Municipal Services Committee (GG)

pass a Resolution that: The agenda be approved and adopted as amended.

pass a Resolution that; The Municipal Services Committee Acknowledges the presentation by Peter Hannah and Sara Warren-Roberts from the Rideau Waterway Land Trust regarding reinstating the funds towards an electronic sign for Rock Dunder; AND FURTHER Recommends to Council that the decision to provide $1500 to the RWLT for rental of an electronic sign from MTO be approved.

pass a Resolution that; The Municipal Services Committee Acknowledges the presentation from Alana Bodi and Tara Kerr regarding access for a septic system installation at 39 Main St. in Elgin.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Request from Resident at 39 Main Street, Elgin, as provided by Malcolm Norwood, Manager of Facilities and Parks; AND FURTHER Recommends to Council that a MOU with the owner of 39 Main Street for access through the Elgin Municipal Complex proceed under the basis of access from the Municipal Parking Lot.

pass a Resolution that; The Municipal Services Committee Acknowledges the presentation from Lori Hubert, partner at KPMG regarding the Audited Financial Statements for 2022; AND FURTHER Recommends that Council receive and accept the 2022 Non-Consolidated Financial Statements and 2022 Consolidated Financial Statements for December 31, 2022 as prepared by KPMG Auditors.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding the Treasury YTD Summary - July 2023 , as provided by Cynthia Laprade, Treasurer; AND FURTHER Recommends to Council that staff be authorized to post the Q&A on the Township's website.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Budget and Financial Controls Policy Revision , as provided by Cynthia Laprade, Treasurer; AND FURTHER Recommends that Council approve the recommended budget deliberations, public consultation and timeline for the 2024 Budget; AND FURTHER Recommends to Council that Schedule A to By-Law 2017-67 (Budget and Financial Controls Policy) be updated as per the recommended changes presented; AND Further Recommends that Council approve the 2024 Budget Survey Questions, as amended.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Emergency & Protective Services Update for the period of July 1 - July 31, 2023, as provided by Andy Moore, Interim Fire Chief / Manager of Community Protection.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Station #2 90% Drawings and Class A Estimate as provided by Malcolm Norwood, Manager of Facilities and Parks; AND FURTHER Recommends to Council that staff issue an RFT for the construction of Station #2 based on the 90% drawings.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding RFP PW2023-14 Portland Harbour Electrical Work, as provided by Malcolm Norwood, Manager of Facilities and Parks; AND WHEREAS an RFP for Portland Harbour Electrical Work was advertised and 3 proposals were received by the deadline; NOW THEREFORE the Municipal Services Committee Recommends to Council that RFP PW 2023-14 for the Portland Harbour Electrical Work be awarded to Industrial Contractors of Brockville Ltd. for $41,494 plus HST; AND FURTHER that staff be authorized to negotiate any potential upgrades to the proposed pedestals that may be more user friendly or aesthetically pleasing.

pass a Resolution that: The Municipal Services Committee Acknowledges the written Report regarding Parks and Recreation Masterplan RFP Results, as provided by Leila Stafford, Recreation and Volunteer Coordinator; AND FURTHER Recommends to Council that RFP ADMIN 2023-03 for the Parks and Recreation Masterplan be awarded to K.A. Community Consulting for $14,970.00 (plus HST).

pass a Resolution that: The Municipal Services Committee Acknowledges the written report regarding the Procedural By-Law Update , as provided by Mary Ellen Truelove, Clerk; AND FURTHER Recommends that Council provide direction to staff regarding suggested changes to Procedural By-Law 2021-07; AND FURTHER Recommends that a By-Law be brought forward to the next Council meeting to implement the changes as directed by Committee.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written report regarding CAO Recruitment Proposals, as provided by Mary Ellen Truelove, Clerk; AND WHEREAS Council directed staff to obtain proposals and pricing from qualified firms to lead a Chief Administrative Officer (CAO) recruitment process; AND WHEREAS four proposals were received by the provided deadline; NOW THEREFORE the Municipal Services Committee Recommends to Council that the proposal from Waterhouse to provide an Executive Search for the position of Chief Administrative Officer, be accepted at the proposal price of $24,000 plus hst; AND FURTHER that the Clerk be authorized to sign a contractual agreement.

