MUNICIPALITY OF ARRAN-ELDERSLIE

Council Meeting

MINUTES

Meeting No. 23-2021
-
Council Chambers and via Teleconference
1925 Bruce Road 10, Chesley, ON
Council Present:
  • Mayor Steve Hammell
  • Deputy Mayor Mark Davis
  • Councillor Doug Bell - Present Electronically
  • Councillor Brian Dudgeon - Present Electronically - Arrived at 9:16am and departed at 11:55am.
  • Councillor Melissa Kanmacher
  • Councillor Ryan Greig - Present Electronically
  • Councillor Ryan Nickason - Present Electronically
Staff Present:
  • Sylvia Kirkwood - CAO
  • Christine Fraser-McDonald - Clerk
  • Julie Reid - Deputy Clerk
  • Scott McLeod - Public Works Manager
  • Tracey Neifer - Treasurer
  • Carly Steinhoff - Recreation Manager - Present Electronically
  • Laura Fullerton - Economic Development Coordinator - Present Electronically

Mayor Hammell called the meeting to order at 9:00 am. A quorum was present. 

Council passed the following resolution: 

  • 23-370-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that the agenda for the Council Meeting of Monday, September 27, 2021 be received and adopted, as distributed by the Clerk.

    Carried

Council passed the following resolution:

  • 23-371-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that the Council of the Municipality of Arran-Elderslie adopt the minutes of the Regular Council Session held September 13, 2021.

    Carried

Jo-Anne Harbinson and Jennifer Stephens made a presentation on behalf of the Saugeen Conservation Authority (SVCA) to Council regarding proposed work to be completed on the Paisley Flood Control Dyke System.   

There is erosion along toe of Paisley Dyke upstream of Queen Street Bridge.  This has been caused by water and ice damage as well as some pedestrian access on the river where kayaks and canoes have entered the river.  

SVCA Staff along with BM Ross, Bruce County Staff and Arran-Elderslie Staff, met to access the erosion.  There have been some draft design drawings prepared or the repairs.  This work will be completed as part of the Bruce Road 3 Teeswater Bridge Replacement Project.  Some elevation changes have been noted along the top of the dyke that are also in need of repair.  It would make sense to upgrade the top of the dyke at the same time as the toe erosion work is being completed as well.  

For Major Repairs and Studies, Conservation Authorities across the Province can apply to Water and Erosion Control Infrastructure (WECI) Funding. The Ministry of Natural Resources and Forestry has $5 million dollars of major repair money available that can be applied to major repairs or studies needed to flood and erosion control structures that are owned and operated by Conservation Authorities. The SVCA will need a resolution providing Council's support of the project in order to apply for any grant funding.  

The total cost for the project is estimated at $55,000 for both the toe erosion as well as the repairs to the top of the dyke.  Arran-Elderslie's share will be 50% of this amount. This amount could be decreased with successful grant funding applications. 

Ms. Harbinson responded to questions from Members of Council.  

It was noted that the maintenance of the trails on top of the dyke are Municipal responsibility subject to SVCA approval.  This would be the proper time to consider potential upgrades to the current trails.    

A question was raised regarding the re-use of materials and Mrs. Harbinson indicated that materials from the work at the toe of the dyke could potentially be used during the repairs to the top of the dyke.  

Staff will prepare a report to provide further details on the project and obtain Council's support by way of resolution.  

Ms. Stephens announced that Ms. Harbinson is retiring from the SVCA after 30 years.  Council wished Jo-Anne well in her retirement.  

Council thanked Ms. Harbinson and Ms. Stephens for their presentation. 

  • Deputy Mayor Davis declared a conflict on this item. (Deputy Mayor Davis declared a deemed pecuniary interest to this agenda item 7.2 because he is a Member of the Chesley Kinsmen Club.  )

Bob Johnston, Bill Gardhouse, Nathan Rhody and Dan Foxcroft made a presentation to Council on behalf of the Kinsmen Club of Chesley.  

