MINUTES

MUNICIPAL COUNCIL

-
South Edwardsburgh Community Centre
24 Sutton Dr.
Johnstown Ontario
PRESENT:
  • Mayor Tory Deschamps
  • Deputy Mayor Stephen Dillabough
  • Councillor Joe Martelle
  • Councillor Waddy Smail
  • Councillor Chris Ward
STAFF:
  • Dave Grant, CAO
  • Rebecca Crich, Clerk
  • Sean Nicholson, Treasurer
  • Gord Shaw, Director of Operations
  • Mike Spencer, Manager of Parks, Recreation & Facilities
  • Candise Newcombe, Deputy Clerk

1.
Call to Order

 

Mayor Deschamps called the meeting to order at 6:45 p.m. The Mayor highlighted the Citizen of the Year awards ceremony held prior to the meeting at 6:00 p.m. to recognize the 2023 Citizen of the Year Ms. Karie Smail and the 2023 Youth Citizen of the Year Ms. Kadynn Morrison. 

2.
Approval of Agenda

 
  • Decision: 2023-318
    Moved by:S. Dillabough
    Seconded by:C. Ward

    That Municipal Council approves the agenda as presented.

    Carried

3.
Disclosure of Pecuniary Interest or Conflict of Interest & the General Nature Thereof

 

None.

4.
Delegations & Presentations

 

None.

5.
Consent Agenda

 
  • Decision: 2023-319
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT Municipal Council receives and approves the following consent agenda items as presented:

    1. Regular Council – November 27, 2023
    2. Public Library – October 24, 2023
    3. Committee of the Whole - Administration and Operations – December 4, 2023
    Carried

6.
Minutes of the Previous Council Meetings

 

a.
Regular Council - November 27, 2023 - CONSENT

This item has attachments. 
1.Post-Meeting Minutes - RCM_Nov27_2023.pdf
  • Decision: 2023-319
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT Municipal Council receives and approves the minutes of the Regular Council Meeting dated November 27, 2023.

    Carried

7.
Business Arising from the Previous Council Meeting (if any)

 

None.

8.
Committee Minutes

 

a.
Public Library - October 24, 2023 - CONSENT

This item has attachments. 
1.Public Library Minutes - October 24, 2023.pdf
  • Decision: 2023-319
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT Municipal Council receives the minutes of the Public Library board meeting dated October 24, 2023.

    Carried

b.
Committee of the Whole - Administration & Operations - December 4, 2023 - CONSENT

This item has attachments. 
1.Post-Meeting Minutes - COW-AO_Dec04_2023.pdf
  • Decision: 2023-319
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT Municipal Council receives and approves the minutes of the Committee of the Whole - Administration and Operations Meeting dated December 4, 2023.

    Carried

9.
Action and Information Items from Committees

 

a.
Application for Severance, 3302 Glen Smail Rd (Ryan) 

This item has attachments. 
1.RES- Sev App 3302 Glen Smail Rd.pdf
  • Decision: 2023-320
    Moved by:J. Martelle
    Seconded by:W. Smail

    THAT Municipal Council recommend in favour of severance application B-134-23 (3302 Glen Smail Rd – Ryan), as recommended by the Committee of the Whole – Administration & Operations.

    Carried

b.
Pre-Budget Approval - PSD Budget Software

This item has attachments. 
1.RES- PSD Budget Software.pdf
  • Decision: 2023-321
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT Municipal Council:

    1. Approves the purchase of the Operating, Salary and Capital budgeting software from Public Sector Digest, for use in 2024, in the amount of $69,100.00 plus non-rebated HST and fund this purchase with Modernization funding; and
    2. Authorize the Treasurer to enter an agreement with Public Sector Digest to purchase the Operating, Salary and Capital budgeting software for use in 2024; and
    3. Annual maintenance costs of $9,700.00 be funded through the departmental operating budget.

    As recommended by the Committee of the Whole – Administration & Operations.

    Carried

c.
2024 COLA Approval

This item has attachments. 
1.RES - 2024 COLA.pdf

Council reviewed the report and discussed the following: how COLA percentage is determined by OMERS for non-union employees, the union collective agreement expiry date of December 31, 2024, and the general practice of applying adjustments to all employees. 

  • Decision: 2023-322
    Moved by:J. Martelle
    Seconded by:W. Smail

    THAT Municipal Council approve the 2024 COLA increase of 4.93% for all union and non-union staff, effective January 1, 2024, as recommended by the Committee of the Whole – Administration & Operations.

    Carried

d.
Unmetered Residential Customers Assessment Results - Cardinal

This item has attachments. 
1.RES- Unmetered Residential Properties.pdf
  • Decision: 2023-323
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT Municipal Council direct staff to:

    1. Transfer properties who actively refused to participate in the inspections to Category B rates until such time as they permit an inspection. Once inspected, either transfer back to Category A rates or install a water meter (dependent on inspection results); and
    2. Properties that require excessive renovations or relocation of plumbing remain on Category A Rates; and
    3. Install water meters at locations deemed not to be too expensive or difficult to install and fund the project through the Cardinal Water System.

