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Regular Council Minutes - 2020/04/16The Corporation of the Township of Malahide April 16, 2020 — 7:30 p.m. The Malahide Township Council met via video conference. The Manager of Information Technology and the Deputy Clerk were present in the Council Chambers located in the Springfield & Area Community Service Building, at 51221 Ron McNeil Line, Springfield. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Mayor and other Members of Council participated remotely. The following members were present: Council via Video Conference: Mayor D. Mennill, Deputy Mayor D. Giguere, Councillor R. Cerna, Councillor C. Glinksi, Councillor S. Lewis, Councillor M. Moore, and Councillor M. Widner. Staff present in Council Chamber: Manager of Information Technology C. Coxen and Deputy Clerk D. Wilson. Staff via Video Conference: Chief Administrative Officer/Clerk M. Casavecchia- Somers, Director of Fire and Emergency Services B. Smith, Director of Development and Community Services E. DiMeo, Director of Physical Services M. Sweetland, Director of Financial Services A. Mohile,. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 7:30 p.m. DISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: Mayor Mennill disclosed a pecuniary interest with respect to the following: (i) Council Agenda Item E (ii) regarding North VanWychen Drain — Unauthorized Cleanout. The nature of the conflict being that he is an assessed landowner on the drain. Councillor Glinski disclosed a pecuniary interest with respect to the following: (ii) Council Agenda Item E (ii) regarding North VanWychen Drain — Unauthorized Cleanout. The nature of the conflict being that he is an assessed landowner on the drain. MINUTES: Moved by: Max Moore Seconded by: Rick Cerna THAT the minutes of the regular meeting of the Council held on April 2, 2020 be is adopted as printed and circulated. Carried. No. 20-150 Moved by: Dominique Giguere Seconded by: Mark Widner 20-95 THAT the minutes of the special meeting of the Council held on April 2, 2020 be adopted as printed and circulated. Carried. PRESENTATIONS/DELEGATIONS/PETITIONS: President Todd MacDonald, Project Manager Tony Quirk, and Senior Associate John Prno, of Performance Concepts Consulting, appeared before the Council via video conference to provide proposed work plan refinements for the Service Delivery and Organizational Review Project. Mr. MacDonald advised that the progress completed to date included: the project kickoff and transition to an on-line delivery model, data/information transfer, interviews with Township Senior Management Team and other selected Staff, and a Malahide drive - through by Performance Concepts to put eyes on the community as well as Township facilities and assets. Mr. MacDonald advised that the refinements for the Service Delivery and Organization Review Project would include deep dives into shared services with other Elgin municipalities, organization re -design, recreation service model rationalization, stakeholder engagement, and implementation roadmap and ongoing support. In response to an inquiry from the Council, Mr. MacDonald confirmed that if the Provincial grant will not fund the implementation roadmap and ongoing support phase, the project would be modified accordingly in order that the entire project would be able to be funded by the approved grant. No. 20-151 Moved by: Dominique Giguere Seconded by: Rick Cerna THAT the presentation received from Todd MacDonald, President of Performance Concepts Consulting, regarding proposed work plan refinements for the Service Delivery & Organizational Review Project, be received. Carried. Director of Fire and Emergency Services - Emergency Services Activity Report — March No. 20-152 Moved by: Max Moore Seconded by: Chester Glinski THAT Report No. F20-05 entitled "Emergency Services Activity Report — March" be received. Carried. Director of Physical Services Mayor Mennill declared a conflict of interest with respect to Council Agenda Item (E) (ii) relating to the North VanWychen Drain Unauthorized Cleanout, vacated the Chair, retired from the meeting, and abstained from all discussions and voting on the matter. Councillor Glinski declared a conflict of interest with respect to Council Agenda