Body: Council Type: Minutes Meeting: Regular Date: May 17, 2016 Collection: Council Minutes Municipality: South Frontenac
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Minutes of Council May, 17, 2016 Time: 7:00 PM Location: Council Chambers Meeting # 17 Present: Mayor Ron Vandewal, Pat Barr, John McDougall, Alan Revill, Mark Schjerning. Ron Sleeth, Ross Sutherland Staff: Wayne Orr, Chief Administrative Officer, Lindsay Mills, Planner, Mark Segsworth, Public Works Manager, Louise Fragnito, Treasurer, Angela Maddocks, Executive Assistant. 1.
Call to Order
a)
Resolution Resolution No. 2016-17-1 Moved by Councillor Sleeth Seconded by Deputy Mayor Sutherland THAT the Council meeting of May 17, 2016 be called to order at 7:00 p.m. Carried
Declaration of pecuniary interest and the general nature thereof- n/a
Scheduled Closed Session - n/a
***Recess *** - n/a
Delegations
a)
Suspension of Procedural Bylaw - Re: Delegations at Council - Resolution only Resolution No. 2016-17-2 Moved by Deputy Mayor Sutherland Seconded by Councillor Sleeth THAT Council suspends the procedural rules limiting delegations to Committee of the Whole meetings and receive delegations at the May 17, 2016 Council meeting and that the time limit not apply. Carried
b)
Allan and Partners, LLP, Chartered Professional Accountants, re: 2015 Financial Statements Howard Allan provided an overview of the 2015 financial statements noting that South Frontenac has a healthy balance sheet. Tax arrears have decreased over the past five years and this is in the low range when compared to other municipalities: 10% is considered to be low risk by the province. Deputy Mayor Sutherland felt the number of household figure was encouraging and that it would be helpful to know the number of vacant lots available to be built on. Councillor Sleeth asked how South Frontenac compares to other municipalities with respect to the amount of reserves. Mayor Vandewal also questioned the amount of reserves and what the recommendation is. Howard Allan commented that South Frontenac is generally in the middle
Minutes of Council May, 17, 2016 range with other municipalities having around 15%. It is difficult to say whether reserves should be higher, this should be part of the long term financial planning that includes capital asset management and capital programs and replacements in order to make this determination. He noted that capital spending was close to being even with the capital projects in 2015. He stated that the township could increase their tax rate to account for growth and inflation. Mr. Allan noted that 1.5 to 1.8% are comparative tax rates but you also need to look at the average assessment based on the yearly taxes and services provided by a municipality. Mayor Vandewal felt the report was vague on principles and checks and balances. Mr. Allan confirmed that there were no deficiencies in the audit process. Procurement and risk management were issues that were addressed with the staff directly. Tests on the payroll system is an example of what the auditors include in their processes. Wayne Orr noted that with respect to procurement, a report on vendors and sole sourcing will be included on the May 24 agenda. There will be a process put in place for the inventory of bag tags and a reconciliation will be done at year end. Councillor Schjerning referred to the tangible capital assets, specifically linear assets. There had been a report that indicated over 300 million in linear assets and he questioned where the discrepancy was. Mr. Allan explained that the original cost was in the range of 150 million and that replacement costs was factored in. Resolution No. 2016-17-3 Moved by Councillor Sleeth Seconded by Deputy Mayor Sutherland THAT the 2015 Financial Statements be accepted as presented by Allan Chartered Accountants. Carried 6.
Public Meeting
a)
Resolution Resolution No. 2016-17-4 Moved by Deputy Mayor Sutherland Seconded by Councillor Sleeth THAT a public meeting be held to discuss planning matters related to: Zoning By-law Amendment - Concession XIII, Part Lots 1 & 2 Bedford Closing of Road Allowance in Part of Lot 19, Concessions V and VI, Loughborough Carried
b)
Review of Application for Zoning By-law Amendment - Concession XIII, Part of Lots 1 & 2, Bedford District Lindsay Mills referred to his report noting that the rezoning is for a 30 acres waterfront parcel will permit it to be used for residential purposes. The owners are looking to sell the lot and wish to rezone to increase the potential market value.
