The United Counties of Prescott and Russell Minutes Regular Council Meeting
Wednesday, June 26, 2019, 9:00 a.m. Township of Champlain’s Council Chamber, Vankleek Hill
Members Present: Paula Assaly Guy Desjardins Robert Kirby, Warden Daniel Lafleur Pierre Leroux Normand Riopel Stéphane Sarrazin François St-Amour Staff Present: Justin Bromberg Mélissa Cadieux, Clerk Michel Chrétien Marc Clermont Pierre Gauthier Louise Lalonde Carole Lavigne Julie Ménard-Brault Sylvie Millette Stéphane P. Parisien Staff Absent: Mélanie Gratton Louis Prévost
1. Opening of the Meeting The Warden, Mr. Robert Kirby, called the meeting to order. 2. Vision Mr. Stéphane Sarrazin, Mayor of the Township of Alfred and Plantagenet, recited the Vision. 3. Disclosure of Pecuniary Interest None
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4. Adoption of Agenda
Resolution 2019-135 Moved by Paula Assaly Seconded by Guy Desjardins BE IT RESOLVED that the Agenda be adopted with the following amendments:
Vary the order in which the items are addressed in the following manner: address items 6.3, 10.1, 6.2, and 6.1 after item 5.2 and continue afterwards with the Agenda order as presented starting with item 6.4. Carried
5. Adoption of Council Minutes 5.1 Regular Meeting of May 22, 2019 Resolution 2019-136 Moved by Stéphane Sarrazin Seconded by Normand Riopel BE IT RESOLVED that the Minutes of the regular meeting of May 22, 2019, be adopted as presented. Carried
5.2 Special Meeting of June 12, 2019 Resolution 2019-137 Moved by Paula Assaly Seconded by Pierre Leroux BE IT RESOLVED that the Minutes of the special meeting of June 12, 2019, be adopted as presented. Carried
6. Petitions, Delegations and Presentations 6.3 Stephanie Gray and Jane Torrance - Community Safety and Well- Being Plan Mrs. Stephanie Gray and Mrs. Jane Torrance explained, through a PowerPoint presentation, the proposal they have submitted to prepare the Community Safety and Well-Being Plan for the Prescott and Russell Region.
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10. Resolutions arising from Standing Committee Reports 10.1 Proposal for the Community Safety and Well-Being Plan Resolution 2019-138 Moved by Stéphane Sarrazin Seconded by Guy Desjardins WHEREAS subsection 143(1) of the Police Services Act states that single-tier, lower-tier, and regional municipalities shall prepare and adopt a Community Safety and Well-Being Plan prior to January 1, 2021; AND WHEREAS the UCPR’s local municipalities requested that the UCPR be in charge of preparing a Community Safety and Well-Being Plan in collaboration with local municipalities, police services, and community organizations in order to have one Plan for the Prescott and Russell Region, even though the legal requirement of preparing such a Plan does not apply to counties; AND WHEREAS Ms. Stephanie Gray, Coordinator of the Lanark County Situation Table, who prepared the Community Safety and Well-Being Plan for the Lanark County was approached by the UCPR to prepare the Plan for the Prescott and Russell Region; AND WHEREAS Ms. Stephanie Gray along with her colleague, Ms. Jane Torrance, submitted a proposal in the amount of $20,340 plus expenses for preparing the Plan. BE IT RESOLVED that the Council of the United Counties of Prescott and Russell authorize a derogation from subsection 9.2.1 of the UCPR’s Procurement Policy, which requires a Department Head to obtain at least three (3) bids whenever possible for all purchases of goods and services for estimated expenditures exceeding $10,000 but not exceeding $50,000, unless specifically authorized to do so by Council pursuant to subsections 4.2.5 and 19.2. BE IT FURTHER RESOLVED that Council approve the proposal as submitted by Ms. Stephanie Gray and Ms. Jane Torrance for the amount of $20,340 plus expenses for preparing the Community Safety and Well- Being Plan for the Prescott and Russell Region.
