THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY REGULAR COUNCIL MEETING AGENDA Meeting Place: Municipal Office, 85 Bay Street, Barry's Bay TUESDAY, FEBRUARY 18, 2020 4:00 p.m.

Note to the Public - submissions received from the public, either orally or in writing may become part of the public record/package. As of February 16, 2016 all Committee and Council meetings will be recorded and will be available to be listened to on the Township website www.madawaskavalley.ca on the Minutes page Please mute all electronic devices during meetings. Page

1. Call to Order

2. National Anthem

3. Adoption of the Agenda

3.1 Tuesday, February 18, 2020 RECOMMENDATION: THAT the Regular Council Meeting Agenda for Tuesday, February 18, 2020 be approved as presented.

4. Disclosure of Pecuniary Interest

5. Mayor's Address

6. Delegations and Presentations

6.1 Mayor's Appreciation Award - Combermere and Area Recreation Committee

7. Confirmation of the Minutes

9 - 17 7.1 Regular Council Meeting Minutes - December 17, 2019

RECOMMENDATION: THAT the Regular Council Meeting Minutes for December 17, 2019 be approved as presented.

19 - 32 7.2 Council In Committee Meeting Minutes - January 14, 2020

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RECOMMENDATION: THAT the Council In Committee Meeting Minutes for January 14, 2020 be approved as presented. RECOMMENDATION: THAT Council approve the following recommendations from the Council in Committee Meeting for January 14, 2020: Operations: Water and Wastewater and Facilities 1. THAT Council in Committee recommend to Council to accept the CAO/Clerk OCWA expenditures update report as information pertaining to approved expenditures totalling $13,724.38. (Invoices 120185,120186,120189,118055,118058,118060,118059,118061,118063) 2. THAT the Council in Committee recommend that Council approve the Draft Services Agreement presented by the Ontario Clean Water Agency (OCWA) for the provision of services of management, operations and maintenance for the Barry’s Bay Water Treatment Facility, Water Distribution System, Wastewater Treatment Facility and Wastewater Collection System for 5 years; AND THAT the billing structure be a Cost-Plus Structure; AND THAT the Operations Estimate for the Water System is $191,625 and the Operations Estimate for the Wastewater System is $248,180; AND FURTHER THAT the Township of Madawaska Valley proceed with the Rate Setting and Analysis & Financial Plan Update as presented and Provincially mandated at a cost of $15,000 to be billed over 5 years; AND THAT a management fee of $111,778 for the first year of the initial term plus a yearly CPI adjustment starting the 2nd year; AND FURTHER THAT the Township of Madawaska Valley proceed with the Condition Assessment and Comprehensive Capital Planning studies in order to enhance the accuracy of future asset management planning at a cost of $35,000 with this to be funded from the Modernization Fund; AND FURTHER THAT the Township of Madawaska Valley proceed with the partnership with GM BluePlan and OCWA to develop a comprehensive Asset Management Plan in accordance with O.Reg. 588/17 to ensure legislative compliance at a cost of $50,000 with the project to be funded by the Unallocated Reserve Fund as originally budgeted in 2019 to be billed over 5 years.

RECOMMENDATION: THAT Council approve the following recommendations from the Council in Committee Meeting Minutes for January 14, 2020: Recreation and Community Development 1. THAT Council in Committee accept the Community Resource Centre Game ON Report as information; AND THAT Council in Committee recommend Council allow the Community Resource Centre access and use of the PJYCC upstairs lounge on March 17, 2020, for a March Break Day Camp. 2. THAT Council in Committee direct staff to invite a representative

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from each committee to review with staff their terms of reference or memorandum of understanding and bring to Council any recommendations and draft changes that result from the review. 3. THAT Council in Committee recommend to Council that direction is given to staff to investigate a volunteer plan concept and provide a report for Council to review.

RECOMMENDATION: THAT Council approve the following recommendations from the Council in Committee Meeting Minutes for January 14, 2020: Finance and Administration 1. THAT Council in Committee recommends that Council receive the Treasurer's Statement on Cash in Lieu of Parkland as required under Section 42 of the Planning Act, R.S.O. 1990, Chapter P.13, be received as information; AND THAT the Statement be made available to the public on the Municipal website and/or upon request. 2. THAT Council in Committee recommend to Council to approve the proposed advertisement, identical to 2019, with the Royal Canadian Legion Command for $570.00 (including HST). 3. That Council in Committee recommend to Council to support the City of Woodstock on their call for a harmonized ban of single-use plastic-handled shopping bags across the Province.

33 - 35 7.3 Public Meeting Minutes - January 14, 2020

RECOMMENDATION: THAT the Public Meeting Minutes from January 14, 2020 be approved as presented.

37 - 39 7.4 Special Council Meeting Minutes - January 24, 2020 RECOMMENDATION: THAT the Special Council Meeting Minutes of January 24, 2020 be approved as presented.

41 - 44 7.5 Madawaska Valley Public Library Board Meeting Minutes - December 18, 2019

RECOMMENDATION: THAT the Madawaska Valley Public Library Board Meeting Minutes for December 18, 2019 be accepted as presented.

45 - 60 7.6 Council in Committee Meeting Minutes - February 4, 2020

RECOMMENDATION: THAT the Council in Committee Meeting Minutes for February 4, 2020 be accepted as presented. RECOMMENDATION: THAT Council approve the following recommendations from the Council in Committee Meeting for February 4, 2020: Operations: Roads and Waste Management 1. THAT Council in Committee recommend to Council to direct staff to

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initiate two Household Hazardous Waste events in 2020 with dates to be determined on the availability of the service provider. RECOMMENDATION: THAT Council approve the following recommendations from the Council in Committee Meeting for February 4, 2020: Recreation and Community Development Committee 1. THAT the Combermere Recreation Committee Meeting Minutes for January 9, 2020 be accepted as presented. 2. THAT the Barry's Bay Recreation Committee Meeting Minutes for October 9, 2019 be accepted as presented. 3. THAT the Barry's Bay BIA Meeting Minutes for October 30, 2019 be accepted as presented. 4. THAT Council in Committee accept the Downtown Mainstreet Revitalization Fund Update as information; AND THAT Council in Committee recommend to Council the Mainstreet Revitalization Additional funds required be placed in the 2020 Budget for $10,029.00. 5. THAT Council in Committee recommend to Council to continue with Porta Toilet rentals; AND THAT $5,000.00 be forwarded to budget deliberations for 2020 6. THAT Council in Committee accept the 2020 Family Recreation Activities and Events report as information. AND THAT Council in Committee recommend to Council to allow a Bon Fire on Municipal Property at 65 Arena Rd - Murray Bros Memorial Ball Field Parking Lot on February 15, 2020 from 4-7pm with MV Fire Department Volunteers Present; AND THAT Council in Committee direct staff that events with expenses over $500.00 proceed as cost recovery and charge a fee per person or per family (these costs will vary) and other events under this amount will be free for participants. 7. THAT Council in Committee accept the Grants Update 2020 Report as information; AND THAT Council in Committee direct staff to post for summer positions as listed for the 2020 summer season; AND THAT Council in Committee direct staff to apply for the "The Canadian Dermatology Association Shade Structure Grant Program" for up to three shade structures to be installed in MV beach locations. 8. THAT Council in Committee recommend to Council to accept the Donation Request from the BIA for the May 16, 2020, Bay Day Event as presented. 9. THAT Council in Committee recommend to Council to accept the Donation Request for the Terry Fox Run, September 20, 2020 as presented. RECOMMENDATION: THAT Council approve the following recommendations from the Council in Committee Meeting for February

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4, 2020: Finance and Administration 1. THAT Council in Committee recommends that Council approves the appointment of Project Manager to Andrew Peplinski for the Municipal Office Building Renovation Project. 2. THAT Council in Committee recommend to Council that they provide the operating installments of $18,500.00/month to the Madawaska Valley Public Library until the Township of Madawaska Valley 2020 Budget has been passed. 3. THAT Council in Committee recommend that Council accept the Municipal Website Report as information; AND THAT staff proceed with upgrades with the Municipality's current website provider at an estimated cost of $9,980.00 for the creation of a new AODA compliant accessible website funded by the Computer Software/Planning Reserve. 4. THAT Council in Committee recommend Council support the resolution from The Town of Deep River regarding the development of small modular reactor technology as a safe, low-carbon energy option.

8. Business Arising from the Minutes

9. Municipal Reports

61 - 66 9.1 Parole Office Relocation THAT Council accept the CAO/Clerk report "Parole Office Relocation" as information AND THAT Council grant approval for the CAO/Clerk to sign the Sublease Agreement between the municipality and Helen Benn to allow the Parole Office to operate from 43 Dunn Street at the Natural Health Centre effective Tuesday March 3, 2020. AND THAT By law 2015-13 be amended and brought back for Council approval which will include the new agreement as "Appendix A" and the Sublease Agreement as "Appendix B."

10. Standing Committees

11. By-Laws

67 - 109 11.1 By-Law 2020-12 RE: Authorizing the entering into and execution of a Services Agreement with Ontario Clean Water Agency for the operation of the Water and Wastewater Systems RECOMMENDATION: THAT By-Law 2020-12 Being a By-Law to authorize the entering into and the execution of a Services Agreement, between Ontario Clean Water Agency/Agence

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Ontarienne Des Eaux, and The Corporation of the Township of Madawaska Valley, with respect to the operation and maintenance services of the Barry’s Bay Water Treatment Facility, Water Distribution System, Wastewater Treatment Facility and Wastewater Collection System be given third and final reading this 18th day of February 2020.

111 - 116 11.2 By-Law 2020-15 RE: Acquisition and Dedication of Parts of Lots 2 and 3, Concession 9, designated as Parts 1 and 2 on Reference Plan 49R-19495, geographic Township of Radcliffe (Chippawa-Parcher Road) from Combermere Lodge Limited.

RECOMMENDATION: THAT By-Law 2020-15 Being a by-law to acquire and dedicate land as a public highway be given first and second reading this 18th day of February 2020.

RECOMMENDATION: THAT By-Law 2020-15 Be given third and final reading this 18th day of February 2020.

117 - 118 11.3 By-Law 2020-16 RE: Temporary Road/Street Closures on Saturday, May 16th, 2020 - Bay Day Event

RECOMMENDATION: THAT By-Law 2020-16 Being a By-Law to close to vehicular traffic on a temporary basis highways/streets or portions thereof under the jurisdiction of Council for such social, recreational, community or athletic purpose or combination of such purposes be given first and second reading this 18th day of February, 2020.

RECOMMENDATION: THAT By-Law 2020-16 Be given third and final reading this 18th day of February, 2020.

119 - 132 11.4 By-Law 2020-17 RE: Municipal Forest Fire Management Amending Agreement (By-Law Number 2015-08) effective April 1, 2020 to March 31, 2025 RECOMMENDATION: THAT By-Law 2020-17 Being a By-Law to amend the Municipal Forest Fire Management Agreement with the Ministry of Natural Resources and Forestry be given first and second reading this 18th day of February, 2020. RECOMMENDATION: THAT By-Law 2020-17 Be given third and final reading this 18th day of February, 2020.

12. Public Meeting & Planning Matters (3:00 p.m.)

13. Correspondence - Information

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14. Correspondence - Action Items

133 - 134 14.1 Letter from the Madawaska Valley Fish and Game Club - February 3, 2020 RE: Permission to Hold a Raffle in the Township

15. New Business

16. Unfinished Business

17. In-Camera

17.1 RECOMMENDATION: THAT the Meeting enter In-Camera Session to discuss matters pertaining to "the security of the property of the municipality or local board", "personal matters about an identifiable individual, including municipal or local board employees", "labour relations or employee negotiations", "advice that is subject to solicitor- client privilege, including communications necessary for that purpose", "a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organizations", Ontario Municipal Act 2001, c.25, s.239 (2)(a)(b)(d)(f)(i). 1. Regular Council Meeting Minutes - In-Camera - December 17, 2019 2. Council in Committee Meeting Minutes - In-Camera - January 14, 2020 3. Council in Committee Meeting Minutes - In-Camera - February 4, 2020 4. Solicitor advice Wishart and Law Re: Court File No.: CV-19-00082269-0000 5. Update Suzanne Hunt, Templeman, Menninga Inc. RE: Wastewater Plant Update 6. Joint Municipal Physician Recruitment Retention Committee RE: Update on Shared Municipal Employee

18. Return to Open Session

19. Confirming By-Law

135 19.1 By-Law 2020-18 RE: Confirming By-Law Council Meeting of February 18, 2020 RECOMMENDATION: THAT By-Law 2020-18 Being a By-Law to confirm the proceedings of the Council Meeting of

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the Corporation of the Township of Madawaska Valley at a Council Meeting of February 18th, 2020 be given first and second reading. RECOMMENDATION: THAT By-Law 2020-18 Be given third and final reading.

20. Adjournment

Page 8 of 135 THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY REGULAR COUNCIL MEETING MINUTES Tuesday, December 17, 2019

Kim Love, Mayor Carl Bromwich, Councillor COUNCIL Ernie Peplinski, Councillor PRESENT: David Shulist, Councillor Mark Willmer, Councillor Suzanne Klatt, CAO/Clerk Gwen Dombroski, Deputy Clerk STAFF: Hilary Kutchkoskie, Operations Manager Cory Quade, Chief Fire Official Christine Hudder, The Valley Gazette Tyler Smith-Miller, Moose FM OTHERS: Helen Benn, Paul Casssan, Wishart Law Firm (via conference call)

1. Call to Order The Meeting was Called to Order at 4:01 p.m. 2. National Anthem 3. Adoption of the Agenda 3.1 Tuesday, December 17, 2019 2019-01-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT the Regular Council Meeting Agenda for Tuesday, December 17, 2019 be approved as presented. CARRIED. 4. Disclosure of Pecuniary Interest Councillor Shulist declared a conflict of interest on a recommendation in Item 7.5 of the Recreation and Community Development portion (Heritage Cup) in the December 3, 2019, Council in Committee Meeting Minutes. 5. Mayor's Address Good afternoon everyone, On November 25th the Combermere and Area Recreation Committee held their highly anticipated, annual Yuletide Tea. Festive decorations, children’s ballet, music and song entertained the crowd until the gentleman volunteers served up tea, fancy sandwiches and Christmas treats. Congratulations to the committee and their many enthusiastic volunteers for making this evening such a wonderful kick off to the Christmas season in Madawaska Valley.

