2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF

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1 AGENDA COMMITTEE OF THE WHOLE Tuesday, March 22, 2016, 6:00 p.m. Lanark Highlands Municipal Office 75 George Street, Lanark, Ontario Chair, Deputy Mayor John Hall 1. CALL TO ORDER 2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF 3. APPROVAL OF AGENDA Suggested Motion: THAT the agenda be approved as presented. 4. APPROVAL OF MINUTES Suggested Motion: THAT the minutes of the Committee of the Whole meeting held on March 8 th, 2016, be approved as circulated. Suggested Motion: THAT the minutes of the Special Committee of the Whole meeting held on March 12 th, 2016, be approved as circulated. 5. DELEGATIONS & PRESENTATIONS Delegations: i) Lanark Forest Rally, Mike Koch ii) Changes to Animal Control Services, Sharon McDougall Presentations: i) Annual Environmental Presentation (Waste Sites), Matthew Whitney, Exp. Page 1 of 32

2 6. COMMUNICATIONS i) Frosty Fling Annual Summary ii) Lanark Federation of Agriculture 75th Anniversary Douglas Fir Trees iii) Ontario Association of Fire Chiefs Municipal Officials Seminar iv) Lanark Renfrew Health & Community Services Seeking New Board Members Suggested Motion: THAT the communications dated March 22 nd, 2016, be accepted as information. 7. REPORTS Building, Planning & Protective Services i) Building Department Monthly Report February 2016 Matt Craig, Interim CAO/Clerk Suggested Motion: THAT the February 2016 Building Department report is received as information. ii) Fire Department Monthly Report February 2016 Cameron Morehouse, Interim Fire Chief Suggested Motion: THAT the February 2016 Fire Service monthly report is received as information. Corporate Services i) Annual Reporting of Councillor Remuneration and Expenses Rob Bunker, Treasurer Suggested Motion: THAT report FIN , Councillor Remuneration & Expense Summary, be received as information. ii) ROMA/OGRA Councillor Reports (verbal) Councillors Jeannie Kelso and Linda Hansen Suggested Motion: THAT the ROMA/OGRA Councillor Report is received as information. 8. IN-CAMERA ITEMS Page 2 of 32

3 9. NEW AND OTHER BUSINESS 10. DEFERRED ITEMS 11. ADJOURNMENT Page 3 of 32

4 COMMITTEE OF THE WHOLE MINUTES Tuesday, March 8, :00 p.m. Lanark Highlands Municipal Office - 75 George Street, Lanark, Ontario Council Chambers Members Present: Chair, Deputy Mayor John Hall Councillor Linda Hansen Councillor Steve Roberts Councillor Peter Rodger Councillor Jeannie Kelso Mayor Brian Stewart Members Absent: Councillor Bill King, with regrets Staff Present: Matt Craig, Interim CAO/Clerk Robert Bunker, Treasurer Stacey Blair, Planning Administrator/Deputy Clerk Thomas McCarthy, Acting Public Works Superintendent 1. CALL TO ORDER The meeting was called to order at 6:09 p.m. 2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF 3. APPROVAL OF AGENDA Motion #COW Page 4 of 32

5 Township of Lanark Highlands Committee of the Whole - Minutes March 8, 2016 Moved by Councillor Hansen Seconded by Mayor Stewart THAT the agenda be approved as presented. CARRIED 4. APPROVAL OF MINUTES Motion #COW Moved by Councillor Rodger Seconded by Councillor Roberts THAT the minutes of the Committee of the Whole meeting held on February 9 th, 2016, be approved as circulated. 5. DELEGATIONS & PRESENTATIONS i) Domestic Abuse in Lanark Highlands, Melanie Mills CARRIED Ms. Mills spoke to Council about the increase in domestic violence statistics for Lanark Highlands and more specifically a forum which is being held April 4 th, 2016 at the St. Andrew s Church in Lanark on this matter. ii) Darling White Lake Centre Hall Renovations, Ray Monette - Power point attached to minutes. 6. COMMUNICATIONS i) 2015 Land Control Services Leeds, Grenville & Lanark District Health Unit ii) Motion : Ontario Municipal Board Jurisdiction Town of Aurora iii) Agri-Food Innovation Excellence Program OMAFRA iv) Canada s 150 th Anniversary Communities in Bloom Motion #COW Moved by Councillor Roberts Seconded by Councillor Hansen THAT the communications dated March 8 th, 2016 be received as information. CARRIED Page 5 of 32