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Minutes of Council May, 17, 2016 Mayor Vandewal questioned the amount of water frontage. There were no comments from the public. c)
Closing of Road Allowance in Part of Lot 19, Concessions V and VI, Loughborough Mr. Mills referred to his report and noted that the property owners at 4819 North Shore Crescent have requested to have the road allowance closed and they wish to purchase a portion of it to add to their property abutting to the north. The subject portion of road allowance is approximately 52 metres long and is 0.24 of an acre in size. Mayor Vandewal felt the fence should be moved as there are cattle pastured on one side. This would provide a clear property line. There were no comments from the public. Resolution No. 2016-17-5 Moved by Councillor Sleeth Seconded by Deputy Mayor Sutherland THAT an opportunity having been provided, the public meeting be closed. Carried
Approval of Minutes
a)
Council Meeting of April 19, 2016
b)
Committee of the Whole Meeting of April 26, 2016
c)
Council Meeting of May 3, 2016 Resolution No. 2016-17-6 Moved by Deputy Mayor Sutherland Seconded by Councillor Revill THAT Council approves the minutes of the April 19 and May 3, 2016 Council meetings. Carried
d)
Committee of the Whole Meeting held May 4, 2016 Resolution No. 2016-17-7 Moved by Councillor Revill Seconded by Deputy Mayor Sutherland THAT Council approves the minutes of the April 26, 2016 and May 4, 2016 Committee of the Whole meetings. Carried
Business Arising from the Minutes
a)
Wayne Orr, Chief Administrative Officer, re: Notice of Motion - Changes to Procedural By-law Resolution No. 2016-17-8 Moved by Councillor McDougall Seconded by Councillor Schjerning
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Minutes of Council May, 17, 2016 THAT the Procedural Guidelines be amended to clarify that delegations that are required by South Frontenac Township or have been requested by Council shall not be subject to the 10 minute presentation time limit; and THAT members of Council shall be able to ask questions related to the presentation. Deferred b)
Wayne Orr, Chief Administrative Officer, re: Notice of Motion - Development Activity on Johnston Point Mayor Vandewal requested a recorded vote. Councillor Sleeth and Deputy Mayor Sutherland voted in favour with the remaining Council members voting against. Resolution No. 2016-17-9 Moved by Deputy Mayor Sutherland Seconded by Councillor Sleeth WHEREAS work is currently being done on the Johnston Point property, and WHEREAS the Conditions of Approval require an MNRF evaluation of species at risk on the property, THEREFORE be it resolved that Council submit to the MNRF our concern that work being done on Johnston’s Point may harm specials at risk habitat, and FURTHER it be resolved that Township and County Planners be asked to comment on whether the Conditions of Approval for the Johnston’s Point condominium permit work to commence on the Point before a species at risk evaluation has been completed by the MNRF, who has approved the work being done on the Point, and what actions can be taken to ensure that the MNRF evaluation is done in a timely manner. Defeated
c)
Wayne Orr, Chief Administrative Officer,re: Support for Fort McMurray Resolution No. 2016-17-10 Moved by Deputy Mayor Sutherland Seconded by Councillor Revill WHEREAS Fort McMurray has suffered a devastating loss due to wildfire and; WHEREAS AMO has challenged Ontario Municipalities to donate and; WHEREAS AMO is coordinating and accepting donations with a commitment to processing them in time to ensure matching support from the Canadian and Alberta Governments NOW THEREFORE the Township of South Frontenac commits $500.00 to be donated through AMO to support Fort McMurray. Carried
Reports Requiring Action
a)
Accounts Payable and Payroll Listing Resolution No. 2016-17-11
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Minutes of Council May, 17, 2016 Moved by Councillor Revill Seconded by Deputy Mayor Sutherland THAT Council receives for information the Accounts Payable and Payroll Listing dated May 17, 2016 in the amount of $553,113.58. Carried b)
Wayne Orr, Chief Administrative Officer, re: Councillor Absence Resolution No. 2016-17-12 Moved by Councillor Barr Seconded by Councillor McDougall THAT Council authorize the absence of Councillor Robinson to September 15, 2016 and continue to pay the Councillor. Carried
Committee Meeting Minutes
a)
Verona Community Association meeting of February 10, 2016
b)
South Frontenac Recreation Committee meeting of April 18, 2016
c)
Portland District and Area Heritage Society meeting held April 20, 2016 Resolution No. 2016-17-13 Moved by Councillor McDougall Seconded by Councillor Schjerning THAT Council receives for information the minutes of the following committee meetings: Verona Community Association meeting held February 10, 2016 South Frontenac Recreation Committee meeting held April 18, 2016 Portland District and Area Heritage Society meeting held April 20, 2016 Carried
By-Laws
a)
By-law 2016-31 - Tax Rate By-law Resolution No. 2016-17-14 Moved by Councillor Schjerning Seconded by Councillor McDougall THAT the following by-laws be given first and second reading: By-law 2016-31 By-law 2016-32 By-law 2016-33 Carried Resolution No. 2016-17-15 Moved by Councillor McDougall Seconded by Councillor Schjerning THAT By-law 2016-31, being a by-law to levy taxes in the Township of South Frontenac be given third reading, signed and sealed. Carried
b)
By-law 2016-32 - Rezone Concession XIII, Pt Lots 1 & 2, Bedford District
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Minutes of Council May, 17, 2016 Resolution No. 2016-17-16 Moved by Councillor Barr Seconded by Councillor McDougall THAT By-law 2016-32, being a by-law to amend By-law 2003-75, as amended, to rezone land from Open Space-Public (OS) Zone to Limited Service ResidentialWaterfront (RLSW) Zone, Part Lots 1 and 2, Concession XIII, be given third reading, signed and sealed. Carried c)
By-law 2016-33 - Road Allowance Closure - Concessions V and VI, Pt Lot 19, Loughborough Resolution No. 2016-17-17 Moved by Councillor Barr Seconded by Councillor McDougall THAT By-law 2016-33, being a by-law to stop up, close and sell a portion of an unopened road allowance between Concessions V and VI, Part Lot 19, be given third reading signed and sealed, and that the fence be moved to the southern property line. Carried
Reports for Information
a)
Louise Fragnito, Treasurer, re: Community Projects Grants Awarded.
