The Corporation of the Township of Huron-Kinloss

Committee of the Whole Meeting Minutes

Meeting #:
Date:
Time:
-
Location:
Council Chambers
Members Present
  • Don Murray, Mayor
  • Jim Hanna, Deputy Mayor
  • Larry Allison, Councillor
  • Shari Flett, Councillor
  • Scott Gibson, Councillor
  • Ed McGugan, Councillor
  • Carl Sloetjes, Councillor
Staff Present
  • Jennifer White, Manager of Legislative Services/Clerk
  • Mary Rose Walden, Chief Administrative Officer
  • Mike Fair, Director of Community Services
  • Jodi MacArthur, Treasurer
  • Shane Watson, Fire Chief
  • John Yungblut, Director of Public Works
Others Present
  • Councillor Sloetjes attended electronically.  All other members of Council and Staff attended in the Council Chambers. 

    Councillor Allison left the meeting at 2:13 p.m. and did not return.


Mayor Murray called the meeting to order at 10:00 a.m. 

The Mayor acknowledged the 25th anniversary of amalgamation.  Council acknowledge the foresight and planning of past Councils to build such a great community.

Deputy Mayor Hanna declared a pecuniary interest on item 4.1 (c) due to a family member.  The Deputy Mayor did not participate in discussion or voting during this item. 

John Newman, president of the Point Clark Boat Club presented to Committee of the Whole on concerns the Boat Club has with sustainability.  

The Boat Club Board has concerns with the frequency of dredging required to keep the channel open since the construction of the retaining wall.  There is an additional concern with the sediments deposited from the drain pipe which terminates at the harbour.  

Newman provided a financial context for the challenges experienced.  The Point Clark Boat Club is a not-for-profit, which uses a volunteer base to operate and maintain the harbour.  

Possible solutions were presented for Committee of the Whole to consider.  Dredging in May was an additional option presented which had not been included in the materials included in the agenda. 

Committee of the Whole inquired about the sand deposition prior to the retaining wall was built.  Newman indicated that the sand piled up outside the channel and did not deposit as quickly.  Dredging was required on average once a year. 

Committee of the Whole inquired about whether lake levels may affect the way debris is deposited.  Additional inquiries were made as to the design of the current retaining wall.  Staff provided information respecting the purpose of the design and other contributing factors which would impact the deposit of sands.   

Committee inquired what the fee included and whether there were seasonal slips. Newman indicated that seasonal slips did exist, but that is no longer used.  There are 4-5 functional slips, one of which is for jet-ski's exclusively.  They are predominantly day use only, but the fee is mainly for launching privileges. 

The item was directed to Community Services Staff to report back to Council.

Clark Hoskin, Tehseen Rana and Trudy Parsons addressed Council to present the final 2023-2033 Strategic Plan: Blueprint for Our Future.  

The Deloitte team shared with Council the Vision and Mission developed:

VISION 

The Township of Huron-Kinloss is a unified, engaged and caring community that cultivates opportunities and embraces a rural lifestyle. 

MISSION

We deliver services that responsibly utilize resources, respect our environment and foster a community ready to shape it's future.

The Plan includes the six guiding principals or values of Open and Transparent, Accountability, Organizational Excellence, Kindness and Inclusive and Welcoming.  

Four Strategic Directions were identified which include Enhance Municipal Service Delivery, Embrace the Thriving Rural Lifestyle, Ensure Financial Stability and Prepare for Inclusive Growth.  

Deloitte discussed how the Strategic Plan is meant to be implemented and incorporated in the day to day actions and decisions of Council and Staff.  The plan includes performance measurement tools which can be used by Staff to track key performance indicators and report progress to Council.  

Committee of the Whole inquired about the implementation, specifically the need to make leaps of faith.  Hoskin clarified that the intent is to ensure that Council uses the plan to make decisions.  

Lisa Courtney, B.M. Ross and Associates provided an update on the Huron Kinloss Community Septic Inspection Program and the Part 8 review annual reports.

Courtney provided the details on the Part 8 reviews, including data regarding the state of the systems being replaced. It was noted that older, high risk systems are being replaced.  

The Septic Inspection Program annual report was provided.  The Township is in the first year of the third cycle of inspections.  2023 shows an increase in the number of systems which are categorized as high-risk, generally due to the age of the systems. 

Over 1000 attempts were made to contact property owners regarding the septic inspection program and B.M.Ross acknowledged the Huron-Kinloss staff for outstanding work in this area.   