6 Township of Lanark Highlands Committee of the Whole - Minutes March 8, REPORTS Building, Planning & Protective Services i) Building Department Monthly Report January 2016 Matt Craig, Interim CAO/Clerk Motion #COW Moved by Councillor Roberts Seconded by Councillor Hansen THAT the January building department report, is received as information. CARRIED ii) Zoning Amendment Draft By-law (Brandao) Stacey Blair, Deputy Clerk/Planning Administrator Motion #COW Moved by Mayor Stewart Seconded by Councillor Roberts THAT Council pass the necessary by-law to permit zoning by-law amendment ZA (Brandão) located at Concession 8 East Part Lot 19, RP 27R9183, Part of Part 1 Geographic Township of Lanark, to permit the construction of an accessory structure prior to the construction of a main use. CARRIED Public Works and Waste Management i) OCIF Funding Allotment Thomas McCarthy, Acting Superintendent of Public Works Motion #COW Moved by Mayor Stewart Seconded by Councillor Hansen THAT the OCIF formula component funding be used to re-gravel Township Roads. CARRIED 8. IN-CAMERA ITEMS 9. NEW AND OTHER BUSINESS Page 6 of 32

7 Township of Lanark Highlands Committee of the Whole - Minutes March 8, DEFERRED ITEMS 11. ADJOURNMENT On a motion of Councillor Roberts and seconded by Councillor Hansen, the meeting adjourned at 6:42 p.m. Matt Craig, Interim CAO/Clerk John Hall, Deputy Mayor Page 7 of 32

8 SPECIAL COMMITTEE OF THE WHOLE MINUTES Saturday, March 12, :00a.m. Lanark Highlands Municipal Office - 75 George Street, Lanark, Ontario Council Chambers Members Present: Chair, Deputy Mayor John Hall Councillor Linda Hansen Councillor Steve Roberts Councillor Peter Rodger Councillor Bill King Councillor Jeannie Kelso Mayor Brian Stewart Staff Present: Matt Craig, Interim CAO/Clerk Robert Bunker, Treasurer Stacey Blair, Planning Administrator/Deputy Clerk Cameron Morehouse 9 a.m. 10 a.m. Thomas McCarthy, Acting Public Works Superintendent 10 a.m. 11:30 a.m. Terry Donaldson, Arena Manager 1 p.m. 1:30 p.m. 1. CALL TO ORDER The meeting was called to order at 9:03 a.m. 2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF 3. APPROVAL OF AGENDA Motion #COW Page 8 of 32

9 Township of Lanark Highlands Special Committee of the Whole - Minutes March 12, 2016 Moved by Councillor Rodger Seconded by Councillor Roberts THAT the agenda be approved as presented. CARRIED 4. BUSINESS Review of 2015 Financial Report Treasurer Rob Bunker presented the financial report for He advised of 3 recent adjustments made to the report since it was circulated reducing the surplus for 2015 from $431,729 to $415,823. The report recommends that the surplus be allocated to various reserves. The main reasons for the surplus and the status of the reserves were outlined in the report. Review of 2016 Draft Budget i) Public Works and Waste Sites Staff Action: - CAO to write letter to Federal Minister of Infrastructure to notify of shovel ready projects. - Staff to report on LED solar lights on Hwy 511 bridge in Lanark Village - Staff to investigate potential hazardous waste collection day ii) Fire Services Staff Action: - Staff to show breakdown of costs involved with responding to a fire call - Staff to investigate heating costs of White Lake Fire Station iii) Police Services Action: - Mayor to send letter to Minister of Community Safety and Correctional Services about policing cost increase variance and inclusion of trailers in police costing iv) Building Inspection Services Page 9 of 32

10 Township of Lanark Highlands Special Committee of the Whole - Minutes March 12, 2016 Staff Action: - Staff to report on building permit related fines and enforcement v) Arena Staff Action: - Arena Manager to track hours to better determine allocation of work hours vi) Community Services vii) Land Use Planning viii) Council ix) Corporate Services Motion #COW Moved by Councillor King Seconded by Councillor Kelso THAT the Highland Voice be deleted from the 2016 budget. Staff Action: DEFEATED - Staff to prepare a report listing all properties owned by the Township as a result of tax sales - Staff to examine sale of municipal property policies Other Budget Requests Considered: Interim CAO/Clerk Matt Craig advised the committee that 4 requests had been received from outside organizations and individuals requesting financial support from the Township as follows: - Big Brothers Big Sisters, requested $3, McDonald s Corners Agricultural Society, requested $2, Frosty Fling, requested an additional $ Animal Control, Additional Funding for Cats - $6, The committee considered and declined to support all requests. Page 10 of 32

