MINUTES

MUNICIPAL COUNCIL

Monday, February 24, 2020

6:30 P.m. - 10:00 P.m.

Corporation of The Township of Edwardsburgh Cardinal

Council Chambers, Spencerville Ontario

PRESENT:

• Mayor Pat Sayeau
• Deputy Mayor Tory Deschamps
• Councillor Hugh Cameron
• Councillor Stephen Dillabough
• Councillor John Hunter

STAFF:

• Dave Grant, CAO
• Rebecca Williams, Deputy Clerk
• Melanie Stubbs, Treasurer
• Gord Shaw, Director of Operations

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1.

Call to Order

Mayor Sayeau called the meeting to order at 6:30 p.m.

2.

Approval of Agenda

• Decision: 2020-40
  Moved by: T. Deschamps
  Seconded by: J. Hunter

  That Municipal Council approves the agenda as amended to remove item 8j.

  Carried

3.

Disclosure of Pecuniary Interest & the General Nature Thereof

None.

4.

Delegations & Presentations

a.

Asset Management Plan - Public Sector Digest - Matthew Smith

Mr. Smith, Asset Management Consultant with Public Sector Digest, provided Council with a presentation with respect to the Township's asset management plan.  Mr. Smith highlighted and explained the following information:

• Background information about the company and defined what asset management is to a Township and the aim of asset management
• Progress made during the 2-year implementation of the asset management program development
• Outlined the state of existing municipal infrastructure and the Township's financial capacity to meet sustainability requirements
• Total replacement cost of the Township's current asset portfolio
• State of Township infrastructure, specifically with respect to current condition and service life remaining
• Asset requirements and long term financial analysis - provided two scenarios outlining end of life replacement scenario and lifecycle strategy scenario
• Provided a comparison of the two difference scenarios and noted that the implementation of the lifecycle strategy for paved roads and sanitary mains is estimated to lead to an annual cost avoidance of $658,000
• Forecasted capital requirements, annual capital requirements and infrastructure deficit
• Infrastructure reinvestment rate
• Financial strategy for tax funded and rate funded assets
• Key recommendations from the review
• Compliance requirements and time frames
• Benefits realized from good asset management practices

There was a general discussion with respect to the lifecycle strategy, specifically with respect to if there is supporting evidence and documentation to support the lifecycle strategy. Members confirmed that with the asset management software, staff will be able to input data and produce a report outlining what asset has reached its end of life/replacement time. It was noted that 55% of the assets have assessed condition data, while the remaining 45% is based on staff knowledge and previous data.  

There was a general discussion with respect to the infrastructure deficit and how the Township may address the issue. Mr. Smith noted that by adopting a long term financial strategy to address the deficit, such as annual funding from sustainable revenue sources could make the budget planning process more manageable.  It was noted that the Township may address areas with a high risk factor first, compared to infrastructure based solely on condition.  Members discussed the deficit and proposed 1.2% average annual tax rate increase to be places into reserves over a 20 year period to support the infrastructure deficit.  There was a brief discussion with respect to 2023 goals and requirements, specifically regarding the need to identify levels of service for non-core Township assets. 

5.

Minutes of the Previous Council Meetings

a.

Regular Council - January 27, 2020

• Decision: 2020-41
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Municipal Council receives and approves the minutes of the Regular Meeting dated January 27, 2020.

  Carried

6.

Business Arising from the Previous Council Meeting (if any)

Members confirmed that once the signage on the Byers unopened road allowance is posted, the landowner will be invoiced for the signage.

7.

Committee Minutes

a.

Port Management Committee - January 22, 2020

• Decision: 2020-42
  Moved by: H. Cameron
  Seconded by: T. Deschamps

  That Municipal Council receives the minutes of the Port Management Committee Meeting dated January 22, 2020.

  Carried

b.

Waterfront Improvement Subcommittee - January 27, 2020

• Decision: 2020-43
  Moved by: S. Dillabough
  Seconded by: H. Cameron

  That Municipal Council receives the minutes of the Waterfront Improvement Subcommittee Meeting dated January 27, 2020.

  Carried

c.

