Minutes of Regular Council Meeting Council Chambers, Town Hall, … · 2018-10-03 · Kayla...

Minutes of Regular Council Meeting

February 11 , 2013

Council Chambers, Town Hall , Arnprior, ON

Present: Mayor David Reid Reeve Walter Stack Councillor Mark Willmer Councillor Ted Strike Councillor Dan Lynch Councillor Lynn Grinstead

Absent: Councillor Lyle Anderson

1. CALL TO ORDER

Also Present: Michael Wildman , CAO Jennifer Morawiec, Director of Corporate Services/

Treasurer Maureen Spratt, Town Clerk Glenn Arthur, Director Recreation Services Karen Deluca, Chief Librarian Janet Carlile, Museum Curator John Okum, Fire Chief Rick Desarmia, Deputy Fire Chief Cory Nicholas, Fire Prevention/Protection Officer Renee Couture, Deputy Treasurer Abby Barclay, Env. Engineering Technologist Robin Smith , Town Planner Kayla Menkhorst, Youth Coordinator Kaila Bowen, Secretariat Services Assistant

Mayor David Reid called the Council meeting to order at 6:30p.m.

2. ADOPTION OF AGENDA Resolution No. 057-13 Moved by Ted Strike Seconded by Mark Willmer BE IT RESOLVED THAT the agenda for the Regular Meeting of Council dated Monday, February 11 , 2013, be adopted.

3. DISCLOSURES OF PECUNIARY INTEREST None

4. QUESTION PERIOD None

5. ADOPTION OF PREVIOUS MINUTES Resolution No. 058-13 Moved by Lynn Grinstead Seconded by Mark Willmer

Resolution CARRIED

Minutes of Regular Council Meeting February 11, 2013

THAT the Minutes of the Regular Meeting of Council dated Monday, January 28, 2013, be adopted.

Resolution CARRIED

Councillor Lynch noted direction was given to the Civil Engineering Technologist to request additional funding for the Arnprior and District Museum Window Restoration Project, staff performed this request however it was unsuccessful. Councillor Lynch thanked the Civil Engineering Technologist for his endeavour.

6. DELEGATIONS None

7. PRESENTATIONS Municipal Accountability (CAO)

The CAO made a presentation to Council, which is attached as Appendix A, and forms part of these minutes.

Mayor Reid noted that this was good information for the public.

8. PUBLIC MEETINGS Resolution No. 059-13 (6:42 p.m.) Moved by Walter Stack Seconded by Ted Strike THAT Council move into a Public Meeting to discuss two planning matters as follows:

a) an Amendment to Zoning By-Law 4990-01, as amended for the lands described as 62 Mclachlin Street South, being Part Lots 5 and 6, Plan 387, Pt. Harrington Estate Reserve, and Plan 32.

b) a Zoning By-Law amendment to the Residential One (R1) Zone, Callahan Estates Subdivision (47-T-09001), to permit an increase in lot coverage for single detached dwellings.

Resolution CARRIED a) ZBL (62 Mclachlin St.)

The Town Planner noted requirements for oral or written submissions prior to adoption of the amending by-law for the purposes of the Ontario Municipal Board requirements.

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At the Mayor's request, staff confirmed that notice of this Public Meeting was placed in the Arnprior Chronicle Guide and was sent out by first class mail to all property owners within 120m of the subject lands. All notification was done in accordance with the Ontario Planning Act and Ont. Regulation 545/06. No comments were received prior to the meeting.

The Town Planner explained that the subject lands are municipally known as 62 Mclachlin Street South, being Part Lots 5 and 6, Plan 387, Pt. Harrington Estate Reserve, and Plan 32. The purpose and effect of the zoning amendment is to amend Zoning By-law 4990-01 for the subject lands from Highway Commercial - Exception Three (HC-E3) to Residential Three- Exception Seventeen (R3-E17), to permit the use of the property for an apartment building. The exceptions being requested to the standard Residential Three (R3) zone provisions are provided below. All other provisions of the Zoning By-law shall apply.

