The Corporation of the Township of Huron-Kinloss

Committee of the Whole Meeting Minutes

Meeting #:
Date:
Time:
-
Location:
Electronic Meeting
Members Present
  • Mitch Twolan, Mayor
  • Don Murray, Deputy Mayor
  • Lillian Abbott, Councillor left at 9:22 p.m.
  • Jeff Elliott, Councillor
  • Ed McGugan, Councillor
  • Carl Sloetjes, Councillor
Members Absent
  • Jim Hanna, Councillor
Staff Present
  • Mary Rose Walden, Chief Administrative Officer
  • Emily Dance, Clerk
  • Jodi MacArthur, Treasurer
  • John Yungblut, Director of Public Works
  • Mike Fair, Director of Community Services
  • Matt Farrell, Building & Planning Manager/ CBO
  • Chris Cleave, Fire Chief
  • Grant Collins, Drainage Superintendent

Mayor Twolan called the meeting to order at 7:00 p.m.

Detachment Commander Krista Miller presented the South Bruce OPP 2021 Year-End report which included the Crime Statistics Review,  Traffic Statistics Review, Calls for Service, and Detachment Updates.  

She explained that the South Bruce OPP Major Crime Unit executed a successful warrant in Lucknow at the end of September, gathering evidence to support earlier charges laid of Aggravated Assault and Assault with a Weapon. While conducting the warrant Methamphetamine was also seized and 7 outstanding arrest warrants were cleared. 

The Committee questioned if any future public sessions related to Human Trafficking would be offered.  Detachment Commander Miller indicated that the Municipality of Kincardine was awarded a 3-year grant and community sessions would be offered at a time to be determined.

Ken Logtenberg, P.Eng, BMRoss and Associates presented the 2021 Township of Huron-Kinloss Bridge Needs Assessment Study. Mr. Logtenberg explained that the scope of the assessment included assembling maps of structure locations and reviewing information from previous bridge inspection reports.  As part of the study, they reviewed 99 structures, 54 culverts, and 45 bridges, then visually inspected all the structures, assembled notes on OSIM forms as per the guidelines, analyzed the data then developed a list of general observations, prioritize the lists of needs, assign timelines and calculate probable costs to complete repairs and prepared a report to present the results. 

He explained they used the simplified priority scoring system to help prioritize the needs and develop a risk score and a level of service score that could be used for asset management and with other asset types.  He noted the theoretical score should only be used as a guide, other
factors including preventative maintenance, cost savings strategies, other infrastructure needs, and overwhelming safety needs should be considered when prioritizing. 

Mr. Logtenberg went through a selection of bridges that they recommended replacement in the study and noted that some bridges could be replaced with a culvert depending on the result of a hydrology study.  

He explained the Bridge Condition Index Ratings and a comparison of age distribution and bridge condition index ratings.  He noted that to predict a long-term budget they reviewed the condition of each structure and calculated a probable cost for the next major repair or replacement in 2021 dollars. He noted that the estimated replacement cost of all the structures is $54.5 million in 2021 dollars and average annual costs of $700,000 or about 1.3% of the replacement costs. 

Council noted the importance of funding bridges and having enough money in reserves.  A comment was made regarding the water overflow at the  Ludgard Bridge in Lucknow and if that was considered in the inspections.  Mr. Logtenberg noted this information is helpful for rehabilitation but was not considered as part of the OSIM report. 

A question was raised if the Township was to perform the maintenance work themselves,  would it prolong the life of the bridges.  Mr. Logtenberg noted that it is anticipated in the current report bridge maintenance should extend the life of the bridge. 

The Director of Public Works explained that the information will be included in the 10-year capital plan for bridge maintenance, he noted that he felt the Township is in good shape for the scheduled maintenance. 

  • Resolution No.:290
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number BLDG2022-04-9 prepared by Matt Farrell, Building and Planning Manager/CBO

    Carried
  • Resolution No.:291
    Moved by:Jeff Elliott
    Seconded by:Don Murray

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number BLE-2022-04-8 prepared by Heather Falconer, By-Law Enforcement Officer.