Committee of the Whole - Administration & Finance - Budget Meeting 2 - January 27, 2020

Members inquired if staff have been in communication with the Town of Prescott with respect to plowing New Wexford on a contract basis.  It was noted that Prescott has express interest in the proposal.  Members requested that a report be prepared with respect to the proposal for the Town of Prescott to plow New Wexford.

Members confirmed that the Latimer Road project will be funded through the OCIF grant.

• Decision: 2020-44
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Municipal Council receives and approves the minutes of the Committee of the Whole – Administration & Finance – Budget Meeting #2 dated January 27, 2020.

  Carried

d.

Community Development Committee - February 3, 2020

• Decision: 2020-45
  Moved by: T. Deschamps
  Seconded by: J. Hunter

  That Municipal Council receives and approves the minutes of the Community Development Committee Meeting dated February 3, 2020.

  Carried

e.

Committee of the Whole - Administration & Finance - Budget Meeting 3 - February 6, 2020

• Decision: 2020-46
  Moved by: H. Cameron
  Seconded by: T. Deschamps

  That Municipal Council receives and approves the minutes of the Committee of the Whole – Administration & Finance – Budget Meeting #3 dated February 6, 2020.

  Carried

f.

Committee of the Whole - Administration & Finance - February 10, 2020

There was a brief discussion with respect to the properties in tax arrears and the tax registration process. 

• Decision: 2020-47
  Moved by: S. Dillabough
  Seconded by: H. Cameron

  That Municipal Council receives and approves the minutes of the Committee of the Whole – Administration & Finance Meeting dated February 10, 2020.

  Carried

g.

Committee of the Whole - Public Works, Environmental Services & Facilities - February 18, 2020

• Decision: 2020-48
  Moved by: H. Cameron
  Seconded by: J. Hunter

  That Municipal Council receives and approves the minutes of the Committee of the Whole – Public Works, Environmental Services & Facilities Meeting dated February 18, 2020.

  Carried

h.

Waterfront Improvement Subcommittee - February 19, 2020

Members commented on their concerns with respect to the effectiveness of the Waterfront Improvement Subcommittee and the lack of decisions made in order to submit an application for the rural economic development grant.  It was noted that the subcommittee has developed design criteria and reduced the scope of phase 1 to $100,000 in order to apply for the grant. It was noted that if the Township is successful in the grant application, Council would need to decide if they are committed to spending money on the project. There was a brief discussion with respect to entering into an agreement with the Ministry after funding requirements were outlined.

• Decision: 2020-49
  Moved by: S. Dillabough
  Seconded by: H. Cameron

  That Municipal Council receives the minutes of the Waterfront Improvement Subcommittee dated February 19, 2020.

  Carried

8.

Action and Information Items from Committees

a.

Application for Severance - Twelve R Spencerville 

• Decision: 2020-50
  Moved by: S. Dillabough
  Seconded by: T. Deschamps

  That Municipal Council recommend in favour of severance B-6-20 (Twelve R Spencerville inc.) with the following conditions:

  1. That the septic system servicing the dwelling unit on the severed parcel be located entirely on the same lot as the dwelling unit.
  2. That the dwelling unit located on the retained lands be removed and the septic system be removed.

  As recommended by the Community Development Committee.

  Carried

b.

Additional Financial Applications

• Decision: 2020-51
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Municipal Council authorizes the purchase of the tax e-notice and Custom Report Library applications from Munisoft at a cost of $1,723.00 plus an annual software support fee of $345 and fund the purchase with modernization funds, as recommended by Committee of the Whole - Administration & Finance.

  Carried

c.

Job Site Challenge Application

• Decision: 2020-52
  Moved by: T. Deschamps
  Seconded by: J. Hunter

  That Municipal Council:

  1. Authorizes staff to engage Novatech to take the lead in preparing the Township's submission to the Job Site Challenge in accordance with their proposal dated January 31, 2020; and
  2. Directs that the cost of the project be covered from the Industrial Park Land Reserve Fund with an upset limit of $25,000.

  As recommended by Committee of the Whole - Administration & Finance.

  Carried

d.

