MUNICIPALITY OF ARRAN-ELDERSLIE

Council Meeting

MINUTES

Meeting No. 22-2021

Monday, September 13, 2021 at 9:30 A.m. - 10:30 A.m.

Council Chambers and via Teleconference

1925 Bruce Road 10, Chesley, ON

Council Present:

• Mayor Steve Hammell
• Deputy Mayor Mark Davis
• Councillor Melissa Kanmacher
• Councillor Doug Bell - Present Electronically
• Councillor Brian Dudgeon - Present Electronically
• Councillor Ryan Greig - Present Electronically
• Councillor Ryan Nickason - Present Electronically

Staff Present:

• Sylvia Kirkwood - CAO
• Julie Reid - Deputy Clerk
• Scott McLeod - Public Works Manager
• Tracey Neifer - Treasurer
• Carly Steinhoff - Recreation Manager
• Pat Johnston - Chief Building Official - Present Electronically
• Laura Fullerton - Economic Development Coordinator

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1.

Call to Order

Mayor Hammell called the meeting to order at 9:30 am. A quorum was present. 

Following the Call to Order, Mayor Hammell thanked the Facilities, Parks and Recreation Manager, Carly Steinhoff, Programs Coordinator, Katrina Eke and the Recreation Department Staff for their efforts towards the pools and day camps this summer.  Many positive compliments were received from the public.  

Mayor Hammell also thanked the Staff that assisted in clean up efforts within the municipality following Tuesday's storm and Robert Ball and Richard Pepper who attended in Saugeen Shores to assist with their clean-up efforts.

He also announced that the Tara Rotary Walking Bridge ribbon cutting will be on September 25th and all of Council and residents are invited to attend the ceremony.   

Deputy Mayor Davis announced that Big Bruce has been voted the most popular roadside attraction in Ontario, being crowned the winner over 16 other competitors.  To honour his victory, and in support of Childhood Cancer Awareness month, Big Bruce will be lit up with gold lighting during the month of September.  

2.

Adoption of Agenda

Council passed the following resolution:

• 22-341-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that the agenda for the Council Meeting of Monday, September 13, 2021 be received and adopted, as distributed by the Clerk.

  Carried

3.

Disclosures of Pecuniary Interest and General Nature Thereof

None.

4.

Adoption of Minutes of Previous Meeting(s)

4.1

August 9, 2021 Regular Council Minutes

Council passed the following resolution:

• 22-342-2022
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that the Council of the Municipality of Arran-Elderslie adopt the minutes of the Regular Council Session held August 9, 2021.

  Carried

4.2

August 30, 2021 Special Council Minutes

Council passed the following resolution:

• 22-343-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that the Council of the Municipality of Arran-Elderslie adopt the minutes of the Special Council Session held on August 30, 2021.

  Carried

5.

Business Arising from the Minutes

5.1

Letter to Bruce County addressing speeding concerns within the communities of Arran-Elderslie

Council provided their comments regarding the letter addressing the speeding concerns within the Arran-Elderslie communities.  Council would like to add a concern regarding the rate of speed vehicles reach on departure and on approaching the communities.  Staff will make this adjustment and forward the letter to the County of Bruce.  

6.

Public Meeting(s)

None.

7.

Delegation(s)

7.1

Dave Shorey - Municipal Innovation Council

Dave Shorey from the Municipal Innovation Council (MIC) provided an update to Council regarding the initiatives of the MIC.  

The MIC serves lower and upper-tier municipalities that are committed to building smarter, stronger, and more resilient communities. 

Areas of focus include housing, transportation, waste management, infrastructure sustainable development and service delivery.  

The MIC has performed a service mapping project to better understand the needs within the communities involved.  A solid waste management service review has also been performed to identify where future actions may be necessary. 

Council raised the speeding matter and the possibility of procuring photo radar with Mr. Shorey and how the MIC could possibly assist with this ongoing issue.  He will take the concerns back to the MIC for review.  

