MINUTES

MUNICIPAL COUNCIL

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

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

  • Decision: 2021-283
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    That Municipal Council approves the agenda as amended with item 4(b) removed.

    Carried

Ms. Brisebois introduced participants of the Employment & Education Centre (EEC) to share individual testimonials depicting the benefits that the local youth experienced from their involvement in the We Are The Change Youth program. 

Miss. King and Mr. Cameron shared their life experiences and explained how the program had enhanced their prospects for the future. They described the program as a new approach to introducing youth to the work field, by providing beneficial skills and on the job training in a supportive and encouraging environment. It was noted that this program is aimed to aid youth who struggle with troubles such as homelessness and mental health issues by providing them with beneficial life skills. It was noted that the participants use the skills acquired through the program to build tiny homes, which they later donate (two homes will be donated to first nation communities), subsequently aiding the affordable housing dilemma. By providing structure and purpose, the program encourages youth to obtain an assortment of soft and hard skills from managing finances and writing a resume to attaining trades and job placements in a variety of fields.

Members inquired where the tiny homes are being built, if the hours worked are accredited and how long the program runs. It was noted that the homes are being built in Brockville, that all hours worked are accredited to related trades and that the pilot program runs for 30 weeks. Ms. Brisboise noted the EEC currently has funding to run 3 groups with the next program scheduled to start in November, however the hope is to secure funding for future programming.

Council inquired if the current program was still running and if the subsequent placements following the program were guaranteed positions. Miss. King noted that the 12 weeks of placement remain in the current program. She further noted that while mentors provide placement leads and support to the participant during the application process, there is still an interview process with no guarantee of obtaining the placement position. 

Members commended Miss. King and Mr. Cameron for speaking to the value of this program and noted that while the skills obtained seem specific to certain trades, they encouraged them to broaden their prospects, recommending a possible future in agricultural services. It was noted that many trades workers enjoy a career in agriculture, as it requires hands on experience in many areas, noting that many are women and youth. 

Council thanked the ECC group for their presentation and encouraged them to continue the good work.  

  

  • Decision: 2021-284
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT Municipal Council receives and approves the minutes of the Special Meeting dated July 26, 2021.

    Carried
  • Decision: 2021-285
    Moved by:S. Dillabough
    Seconded by:H. Cameron

    THAT Municipal Council receives and approves the minutes of the Regular Meeting dated July 26, 2021.

    Carried
  • Decision: 2021-286
    Moved by:H. Cameron
    Seconded by:S. Dillabough

    THAT Municipal Council receives the minutes of the Public Library Board Meeting dated

    Carried
  • Decision: 2021-287
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT Municipal Council receives the minutes from the Port Management Committee Meeting dated June 23, 2021.

    Carried

Members noted that these minutes will be discussed later in the meeting under item 11(f) in greater detail, however, the importance of taking into regard the contents of the minutes in determining the outcome of the upcoming agenda item was emphasized. It was further noted that a member of the public intends to appeal item 11(f), if passed by Council. Therefore, if passed, Members of Council may be required to appear before the tribunal and confidently express their reasoning behind the decision of their vote.

  • Decision: 2021-288
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT Municipal Council receives the minutes of the Public Meeting - 32 David St - dated July 29, 2021.

    Carried
  • Decision: 2021-289
    Moved by:S. Dillabough
    Seconded by:H. Cameron

    THAT Municipal Council receives the minutes of the Public Meeting - 1013 County Rd 21 - dated August 3, 2021.

    Carried
  • Decision: 2021-290
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT Municipal Council receives and approves the minutes of the Committee of the Whole- Community Development Meeting dated August 3, 2021

    Carried
  • Decision: 2021-291
    Moved by:H. Cameron
    Seconded by:S. Dillabough

    THAT Municipal Council receives and approves the minutes of the Combined Committee of the Whole- Administration & Finance - Public Works, Environmental Services & Facilities dated August 16, 2021

    Carried
  • Decision: 2021-292
    Moved by:S. Dillabough
    Seconded by:H. Cameron

    THAT Municipal Council support and approve the request for partial road closure on Windmill Rd. for the Twilight Fun Run Event on September 25th, 2021.