b)
Louise Fragnito, Treasurer, re: Year to Date Financials to March 31, 2016
c)
Louise Fragnito, Treasurer, re: Overall tax rate and functional breakdown
d)
Angela Maddocks, Executive Assistant, re: Town Hall Meeting Schedule
Information Items
a)
Tim Ross, re: Proposed Zoning Changes
b)
Marg & Greg Allen, re: Proposed Zoning Changes
c)
Walter & Monica St. Pierre, re: Proposed Zoning Changes
d)
Jan Cunningham Rae & Derek Ray, re: Proposed Zoning Changes
e)
Tim Upton, re: Proposed Zoning Changes
f)
Jill Baker, re: Proposed Zoning Changes
g)
Kaye MacInnes, re: Proposed Zoning Changes
h)
Bruce Myers, re: Proposed Zoning Changes
i)
Barry & Rene Grant, re: Proposed Zoning Changes
j)
Joan Irwin, re: Proposed Zoning Changes
k)
G. Burton Harbison, President, West Devil Lake Property Owners Group, re: Proposed Zoning Changes
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Minutes of Council May, 17, 2016 l)
Doug Acton, re: Proposed Zoning By-law Changes
m)
John St. Aubin & Cindy Benoit, re: Proposed Zoning Changes
n)
Don Smith, re: Proposed Zoning Changes
o)
Jeff and Barbara Canton, re: Proposed Zoning Changes (from May 10)
p)
Greg Fisher, re: Proposed Zoning Changes (from May 10)
q)
Rob Pasch, re: Proposed Zoning Changes (from May 10)
r)
Gord Rodgers, re: Proposed Zoning Changes (from May 10)
s)
Fran Willes, re: Proposed Zoning Changes (form May 10)
t)
Gerald Gabriel, re: Proposed Zoning Changes (from May 10)
u)
Rachael Smith-Tryon, re: Proposed Zoning Changes (from May 10)
v)
Petition - Proposed Zoning Changes (from May 10)
w)
Suzanne & John Billings, re: Proposed Zoning Changes (from May 10)
x)
Premier Kathleen Wynne, re: Council Resolution on large renewable initiatives
y)
Municipality of Central Huron, re: Support for Large Renewable Procurement Initiatives resolution
z)
Municipality of Tweed, re: Support for Large Renewable Procurement Initiatives resolution
aa)
Township of Zorra, re: Support for Large Renewable Procurement Initiative resolution
ab)
Township of Carling, re: Support for Large Renewable Procurement Initiative resolution
ac)
Norfolk County, re: Support for Large Renewable Procurement Initiatives resolution
ad)
MMAH, re; Proclamation of the Infrastructure for Jobs & Prosperity Act, 2015
ae)
Sydenham High School Bus Drivers, re: Concerns with traffic congestion at High School This item will be discussed at the Public Services meeting on Thursday, May 19, 2016.
Notice of Motions - n/a
Announcements
a)
Councillor Sleeth relayed appreciation from the seniors group who use Storrington Centre with respect to the work being done on the parking lot. The material is comprised of 90% recyclable material. He asked that this be conveyed to Ray Leonard, Lead Hand.
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Minutes of Council May, 17, 2016 b)
Deputy Mayor Sutherland commended Mayor Vandewal on the response to his resolution concerning large renewable procurement initiatives.
c)
At Mayor Vandewal’s request Wayne Orr provided an update on his discussions with other CAO’s and Kelly Pender at the County regarding the mandated Planning Advisory Committee. The outcome of the discussions make it challenging to move forward. Wayne Orr confirmed that his report will be forthcoming on the May 24 agenda regarding the May 4 meeting that focused on the organizational review.
Question of Clarity (from the public on outcome of agenda items)
a)
Matt Rennie asked about the notice of motion and the conditions of settlement for Johnston Point. Is Council ignoring the request to ask for MNRF review with respect to species at risk. Wayne Orr explained that the motion was defeated but that terms and conditions were established by the Ontario Municipal Board. Staff are tasked with ensuring the developer has to support meeting the these terms and conditions.
Closed Session - n/a
Confirmatory By-law
a)
By-law 2016-34 Resolution No. 2016-17-18 Moved by Councillor Schjerning Seconded by Councillor Barr THAT By-law 2016-34, being a by-law to confirm generally previous actions of the Council of the Township of South Frontenac, be given first and second reading this 17 day of May, 2016. Carried Resolution No. 2016-17-19 Moved by Councillor Schjerning Seconded by Councillor Barr THAT By-law 2016-34, being a by-law to confirm generally previous actions of the Council of the Township of South Frontenac be given third reading signed and sealed this 17 day of May 2016. Carried
Adjournment
a)
Resolution Resolution No. 2016-17-20 Moved by Councillor Barr Seconded by Councillor Schjerning THAT the Council meeting of May 17 be adjourned at 8:12 p.m. Carried
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Minutes of Council May, 17, 2016
Ron Vandewal, Mayor
Wayne Orr, Chief Administrative Officer
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