The Corporation of the Municipality of Chatham-Kent

THE CORPORATION OF THE MUNICIPALITY OF CHATHAM-KENT

CHATHAM-KENT COUNCIL MEETING

COUNCIL CHAMBERS, CHATHAM-KENT CIVIC CENTRE

January 30, 2012 4:00 P.M.

1. CALL TO ORDER

The Mayor called the meeting to Order.

Present were: Mayor Randy Hope, Councillors Bondy, Brown, Crew, Faas, Fluker, Gilbert, Herman, King, Myers, Leclair, Parsons, Pinsonneault, Robertson, Stirling, Sulman, Vercouteren, and Wesley

Absent:

2. DISCLOSURES OF PECUNIARY INTEREST (DIRECT OR INDIRECT) AND THE GENERAL NATURE THEREOF

3. SUPPLEMENTARY CLOSED SESSION AGENDA ITEMS

4. RECESS TO CLOSED SESSION

5. ADJOURNMENT OF CLOSED SESSION

6. APPROVAL OF SUPPLEMENTARY AGENDA

7. DISCLOSURES OF PECUNIARY INTEREST (DIRECT OR INDIRECT) AND THE GENERAL NATURE THEREOF

Councillor Robertson declared a conflict of interest regarding Item 11(a)(i) – CK Transit Chatham Conventional Route 2 – Service Along Taylor Avenue, Community of Chatham, Municipality of Chatham-Kent.

8. DEPUTATION

a) Deputation by Colin Patey, President and Chief Executive Officer and Fannie Vavoulis, Medical Recruiter, Chatham-Kent Health Alliance re Physician Welcome to Chatham-Kent: Update on Physician Recruitment – Success and Growth

Council received an update regarding physician recruitment and welcomed the new doctors to Chatham-Kent.

Chatham-Kent Council at its meeting held on January 30, 2012 Page 1 of 45

Councillor Crew moved, Councillor Fluker seconded:

“That the presentation be received for information.”

The Mayor put the Motion Motion Carried

b) Deputation by Ben Labadie and Lindsay Vandersluis re 12 Ton Challenge

Council received a deputation regarding the 12 Ton Challenged.

Councillor King moved, Councillor Stirling seconded:

“That the deputation be received for information.”

The Mayor put the Motion Motion Carried

9. PRESENTATION

a) Presentation by Greg Kett, Supervisor, Cemetery Operations re Cemetery Heritage Preservation Update (see attached information report)

MUNICIPALITY OF CHATHAM-KENT

COMMUNITY DEVELOPMENT

COMMUNITY SERVICES – PARKS, CEMETERIES AND HORTICULTURE

INFORMATION REPORT

TO: Mayor and Members of Council

FROM: Greg Kett, Supervisor, Cemetery Operations

DATE: November 24, 2011

SUBJECT: Cemetery Heritage Preservation Update

This report is for the information of council.

BACKGROUND

For the past three years, a tremendous group of volunteers under the guidance of Dr. Bruce Warwick has diligently worked at uncovering part of Chatham-Kent’s past through the unearthing and leveling of numerous historical grave markers in the older portions of Maple Leaf and St. Anthony’s Cemeteries in Chatham.

The group is comprised of Dr. Bruce Warwick, John Skakel, Les Mancell, Trish Nigh, Peggy O’Rourke, Paul Thorpe, Dave Snobelen, Dawn Heuston, Dennis Zink, and Tom Millard. All of these individuals bring a variety of skills to the project from photography, to memorial repair and of course locating and raising countless ‘lost’ memorials.

In 2009, the volunteers focused on locating and raising the covered memorials with the

Chatham-Kent Council at its meeting held on January 30, 2012 Page 2 of 45

use of only limestone screenings. At the November 9, 2009 Council Meeting, Councillor Clarke brought forward the following Notice of Motion: “That during the 2010 budget deliberations, nominal funding be considered to assist the cemetery preservation now in progress. This process, now underway, is largely supported by the efforts of local volunteers. Funding would be allocated for the use of heavy equipment to assist in managing, lifting, and placement of large monuments.”

During the 2010 budget deliberations, Council approved funding in the amount of $10,000 to allow for the raising of more of these same memorials along with the restoration of a number of large upright historical monuments.

In 2011, the programs continued and expanded to include some of the other municipal cemeteries in Chatham-Kent. Through this program, it is estimated that an upwards of 2,500 markers have been unearthed or leveled and three dozen large leaning upright memorials have been made secure that will better ‘stand the test of time’.

COMMENTS

Dr. Warwick’s interest in cemetery restoration work began when the Municipality’s Parks, Cemeteries and Horticulture section hosted a Monument Restoration Workshop conducted by Mr. Per Neumeyer in 2005. Mr. Neuman was one of the original memorial restoration experts in Ontario. Before his passing, he was involved in this endeavour for over 30 years, starting out in the Toronto area and then branching out through other parts of Ontario and passing on his skills and knowledge through training others. Following the workshop held in 2005, Dr. Warwick assembled a group of six plus volunteers that each has their own specific areas of interest.

Literally, hundreds of links to the past of Chatham-Kent have been uncovered by this team of volunteers. A website devoted to the restoration of Chatham-Kent’s Cemeteries http://ckcemeteries.ca was developed by the volunteers to log the outstanding restoration work completed so far. The accomplishments of Dr. Warwick and the group are nothing short of remarkable.

CONSULTATION

Chatham-Kent Cemeteries volunteer group was consulted and provided information on the monument restorations completed.

FINANCIAL IMPLICATIONS

Annual funding of $10,000, to assist with the restoration of monuments, was approved during the 2010 budget deliberations.

Prepared by: Reviewed by:

______Greg Kett, NPD, CMM Evelyn Bish, Director Supervisor, Cemetery Operations Community Services Parks, Cemeteries and Horticulture

Reviewed by:

______Don Shropshire, General Manager Community Development

Chatham-Kent Council at its meeting held on January 30, 2012 Page 3 of 45

Council received an update on the Cemetery Preservation project.

Councillor Fluker requested that the Cemetery Department investigate the use of students in the cemetery preservation project. Costs could be considered during the budget deliberations.

Councillor Myers encouraged administration to speak to the school boards to see if the cemetery restoration project could be a summer course for students to receive a credit towards graduation.

Councillor King moved, Councillor Stirling seconded:

“That the presentation and report be received for information.”

The Mayor put the Motion Motion Carried

10. DEPUTATIONS - ITEMS ON CURRENT AGENDA (requests must be received by 3:00 p.m.)

11. CONSENT AGENDA

a) Information Reports

(i) CK Transit Chatham Conventional Route 2 – Service Along Taylor Avenue, Community of Chatham, Municipality of Chatham-Kent

(ii) 2011 Information and Privacy Commissioner Statistical Report

(iii) Social Housing Renovation and Retrofit Program, April 1, 2009 to March 31, 2012

(iv) Update on Results of Operational Review of the Chatham-Kent Public Housing Portfolio

b) Committee Reports

(i) Drainage Board Recommendations from its meeting held on January 17, 2012 (to be approved)

(ii) Chatham-Kent Board of Health minutes from its meeting held on December 21, 2011 (to be received)

(iii) Chatham-Kent Committee of Adjustment – Staff Panel minutes from its meeting held on December 15, 2011 (to be received)

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(iv) Heritage Chatham-Kent minutes from its meeting held on December 21, 2011 (to be received)

(v) Audit Policy Committee minutes from its meeting held on October 20, 2011 (to be received) c) Routine Approvals

(i) Chief Administrative Officer Appointment By-law

Action – Council to advise the Clerk of any items to be removed from the Consent Agenda and placed aside for consideration and debate separately.

Motion – That the items listed on the Consent Agenda be approved as presented and that action be taken as required (excluding any items placed aside).

Action – Items placed aside will now be discussed

Councillor Herman requested that Item #11(a)(ii) be placed aside for discussion.

Councillor Bondy requested that Item #11(a)(i) be placed aside for discussion.

Councillor Robertson moved, Councillor King seconded:

“That the items listed on the Consent Agenda be approved as presented and that action be taken as required, excluding those items placed aside.”

The Mayor put the Motion Motion Carried

11(a)(i) – CK Transit Chatham Conventional Route 2 – Service Along Taylor Avenue, Community of Chatham, Municipality of Chatham-Kent

MUNICIPALITY OF CHATHAM-KENT

INFRASTRUCTURE AND ENGINEERING SERVICES

ENGINEERING AND TRANSPORTATION DIVISION

INFORMATION REPORT

TO: Mayor and Members of Council

FROM: Stephen Jahns, P.Eng. Manager, Infrastructure and Transportation Engineering and Transportation Division

DATE: January 6, 2012

Chatham-Kent Council at its meeting held on January 30, 2012 Page 5 of 45

SUBJECT: CK Transit Chatham Conventional Route 2 – Service Along Taylor Avenue Community of Chatham, Municipality of Chatham-Kent

This report is submitted for the information of Council.

BACKGROUND

In November of 2011, Chatham-Kent Council passed a Notice of Motion directing administration to prepare a report regarding the re-establishment of transit service to Taylor Avenue in the Community of Chatham.

As Council may recall, a service review of the CK Transit Conventional Service was completed and brought before Council in August of 2011. Pages 4, 5 and 6 of the Report to Council addressed this proposed change to Route 2 as a means of optimizing Route 2 run times to within the mandated 30 minute interval. It was noted that Route 2 had been running late due to additional time requirements at the North Maple Mall area.

Excerpts from Report to Council 3358 are provided in Table 1 and Figure 1 below.