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BE IT FURTHER RESOLVED that the total cost of Ms. Stephanie Gray’s and Ms. Jane Torrance’s services, including all expenses, for preparing the Plan shall be divided equally and paid in full by the UCPR’s local municipalities. Carried
6. Petitions, Delegations and Presentations 6.2 Linda Savard, Axion - Prescott and Russell Inter-Municipal Transportation Network Mrs. Linda Savard from Axion presented, through a PowerPoint presentation, the analysis of the survey results and the development of assumptions regarding the Prescott and Russell Inter-Municipal Transportation Network. 6.1 Kevin Cameron and Robert Richardson - Sustane Technologies Mr. Kevin Cameron and Mr. Robert Richardson from Sustane Technologies presented, through a PowerPoint presentation, a new technology that delivers a diversion rate up to 90% of the amount of municipal solid waste that ends up in municipal landfills every year. The meeting was temporarily adjourned at 10:35 a.m. and resumed at 10:44 a.m. 6.4 Nicole Normand, Prescott-Russell Private Residence Association - Increasing the Per Diem for Subsidized Residents Mrs. Nicole Normand and Mr. Normand Tremblay from the Prescott- Russell Private Residence Association requested, through a PowerPoint presentation, an increase of the per diem for subsidized residents Resolution 2019-139 Moved by Daniel Lafleur Seconded by Normand Riopel
BE IT RESOLVED that the request from the Prescott-Russell Private Residence Association to increase the per diem for subsidized residents be referred to the next Committee of the Whole meeting in August. Carried
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7. Reports of Departments 7.1 Finance 7.1.1 Monthly Accounts Resolution 2019-140 Moved by Pierre Leroux Seconded by François St-Amour BE IT RESOLVED that Council authorize and adopt the salaries, benefits, and accounts paid for the month of May 2019 as follows: 1. Total salaries May 2019: $2,767,184.69; 2. Total benefits May 2019: $828,318.88; 3. Visa accounts May 2019 page 1, items 1 to 2 for a total of $42,915.97$; and 4. General accounts May 2019 pages 1 to 5, items 1 to 74 for a total of $2,163,187.82. Carried
7.1.2 Report F-011-2019 - Strategic Asset Management Policy
Resolution 2019-141 Moved by Stéphane Sarrazin Seconded by Guy Desjardins WHEREAS section 3 and section 4 of the Ontario Regulation 588/17, under the Infrastructure for Jobs and Prosperity Act, 2015, stipulate that every municipality shall prepare a Strategic Asset Management Policy by July 1, 2019; AND WHEREAS the Council of the United Counties of Prescott and Russell deems it desirable to have a Strategic Asset Management Policy that provides clear directions to ensure the development and implementation of the United Counties of Prescott and Russell’s Asset Management Program; BE IT RESOLVED that the Council of the United Counties of Prescott and Russell approve the Strategic Asset Management Policy as presented through By-law 2019-36. Carried
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7.1.3 Report F-012-2019 - 2019 Budget Revisions
Resolution 2019-142 Moved by Normand Riopel Seconded by Daniel Lafleur BE IT RESOLVED that the Council of the United Counties of Prescott and Russell approve the 2019 budget revisions as presented in Appendix A through By-law 2019-37. Carried
8. Reports of Standing and Advisory Committees 8.1 Committee of the Whole - Report dated June 12, 2019 Resolution 2019-143 Moved by Paula Assaly Seconded by Pierre Leroux BE IT RESOLVED that the Committee of the Whole Report dated June 12, 2019, be adopted as presented. Carried
8.2 Home Committee - Report dated June 13, 2019 Resolution 2019-144 Moved by Pierre Leroux Seconded by Stéphane Sarrazin BE IT RESOLVED that the Home Committee Report dated June 13, 2019, be adopted as presented. Carried
8.3 Emergency Services Committee - Report dated May 22, 2019
Resolution 2019-145 Moved by Stéphane Sarrazin Seconded by Paula Assaly BE IT RESOLVED that the Emergency Services Committee Report dated May 22, 2019, be adopted as presented. Carried
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8.4 Social Services Committee - Report dated June 12, 2019 Mayor Leroux left the meeting at 11:31 a.m. Resolution 2019-146 Moved by Stéphane Sarrazin Seconded by Daniel Lafleur BE IT RESOLVED that the Social Services Committee Report dated June 12, 2019, be adopted as presented. Carried
8.5 Public Works Committee - Report dated June 12, 2019
Resolution 2019-147 Moved by Paula Assaly Seconded by Guy Desjardins BE IT RESOLVED that the Public Works Committee Report dated June 12, 2019, be adopted as presented. Carried
8.6 Planning and Forestry Committee - Report dated May 22, 2019
Resolution 2019-148 Moved by Stéphane Sarrazin Seconded by Normand Riopel BE IT RESOLVED that the Planning and Forestry Committee Report dated May 22, 2019, be adopted as presented. Carried
9. Communications 9.1 Information Correspondence (n/a) 9.2 Action Correspondence 9.2.1 Request from the Township of Champlain - Truck Noise on County Road 4 Resolution 2019-149 Moved by Normand Riopel Seconded by Guy Desjardins
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BE IT RESOLVED that the request from the Township of Champlain regarding truck noise on County Road 4 be referred to the Public Works Committee. Carried
9.2.2 Request from the Village of Casselman - Roundabout at the intersection of Principale Street, Racine Street and Laflèche Boulevard Resolution 2019-150 Moved by Paula Assaly Seconded by Daniel Lafleur
BE IT RESOLVED that the request from the Village of Casselman regarding a roundabout at the intersection of Principale Street, Racine Street and Laflèche Boulevard be referred to the Public Works Committee. Carried
9.3 Resolutions from other Municipalities 9.3.1 Town of Georgina - Reducing Litter and Waste in our Communities Resolution 2019-151 Moved by François St-Amour Seconded by Stéphane Sarrazin BE IT RESOLVED that the Council of the United Counties of Prescott and Russell receive the Resolution from the Town of Georgina concerning reducing litter and waste in our communities.
