically travelled
road:
AND WHEREAS no objections have been received to the road closing:
NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTH
FRONTENAC BY ITS COUNCIL, HEREBY ENACTS AS FOLLOWS:
1. THATtheportionofroadallowanceinPartLot18,ConcessionVlll,inthe
District of Storrington, shown as Parts 2 and 3 and highlighted on
Schedule 1, attached hereto and forming part of this by-law, shall be
stopped up and closed and ownership transferred to the abutting propertyowner on the west side in Lot 18, Concession Vlll;
2. THAT the portion of road allowance in Part Lot 18, Concession Vlll, in the
District of Storrington, shown as Parts 4 and s and highlighted on
Schedule 1, attached hereto and forming part of this by-law, shall be
stopped up and closed and ownership transferred to the abutting property
on the northwest identified as Parts 1 , 2 and 3 on Plan 13R-12758 in Lot
18, Concession Vlll;
3. THAT the Mayor and Clerk/Administrator are hereby authorized and
directed to execute such documents as are required; and
4. THAT this By-law shall come into force and take effect upon registration
of this By-law.
Dated at the Township of South Frontenac this sixth day of
September, 2016.
Read a first and second time this sixth day of September, 2016.
Read a third time and finally passed this sixth day of September,
2016.
THE CORPORATION OF THE
TOWNSHIP OF SOUTH FRONTENAC
Ron Vandewal, Mayor
Wayne Orr, Clerk-Administrator
Page 105 of 165
TOWNSHIP OF SOUTH FRONTENAC
SCHEDULE '1'
BY-LAW No. 2016-47
i3R- '
l REOIIIRE THIS Pla m BE
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Pl.AN OF SURVEY OF
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No. 833
PART OF LOTPLAN
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THIS ?5 SCHEDULE ?1" TO BY-LAW No. 2016-47
PASSED THIS 6? DAY OF SEPTEMBER, 2016.
MAYOR
CLERK
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Page 106 of 165
TOWNSHIP OF SOUTH FRONTENAC
BY-LAW 2016-54
BEING A BY-LAW TO ASSUME AS COMMON AND PUBLIC
HIGHWAY CERTAIN LANDS IN THE TOWNSHIP OF SOUTH
FRONTENAC, PURSUANT TO SECTION 31 (6) OF THE
MUN?CIPAL ACT, 2001.
WHEREAS certain lands in the Township of South Frontenac were deeded
to the Township of South Frontenac as part of a Iand conveyance for the
purpose of dedicating them to public use as common and public highways;
AND WHEREAS Council wishes to enact a by-law for the purpose of
assuming the lands as part of the public highways to be maintained by the
municipality;
NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTH
FRONTENAC, BY ITS COUNCIL, HEREBY ENACTS AS FOLLOWS:
Those lands herein described are hereby established and assumed as
common and public highways.
1. ThoselandsdescribedasParts2and3onPIan13R-6606,
Concession XIV, Part of Lot 24, Portland District, Township of South
of Frontenac , municipally known as Mary Moore Road
This by-law shall come into force and take effect on the date of registration
of this by-law.
Dated at the Township of South Frontenac this sixth day of September,
2016.
Read a first and second time this sixth day of September, 2016.
Read a third time and finally passed this sixth day of September, 2016.
THE CORPORATION OF THE
TOWNSHIP OF SOUTH FRONTENAC
Ron Vandewal, Mayor
Wayne Orr, Clerk
Page 107 of 165
TOWNSHIP OF SOUTH FRONTENAC
BY-LAW NUMBER 2016-55
BEING A BY-LAW TO AMEND BY-LAW NUMBER 2003-75, AS
AMENDED, TO REZONE LAND FROM URBAN INDUSTRIAL
ZONE (Ul) TO SPECIAL URBAN COMMERCIAL ZONE (UC-26)
AND ENVIRONMENTAL PROTECTION ZONE (EP), PART LOT 6,
CONCESSION V, DISTRICT OF PORTLAND: SAPUTO
WHEREAS, the Municipal Council of the Township of South Frontenac deems it
expedient to amend By-law Number 2003-75 as amended, as it relates to a
parcel of land located in Part of Lot 6, Concession V of the District of Portland;
NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTH
FRONTENAC BY ITS COUNCIL, HEREBY ENACTS AS FOLLOWS:
1.
THAT Schedule "E", to Zoning By-law Number 2003-75 as amended, is
hereby further amended by changing the zoning from Urban Industrial (Ul)
to Special Urban Commercial (UC-26) and Environmental Protection (EP)
for those lands shown on the attached map designated as Schedule "1 ".
