Body: Council Type: Minutes Meeting: Regular Date: March 15, 2011 Collection: Council Minutes Municipality: South Frontenac
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Minutes of Council th
March 15m 2011
Meeting No. 10 Time: 7:00 p.m. Location: Sydenham Present:
Mayor, Deputy Mayor Councillors,
Gary Davison Mark Tinlin
John McDougall Allan McPhail Cam Naish
Bill Robinson Del Stowe
Ron Vandewal
Larry York Staff:
Wayne Orr, CIerk-Admmistrator; Angela Maddocks, Confidential
secretary, Mark Segsworth, Public Works Manager, Lindsay MiUs,
Planning Coordinator 1.
Call to Order
Resolution No. 2011-10-01
Moved by Deputy Mayor Tinlin
Seconded by Councillor McDougall
THAT the Council meeting of March 15th'2011 be convened at 7:00 p.m. Carried.
- Declarations of Pecuniary Interest
Councillor Robinson declared a pecuniary interest with respect to Page 32 of
the Accounts Payable voucher. 3.
Delegations
(a) Sydenham & District Lions Club - Library Donation
Dave Almas and Jim Kelly presented a donation cheque for $500.00 from the Sydenham and District Lions Club for the library project in Sydenham. Mayor Davison thanked the club for their generous support. (b)
Kevin Riley, Utilities Kingston, re: 2010 Sydenham Water Report Kevin Riley explained that this report is a requirement of Regulation 170 and that a resolution from Council is needed that recognizes the municipality has received the report. He felt this was a good report and there are not outstanding issues other than the trihalomethane issue which .
being addressed through upgrades to the plant. He encouraged Council to contact him directly if they have any questions regarding the IS
operation of the water treatment plant.
Mayor Davison thanked Mr. Riley for his presentation. Resolution No. 2011-10-02
Moved by Deputy Mayor Tinlin Seconded by Councillor McDougalI THAT the Council of the Township of South Frontenac receives the Utilities
Kingston Annual Report 2010 for the Sydenham Water Treatment System. Carried.
- Public Meeting Resolution No. 2011-10-03
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Moved by Deputy Mayor Tinlin Seconded by Councillor McDougall THAT a public meeting be held to discuss planning matters related to: Closing of Unopened Road allowance between Lots 5 and 6, .
Coucession 12, District of Bedford
.
proposed Zoning By-law Amendment Z-l 1/03, Concession XII, Part Lot 1, District of Portland
.
Review of Draft Plan Approval for Plan of Subdivision in Lots C, D and H, Plan 50, Part of Lot 3, Concession IV, Loughborough District.
Carried.
(a) closing of Unopened Road Allowance between Lots 5 and 6, Concession 12, District of Bedford
LiDdsayMiUs explained that this request for a road closing came from William De Laat and Donna Welch. Their property is located on a peninsula
and is divided by an uaopened road allowance which bisects the property.
The road allowance leads from water to water and has no other land access
other than the De LaatAVeIch property. The applicants have received provisional consent for a lot addition from their property on the south side
of the road allowance to the north side pending the approval of the closing of
the road allowance.
There were no comments or questions from Council or the public. (b)
Review of Application for Zoning By-law Amendment in Part of Lot 1, Concession XIII, District of Portland
Lindsay Mills explained the background of this application. He noted that the subject property was the retained laud from a new lot that was created
in 2004 and at that time the Committee of Adjustment approved the severance but imposed a 100 metre setback from the lake in an attempt to
avoid any new stress on the lake resulting from a new residence. The owners brought an application to Council on December 15, 2009 to reduce the setback from 100 metres to 30 metres, but Council agreed to only reduce it to 50 metres. The owners are once again reapplying to reduce it to 30 metres.
He explained that Little John Sister Lake is a very small lake that is already built out and more development would bring more potential for the pollution of lakes. While the environmental study conducted for this application states that there is no impact, Mr. Mills pointed out that Council needs to consider the cumulative impact on this lake as there are 29 lots on the lake with 22 of
these lots developed and there is very narrow passages. He agreed with the 50 metre setback requirement but noted that it would be Council’s decision. Councillor Robinson agreed with the reduction from 50 to 30 metres. He felt
the owner had undertaken the environmental study and with the 580 feet of water frontage there was no problem.