Carried
10. Resolutions arising from Standing Committee Reports 10.2 Municipal Delegation Requests for the AMO 2019 Annual Conference Resolution 2019-152 Moved by Guy Desjardins Seconded by Paula Assaly
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WHEREAS the deadline to submit Municipal Delegation Requests for the Associations of Municipalities of Ontario (AMO) 2019 Annual Conference is June 28, 2019; BE IT RESOLVED that the following Municipal Delegation Requests for the AMO 2019 Annual Conference be submitted on behalf of the United Counties of Prescott and Russell: 1. Inter-Municipal Ambulance Calls - Ministry of Health and Long-Term Care; 2. County Road 17 - Ministry of Transportation; 3. Expansion of the Hydro One and Natural Gas Network - Ministry of Energy, Northern Development and Mines; and 4. Funding for the New Prescott and Russell Residence - Ministry of Health and Long-Term Care. Carried
10.3 Request for Proposals by the Eastern Ontario Wardens’ Caucus (EOWC) - Comprehensive Study of Eastern Ontario Paramedic Services Resolution 2019-153 Moved by Stéphane Sarrazin Seconded by Paula Assaly WHEREAS the Eastern Ontario Wardens’ Caucus (EOWC) passed a Resolution authorizing the development of a two-part Request for Proposals to engage a consultant to undertake a comprehensive study of Eastern Ontario Paramedic Services in order to better inform the ongoing provincial discussions on health care reform;
AND WHEREAS the first phase of the study will be to collect data and key background information, and will be funded through the EOWC’s existing budget, including any reserves; AND WHEREAS the second phase of the study will be to examine governance/operation models, if deemed necessary after the completion of the first phase, and will be funded through additional financial contributions from each EOWC’s member municipality. BE IT RESOLVED that Council of the United Counties of Prescott and Russell support the EOWC’s proposal to develop a two-part Request for
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Proposals for a comprehensive study of Eastern Ontario Paramedic Services.
BE IT FURTHER RESOLVED that Council authorize a financial contribution to a maximum of $25,000 if the second phase of the study is ultimately deemed necessary after the completion of the first phase and requires a financial contribution of each EOWC’s member municipality. BE IT FURTHER RESOLVED that the financial contribution to a maximum of $25,000 be taken from the Province’s one-time payment to support small and rural municipalities’ efforts to become more efficient. Carried
10.4 Additional Costs for the Construction of the New Ambulance Station in Rockland Resolution 2019-154 Moved by Guy Desjardins Seconded by Stéphane Sarrazin WHEREAS the Emergency Services Department and the City of Clarence-Rockland have incurred an unexpected cost overrun with the construction of the new ambulance station in Rockland;
AND WHEREAS the Director of the Emergency Services Department and the City of Clarence-Rockland agreed to pay the additional costs of $26,662.08 in equal share, being the sum of $13,565.67. BE IT RESOLVED that the Council of the United Counties of Prescott and Russell authorize these additional costs amounting to $13,565.67 and that the amount be taken from the operational account of the Emergency Services Department. Carried
10.5 New Temporary Ambulance Site in Casselman Resolution 2019-155 Moved by Daniel Lafleur Seconded by Guy Desjardins WHEREAS the Emergency Services Department received a notice to terminate the lease agreement from the owner of the Casselman ambulance station advising that he would terminate the lease by May 31, 2019;
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AND WHEREAS the Director of Emergency Services Department forwarded a letter to the owner advising him that we would leave the premises by May 31, 2019; AND WHEREAS a contingency plan had to be put in place to ensure the delivery of services in Casselman; AND WHEREAS following discussions with the Village of Casselman, the new temporary ambulance site will be located in the former premises of the Village of Casselman’s Public Works Department; AND WHEREAS the Memorandum of Understanding will be for a 3-year term for the same amount as the former lease agreement, which is $13.92 per square feet;
AND WHEREAS the Emergency Services Department will be responsible for the renovations to be carried out and will recover the costs incurred through the rental fees paid to the Village of Casselman; AND WHEREAS the urgency of finding a new ambulance site for the delivery of services in Casselman has prevented the Emergency Services Department to comply with section 9.3.2 of the UCPR’S Procurement Policy, which stipulates that a Department Head shall prepare a RFT for goods or services exceeding $50,000 unless specifically authorized to do so by way of a Council resolution prior to making the purchase.
