June 25, 2024 - Special Meeting of Council

Agenda

SPECIAL MEETING OF COUNCIL
IN CHAMBERS
Tuesday, June 25, 2024 at 7:00 p.m.

1.) OPENING
a.) Land Acknowledgment
b.) Adoption of Agenda
c.) Disclosure of Pecuniary Interest and General Nature Thereof

2.) STATUTORY PUBLIC MEETING- SECTION 34 PLANNING ACT
a.) Presentation and Report from Jamie Robinson, MHBC Planning, Urban Design & Landscape Architecture. Re: Draft Zoning By-law #2024-10.

3.) ANNOUNCEMENTS

4.) ADOPTION OF MINUTES

5.) DELEGATIONS

6.) REPORTS

 7.) ACTION REQUIRED ITEMS
a.) Tender Results: Fitness Centre Renovation
b.) Request for Proposal Results: Purchase Fitness Equipment
c.) Request for Proposal Results: Purchase Track and Field Equipment
d.) Potential Funding Opportunity: OTF Seed Grant 2024-2025
e.) Southeast Lions Club Request: Truck Pull
f.)  BAO Approved: Municipal Cemeteries By-law
g.) Section 357 Tax Right- Off
h.) Transfer of Trailer Licensing Fees Arrears
i.)  Transfer of Utilities and Capital Levy Arrears

 8.) INFORMATION ITEMS
a.) Request for Consideration- Support for Severance Application

9.) BY-LAWS
a.) By-law # 2024-09: Canada Community Building Fund

10.) CLOSED SESSION
a.) Personal information about an identifiable individual, including municipal employees.
b.) Advice that is subject to solicitor-client privilege, including communication necessary for that purpose.

11. ADJOURNMENT

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Minutes

THE CORPORATION OF THE TOWNSHIP OF ASSIGINACK

MINUTES OF THE SPECIAL MEETING OF COUNCIL

The Special Meeting of the Council of the Corporation of the Township of Assiginack was held in the Council Chambers on Tuesday, June 25th, 2024, at 7:00 p.m.

 

Present:        Mayor Brenda Reid
Councillor Dwayne Elliott
Councillor Jennifer Hooper
Councillor Robert Maguire

Staff:              Alton Hobbs, CAO
Heidi Ferguson, Clerk
Deb MacDonald, Treasurer/Deputy CAO
Freda Bond, Tax & Utility Manager
Crystal Lentir, Administrative Assistant
Jackie White, PEC

Public:           Jamie Robinson and Lee Bull, MHBC Planning
Elizabeth Welnar

Regrets:        Councillor Janice Bowerman

OPENING:
#140-11-2024          R. Maguire – J. Hooper
THAT the Special Meeting of the Council be opened for business at 7:00 p.m., with a quorum of members present, with Mayor Reid presiding in the Chair.
CARRIED

The Mayor read the Land Acknowledgment.

AGENDA:
#141-11-2024        D. Elliott – R. Maguire
THAT we approve the agenda as presented.
CARRIED

DISCLOSURE OF PECUNIARY INTEREST:
Mayor Reid declared a Pecuniary Interest with agenda item 7g) Section 357 Tax Write-off, as she is related to the property owners who submitted the request.

#142-11-2024          J. Hooper – R. Maguire
THAT we adjourn the Special Meeting and commence with a Statutory Public Meeting held under the authority of Section 34 of the Planning Act, to hear comments on our Proposed Comprehensive Zoning By-law # 2024-10, with Mayor Reid presiding in the chair.
CARRIED

#143-11-2024          J. Hooper – D. Elliott
THAT we adjourn the Statutory Public Meeting and resume our Special Meeting of Council.
CARRIED

ANNOUNCEMENTS:
Councillor Elliott thanked Assiginack Public School for hosting Island Track and Field at the Arena and Fairgrounds on June 17th. He thanked the staff and students for utilizing a and being respectful of the space, Arena Staff for facilitating the event, Public Works staff for preparing the track area and thanked Windows Unlimited as well. He shared that it was nice to see our facilities being well used and enjoyed within our community.

Mayor Reid shared that South Baymouth will be celebrating the 50th Anniversary of the Chi-Cheemaun and if our community would like to participate in any way, it would be much appreciated.

Councillor Hooper wanted to remind everyone that there are Canada Day Celebrations taking place in Manitowaning and for residents to watch our social media and website for more details.

