MINUTES

COMMITTEE OF THE WHOLE 

PUBLIC WORKS/ENVIRONMENTAL SERVICES/FACILITIES

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Council Chambers and by Zoom
18 Centre Street, Spencerville ON
Contact the Township Office to Register
(613)658-3055
PRESENT:
  • Councillor Hugh Cameron
  • Mayor Pat Sayeau
  • Deputy Mayor Tory Deschamps
  • Councillor Stephen Dillabough
  • Councillor John Hunter
  • John Bush, Advisory Member
  • Mark Packwood, Advisory Member
STAFF:
  • Dave Grant, CAO
  • Rebecca Williams, Clerk
  • Gord Shaw, Director of Operations
  • Mike Spencer, Manager of Parks, Recreation & Facilities
  • Brian Moore, Fire Chief
  • Candise Newcombe, Deputy Clerk

Councillor Cameron called the meeting to order at 6:30 p.m.

  • Decision:
    Moved by:Deputy Mayor Deschamps
    Seconded by:Councillor Hunter

    That the agenda be approved as presented.

    Carried

Ms. Jordan outlined, in detail, concerns respecting her neighbours property in regards to violations of the clean yards bylaw. Ms. Jordan highlighted the following issues: noxious weeds, spread of ticks, long grass, general maintenance and safety of both the yard and house, delays in enforcing compliance from the property owner, and future progress. She inquired if a notice of violation has been issued, if the UCLG horticulturalist will be inspecting the property for noxious weeds, and the expected date of compliance. Ms. Jordan noted that she will continue to monitor progress, send email updates and request another delegation if compliance is not successful.

It was noted that the Township does not disclose information with respect to ongoing bylaw enforcement cases, including the issuance of a notice of violation. It was noted that the Township is in the process of working with the UCLG horticulturalist. 

Members briefly commented on the concerned of the neighbouring property and how the Township has tried to work with the property owner who is in violation of the clean yards bylaw. It was noted that a member will be bringing forward a notice of motion to request immediate clean up of the property.

Committee reviewed the request from the Canadian Wildlife Federation seeking a partnership with the Township to restore 7.3 km of breeding migratory habitat for the monarch butterfly and other pollinators along rights-of-way in Eastern Ontario.  It was noted that the first application due date is August 6, however, if necessary, the Township can submit in the Fall 2021 if it is decided that the topic should be discussed at the Committee of the Whole - Community Development meeting. 

Committee briefly discussed the possibility of partnering with SNC for the project. An area along Groveton Rd and an easement near Greenfield were two possible locations for the pollinator habitat. It was noted that a resident along Groveton Rd indicated that many residents along Groveton Rd do not want to be included in the road side spraying program. 

There was a general discussion on how certain plants/weeds, such as milkweed could negatively impact local farmers, due to milkweed being an invasive species, and spreading to farm fields.  Members commented on the use of the easement located in the industrial park as it is less likely to negatively impact farm fields. 

Members briefly discussed the option of utilizing space along the canal. It was noted that the only possible area would be between the volleyball net and Richardson Point. Members were reminded that the focus is on road corridors. Members requested staff to review locations and seeding options to avoid invasive species. It was noted that an update will be prepared for the August Committee meeting. 

Committee reviewed the report and discussed the types of calls, calls for assistance, recruitment efforts, new MTO invoicing system, refreshment vehicle inspections, and responses to 400 series accident/medical calls. Members highlighted that Chief Moore has been appointed as the alternate fire coordinator for Leeds & Grenville. There was a brief discussion on possible future duties.

Committee discussed the closure of the Ontario Fire College in Gravenhurst and the negative impact to the training of future firefighters. Members noted that the report includes the number of fire inspections completed for businesses and requested that future reports incorporate the number of fire inspections completed for residential buildings.

Committee reviewed the report and briefly discussed the number of calls, eligible calls for service, value of rejected and approved calls, and cost of various calls. Members noted that the updated MTO invoicing system seems to have improved the processing time to determine which calls are approved.

Committee reviewed the report and members indicated that the report suggests that a new fire station would be the principal solution. Committee briefly discussed the proposed additional test wells taking place in 2022 to determine the extend of the contamination at the current location. Members inquired if the additional test wells could be completed in 2021 to provide Council an earlier report. 

There was a general discussion on the estimated cost to construct a new fire station in Cardinal. It was noted that the original report provided estimated costs, however, building costs have increased over the past year, which may impact the overall future cost. 

Members discussed the recently completed Fire Services Study and if it would impact the locations of new fire stations. It was noted that only a few areas within the United Counties have fire stations in neighbouring municipalities within close proximity, none of which are within the eastern area. 

Committee reviewed the report and discussed the delay of the purchase and installation of the Cardinal pool filtration system. There was a general discussion on how Township staff create service requests and work orders to direct employees to complete specific tasks. 

Members briefly discussed the cost allocation for cemetery maintenance. Committee inquired how Stage 3 of the reopening Ontario plan will impact the recreation facilities. It was noted that social distancing will continue to be maintained for all of the Township facilities and plan to increase the number of people permitted within the Cardinal arena to 75 to 100 people. Additionally, for the final ice use, such as for the Junior C games, an increased number of people may be permitted. 

