The Corporation of the Township of South Algonquin
Council Meeting December 4, 2019
CORPORATION OF THE TOWNSHIP OF SOUTH ALGONQUIN AGENDA COUNCIL MEETING Wednesday, December 4, 2019 9:00 a.m. Municipal Office 7 Third Avenue Whitney, Ontario
1. Open Meeting/Call to order – 9:00 a.m.
2. Additions / Amendments to the Agenda
3. Adoption of the Agenda
4. Disclosure of Pecuniary Interest
5. Petitions, Delegations and/or Presentations
6. Minutes of Previous Meetings (s) • Adopt the Minutes of the Regular Council Meeting of November 6, 2019 • Adopt the Minutes of the Closed Session of the Regular Council Meeting of November 6, 2019 • Adopt the Minutes of the Economic Development Meeting of November 19, 2019 • Adopt the Minutes of the Human Resources/Administration/PR Mtg. of November 19, 2019
7. Business Arising from the Minutes
8. Unfinished Business
9. Committee, Staff and/or Councillor Reports
10. Correspondence – Action Items
11. Correspondence – Information Items
12. New Business • Flashing Light on Communication Tower
13. Motions of Council
14. Notice of Motions
15. By-Laws • Community Safety and Well-being Coordinator Agreement By-Law • Procedural By-Law-Final Draft for Review
16. Resolution to Move into a “Closed Session”
17. Payment of Accounts
18. Adjournment
Members of the public must request permission to use cameras, flash bulbs, recording equipment, and any other device of a mechanical or similar nature used for transcribing or recording proceedings subject to the approval and/or direction of the Chair/Presiding Officer and/or Council
November 6, 2019 COUNCIL MEETING – MINUTES On Wednesday, November 6, 2019 the Council for the Corporation of the Township of South Algonquin held a Regular Council Meeting.
Present- Mayor Dumas Staff- Holly Hayes, CAO/ Clerk –Treasurer Councillor Sandra Collins Carla Gatley, Deputy Clerk-Recording Secretary Councillor Joe Florent Dave Gatley, Works Superintendent Councillor Dave Harper Councillor Bongo Mike Kalimin Councillor Richard Shalla Councillor Joey Vermaire
1. OPEN MEETING/CALL MEETING TO ORDER: Mayor Jane Dumas called the meeting to order at 9:01 a.m.
2. ADDITIONS/AMENDMENTS TO THE AGENDA: -New Business: Upper Reservoir Dam System -Update on Aylen Lake Marina
3. ADOPTION OF THE AGENDA Moved by: D. Harper Seconded by: B.M. Kalimin Res. # 19-189 “BE IT RESOLVED THAT Council for the Corporation of the Township of South Algonquin adopts the Agenda as circulated and amended for the Regular Council meeting of November 6, 2019.” -Carried-
4. DISCLOSURE OF PECUNIARY INTEREST: None
5. PETITIONS, DELEGATIONS and/or PRESENTATIONS: None
6. MINUTES OF PREVIOUS MEETING Moved by: S. Collins Seconded by: J. Florent Res. # 19-190 “BE IT RESOLVED THAT the Council for the Corporation of the Township of South Algonquin adopts the minutes of the Human Resources/Administration/Public Relations Meeting of September 25, 2019 as circulated.” -Carried-
Moved by: S. Collins Seconded by: J. Florent Res. # 19-191 “BE IT RESOLVED THAT the Council for the Corporation of the Township of South Algonquin adopts the minutes of the Closed Session of the Human Resources/Administration/Public Relations Meeting of September 25, 2019 as presented at the table.” -Carried-
Moved by: D. Harper Seconded by: B.M. Kalimin Res. # 19-192 “BE IT RESOLVED THAT the Council for the Corporation of the Township of South Algonquin adopts the minutes of the Regular Council meeting of October 2, 2019 as circulated and amended.” -Carried- 1
Moved by: B.M. Kalimin Seconded by: D. Harper Res. # 19-193 “BE IT RESOLVED THAT the Council for the Corporation of the Township of South Algonquin adopts the minutes of the Closed Session of the Regular Council meeting of October 2, 2019 as circulated.” -Carried-
Moved by: S. Collins Seconded by: J. Vermaire Res. # 19-194 “BE IT RESOLVED THAT the Council for the Corporation of the Township of South Algonquin adopts the minutes of the Emergency Management meeting of October 2, 2019 as circulated.” -Carried-
Moved by: R. Shalla Seconded by: B.M. Kalimin Res. # 19-195 “BE IT RESOLVED THAT the Council for the Corporation of the Township of South Algonquin adopts the minutes of the Waste Management Meeting of October 22, 2019 as circulated.” -Carried-
Moved by: J. Florent Seconded by: J. Vermaire Res. # 19-196 “BE IT RESOLVED THAT the Council for the Corporation of the Township of South Algonquin adopts the minutes of the Asset Management Meeting of October 22, 2019 circulated.” -Carried-
7. BUSINESS ARISING FROM THE MINUTES: October 2, 2019 Regular Council Meeting: -Councillor Florent questioned if a letter has been sent to MTO regarding the school zone signs that are still posted in Madawaska. H. Hayes replied that a letter has been sent. -Councillor Collins asked if there has been any reply regarding the letter sent pertaining to Casselholme Home for the Aged. H. Hayes replied that we did get notification indicating that the letter was received. -Councillor Florent asked if an engineering report has been received regarding the two structures located within the non-operating provincial park and if there has been a decision made on plowing of Victoria Lake Road.
October 2, 2019 Emergency Management Meeting: -Councillor Collins stated she was very disappointed that there wasn’t any representation from either fire department at the meeting.
October 22, 2019 Asset Management Meeting: -Councillor Florent asked if there were any updates on the Private Roads Grant. H. Hayes indicated that she has received some information; other items have taken priority, will work on a report for December.
October 22, 2019 Waste Management Meeting: -Councillor Vermaire enlightened council on the difficulties cottage owners on Aylen Lake are having getting septics pumped.
8. UNFINISHED BUSINESS: -Councillor Shalla mentioned that MTO has installed moose crossing signs on Highway 127; feels however that one should be moved back and will contact MTO. 2
9. COMMITTEE REPORTS, STAFF AND/OR COUNCILLOR REPORTS: -Community Resource Centre received a grant for senior lunches and physical fitness classes. Some funds are available for transportation. -Scheduled a Committee of Adjustment meeting for 9:00 a.m. on December 17th, prior to the committee meeting scheduled for that day.
Administration A written report was provided in the council package by CAO/Clerk-Treasurer H. Hayes. Verbally reported: -Had a meeting last Friday regarding ambulance attendants; indicated the ambulance bay is not an adequate living space. DNSSAB is looking at other alternatives; will do a follow up call. -Received approximately ten resumes for the Fire Chief position.
Public Works/Operations A written report was provided in the council package by Works Superintendent D. Gatley Verbally reported: -Engineers will be here Monday to start the survey work at Galeairy Lake Road and Paradise Road. -Gate post at Airy Landfill site has been repaired. -Reservoir at the Lake of Two Rivers has not been drawn down yet; spoke to the MNRF yesterday and was assured that it will still be drawn down even though it is after October 15th. -Received communication from Jewell Engineering regarding the culvert at Victoria Lake Road.
10. CORRESPONDENCE-Action Items: None
11. CORRESPONDENCE -Information Items
12. NEW BUSINESS: -Councillor Vermaire gave council an update on the Aylen Lake Marina regarding ownership and mortgage. The marina provides boat and dock storage. The owners are having a hard time obtaining a residential or commercial mortgage and are requesting a letter specifically stating that residential buildings are allowed on commercial property.
There was a five minute break at 10:50 a.m.
13. MOTIONS OF COUNCIL: Moved by: B. M. Kalimin Seconded by: D. Harper Res. # 19-197 “BE IT RESOLVED THAT That Council for the Corporation of the Township of South Algonquin direct staff to hire the Branding and Signage plan project to Placemaking Design for $4680 plus HST.” -Carried- Moved by: R. Shalla Seconded by: J. Florent Res. # 19-198 “BE IT RESOLVED THAT Council for the Township of South Algonquin direct staff to expand the existing Hay Lake Parking area on the current winter maintenance schedule effective immediately. Councillor Kalimin requested a recorded vote: Councillor Kalimin - Against Councillor Florent - For Councillor Shalla -For Councillor Harper - For 3
Councillor Vermaire - For Mayor Dumas- For Councillor Collins - For -Carried- Moved by: J. Vermaire Seconded by: J. Florent Res. # 19-199 “BE IT RESOLVED THAT Council for the Township of South Algonquin direct to provide a letter, from council, which indicates “In accordance with the current by-law, the property at 1697 Aylen Lake Road is allowed Residential Buildings, as an accessory to the commercial use”. -Carried- Moved by: J. Vermaire Seconded by: J. Florent Res. # 19-200 “BE IT RESOLVED THAT Council for the Township of South Algonquin direct the CAO/Clerk Treasurer and the Mayor to sign and execute the agreement with Meara Sullivan for the development of a (CSWB) Community Safety Well Being Plan; AND THAT staff bring back a By-law executing the agreement with Meara Sullivan PhD jointly with Killaloe Hagarty Richards, South Algonquin Township, Brudenell Lyndoch Raglan and the Township of Madawaska Valley at the Regular Council Meeting of December 4, 2019.” -Carried- Moved by: D. Harper Seconded by: J. Florent Res. # 19-201 “THAT Council for the Corporation of the Township of South Algonquin move into a closed session of Council at 11:43 a.m. to consider subject matter regarding; Ontario Municipal Act, Part VI, S.239 (2) (b) Personal matters about an identifiable individual, including municipal or local board employees; Rink Attendant.” -Carried- Moved by: J. Florent Seconded by: D. Harper Res. # 19-202 “BE IT RESOLVED THAT That Council for the Corporation of the Township of South Algonquin adjourns the closed session of Council held on, November 6, 2019 at 12:14 p.m.” -Carried-
14. NOTICE OF MOTIONS: None
15. BY-LAWS: None
16. PAYMENT OF ACCOUNTS: Moved by: J. Vermaire Seconded by: R. Shalla Res. # 19-203 “BE IT RESOLVED THAT Council for the Corporation of the Township of South Algonquin authorizes the payment of all bills as recorded for the meeting of November 6, 2019: Batch 2019- 00060 for $538.40, batch 2019-00062 for $70,525.39, batch 2019-00064 for $108,856.97 and batch 2019-0067 for $61,046.83.” -Carried-
17. ADJOURNMENT: Moved by: J. Vermaire Seconded by: R. Shalla Res. # 19-204 “BE IT RESOLVED THAT That Council for the Corporation of the Township of South Algonquin adjourns the Regular Council meeting of November 6, 2019, at 12:15 a.m.” -Carried-
The next council meeting is scheduled for Wednesday, December 4, 2019 at 9:00 a.m.
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______Mayor Jane A. E. Dumas CAO/Clerk-Treasurer Holly Hayes Deputy Clerk Carla Gatley Recording Secretary
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November 19, 2019 ECONOMIC DEVELOPMENT MEETING – MINUTES On Tuesday, November 19, 2019 the Council for the Corporation of the Township of South held an Economic Development Meeting.
Present- Mayor Dumas Staff- Holly Hayes, CAO/ Clerk –Treasurer Councillor Sandra Collins Carla Gatley, Deputy Clerk-Recording Secretary Councillor Joe Florent Councillor Dave Harper Councillor Bongo Mike Kalimin Councillor Richard Shalla Councillor Joey Vermaire
OPEN MEETING/CALL MEETING TO ORDER: Councillor Kalimin called the meeting to order at 9:00 a.m.
ADDITIONS/AMENDMENTS TO THE AGENDA: None
ADOPTION OF THE AGENDA Moved by: R. Shalla Seconded by: D. Harper to adopt the agenda as circulated.
DISCLOSURE OF PECUNIARY INTEREST: None
DELEGATION: -Lisa Severson/Paula Preston- Eastern Ontario Regional Network (EORN) - Provided a presentation of the Eastern Ontario mobile/cellular broadband project. Delegation left at 10:23 a.m.
There was a five minute break at 10:24 a.am.
INTERN POSITION: -We have been successful in receiving a grant for an intern. A job description has been created. A by-law will be brought to the December council meeting.
CHAMBER OF COMMERCE: -The Chamber of Commerce have been in the Resource Centre for a year, need to draw up an agreement if deciding to continue having them utilize the building. The CAO/Clerk-Treasurer will investigate the hydro/heating costs associated with the building.
BRANDING PLAN: -The CAO/Clerk-Treasurer had a kick-off meeting yesterday. The consultant will develop a survey and will set up a meeting to talk to council. They will also be at local events with booth style surveys. Have a meeting set up with Professor Chris Fullerton.
UNFINISHED BUSINESS: Councillor Collins questioned if the Private Roads Grant should be discussed at Economic Development; - no, it was discussed at the last Asset Management Committee meeting.
NEW BUSINESS: None
Moved by: J. Vermaire Seconded by: R. Shalla to adjourn the Economic Development Meeting of November 19, 2019 at 11:02 a.m.
______Councillor B.M. Kalimin Holly Hayes, CAO/Clerk-Treasurer Deputy Clerk Carla Gatley Recording Secretary
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November 19, 2019 HUMAN RESOURCES, ADMINISTRATION & PUBLIC RELATIONS MEETING – MINUTES On Tuesday, November 19, 2019 the Council for the Corporation of the Township of South held a Human Resources, Administration & Public Relations Meeting.
Present- Mayor Dumas Staff- Holly Hayes, CAO/ Clerk –Treasurer Councillor Sandra Collins Carla Gatley, Deputy Clerk-Recording Secretary Councillor Joe Florent Dave Gatley, Works Superintendent (joined the mtg at 12:26 p.m.) Councillor Dave Harper Councillor Bongo Mike Kalimin Councillor Richard Shalla Councillor Joey Vermaire
OPEN MEETING/CALL MEETING TO ORDER: Councillor Collins called the meeting to order at 11:03 a.m.
