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Regular Council

Agenda

Monday, November 26, 2018 5:30 PM Council Chambers

1. Call to Order 1.11.1 Call to Order 1.11.2 O Canada 1.11.3 Additions, Deletions and Excused

2. Declaration of Pecuniary Interest

3. Delegation/Presentation

4. Facilities - Council Rep: Glenda McKay 4.11.1 Chairperson's update

5. Public Works Department - Council Rep: Wayne Fraser 5.11.1 OGRA Call for Nominations 5.11.2 Peaks Village Update - November 5.11.3 Maloney Mountain Road Winter Maintenance 5.11.4 McHugh Road Winter Maintenance 5.11.5 Chairperson's Update

6. Environmental Management Department - Council Rep: Wayne Fraser 6.11.1 Chairperson's Update

7. Protection Services Department - Council Reps: Brian Hunt and Glen MacPherson 7.11.1 Chairperson's Update

8. Planning Department - Council Rep: Brian Hunt 8.11.1 Building Permit Report to October 31, 2018 8.11.2 2018 Calabogie Motorsports Park Noise Complaints 8.11.3 By-Law 58-2018 Construction of Municipal road south of Pheasant Run 8.11.4 Chairperson's Update

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9. Finance & Administration Department - Council Rep: Brian Hunt 9.11.1 October 2018 Budgetary Control Report 9.11.2 2018 Reserves 9.11.3 Employee Service Awards

• Barry Johnston - 5 years

• Steve Inwood - 10 years 9.11.4 Chairperson's Update

10. Economic Development & Technology Department - Council Rep: Wayne Fraser 10.11.1 Chairperson's Update

11. Community & Health Committee - Council Rep: Glenda McKay 11.11.1 Chairperson's Update

12. Community Parks, Recreation and Library - Council Reps: Wayne Fraser, Brian Hunt, Harold Murphy and Glen MacPherson

12.11.1 Chairperson's Update

13. Minutes 13.11.1 Minutes Approval

October 29, 2018 Regular Council

14. Other

15. Closed Session

16. Open Session

17. By-Law (s) 17.11.1 By-Law Approval

• 57-2018 Confirmatory

• 58-2018 Construction of Road Agreement

18. Adjournment 18.11.1 Motion to Adjourn

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Chairperson’s Update - NOTES

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November 20, 2018

Pursuant to Policy B—0O8of the Ontario G(

Committee shal report to the Annual Conf

The following members will serve on the

Past President Chris Traini,

Bryan Lewis,Paul Schoppn

Those nominated by the Nom'nating Com:

as possible meeting the criteria establisheConstitution can be viewed on the OGRA'

nod Roads Association, the‘erence its nominations for di

r

iounty Engineer, County of

Councillor, Town of Halton Hinann, Mayor, Mun'cipality of:

mittee shall be selected from

adin Policy B—0O8.A ful cop)

web-site. Those elected sha

Two (2) Vacancies

lominating'ectors.

in the

Iiddlesex

OGRA's

/ of the

Vice-President Dave Burton,

Michael Touw

Mayor, Municipality of Highl

', Manager of Operations, Con

One (1) Vacancy

nds East

unty of

The OGRA Board of Directors is committed to achieving a diverse

backgrounds to put their names forward for these positions.

South Central Zone

leadership team. We encourage women and individuals from diverse

following cap acity:

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Mrx?wém/I/M/mine:

We hereby nominate the following to the Board of Directors of the Ontario

Roads Association for the 2019/21 term of office (2 year term):

Municipality

Moved by

Seconded by

(Candidates must be nominated by two eligible members of OGRA. A resolution ofCounci is acceptable but not mandatory)

The candidate nominated above must sign below indicating they consent to theNomination and agree to let their name stand for office.

hereby consent to the NominationName of Candidate)

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November 26, 2018 Regular Council

Memo

To: Mayor and Council

From: Jamie Doering

Date: November 9, 2018

Subject: Peaks Village Update - November

On November 2, 2018, Councillor Brian Hunt and the Public Works Manager contacted a Lawyer from Borden Ladner Gervais LLP concerning the next steps in the assumption of the roads within the Peaks Village.

Advice was as follows;

1. Have easements signed by the Township and property owners 2. Register the R-plans in the Township name 3. Have the Calabogie Peaks (developer) sign an agreement releasing the 8 lots into the

Township's name 4. Pass a by-law for assuming the road

The lawyer's recommendation was that the Township not assume the roads until the above mentioned have been completed.

Respectfully Submitted,

Jamie Doering

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Memo


From: Jamie Doering


Subject: Maloney Mountain Road Winter Maintenance

A letter was sent to the landowner of 527 Maloney Mountain Road informing them they had to either provide five million Liability Insurance, naming the Township as the third party or stop plowing the road.

They provided the Township with an Insurance Policy for $5,000 000 which our Insurance Company reviewed and felt it would be adequate coverage for the Township.

The insurance policy will need to to be renewed annually as long as the landowner is providing winter maintenance.

A sign has been erected informing the public that the road is not maintained by the Township from Nov 1 to April 15 and to enter at your own risk.

Discussion


Jamie Doering

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Memo


From: Jamie Doering


Subject: McHugh Road Winter Maintenance

The Public Works Manager was approached by the owner of Quality Logging the week of November 12, 2018, informing the Township that logging operations are taking place in McHugh Road for the winter of 2018/2019.

