regular meeting municipal council corporation of … · • mud/snow slide • severe weather •...

REGULAR MEETING

MUNICIPAL COUNCIL CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH/CARDINAL

COUNCIL CHAMBERS, SPENCERVILLE, ONTARIO MONDAY, APRIL 22, 2019

6:30PM

1. Call to Order 2. Approval of Agenda 3. Disclosure of Pecuniary Interest & the General Nature Thereof 4. Delegations & Presentations a) Kevin Spencer – Emergency Preparedness 5. Minutes of the Previous Council Meetings

a) Regular Meeting – March 25, 2019

6. Business Arising from the Previous Council Meeting (if any) 7. Committee Minutes

a) Public Library Board –February 26, 2019 b) Port Management Committee – March 20, 2019 c) Budget Meeting # 6 – March 28, 2019 d) Community Development Committee – April 1, 2019 e) Committee of the Whole – Administration & Finance – April 8, 2019 f) Committee of the Whole – Public Works, Environmental Services & Facilities - April 15, 2019

8. Action and Information Items from Committees a) Pre-Budget Approval – Plow Truck b) 2019 Community Grants & Donations c) International Building Safety Month Proclamation d) Pre-Budget Approval for Hot Mix Paving e) Establish Reserve Fund for Modernization Grant f) Ontario One Call – Alternate Locate Agreements g) Galop Canal Bridge Railing Replacement Pre-Budget Approval h) Emergency Preparedness Week Proclamation i) 2018 Port Year End Report j) Port Air Compressor and Dryer 9. Correspondence

10. Approval of Municipal Disbursements 11. By-laws a) Procedural By-law -3rd & Final Reading b) Site Plan Control Agreement Amendment – Distant Shores c) Site Plan Control Agreement – James Rust d) Site Plan Control Agreement Amendment – Mulders e) Municipal Smoking Policy By-law f) Budget By-law 12. CAO’s Administrative Update 13. Councillor Inquiries or Notices of Motion 14. Mayor’s Report 15. Question Period 16. Closed Session

17. Confirmation By-law

18. Adjournment

Township of North Dundas

10/26/2018

Owner

Typewritten Text

Owner

Typewritten Text

4a

What is an Emergency?

Ontario’s Definition

A situation or impending situation that constitutes a danger of major proportions that could result in serious harm to persons or substantial damage to property and that is caused by the forces of nature, a disease or other health risk, an accident, or an act whether intentional or otherwise

Emergency Management and Civil Protection Act, 1990 (EMCPA)

www.e-laws.gov.on.ca

http://www.e-laws.gov.on.ca/

What Causes Emergencies?• Industrial Accident

• Water Contamination

• Mining Accident

• Fires

• Civil Unrest

• Chemical Spills

• Transportation Incident

• Explosions

• Mud/Snow Slide

• Severe Weather

• Earthquake

• Epidemic/Pandemic

• Forest Fires

• Floods

• Foreign Animal Disease

• Structural Collapse

• Utility Outage

• Nuclear Accident

Incident Command

Ministry Action Groups

Provincial Emergency Operations Centre

Premier of Ontario

Federal Support

Emergency Operations Centre

OFMEM

CANUTEC

SAC

Utilities

Provincial

Reps

County: Shelter

ESS

Paramedic

Additional Support

Public Works

EM

FirePolice

Support

Support

Support

Paramedic

ServicesPublic

Works

HUSAR

CBRNE

Ontario’s ApproachProvincial EM programs are based on an “All Hazards Approach”

These are determined by Hazard Identification and Risk Assessments (HIRA)

The most probable hazards and risks indicate likely program priorities

Take identified hazards into account in all stages of EM program

Components of

Emergency Management

Preven

tion

Mit

igati

on

Prep

ared

ness

Resp

on

se

Recovery

Categories of Hazards

• Natural

• Technological

• Human Caused

http://www.stuffintheair.com/thunderstorm-lesson-plans.html

http://challey.com/Blackout2003/after.htm#08/15/2003

Ontario’s Critical Infrastructure Sectors

Food & Water

3-8

Electricity

Oil & Gas

Public Safety

Government Continuity

Transportation

Health

Telecommunications

Financial Institutions

Critical Infrastructure Infographic

EMCPA Municipal EM Program Requirements

•Program Committee (Control Group)

•Community Emergency Management Coordinator (CEMC)

•By-law required for Plan, Program, Committee, EIO and CEMC

•Hazard Identification and Risk Assessment (HIRA)

EMCPA Municipal EM Program Requirements cont’d

•Emergency Response Plan (ERP)

•Critical Infrastructure Identification

•Establish Emergency Operations Centre (EOC)

•Annual Review

•Annual Training

•Annual Exercise

Community Control Group

Head of Council

CAO – Municipal Manager

Clerk

Community Emergency Management Coordinator (CEMC)

Police

Fire

Paramedic Services

Public Health

Emergency Social Services

Program Committee Responsibilities

The committee shall advise the council on the development and implementation of the municipality’s emergency management program

The committee shall conduct an annual review of the municipality’s emergency management program and shall make recommendations to the council for its revision if necessary

Primary Role of a CEMC

The CEMC is responsible for coordinating the development and implementation of the municipality’s emergency management program in accordance with the standards set out in the Emergency Management and Civil Protection Act (EMCPA) and Ontario Regulation 380/04.

Emergency Response Plan (ERP)

Every municipality shall formulate an emergency plan governing the provision of necessary services during an emergency and the procedures under and the manner in which employees of the municipality and other persons will respond to the emergency and the council of the municipality shall by by-law adopt the emergency plan

EMCPA 3(1)

Emergency Operations Centre (EOC)

•EOC is the location used by the municipal emergency control group (Program Committee)in an emergency

•Usually an alternate location exists

•The EOC location is not normally public knowledge

•The emergency operations centre must have appropriate technological and telecommunications systems to ensure effective communication in an emergency

Public Education (PubEd)

Definition

Public Education is a program that provides focused information to a target audience to educate about protective actions to reduce the risk of life and property damage, in the event of an emergency

Emergency Information (EI)

An individual who coordinates the provision of consistent, timely and accurate information to the media and public•Influences public behaviour

•Contributes to, promotes & maintains public confidence

•Corrects misinformation

Procedure for Declaring an Emergency

Declaration of emergency• Only Head of Council or Alternate can declare emergency• A member of council may be appointed in the place of the

Head of CouncilEMCPA 4(1)

Solicitor General to be notified• Mandatory for OFMEM to be notified of declaration and

termination of emergencyEMCPA 4(3)

Why Declare a Municipal Emergency?•General / GovernmentoDanger to majority of services or residents

oSocial order

oDanger to essential services

•LegaloPossible legal action against municipality due to crisis

oAre volunteers involved

Declaration of a Municipal Emergency

Refer to “Consideration of a Declaration of Emergency” Checklist (should be in your ERP)

•General / Government• Danger to services or residents

• Social order

• Danger to essential services

•Legal

• Possible legal action against municipality due to crisis

• Volunteers utilized

Termination of Municipal Emergency Declarations

Head of Council or the Council may at any time terminate an emergency

EMCPA 4(2)

Premier may terminate an emergency at any time

EMCPA 4(4)

Office of the Fire Marshall and Emergency Management (OFMEM)

•Branch of the Ministry of Community Safety and Correctional Services

•Develops provincial EM Doctrine and Policy

•Operates the Provincial Emergency Operations Centre (PEOC) for 24/7 reporting of emergencies

•Coordinates provincial response to requests for emergency assistance from municipalities

Best PracticesEmergency Management Doctrine

Provides a vision for EM programs in OntarioReviewed annually and updated as requiredAvailable for download at: www.ontario.ca/emo

CSA Z1600Links EM and COOPGoal - establish elements for continuous improvementGuide to develop, implement, maintain, and evaluate emergency management and business continuity programs

http://www.ontario.ca/emo

Continuity Of OPerations

What is COOP?•People

•Processes

• Information

•Workplace

Assists municipalities in prioritizing service delivery during an emergency

COOP

Helps with critical decision making process BEFORE an emergency

Valuable but time consuming process

MUST have senior level support

Not legislated for municipalities but considered best practice

Questions

KC Spencer & Associates

613-345-7587

[email protected]

www.kcspencerassociates.ca

mailto:[email protected]

MINUTES MUNICIPAL COUNCIL

CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH/CARDINAL SPENCERVILLE MUNICIPAL OFFICE

MONDAY, MARCH 25 2019

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

STAFF: Debra McKinstry, CAO/Cierk Dave Grant, Director of Operations Melanie Stubbs, Treasurer Rebecca Williams, Deputy Clerk Kevin Lalonde, Chief Building Official

1. Call to Order

6:30PM

Mayor Sayeau called the meeting to order at 6:30pm and introduced Mr. Lalonde as the Township's newly-hired Chief Building Official.

2. Approval of the Agenda

R2019-83 Decision: Moved by: T. Deschamps seconded by: S. Dillabough that Municipal Council approves the agenda as presented.

Carried

3. Disclosure of Pecuniary Interest & the General Nature Thereof

Councillor Hunter declared a pecuniary interest on item 8n) due to Tackaberry Construction operating a quarry owned by Councillor Hunter.

4. Delegations & Presentations - None

5. Minutes of the Previous Council Meetings

a) Regular Council- February 25, 2019

R2019-84 Decision: Moved by: J. Hunter seconded by: H. Cameron that Municipal Council receives and approves the minutes of the Regular Meeting dated February 25, 2019.

Carried

6. Business Arising from the Previous Council Meetings - None

7. Committee Minutes

a) Public Library Board -January 22, 2019

R2019-85 Decision: Moved by: H. Cameron seconded by: S. Dillabough that Municipal Council receives the minutes of the Public Library Board meeting dated January 22, 2019.

Carried

Page 1 of 9

Regular Council March 25, 2019

b) Port Management Committee- February 20, 2019

R2019-86 Decision: Moved by: S. Dillabough seconded by: H. Cameron that Municipal Council receives the minutes of the Port Management Committee meeting dated February 20, 2019.

Carried

c) Community Development Committee- Mach 4, 2019

R2019-87 Decision: Moved by: T. Deschamps seconded by: S. Dillabough that Municipal Council receives and approves the minutes of the Community Development Committee meeting dated March 4, 2019.

Carried

d) Budget Meeting #5- March 7, 2019

R2019-88 Decision: Moved by: J. Hunter seconded by: H. Cameron that Municipal Council receives and approves the minutes of the Budget Meeting #5 dated March 7, 2019.

Carried

e) Committee of the Whole- Administration & Finance- March 11, 2019

R2019-89 Decision: Moved by: S. Dillabough seconded by: H. Cameron that Municipal Council receives and approves the minutes of the Committee of the Whole- Administration & Finance meeting dated March 11, 2019.

Carried

f) Committee of the Whole - Public Works, Environmental Services & Facilities- March 18, 2019

R2019-90 Decision: 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 March 18, 2019.

Carried

8. Action and Information Items from Committees

a) Severance Application B-7-19 (Gruntke)

R2019-91 Decision: Moved by: T. Deschamps seconded by: S. Dillabough that Municipal Council recommends in favour of severance application B-84-18 (Gruntke) conditional upon: 1. The agricultural lot to be severed must be sold to be used for agricultural

purposes; and 2. The agricultural lot to be severed must be rezoned to prohibit residential

use of the property and recognize the 15.5 acres deficiency. As recommended by the Community Development Committee.

Carried

b) Extension for Draft Plan Approval of Subdivision (Charlebois)

R2019-92 Decision: Moved by: H. Cameron seconded by: S. Dillabough that Municipal Council recommends in favour of a 3-year extension on the Draft

Page 2 of 9


Plan Approval of Subdivision for Edwardsburgh Developments Inc, as recommended by the Community Development Committee.

Members noted their concerns with respect to granting a 3-year extension when no development has taken place over the past 6 plus years. It was noted that the Cardinal area does not have a lot of affordable housing for sale. Members commented on the suggestion that the subdivision plan should be updated to make it a more affordable and marketable plan. Members suggested that the Township should be charging an extension fee due to the extension tying up water and sewer capacity for the Township. Members noted that it may be beneficial to have draft subdivision plans in place to assist in future development if the Township is successful in the nomination for the Ontario Job Site Challenge for the automotive sector.

Verbal Motion Moved by: T. Deschamps that Municipal Council amend the motion to grant a 1-year extension on the Draft Plan Approval of Subdivision for Edwardsburgh Developments Inc.

Motion failed to receive a seconder

Deputy Mayor Deschamps requested a recorded vote.

Councillor Cameron Councillor Dillabough Councillor Hunter Deputy Mayor Deschamps Mayor Sayeau

Yea Yea Yea

Yea Nay

c) Transfer Funds to Fire Department for Fire Rescue Vehicle

R2019-93

Carried

Decision: Moved by: H. Cameron seconded by: J. Hunter that Municipal Council budget to transfer $70,000 to the Fire Department vehicle reserve in 2019 towards the purchase of a rescue unit in 2020, as recommended by Committee of the Whole -Administration & Finance.

Carried

d) Public Works Truck 1 Transfer Direction

R2019-94 Decision: Moved by: J. Hunter seconded by: H. Cameron that Municipal Council direct staff to transfer $14,000, that was dedicated and placed into reserves for the purchase of a new pick-up truck, to the purchase of a new snow plow as previously directed in pre-budget approval, as recommended by Committee of the Whole -Administration & Finance.

Carried

e) Excavator Option

R2019-95 Decision: Moved by: T. Deschamps seconded by: S. Dillabough that Municipal Council: 1. Exercise the option to purchase the 2012 Volvo excavator; and 2. Use reserves to cover final buyout cost of $99,000; and 3. Continue to operate the excavator unit within the Township fleet. As recommended by Committee of the Whole- Administration & Finance.

Carried

f) Severance Appeal- Bessette

R2019-96

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Decision: Moved by: T. Deschamps seconded by: H. Cameron that Municipal Council remove the following condition on severances B-126-18 and B-127 -18 (Bessette): "Completion of an engineering study demonstrating the feasibility of continued on-site servicing for both parcels." As recommended by Committee of the Whole- Public Works, Environmental Services & Facilities.

Carried

g) Fort Town Night Run- Partial Closure of Windmill Road

R2019-97 Decision: Moved by: J. Hunter seconded by: H. Cameron that Municipal Council: 1. Supports and approves the request for partial road closure on Windmill

Road for the Fort Town Night Run event on May 4, 2019; and 2. That notification be provided to affected residents. As recommended by Committee of the Whole - Public Works, Environmental Services & Facilities.

Carried

h) Rural & Northern Infrastructure Fund Project

There was a brief discussion with respect to referring to Rooney Road as a defacto alternative detour route from the Provincial Highway 401. It was noted that the phrase was intended to be descriptive in nature to enhance the Township's application by highlighting that the road is already being used as an alternate even though the road is not up to the required standards for such heavy traffic. It was noted that the project may be limited to only Rooney Road due to ministry specifications of what they consider to be a single continuous worksite.

R2019-98 Decision: Moved by: T. Deschamps seconded by: H. Cameron WHEREAS the Province of Ontario announced on March 12, 2019 the intake applications for roads and bridges project under the Rural and Northern Fund; and WHEREAS the Rural and Northern Fund is one of four funding streams within the Canada-Ontario Infrastructure Bilateral Agreement; and WHEREAS the Bilateral Agreement proposes that selected projects will receive 50% funding from the Federal Government, 33% from the Provincial Government and the remaining 17% from Municipal Government; and WHEREAS the intake of applications opened on March 18, 2019 with an eight-week one-time window closing on May 14, 2019; and WHEREAS the construction of the approved and funded projects must be completed by October 31, 2026; and WHEREAS the Rural and Northern Fund program requirements stipulate that the project must be limited to a single continuous work site. NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Edwardsburgh Cardinal hereby directs staff to prepare an application for the complete rebuild, to a full urban standard, the heavily used Provincial Highway 401 de-facto alternative detour route of Rooney Road from County Road 22 to County Road 44 and the continuation along Cedar Grove Road from County Road 44 to the Township boundary with the Township of Augusta. AND FURTHER THAT the project continues along Cedar Grove Road in partnership with the Township of Augusta to the westward limit of County Road 18. AND FURTHER THAT the Council of the Corporation of the Township of Edwardsburgh Cardinal authorize staff to engage with the Township's civil engineering firm of record to immediately prepare a Class D estimate of the road reconstruction costs and estimated construction timeframe. AND FURTHER THAT the completed application be brought to Council for final review and approval no later than the Committee of the Whole-

Page 4 of 9


Administration & Finance meeting of May 13, 2019 to be approved during a Special Council meeting on the same evening.

Carried

i) Cardinal WTP Report

R2019-99 Decision: Moved by: H. Cameron seconded by: J. Hunter that Municipal Council receives the 2018 Cardinal WTP Summary Report.

Carried

j) Cardinal WWTP Report

R2019-100 Decision: Moved by: S. Dillabough seconded by: H. Cameron that Municipal Council receives the 2018 Cardinal WWTP Annual Report

Carried

k) Industrial Park Report

R2019-101 Decision: Moved by: J. Hunter seconded by: S. Dillabough that Municipal Council receives the 2018 Industrial Park Summary Report.

Carried

I) Prescott Drinking Water Report

R2019-102 Decision: Moved by: T. Deschamps seconded by: H. Cameron that Municipal Council receives the 2018 Prescott Drinking Water System Annual Report.

Carried

m) Dust Suppressant Tender Award

R2019-103 Decision: Moved by: H. Cameron seconded by: J. Hunter that Municipal Council provide approval and award the supply of Dust Suppressant tender to Da-Lee Dust Control Ltd. at the unit rate of $0.2495 per litre to a maximum of $47,000 including non-rebated HST, as recommended by Committee of the Whole- Public Works, Environmental Services & Facilities.

Carried

n) Gravel Tender Award

Councillor Hunter did not participate in the discussion or vote on the matter.

R2019-104 Decision: Moved by: T. Deschamps seconded by: H. Cameron that Municipal Council provide approval and award the supply of Crushed Rock tender to G. Tackaberry & Sons Construction Company Ltd. at the unit price of $11.98 per MT to a maximum of $87,000 including non-rebated HST, as recommended by Committee of the Whole - Public Works, Environmental Services & Facilities.

Carried

o) Johnstown ATV Club- Request to Improve Unmaintained Road Allowance

R2019-105 Decision: Moved by: J. Hunter seconded by: S. Dillabough that Municipal Council:

Page 5 of 9


1. Approve the request for permission for the Johnstown ATV Club (applicant) to make improvements to the unmaintained road allowance between lots 12 and 13, concession 5; and

2. Direct staff to prepare an agreement with the applicant stipulating the condition of use.

As recommend by Committee of the Whole- Public Works, Environmental Services & Facilities.

p) Port- Comprehensive Project Proposal Spending

R2019-106

Carried

Decision: Moved by: S. Dillabough seconded by: H. Cameron that Municipal Council:

1. Approves an upper limit of $150,000 to be allotted to secure the professional services required to help with the Comprehensive Project Proposal submission under the National Trade Corridors Fund; and

2. Approves the spending only if the Port of Johnstown is successful in the Expression of Interest submitted on March 1. 2019.

As recommended by Port Management Committee. Carried

Council noted that the Port received confirmation this afternoon that the expression of interest was accepted and the Port has been invited to present the comprehensive project proposal by May 24, 2019.

9. Correspondence

R2019-107 Decision: Moved by: H. Cameron seconded by: S. Dillabough that Municipal Council receives the correspondence listings for the following dates as previously circulated:

• March 7, 2019

• March 22, 2019 Carried

10. Approval of Municipal Disbursements

R2019-1 08 Decision: Moved by: T. Deschamps seconded by: J. Hunter that Municipal Council approves payment of municipal invoices circulated and dated as follows:

• Report dated March 5, 2019



11. By-laws

a) Procedural By-law- 1st & 2nd Reading

R2019-109

TOTAL:

$ 299,332.48

$ 103,447.11

$1,458,502.96 $1,861,282.55

Carried

Decision: Moved by: J. Hunter seconded by: S. Dillabough that the mover be granted leave to introduce a by-law to govern the proceedings of Council and Committees of Council and this shall constitute first and second reading thereof.

Carried

b) Industrial Park Water Rates

Page 6 of 9

R2019-110


Decision: Moved by: S. Dillabough seconded by: H. Cameron that the mover be granted leave to introduce a by-law to impose water rates for users of the water distribution system in New Wexford, County Road 2 and the Johnstown Industrial Park and this shall constitute first and second reading thereof.

Carried

R2019-111 Decision: Moved by: S. Dillabough seconded by: H. Cameron that a by-law to impose water rates for users of the water distribution system in New Wexford, County Road 2 and the Johnstown Industrial Park be now read a third time and finally passed, signed, sealed and numbered 2019-11.

Carried

c) Industrial Park Wastewater Rates

R2019-112 Decision: Moved by: T. Deschamps seconded by: J. Hunter that the mover be granted leave to introduce a by-law to impose sewer rates for users of the sanitary sewer system on County Road 2 and in the Edwardsburgh Cardinal Industrial Park and this shall constitute first and second reading thereof.

Carried

R2019-113 Decision: Moved by: T. Deschamps seconded by: J. Hunter that a by-law to impose sewer rates for users of the sanitary sewer system on County Road 2 and in the Edwardsburgh Cardinal Industrial Park be now read a third time and finally passed, signed, sealed and numbered 2019-12.

Carried

d) Appoint Chief Building Official (Kevin Lalonde)

R2019-114 Decision: Moved by: H. Cameron seconded by: S. Dillabough that the mover be granted leave to introduce a by-law to appoint a Chief Building Official and this shall constitute first and second reading thereof.

Carried

R2019-115 Decision: Moved by: H. Cameron seconded by: S. Dillabough that a by-law to appoint a Chief Building Official be now read a third time and finally passed, signed, sealed and numbered 2019-13.

Carried

12. CAO's Administrative Update

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

• Update of meeting schedule • Firefighter "Crude by Rail" emergency response training course • Half load signage required on Smith Road until culvert is replaced • Transfer of employee to Public Works crew from Recreation • 730 Truck Stop receivership and development status • Number of parking tickets issued in 2019 • Process of registering the 26 properties with ReaiTax • Salt dome inspection

R2019-116 Decision: Moved by: J. Hunter seconded by: S. Dillabough that Municipal Council receives the CAO's Administrative Report as presented.

Carried

Page 7 of 9


13. Councillor Inquiries or Notices of Motion

Deputy Mayor Deschamps noted that Council will need to discuss how the Township will be using the money received from the Province to improve local service delivery and efficiency.

14. Mayor's Report

Mayor Sayeau reported on the following: • Maple View Lodge expansion of an additional 132 beds • MMAH allocation of funds is unconditional, however the intent is for

municipalities to find efficiencies- Township will receive $584,335 from Province

• EOWC meeting last week noted that the EORN phase 2 of the project is likely to receive a total of $213 million in funding to close the cellphone and internet gaps

• National Trade Corridor Fund Expression of Interest submitted by the Port of Johnstown has been accepted. Will be gathering Ministerial letters to support the application and the Port will be hiring a consultant to assist with the comprehensive project proposal

• Giant Tiger has informed the Township that there is no truth in the rumour that the frozen food warehouse in being relocated. A tour for Council Members and staff has been organized for April 22 from 4-5pm

• The Mayor and Deputy Mayor met with the Town of Prescott arena fundraisers who asked the Township to contribute money towards to the development of a new arena. It was noted that it appeared that the group is only interested in collecting contributions at this time and is not interested in inter-municipal collaboration to develop a regional recreation/arena centre. It was noted that the Council of Edwardsburgh Cardinal remains open for discussions and collaboration in the future. There was consensus from Council that no funding will be provided unless there is a more collaborative partnership with the surrounding municipalities.

R2019-117 Decision: Moved by: T. Deschamps seconded by: J. Hunter that Municipal Council receives the Mayor's Report as presented.

Carried

15. Question Period - None

16. Closed Session - None

17. Confirmation By-law

R2019-118 Decision: Moved by: S. Dillabough seconded by: H. Cameron that the mover be granted leave to introduce a by-law to adopt, confirm and ratify matters dealt with by resolution and this shall constitute first and second reading thereof.

Carried

R2019-119 Decision: Moved by: S. Dillabough seconded by: H. Cameron that a by-law to adopt, confirm and ratify matters dealt with by resolution be now read a third time and finally passed, signed, sealed and numbered 2019-14.

Carried

18. Adjournment

R2019-120

Page 8 of 9


Decision: Moved by: H. Cameron seconded by: S. Dillabough that Municipal Council does now adjourn at 7:57pm.

Carried

These minutes were adopted by Council this 22nd day of April, 2019.

Mayor Deputy Clerk

Page 9 of 9

EDWARDSBURG CARDINAL PUBLIC LIBRARY BOARD

MINUTES ofMEETING 26 February 2019

CARDINAL, ONTARIO

Present: T. East, D. Robertson, J. MacKinnon, J. Cameron (via Skype), H. Cameron, M.A. Gaylord, P. Tierney

Guest: Peggy Malcolm- Southern Ontario Library Service (SOLS)

Absent: T. Wilson

NOTE: Please note Diary Date Item 7

1. Call to Order

Meeting was called to order at 7:10 PM by Chairman Tim East

2. Disclosure of Interest

None

3. Additions to Agenda

Tim requested adding the topic of the Strategic Plan to the agenda under New Business

4. Minutes of Previous Meeting

Joan raised the item of Pay Equity and advised awaiting Budget approval. Township personnel away for 6 weeks and it was agreed to postpone this item. Joan accepted motion, Dave seconded.

5. Business Arising from Minutes

As noted, Pay Equity ongoing awaiting Budget approval. Township personnel back 28 March. Hugh advised transfer payments are expected from the Province in the full amount.

CEO search will be discussed under Item 7

Margaret Ann advised that she now has all required passwords

Board development training AODA- one still outstanding, to be completed by next meeting

6. Correspondence

E-mail received from Penetanguishene Public Library regarding an unreturned book loan. Dave will pay for the book. A letter has been forwarded to Tammy Wilson requesting a donation from the Cardinal Legion in support ofthe 'Adopt of Computer Program". Tammy will raise at the next meeting of the Legion Board.

