MINUTES OF THE NOVEMBER 27, 2013 REGULAR MEETING OF THE UNITED COUNTIES OF PRESCOTT AND RUSSELL

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1 MINUTES OF THE NOVEMBER 27, 201 REGULAR MEETING OF THE UNITED COUNTIES OF PRESCOTT AND RUSSELL The Council of the Corporation of the United Counties of Prescott and Russell met on, in the Counties Administration Building in L'Orignal for its regular monthly meeting. At 9:00 a.m. Warden René P. Berthiaume called the meeting to order. VISION/PRAYER Mr. Gary J. Barton, Mayor of the Township of Champlain, recited the vision and the prayer. WARDEN S WELCOME AND ROLL CALL Were present: René P. Berthiaume, Warden, Gary J. Barton, Marcel Guibord, Robert Kirby, Jean-Yves Lalonde, Claude Levac, François St-Amour and Jean Paul St. Pierre, Council Members. Also present: Stéphane P. Parisien, CAO, Sylvain Charlebois, Michel Chrétien, Marc Clermont, Anne Comtois Lalonde, Louise Lalonde, Louise Lepage-Gareau, Louis Prévost and Jonathan B. Roy, Department Heads, and Andrée Latreille, Deputy Clerk. DISCLOSURE OF INTEREST The Mayor of The Nation Municipality declared his pecuniary interest following the addition of a subject regarding the Xerox tender at item 8.1. ADOPTION OF THE AGENDA Moved by François St-Amour Seconded by Claude Levac THAT the Agenda be adopted as presented with the addition of a verbal update from the Information Technology Manager regarding the Xerox tender for printers at item 8.1 as well as the addition of an in-camera verbal presentation from the Chief Administrative Officer and the Economic Development and Tourism Director regarding the acquisition of two parcels of land at item 15(). ADOPTION OF THE MINUTES 187 Moved by François St-Amour THAT the minutes of the Regular Meeting of October 2, 201 and the Special Public Meeting on the Official Plan Revision of November 1, 201 be adopted as presented. PETITIONS AND DELEGATIONS Mr. Gary Hoffman from Deloitte presented the Audit Service Plan for 201 and Management s Assessment of the Risk of Misstatements. He explained to Council that there are no changes this year with regard to auditing procedures and accounting principles. He noted that municipalities must now account for their vacant parcels. Following the presentation, it was 188 Moved by Jean-Yves Lalonde WHEREAS the Audit Service Plan of Deloitte includes an audit of the Corporation s financial statements for the year ending December 1, 201; AND WHEREAS the Treasurer completed the form Fraud Risk Factors for the Corporation to allow the Auditors risk-based audit approach and to prepare their Audit Service Plan; AND WHEREAS the amount of $61,000 plus HST will be paid for audit services in 201; BE IT RESOLVED that Council receive the Audit Service Plan for the year ending December 1, 201, Deloitte s audit engagement letter and the checklist representing the fraud risk factors set forth in the CICA Accounting Handbook.

