Body: Council Type: Minutes Meeting: Regular Date: January 18, 2011 Collection: Council Minutes Municipality: South Frontenac
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Minutes of Council
January 18th, 2011 Meeting No.3 Time: 7:00 p.m. Location: Sydenham Present:
Mayor, Deputy Mayor Councillors,
Gary Davison MarkTinlin
John McDougaIl Allan McPhaiI Cam Naish Bill Robinson Del Stowe Ron Vandewal
Larry York Staff:
Wayne Orr, Clerk-Administrator; Angela Maddocks, Confidential
Secretary, Mark Segsworth, Public Works Manager, Lindsay Mills, Planning Coordinator, Deborah Bracken, Treasurer, Ashley Brown, Recreation Coordinator 1.
Call to Order Resolution No. 2011-03-01
Moved by Councillor McDougall Seconded by Deputy Mayor Tinlin
THAT the Council meeting of January 18th’ 2011 be convened at 7:00 p.m. Carried. 2.
Declarations of Pecuniary Interest - nil
Delegations
(a) Bill McDonaId-Liberal Candidate- Lanark-Frontenac-Lennox & Addington Mayor Davison welcomed Bill McDonald and Karl Hansen, a local member of the liberal party and retired police officer.
Bill McDonald thanked Council for the opportunity to address Council. He outlined his experience on the political scene for the past number of years which included warden of Frontenac County in 2000 and 2004. Mr.
McDonald encouraged communication between Council and himself if he is successful in his bid to become the member for this riding. He pointed out some of the challenges facing municipalities today and recognized the needs of an aging population and for local employment opportunities. He felt the Green Energy Act is a good opportunity to promote job creation in this area. He requested that Council contact him if any issues arise that he may be of assistance.
Mayor Davison thanked Mr. McDonald and wished him success. (b)
Vicki Leakey, KPMG Accountants Vicki Leakey referred to the draft 2009 audited Financial Statements and explained the changes to the statements as a result of the tangible capital assets implementation. She commended staff for their perseverance during the implementation process. Deputy Mayor Tinlin questioned the reference to “amounts to be recovered” on Page 12 of the statement.
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Vicki Leakey explained that these items refer to the landfill closure costs and
post employment benefits which are a liability now and the future. There is an amount set aside in reserve that is not fully expensed out.
Councillor Vandewal commented on the low interest earnings on the $4.9 million.
Vicki Leakey acknowledged that interest rates were low in 2009 but the interest rate would depend on the length of time the actual funds flowed through the year. She noted that these are not stable funds and that Council
could look at an investment policy. Wayne Orr then distributed the “Audit Findings Report” to Council. Vicki Leakey confirmed that there were no issues or obvious concerns with respect to carrying out the audit.
Mayor Davison thanked Mrs. Leakey for her presentation and commended Department Heads for their work and challenges with respect to the tangible capital assets reporting that was necessary for this audit process. Resolution No. 2011-03-02
Moved by Deputy Mayor Tinlin Seconded by Councillor McDougall THAT Council approves the 2009 Financial Statements for the Township of South Frontenac as prepared by the Township auditors KPMG. Carried. 4.
Public Meeting Resolution No. 2011-03-03
Moved by Councillor McDougaIl Seconded by Deputy Mayor Tinlin THAT a public meeting be held to discuss planning matters related to: . Proposed Zoning By-law Amendment Z-10/22, Concession V, Part Carried. Lot 7, District of Loughborough (a) Proposed Zoning By-law Amendment Z-10/22, Concession V, Part Lot 7 Lindsay Mills explained that this zoning application is a condition of consent
to change the zoning of a new waterfront resident lot accessed by a private lane and water frontage of only 61 metres (200 feet). He noted that the rezoning of this property is not creating the deficient water frontage but that it existed and that existing lots surrounding this property are smaller than the lot being created. He explained that there were not any objections received from the commenting agencies and that the building site is limited on this lot.
Mr. Mills brought to Council’s attention the letter in their agenda package from Mr. John Simpson and noted that the concerns raised were not reflective of the Ontario Planning Act. He noted that Committee of Adjustment has given provisional consent which means it will not be recognized as a new lot until aU of the conditions for severance are met including this rezoning.
Councillor Stowe asked if the Planner will reply to the concerns outlined in Mr. Simpson’s letter.