7. CEO Search

Guest Peggy Malcolm presented documentation explaining a possible configuration of Library employees, hours of work, duties and responsibilities, and salary ramifications. In her email dated February 19, 2019, Peggy has thoroughly documented the history of the ECPL, applicable Ontario legislation and her detailed review and proposal of how we could proceed. She as well included a rewrite of the Job Description for the Library CEO.

Through review of these documents and Peggy's excellent presentation of the information and advice, several points were raised including:

2.5 hour shifts where the norm now appears to be a minimum of3 the potential for a student position in Spencerville recommendation that the CEO be situated at and work out of the Cardinal Library which would be considered the Head Office with Spencerville as a satellite should there be 3 staff in Spencerville or is the student idea preferable due to providing jobs and training for students, development of young people in the community, etc. is the suggested 10-hour week model for the CEO feasible/reasonable leave review/revision of other staff job descriptions until new CEO is hired as an aside, the current staff in Spencerville (2) do not want increased hours

As there was a lot of solid information provided, it was agreed that Board members would review the information provided by Peggy and forward any comments, suggestions, issues, to Tim within two week (DO 12 March 20 19). This will enable us to finalize the CEO job and job description and proceed with hiring arrangements at the next meeting on 26 March 2019.

8. Treasury Report- D. Robertson

All information has been received and forwarded and the year ended in good stead. All invoices have now been found.

Some discussion ensued as to the flow of the financial system and where and how the Township was involved. Dave advised that he collects the bills, writes the cheques and forwards the information to the Township who inputs the information into their system and produces the required reports.

9. Acting CEO Report- M.A. Gaylord

Margaret Ann has located the annual report information and is working on completing it. She is still looking for the information regarding donations of$1200.00 and will work with Dave to resolve.

Attendance at the Christmas party held at the Cardinal Legion was 140 and should be reflected in statistics for the report.

Margaret Ann has also found last year's Budget and the proposed 2019 Budget

Baby Time was revived in Spencerville, through a willing volunteer, and the first session saw 29 people attending; quite a success and to be continued with the help ofthe volunteer

As mentioned above, a letter requesting a donation from the Cardinal Legion has been forwarded to T. Wilson who will raise at the next Legion meeting.

2018 Report from Friends ofthe Library has been received

Two computer stations are down in Spencerville Library

A water flood occurred in the Spencerville Library basement. Mike Spencer was called and dealt with it; however, Margaret Ann was not notified. Staff were reminded that the CEO must be made aware of all events concerning the Library.

The staff in Spencerville defmitely need more assistance. Neither ofthe two current employees want more hours. The situation should be alleviated with the hiring of the new CEO and the potential student position. In the interim, Margaret Ann will assist as much as possible.

Margaret Ann raised the issue of special programs which take place during March Break and Easter. The issue of staff shortage was discussed and the Board motioned that Margaret Ann would approach the current Spencerville volunteer to ascertain is she would be willing to work 5-10 hours per week to help out with this type of activity. Joan accepted the motion, seconded by Dave, all were in favour.

10. Policy Review

Item still outstanding, Tim will review, nothing to be revised currently

11. New Business/Community Activities

•

Strategic Plan - Tim noted that the current plan will expire in 2021/22 and we will need to review and complete a new one. He would like to have a sub-committee formed comprising of board member(s), staff, Friends of the Library rep(s) and asked that we consider if we wanted to participate. Tim noted that the current Strategic Plan was included in the package from Alexine which we can review. Tim would like to form the sub-committee at the next meeting, however, work on this would start only once the new CEO is on board.

OLA Super Conference - Tim attended the conference and found it very worthwhile. Tim presented a very interesting handout provided by the Markham Library which was used in support of 'why do we have libraries' to their local and business communities. A great tool. Tim also connected with the Brockville Library Chair and has since attended one of their meetings which provided some good ideas for us.

All staff have been advised formally that Margaret Ann is the Acting CEO. Tim asked Margaret Ann if she was willing to continue for another couple of months and she has agreed. In this capacity, she will also assist in the ordering for Spencerville until the new CEO is in place.

Format ofMeetings- Tim raised this topic for discussion with the outcome being all agree to hold meetings in Cardinal, with possibly one or two in Spencerville during the year and would now start at 5 PM and continue being held on the fourth Tuesday of each month. Tim noted that in Brockville, the CEO Report is sent to board members prior to the meeting (one week ahead was agreed upon) enabling members to review the report and then raise only those issues required at the subsequent meeting.

Adopt A Computer Program- Joan advised that we are planning to forward letters to other local business requesting their support of this program. Joan has a list ofbusinesses prepared. It was decided that Joan and Pat would tweak the letter forwarded to the Legion and also include information as to how many computers we have, peripheral equipment, their use, and what is provided to the community through this program.

Margaret also advised that the Prescott Library has a standing contract with PlayitStar in Prescott for computer maintenance and support. It was agreed that this should be looked into further to get something in place for Cardinal and Spencerville.

12. Closed Session- not required 13. Date ofNext Meeting- March 26, 2019, 5 PM, Cardinal Library 14. Meeting adjourned 9 PM

Present:

Regrets:

Staff:

MINUTES PORT OF JOHNSTOWN MANAGEMENT COMMITTEE

MUNICIPAL OFFICE -SPENCERVILLE WEDNESDAY, MARCH 20, 2019

6:30PM

Mayor Patrick Sayeau, Chair Deputy Mayor Tory Deschamps Councillor Hugh Cameron Councillor Stephen Dillabough Councillor John Hunter Mr. Frank McAuley

Mr. Joe Hendriks

Robert Dalley, General Manager Rebecca Williams, Deputy Clerk Rhonda Code, Office Manager

1. Call to Order

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

2. Approval of Agenda

Moved by: J. Hunter seconded by: F. McAuley that Committee approve the agenda as presented.

Carried

3. Disclosure of Pecuniary Interest & the General Nature Thereof- None

4. Delegations - None

5. Minutes of the Previous POJ Committee Meeting

a) Regular Meeting - February 20, 2019

Moved by: H. Cameron seconded by: T. Deschamps that Port Management Committee receives and approves the minutes of Port Management Committee meeting dated February 20, 2019.

Carried

6. Business Arising from Previous PMC Minutes- None

7. Discussion Items

a) Funding - Ontario

Page 1 of 5 Port Management Committee- March 20,2019

lb

It was noted that the Committee discussed the Rural and Northern Ontario Infrastructure funding available during the Public Works/Environmental Services/Facilities meeting on March 18 and decided to select a Township roads project as the candidate for application. It was noted that the Township may only submit one application for funding and due to the Port of Johnstown being owned by the Township, would exclude the Port from submitting a separate application for funding.

There was a brief discussion with respect to other possible funding options, specifically the Port's efforts in acquiring a National Trade Corridor Funding grant. It was noted that the expression of interest was submitted on March 1, 2019 and should be receiving a response within 2-4 weeks. It was noted that the review of the National Trade Corridor Funding application would receive additional points if the Port is able to receive Provincial funding and support.

8. Action/Information Items

a) Operation Manager's Report

Port staff summarized the report and highlighted that the overall grain inventory for the month of February ending at 119,045MT, which is 29,558 MT higher than February 2018. It was noted that this results in an increase in storage revenue compared to February 2018. It was noted that the majority of shipments to the Port in February were non-GMO corn as the bins were recharged once the production grind had ended. Port Staff noted that the Port offered extended hours to lngredion and Greenfield in order to meet their production requirements.

There was a general discussion with respect to the GMP audit. It was noted that the audit took place on March 20 and once the Port receives the required certification, the Port will be able to export grain for the European market. Port staff reported that the audit information is being sent to the Netherlands for review and will take approximately 6-8 weeks before the Port receives the certification.

b) General Manager's Reportrfraffic Report

Port staff outlined the report and noted that there was an overall deficit of $26,000 for the end of February and revenues reaching $302,000. It was noted that the deficit was due to the GMP audit and associated costs. It was noted that the receivables are slightly down due to delays with various vendors. Port staff outlined the business report and noted that the Port needs to review stevedore licensing and fees.

There was a discussion with respect to the Port receiving an inspection compliance report from MOE regarding the handling of loading/unloading salt during a designated maximum wind speed. It was noted that the issue was discussed during the February meeting. Port staff noted that they will be

Page 2 of 5 Port Management Committee - March 20, 2019

meeting with MOE and the stevedore to discuss options. It was noted that Morrisburg recently purchased a device to measure wind speed, which may be an option for the Port to review and consider installing depending on discussions with MOE. It was noted that MOE needs to clarify why they selected 17km/h as the wind speed limit.

Committee reviewed the Traffic report and YTD Stats and noted that two vessels are expected in April.

c) Capital Projects

Committee reviewed the capital projects report. It was noted that Port staff have begun to prepare tender documents for the load spouts. Members confirmed that staff plan to have the rail bridge tender document available to the public for bids by mid-April.

Moved by: H. Cameron seconded by: S. Dillabough that Committee receives and reviews items Ba) Operation Manager's Report, 8b) General Manager's Report/Traffic Report and Be) Capital Projects Report.

Carried

d) Health & Safety

Committee reviewed the health and safety report and confirmed that the Port will begin the substance use training for employees in the coming months.

Moved by: F. McAuley seconded by: J. Hunter that Committee receives and reviews the Health & Safety Report.

Carried

e) Pre-Audit Package & Audited Financial Statement (Draft)

Committee discussed the audit letter, specifically if the letter should be drafted by the Mayor and brought back to Committee for review. There was a brief discussion with respect to making the auditors responsible to look for fraudulent activity when completing the annual audit. There was consensus from Committee to direct the Mayor to draft and circulate the response letter to Committee and the auditors. It was noted that the Financial Statement will be actio ned during the April meeting.

f) Comprehensive Project Proposal

Members noted that the Port will have approximately 6 weeks to complete and submit a comprehensive project proposal for the National Trade Corridor Fund. There was a brief discussion with respect to the professional services and lobbying that would need to take place to support the Ports submission.

Page 3 of 5 Port Management Committee- March 20, 2019

Moved by: S. Dillabough seconded by: H. Cameron that the Port Management Committee recommends that: 1. Council approves an upper limit of $150,000 be allotted to secure the

professional services required to help with the comprehensive project proposal submission under the National Trade Corridor Fund; and

2. Council approve this spending only if the Port is successful in its Expression of Interest submitted on March 1, 2019.

9. Approval of Disbursements- Port Accounts

Moved by: H. Cameron seconded by: F. McAuley that Committee approves payment of Port invoices as circulated.

10. Councillor Inquiries/Notices of Motion- None

11. Chair's Report- None


13. Closed Session

Carried

Carried

Moved by: T. Deschamps seconded by: J. Hunter that Committee proceeds into closed session at 7:16pm in order to address a matter pertaining to:

• A trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization; Specifically: Stevedoring at the Port

• A trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value; Specifically: Minutes of closed session dated June 20, 2018

Carried

Committee recessed for 5 minutes to clear the chamber.

Moved by: F. McAuley seconded by: J. Hunter that the closed meeting does now adjourn and the open meeting of Committee does now resume at 8:34pm.

Moved by: S. Dillabough seconded by: H. Cameron that Committee approves the minutes of closed session dated June 20, 2018.

Carried

Carried


Mayor Sayeau reported that Committee reviewed the minutes of June 20, 2018 and discussed business opportunities and trade secrets. Mayor Sayeau noted that further discussion will take place in April and that no decisions were made during the closed session discussion.

14. Adjournment

Moved by: H. Cameron seconded by: S. Dillabough that the meeting adjourn at 8:40pm.

Carried

These minutes were approved by Port Management Committee this 171h day of April, 2019.

Chair

Qw Deputy Clerk


MINUTES COMMITTEE OF THE WHOLE -ADMINISTRATION & FINANCE

BUDGET MEETING #6 THURSDAY, MARCH 28,2019

6:30PM SPENCERVILLE MUNICIPAL OFFICE

Present: Mayor Sayeau, Chair Deputy Mayor Deschamps Councillor Cameron Councillor Dillabough Councillor Hunter Dave Robertson, Advisory Member

Regrets: Jack Bradley, Advisory Member

Staff: Debra McKinstry, GAO/Clerk Dave Grant, Director of Operations Melanie Stubbs, Treasurer Brian Moore, Fire Chief Mike Spencer, Manager of Parks, Recreation & Facilities Jim Guest, Roads Superintendent Rebecca Williams, Deputy Clerk

1. Call to Order

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


Moved by: J. Hunter seconded by: H. Cameron that the agenda be approved as presented.

Carried


Councillor Hunter declared an interest on item 5c) due to Tackaberry Construction operating a quarry owned by Councillor Hunter.

4. Delegations & Presentations - None

5. Action/Information Items- 2019 Budget

a) 2019 Budget to Date with Reserve Schedule & Updated Capital Plan

Page 1 of 5 Committee of the Whole- Administration & Finance, Budget #6 March 28, 2019

Committee reviewed the reserves and reserve funds and compared it with the year-end adjustments and capital plan. Members confirmed that the adjustments in the low lift reserve, Industrial Park water reserve, and the Spencerville wastewater are surpluses from 2018. There was a brief discussion with respect to the expected deficit in the 2019 Industrial Park wastewater reserve and how the Township is planning to balance the line item by 2020 with rate increases.

Members asked for clarification with respect to the budgeted transfers out of the Public Works reserve. It was noted that an additional $99,000 has been added to the budgeted transfer out as a result of Council directing staff to cover the buyout cost of the excavator with money from the reserve. There was a general discussion with respect to estimated costs for the Smith Road culvert replacement and the Galop Canal rail bridge. It was noted that the new estimate from the engineer indicated that the Smith Road culvert would be in the $200,000 range. It was noted that the tender for the rail bridge closes on April 2 and we will have more solid budget numbers for the next meeting.

b) Pre-Budget Approval- Plow Truck

Members noted their concerns with respect to the Township only receiving a single bid for the plow truck tender. Members noted that advice was sought and information received that if the criteria in the bid meets the tender document then the Township has an implied contract with the single bidder. It was noted that the because the tender specifications were met the Township cannot re-tender.

It was noted that the tender document was developed based on past experience and that the document provided proper information and the bid was within the budgeted amount. There was a brief discussion with respect to joining with the UCLG to possibly receive a better price. It was noted that staff reviewed the UCLG specification, however the required truck specifications were different for UCLG and would likely result in a more expensive truck. Members noted that if the tender is awarded then the fleet would be all International trucks, which would make it easier to maintain spare parts inventory. It was noted that the delivery time is approximately 45 weeks.

Moved by: J. Hunter seconded by: H. Cameron that Committee recommends that Council award the tandem axle snow plow to Rush Truck Centre in Kemptville at a cost of $246,004.80 including non-rebated HST and direct staff to execute the required documents.

Carried

c) Pre-Budget Approval- Hot Mix Paving & Impact of Increased Gas Tax Funding

Councillor Hunter did not participate in the discussion or vote on the matter.


Committee reviewed the report and asked for clarification with respect to the number of culverts and cost break down. It was noted that there are approximately 20 culverts at a cost of approximately $1000 per culvert plus materials. Committee discussed if the culverts should be replaced a year before the hot mix is scheduled in order to avoid any bumps in the road. It was noted that both the Township and UCLG complete the culvert replacements and hot mix during the same year. It was noted that the culvert replacements will be completed in house with the frost taper technique used to reduce the possibility of bumps forming in the spring and fall seasons.

Members confirmed that the Township has worked with Coco Paving in past. It was noted that the Township has worked with the same individual crew members when the business was owned by Cruickshank. Members noted that the report also includes the section of road on Pittston that was originally cut from the budget. It was noted that the staff recommendation proposed is to use the additional money received from the gas tax grant in order to complete the entire Pittston Road project due to the economy of scale factor.

Members highlighted their concern that the changes to the overall budget will still result in a slight tax increase. It was noted that staff have worked to reduce the overall budget and if the action items are approved then it would result in a 1.25% increase. Members discussed the issue of proposing a 0% tax increase and how the additional work could affect the tax rate. Members suggested that the outstanding $70,000 should be found within the operational budget and reduce the increase to 0%.

Moved by: T. Deschamps seconded by: S. Dillabough that Committee defer the final decision on item 5c) and move it to the end of the agenda items.

Carried

d) Latimer Road Project Cancellation - Proposed Budget Changes

Committee reviewed the report and asked for clarification with respect to staff's recommendation of using $50,000 for patching and resurfacing of roads and $25,000 for winter materials. It was noted that due to the difficult winter the Township should be completing repairs and working towards pavement preservation in key areas. Members noted current road conditions and suggested that if the work isn't completed then it will be deferred to another budget year with the same or an increased budget ask due to the repairs not being completed. There was a debate with respect to the suggested 0% increase versus an increase in line with the cost of living increase.

Members suggested that the $70,000 could be taken out of reserves or use a portion of the provincial funding geared towards finding efficiencies and service delivery. It was noted that if the $70,000 is taken out of reserves that it would deplete the reserve to under $200,000. Members debated if the $70,000 should


be taken from the provincial funding and how that may affect the Township reporting. Staff suggested that the discussion be put on hold until after the April 2 tender results for the rail bridge are finalized. There was consensus from Committee to review items 5c) and 5d) at the April 8 Committee of the Whole meeting.

Moved by: T. Deschamps seconded by: H. Cameron that Committee defer discussion of items 5c) and 5d) to the April 8 Committee of the Whole meeting.

Carried

e) Library Budget

Committee reviewed the Library Budget and noted that there is a $2,130 budgeted surplus for 2019. Staff noted that the payroll line item will be less than the budgeted $83,000 due to the reduction of CEO hours. It was noted that all other Township departments were directed to reduce their budget, however there is an increase in spending in the Library. The Library Treasurer provided further explanation to justify the library request of $105,500, noting that computers require upgrading and a pay grid review should be completed.

Moved by: T. Deschamps seconded by: J. Hunter that Committee recommends to Council that the 2019 municipal library board grant be $100,000.

Defeated

There was a brief discussion with respect to the proposed library building repairs in the 2019 budget. It was noted that repairs to the ramp at the Cardinal library is estimated to cost approximately $6,500 to $8,200. Members commented on the Spencerville library location and whether the Township should consider a new location.

Moved by: H. Cameron seconded by: S. Dillabough that Committee recommends to Council that the 2019 municipal library board grant be $105,500.

Carried

6. Question Period

The following questions/comments were raised: • Standard of Care training for Council Members will be a 3-4 hour session • Update on Enbridge pipeline- Township is currently #32 of 31 projects for

the Natural Gas Expansion program

7. Closed Session- None

8. Adjournment


Moved by: D. Robertson seconded by: H. Cameron that Committee does now adjourn at 8:30pm.

Carried

These minutes were approved in open Council this 22nd day of April, 2019.

Chair Deputy Clerk


MINUTES COMMUNITY DEVELOPMENT COMMITTEE

MONDAY, APRIL 1, 2019 6:30PM

SPENCERVILLE MUNICIPAL OFFICE

Present: Deputy Mayor Deschamps, Chair Mayor Sayeau, Ex Officio Councillor Dillabough Shannon Brown Conor Cleary Cody Oatway Chris Ward

Regrets: Greg Modler

Staff: Debra McKinstry, CAO/Cierk Rebecca Williams, Deputy Clerk Wendy Van Keulen, Community Development Coordinator

1. Call to Order

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


Moved by: P. Sayeau seconded by: G. Modler that the agenda be approved as presented.


4. Business Arising from Previous Community Development Minutes - None

5. Delegations & Presentations- None

6. Discussion Items- None


a) Official Plan Open House -April 11, 2019

Committee was informed that the notice of the open house for the proposed official plan taking place on April 11, 2019 from 6:30pm to 8:30pm in the Council Chambers has been circulated to the required public organizations and

Page 1 of 5 Community Development Committee- April1, 2019

/d

advertisements are being distributed through the Township tax insert, local newspaper, and the Township website and social media accounts.

b) Meet Your Council Event -April29, 2019

Staff invited Committee to an upcoming networking event being held on April 29, 2019 in the Council Chambers. It was noted that many local organizations, businesses and community groups have been invited to take part in the event. Staff noted that information with respect to the CIP funding may be available and presented based on responses from those invited.

Members noted that it will be a casual and open event to promote networking and communication among the groups and Committee/Council. Members mentioned that the Rural Economic Development program may have funding available for projects.

c) Free Tree Day in Partnership with SNC

It was noted that the Township has partnered with SNC to host a free tree day in the Township. Members noted that the trees will be given out on a first come first serve bases with a mix of potted and seedlings available. It was noted that the date and location is yet to be determined due to awaiting confirmation as to when SNC will be delivering the trees.

d) Application for Site Plan Control Agreement (Rust)

Staff summarized the report noting that Shared Network Canada who originally planned to build a telecommunication tower on Hands Road has now selected a new location on Brouseville Road. It was noted that telecommunication towers are not subject to the zoning regulations as the towers fall within federal jurisdiction.

It was noted that Shared Network Canada has provided the required notice to the public and surrounding neighbouring properties. Members suggested that the Township include the advertisement notice on the Township website and social media. Members enquired if there were any limitations with respect to how close telecommunication towers can be to other operating towers. It was noted that Industry Canada sets the minimum distance, believed to be 4km.

Moved by: C. Oatway seconded by: P. Sayeau that Committee recommends that Council enter into a Site Plan Control Agreement with James Rust.

Carried

e) Application for Rezoning 208 Dobbie Road (Killick)


Staff summarized the report and noted that the severance application resolution including conditions was passed at the April Council meeting and is now being considered by the UCLG. It was noted that the property owner wishes to expedite the process to rezone the land to prohibit residential use and receive a minor variance to address size deficiencies.

Moved by: C. Cleary seconded by: S. Dillabough that Committee recommends that the Township proceed with scheduling a public meeting date, once the Counties have issued provisional consent on the severance application. A public meeting notice will then be prepared, together with a draft zoning by-law amendment and a final report. The minor variance application to the Committee of Adjustment could proceed concurrently with the rezoning amendment application.

Carried

f) Application for Rezoning 331 Walter St (Hartle)

Staff summarized the report and noted that the property owner has requested to rezone the location from institutional to main street commercial/residential to match the neighbouring zoning. Members enquired if the intent of the current property owner is to rezone and sell the property to be converted into apartments. It was noted that there is the possibility that the owner may sell the property, however there is currently a hair salon/barber shop in one unit of the building.

Members discussed prohibiting any future residential use of the building due to its proximity to the main street commercial area. It was noted that the main street commercial/residential rezoning appears to be the appropriate approach for the property. Requiring the building to be main street commercial would prevent ground floor units from becoming apartment units. Members noted that if the property is restricted to main street commercial then it may prevent someone from using the building as a home-based business.

Moved by: P. Sayeau seconded by: C. Ward that Committee refers the report back to staff for further consultation with the property owner with respect to rezoning the property to main street commercial.

Carried

g) Application for Site Plan Control Amendment of 51 Centre Street and Rezoning Adjacent Vacant Parcel

Committee reviewed the report and noted that the site plan control agreement must be amended to accommodate the proposed building addition. It was noted that the vacant land would require rezoning to allow for continued use as open storage. Members confirmed that an amendment to the site plan would require Council approve through a by-law amendment. Committee discussed the need


for a special Council meeting before the regular meeting on April 22 to expedite the process and allow for staff to proceed with issuance of a building permit. It was noted that the Building Official can review the building permit application in the intervening period in an effort to have the permit ready once the amendment is approved at the regular Council meeting. Members confirmed that the rezoning public meeting will take place on May 61h before the regular meeting.

Moved by: C. Cleary seconded by: S. Brown that Committee recommends that Council proceed with the site plan amendment application as the applicant has provided the following details that are required with respect to the site plan:

• Confirmation there will be no open storage on the front parcel that is currently zoned MCR

• Revised site plan showing the following information • Legal property boundary dimensions • Clarify building setbacks • Dimensions of the addition • Dimensions of the parking spaces

Carried

Moved by: C. Cleary seconded by: C. Oatway that Committee recommends that the Township staff proceed with scheduling a public meeting date for the zoning amendment application. A public meeting notice will be prepared, together with a draft zoning by-law and a final report. Following the amendment, the site plan will be amended to incorporate the rear lot lands into the site plan approval.

Carried

8. Inquiries/Notices of Motion

Members discussed the Committee mandate, specifically with respect to involvement in recreation facilities and activities. It was noted that the Committee may bring ideas to the table to be discussed and if an action is recommended then Council can review and determine if the recommendation is something that the Township should be pursuing. Members suggested that the Township could prepare a survey to be distribute throughout the Township for feedback and ideas with respect to recreation and programming. There was a brief discussion with respect to funding such projects, including the suggestion to use the provincial modernization funding to complete a survey or hire a consultant to collect feedback.

Members noted that past surveys completed by the Township with respect to recreation did not provide much in the way of useable feedback. It was noted that the role of the Committee Members is to go out into the community and act as advocates for the Township's programs and facilities. Members noted that there is a lack of programs and services available to youth and seniors in the Cardinal area, with some residents travelling to Prescott and Brockville.

Page 4 of 5 Community Development Committee- April 1, 2019

Members requested that a discussion item be added to the May meeting regarding the provincial modernization funding money. It was requested that the funding notice be provided to Committee well in advance of the May meeting.

Mayor Sayeau provided a brief update with respect to the Ontario Job Site Challenge. It was noted that the province is looking for the land to be appropriately zoned for industrial business. The area in question would need to be brought in line with the UCLG official plan as a designated significant employment area. Staff was requested to prepare a report with respect to the process to accomplish this.



11. Adjournment

Moved by: C. Oatway seconded by: C. Ward that Committee does now adjourn at 7:46pm.

Carried


Chair Deputy Clerk


MINUTES COMMITTEE OF THE WHOLE -ADMINISTRATION & FINANCE

MONDAY, APRIL 8, 2019 6:30PM

SPENCERVILLE MUNICIPAL OFFICE

Present: Mayor Sayeau, Chair Councillor Cameron Councillor Dillabough Councillor Hunter Jack Bradley, Advisory Member Dave Robertson, Advisory Member

Regrets: Deputy Mayor Deschamps

Staff: Debra McKinstry, CAO/Cierk Dave Grant, Director of Operations Melanie Stubbs, Treasurer

1. Call to Order

Mayor Sayeau called the meeting to order at 6:30pm, noting that Deputy Mayor Deschamps had sent his regrets.


