Body: Council Type: Agenda Meeting: Regular Date: January 30, 2025 Collection: Council Agendas Municipality: South Frontenac
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Page 1 of 68
Township of South Frontenac Council Meeting Agenda
TIME: DATE: PLACE:
7:00 PM, Thursday, January 30, 2025 3910 Battersea Road/Virtual Via Zoom .
Call to Order
a)
Resolution
That the Council meeting of January 30, 2025 be called to order at ___ p.m. 2.
Declaration of pecuniary interest and the general nature thereof
Approval of Agenda and Addendum
a)
Resolution
That the agenda be approved, as presented. 4.
Scheduled Closed Session
Presentation
a)
Fire Department Q3/4 and 2024 Summary Report
Recess
Public Meeting
a)
Resolution
4-5
That the public meeting be called to order. b)
Notice of Collection
c)
Summer Program Registration Fees and Model
d)
Resolution
6 - 25
That the public meeting be closed. 8.
Delegations
Briefings
Approval of Minutes
a)
Resolution
26 - 31
That the minutes of the January 14, 2025 Council meeting be approved. 11.
Reports Requiring Action
a)
Fire House Subs Grant
32 - 33
That Council support staff in moving forward with the Fire House Subs grant application submission, and;
Page 2 of 68
That Council authorize the Clerk and Mayor to sign off on a grant agreement for the Fire House Subs grant, if successful. b)
Tanker 351 – Tank Replacement
34 - 35
That Council authorize moving forward with the quote received from PMC Welding and Fabrications with an upset limit of $100,000 funded from Fire equipment reserves. c)
Landfill Compactor
36 - 43
That Council authorize the Public Services Department to purchase a CAT 816F landfill compactor from Marcel Equipment Ltd at a cost of $325,632.00. d)
Agility Association of Canada, All Ontario Regional Championship – Noise and Camping Bylaw Exemptions
44 - 48
That Council authorize the Manager of Recreation and Facilities to enter into an agreement with The Agility Connection to host the Agility Association of Canada (AAC) All Ontario Regional Championship on May 30, 31 and June 1st, 2025 at Centennial Park in Harrowsmith; That as per Sections 5. i. g) and h) of the Noise By-law, use of generators in relation to the event be permitted; and That Council provide a one-time exemption to permit camping in Centennial Park for the sole purpose of use for the competitor’s trailers during the Ontario Regional Championship Agility Competition as requested. e)
Award of RFP # PS-P01-2024 – Design Services for Upgrades to Sydenham Water Treatment Plant
49 - 52
That Council award RFP # PS-P01-2024 Professional Services for Upgrades to Sydenham Water Treatment Plant to J. L. Richards & Associates for the successful bid of $125,048.79 (net of rebatable HST). 12.
Advisory Committee Reports or Minutes
Reports Requiring Approval of By-laws
a)
Summer Program Registration Fees and Model
53 - 54
That By-law 2025-2, attached to Report Number 2025-006 as Exhibit B, being a By-law to Amend By-Law Number 2024-77, A By-Law to Establish Fees and Charges Collected by The Corporation of the Township of South Frontenac, as amended, be given first and second reading; and That By-law 2025-2 be given third reading, signed and sealed. 14.
Reports for Information
a)
Fire Department Q3/4 and 2024 Summary Report
55 - 59
b)
Public Services Delegated Authority Report
60 - 61
Committee of the Whole
Page 3 of 68
Tabling of Documents
a)
Documents received from David Ellingwood, General Manager, Cataraqui Region Conservation Authority, dated January 15, 2025 regarding the Municipal Apportionment and the agenda for the Annual General Meeting.
Communications
Notice of Motions
Rise and Report regarding County Council and External Boards
a)
County Council
b)
Police Services Board
c)
Cataraqui Conservation
d)
Quinte Conservation
e)
Rideau Valley Conservation Authority
f)
Frontenac Community Arena Board
Announcements/Statements by Councillors
Closed Session (if requested)
Confirmatory By-law
a)
Resolution
62 - 67
68
That By-law 2025-3, 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 2025-3, being the confirmatory by-law, be given third reading, signed and sealed. 23.
Adjournment
a)
Resolution
That the Council meeting of January 30, 2025 be adjourned at ___ p.m. South Frontenac is a welcoming and thriving rural community
Page 4 of 68
To:
Council
From:
Director of Emergency Services & Fire Chief
Date of Meeting:
Thursday, January 30, 2025
Subject:
Fire Department Service Metal Presentations
Report Number:
2025-14
Summary The Report provides a summary of South Frontenac fire service personnel receiving long service metals from the Provincial and Federal governments. Recommendation This Report is for information purposes. Background Provided by the Governor General of Canada, the Fire Services Exemplary Service Medal created on August 29, 1985, honours members of a recognized Canadian fire service who have completed 20 years of service, ten years of which have been served in the performance of duties involving potential risks, and were employed on or after the date of creation of the Medal. Recognized fire services include Canadian fire departments, fire marshals’ offices, fire commissioners’ offices and the Canadian Forces fire services. Exemplary service is characterized by good conduct, industry and efficiency. The Provincial Fire Services Long Service Medal was first awarded in 1971. It is awarded for 25 years of service as a full-time or volunteer firefighter with a fire department in the province of Ontario. Additionally, a companion pin is awarded to the spouse or partner of a firefighter receiving their 25 year provincial service metal. Discussion/Analysis The following active and retired members are receiving Provincial and Federal Long Service Metals and ribbons. Bill Jones
30-, 35-, 40- and 45-years Provincial
Howard Williams
30 years Provincial and 30 years Federal
Mark Dermott
30-, 35 years Provincial and 30 years Federal www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-14
Bradley Greenslade
Page 5 of 68 30-, 35 years Provincial and 25-year companion PIN and 20-, 30 years Federal
Don Leiske
25 years Provincial and 25-year companion PIN
Chris Howland
20 Years Federal
Stan Ritchie
20 Years Federal
Mark Thibeault
20 Years Federal
Raymond Smith
20 Years Federal
Deb Andrews
20 Years Federal
Alen Merritt
20 Years Federal
Not all personnel who are entitled to metals are represented in this award ceremony. It will be a priority of the Fire Chief in 2025 to ensure that applications are submitted to bring all members of South Frontenac Fire and Rescue to current acknowledgement status. Relationship to Strategic Plan ☐ Not applicable to this report. ☒ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. Pillars: People and Partnerships Climate Considerations ☒ Not applicable to this report. Approvals Submitted By:
Delbert Blakney Director of Emergency Services / Fire Chief Approved By:
Louise Fragnito, Chief Administrative Officer www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Public Meeting By-law to Establish Summer Program Registration Fees and Model Thursday, January 30, 2025 7:00 p.m. Council Meeting Page 6 of 68
Public Meeting Statement • The purpose of this public meeting is to hear comments on the Proposed By-law to Establish Summer Program Registration Fees and Model
Page 7 of 68
Meeting Format
- Mayor introduces project
- Staff presents overview project
- Questions from Council
- Members of the public permitted to address Council
- Council discussion
- Close meeting Page 8 of 68
How to Speak to an Application • The Mayor will open the floor to public comments • You will have five minutes to address Council • In person
• Raise your hand and wait for the Mayor to acknowledge you • Move to the table, turn on microphone, and clearly state your name for the record
• On Zoom
• Click “Raise Hand” button to request to speak or dial *9 (star nine) when participating by telephone • The Mayor will acknowledge you, and the Meeting Host will unmute you • Clearly state your name for the record. Once you are done speaking or Council has no further questions, the Meeting Host will mute your microphone Page 9 of 68
Process undertaken to date • Initiated based on comments received from the Recreation and Leisure Services Advisory Committee • Review of Summer Program structure and fees. Compared operating budget against the revenue of the day camps to create a fee schedule that ensures the programs sustainability • Completed a review of registration trends, feedback from parents/ guardians
Page 10 of 68
• Summer Registration fees are in line with the Township’s strategic priorities and approach to User Fees
Program Goals • Achieve a sustainable funding model by 2027 • Establish a funding model that recognizes the tax base subsidy • Establish a registration model that recognizes the tax base subsidy.