Industrial Park Hydro Needs Study

• Decision: 2020-53
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Municipal Council authorizes staff to engage Bioindustrial Innovation Canada (BIC) to take the lead in preparing the Industrial Park Electricity Needs Project, with an upset limit of $12,000, and further directs that the cost of the project be funded from the Industrial Park Land Reserve, as recommended by Committee of the Whole - Administration & Finance. 

  Carried

e.

2019 Annual Water Reports - CWS & EDS

• Decision: 2020-54
  Moved by: H. Cameron
  Seconded by: J. Hunter

  That Municipal Council:

  1. Receives the 2019 Annual Water Reports for the Cardinal Water System and Edwardsburgh Industrial Park Distribution System; and
  2. Directs staff to post the annual reports to the Township website; and
  3. Directs staff to notify users via social media and the local newspaper of the report availability.

  As recommended by Committee of the Whole - Public Works, Environmental Services & Facilities.

  Carried

f.

2019 Annual Water Pollution Control Plant Report

• Decision: 2020-55
  Moved by: S. Dillabough
  Seconded by: T. Deschamps

  That Municipal Council:

  1. Receive the 2019 annual report for the Cardinal Water Pollution Control Plant; and
  2. Direct staff to submit the report to MECP prior to the March 31, 2020 deadline.

  As recommended by Committee of the Whole - Public Works, Environmental Services & Facilities.

  Carried

g.

Government Proposed Blue Box Administration Changes

• Decision: 2020-56
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  WHEREAS the amount of single-use plastics leaking into our lakes, rivers, and waterways is a growing area of public concern; and

  WHEREAS reducing the waste we generate and reincorporating valuable resources from our waste stream into new goods can reduce greenhouse gases significantly; and

  WHEREAS the transition to full producer responsibility for packaging, paper and paper products is critical to reducing waste, improving recycling and driving better economic and environmental outcomes; and

  WHEREAS the move to a circular economy is a global movement, and that the transition of Blue Box programs would go a long way toward this outcome; and

  WHEREAS the Corporation of the Township of Edwardsburgh Cardinal is supportive of a timely, seamless and successful transition of Blue Box programs to full financial and operational responsibility by producers of packaging, paper and paper products; and

  WHEREAS the Association of Municipalities of Ontario has requested municipal governments with Blue Box programs to provide an indication of the best date to transition our Blue Box program to full producer responsibility;

  NOW THEREFORE BE IT RESOLVED THAT the Corporation of the Township of Edwardsburgh Cardinal would consider a transition of our Blue Box program to full producer responsibility by January 2022.

  AND FURTHER THAT this decision is based on the following rationale:

  1. That the contract between Township of Edwardsburgh Cardinal and Waste Connections expires on February 2022; and
  2. That the Council of the Township of Edwardsburgh Cardinal may have an interest in providing services such as contract administration and management and in-house collection services.

  AND FURTHER THAT the Corporation of the Township of Edwardsburgh Cardinal would be interested in providing in-house collection services to producers, should the Township and the producers be able to arrive at mutually agreeable commercial terms.

  AND FURTHER THAT any questions regarding this resolution can be directed to the Director of Operations, Gord Shaw.

  AND FURTHER THAT this resolution be forwarded to the association of Municipalities of Ontario (AMO) and the Ministry of Environment, Conservation and Parks.

  Carried

h.

2020 Port Capital & Operating Budget

• Decision: 2020-57
  Moved by: H. Cameron
  Seconded by: J. Hunter

  THAT Municipal Council:

  1. Approves the Port of Johnstown 2020 Capital Budget, including the 2019 carryover as presented; and
  2. Approves the Port of Johnstown 2020 Operating Budget Revenues and Expenses as presented.

  As recommended by the Port Management Committee.

  Carried

i.

Port Management Fees

• Decision: 2020-58
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Municipal Council:

  1. Approve an annual increase of 1.5% in Port of Johnstown management fees to the Township of Edwardsburgh Cardinal; and
  2. That this increase be retroactive to January 1, 2020 and carry through to 2029.

  As recommended by the Port Management Committee.

  Carried

j.

Service Delivery Review Final Report

Item removed.

k.

2020 Public Library Board - Municipal Grant

• Decision: 2020-59
  Moved by: S. Dillabough
  Seconded by: J. Hunter

  That Municipal Council approves the $90,000.00 Municipal Grant for the 2020 Edwardsburgh Cardinal Public Library Board budget, as recommended by Committee of the Whole - Administration & Finance. 

