Township of Whitewater Region Regular Council Meeting
Agenda
Wednesday, September 5, 2018 at 6:00 p.m.
Council Chamber – 44 Main Street (Cobden)
Page
1. Call to Order
2. Prayer
3. Disclosure of Interest
4. Public Meeting
4.1 Zoning Amendment - Martys Trail - Joseph and 9 Deborah Dupuis Public Meeting Martys Trail
5. Announcements
6. Presentations
6.1 Ted Barron - Civitan Band Stand Proposal 10 - 11 Band Stand Request
6.2 Geoff Totten - Water Technologies & Solutions
6.3 Donna Burns - Voting Method and Scrutineers
7. Standing Committees
7.1 Building & Property Services
a. Zoning Amendment - Martys Trail - Joseph 12 - 20 and Deborah Dupuis
Page 1 of 91
Report 18-09-05 - Zoning By-law Amendment – Zoning Amendment – Martys Trail (Dupuis) Recommendation: That Building & Property Committee recommend Council of the Township of Whitewater Region enact a by- law to amend By-law 98-13 for the property legally described as Part Lot 13, Concession EFB, former Township of Westmeath, located on Martys Trail.
b. Extension - Wren Subdivision Agreement - 21 - 23 Bonnechere Excavating Inc. Report 18-09-05 - Extension - Wren Subdivision Agreement - BEI Recommendation: That Building & Property Services Committee recommend Council of the Township of Whitewater Region support the granting of a one-year extension for the Wren draft subdivision agreement (47T93005).
7.2 Community Services
a. Library Board Appointments 24 Report 18-09-05 - Library Board Appointments Recommendation: That Community Services Committee recommend Council of the Township of Whitewater Region enact a by-law to appoint Amber Finan and Lauren Mark to the Whitewater Region Public Library Board for the term ending November 30, 2018.
b. Whitewater Streetstrut – 2018 Edition 25 - 26 Summary Report 18-09-05 - Whitewater Streetstrut – 2018 Edition Summary Recommendation: That Community Services Committee receive this report for information purposes.
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7.3 Corporate Services
a. Joint Election Compliance Audit Committee 27 - 34 2018-2022 Report 18-09-05 - Joint Election Compliance Audit Committee 2018-2022 Recommendation: That Corporate Services Committee recommend Council of the Township of Whitewater Region enact a by- law to establish a Joint Election Compliance Audit Committee 2018-2022 and appoint its members.
b. Amended Outstanding Youth Bursary Policy 35 - 38 Report 18-09-05 - Amended Outstanding Youth Bursary Policy Recommendation: That Corporate Services Committee recommend Council of the Township of Whitewater Region enact a by- law to adopt an amended Outstanding Youth Bursary Policy.
c. Commemorative Naming Request - Elmer E. 39 - 45 Winters Report 18-09-05 - Commemorative Naming Request – Elmer E. Winters Recommendation: That Corporate Services Committee recommend Council of the Township of Whitewater Region direct that public notice be given for the potential commemorative naming of the Beach House building in Cobden in honour of Elmer E. Winters.
7.4 Economic Development & Tourism
a. CIP Accessibility Grant - 27 Main Street 46 - 48 Report 18-09-05 - CIP Accessibility Grant - 27 Main Street Recommendation: That Economic Development & Tourism Committee recommend Council of the Township of Whitewater Region approve a CIP Phase 1
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Accessibility Grant for the property situated at 27 Main Street n the amount of $1,500.00.
b. CIP Façade Grant - 35 Main Street 49 - 52 Report 18-09-05 - CIP Façade Grant – 35 Main Street Recommendation: That Economic Development & Tourism Committee recommend Council of the Township of Whitewater Region approve a CIP Phase 1 Façade Improvement Grant for the property situated at 35 Main Street in the amount of $4,000.00.
7.5 Fire & Emergency Services
a. Appointment of Deputy Fire Chief and Senior 53 - 54 Officers Report 18-09-05 - Appointment of Deputy Fire Chief and Senior Officers Recommendation: That Fire & Emergency Services Committee recommend Council of the Township of Whitewater Region enact a by-law to appoint Jonathan McLaren to the position of Deputy Fire Chief and appoint Roy Church and Terry Moore to the positions of Senior Officer.
b. Emergency Purchase of Fire Tanker 55 - 56 Report 18-09-05 - Emergency Purchase of Fire Tanker Recommendation: That Fire & Emergency Services Committee recommend Council of the Township of Whitewater Region direct the Fire Chief to proceed with a request for proposals for a Tanker to replace the Tankers from Station 1 (Haley) and Station 2 (Cobden).
Page 4 of 91
7.6 Physical Services
a. Tender 2018-18 Cobden Manhole 57 - 59 Rehabilitation Report 18-09-05 - Tender 2018-18 Cobden Manhole Rehabilitation Recommendation: That Physical Services Committee recommend Council of the Township of Whitewater Region award Tender 2018-18 Manhole Rehabilitation to R.G.T. Clouthier Construction Ltd. at a tendered price of $53,814.00 (not including HST) with additional unapproved funding to be taken from the Wastewater Reserve in the amount of $13,753.32.
b. McCoy Road 60 - 61 Report 18-09-05 - McCoy Road Recommendation: That Physical Services Committee recommend Council of the Township of Whitewater Region enact the necessary by-laws to recognize the traveled portion of McCoy Road.
8. By-laws
8.1 September 5, 2018 62 - 74 18-09-1099 Martys Trail Zoning (Dupuis) 18-09-1100 Appointment for Library (repeals 18- 03-1051) 18-09-1101 Joint Election Compliance Audit Committee 2018-2022 18-09-1102 Close Unopened Road Allowance - McCoy Road 18-09-1103 Open Road Allowance - McCoy Road 18-09-1104 Appoint Deputy Fire Chief and Senior Officers (Repeals 17-07-981) Recommendation: Be it resolved that the following by-laws be taken as read and passed: • By-law 18-09-1099, being a by-law to amend By-law 98-13 of the former Corporation of the Township of Westmeath as amended - Martys Trail
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• By-law 18-09-1100, being a by-law to establish and appoint the Whitewater Region Public Library Board • By-law 18-09-1101, being a by-law to establish a Joint Election Compliance Audit Committee 2018-2022 and appoint its members • By-law 18-09-1102, being a by-law to stop up, close, declare surplus and sell the unopened portion of part of the road allowance between Lots 5 & 6 in the former Township of Ross • By-law 18-09-1103, being a by-law to dedicate land used as a road allowance, being part of Lot 5 in Concession 9 and part of Lot 5 in Concession 10 in the former Township of Ross (McCoy Road) • By-law 18-09-1104, being a by-law to a Deputy Fire Chief and Senior Officers.
9. Resolutions
9.1 Extension - Wren Subdivision Agreement - Bonnechere Excavating Inc. Recommendation: That Council of the Township of Whitewater Region support the granting of a one-year extension for the Wren draft subdivision agreement (47T93005).
9.2 CIP Accessibility Grant - 27 Main Street Recommendation: That Council of the Township of Whitewater Region approve ta CIP Phase 1 Accessibility Grant for the property situated at 27 Main Street n the amount of $1,500.00.
9.3 CIP Façade Grant - 35 Main Street Recommendation: That Council of the Township of Whitewater Region approve a CIP Phase 1 Façade Improvement Grant for the property situated at 35 Main Street in the amount of $4,000.00.
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9.4 Emergency Purchase of Fire Tanker Recommendation: That Council of the Township of Whitewater Region direct the Fire Chief to proceed with a request for proposals for a Tanker to replace the Tankers from Station 1 (Haley) and Station 2 (Cobden).
9.5 Tender 2018-18 - Cobden Manhole Remediation Recommendation: That Council of the Township of Whitewater Region award Tender 2018-18 Manhole Rehabilitation to R.G.T. Clouthier Construction Ltd. at a tendered price of $53,814.00 (not including HST) with additional unapproved funding to be taken from the Wastewater Reserve in the amount of $13,753.32.
9.6 Second Quarter 2018 Administration Report Recommendation: That Council of the Township of Whitewater Region approve the Second Quarter 2018 Administration Report.
10. Notice of Motion
11. Minutes
11.1 August 8, 2018 75 - 88 Regular Council - 01 Aug 2018 - Minutes - Pdf Recommendation: That the Township of Whitewater Region approve the following minutes of August 1, 2018 • Regular Council Minutes • Closed Session, understanding that they remain confidential.
12. Correspondence
12.1 Community Living - Minimum Wage Exemption 89 - 90 Community Living
13. Closed Session
13.1 Enforcement Issue (Building Services)
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13.2 Road Related Negotiations (Two Items) Recommendation: That Council of the Township of Whitewater Region move into closed session at __:__ p.m. for the following items with the CAO/Clerk-Treasurer, Deputy Clerk and CBO/Manager of Building & Property Services remaining in the room: • Enforcement Issue - Building Services (litigation or potential litigation, including matters before administrative tribunals, affecting the municipality) and; • Road Related Negotiations (a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on by the municipality).
14. Confirming By-law
14.1 September 5, 2018 91 18-09-1105 Confirmatory - September 5, 2018 Recommendation: Be it resolved that By-law 18- 09-1105, being a by-law to confirm the proceedings of Council at its Regular Meeting of September 5 2018, be taken as read and passed.
15. Adjournment
Page 8 of 91 Zoning By-law Amendment Martys Trail
We are here today to discuss a zoning by-law amendment for the property legally described as Part Lot 13, Concession EFB, Former Township of Westmeath, and located on Martys Trail.
If any person or public body does not make an oral submission at the public meeting or make written submissions to the Township of Whitewater Region before the by-law is passed, the person or public body is not entitled to appeal the decision of Council of the Township of Whitewater Region to the Local Planning Appeal Tribunal. The person or public body may not be added as a party to the hearing of an appeal before the Local Planning Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so.
Purpose:
The purpose of this amendment is to rezone approximately 1.64 hectares of land to permit the creation of three residential waterfront lots by recognizing existing structures on the lands and implementing a minimum 37 metre limit of hazard from the top of slope along the Ottawa River to ensure slope stability.
Notice of Public Meeting was provided by regular mail & posted.
Comments from the County Planner: Planning Report recommends to rezone the lands from Waterfront Vicinity (WV) to Waterfront Vicinity-Exception Forty-Eight (WV-E48), Waterfront Vicinity-Exception Forty-Nine (WV-E49) and Waterfront Vicinity-Exception Fifty (WV-E50).
Comments from Municipal Departments: No concerns.
Comments from Public Bodies: No concerns.
Comments received from the Public: None.
Under Section 34(11) – If Council decides to refuse an application or refuses or neglects to make a decision on an application within 120 days of the municipal clerk receiving the application, the applicant or the Minister of Municipal Affairs and Housing, may appeal to the Local Planning Appeal Tribunal by filing an appeal with the clerk of the municipality.
Under Section 34(19) – Not later than 20 days after giving of notice of passing of the by-law, the applicant, any person or public body who made oral submission at the public meeting or made a written submission to Council, before the by-law was passed, or the Minister of Municipal Affairs and Housing, may appeal to the Local Planning Appeal Tribunal by filling an appeal with the clerk of the municipality.
Page 9 of 91 From: Ted Barron Sent: August-01-18 9:18 AM To: [email protected]; ted barron Subject: Fw: Band shell
Robert At our July 17 Civitan meeting there was discussion of a band shell for the park, the club has asked me to follow through with some ideas and plans, it seems the club is interested, so I’m asking permission from council to pursue this project ,it would be located where the pavement is at the lower level, there is a large Manitoba maple that has to be removed to get a better view of the lake which I would like to remove. I’ve enclosed 3 photos 1)is a sample of a band shell 2) the area 3) the seating area Thanks Ted Barron
Page 10 of 91 Page 11 of 91 Meeting Date: September 5, 2018
Contact: Doug Shultz, CBO/Manager of Building & Property Services 613-646-2282 [email protected]
Zoning Amendment – Martys Trail– Joseph and Deborah Dupuis Recommendation: That Building & Property Services Committee recommend Council of the Township of Whitewater Region enact a by-law to amend By-law 99-13 for Part of Lot 13, Concession EFB, geographic Township of Westmeath, and located on Martys Trail. Background: The applicant applied for severances and a condition is to rezone the property. Analysis: Council provided comments to severance applications B139, 140, 141 at the February 7, 2018 Council meeting. The applications were approved by the County with the following conditions: • Zoning by-law amendment is required. • A private road agreement and a site/drainage plan are required. • A development agreement is required. • The Township supports the additional severances regarding Section 14.3(4). • Favourable comments from County of Renfrew Public Works are required. • A copy of the Hydrogeological report be given to the Medical Officer of Health. • Registered plan of survey is required. This rezoning is to fulfil the zoning by-law amendment condition. The purpose of this amendment is to rezone approximately 1.64 hectares of land to permit the creation of three residential waterfront lots by recognizing existing structures on the lands and implementing a minimum 37 metre limit of hazard from the top of slope along the Ottawa River to ensure slope stability. The effect of the amendment is to rezone the lands from Waterfront Vicinity (WV) to Waterfront Vicinity-Exception Forty-Eight (WV-E48), Waterfront Vicinity-Exception Forty-Nine (WV-E49) and Waterfront Vicinity-Exception Fifty (WV-E50). All of the other provisions of the Zoning By-law will apply. Financial Implications: There is a $700.00 application fee. The County will bill the Township for services rendered. If the severance is passed, the properties will be assessed accordingly and taxes collected.
