Council February 15, 2017 at 7:00 PM Civic Office Building St-Charles, Ontario

The Municipality of

ST.-CHARLES Regular Meeting of Council February 15, 2017 at 7:00 PM Civic Office Building St-Charles, Ontario

1.0 MEETING CALLED TO ORDER & ROLL CALL

1.1 Open Meeting

2.0 DISCLOSURES OF PECUNIARY INTEREST

3.0 PRESENTATIONS AND DELEGATIONS

4.0 ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC

(as per Practices and Procedures outlined in By-Law number 2014-04 Being a by-law to amend by-law number 2007-59 “Being a by-law to govern the proceedings of the Municipal Council, the conduct of its members and the calling of meetings” )

5.0 NOTICE OF MOTIONS

6.0 ADOPTION OF MINUTES

6.1 Adoption of Minutes

Council Agenda Page 1 of 133 Regular Meeting of Council minutes of November 16th, 2016 Regular Meeting of Council minutes of December 21st, 2016 Committee of the Whole minutes of January 11th, 2017 Regular Meeting of Council minutes of January 18th, 2017 Special Meeting of Council minutes of February 1st, 2017 Committee of the Whole minutes of February 1st, 2017

7.0 CORRESPONDENCE FOR INFORMATION

7.1 1. Sudbury East- Community Legal Clinic Announcement 2017 and letter 2. FONOM-Energy costs Continue to be a concern across the North 3. Sudbury District Health Board-Anti Contraband Tobacco Campaign 4. Canadian Postmasters voice of rural post offices-Postal Bank 5. United Way of Sudbury and Nipissing - 211 Service 6. John Vanthof, MPP Diminished Telephone and Internet service-St. Charles and Area 7. Ms. Jeannette Forget-letter 8. OPP-CERB report for January 2017 9. Library Board 2017 Budget letter to the Municipality

8.0 STANDING COMMITTEE RECOMMENDATIONS/REPORTS

8.1 FINANCE COMMITTEE

Chairman Mayor Paul Schoppmann

8.1.1 Treasury Activity for January 2017

8.1.2 Summary of Disbursement for January 2017

8.1.3 Budget Variance January 2017

8.1.4 MasterCard statement for January 2017 8.1.5 Reserve and Reserve Fund Transfer Report

8.1.6 Defining Council Remuneration

8.2 GENERAL GOVERNMENT COMMITTEE

Chairman Councillor Richard Lemieux

8.2.1 Preparation of written reports following Conference/Training attendance. (Councillor Lafleur) 8.2.2 Committee of the Whole Staff Reports

8.2.3 2018 Municipal Elections Report

8.3 HEALTH SERVICES COMMITTEE

Chairperson Councillor Richard Lemieux

Council Agenda Page 2 of 133

8.3.1 Sudbury & District Board of Health unapproved minutes of January 19, 2017

8.4 PARKS, RECREATION SERVICES COMMITTEE

Chairperson Councillor Richard Lemieux

8.4.1 2017 Canada Day 150 report

8.5 PLANNING & DEVELOPMENT COMMITTEE

Chairperson Councillor Jim Stankovich

8.5.1 Sudbury East Planning Board approved minutes of January 12th, 2017

8.6 SOCIAL, FAMILY SERVICES COMMITTEE

Chairman Mayor Paul Schoppmann

8.6.1 Verbal update

8.7 PUBLIC LIBRARY BOARD

8.7.1 Library Board Minutes of January 12th, 2017

9.0 BY-LAWS

9.1 First and Second Reading

THAT Council for the Corporation of the Municipality of St.-Charles hereby gives first and second reading to the following by-laws: 2017-03 Remuneration For Members of Council 2017-02 Confirm the Proceedings of Council 9.2 THAT Council for the Corporation of St.-Charles hereby give third and final reading for the following by-law 2017-03 Being a by-law to Establish Remuneration for Members of Council

THAT Council for the Corporation of St.-Charles hereby give third and final reading for the following by-law 2017-03 Being a by-law to Establish Remuneration for Members of Council

9.3 THAT Council for the Corporation of the Municipality of St.-Charles hereby gives third and final reading of the following by-law: 2017-02 Committee of the Whole minutes of September 7th, 2016 Regular Meeting of Council minutes of September 21st, 2016 Committee of the Whole minutes of October 5th, 2016 Regular Meeting of Council minutes of October 19th, 2016 Regular Meeting of Council minutes of November 16th, 2016 Regular Meeting of Council minutes of December 21st, 2016

Council Agenda Page 3 of 133 Committee of the Whole minutes of January 11th, 2017 Regular Meeting of Council minutes of January 18th, 2017 Special Meeting of Council minutes of February 1st, 2017 Committee of the Whole minutes of February 1st, 2017

Third and Final reading for by-law 2017-02

10.0 ADDENDUM (if required and by resolution)

11.0 CLOSED SESSION (if necessessary and by resolution)

11.1 Resolution to enter into closed session

THAT Council for the Corporation of the Municipality of St.-Charles hereby opens a closed session at ___ p.m. this 15th day of February, 2017 to discuss:

- labour relations or employee negotiations; - litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;

Topic: Human Resources 11.2 Resolution to reconvene to open session

Having dealt with all matters pertaining to the closed session, that we hereby reconvene to the Regular Meeting of Council.

12.0 ADJOURNMENT

12.1 Adjourn Meeting

THAT Council for the Corporation of the Municipality of St.-Charles hereby adjourns the Regular Meeting of Council at ______pm on February 15th, 2017.

Council Agenda Page 4 of 133 Municipality of St.-Charles

Committee of the Whole Minutes Sept 7, 2016 at 7:00 pm Council Chambers

PRESENT: Mayor Paul Schoppmann Councillor Richard Lemieux Councillor Jackie Lafleur Councillor Jim Stankovich Councillor Phil Belanger

David King, Interim CAO Joanne MacNeill, Acting Clerk Andrew Somers, Acting Treasurer Andrea Tarini, Acting Admin Assistant

PUBLIC PRESENT: 17

MEETING CALLED TO ORDER:

• Open Meeting

Moved by: Councillor Belanger Seconded by: Councillor Lemieux

THAT the Committee of the Whole meeting of September 7th, 2016 be opened at 7:00 pm. Carried

DISCLOSURES OF PECUNIARY INTEREST:

• NIL

PRESENTATIONS AND DELEGATIONS:

• Ms. Quibel-re:11.2

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Page 5 of 133

Now that by-law 2003-24 was found, will you be enforcing the by-law for RV Trailers on properties?

• Ms. Thain re: 2.2

Why isn't Council dealing seriously with the financial problem? Why is Council stopping certain Council members from asking financial questions? How can the Mayor claim that the municipality be in a sound financial basis? Where is the leadership from Council?

• Councillor Lafleur: 2.4

Councillor Lafleur has been receiving a lot of phone calls now that the tax bills are out.

• Councillor Belanger

Councillor Belanger says there is an announcement on the 12th of September, 2016. We would like a big crowd at the Arena, need to let the residents know. Put the announcement on our Website, electronic board and a notice at the municipal office.

ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC

COMMITTEES:

1. Environmental Services Committee: Councillors Stankovich/Lemieux

1.1 Standing Committee Report

1.2 RV Wastewater dumping station (follow-up)

Councillor Belanger: at the July 13th Special meeting, CAO advised that there was a letter sent out to the Ministry of the Environment. Councillor Belanger would like to know if there was a response to the letter? The Acting Clerk to search for the letter and provide an update.

2. Finance Committee: Mayor Schoppmann/Council

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Page 6 of 133 2.1 Standing Committee Report

2.2 Corrected Reserves and Reserve Funds Policy-discussion

Councillor Belanger began the discussion on the corrected Reserves and Reserve Funds Policy.

2.3 Correspondence from 2016 Census of Population Program

Mayor Schoppmann advised Council of the 2016 Census of Population Program.

2.4 Tax information insert-discussion

The tax information insert was discussed.

3. General Government Committee: Councilor Lemieux/Mayor Schoppmann

3.1 Standing Committee Report

3.2 Change tables in the 2nd floor washrooms at the municipality's rented space in the school building - Discussion

Council discussed the issues around change tables upstairs at the school. Councillor Lemieux will look into who will have to make the change.

3.3 Service Ontario - discussion

The Service Ontario discussion, item asked was about the activity report which was available for Council a month ago to help make a decision about closing one day a week.

4. Health Committee: Councillor Lemieux/Mayor Schoppmann

4.1 Standing Committee Report

5. Parks and Recreation Committee: Councillors Lemieux/Stankovich

5.1 Standing Committee Report

5.2 Parks and Recreation Report - August 2016

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Council was provided with the August 2016 Parks and Recreation report.

6. Planning and Development Committee: Councillor Stankovich/Mayor Schoppmann

6.1 Standing Committee Report

7. Protection to Persons and Property Committee: Councillors Stankovich/Lemieux

7.1 Standing Committee Report

7.2 CBO Report - August 2016

Council was provided with the August 2016 CBO report.

7.3 Canine Control Report - August 2016

Council was provided with the August 2016 Canine Control report.

7.4 OPP Report - June 2016

Council was provided with the June 2016 OPP report.

8. DSB: Mayor Schoppmann

8.1 Standing Committee Report

9. Transportation Services Committee: Councillors Stankovich/Lemieux

9.1 Standing Committee Report

9.2 Roads Report - August 2016

Council was provided with the August 2016 Roads report.

9.3 Impeded access to Cloutier Rd. property/properties-follow-up

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Council was provided with and update of the impeded access to Cloutier Rd. property/properties.

10. Public Library Board: Councillors Stankovich

10.1 Standing Committee Report

10.2 Library bank accounts discussion-finance and administration

Council discussed the Library bank accounts with finance and administration.

11. Sudbury East Planning Board: Councillor Stankovich/Mayor Schoppmann

11.1 Standing Committee Report

11.2 Trailers on private property - July 20th, 2016 meeting.

Council discussed trailers on private property from the July 20th, 2016 meeting.

11.3 SEPB Minutes from meetings dated June 9th, June 20th and July 14th, 2016

Council was provided with the Sudbury East Planning Board minutes of June 9th, June 20th and July 14th, 2016.

12. SEMA: Mayor Schoppmann/Councillor Lemieux

12.1 Standing Committee Report

13. Other Business/Inquiries (by Council members)

CLOSED SESSION

14.

ADJOURNMENT

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Page 9 of 133 14.1 Adjourn Meeting

Moved by: Councillor Stankovich Seconded by: Councillor Belanger

THAT the Committee of the Whole meeting of September 7th, 2016 be adjourned at 9:07 pm. Carried

REMINDERS:

CLERK

MAYOR

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Page 10 of 133 THE CORPORATION OF THE MUNICIPALITY OF ST.-CHARLES

Minutes of Regular Meeting of Council Civic Office Building, Council Chambers 7:00 PM on September 21, 2016

MEMBERS PRESENT: Mayor: Paul Schoppmann Councillor: Richard Lemieux Councillor: Jackie Lafleur Councillor: Jim Stankovich Councillor: Phil Belanger

ALSO PRESENT: Interim CAO David King Acting Clerk Joanne MacNeill Acting Treasurer Andrew Somers

Director of Public Works Royal Lafleur Parks & Rec Coordinator Dean Beckerleg Parks & Rec Assist/Maintenance Eric Laforest PUBLIC PRESENT: 12

1.0 MEETING CALLED TO ORDER & ROLL CALL a) Open Meeting

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT Council for the Corporation of the Municipality of St.-Charles hereby opens the Regular Meeting of Council at 7:00pm on September 21st, 2016. Carried

2.0 DISCLOSURES OF PECUNIARY INTEREST

NIL

3.0 PRESENTATIONS AND DELEGATIONS

4.0 ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC

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Page 11 of 133 (as per Practices and Procedures outlined in By-Law number 2014-04 Being a by-law to amend by-law number 2007-59 “Being a by-law to govern the proceedings of the Municipal Council, the conduct of its members and the calling of meetings” )

5.0 NOTICE OF MOTIONS a) Resolution establishing and approving the Terms of Reference of the Youth, Outdoor, Playground, Advisory Committee (YOPAC) for the Municipality of St. Charles

Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

WHEREAS the Municipal Act authorizes municipalities to create Committees of Council that report to council and, WHEREAS the Municipality of St. Charles acknowledges the value of committees and the advice they provide to council and, WHEREAS the Municipality of St. Charles confirmed the creation of the Youth, Outdoor, Playground, Advisory Committee (YOPAC) as a committee of council by Council resolution April 20, 2016 and, WHEREAS only the Council of the Municipality of St. Charles may approve, amend or dissolve the Terms of Reference for a Committee of Council, BE IT RESOLVED THAT Council for the Corporation of the Municipality of St.-Charles approves the Terms of Reference of the Youth, Outdoor, Playground, Advisory Committee (YOPAC) dated September 12, 2016 as presented. Carried

6.0 ADOPTION OF MINUTES a) Adoption of Minutes

Moved by: Councillor Stankovich Seconded by: Councillor Lemieux

That the Minutes be adopted as presented Deferred

7.0 CORRESPONDENCE FOR INFORMATION

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Page 12 of 133 a) Clean Water & Wastewater Fund

Council discussed the letter from Infrastructure Ontario, the CAO advised that Jonathon Condratto had a webinar on this topic and will provide a report at the October 19th, 2016 Regular Council meeting.

8.0 STANDING COMMITTEE RECOMMENDATIONS/REPORTS

8.1 ENVIRONMENTAL SERVICES COMMITTEE

Chairman Councillor Jim Stankovich

8.2 FINANCE COMMITTEE

Chairman Mayor Paul Schoppmann

a) Treasury report and June-August Disbursements

Council was provided with the Treasury report. June to August disbursement

8.3 GENERAL GOVERNMENT COMMITTEE

Chairman Councillor Richard Lemieux

a) Shared Services Report

Council was provided with the Shared Services Study and RFP from Markstay-Warren. The CAO will provide updates as they come up.

b) Service Ontario - Activity report

Council was provided with the Service Ontario report. Council directed the CAO to do further studies with conjunction with office operations.

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

BE IT RESOLVED that the CAO to examine and recommend staffing Service Ontario in conjunction with the office operations. Carried Page 3 of 6

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8.4 HEALTH SERVICES COMMITTEE

Chairperson Councillor Richard Lemieux

8.5 PARKS, RECREATION SERVICES COMMITTEE

Chairperson Councillor Richard Lemieux

a) Resolution to confirm the nominations to the committee of The Youth, Outdoor, Playground, Advisory Committee (YOPAC)

Council was provided with a resolution to confirm the nominations to the Youth, Outdoor, Playground, Advisory Committee.

Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

The Youth, Outdoor, Playground, Advisory Committee (YOPAC) submits the following nominations to the Committee for Council's confirmation. Council confirms the nominations to the committee for the period not to extend past the end of the term of this council, reconfirm at each new council term.

Member of council: Richard Lemieux St. Charles special events sub-committee: Julie Piette, Lise Branconnier, Renée Marenger, Jocelyne Adam, Denise Lemieux and Brigitte Levesque Staff member: Dean Beckerleg and Eric Laforest Member of the community: Paul Branconnier Carried

b) RFP Canteen Lease submission

Council was provided with Canteen Lease-Request for Proposal(RFP). There was one (1) submission received and Council has declined the submission with great debate and

c) Cemetery update-discussion

8.6 PLANNING & DEVELOPMENT COMMITTEE

Chairperson Councillor Jim Stankovich

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a) EDO report for August 2016

Council was provided with the August 2016 EDO report.

b) Canada Day 2016 Final Report

Council was provided with the Canada Day 2016 Final report.

c) Infrastructure report

Council was provided with the Infrastructure report.

8.7 PROTECTION TO PERSONS & PROPERTY COMMITTEE

Chairperson Councillor Jim Stankovich

8.8 SOCIAL, FAMILY SERVICES COMMITTEE

Chairman Mayor Paul Schoppmann

8.9 TRANSPORTATION SERVICES COMMITTEE

Chairman Councillor Jim Stankovich

9.0 BY-LAWS a) First and Second Reading

Moved by: Councillor Stankovich Seconded by: Councillor Belanger

THAT Council for the Corporation of the Municipality of St.-Charles hereby gives first and second reading to the following by-laws: 2016-27 Being a by-law to confirm proceedings Carried b) Third and final reading to by-law: 2016-27

Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

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THAT Council for the Corporation of the Municipality of St.-Charles gives third and final reading to the following by-law: 2016-27 Carried

10.0 ADDENDUM (if required and by resolution)

11.0 CLOSED SESSION (if necessessary and by resolution) a) Resolution to enter into closed session

12.0 ADJOURNMENT a) Adjourn Meeting

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT Council for the Corporation of the Municipality of St.-Charles hereby adjourns the Regular Meeting of Council at 9:25 pm on September 21st, 2016. Carried

CLERK

MAYOR

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Page 16 of 133 Municipality of St.-Charles

Committee of the Whole Minutes October 5, 2016 at 7:00 PM Council Chambers

PRESENT: Councillor Richard Lemieux Councillor Jackie Lafleur Councillor Jim Stankovich Councillor Phil Belanger

ALSO PRESENT: David King, Interim CAO Joanne MacNeill, Acting Clerk Clair Rouse, Fire Chief

ABSENT: Mayor Paul Schoppmann PUBLIC PRESENT: 3

MEETING CALLED TO ORDER:

• Open Meeting

Moved by: Councillor Lafleur Seconded by: Councillor Stankovich

THAT the Committee of the Whole meeting of October 5th, 2016 be opened at 7:00 pm. Carried

DISCLOSURES OF PECUNIARY INTEREST:

• NIL

PRESENTATIONS AND DELEGATIONS:

ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC

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Page 17 of 133 (as per Practices and Procedures outlined in By-Law number 2014-04 Being a by-law to amend by-law number 2007-59 “Being a by-law to govern the proceedings of the Municipal Council, the conduct of its members and the calling of meetings” )

• Carolyn Thain re: Section 2.2

Ms. Thain is very happy how questions are now being addressed. Ms. Thain's question is how does the public get the questions that are being asked answered.

• Carolyn Thain re: 2.3

The variance report is a great report. Would like to see more information, and to continue to improve.

• Councillor Lafleur

St-Charles Borromée is hosting their annual Fish Fry, please plan to attend and support our school.

COMMITTEES:

1. Environmental Services Committee: Councillors Stankovich/Lemieux

1.1 Standing Committee Report

Councillor Stankovich announced an opportunity for the Waste water Grant, more information and meetings will be provided as soon as its available.

2. Finance Committee: Mayor Schoppmann/Council

2.1 Standing Committee Report

2.2 October 2016 Treasury's Report

Your Committee was provided with the Treasury's Report.

2.3 Budget Variance Report as at August 31, 2016

Your Committee was provided with the Budget Variance Report as at August 31, 2016.

3. General Government Committee: Councilor Lemieux/Mayor Schoppmann

3.1 Standing Committee Report

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4. Health Committee: Councillor Lemieux/Mayor Schoppmann

4.1 Standing Committee Report

5. Parks and Recreation Committee: Councillors Lemieux/Stankovich

5.1 Standing Committee Report

5.2 Parks & Recreation September 2016

Your Committee was provided with the Parks and Recreation.

6. Planning and Development Committee: Councillor Stankovich/Mayor Schoppmann

6.1 Standing Committee Report

7. Protection to Persons and Property Committee: Councillors Stankovich/Lemieux

7.1 Standing Committee Report

7.2 Fire Department Report for July, August and September 2016

Your Committee was provided with the July, August and September 2016 Fire Department Report.

7.3 Canine Control Report for September 2016

Your Committee was provided with the September 2016 Canine Control Report.

8. DSB: Mayor Schoppmann

8.1 Standing Committee Report

9. Transportation Services Committee: Councillors Stankovich/Lemieux

9.1 Standing Committee Report

9.2 Roads report for September 2016

Your Committee was provided with the September 2016 Roads Report.

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10. Public Library Board: Councillors Stankovich

10.1 Standing Committee Report

10.2 June 9, 2016 Library Board minutes

Your Committee was provided with the June 9th, 2016 Library Board minutes.

11. Sudbury East Planning Board: Councillor Stankovich/Mayor Schoppmann

11.1 Standing Committee Report

12. SEMA: Mayor Schoppmann/Councillor Lemieux

12.1 Standing Committee Report

The next meeting of SEMA is to be held in St.-Charles on October 27th, 2016 at 6:00 pm.

13. Other Business/Inquiries (by Council members)

CLOSED SESSION

14.