Moved by: J. Hunter seconded by: H. Cameron that the agenda be approved as presented.

Carried


Councillor Hunter declared pecuniary interest in item ?e) Hot Mix Paving PreBudget Approval as the required gravel will be drawn from a quarry owned by him. Councillor Hunter did not participate in the discussion or vote on the matter.

Mr. Robertson declared indirect interest in item 6b) Community Grants and Donations as he is the Treasurer of the Grenville Historical Society. As the Grenville Historical Society was not an applicant to the program, he later determined that declaration of interest was not necessary.

Councillor Dillabough declared indirect interest in item 6a) and 6b) Community Grants and Donations as he is the Chair of one of the applicants, Cardinal Youth Centre. Councillor Dillabough did not participate in the discussion or vote on the matter.

Page 1 of 7 Committee of the Whole- Administration & Finance, April 8, 2019

4. Business Arising from Previous Committee of the Whole

A typographical error was noted.

5. Delegations and Presentations

a) South Grenville Bluegrass Festival - Funding Request

Mr. Kim Wallace was present to outline the history, impact and needs of the Festival. He discussed the success of the event and its impact on the community, noting a steady growth in attendance over the previous five years.

Members inquired as to band selection, number of attendees, admission fees, and grants from other sources. Mr. Wallace was thanked for his presentation and advised that the application would be discussed later on the agenda.

b) Connect Youth- Funding Request

Ms. Victoria Robertson was present to provide information on the history of the group, as well as programs offered and number of people served.

Members asked about other sources of funding, staffing and after-hours outreach. Ms. Robertson was thanked for her presentation and advised the application would be discussed later on the agenda.

6. Discussion Items

a) 2019 Grants and Donations

Councillor Dillabough did not participate in the discussion or vote on the matter.

Committee reviewed the requests noting that there was a total of $31,576 in cash donations requested, and that the draft budget line item was $10,000. The value of in kind donations was also highlighted ($21 ,417).

Committee discussed the grant program criteria and reviewed requests received and the results of the 2018 program.

Consensus was reached to award community grants and donations as follows:

Organization Grants & In-kind Donations Requested

Spencerville English Country Dance $ 200.00 +in-kind Club Spencerville Mill Foundation $ 900.00 +in-kind ArtScene $ 500.00


Spencerville Business & Community $ 200.00 +in-kind Connections St. John's Choir $ 400.00 Cardinal Community Festival $ 900.00 Committee South Grenville Bluegrass Festival $2,000.00 +in-kind Cardinal Youth Centre Inc. $ 900.00 +in-kind Connect Youth Inc. $ 900.00 Skip Ventures $ 0.00 +in-kind Spencerville Skating Club $ 500.00 +in-kind First Responders United Outreach $ 900.00 Ministry Food For All Food Bank $ 400.00 +in-kind Edwardsburgh Union Loyal Orange $ 0.00 Lodge Cardinal Community Action Committee $ 500.00 +in-kind

South Edwardsburgh Recreation $ 400.00 +in-kind Association Spencerville & Area Stray Cats TNR $ 0.00 Project Johnstown A TV Club $ 0.00 Grenville Federation of Agriculture +in-kind Friends of the E/C Library +in-kind St. Lawrence River Institute of Env. $ 400.00 Sciences Total $10,000.00

b) MMAH Municipal Funding Allocation

Members discussed the Modernization Funding recently announced by the Provincial Government. The Minister's letter was introduced. The Chair requested ideas from Committee members, noting it was intended that full discussion of ideas would come at a later date.

Members discussed the possible motivations for the unexpected funding, noting the possibility of reductions in other funding streams such as OMPF in future years.

There were several ideas introduced for opportunities to streamline services and reduce costs:

• Partnering with the United Counties of Leeds & Grenville for purchasing and tendering or other services

• Service review study to identify areas for cost savings

Page 3 of 7 Committee of the Whole - Administration & Finance, April 8, 2019

• Shared services among neighbouring municipalities, such as fire protection, specialized equipment, snow plow route optimization, recreation facilities

• Studies and surveys for service enhancement • Single tier (county) municipality.

The chair noted that the item was on the agenda for discussion at County Council on April 9. No input had been requested from staff at the Township or County level to this point.


a) International Building Safety Month

Moved by: H. Cameron seconded by: D. Robertson that Committee recommends that Council support public awareness of building safety by proclaiming the month of May 2019 as International Building Safety Month in the Township of Edwardsburgh Cardinal.

Carried

b) 1st Quarter Treasury Report

Committee reviewed the report and sought clarification with respect to the Planning and Drainage Accounts liabilities as well as the Long Term Debt repayment schedule.

c) Assessment Risk- Giant Tiger

Committee reviewed the Treasurer's information with respect to an assessment appeal for the Giant Tiger development and noted the need to be aware of the possibility for budgeting purposes. The Treasurer noted that the Counties (Dave Publow and John Simpson) would be taking the lead on the matter.

d) Pre-Budget Approval for Hot Mix Paving

Councillor Hunter did not participate in discussion or vote on the matter.

Committee reviewed the action item and confirmed that the suggested contingency amount is sufficient.

Moved by: J. Bradley seconded by: S. Dillabough that Committee recommends that Council:

1. Use the one-time top-up of the Federal Gas Tax in 2019 to complete an additional1.8 km section of Pittston Road from CR 22 to Hutton Road; and

2. Award the Hot Mix Resurfacing Tender EC-PW-19-04 to Coco Paving Ltd. At a cost of $910,303.24 including non-rebated HST; and


3. Authorize staff to execute contract documents and approve $3,696.76 as contingency to be used at the Director of Operations' discretion, should any unforeseen issues arise during the project.

Carried

e) Latimer Road Project- Proposed Budget Changes

Committee discussed the recommendation to re-allocate funding from the capital budget for Latimer Road to the operations budget for patching and resurfacing as well as winter materials.

Moved by: J. Hunter seconded by: S. Dillabough that Committee recommends that Council:

1. Defer the $75,000 for the Latimer Road project in 2019; and 2. Reallocate the $75,000 to operational expenses by increasing the

patching and resurfacing line 35-5616 by $50,000 and winter materials line 38-5626 by $25,000.

Defeated

f) 2019 Budget

Committee discussed the impact of the various recommendations made thus far and noted that the Galop Canal bridge tender results were lower than the budgeted amount by approximately $30,000.

Moved by: J. Bradley seconded by: S. Dillabough that staff is directed to bring forward to final Budget Meeting #7 on April 18 a balanced 2019 operational and capital budget based on a zero percent increase in the municipal tax rate and presented in full departmental detail, and with complete capital budget detail showing source of funds for each capital project.

Carried


Mayor Sayeau presented a notice of motion requiring the that the Modernization Funding be segregated into a special reserve fund and requested that it be discussed at the Committee of the Whole Public Works/Environmental Services/ Facilities Meeting on April 15.

Mayor Sayeau inquired about the status of the application to the Rural and Northern stream of the ICIF.

9. Mayor's Report

Mayor Sayeau reported on the following:


• Correspondence received from Enbridge Gas on March 28 noting a merger with Union Gas. In conversation with various gas company representatives he has been assured that the expansion of services in EC is still being considered.

• A further meeting has been held with fund raisers for the Prescott arena project. There may be further discussions on the subject after Easter with representatives from the three municipalities (EC, Augusta and Prescott) in attendance.

• Reminder of the Giant Tiger DC Tour planned for April 22 at 4:00pm. • Counties Council is applying for funding for the expansion of County Road

43 under the Rural & Northern Stream of ICIF. • There will not be a naval vessel at Port Day this year. • Greenfield Ethanol has spearheaded an Earth Day clean up planned for

April 22 from 12:30 to 1 :30 pm in the Industrial Park area.


11. Closed Session

Moved by: D. Robertson seconded by: H. Cameron that Committee of the Whole proceeds into closed session at 9:10 pm in order to address a matter pertaining to acquisition or disposition of land by the municipality or local board, specifically industrial land and closed session minutes dated March 11, 2019.

Carried

Committee recessed for five minutes to clear the chamber.

Moved by: H. Cameron seconded by: J. Hunter that the closed meeting does now adjourn and the open meeting of Committee of the Whole does now resume at 9:20pm.

Carried

Committee reviewed the minutes of the March 11, 2019 and received an update from the CAO on a matter. Committee reviewed a proposed Agreement of Purchase and Sale for lands in the Industrial Park area.

Moved by: H. Cameron seconded by: S. Dillabough that Committee of the Whole approves the minutes of the closed session dated March 11, 2019.

Carried

Moved by: J. Hunter seconded by: S. Dillabough that Committee recommends that the Agreement of Purchase and Sale be forwarded to the property owner for consideration.

11. Adjournment

Carried

Page 6 of7 Committee of the Whole- Administration & Finance, AprilS, 2019

Moved by: D. Robertson seconded by: J. Bradley that Committee does now adjourn at 9:25 pm.

Carried


Chair Clerk

Page 7 of 7 Committee of the Whole- Administration & Finance, AprilS, 2019

MINUTES COMMITTEE OF THE WHOLE

PUBLIC WORKS, ENVIROMENTAL SERVICES & FACILITIES MONDAY, APRIL 15, 2019

6:30PM SPENCERVILLE MUNICIPAL OFFICE

Present: Councillor Cameron, Chair Mayor Sayeau Councillor Dillabough Councillor Hunter Robin Crawford, Advisory Member Mark Packwood, Advisory Member

Regrets: Deputy Mayor Deschamps

Staff: Debra McKinstry, GAO/Clerk Dave Grant, Director of Operations Rebecca Williams, Deputy Clerk Brian Moore, Fire Chief

1. Call to Order

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


Moved by: P. Sayeau seconded by: M. Packwood that the agenda be approved as amended to add item 6c) Rural and Northern Fund Application Update.

Carried

3. Disclosure of Pecuniary Interest & the General Nature Thereof- None

4. Business Arising from Previous Committee of the Whole - Public Works, Environmental Services & Facilities

Members noted that Township participation in the Fort Town Night Run event and confirmed that the Township has received the SNC annual report.

There was a brief discussion with respect to the progress made by the Johnstown A TV Club installing the swamp mats on the unmaintained road allowance.

5. Delegations and Presentations

Page 1 of 7 Committee of the Whole - PW/ES/ April 15, 2019

/t

a) District Health Unit- Introduction & Strategic Plan

Ms. Hess, Director of Healthy Living and Development, and Ms. Allwright, Municipal Public Health Nurse (MPHN) Liaison, from the Lanark Leeds and Grenville District Health Unit provided Committee with presentations with respect to the strategic plan and the role of the MPHN liaison. Ms. Hess reviewed the mission statement, role of the public health unit, determinants of healthy living, population health goals for various sectors of the public, and key strategies.

Committee briefly discussed the importance of proper immunization records and how the current measles outbreak can affect members of the public. It was noted that the Health Unit provides education tools to the public to promote healthy communities and inform schools about immunization program results. There was a brief discussion with respect to other services provided by the Health Unit, specifically restaurant inspections and pre-natal/healthy babies programs. Ms. Hess outlined the current programs offered for every mother and child, along with at risk case programs.

Ms. Allwright outlined her role and responsibilities as the MPHN liaison for the Township and surrounding municipalities. Ms. Allwright noted that the MPHN liaisons encourage municipalities to collaborate with the health unit to assist in reviewing and updating municipal plans, transportation, substance use policies, recreation planning, environmental factors, and health equity.

Members suggested that a liaison may be able to speak with a local youth group about substance use prevention and bike helmet safety. There was a brief discussion with respect to the local Health Unit and the Canadian Food Inspection Agency responsibility of inspecting and enforcing food safety regulations in wholesale and trucking industries as well as the latest Canadian Food Guide.

Committee thanked Ms. Hess and Ms. Allwright for their presentations.

b) Wayne Porter- Sewer Charges at 2058 Dundas St. Cardinal

Mr. Porter requested that Committee consider dropping the sewer charges by $211.16 for his property located at 2058 Dundas St due to an undiscovered leak between two basement walls. Mr. Porter explained the construction of the house and how the leak had gone unnoticed before the higher metered water charges were incurred. It was his opinion that the leaked water was not treated by the sewer system and therefore he should not be charged for sewage on that portion of his bill.

Committee noted that the item will be further discussed at item ?a on the agenda.


6. Discussion Items

a) Johnstown Servicing Survey

Committee reviewed the draft survey letter and confirmed that the Johnstown water MCEA completed at $125,000 is a comparable cost to what is expected for the Johnstown sewer MCEA. There was a discussion with respect to the number of households in Johnstown that would receive the survey. It was noted that staff will review and confirm the total number of property owners in Johnstown that are to receive the survey based on the survey area shown on the map attached to the information item.

Members debated about the percentage of returned letters and percentage of letters that indicate "yes" for the project to proceed. Members suggested that the survey could be hand delivered and picked up for each household to confirm that residents are aware of the survey and effects the study may have.

Members requested that a paragraph be added to the survey letter to clarify that if the survey responses indicate support for the MCEA study and a sewage system is installed, the expense will be fully borne by the property owners and will be significant. Members noted that due to the implications and costs of the study as well as the potential for future construction costs, a high percentage of returned letters as well as responses indicating "yes" is required. It was noted that staff will bring the draft survey letter back for review at the May meeting with clarifications as requested.

b) Motion to Establish Reserve Fund for Modernization Grant

Moved by: J. Hunter seconded by: M. Packwood that the following motion be considered at the next regular Council meeting:

WHEREAS the Township of Edwardsburgh Cardinal has been informed by letter dated March 20, 2019 over the signature of the Minister of Municipal Affairs and Housing that it will be receiving a one-time provincial government grant in the amount of $584,335.00 for the express purpose of taking steps to become more efficient in the delivery of our services; and WHEREAS the Minister's letter recognizes "that transforming service delivery and identifying more modern, efficient ways of operating is critical and complex work" and "that many of Ontario's small and rural municipalities may have limited capacity to plan and manage transformation, depending on the resources they have available and how far they have moved on their own modernization agendas" and that the government is "providing a one-time payment in the 2018-2019 fiscal year to support small and rural municipalities' efforts to become more efficient and reduce expenditure growth in the longer term"; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Edwardsburgh Cardinal directs that these funds once received

Page 3 of 7 Committee of the Whole- PW/ES/ April15, 2019

be immediately transferred to a dedicated reserve fund for use only as outlined and intended in the Ministerial letter and that funds be removed from this reserve fund only by resolution of Council in payment of invoices directed to these purposes.

Carried

c) Rural & Northern Fund Application Update

Committee noted that the application process has been clarified and that the Township is only eligible to apply for a project that is continuous, i.e. where the components of the project physically touch or intersect. Members discussed the pros and cons of selecting Cedar Grove vs. Rooney Road for the funding application. Members noted that there are currently higher traffic and accident counts on Cedar Grove, however Rooney would be a more expensive project and therefore it maybe more beneficial to apply for funding for the more expensive project.

Members discussed the future maintenance of Cedar Grove versus Rooney, specifically with respect to the fact that Rooney would be upgraded from a gravel to paved road and therefore reduce future maintenance costs. Members noted the various sub grading and culvert drainage concerns on both roads, along with possible road widening needs. It was noted that Rooney is listed on the Township roads needs study as a lower priority than Cedar Grove.

Staff noted other applications from municipalities within the UCLG and the limited funding that may be available. It was noted that the Township may only apply for a maximum of $5million funding. It was noted that drainage and storm water works are not eligible for the funding, however staff interpret the criteria to fund cross culverts under the road project. There was consensus from Committee to pursue an application submission for Rooney Road through the Rural and Northern funding stream.


a) Sewer Charges at 2058 Dundas St. Cardinal

Staff highlighted that the Township has a policy to not grant reductions for water leaks. Members noted that both Township staff and Rideau St. Lawrence were quick to identify that there may be an issue as a result of a possible leak and notified the property owners by letter on two occasions.

Mr. Porter advised that the notification letters were unfounded and that he was told by RSL that the increase was likely due to a toilet running at night. He noted that it wasn't until the bill increased substantially that he discovered a leak. Committee noted that there is a policy in place with respect to requests to reduce

Page 4 of7 Committee of the Whole- PW/ES/ April15, 2019

sewer charges and that it has been past practice for Council to maintain policy procedures.

Moved by: M. Packwood seconded by: S. Dillabough that Committee recommends that Council maintain the sewer charges previously billed to 2058 Dundas St. Cardinal.

Carried

b) 1st Quarter Fire Department Report

Staff summarized the report and noted that there are nine new recruits with seven of them at Station 2. Members highlighted the number of online training courses completed by firefighters during the first quarter. Committee thanked the Fire Department and Fire Chief for organizing the presentation recognizing lngredion's support for the local fire department and for the efforts of the volunteer fire fighters.

c) 1st Quarter Operations Report

Committee reviewed the report and discussed the brush and leaf pickup schedule, including the types of bags allowed to store the debris. Committee discussed the number of dump punch cards sold at the transfer station site. It was noted that the revenue has remained fairly consistent.

Members confirmed that the Christmas trees picked up are burned at the transfer station site due to the community no longer hosting a bonfire. Committee reviewed section 3 of the report and confirmed that staff has resampled the Cardinal Water System HPC due to the high sample result in March.

d) Ontario One Call -Alternate Locate Agreements

Staff provided a brief summary of how the locate request process is currently designed and how the new alternate locate agreements will improve and streamline the process. It was noted that the Environmental Services Department will respond and monitor the locate requests that are in the vicinity of Township infrastructure. Members confirmed that the locate protocol only permits excavations to take place by hand operated equipment and must not exceed a maximum depth of 12 inches.

Moved by: J. Hunter seconded by S. Dillabough that Committee recommends that Council: 1. Authorizes staff to establish alternate locate protocols with contractors, on a

case by case basis, where potential infrastructure damage risks are low; and 2. Authorize staff to execute the required agreement documents.

Carried

Page 5 of 7 Committee of the Whole - PW/ES/ April15, 2019

e) Galop Canal Bridge Railing Replacement Pre-Budget Approval

Committee reviewed the tender report and asked for clarification with respect to the financial breakdown. It was noted that only a small portion of the HST is payable by the Township which is included in the recommendation and therefore shows a different total than the tender results. Members asked for clarification with respect to the use of contingency funds and whether there is a contract in place with the engineering firm for the contract administration work. It was noted that the contingency is used if there are any necessary change orders issued. Staff confirmed that the engineering firm charges on a per hour basis for the contract administration and the cost is estimated.

Moved by: P. Sayeau seconded by: R. Crawford that Committee recommends that Council: 1. Award the Galop Canal Bridge Railing replacement to OW Building

Restoration Services Inc. at a cost of $97,468.50 including non-rebated HST; and


Carried

f) Municipal Smoking Policy Update

Committee reviewed the proposed new municipal smoking policy and confirmed that the Smoke Free Ontario Act fines are issued by the Health Unit Inspector, with the fines being processed through the Provincial Offences Act and a portion of the fine being remitted to the Township. Members enquired how the public will be aware that they could be fined. It was noted that appropriate signage will be placed in public areas.

Moved by: P. Sayeau seconded by: J. Hunter that Committee recommends that Council adopt the Municipal Smoking Policy as attached.

Carried

g) Grader Repair Update

Committee reviewed the update and enquired what alerted the operator to a possible problem with the equipment. It was noted that the operator noticed a change in noise/sound and had the equipment reviewed by Strongco immediately, thus saving a potentially more expensive repair.

There was a brief discussion with respect to the budget line exceeding the budgeted amount. It was noted that the budget line item may be over expended and the overage by covered from somewhere else in the overall department budget. Members confirmed the rental cost of equipment being used in its place.



Councillor Cameron noted that the May meeting will be held on Tuesday, May 21 as a result of the Victoria Day holiday.

9. Mayor's Report

Mayor Sayeau reported the following: • lngredion has purchased Benson School property and will be fencing the

entire school grounds plus the parking lot across the street • Attended a Queens University presentation on April 13 with respect to

soybean processed for world markets • Corridor 2030 Report has been released



12. Adjournment

Moved by: M. Packwood seconded by: S. Dillabough that Committee does now adjourn at 8:56 pm.

Carried


Chair Deputy Clerk

Page 7 of? Committee of the Whole - PW/ES/ April 15, 2019

TOWNSHIP OF EDWARDSBURGH CARDINAL

Resolution Number: 2019- _____ _

Moved By:----------

Seconded By:----------

April 22, 2019

COPY THAT Municipal Council awards the tandem axle snow plow tender to Rush Truck Centre in Kemptville at a cost of $246,004.80 including non-rebated HST and direct staff to execute the required documents, as recommended by Committee of the WholeAdministration & Finance.

o Carried o Defeated o Unanimous

Mayor: __________ _

I RECORDED VOTE REQUESTED BY:

NAME YEA NAY

Councillor H. Cameron

CouncillorS. Dillabough

Councillor J. Hunter

Deputy Mayor T. Deschamps

Mayor P. Sayeau

TOTAL

I


Resolution Number: 2019- ______ _

Moved By:-----------

Seconded By:-----------

April22, 2019

COPY THAT Municipal Council awards the Community Grants & Donations as follows for the 2019 program:

Organization Grants & Donations In-kind Requested Spencerville English Country Dance Club $ 200.00 +in-kind Spencerville Mill Foundation $ 900.00 +in-kind ArtScene $ 500.00 Spencerville Business & Community Connections $ 200.00 +in-kind St. John's Choir $ 400.00 Cardinal Community Festival Committee $ 900.00 South Grenville Bluegrass Festival $2,000.00 +in-kind Cardinal Youth Centre Inc. $ 900.00 +in-kind Connect Youth Inc. $ 900.00 Skip Ventures $ 0.00 +in-kind Spencerville Skating Club $ 500.00 +in-kind First Responders United Outreach Ministry $ 900.00 Food For All Food Bank $ 400.00 +in-kind Edwardsburgh Union Loyal Orange Lodge $ 0.00 Cardinal Community Action Committee $ 500.00 +in-kind South Edwardsburgh Recreation Association $ 400.00 +in-kind Spencerville & Area Stray Cats TNR Project $ 0.00 Johnstown A TV Club $ 0.00 Grenville Federation of Agriculture +in-kind Friends of the E/C Library +in-kind St. Lawrence River Institute of Env. Sciences $ 400.00 Total $10,000.00


Mayor: __________________ _

I RECORDED VOTE REQUESTED BY: I NAME YEA NAY


Councillor S. Dillabough



Mayor P. Sayeau

TOTAL

TOWNSHIP OF EDWARDSBURGH CARDINAL April 22, 2019

Resolution Number: 2019-------Moved By:-----------Seconded By: _________ _ COPY WHEREAS May, 2019 is recognized as International Building Safety Month; and

WHEREAS the Municipalities of Ontario are encouraged to support and recognize the critical role their Building Departments and Building Officials play in maintaining and improving public safety; and

WHEREAS the Municipal Building Departments of Ontario have been involved in extensive training upgrades to meet the new regulatory requirements of the Ontario Building Code Act; and

WHEREAS the Ontario Building Officials Association continually represents the needs of Building Departments and their Municipalities; and

WHEREAS the Ontario Building Officials Association has developed an International Building Safety Month promotional poster to promote the profession of Building Official; and

WHEREAS the Council of the Corporation of the Township of Edwardsburgh Cardinal deems it appropriate to recognize the dedication and commitment of its Building Department.

NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Edwardsburgh Cardinal hereby proclaims May, 2019 as International Building Safety Month.

AND FURTHER that Council acknowledges the professionalism of Building Officials and their dedication to Public Safety.


Mayor: ________________ _


NAME YEA NAY





Mayor P. Sayeau

TOTAL

I


Resolution Number: 2019-------

Moved By:----------


THAT Municipal Council:

April 22, 2019

COPY

1. Use the one-time top-up of the Federal Gas Tax in 2019 to complete an additional 1.8 km section of Pittston Road from CR 22 to Hutton Road; and

2. Award the Hot Mix Resurfacing Tender EC-PW-19-04 to Coco Paving Ltd. at a cost of $910,303.24 including non-rebated HST; and


As recommended by Committee of the Whole- Administration & Finance.


Mayor: _________ _


NAME YEA





Mayor P. Sayeau

TOTAL

NAY I

TOWNSHIP OF EDWARDSBURGH CARDINAL April 22, 2019


Moved By:------------Seconded By: __________ _ COPY

WHEREAS the Township of Edwardsburgh Cardinal has been informed by letter dated March 20, 2019 over the signature of the Minister of Municipal Affairs and Housing that it will be receiving a one-time provincial government grant in the amount of $584,335.00 for the express purpose of taking steps to become more efficient in the delivery of our services; and

WHEREAS the Minister's letter recognizes "that transforming service delivery and identifying more modern, efficient ways of operating is critical and complex work" and "that many of Ontario's small and rural municipalities may have limited capacity to plan and manage transformation, depending on the resources they have available and how far they have moved on their own modernization agendas" and that the government is "providing a one-time payment in the 2018-2019 fiscal year to support small and rural municipalities' efforts to become more efficient and reduce expenditure growth in the longer term";

NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Edwardsburgh Cardinal directs that these funds be immediately transferred to a dedicated reserve fund for use only as outlined and intended in the Ministerial letter and that funds be removed from this reserve fund only by resolution of Council in payment of invoices directed to these purposes.


Mayor: _________________ _

l RECORDED VOTE REQUESTED BY:

NAME YEA NAY





Mayor P. Sayeau

TOTAL

I

TOWNSHIP OF EDWARDSBURGH CARDINAL ~~


Moved By:-----------

Seconded By:-----------

THAT Municipal Council:

April 22, 2019

COPY 1. Authorizes staff to establish alternate locate protocols with contractors, on a case by

case basis, where potential infrastructure damage risks are low; and 2. Authorize staff to execute the required agreement documents.

As recommended by Committee of the Whole- Public Works, Environmental Services & Facilities.


