Body: Council Type: Agenda Meeting: Regular Date: November 12, 2024 Collection: Council Agendas Municipality: South Frontenac
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Township of South Frontenac Council Meeting Agenda
TIME: DATE: PLACE:
7:00 PM, Tuesday, November 12, 2024 3910 Battersea Road/Virtual Via Zoom .
Call to Order
a)
Resolution
That the Council meeting of November 12, 2024 be called to order at ___ p.m. 2.
Declaration of pecuniary interest and the general nature thereof
Approval of Agenda and Addendum
a)
Resolution
That the agenda be approved, as presented. 4.
Scheduled Closed Session
Recess
Public Meeting
a)
Resolution
That the public meeting regarding PL-ZBA-2024-0116, Brown, 6231 Battersea Road be called to order. b)
Notice of Collection
c)
Public Meeting - Zoning By-law Amendment Application PL-ZBA2024-0116, Brown, 6231 Battersea Road
d)
Resolution
4 5 - 31
That the public meeting be closed. 7.
Delegations
a)
Representatives from Royal Canadian Legion Sydenham Branch 496 will be present to speak to Council regarding Cenotaph Enhancement.
Briefings
Approval of Minutes
a)
Resolution
That the minutes of the October 15, 2024 Council meeting be approved. 10.
Reports Requiring Action
32 - 40
41 - 46
Page 2 of 83
a)
2024 Frontenac Farmers Market Holiday Market
47 - 49
That Council designate the special holiday event hosted by the Frontenac Farmers Market as Municipally Significant December 7th, 2024, from 3:00 pm – 7:00 pm at Centennial Park in Harrowsmith as required by the Alcohol & Gaming Commission of Ontario (AGCO) for a Special Occasion Permit (SOP) for the sale and service of alcohol at the events. b)
Close Out Report – 2024 Private Lane Upgrade Assistance Program
50 - 52
That Council receive the close out summary report for the 2024 Private Lane Upgrade Assistance Program for information. 11.
Advisory Committee Reports or Minutes
Reports Requiring Approval of By-laws
a)
Appointment of Deputy Clerk, Deputy Division Registrar and Municipal Law Enforcement Officer
53 - 57
That By-law 2024-71, 2024-72 and 2024-73 being by-laws to appoint a Deputy Clerk, Deputy Division Registrar and Municipal Law Enforcement Officer, be given first and second reading; and That By-law 2024-71, 2024-72 and 2024-73 be given third reading, signed and sealed. 13.
Reports for Information
a)
2nd and 3rd Quarter 2024 – Planning Services Report
58 - 63
b)
2nd and 3rd Quarter 2024 – Building Services Report
64 - 67
c)
2025 Budget Survey Results
68 - 82
Committee of the Whole
Tabling of Documents
Communications
Notice of Motions
Rise and Report regarding County Council and External Boards
a)
County Council
b)
Cataraqui Conservation
c)
Quinte Conservation
d)
Rideau Valley Conservation Authority
e)
Frontenac Community Arena Board
Announcements/Statements by Councillors
Closed Session (if requested)
Confirmatory By-law
Page 3 of 83
a)
Resolution
83
That By-law 2024-74, being a by-law to confirm generally all actions and proceedings of the Council of the Township of South Frontenac, be given first and second reading; and That By-law 2024-74, being the confirmatory by-law, be given third reading, signed and sealed. 22.
Adjournment
a)
Resolution
That the Council meeting of November 12, 2024 be adjourned at ___ p.m. South Frontenac is a welcoming and thriving rural community
Notice of Collection • Personal information, as defined by the Municipal Freedom of Information and protection of Privacy Act (MFIPPA), including (but not limited to names, addresses, opinions and comments, is collected under the authority of the Municipal Act, 2001, Planning Act and in accordance with MFIPPA. • All personal information may form part of the meeting agendas and minutes, and therefore will be made available to members of the public at the meetings, through requests, and through the website of the Corporation of the Township of South Frontenac. • Questions regarding the collection, use and disclosure of this personal information may be directed to the Township Clerk. Page 4 of 83
Public Meeting under the Planning Act
Zoning By-law Amendment Application PL-ZBA-2024-0116 Tuesday, November 12, 2024 Page 5 of 83
7:00 p.m. Council Meeting
Public Meeting Statement • The purpose of this public meeting is to hear comments on Zoning By-Law Amendment Application PL-ZBA-2024-0116. • If you wish to be notified of the decision of Council in respect to the application, you must submit a written request to the Clerk by email care of planning@southfrontenac.net. This will also entitle you to be advised of an Ontario Land Tribunal appeal. • Subsection 34(19) of the Planning Act defines the people and public bodies that may appeal the decision to the Ontario Land Tribunal. • Appeals must be filed with the Clerk within 20 days of the notice of decision. The notice of appeal must set out the reasons for the appeal and be accompanied by the fee required by the Tribunal.
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Meeting Format
- Mayor introduces application
- Planner presents application/reviews proposal
- Applicant/agent permitted to address Council
- Questions from Council
- Members of the public permitted to address Council
- Council discussion
- Close meeting Page 7 of 83
How to Speak to an Application • The Mayor will open the floor to public comments • You will have five minutes to address Council • In person
• Raise your hand and wait for the Mayor to acknowledge you • Move to the table, turn on microphone, and clearly state your name for the record
• On Zoom
• Click “Raise Hand” button to request to speak or dial *9 (star nine) when participating by telephone • The Mayor will acknowledge you, and the Meeting Host will unmute you • Clearly state your name for the record. Once you are done speaking or Council has no further questions, the Meeting Host will mute your microphone Page 8 of 83
Proposal • 6231 Battersea Road • Designation – Rural • Existing Zone – RU • Proposed Zone – RU-XX • To establish the principle of development for a new residential land use to be permitted less than 300 metres from the neighbouring quarry • Consent application is on hold for a new 3.7 acre building lot Page 9 of 83
Location in Township Property
Battersea
Inverary
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Sunbury
Neighbourhood Context Property
Quarry
Quarry
Barn
Barn
Septage Lagoons
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Barn
Neighbourhood Zoning
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Location of Proposed Building Lot
Proposed Lot
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Quarry Influence Area 500m 300m
Quarry
~245m Proposed Lot
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Supporting Documents • Scoped Aggregate Study
• Greer Galloway Consulting Engineers, May 2024 • There are no protected bedrock resources on the property • Proposed lot would not sterilize the aggregate resource because the quarry is already licenced • Proposed lot would be 277m from excavation areas
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Supporting Documents • Planning Justification and Land Use Compatibility Report
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• The Boulevard Group, September 2024. • Proposed lot would not result in compatibility issues with the quarry given the minor reduction in separation distance, intervening houses, and operational practices of quarry. • Extraction is anticipated to continue at a greater depth over time • Nuisance-related impacts from noise, dust and vibration will gradually reduce at off-site sensitive receptors. • Quarry licence would place limitations on blasting and extraction activities from existing houses.
Department and Public Comments • Public Services confirmed the lot would have a safe entrance location. • QMX8 Inc. raised concerns about future complaints about noise, dust and traffic when quarry operation resumes. They are willing to discuss options to protect their interests. Page 17 of 83
Policy Framework • Provincial Planning Statement 2024, County Official Plan, Township Official Plan
• Mineral aggregate resources must be protected for long-term use • Mineral aggregate operations must be protected from development and activities that would: • Preclude or hinder their expansion or continued use; • Be incompatible for reasons of public health, public safety or environmental impact.
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Policy Framework • Township Official Plan
• Residential land uses prohibited within 300m of existing quarry • Incompatible uses to be prevented between 300m and 500m of existing quarry (influence area)
• Zoning By-law No. 2003-75
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• Residential land uses prohibited within 300m of existing quarry • Minor variance or rezoning required between 300m and 500m of existing quarry
Policy Framework • Proposed lot would meet policies related to: • Lot area and frontage • Minimum distance separation from barns • Influence area around septage lagoon
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Next Steps • South Frontenac Council should receive comments from the public • A report with a recommendation will be brought to a future Council meeting
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Open Discussion 1. 2. 3.