PROVISION CURRENT I PROPOSED REQUIREMENT REQUIREMENT

Lot area (minimum) 1 1860 square metres 1801 square metres

Front Yard Depth (minimum) 6.0 metres 3.7 metres

Interior Side Yard Width 6.0 metres Existing structure= 0.0 metres (minimum)

New= 3.0 metres

Rear Yard Depth (minimum) 10.0 metres 8.0 metres

Dwelling Unit Area 55.0 square metres I Existing structure - 43.6 square j

(minimum) metres

175 units per hectare 1111 units per hectare

I New- 55 square metres I

I D . ( . ) 1 ens1ty max1mum -----1 I Number of Parking I (minimum)

I

Spaces 11.5 spaces per i unit i

dwelling 11.3 spaces per dwelling unit I I i i

The floor was opened to the public for comments, and none were received.

The Town Planner explained that the by-law has been included on tonight's agenda for consideration. If Council wishes, the by-law can be deferred.

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b) ZBL -1/13 (Callahan Estates Subdivision) The Town Planner noted requirements for oral or written submissions prior to adoption of the amending by-law for the purposes of the Ontario Municipal Board requirements.

At the Mayor's request, staff confirmed that notice of this Public Meeting was placed in the Arnprior Chronicle Guide and was sent out by first class mail to all property owners within 120m of the subject lands. All notification was done in accordance with the Ontario Planning Act and Ont. Regulation 545/06. No comments were received prior to the meeting.

The Town Planner explained that the subject lands are described as Part of Lot 5, Concession B, and form parts of the Callahan Farm Subdivision development. The proposed zoning amendment would rezone the lands from Residential One (R1) to Residential One - Exception Twenty-Eight (R1-E28). The exception will allow an increase in lot coverage from 40% to 50%. A portion of the lands are subject to a holding (-h) symbol, recognizing the need for a development agreement prior to development proceeding.

The floor was opened to the public for comments, and none were received.

The Town Planner explained that the by-law has been included on tonight's agenda for consideration. If Council wishes, the by-law can be deferred.

Mayor Reid noted that just because this zoning goes from 40 -50% does not mean that all of the lots being developed on will be increased to this maximum size.

The public meeting was declared closed at 6:50p.m.

Resolution No. 060-13 (6:50p.m.) Moved by Walter Stack Seconded by Ted Strike THAT Council resume to the Regular Meeting of Council.

9. MATIERS TABLED/DEFERRED/UNIFINISHED BUSINESS None

10. STAFF REPORTS a) 2013 Departmental Work Plans Resolution No.061-13 Moved by Lynn Grinstead Seconded by Mark Willmer

Resolution CARRIED

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THAT Council receive the attached 2013 Town of Arnprior Departmental Work Plans. Report and Resolution CARRIED

The CAO made a presentation to Council, which is attached as Appendix 8, and forms part of these minutes.

Members of Council agreed that this was a good document to have, and provided insightful information.

Mayor Reid noted that this was good information for Council and the Public to have. Also, it will definitely help facilitate and manage staff's time, by having a plan of action to refer to.

Reeve Stack echoed the notion that given the recent issues pertaining to finances, it is valueable information and confirms to Council that things are being managed properly. Reeve Stack also noted however, that the Work Plans are administered by staff, and that in the past some Councils have felt it was their role to manage the day to day operations, which is not the case.

b) Joint Recreation Committee- McNab/Braeside & Arnprior Resolution No. 062-13 Moved by Walter Stack Seconded by Dan Lynch THAT Council authorize the release of statistics pertaining to the actual number of users of the Nick Smith Centre to the Towns hip of McNab/ Braes ide in advance of the convening of the Joint Recreation Committee between the Town and the Township.

