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
  • Melanie Stubbs, Treasurer
  • Gord Shaw, Director of Operations
  • Mike Spencer, Manager of Parks, Recreation & Facilities

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

  • Decision: 2022-260
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    That Municipal Council approves the agenda as presented.

    Carried

Mr. MacNaughtan, property owner on Cedar St outlined his concerns with the drainage construction project, specifically the proposed open ditch along his property. He noted that the majority of the drainage areas will have level yards with closed ditching and curb and gutter, while a large portion of his property will have an open ditch. It was noted that before the project began Mr. MacNaughtan's property was level to the roadway. 

There was a general discussion on the technical design drawings, impact of the open ditch to property and entranceway, impact to water drainage, and possible options and costs to extend the closed ditch with curb and gutter. It was noted that Township staff will consult with the engineer and Mr. MacNaughtan to determine possible alternative options.

 

  • Decision: 2022-261
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT Municipal Council receives and approves the minutes of the Regular Council Meeting dated June 27, 2022.

    Carried
  • Decision: 2022-262
    Moved by:S. Dillabough
    Seconded by:J. Hunter

    THAT Municipal Council receives and approves the minutes of the Special Tri-Council Meeting dated June 29, 2022.

    Carried
  • Decision: 2022-263
    Moved by:S. Dillabough
    Seconded by:J. Hunter

    THAT Municipal Council receives and approves the minutes of the Special Council Meeting dated July 18, 2022.

    Carried

It was noted that Mr. Jones, CREWS, will be supplying a train engine near the Cardinal Library as a learning exhibit on August 16, and Mr. Mallin is preparing a "gazing at the stars" program.

  • Decision: 2022-264
    Moved by:H. Cameron
    Seconded by:S. Dillabough

    THAT Municipal Council receives the minutes of the Public Library Board Meeting dated May 31, 2022.

    Carried
  • Decision: 2022-265
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT Municipal Council receives the minutes of the Port Management Committee Meeting dated June 22, 2022.

    Carried
  • Decision: 2022-266
    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 July 4, 2022.

    Carried
  • Decision: 2022-267
    Moved by:S. Dillabough
    Seconded by:J. Hunter

    THAT Municipal Council receives and approves the minutes of the Committee of the Whole – Administration & Finance Meeting dated July 11, 2022.

    Carried
  • Decision: 2022-268
    Moved by:H. Cameron
    Seconded by:S. Dillabough

    THAT Municipal Council receives and approves the minutes of the Committee of the Whole – Public Works, Environmental Services & Facilities Meeting dated July 18, 2022.

    Carried
  • J. Hunter declared a conflict on this item. (Councillor Hunter is the owner/applicant for the severance.)

Councillor Hunter stepped away from the Council table and did not participate in the discussion or vote on the matter.

  • Decision: 2022-269
    Moved by:H. Cameron
    Seconded by:S. Dillabough

    THAT Municipal Council recommend in favour of severance B-84-22 (1902 Crowder Rd – Hunter), with the condition that an Environmental Impact Assessment be submitted to the approval authority, to the satisfaction of the Conservation Authority, as recommended by the Committee of the Whole – Community Development.

    Carried

    Councillor Hunter returned to the Council table.

    It was noted that another member of the public was in attendance to address concerns about the Spencerville drainage project. There was consensus of Council to adjust the question period on the agenda to permit Mr. Barnard to address his question.


Questions/comments were raised with respect to the following:

  • Spencerville drainage project open ditch impacting property on Cherry St.
  • Project may result in Cherry St. being narrowed and making it difficult for residential and snow removal vehicles to navigate and turn around.
  • Replacement culvert on property is undersized.
  • Working with engineer to determine possible solutions.
  • Notices to residents and public meeting hosted earlier in the year, with no feedback received from residents
  • Decision: 2022-270
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT Municipal Council:

    1. Accept a letter of undertaking from Xplornet Communications Inc., regarding a telecommunications facility at 9066 County Rd 44; and
    2. Requests that Xplornet Communications Inc provide the Township with a copy of any comments or concerns raised during the public consultation period; and
    3. That provided no concerns are raised during the public consultation period, Council direct staff to provide a letter of concurrence to Xplornet Communications Inc.

    As recommended by the Committee of the Whole – Community Development.

    Carried

Council discussed the proposed location, increased necessity for additional parking near the arena and pool, use of the Cardinal Hydro reserve fund and possible design ideas.  Members noted that other areas within the Village may be utilized for the dog park, while expanding the parking for the arena and pool into the underutilized ball diamond. Council debated the merits of utilizing the reserve fund to offset the costs to develop a dog park, while a large water and wastewater project is scheduled for County Rd 2. 