Councillor Vandewal noted that this lake is developed but felt that if the standard is 30 metres then Council needs to stand firm and be consistent
with the requirements.
Councillor Stowe questioned the reasoning behind the original 100 metre setback requirement which has already been reduced to 50 metres. He felt it
did not make sense to be “chipping away” this setback requirement.
Councillor York felt there should be no limit on the number of dwellings and that the owner has met all other criteria. He agreed with the reduction in setback.
CounciUor McDougall stated that there are only 4 year round lots on this
lake with the 30 metre setback and he did not agree with the original 100
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March 15th, 2011
metre requirement and that perhaps that had been an arbitrary number. He noted that the property slopes up and the septic system is to the north. He supported the 30 metres setback request.
Deputy Mayor Tinlin referred to the environmental study that indicated no impact on the lake and was unaware of the previous decision of a 100 metre
setback; however he supported the 30 metre setback request. Mr. Gilbert thanked Council for their consideration of his request. (c)
Review of Draft Plan approval for Plan of Subdivision in Lots C, D aud H,
Plan 50, Part of Lot 3, Concession IV, District of Loughborough
Lindsay Mills explained that Council had given draft plan approval with the rezoning being a condition. He noted that there w’ill be'5 zones in this
proposed development and explained the purpose and reasoning for each of
these zones. He suggested that the requirement for the interior side yard in
the R-25 and R-26 Zone be changed to 5 feet instead of 4 feet to allow enough room for future property owners to have the use of ladders etc and it
was felt that 5 feet would be better for this setback. He further explained
that in lots zoned R-26, the septic systems will be located in front of the proposed dwellings.
Councillor Vandewal felt all items of concern have been addressed and had not further issues with the draft plan.
Councillor McPhail commented on the 6 metre front yard setback and if this was adequate to park a vehicle ad not have it hang over the sidewalk.
Lindsay Mills felt that each lot will have adequate parking area. Lorna Knight was present and voiced her objection to the draft approval specifically with the wetland area and the setback requirements from the wetland area on the west side. She noted that reports submitted by Mary Alice Snetsinger and Reg Genge differed and that the wetland area is much
larger than what the Conservation Authority has identified. She noted that
she had taken pictures which she felt recognized a larger floodplain than what is being identified in this plan and that the 2011 floodplainis greater
than what has beeu reported in this plan of subdivision. She was concerned
with the well being of species within this wetland area. She agreed that a fence line was the best way to delineate property lines and felt that property values would be heightened if Council addressed the concerns she pointed out, however she felt that Council should not approve these lots due to drainage concerns and because the new house would obstruct her view of the valley. Resolution No. 2011-10-04
Moved by Deputy Mayor Tinlia Seconded by Councillor McDougalI THAT an opportunity having been provided to discuss planning matters, that the public meeting be closed. 5.
Approval of Minutes
(a)
Council Minutes
Carried.
Resolution No. 2011-10-05
Moved by Councillor McDougaIl Seconded by Deputy Mayor Tinlin
THAT the Council meeting minutes of February 15th, 2011 be approved. Carried.
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March 15"1, 2011
(b) Committee of the Whole Minutes Resolution No. 2011-10-06
Moved by Councillor McDougall Seconded by Deputy Mayor Tinlin THAT the Committee of the Whole meeting minutes of February 22nd, 2011 be approved.
Carried.
- Business Arising
Wayne Orr pointed out the change in upcoming Committee of the Whole
meetings with respect to budget deliberations. The March 22nd meeting wiU
focus on the Public Works budget and the March 29th meeting will be allocated to the remaining departments. 7. Reports Requiring Action (a)
Accounts
Councillor Vandewal commented on Page 29 of the Accounts Payable
Voucher with respect to street light maintenance. He suggested that a cost
comparison be looked at for these jobs to see if the township is getting the same level of service.
Resolution No. 2011-10-07
Moved by Councillor McDougall Seconded by Deputy Mayor Tinlin THAT Council approve the payment of the Accounts Payable Voucher th dated March 10rn, 2011 in the amount of $1,544,211.42.
Carried.