pass a Resolution that: WHEREAS correspondence was received from the South Elmsley and Area CEC requesting a Council designation to comply with LCBO conditions for a Special Occasion Permit; NOW THEREFORE the Municipal Services Committee Recommends to Council that the Oktoberfest Dinner to be held October 22 nd , 2023 in the South Elmsley Hall at the Ronald E. Holman Municipal Complex, be designated as a “Municipally Significant Event.”

pass a Resolution that; The Municipal Services Committee receives and files correspondence items 12.3 to 12.6.

pass a Resolution that: WHEREAS the Township obtained an appraisal on the Gallagher property as a part of its due diligence in considering the future of the property; AND WHEREAS Council considered the appraisal in Closed as a part of a wider discussion about the future disposition of the land; AND WHERAS Council directed that the appraisal be held in confidence to not adversely impact a potential future market positioning of the property should disposition of the lands or a portion of it be considered; AND WHEREAS Council has now determined that the property will be retained; AND WHEREAS there is no basis under which to continue to hold the appraisal in confidence; NOW THEREFORE the Municipal Services Committee Recommends to Council that the staff report and the accompanying appraisal presented to Council in closed session on March 6, 2023 related to the Gallagher property be made publicly available on request.

pass a Resolution that: WHEREAS residents in the Township of Rideau Lakes, through recreation agreements with municipal partners in the Township of Athens, Town of Smiths Falls and the Village of Westport are able to participate in on-ice programs at their respective arena’s for the same fees as their residents in each respective municipality; AND WHEREAS it is important that each municipal partner be open to communication and be thoroughly transparent; NOW THEREFORE the Municipal Services Committee Recommends to Council that staff requests, for information purposes, the following numbers of Rideau Lakes residents (of all ages) who were registered in the following programs offered at each respective arena (that pertain to each municipality) during the 2021-2022 season: Minor Hockey House Leaque Hockey Men’s and Women’s Recreation Hockey Christian Leaque Hockey Shinny Hockey Sledge Hockey Other Hockey Programs Figure Skating Power Skating Learn to Skate Synchronized Skate Dance Skate Mom & Tot Skate Broomball And any other on-ice program requiring registration fees not listed AND FURTHER Recommends that this information be provided to the Clerk of the Township of Rideau Lakes by November 15, 2023.

pass a Resolution that: The Municipal Services Committee moves into closed session at 2:14 p.m. to discuss the following matters: Municipal Services Committee Closed Session Meeting Minutes of July 24, 2023 and Closed Session Special Meeting Minutes of August 1, 2023; August 2023 Property Standards Report: Section 239 (2)(b) Personal matters about an identifiable individual, including Municipal or local board employees; CAO Transition: Section (2)(k) A position, plan, procedure, criteria or instruction to be applied to any negotiations

pass a Resolution that: The Municipal Services Committee of The Corporation of the Township of Rideau Lakes Approves and adopts the Minutes of the Closed Session of the Municipal Services Committee (GG) Meetings held July 24, 2023 and August 1, 2023; AND FURTHER that the Municipal Services Committee Provided direction to Staff and authorizes Staff to follow through on matters as discussed in closed session as per Section 239(2) of the Municipal Act .

pass a Resolution that; The Municipal Services Committee Confirms the Proceedings of the Committee Meeting held August 28, 2023.

pass a Resolution that: The Municipal Services Committee adjourns meeting at 2:36 p.m.

To pass a Resolution that: The agenda be approved and adopted as amended. Municipal Services Committee (GG) Monday, August 28, 2023 Pg 2

To pass a Resolution that; The Municipal Services Committee Acknowledges the presentation by Peter Hannah and Sara Warren-Roberts from the Rideau Waterway Land Trust regarding reinstating the funds towards an electronic sign for Rock Dunder; AND FURTHER Recommends to Council that the decision to provide $1500 to the RWLT for rental of an electronic sign from MTO be approved.

To pass a Resolution that; The Municipal Services Committee Acknowledges the presentation from Alana Bodi and Tara Kerr regarding access for a septic system installation at 39 Main St. in Elgin.

To pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Request from Resident at 39 Main Street, Elgin, as provided by Malcolm Norwood, Manager of Facilities and Parks; AND FURTHER Recommends to Council that a MOU with the owner of 39 Main Street for access through the Elgin Municipal Complex proceed under the basis of access from the Municipal Parking Lot.

To pass a Resolution that; WHEREAS correspondence was received from the Rideau Valley Conservation Authority a Category 3 Agreement for Locally Supported Services under the Conservation Authorities Act; NOW THEREFORE the Municipal Services Committee Recommends to Council that staff be directed to prepare a By-Law for consideration to approve the execution of the agreement with the Rideau Valley Conservation Authority for the provision of Locally Supported Services under the Conservation Authorities Act.

To pass a Resolution that; Municipal Services Committee (GG) Monday, August 28, 2023 Pg 4 The Municipal Services Committee Acknowledges the presentation from Lori Hubert, partner at KPMG regarding the Audited Financial Statements for 2022; AND FURTHER Recommends that Council receive and accept the 2022 Non- Consolidated Financial Statements and 2022 Consolidated Financial Statements for December 31, 2022 as prepared by KPMG Auditors.

To pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding the Treasury YTD Summary - July 2023, as provided by Cynthia Laprade, Treasurer; AND FURTHER Recommends to Council that staff be authorized to post the Q&A on the Township's website.

To pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Budget and Financial Controls Policy Revision, as provided by Cynthia Laprade, Treasurer; Municipal Services Committee (GG) Monday, August 28, 2023 Pg 5 AND FURTHER Recommends that Council approve the recommended budget deliberations, public consultation and timeline for the 2024 Budget; AND FURTHER Recommends to Council that Schedule A to By-Law 2017-67 (Budget and Financial Controls Policy) be updated as per the recommended changes presented; AND Further Recommends that Council approve the 2024 Budget Survey Questions, as amended.

To pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Emergency & Protective Services Update for the period of July 1 - July 31, 2023, as provided by Andy Moore, Interim Fire Chief / Manager of Community Protection.

To pass a Resolution that: Municipal Services Committee (GG) Monday, August 28, 2023 Pg 6 The Municipal Services Committee Acknowledges the verbal and written Report regarding Station #2 90% Drawings and Class A Estimate as provided by Malcolm Norwood, Manager of Facilities and Parks; AND FURTHER Recommends to Council that staff issue an RFT for the construction of Station #2 based on the 90% drawings.

To pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding RFP PW2023-14 Portland Harbour Electrical Work, as provided by Malcolm Norwood, Manager of Facilities and Parks; AND WHEREAS an RFP for Portland Harbour Electrical Work was advertised and 3 proposals were received by the deadline; NOW THEREFORE the Municipal Services Committee Recommends to Council that RFP PW 2023-14 for the Portland Harbour Electrical Work be awarded to Industrial Contractors of Brockville Ltd. for $41,494 plus HST; AND FURTHER that staff be authorized to negotiate any potential upgrades to the proposed pedestals that may be more user friendly or aesthetically pleasing.

To pass a Resolution that: The Municipal Services Committee Acknowledges the written Report regarding Parks and Recreation Masterplan RFP Results, as provided by Leila Stafford, Recreation and Volunteer Coordinator; AND FURTHER Recommends to Council that RFP ADMIN 2023-03 for the Parks and Recreation Masterplan be awarded to K.A. Community Consulting for $14,970.00 (plus HST). Municipal Services Committee (GG) Monday, August 28, 2023 Pg 7

To pass a Resolution that: The Municipal Services Committee Acknowledges the written report regarding the Procedural By-Law Update, as provided by Mary Ellen Truelove, Clerk; AND FURTHER Recommends that Council provide direction to staff regarding suggested changes to Procedural By-Law 2021-07; AND FURTHER Recommends that a By-Law be brought forward to the next Council meeting to implement the changes as directed by Committee.

To pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written report regarding CAO Recruitment Proposals, as provided by Mary Ellen Truelove, Clerk; AND WHEREAS Council directed staff to obtain proposals and pricing from qualified firms to lead a Chief Administrative Officer (CAO) recruitment process; AND WHEREAS four proposals were received by the provided deadline; NOW THEREFORE the Municipal Services Committee Recommends to Council that the proposal from Waterhouse to provide an Executive Search for the position of Chief Administrative Officer, be accepted at the proposal price of $24,000 plus hst; AND FURTHER that the Clerk be authorized to sign a contractual agreement.

To pass a Resolution that: WHEREAS correspondence was received from the South Elmsley and Area CEC requesting a Council designation to comply with LCBO conditions for a Special Occasion Permit; NOW THEREFORE the Municipal Services Committee Recommends to Council that the Oktoberfest Dinner to be held October 22nd, 2023 in the South Elmsley Hall at the Ronald E. Holman Municipal Complex, be designated as a “Municipally Significant Event.”

To pass a Resolution that; The Municipal Services Committee receives and files correspondence items 12.3 to 12.6.

To pass a Resolution that: Municipal Services Committee (GG) Monday, August 28, 2023 Pg 9 WHEREAS the Township obtained an appraisal on the Gallagher property as a part of its due diligence in considering the future of the property; AND WHEREAS Council considered the appraisal in Closed as a part of a wider discussion about the future disposition of the land; AND WHERAS Council directed that the appraisal be held in confidence to not adversely impact a potential future market positioning of the property should disposition of the lands or a portion of it be considered; AND WHEREAS Council has now determined that the property will be retained; AND WHEREAS there is no basis under which to continue to hold the appraisal in confidence; NOW THEREFORE the Municipal Services Committee Recommends to Council that the staff report and the accompanying appraisal presented to Council in closed session on March 6, 2023 related to the Gallagher property be made publicly available on request.

To pass a Resolution that: WHEREAS residents in the Township of Rideau Lakes, through recreation agreements with municipal partners in the Township of Athens, Town of Smiths Falls and the Village of Westport are able to participate in on-ice programs at their respective arena’s for the same fees as their residents in each respective municipality; AND WHEREAS it is important that each municipal partner be open to communication and be thoroughly transparent; NOW THEREFORE the Municipal Services Committee Recommends to Council that staff requests, for information purposes, the following numbers of Rideau Lakes residents (of all ages) who were registered in the following programs offered at each respective arena (that pertain to each municipality) during the 2021-2022 season:  Minor Hockey  House Leaque Hockey  Men’s and Women’s Recreation Hockey  Christian Leaque Hockey  Shinny Hockey Municipal Services Committee (GG) Monday, August 28, 2023 Pg 10  Sledge Hockey  Other Hockey Programs  Figure Skating  Power Skating  Learn to Skate  Synchronized Skate  Dance Skate  Mom & Tot Skate  Broomball  And any other on-ice program requiring registration fees not listed AND FURTHER Recommends that this information be provided to the Clerk of the Township of Rideau Lakes by November 15, 2023. For (5): Councillor J. Banks, Councillor P. Banks, Councillor Carr, Councillor Dunfield, and Councillor Hutchings Against (4): Mayor Hoogenboom, Deputy Mayor Pollard, Councillor Delaney,

To pass a Resolution that: The Municipal Services Committee moves into closed session at 2:14 p.m. to discuss the following matters:  Municipal Services Committee Closed Session Meeting Minutes of July 24, 2023 and Closed Session Special Meeting Minutes of August 1, 2023;  August 2023 Property Standards Report: Section 239 (2)(b) Personal matters about an identifiable individual, including Municipal or local board employees;  CAO Transition: Section (2)(k) A position, plan, procedure, criteria or instruction to be applied to any negotiations

To pass a Resolution that: The Municipal Services Committee of The Corporation of the Township of Rideau Lakes Approves and adopts the Minutes of the Closed Session of the Municipal Services Committee (GG) Meetings held July 24, 2023 and August 1, 2023; AND FURTHER that the Municipal Services Committee Provided direction to Staff and authorizes Staff to follow through on matters as discussed in closed session as per Section 239(2) of the Municipal Act.

To pass a Resolution that; The Municipal Services Committee Confirms the Proceedings of the Committee Meeting held August 28, 2023.

To pass a Resolution that: The Municipal Services Committee adjourns meeting at 2:36 p.m.