THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY REGULAR COUNCIL MEETING AGENDA Meeting Place: Municipal Office, 85 Bay Street, Barry's Bay Monday, July 16, 2012 7:00pm Page 5-7 9-17 Note to the Public - submissions received from the public, either orally or in writing may become part of the public record. 1. Call to Order 2. Moment of Reflection 3. Declaration of Financial Interest 4. Adoption of the Agenda 5. Confirmation of the Minutes 5.1 Public Meeting Minutes - July 3, 2012 5.2 Regular Council Meeting - July 3, 2012 5.3 Regular Council Meeting -CLOSED - July 3, 2012 19 21 23-28 29-31 6. Business Arising out of the Minutes 7. Delegation and Public Participation 7.1 Paul Thompson, Lockdown Coordinator, Emergency Response Committee, MVDHS RE: Adult Designate for Paul J. Yakabuski Community Centre 8. Tenders 8.1 Staff Report from Raymond Mask - July 16, 2012 RE: Ammonia Chiller - Tender 2012-06 9. Committee Reports 9.1 Finance Committee Report - June 29, 2012 9.2 Finance Committee Report - CLOSED - June 29, 2012 9.3 Roads, Property and Planning Committee Report - July 6, 2012 9.4 Roads, Property and Planning Committee Report - CLOSED - July 6, 2012 Page 1 of 125
Page 33-35 9. Committee Reports 9.5 Water, Wastewater, Waste Management Committee Report - July 11, 2012 9.6 Water, Wastewater, Waste Management Committee Report - CLOSED - July 11, 2012 37-52 53-69 71-86 87-99 101-113 10. By-Laws 11. Severances 11.1 Bark Lake Waterfront Lots Ltd. - File B49/12(1) Part of Lot 10, Concession 5, Geographic Township of Jones Township of Madawaska Valley (21.75m x 20.12m - 1.232 ha.) Right-of-Way 11.2 Bark Lake Waterfront Lots Ltd. - File B49/12(2) Part of Lot 10, Concession 5, Geographic Township of Jones Township of Madawaska Valley (206.31m x 60m - 1.357 ha.) Lot addition t/w Right-of-Way 11.3 Ujejski, Basia Ujejski, Tomasz & Olsheski, Wayne - File B51/12(1) Part of Lot 9, Concession 5, Geographic Township of Jones, Township of Madawaska Valley (23m x 95m - 2.33 ha.) T/W Right-of-Way 11.4 Ujejski, Basia Ujejski, Tomasz & Olsheski, Wayne - File B52/12(2) Part of Lot 9, Concession 5, Geographic Township of Jones, Township of Madawaska Valley (95m x 250m - 3.64 ha.) T/W & S/T Right-of-Way 11.5 Ujejski, Basia Ujejski, Tomasz & Olsheski, Wayne - File B52/12(3) Part of Lot 9, Concession 5, Geographic Township of Jones, Township of Madawaska Valley (91.4m x 250m - 3 ha.) T/W Right-of-Way 12. Accounts 12.1 Council Approval Report - Municipal Vouchers 2012-06 12.2 Council Approval Reports - July 1st - 10th, 2012 Page 2 of 125
Page 115-124 13. Correspondence 14. Old and New Business 14.1 Letter from Greenview Environmental Management - July 12, 2012 RE: Amended Draft Request for Proposals - Organic Waste Reactor (In-Vessel) Composting Systems 14.2 Committee Chair Shuffle - David Shulist 15. Outstanding Matters 16. Closed Session 16.1 Personnel Issue 125 17. Return to Open Session 18. Confirming By-Law 18.1 By-Law #2012-56 RE: Confirming By-Law - Council Meeting of July 16, 2012 19. Adjournment Page 3 of 125
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THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY REGULAR COUNCIL MEETING MINUTES Tuesday, July 3, 2012 COUNCIL PRESENT: STAFF: OTHERS: Bob Kulas, Councillor (Acting Mayor) Linda Neuman, Councillor Shaun O'Reilly, Councillor Sylvie Yantha, Councillor Bryan Brown, CAO/Clerk Brenda Sabatine, Treasurer/Deputy Clerk Silas Lorbetski, Planning/Licensing Officer Gwen Dombroski, Administrative Assistant-Recording Secretary Heather Sutherland, The Barry's Bay This Week Matt McKechnie, The Valley Gazette 1. Call to Order The CAO/Clerk called the Meeting to order at 7:11 p.m. 01-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Yantha THAT in the absence of Mayor Shulist, Councillor Bob Kulas is nominated as Acting Mayor. CARRIED. 2. Moment of Reflection A Moment of Reflection was observed. 3. Declaration of Financial Interest None. 4. Adoption of the Agenda Tuesday, July 3, 2012 02-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Yantha THAT the Regular Council Meeting Agenda for July 3, 2012 be approved as presented with the following additions, August 20, Council Meeting as Item 14.3; Surplus Equipment as Item 14.4; Community Centre - User Group Rental Fees as Item 14.5; Canada Day Report as Item 14.6; and Reserves Investment as 14.7. CARRIED. 5. Confirmation of the Minutes 5.1 Regular Council Meeting Minutes - June 18, 2012 03-0307-12 Regular Council Meeting - July 3, 2012 Page 9 of 125