Report and Resolution CARRIED

The CAO provided the following information: • The Joint Recreation Committee (JRC) has not yet been convened. Thus, it is not

possible for the JRC to report to both Councils with the number of users, by February 1st as required by the Agreement between the Town and the Township

• The Town has very recently been made aware that the Township of McNab/Braeside has agreed to move forward with the JRC.

• Staff has put a great deal of effort into providing a report, beyond the user number, and staff is asking Council to approve the release of these statistics before the JRC convenes as a show of cooperation.

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c) 2012 Annual Fire Service Report Resolution No. 063-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT Council receives the 2012 Annual Fire Report as submitted.

February 11, 2013


The Fire Chief provided the following information: • The report outlines the operational details of the Arnprior Fire Department for 2012 • The Fire Department continues to make assertive changes, in accordance with

their mission statement. • The report notes that there has been a continuous decline in service from

volunteers. The Fire Department is looking at recruitment efforts for volunteer firefighters this year.

• Departmental Training, being a key area of the Department is outlined in the report. It is important for the staff to attend this training.

o In 2012, there was 1563 hours of collective training, with an average of 53% attendance of volunteer firefighters and staff.

• All repairs and services, for the most part, were performed within the normal operating budget

o Two (2) vehicles were tendered and we are expected to receive these vehicles in April 2013.

• There were 132 emergency responses that volunteers were paged out to in 2012 and the average attendance was 36%.

• The estimated fire losses Arnprior in 2012 is 1.9 million dollars. o 1.2 million dollars of that was attributed to arson. o There were 3 fires that were deemed arson in Arnprior in 2012.

• The Smoke Alarm Program met with great success and cooperation from residents.

• All requirements were met for Emergency Management in 2012.

On question of Council the following was clarified:

• Although there was only 36% attendance by volunteers for calls to fires, the Fire Department still had enough firefighters to carry out the basic fire fighting that was required.

• There is DVD training that can be done, however firefighters still must go through performance tests on top of this.

• Firefighters are to make up training sessions. The Arnprior Fire Department provides multiple opportunities to make these up (even on weekends)). The

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statistics of these make up training sessions can be provided at a later date, if requested.

• Courses offered at the Ontario Fire College, are offered to firefighters from all over Ontario (with a mix of municipalities for each course offered). Generally, 2 spaces are available for Arnprior firefighters.

d) Emergency Management Program Committee Terms of Reference Resolution No. 064-13

Moved by Lynn Grinstead Seconded by Mark Willmer THAT Council approves the Terms of Reference for the Arnprior Emergency Management Program Committee.


The Fire Prevention/Protection Officer provided the following information: • The Emergency Management Program Committee (EMPC) consists of municipal

staff and community members. • The Committee guides and oversees the development, implementation and

maintenance of the Town's Emergency Management Program, and conducts an annual review of the program.

• These terms of reference were developed in accordance with the Emergency Management and Civil Protection Act and its Regulation 380/04.

e) Book Tree Project Resolution No. 065-13 Moved by Dan Lynch Seconded by Walter Stack THAT Council approve the writing and distribution of a letter of interest to the Best Start Network and The Book Tree Working Group, to allow Arnprior to be one of the first communities in Renfrew County and Canada to receive a Book Tree, and

THAT the letter of interest include the location of the Book Tree, to be placed behind the library, near the Bell Tower, and in conjunction with the Town Square Project


The Youth Coordinator provided the following information: • This project will allow four (4) Book Trees to be placed in Renfrew County, as the

first Book Trees in Canada, and one of these (if approved) will be in Arnprior. • The goal of this project is to get more books into children's (ages 0-12) hands, to

improve literacy and encourage reading.

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• If approved the Book Tree would be placed in spring of 2013.