Council Questions Public Questions and Comments Council Comments
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Adjourn Public Meeting
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To:
Council
From:
Director, Development Services
Date of Meeting:
November 12, 2024
Subject:
Public Meeting for Zoning By-law Amendment Application PL-ZBA-20240116, Brown, 6231 Battersea Road
Report Number:
2024-188
Summary This report provides Council with information about Zoning By-law Amendment Application PL-ZBA-2024-0116 for the property municipally known as 6231 Battersea Road. If approved, the zoning on a portion of the subject lands would be changed from Rural (RU) to a Rural special exception zone (RU-XX) that would allow a residential land use less than 300 metres from a licenced quarry. Consistent with Council’s Procedural By-law, Council will receive comments from the public on the application through the public meeting. Staff will bring a more detailed report considering applicable policy and public comments, as well as providing a recommendation to Council on this application at a future meeting. Recommendation This report is for information only. Background The subject rural property is beside a licensed quarry. The Zoning By-law does not allow new residential uses (e.g. new lot and/or new house) within 300 metres of a quarry, but they may be allowed on land between 300 metres and 500 metres of a quarry. The purpose of the proposed by-law is to establish the principle of development for a new residential land use to be permitted less than 300 metres from the neighbouring quarry. The Township is in receipt of a consent application for a proposed building lot. The application will not be processed unless Council approves the zoning by-law amendment because the consent application currently does not comply with the zoning by-law. Under the Planning Act, a public meeting is required to be held to receive comments from the public on the proposed rezoning. The subject property is located on the north side of Battersea Road, between Battersea and Keelerville. It is approximately 100 acres in size. The south end of the property is www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2024-188
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developed with a house, garage, barn and several sheds. Except for the developed area of the property, a majority of the lands consist of bedrock outcrops and forest. The subject property is immediately west of a quarry that is licensed under the Aggregate Resources Act. This quarry is located on both the west and east sides of Battersea Road. Extraction has only occurred to date on the east side of Battersea Road. There are also many large, rural landholdings in this area. Application and Supporting Documents
The application and supporting documents can be accessed through the Township’s CivicWeb Document Center, https://southfrontenac.civicweb.net/filepro/documents/100574/ Scoped Aggregate Study A Scoped Aggregate Study (Greer Galloway Consulting Engineers, May 2024) was submitted to demonstrate that the severance will not impact aggregate operations. The consultant provided supplemental information about the quarry in a June 2024 email. The study concluded that there are no protected bedrock resources on the property. It also concluded that the proposed lot would not sterilize the commercial aggregate resources because the quarry is already licenced. Specifically, the current Operational Standards for Class B Quarries require excavation in the licenced quarry to be setback a minimum of 30 metres from residential lands. They determined the proposed lot to be 277 metres from the quarry. Planning Justification and Land Use Compatibility Report A Planning Justification and Land Use Compatibility Report (The Boulevard Group, September 2024) was submitted in support of the application. The report assessed the appropriateness of the proposed zoning by-law amendment in the context of the surrounding area as well as its conformity with the applicable policy and regulatory framework. The report reviewed the compatibility of the proposed lot in relation to the existing quarry in the area. The report concluded that the proposed lot would not result in any compatibility issues with the existing quarry in the area given its minor reduction in separation distance (277 metres instead of 300 metres), the intervening houses, and the operational practices of the quarry. This report spoke about recognizing the setback of the existing house on the property through the proposed by-law. However, this was not part of the application. Department and Agency Comments
Public Services confirmed that the proposed lot would have a safe entrance location. Building Services will assess the suitability of site conditions for a sewage system as part of the consent application. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2024-188
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Public Comments
Staff spoke with the President of QMX8 Inc., the owner of the quarry. They raised concerns for future complaints about noise, dust and traffic when they resume operation of the quarry. They will provide a written submission for the public meeting. Preliminary Planning Analysis The proposed zoning by-law amendment will need to be assessed against the applicable policies of the Provincial Planning Statement 2024, County of Frontenac Official Plan, and Township of South Frontenac Official Plan, as well as the provisions of Zoning By-law No. 2003-75. The Provincial Planning Statement (PPS) 2024 indicates that mineral aggregate resources shall be protected for long-term use (section 4.5). It also states that mineral aggregate operations shall be protected from development and activities that would preclude or hinder their expansion or continued use or which would be incompatible for reasons of public health, public safety or environmental impact. The County of Frontenac Official Plan contains policies that are consistent with the PPS. It requires the Township to identify and protect all existing mineral aggregate operations from incompatible uses (section 2.1.2.2.4). The Township of South Frontenac Official Plan intends to protect wherever possible and practical sand and gravel resources and a reasonable amount of bedrock resources for aggregate extraction and ensure that the resources are utilized in accordance with property controls. The existing licensed quarry is designated “Mineral Aggregate” and is zoned Quarry ‘B’. The Official Plan prohibits residential land uses within 300 metres of an existing quarry as a means of protecting mineral aggregates and existing quarries from incompatible land uses. The Official Plan also intends to prevent incompatible lands uses less than 500 metres but more than 300 metres from an existing quarry. The 500 metres is an influence area, which is not meant to be a strict buffer or setback area in which development is prohibited, but rather, it is an area where impacts may occur or may be experienced, and development may occur subject to form of technical assessment. These policies are implemented through the Zoning By-law. Section 5.34.1 prohibits residential land uses within 300 metres of an existing quarry. Section 5.34.2 of the Zoning By-law specifies that residential land uses may be permitted on lands between 300 metres and 500 metres of an existing quarry provided a minor variance or rezoning application is approved by the Township.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2024-188
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The subject property abuts a licenced quarry. The owners propose to sever a new lot in the southwest corner of the property. According to the applicant’s consultants, the proposed lot would be 277 metres from the licensed quarry site to the east. The Planning Justification and Land Use Compatibility Report (The Boulevard Group, September 2024) concluded that approval of the new lot will not result in any incompatibility that is not able to be addressed by the operational practices and the regulatory framework governing the quarry. It noted that when extractive operations resume, the extraction is anticipated to continue at a greater depth over time, and therefore, nuisance-related impacts from noise, dust and vibration will gradually reduce at off-site sensitive receptors. It suggests that the quarry licence would recognize the existence of dwellings between the proposed lot and the quarry, and place limitations on blasting and extraction activities from these existing residential lands, such that any future residential development on the subject lands is correspondingly protected. It was determined that an Official Plan Amendment was not required as numbers in the Official Plan are not fixed or rigid, particularly related to mineral aggregate resource influence areas. However, a zoning by-law amendment is required because residential land uses are specifically prohibited within 300 metres of an existing quarry. In reviewing the submitted materials, and Frontenac Maps, it appears that the consultant may have determined that the proposed lot would be 277 metres from the quarry by measuring from the closest proposed property line to the allowed excavation area (e.g. 30 metres into the quarry) rather than to the quarry property line. Staff measurements using Frontenac Maps indicate that the proposed lot would be approximately 245 metres from the quarry property line. Staff note that the proposed lot would meet other applicable policies including those related to minimum distance separation from livestock facilities and the influence area around a nearby septage lagoon. A detailed policy analysis will be provided in a subsequent report to Council following the public meeting. The report may include a by-law for consideration by Council. The content of a proposed by-law may be refined based on the detailed policy analysis and consideration of comments received at the public meeting. Financial Implications Not applicable. Relationship to Strategic Plan ☒ Not applicable to this report. ☐ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. •
Pillars: Choose an item. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2024-188
•
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Action Item (If Applicable): Insert Text
Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation Notice of the Statutory Public Meeting was given pursuant to the requirements of the Planning Act, 20 days in advance of the Public Meeting. This included notice given: • • • •
by mail to every owner of land within 120 metres of the subject lands by posting notice signs on the subject lands by posting on the Township’s Current Planning Application webpage by e-mail to prescribed persons and public bodies
Attachments Exhibit A – Draft By-law Approvals Prepared By: Christine Woods, RPP, MCIP, Manager of Planning Submitted By:
Brad Wright, RPP, MCIP, AICP Director of Development Services Approved By:
Lousie Fragnito, CGA, CPA Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 29 of 83 Township of South Frontenac By-Law Number 2024-XX Page 1 of 3 By-Law Number 2024-XX A By-Law to amend By-law 2003-75, as amended, to rezone land from Rural (RU) to Rural – Special Provision (RU-XX) on a portion of lands described as 6231 Battersea Road, Part of Lot 17, Concession 11, District of Storrington: Brown Whereas pursuant to the provisions of Section 34 of the Planning Act, RSO 1990 as amended, the Council of a Municipality may enact by-laws regulating the use of land and the erection, location and use of buildings and structures thereon; and Whereas By-law 2003-75 being the Zoning By-law regulates the use of land and the erection, location and use of buildings and structures within the Township of South Frontenac; and Whereas the Council of the Corporation of the Township of South Frontenac considered all written and oral submissions received on this application, the effect of which helped Council make an informed decision; and Whereas there be no further notice pursuant to Section 34 (17) of the Planning Act; Therefore be it resolved that the Council of the Corporation of the Township of South Frontenac hereby enacts as follows:
- That Schedule “C” to Zoning By-law Number 2003-75 as amended, is hereby further amended by changing the zoning from Rural (RU) to Rural – Special Provision (RU-XX) for lands shown on Schedule “1”.