Courtney reviewed the requirements for Advanced Treatment Systems (Tertiary) and how requirements are communicated to homeowners.  Committee of the Whole inquired about when the program started, Courtney confirmed it was 2007. 

Committee inquired about what work was being done to rectify delinquent users.  Committee inquired about the tools available to Staff or B.M.Ross to impose the inspection conditions.  Staff indicated that more research would need to be done to provide a fullsome answer.  Committee requested a report on what could be done.  

Staff identified that it is the homeowners who must enter into the contract, not the developer.  The userguide shared with real estate agents should help to educate homeowners, and the contract company for tertiary systems also provides information to the Township regarding inspections.  

Matt Pearson, B.M. Ross & Associates Limited provided the annual report on the Surface Water Quality Monitoring Program.  

Pearson provided information on the history of the program, what influences the samples, and trends that occurred during the year. 

On average the E.Coli sampling was lower than previous years and within the expected norms.  Pearson clarified that the October 10th sampling was conducted on a date when a large amount of rainfall over several days had occurred, which resulted in higher than average readings.  

Pearson spoke to Nitrate Concentration data steadily increasing since the 1990's.  Nitrates are often higher in the spring and fall or after extensive rainfall.  Pearson also provided information on the Phosphorus trend, which shows a decrease since the 1990's.  

The summary provided to Committee of the Whole noted that nitrate and phosphorus levels are high in particular areas.  B.M. Ross works with landowners to try to identify areas which may be the source of higher levels, and work to mitigate those impacts through education.  

Pearson confirmed that the numbers are for information purposes, but that nitrate and phosphorous sources are not the jurisdiction of Council, but of the province. 

Committee of the Whole inquired about high phosphorus counts due to septic systems.  Pearson indicated that septic systems are not designed to filter phosphorus or nitrates, or many other chemicals. 

Committee noted that changes have been made in the agricultural community to help mitigate nitrate and phosphorus runoff.  Inquiry was made into how long before those changes show up in sampling data.  Pearson noted that one non-compliant location could change the data for the area.  

Committee of the Whole requested clarification on the septic system costs in the report.  

  • Resolution No.:01/15/2024COW - 01
    Moved by:Jim Hanna
    Seconded by:Larry Allison

    THAT the Township of Huron-Kinloss Committee of the Whole receives for information, Report  BLE-2024-01-04, as prepared by Bill Klingenberg, Manager of Building and Planning, CBO.

    Carried
  • Resolution No.:01/15/2024COW -02
    Moved by:Shari Flett
    Seconded by:Scott Gibson

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report  BLE-2024-01-5, as prepared by Bill Klingenberg, Manager of Building and Planning, CBO.

    Carried

Staff provided background information regarding the challenges being experienced.  CRINS has indicated to Staff that they are overwhelmed with the current workload and unable to process requests in a timely manner.   

Staff provided information on the process that would be used if done without the assistance of CRINS.   

The site plan control process would be done internally.  The Proponent would have to send the Township directly their public consultation process and any comments submitted through that process. This would then be provided to Council to provide concurrence on the site.  

Council inquired about the benefits of using CRINS.  Staff cited the experience of the CRINS staff as the major benefit, and that traditionally this assisted in moving these applications forward quickly.   

Committee inquired about why towers would be needed, and Staff clarified that the towers provide better cellular service for phone and data.  

  • Resolution No.:01/15/2024COW - 03
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report BLDG-2024-01-1, as prepared by Michele Barr, Deputy Chief Building Official.

    AND FURTHER direct Staff to revoke the designation of the Canadian Radiocommunications Information and Notification Service ( CRINS-SINRC) as the representative for the submission of proposed radiocommunications sites for consultation and review within the Township’s jurisdiction in accordance with Innovation, Science, Communication Development Canada, Client procedures Circular (CPC) 2-0-03, Issue 6 (July 2022), as amended;

    AND FURTHER that the proponent submit required documentation for the Township’s Site Plan Process;

    AND FURTHER that the entire fee for Telecommunications & Antenna Tower Review, as per the Consolidated Rates and Fees Bylaw be submitted to the Township of Huron Kinloss.

    Carried

Committee of the Whole inquired about the infrastructure being transferred to the Township.  The development was on private property however the Public Works department prefers that the water and sewer infrastructure be maintained by the Township.  Other infrastructure remains private.     Staff noted that this approach maintains a consistent level of service for all residents.  A private water service would require the developer to monitor water redundantly to what the Township is already doing. This approach is a more reliable method of providing clean water to all residents equally.  Staff spoke to the risk associated with improperly treated water/ wastewater joining the Township's system.