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On December 5th, Moose FM in Barry’s Bay had their food drive Radiothon for the Madawaska Valley Food Bank. About $10,000 in donations and cash were raised that day through the generosity of our community. Many thanks go to the Councillors and municipal staff who answered my challenge and donated to help others. St. Francis Valley Healthcare Foundation lit up the Railway Station with the annual Tree of Lights celebration on December 6th. This year’s campaign is raising funds to do critical upgrades to the hospital’s X-Ray Unit. Most of us take for granted that this important diagnostic tool will be there when we need it. Responsibility for funding this vital equipment lies solely with our community. I encourage everyone to show their support for great local healthcare by making a contribution to the Tree of Lights Campaign before it ends on December 31st. On Saturday December 7th, the Madawaska Valley Lions Club held their annual Santa Claus Parade in Barry’s Bay. The parade was honoured by the participation of our MP, Cheryl Gallant and MPP, John Yakabuski. Many thanks to Minister Yakabuski, Councillor Shulist, Councillor Willmer and Councillor Bromwich for helping to distribute candy and Christmas cheer along the parade route. Congratulations to the Lions Club for organizing another fun-filled parade and a wonderful children’s Christmas party at the arena afterwards. Special thanks go to Joshua Toushek, Gwen Dombroski, Allan Trebinskie, Delmar Recoskie, Randy Brotton, Clayton Pecarski, Stanley Rumleskie and Mike Phillips for their contributions to the municipality’s parade float featuring Santa and snowmen made entirely from recycled tires and materials. Well done everyone! The Warden’s Community Service Awards recognize and promote the social responsibility demonstrated by individuals and both for-profit and not-for-profit organizations that are making a difference in Renfrew County communities. Neil and Sarah Wright, owners of the Madawaska Coffee Company are the recipients of this year’s award in the Business Category. Our congratulations and thanks go to Neil and Sarah, who have demonstrated their commitment to community building through the support Madawaska Coffee Company regularly provides to local charities and not-for- profit organizations. On December 10th at the inaugural meeting of County Council, Reeve Debbie Robinson from the Township of Laurentian Valley was elected Warden for the County of Renfrew. On behalf of Council I’d like to extend our congratulations and support to Warden Robinson as she assumes this very important role at County. Our thanks and best wishes go to Mayor Jennifer Murphy who stepped down this year after three successful years as Warden. On December 11th our community came out to celebrate the career and achievements of Toni Lavigne-Conway at a special retirement party held at the Barry’s Bay Legion. As Executive Director of St. Francis Valley Healthcare Foundation, Toni’s work ethic, dedication and positive approach helped fundraise over $8 million to support healthcare services in our area. We wish Toni all the best as she embarks on her new life journey. This is the last regular Council meeting of 2019. Our next Council meeting will be held at 10:00 a.m. on January 14, 2020. On behalf of Council and municipal staff, I’d like to wish all of Madawaska Valley a very Merry Christmas and a Happy, Healthy New Year! 6. Delegations and Presentations - None

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7. Confirmation of the Minutes 7.1 Regular Council Meeting Minutes - November 19, 2019 2019-01-17 Dec 2019 Moved by: Councillor Peplinski Seconded by: Councillor Bromwich THAT the Regular Council Meeting Minutes for November 19, 2019 be approved as presented. CARRIED. 7.2 Public Meeting Minutes - November 19, 2019 2019-01-17 Dec 2019 Moved by: Councillor Shulist Seconded by: Councillor Willmer THAT the Public Meeting Minutes for November 19, 2019 be approved as presented. CARRIED. 7.3 Special Council Meeting Minutes - November 21, 2019 2019-01-17 Dec 2019 Moved by: Councillor Bromwich Seconded by: Councillor Willmer THAT the Special Council Meeting Minutes for November 21, 2019 be approved as presented. CARRIED. 7.4 Special Council Meeting Minutes - November 28, 2019 2019-01-17 Dec 2019 Moved by: Councillor Peplinski Seconded by: Councillor Shulist THAT the Special Council Meeting Minutes for November 28, 2019 be approved as presented. CARRIED. 7.5 Council in Committee Meeting - December 3, 2019 2019-01-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Bromwich THAT the Council in Committee Meeting Minutes for December 3, 2019 be approved as amended. CARRIED. 2019-02-17 Dec 2019 Moved by: Councillor Bromwich Seconded by: Councillor Willmer THAT Council approve the following recommendations from the December 3, 2019, Council in Committee Meeting Minutes: Operations: Roads and Waste Management

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1. THAT Council in Committee recommend to Council that Concession 5, Radcliffe remain as is and not maintained by the Municipality. CARRIED. 2019-03-17 Dec 2019 Moved by: Councillor Peplinski Seconded by: Councillor Willmer THAT Council approve the following recommendations from the December 5, 2019, Council in Committee Meeting Minutes: Fire and Protection and Emergency Management 1. THAT Council in Committee recommend to Council to accept Katrina Coulas as a new probationary fire fighter for the South Hall. CARRIED. Councillor Shulist declared a Conflict of Interest and left the Meeting. 2019-04-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Bromwich Recreation and Community Development Committee THAT Council approve the following recommendations from the December 5, 2019, Council in Committee Meeting Minutes: THAT Council in Committee recommend to Council to accept the donation request from Opeongo Heritage Cup as presented, requesting the minor hockey ice rental rate for their event being hosted March 27, 28 and 29, 2020. CARRIED. Councillor Shulist returned to the Meeting. 2019-05-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Bromwich THAT Council approve the following recommendations from the December 5, 2019, Council in Committee Meeting Minutes: Recreation and Community Development Committee 1. THAT the Barry's Bay Meeting Minutes for May 29, 2019 be accepted as presented. 2. THAT the Combermere Recreation Committee Meeting Minutes for November 7, 2019 be accepted as presented. 3. THAT the Lakeshore Tennis Club Financial Statement and Membership Summary (2019) be accepted as presented. 4. THAT Council in Committee recommend to Council to accept the donation request from George Vanier School for flooding their outdoor rink as presented. 5. THAT Council in Committee recommend to Council that $2500.00 be provided to the Barry's Bay Recreation Committee as seed money. CARRIED. 2019-06-17 Dec 2019 Moved by: Mayor Love Seconded by: Councillor Willmer

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THAT Council approve the following recommendations from the December 3, 2019, Council in Committee Meeting Minutes: Finance and Administration 1. THAT Council in Committee recommends to Council to approve of the submission of an application for a third party Service Delivery Review conducted by Public Sector Digest (PSD) under the Municipal Modernization Program Intake 1; AND THAT approval be given for Public Sector Digest to complete the required Expression of Interest on behalf of the municipality. 2. THAT Council in Committee recommend Council approve January 7, 2020 at 10:00 a.m. for a Special Council Meeting (Strategic Plan Meeting), January 14, 2020 at 10:00 a.m. for Council in Committee Meeting; AND THAT the January Regular Council Meeting is cancelled. CARRIED. 2019-07-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT Council approve the following recommendations from the December 3, 2019, Council in Committee Meeting Minutes: THAT Council in Committee recommend to Council to consider an Active Transportation AdHoc Committee and make a Councillor Appointment. CARRIED. 7.6 Public Meeting Minutes - December 3, 2019 2019-01-17 Dec 2019 Moved by: Councillor Shulist Seconded by: Councillor Peplinski THAT the Public Meeting Minutes for December 3, 2019 be approved as amended. CARRIED. 8. Business Arising from the Minutes 8.1 Ad Hoc Active Transportation Committee Mayor Love explained that Councillor Shulist expressed an interest in being the Council member of an Ad Hoc Active Transportation Committee, noting that a Terms of Reference will be forth coming. 2019-01-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Bromwich THAT Council approve the Active Transportation Ad Hoc Committee and appoint Councillor Shulist as a Councillor Representative. CARRIED. 9. Municipal Reports MR-19-139 9.1 Organics Contamination Charge The Operations Manager provided an explanation to Council regarding

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the organics contamination charge adding measures that are being used to mitigate any additional charges. He added that he has added curbside 2020 leaf yard waste days which will be used for coverage and also that there is also an advertising campaign to educate the residents on the proper disposal of organics. He added that contaminated organics or improper packaging of organics is now being rejected at the curb and that the Waste Site Attendants are monitoring the disposal at the website. The Operations Manager has also requested a meeting with Ottawa Valley Waste Recovery to discuss the additional charges as well as options for returning contaminated loads. MR-19-140 9.2 2019 Year End Capital and Large Projects Update Mayor Love reviewed and Council accepted as information.

10. Standing Committees 11. By-Laws 11.1 By-Law 2019-112 RE: Emergency Response Plan Mayor Love updated Council on the HIRA (Hazard Identification and Risk Assessment) submission template to Emergency Management Ontario noting that it prepopulates as information is inserted. She added that erosion; weather events; floods; ice storms; transportation events; tornados and wild fires were prioritized. Mayor Love also explained how the "false consequence" appeared on the HIRA, which identified unlikely hazards. Mayor Love added in reference to the Emergency Plan, the Mayor declares an emergency and does not require a resolution of Council. 2019-01-17 Dec 2019 Moved by: Councillor Bromwich Seconded by: Councillor Shulist THAT By-Law 2019-112 Being a By-Law to adopt an Emergency Management Program and Emergency Response Plan and to meet other requirements under the Emergency Management and Civil Protection Act be given first and second reading this 17th day of December, 2019. CARRIED. 2019-02-17 Dec 2019 Moved by: Councillor Bromwich Seconded by: Councillor Peplinski THAT By-Law 2019-112 Be given third and final reading this 17th day of December, 2019. CARRIED. 11.2 By-Law 2019-113 RE: Rescinding of By-Law 2019-40 - Physician Recruiter Mayor Love noted that the By-Law was being rescinded because the

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Physician Recruiter was no longer in employ with the Physician Recruitment Committee. 2019-01-17 Dec 2019 Moved by: Councillor Bromwich Seconded by: Councillor Shulist THAT By-Law 2019-113 Being a By-Law for the purposes of rescinding a By-Law 2019-40 pertaining to the position of the Physician Recruiter to be given first and second reading this 17th day of December 2019. CARRIED. 2019-02-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Peplinski THAT By-Law 2019-113 Be given third and final reading this 17th day of December, 2019. CARRIED. 12. Public Meeting & Planning Matters - None 13. Correspondence - Information - None 14. Correspondence - Action Items 14.1 Email from Pembroke Petawawa District Community Foundation - December 3, 2019 RE: Lottery Request 2019-01-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Peplinski THAT the Pembroke and Petawawa District Community Foundation have permission to sell raffle tickets in the Township of Madawaska Valley, Lottery License number M784049. CARRIED. 14.2 Resolution - City of Stratford - December 6, 2019 RE: Support of Conservation Authorities Mayor Love reviewed and Council filed as information.

15. New Business - None 16. Unfinished Business - None 17. In-Camera 17.1 2019-01-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Peplinski THAT the Meeting enter In-Camera Session at 4:59 p.m. to discuss matters pertaining to "the security of the property of the municipality or local board",

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"personal matters about an identifiable individual, including municipal or local board employees", "advice that is subject to solicitor-client privilege, including communications necessary for that purpose", "a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organizations", Ontario Municipal Act 2001, c.25, s.239 (2)(a)(b)(f)(i) 1. Regular Council Meeting Minutes - In-Camera - November 19, 2019 2. Special Council Meeting Minutes - In-Camera - November 21, 2019 3. Special Council Meeting Minutes - In-Camera - November 28, 2019 4. Council in Committee Meeting Minutes - In-Camera - December 3, 2019 5. Pumper Truck - North Hall - Update 6. Letter from Howe and Bradley - December 6, 2019 RE: File 25467 7. Ontario Clean Water Agency Draft Agreement 8. Solicitor advice Wishart and Law re: Court File No.: CV-19-00082269-0000. CARRIED. 18. Return to Open Session 2019-01-17 Dec 2019 Moved by: Councillor Peplinski Seconded by: Councillor Willlmer THAT the Meeting return to Open Session at 5:51 p.m. CARRIED. Mayor Love advised the following: 1-4. That the In-Camera Meeting Minutes of November 19, 2019, November 21, 2019, November 28, 2019 and December 3, 2019 were approved as presented. 5. The pumper truck was discussed. 6. Letter received as information on File 25467. 7. A report was not available on the Ontario Clean Water Agency contract, the item was tabled. 8. Council gave direction to the CAO/Clerk to advise Wishart and Law on how to proceed on Court File No.: CV-19-00082269-0000. 2019-02-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT Council approve the purchase of a 2021 Freightliner top mounted pumper for a cost of $386,982.78 plus HST and additional equipment valued at $5,615 plus taxes. CARRIED. 19. Confirming By-Law 19.1 By-Law 2019-114 RE: Confirming By-Law Council Meeting of December 17, 2019

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2019-01-17 Dec 2019 Moved by: Councillor Bromwich Seconded by: Councillor Peplinski THAT By-Law 2019-114 Being a By-Law to confirm the proceedings of the Council Meeting of the Corporation of the Township of Madawaska Valley at a Council Meeting of December 17th, 2019 be given first and second reading this 17th day of December, 2019. CARRIED. 2019-02-17 Dec 2019 Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT By-Law 2019-114 Be given third and final reading this 17th day of December, 2019. CARRIED. 20. Adjournment 2019-01-17 Dec 2019 Moved by: Councillor Peplinski Seconded by: Councillor Shulist THAT the Meeting adjourn at 5:53 p.m. CARRIED.