(b) Report from Alan Revill, Chief Building Official, re: Tender for the report of the Bell Tower - Old Hartington School
Wayne Orr spoke to the report submitted by Alan Revill, Chief Building Official with respect to the tender results for the bell tower. He noted that
the bell tower has shifted and for safety reasons needs to be fixed. There is money available for this work in the building renovation reserve. Councillor Vandewal noted the significant range iu prices.
Wayne Orr explained that some of the tenders were based on rebuilding from scratch however the recommended contractor will rebuild if necessary for the same price.
Councillor Robinson questioned taking the bell tower down as a lot of money has already been spent on this building. Wayne Orr explained that this building has a heritage designation and should be maintained as such.
Mayor Davison felt it would probably be more costly to bring the bell tower down than to repair. Resolution No. 2011-10-08
Moved by Councillor McDougaIl Seconded by Deputy Mayor Tinlin
THAT Council approves the recommendation of Alan Revill, Chief Building Official and award the tender to Upper Canada Stone House Group
Limited in the amount of $14,396.00 subject to meeting the insurance and WSIB fender requirements.
Carried.
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(c) Report from Report from Deborah Bracken, Treasurer, re: Appointment of KPMG for the 2010 Audit
^Sll ?^ ^.°i!^ ^^^e-_proe^ement pou^ allows for specialized ^.l!!^^:^11^, a^!n-tia?.- a^d]itors is,usua1^done by bylaw there
recommendation is outlined in the resolution. The most recent by-law expired in December 2009. Resolution No. 2011-10-09
Moved by Councillor McPhail Seconded by Councillor York
THAT KPMG LLP be engaged for the municipal audit for the year ending December 31, 2010 and_that the CAO be authorized to sign the Engagement
Letter as provided by KPMG LLP dated January 25th, 2011;
AND THAT staff be instructed to prepare a RFP for Municipal Audit Services for the five year term 2011 to 2015.
Carried.
(d) Report from Anne Levac, Planning Assistant, re: St. Patrick’s Cemetery, Keeley Road
Lindsay Mills explained that there is a requirement of the Ministry of
Consumer Services to obtain approval from Council to add 1.2 acres to the existing cemetery.
Councillor McPhail asked if there is rezoning required. Lindsay Mills agreed that the increase lot area will have to be rezoned to CF
- Community Facility Zone which could be included n the housekeeping bylaw.
Councillor Vandewal suggested that the zoning requirement be added to the resolution.
Resolution No. 2011-10-10
Moved by Councillor McPhaiI Seconded by Councillor York
THAT Council approves the increase by 0.5 hectare at Lot 11, Concession 3, Township of South Frontenac, District of Loughborough, St. Patrick’s Cemetery at 2014 Keeley Road (Reference Plan 13R-11996, Part 8) to permit traditional and cremation burials and zoning as required. Carried.
(e) Report from Anne Levac, Planning Assistant, re: Road Closing - Opinicon Road (See By-law 2011-15)
Lindsay Mills referred to the report with respect to the realigning of Opinicon Road whereby the former Township of Bedford had agreed in 1978 to transfer a portion of the road in exchange for being able to reroute the road across their property to the north. This agreement had never been followed through by the Township at the time.
(f) Report from Lindsay Mills, Planner, re: Review of Application for Zoning By-law Amendment Z-10/16 (See By-law 2010-58)
Lindsay Mms noted that his recommendation is to give third reading to this by-law that would rezone a portion of a 42 acre parcel of land from Rural
(RU) Zone to Special Rural Commercial (RC-12) to permit a professional/business use. At the August 3rd meeting Council withheld the third reading so that the applicant could obtain a cost estimate on extending the water system to this property and it was confirmed at the March 8th
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March 15th, 2011
2011 Committee of the Whole meeting that due to the quote received the applicant would not be required to connect to the municipal water system. Councillor Vandewal asked if there wiU be a requirement to have the
entrallce to this development paved, similar to what had beeu required of the chiropractor’s office.
Mark Segsworth noted that a paved entrance will be required. He also noted that there will be a requirement for the owner to contribute to »
improvements to Rutledge Road.
