Municipality of Hastings Highlands Regular Meeting of Council, Operations AGENDA Individuals who submit letters and other information to Council should be aware that any personal information contained within their communications may become part of the public record and may be made available to the public through the Council Agenda process.
Date: October 19, 2016 Time: 9:00 AM
Page 1. Call to order
a Deputy Mayor Roberts will call the meeting to order "O Canada"
2. Deletions to the agenda
3. Disclosure of pecuniary interest and the general nature thereof
4. Cheque Presentation to the Fund Development Committee, Quinte North Hastings Hospital - Caring Today for Tomorrow Diagnostic Campaign
5. Delegate Alternate Chair
10 a Alternate Chair Appointment THAT Council receives this report “Alternate Chair Appointment” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT Council appoints ______to act as Alternate Chair for the Regular Meeting of Council, Operations Oct. 19, 2016.
6. Approval of Draft Minutes
11 - 21 a Draft Minutes of the Regular Meeting of Council, Planning and Delegations and the Special Meeting of Council, both held on October
Page 1 of 173 5, 2016.
THAT Council approves the draft minutes of the Regular Meeting of Council, Planning and Delegations and the Special Meeting of Council, both held on October 5, 2016 as submitted.
7. Tenders None.
8. Reports and Bylaws
a Building
22 - 24 i) Monthly Building Report THAT Council receives the Monthly Building Report as information only, as submitted by the CBO.
b Bylaw Enforcement
25 - 27 i) Monthly Bylaw Enforcement Report THAT Council receives the Monthly Bylaw Enforcement Report as information only, as submitted by the BLEO.
c Fire None.
d Library None.
e Finance
28 - 35 i) Monthly Treasury Report THAT Council receives the Monthly Treasury Report as information only, as submitted by the Treasurer & Tax Collector. 36 - 37 ii) Ontario Community Infrastructure Fund Top Up THAT Council receives this report “Ontario Community Infrastructure Fund Top Up” as provided by the Treasurer and Tax Collector and;
THAT Council authorizes the submission of an application for the Ontario Community Infrastructure Fund (OCIF) Top Up on or before October 21st, 2016. The proposed project name is the Maynooth Downtown Highway Revitalization Project. 38 - 40 iii) Strategic Plan Quarterly Report - Treasurer & Tax Collector THAT Council receives this report “Strategic Plan Quarterly Report” as submitted by the Treasurer and Tax Collector for information purposes only.
Page 2 of 173 41 - 47 iv) Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF) THAT Council receives this report “Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF)” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT the Bylaw 2016-074 being, a funding agreement between the Municipality of Hastings Highlands and the Province of Ontario be read a first, second and third time and finally passed.
f Operations
48 - 52 i) Monthly Operations Report THAT Council receives the Monthly Operations Report as information only, as submitted by the Operations Manager. 53 - 54 ii) Strategic Plan Quarterly Report-Operations Manager THAT Council receives this report “Strategic Plan Quarterly Report” as information only, as submitted by the Operations Manager.
55 - 61 iii) Aggregate Resources THAT Council receives this report “Aggregate Resources” as submitted by the Operations Manager and;
THAT Council review the 2016 Compliance Assessment Schedule provided by WSP Canada Inc. and;
FURTHERMORE THAT Council moves forward with staff’s recommended three year compliance schedule which includes the surrendering of four (4) aggregate resources by the end of 2016. 62 iv) Tandem Plow Trucks THAT Council receives this report “Tandem Plow Trucks” as submitted by the Operations Manager and;
THAT Council approves maintenance on Tandem Plow/Sanding unit 301(2000 Ford Sterling) and;
FURTHERMORE THAT Council be made aware that Tandem Plow/Sander unit #404 must be removed from Hastings Highlands fleet and;
FURTHERMORE THAT Council approves the Operations Manager to proceed immediately with an RFP to purchase a
Page 3 of 173 new Tandem Plow/Sanding unit. 63 v) Communications Tower THAT Council receives this report “Communication Tower” as information only, as submitted by the Operations Manager.
g Clerks Department
64 - 65 i) Clerk’s Department Monthly Update THAT Council receives this report “Clerk’s Department Monthly Update” as information only, as submitted by the Clerk/Manager of Corporate Services. 66 - 67 ii) Ontario East Municipal Conference 2016 (OEMC) THAT Council receives this report “Ontario East Municipal Conference 2016 (OEMC)” as information only, as submitted by the Clerk/Manager of Corporate Services. 68 - 70 iii) Strategic Plan Quarterly Report – Clerk/Manager of Corporate Services THAT Council receives this report “Strategic Plan Quarterly Report” as information only, as submitted by the Clerk/Manager of Corporate Services. 71 - 72 iv) Repeal Bylaw 2014-099, Appointment to Health & Safety Committee THAT Council receives this report “Repeal Bylaw 2014-099, Appointment to Health & Safety Committee” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT Council repeals Bylaw 2014-099 a Bylaw for the Appointment of a Member of Council to the Municipal Health and Safety Committee. 73 - 75 v) Appointment of Member of Council to the Municipal Dog Pound Board THAT Council receives this report “Appointment of Member of Council to the Municipal Dog Pound Board” as submitted by the Clerk/Manager of Corporate Services and;
THAT Council Members appoint ______to act on behalf of the Municipality of Hastings Highlands as a representative to the Municipal Dog Pound Board. 76 - 79 vi) Vet Committee THAT Council receives this report “Bylaw 2016-077 “Appointment of North Hastings Veterinary Committee” as submitted by the Clerk/Manager of Corporate Services and;
Page 4 of 173 FURTHERMORE THAT the Bylaw 2016-077 be read a first, second and third time and passed and;
FURTHERMORE THAT a letter with Bylaw 2016-077 be delivered to the North Hastings Veterinary Committee. 80 - 81 vii) Repeal Bylaw 2014-100, Appointment of Fence Viewers THAT Council receives this report “Repeal Bylaw 2014-100, Appointment of Fence Viewers” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT Council repeals Bylaw 2014-100 a Bylaw for the Appointment of Fence Viewers. 82 viii) Declaration of Council Seat Vacant - Ward 3 THAT Council receives this report “Declaration of Council Seat Vacant - Ward 3” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT Council declares the Monteagle Ward 3 Council seat vacant. 83 - 99 ix) Council Vacancy Policy and the Method to Fill the Vacancy THAT Council receives this report “Council Vacancy Policy and the Method to Fill the Vacancy” as submitted by the Clerk/Manager of Corporate Services and;
WHEREAS Bylaw #2016-079 Being a Bylaw for the Council Vacancy Policy be read a first, second and third time and finally passed and;
FURTHERMORE THAT Council fill the vacancy as per the Appointment Options of one (1) 1.1 or 1.2 or two (2) outlined within this report.
h Management
100 - i) Monthly CAO Report - September 101 THAT Council receives the Monthly CAO Report as information only, as submitted. 102 - ii) Ontario East Municipal Conference 2016 (OEMC) 104 THAT Council receives this report “Ontario East Municipal Conference 2016 (OEMC)” as information only, as submitted by the CAO. 105 - iii) Strategic Plan Quarterly Report - CAO 106 THAT Council receives this report “Strategic Plan Quarterly
Page 5 of 173 Report” as information only, as submitted by the CAO. 107 - iv) Strategic Plan Quarterly Report - Department Managers 109 THAT Council receives this report “Strategic Plan Quarterly Report” as information only, as submitted by Administration. 110 v) Invitational RFP – Insurance Services 2017 THAT Council receives this report “Invitational RFP - Insurance Services 2017” as submitted by the CAO and;
THAT Council hereby approves the CAO to proceed immediately with an Invitational RFP for Insurance Services prior to the 2017 April 1st implementation date.
9. Mayor and Municipal Councillors Reports
a Mayor Bloom
111 - i) Monthly Mayor's Report 112 THAT Council receives the Monthly Mayor's Report as information only, as submitted.
b Deputy Mayor Roberts
113 i) Draft Minutes of the Bancroft and Area Community Policing Advisory Committee Meeting (BACPAC) held on September 6, 2016 THAT Council receives the Draft Minutes of the Bancroft and Area Community Policing Advisory Committee Meeting (BACPAC) held on September 6, 2016 as information only, as submitted.
c Councillor Robinson
114 - i) Minutes of the Arena Committee September 14, 2016. 115 THAT Council receives the Minutes of the Arena Committee held on September 14, 2016 as information only, as submitted.
10. Motions (for Which Notice Has Been Given)
116 a Councillor Roberts, Notice of Motion given October 5, 2016 THAT Council direct staff to present options to council for a Secure Poll or Survey for each ward a) Bring back curbside pick-up of Waste/Recyclables b) Do not bring back Curbside pick-up of Waste/Recyclables on or before February 2017 Council Meeting
11. Communication Items
117 a Bill Mauro, The Municipal Elections Modernization Act, 2016
Page 6 of 173 118 - 120 b News Release - Ontario Newsroom - OMB Improvement of Efficiency and Accessibility
121 - 127 c Honourable Kathleen Wynne regarding OMB Reform
128 - 129 d Matthew Torigian, Deputy Minister, Ministry of Community Safety and Correctional Services
130 - 137 e Letters in Support of Bill 171 Highway Traffic Amendment Act - carried at September 7, 2016 Regular Meeting of Council -Grey County -Township of Clearview -City of Belleville -Township of Pickle Lake -Township of Montague
138 - 141 f The Honourable Bardish Chagger, P.C., M.P., Minister of Small Business and Tourism
142 g Mayor Bill Vrebosch, Municipality of East Ferris
143 - 146 h J.W. Tiernay, Executive Director, OGRA
147 - 149 i Accessibility Dictorate of Canada
150 - 152 j Mike Palecek, National President Canadian Union of Postal Workers (CUPW)
153 - 156 k Ombudsman Ontario September 2016 Newsletter
157 - 163 l Community and Human Services Newsletter Fall 2016
164 m Hastings Stewardship
165 n Halloween Party, Hastings Highlands Library, October 27, 2016
166 o Trivia Night, Hastings Highlands Centre, Emond Hall, October 28, 2016
167 p Toni Lavigne-Conway, St. Francis Valley Healthcare Fund, sympathy card
12. Notices of Motion Any items brought forth will be considered by Council at the next Regular Meeting of Council, Operations.
13. Resolutions from other Municipalities/Levels of Government
168 - 170 a Association of Municipalities of Ontario – What’s Next Ontario? Project THAT Council receives this report “Association of Municipalities of Ontario – What’s Next Ontario? Project,” as provided by the Acting Deputy Clerk and;
Page 7 of 173 WHEREAS The Council for the Municipality of Hastings Highlands supports and endorses the AMO Board’s request for resolution dated October 6, 2016;
THAT Council approves the following motion;
WHEREAS recent polling, conducted on behalf of the Association of Municipalities of Ontario indicates 76% of Ontarians are concerned or somewhat concerned property taxes will not cover the cost of infrastructure while maintaining municipal services, and 90% agree maintaining safe infrastructure is an important priority for their communities;
AND WHEREAS infrastructure and transit are identified by Ontarians as the biggest problems facing their municipal government;
AND WHEREAS a ten-year projection (2016-2025) of municipal expenditures against inflationary property tax and user fee increases, shows there to be an unfunded average annual need of $3.6 billion to fix local infrastructure and provide for municipal operating needs;
AND WHEREAS the $3.6 billion average annual need would equate to annual increases of 4.6% (including inflation) to province-wide property tax revenue for the next ten years;
AND WHEREAS this gap calculation also presumes all existing and multi-year planned federal and provincial transfers to municipal governments are fulfilled;
AND WHEREAS if future federal and provincial transfers are unfulfilled beyond 2015 levels, it would require annual province- wide property tax revenue increases of up to 8.35% for ten years;
AND WHEREAS Ontarians already pay the highest property taxes in the country;
AND WHEREAS each municipal government in Ontario faces unique issues, the fiscal health and needs are a challenge which unites all municipal governments, regardless of size;
NOW THEREFORE BE IT RESOLVED that this Council supports the Association of Municipalities of Ontario in its work to close the fiscal gap; so that all municipalities can benefit from
Page 8 of 173 predictable and sustainable revenue, to finance the pressing infrastructure and municipal service needs faced by all municipal governments.
14. Pending Items
171 a Pending Items Review THAT Council receives the Pending Items for information purposes, as submitted.
15. Future Municipal Events
172 a Future Municipal Events Review THAT Council receives the Future Municipal Events for information purposes, as submitted.
16. Questions from the Public
a At this time, we will enter into question period for the prescribed ten minutes. I would ask when recognized, that you rise, state your name and question. Please do not enter into a preamble, or you will be asked again to state your question only. Please remember that any questions asked must pertain to only items discussed by council during today's meeting. Notice of Motion items to be considered only at the next regular meeting of council.
17. Closed Session (if required) None
18. Confirmatory Bylaw
173 a Bylaw 2016-081 being a bylaw to confirm the proceedings of Council. THAT Council passes Bylaw 2016-81 being a bylaw to confirm the proceedings of Council be read a first, second, third time and finally passed.
19. Adjournment
a Adjournment of Meeting THAT Council adjourns to meet again on November 2, 2016 at 9:00 am for the Regular Meeting of Council, Planning and Delegations, or at the call of the Mayor.
Page 9 of 173 AGENDA ITEM #a
REPORT TO: Members of Council
FROM: Robyn Rogers, Clerk/Manager of Corporate Services
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE Alternate Chair Appointment
RECOMMENDATION:
THAT Council receives this report “Alternate Chair Appointment” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT Council appoints ______to act as Alternate Chair for the Regular Meeting of Council, Operations Oct. 19, 2016.
ORIGIN/BACKGROUND: With the absence of Mayor Bloom, Deputy Mayor Roberts will be the Presiding Chair of the October 19th Regular Meeting of Council, Operations. At any time that Deputy Mayor Roberts wishes to speak to an item on the agenda he shall ask the Alternate Chair to receive the gavel for that time period. Council is being asked to appoint the Alternate Chair at the beginning of the agenda to fill this duty. The appointment will be through nomination from a Council Member who moves the recommendation and states a Member’s name, then receives a seconder and then is put to vote.
OPTIONS: Non Applicable FINANCIAL IMPACT: Non Applicable STRATEGIC PLAN CONFORMANCE: Not Applicable ATTACHMENTS: Not Applicable REFERENCES: Not Applicable
Respectfully submitted,
Alternate Chair Appointment Page 10 of 173 AGENDA ITEM #a
Page 1 of 9 Regular Meeting of Council, Planning and Delegations Minutes Wednesday, October 05, 2016
Municipality of Hastings Highlands Regular Meeting of Council, Planning and Delegations Minutes
October 5, 2016 - Regular Meeting of Council, Planning and Delegations at the Hastings Highlands Centre
Council: Vivian Bloom Staff: Pat Pilgrim Bert Cannon Robyn Rogers Tracy Hagar Suzanne Huschilt Nancy Matheson David Stewart Gregg Roberts Cathy Bujas Hald Robinson David Kasperski Denver Mayhew Absent: Mike Leveque
Others: Christine Hudder, Sarah Sobanski, Kristena Schutt, Andreas Pandikiu, Shelli Bimm-Jeffs, Bob Millar, Lorraine Fell, Keith Buck, Donna Buck, Harold Harris, Sheralee Butwell, Marie Bimm, Carol Russell, Robert McPherson, Vic A. Bodnar, Bill Cheshire, Drew Bronson, Denis Richard, Teddy Windmoller, Bonnie Yu, Bernard Yu, Avis Price, Matt Newhook, Roween Card, Marjory McPherson.
Call to order :
Mayor Bloom called the meeting to order "O Canada"
Mayor Bloom called for a moment of silence in honour of Councillor Michael Leveque's passing.
Deletions to the agenda:
Councillor Robinson's Notice of Motion re: Motion to Reconsider Withdrawn at today's meeting.
Disclosure of pecuniary interest and the general nature thereof:
None.
Draft Minutes of the Regular Meeting of Council, Planning an... Page 11 of 173 AGENDA ITEM #a
Page 2 of 9 Regular Meeting of Council, Planning and Delegations Minutes Wednesday, October 05, 2016
Employee Service Awards:
Margo Merritt Kenny Scott Joan Nieman Fred Davis Chris Armstrong Wayne Stamplecoski
Approval of Draft Minutes:
Draft Minutes of the Regular Meeting of Council
Robinson/Cannon (473-2016) THAT Council approves the draft minutes of the Regular Meeting of Council, Operations, Planning and Delegations, held on September 7, 2016 as submitted. Carried
Delegations:
9:05 a.m. Shelli Bimm-Jeffs, Property Owner, 1194 Lake St. Peter Rd. regarding dock placement complaint at 1206 Lake St. Peter Rd.
9:15 a.m. Bob Millar, Property Owner, 33 Lewis Lane, regarding request for Private Roads Grant Policy
Tenders:
None.
Reports and Bylaws:
Planning:
Notice of Sale of Surplus Land
Hagar/Matheson (474-2016) THAT Council hereby receives this report "Notice of Sale of Surplus Land" as information only, as submitted by the CAO.
Draft Minutes of the Regular Meeting of Council, Planning an... Page 12 of 173 AGENDA ITEM #a
Page 3 of 9 Regular Meeting of Council, Planning and Delegations Minutes Wednesday, October 05, 2016
At this time, any person may make a verbal or written representation either for or against the proposed sale of land. Carried
Bylaw 2016-071 to Rezone Part of Lot 7, Concession 11, Monteagle
Robinson/Cannon (475-2016) THAT Council receives this Report “Bylaw 2016-071 to Rezone Part of Lot 7, Concession 11, Monteagle” as submitted by the Building/Planning Clerk and;
THAT Council approves Bylaw 2016-071 being a bylaw to amend Comprehensive Zoning bylaw 2004-035, as amended as follows:
To change the zone category of Part of Lot 7, Concession 11, in the Geographic Township of Monteagle (6 acre parcel created west of 293 Old Welsh Road), as shown on the map attached hereto as Schedule ‘A’, from the MARGINAL AGRICULTURE (MA) ZONE to the RURAL RESIDENTIAL (RR) ZONE. This change of zone category is to bring the subject lot into compliance with the zoning bylaw.
THE subject lands shall be used only in accordance with the RURAL RESIDENTIAL (RR) ZONE requirements of the aforesaid bylaw, and such general provisions of Bylaw 2004-035 as may apply.
At this time, any person may make a verbal or written representation either for or against the proposed amendment. Carried
Bylaw 2016-072 to Rezone Part of Lots 14 and 15, Concession 8, Monteagle
Hagar/Robinson (476-2016) THAT Council receives this Report “Bylaw 2016-072 to Rezone Part of Lots 14 and 15, Concession 8, Monteagle” as submitted by the Building/Planning Clerk and;
THAT Council approves Bylaw 2016-072 being a bylaw to amend Comprehensive Zoning bylaw 2004-035, as amended as follows:
To change the zone category of Part of Lots 14 and 15, Concession 8, in the Geographic Township of Monteagle (122 Salmon Trout Lane, Salmon Trout Lake) as shown on the map attached hereto as Schedule ‘A’, from the MARGINAL AGRICULTURE (MA) ZONE to the SPECIAL MARGINAL AGRICULTURE – 89 (MA-89) ZONE. This change of zone category is to recognize access via a right-of-way. Condition of Hastings County Land Division Committee Consent file number B9/16.
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Page 4 of 9 Regular Meeting of Council, Planning and Delegations Minutes Wednesday, October 05, 2016
THE subject lands shall be used only in accordance with the SPECIAL MARGINAL AGRICULTURE – 89 (MA-89) ZONE requirements of the aforesaid bylaw, and such general provisions of Bylaw 2004-035 as may apply.
At this time, any person may make a verbal or written representation either for or against the proposed amendment. Carried
Bylaw 2016-073 Hickey transfer Part of Maxwell Settlement Road
Robinson/Cannon (477-2016) THAT Council receives this report “Bylaw 2016-073 Hickey transfer Part of Maxwell Settlement Road” as submitted by the Building/Planning Clerk as information only.
THAT Council approves bylaw 2016-073 being a bylaw to establish certain lands as a public travelled highway and authorize execution of a Transfer.
AND FURTHER THAT Council repeals Bylaw 2016-067. Carried
Craft proposed closure and Sale of Unopened Concession Road Allowance between Lots 5 and 6, Concession 11, McClure
Roberts/Matheson (478-2016) THAT Council receives this report “Craft proposed closure and Sale of Unopened Concession Road Allowance between Lots 5 and 6, Concession 11, McClure” as submitted by the Building/Planning Clerk.
THAT Council does not approve the request to close and purchase the Road Allowance between Lots 5 and 6, Concession 11, in the Geographic Township of McClure. Carried
Newhook Proposed Shore Road Allowance Purchase in front of 2131 North Baptiste Lake Road, Baptiste Lake
Matheson/Hagar (479-2016) THAT Council receives this report “Newhook Proposed Shore Road Allowance purchase in front of 2131 North Baptiste Lake Road, Baptiste Lake” as submitted by the Building/Planning Clerk; and
THAT Council gives tentative approval to the proposed closure and sale of part of the Shore Road Allowance around Baptiste Lake lying in front of 2131 North Baptiste Lake Road, Part of Lot 15, Concession 6, being Part 1 on Plan 21R-18624, in the Geographic Township of Herschel.
Draft Minutes of the Regular Meeting of Council, Planning an... Page 14 of 173 AGENDA ITEM #a
Page 5 of 9 Regular Meeting of Council, Planning and Delegations Minutes Wednesday, October 05, 2016
Carried
Gray Proposed Retaining Walls and Staircase replacement, 1560 Papineau Lake Road, Papineau Lake
Matheson/Cannon (480-2016) THAT Council receives this report “Gray Proposed Retaining Walls and Staircase replacement, 1560 Papineau Lake Road, Papineau Lake” as submitted by the Building/Planning Clerk; and
THAT Council gives approval to the proposed retaining walls and stair replacement as indicated in the documentation submitted by Robert Edward Gray and Michelle Lyn Gray provided that no work will be beyond the High Water Mark of Papineau Lake and that all work will be at least 14 feet from the High Water Mark of Papineau Lake. Carried
Bylaw 2016-078 O-At-Ka Road
Hagar/Roberts (481-2016) THAT Council receives this report “Bylaw 2016-078 O-At-Ka Road” as submitted by the Building/Planning Clerk.
THAT Council approves bylaw 2016-078 being a bylaw to establish certain lands as a public travelled highway and authorize execution of documentation to register this bylaw. Carried
Committee of Adjustment Minutes June 22, 2016
Robinson/Matheson (482-2016) THAT Council receives the Committee of Adjustment Minutes, held on June 22, 2016 as information only, as submitted by the Building/Planning Clerk. Carried
Bylaw Enforcement:
Dock, 1206 Lake St. Peter Road
Matheson/Hagar (483-2016) THAT Council receives this Report “Dock, 1206 Lake St. Peter Road” as submitted by the Building/Planning Clerk. Carried
New Motion:
New Motion - Dock, 1206 Lake St. Peter Road
Draft Minutes of the Regular Meeting of Council, Planning an... Page 15 of 173 AGENDA ITEM #a
Page 6 of 9 Regular Meeting of Council, Planning and Delegations Minutes Wednesday, October 05, 2016
Hagar/Matheson (recorded vote requested) (484-2016) THAT Council does not make the Windmoller's move their boat dock on the side of their property as it falls under legal non conforming and there is verbal, written and pictures stating that the dock has been in this location as far back as 1966 to verify this.