Page 11 of 68
Outcomes of Funding Model Differential pricing: • Non-resident rate at full cost recovery fee with no subsidization. • Resident rate reduced to reflect the tax base subsidy. Staff are proposing a 20% subsidized rate from the cost recovery fee.
Page 12 of 68
Phased-in price increase to achieve cost recovery: • Over 2025, 2026 and 2027, non-resident registration rates will increase by $23.31/ year, then rounded to the nearest $5 increment to reach full cost recovery. Resident rates will increase by $9.82/ year, then rounded to the nearest $5 increment to reach full cost recovery, less 20%.
Outcomes of Registration Model Resident and non-resident specific spaces: • Sydenham Point and McMullen – 20 out of 35 spaces to be held initially for residents. • Gilmour Point – 15 out of 25 spaces to be held initially for residents. • Resident spaces will be held for one month. If after one month the spaces are not filled and there is a wait-list for non-residents, the spaces will be filled by non-residents from a first come, first served off the wait-list.
Page 13 of 68
Monetary penalties for withdrawals: • A withdrawal schedule includes an advanced notice fee, late notice fee, and in-session cancellation fee. The fees are detailed in Exhibit B.
Supporting Documents • Appendix “B” provides details on the proposed fees associated with Summer Program Registrations
Page 14 of 68
Next Steps • South Frontenac Council should receive comments from the public • The recommendation report will be presented at tonight’s Council meeting
Page 15 of 68
Open Discussion 1. 2. 3.
Council Questions Public Questions and Comments Council Comments
Page 16 of 68
Adjourn Public Meeting
Page 17 of 68
Page 18 of 68
To:
Council
From:
Director, Public Services
Date of Meeting:
January 30, 2025
Subject:
Summer Program Registration Fees and Model
Report Number:
2025-006
Summary This report is to host a Public Meeting on the proposed Summer Program Registration Fees that was endorsed by Council on December 17, 2024 and recommends approval of the proposed By-law to establish the new Summer Program Fees attached to the report as Exhibit A to be implemented for the 2025 registration period. Recommendation That By-law 2025-2, attached to Report Number 2025-006 as Exhibit B, being a By-law to Amend By-Law Number 2024-77, A By-Law to Establish Fees and Charges Collected by The Corporation of the Township of South Frontenac, as amended, be given first and second reading; and That By-law 2025-2 be given third reading, signed and sealed. Background The municipality’s Summer Programs continue to see high demand, as demonstrated by the registration trends since the return to programming in 2022 after a two-year hiatus due to the pandemic. The demand prompted the reopening of McMullen Beach camp for the 2024 season, offering an additional 280-day camp spaces. Despite the increase in supply, demand outpaced spaces. The Day Camp program filled up at all three sites shortly after registration opened, with most weeks experiencing waitlists. The township’s summer program fee structure has not been reviewed in several years. As such, staff have reviewed the operating budget against the revenue of the day camps to create a fee schedule that ensures the programs sustainability. Discussion/Analysis At the May 25th, 2023, Recreation and Leisure Services Advisory Committee meeting, committee members inquired about standards and practices for other municipal program registration formats, specifically for residents and non-residents. Staff reported back with findings at the August 24th, 2023, meeting. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report – 2025-006
Page 19 of 68
At the November 28th, 2024, Recreation and Leisure Services Advisory Committee meeting, staff presented a report recommending changes to the Summer Program Registration Fees and Model in response to the continued demand for camp. The recommended changes are also in recognition of the current lack of a sustainable funding model with built-in fee increases to keep up with inflation. The committee made the following motion: Moved by Councillor Roberts Seconded by Shane Peters ‘That the Recreation and Leisure Services Advisory Committee support the proposed changes to the summer program registration model outlined in Report Number 2024-013; and That the Recreation and Leisure Services Advisory Committee support the proposed changes to the summer program funding model outlined in Report Number 2024-013.’ At the December 17th, 2024, Council meeting, Council endorsed the Summer Program Fee Schedule outlined in Exhibit B in order to advance a public meeting to held in accordance with By-law 2016-73. Resolution No. 2024-22-11 Moved by Councillor Sleeth Seconded by Councillor Roberts That Council endorse the Summer Program Fee Schedule outlined in Exhibit A of Report Number 2024-210 in order to advance a public meeting to held in accordance with By-law 2016-73. Carried Research and setting program delivery goals After reviewing registration trends, receiving several comments from parents/ guardians, and with inquiries and past direction from this committee, staff developed several program goals:
- Achieve a sustainable funding model by 2027.
- Establish a funding model that recognizes the tax base subsidy.
- Establish a registration model that recognizes the tax base subsidy.
- Ensure opportunities for camp are more evenly distributed and give more kids a chance to go to camp. Staff researched several municipal recreation program registration formats, policies, and benchmarking for setting program fees. This research resulted in several options that were considered and weighed against feasibility and the community context. Following the consideration, staff are recommending several changes to the funding and registration models: www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report – 2025-006
Page 20 of 68
Recommended changes to the funding model to achieve goals 1 and 2: Programs are currently funded through a registration fee that is subsidized through the recreation operating budget. The funding model has not had a thorough review in several years. Staff have reviewed the operating budget and have developed a cost recovery forecast that aligns with the proposed changes to the registration format and that is sustainable for program development while recognizing the tax base subsidy. •
•
Differential pricing: •
The non-resident rate should be a full cost recovery fee with no subsidization.
•
The resident rate should be reduced to reflect the tax base subsidy. Staff are proposing a 20% subsidized rate from the cost recovery fee.
Phased-in price increase to achieve cost recovery: •
Over 2025, 2026 and 2027, non-resident registration rates will increase by $23.31/ year, then rounded to the nearest $5 increment to reach full cost recovery. Resident rates will increase by $9.82/ year, then rounded to the nearest $5 increment to reach full cost recovery, less 20%.
Recommended changes to the registration model to achieve goals 3 and 4: •
•
Resident and non-resident specific spaces: •
The Point and McMullen – 20 out of 35 spaces to be held initially for residents.
•
Gilmour Point – 15 out of 25 spaces to be held initially for residents.
•
Resident spaces will be held for one month. If after one month the spaces are not filled and there is a waitlist for non-residents, the spaces will be filled by non-residents from a first come, first served off the waitlist.
Monetary penalties for withdrawals – Staff will be working with the Treasury Department to establish a refund process that aligns with relevant municipal legislation. The proposed withdrawal schedule includes an advanced notice fee, late notice fee, and in-session cancellation fee. The fees are detailed in Exhibit A.
Note that staff also initially recommended and investigated the possibility of having a cap for the number of weeks a participant can register for camp, but the registration software does not have that functionality. Upon further investigation, staff were alerted to the fact that parents could create multiple profiles for the same child and register them in more programs, rendering the policy ineffective. Financial Implications Summer Program Fee Schedule attached as Exhibit A. Relationship to Strategic Plans ☐ Not applicable to this report. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report – 2025-006
Page 21 of 68
☒ This initiative adheres to the following guiding principle of the 2023-2026 Strategic Plan. •
Priority: Financial Sustainability
Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation
Recreation and Events Coordinator Clerk and Community Emergency Management Coordinator
Attachments Exhibit A – Summer Program Fee Schedule Exhibit B– By-law 2025-2 - A By-law to Amend By-Law Number 2024-77, A By-Law to Establish Fees and Charges Collected by The Corporation of the Township of South Frontenac, As Amended Approvals Prepared By: Tim Laprade, Manager of Recreation & Facilities Submitted By:
Kyle Bolton, Director of Public Services Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 22 of 68 Public Services 2490 Keeley Road Sydenham ON, K0H 2T0 613-376-3027 recsupport@southfrontenac.net
Recreation and Leisure Services Exhibit A – Proposed Summer Program Fee Schedule •
•
•
•
Over 2025, 2026 and 2027, Day Camp registration fees for non-resident rates will increase by $23.31/ year, then rounded to the nearest $5 increment to reach full cost recovery. Resident rates will increase by $9.82/ year, then rounded to the nearest $5 increment to reach full cost recovery, less 20% in recognition of the tax base subsidy. Swim lessons, before-care, after-care, and the shuttle bus service will be subject to an annual 4% increase, rounded to the nearest dollar. These services will be subject to equal pricing for residents and non-residents. From 2028 and beyond, an automatic 4% registration fee increase will be implemented to account for inflation and to align with the Recreation Facility Fee Rental Schedule. Weeks with holidays will be reduced by 20% for all program registration fees.
