Body: Council Type: Minutes Meeting: Regular Date: April 5, 2011 Collection: Council Minutes Municipality: South Frontenac
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Minutes of Council
April 5A 2011 Meeting No. 13 Time: 7:00 p.m. Location: Sydenham Present:
Mayor,
Gary Davison
Deputy Mayor Councillors,
MarkTinlin
John McDougall Allan McPhail Cam Naish Bill Robinson Del Stowe Ron Vandewal
Larry York Staff:
Wayne Orr, Clerk-Administrator; Angela Maddocks, Confidential Secretary, Mark Segsworth, PubUc Works Manager, Lindsay Mills, Planning Coordinator
Call to Order Resolution No. 2011-13-01
Moved by Deputy Mayor Tinlin
Seconded by Councillor McDougall
THAT the Council meeting of April 5th>2011 be convened at 7:00 p.m. Carried. 2.
Declarations of Pecuniary Interest
Councillor Robinson declared a pecuniary interest with respect to Page 27 of the Accounts Payable voucher. 3.
Delegations
(a) David Townsend, Southern Frontenac Community Services, re: Move to former Grace United Church
David Townsend and Joan Cameron presented an update on the activities of South Frontenac Community Services. They noted that they have a lease
to purchase agreement for the Grace United Church on Stagecoach Road They asked that Council give consideration to a $2000.00 annual grant for the next three years as the church has been tax exempt for a number of
years and this grant will help to keep their community programs continue Secondly they asked for a Council representative on their board of directors which would mvolve one meeting per month.
Mayor Davison thanked them for their presentation and the programs and services they offer to the community. He noted that Council is close to finalizing the budget process however he supported their financial request (b)
Rob Gerritsen, Cataraqui Region Conservation Authority, re: Harrowsmith Hub Presentation.
Rob Gemtsen introduced Scott Wentworth who presented the conceptual
plan for the property where the K & P Trail and Cataraqui Trail meet. He reviewed the elements of the proposal which included a 10 ft by 20 ft. shelter in an open pavillion style. A 12 space parking lot with two handicapped spots has been included in the plan. There is also a 20 foot by 40 foot structure proposed for future construction which will be constructed to echo the original features of the old station with historical photographs. There will be capacity for other opportunities within this structure. Additional deciduous trees and buffer planting will be done on the south side. A possible natural forming skating rink for winter recreation has also been discussed.
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Councillor Robinson asked if the residents nearby have received notification
of this proposal. He also wondered about who will end up being responsible for the mainteuance of this building.
^<L°.?i ^ehIl!r^rtlLnoted tha^t^ere wilLb^ ? ?!l1?.uc open house OI1 Monday,
April U"1 at the Harrowsmith District S & A Hall.
Mark Segsworth noted that this is only a concept at this time and the intent of this meeting is to make Council aware of the proposal. There are lots of
details left to determine but this is a great tourism opportunity to develop
this site.
Councillor Vandewal questioned the initial cost and what cost sharing is
expected. He also wondered about the actual use of the trail past Mclvor
Road.
Scott Wentworth noted that the preliminary budget is around $600,000.00 and the strategy is to develop the site in 3-4 stages. The construction of the small pavilion is estimated at $15,000.00 and the two storey structure is estimated to cost around $240,000.00.
Councillor McPhail asked if there was any interest from the County in including this as part of a Community Improvement Plan and stressed the importance of input from the community on this plan. Anne Marie Young stated that the Hrst open house will provide input on the usefulness of this plan as well as an opportunity to talk directly to the residents and business owners in Harrowsmith.
Mayor Davison asked if there is any other similar type of facility on the existing trail system. Rob Gerritsen stated that this proposal would be the first, but that there are similar facilities on the Trans Canada Trail.
Councillor Stowe felt this was a great concept and that it would have to be completed in phases.
Anne Marie Young responded that if they receive the positive feedback then they will proceed with the plan.