Regular Council - July 03, 2012 Moved by: Councillor Neuman Seconded by: Councillor O'Reilly THAT the Regular Council Meeting Minutes of June 18, 2012 be approved as presented. CARRIED. 5.2 Regular Council Meeting Minutes - CLOSED - June 18, 2012 04-0307-12 Moved by: Councillor O'Reilly Seconded by: Councillor Neuman THAT the Regular Council Meeting Minutes of June 18, 2012 - CLOSED - be approved as presented. CARRIED. 6. Business Arising out of the Minutes Councillor Neuman questioned if any Councillors will be attending the Open House at MKC Camp as the date changed from June 29 to July 6, 2012. Councillor Yantha replied he will be attending the event as well as the OPG Meeting scheduled for Monday, July 9, 2012. Council questioned if the tables and chairs were available for the George Vanier Event. 7. Delegation and Public Participation None. 8. Tenders None. 9. Committee Reports 9.1 Human Resources Committee Report - June 15, 2012 05-0307-12 Moved by: Councillor Neuman Seconded by: Councillor O'Reilly THAT the Human Resources Committee Report of June 15,2012 be approved as presented. CARRIED. 9.2 Human Resources Committee Report - CLOSED - June 15, 2012 06-0307-12 Moved by: Councillor O'Reilly Seconded by: Councillor Neuman THAT the Human Resources Committee Report of June 15, 2012 - CLOSED - be approved as presented. CARRIED. 9.3 Roads, Property and Planning Committee Report - June 25, 2012 07-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Yantha Regular Council Meeting - July 3, 2012 Page 10 of 125
Regular Council - July 03, 2012 THAT the Roads, Property and Planning Committee Report of June 25, 2012 be approved as presented with the following recommendations: 1. THAT the Roads, Property and Planning Committee recommend Council approve staff forward a letter to Mr. John Baylis requesting he remove his gate from Township property within 15 days. Committee discussed the issue of volunteers brushing the trail to Stoney Lake and the concern with the liability of having this work unsupervised. 2. THAT the Roads, Property and Planning Committee recommend Council table the issue of volunteers brushing a trail to Stoney Lake until the next Heritage, Parks and Recreation Committee Meeting. CARRIED. - Council questioned the ownership of the Kamaniskeg Roadside Park (Item #5.1) Mr. Brown replied he has spoken with Mr. Boland at the County of Renfrew regarding the ownership and explained that the owner will need to adhere to the Township's Property Standard By-Law. Council requested that the other parks (Carson Lake) adhere to this policy as well. Councillor Yantha noted that the park on Chapeskie Mill Road is crown land and is being maintained by the Township. Mr. Brown will follow up with the agreement on this property. - Council questioned if clarification on the Mission House (Item #5.11) has been received, in which Mr. Brown replied he has not received a response as of yet. - The road allowance issues (Item #5.15) are being dealt with and a draft document will be available. - Council requested a temporary fix to the sidewalks on Dunn Street (Item #5.18) 08-0307-12 Moved by: Councillor Kulas Seconded by: Councillor O'Reilly THAT Council approve the sidewalks on Dunne Street are temporarily repaired. CARRIED. 9.4 Roads, Property and Planning Committee Report - CLOSED - June 25, 2012 09-0307-12 Moved by: Councillor Neuman Seconded by: Councillor O'Reilly THAT the Roads, Property and Planning Committee Report of June 25, 2012 - CLOSED - be approved as presented. CARRIED. 9.5 Killaloe Community Policing Advisory Committee - May 24, 2012 10-0307-12 Moved by: Councillor Neuman Seconded by: Councillor O'Reilly THAT the Killaloe Community Policing Advisory Committee Minutes of May 24, 2012 be accepted as presented. CARRIED. Regular Council Meeting - July 3, 2012 Page 11 of 125