Staff indicated that easements would be between where the cleanouts and curb stops are at for sanitary sewer services. 

Committee of the Whole expressed concerns that in the future, maintaining or replacing the infrastructure will be a burden to the Township.  Committee suggested a different water and wastewater rate for those residents to build a reserve.  In response to an inquiry from the Committee, Staff confirmed that water would be metered at each house.  Committee expressed concerns about how restoration of roadways would be funded, considering the roadway would be private infrastructure.  

Staff confirmed that the water and wastewater infrastructure is being built to municipal standards.  

Staff will bring forward a report to investigate replacement costs and how different user rates may impact this. 

  • Resolution No.:01/15/2024COW - 04
    Moved by:Larry Allison
    Seconded by:Shari Flett

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report BLDG-2024-01-6, as prepared by Michele Barr, Deputy Chief Building Official.

    Carried

Committee of the Whole inquired about feral cats.  Staff confirmed no complaints have recently been received. Staff confirmed that more detailed reports will be forthcoming with the new software system.  

  • Resolution No.:01/15/2024COW - 05
    Moved by:Scott Gibson
    Seconded by:Ed McGugan

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report BLE-2024-01-1, as prepared by Heather Falconer, Municipal By-Law Enforcement Officer.

    Carried

Committee of the Whole inquired about the types of complaints that have reduced in the last year.  The majority of complaints were related to property standards.  Animal related complaints remain steady.  

  • Resolution No.:01/15/2024COW - 06
    Moved by:Carl Sloetjes
    Seconded by:Jim Hanna

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report BLE-2024-01-02, as prepared by Heather Falconer, Municipal By-Law Enforcement Officer

    Carried
  • Resolution No.:01/15/2024COW - 07
    Moved by:Shari Flett
    Seconded by:Scott Gibson

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report FIRE-2024-01-1, as prepared by Mel Moulton, Emergency Services/ Health & Safety Coordinator-CEMC.

    Carried

Staff added a verbal update regarding a meeting with community members regarding parochial school safety measures.  

  • Resolution No.:01/15/2024COW - 08
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report FIRE-2024-01-2 prepared by Mel Moulton, Emergency Services/ Health & Safety Coordinator.

    Carried
  • Resolution No.:01/15/2024COW -09
    Moved by:Jim Hanna
    Seconded by:Larry Allison

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report DRAIN-2024-01-01 prepared by Jennifer White, Manager of Legislative Services;

    AND FURTHER THAT Staff bring forward a by-law as a matters arising to award the construction of drainage works to TAS Excavating & Rentals Ltd. in the amount of $457,685.80 exclusive of applicable taxes.

    Carried
  • Resolution No.:01/15/2024COW - 10
    Moved by:Scott Gibson
    Seconded by:Ed McGugan

    THAT the Township of Huron-Kinloss Committee of the whole hereby receives for information Report TR-2024-01-1, as prepared by Jodi MacArthur, Treasurer.

    Carried
  • Resolution No.:01/15/2024COW - 11
    Moved by:Carl Sloetjes
    Seconded by:Jim Hanna

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report TR-2024-01-2, as prepared by Jodi MacArthur, Treasurer.

    Carried
  • Resolution No.:01/15/2024COW - 12
    Moved by:Larry Allison
    Seconded by:Shari Flett

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CS-2024-01-1, as prepared by Mike Fair, Director of Community Services.

    Carried
  • Resolution No.:01/15/2024COW -13
    Moved by:Carl Sloetjes
    Seconded by:Jim Hanna

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CS-2024-01-7 prepared by Matt McClinchey, Parks, and Facilities Supervisor.

    Carried
  • Resolution No.:01/15/2024COW - 14
    Moved by:Larry Allison
    Seconded by:Shari Flett

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CS-2024-01-5 prepared by Elyse Dewar, Administrative Assistant/Program Coordinator.

    Carried

Committee of the Whole requested costs expended be included in reporting.  Staff indicated this is included with the budget report so that numbers are more accurate, as year end accounting had not yet been completed.

Committee inquired about grass cutting, and whether this could be reduced.  Staff reported that the 5 acres that are mowed, were intended to be developed.  With an increase in cremations, this area has not been developed as quickly as expected.  Committee inquired about the possibility of seeding this area with wildflowers, instead of grass.  Staff predicted that it was a few hours each time possibly 8 times a year to mow.  