Supporting Documentation: Planning Report and Notice
Page 12 of 91 Next Steps: A by-law is included in the agenda for passing. Prepared by: Carmen Miller, Deputy Clerk Reviewed by: Doug Schultz, CBO/Manager of Building & Property Services Robert Tremblay, CAO/Clerk-Treasurer
Page 13 of 91 ZONING BY-LAW AMENDMENT REPORT TO THE COUNCIL OF THE TOWNSHIP OF WHITEWATER REGION July 4, 2018
1. FILE NO.: ZB1858.6
2. APPLICANT: Joseph Dupuis Deborah Dupuis
3. MUNICIPALITY: Township of Whitewater Region (geographic Township of Westmeath)
4. LOCATION: Part Lot 13, Concession EFB Martys Lane
SUBJECT LANDS COUNTY OF RENFREW 5. OFFICIAL PLAN Rural Land Use Designation(s):
TOWNSHIP OF WESTMEATH 6. ZONING BY-LAW (98-13) Waterfront Vicinity (WV) Zone Category(s):
7. DETAILS OF ZONING BY-LAW AMENDMENT REQUEST:
The submitted application proposes a zoning by-law amendment to Zoning By-law 98-13 of the former Township of Westmeath to rezone 1.64 hectares to permit the severance of three residential waterfront lots fronting on and accessing Martys Lane. This rezoning is required as a condition of approval of consent applications B148/17(1), B149/17(2) and B150/17(3).
8. SITE CHARACTERISTICS
The subject property is located on the Ottawa River near the intersection of Lapasse Road (Cty Rd 49) and Grants Settlement Road. The lands are accessed by Windy Island Trail and Martys Trail. The lands are relatively flat grasslands that slope gently towards the Ottawa River. There is a notable slope at that waterfront down to the water with a slope
Page 14 of 91 2 ZB1858.3
height between 2.1 and 5 metres.(1) The property contains an existing dwelling known municipally as 53 Windy Island Trail, an accessory building and some mature trees. The site is privately serviced.
The subject property is found in an area of large active farms and waterfront residential development. The existing land uses to the north and south of the subject lands, along the Ottawa River, consist of residential waterfront lots. The lands west of the waterfront lots consist of large farms. The Ottawa River is found to the east.
(1) Slope Stability Assessment, Geofirma Engineering Ltd., January 2, 2018
9. PROVINCIAL POLICY STATEMENT:
Section 2.1 of the Provincial Policy Statement requires that natural heritage features be protected for the long term. Section 2.1.5(e) clarifies that development and site alteration shall not be permitted in areas of natural and scientific interest, unless it has been demonstrated that the there will be no negative impacts on the natural features or their ecological functions.
Section 3.0 of the Provincial Policy Statement ensures public health and safety by protecting humans from manmade and natural hazards where there is a risk to public health, safety or property damage and also by not creating new or aggravating existing hazards. Specifically, Section 3.1.1(b) states that development shall generally be directed to areas outside of hazardous lands adjacent to river systems which are impacted by flooding hazards and/or erosion hazards.
10. OFFICIAL PLAN:
The lands are designated Rural in the County of Renfrew Official Plan and fall within the Area of Natural and Scientific Interest (ANSI) known as the Lapasse Pipeholes. Section 5.3(1) of the Rural designation permits a variety of rural non- residential lands uses as well as low density residential uses. Section 5.4(3) sets out requirements for residential waterfront SUBJECT development with regards to appropriate lot size, suitability for services and protection of PROPERTY
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natural features related to the shoreline. Section 8.3(6) contains policies relating to ANSIs. Development and site alteration are permitted within an ANSI provided it is supported by an Environmental Impact Study (EIS) that demonstrates the development will have no negative impact on the features and functions of the ANSI. Applicable General Policies in Section 2.0 include 2.2(9) Hazardous Slopes and Unstable Soils which identify the potential for easily erodible soils along river and stream corridors. A geotechnical study is required to accompany applications for development in these areas.
11. ZONING BY-LAW:
The subject lands are zoned Waterfront Vicinity (WV) in Zoning By-law 98-13 of the former Township of Westmeath. Under Section 19.1(a) of the WV Zone low density residential uses including a single detached dwelling are permitted. Section 19.2 sets out the lot development requirements including minimum lot area and lot frontage and building setbacks.
General zoning provisions are set out in Section 3.0 of the Zoning By-law. Section 3.3 permits accessory uses. Section 2.3 defines “accessory” as a building or structure that is incidental, subordinate and devoted to the principle use or building on the same lot. Section 3.25(d) requires buildings and structures to be a minimum of 30 metres from the high water mark of a water body.
12. CONCURRENT SEVERANCE APPLICATIONS
As indicated in Section 7 of this Report, this zoning by-law amendment is required as a condition of approval of consent applications B139/17(1), B140/17(2) and B141/17(3) to create three residential waterfront lots. During the review of the consent applications a number of land use planning matters were identified. Any Provincial policies, Official Plan policies or zoning provisions relating to these issues were not included in Sections 9, 10 or 11 in this Report because they have been appropriately addressed as follows:
Ottawa River floodplain Only impacts the lands along the shoreline and does not impact building sites.
Minimum Distance Separation (MDS1) from livestock facilities including manure storage Information was collected from neighbouring farmers; County staff consulted with Ministry of Agriculture and Rural Affairs; MDS1 calculations were favourable.
Number of previous severances from the holding
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Additional consent criteria outlined in Official Plan Consent policy 14.3(5) was addressed in a Planning Justification Report prepared by ZanderPlan that supported the creation of the three proposed lots.
Private Servicing In accordance with Official Plan policy 14.3(5) to permit additional consents a Hydrogeoglogical Study and Impact Assessment, prepared by GeoFirma Engineering Limited was submitted and found to be favourable.
Lapasse Pipeholes Earth Science Area of Natural and Scientific Interest (ANSI) and Erodible Soils and Karst Topography These matters were addressed in two studies both of which were prepared by Geofirma.
The Environmental Impact Study (EIS) supported the development provided it remained a minimum of 30 metres from the highwater mark of the Ottawa River and from the pond on the retained lands. The Zoning By-law already provides for this minimum water setback.
The findings of the Slope Stability Assessment which are relevant to this application for rezoning are summarized below.
13. SUMMARY OF STUDIES:
The Slope Stability Assessment prepared by Geofirma Engineering Ltd. incorporated analysis of published geological data and information gathered from site investigation including soil samples from boreholes and auger holes and analysis of bedrock and groundwater conditions. Geotechnical modeling was also completed. The study concluded that there was no evidence, on the lands to be developed, of the seepage of pipeholes or sand layers confined between clay layers which are associated with the Lapasse Pipeholes. During testing bedrock was encountered at 18 metres below ground surface. There was also no evidence of exposed karstic bedrock. However, slope stability along the terrace was identified as an issue. A minimum 37 metre setback from the top of slope is recommended for structures and grade raises. Existing structures would be recognized in their existing locations. A number of recommendations were made including ensuring having a geotechnical engineer confirm the setback on site at the time of development, that the slope is vegetated and managing surface drainage to ensure the slope is not further eroded.
14. CONSULTATION:
At the time of writing this report, no comments have been received or considered.
15. ANALYSIS:
All of the land use planning matters impacting the development proposed for the
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subject lands have been addressed through the appropriate studies. The conditional approvals for the concurrent severance applications include planning mechanisms that will ensure that any recommendations from the studies are put in place. This zoning by-law amendment is one of the required conditions.
As set out in the recommendations of the Slope Stability Assessment, Waterfront Vicinity-Exception (WV-E) zones are proposed as follows:
The lot proposed to be severed by B139/17(1) containing the existing dwelling will be rezoned to require a minimum 37 metre limit of hazard from the top of slope along the Ottawa River in which any existing structure will be recognized but construction activity, structural loads and grade raises will be prohibited.
The lot proposed to be severed by B140/17(2) containing the existing accessory building will be rezoned to require a minimum 37 metre limit of hazard from the top of slope along the Ottawa River in which the existing structure will be recognized but construction activity, structural loads and grade raises will be prohibited. It will also permit the accessory building on a lot prior to the establishment of the main permitted use.
The lot proposed to be severed by B141/17(2) will be rezoned to require a minimum 37 metre limit of hazard from the top of slope along the Ottawa River in which the existing structure will be recognized but construction activity, structural loads and grade raises will be prohibited.
16. RECOMMENDATIONS:
That, subject to any additional concerns or information raised at the public meeting, Council:
1. Pass the zoning by-law amendment to rezone the lands from Waterfront Vicinity (WV) to Waterfront Vicinity-Exception Forty-Eight (WV-E48), Waterfront Vicinity-Exception Forty-Nine (WV-E49) and Waterfront Vicinity- Exception Fifty (WV-E50).
Date: July 4, 2018 Charles Cheesman, MCIP, RPP Planner: Manager of Planning Services Apr 2018
Page 18 of 91 TOWNSHIP OF WHITEWATER REGION NOTICE OF APPLICATION AND PUBLIC MEETING
In the matter of Section 34 of the Planning Act, the Township of Whitewater Region hereby gives NOTICE OF THE FOLLOWING:
i) Application to amend Zoning By-law 98-13 of the former Township of Westmeath. ii) A_ public meeting regarding an application for an amendment to Zoning By-iaw 98-13 .of the former Township of Westmeath.
Subject Lands Part of Lot 13, Concession EFB/ geographic Township of Westmeath,/ and are located on Martys Trail, as shown on the attached Key Map.
Public Meeting A public meeting to inform the public of the proposed zoning amendment will be held on September 5, 2018 at 6:00 p.m. at the municipal office of the Township of Whitewater Region. Proposed Zoning Bv-law Amendment
The purpose of this amendment is to rezone approximately 1.64 hectares of land to permit the creation of three residential waterfront lots by recognizing existing structures on the lands and implementing a minimum 37 metre limit of hazard from the top of slope along the Ottawa River to ensure slope stability. The effect of the amendment is to rezone the lands from Waterfront Vicinity (WV) to Waterfront Vicinity-Exception Forty-Eight (WV-E48)/ Waterfront Vicinity-Exception Forty-Nine (WV-E49) and Waterfront Vicinity-Exception Fifty (WV-E50). All of the other provisions of the Zoning By-law will apply.
Additional information regarding the Zoning By-law amendment is available for inspection at the Township of Whitewater Region Municipal Office during regular office hours.
If a person or public body does not make oral submissions at a public meeting or make written submissions to the Township of Whitewater Region before the by-law is passed, by the Township^ the person or public body is not entitled to appeal the decision of the Township of Whitewater^ to the Local Planning Appeal Tribunal.
If a person or public body does not make oral submissions at a public meeting, or make written submissions to the Township of Whitewater Region before the by-law'is passed by the Township, the person or public body may not be added as a party to the hearing of an appeal before the Local Planning Appeal Tribunal unless, in the opinion of the Tribunaf, there are reasonable grounds to do so. (Note: Bill 139, which makes amendments to the Planning Act of Ontario, came into effect Aprif 3, 2018. Bifl 139 replaces the Local Planning Appeal Tribunal with the Local Planning Appeal Tribunal, and make changes to the appeal system on planning decisions in Ontario.)
Other Applications
Consent applications B139/17(l)/ 6140/17(2) and B141/17(3) are also being considered with this application.
NOTE: One of the purposes of the Planning Act is to provide for planning processes that are open, accessible, timely and efficient. Accordingly, all written
Page 19 of 91 submissions, documents, correspondence, e-mails or other communications (including your name and address) form part of the public record and will be disclosed/made available by the County/local Municipality to such persons as the County/local Municipality sees fit, including anyone requesting such information. Accordingly, in providing such information, you shall be deemed to have consented to its use and disclosure as part of the planning process.
Dated at the Township of Whitewater Region this 13th day of July/ 2018.
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Mr.^L^t^c^ulfc^B^CBCO Chief Building Official Township of Whitewater Region Box 40, 44 Main Street COBDEN, ON KOJ 1KO
Township of Whitewater Region Key Map
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Page 20 of 91 Meeting Date: September 5, 2018 Contact: Doug Shultz, CBO/Manager of Building & Property Services 613-646-2282 [email protected] Extension - Wren Subdivision Agreement - BEI Recommendation: That Building & Property Services Committee recommend Council of the Township of Whitewater Region support the grant ing of a one-year extension for the Wren draft subdivision agreement (47T93005). Background: The Corporation of the County of Renfrew is the approval authority for plans of subdivision. Draft approval lapses after three years of passing and the County has the power to give a one-year extension before the draft plan lapses. The Wren draft subdivision agreement will lapse on October 23, 2018. Analysis: Mark Enright, President of Bonnechere Excavating Inc. has sent in a request asking for an extension. In order to grant the extension, County requires a full submission to their office that must include the following items and is required before the lapsing date. • The applicant's request for extension • Council resolution supporting the applicant's request • $900 fee made payable to the County of Renfrew. Financial Implications: None Supporting Documentation: Letter with Map Next Steps: The motion, request and fee will be forwarded to the County of Renfrew.
Prepared by: Carmen Miller, Deputy Clerk Reviewed by: Doug Schultz, CBO, Manager of Building & Property Services Robert Tremblay, CAO/Clerk-Treasurer
Page 21 of 91 Legend County of Renfrew GIS Roads County
Provincial Highway
8/29/2017 2:27:49 PM Municipal Maintained
Municipal Seasonal
Private
Crown
Off-Ramp
On-Ramp
Quebec Property Parcels
Depending on the number of layers visible not all may be shown in the legend.
Notes
Enter description of the map
This map is illustrative only. Do not rely on it as being a precise indicator of 229.0 0 114.49 229.0 Meters With Data supplied under Licence by Members of the routes, locations of features, nor as a Ontario Geospatial Data Exchange & the County of guide to navigation. The County of This map was produced Renfrew Renfrew shall not be liable in any way for NAD83_CSRS98_UTM_zone_18N Page 22 of 91 automatically by the County the use of, or reliance upon, this map or © Queen's Printer for Ontario Service Layer Credits: Sources: Esri, HERE, Delorme, USGS, Intermap, increment 1: 4,507 of Renfrew Mapping Website P Corp., NRCAN, Esri Japan, METI, Esri China(Hong Kong), Esri(Thailand), any information on this map. TomTom, MapmyIndia, © OpenStreetMap contributors and the GIS User Community Bonnechere Excavating Inc.
Corporation of the Township of Whitewater Region Aug 14, 2018 P.O. Box 40 44 Main Street Cobden, Ontario KOJ1KO
Attention: Hal Johnson, Mayor
Re: Wren Subdivision: Status and Extension of Draft Plan of Subdivision 47-T-93005
Dear Mr. Johnson;
Bonnechere Excavating Inc. would like to provide the following status regarding the Wren Subdivision to the Council of the Township of Whitewater Region: BEI had made the decision in the fall of 2017 to delay the development of the Wren Subdivision, Phase 11. BEI has made use of this delay to further research the current and expected housing demands in the Township and the Town of Cobden and is intending to resume development activities with this information in mind.