- That Zoning By-law Number 2003-75 as amended is hereby further amended by adding a new section RU-XX (Part of Lot 17, Concession 11, District of Storrington) immediately after the last Rural – Special Provision section to read as follows: RU-XX (Part of Lot 17, Concession 11, District of Storrington) Notwithstanding the provisions of Section 5.34 or any other provision of this By-law to the contrary, on the lands zoned Special Rural (RU-XX), the following provisions apply: •
A residential land use shall be permitted a minimum of 277 metres from the quarry located in Lot 18, Concession 11, District of Storrington
All other provisions of this by-law shall apply. 3. 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. Given First and Second Readings: Click or tap to enter a date. Given Third Reading and Passed: Click or tap to enter a date.
Page 30 of 83 Township of South Frontenac By-Law Number 2024-XX Page 2 of 3
James Thompson, Clerk
Ron Vandewal, Mayor
Page 31 of 83 Township of South Frontenac By-Law Number 2024-XX Page 3 of 3 Schedule 1 of By-law 2024-XX
Royal Canadian Legion Sydenham Branch 496 Cenotaph Enhancement Page 32 of 83
1
Cenotaph’s history The Cenotaph was dedicated in 1960. In 2000, the site was refurbished as described in this newspaper article. A few years later the perimeter fence was upgraded by the Township to the current black metal fence.
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2
Background Planing • Meetings with the Township’s Director of Public Service to discuss ideas • Estimates obtained from local contractors to establish a potential budget • Proposal presented to the Branch Executive and Legion membership with their full approval • Presentation to Township Council seeking support and partnership as was done in 1960
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3
Goals for the project:
4
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• Stay respectful to the original 1960 design • The elevation of the monument and the walkway stay the same with the following enhancements: • Add a granite base under the existing monument with the 21 names of our fallen Veterans (Legion’s expense) • Upgrade the lighting and electrical • Cut down the side hill around the monument • Install retaining wall maintaining current height • Widen walkway up to monument • Upgrade relocate flagpoles • Improve the visual appeal of the area and entrance to the park • Improve accessibility by adding a handicap seating area • Move ceremony attendees off the street making Remembrance Day safer
Removing the side bank creates a larger flat area allowing the public into the park and off the street
Cut away this girt and grass
Handicap seating area
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5
Level ground
6
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street
Inground lighting will highlight the monument Page 38 of 83
7
The Legion will raise the monument adding a granite base with the fallen Veterans’ names
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8
The Legion does not own the property
Estimated Township cost, approximately $100,000.
Options • Township Council chooses not to support the proposal, leaving the park status quo • The Township Council supports the proposal and utilizes Township staff and equipment, reducing costs significantly
9
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• The Legion plans to move forward with our portion of the project by adding the names of our local fallen Veterans
Page 41 of 83 Minutes of Council October, 15, 2024
Township of South Frontenac Council Meeting Minutes
Meeting #18 Time: 7:00 PM Location: 3910 Battersea Road/Virtual Via Zoom Present: Ray Leonard, Doug Morey, Steve Pegrum, Norm Roberts, Randy Ruttan, Ron Sleeth, Adam Turcotte, Mayor Ron Vandewal Absent: Scott Trueman Staff: Louise Fragnito - Chief Administrative Officer, James Thompson - Clerk, Brad Wright - Director of Development Services, Kyle Bolton - Director of Public Services, Troy Dunlop - Manager of Engineering & Capital Projects, Tom Fehr - Planner 1
Call to Order
a)
Resolution Resolution No. 2024:18:01 Moved by Councillor Pegrum Seconded by Councillor Turcotte That the Council meeting of October 15, 2024 be called to order at 7:00 p.m. Carried
2
Declaration of pecuniary interest and the general nature thereof
a)
Councillor Sleeth declared a pecuniary interest regarding Business Item 10.d. as he is the property owner.
3
Approval of Agenda and Addendum
a)
Resolutions Resolution No. 2024:18:02 Moved by Councillor Leonard Seconded by Councillor Ruttan That the agenda be amended to include the addendum. Resolution No. 2024:18:03 Moved by Councillor Sleeth Seconded by Councillor Turcotte That the agenda be approved, as amended.
4
Scheduled Closed Session
a)
There was none.
5
Recess
a)
There was none.
Carried
Carried
Page 42 of 83 Minutes of Council October, 15, 2024 6
Public Meeting
a)
Resolution - Public Meeting to Order Resolution No. 2024:18:04 Moved by Councillor Roberts Seconded by Councillor Ruttan That the public meeting regarding Zoning By-law Amendment Application PLZBA-2024-0104 be called to order. Carried
b)
Notice of Collection The Clerk spoke to the Notice of Collection.
c)
Public Meeting for Zoning By-law Amendment Application PL-ZBA-2024-0104, Donald Kohart, 15 Whiskey Point Lane Tom Fehr conducted a PowerPoint regarding the Application. A copy of the Presentation is attached to the agenda. In response to a question from Councillor Sleeth, Tom Fehr provided additional information regarding the proposed septic and water system. The Mayor afforded members of the public with an opportunity to provide comment. Suzanne Leslie sought further information regarding the height of the proposed structure. Tom Fehr clarified that the proposed structure is within the requirements of the Zoning By-law.
d)
Resolution - Close Public Meeting Resolution No. 2024:18:05 Moved by Councillor Turcotte Seconded by Councillor Ruttan That the public meeting be closed.
Carried
7
Delegations
a)
There were none.
8
Briefings
a)
Representatives from Utilities Kingston were present to speak to Council regarding Drinking Water Quality Management System: 2023 Management Review Report and Endorsement of Operational Plan.
b)
Representatives from StrategyCorp Inc. were present to speak to Council regarding the Draft Corporate Climate Change Action Plan Community Survey.
Page 43 of 83 Minutes of Council October, 15, 2024 9
Approval of Minutes
a)
Resolution Resolution No. 2024:18:06 Moved by Deputy Mayor Morey Seconded by Councillor Roberts That the Minutes of the October 1, 2024 Council meeting be approved.
10
Reports Requiring Action
a)
Drinking Water Quality Management System: 2023 Management Review Report and Endorsement of Operational Plan
Carried
Resolution No. 2024:18:07 Moved by Councillor Leonard Seconded by Councillor Turcotte That Council receive the Sydenham Drinking Water System Management Review Summary Report 2023, Management Review Meeting Minutes and Audit Report; and That Council re-endorse the Operational Plan for the Sydenham Drinking Water System and authorize the Mayor and CAO to sign the Owner and Top Management Endorsement of the Operational Plan for Sydenham’s Drinking Water Supply Systems document showing Council’s endorsement of the plan. Carried b)
Request for Support regarding Community Emergency Preparedness Grant Application Resolution No. 2024:18:08 Moved by Councillor Pegrum Seconded by Councillor Roberts That Council direct staff to submit a Community Emergency Preparedness Grant application related to the acquisition and installation of a 400-amp backup generator for the Storrington Centre, 3910 Battersea Road; That Council authorize additional funding in the amount of $35,000 from the Working Funds Reserve, conditional on the approval of the Community Emergency Preparedness Grant application; and That the Mayor and Clerk be authorized to sign all relevant agreements should the application be successful. Carried
c)
Community Grants Resolution No. 2024:18:09 Moved by Councillor Roberts Seconded by Councillor Turcotte That Council approve the Community Grant application for capital funds in the amount of $2,028 to Verona Lions Club. Carried
d)
Rogers Communications Canada Inc. Cell Tower Proposal C8789 – 2114 Wellington Street Note: Councillor Sleeth withdrew from the meeting due to a pecuniary interest.