Mr. Mills agreed to respond to Mr. Simpson’s concerns in writing as well as sending him a notice of the decision.
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Councillor Vandewal commented that he would have liked to see the lot line
extended right to Rutledge Road. He questioned why this severance was being done now and not as part of a proposed subdivision. Councillor Naish asked if the driveway for the existing house would be affected as it appeared on the map that the lot lines would affect the access.
Lindsay Mills explained that there will be an entrance required for this new lot.
Sally Gordon, the applicant, commented that she will be constructing a new entrance even though there is an existing entrance to this property on
Rutledge Road.
Mayor Davison stated that the existing entrance was for agricultural purposes only.
Councillor Vandewal questioned the proposed subdivision in the near future why does this lot need to be created now.
There were no other comments from the public. Resolution No. 2011-03-04
Moved by Deputy Mayor Tinlin Seconded by Councillor McDougall THAT an opportunity having been provided to discuss planning matters, that the public meeting be closed.
Carried.
- Approval of Minutes - nil
Business Arising - nil
Reports Requiring Action
(a)
Accounts Resolution No. 2011-03-05
Moved by Councillor McPhail
Seconded by Councillor York
THAT Council approve the payment of the Accounts Payable Voucher tfi^
dated January l3m, 2011 in the amount of $391,651.70. (b)
Carried.
Report from Wayne Orr, Chief Administrative Officer, re: 2010 Election Accessibility Report. Wayne Orr referred to his report and noted that this is a requirement under the Act.
With respect to the election, Mayor Davison asked what Intelivote Systems is doing to address the problem with their server during the last few hours of voting on Election Day. Wayne Orr explained that Intelivote Systems will be changing the “candidate module” to a stand alone system and working on improvements to their software systems.
Councillor Naish asked if there were other companies that provide this same type of service.
Wayne Orr confirmed that Council will have the opportunity in three years to review options for the next election.
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January 18m, 2011 Resolution No. 2011-03-06
Moved by Councillor McPhail
Seconded by Councillor York
THAT Council receives the 2010 Election Accessibility Report for information.
Carried.
(c) RePort from Ashley Brown,thRecreation Coordinator, re: Cycling Tour th Velo Quebec - August 7tn and 8ttl, 2011
Ashley Brown referred to her report and gave a brief summary of the cycling event that is proposed for August involving 2000 participants with approximately 250 employees and volunteer. It will involve the use of the
facilities at the Point Park and usage of Sydenham High School. She noted that the support and use of Sydenham High School is uncertain as they will
be having boilers installed and construction going on during this timeframe. There alternative site will be Loughborough Public School which has not yet been confirmed for availability. She recognized that this is a big undertaking for the community and there is a need to bring other community groups on board to coordinate this event. Councillor York questioned the amount of tents that would be set up for this event and the washroom facilities that need to be available for an event this size.
Ashley Brown noted that there could be up to 1200 tents on the football field and washroom facilities will be provided at the school. Councillor Naish asked if local vendors will be allowed on the site during
this event. He questioned the bistro marquee mentioned in the report and who will be operating this venue. Ashley Brown confirmed that Velo Quebec encourages the use of local vendors during these events but wiU be responsible for operating the bistro. Councillor Stowe questioned the economic benefits as it appears that this group provides all their own needs. Ashley Brown explained that they encourage local vendors to bid on things like catering etc. Councillor McPhail asked how much planning has already gone into this
event and who is responsible for covering the costs for security and services. Ashley Brown reiterated that until the school board confirms the use of one of the schools, the event is at a stand still.
Deputy Mayor Tinlin referred to “all costs incurred” m the report and asked if the OPP have been contacted for input on this event.
Ashley Brown confirmed that she has met with the OPP and advised them and Velo Quebec has agreed to pay for the policing costs.
Councillor McDougall asked if any research has been done with respect to past events conducted by this group and the financial security. Ashley Brown noted that this group has been in place since 2001 but she has not checked into any other events that this group has organized. Councillor Vandewal referred to the triathlon that has taken place in
Sydenham and the comments and concerns expressed by community members with respect to how the event was conducted. He felt this was a major undertaking especially since the Point Park will be closed to the
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public during this time frame. He questioned the actual benefit this event may bring to the business community.