Table 1 - CK Transit Chatham Conventional Discussion Points Regarding Potential Mitigation Measures (Excerpt from Table found in Report to Council 3358 – CK Transit Service Review 2011) Potential Mitigation Measure Discussion Points Modify Route 2 Northeast to reduce C: This modification will reduce the overall run time of the route. the overall travel distance without S: Agreed. This minor realignment could be implemented immediately by compromising walking distances as staff and accompanied with appropriate notices et cetera to convey this illustrated in Figure 1. modification to the ridership. C: denotes consultant comment S: denotes Engineering and Transportation Division staff comment

Figure 1 – CK Transit Chatham Conventional - Recommended Service Change - Report to Council 3358

COMMENTS

Chatham-Kent Council at its meeting held on January 30, 2012 Page 6 of 45

Changes Have Been Made

The alignment changes identified in Figure 1 above have been implemented. While several residents of the Taylor Avenue area have expressed displeasure with the modification of the alignment of Route 2, it should be noted that the resulting change in walking distance to the nearest stops is comparable to walking distances to all stops in other areas of the transit system. Stops continue to be available to CK Transit riders at the intersection of Taylor Avenue / McNaughton Avenue (north end of Taylor Avenue) and Taylor Avenue / Forest Street (south end of Taylor Avenue).

Annual Ridership Results

The annual ridership survey was conducted by Engineering and Transportation Division in November of 2011. During the course of the survey, it was noted that Route 2 consistently ran within the necessary 30 minute interval period; presumably due to the subject modifications surrounding Taylor Avenue.

Should Council wish to revert the alignment of Route 2 so as to again provide service to Taylor Avenue, the result would likely be a corresponding return to the prior situation of having a transit route which operates outside of the planned 30 minute run interval.

Possible Means of Restoring Service to Taylor Avenue

The following sections outline possible means of restoring service to the Taylor Avenue area.

Change Only Route 2 to a Forty-Five (45) Minute Interval

Some discussion has been raised as to operating Route 2 on a forty-five (45) minute interval instead of a 30 minute interval. Switching Route 2 to a 45 minute interval would decrease the level of service (number of runs) provided on Route 2 by approximately 33% (or approximately 8% for the entire system). Costs, however, would not decrease accordingly as buses would continue to be paid to sit idle at the downtown terminal. A forty-five (45) minute cycle would also result in inconvenient transfers between the remaining three routes which would continue to operate on a thirty (30) minute cycle.

By adhering to a thirty (30) minute interval, riders can anticipate the arrival of a bus at any given stop at the same time every run. Shifting Route 2 to a forty-five (45) minute interval would result in different arrival times for every stop along Route 2 for every run over the course of the day. This may create further confusion and be greeted with further distain by riders.

This is not recommended by Engineering and Transportation Division.

Change All Routes to a Forty-Five (45) Minute Interval

Shifting all transit routes to a forty-five (45) minute interval may resolve the issue of convenient transfers at the downtown terminal; however the inconvenience of complicated arrival times and the decrease in level of service of approximately 33% to all routes may be greeted with displeasure by riders.

Although the adherence to a forty-five (45) minute interval by all routes would eliminate the issue of inconvenient transfers at the downtown terminal, this option is not recommended by Engineering and Transportation Division due to the decreased level of service (approximately 33% less runs per day) without a corresponding financial savings to contract costs.

Change All Routes to a Forty-Five (45) Minute Interval But Expand Service Area

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Any displeasure resulting from the transition to a forty-five (45) minute route interval may be tempered off by affording greater route coverage into areas which are currently unserviced. Although the shift in interval would none the less see a decrease of 33% in the level of service (ie. the number of runs made over the course of any given day), there would be an increase in level of service by way of the addition of new service areas for each of the routes. These may include greater coverage within existing built- up areas (eg. the Taylor Avenue area) and new coverage for outlying newer areas of development (eg. Prestancia Subdivision, Charing Cross Road and peripheral subdivisions south of Indian Creek Road, et cetera).

Implementation of Any Changes to Route Interval Timing

Should Council wish to consider any of the above options, Engineering and Transportation Division highly recommends that they be considered for implementation in January 2013 – the startup date of the new transit contract. This will allow for these options to be reviewed by the general public during the Public Information Centres as well as any other comparable alternative or proposed modifications to the transit system.

CONSULTATION

No public consultations were held related to the preparation of this report.

FINANCIAL IMPLICATIONS

As this report contains no recommendations per se, there are no financial implications associated with this report.

The report speaks to several options which may see the re-establishment of transit services to the Taylor Avenue area in the Community of Chatham. While the financial implications are “nil” for each of the options illustrated (ie. revenue and expense neutral) each option carries an associated decrease in level of service provided to the riders.

Prepared by: Reviewed by:

______Stephen Jahns, P.Eng. Gary Northcott, P. Eng. Manager, Infrastructure and Transportation Director Engineering and Transportation Division Engineering and Transportation Infrastructure and Engineering Services Infrastructure and Engineering Services

Reviewed by:

______Leo Denys, P. Eng. General Manager Infrastructure and Engineering Services

Councillor Robertson declared a conflict of interest and removed himself from discussion and voting on the matter.

Councillor Bondy moved, Councillor Herman seconded:

“That all routes be changed to a forty-five minute interval but expand the service

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area to include Taylor Avenue.”

Councillor Crew wanted to ensure that there was community input, prior to making any changes.

Councillor Crew moved, Councillor Herman seconded:

“That motion be postponed and the option considered during the public consultation and if supported, be included in the terms of reference for the contract.”

The Mayor put the Motion

Councillor Yes No Councillor Yes No Bondy X Parsons X Brown X Pinsonneault X Crew X Robertson Conflict Faas X Stirling X Fluker X Sulman X Gilbert X Vercouteren X Herman X Wesley X King X Mayor Hope X Leclair X Total 17 0 Myers X

Motion Carried

Councillor Bondy moved, Councillor Herman seconded:

“That the report be received for information.”

The Mayor put the Motion Motion Carried

11(a)(ii) – 2011 Information and Privacy Commissioner Statistical Report

MUNICIPALITY OF CHATHAM-KENT

CORPORATE SERVICES

MUNICIPAL GOVERNANCE

INFORMATION REPORT

TO: Mayor and Members of Council

FROM: Judy Smith Manager Municipal Governance/ Clerk

DATE: January 6, 2012

SUBJECT: 2011 Information and Privacy Commissioner Statistical Report ______

This report is for the information of Council.

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BACKGROUND

Annually all institutions must complete the Information and Privacy Commissioner’s (IPC) Year-End Statistical Report as required by the Municipal Freedom of Information and Protection of Privacy Act (the Act).

The IPC acts independently of government to uphold and promote open government and the protection of personal privacy. Under its statutory mandate, the IPC is responsible for: • resolving appeals from refusals to provide access to information; • investigating privacy complaints about information held by government organizations and health information custodians; • ensuring that the government organizations and health information custodians comply with the provisions of the Acts; • educating the public about Ontario's access and privacy laws; and • conducting research on access and privacy issues, and providing advice and comment on proposed government legislation and programs.

COMMENTS

The statistical report is divided into sections for reporting the details of the request such as the source, time for completion, compliance with the Act, disposition, exemptions or exclusions of request and fees collected.

The main source of requests for Chatham-Kent comes from individuals or businesses such as law firms. The Act requires the request to be completed within 30 days unless notification is sent requesting an extension. Chatham-Kent is able to report all requests in 2011 were completed within the 30 days therefore complying with the Act.

To date Chatham-Kent has been able to report that all requests have been disclosed either in full or in part. Also, no requests have been exempt or excluded from disclosure for reasons such as frivolous or vexatious.

The scope of the requests are very broad and therefore cannot be generalized or summarized by departments. They include, but are not restricted to, requests for copies of reports, property standard inspections, building permits, long term care resident files, contracts, and agreements.

The following is a summary of the number of requests the Municipality of Chatham-Kent has reported to the IPC.

Year # of requests 2004 8 2005 19 2006 15 2007 14 2008 29 2009 15 2010 24 2011 31

If a requestor is not satisfied with the Municipality’s decision, they may, within 30 days of the notice being given, request it be reviewed by the Information and Privacy Commissioner/Ontario (IPC).

In 2011, one of the 31 requests were forwarded to IPC and the mediator has notified that the Municipality properly applied the exemption of personal information. The file is

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now closed.

CONSULTATION

No other department was consulted.

FINANCIAL IMPLICATIONS

There is no financial impact related to this report.

Prepared by: Reviewed by:

______Judy Smith, CMM III Gerry Wolting, B. Math, CA Manager Municipal Governance/Clerk General Manager Corporate Services

Councillor Herman sought clarification on the Information and Privacy Act and how it relates to Chatham-Kent.

Councillor Herman moved, Councillor Bondy seconded:

“That the report be received for information.”

The Mayor put the Motion Motion Carried

12. NOTICES OF MOTION

(a) Presentation of new Notices of Motion

Councillor Sulman provided notice of motion regarding Provincial Funding of Employees. The matter will be added to the next regular meeting for discussion and voting.

Councillor Parsons presented notice of motion regarding Intergovernmental Affairs. The matter will be added to the next regular agenda for discussion and voting.

13. TENDER AWARDS (electronic voting)

a) Tender Award for the Demolition and Removal of Existing Kinsmen Auditorium, 80 Tweedsmuir Avenue, Chatham – Contract No. T11-225

MUNICIPALITY OF CHATHAM-KENT

COMMUNITY DEVELOPMENT

COMMUNITY SERVICES – RECREATION FACILITIES

TO: Mayor and Members of Council

FROM: Scott Mailing, Manager Recreation Facilities

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DATE: January 18, 2012

SUBJECT: Tender Award for the Demolition and Removal of Existing Kinsmen Auditorium, 80 Tweedsmuir Avenue, Chatham – Contract No. T11-225

RECOMMENDATION

It is recommended that:

1. The Demolition and Removal of Existing Kinsmen Auditorium, 80 Tweedsmuir Avenue, Chatham – Contract No. T11-225 be awarded to Gagnon Demolition Incorporated, McGregor, Ontario, at a cost of $196,913.80 (including 13% HST) to be funded by the Capital Budget.