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Regular Council Meeting Minutes - December 17, 2019 Page 17 of 135 Page 18 of 135 THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY COUNCIL IN COMMITTEE MEETING MINUTES Tuesday, January 14, 2020

Kim Love, Mayor Carl Bromwich, Councillor COUNCIL Ernie Peplinski, Councillor PRESENT: David Shulist, Councillor Mark Willmer, Councillor Suzanne Klatt, CAO/Clerk Gwen Dombroski, Deputy Clerk Hilary Kutchkoskie, Operations Manager STAFF: Mike Phillips, Operations Supervisor Cory Quade, Chief Fire Official Stephanie Plebon, Recreation and Community Development Coordinator Amanda Hudder, Treasurer Christine Hudder, The Valley Gazette Daniel Paul, MV Current Aimee Hennessy, Ontario Clean Water Agency (OCWA) OTHERS: Suzanne Hunt, Templeman and Menninga (via conference call) William Instance (Huckabone, O'Brien, Instance, Bradley, Lyle) (via conference call)

1. Call to Order The Meeting was Called to Order at 10:00 a.m. 2. Adoption of the Agenda 2.1 Tuesday, January 14, 2020 2020-01-0114 Moved by: Councillor Willmer Seconded by: Councillor Peplinski THAT the Council in Committee Agenda for Tuesday, January 14, 2020 be accepted as amended to include: THAT the In-Camera portion of the Meeting will begin at 1:00 p.m.; AND THAT it be amended to include item 6 in Closed for an update from solicitor William Instance pertaining to Combermere Lodge Municipal Draft conditions, Municipal Act 2001, c.25, s.239 (2)(f); AND THAT the Standing Committee for Operations, Water/Wastewater and Facilities will occur after the In-Camera Session; AND THAT the Treasurer's Report dated January 14, 2020, regarding 2004 Water and Sewer Main Extension Construction Costs be added as item 6.1.3 without the attachments, Municipal Act 2001, c.25, s.239 (2)(b) CARRIED.

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3. Disclosure of Pecuniary Interest Councillor Bromwich declared a conflict of interest on Item 10.1.4 Union Contract Renewal and In-Camera 12.4 Collective Agreement Proposal - Teamsters Local Union #91. 4. Delegations/Subcommittees - None 5. Operations: Roads and Waste Management Councillor Bromwich, Committee Chair of Operations Roads and Waste Management, presented the following for consideration and recommendation. MR-20-152 5.1 Union Contract Renewal The CAO/Clerk reviewed the Union Contract Renewal Report noting that the draft contract will be further discussed during the In-Camera portion of the meeting. She explained that there was no need for mediation during contract talks, or to retain legal counsel as it was agreed that the contract appeared to be fair to both the Municipality and to staff. The draft contract will be returning as a By-Law at the February 4, 2020, Council in Committee Meeting. Council accepted as information.

5.1 Municipal Reports 5.1.1 D.M. Wills Project No.19-4696 - Road Needs Study Report - 2019 Councillor Bromwich and staff reviewed the D.M. Wills Associates Limited, 2019 Roads Needs Study Report. It was noted that a hard copy of the report was provided for Council and staff. This study will be integrated into the Asset Management Plan and will also be used for grant applications when they are available. Hopefield Road will be considered for the next Investing in Canada Infrastructure Program (ICIP) funding. Council in Committee discussed the Roads Needs Study and the annual dollar amount that is suggested to maintain the roads, which will be further discussed during budget deliberations. It was noted that the plan did not address gravel roads and that staff would have to assess when roads should be upgraded to pavement and report to Council. The plan will be updated by staff through a spreadsheet and posted annually as an appendix to the Roads Needs Study on the website. Councillor Bromwich was asked to attend exhibits at the OGRA conference regarding some of the recommendations in the study, such as slurry treatment, and the cost of a traffic counter. It was noted that a traffic count would assist with the determination of the maintenance of roads. It was noted that the Municipality could also rent a traffic counter from the County of Renfrew when needed.

5.2 Correspondence and Information 5.3 Unfinished Business 6. Operations: Water/Wastewater and Facilities

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Councillor Shulist, Chair of Operations of Water and Wastewater and Facilities Committee, presented the following items for consideration and recommendation. The Operations: Water/Wastewater and Facilities resumed after the In-Camera Session at 4:16 p.m. 6.1 Municipal Reports MR-20-143 6.1.1 OCWA Expenditures Update MR-20-143 Moved by: Mayor Love Seconded by: Councillor Bromwich RECOMMENDATION: THAT Council in Committee recommend to Council to accept the CAO/Clerk OCWA expenditures update report as information pertaining to approved expenditures totalling $13,724.38. (Invoices 120185,120186,120189,118055,118058,118060,118059,118061,118063) CARRIED. 6.1.2 Memorandum - Treasurer - January 14, 2020 RE: Draft Services Agreement - Ontario Clean Water Agency The CAO/Clerk noted that the resolution was being sought following the review during the In-Camera Session. Moved by: Councillor Bromwich Seconded by: Mayor Love RECOMMENDATION: THAT the Council in Committee recommend that Council approve the Draft Services Agreement presented by the Ontario Clean Water Agency (OCWA) for the provision of services of management, operations and maintenance for the Barry’s Bay Water Treatment Facility, Water Distribution System, Wastewater Treatment Facility and Wastewater Collection System for 5 years; AND THAT the billing structure be a Cost-Plus Structure; AND THAT the Operations Estimate for the Water System is $191,625 and the Operations Estimate for the Wastewater System is $248,180; AND FURTHER THAT the Township of Madawaska Valley proceed with the Rate Setting and Analysis & Financial Plan Update as presented and Provincially mandated at a cost of $15,000 to be billed over 5 years; AND THAT a management fee of $111,778 for the first year of the initial term plus a yearly CPI adjustment starting the 2nd year; AND FURTHER THAT the Township of Madawaska Valley proceed with the Condition Assessment and Comprehensive Capital Planning studies in order to enhance the accuracy of future asset management planning at a cost of $35,000 with this to be funded from the Modernization Fund; AND FURTHER THAT the Township of Madawaska Valley proceed with the partnership with GM BluePlan and OCWA to develop a comprehensive Asset Management Plan in accordance with O.Reg. 588/17 to ensure legislative compliance at a cost of $50,000 with the project to be funded by the Unallocated Reserve Fund as originally budgeted in 2019 to be billed over 5 years. CARRIED.

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6.2 Correspondence and Information 6.3 Unfinished Business 7. Fire and Protection and Emergency Management Councillor Peplinski, Chair of Fire and Protection and Emergency Management Committee, presented the following items for consideration and recommendation. 7.1 Municipal Reports MR-20-144 7.1.1 Fire Vehicles Update The Chief Fire Official reviewed the Fire Vehicle Report. The pumper truck for the North Hall has been ordered and the contract signed, it was noted that there is no exchange of funds until the truck is complete. The South Hall service van is now completed and will be picked up this week and decals will be applied to it. The MNRF By-Law will be updated and coming forward in February, with changes to the fees and maps. The Chief Fire Official advised that both halls now had a full complement of volunteers.

7.2 Correspondence and Information 7.3 Unfinished Business 8. Recreation and Community Development Committee Councillor Willmer, Chair of Recreation and Community Development Committee, presented the following items for consideration and recommendation. 8.1 Municipal Reports MR-20-147 8.1.1 Community Resource Centre Game ON Program - Barry's Bay & Combermere The Recreation and Community Development Coordinator updated Council in Committee on a proposed GameOn Program during March Break by the Community Resource Centre. MR-20-147 Moved by: Mayor Love Seconded by: Councillor Shulist RECOMMENDATION: THAT Council in Committee accept the Community Resource Centre Game ON Report as information; AND THAT Council in Committee recommend Council allow the Community Resource Centre access and use of the PJYCC upstairs lounge on March 17, 2020 for a March Break Day Camp. CARRIED. MR-20-153 8.1.2 Committee Review

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The CAO/Clerk reviewed the Committee Review Report and staff will be meeting with representatives from each Committee of Council to review the terms of reference and update them if needed. She added that the changes and revisions of each committee will be brought back as a whole. The Recreation and Community Development Coordinator will review the insurance and volunteer information as well as the facility uses with the Committees. Council in Committee requested a report from the Recreation and Community Development Coordinator on the 2020 action/activity proposals and budget for the Municipal Recreation Department as well as the planned activities for the Committees of Council. Council in Committee noted the importance of having the activities planned early and incorporated into the budget. Committees of Council will be offered to present their annual activities and budget as a delegation to Council. Council in Committee suggested that the Municipality adopt the 13 step volunteer plan as presented in the Frank Cowan Company Risk Management correspondence. MR-20-153 Moved by: Councillor Peplinski Seconded by: Mayor Love RECOMMENDATION: THAT Council in Committee direct staff to invite a representative from each committee to review with staff their terms of reference or memorandum of understanding and bring to Council any recommendations and draft changes that result from the review. CARRIED. Moved by: Mayor Love Seconded by: Councillor Willmer RECOMMENDATION: THAT Council in Committee recommend to Council that direction is given to staff to investigate a volunteer plan concept and provide a report for Council to review. CARRIED. 8.2 Correspondence and Information 8.2.1 The Station Keepers' Spareboard Vol II, No. 1 and No. 2 Councillor Willmer introduced The Station Keepers' Spareboard. Mayor Love explained that the mail out keeps members informed on what is going on and suggested that residents consider becoming a member. The CAO/Clerk added that staff is working on linking the Station Keeper's information to the Municipal website. 8.2.2 Opeongo Seniors Centre - December 20, 2019 RE: Ministry for Seniors and Accessibility Grant The CAO/Clerk updated Council in Committee on the grant received, which will provide additional activities for seniors. Council in Committee accepted as information.

8.3 Unfinished Business

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The Recreation and Community Development Coordinator explained that she is waiting on confirmation from the Municipal Insurance Company to provide coverage for the Walk the Hall Program at MVDHS. She added that Madawaska Valley Association for Community Living (MVACL) will run the program on Tuesday and Thursdays. The CAO/Clerk added that the Municipality is not incurring any costs for the Walk the Hall program. Mayor Love requested that the hospital be forwarded the Walk the Hall program information as patients will utilize this program. 9. Planning Matters and Statutory Meeting under Planning Act Mayor Love presented the following items for consideration and recommendation. 9.1 Municipal Reports 9.2 Correspondence and Information 9.2.1 Email from Watson & Associates Economists Ltd. December 19, and December 20, 2019 RE: Ontario Regulation 454/19 Council received as information.

9.3 Outstanding Matters 10. Finance and Administration Mayor Love presented the following items for consideration and recommendation. 10.1 Municipal Reports MR-19-141 10.1.1 2019 Accessibility Report The CAO/Clerk reviewed the 2019 Accessibility Report, noting that she has reached out to the County of Renfrew to be involved and participate with their accessibility group as well an advertisement will be placed looking for local volunteers to assist with advice when in pertains to accessibility. The CAO/Clerk noted the website will also be upgraded for accessibility compliance. MR-19-126 10.1.2 2019 Statement on Cash in Lieu of Parkland and Increased Density The Treasurer reviewed the 2019 Statement on Cash in Lieu of Parkland and Increased Density Report noting that as a result of the Little Bark Bay Property the Municipality had to provide the statement. She explained that the money in the statement can be utilized for upgrades or equipment purchases for parks, noting that the uses for the funds are defined in legislation. The Treasurer requested that the statement is placed on the website. Council in Committee requested that staff provide additional information on density bonusing. MR-19-126 Moved by: Councillor Willmer Seconded by: Councillor Shulist

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RECOMMENDATION: THAT Council in Committee recommends that Council receive the Treasurer's Statement on Cash in Lieu of Parkland as required under Section 42 of the Planning Act, R.S.O. 1990, Chapter P.13, be received as information; AND THAT the Statement be made available to the public on the Municipal website and/or upon request. CARRIED. MR-20-151 10.1.3 Upcoming meetings Council in Committee agreed to schedule the following meetings: Special Council Meeting - Strategic Plan - Friday, February 14, 2019 - 10:00 a.m. Special Council Meetings - Budget Deliberation - February 27 and 28 - 10:00 a.m.

10.2 Correspondence and Information 10.2.1 Royal Canadian Legion Ontario Command - 7th Annual Military Service Recognition Book Council in Committee agreed that the same ad could be placed in the 7th Annual Military Service Recognition Book. Moved by: Councillor Shulist Seconded by: Councillor Bromwich RECOMMENDATION: THAT Council in Committee recommend to Council to approve the proposed advertisement, identical to 2019, with the Royal Canadian Legion Command for $570.00 (including HST). CARRIED. 10.2.2 Ontario News - January 2, 2020 RE: New Animal Welfare System Now in Force in Ontario Mayor Love reviewed the new Animal Welfare System now in force in Ontario. Councillor Peplinski questioned if there is a connection to animal control with the Animal Control Officer and the animal welfare system. Mayor Love explained that the Animal Welfare System replaces the SPCA (Society for the Prevention of Cruelty to Animals) and the Animal Control Officer is not involved with animal welfare. Direction was given to staff to advertise the Animal Welfare System on the website. 10.2.3 Federation of Canadian Municipalities - December 18, 2019 RE: Bill C-68 - Remove Section 2.2 of The Fisheries Act Mayor Love reviewed and Council in Committee accepted as information. 10.2.4 Resolution from the City of Woodstock - December 18, 2019 RE: Ban of Single - Use Plastic Handled Shopping Bags Mayor Love reviewed. Council in Committee discussed the resolution noting that they would like to support the resolution in part in hopes that a harmonized ban of single use plastic handled shopping bags was initiated across the Province and Federally. They added that an alternate

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is reusable, compostable and paper bags. Moved by: Councillor Willmer Seconded by: Councillor Shulist RECOMMENDATION: That Council in Committee recommend to Council to support the City of Woodstock on their call for a harmonized ban of single use plastic handled shopping bags across the Province. CARRIED. 10.2.5 Ontario Provincial Police Municipal Policing Bureau Newsletter - December 2019 Council in Committee discussed and received as information. 10.2.6 Letter from the Information and Privacy Commissioner of Ontario - September 24, 2019 RE: Notice of Final Order MO-3840-F, Appeal Number MA16-545, Your File 2016-01 The CAO/Clerk updated Council informing them that the Notice of Final order MO 3840F has been posted on public Information of Privacy Commission website advising that this file is now closed. All Council members have received an email with the applicant's affidavit and her affidavit at the time of submissions for their information. The interim order resulted from a Freedom of Information request in 2016. The full order as well as this notice advising the file is now closed and will be posted on the municipal website.