As a result and in addition to the requirement for additional time for Phases Ill and IV, BEI is requesting that the Draft Plan of Subdivision 47-T-93005 be extended until October of 2019.
Yours truly,
Mark Enright President and CEO, Bonnechere Excavating Inc.
Bonnechere Excavating Inc. P.O. Box 705, Renfi-ew, Ontario K7V 4H2 Phone: (613)432-1120 Fax: (613)432-1140
Page 23 of 91 Meeting Date: September 5, 2018 Contact: Robert Tremblay, CAO/Clerk-Treasurer 613-646-2282 [email protected]
Library Board Appointments Recommendation: That Community Services Committee recommend Council of the Township of Whitewater Region enact a by-law to appoint Amber Finan and Lauren Mark to the Whitewater Region Public Library Board for the term ending November 30, 2018. Background: By-law 18-03-1051 appoints members to the Public Library Board. Amber Finan and Lauren Mark are seeking to join the board and contribute to its activities. Ms. Mark is a resident of Beachburg and an educator with a commitment to literacy. Ms. Finan is a resident of Ross Township, a business owner, with a background in literature and writing.
Analysis: The Public Libraries Act provides for the following: • 9 (1) A public library board shall be composed of at least five members appointed by the municipal council. • 10 (2) The appointing council shall not appoint more of its own members to a board than the number that is, (a) in the case of a public library board or union board, one less than a majority of the board. • 10 (3) A board member shall hold office for a term concurrent with the term of the appointing council … • 11 (1) The clerk of the appointing municipality or county or, in the case of a union board, the clerks of the affected municipalities shall give public notice of vacancies on the board by publishing a notice of them, inviting applications, in a newspaper of general circulation in the municipality. • 12 Where a vacancy arises in the membership of a board, the appointing council shall promptly appoint a person to fill the vacancy and to hold office for the unexpired term, except where the unexpired term is less than forty-five days.
Financial Implications: None. Next Steps: A by-law is included in the agenda for adoption so that both applicants can join the board at its September meeting.
Prepared by: Robert Tremblay, CAO/Clerk-Treasurer
Page 24 of 91 Meeting Date: September 5, 2018 Contact: Jordan Durocher, Manager of Community Services 613-646-2282 [email protected]
Whitewater Streetstrut – 2018 Edition Summary Recommendation: That Community Services Committee receive this report for information purposes. Background: The Township of Whitewater Region organized and held the second Whitewater Streetstrut on Main Street in Cobden on July 14, 2018. The event was staged between Crawford Street and John Street. Big Wreck, a legendary rock band was featured as headliner with local special guests The Riley New Band, Station Hill and Black Water Brigade. The event was well received and considered to be a success for its second straight year. Analysis: The event saw favourable weather, which in turn helped draw over 1000 ticket goers to Main Street during the evening. A free family festival was held in the afternoon. The schedule of events included balloon twisting, face painting, bounce house, Little Ray’s Reptile Zoo, Junkyard Symphony, petting zoo, and horse drawn wagon rides. The reserve contribution of $5,000.00 supported the free family festival along with promotion and advertising. Local businesses and organizations participated in the festivities with food concessions provided by the Civitan Club. Legion Branch #550 also participated, along with Muskrat Minor Hockey Association, which assisted with recycling/waste removal. Feedback on the event was very positive. The organizing team had a post event de- brief to gather suggestions and improvements for future events. Our social media contests were again popular which helped promote the event and gain additional followers on our social media platforms. A total of 100 volunteer hours is estimated for the event. Financial Implications: Total costs for the event were budgeted at $70,000. Expenses: Evening Entertainment $26,790.00 Afternoon Family Festival $ 3,080.00 Logistics $29,800.00 Advertising $ 3,505.00 Promotion $ 1,175.00 TOTAL: $64,350.00
Page 25 of 91 Revenue: Ticket Sales $25,839.00 Beer & Liquor Sales $20,237.00 Misc. Revenue $ 1,164.00 Sponsorships $12,500.00 Reserve Contribution $ 5,000.00 TOTAL: $ 64,740.00
In kind: In addition to the event revenue, we have $2600.00 in merchandise items in inventory for future sale. Next Steps: A report will be prepared ahead of the 2019 budget on future editions of the event.
Prepared by: Jordan Durocher, Manager of Community Services Reviewed by: Robert Tremblay, CAO/Clerk-Treasurer
Page 26 of 91 Meeting Date: September 5, 2018 Contact: Robert Tremblay, CAO/Clerk-Treasurer 613-646-2282 [email protected]
Joint Election Compliance Audit Committee 2018-2022 Recommendation: That Corporate Services Committee recommend Council of the Township of Whitewater Region enact a by-law to establish a Joint Election Compliance Audit Committee 2018-2022 and appoint its members. Background: All municipalities and school boards in Ontario are required by section 88.37 of the Municipal Elections Act, 1996 (MEA) to establish a compliance audit committee prior to October 1 in an election year. The committee is responsible for considering applications when an elector believes that a candidate or registered third party has breached election campaign finance rules.
All election candidates and registered third parties are required to file provincially- prescribed financial statements with the Clerk detailing their campaign financing activities. An eligible elector who believes, on reasonable grounds, that a candidate or registered third party has contravened the MEA, relating to campaign finances, may apply for a compliance audit of the candidate’s election campaign finances. In addition, the Clerk is to provide a report to the committee if a contributor has overcontributed.
Analysis: For the last term, a similar joint committee was established with the Township of Laurentian Valley and City of Pembroke. For 2018-2022, the Town of Renfrew has joined the committee. Nothing in the legislation precludes municipalities from sharing a Compliance Audit Committee.
A committee comprised of professionals such as auditors, accountants, lawyers, and other individuals having a familiarity with municipal election campaign financing rules is recommended. Taking into consideration the competition for qualified applicants, a joint committee is recommended.
The following is a list of individuals who have agreed to serve on the Joint Election Compliance Audit Committee 2018-2022:
• Janet Bradley is a Barrister & Solicitor with over 40 years of experience in Municipal and Land Use Planning Law. • Rick Eustace is a Chartered Accountant who works with municipalities in the Pembroke region. He is familiar with the Municipal Act and the Municipal Elections Act. • Mackie McLaren is a resident of the Town of Renfrew with over 38 years of experience working as a municipal government administrator.
Page 27 of 91 • Les Scott lives in the City of Pembroke and has over 30 years experience as an elected official. • Kent Tubman lives and operates his business in the Town of Renfrew and has many years’ experience sitting on community boards. He has served previously on a joint audit committee.
In accordance with the terms of reference, the mandate of the Joint Election Compliance Audit Committee is considered complete at the end of each four-year term of Council at which time a successor committee must be appointed. Staff are proposing the appointment of these five individuals to the committee, three of which would be called upon for a hearing.
Financial Implications: The municipality from which the complaint originated is responsible for any costs resulting from a review of applications submitted to the Joint Election Compliance Audit Committee. These costs include: • Committee members’ honorarium, which is being recommended to be $150.00 per member, per meeting, plus mileage costs at a rate of 0.50 cents per kilometre • auditor’s costs to perform an audit • costs related to the Committee’s operations and activities • legal costs related to an appeal to the Ontario Court of Justice with respect to a decision of the Committee • legal costs to undertake legal action against the candidate for violations of the elections finance provisions of the MEA. Next Steps: A by-law is included in the agenda for adoption. Supporting Documentation: Terms of Reference
Prepared by: Robert Tremblay, CAO/Clerk-Treasurer
Page 28 of 91 Joint Election Compliance Audit Committee
Terms of Reference
Name The name of the Committee is the “Joint Election Compliance Audit Committee” for the following member municipalities:
• City of Pembroke • Town of Renfrew • Township of Laurentian Valley • Township of Whitewater Region
Duration The term of office is from December 1, 2018 to November 14, 2022 to deal with applications from the 2018 election and any by-elections during the term of council.
Mandate The powers and functions of the Committee are set out is Sections 88.33 and 88.34 of the Municipal Elections Act, 1996 as amended. The Committee will perform the functions relating to the compliance audit application process as outlined in the Act. These functions include:
Candidate Contravention
a. within 30 days’ receipt of a compliance audit application by an elector, consider the application and decide whether it should be granted or rejected; b. give to the Candidate, the Clerk and the Applicant the decision of the Committee to grant or reject the application, and brief written reasons for the decision; c. if the application is granted, appoint a licensed auditor to conduct a compliance audit of the Candidate’s election campaign finances; d. receive the auditor's report from the Clerk; e. within 30 days’ receipt of the auditor’s report, consider the report; f. if the report concludes that the candidate appears to have contravened a provision of the Act relating to election campaign finances, decide whether to commence legal proceedings against the candidate for the apparent contravention; g. after reviewing the report, give to the Candidate, the Clerk and the Applicant the decision of the Committee, and brief written reasons for the decision.
Candidate Contributor Contravention
a. within 30 days’ receipt of the report, consider the report;
Page 29 of 91 b. if the report concludes that the Contributor appears to have contravened a provision of the Act relating to campaign finances, decide whether to commence legal proceedings against the Contributor for the apparent contravention; c. after reviewing the report, give to the Contributor and the Clerk the decision of the Committee, and brief written reasons for the decision.
Registered Third Party Contravention
a. within 30 days’ receipt of a compliance audit application by an elector, consider the application and decide whether it should be granted or rejected; b. give to the Registered Third Party, the Clerk and the Applicant the decision of the Committee to grant or reject the application, and brief written reasons for the decision; c. if the application is granted, appoint a licensed auditor to conduct a compliance audit of the Registered Third Party’s campaign finances; d. receive the auditor's report from the Clerk; e. within 30 days’ receipt of the auditor’s report, consider the report; f. if the report concludes that the Registered Third Party appears to have contravened a provision of the Act relating to campaign finances, decide whether to commence legal proceedings against the Registered Third Party for the apparent contravention; g. after reviewing the report, give to the Registered Third Party, the Clerk and the Applicant the decision of the Committee, and brief written reasons for the decision.
Registered Third Party Contributor Contravention
a. within 30 days’ receipt of the report, consider the report; b. if the report concludes that the Contributor appears to have contravened a provision of the Act relating to campaign finances, decide whether to commence legal proceedings against the Contributor for the apparent contravention; c. after reviewing the report, give to the Contributor and the Clerk the decision of the Committee, and brief written reasons for the decision.
Auditor Selection If the committee decides to grant the application, it shall appoint an auditor licensed under the Public Accounting Act, 2004 to conduct a compliance audit of the Candidate’s election campaign finances.
The selection process will be coordinated through the CAO/Clerk of the respective municipality.
Page 30 of 91 Membership The Committee shall be composed of a minimum of three to a maximum of five members.
Membership will be drawn from the following groups: a. accounting and audit - accountants or auditors with experience in preparing or auditing financial statements; b. legal; c. professionals who in the course of their duties are required to adhere to codes or standards of their profession which may be enforced by disciplinary tribunals; and/or d. other individuals with knowledge of the campaign financing rules of the Municipal Elections Act, 1996.
Municipal employees or officers of the municipality, members of Council or local board; any Candidates or any persons who are Registered Third Parties in the 2018 municipal election or in any by-election during the term of Council for any member municipality are ineligible to be appointed as a member of the Committee pursuant to subsection 88.37 (2) of the of the Municipal Elections Act, 1996.
Membership Selection A slate of potential members will be recommended by staff for appointment.
Members will be selected on the basis of the following: a. demonstrated knowledge and understanding of municipal election financing rules; b. proven analytical and decision-making skills; c. experience working on a committee, task force or similar setting; d. availability and willingness to attend meetings; and e. excellent oral and written communication skills.
Any members appointed must also agree in writing they will not be a candidate or an individual who is a Registered Third Party in the current municipal election or in any by- election during the term of Council for any member municipality. Failure to adhere to this requirement will result in the individual being removed from the Committee.
Conflict of Interest The principles of the Municipal Conflict of Interest Act, apply to this Committee. Failure to adhere to this requirement will result in the individual being removed from the Committee.
To avoid a conflict, any person appointed to the Committee must agree in writing not to prepare or audit the election financial statements of any candidate or registered third party for any of the member municipalities in the current municipal election. Failure to
Page 31 of 91 adhere to this requirement will result in the individual being removed from the Committee.
Chair The Committee will select a Chair from amongst its members at its first meeting when a compliance audit application is received.
The Chair is the liaison between the members and the Secretary of the Committee on matters of policy and process.
The Chair shall enforce the observance of order and decorum among the Committee members and the public at all meetings.
When the Chair is absent, the Committee may appoint another member as Acting Chair. While presiding, the Acting Chair shall have all the powers of the Chair.
Staffing and Funding
The Clerk or Designate from the applicable member municipality shall act as Secretary to the Committee.
The member municipality requiring the services of the Committee shall be responsible for all associated expenses, including the auditor’s costs.
Committee Member Remuneration - $150 per diem per meeting, plus mileage at a rate of $0.50 cents per kilometre.
Meetings
Meetings of the Committee shall be open to the public. Members may convene in private to deliberate and prepare written reasons for the decision.
Timing of Meetings
Meetings shall be called by the Clerk of the member municipality when required. The date and time of the meeting will be determined by the Clerk and communicated directly to the Committee members. Subsequent meetings will be held at the call of the Chair in consultation with the Clerk.
Meeting Location
The Committee shall meet at the location determined by the member municipality.
Page 32 of 91 Meeting Notices, Agendas & Minutes
The agenda shall constitute notice. The Clerk of the member municipality requiring the services of the Committee shall cause notice of the meetings to be provided:
• to members of the Committee, Candidate, and the Public for a meeting regarding an application by an elector; • to members of the Committee, Contributor, Candidate and the Public for a meeting regarding a Candidate Contributor Contravention report; • to members of the Committee, Contributor, Registered Third Party and the public for a meeting regarding a Registered Third Party Contributor Contravention.
A minimum of two (2) business days prior to the date of each meeting, not including weekends or holidays. The agendas and minutes of meetings shall be posted on the member municipality’s website.