    As recommended by the Committee of the Whole – Administration & Operation.

    Carried

e.
Closed Road Allowance Request - 95 Froom Rd 

This item has attachments. 
1.RES - Rd Allowance - 95 Froom.pdf
  • Decision: 2023-324
    Moved by:J. Martelle
    Seconded by:W. Smail

    THAT Municipal Council direct staff to prepare a bylaw to authorize the transfer of the closed road described in Bylaw 84-20 to the property owner of 95 Froom Road, as recommended by the Committee of the Whole – Administration & Operations.

    Carried

f.
MTO EV ChargeON Program

This item has attachments. 
1.MTO EV Charge ON Program.pdf

Council reviewed the report and discussed the following: restrictions to future partnership opportunities, the central location of the Township for charging station locations, clarified the level of commitment of the MOU, the appropriateness of using municipal property, and the municipal commitment required.    

There was discussion regarding setting a precedent of providing municipal support to private businesses, and members noted that due to the unrestrictive nature of the MOU and the potential benefits of initiating local growth in the area, a municipal resolution of support for the provincial funding of the project is preferable to alternate EV Charging options previously presented. 

  • Decision: 2023-325
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT Municipal Council authorize the Mayor and CAO to execute the memorandum of understanding with eCAMION Inc. and direct staff to submit necessary documents to support application submission under the MTO EV ChargeON Program for each selected location.

    Carried

g.
Prescott Family Health Team - Sponsorship Request

This item has attachments. 
1.PFHT Sponsorship Request Letter.pdf
2.Sponsorship Request Letter for Prescott FHT Event 2024.pdf

Council reviewed the report and discussed the requested funding amount, municipal support from the Tri-Council in the previous year, and referring the request to the Township's 2024 community grants and donations program.

  • Decision: 2023-326
    Moved by:S. Dillabough
    Seconded by:C. Ward

    THAT Municipal Council receives the request letter and that the letter be considered with the 2024 Community Grants and Donations program.

    Carried

10.
Correspondence

This item has attachments. 
1.RES- Correspondence.pdf

Council commended the Environmental Services Department on the drinking water quality report results. 

  • Decision: 2023-327
    Moved by:W. Smail
    Seconded by:C. Ward

    THAT Municipal Council receives the correspondence listings for the following dates as previously circulated:

    • November 29, 2023
    • December 7, 2023
    Carried

11.
By-laws

 

a.
Amend Official Plan Bylaw 2019-81 - Amendment No. 2

This item has attachments. 
1.2023 - Official Plan Amendment No. 2 - min lot area.pdf

Council discussed meeting Provincial Policy Statement requirements through an implementation policy to support the proposed Township Official Plan amendment and the process of passing the bylaw during the peer review process timeline.

  • Decision: 2023-328
    Moved by:S. Dillabough
    Seconded by:C. Ward

    THAT the mover be granted leave to introduce a bylaw for the adoption bylaw for Amendment No. 2 to the Official Plan of the Township of Edwardsburgh Cardinal, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2023-329
    Moved by:S. Dillabough
    Seconded by:C. Ward

    THAT a bylaw for the adoption bylaw for Amendment No. 2 to the Official Plan of the Township of Edwardsburgh Cardinal, be now read a third and final time and finally passed, signed, sealed and numbered 2023-64.

    Carried

b.
Amend Zoning Bylaw 2022-37 - Lot Size and Frontage

This item has attachments. 
1.2023 - Zoning Bylaw Amendment - General - Lot area minimum and frontage.pdf

Council clarified the Zoning Bylaw amendment approval process versus that of the Official Plan amendment approval process through the United Counties of Leeds and Grenville. 

  • Decision: 2023-330
    Moved by:S. Dillabough
    Seconded by:C. Ward

    THAT the mover be granted leave to introduce a bylaw to amend the Zoning Bylaw 2022-37 (General Amendment to reduce the lot area minimum and lot frontage minimum, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2023-331
    Moved by:S. Dillabough
    Seconded by:W. Smail

    THAT a bylaw to amend the Zoning Bylaw 2022-37 (General Amendment to reduce the lot area minimum and lot frontage minimum, be now read a third and final time and finally passed, signed, sealed and numbered 2023-65.

    Carried

c.
Memorandum of Understanding - eCAMION Inc. (Jule Power) - EV ChargeON Program

This item has attachments. 
1.2023 - MOU - Jule Power - EV ChargeON Program.pdf

Council reviewed the procedure of requiring unanimous consent on the first and second reading of a bylaw to continue to the third and final reading at the same meeting.  

  • Decision: 2023-332
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT the mover be granted leave to introduce a bylaw to enter into a memorandum of understanding with eCAMION Inc. for possible future EV charging stations, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2023-333
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT a bylaw to enter into a memorandum of understanding with eCAMION Inc. for possible future EV charging stations, be now read a third and final time and finally passed, signed, sealed and numbered 2023-67.