Cannon - No Hagar - Yes Matheson - Yes Roberts - Yes Robinson - No Bloom - Yes Carried
Operations:
Purdy Bangor Rink
Robinson/Hagar (485-2016) THAT Council receives this report “Purdy Bangor Rink” as information only, as submitted by the Operations Manager. Carried
Clerks Department:
Bylaw 2016-057 to Exempt Line Fences Act with Apportioning Costs of Division Fences
Roberts/Hagar (486-2016) THAT Council receives this report “Bylaw 2016-057 to Exempt Line Fences Act with Apportioning Costs of Division Fences” as provided by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT the Bylaw 2016-057 respecting the Apportioning of Costs of Division Fences be read a first, second and third time and passed. Carried
Management:
Update - Scotia Bank Closing in Maynooth
Matheson/Hagar (487-2016) THAT Council receives this Report “Update – Scotiabank Closing in Maynooth” as information only, as submitted by the CAO. Carried
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Page 7 of 9 Regular Meeting of Council, Planning and Delegations Minutes Wednesday, October 05, 2016
Motions (for Which Notice Has Been Given):
Councillor Robinson, Withdrawl of Motion re: In-House Garbage Collection, "Notice of Motion from September 7, 2016"
Communication Items:
the Honourable Marie-France Lalonde, Minister of Government and Consumer Services and Minister Responsible for Francophone Affairs
Glenn Thibeault, Minister of Energy
Superintendent Commander, M.M. (Marc) Bedard, Municpal Policing Bureau, Ontario Provincial Police
City Clerk, Donna Delvecchio from City of Thorold
Nancy J.Bozzato, Town Clerk, Town of Pelham
Legal Matters Fall 2016 - Information on Regulating Communication Towers
J.W. Tiernay, Executive Director, Ontario Good Roads Association (OGRA)
Jennifer Card, Partnership Specialist - Bancroft District MNRF regarding Public Input, Wildlife Management Strategy
Toni Lavigne-Conway, Executive Director, St. Francis Valley Healthcare Foundation
Business Unlimited - Regional Business Resource Fair, October 18, 2016 at Hastings Highlands Centre
2016 Tourism Awards Celebration featuring Fifth Annual HOTie Awards
Hagar/Robinson (488-2016) THAT Council receives the communications items for information purposes, as submitted. Carried
Notices of Motion:
These items will be brought forth and considered by Council at the next Regular Meeting of Council, Operations.
Draft Minutes of the Regular Meeting of Council, Planning an... Page 17 of 173 AGENDA ITEM #a
Page 8 of 9 Regular Meeting of Council, Planning and Delegations Minutes Wednesday, October 05, 2016
Councillor Roberts, Notice of Motion THAT Council direct staff to present options to council for a Secure Poll or Survey for each ward a) Bring back curbside pick-up of Waste/Recyclables b) Do not bring back Curbside pick-up of Waste/Recyclables on or before February 2017 Council Meeting
Pending Items:
Pending Items Review
Hagar/Robinson (489-2016) THAT Council receives the Pending Items for information purposes, as submitted. Carried
Future Municipal Events:
Future Municipal Events Review
Matheson/Hagar (490-2016) THAT Council receives the Future Municipal Events for information purposes, as submitted. Carried
Questions from the Public:
At this time, we will enter into question period for the prescribed ten minutes. I would ask when recognized, that you rise, state your name and question. Please do not enter into a preamble, or you will be asked again to state your question only. Please remember that any questions asked must pertain to only items discussed by council during today's meeting. Notice of Motion items to be considered only at the next regular meeting of council.
Closed Session :
None.
Confirmatory Bylaw:
Bylaw 2016-075 being a bylaw to confirm the proceedings of Council.
Hagar/Robinson (491-2016)
Draft Minutes of the Regular Meeting of Council, Planning an... Page 18 of 173 AGENDA ITEM #a
Page 9 of 9 Regular Meeting of Council, Planning and Delegations Minutes Wednesday, October 05, 2016
THATCouncil passes Bylaw 2016-075, being a bylaw to confirm the proceedings of Council be read a first, second, third time and finally passed. Carried
Adjournment:
Adjournment of Meeting
Roberts 10:28 a.m. (492-2016) THAT Council adjourns to meet again on October 19, 2016 at 9:00 am for the Regular Meeting of Council, Operations or at the call of the Mayor. Carried
Vivian Bloom, Mayor Robyn Rogers, Clerk
Draft Minutes of the Regular Meeting of Council, Planning an... Page 19 of 173 AGENDA ITEM #a
Special Meeting of Council Minutes Wednesday, October 05, 2016
Municipality of Hastings Highlands Special Meeting of Council Minutes
October 5, 2016 - Special Meeting of Council at the Hastings Highlands Centre
Council: Vivian Bloom Staff: Pat Pilgrim Bert Cannon Robyn Rogers Tracy Hagar Suzanne Huschilt Nancy Matheson David Stewart Gregg Roberts Cathy Bujas Hald Robinson
Absent: Mike Leveque
Others: Kristena Schutt, Keith Buck, Donna Buck, Harold Harris.
Call to order:
Mayor called the meeting to order.
Disclosure of pecuniary interest and the general nature thereof:
None.
Deletions to the agenda:
None.
Reviewing Proposed New Draft of Procedural Bylaw:
Reviewed Draft of Procedural Bylaw
Confirmatory Bylaw:
Bylaw 2016-076, being a bylaw to confirm the proceedings of Council
Robinson/Cannon (493-2016) THAT Council passes Bylaw 2016-076, being a bylaw to confirm the proceedings of Council be read a first, second, third time and finally passed.
Draft Minutes of the Regular Meeting of Council, Planning an... Page 20 of 173 AGENDA ITEM #a
Special Meeting of Council Minutes Wednesday, October 05, 2016
Carried
Adjournment:
Adjournment of Meeting 4:37 p.m.
Hagar (494-2016) THAT Council adjourn to meet again on October 19, 2016 at 9:00 a.m. for the Regular Meeting of Council, Operations, or at the call of the Mayor. Carried
Vivian Bloom, Mayor Robyn Rogers, Clerk
Draft Minutes of the Regular Meeting of Council, Planning an... Page 21 of 173 AGENDA ITEM #i)
REPORT
TO: Members of Council
FROM: Frank Mills, Chief Building Official
DATE: October 19, 2016, Regular Meeting of Council, Operations
Re: Monthly Building Report
RECOMMENDATION:
THAT Council receives the Monthly Building Report as information only, as submitted by the CBO.
ORIGIN:
Keystone generated report.
BACKGROUND:
The report from Jan 1 to Oct 6, 2016 indicates 227 permits valued at $8,713,465 and $119,439 in fees. I have done 591 inspections in that time and the majority continues to be in the 191 ward.
This is somewhat less than our banner year in 2015, but is still a very good year when compared to our 10 year average.
FINANCIAL IMPACT:
The Building Department is sustained by Building Permit fees which can only be used to fund Building Department Activities. Year-end surpluses should be allocated to a Building Department reserve in accordance with standard Municipal Procedures and the Building Code Act S.7(4) to cover slow years or legal expenditures.
STRATEGIC PLAN CONFORMANCE:
Monthly Building Report Page 22 of 173 AGENDA ITEM #i)
The management of the Building Department conforms to the overall goals of the Municipality of Hastings Highlands Strategic Plan through open communication and promoting and managing economic development, safe and healthy buildings, all while protecting the natural heritage of our area.
OPTIONS:
Not Applicable.
REFERENCES:
Keystone generated reports and Municipality of Hastings Highlands Corporate Strategic Plan 2015- 2019
ATTACHMENTS:
Keystone report Jan 1, 2016 to Oct 07, 2016
Respectfully submitted,
Frank Mills, CBO
Monthly Building Report Page 23 of 173 AGENDA ITEM #i)
Monthly Building Report Page 24 of 173 AGENDA ITEM #i)
REPORT
To: Members of Council From: David Kasperski, BLEO Date: October 19, 2016, Regular Meeting of Council, Operations Re: By-Law Enforcement
RECOMMENDATION
THAT Council receives the Monthly By-Law Enforcement Report as information only, as submitted by the BLEO.
ORIGIN
By-Law Enforcement Officer David Kasperski
BACKGROUND
Not Applicable
BY-LAW ENFORCEMENT
September 1, 2016 Dog Complaint (At Large), Hastings Heritage Trail, McClure Twp.
Report of a Rottweiler at large and without a collar. Area attended
and searched without results. Repeat, investigation on-going.
Monthly Bylaw Enforcement Report Page 25 of 173 AGENDA ITEM #i)
September 4, 2016 Dog Complaint (At Large/ Excessive Barking), Herschel Twp.
Report of two dogs frequently running at large, entering the
roadway and chasing vehicles. Owner of the dogs contacted,
advised and cautioned.
September 7, 2016 Dog Complaint (At Large), Herschel Twp. Report of a neighbour’s
Labrador Retriever repeatedly entering onto the complainant’s
property, and harassing his dog when they pass on the roadway.
Dog owner contacted, advised and cautioned.
September 7, 2016 Burning By-law (Fire Exceeding 2M), Bangor Twp. Complaint of a
dangerously large fire being used to burn brush. Property owner
contacted, advised and cautioned.
September 8, 2016 Dog Complaint (At Large), McClure Twp. Complaint of a
neighbour’s Labrador Retriever entering onto the complainant’s
property and acting in an aggressive manner. Dog owner
contacted, advised and cautioned.
September 16, 2016 Request for Information, Monteagle Twp. Resident requesting
information regarding by-laws related to the discharge of firearms.
Advised.
Monthly Bylaw Enforcement Report Page 26 of 173 AGENDA ITEM #i)
September 26, 2016 Travel Trailers, Herschel Twp. Complaint of four(4) properties
that appear to have trailers in violation of the by-laws.
Investigations on-going.
September 26, 2016 Dog Complaint (At Large), Bangor Twp. Complaint of a dog
having behaved aggressively towards joggers on a roadway.
Dog owner contacted, advised and cautioned.
October 6, 2016 Dog Complaint (Excessive Barking), McClure Twp. Complaint
of neighbour’s dogs barking for 2-1/2 hrs without stopping.
Dog owners contacted, advised and cautioned.
October 11, 2016 Dog Complaint (At Large/ Aggressive), Monteagle Twp. Complaint
of a neighbour’s Beagle having entered onto the complainant’s
property, and attacked a dog confined there. Investigation on-
going.
FINANCIAL IMPACT
Not applicable
OPTIONS
Not applicable
Respectfully submitted,
David Kasperski, BLEO
Monthly Bylaw Enforcement Report Page 27 of 173 AGENDA ITEM #i)
MurtrcipalilyI HASTINGSHIGHLANDS
REPORT
To: Members of Council From: DavidStewartTreasurer 8.Tax Collector Date: October 19, 2016 Regular Meeting of Council, Operations Re: MonthlyTreasury Report
RECOMMENDATION
THAT Council receives the MonthlyTreasury Report as infonnationonly, as submitted by the Treasurer &Tax Collector.
ORIGIN
The Council of the Municipalityof Hastings Highlands has requested a corporate budget to actual report as well as an updated reserves report and an outstanding tax arrears report on a monthly basis for lnfonnation purposes.
BACKGROUND
General Ledger Monthly Budget Report
The attached report is a summary of the corporate actuals up to the period ended September 30"“,2016.
The funds reported withinthe summary include:
-— Fund 01 Operating Fund 02 — Capital
— Fund 03 Gas Tax Program Fund 04 — Cemetery
—— Fund 05 Library Fund 06 — Trustee
— Fund 07 County (Taxation Only) Funds 08-11 — School Boards (Taxation Only)
Monthly Treasury Report Page 28 of 173 AGENDA ITEM #i)
Reserves Report
On May 18"‘,Council approved through resolution 236-2016 that $5,598.70 would be transferred from the reserve for working capital to cover the difference in cost between the purchase price and insurance coverage of Tender OP-2016-01 3500/350 Series ("One Tonne") Truck & Snowplow, The reserves report has been updated to reflect this decision.
Outstanding Tax Arrears Report
The outstanding arrears report has been updated to reflect the municipality’s December 315‘,2015 year end position. Municipal staff is working hard to reduce the amount of arrears owing to the municipality using a variety of in house and legal tactics/processes.
FINANCIAL IMPACT
This summary reported represents the approved municipal budget as well as the separate revenues and requisitions made by the County of Hastings and the County School Boards. The Municipality collects property taxes and payments in lieu of property taxes on their behalf and requisitions these amounts on a quarterly basis.
STRATEGIC PLAN CONFORMANCE
N/A
OPTIONS
N/A
REFERENCES
N/A
ATTACHMENTS
1. Corporate General Ledger Summary
2‘ Reserves Report
3. Outstanding Tax Arrears Report
Respectfully submitted, %ma.€9‘ David A4Stewart
0 Page 2
Monthly Treasury Report Page 29 of 173 AGENDA ITEM #i)
Monthly Treasury Report Page 30 of 173 AGENDA ITEM #i)
Monthly Treasury Report Page 31 of 173 AGENDA ITEM #i)
Monthly Treasury Report Page 32 of 173 AGENDA ITEM #i)
Monthly Treasury Report Page 33 of 173 AGENDA ITEM #i)
Monthly Treasury Report Page 34 of 173 AGENDA ITEM #i)
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Mmqmm$ HASTINGSHIGHLANDS
REPO RT
To: Members of Council From: DavidStewart, Treasurer &Tax Collector Date: October 19, 2016 Regular Meeting of Council, Operations Re: Ontario Community InfrastructureFund Top Up
RECOMMENDATION
THAT Councilreceives this report “Ontario Community lnfrastmcture Fund Top Up”as provided by the Treasurer and Tax Collector and;
THAT Council authorizes the submission of an application for the Ontario Community Infrastructure Fund (OCIF) Top Up on or before October 215‘,2016. The proposed project name is the Maynooth DowntownHighway Revitalization Project.
ORIGIN
On July 4, 2016 the province announced the expansion of the Ontario Community Infrastructure Fund (OCIF) to help build and repair more critical infrastructure in small, rural and northern municipalities. This amount includes more than $420 millionin forrnula-based funding and $250 millionin top-up application funding.
BACKGROUND
Based on the eligibilityrequirements set out withinthe programs program manual, the Municipalityof Hastings Highlands is eligible to submit a project for consideration. The program will fund up to a maximum of 90% of total eligible costs or $1,859,546, whichever is the loweramount.
The proposed Maynooth Downtown Highway Revitalization Project was identi?ed as a high priority and high need project within the municipalitys comprehensive asset management plan.
Ontario Community Infrastructure Fund Top Up Page 36 of 173 AGENDA ITEM #ii)
FINANCIAL IMPACT
Based on the program guidelines, both the successful and unsuccessful applicants will be noti?ed of ?nal funding decisions by March of 2017. This willallow the municipality to adequately budget should the proposed project be approved. It is expected this project could run over 2017 and 2018 ?scal years.
STRATEGIC PLAN CONFORMANCE
N/A
OPTIONS
N/A
REFERENCES
OCIF Top Up Program Guidelines
ATTACHMENTS
N/A
Respectfully submitted, %&w£2* David A. Stewart
0 Page 2
Ontario Community Infrastructure Fund Top Up Page 37 of 173 AGENDA ITEM #iii)
Iililiciziiityll HASTINGSHIGHLANDS
REPORT
To: Members of Council From: DavidStewart.Treasurer &Tax Collector Date: October 19, 2016 Regular Meeting of Council, Operations
Re: Strategic Plan Quarterly Report — Treasurer &Tax Collector
RECOMMENDATION
THAT Council receives this report “Strategic: Plan Quarterly Report — Treasurer &Tax Collector” as submitted by the Treasurer and Tax Collector for informationpurposes only.
ORIGIN
In 2015, Council approved the Municipalityof Hastings Highlands Corporate Strategic Plan, being a plan to guide Council with the priorities of the municipalitythrough to the year 2019.
BACKGROUND
N/A
FINANCIAL IMPACT
N/A
STRATEGIC PLAN CONFORMANCE
Attached
OPTIONS
N/A
Strategic Plan Quarterly Report - Treasurer & Tax Collector Page 38 of 173 AGENDA ITEM #iii)
REFERENCES
Council Meeting Minutes — November 18"‘,2015
ATTACHMENTS
1. Quarterly Report Strategic Plan to Council — Treasurer &Tax Collector
Respectfully submitted, aw?’ David A. Stewart
0 Page 2
Strategic Plan Quarterly Report - Treasurer & Tax Collector Page 39 of 173 AGENDA ITEM #iii)
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Strategic Plan Quarterly Report - Treasurer & Tax Collector Page 40 of 173 AGENDA ITEM #iv)
REPORT TO: Members of Council
FROM: Robyn Rogers, Clerk/Manager of Corporate Services
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF)
RECOMMENDATION: THAT Council receives this report “Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF)” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT the Bylaw 2016-074 being, a funding agreement between the Municipality of Hastings Highlands and the Province of Ontario be read a first, second and third time and finally passed.
ORIGIN/BACKGROUND: On February 22nd, 2016 the announcement was made that additional funding will be available. By 2018-19 OCIF will total $300 million a year. $200 million will be formula-based. Eligible recipients may receive a minimum of $50,000 per year, starting in 2017. Application-based funding will also increase from an intake of $50M per year in 2016 up to $100M by 2017-18.
OPTIONS: Not Applicable
FINANCIAL IMPACT: Funding amounts unknown
STRATEGIC PLAN CONFORMANCE: Strategic Actions:
1 Plan for Highway 62 Responsibility Operations Manager Treasurer, CAO, funding from senior levels of government, Resources municipal budget, Administrative Staff, engineering consultant(s) Target Date End of 2016 Plan will address immediate emergency needs and future Performance Indicators sustainability
Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF) Page 41 of 173 AGENDA ITEM #iv)
Project Status In progress
ATTACHMENTS: Bylaw 2016-074 OCIF Agreement
REFERENCES: Not Applicable
Respectfully submitted,
Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF) Page 42 of 173 AGENDA ITEM #iv)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BYLAW# 2016-074
BEING A Bylaw to authorize the execution of the Ontario Community Infrastructure Fund Formula Component (OCIF) with the Province of Ontario as represented by the Minister of Agriculture, Food and Rural Affairs.
WHEREAS the Municipal Act, S.O. 2001, c.25 and amendments a municipal power shall be exercised by bylaw unless the municipality is specifically authorized to do otherwise;
AND WHEREAS Council deems it expedient to enter into a funding agreement with the Province of Ontario as represented by the Minister of Agriculture, Food and Rural Affairs under the Ontario Community Infrastructure Fund Formula Component;
NOW THEREFORE the Council of the Corporation of the Municipality of Hastings Highlands does enact as follows:
1. THAT the OCIF Fund Agreement referred to as Schedule “A” to this Bylaw is hereby approved as evidenced by the signatures of the Mayor and the Clerk under the Corporate Seal;
2. THAT this Bylaw shall become effective on passage of October 19, 2016;
3. THAT all former Bylaws pertaining to this matter are hereby repealed.
READ a first, second and third time and finally passed this 19th day of October, 2016.
______Gregg Roberts, Deputy Mayor Robyn Rogers, Clerk
Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF) Page 43 of 173 AGENDA ITEM #iv)
?x File Number: OCIF FC~152
ONTARIO COMMUNITYINFRASTRUCTURE FUND FORMULA-BASED COMPONENT AGREEMENT
BETWEEN:
HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the Minister of Agriculture. Food and Rural Affairs
(the “Province”)
— and —
The Corporation of the Municipality of Hastings Highlands
(the “Recipient”)
BACKGROUND
The Province created the Ontario Community Infrastructure Fund to: (1) provide stable funding to help small communities address critical core infrastructure needs in relation to roads, bridges, water and wastewater; (2) further strengthen municipal asset management practices within small communities; and (3) help small communities use a broad range of financial tools to address critical infrastructure challenges and provide long-term ?nancial support for the rehabilitation and repair of core infrastructure for those in most need.
The Ontario Community Infrastructure Fund is composed of two components: (1) the Application- Based Component; and (2) the Formula-Based Component. The Formula-Based Component of the Ontario Community infrastructure Fund is based on a municipality's local ?scal circumstances and its total core infrastructure assets with a minimum grant of fifty thousand dollars ($50,000.00).
The Recipient is eligible to receive funding under the Fornnula~Based Component of the Ontario Community infrastructure Fund.
CONSIDERATION
In consideration of the mutual covenants and agreements contained in this Agreement and for other good and valuable consideration, the receipt and suf?ciency of which is expressly acknowledged, the Parties agree as follows:
1.0 ENTIRE AGREEMENT
1.1 This Agreement, including:
Schedule “A" — General Terms And Conditions,
Schedule “B" — Additional Terms And Conditions,
Schedule “C" — Operational Requirements Under The Agreement,
Schedule “D" — Eligible Project Categories,
Schedule “E" — Eligible And ineligible Costs,
Page 1 M35
Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF) Page 44 of 173 AGENDA ITEM #iv)
File Number: OCIF F0152
Schedule “F” — Financial Information,
Schedule “G" — Aboriginal Consultation Requirements,
Schedule ‘‘H‘’« Communications Protocol, and
Schedule ‘‘I'’— Reports,
constitutes the entire agreement between the Parties with respect to the subject matter contained in this Agreement and supersedes all prior oral or written representations and agreements.
2.0 COUNTERPARTS
2.1 This Agreement may be executed in any number of counterparts, each of which will be deemed an original, but all of which together willconstitute one and the same instrument.
3.0 AMENDING AGREEMENT
3.1 This Agreement may only be amended by a written agreement duly executed by the Parties.
4.0 ACKNOWLEDGEMENT
4.1 The Recipient acknowledges and agrees that:
(a) By receiving Funds it may become subject to legislation applicable to organizations that receive funding from the Government of Ontario, including the BPSAA, the PSSDA and the AGA; (b) Her Majesty the Queen in Right of Ontario has issued expenses, perquisites and procurement directives and guidelines pursuant to the BPSAA that may be applicable to the Recipient; (c) The Funds are (i) To assist the Recipient to carry out the Project and not to provide goods or
services to the Ontario Community Infrastructure Fund -— Formula~Based Component, and (ii) Funding for the purposes of the PSSDA; and (d) The Province is not responsible for, nor does the Province have a managerial role in. the undertaking. implementation, completion, operation and/or maintenance of any Project to which Funds are directed. The Recipient will not seek to hold the Province responsible for the undertaking, implementation, completion, operation andlor maintenance of any Projects to which Funds are directed through recourse to a third party, arbitrator.tribunal or court.
5.0 IMPACT OF RECEIVING FUNDING UNDER THIS AGREEMENT ON ANY EXISTING ONTARIO COMMUNITY INFRASTRUCTURE FUND FUNDING COMPONENT AGREEMENT
541 The Recipient acknowledges and agrees that if the Recipient receives Funds under this Agreement, the Recipient will be ineligible to receive any additional funds under any existing Ontario Community Infrastructure Fund Formula-Based Component agreement that it may
Page 2 of35
Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF) Page 45 of 173 AGENDA ITEM #iv)
File Number: OCIF FC-152
have with the Province. By way of example only. if the Recipient has an existing Ontario Community infrastructure Fund Formula—Based Component agreement with the Province and was eligible to receive Funds for 2017 under that existing Ontario Community infrastructure Fund Formula-Based Component agreement and receives Funds for 2017 under this Agreement, the Recipient is not eligible to receive any Funds for 2017 under its existing Ontario Community infrastructure Fund Formula—Based Component agreement.
[RESTOF PAGE INTENTIONALLYLEFTBLANK- SIGNATUREPAGE FOLLOWS]
Page 3 of 35
Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF) Page 46 of 173 AGENDA ITEM #iv)
File Number OCIF FC452
IN WITNESS WHEREOF the Parties have executed this Agreement on the dates set out below.
HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO. as represented by the Minister of Agriculture, Food and Rural Affairs
Name: Randy Jackiw Date Title: Assistant Deputy Minister
I have the authority to bind the Crown pursuant to delegated authority‘
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
Name: ‘ Date Title:
Name: Date Title:
lNVe have the authority to bind the Recipient.
[RESTOF PAGE INTENTIONALLYLEFTBLANK- SCHEDULE“A" FOLLOWS]
Page 4 of 35
Bylaw 2016-074 Ontario Community Infrastructure Fund (OCIF) Page 47 of 173 AGENDA ITEM #i)
REPORT TO: Members of Council
FROM: Adrian Tomasini, Operations Manager
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE: Monthly Operations - September 2016
RECOMMENDATION: THAT Council receives this report “Monthly Operations - September 2016” as information only, as submitted by the Operations Manager.