Proposed fee schedule: Rates for Programs with Differential Pricing for Residents and Non-Residents
Day Camp
2025 Resident
2025 NonResident
2026 Resident
2026 NonResident
2027 Resident
2027 NonResident
2028 Resident
2028 NonResident
$160
$175
$170
$195
$180
$220
$185
$225
Rates for Programs with Equal Pricing for Residents and Non-Residents Swim Lessons Before Care After Care Shuttle Bus
2025 Rate
2026 Rate
2027 Rate
2028 Rate
$68
$70
$73
$76
$16
$16
$17
$18
$16
$16
$17
$18
$31
$32
$34
$35
www.southfrontenac.net A welcoming and thriving rural community.
Page 23 of 68 Public Services 2490 Keeley Road Sydenham ON, K0H 2T0 613-376-3027 recsupport@southfrontenac.net
Recreation and Leisure Services Proposed program withdrawal fees: Fee name
Fee description
Fee amount
Advanced notice cancellation fee
Cancellation and withdrawal of participant with more than one week prior to the start date. Cancellation and withdrawal of a participant within the week of the program start date. Cancellation and withdrawal of a participant during the program session.
Full refund, less an $15 administrative fee.
Late notice cancellation fee In-session cancellation fee
50% refund of program registration rate, less an $15 administrative fee. No refund will be provided.
In exceptional circumstances, staff reserve the right to apply the advanced notice cancellation fee for late notice or in-session cancellations.
www.southfrontenac.net A welcoming and thriving rural community.
Page 24 of 68 Township of South Frontenac By-Law Number 2025-2 Page 1 of 2 By-Law Number 2025-2 A By-Law to Amend By-Law Number 2024-59, A By-Law to Establish Fees and Charges Collected by The Corporation of the Township of South Frontenac, As Amended Whereas the Council of The Corporation of the Township of South Frontenac enacted By-Law Number 2024-59, A Bylaw to Establish Fees and Charges to be Collected by The Corporation of the Township of South Frontenac, as amended; Whereas the Council of the Township of South Frontenac considers it necessary and desirable to amend By-law 2024-59, as amended; Therefore Be It Resolved That the Council of the Corporation of the Township of South Frontenac hereby enacts as follows: 1.
Schedule “E” of By-law 2024-59, A By-Law to Establish Fees and Charges Collected by The Corporation of the Township of South Frontenac, as amended, is hereby further amended to include the following: Description
Effective Date February 1, 2025
Rates for Programs with Differential Pricing for Residents and Non-Residents
Day Camp
2025 Resident
2025 NonResident
2026 Resident
2026 NonResident
2027 Resident
2027 NonResident
2028 Resident
2028 NonResident
$160
$175
$170
$195
$180
$220
$185
$225
Rates for Programs with Equal Pricing for Residents and Non-Residents 2025 Rate
2026 Rate
2027 Rate
2028 Rate
Swim Lessons
$68
$70
$73
$76
Before Care
$16
$16
$17
$18
After Care
$16
$16
$17
$18
Shuttle Bus
$31
$32
$34
$35
Fee name
Fee description
Fee amount
Advanced notice cancellation fee
Cancellation and withdrawal of participant with more than one week prior to the start date.
Full refund, less an $15 administrative fee.
Late notice cancellation fee
Cancellation and withdrawal of a participant within the week of the program start date.
50% refund of program registration rate, less an $15 administrative fee.
In-session cancellation fee
Cancellation and withdrawal of a participant during the program session.
No refund will be provided.
Page 25 of 68 Township of South Frontenac By-Law Number 2025-2 Page 2 of 2 2.
This By-law shall come into force and take effect on the date of its passage.
Given First and Second Readings: Thursday, January 30, 2025 Given Third Reading and Passed: Thursday, January 30, 2025
James Thompson, Clerk
Ron Vandewal, Mayor
Page 26 of 68 Minutes of Council January, 14, 2025
Township of South Frontenac Council Meeting Minutes
Meeting #2025-01 Time: 6:00 PM Location: 3910 Battersea Road/Virtual Via Zoom Present: Ray Leonard, Doug Morey (arrived at 6:52 p.m.), Steve Pegrum, Norm Roberts, Randy Ruttan, Scott Trueman (Virtual), Adam Turcotte, Mayor Ron Vandewal Absent: Ron Sleeth Staff: Louise Fragnito - Chief Administrative Officer, James Thompson - Clerk, Heather Woodland - Deputy Clerk, Kyle Bolton - Director of Public Services, Delbert Blakney Director of Fire and Emergency Services, Troy Dunlop - Manager of Engineering and Capital Projects
1
Call to Order
a)
Resolution Resolution No. 2025-01-01 Moved by Councillor Ruttan Seconded by Councillor Leonard That the Council meeting of January 14, 2025 be called to order at 6:00 p.m. Carried
2
Declaration of pecuniary interest and the general nature thereof
a)
There were none.
3
Approval of Agenda and Addendum
a)
Resolution Resolution No. 2025-01-02 Moved by Councillor Roberts Seconded by Councillor Turcotte That the agenda be approved, as presented. Carried
4
Scheduled Closed Session
a)
Resolution Resolution No. 2025-01-03 Moved by Councillor Pegrum Seconded by Councillor Turcotte That Council resolve itself into the Committee of the Whole “Closed Meeting” to consider the following item:
- 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 - Verona Housing Project. Carried
Page 27 of 68 Minutes of Council January, 14, 2025 b)
Resolution Resolution No. 2025-01-04 Moved by Councillor Turcotte Seconded by Councillor Leonard That Council rise from the Committee of the Whole “Closed Meeting” without reporting. Carried
5
Recess
a)
Council recessed at 6:55 p.m. and resumed at 7:00 p.m.
6
Deputy Mayor - Oath of Office
a) b)
Deputy Mayor Ruttan undertook the Declaration of Office.
7
Public Meeting
a)
There was none.
8
Delegations
a)
There were none.
9
Briefings
a)
There were none.
10
Approval of Minutes
a)
Resolution Resolution No. 2025-01-05 Moved by Councillor Roberts Seconded by Councillor Pegrum That the minutes of the December 13, 2024 and the December 17, 2024 Council meetings be approved. Carried
11
Reports Requiring Action
a)
Appointment of Members of Council to Committee of Adjustment Resolution No. 2025-01-06 Moved by Deputy Mayor Ruttan Seconded by Councillor Pegrum That the following members of Council be appointed to the Committee of Adjustment for a term concluding December 31, 2025:
- Bedford District Councillor Pegrum;
- Portland District Councillor Leonard;
- Loughborough District Councillor Trueman; and
- Storrington District Councillor Roberts. Carried
b)
Firesmart Communities Transfer Payment Program
Page 2 of 6
Page 28 of 68 Minutes of Council January, 14, 2025 Resolution No. 2025-01-07 Moved by Councillor Leonard Seconded by Councillor Morey That Council authorize the Mayor and Clerk to sign off on a grant agreement for the Ontario Fire Smart Communities Program. Carried 12
Advisory Committee Reports or Minutes
a)
There were none.
13
Reports Requiring Approval of By-laws
a)
There were none.