ADDITIONS/AMENDMENTS TO THE AGENDA: -Set date for CAO performance appraisal -Municipal Modernization Grant -ROMA conference
ADOPTION OF THE AGENDA Moved by: J. Vermaire Seconded by: D. Harper to adopt the agenda as circulated and amended.
DISCLOSURE OF PECUNIARY INTEREST: None
PROCEDURAL BY-LAW: Reviewed the draft Procedural By-Law in detail.
PART TIME FIRE CHIEF: Ten resumes were received. Discussion on forming a committee to review the resumes and a hiring committee. Scheduled a meeting for December 10th at 6:00 p.m. in Madawaska for an information session for all fire fighters.
WAGE GRID: The CAO-Clerk/Treasurer provided a staff report suggesting a 2% increase to the grid effective January 1, 2020.
The Works Superintendent: -Stated that there is only one employee in the works department with an AZ license. One of the landfill site attendants has an AZ license and suggests that the employee be paid at an operator’s rate on the grid when he is called upon to drive a truck. Council was in consensus.
-Has contacted Ground Force Training and an outside Roads Superintendent to be part of the hiring process for the new full-time employee position. The process probably won’t start until the spring. Council was in agreement that it be mandatory for the new employee to have an AZ license.
-Informed council that the part time employee that was off on sick leave has received a clean bill of health and is back to work but only two days a week.
-The excavator should be delivered the week of November 25th.
Councillor Shalla questioned the status of the Hay Lake parking lot.
PROFESSIONALISM: After discussion it was agreed that all members of council will only be identified by their surnames during meetings; per the Procedural By-law no member shall speak at a meeting without first being recognized by the Chair.
SANTA CLAUS PARADE: A volunteer is needed to drive the township truck that Santa will be in. Councillors to let the H. 1
Hayes know if they are interested.
NEW BUSINESS: -Council will perform the CAO/Clerk-Treasurer’s performance appraisal on December 4th, after the council meeting.
-There is a Municipal Modernization grant available through Ministry of Municipal Affairs and Housing. The CAO/Clerk-Treasurer will do a grant proposal.
-The CAO/Clerk-Treasurer stated that she will not be going to the ROMA conference, she may attend an educational program in Renfrew next year.
-The Auditors will be here this week.
Moved by: R. Shalla Seconded by: D. Harper to adjourn the Human Resources, Administration & Public Relations Meeting of November 19, 2019 at 1:29 p.m.
______Councillor Sandra Collins Holly Hayes, CAO/Clerk-Treasurer Deputy Clerk Carla Gatley Recording Secretary
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COUNCIL MEETING
December 4, 2019
COMMITTEE/STAFF REPORTS:
1) Madawaska Fire Department, RE: Monthly Report 2) Administration Report 3) Public Works/Operations Report, report will be verbal
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MONTHLY FIRE REPORT TO COUNCIL MADAWASKA FIRE DEPARTMENT Reporting Date: November 2019
Training / Courses
• 19th – Monthly practice – SCBA refresher and vehicle checks Calls / Responses
• Nothing to report Complaints / Concerns
• Nothing to report Upcoming Events
• Nothing to report Correspondence / Other
• Dec. 4th – Renfrew County Fire Chiefs meeting in Eganville 2
ADMIN REPORT December 4, 2019 from the desk of CAO/Clerk/Treasurer as of November 27, 2019
1. Administration; -Although it was mentioned in the last meeting that there would be a by-law for the NHOFC Internship contract, the Ministry requires that the grant agreement not be signed until the intern has been hired, there will be a resolution on the table to advertise the Internship position -Holly attended a meeting in Renfrew County to discuss opportunities for efficiency and sharing resources; the County created a 70 page document of current practices, if you would like a copy Holly can send it to you -Dwight Bennett provided a petition included in action section that includes all residents agreeing to the suggested road name change, a resolution will be included for this matter -Holly participated in a meeting with Park staff to discuss the opening of the Rail Trail from Whitney to Rock Lake, they are going to discuss the matter with Friends of Algonquin and let us know the next steps, -An updated Draft of the Procedural By-Law has been included in the package, there will be a resolution on the table to direct staff to advertise and accept public comments on the by-law -Holly attended the CSWB Coordinating committee meeting November 26, discussed TOR and the initiation of an advisory committee -Received notice from the MNRF that the Galeairy Lake Dam Rehabilitation project has been awarded and work will be starting soon, ongoing through December 2020 -I’ve included a draft report on the Private Road grant and am awaiting two additional key pieces of information from our insurance provider and the lawyer that we have been getting road advice from; if either come prior to the meeting I will provide as soon as I receive it - Holly corresponded with DNSSAB regarding overnight stays at the EMS building - Summary of revenue vs expenses associated with Resource Centre building for 2018 and 2019;
2018 2019 to date 15-3800 Rent $10,848 (904/month) $ 9,424 (904 until June 800 since)
16-5200-0640 Insurance $800 $806 16-3000-0661 Hydro $2,142.46 $1,660.44
Total Expense $2,942.46 $2466.44 Difference $7,905.54 $6957.56
2. Finance; -Twp of South Algonquin received $397,000 for the Modernization/Efficiency grant in March 2019. An excavator was purchased from the funds totaling $233,370.43. A resolution will be presented at the Dec. 4, 2019 Council meeting to transfer the remaining $163,629 to the general reserve. October 31, 2019 deposit of $1,436.75 Gas Tax grant. This amount was issued from a federal administrative surplus
STAFF REPORT Meeting Date: December 4, 2019 Agency: Township of South Algonquin Staff Contact: Holly Hayes, CAO Clerk/Treasurer Agenda Title: Private Road Grant Agenda Action: RESOLUTION
Recommendation
That council discuss the creation of a Private Road Grant and provide staff with any additional questions or suggestions and that the Madawaska Valley Policy be used as a template to create a program for South Algonquin and if passed it be advertised for first intake in 2020.
Background
Staff have been asked to prepare a staff report considering the implications of creating a Private Road Grant program within the Township of South Algonquin. As the idea of this project has come from a program that Madawaska Valley Township currently offers, Council has acquired the documents which are used by that township to accept application, process and respond to applicants, these documents are included as appendix to this report.
Analysis
The intention of this program is to assist and encourage the regular maintenance and improvement of roads that are currently not within the South Algonquin level of service By-law but are used by our residents to access their homes or property. Properly maintained roads are imperative to emergency response and as such this program could assist residents to improve their roads.
The attached policy amended from other municipalities includes the application form which is all that is required to submit for this grant as well as signatures of those who live on the road and support the application. The road length is collected within the application; however, to ensure consistency the Township GIS system is used to determine the actual road length, this number is multiplied by $250 and then added to the number of residents (households) in the group multiplied by $40.
For example;
If Lake Lane is 0.8km long and five residents are within the group the formula would be;
(0.8x $250) + (5x$40) = $400
The cut off for application into the grant is September 30th for work to be completed the following year. Once all of the applications have been received a summary is provided to council and the total allocation can be included in the budget. The program could be initiated and advertised in 2020, applications accepted through September 30th for budget within 2021. This would give the public time to understand the program and develop workplans and staff time to manage and develop procedures to implement the program.
South Algonquin council has discussed the requirement for residents to form a committee or board and purchase insurance to be eligible for this grant. A discussion with a local insurance provider indicated that the group would be required to form as a non-profit association and develop a by-law to outline the intended operation, which would allow them to purchase directors/officers insurance. There is no indication that other Municipalities have these requirements, rather they are accepting the risk associated with providing these funds in exchange for the community benefit as they see it.
Council could include a requirement that land ownership would need to be determined for each application. In areas where roads traverse crown land MNRF work permits may be required, it would be up to landowners to acquire any provincial permits required. It is recommended that the Township clearly indicate that we do not certify or inspect the work that will be done and are not responsible in any way for the activities paid for by the grant and that any permits required are not our responsibility.
Insurance Provider;
Waiting for response
Lawyer;
Waiting for response
MMAH;
MMAH suggest that if the road being considered includes any commercial entity (including an Air BnB) it would be considered bonusing to those owners, which is not permitted. If this is something that is of concern to council additional research will be required as currently neither MPAC nor the Township tracks Air BnBs,
Alternatives
None
Strategic Plan
Although this grant does not clearly align with the Strategic goals that have been set it is understood that Municipalities that have implemented it feel that it’s an effective way to improve access to residential areas and improve the road system within the Municipality that does not belong to the Municipality.
Fiscal Impact
Dependent upon Council direction currently Madawaska Valley has $15, 000 in the budget, this year they have application for more than $18,000 and are being asked for additional capital projects to be considered.
Consultations
Other Municipalities; Staff have reached out to colleagues within our AMCTO zone and found that not many municipalities are doing this and most have not considered it. A google search has confirmed Magnetawan, Highlands East, Whitestone and Leeds and the Thousand Islands have all put Policy in place to provide a grant of this type the longest standing has been in place since 2015. Staff have reached out to each of these Municipalities and asked for the reporting that lead to the passing of the By-law/policy as well as any lessons learned during the time since they have been providing the grant. The only response has been from Madawaska Valley, which has been included above.
Attachments
Draft Policy
SCHEDULE “A”
Private Roads Grant Policy
The objective of this grant is to assist and encourage the regular maintenance and improvement of opened private roads, right-of-ways and unnassumed roads resulting in better accessibility for traffic.
Procedure for the authorizing of annual grants for the purpose of assisting summer road maintenance costs to property owners on private roads, right-of-ways or unassumed roads; 1. The property owners ( including undeveloped lots) fronting and/or utilizing one or more opened private road or unassumed road(s) must form a Road Maintenance Group or similar organization, which shall be compromised of at least two-thirds (2/3) of those participating property owners, and consist of at least three (3) unique property owners;
2. The grant to be provided shall be determined by Council based on the calculation of “x” factor plus “y” factor during the yearly budget process as defined as “Schedule “B” of this by-law.
• “x” factor shall represent a dollar value per kilometer of roadway, and • “y” factor shall represent a dollar value per unique property owner;
3. All applications shall be forwarded to the CAO/Clerk-Treasurer who shall have the responsibility/authority of determining grant eligibility and authorizing grants based on having met the following criteria:
(a) Documentation of participation by two-thirds (2/3) of property owners in sharing the costs of road maintenance; (b) Presentation of paid invoices for summer road maintenance expenditures in the current year; (c) Documentation of approval of such expenditures (ie. meeting minutes)
4. Private roads in campgrounds or trailer parks are not eligible.
5. Application shall be accompanied by a budget of estimated annual expenditures and a statement of current uncommitted funds on hand in the Road Maintenance Group’s statement of record;
6. Approved grants will be given in one draw, with an annual grant application deadline of September 30th of the year prior to the work(s) being completed. Grants will reimburse the respective Road Maintenance Group(s) to assist with the costs for summer road maintenance and will be paid in one lump sum. Funds will be released at the discretion of the CAO/Clerk-Treasurer;
7. The Road Maintenance Group will be solely responsible to oversee the administration and supervision of annual work programs and related budget and furthermore the township will have no responsibility, obligation or exercise an degree of operational control with respect to maintenance of the affected roads;
8. The Road Maintenance Group releases the township from all claims and causes of action, and undertake and agree to indemnify and save the township harmless from all actions, claims, costs, expenses and damages brought, suffered or sustained by any third party.
9. Grants are not guaranteed and, due to budgeting constraints, at the discretion of Council and may be curtailed at any time by resolution of Council;
10. Council may from time to time establish further conditions on the approval of grants that may be generally applied or specified to a particular situation;
11. All grants must be used on a specific road in the calendar year of issuance and a written summary of money spent must be submitted to the township with a declaration of proof of work completed;
12. Failure to follow reporting requirements may result in the particular Roads Maintenance Group not being included for grants in the following calendar year.
Schedule “B”
Private Roads Grant Policy
APPLICATION FOR PRIVATE ROAD GRANT
The grant to be provided for the maintenance and improvement of private roads, right-of-ways and unassumed roads shall be based on the length of the roadway, and the number of properties that the roadway services.
The formula to determine the eligible amount of each roadway shall be “x” factor plus “y” factor, where “x” factor shall represent a dollar value per unique property owner.
“x” factor shall be equal to $250.00 per kilometer of roadway. “y” factor shall be equal to $40.00 per property (with unique ownership).
7 Third Avenue, P.O. Box 217 Whitney, ON K0J 2M0 613-637-2650 or 1-888-307-3187 APPLICATION FOR PRIVATE ROAD GRANT
Submission deadline September 30th (of the year prior to works being completed)
Road Name or Location:______
Length of Road (km):______(x)
Number of unique property owners:______(y)
Eligible grant:______(Xx$250) + (Yx$40)
Road Maintenance Group Name: ______
Number of participating property owners: ______
Total Collected for summer road maintenance (current year): $______
Group Representative:
Name(s): ______
Civic Address:______
______
Mailing Address (if different): ______
______
Telephone: ______
E-mail:______
I/we certify that, to the best of my/our knowledge, the information provided herein is true, accurate and complete and is endorsed by the Road Maintenance Group, which I/we represent.
______Signature of group representative
______Signature of group representative
ATTACHMENTS TO INCLUDE: • Budget of Estimated Annual Expenditures COUNCIL MEETING December 4, 2019
ACTION: 1) Petition to Rename Hayward Road and Hay Lake Landing Road to Bennett Road
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Petition to rename Hayward Road as Bennett Road
We the undersigned {property owners of Hayward Road and Hayward Lane) ask the Township of South Algonquin to rename Hayward Road to Bennett Road. We a!so support Councilor Sha/la's suggestion that Hay Lake landing Road be renamed Bennett Road to allow one road name for the gravel road from McRae-Hay Lake Road to the end (the tu�naround). The two addresses that run· south off the end of Hayward Lane (Carrick and Bennett) would need to be changed and both owners (Carrick and Bennett) by their signatures belov, acknowledge and are aware of this requirement.