ORIGIN: Road Maintenance
Brushing:
September 01-08: Brushing started on McLean Road. September 02: Dangerous tree removed from Madawaska Road. September 14: Brushing intersection at Hillview and Best Road and Hillview at McAlpine Road. September 14: Brushing north end of Moxam Road. September 19-27: Brushing started on McDonald Mines Road. September 20: Brushing north end of Musclow-Greenview Road. September 22: Brushed intersection of Hybla Road and Cross Country Road.
Dust Control:
N/A
Ditching:
September 12-13: Ditching starting on Robinson Road and Bowers Point Road. September 13-14: Ditching West Diamond Lake Road. September 15: Ditching on Hillview Road. September 14-28: Ditching completed on Little Papineau Lake Road. September 20: Ditching and two dry wells installed on Young Street. September 20: Ditching started on McDonald Mines Road. September 21: Ditching on McLean Road.
Monthly Operations Report Page 48 of 173 AGENDA ITEM #i)
September 22: Ditching on McCahon Road. September 22: Ditching west end of Scott Line. September 22-29: Ditching Wasmond Hill on Musclow-Greenview Road. September 23-30: Diching parts of Papineau Lake Road.
Guardrails:
N/A
Grading:
September 01: Grading on Cross Country Road. September 06: Grading East Loop Road. September 07: Grading completed on Mink Lake Road, Teachers Circle, Dam Road and Hammond Road. September 08: Grading Ray Road, River Road, Hobo Road and Bowen Road. September 09: Grading was completed on Elgin Road, McCahon Road, Lake St. Peter Road, North and South Road also Helmers Road. September 12: Grading completed on Storey Road and Brethour Road. September 14: Grading was completed on Williams Lake Road, South Papineau Lake Road, Mullen Road and Perrier Road. September 15: Grading on Mountney Road and McDonald Mines Road. September 19: Graded Robinson Road and Hybla Road. September 20: Grading Hillview Road. September 26-27: Grading on McAlpine Road and Cross Country Road. September 28: Grading completed on Bartlett Road, Maxwell Settlement Road, Hillside Road and Peelow Road. September 29: Grading completed on Carr Road.
Potholes:
September 01: Patching commencing on Centreview, Papineau, Hicks Roads, Woodcox Road, Marina Road, South Baptiste Lake Road, Graphite Road and north end of Musclow- Greenview. September 06: Patching South Baptiste Lake Road, Clarke Road and Scott Line. September 02: Patching Hwy 62. September 13: Patching south end of Musclow-Greenview Road and Welsh Road. September 13: Hardtop repairs completed on Lake St. Peter North Road and Lake St. Peter Centre Road. September 15: patching on North Baptiste Lake Road. September 15-16: Patching on Davis Road. September 19: Hardtop maintenance on Scott Line. September 21: Patching south end of Musclow-Greenview Road. September 22: Patching on Hybla Road and Graphite Road. September 28: Patching completed on Clarke Road, South Baptiste Lake Road and south end of Musclow-Greenview Road.
Monthly Operations Report Page 49 of 173 AGENDA ITEM #i)
Washouts:
September 14: Wash-out filled on Lake St. Peter Road.
Shouldering:
September 07: Grading shoulders on Wasmond Hill- Musclow-Greenview Road.
Culverts:
September 08: Clearing blocked culverts on Hwy 62, Centreview and Little Papineau Roads.
Gravel Application:
September 08: Gravel applied on Hobo Road. September 09-13: Gravel was applied to driveway entrances to tie in new gravel road surfacing on Dog Point Road.
Sidewalks:
N/A.
Equipment:
September 09: General equipment maintenance completed. September 13: Maintenance on trucks 403 and 500. Removed water tank from 404. September 16: Unit 208 new tires installed. September 30: Trackmatics Inc. starting to install GPS systems.
Sweeping:
N/A
Signs:
September 1: No Parking Signs installed at boat launch area, South Baptiste dock. September 27: Installed 50 km warning sign on Maxwell Settlement Road. September 27: Fixed Heritage Trail sign.
Winter Maintenance:
September 07-08: Winter sand operations to Monteagle dome.
Road Patrol:
September 07: Road patrols on all roads. September 16: Road patrols various roads.
Monthly Operations Report Page 50 of 173 AGENDA ITEM #i)
Facilities
September: Seasonal maintenance started on HVAC systems throughout the municipality.
Garages:
September: General maintenance completed by staff.
Parks
September 09: Parks and beaches routine maintenance. September 13: Clean up completed of all parks and beaches. September 16: Parks and beaches maintained. September 27: General maintenance at all parks and beaches.
Landfills
September 02: Cover material was applied to East Lake landfill. September 07: Cover was applied to South Baptiste, North Baptiste, Hickey and Musclow- Greenview landfills. September 08: Cover was applied to East Lake, Lake St. Peter, Papineau, Sand Bay and Wolf Creek landfills. September 12-13: Cover material being hauled into South Baptiste from ditching operations. September 13: South Baptiste, North Baptiste and Hickey landfills were covered. September 14: Covering was completed at Lake St. Peter and East Lake landfill sites. September 15: Cover applied at Musclow-Greenview landfill. September 15: First load of 8 yard recycle bins were delivered to Sand Bay landfill. September 16: Papineau landfill was covered. September 16: New waste cells built at Lake St. Peter landfill. September 20: Prepping new cells at Musclow-Greenview landfill. September 21: Firewood brought in to all landfills for winter season. September 23: South Baptiste, North Baptiste and Hickey landfills were covered. September 28: Cells made at East lake landfill to accommodate waste, brush, metal recycle, tires and bulk waste. September 30: Fall landfill attendants meeting at HHC. September 30: New locks installed at all landfill entrances.
Tenders:
N/A
Training & Conferences:
N/A
Monthly Operations Report Page 51 of 173 AGENDA ITEM #i)
BACKGROUND: Not Applicable.
FINANCIAL IMPACT: Not Applicable.
STRATEGIC PLAN CONFORMANCE: Not Applicable.
OPTIONS: Not Applicable.
REFERENCES: N/A
ATTACHMENTS: N/A
Respectfully submitted,
Adrian Tomasini, Operations Manager
Monthly Operations Report Page 52 of 173 AGENDA ITEM #ii)
REPORT
TO: Members of Council
FROM: Adrian Tomasini, Operations Manager
DATE: October 19, 2016 Regular Meeting of Council, Operations
RE: Strategic Plan Quarterly Report-Operations Manager
RECOMMENDATION:
THAT Council receives this report “Strategic Plan Quarterly Report-Operations Manager” as information only, as submitted by the Operations Manager.
ORIGIN:
In 2015 Council approved the Corporate Strategic Plan, being a plan to guide Council with the priorities of the municipality through to the year 2019.
BACKGROUND: Not Applicable
FINANCIAL IMPACT: Not Applicable
STRATEGIC PLAN CONFORMANCE: Attached
REFERENCES: Not Applicable
ATTACHMENTS: Strategic Plan Quarterly Report –Operations Manager
Respectfully submitted, Adrian Tomasini, Operations Manager
Strategic Plan Quarterly Report-Operations Manager Page 53 of 173 Strategic Plan Quarterly Report-Operations Manager
Quarter # 2 Date: October, 2016
Quarterly Report Strategic Plan to Council-Operations Manager
Strategic Action Resources Actions to Date Target Status Date Plan for Highway 62 Treasurer, CAO, 2015 WSP Engineering Group completed a 2016 In Progress Administrative staff, frost heave analysis, GEO technical survey funding from senior levels and structural inspection between Maynooth of government, municipal and Mapleleaf. budget, engineering Discussion with Peter Slater, Road Mgmt. consultant(s) Advisory Services. Discussion with Gerry Nolan, Smiths Construction – Miller Group Inc. Delegation at OGRA Conference with MPP Milczyn August 2016, Leveque address stressed areas of 8 km section of Hwy 62 from Maynooth to Maple Leaf. September 22, 2016 Hwy 62 site visit with Chris Maguire and Gerry Nolan of Miller Paving to discuss new surface treatment product and how it may prolong the life span of 20 km section from Combermere, ON to Maple Leaf, ON
Landfill Microscope (Future CAO, Department Blu Metric has completed reports for landfill 2019 In Progress costs, closings costs, Managers, Administrative closures at Sand Bay and North Baptiste planning for those costs) staff, provincial ministries, Landfill with plans submitted to have each site engineering consultant(s), turned into WTS. (Waste Transfer Stations). other municipalities CAO has submitted both WTS plans to MOECC D.M. Wills Engineering has completed a Page 54 of 173
review of the landfills and capacities for each. AGENDA ITEM #ii) The report will be provided December 2016. New 8 yard front load bins have been purchased for all nine landfills and will be replacing the 40 yard roll-off bins that were in use. AGENDA ITEM #iii)
REPORT TO: Members of Council
FROM: Adrian Tomasini, Operations Manager
DATE: October 19, 2016 Regular Meeting of Council, Operations
RE: Aggregate Resources ______RECOMMENDATION:
THAT Council receives this report “Aggregate Resources” as submitted by the Operations Manager and;
THAT Council review the 2016 Compliance Assessment Schedule provided by WSP Canada Inc. and;
FURTHERMORE THAT Council moves forward with staff’s recommended three year compliance schedule which includes the surrendering of four (4) aggregate resources by the end of 2016.
ORIGIN/BACKGROUND: Annual aggregate resources Permit or Licence holders must submit to the Ministry of Natural Resources and Forestry (MNRF) a Compliance Assessment Report. This must be submitted by September 30th of each year.
Each aggregate resource will have site specifics that must be adhered to. Some are fencing, boundary markings, extraction depths, rehabilitation etc.
In Hastings Highlands, the municipality is in the care of eight (8) permitted aggregate pits and two (2) Licenced aggregate pits, being ten in total.
This year the MNRF issued a non-compliance order on Musclow South pit (LIC. 623967). Since the order was issued, staff, with the help of WSP, assessed the remaining aggregate resources that are in the care of The Municipality of Hastings Highlands.
It was noted that we have fallen behind in compliance with most of the aggregate resources in the municipalities care and MNRF was contacted through WSP Group to submit a plan to bring the pits up to compliance standards. (A copy of the compliance schedule is provided in the attachments for your review).
The Ministry of Natural Resources and Forestry work from a ninety (90) day compliance order usually without exceptions. The reports filed by WSP and the schedule for compliance was approved by
Aggregate Resources Page 55 of 173 AGENDA ITEM #iii)
MNRF which is greatly appreciated by Hastings Highlands.
Please note in the schedule, that the first order of business is to surrender four (4) of the ten (10) aggregate resources that are in the care of Hastings Highlands. These four (4) pits are depleted or need too much in resources ($) to attain the resources left in those pits: Bangor Garage Pit permit # 10593 Maschke Pit permit # 10503 North Baptiste Pit permit # 3497 Lake St. Peter Pit permit # 10584 The Ministry may require some rehabilitation work before they will allow Hastings Highlands to surrender these pits.
FINANCIAL IMPACT:
The cost of Pit Compliance unknown.
STRATEGIC PLAN CONFORMANCE: Not Applicable.
OPTIONS: Not Applicable.
REFERENCES: Not Applicable.
ATTACHMENTS: Compliance Schedule Letter from WSP
Respectfully submitted, Adrian Tomasini, Operations Manager
Aggregate Resources Page 56 of 173 AGENDA ITEM #iii)
October-13-16
NEWS RELEASE
Hello everyone.
On October 6th, the Ontario government introduced proposed amendments to the Aggregate Resources Act (see link to news release below). The bill, the Aggregate Resources and Mining Modernization Act, 2016, was introduced in tandem with amendments to the Mining Act. This is the first step in Ontario’s plan to modernize and strengthen the province’s policy framework for managing aggregate resources.
If passed, the proposed legislation would provide the basis for:
Stronger oversight in the management of aggregate operations through the introduction of new and enhanced tools to deal with existing and future pit and quarry sites.
Increasing fees/royalties in order to equalize fees between Crown land and private land, collect royalties from aggregate sites that are subject to mining leases, and make other changes.
Enhanced environmental accountability for aggregate sites by reinforcing the protection of municipal drinking water sources and requiring operators of existing sites to provide information and studies.
Improved information on operations and new applications and enhanced participation in application and amendment processes by standardizing certain processes, allowing for customized consultation of study plan for unique applications and making enhancements to record keeping and reporting requirements.
In developing the proposed legislation, the MNRF considered the views of many different parties. In 2013, the Standing Committee on General Government released a report outlining recommendations for improving the Aggregate Resources Act and its policy framework. The government responded to these recommendations in a subsequent report and carried out a series of engagement sessions with stakeholders and Indigenous communities in 2014.
Feedback received during these sessions was used to develop proposals that would modernize and strengthen the Aggregate Resources Act and its associated policy framework. The province consulted on these proposals in fall 2015, through a document titled, A Blueprint for Change.
Opportunities to Participate:
To support introduction of the bill, the ministry has posted a notice to the Environmental Registry (posting number 012-8443) to allow the public to comment on proposed changes to the Aggregate Resources Act (Schedule 1 of the proposed bill). The public review and comment period extends for 60 days, closing on December 5, 2016. Please note, the proposed changes to
Aggregate Resources Page 57 of 173 AGENDA ITEM #iii)
the Mining Act (Schedule 2 of the proposed bill), were originally introduced as Bill 155 and proposals were posted in 2014. The comment period for the proposed Mining Act amendments has closed.
For more information:
Environmental Registry proposal notice (www.ontario.ca/environmentalregistry, posting # 012- 8443)
Environmental Registry decision notice regarding the Blueprint for Change (www.ontario.ca/environmentalregistry, posting # 012-5444)
Regards,
Jen
Jennifer Card
Partnership Specialist – Bancroft District
Tel: 613-332-3940 x260
Ontario Introduces Aggregate Resources and Mining Modernization Act Legislation Would Balance Environmental Protection with Economic Growth and Modernize Mining Claims Ontario has introduced legislation that would modernize the management of resource extraction in the province to help increase growth and competitiveness in the mining sector and improve environmental accountability and oversight in the aggregates industry.
Aggregate Resources Page 58 of 173 AGENDA ITEM #iii)
COUNCIL BRIEFING
Date: October 19, 2016
Subject: Municipal Gravel Pits – Compliance Issues/Moving Forward
Introduction
WSP Canada Inc./Bernie Fuhrmann, Aggregate Development Specialist was retained in May of 2016 to assist Operations Manager Adrian Tomasini conduct a general review of the Municipal gravel pits and complete the annual Compliance Assessment Reports for each site, pursuant to the Aggregate Resources Act.
WSP was requested to prepare this summary and provide a presentation to Council.
Background
Several years ago, the Municipality of Hastings Highlands was designated under the Aggregate Resources Act (A.R.A.). This required all pits and quarries to apply for a licence under the A.R.A.
The Municipality has two (2) licences on private land and eight (8) permits on crown land.
Requirements to maintain these approvals include the preparation of a Site Plan, an annual fee based on production (11.5 cents per tonne of a minimum of $500 annually), completion of an annual Compliance Assessment Report and associated infrastructure costs (i.e. gate repairs, fencing, signage. Liabilities for completing rehabilitation on each site exist, but have not been calculated.
Summary of Current Municipal Gravel Pits
Individual Compliance Assessment Reports have been prepared. The majority of sites have compliance issues including: the need to identify boundaries (i.e. survey and flag), possible fencing, signage, rehabilitation, clarifying approval documents (i.e. landfill approvals vs. aggregate extraction approval), scrap clean-up, and trespass. Current compliance regulations required that all compliance issues must be rectified within 90 days. Completing all of the compliance items within the 90 day timeline is unpractical and costly.
The regulatory body is the Ministry of Natural Resources and Forestry. They have been contacted by WSP to seek relief from the 90 day corrective requirement. WSP was successful in negotiating with the Ministry to set out a schedule to take corrective action. See attached.
WSP Canada Inc. 294 Rink Street, Suite 103 Peterborough, ON K9J 2K2 www.wspgroup.com
Aggregate Resources Page 59 of 173
WSP Canada Inc. Adress line 1 Adress line 2 Adress line 3 www.wspgroup.com AGENDA ITEM #iii)
Highlights
In consultation with Municipal staff, it was determined that four sites (all on crown land) were deemed to be no longer required for extractive use, were largely depleted, and did not generally “fit” into general operations planning. They include:
Bangor Garage Pit: Site is located behind the facility buildings, although its exact boundaries are unknown and needs to be surveyed, is mainly used to store various aggregate commodities, is limited in size, the quantity of remaining aggregate is unknown.
Maschke Pit: Site is located down a trail, off Road #62,boundaries are largely unknown, has a very small approved foot-print, is mostly rehabilitated, low-lying, overgrown with trees and does not seemingly contain any remaining aggregate, existing pit floor is already well below the approved final mining depth.
North Baptiste Pit: Site is located on a very shallow sand deposit, adjacent to the …., is plagued with trespassing, seems close to the water table (only above water operations are approved, requires extensive tree clearing, and requires surveying and boundary identification.
Lake St. Peter Road Pit: Site is located off a snowmobile trail, which would require extensive construction to enable haulage vehicles, has a very small footprint, with very limited aggregate potential, extensive tree clearing and survey to identify boundaries is required.
Comments RE: Other Compliance Issues:
On the remaining sites, issues include: boundary identification, site preparation, scrap removal, Site Plan compliance, overlap of landfill approval (with questions surrounding the precise location of that approval), and fence installation. Understanding that there are cost implications (ex. Fencing installation and surveying) obtaining a schedule from the MNRF was important to enable planning for associated capital costs. In cases where work to clarify landfill approvals is still on-going with the Ministry of Environment and Natural Resources, time was needed to allow those clarifications to be understood, prior to expending funds on resolving compliance issues.
Moving Forward
Generally, WSP has the following recommendations:
MNRF indicated that, while they accept the scheduling, they will be monitoring progress. It is recommended that the Municipality commit to resolving the compliance issues and maintain its good relationship with the Ministry. The Municipality should be aware of budgetary pressures to resolve the compliance issues. The Municipality should consider the development of a rehabilitation contingency fund, as they are liable for the rehabilitation of all of the licenced sites. The Municipality should consider conducting some test pitting of various sites to better understand the nature and availability of aggregate within each site.
Page 2 of 3
Aggregate Resources Page 60 of 173 AGENDA ITEM #iii)
Compliance Schedule
SITE TASK DATE
Bangor Garage Meeting with MNRF to discuss ASAP to leave time to do any surrender rehabilitation if minor.
Meeting with MNRF to discuss ASAP to leave time to do any Maschke surrender rehabilitation if minor.
Meeting with MNRF to discuss ASAP to leave time to do any North Baptiste surrender rehabilitation if minor.
Meeting with MNRF to discuss ASAP to leave time to do any Lake St. Peter surrender rehabilitation if minor.
Mink Lake Survey and mark boundary December 6, 2016
Wagonmakers Survey critical areas, after Spring 2017 meeting with MNRF to review site plan.
South Papineau Survey critical areas, after Spring 2017 meeting with MNRF to review site plan.
Mark the rest of the boundary Spring 2018 once landfill issues sorted.
Musclow South Some fencing and mark setback Spring 2017 areas at critical points
Cardwell Mark the boundary once landfill Spring 2018 issues sorted
Wolf Creek Mark the boundary once landfill Spring 2018 issues sorted
Page 3 of 3
Aggregate Resources Page 61 of 173 AGENDA ITEM #iv)
REPORT TO: Members of Council
FROM: Adrian Tomasini, Operations Manager
DATE: October 19, 2016 Regular Meeting of Council, Operations
RE: Tandem Plow Trucks ______RECOMMENDATION: THAT Council receives this report “Tandem Plow Trucks” as submitted by the Operations Manager and;
THAT Council approves maintenance on Tandem Plow/Sanding unit 301(2000 Ford Sterling) and;
FURTHERMORE THAT Council be made aware that Tandem Plow/Sander unit #404 must be removed from Hastings Highlands fleet and;
FURTHERMORE THAT Council approves the Operations Manager to proceed immediately with an RFP to purchase a new Tandem Plow/Sanding unit.
ORIGIN/BACKGROUND: During annual vehicle safety inspection of two tandem plow/sanding units (# 301 year 2000 Ford Sterling and #404 year 2000 International) it was noted that both units had extensive frame damage. The damage to Unit #404 is so great that it is unable to pass a safety inspection and must be removed from the fleet. Unit #301 may pass a safety inspection but will cost a significant amount of money for the frame repair. (See financial impact) There is a need for the purchase of a new tandem plow/sanding truck ASAP.
FINANCIAL IMPACT: Estimate of $25,000.00 for Unit 302 Tandem Plow Truck.
STRATEGIC PLAN CONFORMANCE: Not Applicable.
REFERENCES/ATTACHMENTS: Not Applicable
Respectfully submitted, Adrian Tomasini, Operations Manager
Tandem Plow Trucks Page 62 of 173 AGENDA ITEM #v)
REPORT TO: Members of Council
FROM: Adrian Tomasini, Operations Manager
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE: Communications Tower
RECOMMENDATION: THAT Council receives this report “Communications Tower” as information only, as submitted by the Operations Manager.
BACKGROUND: Brad Hoard from Ridge Communication was in contact with Northern Tower engineers and will contact Hastings Highlands when the tower assessment is completed. At the time of this report, Northern Tower had not yet assessed the Hastings Highlands tower. Mr. John Roeper from UCB Canada was given permission to have his resources to inspect the Hastings Highlands tower to expedite the process.
FINANCIAL IMPACT: Unknown
STRATEGIC PLAN CONFORMANCE: Not Applicable.
OPTIONS: Not Applicable.
REFERENCES:
N/A
ATTACHMENTS: N/A
Respectfully submitted, Adrian Tomasini Operations Manager
Communications Tower Page 63 of 173 AGENDA ITEM #i)
REPORT TO: Members of Council
FROM: Robyn Rogers, Clerk/Manager of Corporate Services
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE Clerk’s Department Monthly Update
RECOMMENDATION: THAT Council receives this report “Clerk’s Department Monthly Update” as information only, as submitted by the Clerk/Manager of Corporate Services.
ORIGIN/BACKGROUND: During the month of September and October 2016 the Clerk’s Department has been occupied with many projects with creating a variety of bylaws, a protocol, researching of topics as Ward vs At Large Electoral System and Council Seat vacant.
On September 21st, the Mayor, CAO and I had a teleconference call with Michael Rowland, the consultant from Change Focus who is carrying out the review of the mandate and operations of the County’s economic development function including its role in enterprise facilitation and tourism development. Results from the information collecting will be coming forth in November.
Also in the month of September, the Treasurer/Tax Collector, Acting Deputy Clerk and I attended the Clerks and Treasurers meeting that was held at the Township of Tudor and Cashel. Presentations were provided by the Ministry of Municipal Affairs, Jacquie Dewolfe/Advisor speaking to remote meeting via phone not permitted as outlined in the Municipal Act, 2001, the County of Hastings provided an update regarding wild parsnip and its locations as well as the bylaws dealing with the process of complaints that would be coming forward to County Council in October. Jeff Pajot from the Public Services and Health Association, consultant for the municipal sector delivered information on recent changes of legislation to the Health and Safety Act, one being the Sexual Violence and Harassment component.
A meeting took place on September 27th with the CEO/Community Resource Officer, Kim McMunn, Economic Development Officer for the Township of Madawaska Valley, Paul Nopper and I regarding future collaborations and sharing of resources for the purpose of economic development. The Township of Madawaska Valley will be taking part on October 18th event, the Regional Business Resource Fair. A future meeting will be scheduled in November to continue the dialogue of economic development between our two municipalities.
Clerk’s Department Monthly Update Page 64 of 173 AGENDA ITEM #i)
On October 4th Acting Deputy Clerk and I had a meeting with Nick January, Geographic Information Systems (GIS) Coordinator and Amanda Mallory, GIS Technician for the County of Hastings with respect to cemetery mapping. Nick and Amanda have taken the maps of two cemeteries, one being Grace and the other Papineau developing an online more interactive mapping which is represented as a grid of plots. This kind of mapping is cloud-based which the County is utilizing more and more. Data entry needs to be completed for both of the cemeteries.
Over the previous months, work has been done developing the New Draft Procedural Bylaw which was recently reviewed by Members of Council on October 5th as well as the passing of the Apportionment of Costs for Line Fences bylaw.