11 Township of Lanark Highlands Special Committee of the Whole - Minutes March 12, 2016 Staff Action: - Staff to send a letter to all who made budget requests of decisions made. Motion #COW Moved by Mayor Stewart Seconded by Councillor Roberts THAT the following corrections be made to the draft budget: - $500 to be included for Frosty Fling (previously approved by Council) - $1000 removed from Budget Item #79 - Other Recreation & Cultural, Line 875 Misc. Sales - $400 removed from Budget Item#77 - Cemeteries, Line 478 Other Fees - Adjust contingency fund to $32, CARRIED Motion #COW Moved by Mayor Stewart Seconded by Councillor Rodger THAT the 2016 budget providing for expenditures of $6,276,013.00, be presented to Council on March 22 nd for approval. CARRIED Motion #COW Moved by Mayor Stewart Seconded by Councillor Roberts THAT the estimated 2015 surplus of $415,823 be put into the following Township s reserves: 1) Surplus/Deficit $37,823 2) Road Equipment Replacement $120,000 3) CBO Vehicle Replacement $7,000 4) Administration Building $62,000 5) Computer Upgrades $6,000 6) Fire Department (Vehicles) $15,000 7) Recreation Equipment Replacement (New) $25,000 8) 2017 Loan Payment (New) $143,000 CARRIED 5. ADJOURNMENT Page 11 of 32

12 Township of Lanark Highlands Special Committee of the Whole - Minutes March 12, 2016 On a motion of Councillor Roberts and seconded by Councillor Hansen, the meeting adjourned at 4:35p.m. Matt Craig, Interim CAO/Clerk John Hall, Deputy Mayor Page 12 of 32

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20 To: Council of the Township of Lanark Highlands Subject: Report to Council on the 2016 Lanark Highlands Frosty Fling Date: March 10, 2016 Attached you will find copies of the 2016 Event Program, the 2016 activity Participation data, the 2016 Financial Summary and the Thank You Ad we ran in the Lanark Era to recognize the many Sponsors and Volunteers. This year s program included 3 new elements. After several years absence the Crokinole Competition at the Middleville Community Centre returned to the program. On the Saturday afternoon a Dodge Ball Competition for teenagers sponsored by the Lanark Highlands Youth Centre was held in the Maple Grove Public School gymnasium. On the Sunday afternoon an Ecumenical Concert was hosted by the St. Andrews United Church for adults and families. All three seem to have been well received and we hope they will become regular parts of the program. The traditional Saturday morning breakfast hosted by the Lanark Legion was not held due to other commitments they had made. We wish to thank the Council of the Township of Lanark Highlands for their ongoing support of this annual community event. The 2017 Lanark Highlands Frosty Fling is tentatively scheduled for January 27/28/29, Bob Mingie Chair, 2016 Lanark Highlands Frosty Fling Page 20 of 32

21 A Big Huge Thank You to all who provided time, prizes and financial help which contributed to the success of the Lanark Highlands 2016 Frosty Fling! Financial Sponsors Arnott Bros. Construction Embers CDL Maple Sugar Equipment Hill General Store Crains' Construction OMYA Canada Lanark Highlands Business and Tourism Association Lanark Medical Pharmacy Remedy s RX Lanark Small Engine Sales Township of Lanark Highlands Skating Carnival Event Sponsor Hinton Dodge Chrysler In-Kind Sponsors Balderson Village Cheese Blackwood Originals Crains' Construction Jeff Rothwell Lanark & District Civitan Club Lanark & District Community Centre Lanark Era Lanark Highlands Fire Services Lanark Highlands Youth Centre Lanark Landing Lanark Learning Centre Lanark TIM-BR Mart Maple Grove Public School Motion Creative Printing (MCP) Perth Canadian Tire Perth Giant Tiger Perth Home Hardware Providence Point Scotiabank Lanark St. Andrew's United Church The Grounds Guys Tim Hortons Township of Lanark Highlands Village Treats Buy Local - Please Support our Sponsors Volunteers Aaron Smithson Abbey Keaney Anne Graham Autumn Funston Barb Burns Barb Sangster Barry King Bob Mingie Bonnie King Braiden Nichols Caleb Bosman Carla Schonauer Charlotte Funston Cheryl Clancy Chris Trotter Courtney Smith Danny Keaney Daryl Bean Debbie Keaney Donna Whyte Father Jan Kusyk Feryn Donaldson Freda Fournier Garry Lewis Hannah Embleton Heather McNicol Herb Blair Jane Paul Jeannie Kelso Karen Crosbie Kelly Paul Ken Fournier Ken Sinclair Kevin Fisher Lee Fulton Lionel Pauze Lisa Keaney Lorna Burns Matt Houle Maureen Lewis Michelle Deforge Norma Blair Peter McLaren Rachel Moyes Rene Bosman Rev. Shelley Roberts Ron Fradet Scott McGonegal Sharon Sinclair Shayla Fisher Sonya Nichols Stephen Rothwell Tom King Vic Tysick Warren McMeekin Wayne McNicol Our thanks and apologies to anyone we may have missed. Page 21 of 32