  Carried

l.

Pre-Budget Approval - Recreation Department Vehicle

Members inquired about other possible fleet purchase options that would not have a 0% interest rate, however may have a lower overall purchase price. It was noted that staff research and look for the best option available within the Township's procurement policy requirements.  It was noted that staff would review and if required, bring forward a report at  Budget Meeting #5. 

• Decision: 2020-60
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Municipal Council:

  1. Authorize pre-budget approval for the purchase of a Recreation Department vehicle with 0% interest rate financing on a 2019 model for 48 months at $879.00 monthly, with a payment based on a $42,192.00 retail price; and
  2. Authorize staff to execute the required documents.

  As recommended by Committee of the Whole - Administration & Finance.

  Carried

m.

Increase to Operational Budget - Recreation

• Decision: 2020-61
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  THAT Municipal Council increase the 2020 Recreation Administration Operation Budget (Department 81) by $7,911.00, as recommended by Committee of the Whole - Administration & Finance.

  Carried

n.

Pre-Budget Approval - Public Works Equipment

• Decision: 2020-62
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Municipal Council:

  1. Authorize pre-budget approval for the purchase of a Tandem Axle Plow Truck, with a set Capital budget of $270,000.00; and
  2. Authorize pre-budget approval for the purchase of a 1.5 Ton Dump - Plow Truck, with a set Capital budget of $95,000.00; and
  3. Authorize staff to execute the required documents.

  As recommended by Committee of the Whole - Administration & Finance. 

  Carried

o.

Jordan, Rooney & Cedar Grove Rd Design & Engineering Costs

• Decision: 2020-63
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Municipal Council:

  1. Authorize that $100,000.00 be dedicated to perform topographic survey, geotechnical subsurface investigation, and the preparation of drawings sufficient for utility circulation and engagement for the Cedar Grove Rd project; and 
  2. Authorize that the remaining $100,000.00 be transfers into the Public Works reserve.

  As recommended by Committee of the Whole - Administration & Finance.

  Carried

9.

Correspondence

• Decision: 2020-64
  Moved by: T. Deschamps
  Seconded by: J. Hunter

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

  • January 30, 2020
  • February 6, 2020
  • February 13, 2020
  • February 20, 2020
  Carried

10.

Approval of Municipal Disbursements

• Decision: 2020-65
  Moved by: T. Deschamps
  Seconded by: J. Hunter

  That Municipal Council approves payment of municipal invoices circulated and dated as follows:

  • Report dated February 10, 2020 (2020-00011)           $750.00
  • Report dated February 19, 2020 (2020-00015 to 16)  $345,848.47
  • Report dated February 20, 2020 (2020-00017)           $363,084.00

  Total: $709,682.47

  Carried

11.

By-laws

a.

Amend Bylaw 2009-53 - JRDR Municipal Drain - 3rd & Final Reading

Members spoke to their concerns with respect to the errors made by previous Councils and consultants with respect to the JRDR Municipal Drain.  Members noted that their hands are tied due to the requirements of the Drainage Referee and Drainage Act. Members noted that Council acted in good faith and will only base future decision on expert advise.  Members suggested that those negatively affected by the new assessment schedule may approach the Treasurer to discuss possible payment arrangements. It was noted that staff will be preparing a report to come forward at a Committee of the Whole meeting outlining payment options.

• Decision: 2020-66
  Moved by: H. Cameron
  Seconded by: J. Hunter

  That a by-law to amend bylaw 2009-53 to provide for a drainage works in the Township of Edwardsburgh Cardinal – The James Reilly Dewit Richter Municipal Drain, be now read a third time and finally passed, signed, sealed and numbered 2020-09.

  Recorded (Voted)	Yea	Nay	Abstain
  P. Sayeau	X
  T. Deschamps		X
  H. Cameron	X
  S. Dillabough		X
  J. Hunter	X
  Results	3	2	0

  Carried (3 to 2)

b.

