Council Info June 5, 2023

Posted On Tuesday June 06, 2023

The following is a summary of major discussion items presented at Council and Committee of the Whole on June 5, 2023. Please refer to the website for the complete and official records of the meeting including consent agenda items, motions of Council, communications, detailed reports, and attachments.

You can watch Council meetings live on Rogers TV Channel 6, on demand at www.rogerstv.com, or stream here. Council is also broadcasted live on Bruce Telecom TV.

(Note: if there is a technical interruption during the live stream you may find meetings on YouTube).

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Birchwood Trail - Kinhuron Subdivision Petition

Council received the petition and it will be considered through upcoming discussions on the Birchwood Trail.

Westario Power Inc. Shareholders Meeting

Council is required to appoint two people as a Westario Power Inc. shareholder to vote at the Annual General Meeting. Council of the Municipality of Kincardine, appointed Kenneth Craig, Mayor and Jillene Bellchamber-Glazier, Chief Administrative Officer as a Westario Power Inc. Shareholder and vote on behalf of Council of the Municipality of Kincardine at the 2023 Annual General Meeting.

Prince Edward County’s Resolution No. 2023-294 regarding Declaring Intimate Partner Violence an Epidemic

This motion was provided by Councillor Prenger for Council's consideration. Attached is Prince Edward County’s Resolution No. 2023-294 regarding Declaring Intimate Partner Violence an Epidemic that appeared on the May 15, 2023 Consent Agenda.

Municipality of Kincardine supported Prince Edward County’s Resolution No. 2023-294 regarding Declaring Intimate Partner Violence an Epidemic.

Consideration of By-laws

Code of Conduct By-law

The “Code of Conduct for Members of Council Local Boards & Committees Policy By-law” was passed by Council.

Council and Staff Relations Policy By-law

The “Council and Staff Relations Policy By-law” was approved by Council.

Brucedale Community Centre (2023) Agreement By-law

The “Brucedale Community Centre (2023) Agreement By-law” was approved by Council. 

Committee of the Whole

Delegations

Kincardine Pride Inc.

Fort Papalia, President of Kincardine Pride Inc. will be presenting information on the Kincardine Pride Parade and 2SLGBTQ+ Celebration on Saturday June 24, 2023.

Reports

2022 Consolidated Financial Statements

The Municipal Act, 2001 requires that every municipality prepare annual audited financial statements. Kincardine’s 2022 financial statement audit has been completed by KPMG. Audit fieldwork was primarily conducted in March 2023 with the financial statement preparation and consolidation performed thereafter.

Finance staff ensured all deliverables and timelines were achieved as planned. The 2022 draft consolidated financial statements are attached and require Council approval in order to proceed in preparing the final document.

Once finalized, the financial statements will be posted on the municipal website and will be made available to the public by hardcopy upon request and at no cost.

KPMG’s lead audit engagement partner, Matthew Betik, presented the Audit Findings Report to Council.

Council approved the draft 2022 Consolidated Financial Statements as presented.

Governance Review - Final Report

StrategyCorp was contracted to do a review of the Municipality’s governance structure. Council members were provided the opportunity to have one on one feed back which informed the Current State Assessment that was presented on March 20, 2023 for further Council feedback. On May 1st, 2023 StrategyCorp came to Council with the draft final report to receive feedback from Council to confirm any final amendments.

Chris Loreto from StrategyCorp was in attendance to provide an overview of the finalized Governance Review Report.

Council received the Governance Review – Final Report; and directed Staff to bring back the draft Procedure By-law for review and a proposed timeline for implementation. 

Proposed Changes to the Community Investment Grant, Legislative Services-2023-11

The Community Investment Grant Evaluation Team met on May 17, 2023, to discuss updating the Community Investment Grant Policy. The Team is recommending four changes to the Policy:

  1. Changing the minor sports funding formula to 60/40, with 60% attributed to facility costs incurred by the minor sport group and 40% attributed to enrollment numbers;
  2. That the funding amount requested per group and the maximum amount granted must not exceed $5,000;
  3. Evaluate festival applications in the same pool as the other local, non-profit organizations who apply to Community Investment Grant; and
  4. Remove funding streams.