On question of Council the following was clarified: • The Chief Librarian is completely on board with this project, and the Youth

Program is in partnering with the Library on this project • The Library has agreed to help monitor the tree, • This does not have to be permanent, if it does not work out for some reason it can

be taken out at any time. • There is no cost initially, and $500.00 is provided as a start off cost. The hope is

that people from the community will replace books, with their used books. The Library, Best Start Program, and the Youth Program will also feed the books on an ongoing basis.

• The Town will be responsible for the ongoing maintenance of the Book Tree.

f) Amendment to By-law 6000-11 Regulation of Traffic Control and Parking Resolution No. 066-13 Moved by Ted Strike Seconded by Dan Lynch THAT By-law Number 6000-11, be amended to remove the "No Parking" restriction on the west side of Albert Street between Ottawa and Victoria Street; and

FURTHER THAT the "No Parking" restriction remain on the west side between Victoria and Burwash Streets.


The Town Clerk provided the following information: • The Town of Arnprior following the passing of By-law No. 6000-11 began

receiving queries on the reasoning behind the parking restrictions on Albert Street west between Ottawa and Victoria Street.

• The only by-law found to restrict parking in this area, was By-law No. 4613-97, which restricted parking on the west side of Albert Street between Victoria and Ewen Street. This by-law was intended to be temporary, until the WPCC plant expansion was complete.

• By-law No. 4613-97 was repealed by By-law No. 4625-97 in December 1997. • The transfer of this parking restriction onto the new By-law 6000-11 was most

likely done in error, and staff believes it should be removed.

g) Municipalities Employees Benefit Program Resolution No. 067-13 Moved by Walter Stack Seconded by Dan Lynch

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THAT Council receive the following information regarding the Employee Benefits Program in which the Town of Arnprior is a member.


The CAO noted as a point of clarification, the County-wide program is not to be construed as a "County lead program."

The Director of Corporate Services/ Treasurer provided the following information: • The Employee Benefits Program is managed through a Municipalities Benefits

Committee (MBC). • The previous treasurer was a member of this committee, and the new Director of

Corporate Services/ Treasurer has continued in this role. • After discussions with Cowan, a contribution vacation is seen as the only viable

option. • The Town of Arnprior is seen to have a $70 000.00 cost savings in 2013, due to

the built up surplus. • Council controls the use of the credited surplus funds.

On question of Council the following was clarified: • Staff cannot comment on the rate going forward at this time, more information on

this will be available in the future.

11. COMMITTEE REPORTS AND MINUTES a) Town Square Resolution No. 068-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT Council receives this report for information and approves the Town Square Concept Plan in principle, draft budget, sponsorship program and the creation of a fundraising sign to create awareness and interest in this project, as outlined herein, and

THAT the Ad-hoc Committee return with a recommended final design of the Town Square project for Council approval and authorization to proceed prior to a tender being issued in accordance with the Town's procurement policies, and

THAT Council directs the Town Square Ad-hoc Committee to research appropriate green space, tourism and other grant opportunities in support of this project, as they arise and present the applications for grant funding to Council for approval prior to making applications.


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Councillor Grinstead provided the following information: • The committee has a draft concept plan, and a draft budget of approximately

$107,000. • The Ad Hoc Committee is asking that Council approve a modification of the

sponsorship program. • The Committee is also seeking a fundraising sign, to help with the funds being

raised • Grant opportunities have arisen recently. A grant application for the CN

EcoConnexions was received this on Friday. By the next Council meeting the Committee will have the grant application ready, for approval.

On question of Council the following was clarified: • Staff will check the wording for either McLachlin Park West or Hydro Park West. • There is a list of over 30 companies that will be asked to donate. • The donation amount has changed from $50.00 to $150.00, but this does not

mean that people cannot donate less than $150.00, just those individuals that do donate $150.00+ will be listed on a plaque of contributions.

• Lighting and power, tree species and height will be looked into and factored into the budget.

• A point where the public will have a chance to speak to this plan will be put in place (the date to be announced in the near future), as well as there will be a comments bar, for public feedback, put on the Town's website in the near future.