2 Counties Council L Orignal, Ontario COMMUNICATIONS Moved by Marcel Guibord THAT Council receive the following correspondence for information purposes: Statement of Claim from the Centre d accueil Roger-Séguin as to the 201 funding From the Municipality of Alfred and Plantagenet regarding the Five-Year Review of the Official Plan () From the Town of Hawkesbury regarding the Five-Year Review of the Official Plan Moved by Marcel Guibord Seconded by François St-Amour BE IT RESOLVED that Council endorse the motion of the Ontario Convenience Store Association (OCSA), in favour of eradicating illegal tobacco, and that our support be forwarded to the Ontario Minister of Finance, to AMO, and to our MP and MPP Moved by Jean Paul St. Pierre Seconded by François St-Amour At the request of Mr. Barton to support his council s resolution and following a debate on the procedure, it was proposed that the resolution of the Township of Champlain regarding the tax rate reduction from the United Counties of Prescott and Russell be received and filed. Defeated Moved by Jean-Yves Lalonde Seconded by Claude Levac BE IT RESOLVED that Council endorse the resolution of the Township of Tweed regarding exotic animals and that our support be forwarded to the Ontario Minister of Natural Resources, to the federal Minister of the Environment, to AMO, and to our MP and MPP Moved by François St-Amour Seconded by Gary J. Barton BE IT RESOLVED that Council endorse the resolution of the Township of Uxbridge regarding the Ontario Ranger Program, and that our support be forwarded to the Ontario Minister of Natural Resources, to AMO, and to our MP and MPP Moved by Claude Levac BE IT RESOLVED that Council endorse the resolution of the Federation of Canadian Municipalities (FCM) regarding the current Canadian Housing Crunch, and that our support be forwarded to the Ontario Minister of Municipal Affairs and Housing, to the federal Minister of Employment and Social Development, to the FCM, to AMO, and to our MP and MPP. REPORTS OF DEPARTMENTS Having declared a pecuniary interest, the Mayor of The Nation Municipality left the meeting for the duration of the discussion. 195 Moved by Jean Paul St. Pierre THAT Council receive the information presented by the Information Technology Manager regarding the Xerox tender for the purchase of printers and that a notice be forwarded to local municipalities in his file. 196 Moved by Claude Levac BE it resolved that Council approve the monthly accounts which have been subject to payment, namely: 1) Total salaries of $2,21,27.58 as of October 1, 201; 2) Accounts from October 11, 201 to November 15, 201, pages 1 to 15, items 1 to 94 for a total of $,94,

3 Counties Council - - L Orignal, Ontario The Treasurer presented Report F-010/201, 201 Budget Revisions. 197 Moved by Marcel Guibord WHEREAS the purpose of Report Number F-010/201 is to identify the changes made to the 201 budget following the changes made during the year 201; AND WHEREAS the 201 budget revisions are confirmed as follows: - $92,700 for disbursements - $92,700 for outflows AND WHEREAS the municipalities levy remains the same for 201; BE IT RESOLVED that By-law to adopt the 201 budget changes be adopted by Council. The Treasurer presented Report F-011/201, Year-End Transfers. 198 Moved by Marcel Guibord Seconded by Robert Kirby WHEREAS the projects listed in Report F-011/201 will not be completed by the end of the year 201, as expected; AND WHEREAS the transfers of the deferred revenues, in this report, must be transferred to the reserve of the Housing Service division for Public Housing as well as to the reserve for Child Care Services; AND WHEREAS there is a remaining balance for each of these projects that could be used next year or in the future to finalize the various departmental projects; AND WHEREAS the Treasurer recommends in her report to transfer all balances to a Reserve or Reserve Fund; BE IT RESOLVED that Council authorize the Treasurer to: a) transfer the remaining balances of projects not completed listed in Report F- 011/201 in the appropriate reserves and reserve funds; b) transfer the residual balances affected by the PS410 of deferred revenue to the reserve of the Housing Service division for Public Housing as well as to the reserve for Child Care Services The Treasurer presented Report F-012/201, 2014 Budget. 199 Moved by Jean-Yves Lalonde WHEREAS Report F-012/201 indicates the changes made to the budget following meetings and budget discussions; AND WHEREAS the 2014 budget estimates are $89,458,600 for the inflows and disbursements; AND WHEREAS the budget estimates for the amortization of the tangible assets totals $8,127,500; AND WHEREAS the local municipalities levy will amount to $7,445,000; AND WHEREAS the 2014 tax rates will only be approved once the assessments and all regulations and calculations are made available; BE IT RESOLVED that the 2014 revised budget and the necessary by-law be adopted as presented.

