MINUTES

SPECIAL MUNICIPAL COUNCIL

Monday, June 13, 2022

6:30 P.m. - 7:30 P.m.

Council Chambers and by Zoom

18 Centre Street, Spencerville ON

Contact the Township Office to Register

[phone]

PRESENT:

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

STAFF:

• Dave Grant, CAO
• Gord Shaw, Director of Operations
• Mike Spencer, Manager of Parks, Recreation & Facilities

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1.

Call to Order

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

2.

Approval of Agenda

The primary purpose of the meeting was to further discuss the invitation extended by the Township of Augusta and Town of Prescott to explore opportunities to work together for mutual benefit.

• Decision: 2022-203
  Moved by: T. Deschamps
  Seconded by: J. Hunter

  THAT Municipal Council approves the agenda as presented.

  Carried

3.

Disclosure of Pecuniary Interest & the General Nature Thereof

None

4.

Action and Information Items from Committees

a.

Vision & Mission Statement

Inquiry made on when further discussion on the letter of intent would be open for discussion. It was noted that the discussion would be best suited under Item 4b Joint Initiatives Taskforce. 

• Decision: 2022-204
  Moved by: T. Deschamps
  Seconded by: J. Hunter

  WHEREAS Municipal Council adopted the principles of the Vision Statement and Mission Statement during the Tri-Council (Augusta, Edwardsburgh Cardinal and Prescott) meeting held on May 30, 2022;

  
  NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation of the Township of Edwardsburgh Cardinal reaffirms the adoption of the Vision Statement and Mission Statement.

  
  AND FURTHER THAT the Vision Statement and Mission Statement be adapted to include the Township of Edwardsburgh Cardinal.

  
  AND FURTHER THAT a copy of this resolution be forwarded to the Township of Augusta and the Town of Prescott.  

  Carried

b.

Joint Initiatives Taskforce

The wording choice of "need" in the statement on page 4 of 34 in agenda was raised and it was noted that the Mayors of the three municipalities had already agreed and issued the statement as part of a media release. Members interpreted the joint initiatives taskforce as a non-decision making body and all items would return to individual councils for approval. Concerns were raised with the use of the word amalgamation during the tri-council meeting and clarification  made on no interest in having those discussions.   

• Decision: 2022-205
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  THAT Municipal Council participate in the Joint Initiatives Taskforce formerly established by the Township of Augusta and Town of Prescott to discuss opportunities and measure collaborative progress between the municipalities.

  
  AND FURTHER THAT the Mayor, Deputy Mayor and CAO be the designated representatives on the Joint Initiatives Taskforce. 

  Carried

c.

Joint Recreation Committee - Draft Terms of Reference

Members inquired on the status of the joint recreation committee and whether the Township of Augusta and Town of Prescott have appointed their representative to sit on the committee. It was noted that Augusta and Prescott have not yet appointed their representatives. Members agreed that the Manager of Parks, Recreation & Facilities would be the logical choice as the staff member representation on the committee.

Discussion and clarification was provided on the recreation and tourism asset inventory and that the township could put forward assets to complete the inventory.  The concept would be to collaborate and cross-promote activities and events between the municipalities.

Members commented on the developer package and where the township fit into the equation. Examples were raised including the recent new fire hall builds in Prescott and Augusta and how that may assist the township with the future new station in Cardinal. It was also noted about the last renewal of the OCWA contract for Prescott to operate the treatment facilities and our own in-house staff as a possible future resource. 

• Decision: 2022-206
  Moved by: S. Dillabough
  Seconded by: H. Cameron

  THAT Municipal Council is supportive of the Draft Terms of Reference for the Joint Recreation Committee.

  Carried

d.

Joint Municipal Drug Strategy

Members briefly discussed the formation of the original committee back in 2016 and the financial contributions made at that time by the three member municipalities. It was confirmed that the township is the holder of the funds. Members indicated their comfort level with reactivating the committee however further discussion is needed on the structure, terms of reference and initiatives being focused on.  

• Decision: 2022-207
  Moved by: H. Cameron
  Seconded by: J. Hunter

  WHEREAS in 2016 the Municipal Councils of Augusta, Edwardsburgh Cardinal and Prescott supported and formed a Municipal Drug Strategy group for South Grenville that provided a collaborative forum for the planning and implementation of a local municipal drug strategy; and

  
  WHEREAS during the regular meeting of Municipal Council, held on May 24, 2016,Municipal Council by Resolution No. 2016-195, supported the Municipal Drug Strategy with a $2,500.00 contribution funded by a transfer from the policing reserve; and

  
  WHEREAS a Municipal Drug Strategy is a crucial part of the Community Safety and Wellbeing Plan, which has been adopted by the Municipal Councils of Augusta, Edwardsburgh Cardinal and Prescott;

  
  NOW THEREFORE BE IT RESOLVED THAT Municipal Council is in support of reestablishing the Municipal Drug Strategy Committee and agrees to collaborate with Augusta and Prescott on the initiative.

  Carried

e.

Newport Municipal Drain - Proposal for Tender and Construction Services

Confirmation that council is aware of the reasons for awarding the services through a single source and the following wording will be placed on the resolution "single source contract as per briefing note".

• Decision: 2022-208
  Moved by: H. Cameron
  Seconded by: S. Dillabough

  THAT Municipal Council award the tender and construction services to Robinson Consultants to implement the proposed work on the Newport Municipal Drain at an upset cost of $56,957.50 excluding non-rebated HST.

  Carried

f.

County Rd 2 Water/Sewer Project - Geotechnical Studies RFQ Award

Brief discussion on closeness of two of the low bids and company proximity to the township.

• Decision: 2022-209
  Moved by: S. Dillabough
  Seconded by: H. Cameron

  THAT Municipal Council award the Geotechnical Studies RFQ to SNC Lavalin for $56,044.50 plus non-rebated HST to have the additional work completed in order to finalize the design engineering for the County Rd 2 water/sewer project in Cardinal and; authorize the transfer of the required funds from the Cardinal Water Reserve Fund to finance the additional work.

  Carried

5.

Councillor Inquiries or Notices of Motion

Councillor Dillabough noted his attendance at the EOFA firefighter competition in Athens over the weekend and complimented the fire department on their performance. 

6.

Mayor’s Report

Mayor Sayeau reported on the following:

• JSC update - two meetings being scheduled; one at a staff level and one with Council. Expressed concern with being excluded from the staff meeting considering his involvement since the start of the process.
• Proposed Plan of Subdivision south of Spencerville - concerns raised with planning interpretation of PPS on partial servicing and MMAH response letter on review of PPS on partial servicing. A potential solution may exist with a communal or municipal water system. Members indicated general support to this type of approach as an option.

• Decision: 2022-210
  Moved by: T. Deschamps
  Seconded by: J. Hunter

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

  Carried

7.

Question Period

None

8.

Closed Session

None

9.

Confirmation By-law

• Decision: 2022-211
  Moved by: S. Dillabough
  Seconded by: H. Cameron

  THAT a bylaw to adopt, confirm and ratify matters dealt with by resolution be now passed, signed, sealed and numbered 2022-36.

  Carried

10.

Adjournment

• Decision: 2022-212
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  THAT Municipal Council does now adjourn at 7:55 p.m.

  Carried