Body: Council Type: Minutes Meeting: Regular Date: May 18, 2010 Collection: Council Minutes Municipality: South Frontenac
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Minutes of Council
May 18th, 2010
Meeting No. 17 Time: 7:00 p.m. Location: Sydenham Present:
Mayor Councillors,
Gary Davison Larry York David Halin Jim Hicks Allan McPhaiI Bill Robinson Del Stowe Ron Vandewal
Absent:
John Fillion
Staff:
Wayne Orr, Clerk-Admmistrator; Mark Segsworth, Public _ Works Manager; Lindsay MiUs, Planner; Angela Maddocks, Confidential Secretary Call to Order
Resolution No. 2010-17-01
Moved by Allan McPhail
Seconded by Jim Hicks
THAT the Council meeting of May 18th, 2010 be convened at 7:00 p.m 2.
.
Carried.
Declarations of Pecuniary Interest
Bill Robinson declared a pecuniary interest with respect to Page 24 of the Accounts Payable Voucher. 3.
Delegations
(a) Pat McNamee and Del Stowe, re: 10th Anniversary Cataraqui Trail Pat McNamee and Del Stowe provided a Powerpoint presentation with respect to the 10th Anniversary of the Cataraqui Trail. Del Stowe thanked the members of the board and all residents who have committed time and effort in approving the trail. 4.
Public Meeting Resolution No. 2010-17-02
Moved by Jim Hicks
Seconded by Allan McPhail
That a public meeting be held to discuss planning matters related t<K .
Proposed Zoning By-law Amendment Z-10/10, Concession XI, Part Lot Carried. 34, District of Storrington - Aldridge
(a) Z-10/10, Concession XI, Part Lot 34, District of Storrmgton - Aldridge Lindsay Mills explained that this rezoning will permit the applicant a temporary
second-dwelling unit for elderly parents on a property on Cranben^ Lake; The
proposed secondary dwelling would be contained in a 74 square metre addition attached to the side of the main building which is currently under construction
He noted that this property has also received a minor variance and that the kitchen defines the second dwelling use. This agreement will be in place for three
years and the kitchen facility will have to be removed when it is no longer needed.
Minutes of Council
2
May 18th, 2010
Mr. Mills_ stated that unfortunately the sign had been posted on the wrong
property but _ there had been no comments received from the public. The agreement will specify who will be living there.
Mayor Davison asked how the township monitors these agreements and knows
when the three year term is up.
Lindsay Mills stated that second dwellings are indicated on the zoning map in orange with the termination date of the by-law also shown.
Del Stowe asked if staff have the authority to renew or does it come back to Council.
Lindsay Mills confirmed that Council would have to approve the renewal. He explained that in the past these types of requests were for a ten year term but that has changed to a three year term.
Mayor Davison asked if there is a deck between the existing and new construction.
Lindsay Mills responded no. There were no comments from the public. Resolution No. 2010-17-03
Moved by Allan McPhail
Seconded by Jim Hicks
That having had an opportunity to discuss planning matters that the public meeting be closed. 5.
Approval of Minutes
(a)
Committee of the Whole
Carried.
Resolution No. 2010-17-04
Moved by Allan McPhail
Seconded by Jim Hicks
THAT the Committee of the Whole meeting minutes of April 27th’ 2010 be approved. (b)
Carried
Council Resolution No. 2010-17-05
Moved by Jim Hicks
Seconded by Allan McPhail th
That the Council meeting minutes of May 4 , 2010 be approved. Carried. 6.
Business Arising - nil
Reports Requiring Action
(a)
Accounts Resolution No: 2010-17-06
Moved by Allau McPhail
Seconded by Jim Hicks
THAT Council approve the payment of the Accounts Payable Voucher dated th Carried. May 13(n, 2010 in the amount of $301,955.24. (b)
Livestock Valuations
Minutes of Council
3
May 18th, 2010 Resolution No. 2010-17-07
Moved by David Hahn
Seconded by Larry York
THAT subject to the completion of the required affidavit, that Council approve the following livestock valuation:
NAME
AMOUNT
LIVESTOCK
Terry Thake
$405.00
Charlais Cross Steer
Dave Perry Dave Perry
$405.00
Black Maine Anjou Calf Black Maine Anjou Calf
$405.00
Carried.
