MINUTES

Committee of the Whole

Thursday, November 21, 2024 at 9:15 A.m. - 4:15 P.m.

Council Chambers

9 James Street, Parry Sound, Ontario

Members Present:

• Bert Liverance, Reeve
• Laurie Emery, Councillor Ward 1
• 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

Staff Present:

• John Fior, Chief Administrative Officer
• Maryann Martin, Clerk
• Cale Henderson, Manager of Development & Environmental 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
• Shauna Lehtimaki, Director of Legislative & Information Services

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1.

ANNOUNCEMENTS OF PUBLIC MEETINGS

The Water Access Task Force met at 5:20 p.m.

2.

DISCLOSURE OF PECUNIARY INTEREST

3.

FINANCE AND ADMINISTRATION

3.1

Chris Bevan, Municipal Insurance and Risk Management Proposal

Erin Robinson, Chief Financial Officer/Treasurer, reported on the Township’s 2025 Insurance Program, noting that due to increased pricing from the current insurer, March Canada Limited, staff are recommending that Council consider entering into a contract with Intact Public Entities for 2025.

Ms. Robinson introduced Chris Bevan, representative of Intact Public Entities Inc. Mr. Bevan provided an overview of the company’s services and policy coverage. In response to a question regarding coverage for Councillors over 80 years of age, Mr. Bevan confirmed that these Councillors are not included in the blanket coverage, but that additional coverage can be purchased. Council directed staff to proceed with securing the additional coverage.

Staff were directed to bring forward a motion to the November Council Meeting.

3.2

2024 Third Quarter Financial Report

Councillor MacLeod left the meeting at 9:55 a.m. 

Erin Robinson presented the 2024 Third Quarter Financial Report. She reported that overall, revenues and expenditures are trending favorably, with no significant areas of concern identified.

The Committee discussed the delayed Municipal Property Assessment Corporation (MPAC) assessments and their potential future impact on residents. Ms. Robinson explained that there will be an opportunity to ensure the budget remains revenue neutral, emphasizing that an increase in assessments will not necessarily result in a change to the tax rate. It was noted that once the assessment cycle resumes, clear and effective communication will need to be developed and distributed to residents.

3.3

2025 Preliminary Budget Presentation

Erin Robinson presented the 2025 Preliminary Budget, highlighting key considerations for Council in the upcoming fiscal year.

Committee Members posed questions regarding reserves, the integration of carbon emissions considerations in new projects, and the increased Ontario Provincial Police (OPP) levy and associated costs for calls for service. 

Councillor Manners noted that the Water Access Task Force has operated without a dedicated budget since its establishment and suggested that Council reconsider this in 2025. 

3.4

Creation of the Deputy Reeve Position

Maryann Martin, Clerk, reported that although Councillor Sheard was appointed as Deputy Reeve at the October Council Meeting, no discussion occurred regarding the future process for appointing this role. Ms. Martin reminded the Committee that the Township cannot have two Reeves and clarified that the Deputy Reeve assumes the Reeve’s responsibilities only when the Reeve is absent, refuses to act, or the office becomes vacant.

Reeve Liverance emphasized that as a result of Council's commitment to making The Archipelago a regional leader in environmental advocacy, the Reeve's workload has increased significantly, necessitating additional support.

The Committee reviewed the appointment and remuneration options outlined in the report. Following discussion, it was agreed that moving forward, the Deputy Reeve position would be appointed, with the appointee required to represent the area opposite to that of the Reeve to ensure balanced representation. The Committee also reached a consensus that the Deputy Reeve would serve a full four-year term, aligned with the Council term, and that remuneration for the position would be adjusted to the midpoint between the current Reeve and Councillor positions.

Staff were directed to amend the Procedural By-law to include provisions for the appointment of the Deputy Reeve position.

The Committee recessed for lunch at 12:12 p.m. and resumed business at 1:02 p.m. 

3.5

Options for Potential Fire Suppression and Emergency Services for North Archipelago

Maryann Martin summarized her report on potential fire suppression and emergency services for North Archipelago. Ms. Martin informed the Committee that staff obtained legal advice indicating that while the Municipal Act and the Fire Protection and Prevention Act allow municipalities to receive services from other municipalities, this provision does not extend to First Nations.

3.6

Georgian Cliffs Memorial Park Cemetery Advisory Committee Terms of Reference Amendment

Alana Torresan, Deputy Clerk, summarized her report on the Georgian Cliffs Memorial Park Cemetery Meeting. It reported that at its October 9, 2024 meeting, the Committee passed a resolution recommending that Council consider amending the Committee’s Terms of Reference to increase the number of public members from two to three, with one representative from Ward 1, Ward 2, and Ward 3. Based on this recommendation, Ms. Torresan outlined her proposal for a recruitment process for a Ward 2 resident to be appointed to the Committee.

The Committee expressed support for both the recommendation and the proposed recruitment process.

Staff were directed to bring forward a motion to the November Council Meeting.

3.7

Legislative and Information Services Update

Shauna Lehtimaki, Director of Legislative and Information Services, provided a brief summary of her Department update report. Special mention was made that Liam Thompson had been hired for the newly created role of Protective Services Coordinator.

