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Township of Central Frontenac Regular Council

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Township of Central Frontenac Regular Council Central Frontenac Regular Council Meeting October 23, 2018 – 4:00 PM 1107 Garrett Street, Sharbot Lake On AGENDA Page 1. Call to Order 2. Approval of Agenda a) Approval of agenda THAT the agenda for the Council meeting dated October 23, 2018 be approved as presented/amended. 3. Disclosure of Pecuniary Interest and General Nature Thereof 4. Approval of Minutes 7 - 14 a) Approval of Minutes THAT the minutes of the regular council meeting dated October 9, 2018 be approved as presented/amended. 5. Mayor's Remarks 6. Deferred Items 7. Staff Reports/Departmental Updates 15 - 16 a) PUBLIC WORKS 148-2018 - Winter Maintenance Tender WHEREAS Council deferred the decision regarding RFT No. PW 2018- 09 at the October 9, 2018 meeting to receive further information; AND WHEREAS the Acting Public Works Manager has reviewed historical costs and provided four plausible options for Council to consider and recommends that Option 3 be selected to award the RFT for Area #1 and Area #2 to Hamilton’s Carpentry and Snow Removal as outlined in the Tender document, AND WHEREAS the RFT for Area #3 and Area #4 identified an increase Page 1 of 90 Page of approximately 45% from the previous three years; AND WHEREAS the Acting Public Works Manager has outlined in Option 2 that Area #3 and Area #4 could be completed within the existing public works department if directed by Council with the proviso that we will need to lease further equipment. NOW THEREFORE BE IT RESOLVED THAT Council award Hamilton’s Carpentry & Snow Removal for Area #1 in the amount of $2,723.22 and Area #2 in the amount of $1,751.59; AND FURTHER that the contract from Robinson Excavating and Trucking Ltd. for Area #3 and Area #4 not be accepted; and that the public works department will incorporate Area #3 and #4 within our own resources. 17 b) PUBLIC WORKS 149-2018 -RFT No. PW2018-12 Henderson Road Culvert THAT Council receive and approve the recommendation of the Acting Public Works Manager to approve the replacement of the culvert on Henderson Road that was identified in our 2017 Ontario Structure Inspection Manual (OSIM) report as required to replace in 2018; AND WHEREAS Tender PW 2018-12 was released on October 10, 2018 and closed on October 22, 2018 to supply construction services for the project; AND WHEREAS _____________ was the lowest of the received bids and the Acting Public Works Manager has reviewed the bids and recommends that _____________ be accepted as the successful bidder; NOW THEREFORE BE IT RESOLVED, that Council award _____________ as the successful bidder in the amount of $______, excluding HST, and that the Acting Public Works Manager be authorized to issue a purchase order for the work. 18 - 19 c) FIRE AND RESCUE SERVICES 150-2018 Recommendations from Gap Analysis THAT Council adopt a resolution to amend the by-law to establish, regulate and enable a fire department as recommended in the Township of Central Frontenac Fire & Rescue Phase Two Operational and Organizational Review; Page 2 of 90 Page AND FURTHER; Council adopt a resolution to direct the Manager Emergency Services Fire Chief to procure the services required to have a fire station location study completed; AND FURTHER; Council adopt a resolution to direct the Manager Emergency Services Fire Chief to develop an effective master fire plan for approval by council and implementation by appropriate persons; AND FURTHER; Council adopt a resolution to direct the Manager Emergency Services Fire Chief include gaps/risks identified in the phase two operational and organizational review that have not been mitigated through that process be addressed in the Master Fire Plan. AND FURTHER; Council adopt a resolution stating that Council fully supports the implementation of required changes resulting from the phase two operational and organizational review. AND FURTHER; Council adopt a resolution to direct the Manager Emergency Services Fire Chief to keep Council informed on the implementation of changes resulting from the phase two operational and organizational review. 20 - 21 d) FINANCE 151-2018 Ontario Municipal Tax and Revenue Association Fall Conference 2018 THAT Council receive the Ontario Tax and Revenue Association, Fall Conference 2018 report for information 22 - 23 e) FINANCE 152-2018 One Investment Basics & Beyond Training Oct. 4, 2018 THAT Council receive the One Investment Training Basics & Beyond report prepared by the Treasurer for information 24 - 29 f) FINANCE 153-2018 Municipal Finance officers Association (MFOA) Conference September 18-21, 2018 - Niagara Falls ON THAT Council receive the Municipal Finance Officers Association Conference Report prepared by the Treasurer for information. 30 - 38 g) FINANCE 154-2018 Tax Sale Report THAT Council accept the “Tax Sales Report” prepared by the Treasurer for information. 