10.3 Unfinished Business 11. By-Laws Regular Council 11.1 By-Law 2019-92 RE: Shoreline Road Allowance closure and disposition along Green in front of Lot 4, Concession 8, designated as Parts 1, 2 and 3 on Reference Plan 49R-19423, geographic Township of Sherwood, County of Renfrew (DeL-2018-12, DeL-2018-13 and LAT-2018-14) 2020-02-0114 Moved by: Councillor Shulist Seconded by: Councillor Bromwich THAT By-Law 2019-92 Being a By-Law to provide for the closing and stopping up parts of an original allowance for road along the shore of Green Lake fronting Lot 4, Concession 8, geographic Township of Radcliffe, now in The Township of Madawaska Valley, in the County of Renfrew, being all of PIN 57584-0330 (LT) and for the sale thereof to the abutting land owner(s) be given third and final reading this 14th day of January 2020. CARRIED. 11.2 By-Law 2019-100 RE: Shoreline Road Allowance closure and disposition along Kamaniskeg Lake in front of Lot 31, Concession 1, designated as Parts

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2 & 3 on Reference Plan 49R-19429, subject to an Easement in favour of Ontario Power Generation Inc. over Part 3, geographic Township of Sherwood, County of Renfrew (SLU-2019-02) 2020-03-0114 Moved by: Councillor Peplinski Seconded by: Councillor Willmer THAT By-Law 2019-100 Being a By-Law to provide for the closing and stopping up of parts of an original allowance for road along the shore of Kamaniskeg Lake in front of Lot 31, Concession 1, in the geographic Township of Sherwood, in the Township of Madawaska Valley, in the County of Renfrew and for the sale thereof to the abutting land owners be given third and final reading this 14th day of January 2020. CARRIED. 11.3 By-Law 2019-101 RE: Shoreline Road Allowance closure and disposition along Wadsworth Lake in front of Lots 21 and 22, Concession 12, designated as Part 1 on Reference Plan 49R-19448, geographic Township of Sherwood, County of Renfrew (PJA-2019-02). 2020-04-0114 Moved by: Councillor Bromwich Seconded by: Councillor Willmer THAT By-Law 2019-101 Being a By-Law to provide for the closing and stopping up part of an original allowance for road along the shore of Wadsworth Lake, lying in front of Lots 21 & 22, Concession 12, geographic Township of Radcliffe, in the Township of Madawaska Valley in the County of Renfrew, being Part of PIN 57576-0327 (LT) and for the sale thereof to the abutting land owners be given third and final reading this 14th day of January 2020. CARRIED. 11.4 By-Law 2019-102 RE: Shoreline Road Allowance closure and disposition along Kamaniskeg Lake in front of Lots 27 and 28, Concession 2, designated as Parts 2, 3, 4, 5, 6 & 7 on Reference Plan 49R-19413, subject to Easements in favour of Ontario Power Generation Inc. over Parts 2, 3, 4, 5 & 6, geographic Township of Sherwood, County of Renfrew (FUR- 2018-02 and LOW-2019-06) 2020-05-0114 Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT By-Law 2019-102 Being a By-Law to provide for the closing and stopping up of parts of an original allowance for road along the shore of Kamaniskeg Lake in front of Lots 27 and 28, Concession 2, geographic Township of Sherwood, now in the Township Of Madawaska Valley in the County of Renfrew and for the sale

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thereof to the abutting land owners be given third and final reading this 14th day of January 2020. CARRIED. 11.5 By-Law 2020-01 RE: Authorizing the execution of an Amending Agreement with Association of Municipalities of Ontario - Ontario’s Main Street Revitalization Initiative 2020-06-0114 Moved by: Councillor Willmer Seconded by: Councillor Peplinski By-Law 2020-01 Being a By-Law to authorize the execution of an Amendment to the Municipal Funding Agreement with The Association of Municipalities of Ontario and The Corporation of The Township of Madawaska Valley, with respect to Ontario’s Main Street Revitalization Initiative be given first and second reading this 14th day of January, 2020. CARRIED. The CAO/Clerk noted that the amendment was to acknowledge that the reporting deadline for the Main Street Revitalization Initiative was March 2020 and an extension was requested for the Combermere gazebo initiative which will not be completed until spring due to timelines of the zoning amendment that was required. 2020-07-0114 Moved by: Councillor Shulist Seconded by: Councillor Willmer By-Law 2020-01 Be given third and final reading this 14th day of January, 2020. CARRIED. 11.6 By-Law 2020-02 RE: Acquisition and dedication as a public highway of Parts of Lot 1, Concession 1, designated as Parts 7 and 10 on Reference Plan 49R- 19486, geographic Township of Radcliffe (Coulas Road). 2020-08-0114 Moved by: Councillor Peplinski Seconded by: Councillor Willmer THAT By-Law 2020-02 Being a by-law to acquire and dedicate land as a public highway be given first and second reading this 14th day of January 2020. CARRIED. 2020-09-0114 Moved by: Councillor Bromwich Seconded by: Councillor Shulist THAT By-Law 2020-02 Be given third and final reading this 14th day of January 2020.

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CARRIED. 11.7 By-Law 2020-03 RE: Appointment, duties and remuneration of Township Officers and Non-Unionized Staff - 2020 2020-10-0114 Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT By-Law 2020-03 Being a By-Law regulating the appointment, duties and remuneration of Township Officers and Non-Unionized Staff be given first and second reading this 14th day of January 2020. CARRIED. 2020-11-0114 Moved by: Councillor Bromwich Seconded by: Councillor Willmer THAT By-Law 2020-03 Be given third and final reading this 14th day of January 2020. CARRIED. 11.8 By-Law 2020-04 RE: Council Remuneration - 2020 2020-12-0114 Moved by: Councillor Willmer Seconded by: Councillor Peplinski THAT By-Law 2020-04 Being a By-Law to provide for the remuneration of the Members of Council of The Corporation of the Township of Madawaska Valley be given first and second reading this 14th day of January 2020. CARRIED. 2020-13-0114 Moved by: Councillor Shulist Seconded by: Councillor Bromwich THAT By-Law 2020-04 Be given third and final reading this 14th day of January 2020. CARRIED. 12. In-Camera 2020-14-0114 Moved by: Councillor Willmer Seconded by: Councillor Bromwich THAT the Meeting recess at 12:00 p.m. CARRIED. The Meeting resumed at 1:00 p.m. 2020-15-0114

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Moved by: Councillor Willmer Seconded by: Councillor Peplinski THAT the Meeting enter In-Camera Session at 1:01 p.m. to discuss matters pertaining to "the security of the property of the municipality or local board", "personal matters about an identifiable individual, including municipal or local board employees", "labour relations or employee negotiations", "advice that is subject to solicitor-client privilege, including communications necessary for that purpose", "a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organizations", Ontario Municipal Act 2001, c.25, s.239 (2)(a)(b)(d)(f)(i). 1. Ontario Clean Water Agency - Draft Agreement RE: Proposal for the Operations and Maintenance of the Township of Madawaska Valley's Water and Wastewater Treatment Facilities. 2. Report - Treasurer - January 14, 2020 RE: 2004 Water and Sewer Main Extension Construction Costs 3. Solicitor advice Suzanne Hunt, Templeman and Menninga RE: Barry's Bay Wastewater Treatment Plant 4. Collective Agreement Proposal - Teamsters Local Union #91 5. Solicitor advice Wishart and Law Re: Court File No.: CV-19-00082269-0000 6. Update from William Instance - Huckabone, O'Brien, Intstance, Bradley, Lyle RE: Combermere Lodge Municipal Draft Conditions CARRIED. 13. Return to Open Session 2020-16-0114 Moved by: Councillor Bromwich Seconded by: Councillor Peplinski THAT the Meeting return to Open Session at 4:12 p.m. CARRIED. Mayor Love advised that: 1. Ontario Clean Water Agency - Draft Agreement RE: Proposal for the Operations and Maintenance of the Township of Madawaska Valley's Water and Wastewater Treatment Facilities. The proposal was reviewed and amended, and a resolution will be brought forward in the Operations: Facilities, Water and Wastewater portion of the Meeting. 2. Report - Treasurer - January 14, 2020 RE: 2004 Water and Sewer Main Extension Construction Costs The Treasurer's report was reviewed by Council. The Treasurer requested that Council provide a recommendation to expense $41,541 from the prepaid expense line as part of the 2019 year end General Budget. 3. Solicitor advice Suzanne Hunt, Templeman and Menninga RE: Barry's Bay Wastewater Treatment Plant

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Council accepted the report as information and was advised that the pre trial court date is scheduled for March 9, 2020. 4. Collective Agreement Proposal - Teamsters Local Union #91 The CAO/Clerk discussed the changes of the draft agreement and Council agreed to present the Collective Agreement as presented and amended. 5. Solicitor advice Wishart and Law Re: Court File No.: CV-19-00082269-0000 Council was provided an update. 6. Update from William Instance, Hucabone, O'Brien, Instance, Bradley, Lyle RE: Combermere Lodge Municipal Draft Conditions William Instance briefed Council on changes to the Municipal draft conditions for Combermere Lodge Ltd. and Council gave the CAO/Clerk direction to proceed with proposed changes and provide the County of Renfrew with responses to the draft conditions. 13.2 Report - Treasurer - January 14, 2020 RE: 2004 Water and Sewer Main Extension Construction Costs 2020-17-0114 Moved by: Mayor Love Seconded by: Councillor Willmer THAT Council approve adding the expenditure in the amount of $41,541.00 to the Township of Madawaska Valley 2019 Financial Statement from the Prepaid Expense line. CARRIED. 14. Confirming By-Law 14.1 By-Law 2020-05 RE: Confirming By-Law Council Meeting of January 14, 2020. 2020-18-0114 Moved by: Councillor Shulist Seconded by: Councillor Peplinski THAT By-Law 2020-05 Being a By-Law to confirm the proceedings of the Council Meeting of the Corporation of the Township of Madawaska Valley at a Council Meeting of January 14th, 2020 be given first and second reading this 14th day of January 2020. CARRIED. 2020-19-0114 Moved by: Councillor Bromwich Seconded by: Councillor Willmer THAT By-Law 2020-05 Be given third and final reading this 14th day of January 2020. CARRIED. 15. Adjournment 2020-20-0114

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Moved by: Councillor Willmer Seconded by: Councillor Peplinski THAT the Meeting adjourn at 4:21 p.m. CARRIED.

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Council In Committee Meeting Minutes - January 14, 2020 Page 32 of 135 THE TOWNSHIP OF MADAWASKA VALLEY PUBLIC MEETING MINUTES Tuesday, January 14th, 2020 at 3:00 p.m.

Attendance: Kim Love, Mayor; David Shulist, Councillor; Carl Bromwich, Councillor; Ernie Peplinski, Councillor; Mark Willmer, Councillor; Suzanne Klatt, CAO/Clerk;Gwen Dombroski, Deputy Clerk; Silas Lorbetski, Manager of Planning, Development and Licensing; Anne and Gene Pjawka, Doug DeLaMatter, Courtney Brunette

1. The Meeting called to order at 3:07 p.m.

The CAO/Clerk read the following: One of the purposes of the Planning Act is to provide for planning processes that are open, accessible, timely and efficient. Accordingly, all written submissions, documents, correspondence, e-mails or other communications (including your name and address) form part of the public record and will be disclosed/made available by the Municipality to such persons as the Municipality sees fit, including anyone requesting such information. Accordingly, in providing such information, you shall be deemed to have consented to its use and disclosure as part of the planning process.

APPLICATION – HYLAND, Anne Maureen – HYL-2019-12

2. The Mayor introduced the following File: Purpose: To hear persons comments in regards to Zoning By-law Amendment Application made by the Applicant: OWNER: Anne Maureen Hyland APPLICANT: Robert B. Howe File # HYL-2019-12 The Manager of Planning, Development and Licensing noted that he received a request to defer the application; however he noted under the Planning Act he is required to follow the process of the meeting in order to defer.

2.1 Cover letter from the County of Renfrew (page 1) dated, December 16, 2019. 2.2 Planning Division Zoning by-Law Amendment Report to Council, dated December 16, 2019.

3. The Manager of Planning, Development and Licensing explained the Purpose and Effect of the Zoning By-Law Amendment.

The purpose of the amendment is to rezone a waterfront residential property that is 1700 square metres (0.42 acres) in area to reduce the minimum water setback from the Madawaska River from 30 metres to 9 metres, and to reduce the front yard depth setback from 7.5 metres to 1.5 metres to permit the construction of a new dwelling that will be 107 square metres in area. The purpose of the amendment is also to recognize the existing setbacks of the existing firewood shed and sleep cabin.

The effect of the amendment is to rezone the subject lands from Limited Service Residential (LSR) to Limited Service Residential – Exception Fifty-Four (LSR-E54). All other provisions of the Zoning By-law shall apply.