The logger informed the Township that they access the road early in the mornings with log trucks and equipment. The present condition of the road (i.e. horizontal and vertical alignments) makes it difficult to use. He has asked if he could provide some maintenance to make it safer for his operations.

The logging operator has provided the Municipality with $5,000 000 liability insurance with the Township named as a third party.

No one currently resides on the road making it low priority for plowing. Other roads are plowed first.

Discussion

People Consulted

CAO Allison Holtzhauer, Councillor Wayne Fraser and Magnes Group Insurance


Jamie Doering

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2017 Year to

Date Month

No. of

Permits Value

No. of

Permits Value

No. of

Permit

s Value

No. of

Permit

s Value

No. of

Permits Value

No. of

Permits Value

$0 Jan. 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00

$0 Feb. 1 $4,200.00 0 $0.00 1 $4,200.00 0 $0.00 0 $0.00 0 $0.00

$581,000 Mar. 6 $980,000.00 3 $915,000.00 2 $40,000.00 1 $25,000.00 0 $0.00 2 $18,000.00

$3,499,000 Apr. 12 $1,194,500.00 3 $1,085,000.00 9 $109,500.00 0 $0.00 0 $0.00 4 $39,500.00

$5,604,200 May 23 $2,317,000.00 6 $1,769,600.00 16 $538,400.00 1 $9,000.00 0 $0.00 8 $77,300.00

$6,173,200 June 16 $1,382,900.00 2 $560,000.00 12 $272,500.00 2 $550,400.00 0 $0.00 5 $65,600.00

$7,575,700 July 10 $2,374,800.00 5 $2,194,000.00 4 $178,500.00 0 $0.00 1 $5,000.00 8 $66,700.00

$8,937,600 Aug. 10 $553,512.00 2 $400,000.00 7 $150,800.00 0 $0.00 1 $2,712.00 2 $18,000.00

$9,492,600 Sept. 16 $1,965,467.00 2 $1,200,000.00 13 $745,467.00 1 $20,000.00 0 $0.00 8 $32,500.00

$10,447,600 Oct. 10 $905,300.00 2 $600,000.00 7 $275,300.00 1 $30,000.00 0 $0.00 3 $11,100.00

$11,172,600 Nov. 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00

$11,772,600 Dec. 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00

TOTALS 104 $11,677,679.00 25 $8,723,600.00 71 $2,314,667.00 6 $634,400.00 2 $7,712.00 40 $328,700.00

Building Report 2017

Month

No. of

Permits Value

No. of

Permits Value

No. of

Permit

s Value

No. of

Permit

s Value

No. of

Permits Value

No. of

Permits Value

Jan. 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00

Feb. 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00

Mar. 7 $581,000.00 1 $225,000.00 5 $356,000.00 0 $0.00 1 $0.00 1 $8,000.00

Apr. 8 $2,918,000.00 2 $650,000.00 5 $268,000.00 1 $2,000,000.00 0 $0.00 3 $35,000.00

May 20 $2,105,200.00 5 $1,690,000.00 14 $415,200.00 0 $0.00 1 $0.00 6 $54,500.00

June 9 $569,000.00 2 $440,000.00 7 $129,000.00 0 $0.00 0 $0.00 5 $37,950.00

July 15 $1,402,500.00 3 $1,105,000.00 7 $293,000.00 2 $4,500.00 3 $0.00 8 $65,000.00

Aug. 16 $1,361,900.00 3 $875,000.00 11 $466,900.00 1 $20,000.00 1 $0.00 3 $27,500.00

Sept. 12 $555,000.00 1 $350,000.00 11 $205,000.00 0 $0.00 0 $0.00 3 $32,000.00

Oct. 5 $955,000.00 2 $705,000.00 3 $250,000.00 0 $0.00 0 $0.00 4 $20,500.00

Nov. 3 $725,000.00 2 $700,000.00 1 $25,000.00 0 $0.00 0 $0.00 4 $25,500.00

Dec. 1 $600,000.00 1 $600,000.00 0 $0.00 0 $0.00 0 $0.00 1 $12,000.00

TOTALS 96 $11,772,600.00 22 $7,340,000.00 64 $2,408,100.00 4 $2,024,500 6 $0.00 38 $317,950.00

Sewage

Township of Greater Madawaska

Building Report to October 31, 2018

SewageTemp. Structure

2017 Totals New Residential Other Residential Commercial Temp. Structure

2018 Totals New Residential Other Residential Commercial

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November 26, 2018 Version 1

Regular Council

Memo


From: Luke Desjardins


Subject: 2018 Calabogie Motorsports Park Noise Complaints

In 2018 the Township received a total of 4 noise complaints related to the operation of Calabogie Motorsports Park (CMP). None of the complaints occurred during a "special event".

In 2017, 18 noise complaints were received, in 2016, 24 complaints were received, and in 2015, 18 complaints were received.

The track is permitted (by way of Council resolution) to hold four special events per year. Special events typically draw an increased amount of visitors and competitors than non-special events, and include a more intensive use of the track. For special events Township staff conducts sound monitoring at predetermined locations on at least two days of the event. For non-special events CMP staff recorded and submitted sound measurements to the Township.

According to the information available to staff, CMP did not exceed the maximum sound limits, as prescribed by the Township Noise By-Law 14-2016, of 45 dBA for regular events and/or 65 dBA during special events.