Bob Johnston provided Council with a listing of the projects the Kinsmen have contributed to in within the community over the years including the Chesley Firehall, Chesley District High School, the Chesley Community Centre and Arena along with many others.  

Nathan Rhody presented a cheque to Mayor Hammell to pay off the existing loan with the Municipality for construction of the Kinsmen Pavillion.  

The Club would like to embark on a new project to replace the current splashpad with a new one.  

They would like Council's support in the form of an interest free loan in the amount of $175,000 over a five-year period.  Details of the splashpad design were provided to Council.  The project would be completed by a reputable company called ABC Recreation.  The project will be completed in May 2022 for use next summer. 

Bill Gardhouse invited Members of Council and Staff to attend the dedication ceremony of the Kinsmen David Spencer Memorial Pavillion on October 6th. 

Council thanked the Kinsmen Club of Chesley for all that they do within our community. 

Prior to the vote, Deputy Mayor Davis declared a Pecuniary Interest since he is a member of the Kinsmen Club. 

Council passed the following resolution:

  • 23-372-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby,

    1. Supports the splashpad project presented by the Chesley Kinsmen; and
    2. That Council approves to enter into an agreement for a 5-year interest free loan in the amount of $175,000.
    Carried

Traci Smith from BDO made a presentation to Council regarding the 2020 Draft Financial Statements, noting that the audit was completed completely virtually due to the pandemic.  

In 2020, the Municipality saw an Annual Surplus of $2,114,671 and an Accumulated Surplus of $58,184,477.  Ms. Smith noted that the Municipality has no external debt which is an indicator of a good financial position. 

Council thanked Ms. Smith for her presentation.

 

 

Council passed the following resolution:

  • 23-373-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that the Council of the Municipality of Arran-Elderslie receives, notes, and files correspondence on the Council Agenda for information purposes.

    Carried

Clerk, Christine Fraser-McDonald provided an overview of her report and  responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

  • 23-374-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby receives Report SRCLK.21.15 and further directs staff to prepare a by-law for the adoption of this policy at a subsequent Council meeting.

    Carried

Deputy Clerk, Julie Reid, provided an overview of her report and  responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

  • 23-375-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby,

    1. Approve in Principle, the proposed installation of the coverall structure made by the Paisley Blue Festival subject to additional information being provided in a final Staff Report later this fall; and
    2. Supports the proposed location beside the Paisley Rotary Palace at 243 James Street in Paisley; and
    3. That Maxwell Johnston on behalf of the Paisley Blues Festival and Rob Fullerton on behalf of the Paisley Agricultural Society be appointed to liaison with Calhoun Super Structure’s and staff to investigate the building design aspects/location of the project.
    Carried

Treasurer, Tracey Neifer, provided an overview of her report and responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

  • 23-376-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby,

    1. Supports continuing with the Quarterly Financial Reporting, and
    2. That the Payables Voucher be made available monthly at the Municipal Office for information purposes.
    Carried

Treasurer, Tracey Neifer provided an overview of her report.  Members of Staff responded to questions from Members of Council. 

There was a general discussion regarding development charges at both the County and Local levels. 

This report was provided to Council for information purposes. 

Treasurer, Tracey Neifer, provided an overview of her report and responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

  • 23-377-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby,

    1. Appoint BDO Canada LLP as external auditors for the 2020-2021 fiscal year-ends; and
    2. That the necessary By-Law be prepared to re-appoint BDO Canada LLP as Municipal Auditor.
    Carried

Works Manager, Scott McLeod responded to questions from Members of Council. 

This report was provided to Council for information purposes.

