Municipal Services Committee (GG)

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

pass a Resolution that; The Municipal Services Committee acknowledges and thanks Devin Sullivan, Volunteer Firefighter, for his presentation regarding the new Station #2 Fire Hall building design.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Treasury YTD Summary - May 2023, as provided by Cynthia Laprade, Treasurer; AND FURTHER Recommends to Council that the polling questions be approved and included in the Final Tax Billing.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Rideau Lakes Fire & Rescue for the period of April 1 - May 31, 2023, as provided by Scott Granahan, Fire Chief/CEMC.

pass a Resolution that; The Municipal Services Committee Acknowledges the verbal and written report as provided by Andy Moore, Community Safety Coordinator regarding a Draft Property Standards By-Law; AND FURTHER Recommends to Council that comments be provided to staff to be incorporated into the Draft By-Law and brought forward to the next Municipal Services Committee meeting for final review prior to a legal review.

pass a Resolution that; The Municipal Services Committee acknowledges the verbal and written report regarding the WSP Monitoring Reports, as provided by Ben Rothwell, Works and Facilities Coordinator; AND FURTHER that the recommendations included in said reports be followed through on.

pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Station #2 60% Drawings and Class B Estimate, as provided by Malcolm Norwood, Manager of Facilities and parks; A ND FURTHER Recommends to Council that Altered Roots Architects proceed to the 90% drawings following Council's review of the additional feedback received.

pass a Resolution that; WHEREAS correspondence was received from the Wolfe Lake Association requesting approval for the sign specifications and for staff to pour concrete and install anchors at two public boat launches on Wolfe Lake for the Associations updated signage; AND WHEREAS the cost and construction of the signs are the sole responsibility of the Wolfe Lake Association (WLA), as well as any changes, upgrades or repairs; NOW THEREFORE the Municipal Services Committee recommends to Council that staff be directed to pour concrete and install anchors for the updated signage at the 2 public boat launches on Wolfe Lake upon agreed location with the Wolfe Lake Association.

pass a Resolution that; WHEREAS correspondence was received from the Cataraqui Source Protection Committee seeking approval regarding an appointment to the Cataraqui Source Protection Committee; NOW THEREFORE the Municipal Services Committee Recommends that Council support Kristie Kelly the Director of Environmental Services with the Town of Greater Napanee, serving as the area at large representative on the Cataraqui Source Protection Committee.

pass a Resolution that; WHEREAS correspondence was received from the Smiths Falls Fish and Game Club requesting that Council grant an extension of allowable shooting hours for their Project Mapleseed event on August 5, 2023; NOW THEREFORE the Municipal Services Committee Recommends to Council that permission be granted to said Club for extending the permissible shooting hours on August 5, 2023 only, between the hours of 9:00 a.m. and 6:00 p.m.

pass a Resolution that: The Municipal Services Committee Receives and Files Correspondence Items 13.4 to 13.6.

pass a Resolution that; WHEREAS Council adopted a “Building Permit Fee Reduction Policy for Accessibility Projects” under By-Law 2019-02; AND WHEREAS said By-Law defines Accessibility Projects as a structure or change to a structure intended to remove a built environment barrier for a person with a disability. The project shall demonstrate that it will specifically address the needs of persons with physical or cognitive disabilities; AND WHEREAS applicants for building permits are required to pay fees up front upon application, with 50% refunded up to a maximum of $500; AND WHEREAS this refund approach may not adequately address the need of some members of the community who, through necessity, have no option but to complete this work; AND WHEREAS The Township should continually work to foster and support an inclusive and age friendly community; NOW THEREFORE the Municipal Services Committee Recommends to Council that staff be directed to bring a report back to Committee amending the Policy under By-Law 2019-02 to waive the fee up front, and in full, with no cap on the total fee waived; as well as any other accessible updates or changes that staff view as prudent and necessary.

