minutes of regular council meeting council …...2013/02/25 · minutes of regular council meeting...

Minutes of Regular Council Meeting

February 25, 2013

Council Chambers, Town Hall , Arnprior, ON

Present: Deputy Mayor Lynn Grinstead Reeve Walter Stack Councillor Mark Willmer Councillor Ted Strike Councillor Dan Lynch

Absent: Mayor David Reid Councillor Lyle Anderson

1. CALL TO ORDER

Also Present: Michael Wildman , CAO Maureen Spratt, Town Clerk Renee Couture, Deputy Treasurer John Okum, Fire Chief Glenn Arthur, Director Recreation Services John Steckly, Civil Engineering Technologist Robin Smith, Town Planner Kaila Bowen, Secretariat Services Assistant

Deputy Mayor Lynn Grinstead called the Council meeting to order at 6:30p.m.

ADOPTION OF AGENDA Resolution No. 081-13 Moved by Ted Strike Seconded by Mark Willmer BE IT RESOLVED THAT the agenda for the Regular Meeting of Council dated Monday, February 25, 2013, be adopted .

3. DISCLOSURES OF PECUNIARY INTEREST None

4. QUESTION PERIOD None

5. ADOPTION OF PREVIOUS MINUTES Resolution No. 082-1 3 Moved by Mark Willmer Seconded by Dan Lynch

Resolution CARRIED

THAT the Minutes of the Regular Meeting of Council dated Monday, February 11 , 2013, be adopted .

Resolution CARRIED

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DELEGATIONS None

7. PRESENTATIONS a) Procedure By-law

February 25, 2013

The CAO provided a power point presentation, highlighting proposed changes made to the procedure by-law, attached as Appendix A, and forming part of these minutes. The by-law will be deliberated upon at the next regular council meeting.

8. PUBLIC MEETINGS Resolution No. 083-13 (6:40p.m.) Moved by Ted Strike Seconded by Mark Willmer THAT Council move into a Public Meeting regarding a proposed Official Plan Amendment and Implementing Zoning By-law Amendment for 394 Madawaska Boulevard and Part Lot 2, Concession C and Part of Lot 1, Concession C and D.

Resolution CARRIED

Deputy Mayor Grinstead called the meeting to order at 6:40p.m., welcomed those present and the Planner noted requirements for oral or written submissions prior to adoption of the amending by-law for the purposes of the Ontario Municipal Board requirements.

At the Deputy Mayor's request, staff confirmed that notice of this Public Meeting was placed in the Am prior Chronicle Guide on January 31st, 2013 and was sent out by first class mail to all property owners within 120m of the subject lands. All notification was done in accordance with the Ontario Planning Act and Ont. Regulation 543/06 and 545/06. Comments received prior to the meeting are attached as Appendix B, forming part of these minutes.

The Planner explained that the subject lands are located on Madawaska Blvd., including 394 Madawaska Blvd and are part of Lot 1 , Concession A and part of Lot 1 , Concession D. The proposed Official Plan amendment designates the lands from "Highway Commercial" and "Industrial" to "Residential" and "Highway Commercial", to allow for the development of residential housing units, and a highway commercial development including a shopping plaza. The implementing zoning amendment would rezone the lands from Highway Commercial - Exception Two (HC-E2), General Industrial (GM) and Environmental Protection - Exception One (EP-E 1) to Highway Commercial - Exception Six- holding (HC-E6-h) and Residential Reserve (RR) to permit the development of multi-density residential housing units and the future commercial development The

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Minutes of Regular Council Meeting February 25, 2013

holding (-h) symbol on the HC-E6 zoning will prohibit development of the lands pursuant to an approved site plan, ensuring the appropriate layout and suitable servicing is provided to the Town's satisfaction, and addressing such issues as traffic impact, storm water management, streetscape design and archaeological resources. A concept plan for the proposed development, as well as an Environmental Impact Statement and preliminary servicing report, were submitted in support of the applications.

The floor was opened to the public for comments:

• Eric Withers from JP2G Consultants was present representing Mr. Anas, the applicant, and noted that the Planner covered everything, and if anyone had any other questions he would be happy to answer them.