  • Resolution No.:01/15/2024COW - 15
    Moved by:Scott Gibson
    Seconded by:Ed McGugan

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number CS-2024-01-2, as prepared by Mike Fair, Director of Community Services.

    Carried
  • Resolution No.:01/15/2024COW - 16
    Moved by:Jim Hanna
    Seconded by:Larry Allison

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CS-2024-01-3 Lakeshore Environmental Year End Summary, as prepared by Mike Fair, Director of Community Services.

    Carried

Committee of the Whole inquired about the scope of the project.  The project is predominantly to provide tracking initiatives of the Climate Action Plan previously adopted by Council in 2020. 

  • Resolution No.:01/15/2024COW - 17
    Moved by:Shari Flett
    Seconded by:Scott Gibson

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CS-2024-01-06, as prepared by Mike Fair, Director of Community Services;

    AND FURTHER approves participating in the Ontario Resource Centre for Climate Adaptation (ORCCA) program.

    Carried

Committee of the Whole inquired about maintenance.  Staff confirmed that the installer is responsible for maintenance.  

Committee inquired about Staff's plans for future additions to charging stations.  Staff provided information on the concerns that the electrical infrastructure may not be in place to do so.  The Municipal Innovation Institute is working on this project, and are seeking consultants to assess capacity and supply within the county. 

Committee inquired about the Ripley Community Centre as a host for electric vehicle charging stations.  Past initiatives included investigating solar generation, but capacity was not available to incorporate this. 

  • Resolution No.:01/15/2024COW - 18
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CS-2024-01-4, as prepared by Mike Fair, Director of Community Services.

    Carried

Committee of the Whole inquired about the increase in cost over current.  Staff reported an approximate 20% increase over current contract. 

Committee inquired about whether Staff had extrapolated the calculations of whether in the long-term, removing waste outside of the Township was more cost effective than developing the landfill.  Staff confirmed that developing the landfill would need to be done regardless of whether the garbage is trucked offsite.  

Staff provided information that the province is not supporting waste incineration as a solution for waste at this time, so it is not yet being considered for the Township. Staff are investigating how the calculations were made to determine the landfill life, to determine if the useful life can be extended. 

  • Resolution No.:01/15/2024COW - 19
    Moved by:Larry Allison
    Seconded by:Shari Flett

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information, Report  PW-2024-01-01, as prepared by John Yungblut, Director of Public Works;

    AND FURTHER accepts the proposal from Bruce Area Solid Waste Recycling (BASWR) for curbside garbage collection service over a two-year term in the amount of $389,185.94 not including HST.

    AND FURTHER authorizes the appropriate by-law be brought forward as matters arising at today’s meeting.

    Carried
  • Resolution No.:01/15/2024COW - 20
    Moved by:Scott Gibson
    Seconded by:Ed McGugan

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information, Report PW-2024-01-2, prepared by John Yungblut, Director of Public Works.

    Carried

Committee of the Whole inquired about the water tower badging, and Staff indicated that they have been quoted approximately $100,000 to have any further wording added at this time.  

Committee inquired as to when the Tower is expected to require repainting.  Staff noted that in 10 years, the next inspection is due, and 20 plus years is the expectation for when it would need to be repainted. 

The Committee expressed concern that being overcapacity in December may impact future development.  Staff indicated that it is normal for volumes to spike during a storm event.  Staff will continue to look for sources of infiltration, to minimize these events.  The Growth and Servicing Master Plan does include the updating of systems in Ripley and Lucknow. 

  • Resolution No.:01/15/2024COW - 21
    Moved by:Carl Sloetjes
    Seconded by:Jim Hanna

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information, Report PW-2024-01-3, as prepared by John Yungblut, Director of Public Works.

    Carried
  • Resolution No.:01/15/2024COW - 22
    Moved by:Shari Flett
    Seconded by:Scott Gibson

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report  BED-2024-01-1 prepared by Will LeGrand, Business Development Coordinator.

    Carried
  • Resolution No.:01/15/2024COW - 23
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report  BED-2024-01-02, as prepared by Amy Irwin, Economic Development Officer .

    Carried

Committee of the Whole inquired about the "see click fix" program.  Staff noted that they have renewed the licence until March and will continue to investigate and evaluate.  Staff indicated there is positive feedback from the public to be able to continuing using this reporting mechanism. The advantage to see Click fix is that an app is available to supplement it.  Staff have received good feedback on the ease with which residents can have their concerns addressed.  