Luke Desjardins

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November 25, 2018 Version 1

Regular Council

Report


From: Luke Desjardins


Subject: By-Law 58-2018 Construction of Municipal road south of Pheasant Run

Recommendation

That Council approves By-law 58-2018 to authorize the execution of an agreement to permit the improvement of the Township owned unopened road allowance between Lot 14, Concession 12, Bagot, and Lot 14, Concession 1 Blythfield, to the south of the municipal road known as Pheasant Run, and extending to the northern limit of Lot 13, Concession 1, Blythfield and Lot 13, Concession 12, Bagot.

Background

Plan of subdivision 534 was registered on October 30, 1984. This plan created 49 building lots and the road known as Pheasant Run. Within the subdivision three of the lots (Lots 1, 2, and 3) were not granted public road frontage. (Pheasant Run is in the vicinity of Lots 1 and 2, however lot 3 could not be construed as having direct access to the public road.)

The owner of Lot 3, being 670703 Ontario Inc., is now investigating the requirements for the construction of a house on the property however as there is presently no access a building permit cannot be issued.

The result is that 670703 Ontario Inc. has agreed to construct approximately 80 metres of road to municipal standards. Once constructed the road can be assumed and maintained by the Township.

Discussion

The attached agreement would identify the parameters for the construction of the road and aide in the indemnification the Township until such time as the road is assumed.

People Consulted

Councillor Hunt, Public Works Manager.

Financial Implications

There is no anticipated cost to the Township.


Luke Desjardins

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Enter description of the map

Notes

458.6

© Queen's Printer for Ontario

WGS_1984_Web_Mercator_Auxiliary_Sphere

County of Renfrew GIS

9,028

Meters458.6229.31

Legend

This map is illustrative only. Do not rely on it as being a precise indicator of routes, locations of features, nor as a guide to navigation. The County of Renfrew shall not be liable in any way for the use of, or reliance upon, this map or any information on this map.1:

0

11/22/2018 3:30:23 PM

Depending on the number of layers visible not all may be shown in the legend.

Service Layer Credits: Sources: Esri, HERE, Delorme, USGS, Intermap, increment P Corp., NRCAN, Esri Japan, METI, Esri China(Hong Kong), Esri(Thailand), TomTom, MapmyIndia, © OpenStreetMap contributors and the GIS User Community

This map was produced automatically by the County of Renfrew Mapping Website

With Data supplied under Licence by Members of the Ontario Geospatial Data Exchange & the County of Renfrew

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By-Law 58-2018 – Road Agreement Page 1 of 4

THE CORPORATION OF THE TOWNSHIP OF GREATER MADAWASKA

BY-LAW NUMBER 58-2018 ______________________________________________________________________

Being a by-law to authorize an Agreement for the improvement

of a road allowance

WHEREAS section 28(2) the Municipal Act, 2001, grants municipal jurisdiction over all road allowances in the municipality that were made by Crown surveyors. AND WHEREAS the Township of Greater Madawaska is the owner of the road allowance between Lot 14, Concession 12, Bagot, and Lot 14, Concession 1, Blythfield, to the south of the municipal road known as Pheasant Run, and extending to the northern limit of Lot 13, Concession 1, Blythfield and Lot 13, Concession 12, Bagot, and said road allowance is an original road allowance; AND WHEREAS municipal consent is required to improve unopened road allowances; AND WHEREAS 670703 Ontario Inc. being the owner of Lot 3 on Plan of Subdivision 534 has requested permission to improve said road allowance; AND WHEREAS the Council of the Township of Greater Madawaska deems it expedient to enter into an Agreement with 670703 Ontario Inc. for the improvement of the said road allowance, subject to certain terms and conditions; NOW THEREFORE, the Council of the Corporation of the Township of Greater Madawaska enacts as follows: 1. THAT the Mayor and CAO are hereby authorized to execute an Agreement with

670703 Ontario Inc., for the improvement of the road allowance between Lot 14, Concession 12, Bagot, and Lot 14, Concession 1, Blythfield, to the south of the municipal road known as Pheasant Run, and extending to the northern limit of Lot 13, Concession 1, Blythfield and Lot 13, Concession 12, Bagot.

2. THAT the CAO, Clerk/Treasurer is hereby authorized to make such administrative

amendments as necessary to carry out this by-law.

3. THAT this By-Law shall come into force and take effect immediately upon the passage thereof.

READ a first and second time this 26th day of November, 2018. READ a third time and passed this 26th day of November, 2018. Glenda McKay Allison Holtzhauer Mayor CAO/Clerk-Treasurer

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SCHEDULE “A” BY-LAW 58-2018

THIS AGREEMENT MADE THIS 26th day of November, 2018.

BETWEEN

CORPORATION OF THE TOWNSHIP OF GREATER MADAWASKA

hereinafter called the “Township”

AND:

670703 Ontario Inc.

hereinafter called the “Owner”

WHEREAS 670703 Ontario Inc. is the Owner of lands described as Lot 3, Plan of Subdivision 534, and located in Lot 14, Concession 1, Blythfield, in the Township of Greater Madawaska (“the Property”); AND WHEREAS the Property fronts on and abuts the road allowance between Lot 14, Concession 12, Bagot, and Lot 14, Concession 1, Blythfield, to the south of the municipal road known as Pheasant Run, and extending to the northern limit of Lot 13, Concession 1, Blythfield and Lot 13, Concession 12, Bagot (“the Road Allowance”). AND WHEREAS the Road Allowance has not been opened, improved, or assumed by the Township as a public road. AND WHEREAS 670703 Ontario Inc. now seeks permission from the Township to improve the Road Allowance; AND WHEREAS the Township has agreed to permit 670703 Ontario Inc. to improve the Road Allowance to a standard acceptable to the municipality as indicated in Schedule “A” to this agreement attached hereto; NOW THEREFORE WITNESSETH that in consideration of the foregoing, the mutual

terms, provisos and covenants of the parties hereto, the parties agree as follows:

1. The Owners acknowledge that the Road Allowance is unopened and

unmaintained and that the Township assumes no liability or responsibility for its construction and maintenance.