ADJOURNMENT

14.1 Adjourn Meeting

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT the Committee of the Whole meeting of September 5th, 2016 be adjourned at 8:04 pm. Carried

REMINDERS:

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Page 20 of 133 CLERK

MAYOR

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Page 21 of 133 THE CORPORATION OF THE MUNICIPALITY OF ST.-CHARLES

Minutes of Regular Meeting of Council Civic Office Building, Council Chambers 7:00 PM on October 19, 2016

MEMBERS PRESENT: Mayor: Paul Schoppmann Councillor: Jackie Lafleur Councillor: Jim Stankovich Councillor: Phil Belanger

ALSO PRESENT: Interim CAO David King Acting Clerk Joanne MacNeill

MEMBERS ABSENT: Councillor: Richard Lemieux PUBLIC PRESENT:

1.0 MEETING CALLED TO ORDER & ROLL CALL a) Open Meeting

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT Council for the Corporation of the Municipality of St.-Charles hereby opens the Regular Meeting of Council at 7:00pm on October 19th, 2016. Carried

2.0 DISCLOSURES OF PECUNIARY INTEREST a) NIL

3.0 PRESENTATIONS AND DELEGATIONS a) MPAC Presentation-Laura Voltti

Council was presented with a presentation from Laura Voltti of MPAC. b) Mr. Ricky Duhaime

Mr. Duhaime reported to Council with issues concerning his property taxes.

Page 1 of 9

Page 22 of 133 c) Ms. Sheila Mehes, Chair St. Charles Public Library - delegation

Ms. Mehes of the Library Board would like to have a resolution for the MOU.

4.0 ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC

5.0 NOTICE OF MOTIONS

6.0 ADOPTION OF MINUTES a) Adoption of Minutes

Moved by: Councillor Lafleur Seconded by: Councillor Belanger

That the Minutes be adopted as presented Committee of the Whole December 2nd, 2015 Special Meeting of Council of June 8th, 2016 Regular Meeting of Council of June 15th, 2016 Special Meeting of Council of June 22nd, 2016 Special Meeting of Council of July 4th, 2016 Committee of the Whole Meeting of July 6th, 2016 Special Meeting of Council of July 13th, 2016 Committee of the Whole Meeting of August 3rd, 2016 Regular Meeting of Council of July 20th, 2016 Special Meeting of Council of August 10th, 2016 Special Meeting of Council of August 24th, 2016 Special Meeting of Council of August 30th, 2016

Carried

7.0 CORRESPONDENCE FOR INFORMATION a) Resolution to approve Correspondence for Information Municipal Resolution -Supporting Agricultural Experts Ontario's Intensive Therapy Funding

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Page 23 of 133 AMO Seeks Council Resolution 2016-10-06

Moved by: Councillor Stankovich Seconded by: Councillor Belanger

THAT the correspondence for information be received as presented Carried

8.0 STANDING COMMITTEE RECOMMENDATIONS/REPORTS

8.1 ENVIRONMENTAL SERVICES COMMITTEE

Chairman Councillor Jim Stankovich

a) Waste Management and Recycling report update.

Interim CAO, Mr. David King presented options for the Waste collection which is currently provided to the municipality. The recommendation is that the Environmental Services Committee recommends that Council adopt option #4: Continue with the analysis and information gathering regarding in-house waste/recycling and continue with month to month arrangement with the current contractor until the Sudbury East Shared Service Study is completed and then re-examine all options at that time.

8.2 FINANCE COMMITTEE

Chairman Mayor Paul Schoppmann

a) Disbursement Summary - September 2016

Council was provided with the September 2016 disbursement.

b) Treasury's Report September 2016

The September 2016 Treasurer's Report was provided. The Treasurer has up to September 2016 Bank reconciliation done. The Interim CAO will speak to the Manager at the bank in regards getting statements online.

8.3 GENERAL GOVERNMENT COMMITTEE

Chairman Councillor Richard Lemieux

8.4 HEALTH SERVICES COMMITTEE

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Page 24 of 133 Chairperson Councillor Richard Lemieux

8.5 PARKS, RECREATION SERVICES COMMITTEE

Chairperson Councillor Richard Lemieux

a) Report to Council re: Arena Water Upgrade

Council was provided with a report for the upgrade to water supply at the St.- Charles Arena. Options were given and staff recommendation was to proceed with option #1, proceed to issue RFP/request quotes now for the engineering assessment and pay for this expense in 2016.

Moved by: Councillor Stankovich Seconded by: Councillor Belanger

THAT the Corporation of the Municipality hereby authorizes staff to proceed with option #1: Proceed to issue RFP/request quotes now for the engineering assessment and pay for this expense in 2016. Carried

8.6 PLANNING & DEVELOPMENT COMMITTEE

Chairperson Councillor Jim Stankovich

a) Resolution to appoint members to the St. Charles Age Friendly Committee.

Moved by: Councillor Lafleur Seconded by: Councillor Belanger

WHEREAS the Municipality of St.-Charles has authorized the preparation of an Age- Friendly Community Plan; and

WHEREAS a consultation session was held on September 27, 2016 as part of the Age-Friendly Community Planning process; and

WHEREAS the committee can accommodate up to up to 15 members; and

WHEREAS a request for expressions of interest from volunteers to serve on the Committee is being sent out as part of the Age- Friendly community survey on October 24, 2016; and

WHEREAS the following individuals and agencies have expressed their interest in serving on the St. Charles Age-Friendly Committee:

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Richard Lafleur – Club Alidor Michelle Belanger- Sudbury East Senior Supports Rhonda McCauley- Sudbury Manitoulin District Services Board Joanne Violette- Sudbury East Community Health Centre Gisele Henderson- Sudbury and District Health Unit Francine Bidal- Member at large Carolyn Thain- “ “ Marijan Mehes- “ “

BE IT RESOLVED THAT these individuals be named to the St. Charles Age-Friendly Committee and that Council consider expressions of interest from others in the community no later than November 2, 2016.

Carried

8.7 PROTECTION TO PERSONS & PROPERTY COMMITTEE

Chairperson Councillor Jim Stankovich

a) Resolution to approve a member to the St. Charles Fire Department

Moved by: Councillor Stankovich Seconded by: Councillor Lafleur

THAT Council for the Corporation of the Municipality of St.-Charles hereby approves the following volunteer member to the St. Charles Fire Department: Jean Lafleur Carried

b) Resolution receiving the 2017 Municipal Policing Billing Statement

Moved by: Councillor Lafleur Seconded by: Councillor Stankovich

BE IT RESOLVED THAT Council for the Corporation of the Municipality of St.-Charles hereby receives the 2017 Municipal Policing Billing Statement as information. AND THAT this document is attached hereto and identified as Appendix 'A' to this resolution. Carried

8.8 SOCIAL, FAMILY SERVICES COMMITTEE

Chairman Mayor Paul Schoppmann

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Page 26 of 133 8.9 TRANSPORTATION SERVICES COMMITTEE

Chairman Councillor Jim Stankovich

a) Infrastructure Funding Application 2016 to Council

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

WHEREAS the Ontario Community Infrastructure Fund (OCIF) 2016 has an application deadline of October 21, 2016 and the Clean Water and Wastewater Fund (CWWF) 2016, has an application deadline of October 31, 2016; and

WHEREAS the Environment and Transportation Services Committees met on October 11, 2016 to discuss the potential 2017 projects as recommended by staff, and are in support of submitting applications for the Musky Bay Road Culvert Replacement Project under the OCIF program and the purchase and installation of a sewage flow meter under the CWWF program; and

WHEREAS the Municipality of St.- Charles Council has discussed these two projects and the total estimated cost of $ 483,978 for the Musky Bay Road Culvert Replacement Project and the purchase and installation of a sewage flow meter at the total estimated cost of $23,000 under the CWWF program; and

WHEREAS both projects meet the funding criteria for both programs with an emphasis on bridge replacements, health and safety and inclusion in the municipality’s Asset Management Plan; and

WHEREAS sufficient funding exists within the Province’s OCIF new top up component-2016 intake, to fund the municipal share of both projects;

THEREFORE BE IT RESOLVED that staff be authorized to submit the required grant applications by the indicated deadlines. Carried

9.0 BY-LAWS a) First and Second Reading

Moved by: Councillor Stankovich Seconded by: Councillor Belanger

THAT Council for the Corporation of the Municipality of St.-Charles hereby gives first and second reading to the following by-laws:

2016-29 Being a by-law to enter into agreement with Ontario Community Infrastructure

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Page 27 of 133 Fund Formula Component. 2016-30 Being a by-law to confirm proceedings. Carried b) 2016-29 Being a by to enter into an agreement with Ministry of Agriculture, food and Rural Affairs

Moved by: Councillor Lafleur Seconded by: Councillor Belanger

THAT Council for the Corporation of the Municipality of St.-Charles hereby gives third and final reading of the following by-law: 2016-29 Carried c) 2016-30 Being a by-law to Confirm Proceedings

Moved by: Councillor Stankovich Seconded by: Councillor Lafleur

THAT Council for the Corporation of the Municipality hereby gives third and final reading of the following Carried

10.0 ADDENDUM (if required and by resolution) a) Resolution to approve addendum

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

Be it resolved to include MOU resolution for the Library Board and the Municipality of St.-Charles. Carried

Moved by: Councillor Lafleur Seconded by: Councillor Stankovich

Resolution

WHEREAS the St. Charles Public Library Board has written to the Municipality of St.- Charles on October 10, 2016. requesting the municipality to enter into a Memorandum of Understanding (MOU) with the Library Board to describe the terms of the various services provided and the expectations of both parties, with the goal of improving processes and procedures. Council hereby directs the interim CAO to work with the Library Board to draft a MOU and to report back to Council for the review and approval of the MOU once complete. Page 7 of 9

Page 28 of 133 Carried

11.0 CLOSED SESSION (if necessessary and by resolution) a) Resolution to enter into closed session

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

closed session at p.m. this 19th day of October, 2016 to discuss:

- the security of the property of the municipality or local board; - personal matters about an identifiable individual, including municipal or local board employees;

Topic: Pinecove Road Carried b) Resolution to reconvene to open session.

Moved by: Councillor Belanger Seconded by: Councillor Lafleur

Having dealt with all matters pertaining to the closed session, that we hereby reconvene to the Regular Meeting of Council. Carried

12.0 ADJOURNMENT a) Adjourn Meeting

Moved by: Councillor Lafleur Seconded by: Councillor Stankovich

THAT Council for the Corporation of the Municipality of St.-Charles hereby adjourns the Regular Meeting of Council at 9:35 pm on October 19th, 2016. Carried

Page 8 of 9

Page 29 of 133 CLERK

MAYOR

Page 9 of 9

Page 30 of 133 THE CORPORATION OF THE MUNICIPALITY OF ST.-CHARLES

Minutes of Regular Meeting of Council Civic Office Building, Council Chambers 7:00 PM on November 16, 2016

MEMBERS PRESENT: Mayor: Paul Schoppmann Councillor: Jim Stankovich Councillor: Phil Belanger

ALSO PRESENT: Interim CAO David King Acting Clerk Joanne MacNeill Acting Treasurer Andrew Somers

MEMBERS ABSENT Councillor: Richard Lemieux Councillor: Jackie Lafleur PUBLIC PRESENT: 3

1.0 MEETING CALLED TO ORDER & ROLL CALL a) Open Meeting

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT Council for the Corporation of the Municipality of St.-Charles hereby opens the Regular Meeting of Council at 7:00pm on November 16th, 2016. Carried

2.0 DISCLOSURES OF PECUNIARY INTEREST a) NIL

3.0 PRESENTATIONS AND DELEGATIONS a) Councillor Belanger

The French River Agricultural 2016 Curb Appeal award went to Mme. Desrocher. Club Alidor Solid reminder in contributions Cenotaph sub-committee hopefully will have a successful 2017 service. Congratulations to Councillor Lemieux who got married Saturday November 12th, 2016.

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Page 31 of 133

4.0 ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC

5.0 NOTICE OF MOTIONS

6.0 ADOPTION OF MINUTES a) Adoption of Minutes

Moved by: Councillor Stankovich Seconded by: Councillor Belanger

That the Minutes be adopted as presented

Special Meeting of Council of July 20th, 2016 Special Meeting of Council-Budget of August 3rd, 2016 Special Meeting of Council of September 7th, 2016 Special Meeting of Council of October 5th, 2016

Carried

7.0 CORRESPONDENCE FOR INFORMATION a) Resolution to approve Correspondence for information

Follow up letter to St-Charles-resident LT Municipalities without Property Standards re: Bill 7 resolution Ontario Municipalities without Property Standards by-laws Resolution 2016-1024 MCD-25 Signatures Bill 9, End Age Discrimination Against Stroke Recovery Patients Act, 2016

Follow up letter to St-Charles-resident:

Councillor Belanger mentioned that the resident talked about how late the budget was approved, made it hard to budget for his taxes and the increase. The resident also mentioned that the tax insert was confusing.

Ontario Municipalities without Property Standards by-laws:

Page 2 of 8

Page 32 of 133 Your Committee had discussions about the Ontario Municipalities without Property Standards by-law, it was asked if we had one? Does the Municipality of French River have one? Interim CAO, David King commented that this is an effective tool. Mr. King will do more research.

Resolution 2016-1024 MCD-25 Signatures:

Your Committee was provided with the resolution from a municipality to request the province to re-evaluate the signatures of 25 voters supporting the nomination. Your Committee didn't think this was unreasonable task to get the 25 signatures from voters.

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT the correspondence for information be received as presented Carried

8.0 STANDING COMMITTEE RECOMMENDATIONS/REPORTS

8.1 ENVIRONMENTAL SERVICES COMMITTEE

Chairman Councillor Jim Stankovich

8.2 FINANCE COMMITTEE

Chairman Mayor Paul Schoppmann

a) Budget Variance Reports

Your Committee was provided with the Budget Variance Report ending October 31, 2016.

b) Treasury's report

Your Committee was provided with the October 2016 Financial Update/Treasury's Report. Property Taxes owing: Council wishes to see a breakdown of years for taxes owing, is this possible?

Monthly Remittances: Council would like to see statements pertaining to the remittances paid.

Page 3 of 8

Page 33 of 133 c) October 2016 Summary of Disbursement

Your Committee was provided with the October 2016 Summary of Disbursement.

d) Budget Process 2017 report

Your Committee was provided with the Budget Process for 2017 report. Council discussed the reports and commented the report is a great tool. Mr. King pointed out there are no meetings set in December because staff will be very busy with getting prepped for year end. If more meetings are required they can be set at a later date. Councillor Belanger would like to set Jan 18, 2017 to formalize the Reserve Policy at this time. The February 25th, 2017 should have been set for February 23rd, 2017.

e) August & September 2016 MasterCard Statement

Your Committee was provided with the August & September 2016 MasterCard report.

f) Service Ontario Staffing Report

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

WHEREAS Council authorizes the Interim CAO to advertise and hire a full time bilingual Service Ontario Administrative Assistant Clerk for January 2017 and to report back to Council @ a future meeting on the proposed redistribution of the existing and acting duties of the Administrative/Building Services Assistant/Municipal Freedom of information Clerk and the Acting Clerk/Finance Clerk. Carried

8.3 GENERAL GOVERNMENT COMMITTEE

Chairman Councillor Richard Lemieux

a) Resolution to approve Holiday Office Closures.

Moved by: Councillor Stankovich Seconded by: Councillor Belanger

Page 4 of 8

Page 34 of 133 THAT Council for the Corporation of the Municipality of St.-Charles approves the Holiday office closures as set out: December 25th, 2016 (Christmas Day) carry over to the Tuesday December 27th, 2016 December 26th, 2016 (Boxing Day) Monday and January 1st, 2017 (New Year’s Day) carry over the Monday January 2nd, 2017 January 3rd, 2017 (According to Union Collective Agreement) for the January 2nd

Friday December 23rd, 2016 (Christmas Eve) 1/2 day and Friday December 30th, 2016 (New Year’s Eve) 1/2 day Carried

8.4 HEALTH SERVICES COMMITTEE

Chairperson Councillor Richard Lemieux

8.5 PARKS, RECREATION SERVICES COMMITTEE

Chairperson Councillor Richard Lemieux

a) Engineering Assessment Proposal report

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

WHEREAS In September, 2016 the Municipality of St. Charles received a $33,000 grant under the Canada 150 Community Infrastructure Program to support upgrades to the water supply for the St. Charles Municipal Arena. The municipality’s share of this project is 50% of the total estimated cost; and WHEREAS During the October 19, 2016 council meeting, Council received a staff report requesting approval to proceed with the issuance of Request for Proposals (RFP) to undertake an engineering assessment of the wells supply; study of distribution pressure and treatment of water systems (to meet the requirements of O.Reg. 170/03) and the preparation of a schematic drawing detailing how the water system should be redesigned including the cost of all equipment and labour to upgrade the water system. BE IT RESOLVED THAT Council for the Corporation of the Municipality of St.-Charles hereby approves the following submission:

Canadian Shield Consultants cost $9,900 plus HST

Carried

Page 5 of 8

Page 35 of 133 8.6 PLANNING & DEVELOPMENT COMMITTEE

Chairperson Councillor Jim Stankovich

a) Resolution to approve nominations to the Age Friendly Committee.

Moved by: Councillor Stankovich Seconded by: Councillor Belanger

WHEREAS the following individuals and agencies have expressed their interest in serving on the St. Charles Age-Friendly Committee:

Ellen Primeau-Member at large Karrie Burke-Member at large

BE IT RESOLVED THAT the Corporation of the Municipality of St.-Charles accept the individual be named to the St. Charles Age-Friendly Committee.

Carried

8.7 PROTECTION TO PERSONS & PROPERTY COMMITTEE

Chairperson Councillor Jim Stankovich

8.8 SOCIAL, FAMILY SERVICES COMMITTEE

Chairman Mayor Paul Schoppmann

8.9 TRANSPORTATION SERVICES COMMITTEE

Chairman Councillor Jim Stankovich

a) Vana Drain Report

Moved by: Councillor Seconded by: Councillor

WHEREAS the Municipality of St. Charles is responsible for the maintenance of any drainage works constructed under the Drainage Act RSO 1980 or its predecessors, to the extent of the work and structures specified in the by-law. All upstream landowners, from the commencement of the maintenance work, are assessed for the cost of the maintenance work; and

Page 6 of 8

Page 36 of 133 WHEREAS On October 28, 2016, the Municipal Drainage Superintendent provided the Public Works Director with a description of the work to be completed and a draft Request for Proposal (RFP); and WHEREASOn November 9, 2016 the Director of Public Works hand delivered RFP’s to two local contractors who have undertaken drainage maintenance work in the past for the municipality with the request that proposals be submitted before10:00am on November 15th.

As of November deadline the following two proposals were received:  Bayview Excavating Ltd. $66,989.79 (including HST)  Dunnet Construction Ltd. (incomplete submission)

Both proposals were reviewed by the Municipal Drainage Superintendent who had follow up discussions with both contractors and is now recommending that the Municipality of St.-Charles not accept the RFP offered but should instead proceed with maintenance on an hourly basis under Municipal oversite.

THAT the Corporation of the Municipality of St.-Charles recommends that neither of the proposals submitted be accepted by the Municipality of St. Charles and the Municipality’s Drainage Superintendent be authorized to negotiate with Bayview Excavating Ltd. to complete the work identified on an hourly basis. Carried

9.0 BY-LAWS a) First and Second Reading

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT Council for the Corporation of the Municipality of St.-Charles hereby gives first and second reading to the following by-laws:

2016-31 Confirm proceedings Carried

10.0 ADDENDUM (if required and by resolution)

11.0 CLOSED SESSION (if necessessary and by resolution) a) Resolution to enter into closed session

12.0 ADJOURNMENT a) Adjourn Meeting Page 7 of 8

Page 37 of 133

Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT Council for the Corporation of the Municipality of St.-Charles hereby adjourns the Regular Meeting of Council at 8:45 pm on November 16th, 2016. Carried

CLERK

MAYOR

Page 8 of 8

Page 38 of 133 THE CORPORATION OF THE MUNICIPALITY OF ST.-CHARLES

Minutes of Regular Meeting of Council Civic Office Building, Council Chambers 7:00 PM on December 21, 2016

MEMBERS PRESENT: Mayor: Paul Schoppmann Councillor: Richard Lemieux Councillor: Jackie Lafleur Councillor: Jim Stankovich Councillor: Phil Belanger

ALSO PRESENT: Interim CAO David King Acting Clerk Joanne MacNeill Acting Treasurer Andrew Somers

PUBLIC PRESENT: 7

1.0 MEETING CALLED TO ORDER & ROLL CALL a) Open Meeting

2016-276 Moved by: Councillor Lafleur Seconded by: Councillor Lemieux

THAT Council for the Corporation of the Municipality of St.-Charles hereby opens the Regular Meeting of Council at 7:00pm on December 21st, 2016. Carried

2.0 DISCLOSURES OF PECUNIARY INTEREST a) Councillor Lafleur-8.2.9

Councillor Lafleur Declared Pecuniary Interest to item # 8.2.9

3.0 PRESENTATIONS AND DELEGATIONS

4.0 ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC

Page 1 of 9

Page 39 of 133 (as per Practices and Procedures outlined in By-Law number 2014-04 Being a by-law to amend by-law number 2007-59 “Being a by-law to govern the proceedings of the Municipal Council, the conduct of its members and the calling of meetings” ) a) Ms. Carolyn Thain - 8.2.3

Ms. Thain asks why the municipality stopped providing the Disbursement. b) Councillor Belanger

Councillor Belanger thanked all staff for a great Christmas Party. The Lions' dinner was a huge success.