(c) Report from Annc Levac, Planning Assistant, re: Licence Agreement - Access to a parcel of land on Buck Lake with no land access
Lindsay Mills distributed maps to Council for their review. He explained that there is a 75 foot portion of the unopened road allowance which the licence agreement applies to. This would provide access to a parcel of laud on Buck Lake with no land access. He noted that the township lawyer has advised that terms of use should be specified to access this property. Jim Hicks stated that since this property is not accessible by a public or private road, he questioned how the owner would be able to acquire a building permit. He also asked if this portion of the road allowance will be brought up to road standards.
Lindsay Mills stated that the owner would have to show a copy of the licence agreement.
Mayor Davison stated that the road upgrades should be part of the agreement. Ron Vandewal stated that it is hard to force other owners to upgrade. Wayne Orr noted that residents can walk over the road allowance as it exists. David Hahn questioned the size of the lot to be accessed by this agreement. Lindsay Mills stated that the lot can meet the required setbacks.
Del Stowe asked if this agreement will need a yearly renewal. Mayor Davison confirmed that a yearly renewal is required. Resolution No. 2010-17-08
Moved by Larry York
Seconded by David Hahn
THAT Council approves a licence agreement between Helen Mathers and Elaine Bryans, to provide access to their property in Lot 23/24, Concession 14, District of Loughborough, Concession 14, District of Loughborough, over the road allowance between Concession 13 and Concession 14, such agreement to require upgrades to the road for the first 75 feet of the road allowance off of Elephant Rock Lane at such time as development is proposed on the property - i.e. before Carried. issuance of a building permit. (d) Report from Lindsay Mills, Planning Coordinator, re: Septic Pollution Reduction Committee; 2010 Project Lindsay Mills referred to his report and noted that the minutes of the March th 29 , Septic Pollution Reduction Committee meeting are also included in the agenda package. He noted that there has been funding set aside in the planning budget for this project which will include 100 - 200 inspections around Cronk
Minutes of Council
4
May 18th, 2010
Lake, Little John’s Sister Lake, Fourteen Island Lake and islands in Bob’s Lake and Devil Lake.
Ron Vandewal stated that the Health Unit is looking at a cost recovery so they
chose to stay with the same amount of money. He felt this was a worthwhile
program .
Allan McPhaU questioned the variation behveen inspections. Lindsay Mills explained that in previous years, there have been hvo students but that this year the township will only have one student and the number of inspections is also dependent on the cooperation of residents.
David Hahn noted that it also depends on the focus; the inspection of older systems results in less inspections.
Del Stowe stated that accessing the islands by boat is also a factor in conducting the inspections.
Resolution No. 2010-17-09
Moved by David Hahn
.
Seconded by Larry York
THAT Council approves the recommendation of the Septic Pollution Reduction Committee and agrees to: Run the Septic Re-Inspection project for 2010 at a cost of $13,000.00 and at a target level of 100 to 200 inspections
Approve a contract to undertake the Septic Pollution Reduction Committee project for 2010 and that it be awarded to KFL & A Public Health, and .
Approved the lakes identified by the committee as the subject lakes to be studied in 2010.
Carried.
(e) Report from Wayne Orr, Clerk-Administrator, re: Land for High School Expansion
Wayne Orr referred to the background information provided in his report and noted that township approval is needed.
Ron Vandewal asked about a site plan. He noted that originally this parcel was purchased so that the view would not be blocked at this intersection. David Hahn asked what the township is achieving with site plan control. Wayne Orr stated that there is an agreement to follow up with the process regardless. Mark Segsworth stated that in discussions with the Limestone District School Board they are aware of the traffic concerns although the board has no design in
place yet for this expansion. While the expansion process it is still premature, the school board is committed to working with the township. Jim Hicks asked if the Planner and Public Works Manager will be meeting with the school board when specific drawings are available. Mark Segsworth and Lindsay Mills agreed that this will be brought back to Council.
Allan McPhail agreed that Council should have the opportunity to review the site plan.
Larry York stated the ongoing concern with respect to student safety.