\f\/ayne Carrick Date � 7., . :>-c,17 320A Hayward Road -- Eric & Donna Bennett Date� [v"1 7--� 320B Hayward Road
Janet (Kay) Moore Date 61 Hayward Lane
Dwight & Annick Bennett Date 91 Hayward Lane
. :,, Gennie. (Hedges} 1/\fetterhahn ,,._,,� .; _';!., .. Y�--;;,' Liz {Swanson} Wairnsley Date 107 H2yv11ard lane Ivy & Shawn Blondin Date 109 Hayward Lane Bill & Ann Gordon Date 111 Hayward Lane July 5, 2019 l of I 7/8/2019, ll:14A COUNCIL MEETING December 4, 2019 CORRESPONDENCE RECEIVED FOR INFORMATION: 1) Renfrew County and District Health Unit, RE: Radon Action Month 2) MPAC, RE: Connecting 3) DNSSAB, RE: Meeting of September 25, 2019 Meeting 4) DNSSAB, RE: Meeting of October 24, 2019 Meeting 5) Sustainable Housing Initiative, RE: Expression of Interest 6) MMAH, RE: Better for People, Smarter for Business Act, 2019 (Bill 132) 1 Renfrew County and District Health Unit “Optimal Health for All in Renfrew County and District” Memorandum Date: November 7, 2019 To: Municipal Partners From: Dr. Robert Cushman, Acting Medical Officer of Health Subject: Radon Action Month Dear Colleague, Did you know that radon is the leading cause of lung cancer for non-smokers and the second leading cause of lung cancer for smokers in Canada? It is estimated that exposure to elevated levels of radon causes 3,200 lung cancer deaths each year in Canada. Almost every home in Canada has some level of radon present in the indoor air, however the concentration can differ greatly in each home. Radon is an invisible, radioactive gas that occurs naturally when uranium in the soil and rock around the home breaks down. You cannot see or smell radon, the concentration of radon in a home can only be detected with specific testing. November is Radon Action Month and we all play an important role in raising awareness of the risk of radon exposure. High levels of radon in the indoor environment presents a threat to the health of Canadians and it is important to be ready to answer questions on the topic. Renfrew County and District Health Unit (RCDHU) is participating in the Take Action on Radon: 100 test kit challenge. RCDHU has 100 free test kits to give away to Renfrew County and District residents so they can test their homes for radon gas. Residents can register for a free test kit by calling 613-735-8654 extension 555. The free kits are going fast. An information session about Radon will be held on November 13, 2019 at the Best Western Pembroke Inn and Conference Centre starting at 6:00 p.m. A representative from Health Canada will be giving a presentation and RCDHU will be handing out the free test kits to those who have registered. We ask that you help us promote this event and the Take Action on Radon: 100 test kit challenge campaign. RCDHU will use this data to determine if there are any high risk areas in Renfrew County and District and if further research is needed. You can find more information about radon at https://www.canada.ca/en/health- canada/services/health-risks-safety/radiation/radon.html . Best Regards, Robert A. Cushman, MD FRCP(C) Acting Medical Officer of Health Renfrew County and District Health Unit 2 Connect With Us Follow Us: InTouch, our monthly newsletter, delivers important email updates @MPAC_Ontario to municipal staff. It covers operational changes, upcoming events, key initiatives and other property assessment-related updates. MPAC on LinkedIn You can read past issues at mpac.ca/municipalities. MPAC on YouTube Monthly Webinars Supporting Held the firstWednesday of Property Owners every month at 1 p.m. Did you know you could to address provincial issues direct property owners and trends in your community to Watch your email for mpac.ca to access registration details AboutMyProperty™, an online tool with information on their assessment? 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Visit mpac.ca/municipalities to find your local representative. 3 Minutes of Proceedings Wednesday, September 25, 2019 ______ MINUTES OF PROCEEDINGS REGULAR BOARD MEETING – WEDNESDAY SEPTEMBER 25, 2019 3:00 PM –Guillemette Rankin Boardroom, 3rd Floor, City Hall MEMBERS PRESENT: Mayor Dean Backer (East Nipissing) Councillor Mac Bain (North Bay) Mayor Jane Dumas (South Algonquin) via teleconference Councillor Terry Kelly (East Ferris) Councillor Chris Mayne (North Bay) Councillor Dave Mendicino (North Bay) Mayor Dan O’Mara (Temagami) Councillor Dan Roveda (West Nipissing) Councillor Scott Robertson (North Bay) via teleconference Representative Amanda Smith (Unincorporated) Councillor Bill Vrebosch (North Bay) REGRETS: Councillor Mark King (North Bay) Excused STAFF ATTENDANCE: Melanie Shaye, Acting CAO/Director of Corporate Services Lynn Démoré-Pitre, Director of Children’s Services Michelle Glabb, Director Social Services Marianne Zadra, Executive Coordinator and Communications Stacey Cyopeck, Manager, Housing Services Pierre Guenette, Manager, Housing Operations Justin Avery, Manager Finance Jason Corbett, Contract Specialist and Procurement CALL TO ORDER The Regular Board Meeting was called to order at 3:01 PM by Vice Chair Mac Bain. Page 1 of 9 Minutes of Proceedings Wednesday, September 25, 2019 ______ Adoption of the Roll Call Resolution No. 2019-123 Moved by: Councillor Terry Kelly Seconded by: Councillor Bill Vrebosch That the Board of Directors accepts the Roll Call as read by the Secretary for the Regular Board meeting of September 25, 2019 at 3:02PM. Carried. Adoption of the Agenda Resolution No. 2019-124 Moved by: Mayor Dean Backer Seconded by: Councillor Terry Kelly That the Board accepts the agenda for the Regular Board meeting of September 25, 2019 as presented with the following changes: item 8.6 removed and added to agenda in October; excludes approval and NDHC minutes; and adds item 7.5.11 in the Consent Agenda. Carried. Approve Chair Leave/Vice Chair assumes Chair Resolution No. 2019-125 Moved by: Councillor Dave Mendicino Seconded by: Councillor Chris Mayne WHEREAS the Federal Election has been called by the Government of Canada; WHEREAS Mark King has been accepted as a candidate in the 2019 Federal Election and is seeking to represent the Federal Riding of Nipissing-Timiskaming; WHEREAS Mark King has requested a leave of absence from the DNSSAB Board of Directors during the campaign period, ending October 21, 2019; BE IT RESOLVED that Board approve his absences on committees and the DNSSAB board during the election. BE IT FURTHER RESOLVED THAT Vice-Chair Mac Bain will assume the duties of the Chair as per Section 2, 10.3 of the By-laws, until such time as Mark King returns from his leave of absence or resigns from the Board; and FURHTER, that Dan Roveda be appointed as interim Vice-Chair during the period noted above. Carried. Page 2 of 9 Minutes of Proceedings Wednesday, September 25, 2019 ______ DECLARATION OF CONFLICTS OF INTEREST No conflicts were declared. CHAIR’S REMARKS Acting Chair Mac Bain thanked the staff, particularly the senior team, for the work they’ve been doing during this period of transition, and indicated that if anyone wishes to speak with the Chair and/or Vice Chair, they are welcome to do so. In reference to succession planning, there will be a plan brought forward at the next Executive meeting which will start half an hour earlier to allow for this. He wished all Federal candidates good luck in the upcoming election in the Nipissing Timiskaming riding. He noted there have been many meetings with various government organizations, including the Mayor’s round table for mental health and addictions; a housing announcement he attended as a council member; a caucus reception where he was invited as a council member; a breakfast meeting with Associate Minister, Michael Tibollo and another meeting arranged by deputy mayor Tanya Vrebosch, both on the subject of Mental Health and Addictions. There was also a tour of the Edgewater property with Municipal Affairs and Housing Minister Steve Clark, which was also attended by member Dan Roveda in place of the Acting Chair. The Acting Chair also attended a meeting about the budget issues with North Bay’s Mayor, CAO and CFO. This last meeting was also attended by the DNSSAB Acting CAO and Finance Manager. It was asked if other member municipalities will have the opportunity to be part of the budget issues discussion and the Acting CAO indicated the report would be shared with them and an invitation would be extended to have a similar discussion with her and the Finance Manager, Justin Avery. This will be brought forward at the executive. Member attending the various meetings with government officials commented on the good work being done in the Nipissing District and North Bay. The Chair also noted that a tentative date of October 23rd has been set with MPPs Fedeli and Yakabuski to explain the budgetary pressures the DNSSAB is experiencing and the effects the budget will have on the community. If the October 23rd date is confirmed, the Board meeting set for that date will be rescheduled. Minutes of Proceedings Resolution No. 2019-126 Moved by: Mayor Dean Backer Page 3 of 9 Minutes of Proceedings Wednesday, September 25, 2019 ______Seconded by: Councillor Dave Mendicino Resolved THAT the Board adopt the minutes of the proceedings of Special Board meeting of August 2, 2019. Carried. PRESENTATIONS [There were no presentations.] CAO Report Resolution #2019-127 Moved by: Mayor Dan O’Mara Seconded by: Councillor Dan Roveda Resolved THAT the Board accepts the Report from the Chief Administrative Officer B06-19, dated September 25, 2019. Acting CAO Melanie Shaye talked about the various items in the CAO Report including: • The meeting with the Minister of Housing and how they indicated there will be no further funding for shelters, over and above what is provided under CHPI, and that the Ministry could consider ‘shovel ready’ projects for supportive or transitional funding • Meeting with LHIN next week to discuss further funding of the support worker role at Edgewater. • Indigenous hub moving along on budget and on time. A tour will take place at 2:00pm before the next board meeting. • DNSSAB has agreed to provide data and input into Community Safety and Wellbeing plan. • DNSSAB Chair and CAO will be a signatory on the Near North Health and Wellness Health Teams early next month. • There’s been an extra push in advertising for the CAO recruitment, and the committee will meet next week to review new resumes received. • DNSSAB is part of the action team moving forward from mayor’s round table on mental health and addictions. • The Bylaws ad hoc review committee has completed its work on the DNSSAB Bylaws, and once approved the NDHC Bylaws will be reviewed as well. Page 4 of 9 Minutes of Proceedings Wednesday, September 25, 2019 ______• She reviewed the status reports from Children’s Services, Ontario Works and employment services, EMS response times and repairs completed on NDHC properties. • She updated the Board on lease negotiations with the City of North Bay. All is going well. A draft agreement is being reviewed by legal and would like to see this finalized before the budget is determined. • Discussions continue between DNSSAB and the North Bay Regional Health Centre about consolidation of EMS services throughout the district. • Changes to the Transitional Child Benefit have been recalled by the province. No reason has been given at this time. • The first South Algonquin Employment Services Fair will take place October 24th. • Initial investment plans for COCHI and OPHI are being brought forward. • An overview of mortgages and debentures of housing stock was brought forward at Housing Committee, and DNSSAB continues to look for ways to increase service level standards. • A tenant was charged with disconnecting a smoke detector in a Labour Day fire at a unit on Carruthers. • There are two new commercial tenants at the Main Street location. • The Staff Development (half) Day event was a success and long service staff were recognized. Carried. Consent Agenda Resolution #2019-128 Moved by: Councillor Dan Roveda Seconded by: Councillor Terry Kelly Resolved THAT the Board of Directors approves the Consent Agenda of September 25, 2019 which includes the following: 7.1 Executive Audit Committee Minutes – September 10, 2019 7.2 Social Services and Employment Committee Minutes – September 10, 2019 7.3 Children’s Services and EMS Committee Minutes – September 10, 2019 7.4 Housing Services Minutes – September 10, 2019 7.5 Correspondence/Media Coverage 7.5.1 July 22 2019 CAO letter to Selection Committee in support of YES Youth employment Page 5 of 9 Minutes of Proceedings Wednesday, September 25, 2019 ______7.5.2 Aug 20 BayToday article RE Province promises funding increase for land ambulance services, but other cuts loom 7.5.3 Aug 22 BayToday Article RE Mental health and addictions discussed at Ottawa municipalities meeting 7.5.4 Aug 27 Nugget Article RE We are going to lose people 7.5.5 Sept 3 Nugget Article RE Charges pending for not having working smoke alarms 7.5.6 Sept 3 Nugget Article RE Warming centre may have a new home 7.5.7 Sept 5 CTV Article RE North Bay Warming Centre aims at relocation 7.5.8 Sept 11 BayToday Article RE The debate over debates. King shut out of local TV debate 7.5.9 Sept 12 Memo from MOH-Deputy-Minister-Angus-Stakeholder-memo 7.5.10 Sept 13 Bay Today Article RE Councillor King takes leave of absence 7.5.11 Sept 20 Nugget Article RE I’m ready to commit suicide. Carried. EX18-19 2019 Q2 Financial Report Resolution #2019-129 Moved by: Mayor Dean Backer Seconded by: Councillor Dave Mendicino Resolved THAT The District of Nipissing Social Services Administration Board accepts the year-to-date (YTD) financial report, January 1 to June 30, 2019 as presented in report EX18-19 for information purposes. Carried. EX9-19 2019 2020 Budget Issues Report Resolution #2019-130 Moved by: Councillor Bill Vrebosch Seconded by: Representative Amanda Smith Resolved THAT The District of Nipissing Social Services Administration Board accepts the 2020 Preliminary Budget Issues Report as presented in report EX19-19 for information purposes. Carried. EX17-19 Amended DNSSAB Procedural By-Laws Resolution #2019-131 Moved by: Mayor Dan O’Mara Seconded by: Councillor Chris Mayne Page 6 of 9 Minutes of Proceedings Wednesday, September 25, 2019 ______Resolved THAT the District of Nipissing Social Services Administration Board approves approve the draft DNSSAB By-Laws as amended to include legal advice in accordance with Resolution No. 2019-20, and that member municipalities are given 30 days’ notice of these changes. Carried. CSEMS02-19 EMS Situation Analysis Resolution #2019-132 Moved by: Councillor Chris Mayne Seconded by: Councillor Bill Vrebosch Resolved THAT the District of Nipissing Social Services Administration Board accepts the attached Emergency Medical Services (EMS) in Nipissing District, Situation Analysis report for information purposes and as an update on the current state of EMS heading into the 2020 budgeting process. There was discussion about why DNSSAB isn’t managing EMS Services throughout the District. Points were made that the timing for this is not optimal given the uncertainty with the future of EMS from the province, and that the file becomes very complicated when examined closely, however, consolidation of services within the district does makes sense and perhaps this can be revisited once there are definite plans shared by the province. Carried. HS16-19 COCHI-OPHI Investment Plan Resolution #2019-133 Moved by: Councillor Dave Mendicino Seconded by: Representative Amanda Smith RESOLVED THAT the District of Nipissing Social Services Administration Board (DNSSAB) approve the Canada-Ontario Community Housing Initiative (COCHI) & Ontario Priorities Housing Initiative (OPHI) – Initial Investment Plan, attached as Appendix A, for the District of Nipissing as set out