Councillor McDougall felt this was an exciting concept but there are miles to go in the planning. He asked if there was any formal agreement in place for this project. Councillor Stowe confirmed that there is an agreement in place and that the Cataraqui Trail Board has helped finance the conceptual plan and there are lots of eager volunteers to help with the project. (c)
Jeff Peters, re: Campbell Subdivision - reconsideration of approval Mr. Jeff Peters requested that Council reconsider the condition of approval that gives the Township an easement along the subdivision road of the Campbell subdivision that would restrict to access to his future hay field
from this road. He understood that there are to be no cattle on this property and that it is to be used strictly for hay. He noted that he requires limited access to this site, possibly 2-3 times per year. He had thought that Mr. Campbell had no issue with his use of this road. With respect to the fencing requirement he felt the existing fence and the additional electric fencing has secured cattle adequately especially when there has been corn planted in the
next field. He noted the original 14 lot proposal and the compromise which includes the buffer zone. He has not had any complaints about his farming
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practices in the past and felt that health communities should not be
restrictive if there is a problem he would expect common sense dialogue. He noted that he will live by the MDS requirements set out but asked that Council reconsider the access issue.
Councillor Vandewal commented that good fences make good neighbours. He noted that Council has asked for stricter fencing requirement in the Sydenham subdivision development to protect the wetland area. He stated
that the easement can still be used by everyone but gives the township security or a means for recourse as there have been problems in the past
without the 1 foot reserve requirement.
Mayor Davison asked Jeff Peters how he has access this property now. Mr. Peters indicated that the access is where the proposed houses will be constructed.
Mayor Davison noted the ueed for safety and the protection of the fence is required.
Jeff Peters noted that he understand the condition regarding the fence however the easement is his concern. However he noted that he is not willing to build a new fence.
Councillor McPhail supported the easement requirement as the owner or use could change and the township needs to control the use for the best interest of all parties. Councillor York agreed with the easement. 4.
Public Meeting Resolution No. 2011-13-02
Moved by Deputy Mayor Tinlin Seconded by Councillor McDougall THAT a public meeting be held to discuss planning matters related to: . Closing of Unopened Road allowance between Concession 3 and 4, Lot 13, District of Bedford, White Lake
Carried.
(a) Closing of Unopened Road Allowance between Concession 3 and 4, Lot 13, District of Bedford
Lindsay Mills explained that the reason for this road closing came from James and Helen Hill whose long-time family cottage is located at least in part on the west half of the road allowance and due to some “non-
compatible” surveys of various properties in the area. He noted that in previous meetings staff provided Council with various scenarios regarding the sale price of the road allowance. He noted that Council expressed general support for the closure and sale of the west half of the road allowance where it abuts the Hill property at an agreed upon price of $1000.00 with the Hills’ being responsible for paying survey, legal, advertising and administrative costs. The actual by-law to close this portion of the road allowance will be addressed at a future meeting as there is consider work to be done in bringing all the relevant reference plans together.
There were no comments or questions from Council or the public. Resolution No. 2011-13-03
Moved by Deputy Mayor Tinlin Seconded by Councillor McDougaIl
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^?^-all-io^portu?lity,hav.mg !)een Provided to discuss planning matters, that the public meeting be closed. 5.
Approval of Minutes
(a)
Committee of the Whole
Carried.
Resolution No. 2011-13-04
Moved by Councillor McDougall Seconded by Deputy Mayor Tinlin THAT the Committee of the Whole meeting minutes of March 8th, 2011 be approved.
(b)
Carried.
Council
Councillor Vandewal referred to page 10 of the minutes with respect to street light maintenance and asked if any comparison on the charges Resolution No. 2011-13-05
Moved by Councillor McDougall Seconded by Deputy Mayor Tinlin
THAT the Council meeting minutes of March 15th, 2011 be approved. Carried.
(c)
Committee of the Whole Resolution No. 2011-13-06
Moved by Councillor McDougall Seconded by Deputy Mayor Tinlin THAT the Committee of the Whole meeting minutes of March 22nd, 2011 be approved. 6.
Carried.