Council and Staff thanked Mr. Shorey for his presentation and for all of the work that the MIC has performed and wished him well in his future endeavors. 

8.

Correspondence

8.1

Requiring Action

8.1.1

Sidewalk Snow Removal on Queen Street in Paisley

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

This concern was identified in the Sidewalk Study and will require proper planning.  Staff will address this in the 2022 Capital Budget.  

Subsequent to further discussion, Council passed the following resolution:

• 22-346-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Directs Staff to investigate the options to address the snow removal issues on Queen Street in Paisley; and 

  2. That Staff will provide a report to Council outlining the options for their consideration.

  Carried

8.1.2

YMCA - Request for Park Use Donation

Subsequent to further discussion, Council passed the following resolution:

• 22-347-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Approve the request made by the YMCA to waive the rental fees of $231.84 associated with the Chesley Park Pavillion for their four week outreach program; and 

  2. That this donation will be funded by account 01-7410-7601 - Donations by Council.

  Carried

8.1.3

AMO Policy Update - Draft Resolution for Municipal Recognition of September 30th as National Day for Truth and Reconciliation

Subsequent to further discussion, Council passed the following resolution:

• 22-348-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  WHEREAS the Truth and Reconciliation Commission released its final report on June 2, 2015, which included 94 Calls to Action to redress the legacy of residential schools and advance the process of Canadian reconciliation;

  AND WHEREAS the recent discoveries of remains and unmarked graves across Canada have led to increased calls for all levels of government to address the recommendations in the TRC’s Calls to Action;

  AND WHEREAS all Canadians and all orders of government have a role to play in reconciliation;

  AND WHEREAS Recommendation #80 of the Truth and Reconciliation Commission called upon the federal government, in collaboration with Aboriginal peoples, to establish, as a statutory holiday, a National Day for Truth and Reconciliation to ensure that public commemoration of the history and legacy of residential schools remains a vital component of the reconciliation process;

  AND WHEREAS the Federal Government has announced September 30th, 2021, as the first National Day for Truth and Reconciliation (National Orange Shirt Day) and a statutory holiday;
  
  THEREFORE, BE IT RESOLVED THAT the Council of the Municipality of Arran-Elderslie does hereby commit to recognizing September 30th, 2021, as the National Day for Truth and Reconciliation (National Orange Shirt Day) by sharing the stories of residential school survivors, their families, and communities.

  Carried

8.2

For Information

• 22-349-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  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

9.

Staff Reports

9.1

CAO/Clerks 

9.1.1

SRDPCLK.21.10 Revisions to Community Flag Raising Policy

Deputy Clerk, Julie Reid, responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

• 22-350-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Direct Staff to prepare the necessary By-Law to adopt the revised Policy No. CLK04.2021 Community Flag Raising Policy and rescind the previous By-Law No. 35-2019;
  2. That Council direct Staff to investigate the most appropriate location and install a flag pole at the Paisley Community Centre; and
  3. That the Paisley Community Centre – Material Misc. account #01-5414-7052 be used to fund the purchase of a flagpole.
  Carried

9.1.2

SRDPCLK.21.09 Doctor Recruitment Incentives

CAO, Sylvia Kirkwood, responded to questions from Members of Council. 

Subsequent to further discussion, Council passed the following resolution:

• 22-351-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Council directs staff to provide appropriate Doctor Incentives upon signing a four (4) year service contract between the Municipality of Arran-Elderslie and the physician candidate with the terms presented to Council on January 25, 2021