Public Meeting Minutes - January 14, 2020 Page 33 of 135 4. The Manager of Planning, Development and Licensing read the following: Report on Application and Notice: 4.1 Notice of Complete Application – dated December 16, 2019. 4.2 The Notice of Application and Public Meeting dated December 16, 2019 were sent out to all affected property owners within 120m (400 ft.) of the subject application and to all Public Bodies, as required, on December 17, 2019. 4.3 Notice was posted on the subject property on December 16, 2019.

5. Notice to Public Bodies - Written responses and/or Telephone Messages. 5.1 Ontario Power Generation Inc. – e-mail dated January 6, 2020 - No comments or concerns. 5.2 Conseil des Ecoles Publiques de l’est de l’Ontario – e- mail dated January 8, 2020 - No comments or concerns.

6. Written comments. 6.1 Paul Reeves e-mail dated January 6, 2020, and response dated January 7, 2020. Sent a copy of the agenda under separate cover as there are issues between parties.

7. Verbal report on General or Telephone Inquiries &/or attendances at the Municipal Office - None

8. Letter from Robert B. Howe, dated January 3, 2020 – Request to defer the Public Meeting

9. Mayor Love requested that Council provide a Resolution to defer the Public Meeting, pending receipt of an amended Application, re-issuance of Public Meeting Notice, and the re-scheduling of the Public Meeting. Moved By: Councillor Peplinski Seconded By: Councillor Shulist RESOLUTION: THAT Council defer Application HYL-2019-12 – Hyland, Anne Maureen. CARRIED. The Manager of Planning, Development and Licensing requested that Council provide direction regarding the County of Renfrew’s recommendation for an EIS study due to the size of the land as well as the sleep cabin situated across the road.

10. Council discussed a resolution regarding an Environmental Impact Study (EIS) – as per paragraph 3 of County Letter. Courtney Brunette, a representative from Robert Howe’s office suggested that Council defer a decision on the EIS until the amended application is submitted. Mayor Love added that the applicant should be aware the EIS may be required. The CAO/Clerk confirmed the following for the record: Council deferred recommending that a scoped Environmental Impact Study (EIS) be submitted prior to the approval of the Zoning By-Law amendment for File #HYL-2019-12, Anne Maureen Hyland. The scoped EIS would include best management practices and would confirm that no negative impact on the lake would occur.

11. The CAO/Clerk read the following Notification at the Public Meeting:

Council is also required by Section 34(14.5) to inform the public at the public meeting of who is entitled to appeal to the Local Appeal Tribunal under Sections 34(11) and (19), as follows: Section 34(11) - If Council decides to refuse an application or refuses or neglects to make a decision on an application within 120 days of the municipal clerk receiving the application, the applicant or the Minister of Municipal Affairs, may appeal to the Local Planning Appeal Tribunal by filing an appeal with the clerk of the municipality.

Public Meeting Minutes - January 14, 2020 Page 34 of 135 Section 34(19) – Not later than 20 days after the giving of notice of passing of the by-law, the applicant, any person or public body who made oral submissions at the public meeting or made a written submission to Council, before the by-law was passed, or the Minister of Municipal Affairs, may appeal to the Local Planning Appeal Tribunal by filing an appeal with the clerk of the municipality.

12. The Meeting closed at 3:28 p.m.

Public Meeting Minutes - January 14, 2020 Page 35 of 135 Page 36 of 135 THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY SPECIAL COUNCIL MEETING MINUTES Friday, January 24, 2020

Kim Love, Mayor Carl Bromwich, Councillor (absent) PRESENT: Ernie Peplinski, Councillor David Shulist, Councillor Mark Willmer, Councillor Suzanne Klatt, CAO/Clerk (absent) STAFF: Gwen Dombroski, Deputy Clerk Hilary Kutchkoskie, Operations Manager Barry Conway, Eganville Leader OTHERS: Brian Mizzen

1. Call to Order The Meeting was Called to Order at 8:34 a.m. The CAO/Clerk in her absence delegated clerk authority to the Deputy Clerk. 2. Declaration of Pecuniary Interest 3. Adoption of the Agenda 3.1 Friday, January 24, 2020 Special Council Meeting Moved by: Councillor Shulist Seconded by: Councillor Peplinski THAT the Special Council Meeting Agenda for Friday, January 24, 2020 be approved as presented. CARRIED. 4. Delegations and Presentations - None 5. Correspondence - None 6. Committee Reports - None 7. By-Laws 7.1 By-Law 2020-06 RE: Authorizing the entering into and execution of a Transfer Payment Agreement for the Investing in Canada Infrastructure Program (ICIP); Rural and Northern Stream, between Her Majesty The Queen in Right of Ontario, as represented by the Minister of Agriculture, Food, and Rural Affairs ($3,121,233.40).

Special Council Meeting Minutes - January 24, 2020 Page 37 of 135 Special Council Meeting - January 24, 2020

Councillor Peplinski confirmed that the By-Law referred to the rehabilitation of Paugh Lake Road. Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT By-Law 2020-06 Being a By-Law to authorize the entering into and the execution of a Transfer Payment Agreement for the Investing in Canada Infrastructure Program (ICIP): Rural and Northern Stream, between Her Majesty The Queen in Right of Ontario, as represented by the Minister of Agriculture, Food and Rural Affairs and The Corporation of The Township of Madawaska Valley be given first and second reading this 24th day of January 2020. CARRIED. Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT By-Law 2020-06 Be given third and final reading this 24th day of January 2020. CARRIED. 8. New Business - None 9. Unfinished Business - None 10. In-Camera - None 11. Return to Open Session 12. Confirming By-Law 12.1 By-Law 2020-07 RE: Confirming By-Law Special Council Meeting of January 24, 2020 Moved by: Councillor Willmer Seconded by: Councillor Peplinski THAT By-Law 2020-07 Being a By-Law to confirm the proceedings of the Council of the Corporation of The Township of Madawaska Valley at the Special Council Meeting held on January 24th, 2020 be given first and second reading. CARRIED. Moved by: Councillor Shulist Seconded by: Councillor Peplinski THAT By-Law 2020-07 Be given third and final reading. CARRIED. 13. Adjournment

Special Council Meeting Minutes - January 24, 2020 Page 38 of 135 Special Council Meeting - January 24, 2020

Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT the Meeting adjourn at 8:38 a.m. CARRIED.

Special Council Meeting Minutes - January 24, 2020 Page 39 of 135 Page 40 of 135 Minutes of Twp. of Madawaska Valley Public Library Board December 18, 2019 6:30 pm at Madawaska Valley Public Library

Present: Frances Mawson, William Houle, Shawn Eagles, Natalie Barrington, Peter Fright, Andrea Budarick, Mark Willmer Staff: Karen Filipkowski, CEO / Secretary Treasurer

1. Meeting called to order at 6:30 pm by Board Chair, Frances Mawson

2. Declarations of Conflict of Interest: None

3. Motion from Shawn Eagles to accept by consent the December 18th, 2019 agenda & meeting minutes from the October 30th, 2019 Board meeting. Seconded by Mark Willmer. Carried.

4. Business arising from the minutes. a. Policy: i. HR-11Payment of Job Related Expenses: Motion from Shawn Eagles to approve HR-11 as amended. Seconded by Peter Fright. Carried. ii. HR-18 The Library and Political Elections: Motion from Andrea Budarick to approve HR-18 as amended. Seconded by William Houle. Carried. iii. Public Library Act Changes: The Public Library Act has amended the number of meetings a Board is required to hold in a year from ten to seven. The decision as to how many meetings and what months they will be held will be tabled to the January Board Meeting. b. Strategic Planning: i. Mission & Value Statements: Motion from Peter Fright to approve changes to the Mission Statement and Mandate. Seconded by Shawn Eagles. Carried. ii. Value Statements: The Value Statements will be revised and presented for approval at the January Board Meeting. iii. Updates: Peter has completed a draft of the Strategic Plan. It will be reviewed by the committee at their January 10th meeting and ready for presentation at the January 29th Board meeting. c. Code of Conduct: The Municipal Plan is a good, succinct document that the Board can adapt for use. Karen will review and make the necessary changes. d. Andrea’s Bake Sale: Andrea has offered to provide donuts for sale on a weekly basis as a fundraiser for the library. Andrea will contact some local establishments to see if they would like to sell the donuts and split the proceeds.

5. Correspondence: a. Barbara Franchetto, CEO SOLS: Announcement of postal rebate for interlibrary loans for 2019

6. Librarian’s Report:

 November – December programs – Poetry & Art with Christine Schintgen & Joseph Ferrant, Book Art workshop with Karen DeLuca, and Saturday Christmas stories and crafts for children.

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 First Nations program will start January 13, 2020 and run every six weeks for the year. The program is run by Bonnechere Algonquin First Nation as part of their Early Years initiative. Other programs are being organized for the new year.  Kidz Castle Day Care visits every Wednesday morning for a story & to check out books.  Participated in Moonlight Madness this year on Dec. 6th by offering gift wrapping, pictures with Santa and donuts by Andrea. This was also a fundraiser. The donuts were the success of the evening. Thanks very much to Andrea for donating them.  We were able to participate in the Christmas Parade this year. Stephanie Plebon put us in touch with Cec Andrus who does the Midnight Madness sleigh rides. Natalie made signs for the sleigh, Frances picked up garland and Karen, Frances, Natalie and her children rode on the float. We have been struggling to participate in the parade every year so this was great.  I attended the Municipal Strategic Planning meeting for staff and council and the evening public session. The library was noted in both sessions, particularly in the evening session where some ideas noted in our strategic plan were brought up by the public.  Health and safety meeting for staff and volunteers November 6th  Ontario Wholesale – Hydro. The library will be participating in this initiative brought forward by the Twp. CAO with the hope that we will see reduced hydro rates.  Recent updates to the website will allow us to post Minutes, Policy, and the Strategic Plan when it is completed. It would be costly to change the front page to include other panels for photos and additional information so the least expensive option was to link the front page to Facebook. Now anything posted to FB will appear on the front page of the website. I have converted the 2019 minutes to pdf files and uploaded them to the website. Policy still has to be converted to pdf and uploaded.

October 2019 Computer Sessions 207

Personal Devices 54

Library Visits 724

# of items checked out 1265

Interlibrary Loans 31

EBooks & Audio EBooks 265 circulated

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November 2019 Computer Sessions 148

Personal Devices 31

Library Visits 717

# of items checked out 1376

Interlibrary Loans 46

EBooks & Audio EBooks 350 circulated

Motion from Natalie Barrington to accept the Librarian’s Report. Seconded by Shawn Eagles. Carried.

7. Financial Reports October 2019:  Opening Balance: $48,939.65  Deposits: $5,069.65  Expenses: $20,339.69  Bank Balance: $33,669.69  Outstanding: $934.51  Closing (Book Balance): $32,735.18  Growth Savings: $15,694.98______$48,430.16

Financial Report November 2019  Opening Balance: $33,669.69  Deposits: $2,948.78  Expenses: $13,864.08  Bank Balance: $22,754.39  Outstanding: $4,262.45  Book Balance: $18,491.94  Growth Savings: $15,708.52 $34,200.46

The November Board Meeting was cancelled due to weather so the October and November statements were presented at the December Board Meeting.

Motion from Peter Fright to approve the Financial Reports for October 2019 & November 2019. . Seconded by William Houle. Carried.

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8. New and unfinished business:

a. First Nations FOPL Membership: FOPL (Federation of Ontario Public Libraries) requests support to sponsor a First Nations membership. Madawaska Valley Public Library Board has sponsored a first nations membership for the past 2 years through donations by Trustees. The Board of Trustees once again sponsored a membership. b. Friends of the Library: Reviewed pros and cons of trying to organize Friends of the Library group . Friends groups must be registered as a not for profit organization and have a business number in order to fundraise. The advantage of a Friends group is that they are not hampered by the same fundraising restrictions as a Library Board is. However it is a separate organization from the library and requires its own board of directors. Additionally, all financial matters are organized and reported on by that Board of Directors. c. Fundraising:  Small fundraising initiatives are library brand coffee, gift wrapping and donuts at Midnight Madness, CDs from Readers’ Theatre performances. As noted in item 4(d) Andrea has offered to provide donuts and we are working on a venue to sell them.  Cabin Fever Trivia: See if a second trivia night can be organized as a fun winter themed event. Shawn will see if the Legion is available February 27th. If so we will proceed with Cabin Fever Trivia Night.  Campaign to request donations to be researched.