Regular Council - July 03, 2012 10. By-Laws 10.1 By-Law #2012-53 RE: Appointment in the absence of the Head of Council 11-0307-12 Moved by: Councillor O'Reilly Seconded by: Councillor Yantha THAT By-Law #2012-53 Being a By-Law to appoint members of Council to act in the place of the Head of Council when the Head of Council is absent or refuses to act or if the office is vacant be given first and second reading this 3rd day of July 2012. CARRIED. 12-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Yantha THAT By-Law #2012-53 Being a By-Law to appoint members of Council to act in the place of the Head of Council when the Head of Council is absent or refuses to act or if the office is vacant be given third and final reading this 3rd day of July 2012. CARRIED. 10.2 By-Law #2012-54 RE: Site Specific Zoning By-Law (Chylinski) Part of Lot 21, Concession 12, and Part of the Shoreline Road Allowance along Wadsworth Lake in front of Lot 21, Concession 12, designated as Parts 1 and 3 on Reference Plan 49R-17823 geographic Township of Radcliffe, from Limited Service Residential (LSR) to Limited Service Residential - Exception Twenty-Nine (LSR-E29) 13-0307-12 Moved by: Councillor Yantha Seconded by: Councillor Neuman THAT By-Law #2012-54 Being a By-Law to amend By-Law Number 2006-26 of the Township of Madawaska Valley, as amended be given first and second reading on this third day of July, 2012. CARRIED. 11. Severances 11.1 Lefave - Joseph M. & Deborah - File No. B75/12(1) Part of Lot 6 & Shoreline Road Allowance (Madawaska River), Concession 5, Geographic Township of Radcliffe Township of Madawaska Valley (2.4 m x 92.6m - 0.445 ha) T/W Right-of-Way 14-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Yantha Regular Council Meeting - July 3, 2012 Page 12 of 125
Regular Council - July 03, 2012 THAT severance application Number B75/12 (1), Joseph M. Lefave and Deborah Lefave, Part Lot 6, and Shoreline Road Allowance, Concession 7, Geographic Township of Madawaska Valley, to create two residential lots together with a right-of-way for access to be 1.1 acres in size be approved as applied for subject to meeting all conditions including the following: a) Re-zoning of the severed and retained lands as set out in item 2(b) of the County of Renfrew Planning Report dated June 18th, 2012; and b) A private Road Agreement to be entered into by the Applicants with the municipality and registered on title. CARRIED. 11.2 Lefave - Joseph M. & Deborah - File No. B76/12 (2) Part of Lot 6 & Shoreline Road Allowance (Madawaska River) Concession 5, Geographic Township of Radcliffe Township of Madawaska Valley (59.93m x 93.7m - 0.566 ha.) T/W Right-of-way 15-0307-12 Moved by: Councillor Yantha Seconded by: Councillor Neuman THAT severance application Number B75/12 (2), Joseph M Lefave and Deborah Lefave, Part Lot 6, and Shoreline Road Allowance, Concession 7, Geographic Township of Madawaska Valley, to create two residential lots together with a right-of-way for access to be 1.4 acres in size be accepted as applied for subject to meeting all conditions including the following: a) Re-zoning of the severed and retained lands as set out in item 2(b) of the County of Renfrew Planning Report dated June 18th, 2012; and b) A private Road Agreement to be entered into by the Applicants with the municipality and registered on title. CARRIED. 11.3 Cybulski, Peter, Daniel, Victoria, Patrick & Karen - File No. B78/12(1) Part of Lots 24 & 25, Concession 10, Geographic Township of Sherwood Township of Madawaska Valley (1006m x 402.3m - 40.46 ha.) 16-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Yantha THAT severance application Number B77/12 (1), Peter, Daniel, Vicotria, Patrick & Karen Cybulski, Part Lots 24 & 25, Conc. 9 & 10, Geographic Township of Sherwood, Township of Madawaska Valley to create three 100 acre bush lots be accepted as presented. CARRIED. 11.4 Cybulski, Peter, Daniel, Victoria, Patrick & Karen - File No. B78/12(2) Part of Lots 24 & 25, Concession 10, Geographic Township of Sherwood Regular Council Meeting - July 3, 2012 Page 13 of 125
