THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS Regular Council AGENDA Thursday, October 31, 2019 9:00 a.m.
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1. Call to Order/Approve Agenda
a) Approval of the October 31, 2019 Regular Council Meeting Agenda
Be it resolved that the October 31, 2019 Regular Council Meeting Agenda be approved as circulated.
2. Declaration of Pecuniary Interest or General Nature Thereof
3. Public Meetings
4. Delegations
14 - 22 a) Ms. Patricia Walshe re: Minden Hills Cultural Centre Foundation
Be it resolved that Council receives a presentation from Ms. Patricia Walshe, regarding the Minden Hills Cultural Centre Foundation, as information.
23 - 37 b) Ms. Gwen Tassone, Senior Vice President, Account Executive, Marsh Insurance re: Insurance and Risk Management.
Be it resolved that Council receives a presentation from Ms. Gwen Tassone, Senior Vice President, Account Executive, on behalf of Marsh Insurance regarding Insurance and Risk Management, as information.
5. Adoption of Minutes from Previous Meeting
38 - 49 a) September 26, 2019 Regular Council Meeting Minutes
Be it resolved that Council receives the September 26, 2019 Regular Council Meeting minutes as circulated.
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50 - 51 b) August 29, 2019 Public Meeting minutes
Be it resolved that Council receives the August 29, 2019 Public Meeting Minutes as circulated.
6. Payment of Accounts
52 a) October 31, 2019 Accounts
Be it resolved that the accounts in the amount of $ 1,536,666.84 be approved for payment.
7. Mayor's Report
53 a) County of Haliburton Update re: Climate Change
8. ROMA Board Report - Councillor Sayne
9. Correspondence and Communications
a) Ben Road Residents Re: Request for the road to be municipally maintained
Recommendation: That Council receives correspondence from the residents on Ben Road regarding a request for Ben Road to be Municipally maintained, as information;
b) Trent Conservation Coalition Source Protection Committee Re: Municipal Representation
Recommendation: Be it resolved that Council receives correspondence from the Trent Conservation Coalition Source Protection Committee as information;
And further that the Corporation of the Township of Minden Hills supports Township of Minden Hills Mayor Brent Devolin and City of Kawartha Lakes Deputy Mayor Doug Elmslie as the Kawartha- Haliburton municipal representatives on the Trent Conservation Coalition Source Protection Committee.
c) Library Circulation Totals for September
Recommendation: That Council receives the Haliburton County Library Circulation totals for the Month of September 2019 as information.
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d) Haliburton Highlands Stroke Support Group re: Request to raise the flag for World Stroke Day
Pre-Approval granted at the October 10, 2019 COTW meeting by resolution #19- 597
Be it resolved that Council ratify resolution #19-597 passed by Council at its October 10, 2019 Committee of the Whole Meeting, authorizing a request to raise the flag in recognition of World Stroke Day.
54 - 71 e) Association of Municipalities Ontario (AMO) re: Addressing Growing Municipal Liability and Insurance Costs - Submission to the Attorney General of Ontario
Recommendation: That Council receives AMO's submission to the Attorney General of Ontario regarding municipal liability and insurance costs, as information;
10. Environmental
a) Climate Change Action Committee Meeting Minutes dated September 27, 2019
Recommendation: That Council receives the Climate Change Action Committee Meeting minutes dated September 27, 2019 as information;
And further that Council acknowledges the recommendations made in said minutes as follows:
1)That Council review and provide input on the draft Peterborough Climate Change Emergency Declaration by the November Council meeting date; 2)That a liaison member be appointed to the Ontario Waterpower Association, including a membership cost of $100.00; to keep the CCAC informed of Waterpower options and initiatives; 3)When available, obtain a Municipal community membership in Ontario Waterpower to keep the CCAC informed and provide networking with renewable energy members and experts; and 4)That Council adopt the Ontario Waterpower Charter
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b) Report #19-030 ENV Irondale Landfill Site
Recommendation: That Report # 19-030 ENV Irondale Landfill received as information;
And further, that Council directs Staff to survey Highlands East and Minden Hills attendance at the Irondale Landfill Site and provide results at a future meeting for Council’s consideration.
c) Report #19-031 ENV Draft Sewer Use Bylaw
Recommendation: That Council receive Report # 19-031 - ENV – Sewer Use Draft By- law as information;
And further, that Council direct staff to educate the public before enforcing the By-law and to proceed with the public meeting process in regards to the proposed draft sewer use By-law.
11. Roads
a) Report #19-059 Roads – September 2019 Monthly Activity Report
Recommendation: That Council receives report #19-059 Roads September 2019 Monthly Activity Report as information.
b) Report #19-060 Roads RFP Results – Consulting Engineering Services for the Sanitary and Storm Sewer Main Zoom Inspection
Pre-Approval granted by resolution #19-598 at the October 10, 2019 COTW
Be it resolved that Council ratify resolution #19-598 passed by Council at its Committee of the Whole Meeting held on October 10, 2019, awarding the Sanitary and Storm Sewer Main Zoom Inspections to Infratech Sewer and Water Services;
And further, that By-law 19-123 authorizing the Mayor and Clerk to execute an Agreement between the Township of Minden Hills and Infratech Sewer and Water Services be referred to the By-law Section of the Agenda for approval.
c) Verbal Report Roads - Federation of Canadian Municipalities
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(FCM) Grant Agreement for the Municipal Asset Management Program
Recommendation: Be it resolved that Council receives the an update from the Director of Public Works regarding the Federation of Canadian Municipalities (FCM) Grant Agreement for a Municipal Asset Management Program as information;
And further that By-law 19-125 authorizing the Mayor and CAO/Treasurer to execute a Federation of Canadian Municipalities (FCM) Grant Agreement for a Municipal Asset Management Program be referred to the By-law Section of the Agenda for approval.
12. Economic Development and Cultural Centre
a) Minden Hills Design Committee Meeting Minutes dated September 23, 2019
Recommendation: That Council receives the Minden Hills Design Committee Meeting minutes dated September 23, 2019, as information.
b) Report # 19-022 EDDMO September Monthly Activity Report
Recommendation: That Council receives Report # 19-022 EDDMO – September Monthly Activity Report as information.
c) Report # 19-023 EDDMO Annual Township Christmas/Volunteer Appreciation Dinner
Recommendation: That Council receives Report # 19- 023 Annual Township Christmas/Volunteer Appreciation Dinner as information;
And further, Council accepts the quotation from the McKecks Restaurant in the amount of $32.00 plus $4.16 HST for a total of $36.16 per plate, with final guest numbers to be determined.
d) Report # 19-024 EDDMO Launch of U-Links Youth Retention Study in Minden Hills
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Recommendation: That Council receives Report # 19-024 EDDMO – Launch of U-Links Youth Retention Study in Minden Hills as information.
13. Community Services
a) Report # 19-34 CSD Monthly Activity Report – September 2019
Recommendation: That Council receives Report # 19-34 Community Services Department Monthly Activity Report for September 2019 as information.
b) Report # 19-35 CSD Fall/Winter Works Plans
Recommendation: That Council receives Report # 19-35 Community Services Department Fall/Winter Work Plans as information.
c) Report # 19-36 CSD Investing in Canada Infrastructure Program: Community, Culture and Recreation Stream
Recommendation: That Council receives Report # 19-36 Community Services Department – Investing in Canada Infrastructure: Community, Culture and Recreation Stream as information;
And further, that Council direct staff to proceed with the Township Office, Accessibility Ramps and Various Other Facilities as the preferred project for submission to the Investing in Canada Infrastructure: Community, Culture and Recreation Stream.
d) Report # 19-37 CSD Monthly Progress Report for September 2019 – IPD Renewal of S.G. Nesbitt Memorial Arena and Community
Recommendation: That Council receives Report # 19-37 Community Services Department – Monthly Progress Report for September 2019 – IPD Renewal of S.G. Nesbitt Memorial Arena and Community Centre project, as information.
e) Report # 19-38 CSD Proposed Fund Raising Campaign for Renewal of S.G. Nesbitt Memorial Arena and Community Centre
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Recommendation: Be it resolved that Council ratify resolution #19-599 passed by Council at its Committee of the Whole Meeting held on October 10, 2019, approving the proposed fund raising Campaign as presented.
f) Lochlin Community Centre Committee Meeting Minutes dated September 10, 2019
Recommendation: Be it resolved that Council receives the Lochlin Community Centre Committee Meeting minutes dated September 10, 2019, as information.
14. Fire Services
a) Report #19-017 Fire Haliburton County Emergency Management Mutual Assistance Agreement
Recommendation: That Report #19-017 FIRE – Haliburton County Emergency Management Mutual Assistance Agreement be received as information;
And further, that By-law # 19-122 authorizing the Mayor and Clerk to execute the Mutual Assistance Agreement between the Corporation of the Township of Minden Hills, the Corporation of the Township of Algonquin Highlands, the Corporation of the Municipality of Dysart et al, the Corporation of the Municipality of Highlands East and the Corporation of the County of Haliburton; be referred to the By-law Section of the Agenda for approval.
b) Report #19-018 Fire September 2019 Fire Summary
Recommendation: That Council receive Report 19-018 September 2019 Fire Summary as information.