22 2016 Lanark Highlands Frosty Fling Friday, Jan. 29 Movie & Pizza Night for Youth Lanark Highlands Youth Centre ~ 5:30 p.m. Free Old Time Talent Night 6:00 pm - Lanark Civitan Club $12/person. Musicians free. Monetary/food donations to Lanark Highlands Food Pantry are welcome Crokinole Competition Middleville Community Centre ~ 7:30 p.m. $5/person. Prizes Refreshments Saturday, Jan. 30 Lunch with Frosty 12:30 p.m. ~ Lanark Civitan Club $1 / hot dog and $1 / drink Kids Show with Jonny Nickelkicker 1:30-3:30 p.m. ~ Lanark Civitan Club Free Admission Dodge Ball Tournament Maple Grove School Gym p.m. FREE! ~ Youth Teams can register at mhoule99@gmail.com Concert with Jazz & Blues Pianist Peter Brown 7 p.m. - Lanark Learning Centre Refreshments - $10/person Saturday, Jan. 30 Skating Carnival for all ages Lanark & District Community Centre 6:30-8:30 p.m. 6:30 p.m. Doors open with free skate 7:00 p.m. Costume Judging, Races Every child in costume receives a PRIZE Crowning of Prince & Princess Display of colouring contest winners and all entries Every child in costume receives a PRIZE Admission by monetary/food donation to Lanark Highlands Food Pantry; children free. Teen Dance on Skates FREE ~ Rock till you Drop & Pizza 8:30-10 p.m. ~ Lanark Arena Sunday, Jan. 31 Pancake Breakfast 10:00 am - 12 pm ~ Lanark Civitan Club ~ $1/item Wagon/Snowmobile Rides Outside/Indoor Games Free ~ Lanark Civitan Club ~ 1-3 p.m. Ecumenical Concert St. Andrew s United Church, Lanark, 4 pm Admission by donation to Community Dinners Program INFORMATION: Page 22 of 32

23 March 7, 2016 To: County of Lanark and Twp. Councils of Lanark County From: Lanark Federation of Agriculture c/o Lillian Drummond, Secretary 2153 Upper Perth Rd. R 2 Almonte, ON K0A 1A0 RE: Lanark Federation of Agriculture 75 th Anniversary The Lanark Federation of Agriculture is celebrating their 75 th Anniversary this year. To recognise this milestone the LFA is planning to purchase 4 foot Douglas Fir trees to plant in various locations. The LFA would like to plant a tree in each Twp. within Lanark County and one at the County of Lanark. If your Council is in favour of this LFA iniative please let us know. It would be nice to tie it in with planned events of your Council. The LFA hope these trees will stand for further sustainability of Agriculture in this County. Yours truly, Ted Letts, President of the LFA Page 23 of 32

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26 Lanark Renfrew Health & Community Services Lanark Community Programs North Lanark Community Health Centre Whitewater Bromley Community Health Centre Lanark Renfrew Health & Community Services (LRHCS) is seeking new members for our Board and Board Committees Lanark Renfrew Health & Community Services (LRHCS) is a fully accredited organization representing Lanark Community Programs, the North Lanark Community Health Centre and the Whitewater-Bromley Community Health Centre. LRHCS is a vibrant organization which oversees the provision of a broad range of services, including primary care, health promotion, mental health, peer support, and developmental services, in support of the health and well-being of members of our rural communities. We require Board Members who have a strong desire and commitment to improve the health and well-being for all members of our community, and especially for those who experience health inequities. As well as positions on the Board, LRHCS welcomes a diverse range of community members to sit on one of the Standing Committees which report to the Board. Our Board meets monthly (excluding July, August and December) and makes decisions using a formal consensus model. The Board attempts to reduce travel for Board and Committee Members by changing meeting locations and through the use of technology. If you are interested in exploring this opportunity, please contact the following for a complete information and application package. Completed applications should be received by Friday April 8, Kara Symbolic, Coordinator of Volunteers Lanark Renfrew Health & Community Services 207 Robertson Drive, Lanark, ON. K0G 1K0 Phone *302 ksymbolic@nlchc.on.ca We are a non-profit, community governed organization whose mission is Together we support people and communities in achieving and maintaining their best possible health and social wellbeing. Visit our website at to find out more about us. Page 26 of 32