Page 44 of 83 Minutes of Council October, 15, 2024 Resolution No. 2024:18:10 Moved by Deputy Mayor Morey Seconded by Councillor Pegrum That the Township of South Frontenac concurs with the proposal by Rogers Communications Inc. to erect a wireless communication installation on lands known as 2114 Wellington Street (PIN 36288-0116); and That the proposal is compliant, with the requirements of ISED Canada’s default protocol CPC-2-0-03 Issue 5 (July 2014) “Radiocommunication and Broadcasting Antenna Systems”, and all obligations for the municipal and public consultation requirements have been met; and That staff send a statement of concurrence to Rogers Communication Inc. and to Innovation, Science and Economic Development Canada. Carried e)
Community Sport and Recreation Infrastructure Fund Application for the Centennial Park Project Note: Councillor Sleeth returned to the meeting. Resolution No. 2024:18:11 Moved by Councillor Leonard Seconded by Councillor Roberts That Council authorize the CAO to submit an application to the Community Sport and Recreation Infrastructure Fund for the Centennial Park projects totaling $1,330,000; and That Council authorize the Mayor and Clerk to execute all corresponding transfer payment agreements with the province should the application be successful. Carried
f)
Endorsement - Pleasant Valley Municipal Drain Maintenance Project Resolution No. 2024:18:12 Moved by Councillor Turcotte Seconded by Councillor Ruttan That Council direct staff to advance with the final stages of planning and tendering for delivery of the Pleasant Valley Municipal Drain maintenance project in the fall of 2025; and That staff be directed to prepare a future report outlining possible payment options to assist landowners with repayment of future Drainage Act assessments of $3,000 or greater. Carried
Page 45 of 83 Minutes of Council October, 15, 2024 g)
Housing Enabling Core Services Grant Application Resolution No. 2024:18:13 Moved by Councillor Ruttan Seconded by Deputy Mayor Morey That Council endorse the Road 38 Reconstruction project as the priority for infrastructure funding under the provincial Housing Enabling Core Servicing program; That Council authorize the CAO to submit an application to the Ministry of Infrastructure for the maximum eligible road and bridge project costs totalling $7,909,880.69; and That Council authorize the Mayor and Clerk to execute all corresponding transfer payment agreements with the province should the application be successful. Carried
h)
2025 Motor Grader Replacement Resolution No. 2024:18:14 Moved by Councillor Turcotte Seconded by Councillor Ruttan That Council pre-approve 2025 capital project 25-23 for the replacement of a motor grader with a budget of $600,000; and That Council authorize the Public Services Department to pre-order one (1) motor grader for delivery in 2025 to be funded from the Public Services Equipment Reserve. Carried
11
Advisory Committee Reports or Minutes
a)
Lake Ecosystem Advisory Committee Resolution No. 2024:18:15 Moved by Councillor Ruttan Seconded by Councillor Pegrum That Council approve the grant applications outlined in the Report to the Lake Ecosystem Advisory Committee dated September 26, 2024. Carried
12
Reports Requiring Approval of By-laws
a)
There were none.
13
Reports for Information
a)
Public Services Quarterly Update
14
Committee of the Whole
a)
Not applicable.
15
Tabling of Documents
16
Communications
17
Notice of Motions
a)
There were none.
Page 46 of 83 Minutes of Council October, 15, 2024 18
Rise and Report regarding County Council and External Boards
a)
Frontenac OPP Detachment Board Councillor Pegrum noted that the first meeting of the O.P.P. Detachment Board is scheduled for November 21, 2024.
19
Announcements/Statements by Councillors
a)
Councillor Sleeth spoke to the success of the Battersea Pumpkin Festival and thanked all of the volunteers.
20
Closed Session (if requested)
a)
There was none.
21
Confirmatory By-law
a)
Resolution Resolution No. 2024:18:16 Moved by Councillor Roberts Seconded by Councillor Pegrum That By-law 2024-70, being a by-law to confirm generally all actions and proceedings of the Council of the Township of South Frontenac, be given first and second reading. Carried Resolution No. 2024:18:17 Moved by Councillor Turcotte Seconded by Councillor Leonard That By-law 2024-70, being the confirmatory by-law, be given third reading, signed and sealed. Carried
22
Adjournment
a)
Resolution Resolution No. 2024:18:18 Moved by Councillor Turcotte Seconded by Councillor Ruttan That the Council meeting of October 15, 2024 be adjourned at 8:19 p.m.
Ron Vandewal, Mayor James Thompson, Clerk South Frontenac is a welcoming and thriving rural community
Carried
Page 47 of 83
To:
Council
From:
Director, Public Services
Date of Meeting:
November 12, 2024
Subject:
2024 Frontenac Farmers Market Holiday Market
Report Number:
2024-192
Summary This report recommends that Council designate the Frontenac Farmers Market Holiday Market as municipally significant in support of their AGCO SOP application. Recommendation That Council designate the special holiday event hosted by the Frontenac Farmers Market as Municipally Significant December 7th, 2024, from 3:00 pm – 7:00 pm at Centennial Park in Harrowsmith as required by the Alcohol & Gaming Commission of Ontario (AGCO) for a Special Occasion Permit (SOP) for the sale and service of alcohol at the events. Background The Frontenac Farmers Market is hosting their special Holiday Market once again that will take place at Centennial Park under the Grand Pavillion. The Frontenac Farmers Market hosted several successful AGCO-licenced events throughout 2024 and the very successful 2023 Holiday Market that followed the same format as being proposed in this application. Discussion/Analysis Relevant AGCO Rules and Regulations A Special Occasion Permit allows for the sale and service of liquor on special occasions and is required by law anytime liquor is offered for sale and service anywhere other than in a liquor licenced establishment, except when a caterers or temporary extension endorsement is permitted. An SOP is intended for one-off, special events and can feature vendors that hold their Smart Serve Certification but are not manufacturers. Intent of the Farmers Market’s Holiday Event The special events will aim to promote the market as a destination for residents and visitors of South Frontenac. The goal of the beer garden is to create an atmosphere for networking and community connection, encouraging market attendees to stay for a longer period and www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report – 2024-192
Page 48 of 83
engage with the vendors and activities, thereby increasing attendee spending and bolstering the economic benefits of the market. The events will also feature additional added-value elements such as face painting, fire pits, food vendors, live music, and more. Organizers are working towards contracting local and regional based craft beer businesses to join the events, giving first right of refusal to Frontenac based businesses. The events will be an important cultural and economic development endeavor as it supports the hyperlocal food supply system and other small businesses. Risk Mitigation The Frontenac Farmers Market has indicated the following measures to mitigate potential risks for the beer garden: • • •
At least one designated security person on shift during the event. A menu of local, craft beer will be served. No hard liquor will be permitted. No outside alcohol will be permitted on-site.