Mayor: _________________ _

l RECORDED VOTE REQUESTED BY:

NAME YEA NAY


Councillor S. Dillabough



Mayor P. Sayeau

TOTAL

I

TOWNSHIP OF EDWARDSBURGH CARDINAL '{() April 22, 2019


Moved By:-----------Seconded By: _________ _ copy THAT Municipal Council:

1. Award the Galop Canal Bridge Railing replacement to DW Building Restoration Services Inc. at a cost of $97,468.50 including non-rebated HST; and


As recommended by Committee of the Whole- Public Works, Environmental Services & Facilities.


Mayor: _________ _


NAME YEA NAY





Mayor P. Sayeau

TOTAL

I



Moved By:----------


April 22, 2019

COPY WHEREAS the Township of Edwardsburgh Cardinal recognizes the importance of Emergency Management in Ontario; and

WHEREAS the goal of Emergency Preparedness Week is to increase awareness of individual, family, and community preparedness with this year's theme: "Are You Ready?"; and

WHEREAS the safety of our community is the responsibility of each and every one of us and we must prepare now and learn how to secure a strong and healthy tomorrow.

NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Edwardsburgh Cardinal hereby proclaims the week of May 5-11, 2019 to be Emergency Preparedness Week and encourages all citizens to participate in educational activities on emergency preparedness.


Mayor: _____________ _


NAME YEA NAY





Mayor P. Sayeau

TOTAL

I

Port of Johnstown 2018 Year End Review

lWP I ~c~ EDWARDSBURGH CARDINAL

Port of Johnstown

Date: Jan. 16,2019

Total Cargo 2018

Total cargo processed at the port in 2018 totaled 1,284,692 metric tons and is the second highest year on record for the port. Compared to 2001 when the township first took over operations oft he port, cargo has increased from an average of 810,513 mt to 1,183,661 mt., an inci·ease of over 45% and the trend continues to move in a positive direction.

Average Cargo 2001 to 2009 = 810,513 mt Average Cargo 2009 to 2017 =·1,183,661 mt An average increase of 373,148 mt (46%)

1,600,000

1,400,000

1,000,000

800,000

600,000

400,000

200,000

Total Cargo Trend 2001-2018

2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 201!1 2014 2015 2016 2017 2018

2

Cargo Transp01iation Trends for 2018 Cargo is received and shipped by three dift"erent transportation modes: marine, uuck and rail. Marine (65%) continues to lead the way as the mode of transport preferred for bulk products in and out of the port, followed by trucking (34%) and then raH (1 %).

.1,1500,QOO

1,400,000

1,200,000

1,000,000

100,000

600,000 --

~,000 -

lOO,OOO -

r:::::ITruck

• Rill a:J Mil'lne - Tot1l

1,000,000

900,000

800,000

700,000

600,000

500,000

400,000

300,000

200,000

100,000

_ I,

r-- -,_ 2010

41J,IS5

24,155

641,686

1,12!1,674

r-,r

i

1--

,_ 2011

402,515

29,151

560,957

tii2,5:U

Total Cargo Processed by Transport Mode 2010-2018

-

-

1":

- _ -_ 1-

t- r-- t- 1- 1- 1-

'""" Ill

2012 2015 2014

48t,74S 44o,725 SI3,S89

u,ses 50,157 7t,S71

548,564 689,2SS 758,782

1,()49,700 1,160,81& 1,221,542

Cargo by Tranport Mode 2001-2018

1-- -

- -

'2015

461,112

19,847

861,277

1,556,106

~

- - - 1-

- - r- 1-

2011 2017

!508,Dt7 41$,7!15

17,215 5,557

724,702 781,055

1,248,012 1,209,405

2001 2002 2003 2004 2005 2006 2007 2008 2009 2,010 20112012 2013 2014 2015 2016 2017 2018

- Truck - Rail - Marine

1-

1-- -l'i

- I! -t

2018

417,541

2,412

7t5,125

1,284,176

3

Marine Business Report

Cargo

The Port recorded its second highest year with a total of 795,123 metric tons of cargo processed over the docks. The Radcliffe R. Latimer owned by AlgomCI Central was the last vessel to atrive on · December 25, 2018 discharging a load of salt.

Marine CarJO Breakdown 201G-2018

1,000,000

900,000 /"-.. 800,000 _......,..

700,000 _..

600,000 . .......... /

.......... . /

500,000

400,000

300,000

200,000

100,000 IR II • I

. Ill lh In I n. 2010 2011 2012 20U 2014

IC1SIIt 510,069 839,721 879,642 519,679 527,678

• Grain 214,051 152,12!1 154,570 142,502 170/J77

a:iiJAIIJ'IJitl 117,566 69,068 $4,552 . 50,019

•'-lci~CH 5,053 7,903

-ProJect or Break 81Ak ClrJo

-t-Jotal C.rJo 641,686 560,913 548,564 689,2JJ 758,782

Vessel Traftic Summary

The port provided berthage for 55 vessels in total.

Salt - 25 Grain -19 Calcium Chloride - 3 Project Cargo - 1 Breakbulk Cargo - 1 Cruise - 1 Other~ 5

n 2015

565,903

240,567

51,651

10,147

2,075 868,267

"".......---

----r-. .

ZOlf 2017 2018

454,880 574,047 520,501

260,92t 200,416 252,451 . . . 8,893 8,532 16,484

1,4J2 S,0$7 5,707

724,702 788,053 ns,1zs

4

Salt Shipments by Vessel

The total salt brought into the port was 520,431 MT delivered by 25 vessels. It \Vas a challenging year for salt owners as a shortage in domestic salt mining production necessitated the import of salt from Chili and Egypt. In total , 5 vessels of salt were imported in 2018. These vessels do not have selfunloaders and ship cranes are used with grabs to bucket out the salt1 a very labour intensive process. While salt did not reach our record-breaking year reported in 2017, it did stay on par with our 5 year average. Summary of salt vessels is below.

Date Vessel Commodity Qty(MT) Apr1A Algoma Niagara Salt 11,093 May15 Henry Jackman Salt 10,254 May27 CSL Bale Comeau Salt 29,031 June 1 CSL Bale Comeau Salt 29,162 June 14 Algoma Mariner Salt 25,249 June 20 CSL Bale Comeau Salt 29,110 June 25 CSL Bale Comeau Salt 29,049 July4 Algoma Sault Salt 19,621 July 18 Algoma Buffalo Salt 17,947 July 26 Henry Jackman Salt 6,232 July 31 Algoma Sault Salt 18,443 Aug 13 Algt)ma Niagara Salt 8,709 Aug 27 CSL Whitefish Bay Salt 29,034 Aug 28 lsolda * Salt 22,100 Aug SO Algoma Sault Salt 2,018 Sept7 Federal Cedar * Salt 21,000 Sept 17 Thunderbay Salt 28,887 Sept.18 Federal Barents * Salt 20,734 Oct.13 Federal Nakawaga * Salt 23,988 Nov6 Algoma Buffalo Salt 15,519 NovS Maccoa * Salt 18,814 Nov24 CSL Bale Comeau Salt 29,052 Dec4 CSL Whitefish Bay Salt 26,083 Dec 10 CSl Whitefish Bay Salt 28,742 Dec25 Algoma Radcliffe R. l atlm Salt 20,561

Total (MT) 520,481 * Salt Imported

5

Grain Shipments by Vessel

The Port had a very busy year in terms of shipments by vessel with 252,430 MT loaded onto 19 vessels. It was the second highest year for vessel shipments, bested by only 2016. Four of the vessels were direct export from the country. Thirteen vessels were domestic shipments that went to elevators down river in order to be loaded on larger oc.ean-going vessels ·while two vessels went to Newfoundland. The size of these larger vessels prevents them from entering the locks of the Seaway systein. A summary is shown below.

Date Vessel Commodity Qty (MT) 9-Apr Evans Spirit Soybean 11,773 1-May Federal Hudson * Soybean 15A44 14-May Isabelle G * Soybean 21,160 10-Jun Algoma Discovery HRS I Soy 2,049 28-Sep ONEGO Rot.terdam * Soybean 6,757 5-,0ct Acadia Desgagnes Soybean 9,000 6-0ct Ojibway Soybean 15,181 10-0ct ONEGO Rio * Soybean 6,901 11-0ct Evans Spirit Soybean 11,828 12-0ct Acadia Desgagnes Corn 8,768 23-0ct Kaministlqua Soybean 25A97 31-0ct Kaministiqua Soybean 25,519 11-Nov Ojibway Soybean 15,913 13-Nov Charles A oe·sgagnes SRW I Corn 8,181 16-Nov Miena Desgagnes Soybean 9,363 17-Nov Thunder Bay Soybean 7,827 22-Nov Weiland Soybean 30,664 29-Nov Ojibway Soybean 15,728 16-Dec Acadia Desgagnes Corn 4,877

Total (MT) 252A30

* Export vessel

6

Grain Business Report

2018 was a very successful year for grain handling at the Port. The yield concerns due to a dry, hot summer were quickly put to rest once the harvest started. The overall volume of grain handled through the elevator was 742,818 MT. This is the second largest volume of grain handled at the Port ai1d represents a 19.1% increase in volume over 2017. The highlights of2018:

• The most grain ever received at the Port in a single year: 3901526 MT • The first-time soybean receipts at harvest were over 200,000 MT: 205,924 l\1T • The first-time annual soybean receipts were over 200,000 MT: 232,992 MT • Wheat receipts at harvest were up by 65% compared to 2017 • Corn receipts dming harvest \Yere up by 111% compared to 20 17

The soybean harvest started two weeks earlier than usual due to the hot, dry summer. However, the dry weather did not last, and the hmvest was slo,ved due to the cool, wet weather that arrived towards the end of September and lasted into November.

The chart below highlights the volume of grain handled per month (receipts and shipments) over the last four years.

275,000

250,000

225,000

200,000

175,000

150,000

125,000

100,000

75,000

50,000

25,000

0

Grain Handling per Month (2014 to 2018) (MT)

--1-

1-

- - -

- 1-

j ... - - r- t-ll'1 J-1 r1r~l [ '"· ~ I L..

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

• 201.5

1 2016

• 2017

12011

7

The following charts show the mode of transport used for receiving and shipping grain at the port.

450,000

400,000

JSO,OOO ---"

~ JOO,OOO ----250,000 -

200,000 -ISO,OOO -

soo,ooo -

SO,DOO -~ - ~ l fJ zoso 20S1

s:;:;lTrutl' 299,167 240,199

- "'" U,U7 14,276

lc:!Marlnt 4J,UO 26,274 - Total JS.C,lZ4 290,750

4SO,OOO

400,000

350,000

JOO,OOO

uo,ooo

200,000

ISO,OOO - 1- -

100,000 - 1- - 1-

50,000 - - - 1--

:tt 2010 2011

lr::;;:)Truck 164,469 162,316

- Rill 12,U6 4)175

!= Marine 170,721 125,899

- Total 351,518 297,50)

Grain Receiving by Transport Mode 2010-2018

/ / _ p - ....

~ ~ / -

~/ -

,.-

1----

1---

-1-- 1- -

-

:-

l rn lEI 20SZ 20SJ 2014 zoss

UJ,IlS uo,ue zn,us JOO,ftJ

2,1164 J,79J J4,DS9 U,tf5 . 9,tts 7S,I4Z

~SS,HII JU,909 3117,6JS Ul,tSO

Grain Shipping by Transport Mode 2010·2018

... _ -r

1- - 1-- r-- 1- - 1-

1-- r--- 1-- r--

A - 1--

1- Ill 1-2012 20U 2014 2015

17S,8U U0,608 129,724 167,100

0,324 27,06! 45,112 7)161

. 114,370 142,502 160,466 164,725

)2),408 J01,n7 n7,09a 342,185

1- [] 20S6 2017 lOSt

n•.•u :174,, .. JQ,SU

f,490 S,U4 2,41Z . 2S,719 . JI7,UJ J~.s•• J90,SU

,....

1-

1-

- 1- r-- r-- -I

r-- - r-- 1-- r-- 1-- -

2016 2017 2011

127,705 141,408 99,228

7,724 163

260,929 174,6l8 252,431

J98,101 318,304 JS2,29J

8

The chart below illustrates the volume of each commodity handled by the Port. The highest volume crop handled by the Port continues to be soybeans.

Percentage of Each Commodity Handled In 2018

Other

soyb .-n 82.2%

0.4%

The chart below shows the total volume hancllecl of each commodity handled per year. The interesting trend to note is the decline of wheat and increase in soybeans over the years.

Volume of Each Main Commodity (MT) 250,000 ..----------------------------

200,000

! 150,000

I 100,000

9

The wheat handled at the Port was up in 20 18 compared to the previous year. The volume handled was 44,330 MT which was an incr~ase of 17,526 MT over 2017. The hot, dry summer had a positive impact the wheat yields from the previous year where the cool, wet weather negatively impacted yields.

The amount of corn received in 2018 was also up compared to the previous year. The amount of corn received at harvest (Oct, Nov, Dec) was 77,734 MT \Vhich was an increase of 40,855 MT compared to 2017. The Port started receiving dry corn on October 30111• The lack of storage space in the main building delayed receiving wet corn until the end of November.

Receipts of non-GMO corn increased in 2018 to 19,218 MT which is up by 2,34 7 MT from the receipts in 2017. The customer was satisfied with the way their corn was handled and with the level of service provided to the point where they expressed an interest in an expanded stomge agreement to secme additional space at the Port.

Soybean volume was also up in 2018. In fact, 20 18 was the first year where the volume of soybeans exceeded 200,000 MT. The volume received at harvest (Sept, Oct, Nov, Dec) was 205,924 MT while the total received throughout the yenr "HIS 232,992 MT. At one point in time, the Port had over 88,000 MT of soybeans in stores 'Naiting for the arrival of several vessels. This did require the tilling of one of the Annex bins in order to keep l'eceiving. The vessel delays also necessitated tho reduction in delivery appointments froill October 29'11 to November 11 111 •

Dally Receipt Volume vs Inventory Level 8000 160000

7000 140000

i 6000

- 5000 Cl

fi ~ 4000

'a c sooo :J

..8 .5 2000

120000

5 100000 -] 80000

i 60000 1 40000

1000 20000

0

Dally Qty (Mn - Inventory level (MT)

10

Maintenance The maintenance department was busy during the year with many tasks in order to keep the elevator running smoothly. This includes annual inspections and preyentative maintenance tasks as well as completing projects 'to obtain improvemetits geared towards efficiency and reliability. An abbreviated summary of the activities in the maintenance department this year is shown beiO\v.

Maintenance - Electrical

• Installed new soft starts for the bin floor conveyors SA, 6A, 7 A as well as #6 and #8 receiving conveyors. This will reduce the stress on the motor and belt of each Iotter during start-up.

• Made repairs and alterAtions to our existing fire alarm system ii1 order to receive our Certi.ficate of Inspection. Some of the work involved included replacing malfunctioning manual pull stations as well as relocating inaccessible pull stations to accessible locations.

• Completed lmprovetnents to #7 tripper proximity sensor mounting arrangements. This will improve function and prevent the sensors from getting broken.

• Repaired malfunctioning electrical interlocks of conveyors #2 and #3A. • Replaced conduit and wires to #8 loading spout control station on ship loading berth. The conduit had

filled with water, frozen and destroyed the wires. • Replaced approximately 200' of Cat 6 cable to one of the roof mounted security cameras. • Completed install of20 hp motor and input pulley on #6 receiving conveyor. The increase in

horsepower and pulley size increases the speed of the conveyor by 21%. • Annual inspection and servicing of GSI gmin dryer nnd associated equipment. • Completed LED lighting retrofit in substation, driveway and vessel loading berth. • Replaced 5 hp motor on A2 dust system air pump. The motor was showing signs of potential bearing

failure. • Replaced S H.P. motor on dust system Bl air pump. This motor was still functioning properly but a

noticeable vibration indicated a bearing was going. • Replaced clock drive motor of#S garner alarm. • Completed the installation and commissioning of Phase 2 of the temperature monitoring system.

Maintenance - Mechanical

• Serviced the valves and pulley's (approx. 1500) at the basement level. These valves and pulley's are the ones that allow grain to flow onto the basement conveyor belts.

• Replaced broken internal support rods in scales #4, #6 and #8. • Completed the overhaul of gallery dust fan #9A. • Installed fan silencers (4) on aeration fans of annex bins 7 and 8. • Replaced the worn steel liner with a wear resistant urethane liner from #4A conveyor into #2

lofter and froril #4 conveyor into #3 lofter.

• Replaced the buckets on #8 lofter. • Collect oil samples from lofter and conveyor speed reducers. These samples will be sent to a

laboratory and analyzed.

• Made severalmctal patches on the loading spouts and the chutes going to the loading spo~tts.

11

Maintenance- Mechanical Cont'd.

• Replaced broken support pitis in #8, #11 and #15 ship loading spouts. These pins break periodically as a result of raising the spout too high in order to get it on ocean going vessels for loading.

• Serviced 175 cfm air c·ompressor. This compressor had not been used in approximately 15 years but can now be used for the cle~ming of annex equipment before the handling of 11011

GMOcorn. • Completed the annual maintenance and greasing of the grain trippers and conveyor belts. • Preseason inspection and maintenance of all grain handling equipment at the annex. • Performed annual maintenance of crosscut grain samplers. These samplers take samples of

grain for inspection while ship loading. • Annual change out of dust socks was completed. • Completed the annual servicing of marine gallery trippers. One of the eight main bearings on

tripper 9A was found to be questionable and was changed. • Fabricated and installed steel racking along north and south walls of the bin floor. This racking

provides safe storage of bin covers. • Fabricated 64' of shoring for the off-loading of road salt. This will be ·used when salt is being

clammed off of ships, to prevent salt from getting into the river. • Inspected all cables of ship loaqing spout winches. • Replace damaged or missing dock timbers. • Replaced hydraulic hoses on truck probe. • Took 4'out of conveyor 8A, spliced nnd ndjustecl tension and tracking accordingly. Tracking

may have to be adjusted during loading of the next ship. • Replaced drive chain pf Cmter Day machine in gradit~g oftice. • Pumped water from low lying area of salt dock to retention pond, to prevent water migration

into the salt piles. • Weekly, monthly and quarterly dust system inspections and maintenance.

12

Capital Projects

The total spent on capital projects in 2018 was $1,558,598 million dollars that covered a variety of projects. A summary of those projects for the grain operations 'is shown below. It should be noted that three projects (loading spouts, transfers chute and the dust system) were not completed as it was determined further work or study was required before proceeding. These projects will carry over to 2019.

The following is a Jist ofpi'ojects that ·were completed to improve operations at the Port in 2018: • Rail repair to replace rail ties that no longer met the load capacity of the rail line. • New fire alarm system which replaced an outdated fire panel that was no longer supported. • Roof repair - part of a regular preventative maintenance on the roof which eliminated areas

that were leaking. • .Grain spouting in building to replace the spouting that was worn out. • Dust system improvements to increase its efficiency and safety. • Replaced a gear box which was the last of the 85-year-old gear boxes. • New spouting for dryer bins to improve efticiency and increase the storage space for dry grain

from the dryer. • Grain temperature monitoring system - Phase 2 which added an additional 90 temperatures

cables. This brings to total numbers of bins under smvcillance to 204. • Jnstall an airline the length of building on the bin floor to facilitate the sweeping of bins using

compressed air. This method eliminated the need for a confined space entry to clean the bins. • Installed new steel plating in lofter pit #2 to eliminate a water leakage issue. • Hydraulic pump system for marine to replace a leaking system.

· • New gas monitors to replace units that had become umeliable. These monitors are required for confined space entries and the fumigation program.

• L D lighting upgrade for the main entrance and the vessel loading area. • Additional 292m of tailings for the elevator roof. The main roof area is now completely

enclosed with railings. • Replacement of aerators to deal with 35 year-old aerators that have stopped functioning

properly. • Replace the soft starts for the east end bin floor conveyors as ·well as the receiving belts. The ·

result is less stress on the equipment at start up. • Installed a new AC and heat system for annex oftice to improve conditions for the operators. • Walk behind brush hog was purchased to reduce exposure to poison parsnip. • An intrinsically safe industrial vacuum cleaner was purchased to help with cleaning hard to

reach areas in the elevator. • Modified fiye conveyors at the annex to improve efticiency and aiel in housekeeping efforts.

(Carry over from the 2017 bin project)

13

2018 CAPITAL BUDGET SUMMARY Jan 16 2019 . I

Project Name 2018 Budaet Amount Actual Status 1 Rail Repair $ 50,000 $ 46,455 Completed 2 Connectlna Concourse for Administration Bulldinas $ 100,000 $ 63,217 Completed 3 Develop West Uplands $ 610,000 $ 595,865 Completed 4 Roof Repair $ 175,000 $ 169,692 Completed 5 Grain spoutlna In bulldln& $ 75,000 $ 17,676 Completed 6 Gear Box In Rail $ 60,000 $ 56,205 Completed 7 New spoutlna for dtYer bins $ 40,000 $ 80,800 Completed

8 Grl!lln Temperature monitorln& system· Phase 2 $ 90,000 $ 89,535 Completed 9 tnstl!lll Air Une len&th of build in& $ 40,000 $ 58,824 Completed

10 Seal lofter pit #2 $ 65..000 $ 57,400 Completed 11 Hydraulic pump system for marine $ 20..000 $ 7,600 Completed l:Z t..ofter belt for rall lofters $ 15..000 $ 15,445 Completed lS New ru monitors $ 7,500 $ 5774 Completed 14 L£0 llahtlna uparadc $ ss,ooo $ 24,055 Completed 15 Roof Raillnas $ 80..000 $ 29,906 Completed 16 Replacement of Aerators I$ 25..000 $ 7,707 Completed 17 Soft starts for lofters conveyors $ 12500 $ 9247 Completed 18 Bin floor spouts (20) $ 10..000 $ 9,977 Completed 19 AC and heat svstem for Annex office $ 9,000 $ 5,800 Completed 20 Walk behind brush hor $ 8000 $ 4,400 Completed 21 Industrial vacuum cleaner (jS) $ 20,000 $ 6,915 Completed 22 Multifunction Photocopler $ 10,000 $ 8,835 Completed 25 New Grein bins (carrv over) $ 70,000 $ 75,644 Completed 24 Township Truck Elcchen&e Pro&ram $ 42,500 $ 42127 Completed

Total C.pltal8ucfaet I Actu1l $ 2,619,500 $ 1,419,100

Under/ Over Bud&d $ (W0,400)

25 Repairs to c.t4 brldJt on County Road 2 $ 55.,000 $ 14,444 Work In proertss 26 Load In& Spouts $ 250..000 $ 10,160 Work In proaress 27 New Fire A'arm System $ 290..000 $ 101,016 Work In proareu 26 Dust system $ 120,000 $ 19,871 Work In pro&ress 29 Transler chutes for west end of Elevator $ 210,000 Work In Pro&ress

Total C'Aplt1l ProJeds In Pro&reJi Bud&et I Actual $ 905,000 $ 159,498 Potential CArryover for 2019 [$ 765,502

!0 Pavin& Projects .$ 150..000 Re·evaluatin& for 2019 Sl Dock fenders for Unloadina Slip $ 250,000 Re·evaluatlna for 2019 52 New tractor $ 25..000 Re-evaluatlna for 2019 as New Grain Pro&ram ·computer software $ 110,000 Removed

Total Cepltai Bud&et • proJects re·eval/removed $ 535,000

lrot1l CApital Budcet Approved I Actual 2018 Is

14

Health and Safety I Training I Environment

Health and Sat~ty continues to be a priority at the port with consultant John McGeough from Prevention and Regulatory Solutions completing valuable training in the following areas:

• Port H&S rules and Port Security • Marine Security • Respect.ii1 the Workplace • Respirator safety • Confined Space Pennit training

S I Prevention and Regulatory Solutions Ltd. f tiALTt-t • S·AFITY ~ INYUl-01'4MCH.T

Below is a summary of the health and safety program activities for the 2018 year that were assisted by Prevention and Regulatory Solutions Ltd.

Management Support

• Met with Operations Manager regularly to identify short and longer~tenn areas of program development and training.

• Updated the hazard prevention program (HPP) for 2018, including newly identified risks and prevention programs over the previous year, and updates to the detailed risk assessment. Reviewed with management and safety committee, then finalized.

• Updated and reissued the mai11 health and safety policy.

• In conjunction with Bill Byker, developed and delivered training sessions covering respect in the \vorkplace. These sessions expanded on workplace violence and harassment programs by presenting situations that required personnel to recognize unacceptable workplace behaviours and to properly respond to them.

• Participated in a site visit and program review by inspectors from the federal govemment's Labour Program. Overall, they \vere quite impressed with the Port's program and issued minor findings in the form of an Assurance of Voluntary CompJiance. An action plan was prepared and submitted by the Port.

• Prepared a full update of the substance use prqgram. It now incorporates separate policy and program sections, and expansions to include safety~sensitive func.tions fit for duty requirements, and testing protocols for various situations. The draft program was reviewed by management, Port legal, and safety committee. A draft training program was also developed by not yet delivered.

• Updated the employer health and safety responsibilities training program and conducted training for supervisor/management staff.

• Updated and issued the injmy/hazardous occurrence reporting procedure.

• Replaced an orientation procedure with a broader procedure covering all health and safety trait'ling. After reviewing the draft procedure with management and the safety commiltee, it was finalized and issued.

15

General H&S Support • Reviewed and updated H&S and security rules document and training program. Reviewed these with

management and safety committee, then conducted training sessions for all available personnel.

• Reviewed and updated changes to the emergency contact list.

• Assisted the safety committee with a WHMIS training assessment. Based on the results, WHMIS training was deemed to be not required for 2018.

• Wrote a draft safety checklist for use before boat loading and circulated for comments.

• Updated the respiratory hazard assessment, the respiratory protection procedure, and training program. Reviewed programs with safety committee and conducted training for all available personnel.

• Arranged for SCBA respirator training by M&L Supply.

• Updated confined space entry (CSE) assessments and permit forms for new and changed spaces, classes A, B, and E. Reviewed with snfety committee and conducted training for all available personnel.