  1.  Provide a maximum of one (1) year free rent at the Chesley Medical Clinic;
  2. Overhead expense allowance (which may include legal fees to set up corporation, moving expenses, housing allowance, other fees, staffing), as set out as follows:
     1. $20,000 upon execution of the agreement, and $10,000 on the second and third anniversary date of the agreement and $20,000 on the fourth anniversary with a pro-rated payback clause if the physician ceases their practice at the Chesley Medical Clinic during the term of the contract; or
     2. $50,000 payment up front if needed, that they stay for four (4) years and beyond, with a pro-rated payback clause if the physician ceases their practice at the Chesley Medical Clinic during the term of the contract.
  3.  A furnished office and two (2) exam rooms located in the clinic and supply of office and diagnostic equipment not to exceed $6,000 which shall remain the sole property of the Municipality of Arran-Elderslie at all time; and

       2. That Council approve the transfer of funds from reserves (01-0000-           2192) to match the terms of the executed agreements;  

       3. That Staff will coordinate with the Chesley Physician Recruitment               Committee on future recruitment efforts and funding needs prior to             the 2022 budget preparation.  

  Carried

9.1.3

SRCAO.21.07 Proposed Consent Application B-2020-123 432 Alma Street, Paisley (Lorenz)

CAO, Sylvia Kirkwood, provided and overview of her report and responded to questions from Members of Council. 

This report was provided to Council for information purposes. 

Council did not have any further comments regarding the report. 

9.2

Finance 

9.2.1

SRFIN.21.30 Council Remuneration Policy Amendments

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:

• 22-352-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Approve the recommendations of SRFIN.21.30 Council Remuneration Policy Amendments, and
  2. That an amending by-law be brought forward at an upcoming Council meeting to reflect the changes to the Council Remuneration and Expense Policy.
  Carried

9.2.2

SRFIN.21.32 Historical Review of the Natural Gas Project

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:

• 22-353-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Approve the transfer of $34,293 from the Community Well Being Reserve Fund (03-0150-3016) to the Reserve – Water (01-0000-2136), representing the final balance owing for expenditures related to the Natural Gas Project.
  Carried

9.2.3

SRFIN.21.31 Grant Match Agreement

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:

• 22-354-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Direct staff to enter into an agreement with GrantMatch, and
  2. That PSD Citywide Maintenance Manager be pre-approved for 2022 Capital Budget, such that it can be included in the Municipal Modernization Program Intake 3 grant application closing October 19th.
  Carried

9.3

Public Works 

9.3.1

SRW.21.13 Adverse Water Sample Arran-Elderslie Water System

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

This report was provided to Council for information purposes. 

9.3.2

SRW.21.28 Invermay Bridge

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:

• 22-355-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Endorses their support of Resolution #03-38-2021 passed on January 25, 2021; and
  2. That Council’s preferred option remains to be Option#4 – Repair, Install Multi-purpose deck, and secondary Option #3 – Close the bridge, of the 7 Options provided by Bruce County in January; and
  3. That Council directs Staff to inform Bruce County that the Municipality does not want ownership of the Invermay Bridge now or in the future, regardless of the preferred options selected; and
  4. That the Municipality does not agree to entering into a cost share agreement for the bridge conversion or removal work.

   

  Carried

9.3.3

SRW.21.29 Sand Tender 

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:

• 22-356-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Award the contracts for winter sand and salt as per the terms and conditions posted by Bruce County to Ed Karcher Construction in the amount of $31,080 plus HST, based on a volume of 2400 tonnes of sand and $7,692 plus HST for the salt from Compass Minerals, and
  2. That this purchase will be financed from account #01-2520-7052 – Winter Sand/Salt – Material.
  Carried

9.3.4

SRW.21.32 Culvert Tender 

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:

• 22-357-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Award the contract for Culverts to Carson Supply in the amount of $17,153.11 excluding HST, based on the 2021 HDPE pipe requirements; and
  2. Approve that the funds be obtained from Account #01-2514-7052 – Bridge and Culvert Account – Materials and 01-2514-7102 Contracts.
  Carried

9.3.5

SRW.21.33 Lallemand Agreement

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:

• 22-358-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council Hereby,

  1. Supports the execution of an agreement between the Municipality and Lallemand Bio-Ingredients for the Environmental Services of Sewer and Water; and
  2. That the necessary By-Law be prepared to execute the agreement; and
  3. That the Chief Administrative Officer (CAO) is authorize to sign the agreement on behalf of the Corporation.
  Carried

9.3.6

SRW.21.30 Paisley Sewage Plant Monthly Exceedance

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

This report was provided to Council for their information.  