2.
THAT Zoning By-law Number 2003-75 as amended is hereby further
amended by adding a new section UC-26 (Part Lot 6, Concession V,
Portland District) immediately after section UC-25 (Part Lot 19,
Concession 11, Storrington District - Matias), to read as follows:
UC-26 (Part Lot 6, Concession V, Portland District - Saputo)
Notwithstanding the provisions of section 19.2 or any other provision of
this By-Iaw to the contrary, on the Iands zoned Urban Commercial (UC26), only the following uses shall be permitted:
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
a retail store,
a convenience retail store,
a service shop including a personal service shop,
a Iawn, garden and farm equipment and supplies sales outlet,
a laundry and/or dry cleaning shop,
a bank and/or trust company,
a business and/or professional office,
a commercial recreational establishment such as a bowling or billiard
establishment or other similar use,
a funeral home,
a medical clinic,
a post office,
a bake shop,
a private or commercial club,
a restaurant, take-out,
a gift shop,
a nursery school,
a veterinary establishment,
a public or private parking area, including parking facilities associated with
the principal use(s) permitted under this section,
an automobile sales agency,
one dwelling unit in the form of an apartment as an accessory use in
buildings in which commercial uses are permitted, except automobile
service stations or other uses involving the sale of gasoline or other
similar petroleum products, in accordance with the provisions of Sections
5.19 and 5.20,
*
accessory buildings or uses to the above uses.
All other provisions of this by-law shall apply.
Page 108 of 165
3. THAT a site plan agreement is entered into between the owner and the
municipality and registered on the title of the property, specifying locations of all
buildings and structures; entrance/road improvements as per any required traffic
study, and buffering/Iandscaping measures.
4.
THIS BY-LAW shall come into force in accordance with section 34 of the
Planning Act, 1990, as amended, either upon the date of passage or as
otherwise provided by said section 34.
Dated at the Township of South Frontenac this sixth day of September,
2016.
Read a first and second time this sixth day of September, 2016.
Read a third time and finally passed this sixth day of September, 2016.
THE CORPORATION OF THE
TOWNSHIP OF SOUTH FRONTENAC
Ron Vandewal, Mayor
Wayne Orr, Clerk-Administrator
Page 109 of 165
Th
TOWNSHIP OF SOUTH FRONTENAC
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SCHEDULE '1'
BY-LAW No. 2016-55
h AREA REZONED FROM 'Ul' TO 'EP'
M AREA REZONED FROM 'Ul' TO 'UC-23'
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THIS SCHEDULE "1" TO BY-LAW No. 2016-55
PASSED THIS 6?' DAY OF SEPTEMBER 2016
MAYOR
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Page 159 of 165
Quinte Conservation is asking all municipalities to support the above motion and encourage residents
and businesses to reduce water usage by 50%, and if necessary, consider imposing water use
restrictions.
Formunicipalities that rely on wells forwater Quinte Conservation is recommending thatthey
consider imposing water use restrictions.
Ifyour municipality would like a Quinte Conservation staff member to attend a council meeting to
discuss the current low water situation, we will make someone available to you.
Sincerely,
Terry Murphy
General Manager
Quinte Conservation
tmurphy@quinteconservation. ca
(613) 968. 3434ext. 103
(613) 354-3312 ext. 103
QuinteConservation. ca
QuinteSourceWater. ca
Tin
Page 160 of 165
Angela Maddocks
From:
Wayne Orr
Sent:
To:
Subject:
August-11-16 10:17 AM
Angela Maddocks
Sept 6
Wayne Orr
Chief Administrative Officer
Township of South Frontenac
Box 100, Sydenham ON KOH 2TO
613-376-3027 Ext 2225
613-376-6657 (Fax)
From: Rick Chesebrough
Sent: August-11-16 10:01 AM
To: Wayne Orr
Subject:
To ChiefRick and the Firemen of South Frontenac.
I just want to sayhow appreciated you and your &efighters are. As hard as some of last week's events were, I
hopeyouknow it takesvery special, muchneededhero'slike yourselves to bethere. In those greattimes of
need, it is you andyour first respondersthatwe all dq>endon, eventhoughyou haveno control ofthe out come
of any emergencyyou attend. Pleaseknow you are a specialbreedthat showsup no matterwhat,to make a
difference in any way you can. As hard as it is, it is still a fact you are only human, with all the feelings and
emotions that go withit. So as someonewho finds comfort in knowingyou andyour crew arethere. I say
thankyou for your service!