When asked by Mayor Davisou for input on traffic and parking concerns
for this event, Mark Segsworth commented that we have developed better traffic control measures given the past experience with the triathlon.
Councillor York asked if there will be a requirement for parental approval for children involved in this event.
Ashley Brown commented that the participants are mainly adults between the ages of 40 and 50, any children involved will be under the supervision of their parents.
Mayor Davison asked what community groups would be involved in this event.
Ashley Brown stated that the Frontenac Community Futures Development Corporation is on board as well as the South Frontenac Recreation
Committee.
Mayor Davison was concerned with the use of tent pegs on the football field. Ashley Brown indicated that Velo Quebec has requested a layout of the field to ensure there is no damage.
Councillor Robinson felt this was a big undertaking and was concerned with the alcohol use in the park. Ashley Brown indicated that the liquor licensing is one of the items to be considered however she noted that the participants in the tour are athletes and are not expected to over indulge.
Councillor Vandewal questioned the liability coverage and the costs for extra staffing for this event.
Mayor Davison agreed with Councillor McDougaU’s suggestion to follow up with other communities who have hosted this event.
Councillor McDougall referred to the Land 0’ Lakes Tourist Region and questioned the route which the cycling tour may be using. Ashley Brown responded that she has not received any confirmation with respect to the route. Resolution No. 2011-03-07
Moved by Councillor York
Seconded by Councillor McPhaiI
THAT Council authorizes staff to proceed with planning for the event on the condition that Velo Quebec agrees to cover all costs incurred with this event, including the extra hours of staff time for the Recreation Coordinator.
Carried.
Councillor Vandewal asked if there should be an opportunity for public
input regarding this event due to the impact it may have on the community. Councillor McPhail agreed that there should be an opportunity for public input as well as a good ad campaign to recognize the impact of this event on a small community.
(d) Report from Wayne Orr, Chief Administrative Officer, re: Community Improvement Plan
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Wayne Orr referred to his report as a follow up to the presentation made by County of Froutenac staff at the January 11th meeting. Resolution No. 2011-03-08
Moved by Councillor McPhaiI
Seconded by Councillor York
THAT Council approves the commencement of the preparation of a Community Improvement Plan for Verona, to be presented for consideration and adoption by Council at a future date.
Carried.
(e) Report from Mark Segsworth, Public Works Manager, re: Multi-Year Roads and Bridges Construction Program Mark Segsworth introduced David HoUiday, Technical Assistant to the new members of Council and noted that Mr. Holliday has done a lot of work on the needs assessment and the GRIPS program. Mr. Segsworth explained that the first multi-year roads plan was introduced to Council in 2008. He commented that the sidewalk needs are
not identified in this plau and expressed concern about guiderails in parts of the township as the standards have changed for them. He noted that we should be investing more money into the roads program. Deputy Mayor Tinlm asked Mr. Segsworth how confident he was that this plan is achievable and if it was a conservative plan.
Mark Segsworth explained the need to look at the level of investment being proposed and noted that funding can be shifted to address higher priorities but he was confident that a plan is achievable. Councillor Robinson noted the difference in the chart included in the
agenda package and what was reflected in the Powerpoint presentation. Mark Segsworth explained that the chart included in the agenda package reflects the arterial roads ouly. The $7 million dollars is the total roads and bridges construction. He noted that additional costs were incurred to meet
the Building Canada Fund deadline which has now been extended. Councillor Vandewal commeuted that if Council trusts the Public Works
Manager with the budget he questioned the merit in itemizing by district, however at the end of the day the whole of South Frontenac will benefit.
Mark Segsworth noted that with an 800 kilometre road network, it is easier to manage by district. Since 50% of the road construction is done in-house,
it is easier to manage these projects by district as there can be up to four separate projects in the works at one time. He commended township staff for the excellent work they do on road construction. Councillor Stowe asked if there is a specific amount determined that will meet the financial needs for this program. Mark Segsworth stated that the tangible capital asset requirements have helped to define the needs and with each year we get closer to the number that will stop the gap from widening in order to maintain this multi-year program. He suggested a dedicated tax increase specifically for road construction.
Councillor York felt there should be more concentration on the highly travelled roads. He noted that part of the budget overrun in last years budget is due to an increase in asphalt pricing. Mr. Segsworth noted that asphalt prices have stabilized.