Reeve Stack noted Bruce Mcintyre, from the County of Renfrew, deals with grants and grant applications full time, and would be happy to assist with this project.

12. MOTIONS TO ADOPT DECISIONS None

13. BYLAWS Resolution No. 069-13 Moved by Walter Stack Seconded by Dan Lynch THAT the following by-laws be and are hereby enacted and passed:

a) By-law No. 6189-13- Procurement Policy b) By-law No. 6190-13 -Advisory Committee Terms of Reference c) By-law No. 6192-13- Amend Zoning By-law 4990-01 (Callahan Farm Subdivision) d) By-law No. 6193-13- Amend Zoning By-law 4990-01 (62 McLachlin St.) e) By-law No. 6194-13- Amend By-law 6000-11 Traffic Control and Parking

Resolution CARRIED

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14. NOTICE OF MOTIONS a) Notice of Motion - Bar & Catering Service Review, Nick Smith Center Moved by Walter Stack

THAT the CAO be directed to conduct a review of alternative service delivery methods for bar and catering services at the Nick Smith Center with the objective of reducing and mitigating risks and liabilities to the Town, and

THAT the GAO report his findings to Council in the form of a staff report with recommendations.

Mayor Reid stated that this notice of motion will be discussed at the next Regular Council Meeting.

15. REEVE'S REPORT FROM COUNTY COUNCIL Reeve Walter Stack provided the following brief from County Council:

• Jan 3 County Council meeting : o Alastair Baird did a presentation on economic development, and is willing to

go to each municipality. It would be a good idea to invite him to come to the Town of Arnprior to do a presentation.

o The Trade Show coming in 2014 was discussed. o The 2013 budget of $36 052 253.00, with an overall 2% increase in the

levy, was passed. o Information was provided by social services on the childcare situation in the

County. There have been reductions in the programs for the childcare in the County. The childcare is secure for the next couple of years; however it does not look sustainable after this time frame. The County will continue to keep an eye on this. Information on the Homeless Program will be left in the Clerk's office for information.

• Operation Committee Report - there was an identified "Connecting Links" issue. Historically there had been a fund of money that the province provided, for maintenance on the connecting links (certain bridges, roads, etc.) in the County (and elsewhere). However, this fund no longer exists. The connecting links are always the responsibility and owned by the municipality, however the province maintained them. Now, the province will no longer be maintaining these, which leaves the County with some uncertainty. The County will keep looking at updates on this matter.

It is important to note that the "extra money" the province put into Ontario Infrastructure Funding was raised by taking the "Connecting Link Funds" away and moving them there instead.

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• A webinar was put out by the province, outlining the minimum winter maintenance standards of roads. There are legal implications outlined on this webinar also. It is very informative, and the CAO has a copy of this webinar, if anyone is interested.

• It is important to make a note that the County of Renfrew has a couple spare snow plow trucks that any municipality (in Renfrew County) can take on loan if necessary.

• There is a joint fuel tender that is starting to be formulated, at the County. This may present some cost savings for everyone.

• An interesting fact is that Renfrew County pays $1 250 000.00 a year for salt.

Mayor Reid enquired about the current weighted vote, and how often the County revisits their by-law, as Arnprior's weighted vote could be on the rise. Reeve Stack noted that he would look into the matter.

16. CORRESPONDENCE & PETITIONS a) Correspondence Package No. 1-13-FEB-03 Resolution No. 070-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT the Correspondence Package No. 1-13-FEB-03 be received as information and filed accordingly.

Resolution CARRIED

Councillor Lynch noted that if the Town can get 10 interested participants for the "Canada's Gas Tax Fund" no-cost seminar (page 7, "Federal Matters") the presenter will host a meeting locally.

b) Correspondence Package No. A-13-FEB-02 Resolution No. 071-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT the Correspondence Package No. A-13-FEB-02 be received and that the recommendations outlined be brought forward for Council's consideration.