2. All work to construct the Road Allowance shall be at the Owners’ sole expense. 3. There shall be no obligation of the Township to contribute materially or financially

towards the improvement of the Road Allowance. 4. There shall be no obligation of the Township to assume and maintain the Road

Allowance until the Road Allowance has been constructed to the standards set out in Schedule “A” to this agreement and attached hereto;

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5. Any work on the Road Allowance by the Owner shall first be approved by the

Township Public Works Manager. The Township takes no responsibility for the design or adequacy of the work to be done, notwithstanding that the outline of the work has been reviewed or approved.

6. The Owner shall provide to the satisfaction of the Township a comprehensive

policy of liability insurance with a financially sound and reputable insurance company which identifies the Township as additional insured with regards to liability for any and all work to commence on the Road Allowance and the amount of the policy shall be not less than $5,000,000. The policy shall be kept in force at all times for the duration of the construction of the Road Allowance.

7. The Owner shall not demand of the Township to issue, nor shall anyone claiming title from it or under its authority, demand of the Township to issue, one or more building permits to construct any building or other structure on any lot to which the Road Allowance is used for access until the Road Allowance has been constructed to the satisfaction of the Township and connected to an existing public street. 8. The Owner hereby indemnifies and saves harmless the Township from any

damage, actions, suit or injury that should arise or be occasioned by the use, construction, or maintenance of the Road Allowance until such time as the Road Allowance has been assumed by the Township.

9. This agreement shall be binding on the parties hereto and their successors, heirs

and assigns. 10. Upon the completion of the construction of the Road Allowance as itemized in Schedule “A” the Owner may apply to the Township for Approval of the Works. ALL OF WHICH HAS BEEN AGREED TO by the parties this

26th day of November, 2018. CORPORATION OF THE TOWNSHIP OF GREATER MADAWASKA Per:_________________________________ Mayor Per:_________________________________ Allison Holtzhauer, CAO Clerk-Treasurer ____________________________________ 670703 Ontario Inc., the Owner

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Schedule A

MUNICIPAL ROAD STANDARS 1. All roads must have a road surface width of 6.1 metres, plus 1.2 metre shoulders

on each side. 2. Culverts shall be located at all street intersections and any other locations to be

determined by the Manager of Public Works. 3. Intersection radii shall be 8 metres. 4. All roads shall have a minimum of 2.5% crossfall to accommodate surface run-off. 5. The base for development roads shall consist of a minimum of 300 mm compacted

depth of Granular "B" and 150 mm of compacted Granular "A". All materials to conform with the latest revised Ministry of Transportation specifications.

6. Roads shall be surfaced with two lifts of low cost bituminous surface (5/8” and

3/8”) 7. All ditches shall be a minimum of 500 mm below subgrade and all side banks of

the ditch shall be sloped at 2 to 1 grade.

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Memo


From: Heather Spencer


Subject: October 2018 Budgetary Control Report

The October Budgetary Control Report has been completed, please see attached summaries and notes.

Please note there is a projection column, forecasting out the revenues and expenses as anticipated for the rest of the year.

Attached is an overview of the 2018 capital projects.

Also attached is a summary of the 2018 Swimming and Day Camp activities.


Heather Spencer

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BUDGETARY CONTROL REPORT - INCOME

As of 31 October, 20182018 2018 2018 2017 2017

BUDGET YTD Projection YTD TOTAL

1 OPERATING TAXATION 2,721,850 2,990,081 2,721,850 2,518,071 2,856,085

2 PILs 815,830 846,583 846,583 808,833 842,543

3 GRANTS - OPERATING 417,220 401,715 421,220 415,343 432,624

4 OTHER MUNICIPAL 22,300 4,351 22,300 4,266 21,869

5 GENERAL GOVERNMENT 110,800 176,521 192,157 141,844 2,186,621

6 PROTECTION 4,000 4,925 5,125 1,886 4,816

7 RECREATION 3,000 75,849 18,242 71,237 113,148

8 LIBRARY 4,600 2,254 4,600 1,452 0

9 PLANNING & DEVELOPMENT 19,900 9,970 9,970 17,952 22,752

10 BUILDING & SEWAGE 58,500 78,102 78,602 64,138 69,724

11 OPERATING FUNDED FROM RESERVES 70,180 0 5,400 0 23,418

12 TOTAL OPERATING & RES. 4,248,180 4,590,351 4,326,049 4,045,022 6,573,600

13 TAXATION FOR CAPITAL 284,530 0 284,530 330,613 0

14 DEBENTURE 1,336,000 0 1,336,000 0 0

15 GRANTS - CAPITAL 333,100 302,675 342,290 89,113 253,389

16 CAPITAL FUNDED FROM RESERVES 449,600 0 449,600 0 114,307

17 TOTAL CAPITAL INCOME 2,403,230 302,675 2,412,420 419,726 367,696

18 EXTRAORDINARY INCOME 1,311,590 751,499 150,533 0 2,969

19 UNFINANCED CAPITAL 149,020 0 149,020 0 0

20 TOTAL CAPITAL INCOME & DEBT 3,863,840 931,093 2,711,973 419,726 370,665

21 TOTAL REVENUE 8,112,020 5,521,444 7,038,022 4,464,748 6,944,265

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BUDGETARY CONTROL REPORT - EXPENSES

