Council - 18 Feb 2025 - Agenda — North Frontenac News Media

Published February 18, 2025

Word Count 27823 words

Reading Time 131 min read

Body: Council Type: Agenda Meeting: Regular Date: February 18, 2025 Collection: Council Agendas Municipality: South Frontenac

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Document Text

Page 1 of 101

Township of South Frontenac Council Meeting Agenda

TIME: DATE: PLACE:

7:00 PM, Tuesday, February 18, 2025 3910 Battersea Road, Battersea.

Call to Order

Resolution

That the Council meeting of February 18, 2025 be called to order at ___ p.m. 2.

Declaration of pecuniary interest and the general nature thereof

Approval of Agenda and Addendum

Resolution

That the agenda be approved, as presented. 4.

Scheduled Closed Session

Recess

Public Meeting

Delegations

Jim Pines will be present to speak to Council regarding municipal governance in relation to the Township of South Frontenac.

Briefings

Kyle Bolton, Director of Public Works, will provide a briefing to Council regarding Public Services departmental update.

Approval of Minutes

Resolution

4 - 14

15 - 20

That the minutes of the February 11, 2025 Council meeting be approved. 10.

Reports Requiring Action

Proposed Council Procedural By-law

21 - 85

That Council approve the draft Council Procedural By-law, attached to Report 2025-019 as Exhibit A, in principle, in order for a public meeting to be held in accordance with Bylaw 2016-73. b)

Blue Box Transition – Material from non-eligible sources

86 - 88

That Council direct the Public Services department to proceed with recycle depots at the Loughborough and Portland landfill sites for the collection of recycle materials from non-eligible sources to be funded within the approved 2025 operating budget.

Page 2 of 101

Advisory Committee Reports or Minutes

Reports Requiring Approval of By-laws

Load Restriction Changes – Fish Creek Bridge (Bob’s Lake Road)

89 - 94

That By-law 2025-12 being a By-law to Restrict the Weight of Vehicles Passing Over Fish Creek Bridge (Bob’s Lake Road), be given first and second reading; and That By-law 2025-12 be given third reading, signed, and sealed. 13.

Reports for Information

Award of Tender # PS-2025-01 – 2025 Surface Treatment Program

Committee of the Whole

Tabling of Documents

Communications

Notice of Motions

Rise and Report regarding County Council and External Boards

County Council

Cataraqui Conservation

Quinte Conservation

Rideau Valley Conservation Authority

Frontenac Community Arena Board

Announcements/Statements by Councillors

Closed Session (if requested)

Resolution

95 100

That Council resolve itself into the Committee of the Whole “Closed Meeting” to consider the following items:

Approval of the January 14, 2025 Committee of the Whole “Closed Meeting” Minutes.
Labour relations or employee negotiations - operations. b)

Approval of the January 14, 2025 Committee of the Whole “Closed Meeting” Minutes.

Labour relations or employee negotiations.

Resolution

That Council rise from the Committee of the Whole “Closed Meeting” without reporting. 21.

Confirmatory By-law

Resolution

101

That By-law 2025-13, 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. That By-law 2025-13, being the confirmatory by-law, be given third reading, signed and sealed.

Page 3 of 101

Adjournment

Resolution

That the Council meeting of February 18, 2025 be adjourned at ___ p.m. South Frontenac is a welcoming and thriving rural community

Public Services Department February 18, 2025 Briefing

Page 4 of 101

Legislative Requirements • Asset Management Plan – Overdue and may impact future Provincial funding. • Blue Box Transition – Transition date is July 1, 2025 • Consolidated Linear ECA • Accelerated High-Speed Internet Program (AHSIP)

Page 5 of 101

2024 Priorities • Asset Management Plan • Blue Box Transition • Facility Condition Assessment • Climate Action Plan • Stormwater Environmental Compliance Approval • Recreation Fee & Allocation Update • Occupational Health and Safety Act Page 6 of 101

2025 Department Priorities • Asset Management Plan • Blue Box Transition • Waste Management • Minimum Maintenance Standards (MMS) Inspections • Implement online recreation booking option • Health & Safety policies

Page 7 of 101

Asset Management Plan • Regulation requires AMP for non-core assets by July 1, 2024 • Next phase of the regulation requires proposed level of service for all assets by July 1, 2025 • Could impact future government funding Page 8 of 101

Blue Box Transition • The Townships transition date is July 1, 2025 • Township will continue to operate depots at northern landfill sites until the end of the season • Municipal facilities are considered non-eligible sources and will no longer receive curbside collection Page 9 of 101

Waste Management • Loughborough Landfill & Transfer Site • Waste Diversion • Update Waste Bylaw Page 10 of 101

Major Projects • Completion of Town Hall renovation • Start design of joint Fire & OPP facility • Road 38 reconstruction • Fish Creek and Eagle Creek bridges • Craig Rd and Westport Rd reconstruction

Page 11 of 101

Accelerated high-speed Internet Program (AHSIP) • Installation of utilities in the municipal right of way required municipal consents and approvals. • Installations started in 2024 with 27 municipal consent applications for 11.4km of length. • In the month of January, 2025 we have already received 23 applications for over 26km of road. Page 12 of 101

• Municipal consents require a lot of staff time to review and approve applications.

Questions?

Page 13 of 101

Page 14 of 101

Page 15 of 101 Minutes of Council February, 11, 2025

Township of South Frontenac Council Meeting Minutes

Meeting #3 Time: 7:00 PM Location: 3910 Battersea Road, Battersea Present: Ray Leonard, Doug Morey, Steve Pegrum, Norm Roberts, Deputy Mayor Randy Ruttan, Ron Sleeth, Scott Trueman, Adam Turcotte Regrets: Mayor Ron Vandewal Staff: Louise Fragnito - Chief Administrative Officer, James Thompson - Clerk, Heather Woodland - Deputy Clerk, Brad Wright - Director of Development Services, Kyle Bolton

Director of Public Services, Delbert Blakney - Director of Fire and Emergency Services, Stephanie Kuca - Interim Director of Finance, Troy Dunlop - Manager of Engineering and Capital Projects, Christine Woods - Manager of Planning Services, Noah Perron - Planner

Call to Order

Resolution Resolution No. 2025-03-01 Moved by Councillor Pegrum Seconded by Councillor Roberts That the Council meeting of February 11, 2025 be called to order at 7:00 p.m. Carried

2 a)

Declaration of pecuniary interest and the general nature thereof There were none.

Approval of Agenda and Addendum

Resolution Resolution No. 2025-03-02 Moved by Councillor Sleeth Seconded by Councillor Leonard That the agenda be approved, as presented. Carried

Scheduled Closed Session

Not applicable.

Recess

Public Meeting

Resolution Resolution No. 2025-03-03

Page 16 of 101 Minutes of Council February, 11, 2025 Moved by Councillor Turcotte Seconded by Councillor Sleeth That the public meeting be called to order. Carried b)

Notice of Collection The Deputy Clerk read the Notice of Collection.

Public Meeting for Reconstruction of Fish Creek Bridge Troy Dunlop, Manager of Engineering and Capital Projects, was present and provided a PowerPoint presentation. Councillor Pegrum inquired about proposed timelines and the coordination of closures for the project. Mr. Dunlop provided an overview of the project timelines and road closures. Councillor Sleeth inquired about the opportunity for local contractors to bid on the project. Mr. Dunlop provided an estimate on how this project might align based on past experience with procurement for other projects. Deputy Mayor Ruttan afforded members of the public the opportunity to provide comment. Members of the public did not provide comment.

Public Meeting for Zoning By-law Amendment Application PL-ZBA-2024-0138, Murray, 1133 Sassy Tree Lane Noah Perron, Planner, was present and provided a PowerPoint presentation. Deputy Mayor Ruttan afforded members of the public an opportunity to provide comment. Members of the public did not provide comment. Councillor Roberts withdrew from the meeting at 7:20 p.m. and returned at 7:26 p.m.

Public Meeting for Zoning By-law Amendment Application PL-ZBA-2024-0131, McCaldon, 1015 Little Deer Lane Christine Woods, Manager of Planning Services was present and provided a PowerPoint presentation. Deputy Mayor Ruttan afforded members of the public an opportunity to provide comments. Members of the public did not provide comments.

Resolution Resolution No. 2025-03-04 Moved by Councillor Roberts Seconded by Councillor Pegrum That the public meeting be closed. Carried

Delegations

There were none.

Page 2 of 6

Page 17 of 101 Minutes of Council February, 11, 2025 8

Briefings

There were none.

Approval of Minutes

Resolution Resolution No. 2025-03-05 Moved by Councillor Leonard Seconded by Councillor Sleeth That the minutes of the January 30, 2025 Council meeting be approved. Carried

Reports Requiring Action

Noise By-Law Exemption Request Resolution No. 2025-03-06 Moved by Councillor Turcotte Seconded by Councillor Trueman That Janssen Adriano be granted an exemption from Section 4, (Schedule 1, Clause 7) of By-law Number 2015-41, As Amended, “A By-Law to Prohibit and Regulate Noise Within The Township of South Frontenac”, to permit the discharge of consumer fireworks at 86 Palmer Lane, Tichborne (Burridge Lake) on August 30, 2025 between 9:00 p.m. and 10:00 p.m.; it being understood that the exemption to discharge consumer fireworks does not permit the discharge of fireworks should the discharge of consumer fireworks be prohibited by other Township of South Frontenac By-Laws including but not limited to By-Law 201268, as amended, Ontario Regulations or Provincial Legislation. Carried

Household Hazardous Waste Depot – Contract Extension Resolution No. 2025-03-07 Moved by Councillor Morey Seconded by Councillor Leonard That Council approve a two-year contract extension with Brendar Environmental for the operation of the Household Hazardous Waste Depot as per the terms and conditions of the offer of extension (Exhibit A) until March 31st, 2027. Carried

Advisory Committee Reports or Minutes

There were none.

Reports Requiring Approval of By-laws

P-PSAP Agreement Resolution No. 2025-03-08 Moved by Councillor Sleeth Seconded by Councillor Roberts That By-law 2025-04 being a By-law to authorize the signing of the new 911 Primary Public Safety Answering Point (P-PSAP) services agreement with the Ontario Provincial Police (OPP), be given first and second reading; and Carried Resolution No. 2025-03-09 Moved by Councillor Sleeth Seconded by Councillor Roberts

Page 3 of 6

Page 18 of 101 Minutes of Council February, 11, 2025 That By-law 2025-04 be given third reading, signed and sealed.

Zoning By-law Amendment Application PL-ZBA-2024-0116, Brown, 6231 Battersea Road Resolution No. 2025-03-10 Moved by Councillor Turcotte Seconded by Councillor Pegrum That By-law 2025-05 being a By-law to amend the zoning on lands known as 6231 Battersea Road, Part of Lot 17, Concession 11, District of Storrington, Township of South Frontenac, be given first and second reading. Carried Resolution No. 2025-03-11 Moved by Councillor Turcotte Seconded by Councillor Pegrum That By-law 2025-05 be given third reading, signed and sealed. Carried

Public Meeting for Zoning By-law Amendment Application PL-ZBA-2024-0138, Murray, 1133 Sassy Tree Lane Resolution No. 2025-03-12 Moved by Councillor Turcotte Seconded by Councillor Trueman That By-law 2025-06 being a By-law to amend By-law 2003-75, as amended, to rezone a portion of the lands civically addressed as 1133 Sassy Tree Lane from RU to RLSW, be given first and second reading. Carried Resolution No. 2025-03-13 Moved by Councillor Turcotte Seconded by Councillor Trueman That By-law 2025-06 be given third reading, signed and sealed. Carried

2025 Interim Tax Levy Resolution No. 2025-03-14 Moved by Councillor Morey Seconded by Councillor Roberts That By-law 2025-07 being a By-law to establish interim property taxes for 2025, be given first and second reading. Carried Resolution No. 2025-03-15 Moved by Councillor Morey Seconded by Councillor Roberts That By-law 2025-07 be given third reading, signed and sealed. Carried

LA-2025-001 (Featherston & D’Amour-Featherston) Licence Agreement Application, 2498 Sands Road, Road Allowance Between Lot 6 and Lot 7 Concession 8 Storrington Resolution No. 2025-03-16

Page 4 of 6

Page 19 of 101 Minutes of Council February, 11, 2025 Moved by Councillor Roberts Seconded by Councillor Leonard That By-law 2025-08 being a By-law to authorize the Mayor and Clerk to enter into a Licence Agreement with the applicants Taylor Featherson and Amanda D’Amour-Featherston for the purpose of recognizing the existing use of the unopened road allowance between Lot 6 and Lot 7 Concession 8 Storrington, be given first and second reading. Carried Resolution No. 2025-03-17 Moved by Councillor Roberts Seconded by Councillor Leonard That By-law 2025-08 be given third reading, signed and sealed. Carried f)

LA-2025-002 (Deaves and Archibald) Licence Agreement Application, 6438 Bedford Road, Road Allowance Between Concession 10 and 11, Lot 10 Loughborough Resolution No. 2025-03-18 Moved by Councillor Trueman Seconded by Councillor Sleeth That By-law 2025-09 being a By-law to authorize the Mayor and Clerk to enter into a Licence Agreement with the applicants Michael Deaves and Renee Archibald for the purpose of recognizing the existing use of the unopened road allowance between Concession 10 and 11, Lot 10 Loughborough, be given first and second reading. Carried Resolution No. 2025-03-19 Moved by Councillor Trueman Seconded by Councillor Sleeth That By-law 2025-09 be given third reading, signed and sealed. Carried

LA-2025-003 (SNZ Holdings Inc.) Licence Agreement Application, 1425 Rutledge Road, Road Allowance Between Concession 4 and 5, Loughborough Resolution No. 2025-03-20 Moved by Councillor Pegrum Seconded by Councillor Turcotte That By-law 2025-10 being a By-law to authorize the Mayor and Clerk to enter into a Licence Agreement with the applicant SNZ Holdings Inc. for the purpose of recognizing the existing use of the unopened road allowance between Concession 4 and 5, Loughborough, be given first and second reading. Carried Resolution No. 2025-03-21 Moved by Councillor Pegrum Seconded by Councillor Turcotte That By-law 2025-10 be given third reading, signed and sealed. Carried

Reports for Information

Public Services – Q4 Update

Committee of the Whole

Page 5 of 6

Page 20 of 101 Minutes of Council February, 11, 2025 a)

Not applicable.

Tabling of Documents

There were none.

Communications

There were none.

Notice of Motions

There were none.

Rise and Report regarding County Council and External Boards

There were none.

Announcements/Statements by Councillors

There were none.

Closed Session (if requested)

Not applicable.