    Carried
  • Resolution No.:292
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number FIRE2022-04-11 prepared by Chris Cleave, Fire Chief / CEMC.

    Carried
  • Resolution No.:293
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number FIRE2022-04-12 prepared by Chris Cleave, Fire Chief / CEMC.

    Carried
  • Resolution No.:294
    Moved by:Jeff Elliott
    Seconded by:Lillian Abbott

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number FIRE2022-04-13 prepared by Chris Cleave, Fire Chief / CEMC

    Carried
  • Mitch Twolan declared a conflict on this item. (Client)

Mayor Twolan recognized that this would be the last meeting for Grant Collins, Drainage Superintendent, and thanked him for his years of service to the Township and wished him the best in retirement.  Mr. Collins thanked Council and noted he is looking forward to the change of pace.

Mayor Twolan left the meeting, Deputy Mayor Murray assumed the Chair. 

  • Resolution No.:295
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report DRAIN-2022-04-5 prepared by Grant Collins, Drainage Superintendent and Emily Dance, Clerk.

    Carried

Mayor Twolan returned to the meeting and resumed the Chair. 

  • Resolution No.:296
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    That Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number TR-2022-04-29 prepared by Jodi MacArthur, Treasurer.

    Carried
  • Resolution No.:297
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    That the Township of Huron-Kinloss Committee of the Whole hereby approves Report Number TR-2022-04-30 prepared by Jodi MacArthur, Treasurer AND receives the 2021 Statement of Development Charges AND FURTHER approves the Interest Rate Policy AND FURTHER authorizes the appropriate by-law coming forward.

    Carried
  • Resolution No.:298
    Moved by:Jeff Elliott
    Seconded by:Ed McGugan

    That the Township of Huron-Kinloss Committee of the Whole hereby approves Report Number CS-2022-04-29 prepared by Mike Fair, Director of Community Services and authorizes waiving the 2022 rental fees for the Ripley Reunion Committee when staff is already scheduled, and facility space requested not otherwise rented for year 2022.

    Carried
  • Resolution No.:299
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    That the Township of Huron-Kinloss Committee of the Whole hereby approves Report Number CS-2022-04-30 prepared by Mike Fair, Director of Community Services and authorizes the appropriate By-law  being brought forward.

    Carried

A question was raised regarding the new roofline and if there are any safety concerns regarding freezing rain.  The Director of Community Services noted he would look into the issue with the Engineer.

  • Resolution No.:300
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number CS-2022-04-31 prepared by Mike Fair, Director of Community Services.

    Carried
  • Resolution No.:301
    Moved by:Jeff Elliott
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby approves Report Number PW2022-04-26 prepared by John Yungblut, Director of Public Works AND accepts the tender from Leslie Motors Ltd. in the amount of $100,646 plus HST and license fee for the purchase of two pickup trucks AND accepts the revised tender price from Finch Chevrolet Cadillac Buick GMC Ltd. in the amount of $43,050 plus HST and license fee for the purchase of one pickup truck AND FURTHER authorizes the appropriate by-laws coming forward.

    Carried
  • Resolution No.:302
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby approves Report Number PW2022-04-27 prepared by John Yungblut, Director of Public Works AND accepts the quotation from Lavis Contracting Co. Ltd. in the amount of $756,018.40 plus HST for the paving of hot mix asphalt AND grants an exemption to the Purchasing and Procurement Policy AND FURTHER authorizes the appropriate by-law coming forward.

    Carried
  • Resolution No.:303
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    THAT the Township of Huron-Kinloss Committee of the Whole hereby approves Report Number PW2022-04-28 prepared by John Yungblut, Director of Public Works AND accepts the quotation from Eramosa Engineering Inc. in the amount of $301,992.87 plus HST for upgrades to the Huronville South Pumphouse AND FURTHER authorizes the appropriate by-laws coming forward.