As a part of the AGCO SOP permitting process, the event host must notify all local emergency services of the event. They must also have security (paid or volunteer) at the event to mitigate risks associated with alcohol consumption. All vendors serving alcohol must have their Ontario Smart Serve License and follow the provincial and federal regulations. All other conditions set by the AGCO will also be followed by the event host and vendors. Financial Implications None. Relationship to Strategic Plans ☐ Not applicable to this report. ☒ This initiative adheres to the following guiding principle of the 2023-2026 Strategic Plan and Recreation, Parks, and Leisure Master Plan. • •
RPLMP PE.3 – Where possible, develop new and move existing programs and events outdoors, in all seasons. Strategic Plan Priority: Community
Climate Considerations ☐ Not applicable to this report. ☒ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation Frontenac Farmers Market www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report – 2024-192
Approvals Prepared By: Amanda Pantrey, Recreation & Events Coordinator Submitted By:
Kyle Bolton, Director of Public Services Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 49 of 83
Page 50 of 83
To:
Council
From:
Director, Public Services
Date of Meeting:
November 12, 2024
Subject:
Close Out Report – 2024 Private Lane Upgrade Assistance Program
Report Number:
2024-186
Summary This report provides a summary of the outcomes of the 2024 Private Lane Upgrade Assistance Program and provides recommendations with respect to allocation for the resulting year end surplus. Recommendation That Council receive the close out summary report for the 2024 Private Lane Upgrade Assistance Program for information. Background On June 4th, 2024, Council authorized the approval of grant subsidies totalling $113,980.16 to support private lane upgrades benefitting twenty-nine different private lane associations in 2024. The purpose of this incentive program was to offer financial support to lane associations to carry out lane improvements that offered direct benefit to emergency service vehicles. Discussion/Analysis Over the summer of 2024, the Public Services Department worked closely with Private Lane Associations to review the completed work and associated expense reports supported through project invoices. In October of 2024, Public Services authorized the last of the subsidy requests and the program was officially closed out. Staff are pleased to report that twenty-eight of the twenty-nine lane associations completed their individual projects and only one group was unable to complete their work due to financial or other considerations. Under the terms of the current policy, the grants are issued for works completed in the current year. Applicants are otherwise not permitted to carry forward incomplete projects into future years.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number – 2024-186
Page 51 of 83
Financial Implications The total available funding for the Private Lane Upgrade Assistance Program was confirmed to be $114,279.02 for the 2024 program. This year, Council approved grant subsidies for 29 projects totalling $113,980.16. This fall, the grant program wrapped up with a total of $105,086.06 of grants paid out to successful applicants. The resulting surplus on the program was therefore confirmed to be $9,192.96. A summary of the outcomes for the previous four years of the program has been shown for reference in the table below: Private Lane Upgrading Assistance Program (Year)
Available Budget ($)
Actual Grants Paid Out ($)
Balance ($)
2021
$107,181.14
$91,114.44
$16,066.70
2022
$116,066.00
$85,971.38
$30,094.62
2023
$130,094.62
$115,815.60
$14,279.02
2024
$114,279.02
$105,086.06
$9,192.96
Relationship to Strategic Plan ☒ Not applicable to this report. ☐ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. • •
Pillar: Choose an item. Action Item (If Applicable):
Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation • Director of Corporate Services & Treasurer • Operations Technologist
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number – 2024-186
Attachments None Approvals Prepared By: W. Troy Dunlop, C.E.T., Manager of Engineering and Capital Projects Submitted By:
Kyle Bolton, C.E.T., Director of Public Services Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 52 of 83
Page 53 of 83
To:
Council
From:
Office of the Clerk
Date of Meeting:
November 12, 2024
Subject:
Appointment of Deputy Clerk, Deputy Division Registrar and Municipal Law Enforcement Officer
Report Number:
2024-185
Summary Staff recommend that Council approve By-law 2024-71, By-law 2024-72 and By-law 202473 in order to appoint Heather Woodland as Deputy Clerk, Deputy Division Registrar and Municipal Law Enforcement Officer. Recommendation That By-law 2024-71, 2024-72 and 2024-73 being by-laws to appoint a Deputy Clerk, Deputy Division Registrar and Municipal Law Enforcement Officer, be given first and second reading; and That By-law 2024-71, 2024-72 and 2024-73 be given third reading, signed and sealed. Background Not applicable. Discussion/Analysis Staff recommend that Heather Woodland be appointed as Deputy Clerk and Deputy Division Registrar effective November 5, 2024. Heather Woodland will fulfill the duties of Deputy Clerk as outlined in Municipal Act, Vital Statistics Act and other applicable legislation. Additionally, staff recommend that Heather Woodland be appointed as a municipal law enforcement officer for the Township of South Frontenac in order to support her role in assisting in investigations as necessary. Frontenac Municipal Law Enforcement will remain responsible for the day-to-day by-law enforcement services in the municipality. It is intended that Louise Fragnito will retain the appointment of Deputy Clerk to provide organizational flexibility as necessary.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2024-185
Page 54 of 83
Financial Implications Not applicable. Relationship to Strategic Plan ☐ Not applicable to this report. ☒ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. • •
Pillars: Municipal Service Excellence Action Item (If Applicable): Insert Text
Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation Not applicable. Attachments Exhibit A – By-law 2024-71 - A By-Law to Appoint a Deputy Clerk Exhibit B – By-law 2024-72 - A By-Law to Appoint a Deputy Division Registrar Exhibit C – By-law 2024-73 - A By-Law to Appoint a Municipal Law Enforcement Officer for the Township of South Frontenac Approvals Submitted By:
James Thompson, Clerk Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 55 of 83 Township of South Frontenac By-Law Number 2024-71 Page 1 of 1 By-Law Number 2024-71 A By-Law to Appoint a Deputy Clerk Whereas Section 228 (1) of the Municipal Act, 2001, as amended, provides that Councils shall appoint a Clerk whose duty it is to record, without note or comment, all resolution, decisions and other proceedings of Council; if required by any member present at a vote, to record the name and voter of every member voting on any matter in question; to keep the originals or copies of all by-laws and of all minutes of the proceedings of the council; to perform the other duties required under this or under any other Act; and to perform such other duties as assigned by the municipality; and Whereas Section 228 (2) of the Municipal Act, 2001, as amended, provides that a municipality may appoint deputy clerks who have all the powers and duties of the clerk under this and any other Act; Therefore Be It Resolved That the Council of the Corporation of the Township of South Frontenac hereby enacts as follows:
- That Heather Woodland is hereby appointed as Deputy Clerk for the Corporation of the Township of South Frontenac.
- That By-law 2023-20 be repealed.
- This By-law shall come into force and take effect on the date of its passage. Given First and Second Readings: Tuesday, November 12, 2024 Given Third Reading and Passed: Tuesday, November 12, 2024
James Thompson, Clerk
Ron Vandewal, Mayor
Page 56 of 83 Township of South Frontenac By-Law Number 2024-72 Page 1 of 1 By-Law Number 2024-72 A By-Law to Appoint a Deputy Division Registrar Whereas under Section 38(1) of the Vital Statistics Act R.S.O. 1990, Chapter V.4, as amended, the Clerk of every municipality is by virtue of the office Division Registrar of the Registration Division Form by the municipality; Whereas the Division Registrar may with the approval of the Registrar General, appoint one or more Deputy Division Registrars to act for him/her and any such Deputy while so acting, has all the powers and duties of the Division Registrar who appointed the Deputy; and Whereas it is deemed useful and expedient to appoint a Deputy Division Registrar to carry out the duties required under the Vital Statistics Act; Therefore Be It Resolved That the Council of the Corporation of the Township of South Frontenac hereby enacts as follows:
- That Heather Woodland is hereby appointed as Deputy Division Registrar for the Township of South Frontenac subject to the approval of the Registrar General.
- That By-law 2023-21 be repealed.
- This By-law shall come into force and take effect on the date of its passage. Given First and Second Readings: Tuesday, November 12, 2024 Given Third Reading and Passed: Tuesday, November 12, 2024
James Thompson, Clerk
Ron Vandewal, Mayor
Page 57 of 83 Township of South Frontenac By-Law Number 2024-73 Page 1 of 1 By-Law Number 2024-73 A By-Law to Appoint a Municipal Law Enforcement Officer for the Township of South Frontenac Whereas Section 55 (1) of the Community Safety and Policing Act, 2019 permits municipal councils to persons to enforce the by-laws of the municipality; and Whereas the Council of the Township of South Frontenac deems it expedient to appoint municipal law enforcement officers to enforce the by-laws of the municipality; Therefore Be It Resolved That the Council of the Corporation of the Township of South Frontenac hereby enacts as follows:
- That Heather Woodland be appointed as a Municipal Law Enforcement Officer for the Township of South Frontenac.