9. Motion to adjourn at 8:30 pm by William Houle.

10. Next Meeting date Wednesday, January 29th, 2020 at 6:30 pm.

______Vice-Chair / Peter Fright Secretary / Karen Filipkowski

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Madawaska Valley Public Library Board Meeting Minutes - December 18, 201...Page 44 of 135 THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY COUNCIL IN COMMITTEE MEETING MINUTES Tuesday, February 4, 2020

Kim Love, Mayor Carl Bromwich, Councillor COUNCIL Ernie Peplinski, Councillor PRESENT: David Shulist, Councillor Mark Willmer, Councillor Suzanne Klatt, CAO/Clerk Gwen Dombroski, Deputy Clerk Hilary Kutchkoski,e Operations Manager Mike Phillips, Operations Supervisor STAFF: Cory Quade, Chief Fire Official Stephanie Plebon, Recreation and Community Development Coordinator Allan Trebenski, Landfill Site Attendant Janice Zelney, Deputy Treasurer Amanda Hudder, Treasurer Daniel Paul, MV Current Barry Conway, Eganville Leader OTHERS: Joanne Olson, William Houle, Carmel Rumleskie, Theresa Prince, Robert Corrigan, Catherine Corrigan, Beth Hildebrandt, John Hilderebrandt, Claire Sullivan, Alfred G. Villeneuve, Marie Villenneuve-Scott, Karen Filipkowski, Clifford G. Blank, Dan Cybulski, Sheilagh Dunn

1. Call to Order The Meeting was Called to Order at 10:00 a.m. 2. Adoption of the Agenda 4.2 Tuesday, February 4, 2020 2020-01-04 Feb 2020 Moved by: Councillor Peplinski Seconded by: Councillor Shulist THAT the Council in Committee Meeting Agenda for February 4, 2020, be accepted as amended. CARRIED. 3. Disclosure of Pecuniary Interest - None 4. Delegations/Subcommittees MR-20-172 4.1 UPDATE Carbon Monoxide PJYCC February 1. 2020 4.1 JoAnne Olson, Station Keepers RE: Terms of Reference Review

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Ms. Olson attended the table at 10:02 a.m. to provide Council in Committee a review of their past summer at the Railway Station (copy attached). She explained that their membership is continuously growing, and outlined some deficiencies at the Railway Station that should be addressed: - signage is inaccurate and outdated - lighting is an issue - WIFI is not functioning and hasn't worked all summer - Accessibility issues - Facilities are used as a public washroom and are not efficient, need to review or provide an alternate washroom location. - Water costs are increasing - Students lacked training and volunteer members did not have the time to train them properly, review the student hiring and provide proper staff training. Students were promoting events outside the area. The criticism was not against the students but the suggestion that training should mostly include knowledge of local area. - would like to review and update a new facilities use agreement to be reviewed yearly. - Consideration be given to engage local qualified contractors to restore the building. Ms. Olson suggested that the Station Keepers work with staff to address and rectify the issues at the Railway Station. Mayor Love added that the issues identified can be addressed with staff. Council in Committee expressed their appreciation for the volunteer work completed by the Station Keepers. The CAO/Clerk recommended that Ms. Olsen provide dates when staff can meet with the Station Keepers to review their concerns and update the facilities use agreement. Discussion also ensued regarding the summer students and if it would be advantageous to the Station Keepers as a non-profit organization to apply for grants for students and who would provide oversight of the students. Council thanked Ms. Olsen for her report and she left the table. 4.2 Staff Report - Update Carbon Monoxide Paul J. Yakabuski Community Centre - February 1, 2020 The CAO/Clerk provided a chronological report on the carbon monoxide at the Paul J. Yakabuski Community Centre of February 1, 2020. (attached), adding that TSSA would be providing a report on the findings, once they completed their inspections. Policies are being put in place to ensure that inspections are completed annually and quotes are being sought to install carbon monoxide detectors. The CAO/Clerk added that inspections of both municipal owned ice resurfacers will be inspected annually.

5. Operations: Roads and Waste Management Councillor Bromwich, Committee Chair of Operations Roads and Waste Management, presented the following for consideration and recommendation. 5.1 Municipal Reports

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MR-20-162 5.1.1 Renfrew County Road Plan Dafoe Road The Operations Manager reviewed the Dafoe Road Report which is scheduled to be completed in two phases during 2021 and 2022. Council in Committee directed staff to invite the Chair of the County of Renfrew Operations Committee and the Director to a site visit on Dafoe Road in order to discuss the need for active transportation on the road and that prep work be included during the construction phases. Council in Committee suggested that the Operations Manager also request the County of Renfrew public works road rehabilitation spreadsheet in order to determine if there are any efficiencies the Municipality can find with County Roads and Municipal Roads. Councillor Peplinski also requested a copy of the report as well. MR-20-157 5.1.2 Municipal Special Hazardous Waste (MSHW) Event Days for 2020 The Operations Manager reviewed the Municipal Special Hazardous Waste (MSHW) Event Days for 2020. 2020-01-0204 Moved by: Councillor Bromwich Seconded by: Councillor Shulist RECOMMENDATION: THAT Council in Committee recommend to Council to direct staff to initiate two Household Hazardous Waste events in 2020 with dates to be determined on the availability of the service provider. CARRIED. 5.1.3 Draft Road Maintenance Standards and Road Classifications By-Law The Operations Manager reviewed the draft road maintenance standards and road classification by-law and requested Council in Committee to defer as there is a section missing and staff would like to further update the by-law. Mayor Love explained the classification of the roads and that all roads should be reviewed and reclassified where needed noting that even though a road is classified in one range it can be maintained at a higher level. She added that a traffic count would assist with the classification of roads and provided an explanation of the specific maintenance required for each classification. Direction was given to staff to bring the road maintenance standards and road classification by- law to the Council in Committee Meeting, March 3, 2020.

5.2 Correspondence and Information 5.2.1 Email from Association of Municipalities Ontario - AMO - December 18, 2019 RE: Background on Transition to Full Producer Responsibility Mayor Love reviewed the AMO information regarding the transition to full producer responsibility. It was noted that the Municipality currently is not committed contractually with any waste recyclers. Council in Committee directed staff to review the asset management plan and the capacity the Municipality could be a service provider. Council in

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Committee also suggested that consideration be given to joining other municipalities to find efficiencies. The Operations Manager reviewed his interpretation of the system and efficiencies that the Municipality may consider and that revenue may be obtainable. Direction was also given to staff to review the resolution, provide a date for transition and provide an assessment of the costs associated with the recycling streams for the next Council in Committee Meeting. 5.2.2 County of Renfrew - 2020 Municipal Supply and Service Tenders/Quotations Direction was given to staff to submit the 2020 Municipal Supply and Service Tenders/Quotations. 5.2.3 Pinchin Waste Capacity Assessment - Bark Lake Waste Disposal Site Council in Committee reviewed and received as information, noting that the Bark Lake Waste Disposal Site has up to 44 years of life left, if it is continued to be managed with the current practices. Mayor Love added that she would like to see the reporting to continue as presented, noting the importance of the recyclables not going into the landfill.

5.3 Unfinished Business The Operations Supervisor noted that there was an issue with the boom truck removing the organic bins which is being rectified and that there was a delay in organic services. 6. Operations: Water/Wastewater and Facilities David Shulist, Committee Chair of Operations: Water/Wastewater and Facilities, presented the following for consideration and recommendation. 6.1 Municipal Reports MR-20-171 6.1.1 Water and Wastewater Update The Deputy Treasurer attended the table to review the Water and Wastewater Update Report. She provided an update on the water meter replacement by Neptune, noting that the start date is scheduled for April 15, 2020. She added that there are approximately 600 meters to be replaced and that Neptune looks after notifying customers and scheduling the replacements. The Deputy Treasurer noted that she is awaiting information on the commercial meter replacements. It was noted that Neptune will provide a comprehensive list of customers that have backflow preventers installed, as they will be doing a visual inspection during the replacement. Council in Committee received as information. 6.1.2 Letter from the Madawaska Valley Public Library - January 23, 2020 RE: Hydro Rates at the Madawaska Valley Public Library Mayor Love reviewed the hydro rate report, elaborating that the Wholesale Energy Plan outlined the amount of hydro the Madawaska Valley Public Library used and Council requested further information on the hydro consumption. Council in Committee questioned if an airlock addition to the entry at the front of the library building may be an option to reduce energy consumption. It was also noted that the

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baseboard heaters are not the most efficient and that there may be options for replacing. Direction was given to the Operations Manager and the Chief Building Official to investigate feasible options.

6.2 Correspondence and Information - None 6.3 Unfinished Business - None 7. Fire and Protection and Emergency Management Councillor Peplinski, Committee Chair of Fire and Protection and Emergency Management, presented the following for consideration and recommendation. 7.1 Municipal Reports MR-20-168 7.1.1 Fire Department Maintenance The Chief Fire Official reviewed the Fire Department Maintenance report. Council in Committee accepted as information. Council in Committee discussed Fire Medics, noting that it is a service the Municipality does not provide. MR-20-158 7.1.2 Stop Illegal Dumping Campaign The Deputy Clerk reviewed the Stop Illegal Dumping Report. Council in Committee questioned how Crime Stoppers proceeds with reported illegal dumping, whether they contact OPP or By-Law, and if the roads are on County Roads will they contact the County to enforce. Council in Committee directed staff to provide additional information on the program, including the County of Renfrew's role with the program. They added that the campaign awareness and initiative is a benefit if it helps to mitigate illegal dumping.

7.2 Correspondence and Information 7.2.1 Ontario Provincial Police Municipal Policing Bureau News Bulletin - January 2020 Council in Committee reviewed and accepted as information.

7.3 Unfinished Business The CAO/Clerk informed Council that the new Staff Sergeant for the Killaloe OPP has been invited to an upcoming meeting to meet Council. 2020-02-0204 Moved by: Councillor Peplinski Seconded by: Councillor Bromwich THAT the Meeting recess at 12:02 p.m. CARRIED. The Meeting resumed at 1:04 p.m. 8. Recreation and Community Development Committee Councillor Willmer, Committee Chair of Recreation and Community Development Coordinator, presented the following for consideration and recommendation.

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8.1 Municipal Reports 8.1.1 Combermere Recreation Committee Meeting Minutes - January 9, 2019 2020-03-0204 Moved by: Mayor Love Seconded by: Councillor Shulist RECOMMENDATION: THAT the Combermere Recreation Committee Meeting Minutes for January 9, 2020 be accepted as presented. CARRIED. 8.1.2 Barry's Bay Recreation Committee Meeting Minutes - October 9, 2019 2020-04-0204 Moved by: Councillor Shulist Seconded by: Councillor Peplinski RECOMMENDATION: THAT the Barry's Bay Recreation Committee Meeting Minutes for October 9, 2019 be accepted as presented. CARRIED. 8.1.3 Barry's Bay BIA - Meeting Minutes, October 30, 2019 2020-05-0204 Moved by: Mayor Love Seconded by: Councillor Shulist RECOMMENDATION: THAT the Barry's Bay BIA Meeting Minutes for October 30, 2019 be accepted as presented. CARRIED. MR-20-155 8.1.4 Downtown Mainstreet Revitalization Fund Update The Recreation and Community Development Coordinator reviewed. Councillor Peplinski noted that the additional funding would be coming from reserves. 2020-05-0204 Moved by: Councillor Shulist Seconded by: Councillor Willmer RECOMMENDATION: THAT Council in Committee accept the Downtown Mainstreet Revitalization Fund Update as information; AND THAT Council in Committee recommend to Council the Mainstreet Revitalization Additional funds required be placed in the 2020 Budget for $10,029.00. CARRIED. MR-20-156 8.1.5 Report on Renting Privies vs Cleaning and Replacement of Privies at Beach Areas The Recreation and Community Development Officer reviewed the report. The CAO/Clerk noted that once an accessibility grant fund becomes available they are ready to submit for accessible washrooms. Councillor Peplinski requested that the OCIF fund be discussed at an upcoming meeting.

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2020-06-0204 Moved by: Mayor Love Seconded by: Councillor Bromwich RECOMMENDATION: THAT Council in Committee recommend to Council to continue with Porta Toilet rentals; AND THAT $5,000.00 be forwarded to budget deliberations for 2020 CARRIED. MR-20-166 8.1.6 Play Structure Refresh 2020 The Recreation and Community Development Coordinator reviewed the Play Structure Refresh 2020 noting that she will have a further report and possible grant applications at an upcoming Meeting. MR-20-160 8.1.7 2020 Family Recreation Activities and Events The Recreation and Community Development Coordinator reviewed the 2020 Family Recreation Activities and Events and requested that Council provide direction on the costs and cost recovery for the events planned. The CAO/Clerk sought clarification on which outdoor rinks were participating in the Festival of Outdoor Rinks. The Recreation and Community Development Coordinator noted that the Barry's Bay Outdoor Rink would be participating. 2020-07-0204 Moved by: Mayor Love Seconded by: Councillor Shulist RECOMMENDATION: THAT Council in Committee accept this report as information. AND THAT Council in Committee recommend to Council to allow a Bon Fire on Municipal Property at 65 Arena Rd - Murray Bros Memorial Ball Field Parking Lot on February 15, 2020 from 4-7pm with MV Fire Department Volunteers Present; AND THAT Council in Committee direct staff that events with expenses over $500.00 proceed as cost recovery and charge a fee per person or per family (these costs will vary) and other events under this amount will be free for participants. CARRIED. MR-20-165 8.1.8 Grants Update 2020 The Recreation and Community Development Coordinator reviewed the Grants Update 2020 Report, noting that she will continue to investigate for grants and work with the local employment agency to determine what grants are better suited for the Municipality and the summer students. She added that consideration is being given to having the Tennis Club operate a concession stand with a couple of summer students. Mayor Love questioned if more than one student would be necessary and if

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hiring a student would impact the Municipal grants for other students. The Recreation and Community Development Coordinator explained the Tennis Club would be applying for the summer student grant and would also use revenues from the concession stand to offset the summer student salaries. The CAO/Clerk noted that the Tennis Club would be responsible for the students and would not implicate the Municipality. Council in Committee questioned if there would be sufficient revenue to offset the students. The CAO/Clerk explained that further discussions would be forthcoming with the Tennis Club who are presently reviewing the logistics. The Recreation and Community Development Coordinator reviewed the shade structure grant which will be applied for, to provide shade structures at both the Combermere and Barry's Bay public beaches if successful. 2020-08-0204 Moved by: Mayor Love Seconded by: Councillor Bromwich RECOMMENDATION: THAT Council in Committee accept this report as information; AND THAT Council in Committee direct staff to post for summer positions as listed for the 2020 summer season; AND THAT Council in Committee direct staff to apply for the "The Canadian Dermatology Association Shade Structure Grant Program" for up to three shade structures to be installed in MV beach locations. CARRIED. 8.2 Correspondence and Information 8.2.1 Station Keepers Spareboard Vol II No. 3 Council in Committee accepted as information. 8.2.2 Station Keepers Spareboard Vol II No.4 Council in Committee accepted as information. The CAO/Clerk requested that the Recreation and Community Development Coordinator contacted MVDHS to inquire if the school is opened during strike days for the Walk the Halls Program. 8.2.3 Donation Request - Barry's Bay BIA RE: Bay Day Mayor Love requested that the plow truck (with the plow on) is displayed at Bay Day. The Recreation and Community Development Coordinator added that she would like the sidewalk plow and the Olympia Ice Resurfacer to also be on display. 2020-09-0204 Moved by: Councillor Shulist Seconded by: Mayor Love RECOMMENDATION: THAT Council in Committee recommend to Council to accept the Donation Request from the BIA for the May 16, 2020, Bay Day Event. CARRIED.