As of 31 October, 20182018 2018 2018 2017 2017

BUDGET YTD Projection YTD TOTAL

1 GENERAL GOVERNMENT 721,700 526,792 658,860 442,913 658,964

2 PROTECTION SERVICES 983,850 709,597 973,593 649,368 945,969

3 ROADS 1,226,770 1,005,421 1,202,836 900,469 1,262,010

4 ENVIRONMENT 361,500 298,500 380,823 238,735 284,366

5 FACILITIES & PROPERTIES 469,600 334,499 421,293 272,771 339,497

6 RECREATION 115,900 113,448 127,658 100,739 131,486

7 LIBRARY 98,050 74,610 95,728 56,776 76,747

8 PLANNING & DEVELOPMENT 214,210 160,128 195,389 142,948 200,524

9 TRANSFERS TO RESERVES 0 0 0 0 352,517

10 LONG TERM INTEREST 21,600 16,836 21,600 20,035 23,973

11 OPERATING EXPENSES 4,213,180 3,239,831 4,077,780 2,824,754 4,276,053

EXTRAORDINARY ITEMS

12 Flood 2017 0 0 0 10,136 10,136

13 Strategic Plan 0 0 0 339 339

14 PLAN-Development Charge Review 0 0 0 -2,382 -2,382

15 New Horizon Grant Expenditures 0 0 0 -3,781 -3,781

16 Adm- Extraordinary Expense 0 17,105 17,105 0 0

17 Fire-Extraordinary Expense 0 931 931 0 0

18 Roads - Extraordinary Expense 5,000 484 5,000 0 3,505

19 Election-Contracted Services 30,000 21,449 30,000 0 0

20 Commuter Cycle Grant 25,000 0 25,000 0 0

21 Allowance for Doubtful Account 0 0 0 0 0

22 Barnet Park Trails & Signs 0 2,634 2,634 0 0

23 Peaks Village 0 9,094 9,094 0 0

24 2018 Tornado 10,331 30,000

25 EXTRAORDINARY ITEMS 60,000 62,028 119,764 4,312 7,817

26 TOTAL OPERATING & EXTRAORDINARY 4,273,180 3,301,859 4,197,544 2,829,066 4,283,870

27 CAPITAL EXPENDITURES 3,838,840 931,093 2,711,973 330,613 0

28 TOTAL EXPENDITURES 8,112,020 4,232,952 6,909,517 3,159,679 4,283,870

Surplus/Deficit 128,505

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Township of Greater Madawaska Notes on the BCR reports for October 31, 2018: Income: 1-Operating Taxation –The variance is a timing issue, capital projects are not completed, funding is to follow. 2-PILs – Municipal Tax Assist Revenue was under budgeted by $31,000 for 2018. 5-General Government – Currently, $22,000 additional interest & penalties, $11,000 addition bank interest revenue was received in 2018 over the budgeted amount. Other additional amounts were received for scrap metal ($5,000), tipping fees ($5,500), roads fees and services ($6,000), special permits ($2,550), office rent ($5,000) and occupancy permits ($3,600). 9-Planning – There are no applications in the que, zoning amendments and severances were lower than budgeted. 10-Building & Sewage – Building Permits were higher than budget by $14,600, Sewage was higher by $4,300 to date. 18-Extraordinary Income – Only $85,000 has been spent on the Barrett Chute project, so the remaining funds received ($686,000 - $85,000) will be held in reserves for next year. Expenses: 1-General Government - Expenses are lower due to the Treasurer position being vacant for several months, affecting budgeted wages and employment costs. Also contributing are lower than budgeted expenses in: advertising, bank loan interest, office equipment, Township website, staff development, and legal fees. 4-Environment – The fuel estimate budgeted for 2018 was lower than actuals, as were repairs to the equipment. 6-Recreation – Calabogie Rink wages were higher than budgeted due to a longer winter and longer hours of operation at the rink. 24-Tornado – September 21, 2018 – Hydro poles, Barnet Park damages, fire department overtime all contributed to these expenses. All of the expenses have not been recorded yet, this is an estimate. 27-Capital - $5,000 McNab tanker truck is expected to be purchased in 2018, along with the new fire rescue van.

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Township of Greater Madawaska

Capital Update as of November 15, 2018

Presented to Council November 26, 2018 Budget YTD

GL 2018 2018

FIRE - CAPITAL

31452 Rescue Van (Fire) 122,000$ -$

The rescue van is expected late December 2018 or early January 2019 due to supplier

delays. The van will be a 2019 model.

ROADS - CAPITAL

31401 Roads-Right of Way New Capital 10,000$ -$

The Barryvale Road land owner chose not to sell the land to the Township, so this section of

road will be kept as a forced road. Therefore, there will be no right of way project for 2018.

31442 Barryvale Road 760,000$ 334,257$

During the reconstruction process, rock was encountered in a number of locations while

excavating for the ditch. No money was allocated for rock excavating the ditch.