Item (E) (ii) relating to the North VanWychen Drain Unauthorized Cleanout, retired from the meeting and abstained from all discussions and voting on the matter. El 1 •• Deputy Mayor Dominique Giguere assumed the Chair. - North Van Wychen Drain — Unauthorized Cleanout No. 20-153 Moved by: Max Moore Seconded by: Mark Widner THAT Report No. PS-20-20 entitled "North Van Wychen Drain - Unauthorized 40 Cleanout" be received; AND THAT the Director of Physical Services or his designate be authorized to engage the services of a qualified contractor to undertake the necessary repairs to restore the North Van Wychen and Barrington Drains. Carried. Mayor Mennill and Councillor Glinski resumed their seats in the video conference and Mayor Mennill resumed the Chair. Director of Financial Services - Asset Report Card - 2019 No. 20-154 Moved by: Rick Cerna Seconded by: Scott Lewis THAT Report No. FIN 20-06 entitled "Asset Report Card - 2019" be received. Carried. - Annual Investment Report No. 20-155 Moved by: Dominique Giguere Seconded by: Chester Glinski THAT Report No. FIN 20-07 entitled "Annual Investment Report" be received. Carried. - 2019 Development Charges No. 20-156 Moved by: Scott Lewis Seconded by: Max Moore THAT Report No. FIN 20-08 entitled "2019 Development Charges" be received. AND THAT a copy of this statement be posted to the Township's website. Carried. 49 - Revised Proposal for Service Delivery Review Deputy Mayor Giguere advised that she was in favour of the proposed enhancements to the project subject to receiving written confirmation from the Ministry that the enhancements would all be covered by the grant. She suggested the contract with Performance Concepts Consulting Inc. include a clause indicating that the project refinements be approved conditional upon 100% funding coverage by the Ministry. She also suggested that the consultants be requested to review the Aylmer Policing proposal as a component to the Service Delivery Review if the enhancements were approved by the Ministry. 20-97 No. 20-157 Moved by: Mark Widner Seconded by: Dominique Giguere THAT Report No. FIN 20-09 titled "Revised Proposal for Service Delivery Review" be received; AND THAT the enhanced scope for the Service Delivery & Organizational Review Project, as submitted by Performance Concepts Consulting, be approved; 40 AND THAT the contract to complete the enhanced scope for the Service Delivery & Organizational Review Project be awarded to Performance Concepts Consulting, at a cost of $119,000 (excluding HST); SUBJECT TO written confirmation being received from the Ministry that all project refinements will be eligible for funding under the terms of the Municipal Modernization Program. Carried. CORRESPONDENCE: No. 20-158 Moved by: Mark Widner Seconded by: Chester Glinski THAT the following correspondence be noted and filed: 1. Association of Municipalities of Ontario - Watch File — dated April 2 and April 9, 2020. 2. Town of Midland — Resolution to request Federal funds to municipalities to waive property taxes for the year 2020 providing help to alleviate financial suffering from COVID 19 pandemic. 3. Municipality of Grey Highlands — Resolution supporting the Township of Greater Madawaska in calling for electronic delegations for small and rural municipalities. 4. Canadian National Railway (CN) — Notice regarding discontinuance of Cayuga Line. 5. Stewardship Ontario — Confirmation of Termination regarding Wind-up of Municipal Hazardous or Special Waste program. 6. Ministry of Agriculture, Food and Rural Affairs — Notice that the Line Fences Act has transitioned from the Ministry of Municipal Affairs and Housing to the Ontario Ministry of Agriculture, Food and Rural Affairs. 7. Elgin County Land Division Committee — Notice that appeal period has expired and no appeals were received for the following: - Severance Application E87/19 — Nilholm Holsteins Ltd. relating to property at Part Lot 3, Concession 11. - Severance Application E94/19 — Solagrace Enterprises Inc. relating to property at Part Lot 88, Concession STR. Carried. CONFIRMATORY: No. 20-159 Moved by: Max Moore Seconded by: Rick Cerna 1 •: THAT By-law No. 20-27, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. ADJOURNMENT: Carried. ' D. Mennill Clerk — M. Casavecchia-Somers •