Business Arising
- Reports Requiring Action (a)
Accounts Resolution No. 2011-13-07
Moved by Councillor York
Seconded by Councillor McPhail
THAT Council approve the payment of the Accounts Payable Voucher
dated March 31", 2011 in the amount of $3,649,085.78.
(b)
Carried.
Livestock Valuations
Resolution No. 2011-13-08
Moved by Councillor McPhaiI
Seconded by Councillor York
THAT subject to the completion of the required affidavit, that Council approves the following livestock valuations: 1.
NAME
AMOUNT
LIVESTOCK
Jim Crawford
$ 261.55
One Jersey Steer Carried.
(c) Report from Anne Levac, Planning Assistant, re: Refund -Consent S-91-10S (Freeman)
Lindsay Mills spoke to this report. He explained that this proposed lot would have been created within the hamlet of Battersea but it would be
withm 20 feet of the existing mink farm and the severed lot would not be a
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compatible use to the existing farm operation. He said that this information
Probably should have been provided to him prior to him making the application.
Councillor Naish questioned why the full amount is not being refunded to the applicant.
Councillor Vandewal noted that there were still costs incurred by the township to process the application. Resolution No. 2011-13-09
Moved by Councillor York
Seconded by Councillor McPhail
THAT Council approves a rebate in the amount of $300.00 for Walter Freeman.
Carried.
(d) Report from Anne Levac, Planning Assistant, re: Encroachment Permit (See By-law 2011-22) Lindsay Mills noted that there is a structure on the road allowance and it
has been agreed to issue an encroachment permit, however the dwelling unit
will have to be removed.
Councillor Stowe asked what building will be remaining on this property. Lindsay Mills explained that items related to residential use (i.e. plumbing)
will have to be removed.
Councillor Vandewal noted that this property needs to be “flagged” for future follow up.
(e) Report from Lindsay Mills, Planner, re: Review of Draft Plan Approval of Plan of Subdivision in Part of Lot 22, Concession II, Storrington District Lindsay Mills circulated to Council the corrected version of Attachment #3. he noted that Condition #9 recognizes that no construction is to occur within the MDS arc. The property should not be attached to Lot #10 as it would wrap around and invade the privacy of Lot #9, however it is okay to have it
attached to Lot #9 as there will still be a no build area. The zoning will need to be changed depending on whether it’s attached to the farmer’s lot to the east or Lot #9 in the subdivision.
Mr. Mills also confirmed that the block area is not an easement, but it is a township owned block of land that denies access to the new road. He noted that now is the time to think long range. Resolution No. 2011-13-10
Moved by Councillor McPhail
Seconded by Councillor York
THAT Council approves the change to Condition #9 in the conditions of
Draft Plan Approval to read as noted in the Planning report dated March th 29"’, 2011 but that Condition # 6 not be changed. (1)
Carried.
Report from Wayne Orr, Chief Administrative Officer, re: Recommendation from South Frontenac Recreation Committee
Wayne Orr referred to the report and cautioned Council on the variety of other committees and the value of being consistent with policies. He was concerned about the ripple effect with other volunteers.
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Councillor Vandewal felt that by the creation of South Frontenac Recreation Committee, volunteers are being asked to travel outside of their
district to attend these meetings. He felt it was justification to proceed and noted that Committee of Adjustment members are paid mileage. With respect _to volunteer firefighters, he commented that they dnve their
personal vehicle to the district fireball and are not using their vehicles to go directly to emergencies.
Mayor Davison stated that volunteer firefighters do have to travel to other districts for training purposes.
Councillor Stowe noted that the Loughborough representatives on SFRC are not looking for mileage and clarified that there is no problem with the $25.00 to offset expenses when attending local meetings.
Councillor McPhaiI felt that if mileage is paid, there should be a formal sign
in process for meetings and a process in place to be maintained and submitted by the secretary of the committee. He felt more consideration is needed for this request.
There was discussion about the per diem paid for meetings and decisions on mileage.