Approximately $50,000 was saved during the tendering of the Hot Mix Asphalt versus what

was budgeted. The savings found with the asphalt should offset the cost of the rock

removal. The project is expected to be completed by the end of 2018. Paving is completed,

guiderails need to be adjusted, entrance culverts need to be installed.

31443 Capital-Barrett Chute/Mary Joanne Dr. 1,387,430$ 85,660$

The design work on this road is in progress. Greenview is proceeding with the 40km/hr

design as to provide Hydro/Bell for pole relocations. Greenview is working on different

design options based on Council's resolution with sideslopes and road profile. Engineers are

continuing to work on design and quantities (earth, rock, granulars).

31433 Flying Club Road 51,580$ 1,698$ To be completed in 2019. The Public Works Manager has presented a report to Council.

31435 Capital-Wolf Rapids Road Cul-de-sac 5,000$ -$

Surface treatment of this cul-de-sac is completed.

EQUIPMENT - CAPITAL

31445 Backhoe 114,000$ 112,603$

This backhoe has been purchased and is complete.

31446 GPS Units 28,000$ -$

The Public Works Manager has been working with the County to co-ordinate this project.

The GPS units have been installed. Minor adjustments are required to have the system

running. This project should be completed by the end of 2018.

31447 Tandem Plow Truck 280,000$ -$

This truck has been tendered and ordered. The final cost is expected to be approximately

$230,000. The truck is expected in early December 2018.

31448 Capital-Used 4x4 1/2 Ton Truck 25,000$ 23,620$

This truck has been purchased and is being used by the Public Works Manager.

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31449 Excavator 200,000$ 183,373$

The excavator, a John Deere 180, has been purchased. An additional approximately $1000

will be spent on a 2 year extended diagnostic warranty. The excavator is being plummed for

the brush head to be installed in November.

31450 Capital-3/4 Ton Truck with Plow 55,000$ -$

We are purchasing a 1 Ton F350 from Urban Ford, as per tender. The cost will be

approximately $39,000 including HST. We will still need to purchase the plow and sanding

unit (approx $14,000), as well as lights, stickers, etc. The full budget is expected to be used.

The truck is expected in November 2018.

43364 Capital-2 x 50 Yard Roll Off Bins 30,000$ -$ The Public Works Manager is waiting on a quote from Valley Sales in Renfrew. It is expected

the bins will be purchased before the end of 2018 or early 2019.

FACILITIES - CAPITAL

75407A Capital-Rec-Storage Building 10,600$ -$

This project is on hold pending successful grant applications.

75501 Griffith Garage 13,000$ 11,919$

The project is complete. The eavestroughing work has also been completed.

75504 Capital-Calabogie Equipment Shed 21,000$ 20,993$

The shed is completed.

75505 Library Renovations at the School 59,530$ 46,338$ The majority of the renovations have been completed. There are four lights to be installed

this fall, but is dependent on the electrician's schedule.

75420 Capital Energy Update 25991 Hwy 41 25,000$ 2,376$

This project is expected to be completed with generator installed by late November.

75421 Capital-Curb/Lighting 19 Parell 53,180$ -$

Curbs are expected to be installed in November 2018.

75422 Capital-Library Roof Shingles 5,000$ 4,172$

This project is complete.

75423 Capital-Medical Centre 20,000$ 15,904$

This project is complete and well under budget.

75424 Capital-Calabogie Community Centre Doors 10,000$ 10,095$

This project is complete.

31451 Capital-Security Cameras 20,000$ 10,093$

This project is expected to come in under budget. The invoice for the necessary cameras will

be approximately $10,000. The cameras are currently being installed and should be

completed in November.

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Township of Greater Madawaska Swimming and Day Camp 2018

SWIMMING DAY CAMP TOTAL Budget 2018

Revenue

Program Revenue - Registration Fees 410.00 2,805.00 3,215.00

Denbigh Griffith Lions Club Swim Donation 600.00 600.00

Calabogie Lions Club Swim Donation 250.00 250.00

Canada Summer Jobs Grant 539.00 539.00

1,260.00 3,344.00 4,604.00 -

Expenses

Programs Expenses 677.24 1,311.43 1,988.67 2,500.00

Student Wages 3,175.17 4,317.17 7,492.34 10,300.00

3,852.41 5,628.60 9,481.01 12,800.00

Net Income (Loss) on Programs (2,592.41) (2,284.60) (4,877.01) (12,800.00)

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Report


From: Heather Spencer


Subject: 2018 Reserves

Recommendation

That Council direct the Treasurer/Deputy Clerk to allocate surplus to General or Unallocated Reserves until the financial year end is completed at which time the Reserves will be distributed to their corrective accounts.

And furthermore, that Council instructs the Treasurer/Deputy Clerk to transfer the 2018 rink fundraising surplus to the Rink Reserve. $50,000 will be applied to the outstanding loan.

Background

Last year Council approved a report to transfer all surpluses to General or Unallocated Reserves. The plan being to distribute surpluses after year-end to their correct reserve accounts.

People Consulted

CAO, Finance Committee


Heather Spencer

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MINUTES - Regular Council October 29, 2018

MINUTES


REGULAR COUNCIL MEETING HELD AT 19 Parnell Street

Present were: Mayor Glenda McKay, Councillors Brian Hunt, Wayne Fraser and Harold Murphy and CAO Clerk/Treasurer Allison Holtzhauer

Absent: Councillor Glen MacPherson

Monday, October 29, 2018 Council Chambers: 5:30 PM

1. Call to Order

1.10b.1 Call to Order Resolution No.248-18

Moved by Councillor Hunt Seconded by Councillor Murphy

Be it resolved that the Township of Greater Madawaska Council calls to order the October 29, 2018 Regular Council meeting at 5:30PM

"CARRIED."