  • Decision: 2022-271
    Moved by:H. Cameron
    Seconded by:S. Dillabough

    WHEREAS the Township residents have expressed an interest and there is an apparent need for a large and small dog fenced area for the off leash controlled exercise of dogs in the Village of Cardinal; and

    WHEREAS the unused grassed over area, also known as the second unused ball diamond, between the existing tennis courts and the ball diamond nearest to the firehall is well suited for the location of a Dog Park, as some fencing is already in place and the area is large enough to exercise both large and small dogs in separate enclosures if deemed necessary; and

    WHEREAS with proper signage in place, all dog controls and clean-up will remain the responsibility of the dog owner; and

    WHEREAS it is proposed that the costs to construct the necessary fencing and signage, as well as some future repairs could be paid for from the Rideau St. Lawrence Hydro Fund, which would eliminate any initial cost to the taxpayers; and

    WHEREAS access to water infrastructure is nearby if needed;

    NOW THEREFORE BE IT RESOLVED THAT Municipal Council directs staff to prepare plans, including construction details and associated costs, for a modest off leash small and large dog park, of similar size and layout to the one in Morrisburg Ontario, and prepare a report for Committee, no later than the September Committee of the Whole – Administration & Finance meeting.

    VotersYeaNayAbstainConflict En
    P. SayeauX
    T. DeschampsX
    H. CameronX
    S. DillaboughX
    J. HunterX
    Results4100
    Carried (4 to 1)

Council received an update on the one year non-redeemable GIC with Scotiabank, which indicates a rate of 4.56%.  There was a brief discussion on whether Council should proceed or wait to determine if the rate continues to increase in August.

  • Decision: 2022-272
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT Municipal Council directs the Treasurer to invest $2,500,000.00 into a one(1) year non-redeemable GIC with Scotiabank at a rate of 4.40% or better if available, as recommended by the Committee of the Whole – Administration & Finance.

    Carried

Council reviewed the recommendation from the Committee of the Whole meeting and debated on the location of the pole.

  • Decision: Verbal
    Moved by:S. Dillabough
    Seconded by:T. Deschamps

    THAT Municipal Council make a friendly amendment to replace "pole #57" with "pole #61" on the main motion.

    Council discussed the suggested amendment to use pole #61 to erect the long arm streetlight, noting the location, hydro feed, and condition of the pole.  There was a general discussion about the difficulty of determining which pole is best suited for a long arm streetlight. Members suggested that the Council motion may not have a specific pole identified to allow hydro and staff to review the location and pole conditions to determine which pole would be best suited for the erection of the long arm streetlight.

    The mover and seconder withdrew the motion.


  • Moved by:S. Dillabough
    Seconded by:T. Deschamps

    THAT Municipal Council erect one (1) long arm streetlight on the existing pole #57, at a cost not to exceed $3,000.00 on Charlotte St. in 2022, and direct staff to plan to install additional streetlights in the 2023 budget, as recommended by the Committee of the Whole – Administration & Finance.

  • Amendment:
    Decision: Verbal
    Moved by:T. Deschamps
    Seconded by:S. Dillabough

    THAT Municipal Council amend the main motion by removing "the existing pole #57" and replacing it with "an existing pole".

    Carried

    Members noted concerns with Council interceding on the installation of streetlights in specific locations based on a resident request. It was noted that the duty to select locations for streetlight installation was delegated to staff to address traffic safety.  


  • Decision: 2022-273
    Moved by:S. Dillabough
    Seconded by:T. Deschamps

    THAT Municipal Council erect one (1) long arm streetlight on an existing pole, at a cost not to exceed $3,000.00 on Charlotte St. in 2022, and direct staff to plan to install additional streetlights in the 2023 budget, as recommended by the Committee of the Whole – Administration & Finance.

     

    Carried
  • Decision: 2022-274
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT Municipal Council directs staff to terminate the Spencerville splitter box relining contract with Aqua Drain and reallocate the $23,000.00 budget towards the lagoon’s south cell sluice gate valve replacement, as recommended by the Committee of the Whole – Public Works, Environmental Services & Facilities.

    Carried

Council discussed the average life span of surface treated roads in comparison to Armstrong Rd. There was a general discussion on reverting Armstrong Rd back to gravel and where it may stand within the priority list for gravel to surface treatment.

It was noted that the Township has a fulsome roads needs assessment report which prioritizes the roads within the Township, however, due to budget constraints, road projects may be removed. Council confirmed that the plan is currently being updated and expect to review the report at an upcoming Committee meeting.

  • Decision: 2022-275
    Moved by:H. Cameron
    Seconded by:S. Dillabough

    THAT Municipal Council directs staff to undertake Option 1 – Pulverize Armstrong Road surface back to gravel, at an upset limit of $17,100.00, and fund the work through the Public Works Reserve, as recommended by the Committee of the Whole – Public Works, Environmental Services & Facilities.

    Carried

Council discussed the potential length of road that may be remediated based on the upset limit of $70,000.00.

  • Decision: 2022-276
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT Municipal Council directs staff to undertake Option 1 – Pad and Pave improvements, to the surface of Cedar Grove Road, starting at the boundary of Augusta Township heading east toward Fraser Road, to an upset limit of $70,000.00, as recommended by the Committee of the Whole – Public Works, Environmental Services & Facilities.

    Carried
  • Decision: 2022-277
    Moved by:S. Dillabough
    Seconded by:J. Hunter

    That Municipal Council supports the Spencerville Legion’s request to host an outdoor beer garden on August 27, 2022 for the baseball tournament.