BACKGROUND

On April 26 2010, Council approved the construction of the John D. Bradley Convention Centre located on the former Wheels Inn property and that the Kinsmen Auditorium be decommissioned due to its age, amenity constraints and high capital renewal and operation costs. The Convention Centre would have the capability to host most events currently held at the Kinsmen Auditorium in addition to larger conventions and events, which in turn would promote tourism to the Municipality of Chatham-Kent.

Capital funding of $288,000 was approved in the 2009 Capital budget for the demolition and removal of Kinsmen Auditorium.

COMMENTS

The tender for the Demolition and Removal of Existing Kinsmen Auditorium, 80 Tweedsmuir Avenue, Chatham – Contract No. T11-225 was issued on October 21, 2011. A Hazardous Material Assessment was conducted by Golder Associates with the results included in the tender document. The tender involves the abatement of designated substances, the demolition and removal of the existing building, backfilling and restoration of the site and then covering with B gravel for additional parking for

Memorial Arena and adjacent sports fields. Any useable inventory appurtenances will be disbursed to other recreation facilities. Eight completed tenders were received and opened by the Purchasing Officer on Thursday, December 1, 2011.

The Engineering and Transportation division reviewed the tender packages as provided by CK Purchasing on December 1, 2011. Save and except one tender package, which was disqualified due to the bid being qualified and incomplete, all bids were found to be complete and the results have been summarized in the table below.

Tender Results Demolition and Removal of Kinsmen Auditorium - T11-225 Rank Bidder Bid (including HST) 1. Gagnon Demolition Incorporated – McGregor, Ontario $196,913.80 2. JMX Contracting Incorporated – Gormley, Ontario $239,221.00 – Note B 3. Lions Group Incorporated – Caledon, Ontario $242,950.00 4. Budget Environmental Disposal Incorporated – Hamilton, Ontario $253,741.50 – Note C 5. Aim Waste Management Incorporated – Stoney Creek $259,674.00 6. Tri-Phase Environmental – Mississauga, Ontario $264,420.00 7. Priestly Demolition Incorporated – Kettleby, Ontario $318,569.60 - Note A - Dirk Koomans and Sons Limited – Chatham, Ontario Disqualified – Note D Note A: Mathematical (addition) error corrected. Read publicly as $222,519.60. Incorrect addition by Contractor. Note B: Mathematical (addition) error corrected. Read publicly as $239,291.00. Incorrect addition by Contractor. Note C: Mathematical error corrected. Read publicly as $224,004.42. Incorrect multiplication by Contractor. Note D: Read publicly as $113,000. Contractor was disqualified as it was clearly noted that the performance and maintenance bonding required per the contract would not be provided to Chatham-Kent.

Purchasing and Legal Services have been consulted regarding the disqualification of

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the bid submitted by Dirk Koomans and Sons Limited and concur with the decision.

It is recommended that the Demolition and Removal of Existing Kinsmen Auditorium, 80 Tweedsmuir Avenue, Chatham – Contract No. T11-225 be awarded to Gagnon Demolition Incorporated, McGregor, Ontario, at a cost of $196,913.80 (including 13% HST) to be funded by the Capital Budget. The actual cost to the Municipality is $177,017.08 (as only 1.76% HST is applied) plus $4,571 for the required insurance cost from January until April. The total cost for this project is within the $288,000 approved through the Capital Budget.

Under the requirements of the contract, all work associated with this contract must be completed by April 30, 2012.

The following is the anticipated timeline for project:

February 15, 2012 Designated substance removal begins March 15, 2012 Demolition of structure begins April 30, 2012 Construction completed

The building will be turned over to the demolition contractor in mid-February 2012 to allow for abatement of designated substances. As per the Municipality of Chatham-Kent’s insurance carrier and Legal Services, required utilities and insurance will remain in place until the site is turned over to the contractor. The entire construction site will be boarded and secured until project completion.

Demolition will follow in mid-March to minimize any problematic winter weather conditions and extra costs. Completion of the project will be by April 30, 2012.

Kinsmen Auditorium programs ended December 31, 2011. The groups that have rented space (Chatham Minor Hockey, Chatham Figure Skating, Chatham Minor Ball and Wall of Fame) have moved to other locations. The Kinsmen Fair will use Memorial Arena and adjacent parking lots.

COUNCIL STRATEGIC DIRECTIONS

The recommendation in this report supports the following Council Directions: Healthy, Active Citizens Growth Through Variety of Post-Secondary Institutions High Quality Environment Through Innovation Destination Chatham-Kent! Magnet for Sustainable Growth Prosperous and Thriving Community Has the potential to support all Council Directions Neutral issues (does not support negatively or positively)

CONSULTATION

The Manager, Infrastructure and Transportation assisted in the preparation of the tender document and report to council.

The Purchasing Officer, Corporate Services opened and reviewed the tenders and was consulted on the tendering process.

Legal Services was consulted regarding the disqualification of the bid submitted by Dirk Koomans and Sons Limited and concur with the decision.

FINANCIAL IMPLICATIONS

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Demolition and Removal of Existing Kinsmen Auditorium 80 Tweedsmuir Ave., Chatham Funding: - 2009 Capital Funding approved for this project ($288,000)

Expenses: - Recommended Tender (includes 1.76% HST implication) $ 177,017.08 - Insurance (January–April) $ 4,571.00 - Expenses to date $ 6,192.18

Remaining Balance for utility disconnections/relocations ($100,219.74)

Prepared by: Reviewed by:

______Scott Mailing, Manager Evelyn Bish, Director Recreation Facilities Community Services

Reviewed by:

______Don Shropshire, General Manager Community Development

Councillor Stirling moved, Councillor Pinsonneault seconded:

“That

Discussion took place regarding the cost and maintenance of the Kinsmen Auditorium and how service groups are being accommodated at other facilities.

Councillor Vercouteren moved, Councillor Brown seconded:

“That the motion be deferred to the May 30, 2012.”

The Mayor put the Motion to Defer

Councillor Yes No Councillor Yes No Bondy X Parsons X Brown X Pinsonneault X Crew X Robertson X Faas X Stirling X Fluker X Sulman X Gilbert X Vercouteren X Herman X Wesley X King X Mayor Hope X Leclair X Total 4 14 Myers X

Motion Defeated

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The Mayor put the Motion

Motion Carried

14. COMMUNITY DEVELOPMENT (electronic voting)

a) Chatham-Kent Accessibility Advisory Committee 2011-2012 Accessibility Report and Terms of Reference

MUNICIPALITY OF CHATHAM-KENT

COMMUNITY DEVELOPMENT

COMMUNITY SERVICES – RECREATION FACILITIES

TO: Mayor and Members of Council

FROM: Jane McGee, Facilities Supervisor Recreation Facilities

DATE: January 18, 2012

SUBJECT: Chatham-Kent Accessibility Advisory Committee 2011 - 2012 Accessibility Report and Terms of Reference

RECOMMENDATION

It is recommended that:

1. The Chatham-Kent Accessibility Advisory Committee’s 2011 - 2012 Accessibility Report, be approved.

BACKGROUND

On December 2, 2002, Council approved the creation of an Accessibility Advisory Committee. The Committee has been working to address issues related to accessibility and to meet the responsibilities and requirements of the Act.

On June 13, 2005, the Accessibility for Ontarians with Disabilities Act was given Royal Assent.

The legislation is: “An Act respecting the development, implementation and

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enforcement of standards relating to accessibility with respect to goods, services, facilities, employment, accommodation, buildings and all other things specified in the Act for persons with disabilities.”

The Act is designed so that municipalities, hospitals, schools boards, colleges and universities, public transportation providers, government ministries and agencies, the private sector and people with disabilities can take part in making Ontario a more accessible province.

There are a number of municipal obligations under the Act including the following:

• All municipalities are required to prepare accessibility plans, make them available to the public, and consult with persons with disabilities. • Municipalities of 10,000 or more residents are required to establish accessibility advisory committees and the majority of members must have a disability.

COMMENTS

Barriers for people with disabilities take many forms. The Municipality recognizes that the growth and prosperity of the community are founded on the diversity of its economy and vibrancy of its people – this includes people with varying abilities. The Committee, along with Council’s leadership and the assistance of municipal staff, work together to understand the broad range of disabilities that exist. This includes knowledge of the barriers that are present for people with varying abilities. Making Chatham-Kent accessible is an on-going process. The Municipality works within its resources and priorities to eliminate or identify accessibility barriers in municipal buildings.

Administration reviewed and updated the 2010 - 2011 Accessibility Report found in Attachment A, which reflects the initiatives that have been completed and future steps to be taken by municipal departments to remove and prevent barriers in municipally- owned facilities. The Committee created Terms of Reference to define the parameters of its responsibilities to fulfill the aims of the Act found in Attachment B.

Creating a community that is barrier-free benefits all residents and visitors to Chatham-Kent. The investment of time, resources, and funds that the Municipality makes toward the elimination of barriers will benefit the community today and tomorrow. A copy of previous year’s accessibility achievements is found in Attachment C.

COMMUNITY STRATEGIC PLAN

The recommendation in this report supports the following Council Directions:

Healthy, Active Citizens Growth Through Variety of Post-Secondary Institutions High Quality Environment Through Innovation Destination Chatham-Kent! Magnet for Sustainable Growth Prosperous and Thriving Community Has the potential to support all Council Directions Neutral issues (does not support negatively or positively)

CONSULTATION

The chairperson of the Chatham-Kent Accessibility Advisory Committee has reviewed the Terms of Reference and Accessibility Report.

All municipal departments reviewed the Accessibility Report and updated the initiatives in their specific departments.

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FINANCIAL IMPLICATIONS

There are no financial implications resulting from the approval of the Chatham-Kent Advisory Committee’s 2011 - 2012 Accessibility Report. The accessibility of municipally-owned buildings will be further researched and the projects that are identified will be brought back to Council for consideration.