in report HS16-19. Carried. HS17-19 Reaching Home Community Plan Resolution #2019-134 [This item was removed from the agenda and will be re-presented in October. Resolution #2019-134 will be struck out and resolution numbering will continue as below.] Moved by: Page 7 of 9 Minutes of Proceedings Wednesday, September 25, 2019 ______Seconded by: Resolved THAT the District of Nipissing Social Services Administration Board (DNSSAB) approve the Reaching Home – Community Plan, attached as Appendix A, for the District of Nipissing as set out in report HS17-19. Motion carried. HS18-18 Housing Stock Overview – Mortgages and Debentures Resolution #2019-135 Moved by: Representative Amanda Smith Seconded by: Councillor Chris Mayne Resolved THAT the District of Nipissing Social Services Administration Board receives Report HS18-19 regarding the status of mortgages and debentures for the Nipissing District Housing Corporation properties for information purposes. Carried. In - Camera Resolution #2019-136 Moved by: Councillor Terry Kelly Seconded by: Councillor Bill Vrebosch THAT the Board move in-camera at 3:43 to discuss a matter about an identifiable individual. [All staff except for Melanie Shaye, Pierre Guenette and Marianne Zadra left the room.] Confidential in-camera minutes are filed separately, and include Resolutions # 2019- 136-A and 2019-136-B. Adjourn In-Camera Resolution #2019-137 Moved by: Representative Amanda Smith Seconded by: Councillor Chris Mayne THAT the Board adjourns in-camera at 4:20. Carried. Page 8 of 9 Minutes of Proceedings Wednesday, September 25, 2019 ______Approve In-Camera Resolution No. 2019-138 Moved by: Councillor Chris Mayne Seconded by: Councillor Terry Kelly THAT the Board accepts action(s) discussed in-camera. Carried. NEW BUSINESS There was no new business. Next Meeting Date Next Committee Meeting: October 9 Next Board Meeting: October 23 at 3:00 PM. There will be a tour of the Indigenous Hub, 1040 Brookes Street at 2:00 PM. It was suggested that the Executive Committee start one hour earlier to discuss succession planning. It was also suggested that as there may be some members missing at the October 23rd meeting, that the tour of the Indigenous Centre possibly be moved to the November meeting. It was also suggested that a Board meeting be held at the Golden Age Apartments. Adjournment Resolution No. 2018-139 Moved by: Mayor Dean Backer Seconded by: Councillor Dave Mendicino Resolved That the Board meeting be adjourned at 4:24 p.m. Carried. MAC BAIN MELANIE SHAYE ACTING CHAIR OF THE BOARD ACTING SECRETARY OF THE BOARD Minutes of Proceedings Recorder: Marianne Zadra, Executive Coordinator Page 9 of 9 4 Minutes of Proceedings Thursday October 24, 2019 ______ MINUTES OF PROCEEDINGS REGULAR BOARD MEETING – THURSDAY OCTOBER 24, 2019 3:00 PM –DNSSAB BOARDROOM, 3RD FLOOR, CITY HALL MEMBERS PRESENT: Councillor Mac Bain (North Bay) Councillor Dave Mendicino (North Bay) Mayor Dan O’Mara (Temagami) via teleconference Councillor Dan Roveda (West Nipissing) Councillor Scott Robertson (North Bay) Mayor Dean Backer (East Nipissing) via teleconference Councillor Chris Mayne (North Bay) via teleconference Representative Amanda Smith (Unincorporated) Councillor Terry Kelly (East Ferris) REGRETS: Mayor Jane Dumas (South Algonquin) Councillor Bill Vrebosch (North Bay) Councillor Mark King (North Bay) STAFF ATTENDANCE: Melanie Shaye, A/Chief Administrative Officer, Director of Corporate Services Marianne Zadra, Executive Coordinator and Communications Jason Corbett, Contract & Purchasing Specialist Justin Avery, Manager of Finance Pierre Guenette, Manager, Housing Operations Stacey Cyopeck, Manager, Housing Programs Lynn Demore-Pitre, Director, Children’s Services Michelle Glabb, Director, Social Services and Employment Dave Plumstead, Manager Planning, Outcomes & Analytics. EMS Liaison Guests Laureen Linklater-Pizzale – Executive Director, North Bay Indigenous Hub Page 1 of 6 Minutes of Proceedings Thursday October 24, 2019 ______Brandy Fong, - Manager of Children’s Services, North Bay Indigenous Hub CALL TO ORDER The Regular Board Meeting was called to order at 3:04 PM by Acting Chair Mac Bain. Adoption of the Roll Call Resolution No. 2019-140 Moved by: Councillor Dan Roveda Seconded by: Mayor Dean Backer That the Board of Directors accepts the Roll Call as read for the Regular Board meeting of October 24, 2019. Motion carried. Adoption of the Agenda Resolution No. 2019-141 Moved by: Mayor Dean Backer Seconded by: Councillor Terry Kelly That the Board accepts the agenda for the Regular Board meeting of October 24, 2019. Motion carried. DECLARATION OF CONFLICTS OF INTEREST No conflicts were declared. The chair invited anyone to declare if they found themselves in conflict as the meeting progressed. CHAIR’S REMARKS Acting Chair Mac Bain indicated he will Chair the meeting as Councillor Mark King is still busy post-election campaign. He talked about the meeting yesterday with Ministers Yakabuski and Fedeli in Toronto. They discussed the challenges DNSSAB is facing, indicating the Ontario Works base amount is $980,000 less than we had anticipated. The Minister Fedeli indicated they will meet with the Minister of MCCSS directly. Minister Yakabuski suggested we provide a five-year average of base amounts provided to DNSSAB. The numbers we will look at are the total net costs. Manager of Finance Justin Avery will look at the numbers first and then incorporate the information into the letter that will be sent to the ministers as a follow up to the meeting. The Acting Chair also indicated to the ministers that the Board’s stance is not to negotiate in the media but to hear from the DNSSAB directly. Senior staff will be available to speak to any ministers’ questions. The Acting Chair also spoke about a meeting last week with the CAOs and finance people of the DNSSAB’s member municipalities about the budget pressures DNSSAB Page 2 of 6 Minutes of Proceedings Thursday October 24, 2019 ______faces. The Acting Chair noted that in the Executive meeting minutes there was a discussion about succession planning and indicated that will still be front and centre moving forward. PRESENTATIONS Indigenous Hub – Laureen Linklater-Pizzale, Nipissing First Nation Executive Director of the North Bay Indigenous Hub and Brandy Fong the Manager of Children’s Services with the Indigenous Hub. Brandy Fong provided the background of the Indigenous Hub and the partners that were involved in the project from the perspective of children’s services and early childhood development and learning. The health side was brought into the Hub discussion as well with the primary care team. Laureen Linklater-Pizzale reviewed the services that will be provided, including primary care that fills gaps in a cultural connection to language, land and community. They will be using both Western and traditional approaches (two-eyed seeing) to care. The Hub is currently recruiting people for the project. They are reaching out to different communities to see what their needs are and how the Hub can support those and services will be customized to that needed support. There are 87 children in the child care component from infants to school aged children. The outdoor space will be very important and will be used for ceremony as well, i.e. teepee and lodges. The Hub will be offering the EarlyOn program in a culturally safe environment while meeting ministry guidelines for EarlyOn programs. The teaching kitchen will also be used. There will be elders to teach the language. The hub will support indigenous families in North Bay and partner first nations. Through partnerships, this will increase inclusivity and efforts towards reconciliation in the city. The North Bay Indigenous Hub is now incorporated and has a board of directors. The next steps were reviewed, including establishing policy and a parent advisory council, and obtaining a child care license. This space will be open to all children. This will not be funded by DNSSAB but by various ministries. The Hub will be hiring about 35 more staff, 42 in total. There will be services for Ojibway and Cree. The Chair thanked the presenters and added there is excitement in the community about the project. Page 3 of 6 Minutes of Proceedings Thursday October 24, 2019 ______CAO Report Resolution #2019-143 Moved by: Councillor Chris Mayne Seconded by: Representative Amanda Smith Resolved THAT the Board of Directors accepts the Report from the Chief Administrative Officer B07-19, dated October 24, 2019. Justin Avery provided an update on the meeting with municipalities about the budget and the impact of the budget on the municipal levy. The figure for the levy would be a number without impact on services. The board is comfortable with Justin informing the municipalities about the estimated increase, ideally one that is lower than 5.5%. Justin should be able to reach a conservative estimated figure in a few weeks and can bring this to the executive committee in two weeks so that the committee can provide direction to Justin. This would be an estimate to help municipalities plan their budgets. During our budget process in November, the board will see the entire proposed budget and will be able to vote on a figure. The Chair advised that any media inquiries will be directed as per our protocol, but that the message remains that we continue to work collaboratively with our partners and the province. Marianne will circulate the budget pressures report once again to municipalities and board members. Melanie reviewed some of the items in the CAO Report, including the reversal of the Child Benefit Tax and that funding for community support worker position has been secured for another year through Nipissing Mental Health Housing Support Services. Consent Agenda (These items are subject to change) Resolution #2019-144 Moved by: Mayor Dan O’Mara Seconded by: Councillor Scott Robertson Resolved THAT the Board of Directors approves the Consent Agenda of October 24, 2019 which includes the following: 7.1 Executive Audit Committee Minutes – October 9, 2019 7.2 Social Services and Employment Committee Minutes – October 9, 2019 7.3 Children’s Services and EMS Committee Minutes – October 9, 2019 7.4 Housing Services Minutes – October 9, 2019 7.5 Correspondence/Media Coverage 7.5.1 Sept 3 Letter from Minister Clark to Chair RE AMO Delegation 7.5.2 Sept 26 Media Release RE Paramedics awards 7.5.3 Sept 27 Bay Today Article RE DNSSAB gives tips on the bed bug problem 7.5.4 Sept 30 MyWestNipissingNow and MyNorthBayNow Articel RE Don’t let the bedbugs bite Page 4 of 6 Minutes of Proceedings Thursday October 24, 2019 ______7.5.5 October 10 Nugget Article RE 'It's a horrible solution, but it's the only solution' 7.5.6 Oct 10 Nugget Article RE Shopping for a job 7.5.7 Oct 10 BayToday Article RE Need a job - North Bay Job fair at the mall Friday Oct 10 BayToday Article RE The Gathering Place is the new Warming Centre but cots may not be permitted 7.5.8 Oct 15 BayToday RE Hundreds turn out for job fair 7.5.9 Oct 16 Nugget Article RE King George sold to film company 7.5.10 Oct 22 Letter to minister Clark from CAO RE CSW funding Carried. HS17-19 Reaching Home Community Plan Resolution #2019-145 Moved by: Councillor Scott Robertson Seconded by: Councillor Dave Mendicino Resolved THAT the Board of Directors approve the Reaching Home – Community Plan, attached as Appendix A, for the District of Nipissing as set out in report HS17-19. Carried. HS20-19 Edgewater Collaborative Update Resolution #2019-146 Moved by: Councillor Dan Roveda Seconded by: Councillor Chris Mayne Resolved THAT the Board of Directors receives report HS20-19, Edgewater Collaborative Update, for information purposes. In - Camera Resolution #2019-147 Moved by: Representative Amanda Smith Seconded by: Councillor Chris Mayne THAT the Board move in-camera at 4:02 under exception #3 of the By-laws, to discuss a proposed or pending acquisition or disposition of land by the municipality or local board, and exception #2 – a matter about an identifiable individual. Carried. [Stacey, Justin, Melanie and Marianne stayed in the room.] The In-Camera Miniutes are filed separately. Page 5 of 6 Minutes of Proceedings Thursday October 24, 2019 ______Adjourn In-Camera Resolution #2019-148 Moved by: Representative Amanda Smith Seconded by: Councillor Terry Kelly THAT the Board adjourns in-camera at 4:47 PM. Motion carried. Approve In-Camera Resolution No. 2019-149 Moved by: Representative Amanda Smith Seconded by: Councillor Terry Kelly THAT the Board accepts action(s) discussed in-camera. Motion carried. New Business Members were advised of potential changes to committee start times for November and December to allow for extended budget discussions. Next Meeting Date Wednesday, November 20, 2019 DNSSAB Boardroom, North Bay City Hall. Adjournment Resolution No. 2018-150 Moved by: Mayor Dan O’Mara Seconded by: Councillor Dan Roveda Resolved That the Board meeting be adjourned at 4:49 p.m. Motion carried. MAC BAIN MELANIE SHAYE ACTING CHAIR OF THE BOARD ACTING SECRETARY OF THE BOARD Minutes of Proceedings Recorder: Marianne Zadra, Executive Coordinator Page 6 of 6 INTERESTED IN BUILDING AFFORDABLE HOUSING? 5 BUILDING C BUILDING A BUILDING A SUSTAINABLE HOUSING INITIATIVE DEADLINE TO APPLY: NOV. 30, 2019 SUSTAINABLE HOUSING INITIATIVE EXPRESSION OF INTEREST If your community is interested in build- ing financially sustainable, suitable, and affordable housing for seniors, youth, low-income individuals, and/or families - we would love to hear from you. SHI will be selecting one community to complete some of its pre-development work at no charge and provide free con- sultation time to the individuals who com- plete the EOI. Zain Abedin, Director, Community Development [email protected] 780-893-3457 *Scan the QR code for the complete Expression of Interest form or visit our website at: WWW.HOUSINGREDEFINED.ORG 6 From: MinInfo (MMAH) Subject: Subject: Better for People, Smarter for Business Act, 2019 (Bill 132) / Sujet : Loi de 2019 pour mieux servir la population et faciliter les affaires (Projet de loi 132) Date: Friday, November 15, 2019 9:37:55 AM Subject: Better for People, Smarter for Business Act, 2019 (Bill 132) This e-mail is to inform you that on October 28, 2019, the government introduced the Better for People, Smarter for Business Act, 2019 (Bill 132). If passed, this Act would repeal the Line Fences Act and revoke regulations made under the Line Fences Act. Details about the Bill and how to get involved in the legislative process can be found on the Legislative Assembly of Ontario website If you have questions regarding this proposal, please contact your local Municipal Services Office (MSO): MSO-Central: [email protected] or 1-800-668-0230 MSO-East: [email protected] or 1-800-267-9438 MSO-West: [email protected] or 1-800-265-4736 MSO-North (Sudbury): [email protected] or 1-800-461-1193 MSO-North (Thunder Bay): [email protected] or 1-800-465-5027 This email is generated from an unmonitored email address; please do not reply to this email. Sujet : Loi de 2019 pour mieux servir la population et faciliter les affaires (Projet de loi 132) Je vous écris pour vous informer que, le 28 octobre 2019, le gouvernement a déposé le projet de loi (Projet de loi 132) Loi de 2019 pour mieux servir la population et faciliter les affaires. Si elle est adoptée, cette Loi abrogera la Loi sur les clôtures de bornage et révoquera les règlements pris en vertu de cette Loi. Des détails sur le projet de loi et sur la façon de participer au processus d'approbation législative se trouvent sur le site Web de l'Assemblée législative de l'Ontario. Si vous avez des questions au sujet de cette proposition, veuillez communiquer avec votre Bureau des services aux municipalités (BSM): BSM-Centre : [email protected] ou 1 800 668-0230 BSM-Est : [email protected] ou 1 800 267-9438 BSM-Ouest : [email protected] ou 1 800 265-4736 BSM-Nord (Sudbury) : [email protected] ou 1 800 461-1193 BSM-Nord (Thunder Bay) : [email protected] ou 1 800 465-5027 COUNCIL MEETING December 4, 2019 BY-LAWS 1) Community Safety and Well-Being Coordinator Agreement 2) Procedural By-Law- Final Draft Review 1 CORPORATION OF THE TOWNSHIP OF SOUTH ALGONQUIN BY-LAW NO. 19-XXX Being a By-Law to enter into a Professional Services Agreement with Meara Sullivan, PhD. and Joint Municipalities, with respect to development and adoption of a Community Safety and Well-being Plan. WHEREAS pursuant to The Police Services Act (2019), municipalities are required to develop and adopt a Community Safety and Well-being Plan; AND WHEREAS Council deems it expedient that the Municipality enters into a Joint Municipal/Professional Services Agreement, with respect to the hiring of, Meara Sullivan, PhD., to act as the Community Safety and Well-being Coordinator. NOW THEREFORE the Council of The Corporation of the Township of South Algonquin hereby enacts as follows: 1. THAT, Meara Sullivan, PhD. hereby be hired to act as the Community Safety and Well- being Coordinator for the Joint Municipalities; 2. THAT the Mayor and CAO/Clerk-Treasurer are hereby authorized to enter into and execute the Professional Services Agreement, attached hereto as Schedule “A” to this by- law; 3. THAT this By-Law will be deemed to have come into force and effect as of October 21st, 2019. READ A FIRST AND SECOND TIME THIS 4TH DAY OF DECEMBER, 2019. READ A THIRD TIME AND FINALLY PASSED THIS 4TH DAY OF DECEMBER, 2019. ______Jane A.E. Dumas, Mayor ______Holly Hayes, CAO/Clerk-Treasurer SCHEDULE A: THIS AGREEMENT is made as of this 21 day of October, 2019 BETWEEN: THE CORPORATION OF THE TOWNSHIP OF SOUTH ALGONQUIN THE CORPORATION OF THE TOWNSHIP MADAWASKA VALLEY, THE CORPORATION OF THE TOWNSHIP BRUDENELL LYNDOCH and RAGLAN, AND THE CORPORATION OF THE TOWNSHIP KILLALOE, HAGARTY and RICHARDS (hereinafter called the "Townships") - and - Meara Sullivan, PhD. (hereinafter called the "Coordinator”) Professional Services Agreement WHEREAS the Police Services Act (2019) requires municipalities to develop and adopt community safety and well-being plans. The Townships of; South Algonquin, Madawaska Valley, Brudenell, Lyndoch and Raglan, and Killaloe, Hagarty and Richards have resolved to work together in the development of a plan pursuant to that legislation; WHEREAS Township Councils by passing of the above noted resolutions agreed to hiring Meara Sullivan PhD. to act as the Community Safety and Well-being Coordinator commencing on October 21, 2019 for the term specified herein subject to such extension(s) as the Parties may agree, to perform the duties and responsibilities of that office pursuant to the terms of the legislation and this agreement; NOW THEREFORE, in consideration of the foregoing background, the covenants in this Agreement, and other good and valuable consideration (the receipt and adequacy of which are hereby acknowledged), the Parties agree as follows: 1.1 Definitions In this Agreement, the following terms shall have the following meanings: "Agreement" means this Agreement; "Township Clerks” means the Townships CAO/Clerk-Treasurer, or her/his designate; 1.2 Governing Law This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and the laws of Canada applicable therein, and as may be amended from time to time, and shall be treated in all respects as an Ontario contract. 2.0 Duties 2.1 Subject to and in accordance with applicable legislation and the terms of this Agreement, the Townships retains the Coordinator to complete the activities included within the appended work plan; 2.2 The role of the CSWB Coordinator includes the following duties: a. provide guidance on the development of a CSWB plan, based on previous experience with plan development and the best available information being provided by provincial ministries; b. plan and facilitate meetings as required in accordance with the best available practices developed during pilot projects and the North Hastings CSWB group and any additional information provided by Ministries, Government agencies or other stakeholders; c. provide assistance with research and decision making; d. assists with the determination of appropriate members to be included in the proposed advisory groups, and assist with helping clarify roles and communicate them to potential members; e. provide guidance and document the development of the priority groups and risk assessments, including corresponding with advisory group members; f. facilitates the development of the consultation strategy; g. assists each municipality with the implementation of consultation strategy; h. Analyze data collected during the consultation and provide recommendations regarding the findings; 2.3 Creation of CSWB document which will include documentation of the process, findings, recommendations and next steps. 3.0 Fees 3.1 For the performance of the duties under this Agreement, the Townships shall pay the Coordinator an hourly rate of $100 per hour based on the estimates included in the attached workplan. The Coordinator will bill monthly, for all aspects of plan development outlined within this contract the invoice will be divided evenly between the participating municipalities; 3.2 Where additional work is requested by a single municipality it will be considered additional scope and will be invoiced and paid directly by the municipality requesting it; 3.4 The Townships shall reimburse the Coordinator for travel at: $ 0.54 per km 3.5 Where overnight accommodation is required, the reasonable cost of such accommodation. Other disbursements at cost (receipts required). 3.6 When meeting space is required the Township CAO/Clerks (Clerks) will work together to provide space at a Township facility on an as needed and as available basis. All such requests will be arranged by the Township Clerks and/or designates. 3.7 Any reports prepared by the Coordinator shall be provided to the Township Clerk who will be responsible for printing and distributing at the expense of the Township. 3.8 The Coordinator shall submit monthly invoices for services performed to each of the individual Townships, via email to the respective Clerk. 3.9 Payments to the Coordinator will be by cheque payable to: Dr Meara Sullivan, 193 AGuy Wilson Road, RR4 Bancroft K0L1C0. 3.10 The Coordinator shall not seek reimbursement from the Township for any costs incurred which are not specifically set out in this Agreement, unless such costs are pre-authorized in writing by the Township Clerk. 3.11 The Township shall pay the amount of any invoice submitted in accordance with this Agreement within 30 days of the date of receipt. 4.0 Confidentiality 4.1 The Coordinator shall preserve secrecy with respect to all matters that come to her knowledge in the course of carrying out any of the duties of the Coordinator under this Agreement, except as required by law in a criminal proceeding or in accordance with the provisions of Subsection 223.5(1) of the Municipal Act, 2001. 5.0 Indemnity 5.1 The Townships shall indemnify and save harmless the Coordinator for costs reasonably incurred by either of them in connection with the defence of a proceeding if the proceeding relates to an act done in good faith in the performance or intended performance of a duty or authority under this Part or a by-law passed under it or an alleged neglect or default in the performance in good faith of the duty or authority. 6.0 Term and Termination 6.1 This agreement shall be effective on October 21, 2019 and expire March 31, 2021 unless otherwise terminated in accordance with the terms of this Agreement or by mutual agreement of the Townships and the Coordinator in writing. 6.2 The Townships may at any time by notice in writing to the Coordinator, suspend or terminate this Agreement and the duties thereunder. Upon receipt of such written notice, the Coordinator shall perform no further duties other than those reasonably necessary to close out the Coordinator’s duties. In such an event, the Coordinator shall be entitled to payment for those duties rendered and disbursements incurred to the date of such termination. 6.3 The Coordinator may at any time by notice in writing to the Township, terminate this agreement and the duties there under. Upon giving such written notice, the Coordinator shall not, without the consent of Council, perform any further duties other than those reasonably necessary to close out the Coordinator’s duties. In such an event, the Coordinator shall be entitled to payment for those duties rendered and disbursements incurred to the date of such termination. 6.4 This Agreement may be extended or renewed upon mutual agreement of the Parties. 6.5 Upon termination of this Agreement, the Coordinator shall forthwith deliver all material and documentation created up to that point to the Township Clerks. All such material and documentation shall become the property of the Townships. 7.0 Coordinator Representation & Warranties 7.1 The obligations and services of the Coordinator hereunder will be performed in a professional manner consistent with the highest industry standards reasonably applicable to the performance of such obligations; 7.5 The Coordinator does not have any conflicts of interest that would interfere with carrying out the duties under this Agreement. Without limiting the generality of the foregoing, the principals of the Coordinator specifically acknowledge that she: a. Is not an employee of any of the cooperating Townships; b. Does not have a financial interest in any matter involving any of the cooperating Townships c. Does not have and have not had any involvement with any member of current councils within the Townships d. Does not have any interest in any matter currently or to be before council within any of the Townships 8.0 General 8.1 Where in this Agreement any notice is required to be given or made by either party to this Agreement, it shall be in writing and is effective if delivered in person, sent by ordinary or registered mail, or email addressed to the other party for whom it is intended at the following addresses, and any notice shall be deemed to have been given: a. if delivered personally, on the date of such delivery; b. if by ordinary mail, on the second business day following the date of mailing; c. if by registered mail, on the day the postal receipt is acknowledged by the other party; d. if by email, on the day it is acknowledged by reply e-mail. 8.2 This Agreement may only be changed or amended in writing duly executed by the duly authorized representatives of all parties. 8.3 In the event of a breach of any provision of this Agreement by one party to this Agreement, no action or failure to act by the other party shall constitute a waiver of any right or duty afforded by that party under this Agreement, nor shall any such action or failure to act constitute an approval of or acquiescence in any such breach, except as may be specifically agreed to in writing by the party that is not in breach. 8.4 If any of the provisions of this Agreement shall be illegal or invalid, such illegality or invalidity shall not render the whole agreement illegal or invalid, but the Agreement shall be construed as if it did not contain the illegal or invalid provision{s), and the rights and obligations of the Parties shall be construed and enforced accordingly. 8.5 This Agreement constitutes the entire agreement between the parties with respect to the subject matter of the Agreement and supersede all previous negotiations, proposals, commitments, writings and understandings of any nature whatsoever, whether oral or written, unless they are expressly incorporated by additional reference in the Agreement. 8.5 This Agreement may be signed in counterparts, each of which is an original, and all of which taken together constitute one single document. IN WITNESS WHEREOF the parties hereto have hereunto set their hands and seals as duly attested to by the hands of their proper signing officers authorized in that behalf. SIGNED, SEALED AND DELIVERED I/We Have the Authority to Bind the Corporation THE TOWNSHIP OF SOUTH ALGONQUIN ______Holly Hayes, CAO/Clerk Treasurer ______Jane Dumas, Mayor THE TOWNSHIP OF MADAWASKA VALLEY ______Suzanne Klatt, CAO/Clerk ______Kim Love, Mayor THE TOWNSHIP OF BRUDNELL LYNDOCK and RAGLAN ______Michelle Mantifel, Clerk-Treasurer ______Sheldon Keller, Mayor THE TOWNSHIP KILLALOE, HAGARTY and RICHARDS ______Susan Sheridan CAO/Clerk Treasurer ______Janice Visneskie Moore, Mayor Meara Sullivan, PhD. ______Meara Sullivan, PhD. Position: CSWB Coordinator Procedural By-law #19-XXX Township of South Algonquin COUNCIL PROCEDURAL BY-LAW 1 Procedural By-law #19-XXX BY-LAW No. 19-XXX ...... 3 1. DEFINITIONS: ...... 3 2. GENERAL: ...... 6 3. NOTICE OF MEETINGS, TIMES AND LOCATIONS: ...... 6 4. DELEGATIONS AND PRESENTATIONS: ...... 10 5. COMMITTEES: ...... 12 6. RULES OF CONDUCT AND DEBATE: ...... 13 7. AGENDAS AND SUPPORTING MATERIALS: ...... 15 8. MINUTES: ...... 16 9. UNFINISHED BUSINESS: ...... 16 10. NEW BUSINESS: ...... 16 11. BY-LAWS: ...... 17 12. MOTIONS: ...... 17 13. VOTING: ...... 19 2 Procedural By-law #19-XXX THE CORPORATION OF THE TOWNSHIP OF SOUTH ALGONQUIN BY-LAW No. 19-XXX Being a by-law to establish rules governing the proceedings of Council, the calling of meetings and the conduct of Members. SHORT TITLE – This By-Law may be cited as the “Procedural By-Law”. WHEREAS a Municipality is a level of government and requires some formality and procedure in meetings so that clear, informed, written decisions, direction, resolutions and by-laws can be both adopted and implemented; AND WHEREAS pursuant to Section 238 of the Municipal Act, 2001, is required to establish the procedures governing the meetings of Council and Committees, the conduct of its Members and the calling of meetings; AND WHEREAS Council must adopt by By-law the procedures which address the rules of order which shall be observed in all proceedings of Council, Committees of Council and Local Boards unless specifically provided otherwise; NOW THEREFORE the Council of the Corporation of the Township of South Algonquin hereby enacts as follows: In addition to this By-Law, Members of Council are governed by the following documents and legislation: Municipal Act, 2001 Municipal Conflict of Interest Act Municipal Code of Conduct Municipal Elections Act Accessibility for Ontarians with Disabilities Act Occupational Health and Safety Act Staff Council Relations Policy Municipal Freedom of Information and Protection of Privacy Act Ontario Planning Act Human Rights Code Members of Council shall be familiar with the above-noted documents and legislation and shall rely upon them when making decisions and exercising their powers. 