    Carried
  • Resolution No.:304
    Moved by:Jeff Elliott
    Seconded by:Don Murray

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information report number PW-2022-04-29, prepared by John Yungblut, Director of Public Works.

    Carried

A discussion was held on South Kinloss Ave and questioned if there are options available to warn the public of the soft road conditions in the future and also the proposed installation of a geotextile membrane below the road base at an elevation that won’t be submerged in the spring as prescribed in the staff report. 

The Committee was in support of the Directors recommendation to install the geotextile membrane on a 200m section of South Kinloss Ave this summer as a trial and observe how it responds in the spring of 2023 which will help determine how it will respond for use as a suitable base for asphalt for the tentative pacing in 2024. 

  • Resolution No.:305
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information, Report Number PW-2022-04-30, prepared by John Yungblut, Director of Public Works.

    Carried
  • Resolution No.:306
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report No. PW-2022-04-31, prepared by John Yungblut, Director of Public Works.

    Carried
  • Resolution No.:307
    Moved by:Jeff Elliott
    Seconded by:Lillian Abbott

    THAT the Township of Huron-Kinloss Committee of the Whole hereby approves Report Number PW2022-04-32 prepared by John Yungblut, Director of Public Works, AND accepts the quotation from Da-Lee Dust Control Ltd. in the amount of $0.269 per litre to supply, haul and apply dust suppressants on Township gravel roads in 2022 AND grants an exemption to the Purchasing and Procurement Policy AND FURTHER authorizes the appropriate by-law coming forward.

    Carried
  • Resolution No.:308
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number BED-2022-04-19 prepared by Lauren Eby, Business Development Coordinator.

    Carried
  • Resolution No.:309
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    THAT the Township of Huron-Kinloss Committee of the Whole hereby approves Report number BED-2022-04-20, prepared by Michelle Goetz, Manager, Strategic Initiatives AND approves entering into an agreement with Bang the Table to host our community engagement website until July 31st 2026, for $5,000+ HST annually AND FURTHER authorizes the appropriate by-law coming forward.

    Carried
  • Resolution No.:310
    Moved by:Jeff Elliott
    Seconded by:Lillian Abbott

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number BED-2022-04-21 prepared by Amy Irwin, Business and Economic Officer.

    Carried
  • Resolution No.:311
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby approves report number BED-2022-04-22, prepared by Amy Irwin, Business and Economic Officer AND approves the proposal from Interkom for Secrets of the Back 40 branding, not exceeding $15,000 + HST AND FURTHER authorizes the appropriate By-Law coming forward

    Carried
  • Resolution No.:312
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    That the Township of Huron-Kinloss Committee of the Whole receives for information Report Number CAO-2022-04-11, prepared by Mel Moulton, Emergency Services/ Health & Safety Coordinator.

    Carried
  • Resolution No.:313
    Moved by:Jeff Elliott
    Seconded by:Ed McGugan

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number CAO-2022-04-12, prepared by Elyse Dewar, Project Coordinator.

    Carried

A discussion was held on returning to in-person meetings.  The Committee supported moving to in-person meetings beginning May 2, 2022.  The Committee agreed to leave the provisions in the procedural By-law to allow for electronic meetings, that they could switch back to virtual in the event of changes with the pandemic, inclement weather, or other emergency matters and that the notice is made at the latest by noon the day of the meeting.

A question was posed regarding the microphones and if delegations could attend virtually. The Clerk explained that without upgrades to the current electronics, Council Chambers do not allow for electronic participation by delegations; therefore, the only options are for either completely virtual or in-person at this time.  She noted that staff is currently reviewing options for wireless microphones that would be able to be compatible with any future electronic meeting platform options.

  • Resolution No.:314
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby authorizes returning to in-person Council and Committee Meetings commencing May 2, 2022 AND that the provisions in the procedural By-law to allow for electronic meetings remain AND FURTHER that if the meeting is to move to virtual that the notice be made no later than noon the day of the meeting AND FUTHER that the appropriate By-Laws be brought forward. 