4 Counties Council L Orignal, Ontario The Mayor of Champlain requested a recorded vote on the resolution: Were: FOR AGAINST ABSENT René P. Berthiaume Marcel Guibord Robert Kirby Jean-Yves Lalonde Claude Levac Jean Paul St. Pierre TOTAL Gary J. Barton François St-Amour 6 The Treasurer presented Report F-01/201, Pro Forma Capital Assets Analysis. 200 Moved by Jean-Yves Lalonde Seconded by Claude Levac WHEREAS the Pro Forma Capital Assets Analysis is presented as the first step in the establishment of a management plan for municipal infrastructures; AND WHEREAS Council should consider the estimated capital assets for the next ten years and approve them; AND WHEREAS the annual estimates for capital assets will be approved during the year s budget process; BE IT RESOLVED that Council adopt the Pro Forma Capital Assets Analysis for the period of 2014 to 202. The Human Resources Director presented Report RH-011/201, Report on Group Insurance Pooling Agreement. 201 Moved by Jean Paul St. Pierre WHEREAS the employees group insurance plan was renewed at the Council meeting of March 201, for a period beginning April 1, 201; WHEREAS Council endorsed, at the same time, the creation of a consortium between the municipalities in the United Counties of Prescott and Russell and the United Counties themselves, for group benefits; WHEREAS Council authorized the Human Resources Director to formalize an agreement and a mandate with the participating municipalities to define the rules of the newly created consortium, and to present this agreement to Council; BE IT RESOLVED THAT Council approves and endorses the report RH-011/201, including the agreement, as presented in Appendix A. 202 Moved by Jean Paul St. Pierre THAT Council receive Report SS-011/201, Regular Statistics Information (October 201). The Emergency Services Director presented Report SU-004/201, Lease Renewal for the Casselman Ambulance Station. 20 Moved by Claude Levac Seconded by Gary J. Barton WHEREAS the lease for the premises at 45 Industrial Road in Casselman, where is established the ambulance station, will expire on December 1, 201; AND WHEREAS the current contract provides for the renewal of the lease for a two-year period with an option to renew for a third year; AND WHEREAS the renewal was negotiated for an additional term of three years and provides for a rent increase of 2 percent per year;

5 Counties Council L Orignal, Ontario BE IT RESOLVED that Council authorize, through By-law Number , the renewal of the lease for the Ambulance Station in Casselman for the period of January 1, 2014 to December 1, The Emergency Services Director presented Report SU-005/201, Lease Renewal for the Alfred Ambulance Post. 204 Moved by Jean Paul St. Pierre WHEREAS the lease for the premises at St-Philippe Street in Alfred, where is established the ambulance post, will expire on December 1, 201; AND WHEREAS the renewal provides amending the terms of the lease for a two-year period; AND WHEREAS the rent will be increased at 1.2 percent for 2014 and in 2015, the rent amount shall be increased by 1. percent or the Ontario Consumer Price Index, whichever is higher; BE IT RESOLVED that Council authorize, through By-law Number , the renewal of the lease for the Alfred Ambulance Post for the period of January 1, 2014 to December 1, REPORTS OF COMMITTEES 205 Moved by Jean Paul St. Pierre That the report of the Committee of the Whole dated November 1, 201 be adopted as circulated. 206 Moved by Gary J. Barton Seconded by Robert Kirby That the report of the Home Committee dated November 14, 201 be received as circulated. 207 Moved by Jean-Yves Lalonde That the report of the Public Works Committee dated November 1, 201 be adopted as circulated. RESOLUTIONS ARISING FROM COMMITTEE REPORTS Amendment to the legislation regarding peat-moss extraction 208 Moved by François St-Amour WHEREAS the Aggregate Resources Act controls and regulates aggregate operations on Crown and private lands; AND WHEREAS the Act provides that every licensee or holder of an aggregate permit shall pay an annual fee to local municipalities; AND WHEREAS peat-moss extractors are not subjected to annual fees; AND WHEREAS in the Act, the word earth does not include topsoil and peat moss; AND WHEREAS municipalities must ensure the protection of the road network as heavy trucks carrying peat moss contribute to the deterioration of roads and infrastructures; BE IT RESOLVED that Council petition the Ministry of Natural Resources to amend the Aggregate Resources Act to ensure that peat-moss extractors are subject to the same criteria as other aggregate extractors.