1) Heart and Stroke Foundation Resolution No. 072-13 Moved by Lynn Grinstead Seconded by Mark Willmer

Resolution Carried

WHEREAS: Heart Disease and Stroke take the life of one Canadian every 7 minutes;

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AND WHEREAS: the Heart and Stroke Foundation, a volunteer-based health charity, leads in preventing and reducing the impact of heart disease and stroke. The Foundation protects the lives of all Canadians by funding life-giving scientific research and medical advances, the promotion of healthy living, education and social change;

AND WHEREAS: February is Heart Month in Canada, during which the Heart and Stroke Foundation Person-to-Person Campaign takes place, to support ongoing heart disease and stroke research and programs;

AND WHEREAS: We applaud and commend the thousands of volunteers, staff and researchers of the Heart and Stroke Foundation of Ontario for their dedication and commitment and wish them continued success;

THEREFORE the Council of the Town of Arnprior proclaims that the month of February be observed as "Heart Month" in Arnprior and urges all citizens to cooperate with the Heart and Stroke Foundation of Ontario Person-to-Person Campaign, and all civic, social and fraternal organizations and business establishments to give this campaign the greatest possible support. Put your heart into it and make a difference!

2) Municipality of Central Huron Resolution No. 073-12 Moved by Lynn Grinstead Seconded by Mark Willmer

Resolution CARRIED

WHEREAS School Crossing Guards play a vital role in road safety for Children; and

WHEREAS the School Crossing Guard mandate is to ensure children can cross streets safely as they travel to and from school; and

WHEREAS the Highway Traffic Act, RS.O. 1990, Chapter H.8, Section 176(1) defines a "school crossing guard" as a person sixteen years of age or older who is directing the movement of persons across a highway and who is,

a) Employed by a municipality, or b) Employed by a corporation

AND WHEREAS the expenses for the provision of the Crossing Guard Program are the responsibility of the municipality who chooses to provide the service and these expenses are a burden on the taxpayers of that municipality;

AND WHEREAS the Education Act, RS.O. 1990, Chapter E.2, Section 190 (1) states a board may provide for

a) A pupil who is enrolled in a school that the board operates;

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b) A resident pupil of the board who is enrolled in a school operated by another board under an agreement between the boards;

c) A pupil in respect of whom the Minister pays the cost of education under the regulations, transportation to and from the school that the pupil attends.

NOW THEREFORE BE IT RESOLVED THAT the Council of the Town of Arnprior supports the Municipality of Central Huron and requests that the Minister of Education change the Education Act to be the responsible authority for the Crossing Guard Program

and the Minister of Education be responsible for the costs of the Crossing Guard Program;

AND THAT the Highway Traffic Act, R.S.O. 1990, Chapter H.8, Section 176(1) be amended to change the definition of "school crossing guard" to be employed by the Minister of Education.

AND THAT this resolution be circulated to the Minister of Education, Minister of Transportation, AMO, and to Renfrew County Municipalities for their support.

Resolution CARRIED

17. ANNOUNCEMENTS Councillor Lynch announced that 2013 is recognized as the year of the 601

h Anniversary of the Korean War. Thank you to our Korean Veterans, on behalf of the Council, staff, and residents of the Town of Am prior.

Mayor Reid welcomed the new Human Resources Officer, Laura Garbuio to the Corporation of the Town of Arnprior Team. He also noted that her start date is March 4, 2013.

Mayor Reid also wished everyone a Happy Valentine's Day, and noted that he will be away on vacation with his family for the next two Regular Council Meetings, and Councillor Grinstead will be the Deputy Mayor, in his absence.

18. MEDIA QUESTIONS None

19. CLOSED SESSION (8:15p.m.) Resolution No. 074-13 Moved by Dan Lynch Seconded by Ted Strike

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THAT Council meet in closed session to discuss two (2) matters regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board [Section 239(2){e)]- Claim/Odour/Infrastructure Degradation. AND three (3) matters regarding a personal matter about an identifiable individual including [Section 239 (2) (b)] Striking Committee Chairs and Vice Chairs (Awards/ Staffing).