Works Manager, Scott McLeod provided an overview of his report and responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

  • 23-378-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby,

    1. Accept the pricing of $130.00 per hour from Multiple Enterprises, Ed Karcher, Ron Gibbons and Horner Construction to supply one truck for snow removal in Chesley, Paisley and Tara.
    2. Accept the pricing of $130.00 per hour for a minimum of four (4) hours when supplying a second truck for snow removal in Chesley, Paisley, and/or Tara.
    3. Accept the pricing of $180.00 per hour from Jim McCullough to supply one tractor and snow blower to load trucks in the Village of Paisley.
    Carried
  • Mayor Steve Hammell declared a conflict on this item. (Mayor Hammell declared a direct pecuniary interest to this agenda item 9.3.3 because he owns land that drains into the Calhoun Municipal Drain. )

Deputy Mayor Davis assumed the Chair for this agenda item. 

Works Manager, Scott McLeod provided an overview of his report and responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

  • 23-379-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby accepts that a change order for the Calhoun Municipal Drain will be added to the existing September 2020 contract awarded to Faust Construction Inc. for the ditch bottom cleanout for the following Municipal Drains: Coleman, McCannel and Simpson.

    Carried

Works Manager, Scott McLeod and other Members of Staff responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

  • 23-380-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby appoints Rakesh Sharma from GSS Engineering Consultants Limited as the Overall Responsible Operator (ORO) for the Municipality and enter into a one-year contract for these services.

    Carried

Works Manager, Scott McLeod provided an overview of his report and responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

  • 23-381-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby accepts report SRW.21.35 which includes the Drinking Water Quality Management Standard (DWQMS) updates, and the Annual Reports for the Water & Wastewater system, and agrees to sign-offs in SLD 12 Communications as well as the Quality Management Policy, and Quality Management System Representative.

    Carried

Economic Development Coordinator, Laura Fullerton, provided an overview of her report and responded to questions from Members of Council. 

Council suggested that Deputy Mayor Davis be appointed to the Working Group as well.  The Deputy Mayor accepted.  

Subsequent to further discussion, Council passed the following resolution:

 

 

  • 23-382-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that Council hereby,

    1. Approve the proposed composition of the Paisley Teeswater Bridge Project Working Group; and
    2. Appoint the Paisley Ward Councillor and the Deputy Mayor to the Paisley Teeswater Bridge Project Working Group.
    Carried

Davis:

Deputy Mayor Davis has nothing to report.  He noted that his Notice of Motion regarding the Payables Voucher could be pulled from the Agenda since a resolution has been agreed upon.

Bell:

Councillor Bell attended the opening of Chickadee Landing opening, The Tara Rotary Walking Bridge Opening, and the Chesley Fall Fair Ambassador Ceremony.   He raised a few items for Public Works Manager, Scott McLeod, regarding AECON removing sidewalks and replacing with asphalt patches and some catch basins that are covered with debris and some that could use cleaning out with the suction truck. He also enquired about the river crossing for the Natural Gas Project. 

Councillor Bell announced that he will be having his second hip surgery on October 12th.  Members of Council wished Councillor Bell all the best with his surgery.  

Mr. McLeod noted that he has been in contact with AECON and they will be replacing the sidewalks back to the original form once the work is completed.  The asphalt patching is temporary for to mitigate any safety concerns.  EPCOR has applied for an extension for the river crossing and is hopeful that it will be completed soon. 

Dudgeon:

Councillor Dudgeon was absent.  

Greig:

Councillor Greig attended the Tara Rotary Bridge Opening on Saturday September 25th.  He also attended Baseball day in Tara  on Saturday September 18th and hockey is underway and the vaccine passport is in place based on the Provincial mandate. Councillor Greig noted the recent news activity regarding the current dog matter with lots of negativity towards the Municipality. 

Kanmacher:

Councillor Kanmacher also attended the Tara Rotary Bridge Opening along with the Paisley Inn Demolition Ceremony and the Regional Road Safety Committee meeting. She will be attending the Paisley Fireboard and Sub Committee Meetings on September 28th.  Councillor Kanmacher noted that the All Staff meeting was a great initiative and it was nice to see all the highlighted accomplishments of Staff in 2021 so far.  She would like to follow up on status of the Attainable Housing Taskforce and Equity, Diversity and Inclusion Initiative. Also noted was the new Paisley Art Gallery, Sounds and Colour is now providing art classes. 