pass a Resolution that; WHEREAS Rideau Lakes is a geographically large and diverse community, at over 700sqkm in size; AND WHEREAS space limitations within the Council Chambers at the Chantry Municipal Office limits the ability of members of the public to engage directly with Council via their regular meetings; AND WHEREAS conducting regular meetings of Council and committee meetings in other Township facilities across the community will support community involvement and engagement; AND WHEREAS under the Procedural By-Law (2021-07) Council, Municipal Services Committee, Economic Development and Planning Advisory and Committee of Adjustment Meetings are required to be livestreamed and recorded; AND WHEREAS other Township facilities do not at this time have the required hardware to livestream and record meetings; NOW THEREFORE the Municipal Services Committee Recommends to Council that staff be directed to bring back a report to the Municipal Services Committee detailing the costs to outfit appropriate community halls to permit meetings of Council and its Committees to be conducted there as well as detail the necessary changes to the Procedural By-law to give this program force and effect.

pass a Resolution that; WHEREAS the rules of order for Council’s meetings and that of its Committees are set out in By-law 2021-07, Procedural By-law; AND WHEREAS there were recent changes proposed and approved to adjust agenda issuance timelines, which have proven to be beneficial; AND WHEREAS other elements of the by-law may benefit from a review and update to ensure meetings best support the goals of conductive dialog, public input and efficient use of time; NOW THEREFORE the Municipal Services Committee Recommends to Council that the Clerk be requested to provide a report to Council detailing options and recommendation to address the following matters, in addition to any other ideas she deems necessary an prudent to update at this time: To amend or remove the members Comments section to ensure it focuses on productive and future business of Council; and Permit/receive public comment and feedback on agenda items before they are debated/discussed by Council.

pass a Resolution that; WHEREAS the Township’s Treasurer has made significant progress during her tenure to improve the Township’s financial controls and processes, including developing policies to guide process; AND WHEREAS the process for the development of the Township’s annual budget is outlined in By-Law 2017-67, Budget and Financial Controls Policy; AND WHEREAS there is value in reviewing this policy at this time to ensure the budget process, timing, public consultation program, and format best reflect the needs of Council and the community; NOW THEREFORE the Municipal Services Committee Recommends to Council that the Treasurer return a report to Committee in July or August detailing options to update the budget policy in the following areas as well as any areas she believes prudent and necessary at this time: updating timelines to ensure early opportunities for Council and the public to express their ideas and put forward priorities before the first draft is developed and guidance on tax rates is given; providing the public with a direct opportunity via survey to provide input on key budget matters once a draft is presented to Council; ensuring budget debates only occur on special meetings dedicated to that purpose; giving Council more time to review draft versions before they are debated at meetings; and developing supplemental summary documents to accompany the budget that can assist the public understanding of key changes and cost centres.

pass a Resolution that; WHEREAS the option of a Municipal Hub, including Administrative Officers, a Library and a shared Community Hall on the former Community Hall site was

pass a Resolution that; WHEREAS Council recently authorized staff to proceed to the RFP stage for the design of a combined Community Hall and Library for the former Community Hall site in Portland; AND WHEREAS moving forward on this major project warrants full community consultation and transparency; NOW THEREFORE the Municipal Services Committee Recommends to Council that four Public Town Hall style Meetings, one per Ward, facilitated by staff, be held to hear Township-wide feedback on these plans as we move forward.

pass a Resolution that: The Municipal Services Committee moves into closed session at 2:21 p.m. to discuss the following matters: Municipal Services Committee Closed Session Meeting Minutes of May 23, 2023; June 2023 Property Standards Report: Section 239 (2)(b) Personal matters about an identifiable individual, including Municipal or local board employee; May 2023 Animal Control Report: Section 239 (2)(b) Personal matters about an identifiable individual, including Municipal or local board employees; and Fire Chief Transition: Section 239 (2)(b) Personal matters about an identifiable individual, including Municipal or local board employee.

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) Meeting held May 23, 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 June 26, 2023.

pass a Resolution that: The Municipal Services Committee adjourns meeting at 3:00 p.m.

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

To pass a Resolution that; The Municipal Services Committee acknowledges and thanks Devin Sullivan, Volunteer Firefighter, for his presentation regarding the new Station #2 Fire Hall building design.

To pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Treasury YTD Summary - May 2023, as provided by Cynthia Laprade, Treasurer; AND FURTHER Recommends to Council that the polling questions be approved and included in the Final Tax Billing. Municipal Services Committee (GG) Monday, June 26, 2023 Pg 3

To pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Rideau Lakes Fire & Rescue for the period of April 1 - May 31, 2023, as provided by Scott Granahan, Fire Chief/CEMC.