A Wind Turbine Protocol has been developed and will be coming before Council shortly.
As mentioned above we are working through our cemeteries with new mapping and reviewing past bylaws with the intention of drafting one (1) new bylaw that will be generic for all municipal owned cemeteries providing more detailed and specific coverage.
As always daily work of creating reports, development of resolutions and the processing of communications are taking place.
Respectfully submitted,
Clerk’s Department Monthly Update Page 65 of 173 AGENDA ITEM #ii)
REPORT TO: Members of Council
FROM: Robyn Rogers, Clerk/Manager of Corporate Services
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE Ontario East Municipal Conference 2016 (OEMC)
RECOMMENDATION: THAT Council receives this report “Ontario East Municipal Conference 2016 (OEMC)” as information only, as submitted by the Clerk/Manager of Corporate Services.
ORIGIN/BACKGROUND: On September 13-14th I attended the OEMC Conference held in Kingston, in attendance there were over Five(500) delegates spanning over the Three (3) day conference. A variety of topics were covered through presentations ranging from Economic Development to Financial requirements mandated by the Province.
The presentations which I attended were; Economic Development-where are we collaborating on regional priorities Municipal Freedom of Information and Protection of Privacy Act, Review of the Aggregate Resources Act, Municipal Legislation Overview, Rural Community Hubs, Topical Labour and Employment Law and Legal Updates, Meeting the Economic Development Challenges with increasing Transparency Demands, Ombudsman Oversight and Municipalities, Incivility in the Workplace.
The sessions that were highlights were;
Meeting Economic Development Challenges with Increasing Transparency Demands The facilitators were Fred Dean and Nigel Bellchamber. The hour and a half session dealt with maintaining the proper processes as outlined in the Municipal Act of closed and open meetings with respect to when selling municipal lands or acquisitions of land. The two gentlemen also spoke about the degree of information provided by a municipal solicitor as whether it is delivered in open or closed meetings.
Ontario East Municipal Conference 2016 (OEMC) Page 66 of 173 AGENDA ITEM #ii)
Incivility in the Workplace This session delivered information regarding the area of human resources. The facilitator was the Director of Human Resources for the County of Renfrew, the Director spoke to how we as adults are to treat each other with dignity and respect, and it is frequently not the case within the workplace. What is not clearly understood is the cost and negative impacts to employers today when the employer or staff does not conduct themselves professionally. Some examples given as incivility were: if an email is distributed excluding a staff member whose duties clearly represent the interest of the email or if a supervisor says hello to every other staff but one, then that is incivility.
Rural Community Hubs This session showcased a four (4) panel of speakers from various municipalities who spoke to needs, wants, strengths when creating their community hub and was able to recruit existing assets to encourage the co-location and integration of key community services within a single, convenient hub. A neighbouring municipality to Hastings Highlands delivered a powerful presentation, the power came from statements as; once you develop a hub(s) specifically through funding you better make sure that they are sustainable once the funding is gone, if not they become a municipal liability unless other alternatives are found.
Topical Labour and Employment Law and Legal Updates This session was delivered by a partner and three other lawyers from Templemann Minnega, who are the Municipality’s solicitors. This was a closing session of the conference which always proves to be a popular presentation for administrators and councils. The presentation addressed how municipalities can avoid creating potential liability on such topics as; Sexual Violence and Harassment in the workplace and wrongful dismissal.
The OEMC provides staff and council the opportunity to educate and network, taking away tools that assist with the everyday work in municipal business.
Respectfully submitted,
Ontario East Municipal Conference 2016 (OEMC) Page 67 of 173 AGENDA ITEM #iii)
REPORT TO: Members of Council
FROM: Robyn Rogers, Manager of Corporate Services/Clerk
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE: Strategic Plan Quarterly Report – Clerk/Manager of Corporate Services
RECOMMENDATION: THAT Council receives this report “Strategic Plan Quarterly Report” as information only, as submitted by the Clerk/Manager of Corporate Services.
OPTIONS: Not Applicable
ORIGIN/BACKGROUND:
In 2015 Council approved the Corporate Strategic Plan, being a plan to guide Council with the priorities of the municipality through to the year 2019.
FINANCIAL IMPACT: Not Applicable
STRATEGIC PLAN CONFORMANCE: Attached
REFERENCES: Council Meeting Minutes- November 18, 2015 Quarterly Reports of April 20, 2016
ATTACHMENTS: Strategic Plan Quarterly Report –Clerk/Manager of Corporate Services
Respectfully submitted,
Strategic Plan Quarterly Report – Clerk/Manager of Corporate... Page 68 of 173 Strategic Plan Quarterly Report – Clerk/Manager of Corporate...
Quarter # 2 Date: Oct 19, 2016
Quarterly Report Strategic Plan to Council-Manager of Corporate Services/Clerk
Strategic Action Resources Actions to Date Target Status Date Develop an Economic CAO, Treasurer, First Impressions Exchange and the 2016-2018 In Progress Development Strategy Community Business, Retention and Expansion Resources Project Ended Officer(CRO), Action Items for the municipality will Administrative staff, be coming forward to a Council funding from senior Meeting within an Economic levels of government, Development Strategy. municipal budget, Committee formed to utilize Economic OMAFRA Fund Dollars Events being held to support action items for the municipality-Teeny Tiny Summit, Regional Business Resource Fair Development of a Community Guide
Develop a Cultural CAO, Treasurer, 2016-2018 N/A Strategy CRO, Administrative staff, funding from senior levels of government, municipal budget, OMAFRA Update Procedural CAO, Administrative Collecting of reference material 2016 Near st Page 69 of 173 By-Law staff, other Council’s 1 Review of Draft Oct. 5th Completion AGENDA ITEM #iii) municipalities, legal consultant Develop Relevant HR CAO, Administrative Council approval to develop a Human 2016-2017 In Progress Policies Staff, other Resource Manual. municipalities, legal Council approved policies and consultant appendixes to date; Hours of Work, Statutory Holidays, Paid Holidays, Sick Leave, Strategic Plan Quarterly Report – Clerk/Manager of Corporate...
Bereavement Leave, Jury/Court Leave, Training, Development and Position Requirements and Conferences and Seminars, Leave of Absence, Overtime and Expense Claim Forms, Employee Service Recognition, Volunteer Service Recognition, Discipline Dismissal, Dispute Solution Process Page 70 of 173 AGENDA ITEM #iii) AGENDA ITEM #iv)
REPORT TO: Members of Council
FROM: Robyn Rogers, Clerk/Manager of Corporate Services
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE Repeal Bylaw 2014-099, Appointment to Health & Safety Committee
RECOMMENDATION: THAT Council receives this report “Repeal Bylaw 2014-099, Appointment to Health & Safety Committee, ” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT Council repeals Bylaw 2014-099 a Bylaw for the Appointment of a Member of Council to the Municipal Health and Safety Committee.
ORIGIN/BACKGROUND: Councillor Leveque was the representative on the Municipal Health and Safety Committee, with his recent passing the Bylaw 2014-099 shall be repealed.
The structure of the Health and Safety Committee no longer requires a Member of Council to be a representative on the committee. The Health and Safety Committee is mandated to have One (1) certified staff and One (1) staff representing under Fifty (50) employees within the municipal structure. Council Members are not considered employees of the municipality therefore representation is not required as per the Occupational Health and Safety Act, 2015, S.9., (12).
OPTIONS: Not Applicable FINANCIAL IMPACT: Not Applicable STRATEGIC PLAN CONFORMANCE: Not Applicable
ATTACHMENTS: Bylaw #2014-099
REFERENCES:
Respectfully submitted,
Repeal Bylaw 2014-099, Appointment to Health & Safety Commit... Page 71 of 173 AGENDA ITEM #iv)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BY-LAW 2014-099
BEING A BY-LAW TO APPOINT MEMBER(S) TO THE HASTINGS HIGHLANDS HEALTH AND SAFETY COMMITTEE;
WHEREAS; the Council of The Corporation of the Municipality of Hastings Highlands hereby appoint(s) the following person(s) to act as a representative(s) as the Hastings Highlands Health and Safety Committee;
WHEREAS; the appointee(s) will attend the meetings of this board; make a written report (or copy of the minutes of the meeting) and deliver to the next meeting of Council;
WHEREAS; the term of this appointment will coincide with the term of Council (four (4) years);
WHEREAS; if the appointee wishes to leave this appointment on the said committee, a letter of resignation shall come before Council for approval; and; if granted; an amendment to the By-Law shall be made;
WHEREAS; as the Hastings Highlands Health and Safety Committee is not a standing committee of Council;
NOW THEREFORE the Council of the Corporation of the Municipality of Hastings Highlands enacts as follows:
The following are appointed as members of the Hastings Highlands Health and Safety Committee;
1. Mike Leveque
READ A FIRST, SECOND AND THIRD TIME and finally passed this 10th, day of December, 2014.
______Vivian Bloom, Mayor Robyn Rogers, Clerk
Repeal Bylaw 2014-099, Appointment to Health & Safety Commit... Page 72 of 173 AGENDA ITEM #v)
REPORT
TO: Members of Council
FROM: Robyn Rogers, Manager of Corporate Services/Clerk
DATE: October 19, 2016 Regular Meeting of Council, Operations
RE: Appointment of Member of Council to the Municipal Dog Pound Board
RECOMMENDATION:
THAT Council receives this report “Appointment of Member of Council to the Municipal Dog Pound Board” as submitted by the Clerk/Manager of Corporate Services and;
THAT Council Members appoint ______to act on behalf of the Municipality of Hastings Highlands as a representative to the Municipal Dog Pound Board.
ORIGIN/BACKGROUND: Councillor Leveque was the representative on the Municipal Dog Pound Board, with his recent passing there now is a vacancy for a member to act on behalf of the municipality at the Dog Pound Board Meetings.
FINANCIAL IMPACT, STRATEGIC PLAN CONFORMANCE, REFERENCES: Not Applicable
ATTACHMENTS: Bylaw#2014-106
Respectfully submitted,
Appointment of Member of Council to the Municipal Dog Pound ... Page 73 of 173 AGENDA ITEM #v)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BY-LAW 2014-106
BEING A BY-LAW TO APPOINT MEMBER(S) TO THE MUNICIPAL DOG POUND BOARD;
WHEREAS; the Council of The Corporation of the Municipality of Hastings Highlands hereby appoint(s) the following person(s) to act as a representative(s) as the Municipal Dog Pound Board;
WHEREAS; the appointee(s) will attend the meetings of this board; make a written report (or copy of the minutes of the meeting) and deliver to the next meeting of Council;
WHEREAS; the term of this appointment will coincide with the term of Council (four (4) years);
WHEREAS; if the appointee wishes to leave this appointment on the said committee, a letter of resignation shall come before Council for approval; and; if granted; an amendment to the By-Law shall be made;
WHEREAS; as the Municipal Dog Pound Board is not a standing committee of Council;
NOW THEREFORE the Council of the Corporation of the Municipality of Hastings Highlands enacts as follows:
The following are appointed as members of the Municipal Dog Pound Board;
1. Mike Leveque
READ A FIRST, SECOND AND THIRD TIME and finally passed this 10th, day of December, 2014.
______Vivian Bloom, Mayor Robyn Rogers, Clerk
Appointment of Member of Council to the Municipal Dog Pound ... Page 74 of 173 AGENDA ITEM #v)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS BYLAW 2016-080 BEING A BYLAW TO APPOINT A MEMBER TO THE MUNICIPAL DOG POUND BOARD; WHEREAS; the Council of The Corporation of the Municipality of Hastings Highlands hereby appoint(s) the following person(s) to act as a representative(s) as the Municipal Dog Pound Board; WHEREAS; the appointee(s) will attend the meetings of this board; make a written report (or copy of the minutes of the meeting) and deliver to the next meeting of Council; WHEREAS; the term of this appointment will coincide with the term of Council (four (4) years); WHEREAS; if the appointee wishes to leave this appointment on the said committee, a letter of resignation shall come before Council for approval; and; if granted; an amendment to the Bylaw shall be made; WHEREAS; as the Municipal Dog Pound Board is not a standing committee of Council; NOW THEREFORE the Council of the Corporation of the Municipality of Hastings Highlands enacts as follows: 1. The following are appointed as member(s) of the Municipal Dog Pound Board; ______
2. All other Bylaws shall be Repealed on enactment of Bylaw 2016-080
3. Enactment of this Bylaw shall become effective for the remainder of the term 2016/2017/2018 years
READ A FIRST, SECOND AND THIRD TIME and finally passed this 19th, day of October, 2016.
______Gregg Roberts, Deputy Mayor Robyn Rogers, Clerk
Appointment of Member of Council to the Municipal Dog Pound ... Page 75 of 173 AGENDA ITEM #vi)
REPORT TO: Members of Council
FROM: Robyn Rogers, Clerk/Manager of Corporate Services
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE Bylaw 2016-077 Appointment of the North Hastings Veterinary Committee
RECOMMENDATION:
THAT Council receives this report “Bylaw 2016-077 “Appointment of North Hastings Veterinary Committee” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT the Bylaw 2016-077 be read a first, second and third time and passed and;
FURTHERMORE THAT a letter with Bylaw 2016-077 be delivered to the North Hastings Veterinary Committee.
ORIGIN/BACKGROUND:
For many years Hastings Highlands has provided a staff member to be on the North Hastings Veterinary Committee for the purpose of Secretary. The staff member who did the duty has been away from office. We believe this topic was a passion for the staff member having experience and knowledge with large animals and was the reason for performing the role of Secretary.
There is no staff that has similar experience, being the reason to Repeal Bylaw 2014-109 and to continue with the appointment solely of Councillor Robinson to the North Hastings Veterinary Committee.
OPTIONS: Non Applicable
FINANCIAL IMPACT: Non Applicable
STRATEGIC PLAN CONFORMANCE: Not Applicable
Vet Committee Page 76 of 173 AGENDA ITEM #vi)
ATTACHMENTS: Bylaw 2014-109 Bylaw 2016-077
REFERENCES: Non Applicable
Respectfully submitted,
Vet Committee Page 77 of 173 AGENDA ITEM #vi)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BY-LAW 2014-109
BEING A BY-LAW TO APPOINT MEMBER(S) TO THE NORTH HASTINGS VETERINARY COMMITTEE;
WHEREAS; the Council of The Corporation of the Municipality of Hastings Highlands hereby appoint(s) the following person(s) to act as a representative(s) as the North Hastings Veterinary Committee;
WHEREAS; the appointee(s) will attend the meetings of this board; make a written report (or copy of the minutes of the meeting) and deliver to the next meeting of Council;
WHEREAS; the term of this appointment will coincide with the term of Council (four (4) years);
WHEREAS; if the appointee wishes to leave this appointment on the said committee, a letter of resignation shall come before Council for approval; and; if granted; an amendment to the By-Law shall be made;
WHEREAS; as the North Hastings Veterinary Committee is not a standing committee of Council;
NOW THEREFORE the Council of the Corporation of the Municipality of Hastings Highlands enacts as follows:
The following are appointed as members of the North Hastings Veterinary Committee;
1. Brenda Prentice 2. Hald Robinson
READ A FIRST, SECOND AND THIRD TIME and finally passed this 10th, day of December, 2014.
______Vivian Bloom, Mayor Robyn Rogers, Clerk
Vet Committee Page 78 of 173 AGENDA ITEM #vi)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS BYLAW 2016-077 BEING A BY-LAW TO APPOINT MEMBER TO THE NORTH HASTINGS VETERINARY COMMITTEE
WHEREAS; the Council of The Corporation of the Municipality of Hastings Highlands hereby appoint the following person to act as a representative as the North Hastings Veterinary Committee; WHEREAS; the appointee will attend the meetings of this board; make a written report (or copy of the minutes of the meeting) and deliver to the next meeting of Council; WHEREAS; the term of this appointment will continue for the remainder of the term being (Two (2) years); WHEREAS; if the appointee wishes to leave this appointment on the said committee, a letter of resignation shall come before Council for approval; and; if granted; an amendment to the Bylaw shall be made; WHEREAS; the North Hastings Veterinary Committee is not a standing committee of Council; NOW THEREFORE the Council of the Corporation of the Municipality of Hastings Highlands enacts as follows: The following is appointed as member of the North Hastings Veterinary Committee; 1. Hald Robinson and;
2. All other Bylaws shall be Repealed on enactment of Bylaw 2016-077
3. Enactment of this Bylaw shall become effective for the 2017/2018 years
READ A FIRST, SECOND AND THIRD TIME and finally passed this 19th, day of October, 2016.
______Gregg Roberts, Deputy Mayor Robyn Rogers, Clerk
Vet Committee Page 79 of 173 AGENDA ITEM #vii)
REPORT TO: Members of Council
FROM: Robyn Rogers, Clerk/Manager of Corporate Services
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE Repeal Bylaw 2014-100, Appointment of Fence Viewers
RECOMMENDATION:
THAT Council receives this report “Repeal Bylaw 2014-100, Appointment of Fence Viewers” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT Council repeals Bylaw 2014-100 a Bylaw for the Appointment of Fence Viewers.
ORIGIN/BACKGROUND: On October 5, 2016 Council passed Bylaw 2016-057, being a Bylaw to exempt the Municipality of Hastings Highlands From the Line Fence Act with Apportioning Costs of Division Fences therefore any other bylaws pertaining to Line Fences are to be repealed.
OPTIONS: Non Applicable
FINANCIAL IMPACT: Non Applicable
STRATEGIC PLAN CONFORMANCE: Not Applicable
ATTACHMENTS: Bylaw #2014-100
REFERENCES: Bylaw #2016-057
Respectfully submitted,
Repeal Bylaw 2014-100, Appointment of Fence Viewers Page 80 of 173 AGENDA ITEM #vii)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BY-LAW 2014-100
BEING A BY-LAW TO APPOINT MEMBER(S) TO THE MUNICIPALITY OF HASTINGS HIGHLANDS FENCE VIEWERS COMMITTEE
WHEREAS; the Council of The Corporation of the Municipality of Hastings Highlands hereby appoint(s) the following person(s) to act as a representative(s) on the Hastings Highlands Fence Viewers Committee;
WHEREAS; the appointee(s) will attend the meetings of this board; make a written report (or copy of the minutes of the meeting) and deliver to the next meeting of Council;
WHEREAS; the term of this appointment will coincide with the term of Council (four (4) years);
WHEREAS; if the appointee wishes to leave this appointment on the said committee, a letter of resignation shall come before Council for approval; and; if granted; an amendment to the By-Law shall be made;
WHEREAS; the Municipality of Hastings Highlands Fence Viewers Committee is not a standing committee of Council;
NOW THEREFORE the Council of the Corporation of the Municipality of Hastings Highlands enacts as follows:
The following are appointed as members of the Hastings Highlands Fence Viewers Committee;
1. Mike Leveque 2. Gregg Roberts 3. Bert Cannon
READ A FIRST, SECOND AND THIRD TIME and finally passed this 10th, day of December, 2014.
______Vivian Bloom, Mayor Robyn Rogers, Clerk
Repeal Bylaw 2014-100, Appointment of Fence Viewers Page 81 of 173 AGENDA ITEM #viii)
REPORT TO: Members of Council
FROM: Robyn Rogers, Clerk/Manager of Corporate Services
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE Declaration of Council Seat Vacant - Ward 3
RECOMMENDATION:
THAT Council receives this report “Declaration of Council Seat Vacant - Ward 3” as submitted by the Clerk/Manager of Corporate Services and;
FURTHERMORE THAT Council declares the Monteagle Ward 3 Council seat vacant.
ORIGIN/BACKGROUND: Council and staff were made aware of Councillor Leveque’s passing on October 3, 2016. Under Section 262(1) Council must now declare the seat vacant at either of its next two meetings.
OPTIONS: Not Applicable
FINANCIAL IMPACT: Not Applicable
STRATEGIC PLAN CONFORMANCE: Not Applicable
ATTACHMENTS: Not Applicable
REFERENCES: Municipal Act, 2001 Section 259
Respectfully submitted,
Declaration of Council Seat Vacant - Ward 3 Page 82 of 173 AGENDA ITEM #ix)
REPORT TO: Members of Council
FROM: Robyn Rogers, Clerk/Manager of Corporate Services
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE Council Vacancy Policy and the Method to Fill the Vacancy
RECOMMENDATION: THAT Council receives this report “Council Vacancy Policy and the Method to Fill the Vacancy” as submitted by the Clerk/Manager of Corporate Services and;
WHEREAS Bylaw #2016-079 Being a Bylaw for the Council Vacancy Policy be read a first, second and third time and finally passed and;
FURTHERMORE THAT Council fill the vacancy as per the Appointment Options of one (1) 1.1 or 1.2 or two (2) outlined within this report.
ORIGIN/BACKGROUND: Under Section 262(1) Council having declare a Council seat vacant shall under Section 264(5) fill the Council seat vacancy with two (2) options. The options below are for a person to hold seat on Council for the remainder of the 2014-2018 term of office. Typically, one of the two (2) processes has been followed in Ontario.
OPTIONS: 1. Appointment –The process for making an appointment is not prescribed. Typically, one of the two (2) processes has been followed in Ontario. 1.1 Council appoints a qualified person who has consented to fill the office, often this is an unsuccessful candidate from the most recent election within the Ward or all candidates who ran. 1.2 Council invites applications and appoints in accordance with a process as set out by the Clerk. ( see Appointment Procedure to Fill Vacancy on Council). If Council chooses to appoint a person, it must be done within Sixty (60) days after the day of the declaration of vacancy (being December 18, 2016).
Council Vacancy Policy and the Method to Fill the Vacancy Page 83 of 173 AGENDA ITEM #ix)
2. By-Election- electing a qualified person to hold the office for the remainder of the 2015- 2018. A bylaw requiring the by-election must be passed within the same Sixty (60) day time frame. Section 65 of the Municipal Elections Act, 1996 requires the Clerk to establish Nomination Day not more than Sixty (60) days from the day Council passes the bylaw to hold a by-election, and voting day shall be Forty-Five (45) days after Nomination Day.
The cost of a by-election is estimated at $37,000 - $42,000+
FINANCIAL IMPACT: Option 1- None Option 2- $37,000-42,000+
STRATEGIC PLAN CONFORMANCE: Not Applicable
ATTACHMENTS: Bylaw 2016-079 Council Vacancy Policy Council Vacancy Policy Schedule A Public Notice Schedule B and C Application Form Council Position Certificate of 2014 Election Results
REFERENCES: Municipal Act, 2001 Section 259, 262 Municipal Act, 2001 Section 259,262 Municipality of Mississippi Mills Municipality of Southwest Middlesex
Respectfully submitted,
Council Vacancy Policy and the Method to Fill the Vacancy Page 84 of 173 AGENDA ITEM #ix)
THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS
BYLAW 2016-079
Being a Bylaw to have a Council Vacancy Policy ______
WHEREAS the Council of the Corporation of the Municipality of Hastings Highlands deems it desirable to pass Bylaw 2016-079 having a policy when the seat of a member of Council becomes vacant.
AND WHEREAS the Municipal Act, 2001, S.0. 2001 c. 25, when the seat of a member of council becomes vacant during the term of office, Council may fill a vacancy by appointing a person who has consented to accept the office if appointed, or requiring that a By-election be held to fill a vacancy in accordance with the Municipal Elections Act, S.O., 1996, c 32.
AND THEREFORE the Council of the Corporation of the Municipality of Hastings Highlands enacts as follows:
1. That Council hereby approves the policy “Council Vacancy” as Schedule “A” to this Bylaw.
2. That effective on the date of passage of this by-law it shall become enacted.
Read a first, second and third time, and finally passed, signed and sealed on the 19th, day of October, 2016.
______Gregg Roberts, Deputy Mayor Robyn Rogers, Clerk
Page 1 of 1
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SCHEDULE “A”
Municipality of Hastings Highlands- Corporate Policies and Procedures
DEPARTMENT: POLICY #:
Council/Clerk Services/Administration 1
PROCEDURE:
Council Vacancy Appointment Policy
DATE: REV. DATE: COVERAGE: PAGE #:
OCT/16 Council Members 1-8
Purpose
The Municipality of Hastings Highlands is committed to an open, accountable and transparent government.