14
Reports for Information
a)
There were none.
15
Committee of the Whole
a)
Not applicable.
16
Tabling of Documents
a)
Documents received from Marissa Grondin dated December 17, 2024 regarding the Rideau Valley Conservation Authority 2025 draft budget.
17
Communications
a)
There were none.
18
Notice of Motions
a)
There were none.
19
Rise and Report regarding County Council and External Boards
a)
Quinte Conservation Councillor Roberts noted that the Quinte Conservation budget was passed at the December, 2024 meeting and the next meeting will take place in February, 2025.
b)
Frontenac Community Arena Board Councillor Roberts stated that there were no concerns and that the Arena is running smoothly.
20
Announcements/Statements by Councillors
a)
There were none.
21
Closed Session (if requested)
a)
Resolution Resolution No. 2025-01-08 Moved by Councillor Turcotte Seconded by Councillor Leonard That Council resolve itself into the Committee of the Whole “Closed Meeting” to consider the following items:
Page 3 of 6
Page 29 of 68 Minutes of Council January, 14, 2025
- Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board - A proposed or pending acquisition or disposition of land by the municipality or local board Loughborough District
- Labour relations or employee negotiations 3.Approval of the November 19, 2024 and December 17, 2024 Committee of the Whole “Closed Meeting” Minutes. Carried b)
Resolution Resolution No. 2025-01-09 Moved by Councillor Roberts Seconded by Councillor Pegrum That Council rise from the Committee of the Whole “Closed Meeting” and the Clerk Report. Carried Resolution No. 2025-01-10 Moved by Councillor Turcotte Seconded by Councillor Leonard That Council authorize and delegate to the Chief Administrative Officer, the authority to implement the direction received in closed session. Carried
22
Confirmatory By-law
a)
Resolution Resolution No. 2025-01-11 Moved by Councillor Pegrum Seconded by Councillor Roberts That By-law 2025-1, 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. 2025-01-12 Moved by Councillor Pegrum Seconded by Councillor Roberts That By-law 2025-1, being the confirmatory by-law, be given third reading, signed and sealed. Carried
23
Adjournment
a)
Resolution Resolution No. 2025-01-13 Moved by Councillor Roberts Seconded by Councillor Leonard That the Council meeting of January 14, 2025 be adjourned at 7:51 p.m. Carried
Ron Vandewal, Mayor
James Thompson, Clerk
Page 4 of 6
Page 30 of 68 Minutes of Council January, 14, 2025 South Frontenac is a welcoming and thriving rural community
Page 5 of 6
Page 31 of 68
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aim SOUTH
Declaration of Office Section 232 of the Municipal Act, 2001
FRONTENAC
I, Randy Ruttan having been appointed to the office of Deputy Mayor for the municipality of the Township of South Frontenac do solemnly promise and declare that:
I will truly, faithfully and impartially exercise this office to the best of my knowledge and ability.
I have not received and will not receive any payment or reward, or promise thereof, for the exercise of this office in a biased, corrupt or in any other improper manner. I will disclose any pecuniary interest, direct or indirect, in accordance with the Municipal
Conflict of Interest Act. I will be faithful and bear true allegiance to His Majesty King Charles the third.
And I make this solemn promise and declaration conscientiously believing it to be true and knowing that it is of the same force and effect as made under oath.
‘
Declared before me
&,
At the Township of South Frontenac
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Randy Ruttan Declarant On the 14 day of January, 2025. Ja
s Thompson
Commissioner for Taking Oaths James C. Thompson. a Commiseianar,
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fortaking 0;: 5.15 .. r,:7-1 ‘=-::;.;…,.:ac, of the Tom Section “l(2) (1), Row. 13:10 0.017.
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Page 6 of 6
Page 32 of 68
To:
Council
From:
Director of Emergency Services & Fire Chief
Date of Meeting:
January 30, 2025
Subject:
Fire House Subs Grant
Report Number:
2025-13
Summary The report seeks Council approval to move forward with a grant application to Fire House Subs for the purchase of a side-by-side utility vehicle for wildland firefighting operations. Recommendation That Council support staff in moving forward with the Fire House Subs grant application submission, and; That Council authorize the Clerk and Mayor to sign off on a grant agreement for the Fire House Subs grant, if successful. Background Firehouse Subs Public Safety Foundation of Canada is dedicated to improving the lifesaving capabilities of first responders and public safety organizations in communities served by Firehouse Subs by providing funding, resources and support. Currently applications are being accepted until February 14th. Discussion/Analysis South Frontenac Fire and Rescue has the addition of two side-by-side utility vehicles currently in the long-range fleet plan at a cost of $55,000 each planned for 2026. Currently, any use of side-by-side vehicles relies on borrowing a unit through mutual aid. The Ministry of Natural Resources (MNR) predicts a 40% increase in wildfires over the next 14 years and 44% of the Township is within the MNR’s high risk wildfire zone. The addition of a side-by-side utility vehicle would provide for its use for wildland firefighting as well as remote medical/rescue calls. The application to Firehouse Subs would be for one side-by-side utility vehicle with a value of $55,000.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-002
Page 33 of 68
Financial Implications The grant funding amount being requested would cover the full cost of the side-by-side utility vehicle in the amount of $55,000. If unsuccessful, the project would not move forward. Relationship to Strategic Plan ☐ Not applicable to this report. ☒ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. •
Pillars: People and Partnerships
Climate Considerations ☐ Not applicable to this report. ☒ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation Platoon Chiefs Neighbouring Fire Departments Attachments None Approvals Submitted By:
Delbert Blakney Director of Emergency Services / Fire Chief Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 34 of 68
To:
Council
From:
Director of Emergency Services / Fire Chief
Date of Meeting:
January 30, 2025
Subject:
Tanker 351 – Tank Replacement
Report Number:
2025-12
Summary This Report is to provide an update from the October 1st 2024 report to council 2024-168 regarding a deficient water tank identified on a tanker truck and to make a recommendation to replace that tank at an approximate expense of $100,000 funded from equipment reserves. Recommendation That Council authorize moving forward with the quote received from PMC Welding and Fabrications with an upset limit of $100,000 funded from Fire equipment reserves. Background Tanker 351 based out of the Sydenham station has a significant leak in the 2,500-gallon water tank. This truck was taken out of service in November of 2024 as leaking water on the road would create hazardous icy conditions on roadways. Discussion/Analysis Tanker 351 is a 2012 Kenworth Truck Model T370. The manufacture of the body and tank were Seagrave (Almonte Fire trucks), who are no longer in operation. The tank was inspected by Iron Trade Works Inc. (ITW) is a vendor of record as a certified emergency vehicle technician. To rectify the tank issues, ITW recommended that the aluminum tank be removed and replaced with a poly tank. Most poly tanks come with a lifetime manufacturer’s warranty which will allow the tanker to reach its full life cycle. While an initial estimate of $100,000 was provided the poly tank manufacturer has since shut down operations. Iron Trade Works is now unable to provide a quotation to replace the tank. We’ve reached out to Fort Garry Fire Trucks and Rush Truck Centres who have decline the opportunity to provide a quotation to replace the tank. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number – 2025-12
Page 35 of 68
Dependable Fire Trucks assessed the tank in September and provided an estimate $200,000 to $300,000 to replace the tank which would take approximately 8 months. We reached out to a local company PMC Welding and Fabrications in Bath Ontario who have experience with significant manufacturing and repair welding. They have provided an estimate of $98,760 for material and labour to replace the tank with a reinforced stainless steel tank. The project is scheduled to take 3 to 6 weeks to complete, and work can commence immediately. The quotation is based on the project taking six weeks. A one year warranty would be included in the award of work. Financial Implications Expenditure of up to $100,000 funded from the Fire equipment reserve. 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.