Councillor Vandewal felt this was not a complicated issue and that the
compensation should be left the same. He felt this request for mileage was justified and he did not want to have this request for recreation committee members be compared to volunteer firefighters. Deputy Mayor Tinlin felt it should be kept simple, that there is the fundamental policy to pay $25.00 to offset expenses, the time is volunteered to attend meetings. He felt it should be one or the other but not both.
Councillor McDougaIl noted the challenge to amalgamate and felt this was a natural request. Councillor Stowe requested a recorded vote on this resolution. Resolution No 2011-13-11
Moved by Councillor McPhail
Seconded by Councillor York
THAT Council accepts the recommendation of the South Frontenac Recreation Committee “that every committee member receives
compensation for mileage to attend each meeting, retroactive to January 1, 2011.
Carried.
RECORDED VOTES YES NO
J. McDougall A. McPhail
^
C. Naish B. Robinson
^
ABSTAIN
YES
D. Stowe M. Tinlin
^
R. Vandewal
^ ^
L. York
NO
ABSTAIN
^
G. Davison
(g) Report from Wayne Orr, Chief Administrative Officer, re: Recommendation from Corporate Services Committee - Website
Wayne Orr noted that funding for an update to the website was not included in the preliminary budget presentation however the Corporate Services Committee supports this initiative and are requesting that $10,000.00 be included m the 2011 budget.
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Councillor Stowe noted that communication was a big concern during the election process and he supported upgradmg the website.
Councillor Vandewal noted that if there is no support at this time for
u?^rades ?°,the wel?si^‘hewould Iike to see what impact the restructuring and consolidation of offices has on these types of initiatives.
Councillor McPhail felt the process is a bit Hawed and disagreed with this
approach as Council is already into budget deliberations.
Wayne Orr commented that the request is only to include website
UPgrades to the proposed budget. Council still has to the right to approve or not include it as part of the budget for 2011. Resolution No: 2011-13-12
Moved by Councillor York
Seconded by Councillor McPhaiI
THAT Council accepts the recommendation of the Corporate Services Committee and includes $10,000.00 in the 2011 budget for the
redevelopment of the website for final approval during budget deliberations.
Carried.
(h) Report from Wayne Orr, Chief Administrative Officer, re: Notice of Motion
- Advocating for Multi Year Road Plan
Wayne Orr noted the opportunity to advocate for funding through the city, the provincial aud federal governments.
Councillor Vandewal suggested that this should have gone to the Public Works Services Committee first as part of the process. Wayne Orr noted that formally a “not ice of motion” comes to Council but agreed that this could be referred to the Public Works Services Committee. Resolution No. 2011-13-13
Moved by Councillor Vandewal Seconded by Councillor Stowe THAT Council directs staff to develop a multi-year road plan with local municipalities and to advocate at the provincial and local level for additional funding for a multi-year road plau to be referred to the Public Works Services Committee for development (i)
Carried.
Report from Mark Segsworth, Public Works Manager, re: Temporary Road Closure - Road 38 from Carleton Drive to Verona Sands Road th
Sunday, April 24In, 2011
Mark Segsworth referred to his report and noted that Lakeview Gospel Assembly may be receptive to discussions regarding the opening of the Verona by-pass. Resolution No. 2011-13-14
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT Council approve the temporary closure of Highway 38 in Verona
from Carleton Drive to Verona Sands Road on Sunday, April 24th, 2011 from 12:00 noon to 12:30 p.m. for an Easter Sunday procession. Carried.
Report from Mark Segsworth, Public Works Manager, re: South Frontenac Waste Recycling Strategy
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Mark Segsworth explained that the Waste Recycling Strategy must be
approved by Council prior to the submission of the 2010 WDO Datacall
which is due on April 26th, 2011 in order to maximize the amount of funding
that the township receives from Stewardship Ontario. He noted that the
do meDt_was posted .°” the township website and an opportunity for
public input resulted in a total of twelve submissions which have’been
included in the strategy and have also been reviewed by the Public Works
Services Committee. The Waste Recycling Strategy is the “living” document
for waste diversion in South Frontenac.