Minutes of each meeting shall outline the general deliberations and specific actions and recommendations that result.
Agenda Format
1. Call to Order 2. Disclosure of Pecuniary Interest and General Nature Thereof 3. Consideration of Compliance Audit Application, Clerk’s Report or Auditor’s Report 4. Adjournment
Quorum
Three members will be required for a hearing based on availability. Quorum for meetings shall consist of all three designated members of the Committee.
If no quorum is present thirty (30) minutes after the time appointed for a meeting, the Clerk shall record the names of the members present and the meeting shall stand adjourned until the date of the next meeting.
For continuity, the same three members, where possible, will sit and hear matters involving the same Candidate, Contributor, or Registered Third Party.
Motions & Voting
A motion shall only need to be formally moved before the Chair can put the question or a motion can be recorded in the minutes.
Page 33 of 91 A motion shall be reduced to writing and shall be signed by the Chair and Secretary.
Every Member present shall be deemed to vote against the motion if they decline or abstain from voting, unless disqualified from voting by reason of a declared pecuniary interest.
The manner of determining the vote on a motion shall be by show of hands.
The Chair shall announce the result of every vote.
Administrative Practices and Procedures
The Terms of Reference constitute the Administrative Practices and Procedures of the Committee. Any responsibilities not clearly identified within these Terms of Reference shall be in accordance with Section 88.33 to 88.37 of the Municipal Elections Act, 1996.
The Clerk at any time has the right to develop additional administrative practices and procedures.
Page 34 of 91 Meeting Date: September 5, 2018 Contact: Robert Tremblay, CAO/Clerk-Treasurer 613-646-2282 [email protected]
Amended Outstanding Youth Bursary Policy Recommendation: That Corporate Services Committee recommend Council of the Township of Whitewater Region enact a by-law to adopt an amended Outstanding Youth Bursary Policy. Background: In June 2017, Council adopted an Outstanding Youth Bursary Policy. The Township of Whitewater Region is committed to the success and educational perseverance of its student residents. The Township of Whitewater Region encourages involvement in athletics, arts and culture, as well as commitment to local community contributions and school leadership. The policy provides guidance on the bursary process. Analysis: One bursary per high school has been provided in 2017 and 2018. Councillor McLaughlin requested that the policy be revised to ensure it is only provided to students pursuing post-secondary education to assist with tuition.
The policy is amended in the Purpose statement to read as follows:
“This policy provides guidance on the bursary process supporting graduates pursuing post-secondary education.”
In addition, Policy Requirements are modified to add the following requirement:
“3. Only graduates pursuing post-secondary education at a college, university or vocational/professional institute are eligible.”
Financial Implications: The 2018 tax-supported budget included $1,750 for this initiative. Funding is subject to annual budget consideration. Next Steps: Once adopted, the revised policy will be implemented for 2019, subject to budget funding. Supporting Documentation: Revised Policy
Prepared by: Robert Tremblay, CAO/Clerk-Treasurer
Page 35 of 91 Corporate Policy
Policy: Whitewater Region Outstanding Youth Bursary Main Contact: CAO/Clerk-Treasurer Last Revision: September 2018 Policy Statement Purpose Definitions Policy Requirements Monitoring Authority Contact Change History
Policy Statement The Township of Whitewater Region is committed to the success and educational perseverance of its student residents. The Township of Whitewater Region encourages involvement in athletics, arts and culture, as well as commitment to local community contributions and school leadership.
Purpose This policy provides guidance on the bursary process supporting graduates pursuing post-secondary education.
Definitions “Bursary” means a scholarship to help a graduating student attend college or university provided in the form of a one-time grant. “Eligible” means students must be a resident of The Township of Whitewater Region and be attending one of the indicated High Schools. “High School” means students must be graduating from one of seven schools (Fellowes, Bishop Smith, Jeanne Lajoie, L’Equinoxe, Opeongo, St.Joseph’s, Renfrew Collegiate Institute).
Whitewater Region Outstanding Youth Bursary | 1
Page 36 of 91 Corporate Policy Policy Requirements 1. Bursaries will be given to students who best exemplify the following criteria: a. Community Contribution – Recognizing students from the Township who have demonstrated exceptional service in volunteer capacities for the good of the township, including local associations, boards and clubs. b. School Leadership – Recognizes participation on Student Council or memberships in school clubs. c. Young Athlete – Recognizes participation and sportsmanship. d. Arts & Culture – Recognizes activities that enrich others through creativity and originality in such activities including music, dance, acting, visual arts, written or oral comprehension. 2. In order to be eligible, a nominee must be a resident of the Township of Whitewater Region or a dependent of a ratepayer of the Township of Whitewater Region. Students must be attending one of seven local high schools. 3. Only graduates pursuing post-secondary education at a college, university or vocational/professional institute are eligible. 4. Each school will submit one nomination by the established deadline. 5. The bursary amount will be determined annually as part of the annual budget process and subject to budget approval. 6. Bursary recipients will be invited to attend a Council meeting to be recognized by the Mayor and Council. The bursary should also be announced at the school’s graduation.
Monitoring The CAO/Clerk-Treasurer shall be responsible for receiving complaints and/or concerns related to this policy.
Authority This policy is established pursuant to Sections 106 and 107 of the Municipal Act, 2001 which allow a municipality to make grants, on such terms as to security and otherwise as the council considers appropriate, to any person, group or body.
Whitewater Region Outstanding Youth Bursary | 2
Page 37 of 91 Corporate Policy Contact Robert Tremblay CAO/Clerk-Treasurer Telephone: 613-646-2282 Email: [email protected]
Change History
Policy Name Effective Date Significant Changes By-law No.
Whitewater Region June 21, 2017 New policy 17-06-966 Outstanding Youth Bursary
September 5, Clarification to confirm 18-09-1099 2018 graduates must be pursuing post-secondary education
Whitewater Region Outstanding Youth Bursary | 3
Page 38 of 91 Meeting Date: September 5, 2018 Contact: Robert Tremblay, CAO/Clerk-Treasurer 613-646-2282 [email protected]
Commemorative Naming Request – Elmer E. Winters Recommendation: That Corporate Services Committee recommend Council of the Township of Whitewater Region direct that public notice be given for the potential commemorative naming of the Beach House building in Cobden in honour of Elmer E. Winters. Background: Council adopted a Commemorative Naming Policy in February 2018. The policy provides guidance on commemorative naming of parks or facilities in the Township of Whitewater Region. It outlines a framework to ensure the following: • Consistency and fairness in the naming process • A proper and transparent approval process, and • Appropriateness of the proposed naming. Analysis: A request was received from Ted Barron to name the Beach House in Mr. Winters’ honour. Mr. Winters was named Civitan’s citizen of the year in 2016 and took special care of Veterans Memorial Park, Tourist Booth and beach area. Mr. Winters passed away on December 17, 2016 in his 82nd year.
In keeping with the policy requirements, Council is being asked for concurrence to proceed with public notice of the proposed commemoration. This would occur once staff has reached out to the family.
The notice will be provided in the weekly block ad and on the municipal website for a minimum of 10 days. Following notice, a follow up report will come to Council with any comments received and a final recommendation on the proposal.
The request and Mr. Winters’ contributions meet the following criterion set out in the policy: “Demonstrated an extraordinary community service record with noteworthy contributions to the community.” Mr. Barron and the family will be consulted on the wording of the draft outline to be used for public notification and plaque purposes.
Financial Implications: The advertisement will be included in the Township’s weekly block ad at the Township’s expense. Costs for the ceremony and plaque will be taken from the operating budget in the estimated amount of $2,500.
Page 39 of 91 Next Steps: The family will be approached on the request. A follow up report will come to Council in Q4 2018 once public notice has occurred. Should the proposal be approved, the ceremony and plaque unveiling will be planned for spring/summer 2019 to coincide with the opening of the Beach House for the 2019 season. Supporting Documentation: Ted Barron’s Request – August 1, 2018 Commemorative Naming Policy
Prepared by: Robert Tremblay, CAO/Clerk-Treasurer
Page 40 of 91 Ted Barron Request – August 1, 2018
Robert As long time citizen and Civitan member of this area our club put in over 60,000.00 dollars doing over the beach and building the washrooms many years ago ,when Elmer moved back to Cobden he took over the park as to collecting from the campers but more specifically he kept the beach raked and clean as well as the beach washrooms, in 2016 the Civitan club honoured him by naming him Citizen of the year .With the washrooms being done over which was great to see I think it would be nice if whitewater could recognize his accomplishment to the park and beach I trust that this will receive a positive respond. Thanking you in advance Ted Barron.
Page 41 of 91 Corporate Policy
Policy: Commemorative Naming Policy Main Contact: CAO/Clerk Last Revision: February 2018 Policy Statement Purpose Definitions Policy Requirements Monitoring Authority Contact Change History
Policy Statement
The Township of Whitewater Region may on occasion wish to acknowledge the significant contributions of a person, persons, or family to the community through commemorative naming.
Purpose
This policy provides guidance on commemorative naming of parks or facilities in the Township of Whitewater Region. It outlines a framework to ensure the following: • Consistency and fairness in the naming process • A proper and transparent approval process, and • Appropriateness of the proposed naming.
Definitions
“Commemorative” means the official naming after a person, persons, or family in recognition of their contributions. “Facility” means a building or structure owned by the Township of Whitewater Region, or a room or part of a facility.
Commemorative Naming | 1
Page 42 of 91 Corporate Policy
“Park” means a parcel of land owned by the Township of Whitewater Region other than a road allowance or public street that is maintained by the Township for use by the public for recreational purposes. “Township” means the Township of Whitewater Region.
Policy Requirements
Criteria 1. In order to have a municipal park or facility commemoratively named one or more of the following criteria shall apply to nominees: a. Lost their life while serving within the Armed Forces or made a significant contribution as a Veteran. b. Must have demonstrated excellence, courage or exceptional dedication to service in ways that bring special credit to the Township of Whitewater Region, County of Renfrew, the Province of Ontario, and/or Canada. c. Is an original inhabitant/family within the Township of Whitewater Region of historical significance. d. Demonstrated an extraordinary community service record with noteworthy contributions to the community. e. Made a significant financial contribution to a park or facility.
Consent 2. The prior consent of the nominee (or of their family if they are deceased) shall be obtained prior to proceeding with a request.
Sponsorship 3. The following locations are exempt from this policy to allow for sponsorship and corporate naming opportunities to be pursued: • Beachburg Arena • Cobden Astrolabe Arena • Westmeath Arena.
Process 4. The following process shall generally be followed, but may involve a different course of action when decided by Council:
Commemorative Naming | 2
Page 43 of 91 Corporate Policy
a. Receipt of Nomination/Request: All requests for commemorative naming are to be submitted in writing. b. Processing of Nomination/Request: Staff will review the request to ensure it is complete, meets the criteria, avoids any duplication, and has received consent. c. Initial Council Review: A staff report will be prepared along with the nomination/request to seek direction prior to proceeding with public notice. d. Public Notice: The proposed naming will be advertised at least once in a block ad and for a minimum of 10 days on the municipal website. e. Council Approval: Following public notice, a report will be prepared for Council approval, including final wording of the commemorative name to be applied. f. Notification: Public agencies will be notified of any approvals to facilitate emergency response and identification. g. Ceremony: A ceremony may be organized for the official unveiling of the naming, including a plaque, sign or other form of commemoration.
Monitoring
The CAO/Clerk shall be responsible for receiving complaints and/or concerns related to this policy.
Authority
Section 11 of the Municipal Act, 2001 allows the Township to provide any service or thing that the municipality considers necessary or desirable for the public and confers broad spheres of jurisdiction to a lower-tier municipality in the areas of culture, parks, recreation and heritage. Section 224 of the Municipal Act, 2001 states the role of Council includes ensuring that administrative policies, practices and procedures are in place to implement the decisions of Council.
Contact
Robert Tremblay Chief Administrative Officer/Clerk Telephone: 613-646-2282 Email: [email protected]
Commemorative Naming | 3
Page 44 of 91 Corporate Policy Change History
Policy Name Effective Date Significant By-law No. Changes
Commemorative Naming March 1, 2018 New policy 18-02-1041
Commemorative Naming | 4
Page 45 of 91 Meeting Date: September 5, 2018 Contact: Robert Tremblay, CAO/Clerk-Treasurer 613-646-2282 [email protected]
CIP Accessibility Grant – 27 Main Street
Recommendation: That Economic Development & Tourism Committee recommend Council of the Township of Whitewater Region approve a CIP Phase 1 Accessibility Improvement Grant for the property situated at 27 Main Street in the amount of $1,500.00. Background: In November 2017, Council adopted the Community Improvement Plan – Phase 1 which applies to villages and hamlets. The CIP contains financial incentive programs to encourage and promote private sector investment in order to improve, repair, and restore properties. These programs will assist property owners and tenants with various projects through grants. The Accessibility Improvement program encourages eligible property owners and tenants to make accessibility improvements and enhancements to existing buildings for those living with disabilities as well as promote universal access. The program will help address issues of accessibility and ensure that residents are able to access establishments barrier-free. Identifying, removing, and preventing any barriers for those living with disabilities in Ontario is the mandate for the Accessibility for Ontarians with Disabilities Act (AODA) legislated in 2005. The grant is only applicable to commercial, mixed-use, and institutional buildings within the designated Community Improvement Project Areas and therefore is not applicable to residential properties. The improvements and enhancements shall meet the minimum requirements of the Ontario Building Code 2012 and the AODA.
The grant covers the costs associated with improvements and enhancements including: • The installation of new automatic doors or mechanisms • New or replacement wheelchair and mobility device ramps • The widening of entry ways; leveling or repairs to pathways/accesses and stairs • Or any other improvements designed to improve the accessibility subject to the approval by Council. Analysis: The application received for 27 Main Street meets the criteria for the grant and the new ramp will ensure continued accessibility for this prominent institutional building. The accessibility grant is the only one available to institutional uses. The grant is applicable to 50% of costs associated with accessibility improvements to a maximum amount of $2,500. The grant will be provided upon the completion of the ramp. Total estimated costs for the accessibility components of the overall project are $3,000 with all work for improvements to steps and the ramp totaling $25,644.22.