Lindsay Mills commented that these items will be addressed in the site plan agreement
(g)
Report from Lindsay Mills, Planner, re: Review of Application for Zoning By-law Amendment Z-ll/01, Concession VII, Part Lot 6, District of Portland
(See By-laws 2011-08 and 2011-17) Lindsay Mills explained that this application will rezone to allow for a mini storage facility along with the existing car wash. He noted that the
development on the south end of the property negates the need for a berm. He informed Council that the security deposit is in place. Councillor York asked if the applicant was aware of the agreement. Mayor Davison confirmed that Mr. Asselstine was aware of the agreement.
(h) Report from Lindsay Mills, Planner, re: Review of Application of Zoning
By-law Amendment in Part of Lot 7, Concession VII, District of Portland, (See By-law 2011-16)
Lindsay Mills explained that the purpose of this rezoning is to rezone three lots from Rural (RU) to Urban Residential - First Density. The applicant received conditional approval to three proposed residential lots in the
hamlet of Hartington with the retained property being approximately 100 acres in size and 331 feet of frontage. Mr. Mills noted that the Official Plan
specifies a maximum of three lots to be created by a parent lot that existed on September 5,2000. The Ministry of Municipal Affairs and Housing have given their final approval on the OPA that allows sb. lots to be created and
it is now appropriate to bring forward the rezoning for Council’s consideration.
Councillor Vandewal questioned the requirement for a draw down test. Lindsay Mills referred to the concerns of neighbours Henny and Dennis Saunders with respect to water quantity and while this was referred to the Committee of Adjustment, the committee did not require a draw down test on the proposed wells to measure the effects on existing neighbouring wells. (i)
Report from Lindsay Mills, Planner, re: Review of Conditions for Draft
Plan Approval of Plan of Subdivision in Part of Lot 22, Concession II, District of Storrington
Lindsay Mills updated Council on this plan. He noted that the MDS (minimum distance separation) concerns have been addressed as well as the
storm water pond concerns. He noted that the road will be built to township standards, street lighting will be included and rezoning will have to be
completed. There is a no build area on Lots 9 and 10 and a one (1) metre
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March 15"1, 2011
reserve required around Block B. The fencing requirement is a 5 foot hieh
page wire, five strand fence. He also noted that there would be a oue foot
reserve along the new road where Block B meets the road to deny access to
the new road.
Councillor Vandewal was happy that the concerns have been addressed.
Councillor York was glad that both parties are agreeable with respect to
this plan.
Resolution No. 2011-10-11
Moved by Councillor York
Seconded by Councillor McPhail
THAT Council receives the comments and attachments contained in the Planning Report dated March 11, 2011 and forward the report includine
attachments, to the_County of Frontenac as representing the Township’s
recommended conditions of draft plan approval for the proposed subdivision at Collms Lake by Barry Campbell. Carried. d)
Report_from Mark Segsworth, Public Works Manager, re: Temporary Road Closure - Church Street - Harrowsmith
Mark Segsworth spoke to this report, a request for a temporary road closure for Church Street in Harrowsmith.
Resolution No. 2011-10-12
Moved by Councillor York
Seconded by Councillor McPhail
THAT Council approves the temporary closure of Church Street in
Harrowsmith from Road 38 to Notre Dame Street on Saturday, May 7th, 2011 from 9:00 a.m. to 3:00 p.m. for a Community Fun Day and Sale. Carried.
(k) Report from Mark Segsworth, Public Works Manager, re: Ontario Electronic Stewardship
Mark Segsworth explained that the purpose of this program is to reduce the expense to the municipality for the disposal of electronic waste with the first
priority being the promotion of reducing, reusing and recycling. He noted that the Ontario Electronic Stewardship is the Industry Funding Organization for the Waste Electrical and Electronic Equipment Program. Councillor Stowe questioned the agreement with the previous collector of electronic waste.