Prepared by: Reviewed by:

______Jane McGee, Facilities Supervisor Evelyn Bish, Director Recreation Facilities Community Services

Reviewed by:

______Don Shropshire, General Manager Community Development

Councillor Robertson moved, Councillor Crew seconded:

“That

1. The Chatham-Kent Accessibility Advisory Committee’s 2011 - 2012 Accessibility Report, be approved.”

The Mayor put the Motion

Motion Carried

b) Notice of Motion – Councillor Sulman re A Technical University for Chatham-Kent

Councillor Sulman moved, Councillor Vercouteren seconded:

“That Council strike an Ad hoc Committee of Council of no more than six members, to pursue a Technical University of Chatham-Kent.”

The Mayor put the Motion

Councillor Yes No Councillor Yes No Bondy X Parsons X

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Brown X Pinsonneault X Crew X Robertson X Faas X Stirling X Fluker X Sulman X Gilbert X Vercouteren X Herman X Wesley X King X Mayor Hope X Leclair X Total 17 1 Myers X

Motion Carried

15. HEALTH AND FAMILY SERVICES (electronic voting)

a) Investment in Affordable Housing (IAH) Program Service Manager Administration Agreement and Program Delivery and Fiscal Plan (PDFP)

MUNICIPALITY OF CHATHAM-KENT

HEALTH AND FAMILY SERVICES

HOUSING SERVICES

REVISED

TO: Mayor and Members of Council

FROM: Shelley Wilkins, Director, Housing Services

DATE: January 30, 2012

SUBJECT: Investment in Affordable Housing (IAH) Program Service Manager Administration Agreement and Program Delivery and Fiscal Plan (PDFP)

RECOMMENDATIONS

It is recommended that:

1. The General Manager of Health and Family Services and the Director of Housing Services be authorized to execute the Service Manager Administration Agreement for the Investment in Affordable Housing for Ontario with Her Majesty the Queen in right of Ontario as represented by the Minister of Municipal Affairs and Housing to obtain $100,000 in administrative funding and $3,498,862 in program funding.

2. The $100,000 funding for administering the Investment in Affordable Housing (IAH) Program initiatives be deposited in the Chatham-Kent Housing Services reserve fund.

a. The Director of Housing Services be authorized to use up to $25,000 of the IAH administrative funding towards the cost of a consultant to prepare a Homelessness Study and Plan to meet the requirements of the new Housing Services Act, 2011.

Chatham-Kent Council at its meeting held on January 30, 2012 Page 18 of 45

b. The Director of Housing Services be authorized to use the remaining $75,000 towards the cost of administering the new (Ontario) Chatham-Kent Renovates program over fiscal years 2012 to 2015.

3. That the revised proposed Program Delivery and Fiscal Plan (PDFP) included in this report be approved and submitted to the Ministry of Municipal Affairs and Housing. The proposed PDFP includes expending up to 5% of the program funding ($3,498,862 x 5% = $174,943) on administrative expenses to deliver the (Ontario) Chatham-Kent Renovates program over fiscal years 2012 to 2015. 4. The Director of Housing Services be authorized to recruit and hire a full-time temporary Claims Analyst clerical position (at grade 6 of the Full-Time Non Union [FTHU] pay grid) for a 2.7 year contract term to assist in delivering the Chatham- Kent Renovates program.

5. The Director of Housing Services be authorized to transfer a total of $45,000 for fiscal years 2012, 2013 and 2014 at $450, $25,650 and $18,900 respectively, to the Building, Licensing and Development Division to compensate for building inspection services in the delivery of the Chatham-Kent Renovates programs.

BACKGROUND

Under the Canada-Ontario Affordable Housing Program (Strong Start, Wave 1 and 2009 Extension), Chatham-Kent successfully implemented the following program initiatives with $4.69 million in program funding plus $339,125 in administrative funding:

1. Capital, Rental & Supportive: has resulted in the addition of a total of 41 new affordable rental units, including: a. One Chatham Hope Non Profit Housing Inc. single family dwelling modified for the physically disabled; b. Twelve Remmcor Ltd rental units (three with mental health supports and four modified for physically disabled); c. Four Chatham Kent Women’s Centre second stage housing (at Nancy’s Place) for victims of domestic violence supports; and d. 24 Riverview Terrace rental units (12 modified for physically disabled).

2. Housing Allowance/Rent Supplement (HARS): 40 rental units with private landlords, including four victims of domestic violence, for a five year period, ending March 31, 2013.

3. Affordable Home Ownership: assisting 75 low to moderate income households purchase re-sale homes in Chatham-Kent. In most cases we assisted first time home buyers enter the private housing market.

Table 1: Affordable Housing Program (AHP) – Funding Summary Program Total Supportive Supportive Supportive Program Funding Received Admin Units Mental Domestic Physically Funding Health Violence Disabled Received Capital, 41 3 4 16 $4,030,000 $75,000 Rental and Supportive Housing 40 4 $384,000 $37,440 Allowance Rent Supplement Home 75 $276,000 $26,685 Ownership Sub-totals 156 3 8 16 $4,690,000 $139,125 AHP/SHRRP (Used for admin of Social Housing $200,000 Renovation & Retrofit Program: hired Eng Tech on contract 09-11) Totals $4,690,000 $339,125

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COMMENTS

On April 1, 2011 the Canada Mortgage and Housing Corporation (CMHC) and the Ministry of Municipal Affairs and Housing (MMAH) executed the “CMHC-Ontario Agreement for Investment in Affordable Housing 2011-2014,” with the stated objective being “to improve the living conditions of households in need by improving access to Affordable Housing off-reserve that is sound, suitable and sustainable… [The] overall outcome to be achieved … will be to reduce the number of households in need by improving access to Affordable Housing that is sound, suitable and sustainable for households in need.”

On August 18, 2011 then MPP Pat Hoy (Chatham-Kent Essex) issued a press release announcing that Chatham-Kent would receive $3,498,860 for the creation and repair of affordable housing over the next three years, starting in 2012 and ending March 31, 2015. On the same day, the Director of Housing Services received a letter dated August 12, 2011 from the Assistant Deputy Minister of the Housing Division for MMAH providing some details on our municipal IAH notional allocation and confirmation of the IAH administrative funding being $100,000 (in addition to the program funding):

Table 2: Investment in Affordable Housing (IAH) – Notional Allocation Year 2 Year 3 Year 4 Total Total Total Funding (Apr – Mar) (Apr – Mar) (Apr – Mar) Program Admin 2012 –13 2013 – 14 2014 – 15 Funding Funding $1,435,817 $1,438,387 $624,656 $3,498,860 $100,000 $3,598,860

Year 1 (2011-12) has been designed as a transitional year by MMAH and no allocations were provided for this year. Municipalities were given the option of submitting a business case to implement a portion of the notional allocation during the transitional year.

Table 3: Comparison of IAH 3 Year Notional Funding to AHP 2 Year Funding Program Program $ Admin $ Years AHP $4,690,000 $339,125 2 IAH $3,498,860 $100,000 3 IAH Adjusted $3,323,920 $274,943 3 Using max 5% program $ for admin $ + $100,000 admin $ Decrease in $1,366,080 $64,182 Incr in Total decrease in Funding: Funding Yrs: 1 $1,430,262

As Table 3 above shows, the Municipality’s IAH 3-year notional program allocation is $1.4 million less than its preceding AHP 2-year funding. Compounding this financial constraint is the fact that CMHC has downloaded its Residential Rehabilitation Assistance Program (RRAP) to the province. In turn, Ontario has rebranded this suite of programs as “Ontario Renovates” and has downloaded it to Service Managers as optional to implement within the notional IAH allocations and/or with municipal funding. And while it is identified as optional, in Chatham-Kent’s service area, CMHC had been spending in excess of $500,000 annually on its RRAP programs. As well, we know from our 2006 Housing Study that the housing stock in Chatham-Kent is older (almost 50% of dwellings constructed pre-1970 and over 25% built prior to 1945). And according to the 2001 census data, 25.7% of residents felt their home was in need of minor repairs and another 7.4% felt their home needed major repairs. With limited opportunities for adding new affordable housing it is more pressing to try to retain what affordable housing exists now.

The 2012 budget submission from the Director of Housing Services includes the IAH Administration funding of $100,000 which is payable upon Council approval of execution of the IAH Administration Agreement. The Director further recommended that $75,000 of this funding be transferred into the Housing Services general reserve and the remaining $25,000 be used to offset the cost of hiring a consultant to prepare a

Chatham-Kent Council at its meeting held on January 30, 2012 Page 20 of 45

Homelessness Plan pursuant to the new Housing Services Act. The 2012 budget submission recommends that this work be jointly funded by Employment and Social Services and Social Housing. It is anticipated that the remaining $75,000 will be required to fund the administration of the “Ontario Renovates” program. If there is any funding not required for administration it would be re-funnelled into the IAH programs.

Attached as Appendix 1 is the IAH Program Guideline (August 2011), Appendix B – Program Delivery and Fiscal Plan (PDFP) as completed, revised and proposed by the Director for endorsement by Council. The fiscal plan is summarized below in Table 5. The projected unit/household take-up plan includes:

1. Rental Housing: 12 new rental units. At the November 9, 2009 regular meeting, Council endorsed the proposals of Nasr Limited and Medd Development Group Ltd. with respect to building additional affordable housing. Council prioritized these endorsed projects, giving first priority to the municipal project at 5 Tecumseh Road, second priority to the Nasr Limited proposal and third priority to the Medd Development proposal. Council’s first priority received AHP funding in 2010-11. Given the limited funding allocation received, the Director is recommending that the Municipality re-submit the Nasr Limited proposal for funding under the IAH program (for 2012).