• Helen Spence expressed concern with the increase in residents that a development of this size would bring and the potential interactions with wildlife.

• Waldo Hordijczuk indicated that his family owns the land adjacent to the subject lands including an unopened road allowance. On question of Mr. Hordijczuk, the Planner indicated, at this point the Town is dealing with the land of the private developer, however, will research whether the road allowance is located in the Town of Arnprior or the City of Ottawa, or divided between both.

The following was clarified on question of Council:

• The developer is aware of the setback requirements being suggested by the City of Ottawa for setbacks. Most of the items raised in the email from David Spence will be addressed through the subdivision application, which will be brought forward at a later date.

• An education campaign could be looked at for the future, to inform the public about their surroundings and educate them on the use of the trail.

Reeve Stack clarified that the subject lands are currently zoned industrial, and the subject lands could be used for manufacturing if the developer wanted. This property itself has nothing to do with the conservation area.

The Planner explained that staff has included the by-laws for consideration on this Council Agenda. The Official Plan Amendment, once adopted by Council is sent to the approval authority, the County of Renfrew, for approval. The zoning by-law, once through the appeal period without any appeals, will come into full force and effect only once the OPA is finaL

The public meeting was declared closed at 6:55p.m.

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Resolution No. 084-13 (6:55p.m.) Moved by Dan Lynch Seconded by Walter Stack THAT Council resume to the Regular Meeting of Council.

9. MATTERS TABLED/DEFERRED/UNIFINISHED BUSINESS None

10. STAFF REPORTS

February 25, 2013

Resolution CARRIED

a) Heavy Rescue (Auto Extrication) Removal from Renfrew County Mutual Aid Resolution No.085-13 Moved by Dan Lynch Seconded by Walter Stack THAT Council receives this report as submitted.

Report and Resolution CARRIED The Fire Chief noted the following:

• Several municipalities are providing heavy extrication rescue services across the province. Not all of the municipalities in Renfrew County provide the service, however, Arnprior does.

• By September 3, 2013 municipalities who are not providing this service need to have an agreement prepared and adopted with a neighbouring municipality that provides this service if they determine that is a level of service they wish to provide.

• These services will be removed from the County's Mutual Aid Plan commencing in January 2014.

On question of Council the following was clarified:

• McNab/Braeside has some decisions to make regarding their heavy extrication rescue services. Due diligence will be carried out to ensure the proper agreements are in place with neighbouring municipalities if requested.

• The corridor of the 417 just outside of Arnprior is the responsibility of the MTO, and the Arnprior Fire Department would respond and then invoice the MTO for calls in Arnprior.

• There is no discounted rate, at this time, for entering into an agreement with two municipalities. However, the cost of this is still cheaper than a municipality purchasing the equipment

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b) Award of Standing Offer for Professional Engineering Services Resolution No. 086-13 Moved by Mark Willmer Seconded by Ted Strike THAT Council award the following four engineering firms a place on the Town's Standing Offer List for Professional Engineering Services until December 31 5

\ 2015: 1. JP2G Consultants Inc. 2. Stantec Consulting Ltd. 3. Dillon Consulting Ltd. 4. Genivar Inc.

AND THAT upon the CAO's approval of the final form of the foregoing documents, Council authorize the Mayor and Clerk to enter into an agreement with each of the four firms, using the standard MENCEO Client/Consultant Agreement in accordance with the terms of RFP # PW-2012-1 0 and the detail of each firm's proposal.

Report and Resolution CARRIED

The Civil Engineering Technologist provided the following information:

• Follow-up to staff report from November 26th, 2012

• Staff received nine (9) sealed proposals by the deadline.

• Four (4) were chosen from the nine (9) submissions, and staff is recommending that the Town proceed with a list of the top 4 firms. These firms will be drawn upon on an as needed basis.

• Once the Standing Offer List has been established, staff will endeavour to distribute individual assignments and opportunities equitably amongst the firms.

• Each Commission under this Standing Offer List will be requested, authorized and managed by staff.

• The Town will still have the ability to select individual firms on a per project basis.

• There are no financial costs to develop this list of standing firms, and assignments will be funded through the budget

• The Town is not compelled to assign any assignment to any one of the individual firms, and has the ability to replace remove or add any firm as things unfold.