Climate Considerations ☒ Not applicable to this report. Notice/Consultation Contractors listed in Report. Platoon Chief, Jason Riddel Approvals Submitted By:
Delbert Blakney, Director of Emergency Services / Fire Chief Approved By:
Louise Fragnito, Chief Administrative Officer www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 36 of 68
To:
Council
From:
Director, Public Services
Date of Meeting:
January 30, 2025
Subject:
Landfill Compactor
Report Number:
2025-008
Summary The purpose of this report is to seek authorization for the purchase of a used landfill compactor. Recommendation That Council authorize the Public Services Department to purchase a CAT 816F landfill compactor from Marcel Equipment Ltd at a cost of $325,632.00. Background The 2025 capital budget includes project 25-87 for the purchase of a used landfill compactor with a budget of $350,000. Landfill compactors are a unique piece of equipment used for a very specific purpose and because of this there are very few options on the market. Discussion/Analysis Last year, Central Frontenac purchased a landfill compactor from Marcel Equipment, an Ontario based company that specializes in reconditioned used landfill equipment. Marcel Equipment was contacted for a quote and provided pricing on a 2002 CAT 816F that had completed the refurbishment process and was available for delivery. A condition report on the unit is included as Exhibit A. The following references were provided by Marcel Equipment for Townships that had purchased refurbished CAT 816F machines: • • • •
Township of Central Frontenac Municipality of Centre Hastings Municipality Marmora & Lake Brudenell, Lyndoch and Raglan Township
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number – 2025-008
Page 37 of 68
After searching the used equipment market and researching the refurbishing process of Marcel Equipment, staff are recommending the purchase of this unit due to its availability and it’s within budget. Financial Implications Project Number 25-87
Description Landfill Compactor - Used
Budget $350,000
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):
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. Attachments Exhibit A – Condition Report Exhibit B - Pictures Approvals Prepared By: Brian Kirk, Manager of Operations & Fleet Submitted By:
Kyle Bolton, Director of Public Services Approved By:
Louise Fragnito, Chief Administrative Officer www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 38 of 68
Exhibit A – Condition Report
CAT 816F (2002) UNIT # C6526 MACHINE HOURS: 13015 Description • • • • • •
Repair / Condition Report
The following was completed by Marcel Equipment: Upon arrival to our yard, all covers & guards were removed & machine was power washed Visual & operational inspections were completed Engine oil filter cut open & checked for contaminates - clean Transmission filter was cut open & checked clean Hydraulic filter was cut open & checked clean All suction screens & magnets were checked
- clean Checked both differentials - oil levels good & oils clean Changed all oils Changed coolant Checked brake system - good
• • • • • • • • •
CAT 3306 DITA Engine Block Heater Solid Core Radiator Powershift Transmission Cab (ROPS) w/ A/C No Spin Front & Rear Differentials CAT Straight Landfill Blade Front & Rear Striker Bars CAT Plus Compaction Wheels Axle Seal Guards Lights, Wipers, Heater Mirrors AM/FM Radio Rated at 235 HP Weight 50,150 LBS
Page 39 of 68
Checked parking brake - good Checked articulation - good Verified the following pressures to ensure within OEM spec; Transmission pump Transmission lube Torque inlet/outlet Steering Pilot Implement Accumulator Engine oil Fuel Boost Stall speed & full stall Installed NEW engine thermostat Installed REBUILT fuel injectors Installed REBUILT turbo Installed NEW exhaust manifold Due to oil pan leaking, we took the opportunity to; Installed NEW crankshaft bearings Installed NEW rod bearings Installed NEW thrust bearings Inspected engine oil pump Installed NEW steering pins & bearings Resealed steering cylinders Installed NEW blade lift cylinder yoke bushing Installed NEW blade lift cylinder trunnion bushings Re-chromed lift cylinder rod & resealed cylinder Installed NEW fuel cap Installed NEW fuel level sender Cleaned & serviced complete HVAC system Serviced a/c system Reconditioned cab
Page 40 of 68
Checked all gauges, controls, switches & lights Installed NEW monitor in cab Installed NEW back-up alarm Serviced electrical bay Installed NEW fan & a/c belts Replaced required lines, hoses & tubes Completed all required miscellaneous repairs Checked all grease lines & greased unit Tested & serviced batteries & connections All mechanical & cosmetic repairs have been completed Complete machine has been sandblasted, primed, painted & new decals applied.
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Page 44 of 68
To:
Council
From:
Director, Public Services
Date of Meeting:
January 30, 2025
Subject:
Agility Association of Canada, All Ontario Regional Championship – Noise and Camping Bylaw Exemptions
Report Number:
2025-007
Summary This report recommends that Council approve a bylaw exemption to permit overnight camping for members of the Agility Association of Canada during the All-Ontario Regional Championship being hosted at Centennial Park in Harrowsmith. Recommendation That Council authorize the Manager of Recreation and Facilities to enter into an agreement with The Agility Connection to host the Agility Association of Canada (AAC) All Ontario Regional Championship on May 30, 31 and June 1st, 2025 at Centennial Park in Harrowsmith; That as per Sections 5. i. g) and h) of the Noise By-law, use of generators in relation to the event be permitted; and That Council provide a one-time exemption to permit camping in Centennial Park for the sole purpose of use for the competitor’s trailers during the Ontario Regional Championship Agility Competition as requested. Background The Agility Association of Canada is a national organization that promotes and regulates dog agility competitions across the country. The All-Ontario Regional Championship is an annual event, and the organizers are anticipating 225 entries in 2025 from all over Ontario. The Agility Association of Canada (AAC) All Ontario Regional Championship will be held on May 30, 31 and June 1st. Discussion/Analysis This event will be hosted by The Agility Connection. The Agility Connection is owned by Christine Mandy and will have the support of Wendy Beard as co-chair for this event.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report – 2025-007
Page 45 of 68
The park is being requested from Thursday, May 29th and the plan to be finished clean up by Monday, June 2nd at noon. Exhibit A attached is a letter from the organizers outlining important information on event logistics; attendance figures, camping details, waste management, references, etc. The organizers are aware that fires and dumping of grey water are prohibited and that camping will only take place in the identified area located in the Northwest parking area. The organizers have requested a noise by-law exemption in order to run a generator on occasion for the event and trailers but the generator would not run all night. Public Services staff will meet with the organizers on site to discuss the logistics of the event in order to confirm what is being proposed. Once the request has been approved, the Organizers will obtain a liability certificate of insurance from TAC’s insurance agent, Shaw Insurance, Kingston. Financial Implications The group will pay the required park and amenity booking fees as per the approved rate guide along with a cleanup deposit. 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.
Climate Considerations ☒ Not applicable to this report. Notice/Consultation
Recreation and Events Coordinator Manager, Recreation and Facilities Clerk and Community Emergency Management Coordinator
Attachments Exhibit A – Letter from event organizer Approvals Prepared By: Tim Laprade, Manager of Recreation and Facilities Submitted By:
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report – 2025-007
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 46 of 68
Page 47 of 68
The Agility Connection 1080 Basswood Place Kingston, Ontario K7P 1K6 January 9, 2025 Eve Hussey Clerical Assistant Public Services Department Township of South Frontenac 2490 Keeley Road Box 100 Sydenham, Ontario K0H 2T0 bookings@southfrontenac.net Good Evening Eve: As per your email of today’s date, this letter is to outline important information regarding hosting the Agility Association of Canada (AAC) All Ontario Regional Championship on May 30, 31 and June 1st. We would need to set up on Thursday, May 29th and we plan to be finished clean up by Monday, June 2nd at noon. This event will be hosted by The Agility Connection. The Agility Connection is owned by myself. Wendy Beard and I will be co-chairing this event. To provide you with some background information. Agility is a dog sport that I have been involved with since 2001. The Agility Connection, hosted 3 AAC sanctioned trials at Lake Ontario Park annually from 2007 to 2019 and has been hosting 3 annual AAC sanctioned trials at Big Sky Dog Centre on Florida Road from 2021 to present. Additionally, Wendy and I Co-Chaired the 2023 and 2024 AAC National Agility Championship in Maxville, Ontario. Nationals is an annual event that attracts dogs from coast to coast. In 2023 we had 324 entries and in 2024 we had 532 entries. I served as Vice President on the Board of the AAC from 2018 to 2022 and have resumed that position as of January 1st. Wendy served as the AAC Ontario Regional Director and the President of the AAC for multiple terms. All this to say, we are both very committed to the AAC, to its competitors and to the growth of the sport in general.