To pass a Resolution that; The Municipal Services Committee Acknowledges the verbal and written report as provided by Andy Moore, Community Safety Coordinator regarding a Draft Property Standards By-Law; AND FURTHER Recommends to Council that comments be provided to staff to be incorporated into the Draft By-Law and brought forward to the next Municipal Services Committee meeting for final review prior to a legal review.

To pass a Resolution that; The Municipal Services Committee acknowledges the verbal and written report regarding the WSP Monitoring Reports, as provided by Ben Rothwell, Works and Facilities Coordinator; AND FURTHER that the recommendations included in said reports be followed through on.

To pass a Resolution that: The Municipal Services Committee Acknowledges the verbal and written Report regarding Station #2 60% Drawings and Class B Estimate, as provided by Malcolm Norwood, Manager of Facilities and parks; AND FURTHER Recommends to Council that Altered Roots Architects proceed to the 90% drawings following Council's review of the additional feedback received.

To pass a Resolution that; WHEREAS correspondence was received from the Wolfe Lake Association requesting approval for the sign specifications and for staff to pour concrete and install anchors at two public boat launches on Wolfe Lake for the Associations updated signage; AND WHEREAS the cost and construction of the signs are the sole responsibility of the Wolfe Lake Association (WLA), as well as any changes, upgrades or repairs; NOW THEREFORE the Municipal Services Committee recommends to Council that staff be directed to pour concrete and install anchors for the updated signage at the 2 public boat launches on Wolfe Lake upon agreed location with the Wolfe Lake Association.

To pass a Resolution that; WHEREAS correspondence was received from the Cataraqui Source Protection Committee seeking approval regarding an appointment to the Cataraqui Source Protection Committee; NOW THEREFORE the Municipal Services Committee Recommends that Council support Kristie Kelly the Director of Environmental Services with the Town of Greater Napanee, serving as the area at large representative on the Cataraqui Source Protection Committee.

To pass a Resolution that; WHEREAS correspondence was received from the Smiths Falls Fish and Game Club requesting that Council grant an extension of allowable shooting hours for their Project Mapleseed event on August 5, 2023; NOW THEREFORE the Municipal Services Committee Recommends to Council that permission be granted to said Club for extending the permissible shooting hours on August 5, 2023 only, between the hours of 9:00 a.m. and 6:00 p.m. Municipal Services Committee (GG) Monday, June 26, 2023 Pg 6

To pass a Resolution that: The Municipal Services Committee Receives and Files Correspondence Items 13.4 to 13.6.

To pass a Resolution that; WHEREAS Council adopted a “Building Permit Fee Reduction Policy for Accessibility Projects” under By-Law 2019-02; AND WHEREAS said By-Law defines Accessibility Projects as a structure or change to a structure intended to remove a built environment barrier for a person with a disability. The project shall demonstrate that it will specifically address the needs of persons with physical or cognitive disabilities; AND WHEREAS applicants for building permits are required to pay fees up front upon application, with 50% refunded up to a maximum of $500; AND WHEREAS this refund approach may not adequately address the need of some members of the community who, through necessity, have no option but to complete this work; AND WHEREAS The Township should continually work to foster and support an inclusive and age friendly community; NOW THEREFORE the Municipal Services Committee Recommends to Council that staff be directed to bring a report back to Committee amending the Policy under By-Law 2019-02 to waive the fee up front, and in full, with no cap on the total fee waived; as well as any other accessible updates or changes that staff view as prudent and necessary.

To pass a Resolution that; WHEREAS Rideau Lakes is a geographically large and diverse community, at over 700sqkm in size; AND WHEREAS space limitations within the Council Chambers at the Chantry Municipal Office limits the ability of members of the public to engage directly with Council via their regular meetings; AND WHEREAS conducting regular meetings of Council and committee meetings in other Township facilities across the community will support community involvement and engagement; AND WHEREAS under the Procedural By-Law (2021-07) Council, Municipal Services Committee, Economic Development and Planning Advisory and Committee of Adjustment Meetings are required to be livestreamed and recorded; AND WHEREAS other Township facilities do not at this time have the required hardware to livestream and record meetings; NOW THEREFORE the Municipal Services Committee Recommends to Council that staff be directed to bring back a report to the Municipal Services Committee detailing the costs to outfit appropriate community halls to permit meetings of Council and its Committees to be conducted there as well as detail the necessary changes to the Procedural By-law to give this program force and effect.

