Municipal Services Committee (PW)

it resolved that the Procedural By-Law be set aside to move Agenda item 17.1 (Notice of Motion) up to be discussed under Agenda Item 16.3 (New Business).

it resolved, that the Agenda be approved and adopted as amended.

it resolved that the Municipal Services Committee acknowledges the delegation by Chris Warner-Smith, IDEA, regarding proposal for consulting services for Chantry Office options.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the Development Services Department Update including the Permit and Application Year to Year Comparison and the June 2025 Permit and Application Activity be received for information, as presented in MSC report DS-2025-18.

it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed authorizing the Mayor and Clerk to sign an agreement with the Village of Westport for the provision of services under the Building Code Act and the Residential Tenancies Act, as presented in MSC Report DS-2025-19.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the Road Naming Considerations report be received for information, as presented in DS-2025-20.

WHEREAS the current Road Naming Policy results in significant staff time and community disruption, often over issues that relate only to wayfinding and not to public safety; AND WHEREAS the financial cost, community turmoil, and staff workload caused by these changes are not justified given the limited impact; AND WHEREAS Council recognizes the need to prioritize staff time and resources toward more pressing municipal priorities; NOW THEREFORE BE IT RESOLVED THAT Council direct staff to update the Road Naming Policy to address only true duplicate road names within the Township of Rideau Lakes that create confusion or risk within the Township’s boundaries; AND THAT all other road naming or renaming issues not be undertaken unless supported by a written recommendation from one of the following: Emergency Services, The United Counties of Leeds and Grenville, or A third-party agency such as Canada Post; AND THAT staff complete this policy update as time permits, recognizing the higher priority of other municipal initiatives, but within the 2026 year.

it resolved that the Municipal Services Committee recommends to Council that the July 2025 Roads Progress Report be received, as presented in MSC report RDS-2025-20.

it resolved that the Municipal Services Committee (MSC) recommends to Council that staff be authorized to order a tandem plow truck from Rush Truck Center at a cost of $454,032.89 plus the Township’s portion of the HST and that in accordance with Section 284.16 (1) of the Strong Mayor Power’s legislation this be a pre-approved capital item in the 2026 budget, as presented in MSC report RDS-2025-21.

it resolved that the main motion be amended to add option #1 (Add an all-way stop to be installed at the intersection of Summers and Hartsgravel Road.

it resolved that the Municipal Services Committee recommends to Council that the Safety Improvements for Summers, Hartsgravel and Smith Road report be received for information, and further that staff be directed to proceed with improvements #2 (Bring Smith Road up to a standard to accommodate tractor trailers), #3 (Install school zone signs) and #4 (Increased police presence during school hours), as presented in MSC report RDS-2025-22.

it resolved that the Municipal Services Committee (MSC) recommends that Council receives the July 2025 Environmental Service Update for information purposes, as presented in MSC report ENV-2025-12.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the Municipal Properties Update Report for July 14, 2025, be received for information, as presented in MSC report FAC-2025-26.

it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives for information purposes, the Roof Inspection Report for the Carriage House at the Gallagher property and further directs staff to make inhouse temporary repairs to the roof to mitigate further damage while a comprehensive plan for the property is decided, as presented in MSC Report FAC-2025-27.

it resolved that the Municipal Services Committee (MSC) recommends to Council that it receive for information purposes, proposed erosion option for Portland Beach and Hanna Park, as presented in MSC Report FAC-2025-28.

it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to outsource water testing and inspections of all Township facilities to Whitteker Environmental Services, as presented in MSC report FAC-2025-29.

it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives the Treasury Year-to-Date Summary for June 2025, as present in MSC report FIN-2025-12.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the Emergency & Protective Services monthly update provided on July 14th ,2025 covering the period of June 1st ,2025 to June 30th, 2025 be received, as presented in MSC Report FIRE-2025-16.

it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed authorizing the Mayor and Clerk to sign a contract for the purchase of one Pumper unit from Commercial Fire Trucks in the amount of $792,311, (plus the Township’s portion of the HST) and further pre-approves this capital purchase in the 2026 budget, and further approves a budget deviation in the amount of $79,231.10 to be funded from year end result or the infrastructure reserve, if needed, as presented in MSC Report Fire-2025-17.