5.0 NOTICE OF MOTIONS

6.0 ADOPTION OF MINUTES a) Adoption of Minutes

2016-277 Moved by: Councillor Stankovich Seconded by: Councillor Lemieux

That the Minutes be adopted as presented

Carried

7.0 CORRESPONDENCE FOR INFORMATION a) Resolution to approve Correspondence for Information

2016-278 Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT the correspondence for information be received as presented.

Carried

8.0 STANDING COMMITTEE RECOMMENDATIONS/REPORTS

8.1 ENVIRONMENTAL SERVICES COMMITTEE

Chairman Councillor Jim Stankovich Page 2 of 9

Page 40 of 133

a) Operation of the St. Charles Wastewater Treatment Facility Report to Council Dec. 2016

Council was provided with a report for the St. Charles Wastewater Treatment Facility.

2016-279 Moved by: Councillor Lemieux Seconded by: Councillor Stankovich

Resolution to enter a one year extension for Wastewater treatment.

BE IT RESOLVED THAT the Corporation of the Municipality of St.-Charles hereby approves to enter into one year extension at the same monthly cost, with Canadian Shield Consultants.

Carried

8.2 FINANCE COMMITTEE

Chairman Mayor Paul Schoppmann

a) Resolution approving the 2017 renewal Insurance Program

Moved by: Councillor Lemieux Seconded by: Councillor Stankovich

WHEREAS a presentation was made to Council on December 7th, 2016 explaining that the premium has increased from the prior term by a total of $2,909. The higher premium is partially due to increases on the values of all property as a result of recent inspections performed;

BE IT THEREFORE RESOLVED THAT Council for the Corporation of the Municipality of St.-Charles hereby approves the renewal of the 2017 insurance program with Frank Cowan Company for a total annual premium of $54,299 plus applicable taxes.

Carried

b) Treasury Report for the month of December 2016

Council was provided with the November 2016 Financial update.

c) Summary of Disbursements - November 2016

Page 3 of 9

Page 41 of 133

Council was provided with the November 2016 Disbursements.

d) Budget Variance Report for November 2016-detailed & summary

Council was provided with the Budget Variance report for November 2016.

e) Master Card statement detail for Sep - Nov (2months)

Council was provided with the MasterCard Statement for September 2016.

f) Resolution to increase Landfill & Sewer Reserves

2016-281 Moved by: Councillor Belanger Seconded by: Councillor Stankovich

WHEREAS to adhere to the August 3rd, 2016 approved budget a resolution is required to increase reserves.

THAT Council for the Corporation of the Municipality of St.-Charles hereby approves the increase to: Landfill reserve and reserve fund in the amount of 6,600.00 Sewer reserve and reserve fund in the amount of 17,156.31 Deferred

g) Resolution to decrease Reserve to offset deficit in 2015

2016-282 Moved by: Councillor Lafleur Seconded by: Councillor Lemieux

WHEREAS to adhere to the August 3rd, 2016 approved budget a resolution is required to decrease reserves.

THAT Council for the Corporation of the Municipality of St.-Charles hereby approves the decrease from Reserves in order to offset the 2015 deficit: 99,844.94 99,844.93 Deferred

h) Resolution to decrease the Energy Reserve for Capital purchase of Street Lights.

2016-283

Page 4 of 9

Page 42 of 133 Moved by: Councillor Belanger Seconded by: Councillor Stankovich

WHEREAS to adhere to the August 3rd, 2016 approved budget a resolution is required to decrease reserves.

THAT Council for the Corporation of the Municipality of St.-Charles hereby authorizes the decrease of the Energy Reserve in the amount of 15,000.00 to cover the Capital Purchase of Street lights, and also the decrease of the Sewer Reserve in the amount of 11,085.00 to cover the purchase of Computer Server. Deferred

i) Resolution authorizing year end bonuses

2016-284 Moved by: Councillor Belanger Seconded by: Councillor Stankovich

BE IT RESOLVED THAT Council for the Corporation of the Municipality of St.- Charles hereby authorize the following year end bonus:

-Full-time employees - $125.00 net -Part-time employees - $75.00 net -Members of the Fire Department - $75.00 net per firefighter with a minimum of 70% attendance record

Declaration of Pecuniary Interest: Councillor Lafleur Carried

8.3 GENERAL GOVERNMENT COMMITTEE

Chairman Councillor Richard Lemieux

a) Sudbury District Health Unit unapproved November 2016 minutes

There will be no meeting for December. The date of the next regular Board meeting is Thursday, January 19, 2017, at 1:30 p.m. in the Boardroom.

8.4 PARKS, RECREATION SERVICES COMMITTEE

Chairperson Councillor Richard Lemieux

a) Horse Ring Rental Report

Page 5 of 9

Page 43 of 133 Council was provided with the rental of the Municipality of St.-Charles Horse Ring/Coral.

9.0 BY-LAWS a) First and Second Reading

2016-285 Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

THAT Council for the Corporation of the Municipality of St.-Charles hereby gives first and second reading to the following by-laws: 2016-32 Appoint an Auditor 2016-33 Interim by-law 2016-34 Borrowing for 2017 2016-35 Confirm Proceedings Carried b) 2016-32 Being a by-law to Appoint an Auditor

2016-286 Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

Third and final reading for by-law: 2016-32 Carried c) 2016-33 Being a by-law to provide for an Interim Levy

Third and Final reading for by-law: 2016-33 d) 2016-34 Being a by-law to authorize borrowing from time to time to meet current expenditures during the fiscal year ending December 31st, 2017

Third and Final reading for by-law:2016-288 e) 2016-35 Being a by-law to Confirm Proceedings

2016-296 Moved by: Councillor Lemieux Seconded by: Councillor Stankovich

Third and Final reading for by-law: 2016-35 Carried Page 6 of 9

Page 44 of 133

10.0 ADDENDUM (if required and by resolution) a) Resolution to add an addendum:

by-law 2016-36 zoning by-law amendment.

2016-290 Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

Resolution for First and second reading for by-law: 2016-36 Carried b) Resolution for Third and Final reading for by-law: 2016-36

2016-291 Moved by: Councillor Stankovich Seconded by: Councillor Belanger

Third and Final reading for by-law: 2016-36 Carried c) Resolution to extend past 10:00pm

2016-292 Moved by: Councillor Belanger Seconded by: Councillor Lemieux

WHEREAS the meeting of December 21st, 2016 be extended past 10:00pm. Carried

11.0 CLOSED SESSION (if necessessary and by resolution) a) Resolution to enter into closed session

2016-293 Moved by: Councillor Stankovich Seconded by: Councillor Lafleur

THAT Council for the Corporation of the Municipality of St.-Charles hereby opens a closed session at 9:55 p.m. this 21st day of December 2016 to discuss:

Page 7 of 9

Page 45 of 133

- personal matters about an identifiable individual, including municipal or local board employees; - labour relations or employee negotiations; - litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;

Topic: Litigation, Human Resources Carried b) Resolution to reconvene to open session

2016-294 Moved by: Councillor Belanger Seconded by: Councillor Stankovich

Having dealt with all matters pertaining to the closed session, that we hereby reconvene to the Regular Meeting of Council. Carried

12.0 Other Business/Inquiries (by Council members) a) Update on procedures regarding taxpayer and outstanding taxes. (Councillor Lafleur)

The update on procedures regarding taxpayer and outstanding taxes was discussed previously at the Finance Committee. b) Discussion regarding Age-Friendly survey (Councillor Lafleur)

Regarding Age-Friendly survey, Council was advised that the surveys will be sent out to the individuals outside St.-Charles. c) Cancellation/rescheduling of January 4th, 2017 Committee of the Whole meeting.

2016-295 Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

Resolution to reschedule meeting of January 4th, 2017. Page 8 of 9

Page 46 of 133

THAT Council for the Corporation of the Municipality of St.-Charles reschedules the meeting of January 4th, 2017 to January 11th, 2017 Committee of the Whole. Carried

13.0 ADJOURNMENT a) Adjourn Meeting

2016-297 Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT Council for the Corporation of the Municipality of St.-Charles hereby adjourns the Regular Meeting of Council at 10:25 pm on December 21st, 2016. Carried

CLERK

MAYOR

Page 9 of 9

Page 47 of 133 Municipality of St.-Charles

Committee of the Whole Minutes January 11, 2017 at 7:00 PM Council Chambers

MEMBERS PRESENT Mayor, Paul Schoppmann Councillor Richard Lemieux Councillor Jackie Lafleur Councillor Phil Belanger ALSO PRESENT: David King, Interim CAO Joanne MacNeill, Acting Clerk Andrew Somers, Acting Treasurer Clair Rouse, Interim Fire Chief Dean Beckerleg, Parks and Recreation Coordinator MEMBERS ABSENT Councillor Jim Stankovich PUBLIC PRESENT: 6

MEETING CALLED TO ORDER:

• Open Meeting

2017-01 Moved by: Councillor Belanger Seconded by: Councillor Lemieux

THAT the Committee of the Whole meeting of January 11th, 2017 be opened at 7:00 pm. Carried

DISCLOSURES OF PECUNIARY INTEREST:

• NIL

PRESENTATIONS AND DELEGATIONS:

• NIL

ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL

Page 1 of 5

Page 48 of 133 PUBLIC

• Councillor Belanger

Would like to know when the supplementary & write offs are coming to Council?

• Mayor Schoppmann

Fibre Optic-resolution application, to gather information.

COMMITTEES:

1. Finance Committee: Mayor Schoppmann/Council

1.1 Treasury activities for December 2016

Your Committee was provided with the December 2016 Treasury activities.

1.2 Discussion of Council remuneration and expenses.

Your Committee discussed Council's remuneration and expenses.

1.3 Discussion concerning resolutions for: Landfill Reserve and Reserve Fund Decrease Reserve to offset 2015 deficit Energy Reserve for capital purchase of Street Lights Decrease of Sewer Reserve to cover the purchase of Computer Server

Your Committee discussed the resolutions for landfill reserve, reserve fund, decrease reserve to offset 2015 deficit, energy reserve for the Capital purchase of street lights and the decrease of sewer reserve to cover the purchase of the computer server.

1.4 Discussion of Reserves and Reserve Funds Policy

Your Committee discussed the Reserves and Reserve Funds Policy.

Page 2 of 5

Page 49 of 133

2. Parks and Recreation Committee: Councillors Lemieux/Stankovich

2.1 Parks and Recreation report for December 2016

Your Committee was provided with the December 2016 Parks and Recreation report.

3. Protection to Persons and Property Committee: Councillors Stankovich/Lemieux

3.1 OPP October reports

Your Committee was provided with the October 2016 OPP report.

3.2 Fire Department report for December 2016

Your Committee was provided with the December 2016 Fire Department report.

3.3 Discussion of remuneration and Year-end bonus disbursements for Fire Department.

Your Committee discussed the remuneration and year-end bonus disbursements for the Fire Department.

3.4 Canine Report for November & December 2016

Your Committee was provided with the November and December 2016 Canine Control report.

4. DSB: Mayor Schoppmann

4.1 Manitoulin Sudbury District Services Board draft minutes for November 2016

Your Committee was provided with the Manitoulin Sudbury District Services Board draft minutes of November 2016.

5. Transportation Services Committee: Councillors Stankovich/Lemieux

Page 3 of 5

Page 50 of 133

5.1 Roads report for December 2016

Your Committee was provided with the December 2016 Roads report.

6. Sudbury East Planning Board: Councillor Stankovich/Mayor Schoppmann

6.1 SEPB approved minutes for October 2016

Your Committee was provided with the October 2016 approved Sudbury East Planning Board minutes.

7. SEMA: Mayor Schoppmann/Councillor Lemieux

7.1 SEMA October 2016 minutes, January 24th, 2017 Agenda and CPAC November 2016 Minutes.

Your Committee was provided with the October 2016 minutes and January 24th, 2017 Agenda for SEMA, November 2016 CPAC.

8. Other Business/Inquiries (by Council members)

CLOSED SESSION

ADJOURNMENT

9.1 Adjourn Meeting

2017-02 Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

THAT the Committee of the Whole meeting of January 11th, 2017 be adjourned at 8:50 pm. Carried

Page 4 of 5

Page 51 of 133 REMINDERS:

CLERK

MAYOR

Page 5 of 5

Page 52 of 133 THE CORPORATION OF THE MUNICIPALITY OF ST.-CHARLES

Minutes of Regular Meeting of Council Civic Office Building, Council Chambers 7:00 PM on January 18, 2017

MEMBERS PRESENT: Mayor: Paul Schoppmann Councillor: Richard Lemieux Councillor: Jackie Lafleur Councillor: Phil Belanger

ALSO PRESENT: Interim CAO David King Acting Clerk Joanne MacNeill Acting Treasurer Andrew Somers Director of Public Works Royal Lafleur MEMBERS ABSENT Councillor Jim Stankovich

PUBLIC PRESENT: 10

1.0 MEETING CALLED TO ORDER & ROLL CALL a) Open Meeting

2017-03 Moved by: Councillor Seconded by: Councillor

THAT Council for the Corporation of the Municipality of St.-Charles hereby opens the Regular Meeting of Council at 7:00pm on January 18th, 2017. Carried

2.0 DISCLOSURES OF PECUNIARY INTEREST a) NIL

3.0 PRESENTATIONS AND DELEGATIONS a) NIL

4.0 ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC Page 1 of 10

Page 53 of 133

A reminder that January 26th, 2017 is the St. Charles Age Friendly Expo at the St. Charles Community Centre. Please plan to attend. b) Councillor Belanger

In the Northern Life there is a notice of a Public meeting on January 31st, 2017 from 9:00 am to 11 am, regarding the Building Code part 8-Sewage system fees. The Sudbury District Health Unit is putting the meeting on and suggesting an increase in price for Septic system beds.

5.0 NOTICE OF MOTIONS

6.0 ADOPTION OF MINUTES a) Adoption of Minutes

2017-04 Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

That the Minutes be adopted as presented:

Special meeting of Council Minutes of December 21st, 2016 Carried

7.0 CORRESPONDENCE FOR INFORMATION a) Resolution to approve Correspondence for Information 1. MPAC Memo 2016 Assessment Update Municipal Summary Report (3 attachments) 2. Township of Hornepayne - Requesting that the Provincial Government recognizes Municipal Fire Service as critical infrastructure. 3. Town of Bancroft - New Revenue Tools 4. Greater Napanee-Request for Moratorium on Accommodation Review

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Page 54 of 133

2017-05 Moved by: Councillor Belanger Seconded by: Councillor Lemieux

Resolution to approve Correspondence for Information

1. MPAC Memo 2016 Assessment Update Municipal Summary Report (3 attachments) 2. Township of Hornepayne - Requesting that the Provincial Government recognizes Municipal Fire Service as critical infrastructure. 3. Town of Bancroft - New Revenue Tools 4. Greater Napanee-Request for Moratorium on Accommodation Review Carried

2017-06 Moved by: Councillor Belanger Seconded by: Councillor Lafleur

WHEREAS the St. Charles Volunteer Fire Department and the fire departments of small municipalities across Ontario provide critical services for e safety of residents,

And WHEREAS limited resources are available to fund fire department needs

THEREFORE the Municipality of St. Charles endorses resolution #12929 of the Township of Hornepayne (attached) requesting the Provincial Government recognize Municipal Fire Services as critical infrastructure for funding under its investment strategy to Move Ontario Forward

AND FURTHER that a copy of this resolution be sent to the following to advise of our support: -Premier of Ontario -Member of Provincial Parliament for Timiskaming Cochrane John Vantoff -Association of Municipalities of Ontario -Federation of Northern Ontario Municipalities -Municipality of Hornepayne Carried

8.0 STANDING COMMITTEE RECOMMENDATIONS/REPORTS

8.1 FINANCE COMMITTEE

Chairman Mayor Paul Schoppmann

a) December 2016 Financial Update

Page 3 of 10

Page 55 of 133 Council was provided with the December 2016 Financial update.

b) Budget Variance report

Council was provided with the Budget Variance report.

c) December 2016 summary of Disbursement

Council was provided with the December 2016 Disbursement.

d) November - December 2016 MasterCard statement

Council was provided with the November and December MasterCard statement.

e) Report to Council - Municipal expenditures before passing 2017 budget

2017-07 Moved by: Councillor Belanger Seconded by: Councillor Lemieux

WHEREAS the Corporation of the Municipality of St.-Charles finalizes the annual budget providing for expenditures from year to year; and

WHEREAS expenditures will continue prior to the budget being finalized in a fiscal year;

NOW THEREFORE BE IT RESOVED THAT: 1. Until such time as Council gives final passage to the Corporation's budget, Municipal Departments are herein authorized to incur up to 25% of the previous year's approved expenditures for operating costs. 2. Capital expenditures sought prior to Council's setting of the annual budget shall be brought forward for Council approval. 3. That Municipal Department Heads be advised of this direction from Council. Carried

f) Report to Council - Tax Bill insert

Council was provided with the report for the tax bill insert.

Page 4 of 10

Page 56 of 133 2017-08 Moved by: Councillor Lafleur Seconded by: Councillor Lemieux

WHEREAS, section 3.1.0 of by-law 2016-33, directs municipal staff to send out the bills to every tax payer at least 21 days in advance of when the tax bill is due; and

WHEREAS; the latest date the Municipality of St. Charles can send out its interim tax bills to meet the requirements of the By-law is January 30, 2017; and

WHEREAS; the banking institutions of the tax payers enrolled in the preauthorized payment plan with e municipality now need to receive notification for withdrawals on the 1st, 15th, 30th of each month thereafter; and

WHEREAS; municipal staff is unable to prepare an information insert to meet the content requirements and time frames for Council approval to meet the direction provided in resolution 2016-116.

THEREFORE, BE IT RESOLVED THAT Council for the Corporation of St.-Charles hereby authorizes staff to prepare an insert with the interim tax bill including the following information:  Information of the municipal website and civic web  Information on the 2017 Budget process including the dates and times of the public meetings  Contact information for the members of Council Staff to begin to develop draft information for inclusion with the 2017 final tax notice in accordance with resolution 2016-116. Carried

g) Resolution approving the 2017 renewal Insurance Program for the Fire Department

2017-09 Moved by: Councillor Belanger Seconded by: Councillor Lafleur

WHEREAS the total annual premium for the Volunteer Firefighters coverage is unchanged for 2017;

THEREFORE BE IT RESOLVED THAT Council for the Corporation of the Municipality of St.-Charles hereby approves the renewal of the 2017 insurance program with VFIS insurance for $2,233.00 plus applicable taxes.

Carried

8.2 PARKS, RECREATION SERVICES COMMITTEE

Page 5 of 10

Page 57 of 133

Chairperson Councillor Richard Lemieux

a) Request of Community Centre for International Women's Day Celebration

b) Proposed Resolution

2017-10 Moved by: Councillor Belanger Seconded by: Councillor Lemieux

BE IT THEREFORE RESOLVED THAT Council for the Corporation of the Municipality of St.-Charles waives the rental fees of the annual Community Centre for International Women's Day celebration on March 9th, 2017.

AND FURTHER THAT the following conditions apply:

1) The organization must ensure that the premises are brought back to the condition that it was received in (full cleaning, putting away of equipment etc.) Set up would also be the responsibility of the organization; 2) That a $100 refundable deposit be received and held in the event that cleaning or other work is required by municipal staff. Carried

c) Horse Ring Rental Report

2017-11 Moved by: Councillor Lemieux Seconded by: Councillor Lafleur

Proposed Resolution:

Whereas the Weekend Warrior Horse Club is a group of dedicated horse people looking to host a series of up to 5 shows throughout the summer months in 2017 to promote equestrian events; and

Whereas, the Club would like to rent the St.-Charles Horse Ring/Coral and use the show equipment on May 19-21(tentative) ; June 10&11; July 22&23; September 23 &24; and

Whereas, the Club has agreed to provide insurance coverage and indemnify the Township of St.-Charles from liability; and

Therefore, the Municipality of St. Charles Council agrees to rent the coral/ring to the Club

Page 6 of 10

Page 58 of 133 for a weekend rate of $100.00 + $5.00 per rider registered or $50.00 per day + a $100 security deposit for 2017 and authorizes staff to enter into a rental agreement with the Weekend Warrior Horse Club for the use of St.-Charles Horse Ring/Coral and associated facilities on the dates (indicated above) subject to receiving confirmation from the Municipality’s Insurance provider that horse club’s insurance coverage adequately indemnifies the Township of St.-Charles from liability.