    Carried
  • Resolution No.:315
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    THAT the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CLK-2022-04-29 prepared by Emily Dance, Clerk.

    Carried
  • Resolution No.:316
    Moved by:Jeff Elliott
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby supports the City of Waterloo in their request to include energy performance tiers and timelines next edition of the Ontario Building Code, consistent with the intent of the draft National Model Building Code AND further directs staff to distribute as they see fit.

     

    Defeated
  • Resolution No.:317
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby supports the Association of Ontario Municipalities correspondence dated February 25, 2022 concerning the draft regulations regarding firefighter certification AND further direct staff to distribute as they see fit.

    Carried
  • Resolution No.:318
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    THAT the Township of Huron-Kinloss Committee of the Whole hereby supports the Canadian Union of Postal Workers and endorses ‘Delivering Community Power Program’ AND further directs staff to distribute as they see fit.

    Defeated
  • Resolution No.:319
    Moved by:Jeff Elliott
    Seconded by:Don Murray

    THAT the Township of Huron-Kinloss Committee of the Whole hereby supports the Town of Mono flying the Ukrainian Flag and their call on the Canadian Government to use all diplomatic means to end the war AND further directs staff to distribute as they see fit

    Carried
  • Resolution No.:320
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole Council hereby supports the Township of Woolwich in their request that the Government of Canada ensure appropriate and sustained funding is transferred to provinces for mental health purposes in their 2022 budget AND further direct staff to distribute as they see fit.

    Carried
  • Resolution No.:321
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    THAT the Township of Huron-Kinloss Committee of the Whole support The Town of Fort Erie in their actions against Climate Change urging the government to tighten their timelines for Climate Change Plans to be reflective of the urgency in action it demands AND further direct staff to distribute as they see fit.

    Defeated
  • Resolution No.:322
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    That the Township of Huron-Kinloss Committee of the Whole hereby approves Report CLK2022-04-32 prepared by Kelly Lush, Deputy Clerk AND grants an exemption to the Noise By-Law for the Private Property owner at 5 Queen Street, Ripley from 11:00 p.m. on Saturday, July 30, 2022, to 1:00 a.m. on Sunday, July 31, 2022, subject to all provincial and health regulations being followed.

    Carried
  • Resolution No.:323
    Moved by:Jeff Elliott
    Seconded by:Lillian Abbott

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report CLK-2022-04-33 prepared by Nicole Griffin, Communications Coordinator.

    Carried
  • Resolution No.:324
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    That the Township of Huron-Kinloss Committee of the Whole hereby receives for information Report Number CLK-2022-04-31 prepared by Kelly Lush, Deputy Clerk

    Carried

Councillor McGugan notified the Committee that the Saugeen Mobility And Regional Transit (SMART) General Manager has left the organization and a new general manager is currently being recruited. 

Councillor Abbott left the meeting.

  • Resolution No.:326
    Moved by:Don Murray
    Seconded by:Lillian Abbott

    That the Township of Huron-Kinloss Committee of the Whole hereby moves into a Closed Meeting pursuant to [s. 239(2)(h)] Information supplied in confidence to the municipality by another level of government – Trillium Grant AND pursuant to [s. 239(2)(b)] Personal matters about an identifiable individual, including municipal employees- Personnel AND FURTHER return to open session upon completion.

    Carried
  • Resolution No.:331
    Moved by:Jeff Elliott
    Seconded by:Ed McGugan

    THAT Mayor Twolan reported a closed meeting was held and information was received regarding a Trillium Grant and direction given to staff AND information was received related to a personnel matter. 

    Carried
  • Resolution No.:332
    Moved by:Ed McGugan
    Seconded by:Carl Sloetjes

    THAT the Township of Huron-Kinloss Committee of the Whole hereby adjourns at 9:29 p.m.

    Carried
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