6 Counties Council L Orignal, Ontario Regional Day of Non-Violence 209 Moved by Jean-Yves Lalonde WHEREAS Sylvie Bisson, president of Prescott-Russell Coalition To End Violence Towards Women submitted a request to the United Counties of Prescott and Russell, in order to recognize December 6 of each year as a day of non-violence; AND WHEREAS violence in all its forms, and in a particular manner, violence against women needs our attention; assaults, rapes, stoning, mutilation, physical violence, and psychological violence; AND WHEREAS life without violence, serene, peaceful, has to start somewhere and why not with us here in Prescott and Russell; BE IT RESOLVED: 1) That Council of the United Counties of Prescott and Russell fully support the president of Prescott-Russell Coalition To End Violence Towards Women in its efforts to be recognized annually on December 6 as the regional day of nonviolence in Prescott and Russell; 2) That the Regional Day of Non-Violence is recognized in memory of all the victims of violence in all its forms. QUESTION PERIOD TO DEPARTMENT HEADS Department heads responded to Mayors questions. NOTICE OF MOTIONS (n/a) MEMBERS WRITTEN RESOLUTIONS (n/a) BY-LAWS 210 Moved by Marcel Guibord BE IT RESOLVED that the following By-laws be adopted by the Council of the United Counties of Prescott and Russell: To confirm the acquisition of certain lands and to dedicate the same as public highways in the County of Prescott To confirm the acquisition of certain lands and to dedicate the same as public highways in the County of Russell To authorize a Renewal Lease Agreement for land and building used for Ambulance Station in Casselman To adopt the budget revisions for the year 201 To authorize the Renewal Lease Agreement of the Alfred Ambulance Post To regulate salary increases for Council Members and the Non-Unionized Employees of the Corporation To amend By-law Number , being a By-law to regulate parking upon Highways or Areas of Highways CLOSED SESSION All members of Council were present as well as Messrs. Parisien, Charlebois, Prévost, Clermont, and Mmes. Lepage-Gareau and Latreille. At 10:55 a.m. it was 211 Moved by Claude Levac THAT Council proceed in camera to take cognizance of and discuss: i) Salary increase for non-unionized employees and Council Members (Bylaw ) (Section 29(2)d) labour relations or employee negotiations)

7 Counties Council L Orignal, Ontario ii) iii) Information Technology Restructuring and Nomination Request (Section 29(2)d) labour relations or employee negotiations) Verbal report regarding the acquisition of two parcels of land (Section 29(2)c) a proposed or pending acquisition or disposition of land by the municipality) At 11:48 a.m., it was 212 Moved by Jean Paul St. Pierre Seconded by Gary J. Barton THAT Council return in open meeting and recommend for the subjects discussed in camera: 1) To adopt the resolution and the By-law regarding the salary increase; 2) To submit a report and a By-law on the proposed restructuring within the IT department at a forthcoming meeting; ) To proceed with the offer to purchase land without proceeding with the rezoning as had been previously recommended; 4) That the proposal of an entrepreneur for the acquisition of land for the eventual construction of a Residence be received and filed. 21 Moved by Robert Kirby WHEREAS before the adoption of the Corporation s budget, Council revise and regulate the cost of living to be paid to non-unionized employees of the UCPR and the Council Members. BE IT RESOLVED that Council adopt By-Law Number to authorize an increase of 2 per cent in the cost of living for nonunionized employees and Council Members, as of January 1st, Moved by Jean Paul St. Pierre BE IT RESOLVED that Council adopt By-law to regulate salary increases for Council Members and the Non-Unionized Employees of the Corporation. CONFIRMATORY BY-LAW 215 Moved by Claude Levac Seconded by François St-Amour BE IT RESOLVED that Council adopt By-Law Number to confirm the proceedings and recommendations made in the reports, resolutions and By-laws at this regular Council meeting of. ADJOURNMENT 216 Moved by François St-Amour Seconded by Robert Kirby BE IT RESOLVED that Council adjourned this regular Council meeting at 11:50 a.m. Jean Paul St. Pierre, Warden Stéphane P. Parisien, Clerk

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