Members commended Township employees for their continued cleaning and lifeguarding efforts to ensure the public pools remain open and safe. There was a brief discussion on preparing a report to review the revenue and expenses for the waterfront canteen once the season wraps up. 

Committee reviewed the report and noted the increased in the number of transfer station punch cards purchased. Members discussed the removal of tires from the transfer station site by Trillium. It was noted that 400 tires have been removed and Trillium will return to remove another couple of loads. 

Members inquired if the vines growing on the fences surrounding the Transfer Station could be removed. 

  • Decision:
    Moved by:Mayor Sayeau
    Seconded by:Councillor Dillabough

    That Committee recommend that Council:

    1. Authorize Staff to award the project to CWW for the sum of $72,000.00 + non-rebated HST and cover the estimated $27,000.00 unbudgeted portion through the storm sewer reserves; and

    2. Authorize the Director of Operations to execute the necessary documents.

    Carried

Committee briefly discussed the forest harvesting operations on behalf of SNC and if the contractor would be willing to sell some of the harvested wood to local sawmills. It was noted that SNC is performing selective harvesting and the contractor usually has the wood already designated to a specific location.

  • Decision:
    Moved by:Councillor Hunter
    Seconded by:Councillor Dillabough

    That Committee recommends that Council approve the request for use of unopened road allowance by SNC to conduct Timber harvest operations and direct staff to develop an agreement with SNC stipulating the conditions for use.

    Carried

Committee reviewed the report and debated if the area paving area should be extended further out to incorporate more of the grass and boat launch parking area. 

Members inquired the about the reason for recommending that the additional paving be completed under one of the existing contracts. It was noted that the Township would likely be able to have a contractor extend their pricing for the additional paving work. If the Township were to tender out for a new contract, the earliest it could be approved would be in September.  It was noted that there would be substantial additional costs if the paving area was further extended. 

Members debated if the additional paving cost should be funding under the modernization fund or the federal gas tax fund. 

  • Decision:
    Moved by:Deputy Mayor Deschamps
    Seconded by:Councillor Dillabough

    That Committee recommends that Council authorize the CAO to proceed with additional paving at the waterfront, under one of the existing current contracts, to an upset limit of $155,000.00 and cover the cost through the federal gas tax fund.

    Carried

Councillor Hunter inquired when and how the dead maple tree along Galop Canal, near the Legion parking lot, will be removed. It was noted that the tree would be cut down and the stump ground down.

Councillor Dillabough indicated that he is withdrawing his motion to create an additional bylaw to restrict the use of RV's within the Township. It was noted that he has received favourable responses from the public when outlining the current explanation provided by the Township.

Mayor Sayeau read aloud his motion with respect to the clean yards bylaw concerns at Mary Street. 

  • Decision:
    Moved by:Mayor Sayeau
    Seconded by:Councillor Dillabough

    That staff be directed to send a yards clean up contractor to 18 Mary Street this week with instruction to whipper snipper/cut the long grass on the property boundary and cut the grass, remove debris, and perform a general clean up of the property on a weekly basis if the property owner fails to do so; and

    That the Township invoice the property owner weekly for costs incurred and charges be directed to the tax account in the event of failure to pay.

    Members noted concerns on making a decision this evening without Council having an opportunity to discuss the issue and in order to follow the procedural bylaw. 


  • Decision:
    Moved by:Councillor Hunter
    Seconded by:Deputy Mayor Deschamps

    That the motion brought forward by Mayor Sayeau respecting the clean yard concerns at 18 Mary Street be deferrer to the July 26 Council meeting for further discussion and debate.

    Carried

None.

  • Decision:
    Moved by:Councillor Hunter
    Seconded by:Deputy Mayor Deschamps

    That Committee proceeds into closed session at 8:33 p.m. in order to address a matter pertaining to:

    • Section 239(2)(b) Personal matters about an identifiable individual, including municipal or local board employees; Specifically: Public Works and Minutes of Closed Session dated April 19, 2021 and June 21, 2021
    Carried

a.
Section 239(2)(b)Personal matters about an identifiable individual, including municipal or local board employees; Specifically: Public Works and Minutes of Closed Session dated April 19, 2021 and June 21, 2021
 

  • Decision:
    Moved by:Councillor Hunter
    Seconded by:Deputy Mayor Deschamps

    That the closed meeting of Committee does now adjourn and the open meeting does now resume at 9:36 p.m.

    Carried

Councillor Cameron reported that Committee discussed a personal matter about an identifiable individual, specifically, public works and reviewed the closed session minutes.

  • Decision:
    Moved by:Councillor Dillabough
    Seconded by:Mayor Sayeau

    That Committee receives and approves the closed session minutes dated April 19, 2021 and June 21, 2021.

    Carried
  • Decision:
    Moved by:Deputy Mayor Deschamps
    Seconded by:Councillor Hunter

    That Committee does now adjourn at 9:38 p.m.

    Carried