Municipality of Hastings Highlands Regular Meeting of Council, Operations AGENDA Individuals who submit letters and other information to Council should be aware that any personal information contained within their communications may become part of the public record and may be made available to the public through the Council Agenda process. Date: May 18, 2016 Time: 9:00 AM Page 1. Call to order a Mayor Bloom will call the meeting to order "O Canada" 2. Deletions to the agenda 3. Disclosure of pecuniary interest and the general nature thereof 4. Approval of Draft Minutes 15 - 25 a Draft Minutes of the Special Meeting of Council held on May 2, 2016 and the Regular Meeting of Council held on May 4, 2016. THAT Council approves the draft minutes of the Special Meeting of Council held on May 2, 2016 and the Regular Meeting of Council, Planning and Delegations, held on May 4, 2016, as submitted. 5. Tenders 26 - 27 a Tender OP-2016-01 3500/350 Series ("One Tonne") Truck & Snowplow THAT Council receives this report “Tender OP-2016-01 3500/350 Page 1 of 307 (“One Tonne”) Truck & Plow”, as submitted by the Operations Manager and; THAT Council approves the tender bid price of $56,159.87 from Vance Motors Ltd. and; FURTHERMORE THAT Council approves $5,598.70 from working capital reserves to cover the total cost. 6. Reports and Bylaws a Building 28 - 30 i) Monthly Building Report THAT Council receives the Monthly Building Report as information only, as submitted by the CBO. 31 - 35 ii) Municipal Well THAT Council proceeds with hyrdrofracturing of the Municipal Well. b Bylaw Enforcement 36 - 38 i) Monthly Bylaw Enforcement Report THAT Council receives the Monthly Bylaw Enforcement Report as information only, as submitted by the BLEO. c Fire 39 - 42 i) Monthly Fire Report THAT Council receives the Monthly Fire Report as information only, as submitted by the Fire Chief. d Library 43 - 44 i) Monthly Cultural Report THAT Council receives the Monthly Cultural Report as information only, as submitted by the Library CEO/Cultural Resource Officer. e Finance 45 - 51 i) Monthly Treasury Report THAT Council receives the Monthly Treasury Report as information only, as submitted by the Treasurer & Tax Collector. 52 - 54 ii) By-Law # 2016-044 to Establish Municipal Budget Estimates THAT Council approves By-Law # 2016-044, being a By-Law to establish municipal budget estimates (revenue and Page 2 of 307 expenditure) and the amount required through municipal taxation to address the costs for 2016 services, be read a first, second, third time and finally passed. 55 - 57 iii) By-Law to provide for adoption of the levy THAT Council approves By-Law # 2016-045, being a By-Law to provide for the adoption of the levy and to provide for the adoption of tax rates and to further provide for penalty and interest in default of payment thereof for 2016, be read a first, second, third time and finally passed. f Operations 58 - 61 i) Monthly Operations Report THAT Council receives the Monthly Operations Report as information only, as submitted by the Operations Manager. 62 - 97 ii) Bylaw #2016 - 035 Agreement with Stewardship Ontario ("SO") - New Municipal Hazardous or Special Waste Services THAT Council approves Bylaw 2016-035 being a bylaw to authorize the executions of an Agreement between Stewardship Ontario ("SO") and The Corporations of the Municipality of Hastings Highlands for the purposes of the waste diversion program for municipal hazardous or special waste ("MHSW"). 98 - 127 iii) Bylaw #2016 - 046 Agreement with Product Care Association of Canada ("PCA") THAT Council approves Bylaw 2016-046 being a bylaw to authorize the execution of an Agreement between Product Care Association (“PCA”) and The Corporation of the Municipality of Hastings Highlands for the purposes of the waste diversion program for municipal hazardous or special waste (“MHSW”) for specific waste classes including Phase 1 materials which is paints and coatings and the containers as well as aerosols. 128 - iv) Bylaw #2016 - 047 150 Amending Agreement, Product Care Association of Canada ("PCA") – Municipal Industry Stewardship Plan Service Agreement THAT Council approves Bylaw 2016-047 being a bylaw to authorize the execution of an Agreement between Product Care Association (“PCA”) and The Corporation of the Municipality of Hastings Highlands for the purposes of the waste diversion program for municipal hazardous or special waste (“MHSW”) for specific waste classes including Phase 1 materials which is paints and coatings and their containers, aerosols and also now to include pesticides, solvents and Page 3 of 307 fertilizers. 151 - v) Sign Bylaw # 2016-041 156 THAT Council receives this report “Bylaw # 2061-041 – Sign Bylaw”, as submitted by the Operations Manager and; THAT Council approves Bylaw # 2016-041, being a bylaw to prohibit or regulate the erection of signs, billboards, poster panels and other advertising devices within the Municipality of Hastings Highlands, be read a first time, second time, a third time and finally passed and prior Bylaw # 2011-055 be repealed. 