1.10b.2 O Canada

1.10b.3 Additions, Deletions and Excused Resolution No.249-18


That the Agenda of the Council meeting of October 29, 2018 be approved as presented.

"CARRIED."

2. Declaration of Pecuniary Interest

There was no declaration of pecuniary interest by any member of Council present.

3. Delegation/Presentation

3.10b.1 Trailers on property at 5613 Calabogie Road - Richard Arial

3.10b.2 Seniors Advisory Committee - Community Services for Older Adults

4. Facilities - Council Rep: Glenda McKay

Page 1 of 7

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4.10b.1 Chairperson's update

5. Public Works Department - Council Rep: Wayne Fraser 5.10b.1 Streetlights at intersections in Griffith - Discussion item

5.10b.2 AIR - 1246

Peaks Village Update - Discussion Item

5.10b.3 AIR - 1261

Public Works Roads Department Staffing - Discussion Item

5.10b.4 Chairperson's Update

6. Environmental Management Department - Council Rep: Wayne Fraser 6.10b.1 Chairperson's Update

7. Protection Services Department - Council Reps: Brian Hunt and Glen MacPherson 7.10b.1 Fire Department Quarterly Report

7.10b.2 AIR - 1250

Tanker Purchase Resolution No.250-18


That Council instructs the Fire Chief to proceed with the purchase of a 1989 surplus 3500 gallon tanker from Township of McNab/Braeside with funds that may be left over from the current budget and or if needed, use funds from fire reserve;

And furthermore instruct the Fire Chief to surplus the Volvo tanker which has been removed from service;

And furthermore, if needed the tanker be funded by the Fire Reserve;

And furthermore Council instructs the Treasurer to incorporate this purchase into the new Asset Management Plan

"CARRIED."

7.10b.3 AIR - 1252

New Rescue Truck Delivery

Page 2 of 7

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7.10b.4 AIR - 1251

Mandatory Certification Repealed

7.10b.5 AIR - 1254

By-Law 55-2018 Use of Pound Agreement Resolution No.251-18


That Council approves By-Law 55-2018 to authorize the Mayor and CAO/Clerk-Treasurer to execute an agreement with the Town of Renfrew respecting the use of the impoundment facility at 529 Lisgar Avenue

"CARRIED."


8. Planning Department - Council Rep: Brian Hunt 8.10b.1 Building Permit Report to September 30, 2018 - Information item

8.10b.2 AIR - 1262

Waive Building Permit and Fire Permit Fees in the tornado activation area Resolution No.252-18


That Council instructs the Chief Building Official to waive building fees, at his discretion, for residents in the tornado activation area as indicated by the Province, who were affected by the September 21, 2018 tornado;

And furthermore instructs the Fire Chief to waive fire permit fees for residents in the tornado activation area.

"CARRIED."

8.10b.3 AIR - 1247

By-law 54-2018 Special Events Resolution No.253-18


That Council approves By-law 54-2018, known as the Special Event By-law, to repeal and replace By-law 13-2016, known as the Events By-law.

"CARRIED."

Page 3 of 7

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8.10b.4 AIR - 1248

Transfer of land - Community Centre property Resolution No.254-18


That Council approves the transfer of the two bay garage located on the Calabogie Community Centre property at 574 Mill Street to the abutting lands known as 576 Mill Street and located in part of Lot 18, Concession 10, Bagot;

And furthermore that Council directs staff to take the necessary action to commission a survey used to facilitate the transfer of lands;

And furthermore that Council approves that the survey be prepared to reflect a 1.5 metre north-east facing side yard width to the side of the garage adjacent to the Community Centre entrance, and an approximate 9 metres to the rear of the garage, as represented in option 3 below;

And furthermore that subject to comments received at the public meeting Council would support a Zoning By-law amendment to permit the reduced side yard width of 1.5 metres.

"CARRIED."

8.10b.5 County of Renfrew Official Plan Amendment Resolution - Information Item


9. Finance & Administration Department - Council Rep: Brian Hunt 9.10b.1 AIR - 1263

September 2018 Budgetary Control Report - Information Item

9.10b.2 AIR - 1256

Signing Authority Resolution No.255-18


That Council rescinds resolution 286-17;

And furthermore Council authorizes Mayor Glenda McKay, Councillor Brian Hunt, Allison Holtzhauer and Heather Spencer as signing officers for the Township of Greater Madawaska with regards to Legal and Financial documents whereby each document shall be signed by a member of Council and a member of staff.

Page 4 of 7

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"CARRIED."

9.10b.3 AIR - 1257

Statutory Holiday Request Resolution No.256-18


That Council for 2018 observes the morning of Christmas Eve and New Years' Eve as a Statutory Holiday in addition to the Statutory Holidays observed as per policy 2-36;

Furthermore if the Public Works Department is called out to a snow incident they will be permitted to take their statutory holiday at a later date;

And furthermore that all non-full time employees are gifted a $50 gift certificate.

"CARRIED."