Sincerely.
Terry and Steve Lalonde
Sent from my BlackBerry 10 smartphone on the TELUS network.
Page 161 of 165
1499 Stonendge Drive,
Suite 32':1,
Kingston, Ontario,
K7t1 9H9
Tuwnsnip of Soytn Frontenac,
P. O. Bo,-; 100,
4432 George Street,
Sydennaai, Ontar'io
KOH ;;TO
uear neinbers
flugust 1. 9, ^Olb
of Louncil;
t-or several year's I have a'btenp'teu to have corrections applied to the
road names in the District of Bedford. This effort began uith letters
I'lr. Tinlin. He seemBd to unaerstana .>' concerns.
I have written
nany le'cters
to you.
I have received
no indication
to
that
my concerns are' being seriously considered. I have carefully es-iplained
uha'c the problers are and the pr-ocedures that would Be helpful to achievi?
the necessary corrections, fly letters of 17. 7. 15 ana 17. 5. 16 indicate in
considerable detail what is required. These letters have not been answered .
and I wonoer if they are being revieued
re Quests
osing
By trie entire
council.
We_aiY_
icjnor&d?
It is apparent to anyone uno has stuaiea tne current situation, that tuo
roads are very inco'rrectl)' named. It is nos'c unfortunate that this has
occurred ano has been in eKistence tor- sveral years. It is a problem that
needs correction.
Over several months I have suggested changes that
seem
tair ana rsasonanle. The,, !)ri^s^e_RaiBe, _sn_OLi,ia not have been assigned to the
.
Scan lan road. I have pointed OUT; .fcha'k Brasses and Scan lans have resided on
cheir respective roads from tne late 19tn century.
InBeecl they uere trie
only residents on these roads for several aecades in the 20th century.
.
I'ly recoinnenaations are (ana have been) the following.
1. Renove the Bresee name fron 'che Scan lanrqai}.
This placemenl; is nis-
leading, unjustified ana has been Grafted with i.nsidious intent.
2.
Rename the road
that uas BKdusive. ly used by Scanlans
for
several
aecaaes - tne true Scanlan Koao. Your council has the authority and
responsibility to make road naming corrections. For some time I have
suggested that a naming of this road niigrit be tne "lililfrid Scanlan
Road", (only a suggestion:). Council should check, uith Bob and Eugene
Scanlan as to their wishes. I left with you a means of contacting
Bob.
If the road becomes the Uilfrid
Scanlan Road,
then the appropri'
ate publici'fc)' relating to trie change snould be undertaken. The renaming
of this road presents a great opportunity for council to engage in
honouring someone uho cave the supreme sacrifice in service to his
country. Since counci.l can make the necessary changes they may take
credit ror' restoring road names to move realistic
acceptance.
The
number of persons who have knowledge concerning Uilfrid Scanlan is
relatively snail. It is very important that the historical and herit-,
age aspects of this comnuni'cy be preserved without further delay.
Page 162 of 165
sone niscEi-LAhEous connENT fihD INFORRATION THAT riftY pRoye TO BE HELPFUL
I have reads grea'i; effort to achieve; reqiiired changes in naming of
roads. This has been very costly in terms of time eKpended and health.
I have not esiper-ienced any concern or assis-tace fr'on council. Lver'ything
that I have uritten has been truthful and designed to be fair and reasonable. Council has not r-esporided to iny recent letters or ansuered the quest-
ions I listed. I an deserving of your concern and co-operation to achieve
a Better resolution to trie road naming problem. The questions -to which I
refer are contained in ny letter to you dated May 17, 2016. That letter
was
noi;
answsrea.
There are ffiany instances where tnoute ana reaenbrances are unaer-taken
for those uho have died in service to their country.
Three ot these come
to nina. 1. The naming of a bridge near hapenee for C.onst. &t;orey, agea 30.
His death was in I'SSb while on duty. ( newspaper clipping enclosed). (SOnE
SIDILArUTY TO AGE ANB YEAR IrtvOLUED FOh bILFRID SCANLAN:). 2. Tribute to
fireman killed in fire in Ainherstvieu. Hundreds of fire fighters from nany
places attended tune'ral service. 3. Placement of 128 large Canadian flage
beside Bayriugr Drive during Remeinbr-ance Day observance for- 12BOOO service
men anci uomen killed in uar. (one flag representing 1000 service persons.)
UILFRID SCANLAN UAS ONE THESE SERVICE flEN.