Page 48 of 68
The All Ontario Regional Championship is an annual event. We are anticipating 225 entries in 2025 from all over Ontario. The following will provide you with some information to explain what we would require to host this event and to address your questions. We wish to assure you that we take great pride in our agility competitions leaving the venue as clean as when we arrive. • We need three level fields that are each 100 x 110 ft. • We rent construction fencing for each field. • We need to provide each of these fields with a power source for electronic timing. • The scoring team (2 people) need a place with power to input the scores throughout the event. This can be done out of a trailer or tent. • Room is required for crating all the four-legged competitors outdoors. Competitors provide their own shade tents. • Dogs are not permitted off leash except in a designated warm-up area and while competing. • Competitors are required to pick up after their dogs. Any violation would result in dismissal. • If a dog soils inside the competition area, we clean up immediately with water and a product to eliminate any odour. • Room is required for vendors. • Parking is required for competitors and volunteers. • Camping (even dry camping) is required. Campers would be required to arrange to have their trailers pumped out or take their trailers to a dumping station. • We plan to rent porta potties and wash stations and have the porta potties serviced each day. • We plan to hire over night security. • In addition to the use of the gazebo, we plan to rent a large tent. • We would be responsible for the site clean up. • We would assume responsibility for remediation/costs of any damage caused by the event. • We are happy to provide references upon your request and answer any further questions you may have. Please advise as to the number and nature of the references if you require them. Regards, Christine Mandy and Wendy Beard Co-Chairs, 2025 AAC All Ontario Regionals
Page 49 of 68
To:
Council
From:
Director, Public Services
Date of Meeting:
January 30, 2025
Subject:
Award of RFP # PS-P01-2024 – Design Services for Upgrades to Sydenham Water Treatment Plant
Report Number:
2025-005
Summary This report provides a summary of the Request for Proposal # PS-P01-2024 evaluation and recommends the award of contract for professional design services for the Upgrades to Sydenham Water Treatment Plant (serpentine piping). Recommendation That Council award RFP # PS-P01-2024 Professional Services for Upgrades to Sydenham Water Treatment Plant to J. L. Richards & Associates for the successful bid of $125,048.79 (net of rebatable HST). Background In July of 2021, the Township submitted grant applications under the Investing in Canada Infrastructure Program (ICIP) – Green Stream for several capital improvements at the Sydenham water treatment plant. The projects submitted for grant consideration included: a) replacement of pneumatic actuated valves b) replacement of the programmable logic controller (PLC) and supervisory control and data acquisition (SCADA) instrumentation c) replacement of the chlorine contact (serpentine) piping. The total estimate of all three projects was $995,000 of which 73.33% would be eligible for grant funding. In April of 2022, the Township received notice from the Ministry of Infrastructure that the ICIP grant was successful and that all eligible projects were to be completed on or before March 31, 2026. The pneumatic valve replacement project was completed in 2022, and the PLC/SCADA replacement project was completed in 2024. The last remaining project to be completed under the grant is the replacement of the chlorine contact (serpentine) piping. This piping forms part of the primary disinfection systems for the water treatment plant and www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-005
Page 50 of 68
has been prone to both ongoing and new sources of leaks throughout the 90m long section of stainless steel piping. Discussion/Analysis On November 14th, 2024, the Township released Request for Proposal # PS-P01-2024 to obtain professional design services in support of the replacement of the chlorine contact (serpentine) piping system. Key activities and deliverables in the RFP assignment include: a) Collection and review of background information relating to the water treatment plant and processes b) Implementation of a stakeholder engagement plan c) Identifying the problem or opportunity statement d) Identification and evaluation of alternative solutions e) Recommendation of the preferred construction option f) Securing permits and approvals from regulatory agencies; and g) Preparation of the final designs and tender documents. Terms within the original RFP request indicated that project design support a fall/winter construction project tender with successful delivery on or before March 31, 2026. On December 20th, 2024, the Request for Proposal submission period closed with only one submission received for the project. The sole submission received was subject to a detailed review and scored according to a 100-point merit system using the following criteria: Experience and Team Qualifications Understanding of Objectives Quality of Approach Proposed Work Plan / Level of Effort Financial Proposal
• • • • •
20 points 10 points 15 points 15 points 40 points
A summary of the evaluations and financial results are included in the table below: Rank
1
Company
Score (Max 100)
Total Bid (Net rebatable HST)
98
$125,048.79
J. L. Richards & Associates
J. L. Richards & Associates presented a strong and detailed proposal (technical/financial) and provided a comprehensive workplan that answered all the deliverables of the RFP. Key highlights of the J. L. Richards proposal included: • •
Project led by Kingston Office Project Team – 8 staff and two sub consultants – Hopkins Chitty (survey/legal), Cambium (geotechnical) www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-005
•
• •
Page 51 of 68
Project Manager – Susan Shi, M. Eng., P. Eng. – over 10 years experience, significant experience in water and wastewater and, project management including work on the recent Verona Water and Wastewater Master Plan Proven team experience working with approval agencies and both federal and provincial government authorities Submission included details on three viable options for replacement of the serpentine piping system for further evaluation
The award of RFP # PS-P01-2024 exceeds the threshold for delegated authority limit of $50,000 and as such the contract must be awarded through resolution of Council. Staff are recommending that the proposal from J. L. Richards & Associates be accepted. Financial Implications The original grant applications under the ICIP Green Stream program in 2021 included an estimate of $100,000 toward the design of the serpentine piping replacements. This estimate included an additional 10% contingency allowance totalling $110,000. The current bid proposal of $125,048.79 from J. L. Richards & Associates exceeds the original design estimate however the $15,048.79 increase will be fully offset by forecasted savings of $122,500 from the completion of the first two ICIP Green Stream projects. Approximately $91,698.28 (73.33%) of the J L Richards & Associates assignment will be funded by federal and provincial grants with the remaining $33,350.51 (26.67%) funded by the water reserve fund. Funding in the amount of $700,000 has been included for the serpentine piping replacement project (#22-54) in the 2025 budget. Relationship to Strategic Plans ☐ Not applicable to this report. ☒ This initiative adheres to the following guiding principle of the 2023-2026 Strategic Plan. • •
Priority: Financial Sustainability Action Item – Assess and provide affordable and reliable services that are aligned with our community’s needs.
Climate Considerations ☒ Not applicable to this report. Notice/Consultation Utilities Kingston Attachments None www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-005
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, CPA CGA, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 52 of 68
Page 53 of 68 Township of South Frontenac By-Law Number 2025-2 Page 1 of 2 By-Law Number 2025-2 A By-Law to Amend By-Law Number 2024-59, A By-Law to Establish Fees and Charges Collected by The Corporation of the Township of South Frontenac, As Amended Whereas the Council of The Corporation of the Township of South Frontenac enacted By-Law Number 2024-59, A Bylaw to Establish Fees and Charges to be Collected by The Corporation of the Township of South Frontenac, as amended; Whereas the Council of the Township of South Frontenac considers it necessary and desirable to amend By-law 2024-59, as amended; Therefore Be It Resolved That the Council of the Corporation of the Township of South Frontenac hereby enacts as follows: 1.