15. Building and By-law Services
16. Planning and Development
a) Report #19-068 Planning Application to Purchase a Portion of Shore Road Allowance on Bob Lake - PLSRA2019048
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Recommendation: That Council receive Report #19-068 Planning PLSRA2019048 Application to Purchase a Portion of Shore Road Allowance on Bob Lake - PLSRA2019048 as information;
And further, that the Planning Department proceed with application PLSRA2019048 in accordance with Policy No. 19, as amended
b) Report #19-069 Planning Application to Purchase a Portion of Shore Road Allowance on Gull Lake - PLSRA2019050
Recommendation: That Council receive Report #19-069 Planning PLSRA2019050 Application to Purchase a Portion of Shore Road Allowance on Gull Lake - PLSRA2019050 as information;
And further, that the Planning Department proceed with application PLSRA2019050 in accordance with Policy No. 19, as amended.
c) Report #19-070 Planning Application to Construct Snowmobile Trails on Original Road Allowances – Route #4 - PLRA2017080
Recommendation: That Council receive Report #19-070 Planning PLRA2017080 Application to Construct Snowmobile Trails on various Original Road Allowances as information; And further, that Council waive the requirements of Policies #32, in so far as necessary to give effect to the requests made in application PLRA2017080;
And further, that By-law No. 19-124 is approved to authorize the Mayor and Clerk to enter into an agreement for the use of various unopened road allowances associated with application PLRA2017080;
And further that Council approve the execution of a Memorandum of Understanding for Land Use Permission substantially in the form of Attachment 8 between The Corporation of the Township of Minden Hills and the Haliburton County snowmobile Association.
d) Report #19-071 Planning 2019 OACA Conference and 2019 MMAH Ontario Planning Authorities Workshop
Recommendation: That Council receive Report #19-071 Planning 2019 OACA
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Conference and 2019 MMAH Ontario Planning Authorities Workshop as information.
e) Report #19-072 Planning PLH2019051 Application for Severance – Lot Addition
Recommendation: That Council receive Report #19-072 Planning PLH2019051 Application for Severance – Lot Additions as information;
That Application for Consent H-021/19 be recommended for approval subject to the following conditions:
1.The Severance is for addition purposes only. 2.That the original severance related to the benefitting lands, File 203/89, be ‘broken’ through an appropriate dedication of land. 3.The balance of any outstanding taxes, including penalties and interest, (and any local improvement charges, if applicable) shall be paid to the Municipality. 4.A copy of all reference plans associated with this application shall be provided to the Planner for the Township of Minden Hills for approval prior to registration. 5.The registered owner(s) shall ensure, to the satisfaction of the Township of Minden Hills that the Township is fully reimbursed for any costs incurred by the Township for professional services related specifically to this application.
17. Finance and General Government
a) Councillor Sayne - Moore Falls Portage
Recommendation: That Council receives a presentation from Councillor Sayne regarding the Moore Falls Portage as information.
b) Report #19-026 Admin/Treasury Financial Position - December 31/19 Forecast
Recommendation: That “Report #19-026 Admin/Treasury – Financial Position - December 31/19 Forecast” be received as information;
And further, that a 2019 surplus be transferred to the Capital Project Reserve for future use, pending confirmation of year-end results
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c) Report #19-027 2019 - 2021 External Audit Services RFP Results
Recommendation: That “Report #19-027 Admin/Treasury – 2019 – 2021 External Audit Services RFP Results” be received as information;
And further, that Council appoint KPMG as Auditors for the Township of Minden Hills for years ending 2019, 2020 and 2021, with two optional years, 2022 and 2023;
And further, that Council approves the following annual fees and hourly rates, excluding HST, as outlined in the External Audit Services proposal provided by KPMG:
• 2019 $17,000.00 • 2020 $17,500.00 • 2021 $18,000.00 • 2022-Optional $18,500.00 • 2023-Optional $19,000.00
• Partner $200.00 - $400.00 per hour • Audit Manager $125.00 - $175.00 per hour • Senior Accountant $90.00 - $110.00 per hour • Staff Accountant $50.00 - $75.00 per hour
d) Report # 19-028 Engineering Services - Township Office, Accessibility Ramps and Various Other Facilities
Pre-approval granted at the October 11, 2019 Committee of the Whole Meeting by Resolution #19-600
Be it resolved that Council ratify resolution #19-600 passed by Council at its Committee of the Whole Meeting held on October 10, 2019 to proceed with the Engagement of Duncan Architects regarding a review assessment, design and costing for the various Township Facilities and accessibility requirements.
e) Report #19-029 2020 Municipal Policing Billing Statement
Recommendation: That “Report #19-029 Admin/Treasury – 2020 Municipal Policing Billing Statement” be received as information;
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And further, that the 2020 policing requisition of $1,851,562 be deferred to the 2020 budget deliberations.
72 - 79 f) Report #19-030 Revisions to Policy #11 Committee Meeting Expenses
Recommendation: That “CAO - Report 19-030 – Revisions to Policy #11 – Committee Meeting Expenses” be received as information;
And further, that Council approves the amendments to Policy #11 – To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences”, as provided in said report;
And further, that By-law 19-126 to adopt Policy #11 be referred to the By-law Section of the Agenda for approval.
g) Report 19-031 Janitorial RFT Results
Recommendation: That “Report #19-031 Admin/Treasury – Janitorial Services RTP Results” be received as information;
And further, that Staff be directed to reject the tender proposal by G&M Enterprises in the amount of $52,940.00 for the Administration Building and Council Chambers, plus $40.00/hour for the Fire Hall and Additional Services, exclusive of HST; for the contract of janitorial services, as the bid substantially exceeds the Township’s budget, and is not in the economic interest of the Township to proceed;
And further, that Staff be directed to prepare a budget for an internal hire of janitorial services for Council’s review.
18. Questions from the Media Relating to Agenda Items
19. Questions from the Public Relating to Agenda Items
20. Closed Session
a) To proceed into Closed Session for the purpose of discussing the following:
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• Two items pursuant to Section 239(2) (d) of the Municipal Act, 2001 as amended, regarding labour relations or employee negotiations; • One Item pursuant to Section 239(2) (b) of the Municipal Act, 2001, as amended regarding personal matters about an identifiable individual; and • One item pursuant to Section 239(2) (e) of the Municipal Act, 2001 as amended, regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board.
Be it resolved that Council adjourn its open session at ______in order to proceed into a closed meeting for the purpose of discussion the following:
• Two items pursuant to Section 239(2)(d) of the Municipal Act, 2001 as amended, regarding labour relations or employee negotiations; • One Item pursuant to Section 239(2)(b) of the Municipal Act, 2001, as amended regarding personal matters about an identifiable individual; and • One item pursuant to Section 239(2)(e) of the Municipal Act, 2001 as amended, regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board.
21. Open Session Resume
a) October 31, 2019 Open Session
Be it resolved that the Closed Session meeting adjourn ______an Open Session resume.
22. Report from Closed Session
a) Closed Report
Be it resolved that the direction given in Closed Session be approved.
23. By-laws
80 - 84 a) October 31, 2019 Regular By-law
Be it resolved that the following by-laws be received and read a first
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time, considered read a second time, and third time and finally passed with the Corporate Seal affixed:
• By-law 19-122 To Execute a Mutual Assistance Agreement; • By-law 19-123 To Execute an Agreement with Infratech Sewer and Water Services Inc. for Sanitary and Storm Sewer Main Video Inspection; • By-law 19-124 To Execute an Agreement with HCSA - Route 4; and • By-law 19-125 To Execute an Agreement with FCM for Municipal Asset Management Program. • By-law 19-126 To Adopt Amended Policy #11 To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conference
24. Confirming By-law
85 a) October 31, 2019 Confirming By-law
Be it resolved that By-law 19-127 being a by-law to confirm the proceedings of Council held during its meeting of October 31, 2019 be received and read a first time, considered read a second and third time and finally passed with the Corporate Seal affixed.
25. Adjournment
a) Adjournment of the October 31, 2019 Regular Council Meeting
Be it resolved that the October 31, 2019 Regular Council Meeting is hereby adjourned at ______.
Page 13 of 85 MINDEN HILLS CULTURAL CENTRE FOUNDATION
AN INDEPENDENT CHARITABLE ORGANIZATION # 88551 1808 RR0001 Page 14 of 85 MAIN HISTORICAL EVENTS
• Created 2002 • Gained charitable status March 1st , 2004 • Designated as a “Public Foundation” by CCRA under subsection 149.1(1) • Raised $45,000 for the expansion of the Agnes Jamieson Gallery • Donated $17,000 ($15,000 + Grant of $1700) toward the building of the R. D. Lawrence Place, now known as Nature’s Place Page 15 of 85 • Supported a variety of arts, artists and events over approximately a ten year period CHANGES 2015
• Jack Brezina held an “interest” meeting with the intention of restarting the Foundation 2015 • Result 2016: Jim Mitchell, Sue Tiffin, Patricia Walshe and Jack Brezina (supporter & former member) left with the foundation Page 16 of 85 CHANGES
The new organization: Jim Mitchell, Sue Tiffin, Patricia Walshe rewrote the objectives of the foundation to restrict financial benefits only to the Minden Hills Cultural Centre. Page 17 of 85 PURPOSE OF THE FOUNDATION
New and revised purpose: “The Minden Hills Cultural Centre Foundation (a non-profit charitable corporation) exists for the purpose of raising and receiving funds to support the programs and activities of the Minden Hills Cultural Centre. The programs and encourage education and involvement in the arts for all residents and visitors with a focus on youth.