• Delivered orientation training for new employees and included existing employees for some topics as required. Subject included H&S policies, H&S rules, lockout, protection against noise exposure, respiratory protection, violence and harassment, WHMIS, Port security, working from heights, CSE hazards and prevention, CSE class a sessments and permits, and Ontario accessibility modules.

2018 Health and Safety Metrics

The following metrics were provided by the Port Admin. Assist/Health Md Safety Co-ordinator \Vho is also a member of the safety committee.

Regular safety committee meetings 1 ]

Special safety conuniuee meetings 6

Workplace Inspections conducted 11

Incident or safety investigations conducted 8

Safety complaints filed 0

Work refusals filed 0

Accidents resulting in medical aid only 2

Accidents resulting in lost work days I

Lost work days due to acci.dents 4

Total training hours by PandRS 44

16

Other Training I Workshops

The following training was conducted by outside contractors that specialize in the required training. • First Aid Training • Track Mobile operation and Rail Safety training

Other training included the addition of Bill Byker, Human Resources Consultant who helped to facilitate several workshops. ·

• Standard Operating Procedures - \\~Orked with management and union staff to create SOPs for the business. Mr. Byker helped mentor management staff on facilitating these workshops so that port staff could take this over in the future. This work continues.

• Respect in the Workplace - Mr. Byker and Mr. McGeough teamed together to present this information session.

• Management sessions to discuss business challenges and how we can involve our employees in workshops to get their ideas and work towards improving overall morale.

• Code of Conduct - revie\-ved cmrent information. This will continue in 2019.

Frank McAuley also took part in workshops on PEST and SWOT analysis. This involved both management and union staff and was successful in building a vision that will lead to future strategic planning for the port.

Employee Wellness

As part of the ports ongoing efforts to provide well ness initiatives for their employees, the port is now

providing all employees access to the Employee and Family Assistance Program through Shepell. This

service offers a broad range of support for both managers and employees and is totally confidential

between the individual and the service provider.

Dr. Lydia Lo was also contracted by the Port to provide support in dealing with employee issues such

as high absenteeism. Some of the services offered by Dr. Lo are listed below.

• Immunization (vaccine) review and tlu shot administration

• Smoking cessation counseling

• Mental Health and addictions services counseling

• Weight reduction and nutrition services counseling

• Chronic Disease (eg. diabetes, cardiac, arthritis) management counseling

• Caregiver stress counseling

• Ergonomics counseling

• Preventive Health counseling

• Prescription and over-the-counter medication counseling

• Heallhcare services navigation counseling

17

FINANCE REPORT

The Port of Johnstown, a division of the Township of Edwardsbmgh Cardinal, has completed another very successful year. As detailed in the information below, we have finished 2018 with the highest revenues since the township· acquired the po11. The overall surplus has increased 9.7% over 2017 and has moved in a positive direction over the past 4 years.

Port Finances • 2018 (Audited·EBITA)J 9,000,000

8,000,000 ...... __..,. .. / ......

7,000,000

"' ./

6,000,000 , .....

...._ 5,000,000

....,.,- ,......,.,. _...... --- ----a 4,000,000

3,000,000 "

"' ---2,000,000 ~ - -,;r-

1,000,000

. 2010 2011 2012 2013 2014 2015 2016 2017 2018

.,...Revenue 7,157,556 6,291,803 6,424.299 6,585,909 6,569,827 7,602,609 !t_706,822 7434027 7,842A59

..... EICI*llet 4,115,507 4,304,177 4,251,037 4,524,041 4,804,500 5,436,279 5,258,060 4,777,423 4 890)!47 -u-Net Surplus 3,042,048 1,987,626 2,173,262 2,061,868 1,765,327 2,166,330 2,448,762 2,658,603 2,951,612

18

2018 BUDGET SUMMARY REVENUES - •EBITDA Jan B, 2019

HARBOUR S.ERVICES 2017 ACTUAL 2018 BUDGET BERTHAGE 124,180 95,000 GRAIN WHARFAGE 100,203 110,000 OPEN STORAGE WHARFAGE 716,923 662,000

MARINE SECURITY 88284 35 000 TOTAL 110291591 9021000

GRAIN SERVICES STORAGE 2,144,856 1,975,000 AERATION 84,537 105,000 LAB TESTING 2,370 2,000 RECEIVING · VESSE.LS 120,603 RECEIVING - RAILS 25,532 25,000 RECEIVING - TRUCK 1,460,163 1,575,000 DELIVERING -VESSELS 590,061 725,000 DELIVERING - RAIL 491 5,000 DELIVERING • TRUCKS 458,728 475,000 DELIVERING • MILL 5,247 5,250 (TOTAL IN/OUT) 2,661,026 218101260 CLEANING 38,068 25,000 GRAIN DRYING 154,739 250,000 SOYBEAN DRYING 760,529 600,000

GRADING 150 PROTEIN ANALYSIS 4,470 4,500 CUST.SERVICEIFUMIGATION 232,616 250,000 SCREENINGS 12 9Z4 5 000

TOTAL 6,096,344 6,026,750

RENTALS BUSINESS PROPERTY LEASES ·67,002 68,120 CARGO STORAGE LEASES 164,469 166,000 LICENSE AGREEMENTS 12,502 12,600 COTTAGE LEASES 44,228 44,800 TOTAL 288,200, 290,520

SHIPPING SERVICES OTHER SALE OF GRAIN (DRYING REV) SALE ELECTRICITY MISCELLANEOUS

TOTAL TOTAL REVENUES

Compared to 2017 Total revenues incrensed $408,432 (5.5%) Grain revenues increased $418,461 (6.85%)

1,516 1,500 18 376 19,892 1,500

7.43-1.027 7.220.770

2018ACTUAL Var% Actual& 162,874 31% 126,215 26% 677,990 -5% 71424 -19%

11038,505 1%

1,906,601 *11% 98,717 17% 5,711 141%

-100% 13,554 -47%

2,096,546 44% 884,337 50%

1,674 241% 359,581 -22%

2,161 -59% 31357,864 26%

5,738 -85% 107,528 -31% 725,970 -5%

60 -60% 3,373 -25%

303,254 30% -100%

6,514,805 7%

69,130 ·12% 156,484 -5% 13,035 4% 43,087 -3%

271,737 -6%

11,198 0% 1,506 -1% 4 708 -74%

17,412 -12% 7.842.-159 5%

• Increased grain through put resulting in higher grain services revenues of $322,183

• Increase in grain tariffs of 1.5% resulting in an additional $96,278.

19

2018 BUDGET SUMMARY EXPENSES - EBITDA

2017 ACTUAL 2018 BUDGET 2018ACTUAL LABOUR REG 1,516,262 1,615,000 1,506,598 LABOUROT 164,523 175,000 195,620 BENEFITS 8441881 8611000 900,028 LABOUR TOTAL 2,525,666, 2,657,000 2,602,246

ELECTRICilY 359,760 300,000 317,129 GAS 62,343 70,000 51,755 EQUIPMENT FUEL 2,689 41000 151602 UTILITIES 424,792' 374,000 384,4a6

OUTSIDE SERVICES 436.937 495.100 374.630

MATERIALS AND SUPPLIES 114.514 183.450 122.814

ADVERTISING I DONATIONS I SPONSORSHIPS I MEMBERSHIPS 61 ,417 85.000 59.!91 ARENA CONTRIBUTION ss.ooo 691000 691000

RENTALS 91111 22,000 23.332

BUSINESS TRAVEL 8,913 17,500 9~9

OFFICE ADMINISTRATION 341100 53.125 52.461

INSURANCE 231,677 235.000 214.505

MUNICIPAL HONORARIUM 17.400 17,400 15!600

MUNICIPAL ADMIN FEES 758.340 758.340 758.340

GRAIN HANDLING LOSSES 66.555 150.000 204~93

TOTAL OPERATING /ADMIN EXPENSES 1,826,965 21oss1t1s 1,904,115

TOTAL EXPENSES 4,m1423 5,116,915 4,890,847

2018 BUDGET SUMMARY NET SURPLUS- EBITDA

2017 ACTUAL 2018 BUDGET 2018 BUDGET TOTAL REVENUES 7,434,027 7,220,770 7,842,459 TOTAL EXPENSES 4,717,423 511161915 4,890,847 TOTAL NET SURPLUS 2,656,603 2,103,855 2,951,612

"Earnings before interest)axes,de,oreoiation and amortization

Compared to 2017 Expenses increased S113, 424 (2.4%)

• Wage increase of 1.5% additional cost of $38,456

• Increased overtime costs of$31,096

• 5-year wheat inventory was carried out resulting in grain handling losses (shrinkage) of $137,937.

• Electrical costs were lowet· by $39,632

• Owrall Operational costs were lower by $60,787

Var% Actuals -1% 19% 7% 3%·

·12% -17% 460% -9%

-14%

1%

-3% -22%

156%

6%

54%

-7%

-10%

O'h

207%

4%

2o/o

Var % Actuals 5% 2% 11%

20

2018 Budget - Revenues I Expenses by Quarter Jan 8 2019 . FYE 2018 BUDGET 1ST QTR 2NOQTR 3RDQTR 4THQTR Total BUDGET REVENUE 790000 1270000 1 520 000 3 640 000 7 220 000 ..................................................... •• ••• ••• •••• •••• • t •.•••••. ...•...•••• t .•.•.. J .•..•••.. •••••• } .•••••• 1 •••••••• " ••••.• 1 •.••••• 1 •• •••••• •••.• , •• } ••• •••• 1. , ••••••

A9.!Y~b.~~~-~~Y.~; ............ 840124 1 150187 1633 738 4 218410 7842·459 . ....• ....••....• t .•.. .•.. ...••...••. t ...•.• J .. ....... ••• ••• } •••• ••• 1 •• ••• ; •• • •••••• } ••••••• 1 ••••••• • • .. ..... } ••••••• 1 ...... ..

~Y.Q~~I.9.~~~:.~.~~~~-~.~ 1060 000 . ....... } ... .... 1 •••••••• 1115 000 •••.•••••• 1 ••• •••• 1 ••••••• • 1160,000 ....... ! ................ 1800,000 ········'················ 5115 000 ......... ! ....... ( ........

ACTUAL EXPENSE 995,234 1,252 738 1197 547 1445328 4890 847 .................................................... ,. ........ ................ ,. ................ } ......... ~-·· · ·'·· · ··· · '···· · ··· ~ ..... . 1 ....... 1 ••• •• ••• ..... ... 1 . . .. .. . 1 . ....... BUDGET NET SURPLUS ~ ..... ..1~~~,9.9.Q) 156 000 370 000 1840 000 2105 000 ;.Ac.ruA'L'f'RoFi·r······· .. ······· r:················'········ ,.. ................... , ... ,.. ...... ! ...... ........... ••••••••• r ••••••• t •.• ..••.

(16~,110) (1 02,551 ) 436 '191 2,773,082 2,951.612 ......................................... ...... ....... 2012-2017 Actuats 1ST QTR 2NDQTR JROQTR 4THQTR Total 2017 REVENUE 769446 1268 062 1 617;268 3 759 231 7~34 0.27 2017 OPERATING EXP. 1116 701 1,066,194 1 068 904 1 523 624 4 777.423 2017 NET SURPLU~ n (329 256\ 201.867 548 384 lt_23~607 r· 2,656 603 2016 REVENUE 920 382 1 305 343 1 347 954 4133144 7.706 822 201& OPERATING EXP. 1 066 614 1 089 587 1154 851 1947 007 5258 060 201& NET SURPLUS (146,232' 215.755 193,102 2,186136 2A4i762 2015 REVENUE 668 203 1 301 025 1 979 858 3 653 523 7.602 608 2016 OPERATING J:XP. 988 047 1.208 856 1165 003 2 054 371 5A361l78 2015 NET SURPLUS {319 845' 92169 794.854 159j) 151 2166 330 2014 REVENUE 900,947 1220444 1 374 870 3,073 567 6 5S9827 2014 OPERATIN"G EXP. 1 000 915 1 076 992 1152 317 1592 645 4 621769 2014 HET SURPLUS {99'969 144A52 222,553 1.481022 1748058 2013.REVENUE 91 6 144 876.808 1260 291 ~665 6~98 909 2013 OPERATING EXP. 882.299 936 500 1 031J999 1570 761 4A21659 ~013 NET SURPLUS 33,846 (59 69.2 22m2 1)174 904 2.0771350 2012 REVE~IUE 1 001 076 1.267195 1 594.203 2 561825 6424299 2012 OPERATING EXP. 844 664 1 021 032: 1 028 383 1.356 966 4 251.036 2012 NET SURPLUS 156A22 246,162 565A20 1,204,859 2.173.263 2011 REVENUE 1 058110 1 010 541 1;71&.133 2R47 641 6 532:326 2011 OPERATING EXP. 861 '508 976,765 11378 283 1.684 685 4 781.232 2011 NET SURPLUS 196602 33785 33LJ50 1118L856 1.751093 2010 REVENUE 936 698 1 020:004 1 905 557 3 293 821 ' 7.1&2.080 2010 OPERATING EXP. 840 676 922544 1 05293& 1 392A_64 4208 619 2010 NET SURPI..U S 9602) 103.460 8~2.621 1901 357 2 953.461 2009 REVENUE II 842188 1166 092 1594,.7..34 _2_702,336 6 305.350 2009 OPERATJN.G EXP. 839 961 863 956 953 5_96 1.262.106 3 939 619 2009 NET SURPLUS 2,221 282;136 641,138 1,440 230 2 365,731 2008 REVENUE 930 317 1283 886 1 ~51968 2136174 6 302,345 2006 OPERATING EXP. 781 259 796528 1161A63 1122.049 3 861 299 2008 NET SURPLUS 149058 487358 790 505 1,014,125 2.441047

21

Total Revenues 7,000,000.00

6,000,000.00

$,000,000.00

4,000,000.00 --------· -----··-----l------- -----· l-----11-----

r _! :-.-- ---:f ...---1

I! !----•.--: :--- •11°11-1: 1---'• --rr---• m

3,000,000.00 .

1 _f_ 2,000,000.00 .

~-,_

1,000,000.00 .

0.00 I I II I

1- . .. I• II

I [11 ' I Jloiii...J..II __ ~ . ,---.loo&.lo.,__.' 11-.-. 2012 2013 2014 >lOU 2017 2018

1 GR~ S£RW:£S II tTOAAG£ td N/OUT Dlf!ING/Ui£ GIWN 1 OTHER • HAASOUII UIMC£J

Total Expenses 1,600,000.00

1,600,000.00

1,200,ooo.OO

1,000,000.00

2012 2013 2014 2015 2016 2017 2018

1 LABOUR· ~GULAR 1 MUNICIPAL ALLOCATION 1:1 EMPLOYEE BENE FirS 1 ELECfRICITY IINSUfWICE • OIJTSIO£SERVICES • MATERIAL AND SUPPLIES

22

Other Activities

Pot1 Day

The port held its annual port day on Saturday June 161h. This year the port \vas joined by Giant Tiger as a major sponsor of the event providing food and the Giant Tiger tour train. The kids' section was a major hit as face painting and port related activities were on hand to greet the many little ones that attended. Sons of Gords, a local popular band provided the entertainment \vhile Bruce Burrows, president of Chamber of Marine Commerce was our VIP speaker.

• Approximately 500 people E~ttended the event • Grain elevator tours - I 00 people • Dock tours via conveyance with- 350 people • 8 display booths with grain brokers, stevedores and conservation authorities.

It takes a lot of effort by port staff to put this event together including a host of volunteers that help with our dock toms, parking and kid 's activities. Thank you to all.

Grain Elevator Tours and Presentations

• C and M seeds presentations in Carp and Winchester- Port Staff • Brockville ship museum - Mayor Pat Sayeau • Students from Tagwi High School presentation and tour - Port Staff • United Counties Economic Summit 2018 - Prank McAuley • 4H group from Leeds and Grenville - Port Staff • 4H group from Lennox and Addington- Port Staff • Queen University students I Sandra Lawn - Port staff and Mayor Pat Sayeau

Christmas Lunch Event

On December 21 , Port staff and committee members were provided with a nice Christmas lunch at the Prescott Golf course in appreciation for a job well done in 2018.

General Manager Summary

In2018, The Port of Johnstown c.ontinued investments towards infrastructure to ensure sustainability of the township's growing operation. The port also continues to invest in their employees through training and various workshops. Health and Safety is always a main focus for the port, \Vhile ongoing efforts to update om strategic plan through analyzing our mission and vision statements will continue into 2019. Our past investments towards expansion of both the marine and grain sectors of the business continue to result with incr~ased revenues. We cannot predict the weather, global politics and other potential impacts to our business, however, we can ensure that we provide improved services, flexibility and increased capacities for our customers cmrent and future needs. Again, thank you to our electecl ofticials, members of the public, and our stafl' for their contributions towards another terrific year.

23

TOWNSHIP OF EDWARDSBURGH CARDINAL April22, 2019


Moved By: __________ _

Seconded By: _________ _ COPY THAT Municipal Council award the air compressor and dryer project to PSI Compressors Inc. in the amount of $82,105.00 (excluding HST) plus a contingency of $7,895.00, as recommended by the Port Management Committee.


Mayor: _________ _


NAME YEA NAY





Mayor P. Sayeau

TOTAL

I



Moved By:----------


April 22, 2019

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

• April 8, 2019

D Carried D Defeated D Unanimous

Mayor: ______________ _


NAME YEA NAY





Mayor P. Sayeau

TOTAL

I

FROM

Association of Fire Chiefs

Health Unit

SNC

UCLG

En bridge

UCLG

AMO

TWPEC

FASD

SNC

En bridge

Office of Fire Marshal

AMO

Alzheimers Society

South Grenville Chamber

TWPEC

RESUME OF CORRESPONDENCE Date: April 8, 2019

DATE SUBJECT

March 22

March 25

March 26

"

March 28

"

"

March 29

April1

April3

April4

AprilS

"

"

Municipal Officials Seminar

Eastern Ontario Active Transportation Summit

SNC Media Release: Watershed Conditions

eNews

Natural Gas Expansion Update

Household Hazardous Waste Day

Watchfile

Thank You letter to the Augusta Township

Ontario FASD Website Launched

SNC Annual Report & Municipal Workplan

April is Dig Safe Month

Request for Host Community Support

Watch file

Clear the Haze

Board of Directors Meeting

Notice of Public Meeting

Report Date 4/01/201911:13AM

Payment# Date Vendor Name Invoice#

Township of Edwardsburgh/Cardinal List of Accounts for Approval

As of 4/01/2019 Batch: 2019-00043

Reference

Bank Code: EFT -electronic funds transfer

Proposed Payments:

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Director Family Responsibility March 2019 March garinshees

Minister Of Finance Feb 2019 EHT premiums Feb 2019

On Serve C-46963 IT contract services March

46977 es-firewall

Ontario Municipal Employees Feb 2019 Feb 2019 contributions

Receiver General For Canada PP 5 PT 2019 PP 5 PT source deductions

PP 5 FT 2019 PP 6FT 2019 PP 6 PT 2019

PP 5 FT source deductions srouce deductions PP 6 FT source deductions PP 6 PT

Township of Edwardsburgh/Cardi PP 6 2019 payroll clearing PP 6 PP 7 2019 PP 7 payroll clearing

Workplace Safety & Insurance Feb 2019 February premiums

\0 Page 1

Invoice Amount Payment Amount

919.00

3,910.62

2,874.41 429.40

31,085.82

836.45 28,522.27 24,741.14

1,210.92

62,867.84 58,672.06

8,616.37

Total for EFT:

919.00

3,910.62

3,303.81

31,085.82

55,310.78

121,539.90

8,616.37

224,686.30

Township of Edwardsburgh/Cardinal

Report Date List of Accounts for Approval

4/01/201911:13AM As of 4/01/2019 Page 2

Batch: 2019-00043

Payment# Date Vendor Name Invoice# Reference Invoice Amount Payment Amount

Bank Code: PAD - Preauthorized Debit

Proposed Payments:

Ch Bell Canada 925-5822 2-19 south centre 100.82

657-3210 2-19 cardinal arena 94.52

657-3100 2-19 fd stn 2 phone 69.97

657-1293 2-19 fd stn 2 fax 47.43

657-4850 2-19 wtp 146.04

657-4606 2-19 pw-pittston shop 119.33

657-3765 2-19 wwtp 298.35

657-3552 2-19 pw-cardinal shop 58.73

657-4468 2-19 wwtp 91.00

658-2141 3-19 spencerville arena 216.96

658-3001 3-19 fd stn 1 phone 138.79

658-3055 3-19 admin-town hall 442.44 1,824.38

Ch Great West Life Assurance Co. 237475 3-19 monthly premiums March 18,943.75

280463 3-19 optional life March 95.04 19,038.79

Ch Hydro One Networks Inc. 53082 2-19 lagoon-2803 CR 21 48.52

62670 2-19 wwtp-flett st 36.44

32562 2-19 lagoon 4 charles 50.29

24430 2-19 ball park-spencerville 100.27

27613 2-19 admin-Town hall 702.74

64112 2-19 spencerville streetlights 255.95

41324 2-19 parks-clock CR 44 44.40

82278 2-19 pw-Newport Dr 66.96

19876 2-19 spencerville arena 7,213.40

02595 2-19 spencerville arena 3,129.89

98445 2-19 pw-spencerville streetlghts 360.72

16052 2-19 johnstown pool 35.60

03768 2-19 spencerville ball diamond 29.86

77395 2-19 south centre 215.00

64439 3-19 wmpps Windmill Rd 1,176.58

24405 3-19 pw-streetlights 15.03

10647 3-19 pw-pittston shop 356.62 13,838.27

Ch Komatsu Financial 513788 pw-L 1 lease payment 3,447.69

515117 lease-loader 2 4,237.50 7,685.19

Ch LBC Capital 943874 copier lease 183.06 183.06

Ch RBC Loan 21655469003 March 2019 final payout 62,086.56 62,086.56

Ch RBC Loan 21655469008 March 2019 JR-DR drain loan 1,331.00 1,331.00

Ch Reliance Home Comfort 4422619 3-19 rec hot water heater rental 157.77 157.77


Report Date List of Accounts for Approval 4/01/201911:13 AM As of 4/01/2019 Page 3

Batch: 2019-00043


Ch Rideau St Lawrence 270-00 2-19 pw-cardinal streetlights 1,698.77

502-00 2-19 cardinal ball diamond 34.13

500-01 2-19 cardinal library 286.73

504-00 2-19 parks-1800 Dundas 34.13

503-00 2-19 parks-4065 Dishaw 34.13

290-00 2-19 parks-1700 Dundas 35.97

250-00 2-19 cardinal pool 34.13

231-00 2-19 pw-cardinal shop 821.20

119-01 2-19 ind park water 7,072.33

496-00 2-19 wwtp-417 HWY 2 42.54

501-00 2-19 fd stn 2 311.04

505-01 2-19 cardinal arena 15,240.32

450-00 2-19 water tower 277.23

435-00 2-19 wwtp-172 Henry 97.47

464-00 2-19 wwtp-4000 John 4,974.10

370-00 2-19 wwtp-70 Adelaide 242.25

430-00 2-19 wtp-2000 Dundas 1,401.31 32,637.78

Ch Royal Bank Visa 8356 2-19 D Grant 536.80

8584 2-19 M Spencer 1,394.15

07682-19 D McKinstry 1,986.88

3850 2-19 M Stubbs 1,483.79

2752 3-19 B Moore 142.95 5,544.57

Ch Scotiabank Loan March 2019 ES truck loan 2018 954.08 954.08

Ch Union Gas Limited 278-0654 2-19 cardinal arena 2,039.39

109-6746 2-19 cardinal library 222.47

109-6089 2-19 fd stn 2 549.27

109-6754 2-19 wwtp-adelaide 99.73

109-6090 2-19 pw 4035 Dishaw 1,233.63

109-7909 2-19 south centre 394.16

109-6795 2-19 wtp-2000 Dundas 1,495.08

109-6760 2-19 wwtp-4000 John 3,554.36 9,588.09

Ch Volvo Financial Services March 2019 Mar 2019 lease payment 3,550.17 3,550.17

Total for PAD: 158,419.71

Grand Total: 383,106.01

Report Date 4/01/201911:13AM


Certified Correct This April 1, 2019


As of 4/01/2019 Batch: 2019-00043

Reference

Page 4


Report Date 4/09/2019 1:53PM



As of 4/09/2019 Batch: 2019-00050

Reference

Bank Code: AP- REVENUE FUND

Proposed Payments:

Ch

Ch

Ch

Ch

Ch

Ch

Bell Mobility Inc 505933783 3-19 Cell phone ES

Canadian Union Of Public March 2019 March due collected

De Lage Landen Financial 7100131 pw/fd copier lease

Digital Business Systems Inc. 17396 fd copy charges

Minister of Finance 122203191318050 credit re CSPT grant 112803191048177 billing credit 112603191309070 Feb 2019 OPP billing

Superior Propane 24309103 cardinal arena 24395849 cardinal arena 24395848 cardinal arena 24406162 spencerville arena 24406163 cardinal arena


Page 1


434.75

740.00

158.12

36.02

1,440.00-6,002.07-

97,395.00

38.23 19.12-38.91

7.06 11.30

Total for AP:

t-·-::::-----1 Cheque Approved --" ·

i------· .. · l'"redsur:-?