Regular Council - July 03, 2012 Township of Madawaska Valley (nil x 1006m - 40.46 ha.) 17-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Yantha THAT severance application Number B77/12 (2), Peter, Daniel, Vicotria, Patrick & Karen Cybulski, Part Lots 24 & 25, Conc. 9 & 10, Geographic Township of Sherwood, Township of Madawaska Valley to create three 100 acre bush lots be accepted as presented. CARRIED. 11.5 Cybulski, Peter, Daniel, Victoria, Patrick, & Karen - File No. B79/12(3) Part of Lots 24 & 25, Concession 10, Geographic Township of Sherwood Township of Madawaska Valley (nil x 1006m - 40.46 ha.) 18-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Yantha THAT severance application Number B77/12 (3), Peter, Daniel, Vicotria, Patrick & Karen Cybulski, Part Lots 24 & 25, Conc. 9 & 10, Geographic Township of Sherwood, Township of Madawaska Valley to create three 100 acre bush lots be accepted as presented. CARRIED. 12. Accounts 12.1 Council Approval Report(s) - June 14th - 27th, 2012 19-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Kulas THAT the Council Approval Report(s) for June 14th - 27th, 2012 in the amount of $1,013,052.73 be accepted as presented. CARRIED. 13. Correspondence 14. Old and New Business 14.1 CO Blitz Council asked to table discussion on the CO Blitz until the Roads, Property and Planning Meeting scheduled for July 6, 2012 at 8:15 a.m. 20-0307-12 Moved by: Councillor O'Reilly Seconded by: Councillor Neuman THAT Council approve the CO Blitz as a Municipally Significant Event. CARRIED. 14.2 Report of Departmental Activities - June 2012 Council reviewed the Report of Departmental Activities from June 2012. Regular Council Meeting - July 3, 2012 Page 14 of 125
Regular Council - July 03, 2012 14.3 Council Meeting - August 20, 2012 Council discussed rescheduling the August 20, 2012 Regular Council Meeting, as some Council members will be at the Association of Municipalities of Ontario Conference that day. Discussion will continue at the Roads, Property and Planning Committee Meeting to set an alternate date. 14.4 Surplus Equipment 21-0307-12 Moved by: Councillor O'Reilly Seconded by: Councillor Yantha THAT the Municipality declare the D-Link apparatus surplus and donate it to the Wireless Initiative Program. CARRIED. 14.5 Community Centre - User Group Rental Fees Ms. Sabatine presented her report to Council. 22-0307-12 Moved by: Councillor O'Reilly Seconded by: Councillor Neuman That the Township of Madawaska Valley amend the 2012 Schedule of Fees By- Law to change the following facility rental fees effective September 1, 2012: Combermere Community Centre All other uses (Funeral/Karate/Yoga) which do not serve alcohol - is less than 6 hours in length - occurring on off-times (Sunday morning to Friday morning) - does not use kitchen: $34.56 per use All other uses (Funeral/Karate/Yoga) which do not serve alcohol - is less than 6 hours in length - occurring on off-times (Sunday morning to Friday morning) - uses kitchen: $38.51 per use Paul J Yakabuski Community Centre Lobby - less than 6 hours in length do not serve alcohol does not use kitchen: $ 107.31 per use - less than 6 hours in length do not serve alcohol uses kitchen: $115.38 Lounge - less than 6 hours in length do not serve alcohol occurring on off-times (Sunday morning to Friday morning) - does not use kitchen: $ 85.95 per use - less than 6 hours in length do not serve alcohol occurring on off-times (Sunday morning to Friday morning) - uses the kitchen: $98.06 per use AND THAT these rates be adjusted yearly for the next 3 years until the full phased in rates have been achieved in 2015. AND THAT a cost of living allowance be factored into the yearly phased in increase based on the inflationary rate established by the Municipality. CARRIED. 14.6 Canada Day Event Regular Council Meeting - July 3, 2012 Page 15 of 125
Regular Council - July 03, 2012 Councillor O'Reilly provided a verbal report on the successful Canada Day Event. He thanked the Township's Summer Student Employees that worked diligently on Canada Day as well as the Councillors who helped. Councillor O'Reilly noted that in order to continue this event more help will be needed in the future as well as having a power supply source installed at the Lakeshore Park. Council thanked Councillor O'Reilly for organizing the event. 14.7 Reserves Investment (Councillor O'Reilly) Councillor O'Reilly suggested that the profit from the reserves be reinvested into the reserve fund that earned the interest, not into the general account. Council directed Brenda Sabatine to provide a list of profits from investments as well as the administrator costs. 