- That By-law 2024-39 be repealed.
- This By-law shall come into force and take effect on the date of its passage. Given First and Second Readings: Tuesday, November 12, 2024 Given Third Reading and Passed: Tuesday, November 12, 2024
James Thompson, Clerk
Ron Vandewal, Mayor
Page 58 of 83
To:
Council
From:
Director, Development Services
Date of Meeting:
Tuesday, November 12, 2024
Subject:
2nd and 3rd Quarter 2024 – Planning Services Report
Report Number:
2024-190
Summary This report documents the delivery of Planning Services within the Development Services Department between April 1, 2024, and September 30, 2024 (2nd and 3rd Quarters, 2024). Recommendation This report is for information purposes only. Discussion/Analysis The charts below break out planning activities by application type for Q2 2024 and Q3 20024 and compares the number to previous 2nd and 3rd quarters over the past four years. The activities outlined below were completed by the Manager of Planning, Planner(s), Planning Coordinator, and Planning Clerk (Christine, Tom, Noah, Kamila, and Kate).
Pre-consultation Meetings (2nd Quarter) 2020 – 2
Number of Meetings
Quarter Total
76
2021 – 2nd Quarter Total
110
2022 – 2nd Quarter Total Quarter Total
78 35
2024 – 2nd Quarter Total
54
nd
2023 – 2
nd
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Township of South Frontenac Staff Report Number: 2024-190
Page 59 of 83
Pre-consultation Meetings (3rd Quarter)
Number of Meetings
2020 – 3 Quarter Total
65
2021 – 3rd Quarter Total
75
2022 – 3rd Quarter Total 2023 – 3 Quarter Total
55 60
2024 – 3rd Quarter Total
45
rd
rd
Consent Applications (2nd Quarter) Complete Applications Submitted 2020 – 2nd Quarter Total
12
2021 – 2
Quarter Total
32
2022 – 2nd Quarter Total 2023 – 2nd Quarter Total
17 6
2024 – 2nd Quarter Total
18
nd
Consent Applications (3rd Quarter) Complete Applications Submitted 2020 – 3rd Quarter Total
9
2021 – 3rd Quarter Total
17
2022 – 3 Quarter Total 2023 – 3rd Quarter Total
17 7
2024 – 3rd Quarter Total
22
rd
Consent Applications – Approvals by Delegated Approval versus Applications Heard by Committee of Adjustment (2nd Quarter) Undisputed Consents Disputed Consents Approved by Heard by Committee Director of Development of Adjustment Services 2020 – 2nd Quarter Total nd 2021 – 2 Quarter Total 17 3 2022 – 2nd Quarter Total 4 19 nd 2023 – 2 Quarter Total 5 1 2024 – 2nd Quarter Total
7
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5
Township of South Frontenac Staff Report Number: 2024-190
Page 60 of 83
Consent Applications – Approvals by Delegated Approval versus Applications Heard by Committee of Adjustment (3rd Quarter) Undisputed Consents Disputed Consents Approved by Heard by Committee Director of Development of Adjustment Services 2020 – 3rd Quarter Total 6 0 rd 2021 – 3 Quarter Total 17 0 rd 2022 – 3 Quarter Total 6 17 rd 2023 – 3 Quarter Total 11 3 2024 – 3rd Quarter Total Minor Variance Applications (2nd Quarter)
19
2
2020 – 2nd Quarter Total 2021 – 2nd Quarter Total 2022 – 2nd Quarter Total 2023 – 2nd Quarter Total
Complete Applications Submitted 12 18 11 20
2024 – 2nd Quarter Total
9
Minor Variance Applications (3rd Quarter) 2020 – 3rd Quarter Total 2021 – 3rd Quarter Total 2022 – 3rd Quarter Total 2023 – 3rd Quarter Total
Complete Applications Submitted 18 14 9 13
2024 – 3rd Quarter Total
8
Zoning By-law Amendment Applications (2nd Quarter) Complete Applications Submitted 2020 – 2nd Quarter Total 2021 – 2nd Quarter Total 2022 – 2nd Quarter Total 2023 – 2nd Quarter Total
3 12 9 4
2023 – 2nd Quarter Total
4
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2024-190
Page 61 of 83
Zoning By-law Amendment Applications (3rd Quarter) Complete Applications Submitted 2020 – 3 Quarter Total 2021 – 3rd Quarter Total 2022 – 3rd Quarter Total 2023 – 3rd Quarter Total
5 4 5 6
2023 – 3rd Quarter Total
5
rd
Site Plan Control Applications (2nd Quarter) Applications Submitted 2020 – 2 Quarter Total 2021 – 2nd Quarter Total 2022 – 2nd Quarter Total 2023 – 2nd Quarter Total
1 2 7 7
2024 – 2nd Quarter Total
2
nd
Site Plan Control Applications (3rd Quarter) Applications Submitted 2020 – 3rd Quarter Total 2021 – 3rd Quarter Total 2022 – 3rd Quarter Total 2023 – 3rd Quarter Total
6 3 3 1
2024 – 3rd Quarter Total
1
Development Agreements (2nd Quarter) Agreements Prepared 2020 – 2
Quarter Total
6
2021 – 2nd Quarter Total
29
2022 – 2
Quarter Total
31
2023 – 2nd Quarter Total
12
2024 – 2nd Quarter Total
8
nd
nd
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Township of South Frontenac Staff Report Number: 2024-190
Page 62 of 83
Development Agreements (3rd Quarter) Agreements Prepared 2020 – 3 Quarter Total
17
2021 – 3rd Quarter Total
16
2022 – 3 Quarter Total
8
2023 – 3rd Quarter Total
16
2024 – 3rd Quarter Total
15
rd
rd
Certificates of Official Issued (Finalizing Consent Applications) (2nd Quarter) Certificates Issued 2020 – 2 Quarter Total 2021 – 2nd Quarter Total 2022 – 2nd Quarter Total 2023 – 2nd Quarter Total
7 12 9 12
2024 – 2nd Quarter Total
15
nd
Certificates of Official Issued (Finalizing Consent Applications) (3rd Quarter) Certificates Issued 2020 – 3 Quarter Total 2021 – 3rd Quarter Total 2022 – 3rd Quarter Total 2023 – 3rd Quarter Total
10 15 16 14
2024 – 3rd Quarter Total
9
rd
Summary In general, planning applications continue to be received at a similar pace compared to 2nd and 3rd quarters in previous years. The number of minor variance applications are slightly lower due to Township housekeeping amendments to the Zoning By-law which has allowed for more development to proceed without requiring a minor variance (e.g. accessory structure in front yard). The number of consent applications have increased slightly compared to previous quarters. Overall, the reduced number of minor variance applications has been offset by an increase in consent applications. The 2024 cost recovery projection for Planning Services is 37%, which is an increase from an average of 27% in previous years. This is a result of amendments to the Planning Fees Schedule in 2023 and 2024.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2024-190
Page 63 of 83
Financial Implications There are no financial implications related to this report. Relationship to Strategic Plan ☒ Not applicable to this report. ☐ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. • •
Pillars: Choose an item. Action Item (If Applicable): Insert Text
Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation Planning Services staff Approvals Submitted By:
Brad Wright, RPP, MCIP, AICP, Director of Development Services Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 64 of 83
To:
Council
From:
Director, Development Services
Date of Meeting:
Tuesday, October 15, 2024
Subject:
2nd and 3rd Quarter 2024 – Building Services Report
Report Number:
2024-189
Summary This report documents the delivery of Building Services within the Development Services Department between April 1st, 2024, and September 30th, 2024. Recommendation This report is for information purposes only. Background Building Services is providing an update report to the Council regarding Department performance indicators, staff training, and the number of building applications received and processed by the Township. The report includes quarterly construction values from 2021 to 2024, as well as information on the number of building permits issued, files closed, and building without permits resolved. Building Services The Ministry of Municipal Affairs and Housing (MMAH) has announced the new 2024 Ontario Building Code (OBC), which was filed on April 10, 2024. This updated code will take effect on January 1, 2025, with a grace period until April 2025. In light of this significant change, our staff is currently reviewing the new OBC and familiarizing themselves with the updates compared to the existing code. Although ongoing changes and revisions are expected, our team maintains an optimistic outlook and is dedicated in assisting the public during this transition. In the past six months, our team has been highly engaged in fulfilling public needs while also relocating to a new office space. Staff have adapted to a hybrid work model, balancing time between the office and remote work. We have made it a priority to meet regularly to ensure consistency and collaboration within our department. South Frontenac Building Permits Issued & Other Approved Files The following two tables show the breakdown of permits issued by permit type for the 2nd and 3rd quarters of 2024. They also provide comparisons with the same quarters from previous years. Additionally, the tables include a breakdown of other Part 8 Services and other files approved by Building Services. 2nd Quarter: Permits Issued Accessory Building Deck/Covered Porch Demolition Industrial/Commercial/Institutional Pool Enclosure Renovation/Repair/Addition Seasonal Dwelling Secondary Dwelling Unit Sewage System Single Dwelling
Q2-2021 24 11 17 21 20 39 3 0 155 32
Q2-2022 35 17 10 12 21 22 10 2 116 25
Q2-2023 26 18 11 3 5 17 6 1 85 22
Q2-2024 17 29 7 1 8 14 4 0 45 12
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Township of South Frontenac Staff Report Number: 2024-189
Page 65 of 83