    Carried

Council Members noted the absence of the outlined cost per ride and the $10,000.00 upset limit agreed to by the Township in the motion and operating agreement. It was noted that the ride rate as well as the upset limit have been confirmed, with all marketing material displaying the agreed upon rate per ride. Members noted their preference of including the outlined costs clearly in the agreement. It was noted that those details will be added prior to the signing of the agreement. 

  • Decision: 2021-293
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT Municipal Council receives the Eastern Ontario Leadership Council (EOLC) Regional Commuter Transit Pilot Project overview and authorizes staff to sign the EOLC Regional Commuter Transit Pilot Operating Agreement.

    Carried

Members inquired of the funding amount available to apply for under the 2021 ICIP Green Infrastructure stream fund. It was noted that the grant upset per project is approximately $5 million, though it was noted that the scope of the proposed project will fall well under that amount. 

Council requested the final application be added to the upcoming September Administration and Finance Committee meeting for Members to review.  

  • Decision: 2021-294
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT Municipal Council:

    • Endorse the County Road 2 Water Rehabilitation Project as the selected project eligible for the Investing in Canada Infrastructure Program (ICIP) Green Infrastructure stream; and
    • Direct staff to prepare and submit an application under the ICIP Green Infrastructure Stream intake prior to September 9, 2021 deadline. 
    Carried
  • Decision: 2021-295
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT Municipal Council:

    1. Approves the Port of Johnstown funding to the Brockville Aquatarium in the amount of $180,000.00 (including HST); and
    2. That the total amount of funding be divided into 3 equal annual payments of $60,000.00 with the first payment being issued in 2021; and
    3. That the naming rights include the entire exhibit in addition to the individual exhibits for the Storage (Grain Elevator) and Education exhibits; and
    4. That the Port of Johnstown will have input into the names of exhibits and information regarding the educational material; and
    5. That the Port Manager request and receive an agreement from the Brockville Aquatarium stating that the naming rights will be in place for the lifetime of the exhibits and that they will include the Port’s name in their literature and notices in social media, newspaper coverage and announcements; and
    6. That the Brockville Aquatarium agree to have a ribbon cutting opening ceremony for the exhibit and that the Port and Township representatives be part of this ceremony.
    Carried
  • Decision: 2021-296
    Moved by:H. Cameron
    Seconded by:T. Deschamps

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

    • August 3, 2021
    • August 10, 2021
    • August 17, 2021
    Carried

Members inquired about the uptake of the water sample testing program and the frequency of invoicing for the program. It was noted that the number of samples varies from week to week. In light of these inconsistencies, staff have arranged an understanding with the courier that the Township contacts them to advise if there are no samples for pick up. The courier fee is waived for that week and helps explain the invoicing frequency. Council commended staff on their forward-thinking. 

Council inquired what the required frequency of JP2G testing is at the closed Pittston landfill site. It was noted that an amendment to the Pittston landfill site required reporting to be done every second year, but sampling every year in perpetuity. 

Members inquired about a sizable refund in the disbursements. It was noted that it was the result of a minutes of settlement from an appeal process started back in 2017.  

  • Decision: 2021-297
    Moved by:S. Dillabough
    Seconded by:T. Deschamps

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

    • Report dated July 27 (2021-88)                  $6,780.00
    • Report dated July 29 (2021-91)                  $160,391.85
    • Report dated July 29 (2021-92)                  $242,514.64
    • Report dated August 12 (2021-93)             $154,831.10
    • Report dated August 12 (2021-94)             $109,448.30
    • Report dated August 18 (2021-95)             $204,846.15

                                                           TOTAL:         $878,812.04

    Carried

11.