Previous Purpose: “The Minden Hills Cultural Centre Foundation was founded to support cultural activity in Minden Hills. The Initial project of the Foundation is to support the Agnew Jamieson Gallery Addition. The Foundation Page 18 of 85 will also support programs to encourage residents, especially children and young people, to become active in the arts.” BENEFITS OF THE FOUNDATION
• Raises monies for Cultural Centre. • Can apply for grants that the Cultural Centre being owned by the Township cannot. • Can issue tax receipts for qualified contributions. • Can apply for special event liquor licence. • Can run popular events such as “Fire & Ice.”
Page 19 of 85 • Can support special programs. THE SITUATION
• We were left with a debt which has been paid off personally by Jim & Patricia who hope to be paid back some day (approximately $700) • We will not operate without Insurance: Directors & Officers and Event insurance which is approximately $1,000 annually (two ways of handling this). • Do we move forward or close the foundation? Page 20 of 85 REQUIREMENT IF THE FOUNDATION
• A loan of $2,500 which we would aim to pay back starting in 2021(earlier if possible) • Approximately $1,000 insurance • Approximately $150 accounting fees, more if audited which would allow for the Foundation to apply for grants • Approximately $150 annual web domain site • Balance to be used as seed money for fund raising Page 21 of 85 AIM OF THE CURRENT BOARD
• Expand the organization • Plan and execute a minimum of three fund raising events in 2020 • By the end of 2020 be able to pay our annual expenses and contribute financially to the Cultural Centre. Page 22 of 85 TOWNSHIP OF MINDEN HILLS INSURANCE & RISK MANAGEMENT 31 OCTOBER 2019
Page 23 of 85 Gwen Tassone SVP, Client Executive Toronto Ontario Insurance Policies Township of Minden Hills Page 24 of 85
MARSH 2 Insurance Program Main Municipal Insurance Package
Policies to protect financial interest of Minden Hills: • Canadian Councils Liability Policy (General Liability) • Umbrella Liability Policy • Property and Machinery Breakdown Policy • Automobile Insurance Policy • Comprehensive Crime Policy Page 25 of 85
as well as facility user group coverage • Annual Low Risk (Facility Users)
MARSH 3 Insurance Program List of Accident Benefit Policies
Policies in place providing Accident Benefits • Councillors Accident • Out of Province Medical • Volunteer Accident • Volunteer Firefighters • Participant Accident Page 26 of 85
MARSH 4 Insurance for Events in your Community Page 27 of 85
MARSH 5 Events in your Community Questions to ask
For events taking place in your Community using Township facilities, properties, resources – questions to ask: • Who is responsible for liability for functions held within this facility? • How can a municipality protect itself from incurring liability caused by someone else’s actions or function? • What duties do we owe to others attending functions at our facility? Page 28 of 85
MARSH 6 Events in your Community Legal Considerations
Occupiers’ Liability Act • An occupier of premises owes a duty to take such care as in all the circumstances of the case is reasonable to see that persons entering on the premises, and the property brought on the premises by those persons are reasonably safe while on the premises. • Occupier includes anyone that has control of the premises and the power to admit or exclude others. • Duty extends to - condition of the premises - conduct of the persons admitted - activities permitted on the premises Page 29 of 85
MARSH 7 Events in your Community Legal Considerations
Contract Law • Obligations and duties are set out in contract • Liability may be transferred or assumed by contract via indemnity clauses Breach of contract may result in liability • Guarantee indemnities (from others) by requesting proof of insurance adding the municipality as an Additional Insured Page 30 of 85
MARSH 8 Ways to transfer the Township’s liability Protecting the Township’s Financial Risk
How to protect the Township from liability for events beyond your control • Contract - transfer the liability to the party with control through a user agreement – Inclusion of hold harmless/indemnification clauses – Requirement for the renter to carry insurance & provide proof, add the Township as an Additional Insured, including liquor liability where alcohol is involved – Should include the dates for set up and dismantling (in Rental Agreement and Certificates of Insurance) Page 31 of 85 • Insurance Policy – maintained by the Township – Annual Low Risk Policy / Facility Users Policy – Volunteer Accident Policy – WSIB for Volunteers
MARSH 9 Insurance Options Recommendations to ensure events are adequately insured
If you don’t insist on insurance, by default you assume it Recommendations to consider 1. Large Events run by the Township – Insure under the Township’s Policy, or – Purchase a separate Events Policy (such as FUEL) 2. Large Events not organized or run by the Township (not under your control) – Organizers insure event under their own liability policy, or – Organizers purchase a separate Events Policy (such as FUEL) Page 32 of 85 3. For informal/non-not for profit groups – Annual Low Risk (Township is an Additional Insured and know the coverages)
MARSH 10 Insurance for Non-Township run Events Annual Low Risk Policy
To cover third party users of municipal facilities, including parks and gazebos. The policy covers any individual or community group renting a municipal facility to run an event or activity. • The coverage is for the everyday resident who would otherwise not have insurance in place. It is not in place for companies or corporations to piggyback off of a cost effective insurance policy. The coverage is in place to protect residents of the community and provide coverage for the person in control of the event. • The municipality is automatically added as additional insured on the policy.
Page 33 of 85 • Third party liability with a low deductible • Vendor extension – provides coverage to vendors for products sold in the regular
MARSH 11 Insurance for Non-Township run Events Annual Low Risk Policy
• Course of business during an event liquor liability – protects you from liability that may arise at an event where alcohol is being served • Participant coverage included • Incidental medical malpractice • Broad definition of "named insured" to include the organization and any Director, executive officer, employee, committee member, office Holder, manager, coach or trainer professional liability arising from the actions of coaches, instructors or trainers (paid or unpaid) Page 34 of 85
MARSH 12 Insurance for Non-Township run Events Facility User Group Program (FUEL)
For events that exceed the risks covered by the annual low risk program - a short term or annual coverage for events organized and controlled by municipalities or event organizers. • Provides coverage with limits up to $10 million • Vendor Coverage – provides coverage to vendors for products that are sold in the regular course of business during your event • Liquor Liability – protection for liability that may arise where alcohol is being served • Cancellation Coverage – covers irrecoverable expenses to bring you back to a break-even financial position
Page 35 of 85 • Prize Indemnity – allows events to offer special contests without the risk of financial burden • Participant Coverage – provides financial compensation to participants who sustain injury during your event or activity
MARSH 13 Insurance for Non-Township run Events Facility User Group Program (FUEL)
Events that can be covered: • Sporting events (leagues and tournaments) • Weddings / stag and doe parties • Parades • Concerts • Farmers’ Markets • Festivals
Page 36 of 85 • Carnivals • Fundraisers
MARSH 14 Page 37 of 85 This document and any recommendations, analysis, or advice provided by Marsh (collectively, the “Marsh Analysis”) are intended solely for the entity identified as the recipient herein (“you”). This document contains proprietary, confidential information of Marsh and may not be shared with any third party, including other insurance producers, without Marsh’s prior written consent. Any statements concerning actuarial, tax, accounting, or legal matters are based solely on our experience as insurance brokers and risk consultants and are not to be relied upon as actuarial, accounting, tax, or legal advice, for which you should consult your own professional advisors. Any modeling, analytics, or projections are subject to inherent uncertainty, and the Marsh Analysis could be materially affected if any underlying assumptions, conditions, information, or factors are inaccurate or incomplete or should change. The information contained herein is based on sources we believe reliable, but we make no representation or warranty as to its accuracy. Except as may be set forth in an agreement between you and Marsh, Marsh shall have no obligation to update the Marsh Analysis and shall have no liability to you or any other party with regard to the Marsh Analysis or to any services provided by a third party to you or Marsh. Marsh makes no representation or warranty concerning the application of policy wordings or the financial condition or solvency of insurers or reinsurers. Marsh makes no assurances regarding the availability, cost, or terms of insurance coverage.
Marsh is one of the Marsh & McLennan Companies, together with Guy Carpenter, Mercer, and Oliver Wyman. Copyright © 2019 Marsh Canada Limited and its licensors. All rights reserved. www.marsh.ca | www.marsh.com The Corporation of the Township of Minden Hills Council Meeting
Meeting Minutes
Thursday, September 26, 2019 Minden Hills Council Chambers
Present: Mayor, Brent Devolin Deputy Mayor, Lisa Schell Councillor at Large, Ron Nesbitt Councillor Ward 1, Bob Carter Councillor Ward 2, Pam Sayne Councillor Ward 3 Jean Neville
Regrets: Councillor Ward 1, Jennifer Hughey
Staff: CAO Treasurer, Lorrie Blanchard Clerk, Vicki Bull Interim Fire Chief, Mike Bekking Director of Public Works, Travis Wilson CBO/Building Inspector, Colin Mcknight Planner, Ian Clendening Director of Community Services, Mark Coleman Economic Development, Destination & Marketing Officer, Emily Stonehouse
The meeting was called to order at 9:00 a.m.