15. Outstanding Matters 16. Closed Session 23-0307-12 Moved by: Councillor Yantha Seconded by: Councillor Neuman THAT the Meeting enter into Closed Session to discuss matters pertaining to "Personal Matters about an identifiable individual, including municipal or local board employees" Ontario Municipal Act 2011.c.25, s.239 (2)(b). CARRIED. 17. Return to Open Session 24-0307-12 Moved by: Councillor Neuman Seconded by: Councillor O'Reilly THAT the Meeting exit Closed Session. CARRIED. 18. Confirming By-Law 18.1 By-Law # 2012-54 RE: Confirming By-Law - Public & Council Meeting of July 3, 2012 25-0307-12 Moved by: Councillor Neuman Seconded by: Councillor Yantha THAT By-Law # 2012-55 Being a By-Law to confirm the proceedings of the Council of the Corporation of the Township of Madawaska Valley at a Public and Regular Council Meeting of July 3rd, 2012 be given first and second reading this 3rd day of July 2012. CARRIED. 26-0307-12 Moved by: Councillor Yantha Seconded by: Councillor Neuman THAT By-Law # 2012-55 Regular Council Meeting - July 3, 2012 Page 16 of 125
Regular Council - July 03, 2012 Being a By-Law to confirm the proceedings of the Council of the Corporation of the Township of Madawaska Valley at a Public and Regular Council Meeting of July 3rd, 2012 be given third and final reading this 3rd day of July 2012. CARRIED. 19. Adjournment 27-0307-12 Moved by: Councillor Yantha Seconded by: Councillor Neuman THAT the meeting adjourn at 8:29 p.m. CARRIED. Regular Council Meeting - July 3, 2012 Page 17 of 125
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THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY ROADS, PROPERTY & PLANNING COMMITTEE REPORT Friday, July 6, 2012 PRESENT: Sylvie Yantha, Chairperson Bob Kulas, Committee Member (left at 8:56 a.m.) Linda Neuman, Committee Member Shaun O'Reilly, Committee Member Bryan Brown, CAO/Clerk Silas Lorbetski, Planning and Licensing Officer Adrian Tomasini, Operations Supervisor Gwen Dombroski, Administrative Assistant-Recording Secretary Timothy Baklinski 1. Call to Order The Meeting was called to order at 8:25 a.m. The Chairperson requested to omit Item 5.1 from the agenda as it will be discussed at the August 8, 2012 Special Roads, Property and Planning Meeting. 2. Declaration of Financial Interest None. 3. Delegation and Public Participation None. 4. Correspondence None. 5. Old and New Business 5.1 Lakewoods Resort - Skeads Road (Silas Lorbetski) RE: Timber Issue Committee will discuss this item at the Special Roads, Property and Planning Meeting. 5.2 St. Francis Memorial Hospital (Councillor Neuman) RE: Parking Signs Councillor Neuman questioned if the parking signs on St. Francis Memorial Drive will be replaced with two hour parking limit signs. Mr. Brown explained that he questioned Mayor Shulist if he has initiated a meeting with the CAO of St. Francis Memorial Hospital, for which a date has not been set. After discussion, Committee suggested a meeting should be scheduled with the Renfrew County Public School Board regarding 2 hour parking at Sherwood Public School. 5.3 Memo from Silas Lorbetski - June 28, 2012 RE: Combermere Craft Cabin Information for Committee. The Operations Manager is obtaining prices for relocating the Combermere Craft Cabin to the bottom of the hill as well as replacing any logs and flooring as needed. Roads, Property and Planning Committee Report - July 6, Page 29 of 125
Roads, Property & Planning Committee Meeting of Friday, July 06, 2012 5.4 CO Blitz (Bryan Brown) Mr. Tim Baklinski was invited to the table at 8:38 a.m. Mr. Brown informed him that the CO Summer Blitz does not meet the criteria for a Committee of Council and suggested they create their own association for the CO Summer Blitz which would result in them obtaining their own insurance as well as maintaining their own bank account. Mr. Baklinski explained that the event has been organized by the South Fire Hall but the money is maintained through the Radcliffe Fire Association. Mr. Brown offered to work with Mr. Baklinski to create an incorporated association. Ms. Sabatine will provide Mr. Baklinski with the information needed to obtain insurance and the Special Occasion Permit for the event. Mr. Baklinski left the table at 8:53 a.m. 5.5 August 20, 2012 Regular Council Meeting Rescheduling (Bryan Brown) RECOMMENDATION: (Moved by: Councillor Kulas; Seconded by: Councillor Neuman) THAT the Roads, Property and Planning Committee recommend that Council cancel the August 20, 2012 Regular Council Meeting due to Council members attending the Association of Municipalities of Ontario Conference. 