2. Homeownership: 37 re-sale units projected and 1 new build. This program has been popular in Chatham-Kent, with its main focus on assisting first-time home buyers. Based upon limiting assistance to under $7,000 for down payments, it is projected that Housing Services will help 15 households in Year 3and 22 households in Year 4. The Director has also received a request for financial assistance from the newly established Chatham-Kent Habitat for Humanity Canada (HFHC). Special provisions under the program allow for a cap of $50,000 per unit assistance for HFHC new builds. The Director is recommending that this funding be provided in Year 3 (Spring 2013), per the request of the HFHC – Chatham-Kent affiliate.

3. Rent Supplement: 40 rental units with private landlords, including 4 designated for victims of domestic abuse. Under the AHP funding program, Chatham-Kent has been able to take-up and fund 40 rental units. The current AHP program commenced in 2007 and will terminate March 31, 2013. The Director is recommending that these 40 units be maintained for another three years (April 2012 to March 31, 2015). Tenants who participate in the AHP and/or the IAH rent supplement program are given the opportunity to put their application for regular rent-geared-to-income (RGI) assistance on hold for one year at a time. They are reminded as the on-hold year draws to a close to indicate whether they wish to have their application held for another year, or they can re-activate their application. Because the program funding is temporary, we ensure participants are not unfairly penalized for living in a rent supplement unit. Having these additional 40 rent supplement units did make a positive impact on our wait list for RGI units; we anticipate the opposite will occur when the 40 units are no longer funded.

4. Ontario Renovates: It is projected that Housing Services will be able to assist 132 home owners repair or modify their homes or rental units, or create new residential units such as secondary or garden suites over a period of three years. These projections are based on pro-rating the level of funding available based upon the CMHC prior three year historical data for our service area. CMHC spent in excess of $500,000 per year on RRAP assistance in our service area. The Director suggests that this program be named “Chatham-Kent Renovates.”

The Director has consulted with the Chief Building Official (CBO) who has confirmed willingness to have the current Building Inspection staff complement

Chatham-Kent Council at its meeting held on January 30, 2012 Page 21 of 45

assist in the delivery of the Chatham-Kent Renovates programs. The Director recommends that the Building, Licensing and Development Division receive $45,000 for the period 2012 to 2014 inclusive, to be paid from the IAH program administration funding in increments of $450, $25,650 and $18,900 respectively.

The Director is recommending the hiring of a temporary full-time contract for 2.7 years (the length of the CK Renovates program) for a Claims Analyst (grade 6 FTNU equivalent on the salary grid). This position will be assigned responsibility for assisting in drafting Chatham-Kent Renovates policies, procedures, forms and database for tracking all applications throughout the process. This position will also have responsibility for assessing income eligibility, issuance and administration of the forgivable loans, and reporting to the Ministry (MMAH) on a regular basis. It is also anticipated that this position will assist in the delivery of other IAH programs, such as Home Ownership.

COUNCIL STRATEGIC DIRECTIONS

The recommendations in this report support the following Council Direction:

The goal is to reduce poverty.

CONSULTATION

The Director obtained historical program data from Canada Mortgage and Housing Corporation. This information was used to project the Ontario Renovates portion of the attached PDFP (Appendix 1).

The Director attended the half-day November 4, 2011 Ontario Municipal Social Services Association (OMSSA) Session: Ontario Renovates/RRAP Forum where municipalities with experience in delivering a portion of the RRAP program locally presented. CMHC retained responsibility for issuing funds, administration of the forgivable loans, title registrations, etc.

The Housing Advisor, Housing Services contacted the owner of Nasr Limited. The owner confirmed a continuing interest in proceeding with Nasr Limited’s affordable housing project proposal.

The Director met with the Chief Building Official (CBO) to review information concerning the Ontario Renovates program, funding, RRAP information and to discuss interest in assisting in the delivery of Ontario Renovates programs in Chatham-Kent. The CBO confirmed willingness to provide the required building inspection services for program delivery.

A Budget Analyst has reviewed the financial implications and concurs with the figures estimated in this report.

FINANCIAL IMPLICATIONS

Table 4: IAH Program Funding (Revenue)

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Year 1 Year 2 Year 3 Year 4 Provincial Apr – Mar Apr – Mar Apr – Mar Apr – Mar Total Fiscal Year 2011 – 12 2012-13 2013-14 2014-15 Allocation $1,435,817 $1,438,387 $624,658 $3,498,862

Jan - Dec $174,943 $3,498,862 $1,364,026 $1,366,468 $593,425 Admin $ $100,000 $3,598,862

Chatham-Kent’s Proposed Program Delivery and Fiscal Plan (PDFP) Summarized CK Fiscal Yr 2012 2012 2013 2014 2015 Admin $ $100,000 $100,000

Yr 1 J – D $174,943 $1,186.373 $1,361,316

Yr 2 J - D $1,215,004 $1,215,004

Yr 3 J - D $774,188 $774,188

Yr 4 J - D $148,354 $148,354

Total $274,943 $3,598,862 $1,186,373 $1,215,004 $774,188 $148,354

IAH Program Administration Funding of $100,000 will be due and payable to Chatham- Kent upon Council’s authorization to execute the IAH Administration Agreement. It is anticipated that this funding will be received in the first quarter of 2012. It has been included in the 2012 budget submission for Housing Services. The IAH Program funding of $1,076,863 has also been included in the 2012 budget submission for housing services. Up to 5% of program funding (i.e., $174,943) can be used for Administrative funding with MMAH approval. The Director has requested MMAH approval to receive all administrative funding up-front. MMAH has confirmed that a decision on this request will be provided in the new year. With MMAH approval, Chatham-Kent will have a total of $274,943 in administrative funding and $3,323,920 in program funding under the IAH program.

Table 5: IAH Proposed Program Expenditures

Program Yr 2 Apr - Mar Yr 3 Apr - Mar Yr 4 Apr - Mar Total Rental Housing 0 $1,200,000 $1,200,000 $0 Homeownership $150,000 $300,000 $0 $150,000 Rent Supplement $97,440 $97,440 $97,440 $292,320 CK Renovates $1,531,600 $66,586 $1,119,028 $345,985 Sub-Totals $3,323,920 $1,364,026 $1,366,468 $593,425 Claims Analyst $65,425 $68,225 wages/labour burden $35,000 Plus 2 months $11,838 $180,488 Building Inspection Admin Fee / Costs $45,000 $450 $25,650 $18,900 Extra Program $ Funds to cover full cost of staff and program administration; balance to IAH program $49,455 Total $3,598,863

Prepared by:

______Shelley Wilkins, BPA, CMM III

Chatham-Kent Council at its meeting held on January 30, 2012 Page 23 of 45

Director, Housing Services

Reviewed by:

______Lucy Brown, RN, BA General Manager Health and Family Services

Councillor Crew moved, Councillor King seconded:

“That

2. The $100,000 funding for administering the Investment in Affordable Housing (IAH) Program initiatives be deposited in the Chatham-Kent Housing Services reserve fund.

b. The Director of Housing Services be authorized to use the remaining $75,000 towards the cost of administering the new (Ontario) Chatham- Kent Renovates program over fiscal years 2012 to 2015.

4. The Director of Housing Services be authorized to recruit and hire a full-time temporary Claims Analyst clerical position (at grade 6 of the Full-Time Non Union [FTHU] pay grid) for a 2.7 year contract term to assist in delivering the Chatham-Kent Renovates program.

The Mayor put the Motion

Councillor Yes No Councillor Yes No

Chatham-Kent Council at its meeting held on January 30, 2012 Page 24 of 45

Bondy X Parsons X Brown X Pinsonneault X Crew X Robertson X Faas X Stirling X Fluker X Sulman X Gilbert X Vercouteren X Herman X Wesley X King X Mayor Hope X Leclair X Total 18 0 Myers X

Motion Carried

16. EMERGENCY MEDICAL SERVICES (electronic voting)

a) Replacement Computers for Emergency Medical Service Vehicles

MUNICIPALITY OF CHATHAM-KENT

FIRE AND EMERGENCY SERVICES

EMERGENCY MEDICAL SERVICES

TO: Mayor and Members of Council

FROM: Alan DeVillaer, Coordinator, Emergency Medical Services

DATE: January 12, 2012

SUBJECT: Replacement Computers for Emergency Medical Service Vehicles

RECOMMENDATION

It is recommended that:

1. The purchase of 15 “Panasonic Toughbooks” laptop computers for all Emergency Medical Service vehicles at a cost of $6,000 each, for a total of $90,000 plus HST be approved. This purchase will be funded from the Emergency Medical Service reserve.

BACKGROUND

In 2005 laptop computers were installed in every responding Chatham-Kent EMS vehicle. These computers are of rugged construction, designed to stand up to the rigours of emergency service work.

The laptops are used to assist with mapping and address location, a policy and procedure library and pre-planning layouts of various buildings and sports fields. The laptops are secured in the vehicles with approved computer mounting hardware which meets all Ministry of Health guidelines.

Currently, the Panasonic laptops in the response vehicles are six years old and cannot be relied upon or serviced for emergency response use.

Chatham-Kent Council at its meeting held on January 30, 2012 Page 25 of 45

COMMENTS

In late 2011, the Information Technology Service division was consulted for replacement of the current laptop computers which are Panasonic Toughbook CF29 Touch Screen laptops. The recommendation is to purchase the Panasonic Toughbook CF31 Touch Screen laptops at a cost of approximately $6,000 each plus HST. This price includes all required software. This model of computer can be used with the current computer mounting hardware in the responding vehicles. No additional training will be required for the paramedics using the replacement computers.

COUNCIL STRATEGIC DIRECTIONS

The recommendation(s) in this report support the following Council Directions:

CONSULTATION

• Information Technology Services assisted with the evaluation and recommendation process for the replacement computers. • Financial Services provided the current funds available in the Ambulance reserve.

FINANCIAL IMPLICATIONS

The purchase of the laptop computers will be funded through the Emergency Medical Service reserve. The current funding in this reserve is $883,137.