 ADOPTION OF MINUTES:
NONE

DELEGATIONS:
NONE

REPORTS:
NONE

ACTION REQUIRED ITEMS:
NOTE: Tender Results: Fitness Centre Renovation
The Mayor explained that we received one tender for the Fitness Centre Renovation. Many members of Council expressed that they feel this is out of our reach in terms of budget. The Mayor shared that the budget we have is $309,000, with $122,000 of that coming from reserves.

 It was asked if the tender received was broken down. Staff explained that there was some costing broken down, but not it was not in great detail. It was asked if we could explore re-tendering this project. The CAO explained that we could explore this, however there are no guarantees that we would receive additional tenders.

NOTE: Request for Proposal Results: Fitness Equipment
Members of Council reviewed the results and inquired whether we could re-purpose or re-allocate these funds for another purpose or use. Council requested that they would like staff to provide a report with a recommendation and some further clarification please.

NOTE: Request for Proposal Results: Track and Field Equipment
Members of Council reviewed the results and inquired if we can spend just the funds for Track and Field as a standalone project. Council requested that they like staff to provide a report with a recommendation and some further clarification please.

#144-11-2024        R. Maguire – J. Hooper
THAT Council supports staff’s request to apply for funding to the Ontario Trillium Foundation’s Seed Grant to implement our Collaborative Community-Based Project: Assiginack Township’s Digital Transformation.
CARRIED

 #145-11-2024          R. Maguire – J. Hooper
THAT we grant the Southeast Lion’s Club’s request to have the truck pull on the track, pending that both the Township and the Lion’s Club sign off on a written agreement with each other.
CARRIED

 NOTE: BAO Approved: Municipal Cemeteries By-law
The CAO explained to Council that our Cemetery By-law that was previously approved by Council last year,  has now been approved by the BAO and that staff wanted to make Council aware of this.

 #146-11-2024          J. Hooper – R. Maguire
THAT Council approve the write-off of taxes under Section 357, as per the request within the agenda package.
CARRIED

 NOTE: The Mayor declared a Conflict of Interest with this item, and she vacated the chair prior to the discussion. Deputy-Mayor Elliott handled the discussion and was in the chair during this vote. The Mayor did not vote on this matter or attempt to influence the vote in any way.

 #147-11-2024          J. Hooper – D. Elliott
THAT Council approves the transferring of outstanding Trailer Licensing Fees and Administrative Monetary Penalties in the amount of $16,700.00 to the appropriate property tax accounts, as per staff’s request.
CARRIED

 NOTE: The CAO explained that staff are asking Council’s permission to transfer over outstanding Trailer Licensing Fees/Administrative Monetary Penalties, Utility Accounts and Capital Levy Accounts to the appropriate property tax accounts.

#148-11-2024          R. Maguire – J. Hooper
THAT Council approves the transferring of outstanding Utility accounts in the amount of $32,054.58 to the appropriate property tax accounts, as per staff’s request.
CARRIED

#149-11-2024          R. Maguire – D. Elliott
THAT Council approves the transferring of outstanding Capital Level accounts in the amount of $15,917.40 to the appropriate property tax accounts, as per staff’s request.
CARRIED

INFORMATION ITEMS:
#150-11-2024          R. Maguire – J. Hooper
THAT Council acknowledges receipt of the following correspondence item:
a.) Request for Consideration – Support for Severance Application.
CARRIED

 BY-LAWS:
#151-11-2024          D. Elliott – R. Maguire
THAT By-law # 2024-09, being a by-law of the Corporation of the Township of Assiginack to authorize an agreement with the Association of Municipalities of Ontario (AMO) for the Canada-Community Building Fund be given a first, second, third and final reading and enacted in Open Council.
CARRIED

CLOSED SESSION:
#152-11-2024                 J. Hooper – R. Maguire
THAT in accordance with By-law # 02-02, as amended, and Section 239 of the Municipal Act, as amended, that Council proceeds to a Closed Session at 8:02 p.m. in order to attend to matters pertaining to:

a.) Personal information about an identifiable individual, including municipal employees.
b.) Advice that is subject to solicitor-client privilege, including communication necessary for that purpose.
CARRIED

#153-11-2024                 R. Maguire– D. Elliott
THAT we adjourn from Closed Session at 8:21 p.m., accept the minutes of the previous closed session, and resume our Special Meeting.
CARRIED

 ADJOURNMENT
#154-11-2024                 R. Maguire – J. Hooper
THAT we adjourn at 8:21 p.m. until the next regular meeting or call of the Chair.
CARRIED

_______________________                    _____________________________

Brenda Reid, MAYOR                                 Heidi Ferguson, CLERK

*These Minutes have been circulated but are not considered Official until approved by Council.

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