    Carried
  • Decision: 2022-278
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    That Municipal Council enter into the licence amending agreement with Ontario Power Generation for the purposes of cormorant control on lands owned by Ontario Power Generation.

    Carried
  • Decision: 2022-279
    Moved by:H. Cameron
    Seconded by:S. Dillabough

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

    • June 29, 2022
    • July 7, 2022
    • July 13, 2022
    • July 20, 2022
    Carried

Council reviewed the disbursements and sought clarification on the following items:

  • Pool chemicals purchase
  • Decision: 2022-280
    Moved by:S. Dillabough
    Seconded by:H. Cameron

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

    • Report dated June 28 (2022-89) $1,643,103.20
    • Report dated June 29 (2022-90) $55,334.89
    • Report dated July 15 (2022-93) $316,514.10
    • Report dated July 20 (2022-95) $187,585.97
    • Report dated July 21 (2022-97) $203,280.05

    TOTAL:        $2,405,818.21

    Carried

11.

 
  • Decision: 2022-281
    Moved by:S. Dillabough
    Seconded by:H. Cameron

    THAT the mover be granted leave to introduce a bylaw to amend bylaw 2019-15 being a bylaw to govern the proceedings of council and committees of council, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2022-282
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT the mover be granted leave to introduce a bylaw to authorize certain new capital drainage works of the Township of Edwardsburgh Cardinal; and to authorize the submission of an application to Ontario Infrastructure and Lands Corporation (“OILC”) for financing of such new capital works; and to authorize temporary borrowing from OILC to meet expenditures in connection with all of such capital works, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2022-283
    Moved by:J. Hunter
    Seconded by:T. Deschamps

    THAT a bylaw to introduce a bylaw to authorize certain new capital drainage works of the Township of Edwardsburgh Cardinal; and to authorize the submission of an application to Ontario Infrastructure and Lands Corporation (“OILC”) for financing of such new capital works; and to authorize temporary borrowing from OILC to meet expenditures in connection with all of such capital works, be now read a third time and finally passed, signed, sealed and numbered 2022-49.

    Carried
  • Decision: 2022-284
    Moved by:H. Cameron
    Seconded by:J. Hunter

    THAT the mover be granted leave to introduce a bylaw to authorize the Mayor and Clerk to execute an amending agreement to the design building finance operate and maintain agreement with Greenfield Global Inc., and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2022-285
    Moved by:H. Cameron
    Seconded by:J. Hunter

    THAT a bylaw to authorize the Mayor and Clerk to execute an amending agreement to the design building finance operate and maintain agreement with Greenfield Global Inc., be now read a third time and finally passed, signed, sealed and numbered 2022-­­50.

    Carried
  • Decision: 2022-286
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT the mover be granted leave to introduce a bylaw to enter into a licence amending agreement with Ontario Power Generation, and this shall constitute first and second reading thereof.

    Carried
  • Decision: 2022-287
    Moved by:T. Deschamps
    Seconded by:J. Hunter

    THAT a bylaw to introduce a bylaw to enter into a licence amending agreement with Ontario Power Generation, be now read a third time and finally passed, signed, sealed and numbered 2022-­51.

    Carried

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

  • Adjust Committee meeting schedule to accommodate AMO conference
  • Impact of zoning bylaw appeal
  • OTF application debrief
  • Cardinal Ingredion arena ice rentals
  • Inactive building permits and renewal fees
  • Timeline for POA court
  • Warranty on Fire Department pumper truck
  • Application of additional dust suppressant
  • Adverse lead sample follow up testing 
  • Decision: 2022-288
    Moved by:J. Hunter
    Seconded by:T. Deschamps

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

    Carried

Councillor Cameron inquired on the renovation/construction progress of the vacant grocery store in Cardinal, specifically in regards to the sidewalk removal, safety barricades and completion timeline.

Councillor Cameron indicated that there are sections of concrete along the waterfront that needs to be removed.

Councillor Cameron indicated that a taxpayer is interested in making a donation for the purchase of a memory bench in Cardinal.

It was noted that the issues were addressed during the delegation and question period with Mr. MacNaughtan and Mr. Barnard. Council requested staff to provide an update in the near future.

Mayor Sayeau reported on the following:

  • Continue discussions with Dalee and Prysmian regarding property within the Industrial Park
  • Mayors have reviewed the draft agenda for the Tri-Council meeting
  • Attending AMO conference
  • Confirmed AMO attendance of Council Members
  • Decision: 2022-289
    Moved by:T. Deschamps
    Seconded by:J. Hunter

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

    Carried

No additional comments or questions were raised.

None.

  • Decision: 2022-290
    Moved by:H. Cameron
    Seconded by:J. Hunter

    THAT a by-law to adopt, confirm and ratify matters dealt with by resolution be now passed, signed, sealed and numbered 2022-52.

    Carried
  • Decision: 2022-291
    Moved by:S. Dillabough
    Seconded by:H. Cameron

    That Municipal Council does now adjourn at 8:49 p.m.

    Carried
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