Deputy Mayor Tinlin felt that the actual comments received should have been included in the report. Mark Segsworth explained that the comments were not included as it identified personal email addresses etc.
Councillor Stowe asked if a letter of recognition that acknowledges receipt of the comments are being seat as there have been concerns expressed about
whether or not comments have been considered.
Mayor Davison asked if this strategy could be presented at the Bob’s Lake Association Annual General Meeting. Mark Segsworth indicated that he had attended the AGM in July of 2010. Councillor Vandewal disagreed with attaching personal information to the report.
Councillor McPhail felt that the reality is that communication is important and that the timcliues are restrictive. He recognized that there are still lots of issues to resolve.
Councillor McDougall referred the Community Improvement Program and that the County is taking a lot of heat and the perception that lots of suggestions are not being addressed. He suggested that a disclaimer be added that acknowledges comments will be considered.
Councillor Stowe asked when the approval was needed for this strategy and felt council was under the guu again to provide approval. Resolution No. 2011-13-15
Moved by Councillor Robinson
Seconded by Councillor Stowe
THAT Council adopts the Waste Recycling Strategy dated April 5, 2011; And further;
THAT the initial strategy to focus on to increase waste diversion will be to enhance Public Education & Promotion.
Carried.
(k) Report from Mark Segsworth, Public Works Manager, re: #2011-01 Surface Treatment Tender
Mark Segsworth noted that while budget approval is still pending, there was a general concurrence with respect to the road plan and that it is necessary to get into the queue with contractors in order for the work to be done this year.
Councillor Stowe referred to the jump in gas prices again and how this may affect the tender price. Mark Segsworth noted that there is an asphalt indexing clause included in most tenders for this purpose.
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April 5M 2011 Resolution No. 2011-13-16
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT Council approves the bid of Smiths Construction Company for the supply and application of the Township’s Surface Treatment in the amount of $818,666.02 including all applicable taxes. Carried.
(1)
Report from Mark Segsworth, Public Works Manager, re: Public Works Department Restructuring
Wayne Orr noted that at the last Committee of the Whole there had been
allocation in the budget for a new position in the Public Works Department and Council had requested more details on the responsibilities of this position.
Mark Segsworth noted that the need exists for this position as the township is growing and therefore the needs are growing. He felt there is a need to revisit the delivery of service as well as the coordination of functions.
Councillor McPhail asked how many area supervisor positions there are currently as he was not familiar with the present structure and needs.
Mark Segsworth noted that there are currently two non-union supervisor positions however the responsibilities are not being managed weU given the workload and there will be changes made regardless of an additional position.
Councillor Vandewal was against another position and suggested putting off a decision as he felt there may be some efficiencies found once the hvo offices are under one roof.
Councillor York felt Council should hold off on this position.
Councillor Stowe questioned the “building envelope” referenced in the report with respect to the 9 fire halls. Mark Segsworth explained that the inside of the halls are the domain of the Fire Department.
Wayne Orr spoke in favour of the position noting the time involved from a faculties perspective with the library construction, changes to the water treatment plant and the OPP building. Councillor McDougaIl felt there were enough issues to look at and suggested that this position be referred to the Public Works Services Committee for recommendation.
Councillor Vandewal noted that the Recreation Coordinator is looking for two more days per week with the third Building Inspector in place, there maybe an opportunity to take on some of these identified responsibilities. Deputy Mayor Tinlin felt this new position would help the CAO and the Public Works Manager free up their time. He agreed that it should go back to the Public Works Services Committee.
Councillor Vandewal suggested putting the funding for this position in the budget. He questioned what the current configuration and how the workload is distributed.
Mark Segsworth explained that the status quo will not be maintained. Resolution No. 2011-13-17
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Moved by Councillor Robinson
Seconded by Councillor Stowe
THAT Council refer the creation of a Solid Waste & Facilities Supervisor position with the Public Works Department to the Public Works Services Committee. 8.
Carried.
By-laws Resolution No. 2011-13-18
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT the following by-law be given first and second reading: .
By-law 2011-22
Carried.
