MINUTES

Committee of the Whole

Thursday, May 23, 2024 at 9:15 A.m. - 4:15 P.m.

Council Chambers

9 James Street, Parry Sound, Ontario

Members Present:

• Bert Liverance, Reeve
• Tom Lundy, Councillor Ward 1
• Peter Frost, Councillor Ward 2
• Earl Manners, Councillor Ward 3
• Scott Sheard, Councillor Ward 3
• David Ashley, Councillor Ward 4
• Alice Barton, Councillor Ward 4
• Rick Zanussi, Councillor Ward 4
• Darlene Cade Fraser, Councillor Ward 5
• Dan MacLeod, Councillor Ward 6

Members Absent:

• Laurie Emery, Councillor Ward 1

Staff Present:

• John Fior, Chief Administrative Officer
• Maryann Martin, Clerk
• Cale Henderson, Manager of Development & Environmental Services
• Joe Villeneuve, Manager of Corporate Services
• Josh Badger, Director of Facilities and Operational Services
• Erin Robinson, Chief Financial Officer/Treasurer
• Alana Torresan, Deputy Clerk
• Keri Christensen, Manager of Human Resources

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1.

ANNOUNCEMENT OF PUBLIC MEETINGS

The Archipelago Area Planning Board met at 1:00 p.m. to consider one application.

2.

PLANNING AND BUILDING

2.1

Rebecca Elphick, J.L. Richards & Associates Limited | Site Alteration / Tree Preservation By-law Presentation

Cale Henderson, Manager of Development and Environmental Services, welcomed Rebecca Elphick of J.L. Richards & Associates Limited, to the meeting. 

Ms. Elphick presented the second revision of the draft Site Alteration and Tree Preservation By-laws, which were updated based on feedback gathered during the winter 2024 public meetings. It was noted that while respondents acknowledged the need for the By-laws, they found the current versions too restrictive. Ms. Elphick summarized three major revisions: the introduction of a two-zone approach to the Tree Preservation By-law, the delegation of authority to staff to grant or refuse permission for activities otherwise prohibited by the By-laws, and the implementation of a set of criteria for staff to assess applications for activities not typically permitted by the By-laws.

The Committee engaged in a discussion about the revisions and posed several questions to Ms. Elphick. Ms. Elphick reported that staff are seeking Council direction to proceed with public engagement for the revised By-laws, including an in-person and online open house in July 2024. 

The Committee inquired about whether they should discuss the draft By-laws at upcoming Cottage Associations' Annual General Meetings. Mr. Henderson responded that Councillors can provide an update on the project and direct people to participate in the upcoming summer public meetings.

Staff were directed to bring forward a resolution to the May Council Meeting.

2.2

Report - Shore Road Allowance Amended Recommendation Report - Ferkul (SR04-23)

Maria Pinto, Planner, summarized her report and recommendation that Council amend resolution 2023-112 and approve the stopping up, closure and conveyance of the original shore road allowance fronting 223 Healey Lake Water. Ms. Pinto noted that while a resolution approving the original Shore Road Allowance was passed last year based on a straight-line extension, a subsequent property survey revealed that part of the septic system encroachs on Crown land and the municipal shore road allowance. This recent discovery required a new line extension to be implemented. 

No issues were raised with the recommendation. 

Staff were directed to bring forward a resolution to the May Council Meeting. 

2.3

Building Permit Summary

No issues were raised with the Building Permit Summary. 

John Fior, Chief Administrative Officer, announced that Mark Macfie, Deputy Chief Building Official, will be moving into the Chief Building Official position in January 2024, following Rob Farrow's retirement. 

The Committee extended their congratulations to Mr. Macfie on his upcoming promotion.

3.

FINANCE AND ADMINISTRATION

3.1

Proclamation Request. Hope Air Day - June 7, 2024 - Councillor Sheard

Councillor Sheard updated the Committee on his recent attendance at the Federation of Northern Ontario Municipalities (FONOM) conference in Sudbury. During the conference, he participated in a presentation by Hope Air, a charity organization offering complimentary flights to Northern Ontario residents for medical appointments. Councillor Sheard emphasized the critical services provided by Hope Air to Northern Ontario residents and proposed that Council consider declaring June 7, 2024, as Hope Air Day in recognition of their contributions.