And further, that the Horse Ring/Coral rental rate be reviewed again in 2018 based on the success of the proposed horse shows. Carried

8.3 PLANNING & DEVELOPMENT COMMITTEE

Chairperson Councillor Jim Stankovich

a) Canada Summer Jobs report

Council was provided with the Canada Summer Jobs report submitted by EDO.

b) Canada - Connect to Innovate

2017-12 Moved by: Councillor Belanger Seconded by: Councillor Lemieux

WHEREAS, the Municipality of St.- Charles has been working with the Municipality of French River, the Municipality of Markstay-Warren, the Dokis First Nation and Agilis Networks to establish a broad band network; and

WHEREAS, the establishment of a broad band network will provide and/or greatly improve internet connectivity to all of these communities; and

WHEREAS, establishment of a high speed broad band network will allow local businesses, community organizations, learning institutions, health providers and the public to provide and receive better services; retain and expand business opportunities and attract new development;

The Municipality of St.-Charles hereby supports the Sudbury East Connectivity application to the Government of Canada, Connect to Innovate Program for the installation and construction of a broadband network to service the participating communities, and respectfully requests that funding be provided for this important service.

Carried

8.4 PROTECTION TO PERSONS & PROPERTY COMMITTEE Page 7 of 10

Page 59 of 133

Chairperson Councillor Jim Stankovich

a) Resolution to accept volunteer Fire Fighters.

Moved by: Councillor Lemieux Seconded by: Councillor Belanger

THAT Council for the Corporation of the Municipality of St.-Charles hereby approves the following volunteer member to the St. Charles Fire Department: Scott Lauber Jason St-Jean

Carried

9.0 BY-LAWS a) First and Second Reading

2017-14 Moved by: Councillor Lafleur Seconded by: Councillor Lemieux

THAT Council for the Corporation of the Municipality of St.-Charles hereby gives first and second reading to the following by-laws:

2017-01 Being a by-law to confirm proceedings of Council Carried b) 2017-01 Being a by-law to Confirm Proceedings of Council

2017-17 Moved by: Councillor Lafleur Seconded by: Councillor Belanger

THAT Council for the Corporation of the Municipality of St.-Charles hereby gives third and final reading to the following by-law: 2017-01 Carried

10.0 ADDENDUM (if required and by resolution)

11.0 CLOSED SESSION (if necessessary and by resolution) a) Resolution to enter into closed session Page 8 of 10

Page 60 of 133

2017-15 Moved by: Councillor Lafleur Seconded by: Councillor Belanger

THAT Council for the Corporation of the Municipality of St.-Charles hereby opens a closed session at 8:35 p.m. this 18th day of January, 2017 to discuss:

- personal matters about an identifiable individual, including municipal or local board employees; - labour relations or employee negotiations;

Topic: Staffing Update Carried b) Resolution to reconvene to open session

2017-16 Moved by: Councillor Belanger Seconded by: Councillor Lemieux

Having dealt with all matters pertaining to the closed session, that we hereby reconvene to the Regular Meeting of Council. Carried

12.0 ADJOURNMENT a) Adjourn Meeting

2017-18 Moved by: Councillor Lafleur Seconded by: Councillor Lemieux

THAT Council for the Corporation of the Municipality of St.-Charles hereby adjourns the Regular Meeting of Council at 9:02 pm on January 18th, 2017. Carried

CLERK

Page 9 of 10

Page 61 of 133 MAYOR

Page 10 of 10

Page 62 of 133 THE CORPORATION OF THE MUNICIPALITY OF ST.-CHARLES

Minutes of the Special Meeting of Council Civic Office Building, Council Chambers 6:45 PM on February 1, 2017

MEMBERS PRESENT: Mayor: Paul Schoppmann Councillor: Richard Lemieux Councillor: Jackie Lafleur Councillor: Jim Stankovich Councillor: Phil Belanger

ALSO PRESENT: Interim CAO David King Acting Clerk Joanne MacNeill Acting Treasurer Andrew Somers Director of Public Works Royal Lafleur PUBLIC PRESENT: 3

1.0 MEETING CALLED TO ORDER & ROLL CALL a) Open Meeting

2017-19 Moved by: Councillor Belanger Seconded by: Councillor Stankovich

THAT Council for the Corporation of the Municipality of St.-Charles hereby opens the Special Meeting of Council at 6:45 pm on February 1st, 2017. Carried

2.0 DISCLOSURES OF PECUNIARY INTEREST a) NIL

3.0 NOTICE OF MOTIONS a) Proposed resolution regarding basic local home telephone services.

2017-20 Moved by: Councillor Belanger Seconded by: Councillor Lafleur

WHEREAS the Canadian Radio-television and Telecommunication Commission Page 1 of 3

Page 63 of 133 (CRTC) requires that everyone in Canada has the right to receive basic local home telephone services; and WHEREAS reliable telephone service is necessary for the citizens of St. Charles to enjoy an acceptable quality of life, including the ability report emergencies through the 911 to receive life saving and property protection aid, to maintain personal medical, dental and other health related appointments, and for local businesses and trades people to receive calls for the operation of their trade and commerce; and WHEREAS basic dependable telephone service has not been consistently available to service subscribers in areas of St. Charles who pay full price for the service; and Whereas extensive service interruptions and lengthy periods of total absence of service have been reported by many residents to the service provider Bell Canada; and WHEREAS the service provider has failed to ensure a dependable landline service, and citizens have reported complaints to the CRTC; and WHEREAS the service provider has missed the deadline imposed by the CRTC to report to the CRTC and service subscribers concerning the absence of dependable landline telephone service, BE IT RESOLVED THAT the Corporation of the Municipality of St.-Charles agrees that basic landline telephone service is an essential service that when not reliably available places residents' safety in jeopardy and presents a barrier to business owners earning their living; and THAT the Corporation of the Municipality of St.-Charles calls on the Nickel Belt M.P. Marc Serré to intervene and assist in finding a positive solution for our citizens who are seriously and negatively affected by the deteriorated telephone infrastructure; and THAT M.P. Serré is asked to contact the CRTC and Bell, to ensure that reliable telephone service is restored and maintained for all local residents and business owners; and THAT copies of this resolution be provided to Marc Serré Member of Parliament for Nickel Belt, the CRTC and Bell Canada, John Vanthof, MPP Carried

4.0 ADJOURNMENT a) Adjournment

2017-21 Moved by: Councillor Lafleur Seconded by: Councillor Lemieux

THAT Council for the Corporation of the Municipality of St.-Charles hereby adjourns the Special Meeting of Council at 6:58 pm on February 1st, 2017. Carried

CLERK Page 2 of 3

Page 64 of 133 MAYOR

Page 3 of 3

Page 65 of 133 Municipality of St.-Charles

Committee of the Whole Minutes February 1, 2017 at 7:00 PM Council Chambers

PRESENT: Mayor Paul Schoppmann Councillor Richard Lemieux Councillor Jackie Lafleur Councillor Jim Stankovich Councillor Phil Belanger

ALSO PRESENT: David King, Interim CAO Joanne MacNeill, Acting Clerk Andrew Somers, Acting Treasurer Royal Lafleur, Director of Public Works

PUBLIC PRESENT: 3

MEETING CALLED TO ORDER:

• Open Meeting

2017-22 Moved by: Councillor Stankovich Seconded by: Councillor Belanger

THAT the Committee of the Whole meeting of February 1st, 2017 be opened at 7:00 pm. Carried

DISCLOSURES OF PECUNIARY INTEREST:

• NIL

PRESENTATIONS AND DELEGATIONS:

• NIL

Page 1 of 4

Page 66 of 133 ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC

• Ms. Shelley Quibel re:5.2

Ms. Quibel asks about the travel trailers, how the 60 day by-law for trailers will be enforced? What about the septic & grey water?

• Ms. Suzanne Lafleur

There is a discrepancy on the solid waste study? Interim CAO, David King had the answer, and it was wrong information on report.

• Councillor Lafleur

Councillor Lafleur attended the ROMA Conference January 29th - 31st, 2017. Councillor Lafleur will provide a report at the February 15th, 2017 Regular Meeting of Council.

• Councillor Belanger

Councillor Belanger said the Age-Friendly Expo was very successful, very well attended. MMM to provide a report. Thank you to the Committee, staff and the catering. The Public Consultation of January 25th, 2017 was positive feedback from the rate payers. Mr. Brian Searle of Municipal Housing Affairs and Interim CAO, David King's presentation was very good. Looking forward to the next meeting.

• Mayor Schoppmann

Mayor Schoppmann was told it was a great turn-out for the Age-Friendly, Mayor Schoppmann regrettably couldn't make it to the Expo, because of a meeting outside of St. Charles.

COMMITTEES:

1. Finance Committee: Mayor Schoppmann/Council

1.1 Treasury Activities January 2017

Page 2 of 4

Page 67 of 133 Your Committee was provided with the January 2017 report.

2. Health Committee: Councillor Lemieux/Mayor Schoppmann

2.2 Sudbury District Health Unit meeting package of January 19th, 2017, attached is the Agenda. The back-up can be found by clicking on link https://www.sdhu.com/wp-content/uploads/2017/01/17- 01__BOH_Full_BoardEffect_Mtg_Pkg_2017-01-19.pdf

Your Committee was provided with the Meeting package and Agenda for the SDHU.

2.1 Councillor Lemieux provided your Committee with an update on the Health Committee.

3. DSB: Mayor Schoppmann

3.1 Mayor Schoppmann provided information verbally for the DSB meeting he attended, the minutes will be provided on February 10th, 2017

4. Public Library Board: Councillors Stankovich

4.1 Library Board minutes of December 1 2016

Your Committee was provided with the December 1st, 2016 minutes. Councillor Stankovich noted the next meeting is February 2nd, 2017.

5. Sudbury East Planning Board: Councillor Stankovich/Mayor Schoppmann

5.1 Sudbury East Planning Board minutes of December 8, 2016

Your Committee was provided with the December 8th, 2016 minutes.

5.2 SEPB Travel Trailer report

Your Committee was provided with the Travel Trailer report.

6. SEMA: Mayor Schoppmann/Councillor Lemieux

6.1 Shared Municipal Services Study Draft Presentation

Page 3 of 4

Page 68 of 133 Your Committee was provided with the Shared Municipal Services Study Draft Presentation, the next draft to be out by February 3rd, 2017. Your Committee would like to know if there will be a Public Consultation for this project.

7. Other Business/Inquiries (by Council members)

CLOSED SESSION

ADJOURNMENT

8.1 Adjourn Meeting

2017-23 Moved by: Councillor Lemieux Seconded by: Councillor Stankovich

THAT the Committee of the Whole meeting of February 1st, 2017 be adjourned at 8:02 pm. Carried

REMINDERS:

CLERK

MAYOR

Page 4 of 4

Page 69 of 133 40 rue Elm Street Unit/piece 272 Sudbury Community Legal Clinic Sudbury ON P3C 1S8

Satellite Offices in: Bureaux satéllites à : Clinique juridique communautaire de Sudbury Espanola Noelville Sagamok St. Charles Do you have questions or difficulties with: Avez-vous des questions ou des difficultés avec :

Social Assistance? Assistance sociale? Ontario Works? Ontario au travail? Ontario Disability Support Program? Programme ontarien de soutien Your Landlord? aux personnes handicapées? Canada Pension Plan? Votre propriétaire? Employment Insurance? Régime de pensions du Canada? Human Rights? Assurance-emploi? Droits de la personne?

THE SUDBURY COMMUNITY LA CLINIQUE JURIDIQUE LEGAL CLINIC offers FREE LEGAL COMMUNAUTAIRE DE SUDBURY tiendra CLINICS in Noelville and in St. Charles une clinique d’avis juridiques sans frais (Appointments Required) à Noëlville et à St. Charles (sur rendez-vous seulement) Friday, March 3, 2017 Vendredi, le 3 mars 2017 Friday, April 7, 2017 Vendredi, le 7 avril 2017 Friday, May 5, 2017 Vendredi, le 5 mars 2017

Where? où ?

Sudbury East Community Health Centre Centre de santé communautaire de Sudbury Est

44 rue St-Christophe Street 1 rue King Street Noelville, Ontario St. Charles, Ontario

For appointments and further information call us at 705-674-3200 or 1-800-697-8719 between 8:00 a.m. and 12 noon and 1:30 p.m. and 4:30p.m. Monday to Friday

Note: We will not attend on the above dates should we not have appointments made in advance of these dates.

Pour un rendez-vous et plus amples informations appelez le bureau principal au 705-674-3200 ou 1-800-697-8719 entre 8h00 et 12h00 et entre 13h30 et 16h30 du lundi au vendredi

Pour assurer notre présence dans votre communauté à la date susmentionnée, il faut fixer un rendez-vous.

2016-11-21Sudbury East Bilingual Announcement

free/sans1 frais: Toll 705 Tel/télé: Clinic Legal Sudbury Com. The Sudbury de communautaire juridique LaClinique free/sans1 frais: Toll 705 Tel/télé: Clinic Legal Sudbury Com. The Sudbury de communautaire juridique LaClinique free/sans1 frais: Toll 705 Tel/télé: Clinic Legal Sudbury Com. The Sudbury de communautaire juridique LaClinique free/sans1 frais: Toll 705 Tel/télé: Clinic Legal Sudbury Com. The Sudbury de communautaire juridique LaClinique free/sans1 frais: Toll 705 Tel/télé: Clinic Legal Sudbury Com. The Sudbury de communautaire juridique LaClinique free/sans1 frais: Toll 705 Tel/télé: Clinic Legal Sudbury Com. The Sudbury de communautaire juridique LaClinique free/sans1 frais: Toll 705 Tel/télé: Clinic Legal Sudbury Com. The Sudbury de communautaire juridique LaClinique free/sans1 frais: Toll 705 Tel/télé: Clinic Legal Sudbury Com. The Sudbury de communautaire juridique LaClinique free/sans1 frais: Toll 705 Tel/télé: Clinic Legal Sudbury Com. The Sudbury de communautaire juridique LaClinique

------

674 674 674 674 674 674 674 674 674

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3200 3200 3200 3200 3200 3200 3200 3200 3200 3200

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800 800 800 800 800 800 800 800 800

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697 697 697 697 697 697 697 697 697

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8719 8719 8719 8719 8719 8719 8719 8719 8719

Page 70 of 133

Sudbury Community Legal Clinic La Clinique juridique communautaire de Sudbury

Centre Rainbow Centre Unit/bureau 272 – 2nd Floor/2e étage 40, rue Elm Street, Sudbury, Ontario P3C 1S8 Telephone/Téléphone 705-674-3200 Fax/Télécopieur 705-674-6974

January 26, 2017

Dear Sir/Madam

RE: Free Legal Clinics in Noëlville and St. Charles

I am writing to advise that the Sudbury Community Legal Clinic will be continuing to hold free legal clinics in Noëlville and in St. Charles. However, it is important to note that an appointment has to be scheduled to ensure that we will attend these communities.

The clinics are scheduled to be held at the Sudbury East Community Health Centre in Noelville and in St. Charles. The dates for the upcoming clinics are as follows:

Friday, March 3, 2017 Friday, April 7, 2017 Friday, May 5, 2017

Persons who wish further information and to schedule an appointment may call us at either 674-3200 or 1-800-697-8719 between 8:00 a.m. and 12 noon and again from 1:30 p.m. to 4:30 p.m. between Monday and Friday. At the time of the call, we encourage the exchange of some basic information so that we may determine if it is something we deal with or if a referral to some other service or agency would be more appropriate.

I am enclosing a notice which I would kindly ask that you post or circulate.

Thank you for your continuing assistance in spreading the word with respect to the free clinic services.

Yours truly

Claudette Audette Support Staff

/ca Encls.

S:\General\CA\Satellite Office Mailout\2017-01-24Sudbury East Mailout doc.doc

Funded by/Financée par :

Page 71 of 133

For immediate release:

Energy Costs Continue to be a Concern Across the North

January 17, 2017 – Kapuskasing, ON - The Federation of Northern Ontario Municipalities (FONOM) continues to be concerned about the impacts of energy costs on the Northern Ontario economy. The issue was heavily discussed at the recent meeting of the Board of Directors’ on January 12, 2017 in North Bay.

Whether it be high and volatile fuel prices, the soaring costs on electricity bills or increased natural gas bills as a result of the cap and trade program that took effect on January 1, 2017, energy costs continue to be one of the most pressing issues to municipalities. FONOM currently receives more municipal resolutions with respect to energy than any other issue.

“We were hearing about energy costs from industry and businesses struggling to remain competitive, then we were hearing about the impacts on costs of living to residents and now we are hearing it from municipalities gravely concerned with escalating energy costs to operate municipal facilities,” said Mayor Alan Spacek of Kapuskasing and President of FONOM.

While the province announced various measures to address the energy crisis, Ontarians continue to see a rise in costs with the implementation of the cap and trade program. “We will continue to press the provincial government and voice the concerns of municipalities and Northerners,” stated Spacek.

-30-

For More Information:

Mayor Alan Spacek President of FONOM 705 335 0001

88 Riverside Drive, Kapuskasing, ON P5N 1B3 Tel: (705) 337-4454 Fax: (705) 337-1741 Email: [email protected] Website: www.fonom.org

Page 72 of 133

January 25, 2017

VIA EMAIL

Mayors/Reeves Constituent Municipalities within the Sudbury & District Health Unit Catchment Area

Dear Mayor/Reeve:

Re: Anti-Contraband Tobacco Campaign

In late 2016, public health units received information about the tobacco industry’s 2012 anti-contraband campaign in Ontario and Quebec. The information made clear that, in addition to contraband reduction, the campaign objectives included prevention of further tobacco excise tax increases and blocking of additional tobacco regulation.

About 40-50 Ontario municipalities supported the campaign without being fully aware of the background and context. Front groups continue to lobby the Provincial Government against tobacco taxes and other regulations.

At its meeting on Thursday January 19, 2017, the Sudbury & District Board of Health carried the following resolution #03-17:

WHEREAS the Sudbury & District Board of Health has reviewed information indicating that recent anti-tobacco contraband campaigns from the National Coalition Against Contraband Tobacco and the Ontario Convenience Store Association were supported by the tobacco industry with the intention of blocking tobacco excise tax increases and regulation of tobacco products generally; and

WHEREAS Ontario municipalities including the City of Greater Sudbury have endorsed such campaigns without being informed of tobacco industry support; and

WHEREAS municipalities within the SDHU service area are longstanding advocates for measures to protect the public from exposure to environmental tobacco smoke;

Page 73 of 133 Mayors/Reeves January 25, 2017 Page 2

THEREFORE BE IT RESOLVED THAT the Sudbury & District Board of Health advise area municipalities of this information and urge municipalities to not endorse tobacco industry supported campaigns; and

THAT the Sudbury & District Board of Health request municipalities to call on the Ontario Ministry of Finance to raise tobacco excise taxes and enhance enforcement activities designed to reduce the presence of contraband tobacco in Ontario communities; and

Local municipalities have supported various tobacco control measures in the past, including smoke free legislation, the protection of the public from second-hand smoke and the protection of our youth from tobacco industry products. Thanks to efforts like these, we have seen smoking rates decline and exposure to second-hand smoke in both indoor and many outdoor places greatly reduced. There remains much work to be done. Smoking is the number one cause of preventable deaths in Ontario and Canada and ongoing vigilance and action are required to reduce this still staggering statistic.