Confirmatory By-law

Resolution Resolution No. 2025-03-22 Moved by Councillor Leonard Seconded by Councillor Roberts That By-law 2025-11, 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. 2025-03-23 Moved by Councillor Leonard Seconded by Councillor Roberts That By-law 2025-11, being the confirmatory by-law, be given third reading, signed and sealed. Carried

Adjournment

Resolution Resolution No. 2025-03-24 Moved by Councillor Morey Seconded by Councillor Trueman That the Council meeting of February 11, 2025 be adjourned at 7:50 p.m. Carried

Ron Vandewal, Mayor James Thompson, Clerk South Frontenac is a welcoming and thriving rural community

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Page 21 of 101

To:

Council

From:

Office of the Clerk

Date of Meeting:

February 18, 2025

Subject:

Proposed Council Procedural By-law

Report Number:

2025-019

Summary The purpose of the Report is to provide background information to Council regarding the proposed procedural by-law. The by-law seeks to replace the existing Procedural By-law in its entirety with a harmonized and uniform procedural structure which will ensure that the Township of South Frontenac continues to operate in an accessible, transparent and legislatively sound manner. Recommendation That Council approve the draft Council Procedural By-law, attached to Report 2025-019 as Exhibit A, in principle, in order for a public meeting to be held in accordance with By-law 2016-73. Background Section 238 (2) of the Municipal Act, 2001 stipulates that: “Every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings.” A procedural by-law establishes the way in which Council (its committees), staff and members of the public conduct themselves during formal meetings. Further, a procedural by-law outlines rules related to calling a meeting, how and who shall participate in meetings, where the meeting will be held, what issues will be considered as well as notice expectations. Further, Schedule “5” of By-law 2016-73, “A By-Law to Prescribe the Form and Manner and Times for the Provision of Notice” requires that four weeks notice be provided in advance of the public meeting regarding the consideration of a proposed Procedural By-law. Discussion/Analysis The current Township Procedural By-law (By-law 2017-76) was approved on December 5, 2017. By-law 2017-76 has been subsequently amended on several occasions. Most www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-019

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recently, By-law 2017-76 has been amended by By-laws 2023-05, 2023-44, 2023-92 and By-law 2024-28. For reference purposes, By-law 2017-76, As Amended, is attached to the Report as Exhibit B. Due to the relative “old age” of By-law 2017-76 and numerous amendments to the document, staff are of the opinion that the Township would benefit from operating in accordance with a comprehensively updated procedural by-law. As such, staff have prepared the proposed procedural by-law, attached to the Report as Exhibit A. While largely based on a standardized framework provided by The Association of Municipal Managers, Clerks and Treasurers of Ontario, the document has been refined to meet the needs of the Township. Additionally, the proposed procedural by-law incorporates many of the recent amendments approved by Council related to By-law 2017-76, As Amended, and is reflective of advice received by the Township Solicitor. Staff acknowledge that while the length of the proposed procedural by-law is approximately three times the length of By-law 2017-76, As Amended, the scope of the proposed procedural by-law is justifiable as the document outlines considerable procedural mechanisms and processes. It is beneficial for the municipality to have the necessary processes in place in an accountable, open and transparent manner rather than addressing situations in an ad-hoc fashion. With an understanding of the general framework of the proposed Procedural By-law, the following will outline significant deviation from By-law 2017-76, As Amended. Any other sections are generally in keeping with By-law 2017-76, As Amended except for minor updates such as definitions or wording updates for further clarity are not included. Summary of Article IV. “Meetings”: Article IV. includes two new clauses which reads as follows: Clause 1: “4.6

Emergency meeting of Council

Notwithstanding any other provision of this By-law, an Emergency meeting of Council may be held, without written notice, to deal with an emergency or extraordinary situation, provided that an attempt has been made by the Clerk or their designate to notify the Members about the meeting as soon as possible and in the most expedient manner available.” Clause 2: “4.13.3 No Member shall participate in a meeting, through electronic means, when the meeting is closed to the public.” Summary of Article V. “Roles” The content outlined in the Roles Article of the proposed By-law is generally reflective of the Municipal Act but did not form part of By-law 2017-76, As Amended. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-019

Page 23 of 101

It is worthy to note that the following clause was added to provide clarity regarding the role of the Deputy Mayor: Deputy Mayor

“5.6 a)

Pursuant to Section 23.1 of the Municipal Act, the Deputy Mayor is hereby delegated the authority to act from time to time when the Mayor is unable or refuses to act or the office is vacant to provide representation at Meetings or events, to sign legal documents pursuant to Subsection 6.2.8 of this By-Law, and to act in any other capacity as required to fulfill the obligations and requirements generally performed by the Mayor.”

Summary of Article X. “Order of Business – Agenda”: The Order of Business - Agenda of the proposed By-law is generally in keeping with By-law 2017-76, As Amended. However, it is proposed that the Order of Business currently utilized as outlined in By-law 2017-76 be altered to include agenda items entitled; “Ceremonial Presentations” and “New Business”. Further information regarding the proposed “Ceremonial Presentations” and “New Business” sections of the agenda will be provided later in the Report. Additionally, the “Rise and Report regarding Council and External Boards” has been removed and Staff propose that in lieu of the current process that the process be altered to include agendas and other correspondence from the County of Frontenac, Conservation Authorities, Frontenac O.P.P. Detachment Board and the Frontenac Community Arena Board under the Tabling of Documents section of the agenda. Further, following conversations with the Township Solicitor, the “Announcements/ Statement by Councillors” section of the agenda has been removed. Summary of Article XII. “Briefings, Ceremonial Presentations, Delegations and Public Meetings”: The following clause regarding “Presentations” was added to the proposed By-law: “Ceremonial Presentations Ceremonial presentations shall be limited to five minutes; it being understood that the Mayor at their sole discretion may grant a member of the public additional time to complete the Ceremonial Presentation. 12.4.1.There shall be a maximum of three ceremonial presentations per Meeting. Additionally, Section12.1. m). was amended to include a new clause “e” to read as follows”: “No Delegations shall be permitted on the following topics: (a) labour relations or staff negotiations; (b) an application submitted under the Planning Act or By-law 2024-66; (c) a Notice of Motion; (d) litigation or administrative tribunal proceedings that are either expected to proceed, that are currently proceeding, or that have already been decided by a court or tribunal; (e) By-law enforcement proceedings (f) tenders, requests for proposals or other procurement issues; (g) any matter that is not within the jurisdiction of Council or the Committee of the Whole, as determined www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-019

Page 24 of 101

by the Mayor in consultation with the Clerk; and (h) any matter that is properly the subject of a Closed Session.” Summary of Article XIII. “By-laws”: The By-laws Article of the proposed By-law has been significantly altered. Staff propose that the consideration and subsequent approval of by-laws occur in a revised fashion. Section 13.5 of the proposed By-law states as follows: “A By-law may be debated or amended before final adoption by Council; it being understood that debate or amendments shall occur during consideration of the matter during the Reports from Administration portion of the agenda.” To illustrate the proposed process, an example based on the February 11, 2025 Council agenda will be utilized. Example (Proposed New Wording): Agenda Item: Reports from Administration

Zoning By-law Amendment Application PL-ZBA-2024-0138, Murray, XXXX Sassy Tree Lane (See By-Law Number (1), 2025-06) That the application for a Zoning By-law amendment (PL-ZBA-2024-0138) submitted by XXX on behalf of XXX, for the property municipally known as 1133 Sassy Tree Lane, be approved; That By-law 2025-06 being a By-law to amend By-law 2003-75, as amended, to rezone a portion of the lands civically addressed as XXXX Sassy Tree Lane from RU to RLSW, be given first and second reading; and That the amending By-Law be presented to Council for third reading. It is proposed that deliberation would occur as follows: i. Introduction of Business Item (Mayor) ii. Put Motion on the Floor (Clerk) iv. Deliberations v. Vote It is further proposed that during the “Approval of By-laws” section of the agenda that all of the bylaws which received first and second reading earlier in the meeting be giving third reading in a singular vote. Agenda Item: Approval of By-laws Example: Resolution: That By-Law Numbers (1) through (3) be given their third reading. Note: This matter will be further explained during the training session related to the By-law. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-019

Page 25 of 101

Additionally, staff propose that the following clause be included in the By-law: “13.12 The Clerk, in consultation with the Chief Administrative Officer, may make the following changes to by-laws: a) correct spelling, punctuation or grammatical errors, or errors which are clerical, typographical, arithmetic or similar in nature; b) alter the style or presentation of text or graphics to improve electronic or print presentation; c) replace a description of a date or time with an actual date or time; d) if a provision provides that it is contingent on the occurrence of a future event and the event occurs, remove text referring to the contingency and make any other changes that are required as a result; e) correct errors in the numbering or provisions or other portions of a by-law and make any changes in cross-references that are required as a result; f) if a provision of a transitional nature is contained in a by-law, make any changes that are required as a result; and g) make a correction, if it is obvious both that an error has been made and what correction should be taken to more fully represent the intention of Council.” Summary of Article XVII. “New Business”: The content outlined in the New Business Article of the proposed By-law did not form part of By-law 2017-76, As Amended. New Business of routine nature would include a matter in which Council approval is required but relates to an approved policy or practice and is generally considered a procedural or “housekeeping” matter. Examples of New Business – Routine Nature would include: That the resignation of Councillor XXX from the Heritage Advisory Committee be received with regret. or That the Council of the Township of South Frontenac hold all meetings at the Storrington Centre until the conclusion of the renovation of the Town Hall. Summary of Article XVIII. “Reports”: The content outlined in the Report Article of the proposed By-law did not form part of Bylaw 2017-76, As Amended but has been updated to reflect current practice. Summary of Article XXI. “Parliamentary Process – Motions”: The content outlined in the Parliamentary Process – Motions Article of the proposed By-law did not form part of By-law 2017-76, As Amended. It provides proper procedure in relation to events within Council proceedings such as motions, request for information and point of order.

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-019

Page 26 of 101

Next Steps: Upon receipt of direction from Council, a public meeting is proposed to be held on April 1, 2025 to receive input regarding the proposed Council Procedural By-law attached to the Report as Exhibit A. Should the proposed by-law be approved by Council, staff will hold an educational session to provide training regarding the new by-law prior to the by-law coming into effect. Minor administrative amendments to the Committee By-law will be required should the proposed by-law be approved. 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: Municipal Service Excellence

Climate Considerations ☒ Not applicable to this report. Notice/Consultation Louise Fragnito, Chief Administrative Officer Heather Woodland, Deputy Clerk Tony Fleming, Township Solicitor Attachments Exhibit A – Draft Council Procedural By-law Exhibit B – By-law 2017-76, As Amended – Current Procedural By-law 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.

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Corporation of the Township of South Frontenac

A By-Law to Govern the Proceedings of The Council Of The Corporation Of The Township of South Frontenac By-Law Number 2025-XX

Short Title: “The Procedural By-law”

Page 28 of 101 Township of South Frontenac By-Law Number 2025-XX Page 2 of 43 Consolidation Of Amendments Subject

Amending By-Law

Effective Date

The By-law numbers highlighted in this consolidation refer to the By-laws that amended the principal By-Law (By-law 2025-XX). Original copies are obtainable upon request from the Clerk’s Department.

Page 29 of 101 Township of South Frontenac By-Law Number 2025-XX Page 3 of 43 The Corporation of The Township of South Frontenac By-law Number 2025-XX A By-Law to Govern the Proceedings of The Council of The Corporation of The Township of South Frontenac Whereas the Ontario Municipal Act, 2001, authorizes the Council of every municipality to pass By-laws for governing the proceedings of its Council, the conduct of its Members and the calling of meetings; and Whereas Section 238 (2) further indicates that every municipality and local board shall pass a Procedural By-law for governing the calling, place and proceedings of meetings; Therefore Be It Resolved That the Council of the Corporation of The Township of South Frontenac enacts as follows: Article I Short Title 1. Citation This By-law may be referred to as “The Procedural By-law”. Article II Interpretation Abstention “Abstention” means a refusal to vote either for or against a proposal. Act “Act” means the Ontario Municipal Act, 2001, as amended from time to time. Deputy Mayor “Deputy Mayor” means the Members of Council appointed, under the By-law to act from time to time in the place and stead of Mayor. Addendum “Addendum” means a listing of the items to be added to or withdrawn from a published Agenda. Adjourn “Adjourn” in an unqualified manner, means that the adjournment is effective immediately.

Page 30 of 101 Township of South Frontenac By-Law Number 2025-XX Page 4 of 43 Administration “Administration” means union staff, non-union staff and consultants, contractors or any other entity retained to act on behalf of the Township of South Frontenac. Briefing “Briefing” means a verbal update to Council or the Committee of the Whole by Township Staff or consultants to the Township or someone with expertise who has been invited by Council or the Committee of the Whole. Chair “Chair” means the Mayor, Deputy Mayor or Chairperson who is actually presiding at the time that the meeting is being held. Chief Administrative Officer “Chief Administrative Officer” means the Chief Administrative Officer (CAO) of the Township of South Frontenac as designated by By-law. Clerk “Clerk” means the Clerk of the Township of South Frontenac as authorized by the Municipal Act and appointed by By-law. Committee “Committee” means a standing committee, advisory committee, legislated committee, community committee or special purpose (ad hoc) committee established by Council, but does not include the Committee of the Whole. Committee of the Whole “Committee of the Whole” means a meeting of Elected Members of Council, meeting for purposes of giving detailed deliberation to a matter under consideration and more thorough discussions of the matter to inform Council before it votes at a meeting of Council. Council “Council” means elected members of Council of the Township of South Frontenac whom were elected by registered voters or who have been appointed by virtue of a vacancy. Debate “Debate” means a discussion to put forth reasons for or against, in which a difference of opinion may be expressed. Delegation “Delegation” means an address to Council made at the request of a person wishing to speak.

Page 31 of 101 Township of South Frontenac By-Law Number 2025-XX Page 5 of 43 Department Head “Department Head” means directors, managers as well as the Chief Building Official, Deputy Clerk, Deputy Fire Chief, Deputy Chief Building Official and Deputy Treasurer. In-Camera Meeting “In Camera” means a meeting or portion of a meeting closed to the general public. Local Board “Local Board” means a municipal service board, transportation commission, public library board, board of health, police services board, planning board, or any other board commission, committee, body or local authority established or exercising any power under any Act with respect to the affairs or purposes of one or more municipalities, excluding a school board and a conservation authority. Meeting “Meeting” means any regular, special or other meeting of a Council or committee where a quorum of Members is present and Members discuss or otherwise deal with any matter in a way that materially advances the business or decision-making of the Council, or committee. Members “Members” means an elected member of the Council or committee of the Township of South Frontenac. Municipal Corporation “Municipal Corporation” means the Corporation of the Township of South Frontenac. Point of Information “Point of Information” means a request through the Chair, for information relevant to the business at hand, but not related to parliamentary procedure. Point of Order “Point of Order” means a matter that a Member considers to be a departure from or contravention of the rules, procedures or generally accepted practices of Council. Question of Privilege “Question of Privilege” means a matter that a Member considers to question their integrity or the integrity of Council, which relates to the rights and privileges of the assembly or any of its Members to be brought up for possible immediate consideration because of its urgency. Recorded Vote “Recorded Vote,” means the making of a written record of the names and the vote of each Member who votes on a formal question. Seal “Seal” means the authenticating seal of the Township of South Frontenac.

Page 32 of 101 Township of South Frontenac By-Law Number 2025-XX Page 6 of 43 Article III General Provisions 3.1 The rules and regulations contained in this By-law shall be observed in all proceedings of Council and shall be the rules and regulations for the order and dispatch of business of all Council meetings and committee meetings in so far as they are applicable or as otherwise provided for in the Committee By-law and shall be suspended by a two-thirds (2/3) vote of Members of the Council or committee present and voting, and any such vote to suspend shall not be debatable or amendable. 3.2 The Calculation of two-thirds (2/3) vote shall be rounded upwards to the next highest (full) decimal. 3.3 Governing legislation, Procedural By-law, Committee By-law or any standing or special rules of order adopted by the Township of South Frontenac shall govern the procedures of the Council and its committees. Where inconsistencies exist, the current edition of “Robert’s Rules of Order” shall be the parliamentary authority, which governs the proceedings of the Township of South Frontenac. 3.4

If any provision or provisions of this By-law shall be held to be invalid, illegal, unenforceable or in conflict with the law of any jurisdiction, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby.

3.5

The use of the terms “Agency”, “Committee” and “Board” shall be used interchangeably.

Page 33 of 101 Township of South Frontenac By-Law Number 2025-XX Page 7 of 43 Article IV Meetings 4.1 First Council meeting following Regular Election The first meeting of Council shall be held in accordance with the provisions of the Municipal Act. 4.1.1

The order of business at the Inaugural meeting shall include:

Declaration of office - Mayor;

Declaration of office - Members of Council;

Mayor’s inaugural address;

Passage of Confirmation By-Law and any other relevant by-laws; and

Other ceremonial proceedings as deemed appropriate by the Mayor, Chief Administrative Officer, or Clerk.

4.2 Regular Council meetings Regular Council meetings shall be held on the first, second and third Tuesday of each month, commencing at 7:00 p.m. at such place within the Township of South Frontenac designated for such purpose by the Council and shall be held in accordance with the annual schedule of meetings of Council and Committees of Council as prepared by the Clerk. 4.3 Notwithstanding the provisions of Section 4.2 of this By-law, there shall be one meeting of Council during the months of July and August, the meetings shall be held on the third Tuesday of July and the second Tuesday of August. 4.4 Notice shall be given of all Regular Council meetings on the previous agenda immediately following the “Confirmation By-law” unless the day of the meeting is other than that provided under Sections 4.1, 4.2 and 4.3. 4.5 Special meetings of Council 4.5.1.

In addition to regular Council meetings, the Mayor may at any time summon a Special meeting of Council by giving direction to the Clerk, stating the date, time and purpose of the Special meeting of Council.

4.5.2

Upon receipt of the petition of the majority of the Members, the Clerk shall summon a Special meeting for the purpose and at the date and time mentioned in the petition.

4.5.3

The Clerk shall give all Members notice of a Special meeting of Council at least twenty-four (24) hours before the time appointed for such meeting.