• The RFP process to develop a standing offer list is in compliance with the Town's new Procurement Policy By-law No. 6189-1

On question of Council the following was clarified

• References have been checked for the firms

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c) Arnprior, McNab/Braeside Joint Recreation Committee Resolution No. 087-13 Moved by Dan Lynch Seconded by Ted Strike THAT Council receives the following report, tentatively detailing the schedules and agendas of the JRC, for meetings commencing March 27, 2013 through June 26, 2013; and

THAT the meeting schedules and agendas be subject to change, following input from the JRC; and

THAT meetings of the JRC reflect openness and transparency are subject to procedural rules; including the provision of notice of upcoming meetings and the keeping of records.

Report and Resolution CARRIED

The Director of Recreation Services provided the following information:

• With Mayor being away the Director of Recreation Services was asked to present this report.

• A similar report is also being presented to McNab/Braeside Council.

• There will be two meetings a month to begin with, to get things going, and then meetings will be changed to occur once a month.

On question of Council the following was clarified:

• The committee meeting administration and record keeping will be completed by the Secretariat Services Assistant or the Town Clerk in her absence of the Town of Arnprior. It was suggested that this function be shared between both municipalities.

11. COMMITTEE REPORTS AND MINUTES None

12. MOTIONS TO ADOPT DECISIONS None

13. BYLAWS Resolution No. 088-13 Moved by Walter Stack Seconded by Dan Lynch THAT the following by-laws be and are hereby enacted and passed:

a) By-law No. 6196-13 Official Plan Amendment (394 Madawaska) b) By-law No. 6197-13 Amendment to Zoning By-law (394 Madawaska)

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c) By-law No. 6198-13 Authorized Leave of Absence

14. NOTICE OF MOTIONS a) Bar and Catering Service Review, NSC- Reeve Stack Resolution No. 089-13 Moved by Reeve Stack Seconded by Dan Lynch

February 25, 2013

Resolution CARRIED

THAT the CAO be directed to conduct a review of alternative service delivery methods for bar and catering services at the Nick Smith Center with the objective of reducing and mitigating risks and liabilities to the Town, and

THAT the CAO report his findings to Council in the form of a staff report with recommendations.

Resolution CARRIED

Reeve Stack stated that this is follow-up from over a year ago, and needs to be looked at because of the Town's liability.

5. REEVE'S REPORT FROM COUNTY COUNCIL Reeve Walter Stack provided the following brief from County Council:

• Renfrew County Council meets on Thursday, February 28th • Follow- up on the Town's weighted vote: the by-law is reviewed every five years

by the County; they are going to look at it and review it again.

16. CORRESPONDENCE & PETITIONS a) Correspondence Package No. 1-13-FEB-04 Resolution No. 090-13 Moved by Mark Willmer Seconded by Walter Stack THAT the Correspondence Package No. 1-13-FEB-04 be received as information and filed accordingly.

Resolution CARRIED

Councillor Lynch referred to Item No.4 Memo- Town of Arnprior, Fire Department reminding the viewing public that there will be a Siren Test on Saturday March 9, 2013 at 6p.m. Councillor Lynch also referred to Items No.6 Letter from Ministry of Agriculture, Food, & Rural Affairs and Item No. 7 Letter from Ministry of Community Safety & Correctional

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Services and gave kudos to the CAO and staff for getting the Mill completed, as well as what was required for the Ministry of Safety and Correctional Services completed.

b) Correspondence Package No. A-13-FEB-03 Resolution No. 091-13 Moved by Walter Stack Seconded by Mark Willmer THAT the Correspondence Package A-13-FEB-03 be received and that the recommendations outlined be brought forward for Council's consideration.

1) Letter from L. Lynch Resolution No. 092-13 Moved by Walter Stack Seconded by Mark Willmer THAT Council receive the correspondence from L Lynch; and

Resolution CARRIED

RESOLVED THAT Council approve the request to waive the fees for the use of the Nick Smith Centre Hall for a benefitlfundraiser.