Prepared by:

______Alan DeVillaer, M.B.A. Coordinator, Emergency Medical Services

Reviewed by:

______Robert Crawford, Fire Chief, Fire and Emergency Services

Councillor Stirling moved, Councillor Vercouteren seconded:

“That

1. The purchase of 15 “Panasonic Toughbooks” laptop computers for all Emergency Medical Service vehicles at a cost of $6,000 each, for a total of

Chatham-Kent Council at its meeting held on January 30, 2012 Page 26 of 45

$90,000 plus HST be approved. This purchase will be funded from the Emergency Medical Service reserve.”

The Mayor put the Motion

Motion Carried

17. INFRASTRUCTURE AND ENGINEERING SERVICES a) Amending By-law for Buckingham Avenue Curb and Gutter Local Improvement, Community of Chatham

MUNICIPALITY OF CHATHAM-KENT

INFRASTRUCTURE AND ENGINEERING SERVICES

ENGINEERING AND TRANSPORTATION DIVISION

TO: Mayor and Members of Council

FROM: Nelson Cavacas, C.E.T. Manager, Infrastructure and Development Engineering

DATE: December 23, 2011

SUBJECT: Amending By-Law for Buckingham Avenue Curb and Gutter Local Improvement Community of Chatham

RECOMMENDATION

It is recommended that:

1. By-law # 65-2010, which is a by-law to authorize the construction of curb and gutter on Buckingham Avenue, from King Street West to Phillip Street in the Community of Chatham and the imposition of a sidewalk rate for the payment of the Capital cost of the construction said works known as the Buckingham Avenue Curb and Gutter be amended.

BACKGROUND

Chatham-Kent Council passed By-law #65-2010 at the regular meeting on March 1, 2010 to authorize the construction of curb and gutter on Buckingham Avenue, from King Street West to Phillip Street in the Community of Chatham and the imposition of a

Chatham-Kent Council at its meeting held on January 30, 2012 Page 27 of 45

sidewalk rate for the payment of the Capital cost of the construction of said works known as the Buckingham Avenue Curb and Gutter. Engineering and Transportation Division estimate of costs and assessment for this project was included in the authorized by-law as Schedule A.

COMMENTS

Buckingham Avenue Curb and Gutter project has been tendered, awarded, constructed and commissioned. It has been previously conveyed to the affected property owners of the Buckingham Avenue Curb and Gutter project that successful local improvement petitions for new curb and gutter would involve an $85.00 per metre local improvement charge to the benefiting properties. However, in light of new information and legal clarification of the Local Improvement Act, the Municipality informed the affected property owners that grant funding on the Robertson Outfall project can be applied to these improvements.

The curb and gutter improvement will be assessed to the abutting owners according to the current special rate of $28.33 per metre frontage due to the reduction of applying 2/3 ISF grant funding. The Buckingham Avenue property owners’ share of the curb and gutter work is $9,091.53.

Consequently, an amendment to By-law #65-2010 is required to complete the assessment procedure and accurately reflect the current special rate of $28.33 per metre frontage.

COUNCIL STRATEGIC DIRECTIONS

The recommendation in this report supports the following Council Directions:

CONSULTATION

The Municipal Clerk has been consulted throughout the process and has provided ongoing advice.

FINANCIAL IMPLICATIONS

In addition to the curb and gutter local improvement costs that will be recovered through assessment, the balance of costs associated with the recommendation will be funded within the ISF approved $11,500,000 budget for the Robertson Outfall Sanitary Sewer Separation project which is 2/3 funded equally by the Federal and Provincial Governments.

Prepared by: Reviewed by:

______Nelson Cavacas, C.E.T. Gary Northcott, P. Eng. Manager, Director,

Chatham-Kent Council at its meeting held on January 30, 2012 Page 28 of 45

Infrastructure and Development Engineering Engineering and Transportation Engineering and Transportation Division Division

Reviewed by:

______Leo Denys, P. Eng. General Manager Infrastructure and Engineering Services

Councillor Myers moved, Councillor Crew seconded:

“That

The Mayor put the Motion

Councillor Yes No Councillor Yes No Bondy X Parsons X Brown X Pinsonneault X Crew X Robertson X Faas X Stirling Not Present Fluker X Sulman X Gilbert X Vercouteren X Herman X Wesley X King X Mayor Hope X Leclair X Total 17 0 Myers X

Motion Carried

b) Amending By-law for Phyllis Avenue Curb and Gutter Local Improvement, Community of Chatham

MUNICIPALITY OF CHATHAM-KENT

INFRASTRUCTURE AND ENGINEERING SERVICES

ENGINEERING AND TRANSPORTATION DIVISION

TO: Mayor and Members of Council

FROM: Nelson Cavacas, C.E.T. Manager, Infrastructure and Development Engineering

Chatham-Kent Council at its meeting held on January 30, 2012 Page 29 of 45

DATE: December 23, 2011

SUBJECT: Amending By-Law for Phyllis Avenue Curb and Gutter Local Improvement Community of Chatham

RECOMMENDATION

It is recommended that:

1. By-law # 64-2010, which is a by-law to authorize the construction of curb and gutter on Phyllis Avenue, from King Street West to Phillip Street in the Community of Chatham and the imposition of a sidewalk rate for the payment of the Capital cost of the construction said works known as the Phyllis Avenue Curb and Gutter be amended.

BACKGROUND

Chatham-Kent Council passed By-law #64-2010 at the regular meeting on March 1, 2010 to authorize the construction of curb and gutter on Phyllis Avenue, from King Street West to Phillip Street in the Community of Chatham and the imposition of a sidewalk rate for the payment of the Capital cost of the construction of said works known as the Phyllis Avenue Curb and Gutter. Engineering and Transportation Division estimate of costs and assessment for this project was included in the authorized by-law as Schedule A.

COMMENTS

Phyllis Avenue Curb and Gutter project has been tendered, awarded, constructed and commissioned. It has been previously conveyed to the affected property owners of the Phyllis Avenue Curb and Gutter project that successful local improvement petitions for new curb and gutter would involve an $85.00 per metre local improvement charge to the benefiting properties. However, in light of new information and legal clarification of the Local Improvement Act, the Municipality informed the affected property owners that grant funding on the Robertson Outfall project can be applied to these improvements. The curb and gutter improvement will be assessed to the abutting owners according to the current special rate of $28.33 per metre frontage due to the reduction of applying 2/3 ISF grant funding. The Phyllis Avenue property owners’ share of the curb and gutter work is $9,169.19.

Consequently, an amendment to By-law #64-2010 is required to complete the assessment procedure and accurately reflect the current special rate of $28.33 per metre frontage.

COUNCIL STRATEGIC DIRECTIONS

The recommendation in this report supports the following Council Directions:

Chatham-Kent Council at its meeting held on January 30, 2012 Page 30 of 45

CONSULTATION

The Municipal Clerk has been consulted throughout the process and has provided ongoing advice.

FINANCIAL IMPLICATIONS

Prepared by: Reviewed by:

______Nelson Cavacas, C.E.T. Gary Northcott, P. Eng. Manager, Director, Infrastructure and Development Engineering Engineering and Transportation Engineering and Transportation Division Division

Reviewed by:

______Leo Denys, P. Eng. General Manager Infrastructure and Engineering Services

Councillor Sulman moved, Councillor Gilbert seconded:

“That

The Mayor put the Motion

Chatham-Kent Council at its meeting held on January 30, 2012 Page 31 of 45

Motion Carried

c) Amending By-law for Harvey Street Curb and Gutter Local Improvement, Community of Chatham

MUNICIPALITY OF CHATHAM-KENT

INFRASTRUCTURE AND ENGINEERING SERVICES

ENGINEERING AND TRANSPORTATION DIVISION

TO: Mayor and Members of Council

FROM: Nelson Cavacas, C.E.T. Manager, Infrastructure and Development Engineering

DATE: December 23, 2011

SUBJECT: Amending By-Law for Harvey Street Curb and Gutter Local Improvement Community of Chatham

RECOMMENDATION

It is recommended that:

1. By-law # 202-2010, which is a by-law to authorize the construction of curb and gutter on Harvey Street, from Robertson Avenue to Inshes Avenue in the Community of Chatham and the imposition of a sidewalk rate for the payment of the Capital cost of the construction said works known as the Harvey Street Curb and Gutter be amended.

BACKGROUND

Chatham-Kent Council passed By-law #202-2010 at the regular meeting on September 13, 2010 to authorize the construction of curb and gutter on Harvey Street, from Robertson Avenue to Inshes Avenue in the Community of Chatham and the imposition of a sidewalk rate for the payment of the Capital cost of the construction of said works known as the Harvey Street Curb and Gutter. Engineering and Transportation Division estimate of costs and assessment for this project was included in the authorized by-law as Schedule A.

COMMENTS

Harvey Street Curb and Gutter project has been tendered, awarded, constructed and commissioned. It has been previously conveyed to the affected property owners of the Harvey Street Curb and Gutter project that successful local improvement petitions for new curb and gutter would involve an $85.00 per metre local improvement charge to the benefiting properties. However, in light of new information and legal clarification of the Local Improvement Act, the Municipality informed the affected property owners that grant funding on the Robertson Outfall project can be applied to these improvements. The curb and gutter improvement will be assessed to the abutting owners according to the current special rate of $28.33 per metre frontage due to the reduction of applying

Chatham-Kent Council at its meeting held on January 30, 2012 Page 32 of 45

2/3 ISF grant funding. The Harvey Street property owners’ share of the curb and gutter work is $3,763.72.

Consequently, an amendment to By-law #202-2010 is required to complete the assessment procedure and accurately reflect the current special rate of $28.33 per metre frontage.

COUNCIL STRATEGIC DIRECTIONS

The recommendation in this report supports the following Council Directions:

CONSULTATION

The Municipal Clerk has been consulted throughout the process and has provided ongoing advice.