  • Decision: 2021-298
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT the mover be granted leave to introduce a bylaw to authorize the Mayor and Treasurer to execute a commercial banking services agreement with the Royal Bank of Canada, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2021-299
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT a bylaw to authorize the Mayor and Treasurer to execute a commercial banking services agreement with the Royal Bank of Canada, be now read a third time and finally passed, signed, sealed and numbered 2021-47.

    Carried
  • Decision: 2021-300
    Moved by:H. Cameron
    Seconded by:T. Deschamps

    THAT the mover be granted leave to introduce a bylaw to authorize the Treasurer to execute a lease agreement with Pitney Bowes of Canada Ltd. Respecting a send Pro-C auto mail processor, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2021-301
    Moved by:H. Cameron
    Seconded by:T. Deschamps

    THAT a bylaw to authorize the Treasurer to execute a lease agreement with Pitney Bowes of Canada Ltd. Respecting a send Pro-C auto mail processor, be now read a third time and finally passed, signed, sealed and numbered 2021-48.

    Carried
  • Decision: 2021-302
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT the mover be granted leave to introduce a bylaw to levy the assessment of the Barkley Municipal Drain, and this shall constitute first and second reading thereof.

     

    Carried
  • Decision: 2021-303
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT a bylaw to levy the assessment of the Barkley Municipal Drain, be now read a third time and finally passed, signed, sealed and numbered 2021-49.

     

    Carried
  • Decision: 2021-304
    Moved by:H. Cameron
    Seconded by:T. Deschamps

    THAT the mover be granted leave to introduce a bylaw to amend bylaw 2020-69 to establish terms of reference for committees of council, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2021-305
    Moved by:H. Cameron
    Seconded by:J. Hunter

    THAT a bylaw to amend bylaw 2020-69 to establish terms of reference for committees of council, be now read a third time and finally passed, signed, sealed and numbered 2021-50.

    Carried
  • Decision: 2021-306
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT the mover be granted leave to introduce a bylaw to amend bylaw 2020-78 to appoint members and representatives to certain boards and committees, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2021-307
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT a bylaw to amend bylaw 2020-78 to appoint members and representatives to certain boards and committees, be now read a third time and finally passed, signed, sealed and numbered 2021-51.

    Carried

Members had a brief discussion on the public comments from the public meeting minutes. It was noted that while many speakers had grievances with 32 David St, there was only one speaker who conveyed their disapproval/objection for the zoning bylaw amendment and declared their intent to appeal if passed. Following the public meeting, a number of letters were received from residents, 2 in favour of the amendment and 1 opposed. It was noted that these letters, coupled with the report from the Novatech planners contributed to the decision of individual members voting in favour of the motion.  

  • Decision: 2021-308
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT the mover be granted leave to introduce a bylaw to amend the zoning bylaw 2012-35, as amended (Madison Mulder Enterprise – 32 David St.), and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2021-309
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT a bylaw to amend the zoning bylaw 2012-35, as amended (Madison Mulder Enterprise – 32 David St.), be now read a third time and finally passed, signed, sealed and numbered 2021-52.

    Carried
  • Decision: 2021-310
    Moved by:S. Dillabough
    Seconded by:T. Deschamps

    THAT the mover be granted leave to introduce a bylaw to amend the zoning bylaw 2012-35, as amended (Dobbie Farms Inc. – 1013 County Rd 21), and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2021-311
    Moved by:S. Dillabough
    Seconded by:J. Hunter

    THAT a bylaw to amend the zoning bylaw 2012-35, as amended (Dobbie Farms Inc. – 1013 County Rd 21), be now read a third time and finally passed, signed, sealed and numbered 2021-53.