Page 34 of 101 Township of South Frontenac By-Law Number 2025-XX Page 8 of 43 4.5.4

Notice may be given by delivering a notice personally to a Member, by leaving such notice at his/her residence or place of business, or by facsimile transmission to such residence or place of business, or by electronic mail, or by telephone.

4.5.5

The written or verbal notice shall indicate the nature of the business to be considered, date, time and place of the Special meeting.

4.5.6

No business other than that indicated in the written or verbal notice shall be considered at the Special meeting.

4.5.7

All Special meetings of Council shall be held at the location of the last regular meeting of Council, unless an alternative location is specified in the notice of meeting.

4.6 Emergency meeting of Council Notwithstanding any other provision of this By-law, an Emergency meeting of Council may be held, without written notice, to deal with an emergency or extraordinary situation, provided that an attempt has been made by the Clerk or their designate to notify the Members about the meeting as soon as possible and in the most expedient manner available. 4.7 All Council meetings shall be held within the Council Chamber located at 4432 George Street, Sydenham. In the event of an Emergency being declared by the Head of Council or any other Lead Agency as identified within the Emergency Management and Civil Protection Act within the confines of a declared emergency, where the Town Hall located at 4432 George Street, Sydenham is not accessible, the Council shall be asked to meet at an identified location accessible by all Members of Council. 4.8 Meetings of Council and its committees shall be open to the public with the exception of those meetings as provided within Sections 4.9,; and as provided for under Section 239 (2, 3 and 3.1) of the Municipal Act. 4.9 Closed (“In Camera”) meetings of Council A meeting or part of a meeting of the Council may be closed to the public if the subject matter being considered is: 1

The security of the property of the municipality or local board;

Personal matters about an identifiable individual, including municipal or local board employees;

A proposed or pending acquisition or disposition of land by the municipality or local board;

Labour relations or employee negotiations;

Part VI – Practices and Procedures Ontario Municipal Act

Page 35 of 101 Township of South Frontenac By-Law Number 2025-XX Page 9 of 43 e)

Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;

Advice that is subject to solicitor-client privilege, including communications necessary for that purpose;

A matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act;

Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them;

A trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization;

A trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value; or

A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board.

A request under the Municipal Freedom of Information and Protection of Privacy Act, if the council, board, commission or other body is the head of an institution for the purposes of that Act; or

An ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 (1) of this Act, or the investigator referred to in subsection 239.2 (1).

A meeting of a council or local board or of a committee of either of them may be closed to the public if the following conditions are both satisfied: 1.

The meeting is held for the purpose of educating or training the Members.

At the meeting, no Member shall discuss or otherwise deal with any matter in a way that materially advances the business or decisionmaking of the council, local board or committee.

Page 36 of 101 Township of South Frontenac By-Law Number 2025-XX Page 10 of 43 4.10 Prior to holding a meeting, which is closed to the public, Council shall pass a resolution stating the purpose of the holding of the closed meeting and including the general nature of the matter to be considered at the closed meeting. 2 4.11 All closed to the public, In Camera meetings shall be held by the Committee of the Whole either immediately prior or following the public Council meeting. The start time shall be established by the Clerk in consultation with the Mayor and Chief Administrative Officer based on the nature of the items of business on the agenda. 4.11.1 In the event that the In Camera agenda items are not completed in the allotted time prior to the public Council meeting, the In Camera meeting may be recessed. The recessed meeting may then resume following completion of the Regular meeting business items and prior to the passing of the Confirmation By-law. 4.12 Members are to ensure that confidential matters disclosed to them during meetings closed to the public, are kept confidential. Any Member, who contravenes the confidentiality clause, may be subject, by majority vote of the Council, to sanctions in accordance to Section 7.9 of the Procedural By-law and of the adopted “Code of Conduct” policy. 4.13 Electronic Meetings 3 A regular Council meeting, special meeting or emergency meeting may be conducted by Electronic Meeting. 4.13.1 The Council may provide that a Member of Council can participate electronically in a meeting, which is open to the public. 4.13.2 Any Member, who participates through electronic means, during a public meeting, shall have the same rights and responsibilities as if the Member was in physical attendance at the meeting, including the right to vote and is included in consideration of quorum. 4.13.3 No Member shall participate in a meeting, through electronic means, when the meeting is closed to the public. 4.13.4 A public notice of an electronic meeting shall include sufficient information as to provide the public with a means to electronically access the open session of such electronic meeting. 4.13.5 Notwithstanding anything to the contrary contained in this By-Law, during an inperson meeting at which Members are generally physically present, Township staff (at the discretion of the Chief Administrative Officer) and members of the public entitled to attend at the meeting (including, without limitation, Delegations 2 Sec.239(4) Ontario Municipal Act

3 Sec. 238(3.1) Ontario Municipal Act

Page 37 of 101 Township of South Frontenac By-Law Number 2025-XX Page 11 of 43 and presenters) may participate in the meeting via electronic means, subject to applicable laws and available technology. 4.14 No item of business other than the Confirmation By-law shall be considered at a meeting of the Council, after the hour of 11:00 p.m. 4.15 Should the Members of Council reach the hour of 10:45 p.m., and they wish to continue the ongoing meeting until remaining items listed on the Agenda have been dealt with, a Motion to Suspend the Rules of Order (Section. 3.1) of this By-law shall be introduced and a two-thirds (2/3’s) vote of the Members present and voting shall be required. 4.16 Committee of the Whole Committee of Whole Meetings shall be held at the call of the Mayor or Clerk, as required, to discuss in a less formal setting, matters that are under consideration and to which the matter is then referred to Council at its Regular public meeting for action. 4.16.1 Council may meet as Committee of the Whole during a Regular meeting if included on the agenda. Council may meet as Committee of the Whole during a regular Council meeting when it is not scheduled by way of a Motion and an affirmative vote of at least two-thirds of the Members present and voting at the meeting. 4.16.2 When the Council enters into a meeting of the Committee of the Whole, the Mayor may preside or at any time, may leave the Chair and appoint the Deputy Mayor as Chairperson and who shall Chair the meeting and maintain order. The Mayor then takes their place as a Member of the Committee. 4.16.3 When in Committee of the Whole, a Member cannot request to alter the text of any resolution referred to it; but it can propose amendments, which it must report in the form of a recommendation at the Regular public meeting, where the matter is to be voted on. 4.16.4 The Members shall not take any vote to advance the business of the municipality, in Committee of the Whole meetings, unless the vote is to offer amendments, after which the amendments shall be offered as a recommendation to be voted on during the regular public meeting.

Page 38 of 101 Township of South Frontenac By-Law Number 2025-XX Page 12 of 43 Article V Roles 5.1 Council It is the role of Council to: 4 a)

Represent the public and to consider the well-being and interest of the municipality;

Develop and evaluate the policies and programs of the municipality;

Determine which services the municipality provides;

Ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of council

Ensure the accountability and transparency of the operations of the municipality, including the activities of the senior management of the municipality;

Maintain the financial integrity of the municipality; and

Carry out the duties of council under the Ontario Municipal Act or any other act.

5.1.1

No individual Council Member may direct any member of staff to perform such duties that have not been authorized by resolution of the Council.

5.1.2

Members of Council shall respect and adhere to the Policies set by the Council and under no circumstances take it upon themselves individually to circumvent established policies.

5.1.3

Council Members will liaise with the Chief Administrative Officer on any given matter concerning the municipality.

5.1.4

Questions or issues surrounding operational concerns or complaints shall be directed to the Chief Administrative Officer or Department Head, who will then direct the questions or issues to the appropriate staff person.

5.2 Head of Council It is the role of the Head of Council to: 5 a)

Act as Chief Executive Officer (CEO) of the municipality;

Preside over Council Meetings so that its business can be carried out efficiently and effectively;

Provide leadership to the Council;

4 Sec. 224 Ontario Municipal Act 5

Sec. 225 & 226 Ontario Municipal Act

Page 39 of 101 Township of South Frontenac By-Law Number 2025-XX Page 13 of 43 d)

Provide information and recommendations to the Council with respect to the role of council as described in section 5.1 d) and e) above; (without limiting section (5.2(c))

Represent the municipality at official functions;

Carry out the duties of the head of council under this or any other Act;

Uphold and promote the purposes of the municipality;

Promote public involvement in the municipality’s activities;

Act as the representative of the municipality both within and outside the municipality, and promote the municipality locally, nationally and internationally; and

Participate in and foster activities that enhance the economic social and environmental well-being of the municipality and its residents.

5.3 Chief Administrative Officer It is the role of the Chief Administrative Officer to: 6 a)

Exercise general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality and the staff placed under his/her supervision; and

Perform such other duties as assigned by the municipality.

5.4 Clerk It is the role of the Clerk to: 7 a)

Record, without note or comment, all resolutions, decisions and other proceedings of the Council;

Record the name and vote of every Member voting on any matter or question, if required by any Member present at a vote;

Keep the originals or copies of all By-laws and of all minutes of the proceedings of the Council;

Perform the other duties required under the Ontario Municipal Act, the Municipal Elections Act, and any other Act; and

Perform such duties as are assigned by the municipality.

5.4.1 The Clerk may delegate in writing to any person, other than a Member of Council, any of the Clerk’s powers and duties under this and any other Act.

6 7

Sec. 229 Ontario Municipal Act Sec. 228 Ontario Municipal Act

Page 40 of 101 Township of South Frontenac By-Law Number 2025-XX Page 14 of 43 a)

Despite the delegation, the Clerk may continue to exercise the delegated powers and duties.

5.5 Municipal Administration It is the role of municipal administration to: a)

Implement decisions of Council and establish administrative practices and procedures to carry out decisions of Council;

Undertake research and provide advice to Council on the policies and programs of the municipality; and

Carry out other duties required under this or any Act and other duties assigned by the municipality.

5.6 Deputy Mayor a) Pursuant to Section 23.1 of the Municipal Act, the Deputy Mayor is hereby delegated the authority to act from time to time when the Mayor is unable or refuses to act or the office is vacant to provide representation at Meetings or events, to sign legal documents pursuant to Section 6.2.8 of this By-Law, and to act in any other capacity as required to fulfill the obligations and requirements generally performed by the Mayor.

Page 41 of 101 Township of South Frontenac By-Law Number 2025-XX Page 15 of 43 Article VI Duties 6.1 Council 6.1.1

Members of Council shall come prepared to every meeting where their participation is required, by having read all the material supplied, including agendas and staff reports, to facilitate discussion and the determination of action at the meeting. Whenever possible, the Members(s) shall make inquiries to Department Heads regarding materials supplied in advance of the meeting.

6.1.2

All requests for substantive reports shall be by Council resolution, which shall identify the appropriate Department Head and objectives of the report as well as a return date for the report.

6.1.3

No Members(s) shall have the authority to direct or interfere with the performance of any work by Administration or acting on behalf of or retained by the Municipality. All inquiries shall be directed through the office of the Chief Administrator.

6.2 Mayor (Chairperson) 6.2.1

The Mayor shall preside over the conduct of meetings, including the preservation of good order and decorum, ruling on points of order and deciding all questions relating to the orderly procedure of the meeting, subject to an appeal to the Council or Committee, as the case may be.

6.2.2

The Mayor shall recognize any Member of Council who wishes to speak and determine the order of the speakers.

6.2.3

The Mayor shall receive and submit in the proper manner, all motions presented by the Members and to put to vote all questions, which are duly moved, and to announce the result.

6.2.4

The Mayor may speak and/or vote on any question, but if they wish to make a motion, they shall first leave the Chair by designating the Deputy Mayor to Chair the meeting. Should the Deputy Mayor be absent, by designating another Member to act in their stead until such time as the motion(s) and any amending motion to the main question have been decided upon and after which they shall resume the Chair.

6.2.5

It shall be the duty of the Mayor to restrain the Members, within the rules and procedures when engaged in debate.

Page 42 of 101 Township of South Frontenac By-Law Number 2025-XX Page 16 of 43 6.2.6

It shall be the duty of the Mayor to enforce on all occasions the observance of order, decorum and the efficient conduct of the meeting among the Members.

6.2.7

The Mayor and Clerk shall have the authority to sign and seal all by-laws, agreements, applications or other documents related to matters which have been approved by Council.

6.2.8

In the event that the Mayor refuses or is unable to authenticate any document as identified in section 6.2.7, the Deputy Mayor shall have the authority to sign on her/his behalf.

Page 43 of 101 Township of South Frontenac By-Law Number 2025-XX Page 17 of 43 Article VII Conduct During Meetings 7.1 No Member shall speak disrespectfully of the reigning Sovereign or of any of the Royal Family or of the Governor General, the Lieutenant Governor or any Provincial representative or any Members of the Senate, the House of Commons of Canada or the Legislative Assembly of the Province of Ontario. 7.2 No Member shall speak disrespectfully, nor shall they use offensive words, in or against Members of the Council or any Member thereof including Municipal Administration. 7.3 No Member shall criticize any decision of the Council except for the purpose of moving that the question be reconsidered. 7.4 Members shall refrain from harmful conduct to the Municipality or its purposes. No Member shall breach the rules of the Council, or a decision of the Chair or of the Council as a whole on questions of order or practice, or upon the interpretation of the rules of Council; and in the case where a Member persists in any such breach after having been called to order by the Chair, the Chair may order that such Member leave their seat for the duration of the meeting of the Council; but if the Member apologizes, they shall be permitted to retake their seat. 7.5 It shall be the duty of the Chair to adjourn the meeting without the question being put or to suspend or recess the sitting for a time to be named if considered necessary because of grave disorder or disruption arising in the meeting. 7.6 The Mayor or other Presiding Officer may expel any person for improper conduct at a meeting. 8 7.7 The following rules of conduct shall apply to members of the public, including, without limitation, Delegations, during a Meeting:

Members of the public shall maintain order and quiet and shall not address Council except with the permission of Council;

No person shall display signs, banners, emblems, flags, placards or similar material, applaud participants in debate or engage in conversation or other behaviour which may disrupt the proceedings of Council;

When invited to address Council, no person shall use indecent, offensive or insulting language, or speak disrespectfully of the Royal Family, the Governor General, the Lieutenant Governor of any Province, any member of the federal or provincial governments, any Member of Council or a committee, any member of staff, or of any individual;

Sec.241(2) Ontario Municipal Act

Page 44 of 101 Township of South Frontenac By-Law Number 2025-XX Page 18 of 43 d)

No person, with the exception of Members and staff, shall be allowed on the meeting floor during a meeting without the permission of the Chair; and

Members of the public shall not bring into the Council Chamber or meeting room any food or drinks that, in the opinion of the Chair, are disruptive to the meeting.

7.8 Any member of the public that breaches a rule of conduct set out in Section 7.7 above, or that otherwise disrupts a meeting, will receive a warning from the Chair. If the conduct persists, the Chair may ask the member of the public to leave the meeting. If the person does not leave the meeting when requested by the Chair, the member of the public may be expelled or excluded from the meeting. 7.9 Code of Ethic – Confidentiality 7.9.1

Upon completion of any “In-Camera” Council meetings, the decisions of the Council with respect to any of the enumerated items listed in Section 4.10; and direction to municipal Administration in accordance therewith, may then be reported publicly by Council at the discretion of Council.

7.9.2

The response of Council Members to enquiries about any matter dealt with during an “In-Camera” closed meeting, prior to it being reported publicly, shall be “This matter is still under advisement” “no comment”, or words to that effect. a)

Any violation of process to this regulation may result in exclusion of the offending Council Members, requiring a two-thirds vote, from future closed meetings of Council and that Members may no longer be provided with correspondence, materials or information proposed to be dealt with by Members of Council at a closed meeting.

The determination of whether or not a violation of process to the closed meeting provisions of this By-law have been committed and the length of the exclusion from closed meetings, if so determined, may be deliberated by Council at a closed meeting and the issues shall be considered by Council prior to the affected Members being excluded from any closed meeting by a two-thirds vote. The vote to determine a violation, the sanction, if any, to be imposed and the length of expulsion, if any, shall be conducted in public.

If the purported violation of the process to the closed meeting provisions of this By-law by more than one Member is to be considered, a separate resolution of Council with respect to each affected Member shall be considered.

The Member affected shall not be permitted to vote on a motion respecting their purported violation of the closed meeting provision of the Procedural

Page 45 of 101 Township of South Frontenac By-Law Number 2025-XX Page 19 of 43 By-law, their exclusion from closed meetings, or the length of any such exclusion. e)

The release of any information about matters dealt with by Council at a closed meeting shall be by the Mayor or their delegate only upon direction of the majority of Council.

