THE CORPORATION OF THE TOWN OF SMITHS FALLS COMMITTEE OF THE WHOLE MEETING MEETING MINUTES

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1 THE CORPORATION OF THE TOWN OF SMITHS FALLS COMMITTEE OF THE WHOLE MEETING MEETING MINUTES DATE: Monday August 27, 2018 LOCATION: Council Chamber, Town Hall TIME: 5:00 p.m. ADJOURNED: 6:30 p.m. COUNCIL PRESENT: Chairperson J C Cummings, Mayor S Pankow, J Maloney, Councillor Allen, J Gallipeau, J Brennan and D Quinn ABSENT: STAFF PRESENT: Fire Chief R Chesebrough, Police Chief M MacGillivray, Director of Public Works and Utilities T Dunlop, Manager of Economic Development and Tourism J Miller and Planner K Grenke Chief Administrative Officer M Morris, Director of Corporate Services/Clerk K Costello, Director of Community Services A Manhire, Treasurer J Koziel and Deputy Clerk N Bennett 1. AMENDMENTS TO AGENDA Councillor Maloney requested that Council add the Urban Jungle Obstacle and Fitness Challenge as a delegation. 2. DISCLOSURE OF MONETARY INTEREST None noted. 3. DELEGATIONS a) Councillor Maloney and Maria Maloney, Urban Jungle Fitness Challenge Councillor Maloney and Maria Maloney thanked the sponsors of the Urban Jungle Challenge and presented donations to various community groups. Mayor Pankow recognized Joe Cayen and his wife Angie for their contributions to the community. Mayor Pankow noted that Joe and his family will be relocating to the Waterloo region later this year. 4. ADOPTION OF MINUTES None 5. C.A.O. / DIRECTORS REPORTS A Manhire, Director of Community Services -Noted that the new school has opened and that the Child Development Center will start business at the Center on Tuesday September 4 th.

2 Meeting Minutes Page 2 of 5 August 27, 2018 K Costello, Director of Corporate Services/Clerk -Noted that the Planning staff are updating the Site Plan Control By-law and that it is currently being reviewed by the Planning Advisory Committee. -Reminded Council that a Zoning Amendment Public Meeting will take place on September 6 th. -Advised residents that they can call the Town Hall to check to see if they are on the Voters list. -Announced that the Voter information Session will take place on September 25 th at 6:30 p.m. and that everyone is welcome to attend. -Announced that the crossing guards will be in place for the first day of school. K Costello noted that if anyone has questions or concerns, they are to call Deputy Clerk Nadine Bennett. M Morris, Chief Administrative Officer -Noted that the water storage study will be discussed at the Tuesday September 4 th meeting. -Shared that construction on the old lock is proceeding on schedule. 6. CORRESPONDENCE ITEMS None 7. PRIORITY ISSUES a) Cemetery and Care Maintenance Fund (Correspondence Item from August 13, 2018) Mayor Pankow shared that Council may recall that this topic was discussed during a delegation at the Association of Municipalities of Ontario (AMO) conference. S Pankow suggested that Council bring forward a resolution of support. M Morris cautioned Council as it states that they want to use the trust fund when other cemetery funds do not apply. M Morris noted that the message was conveyed to the Ministry at the delegation. M Morris noted that the reality is that there are not a lot of other municipalities that operate cemeteries. Councillor Allen and Councillor Brennan agreed that Council should craft their own resolution. ACTION Staff to craft a resolution. Council to bring forward the resolution to the next meeting of Council.

3 Meeting Minutes Page 3 of 5 August 27, 2018 b) Code of Conduct for Members of Council and Local Boards Report Director of Corporate Services/Clerk K Costello provided Council with Report noting that the current code of conduct is 14 years old and was in need of a major refresh. K Costello shared that staff worked with the County of Lanark and secured the services of the Integrity Commissioner, Tony Fleming, to produce the same document for all of the municipalities. Councillor Maloney questioned what would happen if someone didn t sign the code of conduct. K Costello confirmed that the code applies regardless if a member signs it or not. Councillor Gallipeau shared that he does not feel that Council had long enough time to review the policy and questioned if it should be brought forward to the new Council. Councillor Brennan shared his support to adopt the policy. Mayor Pankow agreed that the policy is overdue and that it should be brought forward now for adoption. K Costello noted that the fee was heavily debated by the Clerks and that everyone felt that $ was a reasonable application fee. Councillor Cummings shared that he would like to see the policy adopted by the current Council. C Cummings agreed with the Mayor that the fee should be fully reimbursed if it is a legitimate concern. Councillor Cummings shared that he agrees that the amount should be refunded if it is a legitimate item. K Costello shared that she had hoped that the current Council would adopt the policy so that the new Council could be trained with the new Code of Conduct. Mayor Pankow noted that he would like to see members trained, noting that it should be mandatory. K Costello noted that training could form part of the Council Orientation and that she would follow up with the County Clerks. ACTION Council to bring forward a By-law to the next meeting of Council for adoption. c) Municipal Act, Section 357 Request for Reduction 54 and 56 Abbott St. N Report Treasurer J Koziel provided Report detailing a 357 Application respecting the property known as Abbott Street North.

4 Meeting Minutes Page 4 of 5 August 27, 2018 ACTION No action required. For information only. d) July, 2018 Budget Monitoring Report Treasurer J Koziel provided report to Council for their review. ACTION No action required. Received as information only. e) Tender Award Tennis Court Resurfacing and Repairs Report Director of Community Services A Manhire provided Council with Report requesting that Council award the tender for remediation of the tennis courts to Toronto Court Equipment in the amount of $102,945 including HST. ACTION Council to bring forward a resolution to their next meeting of Council to award the tender for remediation of the tennis courts to Toronto Court Equipment. f) Press Councillor Cummings noted that the newspapers are ramping up with news articles and that he would like to clarify points as they are presented. C Cummings noted that he had a number of phone calls after an article appeared in the Hometown Newspaper respecting a quote by Councillor Gallipeau. C Cummings noted that the article denoted that Councillor Gallipeau had shared that the Town had spent $500,000 on the docks for Le Boat. C Cummings requested that Treasurer Koziel confirm the amount that the Town spent on the docks that were purchased. J Koziel confirmed that the Town commitment was $122,000 and that the rest were grants. J Gallipeau noted that he does not recall saying $500,000 and that you cannot always believe what you read in the paper. C Cummings shared that he just wanted the facts to be clarified so that the public understands. ACTION No action. 8. IN CAMERA ISSUE - None

5 Meeting Minutes Page 5 of 5 August 27, ADJOURNMENT Moved by: J Brennan Seconded by: L Allen THAT the Committee adjourn its proceedings 6:30 p.m. and stand so adjourned until the next duly called Committee meeting. Disposition: CARRIED (7-0) CONFIRMED Acting Mayor Clerk