Schedule “E” of By-law 2024-59, A By-Law to Establish Fees and Charges Collected by The Corporation of the Township of South Frontenac, as amended, is hereby further amended to include the following: Description
Effective Date February 1, 2025
Rates for Programs with Differential Pricing for Residents and Non-Residents
Day Camp
2025 Resident
2025 NonResident
2026 Resident
2026 NonResident
2027 Resident
2027 NonResident
2028 Resident
2028 NonResident
$160
$175
$170
$195
$180
$220
$185
$225
Rates for Programs with Equal Pricing for Residents and Non-Residents 2025 Rate
2026 Rate
2027 Rate
2028 Rate
Swim Lessons
$68
$70
$73
$76
Before Care
$16
$16
$17
$18
After Care
$16
$16
$17
$18
Shuttle Bus
$31
$32
$34
$35
Fee name
Fee description
Fee amount
Advanced notice cancellation fee
Cancellation and withdrawal of participant with more than one week prior to the start date.
Full refund, less an $15 administrative fee.
Late notice cancellation fee
Cancellation and withdrawal of a participant within the week of the program start date.
50% refund of program registration rate, less an $15 administrative fee.
In-session cancellation fee
Cancellation and withdrawal of a participant during the program session.
No refund will be provided.
Page 54 of 68 Township of South Frontenac By-Law Number 2025-2 Page 2 of 2 2.
This By-law shall come into force and take effect on the date of its passage.
Given First and Second Readings: Thursday, January 30, 2025 Given Third Reading and Passed: Thursday, January 30, 2025
James Thompson, Clerk
Ron Vandewal, Mayor
Page 55 of 68
To:
Council
From:
Director of Emergency Services & Fire Chief
Date of Meeting:
Thursday, January 30, 2025
Subject:
Fire Department Q3/4 and 2024 Summary Report
Report Number:
2025-11
Summary The Report provides a high-level overview of responses and fire department activities during the fourth quarter of 2024 and a summary of 2024. Recommendation This Report is for information purposes. Discussion/Analysis During the fourth quarter of 2024, South Frontenac Fire and Rescue responded to 137 incidents. Of the 137 incidents, 48 of the incidents were related to medical response calls 35%. The following table illustrates the number of incidents per type of incident along with their percentages:
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-10
Page 56 of 68
Following is an annual summary of responses for 2024. South Frontenac Fire and Rescue responded to 555 incidents in 2024 which is an 11% increase compared to 2023. Of the 555 incidents, 250 of the incidents were related to medical response calls or 45%.
The following table provides additional context and comparison regarding the quarterly number of incidents occurring between 2017 and 2024.
Response Quarter 1: Jan 1 - Mar 31 Response Quarter 2: Apr 1 - Jun 30 Response Quarter 3: July 1 - Sept 30 Response Quarter 4: Oct 1 – December 31 Total
2017
2018
2019
2020
2021
2022
2023
2024
104
96
93
112
101
93
106
131
123
135
128
142
123
167
130
131
99
154
155
140
89
134
133
156
103
118
132
98
132
126
132
137
429
503
508
492
445
520
501
555
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-10
Page 57 of 68
3rd Quarter 2024 2024 six personnel completed the NFPA 1521 Incident Safety Officer program. South Frontenac Fire and Rescue participated in 9 public education or community public relation events listed below: July 1, 2024
Canada Day South Frontenac
Multiple Locations
July 13, 2024
Lakes & Trails
The Point Park
July 19, 2024
Dog Days of Summer
Centennial Park
August 3, 2024
Frontenac Frolic
Glendower Hall
September 8, 2024
Plow Match
Tait Farm
September 14, 2024
Verona Car Show
Verona Lions Hall
September 21, 2024
Early ON Parent Expo
Verona Lions Hall
September 26, 2024
Grade 9 Day
Sydenham High School/ The Point Park
September 28, 2024
Hockey Day in Frontenac
Frontenac Community Arena
In September of 2024 our Deputy Chief resigned to pursue an opportunity with a neighbouring municipality. 4th Quarter 2024 South Frontenac Fire and Rescue participated in 6 community public relation events listed below: October 5, 2024
Battersea Pumpkin Festival
Battersea
October 8, 2024
Fire Prevention Week Station Open Houses
Stations 2, 4, 5 and 8
October 11, 2024
Bob’s Lake Association Walleye Release
Bob’s Lake
November 27, 2024
Sydenham Santa Clause Parade
Sydenham
December
Burridge Santa Clause Parade
Burridge
December
Battersea Santa Clause Parade
Battersea
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-10
Page 58 of 68
2024 Department Priorities •
Community Risk Assessment: Comprehensive review of community public safety needs
•
Implementation of Firefighter Advisory Committee, Health & Safety Committee and team meetings.
•
Strategic Planning for replacement of Fire Stations and Fleet 2024 – 2025
•
Policy Development: Develop Policies, Standard Operating Procedures and Operating Guidelines
•
Review of Establishing & Regulating by-law, By-law updates and creation of a Master Fire Plan.
•
Legislative Compliance.
2024 Department Accomplishments •
Health & Safety Committee – Implemented
•
Firefighter Advisory Committee – Implemented and communication improvements implemented.
•
Revised Pay Structure – Implemented
•
Station Inspections – Completed and actions items created
•
Standardization – Vehicles, Squads, Medical Bags, Station Supplies – Ongoing
•
Filing and Digitization – Completed
•
Purge old fleet – Completed
•
Community Risk Assessment – Completed
•
New Marine Unit – Outfitted, staff trained and in service at Bradshaw Station.
•
Mandatory Certification – We continue to certify our personnel as prescribed in their job descriptions. This is a result of O. Reg 343/22
•
Staff SharePoint Page – We’ve gone paperless for incident reports, training records, inspection records. Created a central area for training lessons and key documents.
•
Long Term Fleet & Equipment Plan – Developed a 25-year plan.
2025 Department Priorities •
Replace Deputy Fire Chief and Recruit Firefighters
•
Complete Master Fire Plan
•
Assessment of improvements to Two-way Radio Communications
•
Develop Standard Operating Procedures
•
Continued standardization of Vehicles and Equipment www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-10
•
Fire Prevention and Code Enforcement
•
Continued Public Education
•
Continued Mandatory Certification
•
Assess further Cancer Prevention measures
•
Improvements to Driver Training Program
•
Propose and present information on a Burn Permit System
Page 59 of 68
Relationship to Strategic Plan ☐ Not applicable to this report. ☒ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. •
Pillars: Municipal Service Excellence
Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation Platoon Chiefs Lee Gour, Fire Administration Approvals Submitted By:
Delbert Blakney Director of Emergency Services / Fire Chief Approved By:
Louise Fragnito, Chief Administrative Officer www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 60 of 68
To:
Council
From:
Director, Public Services
Date of Meeting:
January 30, 2025
Subject:
Public Services Delegated Authority Report
Report Number:
2025-009
Summary This report provides information on Public Services projects awarded under delegated authority. Recommendation This Report is for information purposes only. Background Delegated authority reporting to Council in accordance with the Township’s purchasing policy. Discussion/Analysis Capital Project 22-02 – Gateway Signage Supply and install of gateway signage contracted to Gorway Signs for $206,237.66. Procurement by public tender PS-2024-13 with three submissions received. Capital Project 24-51 – Storrington Centre Parking Lot Paving Hot mix paving of the Storrinton Centre parking lot was contracted to Kiley Paving Ltd for $161,539.52. Procurement by public tender PS-2024-16 with five submissions received. Capital Project 24-57 – Centennial Canteen & Washroom Renovation Construction services for the renovations to the existing Centennial Park building contracted to Jeffery G Wallans Construction Ltd for $70,112.64. Procurement by public tender PS-2024-22 with nine submissions received. Capital Project 25-23 – Motor Grader Motor Grader and towable compactor purchased form Toromont CAT for $634,917.78. Procurement by group purchasing organization LAS Canoe with two vendors quoted. LAS contract #011723. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-009
Page 61 of 68
Financial Implications Project # Project 22-02 Gateway Signage 24-51 Storrington Centre Parking Lot 24-57 Centennial Canteen Reno 24-23 Motor Grader 25-27 Towable Compactor
Budget $220,000 $435,000
Contract Value $206,237.66 $161,539.52
$150,000
$70,112.64
$600,000 $ 40,000
$634,917.78
Relationship to Strategic Plan ☒ Not applicable to this report. ☐ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. • •
Pillars: Choose an item. Action Item (If Applicable): Insert Text
Climate Considerations ☒ Not applicable to this report. Notice/Consultation Manager of Engineering & Capital Projects Manager of Operations & Fleet Manager of Recreation & Facilities Approvals Submitted By:
Kyle Bolton, Director of Public Services Approved By:
Louise Fragnito, Chief Administrative Officer www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
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January 15, 2025
AA-001-25
Via e-mail Mr. James Thompson, Clerk Township of South Frontenac 4432 George Street, P.O. Box 100 Sydenham, ON K0H 2T0 Dear Mr. Thompson, Re:
Cataraqui Conservation Municipal Apportionment - 2025
Cataraqui Conservation has adopted its budget for the year 2025 and apportioned to all its participating municipalities, by resolution, costs for administration, maintenance and capital projects, in accordance with the Conservation Authorities Act of Ontario. As required by the Act, you are hereby notified that the apportioned cost to your municipality is noted below: Your municipality has decided to make payment of Cataraqui Conservation’s apportionment in two parts: Installment Amount Due* st 1 $89,188.61 February 28, 2025 nd 2 $89,188.60 June 30, 2025 Total $178,377.21
- Accounts received after the due date will be subject to an interest charge. Additional information on Cataraqui Conservation’s 2025 Budget and Forecast is available on our website https://cataraquiconservation.ca/pages/budget. Thank you in advance for your attention to this matter. Should there be related questions, please contact Cheryl Rider, Supervisor, Finance at 613-546-4228 ext. 225 or crider@crca.ca. Yours truly, (original signed by) David Ellingwood, General Manager Cc:
Louise Fragnito, CAO Arundhati Mohile, Director of Corporate Services & Treasurer Stephanie Kuca, Deputy Treasurer Ron Sleeth, Cataraqui Conservation Municipal Representative Scott Trueman, Cataraqui Conservation Municipal Representative Cataraqui Region Conservation Authority 2069 Battersea Road, Glenburnie ON, K0H 1S0 • info@crca.ca • 613-546-4228 • CataraquiConservation.ca
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Full Authority Board Meeting Agenda - AGM
Date:
Wednesday, January 29, 2025
Time:
6:45 p.m.