it resolved, that the Municipal Services Committee Acknowledges the following Community Enhancement Committee minutes: Delta and Area CEC Meeting: June 25, 2025 Elgin and Area CEC Meeting: June 25, 2025 Portland and Area CEC Meeting: June 18, 2025 South Elmsley and Area CEC Meeting: June 12, 2025

WHEREAS at the Elgin and Area Community Enhancement Committee meeting held June 25, 2025, Resolution #17-2025 was passed that Jordan purchase an infant swing and have it installed as soon as possible at Sand Lake Park; AND WHEREAS, an infant swing intended for public use must meet specific safety certifications and standards to ensure it is safe for infants and compliant with regulations; NOW THEREFORE be it resolved, that the Municipal Services Committee recommends to Council that staff review the location and procure a Canada Consumer Product Safety Act (CCPSA) compliant infant swing for proper installation on the existing play equipment at Sand Lake Park.

it resolved that a porta-potty be placed at Sand Lake Park for the months of July, August and September.

it resolved that the Municipal Services Committee recommends to Council that staff be authorized to submit an application to the Rural Ontario Development (ROD) program in an amount up to $170,000 (total project cost over a two-year period) with at least 65% municipal funding (approximately $55,000 per year) being included in the 2026-2027 budget(s), as presented in MSC report ADM-2025-09.

it resolved that the Municipal Services Committee (MSC) receives the update on the the After School Program, as presented in MSC Report CLS-2025-18.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the July 2025 Recreation Update be received for information, as presented in MSC report CLS-2025-19.

it resolved that the main motion be amended to reflect option #3 (Council agrees to pay on an annual basis, the insurance coverage for both groups under committed Community Grants).

it resolved that the Municipal Services Committee (MSC) recommends to Council that Option #3 (Council agrees to pay on an annual basis, the insurance coverage for both groups), as presented in MSC report ADM-2025-08.

it resolved that the Municipal Services Committee (MSC) recommends to Council that Option #2 (Delta and Area CEC and the Elgin and Area CEC make the groups a Sub-Committee), as presented in MSC report ADM-2025-08; AND FURTHER that a By-Law be brought forward to amend the Community Enhancement Committees Terms of Reference to reflect an exception to allow the Beverley Seniors and the Elgin Friendship Club to maintain their own financials.

it resolved, that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to amend the Human Resource Policy to: Update the Leave of Absence Policy HR-400-1, Update the Workplace Violence and Workplace Harassment Policy HR-600-02, Update Statutory Paid Holidays Policy HR-700-04, Adopt the Artificial Intelligence Use Policy HR-200-16, AND FURTHER that the Council-Staff Relationship Policy be amended, as presented in MSC report CAO-2025-12.

it resolved, that the Municipal Services Committee receives and files Correspondence Items 15.1 and 15.2.

WHEREAS Portland Hall is now a centrally located and accessible municipal facility; AND WHEREAS there is a growing need for modern AV capabilities and improved acoustics to support diverse uses; NOW THEREFORE be it resolved that Council direct staff to engage qualified AV and acoustic professionals to assess Portland Hall and recommend: Equipment to support Council and Township functions, community rentals, multimedia presentations, and outdoor/wireless needs; cost-effective AV solutions; Sound absorption treatments to reduce echo and improve audio quality. AND FURTHER that staff consult the Portland Hall Board and facility staff to identify any additional operational issues since the hall’s opening; AND FURTHER that staff report back to Council with recommendations and cost estimates of needed changes or equipment to guide future improvements.

WHEREAS Mayor Hoogenboom made public statements on June 25 and June 27, 2025, including allegations of “ongoing harassment” by Council and claims that Council ignored legal, architectural, and staff advice; AND WHEREAS these comments raise concerns regarding their accuracy, tone, and potential impact on public trust, staff morale, and Council integrity; NOW THEREFORE be it resolved that, The Mayor, and staff if required, respond to and clearly answer the questions and concerns outlined in this report. The Mayor be requested to clarify or retract the false public claims made, or provide specific examples and documentation where applicable. That this motion and report be submitted to the public record and circulated to the Integrity Commissioner, the Minister of Municipal Affairs and Housing and the Ontario Ombudsman.

it resolved that Committee extends the meeting beyond 2:00 p.m.

it resolved, that the Municipal Services Committee moves into closed session at 2:34 p.m. to discuss the following matters: Section 239 (2)(c) - A proposed or pending acquisition or disposition of land by the Municipality or local board Section 239(2)(f) - Advice that is subject to solicitor-client privilege, including communications necessary for that purpose Section 239(2)(f) - Advice that is subject to solicitor-client privilege, including communications necessary for that purpose Section 239(2)(b) - Personal matter about an identifiable individual including municipal or local board employees.