1. DEFINITIONS: (a) “Abstain” to refrain from voting. Members who abstain for reasons other than a declared conflict of interest shall be deemed to vote in opposition of the question or matter;” (b) “Act” the Municipal Act, 2001, as amended from time to time. (c) “Acting Head of Council” another designate who shall act as presiding officer in the absence of the Mayor; (d) “Ad Hoc Committee” a special purpose committee of limited duration, appointed by Council to consider a specific matter and which is dissolved automatically upon submitting its final report to Council, unless otherwise directed by Council; (e) “Agenda” a list of all items prepared by the CAO/Clerk-Treasurer or his/her designate to be considered by Council, Committee or at a local board meeting; (f) “Calendar Year” the period from January 1st of any one year up to and including December 31st of the same year; 3 Procedural By-law #19-XXX (g) “Chair” the Mayor or other person appointed by Council, Committee or local board to preside at the meeting; (h) “Chief Administrative Officer” the person appointed by the Township as Chief Administrative Officer (CAO) pursuant to Section 229 of the Municipal Act; (i) “Clerk” the person appointed by the Township of South Algonquin pursuant to Section 228 of the Municipal Act; (j) “Closed Session (also known as in-camera meeting)” a meeting or part of a meeting which is closed to the public when the subject matter being discussed pursuant Section 239 of the Municipal Act; (k) “Committee” any advisory or other committee, subcommittee or similar entity composed of members of the Township of South Algonquin Council alone or together with members of another Council or the public; (l) “Committee of the Whole” Council sitting as a committee as required where; i. Council Members consider and debate matters recommended by their volunteer committees. ii. Council Members consider and debate matters for recommendation and hear delegations to Committee of the Whole in an environment that is procedurally more relaxed than the formal Council meeting. iii. Motions adopted are not deemed to represent the final decision of Council until confirmed by resolution or By-law of Council. (m) “Conflict of Interest” a pecuniary interest as defined in the Municipal Conflict of Interest Act; (n) “Corporation” the Corporation of the Township of South Algonquin; (o) “Council” the elected and sworn members of the Council of the Corporation of the Township of South Algonquin and includes the Mayor and Councillors; (p) “Councillor” a person acclaimed, elected or lawfully appointed to the seat of Councillor in the most recent municipal election; (q) “Head of Council” the Mayor; (r) “Holiday” means: i. those holidays listed in the Legislation Act, 2006, with the exception of Sundays ii. any day as set out in a resolution or by-law passed by Council; (s) “Improper Conduct” the open disregard of the rulings of the Chair and the rules and conduct outlined in this Procedural By-law; (t) “Local Board” any local board as defined in the Municipal Act, 2001; or any sub-committee approved and appointed by Council, excluding a Public Library Board, Police Services Board, School Board or a Conservation Authority; (u) “Majority” more than fifty percent (50%) of the members present at a meeting; (v) “M.F.I.P.P.A.” Municipal Freedom of Information and Protection of Privacy Act; R.S.O. 1990; 4 Procedural By-law #19-XXX (w) “Meeting” any regular, special or other meeting of Council, a Local Board or Committee where a quorum of Members is present, and Members discuss or otherwise deal with any matter in a way that materially advances the business or decision-making of the Council, Local Board or Committee as stated in Section 238 of the Municipal Act; (x) “Member” a Member of Council, Local Board or Committee; (y) “Motion” a written request moved and seconded by two members, presented at a meeting read, subject to debate and a vote by council or committee. When a motion passes, it becomes and resolution or by-law; (z) “Municipal Act” the Municipal Act, 2001 as may be amended from time to time; (aa) “Municipality” the Corporation of the Township of South Algonquin; (bb) “Notice of Motion” advance written notice to Members, regarding a matter on which Council will be asked to take a position; (cc) “Officer” a person such as the CAO/Clerk Treasurer, Chief Building Official, Public Works Superintendent and Fire Chief who holds a position of responsibility with definite rights and duties prescribed by statue of By- law; (dd) “Pecuniary Interest” a direct or indirect pecuniary interest of a Member, as defined in the Municipal Conflict of Interest Act, R.S.O.; (ee) “Point of Personal Privilege” the raising of a question which concerns a member or the Council collectively, when a member believes that his/her rights or integrity, or the rights or integrity of Council as a whole, have been challenged; (a) “Point of Order” a statement made by a member during a meeting, drawing to the attention of the Chair, a breach of the rules or procedure; (b) “Point of Procedure” a question directed to the Chair to obtain information on a matter of parliamentary law or the rules of Council relating to the business at hand, in order to assist a member to make an appropriate motion, raise a point of order, understand the parliamentary situation or the effect of a motion; (ff) “Presentation” a person or group (including a Member, staff or Public) who provides information to Council or Committee. May also be referred to as a Petition or Delegation; (gg) “Quorum” a majority (more than half) of the whole number of members of Council or a Committee except where a member has or members have declared a pecuniary interest pursuant to the Municipal Conflict of Interest Act the quorum may be less than half plus one of the whole number of members but shall not be less than two; (hh) “Recorded Vote” a vote in Council or Committee where the names of the Members and the position in favour or against a Motion are recorded in the minutes; (ii) “Resolution” a Motion that has been approved by Council; (jj) “Special Meeting” a meeting that is called for a specific time and for a specific purpose to deal with an important matter that has arisen between Regular Meetings; (kk) “Unfinished Business” matters listed in the Agenda which have not been dealt with in their entirety at a previous meeting. 5 Procedural By-law #19-XXX 2. GENERAL: 2.1 No meeting of Council or Committee of the Whole shall be held in the absence of the CAO/Clerk-Treasurer or his/her designate. 2.2 No amendment or repeal of special-law or any part thereof shall be considered at any meeting of the Council unless notice of the proposed amendment or repeal is provided. 2.3 No meeting shall be cancelled without the majority of council agreement. 2.4 Electronic devices must be silenced during a meeting and must not be used to disrupt a meeting. 2.5 A member of council, a local board or a committee can participate electronically in a meeting which is open to the public provided that any such member shall not be counted in determining whether or not a quorum of members is present at any point in time. A member that joins a meeting electronically will not be able to vote. 2.6 In the event that members participating electronically lose connectivity during the meeting effort to assist them with re-connection will not interrupt the meeting, as such effort will be made during the next scheduled recess. 2.7 This By-Law may be suspended, except for those rules or regulations set out by legislation, with the consent of at least two-thirds of the Members of Council and may be suspended before, during or after a meeting. 3. NOTICE OF MEETINGS, TIMES AND LOCATIONS: 3.1 Notice; 3.1.1 Public notice of any meeting shall be posted on the bulletin board in the municipal office and on the municipal website. 3.1.2 The notice shall include the date, time and location of such meeting. Such notice shall be posted not less than seven (7) days prior to the said meeting, exclusive of non-business days. 3.1.3 Notwithstanding the foregoing, where such meeting is a special meeting called pursuant to this By-Law and it is not possible to provide the aforementioned notice, the Clerk shall make reasonable efforts to provide notice to those concerned and shall ensure that a notice be posted 3.1.4 Failure to give notice shall not invalidate the meeting or any decision taken at the meeting; but the failure to give proper notice shall be called to the attention of Council at its next regular meeting by the Clerk or any member of Council who becomes aware of such failure. 3.2 Inaugural Meeting: 3.2.1 The first or inaugural meeting of a newly elected Council after a regular election shall be held at the Township of South Algonquin Council Chamber on the first Wednesday in December at 9:00 a.m. 3.2.2 At the First Meeting, the CAO-Clerk shall administer the declarations of office for all Members. No business shall be conducted at the First Meeting until the declarations of office have been administered to all Members. 3.2.3 After a regular election and a new Council have been elected the order of seating at the Council table will be determined alphabetically (by surname) beginning at the left side of the Mayor and continuing clockwise for the term of office of such Council. 3.2.4 When a vacancy occurs in the Council, the person elected or appointed to fill such vacancy shall take the seat of the member replaced. 6 Procedural By-law #19-XXX 3.3 Establishment and Appointment of Committees 3.3.1 In the first year of a new term, the Mayor shall, at its first Meeting, or as soon thereafter as is practical, appoint the members of the Standing and/or Ad Hoc Committees of Council. 3.3.2 Should the Mayor, in consultation with Council, believe that there is a need to re- appoint members of the Standing Committees in subsequent years in the same term; these appointments shall be made so that the Standing Committees of Council are constituted and are able to hold Regular Meetings. 3.3.3 The Standing and/or Ad Hoc Committees of Council shall be determined by the Mayor. 3.4 Regular Meetings: 3.4.1 Regular meetings of Council shall be held in the Council Chambers at the Municipal Office, 7 Third Ave, Whitney, on the first Wednesday of the month at 9:00 a.m. Adjournment beyond 1:00 p.m. may be extended, should Council agree unanimously to do so. 3.4.2 Council may reschedule, alter the date, time and/or location of a regular meeting provided that a resolution is passed at the previous meeting and adequate public notice of the change is posted and published as per the requirements set out in this By-law. 3.5 Special Council Meetings: 3.5.1 Subject to the provisions of this By-Law, the Mayor, CAO/Clerk or the majority of the Members of Council may, at any time, call a Special Meeting. 3.5.2 Public notice of Special Meetings of Council, as determined, shall be by advertisement on the Municipal website, may be posted in the Municipal Office and may also include broadcast on a local radio station and, if time permits, in the local newspaper as determined by the CAO/Clerk and or designate. 3.5.3 A Special Meeting shall be held no sooner than 24 hours following the Mayor's calling the meeting, as the case may be, and the Clerk shall provide public notice and provide the Members with written or verbal notice of the Special Meeting as soon as is practicable after the meeting has been scheduled. 3.5.4 Notwithstanding the notice requirement set out above in the event of a bona fide emergency, the meeting may be held as soon as practicable and notice of Members may be given by telephone or personal contact as determined by the CAO/Clerk. The CAO/Clerk shall endeavor to provide public notice as much as possible in advance of the meeting. 3.5.5 Unless otherwise specified in the notice described above, a Special Meeting shall be held at 7 Third Ave. in the Council Chambers. 3.5.6 The notice of a Special Meeting shall specify the purpose of the meeting and the only business that shall be dealt with at a Special Meeting is that which is listed in the notice of the meeting. 3.6 Closed Meetings: 3.6.1 Except as provided in section 239 (2) and (3) of the Municipal Act, all meetings shall be open to the public. 3.6.2 Upon passage of a motion as above, all members of the media and the public shall be required to leave the room. The Recording Secretary and any members of staff or consultants required for the purpose of the deliberations may be requested to attend the closed session. 7 Procedural By-law #19-XXX 3.6.3 If all or part of a meeting is closed to the public, the CAO/Clerk-Treasurer or his/her designate will record the following in the minutes of the meeting: i. the time and the date; ii. the authority contained in the Municipal Act to justify the closed meeting; and iii. the matter considered. 3.6.4 Minutes of the closed meeting will be retained in confidence by the CAO/Clerk- Treasurer and such minutes will not be open to inspection by any member of the public with the exception of the Township’s legal counsel. 3.6.5 No determination of any matter discussed in a closed meeting shall be final until the matter has been considered and approved at an open meeting of Council. 3.6.6 In the event the Clerk receives items for a closed meeting agenda, they shall be placed on the Closed Meeting Agenda and provided to Council in a separate confidential Council package. 3.6.7 No member of Council or municipal employee shall make any public statement concerning any matter, which to his/her knowledge has been discussed at a closed meeting until such matter has been considered at an open meeting of Council. 3.6.8 Members of Council, a committee or local board shall be physically present at a closed meeting to participate and shall not be permitted to participate electronically. 3.6.9 A meeting shall not be closed to the public during the taking of a vote except for as provided in the Municipal Act section 239 (6). 3.7 Quorum: 3.7.1 As soon after the time fixed for the holding of the meeting, as a quorum is present, the meeting shall be called to order. 3.7.2 Given that Council consists of seven (7) members, four (4) members of Council or Committee of the Whole present, is a simple majority and shall constitute a quorum, 3.7.3 If the number of members who, by reason of the Municipal Conflict of Interest Act are prohibited from participating in a meeting so that there is no quorum, despite any other Act, any number that is not less than one third of the total number of members of the Council, Committee or Local Board shall be deemed to constitute a quorum, but the number shall not be less than two. 3.7.4 When the remaining number of members under the paragraph above is two, the concurrent votes of both are necessary to carry any resolution, By-law or other measure. 3.7.5 Where a quorum is not present 15 minutes after the time fixed for the holding of the meeting, the Clerk shall record the names of the members present and the meeting shall stand adjourned until the date of the next Regular Meeting or until re- scheduled. 3.7.6 If during the course of a meeting a quorum is lost then the meeting will stand adjourned, not ended, to reconvene at the same time of commencement on the next following day, or at such other time and place as called by the Chair. 3.7.7 If, in the Chair’s opinion, it is not essential that the balance of the agenda be dealt with before the next regularly scheduled meeting, then the Chair will announce that the unfinished business will be considered at that time. 3.8 Recess: 8 Procedural By-law #19-XXX 3.8.1 A motion to recess shall specify the length of time of the recess. 3.8.2 A motion to recess shall not be debatable and shall only be amendable with respect to the length of the recess. 3.8.3 A motion to recess shall not have a motion to reconsider applied to it. 3.9 Adjournment: 3.9.1 The motion to adjourn a Council meeting shall include the time of adjournment. 3.10 Chair: 3.10.1 The Mayor shall preside at all Council meetings. In the absence of the Mayor, or if the office is vacant, the Council may appoint, a Chair from among the members present who, during the absence or vacancy, shall have all the powers of the Head of Council. Each member of Council shall be appointed in turn, meeting by meeting, on a rotating alphabetical schedule, to act in the place of Head of Council in the event of his/her absence or refusal to act. 3.10.2 The Appointed Chair will preside at Committee meetings. In the absence of the Chair, the Committee members will appoint a person from among those present, provided there is a quorum. 3.10.3 Notwithstanding the above, the members may appoint another chair from among themselves for the purpose of chairing a particular meeting. 