FINANCIAL IMPLICATIONS

Prepared by: Reviewed by:

______Nelson Cavacas, C.E.T. Gary Northcott, P. Eng. Manager, Director, Infrastructure and Development Engineering Engineering and Transportation Division Engineering and Transportation Division

Reviewed by:

______Leo Denys, P. Eng. General Manager Infrastructure and Engineering Services

Councillor Sulman moved, Councillor Gilbert seconded:

“That

Chatham-Kent Council at its meeting held on January 30, 2012 Page 33 of 45

The Mayor put the Motion

Motion Carried

d) Chatham-Kent Minor Culvert Lifecycle Program

MUNICIPALITY OF CHATHAM-KENT

INFRASTRUCTURE AND ENGINEERING SERVICES

ENGINEERING AND TRANSPORTATION DIVISION

TO: Mayor and Members of Council

FROM: Stephen Jahns, P.Eng. Manager, Infrastructure and Transportation Engineering and Transportation Division

DATE: January 4, 2012

SUBJECT: Chatham-Kent Minor Culvert Lifecycle Program

RECOMMENDATION:

It is recommended that:

1. The establishment of a minor culvert lifecycle program be refered to the 2012 budget process.

BACKGROUND

As Council is aware, the Municipality of Chatham-Kent has the honour of being one of the largest amalgamated municipalities in the Province of Ontario. Simply due to our physical size (approximately 110 kilometres long by 75 kilometres wide – or 2,494 square kilometres), Chatham-Kent possesses an extensive inventory of municipal infrastructure assets. These include:

Chatham-Kent Council at its meeting held on January 30, 2012 Page 34 of 45

• 3,500 lane kilometres of paved roadways • 3,500 lane kilometres of gravel roadways • 4,800 kilometres of municipal drains • 16,000 plus “minor” culverts (structure with spans < three (3) metres) • 850 plus “major” bridges and culverts (structures with spans > three (3) metres)

The purpose of this report is to update Chatham-Kent Council as to the need for establishing a “Minor” Culvert Lifecycle Program.

COMMENTS

Minor culverts are separate and distinct from major bridges and culverts due to the nature of their span. Structures (whether concrete, corrugated steel or otherwise) of span less than three (3) metres are categorized as minor culverts.

Chatham-Kent`s inventory of minor culverts has recently been compiled and contains approximately 16,000 distinct sites. These sites include all roadside ditch culverts, driveway and farm access culverts, road crossing culverts et cetera found within the limits of any given municipal road allowance. Road crossing culverts account for approximately 40% of the total inventory – or approximately 6,500 sites.

The current replacement value of these 16,000 minor culverts equates to approximately $120M (or roughly $1,090 per resident of Chatham-Kent).

Current year funding needs have been identified as approximately $16M. Annual funding needs equate to an additional $2.4M annually.

Presently, Chatham-Kent does not have a lifecycle funding program in place for minor culvert infrastructure. The majority of funding for the replacement and maintenance of these sites come from the Public Works operating budget. Public Works Division and Engineering and Transportation Division are managing the needs of the inventory against an immediate funding “shortfall” of approximately $16M and an annual funding “shortfall” of $2.4M.

COUNCIL STRATEGIC DIRECTIONS

The recommendations in this report support the following Council Directions:

CONSULTATION

No public consultations were held related to the preparation of this report.

FINANCIAL IMPLICATIONS

The report serves to identify the current $16M needs of the minor culvert inventory as well as the further requirement of approximately $2.4M annually. Furthermore, the report serves to reinforce the importance of annual funding to establish a sustainable culvert lifecycle program for Chatham-Kent. The commitment of an annual funding allocation must be considered by Chatham-Kent Council to ensure a sustainable and

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safe inventory of minor culvert structures.

Prepared by: Reviewed by:

Reviewed by:

______Leo Denys, P. Eng. General Manager Infrastructure and Engineering Services

Councillor King moved, Councillor Leclair seconded:

“That

1. The establishment of a minor culvert lifecycle program be refered to the 2012 budget process.”

The Mayor put the Motion

Motion Carried

e) Notice of Motion – Councillor Bondy re Pedestrian Crossing at the corner of King Street and Sixth Street

Councillor Bondy withdrew his notice of motion.

18. CORPORATE SERVICES (electronic voting)

a) Chatham-Kent Local Boards and Committees of Council Policy

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MUNICIPALITY OF CHATHAM-KENT

CORPORATE SERVICES

MUNICIPAL GOVERNANCE

TO: Mayor and Members of Council

FROM: Judy Smith, CMM III Manager Municipal Governance, Clerk

DATE: January 30, 2012

SUBJECT: Chatham-Kent Local Boards and Committees of Council Policy

RECOMMENDATION

It is recommended that:

1. The Chatham-Kent Local Boards and Committees of Council Policy be adopted.

BACKGROUND

In January 2009, the Clerk’s office assumed the role of coordinating the Committees of Council. To date, all Committee/Board appointments are coordinated through the Clerk’s Office.

Previously, administration had been asked to review the current process for appointments to Committees of Council.

COMMENTS

The Procedure By-law is intended to provide a common framework for the Committee/Board meetings.

Administration has prepared a policy for Local Boards and Committees of Council including qualifications of citizen members; recruitment process; selection process; terms of office; appointment of Council members and responsibilities of municipal support staff (Appendix A).

QUALIFICATIONS OF CITIZEN MEMBERS

Membership qualifications on Local Boards and Committees of Council to which Council makes appointments that are not prescribed by provincial legislation would give preference to the appointment of persons who are the owner or tenant of land or the spouse of said owner or tenant of land in the Municipality of Chatham-Kent. All citizen members shall be at least 18 years of age, with the exception of the appointment of youth representatives where the terms of reference includes youth representatives to provide the Municipality with input on issues affecting youth in our community.

RECRUITMENT PROCESS

During the election year, the recruitment of citizen members to Local Boards and Committees of Council will commence in October with Council appointment dates targeted for December unless the terms of reference states otherwise.

The Municipality’s website will be utilized to include all information regarding the

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recruitment process. A standard application form will be used by all citizens applying for membership on a Local Board or Committee of Council.

When vacancies occur before the expiration of the appointed term where possible, a coordinated approach will be taken to fill all vacancies that occur within the same year by the staff support of that particular committee with guidance from the Clerk’s department.

SELECTION PROCESS

Staff in the Clerk’s Department will review the applications received to ensure that the age requirements and the application deadline as identified have been met.

The Clerk’s Department will forward applicable applications to the staff support of each Local Board and Committee of Council. Each department may comment on the applications received and these comments will be included in the report to Council.

A report will be prepared by the Clerk’s department without recommendations; however will include qualifications and comments from staff support. This report will be reviewed by Council in Closed Session in early December and subsequently in Open Council by mid December in order that appointments to all Local Boards and Committees of Council can be completed and members notified prior to January 1 of the following year.

TERM OF OFFICE

Where terms of office are not prescribed by provincial legislation or set out in the terms of reference, citizen members’ terms of office will be for a four year term (beginning in January of the same Council term). If the terms of reference indicate a staggered basis of the citizen members’ terms, the Clerk’s department will assist with the recruitment process. In addition, the Clerk’s department will encourage the Committees and Local Boards to initiate the staggered membership format upon review of their terms of reference. This would prevent the possibility of a new membership with no experience on a Committee or Local Board.

Although the basis of the terms of reference will be that no member shall be appointed for more than two (2) consecutive terms, it is understood that certain Local Boards and Committees of Council may have terms of reference which lessen or broaden this term limit.

Following Council approval of citizen member appointments, each staff support of the Local Board and Committee of Council will be directed to: • send letters to all successful applicants confirming their appointment; • send letters to all unsuccessful applicants advising that they have not been selected but thanking them for their application APPOINTMENT OF COUNCIL MEMBERS

Immediately after the municipal election, the Mayor-elect and Councillors-elect will receive a list of Local Boards and Committees of Council to which Council appoints its members to sit. Members of Council-elect shall submit a list of committees to which they seek appointment to the Clerk. The Mayor will prepare a preliminary list of nominations for the Local Board and Committees of Council.

The appointments will be done in open session at the first regular Council meeting in December. During open session, in addition to the Mayor’s preliminary list of nominations, Councillors may nominate additional councillors to a board or committee. The Mayor will ask all nominees if they wish to stand for this committee. Should there be more volunteers than required for any position it will be decided by using a voting format.

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Each Councillor shall seek appointment and serve upon a minimum of two (2) committees. Unless otherwise stated, the term on the Local Board or Committee of Council will be for the four (4) year Council term. Should no Council member volunteer for a committee and there is a vacancy, the Mayor may recruit a Council member to this position for Council’s consideration.

RESPONSIBILITIES OF MUNICIPAL SUPPORT STAFF

At the first meeting of a new term of the board or committee the staff person shall ensure the necessary training is provided to all members. A confidentiality form must also be signed.

The staff person may follow the above recruitment process to fill the vacancies should there be any vacancies throughout the term.

The Chair and/or staff person for the board or committee shall have the ability to handle public requests and actions at the meetings.

Agendas and minutes of each meeting must be posted on the Chatham-Kent website with similar guidelines within the Procedural By-law of Chatham-Kent Council. Agendas must be posted 48 hours prior to the meeting to allow deputations an opportunity to speak to an agenda item and minutes must be posted on the website once approved by the Committee. Once approved by the board or committee, minutes must be forwarded to the Clerk’s Department for inclusion in the upcoming Council meeting agenda.

COMMUNITY STRATEGIC PLAN:

The recommendations in this report support the following objectives and strategic directions: D4 – Encourage public participation in decision making E1 – Encourage, organize, support and recognize volunteer input for all community issues Expected Results:

Increase exposure to community decision making Increase participation in volunteers

CONSULTATION

EMT has reviewed the policy and agrees with the content.

FINANCIAL IMPLICATIONS:

There are no financial implications involved with this recommendation.