The purpose of this policy is to provide for an accountable and transparent process for the filling of Council vacancies which occur during a term of office.
Scope
In accordance with the Municipal Act, S.O. 2001, c.25, when the seat of a member of council becomes vacant during the term of office, Council may fill a vacancy by appointing a person (eligible elector) who has consented to accept the office if appointed, or requiring that a By-election be held to fill a vacancy in accordance with the Municipal Elections Act, S.O., 1996, c.32.
The Municipal Clerk, or designate, shall be responsible for interpreting and, where appropriate, facilitating the appointment application process. The Clerk has the authority to make minor technical amendments to this procedure as may be required from time to time.
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Definitions
In these procedures;
“Act” means the Municipal Elections Act, 1996, S.O., 1996, c.32, Sched., as amended. “Appointment” means the appointment of a qualified individual, by majority vote of Council, to fill a vacancy on Council for the remainder of the current Council term.
“By-election” means an election, other than a regular election, held to fill a vacancy on Council and that is conducted in accordance with Section 65 of the Municipal Elections Act, 1996, as amended.
“Candidate” means an individual seeking to be appointed to fill a vacancy in the office of Councillor, having met the eligibility requirements and who has completed the requisite documentation as required by this procedure.
“Chair” means the Member of Council presiding at the Council meeting to appoint an individual to fill a Council vacancy.
“Clerk” means the Town Clerk, or his/her designate.
“Council” means the Council of The Municipality of Hastings Highlands.
“Eligible Elector” has the same meaning as subsection 17(2) of the Act, namely a person: (a) Who is a resident of the Municipality of Hastings Highlands, or an owner or tenant of land in the Municipality or the spouse of such an owner or tenant; (b) Who is a Canadian Citizen; (c) Who is at least 18 years old; and, (d) Who is not prohibited from voting under any other Act or from holding municipal office.
“Lot” means a method of determination by placing the names of the Candidates on equal size pieces of paper and placed in a container with one Candidate name being drawn by the Clerk.
“Municipality” means The Corporation of the Municipality of Hastings Highlands.
“Municipal Elections Act” means the Municipal Elections Act, S.O., 1996, c.32, as amended.
“Nominee” means that individual seeking to fill a vacancy on Council who meet the eligibility requirements and who have completed the requisite documentation as outlined in this policy.
“Procedural By-law” means Bylaw Number 2013-065.
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“Regular Election Year” means the year established for a regular municipal election in accordance with the Municipal Elections, 1996, as amended.
“Term of Office” means the period of time a Member is elected to hold office for which he/she is elected in accordance with the Municipal Elections Act, 1996, as amended.
“Vacancy” means when a seat on Council has become vacant in a manner described in section 259 of the Act.
General
1. Council is required to declare a seat vacant in accordance with the Act.
2. In accordance with the Municipal Act, if a vacancy occurs within 90 days before voting day of a regular election, the municipality is not required to fill a vacancy on Council.
3. Within 60 days after the day a declaration of vacancy is made by Council according to Section 262 of the Act, Council shall determine whether to fill the vacancy by By-election or by appointment in accordance with the Act, subject to:
a) the limitation on filling a vacancy only by appointment if the vacancy occurs after March 31 in the year of a regular election set out in Section 65(2) of the Municipal Elections Act; and
b) the restriction on filling a vacancy that occurs within 90 days of voting day of a regular election in Section 263(5)(b) of the Act.
4. In making its determination, Council will consider the costs and timelines associated with filling a vacancy by appointment or by By-election.
Eligibility Requirements
1. Any individual filling a vacancy must meet the eligibility requirements of office as outlined in the Act and the Municipal Elections Act as an eligible elector.
2. If an employee of the Municipality of Hastings Highlands seeks appointment to Council must be an Eligible Elector. The employee shall give Council written notice, in advance, of his/her intention to take unpaid leave, in accordance with the Act. If the employee is appointed to office, he or she will be deemed to have resigned from their position with the Municipality immediately before making the declaration of office.
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Appointment Procedure
A. Filling a Vacancy by Appointment of Previous Election Candidate
1. Within 60 days of declaring a seat vacant, Council shall appoint a new member by Bylaw.
2. Council may fill the vacancy by appointing the Candidate who ran for the position that is vacant from the most current Election who received the most votes but was not elected from within Ward or all Wards.
3. The Candidate shall reaffirm they meet the eligibility requirements of office as outlined in the Act and the Municipal Elections Act.
4. If he/she is no longer qualified to hold office, the appointment shall be to the next Candidate who ran for the position that is vacant from the most current Municipal Election with Ward or all Wards who received the second most votes but was not elected, and so on.
5. A vote to fill a vacancy on Council by appointment shall occur at an open Meeting.
6. The successful Candidate shall be appointed and complete the Oath of Office at the next Council meeting.
B. Filling a Vacancy by Call for Nominees
1. Within 60 days of declaring a seat vacant, Council shall appoint a new member by Bylaw.
2. The Clerk shall post a Council Vacancy notice (Schedule A) on the Municipal website and in the local newspaper for a minimum of Two (2 ) consecutive weeks following Council’s intention to appoint an individual to fill a vacancy by appointment. The notice shall indicate Council’s intention to appoint an individual to fill a vacancy and shall outline the nomination process.
3. Any individual wishing to be considered for appointment to fill the Council vacancy will complete and sign the Council Vacancy Application Form (Schedule B) and a Council Vacancy Declaration of Qualification Form (Schedule C) approved by the Clerk, and will submit the forms to the Clerk in person by the date and time established by the Clerk.
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Council Vacancy Policy and the Method to Fill the Vacancy Page 89 of 173 AGENDA ITEM #ix)
4. Candidate(s) may submit to the Clerk a personal statement of qualification for consideration of Council. Personal statements will be typewritten in a 12 point font on letter size (81/2” x 11”) paper, shall not exceed Two (2) pages in length, and will include the Candidate(s) name and address. Statements that do not meet these requirements shall not be included in any Council meeting agenda, or provided to Council by the Clerk. The Clerk will advise Candidate(s) of the deadline for submission of a personal statement.
5. Any individual wishing to be considered for appointment to fill the Council vacancy will be required to provide identification to prove his/her identity and qualifying address to the satisfaction of the Clerk.
6. It is the Candidate(s) sole responsibility to meet any deadline or otherwise comply with any requirement of this policy, the Act or the Municipal Elections Act.
7. The Clerk will create a list of all Candidates and publicly post said list on the Municipality’s website.
8. Notwithstanding the requirement of the Procedural Bylaw, the agenda for the meeting shall be set by the Clerk to allow for the orderly proceeding of selecting a Candidate. The agenda shall include the following:
a) A certified list of all Candidates listed in alphabetical order by last name. b) Any personal statement of qualification for consideration of Council.
C. Council Meeting-Interviews and Selection
1. A vote to fill a vacancy on Council by appointment will occur at an open Council Meeting. The meeting may be a Regular Council Meeting or a Special Council Meeting called for that purpose.
2. Notwithstanding the requirement of the Procedural Bylaw, the agenda for the meeting shall be set by the Clerk to allow for the orderly proceeding of selecting a Candidate. The agenda shall include the following:
c) A certified list of all Candidates listed in alphabetical order by last name. d) Any personal statement of qualification for consideration of Council.
3. At the meeting, the following will take place:
a) The Chair will make a short statement for the purpose of the meeting and the general order of proceedings to be followed.
b) The Clerk will provide to the Chair a list of the names of qualified
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applicants and the Chair will call for a motion from Council in the following form:
“THAT the following individuals, who have signified in writing that they are legally qualified to hold office and consented to accept the office if they are appointed to fill the Council vacancy, be considered for appointment to fill such vacancy.”
c) Candidates will be sequestered in an adjacent room until it is their time to answer the questions posed by Council. Once a candidate has answered the questions, they may remain in the Council Chambers.
d) Each of the Candidates will be afforded the opportunity to address Council for a period of not more than ten (10) minutes. The order of speaking will be determined by Lot. The Clerk will place the names of all Candidates in a container and randomly draw the names.
e) Each member of Council will be permitted two (2) questions to each Candidate. Candidates shall be limited to a maximum of Two (2) minutes per question.
4. Upon hearing all the submissions of the Candidates, Council will proceed to vote as follows:
a) Members of Council will vote by way of public vote as required by the Municipal Act, 2001.
b) Candidate names will be displayed on flip board to be visual in alphabetical order, in the Council Chambers by the Clerk.
c) Members of Council will vote for one Candidate only.
d) The Clerk will place the names of all Members of Council in a container and randomly draw their names to vote.
e) Members of Council will verbally and in writing cast their vote for one (1) Candidate. All ballots shall be of identical size, paper quality and colour shall be pre-printed with the member’s name and signature by the council member and returned directly to the Clerk or designate.
f) The Clerk will read aloud the member’s name and selected candidate and announce the tabulated results.
g) If the Candidate receiving the greatest number of votes cast does not receive more than one-half the votes of all voting members of Council, the Candidate or Candidates who received the fewest number of votes will be
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Council Vacancy Policy and the Method to Fill the Vacancy Page 91 of 173 AGENDA ITEM #ix)
excluded from further consideration. The vote will be taken again by the Clerk and, if necessary more than once excluding in each successive vote the Candidate or Candidates who receive the fewest number of votes. This process will be repeated until the Candidate receiving the greatest number of votes has also received more than one-half of the votes of the voting member.
h) Where the votes case are equal for all remaining Candidates and if:
1. There are three or more Candidates remaining, the clerk will by Lot select one such Candidate to be excluded from the subsequent voting. 2. If only Two (2) Candidates remain, the tie will be broken by selecting a Candidate by Lot, as conducted by the Clerk.
5. Upon conclusion of the voting, the Clerk will note the Candidate receiving the votes of more than one-half of the number of the voting members of Council or the Candidate selected through section g-i.
6. The appointment of the Candidate will be made by Bylaw. A Bylaw confirming the appointment will be enacted by Council at the next Council meeting.
7. The Clerk will administer the Declaration of Office required by subsection 232(1) of the Municipal Act, 2001, at the meeting where the Bylaw referred to in section 6 of this policy is enacted by Council, or as directed by Council.
D. Filling a Vacancy by Appointment for the Position of Mayor
1. Within 60 days of declaring a seat vacant, Council shall appoint a new member by Bylaw.
2. Council may fill the vacancy by appointing any Member of Council wishing to be considered for appointment.
3. Any Member of Council wishing to be considered for appointment to the vacancy shall advise the Clerk in writing and complete and sign the Council Vacancy Application Form(Appendix B) by 12:00 Noon, the Wednesday prior to the meeting.
4. Individuals seeking appointment to the position of Mayor who are current members of Council (nominees) shall declare a pecuniary interest.
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5. A vote to fill a vacancy of Mayor by appointment shall occur at an open Council Meeting in accordance with sections 3 and 4 of this policy under “Filling a Vacancy by Call for Nominees.”
6. The vacant seat of Councillor shall be filled in accordance with the provisions of this policy.
E. Filling a Vacancy by By-election
1. Within 60 days of declaring a seat vacant, council shall pass a Bylaw to fill the vacancy by By-election.
2. A By-election shall be held in accordance with the Municipal Elections Act.
3. The Clerk or designate shall be responsible for conducting any By-election in accordance with the Municipal Elections Act and all applicable policies and procedures.
Responsibilities
The Clerk or designate shall be responsible for interpreting and where appropriate administering the Council Vacancy Policy and applicable procedures.
Attached Schedules
Schedule A Council Vacancy Public Notice Template Schedule B Council Vacancy Application Form Schedule C Council Vacancy Declaration of Qualifications
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SCHEDULE A- Council Vacancy Public Notice
PUBLIC NOTICE
MUNICIPALITY OF HASTINGS HIGHLANDS MUNICIPAL COUNCIL VACANCY
TAKE NOTICE that a vacancy exists on the Municipality of Hastings Highlands Council for one (1) Councillor Position. Council has determined to fill this vacancy by appointment through a Call for Nominees in accordance with the Municipality of Hastings Highlands Council Vacancy Policy.
The Term of this position is from the date of Council appointment (DATE) for the balance of the Council term until the Inaugural Meeting of 2018.
A candidate for municipal office must be a qualified municipal elector as set out in the Municipal Elections Act, 1996. Qualified electors must be:
18 years of age or older; a Canadian citizen; a resident of the Municipality of Hastings Highlands, or an owner or tenant of land in the Municipality or the spouse of such an owner or tenant; and not prohibited from voting under any other Act of disqualified from holding municipal office.
Interested Nominees must complete a Council Vacancy Application Form and a Declaration of Qualification through with the Clerk’s Office. Nominations will be accepted by the Clerk’s Office during regular business hours until (DATE) at 2:00pm.
Candidate(s) may also submit to the Clerk, a personal statement of qualification for consideration of Council. Personal statements will be typewritten in a 12 point font on letter size (81/2” x 11”) paper, shall not exceed two (2) pages in length, and will include the Candidate(s) name and address. Statements that do not meet these requirements shall not be included in any Council meeting agenda or provided to Council by the Clerk.
Certified registered Candidate(s) will be afforded the opportunity to address Council for a period of not more than ten(10) minutes and will be asked questions by Council in an open Public Meeting to be held on (DATE) at (TIME) in Council Chambers.
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For further information or to complete a Council Vacancy Application Form and a Declaration of Qualification, please contact:
NAME(Municipal Clerk) or NAME(Deputy Clerk) 33011 Highway 62, Maynooth 613-338-2811 ext 235 or 277 [email protected]
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Council Vacancy Application Form Councillor Position
SCHEDULE B MUNICIPALITY OF HASTINGS HIGHLANDS Note Instructions
An Application Form may only be filed in person or by an agent; Please print or type information (except signatures). may not be faxed or e-mailed. It is the responsibility of the person being nominated to file a complete and accurate nomination paper.
Nominee's Name as it is to appear on all correspondence (subject to agreement of the municipal clerk) Last Name Given Name(s)
Nominee’s full qualifying address within municipality
Suite/Unit No. Street No. Street Name
City/Town Province Postal Code
Mailing Address Same as qualifying address Suite/Unit No. Street No. Street Name
City/Town Province Postal Code
Telephone No. (incl. area code) Fax No. Email Address Business Home
Declaration of Qualification I, , the nominee mentioned in this application form, declare that
I am presently legally qualified, or would be presently legally qualified if I were not a member of the Legislative Assembly of Ontario or the Senate or House of Commons of Canada, to be elected and to hold the office for which I am nominated and I make this solemn declaration conscientiously believing it to be true and knowing that it is of the same force and effect as if made under oath.
Declared before me at the of
in the of
this day of , 20 .
Signature of Clerk or Commissioner, etc. Signature of Nominee
Date Filed (yyyy/mm/dd) Time Filed Nominee or Agent Initial Signature of Clerk or Designate
Certification by Clerk or Designate I, the undersigned Clerk of this municipality, do hereby certify that I have examined the application form of the aforesaid nominee filed with me and am satisfied that the nominee is qualified to be nominated and that the nomination complies with the Act. Signature Date (yyyy/mm/dd)
Council Vacancy Policy and the Method to Fill the Vacancy Page 96 of 173 AGENDA ITEM #ix)
SCHEDULE C-DECLARATION
Form EL18(A) DECLARATION OF QUALIFICATIONS – COUNCIL Municipal Elections Act, 1996
DECLARATION OF QUALIFICATIONS FOR THE MUNICIPALITY OF HASTINGS HIGHLANDS COUNCIL VACANCY CANDIDATES
I, , a nominated candidate for the office of Councillor,
Do Solemnly Declare That:
1. I am qualified pursuant to the Municipal Elections Act, 1996 and the Municipal Act, 2001 to be elected to and to hold the office of Councillor. 2. Without limiting the generality of paragraph 1, I am at least eighteen years of age, a Canadian citizen, a resident of the Municipality of Hastings Highlands or the owner or tenant of land in the Municipality of Hastings Highlands or the spouse or same sex partner of such owner or tenant. 3. I am not ineligible or disqualified under the Municipal Elections Act, 1996, the Municipal Act, 2001, the Municipal Conflict of Interest Act or any other Act to be elected to or hold the above-mentioned office. 4. Without limiting the generality of paragraph 3, I am not an employee of the Municipality of Hastings Highlands, or if I am an employee of the Municipality of Hastings Highlands, I am on an unpaid leave of absence as provided for by section 30 of the Municipal Elections Act, 1996. I am not a judge of any court. I am not a member of the Assembly as provided in the Legislative Assembly Act or of the Senate or House of Commons of Canada or, if I am such a person, I will provide proof of my resignation in a form satisfactory to the Clerk of the Municipality of Hastings Highlands prior to 2:00 p.m. on Nomination Day, DATE. I understand that the Clerk of the Municipality of Hastings Highlands will reject my nomination for the above-mentioned office if I fail to provide proof of resignation by this deadline. I am not a member of the Executive Council of Ontario or a federal Minister of the Crown. I am not a Crown employee within the meaning of the Public Service Act, or if I am a Crown employee, I have followed and will continue to follow all the relevant provisions of Part III of such Act.
5. I am not prohibited from voting at the municipal election under subsection 17(3) of the Municipal Elections Act, 1996.
Council Vacancy Policy and the Method to Fill the Vacancy Page 97 of 173 AGENDA ITEM #ix)
6. Without limiting the generality of paragraph 5, I am not a person who is serving a sentence of imprisonment in a penal or correctional institution. I am not a person who was convicted of a corrupt practice described in subsection 90(3) of the Municipal Elections Act, 1996, during an election that occurred less than four years prior to Monday, October 27, 2014.
7. I am not a candidate who was convicted of a corrupt practice under the Municipal Elections Act, 1996 or of an offence under the Criminal Code (Canada), in connection with an act or omission with respect to a municipal election if the Voting Day in that election is less than six years prior to Monday, October 27, 2014.
8. I am not disqualified from being elected to or holding office by reason of any violations of the election campaign financial requirements or violations for not filing the financial statement pursuant to the Municipal Elections Act, 1996.
AND I make this solemn Declaration conscientiously believing it to be true, and knowing that it is of the same force and effect as if made under oath and by virtue of the Canada Evidence Act.
Declared before me at the Municipality of Hastings Highlands
This day of , 2016
(Signature of candidate)
(Signature of Clerk or designate)
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CERTIFICATE OF ELECTION RESULTS Municipal Elections Act, 1996 s11(4)3)
I hereby certify that during the Municipal Election held on Monday, October 27, 2014 for the offices shown below, the certified Candidates received the votes that follow their respective names
Name of Candidate Office Votes BLOOM, Vivian Mayor 1655 CAMPBELL, Joe Mayor 411 DALGLEISH, Brent Mayor 1150 BUCK, Keith Councillor-Ward 1 493 CANNON, Bert Councillor-Ward 1 720 HAGAR, Tracy Councillor-Ward 1 695 HICKEY, Frank Councillor-Ward 1 604 FELL, Lorraine Councillor-Ward 2 519 MATHESON, Nancy Councillor-Ward 2 677 ROBERTS, Gregg Councillor-Ward 2 604 LEVEQUE, Mike Councillor-Ward 3 442 McALPINE, Lynda Councillor-Ward 3 114 PLUNKETT, Rodney Councillor-Ward 3 143 ROBINSON, Hald Councillor-Ward 3 333 SELLERS, Shaun Councillor-Ward 3 172 WALDER, Alex Councillor-Ward 3 214
Dated this __28______day of October, 2014.
______Clerk or Designate
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REPORT TO: Members of Council
FROM: Pat Pilgrim, CAO
DATE: October 19, 2016, Regular Council, Operations
Re: Monthly CAO Report – September 2016
RECOMMENDATION: THAT Council receives the Monthly CAO Report as information only, as submitted.
ORIGIN/BACKGROUND:
On September 8, 2016, Members of the Municipal Control Group from Hastings Highlands received IMS (Incident Management System) training facilitated by Leanne Latter, Emergency Planning Coordinator, County of Hastings along with Pat Hoover, Fire Chief with Control Groups from the Town of Bancroft, Township of Faraday and the Township of Carlow Mayo. According to the definition, “IMS is a standardized approach to emergency management encompassing personnel, facilities, equipment, procedures and communications operating within a common organizational approach”. In the new organizational structure, there is a POC commander with the next line of command being Liaison Officer, Safety Officer and Emergency Information Officer. The Municipal Control Group is then divided into four sections – Operations, Planning (the thinkers), Logistics (getters) and finally Finance and Administration. At the County level, Ms. Latter is presently working towards compliance at the upper tier level and once that is complete, all lower tier municipalities will have the option of moving forward to the IMS Emergency Management system. The Annual Emergency Plan Exercise will be completed on Monday, October 24, 2016 to further meeting compliance with EMO for 2016.
Our quarterly North Hastings Joint Fire Service Board with representatives of both Bancroft and Hastings Highlands was held in the Town Offices on Thursday September 22, 2016. Year to date calls for the Fire Services included 69 for the Town of Bancroft and 57 for the Municipality of Hastings Highlands. Fire Prevention Week is scheduled for October 9th to 15th, 2016 with this year’s theme is “Don’t Wait, Check the Date!” In terms of the new pumper purchase for the Herschel Station of Hastings Highlands, a major increase in the price of the truck purchase with the change in the American Dollar has delayed the build and delivery of the truck into 2017. A proposal for an internet fibre agreement along with an E-Training Proposal from Stillwater Consulting Limited was also discussed. Next meetings are being scheduled for Thursday, November 3, 2016 and Thursday, December 15, 2016.
Monthly CAO Report - September Page 100 of 173 AGENDA ITEM #i)
Members of staff met several times during the month of September to review the Draft Procedural Bylaw and to make revisions in an effort to allow Council members to review the draft prior to the Special Council meeting on Wednesday, October 5, 2016.
The Operations Manager, the Receptionist and I met with the Landfill Site employees for our quarterly meeting on Friday, September 30, 2016. Topics of interest included firewood being delivered to each site for the winter and keys for the new locks and gates were issued to each attendant present. The new bins are on site for North Baptiste and Sand Bay and the others being delivered soon. Capital projects should as privy/outhouse for Hickey Site along with East Lake shack needing a roof will be discussed for the 2017 budget year. New fall/winter hours were discussed and new signs for the landfill sites being installed with fall/winter hours on one side and spring/summer on the flip side. As always, the meeting ended in a roundtable discussion for questions and answers for each attendant.
Respectfully submitted,
Pat Pilgrim, CAO
Monthly CAO Report - September Page 101 of 173 AGENDA ITEM #ii)
REPORT
To: Members of Council From: Pat Pilgrim, CAO Date: October 19th, 2016, Regular Meeting of Council, Operations Re: Ontario East Municipal Conference 2016 (OEMC)
______
RECOMMENDATION
THAT Council receives this report “Ontario East Municipal Conference 2016 (OEMC)” as information only, as submitted by the CAO.
ORIGIN/BACKGROUND
As a Municipal Conference designed for small rural municipalities, OEMC 2016 provided seminars and networking opportunities for those in small rural municipalities in Eastern Ontario for both elected and appointed officials. Opening ceremonies on September 14th included Victoria Lennox, as the Co-Founder and CEO of Startup Canada as well as the Presentation of the EDO of the Year Award going to Anne Marie Young who has worked in economic development for the last 20 years, with the past eight years in Frontenac County.
The following sessions were those that I attended during the conference:
Incivility in the Workplace
This session was provided by Bruce Beakley, the Director of Human Resources from the County of Renfrew. He opened with the statement that “incivility” is a form of violence and now with the introduction of Codes of Conduct for both the elected officials and staff that we must look at our organizational culture and although we are all adults and should treat each other with dignity and respect, this is not always the case. The negative impacts to employers today when people do not conduct themselves professionally at all times causes stress in the workplace.
1
Ontario East Municipal Conference 2016 (OEMC) Page 102 of 173 AGENDA ITEM #ii)
Ombudsman Oversight and Municipalities
Mr. Paul Dube, the newly appointed Ombudsman presented this session on “All you need to know if the Ombudsman calls”. He provided the fact that since January 1, 2016, his Office has received more than 2,200 municipal complaints with 80% of those have now been closed. He also stated that local issues are best resolved locally and that his Office will work with municipalities by explaining the process and keeping the Municipality apprised of each step. As of January 1, 2016 with the expanded mandate of the Ontario Ombudsman, the Ombudsman’s Office is reaching out to educate by webinars, YouTube videos, brochures and pamphlets, outreach events and meeting stakeholders.