Solar, Sign, Tent etc. Woodstove/Fireplace Totals Part 8 Services Consent Review Minor Variance Review Performance Review Record Search Site Plan Control Totals Other Approved Files Food Trucks Civic Address Assignments
1 5 328
1 3 274
2 7 203
4 10 151
0 1 2 0
9 9 6 4
20 6 10 1
3
28
37
12 1 2 9 4 28 4 25
3rd Quarter: Permits Issued Accessory Building Deck/Covered Porch Demolition Industrial/Commercial/Institutional Pool Enclosure Renovation/Repair/Addition Seasonal Dwelling Secondary Dwelling Unit Sewage System Single Dwelling Solar, Sign, Tent etc. Woodstove/Fireplace Totals Part 8 Services Consent Review Minor Variance Review Performance Review Record Search Site Plan Control Totals Other Approved Files Food Trucks Civic Address Assignments
Q3-2021 24 15 16 2 10 11 6 0 112 14 7 11 228
Q3-2022 33 11 10 7 10 12 5 1 92 22 2 10 215
Q3-2023 18 12 9 1 4 24 5 1 82 22 6 8 192
Q3-2024 10 21 13 6 4 13 3 3 48 13 5 12 151
0 0 1 0
23 3 5 0
9 0 5 0
1
31
13
9 3 4 8 1 25 0 13
Quarterly Construction Values for all issued permits (includes Part 8) The total construction value for Q2 and Q3 building and sewage permits combined is $26.5 million dollars. Quarterly Construction Values 2021 2022 2023 2024
Q1
Q2
Q3
Q4
$ 5,893,036 $16,150,397 $ 7,116,555 $18,581,640
$19,651,915 $25,241,485 $20,911,418 $12,000,318
$12,118,642 $21,974,324 $18,350,670 $14,472,054
$ 9,327,137 $46,990,730 $17,801,458 $81,167,664 $11,411,605 $57,790,248 $45,054,012
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Totals
Township of South Frontenac Staff Report Number: 2024-189
Page 66 of 83
Performance Indicators The following information provides an overview of the types, quantity and work cycle of files and the overall workload that Building Services completes throughout each quarter. Intake of Files Incomplete Files BWP File Review Re-Review Permits Issued Total Inspections Total Failed Inspections Site Visits Closed Files
Q1 109 62 7 76 36 72 490 62 31 192
Q2 214 127 16 181 118 151 806 111 12 134
Q3 198 150 15 169 90 151 564 55 10 101
Q4
Total 521 339 38 426 244 374 1860 228 53 427
Building Application Intake In Q2, Building Services received a total of 214 files, both in person and via email. Initially, 127 of these files were deemed incomplete because the required documentation was either missing or insufficient at the time of submission. Of those 127 incomplete files, 60% progressed to the next step of the process within Q2 after the Permit Intake Coordinator received the necessary documentation, allowing the files to be considered adequate for zoning and building review. In Q3, we received 198 files, with 150 of these submissions being incomplete. Of the incomplete files, 66% advanced to the next step within Q3 once the Permit Intake Coordinator confirmed that the submissions were complete. To note, all building application packages include a checklist to assist the applicant with the required documentation that is to be submitted. Building Code Review Once permit applications have all the required documentation, the file is moved to Planning Services for review and approval for zoning compliance. When approved, the Planning Coordinator gives the application to the assigned Inspector to start their Building Code review. In Q2-Q3, 350 building and sewage applications were reviewed and commented on, and 60% were re-reviewed. Often when staff are reviewing building applications, the required documentation provided lacks the necessary information to complete a full Building Code review. This triggers the request for additional information or clarification for our Building Inspectors to be able to complete their review. Once the building code review is complete, the permit is ready for issuance. After the associated fees are paid, the permit is then issued. Due to the number of re-reviews that are required for the building and sewage applications, difficult applications may be pending until all necessary documentation is received. It’s important to note that when examining the numbers in the table above, the number of files received may not correspond directly to the files issued within each quarter. Issued permits can include applications from previous periods, often due to delays in receiving the necessary documentation for approval, which determines when a file is deemed ready for issuance. Inspections & Site Visits Our inspectors have been quite active with inspections and site visits during the second and third quarters. These tasks constitute a significant part of their daily schedule. In Q2, 14% of all inspections conducted were found to be non-compliant, necessitating a re-inspection. In Q3, 10% of inspections were not compliant and required re-inspection. Closing Building Files Closing both recent building permit files and historical files remains a priority within our department. We receive numerous requests from homeowners who are in the process of selling properties with open historical permits. Inspections on these older files have continued throughout the second and third quarters. These inspections significantly increase the workload www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2024-189
Page 67 of 83
for inspectors, as they often have to review files that may lack essential documentation, navigate older regulations, and inspect items that have been in use for several years. In Q2, the team successfully closed 134 permits and other types of Building Services files, with 65% being received in previous years. In Q3, they managed to close 101 permits along with various other Building Services files, with 69% being received in previous years. Building Without Permits & Complaints Staff have adopted a more hands-on approach to managing and following up on building without permit (BWP) files. In Q2 and Q3, staff opened 31 BWP files, with 13 of them resolved by permits being issued. The team works collaboratively with applicants to achieve compliance, ensuring that all BWP files are reviewed by planning staff to confirm alignment with the Zoning Bylaw. BWP Investigation files and complaints come from various sources, including mail, email, or illegal constructions identified by inspectors or planners during site visits and inspections. The public can submit complaints through an online form on our website, and written complaints are also accepted; however, complainants must provide their name and contact information for legitimacy. That said, all complainants remain anonymous. Financial Implications Building Fees and Part 8 Fees In Q2, the total revenue collected for all South Frontenac issued building permits amounted to $246,862, with $49,312 coming from Part 8 services revenue. For Q3, the total revenue collected from all issued building permits in South Frontenac increased to $253,982, of which $46,418 was attributed to Part 8 services revenue. Relationship to Strategic Plan ☐ Not applicable to this report. ☒ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. •
Pillars: Municipal Service Excellence
Approvals Prepared By: Peggy Spafford, Permit Intake Coordinator Rebecca Roy, Chief Building Official Submitted By:
Brad Wright, RPP, MCIP, AICP, Director of Development Services Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 68 of 83
To:
Council
From:
Office of the Chief Administrative Officer
Date of Meeting:
November 12, 2024
Subject:
2025 Budget Survey Results
Report Number:
2024-194
Summary The attached report provides the survey results from the public engagement for the 2025 Budget. Recommendation This report is for information. Background Not applicable. Discussion/Analysis As part of the budget process, the Township seeks public engagement through the issuance of a survey as well as receiving requests for delegations. The 2025 Budget survey as issued on September 4th and Closed on October 11th. 413 responses were received compared to 564 for the 2024 Budget cycle. The survey was advertised through all available channels including roadside message boards, banner ad in the newspaper, website and social media. Attached to this report is a summary of the budget survey results. Financial Implications Not applicable. Relationship to Strategic Plan ☒ Not applicable to this report. ☐ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. •
Pillars: Choose an item. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2024-194
•
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Action Item (If Applicable): Insert Text
Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation Heather Grosney, Communications Officer Attachments 2025 Budget Survey results summary Approvals Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
BUDGET SURVEY FEEDBACK NOVEMBER 2024 Page 70 of 83
KEY FINDINGS AND INSIGHTS • 413 responses (2024 – 564) • 39.71% of responses prefer a reasonable increase to property taxes to maintain or enhance services, followed closely by 37.53% of people saying increase enough only to maintain services for a total of 77.24%. (2024 – 69.5%; 2023 – 77.9%) • 79.66% defined a reasonable increase as 1-2.9%. • Fire Services (94.14%) and Road Maintenance (92.91%) were cited as most important/important day-to-day operations.