Notwithstanding Section 7.9.2 (b), unless Council by vote determines otherwise, upon the public disclosure of any report discussed at an “InCamera” meeting, any individual Member may express their own personal position on the item, but shall not refer to or discuss the specific positions or opinions (written or verbal) of other Members or of municipal administration.

Agendas or any items thereon for consideration by Council at a meeting closed to the public shall not be released to the public.

It is the obligation of each Member of Council to keep information confidential and this obligation continues even after the Member ceases to be an elected Member of Council.

Page 46 of 101 Township of South Frontenac By-Law Number 2025-XX Page 20 of 43 Article VIII Rules of Debate 8.1 The Chair shall preserve order and decorum and decide questions of order subject to an appeal to the Council by any Member. 8.2 Any Member, previous to speaking on any motion, shall indicate their desire to speak by the raised hand and shall not rise to speak until recognized by the Chair. 8.3 The Chair shall recognize the Members in the order they indicate their desire to speak; be acknowledged by the Chair; and shall address all questions “Through the Chair”. 8.4 When the Chair calls for the vote on a motion, each Member shall occupy their seat and shall remain there until the Chair has declared the result of the vote, and during such time, no Members shall walk across the room to speak to any other Members or make any noise or disturbance. 8.5 When a Member is speaking, no Member shall pass between the speaker and the Chair or interrupt the speaker except to raise a question of privilege, appeal from the decision of the Chair or raise a point of order. 8.6 It shall be the duty of the Chair to inform the Members on any point of order. 8.7 No Member shall speak on any subject other than the subject that is currently being debated. 8.8 Any Member may require a motion under discussion to be read at any time during the debate but not so as to interrupt a Member while speaking. 8.9 No Member of Council shall speak more than a total of five (5) minutes on any question, except in explanation of a material part of her/his debate, which may have been misunderstood, but they may not introduce a new matter. A right of reply may be allowed to a Member who has made a substantive motion to Council, and no Member shall speak to the same question or in reply, without permission of the Chair. 8.10 A Member may concisely ask a question through the Chair only for the purpose of obtaining information relating to the motion under discussion. 8.11 A Member, while asking questions through the Chair, shall at no time, put into question any municipal employee’s personal or professional integrity. 8.12 All motions shall be seconded before it is debated and voted on.

Page 47 of 101 Township of South Frontenac By-Law Number 2025-XX Page 21 of 43 Article VIV Quorum 9.1 As soon after the hour fixed for holding the meeting of the Council as there is a quorum present, the Chair shall call the Members to order. 9.2 A majority of the Members elected (50% or more) shall constitute a quorum. 9.3 If there should be no quorum present within fifteen (15) minutes after the time fixed for holding the meeting of the Council, the Mayor shall call the roll and the Clerk shall take down the names of the Members present. 9.3.1 Should there be no quorum at a duly called meeting, one of the following three motions can be legally called: a)

Motion to Adjourn By calling this motion, all matters listed on the Agenda shall be brought forward at the next regularly scheduled meeting.

Motion to Recess The Chair may call for a recess and request that the Members missing be called to inquire as to their attendance.

Motion to Set the time to which to re-adjourn the meeting The Chair may request to re-set the meeting to another date and time set before the next regular meeting to deal with matters listed on the Agenda.

9.4 In the case of the Mayor not attending within fifteen (15) minutes after the hour fixed for holding the meeting of the Council, and provided that a quorum is present, the Deputy Mayor shall take the Chair and call the Members to Order; and they shall preside until the arrival of the Mayor. 9.5 In the absence of the Mayor and Deputy Mayor, and if a quorum is present, the Clerk shall call the Members to order. A Chairperson shall be chosen from the Members present who shall preside over the meeting until the arrival of the Mayor or Deputy Mayor. 9.6 Where the number of Members who, by reason of the provisions of the Municipal Conflict of Interest Act, are disabled from participating in a meeting is such that at that meeting the remaining Members are not of sufficient number to constitute a quorum, then despite any other general or Special Act, the remaining number of Members shall be deemed to constitute a quorum, provided that such a number is not less than two (2) 9

Sec.7(1) Municipal Conflict of Interest Act

Page 48 of 101 Township of South Frontenac By-Law Number 2025-XX Page 22 of 43 Article X Order of Business - Agenda 10.1 The Business of the Council or the Committee of the Whole shall in all cases be considered in the following order unless otherwise decided by a vote of two-thirds of the Members present and voting. Council Agenda Structure: a) b) c) d) e) f) g) h) i) j) k) l) m) n) o) p) q) r) s) t) u) v) w) x)

Meeting to Order Roll Call Approval of Agenda (and Addendum) Disclosure of Pecuniary Interest Committee of the Whole “Closed Session” Recess (If Required) Ceremonial Presentations Public Meetings Delegations Briefings Reports from Administration Reports from Advisory Committees Information Reports Committee of the Whole Communications Tabling of Documents New Business Notice of Motion Approval of Minutes Approval of By-laws Committee of the Whole “Closed Session” Confirmation By-law Date of Next Meeting Adjournment

Committee of the Whole Agenda Structure: a) b) c) d) e) f) g) h) i)

Meeting to Order Roll Call Approval of Agenda (and Addendum) Disclosure of Pecuniary Interest Committee of the Whole “Closed Session” Recess (If Required) Public Meetings Delegations Briefings

Page 49 of 101 Township of South Frontenac By-Law Number 2025-XX Page 23 of 43 j) k) l) m) n) o)

Reports from Administration Reports from Advisory Committees Information Reports Communications Committee of the Whole “Closed Session” Adjournment

10.2 The Clerk shall prepare and deliver the agenda by electronic transmission to each Member of Council not later than 2:00 p.m. on the Thursday preceding the scheduled Council or Committee of the Whole Meeting. 10.3 If necessary, the Clerk shall prepare and deliver an addendum by electronic transmission to each Member of Council by 3:00 p.m. on the day of the scheduled Council Meeting. 10.4 An agenda or addendum for scheduled Council Meetings shall be made available to the public via the Township of South Frontenac Corporate website as outlined in Sections 10.2 and 10.3 of this By-law.

Page 50 of 101 Township of South Frontenac By-Law Number 2025-XX Page 24 of 43 Article XI Minutes 11.1 The Clerk shall record the Minutes of each meeting of Council which shall include: a)

The place, date and time of the meeting.

The name of the presiding officer or officers and the record of the attendance of the Members.

A record of Members who enter after the commencement of a meeting or leave prior to adjournment, the time shall be so noted in the minutes.

A record, without note or comment, of all resolutions, decisions and other proceedings of the Council.

A record of all publicly declared conflict of interests made by Members and identify that the Member has recused itself from discussion or vote on the declared matter, when the subject matter is brought up for debate.

If required by any Members present at a vote, to record the name and vote of every Member voting on any matter or question.

All resolutions presented to the Council shall be consecutively numbered, on a yearly basis.

11.2 Minutes of the last regular meeting of Council and of all Special or Emergency Council meetings held subsequent to the last regular meeting, shall be included in the agenda and may be adopted by Council. 11.2.1 Should a Special meeting be held during or after final preparations of an agenda for an upcoming regular meeting, the minutes of those special meetings shall be scheduled at the next regularly scheduled meeting. 11.3 Minutes of Closed meetings shall be added to the next Committee of the Whole – In Camera meeting agenda for adoption. The contents of the minutes need not be disclosed. 11.3.1 All In Camera meetings closed to the public shall be recorded in the minutes without note or comment, including all resolutions, decisions and other proceedings. 11.4 Once the minutes have been adopted, they shall be signed by the Mayor/Chair and the Clerk.

Page 51 of 101 Township of South Frontenac By-Law Number 2025-XX Page 25 of 43 Article XII Briefings, Ceremonial Presentations, Delegations and Public Meetings 12.1 Delegations a)

Any person desiring to present information orally on matters of fact or to make a request of Council shall give notice and disclose the Agenda Item, subject matter and if applicable, provide all materials to be presented during the Delegation to the Clerk by no later than 2:00 p.m. on the day prior to the meeting.

Any person desiring to present information orally on matters of fact or to make a request of Council regarding a matter that is not included on a Council agenda for consideration shall give notice and disclose the subject matter to the Clerk not less than ten days preceding the Council Meeting or Committee of the Whole Meeting at which such person desires to be heard.

The Clerk, in consultation with the Mayor, shall have the authority to deem a delegation inappropriate or outside the scope of Council authority and deny the item a place on the agenda.

Except as required by law, any person appearing before Council or a Committee who has previously appeared before Council or a Committee on the same subject matter shall be limited to providing only new information in their second and subsequent appearances.

Each delegation shall be limited to not more than a total of five (5) minutes; it being understood that the Mayor at their sole discretion may grant the delegate additional time to address Council or the Committee of the Whole.

A maximum of three (3) delegations may address Council per Meeting.

The number of speakers for one delegation shall be limited to three, unless authorized by Council resolution.

Members may only address a Delegation to ask a maximum of two questions for clarification and shall not express opinions or enter into debate or discussion with a Delegation.

Members shall not pose questions to staff during a Delegation.

All delegates shall address the Mayor, shall state their name and whom they represent.

No delegate shall: a) Speak disrespectfully of any person; b) Use offensive language; c) Speak on any subject other than the subject for which they have

Page 52 of 101 Township of South Frontenac By-Law Number 2025-XX Page 26 of 43 received approval to address Council; d) Disobey the rules of procedure or a decision of the Mayor or Council. l)

The Mayor may curtail any deputation, any questions of a debutante or debate during a deputation for disorder or any other breach of this By-law, and, if the Mayor rules that the deputation is concluded, the person or persons appearing shall withdraw.

No Delegations shall be permitted on the following topics: (a) labour relations or staff negotiations; (b) an application submitted under the Planning Act or By-law 2024-66; (c) a Notice of Motion; (d) litigation or administrative tribunal proceedings that are either expected to proceed, that are currently proceeding, or that have already been decided by a court or tribunal; (e) Bylaw Enforcement proceedings (f) tenders, requests for proposals or other procurement issues; (g) any matter that is not within the jurisdiction of Council or the Committee of the Whole, as determined by the Mayor in consultation with the Clerk; and (h) any matter that is properly the subject of a Closed Session.

11.2 Briefings Briefings are allowed at the beginning of the Meeting or when the issue arises on the agenda. 12.3. Public Participation - Public Meetings During all public meetings, including statutory public meetings held under the Planning Act or any other Act, members of the public wishing to speak to the matter will be limited to five minutes and will be encouraged to provide their comments in writing to be put on record and limit their presentation to information that has not already been provided or addressed by another individual; it being understood that the Mayor at their sole discretion may grant a member of the public additional time to address Council or the Committee of the Whole. 12.4 Ceremonial Presentations Ceremonial presentations shall be limited to five minutes; it being understood that the Mayor at their sole discretion may grant a member of the public additional time to complete the Ceremonial Presentation. 12.4.1. There shall be a maximum of three ceremonial presentations per Meeting.

Page 53 of 101 Township of South Frontenac By-Law Number 2025-XX Page 27 of 43 Article XIII By-laws 13.1 All By-laws, together with a brief description, shall be listed on the agenda for the meeting at which they are to be read. 13.2 Every By-law when introduced shall be in typewritten form and shall comply with the provisions of any relevant Act. 13.4 Any Member may request that the purpose and effect of any particular By-law be explained, and the Clerk or any other Department Head having knowledge thereof may provide such explanation. 13.5 A By-law may be debated or amended before adoption by Council; it being understood that debate or amendments shall occur during consideration of the matter during the Reports from Administration portion of the agenda. 13.6 At the conclusion of all regular meetings of the Council and prior to adjournment, a By-law shall be passed to confirm the actions of the Council at the meeting in respect of each motion, resolution and other action taken. This By-law authorizes the execution of agreements and other documents necessary to give effect to the motions, resolutions and other actions taken, and the proceedings of Council. 10 13.7 A Confirmation By-law when introduced shall be taken as read and voted on without debate. 13.8 Every By-law passed by the Council shall be numbered and dated, and shall be sealed with the Seal of the Township of South Frontenac, signed by the Mayor and Clerk and shall be kept by the Clerk in the Clerk’s Department or any other place appointed for that purpose. 13.9 Council will not make a decision or pass a corresponding by-law related to the subject matter considered during a public meeting until a subsequent Council meeting to provide Council sufficient time to consider public input and any additional information. 13.9.1 Notwithstanding Section 13.9, Council may pass a by-law during the Council meeting in which the public meeting was held, if the matter is deemed to be technical in nature or no concerns were raised prior to or during the public meeting. It being understood that the public meeting report would articulate that staff are proposing that the application be considered via the streamlined process.

Sec.248 Municipal Code – Ontario Municipal Act

Page 54 of 101 Township of South Frontenac By-Law Number 2025-XX Page 28 of 43 13.10 Notwithstanding Sections 13.1, 13.2, 13.3 and 13.5 a by-law may be passed through delegated authority in accordance with By-law 2023-01 and may be presented to and enacted by the Director of Development Services or designate. 13.11 The Clerk shall be responsible for the correctness of all by-laws as to form and content. 13.12 The Clerk, in consultation with the Chief Administrative Officer, may make the following administrative amendments to by-laws: a)

correct spelling, punctuation or grammatical errors, or errors which are clerical, typographical, arithmetic or similar in nature;

alter the style or presentation of text or graphics to improve electronic or print presentation;

replace a description of a date or time with an actual date or time;

if a provision provides that it is contingent on the occurrence of a future event and the event occurs, remove text referring to the contingency and make any other changes that are required as a result;

correct errors in the numbering or provisions or other portions of a by-law and make any changes in cross-references that are required as a result;

if a provision of a transitional nature is contained in a by-law, make any changes that are required as a result; and

make a correction, if it is obvious both that an error has been made and what correction should be taken to more fully represent the intention of Council.

Page 55 of 101 Township of South Frontenac By-Law Number 2025-XX Page 29 of 43 Article XIV Communications 14.1 Every communication intended for presentation to Council shall be legibly written, typed, or printed and signed by at least one person giving their address. Anonymous communications will not be accepted. 14.2 The Clerk shall list on the Agenda those communications received prior to the submission deadline specified in Section 10.2. All communications received after such deadline shall be held over for consideration at a subsequent meeting, unless they directly relate to items of business on the Agenda. 14.3 Communications relating to a business item on the Agenda that are received by 2:00 p.m. on the day prior to the meeting will be included on the Addendum. 14.3.1 Where a communication was submitted following the deadline prescribed in Section 14.3, and where it is anticipated that Council will give consideration to a by-law regarding a zoning by-law amendment or Official Plan amendment application, the communication will form part of the Minutes to ensure that the resident is afforded their appeal rights as per the Planning Act. 14.4 Subject to the submission requirements set out in 10.2, the Clerk shall also list on the Agenda, as a communication, any correspondence received from a Member in relation to any recommendation or Motion at the meeting. 14.5 Members shall not debate any communication. 14.6 Council may refer a communication to staff or a Committee. 14.7 Communications from other municipalities requesting endorsement or consideration of their resolutions shall be forwarded to the Chief Administrative Officer and may be added to the appropriate Council or Committee Agenda. 14.8 No Communications shall be permitted on the following topics: (a) labour relations or staff negotiations; (b) litigation or administrative tribunal proceedings that are either expected to proceed, that are currently proceeding, or that have already been decided by a court or tribunal; (c) tenders, requests for proposals or other procurement issues; (d) any matter that is not within the jurisdiction of Council or the Committee of the Whole, as determined by the Mayor in consultation with the Clerk; (e) any matter that is properly the subject of Closed Session; (f) By-law Enforcement proceedings and any matter that contains, in the discretion of the Clerk, any offensive, defamatory or otherwise inappropriate materials.

Page 56 of 101 Township of South Frontenac By-Law Number 2025-XX Page 30 of 43 Article XV Tabling of Documents 15.1 The Clerk shall list on the Agenda documents received from any local boards or agencies, including, but not limited to, meeting agendas or minutes and financial statements.