434.75

740.00

158.12

36.02

89,952.93

76.38

91,398.20

Report Date 4/15/2019 10:23 AM



List of Accounts for Approval As of 4/15/2019

Batch: 2019-00054

Reference


Proposed Payments:

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

AJ's Water Treatment 6315 uv lamp' for water filters

Abell Pest Control Inc. A 1578405 ad min A1565819 south centre

Acklands-Grainger Inc. 9112009429 wwtp-drill set

Amanda O'Neil March 2019

Ann Shorey 19-029

Ashley Harmsma

cardinal library

Fire Service Women membership

572 site maintenance & backups 593 site maintenance & backups

Backflow Preventers and 2019-129 es-backflow testing 2019-152 wtp-reapir

Beach Home Hardware 715121-1 fd supplies 717383-1 spencerville arena

Black & McDonald Limited 70-979087 monthly maintenance

Black Dog Tire & lubricants IM0028213 pw-repair volvo IM0028240 pw repair T5 IM0028389 pw-repairs T8

Burchell's Home Hardware 30785 cardinal arena 30767 pw-supplies 30817 30834 30953

cardinal arena wwtp-supplies rec-safety shoes

30970 admin-building repairs

C & C Spencerville Automotive 17211 rec-oil change

CIMCO Refrigeration 90663937 cardinal arena

Caducean Enterprises Inc. 19-3608 lagoon 19-3607 wwtp testing 19-3604 ind park testing 19-3603 ind park testing 19-3600 wtp

Page 1


865.58

72.63 73.45

84.82

60.00

22.60

113.00 113.00

1,649.80 649.75

17.72 140.54

372.34

109.61 384.20 680.26

144.81 44.04

455.89 45.13

180.79 59.81

44.07

298.32

73.98 1,785.81

67.12 67.12

866.99

865.58

146.08

84.82

60.00

22.60

226.00

2,299.55

158.26

372.34

1,174.07

930.47

44.07

298.32


Report Date List of Accounts for Approval 4/15/2019 10:23 AM As of 4/15/2019 Page 2

Batch: 2019-00054


19-3616 wwtp testing 84.75 2,945.77

Ch Cervus Equipment CS44611 pw-repairs T8 474.49

CS44673 pw-repairs T7 1,638.58

CS44679 pw repairs T8 2,379.23

CS44683 repairs T4 3,475.72

CS44708 pw-repairs T3 464.60 8,432.62

Ch Constant Amercia IN136489 wwtp-chemicals 2,070.65 2,070.65

Ch Coville Electric 4740 parks-public washroom 468.95

4742 johnstown pool 1,033.72 1,502.67

Ch DC Communications 20151nc. 4298 pw-radio site check 484.10 484.10

Ch Davie Deline July 2018 cleaning July 2018 1,275.00

Feb 2019 cleaning 900.00

March 2019 cleaning -March 1,225.00 3,400.00

Ch Digital Postage On Call March 27 2019 postage 3,390.00 3,390.00

Ch Drummond's Gas 2296399 rec 82.00

2296395 pw fuel T1 72.60

2296398 pw fuel rec truck 71.00

2296410 fd fuel 40.04

2296419 rec 70.82

2296465 rec 75.50

2296468 water bottle exchange 11.50

2309324 pw fuel T1 49.10

2309346 fd fuel 86.84

2309345 fd fuel 90.61

2309344 fd fuel 41.55

2296496 pw fuel T1 37.30

2296518 rec 73.85

2296521 pw fuel T1 46.10

2296545 fd fuel & water 67.75

2296541 pw fuel T1 43.70

2296554 rec 67.55

2296561 pw fuel T1 44.50

2296565 parks-tractor fuel 11.03

2296575 rec 109.74

2309656 rec 42.50

2309681 pw fuel T1 58.60

2309695 rec 85.00

2309720 fd fuel 110.00

2309739 fd-water bottle exchange 5.75

2309735 rec 87.49

2309741 pw fuel T1 80.00 1,662.42

Township of Edwardsburgh/Cardinal Report Date List of Accounts for Approval 4/15/2019 10:23 AM As of 4/15/2019 Page 3

Batch: 2019-00054


Ch E S Hubbell 1016490 pw-smith rd culvert 21,408.29 21,408.29

Ch ET Performance 21263 pw-PM & repairs T3 4,188.82 21251 pw-repairs T8 1,462.18 21269 pw-PM & repairs T6 1,694.74 21297 pw-PM and repairs T2 1,263.68 21303 pw- PM T11 390.44 8,999.86

Ch Enza Hart March 22 2019 vision-spouse 155.00 March 25 2019 vision-self, spouse 411.91 566.91

Ch Evan Gillespie 20 Years 20 year service award 250.00 250.00

Ch Evoqua Water Technologies Ltd 903932578 wwtp-equipment repair 557.41 557.41

Ch Fire Marshal's Public Fire IN153997 fd-textbooks 1,265.29 IN154058 fd-stickers 21.47 1,286.76

Ch G C Hudson Supply Ltd. 351213 spencerville arena 310.75 310.75

Ch GAL Power Systems Ottawa Ltd 76475 pw-generator maintenance 378.55 76478 wwtp-adelaide generator maint 355.95 76476 wwtp-john generator maint 406.80 76474 lagoon-spencer generator maint 319.23 76477 wtp-legion way generator maint 406.80 76473 wwtp-dishaw generator maint 378.55 76516 fd-generator maintenance 605.96 2,851.84

Ch Goldsmith Saw 61044 cardinal arena 45.21 61045 spencerville arena 45.21 90.42

Ch Graham Van Camp March 29 2019 fd-supplies 90.00 90.00

Ch Grand & Toy N557738 ad min 126.93 126.93

Ch HWSupplies 40899 pw-parts T7, T8 37.95 40856 pw-supplies and repairs 585.93 623.88

Ch Hewitt (Brockville) Ltd. 92116 wwtp- repairs 2,994.50 2,994.50

Ch Howard Campbell & Sons Ltd. MR1975 wid-portable toilet rental 105.00 105.00

Ch Hugh Cameron March 2019 mileage March 2019 173.94 173.94

Ch Imperial Coffee and Services 888119 canteen supplies 113.55 113.55

Township of Edwardsburgh/Cardinal Report Date List of Accounts for Approval 4/15/201910:23 AM As of 4/15/2019 Page 4

Batch: 2019-00054


Ch Joe Computer 13366 wwtp-modem 56.50 13486 ad min 6.78 63.28

Ch John Dobbie 25 Years 25 year service award 375.00 375.00

Ch Jp2g Consultants Inc 28385 Scott Rd 853.15 853.15

Ch Kemira Water Solution Canada 9019168470 wtp-chemicals 1,872.98 1,872.98

Ch Mac's Convenience Store Inc. 130684 fd fuel R5 50.00 130683 fd fuel R5 50.20 130685 fd fuel p/t 7 67.09 130703 wtp-fuel 73.00 130704 pwfuel T1 8.54 130706 wtp-fuel 40.04 130708 pwfuel T1 96.00 130707 wtp-fuel 39.00 130709 pw fuel T1 50.00 130712 ind park fuel 45.00 130710 wtp-fuel 71.60 130713 pw-fuel rec truck 86.00 130715 pw fuel rec truck 104.00 130716 wwtp-fuel 68.00 130717 pw fuel T1-salter 8.00 130719 pw-fuel rec 86.38 130718 pw-fuel rec truck 80.01 130720 wwtp fuel 81.25 130722 fd fuel T9 79.00 130723 ind park fuel 67.00 1,250.11

Ch Mark Simzer March 25 2019 wtp-mileage 59.62 59.62

Ch Mark's Commercial BB-0000726411 pw-safety boots 162.70 162.70

Ch Messer Canada Inc., 15687 2100549799 pw-gas 218.03 2100563799 pw-gas cylinders 71.48 289.51

Ch Morrisburg Plumbing & Heating 12019 cardinal arena 84.75 12140 wwtp-sewer earner 339.00 423.75

Ch Municipality of South Dundas 2019129 wwtp-tipping fees 30.00 30.00

Ch Norton's Crane Rentals 1558 spencerville arena 734.50 1548 March 2019 plowing 5,960.75 6,695.25

Ch Novatech


Batch: 2019-00054


1024259 mulder rezoning 696.65 1024257 official plan review 2,812.29 1024255 general planning 1,483.69 4,992.63

Ch O'Reilly's Independent Grocer 02 4837 fd-supplies 50.88 50.88

Ch Ontario Association Of Fire 57473 2019 conference 621.50 57475 2019 conference 621.50 1,243.00

Ch Ontario Good Roads Association 49741 2019 membership 939.74 939.74

Ch Patrick Sayeau Claim #13 mileage & expenses 818.35 818.35

Ch Pivotech Doors Inc. 39418 cardinal arena 1,666.75 1,666.75

Ch Pappa Corn Corp. 285729 canteen supplies 525.23 525.23

Ch Prescott Building Centre 2058926 spencerville library 9.27 2059016 spencerville library 249.37 2059051 admin-bldg repairs 47.47 306.11

Ch Purolator Courier Ltd. 440864513 council, fd 20.82 440926746 admin, fd 59.35 440983318 admin, pw, fd 74.35 154.52

Ch R & D Dairies Ltd 999. B 183683 cardinal arena 36.49 36.49

Ch RJ Akins Enterprises 477 town hall shovelling 210.00 475 town hall sanding 210.00 476 spencerville library shovellin 210.00 474 spencerville library sanding 210.00 840.00

Ch Randy Hopkins 53 CBO services & mileage 882.12 882.12

Ch Riverside Pontiac Buick Ltd. 301755 pw-rec truck 1,071.31 301787 pw-rec truck 207.92 1,279.23

Ch Sands 700120 fd supplies 243.96 243.96

Ch South Grenville Chamber of 326 2019 membership 180.00 180.00

Ch South Nation Conservation IN18288 1st installment 2019 15,623.67 15,623.67

Ch Spencerville Home Hardware 66106 fd-stn supplies 18.05 66159 spencerville arena 51.05 66153 spencerville arena 38.94


Batch: 2019-00054

Payment# Date Vendor Name

Invoice# Reference Invoice Amount Payment Amount

66206 spencerville arena 24.78 66210 spencerville arena 10.15 66205 spencerville arena 17.38 66207 spencerville arena 5.63 66200 spencerville arena 44.04 66215 spencerville arena 22.57 66214 spencerville arena 213.99 66230 lagoon supplies 23.72 66234 spencerville library 7.90 66223 spencerville library 32.75 66228 spencerville arena 62.13 66231 spencerville arena 153.53 66224 spencerville arena 194.28 66242 ad min 24.13 66245 spencerville arena 7.90 66249 ad min 17.26 66252 spencerville arena 29.82 1,000.00

Ch St Lawrence Printing Co Ltd. 86985 rec.admin,planning 555.96 87035 ad min 295.61 851.57

Ch St. Lawrence Corridor Economic 103 levy 2019 Jan-Jun 14,186.00 14,186.00

Ch Stefan Kohut Election 2018 nomination fee refund 100.00 100.00

Ch Stelem 79871 wtp-chemicals 406.80 406.80

Ch Stephen Dillabough Feb 2019 mileage & conference meals 100.81 100.81

Ch Storage Systems Const. Corp 2018-070 pw-sand dome inspection 2,825.00 2,825.00

Ch Stryker Canada ULC 30655089 fd-defib pads 43.22 43.22

Ch Superior Propane 24557217 cardinal arena 57.95 24577036 fd stn 1 1,292.25 1,350.20

Ch Susan Gail Morris Mar 26 2019 refund of credit bal 040-22000 172.24 172.24

Ch Telus Mobility 16215291127 April 2,188.76 2,188.76

Ch The Public Sector Digest Inc. 11641 asset mgmt roadmap 5,047.34 5,047.34

Ch Tory Deschamps 2018 Election nomination fee refund 100.00 100.00

Ch Township of Augusta 2019-012 CBO services 125.55 2019-014 CBO services 75.00


Batch: 2019-00054


March 27 2019 seminar registration 60.00 260.55

Ch Uline Canada Corporation 5276120 pw-lockers 1,161.09 1,161.09

Ch Ultramar 5466141588767 pw-clear diesel 1,937.16 391680458895 pw-clear diesel 2,792.40 3916792588918 pw-dyed diesel pittston 1,821.82 5466141588938 pw-dyed diesel 661.48 7,212.86

Ch United Counties Of Leeds & IVC6179 pw-guard rails 2018 2,104.00 2,104.00

Ch Universal Supply Group 3735 964-303247 pw-parts T11 64.67 964-304082 rec-truck parts 14.71 79.38

Ch Viaesys 552 pw-weather apps 508.50 508.50

Ch Vicki Cucman March 2019 pw/rec vehicle licensing 67.34 67.34

Ch Vincera Kennels 688883 animal control Feb 2019 1,400.00

688884 animal control contract 1,400.00 2,800.00

Ch White's Wearparts Ltd. 129066 pw-truck parts 1,678.05 1,678.05

Ch Williams, Rebecca Jan-Feb 2019 mileage and expenses 126.18

March 2019 mileage 94.68 220.86

Ch Xerox Canada Ltd 85118767 wwtp-copy charges 11.84

50066628 e/s copier lease 474.42 486.26

Ch YMCA of Brockville and Area Spring 2019 YMCA seniors program Spring 2,570.75 2,570.75

Total for AP: 160,500.04


Report Date 4/17/201911:57 AM



As of 4/17/2019 Batch: 2019-00055

Reference


Proposed Payments:

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

Ch

AIG Insurance Company of Can. 9026783-2019 9026783 renewal

AMCTO 45884 D Grant MLP course

Borden Ladner Gervais LLP 697698622 admin-730 insolvency

Brandii Phillips April2019 CPA membership 2019

Brenda Douglas 4-2019 town hall cleaning April

Canadian National Railway Co. 91447713 crossing maintenance

D2 Wireless BUSKIIN5565 BUSKIIN5566

es-department cell phone es-phone case

Enns MacEachern Pace 2019-70332-LM admin legal

Falcon Security Co. 1000056069 cardinal library 1000056151 wtp/wwtp quarterly monitoring

Future Office Products FOP167296 admin-copies FOP167835 admin-copies

G. Tackaberry & Sons K-0329521 pw-road repairs

H2Fiow Equipment Inc 15614 holdback re invoice 14008

Hach Sales & Service Canada Lt 191503 wtp-maintenance

Island City Training & Service 56 bylaw contract March3-30

Joshua Killick April2 2019 refund overpayment 005-39500

Limerick Environmental Svcs 2019-0606 bin collection Scott Rd

Lloyd McMillan Equipment Ltd. 9171 pw-float charges

Metropolitan Loose Leaf 1663 council-scroll holder

Mike Spencer April2019 canteen supplies

Ontario East Economic

Page 1


9,060.12 9,060.12

587.60 587.60

3,281.52 3,281.52

237.30 237.30

480.00 480.00

558.00 558.00

598.90 90.34 689.24

395.50 395.50

271.20 915.30 1,186.50

69.89 451.72 521.61

13,117.68 13,117.68

8,757.50 8,757.50

473.47 473.47

915.30 915.30

3,976.40 3,976.40

1,452.91 1,452.91

686.48 686.48

468.95 468.95

758.98 758.98


Batch: 2019-00055


2755 2019 membership 310.75 310.75

Ch Paul Kingston 19-01 pw-beaver trapping 737.33 737.33

Ch Proware Labs Inc. CAON-1905-00014 pro office ES renewal 1,695.00 1,695.00

Ch Realtax Inc. 70800 702 005 41101 372.90 70801 701 040 00702 372.90 70802 701 025 00800 774.05 70805 701 025 08500 440.70 70804 701 035 03200 463.30 70803 701 035 03500 395.50 2,819.35

Ch Ryan Metcalfe April5 2019 refund overpaument 005-22700 138.07 138.07

Ch Sani-Sol 356880 community clean up supplies 140.39

355698 spencerville arena, fd 430.11 357457 community clean up supplies 216.15

355699 south centre 117.86 904.51

Ch Seaway Doors Ltd. 33377 fd-stn1 replace windows 2,090.50 2,090.50

Ch T.A.S. Communications 348964 rec-answering service 156.67 156.67

Ch TRS Heating & Cooling Ltd. 5898-256552 spencerville library 6,561.91 6,561.91

Ch Tenaquip Ltd. 12209011-00 wwtp-latex gloves 135.83 135.83

Ch Thomas Vavro April 12 2019 refund overpayment 030 05000 1,411.10 1,411.10

Ch Tim Allen's Aerial Services 19075 wwtp-tree removal 678.00 678.00

Total for AP: 65,244.08

Certified Correct This April17, 2019

CORPORATION OF THE

TOWNSHIP OF EDWARDSBURGH/CARDINAL

BY-LAW NO. 2019-

"BEING A BY -LAW TO GOVERN THE PROCEEDINGS OF COUNCIL AND COMMITTEES OF COUNCIL"

WHEREAS pursuant to Section 238(2) of the Municipal Act, 2001, S. 0. 2001, c.25, as amended, every Council shall pass a procedure by-law for governing the calling, place and proceedings of meetings,

NOW THEREFORE be it enacted that:

1. The rules and regulations contained in this by-law as set out in Schedule 'A' attached hereto and forming part of this by-law, shall be observed in all proceedings of the Council and shall be the rules and regulations for the order and dispatch of business in the Council and in the Committees thereof. The Clerk shall ensure that a copy of this procedural by-law shall be available at every Council meeting.

2. This by-law shall come into force and effect upon the date of enactment.

3. By-law 2017-51 of the Corporation of the Township of Edwardsburgh/ Cardinal is hereby repealed.

Read a first and second time in open Council this 251h day of March, 2019.

Read a third and final time, passed, signed and sealed in open Council this 22nd day of April, 2019.

Mayor Deputy Clerk

DEFINITIONS

Schedule A By-law 2019 - _

1. In this by-law

(a) "Chair" and "Presiding Officer" can be used interchangeably to mean the individual conducting a meeting.

(b) "Chief Administrative Officer" means the individual appointed by Council who is responsible for exercising general control and management of the affairs of the municipality, as outlined in Section 229 of the Municipal Act, 2001 (SO 2001, c. 25) and who's authority is further defined by the delegation of authority bylaw as adopted by Council from time-to-time.

(c) "Chief Administrative Officer/Clerk (CAO/Cierk)" means the individual appointed to exercise the duties of both the Chief Administrative Officer and the Clerk under the approved management structure of the municipality.

(d) "Chief Executive Officer" means the Head of Council.

(e) "Clerk" means the individual appointed to perform the statutory duties outlined in Section 228 of the Municipal Act, 2001 (SO 2001, c. 25), or in the absence of the CAO/Cierk, the Deputy Clerk, of the Township of Edwardsburgh/ Cardinal.

(f) "Committee" means any committee, sub-committee, advisory committee, or ad hoc committee established by the Council of the Township of Edwardsburgh/Cardinal.

(g) "Committee of the Whole" shall be any committee comprised of all members of Council.

(h) "Council" means the Council of the Township of Edwardsburgh/ Cardinal.

(i) "Councillor" means a member of Council other than the Mayor or Deputy Mayor.

U) "Deputy Mayor" is the member of Council who has been elected to act in the absence of the Mayor.

(k) "Head of Council" means the Mayor.

(I) "Improper Conduct" means any conduct which causes disruption of a meeting.

(m) "Inaugural Meeting" is the first meeting of a newly elected Council following each quadrennial election or any by-election.

(n) "In Camera" is a meeting closed to the public to allow Council or Committee to consider business that, in accordance with the Municipal Act, may be kept confidential.

( o) "Mayor" means Head of Council

(p) "Meeting" means any regular, special or other meeting of a council, of a local board, or of a committee of either of them where, i) A quorum of members is present, and ii) Members discuss or otherwise deal with any matter in a way

that materially advances the business or decision-making of the council, local board or committee.

(q) "Motion" is a formal proposal put to Council by an individual member.

(r) "Municipal Act" means the Municipal Act, 2001 (SO 2001, c.25) and its regulations as amended.

(s) "Notice of Motion" means a written notice, including the name of the mover, the purpose of the motion, the date and such other information as may be required, advising Council or Committee that the motion described therein will be brought forward at the subsequent Council or Committee meeting.

(t) "Pecuniary Interest" means relating to or connected with money, pursuant to the Municipal Conflict of Interest Act, RSO 1990, c. M. 50 as amended.

(u) "Quorum" shall be a majority of the total number of the Voting Members of the Council or Committee.

(v) "Recorded Vote" means the recording of the name and vote of every member on any motion or question at any Member's request that the vote be recorded.

(w) "Rules of Order" shall be the rules to regulate debate and the conduct of members of Council, staff and public during an actual meeting of the Council or Committee. Where this by-law is silent on a matter of procedure, Robert's Rules of Order will apply.

(x) "Special Meeting" is a meeting called by the Mayor or a majority of members of Council for any purpose in accordance with the Township of Edwardsburgh/Cardinal's notice policy.

(y) "Township" means the Corporation of the Township of Edwardsburgh/Cardinal and includes its geographical area.

(z) "Ultra vires" means beyond the legal power or authority of the corporation.

COUNCIL MEETINGS

2. The inaugural meeting following each quadrennial election shall be held at the Township Office, Spencerville at 11:00 a.m. on the first business day in December.

3. Council shall meet on the fourth Monday of each month at the hour of 6:30 p.m. In the month of December the regular meeting of Council shall be held on the second Monday of the month. Where the fourth Monday of the month falls on a Statutory holiday, the meeting will be moved to the Tuesday immediately following.

4. No item of business may be dealt with at a Council Meeting after 10:00 p.m. except by majority vote of all Members present, and providing that quorum can be maintained.

5. Special meetings for any purpose may be called at any time by the Mayor in accordance with the municipality's notice policy.

6. A majority of the members of Council may call a special meeting at any time in accordance with the Municipal Act.

7. Notice of the holding of a special meeting shall be given by the GAO/Clerk to all members by telephone and by e-mail, such notice to specify the

date, time and location of such meeting and the object thereof, in accordance with the municipality's notice by-law.

8. As soon after the hour of meeting as there shall be a quorum present, the Mayor shall take the Chair and call the Members to order. A majority of the Members of the Council shall constitute a quorum. In the event that there shall be no quorum present within half an hour, the Clerk shall take the names of those present and the meeting shall stand adjourned.

9. The Mayor, or in his/her absence the Deputy Mayor, shall preserve order and decorum. He/she may speak to points of order, and shall decide all questions of order which can be subject to an appeal to the Council on a motion regularly seconded and which must be carried by majority.

ABSENCE OF HEAD OF COUNCIL FROM A COUNCIL MEETING

10. Subject to the provisions of the Municipal Act, and where no Presiding Officer has been appointed, in case the Mayor does not attend within fifteen (15) minutes after the time appointed for a meeting of the Council, the Deputy Mayor shall act in his/her stead. However, if neither is present the Clerk or Deputy Clerk shall call the Members to order if a quorum is present, and an acting Head of Council shall be appointed from among the Members present by a majority vote and he/she shall preside until the arrival of the Head of Council, and while so presiding the acting Head of Council shall have all the powers of the Head of Council.

CONDUCT OF PROCEEDINGS AT MEETINGS OF COUNCIL

11. It shall be the duty of the Mayor or other Presiding Officer

(a) to open the meeting of Council by taking the Chair and calling the meeting to order,

(b) to ensure that each member of Council has received a copy of the Agenda for the meeting,

(c) to receive and submit, in the proper manner, all motions presented to the Members of Council,

(d) to put to vote all questions which are regularly moved and seconded or necessarily arise in the course of proceedings, and to announce the result.

(e) to decline to put to vote motions which infringe upon the rules of procedure.

(f) to restrain the Members, within the Rules of Order, when engaged in debate.

(g) to enforce on all occasions the observance of order and decorum among the Members, in accordance with the established code of conduct for Council.

(h) to call by name any Council Member persisting in breach of the Rules of Order of the Council, and to order him/her to vacate the Council Chamber, and if necessary to exercise his/her authority to adjourn the meeting.

(i) to receive all messages and other communications and announce or cause them to be announced to the Council.

U) to authenticate, by his/her signature when necessary, all by-laws, resolutions and minutes of the Council.

(k) to inform the Council, when necessary, or when referred to for the purpose, on a point of order or usage.

(I) to ensure that the decisions of Council are in conformity with the laws and by-laws governing the activities of Council.

(m) to record the vote of each member present when any member requests that the vote be recorded. The request must be made immediately prior to the taking of the vote. When a recorded vote is taken, each member present, except a member who is disqualified from voting by any Act, shall announce his/her vote openly. Any failure to vote by a member who is not disqualified shall be deemed to be a negative vote. The CAO/Cierk shall record each vote in minutes.

(n) to adjourn the meeting when the business is concluded.

(o) to adjourn the meeting without a vote in the case of grave disorder arising in the Council Chamber.

COUNCIL AGENDA

12. The agenda for a meeting of Council shall be drafted by the CAO/Cierk under the direction of the Mayor.

13. The Mayor shall ensure that all agendas are balanced and organized and may stand down an agenda item if he/she feels it is appropriate to do so.

14. The CAO/Cierk shall have an agenda prepared and printed for the use of the Members at the regular meetings of Council and cause such agenda and background materials to be delivered to the members not less than three (3) days before the meeting.

15. Items may be added to the agenda which arise between preparation of the agenda package and the meeting date if approved by the Mayor prior to the commencement of the meeting and approved as an amendment to the agenda by unanimous consent of Council during the course of the meeting.

16. The following shall be the General Order of Business at each Council meeting.

1 . Call to Order 2. Approval of Agenda 3. Disclosure of Pecuniary Interest 4. Delegations or Presentations 5. Minutes of the Previous Council Meeting 6. Business Arising from Previous Council Meeting 7. Committee Minutes 8. Action and Information Items from Committees 9. Correspondence 10. Approval of Disbursements 11. By-laws 12. CAO's Administrative Update 13. Councillor Inquiries or Notices of Motion 14. Mayor's Report 15. Question Period 16. In Camera (if required) 17. Confirmation By-law 18. Adjournment

17. If a statutory public meeting is required, and in the opinion of the staff in consultation with the Mayor it can be accommodated prior to a regular

meeting of Council or Committee, the regular meeting of Council or Committee will be delayed if necessary.

DELEGATIONS AND PRESENTATIONS

18. To ensure that Council is aware of public sentiment pertaining to agenda items, delegations will be afforded the opportunity to address Council before decisions are made.

19. Any individual, corporation, organization or group wishing to present an item or viewpoint to Council shall inform the CAO/Cierk in writing. Email or facsimile requests are acceptable, with confirmation of receipt. If the item already appears on the Council agenda, such requests will be accommodated up to and including 4:00p.m. on the day of the Council meeting. If the item does not appear on the agenda, the delegate may be referred to a later Council or committee meeting.

20. Where a delegation appears before a Committee of Council composed of fewer than three members of Council, that same delegation may appear before Council at a regular Council meeting.