1. Call to Order/Approve Agenda
a) Approval of the September 26, 2019 Regular Council Meeting Agenda.
Res. # 19-555 Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that the September 26, 2019 Regular Council Agenda be approved as circulated. CARRIED
2. Declaration of Pecuniary Interest or General Nature Thereof
There were no declarations of Pecuniary Interest.
3. Public Meetings
4. Delegations
September 26, 2019 Council Minutes Page 1 of 12
Page 38 of 85 a) Mr. Jim Garbutt - Recycling Facility - Request from May 30, 2019 Delegation.
Res. # 19-556 Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that Council receives a delegation from Mr. Jim Garbutt regarding requests from the May 30, 2019 Delegation, as information. CARRIED
5. Adoption of Minutes from Previous Meeting
a) August 29, 2019 Regular Council Meeting minutes
Res. # 19-557 Moved by: Councillor Carter Seconded by: Deputy Mayor Schell Be it resolved that the August 29, 2019 Regular Council Meeting Minutes be approved as circulated. CARRIED
6. Payment of Accounts
a) September 26, 2019 Accounts
Res. # 19-558 Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that the accounts in the amount of $4,527,500.57 be approved for payment. CARRIED
7. Mayor's Report
a) Arena Committee Update Mayor thanked all volunteers for their time and dedication and further advised that the Arena Volunteer Committee have devoted every Tuesday this year and attending meetings.
b) County Services Delivery Deputy Mayor Schell provided an update at the September Committee of the Whole meeting.
c) Governance Update All services offered within the county will continue to strive for a collaborative approach. These discussions will continue to be considered in a larger sense and will continue formally and informally.
8. ROMA Board Report - Councillor Sayne
9. Correspondence and Communications
September 26, 2019 Council Minutes Page 2 of 12
Page 39 of 85 a) Honourable Minister Steve Clark, Ministry of Municipal Affairs and Housing re: Update on Bill 108 - More Homes, More Choice Act, 2019
Res. # 19-559 Moved by: Councillor Carter Seconded by: Deputy Mayor Schell Be it resolved that Council receives correspondence from the Honourable Minister Steve Clark, Ministry of Municipal Affairs and Housing regarding an update on Bill 108 relating to More Homes, More Choice Act, 2019, as information. CARRIED
b) Library Circulation Totals for August
Res. # 19-560 Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that Council receives the Haliburton County Library Circulation totals for August as information. CARRIED
c) Mr. Dave Pettes re: Building on Township Access - Murdoch Road
Res. # 19-561 Moved by: Councillor Carter Seconded by: Deputy Mayor Schell Be it resolved that Council receives correspondence from Mr. Dave Pettes regarding a building located on a Township Access as information;
And further that Council directs Staff to prepare a report and provide an update. CARRIED
d) Ingoldsby United Church - Request for Letter of Support - New Horizons Grant Application
Res. # 19-562 Moved by: Councillor Carter Seconded by: Deputy Mayor Schell Be it resolved that Council receives correspondence from the Ingoldsby United Church requesting a letter of support for their New Horizons Grant Application submission, as information;
And further that Council approves the request and authorizes the Mayor to provide a letter of support on behalf of the Township of Minden Hills. CARRIED
e) Honourable Attorney General, Doug Downey re: Joint and Several Liability Consultation Letter
Res. # 19-563. Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that Council receives correspondence from the Honourable Attorney General, Mr. Doug, Downey requesting Municipalities to contribute to the consultation letter as information;
And further that Council approves JLT’s response and authorizes Staff to send the letter on behalf of the Township of Minden Hills;
September 26, 2019 Council Minutes Page 3 of 12
Page 40 of 85
And further that Council supports comments, information and concerns brought forward by AMO, ROMA and the Attorney General. CARRIED
10. Environmental
a) Report #19-028 EPO Purchase of Steel Plates
Pre-Approval granted at the September 12, 2019 COTW by resolution #19-548
Res. # 19-564 Moved by: Councillor Carter Seconded by: Deputy Mayor Schell Be it resolved that Council ratify resolution # 19-548 passed by Council at its Committee of the Whole meeting held on September 12, 2019 authorizing Staff to tender the purchase of two, 10’ x 30’ steel plates to be used as alternative daily cover. CARRIED
11. Roads
a) Report #19-055 Roads – August 2019 Monthly Activity Report
Res. # 19-565 Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that Council receives Report #19-055 Roads August 2019 Monthly Activity Report for information CARRIED
b) Report #19-056 Roads Winter Maintenance Agreement
Res. # 19-566 Moved by: Councillor Carter Seconded by: Deputy Mayor Schell Be it resolved that Council receive Report # 19-056 - Roads – Winter Maintenance Agreement with the County of Haliburton as information;
And further, that By-Law #19-119 authorizing the Mayor and Clerk to execute the Winter Maintenance Agreement with the County of Haliburton for the 2019/2020 Winter Season be referred to the By-law Section of the Agenda for approval. CARRIED
12. Economic Development and Cultural Centre
a) Report # 19-020 EDDMO – Agreement with Sandbox Software Solutions
Res. # 19-567 Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that Council receives Report # 19-020 EDDMO – Agreement with Sandbox Software Solutions as information;
September 26, 2019 Council Minutes Page 4 of 12
Page 41 of 85
And further, that By-Law #19-116 authorizing the Mayor and the Clerk to execute an agreement between the Township of Minden Hills and Sandbox Software Solutions for the creation of a destination/tourism website for Minden Hills be referred to the By-law Section of the Agenda for Approval. CARRIED
b) Report # 19-021 EDDMO – Agreement with the Department of Canadian Heritage for the Facility Assessment of the Minden Hills Museum and Heritage Village
Pre-approval granted at the September 12, 2019 COTW by resolution #19-549
Res. # 19-568 Moved by: Councillor Carter Seconded by: Deputy Mayor Schell Be it resolved that Council ratify resolution #19-549 passed by Council at its Committee of the Whole meeting held on September 12, 2019, authorizing the Mayor and the Clerk to execute an agreement between the Township of Minden Hills and the Department of Canadian Heritage for the facility assessment of the Minden Hills Museum and Heritage Village;
And further, that By-law 19-117 authorizing the Mayor and Clerk to execute the Canadian Heritage Funding Agreement be referred to the By-law Section of the Agenda for approval. CARRIED
c) Events Advisory Committee Meeting Minutes dated August 6, 2019 - Recommendations
Res. # 19-569 Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that Council receives the Events Advisory Committee Meeting Minutes dated August 6, 2019 as information. CARRIED
13. Community Services
a) Report # 19-31 Community Services Department Riverwalk Light Bollards - Emergency Replacement
Res. # 19-570 Moved by: Councillor Carter Seconded by: Deputy Mayor Schell Be it resolved that Council receives Report # 19-31 Community Services Department – Riverwalk Light Bollards - Emergency Replacement as information;
And further, that Council waives the procurement requirements for the “emergency” procurement of the repair service as per Section 7.4 of the Township’s procurement policy;
And further, that Council approves the cost of light bollard repairs in the amount of $3,979.59 plus $517.35 HST for a total cost of $4,496.94, as provided by Minden Electric;
September 26, 2019 Council Minutes Page 5 of 12
Page 42 of 85 And further, that Council approves use of the Parks Reserves for the Riverwalk light bollards repairs, in the absence of a departmental surplus. CARRIED
b) Report # 19-32 Community Services Department Heavy Equipment Float Trailer - Emergency Replacement
Res. # 19-571 Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that Council receives Report # 19-32 Community Services Department Heavy Equipment Float Trailer - Emergency Replacement as information;
And further, that Council approves the “emergency” procurement, as per Section 7.4 of the Township’s procurement policy, of a heavy equipment float trailer;
And further, that Council approves the cost of $5,995.00 less $1,000.00 trade, $300.00 delivery, $649.35 HST and $109.20 for licencing, yellow sticker and tire stewardship fee for a total cost of $6,092.55 as provided by Jenson Trailers;
And further, that Council approves the use of the Parks Reserves, in the absence of a departmental surplus, for any unfinanced costs related to the replacement of the heavy equipment trailer. CARRIED