3.8

Skerryvore Grant Application for Community Building

Councillor Manners informed the Committee that the Skerryvore Ratepayers Association's (SRA) grant application to the Northern Ontario Heritage Fund Corporation (NOHFC) was declined due to the project's ineligibility, as the construction site is not on public property. It was noted that NOHFC staff has encouraged the SRA to resubmit the application with minor changes. 

John Fior, Chief Administrative Officer, reported that he is in the process of arranging a meeting with SRA President, Steve Spearing, and NOHFC Advisor, Dustin Turner, to explore potential next steps.

3.9

West Parry Sound Recreation & Culture Centre Board

John Fior provided an update on the West Parry Sound Recreation and Cultural Centre project, reporting that the foundation has been completed, and the steel for the structure is scheduled to be delivered in January. He noted that fundraising efforts are ongoing, with the Moose FM campaign raising over $100,000, and that potential naming rights for the Centre are being actively explored. 

3.10

Request for Support. Request for the Public Sector Salary Disclosure Act to be updated to reflect inflation rates

Councillor Ashley advised the Committee that the resolutions from Tay Valley and Stirling-Rawdon Township, requesting the Province for the Public Sector Salary Disclosure Act to be updated to reflect inflation rates, were included in the October 2024 Council Correspondence package. 

No concerns were raised with supporting the proposed resolution. 

Staff were directed to bring forward a motion to the November Council Meeting.

3.11

Request for Support. Establishment of an Ontario Rural Road Safety Program

Councillor Ashley informed the Committee that the Township received a request from Good Roads to pass a resolution urging the Province to take action in implementing the rural road safety program that Good Roads has committed to lead.

No concerns were raised with supporting the proposed resolution. 

Staff were directed to bring forward a motion to the November Council Meeting.

3.12

Request for Support. Fair Share of Funding from both Provincial and Federal Governments

Councillor Ashley summarized a resolution from the Town of Aurora, which requests that the Province consider redistributing a portion of the Land Transfer Tax collected on property transactions to municipalities, and that the Federal Government allocate a percentage of the GST collected on property sales to municipalities.

Following discussion on the proposed resolution, staff were directed to bring forward a motion to the November Council Meeting.

3.13

Delegation at ROMA - In support of collaborative Phragmites management

Councillor Sheard reported that Terry Rees, a Municipal Sustainability Consultant, recommended submitting a joint Rural Ontario Municipal Association (ROMA) delegation request to the Ministry of Transportation (MTO) to advocate for collaboration between local maintenance staff, contractors, and municipalities on roadside vegetation management.

The Committee expressed support for the joint delegation. 

Staff were directed to submit a delegation request focused on phragmites management.

4.

ENVIRONMENT

4.1

Georgian Bay Mnidoo Gamii Biosphere

4.1.1

ICECAP Milestone 5 Corporate Energy and Emissions Report

Cale Henderson welcomed Benjamin John and Ethan Schnier from Georgian Bay Mnidoo Gamii Biosphere to the meeting.

Mr. John presented a summary of The Archipelago's 2016-2023 Corporate Energy and Emissions Report, highlighting that the Township’s corporate greenhouse gas emissions have decreased by approximately 13.9% compared to the 2016 baseline. He emphasized that to meet the 2030 target, the Township would need to accelerate its emissions reduction efforts.

Committee members asked questions regarding future priority areas for emissions reduction, sustainable procurement policies, and Township fuel consumption.

Councillor Barton requested that a press release on the Township's Integrated Community Energy and Climate Action Plans (ICECAP) Milestone 5 achievements be drafted and circulated. 

The Committee recessed for a break at 10:50 a.m. and resumed business at 11:00 a.m.

4.1.2

2025 Work Program

Cale Henderson welcomed Greg Mason and Katrina Krievins of Georgian Bay Mnidoo Gamii Biosphere (GBB) to the meeting. 

Ms. Krievins presented on the 2024 highlights from GBB's partnership with The Archipelago providing environmental services and environmental programming to residents. Highlights included enhanced water quality monitoring, the Kids in the Biosphere program, and local webinars and events.  

Ms. Krievins summarized the proposed 2025 Work Plan, noting that GBB staff are seeking feedback on the proposed projects and whether there are additional topics that Council would like to see provided to residents. GBB proposed several new initiatives for 2025, including ground-truthing assessments of nearshore fish habitats, grant writing services for a greenhouse gas (GHG) reduction pathway study, and the launch of voluntary septic health assessments. Ms. Krievins noted that contract costs are expected to increase by four to five percent due to increased service costs.

Reeve Liverance requested that an index of all GBB-produced documents be provided to staff and Council.

Councillor Ashley requested that the proposed 2025 work program be updated to include project-specific pricing for Council's consideration.

Special recognition was given to The Archipelago's 20-year partnership with GBB, highlighting the long-standing collaboration and shared commitment to the preservation of local region. 

5.