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8.2.4 Donation Request - Colette Mantifel RE: Terry Fox Run Staff was directed to contact the Tennis Club to ensure the Tennis Club was available for the Terry Fox Run on September 20 from 9:00 a.m. to 12:00 p.m. 2020-10-0204 Moved by: Councillor Peplinski Seconded by: Mayor Love RECOMMENDATION: THAT Council in Committee recommend to Council to accept the Donation Request for the Terry Fox Run, September 20, 2020 as presented. CARRIED. 8.3 Unfinished Business - None 9. Planning Matters and Statutory Meeting under Planning Act 3:00 p.m. 1. Our Lady of Combermere Charitable Organization and Kenneth Lawrence Golka - GOL-2019-13 2. David Blair and Marian Arbour - ARB - 2019-14 9.1 Municipal Reports - None 9.2 Correspondence and Information 9.2.1 Ontario News - January 16, 2020 RE: Ontario Helping Build Healthier, Safer Communities Faster Council in Committee accepted as information. 9.2.2 Letter from the Ministry of Municipal Affairs and Housing RE: Transforming and Modernizing the Delivery of Ontario's Building Code Services Council in Committee accepted as information. 9.2.3 Letter from the Ministry of Agriculture, Food and Rural Affairs - January 22, 2020 RE: Streamline Drainage Act Council in Committee accepted as information.

9.3 Outstanding Matters 10. Finance and Administration 10.1 Municipal Reports MR-20-170 10.1.1 Property Tax Arrears Update The Deputy Treasurer reviewed the property tax arrears update noting that she will be registering properties that are three years in arrears that have not responded to collection notices. She added that the schedule of fees will also provide for a $2.00 fee for all arrear notice which will be added to taxes. She explained each arrears collection which happens twice per year costs approximately $1000.00 dollars for postage and

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does not include staff time. The Deputy Treasurer added that she would also recommend an additional two collection notices per year. Council in Committee noted that registering properties can be done after two years of tax arrears and currently they are being registered after three years of arrears. MR-20-163 10.1.2 Municipal Office Renovations The Treasurer reviewed her report and suggested that a Project Manager be appointed for the Municipal Office Renovations. 2020-11-0204 Moved by: Councillor Bromwich Seconded by: Councillor Willmer RECOMMENDATION: THAT Council in Committee recommends that Council approves the appointment of Project Manager to Andrew Peplinski for the Municipal Office Building Renovation Project. CARRIED. MR-20-169 10.1.3 2019 Statement of Revenues & Expenditures The Treasurer explained that she was completing information and reports for year-end. Council in Committee noted they would review balances during budget deliberations. The Treasurer added that staff is attempting to bring a draft budget forward within a 3% increase. 10.1.4 Email from the Madawaska Valley Public Library - January 27, 2020 RE: Operating Grant Advance 2020-12-0204 Moved by: Councillor Peplinski Seconded by: Councillor Willmer RECOMMENDATION: THAT Council in Committee recommend to Council that they provide the operating installments of $18,500.00/month to the Madawaska Valley Public Library until the Township of Madawaska Valley 2020 Budget has been passed. CARRIED. MR-20-159 10.1.6 The Deputy Clerk provided Council with information regarding a total update on the Municipal Website which would result in an accessible website, which is also mobile/tablet friendly. 2020-13-0204 Moved by: Councillor Bromwich Seconded by: Councillor Willmer RECOMMENDATION: THAT Council in Committee recommend that Council accept the Municipal Website Report as information; AND THAT staff proceed with upgrades to the Municipality's current website provider at an estimated cost of $9,980.00 for the creation of a new AODA compliant accessible website funded by the Computer Software/Planning Reserve.

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CARRIED. 10.1.7 Staff Action Item List January 2019 - Current (not attached) The Deputy Clerk advised that the internal Staff Action Item List would be included in monthly Council in Committee Meetings.

10.2 Correspondence and Information 10.2.1 Resolution from The Town of Deep River - January 8, 2020 RE: Premiers to Develop Nuclear Reactor Technology 2020-14-0204 Moved by: Councillor Bromwich Seconded by: Councillor Willmer RECOMMENDATION: THAT Council in Committee recommend Council support the following resolution from The Town of Deep River: BE IT RESOLVED THAT the CBC News report entitled "Group of premiers band together to develop nuclear reactor technology", be received, and WHEREAS the Premiers of Ontario, Saskatchewan and New Brunswick have announced their intention to work together on the development of small modular reactors to help their provinces reduce carbon emissions and address the challenges of climate change; WHEREAS Canada has demonstrated excellence and leadership in the nuclear industry on the world stage for more than 70 years; WHEREAS the Canadian nuclear industry is one of the safest and most well- regulated energy sectors in the world under the oversight of the Canadian Nuclear Safety Commission; WHEREAS the citizens of Ontario have enjoyed the benefits of safe, clean, low- carbon energy produced by Ontario's nuclear industry for over 50 years; WHEREAS small modular reactors have the potential to provide municipalities, especially rural and northern municipalities, with an innovative technology that provides a safe, low-carbon alternative to meet energy demands; THEREFORE BE IT RESOLVED the Town of Deep River write to the Premier of Ontario, Saskatchewan and New Brunswick to express support for their decision to work together on the development of small modular reactor technology as a safe, low-carbon energy option; THAT the Town of Deep River write to the Prime Minister of Canada, Minster of Natural Resourced, and the remaining provincial premiers asking that they support investment in the research and development of small modular reactor technology as an innovative, safe, low-carbon energy option; AND THAT this resolution be circulated to all upper and lower-tier municipalities in Ontario, and the Federation of Canadian Municipalities, for their consideration. CARRIED. 10.2.2 Letter from the Ministry of Children, Community and Social Services - December 16, 2019 RE: Poverty Reduction Strategy Council in Committee accepted as information. 10.2.3 Letter from the Ministry of Indigenous Affairs and Information Centre -

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December 19, 2019 RE: Algonquin Land Claim Council in Committee accepted as information.

10.3 Unfinished Business Mayor Love noted that the Council in Committee portion of the Meeting ended and the Regular Council portion was commencing. MR-20-161 10.1.5 CO Country Market - Convenience Outlet The Deputy Clerk reviewed her report, noting that unless Council retracted the resolution, or Provincial Policy changed, or a Business By- Law was enacted the resolution would be in perpetuity. 2020-15-0204 Moved by: Councillor Peplinski Seconded by: Councillor Shulist THAT Council provides approval to CO Country Market to sell beverage alcohol products on the following holidays: - Victoria Day - Canada Day - Labour Day - Thanksgiving Day - Family Day AND THAT this resolution is ratified immediately by the Confirming By-Law dated February 4, 2020. CARRIED. 11. By-Laws 11.1 By-Law 2020-08 RE: Site specific Zoning By-Law amendment being parts of Lots 7 and 8, Concessions 3 and 4, geographic Township of Radcliffe, from Community Facility(CF)and Tourist Commercial (TC) to Open Space – Exception Two (OS-E2 – Exception Fifty-Four (LSR-E54) (Our Lady of Combermere Charitable Organization and Golka – GOL-2019-13) 2020-01-04 Feb 2020 Moved by: Councillor Bromwich Seconded by: Councillor Willmer THAT By-Law 2020-08 BEING a By-Law to amend By-Law 2006-26 of the Township of Madawaska Valley, as amended be given third and final reading this 4th day of February, 2020. CARRIED. 2020-02-04 Feb 2020 Moved by: Councillor Peplinski Seconded by: Councillor Shulist THAT By-Law 2020-08 Be given third and final reading this 4th day of February 2020.

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Council in Committee Meeting Minutes - February 4, 2020 Page 56 of 135 Council in Committee - February 04, 2020

CARRIED. 11.2 By-Law 2020-09 RE: Site specific Zoning By-Law amendment, being Lot 8, Plan 269 and Part of the Shoreline Road Allowance along Wadsworth Lake, Part 2 on Reference Plan 49R-18142, geographic Township of Radcliffe, from Residential One (R1) to Residential One – Exception Sixty-Six (R1-E66) (Arbour – ARB-2019-14) 2020-01-04 Feb 2020 Moved by: Councillor Peplinski Seconded by: Councillor Shulist THAT By-Law 2020-09 Being a By-Law to amend By-Law Number 2006-26 of the Township of the Madawaska Valley, as amended be given first and second reading this 4th day of February 2020. CARRIED. 2020-02-04 Feb 2020 Moved by: Councillor Willmer Seconded by: Councillor Bromwich THAT By-Law 2020-09 Be given third and final reading this 4th day of February 2020. CARRIED. 11.3 By-Law 2020-10 RE: Authorizing the entering into and execution of an Amending Agreement with Automotive Materials Stewardship Inc. 2020-01-04 Feb 2020 Moved by: Councillor Willmer Seconded by: Councillor Shulist THAT By-Law 2020-10 Being a By-Law to authorize the entering into and the execution of an Amending Agreement between Automotive Materials Stewardship Inc. and The Corporation of the Township of Madawaska Valley, with respect to the collection of certain automotive materials pursuant the original Agreement dated April 1, 2017, be given first and second reading this 4th day of February 2020. CARRIED. 2020-02-04 Feb 2020 Moved by: Councillor Willmer Seconded by: Councillor Peplinski THAT By-Law 2020-10 Be given third and final reading this 4th day of February 2020. CARRIED. 11.4 By-Law 2020-11 RE: Collective Agreement with Teamsters Local Union No. 91 – Contract (Feb. 1, 2020 to Jan. 30, 2023) Councillor Bromwich declared a conflict of interest and left the

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Council in Committee Meeting Minutes - February 4, 2020 Page 57 of 135 Council in Committee - February 04, 2020

Meeting. 2020-01-04 Feb 2020 Moved by: Councillor Peplinski Seconded by: Councillor Willmer THAT By-Law 2020-11 Being a By-Law to authorize the execution of a Collective Agreement between The Corporation of The Township of Madawaska Valley and Teamsters Local Union No. 91 affiliated with the International Brotherhood of Teamsters be given first and second reading this 4th day of February 2020. CARRIED. 2020-02-04 Feb 2020 Moved by: Councillor Shulist Seconded by: Councillor Willmer THAT By-Law 2020-11 Be given third and final reading this 4th day of February 2020. CARRIED. Councillor Bromwich returned to the Meeting. 11.5 By-Law 2020-12 (DRAFT, Schedule A will be provided at the table) RE: Authorizing the entering into and execution of a Services Agreement with Ontario Clean Water Agency for the operation of the Water and Wastewater Systems The contract was not available, therefore first and second reading was given and the by-law will return to the Regular Council Meeting of February 18, 2020. 2020-01-04 Feb 2020 Moved by: Councillor Bromwich Seconded by: Councillor Shulist THAT By-Law 2020-12 Being a By-Law to authorize the entering into and the execution of a Services Agreement, between Ontario Clean Water Agency/Agence Ontarienne Des Eaux, and The Corporation of the Township of Madawaska Valley, with respect to the operation and maintenance services of the Barry’s Bay Water Treatment Facility, Water Distribution System, Wastewater Treatment Facility and Wastewater Collection System be given first and second reading this 4th day of February 2020. CARRIED. 12. In-Camera 12.1 1. Update Council on Human Resources on Staff related issues as pertaining to Fire Department and Recreation Department

2020-01-04 Feb 2020 Moved by: Councillor Willmer Seconded by: Councillor Shulist

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Council in Committee Meeting Minutes - February 4, 2020 Page 58 of 135 Council in Committee - February 04, 2020

THAT the Meeting enter In-Camera Session to discuss matters pertaining to "personal matters about an identifiable individual, including municipal or local board employees", Ontario Municipal Act 2001, c.25, s.239 (2)(b). 1. Update Council on Human Resources on Staff related issues as pertaining to Fire Department and Recreation Department CARRIED. 13. Return to Open Session

2020-01-04 Feb 2020 Moved by: Councillor Willmer Seconded by: Councillor Bromwich THAT the Meeting return to Open Session at 2:53 p.m CARRIED. Mayor Love advised that CAO/Clerk was directed to have a meeting with some members of the fire department regarding policies. The CAO/Clerk was directed to review existing staff complement and redirect resources to the Paul J Yakabuski Community Centre and Recreation. 2020-02-04 Feb 2020 Moved by: Councillor Peplinski Seconded by: Councillor Bromwich THAT the Meeting recess at 2:55 p.m in order to proceed with the Public Meeting at 3:00 p.m. CARRIED. The Meeting resumed at 3:24 p.m. 14. Confirming By-Law 14.1 By-Law 2020-13 RE: Confirming By-Law Council Meeting of February 4, 2020 2020-01-04 Feb 2020 Moved by: Councillor Shulist Seconded by: Councillor Willmer THAT By-Law 2020-13 Being a By-Law to confirm the proceedings of the Council Meeting of the Corporation of the Township of Madawaska Valley at a Council Meeting of February 4th, 2020 be given first and second reading. CARRIED. 2020-02-04 Feb 2020 Moved by: Councillor Peplinski Seconded by: Councillor Bromwich THAT By-Law 2020-13 Be given third and final reading this 4th day of February 2020. CARRIED.

Page 14 of 16

Council in Committee Meeting Minutes - February 4, 2020 Page 59 of 135 Council in Committee - February 04, 2020

15. Adjournment 2020-01-04 Feb 2020 Moved by: Councillor Bromwich Seconded by: Councillor Willmer THAT the Meeting adjourn at 3:28 p.m. CARRIED.