Committee of the Whole inquired about whether the Strategic Plan process could be done in-house using existing staff.  Staff indicated that while the skills might be available within the existing workforce, the work hours could not be done within the current capacity of Township Staff. 

  • Resolution No.:01/15/2024COW - 24
    Moved by:Jim Hanna
    Seconded by:Larry Allison

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report  BED-2024-01-3, as prepared by Michelle Goetz, Manager of Strategic Initiatives.

    Carried

Committee inquired about the implementation strategy and concern was expressed regarding the wording of "leap of faith".

Staff provided further information on the anticipated implementation of the plan, including information on the Integrated Master Plan which will be presented to Council in February.  Committee questioned where in the process Council would provide input on priorities that are listed in the Master Plan.  Staff will present the Integrated Plan in February and will have the opportunity to provide feedback at that time.  Committee confirmed that the Integrated Master Plan will provide further opportunities for Council to prioritize actions and projects.

  • Resolution No.:01/15/2024COW - 25
    Moved by:Scott Gibson
    Seconded by:Ed McGugan

    THAT the Township of Huron-Kinloss Committee of the Whole receives for information Report CAO-2024-01-1, prepared by Michelle Goetz, Manager of Strategic Initiatives;

    AND FURTHER authorizes the appropriate by-law be brought forward as a matters arising to approve the 2023-2033 Strategic Plan: Blueprint for our Future, prepared by Deloitte and the Strategic Plan Steering Committee: Michelle Goetz, John Yungblut, Jennifer White and Mary Rose Walden.

    Carried
  • Resolution No.:01/15/2024COW - 26
    Moved by:Carl Sloetjes
    Seconded by:Jim Hanna

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CAO-2024-01-2, prepared by Mike Bartlett, Administrative Coordinator

    Carried
  • Resolution No.:01/15/2024COW - 27
    Moved by:Larry Allison
    Seconded by:Shari Flett

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CLK-2024-01-01, as prepared by Kelly Lush, Deputy Clerk.

    Carried

Committee inquired about whether the OPP still had concerns about the program.  The Mayor on behalf of the Police Services Board indicated the belief that the OPP have not been fully behind the project.  

  • Resolution No.:01/15/2024COW - 28
    Moved by:Carl Sloetjes
    Seconded by:Jim Hanna

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CLK-2024-02 prepared by Kelly Lush, Deputy Clerk.

    Carried
  • Resolution No.:01/15/2024COW - 29
    Moved by:Shari Flett
    Seconded by:Larry Allison

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CLK-2023-11-61 prepared by Kelly Lush, Deputy Clerk;

    AND FURTHER THAT Committee of the Whole support resolution #1 and #3 as outlined in the report;

    AND FURTHER THAT Staff be directed to distribute as they see fit.

    Carried
  • Resolution No.:01/15/2024COW - 30
    Moved by:Scott Gibson
    Seconded by:Ed McGugan

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receive for information Report CLK-2024-01-4, as prepared by Jennifer White, Manager of Legislative Services/Clerk;

    AND FURTHER THAT a resolution of support for the proposed changes be placed on the Council agenda for consideration as a matters arising.

    Carried

A member of Committee noted that a recent meeting attended virtually included an OWL device, which worked effectively. 

Committee of the Whole inquired about Cannabis related businesses and the regulations in place.  Staff to bring back more information.  

Staff reported on the delegations at the Rural Ontario Municipal Association (ROMA)  Conference which had been accepted.  

Councillor Allison left the meeting at 2:13 p.m. and did not return.

  • Resolution No.:01/15/2024COW - 32
    Moved by:Jim Hanna
    Seconded by:Scott Gibson

    THAT Committee of the Whole move into closed meeting at 2:13 p.m. for the purpose of considering:

    1) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (legal advice);

    2) personal matters about an identifiable individual, including municipal or local board employees (personnel matter);

    3) personal matters about an identifiable individual, including municipal or local board employees (personnel matter); and

    4) personal matters about an identifiable individual, including municipal or local board employees (personnel matter)

    pursuant to Section 239(2) of the Municipal Act, 2001, as amended;

    AND FURTHER THAT Committee of the Whole return to regular open meeting upon completion.

    Carried

Committee of the Whole arose from closed meeting at 3:01 

The Mayor reported that a closed meeting had been held and direction was provided to Staff on all matters. 

  • Resolution No.:01/15/2024COW - 33
    Moved by:Shari Flett
    Seconded by:Scott Gibson

    THAT the Township of Huron-Kinloss Committee of the Whole hereby adjourn at 3:02 p.m.

    Carried
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