Resolution No. 075-13 (9:55p.m.) Moved by Lynn Grinstead

Seconded by Mark Willmer THAT Council resume to Open Session.

Resolution No. 076-13 Moved by Mark Willmer Seconded by Lynn Grinstead THAT the closed minutes dated January 28, 2013 be adopted.

Resolution No. 077-13 Moved by Dan Lynch Seconded by Walter Stack Item #1 That the CAO be directed to proceed as instructed.

Resolution CARRIED

Resolution CARRIED

Resolution CARRIED

Item #3 THAT the following ChairsNice Chairs be appointed to the various committees of Council:

a) Operations Committee- Chair Ted StrikeNice Chair Dan Lynch b) Corporate Services Committee - Chair Walter StackNice Chair Lyle

Anderson c) Community Development Committee - Chair Mark WillmerNice Chair Lynn

Grinstead d) Joint Recreation Committee - Chair David Reid

Item #4 THAT the Volunteer of the Year, as selected by Council be notified, and THAT the Award be presented at the Greater Arnprior Chamber of Commerce Event on April11, 2013.

ltem#5 THAT Staff pursue assistance to review practices and procedures. Resolution CARRIED

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Resolution No. 078-13 Moved by Dan Lynch Seconded by Walter Stack

February 11, 2013

THAT the CAO be directed to seek a review from the Town's solicitor and if no material changes to the letter are required that a letter be issued.

(Unanimously)

20. CONFIRMATORY BY-LAW Resolution No. 079-13 Moved by Walter Stack Seconded by Dan Lynch

Resolution CARRIED

THAT By-Law No.6195-13 being a By-law to confirm the proceedings of the Regular Meeting of Council held on February 11, 2013 and it is hereby enacted and passed.

21. ADJOURNMENT Resolution No. 080-13 Moved by Lynn Grinstead Seconded by Mark Willmer THAT this meeting of Council be adjourned at 10:01 p.m.

Resolution CARRIED

Resolution CARRIED

Maureen Spratt, Town Clerk

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I Town of Arnprior Municipal Accountability

Background

M. Wildman, CAO Council February 11, 2013

~ New administration has recently reported to Council on financial matters

~ Staff will continue to update Council throughout the year, and as necessary until the financial matters are addressed to the best of our ability

kbowen

Typewritten Text

Appendix A

I I I I

Discussion - Council's Role ~ Role of council ~ 224. It is the role of council, ~ (a) to represent the public and to consider the

well-being and interests of the municipality; ~ (b) to develop and evaluate the policies and

programs of the municipality; ~ (c) to determine which services the

municipality provides;

Discussion Council's Role ~ (d) to ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to rmplement the decisions of council; ., (d.l) to ensure the accountability and transparency of the operations of the

municipality, including the activities of the senior management of the municipality; ~ (e) to maintain the financial integrity of the municipality; and • (f) to carry out the duties of council under this or any other Act. 2001, c. 25, s. 224; 2006, c. 32, Sched. A, s. 99.

Discussion - Municipality ~ Adoption of policies ~ 270. (1) A municipality shall adopt and

maintain policies with respect to the following matters:

~ 1. Its sale and other disposition of land. ~ 2. Its hiring of employees. ~ 3. Its procurement of goods and services. ~ 4. The circumstances in which the

municipality shall provide notice to the public and, if notice is to be provided, the form, manner and times notice shall be given.

Discussion - Municipality ~ 5. The manner in which the municipality will

try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public.

~ 6. The delegation of its powers and duties. 2006, c. 32, Sched. A, s. 113.

Discussion - Who Reports?