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Council in Committee Meeting Minutes - February 4, 2020 Page 60 of 135 Page 1 of 6

Municipal Report

Subject: Parole Office Relocation Meeting: Regular Council Meeting - 18 Feb 2020 Prepared For: council Staff Contact: Sue Klatt, CAO/Clerk

RECOMMENDATION: THAT Council accept the CAO/Clerk report "Parole Office Relocation" as information AND THAT Council grant approval for the CAO/Clerk to sign the Sublease Agreement between the municipality and Helen Benn to allow the Parole Office to operate from 43 Dunn Street at the Natural Health Centre effective Tuesday March 3, 2020. AND THAT By law 2015-13 be amended and brought back for Council approval which will include the new agreement as "Appendix A" and the Sublease Agreement as "Appendix B."

BACKGROUND INFORMATION: BACKGROUND: A report was presented at the February 5, 2019 Council in Committee meeting outlining the discussions to enter into Economic of Office(Ministry Probation the and Test Drive the with negotiations Bureau(SERCO) Development, Employment and Infrastructure) to allow staff to maximize efficiencies and a better work flow by occupying the office space downstairs. A subsequent report dated April 2019 provided the CAO/Clerk with direction to discuss options with the Ministry to regain the space occupied by the Parole Office staff and seek options on how the municipality can regain that space as part of our office reorganization/job reallocation.

Driver Bureau: negotiation and terms successful for relocation April 11, 2019 the Drive Test Bureau was re- located at the Paul J Yakabuski Community Centre the 2nd and 4th Thursday of each month. This arrangement allowed for the service to remain local and increase days staff has access to use of that office. The transition has gone well.

Probation/parole Office: the agreement for the Parole Office use indicates the municipality has to adhere to the five(5) year agreement. When discussing the need to terminate this agreement the representative advised we are obligated to adhere to the terms of the agreement which does not include a termination option.The existing agreement 2015-13 with The Ministry of Economic Development Employment and and Economic Development and Infrastructure extended their access and use to the space until 2021 with 2 further terms of 5 yrs. Following discussions and vetting of the agreement with our municipal solicitor Mr. Instance of Huckabone, O'Brien, Instance, Bradley it was determined the municipality was bound by the timelines of the agreement. Discussions with a Ministry

Parole Office Relocation Page 61 of 135 Page 2 of 6

representative to add a termination notice and/or changing the terms of the lease resulted in no change from the Ministry.

I pursued the possibility of still meeting the condition of our lease which is overseeing a rental to the Ministry by subleasing another office for their use that would be revenue neutral to the municipality. This included consultations with the Ministry of Infrastructure, CBRE, the parole office, our insurance and the municipal solicitor. The difficulty in the discussion was the space had to be a central location, have an accessible ramp or entrance, provides various services allowing confidentiality to the client as for the reason they frequent the building. Two locations met that criteria; Tyerman and Daughters and the Natural Health Centre would have the ability itoption daily a on space (CPCC, Benn, rent Helen commitment. to a without being monthly aboutdiscussions into CDR,RT,RECE,CYW) rents an Health Centre office at the Natural and entered subleasing her space. Discussions with the Ministry resulted in an agreement that serves the municipality, the Ministry and the Municipality.

FINANCIAL: Same leasing rates apply as in the past for both the drive test bureau and the parole office; the agreement is revenue and expense neutral.

POLICY IMPLICATIONS: INSURANCE: The Township’s sub-tenant is the Province of Ontario which self-insures. There is no cost impact to the municipality but required that the revised agreement with the Ministry of Economic Development Employment and Economic Development and Infrastructure include a revision in the wording which has been forwarded to the Province for inclusion.

ATTACHED: 11 Feb Sub Lease (Amended)

Parole Office Relocation Page 62 of 135 Page 3 of 6

SUB LEASE

Made this day of , 2020

BETWEEN:

HELEN BENN (Hereinafter referred to as the “Sub Landlord”)

-and-

THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY (Hereinafter referred to as the “ Sub Tenant”)

WHEREAS by a Lease dated December 1,2018 between Scott Halliday and Colette Szalay as the Landlordand (“Head Landlord”) and the Sub-Landlordas Tenant, a copy of which is attached heretoas Schedule “A” (the “Head Lease”), the Head Landlorddid leaseto the Sub Landlordcertain space (the “Premises”)consistingof rental area of approximately300 square feet in the building and lands municipally described as 43 Dunn Street, Barry’s Bay, Ontario.

AND WHEREAS the Sub Landlord has agreed to sub lease to the Sub Tenant a portion of the premises consisting of one room of approximately 130 square feet (the “Sub Premises”) on the terms and conditions contained herein.

AND WHEREAS the consent of the Head Landlordhas been obtainedpursuant to the terms of the Head Lease.

NOW THEREFORE in consideration of the mutual covenants and agreements herein contained, and of other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged,the parties hereby agree and covenant as follows:

1_. SUB LEASE:

A. The Sub Landlord hereby demises and Sub Leases the Sub Premises to the Sub Tenant to have and to hold the Sub Premises, unless sooner terminatedpursuant to other provisions hereof, for the period of ?ve (5) years from and includingthe ?rst day of March, 2020 to and includingthe 28”‘ day of February, 2025. During said Term, the Sub Tenant shall be Sub Leasing the Sub Premises on Tuesdays and Thursdays every week, between the hours of 8 a.m. and 4 pm.. The Sub Landlord will considerallowing evening appointments as may be required by the Sub Tenant if provided with a minimum of two weeks notice.

B. The Sub Tenant shall have the option to renew this Sub Lease for two consecutive Terms of five (5) years each on the same terms and conditions as herein contained, save and except that the basic rent shall be agreed upon by the parties and there shall be no further renewal periods.

; BASIC RENT:

C. The Sub Tenant covenants and agrees to pay rent to the Sub Landlord during the Term as follows:

i. During year one $55.19 per day.

Parole Office Relocation Page 63 of 135 Page 4 of 6

ii. During the second year $56.58 per day.

iii. During the third year $57.99 per day.

iv. During the fourth year $59.44 per day.

v. During the ?fth year $60.93 per day.

The basic rent shall be due and payable on the first day of each month of the Term.

§_. TERMINATION

A. The Sub Tenant shall be entitledto terminate this Lease at any time upon giving the Sub Landlord six months written notice.

4. SUB TENANT’S GENERAL COVENANTS

A. The Sub Tenant covenants with the Sub Landlord:

i. To pay basic rent as provided herein.

ii. Not to do or omit to be done any act or thing upon the Sub Premises which would cause a breach of any of the Sub Landlord’s obligations as Tenant under the Head Lease.

iii. Not to use the Sub Premises for any purpose other than such uses as permitted in the Head Lease.

iv. Not to assign, sub let or part with or share possession of any part of the Sub Premises, save and except for a Sub Sub Lease to be entered into by the Sub Tenant with Her Majesty The QueenIn Right Of Ontario As Represented By The Minister Of Economic Development, Employment And Infrastructure whereby the Sub Premises will be used as a Parole Of?ce.

INSURANCE

A. The Sub Tenant shall take out and keep enforced duringthe Term such insurancepolicies in respect of the Sub Premises and shall comply with the obligations of the Sub Landlord as Tenant and the Head Lease and shall be subject to the same obligations and the same limitationsof liability with respect to damage, loss or injury as are set out in the Head Lease. The Sub Tenant shall name the Sub Landlord and the Head Landlord as additional named insured’s as their interests may appear in such policies.

6. COVENANTS OF THE SUB LANDLORD

A. The Sub Landlord covenants with the Sub Tenant:

i. For quiet enjoyment.

ii. To pay the rent reserved by the Head Lease.

iii. To perform or cause to be performed all of it’s obligations under the Head Lease in respect of the Premises.

I?‘

Parole Office Relocation Page 64 of 135 Page 5 of 6

-3-

iv. To enforce for the bene?t of the Sub Tenant, and other lawful occupants of the Sub Premises, the obligations of the Head Landlord under the Head Lease with the intent that the bene?ts of such covenants shall be enjoyed by the Sub Tenant and its permitted Sub Tenants and Assigns.

7. ABATEMENT AND TERMINATION

A. In the event of damage or destruction of the Sub Premises or the building of which the Sub Premises forms a part by a casualty or occurrence:

i. Basic rent hereunder shall abate if and to the extent rent under the Head Lease abates in respect to the Sub Premises under the Terms of the Head Lease.

ii. This Sub Lease shall terminate if the Head Landlord or the Sub Landlord shall become entitled to terminate and shall terminate the Head Lease.

8. FIXT URES AND IMPROVEMENTS

A. The rights and obligations of the Sub Tenant with respect to the installation, alteration and removal of ?xtures and improvements shall be governed by the applicable provisions of the Head Lease, it being agreed that all ?xtures and improvements shall be deemed to comply with the provisions of this Sub Lease if they are made in compliance with the Head Lease, and the approval of the Head Landlord and the Sub Landlord thereto, such approval not to be unreasonably withheld shall have been obtained.

B. At the end of the Term, the Sub Tenant shall surrender and yield up the Sub Premises in such a state as the Sub Landlord is required to surrender and yield up the Premises at the end of the Term of the Head Lease. Notwithstanding the foregoing,the Sub Tenant shall not be required to restore the Sub Premises to its original condition as at the commencement of the Term of the Head Lease, nor to remove any leasehold improvements that existed prior to the Tenn, but shall, at the Sub Landlord’s option, at the expiration of the Term or earlier termination of this Lease, restore the Sub Premises to its original condition as at the commencement of the Term or remove any leasehold improvements installed by or for the Sub Tenant subject to the rights of the Head Landlord under the Head Lease. The Sub Tenant’s rights to remove ?xtures shall be limited to the removal of its ?xtures and not those of the Sub Landlord.

Z CONDITION OF SUB PREMISES

A. It is agreed that the Sub Tenant shall accept the Sub Premisesin an “as is” condition, and the Sub Tenant acknowledges that the Sub Landlord has made no representations or warranties with respect to the condition thereof.

1_0_. NOTICE

A. Any Notice required or contemplated by this Sub Lease shall be given in writing and either delivered or mailed by prepaid registered mail to:

The Sub Landlord At:

Unit 7 43 Dunn Street Barry’s Bay, Ontario KOJ 1B0

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The Sub Tenant At:

85 Bay Street P.O. Box 1000 Bar1y’sBay, Ontario KOJ 1B0

B. Every such Notice shall be deemed to have been given when delivered or, if mailed as aforesaid, on the fourth business day next following the date of mailing. The Sub Landlord or Sub Tenant may from time to time by notice in writing to the other designate another address as the address to which Notices are to be mailed.

LL APPLICATION OF HEAD LEASE

A. The Sub Tenant acknowledges and agrees that this Sub Lease is subject to and subordinate to the Terms of the Head Lease, and the Sub Tenant is subjectto all the rights and privileges of the Head Landlord under the Head Lease in the same manner and to the same extend as the Sub Landlord, except as provided herein.

B. Except as herein expressly provided, all Terms contained in the Head Lease shall apply to andbe bindingupon the parties hereto and their respective successors and permitted assigns with the intent that such provisions shall govern the relationshipin respect of such matters as betweenthe Sub Landlord and the Sub Tenant.

C. Whenever, under the Terms of the Head Lease, the consent or approval of the Landlord is required, the Sub Tenant shall be required to obtain both the consent or the approval of the Head Landlord and the Sub Landlord.

IN WITNESS WHEREOF each of the parties hereto have executed this Sub Lease before a witness.

Witness

Helen Benn, (Sub Landlord)

) The Corporation Of The Township Of Madawaska Valley ) (Sub Tenant) )

_m_ J Witness ) Per: Kim Love, Mayor

) Per: Suzanne Klatt, CAO/Clerk ) We have the authority to bind the Corporation )

\/\J\J y/\/xgxax./\/\_/x4

Parole Office Relocation Page 66 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 67 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 68 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 69 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 70 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 71 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 72 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 73 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 74 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 75 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 76 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 77 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 78 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 79 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 80 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 81 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 82 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 83 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 84 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 85 of 135 By-Law 2020-12 RE: Authorizing the entering into and execution of a Serv... Page 86 of 135 Part 1.

For the purposes of this Agreement, the description of the Facilities is set out in the following document(s):

Ba.rry‘s Bay WWTP 0 ECA # 2702-7TKNBE

Barry‘s Bay WTP MDWL # 193-101 issue 2 DWWP# 193-201issue 3 PTTW # 6233-8MXPXP

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Change Being Requested

Name of Change:

Ontario Clean Water Agency Per: (OCWA) Date Name: (YYYY/N.lM/DD): Title:

Per: Client Date Name: (YYYY/MM/DD): Title:

Adjustment Check Appropriate Type of Change Ap_gly(Y/N1 Type of Change: Adjustmentto Estimate Changeto Service Impact

Adjustment to Estimate

Description — Attach Additional Documentation if Required

Change in Services

Description —— Attach Additional Documentanon if Required

Cost Breakdown for Change in Services

Item Quantity One-time Cost Annual Cost

Total Cost:

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Those parts of Lots 2 and 3, Concession 9, in the Geographic Township of Radcliffe, laid out as Parts 1 and 2 on Plan 49R-19495 in the Township of Madawaska Valley, being part of PIN 57583-0204(LT).

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LANDOWNERSHIP FUELTYPES PRIV Grass 0-1 a Matted Grass Grass 0-1b Standing Grass

Jack or Lodgep S-1 Miscellaneous |Borea|Mixed W M 1 Resident Boreal MixedW M-2 ILTG Li htnin. Red and White ‘ C-5 RWY Railway Industrialforest indust PROTECTIONAREAS IE1 Industrial other ICrownProtection Area NC Municipal Protection Area NK

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