c) Report # 19-33 Community Services Department - Monthly Progress Report for August 2019 – IPD Renewal of S.G. Nesbitt Memorial Arena and Community
Res. # 19-572 Moved by: Councillor Nesbitt Seconded by: Councillor Neville Be it resolved that Council receives Report # 19-33 Community Services Department – Monthly Progress Report for August 2019 – IPD Renewal of S.G. Nesbitt Memorial Arena and Community Centre project, as information. CARRIED
14. Fire Services
a) Report #19-015 Fire August 2019 Fire Summary
Res. # 19-573 Moved by: Councillor Sayne Seconded by: Councillor Neville Be it resolved that Council receive Report 19-015 FIRE – August 2019 Fire Summary as information. CARRIED b) Report #19-016 Fire Appointment of Alternate Community Emergency Management Coordinator Res. # 19-574 Moved by: Councillor Sayne Seconded by: Councillor Nesbitt Be it resolved that Report #19-016 Fire Appointment of Alternate Community Emergency Management Coordinator be received as information;
September 26, 2019 Council Minutes Page 6 of 12
Page 43 of 85 And further, that By-law No. 19-118, being a By-law to appoint Mark Coleman, Director of Community Services, as the Alternate Community Emergency Management Coordinator be referred to the By-law Section of the Agenda for Approval. CARRIED
15. Building and By-law Services
a) Report #19-016 Building, By-law and Planning July 2019 Monthly Summary
Res. # 19-575 Moved by: Councillor Nesbitt Seconded by: Councillor Sayne Be it resolved that Council receives Report 19-016 Building, By-law and Planning July 2019 Monthly Summary as information. CARRIED
b) Report #19-017 Building, By-law and Planning August 2019 Monthly Summary
Res. # 19- 576 Moved by: Councillor Sayne Seconded by: Councillor Nesbitt Be it resolved that Council receives Report 19-017 Building, By-law and Planning August 2019 Monthly Summary as information. CARRIED
16. Planning and Development
a) Report #19-062 Planning Sale of Shore Road Allowance on Mountain Lake - PLSRA2019002
Res. # 19-577 Moved by: Councillor Neville Seconded by: Councillor Sayne Be it resolved that Council receive Report #19-062 Planning Sale of Shore Road Allowance on Mountain Lake - PLSRA2019002 as information;
And further, that By-law No. 19-113 to stop up, close, and convey part of an original shore road allowance with respect to the said application be referred to the By-law Section of the Agenda for approval. DEFERRED
b) Report #19-063 Planning Sale of Shore Road Allowance on Little Bob Lake - PLSRA2019004
Res. # 19-578 Moved by: Councillor Nesbitt Seconded by: Councillor Sayne Be it resolved that Council receives Report #19-063 Planning Sale of Shore Road Allowance on Little Bob Lake - PLSRA2019004 as information;
September 26, 2019 Council Minutes Page 7 of 12
Page 44 of 85 And further, that By-law No. 19-114 to stop up, close, and convey part of an original shore road allowance with respect to the said application be referred to the By-law Section of the Agenda for approval. DEFERRED
c) Report #19-064 Planning Sale of Unopened Road Allowance Not Leading to Water - PLRA2018049
Res. # 19-579 Moved by: Councillor Neville Seconded by: Councillor Sayne Be it resolved that Council receive Report #19-064 Planning Sale of Unopened Road Allowance Not Leading to Water - PLRA2018049 as information;
And further, that By-law No. 19-115 to stop up, close, and convey part of an original road allowance with respect to the said application be referred to the By-law Section of the Agenda for Approval. CARRIED
d) Report #19-065 Planning Application to Purchase a Portion of Shore Road Allowance on Gull Lake - PLSRA2019043
Res. # 19-580 Moved by: Councillor Nesbitt Seconded by: Councillor Neville Be it resolved that Council receive Report #19-065 Planning PLSRA2019043 Application to Purchase a Portion of Shore Road Allowance on Gull Lake as information;
And further, that the Planning Department proceed with the said application in accordance with Policy No. 19, as amended. DEFERRED
e) Report #19-066 Planning Application to Purchase a Portion of Shore Road Allowance on Kashagawigamog Lake - PLSRA2019044
Res. # 19-581 Moved by: Councillor Neville Seconded by: Councillor Nesbitt Be it resolved that Council receive Report #19-066 Planning PLSRA2019044 Application to Purchase a Portion of Shore Road Allowance on Kashagawigamog Lake - PLSRA2019044 as information;
And further, that the Planning Department proceed with the said application in accordance with Policy No. 19, as amended. DEFERRED
f) Report #19-067 Planning PLH2019045 (H-020/19) Application for Severance – Creation of a New Lot
Res. # 19-582 Moved by: Councillor Neville Seconded by: Councillor Sayne Be it resolved that Council receive Report #19-067 Planning PLH2019045 (H- 020/19) Application for Severance – Creation of a New Lot as information;
September 26, 2019 Council Minutes Page 8 of 12
Page 45 of 85 And further that Application for Consent PLH2019045 (H-020/19) be recommended for approval subject to the following conditions:
1. The balance of any outstanding taxes, including penalties and interest, shall be paid to the Municipality. 2. The registered owner(s) shall obtain, to the satisfaction of the Township of Minden Hills, a minor variance, or zoning by-law amendment, addressing the deficient frontage and setback. 3. A copy of all reference plans associated with this application shall be provided to the Planner for the Township of Minden Hills for approval prior to registration. 4. Settlement of 5% cash-in-lieu of parkland dedication in the amount of $1,500.00 for the severed parcel shall be paid to the Township of Minden Hills, pursuant to Section 51.1 of the Planning Act. 5. The registered owner(s) shall ensure, to the satisfaction of the Township of Minden Hills that the Township is fully reimbursed for any costs incurred by the Township for professional services related specifically to this application. It is recommended that the applicant consult with the Township of Minden Hills immediately following provisional consent being granted. CARRIED
g) Housing Task Force Meeting Minutes dated July 17, 2019
Res. # 19-583 Moved by: Councillor Nesbitt Seconded by: Councillor Neville Be it resolved that Council receives the Housing Task Force Meeting Minutes dated July 17, 2019, as information. CARRIED
17. Finance and General Government
a) Report # 19-005 Finance Section 357’s
Res. # 19-584 Moved by: Councillor Sayne Seconded by: Councillor Nesbitt Be it resolved that Council receives Report #19-005 Finance – Section 357 Applications as information;
And further; that Council approves the Section 357 applications for adjustment of taxes, as outlined in said Report #19-005 Finance, for a total of $964.40. CARRIED
b) Report # 19-024 Admin/Treasury WSIB and Liability Insurance - Independent Contractors & Service Providers
Res. # 19-585 Moved by: Councillor Neville Seconded by: Councillor Sayne Be it resolved that Council receives Report 19-024 Admin/Treasury WSIB and Liability Insurance - Independent Contractors & Service Providers” as information. CARRIED
September 26, 2019 Council Minutes Page 9 of 12
Page 46 of 85 c) Report # 19-025 Admin/Treasury Financial Position, July 31, 2019
Res. # 19-586 Moved by: Councillor Sayne Seconded by: Councillor Neville Be it resolved that Council receives Report #19-025 Admin/Treasury – Financial Position, July 31, 2019 as information. CARRIED
Res. # 19-587 Moved by: Deputy Mayor Schell Seconded by: Councillor Carter Be it resolved that Council recognizes that adding items or changing the Agenda, by amending the Agenda, reduces transparency;
And further that Council recognizes adding or changing the Agenda is of an urgent nature and/or in reference to an item on the published Agenda;
And further that the September 26, 2019 Regular Council Meeting Agenda be amended to include one item to the Closed Session relating to 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees. CARRIED
18. Questions from the Media Relating to Agenda Items
There were no questions asked from the media.
19. Questions from the Public Relating to Agenda Items
A member of the public asked one question relating to the deferred Shore Road Allowance Applications and if it will affect any of the previous applications received.
20. Closed Session
a) To proceed into Closed Session for the purposes of discussing the following:
One item in accordance with Section 239 (2)(e) of the Municipal Act, 2001 as amended, regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;
Five items in accordance with Section 239(2)(d) of the Municipal Act, 2001, as amended, regarding labour relations or employee negotiations; and
One item in accordance with Section 239 (2)(f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and
One item in accordance with Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees.