    Carried

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

  • Members commended the parks and recreation staff on the wonderful job done over this past season with the summer programming. It was noted that many comments on staff professionalism were received.
  • Council Members noted that the Public Works Department was to be commended as well, noting an email received by a former Mayor of the Township commending the excellent job done with the roadside mowing along 9th concession. 
  • Members briefly discussed the free swimming lessons offered through the Township's summer programming thanks to the donations from local businesses (Ingredion and Greenfield Global). It was noted that due to the popularity of the program, many children had to be placed on a waitlist. It was noted that a number of the scheduled participants had chosen not to attend their scheduled lessons without providing notice. Members commented on the disregard this shows not only to staff but other interested individuals that have been placed on a waitlist due to restricted numbers. A report outlining the number of lesson "no shows" was requested by Council. A suggestion was made by Council Members to refuse free participation to the program in the future for residents with a history of not attending scheduled lessons. 
  • Members requested clarification on the amount received by the Township for the Digital Service Squad grant. It was noted that an amount of $29,000.00 was received for the Township of Augusta, Edwardsburgh Cardinal and the Town of Prescott. 
  • Decision: 2021-312
    Moved by:H. Cameron
    Seconded by:J. Hunter

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

    Carried

Mayor Sayeau reported on the following:

  • Re-iterated the commendation of the mowing along 9th concession, as the email was sent to the Mayor as well. 
  • Developing problem with Cormorants in the Galop Canal recognized in a report circulated by Mr. Courtney to local residents. The support of local residents for the program was noted.
  • An updated Newmark questionnaire was submitted August 20 with coinciding statements by the Mayor to aid in explaining how the Township would proceed in the delivery of the required services. 
  • Upcoming meeting with Greenfield and the engineers regarding the low lift station and the requirement of additional water capacity. It was noted that consideration needs to be given of the additional water capacity required for future developers of the Job Site Challenge location.   
  • Attended the Digital Service Squad announcement in Westport on August 19 where there was an opportunity to speak with Minister Tangri. It was noted that two Township businesses have received funding and support from this program.
  • Attended AMO delegations on behalf of the Township. Delegations included: the Minister of Energy- Natural Gas Expansion/Extension program and the Ministry Economic Development, Job Creation and Trade- Job Site Challenge. 4 AMO delegations on behalf of UCLG were attended as well.  
  • A copy of Mr. Courtney's report on the Cormorant issue was circulated to members and it was noted that a copy would also be added to Council Correspondence.

Members inquired if surrounding municipalities had displayed interest in the cormorant control initiative. It was noted that there have been several attempts made to reach out to South Dundas in regards to the program to no avail, and a similar response was received from Brockville. Members agreed to include Mr. Courtney's letter at the upcoming September Community Development Committee Meeting. 

  • Decision: 2021-313
    Moved by:T. Deschamps
    Seconded by:J. Hunter

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

    Carried

Questions/comments were raised with respect to the following:

  • Mr. Mulder expressed his appreciation to Council for the passing of the zoning bylaw amendment  for 32 David St. 
  • Decision: 2021-314
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT Municipal Council proceeds into closed session at 7:58 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 Department and Minutes of Closed Session dated July 26, 2021
    Carried

a.
Section 239(2)(b) Personal matters about an identifiable individual, including municipal or local board employees; Specifically: Public Works Department and Minutes of Closed Session dated July 26, 2021
 

  • Decision: 2021-315
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT the closed meeting of Municipal Council does now adjourn and the open meeting does now resume at 9:00 p.m.

    Carried

Mayor Sayeau reports that Council met with legal counsel to discuss personal matters, provided guidance to the CAO and legal counsel and directed that a report be prepared for future discussion.  

  • Decision: 2021-316
    Moved by:S. Dillabough
    Seconded by:J. Hunter

    THAT Municipal Council receives and approves the closed session minutes dated July 26, 2021.

    Carried
  • Decision: 2021-317
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT a bylaw to adopt, confirm, and ratify matters dealt with by resolution be now passed, signed, sealed and numbered 2021-54.

    Carried
  • Decision: 2021-318
    Moved by:H. Cameron
    Seconded by:J. Hunter

    That Municipal Council does now adjourn at 9:02 p.m.

    Carried
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