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Regular Meeting of Council, Operations Municipality of Hastings Highlands Regular Meeting of Council, Operations AGENDA Today's meeting proceedings will be recorded and live-streamed on the municipal YouTube channel at https://www.youtube.com/channel/UCKvxLBeiJzVbvJz8vH29ftg 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 21, 2020 Time: 9:00 AM Staff: Hastings Highlands Council Chambers and/or Teleconference Public: Teleconference on YouTube - both Live-streamed and Recorded Page 1. Call to order a To assist with background noise: Council and Staff - Please turn off or place on silent mode all cell phones. Please place any laptops on mute by pressing F1. Please be aware that today's meeting is being live-streamed and picks up all noise and talking, possibly even during recess. 2. Opening Ceremonies a We acknowledge that we are gathered on the traditional territory of the Anishinaabeg, which is known by Indigenous peoples, who have been stewards of the land since time immemorial and as such we treat the land, its plants, animals, stories and people with honour and respect. b National Anthem Page 1 of 291 3. Roll Call a The Clerk will call the names of each Member of Council and record the Roll to determine if a quorum has been achieved: -Mayor Bodnar -Deputy Mayor Hagar -Councillor Davis -Councillor Fitzgerald -Councillor Gerrow -Councillor Matheson -Councillor Walder The Clerk will call out the Staff Members that are scheduled to be in the meeting: -CAO David Stewart -Operations Manager Adrian Tomasini -Chief Building Official Martin Cox -Deputy Treasurer Tanya Dickinson -Administrative Assistant Chantelle Beaumier 4. Clerk's Comments a The rules for voting are as follows: The Mayor will read the item on the agenda, read the recommended motion and ask for a mover. The member that wishes to move a motion will state their name for the record. The Mayor will ask for a seconder, and the member that wishes to second the motion will state their name for the record. The Mayor will call on the mover to see if they wish to comment. He will then call on the seconder for comments. He will then ask if there are comments from the remaining members who will raise their hand to be recognized and await to be called on. The Mayor will state the name of the member he is calling upon, so the public recording can identify who is speaking. The Mayor will ask If staff has anything to add. The mover will be called upon last for the final chance to speak before voting. Lastly, the Mayor will call the question and the Clerk will take a recorded vote. If members would please answer with ‘FOR’, ‘AGAINST' or 'ABSTAIN' when their name is called. 5. Deletions or Additions to the Agenda Additions or revisions to the agenda may occur at a meeting if it is matter of Page 2 of 291 urgency that cannot wait until the next meeting. 6. Approval of Agenda a Approval of Agenda THAT Council approves the agenda for the October 21, 2020 meeting. 7. Disclosure of pecuniary interest and the general nature thereof 8. Delegate Alternate Deputy Chair Authority a In the case the Deputy Chair must leave her seat THAT Council appoints Councillor Matheson as Alternate Deputy Chair for today's meeting. 9. Adoption of Minutes 12 - 27 a Draft Minutes of the Regular Meeting of Council THAT Council accepts and adopts the draft minutes of the Regular Meeting of Council, Planning, held on October 7, 2020 as submitted. 10. Announcements and Community Events Please Note: Members may speak for no more than Three (3) Minutes each on announcements and/or community events. No action shall be take on these items and they do not form part of the minutes. 11. Public Input-by electronic means Please email the Clerk at [email protected] in order to provide public input. Members of the public may comment or ask questions to Council, through the Chair, without debate or criticism, regarding any matter on the agenda. These comments and questions are to be received by Council and there will be no expectation for Council to reply to each comment or question. This portion of the Agenda should not exceed a total of Fifteen (15) minutes. 