September 26, 2019 Council Minutes Page 10 of 12
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Res. # 19-588 Moved by: Councillor Sayne Seconded by: Councillor Neville Be it resolved that Council proceed into Closed Session at 10:47 a.m. for the purposes of discussing the following:
One item in accordance with Section 239 (2)(e) of the Municipal Act, 2001 as amended, regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; Five items in accordance with Section 239(2)(d) of the Municipal Act, 2001, as amended, regarding labour relations or employee negotiations; and One item in accordance with Section 239 (2)(f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; One item in accordance with Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees. CARRIED
21. Open Session Resume
a) September 26, 2019 Open Session
Res. # 19-589 Moved by: Councillor Sayne Seconded by: Councillor Neville Be it resolved that Closed Session adjourn at 12:35 p.m. and Open Session resume. CARRIED
22. Report from Closed Session
a) Closed Report
Res. # 19-590 Moved by: Councillor Nesbitt Seconded by: Councillor Neville Be it resolved that the direction given in closed session be approved. CARRIED
23. By-laws
a) September 26, 2019 Regular By-law
Res. # 19-592 Moved by: Councillor Neville Seconded by: Councillor Sayne Be it resolved that the following by-laws be received and read a first time, considered read a second time, and third time and finally passed with the Corporate Seal affixed:
By-law 19-115 Sale of Unopened Road Allowance - Not Leading to Water - PLRA2018049; By-law 19-116 To execute an Agreement with Sandbox Software Solutions. for Website Design and Development;
September 26, 2019 Council Minutes Page 11 of 12
Page 48 of 85 By-law 19-117 To execute an Agreement with Department of Canadian Heritage for Minden Hills Museum and Heritage Village Facility Assessment; By-law 19-118 To appoint an alternate CEMC; and By-law 19-119 To execute a Winter Maintenance Agreement with County of Haliburton CARRIED
24. Confirming By-law
a) September 26, 2019 Confirming By-law
Res. # 19-592 Moved by: Councillor Nesbitt Seconded by: Councillor Neville Be it resolved that By-law 19-121 being a by-law to confirm the proceedings of Council held during its meeting of September 26, 2019 be received and read a first time, considered read a second and third time and finally passed with the Corporate Seal affixed. CARRIED
25. Adjournment
a) Adjournment of the September 26, 2019 Regular Council Meeting.
Res. # 19-593 Moved by: Councillor Sayne Seconded by: Councillor Nesbitt Be it resolved that the September 26, 2019 Regular Council Meeting is hereby adjourned at 12:37 p.m. CARRIED
Vicki Bull, Clerk
Brent Devolin, Mayor
September 26, 2019 Council Minutes Page 12 of 12
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The Corporation of the Township of Minden Hills Public Meeting (PLZBA2019033)
Meeting Minutes
Thursday, August 29, 2019 Minden Hills Council Chambers
Present: Mayor Brent Devolin Councillor Ward 1, Bob Carter Councillor Ward 2, Pam Sayne Councillor Ward 3, Jean Neville
Absent with Notice: Councillor at Large, Ron Nesbitt Councillor Ward 1, Jennifer Hughey
Staff: CAO Treasurer, Lorrie Blanchard Clerk, Vicki Bull Deputy Clerk, Shannon Prentice Director of Public Works, Travis Wilson CBO/Building Inspector, Colin McKnight Planner, Ian Clendening Director of Community Services, Mark Coleman EDMO, Emily Stonehouse Mike Bekking, Fire Chief
Mayor Devolin called the meeting to order at 9:00 AM
a) Zoning By-law Amendment on Part Lot 1, Concession ‘A’, Geographic Township of Anson (PLZBA2019033)
Mayor Devolin opened the Public Meeting for Zoning By-law Amendment Application PLZBA2019013 and advised the Public Meeting was being held by Council under Section 34 of the Planning Act. Mayor Devolin advised the Public meeting is declared open and is to consider application PLZBA2019033 to amend the Township’s Zoning By-Law.
Mayor Devolin advised that the Public Meeting is an opportunity to present to Council and the public the details and background to the proposed rezoning and to receive comments from the public and agencies before a Council decision is made. If a person or public body does not make oral submissions at a Public Meeting or make written submissions to the Township before the proposed By-law is passed, the person or public body is not entitled to appeal the decision to the Local Planning Appeal Tribunal.
Mayor Devolin requested that the Planning Department summarize the purpose and effect of the proposed by-law and provide any additional information and correspondence relevant to the application.
Mr. Ian Clendening, Township Planner advised the proposed zoning is to change the zoning of Part of Lot 1, Concession 'A', in the Geographic Township of Anson from the Highway Commercial Exception Two (C1-2) to the Residential Type Two (R2) Zone. Subject property is presently zoned Highway Commercial Exception Two (C1-2). The purpose of the zoning by-law amendment is to change the zoning to the site specific Residential Type Two Exception Fourteen (R2-14) Zone. The effect of the site-specific amendment is to allow for a multiple dwelling containing 9 dwelling units whereas 6 units would otherwise be permitted, and to reduce the frontage and parking requirements from 18 parking stalls and 63m. (206'8") of frontage to 16 stalls and 45.7m. (150') of frontage respectively.
August 29, 2019 Public Meeting Minutes – PLZBA2091033 Page 1
Page 50 of 85 Mr. Clendening advised he received correspondence asking that an effective storm water and drainage management plan be used to prevent water draining onto adjacent properties and causing damage.
Mayor Devolin asked if there were any questions or comments from the applicant. There were none.
Mayor Devolin asked if there were any questions or comments from members of the public.
Andrew Graham, owner of Graham’s Farm Market expressed his support of the proposed development and asked if there would be opportunity for public consultation.
Mayor Devolin asked if there were any questions or comments from Council, the planner or any persons who have made presentations. Councillor Neville expressed concern regarding drainage and its effects on surrounding properties.
Mayor Devolin asked, that as a result of these proceedings, did the Planning Department have any recommendations or comments that they wish to bring to the attention of Council.
The Planner commented that the Planning Department supports the application.
Mayor Devolin advised if there are no further questions, the Public Meeting process is complete and anyone wishing to obtain notice of the decision may do so by signing the sheet on the table with your name and contact information.
Mayor Devolin declared the Public Meeting adjourned at 9:08 AM.
______Brent Devolin, Mayor
______Vicki Bull, Clerk
August 29, 2019 Public Meeting Minutes – PLZBA2091033 Page 2
Page 51 of 85 Township of Minden Hills Accounts Payable Recap Thursday, October 31, 2019
Accounts Payable Listing: Beginning Ending Cheque# Cheque# General Fund 12751 12837 $ 1,355,150.53 $ -
Total General Fund $ 1,355,150.53
Total Cheques $ 1,355,150.53
General Fund - Chq Cancelled $ - $ - Total Cheques Cancelled $ -
Preauthorized Payment - Hydro Month: to September 30, 2019 $ 18,532.80 Preauthorized Payment - Telizon Month: to September 13, 2019 $ 5.32 Total Preauthorized Payments $ 18,538.12
Direct Deposit - Payroll PP # 21 $ 78,527.40 PP # 22 $ 68,931.36 PP # 22 - Firefighters Qtr. 3 $ 15,519.43 Total Payroll $ 162,978.19
Grand Total $ 1,536,666.84
The Treasurer is authorized to pay the above noted accounts.
Clerk, Victoria Bull Mayor, Brent Devolin
Page 52 of 85
County Council October 23, 2019
That the October 23rd, 2019 staff report to County Council regarding consideration of a Climate Change Emergency be received for information by Haliburton County Council;
And Whereas climate change is occurring and contributing to billions of dollars in property and infrastructure damage worldwide, stressing local and international economies, including within the County of Haliburton; and Whereas climate change is negatively impacting the health and survival of many species and natural environments worldwide and in the County of Haliburton; and Whereas climate change is currently harming human populations through high water levels, wildfire and other extraordinary events;
Now therefore be it resolved that County Council acknowledges the major impacts that climate change has and will continue to have in the County of Haliburton and commits to continue the significant work in the area of climate change currently underway at the county; and That County Council direct staff to continue their work on the municipal climate change mitigation and adaptation plan; and That County Council direct staff to monitor opportunities specific to climate change mitigation and adaptation, in parallel with the development of, but prior to, the adoption of the Climate Change Plan, for Council consideration; and That the public be encouraged to take similar actions personally; and Finally, that Haliburton County Council commits to the ongoing consideration of declaring a climate change emergency.
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REPORT TO: Mayor and Members of Council
FROM: Lorrie Blanchard, CAO/Treasurer
DATE: October 10, 2019
RE: CAO - Report 19-030 Revisions to Policy #11 – Committee Meeting Expenses
Purpose:
The purpose of this report is to seek Council’s direction regarding revisions to Policy #11, being a policy that governs the reimbursement of expenses for members of Council attending meetings and conferences.
Background:
At the August 29, 2019 Council meeting, and in reference to the following agenda item:
“Councillor Sayne re: Expenditures for Committees & Potential Policy Update”
Council directed Staff to review the current procedures regarding the provision of beverages and meals during Committee meetings, and to return a potential amendment to Policy #11 for Council’s review and consideration.
Staff contacted the County of Haliburton and the lower tier municipalities in order to obtain guidelines or potential wording revisions. Through a brief survey, each confirmed that either they: 1.) do not hold committee meetings to the same extent or manner as Minden Hills, or 2.) that they only provide water, tea and coffee, regardless of the size, location or time of the meeting.
Staff also searched the internet for potential policies or guidelines, without success.
Through a discussion with Councillor Sayne, Staff are providing the following potential changes to Policy #11, for Council’s consideration:
1.) Change the name of Policy #11 to: “To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences; and to Govern Meeting Expenses for Township Committees”;
Page 72 of 85 2.) Add the following definition: Committee(s) shall mean any committee for the Township of Minden Hills, as approved by Council, including: Advisory, Legislated, Task Force or Working Group;
3.) Change the “General” section to include the following: “Committee meetings are scheduled at various times, for various reasons, and may be in session for extended periods.”;
4.) Change the “Scope” section to: “This policy shall apply to all members of Minden Hills Council and Committees, as approved by Council.”;
5.) Add the following title under “Guiding Principles”, before Section #1: – “Council Members”;
6.) Add the following title to “Guiding Principles” (to be inserted after Section #5): “Meeting Expenses for Township Committees”;
7.) Add the following provisions to #6 above:
a.) The Township shall provide water, tea and coffee for Committee meetings, at a cost to be charged to the “Council” section of the Township Budget. Such services will be arranged by the Committee Members (including Township Staff, where applicable) in advance of the meeting, and shall be provided through Township supplies, where available.