The Case of the OMB cases
In this session, Irvin Shachter, Senior Counsel Legal Services Branch, Ministry of Municipal Affairs/Ministry of Housing reviewed clues from recent decisions of the OMB and the courts. Planning issues such as qualifications of planner with American creditionals, legality of a missing summons, duty to consult in regards to Aboriginal and treaty rights and Official Plan appeals were discussed.
Meeting the Economic Development Challenges with Increasing Transparency Demands
As always, Fred Dean and Nigel Bellchamber provided an interesting and an informative session. This session provides insight in navigating the sometimes choppy waters of economic development as Councils strive to grow their communities in tough economic times meanwhile abiding with Codes of Conduct, the Municipal Act 2001 and the Municipal Conflict of Interest Act. Certainly there were takeaways of information provided by this team such as always get the other side of the Agreement signed first, do not allow developers in your closed session as they are just trying to plead their case and finally, records in a closed session that is not truly a constituted closed session could be disclosed. Also, negotiation should always be at arm’s length and always the duty to act in the best interest of the corporation.
Love your Lakes! Partners in Lake and River Stewardship
This session was provided by Barbara King, the Executive Director of Watersheds Canada. She stated that the quality of a lake has a direct economic impact for Municipalities. Studies show that property values decline where water quality or the natural environment has been degraded. According to Watersheds Canada, what Municipalities need to do to protect lakes and rivers by ensuring that policies and bylaws are in place and strictly enforce bylaws on vegetative removal? She also talked about the use site plan control
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Ontario East Municipal Conference 2016 (OEMC) Page 103 of 173 AGENDA ITEM #ii)
for a 30 metre native plant buffer and to educate landowners on “who is responsible for what” and how they can protect their lakes through proper shoreline management practices. Also, it was mentioned that their Lake Links day being a one day workshop helping Lakes Associations and decision makers to protect their lakes is being held on October 22, 2016 in Perth.
Topical Labour and Employment Law and Legal Updates
Although the entire session was very informative, the most enlightening was the presentation by Maureen Houston of Templeman Menninga who spoke on the amendments to the Occupational Health and Safety Act (effective September 16, 2016) as part of the Sexual Violence and Harassment Plan Act, 2016 in which the definition of “Workplace harassment” has been expanded to include “workplace sexual harassment. The Employer now has an obligation to investigate a workplace harassment complaint and also, must develop, maintain and review, no less than on an annual basis, a workplace harassment policy in conjunction with the health and safety committee or the health and safety representative. The Policy must set out how and to whom the incidents can be reported, how the incidents will be investigated, the information obtained in the investigation will not be disclosed unless necessary and how the worker and the alleged harasser will be informed of the results of the investigation. MOL inspectors can order an employer to retain, at its own expense, a qualified investigator to investigate a workplace harassment complaint and to deliver a written report. Regulations have yet to be released.
The closing keynote speaker was Deborah Kimmett, from Second City fame and also, the daughter of the former Mayor of Napanee who related her experiences and journeys in her life which led her to where she is today.
As mentioned, this conference with over 500+ attendees, the opportunity to network with other municipalities in Eastern Ontario along with the relevant trade show makes this conference a very worthwhile event.
Respectfully submitted by,
Pat Pilgrim, CAO
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Ontario East Municipal Conference 2016 (OEMC) Page 104 of 173 AGENDA ITEM #iii)
REPORT TO: Members of Council
FROM: Pat Pilgrim, Chief Administrative Officer
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE: Strategic Plan Quarterly Report – CAO
RECOMMENDATION: THAT Council receives this report “Strategic Plan Quarterly Report” as information only, as submitted by the CAO.
OPTIONS: Not Applicable
ORIGIN/BACKGROUND:
In 2015 Council approved the Corporate Strategic Plan, being a plan to guide Council with the priorities of the municipality through to the year 2019.
FINANCIAL IMPACT: Not Applicable
STRATEGIC PLAN CONFORMANCE: Attached
REFERENCES: Council Meeting Minutes- November 18, 2015 Quarterly Reports of April 20, 2016
ATTACHMENTS: Strategic Plan Quarterly Report –CAO
Respectfully submitted,
Strategic Plan Quarterly Report - CAO Page 105 of 173 Strategic Plan Quarterly Report - CAO
Quarter # 2 Date: October 19, 2016
Quarterly Report Strategic Plan to Council-CAO
Strategic Action Resources Actions to Date Target Status Date Assess the level of Council, Administrative -Report was presented to Council at the meeting of 2016 Completed financial support of existing staff, municipal budget, February 17, 2016 by the Manager of Corporate rural public transit-TROUT TROUT information Services/Clerk to draft an Agreement with Bancroft Community Transit (BCT). -Bylaw # 2016-021 was passed on March 16, 2016 with service to Hastings Highlands Residents at that time. Investigate education Administrative staff, -A Staff Training, Development and Position 2016 Ongoing needs, methods and various municipal Requirements Policy was passed by Council on March opportunities for Council professional organizations 16, 2016 as part of our Human Resources Policies and staff update -Staff is provided the opportunity to upgrade their skills upon approval of their Department Manager and within Budgetary requirements -Staff continues to maintain membership in AMCTO, MFOA, AORS, HC Clerks and Treasurers with the Treasurer presently sitting on the AMCTO Legislation and Policy Advisory Committee and the Acting Deputy Clerk holding the Treasurer position on the HC Clerks and Treasurers Association. -staff will continue to seek additional education training for both Council and staff Develop corporate Administrative staff, other -Staff is in the process of reviewing other 2016-2018 Ongoing communications policy municipalities municipalities’ communications plan. Contact has been made with a consultant in this regard Develop a lobbying Administrative staff, other -Staff continues with work with other levels of Gov’t to 2016 Ongoing strategy for issues municipalities, various find funding sources for assistance with the Page 106 of 173
impacting the municipality municipal professional reconstruction of former Highway 62 (e.g. Warden of AGENDA ITEM #iii) and imposed by senior organizations Hastings County, MPP Todd Smith and MP Mike levels of government, e.g. Bossio) policing costs, competitive -As part of the Rural Mayors Forum, Hastings grants, legislation Highlands is in the process of auditing household counts provided to OPP from MPAC to determine any inaccuracies from the OPP Billing Model. AGENDA ITEM #iv)
REPORT
TO: Members of Council
FROM: Department Managers
DATE: October 19, 2016 Regular Meeting of Council, Operations
RE: Strategic Plan Quarterly Report - Department Managers
RECOMMENDATION:
THAT Council receives this report “Strategic Plan Quarterly Report” as information only, as submitted by Department Managers.
OPTIONS: Not Applicable
ORIGIN/ BACKGROUND: In 2015 Council approved the Corporate Strategic Plan, being a plan to guide Council with the priorities of the municipality through to the year 2019.
FINANCIAL IMPACT: Not Applicable
STRATEGIC PLAN CONFORMANCE: Attached
REFERENCES: Council Meeting Minutes- November 18, 2015 Quarterly Reports-April 20, 2016
ATTACHMENTS: Strategic Plan Quarterly Report –Department Managers
Respectfully submitted,
Strategic Plan Quarterly Report - Department Managers Page 107 of 173 Strategic Plan Quarterly Report - Department Managers
Quarter # 2 Date: October 19, 2016
Quarterly Report Strategic Plan to Council-Department Managers
Strategic Action Resources Actions to Date Target Status Date Develop a By-law Review CAO, Administrative staff, Administration reviewing By-Laws 2018 In progress strategy to ensure up-to- other municipalities Updated Electronic Data base date content (i.e. reflects current needs and legislation) Review Information CAO, Administrative staff, GPS system has been installed in 28 units for 2016-2018 Started Technology for Needs and IT Consultant, County the Roads Department which will reduce Gaps liability in Hastings Highlands. Develop a Reserve CAO, Administrative staff, D.M. Wills Engineers was awarded RFP 2019 Started Strategy Asset Management Plan 2016-02 Asset Management Plan and will and Plan for return on provide a final report by the end of 2016. Infrastructure Strategy, other municipalities, various municipal professional organizations Create a Protocol for the Administrative staff, CRO Developing a dialogue through public 2016 In progress development, fostering and Community Resources library with Lake Associations around maintenance of Officer, other available services and resources. partnerships including municipalities, various Stewardship Day in partnership with MNRF potential partnerships with municipal professional Partnering with surrounding municipalities Lake Associations, MNRF organizations Utilizing dialogue with Lake Associations to re docking & launch promote HH events and programs facilities and other appropriate initiatives Informing the public on CAO/Dept. Mgrs/CRO CRO Development of a Library/Centre 2016 In progress who does what Administrative staff, other marketing plan including print, social media
Page 108 of 173 municipalities, IT and new technologies. consultant, municipal Monitors located in reception and lobby AGENDA ITEM #iv) website, local media, Semi-Annual Tax News Letters community representatives Explore opportunities for Administrative staff, First stage of Economic Development 2019 In Progress attracting new innovative Community Resources Strategy has been drafted projects to be located in staff, Economic Summary Reports for FICE and BR+E the municipality (such as Development Strategy projects are being drafted Municipal Office/ Library/ Teeny Tiny Summit Gymnasium Hub Regional Business Resource Fair Strategic Plan Quarterly Report - Department Managers
Develop a Master CAO, Administrative staff, 2019 N/A Recreation Plan- including funding from senior levels but not limited to : of government, other Inventory of all parks, municipalities, provincial existing and potential ministries recreation facilities, recreation activities; Assess need for dedicated park position(s); Create a volunteer data base Maintain and keep up with Department CRO networking with MHHBA, Loyalist 2017 In Progress the growth of life in the Managers/CRO College, local schools and community community – (Health, Administrative staff, members to offer health and literacy based Lifestyle, focus) i.e. Community Resources programs provide residents with staff, municipal website, information regarding local media, other available services such as municipalities health care and recreation Page 109 of 173 AGENDA ITEM #iv) AGENDA ITEM #v)
REPORT TO: Members of Council
FROM: Pat Pilgrim, CAO
DATE: October 19, 2016 Regular Meeting of Council, Operations
Re: Invitational RFP – Insurance Services 2017
RECOMMENDATION: THAT Council receives this report “Invitational RFP - Insurance Services 2017” as submitted by the CAO and;
THAT Council hereby approves the CAO to proceed immediately with an Invitational RFP for Insurance Services prior to the 2017 April 1st implementation date.
ORIGIN/BACKGROUND:
As Council is already aware, the Municipality of Hastings Highlands as an amalgamated municipality has a large number of assets and as such, our yearly insurance costs are in the range of $148,000. Staff is proposing to release an Invitational RFP to the two long-term, experienced suppliers in the municipal market – Jardine Lloyd Thompson (JLT) (our current supplier) and Frank Cowan Company. I understand that there has been a recent announcement by the Ontario Municipal Exchange Reciprocal (OMEX) that they will not be underwriting any 2017 renewals restricting the field even further.
Although this request would seem early, there is an extensive amount of time and effort required to provide an overview of the Municipality to the insurer – e.g. annual budget, # of employees, # of boards, population, # of paved as well as gravel roadways, buildings etc. By starting early, the plan is have all documentation to be in place prior to the April 1st implementation date.
FINANCIAL IMPACT: To be determined. Respectfully submitted,
Invitational RFP – Insurance Services 2017 Page 110 of 173 AGENDA ITEM #i)
REPORT TO: Members of Council
FROM: Mayor Vivian Bloom,
DATE: October 19, 2016, Regular Meeting of Council, Operations
RE: Monthly Mayor’s Report
RECOMMENDATION: THAT Council receives the Monthly Mayor’s Report as information only, as submitted.
BACKGROUND: This report will give you an update of events and meetings I have been involved in since early September. On Sept. 9th, following my surgery, I was able to attend the Rural Mayors Meeting in Brudenell. First topic of discussion was OPP and the billing status reports. Glenda led us through how Greater Madawaska was able to get some of their costs rebated, however from the time of receiving the needed info until the cut-off date, they did not get through the whole exercise, so will only receive just over $23,000. As Greater Madawaska and Hastings Highlands had the highest numbers of points we feel were wrong, we would be well advised to go through this process as well. The OMB Reform topic took up most of the rest of the day. There was a short talk on the Residential Tenancies Act as well and whether our group would send comments on this. Last of all was a roundtable discussion of any new business or new actions for the group to work on. Another very interesting and productive meeting. The following week was the Ontario East Municipal Conference. I attended several very interesting seminars and as usual, during conversations over lunch and meetings with others, the social times reaped so many topics of interest to us all. Sometimes, one can learn as much through these conversations as is learned in the seminars. It is always good to be able to network with other municipal council members. I attended County Finance on September 20. September 22nd, was the Joint Fire Board meetings. It is gratifying to know, that for another year, we will be looking at finishing our year below budget. This partnership has not only saved both municipalities some money, but having the people to do the needed inspections, especially of publicly used facilities, programs on safety etc. but we are now ensured our firemen are all receiving the proper training and are working safely to protect us all. On September 24th, it was my pleasure to represent Hastings Highlands at the Warden’s Banquet In Tyendinaga Township. September 29th I attended County Council in Belleville. On October 1st, we presented our Firemen Awards night. All firemen in Hastings Highlands who were on our departments who had five years of service or more, were all given their certificates and pins from 5 to 25 years or more. What an exciting first Awards Night.
Monthly Mayor's Report Page 111 of 173 AGENDA ITEM #i)
October 2nd was the day for our Hazardous Waste event held at the Logger’s Field in Maynooth. It was a resounding success. Regular Hastings Highlands Council was held on October 5th. On October 7th, I attended along with CAO Pat Pilgrim and Treasurer David Steward the Rural Mayor’s Forum held near Arnprior. Upon our return home, we all attended former Councillor Michael Leveque’s wake. Mike’s passing will leave a huge hole in our municipality with the loss of his service to the public, his gift of music to all and his quiet smile. On October 12th, I attended the Board Meeting of the Hastings Highlands Public Library. Then on the 13th I Chaired the County Planning Meeting in Belleville. October 18th, I also attended County Finance in Belleville. As always it is my pleasure to be able to represent Hastings Highlands. Thank you for the acceptance of my monthly report.
FINANCIAL IMPACT: Not Applicable.
STRATEGIC PLAN CONFORMANCE: Not Applicable
OPTIONS: Not Applicable.
REFERENCES: Not Applicable
ATTACHMENTS: None.
Respectfully submitted,
Monthly Mayor's Report Page 112 of 173 AGENDA ITEM #i)
Bancroftand Area Community Policing AdvisarLCommitteeIBACPACI September 6, 2016 (Draft Minutes)
Meeting commenced at 5:06pm
In attendance: Staff Sgt Tim Spence — Bancroft OPP
Gregg Roberts —- Hastings Highlands
Cam McKenzie — Highlands East
Andra Kauffeldt -— LimerickTownship
Boyd Walker — Tudor and Cashel
Carl Tinney — Faraday Township
Marilyn Brickles— Wollaston Township
Terry Spence — Carlow Mayo Township
Regrets: Barry McGibbon — Town of Bancroft
Motion to approved May 10, 2016 minutes Boyd Walker/Carol'?nney No changes noted. Minutes to be circulated to all council reps as soon as possible.
Financials —Tobe reviewed at next meeting as a report was not available
No Delegations present
General Updates: 1) Marine Program -T-Shirts and supplies to make "I was caught wearing my PFD"were purchased and distributedthroughout the summer. Staff Sgt advised that the marine program was extremely successful this summer. The marine student was excellent and 7 or 8 officers were able to participate in the program to keep their marine officer designations up to date. 2) Detachment Commander Position —Thisposition was finally posted and the competition closed September 2,2016. Candidates will be short listed in the next couple of weeks and then interviews will be conducted. BACPACChair (Gregg Roberts) has been asked to participate in the interview process.
Staff Sgt Updates:
ll Quarterly reports were handed out to each municipality and reviewed by Staff Sgt. 2) As a result of an officer retiring last spring a new officer willbe starting at the detachment on September 12 whichwill bring us back to full staff compliment. 3) Fleet diversification continues - discussed issue with potential loss of F250 Pickup as a result. Staff Sgt will be submitting a business case to keep this unit on the Bancroft fleet.
General discussion about annual AuxiliaryChristmas Dinner occurred. Greg willdetermine if there is enough interest, and if not, other alternatives were discussed including donations on behalf of BACPAC to local food banks during the Christmas season.
Next Meeting: December 6, 2016 5pm Faraday Township Office
Motion to adjourn at 6:15 Terry Spence/Cam McKenzie
Draft Minutes of the Bancroft and Area Community Policing Ad... Page 113 of 173 AGENDA ITEM #i)
ARENA MINUTES - SEPTEMBER 14, 2016
George E called the meeting to order at 7:40 p.m.
PRESENT: George, Ron, Dennis, Hald, Terry ABSENT: Tracy, Larry
AGENDA and minutes were approved by Terry S and seconded by Dennis P.
BUSINESS FROM PREVIOUS MINUTES: Motion 042-16 stated to run an ad for the canteen for two weeks. Due to time restraints the ad only run for one week.
Dale Shannick was not present at site meeting.
MANAGERS REPORT:
Pepsi has installed new machines and product. It is working fine. Canteen operator will make adjustments to cost of products in machine at time of their take over.
Propane: A contract with Superior Propane for two years has been agreed to and signed. Members of Arena Commission will get propane for $0.42 litre.
Canteen: One tender was received for the operation of the canteen for this season from Shaan Dhillon co-ordinator for North Hastings Youth in Action.
The tender was well put together and shows good interest in running the canteen.
MOTION 045-16: It was moved by Terry S and seconded by Hald R to accept letter of intent for canteen operation from North Hastings Youth in Action to commence immediately and operate until April 30, 2017 subject to signing the contract with the arena commission. Carried
Roof: Site meeting saw tenders picked up by L B R, Belcon Engineering, Zurcon, Crown Construction, Beacon Construction, White Top Roofing.
Tenders were received from Zurcon and L B R.
Minutes of the Arena Committee September 14, 2016. Page 114 of 173 AGENDA ITEM #i)
Tracy was unable to be present but spoke to members present on speaker phone. She was unable to vote as she wasn't physically there. She said she'd leave
the decision in the hands of those present.
Tenders were opened by George.
Motion 046-16: Moved by Dennis P and seconded by Hald R to accept the tender from L B R Contracting Ltd to make repairs to the roof at a price of $167,830.00
plus HST. Carried.
L B R was the lowest tender and also a local contractor. If the arena commission decides to install eave troughs there would be an extra cost of $4,850.00 + HST.
TREASURER'S REPORT: Report was gone over by all and approved.
ADOURNED UNTIL NEXT MEETING: October 12, 2016 at 7:30 p.m.
Submitted by Wilma Robinson for Arena Commission.
Minutes of the Arena Committee September 14, 2016. Page 115 of 173 AGENDA ITEM #a
Notice of Motion Form
In accordance with Section 12-10 — “Notice of Motion” of the Corporation of the Municipality of Hastings Highlands Procedural By- Law; Member of Council (3%?Z’3 (please print) Hereby files a Notice of Motion to be included on the Agenda t'or the Regular meeting of Council, which is scheduled to be held on:
20 under the following Agenda heading:
" ‘(L ’ Citufb Pli?keup And which Notice of Motioifreadsas follows: THAT Council dug L9, g+mC€+2 PU:semi <:§{3”t/€393iv 3z«i’W’W-'* S“?{:L)c%’€ Poll5}” SL5»?‘~f*5i.4,{~§;<'ti5%C,,"[&’AEW51!’ R} B‘x’:>~j§:>Q PlC‘/h“’\,,L[CO15LX133,Fug?’J{?g/L|;({Q lot)Q) ‘m.-ii9rrr3“.=Ce/.1‘
Councillor Roberts, Notice of Motion given October 5, 2016 Page 116 of 173 AGENDA ITEM #a
Bill Mauro, The Municipal Elections Modernization Act, 2016 Page 117 of 173 AGENDA ITEM #b
OntarioProposingChangesto Ontario MunicipalBoarditolrnproveilif?ciency Accessibility 1 message
Ontario News
Newsroom
News Release
Ontario Proposing Changes to Ontario Municipal Board to Improve Efficiency and Accessibility
October 5, 2016
Province Seeking Public Input on Board's Scope and Process
Ontario is undertaking a comprehensive review of how the Ontario Municipal Board (OMB) operates and its role in the province's land-use planning system to help make it more efficient and more accessible to all Ontarians.
The OMB plays a central role in Ontario's land-use planning process as an independent, public body through which people can appeal or defend land—usedecisions that affect their property or community.
As part of the review, the government is consulting the public on possible changes to the OMB that, if adopted, would:
- Allow for more meaningful and affordable public participation - Give more weight to local and provincial decisions and support alternative ways to settle disputes - Bring fewer municipal and provincial decisions to the OMB - Support clearer and more predictable decision making
The changes under consideration would improve everyday life for Ontarians by providing easier public access to informationabout the OMB and its processes through an expanded Citizen Liaison Of?ce. The proposed changes would also better specify what can be appealed to the OMB, as well as the mechanisms through which the OMB hears these appeals.
Ontarians wishing to participate in the consultation may submit comments online or in person at one of the town hall meetings being held across the province this fall.
improvingthe OMB's role in the land use planning system is part of the government's plan to build Ontario up and deliver on its number-one priority to grow the economy and create jobs. The four-part plan includes investing in talent and skills, including helping more people get and create the jobs of the future by expanding access to high—quaIitycollege and university education. The plan is making the largest investment in public infrastructure in Ontario's history and investing in a low-carbon
News Release - Ontario Newsroom - OMB Improvement of Efficie... Page 118 of 173 AGENDA ITEM #b
economy driven by innovative, high-growth, export—on'ented businesses. The plan is also helping working Ontarians achieve a more secure retirement,
QUICK FACTS
- The OMB is an independent tribunal that makes decisions at arms‘ length from the government. First established in 1906 as the Ontario Railway and Municipal Board, it is one of Ontario's oldest tribunals. - The OMB has a mandate under many statutes, but the majority of its hearings relate to Planning Act matters.
- Comments must be submitted by December 19, 2016.
BACKGROUNDINFORMATION - Ontario Proposing Possible Changes to the Ontario Municipal Board to improve Efficiency and Accessibility
ADDlTlONALRESOURCES
- Read the consultation paper.
- Read about the OMB’s role and history.
QUOTES
"We know we have to take a good look at the OMB's role in the land-use planning system. We want to ensure that the OMB is working as effectively and efficiently as possible. We‘re seeking input in a number of areas, includingwhat can be appealed, who may appeal and how the OMB hears matters."
—— Br’/IMauro, Minister of Municipal Affairs
"The decisions the OMB makes directly impact Ontario families and their communities. Thats why it's so important that people, businesses and organizations take this opportunity to have their say about the future of the OMB and share their ideas on how the OMB can work better for them. With this input and advice.our government will develop reforms that put people and communities first.“
— Yasir Naqvi, Attorney General of Ontario
CONTACTS Conrad Spezowka Communications 416-585-7066
News Release - Ontario Newsroom - OMB Improvement of Efficie... Page 119 of 173 AGENDA ITEM #b
Conrad,[email protected]
Mark Crlpps Minister's Office 415-585-6842 [email protected]
Brendan Crawley Communications Branch, Ministry of the Attomey General 416-326-2210 Brendan.Crawley@ontan'o.ca
Clare Graham Minister's Office, Ministry of the Attorney General 416-326-7071 Clare.Graham@ontan'o.ca
Ministry of Municipal Affairs http://www,onlan‘o.ca/municipal
MULTIMEDIAANDELECTRONIC PRESS KIT - This News Release has multimedia content and a downloadable electronic press kit. Click here to access on news.ontan'o.ca.