Mark Segsworth explained that this agreement will help to reduce the costs to dispose of electronic waste items. Resolution No. 2011-10-13
Moved by Councillor McPhail
Seconded by Councillor York
THAT Council authorizes the Mayor and CAO to enter into an agreement between the Township of South Frontenac and Ontario Electronic Carried. Stewardship. (I)
Report from Mark Segsworth, Public Works Manager, re: RFP P01-2011 Consulting and Engineering services for Multi Year Bridge and Culvert
Program
Mark Segsworth explained that there are several bridges in need of rehabilitation in 2012 and therefore a need to take on the engineering design aspect of this program. He referred to his report explaining that there is a
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March 15m, 2011
fixed price for stage 1 and a percentage for the estimated design. He noted that one does not always get the same deliverables from the engineering firms nor are they all of equal calibre.
Councillor Vandewal referred to the budget and asked if the work is done and the needs are identified are the prices listed okay to carry forward.
Mark Segsworth stated that there is a shelf life on the designs for several years.
Councillor Robinson asked if tenders for these projects need to go out now. Mark Segsworth explained that the design is the only actual work anticipated in 2012.
Councillor Robinson referred to the preliminary budget figure of 26% that was discussed at the last Committee of the Whole meeting. He felt the buggy
was ahead of the horse and money is needed elsewhere. He felt this should
be reconsidered and noted that the funding from the City of Kingston will only be available for a few more years.
^i^<Liil^L^lc^aJLlll]??^e!l^e^?g-.?. ^CIS^n°.a thjs .ulat,il budget deliberations. He recognized that necessary planning is required and the obvious priorities need to be identified.
Councillor Stowe asked if there is any requirement by law to carry out this program
Mark Segsworth explained that there is a requirement to inspect bridges
and culverts however no requirement to fix bridges but cautioned Council
of the liability and that it is due diligence to manage township assets. He
further noted that he is trying to address the inefficiencies so that work can be done in the next few years.
Councillor Naish asked if this item is deferred until after budget deliberations would this go to next year’s budget to be revisited.
Councillor York felt that the consensus was to wait in order to ensure that the municipality can afford this.
Deputy Mayor Tinlin asked if there is a risk in delaying a decision. Mark Segsworth stated that there is no risk in delaying the decision.
Councillor McDougall asked for an explanation of the percentage of cost with respect to this program. Resolution No. 2011-10-14
Moved by Councillor York
Seconded by Councillor McPhail
THAT Council award the results ofRFP P01-2011, Consulting Engineering Services of our Multi-Year Bridge and Culvert Program, as follows:
a) D.M. Wills for the completion of the preliminary and detaUed design of the Clair Road Bridge # 36 works at a cost of $17,488.00 before HST
b) G.D. Jewell Engiueering for the completion of the preliminary and
detailed design of the Petworth Road Bridge #35 works at a cost of $13,750.00 before HST
c) Greer Galloway for the completion of the preliminary and detailed design of the Maynard Bridge #48 works at a cost of $22,000.00 before HST
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d) AECOM for the completion of the preliminary and detailed design of
theJIardwood creek Bridge #15 works at a cost of $27,920.00 before HST.
Deferred.
(m) RePort from Mark Segsworth, Public Works Manager, re: #2011-01 Surface Treatment Tender
Mark Segsworth explained that the township does not have the equipment to do our own surface treating. He noted that we need to get into the “queue” with contractors to do the surface treating. He felt it was critical to act as soon as possible.
Councillor Stowe asked if the prices in the report will be okay for awhile. Councillor Robinson felt this item should be deferred. Resolution No. 2011-10-15
Moved by Councillor McPhail Seconded by Councillor York
THAT Council approves the bid of Smiths Construction Company for the
supply and application of the Township’s Surface Treatment in the amount of $818,666.02, including all applicable taxes. Deferred. 8.
By-laws Resolution No. 2011-10-16
Moved by Councillor York
Seconded by Councillor McPhail
THAT the following by-law be given first and second reading: . . . . . . . .
By-law 2011-08 By-law 2011-14 By-law 2011-15
By-law 2011-16 By-law 2011-17 By-law 2011-18 By-law 2011-19 By-law 2011-20
Carried.
(a) By-law 2010-58 Resolution No. 2011-10-17
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT By-law 2010-58, being a by-law to amend By-law 2003-75, as amended, to rezone lands from Rural (RU) Zone to Special Rural Commercial (RC-12) Zone, Part Lot 2, Concession IV, District of Carried. Loughborough, be read a third time, signed and sealed. (b) By-law 2011-08 Resolution No. 2011-10-18
Moved by Councillor Robinson
Seconded by Councillor Stowe
THAT By-law 20U-08, being a by-law to amend By-law 2003-75, as amended, to change the permitted uses in the Special Urban Commercial
(UC-15) Zone to permit Commercial/Industrial Storage, Part Lot 6, Concession VII, District of Portland, be read a third time, signed and sealed Carried.