Sincerely,

Penny Sutcliffe, MD, MHSc, FRCPC Medical Officer of Health and Chief Executive Officer cc: The Honourable Charles Sousa, Minister of Finance Ms. France Gélinas, MPP, Nickel Belt Mr. Michael Mantha, MPP, Algoma-Manitoulin Mr. Glenn Thibeault, MPP, Sudbury Dr. David Williams, Chief Medical Officer of Health Ms. Linda Stewart, Executive Director, Association of Local Public Health Agencies Ontario Boards of Health Mr. Michael Perley, Director, Ontario Campaign for Action on Tobacco

Page 74 of 133 Page 75 of 133

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?wmww. mommowwd?. M58. mwoaa«om wwkmwmw.?mmwmowmQ. «?mw 3 mwmnmwmmammmmmw3% w Woomwaw?» wwmwmww?mma?mamWm?mwmom8 «away 0% mo0%, 03% 0??» mwwmwmwmmmmmoxa?mu mwmmmmw?OomuwwmyMwmwwoaamw‘ waxmm >mmmm02 $2 Mme R.) Qmmw3.»; 3w [email protected] mmmnwwwws. m\ N mmwmmwKm>mWmwmmm?» ZmmommwWmmmwmmmm m? OmwwmK3 mm Qmmwmm02 WSW33 Page 76 of 133 From: David King Sent: February 3, 2017 9:20 AM To: JOanne Cc: [email protected] Subject: FW: 211 Service - United Way of the Sudbury and Nipissing Districts Importance: High Follow Up Flag: Follow up Flag Status: Flagged Joanne, please add the email below as a correspondence item for the upcoming February 15th meeting. Thank you. David From: Dominelli, Fern [mailto:[email protected]] Sent: February 3, 2017 8:42 AM To: Assiginack ([email protected]); Baldwin Twp; Billings; Burpee & Mills ([email protected]); Central Manitoulin; Chapleau; Cockburn Island ([email protected]); Espanola; French River ([email protected]); Gordon/Barrie Island; Gore Bay; Killarney ([email protected]); Markstay-Warren; Municipality of St. Charles; Nairn & Hyman; NEMI; Sables-Spanish; Tehkummah; MacNevin, Al; Austin Hunt; Claude Bouffard; Laurier Falldien ([email protected]); Gamble, Les; Levesque, Michael; Paul Moffatt ([email protected]); Paul Schoppmann ([email protected]); Richard Stephens ([email protected]); Ron Lane; Ron Piche ([email protected]); Stephen Salonin; Vern Gorham; Virginia Rook Cc: z.All Board Members, CAO and EA; Michael Cullen; Stewart, Donna Subject: 211 Service - United Way of the Sudbury and Nipissing Districts Dear Members Municipalities, The United Way of the Sudbury and Nipissing Districts Executive Director, Michael Cullen made a presentation on 211 Services at the Manitoulin- Sudbury District Services Board meeting on January 26, 2017 and how they can better serve the 18 municipalities within the District. The Board directed the CAO to write to all 18 member municipalities and share this information with them. I am also providing the Ontario 211 Services Annual Report 2015-16 for your information. The United Way will be offering community area grants directly to those communities where they have active campaigns. With their new model, they will ideally be bringing partnership opportunities as well to those in need. As stated in their presentation, the 211 Information & Referral System of communications is a system available 24 hours per day, multi language, live answer and online format that could capture your entire communities� data including but certainly not limited to health services, social & housing assistance programs, food banks, seniors supports, parenting programs, and much more. The United Way is also prepared to work with each of our member municipalities to capture your front line service data including services relating to permits, building, bylaws and establish a local business directory. Therefore, your citizens can utilize a one stop shop very similar to a 311 model of service delivery. The one unique lasting feature is that over the course of a year or two the United Way will actually be able to target and highlight areas in need either in social services or in economic activity. In addition, please keep in mind that as they collectively promote and utilize the 211 system this could possibly alleviate the pressure on the 911 system as the public becomes aware of which number to call for the right reasons. Over the next few months, through this proposal the Untied Way is prepared to begin advertising and networking with likeminded position partners. This includes many major businesses that they are affiliated with, such as the OPP, Domtar, local banks, social service agencies, and many more. They also see physical advertising as well taking an integral part of this proposal. This would be through key message boards on select highways throughout your catchment area. The United Way is also prepared to invest dollars and staff time on social media, print advertising throughout this campaign. Please keep in mind that this 211 service model is at a zero cost to all individuals who engage in the system. The United Way�s commitment to your organization is that they use this offering as a pilot project over one or two years so they can measure the savings and service elements making life for all involved a little bit better in the long run. There is no one time or ongoing costs to member municipalities who choose to engage in the use of the 211 Service. I would strongly encourage all member municipalities to contact Michael Cullen, Executive Director, United Way Sudbury and Nipissing Districts at 705-560-3330 or by email at [email protected]. Thanks Fern Dominelli Chief Administrative Officer Manitoulin-Sudbury District Services Board Direct Line: 705-222-7777 Cell: 705-665-2944

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Attention: Joanne (Barbe) MacNeil Acting Clerk/Finance Clerk Attention: Mr. Andrew Somers Deputy-Treasurer Members of Council:

Subject: An upset taxpayer The day I received my tax bill was the day my blood pressure went up! I noticed I had a “past due” amount on my tax bill! I immediately called the municipal office and talked with Andrew. I asked him how come I did not receive a Notice of Arrears before this!(taxes were due last October) I think Andrew explained that he was just one person. I also called the Caisse Populaire and asked if perhaps they forgot to put my payment through! This was not the case. I explained that when I was Tax Collector, with the direction of the CAO/Clerk&Treasurer, I made sure Tax Notices were sent out on the first of every month once the due date was passed. I also mailed out “registered letters” to those who were seriously in arrears. The delinquent taxpayer would call my office, and we would set up an appointment for them to meet with the CAO to make payment arrangements. Collection of taxes is so very important! How else can council operate if you are not collecting your taxes????? If penalties and interest were to be written off, I would prepare a resolution of council. A list of amounts to be written off was also attached to the resolution.

Page 79 of 133

CONCLUSION: I have attended very few meetings of council but from what I observed I got the impression that the municipal staff do not have enough time to do their jobs! There are too many demands/requests from members of council! You all want so many REPORTS from your staff! If council want Reports from staff, they should go to the CAO and from there, the CAO will delegate to his/her staff if he or she feels that the staff has the time outside of his/her regular duties to prepare the report in question. They do have “priorities”. I didn’t get a Notice of Tax Arrears and I blame council for that!

Thank you for listening and giving me the opportunity to address council!

Ms. Jeannette Forget 5491 Hwy 535 St. Charles, Ontario P0M 2W0 Home: 705-867-2048 Cell: 705-690-2651 Email: [email protected]

Page 80 of 133 PROVINCIAL COMMUNICATIONS AND APPLICATIONS SUPPORT Communications and Technology Services Bureau File Ref.: 535-20

777 Memorial Ave. 777, ave Memorial Orillia, ON L3V 7V3 Orillia (ON) L3V 7V3 Tel: (705) 329-7600 Fax: (705) 329-6230

PCC CERB Queue Call Volume and Service Level NOTE: The Information In This Report Is PCC North Bay As A Whole, Not For Individual Contract Location

Page 81 of 133

January 16th, 2017

Council of the Municipality of St. Charles 2 King Street St Charles, ON P0M2W0

Dear Members of Council:

Enclosed is the 2017 Budget for the St. Charles Public Library which was approved by the Library Board at its meeting of January 12th, 2017. I would note that the Municipal contribution requested from Council for 2017 is $44,017.44, which is essentially the amount received in 2016. Please advise me when Council approves the Municipal contribution for the Public Library Board. If you require further information, or a presentation from us, please contact us. As always, we appreciate our excellent relationship with Council and staff, and it is our pleasure to serve the residents and ratepayers of the Municipality of St-Charles.

Yours very truly,

Sheila Mehes Chair, St. Charles Public Library Board

Cc Nicole Lafontaine, CEO, St. Charles Public Library Cc David King, Acting CAO, Municipality of St. Charles

Page 82 of 133 Report to Municipal Council

Meeting Date: Report Date: February 15, 2017 February 10, 2017

Decision Requested: Priority: No Medium Direction Only: Type of Meeting: Yes Council

Report Title: January 2017 Financial Update

Summary: Attached with this report are the following documents

1. The Summary of Disbursements for January 2017. a. MasterCard Statement – January 2017 2. The Budget Variance report January 2017.

Property Taxes owing: As of January 31, 2017 the amount of property taxes owing to the municipality is $318,176.73 ( This is a $50,338.01 reduction in taxes from December 31, 2016) The breakdown of the amount is as follows:

2014 &prior 2015 2016

$68,872.60 $66,802.04 $182,502.09

Monthly Remittances: The Deputy Treasurer certifies the following remittances have been made: • January 2017 Source Deductions remitted/mailed on February 14, 2017. • January 2017 Employer Health tax remitted/ mailed on February 14, 2017. • January 2017 GST/HST remitted/mailed on February 14, 2017. • January 2017 Liuna (union) remitted /mailed on February 14, 2017. • January 2017 Omer pension remitted /mailed on February 14, 2017.

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Page 83 of 133 • January 2017 Worker Safety Board remitted /mailed on February 14, 2017.

Treasury is in the process of seeking authorization to process monthly remittances electronically.

Council’s Monthly Expense Report: Council 2017 m onthly remuneration report will be ready for the March 15, 2017 council meeting. This report will cover the periods of January to February 2017.

Council 2016 remuneration and expense report has been drafted and submitted to council. Once approved, the report will then be added to the next council meeting.

Council 2015 remuneration and expense report was issued to council in 2016 . Treasury staff will review this report and resubmit the 2015 report to Council for review and approval. Once approved, the report w ill be added to the next council meeting.

Prepared by: Andrew Somers, Deputy Treasurer

Approved by: David King, Interim CAO

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Page 84 of 133 CORPORATION OF THE MUNICIPALITY ST CHARLES Statement Of Disbursement January 2017

Interest included in Supplier Name Cheque No Cheque Date Description Amount ($) Amount ($) Caisse populaire - St.Charles ATW 02-Jan-17 To record monthly wellness center loan payment 6,752.08 1,597.74 Rivet Insurance 10301 06-Jan-17 To record 2017 insurance premium 59,479.16 ASSOC OF MUNICIPALITIES OF ONT 10302 10-Jan-17 To record 2017 membership 1,457.16 Town of Blue Mountains 10303 10-Jan-17 To record conference for Richard Lemieux 563.87 Vince Dermott Grumpy's Yardworks 10304 10-Jan-17 To record custodial services 720.37 K.SMART ASSOCIATES LTD. 10305 10-Jan-17 To record drainage superintend fees 904.00 MUNICIPAL EMPLOYER PENSION CENTRE OF ON 10306 10-Jan-17 To record 2017 Employee Municipal Contribution 77.12 MUNICIPAL PROPERTY ASSESSMENT CORP. 10307 10-Jan-17 To record fee for the 2017 roll book 113.00 OFFICE CENTRAL 10308 10-Jan-17 To record office supplies 139.09 Purolator Inc 10309 10-Jan-17 To record postage fees 74.83 SUDBURY DIST HEALTH UNIT ADMINISTRATION 10310 10-Jan-17 To record municipal levy-January 2017 4,067.00 Cuets Financial EFT 10-Jan-17 To record MasterCard expenses 2,091.24 5.36 Jackie Lafleur EFT 11-Jan-17 To record advance for expenses incurred at ROMA 2017 1,890.70 MAS Municipal Advisory Service EFT 11-Jan-17 To record CAO services 6,178.27 Dean Beckerleg EFT 11-Jan-17 To record reimbursement for snow pants 101.28 BELL CANADA ATW 15-Jan-17 To record monthly telephone bill 1,495.77 Hydro One ATW 15-Jan-17 To record monthly hydro fees 24,573.73 Ministry of Finance 10329 16-Jan-17 To report OPP fees 24,808.00 Omer Attn. Pension Account 10339 16-Jan-17 To record monthly pension fee 7,801.28 Labourer's International Liuna 10340 16-Jan-17 To record union fees 2,547.28 Workplace safety and ins board 10341 16-Jan-17 To record WSIB fees 913.19 Ministry of finance 10342 16-Jan-17 To record EHT Fees 856.50 Receiver General for Canada Tech 10343 16-Jan-17 To record source deduction 16,701.93 SBE Consultants 10312 17-Jan-17 To record initial study age friendly 2,500.00 SHARON GAUTHIER DENIS LEFEBVRE 10313 17-Jan-17 To record Dog catcher fees 1,134.41 ST CHARLES FOOD MARKET 10314 17-Jan-17 To record Municipal Gas Expense 4,206.48 R & D Recycling 1329483 ONT LTD 10315 18-Jan-17 To record garbage fees 11,509.72 CO OPERATIVE REGIONALE DE NIPISSING SUDBURY LTEE 10316 18-Jan-17 To record diesel @garage 1,887.78 ROGERS 10317 18-Jan-17 To record cell phone expenses 384.73 Collins Barrow Sudbury - Nipissing LLP 10318 18-Jan-17 To record audit fees 9,040.00 TRICKEY ET AL TAX TEAM INC. 10319 18-Jan-17 To record legal fees - property taxes 1,695.00 CGIS SPATIAL SOLUTIONS 10320 18-Jan-17 To record services rendered 841.79 Jonathon Condratto EFT 20-Jan-17 To record reimbursement for age-friendly expenses 56.50

Page 85of133 MAS Municipal Advisory Service EFT 20-Jan-17 To record CAO services 7,076.62 Jonathon Condratto EFT 20-Jan-17 To record reimbursement for age-friendly expenses 57.96 BELL CANADA 10321 23-Jan-17 To record emergency line 21.70 BENSON 10322 23-Jan-17 To record 6" rubber tractor 329.09 CAMBRIAN TRUCK CENTRE INC. 10323 23-Jan-17 To record sensor kit 78.21 Devtra Inc 10324 23-Jan-17 To record the purchase of inspection books 340.53 CORPORATION OF THE MUNICIPALITY ST CHARLES Statement Of Disbursement January 2017

Interest included in Supplier Name Cheque No Cheque Date Description Amount ($) Amount ($) ENCOMPASS IT.CA 10325 23-Jan-17 To record monthly maintenance 497.20 G & K SERVICES CANADA INC. 10326 23-Jan-17 To record mat rentals 155.38 GORDON ELECTRIC 10327 23-Jan-17 To record electrical services @ commcentre 626.02 Vince Dermott Grumpy's Yardworks 10328 23-Jan-17 To record custodial services for Jan3-13/17 889.87 NORTHERN VOICE & DATA INC. 10330 23-Jan-17 To record monthly maintenance officephone 61.02 OFFICE CENTRAL 10331 23-Jan-17 To record mouse pad @ office 12.42 1 HOUR SIGNS 10333 23-Jan-17 To record name plate J.MacNeill 22.54 STEEL COMMUNICATIONS 10334 23-Jan-17 To record an invoice from 2016 whichwas paid to wrong vendor 101.14 ST CHARLES FOOD MARKET 10335 23-Jan-17 To record municipal expenses 685.73 Temiskaming Printing 10336 23-Jan-17 To record the purchase of envelopes 211.41 TRACKS & WHEELS EQUIP. 10337 23-Jan-17 To record 4x8x84 serrate sea can 1,536.35 Xerox Canada LTD 10338 23-Jan-17 To record printing Cost 249.36 AFMO Association Francaise Des 10344 26-Jan-17 To record membership fees AIRD & BERLIS LLP IN TRUST 10345 26-Jan-17 To record file no: 125246 155.94 A M C T O 10346 26-Jan-17 To record Book & course fees-Andrea 435.05 ASSOC OF ONT RD SUPERVISORS 10347 26-Jan-17 To record 2017 renewal fee 169.50 Bayview Excavating 10348 26-Jan-17 To record Drainage work ( Casimir) 19,323.00 BSM WIRELESS INC. 10349 26-Jan-17 To record quarterly service providerfees 592.40 CANADIAN SHIELD CONSULTANTS 10350 26-Jan-17 To recordmonthly fee for January 2017 1,241.10 Chris Mercer 10351 26-Jan-17 To record trapping fees 170.00 CO OPERATIVE REGIONALE DE NIPISSING SUDBURY LTEE 10352 26-Jan-17 To record Service Call 930.44 DATA FIX 10353 26-Jan-17 To record VoterView - voter list management services Event 2018 480.25 Discount Hand car wash 10354 26-Jan-17 To record the purchase of oil 237.30 DUNNET CONSTRUCTION LTD C/O NORM THERRIEN 10355 26-Jan-17 To record fill per tonne 4,766.76 Royal Tire Service Ltd 10356 26-Jan-17 To record the purchase of tires for ublicp works truck 1,467.32 INSERVUS MANAGEMENT SYSTEMS 10357 26-Jan-17 To recordbunker gear cleaning 90.41 JANIX SUPPLIES 10358 26-Jan-17 To record cleaning supplies @ garage 271.88 KING SPORTSWEAR 10359 26-Jan-17 To record lettering for Council Chambers 33.90 K.SMART ASSOCIATES LTD. 10360 26-Jan-17 To record services rendered for December 2016 4,776.52 MASLACK SUPPLY LTD 10361 26-Jan-17 To record hand towels, grease monkey, anti seize, work light 175.16 Metal- air Mechanical systems LTD 10362 26-Jan-17 To record the install of brine meters 300.32 MUNICIPAL PROPERTY ASSESSMENT CORP. 10363 26-Jan-17To record quarterly billing 7,728.73 NORTHERN VOICE & DATA INC. 10364 26-Jan-17 To record office phone maintenance 61.02

Page 86of133 OFFICE CENTRAL 10365 26-Jan-17 To record supplies @office 285.80 QUALITY AUTO SUPPLY 10366 26-Jan-17 To record flow lube spin on 15.97 RELIANCE HOME COMFORT, 10367 26-Jan-17 To record water heater rental 50.30 Rural Ontario Municipal Association 10368 26-Jan-17 To record conference fee Jan 29-31, 0172 678.00 SAVARIA SALES INSTALLATION AND SERVICE INC. 10369 26-Jan-17 To record sw-micro w/rllr savaria 220.00 SENCIA CANADA LTD. 10370 26-Jan-17 To record renewal sims silver web package for 2017 949.19 CORPORATION OF THE MUNICIPALITY ST CHARLES Statement Of Disbursement January 2017

Interest included in Supplier Name Cheque No Cheque Date Description Amount ($) Amount ($) SPECTRUM GROUP 10371 26-Jan-17 To record internet @ garage 191.92 STEELFAB SUDBURY LTD 10372 26-Jan-17 To record fabricate storage box for xygeno bottles 508.50 STRONGCO EQUIPMENT 10373 26-Jan-17 To record wear plate 49.23 Testmark Laboratories 10374 26-Jan-17 To record lagoon Testing 51.63 TRACKS & WHEELS EQUIP. 10375 26-Jan-17 To record green lube - public works 137.88 TRICKEY ET AL TAX TEAM INC. 10376 26-Jan-17 To record prepare statutory declaration 45.20 UPTOCODE Electrical 10377 26-Jan-17 To record t outside lights to new LED lights 2,475.00 VIANET 10378 26-Jan-17 To record emergency phone 113.00 VIOLETTE,JOANNE 10379 26-Jan-17 To record expenses for age friendly 93.23 CANADIAN SHIELD CONSULTANTS 10380 27-Jan-17 To recordtesting - landfill site 6,336.48 Municipality of East Ferris 10381 27-Jan-17 To record subscription renewal 331.94 Banks ATW 30-Jan-17 To record monthly bank fees 282.09 MAS Municipal Advisory Service EFT 30-Jan-17 To record CAO services 4,864.65 Andrea Tarini EFT 30-Jan-17 To record reimbursement for office expenses 103.66 Great-West Life Assurance Co EFT 30-Jan-17 To record management benefits 3,157.91 VIOLETTE,JOANNE 10382 31-Jan-17 To record expenses for Age Friendly 81.59 SHARON GAUTHIER DENIS LEFEBVRE 10383 31-Jan-17 To record services rendered for Canine Control 527.50 Municipal Payroll EFT 31-Jan-17 To record municipal payroll 71,724.04 Total $ 347,197.52 $ 5.36

Operating bank information

Reconciled Operating bank balance @ January 31, 2017-$ 28,555.80 Actual Operating bank balance per bank statement @January 31, 2017 $ 29,470.14 Amount available on line of credit @ January 31, 2017$ 400,000.00 Balance Owing is $0.00 @ January 31, 2017 Page 87of133 The Corporation of The Municipality of St. Charles Budget Variance Report January-31-17

Actual Value 2017 Budget Remaining in $ Revenue Administration 189,124 - - 189,124 Revenue breakdown - Grants 184,675 - - 184,675 Property Taxes - - - User fees & Other 4,449 - - 4,449 - Fire Department - - - Building Department 100 - - 100 Public Works 5,056 - - 5,056 Cemetery - - - Wellness Center 8,715 - - 8,715 Parks & Recreation Department 1,511 - - 1,511 Economic development 110 - - 110 Total Revenue 204,616 - - 204,616

Expenses Administration 141,656 - - 141,656.22 Included in the above amount are:

Policing 25,526 - - 25,526 DSSAB 32,901 - - 32,901 Health Unit 4,067 - - 4,067 Property Assessment Fees 6,960 - - 6,960 Library Contribution - - -

Fire Department 7,206 - - 7,206 Building Department 7,018 - - 7,018 Public Works 62,358 - - 62,358 Cemetery - - - Wellness Center 4,502 - - 4,502 Parks & Recreation 45,512 - - 45,512 Economic development 8,605 - - 8,605 276,857 - - 276,857

Page 88of133 Total Expenses

Net Revenue (Loss) - 72,241 - 72,241

Summary of Surplus (Equity Note 9 Financial Statements) The Corporation of The Municipality of St. Charles Budget Variance Report January-31-17

Investment in Capital Actual Value 2017 Budget Remaining & in $ Amortization - - - Culvert (Musky Bay) - - - Arena( Water System) - - - Sewers ( Flow Meter) - - - Total change in capital - - -

Loan Repayments Actual Value 2017 Budget - 5,154.34 - 5,154.34

Reserve Actual Value 2017 Budget Landfill Reserve - Sewer Reserve - Sewer Reserve - Energy Reserve - Public work Equipment Reserve - Contigency reserve - Fire dept Reserve - - Garbage Reserve - - Election Reserve - - Parks & Recreation Reserve - - - - -

General Surplus 2017- 77,396 - 77,396

Prepared By : Andrew Somers - Deputy Treasurer/ Trésorier Adjoint Prepared Date: February 09, 2017 Page 89of133 Report to Municipal Council

Meeting Date: Report Date: February 15, 2017 February 8, 2017 Decision Requested: Priority: Yes High Direction Only: Type of Meeting: Open

Report Title: Proposed 2016 Reserve and Reserve Fund Transfers

Background: As part of the approval of the St.-Charles municipal budget on August 3, 2016 the Municipality of St. Charles agreed to utilize 15,000 of its energy reserve for the purchase of L.E.D Street Lights; 11,085 of its sewer reserve and reserve fund for the purchase of the Municipal computer server; the addition of 6,600 to the landfill reserve and reserve fund; and 17,156.31 to the sewer reserve and reserve fund.