Where Township supplies are not readily available, such services will be provided at a cost considered reasonable for the number of members present.
b.) The Township shall provide “snacks” (i.e. muffins, donuts, etc.) for Committee meetings where a meeting is in session for a period that exceeds four (4) hours. Such services will be provided at a cost considered reasonable for the number of members present.
c.) Expenditures that have been incurred by Committee Members or Township Staff, related to a) and b) above, shall be reimbursed by the Township, in the following manner: Committees are expected, as a first option, to utilize Township supplies, were available; Claimants are expected to exercise reason when making purchases; Requests for reimbursement of expenses must be substantiated by an itemized receipt (including HST where applicable), and submitted on the prescribed expense form; Debit or Credit Card receipts will not accepted as “itemized” receipts;
Page 73 of 85 Processing of claims will be in accordance with the Township’s normal procedure and time-line for the issuing of payments, including Council approval; Receipts must be approved (signed or initialed) by the respective Committee Chair (or designate); In the event that expenditures are considered unreasonable, any and all decisions of the Township’s Director of Finance or Treasurer, as it relates to full or partial payment, shall prevail.
A copy of Policy #11, as currently approved, is attached to this report for Council’s reference.
Financial Implications:
The financial implications related to this policy change are unknown at this time, and are not included in the 2019 budget. An estimated amount will be included in the Council “Other Expense” line of the 2020 draft Budget, should these changes be adopted by Council.
Recommendation:
That “CAO - Report 19-030 – Revisions to Policy #11 – Committee Meeting Expenses” be received as information;
And further, that Council provides direction regarding the potential changes to Policy #11 – To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences”, as provided in the “Background” section of this report;
And further, that if direction is provided to make changes to Policy #11, that Staff include a draft policy and related By-Law at the October 31, 2019 Council meeting, for Council’s consideration and approval.
Respectfully submitted:
Lorrie Blanchard, Treasurer, H.B.Com, CPA, CGA
Attachment: Policy #10- To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences – Current (Approved)
Page 74 of 85 Policy #11 - G To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences; and to Govern Meeting Expenses for Township Committees October 31, 2019 (A) December 10, 2015 (A) October 31, 2013 (A) October 27, 2011 (A) March 31, 2011 (A) September 30, 2010 (A) March 26, 2009 (A) January 29, 2009 (A) January 26, 2006 ______
Definitions and Interpretation Rules
Wherever a word is used in this Policy with its first letter capitalized, the term is being used as it is defined in this Section. Where any word appears in ordinary case, its regularly applied meaning in the English language is intended. Defined terms may be used throughout this policy in different grammatical contexts.
“Committee(s)” shall mean any committee for the Township of Minden Hills, as approved by Council, including: Advisory, Legislated, Task Force or Working Group.
“Education” shall mean the process of receiving or giving systematic instruction of particular knowledge or skills.
“Members of Council” shall mean the Reeve, Deputy Reeve and Councillors of the Township of Minden Hills.
“Municipality” shall mean the Corporation of the Township of Minden Hills.
“Training” shall mean the act of teaching a person a particular skill, knowledge or type of behavior.
Policy #11 – To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences; and to Govern Meeting Expenses for Township Committees Page 1
Page 75 of 85 Purpose
The purpose of this policy is to:
1.) Govern and standardize the reimbursement of expenses incurred by Members of Council while travelling to and from meetings, as well as attending Municipal Conferences; and
2.) Govern the provision of meeting expenses for Township Committees.
General
Members of Council are required to attend various meetings of Council and Committees, as well as conferences and educational seminars.
Committee meetings are scheduled at various times, for various reasons, and may be in session for extended periods.
Scope
This policy shall apply to all members of Minden Hills Council and Committees as approved by Council.
Guiding Principles
Council Members:
1. That Members of Council shall be paid mileage as per Section 2(3) when required to attend Committee of the Whole, Special Council and/or Council Meetings. Claims for any other meeting must be approved in advance by the full Council.
2. That Members of Council, authorized in advance by the full Council to attend a Training and Development Session or Municipal Conference will be reimbursed by the Municipality for the following expenses:
a) Registration fees for the Member of Council only.
b) Meals, (Council member only), if they are not provided at the session or conference, will be reimbursed as follows:
A daily maximum per diem of $75.00 (including tip and taxes) for meal claims. Claimants are expected to exercise reason when making meal purchases.
Alcohol is not an eligible meal expense and will not be reimbursed by the Municipality. Policy #11 – To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences; and to Govern Meeting Expenses for Township Committees Page 2
Page 76 of 85 c) Accommodation:
Session held between November 1st and March 31st:
To avoid possible adverse driving conditions, accommodations will be paid for the member of Council only, for the night before the conference and the nights between sessions for multi-day conferences.
Session held between April 1st and October 31st:
i) Session held more than 125km from the Municipal Office – accommodations will be paid for the member of Council only, for the night before the conference, and the nights between sessions for multi-day conferences.
ii) Session held 125km or less from the Municipal Office – accommodations will be paid for member of Council only, for the nights between sessions for multi- day conferences. No amount will be paid for the night before the conference, and no amount will be paid for single-day conferences.
iii) Where requested and permissible, accommodations will be booked by the Administration Department and pre-paid through a Township credit card.
d) Parking
e) Mileage at the rate of:
Price Per Litre Mileage Rate per km.
$.60 to $.89 per litre $.44 per km. $.90 to $1.19 per litre $.49 per km. $1.20 to $1.49 per litre $.54 per km. $1.50 to $1.79 per litre $.59 per km. $1.80 to $2.10 per litre $.65 per km.
Rates shall be established on a quarterly basis (January 1, April 1, July 1 and October 1), as per the published price per litre on these dates.
f) All other expenses incurred by a member of Council will not be reimbursed and are to be covered under the 1/3 tax exemption.
3. That requests for reimbursement of the expenses outlined in Section 2, must be substantiated by an itemized receipt, and submitted on the prescribed form.
Policy #11 – To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences; and to Govern Meeting Expenses for Township Committees Page 3
Page 77 of 85 4. That the calculation of mileage shall be from the Council member’s qualifying address within the Township of Minden Hills to the place of the meeting, session or conference and return.
5. That the Treasurer is authorized to advance to members of Council, upon request, a maximum of $300.00 towards the cost of accommodations and other approved expenses. Requests must be made at least two weeks prior to issuing the advance cheque. All advances must be reconciled to itemized receipts and submitted on the prescribed expense reimbursement form. Reconciled expense forms must be submitted to the Treasury Department within two weeks of the expense(s) being incurred. Council members will be reimbursed for any approved amounts exceeding the advance. Any amounts repayable to the Township must accompany the completed expense form.
Meeting Expenses for Township Committees:
a.) The Township shall provide water, tea and coffee for Committee meetings, at a cost to be charged to the “Council” section of the Township Budget. Such services will be arranged by the Committee Members (including Township Staff, where applicable) in advance of the meeting, and shall be provided through Township supplies, where available.
Where Township supplies are not readily available, such services will be provided at a cost considered reasonable for the number of members present.
b.) The Township shall provide “snacks” (i.e. muffins, donuts, etc.) for Committee meetings where a meeting is in session for a period that exceeds four (4) hours. Such services will be provided at a cost considered reasonable for the number of members present.
c.) Expenditures that have been incurred by Committee Members or Township Staff, related to a) and b) above, shall be reimbursed by the Township, in the following manner: Committees are expected, as a first option, to utilize Township supplies, were available; Claimants are expected to exercise reason when making purchases; Requests for reimbursement of expenses must be substantiated by an itemized receipt (including HST where applicable), and submitted on the prescribed expense form; Debit or Credit Card receipts will not accepted as “itemized” receipts; Processing of claims will be in accordance with the Township’s normal procedure and time-line for the issuing of payments, including Council approval;
Policy #11 – To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences; and to Govern Meeting Expenses for Township Committees Page 4
Page 78 of 85 Receipts must be approved (signed or initialed) by the respective Committee Chair (or designate); In the event that expenditures are considered unreasonable, any and all decisions of the Township’s Director of Finance or Treasurer, as it relates to full or partial payment, shall prevail.
d.) Any other situations considered reasonable under the relevant circumstances shall be at the discretion of the Committee Chair.
Adopted by Council this 31st day of October, 2019.
______Mayor
______Clerk
Policy #11 – To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences; and to Govern Meeting Expenses for Township Committees Page 5
Page 79 of 85 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS
BY-LAW NO. 19-122
Being a By-law to Authorize the Mayor and Clerk to execute a Mutual Assistance Agreement between the Corporation of the Township of Minden Hills, The Corporation of the Township of Algonquin Highlands, the Corporation of the Municipality of Dysart et al, the Corporation of the Municipality of Highlands East and the Corporation of the County of Haliburton.