39 - 53 h) FINANCE 155-2018 - A/P Report Page 3 of 90 Page THAT Council approve the Cheque Distribution reports totalling $418,730.14 as prepared by the Treasurer. 54 - 56 i) FINANCE 156-2018 Budget to Actuals Variance Report to September 30, 2018 THAT Council accept the Revenue and Expenditure budget to actual variances report for the period ending September 30, 2018 for information. 57 - 66 j) FINANCE 157-2018 Apportionment of Taxes THAT Council approve the following apportionments of assessment as recommended by MPAC for 2017 & 2018 as applicable for the following roll numbers: 10-39-070-020-24400-0000, 10-39-080-020-017201-0000, 10-39-080- 020-17150-0000, 10-39-070-020-24500-0000, 10-39-070-020-24600- 0000, 10-39-070-020-24602-0000, 10-39-020-010-22001-0000, & 10- 39-080-040-18200-0000. 67 k) FINANCE 158-2018 Section 357/358 Applications THAT Council for the Township of Central Frontenac approve the following reduction of Assessments pursuant to the Municipal Act: Roll Number 10-39-080-010-20800-0000McKenzie, Sylvia & Paul for the period of August 21 to December 31, 2018 as reported by MPAC. Reason – Razed by fire, demolition or otherwise - (357)(1)(d)(l) AND FURTHER that Council approve an adjustment of taxes to be calculated by the tax department for the related period. 68 - 69 l) ADMINISTRATION 159-2018 - Open Web Report THAT Council receive the Open Web 2018 Conference report for information. AND FURTHER THAT each department have appropriate training conducted in their department(s) to enable further compliance with Accessibility for Ontarians with Disability Act (AODA) 70 - 73 m) ADMINISTRATION 160-2018 Road allowance Closure and Conveyance Request-Pt road allowance between Con 7 &8 adjacent to Lot 4, Olden (Mueller) Page 4 of 90 Page THAT Council for the Township of Central Frontenac approve in principle the recommendation of the Clerk Administrator to proceed with the closing of part of the road allowance located between Concession 7 & 8 adjacent to lot 4 Olden and convey same to the Applicants, Michael and Diana Mueller, AND FURTHER THAT in partial consideration for the land value, Council agree to take title to that portion of the Muellers’ land located in Lot 4 Con 7 upon which the travelled portion of the trespass road known as the Leggat Lake Road. AND FURTHER, that we proceed to a public meeting to close the said road allowance. 74 - 79 n) ADMINISTRATION 162-2018 Road Allowance Closure and Conveyance Request – Hevert/Arthur Lane WHEREAS questions were raised at the Public Meeting that additional easement requirements should be considered in favour of the Thomson property; AND WHEREAS Council deferred its decision pending a further site visit and discussion with the property owners; AND WHEREAS staff have completed the site visit, reviewed registered title documents and have spoken with the parties to hear their concerns. As a result of these investigations staff recommend that Council proceed with a portion of the closure/conveyance now, and defer the balance pending confirmation of legal easement rights within a year; NOW THEREFORE BE IT RESOLVED THAT Council for the Township of Central Frontenac proceed with the option to close and convey only that portion of the road allowance located north of Arthur Lane to the applicants at this time subject to a satisfactory value established by the letter of opinion, and further that Council defer the decision to close/convey the balance of the requested lands for a period of one year to allow time for the Thomsons to establish whether they have any prescriptive easement rights over that portion of Arthur Lane described as Part 2, 13R20573. 80 - 81 o) ADMINISTRATION 163-2018 Update to Water Testing Contract THAT Council receive the report “Update on Water Testing Contract” prepared by the Deputy Clerk for information. Page 5 of 90 Page 8. Committee/Other Reports/Minutes 82 - 89 a) Kennebec Recreation Committee Minutes THAT Council receive for information the Kennebec Recreation Committee Minutes 9. Delegations/Presentations 10. Communications/Correspondence 11. Public Meetings 12. By-laws/Agreements 13. Notice of Motions 14. Giving Notice of Motion 15. New/Other Business 16. Closed Session a) Closed Session -Move into Closed Session THAT Council move into Closed Session to discuss matters about: i) labour relations or employee relations pursuant to S. 239(2) (d) of the Municipal Act. b) Rise from Closed Session THAT Council rise from Closed Session discussing matters about: i) labour relations or employee relations pursuant ot S.239(2) (d) of the Municipal Act. 17. Adjournment 90 a) Adjournment THAT by-law 2018-52 being a by-law to confirm the proceedings of Council on October 23, 2018 be read a first, second and third time and finally passed this 23rd day of August 2018. AND FURTHER that this meeting be adjourned until 4:00 p.m. November 13, 2018 at the Soldiers Memorial Hall, 1107 Garrett St.
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