Current Status: As of December 31, 2016, the Municipality of St. Charles had a total of $310,000.00 in reserve funds before the above noted transfer. Following the transfer, the 2016 reserve fund balance will be $334,170.26 (including interest)

As of December 31, 2016, the Municipality of St. Charles had total reserves of 662,135.27 before the above noted transfer. Following the transfer, the total reserve balance will be 659,806.27. (including interest)

Recommendation: These transfers are required to complete a balanced 2016 budget, it is therefore recommended that council approve the following transactions:

THAT Council authorizes the transfer of 6,600.00 at December 31, 2016 from the 2016 surplus to rebuild the Landfill Reserve in the annual minimum amount of 6,600.00 for closure and post closure costs of the new cell closure over the period of its usage. Following this transfer, the Landfill Reserve balance for account 1-2-3000-9021 will be 6,601.60

THAT Council authorizes the transfer of $6,600.00 at December 31, 2016 from the municipal operating account, to rebuild the Landfill Reserve Fund in the

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Page 90 of 133 annual minimum amount of $6,600.00 for closure and post closure costs of the new cell closure over the period of its usage. Following, this transfer, the Landfill Reserve Fund balance for account 1-1-1050-9031 will be $6,600.80

THAT Council authorize the transfer of 17,156.31 at December 31, 2016 from the from the 2016 surplus to increase the Sewer Reserve in the amount of 17,156.31. Following this transfer, the St. Charles Sewer Reserve balance for account 1-2-3000-9007 will be 93,353.82.

THAT Council authorizes the transfer of $17,156.31 at December 31, 2016 from the municipal operating account surplus to increase the Sewer Reserve Fund in the amount of $17,156.31. Following this transfer, the St. Charles Sewer Reserve Fund balance for account 1-1-1050-9030 will be $95,831.82

THAT Council authorizes the transfer of 11,085.00 at December 31, 2016 from the Sewer Reserve to cover the Capital purchase of the new municipal computer server. Following this transfer, the St.-Charles Sewer Reserve balance for account 1-2-3000-9007 will be 82,268.82

THAT Council authorizes the transfer of $11,085.00 at December 31, 2016 from the Sewer Reserve Fund to cover the Capital purchase of the new municipal computer server. Following this transfer, the St.-Charles Sewer Reserve Fund balance for account 1-1-1050-9030 will be $82,268.82

THAT Council authorizes the transfer of $15,000.00 at December 31, 2016 from the Energy Reserve to cover the Capital purchase of L.E.D. Street lighting. Following this transfer, the St.-Charles Energy Reserve balance for account 1-2-3000-9001 will be 0.00

Prepared by: Andrew Somers, Deputy Treasurer Approved by: David King, Interim CAO

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Page 91 of 133 Report to Municipal Council

Meeting Date: Report Date: February 15, 2017 February 10, 2017 Decision Requested: Priority: Yes High Direction Only: Type of Meeting: Open

Report Title: Defining Council Remuneration

Background:

The Corporation of the Municipality of St.-Charles adopted by-law 2014-08 on March 19, 2014 amending by-law 2011-26. The purpose of the by-law 2014 -08 was to Council and Local Boards” to amend Appendix A - Remuneration of Council (See attached).

The reminder of by-law 2011-26 remains in effect including schedule B 1.2.0 (see attached) and makes reference to Per Diem as being in addition to remuneration.

As a result, Per Diem was not being interpreted by staff as remuneration of Council in 2015 for the purposes of T4 Calculations.

To provide further clarification to this and future Councils, it is proposed that Council consider the following definition:

“Remuneration of Council is deemed too include both the remuneration in Appendix “A” to By-law Number 2014-08 and the Per Diem described as B1.2.0 in schedule “B” to By-law Number 2012-21”

Recommendation: That Council approves draft by-law 2017-03.(attached)

Prepared by: David King, Interim CAO

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Meeting Date: Report Date: February 15, 2017 February 7, 2017 Decision Requested: Priority: Yes Medium Direction Only: Type of Meeting:

Subject: Committee of the Whole Staff Reports

Background: In accordance with the Municipality of St. Charles procedural by- law 2014-4 time is allocated on the agenda of Committee of the Whole (COW) meetings for Council to review and discuss standing committee reports prepared by staff from each of the seven Committees of Council and 5 municipal service providers (SDHU, SEPB, MS- DSB, OPP and SEMA).

At the January 11, 2017, COW meeting, Council requested staff to examine the need and frequency of reporting with the intent of reducing staff time involved in the preparation of committee reports.

The following are the committees of Council which staff report on: 1. Environmental Services 2. Finance 3. General Government 4. Health 5. Parks and Recreation 6. Planning and Development 7. Protection to Persons and Property 8. Transportation Services Committee

Analysis:

Staff time invested: The Municipality of St. Charles holds 12 COW meetings each year. Four days in advance of each meeting, staff reports are prepared, reviewed and published on the municipal website. It is estimated that at least one hour of staff time goes into the preparation of the staff report and the Interim CAO spends a minimum of .50 hours reviewing and approving each report prior to each COW meeting. (7 monthly reports x 1.0hrs per report + .50 hrs per report review and publishing)

Page 96 of 133

Based on this, an estimated 10.5 hrs of combined staff time per meeting goes into producing these reports each month. Over the course of a year the amount of time spent to produce 84 reports is 126 hrs or 18 days. * (the above does not include the amount of Council time spent reviewing and discussing the content of each report)

Report content: Based on observations over the past 5 months the content of the monthly reports prepared for Council is varied, sometimes repetitive and lacks content of relevance to Council. It is thought by reducing the frequency of reporting and identifying those key items that Council would like staff to report on, the COW meetings could be more efficient and effective.

Options for Council’s consideration:

1. Stat quo. Continue with monthly committee reports. Pros: Council continues to receive reports monthly Cons: Staff time required to generate and review reports remains the same. No staff or Council time savings achieved.

2. Move to quarterly reporting for all internal staff reports Pros: Reduces the number of staff reports from 84 to 28 and reduces staff time to produce the reports from 126 hrs per year to 42 hours per year or 6 days. Cons: Council only receives updates quarterly instead of monthly.

3. Move to reporting based on the following hybrid schedule:  Environmental Services: o Quarterly, Public Works Report or as requested by Chair  Finance: o Quarterly Finance Activity Report o Other reports as requested by Chair  General Government o As requested by Chair  Health o Monthly review of SDHU agenda and minutes o Other reports as requested by Chair  Parks and Recreation o Quarterly, or as requested by Chair  Planning and Development o Quarterly EDO Reports or as requested by Chair  Protection to Persons and Property o Fire Department - Quarterly o Building Control – Twice Annually o Canine Control - Twice Annually

Page 97 of 133 o Monthly review of OPP reports  Manitoulin-Sudbury District Services Board o Monthly review of agenda and minutes  Transportation Services Committee o Quarterly Public works report or as requested by Chair  Public Library Board o Monthly review of agenda and minutes  Sudbury East Planning Board o Monthly review of agenda and minutes  Sudbury East Municipal Association- Quarterly

Pros: Reduces the number of staff reports per year from 84 to 24 and reduces staff time to produce the reports from 126 hrs per year to 36 hours per year or 5.1 days. Cons: Council only receives updates quarterly instead of monthly and reports from Building and Canine control as reduced to twice a year.

Recommendation: That Council approve option #3 by resolution to produce Committee of the Whole Staff Reports.

Prepared by: David King, Interim CAO

Page 98 of 133 Report to Municipal Council

Meeting Date: Report Date: February 15, 2017 February 8, 2017

Decision Requested: Priority: No Medium Direction Only: Type of Meeting: Yes Open

Report Title: Elections Act Amendments - Ranked Ballots

Background: The purpose of this report is to provide an overview of changes to the Municipal Elections Act introduced through Bill 181 – The Municipal Modernization Act.

On June 9, 2016, Bill 181, Municipal Elections Modernization Act, 2016, received Royal Assent, making significant changes affecting the 2018 Municipal Election.

Analysis: Changes to the Municipal Elections Act are as follows:

Election Calendar and Timelines:

Change OLD legislation NEW legislation By-law – Use of June 1, 2018 May 1, 2017 Alternative Voting Methods By-law – Use Ranked N/A May 1, 2017 Ballots Clerk’s Policies & June 1, 2018 December 31, 2017 Procedures for voting/alternative voting Approval of Ballot 180 days prior June 1, March 1, 2018 Question 2018 May 1, 2018  Approved by Council by-law Recount Policy N/A May 1, 2018 Use of Corporate N/A May 1, 2018 Resources Policy

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Page 99 of 133 Opening of Nomination First day office is open in May 1, 2018 Period and 3rd Party an election year Advertiser Registration Nomination Day 2nd Friday in September Fourth Friday in July (July 27, 2018) Compilation of interim 10 days following Starts Sep 15, 2018 and list of changes to the Nomination Day ends Sep 25, 2018 voter’s list Close of 3rd Party N/A October 19, 2018 Advertising Registrations

Note: Election Day is October 22, 2018.

Ranked Ballot Voting: The most extensive change to the 2018 Municipal election process is the added option of a ranked ballot election. Traditionally, elections in Ontario have been run using the “first past the post” system, whereby the candidate receiving the highest number of votes is elected. For ranked ballot voting, in a ward single member election, instead of voting for a single candidate, you rank the list of candidates in order of your preference (first choice, second choice, third choice, etc.). The first place votes are totaled and if a candidate receives 50% or more of the votes, they are declared the winner. However, if no candidate receives more than 50% of the first place votes, the contender with the fewest votes is dropped from the ballot and his or her supporters’ second choices are counted and added to vote totals for the applicable remaining candidates. This process continues until one candidate emerges with a majority. This helps to ensure that the winning candidate(s) receive support from a majority of voters more often.

To implement a ranked ballot election, the following would apply in addition to passing the required by-law :  Ranked ballots would be required to be used to elect all of the members of Council.  The by-law may specify the maximum number of rankings that an elector may make and may provide a different number of maximum rankings for each office.  If the by-law does not specify the maximum number of rankings, the default maximum is three (3).  If ranked ballots are authorized for a regular election, ranked ballots must also be used in any by-elections that are held to fill council vacancies during the council term.  Before passing a by-law, the Council of a lower tier municipality must hold at least one (1) open house to provide the public with information about how elections would be conducted, including a detailed description of vote counting; the estimated costs of conducting the election; any voting and

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Page 100 of 133 vote-counting equipment that is being considered for use in the election; and any alternative voting method being considered for use in the election.  A municipality must also hold a public meeting to allow the public to speak to Council about the proposed by-law. The public meeting must be held at least 15 days after the open house is held. Notice of both the open house and public meeting must be issued 30 days prior to each event. The by- law must be passed no later than May 1 in the year before the year of the election (e.g. May 1, 2017 for the 2018 election).

A considerable amount of time and election funding would have to be dedicated to public education and resources to inform voters about this new system, as ranked balloting could lead to public confusion and increase the number of spoiled ballots in the election. It could also affect the amount of time needed to prepare and test the voting system in advance of the election. A ranked ballot would look different than a composite ballot and may require a voter to use multiple ballots. In order to be transparent with voting results, the Clerk would have to report more detailed information in addition to the number of ballots used (declined/rejected ballots/first round results and subsequent rounds/exhausted ballots, etc.). The requirement for this additional detail could cause time delays in the reporting of elections results.

Nomination Period and Process The nomination period has been reduced from 37 weeks to 13 weeks, with the opening of nominations occurring on May 1, 2018 and ending on the 4th Friday in July (July 27, 2018). Candidates will be required to obtain 25 endorsement signatures from eligible electors, with the following stipulations:  The 25 endorsement signatures must be provided at the time a candidate files his/her nomination paper.  A person providing an endorsement must be eligible to vote for the office on the day that the person endorses the nomination.  Individuals will be permitted to endorse more than one nominee. Endorsements will be in the form of a prescribed declaration (not defined yet);  The nominee may file for a different office on the same council (withdrawing previous nomination) without pursuing further endorsement.

The Act has also been amended to clearly indicate that a candidate is eligible to be nominated for an office in any ward of the municipality – and not just the ward in which they reside. While this is not a change, given the number of inquiries the Ministry had received about this matter, the Act was amended to clarify that a candidate may run in a ward in which they do not live.

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Page 101 of 133 Campaign Finance

 Corporations and trade unions are no longer eligible to contribute to municipal election campaigns;  Candidates will be required to inform contributors of contribution limits;  After the 2018 Election, campaign deficits will not be carried forward from previous campaign;  A candidate will not have to open a bank account if they do not raise or spend money;  A candidate may now resubmit a financial statement to correct an error up until the filing deadline;  Clerk to release report naming candidates in default;  Nomination fee now refunded only if Financial Statement is filed on time’  30 day “grace period” for filing a Financial Statement and $500 late filing fee (no refund of Nomination Fee)

Third Party Advertising

 A third party advertisement is a message in any medium (billboard, newspaper, radio, etc.) that supports or opposes a candidate OR a “yes” or “no” vote on a question on the ballot. Third party advertising does not include issues-based advertising so groups that do public outreach can continue their issue-based advocacy work throughout the municipal election period.  Advertising that does not cost money to post or broadcast, such as comments made on social media, will not be considered to be third party advertising.  Individuals, corporations and unions can register as third party advertisers and make contributions to third party advertisers. Third party advertisers will need to register with the municipality where they want to advertise. If they want to advertise in more than none municipality, they have to register in each municipality.  Registration allows a third party advertiser to promote or oppose any candidate that the electors in the municipality can vote for (local council, school board trustee positions and regional or county council offices).  Third party advertising must be done independently of candidates who are not able to direct a third party advertiser. Candidates are not able to register as third party advertiser.  Rules for registration of third party advertisers, handling contributions, spending and contribution limits and financial reporting are similar to those for candidates. Corporations and trade unions will be permitted to make contributions to third party advertisers, but will not be permitted to make contributions to candidates.

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Page 102 of 133 Clerk’s Authority

Changes to Municipal Election Act will provide greater administrative discretion and independence to the Clerk. The following matters, some of which previously required Council approval, will now be entirely under the discretion of the Clerk.

 Establish advance voting dates, locations and hours (by-law required in the past);  Management of the voters list, including removal of deceased persons, additions of new electors and amendments to existing electors, as well as, the method by which additions, amendments and deletions are completed;  Determine whether electronic filing of financial statements will be permitted and any conditions or lists associated;  Review financial statements and identify and report on contributions made to candidates and third party registrants in excess of established limits and refer report to Compliance Audit Committee.

Election Signs and Advertising

 An election campaign advertisement will be defined as an advertisement in any broadcast, print, electronic or other medium that has the purpose of promoting or supporting the election of a candidate;  Candidates must now include language on their signs/in their ads to make clear who is responsible for the messaging;  Broadcasters and publishers will be prohibited from causing an election campaign advertisement to appear if the candidate’s name, as well last he name, business address and telephone number of the individual who deals with the broadcaster or publisher hasn’t been provided. Broadcaster must retain this information for four (4) years).  Tenants in apartments/condo etc. now have the right to display campaign signs, subject to the condo corporation’s/landlord’s right to limit size, etc.  Municipalities will have the authority to remove advertisement or discontinue advertising if contraventions of the provisions occur.

Recounts

 Additional reporting information about Election Results is required with ranked ballots.  Section 28 of the Regulation provides: As soon as possible after voting day, the clerk shall make the following information about the election for an office available to the public on a website or in another electronic format:  1. The number of ballots cast.  2. The number of ballots that were declined.  3. The number of ballots in which the votes for the office were rejected.  4. The threshold calculated under section 19 for the office.

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Page 103 of 133  5. The number of votes cast for each candidate at the first round of vote counting.  6. The results of each round of vote counting, including the number of votes received by each continuing candidate for the round and the number of exhausted ballots.

Accessibility Plan and Reporting Clerks will be required to prepare accessibility plans to identify, remove and prevent barriers that could affect voters and candidates with disabilities. The plan must be available to the public before voting day. The Clerk’s Report to Council after voting day about the identification, removal and prevention of barriers (not a new requirement) must also be made available to the public.

Budget Implications: Increased administrative costs are anticipated based on the following:  Paper ballot production costs will be substantially increased based on the size and number of ballot faces requires for each voter, as well as, in anticipation of more spoiled ballots and replacements needed;  Additional staff will be needed to support research, planning and implementation ranked voting with new processes and audit procedures;  Extensive public education will be needed to inform and assist voters and this will require additional staff, as well as promotional materials and communication  Additional Election Officials will be needed to assist voters who are unclear on the new voting method and to ensure wait times are not increased;  Additional training will be required on all Election Officials to ensure that they are knowledgeable on ranked balloting and can assist voters.

Sources: AMCTO, MMAH

Next Steps: Reports and draft by-laws to be provided to Council regarding the use of Ranked Ballots and Alternative Voting Methods @ the March and April meetings of Council.

Prepared by: Joanne MacNeill, Acting Clerk Approved by: David King, Interim CAO

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Page 104 of 133

UNAPPROVED MINUTES – FIRST MEETING SUDBURY & DISTRICT BOARD OF HEALTH SUDBURY & DISTRICT HEALTH UNIT, BOARDROOM THURSDAY, JANUARY 19, 2017, AT 1:30 P.M.

BOARD MEMBERS PRESENT

Maigan Bailey Janet Bradley Jeffery Huska Robert Kirwan René Lapierre Richard Lemieux Paul Myre Ken Noland Rita Pilon Mark Signoretti Carolyn Thain

BOARD MEMBERS REGRETS

Stewart Meikleham

STAFF MEMBERS PRESENT

Megan Dumais Nicole Frappier Stacey Laforest Rachel Quesnel Dr. P. Sutcliffe

R. QUESNEL PRESIDING

1.0 CALL TO ORDER

The meeting was called to order at 1:30 p.m.

i) Letter from the Sudbury & District Board of Health Chair to the Minister of Health and Long-Term Care dated December 21, 2016, Recommending Reappointment for Sudbury & District Board of Health member, J. Bradley

The Public Appointments Secretariat has been notified of J. Bradley’s interest in a reappointment as a provincial appointee on the Sudbury & District Board given her term expires February 21, 2017. A letter of support for her reappointment has been submitted by the Board Chair.

2.0 ROLL CALL

3.0 REVIEW OF AGENDA / DECLARATIONS OF CONFLICT OF INTEREST

There were no declarations of conflict of interest.

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4.0 ELECTION OF OFFICERS

APPOINTMENT OF CHAIR OF THE BOARD

Following a call for nominations for the position of Chair of the Board, René Lapierre was nominated.

There being no further nominations, the nomination for the Sudbury & District Board of Health Chair for 2017 was closed. R. Lapierre accepted the nomination. The following was announced:

THAT THE Sudbury & District Board of Health appoints René Lapierre as Board for the year 2017.

R. LAPIERRE PRESIDING

APPOINTMENT OF VICE-CHAIR OF THE BOARD

Following a call for nominations for the position of Vice-Chair of the Board, Jeffery Huska was nominated.

There being no further nominations, the nomination for the Sudbury & District Board of Health Vice-Chair for 2017 was closed. Jeffery Huska accepted his nomination. The Board Chair announced:

THAT the Sudbury & District Board of Health appoints Jeffery Huska as Vice-Chair for the year 2017.

APPOINTMENTS TO THE BOARD EXECUTIVE COMMITTEE

Following a call for nominations for three positions of Board Member at Large to the Board Executive Committee, Paul Myre, Janet Bradley, Mark Signoretti, and Ken Noland were nominated.