Minutes of Council May 18th, 2010
5
^reTs^ ^dei^£^s<^liUwi) ariT^itortt°unu^ ^T^‘ift ^ntehe^n?ir^rb^“tg opportunity for input as this project gets
underway.
Mark Segsworth stated that there are only verbal agreements with the school board.
Jim Hicks felt that the township should have something in writing with respect to township requirements.
David Hahn suggested that a condition within the agreement of purchase and sale for site plan control should be included.
Resolution No. 2010-17-10
Moved by Larry York
Seconded by David Hahn
THAT Council advises the County of Frontenac, in response to the letter dated April 23, 2010, that the Township’s requirements will be met provided that a condition be included in the sale agreement requiring Council approval of a Site Plan Agreement.
(f)
Carried.
Report from Mark Segsworth, Public Works Manager, re: Municipal Bridge Infrastructure - Data Reporting
Mark Segsworth stated that the Ministry of Transportation and the Ontario
Good Roads Association have entered into an agreement to provide provincial funding to Ontario municipalities to assist with the collection and reporting on the extent and condition of municipal bridge structures. Allan McPhail asked if the funding pays for the individual’s wages that will be responsible for entering the data.
Mark Segsworth confirmed that this was the case however he recognized the benefit to the township of having access to this data.
Larry York asked if the township will have additional staffing costs associated with this program.
Mayor Davison stated that while we have a consultant in place, the $5000.00 will not cover the entire cost of the project. Resolution No. 2010-17-11
Moved by Larry York
Seconded by David Hahn
THAT the Township of South Frontenac hereby applies for funding for the purpose of collecting, collating, compiling and formatting bridge asset and condition data and agrees to submit bridge asset and condition data for inclusion Carried. in Municipal Dataworks by March 31,2011. (g)
Report from Deborah Bracken, Treasurer, re: 2010-2011 Insurance Renewal (addendum item)
Wayne Orr referred to the report submitted by Deborah Bracken which recommended renewing the insurance.
Jim Hicks asked if the new library will be covered.
Wayne Orr explained that the library will not be included until it is completed. Resolution No. 2010-17-12
Moved by David Hahn
Seconded by Larry York
Minutes of Council May 18th, 2010
6
THAT the Comprehensive Municipal Insurance be renewed with the firm
Jardine Lloyd Thompson for the term June 1, 2010 to June 1, 2011 at the same ?^el!uum. renewal.rate as,currently being Paid by the Township, with any actual
change in premiums due to property value increases and additions to <
equipment. 8.
Carried.
By-laws Resolution No. 2010-17-13
Moved by Bill Robmson
Seconded by Ron Vandewal
THAT the following by-laws be given first and second reading: . . .
By-law 2010-37 By-law 2010-38 By-law 2010-39
Carried.
(a) By-law 2010-37 Resolution No. 2010-17-14
Moved by Ron Vandewal
Seconded by Bill Robinson
THAT By-law 2010-37, being a by-law to amend By-law 2003-75, as amended, to rezone lands from Rural (RU) Zone, to RU-42 Zone, Part Lot 34, Concession XI, District of Storrington, be read a third time, signed and sealed. Carried.
(b) By-law 2010-38 Resolution No. 2010-17-15
Moved by Bill Robinson
Seconded by Ron Vandewal
THAT By-law 2010-38, being a by-law to authorize the Mayor and the Clerk to execute a temporary use By-law Agreement between the Corporation of the Township of South Frontenac and James and Carol Anne Aldridge, be read a third time, signed and sealed.
Carried.
(c) By-law 2010-39 Resolution No. 2010-17-16
Moved by Bill Robinson
Seconded by Ron Vandewal
THAT By-law 2010-39, being a by-law to approve entering into a contract between the municipality of South Frontenac and KFL & A Public Health to
undertake a Septic Re-Inspection Project for the year 2010 on lakes identified by the Septic Re-Inspection Committee, be read a third time, signed and sealed. Carried. 9.
Reports for Information - nil
Information Items
(a) Kimberleigh Myers-Dorman, re: Impact of Proposed Subdivision on Rutledge Road
This letter of concern was included for Council information. 11. New Business
(a) Sunday Hunting
Ron Vandewal noted that two years ago a delegation came to Council with
respect to Sunday hunting and he questioned when this issue can be brought back for reconsideration.