Page 46 of 91 Financial Implications: A total of $20,000 was set aside in the 2018 budget for CIP Phase 1 grants to be distributed on a first come, first serve basis. Funds will only be provided once the work is complete with proof of expenses and in keeping with the application. Following approval of this grant, approximately $11,750 would remain for disbursement in 2018. Attachments: Photographs CIP Phase 1 Brochure Next Steps: The applicant will be informed of Committee and Council’s decision.
Prepared by: Robert Tremblay, CAO/Clerk-Treasurer
Page 47 of 91 Site Photographs
Page 48 of 91 Meeting Date: September 5, 2018 Contact: Robert Tremblay, CAO/Clerk-Treasurer 613-646-2282 [email protected]
CIP Façade Grant – 35 Main Street
Recommendation: That Economic Development & Tourism Committee recommend Council of the Township of Whitewater Region approve a CIP Phase 1 Façade Improvement Grant for the property situated at 35 Main Street in the amount of $4,000.00. Background: In November 2017, Council adopted the Community Improvement Plan – Phase 1 which applies to villages and hamlets. The CIP contains financial incentive programs to encourage and promote private sector investment in order to improve, repair, and restore properties. These programs will assist property owners and tenants with various projects through grants. The Building Façade and Property Improvement Grant encourages eligible property owners and tenants to repair, restore, and improve the façade or areas of the property that may need rehabilitation in the designated villages and hamlets. The program encourages property owners and tenants to maintain the existing building stock in the designated villages and hamlets through improvements and redevelopment. Improvements will aim to improve the overall aesthetics of the streetscape, support the maintenance of private properties, promote walkability, and encourage activity in communities. The grant covers the costs associated with improvements made to building façades, including: • The restoration of façade, brickwork, wood, masonry and/or cladding; • Replacing or repairing entablatures, eaves, parapets, or other architectural features; • Redesigning of storefronts; • Art installations and/or murals that are dedicated to the Township’s history and culture; • Or any other improvements as approved by Council. Analysis: The application received for 35 Main Street meets the criteria for the grant and the project will continue improvements to the Main Street façade, which will also be carried through to the Crawford side. Vinyl cladding will be replaced with steel and windows will be capped. The owner is also planning parking and landscaping improvements, but detail or estimates has not been provided on those plans. The grant is applicable to 50% of costs associated with accessibility improvements to a maximum amount of $5,000. The grant will be provided upon the completion of the work. Estimated costs for the façade improvements are $8,006.56.
Page 49 of 91 Financial Implications: A total of $20,000 was set aside in the 2018 budget for CIP Phase 1 grants to be distributed on a first come, first serve basis. Funds will only be provided once the work is complete with proof of expenses and in keeping with the application. Following approval of this grant, approximately $7,750 would remain for disbursement in 2018. Attachments: Photographs CIP Phase 1 Brochure Next Steps: The applicant will be informed of Committee and Council’s decision.
Prepared by: Robert Tremblay, CAO/Clerk-Treasurer
Page 50 of 91 Page 51 of 91 Page 52 of 91 Meeting Date: September 4, 2018 Contact: Jonathan Wilker, Fire Chief/CEMC 613-646-2282 [email protected]
Appointment of Deputy Fire Chief and Senior Officers Recommendation: That Fire & Emergency Services Committee recommend Council of the Township of Whitewater Region enact a by-law to appoint Jonathan McLaren to the position of Deputy Fire Chief and appoint Roy Church and Terry Moore to the positions of Senior Officer. Background: The Fire Department is currently managed by a full-time Fire Chief and two Acting Deputy Chiefs. The 2017 master plan recommended the appointment of a volunteer Deputy Chief and senior officers to lead key organizational committees (Recommendation #8-11). These committees include: Training, Equipment, Public Education, Fire Prevention, Communication, and Operations.
The Whitewater Region Fire Department Organizational Chart was recently approved by Council, as contained in amended Appendix A of By-Law 2001-02-017. In August an internal completion was held for the position of Deputy Fire Chief. Station Captain Jonathan McLaren was the successful candidate. Analysis: Mr. McLaren has over 15 years of firefighting experience with three different fire services including rural and urban departments. He is a graduate of the Pre-Service Firefighting Program at Humber College and has completed the Company Officer Program at the Ontario Fire College. Jonathan is qualified in many firefighting specialties and will continue to take a lead role in training within our department. Roy Church and Terry Moore have served as Acting Deputy Chiefs since July 2017. Their experience and expertise are invaluable to the Whitewater Region Fire Department. Roy and Terry have accepted the role of Senior Officers and will lead key organizational divisions including fire prevention, public education, equipment, and safety. Internal competitions for vacant Captain and Lieutenant positions will be held in late September.
Page 53 of 91 Financial Implications:
Hourly rates of pay for all members of the fire department are listed in Schedule “A” of By-Law 17-12-17 as amended. The Deputy Fire Chief and Senior Officers will be compensated for hours worked and receive a stipend for time on-call. This proposal does not impact the 2018 cost budgeted for fire department salaries but divides responsibilities and appropriate remuneration between the senior staff. Next Steps: Enact a by-law to appoint Jonathan McLaren to the position of Deputy Fire Chief and appoint Roy Church and Terry Moore to the positions of Senior Officer.
Prepared by: Jonathan Wilker, Fire Chief/CEMC Reviewed by: Robert Tremblay, CAO/Clerk-Treasurer
Page 54 of 91 Meeting Date: September 4, 2018 Contact: Jonathan Wilker, Fire Chief/CEMC 613-646-2282 [email protected]
Emergency Purchase of Fire Tanker Recommendation: That Fire & Emergency Services Committee recommend Council of the Township of Whitewater Region direct the Fire Chief to proceed with a request for proposals for a Tanker to replace the Tankers from Station 1 (Haley) and Station 2 (Cobden). Background: Tankers 9719 and 9723 have been removed from service as the result of mechanical issues. Both vehicles have been assessed by our municipal fleet mechanic and he has determined that they are beyond repair. Analysis: Station 1 Tanker 9719 (1970 GMC) was taken out of service in early July. The rear axle saddle broke on one side making it unfit for the road. Due to its age (48 years), new parts are not available and an attempt to source used parts was unsuccessful. Station 2 Tanker 9723 (1987 Ford) was sent to Valley Truck and Spring for its annual safety inspection. They were unable to certify the truck due to corrosion of the frame rails. Corrosion greatly weakened the frame rails and it would be in an out of service condition at a roadside inspection. The only repair would be to re-frame the truck, which would be very costly and not worth it for a 1987 truck. The ability of the Whitewater Region Fire Department to meet response times established in the Fire Master Plan and attempt certification for Superior Shuttle Service (recommendations #30 and #40) is dramatically affected by the loss of these vehicles. A new tanker requires the following specifications: • Total length of vehicle not to exceed 32’ • 2 door commercial chassis with seating for a minimum of two firefighters • Pump with a minimum rate capacity of 500 GPM • Water tank with a minimum capacity of 2500 Gallons. Financial Implications:
The estimated cost of the vehicle is $290,000. The Fire Purposes Reserve balance at the beginning of the year was $290,463.33 with $8,000 in contributions and $20,000 in expenses in 2018. The balance of costs would be required from taxation in 2019. Next Steps: The Fire Chief will proceed with the immediate release of an RFP for a new vehicle.
Page 55 of 91 Prepared by: Jonathan Wilker, Fire Chief/CEMC
Reviewed by: Robert Tremblay, CAO/Clerk-Treasurer
Page 56 of 91 Meeting Date: September 5, 2018 Contact: J. Collins, Manager of Physical Services 613-646-2282 [email protected]
Tender 2018-18 Cobden Manhole Rehabilitation Recommendation: That Physical Services Committee recommend Council of the Township of Whitewater Region award Tender 2018-18 Manhole Rehabilitation to R.G.T. Clouthier Construction Ltd. at a tendered price of $53,814.00 (not including HST) with additional unapproved funding to be taken from the Wastewater Reserve in the amount of $13,753.32. Background: During the Environmental Study Report for the Cobden Wastewater Treatment Plant Upgrades, an infiltration study was undertaken. This study recommended sixty-four (64) sanitary manholes be repaired. Staff recommended a project to complete approximately half of the manholes repairs this year, with the remaining ones to be undertaken in 2019. Analysis: Tender 2018-18 Manhole Rehabilitation had three (3) tender takers, however only one (1) tender was received at the time of closing being Wednesday, August 29, 2018 at 1:00 p.m. One tenderer arrived late and therefore did not submit a tender. The submitted bid was:
Bidder R.G.T. Clouthier Construction Ltd. Bid 53,814.00 H.S.T. 6,995.82 Sub-TOTAL 60,809.82 H.S.T. rebate (86.461%) (-) 6,048.66 TOTAL $ 54,761.16
Page 57 of 91 Financial Implications: 2018 Capital Budget approved funding in the amount of $42,000.00. Work previously completed included Jp2g manhole assessment at a cost of $992.16. This leaves $41,007.84 funding remaining and a shortfall of $13,753.32. • Jp2g Costs: $975.00 + $126.75 HST – $109.59 HST Rebate = $992.16 • Remaining Funds: $42,000.00 - $992.16 = $41,007.84 • Shortfall: $41,007.84 - $54,761.16 = $13,753.32 Staff recommend that the additional funding be taken from the Cobden Wastewater Reserve. The 2018 Capital Budget provided $38,437.00 to be taken from this reserve for Truelove, John & Crawford Street Reconstruction, based upon receipt of an OCIF Top-Up Grant. Since the Township was not successful in receiving the grant, it was decided to proceed with the project and debenture the costs, and not use the dedicated reserve funds. Therefore, it is recommended that the additional funds required to complete the Manhole Rehabilitation project to reduce infiltration be approved and be taken from the Wastewater Reserve. Attachment: Locations List Next Steps: Following Council passing a resolution to proceed with award of Tender 2018-18 Manhole Rehabilitation, staff will contact the contractor to commence work ASAP. A budget item (project) will be presented to complete the rehabilitation of the remaining manholes in 2019.
Prepared by: Janet Collins, Manager of Physical Services Reviewed by: Robert Tremblay, CAO/Clerk
Page 58 of 91
MANHOLE REHABILITION CONDITION REVIEW & REQUIRED REPAIRS Condition Repairs Required
# Location Grout Inflow Manhole Pressure Condition Infiltration Watertight NewRings Ring Damage Frame & GrateFrame & 1 Ross/Archibald Intersection Damp severe X 2 Ross/Morton Intersection Damp yes X 3 Morton Street, house # 41 Fair yes yes X X 4 Arthur/Archibald Intersection Damp yes X 5 Morrison Street cul-de-sac Poor yes X 6 Morrison/Wren Intersection Fair yes yes X X 7 Wren Street Damp X 8 Gould Street, house # 48 Good yes X 9 Gould Street, fire station Good yes X 10 Gould Street, house # 48 Damp yes X 11 Gould/Jason Intersection Good yes X 12 Gould Street, house # 17 Damp yes X 13 Gould/Meadow Intersection Damp X 14 Meadow Street Good X 15 Bromley/John Intersection Damp yes X 16 Bromley Street, house # 9 Damp yes X 17 Bromley/Simpson Intersection Good X 18 Crawford/Bromley Intersection Good X 19 Crawford/Jason Intersection Good X X 20 Crawford Street, house # 18 Damp yes X X 21 Crawford/Meadow Intersection Good X X 22 Crawford/Meadow Intersection X X 23 Crawford Street, house # 8 Damp yes X X 24 Dixon at Pembroke Street Good X 25 Dixon Street, house # 6 Damp yes yes X X 26 Dixon/Van Kessel Intersection yes X X 27 Van Kessel, house # 26 Good X 28 Van Kessel/Meadow Intersection Poor X 29 Meadow/Creamery Intersection Poor yes yes X X Storm Catch Basin to be lowered, grade and resurface to existing condition or better, to provide 30 Astrolabe, house #28 drainage
Page 59 of 91 Meeting Date: September 5, 2018 Contact: J. Collins, Manager of Physical Services 613-646-2282 [email protected]
McCoy Road Recommendation: That Physical Services Committee recommend Council of the Township of Whitewater Region enact the necessary by-laws to recognize the travelled portion of McCoy Road. Background: Lots were severed along McCoy Road; however, it was found that the travelled portion of McCoy Road, within the vicinity of the severances, was outside of the right-of-way (forced road). In order to correct this, the Township requires property transfers from abutting owners.
The second issue is to provide the severed lots with frontage on an opened maintained road. This requires transfers from the Township to property owners Ball et al.
Page 60 of 91 The last item to be corrected is the registering of two (2) by-laws, one to close the existing untravelled road allowance, and the second to open the newly established road allowance over the travelled portion of McCoy Road. Analysis: The Township’s solicitor has prepared the Acknowledgement and Direction forms relating to the transfers to and from the Township and the by-laws to be registered. Financial Implications: Survey and associated costs were born by the adjacent landowners. Next Steps: Staff will direct the solicitor to proceed with the transfers and registrations as required once the by-laws are passed.
Prepared by: Janet Collins, Manager of Physical Services Reviewed by: Robert Tremblay, CAO/Clerk-Treasurer
Page 61 of 91
The Corporation of the Township of Whitewater Region
By-law Number 18-09-1099
A by-law to amend By-law Number 98-13 of the former Corporation of the Township of Westmeath as amended – Martys Trail
Pursuant to Section 34 of the Planning Act, The Council of the Township of Whitewater Region hereby enacts as follows:
1. THAT By-law Number 98-13, as amended, be and the same is hereby further amended as follows:
(a) By adding the following new subsections 19.3(vv) Waterfront- Exception Forty-Eight (WV-E48), 19.3(ww) Waterfront-Exception Forty-Nine (WV-E49), and 19.3(xx) Waterfront-Exception Fifty (WV-E50) to Section 19.3 – EXCEPTION ZONES, immediately after subsection 19.3(uu) Waterfront-Exception Forty-Seven (WV-E47):
“(vv) Waterfront Vicinity-Exception Forty-Eight (WV-E48)
Notwithstanding any other provision of this By-law to the contrary, for those lands located in part of Lot 13, Concession EFB, geographic Township of Westmeath and delineated as Waterfront-Exception Forty-Eight (WV-E48) on Schedule “A” (Map 2) to this By-law, the following shall apply:
i) A minimum 37 metre limit of hazard shall apply from the top of slope along the Ottawa River in which construction activity, structural loads and grade raises are prohibited.