5.6 Kamaniskeg Lake Park Maintenance (Bryan Brown) Mr. Brown explained that a request was made to the County of Renfrew for a copy of the agreement with the Ministry of Transportation for the Kamaniskeg Lake Park, in which they responded that there never was a written agreement. The Ministry of Transportation is the owner of the property and will be until the Land Claim issue is settled. Mr. Brown explained to the Ministry of Transportation that the Park must meet the Property Standards By-Law. It has been questioned if the Municipality would be willing to maintain it and invoice the Ministry for this service. Mr. Brown has agreed to have the Park maintained by the Municipality under this arrangement. The Committee questioned the Operations Supervisor as to the amount of time it would take for initial cleanup in which he responded approximately 3 days with the 3 summer students. Committee also suggested the barbecue pits be screened over in an attempt to avoid garbage from being deposited in them and not to place any garbage containers at the Park. 5.7 Proposed Tim Horton's Development 5.8 Lakewoods Development 5.9 Clarification of ownership, future responsibility and lease renewal for Mission House 5.10 Potential transfer of County owned bridges and culverts to the Township 5.11 Sunny Hill Camp/Road Allowances 5.12 Andrew Kaminski/Road Allowance 5.13 By-Law for road allowances leading to water and shoreline road allowances 5.14 Combermere Cemetery 5.15 Roads Report Update from Adrian Tomasini, Roads Supervisor (not available) 6. Closed Meeting Moved By: Councillor O'Reilly Seconded By: Councillor Neuman THAT the Meeting enter into Closed Session to discuss matters pertaining to "litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board", Ontario Municipal Act 2011.c.25, s.239 (2)(e). Roads, Property and Planning Committee Report - July 6, Page 30 of 125
Roads, Property & Planning Committee Meeting of Friday, July 06, 2012 Moved By: Councillor O'Reilly Seconded By: Councillor Neuman THAT the Meeting exit Closed Session. 7. Next Meeting Date 8. Adjournment Moved By: Councillor O'Reilly Seconded By: Councillor Neuman THAT the Meeting adjourn at 9:16 a.m. Respectfully submitted by, Roads, Property and Planning Committee Report - July 6, Page 31 of 125
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THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY WATER, WASTEWATER & WASTE MANAGEMENT MEETING REPORT Wednesday, July 11, 2012 PRESENT: OTHERS: Shaun O'Reilly, Chairperson David Shulist, Committee Member Bob Kulas, Committee Member Brenda Sabatine, Treasurer/Deputy Clerk Hilary Kutchkoskie, Operations Manager Gwen Dombroski, Administrative Assistant-Recording Secretary Jeremy Manning and Kevin Chapeskie, Ontario Clean Water Agency Tyler Peters, Greenview Environmental and Matt McKechnie, Valley Gazette 1. Call to Order The Meeting was called to order at 9:02 a.m. The agenda was amended to add Septage Dumping as 3.1(a) and move Item 5.1 and Item 5.2 into Closed Session. 2. Declaration of Financial Interest None. 3. Delegation and Public Participation 3.1 Kevin Chapeskie and Jeremy Manning, Ontario Clean Water Agency RE: Installation of Ventsorb Odour Control Canisters on the Digester & Sludge Storage Tank Covers RE: Septage Dumping Mr. Manning and Mr. Chapeskie were invited to the table at 9:03 a.m. to review the Capital Expenditure break down for the installation of Ventsorb Odour Control Canisters on the digester and sludge storage tank covers. RECOMMENDATION: (Moved By: Mayor Shulist; Seconded By: Councillor Kulas) THAT the Water, Wastewater, Waste Management Committee recommend Council approve the Capital Expenditure required for the installation of Ventsorb Odour Control Canisters on the digester and sludge storage tank covers for the Wastewater Treatment Plant in the amount of $5392.35 plus applicable taxes and shipping. Mr. Chapeskie explained to Committee that the WEMF Music festival will be taking place in Madawaska again this year and in the past the Municipality has accepted the septage from the festival at the Wastewater Treatment Plant. Water, Wastewater, Waste Management Committee Report Page 33 of 125