AND WHEREAS the Emergency Management and Civil Protection Act, R.S.O. 1990, c. E. 9. provides that the Council of a Municipality may make an agreement with another Municipality for the provision of any personnel, service, equipment or material during an Emergency;
AND WHEREAS the parties wish to provide for mutual aid and assistance to each other through the provision of personnel, services, equipment or material to one or the other during an Emergency;
AND WHEREAS the parties have Emergency Plans pursuant to the Emergency Management and Civil Protection Act;
AND WHEREAS, Section 5(3) of the Municipal Act, 2001, c.25 as amended provides that powers of every Council are to be exercised by By-law unless specifically authorized to do otherwise;
AND WHEREAS Section 9 the Municipal Act, 2001, c. 25, as amended provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act;
AND WHEREAS the Council of the Corporation of the Township of Minden Hills deems it expedient to enter into a Mutual Assistance Agreement between the Corporation of the Township of Minden Hills, the Corporation of the Township of Algonquin Highlands, the Corporation of the Municipality of Dysart et al, the Corporation of the Municipality of Highlands East and the Corporation of the County of Haliburton;
NOW THEREFORE THE COUNCIL OF THE TOWNSHIP OF MINDEN HILLS ENACTS AS FOLLOWS: 1. That the Mayor and Clerk be authorized to execute a Mutual Assistance Agreement between the Corporation of the Township of Minden Hills, the Corporation of the Township of Algonquin Highlands, the Corporation of the Municipality of Dysart et al, the Corporation of the Municipality of Highlands East and the Corporation of the County of Haliburton attached hereto as Schedule “A”.
READ A FIRST, SECOND AND THIRD TIME, passed, signed and the Corporate Seal attached hereto this 31st day of October, 2019.
______Brent Devolin, Mayor
______Victoria Bull, Clerk
Page 80 of 85 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS
BY-LAW NO. 19-123
Being a By-law to authorize the Mayor and Deputy Clerk to execute an Agreement between the Corporation of the Township of Minden Hills and Infratech Sewer and Water Services Inc. for Sanitary and Storm Sewer Main Video Inspections.
WHEREAS, Section 5(3) of the Municipal Act, 2001, c.25 as amended provides that powers of every Council are to be exercised by By-law unless specifically authorized to do otherwise;
AND WHEREAS Section 9 of the Municipal Act, 2001, c. 25, as amended provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act;
AND WHEREAS Section 11(2) of the Municipal Act, 2001, S.O., 2001, c. 25, as amended, provides that a lower-tier municipality may pass by-laws for the provision of services that the municipality deems necessary or desirable for the public;
NOW THEREFORE THE COUNCIL OF THE TOWNSHIP OF MINDEN HILLS ENACTS AS FOLLOWS: 1. That the Mayor and Clerk be authorized to execute an Agreement between the Corporation of the Township of Minden Hills and Infratech Sewer and Water Services Inc., attached as Schedule “A”, for Sanitary and Storm Sewer Main Video Inspections.
READ A FIRST, SECOND AND THIRD TIME, passed, signed and the Corporate Seal attached hereto the 31st day of October, 2019.
______Brent Devolin, Mayor
______Victoria Bull, Clerk
Page 81 of 85 The Corporation of the Township of Minden Hills
By-Law No. 19-124
Being a by-law to Authorize the Township of Minden Hills to Enter into an Agreement Authorizing the Construction of Snowmobile Trails on an Original Allowance for Road between Lot 1, Concessions 12 & 13 in the Geographic Township of Snowdon, now in the Township of Minden Hills, in the County of Haliburton. (Route #4, File PLRA2017080)
WHEREAS, Section 26 of the Municipal Act, S.O. 2001, c. 25, defines an original road allowance as a public Highway; AND WHEREAS, Section 27 of the Municipal Act, S.O. 2001, c. 25, authorizes the Council of a Municipality to pass by-laws with respect to a highway over which it has jurisdiction; AND WHEREAS, The Corporation of the Township of Minden Hills is the owner of a part of the road allowance between Lot 1, Concessions 12 & 13 in the Geographic Township of Snowdon, now in the Township of Minden Hills, in the County of Haliburton; AND WHEREAS, it is deemed expedient in the interest of The Corporation of the Township of Minden Hills to enter into an agreement authorizing the construction of a snowmobile trail over such road allowance, and has established policies governing such; AND WHEREAS, the Haliburton County Snowmobile Association, have made an application to construct snowmobile trails pursuant to established Township policies; NOW THEREFORE, the Council of the Corporation of the Township of Minden Hills enacts as follows: 1. That the Mayor and Clerk are hereby authorized to enter into the Agreement, substantially in the form of Schedule “A”, attached hereto and forming part of this By-Law. 2. That this By-law shall come into force and take effect on the date of its final passing. READ A FIRST, SECOND AND THIRD TIME, passed, signed and the Corporate Seal attached hereto, this 31st day of October, 2019.
Brent Devolin, Mayor
Victoria Bull, Clerk
Page 82 of 85 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS
BY-LAW NO. 19-125
Being a By-law to authorize the Mayor and CAO/Treasurer to execute an Agreement between the Corporation of the Township of Minden Hills and the Federation of Canadian Municipalities for a Municipal Asset Management Program.
WHEREAS, Section 5(3) of the Municipal Act, 2001, c.25 as amended provides that powers of every Council are to be exercised by By-law unless specifically authorized to do otherwise;
AND WHEREAS Section 9 of the Municipal Act, 2001, c. 25, as amended provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act;
AND WHEREAS Section 11(2) of the Municipal Act, 2001, S.O., 2001, c. 25, as amended, provides that a lower-tier municipality may pass by-laws for the provision of services that the municipality deems necessary or desirable for the public;
NOW THEREFORE THE COUNCIL OF THE TOWNSHIP OF MINDEN HILLS ENACTS AS FOLLOWS: 1. That the Mayor and CAO/Treasurer be authorized to execute an Agreement between the Corporation of the Township of Minden Hills and the Federation of Canadian Municipalities, attached as Schedule “A”, for a Municipal Asset Management Program. READ A FIRST, SECOND AND THIRD TIME, passed, signed and the Corporate Seal attached hereto this 31 day of October, 2019.
______Brent Devolin, Mayor
______Victoria Bull, Clerk
Page 83 of 85
The Corporation of the Township of Minden Hills
By-Law No. 19-126
Being a by-law to adopt amended Policy #11 To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences.
WHEREAS, Section 227 of the Municipal Act, 2001, s.o., 2001, c.25, as amended, provides that employees shall implement Council's decisions and establish administrative practices and procedures to carry out Council's decisions;
AND WHEREAS, Sections 269 and 270 of the Municipal Act, 2001, s.o., 2001 , c.25, as amended, deal with the adoption of municipal policies;
AND WHEREAS, the Council of the Township of Minden Hills wishes to amend Policy #11 To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences;
NOW THEREFORE, the Council of the Corporation of the Township of Minden Hills enacts as follows:
1. That the Mayor and Clerk be authorized to execute amended Policy 11 To Govern the Reimbursement of Expenses for Members of Council attending Meetings and Conferences, as attached hereto as Schedule "A." 2. That this By-law comes into force and take effect upon final passing.
READ A FIRST, SECOND AND THIRD TIME, passed, signed and the Corporate Seal attached hereto, this 31th day of October, 2019.
Brent Devolin, Mayor
Victoria Bull, Clerk
Page 84 of 85 The Corporation of the Township of Minden Hills
BY-LAW NO. 19-127
Being a by-law to confirm the proceedings of Council at its Regular Council Meeting held on October 31, 2019
WHEREAS under the authority of the Municipal Act, 2001, Municipal Council is required to exercise its powers by by-law unless specifically authorized to do otherwise;
AND WHEREAS in many cases, action which is taken or authorized to be taken by Council or by a Committee of Council does not lend itself to an individual by- law;
AND WHEREAS Council deems it expedient to confirm the proceedings of Council at its Regular Meeting of October 31, 2019;
NOW THEREFORE, The Council of The Corporation of the Township of Minden Hills enacts the following:
1. That the action of the Council of The Corporation of the Township of Minden Hills at its Regular Meeting on October 31, 2019 with respect to each resolution and other action passed and taken by the Council at its meetings, is hereby adopted, ratified and confirmed as is such proceeding and action were expressly adopted and confirmed by by-law.
2. That the Head of Council and the proper officers of the Municipality are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required, and, except where otherwise provided, the Head of Council and Clerk, or their designates, are hereby authorized and directed to execute all necessary documents and to affix the corporate seal of the Municipality to all such documents.
READ A FIRST, SECOND AND THIRD TIME, passed and signed and the Corporate Seal attached hereto, this 31th day of October, 2019.
______Brent Devolin, Mayor
______Victoria Bull, Clerk
Page 85 of 85