Uilfrid Scanlan at age 22 uas the eldest of 14 creu members on tuo Lancast. er bombers that collided in aid air- follouing a bombing run. All 1/4
uere killed. Cousin bob gave a report of the trip to Holland that he and
his uife Judy made as part of VE celeorations. I sent copy of his neuspaper account to council.
It is ui-bh much 'regret ana disgust that the bresee naae is on the
Scanlan Road. I hope that current council might agree uith ma and take
action to restore -this road in the Scanlan name. If tnis road uere named
the hiilfrid Scanlan Road ue could all be pleased and delighted that the
ReineiBDance Day nioctos "UE RLnEnBER" and "LEST kE FOR6ET"are being fully
and sincerely observed. It has beconie clear to «e that placing the Bresee
nane on tne Scanlan Road has
been spiteful and quite iieliberate ana it
is
imperative that it be renoved. THE BRESEE ROAD name should havi? been where
the
Hanna
Road
is
nou located- a revision
BRESEE-HfiNNA
Road
night be
accepable.
I' hope tnat council uill begin to adopt responsibilty and accountability
in getting the roafls more acceptably named. Again I am requesting . that
some action before fiemembrance Bay -2016 be taken. In order that Eob and
Eugene are auare of ny views on road naming, copies of ay letter can be
made available to 'knem by council.
I cannot make myself any more clear than I have over several years.
hopefully
council
uill
see the need to adopt more realistic
names for
roads. Council has a major opportunity to give recognition to those who
uere original residents on the tuo roads in question and to honour a person
uho gave the supreme sacrifice for our country.
Thank you for your attention ana actions in resolving this very serious
problem in road naming. CORRECTIONS ARE VER/ URGENTLY REQUIRED.
'rours sincerely,
Fred C. Bresee
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Page 163 of 165
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Page 164 of 165
From: Steven. Leonard [mailto:steven.leonard1966@gmail.com]
Sent: August-23-16 10:46 PM
To: Wayne Orr ; alan revill ;
Ron Vandewal ; Ross Sutherland
<7846elbe@gmail.com>; Ronald Sleeth ;
jgallivan@frontenaccounty.ca; Lesperance John & Brenda
Subject: 2014 bylaw 6.19 farming conflict
Hi all, Wayne Orr please forward to council I missed.
Ron Vandewal and all that have a vote at the frontenac board , you may have a change
of mind with the bylaw below
I hope you and all others will take it into consideration when voting on August 24 2016
at the Frontenac meeting
no to 13 lots and ya to 7 lots in the Hamlet of Hartington
6.19 FARMING AND FOOD PRODUCTION PROTECTION ACT (FFPPA)
Nothing in this Official Plan shall conflict with the Farming and Food Production
Protection
Act (FFPPA). In the event of a conflict between this Plan and the FFPPA, the FFPPA
shall
take precedent.
Cheers
-Steven J Leonard
613 484 5037
4057 Boyce RD RR#1
Harrowsmith K0H1V0
Ontario Canada
*This Email is for the sole intent of the Partie(s) named*.
*Anyone person not mentioned in the Parties. Named above*
*Please disregard ..*
*Delete it forget it.*
*Thank you.*
*Any mail is private . Invasion of privacy is against the law.*
Page 165 of 165
TOWNSHIP OF SOUTH FRONTENAC
BY-LAW 2016-60
A BY-LAW TO CONFIRM GENERALLY PREVIOUS ACTIONS OF THE
COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF SOUTH
FRONTENAC.
THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTH
FRONTENAC, BY ITS COUNCIL, HEREBY ENACTS AS FOLLOWS:
1.
The actions of the Council of the Corporation of the Township of South
Frontenac at its Council Meeting of September 6, 2016 be confirmed.
2.
Execution by the Mayor and the Clerk-Administrator of all Deeds,
Instruments and other Documents necessary to give effect to any such
Resolution, Motion or other action and the affixing of the Corporate Seal to
any such Deed, Instruments or other Documents is hereby authorized and
confirmed.
3.
This By-law shall come into force and take effect on the date of its
passage.
Dated at the Township of South Frontenac this 6th day of September, 2016.
Read a first and second time this 6th day of September, 2016.
Read a third time and finally passed this 6th day of September, 2016.
THE CORPORATION OF THE
TOWNSHIP OF SOUTH FRONTENAC
______________________________
Ron Vandewal, Mayor
____________________________________
Wayne Orr, Chief Administrative Officer
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