(a) By-law 2011-22 Resolution No. 2011-13-19
Moved by Councillor Stowe
Seconded by Councillor Robinson
THAT By-law 2011-22, being a by-law to authorize the encroachment of an
accessory building on the unopened road allowance between Concession 13, Lot 3 and Concession 14, Lot 3, District of Loughborough, be read a third time, signed and sealed. 9.
Carried.
Reports for Information
(a) Frontenac County Matters Issue No.l - Update from Warden Gary Davison and Councillor John McDougall
Councillor McDougall referred to this update and that this is a means of communicating and keeping Council up to date on County matters.
Mayor Davison noted that the County budget is under the microscope now and they are trying to be responsible with spending.
Councillor Vandewal referred to the Roads Management Study from Watson and Associates and questioned the usefulness of this study for South Frontenac.
(b)
Frontenac Community Arena - Project End Zone - Financial Report Update
Councillor Vandewal referred to the financial report and noted that these numbers represent what will be outstanding at the end of 2011. He noted that the previous agreement will expire and Council should re-examine before the 2012 budget. 10. Information Items
(a) Orna Salamon, Director, Drinking Water Programs Branch, Ministry of the Environment, re: “Taking Care of Your Drinking Water: A Guide for Members of Municipal Councils” (b)
John Ennis, Government Relations Specialist, CAA South Central Ontario and Scott R. Butler, Manager, Policy and Research, OGRA, re: CAA South
Central Ontario and OGRA proposal to have H.S.T. gas tax revenue dedicated to transportation infrastructure and maintenance
Councillor Stowe requested that this item be brought forward to the next meeting.
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^ ^^^J°f Natur?1 Resources’AmeIldment to 0- Keg 663/98 - Fishing and Wildlife Conservation Act, 1997
- New Business (a)
Councillor Robiuson noted that a street light on Maria Street had been
snapped off, a new pole has since been instaUed, but the light fixture has not
been reinstalled. He stated that Hydro One wants to know who will be paying
for the repairs.
Mark Segsworth agreed to follow up on this matter. 12. Committee Minutes Resolution No. 2011-13-20
Moved by Councillor Vaudewal
Seconded by Councillor Naish
THAT Council receives the committee minutes of the various Township Committees of Council as presented at the April 5th, 2011 meeting: .
Minutes of the Natural Environment Committee meeting held February 7th, 2011
.
Minutes of the Natural Environment Committee meeting held March 7"-, 2011
.
Minutes of the Natural Environment Committee meeting held March 21", 2011
.
Minutes of the South Frontenac Police Services Board meeting held March th 10"1,2011
.
Minutes of theth Loughborough District Recreation Committee meeting held February 28In, 2011
.
Minutes of the Portland District Recreation Committee meeting held January, 2011
.
Minutes of the Portland District Recreation Committee meeting held February,2011
Carried.
In Camera
Resolution No. 2011-13-21
Moved by Councillor Vandewal
Seconded by Councillor Naish
THAT the Couucil meeting of April 5th, 2011 move in-camera to discuss matters related to personnel, property matters and litigation. Carried. Resolution No. 2011-13-23
Moved by Councillor Vandewal
Seconded by Councillor Naish th
THAT the Council meeting of April 5 , 2011 move out ofin-camera. Carried.
- Confirmatory By-law Resolution No. 2011-13-24
Moved by Councillor Naish
Seconded by Councillor Vandewal
THAT By-law 2011-23, a by-law to confirm generally previous actions of the Council of the Township of South Frontenac, be given read a first and second th time this 5ln day of April 2011.
Carried.
Resolution No. 2011-13-25
Moved by Councillor Naish
Seconded by Councillor Vandewal
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THATBy-law 2011-23, be read a third time, signed and sealed this 5thday of
April 2011.
Carried.
- Adjournment Resolution No. 2011-13-26
Moved by Councillor Naish
Seconded by Councillor Vandewal
THAT the Council meeting of April 5th, 2011 be adjourned at 9:35 p.m.
a;
^
Carried
6^ 2
^7
Mayor
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mtpfistrator