There being no further nominations, the nominations for the Board Executive Committee for the year 2017 was closed. The four nominees accepted their nominations. A paper vote was conducted and results handed to the Chair. The Chair announced:

THAT the Sudbury & District Board of Health appoints the following individuals to the Board Executive Committee for the year 2017:

1. Paul Myre, Board Member at Large 2. Janet Bradley, Board Member at Large 3. Ken Noland, Board Member at Large 4. René Lapierre, Chair 5. Jeffery Huska, Vice-Chair 6. Medical Officer of Health/Chief Executive Officer 7. Director, Corporate Services 8. Secretary Board of Health (ex-officio)

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APPOINTMENTS TO THE FINANCE STANDING COMMITTEE OF THE BOARD

Following a call for nominations for three positions of Board Member at Large to the Finance Standing Committee of the Board, Carolyn Thain, Mark Signoretti, and Paul Myre were nominated.

There being no further nominations, the nominations for the Finance Standing Committee of the Board for the year 2017 was closed. The three nominees accepted their nominations. The Chair announced:

THAT the Sudbury & District Board of Health appoints the following individuals to the Finance Standing Committee of the Board for the year 2017:

1. Carolyn Thain, Board Member at Large 2. Mark Signoretti, Board Member at Large 3. Paul Myre, Board Member at Large 4. Medical Officer of Health/Chief Executive Officer 5. Director, Corporate Services 6. Manager, Account Services 7. Secretary Board of Health

5.0 DELEGATION / PRESENTATION

i) No Time to Wait: Healthy Kids in the Sudbury and Manitoulin Districts Report Card Progress Update - Paula Ross, Public Health Nutritionist, Nutrition Physical Activity Action Team, Health Promotion Division

Today’s presentation was to provide Board members with an update on the progress the SDHU has made over the last three years since the release of its No Time to Wait: Healthy Kids in the Sudbury and Manitoulin Districts Report Card in 2013 and to highlight next steps. Copies of the 2013 report card were available for the Board members next to the Boardroom display.

P. Ross began by noting that childhood obesity is a complex health issue that has major implications for society.

Board members were reminded that in 2012, the provincial government struck a Healthy Kids Panel (HKP) that consisted of multi-sectoral experts to inform the development of a strategy that would reduce childhood obesity in Ontario by 20% over five years. The SDHU was extremely proud to have Dr. Sutcliffe participate on the HKP as the only local public health representative. Following the release of the HKP recommendations in 2013 which included a comprehensive three-pronged strategy, the SDHU undertook a process of self-reflection and evaluated its efforts and actions against the HKP recommendations through a Healthy Kids in Sudbury and Manitoulin Districts report card with a resulting Grade B.

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Key SDHU actions that have taken place since the release of this local report card were outlined. These focus on starting all kids on the path to health, changing the food environment, and creating healthy communities. In order to have the greatest positive impact on child health, concerted, coordinated and collaborative efforts across all sectors of society have been important.

Over the next 2-3 years, the SDHU will continue to work with community partners and encourage their involvement in a community wide evaluation that will be more comprehensive and inclusive.

Questions were entertained and P. Ross was thanked for her presentation.

6.0 CONSENT AGENDA

There were no consent agenda items identified for discussion.

i) Minutes of Previous Meeting a. Eighth Meeting – November 24, 2016 ii) Business Arising From Minutes None iii) Report of Standing Committees None iv) Report of the Medical Officer of Health / Chief Executive Officer a. MOH/CEO Report, January 2017 v) Correspondence a. Association of Municipalities of Ontario (AMO) and Alcohol Policy - Correspondence from the Northwestern Health Unit to alPHa dated November 1, 2016 b. 2016 Ontario Public Health Standards Modernization Review - Letter from the Board of Health for Grey Bruce Health Unit to the Ontario Public Health Standards Modernization Committee and Executive Steering Committee dated November 25, 2016 c. Bill 5 – Greater Access to Hepatitis C Treatment Act, 2016 - Letter from the Board of Health for Peterborough Public Health to the Minister of Health and Long-Term Care dated November 28, 2016

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d. Oral Health Programs for Low-Income Adults and Seniors - Letter from the County of Lambton Board of Health to the Minister of Health and Long-Term Care dated December 8, 2016 e. Nutritious Food Basket - Email from the Premier of Ontario to Dr. Sutcliffe dated November 22, 2016 - Letter from the North Bay Parry Sound District Board of Health to the Ministers of Health and Long-Term Care, Community and Social Services as well as Housing, Poverty Reduction Strategy dated November 25, 2016 - Letter from the Durham Region Health Unit to the Premier of Ontario dated December 14, 2016 - Letter from the Township of Nairn and Hyman to the Premier of Ontario dated December 16, 2016, supporting the Sudbury & District Board of Health motion 50-16 f. Student Nutrition Programs - Letter from the Durham Region Health Unit to the Prime Minister dated December 14, 2016 g. Marketing of Food and Beverages to Children, Support for Bill S- 228 and Bill C-313 - Letter from the Durham Region Health Unit to the Prime Minister dated December 14, 2016 - Letter from Huron County Board of Health to the Federal Health Minister dated December 8, 2016 - Letter from Middlesex-London Board of Health to the Federal Minister of Health dated December 13, 2016 h. alPHa Update for 2017 i. Email and 2017 alPHa Update from the North East regional representative on the Board of Health Executive/alPHa Board of Directors i. Manitoulin Drug Strategy i. Letter from the Municipality of Central Manitoulin to the Sudbury & District Health Unit dated November 29, 2016 j. Health Hazards of Gambling i. Letter from the North Bay Parry Sound District Board of Health to the Minister of Health and Long-Term Care dated December 5, 2016

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k. Immunization Program Funding i. Letter from the Huron County Board of Health to the Minister of Health and Long-Term Care dated January 5, 2017

vi) Items of Information a. alPHa Information Break December 8, 2016 January 10, 2017 b. 2016 Financial Controls Checklist c. Report: Board Learning and Information Session, Strengthening Indigenous Relationships November 9, 2016

01-17 APPROVAL OF CONSENT AGENDA Moved by Myre – Lemieux: THAT the Board of Health approves the consent agenda as distributed. CARRIED

It was clarified that the financial control checklist was introduced by the Ministry as part of the 2015 Program Based Grant (PBG) process and submitted with the Board Chair’s signature along with our 2015 PBG request. For 2016, the checklist was requested as part of our quarterly financial reporting. New to the process is the requirement to insert on the form the date of the Board meeting at which it is shared.

The objective of the checklist per Ministry is to provide boards of health with an informative tool to be assured of key internal controls. The financial controls checklist deals mainly with the day-to-day operating financial processes of the organization. It helps provide the board assurance that the organization has adequate financial controls in place and practice. It is being shared for the Board’s information and will be brought forward to the next Board Finance Standing Committee in the context of its discussion of the organization’s management financial policies and practices.

Board members are pleased to see the ongoing advocacy taking place throughout the province as it relates to all aspects of the nutritious food baskets.

Dr. Sutcliffe clarified that the immunization rates referenced in the January Board report are not lower than the numbers reported at the same time last year. End of season will be also be compared with last year’s end of season.

7.0 NEW BUSINESS

i) Sudbury & District Board of Health Meeting Attendance - Summary – 2016

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The Board attendance summary is shared with the Board on an annual basis for review and information and makes reference to the relevant Board policies. It was clarified that there is currently one provincial appointment vacancy.

ii) Board Survey Results from Monthly Board Meeting Evaluations - 2016 Evaluation Summary Results A roll up of the evaluation results from the regular Board meetings in 2016 is shared for information and discussion. There were no questions or discussion.

iii) 2016 Board Annual Self-Survey Results - 2016 Board Self-Evaluation Summary Results Every year, Board members are asked to complete a board self-evaluation survey which covers three components: 1. Individual Performance Compliance with Individual Roles and Responsibilities as a Board of Health member 2. Board of Health Processes Effectiveness of Policy and Process 3. Overall Performance of the Board of Health Results are shared with the Board for information and discussion. There were no questions or discussion.

iv) Electronic Cigarettes Act

Dr. Sutcliffe noted that the proposed motion includes some background and has similar principles to the disclosure of tobacco-related enforcement activity.

02-17 INCLUSION OF ELECTRONIC CIGARETTES ACT VENDOR CONVICTIONS WITHIN EXPANSION OF PROACTIVE DISCLOSURE SYSTEM Moved by Lemieux – Myre: WHEREAS the Minister of Health and Long- Term Care has requested that all boards of health make transparency a priority objective in business plans and develop reporting practices to make information readily available to the public; and

WHEREAS the Sudbury & District Board of Health is committed to public transparency; and

WHEREAS the Sudbury & District Board of Health endorsed motion 36-15 (Expansion of Proactive Disclosure System) at its September 17, 2015, meeting; and

WHEREAS, inclusion of enforcement-related activities pertaining to the Electronic Cigarettes Act (2015), would further improve transparency by enhancing public access to inspection findings;

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THEREFORE BE IT RESOLVED THAT the Sudbury & District Board of Health endorse the inclusion of enforcement-related activities pertaining to electronic cigarette vendors within the expanded proactive disclosure system; and

THAT the following be the Board policy on the release of enforcement and inspection information pertaining to the Electronic Cigarettes Act: 1. Charges: Statistical information on charges (i.e. no identifying information) is released to the Sudbury & District Board of Health at its regularly scheduled meetings. 2. Convictions: Convictions related to electronic cigarette vendor infractions are posted on the Sudbury & District Health Unit website as soon as possible following the conviction and for a period of 12 months from the date on which the conviction was rendered. 53. Requests for information not posted on website: Requests for information not posted on the website are considered on an individual basis in accordance with Health Unit policy and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Protection Act (PHIPA); and

FURTHER THAT Board of Health Disclosure Information Sheet F-IV-10 be correspondingly updated. CARRIED with friendly amendment

v) Anti-Contraband Tobacco Campaign - Slide Deck by the Physicians for Smoke-Free Canada - Algoma Board of Health Anti-Contraband Tobacco Campaign Resolution 2016-109 dated November 23, 2016

Dr. Sutcliffe noted that dense slides developed by the Physician for Smoke-Free Canada are being shared to inform the Board of the work that has been done in this area. The Algoma Board’s resolution is also attached to today’s agenda package.

Dr. Sutcliffe described the impacts of contraband tobacco campaigns and strategies from the tobacco industry.

03-17 ANTI-CONTRABAND TOBACCO CAMPAIGN Moved by Myre – Lemieux: WHEREAS the Sudbury & District Board of Health has reviewed information indicating that recent anti-tobacco contraband campaigns from the National Coalition Against Contraband Tobacco and the Ontario Convenience Store Association were supported

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by the tobacco industry with the intention of blocking tobacco excise tax increases and regulation of tobacco products generally; and

WHEREAS Ontario municipalities including the City of Greater Sudbury have endorsed such campaigns without being informed of tobacco industry support; and

WHEREAS municipalities within the SDHU service area are longstanding advocates for measures to protect the public from exposure to environmental tobacco smoke;

THEREFORE BE IT RESOLVED THAT the Sudbury & District Board of Health advise area municipalities of this information and urge municipalities to not endorse tobacco industry supported campaigns; and

FURTHERMORE THAT this resolution be shared with municipal councils, local MPPs, the Ontario Ministry of Finance, the Association of Local Public Health Agencies, Ontario public health units, and the Ontario Campaign for Action on Tobacco. CARRIED vi) Cannabis Regulation and Control - Letter from the Simcoe Muskoka District Health Unit to the Minister of Health and Long-Term Care dated December 15, 2016

Dr. Sutcliffe noted that there is the ability within the current legislative regulations to prescribe certain substances for which regulations would be applicable. The proposed motion advocates that these would be subject to the same restrictions as tobacco. It is felt to be an important control measure to protect health.

Discussion ensued regarding the possibility of municipalities establishing municipal by-laws prior to provincial measures being put in place, similar to the municipal tobacco by-laws being put in place prior to having provincial laws.

Further questions were entertained and the Board consented to a friendly amendment to include municipalities as community partner in the last paragraph.

04-17 CANNABIS REGULATION AND CONTROL Moved by Thain – Pilon: WHEREAS the Final Report of the Task Force on Cannabis Legalization and Regulation, A Framework for the Legalization and Regulation of Cannabis, recommended to the federal government that

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current restrictions on public smoking of tobacco products be extended to the smoking of cannabis products and to cannabis vaping products; and

WHEREAS the recently amended Smoke Free Ontario Act permits certain products and substances to be prohibited under the regulatory framework of the Act; and

WHEREAS Sudbury & District Board of Health motion #54-15 called for a public health approach to the forthcoming cannabis legalization framework, including strict health-focused regulations to reduce the health and societal harms associated with cannabis use; and

WHEREAS a public health approach focuses on high‐risk users and includes strategies such as controlled availability, age limits, low risk use guidelines, pricing, advertising restrictions, and general and targeted prevention initiatives and allows for more control over the risk factors associated with cannabis‐related health and societal harms; and

WHEREAS by prohibiting the smoking of all cannabis in all places where the smoking of tobacco is prohibited, children, youth and adults in our communities will result in reduced public and second-hand exposure to cannabis;

THEREFORE BE IT RESOLVED THAT the Sudbury & District Board of Health call for the inclusion of marijuana (medicinal and recreational) as a prescribed product or substance under the Smoke Free Ontario Act; and

FURTHER THAT this resolution be shared with the Honourable Prime Minister of Canada, local Members of Parliament, the Premier of Ontario, local Members of Provincial Parliament, Minister of Health and Long-Term Care, Federal Minister of Health, the Attorney General, Chief Medical Officer of Health, Association of Local Public Health Agencies, Ontario Boards of Health, Ontario Public Health Association, the Centre for Addiction and Mental Health, and local community partners, including constituent municipalities. CARRIED with friendly amendment

vii) Sugar Sweetened Beverages and Menu Labelling - Position of Dietitians of Canada – Taxation and Sugar-Sweetened Beverages, February 2016

The proposed motion is a call to endorse a well researched position paper that addresses the impact of sugar-sweetened beverages on children. The motion also speaks to the effective practice of taxation and positive impacts of policies which aim

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to decrease the consumption of sugar-sweetened beverages. The position statement effectively addresses potential critiques of increased taxation.

It was acknowledged that this is only one element of a comprehensive strategy that needs to be put in place to address obesity and, for today’s motion, childhood obesity. Dietitians chose to develop this specific position statement knowing other strategies are as important and also being explored. It was pointed out that the Healthy Kids Community Challenge (HKCC) places a strong emphasis on the use of community water.

Dr. Sutcliffe referenced the Ontario Public Health Standards which establish the minimum requirements for fundamental public health programs and services to be delivered by Ontario's 36 boards of health. It is unknown whether the current review for the modernization of the OPHS will expand its reach to include elder programs/services.

05-17 SUPPORT FOR THE POSITION OF DIETITIANS OF CANADA ON TAXATION AND SUGAR-SWEETENED BEVERAGES AS PART OF A COMPREHENSIVE HEALTHY EATING APPROACH Moved by Pilon – Noland: WHEREAS obesity results from a complex interaction of many factors including genetic, social and environmental; and

WHEREAS 32% of Canadian children and youth have excess weight or obesity; and

WHEREAS intake of sugar-sweetened beverages is one of the dietary factors leading to increased rates of overweight and obesity; and

WHEREAS children with high intakes of sugar sweetened beverages are 55% more likely to have obesity or excess weight in comparison to those with low intakes; and

WHEREAS available evidence suggests that policy efforts which decrease the consumption of sugar sweetened beverages have the potential to positively impact the health of Canadians; and

WHEREAS the Dietitians of Canada position statement on Taxation and Sugar-Sweetened Beverages identifies sugar-sweetened beverage taxation as a public health intervention with potential positive health impact, especially when combined with further policy efforts; and

WHEREAS Dietitians of Canada recommends that an excise tax of at least 10-20% be applied to sugar sweetened beverages sold in Canada; and

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WHEREAS a number of influential Canadian national organizations support a tax on sugar sweetened beverages including the Association of Local Public Health Agencies, the Childhood Obesity Foundation, Heart and Stroke Foundation of Canada, Chronic Disease Prevention Alliance of Canada, and the Canadian Diabetes Association;

THEREFORE BE IT RESOLVED THAT the Sudbury & District Board of Health endorse the Position of Dietitians of Canada on Taxation and Sugar- Sweetened Beverages, and urge the federal government to implement an excise tax on sugar-sweetened beverages; and

FURTHER THAT copies of this motion be shared with key provincial and national stakeholders. CARRIED

8.0 ADDENDUM

06-17 ADDENDUM Moved by Noland – Pilon: THAT this Board of Health deals with the items on the Addendum. CARRIED DECLARATION OF CONFLICT OF INTEREST

There are no declarations of conflict of interest.

i) Basic Income Pilot Survey Board members are invited to complete the public consultation survey to reiterate the SDHU’s strong support for the Ontario basic income pilot.

ii) Public Health Expert Panel - Letter from the Minister of Health and Long-Term Care dated January 18, 2017 - Minister’s Expert Panel on Public Health Mandate - Expert Panel on Public Health: Panel Member Biographies

On January 28, 2017, the Minister of Health and Long-Term Care announced the establishment of the Public Health Expert Panel, its mandate and membership.

Dr. Sutcliffe recapped the events since the Patients First: Action Plan for Health Care was released in December 2015 which led to the passing of Bill 41: The Patients First Act, 2016.

There are 16 workstreams at the provincial level working through implementation which is expected to take place on May 1, 2017. Dr. Sutcliffe participates on the Public

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Health Work Stream which is examining the Patients First Act as it relates to Boards, MOH and linkages with the LHIN.

One of four pillars of the Patients First initiative related to strengthening connections between population and public health and the rest of our health system, and establishing the expert panel on public health. The work of the Public Health Expert Panel will include a review of various operational models for the integration of public health into the broader health system and the development of options and recommendations that will best align with the principles of health system transformation, enhance relationships between public health, LHINs and other public sector entities and improve public health capacity and delivery.

The Minister has defined what will be within scope and out of scope for the Expert Panel which will be co-chaired by the Chief Medical Officer of Health.

Questions were entertained and the Board commented that it is unfortunate that the Expert Panel does not have northern Ontario representation.

9.0 IN CAMERA

07-17 IN CAMERA Moved by Bailey – Thain: That this Board of Health goes in camera. Time: 2:44 p.m. CARRIED - Labour relations or employee negotiations

10.0 RISE AND REPORT

08-17 RISE AND REPORT Moved by Noland – Bailey: That this Board of Health rises and reports. Time: 2:59 p.m. CARRIED

The Board Vice-Chair reported that one labour relations/employee negotiations item was discussed. The follow in-camera motion was entertained upon the Rise and Report:

09-17 APPROVAL OF BOARD IN-CAMERA MEETING NOTES Moved by Bailey – Noland: THAT this Board of Health approve the meeting notes of the November 24, 2016, Board in-camera meeting and that these remain confidential and restricted from public disclosure in accordance with exemptions provided in the Municipal Freedom of Information and Protection of Privacy Act. CARRIED

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11.0 ANNOUNCEMENTS / ENQUIRIES

Board members were encouraged to complete the Board evaluation regarding today’s Board meeting.

The date of alPHa symposium is February 23 to 24, 2017, in Toronto. Board members interested in attending are asked to contact R. Quesnel.

12.0 ADJOURNMENT

10-16 ADJOURNMENT Moved by Myre – Lemieux: THAT we do now adjourn. Time: 2:55 p.m. CARRIED

______(Chair) (Secretary)

Page 118 of 133 Report to Municipal Council

Meeting Date: Report Date: February 15, 2017 February 7, 2017 Decision Requested: Priority: Yes High Direction Only: Type of Meeting: Open

Subject: 2017 Canada Day 150 Celebrations

Background: For several years, the Municipality of St. - Charles has planned, organized and operated Canada Day celebrations for the residents of St.-Charles and area. This year marks the 150th year celebration of Canada which falls on Saturday.

In 2016, largely because of poor weather conditions, the event was poorly attended. The cost to host the event was $9,073 which was offset by revenues of $4,241 including a $3,000 grant. Without the grant, the total cost to host this event was $6,073.

In previous years and under better weather conditions, the net cost to hold Canada day events was in the range of $7,997 in 2014 to $3,573 in 2015.

Traditional activities at the Canada Day Celebration include activities for children (bouncy castle), music (karaoke), a fish fry held by the Fire Department, and fireworks. The success of these activities /events has been very dependent on the weather and the day on which Canada Day falls (weekdays vs. long weekends).

A considerable amount of municipal staff time goes into the planning and organizing this event including reserving entertainment, purchasing liquor and fireworks, obtaining permits for food serving and alcohol sales, providing notification to local agencies e.g. OPP, Building Department, plus the setup, clean up and staff supervision during the event.

Analysis: Given that it is Canada’s 150th Birthday, it is anticipated that a larger number of communities will be hosting/organizing Canada day celebrations across the Country. Locally, it is known that the Municipalities of French River, Markstay-Warren and Killarney will be hosting celebrations and larger celebrations are planned for Timmins, Sudbury, and North Bay. The events in both Killarney and Markstay- Warren are largely run by local volunteers with little municipal involvement and the Municipality of

Page 119 of 133 French River has advised that after five years of municipal involvement in coordinating the Canada Day activities, they are re-thinking this approach due to the lack of staff resources.