There was a general discussion regarding signs entering and leaving our towns to address speeding issues. Staff will provide a subsequent report.  CAO, Sylvia Kirkwood noted that the Attainable Housing Taskforce and Equity, Diversity and Inclusion Initiative were both included in the Workplan that will be presented to Council in October. 

Nickason:

Councillor Nickason attended the Tara Rotary Bridge opening and the BASWR meeting on September 16th. 

Hammell:

Mayor Hammell attended the Paisley Inn Demolition Ceremony, the Chesley Fall Fair Ambassador Ceremony and the Tara Rotary Bridge Opening noting that the Tara Rotary Club thanked Recreation Manager, Carly Steinhoff for all her help and efforts during the project.  The Chesley Kinsmen echoed these comments during their earlier presentation. The Tara Rotary Club presented Mayor Hammell with a cheque for $10,000 towards the bridge loan during the ceremony.  He will be attending the Emergency Control Group Meeting this week as well as assisting to raise the flag for Truth and Reconciliation. 

Mayor Hammell noted that speed reduction has been brought up at the County level as well and he urged Staff to consider all options possible to reduce speeding in our communities. 

Mayor Hammell read a thank you card from the Mayor of Saugeen Shores thanking the Municipality for the Staff assistance that was provided during their storm cleanup efforts.

None.

As previously noted, Deputy Mayor Davis has removed his Notice of Motion from the Agenda.  A suitable resolution has be met.  

  • Moved by:Deputy Mayor Davis
    Seconded by:Councillor Dudgeon

    WHEREAS earlier in this term, Council was asked by staff to receive Agendas for Council meetings excluding the Payables Voucher;
    AND WHEREAS Council agreed to give this a try and see how it worked out;
    AND WHEREAS the elimination of this important information from the Agenda has, in the opinion of some Councillors, made it more difficult to keep current with the costs of goods and services which fosters better decision-making, to monitor that our tax dollars are spent locally if appropriate and feasible, and to track machinery breakage and damage costs;
    AND WHEREAS the Agenda is a public document and this information should be available to foster transparency to our taxpayers;
    THEREFORE, Be It Resolved, that beginning at the first meeting of Council in September 2021, the Payables Voucher be returned to the Agenda package for regular Council meetings

14.

Council passed the following resolution:

  • 23-383-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that By-law No. 62-2021 be introduced and read a first, second and third time, signed by the Mayor and Clerk, sealed with the Seal of the Corporation, and engrossed in the By-law Book. 

    By-law 62-2021 being a By-law to Adopt a Revised Community Flag Raising Policy.  

    Carried

Council passed the following resolution:

  • 23-384-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that By-law No. 63-2021 be introduced and read a first, second and third time, signed by the Mayor and Clerk, sealed with the Seal of the Corporation, and engrossed in the By-law Book. 

    By-law 63-2021 being a By-law to Adopt an Amended Council Remuneration and Expense Policy.

    Carried

Council passed the following resolution:

  • 23-385-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that By-law No. 64-2021 be introduced and read a first, second and third time, signed by the Mayor and Clerk, sealed with the Seal of the Corporation, and engrossed in the By-law Book. 

    By-law 64-2021 being a By-law to Authorize an Agreement with Grant Match.

    Carried

Council passed the following resolution:

  • 23-386-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that By-law No. 65-2021 be introduced and read a first, second and third time, signed by the Mayor and Clerk, sealed with the Seal of the Corporation, and engrossed in the By-law Book.

    By-law 65-2021 being a By-law to confirm the proceedings of the Regular Council meeting of the Municipality of Arran-Elderslie held Monday, September 27, 2021.

    Carried

Council passed the following resolution:

  • 23-387-2021
    Moved by:Councillor Bell
    Seconded by:Councillor Nickason

    Be It Resolved that the meeting be adjourned to the call of the Mayor at 1:08 p.m.

    Carried

October 12, 2021

October 25, 2021

November 8, 2021