TECHNOLOGY

5.1

Connectivity – Request for Concurrence, Proposed Rogers Communication Tower

Joe Villeneuve, Manager of Corporate Services, summarized his report regarding the proposed telecommunications tower on the property municipally known as 445 Blackstone-Crane Lake Road. He reported that the Township received a request for municipal concurrence on the proposed new tower, and staff are recommending that the request be approved.

No concerns were raised regarding the recommendation.

Staff were directed to bring forward a motion to the November Council Meeting. 

6.

PLANNING AND BUILDING

6.1

2024 Planning Fees Proposal

Cale Henderson summarized his report on the 2024 Planning Fees Amendment Proposal, noting that despite significant increases in service costs, Township planning fees have not been updated since 2017. He emphasized that due to the unique geography and water access requirements of The Archipelago, planning fees are higher than those of neighbouring municipalities.

The Committee discussed the proposed fee adjustments and posed questions to staff. Mr. Henderson reported that staff are recommending notifying residents of the intent to amend the Tariff of Fees By-law and proceeding with the proposed planning fee increases in the near future. 

No concerns were raised regarding the recommendation.

Staff were directed to bring forward a motion to the November Council Meeting. 

6.2

Site Alteration and Tree Preservation By-law Status Update

Cale Henderson provided a brief update on the draft Site Alteration and Tree Preservation By-laws, noting that staff intend to present a draft version for Council’s review in December, with a final draft scheduled for approval in January 2025.

Councillor Zanussi highlighted ongoing criticism of the By-laws from residents in Ward 4 and asked if further public consultation would be scheduled. Mr. Henderson clarified that no additional public consultation sessions are planned at this time.

6.3

Building Report Summary

Cale Henderson noted that the summary indicates the Township has returned to pre-COVID building activity levels.

7.

PUBLIC WORKS

7.1

Lighthouse History Preservation and Interior Works

Josh Badger, Manager of Operational Services and Facilities, summarized his report on the Pointe au Baril Lighthouse history preservation and interior works project. He outlined the proposed interior renovations scheduled for next summer, noting that the work will require the facility to be closed to the public during the summer season. To ensure continued public engagement at the facility, a storyboard detailing the history of the Lighthouse will be installed on the covered porch for visitors to read.

Mr. Badger provided an overview of the Lighthouse preservation project, which involves the West Parry Sound Museum cataloguing, digitizing, and researching Lighthouse artifacts. He reported that the estimated cost for the interior repairs and history preservation work is approximately $53,000. It was recommended that Council consider including both of these projects in the 2025 Workplan and Capital Budget.

No concerns were raised regarding the recommendation.

Staff were directed to bring forward a motion to the November Council Meeting.

7.2

Six Star Snowmobile Club MOU

Josh Badger summarized his report on the proposed Memorandum of Understanding (MOU) with the Six Star Snowmobile Club for the use and maintenance of the snowmobile trail that crosses multiple municipal lands and road crossings in Ward 5 and 6. 

No issues were raised with the proposed MOU. 

Staff were directed to bring forward a By-law to the November Council Meeting. 

7.3

Skerryvore Ratepayers Association Improvement Request

Josh Badger presented a report in response to the Skerryvore Ratepayers Association's (SRA) deputation at the October Council Meeting, which requested the installation of new signage and benches, as well as the replacement of a culvert in the Skerryvore community. Mr. Badger provided an assessment of each request.

It was noted that the signage requests contravene the current Township Sign By-law, therefore should Council wish to pursue these requests, a review of the Sign By-law would be necessary. Regarding the SRA's request for three new benches, staff determined that installing benches at Moonlight Court and Leaside Drive is feasible, but a bench at Lookout Lane is not appropriate.

Regarding the replacement of the culvert at 5 Tamarack Drive, Mr. Badger explained that staff do not recommend replacement due to the asset's location on private property, associated liability concerns, and the potential for setting a precedent.

The Committee expressed support for a future review of the Sign By-law.

No issues were raised regarding the report's recommendations.

Staff were directed to bring forward a motion to the November Council Meeting. 

8.

CLOSED MEETING

• Moved by: Councillor Frost
  Seconded by: Reeve Liverance

  NOW THEREFORE BE IT RESOLVED that the Committee of the Whole move into a CLOSED MEETING at 1:02 p.m., pursuant to Section 239(2)(a)(b)(k) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, to deal with the security of the property of the municipality; personal matters about an identifiable individual, including municipal or local board employees; and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on by or on behalf of the municipality or local board.

  Carried

8.1

HUMAN RESOURCES

8.1.1

Compensation Review - Human Resource Matters 

8.2

TECHNOLOGY

8.2.1

Technology Update - Security of Municipal Property

8.3

FINANCE AND ADMINISTRATION

8.3.1

Belvedere Heights Board of Management, Management Services Agreement with WPSHC - Update

8.3.2

Strategy Session - Crestview Strategy

9.

OPEN MEETING

• Moved by: Councillor Frost
  Seconded by: Reeve Liverance

  NOW THEREFORE BE IT RESOLVED that the Committee of the Whole move out of a CLOSED MEETING at 3:12 p.m.

  Carried

10.

ADJOURNMENT

The meeting adjourned at 5:12 p.m.