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News Release - Ontario Newsroom - OMB Improvement of Efficie... Page 120 of 173 AGENDA ITEM #c
Honourable Kathleen Wynne regarding OMB Reform Page 121 of 173 AGENDA ITEM #c
Honourable Kathleen Wynne regarding OMB Reform Page 122 of 173 AGENDA ITEM #c
MUNICIPAL SUMMITAttachment 1 OMB REFORM: PROCESS & POWERS
RECOMMENDATIONS
Honourable Kathleen Wynne regarding OMB Reform Page 123 of 173 AGENDA ITEM #c
MUNICIPAL SUMMIT ON OMB REFORM: PROCESS AND POWERS
While each community is indeed unique, when it comes to planning matters, many of our communities encounter the same issues. When considering development proposals within the context of approved Official Plans – there is on-going pressure to alter their Official Plans to approve project-specific amendment requests. Repeated appeals to the OMB of Municipal councils’ planning decisions to uphold their Official Plans and deny project-specific amendment requests, results in multiple communities fighting the same fight - wasting untold taxpayer dollars in the process. It is a lengthy, costly, and frustrating process and one that is clearly not working.
Discussions around the need for OMB reform are not new. As an issue it has jumped from the back burner to the front burner and back again many times over the past two decades. However, despite the many years of discussion, there has been little material change to the scope of powers, procedures or predictability of decision making of the OMB. This had led to frustration for the key stakeholders in the process – Municipal leaders, the development community and - most important - the residents and communities affected by planning decisions and OMB rulings regarding same.
OMB processes and scope of power have not kept pace with the changes in municipal planning necessitated by the explosion of growth in our communities. Effective planning requires certainty and predictability in the processes that govern it. What is needed, therefore, is clarity of the role and scope of power of all those with the authority for decision making. In light of the pending Provincial review of the OMB, this is an opportune time for elected representatives – those decision-makers on the front lines of municipal planning - to work together and advocate for appropriate and effective reform(s) of the OMB. Elected officials from across the Province have been asking for change for a long time and now, as a result of the Summit on OMB Reform – Process and Powers have come together to identify common goals and common solutions and to advocate for those changes in planning legislation. With reform, it is hoped that Municipalities will have more authority and predictability in local planning decisions.
Background
The impetus for the Municipal Summit on OMB Reform came from a motion brought forward by Councillor Tom Mrakas to Aurora Town Council in January of 2016 that spoke to the need to address the scope and powers of the OMB. Subsequent to that, and within the context of the need for OMB reform, an additional motion was put forward jointly by Councillor Michael Thompson and Councillor Tom Mrakas that spoke to the specific planning issue of development of open space/parkland and the need for criteria against which both municipalities and the OMB can consider when reviewing said development requests.
1
Honourable Kathleen Wynne regarding OMB Reform Page 124 of 173 AGENDA ITEM #c
It was in the context of these two unanimously supported motions that the idea for a Municipal Summit on OMB reform was born. Following quickly on the heels of the passing of both motions, a Municipal Summit Planning Working Group was created to begin the work of creating the Summit. The event, held in the Markham Civic Centre on May 14th, was the result of months of hard work by this dedicated group of 17 elected officials from 12 municipalities across the GTA.
The Municipal Summit was a unique event; a grass roots gathering of elected officials from every corner of our Province, working together towards the common goal of affecting real change in the decision-making processes that affect how our communities are planned.
The daylong event featured a number of important speakers including Ms. Helen Cooper, Former Mayor of Kingston, Chair of the Ontario Municipal Board, AMO President; Mr. John Chipman, Author “Law Unto Itself”, former editor of the Ontario Municipal Board Reports; Ms. Valerie Shuttleworth Chief Planner for York Region; Mr. Leo Longo, Senior Partner Aird & Berlis LLP and Mr. Joe Vaccaro, CEO of the Ontario Home Builders Association. The panelists engaged attendees and solicited their input directly through breakout groups. Our guest Moderator, Mr. Bill Hogg, brought together the outcome of both the broader discussions as well as the break out groups so as to identify common themes that would inform the proposed recommendation(s)
Recommendations At the outset, the purpose of the Summit was to identify common themes and common principles of reform that would modernize the process and procedures of the OMB. The purpose of which is to ensure that decisions of the Board reflect and respect the uniqueness of every community. In reviewing the comments of the attendees and the panelists as well as the municipal leaders that have weighed in through emails and other communication, and taking into consideration the over 100 municipalities that have endorsed the motion(s) advocating reform, the consensus view spoke to a clear need to review the scope of powers of the OMB. Thus, the recommendations of the Summit can be boiled down to one overarching recommendation: Limit the jurisdiction of the OMB to questions of law or process. Specifically, when considering appeals, require the OMB to uphold any planning decision(s) of Municipal Councils unless said decision(s) is contrary to the processes and rules set out in legislation. A decision by a Municipal Council to uphold their Official Plan – a Plan that conforms to provincial legislation and is approved by the Province through the delegated authority of the relevant Regional government - should not be subject to appeal unless that decision is contrary to the processes and rules set out in legislation. Further, OMB decision- making processes/procedures should be predicated on the principle that planning
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Honourable Kathleen Wynne regarding OMB Reform Page 125 of 173 AGENDA ITEM #c
decisions of a local Municipal Council as they relate to their Official Plan will be upheld unless they are contrary to the processes and rules set out in legislation. The recent changes to the Planning Act (Bill 73) as they speak to limits on appeals – namely that Official Plans cannot be appealed within the first two years of adoption - are a good first step, but they don’t go far enough. The consensus of attendees was that appeals should be strictly limited. Some felt that amendment requests should not be allowed to be put forward at all unless proponents can demonstrate that the proposed changes to the Official Plan or zoning by-law fulfill a changing community need or in some way better the community. The onus should be on the applicant to demonstrate to the local Municipal Council that the changes to the Official Plan necessitated by a proposed project or development benefit the community and/or enhance it. If a Council sees that there is a clear benefit to the community then it is within the Councils authority to grant the amendments. However, if a Council feels that the application does not somehow better the community, then Council has full authority to deny the application without it being subject to appeal. There should be consistency in the scope of authority of Municipal Councils. Any other decision by a Municipal Council is only subject to appeal through a judicial review the scope of which is errors in process or law. The question then is - why are planning decisions different? The answer is they should not. As it stands now, Municipalities are required to review application after application, requesting amendment after amendment; considering each in isolation as opposed to the integrated whole. Piecemeal planning negates the utility and functionality of Official Plans. Multiple changes to a Municipal Plan required by multiple project-specific amendment requests compromises the integrity of the Official Plan and indeed the planning process as a whole. Municipal planning is a complex process. But the current legislation does not recognize or reflect that complexity. The legislation does not adequately address what can be appealed, who can put forward an appeal, and the relative weight that Municipal Council decisions will be given in the adjudication of appeals. Similarly, vague terminology – such as “…due consideration” – significantly impacts the predictability of decision making processes of the Board. Even timelines for decision-making are unworkable. Despite the fact that even mildly contentious development proposals require considerable amount of time to compile the information necessary for informed Council decisions, a decision must be rendered within 180 days or face appeal. This is not good planning. This is ineffective and inefficient public planning. Clearly there does still need to be a degree of flexibility in the decision making processes. It is not the expectation that Official Plans are carved in stone. However, the drivers of community change should be the community itself. Planning legislation – including the OMB Act - should outline in very specific and very limited terms the basis upon which a Municipal Council decision to refuse an amendment to its Official Plan or zoning bylaw can be appealed. Concomitantly, decisions by the OMB when considering appeals of local Council planning decisions should reflect and respect the vision of the communities as defined in their Official Plans.
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Honourable Kathleen Wynne regarding OMB Reform Page 126 of 173 AGENDA ITEM #c
In closing, we recognize that our communities are dynamic. They continue to grow and evolve over time. But with that evolution comes a very real pressure to manage that growth in a way that is respectful of the unique character of the affected communities. Through necessary legislative reform and the clarification of the scope of power and authority of all decision making bodies – both elected and appointed - predictable, appropriate decision-making processes can be achieved. We thank the panelists, our moderator, our sponsors and most of all everyone who participated in this process, for the incredible input and hard work that has been undertaken. Sincerely, The Members of the OMB Reform Summit Working Group: Councillor Tom Mrakas, Chair (Aurora) Councillor Michael Thompson (Aurora). Councillor Marianne Meed Ward (Burlington) Councillor Nicholas Ermeta (Cambridge) Councillor Frank Sebo (Georgina) Councillor Cathy Downer (Guelph) Councillor Yvonne Fernandes (Kitchener) Councillor Karen Rea (Markham) Regional Councillor Nirmala Armstrong (Markham) Councillor Don Hamilton (Markham) Councillor Christina Bisanz (Newmarket) Councillor Karen Cilevitz (Richmond Hill) Councillor David West (Richmond Hill) Councillor & Deputy Mayor Pat Molloy (Uxbridge) Councillor Marilyn Iafrate (Vaughan) Councillor Alan Shefman (Vaughan) Councillor Mary Ann Grimaldi (Welland) Councillor Steve Yamada (Whitby)
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Honourable Kathleen Wynne regarding OMB Reform Page 127 of 173 AGENDA ITEM #d
Matthew Torigian, Deputy Minister, Ministry of Community Saf... Page 128 of 173 AGENDA ITEM #d
Matthew Torigian, Deputy Minister, Ministry of Community Saf... Page 129 of 173 AGENDA ITEM #e
Letters in Support of Bill 171 Highway Traffic Amendment Act... Page 130 of 173 Letters in Support of Bill 171 Highway Traffic Amendment Act...
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._._..m_._o_..oc_.m_u_mm$ "5">5“‘r*?% AGENDA ITEM #e Letters in Support of Bill 171 Highway Traffic Amendment Act... Page 132 of 173 Letters in Support of Bill 171 Highway Traffic Amendment Act... ._.:m 4.03 zm::. O... Enzrm r>zm wmmorcdoz 95.? 023.: ....~..:. 29 3- wk 205.“: E; ccmsommmmEB 33 3% mmas: mo=m_.m:o=...ea mmnczcwc5 u €mmwm>m nuanmaocaammnaomm93% :m ...‘ AGENDA ITEM #e AGENDA Page 134 of 173 v:<:U om:m<._. H m. "£20 v_on.=_o. zoF:._om§_ “.0 zo:._wo..m:. mummoc?sa:aEm HUHZOmuUu?u XE u?am 063E2...:2: mommo_.__m:n emm_mn.Fz_ .._O ZO_._. m¢o..:Em=,.. >902 DZ<¢._.z<:U z_m 322.. 5: omu? ..EO: m2.: m Letters in Support of Bill 171 Highway Traffic Amendment Act... Page 135 of 173 AGENDA ITEM #e Vivian Bloom Tel: 613-338-2811 or Mayor Toll Free 877-338-2818 Extension 277 Fax: 613-338-3292 Pat Pilgrim Chief Administrative Email: #33011 Hwy 62, P.O Box 130 [email protected] Officer Maynooth, Ontario, K0L 2S0 ______ September 12, 2016 The Honourable Steven Del Duca Minister of Transportation 77 Wellesley Street West Ferguson Block, 3rd Floor Toronto, ON M7A 1Z8 [email protected] Dear Minister Del Duca: Please be advised that the Council of the Municipality of Hastings Highlands passed the following motion at the Regular Meeting of Council on September 7, 2016 regarding: Bill 171, Highway Traffic Amendment Act (Waste Collection and Snow Plows) 2016 Resolution #466-2016 Motion Details Moved by: Councillor Matheson Seconded by: Councillor Robinson CARRIED THAT Council receives this report “Bill 171, Highway Traffic Amendment Act” provided by the Clerk/Manager of Corporate Services and; THAT the Council of Hastings Highlands supports the Township of Carlow/Mayo in their request of support for Bill 171 Amendment and; WHEREAS the Council of Hastings Highlands recognizes the importance of service vehicles as Waste Collection and Snowplows to be acknowledged the same as O.P.P, EMS and Fire vehicles when in operation for the health and safety of the operators of these vehicles in reducing injury or harm and; Letters in Support of Bill 171 Highway Traffic Amendment Act... Page 136 of 173 AGENDA ITEM #e THEREFORE BE IT RESOLVED that the Municipality of Hastings Highlands supports the amendments to Bill 171 extending the restrictions on approaching stopped emergency vehicles or tow trucks to approaching a stopped road service vehicle, this including vehicles for an entity such as a municipality in the course of collecting garbage or material for disposal or recycling from the side of a highway and road service vehicles for the purpose of plowing, salting or de-icing a highway or to apply chemicals or abrasives to a highway for snow or ice control and; FURTHERMORE THAT a copy of this resolution be forwarded to the Township of Carlow/Mayo, the Hon. Del Duca, Minister of Transportation, Premier of Ontario, and all Ontario Municipalities. Thank you for receiving our correspondence and considering the request. Sincerely, Suzanne Huschilt, Acting Deputy Clerk cc: The Township of Carlow/Mayo [email protected] cc: The Premier of Ontario [email protected] cc: All Ontario Municipalities –will be sent in a separate email Letters in Support of Bill 171 Highway Traffic Amendment Act... Page 137 of 173 AGENDA ITEM #f Acting DeputyClerk From: Minister of Small Business and Tourism - Ministrede la Petite Entreprise et du Tourisme (IC) Dear Madam Mayor: I am writing in response to recent correspondence from Ms. Suzanne Huschilt regarding the Council of the Municipality of Hastings Highlands’ resolution with respect to the tax treatment of campgrounds, which was passed at its August 24, 2016 meeting. As the Minister responsible for small business and tourism, I am interested in learning about the challenges entrepreneurs face. The Income Tax Act contains longstanding rules that are intended to prevent the use of a corporation to defer personal taxes on investment income. These rules draw a line between the tax treatment of business income at the corporate level (taxed at lower rates for small businesses) and property income (generally taxed at higher rates). For the tax treatment of property income, where the principal purpose of a business is to derive income from property, the Canada Revenue Agency (CRA) considers it to be a speci?ed investment business. There is an exception to this rule if the business employs more than five ?lll-time employees throughout the year. CRA has published guidance material and a news release on the factors that are relevant in making this determination. With regard to campgrounds, CRA understands that, in many cases, a corporation carrying on such a business may not typically employ more than ?ve ful1~timeemployeesthroughout the year. Therefore, in these situations, the ability of a corporation to claim the small business deduction is reviewed on a case-by-case basis. CRA considers the speci?c facts of each case in order to determine whether a corporation’s income qualifies for the small business deduction. For example, if a campground provides significant additional services that are integral to the success of its business operations, CRA may consider that its principal purpose is as a small business and not to earn income from property. In these select instances, a corporation’s income may be able to qualify for the small business deduction. This could be the case even if the campground did not employ more than ?ve full-time employees throughout the year. The Government of Canada remains committed to protecting and maintaining the fairness and integrity of Canada’s tax system for all Canadians. Taxpayers who disagree with their notice of assessment or reassessment have access to recourse. Objections and appeals processes are available to all taxpayers. CRA encourages taxpayers to consider these options when necessary. You can ?nd information on the process to file an objection or appeal with CRA by visiting Resolving your dispute: Obiectionand gppeal rights under the Income Tax Act. The Honourable Bardish Chagger, P.C., M.P., Minister of Smal... Page 138 of 173 AGENDA ITEM #f As the issue of tax policy falls more directly under the purview of my colleagues, the Honourable Bill Momeau, Minister of Finance, and the Honourable Diane Lebouthillier, Minister of National Revenue, I have taken the liberty of forwarding your email to them for consideration. Please accept my best wishes. Sincerely, The HonourableBardish Chagger, P.C., M.P. The Honourable Bardish Chagger, P.C., M.P., Minister of Smal... Page 139 of 173 AGENDA ITEM #f Municipality of Hastings Highlands 33011 Hwy 62 N Municipal Office Box 130 Tel: 613-338-2811 Maynooth, ON Fax: 613-338-3292 K0L 2S0 Toll Free: 1-877-338-2818 Email: Vivian Bloom [email protected] Mayor August 24, 2016 The Honourable Bardish Chagger MP Minister, Department of Small Business and Tourism CD Howe Building 235 Queen Street Ottawa, ON K1A 0H5 via email: [email protected] Dear Minister Chagger, At the Regular Meeting of Council of the Municipality of Hastings Highlands, held on August 24, 2016, the following resolution was properly moved seconded and carried regarding Taxation – Impact on Campgrounds: Leveque/Matheson: (433-2016) THAT Council receives this report “City of Quinte West – Taxation - Impact on Campgrounds,” as provided by the Acting Deputy Clerk and; THAT Council approves the following motion; THAT the Council of Hastings Highlands supports the City of Quinte West’s resolution dated July 14, 2016 and; Whereas the Canada Revenue Agency (CRA) has decided that some campgrounds are too small to quality for the small business tax deduction; And Whereas campgrounds in Ontario have begun receiving calls and letters from CRA warning them of reassessments in part because they are deemed not to qualify for the small business tax deduction since they employ fewer than five people; The Honourable Bardish Chagger, P.C., M.P., Minister of Smal... Page 140 of 173 AGENDA ITEM #f And Whereas the camping community provides a source of employment of 15,000 jobs across Ontario and supports economic activity by contributing $1 billion to Ontario’s economy and generating $294 million in tax revenues; And Whereas Camping in Ontario, which represents 440 privately-owned campgrounds in Ontario, is working with the Canadian Federation of Independent Business to push the Department of Small Business and Tourism, Finance Canada and the Canada Revenue Agency to implement changes that ensure campgrounds are recognized as small businesses and pay the same taxes as other small businesses; Now Therefore Be It Resolved that the Municipality of Hastings Highlands recognizes the benefit and values all campgrounds throughout Ontario and in Canada and supports Camping in Ontario’s initiative that changes be implemented to ensure campgrounds are recognized as small businesses and pay the same taxes as other small businesses; FURTHERMORE THAT a copy of this resolution be forwarded to Hon. Bardish Chagger, Minister, Department of Small Business and Tourism, City of Quinte West, Mike Bossio, our local MP for Hastings-Lennox and Addington and Todd Smith, MPP for Prince Edward Hastings. CARRIED cc: City of Quinte West, Mayor Harrison via fax # 613-392-5608 Mike Bossio, MP, Hastings-Lennox and Addington [email protected] Todd Smith, MPP, Prince Edward Hastings [email protected] for his info only Sincerely, Suzanne Huschilt, Acting Deputy Clerk The Honourable Bardish Chagger, P.C., M.P., Minister of Smal... Page 141 of 173 AGENDA ITEM #g September 30, 2016 Dear Under 6000 Municipal Colleagues: Here is the latest news regarding Clean Water and Wastewater Fund which has been amended to include funding for all rural communities. As you know, the previous announcement only allowed money to communities with water and sewer systems. Your CAO would have received the letter by now. The representatives of AMO and ROMA were not willing to leave the table without receiving a commitment to all communities. As a result of this pressure from the AMO and ROMA reps, a new deal was presented that allows our OCIF as part of their 25% of a new commitment whereby the Feds are in for 50%, the Province is in for 25% and Municipalities 25%. And it’s not by application. The eligible programs must conform to the guidelines i.e. storm water remediation even for those with no systems. As you can see, our Under 6000 Group has been able to work with ROMA and AMO as a consultation unit and we are not being ignored. Please don’t forget to consider the ROMA Conference in January. It is definitely “rural based” and will bring you together with all the rural municipalities. If you wish to register but it’s not in this year’s budget, remember, you can register now and arrange for payment in the New Year. Yours truly, Mayor Bill Vrebosch, Municipality of East Ferris, AMO Board Rural Caucus, ROMA Zone 9 Chair, Under 6,000 Mayor Bill Vrebosch, Municipality of East Ferris Page 142 of 173 AGENDA ITEM #h October 5, 2016 To the Head & Members of Council: A/Ax-44¢,gnr,%mpuz7m.» Pursuant to Policy B-008 of the Ontario Good Roads Association, the Nominating Committee shall report to the Annual Conference its nominations for 12 directors. The following members of the Board willautomatically serve on the 2017-2018 Board of Directors in the following capacity: President Ken Lauppé, Manager, Road Operations - East, Planning & Infrastructure Services, City of Brampton 1“Vice-President Luc Duval, Director of Public Works & Engineering, City of Timmins Immediate Past President Robert Burlie, Manager of Road Operations, Etobicoke/York District, City of Toronto Those nominated by the Nominating Committee shall be selected from OGRA's municipal or First Nations membership pursuant to the requirements for geographic representation contained in Section 12 of the Constitution, and so far as possible meeting the criteria established in Policy B-O08. A full copy of the Constitution can be viewed on the OGRA web—site: OGRA Constitution The following incumbent Directors have put their name fonlvard wishing to continue to represent their respective Zones: North (3 to be elected) Rick Harms Project Engineer City of Thunder Bay Southwest (3 to be elected) Andy Bruziewicz, Virginia Ridley, Councillor Councillor City of Sarnia City of London Chris Traini, County Engineer County of Middlesex South Central (2 to be elected) Bryan Lewis, John McKean, Councillor Mayor Town of the Blue Mountains J.W. Tiernay, Executive Director, OGRA Page 143 of 173 AGENDA ITEM #h J.W. Tiernay, Executive Director, OGRA Page 144 of 173 AGENDA ITEM #h The Nominating Committee willmeet in November to recommend a slate of Directors to the membership. The members of the Committee are: Chair: Rick Champagne, Immediate Past President Vice Chair: Tom Bateman, Past President Members: Bryan Lewis, OGRA Director John McKean, OGRA Director Virginia Ridley, OGRA Director Any questions regarding the Nomination process or serving on the Board o Directors can be directed to the undersigned at '[email protected] f Yours truly, J. W. Tiernay, Executive Director c: Rick Champagne, Chair, Nominating Committee J.W. Tiernay, Executive Director, OGRA Page 145 of 173 AGENDA ITEM #h , Ontario Good Roads Association 7 Board of Directors 4 Nomination and Consent Form ! /f/oreéirzpla/9/5/M/'o¢ a/71?