21. Where a delegation appears before Committee of the Whole that same delegation may appear before Council at a regular Council meeting a maximum of one time if they have new or additional information to present.

22. Delegations shall confine their remarks to the stated business, and shall have a maximum of ten (1 0) minutes to address Council, excluding followup questions by members of Council.

23. There shall be a maximum of two spokespersons per delegation, whose combined speaking time shall not exceed ten (1 0) minutes.

24. Presentations are organized to present information to Council. Where a presentation appears before a Committee, that same presenter may be requested to appear to present to Council at a regular meeting.

25. Where a presentation is made to Council, presenters will be alloted fifteen (15) minutes to make the presentation, excluding follow-up questions by members. Allotted time may be extended upon approval of the Mayor.

26. The CAO/Cierk shall list delegations and presentations in the order which they are received. Not more than three delegations or presentations in each Council or Committee meeting shall be booked. The Mayor, with the support of Council, may accommodate additional delegations prior to approval of agenda.

MINUTES

27. Minutes shall record:

(a) the place, date and time of meeting;

(b) the names of the Presiding Officer or Officers and record of attendance of the Members;

(c) the reading, if requested, correction if necessary, and adoption of the minutes of previous meetings; and

(d) all other proceedings of the meeting without note or comment.

28. It shall be the duty of the CAO/Cierk to ensure that the minutes of the last regular meeting and the minutes of all special and committee meetings held more than five (5) days prior to a regular meeting are made available

to each member of Council, not less than three (3) days before the hour appointed for the regular meeting.

MOTIONS

29. A motion must be formally seconded before the Presiding Officer can put the question.

30. When a motion is passed it becomes a resolution.

31. A Council member may bring a motion forward under Council Inquiries/Notices of Motion in respect of an emergency, time sensitive (as determined by the Chair), congratulatory or condolence nature, or any other matter.

32. The Council Member introducing the notice of motion must indicate at which Committee or Council meeting the motion is to be discussed.

33. Motions must be presented in writing; however, those motions in the following section may be presented orally. It is not necessary for the motion to be in the handwriting of the mover.

34. The following matters and motions may be introduced orally and without written notice and without leave, except as otherwise provided in the Rules of Order. (a) a point of order or of personal privilege (b) to "defer" (c) to postpone indefinitely or to a day certain (d) to move the previous question (e) to refer to a Committee

35. A motion in respect of a matter beyond the jurisdiction of the Council shall not be in order and shall be considered to be "ultra vires".

36. After a motion is read or stated it shall be deemed to be in possession of the Council but may, with the permission of the mover and seconder, be withdrawn at any time before decision or amendment.

37. A motion properly before the Council for decision must receive disposition before any other motion can be received, except motions to amend the main motion or in respect of matters listed in Section 34.

38. A motion called in the order in which it stands upon the agenda of a meeting, and which is not decided by Council, shall be allowed to stand, retaining its precedence upon the agenda of the next regular meeting of the Council.

39. At any time during debate on a motion, or an amendment to a motion, a motion may be made to refer the matter under discussion to a Committee of Council. If the motion to refer is passed, there will be no further action on the main motion or amendment, until the Committee concerned has made its recommendation to Council.

APPROVAL OF DISBURSEMENTS

40. All accounts submitted for payment must be approved by Council prior to release of funds. Payments for budgeted items to a maximum of $10,000 may be paid forthwith for emergency purposes or to avoid interest charges.

41. The Treasurer shall provide a list of all accounts to be paid to Council for review and approval prior to the release of funds, together with a list of those accounts paid in accordance with section 40 above.

READING OF BY-LAWS AND PROCEEDINGS THEREUPON

42. Every by-law when introduced shall be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with the provisions of any Act and shall be complete with the exception of the number and date thereof.

43. Every by-law shall have three readings prior to it being passed.

44. Unless otherwise provided, the confirmation bylaw shall receive all three (3) readings at the same time during the same meeting.

45. "Reading" in its present usage means "stage of consideration" and does not mean actual reading aloud.

46. The first reading of a by-law shall be decided without amendment or debate. It indicates approval of placing the matter before Council (introduction).

47. The second reading of a by-law indicates approval in principal of the proposed by-law.

48. First and second reading of any by-law may be held at the same meeting of Council and may be considered on the same motion.

49. If no amendments are proposed following first and second reading of a bylaw and it has received unanimous support, said by-law may be given third and final reading at the same meeting as first and second reading.

50. If Council determines that a by-law is to be considered in Committee it shall be so considered after second reading and before third reading.

51. If a Committee is used for discussion of a by-law, then any changes to the by-law recommended by the Committee shall be reported by the Chairperson of the Committee to Council. After the report has been received by Council the by-law shall be open to debate and amendment before it is ordered for third reading.

52. The GAO/Clerk shall set out on all by-laws enacted by Council the date of the several readings thereof.

53. Every by-law enacted by the Council shall be numbered and dated and shall be sealed with the seal of the Corporation and signed by the GAO/Clerk and the Presiding Officer and shall be deposited by the GAO/Clerk in his/her office for safekeeping.

COUNCIL INQUIRIES/NOTICES OF MOTION

54. Any member of Council may request follow-up information of any nature or give notice of a motion to be brought forward at the next'regular Council meeting.

55. Specifics regarding names and addresses related to by-law enforcement or animal control issues will not be discussed in open session.

QUESTION PERIOD

56. Persons in the gallery or media representatives may ask questions for clarification with respect to items on the agenda as approved by Council. Each individual present shall be afforded time to ask one question during question period, but may also follow up with staff or the Mayor for additional information after the meeting. A maximum of twenty (20) minutes in total shall be allowed for question period.

57. Questions shall be directed to the Chair.

58. The Chair may terminate question period at any time, if he/she deems it necessary.

RECONSIDERATION

59. A resolution may be reconsidered, if during the Council Inquiries/Notices of Motion portion of the meeting at which it was passed, any Member who voted on the resolution gives notice that he/she will introduce a motion for reconsideration at the first regular meeting held thereafter. Such notice shall include reasons for so doing.

60. If such notice of reconsideration is given no action shall be taken to carry into effect the main motion until after the motion to reconsider has been disposed of and no further discussion shall take place at the current meeting on the matter of the main motion or on the notice of reconsideration

61. Other than under a notice of reconsideration, no motion shall be considered more than once.

62. No question upon which a notice of reconsideration has been accepted shall be considered more than once, nor shall a vote to reconsider be reconsidered.

UNFINISHED BUSINESS

63. The items listed in the order of the topics set out in the agenda, as amended, if the case may be, if not disposed of by Council before the end of the meeting shall be noted and brought forward on each subsequent agenda until disposed of by Council, or removed from the agenda by a majority vote of the Council.

OTHER FINANCIAL REPORTING

64. The Treasurer will submit quarterly budget-to-actual summaries to Administration/Finance Committee of the Whole within 30 days of the end of the quarter

65. In the event that the annual budget has not yet been approved, municipal accounts can be processed provided that the expenses are comparable with the previous year's budget authority.

RULES OF DEBATE

66. Robert's Rules of Order shall be followed at all Council and Committee of the Whole meetings.

67. The Presiding Officer may at any time state relevant facts and his/her position on any matter without leave.

68. The presiding officer may not move a motion without first taking leave of the chair.

69. No Member, without leave of the Council, shall speak on the same question, or in reply, for longer than ten minutes, with an additional five minute rebuttal period.

70. Where a Member considers that his/her integrity or the integrity of the Council as a whole has been questioned, he/she may as a matter of personal privilege rise at any time, with the consent of the Presiding Officer, for the purpose of drawing the attention of the Council to the matter.

CONDUCT OF MEMBERS OF COUNCIL

71. The Mayor, as the Head of Council is Chief Executive Officer of the Township is elected to ensure, to the best of his/her ability, that the roles prescribed by the Municipal Act, SO 2001, as amended are adhered to and followed.

72. The Deputy Mayor, shall act as the Head of Council to the best of his/her ability in place of the Mayor where the Mayor is unable to act.

73. Councillors are elected to represent their respective wards to the best of their ability and shall act to the best of their ability to ensure that all aspects of the Township are considered in deliberation.

7 4. All members shall be respectful of each other, staff and the general public while fulfilling their roles.

75. No member shall speak disrespectfully of the Reigning Sovereign, or of any member of the Royal family, or of the Governor General, or the Lieutenant Governors, Provincial Parties or Leaders, Federal Parties or Leaders or of their representatives.

76. No member shall speak disrespectfully, use offensive words, language or gestures.

77. No member shall speak on any subject other than the subject under debate at any meeting.

78. No member shall disobey the rules of the Council or a decision of the Presiding Officer or of the Council on questions of order or practice or upon the final interpretation of the rules of the Council;

79. Where a matter has been discussed in camera, and where the matter remains confidential, no member shall disclose the content of the matter or the substance of the deliberations of the in camera session.

80. No member shall exhibit any improper conduct over the course of any meeting.

PENAL TIES FOR MISCONDUCT

81. Where a member has been called to order by the Presiding Officer for failing to observe the rules of conduct and persisting such conduct, the Presiding Officer may put the question, "that (Name of Council or Committee Member) be ordered to leave his/her seat for the duration of the meeting". However, if the Member apologizes and regains proper conduct he/she, by majority vote, will be permitted to retake his/her seat.

82. Where a Member has been permitted to retake his/her seat and improper behaviour is resumed by said Member, he/she will be ordered to leave the meeting by the Presiding Officer. No further opportunity to remain will be extended.

CONDUCT OF MEMBERS OF PUBLIC

83. Where a delegate, presenter or other member of the public behaves in a manner deemed to be improper conduct, he/she will be asked to leave the meeting. However, if the individual apologizes and regains proper conduct he/she, with the permission of the Presiding Officer, will be permitted to remain at the meeting.

COMMITTEE MEETINGS

IN GENERAL

84. Committees shall generally be governed by Proceedings of Council as established herein. Further terms of reference may be established by bylaw from time-to-time.

85. There shall be five types of Committee meetings: (a) Committees of the Whole (b) Committees of all members of Council with citizen volunteers (c) Committees of a majority of members of Council with citizen

volunteers (d) Committees of a minority of members of Council plus citizen

volunteers to constitute membership. (e) Ad hoc committees

86. (a) Committees of the Whole are meetings where the whole of Council is listed as members and are generally to be conducted in a manner similar to Council meetings. The CAO/Cierk or Deputy Clerk is required to be present.

87. (b) Committees of all members of Council plus citizen volunteers may include, but are not limited to, matters involving Administration, Finance, Public Works, Environmental Services and Recreation Facilities. The meetings are generally to be conducted in a manner similar to Council meetings. Citizen volunteers shall declare an oath of confidentiality in order to be included when matters are discussed in camera, and where the matter remains confidential in nature. The CAO/Cierk or Deputy Clerk are required and other senior staff may be required to be present.

88. (c) Committees of a majority of members of Council shall be generally conducted in a manner similar to Council. Matters to be considered may include, but are not limited to Land Use Planning, Economic Development and Recreation Programming. The CAO/Cierk or Deputy Clerk are required and one other staff member may be required to be present.

89. (d) Committees of a minority of members of Council plus citizen volunteers to constitute membership may be conducted in an open discussion forum or in a manner similar to a Council meeting, as determined by the Presiding Officer. Such committees may include matters involving recreation programming, citizen concerns, public libraries, etc. The majority of representation shall be non-elected citizens. No staff resources are required.

90. (e) Ad Hoc Committees may be established from time-to-time to address specific matters. The Mayor and/or Council shall appoint members and set the terms of reference for such Committees by resolution.

91. All committees shall make recommendations to Council by way of motions brought forward by Committee members and duly voted upon.

92. Council shall, at the start of their term, establish or confirm Committees of Council and their terms of reference, as well as the nature and number of members, by by-law.

COMMITTEE PROCEEDINGS

93. The Presiding Officer shall call the meeting to order, ensure that all members have copies of an agenda and/or supporting information, adjourn the meeting if unruly, or request individuals behaving in an unorderly or rude member to leave the meeting place, in accordance with sections 70 through 82 above.

94. Where a Committee is comprised of a minority of members of Council, quorum is not required for discussion to take place; however, quorum is required for votes to be called on recommendations to Council.

95. Where Committee is comprised of three or more elected members of Council, the Committee shall be served by appointed staff in accordance with the Municipal Act, SO 2001 as amended.

96. Minutes of Committees shall record: • The place, date and time of the meeting; • The names of the presiding officer and those voting and non-voting

persons in attendance; • A synopsis of discussion, without mention of names associated with

the opinions offered; • Motions and/or recommendations duly moved, seconded and voted

upon; • The reading, correction and approval of previous meeting minutes; • All other proceedings without note or comment.

97. The Mayor shall be ex-officio to all Council Committees. Ex-officio is defined as having the right to attend, participate and vote at the meeting, but not forming part of the quorum.

GENERAL PROVISIONS

RECORDING OF COUNCIL OR COMMITTEE SESSIONS

98. The recording or live-streaming of meetings is permitted by members of the public, media, and staff.

AMENDMENT

99. No amendment or repeal of this by-law or any part thereof shall be considered at any meeting of the Council without notice of proposed amendment or repeal having been given at a previous regular meeting of the Council, and the waiving of this notice by the Council is prohibited.

AUTHORITY

100. Roberts - "Rules of Order" shall be the final authority for any rules governing business procedures not covered in this by-law.

101. Any procedure required by this by-law may be temporarily suspended with the consent of a majority of the Council present.

NOTICE

102. Notice of meetings will be provided to the public via the municipal website.

ABSENCE OF HEAD OF COUNCIL FROM THE MUNICIPALITY

103. In the case of the absence of the Mayor from the Municipality, or if he/she is absent through illness, or he/she refuses to act, or his/her office is vacant, the Deputy Mayor will act in his/her place. However, if both are absent, a Councillor shall be appointed by the majority of members present to act from time to time in the place and stead of the Head of the Council and he/she shall have all the rights, powers and authority of the Head of Council, while so acting. This does not extend to membership on Counties Council.

PETITIONS AND COMMUNICATIONS (CORRESPONDENCE)

104. Every communication, including a petition designed to be presented to the Council, shall be legibly written or printed and shall not contain any

obscene or improper matter or language and shall be signed and dated by at least one person and filed with the CAO/Cierk.

105. Every communication received by the CAO/Cierk shall be forwarded to members of Council on a weekly basis.

106. Any member of Council may request that the CAO/Cierk bring forward any communication to a Committee or Council meeting for debate or direction.

TWP

EC • ca

Committee:

Date:

Department:

Topic:

TOWNSHIP OF EDWARDSBURGH CARDINAL BRIEFING NOTE

Council

April 22, 2019

Planning

Site Plan Control Agreement - 3223 County Road 2 (Distant Shores)

Background: This site plan control agreement amendment application to allow expansion of an existing building was recommended for approval at the January Administration & Finance Committee of the Whole meeting, conditional upon the release of an existing hydro easement that interfered with the proposed construction.

The easement was released by Hydro One on April1 5t, 2019.

\\ \o

CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH/CARDINAL

BY-LAW NO. 2019-_

"BEING A BY -LAW TO AUTHORIZE AMENDMENT TO THE SITE PLAN CONTROL AGREEMENT REGISTERED AS INSTRUMENT PR172032,

AS AUTHORIZED BY BY-LAW 2001-49

WHEREAS the Council of the Corporation of the Township of Edwardsburgh/Cardinal entered into a Site Plan Control Agreement with Gary Bolton operating as Superior Motor Sports by By-law 2001-49 at the regular meeting of Council on August 20, 2001 , which Agreement was registered on November 14, 2002 as Instrument No. PR172032; and

WHEREAS the Council of the Corporation of the Township of Edwardsburgh/Cardinal entered into an Amendment Agreement to Site Plan Control Agreement By-law 2001-49 by By-law 2004-44 at the regular meeting of Council on September 20, 2004, which Amendment Agreement was registered on December 2, 2004 as Instrument No. PR185593 ; and

WHEREAS the property described in the Site Plan Control Agreement was conveyed from Gary Bolton operating as Superior Motor Sports to Steven Leslie Hines operating as Distant Shores Trading Co. herein after referred to as the "Owner" by Transfer/Deed GC5000 registered on April 30 , 201 0; and

WHEREAS Authority is granted under Section 41 of the Planning Act, RSO 1990, c.P. 13, as amended to the Council of the Corporation of the Township of Edwardsburgh/Cardinal to enter into and amend such agreements; and

WHEREAS the Council of the Corporation of the Township of Edwardsburgh/Cardinal wishes to amend Schedules "A" through "C" of Site Control Agreement Instrument No. PR172032 to reflect the change in description , ownership and new use of the property.

NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Edwardsburgh Cardinal enacts as follows :

1. That Schedules "A", "B", and "C" of Site Plan Control Agreement, authorized by By-law 2001-49 and registered on title as Instrument No. PR172032 on November 14, 2002 shall be deleted and replaced with the attached Schedule "A", "B", and "C" which shall form part of this Agreement.

2. That all other provisions of Site Plan Control Agreement Instrument No. PR 172032 shall remain in force and effect.

3. That By-law 2004-44 shall be hereby repealed in its entirety.

4. That this by-law shall come into force and effect upon passing.

Read a first and second time in open Council this 22nd day of April , 2019.

Read a third and final time, passed , signed and sealed in open Council this 22nd day of April, 2019.

Mayor Deputy Clerk


AMENDMENT TO SITE PLAN CONTROL AGREEMENT REGISTERED AS INSTRUMENT PR172032 AS AUTHORIZED BY BY-LAW 2001-49

THIS AGREEMENT made in triplicate this __ day of April , 2019.

BETWEEN: Steven Leslie Hines operating as Distant Shores Trading Co.

Hereinafter called the "Owner" of the first part

AND: The Corporation of the Township of Edwardsburgh Cardinal

Hereinafter called the "Township" of the second part

WHEREAS the Council of the Corporation of the Township of Edwardsburgh/Cardinal entered into a Site Plan Control Agreement with Gary Bolton operating as Superior Motor Sports by By-law 2001-49 at the regular meeting of Council on August 20 ,. 2001 , which Agreement was registered on November 14, 2002 as Instrument No. PR172032 ; and

WHEREAS the property described in the Site Plan Control Agreement was conveyed to the Owner by Transfer/Deed GC5000 on April 30 , 201 0; and

WHEREAS Authority is granted under Section 41 of the Planning Act, RSO 1990, c.P. 13, as amended to the Council of the Corporation of the Township of Edwardsburgh/Cardinal to enter into and amend such agreements; and

WHEREAS the Council of the Corporation of the Township of Edwardsburgh/Cardinal wishes to amend Schedules "A" through "C" to reflect the change in description , ownership and new use of the property.

NOW THEREFORE This Agreement witnesseth that, in consideration of other valuable considerations and the sum of one dollar ($1.00) of lawful money of Canada now paid by the Owner to the Township (receipt whereof is hereby acknowledged) the parties hereby covenant and agree one with the other as follows:

1. That Schedules "A", "B", and "C" of Site Plan Control Agreement, authorized by By-law 2001-49 and registered on title as Instrument No. PR172032 on November 14, 2002 shall be deleted and replaced with the attached Schedule "A", "B", and "C" which shall form part of this Agreement.

2. That all other provisions of Site Plan Control Agreement Instrument No. PR 172032 shall remain in force and effect.

IN WITNESS WHEREOF the parties hereto have executed this Agreement.

THE CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH CARDINAL

Distant Shores Trading Co.

) __________________ __ ) Mayor )

)----------------~-)Clerk We have authority to bind the Corporation.

) ____________________ _ )Director ) ) __________________ __ )Director 1/We have authority to bind the Corporation .

DATED AT Spencerville, ON this _____ day of April , 2019

Witness: Steven Leslie Hines

SCHEDULE "A" Site Plan Control Agreement

TO AGREEMENT EXECUTED THE __ day of ______ , 2019

BETWEEN: STEVEN LESLIE HINES OPERATING AS DISTANT SHORES TRADING CO.

AND: THE CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH/CARDINAL

DESCRIPTION OF THE PROPERTY

3223 County Road 2 Lot B Registered Plan No. 63

15R-10014 Parts 7 to 9 Geographic Township of Edwardsburgh

Now Township of Edwardsburgh/Cardinal County of Leeds & Grenville

SCHEDULE "8"

Site Plan Control Agreement

TO AGREEMENT EXECUTED THE __ day of _ _____ , 2019

CONCEPTUAL PLAN SITE PLAN

EXHIBITS: The following Exhibits attached hereto shall form part of this Schedule:

Exhibit 1- Site Plan

Exhibit 2 - Elevations

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DISTANT SHORES TRADING CO.

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SCHEDULE "C" Site Plan Control Agreement

TO AGREEMENT EXECUTED THE __ day of ______ , 2019

BETWEEN: STEVEN LESLIE HINES OPERATING AS DISTANT SHORES TRADING CO.


1. ACCESS FACILITIES

a) As per site plan forming Exhibit 1 of Schedule "B"

2. SNOW REMOVAL

a) Responsibility of the owner

3. LANDSCAPING

a) As per site plan forming Exhibit 1 of Schedule "B" to this agreement

4. REFUSE STORAGE AND DISPOSAL

a) The owner shall be responsible for the disposal of refuse from the property

5. LOCATION OF BUILDING STRUCTURES AND FACILITIES

a) As per Site Plan forming Exhibit 1 of Schedule "B" to this agreement

6. ELEVATIONS

a) As per building elevation plans forming Exhibit 2 of Schedule "B" to this agreement

CORPORATION OF THE


BY-LAW NO. 2019-_

"A BY-LAW TO AUTHORIZE THE EXECUTION OF A SITE PLAN CONTROL AGREEMENT"

WHEREAS: The Council of the Corporation of the Township of Edwardsburgh/Cardinal deems it advisable to enter into a Site Plan Control Agreement with James Rust respecting development of a property described as:

2124 BROUSEVILLE RD SPENCERVILLE

PT LT 21-22 CONCESSION 3 EDWARDSBURGH/CARDINAL

ROLL# 070170103012000 PIN 68146-0260

AND WHEREAS: Authority is granted under Section 41 of the Planning Act, RSO 1990, c.P. 13, as amended to the Council of the Corporation of the Township of Edwardsburgh/Cardinal to enter into such agreement;

NOW THEREFORE: The Council of the Corporation of the Township of Edwardsburgh/Cardinal enacts as follows:

1. That the Mayor and Clerk are hereby authorized to execute an agreement with James Rust and that a signed copy of said agreement is attached hereto as Schedule "A".

2. This by-law comes into effect upon passing.

Read a first and second time in open Council this 22nd day of April, 2018.

Read a third and final time, passed, signed and sealed in open Council this 291h day of October, 2018.

Mayor Deputy Clerk

THE CORPORATION OF THE


SITE PLAN CONTROL AGREEMENT AS AUTHORIZED BY BYLAW 2019-_

THIS AGREEMENT made in triplicate this __ day of __ , 2018

BETWEEN: JAMES RUST

Hereinafter called the "Owner" of the first part


Hereinafter called the "Township" of the second part

WHEREAS: Bylaw 2002-31, as amended, of the Corporation of the Township of Edwardsburgh designated all of the lands in the Township of Edwardsburgh to be subject to site plan control;

AND WHEREAS: The owner is the registered owner of the lands described in Schedule "A" to this agreement and which are situate within the Township of Edwardsburgh/Cardinal;

NOW THEREFORE THIS AGREEMENT WINESSETH THAT in consideration of other valuable considerations and the sum of two dollars ($2.00) of lawful money of Canada now paid by the Owner to the Township (the receipt whereof is hereby acknowledged) and in consideration of the mutual covenants hereinafter expressed, the parties hereto covenant and agree one with the other as follows:

1. This is an agreement made pursuant to the provisions of Section 41 of the Planning Act, RSO 1990. as amended, and applies to the lands described in Schedule "A" to this agreement which lands are hereinafter referred to as the owner's lands.

2. That the location of the buildings and structures to be erected on the owner's lands, location of other facilities and the external appearance and design of the buildings shall conform to the plans attached hereto as Exhibit "1" of Schedule "B" to this agreement; provided that minor changes to such plans may be made by the owner with the prior consent in writing of the Chief Building Official for the Corporation of the Township of Edwardsburgh/Cardinal.

3. That the owner shall satisfy the conditions, facilities and matters on the owner's lands as specified in Schedule "C" to this agreement to the satisfaction of the Chief Building Official for the Corporation of the Township of Edwardsburgh/Cardinal.

4. That the conditions, facilities and matters as shown on Schedule "B" and described in Schedule "C" shall be provided and maintained by the owner at his sole risk and expense and to the satisfaction of the Chief Building Official of the Corporation of the Township of Edwardsburgh/Cardinal.

5. That the covenants, agreements and conditions herein contained on the part of the owner shall run with the land and shall be binding upon the parties hereto, and their successors, assigns respective heirs, executors and administrators.

6. That it is understood and agreed that examination and acceptance of plans, drawings and contract document by any employee of the Corporation of the Township of Edwardsburgh/Cardinal or the satisfying of any requirements of this agreement by the owner does not constitute acceptance of this agreement by the Corporation of the Township of Edwardsburgh/Cardinal, until a By-law to authorize this agreement has been passed by the Council of the Corporation of the Township of Edwardsburgh/Cardinal and this agreement is signed by the persons authorized to do so by such Bylaw.

7. That the owner hereby agrees to pay all costs involved in the registration of this agreement and all other costs incurred by the Corporation of the Township of Edwardsburgh/Cardinal with respect to this agreement.

IN WITNESS WHEREOF the parties hereto have executed this agreement.

THE CORPORATION OF THE TOWNSHIP OF EDWARDSBURGH/CARDINAL ) Mayor

) ) ____________________ __ ) Clerk

)Owner

SCHEDULE "A" Site Plan Control Agreement

TO AGREEMENT EXECUTED THE __ DAY OF __ , 2019.