Prepared by: Reviewed by:

______Judy Smith, CMM III Gerry Wolting, B. Math, CA Manager Municipal Governance/Clerk General Manager, Corporate Services Corporate Services

Councillor Gilbert moved, Councillor Myers seconded:

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“That

1. The Chatham-Kent Local Boards and Committees of Council Policy be adopted.”

Councillor Gilbert moved an Amendment, Councillor Crew seconded:

“That Section 5.3 of the policy be amended to read:

The Mayor will prepare a preliminary list of nominations for the Local Boards and Committees of Council respecting the wishes of individual councilors as per the results of the survey regarding their committee interests.”

The Mayor put the Amendment

Amendment Carried

The Mayor put the Motion, as amended

Motion Carried

19. CLOSED SESSION REPORTS (electronic voting)

COUNCIL CLOSED SESSION REPORT January 24, 2012

In attendance: Chair Herman, Mayor Hope, Councillors Bondy, Crew, Faas, Fluker, Gilbert (arrived at 5:12 p.m.), King, Leclair, Myers, Parsons (arrived at 5:22 p.m.), Pinsonneault, Robertson, Stirling, Sulman, Vercouteren and Wesley.

Not in attendance: Councillor Brown.

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No disclosures of pecuniary interests were declared.

Council directed administration on the following item:

• Recruitment of a Chief Administrative Officer, Section 239.2 (b) and (d), to deal with a personal matter about an identifiable individual and employee negotiations.

COUNCIL CLOSED SESSION REPORT January 30, 2012

In attendance: Chair Herman, Mayor Hope, Councillors Bondy, Crew, Faas, Fluker, Gilbert (arrived at 5:00 p.m.), King, Myers, Parsons, Robertson, Stirling, Sulman, Vercouteren and Wesley.

Not in attendance: Councillors Brown, Leclair, and Pinsonneault.

No disclosures of pecuniary interests were declared.

Council directed administration on the following items:

• Potential litigation re flooding issues – Section 239(2)(e) • Potential litigation regarding municipal property in the community of Chatham – Section 239(2)(e)

Councillor Herman moved, Councillor Sulman seconded:

“That the January 24, 2012 and January 30, 2012 Closed Session Reports be received.”

The Mayor put the Motion

Councillor Yes No Councillor Yes No Bondy X Parsons X Brown Conflict Pinsonneault X Crew X Robertson X Faas x Stirling X Fluker X Sulman X Gilbert X Vercouteren X Herman X Wesley X King Not Present Mayor Hope X Leclair X Total 16 0 Myers X

Motion Carried

20. READING OF BY-LAWS

(a) FIRST READING

Councillor Vercouteren moved, Councillor Pinsonneault seconded:

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“That the By-laws be taken as read for the first time.”

The Mayor put the Motion Motion Carried

(b) SECOND READING

i. By-law to provide for drainage work in the Municipality of Chatham-Kent for the Huisman Drain (Community of Howard) FIRST AND SECOND READING ONLY

ii. By-law to provide for drainage work in the Municipality of Chatham-Kent for the Hill Drain – Walker Culvert (Community of Tilbury East) FIRST AND SECOND READING ONLY

iii. By-law to provide for drainage work in the Municipality of Chatham-Kent for the Big Creek Drain & Branch A (Community of Harwich) FIRST AND SECOND READING ONLY

iv. By-law to provide for drainage work in the Municipality of Chatham-Kent for the Erieau Wind Farm – Group 1 Culverts, Bavin Drain, Miller Drain, Lancaster Drain, Milns Drain & Craford Drain (Community of Raleigh) FIRST AND SECOND READING ONLY

v. By-law to provide for drainage work in the Municipality of Chatham-Kent for the Erieau Wind Farm – Group 2 Culvert, Howard Drain, Duke Drain, Bisnett Drain & John Clarke Drain (Community of Harwich) FIRST AND SECOND READING ONLY

vi. By-law to provide for drainage work in the Municipality of Chatham-Kent for the Erieau Wind Farm – Group 3 Culvert, Warick Drain (Community of Harwich) FIRST AND SECOND READING ONLY

vii. By-law to provide for drainage work in the Municipality of Chatham-Kent for the East Lake St. Clair Wind Farm – Group 4 Culverts, Burke Drain, Henderson-Herbert Drain & Hind Drain (Community of Dover) FIRST AND SECOND READING ONLY

viii. By-law to provide for drainage work in the Municipality of Chatham-Kent for the East Lake St. Clair Wind Farm – Group 5 Culverts, Fox Drain, Dunlop Drain & Parrish Ditch (Community of Dover) FIRST AND SECOND READING ONLY

ix. By-law to provide for drainage work in the Municipality of Chatham-Kent for the East Lake St. Clair Wind Farm – Group 6 Culverts, Main Drain of the Fraser Pumping Works, 18-19 Sideroad Branch of the Whitebread Pumping Works, Main Drain of the Whitebread Pumping Works, Fryer Drain Main Branch & Corsini Pumping Works (Community of Dover) FIRST AND SECOND READING ONLY

x. By-law to provide for drainage work in the Municipality of Chatham-Kent for the East Lake St. Clair Wind Farm – Substation Culvert, 13th Concession Drain East (Community of Chatham Township) FIRST AND SECOND READING ONLY

Councillor Vercouteren moved, Councillor Pinsonneault seconded:

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“That the By-law be taken as read for the second time.”

The Mayor put the Motion Motion Carried

(e) COUNCIL TO GO INTO COMMITTEE, IF REQUIRED, TO DISCUSS BY-LAWS

(f) RESUMPTION OF COUNCIL

(g) THIRD AND FINAL READING

xi. By-law to amend By-law Number 65-2010 (By-law to authorize the construction of a curb and gutter on Buckingham Avenue, from King Street West to Phillip Street in the Community of Chatham and the imposition of a curb and gutter rate for the payment of the capital cost of the construction of such curb and gutter works; Buckingham Avenue Curb and Gutter)

xii. By-law to amend By-law Number 64-2010 (By-law to authorize the construction of curb and gutter on Phyllis Avenue, from King Street West to Phillip Street in the Community of Chatham and the imposition of a curb and gutter rate for the payment of the capital cost of the construction of such curb and gutter works; Phyllis Avenue Curb and Gutter)

xiii. By-law to amend By-law Number 201-2010 (By-law to authorize the construction of curb and gutter on Harvey Street, from Robertson Avenue to Inshes Avenue in the Community of Chatham and the imposition of a curb and gutter rate for the payment of the capital cost of the construction of such curb and gutter works; Harvey Street Curb and Gutter)

xiv. By-law to appoint Don Shropshire to the position of Chief Administrative Officer for The Corporation of the Municipality of Chatham-Kent

xv. By-law to confirm proceedings of the Council of The Corporation of the Municipality of Chatham-Kent at its meeting held on the 30th day of January, 2012

Councillor Brown moved, Councillor Vercouteren seconded:

“That the By-laws be taken as read for a third time and finally passed.”

The Mayor put the Motion Motion Carried

21. APPROVAL OF COMMUNICATION ITEMS

(a) Approval of the January 30, 2012 Council Information Package

1. Correspondence From (a) Letter from Diane Finley, Minister of Human Resources and Skills Development to Mayor Randy Hope dated January 6, 2012 re Chatham-Kent’s energized Building Condition Assessments and Reserve Fund Forecasts. (b) Copy of a letter addressed to Affected Property Owners from Wayne and Gloria Jackson dated November 9, 2011 re Concerns Regarding Solar Farm Water Control Project.

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(c) Letter from Mr. Dan K. McCormick, Interim CAO, Rainy River District Social Services Administration Board to Premier Dalton McGuinty dated January 10, 2012 re Funding for Social Housing. (d) Notice of Poll – OGRA Board of Directors. (e) Letter from Rietta Sullivan, Treasurer, Laudate Dominum Choir to Mayor Randy Hope dated January 12, 2012 re 50th Anniversary Handel’s Messiah concert.

2. Routine Approvals Delegated to Administration (a) Corporate Services (i) Letter to The Kidney Foundation of Canada, Windsor & District Chapter from Maggie Downey, Municipal Governance dated January 20, 2012 re March “Kidney Health Month” Door to Door Canvas. (ii) Letter to Kathy O’Neill, Secretary Treasurer, Chatham Goodfellows from Maggie Downey, Municipal Governance dated January 20, 2012 re Porchlight and Street Paper Sales.

3. Resolutions (a) Resolution from the Corporation of the County of Huron dated December 21, 2011 re Low Frequency Noise (LFN).

4. Invitations (a) Invitation to attend the unveiling of the plans for the Redevelopment of the Tecumseh Monument (Chatham-Kent 1812 Bicentennial Project), January 26, 2012. (b) Invitation to attend St. Clair Region Conservation Authority Annual General Meeting, Thursday, February 16, 2012.

______

Councillor Fluker moved, Councillor Brown seconded:

“That the January 30, 2012 Council Information Package be approved.”

The Mayor put the Motion Motion Carried

Councillor Brown referenced Item #1(b) – Letter to affected property owners from Wayne and Gloria Jackson re Concerns Regarding Solar Farm Water Control Project.

Councillor Brown requested staff provide Council with an update of this situation and what controls are in place to ensure that this issue does not happen again. The Director, Drainage, Asset and Waste Management updated Council on this matter.

22. NON AGENDA BUSINESS

Councillor Herman requested an update as to when Council would be receiving a report regarding the Economic Development trip to Asia. The General Manager of Community Development explained that staff is preparing the report for the February 13, 2012 meeting.

23. RESOLUTION COUNCIL IN CLOSED SESSION & ADJOURNMENT

Councillor Herman moved, Councillor Faas seconded:

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“That Chatham-Kent Council adjourn to its next Meeting to be held at 400 p.m. on Monday, February 13, 2012 and that Chatham-Kent Council authorize itself to meet in closed session on that day to discuss any matters permitted by The Municipal Act.

The Mayor put the Motion Motion Carried

The meeting adjourned at 9:20 p.m.

______MAYOR – Randy R. Hope

______CLERK – Judy Smith

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