(c) By-law 2011-14 Resolution No. 2011-10-19
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March 15M 2011
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT By-^aw 2011-14, being a by-law to stop-up close a sell a portion of the
unopened Road_ allowance between Lot 5 and 6, Concession 12, District of
Bedford, be read a third time, signed and sealed as amended. Carried (d)
By-law 2011-15 Resolution No. 2011-10-20
Moved by Councillor Robinson
Seconded by Councillor Stowe
THAT By-law 2011-15,^ being a by-law to stop-up, close and sell a portion of an untraveled Township Road in Lots 1 and 2, Concession 16, District of
Bedford, be read a third time, signed and sealed. (e)
Carried.
By-law 2011-16 Resolution No. 2011-10-21
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT By-law 2011-16, being a by-law to amend By-law 2003-75, as amended, by changing the zoning from Rural (RU) Zone to Urban
ResidentiaI-First Density (UR-1) Zone to Special Rural (RU-46) Zone, Part Lot 7, Concession VII, District of Portland, be read a third time, signed and sealed.
(t)
Carried.
By-law 2011-17 Resolution No. 2011-10-22
Moved by Councillor Robinson
Seconded by CounciUor Stowe
THAT By-law 2011-17, being a by-law to authorize the Mayor and the Clerk to execute a revised site plan agreement between the Corporation of the
Township of South Frontenac and Scott Asselstine, be read a third time, signed and sealed.
(g)
Carried.
By-law 2011-18
Council agreed with Lindsay Mills suggestion to amend the side yard requirement from 4 feet to 5 feet. Resolution No. 2011-10-23
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT By-law 2011-18, being a by-law to amend By-law 2003-75, as amended, to rezone lands from Special Rural (RU-37) Zone to Community Facility (CF) Zone; Urban Multiple Residential (UMR-2) Zone; Environmental Protection (EP) Zone; Special Residential (R-25) Zone; and Special Residential (R-26) Zone: Part Lot 3, Concession IV, District of Loughborough, be read a third time signed and sealed as amended. Carried.
(h)
By-law 2011-19 Resolution No. 2011-10-24
Moved by Councillor Robinson
Seconded by Councillor Stowe
THAT By-law 2011-19, being a by-law to amend By-law 2003-75, as amended, by changing the provisions of the Special Residential (R-18) Zone to require a setback from the lake of 30 meters instead of 50 metres, Part Lot
1, Concession XII, District of Portland, be read a third time, signed and
sealed.
Carried.
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(i)
By-law 2011-20
Deputy Mayor Tinlin asked for a recorded vote. Resolution No. 2011-10-25
Moved by Councillor Naish
Seconded by Councillor Vandewal
THAT By^law 2011-20, being a by-law to approve for the charging of
!!^.eL^,tilLrlgJ^<L!!) ^ou.th^Fr?in^e??c Fire an?Rescue resPonding to motor vehicles accidents, be read a third time, signed and sealed.
Carried. RECORDED VOTES YES NO
ABSTAIN
J. McDougall A. McPhail C. Naish
B. Robinson
YES
NO
ABSTAIN
D. Stowe M. Tinlin R. Vandewal L. York
^
G. Davison 9.
Reports for Information
(a)
Mark Segsworth, Public Works Manager, re: South Frontenac Reuses Website
Mark Segsworth explained that during the development of the township’s waste recycling strategy it was identified that there is a need to improve
promotion and educate residents on our waste diversion initiatives. The
2^^L,S£^gT^r^«^.s, n will be linked to the township website and will promote waste diversion activities for items that might be taken to a .^
waste disposal site. Mr. Segsworth noted that Waste Diversion Ontario
controls the “purse strings” for funding and this website demonstrates one of their “best practice” initiatives.
Councillor Stowe asked if there was any consideration for “good” stuff and was concerned about liability issues.