/is We hereby nominate the following to the Board of Directors of the Ontario Good Roads Association for the 2017/18 term of office: Name of Candidate Name: Position: Municipality: Moved by: Seconded by: (Candidates must be nominated by two eligible members of OGRA. A resolution of Council is acceptable but not mandatory) CandidateConsent The candidate nominated above must sign below indicating they consent to the Nomination and agree to let their name stand for office. I, hereby consent to the Nomination (Name of Candidate) to the Board of Directors of the Ontario Good Roads Association. Signature Date Submit completed form and candidate’s résumé by fax or e—mai| to the attention of Rick Champagne, Chair, OGRA Nominating Committee Fax: 289-291 -647 J.W. Tiernay, Executive Director, OGRA Page 146 of 173 Accessibility Dictorate of Canada o_o < _._o3 mammo:.m Em __m_>mmmm?co_.m::2c_ mumu-B...._:«mOE m5 ._On_ .wN>.m:.5mn_____._.=._:35 mwoooi cozmzsmcoo0..._._. 3. <5_ 00 ammc?o No ammgoo: .2 gm m___>-%-_£o_._ mo. mumcmoEmEao_w>wn__w_oomucmEmF_>o_QEm_ mm:mm_b___nmm_n_ ITEM #i AGENDA .2 9.50 So :o=m_w_mm._b___n_mmmoo<_m.mumu_1 :o_§_:m:oo Page 148 of 173 ummoiua m:___ms_ ummu?um__mEm 3t.-$m-a 5 U8“. 9.8+8-a _.w"E 8 S-o8-§3 §_o.E .mm:mm_b___nmm_n_.8 850 9: 83:8 mmmm?wumm:__ COZNUOEEOOON.6 m: >28: 2 ._o .:o_mmmm:o.u.._mn_-:_cm.6. .m.m_mo.-mE9 9.: 2:03 :9» %~ .mm_oownm:amm:m_mmwu25:9. ucm%§m:m._ .55 :wo_.wE< m:_c:_o:_ .m?::o_ 2mEm._m :_ m_nm__m>mEm w_m_.SmE cozmgsmcoo__ .wo_mvucmm:o:moo_:oEwq-c_ _oE. m . ucm”b_::EEoo newmoEo.59» E as Sq cmo:o>Eumoam . Accessibility Dictorate of Canada AGENDA ITEM #i What does an Accessible Canada mean to you? In-person consultation sessions are taking place across Canada to inform the development of planned accessibility legislation. Did you know that approximately 14 percent of Canadians aged 15 years or older reported having a disability that limited them in their daily activities? And that there are approximately 411,000 working-aged Canadians with disabilities who are not working but whose disability does not prevent them from doing so? Almost half of these potential workers are post-secondary graduates. We all benefit when everyone can participate equally in everyday life. But many Canadians with disabilities and functional limitations face accessibility barriers in their communities and workplaces. That is why the Government of Canada has launched a consultation process that will inform planned accessibility legislation. All Canadians are encouraged to take part in the consultation process, either by attending an in- person session or by participating in the online consultation. A full list of in-person sessions can be found at Canada.ca/Accessible-Canada. If you would like to pre-register for an in-person session, or to notify us of accommodation needs, please notify the Office for Disability Issues: Phone: 1-844-836-8126 TTY: 819-934-6649 Fax: 819-953-4797 Email address: [email protected] Mailing address: Consultation – Federal Accessibility Legislation c/o Office for Disability Issues Employment and Social Development Canada 105 Hotel-de-ville St., 1st floor, Bag 62 Gatineau QC K1A 0J Canadians are also encouraged to follow @AccessibleGC on Twitter, Accessible Canada on Facebook and to follow the #AccessibleCanada hashtag. The consultation process will run until February 2017. For the most up-to-date information on in-person venues and dates, and to participate online, please visit Canada.ca/Accessible-Canada. Accessibility Dictorate of Canada Page 149 of 173 AGENDA ITEM #j Mike Palecek, National President Canadian Union of Postal Wo... Page 150 of 173 AGENDA ITEM #j Mike Palecek, National President Canadian Union of Postal Wo... Page 151 of 173 AGENDA ITEM #j Mike Palecek, National President Canadian Union of Postal Wo... Page 152 of 173 Ombudsman Ontario September 2016 Newsletter _._._m252.-5 <<< muc.>oa9: Sum >._mm mm._u: 9.. c m...copm mumméu mo.8 9. ucm mE_m_ 26: 9. _wuoE mEoEo.mm: m ao_m>m2 :EEo 25 9: o muc.>oE m£ umEEo._u :u_Es £mmQ hzm .0 Ema go gmamsx m_: mucm m .wuma?smc m2:0 o £3 < :82 9.2. Seam u m._w> m:o_.mEmE_ ms.2 uw?mmmimean..2 ._>_z 8 3_m.m>_:_...an.5 mm : _._onm . 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E. =m ~.U._mOQ _oo;om ma3ODNuC_W_QF_OOM 0>mI _ ~.3_m._m>_::mEonm u:_?_QF_OON 0>NI E00 F>u__NQ_0_C_.=.=muaonmuC_?_QF_O0M m>m: 8 .mE_m_nEouEmon _oocom u mb_m._m>cs _ma_o_c:EScam 965 :._mm_2 ace.cm 6 89 m_N2 mcsom6 m_m_mcmcmas _mE3 _: o 3 .N0>m m:o> m _ ._oo_._om26: m £m:m.__ mammoaEm m: wucou3.:mumcmom.Ewu2mE5doBox9:0 mmaom?E o.:mEo2 .2:_oo:um._.9:gmB.5 ._..33» wow>3 2: macaw2 ._.__m _ _._ so ._ c nniebl Qo:..amp: ucm.._m£oE m .EwuBm3.5w£ £5cmmzzmncam:.9535omm..um?52 03...m>3 newémaaw 2 m mm.50 oozom.£96 2 _.8m:m._.«ECm_uw?mscm.£5 ummmucmBoson _cm:m_;E _ >._._.. Sm... 1.8 8.. 9. 3 8 4 me a . oomwmN 8 cozmosuwo b_ .5 ms onmum:_m_aEoum»< Emuam m.38 F ._m£o_._mEm...c_ _ . 2:9. DU=w_.:mU:n_EO._ ?u :nm._=m o_._m.:O ._O _._mEmv:nEO 05¢ a0 $050 Em; E._8 E_m_ Eco mSo __= ._mw>:8: u m>9 ma.ts co_.m3_m 9: ucm..mm>_m£o:m .8 _oo_._ommo.__.Euo..n &=° SO x0050 Ombudsman Ontario September 2016 Newsletter AGENDA ITEM #l COMMUNITY AND HUMAN SERVICES NEWSLETTER VOLUME 22, ISSUE 3 FALL 2016 Community and Human Services NEWS INSIDE THIS Hastings County Receives Conservation ISSUE Rebates Hastings County received a total of $102,409 in rebates from Union Gas PAGE 2 SOCIAL HOUSING IN under the Affordable Housing Conservation Program (AHCP). HASTINGS COUNTY The AHCP targets social and assisted housing corporations (both RECEIVES $1.9 MILLION IN municipalities and non-profit/co-operative) FUNDING TO MAINTAIN and is delivered by Union Gas’ Commercial “As a result of these AND UPKEEP HOUSING Account Managers (CAM) across its projects, we have reduced franchise area. The program is designed to our natural gas consumption PAGE 3 fund improvements that increase the by over 52,000 cubic NEW BUILD HOUSING energy efficiency of social housing in metres, which equates to an PROJECTS MOVING AHEAD Ontario. annual savings of about Over the course of the fall of 2015 through KITCHEN UPGRADES TO $15,000 on our utility HOUSING UNITS to this summer, Hastings County Housing costs.” Services completed several capital WARM ROOM OPENS upgrades which have generated significant incentive rebates through the NOVEMBER 15TH AHCP. Below is a snap shot of these projects, and the incentive rebate for each project: PAGE 4 HASTINGS COUNTY 236 Dundas $8,550 (1) Condensing Make Up Air Unit BEFORE AND AFTER 24 Brown $19,711 (2) Condensing Boilers SCHOOL PROGRAMS HIRES 315 Edmund $17,100 (2) Condensing Make Up Air Unit NEW SUPERVISOR 245 Bridge $34,200 (2) Condensing Make Up Air Unit 7 Turnbull $17,100 (1) Condensing Make Up Air Unit WATER DOES WONDERS FOR KIDS AND FAMILIES IN 247 Bridge $1,916 (1) Condensing Water Heater HASTINGS AND PRINCE 24 Brown $1,916 (1) Condensing Water Heater EDWARD COUNTIES 25 Wellington $1,916 (1) Condensing Water Heater PAGE 5-6 As a result of these projects, we have reduced our natural gas consumption STATISTICS by over 52,000 cubic metres, which equates to an annual savings of about $15,000 on our utility costs. We have also reduced our C02 emissions by over 98,000 kg which is the equivalent of taking 40 cars off the road PAGE 7 PICTURES AND annually. “Hastings County ANNOUNCEMENTS continues to do upgrades to our social housing units that will save both Hastings County and the tenants of our units money in energy costs,” added Warden Phillips. “It reflects our mission of supporting people and our communities.” (Picture shows members of Community and Human Services Committee and Union Gas) Community and Human Services Newsletter Fall 2016 Page 157 of 173 AGENDA ITEM #l COMMUNITY AND HUMAN SERVICES NEWSLETTER PAGE 2 - FALL 2016 Social Housing in Hastings County Receives $1.9 Million in Funding to Maintain and Upkeep Housing The Ministry of Municipal Affairs and Housing announced that Hastings County will receive $1.9 million in funding through the Social Housing Improvement Program (SHIP). The program is aimed at improving and preserving the quality of social housing in Ontario. The $1.9 million will be divided between the County owned and operated units (67%) and the Local Non-Profit Housing Providers (33%). After a 5% administration allowance of $95,320, that leaves Hastings County’s total as $1,211,176 to be used across the 1,385 units that Hastings County administers and operates across the County, and $599,903 for the 686 units that are operated by Local Non-Profit Housing Providers across the County. The SHIP funding is not intended for regular maintenance work. Instead, renovation and retrofit work including replacement or reconstruction of worn out or obsolete major building or site components, improvements in energy efficiency or water conservation, accessibility modifications, or regeneration including conversion of units and demolition or reconstruction of projects are eligible. Hastings County has proposed the following six projects to completed using the SHIP funding. These projects have been identified as high priority items taken from the 5 Year Capital Plan that weren’t approved under the 2016 Annual Capital Budget. Project Estimated Priority Level Budget Replace Built Up Roof - $360,000 High 247 Bridge St. W., Belleville Install Rigid Insulation and Steel $160,000 High Siding - 247 Bridge St. W., Belleville Replace Unit Windows and Doors - 45 $285,000 High Creswell Drive, Trenton Foundation and Sidewalk Repairs - $24,500 High 204 Church Street, Stirling Bathroom Updates - 27 and 47 $195,876 High/Medium Wellington Crescent, Madoc Roof Replacement - $185,800 High Pine Street, Belleville Total Hastings County Project Value $1,211,176 The Local Non-Profit Housing Providers’ funding will be distributed between these projects on a per- unit total. Housing Providers will select projects which will be reviewed by Hastings County staff for eligibility. Any unused funding will be reallocated to another non-profit housing provider. Community and Human Services Newsletter Fall 2016 Page 158 of 173 AGENDA ITEM #l COMMUNITY AND HUMAN SERVICES NEWSLETTER PAGE 3 - FALL 2016 New Build Housing Projects Moving Ahead The Hastings/Quinte Social Services Committee and County Council approved the release of a Request for Proposal (RFP) for the retention of a design build contractor to construct 8 new housing units. Four of the units are to be built at 59 Russell Place in Belleville, and the other four at Elgin, Tripp, and West Moira Streets in Belleville. The units will be directly owned and operated by Hastings County Local Housing Corporation. These units are part of Phase One of the ‘Single Detached Housing Unit Report’ from 2014, which recommended the selling off of the 47 single dwelling units owned and operated by Hastings County Local Housing Corporation, and the construction of 50 new units with the proceeds of the sale. Kitchen Upgrades to Housing Units Housing Services is working on the replacement of the kitchens at 45 Creswell Drive in Belleville. A tender is currently out to have a contractor hired for a replacement. A mock up has been completed and the images below show what the upgrade will look like. The work will be starting very shortly. In addition, a contractor has been retained to repair the balconies at 485 Bridge Street East in Belleville. This has been an ongoing project for 2 years. Work is expected to be starting on this very shortly as well. Warm Room Opens November 15th The Warm Room operated by the Salvation Army will once again open for the upcoming cold months. The Warm Room will be open nightly from November 15th, 2016 to March 15th, 2017. Community and Human Services Newsletter Fall 2016 Page 159 of 173 AGENDA ITEM #l COMMUNITY AND HUMAN SERVICES NEWSLETTER Hastings County Before and After School Programs Hires New Supervisor We are pleased and excited to start off the school year by supporting the needs of children and families at our licensed Before and After School Programs. The programs are located at St. Michael’s Catholic School and Sir John A McDonald Public Schools in Belleville, Frankford Public School, and Breadner Elementary School in Trenton. We are pleased to welcome Laura Jones (right), the new Supervisor of our Before and After School Programs. Laura is a Registered Early Childhood Educator and brings many years of knowledge and experience. Hastings County Child Care programs promote high-quality care and a positive, safe learning environment for all children. Water Does Wonders For Kids and Families in Hastings and Prince Edward Counties The Healthy Kids Community Challenge Hastings Prince Edward is launching a new theme, Water Does Wonders, which encourages kids and their families to drink more water. Water Does Wonders is the second theme of the Healthy Kids Community Challenge, which promotes children’s health through physical activity, healthy eating, and other healthy habits. The Water Does Wonders theme is running from July, 2016 to March, 2017. “The Healthy Kids Community Challenge has introduced a number of great initiatives in Hastings and Prince Edward Counties,” said Jo-Anne Albert, Mayor of the Municipality of Tweed and Community Champion. “I look forward to seeing the positive influence that this next theme will have on our children’s health and well-being.” As a part of the Water Does Wonders theme, programs and activities will be introduced over the next nine months throughout Hastings and Prince Edward counties to encourage kids and their families to choose water as a healthy alternative to sugar-sweetened beverages. Hastings and Prince Edward Counties is one of 45 communities across Ontario taking part in Ontario’s Healthy Kids Community Challenge. The Healthy Kids Community Challenge unites communities with a common goal of promoting children’s health through physical activity, healthy eating and other healthy habits. Community and Human Services Newsletter Fall 2016 Page 160 of 173 AGENDA ITEM #l COMMUNITY AND HUMAN SERVICES NEWSLETTER PAGE 5 - FALL 2016 STATISTICS HOUSING PROGRAMS BRANCH Applications Received for Social Housing 90 Households Housed 17 Tenants Moved Out 24 Households Currently on Waiting List 1819 (representing 3362 people) HOUSING RESOURCE CENTRE Belleville Bachelor 3 Rooming Situations 12 One Bedroom Apartments 8 Quinte West Bachelor Rooming Situations 10 One Bedroom Apartments 3 Central Hastings Bachelor Rooming Situations 4 One Bedroom Apartments 4 North Hastings Bachelor Rooming Situations One Bedroom Apartments 3 KOMPUTERS FOR KIDS June - Aug Belleville Quinte West North Hastings Central Hastings TOTAL Year-to-Date Installations 31 10 1 5 47 154 Repairs 27 5 32 79 Community and Human Services Newsletter Fall 2016 Page 161 of 173 AGENDA ITEM #l COMMUNITY AND HUMAN SERVICES NEWSLETTER PAGE 6 - FALL 2016 STATISTICS ONTARIO WORKS CASELOAD Total Caseload 3061 Total Number of Beneficiaries 5044 % of Population Receiving Social Assistance 3.74% % Increase/Decrease from Last Month -0.49% % Increase/Decrease from Last Year -3.56% JOBS SECURED OVER PAST MONTH Bancroft 10 Belleville 67 Deseronto 5 Madoc 11 Quinte West 21 Total 114 Average Wage Secured $12.07/hr ADDITIONAL STATISTICS Home Visitor - Families Supported 28 (representing 91 people) Home Visitor - Singles Supported 146 (including 36 seniors) LEAP (Learning, Earning & Parenting) North Hastings - 2 Belleville - 53 Central Hastings - 2 Quinte West - 14 Utilization of Subsidized Child Care Total Number of Children: 1,424 Total Number of Families: 997 in Hastings County Community and Human Services Newsletter Fall 2016 Page 162 of 173 AGENDA ITEM #l COMMUNITY AND HUMAN SERVICES NEWSLETTER PAGE 7 - FALL 2016 ANNOUNCEMENTS Kelly McGuire Smith - Ontario Works Case Supervisor Kaitlin Burgess - (from Alberta Works) Temporary Caseworker, Bancroft Kaelan Parker - EDCW, Temporary, Quinte West Communications of Social Services News and Ideas For any corrections, suggestions, or to be added to our e-mailing list, contact John Nicholas: [email protected] Community and Human Services Newsletter Fall 2016 Page 163 of 173 AGENDA ITEM #m FOR IMMEDIATE RELEASE Sustainable Learning: Managing your Woodlot Course Do you want to know more about your woodlot and sustainable forestry? Come and learn from the experts at the Managing Your Woodlot course. The Local Wood Initiative, with support from the Ontario Trillium Foundation, is hosting a two-day course in the classroom and out in the woods, led by professional foresters. The outdoor session allows you to try out the techniques and decision-making processes covered in class. The Course Dates are Saturday, October 22 from 9 am to 3 pm AND Saturday, October 29 from 9 am to 3 pm, at the Dungannon Recreation Centre at 26596 Hwy 62 in L’Amable, Ontario (south of Bancroft). Registration is required. Woodlot owners can enhance and protect the health of their woods. Trees play a vital role in sequestering carbon; they provide wood for lumber and fuel, purify the air and provide habitat for a huge variety of insects, birds and animals. Woodlots and forestry provide jobs and are an important part of Ontario’s economy. “The important environmental functions of woodlots can be maintained, and in many cases, improved with active management that may result in financial return,” says course leader David Smallwood. The first morning session of the course covers the history of forestry in Eastern Ontario. The second morning session covers the types of forest stands (from upland hardwoods to treed woods, to coniferous plantations), and how to create a forest management plan. The two afternoon sessions provide outdoor lessons in applying sustainable techniques in the woodlot. With a forest management plan, a landowner can set goals that may include collecting fuel wood, promoting wildlife, managing for recreation or harvesting lumber. If you want to harvest wood for lumber or firewood, there are many factors to consider, such as getting bids from several reputable contractors and having a contract in place. The Bancroft and Area Forest Industry Association (BAFIA) is a good resource, with their code of sustainable forestry practice. The Managing Your Woodlot course will be taught by David Smallwood, assisted by Fred Werner and Peter Hynard; all are Professional Foresters. To register, please contact Matt Caruana (613) 391-9034 [email protected] or Louise Livingstone (613) 395-4388, [email protected]. The cost is $50 per person or $75 per couple. Also visit www.hastingsstewardship.ca and www.harvesthastings.ca. - 30 - Hastings Stewardship Page 164 of 173 AGENDA ITEM #n Halloween Party, Hastings Highlands Library,Page October 165 27,of 173201... AGENDA ITEM #o Hastings Highlands Centre Team Trivia Night Who: You and 5 friends What: TEAM rivalry and a few laughs with friends! When: Friday October 28th 2016 at 6:30 pm Where: Hastings Highlands Centre gym Why: Bragging Rights (Name on trophy and appreciation gift) How: Pre-Register at Hastings Highlands Public Library with your donation of $60 (or more) Evening Highlights: Hastings Highlands Best Team Name Award Public Library Team Trivia Champions Award (high score) Team Trivia Attendance Award (low score) 33011 Highway 62, Best costume Award! Maynooth, ON K0L 2S0 Snacks will be provided. Beverages available for $1.00 Phone: 613 338-2262 Let’s keep it friendly…Respectful ribbing expected! Fax: 613 338-5534 Please no cell phones or electronic devices. Trivia Night, Hastings Highlands Centre, Emond Hall, October... Page 166 of 173 AGENDA ITEM #p AGENDA ””"/" Page 167 of 173 n/23%maW09 mzp /(mwvyd /Wvjmy 4”“ /9 (7% 7’ m A1105OS‘DJ '1!“°’d"° Alnnma: sp.10MON oat ro oyewo ‘Kegs,: x 63LX08£I.IegOd NOlJ. VCIN?O:!Hl \:lS ‘./?mmj7~/ REPORT TO: Members of Council FROM: Suzanne Huschilt, Acting Deputy Clerk DATE: October19, 2016, Regular Meeting of Council, Operations Re: Association of Municipalities of Ontario – What’s Next Ontario? Project RECOMMENDATION: THAT Council receives this report “Association of Municipalities of Ontario – What’s Next Ontario? Project,” as provided by the Acting Deputy Clerk and; WHEREAS The Council for the Municipality of Hastings Highlands supports and endorses the AMO Board’s request for resolution dated October 6, 2016; THAT Council approves the following motion; WHEREAS recent polling, conducted on behalf of the Association of Municipalities of Ontario indicates 76% of Ontarians are concerned or somewhat concerned property taxes will not cover the cost of infrastructure while maintaining municipal services, and 90% agree maintaining safe infrastructure is an important priority for their communities; AND WHEREAS infrastructure and transit are identified by Ontarians as the biggest problems facing their municipal government; AND WHEREAS a ten-year projection (2016-2025) of municipal expenditures against inflationary property tax and user fee increases, shows there to be an unfunded average annual need of $3.6 billion to fix local infrastructure and provide for municipal operating needs; AND WHEREAS the $3.6 billion average annual need would equate to annual increases of 4.6% (including inflation) to province-wide property tax revenue for the next ten years; AND WHEREAS this gap calculation also presumes all existing and multi-year planned federal and provincial transfers to municipal governments are fulfilled; AND WHEREAS if future federal and provincial transfers are unfulfilled beyond 2015 levels, it would require annual province-wide property tax revenue increases of up to 8.35% for ten years; AND WHEREAS Ontarians already pay the highest property taxes in the country; Association of Municipalities of Ontario – What’s Next Ontar... Page 168 of 173 AGENDA ITEM #a AND WHEREAS each municipal government in Ontario faces unique issues, the fiscal health and needs are a challenge which unites all municipal governments, regardless of size; NOW THEREFORE BE IT RESOLVED that the Municipality of Hastings Highlands supports the Association of Municipalities of Ontario in its work to close the fiscal gap; so that all municipalities can benefit from predictable and sustainable revenue, to finance the pressing infrastructure and municipal service needs faced by all municipal governments. ORIGIN/BACKGROUND: The looming fiscal gap facing Ontario’s municipalities for the next ten years was a major theme of this year’s AMO conference. AMO Board is urging every council in Ontario to adopt this resolution regarding the challenge they will be faced within the next ten years regarding provincial infrastructure. FINANCIAL IMPACT: Not applicable at this time OPTIONS: Not applicable REFERENCES/ATTACHMENTS: AMO Letter seeking Council Resolution Respectfully submitted, Association of Municipalities of Ontario – What’s Next Ontar... Page 169 of 173 AGENDA ITEM #a Association of Municipalities of Ontario – What’s Next Ontar... Page 170 of 173 AGENDA ITEM #a PENDING ITEMS ORIGINAL MEETING ITEM DATE June 1, 2016 Review of Sale of Shoreline Regular Meeting of Road Allowance Fall 2016 Council – Council to review information Planning & Delegation from June 1 meeting Resolution (447-2016) moved by Councillor Matheson and seconded by September 7, 2016 Councillor Hagar: Regular Meeting of Council – THAT Council receives this To Be Determined Operations, Planning Report “Flying Lanterns” as & Delegations provided by the Fire Chief/CEMC and; THAT Council provides staff direction to amend the Burning Bylaw to ban the sale and usage of the lanterns for the municipality and undertake enforcement of bylaw. Also to lobby pressure through AMO, OAFC and OFMEM to the province to ban the sale and usage at the provincial level, as amended. Pending Items Review Page 171 of 173 AGENDA ITEM #a FUTURE MUNICIPAL EVENTS EVENT DATE / LOCATION OF EVENT Special Meeting of Council Thursday, October 20, 2016 Jardine Lloyd Thompson presenting 2 p.m. on Risk Management Council Chambers Friday, October 28, 2016 Team Trivia Night 6:30 p.m. Hastings Highlands Library Special Meeting of Council Wednesday, November 2, 2016 Delegation by George Eastman 2 p.m. from the North Hastings Community Council Chambers Centre Future Municipal Events Review Page 172 of 173 AGENDA ITEM #a THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS BYLAW 2016-081 A Bylaw to confirm the Proceedings of Council WHEREAS by Sub-Section 5 (1) of the Municipal Act, S.O. 2001, as amended, the powers of a Municipal Corporation are to be exercised by its Council: AND WHEREAS by Sub-Section 5 (3) of the Municipal Act, S.O. 2001, as amended, states a municipal power, including a municipality’s capacity, rights, powers and privileges of a natural person, shall be exercised by Bylaws unless the municipality is specifically authorized to do otherwise; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Municipality of Hastings Highlands at this meeting be confirmed and adopted by bylaw; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF HASTINGS HIGHLANDS ENACTS AS FOLLOWS: 1. THAT the action of the Council of the Corporation of the Municipality of Hastings Highlands in respect to each recommendation contained in the reports of the Committees and each motion and resolution passed and other action taken by the Council of the Corporation of the Municipality of Hastings Highlands, as this meeting held on the 19th day of October, 2016 is hereby adopted and confirmed as if all such proceedings were expressly embodied in this bylaw. 2. THAT the Mayor and the Clerk of the Corporation of the Municipality of Hastings Highlands are hereby authorized and directed to do all things necessary to give effect to the action of the Council referred to in the proceeding section hereof. 3. THAT the Mayor and the Clerk be authorized and directed to execute all documents in that behalf and to affix hereto the seal of the Corporation of the Municipality of Hastings Highlands. READ a first, second, third time and finally passed this 19th day of October, 2016. ______Gregg Roberts, Deputy Mayor Robyn Rogers, Clerk Bylaw 2016-081 being a bylaw to confirm the proceedings of C... Page 173 of 173