Be it resolved that the Procedural By-Law be set aside to move Agenda item 17.1 (Notice of Motion) up to be discussed under Agenda Item 16.3 (New Business).

Be it resolved, that the Agenda be approved and adopted as amended.

Be it resolved that the Municipal Services Committee acknowledges the delegation by Chris Warner-Smith, IDEA, regarding proposal for consulting services for Chantry Office options.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the Development Services Department Update including the Permit and Application Year to Year Comparison and the June 2025 Permit and Application Activity be received for information, as presented in MSC report DS-2025-18.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed authorizing the Mayor and Clerk to sign an agreement with the Village of Westport for the provision of services under the Building Code Act and the Residential Tenancies Act, as presented in MSC Report DS-2025-19.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the Road Naming Considerations report be received for information, as presented in DS-2025-20. Municipal Services Committee (PW) Monday, July 14, 2025 Pg. 4

Be it resolved that the Municipal Services Committee recommends to Council that the July 2025 Roads Progress Report be received, as presented in MSC report RDS-2025- 20.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that staff be authorized to order a tandem plow truck from Rush Truck Center at a cost of $454,032.89 plus the Township’s portion of the HST and that in accordance with Section 284.16 (1) of the Strong Mayor Power’s legislation this be a pre-approved capital item in the 2026 budget, as presented in MSC report RDS-2025-21.

Be it resolved that the main motion be amended to add option #1 (Add an all-way stop to be installed at the intersection of Summers and Hartsgravel Road.

Be it resolved that the Municipal Services Committee recommends to Council that the Safety Improvements for Summers, Hartsgravel and Smith Road report be received for information, and further that staff be directed to proceed with improvements #2 (Bring Smith Road up to a standard to accommodate tractor trailers), #3 (Install school zone signs) and #4 (Increased police presence during school hours), as presented in MSC report RDS-2025-22.

Be it resolved that the Municipal Services Committee (MSC) recommends that Council receives the July 2025 Environmental Service Update for information purposes, as presented in MSC report ENV-2025-12.

Municipal Services Committee (PW) Monday, July 14, 2025 Pg. 7 Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the Municipal Properties Update Report for July 14, 2025, be received for information, as presented in MSC report FAC-2025-26.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives for information purposes, the Roof Inspection Report for the Carriage House at the Gallagher property and further directs staff to make inhouse temporary repairs to the roof to mitigate further damage while a comprehensive plan for the property is decided, as presented in MSC Report FAC-2025-27.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that it receive for information purposes, proposed erosion option for Portland Beach and Hanna Park, as presented in MSC Report FAC-2025-28.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to outsource water testing and inspections of all Township facilities to Whitteker Environmental Services, as presented in MSC report FAC-2025- 29.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives the Treasury Year-to-Date Summary for June 2025, as present in MSC report FIN-2025-12.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the Emergency & Protective Services monthly update provided on July 14th ,2025 covering the period of June 1st ,2025 to June 30th, 2025 be received, as presented in MSC Report FIRE-2025-16.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed authorizing the Mayor and Clerk to sign a contract for the purchase of one Pumper unit from Commercial Fire Trucks in the amount of $792,311, (plus the Township’s portion of the HST) and further pre-approves this capital purchase Municipal Services Committee (PW) Monday, July 14, 2025 Pg. 9 in the 2026 budget, and further approves a budget deviation in the amount of $79,231.10 to be funded from year end result or the infrastructure reserve, if needed, as presented in MSC Report Fire-2025-17.

Be it resolved, that the Municipal Services Committee Acknowledges the following Community Enhancement Committee minutes:  Delta and Area CEC Meeting: June 25, 2025  Elgin and Area CEC Meeting: June 25, 2025  Portland and Area CEC Meeting: June 18, 2025  South Elmsley and Area CEC Meeting: June 12, 2025

WHEREAS at the Elgin and Area Community Enhancement Committee meeting held June 25, 2025, Resolution #17-2025 was passed that Jordan purchase an infant swing and have it installed as soon as possible at Sand Lake Park; Municipal Services Committee (PW) Monday, July 14, 2025 Pg. 10 AND WHEREAS, an infant swing intended for public use must meet specific safety certifications and standards to ensure it is safe for infants and compliant with regulations; NOW THEREFORE be it resolved, that the Municipal Services Committee recommends to Council that staff review the location and procure a Canada Consumer Product Safety Act (CCPSA) compliant infant swing for proper installation on the existing play equipment at Sand Lake Park.