Survey open from Sep 4 – Oct 11, 2024 2
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• Emergency preparedness (75.86%), roads (73.17%), waste diversion (53.92%) and affordable housing (53.20%) were cited as most important/important capital projects.
Resident status
Question: Do you live in South Frontenac?
Full Time - Property Owner Part-Time Seasonal
Full-Time - Renter Own property, but doesn’t live here
2.43%
4.38% 0.73%
92.46% Page 72 of 83
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Resident status Question: Do you operate a business in South Frontenac? 90.00%
Question: Do you commute outside of South Frontenac for work 70.00%
80.00%
60.00%
70.00% 50.00%
60.00%
40.00%
50.00%
85.40%
40.00%
30.00%
58.44%
41.56%
30.00% 20.00% 20.00% 10.00%
10.00%
14.60%
0.00%
0.00%
No
Yes
No
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Yes
PREFERRED APPROACH TO BUDGET Question: Municipal property taxes pay for the majority of services and programs provided by the Township. Council tries to strike a reasonable balance between service levels and the amount levied from property taxes. With this in mind, which of the following approaches to budgeting and taxes do you prefer?
45.00% 40.00% 35.00%
39.71% prefer a reasonable increase to enhance services with another 37.53% saying increase only to maintain current service levels
30.00% 25.00% 20.00% 15.00% 10.00% 5.00% 0.00%
2025
2024
Cut services to reduce taxes
Unsure
2023 5
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Reasonable Increase only Cut services to increase to enhance enough to maintain maintain taxes at services current services current levels
2025 BUDGET Question: How would you define a “reasonable” increase to property taxes for 2025
90.00% 80.00% 70.00% 60.00% 50.00%
79.66% of responses defined a reasonable increase as being between 1-2.9%*
40.00% 30.00% 20.00% 10.00% 0.00%
Between 3-5%
Between 5.1-7% Higher than 7.1%
6
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1-2.9%
Most important day-to-day operations
Question: In terms of the Township’s day-to-day operations, please tell us which services and activities you think are most important when deciding how to allocate budget funds. 100.00% 90.00%
Fire Services
80.00%
Road Maintenace
70.00%
Winter Road and Sidewalk Maintenace
60.00%
Garbage & Recycling Parks & Outdoor Amentities
50.00%
Recreation Services
40.00%
Development Services Active Transportation Networks
20.00%
Events & Festivals Muncipal By-Law Enforcement
10.00% 0.00%
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30.00%
KEY FINDINGS AND INSIGHTS Weighted average for which services and activities are most important for allocating budget: 4.56
• Road Maintenance
4.48
• Winter Road & Sidewalk
4.32
• Garbage & Recycling
4.19
• Parks & Outdoor Amenities
3.56
• Recreation Services(programming)
3.31
• Active Transportation
3.08
• Events & Festivals
3.08
• Development Services
2.79
• Municipal By-Law
2.76
Survey open from Sep 4 – Oct 11, 2024 8
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• Fire Services (emergency response, fire prevention & education)
Most important capital/new projects Question: In terms of new or capital projects, please tell us which projects you think are most important when deciding how to allocate budget funds. 80.00% 70.00% 60.00% 50.00% 40.00% 30.00% 20.00% 10.00% 0.00%
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KEY FINDINGS AND INSIGHTS Weighted average for which capital projects are most important for budget funds: 3.99
• Roads & Capital Projects
3.92
• Waste Diversion Projects
3.52
• Affordable Housing
3.50
• Parks & Facilities Projects
3.47
• Shoreline Protection
3.45
• Economic Development
3.41
• Climate Change
3.15
• Tourism
2.98
• Rural Transit
2.61
Survey open from Sep 4 – Oct 11, 2024 10
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• Emergency Preparedness
MAIN SOURCES OF INFORMATION Question: Where do you go to receive Township information?
#1: Website #2: Social media #3: Local newspaper (2024 – same ranking)
80.00%
70.00%
60.00%
50.00%
40.00%
30.00%
20.00%
0.00% Local Newspaper
Website
Social Media
Council Meetings or Agendas
In person open houses and information sessions
Digital Signs
Other 9
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10.00%
Common Themes
Question: Tell us your number one priority and what do you think the Township should be doing about it
Affordable & More Housing: “The Township should purchase land in Inverary for a planned multifamily mixed housing development to ensure development there creates a lovable, walkable village like Sydenham— not homes strung out along county roads with traffic racing past. Build a village! Please!” “Affordable housing! We need it urgently!” Would also like to see SFT address affordable living for young families and seniors and encourage inexpensive events that bring communities together. Keep Tax Rate Low: “The township does a good job maintaining tax levels with population growth. We are not the city of Kingston and should not strive to be. We are rural and should try and stay that way. We don’t have the population base to support services that Kingston offers. Focus on core assets.” Page 81 of 83
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Common Themes
Question: Tell us your number one priority and what do you think the Township should be doing about it
• We moved to South Frontenac almost 9 years ago.. because it was not over populated… taxes were lower andpeople are nicer… let’s keep it that way. Thanks • Emergency preparedness is of paramount importance for the township. Ensuring that residents and visitors in trouble can be assisted is critical to ensuring our mental and physical well-being. The Township has been doing an excellent job recently with events such as the winter festival in Sydenham. It gets visitors and new people into the community and helps connect residents. The Township should continue to direct new development, in a range of residential forms for affordability, into existing villages to help preserve the farmland and rural character of the area.
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• Your daycamp and swimming lessons went wonderful this year. Hoping that we can include Harrowsmith at somepoint.
Page 83 of 83 Township of South Frontenac By-Law Number 2024-74 Page 1 of 1 By-Law Number 2024-74 A By-Law to Confirm generally all actions and proceedings of the Council meeting of the corporation of the Township of South Frontenac on November 12, 2024 Whereas Section 8 of the Municipal Act, S.O. 2001 c. 25 and amendments thereto provides that a municipality has the capacity, rights powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act of any other Act and; Whereas Subsection 2 of Section 11 of the Municipal Act S.O. 2001, c. 25 and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of the jurisdiction described in the Table to Subsection 2, subject to certain provisions, and; Whereas Section 5 of the Municipal Act, S.O 2001 c. 25 and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise, and; Whereas the Council of the Township of South Frontenac deems it expedient to confirm its actions and proceedings; Therefore, be it resolved that the Council of the Corporation of the Township of South Frontenac hereby enacts as follows:
- The all actions and proceedings of the Council of the Corporation of the Township of South Frontenac taken at its regular meeting held on November 12, 2024, be confirmed as actions for which the municipality has the capacity, rights, powers and privileges of a natural person.
- That all actions and proceedings of the Council of the Corporation of the Township of South Frontenac held November 12, 2024, be confirmed as being matters within the spheres of jurisdiction described in Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto.
- That all actions and proceedings of the Council of the Corporation of the Township of South Frontenac taken at its regular meeting held on November 12, 2024, except those taken by by-law and those required by bylaw to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this bylaw.
- Execution by the Mayor and the Clerk 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.
- This By-law shall come into force and take effect on the date of its passage. Given First and Second Readings: Tuesday, November 12, 2024 Given Third Reading and Passed: Tuesday, November 12, 2024
James Thompson, Clerk
Ron Vandewal, Mayor