Page 57 of 101 Township of South Frontenac By-Law Number 2025-XX Page 31 of 43 Article XVI Notice of Motion 16.1 A Notice of Motion may be introduced by the mover at a Council meeting for consideration at a subsequent Meeting. 16.1.1 Every Notice of Motion shall be in writing before being submitted to the Clerk. 16.1.2 When a Notice of Motion has been introduced and filed with the Clerk at an ongoing meeting, the Clerk, after determining that the motion falls within the scope of a notice of motion, shall read the motion at the appropriate time and shall record the Notice in the minutes. 16.1.3 Once the Notice of Motion has been submitted to the Clerk for inclusion on the Agenda it may not be edited prior to consideration by Council during a meeting. 16.2 To be included in the printed portion of an Agenda, a Notice of Motion may also be delivered to the Clerk no later than 9:00 a.m. on the Thursday preceding the scheduled regular Council or Committee of the Whole meeting. 16.3 A notice of motion shall not be considered or otherwise disposed of by the Council unless the mover of the motion is in attendance at the meeting. 16.3.1 A notice of motion requires a seconder only at the time of debate. 16.3.2 The member of Council who moved the Notice of Motion shall be afforded a maximum of two minutes to explain the purpose of the Notice of Motion to Council prior to the seconder being sought.

Page 58 of 101 Township of South Frontenac By-Law Number 2025-XX Page 32 of 43 Article XVII New Business 17.1 New Business (Routine Nature) Any item of business that is of a routine nature filed with the Clerk no later than 9:00 a.m. on the Thursday preceding the scheduled regular Council or Committee of the Whole meeting shall be considered as a New Business motion. 17.2 All New Business motions shall be introduced in writing, with a mover and seconder and filed with the Clerk. 17.3 The Clerk, in consultation with the Mayor, shall have the authority to deem a New Business (Routine Nature) motion inappropriate or outside the scope of Council authority and deny the item a place on the agenda. 17.4 All New Business motions may be debated and shall be voted on individually. 17.5 New Business (Non-Routine Nature)– Notice of Motion New Business motions that are not of a routine matter, shall be received and read by the Clerk as a “Notice of Motion” and re-introduced at the next regular meeting of Council under Resolution for Council discussion and debate.

Page 59 of 101 Township of South Frontenac By-Law Number 2025-XX Page 33 of 43 Article XVIII Reports 18.1 Every administrative report to be presented to the Council shall be prepared under the approved submission electronic agenda (e-agenda) program, with an identifiable recommendation, and shall be signed by the Director, Clerk or Manager of Human Resources and Chief Administrative Officer.

Page 60 of 101 Township of South Frontenac By-Law Number 2025-XX Page 34 of 43 Article XIX Disclosure of Interest 19.1 All Members shall govern themselves at any meeting in accordance with the current legislation respecting any disclosure of interest they may have in accordance with the “Municipal Conflict of Interest Act”. It is further the responsibility of all Members to identify and publicly disclose any interest. 19.2 The Members shall disclose the interest including the general nature thereof, prior to any consideration of the matter and shall not take part (with the exceptions as noted under Sec.5.2 (1) of the “Municipal Conflict of Interest Act” in the discussion of, or vote on any question in respect of the matter and shall not attempt in any way whether before, during or after the meeting to influence the voting on any such question. 19.3 Where the meeting is not open to the public, the Member shall immediately leave the meeting or the part of the meeting during which the matter in which they have a conflict is under consideration. 19.4 Where a Member is absent from a meeting, which includes a matter on which they have an interest, the Member shall disclose this interest at the next public meeting they attend. 19.5 The declaration of interest shall be provided in a written statement to the Clerk and shall be recorded in the minutes or report of the meeting and where the meeting was opened to the public, the general nature of such declaration. 19.6 Where the declaration of interest is made on a matter that is not open to the public, the Members shall, in a written statement to the Clerk, declare the interest, and that shall be recorded in the minutes of the next meeting that is open to the public. 19.7 A Registry shall be kept by the Clerk of every written statement made by Members of the general nature of the declared interest. The Registry shall be available for public inspection.

Page 61 of 101 Township of South Frontenac By-Law Number 2025-XX Page 35 of 43 Article XX Voting 20.1 Every Member present at a meeting, with the exception of Section 19.2, when a question is put, shall vote thereon unless disqualified to vote on the question. 20.2 Failure to vote by a Member present at the meeting at the time of the vote and who is not disqualified to vote shall be deemed to be a negative vote. 11 20.3 The vote required to pass a motion shall be a majority (50% or more) except as otherwise provided in this By-law or by Statute or by Robert’s Rules of Order, latest Edition. 20.4 In the case of an equal division of votes on a motion, the motion shall be deemed to have been decided in the negative and defeated for want of a majority. 20.5 The manner of determining the desire of the Council on a motion shall be by show of hands. 20.6 Where a vote is taken for any purpose and a Member requests’ immediately prior or immediately subsequent to the taking of the vote that the vote be recorded, each Member present, except a Member who is disqualified from voting, shall announce her/his vote openly; and any failure to vote by a Member who is not disqualified shall be deemed to be a negative vote, and the Clerk shall record each vote. 20.7 At the request of a Member of Council, a motion containing distinct proposals that can be acted upon individually may be divided, and a separate vote shall be taken upon each individual proposal. 20.7.1 When a request is made to vote on a motion containing several parts, where the parts are not able to stand alone if voted on, the motion shall not be separated without a motion ,to separate approved by a majority of the Members present and voting. 20.8 A Member not in their seat when the question is called by the Chair is not entitled to vote on that question and in the case of a recorded vote, shall be recorded as absent. 20.9 Immediately preceding the taking of the vote, the Chair shall state the question in the form introduced. 20.10 A two-thirds vote means that two thirds (2/3) of the votes cast determine the vote. 20.11 The Chair shall announce the result of every vote.

Municipal Conflict of Interest Act

Page 62 of 101 Township of South Frontenac By-Law Number 2025-XX Page 36 of 43 Article XXI Parliamentary Process - Motions Motion to Appeal 21.1

Appeal – Decision by Chair – final Unless a Member immediately appeals the Chair’s decision, the decision of the Chair shall be final.

21.2

Appeal made at time of ruling – point of order A motion to appeal from the decision of the Chair shall be made only at the time the ruling is made by the Chair and shall require a seconder, followed by a vote.

21.3

Non-debatable – amendable – reconsidered A motion to appeal the decision of the Chair shall not be debated or amended.

Question of Privilege 21.4

Integrity – Members – Council in question Where a Member considers that the integrity of Members of Council as a whole has been called into question, the Member may, as a matter of privilege, rise at any time, no debate being allowed, for the purpose of drawing the attention of the Council to the question.

21.5

Motion to receive disposition – treated as main motion A motion resulting from a question of privilege shall follow the rules for all motions save and except it shall be dealt with immediately with no notice of motion necessary. Once moved and seconded, the motion related to the point of privilege shall be disposed of by the Council forthwith, and following such disposition, the motion so interrupted shall be immediately considered at the point where it was suspended.

Request for Information 21.6

Request information Where a Member is uncertain of a particular issue being discussed, the Member may ask the presiding officer to clarify or if the Chair is unsure of the answer, may direct their question to another Member or staff. All requests for information shall be on the business pending or on parliamentary situation.

Withdrawal of Motion 21.7

Withdrawal of Motion A request to withdraw a motion shall only be made by the mover of the motion, and must be made before the Chair states the question. Should the Chair state the question for debate, the assembly, by majority vote must agree to withdraw the motion.

Page 63 of 101 Township of South Frontenac By-Law Number 2025-XX Page 37 of 43

21.8

In order – anytime during debate A request to withdraw a motion shall be in order anytime during debate, however shall require the consent of a majority of the Council in attendance.

21.9

Objection – by Member – entertained – main motion If a Member objects to the withdrawal of the motion, a motion to maintain the question may be entertained and become a main question.

21.10

No objection – withdrawal – without seconder – vote If no Member objects to the withdrawal of the motion, the motion shall be considered withdrawn without the necessity of a vote.

Point of Order 21.11

Rules of Procedure – breached A point of order may be called by a Member to bring attention to any breach of the rules of Procedure of the Council.

21.12

Members – rise – point stated When a Member rises on a point of order, the Chair shall recognize the Member and request that the point of order be stated. The Chair shall rule on the Point of Order.

21.13

Language – improper – offensive A point of order may be called by a Member to bring attention to the use of improper, offensive or abusive language or comments directed towards any Member, a member of Staff or a member of the public.

21.14

Discussion – not valid – outside proposed motion A point of order may be called by a Member to bring notice of the fact that the matter under discussion is not within the scope of the proposed motion.

21.15

Proceedings – other – informality – irregularity A point of order may be called by a Member to bring attention to any other informality or irregularity in the proceedings of the Council.

21.16

Decision – announced – prior to recommencement No further business shall be conducted until the Chair has decided and stated the point of order, thereafter a Member shall only address the Chair for the purpose of appealing the Chair’s decision to the Council.

21.17

Decision of Chair Final – no appeal If no Member appeals, the decision of the Chair shall be final.

Page 64 of 101 Township of South Frontenac By-Law Number 2025-XX Page 38 of 43 21.18

Appeal – Members right – Chair reply – decision final If a Member appeals to the Council, the Member shall have the right to state a case. A seconder is requested, the Chair shall have the right to reply and place the question before the Council who shall decide the question without debate, and its decision shall be final. In an appeal from the decision of the Chair, a tie vote sustains the Chair’s decision.

Close Debate – Put the Question 21.19

Non-debatable – amendable A motion to close debate or put the question shall not be debatable or amendable, and shall require a two-third vote.

21.20

Resolved – affirmative – original motion put – no debate When a motion to close debate or put the question is in the affirmative, the original motion shall be put forward for a vote without debate or amendment.

Motions in General 21.21

Motion – deemed – possession of the Council After the Clerk reads a motion, it shall be deemed to be in possession of the Council, subject to sections 21.7 – 21.10.

21.22

Motion presented – debate When a motion is presented in Council, it shall be read before debate begins in order to ensure to Members of Council the exact matter being debated.

21.23

Motion – outside jurisdiction of Council A motion in respect of a matter, which is beyond the jurisdiction of Council, shall not be in order.

21.24

Disposition of a Motion A motion properly before Council for decision must receive disposition before any other motion, not relevant to the main motion, is introduced.

Motion to Amend 21.25

Debatable – amend – permitted A motion to amend shall be debatable, unless the motion to which it adheres to, be undebatable.

21.26

Written – when requested by Chair A motion to amend shall be presented in writing when requested by the Chair.

Page 65 of 101 Township of South Frontenac By-Law Number 2025-XX Page 39 of 43 21.27

Relevant to main motion A motion to amend shall be germane to the main motion, meaning closely related to or having bearing on the subject of the motion to be amended.

21.28

Contrary to main motion – not in order A motion to amend shall not be in order if it is contrary to the main motion.

21.29

Amended – once only Only one secondary amendment shall be allowed to a primary amendment (better known as an amendment to an amendment) 21.29.1 Council disposition – before amendment – motion The motion to amend (secondary amendment) shall receive disposition of the Council before a previous amendment is voted on – identified as the primary amendment to a main motion.

Motion for Reconsideration 21.30 A Motion to Reconsider:

21.31

is not debatable; however, the mover and seconder of a Motion to Reconsider may provide a brief and concise statement outlining the reasons for proposing such reconsideration;

is not amendable;

may be made at the same Meeting at which the original Motion was decided;

made at the same Meeting at which the original Motion was decided shall require a Majority vote regardless of the vote necessary to adopt the Motion;

made at a Meeting subsequent to the Meeting at which the original Motion was decided shall require an affirmative vote by two-thirds of the Members present and voting on the Motion;

shall be submitted in writing to the Clerk and printed on the Agenda;

shall not be in order if the action approved in the Motion to Reconsider cannot be reversed or if the original Motion has been implemented, resulting in a legally binding commitment that is in place on the date that a Motion to Reconsider is being debated;

may be brought forward only once in the twelve (12) month period from the date the Motion or matter was first decided;

suspends action on the Motion to which it applies until the Motion to Reconsider has been decided.

When a matter previously decided is brought before a succeeding Council, it shall be deemed new business and not a matter of reconsideration.

Page 66 of 101 Township of South Frontenac By-Law Number 2025-XX Page 40 of 43 21.32

If a Motion to Reconsider carries, reconsideration of the decided matter shall be the next order of business. Council shall consider and vote on the reconsidered matter in the same form as it was originally before Council. Debate on the matter being reconsidered shall proceed as though it had never previously been considered.

Motion to Adjourn 21.38

In Order – exception A motion to adjourn shall always be in order, except to when a matter is being debated.

21.39

Negative – until proceedings completed A motion to adjourn, when resolved in the negative, shall not be re-introduced again until after the Council has completed some intermediate proceedings.

21.40

Members speaking – voting prohibited A motion to adjourn shall not be in order when a Member is speaking or during the verification of a vote on any matter.

21.41

Non-debatable An unqualified motion to adjourn shall not be debatable or amendable.

21.42

Motion to Adjourn – not required A motion to adjourn is not required at the end of a meeting, when all business has been dealt with and disposed. The Chair can simply state: “all business has been dealt with; this meeting is now adjourned”.

Motion to Recess 21.43

Length of time – specified A motion to Recess made, that a recess begin immediately when other business is before the assembly, shall specify the length of time of the recess, shall not be debatable and shall only be amendable with respect to the length of the recess.

21.44

Future time – treated as a main motion A motion to recess made for a time later in the meeting, shall have no privilege and shall be treated as a main motion, meaning that the motion is both debatable and amendable.

Motion to Defer (Postpone to a Certain Time) 21.45

A motion to Defer a matter placed before the Council at a meeting shall be in order at any time.

Page 67 of 101 Township of South Frontenac By-Law Number 2025-XX Page 41 of 43 21.46

All motions to Defer shall contain the reason for the deferral and shall provide a proposed date of return.

Page 68 of 101 Township of South Frontenac By-Law Number 2025-XX Page 42 of 43 Article XXII General Rules – Committees 22.1. The rules governing the procedures of Council and the conduct of Members as set out in this By-Law shall be observed in all Committees in so far as they are applicable or as otherwise provided for in the Committee By-Law. 22.2 Members of Council shall be elected to sit on various Boards and Committees of Council and appointed by resolution at the appropriate Council meeting at the beginning of a new term of office. Appointments shall be for the term of Council unless the Committee Bylaw specifies a shorter time or where a re-appointment may be made. Council may appoint a member of a committee at any time where necessary to fill a vacancy. 22.3 Appointments to any Committee, from non-council Members, shall be made as per the following process: a) Public notice soliciting individual applications from citizens of the community shall be conducted. b) All applications shall then be presented to Council for consideration in open session. c) Members of the Public appointed to a Committee shall be appointed by a resolution of Council. d) Any member of a Committee may be removed by Council without cause. 22.4 The Clerk, Deputy Clerk or Secretary Treasurer shall preside at the first Meeting of each Committee or Board in each calendar year for the purpose of electing the Chair of that Committee. Upon election, the Chair shall preside at the Meeting and all following meetings. 22.5 Council may discharge from responsibility any Committee, which refuses or neglects to give due consideration to any matter before it. 22.6 No order or authority to do any matter or thing shall be recognized as emanating from any Committee, and all Committee matters shall be referred to the Council and approved before becoming effective.

Page 69 of 101 Township of South Frontenac By-Law Number 2025-XX Page 43 of 43 Article XXIV Repeal / Enactment 23.1 By-laws – previous By-law 2017-76, As Amended and any other by-law, policy, practice or parts thereof conflicting with this By-law be repealed. 23.2 Effective date This By-law shall come into effect on (date). Read and Adopted in Open Council this (date)

James Thompson Clerk

Ron Vandewal Mayor

Page 70 of 101

SCHEDULE “A” TO BY-LAW 2017-76, As Amended 1 - DEFINITIONS Listed below are definitions of common procedural terms: a)

AGENDA and Orders of the Day are synonymous

ADDENDUM means a listing of the items to be added to or withdrawn from a published Agenda. (As Amended by By-law 2024-28 passed April 28, 2024)

AMENDMENT means a change in the form of a Motion. An amendment is designed to alter or vary the terms of the main Motion without materially changing the meaning. It may propose that certain words be left out, that certain words be omitted and replaced by others, or that certain words be inserted or added. Every amendment must be strictly relevant to the question being considered.

CLERK means the Clerk or the Deputy Clerk acting In the Clerk’s absence or in the absence of both the Clerk and the Deputy Clerk, another person appointed by Council resolution.

CLOSED SESSION means a meeting or a part of a meeting of Council or a Committee which is closed to the public. All meetings shall be open to the public except as provided for in the Municipal Act. 2001, Ch. 25, Section 239.

COMMITTEE means any advisory or other committee, subcommittee or similar entity of Council.

COMMITTEE CHAIR is the person presiding at meetings of Committees of Council. Elected by the Committee from its members and may be removed only by vote of a majority of the Committee.