BETWEEN: JAMES RUST


DESCRIPTION OF THE PROPERTY 2124 BROUSEVILLE RD

SPENCERVILLE PT L T 21-22 CONCESSION 3

EDWARDSBU RGH/CARDI NAL ROLL# 070170103012000

PIN 68146-0260

SCHEDULE "B" Site Plan Control Agreement

TO AGREEMENT EXECUTED THE _ DAY OF __ , 2019

MASSING AND CONCEPTUAL PLAN SITE PLAN

EXHIBITS: The following Exhibits attached hereto shall form part of this Schedule: Exhibit 1 - (Appendix "A") Site Plan

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METRIC DISTANCES AND/OR COORDINATES SHO\\N ON THIS' PLAN ARE IN METRES AND CAN BE CONVERTED TO fEET BY DIVIDING BY 0.3048.

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PROPOSED STRUCTURE:S: 65m STEEL SELr SUPPORT TOWER COUPOUNO (15miC15m)

TOWER: LATJTUOE NA08.3: N -14' -48' 8.6· LONGITUDE NAOBJ: W 75' 29' I 1.8" ELEVATION: :t:85m

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SCHEDULE"C" Site Plan Control Agreement

TO AGREEMENT EXECUTED THE DAY OF __ , 2019

1. ACCESS FACILITIES a) Access to the site will be via a private driveway owned and maintained by the owners, as per site plan forming Exhibit No.1 of Schedule "B".

2. FLOODLIGHTING

a) Access driveways on the owner's land are to be illuminated to the requirements of the Chief Building Official.

3. REFUSE STORAGE AND DISPOSAL

a) The owner shall be responsible for the disposal of refuse from his property.

4. LOCATION OF BUILDING STRUCTURES AND FACILITIES

a) As per site plan forming Exhibit No.1 of Schedule "B" to this Agreement.

5. ELEVATIONS

a) As per Building Elevation Plans forming Exhibit No.1 of Schedule "B" to this Agreement.


BY-LAW NO. 2019-_

"BEING A BY -LAW TO AUTHORIZE AMENDMENT TO THE SITE PLAN CONTROL AGREEMENT AS AUTHORIZED BY BY-LAW 2003-46"

WHEREAS the Council of the Corporation of the Township of Edwardsburgh Cardinal entered into a Site Plan Control Agreement with Brenda Mulder by By-law 2003-46 at the regular meeting of Council on October 20, 2003; and

WHEREAS Authority is granted under Section 41 of the Planning Act, RSO 1990, c.P. 13, as amended to the Council of the Corporation of the Township of Edwardsburgh Cardinal to enter into and amend such agreements; and

WHEREAS the Council of the Corporation of the Township of Edwardsburgh Cardinal wishes to amend Schedules "B" to reflect a new addition to the existing building ; and

WHEREAS the Council of the Corporation of the Township of Edwardsburgh Cardinal deems it advisable to amend this site plan agreement.

NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Edwardsburgh Cardinal enacts as follows:

1. That Schedule "B" Site Plan is hereby deleted and replaced with the attached new Schedule "B" Site Plan which shall form part of this by-law.

2. That all other provisions of the Site Plan Control Agreement By-law 2003-46 shall remain in force and effect.

3. That this by-law shall come into force and effect upon passing.

Read a first and second time in open Council this 22nd day of April, 2019.

Read a third and final time, passed, signed and sealed in open Council this 22nd day of April, 2019.

Mayor Deputy Clerk

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SCHEDULE "B" Site Plan Control Agreement

BRENDA MULDER

TO AGREEMENT EXECUTED THE __ DAY OF ___ , 2019

MASSING AND CONCEPTUAL PLAN SITE PLAN

EXHIBITS: The following Exhibits attached hereto shall form part of this Schedule:

Exhibit 1 - Site Plan

Exhibit 2 - Elevations

SCALE: NTS

3/11/2019

1<.eceived ; L 8 2019

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10 Parking Spaces 8.5' X 18'

SITE PLAN ISSUED FOR PERMIT

GENERAL NOTES:

SETBACKS: FRONTAGE 17' REAR 30' SIDE 68' OTHER SIDE 13.25' AVG.

CURRENT COVERAGE 3600'FT

PROPOSED COVERAGE 7200' FT

MAXIMUM COVERAGE 8842.75 SQ FT

TOTAL LOT AREA 25265 SQ FT.

NO OPEN STORAGE

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CONCESSION NUMBER 6 LOT NUMBER 27 REGESTERED PLAN NO. 40 REFERENCE PLAN NO. 15R 7368 PART NUMBER 1 PARCEL NUMBERS AS SHOWN

MULDER'S ADDITION PROPOSAL 51 CENTER ST. WEST, SPENCERVILLE ON.



BY-LAW NO. 2019-_

"BEING A BY-LAW TO ESTABLISH A POLICY REGARDING SMOKING OR VAPORIZING IN MUNICIPAL FACILITIES AND PUBLIC PLACES"

WHEREAS Section 8 of the Municipal Act, 2001, as amended, provides that the powers of a municipality shall be interpreted broadly so as to confer broad authority on the municipality to govern its affairs as it considers appropriate and to enhance the municipality's ability to respond to municipal issues; and

WHEREAS Section 11 (2) of the Municipal Act, 2001, as amended, provides that Municipal Councils may pass by-laws for the health, safety and well-being of the inhabitants of the municipality; and

WHEREAS Section 115 of the Municipal Act, 2001, as amended, enables Municipal Council to pass a by-law to prohibit or regulate the smoking of tobacco products in public places and workplaces within the municipality; and

WHEREAS Section 128 of the Municipal Act, 2001, as amended, provides that a municipality may prohibit and regulate with respect to public nuisances, including matters that, in the opinion of the Council are or could become or cause public nuisances; and

WHEREAS Section 129 of the Municipal Act, 2001, as amended, provides that a municipality may prohibit and regulate with respect to odours; and

WHEREAS the Smoke Free Ontario Act, 2017, as amended, contains rules respecting the smoking of cannabis, as well as smoking in public places; and

WHEREAS the Smoke Free Ontario Act, 2017, as amended, prohibits smoking or vaping of tobacco and cannabis in any enclosed workplace, any enclosed public place and any other place designated as smokefree and vape-free; and

WHEREAS Section 18 of the Smoke Free Ontario Act, 2017, as amended, contemplates that a municipal by-law may deal with a matter to which that Act applied but in a more restrictive manner, and directs that the by-law prevails to the extent it is more restrictive than that Act; and

WHEREAS it has been determined that smoking and second-hand smoke is a serious health hazard due to its adverse effects and risk to health of all inhabitants of the municipality;

WHEREAS it is deemed desirable for the purpose of promoting and protecting the health, safety and well-being of the inhabitants of the municipality to provide and ensure that all municipal public places and workplaces are smoke free;

NOW THEREFORE the Council of the Corporation of the Township of Edwardsburgh/Cardinal enacts as follows:

1.0 That the Leeds Grenville and Lanark District Health Unit Inspectors responsible for enforcing the Smoke Free Ontario Act, 2017, are hereby appointed as Enforcement Officers for the Township of Edwardsburgh Cardinal.

2.0 DEFINITIONS

2.1 For the purpose of this By-law:

"Cannabis" has the same meaning as defined in the Cannabis Act (Canada);

"Council" means the Council of the Township of Edwardsburgh Cardinal;

"Designated Public Place" means a Public Place designated pursuant to Section 5.1 of this By-law;

"Electronic Cigarette" or "E-Cigarette" means a vaporizer or inhalant-type device, whether called an electronic cigarette or any other name, that contains a power source and heating element designed to heat a nicotine based or cannabis based liquid substance ore-substance to produce a vapor intended to be inhaled by the user of the device directly through the mouth;

"Enclosed Public Place" means an enclosed public place as defined in the Smoke Free Ontario Act, 2017;

"Enclosed Workplace" means an enclosed workplace as defined in the Smoke Free Ontario Act, 2017;

"Enforcement Officer" means a person appointed by Council as a municipal Bylaw enforcement officer, Health Unit Inspectors appointed the under the SmokeFree Ontario Act 2017, Ontario Provincial Police, or the Royal Canadian Mounted Police to enforce this By-law;

"E-Substance" means a substance that is manufactured or sold to be used in an electronic cigarette, whether or not the substance contains nicotine or cannabis;

"Highway" means any provincial, county or municipal highway within the geographic limits of the Township of Edwardsburgh Cardinal, and includes the sidewalks and all other lands within the lateral boundaries of the highway;

"Municipal Facility" means every building, structure, park, sports area, green space, or vehicle/equipment owned, leased, licensed, permitted or rented by the Township or from the Township and includes such buildings, structures, parks, sports areas, greenspaces, or vehicles/equipment where Township employees conduct their work;

"Outdoor Community Meeting Area" means the whole or part of any outdoor area, owned, leased or controlled by the Township to which the public has access by right or invitation, expressed or implied, whether by payment of money or not;

"Park" means any land, owned or leased or controlled by the Township, designed or used for public recreation, including but not limited to: park structure, trails, gardens, playgrounds, sports areas, greenspace, swimming pools and waterfront swimming areas;

"Person" means a corporation as well as an individual;

"Proprietor or Other Person in Charge" means the person who owns, occupies or operates a Designated Public Place or an Enclosed Workplace to which this bylaw applies, or the person who controls, governs, or directs the activities that are carried on in the place, and includes the person who is actually in charge at any particular time;

"Public Place" means the whole or part of any building, place or area to which members of the general public are invited or permitted access, and also includes any motor vehicle located in a public place or in any place open to public view;

"Smoke/Smoking" means all forms of cannabis and combustion tobacco (cigarettes, cigars), e-cigarettes, waterpipe, pipe, or any other smoking equipment, and includes the inhalation of smoke or vapors and causing or

permitting cannabis, tobacco and/or e-cigarettes, over which one has ownership and control, to burn, and "smoke" has a corresponding meaning;

"Township" means the Corporation of the Township of Edwardsburgh Cardinal;

"Vaporizer" means any inhalant type device that contains a power source and heating element designed to heat a substance and produce a vapor intended to be inhaled by the user of the device directly though the mouth, whether or not the vapor contains nicotine, cannabis or any other substance;

"VaporizingNapeNaping" means the act of heating and converting nicotine, cannabis, an e-substance or any other substance through a vaporizer or an electronic cigarette, for the purpose of simulating the inhalation of smoke

3.0 INTERPRETATION

3.1 This By-law applies to the smoking and vaporizing of tobacco, nicotine, cannabis, e-substances, whether or not it contains tobacco, cannabis, and other plant material or oils intended for inhalation in every designated enclosed public place, enclosed workplace, designated public place, municipal facility, outdoor community meeting area, and park, within the geographic limits of the Township of Edwardsburgh Cardinal.

4.0 ADMINISTRATION

4.1 The Township of Edwardsburgh Cardinal and the Leeds Grenville Lanark District Health Unit are responsible for the administration and enforcement of this By-law.

5.0 GENERAL PROHIBITIONS

5.1 In addition to the prohibitions set out in the Smoke Free Ontario Act, 2017 as amended from time to time, no person shall smoke or vaporize tobacco, nicotine, cannabis, or hold or otherwise cause to light any substance in the following designated public places including but not limited to locations:

a) every place as set out in Section 12 (2) of the Smoke free Ontario Act, 2017, S.O. 2017 c. 26, Schedule 3;

b) a park;

c) an outdoor community meeting area;

d) a highway;

e) within three (3) meters of any entrance or exit of a Municipal Facility;

f) within three (3) meters of any entrance or exit of an enclosed public place or enclosed workplace;

5.2 For greater clarity, no person shall smoke or vaporize in any enclosed workplace, whether or not a "No Smoking" sign/symbol or a "No Vaping" sign/symbol is posted.

6.0 APPLICABILITY

6.1 Every Proprietor or other person in charge of a designated public place or an enclosed workplace in which smoking or vaporizing are prohibited shall ensure compliance with this By-law.

7.0 SIGNAGE

7.1 Signs shall be posted and maintained in accordance with the Smoke Free Ontario Act, 2017, and as prescribed by the Township.

7.2 Notwithstanding section 7.1 of this By-law, the requirement for signs does not apply to the following designated public places:

a) a park; and

b) an outdoor community meeting area.

8.0 ENFORCEMENT

8.1 The provisions of this By-law respecting the regulation of smoking and vaporizing may be enforced by an Enforcement Officer.

8.2 No person shall obstruct or hinder or attempt to obstruct or hinder an Enforcement Officer or other authorized employee or agent of the Township in the exercise of a power or the performance of a duty under this By-law.

8.3 An Enforcement Officer who has reasonable grounds to believe that a person has contravened any provision of this By-law may require that person to provide their identification to the officer.

8.4 Every person who is required by an Enforcement Officer to provide identification under Section 8.3 of this By-law shall identify themselves to the Officer. Giving their correct name, address, and proof of identity shall constitute sufficient identification. Failure to provide sufficient identification shall constitute obstruction of the Officer under Section 8.2.

9.0 OFFENCES AND PENALTY

9.1 Any person who contravenes any provision of this By-law is guilty of an offence and upon conviction is liable to a fine as provided for by the Provincial Offences, Act R.S.O 1990, Chapter P.33, as amended.

9.2 If this By-law is contravened and a conviction entered, the court in which the conviction has been entered and any court of competent jurisdiction thereafter may, in addition to any other remedy and to any penalty that is imposed, make an order prohibiting the continuation or repetition of the offence by the person convicted.

10.0 OTHER

10.1 Where a provision of this by-law conflicts with a provision of another By-law, regulation, or Act, the provision that establishes the higher standard shall prevail in order to protect the health, safety and well-being of the general public.

10.2 It is the declared intention of the Council of the Corporation of the Township of Edwardsburgh Cardinal that any section or part of this By-law which may subsequently be held to be invalid shall be severable from the remainder of the By-law and shall not be deemed to have persuaded or influenced the Council to pass the remainder of this By-law.

10.3 That By-law 2019-_ will repeal and replace in its entirety By-law 2019-02, and all other by-laws previously passed that are inconsistent with the provisions of this By-law.

Read a first and second time in open Council this __ day of _____ , 2019.

Read a third and final time, passed, signed and sealed in open Council this __ day of , 2019.

Mayor Deputy Clerk



BY-LAW NO. 2019-

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"BEING A BYLAW TO ADOPT THE GENERAL GOVERNMENT ESTIMATES FOR SUMS REQUIRED DURING THE YEAR"

WHEREAS; the Municipal Act 2001, S.O. 2001, c. 25 Subsection 290, as amended, provides that the Council of a local municipality shall in each year prepare and adopt a budget, including estimates of all sums required during the year for the purposes of the municipality;

AND WHEREAS the Council of the Corporation of the Township of Edwardsburgh/Cardinal has prepared estimates setting out the amounts required to be used for lawful municipal purposes and the amounts required to be raised by taxation in 2019;

NOW THEREFORE the Council of the Corporation of the Township of Edwardsburgh/Cardinal enacts as follows:

1. The estimates of the 2019 Revenues and Expenses attached hereto as Schedule "A" forming part of this by-law are hereby adopted.

Read a first and second time in open Council this_ day of ___ , 2019.

Read a third and final time, passed, signed and sealed in open Council this __ day of , 2019.

Mayor Deputy Clerk

Schedule "A" to By-law 2019-

TO BE RAISED REVENUE EXPENDITURES FROM TAXES

OPERATING BUDGET Council 0 105,300 105,300 Administration 291,601 1,122,471 830,870 Fire Department 20,000 531,274 511,274

Police Services 8,000 1,168,745 1,160,745

Conservation Authority 0 46,872 46,872

Cemeteries 100 5,000 4,900

Protective Services 6,200 22,620 16,420

Building Inspection 119,810 119,810 0

Bylaw Enforcement 11,500 52,300 40,800

Public Works 29,400 1,764,285 1,734,885

Johnstown Water 9,000 16,500 7,500

Storm Water Management 0 127,720 127,720

Waste Disposal 13,000 136,810 123,810

Waste Collection 330,103 356,700 26,597

Recreation 830,690 1,793,323 962,633

Library 0 148,950 148,950

Planning 19,332 50,442 31,110

Economic Development 53,700 130,700 77,000

Agricultural & Drainage 5,000 39,600 34,600

Total Operating 1,747,436 7,739,422 5,991,986

Less:

Supplementary Taxes 70,000 0 -70,000

Grants In Lieu 265,667 0 -265,667

Provincial Grant (OMPF) 850,500 0 -850,500

Transfer From Reserve 0 0

Port of Johnstown 758,340 0 -758,340

3,691,943 7,739,422 4,047,479

Transfers to Reserves

Administration 0 50,000 50,000

Fire Department 0 170,000 170,000

Public Works 0 150,000 150,000

Storm Water Management 0 15,000 15,000

Recreation 0 25,000 25,000 Total Transfers to Capital Reserves 0 410,000 410,000

CAPITAL BUDGET

Administration 30,459 30,459 0

Fire Department 15,000 32,900 17,900

Public Works 748,432 1,587,251 838,819

Storm Water Management 200,000 200,000

Waste Disposal 0 0 0

Recreation 27,000 164,000 137,000

Total Capital 820,891 2,014,610 1,193,719

GRAND TOTAL 4,512,834 10,164,032 5,651,198

Senior Management Team

HR

Economic Development

CAO's ADMINISTRATIVE UPDATE TO COUNCIL

ADMINISTRATION I ECONOMIC DEVELOPMENT

Page 1 of4 April 22, 2019

A first draft of the cell phone policy has been reviewed and will be further revised before being shared with the Labour-Management Committee. Leadership Development training for the entire team is scheduled for Friday, April 26 in Kemptville. All managers have been asked to delegate one of their staff members to respond to inquiries that day, but we will be available for any true emergencies. Kevin Lalonde has been welcomed to the team as our new Chief Building Official. A Fitness for Duty Policy has been drafted and reviewed by Joint Health and Safety. It will be further reviewed at the Labour-Management Committee before bein_g finalized. A review of the Workplace Violence and Harassment Policy is past due. John McGeough of Prevention and Regulatory Solutions Ltd. has been engaged to review the policy to ensure it meets current regulations and then provide training to all Township representatives, both council and staff. Further information will be provided as dates are finalized. We are continuing work to develop two Site Plan Control Agreement Amendments -one for the Greenergy installation at the Shore Line Rail property and the other for a fertilizer storage building for Logistec on their property across from the Port. BBL Energy have been busy cleaning up their property and their representatives are working toward construction and installation of the demonstration unit. The development plans for the former 730 Truck Stop property are ongoing; recently Councillor Cameron and Mayor Sayeau attended the opening of the Cardinal Travel Centre. It is open for diesel fuel only at the present time. There have been a number of serious inquiries about purchasing properties in the downtown core of Spencerville and developing small businesses. The owners of Flying Canoe Hard Cider have announced that they will be moving here from Ottawa in early summer and there is significant interest in the Chinese Food Restaurant building. The main street signage project is moving forward with most of the signs already created and awaiting installation by Township staff now that the weather has improved. The sign maker has provided the Giant Tiger plaques in accordance with Council instructions. As directed by Committee, the Agreement of Purchase and Sale document for Industrial Park lands was forwarded to the other party. The_y have declined to participate.

Administration

Building/Bylaw

Upcoming meeting schedule-meetings begin at 6:30pm unless otherwise noted

Environmental Review Tribunal-ED19

Official Plan review

Absences

Council Expenses

Asset Management 730 Truck Stop Receivership

Tax Registration

Page 2 of 4 April22, 2019

Survey work has been ordered for a vacant lot in Cardinal that is owned by the Township following a completed tax sale process last year. As directed by Council the lot will be offered for sale to the public once a value has been established. The Claims Manager from BFL Canada has been asked to attend the May 13 Committee of the Whole meeting to discuss claims management. Workload is ramping up in both areas as is typical in the spring, and staff continue to respond to inquiries and complete investigations and inspections. Monday, April 29- Meet Your Council Monday, May 6 6:00 pm - Public Meeting for Mulder's Rezoning Monday, May 6 - Community Development Committee Thursday, May 9 - Standard of Care Training Monday, May 13 -Admin & Finance Committee of the Whole Tuesday, May 21- PW/ES/Facilities Committee of the Whole Wednesday, May 22- Port Management Committee Monday, May 27 - Regular Council The decision resulting from the agreement hearing in November was issued January 31. The Tribunal ordered that the Director is to amend ECA No. A420009 to add new provisions, and once the ECA is amended, the Director is to revoke the Suspension Notice. The aQPeal is dismissed. The public open house required by the Planning Act was held on April 11 with 13 members of the public attending in addition to members of Committee, Council and staff. There did not appear to be many grave concerns and to date only one comment sheet has been received. The planning consultant will review comments and provide a report to CDC. May 30 & 31 -Attending FCM Conference

TREASURY

Canada Revenue Agency has provided a letter to the Township respecting Council members' right to claim expenses. A report will be provided to Committee of the Whole in May. Work on the Asset Management Road Map project continues.

The solicitor acting on the Township's behalf has received the funds to pay the clean up costs in the amount of $295,669.18. The funds will be held in trust by the solicitor until the Receiver has Court approval for the distribution, which is expected b_y_ the end of April. 26 properties were sent to Real Tax for registration in March, of which eight have since been redeemed in full. There are six additional properties which were registered last year and may be eligible for tax sale in June if not redeemed.

2019 Budget

2018 Audit

Arenas

HR

Roads and Sidewalks

Solid Waste

ICIF Northern & Rural Stream Application Utilities

Cardinal Water

Cardinal Wastewater Spencerville Wastewater


The seventh budget meeting was held April 18. It is hoped that the budget bylaw will be adopted tonight with a 0% tax rate increase. The auditors were on site April10-12.

FACILITIES/RECREATION

The lngredion Centre is in full swing with spring ice rentals. The Spencerville arena is undergoing off-season maintenance including cleanin_g and r:>_ainting. Summer staff have been hired. Annie Maclean will fill the position of Aquatics Coordinator beginning next month.

OPERATIONS- PUBLIC WORKS

Gravel roads are being attended to as the spring thaw continues. Repairs to sod and trees damaged during winter control operations will commence shortly. Normal operations at the transfer station; leaf and brush waste will be accepted free of charge through the month of May. Leaf and brush pickup in the built up areas is scheduled as follows -Cardinal: Tuesday, May 7th & May 21st, 2019 SR_encerville, Johnstown & New Wexford: Thursday, May 9th & 23rd Staff is coordinating with the volunteers for the "dump to donate" program in Cardinal, expected to take place on a Saturday in May. An application is being prepared for funding to complete paving of Rooney Road, as directed by Committee and Council. Application deadline is May 14. Hydro One has advised that they will be commencing tree clearing in their rights-of-ways between Johnstown and Cardinal and as far north as Pittston.

OPERATIONS- ENVIRONMENTAL SERVICES

Public Safety Canada has approved the NDMP funding for the Flood Mitigation Measures (berm) at the Cardinal Water Treatment Plant. We will be meeting with SNC in the next week or two to finalize next steps. A funding agreement will be required. The system is functioning normally. Higher-than-normal flows, !Yr:>_ical of this time of year, are being managed. The system is functioning normally. The annual lagoon discharge began April 13. We have offered an easement agreement as a possible solution to recognize two private sewer laterals that cross two other private properties to outlet to the main on South Street. We are waiting for a response from the owners of the four affected properties.

Prescott WVVTP

JR-DR Drain

County Road 2 Drain Schutten Branch

HR

Training

Operations


The next Board meeting date has not been established yet.

OPERATIONS- MUNICIPAL DRAINS

We are awaiting a report from Robinson Consultants regarding changes at three locations; it is expected shortly. Robinson Consultants have now been able to gain access to the CN rail line and their report is expected soon. Awaiting permits from SNC and DFO.

FIRE DEPARTMENT

Nine new recruits have been welcomed aboard and are doing well in their traininq. Essentials of Municipal Fire Protection Seminar will be held on May 11th_ Several members of Council are registered to attend.

Fire Department hosted a 20 hour NFPA 472 Hazmat Awareness and Core Operations course with 18 members participating. Firefighters from Prescott, Elizabethtown Kitley and Brockville were also in attendance. The online burn permit system has been implemented for 2019 and appears to be functioning well. New permits are being issued daily and staff is able to assist residents who come into the office.

EMERGENCY MANAGEMENT

Emergency Plan An initial staff meeting regarding the 2019 meeting has been held. The Township will participate with the Township of Augusta and the Town of Prescott in radio advertising efforts for Emergency Preparedness Week May 5-11. We are also participating in the counties-wide print advertisement for the same purpose and designing an online and social media campaign specific to the Township. Council orientation training on emergency preparedness will be provided by Kevin S_2encer at a future date.

Councillors are reminded to please forward or cc sent/received email correspondence that is a municipal record to [email protected]



Moved By:----------


April 22, 2019

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


Mayor: _______________ _

RECORDED VOTE REQUESTED BY:

NAME YEA





Mayor P. Sayeau

TOTAL

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BY-LAW NO. 2019-14

"A BY-LAW TO ADOPT, CONFIRM AND RATIFY MATTERS DEALT WITH BY RESOLUTION"

WHEREAS Section 5(3) of the Municipal Act 2001, SO 2001, Chapter 25, as amended, provides that the powers of a municipality shall be exercised by by-law;

AND WHEREAS in many cases, action which is taken or authorized to be taken by the municipality does not lend itself to the passage of an individual by-law;

NOW THEREFORE the Council of the Corporation of the Township of Edwardsburgh/ Cardinal enacts as follows:

1. That the actions of the Township of Edwardsburgh/Cardinal, at its meeting held on April 22, 2019 in respect of recommendations contained in the reports of committees considered at the meeting and in respect of each motion, resolution and other action taken by the Township of Edwardsburgh/ Cardinal at its meeting are, except where the prior approval of the Ontario Municipal Board or other authority is required by law, hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this by-law.

2. That the Mayor and the appropriate officials of the Township of Edwardsburgh/ Cardinal are hereby authorized and directed to do all things necessary to give effect to the actions of the Council of the Township of Edwardsburgh/Cardinal referred to in the preceding section.

3. That except as otherwise provided, the Mayor and Clerk are authorized and directed to execute all documents necessary on behalf of the Township of Edwardsburgh/Cardinal.

Read, passed, signed and sealed in open Council this 22nd day of April, 2019.

Mayor Deputy Clerk

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