9.4

Building/Bylaw

9.5

Facilities, Parks and Recreation

9.5.1

SRREC.21.21 Recreation Fencing Projects

Recreation Manager, Carly Steinhoff, provided an overview of her report and responded to questions from Members of Council.  

Subsequent to further discussion, Council passed the following resolution:

• 22-359-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Award the contract to Built Wright Fencing in the amount of $11,995 plus HST to complete the Tara Ball Diamond Backstop project; and
  2. Award the contract to Modern Fencing in the amount of $10,500 plus HST to complete the Paisley Tennis Court Fencing Project; and
  3. Approve the funds for the Paisley Tennis Court be obtained through Reserve Account 01-0000-2177 Recreation-General.
  Carried

9.6

Emergency Services 

9.7

Economic Development and Planning

9.7.1

SRECDEV.21.08 September 2021 Economic Development Update

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

The report was provided to Council for information purposes. 

10.

Reports of Members

Davis:

Deputy Mayor Davis announced that Big Bruce was the winner of the Ontario's Greatest Roadside Attraction contest and tabled the idea of duplicating the original Big Bruce pins. He advised that the MMWTWG has appointed Deputy Clerk, Julie Reid, as Recording Secretary for the Working Group. He attended the Paisley Fall Fair Car Rally and the Chesley Kinsmen meeting on Wednesday night noting that they would like to pay off Kinsmen Pavilion loan and potentially begin another project.  Deputy Mayor Davis also asked for a status update on the Employee Vaccine Policy situation.   

Bell:

Councillor Bell reinforced his concerns regarding the speeding and questioned when James Special Services would commence the bylaw enforcement contract  

Dudgeon:

Councillor Dudgeon had nothing to report. 

Greig:

Councillor Greig has received some complaints regarding the Hamilton Street watermain issues. He also noted that the Tara Fall Fair turkey on a bun fundraising event this Wednesday is now sold out.  He advised of the upcoming Tara Rotary Pedestrian Bridge ribbon cutting ceremony and also spoke about the ongoing baseball events that have been taking place for both children and adults in Tara.    

Kanmacher:

Councillor Kanmacher noted that things have been fairly quiet other than normal bylaw complaints.  A new art gallery has opened in Paisley. She attended the Regional Safety Committee and will attend the Safe Communities, Paisley Fireboard and Paisley Fire Sub Committee meetings in September.  Councillor Kanmacher also reminded the group about the Paisley Hotel Demolition event that evening.  

Nickason:

Councillor Nickason attended the Bruce Area Solid Waste Recycling meeting as well as the Allenford fireworks display that recently took place after being cancelled earlier due to COVID.

Hammell:

Mayor Hammell will be attending the Paisley Inn demolition event this evening.  He also provided and thank you to the  Paisley Fall Fair & Tara Fall Fair committees for their efforts  

11.

Health and Safety

None.

12.

Other Business

None.

13.

Notice of Motion

None.

14.

By-laws

14.1

By-Law No. 56-2021 Adopt a Commissioning of Documents Policy

Council passed the following resolution:

• 22-360-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that By-law No. 56-2021 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 56-2021 being a By-law to Adopt a Commissioning Documents Policy. 

  Carried

14.2

By-Law No. 57-2021 Opt-Out of the Vacant Unit Rebate Program and terminate the vacant and excess land subclass property discounts starting in 2022

Council passed the following resolution:

• 22-361-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that By-law No. 57-2021 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 57-2021 being a By-law to Opt-Out of the Vacant Unit Rebate Program and Terminate the Vacant and Excess Land Subclass Property Discounts starting in 2022.