COMMITTEE OF THE WHOLE means Council sitting in Committee.

COUNCIL means the Council of The Corporation of the Township of South Frontenac.

HOLIDAY means A Holiday with Pay (Or Statutory Holiday) as identified in the current C. U. P.E., Local 4336, Collective Agreement.

IN-CAMERA SESSION shall have the same meaning as closed session (see item #d)

MEETING means any regular, special or other meetings of council, or of certain local boards or committees, where a quorum is present and where members discuss or otherwise deal with matters in a way that materially advances the business or decision making of the relevant body.

MEMBER means a member of Council and a member of a Committee;

MINUTES In strict accordance with the Municipal Act, 2001, Ch. 25, Sect 228, record, without note or comment, of all resolutions, decisions and other proceedings of Council; 1

Page 71 of 101

MOTION and resolution shall be considered synonymous and will include an original motion or an amendment to a motion;

POINT OF ORDER The purpose of raising a point of order is to bring to the attention of the presiding officer that a rule has been broken or an error in procedure has been made as follows: i) Breaches of the rules of order of Council; ii) Difficulty in continuation of the meeting; iii) Improper, offensive or abusive language; iv) Notice that the discussion is outside the scope of the motion or the notice of motion; v) Irregularities in the proceedings.

PRESIDING OFFICER is the Mayor or in his/her absence, Deputy Mayor or in his/her absence the acting head of Council who presides at meetings of Council or the Chair of a Committee meeting;

QUORUM means a majority of the whole number of members required to constitute Council or a Committee.

QUESTION means that the vote now be taken.

RECORDED VOTE means the calling for the yeas and nays of all members of Council by any member of Council and the yeas and nays of each individual member of Council shall be so noted in the minutes.

RULES OF ORDER The rules of order established by this by law shall govern Council meetings and all Committees of Council. Where this by law is silent on an issue Robert’s Rules of Order shall apply.

WEBSITE means the Official Website of the Corporation of the Township of South Frontenac - www.southfrontenac.net

DELEGATION means an address to Council made at the request of a person wishing to speak. (As Amended by By-law 2023-44 passed May 16, 2023)

BRIEFING means a verbal update to Council or the Committee of the Whole by Township Staff or consultants to the Township or someone with expertise who has been invited by Council or the Committee of the Whole. (As Amended by By-law 2023-44 passed May 16, 2023)

2-MEETINGS a)

MEETING LOCATION - All meetings of Council shall be held at the municipal complex, 4432 George Street, Sydenham, Ontario, unless otherwise stipulated in a resolution of Council

RULES OF ORDER - The rules of order established by this by law shall govern Council meetings and all Committees of Council. Where this by law is silent on an issue Robert’s Rules of Order shall apply.

SEATING - During a meeting no person is permitted to come within the enclosure formed by the members’ chairs or to address Council unless that person: • Is a member of Council • Is the CAO, the Clerk or Recording Secretary • Has been given permission from the Presiding Officer

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CHAIR - The presiding officer of the Council shall be the Mayor. In his or her absence the Deputy Mayor shall preside. The Deputy Mayor will have the powers and duties of the Mayor when performing in that capacity. If neither the Mayor nor the Deputy Mayor is present to open the meeting, the Council shall elect a presiding officer.

CONVENING MEETINGS -The inaugural meeting of Council shall be held on the first Tuesday, at 7:00 p.m., following commencement of the term of office as defined by the Municipal Elections Act, but shall not be later than 31 days after Council term commences. Unless otherwise stipulated, Council shall meet at 7:00 p.m. on the first, second and third Tuesday in each month from January to December inclusive with the exception of the months of July and August when only one meeting will be held each month, on the first Tuesday of the month. (As Amended by By-law 2023-44 passed May 16, 2023) Should Council be scheduled for a closed session, the Clerk shall establish a start time that reflects the nature of the agenda. Council would then return to open session at 7:00 p.m. Council will not meet on a statutory holiday nor will it meet between Christmas and New Years. Should a Council meeting conflict with any committee meeting, such committee meeting shall be rescheduled after consultation with the Committee Chair. The Clerk will advertise any meeting date changes caused by this policy. Council reserves the right to dispense with or alter the time, day or place of any meeting by resolution.

NOTICE REQUIREMENTS Notice to Members of Council and Staff The Clerk, Deputy Clerk or Secretary Treasurer will give notice of all Council and advisory or legislated committee meetings to members of Council and to all Department Heads. The notice will be accompanied by an agenda and any other matter to be addressed at the meeting. (As Amended by By-law 2023-05 passed January 31, 2023) The Clerk will send the notice by posting the agenda to AgendaNotes. In the event of a system problem notice may be sent by alternate means including; delivery, facsimile, electronic mail to the residence or place of business of each member or by telephone alert. Generally members will receive notice at least three days before the day of meeting. However failure to receive the notice will not affect the meeting itself, including the timing of or any actions taken there at. Notice to the Public The Clerk shall give notice to the public of all regular Council and Committee meetings by posting a schedule of meeting dates on the Township’s official web site at the beginning of each calendar year. The agenda shall be posted on the website and in the office on the Friday preceding the date of the meeting.

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The Clerk shall give notice to the public of all special meetings of Council by posting a notice on the Township’s website as soon as possible after the date of the special meeting has been confirmed. g)

SPECIAL MEETINGS -A special meeting may be called under the following circumstances: • The Mayor may at any time summon a special meeting. • An advisory or legislated committee chair may at any time summon a special meeting upon receiving permission from the Clerk; • Upon receipt of a petition of the majority of the members of Council, the Clerk shall call a special meeting for the purpose and at the time mentioned in the petition. Notice may be given by telephone, e-mail or facsimile transmission or posting to Agenda Notes. The agenda for a special meeting will be prepared by the Clerk, Deputy Clerk or Secretary Treasurer in consultation with the Mayor or committee chair and will be approved at the meeting. Delegations may be scheduled by the Clerk or Deputy Clerk to be heard by Council or committee during a special meeting as appropriate. Closed session (if requested) will be a standing item on every special meeting agenda. If there is no by-law or petition fixing the place of a special meeting, that meeting shall be held at the place where the last regular meeting was held. (As Amended by By-law 2023-05 passed January 31, 2023)

h) CLOSED SESSION - As per Subsection 239(2) of the Municipal Act, 2001, as amended, a meeting or part of a meeting may be closed to the public if the subject matter being considered is: i) the security of property of the municipality ii) personal matters about an identifiable individual, including municipal employees iii) a proposed or pending acquisition or disposition of land by the municipality; iv) labour relations or employee negotiations v) litigation or potential litigation including matters before administrative tribunals effecting the municipality vi) advice that is subject to solicitor client privilege including communications necessary for that purpose; vii) a matter in respect of which a council, board, committee or other body has authorized a meeting to be closed under another Act; viii) Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them ix) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization x) a trade secret or scientific, technical, commercial or financial information that belongs to the Township or local board and has monetary value or potential monetary value; or xi) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the City or local board. xii) if the meeting is held for the purpose of educating or training the members: and at the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the council, local board or committee; 4

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A meeting shall be closed to the public if the subject matter relates to: • •

a request under the Municipal Freedom of Information and Protection of Privacy Act, if the council, board, commission or other body is the head of an institution for the purposes of that Act; an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by; the Ombudsman appointed under the Ombudsman Act, an Ombudsman appointed by Council, or the Closed Meeting Investigator appointed by Council.

Prior to holding a meeting or part of a meeting that is to be closed to the public, Council shall state by resolution the fact that a closed meeting is being held and the general nature of the matter to be considered at the closed meeting. A meeting may only be closed to the public during a vote, if: • the subject matter is as defined above; and • the vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the municipality or persons retained by or under contract with the municipality Other policies regarding closed sessions Include: i)

All information, documentation or deliberations received, reviewed or taken into a closed meeting is confidential.

ii)

The response of Members to enquiries about any matter dealt with by Council or a Committee of Council at a closed meeting, prior to it being reported publicly, shall be “no comment", or words to that effect. No member shall release or make public any information considered at a closed meeting or discuss the content of such a meeting with persons other than members of Council or relevant senior staff members included in the Closed Session.

iii)

Any violation of this regulation may result in exclusion of the offending Member from future closed meetings of Council or a Committee of Council and that Member no longer being provided with correspondence, material or information proposed to be dealt with by Council at a closed meeting.

iv)

The determination of whether or not a violation of the closed meeting _ provision of this By-law and the length of the exclusion from closed meetings if so determined, shall be made by Council, and Council in Closed Session shall consider the issue. Prior to this determination by Council, the offending Member shall have the allegation explained to him/her, and he/she shall have the opportunity to provide his/her explanation regarding the matter. The results of Council’s deliberations shall be reported publicly.

Despite clause (iv), the Member affected shall not be permitted to vote on a motion respecting his/her purported violation of the closed meeting provision of the procedural by-law, his or her exclusion from closed meetings, or the length of any such exclusion.

vi)

The release of any information about any matters dealt with by Council at a closed meeting shall be by the Mayor or his delegate only. Once the Mayor or his delegate has released the information, it shall be considered to be public information and a Member may discuss the matter without being considered to be in violation of this By-law. 5

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vii) Agendas, minutes or any items thereon for consideration by Council at a closed meeting shall not be released to the public. COMMITTEE OF THE WHOLE - Committee of the Whole meetings will be held at the Call of the Mayor or Clerk, as required, and shall follow similar rules of procedure as Regular Meetings of Council, except that discussions may be less formal. As appropriate, direction provided to staff will be incorporated into reports and will be brought forward for formal approval at Council. Resolutions adopted by Committee of the Whole shall not be binding on Council.

Committee of the Whole meetings of Council shall be open to the public except as otherwise provided by The Municipal Act. (See Closed Session Section). (As Amended by By-law 2023-44 passed May 16, 2023) 3-AGENDAS a)

REGULAR MEETINGS - The Clerk will prepare an agenda for the use of members at regular meetings. The Agenda shall be posted in the Municipal Building, Sydenham and posted to AgendaNotes by 2:00 p.m. on the Thursday prior to the meeting. All items of business and communications for the agenda shall be received by the Clerk by 12:00 noon on the Thursday prior to the meeting date. If necessary, the Clerk will prepare an addendum for use by members at regular meetings. The Addendum shall be posted in the Municipal Building, Sydenham and posted in AgendaNotes by 11:00 a.m. on the day of the meeting. The business of each meeting follows the order in which it stands on the agenda. The agenda for a meeting may only be amended at that meeting by a motion supported by a majority of the members present. Any undisposed matters will be placed on the agenda for the next meeting.

COUNCIL Agenda:

Call to Order
Declaration of pecuniary interest and the general nature thereof
Approval of Agenda and Addendum
Scheduled Closed Session
Recess
Public Meeting
Delegations
Briefings
Approval of Minutes
Reports Requiring Action
Advisory Committee Reports or Minutes
Reports Requiring Approval of By-laws
Reports for Information
Committee of the Whole
Tabling of Documents
Communications
Notice of Motions
Rise and Report regarding County Council and External Boards
Announcements/Statement by Councillors
Closed Session (if requested)
Confirmatory By-law
Adjournment (As Amended by By-law 2024-28 passed April 28, 2024)

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COMMITTEE OF THE WHOLE Agenda:

Call to Order
Declaration of pecuniary interest and the general nature thereof
Approval of Agenda and Addendum
Scheduled Closed Session
Recess
Public Meeting
Delegations
Briefings
Reports Requiring Direction
Reports for Information
Tabling of Documents
Communications
Notice of Motions
Announcements/Statements by Councillors
Closed Session {if requested)
Adjournment (As Amended by By-law 2024-28 passed April 28, 2024) b)

DELEGATIONS i.

Any person desiring to present information orally on matters of fact or to make a request of Council shall give notice and disclose the Agenda Item and subject matter to the Clerk by 2:00 p.m. on the day prior to the meeting.

ii.

In order to be scheduled as a delegation before Council or the Committee of the Whole, a person shall submit to the Clerk written and/or electronic documentation concerning the presentation by 2:00 p.m. on the day prior to the meeting.

iii.

iv.

The Clerk, in consultation with the Mayor, shall have the authority to deem a delegation inappropriate or outside the scope of Council authority and deny the item a place on the agenda.

Except as required by law, any person appearing before Council or a Committee who has previously appeared before Council or the same Committee on the same subject matter shall be limited to providing only new information in their second and subsequent appearances.

vi.

Each delegate shall be limited to not more than a total of five (5) minutes; it being understood that the Mayor at their sole discretion may grant the delegate additional time to address Council or the Committee of the Whole.

vii.

A maximum of three (3) delegations may address Council per Meeting.

viii. The number of speakers for one delegation shall be limited to two, unless authorized by Council resolution. ix.

Members may only address a Delegation to ask a maximum of two (2) questions for clarification and shall not express opinions or enter into debate or discussion with a Delegation. 7

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Members shall not pose questions to staff during a Delegation.

xi.

All delegates shall address the Mayor, shall state their name and whom they represent.

xii.

No delegate shall: a) Speak disrespectfully of any person; b) Use offensive language; c) Speak on any subject other than the subject for which he has received approval to address Council; d) Disobey the rules of procedure or a decision of the Mayor or Council.

xiii. The Mayor may curtail any deputation, any questions of a deputant or debate during a deputation for disorder or any other breach of this by-law, and, if the Mayor rules that the deputation is concluded, the person or persons appearing shall withdraw. xiv. No Delegations shall be permitted on the following topics: (a) labour relations or staff negotiations; (b) an application submitted under the Planning Act; (c) a Notice of Motion; (d) litigation or administrative tribunal proceedings that are either expected to proceed, that are currently proceeding, or that have already been decided by a court or tribunal; (e) tenders, requests for proposals or other procurement issues; (f) any matter that is not within the jurisdiction of Council or the Committee of the Whole, as determined by the Mayor in consultation with the Clerk; and (g) any matter that is properly the subject of a Closed Session. (As Amended by By-law 2023-44 passed May 16, 2023) (As Amended by By-law 2024-28 passed April 28, 2024) c)

PUBLIC INPUT RELATED TO PLANNING MATTERS i.

During a statutory public meeting under the Planning Act, members of the public wishing to speak to the matter will be limited to five minutes and will be encouraged to provide their comments in writing to be put on record and limit their presentation to information that has not already been provided or addressed by another individual; it being understood that the Mayor at their sole discretion may grant a member of the public additional time to address Council or the Committee of the Whole. Council will not make a decision or pass a corresponding by-law until a subsequent Council meeting to provide Council sufficient time to consider public input and any additional information required of the applicant.

ii.

Notwithstanding Section 3. c. Clause i., Council may pass a by-law during the Council meeting in which the statutory public meeting was held, if the planning matter is deemed to be technical in nature and no concerns were raised prior to or during the public meeting. It being understood that the public meeting report would articulate that staff are proposing that the application be considered via the streamlined process. (As Amended by By-law 2023-44 passed May 16, 2023) (As Amended by By-law 2024-28 passed April 28, 2024)

BRIEFINGS

Briefings are allowed at the beginning of the Meeting or when the issue arises on the agenda. (As Amended by By-law 2023-44 passed May 16, 2023) 8

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TABLING OF DOCUMENTS

The Clerk shall list on the Agenda documents received from any local boards or agencies, including, but not limited to, meeting agendas or minutes and financial statements. (As Amended by By-law 2024-28 passed April 28, 2024)

COMMUNICATIONS

Every communication intended for presentation to Council or a Committee shall be legibly written, typed, or printed and signed by at least one (1) person giving their address. Anonymous communications will not be accepted.

ii.

The Clerk shall list on the Agenda those communications received prior to the submission deadline specified in Section 3. a). All communications received after such deadline shall be held over for consideration at a subsequent meeting, unless they directly relate to items of business on the Agenda.

iii.

Communications relating to a business item on the Agenda that are received by 2:00 p.m. on the day prior to the meeting will be included on the Addendum.

iv.

Where a communication was submitted following the deadline prescribed in Section 3. e) iii., and where it is anticipated that Council will give consideration to a by-law regarding a zoning by-law amendment or Official Plan amendment application, the communication will form part of the Minutes to ensure that the resident is afforded their appeal rights as per the Planning Act.

Subject to the submission requirements set out in Section 3. a), the Clerk shall also list on the Agenda, as a communication, any correspondence received from a Member in relation to any recommendation or Motion at the Meeting.

vi.

Members shall not debate any communication.

vii.