9.10b.4 AIR - 1259

Election Statistics - Information Item

9.10b.5 CAO Performance Appraisal - Discussion Item


10. Economic Development & Technology Department - Council Rep: Wayne Fraser 10.10b.1 Chairperson's Update

11. Community & Health Committee - Council Rep: Glenda McKay 11.10b.1 Chairperson's Update

12. Community Parks, Recreation and Library - Council Reps: Wayne Fraser, Brian Hunt, Harold Murphy and Glen MacPherson


13. Minutes

13.10b.1 Minutes approval:

• October 9, 2018 Regular Council

• August 9, 2018 Library Board

• September 20, 2018 Library Board Resolution No.257-18

Page 5 of 7

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Be it resolved that the following minutes are approved by Council:

• October 9, 2018 Regular Council

And furthermore, that the following minutes are accepted by Council:

• August 9, 2018 Library Board

• September 20, 2018 Library Board

"CARRIED."

14. Other

15. Closed Session 15.10b.1 Personal Matters about an identifiable individual, including municipal or local board

employee - Staff Concerns Resolution No.258-18


That the Regular Council meeting of October 29, 2018 at 7:39 PM enter into closed session pursuant to Section 239(2) of the Municipal Act regarding:

• Personal matters about an identifiable individual, including municipal or local board employee - Staff Concerns

"CARRIED."

16. Open Session 16.10b.1 Move to Open Resolution No.259-18


That the Regular Council meeting of October 29, 2018 move back into Open Session at 7:49 PM

"CARRIED."

16.10b.2 Rise and Report Resolution No.260-18


That Council instructs the following as a result of Closed Meeting Items:

• Personal Matters about an identifiable individual, including municipal or local board employee -Staff Concerns

Page 6 of 7

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As discussed in Closed

"CARRIED."

17. By-Law (s) 17.10b.1 By-Law Approval

• 54-2018 Special Events

• 55-2018 Use of Pound Agreement with Town of Renfrew

• 56-2018 Confirmatory Resolution No.261-18


Be it resolved that the following By-Laws:

• 54-2018 Special Events

• 55-2018 Use of Pound Agreement with Town of Renfrew

• 56-2018 Confirmatory

at the Regular Council meeting held October 29, 2018 be deemed read a first, second and final time and passed by Council.

"CARRIED."

18. Adjournment 18.10b.1 Motion to Adjourn Resolution No.262-18


That the Regular Council Meeting of October 29, 2018 be adjourned at 7:51 PM

"CARRIED."

Glenda McKay, Mayor Allison Holtzhauer, CAO Clerk-Treasurer

Page 7 of 7

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By-Law 57-2018 – Confirmatory Page 1 of 2


BY-LAW 57-2018

Being a By-Law to confirm the proceedings of The Council of The Corporation of The Township of Greater Madawaska

WHEREAS Section 8 of the Municipal Act, 2001, as amended, provides that a municipality has the capacity, rights and powers of a natural person for the purpose of exercising its authority under this or any other Act; AND WHEREAS Subsection 5(1) of the Municipal Act, 2001, as amended, provides that the powers of a municipality shall be exercised by its Council; AND WHEREAS Subsection 5(3) of the Municipal Act, 2001, as amended, provides that a municipal power, including the municipality’s capacity, rights, powers and privileges under Section 8 of the Municipal Act 2001, as amended, shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS in many cases, action which is taken or authorized to be taken by the Council does not lend itself to the passage of an individual by-law; AND WHEREAS the Council of the Corporation of the Township of Greater Madawaska adopted By-Law No. 09-2018 on March 12, 2018, establishing the rules of order and procedures for the Council; AND WHEREAS provision was made in By-Law No. 09-2018 for enactment of a Confirmatory By-Law at the end of each Regular Meeting to confirm recommendations and actions approved at that meeting; AND WHEREAS the Council of the Corporation of the Township of Greater Madawaska deems it advisable and expedient that the proceedings of this meeting be confirmed and adopted by by-law; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF GREATER MADAWASKA ENACTS AS FOLLOWS: 1) THAT the actions of the Council of the Corporation of the Township of Greater Madawaska at its Regular or Special meeting(s) held on the date(s) listed below in respect of every report, motion, resolution, or other action passed and taken by Council, including the exercise of natural person powers, except where approval of another authority is required by law or where implementation is subject to other legislation, are hereby adopted, ratified, and confirmed as if each report, motion, resolution or other action was adopted, ratified, and confirmed by a separate by-law. DATE OF MEETING(S)

November 26, 2018 Regular Council Meeting

2) THAT where no individual by-law has been or is passed with respect to the taking of any action authorized in or by the above mentioned minutes or with respect to the exercise of any powers by the Township of Greater Madawaska in the above-mentioned minutes then this by-law shall be deemed for all purposes to be the by-law required for approving and authorizing and taking of

any action authorized therein and thereby or required for the exercise of any powers therein by the Township of Greater Madawaska.

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By-Law 57-2018 – Confirmatory Page 2 of 2

3) THAT any member of Council who dissented from any action or proceeding or has abstained from discussion and voting thereon shall be deemed to have dissented or abstained, as the case may be, in respect to this By-Law as it applies to such action or proceeding. 4) THAT the Mayor or designate and the proper officials of the Township of Greater Madawaska are hereby authorized and directed to do all things necessary to give effect to the said actions or to obtain approvals where required, are to execute all documents as may be necessary in that behalf, and the CAO or his/her designate is hereby authorized and directed to affix the Corporate Seal to all such documents. READ a first and second time this 26th of November, 2018 READ a third time and passed this 26th of November, 2018 ____________________________ __________________________ Glenda McKay Allison Holtzhauer Mayor CAO Clerk/Treasurer

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