3.10.4 In the scheduled and unexpected absence of the Mayor for two or more consecutive meetings, the Council may appoint by by-law or resolution, an Acting Mayor from among the members present who, for the duration of the absence or vacancy, shall have all the powers of the Head of Council. 3.11 Duty of the Chair: 3.11.1 open the meeting of Council or Committee by taking the Chair and calling the members to order at the time specified on the agenda; 3.11.2 announce the business before Council or Committee in the order in which it is to be acted upon; 3.11.3 receive and submit, in the proper manner, all motions presented by the Members of Council or the Committee; 3.11.4 put to a vote all questions which are regularly moved and seconded or necessarily arise in the course of the proceedings, and to announce the results; 3.11.5 decline to put to a vote any motion that infringes on the Rules of Procedure; 3.11.6 restrain Members, within the Rules of Order, when engaged in debate; 3.11.7 enforce and maintain, on all occasions, the observance of order and decorum among Members and any and all persons present during the proceedings and rule on procedural questions; 3.11.8 call by name any Member persisting in breach of the Rules of Order of Council or the Committee, thereby ordering him/her to vacate the Council Chamber or meeting room; 3.11.9 receive all messages and other communications and announce them to Council or the Committee; 3.11.10 authenticate by his/her signature all By-laws, Resolutions and Minutes of Council or the Committee; 9 Procedural By-law #19-XXX 3.11.11 inform the Council or Committee when necessary or when referred to for the purpose, on a point of order or usage; 3.11.12 represent and support Council or Committee, declaring its will and implicitly obeying its decisions in all things; 3.11.13 ensure that the decisions or recommendations of Council or Committee are in conformity with the laws and By-laws governing activities of the municipal corporation; 3.11.14 adjourn the meeting without question in the case of grave disorder arising in the Council Chamber or meeting room; 3.11.15 order any individual or group in attendance at the meeting to cease and desist any behaviour which disrupts the order and decorum of the meeting and to order the individual or group to vacate the Council Chambers or meeting room where such behaviour persists. 4. DELEGATIONS AND PRESENTATIONS: 4.1 Request for Delegation: 4.1.1 Except as provided by law, a person who is not a member of Council or Committee shall not be permitted to address the Council or Committee except upon the approval of the Council or Committee. 4.1.2 The Clerk or Mayor may decline to add items and/or reports to an agenda. Reasons to decline include, but are not limited to the following: (a) More time is required to prepare Staff Reports for Council; (b) The Delegation Request Form was not submitted by the deadline; (c) The Delegation Request Form is incomplete; (d) The subject matter of the Delegation is outside of the jurisdiction of Council; (e) The subject matter is with respect to a matter that should be discussed in a Closed meeting; (f) The meeting agenda is already too lengthy; (g) The subject matter is set to be discussed on another agenda; (h) The issue is frivolous or vexatious; (i) The issue has been or is to be considered by the Committee of Adjustment; (j) Council has previously considered or made a decision on the issue and a Delegation has appeared before Council with respect to the same issue; (k) Council previously indicated that it will not hear further from this Delegation; or (l) The issue should be referred to the Administrative Department for action. 4.1.3 Any person wishing to make a delegation shall submit a request in writing, on the prescribed delegation form attached at Schedule A, to the CAO/Clerk-Treasurer no later than 1:00 p.m. on the Wednesday prior to the meeting at which they wish to be heard. The Written request shall state the nature of the business to be discussed and the person(s) named to make the delegation. Persons addressing the Council or Committee shall confine their remarks to the stated business. 4.1.4 No delegation may be scheduled for an in-camera session, nor shall delegations be permitted regarding any specific personnel matter. 4.1.5 All delegations shall take place during Council or Committee of the Whole. A person wishing to address the Council or Committee may speak for up to fifteen (15) minutes, if a time extension is required it may be granted by the Mayor or his/her designate. 4.1.6 The CAO/Clerk-Treasurer shall be empowered to refer requests made of Council by deputation to appropriate Committees as deemed necessary. 10 Procedural By-law #19-XXX 4.1.7 A delegation of more than five (5) persons shall be limited to two (2) speakers, and each speaker limited to no more than ten (10) minutes each. 4.1.8 When a request to appear is submitted after the agenda has been set or when the agenda already includes a total of three (3) delegations or presentations, the CAO/Clerk-Treasurer may schedule the delegation for a future meeting. In the event that the matter is of a time sensitive nature, the CAO/Clerk-Treasurer shall refer the request to the Mayor and the delegation may be scheduled at the discretion of the Mayor and the CAO/Clerk-Treasurer. 4.1.9 A person wishing to address the Council or Committee concerning an item on the agenda may request a delegation through the CAO/Clerk-Treasurer before the meeting begins. The CAO/Clerk-Treasurer will advise the Mayor of the request and the Mayor will call for a vote of the Council to waive the rules for delegations to allow the person to speak and upon a majority vote in the affirmative, the person will be permitted to address Council. 4.1.10 Every communication, including a petition designed to be presented to the Council or Committee, shall be legibly written or printed and shall not contain any obscene or improper matter or language and shall be signed by at least one person, including address and telephone number, and filed with the CAO/Clerk-Treasurer and will be appended to the minutes. 4.2 Previous Delegations: 4.2.1 Requests from delegates who have previously addressed Council or Committee at a regular or public meeting within the last six (6) months on a particular item shall not be granted unless there is new information to present, in addition to what they have previously presented. Such proof shall be submitted to the CAO/Clerk-Treasurer, in writing, not later than 1:00 p.m. on the Wednesday preceding the scheduled meeting. If, in the opinion of the CAO/Clerk-Treasurer, the written submission does not provide any new information, the request shall be denied. 4.2.2 The CAO/Clerk-Treasurer may, at their discretion, forward the request for a second delegation to the Mayor for review to determine whether the delegation may be allowed. If the Mayor does not believe the written submission provides new information, the submission shall be provided to the Council or Committee as an information item. 4.3 Presentations: 4.3.1 A person may appear before Council for the purpose of presenting or receiving a gift or recognition provided that the person or their representative submits a request in writing to the CAO/Clerk-Treasurer describing the nature and purpose of the presentation. 4.3.2 Notwithstanding the above paragraph, the Council may, for any reason deemed appropriate, refuse to permit a presentation. 4.4 Conduct During Delegations: 4.4.1 Members of the public attending a Meeting shall respect the formal and professional decorum of Council and its Committees. 4.4.2 No member of Council or Committee shall interrupt a delegate while they are addressing Council or Committee, except on a point of order, or if the Chair deems it necessary to advise them of the time limitation. 4.4.3 Members of Council or Committee may ask questions of the delegate(s) following the completion of the delegation but shall not enter into a debate with the delegate(s). 11 Procedural By-law #19-XXX 4.4.4 Upon completion of the deputation, Council or Committee shall consider any report for discussion pertaining to the matter and determine, by resolution, an appropriate course of action. 4.4.5 Individuals shall refrain from public outburst, shouting, applauding and any behaviour intended to disrupt the debate, discussion and general proceedings of Council or a Committee. 4.4.6 Individuals shall maintain order and shall not display signs, placards, or other items that may be considered disruptive to the formal nature of Council Meetings. 4.4.7 Any device used for transcribing or recording proceedings of Council or a Committee by auditory or visual means will not be permitted. 4.4.8 Unless authorized by the CAO/Clerk-Treasurer or Chair, no Member of the public may distribute any material to Council during a Meeting. 4.4.9 Any individual or group making delegations before Council, Committee or a Local Board shall conduct themselves with decorum at all times and shall refrain from using any slanderous or abusive statements or behaviour. 4.4.10 If the Chair determines that decorum has been breached, the delegation will be immediately stopped, and the offender provided one opportunity to retract their statements and apologize to Council or Committee. 4.4.11 If required, the Chair may call upon the Ontario Provincial Police or any other Peace Officer to assist in the expulsion of a person from the Chambers or meeting room. 4.4.12 The Chair may unilaterally suspend the Meeting until order is restored. 5. COMMITTEES: 5.1 Special Committees: 5.1.1 Council may from time to time by Resolution, establish Special Committees, with the membership determined by Council at the time of establishment. The Chair for each Special Committee shall be as designated by Council. 5.1.2 Council may, from time to time, establish by Resolution an Ad Hoc Committee to deal with a specific issue, within a specified time frame. The Resolution will include the names of the members assigned to the Ad Hoc Committee. An Ad Hoc Committee may make a written report to Council on their findings and may make recommendations. 5.1.3 Despite the above provisions, the Mayor may, at his/her discretion, assume the Chair at any meeting of a committee, for the purpose of conducting that particular meeting. 5.2 Committee of the Whole Council: 5.2.1 There shall be six (6) committees of Council that shall be called: (a) Asset Management (Transportation and Facilities) (b) Waste Management (c) Human Resources/Administration/Public Relations (d) Emergency Services (e) Social/Health Services (f) Economic Development 5.2.2 The Chairperson for each Committee shall be designated as the Committee Liaison between staff and Council. 5.3 Regulations for Conducting Business in Committees: 12 Procedural By-law #19-XXX 5.3.1 The business of Committees of Council shall be conducted under the laws governing procedure in Council and Committee as prescribed by this By-law. 5.3.2 All Committees shall report, in writing, to Council on all matters connected with their duties or referred to them by the Council and shall recommend such action as they deem necessary. 5.3.3 All Committees shall adhere to the rules prescribed by the By-laws of the Council. 5.3.4 Whenever, at the conclusion of the last meeting, there is any unresolved matter before the committee, the matter is to be forwarded, in writing, to the incoming Committee of the following year for consideration. 5.3.5 The Council may refer to any Committee any report in whole or in part or any question or matter for reconsideration. 5.3.6 A meeting of Council in respect to planning matters requiring a Public meeting shall be included within the Agenda of the regular Council meeting or by calling a special council meeting. 5.3.7 Planning matters delegated to the Committee of Adjustment shall follow the provisions set out in the Committee of Adjustment by-law. 5.4 Appointments and Organization of Committees, Boards and Special Purpose Bodies: 5.4.1 Before January 31 following an Election, the Mayor shall appoint members of Council to the various Committees of the Whole and Subcommittees, Boards and Special Purpose Bodies after consulting with the members. 5.4.2 Advertisements for members of the public to serve on various committees and boards shall take the form of a public notice to be advertised in one or more local newspaper, on the Township website, and posted at all Township facilities. 5.4.3 Application to sit on a subcommittee or advisory committee of Council shall be made on the form provided by the CAO/Clerk-Treasurer at various locations and on the Township website. Completed forms must be returned to the CAO/Clerk- Treasurer by the specified deadline in order to be considered for appointment and to ensure the equity and objectivity of each appointment. 5.4.4 The incoming Council will review the application forms at their orientation session and make recommendations and appointments accordingly. 6. RULES OF CONDUCT AND DEBATE: 6.1 Disclosure of Pecuniary Interest: 6.1.1 In accordance with the Municipal Conflict of Interest Act, any member who, either on his/her own behalf or while acting for, by, with or through another, has any pecuniary interest, direct or indirect, in any matter and is present at a meeting of the Council, Committee or Local Board at which the matter is to be considered, the member: (a) shall, prior to any consideration of the matter at the meeting, disclose that they have an interest and the general nature of the interest; (b) shall not take part in the discussion of, or vote on any question in respect of the matter; and (c) shall not attempt in any way before, during or after the matter, to influence the voting on such matter; 13 Procedural By-law #19-XXX 6.1.2 where the interest of a member has not been disclosed by reason of the member’s absence from a meeting wherein the matter was discussed, the member shall disclose the interest at the next Council, Committee or Local Board meeting attended by the member. 6.1.3 Every disclosure of interest and the general nature thereof made at a meeting which is open to the public shall be written in the prescribed form included as Schedule B and placed in the registry and recorded in the minutes of the meeting by the CAO/Clerk-Treasurer or his/her designate. Every disclosure of interest, but not the general nature of that interest, made where the meeting is not open to the public shall be recorded by the CAO/Clerk-Treasurer or his/her designate in the minutes of the next meeting that is open to the public. 6.2 Conduct of Members of Council/Committees/Local Boards: No Member shall: 6.2.1 Speak disrespectfully of the Reigning Sovereign or of any of the Royal Family, or of the Governor General, the Lieutenant-Governor of any Province, or any person administering the Government of Canada or the Province of Ontario; 6.2.2 Use offensive, insulting or indecent words or unparliamentary language in or against the Council or against any member of Council, staff or guest; 6.2.3 Speak or address the subject in debate without first requesting to speak and then being recognized by the Chair and given permission to speak; 6.2.4 Speak on any subject other than the subject in debate without the permission of the Chair; 6.2.5 Address another member of Council, a member of Township staff, or a delegate or member of the gallery directly without first being recognized by the Chair, then addressing that person through the Chair; 6.2.6 Speak more than once to the same question, except: (a) upon the consideration of a report from a Committee to which it was referred by Council after being properly introduced and debated, but not determined; (b) in explanation of a material part of his/her speech which may have been interpreted incorrectly; or (c) with the permission of Council after all other members so desiring have spoken; or (d) with the permission of Council, a reply may be allowed to the member who presented the motion; in which case he/she shall speak for no longer than a five (5) minute period. 