27 #CBO-2016 BUILDING INSPECTION SERVICE to February 29, 2016 Comparisons to Previous Years In February 2015 In February 2016 Total 2015 to February 28 Total 2016 to February 29 Permit Revenue $1,339 $240 $1,749 $1,777 Number of Permits Building Value $125,100 $72,000 $148,525 $454,000 New Housing Starts 1 1 February 2016 Building Summary Woodstove Deck/Patio Garage Hunt Camp Shed Addition SFD Renovation Pool Car Port Demolition Workshop Repair Lodge Riding Arena 1 Permit transfer Page 27 of 32

28 Lanark Highlands Fire Service Monthly Report February 2016 STAFF RECOMMENDATION(S) COMMITTEE OF THE WHOLE Report # FS Monthly Departmental Summary Fire Chief Cameron Morehouse March 22 nd, 2016 It is recommended: That Report # FS is received by the Committee of the Whole for information. FIRE/SMOKE/CO ALARM/INSPECTIONS Nothing at this time EDUCATION AND PREVENTION Nothing at this time TRAINING The new recruitment training program is going very well. The Course will be complete the end of April. We have one member enrolled in the Instructor 1 course in April. The training session on Scott Self-Contained Breathing Apparatus in Carleton Place went well, we sent one member per station. We are looking for other training in the area for our members to attend. Training meeting held on February 23 rd was a train the trainer meeting with the consultant that is helping us put training program in place; they will meet again on March 21 st. STATIONS & APPARATUS Working on installing new exterior lights at station #3 MacDonald s Corners. Page 28 of 32

29 PERSONNEL, RECRUITMENT & RETENTION New recruits attending county course POLICIES, BYLAWS & OPERATIONAL E & R By-law and New Pay Structure complete. HEALTH & SAFETY Next meeting in April FINANCES 2016 budget complete Working on an inventory of the fire service assets. Chiefs Comments New training system going well OCCURRENCE SUMMARY Last page Prepared and Submitted By: Cameron Morehouse Fire Chief Approved for Submission By: Matt Craig Interim Acting Chief Administrative Officer Month Fire Medical Aid MVA Alarm Burn Complaint Other December January Page 29 of 32

30 February March 6 April 13 May 12 June 7 July 12 August 11 September 6 October 9 November 6 TOTALS Other: automatic aid, mutual aid, power lines down, perceived emergencies, etc. Page 30 of 32

31 THE CORPORATION OF THE TOWNSHIP OF LANARK HIGHLANDS COMMITTEE OF THE WHOLE March 22 th, 2016 Report #FIN of the Treasurer 2015 COUNCILLOR REMUNERATION & EXPENSE SUMMARY STAFF RECOMMENDATION(S) THAT report FIN Councillor Remuneration & Expense Summary be received as information. BACKGROUND Each year by March 31 st, the Treasurer under section 284(1)(a) of the Municipal Act is required to provide the Council of the Municipality with an itemized statement of remuneration and other expenses paid in the previous year. DISCUSSION Attached Appendix A is a statement of such remuneration and expense. It identifies both the taxable and non-taxable portions of Township Council s remuneration, benefits and all other expenses paid to or on behalf of Councillors in By-Law passed June 6, 2006 is the by-law adopting a Council Remuneration & Expense Policy. FINANCIAL IMPLICATIONS None. CONCLUSIONS The 2015 Councillor remuneration and other expense are provided for information purposes only. ATTACHMENTS Appendix A Prepared for Submission by: Approved for Submission by: Robert Bunker Treasurer Matt Craig, Interim CAO/Clerk 1 of 1 Page 31 of 32

32 APPENDIX A 2015 COUNCILLOR REMUNERATION & EXPENSE SUMMARY OTHER LAST NAME FIRST NAME TAXABLE NON TAXABLE CPP EHT OMERS MILEAGE CONVENTION TOTALS STEWART BRIAN 14, , , , , HALL JOHN 8, , , HANSEN LINDA 8, , , , KELSO LAURENE 8, , , , KING WILLIAM 8, , , , ROBERTS STEVE 8, , , , , RODGER PETER 8, , , , , , , , , , , Page 32 of 32