Council may refer a communication to staff or a Committee.

viii. Communications from other municipalities requesting endorsement or consideration of their resolutions shall be forwarded to the Chief Administrative Officer and may be added to the appropriate Council or Committee Agenda. ix.

No Communications shall be permitted on the following topics: (a) labour relations or staff negotiations; (b) litigation or administrative tribunal proceedings that are either expected to proceed, that are currently proceeding, or that have already been decided by a court or tribunal; (c) tenders, requests for proposals or other procurement issues; (d) any matter that is not within the jurisdiction of Council or the Committee of the Whole, as determined by the Mayor in consultation with the Clerk; and (e) any matter that is properly the subject of Closed Session. (As Amended by By-law 2024-28 passed April 28, 2024)

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4 - QUORUM and PRESIDING OFFICER a)

REGULAR MEETINGS -As soon as there is a quorum after the hour fixed for the meeting, the Presiding Officer will assume the role as Chair and call the members to order. The Clerk will then take note of attendance.

TIME LIMIT - The time limit for a quorum is 30 minutes after the time appointed for the meeting. If no quorum is present after 30 minutes, the Council or Committee will stand adjourned until the next regular day of meeting or until a special meeting is called. The special meeting will deal with the matters intended to be addressed at the adjourned meeting. The Clerk will record the names of the members present at the expiration of the time limit and append this record to the next agenda. Physical attendance by members of Council is required at Council and Committee meetings in order to participate; no means of electronic participation is permitted.

PRESIDING OFFICER - The Presiding Officer shall oversee the conduct of the meeting including: i) Call the meeting to order ii) Introduce the items listed on the Agenda in the order presented unless otherwise determined by Council iii) Call on the CAO or Department Head to address questions from Council or provide additional information should it have become available since the report was written. iv) Call on the Clerk to read the motion or by-law as requested by the Presiding Officer v) Designate the Council Member or Staff Member as to who has the floor to speak vi) To put to a vote all questions which are properly moved and seconded and after full discussion has been provided, and announce the results of the vote vii) Ensure the preservation of good order and decorum viii) Ruling on points of order and privilege ix) Deciding all questions relating to the orderly procedure of the meeting subject to an appeal by any member of Council from any ruling of the Presiding Officer The Presiding Officer may expel any person for improper conduct at a meeting. At Committee of the Whole or Council the Presiding Officer may state his or her position on any matter before Council following the discussion by other members of Council. This will not require the Presiding Officer to relinquish the chair. The Presiding Officer will vacate the chair prior to; make a motion or serve a notice of motion. If making a motion, the presiding officer shall remain out of the chair during the debate and vote on the subject.

VACANCIES - If the office of a member of council becomes vacant under section 259 of the Municipal Act, the Council shall at its next meeting declare the office to be vacant, except if a vacancy occurs as a result of the death of a member, the declaration may be made at either of its next two meetings. Rules pertaining to vacancies shall not apply to a member of council of a municipality who is absent for 20 consecutive weeks or less if the absence is a result of the member’s pregnancy, the birth of the member’s child or the adoption of a child by the member. If a vacancy occurs in the office of a member of council, the municipality shall, subject to the Municipal Act, •

fill the vacancy by appointing a person who has consented to accept 10

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the office if appointed; or •

require a by-election to be held to fill the vacancy

5-CONDUCT a)

SPEAKING - Each member must be recognized by the Presiding Officer before speaking on any matter or motion. A member may not speak more than once on a matter without leave of the Presiding Officer, except: • In explanation of a material part of the speech which may have been misunderstood; or • In reply after everyone else wishing to speak has spoken Generally no member may speak to the same matter or in reply for longer than 5 minutes. Through the Presiding Officer, a member may ask for an explanation of any part of the previous speaker’s remarks. A member may also, through the Presiding Officer, ask questions to obtain information relating to the report or minutes presented to Council or any clause contained therein. However this must be done prior to the commencement of the debate on the report, minute or clause. Following the reading of a motion and during debate, all questions to staff are to be addressed through the Presiding Officer.

CONDUCT - Members shall not: i) Speak disrespectfully of the Reigning Sovereign, any member of the Royal Family, the Governor-General or a Lieutenant-Governor; ii) Use offensive words or unparliamentarily language in Council; iii) Disobey the rules of the Council or decision of the Presiding Officer or of Council on questions of order or practice; iv) Leave his or her seat or make any noise or disturbance while a vote is being taken and the result is declared; v) Enter the Council Chamber while a vote is being taken; vi) Interrupt a member while speaking, except to raise a point of order; vii) Pass between a member who is speaking and the Chair. viii) Engage in private conversation while in the Council Meeting or use electronic/mobile devices in a manner which interrupts the proceeding of the Council, or attempts to coordinate voting.

DRESS CODE - Each member of Council is personally accountable for presenting themselves in a professional manner at all Council meeting.

DECLARATIONS OF CONFLICT OF INTEREST- Members shall at all times conduct themselves in accordance with the requirements of the Municipal Conflict of Interest Act, including any subsequent amendments, revisions and regulations thereto. All declarations and disclosures made in accordance with the Act shall be made in writing by the member in accordance with the Act, and a copy shall be submitted to the Clerk. If, after making such a declaration, the member determines that he/she does not have a Conflict of Interest, then a public statement to that effect shall be made by the member. Such public statement may be in the same form and substance as the original declaration.

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DISCIPLINARY ACTION - It is not the intention of discipline in a meeting to punish a member but to change the behavior of the member. If a member commits a breach of conduct, the escalation of remedies is as follows: • The Presiding Officer requests that the member refrain from breaking the rules and specifies the infraction or rule being broken. • If this fails, the Presiding Officer provides a sterner warning by calling the member to order. • If, after this instruction, the member continues with the action or refuses to be seated the Presiding Officer may, if the breach of conduct is serious enough, request that the offending member to apologize or failing an apology to be expelled from the meeting. If expulsion from the meeting is ordered, the Presiding Officer may establish and appoint individuals to escort the member from the meeting room. If the member refuses to leave, the appropriate civil authorities should be called.

EARLY DEPARTURE FROM MEETINGS - A member who wishes to leave a meeting prior to the adjournment must so advise the Presiding Officer. The recording officer will note the member’s time of departure.

NOTICE OF ABSENCE FROM MEETING - If a member cannot be in attendance at a meeting, they should notify the Clerk or the Deputy Clerk of their absence at their earliest opportunity.

CHAIN OF OFFICE - The Mayor shall wear or display the Chain of Office at each Council meeting. The Mayor may at his or her discretion wear the Chain of Office on ceremonial occasions.

CONDUCT OF PUBLIC AND MEDIA • Members of the public, including accredited and other representatives of any news media, may use cameras, recording equipment, television cameras, and any other devices of a mechanical, electronic, or similar nature to transcribe or record Council Meetings. These devices may not be used in such a way as to obstruct the proceedings of the Meeting. •

Members of the public who constitute the audience at a Meeting, shall not: • Address Council or Committee without permission; • Applaud, shout, boo, hiss or otherwise express their pleasure or displeasure with the proceedings in such a manner as to interfere with the meeting ■ Bring signage, placards or banners into such Meetings or engage in any activity or behavior that would affect the Council deliberations

6-MOTIONS a)

NOTICE OF MOTION - Notice of motions will preferably be received during the scheduled time as allocated under Section 2.0 (a), however the Clerk may receive a notice of motion at any time during a Council meeting. A notice of motion will become part of the agenda for the subsequent Council meeting unless otherwise approved by Council. A notice of motion requires a seconder only at the time of debate. The member of Council who moved the Notice of Motion at the previous meeting shall be afforded a maximum of two minutes to explain the purpose of the Notice of Motion to Council prior to the seconder being sought. 12

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(As Amended by By-law 2023-92 passed December 19, 2023) If a motion is not moved and seconded on the day and at the meeting for which notice was given, it cannot be moved at any subsequent meeting without notice being given on the agenda for that meeting. GENERAL - Every motion, once presented to the Presiding Officer, becomes the property of Council. The presiding officer may call on the Clerk to read the motion. A member can withdraw a motion only with the consent of the majority of Council. Motions shall be debated in the order of presentation to the Presiding Officer. Any member may request that the Clerk read the motion under discussion at any time during the debate, except when another member is speaking. Any member may request separation of a motion. Each section of the motion will be voted on separately. When a matter is under debate, no motions can be made other than a motion: • • • •

To refer I defer To amend To adjourn the meeting To vote on the matter

REFER/DEFER - A motion to refer or defer takes precedence over any motion or amendment, except a motion to adjourn. A motion to refer requires direction as to the body to which it is being referred. A motion to defer must include a reason for deferral. Neither motion is debatable.

VOTING - When a member makes a motion that the vote now be taken, it shall be put to a vote without debate. If a majority of the members agree to put a motion to a vote, the motion and any amendments thereto will be submitted to a vote immediately without further notice. No members may speak or present another motion once the Presiding Officer commences the vote on that motion. Each member present at a Council meeting will vote when the vote is taken on a matter, unless prohibited from so doing by statute. Any member who is present but refuses to vote or abstains to vote, their vote will be deemed to be a vote in the negative. A recorded vote on a motion before Council may be requested at any time by any Council member before the vote is taken or after the vote has been taken unless Council has commenced discussion on a new matter on the agenda. When a member requests a recorded vote, all members will vote in alphabetical order of Council finishing with the Mayor, when polled by the Clerk. The Clerk will note the names of those who voted for and against in the minutes, and will announce the results. If a member disagrees with the results of the vote, he or she may object to the declaration and ask that the Clerk retake the vote. An objection to any resolution shall not be recorded unless a recorded vote is requested.

AMENDMENT - A member may present only one amendment to the main motion at a time. Another amendment may be introduced only after the previous one has been disposed of. An amendment that has been seconded may not be withdrawn and must be dealt with.

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NEW MATTER - A member may not introduce a new matter without notice, unless Council without debate dispenses with the notice requirements by two thirds vote.

RECONSIDERATION - A member who voted with the prevailing side may move for reconsideration at the same meeting as follows: If the motion to reconsider receives a seconder, the motion for reconsideration shall be open to debate and voted upon. The motion will require the votes of two thirds of members present to pass. If adopted, the motion to reconsider temporarily nullifies the previous decision. The main motion originally voted on is again pending. The motion may now be amended or considered as moved and voted upon. Example: 1. 2. 3.

Original Motion -> Vote Motion to Reconsider-> Vote Reconsideration of main motion (it may now be amended)-> Vote

If a member who voted on the prevailing side presents a motion for reconsideration at a subsequent meeting, the motion must be preceded by a notice of motion. At the subsequent meeting, the motion to reconsider follows the same process, as noted above. It will require a two thirds majority vote of the members present to carry. Example:

Meeting #1 Meeting #2 Meeting #3 Meeting #3

Vote on original motion Notice of Motion to be received Motion to Reconsider to be voted on Matter for Reconsideration to be voted on

No matter may be reconsidered more than once in a twelve-month period. A notice of motion for reconsideration will not stop or delay action on the decided matter unless Council agrees otherwise. In this case. Council must approve the injunction by a two-thirds majority vote of the members present. If Council approves a motion to reconsider, the reconsideration will become the next order of business, unless the motion calls for a future definite date. Debate on the matter shall proceed as though it had not been previously voted upon. The debate must be confined to reasons for or against reconsideration only. g)

ADJOURNMENT - A motion to adjourn a meeting will be in order except: • When a member is in possession of the floor. • When it has been decided that the vote now be taken. • During the taking of a vote. • If determined in the negative the vote shall not be taken again until some intermediate proceedings have been taken by Council. Members may not leave their places on adjournment until the Presiding Officer vacates the role as Chair. Council will adjourn at 10:00 p.m. if in session at that hour, unless determined otherwise by a majority vote of the members present.

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BYLAWS -The agenda may contain a summary of the contents of each bylaw. If a majority of Council requests, the Clerk will read the by-law in its entirety. All by-laws must be passed in meetings that are open to the public. Notwithstanding the above clause, a by-law may be passed through delegated authority in accordance with By-law 2023-01 and may be presented to and enacted by the Director of Development Services or designate. (As Amended by By-law 2023-92 passed December 19, 2023) A Confirmatory By-law, to confirm the proceedings of Council during the meeting, will be placed before Council each meeting.

SUSPENSION OF THE RULES - Any Member may request that the rules of procedure be temporarily suspended. An example of a motion to suspend the rules would be to extend the meeting past 10:00 p.m.

ULTRA VIRES - No motion shall be put on a matter which is Ultra Vires the jurisdiction of Council

CHANGES TO COUNCIL COMPOSITION - Where Council wishes to consider changes to the composition of council: • 5 votes shall be required to support the change, • At least one Councillor from each district shall support the change, • There shall be widespread consultation with voters before any proposal is adopted including at least one public meeting in advance of day of the meeting where the resolution is decided. Normal municipal procedures for public notice shall apply.

7 – COMMITTEES a) APPLICATION OF THIS BY-LAW TO COMMITTEES - The rules governing the procedures of Council and the conduct of Members as set out in this ByLaw shall be observed in all Committees in so far as they are applicable or as otherwise provided for in the Committee By-Law. b)

EXTERNAL COMMITTEES/BOARDS - Council may from time to time appoint, by resolution, individuals to external committees or boards. The term of office for community members shall be two terms, the length of which will be decided by Council. Terms are to be staggered such that there is always a productive mix of experienced and new volunteer members.

QUORUM - A quorum shall be a majority of those appointed to a Committee by Council. A majority is more than half of the total number of those appointed to the Committee.

COMMENCEMENT OF MEETINGS - If a Committee Chair or Committee ViceChair is not present within fifteen minutes from the time of the opening of the Committee meeting, the members present will elect another member of the Committee to preside. That member will discharge the duties of the Presiding Officer for that meeting, or until the arrival of the Committee Chair or Vice-Chair.

VOTING - Any member, including the Committee Chair, may propose or second a motion. When the Committee Chair proposes a motion, he or she must vacate the chair to the Vice-Chair of the Committee during the debate on the motion and resume the chair following the vote. All members will vote on all motions except when disqualified by reasons of pecuniary interest or otherwise. 15

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DUTIES - Council may discharge from responsibility any Committee, which refuses or neglects to give due consideration to any matter before it. Council may then allot such responsibility to another Committee.

CLERK, DEPUTY CLERK OR SECRETARY TREASURER TO PRESIDE AT FIRST MEETING - The Clerk, Deputy Clerk or Secretary Treasurer shall preside at the first Meeting of each Committee or Board in each calendar year for the purpose of electing the Chair of that Committee. Upon election, the Chair shall preside at the Meeting.