Water, Wastewater, Waste Management Meeting - 11 Jul 2012 Meeting - July 11, 2012 Committee agreed that due to the material that has been accepted from the Festival in the past and as a policy is not in place for accepting septage they would not be accepting any septage at this time. Committee directed staff to contact the host Municipality and inform them of their decision. Mr. Manning and Mr. Chapeskie left the table at 9:14 a.m. 3.2 Tyler Peters, Greenview Environmental Management RE: Memo - Work Plan and Schedule for Next Phase Organics RE: Draft Request for Proposals (RFP) Organic Waste Reactor (In- Vessel) Mr. Peters attended the table at 9:15 a.m. to review the Organic Waste Management Project work plan and scheduling. RECOMMENDATION: (Moved By: Councillor Kulas; Seconded By: Mayor Shulist) THAT the Water, Wastewater and Waste Management Committee recommend Council accept the Organic Waste Management Project work plan, scheduling and costing as presented. Mr. Peters addressed the Draft Request for Proposals (RFP) Organic Waste Reactor (In-Vessel). Committee explained to Mr. Peters their intent is to operate the organic waste reactor as a pilot project and are seeking a public/private partnership. They expressed concern that as these projects are unproven in the Municipal Sector, this could provide the supplier with a marketing opportunity while at the same time provide some guarantee that the equipment would work. Committee discussed operating the plant during winter months and that the draft should be changed to reflect that a climate controlled atmosphere is required. Mr. Peters was directed to make the changes to the draft and provide a copy for Committee's approval. The approved Request for Proposal will be advertised on tendering websites as well as sent to various organic waste companies (list attached). Mr. Peters explained he should be prepared to present a short list from the Request for Proposal at the next Committee meeting and left the table at 9:58 a.m. 4. Correspondence: Water/Wastewater 5. Old and New Business: Water/Wastewater 5.3 C.N. Watson and Associates Economists Ltd. - (Brenda Sabatine) RE: Proposal for Water and Wastewater Rate Study, Septage Fee Calculation and Development Charges Study Brenda Sabatine explained that due to time constraints the Water and Wastewater Rate Study, Septage Fee Calculation and Development Charges Study will not be available in mid-august as previously planned. She anticipates the study will be available in mid-september. 6. Correspondence: Waste Management Water, Wastewater, Waste Management Committee Report Page 34 of 125
Water, Wastewater, Waste Management Meeting - 11 Jul 2012 Meeting - July 11, 2012 7. Old and New Business: Waste Management 7.1 Stewardship Ontario - Thinking Beyond the Box - June 30, 2012 RE: Industry funding for Municipal Blue Box Recycling for 2012 Program Year Mr. Peters reviewed the quarterly funding from Stewardship Ontario. 7.2 Report on new Waste Site Administration (Councillor O'Reilly) Mr. Kutchkoskie reported that controls are in place at the Waste Sites and activity summaries are being submitted. Councillor Kulas questioned if the Waste Site Cards are being controlled in which Mr. Kutchkoskie replied they were. 7.3 Waste Site Attendant Shelters (Councillor O'Reilly) Mr. Kutchkoskie is in the process of obtaining quotes for prefab shelters for the Waste Sites. 8. Committee Member Old & New 9. Closed Meeting Moved By: Councillor Kulas Seconded By: Mayor Shulist THAT the Meeting enter into Closed Session to discuss matters pertaining to "the security of the property of the municipality or local board" and "litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board", Ontario Municipal Act 2011.c.25, s.239 (2)(a)(e). 5.1 Memo from Brenda Sabatine - June 5, 2012 RE: $300,000 Allocation to Water System Users 5.2 Consumption Analysis - April 12 - July 4, 2012 (Brenda Sabatine) Moved By: Mayor Shulist Seconded By: Councillor Kulas THAT the meeting exit closed session. 10. Next Meeting Date August 15, 2012 (tentative) 11. Adjournment Moved By: Councillor Kulas Seconded By: Councillor Shulist THAT the Meeting adjourn at 10:51 a.m. Water, Wastewater, Waste Management Committee Report Page 35 of 125
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