Mark Segsworth noted that this site will allow for a listing of items that can be advertised for sale.
(b)
Wayne Orr, Chief Administrative OfRcer, re: Update - Community Improvement Plan for Verona
Wayne Orr updated Council on the outcome of the initial public meeting held th on February 24l", 2011.
Information Items
(a)
Dr. D. W. Richardson, re: Letter of Thanks - Colebrooke Road
Wayne Orr noted the letter of appreciation for improvements to Colebrooke Road.
(b)
Wayne Orr, Chief Administrative Officer, re: Letter of Thauks to Pete Redmond for years of dedicated service
Wayne Orr noted that Mr. Redmond will be retiring on May 31, 2011 and commended him for his dedicated service.
- New Business
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(a) Councillor Robinson referred to the resignation of Rachael Tryon-Smith as chair of Portland Recreation as she felt she was not being informed of issues
and she was not happy with the relationship of the recreation committees. He felt that the parks maintenance position in Portland District should continue to be a student position and should not go to tender as this would losethe opportunity for student summer employment. He was also concerned with the overall recreation budget.
Councillor Vandewal reminded Council that recreation needs to be looked at as South Frontenac and not by separate districts.
Councillor York noted that the recreation sites are all different sizes and
there are a number of parks to consider. He felt the parks maintenance tendering should be looked at.
Councillor McDougall noted that the restructuring of South Fronteaac is complicated. He felt this process should go more slowly and more time should
be taken _ to consider these types of issues. He thought that
recommendation from Portland Recreation was to wait another year to
tender this as they have the equipment available.
Councillor Naish agreed that the same procedure should be followed since the
district has the necessary equipment and they should not be forced to have this job tendered.
Councillor Vaudewal felt that Council needed to be open minded and to recognize that no one knows what the tender amounts will be. He felt it was
fair to standardize the parks maintenance across the township.
Councillor Robinson reiterated that the district already has the necessary equipment to use and he did not like cutting out a student job for the summer.
Councillor McDougall noted that it was difficult to compare however he
agreed that it was common sense to get this service under one roof.
Councillor McPhail asked if the recommendation had been presented in the form for a resolution to be brought forward to Couucil then there would not have been any conflict with the interpretation. He felt it was hard for Council to make a decision without this type of information.
Councillor York felt that the committee chair knows their budget. Councillor Stowe stated that he has talked with Mike Howe, Chair of the South Frontenac Recreation committee and he felt that the Portland District
parks maintenance could be extended for another year if that is what the
committee chooses. He further noted that while we have come along way, we do not want to alienate volunteers and there needs to be a compromise. Councillor Robinson stated that the decision to tender for parks maintenance did not come to Council for approval. He felt there were items that the volunteer committees are not being told about. Mayor Davison noted that the recommendation came from the South Frontenac Recreation Committee.
Councillor Vandewal suggested that this issue be sent back to the committee to get direction.
Councillor McDougall noted that there have not been any minutes from the committee yet.
the
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Wayne Orr explained to Council that the tendering process for recreation
programs is part of the job requirements for the Recreation Coordinator. This function is carried out externally from the committee and noted that the township delivers the service and not the committees. He noted that in the past there were concerns about the grass being cut in time for soccer and-a student available to keep the grass cut regularly before the season starts. He further noted that the equipment can still be used and that committees asked for input on the tender process. He outlined the timelme for the
were
procyrement.Jartofthe rationale for this decision is that the area supervisor
for Portland Distrirtis retiring and this would be an opportunity to change
the process as part of the strategy to move forward. Mr. Orr commented that
he was aware of Rachael’s concerns and had responded to her email. He
recognized that the recreation program is still complicated and staff are just trying to move forward.
Deputy Mayor Tinlia felt that the comments of the CAO were bang on. He noted that the roles and mandate for committees need to be explained and at Council makes decisions based ou recommendations. He supported the CAO and staff to move forward with this tender.
Councillor Robinson felt that the damage had already been done and noted
that the township needs volunteers.
Wayne Orr stated that the process is being followed with respect to the procurement policy and staff are looking for direction from Council.