Fire Department Establishment Bylaw - 3rd & Final Reading

• Decision: 2020-67
  Moved by: H. Cameron
  Seconded by: S. Dillabough

  That a by-law to establish and regulate a fire department, be now read a third time and finally passed, signed, sealed and numbered 2020-10.

  Carried

c.

Interim Tax Levy

• Decision: 2020-68
  Moved by: S. Dillabough
  Seconded by: J. Hunter

  That the mover be granted leave to introduce a bylaw to authorize an interim tax levy in advance of the adoption of the tax rates for 2020, and this shall constitute first and second reading thereof.

  Carried
• Decision: 2020-69
  Moved by: S. Dillabough
  Seconded by: H. Cameron

  That a by-law to authorize an interim tax levy in advance of the adoption of the tax rates for 2020, be now read a third time and finally passed, signed, sealed and numbered 2020-11.

  Carried

d.

Amend Bylaw 2019-63 - Council Expense Reimbursement Policy

Members asked for clarification with respect to the option of submitting cellphone receipts for reimbursement versus a monthly $30.00 cellphone allowance. It was noted that if Members submit receipts for reimbursement then CRA does not consider it a taxable benefit.

• Decision: 2020-70
  Moved by: T. Deschamps
  Seconded by: J. Hunter

  That the mover be granted leave to introduce a bylaw to amend bylaw 2019-63 to establish rules for reimbursement of eligible expenses of Members of Council and municipal staff, and this shall constitute first and second reading thereof.

  Carried
• Decision: 2020-71
  Moved by: T. Deschamps
  Seconded by: J. Hunter

  That a by-law to amend bylaw 2019-63 to establish rules for reimbursement of eligible expenses of Members of Council and municipal staff, be now read a third time and finally passed, signed, sealed and numbered 2020-12.

  Recorded (Voted)	Yea	Nay	Abstain
  P. Sayeau	X
  T. Deschamps	X
  H. Cameron	X
  S. Dillabough	X
  J. Hunter		X
  Results	4	1	0

  Carried (4 to 1)

e.

CUPE Collective Agreement - Memorandum of Agreement

• Decision: 2020-72
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That the mover be granted leave to introduce a bylaw to enter into a Memorandum of Agreement with the Canadian Union of Public Employees Local 2311-02, and this shall constitute first and second reading thereof.

  Carried
• Decision: 2020-73
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That a by-law to enter into a Memorandum of Agreement with the Canadian Union of Public Employees Local 2311-02, be now read a third time and finally passed, signed, sealed and numbered 2020-13.

  Carried

12.

CAO’s Administrative Update

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

• Henry St. pump damages
• Fire Safety Plan for CREWS/Greenergy

• Decision: 2020-74
  Moved by: S. Dillabough
  Seconded by: H. Cameron

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

  Carried

13.

Councillor Inquiries or Notices of Motion

Deputy Mayor Deschamps asked for clarification with respect to clause C.1.2(d), of the Fire Department Establishment Bylaw, regarding volunteer firefighter employee. It was noted that the Township hiring policy and the Criminal Code of Canada addresses conviction related issues in greater detail with respect to employees.

14.

Mayor’s Report

Mayor Sayeau reported on the following:

• Meeting with Novatech on March 6 to review the 1^st draft of the Job Site submission
• Noted that a buyer is interested in Industrial land near Edison Ave.
• Met with Prysmian and discussed the following: electrical needs study, and possible purchase of land
• Attending a regional Hydro meeting on March 11 in Belleville
• BIC opening event – February 26
• Circulated draft letter to be included in Job Site submission
• Attending Marine Day at Parliament on February 25

• Decision: 2020-75
  Moved by: T. Deschamps
  Seconded by: J. Hunter

  That Municipal Council receives the Mayor's Report as presented.

  Carried

15.

Question Period

Questions/comments were raised with respect to the following:

• Purchase of Recreation vehicle

16.

Closed Session

None.

17.

Confirmation By-law

• Decision: 2020-76
  Moved by: H. Cameron
  Seconded by: S. Dillabough

  That a by-law to adopt, confirm and ratify matters dealt with by resolution be now passed, sign, sealed and numbered 2020-14.

  Carried

18.

Adjournment

• Decision: 2020-77
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Municipal Council does now adjourn at 8:41 p.m.

  Carried