Following the 2016 Canada Day celebrations, a staff report was provided to Council (see attached) with recommendations provided regarding budget and security. It is widely understood that events that offer liquor sales present a higher degree of risk for the host and its guests and a greater degree of security is required. At last year’s event, only one municipal staff person was on duty.

At this point, requests for grant funding to hold a Canada Day event have not been submitted.

Given these circumstances Council must decide on if it wants to: a) allocate staff time to plan/organize the Canada Day Celebrations; b) fund the Canada Day activities and c) allocate staff time to oversee and supervise the event.

For 2017, municipal staff has volunteered to work with a committee of volunteers to organize and run the event providing the community is prepared to step up.

Options for Council’s consideration:

1. Do not organize, host or operate a Canada Day 150 event. 2. Seek community volunteers to work in conjunction with municipal staff volunteers to host the event. 3. Turn the funding, planning, organization and delivery of the event over to a volunteer organization.(i.e. St.-Charles Fire Department)

Recommendation: Option 2: Seek community volunteers to work in conjunction with municipal staff volunteers to host the event for 2017.

Prepared by: David King, Interim CAO

Page 120 of 133 Report to Municipal Council

Meeting Date: Report Date: September 21st 2016 September 14th 2016 Decision Requested: No Priority: normal

Direction Only: Type of Meeting: Open

Report Title: 2016 Canada Day

The St.-Charles Canada Day event faced many challenges in 2016. The weather prevented the municipality from holding the usual fireworks display and the kid’s zone. Heavy rain prevented the kid’s zone supplier from setting up and the community arena could not be used to hold the kids zone. Opening the arena on Canada day would have required calling in at least 2 more employees to ensure that the arena was ready for the kid’s zone and to ensure that someone was available to address any issues that might have arisen.

Unfortunately the turnout for Canada Day was down due to the weather which impacted the revenues forecasted for this event.

Expenses Special Occasion Permit $75.00 Bar supplies $263.75 Fireworks $2992.30 Karaoke Services $625.00 Karaoke prizes $350.00 Kids Zone $4407.00 Float $700.00 LCBO order $412.96 Total $9,413.05 Harmonized Sales Tax Reimbursement -$752.12 Total Expenses = $9,073.89

Revenue Bar sales / Cash box $1241.00

Canada day grant $3,000.00

Page 121 of 133 Total $4,241.00 - 1 - Total Cost = $4,832.89

Issues for consideration in 2017

Budget A budget will need to be created and approved before any preparation for 2017 can begin. Kid’s zone reservations cannot take place until a budget is created and approved. There are considerations that must be included in deliberations for a 2017 Canada Day Event this includes security for the event. Grants cannot be applied for until a budget is completed as we need to know the contribution the municipality will put forward.

Security It is recommended that security services be budgeted for in 2017. Options for security services include off duty Ontario Provincial Police or private security companies.

Prepared by: Jonathon Condratto, Economic Development Officer

Reviewed by: David King, Interim CAO

Page 122 of 133 - 2 -

Page 123 of 133 Page 124 of 133 '| I-I'T|'F'Fl'HlPRESENTATIONS/DELEGATIONS rjhif-I-.r—I'rr.Il'-1.-Ijrrll-Fri-bPresentations/Delegations moved to the end of the Agenda to allow more time for discussion.

I. j?j-rjZONING CONFORMITY PERMITS .|a) I.4”‘QuarterI.:J.II.-Ii-.—.-,|I.2016 Zoning Conformity Permitr reportIZ.'?IuIZ'I.H-Is,presented to Board mj.-ElliCONSENT APPLICATIONS

'I'IThe Chair—--.rI-Iadvised thatH-jr a Consent Application1.:-1.-.r-—r|-I-.1:-—-|.:-|.|_be analyzed and discussed before the Planning Board. -—-I13decides whether J.-.-.|.I..--a.|.|.-I.I-.-.l-.|.u-.':IrI.|.|.-—.I.-_rIjIor not to grant Provisional Consent. Alsothat the analysis and discussion ofa Consent Application'?I-"I--I-I-I-—-I--Ii-I.lI.-I-I-II-I'i-I-'-IE-serves two purposes: first, to present to the Planning Board Iii-|.I'-I-1.-.|Jand the public the details and background_'nI to a proposedI'Iu-db‘.Consent; and—-1-J-i-—.-rdsecond, to receive comments from'I'I'l'I-'-'H'I'l"'.the public and agencies before-'-IIIII'-I|'|.-.-ha-.a Planning Board decision isej-made.

Theh.-.—-I'—rDirector of Planning advised that I-2-'I|uIIuIuI-'IuI_J-'luIuI'IZJ'-fI'Z.Notice of Application was posted in the municipal office and was -I-I-Il-f-sent by First Class Mail to-Irurx-I-I$—-I‘-ll-I-.-I-'1':the assessed owners within 60 metres of the property subjectI-?ljlu to Consent Application'-.i-I-I.II-'-&-I-1-I.II-I-‘Iand to those persons and agencies likely to have an interest in the application. '1-E—The Notices were—-rl-I-Juli.sent on December 22, 2016 (B/24/16/BRW — Randolph I.?.ir.$.h.:H'1?-Burk) being over fourteen (14) days prior to21-j-I-qthis evening's meeting. Included with1-jazI--|.-I-—.|1.|ar|.-_-the Notice was an explanation ofthe purpose and effect ofthe. proposed|.I1—.I.-I.|.I.-qConsent and a Key Map showing the —.—-.IJ|.I.I.|,.—1.&|JjI-location ofthe property. The circulation was provided in accordance-I-I—I-I'.Ii-with the provisions of TheZ'IuII"-I'IJ--Planning Act, R.S.O. 1990, Chapter""I"IJP.13.

a)i.|u|.II.I-III-|.-.u-B/24/16/BRW— Randolph Burk

No—EE“'—f—-—I—'fTIone was present from the public for questions or comments from the Board.ZI-

'-I-'I-I--IH-I-'I-I-I-I-I-I--I-:'-I-I-rThe Director of Planning summarized the application. TheI---Il—I'—'-|'-I'.I|'I-I-I-rl.purpose ofthe Application for Consent is to jl'l"Eu2Z'I-H‘-i:'-'&‘.Hhsever one (1) Residential Rural (RR)lot from the subject lands (154 Secord Road). The-I-I-j-rI—Iproposed severed J'IfIuHu‘I.'—Iu.II..‘—'-I-I.lot will be approximately 1.8 hectares (4.44 acres) in .._|.q_|lot area with a frontage of approximately 90.07 I15metres and is—-—-.zI.—p-jcurrently vacant. The proposed retained landrI.|- is to be approximately 1.79--rj-_|a.hectares (4.42 acres) in lot area with a lot.|&qIrI.'—.rI.|frontage of approximately 100.0-.|I|.|.-I1;metres, and containsJ-—-J-I,a single detached—.|.u -Jlhdwelling and I1‘:-III-ra detached garage.

I-""l"'I'-I"I'I-I'I'I'I"'f|'-I"-'H'l"I'-'-'fI'n-I'IhIl'JThe lands are located to the east ofthe realigned Highway 69, on the north side of Secord Road and the j.|.I.|.r:|.—.—.p--.-3-I-I-1-I.-.—-I.l-Zr-I.south side of Nelson Road. The parcel is located within the rural cluster of Estaire. AsIr|.|-I-nuvisible in the FR Imagery, the northerly portion ofthe property has been —JlI'-,j-I.-I,.—|.rI-.1cleared of vegetation during the constructionI IlI-III-IIJHof Highway 69.

Related applications B/03-06/15/BRWand ZBA15-02BRW were approved by the Planning Board on -—-I$.I.lI.IH.I'?—Hl.i-II--I--.March 12, 2015.|——j|.I-.-pj-.|.$——-qThose applications proposed to sever three (3) residential rural-&r—-I.I||lots from the 13subject |.q'-.-.lj|.I.1-:.grIa.——|-.j-Izj-r-rIq.rlands, create a Right-of-Way (ROW) and rezone the lands from Rural to Residential Rural to recognize the proposed use.

The'-I-E£I'-Official Plan permits*1‘-'ZI'I'iconsents for new lots that represent-I-—II-b-I.'a.-Iminor infilling

Page 125 of 133 Page 126 of 133 11. PAYMENTOF VOUCHERS .|a) ZJIJZDecember 2016

M-'-H--I-TResolution 17-004 _ BE-rj|.—-.rl-..|—_:.pj--.|,.r_ITRESOLVEDTHATthe statement of disbursements for the month ofrr...December-£_|h_.—...... 2016 in the amount ofJFFII.-I$42,580.01 to be distributedr-I.-urr and is hereby-I-qq.-1-q.-I.approved for payment.

MOVED-'“I?'l"I'BY: Heide Ralph 'I'?"I'lE-FhSECONDED BY: Ginny Rook Carried'11-'

PRESENTATIONS/DELEGATIONSin rzj a)-I CBO/DirectorE;'I'I"I.'l*I'I"l"I'I'-"'I'Iof Planning presentation on Travel Trailers

'-"5The Director-'---'--I-I--Hof Planning presented a report -.-I-I-I.--I-I-I-r.I-I‘:-II.-I-I.—?-I-I-I.ll4to the Board concerning travel trailers (copy attached) and how other municipalities deal with contraventions of the Zoning By-laws.

-"'1'-lr"I'lI""l'I‘--."I'IAl McCann, the CBOfrom the Municipalities of Killarney and-I.."l-"-I--I--Ir'-I'-St. Charles stated that RV’s(Recreationalnu] I‘-j-'lI'IZ.'IuIuZhI'l-h'IuI-'I'-IIVehicles) are not permitted unless located on Commercial properties. IfaI?'l'l""I-I'|'l-Itrailer or RV are parked on a property"1"": but--II-I-lbnot used for human-.l-I-I-I.r.|.E:'I'hhabitation, this would be tolerated.?-.-. Mr.I. -hE.I—.rI.IMcCann has had a lothi of Jr:---r-I-.l-.l---j-1-.--—-—.-I---Ir:-—,.-II.complaints from people because some property owners have two or more trailers on their property, he |.IrqI.q|.r.-.-.—had 6 orders or contravention in.1.-I.|.:.—.r-.|.IJ-I.—I.—j1J.—-I2016. A delegation of citizens attended St. Charles council meeting I—I—-Iii‘-'--Ih-Iu-Ilr.last year to protest the Zoning By-law and how it restricts-'|-I-I":-I-.-I-'-III-I‘-Itrailers on Waterfront and Rural|..'—.properties.

The three'Il|.|F|J.-lb-.'|.|.'-.I.l-Ell.-E|.jj.lI'-1.j-ICBO’sand the Director of Planning had met and discussed the areas of concern on January 9”‘,-ZIIZEITX-f—'-I2017 at the Municipal Office in Markstay. AsIJfZIa group, they do not necessarily object toI—trailersu'u'-_on I—*JI-IJu'J'JI""Iuwaterfront residential or rural properties. There'-— has to be regulations inJZPIXJJ-I-Iplace and the Sudbury District I'I-'-Health Unit"I-.l'I--I-IIwould have to be involved-.-II-I.‘-jin the process. Proof wouldI-I.l-.I'-J.|.have to be shown thatJig‘.the septic I-.-"-Irholding tanks wouldI.'.' beI pumpedII--IJ-I-'I—I-Iout by a licensed sewageI-'I"'l'l'Ihauler. A-ll-|'-I-.l-Ipermit is not required-IJ-I-' forI-Inan &hIouthouse, - -HJIbut grey water dumping would require a visit from the Sudbury District Health Unit. A$-by- —.-jl-1-.law amendment would haverI.r|-Ir:.l-J-q-rto be in place to both regulate permitrI-:.|- fees and sewageI_q.J. handling.._.§ of the L1.trailers. TheI.1|-I..|p,--—.-I-II-z|j.|,-I-.r—.|.Ij-I.-|.:-I-ICBO’shad all agreed that after a by-law is approved, it would bejust as much work as it is --.1|-I-I'J:I-.rI-.j'a.1.|-.-now to regulate but that income would be generated.ll

I'I-iflldduh-IMember Bigras stated that herji:-II-'.-.-.£'II-Isees two different issues with trailers. TheLrbrj-I-—-I-?+first being someone whojust ru-——I--I-IIbrings their trailer for —|.|.-.ru-Iu|.r|.|ul-—|.-.I:.I.-I-two weeks, the second being the person who sets up their trailer..-..'_ for theLi”whole -I-II-summer.

hi!-II-rl--I-I-I-I-.l-rI-I---I-—-'I—rIi"-I-."-Irll---I-rIZ.IMr. McCann said that trailers on site for under a week are not an issue. Ifthe trailer is there more than aI'-'iJ'-III".-‘I-'?'dweek, up to a maximum to be determined, only one trailerI?-In:-I.would be allowed. Member Schoppmann 3""'—'-—said that due to temporary-I.--.‘|'|—I-I'-.l-functions such as ball I-I.l--.l'|!-Irltournaments and fairs, one weekend would notrt be a problem.II-—-. I-1‘?-IZJFMember Sharp said that she is pro-trailer—-I-I-rlqj but they should not—-r—.1r.I.be visible from the road or- fromLII.-I-'Ithe water andIr.-I-rI.llj-they should be secondaryf-IIF'I.to a primary|—JI-_-.I.|.|.|.|.l|.-Inj-I.dwelling and setbacks have to be observed. 'I-.'-—-Trailers are not1.--I‘:-—I.IJJ-J-Iassessed for taxes, just the vacant lot-II-Lrprlthey are parked on.I-I-I.|.I_lis assessed. Trailers—-I..I are costing?'l'l'I'I'-'-tax revenues.

Page 127 of 133 Mr. McCann stated that he has 10 orders to comply with various situations. Some have waterfront access, one has five trailers on one lot, some have a primary residence and another has three trailers on a vacant lot. Member Schoppmann asked if perhaps a user fee could be instituted. Member Rook said that trailers have no septic plan and grey water cannot be dumped in a lake. Member Schoppmann asked if French River had a dumping station. Member Bigras said yes, at the Esso in Noelville. Member Schoppmann stated that St. Charles does not have a dumping station yet. Member Sharp advised that if someone wants to put a trailer on a Waterfront Residential or Rural property they should have a trailer plan in place for septic and grey water disposal.

Mr. McCann pointed out that most property owners are above board and want to do the right thing. Guest cabins are allowed on waterfront residential properties but are sometimes costly and are assessed for taxes. The homeowner is upset when the neighbour brings in an RVfor free, no building costs and not assessed for taxes.

Member Bigras thanked everyone for their comments and asked how the Board willaddress this issue. Member Sharp suggested a simple permit with requirements such as minimum lot area larger than the average waterfront lot. Mr. McCann stated that under the Zoning By-law, the trailer is considered a structure and would be included as a percentage of lot coverage.

Member Lemmon said that in the Unincorporated there was a person living in a travel trailer, built an addition and then brought in another travel trailer, the property was a real mess. The Director of Planning said that there was a process for the Unincorporated Townships for trailer contraventions and it is based on complaints received.

Member Bigras asked all of the Planning Board members to take the report back to their respective Councils and ask for opinions on the travel trailer issue. Bring these comments and opinions back to the Planning Board meeting in February.

ADJOURNMENT

Resolution: 17-005

BE IT RESOLVEDTHAT the Meeting be adjourned at 6:27 P.M.

AND THAT the next regular meeting be held on February 9th,at 5:30 P.M. at the Sudbury East Planning Board Office in Warren.

MOVED BY: Carol Lemmon SECONDED BY: Heide Ralph Carried ‘mg;/gm CHAIR M

Page 128 of 133 Page 129 of 133 BIBLIOTHEQUE PUBLIQUE ST-CHARLES PUBLIC LIBRARY January 12, 2017

Minutes of the regular Library Board meeting held at 7:00 p.m., January 12, 2017 at the St-Charles Public Library.

Present: Sheila Mehes (Chairperson) Stephanie Kutowy Noëlla Lafleur Nina Lavallée Carolyn Thain

Absent: Carole Gervais Jennifer Stilson Jim Stankovich (Councillor)

Staff: Nicole Lafontaine CEO

1. Call to order: 7:05 p.m.

2. Approval of the agenda: 17-01 Moved by: Sheila Mehes That the agenda be approved as amended. Seconded by: Stephanie Kutowy Add: Age Friendly Expo Carried

3. Pecuniary interests: none

4. Approval of the minutes: 17-02 Moved by: Noëlla Lafleur That the minutes of the meeting of December 1, 2016 Seconded by: Nina Lavallée be approved as presented. Carried

5. Delegation:

6. Standing Business:

7. Unfinished business: ▪ Second draft of MOU currently under discussion.

17-03 Moved by: Nina Lavallée To approve the 2017 Library Budget in the amount Seconded by: Stephanie Kutowy of $53,538.44. Carried

▪ Newsletter under discussion. ▪ Library will have a booth at the Senior's Expo on January 26 from 10 a.m. to 2 p.m. Lunch will be provided.

Page 130 of 133 8. New Business: 17-04 Moved by: Carolyn Thain That the 2016 Budget Surplus, once amount Seconded by: Sheila Mehes confirmed, be transferred to Library Reserves. Carried

9. Consent agenda items: Chairperson Report: • According to a survey of University of Toronto students, 49% of students prefer to read from a text and only 20% prefer online.

CEO Report: • The Book Club had it's Christmas party here on December 15. 14 people attended. • CEO will be on vacation from February 20 to 26. • CEO applied for a summer student on January 11, 2017 with Canada Summer Jobs 2017. • CEO closed the library 10 minutes early on Wednesday January 11 because of bad weather.

10. Budget Variance Report: 17-05 Moved by: Noëlla Lafleur That the Budget Variance Report (hereto attached) Seconded by: Carolyn Thain for the months of November and Preliminary Carried December, be accepted as amended.

11. Trustee Comments:

12. Next meeting is to be held February 2, 2017 at 7:00 p.m.

13. Adjournment: 17-06 Moved by: Stephanie Kutowy That the regular Board Meeting of Seconded by: Nina Lavallée January 12, 2017 be adjourned at 8:47 p.m. Carried

Page 131 of 133

THE CORPORATION OF THE MUNICIPALITY OF ST.-CHARLES

BY-LAW NUMBER 2017-03

BEING A BY-LAW TO AMEND BY-LAW NUMBER 2014-08 “BEING A BY- LAW TO ESTABLISH REMUNERATION FOR MEMBERS OF COUNCIL AND LOCAL BOARDS”

WHEREAS the Corporation of the Municipality of St.-Charles has adopted by-law 2014-08 “Being a by-law to establish remuneration for members of Council and Local Boards”;

AND WHEREAS Council deems it desirable to amend this by-law to include the following definition: “Remuneration of Council is deemed too include both the remuneration in Appendix “A” to By-law Number 2014-08 and the Per Diem described as B1.2.0 in schedule “B” to By-law Number 2012-21

NOW THEREFORE Council for the Corporation of the Municipality of St.- Charles hereby enacts as follows:

Remuneration of Council is deemed too include both the remuneration in Appendix “A” to By-law Number 2014-08 and the Per Diem described as B1.2.0 in schedule “B” to By-law Number 2012-21.

READ A FIRST TIME AND CONSIDERED READ A SECOND AND THIRD TIME AND PASSED IN OPEN COUNCIL THIS 15TH DAY OF FEBRUARY 2017.

______MAYOR

______ACTING CLERK

Page 132 of 133 THE CORPORATION OF THE MUNICIPALITY OF ST.-CHARLES

BY-LAW NUMBER 2017-02

BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL

WHEREAS the Municipality of St.-Charles deems it desirable to confirm the proceedings of Council at its:

Committee of the Whole minutes of September 7th, 2016 Regular Meeting of Council minutes of September 21st, 2016 Committee of the Whole minutes of October 5th, 2016 Regular Meeting of Council minutes of October 19th, 2016 Regular Meeting of Council minutes of November 16th, 2016 Regular Meeting of Council minutes of December 21st, 2016 Committee of the Whole minutes of January 11th, 2017 Regular Meeting of Council minutes of January 18th, 2017 Special Meeting of Council minutes of February 1st, 2017 Committee of the Whole minutes of February 1st, 2017 Regular Meeting of Council February 15th, 2017

and each motion, resolution and other action passed and taken by the Council at its said meeting, is except where their prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed.

The Mayor of the municipality and the proper officer of the Municipality are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approval where required and except where otherwise provided, the Mayor and Clerk are hereby authorized and directed to affix the Corporate Seal of the Municipality to all such documents.

READ A FIRST TIME AND CONSIDERED READ A SECOND AND THIRD TIME AND PASSED IN OPEN COUNCIL THIS 15th DAY OF FEBRUARY 2017.

______MAYOR

______ACTING CLERK

Page 133 of 133