12. Presentations and Delegations/Petitions - by electronic means Presentations and Delegations will join the meeting and present over the teleconference. Please Note: Only Members of Council may ask a question of a person or group giving the presentation or delegation/petition. None. 13. Consent Agenda A member may make brief comments to consent item prior to the consideration of the adoption of the matters listed, however, if a member wishes to debate or amend the recommendation of an item; or if the member Page 3 of 291 declares pecuniary interest, the item shall be removed from the consent agenda list and dealt with as a separate item with its own motion. a The Clerk is requesting that any Council Members who wish to make more than brief comments during debate on any of the consent agenda items that are listed here to please email the Clerk and advise. The Clerk will remove the item off the consent list, remove the yellow highlighting on the item down in the agenda, replace the item with a mover and a seconder and republish the Agenda. The purpose of this is to make the Chair's job less difficult while moving through the agenda. Consent Items: Monthly Bylaw Enforcement Report Operations Monthly Report (September) Monthly Fire Report Library Cultural Report Approved Hastings Highlands Public Library Board meeting minutes Mayor's Report Resolutions from other Municipalities/Levels of Government Items Correspondence Items Future Municipal Events Review THAT Council accepts and approves the items listed under the Consent Agenda. 14. Tenders/Requests for Proposal 28 - 29 a Request for Proposal HH-2020-08 One (1) Only Gas 150/1500 Series (1/2 tonne) Truck OR Gas 250/2500 Series (3/4 tonne) Truck THAT Council accepts this report "Request for Proposal HH-2020- 08 One (1) Only Gas 150/1500 Series (1/2 tonne) Truck OR Gas 250/2500 Series (3/4 tonne) Truck" and; THAT Council approves the proposal summitted by Boyer GM Bancroft for an all inclusive price of $51,156.17 for a 2020 GMC Sierra 2500 (3/4 tonne) 4x4 HD Reg Cab ready for immediate delivery. 15. Reports and Bylaws from Departments Building Department 30 - 62 i) Monthly Building Report THAT Council accepts the Monthly Building Report as information only, as submitted by the Chief Building Official. Bylaw Enforcement Page 4 of 291 63 - 64 i) Monthly Bylaw Enforcement Report THAT Council accepts this report “Monthly Bylaw Enforcement Report,” as submitted by the Chief Building Official/Bylaw Enforcement Officer, as information only. 65 - 78 ii) Bylaw 2020-062 Amendment to Noise/Fireworks Bylaw THAT Council accepts this report "Bylaw 2020-062 Amendment to Noise/Fireworks Bylaw" as submitted by the Chief Building Officer and the Bylaw Enforcement Officer; and THAT Council passes Bylaw 2020-062 being a bylaw to prohibit and regulate noise and the use of fireworks in the Municipality of Hastings Highlands. Operations Department 79 - 83 i) Operations Monthly Report (September) THAT Council accepts the Operations monthly Report as information only, as submitted by the Operations Manager. 84 - 119 ii) Bylaw 2020-069 Level of Service for Winter Road Maintenance THAT Council accepts this Bylaw 2020-069 Level of Service for Winter Road Maintenance, as submitted by the Operations Manager and the Bylaw Enforcement Officer; and THAT Council passes Bylaw 2020-069 being a bylaw to establish a level of service for winter road maintenance in the Municipality of Hastings Highlands. Fire Department 120 - i) Monthly Fire Report - (this will be the last monthly report-moving to 122 quarterly). THAT Council accepts this Monthly Fire Report as information only, as submitted by the Fire Chief. Community Services None. Library/Cultural 123 - i) Library Cultural Report - (this will be the last monthly report-moving 124 to quarterly). THAT Council accepts the Cultural Report as information only, as submitted by the Library CEO. 125 - ii) Approved Hastings Highlands Public Library Board meeting 132 minutes - June 18, 2020 and August 4, 2020. Page 5 of 291 THAT Council accepts the approved Hastings Highlands Public Library Board meeting minutes for the board meetings held on June 18, 2020 and August 4, 2020 as information, as submitted by the Library CEO. Finance Department - Quarterly Report 133 - i) Quarterly Treasury Report 154 THAT Council accepts the Quarterly Treasury Report as information only, as submitted by the Deputy Treasurer. Clerks Department None. Administration 155 - i) Customer Service Strategy - Redefining the Customer Service 165 Experience (Staff will briefly review the Power Point before discussion begins) THAT Council accepts this report "Customer Service Strategy - Redefining the Customer Service Experience" as submitted by the Clerk and the Administrative Assistant, as information only. 166 - ii) DRAFT Bylaw 2020-077 Corporate Customer Service Standards 182 Policy THAT Council accepts this report "DRAFT Bylaw 2020-077 Customer Service Standards Policy", as submitted by the Clerk and the Administrative Assistant; and THAT Council reviews the DRAFT Customer Service Standards Policy; and FURTHERMORE THAT Council provides further direction or required changes/amendments. 183 - iii) DRAFT Bylaw 2020-089 Bylaw Enforcement Complaints Policy 188 THAT Council accepts this report "DRAFT Bylaw 2020-089 Bylaw Enforcement Complaints Policy", as submitted by the Bylaw Enforcement Officer; and THAT Council reviews the DRAFT Policy; and FURTHERMORE THAT Council provides further direction on required changes/amendments.
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