6.2.7 Ask a question except of the previous speaker and in relation to that speaker’s remarks; 6.2.8 Interrupt the Member who has the floor except to raise a point of order; 6.2.9 Criticize any decision of the Council except for the purpose of moving in accordance with provisions wherein a question may be reconsidered; 6.2.10 Disobey the Rules of Council, or a decision of the Chair. After an initial warning may be removed from the meeting by the Chair, if the member offers an apology he/she may, by vote of the Council, be permitted to retake his/her seat; 6.2.11 Leave their seat or make any noise or disturbance while the Chair is putting a question, and shall occupy his/her seat while a vote is being taken and shall remain seated until the results of said vote are declared; 14 Procedural By-law #19-XXX 6.2.12 Engage in private conversation while in the Council Chambers in such manner as to interrupt the proceedings of Council; 6.2.13 Reveal publicly the substance of any matter dealt with in camera. Any Member May: 6.2.14 Request the question or motion under discussion to be read at any time during the debate, but not so as to interrupt a member while speaking; 6.2.15 Appeal the decision of the Chair on a point of order to the Council, which shall decide the question without debate upon a majority vote of the Members present; 6.2.16 Restrict debate to each proposal in its turn when a question has been divided upon the permission of Council. Sole Arbiter: 6.2.17 The Chair is the sole arbiter of all points of procedure, subject to an appeal to the complete Council or Committee. 6.3 Conduct of Attendees and Guests: 6.3.1 No person shall be permitted to approach the area occupied by the Council except a member of staff, unless by permission or by invitation of the Chair/Presiding. 6.3.2 Members of the public will not be recognized and permitted to speak during a debate. Members of the public may not be recognized unless consent is given by a majority of council and they are speaking to an item on the agenda. 6.3.3 At meetings of Council and Committee, the use of cameras, electric lighting equipment television cameras and any other device of mechanical, electronic or similar nature used for transcribing or recording proceedings by auditory or visual means by accredited and other representatives of any news media and staff is permitted. 6.3.4 Members of the public must request permission to use cameras, flash bulbs, recording equipment, and any other device of a mechanical or similar nature used for transcribing or recording proceedings subject to the approval and/or direction of the Chair/and/or Council. 6.3.5 Any member of the public who repeatedly interrupts Council or Committee proceedings and/or interjects without being invited to do so, who breaches decorum, or refuses to apologize or retract statements found to be offensive shall be requested by the Chair to cease and desist. If the person(s) does not comply after being warned, the Chair shall recess the meeting until the individual(s) leaves the Chambers, or until a peace officer removes the offender from the Council Chambers or meeting room, after which time the meeting will be reconvened. 7. AGENDAS AND SUPPORTING MATERIALS: 7.1 The CAO/Clerk-Treasurer or designate shall prepare agendas of Council and Committee meetings as assigned. 7.2 Insofar as is practicable, Council agendas, written reports from members of staff along with supporting materials, shall be prepared and made available to members of Council at 3:00 p.m. on the Thursday prior to a regular meeting. 7.3 Printed reports from Committees shall, insofar as is practicable, be made available to staff by 1:00 p.m. on the Wednesday prior to a regular meeting. 7.4 Agendas shall be generally formatted as follows but modifications to the matters to be included or the order of business may be established without requiring amendments to this By-law: 15 Procedural By-law #19-XXX (a) Opening and calling to order of the meeting by the Chair (b) Additions/amendments to Agenda (c) Adoption of Agenda (d) Disclosure of Pecuniary Interest (e) Petitions, Delegations and/or Presentations (f) Minutes of Previous Meeting(s) (g) Committee and/or Staff Reports (with appropriate sub-headings) (h) Business Arising from the Minutes (i) Unfinished Business from Previous Meetings (j) Correspondence – Action Items (k) Correspondence – Information Items (l) New Business (m) Motions of Council (n) Payment of Accounts (o) By-laws (p) Resolution to move into a “Closed Session” if required (q) Adjournment 7.5 The business of the Council shall be carried out in the order as listed on the agenda unless otherwise decided by the Chair. 7.6 Any item which is not listed on the agenda as printed but has been determined by the CAO/Clerk-Treasurer to be of a nature which requires Council’s attention prior to the next scheduled meeting, may be added by addendum at the discretion of the CAO/Clerk-Treasurer. 7.7 Any items brought forward by other means shall require a majority vote of the members present to be added to the agenda. 8. MINUTES: 8.1 The Minutes of Council, Committee or a Local Board shall record: (a) The place, date and time of meeting; (b) The name of the Chair and record the attendance of the members and the staff and members of the public making a presentation to Council; (c) The correction and adoption of the minutes of prior meetings; and (d) All resolutions, by-laws, decisions, and other proceedings of the meeting without note or comment, whether it is closed to the public or not. 8.2 After the minutes have been adopted, they will be signed by the Chair and by the CAO/Clerk-Treasurer and recording secretary and shall be placed in the Minute Book in the office of the CAO/Clerk-Treasurer for his/her safekeeping. 9. UNFINISHED BUSINESS: 9.1 Any item which has not been dealt with in entirety at a prior meeting may be raised again at a subsequent regular meeting of the Council when “Unfinished Business” is called for under the order of procedure. 10. NEW BUSINESS: 10.1 The following items of business may be introduced when “New Business” is called for under the order of procedure: (a) notices of motion; (b) motions of which prior notice has been given; (c) motions for reconsideration; (d) motions of congratulation or of sympathy or other motions of a routine nature; (e) where any other matter is raised under “New Business” it shall not be discussed or voted upon under the order of procedure but shall be taken only as a notice of 16 Procedural By-law #19-XXX motion. Provided, however, that on motion passed by a majority vote of the whole Council, such matter may be referred to the Committee of the Whole for immediate consideration. 11. BY-LAWS: 11.1 Every By-law shall be introduced upon motion by a Member of the Council specifying the title of the By-law; 11.2 Every By-law, when introduced, should be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure, or to comply with provisions of any Act, and shall be complete with the exception of the number and date thereof; 11.3 Any proposed By-law may be referred to a Committee, staff or legal advisor for review and comment, including the solicitor for the Corporation; 11.4 Every By-law shall be given three readings prior to being passed; 11.5 The First and Second readings of a By-law shall be decided without amendment or debate. The opportunity for debate and amendment if necessary, will occur prior to and following the third reading. 11.6 By-laws may be given three readings on the same date except when requested otherwise by motion of the majority of the members present or otherwise provided in law; 11.7 The following statement shall be affixed to each by-law: “READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED on this (date) day of (month), (year).” 11.8 Only the title of the By-Law shall be read, 11.9 By-Law shall not be enacted until it has received three readings, and 11.10 Every By-law enacted by the Council shall be numbered and dated and shall be sealed with the seal of the Corporation and signed by the Mayor or Presiding Officer and the CAO/Clerk-Treasurer and shall be placed in the By-law book in the office of the CAO/Clerk-Treasurer for his/her safekeeping. 12. MOTIONS: 12.1 A simple majority of the quorum is needed to pass any motion. 12.2 All motions must be moved and seconded before any discussion can take place and before the question can be put or a motion recorded in the minutes. 12.3 All motions may be supported or opposed by the mover and seconder. 12.4 After a motion has been received and/or read, it shall be deemed to be in the possession of the Council but may, with the majority consent of members present, be withdrawn by the mover prior to discussion or amendment or prior to voting. 12.5 No Member without leave of council of the committee shall speak to a matter or in reply for longer than 5 minutes. 12.6 If the original mover and seconder of the motion do not agree with the amendments, they may, without further discussion withdraw their support for the original motion as amended and a new mover and seconder would be required to move the motion as amended. If the amendments are carried, then the original motion as amended would be put to the vote. 17 Procedural By-law #19-XXX 12.7 Amendments: 12.7.1 A motion to amend shall: (a) be presented in writing, moved and seconded prior to debate; (b) be open for debate (c) be dealt with by Council before a previous amendment or the main motion; (d) not be further amended more than once provided that further amendment may be made to the main motion; (e) be relevant to the main motion; (f) not propose a direct negative to the main motion. 12.8 Motions Introduced Verbally: 12.8.1 The following matters and motions with respect thereto may be introduced verbally without written notice, except as otherwise provided by these Rules of Procedure: (a) a point of order or personal privilege; (b) presentations of petitions; (c) to lay on the table; (d) to postpone indefinitely or to a certain day; (e) to move the previous question. 12.9 Withdrawal of Motion: 12.9.1 A member may withdraw his/her notice of motion at any time prior to the subject matter being considered. 12.9.2 Once a motion is moved and seconded and read by the Chair, it cannot be withdrawn without the consent of the mover and seconder. If the motion is withdrawn, it shall be entered into the minutes and noted as being "WITHDRAWN". 12.10 Notice of Motion: 12.10.1A motion to refer or defer shall be heard before any Motion or amendment except a Motion to adjourn. 12.11 Notice of motion by a Member will: (a) be in writing; (b) be tabled at a Council meeting preceding the date on which the matter will be introduced; or, will be received by the CAO/Clerk-Treasurer in sufficient time for it to be processed under (c) of this Section; (c) be printed in full under “New Business” in the agenda for that meeting; (d) when a Member’s notice of motion has been called by the Mayor in two successive meetings and not proceeded with, it will be dropped from the agenda unless Council otherwise decides; (e) if at the third meeting, such notice of motion is called by the Mayor and not proceeded with, it will be deemed to have been withdrawn. 12.12 Order of Consideration: 12.12.1 A Member shall not speak more than once to the same question without the consent of the Chair except: (a) In explanation of a material part of their speech which may have been interpreted incorrectly, or (b) With leave of the Chair, after all other Members so desiring have spoken; or (c) To reply by leave of the Chair to the Member who presented the motion to Council or Committee. 12.13 Motion Ruled Out of Order: 18 Procedural By-law #19-XXX 12.13.1 Whenever the Chair is of the opinion that a motion is contrary to the rules of procedure, the Chair will rule the motion out of order. 12.14 Voting on the Motion: 12.14.1 Immediately prior to voting on a motion, the Chair shall state the question in the precise form in which it will be recorded in the minutes, including any amendments to the questions. 12.14.2 After a motion, including any amendment(s) is finally put by the Chair, no member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. 12.15 Reconsideration: 12.15.1 A resolution, by-law or any question or matter (except one of indefinite postponement) which has been adopted previously by Council may be reconsidered by Council subject to the following: (a) a notice of motion given in writing by a member, has been introduced according to the procedure of notice of motion; (b) debate on a motion to reconsider must be confined to reasons for or against; (c) such motion must be supported by a majority of the members present voting in favour of such reconsideration before the matter can be debated; (d) if a motion to consider is decided in the affirmative, such reconsideration shall become the next order of business, unless the motion calls for a future date, and debate on the question to be reconsidered may proceed as though it previously had never been voted on; (e) a motion to reconsider an amendment may not be submitted until after the original motion to which the amendment was proposed has been considered and disposed of; (f) A vote to reconsider will not be considered more than once every two years. 12.15.2 These rules do not apply when a motion pertains to a decision of a previous Council. 13. VOTING: 13.1 Every member of Council, Committee or Local Board shall have one vote. 13.2 An affirmative vote by the majority of the members present is required to pass a motion. 13.3 When the Chair calls the vote, each member present will vote by raising their hand to indicate their agreement or disagreement with the motion on the table. 13.4 Except where disqualified to vote by reason of interest or otherwise, the Chair shall vote at the same time as the other members on all questions. 13.5 Upon completion of the vote the Chair shall declare whether the motion was carried or defeated. 13.6 When a question is tabled and a recorded vote taken, any member who does not vote shall be deemed as voting in the negative, except where he/she is prohibited by statue from voting. 13.7 Recorded Vote: 13.7.1 When a member present requests a recorded vote immediately prior to or immediately subsequent to the taking of the vote, all Members present at the Council or Committee meeting must vote. The member requesting the vote shall vote first followed by members sitting to the right followed by the Chair unless otherwise prohibited by statute. The names of those who voted for, and who voted against, shall be noted in the minutes. The CAO/Clerk-Treasurer shall announce the 19 Procedural By-law #19-XXX results. 13.8 No Other Voting Methods: 13.8.1 No vote shall be taken by ballot or by any other method of secret voting. 13.9 Tie Votes: 13.9.1 Any motion on which there is an equality of votes shall be deemed to be defeated. 13.10 No Closed Vote: 13.10.1 A meeting shall not be closed to the public during the taking of a vote except for the following: (a) the Municipal Act permits or requires the meeting to be closed to the public; and (b) the vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the municipality, local board or committee of either of them or persons retained by or under a contract with the municipality or local board. THAT any other by-law inconsistent with or antedating this by-law is hereby repealed; READ A FIRST AND SECOND TIME THIS ______ Mayor, Jane A.E. Dumas CAO/Clerk-Treasurer - Holly Hayes READ A THIRD TIME AND FINALLY PASSED THIS . ______ Mayor, Jane A.E. Dumas CAO/Clerk-Treasurer - Holly Hayes 20