2) Letter from S. Klimpel Resolution No. 093-13 Moved by Walter Stack Seconded by Mark Willmer

Resolution CARRIED

THAT Council receive the correspondence from S. Klimpel, Owner/Event Coordinator Event22;and

RESOLVED THAT Council not approve the request to have the fees waived for the use of the Nick Smith Centre Hall for the ADHS Prom.

3) Letter from S. Smithson Resolution No. 094-13 Moved by Walter Stack Seconded by Mark Willmer THAT Council receive the correspondence from S. Smithson; and

Resolution CARRIED

FURTHER THAT Council refer the request to waive the fees at Robert Simpson Park for a Car Show and Cancer Benefit to the Director of Recreation Services in order to obtain

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additional information including, but not limited to sponsors, contributors, insurance coverage and proceeds of the event; and

RESOLVED THAT the correspondence from S. Smithson be considered at a future meeting of Council following receipt of additional information.

Resolution CARRIED

17. ANNOUNCEMENTS Councillor Strike noted a historical fact- November 2, 1910- pumps were powered by steam from 1902-1910.

18. MEDIA QUESTIONS None

19. CLOSED SESSION Resolution No. 095-13 (7:30p.m.) Moved by Mark Willmer Seconded by Walter Stack THAT Council meet in closed session regarding two matters pursuant to Section 239 (2)(b) of the 2001, S. 0 2001 Municipal Act personal matters about an identifiable individual including municipal or local board employee (Director/Representative).

Resolution No. 096-13 (8:00p.m.) Moved by Ted Strike Seconded by Walter Stack THAT Council resume to Open Session.

Resolution No. 097-13 Moved by Mark Willmer Seconded by Walter Stack Approve the closed session minutes of February 11, 201

Resolution No. 098-13 Moved by Mark Willmer Seconded by Walter Stack

Resolution CARRIED

Resolution CARRIED

Resolution CARRIED

THAT the GAO be directed to proceed complete a contract for Director of Public Works. Resolution CARRIED

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20. CONFIRMATORY BY-LAW Resolution No. 099-13 Moved by Dan Lynch Seconded by Walter Stack

February 25, 2013

THAT By-Law No.6199-13 being a By-law to confirm the proceedings of the Regular Meeting of Council held on February 25, 2013 and it is hereby enacted and passed .

21. ADJOURNMENT Resolution No. 100-13 Moved by Mark Willmer Seconded by Dan Lynch THAT this meeting of Council be adjourned at 8:01p.m.

Resolution CARRIED

Resolution CARRIED

Lynn Grinstead, Deputy Mayor Maureen Spratt, Town Clerk

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Town of Arnprior Procedure By-law

Background

Co unci I - February 2 5, 2 0 1 3 Michael Wildman, CAO

~ Section 238 (2) of the Municipal Act requires that every municipality pass a procedure bylaw

~ Arnprior has a procedure by-law 5940-11 ~ Current by-law is cumbersome and

challenging to follow, as it jumps back and forth in topics and lacks clarity in many areas

2

kbowen

Typewritten Text

Appendix A

Discussion

~ Current by-law generally has most of the basic required content; however, as noted, it is not user friendly

~ Staff conducted best practice reviews of recently adopted procedure by-laws across the province

~ It was clear that the current by-law could be improved in a number of areas

Discussion - Improvements

~ Definitions section has been expanded from 1 0 definitions to 3 5 for greater clarity

~ Topics have been grouped together for ease of reference (no more back and forth)

~ All "types" of meetings have been explained ~ Striking Committees and Advisory

Committees have been addressed ~ Closed Meetings have been made consistent

with the Municipal Act

3

4

Discussion Improvements

~ Communication devices during Council have been addressed

~ Agenda has been streamlined and adjusted with all items of the agenda explained in the preceding section (new)

~ Roll call has been added ~ Awards Section has been added ~ Resolutions Section has been added

Discussion Improvements

~ Motions have been enhanced and better defined

~ Voting procedures have been clarified ~ Financial Reports has been provided for and

will be expanded upon in the Delegation of Authority By-law

~ Electronic Conferencing has been addressed ~ Requirement to review the by-law at least

every 5 years

6

Next Steps

~ By-law has been provided to Council for review over the next 2 weeks

~ By-law will appear on the next Council agenda (March 11 I 1 3)

Questions

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