Minutes of Council May 18th, 2010
7
Mayor Davison stated that he has talked to residents interested in Sunday hunting and he suggested to them to get a bigger group together.
Wayne Orr explained that to meet the ministry requirements, Council would
have to pass a by-law by mid June with respect to permitting Sunday hunting.
Ron Vandewal felt it would be better to wait until the next Council is in place. Wayne Orr stated that he will have to investigate the procedural rules and a report back.
(b)
Chief Administrative Officer - Annual Review
Ron Vandewal informed Council that there is a requirement to conduct a performance evaluation for the CAO. He suggested a small survey be circulated to Council and Department Heads and staff members who work directly with the CAO as a means of providing input towards the review.
Bill Robinson was confused with this process. He felt this should be discussed at
a Committee of the Whole meeting or in-camera. He stated that the township has not done this before and felt it should only be Council’s opinions. Ron Vandewal stated that this process was only a suggestion however he
did feel that the staff who work day to day with the CAO should have input. Bill Robinson felt that managers will not be honest with their comments.
Allan McPhail felt this should be discussed in-cnmera but did not disagree with Councillor Vandewal’s suggestion.
David Hahn commented that the Conservation Authority has a Personnel
Committee that is responsible for the review of their General Manager. He noted that other members were also surveyed and provided comments. Mayor Davison stated that we will be moving forward with this process. (c) Larry York requested a review of committee appointments and composition. He felt there was a need to have a policy put in place with respect to the number of members per committee as well as Council and resident representation. Mayor Davison stated that generally there is one Council member per committee.
Allan McPhail suggested that this could be reviewed and a recommendation be
made to the next Council. He felt that some committees may not need as many Council representatives as they currently have. (d)
Allan McPhail asked about the status of the hiring of the Recreation Coordinator.
Wayne Orr responded that job evaluation and pay equity issues have now been resolved and the process is in the final stages.
(e) Allan McPhail questioned the status of a previous notice of motion with respect to having a planning committee.
Lindsay Mills responded that it wiU have a report at the next Committee of the Whole meeting. m
Allan McPhail questioned the status of the review of reserves.
Minutes of Council
8
May 18th, 2010
Wayne Orr stated that a date has not yet been booked to follow up with this review.
(g)
Jim Hicks asked about the hiring of instructors for the swim program. Wayne Orr stated the each district will still be hiring independently.
(h)
Del Stowe asked about the vehicle use policy and the status of a Uttering by-law. Mayor Davison requested that Council give the CAO advance notice of these
items instead of bringing these inquiries to the meeting 12. Committee Minutes Resolution No. 2010-17-17
Moved by Ron Vaadewal
Seconded by Bill Robinson
?^^i^Jlu^c!l«,.r,!^eiiI!s«-?l.S[)^^t^–B^i!lhu^ «of various Township Committees of Council as presented at the May 18h, 2010 meeting: .
Minutes _of the Septic Pollution Reduction committee meeting held March th 29l”, 2010
Carried.
- In-Camera Resolution No. 2010-17-18
Moved by Bill Robinson
Seconded by Ron Vandewal
THAT the Council meeting of May 18th, 2010 move in-camera to discuss matters Carried. related to personnel, property matters and litigation. Resolution No. 2010-17-19
Moved by Ron Vandewal
Seconded by Bill Robinson
THAT the Council meeting of May 18th, 2010 move out ofin-camera. Carried.
- ConHrmatory By-law Resolution No. 2010-17-20
Moved by Ron Vandewal
Seconded by Bill Robinson
THAT By-law 2010-40, a by-law to confirm generally previous actions of the Council of the Township of South Frontenac, be read a first and second time this Carried. 18th day of May 2010. Resolution No. 2010-17-21
Moved by Bill Robinson
Seconded by Ron Vandewal
THAT By-law 2010-40, be read a third time and finally approved this 18th day of May 2010.
Carried.
- Adjournment Resolution No. 2010-17-22
Moved by Bill Robinson
Seconded by Ron Vandewai
THAT the Council meeting of May 18th, 2010 be adjourned at 8:40 p.m. Carried.
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Mayor
^Administrator