The Director of Corporate Services/Treasurer acts as the Town's Treasurer within the meaning of the Municipal Act, 2001, S.O. 200l,c. 25

~ Treasurer is a statutory appointment pursuant to section 286.1 of the Municipal Act, 2001, S.O. 2001, c. 25

Discussion - Treasurer's Duties ~ Treasurer ., 286. (1) A municipality shall appoint a treasurer

who is responsible for handling all of the financial affairs of the municipality on behalf of and in the manner directed by the council of the municipality, including, (a) collecting money payable to the municipality and issuing receipts for those payments; (b) depositing all money received on behalf of the municipality in a financial institution designated by the municipality; (c) paying all debts of the municipality and other expenditures authorized by the municipality;

Discussion -Treasurer's Duties

~ (d) maintaining accurate records and accounts of the financial affairs of the m u n i c i pa I i ty;

~ (e) providing the council with such information with respect to the financial affairs of the municipality as it requires or requests;

• (f) ensuring investments of the municipality are made in compliance with the regulations made under section 418. 2001, c. 25, s. 286 ( 1 ).

Discussion - Administration

• Municipal administration 227. It is the role of the officers and employees of the municipality, (a) to implement council's decisions and establish administrative practices and procedures to carry out council's decisions;

Discussion - Open to the public ~ Meetings open to public ~ 239. (1) Except as provided in this section,

all meetings shall be open to the public. 2001' c. 25, s. 239 (1 ).

~ There are no exemptions which would restrict release of a Financial Report, therefore disclosure is required.

~ Staff will continue to act and report in accordance with the provisions of the Municipal Act & pursuant to our Strategic Plan

Questions

I Town of Arnprior Departmental Work Plans

Background

M. Wildman, CAO Co unci I February 1 1 , 2 0 1 3

~ January 14, 201 3 Council approved the Strategic Plan

• Strategic Plan - 201 7 Visions (7 in total), with pertinent ones being: "#4. Effective Service Delivery" and "# 7. Business Friendly"

.- Strategic Plan - Core Values (5 in total), with pertinent ones being: "#1. Accountability, Dependability and Reliability" and"# 5.

Open and Transparent".

• • - · • ·~ v . .........

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Typewritten Text

Appendix B

Background cont ...

Strategic Plan - Key Priority Areas (1 2 in total), with pertinent ones focused on "internal" matters, being "HR & Organizational Chart" as well as "Financial Model"

~; Common themes are Service Delivery, Accountability (Oversight) and internal organizational improvements

.. Departmental Work Plans will help address these themes

Discussion

Departmental Work Plans will provide Council with enhanced knowledge of ongoing activities within each department, and the Town as a whole, thus improving Council's oversight

~ Macro level snap shots of each department's key activities on an annual basis Knowledge of what is occurring at present, and also what is planned to occur throughout . a g1ven year

Discussion cont ...

~ Information is an effective tool for members of council when responding to constituents' . . . 1nqu1nes

• Collateral benefit - responds to 201 7 Vision items "#4. Effective Service Delivery" and "# 7. Business Friendly", as well as Core Values "#1. Accountability, Dependability and Reliability" and"# 5. Open and Transparent".

Discussion cont ....

Departmental Work Plans will help to identify where human, physical and financial resources will be focused both in the short and longer terms

~ Collateral benefit - assist in satisfying Strategic Plan, 201 3 Action Plan "Financial Model, action item # 1 Finalize the draft 201 3 Budget and enhance its format" and "action item #2 1 0 Year Long Range Capital Forecast in place".

Discussion cont ....

~ Departmental Work Plans are not static, they are dynamic- may need to be adjusted occasionally throughout the year in order to respond to new and emerging issues, constraints and o p port u n it i e s.

Questions

Minutes of Regular Council Meeting Council Chambers, Town Hall, … · 2018-10-03 · Kayla...

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Transcript of Minutes of Regular Council Meeting Council Chambers, Town Hall, … · 2018-10-03 · Kayla...