Be it resolved that a porta-potty be placed at Sand Lake Park for the months of July, August and September.

Be it resolved that the Municipal Services Committee recommends to Council that staff be authorized to submit an application to the Rural Ontario Development (ROD) program in an amount up to $170,000 (total project cost over a two-year period) with at least 65% municipal funding (approximately $55,000 per year) being included in the 2026-2027 budget(s), as presented in MSC report ADM-2025-09.

Be it resolved that the Municipal Services Committee (MSC) receives the update on the the After School Program, as presented in MSC Report CLS-2025-18.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the July 2025 Recreation Update be received for information, as presented in MSC report CLS-2025-19.

Be it resolved that the main motion be amended to reflect option #3 (Council agrees to pay on an annual basis, the insurance coverage for both groups under committed Community Grants). Municipal Services Committee (PW) Monday, July 14, 2025 Pg. 12

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that Option #3 (Council agrees to pay on an annual basis, the insurance coverage for both groups), as presented in MSC report ADM-2025-08. Against (9): Mayor Hoogenboom, Deputy Mayor D. Hutchings, Councillor J. Banks, Councillor P. Banks, Councillor Bulloch, Councillor Carr, Councillor Dunfield, Councillor Maxwell, and Councillor Pollard Voter Type: Majority (Present), Recorded

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that Option #2 (Delta and Area CEC and the Elgin and Area CEC make the groups a Sub-Committee), as presented in MSC report ADM-2025-08; AND FURTHER that a By-Law be brought forward to amend the Community Enhancement Committees Terms of Reference to reflect an exception to allow the Beverley Seniors and the Elgin Friendship Club to maintain their own financials.

Be it resolved, that the Municipal Services Committee (MSC) recommends to Council that a By-Law be passed to amend the Human Resource Policy to: 1. Update the Leave of Absence Policy HR-400-1, 2. Update the Workplace Violence and Workplace Harassment Policy HR-600-02, Municipal Services Committee (PW) Monday, July 14, 2025 Pg. 13 3. Update Statutory Paid Holidays Policy HR-700-04, 4. Adopt the Artificial Intelligence Use Policy HR-200-16, AND FURTHER that the Council-Staff Relationship Policy be amended, as presented in MSC report CAO-2025-12.

Be it resolved, that the Municipal Services Committee receives and files Correspondence Items 15.1 and 15.2.

Municipal Services Committee (PW) Monday, July 14, 2025 Pg. 15 WHEREAS Rideau Lakes Township must resolve the long-standing issue of inadequate and failing municipal office infrastructure within a ten-year financial plan to ensure efficient, accessible, and sustainable service delivery to residents and staff, while remaining fiscally responsible to taxpayers and transparent about the long-term costs and benefits of either (1) expanding the current municipal office or (2) constructing a new facility elsewhere and (3) repurpose the Chantry location as a public works garage and include space for public archive, all in alignment with the Township’s Asset Management Plan; AND WHEREAS the current Chantry office continues to deteriorate and no longer meets the functional, accessibility, or operational needs of the Township, representing an escalating risk and cost burden if left unsupported; AND WHEREAS the Chantry building, a Township-owned asset previously valued at $2 million by the former Treasurer, its remote location and an estimated $500,000 in required upgrades, which severely reduces its market value and limits divestment options; NOW THEREFORE, be it resolved that: PART 1 – Public Consultation 1. Council directs staff to organize a public Town Hall at Portland Hall to present and discuss the Township’s municipal office infrastructure needs and options within the context of a ten-year financial plan, including: o The escalating deterioration of the Chantry office and its op

Be it resolved that Committee extends the meeting beyond 2:00 p.m.

Be it resolved, that the Municipal Services Committee moves into closed session at 2:34 p.m. to discuss the following matters:  Section 239 (2)(c) - A proposed or pending acquisition or disposition of land by the Municipality or local board  Section 239(2)(f) - Advice that is subject to solicitor-client privilege, including communications necessary for that purpose  Section 239(2)(f) - Advice that is subject to solicitor-client privilege, including communications necessary for that purpose  Section 239(2)(b) - Personal matter about an identifiable individual including municipal or local board employees.