Council referred this back to Staff and the Community Investment Grant Committee  for further review

Queen Street Long Term Financing (2023) By-law

The purpose of this report is to provide information on the terms of the long-term borrowing to finance the Queen Street Reconstruction project as approved in the 2023 budget. A debenture will be required in the amount of $4,556,500 with a repayment term of 20 years.

Infrastructure Ontario requires that a Borrowing By-law be enacted to authorize undertaking long-term debt. A draft copy of this by-law is attached.

The Staff Report #2023-17 entitled Queen Street Reconstruction Borrowing was received; and authorization was given to obtain a $4,556,500 debenture from Ontario Infrastructure and Lands Corporation (“OILC”) for long-term financing with repayment terms of 20 years to finance the Queen Street Sewermain project.

Council authorized the Treasurer to sign any necessary and related documents and Council passed the “Queen Street Long Term Financing (2023) By-law.

Limiting Distance Agreement

A two storey, single-family dwelling is proposed on Lot 8 (61 Inverness St. North) in Kincardine, which is proposed to be located at a side yard distance of 1.25m from the northerly property line. Under the Ontario Building Code, the percentage of glazed openings (windows/doors) must be calculated in relation to the exposed building face for the encroaching exterior wall. As the calculated percentage exceeds the limits permitted under the Building Code, a Limiting Distance Agreement is required between the owners of the subject properties. Under the provisions of the Ontario Building Code, the spatial separation required from any residential building situated on PLAN 3M259 BLK 49 shall be located no closer than 4m to the common lot line between PLAN 3M259 LOT 8 (61 Inverness St. North).

Council approved the “Limiting Distance Agreement - 61 Inverness Street North By-law.”

Consent Agenda

Items listed under the Consent Agenda are considered routine and are enacted in one motion as a Matter Arising. The exception to this rule is that a Council member or the Chief Administrative Officer may request one or more items to be removed from the consent agenda for separate discussion and action.

Request for Noise By-law Exemption - Wedding

Council authorized the request of Brandon Finnie for an exemption from the provisions of the Noise Control By-law No. 2008-076; for the hours of 11:00 p.m. Saturday, September 23, 2023 to 2:00 a.m. Sunday, September 24, 2023 for a wedding event being held at 26 Parkwood St. Tiverton. 

Request for Noise By-law Exemption - Rock with your Docs

Council authorized the request of Jason Murray for an exemption from the provisions of the Noise Control By-law No. 2008-076; for the hours of 11:00 p.m., Saturday, June 17, 2023 to 2:00 a.m. on Sunday, June 18, 2023 for fundraising event "Rock with your Docs" being held at the Davidson Centre.

Statistical and Information Reports

2022 Annual Investment Report, Financial Services-2023-18

The purpose of this report is to provide Council with an annual update on the status of the Municipality’s investments. This is a requirement of Regulation 438/97 of the Municipal Act, 2001 and the Municipality’s Investment Policy GG.2.11.

Inclusion, Diversity, Equity and Access Progress Update, Strategic Initiatives-2023-06

The IDEA Action Plan was developed in 2022 based on public feedback and consultation with key stakeholder groups and includes both short-term and long-term actions that the municipality can undertake to address inclusion, diversity, equity and access. The purpose of this report is to provide a summary of the progress made over the past 5 months.

Site Plan Approval – 104 King St - Tiverton, Development Services-2023-12

The Report provides notice to Council of Site Plan approval for a second storey accessory residential unit (ARU) at 104 King St – Tiverton, Ontario.

Closed meeting

Mayor Craig reported that a closed meeting for the purpose of considering labour relations or employee negotiations (Human Resources Policy Manual), pursuant to Section 239 (2) of the Municipal Act, 2001, as amended. This session was for information only and no direction was provided to Staff.

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