Location:
Hybrid Meeting In-Person Cataraqui Conservation Administration Office Boardroom 2069 Battersea Road, Glenburnie and virtually through Microsoft Teams
Roll Call and Introductions
Adoption of Agenda A. That the agenda Be Adopted as circulated.
Declaration of Conflict of Interest
Remarks from Outgoing Chair (Report IR-007-25) B. That Report IR-007-25, Remarks from Outgoing Chair, Be Received.
Remarks from General Manager (IR-008-25) C. That Report IR-008-25, Remarks from the General Manager, Be Received.
Page 64 of 68 Page 2 of 5 Cataraqui Conservation - Full Authority Board Meeting Agenda – AGM January 29, 2025 – Hybrid Meeting
Election of Chair and Vice Chair The Chair is turned over to the General Manager, for the purpose of the election of the 2025 Chair and Vice Chair. D. That ______ Be Nominated for the position of Chair of Cataraqui Conservation Full Authority Board for 2025; and, That nominations Be Closed. E. That ______ Be Nominated for the position of Vice Chair of Cataraqui Conservation Full Authority Board for 2025; and, That nominations Be Closed. F. That ______ and ______ Be Confirmed as Chair and Vice Chair, respectively, of Cataraqui Conservation Full Authority Board for 2025.
Delegation / Presentation 7.1. Recognition of Cataraqui Conservation Staff Years of Service ➢ Presentation – Cataraqui Conservation Chair
Approval of Previous Minutes 8.1. Minutes of the Cataraqui Conservation Full Authority Board Meeting of December 4, 2024 G. That the minutes of the Cataraqui Conservation Full Authority Board Meeting of December 4, 2024, Be Approved.
Business Arising
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- Items for Consideration 10.1. Cataraqui Conservation Appointments (report IR-009-25) H. That report IR-009-25, Cataraqui Conservation Appointments, Be Received; and, That the appointment of members to Cataraqui Conservation’s Standing and Ad Hoc Committees Be Accepted, as presented; and, That appointment of a member for 2025 as Liaison to the Cataraqui Source Protection Committee, Be Approved, as presented; and, That the Cataraqui Conservation Chair as voting delegate, Vice Chair, as first alternate, and General Manager or designate as second alternate, Be Appointed, to Conservation Ontario for 2025.
10.2. Statutory Administrative Approvals (report IR-010-25) I. That report IR-010-25, Statutory Administrative Approvals, Be Received; and, That Cataraqui Conservation Full Authority Board Re-Affirm for 2025 the Health and Safety Policy Statement; and, That Cataraqui Conservation Full Authority Board Re-Affirm for 2025 the Workplace Violence and Harassment Policy. 10.3. General Manager’s Monthly Progress Report – January 2025 (report IR-01125) ➢
Verbal Update – David Ellingwood, General Manager J. That Report IR-011-25, General Manager’s Monthly Progress Report – January 2025, Be Received.
10.4. Kingston Regional Biosolids and Biogas Facility Update (January 2025) (report IR-012-25) K. That Report IR-012-25, Kingston Regional Biosolids and Biogas Facility Update (January 2025), Be Received.
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10.5. Proposed Capital Project - Collins / Glenvale Creek Flood Plain Mapping Update (PR 00388) (report IR-013-25) L. That Report IR-013-25, Proposed Capital Project - Collins / Glenvale Creek Flood Plain Mapping Update (PR 00388), Be Received; and, That Project PR 00388 – Collins / Glenvale Creek Flood Plain Mapping Update, Be Created.
10.6. Maple Leaves Forever Program (report IR-014-25) M. That Report IR-014-25, Maple Leaves Forever Program, Be Received; and, That Cataraqui Conservation recognizes the importance of the Native Maple tree, Canada’s arboreal emblem; and, That Cataraqui Conservation commits to always plant Native Maples whenever a maple is called for in any Cataraqui Conservation planting projects.
10.7. Administration By-Law - Amendments (report IR-015-25) N. That Report IR-015-25, Administration By-Law - Amendments, Be Received; and, That Revision 6 of Cataraqui Conservation By-Law No.1 (Administration By-Law), Be Adopted.
Minutes (Friends and Foundation) There were none.
Committee Reports 12.1. Report from Facilities Ad Hoc Committee Meeting of January 15, 2025 (Report IR-016-25) O. That report IR-016-25, Report from Facilities Ad Hoc Committee Meeting of January 15, 2025, Be Approved.
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Announcements or Inquiries / Information 13.1. Report on Communications (report IR-017-25) P. That report IR-017-25, Report on Communications, Be Received.
Motions / Notice of Motion
In Camera Session Q. That the Cataraqui Conservation Full Authority Board move In Camera. 15.1. Confidential Report – In Camera Minutes of December 4, 2024 (report IR018-25) 15.2. Confidential Report – Property Matter (report IR-019-25) 15.3. Confidential Report – Property Matter (report IR-020-25) 15.4. Confidential Report – Report from Personnel Committee meeting of January 16, 2025 (report IR-021-25)
R. That the Cataraqui Conservation Full Authority Board move out of In Camera and report.
Return to Open Session S. That the Cataraqui Conservation Full Authority Board Approve items as discussed at the In Camera session on January 29, 2025.
Adjournment
Page 68 of 68 Township of South Frontenac By-Law Number 2025-3 Page 1 of 1 By-Law Number 2025-3 A By-Law to Confirm generally all actions and proceedings of the Council meeting of the corporation of the Township of South Frontenac on January 30, 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 January 30, 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 January 30, 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 January 30, 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: Thursday, January 30, 2025 Given Third Reading and Passed: Thursday, January 30, 2025
James Thompson, Clerk
Ron Vandewal, Mayor