BE IT RESOLVED that the Council of the United Counties of Prescott and Russell authorize the derogation from the UCPR’s Procurement Policy pursuant to section 9.3.2. BE IT FURTHER RESOLVED that Council proceed with the adoption of the Memorandum of Understanding through By-law 2019-39 for the temporary location of the ambulance site in the former premises of the Village of Casselman’s Public Works Department.
Carried
11. Notices of Motion and Members’ Written Resolutions (n/a) 12. Question Period to Department Heads None
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13. By-laws 13.1 By-law Numbers 2019-36 to 2019-41 Resolution 2019-156 Moved by Daniel Lafleur Seconded by Paula Assaly BE IT RESOLVED that the following By-laws be adopted by the Council of the United Counties of Prescott and Russell after the three readings: 2019-36 To adopt the Strategic Asset Management Policy; 2019-37 To adopt the Budget Revisions for the Year 2019; 2019-38 To authorize the entering into a Contribution Agreement with the Ontario Ministry of Agriculture, Food and Rural Affairs; 2019-39 To authorize the entering into a Memorandum of Understanding with the Village of Casselman for a temporary ambulance site in Casselman; 2019-40 To amend By-law 2018-08, being a By-law to delegate the power to pass a by-law respecting the destruction or injuring of trees in woodlands to certain lower-tier municipalities; and 2019-41 To authorize the entering into an Extension and Amending Fire Dispatch Communications Service Agreement with the Town of Hawkesbury.
Carried
14. Closed Session The Members of Council did not have any questions or comments regarding the closed session items 14.1 to 14.5, so the public meeting continued. 14.1 Closed Session Minutes of the Regular Council Meeting dated May 22, 2019 Resolution 2019-157 Moved by Paula Assaly Seconded by François St-Amour BE IT RESOLVED that the Closed Session Minutes of the regular Council meeting of May 22, 2019, be adopted as presented. Carried
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14.2 Closed Session Report of the Committee of the Whole dated June 12, 2019
Resolution 2019-158 Moved by Guy Desjardins Seconded by Daniel Lafleur BE IT RESOLVED that the Closed Session Report of the Committee of the Whole dated June 12, 2019, be adopted as presented. Carried
14.3 Report RH-001-2019 - Renewal of the Collective Agreement of Local 042 of the Ontario Nurses Association (ONA) Resolution 2019-159 Moved by Stéphane Sarrazin Seconded by Paula Assaly BE IT RESOLVED that the Council of the United Counties of Prescott and Russell receive Confidential Report RH-001-2019 and ratify the agreement in principle reached with the union on June 11, 2019. Carried
14.4 Report RH-002-2019 - Renewal of the Collective Agreement of Local 3025 of the Canadian Union of Public Employees Resolution 2019-160 Moved by Normand Riopel Seconded by Paula Assaly BE IT RESOLVED that the Council of the United Counties of Prescott and Russell receive Confidential Report RH-002-2019 and ratify the agreement in principle reached with the union on May 30, 2019. Carried
14.5 Report RH-003-2019 - Renewal of the Collective Agreement of Local 7911 of the Canadian Union of Public Employees Resolution 2019-161 Moved by Guy Desjardins Seconded by Daniel Lafleur
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BE IT RESOLVED that the Council of the United Counties of Prescott and Russell receive Confidential Report RH-003-2019 and ratify the agreement in principle reached with the union on May 23, 2019. Carried 15. Confirmatory By-law 2019-42 Resolution 2019-162 Moved by Stéphane Sarrazin Seconded by Normand Riopel BE IT RESOLVED that Council adopt By-law 2019-42 to confirm the proceedings and recommendations made in the Reports, Resolutions, and By-laws at the regular Council meeting of June 26, 2019, after the three readings. Carried
16. Announcements Members of Council announced different activities or events happening in their municipalities. 17. Adjournment Resolution 2019-163 Moved by Paula Assaly Seconded by François St-Amour BE IT RESOLVED that this regular Council meeting be adjourned at 11:53 a.m. Carried
______Robert Kirby, Warden
______Mélissa Cadieux, Clerk
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