THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE
Committee of the Whole Agenda

Wednesday, August 09, 2023

5:00 P.m. - 6:00 P.m.

Council Chambers, Municipal Administration Centre

1.
Call to Order

The Committee of the Whole (C O W) Meeting of the Council of The Corporation of the Municipality of Kincardine will be called to Order at ____ p.m. on August 9, 2023 in the Council Chambers at the Municipal Administration Centre.

2.
Amendments, Additions or Deletions To/From the Agenda

3.
Disclosure of Pecuniary Interest and the General Nature Thereof

Link to Pecuniary Interest Form

4.
Adoption of Minutes of C O W Meetings

1.Post-Meeting Minutes - Committee of the Whole - 2nd Meeting of Month_Jul10_2023 - English.pdf

Motion #
That the minutes of the C O W meeting held on July 10, 2023 be adopted as printed.

5.
Items for Discussion from Council Meeting

6.
Delegations

6.1
Barb Fisher, Friends of the Kincardine Pavilion

1.Kincardine Pavilion Update - August 2023.pdf

Barb Fisher from Friends of the Kincardine Pavilion Group will be will be providing an update to the Council as part of Council's external partner orientation.

7.
Reports

7.1
Corporate Services

a.
Facility Accessibility Design Standards (FADS), Legislative Services-2023-16

1.London Facility Accessibility Design Standards (FADS) - Legislative Services-2023-16.pdf

2.2007 Facility Accessibility Design Standards.pdf

3.Scope of City of 2021 London FADS.pdf

In 2005, the Municipality of Kincardine passed a resolution, to adopt the London Facility Accessibility Design Standards (FADS), as amended from time to time, as a GUIDE where technically and economically feasible to do so. Since that time, the FADS have grown substantially, and the Accessibility Advisory Committee would like Council’s re-commitment to use the FADS as a Municipal Standard, when preparing work plans and budgets on Municipal facilities.

Motion #
That Committee of Whole recommend to Council that The Corporation of the Municipality of Kincardine adopt the City of London’s Facility Accessibility Design Standard for municipally-owned facilities to help support and achieve the goals of accessibility and inclusion; and

Further, that the Municipality may opt not to follow the Facility Accessibility Design Standard if it is not technically and economically feasible to do so.

b.
Draft Procedural By-law, Legislative Services-2023-19

1.Draft Procedure By-law - Legislative Services-2023-19.pdf

2.Draft Procedural By-law.pdf

Every Municipality in Ontario is required to have a Procedural By-law that is a set structure that guides how Council and Committee meetings will be conducted.

The intent of this report is to provide Council will the final draft of the proposed Procedure By-law for any comments before final consideration at the August 14, 2023 Council meeting. The attached draft incorporates Council comments on the initial draft provided at the July 5, 2023, meeting and comments from the mock meeting held on July 24, 2023.

Motion #
That Committee of Whole recommend that Council approve the draft Procedural By-law as presented in Report Legislative Services 2023-19, at the August 14, 2023 meeting.

7.2
Other Areas of Responsibility

a.
Advertising and Partnership Program, Recreation and Community Programs-2023-12

1.Advertising and Partnership Program - Recreation and Community Programs-2023-12.pdf

2.MoK_230718_Advertising-Sponsorship-Program.pdf

Council directed staff to review potential revenue generating opportunities through advertising and sponsorship sources within municipal parks and facilities. Staff have been reviewing multiple avenues that could increase potential revenue.

Motion #
That Committee of Whole recommend that Council approve the Advertising and Partnership Program for the purposes of revenue generating opportunities; and

Further, that a by-law amendment of Sign By-law No. 2015-086 Section 9.0 be approved to permit signs in open space for the purposes of erecting signs on existing fences within active and passive parks for the purposes of the Advertising and Partnership Program on August 14, 2023; and

That, the Fees and Charges By-law No. 2023-116 reflect the additional fees reflected in the Advertising and Partnership Program on August 14, 2023.

b.
Concession Services Lease Agreement, Recreation and Community Programs-2023-11

1.Concession Services Lease Agreement.pdf

2.Concession Booths Agreement - Draft.pdf

Staff are seeking approval to award Saba Umar as the preferred bid for the operation of the concession booths at the Davidson Centre and the Tiverton Sports Centre, for a one year agreement.

Motion #
That Committee of Whole recommend that Council pass a by-law to authorize a one (1) year Lease Agreement, with the option to renew for a further 5 years, between the Municipality of Kincardine and Saba Umar for the management and operation of concession services at the Davidson Centre and the Tiverton Sports Centre.

c.
Connaught Park Inground Irrigation System Contract, Parks Facilities-2023-16

1.RFP-CS-2023-06 Connaught Park Inground Irrigation System Contract Approval - Parks Facilities-2023-16.pdf

The Municipality of Kincardine issued Request for Quotation (RFQ) #CS-2023-06 on March 29, 2023, being a request for quotations for the supply and installation of the irrigation at Connaught Park in Kincardine.

The RFQ closed on April 18, 2023. There were 0 bids received by the Municipality. Due to this outcome, Staff followed the procurement policy process and requested a non-competitive bid process with one submission. Staff are recommending the award of the contract to Raintree Irrigation & Outdoor Systems.

Motion #
That Committee of Whole recommend that Council award the Inground Irrigation for Connaught Park to Raintree Irrigation & Outdoor Systems in the amount of $131,500.00 plus HST; and

Further that the cost overage of $11,500 plus HST be funded from the Lifecycle Reserve Fund, using the cost savings realized from the Arts Gallery Roof Replacement project (#9572).

d.
Kincardine Bulldogs Agreement, Parks Facilities-2023-15

1.Bulldogs Agreement - Parks Facilities-2023-15.pdf

2.Kincardine Bulldogs - Facility Use Agreement b.pdf

Staff are recommending that Council approve a five-year lease agreement with the Kincardine Bulldogs, for the purposes of outlining the responsibilities of the Municipality as well as the Kincardine Bulldogs as it pertains to the operations within the Davidson Centre.

Motion #
That Committee of Whole recommend that Council approves the Kincardine Bulldogs Agreement for a five-year term.

e.
Bright Beginnings Child Care Lease Agreement, -2023-24

1.Bright Beginnings Agreement -Recreation and Community Programs-2023-24.pdf

2.Bright Beginnings Lease Agreement.pdf

Bright Beginnings Child Care have been renting the Tiverton Sports Centre and staff would like to formalize the arrangement. Staff is seeking approval for a five year lease agreement with Bright Beginnings Child Care for rental space at the Tiverton Sports Centre.

Motion #
That Committee of Whole recommend that Council enter into a five year lease agreement with Bright Beginnings Child Care for rental space at the Tiverton Sports Centre.

7.3
County Council Update

8.
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.