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Councillor _Vandewal recognized the extra cost in paving the shoulder of roads, but felt it was a good idea.
?^^r^IC?hail referred to thefour distncts and questioned any project or liability that may arise that could change this plan.
Mark Segsworth noted that there is nothing unforeseen.
Councillor Robinson asked if the additional projects should be prioritized as he felt some of the sidewalk issues were a higher priority than some of the construction projects outlined.
Mark_Segsworth agreed that some of these additional projects could be looked at and incorporated into construction projects.
Councillor Vandewal noted that there were two bridge projects completed
last year that were not part of the budget and did not affect the overall road budget. Resolution No. 2011-03-09
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT Council provides conditional approval of the 2011 Roads and Bridges
Construction program in order to complete the pre-engmeering work for late winter/early spring tendering. (f)
Carried.
Report from Deborah Bracken, Treasurer, re: Year to Date Review Councillor Vandewal noted that the only item that was out of whack is the garbage which Council already knew would not be accurate. Deborah Bracken noted that the report does not include the year end transfers to reserves.
Wayne Orr explained to the new Council members that the year to date numbers are relative to the budget process. He noted that there are still some year end bills to pay that are not included. 8.
By-laws Resolution No. 2011-03-10
Moved by Councillor Robinson
Seconded by Councillor Stowe
THAT the following by-laws be given first and second reading: . .
By-law 2011-04 By-law 2011-05
Carried.
(a) By-law 2011-04 /"
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Resolution No. 2011-03-11
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT By-law 2011-04, being a by-law to amend By-law 2003-75, as amended, to rezone lands from Rural (RU) Zone to Special Limited Service ResidentiaI-Waterfront (RSLW-88), Part Lot 7, Concession V, be read a third time, signed and sealed. (b)
Carried.
By-law 2011-05
Wayne Urr updated Council on the appointee for the Police Services Board. He noted that there were seven applications received and that the sub-
committee is recommending an individual who is currently serving as an
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Emergency Management Officer in Lennox and Addington and lives in the Sydenham area.
Resolution No. 2011-03-12
Moved by Councillor Robinson
Seconded by Councillor Stowe
THAT By-law 2011-05, being a by-law to appoint persons, includmg Council members to various boards for the term 2010-2014, be read a third time, signed and sealed. 9.
Carried.
Reports for Information
(a) Building Department report for December 2010 Council was given an amendment to the original report. It was noted that the report no longer provides a breakdown by district. 10. Information Items - nil 11. New Business
(a)
Councillor Vandewal referred to the Federal Gas Tax funding and discussions at the County of Frontenac orientation session on January 17th. He asked if Council would want the County to be involved with the Verona Medical Centre project and if so, the township representatives on County Council should follow up on this.
Wayne Orr agreed to make inquiries about this proposal on a staffing level first.
Councillor McDougaIl noted that there are medical needs in all townships. (b)
Councillor Stowe asked Mayor Davison about the status of the Hill request to close a portion of the road allowance adjacent to their property on White lake
Road. He noted that he has gone to the site and has additional pictures to provide along with his comments. Deputy Mayor Tinlin and Mark Segsworth still have to review the site. 12.
Committee Minutes - nil
In Camera Resolution No. 2011-03-13
Moved by Councillor Vandewal
Seconded by Councillor Naish th
THAT the Council meeting of January 18 , 2011 move in-camera to discuss matters related to personnel, property matters and litigation. Carried. Resolution No. 2011-03-14
Moved by Councillor Naish
Seconded by Councillor Vandewal th
THAT the Council meeting of January 18 ,2011 move out ofin-camera. Carried.
- Confirmatory By-law Resolution No. 2011-03-15
Moved by Councillor Vandewal
Seconded by Councillor Naish
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January 18th, 2011
THAT By-law 2011-06, a by-law to confirm generally previous actions of the Council of thethTownship of South Frontenac, be given read a first and second time this 18tn day of January 2011.
Carried.
Resolution No. 2011-03-16
Moved by Councillor Naish
Seconded by Councillor Vandewal
THAT By-law 2011-06, be read a third time, signed and sealed this 18th day of January 2011.
Carried.
- Adjournment Resolution No. 2011-03-17
Moved by Councillor Vandewal
Seconded by Councillor Naish
THAT the Council meeting of January 18th, 2011 be adjourned at 9:15 p.m. Carried
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