    Carried

12.
CAO’s Administrative Update

This item has attachments. 
1.ADMINISTRATION UPDATE DECEMBER 2023 (1).pdf

Council reviewed the CAO’s administrative update and discussed the following items:

  • Directing questions following the Affordable Housing Information Session. 
  • RWSS upgrade cost and funding sources. 
  • Holiday curbside collection delay notifications. 
  • Fire Department Tanker 1 operation and repairs. 
  • Cardinal Wastewater Treatment Plant CPU processor and SCADA switch upgrades. 
  • Township office holiday hours of operation and closures. 
  • Bluebox producer responsibility transitions in 2025. 
  • Decision: 2023-334
    Moved by:S. Dillabough
    Seconded by:W. Smail

    THAT Municipal Council receives the CAO’s Administrative Report as presented.

    Carried

13.
Councillor Inquiries or Notices of Motion

 

Deputy Mayor Dillabough inquired about the attendance of the Fire Chief at recent Council meetings. It was noted that due to training scheduling conflicts, the Chief was unavoidably detained unless required at the meetings. 

14.
Mayor’s Report

This item has attachments. 
1.RES- Mayors report.pdf

Mayor Deschamps reported on the following:

  • Highlighted the deadline of December 14 for the Holiday Food Drive Challenge between Edwardsburgh Cardinal, Augusta and Prescott, noting the real winner is the local food bank and its recipients. 
  • Commended staff on the thoroughness and added benefits of compiling an annual meeting schedule for members of Council. 
  • Recognized Karie Smail as the 2023 Citizen of the Year and Kadynn Morrison as the 2023 Youth Citizen of the Year. 
  • Expressed sympathies to the former Mayor Patrick Sayeau on the passing of his wife Shirley Sayeau, and noted the public celebration of life scheduled for December 18 from 3 p.m.- 6 p.m.
  • Thanked staff for guidance and support of Council through the first year of their term, and wish everyone a Merry Christmas. 
  • Decision: 2023-335
    Moved by:S. Dillabough
    Seconded by:W. Smail

    THAT Municipal Council receives the Mayor’s Report as presented.

    Carried

15.
Question Period

 

None.

16.
Closed Session

 
  • Decision: 2023-336
    Moved by:W. Smail
    Seconded by:C. Ward

    THAT Municipal Council proceeds into closed session at 7:46 p.m. in order to address a matter pertaining to:

    1. Section 239(2)(c) Proposed or pending acquisition or disposition of land by the municipality or local board; Specifically: Industrial Land
    2. Section 239(2)(b) Personal matters about an identifiable individual, including municipal or local board employees: Specifically: CAO
    3. Section 239(2)(b) Personal matters about an identifiable individual, including municipal or local board employees: Specifically: Minutes of Closed Session dated November 27, 2023.
    Carried

a.
Section 239(2)(c) Proposed or pending acquisition or disposition of land by the municipality or local board; Specifically: Industrial Land

 

b.
Section 239(2)(b) Personal matters about an identifiable individual, including municipal or local board employees; Specifically: Minutes of Closed Session dated November 27, 2023

 
  • Decision: 2023-337
    Moved by:W. Smail
    Seconded by:C. Ward

    THAT the closed meeting of Municipal Council does now adjourn and the open meeting does now resume at 9:42 p.m.

    Carried

    Council excused the CAO, Treasurer and Deputy Clerk following the Industrial Land discussion and review of the minutes. 


c.
Section 239 (2)(b)Personal matters about an identifiable individual, including municipal or local board employees; Specifically: CAO

 

17.
Report Out of Closed Session

 

The Chair reported that Council met in closed session to review and discuss a proposed or pending acquisition or disposition of land by the municipality or local board; specifically, 2 industrial land items and provided direction to the CAO on both items.

The Chair reported that Council met in closed session to review the minutes of closed session dated November 27.

The Chair reported that following the discussion held under items 16.a and 16.c, the CAO, Treasurer and Deputy Clerk were excused from the remainder of the meeting with Council and the Clerk proceeding to item 16.b.

The Chair reported that Council met in closed session to discuss personal matters about an identifiable individual, including municipal or local board employees; specifically, the CAO and direction was provided to the Clerk.

  • Decision: 2023-338
    Moved by:J. Martelle
    Seconded by:W. Smail

    THAT Municipal Council receives and approves the minutes of Closed Session dated November 27, 2023.

    Carried

18.
Confirmation By-law

This item has attachments. 
1.Confirmation By-law.pdf
  • Decision: 2023-339
    Moved by:C. Ward
    Seconded by:W. Smail

    THAT a by-law to adopt, confirm and ratify matters dealt with by resolution be now passed, signed, sealed and numbered 2023-68.

    Carried

19.
Adjournment

 
  • Decision: 2023-340
    Moved by:J. Martelle
    Seconded by:W. Smail

    That Municipal Council does now adjourn at 9:46 p.m.

    Carried
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