Councillor Vandewal responded to Councillor Robinson’s comments that Council is always poking the people. He agreed with the CAO and felt that
this is an attempt to bring all districts into compliance and to be equal. He noted that it is not good if all recreation members quit however Council does not deal with threats.
Councillor McDougall noted that area recreation committees have typically operated independently and some of the processes have been unclear.
Mayor Davison noted that if Council doesn’t know what to do, then they couldn’t expect staff to have clear direction.
Wayne Orr also pointed out that the delivery of the service doesn’t impact the
committee. He asked Council if parks maintenance in Portland is to be included.
Councillor Robinson was concerned with the impact of tendering the parks maintenance budget.
Mayor Davison replied that the impact on the budget is determined by the level of service required for each park.
Councillor Robinson requested a recorded vote on the proposed resolution. Resolution No. 2011-10-26
Moved by Councillor Vandewal
Seconded by Councillor Stowe
THAT Council supports the recommendation of management to tender Portland Recreation Parks Maintenance for 2011.
Carried.
RECORDED VOTES YES NO
ABSTAIN
YES
J. McDougall
D. Stowe
A. McPhail
M. Tinlin R. Vandewal
C.Naish B. Robinson
L. York
NO
ABSTAIN
Minutes of Council th March 15"’, 2011
14
G. Davison
Councillor Vandewal referred to the tender process and asked if Council could be provided with notice of these tenders. 12. Committee Minutes Resolution No. 2011-10-27
Moved by Councillor Vandewal
Seconded by Councillor Naish
THAT Council receives the committee minutes of the various Township .
^^iT^t^s^^^^?s^r^sfD^-?Lt^?I^!?.A?ttA2011!neetiJ?g:
Minutes of the Minutes of^theStorrmgton District Recreation Committee th meeting held September 27tn, 2010
.
?£luit?! ioofht^^torrington District Recreation Committee meeting held October 18In, 2010
.
Minutes of the Storrington District Recreation Committee meeting held December 13th, 2010
.
.
.
^I^tls ^oftht^^torrin8ton District Recreation Committee meeting held January 24ln, 2011 Minutes of theLoughborough District Recreation Committee meeting held January 31st, 2011 Minutes of the Corporate Services Committee meeting held February 23rd, 2011 Carried.
In Camera
Resolution No. 2011-10-28
Moved by Councillor Naish
Seconded by Councillor Vandewal
THAT the Council meeting of March 15th, 2011 move in-camera to discuss matters related to personnel, property matters and litigation. Carried. Resolution No. 2011-10-30
Moved by Councillor Naish
Seconded by Councillor Vandewal
THAT the Council meeting of March 15th, 2011 move out ofm-camera. Carried.
- Other Business Resolution No. 2011-10-31
Moved by Councillor Vandewal
Seconded by Councillor Naish
THAT Council approves the purchase of approximately 1.2 acres at $15,094.00 per acres from BMP (1985) Limited: AND FURTHER that the Mayor and the CAO be authorized to enter into an Carried. Assignment Agreement with BMP (1985) Limited. Wayne Orr referred to the information circulated to Council regarding a one day seminar on the “Essentials of Municipal Fire Protection for Fire Service th Leaders” to be held on April 14ln, 2011 at the Fireball located at 3910 Batters ea Road.
Resolution No. 2011-10-32
Moved by Councillor Vandewal
Seconded by Councillor Naish
THAT Deputy Mayor Tinlin attend the April 14, 2011 Fire Conference. Carried.
- Confirmatory By-law
Minutes of Council
15
th
March l5"\ 2011
Resolution No. 2011-10-33
Moved by Councillor Naish
Seconded by Councillor Vandewal
THAT By-law 2011-21, a by-law to confirm generally previous actions of the Council of theth Township of South Frontenac,~be given read a Brat and second
time this 15tn day of March 2011.
Carried.
Resolution No. 2011-10-34
Moved by Councillor Vandewal
Seconded by Councillor Naish
THAT By-law 2011-21, be read a third time, signed and sealed this 15thday of March 2011.
Carried.
- Adjournment Resolution No. 2011-10-35
Moved by Councillor Naish
Seconded by Councillor Vandewal
THAT the Council meeting of March 15th, 2011 be adj^n^d at 9:25 p.m. f \ Carried
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