All other provisions of the Zoning By-law shall apply.
(ww) Waterfront Vicinity-Exception Forty-Nine (WV-E49)
Notwithstanding any other provisions of this By-law to the contrary, for those lands located in part of Lot 13, Concession EFB, geographic Township of Westmeath and delineated as Waterfront-Exception Forty-Nine (WV-E49) on Schedule “A” (Map 2) to this By-law, the following provisions shall apply:
i) A minimum 37 metre limit of hazard shall apply from the top of slope along the Ottawa River in which construction activity, structural loads and grade raises are prohibited;
ii) The accessory building existing as of September 5, 2018 shall be permitted in its existing location within the minimum 37 metre limit of hazard and is permitted before the establishment of a main permitted use on the lot.
All other provisions of the Zoning By-law shall apply.
By-law 18-09-1099 Page 1 of 2
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(xx) Waterfront Vicinity-Exception Fifty (WV-E50)
Notwithstanding any other provisions of this By-law to the contrary, for those lands located in part of Lot 13, Concession EFB, geographic Township of Westmeath and delineated as Waterfront-Exception Fifty (WV-E50) on Schedule “A” (Map 2) to this By-law, the following provisions shall apply:
i) A minimum 37 metre limit of hazard shall apply from the top of slope along the Ottawa River in which construction activity, structural loads and grade raises are prohibited;
ii) The dwelling existing as of September 5, 2018 shall be permitted in its existing location within the minimum 37 metre limit of hazard.
All other provisions of the Zoning By-law shall apply.”
(b) Schedule “A” (Map 2) to By-law 98-13 is amended by rezoning the lands described as part of Lot 13, Concession EFB, from Waterfront Vicinity (WV) to Waterfront-Exception Forty-Eight (WV-E48), Waterfront-Exception Forty-Nine (WV-E49) and Waterfront-Exception Fifty (WV-E50), shown as Item 1, 2 and 3 on Schedule “A” attached hereto.
2. THAT save as aforesaid all other provisions of By-law 98-13 as amended, shall be complied with.
3. This by-law shall come into force and take effect on the day of final passing thereof.
Read a first, second and third time and finally passed this 5th day of September, 2018.
Hal Johnson, Mayor
Robert H.A. Tremblay, Clerk
By-law 18-09-1099 Page 2 of 2
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The Corporation of the Township of Whitewater Region By-law Number 18-09-1100
A by-law to establish and appoint the Whitewater Region Public Library Board
Now therefore the Council of the Corporation of the Whitewater Region enacts as follows:
1. That pursuant Section 3 of the Public Libraries Act R.S.O. 1990, CHAPTER P.44 the Township of Whitewater Region Public Library is deemed to continue to be established.
2. That the following are hereby appointed to the Whitewater Region Public Library Board, pursuant to Sections 8 to 12 of the Act, for the term expiring November 30, 2018 or until a successor is appointed or members are reappointed:
Gwen Bennett Conrad Boyce Donna Campbell Amber Finan Anne Guest Charlene Jackson (Councillor) Lauren Mark Isabel Tanguay Connie Tabbert
3. That By-Law 18-03-1051 is hereby repealed.
4. That this by-law shall take effect upon passage thereof.
Read a first, second and third time and finally passed this 5th day of September, 2018.
Mayor Hal Johnson
Robert H.A. Tremblay, Clerk
By-law 18-09-1100 Page 1 of 1
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The Corporation of the Township of Whitewater Region
By-law Number 18-09-1101
A by-law to establish a Joint Election Compliance Audit Committee and Appoint Committee Members as required under the Municipal Elections Act, 1996, as amended
Whereas, section 88.37 of the Municipal Elections Act, 1996, as amended requires the Council of a municipality to establish a Compliance Audit Committee before October 1 in an election year to deal with matters regarding election campaign finances and contributions; and
Whereas, the Township of Laurentian Valley, Township of Whitewater Region, Town of Renfrew and the City of Pembroke deem it expedient to establish a Joint Compliance Audit Committee;
Now therefore Council of the Corporation of the Township of Whitewater Region enacts as follows:
1. That a Committee, to be known as the Joint Election Compliance Audit Committee (2018-2022) is hereby established to deal with matters provided for in the Municipal Elections Act, 1996 as amended.
2. That the Joint Election Compliance Audit Committee shall consist of those members indicated on Schedule “A” attached hereto and forming part of this by-law.
3. That the business of the Joint Election Compliance Audit Committee be conducted in accordance with the Terms of Reference set out in Schedule “B” attached hereto and forming part of this by-law.
2. That this by-law shall come into force and take effect upon the date of the final passing thereof.
Read a first, second and third time and finally passed this 5th day of September, 2018.
Hal Johnson, Mayor
Robert H.A. Tremblay, Clerk
By-law 18-09-1101 Page 1 of 7
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Schedule “A” By-law 18-09-1101
Janet Bradley
Rick Eustace
Mackie McLaren
Les Scott
Kent Tubman
By-law 18-09-1101 Page 2 of 7
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Schedule “B” By-law 18-09-1101
Joint Election Compliance Audit Committee
Terms of Reference
Name The name of the Committee is the “Joint Election Compliance Audit Committee” for the following member municipalities:
• City of Pembroke • Town of Renfrew • Township of Laurentian Valley • Township of Whitewater Region Duration The term of office is from December 1, 2018 to November 14, 2022 to deal with applications from the 2018 election and any by-elections during the term of council.
Mandate The powers and functions of the Committee are set out is Sections 88.33 and 88.34 of the Municipal Elections Act, 1996 as amended. The Committee will perform the functions relating to the compliance audit application process as outlined in the Act. These functions include:
Candidate Contravention
a. within 30 days’ receipt of a compliance audit application by an elector, consider the application and decide whether it should be granted or rejected; b. give to the Candidate, the Clerk and the Applicant the decision of the Committee to grant or reject the application, and brief written reasons for the decision; c. if the application is granted, appoint a licensed auditor to conduct a compliance audit of the Candidate’s election campaign finances; d. receive the auditor's report from the Clerk; e. within 30 days’ receipt of the auditor’s report, consider the report; f. if the report concludes that the candidate appears to have contravened a provision of the Act relating to election campaign finances, decide whether to commence legal proceedings against the candidate for the apparent contravention; g. after reviewing the report, give to the Candidate, the Clerk and the Applicant the decision of the Committee, and brief written reasons for the decision.
Candidate Contributor Contravention
a. within 30 days’ receipt of the report, consider the report; b. if the report concludes that the Contributor appears to have contravened a provision of the Act relating to campaign finances, decide whether to commence legal proceedings against the Contributor for the apparent contravention; c. after reviewing the report, give to the Contributor and the Clerk the decision of the Committee, and brief written reasons for the decision.
Registered Third Party Contravention
a. within 30 days’ receipt of a compliance audit application by an elector, consider the application and decide whether it should be granted or rejected;
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b. give to the Registered Third Party, the Clerk and the Applicant the decision of the Committee to grant or reject the application, and brief written reasons for the decision; c. if the application is granted, appoint a licensed auditor to conduct a compliance audit of the Registered Third Party’s campaign finances; d. receive the auditor's report from the Clerk; e. within 30 days’ receipt of the auditor’s report, consider the report; f. if the report concludes that the Registered Third Party appears to have contravened a provision of the Act relating to campaign finances, decide whether to commence legal proceedings against the Registered Third Party for the apparent contravention; g. after reviewing the report, give to the Registered Third Party, the Clerk and the Applicant the decision of the Committee, and brief written reasons for the decision.
Registered Third Party Contributor Contravention
a. within 30 days’ receipt of the report, consider the report; b. if the report concludes that the Contributor appears to have contravened a provision of the Act relating to campaign finances, decide whether to commence legal proceedings against the Contributor for the apparent contravention; c. after reviewing the report, give to the Contributor and the Clerk the decision of the Committee, and brief written reasons for the decision.
Auditor Selection If the committee decides to grant the application, it shall appoint an auditor licensed under the Public Accounting Act, 2004 to conduct a compliance audit of the Candidate’s election campaign finances.
The selection process will be coordinated through the CAO/Clerk of the respective municipality.
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Membership The Committee shall be composed of a minimum of three to a maximum of five members.
Membership will be drawn from the following groups: a. accounting and audit - accountants or auditors with experience in preparing or auditing financial statements; b. legal; c. professionals who in the course of their duties are required to adhere to codes or standards of their profession which may be enforced by disciplinary tribunals; and/or d. other individuals with knowledge of the campaign financing rules of the Municipal Elections Act, 1996.
Municipal employees or officers of the municipality, members of Council or local board; any Candidates or any persons who are Registered Third Parties in the 2018 municipal election or in any by-election during the term of Council for any member municipality are ineligible to be appointed as a member of the Committee pursuant to subsection 88.37 (2) of the of the Municipal Elections Act, 1996.
Membership Selection A slate of potential members will be recommended by staff for appointment.
Members will be selected on the basis of the following: a. demonstrated knowledge and understanding of municipal election financing rules; b. proven analytical and decision-making skills; c. experience working on a committee, task force or similar setting; d. availability and willingness to attend meetings; and e. excellent oral and written communication skills.
Any members appointed must also agree in writing they will not be a candidate or an individual who is a Registered Third Party in the current municipal election or in any by- election during the term of Council for any member municipality. Failure to adhere to this requirement will result in the individual being removed from the Committee.
Conflict of Interest The principles of the Municipal Conflict of Interest Act, apply to this Committee. Failure to adhere to this requirement will result in the individual being removed from the Committee.
To avoid a conflict, any person appointed to the Committee must agree in writing not to prepare or audit the election financial statements of any candidate or registered third party for any of the member municipalities in the current municipal election. Failure to adhere to this requirement will result in the individual being removed from the Committee.
Chair The Committee will select a Chair from amongst its members at its first meeting when a compliance audit application is received.
The Chair is the liaison between the members and the Secretary of the Committee on matters of policy and process.
The Chair shall enforce the observance of order and decorum among the Committee members and the public at all meetings.
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When the Chair is absent, the Committee may appoint another member as Acting Chair. While presiding, the Acting Chair shall have all the powers of the Chair.
Staffing and Funding
The Clerk or Designate from the applicable member municipality shall act as Secretary to the Committee.
The member municipality requiring the services of the Committee shall be responsible for all associated expenses, including the auditor’s costs.
Committee Member Remuneration - $150 per diem per meeting, plus mileage at a rate of $0.50 cents per kilometre.
Meetings
Meetings of the Committee shall be open to the public. Members may convene in private to deliberate and prepare written reasons for the decision.
Timing of Meetings
Meetings shall be called by the Clerk of the member municipality when required. The date and time of the meeting will be determined by the Clerk and communicated directly to the Committee members. Subsequent meetings will be held at the call of the Chair in consultation with the Clerk.
Meeting Location
The Committee shall meet at the location determined by the member municipality.
Meeting Notices, Agendas & Minutes
The agenda shall constitute notice. The Clerk of the member municipality requiring the services of the Committee shall cause notice of the meetings to be provided:
• to members of the Committee, Candidate, and the Public for a meeting regarding an application by an elector; • to members of the Committee, Contributor, Candidate and the Public for a meeting regarding a Candidate Contributor Contravention report; • to members of the Committee, Contributor, Registered Third Party and the public for a meeting regarding a Registered Third Party Contributor Contravention.
A minimum of two (2) business days prior to the date of each meeting, not including weekends or holidays. The agendas and minutes of meetings shall be posted on the member municipality’s website.
Minutes of each meeting shall outline the general deliberations and specific actions and recommendations that result.
Agenda Format
1. Call to Order 2. Disclosure of Pecuniary Interest and General Nature Thereof 3. Consideration of Compliance Audit Application, Clerk’s Report or Auditor’s Report 4. Adjournment
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Quorum
Three members will be required for a hearing based on availability. Quorum for meetings shall consist of all three designated members of the Committee.
If no quorum is present thirty (30) minutes after the time appointed for a meeting, the Clerk shall record the names of the members present and the meeting shall stand adjourned until the date of the next meeting.
For continuity, the same three members, where possible, will sit and hear matters involving the same Candidate, Contributor, or Registered Third Party.
Motions & Voting
A motion shall only need to be formally moved before the Chair can put the question or a motion can be recorded in the minutes. A motion shall be reduced to writing and shall be signed by the Chair and Secretary.
Every Member present shall be deemed to vote against the motion if they decline or abstain from voting, unless disqualified from voting by reason of a declared pecuniary interest.
The manner of determining the vote on a motion shall be by show of hands. The Chair shall announce the result of every vote.
Administrative Practices and Procedures
The Terms of Reference constitute the Administrative Practices and Procedures of the Committee. Any responsibilities not clearly identified within these Terms of Reference shall be in accordance with Section 88.33 to 88.37 of the Municipal Elections Act, 1996.
The Clerk at any time has the right to develop additional administrative practices and procedures.
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The Corporation of the Township of Whitewater Region
By-law Number 18-09-1102
A by-law to stop up, close, declare surplus and sell the unopened portion of part of the road allowance between Lots 5 & 6 in the former Township of Ross
Whereas, it is deemed expedient and necessary to stop up, close, declare surplus and sell an unopened road allowance;
Now therefore Council of the Corporation of the Township of Whitewater Region enacts as follows:
1. That the portion of the unopened road allowance between Lots 5 and 6 in the former Township of Ross and designated as Parts 6, 7, 8 and 9 on Plan 49R-18793 and Part 4 on Plan 49R-19171, be closed and deemed surplus to the Township's needs.
2. That the lands described above be conveyed as a lot addition to the abutting lands owned by Graham Ball, Robert John Booren, Rachel Hearn Boratto and Matthew John Shaw Stanfield, the owners of the adjacent land being all of PIN 57212-0020.