Page 86 of 101

In 2

To:

Council

From:

Director, Public Services

Date of Meeting:

February 18, 2025

Subject:

Blue Box Transition – Material from non-eligible sources

Report Number:

2025-028

Summary The purpose of this report is to update Council on the Provincial Blue Box transition and seek approval to proceed with depot drop off locations for recycle materials from noneligible sources at the Portland and Loughborough landfills. Recommendation That Council direct the Public Services department to proceed with recycle depots at the Loughborough and Portland landfill sites for the collection of recycle materials from noneligible sources to be funded within the approved 2025 operating budget. Background On July 1, 2025 the Township will no longer be responsible for residential recycle collection as the province transitions to a full producer responsibility model. Recycle materials from non-eligible sources are not covered under the provinces blue box regulations and any locations previously being collected will not be collected after the transition date. Any curbside collection currently performed at a non-eligible source locations were done based on historical agreements with previous contractors and inconsistent across the Township. The non-eligible sources were not included in the previous blue box regulation either. O.Reg. 391/21: Blue Box defines what residents and facilities are eligible for collection under the regulations. The following are considered non-eligible sources and not covered under this regulation: • • • • • • •

Industrial and commercial properties Not for profit organizations Daycares Places of worship Commercial farms Campgrounds and trailer parks (without permanent and/or seasonal residents) Municipal facilities www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-028

Page 87 of 101

Background information on transition and non-eligible sources can be found in the September 19, 2023 and March 4, 2024 reports and the Association of Municipalities Ontario provided a presentation on blue box transition at the September 19, 2023 meeting of Council. Discussion/Analysis In preparation for the transition on July 1, 2025, the Township needs to consider how to manage recycle materials from non-eligible sources to help keep materials out of the municipal landfills. As municipal facilities are non-eligible sources the Township will need to establish a process to continue recycling internally to remain a local leader in promoting a circular economy. Below are examples of municipal facilities that will require recycle collection and disposal: • • • • • • • • •

George St office Keeley Rd office Storrington Centre Glendower Hall Princess Anne building Libraries Fire Halls OPP station Frontenac Arena

There are 256 properties in the Township that are classed as non-eligible according to the 2023 MPAC data representing 2.6% of the total properties. The low number of properties and distance they are spaced out geographically doesn’t benefit from the economies of scale for a separate collection. Keeping recyclable materials out of the Township owned landfills is a waste diversion priority for the Public Services Department to preserve landfill capacity. To support this initiative staff are recommending recycle depots to accept materials from non-eligible sources at the Loughborough and Portland landfill sites. This would strategically give two year round sites located off of Road 38 and Perth Rd for the municipality and local properties classified as non-eligible to drop off recyclable material from non-eligible sources. The amount of material collected weekly is expected to be low so the recycle depots will act as an economical way to dispose of the material locally and accumulate enough to haul and dispose of the material offsite. As per the March 4, 2024 report, the Township has entered into an agreement to continue recycle depot operation at the northern landfill sites until the end of the 2025 season. After the completion of that season, the utilization of the northern landfill depots will be reviewed to determine if and where a depot for non-eligible source material or a convenience depot residential material would be required. The operation, transportation, and disposal fees for material collected at the Loughborough and Portland recycle depots would be funded from the solid waste operating budget under www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-028

Page 88 of 101

a project for waste diversion. Currently staff do not have final cost estimates for this operation but are working with waste disposal companies on solutions. The volume of material is expected to be low as this would only be for non-eligible sources as all residents will still receive curbside recycle collection. The annual amount of noneligible source material is estimated to be approximately 50,000 kg. Financial Implications Cost for recycle depots for non-eligible source materials will be funded form the 2025 solid waste operating budget. 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: Sustainable Long-Term Prosperity Action Item (If Applicable): Insert Text

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 89 of 101

To:

Council

From:

Director, Public Services

Date of Meeting:

February 18, 2025

Subject:

Load Restriction Changes – Fish Creek Bridge (Bob’s Lake Road)

Report Number:

2025-031

Summary The purpose of this report is to seek approval from Council to authorize the passing of a bylaw to implement new vehicle weight restrictions on the Fish Creek Bridge (Bob’s Lake Road) pursuant to Section 123 (2) of the Highway Traffic Act, R.S.O., 1990, C.H.8.as amended. Recommendation That By-law 2025-12 being a By-law to Restrict the Weight of Vehicles Passing Over Fish Creek Bridge (Bob’s Lake Road), be given first and second reading; AND That By-law 2025-12 be given third reading, signed, and sealed. Background The Township of South Frontenac currently owns and operates twenty-four (24) bridges and twenty-two (22) large culvert structures with a span greater than or equal to 3m in length. The responsibility for safety and maintenance of bridges is currently set out in the Public Transportation and Highway Improvement Act.. The Act requires that all municipal bridges be inspected every two years under the direction of a professional engineer using the Ministry of Ontario’s Ontario Structure Inspection Manual (OSIM). The OSIM requires biennial inspections to be a visual assessment of each element of the bridge as well as material defects, performance deficiencies, and maintenance and rehabilitation needs. The Fish Creek Bridge on Bob’s Lake Road was inspected as part of the biennial OSIM program in 2023, and the structure was assigned the lowest condition rating in the overall bridge inventory. Load ratings on this structure are currently restricted to a maximum of 18/32/44 tonnes respectively for single vehicle units, combination of two vehicle units and combination of three vehicle units. This bridge has been subject to ongoing design work and permits since 2023 and is currently scheduled for full replacement in the summer of 2025.

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number: 2025-031

Page 90 of 101

Discussion/Analysis During the summer of 2024, the Township’s OSIM consultant provided recommendation that the Fish Creek Bridge be placed on a monthly monitoring program heading into the scheduled replacement. Currently, the structure is visually inspected each month for evidence of changes in the distress on various elements of the concrete structure. In addition, a field survey is carried out to monitor measurements any horizontal or vertical movements on a series of pre-defined survey control points. In January of this year, the Township received recommendation from its OSIM consultant to implement a revised load restriction limit. This assessment was one of the key outcomes of the review of the monitoring results for the period of September to December of 2024. Additional concerns of the impact of increased freeze-thaw cycles on the structure this spring are also included in this consideration. It is therefore recommended that the bridge be posted with a maximum load rating of 5 tonnes per axle until the bridge can be replaced. A copy of the engineer’s correspondence has been attached for reference as Exhibit B. Based on the direction received, staff are recommending to Council that the posted load restrictions be updated to reflect these recommendations at the earliest convenience. A copy of the new load restriction by-law can be found attached as Exhibit B. Although this load restriction may inconvenience the public, it is worth noting that the municipality will soon be moving to half-load restrictions (5 tonnes per axle) on local roadways in the coming months as we move out of the winter season. The Fish Creek Bridge is currently scheduled for replacement in the summer of 2025 and in-water restrictions on Bob’s Lake dictate that the project must commence on or after July 15th. This will mean that new load restrictions will be in place up until the bridge is replaced in late September. 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. • •

Priority: Choose an item. Action Item (If Applicable): Insert Text

Climate Considerations ☒ Not applicable to this report. Notice/Consultation Greer Galloway a division of Jp2g Consultants Inc. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number: 2025-031

Page 91 of 101

Attachments Exhibit A – Structural Engineer’s Letter from Greer Galloway dated January 14th, 2025 Exhibit B – By-law 2025-12 – a By-law to Restrict the Weight of Vehicles Passing Over Fish Creek Bridge (Bob’s Lake Road) 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 92 of 101 Project No. 25-2006A January 14, 2025 Township of South Frontenac Public Services 2490 Keeley Rd Sydenham ON, K0H 2T0 Attn

Troy Dunlop, Manager of Public Works tdunlop@southfrontenac.net

Fish Creek Bridge – Structural Load Rating

To whom it may concern: The Fish Creek Bridge located on Bobs Lake Road in Tichborne, ON , was scheduled for replacement in 2024 but construction has been pushed into the 2025 season. Greer Galloway has been conducting monthly monitoring of the Fish Creek Bridge for the Township since April 2024 to track the condition of the deteriorated bridge in the interim. Based on the latest observed conditions of the bridge during monitoring visits conducted during September, October and November, and December, it is the opinion of the undersigned that the structure should be load rated to limit the size of vehicles using the bridge. Based on the current condition of the bridge, and anticipated effects of freeze-thaw cycling on the structure during the winter season, it is our recommendation that the bridge be posted with a maximum load rating of 5 tonnes per axle until the bridge can be replaced. I trust this is the information that you require. If you have any questions regarding the above, please do not hesitate to call. Yours truly, Greer Galloway, a division of Jp2g Consultants Inc.

Jaime Maitland, P.Eng. Project Manager | Sr. Structural Engineer

Arnprior

Belleville

2025/01/14

Kingston

Ottawa

Pembroke

Peterborough Page 1 of 1

Page 93 of 101

TOWNSHIP OF SOUTH FRONTENAC BY-LAW 2025-12

A BY-LAW TO RESTRICT THE WEIGHT OF VEHICLES PASSING OVER FISH CREEK BRIDGE (BOB’S LAKE ROAD) WHEREAS, Section 27(1) of the Municipal Act, S.O. 2001, Chapter 25, as amended authorizes municipalities to pass By-laws in respect of a highway under its jurisdiction; AND WHEREAS, Subsection 123(2) of the Highway Traffic Act, R.S.O., 1990 c.H.8., as amended provides that a municipal corporation or other authority having jurisdiction over a bridge may by by-law limit the gross vehicle weight of any vehicle or any class thereof passing over a bridge; AND WHEREAS, the Council of the Corporation of the Township of South Frontenac, deems it advisable to enact a by-law to limit the gross vehicle weight of any class thereof passing over a bridge under its jurisdiction; NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC, BY ITS COUNCIL, HEREBY ENACTS AS FOLLOWS: 1.

That in relation to this By-law “gross vehicle weight” means the total weight in tonnes transmitted to the highway by a vehicle or combination of vehicles and load.

That no vehicle or combination of any class thereof shall be operated over Fish Creek Bridge on Bob’s Lake Road, Township of South Frontenac, located 80m south of Fish Creek Road, if the gross vehicle weight exceeds the limits below: Configuration

Weight Limit

Vehicles with two axles, including passenger and commercial vehicles

10 tonnes

Transport with single trailer

25 tonnes

Transport with double trailer

35 tonnes

Heavy equipment on tracks or treads

Prohibited

That this by-law shall come into force and take effect as of the date of passing and once a notice of the limit of gross vehicle weight permitted has been posted in a conspicuous place at each end of the bridge.

That every person who contravenes the provisions of the by-law is guilty of an offence and on conviction is liable to a fine as provided under the Highway Traffic Act, R.S.O, 1990, c.H.8 as amended from time to time.

That all previous bylaws and/or amendments to designating the weight restriction of vehicles passing over this bridge are hereby repealed.

Page 94 of 101

Dated at the Township of South Frontenac this 18th day of February, 2025. Read a first and second time this 18th day of February, 2025. Read a third time and finally passed this 18th day of February, 2025. THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC

Ron Vandewal, Mayor

James Thompson, Clerk

Page 95 of 101

To:

Council

From:

Director, Public Services

Date of Meeting:

February 18, 2025

Subject:

Award of Tender # PS-2025-01 – 2025 Surface Treatment Program

Report Number:

2025-030

Summary The purpose of this report is to provide background on the budget and award of contract for the 2025 Surface Treatment Program under Delegated Authority of the procurement bylaw. Recommendation The report is for information only. Background In December of 2024, Council approved the 2025 Budget which included hard surfacing preservation activities on approximately 28.4km of existing surface treated roadways (Exhibit A). Details of the preservation project involve the placement of a single surface treatment (chip seal) to enhance the service life of existing roadways. A chip seal is a roadway surface treatment that consists of a layer of asphalt binder (hot or emulsion) with a layer of embedded aggregate. Chip seals provide a new skid resistant wear surface, stop raveling, seal minor cracks, and delay the further deterioration of the existing roadway. Chip seals extend the life of roadways up to 5 to 7 years. The Township also tendered for the placement of new double surface treatments on inhouse road construction activities on an additional 5.3 km of roadways that include: Westport Road and Florida Road. Discussion/Analysis On January 8th, 2025, the Township released a tender for surface treatment on Biddingo and advertised on the Township’s website. On February 5, 2025, the tender closed with a total of two (2) tender submissions received.

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-030

Page 96 of 101

The results of the tender bids were as follows:

Supplier Greenwood Paving (Pembroke) Ltd. Miller Paving Ltd.

Total (Including Net HST Rebate) $1,393,516.14 $1,180,416.00

All of the tenders were found to be complete and in compliance with the requirements of the procurement bylaw. Staff completed a detailed review of the Miller Paving Ltd. bid submission and found their tender bid to be balanced. Unit prices for this year’s program came in at 2.3% (single lift) and 2.8% (double lift) higher than the rates last seen in the 2024 program. Miller Paving Ltd. has successfully completed numerous surface treatment contracts locally over the last several years and has also carried out warranty repairs when and where directed. This bid submission is within the prescribed budget and has therefore been awarded to Miller Paving Ltd. under Delegated Authority of the procurement bylaw. Financial Implications The 2025 Budget allowance for the contracted services included in this tender is $1,216,500 based on the surface treatment (LCB) preservation program and the funding commitments for double surface treatments on the in-house construction projects. A detailed breakdown of the final project budget is provided below:

ACTIVITY Expenses (Contract # PS-2025-01) Miller Paving Ltd. (low bid Net HST) Approved Budget Sources (2025) • Surface Treatment (LCB) Preservation - $807,500 • Various In-House Road Reconstruction - $409,000 Estimated Surplus (3.0%)

COST ($) $1,180,416.00

$1,216,500.00 $ 36,084.00

www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-030

Page 97 of 101

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. When you examine the full lifecycle of any hard surfaced roadways the reconstructive stage will require the greatest energy demand and will generate the greatest construction cost. The overall effort to strip or pulverize a hard surfaced roadway, import new raw aggregate materials, and place new emulsified asphalt products requires significant labour, equipment, and material resources. This activity also contributes to greenhouse gas emissions through heavy equipment use, aggregate extraction/production, oil demand/refinement and asphalt production. As part of any climate adaptation strategy the Township must access and utilize available tools to extend the service life of its’ roadway assets and therefore collectively reduce the impact of emissions generated by traditional reconstructions. Based on the research work by the Pavement Preservation & Recycling Alliance (PPRA), single chip seals offer the following environmental benefits over these traditional resurfacing methods: • • • •

reduces lifecycle costs by 48%. reduces greenhouse gases by 51% and reduces energy use by 51%. reduces raw materials by 49% or more; and extends the life of a roadway up to 5 – 7 years.

The 2025 single surface treatment program which includes over 28.4km of preservation work aligns with the principles of reducing overall greenhouse gas impacts. Notice/Consultation • Director of Corporate Services Attachments Exhibit A – Budget Sheet Project # 25-31 Surface Treatment (LCB) Preservation www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.

Township of South Frontenac Staff Report Number – 2025-030

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 98 of 101

58001 - Internal Equipment 0

55290 - Contracted Services Expenses / Expenditure

Expenses / Expenditure

53310 - Materials

Total

2025

950,000

47,500

807,500

47,500

47,500 950,000

807,500

47,500

2026

Prior Approved

Expensed to Current Year

2027 0

2028 0

2029

The commitment to an annual LCB preservation plan is reflected in the 5 year plan received by Council on May 2, 2023.

Single surface treatments can add 5 to 7 years of added service life at a low cost and help manage unplanned maintenance expenses (potholes, cracking and edge break-up).

Rationale: The application of a single surface treatment (chip seal) is a key maintenance strategy for long term performance of the Township’s road network of LCB roadways.

Relationship to Strategic Plan: N/A

Budget Total Project

Type of Project: Local Roadway Basis for Activity: Asset Renewal

Actuals

50100 - Wages

Description

Project Finances

Staff Contact: Troy Dunlop (tdunlop)

A priority list has been attached as a project document with additional details on forecasted roadways.

Description: Rehabilitation of approximately TBD km of surface treated roadways with localized repairs and application of a final Low Class Bituminous (LCB) single surface treatment (chip seal).

Department: 3300 - Hardtop

Project Number: 25-31

Project Name: Surface Treatment (LCB) Preservation

Project Information

Capital Project Detail Sheet

Page 111 of 158

Page 99 of 101

TOWNSHIP OF SOUTH FRONTENAC

Randy Clark Road Washburn Road Lakefield Drive Centreville Road Devil Lake Road Bradshaw Road Green Bay Road Westport Road Wolfe Lake Road* Stage Coach Road Opinicon Road Bedford Road Clark Road

Street West End of Road 2562 Washburn Road 1.30km South of Holmes Road Devil Lake Road Centreville Road Road 38 Burns Road New Road Westport Road Railton Road Perth Road 10 Salmon Lake Road McConnell Road

From Street

Battersea Road Factory Road To End of Road To Rideau Boundary Westport Road Steele Road Burridge Road Garrett Road North End of Road Campbell Road 7.70km East of Perth Road 10 at Petworth Bridge 1.00km North of Salmon Lake Road East End of Road Total :

To Street

Surface Treatment (LCB) Preservation - 2025 Preliminary Road List

Boundary road to be completed with Rideau Lakes Township **2022 PCI Data ***The above road list is preliminary. Each road section will undergo a final condition review in the spring

45340 46420 43600/43585 41230/41245 41905 40615/40630 42640 57900 46735 45985 44800/44815 51575 41335

Section ID

Surface Treatment (LCB) Preservation Public Services Department

2.2 1.3 1.3 0.8 1.7 2.2 2.9 1.9 2.2 2.2 7.7 1.2 0.9 28.4

Length (Km)

201 792 643 226 243 393 199 371 257 1184 550 220 125

82 80 77 70 65 74 65 55 77 73 73 77 82

AADT PCI**

ϮϵĂ

112 of 158 Page 100 101

Page 101 of 101 Township of South Frontenac By-Law Number 2025-13 Page 1 of 1 By-Law Number 2025-13 A By-Law to Confirm generally all actions and proceedings of the Council meeting of the corporation of the Township of South Frontenac on February 18, 2025 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 February 18, 2025, 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 February 18, 2025, 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 February 18, 2025, 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, February 18, 2025 Given Third Reading and Passed: Tuesday, February 18, 2025

James Thompson, Clerk

Ron Vandewal, Mayor

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