The Committee voiced their support for the proclamation request.

Staff were directed to bring forward a resolution to the May Council Meeting. 

3.2

Proclamation Request. World Menstrual Health Day - May 28, 2024

Councillor Ashley reported that the Township received a proclamation request from the Period Purse to declare May 28, 2024 as World Menstrual Health Day. 

No issues were raised with the request. 

Staff were directed to bring forward a resolution to the May Council Meeting.  

3.3

Amend Procedural By-law to Provide for Notice of Motion Procedure

Maryann Martin, Municipal Clerk, presented her recommendation report to amend the Procedural By-law to include a Notice of Motion Procedure. 

Ms. Martin reported that the current Procedural By-law does not include provisions for a Member of Council to submit a 'Notice of Motion" in advance of its consideration by Council. She noted that adding this procedure is important, as it ensures transparency by giving the public ample notice of new Township business items being discussed.

Ms. Martin provided an overview of the steps involved in the proposed new procedure. The Committee discussed the draft procedure and noted that it currently does not address emergency situations that cannot wait until the next meeting to be addressed. 

Following discussion, staff were directed to revise the 'Notice of Motion' procedure based on the Committee's feedback and bring back a revised report to a future meeting for consideration. 

3.4

Purchase of Cemetery Lands (Georgian Cliffs Memorial Park Cemetery)

Maryann Martin presented her report recommending that the Township purchase the Georgian Cliffs Memorial Park Cemetery property in Pointe au Baril from the Ministry of Natural Resources and Forestry (MNRF). Ms. Martin provided a background overview of the initiative and outlined three options for Council to consider regarding the ownership and leasing of the Cemetery lands.

The Committee reviewed the options and agreed that purchasing the Cemetery lands from the MNRF is the preferred choice, as it would grant the Township exclusive control over the property in the future.

Staff were directed to bring forward a resolution to the May Council Meeting.

3.5

2024 Department Projects - Human Resources

Keri Christensen, Manager of Human Resources, presented her 2024 Project List for the Committee's information. 

John Fior informed the Committee that Department Managers will be presenting a quarterly update on their 2024 Project Lists at the June or July Council Meeting. 

3.6

The Ojibway Club. Request to forgive property taxes

• Councillor Manners declared a conflict on this item. (Councillor Manners declared a pecuniary interest on this matter. ;)
• Councillor Sheard declared a conflict on this item. (Councillor Sheard declared a pecuniary interest on this matter. ;)

Councillor Sheard and Councillor Manners declared a pecuniary interest on this matter and left the table. 

Councillor Ashley reported that the Ojibway Club received an MPAC invoice for tax adjustments for 2021 to 2023 and are requesting an additional tax relief of approximately $13,000. Councillor Ashley informed the Committee that with the implementation of the Community Grant Policy in 2021, the Township no longer offers tax relief, but instead provides grants to organizations that can demonstrate that they offer public amenities for all Township residents to utilize.

Councillor Ashley recommended that Council consider approving half of the $13,000 request, as Council will also be considering a motion at the next Meeting to approve a $39,000 2024 Community Grant for the Ojibway Club. It was noted that staff will be looking into revising the Community Grant Program in the future to include a maximum grant amount.

The Committee discussed the request and reached a consensus that approving half of the requested amount appeared fair. 

The Committee engaged in a discussion about whether the Township should communicate the public services and amenities Community Grant recipients offer Archipelago residents.

Councillor Sheard and Councillor Manners resumed their seats to participate in the discussion.

Perspectives on the topic were divided, with some Members supporting better advertising, while others felt it should not be widely broadcasted.

3.7

Financial Services Update

Erin Robinson, Chief Financial Officer, summarized her report on recent Finance activities. It was reported that the 2023 Financial Audit and a recommendation on the procurement of a new financial software program will be presented at the June Council Meeting. 

3.8

2023 Investment Annual Report

Erin Robinson presented the 2023 Annual Investment Report. It was reported that the implementation of a new investment strategy in 2023 resulted in Township receiving a $401,000 return and an annual yield of 6.4% .