3. The Mayor and CAO/Clerk-Treasurer are hereby authorized to execute on behalf of the Corporation of the Township of Whitewater Region under corporate seal such transfers, acknowledgements, directions and other documents as may be necessary to convey title to the lands described above for the sum of Two Dollars ($2.00).
4. In addition to the foregoing, the above noted transferees shall also pay all costs incurred by the Township arising from the passing of this by law, including, without limitation, all administrative, survey, legal, and registration costs, and any land transfer and Harmonized Sales Tax (HST) tax payable in connection therewith.
5. This by-law shall not take effect until a certified copy has been registered in the Registry Office for the Land Titles Office of Renfrew.
Read a first, second and third time and finally passed this 5th day of September, 2018.
Hal Johnson, Mayor
Robert H.A. Tremblay, Clerk
By-law 18-09-1102 Page 1 of 1
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The Corporation of the Township of Whitewater Region
By-law Number 18-09-1103
A by-law to dedicate land used as a road allowance, being Part of Lot 5 in Concession 9 and Part of Lot 5 in Concession 10 in the former Township of Ross (McCoy Road)
Whereas, land adjacent to a Township road allowance and described as part of Lot 5 in Concession 9 and part of Lot 5 in Concession 10 in the former Township of Ross and now in the Township of Whitewater Region and described as Parts 1, 3 and 5 on Plan 49R-19171 has been used for many years as a public road; and
Whereas, the persons who have had paper title to the above noted lands have conveyed paper title to the Township;
Now therefore Council of the Corporation of the Township of Whitewater Region enacts as follows:
1. That lands described as part of Lot 5 Concession 9 and part of Lot 5 Concession 10 in the former Township of Ross and designated as Parts 1, 3 and 5 on Plan 49R-19171 are hereby dedicated as a public road (McCoy Road).
2. This by-law shall not take effect until a certified copy has been registered in the Registry Office for the Land Titles Office of Renfrew.
Read a first, second and third time and finally passed this 5th day of September, 2018.
Hal Johnson, Mayor
Robert H.A. Tremblay, Clerk
By-law 18-09-1103 Page 1 of 1
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The Corporation of the Township of Whitewater Region
By-law Number 17-07-1104
Being a by-law to appoint a Deputy Fire Chief and Senior Officers
Whereas, the Municipal Act, R.S.O. 1990 c., as amended, and the Fire Protection and Prevention Act, 1997, R.S.O. 1997, c4 as amended, permit the Council to enact a by law to appoint a Deputy Fire Chief under Section 6; and
Whereas, The Council of the Corporation of the Township of Whitewater Region has enacted By-law No.01-02-17 to establish a fire department, as amended by By-law No. 18-07-1089; and
Whereas, Council deems it expedient and necessary to appoint a Deputy Fire Chief and Acting Deputy Fire Chiefs;
Now therefore Council of the Corporation of the Township of Whitewater Region enacts as follows:
1. That Jonathan MacLaren is hereby appointed Deputy Fire Chief for the Whitewater Region Fire Department.
2. That the appointment of Terry Moore and Roy Church is hereby confirmed as Senior Officers/Acting Deputy Fire Chiefs for the Whitewater Region Fire Department.
3. That By-law 17-07-981 is hereby repealed.
4. That this by-law shall come into force and take effect upon being passed by Council.
Read a first, second and third time and finally passed this 5th day of September, 2018.
Hal Johnson, Mayor
Robert H.A. Tremblay, Clerk
By-law 18-09-1104 Page 1 of 1
Page 74 of 91 Township of Whitewater Region Regular Council Meeting
Minutes
August 1, 2018 at 6:00 PM Council Chamber – 44 Main Street (Cobden)
Attendance: Mayor Hal Johnson, Reeve Terry Millar, Councillor Charlene Jackson, Councillor Dave Mackay, Councillor Daryl McLaughlin, Councillor Chris Olmstead, and Councillor Cathy Regier
Staff: Robert Tremblay, Janet Collins, Hugh Martin, and Carmen Miller
1. Call to Order
Mayor Johnson called the meeting to order at 6:01 p.m.
2. Prayer
The Prayer was recited.
3. Disclosure of Interest
Councillor McLaughlin declared a potential interest regarding the private road naming matters as they relate to his employment. He left the room when the matters were considered and did not participate in discussion or voting.
4. Public Meeting
None.
5. Announcements
• St. Aidan's is hosting a Celtic concert on August 16, 2018. • It was reiterated that a fire ban is in effect and a $500 fine is possible for burning. Staff will be reviewing fees. Residents will
Regular Council Minutes August 1, 2018 Page 1 of 14
Page 75 of 91 be reminded ahead of the long weekend and charges are possible going forward. • An estimated 9000 people attended the Beachburg Fair. The Township was thanked for its participation and assistance, including volunteer firefighters.
6. Presentations a) Cath Hunt - ontrac Employment Services
The presenter withdrew. b) Amber Costello - Tyerman & Daughter’s Inc. Youth Job Connection
Ms. Costello provided an overview of services provided, which are funded by Employment Ontario. An information session will be held on August 8 and 9 at the Cobden Arena for the Youth Job Connection. She responded to questions pertaining to other employment programs, coverage area, farm positions, and skill development. c) Bill Leslie - Kohlsmith Road
Mr. Leslie was not in attendance. Councillor McLaughlin reiterated Mr. Leslie's concerns on the application of calcium. Ms. Collins and Mayor Johnson provided assurances regarding its application and double surface treatment. d) Second Quarter 2018 Administration Report
Staff presented the report and responded to questions and comments pertaining to: dog tags, industrial park development, Little Lakes, Cobden Beach and Beach House, recreation booking system, pickleball programs, painting of the outside wall at the Beachburg arena, electrical panel at the ball diamond in Beachburg, fraud prevention presentation by OPP, fire protective gear cleaning program, CIP grants, and boat launch in Cobden. The CAO and members of Council expressed thanks to staff, including summer students, for their work over the quarter.
7. Standing Committees
7.1 Building & Property Services - Chair Terry Millar a) Severance Application - B28/18 O'Brien- 2143 Lapasse Road
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Moved by: Mayor Hal Johnson Seconded by: Councillor Dave Mackay That Building & Property Services Committee recommend Council of the Township of Whitewater Region support severance application B28/18 for a severance municipally described as 2143 Lapasse Road, Westmeath with the following conditions: • A registered plan of survey be required. • A zoning amendment be required to permit reduced separation distances from the existing farm buildings on the severed and retained lands to the new lot line. Carried - Motion Prepared b) Severance Application B29-18 – Davis – 689 Olmstead Jeffery Lake Road Moved by: Councillor Dave Mackay Seconded by: Councillor Daryl McLaughlin That Building & Property Services Committee recommend Council of the Township of Whitewater Region support severance application B29/18 for a severance municipally described as 689 Olmstead Jeffery Lake Road, with the following conditions: • A registered plan of survey be required. • Favorable MDS1 calculations for 824 Olmstead Jeffery Lake Road. • Approval of an entrance permit be required. Carried - Motion Prepared c) Severance Applications B138/16 & B139/16 – Smith – McLaughlin Rd
With Council's consent, Mr. Bill Gorman addressed his concerns with regard to the minimum separation distance, drinking water (fluoride and sodium), previous and additional severances, and precedent- setting. He responded to questions regarding the location of barns and an abandoned well. Councillor Jackson reiterated previously expressed concerns from the residents of the home at the corner of Two Mile Trail in terms of drainage and water quality.
The report recommendation was not moved and seconded. The Chair heard a motion to oppose which was moved and seconded.
Regular Council Minutes August 1, 2018 Page 3 of 14
Page 77 of 91 Moved by: Councillor Dave Mackay Seconded by: Mayor Hal Johnson That Building & Property Services Committee recommend Council of the Township of Whitewater Region oppose severance applications B138/16 & B139/16 for severance at the property legally described as Lot 12, Concession 1 EML Westmeath. Carried - Motion Prepared
7.2 Community Services - Chair Chris Olmstead a) Veterans Memorial Park Camping
Councillor McLaughlin spoke to potential for day use and as a rest area. The CAO responded to questions pertaining to the bathrooms and revenue.
Moved by: Councillor Charlene Jackson Seconded by: Councillor Daryl McLaughlin That Community Services Committee recommend Council of the Township of Whitewater Region phase out camping at Veterans Memorial Park beginning in 2019. Carried - Motion Prepared b) Nothing But Grace Fest – Municipal Significance Designation
Councillor Olmstead expressed support for the event, which should bring people in to enjoy what the township has to offer, including local artists. Councillor Regier noted dry conditions with a suggestion for the organizers to reach out to the fire department.
Moved by: Mayor Hal Johnson Seconded by: Councillor Cathy Regier That Community Services Committee recommend Council of the Township of Whitewater Region declare the Nothing But Grace Fest in Westmeath as a community event of municipal significance in keeping with the requirements of the Alcohol & Gaming Commission of Ontario for special occasion permits. Carried - Motion Prepared
Regular Council Minutes August 1, 2018 Page 4 of 14
Page 78 of 91 7.3 Corporate Services - Chair Cathy Regier
A short recess was called at 7:32 p.m. The meeting resumed 7:42 p.m. a) Surplus Equipment
Councillor Jackson suggested using GovDeals.com for all items.
Moved by: Mayor Hal Johnson Seconded by: Councillor Dave Mackay That Corporate Services Committee receive the 2018 surplus equipment list for information purposes. Carried - Received b) Employee Group Benefit Plan Consulting/Broker Services
Councillor Jackson asked about renewal. The CAO responded that broker services are for one year, during which time current coverage will be renewed and reviewed.
Moved by: Councillor Charlene Jackson Seconded by: Councillor Daryl McLaughlin That Corporate Services Committee recommend Council of the Township of Whitewater Region approve the award of RFP 2018-31 for Employee Group Benefit Plan Consulting/Broker Services to Pat St. Michael Insurance for the term October 1, 2018 to September 30, 2019. Carried - Motion Prepared c) Infrastructure Ontario Application
Councillor McLaughlin asked about the Township's borrowing limit.
Moved by: Mayor Hal Johnson Seconded by: Councillor Charlene Jackson That Corporate Services Committee recommend Council of the Township of Whitewater Region enact a by-law to authorize the submission of an application to Ontario Infrastructure and Lands Corporation for financing of certain 2018 capital projects. Carried - By-law Prepared
Regular Council Minutes August 1, 2018 Page 5 of 14
Page 79 of 91 d) CAO/Clerk-Treasurer’s 2018 Workplan Mid-Year Update
Council commented on the workplan.
Moved by: Councillor Charlene Jackson Seconded by: Councillor Dave Mackay That Corporate Services Committee receive the CAO/Clerk- Treasurer’s 2018 Workplan Mid-Year Update for information purposes. Carried - Received e) Financial Services Review Recommendations
Moved by: Councillor Charlene Jackson Seconded by: Mayor Hal Johnson That Corporate Services Committee recommend Council of the Township of Whitewater Region accept the recommendations of the Financial Services Review prepared by WSCS Consulting Inc. and direct the CAO/Clerk-Treasurer to report back in Q4 2018 with a workplan. Carried - Motion Prepared f) Strategic Plan Update
Councillor Jackson suggested changing the icon depicting recreation.
Moved by: Councillor Charlene Jackson Seconded by: Councillor Dave Mackay That Corporate Services Committee receive the summary containing the corporation’s mission, vision, values, competencies, and strategic areas of focus for information purposes, subject to review by the incoming 2018-2022 Council. Carried - Received
7.4 Economic Development & Tourism - Chair Dave Mackay a) CIP Sign Grant - 46 Main Street
Moved by: Councillor Charlene Jackson Seconded by: Councillor Chris Olmstead That Economic Development & Tourism Committee recommend Council of the Township of Whitewater Region
Regular Council Minutes August 1, 2018 Page 6 of 14
Page 80 of 91 approve a CIP Phase 1 Signage Improvement Grant for the property situated at 46 Main Street in the estimated amount of $506.00. Carried - Motion Prepared b) Ontario Rural Economic Grant – 2018 Intake Application
Moved by: Councillor Charlene Jackson Seconded by: Mayor Hal Johnson That Economic Development & Tourism Committee recommend Council of the Township of Whitewater Region support the RED grant application in support of an Economic Development Strategy to be completed with two summer interns in 2019. Carried - Motion Prepared
7.5 Fire & Emergency Services No items.
7.6 Physical Services - Co-Chair Cathy Regier a) Private Road Naming
Councillor McLaughlin declared a potential interest on this matter. The Manager confirmed these lanes are already built and not named.
Moved by: Mayor Hal Johnson Seconded by: Councillor Charlene Jackson That Physical Services Committee recommend Council of the Township of Whitewater Region enact a by-law naming the following private roads: • Voyageur Bay Trail • Wilderness Tours Trail • Horse Country Trail • Presqu’ile Trail. Carried - By-law Prepared b) 2015-2018 Road Infrastructure Projects
Moved by: Councillor Charlene Jackson Seconded by: Councillor Dave Mackay
Regular Council Minutes August 1, 2018 Page 7 of 14
Page 81 of 91 That Physical Services Committee receive this report for information purposes as it relates to 2015-2018 capital road infrastructure projects. Carried - Received c) Kohlsmith Road
Councillor McLaughlin asked that guard rails be investigated for other locations in the township.
Moved by: Councillor Charlene Jackson Seconded by: Councillor Dave Mackay That Physical Services Committee receive this report for information purposes as it relates to guiderail and road improvements made to Kohlsmith Road between Mansel Hill Road and Marjorie Road. Carried - Received d) Cobden Wastewater Treatment Plant Upgrades – July 2018 Update
Staff confirmed that these reports are provided for information purposes and that invoices are paid when they are received.
Moved by: Councillor Charlene Jackson Seconded by: Councillor Daryl McLaughlin That Physical Services Committee recommend Council of the Township of Whitewater Region accept the Status Report prepared by Jp2g Consultants Inc. for the Cobden Waste Water Treatment Plant Upgrades for July 2018. Carried - By-law Prepared
8. By-laws a) August 1, 2018
By-law 18-08-1095 was considered separately and Councillor McLaughlin left the room, as he declared a potential interest.