To pass a Resolution that; WHEREAS the rules of order for Council’s meetings and that of its Committees are set out in By-law 2021-07, Procedural By-law; AND WHEREAS there were recent changes proposed and approved to adjust agenda issuance timelines, which have proven to be beneficial; AND WHEREAS other elements of the by-law may benefit from a review and update to ensure meetings best support the goals of conductive dialog, public input and efficient use of time; Municipal Services Committee (GG) Monday, June 26, 2023 Pg 8 NOW THEREFORE the Municipal Services Committee Recommends to Council that the Clerk be requested to provide a report to Council detailing options and recommendation to address the following matters, in addition to any other ideas she deems necessary an prudent to update at this time:  To amend or remove the members Comments section to ensure it focuses on productive and future business of Council; and  Permit/receive public comment and feedback on agenda items before they are debated/discussed by Council.

To pass a Resolution that; WHEREAS the Township’s Treasurer has made significant progress during her tenure to improve the Township’s financial controls and processes, including developing policies to guide process; AND WHEREAS the process for the development of the Township’s annual budget is outlined in By-Law 2017-67, Budget and Financial Controls Policy; AND WHEREAS there is value in reviewing this policy at this time to ensure the budget process, timing, public consultation program, and format best reflect the needs of Council and the community; NOW THEREFORE the Municipal Services Committee Recommends to Council that the Treasurer return a report to Committee in July or August detailing options to update the budget policy in the following areas as well as any areas she believes prudent and necessary at this time:  updating timelines to ensure early opportunities for Council and the public to express their ideas and put forward priorities before the first draft is developed and guidance on tax rates is given;  providing the public with a direct opportunity via survey to provide input on key budget matters once a draft is presented to Council;  ensuring budget debates only occur on special meetings dedicated to that purpose;  giving Council more time to review draft versions before they are debated at meetings; and Municipal Services Committee (GG) Monday, June 26, 2023 Pg 9  developing supplemental summary documents to accompany the budget that can assist the public

To pass a Resolution that; WHEREAS the option of a Municipal Hub, including Administrative Officers, a Library and a shared Community Hall on the former Community Hall site was

To pass a Resolution that; Municipal Services Committee (GG) Monday, June 26, 2023 Pg 10 WHEREAS Council recently authorized staff to proceed to the RFP stage for the design of a combined Community Hall and Library for the former Community Hall site in Portland; AND WHEREAS moving forward on this major project warrants full community consultation and transparency; NOW THEREFORE the Municipal Services Committee Recommends to Council that four Public Town Hall style Meetings, one per Ward, facilitated by staff, be held to hear Township-wide feedback on these plans as we move forward. For (3): Mayor Hoogenboom, Deputy Mayor Pollard, and Councillor Maxwell Against (5): Councillor J. Banks, Councillor P. Banks, Councillor Carr, Councillor Dunfield, and Councillor Hutchings Voter Type: Majority (Present), Recorded

To pass a Resolution that: The Municipal Services Committee moves into closed session at 2:21 p.m. to discuss the following matters: Municipal Services Committee (GG) Monday, June 26, 2023 Pg 13  Municipal Services Committee Closed Session Meeting Minutes of May 23, 2023;  June 2023 Property Standards Report: Section 239 (2)(b) Personal matters about an identifiable individual, including Municipal or local board employee;  May 2023 Animal Control Report: Section 239 (2)(b) Personal matters about an identifiable individual, including Municipal or local board employees; and  Fire Chief Transition: Section 239 (2)(b) Personal matters about an identifiable individual, including Municipal or local board employee.

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) Meeting held May 23, 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 June 26, 2023.

Municipal Services Committee (GG) Monday, June 26, 2023 Pg 14 To pass a Resolution that: The Municipal Services Committee adjourns meeting at 3:00 p.m.