3.9

2024 Association of Municipalities of Ontario (AMO) - Municipal Delegation Request Form

John Fior reported that staff are preparing to submit four delegation requests for the upcoming Association of Municipalities of Ontario (AMO) Conference in August. 

The Committee recessed for a break at 11:57 a.m. and resumed business at 12:30 p.m. 

3.10

Parry Sound Area Founder Circle - 2025 Founder Request

John Fior reported that the Township received a request for an Archipelago representative, either staff or Councillor, to become a 2025 Parry Sound Area Founder Circle Founder. It was noted that the cost to become a member would be $1000. 

The Committee discussed the request and reached a consensus that the Township will decline the offer to become a Founder and will instead make a donation to the Founders Award award ceremony.

3.11

Request for Support. Resolution requesting the Province to implement sustainable infrastructure funding for small rural municipalities

Reeve Liverance informed the Committee that the resolution from Hastings County, requesting the Province to implement sustainable infrastructure funding for small rural municipalities, was included in the May 2024 Council Correspondence package. 

No issues were raised regarding the proposed resolution. 

Staff were directed to bring forward a resolution to the May Council Meeting. 

3.12

Corporate Services Activity Update

Joe Villeneuve, Manager of Corporate Services, summarized his report on recent Corporate Services activities. Mr. Villeneuve provided an update on Emergency Preparedness Week and the status of Bill 194, Strengthening Cyber Security and Building Trust in Public Sector Act, 2024. 

Mr. Villeneuve shared that the West Parry Sound Geography Network (WPSGN) was the recipient of the BeSpatial's Best Challenge Award for Small GIS Organizations. The Committee extended their congratulations to the GIS team on their recent achievement. 

The Committee recessed at 1:00 p.m. for the Archipelago Area Planning Board and resumed regular business at 1:38 p.m. 

4.

TECHNOLOGY

4.1

Connectivity – Use of Municipal Lands

Joe Villeneuve summarized his report pertaining to the Province’s Accelerated High Speed Internet Program and their recent request for the Township's authorization for the installation of connectivity utility pedestals on municipal rights-of-ways. Mr. Villeneuve noted that based on the request, he is recommending that Council authorize staff to grant Municipal Consent approvals for this process. 

The Committee expressed support for the initiative and recommended that staff investigate whether the pedestals can be covered in a decorative wrap that resembles the natural environment. 

Staff were directed to bring forward a resolution to the May Council Meeting. 

5.

ENVIRONMENT

6.

PUBLIC WORKS

6.1

Operational Services Update

Josh Badger, Manager of Operational Services and Public Works, summarized his report on recent Operational activities. He reported on the Pointe au Baril Vessel Operation Restriction Regulation (VORR), noting that the process is underway, however it could take up to six months to two years to complete. Additional updates on recent Public Works environmental initiatives and the launch of the Foodcycler online purchasing platform were presented. 

6.2

Snowmobile Club MOU - 1650 Hwy 69

Josh Badger summarized his report on the proposed Memorandum of Understanding (MOU) with the local Snowmobile Club. It was reported that the MOU seeks to authorize the use and maintenance of the snowmobile trail that crosses the former Pointe au Baril Chamber of Commerce property at 1650 Highway 69.

The Committee discussed the MOU and raised concerns regarding the insurance requirements outlined in the MOU. 

Staff were directed to investigate the insurance requirements and report back at a future meeting.

7.

CLOSED MEETING

• Moved by: Reeve Liverance
  Seconded by: Councillor Lundy

  NOW THEREFORE BE IT RESOLVED that the Committee move into a CLOSED MEETING at 2:00 p.m., pursuant to Section 239(2)(e)(f) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, to deal with litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and advice that is subject to solicitor-client privilege, including communications necessary for that purpose.  

  Carried

7.1

Official Plan Amendment No. 68 and Zoning By-law Amendment No. Z02-22 (GATES) - Update

8.

OPEN MEETING

• Moved by: Reeve Liverance
  Seconded by: Councillor Lundy

  NOW THEREFORE BE IT RESOLVED that the Committee move out of a CLOSED MEETING at 2:19 p.m.

  Carried

9.

ADJOURNMENT

The Meeting adjourned at 3:06 p.m.