  Carried

14.3

By-Law No. 58-2021 Amend By-Law 20-2021 Burgoyne Drinking Water System Capital Levy Charge

Council passed the following resolution:

• 22-362-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that By-law No. 58-2021 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 58-2021 being a By-law to Amend the By-Law 20-2021 enacted to establish a capital levy charge for the Burgoyne Drinking Water System (“BDWS”)

  Carried

14.4

By-Law No. 59-2021 Adopt a COVID-19 Cash Handling & Payment Processing Policy

Council passed the following resolution:

• 22-363-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that By-law No. 59-2021 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 59-2021 being a By-law to adopt a COVID-19 Cash Handling and Payment Processing Policy.

  Carried

14.5

By-Law 60-2021 - Authorize Agreement with Lallemand Bio-Ingredients

Council passed the following resolution:

• 22-364-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that By-law No. 60-2021 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 60-2021 being a By-law to Authorize the Execution of  an Agreement with Lallemand Bio-Ingredients for the Environmental Services of Water and Sewer. 

  Carried

15.

Closed Session (if required)

The Mayor advised that Council go into Closed Session at 10:10 a.m. for the purpose of matters identified in the motion below.

• 22-344-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved, That the Council of the Municipality of Arran-Elderslie does now go into closed session to discuss an item(s) which relates to:

  ( ) the security of the property of the municipality or local board

  ( ) personal matters about an identifiable individual, including municipal or local board employees

  (X ) proposed or pending acquisition or disposition of real property 

  ( ) labour relations or employee negotiations

  (X ) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board

  (X ) advice that is subject to solicitor-client privilege, including communications necessary for that purpose

  ( ) a matter in respect of which a council, board, committee or other body has authorized a meeting to be closed under another act

  ( ) education or training of members of Council

  Staff Authorized to Remain:

  CAO, Sylvia Kirkwood - Item 1,2,3

  Deputy Clerk, Julie Reid - Item 1,2,3

  Public Works Manager, Scott McLeod - Item 3

  Others Authorized to Remain:

  Municipal Solicitor

  Carried

16.

Resolution to Reconvene in Open Session

Council passed the following resolution:

• 22-345-2021
  Moved by: Councillor Kanmacher
  Seconded by: Councillor Greig

  Be It Resolved That Council of the Municipality of Arran-Elderslie does now return to the Open Session at 11:37 a.m.

  Carried

17.

Adoption of Closed Session Minutes

Council passed the following resolutions:

• 22-365-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved; that Council of the Municipality of Arran-Elderslie adopt the minutes of the Closed Session dated July 19, 2021.

  Carried
• 22-366-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved; that Council of the Municipality of Arran-Elderslie adopt the minutes of the Closed Session dated August 30, 2021.

  Carried

17.1

Closed Session Minutes - July 19, 2021

17.2

Closed Session Minutes - August 30, 2021

18.

Adoption of Recommendations Arising from Closed Session (If Any)

Direction was given to staff in Closed Session for items 

Council passed the following resolution:

• 22-367-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that Council hereby,

  1. Authorize the land purchase of Part 1 and Part 2 of Reference Plan 3R10501 from the Property owners involved, a total cost of $121,230 plus associated purchase costs; and
  2. That the funds for the purchase be obtained from Capital ID 02-2574.

   

   

  Carried

19.

Confirming By-law

Council passed the following resolution:

• 22-368-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that By-law No. 61-2021 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 61-2021 being a By-law to confirm the proceedings of the Regular Council meeting of the Municipality of Arran-Elderslie held Monday, September 13, 2021.

  Carried

20.

Adjournment

Council passed the following resolution:

• 22-369-2021
  Moved by: Councillor Kanmacher
  Seconded by: Deputy Mayor Davis

  Be It Resolved that the meeting be adjourned to the call of the Mayor at 2:35 p.m.

  Carried