Moved by: Councillor Cathy Regier Seconded by: Reeve Terry Millar Be it resolved that By-law 18-08-1095, being a by-law to provide for the naming of private roads (Voyageur Bay Trail,
Regular Council Minutes August 1, 2018 Page 8 of 14
Page 82 of 91 Wilderness Tours Trail, Horse Country Trail and Presqu’ile Trail), be taken as read and passed. Carried - Resolution #2018-3833A
Moved by: Councillor Dave Mackay Seconded by: Councillor Charlene Jackson Be it resolved that the following by-laws be taken as read and passed: • By-law 18-08-1091, being a by-law to award the Cobden Wastewater Treatment Plant Upgrades to Baseline Constructors Inc. and authorize the Mayor and CAO/Clerk- Treasurer to enter into the necessary agreement • By-law 18-08-1092, being a by-law to award RFP 2018-25 for Municipal Insurance to Aon Reed Stenhouse Inc. for a three-year term commencing January 1, 2019 • By-law 18-08-1093, being a by-law to award RFP 2018-26 for the Employee Assistance Program Provider to Morneau Shepell Ltd. for a three-year term commencing October 1, 2018 • By-law 18-08-1094, being a by-law to appoint an Integrity Commissioner and Closed Meeting Investigator • By-law 18-08-1095, being a by-law to provide for the naming of private roads (Voyageur Bay Trail, Wilderness Tours Trail, Horse Country Trail and Presqu’ile Trail) • By-law 18-08-1096, being a by-law to authorize certain new capital works of the Township of Whitewater Region; to authorize the submission of an application to Ontario Infrastructure and Lands Corporation (“OILC”) for financing such capital works; to authorize temporary borrowing from OILC to meet expenditures in connection with such works; and to authorize long term borrowing for such works through the issue of debentures to OILC • By-law 18-08-1097, being a by-law to stop up, close and sell the unopened portion of the Meadow Street road allowance beyond the current traveled portion of the road in the village of Cobden. Carried - Resolution #2018-3833B
9. Resolutions a) Severance Application - B28/18 O'Brien - 2143 Lapasse Road
Moved by: Councillor Dave Mackay
Regular Council Minutes August 1, 2018 Page 9 of 14
Page 83 of 91 Seconded by: Councillor Chris Olmstead That Council of the Township of Whitewater Region support severance application B28/18 for a severance municipally described as 2143 Lapasse Road, Westmeath with the following conditions: • A registered plan of survey be required. • A zoning amendment be required to permit reduced separation distances from the existing farm buildings on the severed and retained lands to the new lot line. Carried - Resolution #2018-3834 b) Severance Application - B29/18 Davis - Olmstead Jeffery Lake Road
Moved by: Councillor Cathy Regier Seconded by: Councillor Dave Mackay That Council of the Township of Whitewater Region support severance application B29/18 for a severance municipally described as 689 Olmstead Jeffery Lake Road, with the following conditions: • A registered plan of survey be required. • Favorable MDS1 calculations for 824 Olmstead Jeffery Lake Road. • Approval of an entrance permit be required. Carried - Resolution #2018-3835 c) Severance Applications B138/16 & B139/16 – Smith – McLaughlin Rd/Two Mile Trail
Moved by: Councillor Dave Mackay Seconded by: Councillor Cathy Regier That Council of the Township of Whitewater Region oppose severance applications B138/16 & B139/16 for severance at the property legally described as Lot 12, Concession 1 EML Westmeath. Carried - Resolution #2018-3836 d) Veterans Memorial Park Camping
Moved by: Councillor Dave Mackay Seconded by: Councillor Chris Olmstead That Council of the Township of Whitewater Region approve the phasing out of camping at Veterans Memorial Park beginning in 2019. Carried - Resolution #2018-3837
Regular Council Minutes August 1, 2018 Page 10 of 14
Page 84 of 91 e) Nothing But Grace Fest – Municipal Significance Designation
Moved by: Councillor Daryl McLaughlin Seconded by: Councillor Chris Olmstead That Council of the Township of Whitewater Region declare the Nothing But Grace Fest in Westmeath as a community event of municipal significance in keeping with the requirements of the Alcohol & Gaming Commission of Ontario for special occasion permits. Carried - Resolution #2018-3838 f) CIP Sign Grant - 46 Main Street
Moved by: Councillor Cathy Regier Seconded by: Reeve Terry Millar That Council of the Township of Whitewater Region approve a CIP Phase 1 Signage Improvement Grant for the property situated at 46 Main Street in the estimated amount of $506.00. Carried - Resolution #2018-3839 g) Ontario Rural Economic Grant – 2018 Intake Application
Moved by: Councillor Charlene Jackson Seconded by: Councillor Daryl McLaughlin That Council of the Township of Whitewater Region support the RED grant application in support of an Economic Development Strategy to be completed with two summer interns in 2019. Carried - Resolution #2018-3840 h) Employee Group Benefit Plan Consulting/Broker Services
Moved by: Councillor Cathy Regier Seconded by: Councillor Chris Olmstead That Council of the Township of Whitewater Region approve the award of RFP 2018-31 for Employee Group Benefit Plan Consulting/Broker Services to Pat St. Michael Insurance for the term October 1, 2018 to September 30, 2019. Carried - Resolution #2018-3841 i) Financial Services Review Recommendations
Moved by: Councillor Daryl McLaughlin
Regular Council Minutes August 1, 2018 Page 11 of 14
Page 85 of 91 Seconded by: Councillor Cathy Regier That Council of the Township of Whitewater Region accept the recommendations of the Financial Services Review prepared by WSCS Consulting Inc. and direct the CAO/Clerk- Treasurer to report back in Q4 2018 with a workplan. Carried - Resolution #2018-3842 j) Cobden Wastewater Treatment Plant Upgrades – July 2018 Update
Moved by: Councillor Charlene Jackson Seconded by: Councillor Daryl McLaughlin That Council of the Township of Whitewater Region accept the Status Report prepared by Jp2g Consultants Inc. for the Cobden Waste Water Treatment Plant Upgrades for July 2018. Carried - Resolution #2018-3843
10. Notice of Motion
Councillor McLaughlin received confirmation that a follow up report is forthcoming on the student bursaries policy. Councillor Olmstead will bring forward an item on concerns related to fishing tournaments at Muskrat Lake.
11. Minutes a) July 4, 2018
Moved by: Councillor Charlene Jackson Seconded by: Councillor Chris Olmstead That Council of the Township of Whitewater Region approve the following minutes of July 4, 2018: • Regular Council • Closed Session, understanding that they remain confidential. Carried - Resolution #2018-3844
12. Correspondence a) Royal Canadian Legion Branch #550 Golf Tournament b) County Council Review - County of Renfrew
Regular Council Minutes August 1, 2018 Page 12 of 14
Page 86 of 91 c) Active Transportation Announcement - Press release from the County of Renfrew
Councillor Olmstead commented on work completed on the Algonquin Trail in collaboration with the County of Renfrew, with provincial funding. The CAO advised that provincial funding was cancelled for future years with the end of the cap and trade program. Discussion occurred on the County completing work to Turcotte Road. d) Whiskers of Whitewater - Volunteer organization - kitten/cat rescue group
Council members commented on community-led progress on this issue, commending the volunteers. e) Ombudsman Ontario - Annual Report 2017-20178 Facts and Highlights f) Ontario Energy Board Notice - Enbridge Gas Distribution Inc.
All items were noted and filed.
13. Closed Session a) Offer to Purchase (a proposed or pending disposition of land) b) Update on Two Legal Matters (litigation or potential litigation)
Moved by: Councillor Charlene Jackson Seconded by: Councillor Daryl McLaughlin That Council of the Township of Whitewater Region move into closed session at 8:39 p.m. to discuss an Offer to Purchase (proposed or pending disposition of land) and Update on Two Legal Matters (litigation or potential litigation), with the CAO/Clerk-Treasurer and Manager of Physical Services remaining in the room. Carried - Resolution #2018-3845 The meeting resumed in open session at 9:01 p.m. It was reported out that Council directed the CAO/Clerk-Treasurer to accept an offer of $22,000 for the lot on Fire Hall Lane. The following motion was then presented.
Moved by: Councillor Charlene Jackson Seconded by: Councillor Cathy Regier
Regular Council Minutes August 1, 2018 Page 13 of 14
Page 87 of 91 That Council of the Township of Whitewater Region approve that the proceeds from the sale of the lot on Fire Hall Lane be directed to costs associated with land title corrections in the area and the upgrade of streetlights in Haley Station to LED technology, including an additional street light. Carried - Resolution #2018-3846 c) Development Matter (advice subject to solicitor-client privilege, including communications)
This item was withdrawn.
14. Confirming By-law a) August 1, 2018
Moved by: Councillor Dave Mackay Seconded by: Councillor Cathy Regier Be it resolved that By-law 18-08-1098, being a by-law to confirm the proceedings of Council at its Regular Meeting of August 1 2018, be taken as read and passed. Carried - Resolution #2018-3847
15. Adjournment
The meeting adjourned at 9:02 p.m.
Mayor Hal Johnson Clerk Robert Tremblay
Regular Council Minutes August 1, 2018 Page 14 of 14
Page 88 of 91 ^^ ^ T- COMMUNITY NG^ r vv... UpperOttawa Valley lf
P.O. Box 1030, 894 Pembroke Street West, Pembroke, Ontario K8A 6Y6 Phone: 613-735-0659 | Fax: 613-735-1373 www.cluov.ca Proudly celebrating our 60th anniversary in 2018!
/3?r?-- /vf Thursday, August 9, 2018 :!V^ n AUQ Mayor Hal Johnson and Council 1 5 Z018 Township ofWhitewater Region 44 Main Street, PO Box 40, Cobden, Ontario KOJ1KO
Re: Resolution #2018-3801 - Minimum Wage Exemption
MayorJohnson:
We received a copy of your above-mentioned resolution to exempt individuals with developmental disabilities in Ontario who want to work but cannot meet the requirements for Bill 148. As Whitewater Region is a municipality that our Community Living organization supports/ we would like the opportunity to share another side of this story that may encourage you to edit your resolution.
Professionals at our agency have spoken to Lisa Duggan and Charlene Riopelle to make them aware of employment programs that we offer. The women were not aware of these opportunities through Community Living Renfrew County South. We are now reaching out to you so that you are fully aware of the opportunities that do exist for people with intellectual disabilities in your community.
. Ms. Duggan and Ms. Riopelle indicated that their sons, Alex and Travis, handle recycling and wash dishes and are paid $2 per hour for their time. If Alex and Travis were not doing this work at Community Living Renfrew County South's office, someone else would have to do it, and that person would be making significantly more than $2 per hour. Why/ if the same work is being completed/ should someone be paid less because they have a disability?
. Employees do not need to meet the requirements of Bill 148, employers do. Employees must meet the requirements of the job; employers meet the requirements of Bill 148. To remove opportunities for vacation days, sick leave and overtime pay simply because someone has a disability is not appropriate. Your resolution reads as though you are advocating for the removal of those rights.
Community Living Upper Ottawa Valley had worked with local employers to connect them to individuals with intellectual disabilities who are looking for employment. All of our employer matches pay the same wage to someone with a disability as they would pay to someone without. The types of employment range from casual, part-time, full-time and contract work. One of our employers is Whitewater Brewery.
We are just one agency that has worked/ tirelessly/ to help break the stigma that someone with a disability should be treated as "lesser" in society than someone without. While we understand that Ms. Duggan and Ms. Riopelle want a meaningful future for their children/ we believe we can help them do that without diminishing the value of others who are already successful.
Page 89 of 91 COMMUNITY NG ^ ^ UpperOttawa Valley v^
P.O. Box 1030,894 Pembroke Street West, Pembroke, Ontario K8A 6Y6 Phone: 613-735-0659 | Fax: 613-735-1373 www.ciuov.ca Proudly celebrating our 60th anniversary in 2018!
We would greatly appreciate being able to come to council and share this discussion with you so that you, as leaders in the community, can set the best possible example for your constituents/ which include people who have intellectual disabilities. 2018 marks our 60th year helping Whitewater Region and our other Upper Ottawa Valley communities be successful with inclusion, and we would enjoy the opportunity to bring that discussion to your table.
With thanks, a 'w c^l/<^y^'^
Chris Grayson, Executive Director Community Living Upper Ottawa Valley Cell: 613-639-9434 [email protected] c.c. All Municipalities in Renfrew County Community Living Renfrew County South Madawaska Valley Association for Community Living Community Living Ontario Canadian Association of Community Living The Honourable Doug Ford, M.P.P., Premier of Ontario The Honourable Lisa MacLeod, M.P.P./ Minister of Community and Social Services The Honourable John Yakabuski/ M.P.P./ Minister of Transportation The Honourable Laurie Scott, M.P.P., Minister of Labour
Page 90 of 91
The Corporation of the Township of Whitewater Region
By-law Number 18-09-1105
A by-law to confirm the proceedings of Council at its Regular Meeting of September 5, 2018
Whereas, Section 5 of the Municipal Act, 2001 S.O. 2001, c.25 as amended states that the powers of a municipality shall be exercised by its Council and generally through by-law; and
Whereas, Council deems it expedient and necessary to confirm and adopt through by-law the proceedings of the Council of the Corporation of the Township of Whitewater Region at its regular meeting held on September 5, 2018;
Now therefore Council of the Corporation of the Township of Whitewater Region enacts as follows:
1. That the actions of the Council of the Corporation of the Township of Whitewater Region in respect of each recommendation contained in the reports, and each motion and resolution passed and other actions taken by Council, its regular meeting held on September 5, 2018 are hereby adopted and confirmed as if all such proceedings were expressly embodied in this by-law.
2. That the proper officials of the Corporation of the Township of Whitewater Region are hereby authorized and directed to do all the things necessary to give effect to the action of the Council referred to in all proceeding sections hereof.
3. That the Mayor and Clerk are authorized and directed to execute all documents in that behalf and to affix thereto the seal of the Corporation of the Township of Whitewater Region.
4. That this by-law shall come into force and take effect upon being passed by Council.
Read a first, second and third time and finally passed this 5th day of September, 2018.
Hal Johnson, Mayor
Robert H.A. Tremblay, Clerk
By-law 18-09-1105 Page 1 of 1
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