157 - vi) REOI (Request Expression of Interest) to WDO (Waste Diversion 173 Ontario) THAT Council receives this report "REOI (Request Expression of Interest) to WDO (Waste Diversion Ontario)" as submitted by the Operations Manager and; THAT Council approves the Operations Manager to proceed with a Request for Expression of Interest (REOI) through the Continuous Improvement Fund which includes requesting help drafting a RFP to haul Blue Box Material from all landfills and Waste from future Transfer Stations, Sand Bay and North Baptiste Landfills and; FURTHERMORE THAT Council approves the Operations Manager to proceed with a second REOI to request funding of $40,000.00 with a matched contribution of $40,000.00 by Municipality of Hastings Highlands. g Clerks Department 174 - i) Revised Council Meeting Date 176 THAT Council receives this report “Revised Council Meeting Date” as submitted by the Manager of Corporate Services/Clerk and; THAT Council approves the Council Meeting of November 16th, 2016 be moved to Wednesday, November 23rd, 2016 at 9 am. 177 - ii) User Fees Bylaw #2016 -042 183 THAT Council receives this report “User Fees Bylaw # 2016 - 042” as provided by the Manager of Corporate Services/Clerk and; Page 4 of 307 FURTHERMORE Council approves Bylaw # 2016-042, being a bylaw to approve user fees for services for the 2016 year for the Municipality of Hastings Highlands be read a first, second, third time and finally passed and prior Bylaw # 2015-098 be repealed. 184 - iii) Management of Municipal Complaints Policy- Bill 8 Public Sector 197 and MPP Accountability and Transparency Act, 2014 THAT Council receives this report “Management of Municipal Complaints Policy – Bill 8 Public Sector and MPP Accountability and Transparency Act 2014” as submitted by the Manager of Corporate Services/Clerk and; FURTHERMORE THAT Council approves Bylaw 2016-033 being a bylaw to adopt a policy regarding the Management of Municipal Complaints for the Municipality of Hastings Highlands, be read a first, second, and third time and finally passed. 198 - iv) Bylaw # 2016- 039 Appointment of Library Board Member 200 THAT Council receives this report “Appointment of Library Board Member” as submitted by the Manager of Corporate Services/Clerk and; THAT Council approves the appointment of Kristena Schutt to the Library Board for the remainder of council’s term and; FURTHERMORE THAT Council approves By-Law # 2016 – 039, being a by-law to formally adopt the appointment of Library Board Members, be read a first, second, and third time and finally passed and all former bylaws be repealed. h Management 201 - i) CAO Monthly Update 202 THAT Council receives the CAO's Monthly Report for April 2016 as information only, as submitted. 203 - ii) Teeny Tiny Summit #2 204 THAT Council receives this report “Teeny Tiny Summit #2” as submitted by the Manager of Corporate Services/Clerk and CRO, as information only. 205 - iii) Volunteer Service Recognition Policy 207 THAT Council receives this report “Volunteer Service Recognition Policy” as submitted by the Manager of Corporate Page 5 of 307 Services/Clerk and; THAT Council approves the Volunteer Service Recognition Policy. 208 - iv) General Leave Policy 211 THAT Council receives this report “General Leave Policy” as submitted by the Manager of Corporate Services/Clerk and; THAT Council approves the General Leave Without Pay Policy attached, with the usage of appendix D, Leave of Absence Form. 212 - v) Pregnancy Leave and Parental Leave Policy 217 THAT Council receives this report “Pregnancy Leave Policy” as submitted by the Manager of Corporate Services/Clerk and; THAT Council approves the Pregnancy Leave Policy attached, with the usage of appendix D, Leave of Absence Form. 7. Mayor and Municipal Councillors Reports a Mayor Bloom 218 - i) Monthly Mayor's Report 219 THAT Council receives the Monthly Mayor's Report as information only, as submitted. 220 - ii) Mayor’s Report to Council on Rural Mayors' Forum of Eastern 221 Ontario THAT Council receives the Monthly Mayor’s RMFEO Report as information only, as submitted. b Deputy Mayor Leveque 222 - i) Minutes of the Municipal Dog Pound Board Meeting April 21, 2016 224 THAT Council receives the Minutes of Municipal Dog Pound Board Meeting held on April 21, 2016, as information only, as submitted. c Councillor Robinson 225 - i) Minutes of the Arena Committee April 4, 2016. 226 THAT Council receives the Minutes of the Arena Committee Meeting held on April 4, 2016 as information only, as submitted. d Councillor Roberts i) Verbal update from the Bancroft and Area Community Policing Page 6 of 307 Advisory Committee (BACPAC) Meeting held on May 10, 2016. THAT Council receives the verbal update regarding BACPAC as information only. 8. Motions 227 a Municipal Budget 2017 - Ad-hoc Committee, Councillor Matheson, Notice of Motion from May 4, 2016.