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

Monday, April 06, 2020

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

Council Chambers, Municipal Administration Centre

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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 Monday April 6, 2020 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

4.

Adoption of Minutes of C O W Meetings

• Motion #

  THAT the minutes of the C O W meeting held on Monday March 30, 2020 be adopted as printed.

5.

Items for Discussion from Council Meeting

6.

Reports

6.1

Public Works

a.

Water and Wastewater Financial Plans, Public Works-2020-12

The purpose of this report is to obtain Council authorization for the Kincardine Water financial plan as required under the Safe Drinking Water Act, 2002. The Financial Plan documents the financial commitments and funding sources for the current budget year, and projections for the subsequent nine years.

b.

Hunter Street Kincardine Red Trail Landowner Agreement, Public Works-2020-07

The Kincardine Trails Association would like to enter into a mutual landowner agreement with landowners residing from 568 – 592 Hunter Street in Kincardine to allow the continued use of the Red Trail system imposing on these seven property parcels.

c.

Kincardine Inverhuron Provincial Park (KIPP) Trail Construction Proposal, Public Works-2020-10

The 2020 Capital Budget includes the KIPP Trail construction project. An application for funding through the ICIP: Community, Culture and Recreation Stream grant was made to assist with the project funding, results are expected late spring/early fall. Municipal staff have been met with staff from EPCOR and AECON to discuss possible synergies with the trail and the installation of the new gas pipeline. This report details the results of the meetings and possible opportunity to construct the trail in conjunction with the pipeline.

d.

MacGillivray Drainage Agreement, Public Works-2020-08

An outlet for a tile drainage system for Lot 16, Concession 11 was constructed in August 2019. To do so, it was necessary to construct the outlet over two other property owner’s land as well as use existing plastic drainage tile on the property of a fourth party. A drainage agreement has been drafted to involve all affected parties to ensure that the tile cannot be removed or destroyed by a new landowner. The drain is to be registered on title.

e.

Hot-mix Paving and Airport Crack Sealing Tenders, Public Works-2020-09

Council is being asked to award the tender for Hot Mix Paving tender to the low bidder Harold Sutherland Construction Ltd. in the amount of $765,318.27 which includes the non-refundable portion of HST.

Council is also being asked to award the tender for Crack Sealing Runway 05-23 to the low bidder ALK Asphalt Maintenance Ltd in the amount of $28,803.17 including the non-refundable portion of HST and granting approval to spend up to the budgeted amount to perform necessary repairs.

The tenders were prepared and reviewed in house by the Director of Public Works.

f.

Miscellaneous Fleet Procurement, Public Works-2020-11

The 2020 approved Capital Budget for Public Works includes the purchase of a tandem axle snow plow/sander with a budget of $325,000 and a rubber tired articulated loader with a budget of $325,000.

Council is being asked to award the contract for the tandem plow/sander truck to
Highway Western Star at their tendered price of $317,426.07 (including applicable taxes).

Council is being asked to award the contract for a rubber tired articulated loader to Brandt Tractor Ltd. at their tendered price of $273,655.03 (including applicable taxes).

g.

Bag Tag Program COVID-19, Public Works-2020-13

Due to influx of requests from the public to eliminate the bag tag program during the COVID-19 State of Emergency, staff has reached out the Municipalities within the County of Bruce.

For the most part Municipalities are continuing to run their programs status quo, apart from Saugeen Shores who is providing two weeks of tags to those who are required to quarantine due to recent travel or illness. In lieu of payment, the tags would be exchanged for a donation to the food bank. Currently in Kincardine bag tags are available for purchase at all local grocery stores and many other various locations.

The elimination of the program in its entirety even for a short period of time would result in a significant loss of revenues. 

Staff are still investigating options and a finalized report will be forthcoming.

6.2

Other Areas of Responsibility

a.

2019 Year End Capital Review, Treasury-2020-03

The purpose of this report is to obtain Council’s authorization to execute the additional transfers from reserve funds for 2019 capital projects that exceeded budget. The overall net result was a cost savings of $58,088 for capital projects completed in 2019. The additional reserve and reserve fund transfers amount to $168,393.

b.

COVID 19-Pandemic Property Tax and Utilities Financial Assistance, Treasury-2020-04

As a result of the widespread closure of non-essential businesses and the declaration of a state of emergency by the Province of Ontario due to the COVID-19 pandemic, many Kincardine businesses are closed and residents are being financially impacted. The purpose of this report is to obtain Council’s direction on providing property tax and utility bill relief to assist with cash flow pressures for taxpayers.

Staff is recommending that interest on 2020 interim billed taxes be waived for the months of April, May, June and July, providing a 60-day grace period beyond the next tax due date of June 1st. Further, staff is recommending that the September 1st installment date be deferred to October 1st. Since all 2020 taxes must be billed in the calendar year, this will avoid stacking payments late in the year.

The above recommendations would allow taxpayers to pay their installments without penalty on August 1st, October 1st and December 1st rather than June 1st, September 1st and December 1st.

c.

Clerk’s Electronic Participation at Council Meetings, Clerk's-2020-06

Council recently passed by-law to allow for members to attend meetings through electronic means during a declared emergency in the Municipality. It is recommended that the Procedure By-law be amended to extend this avenue of participation to the Clerk and other municipal Staff as well.

d.

Municipal Response to COVID-19 Pandemic/Delegation of Authority, CAO's-2020-08, CAO's-2020-05

At the meeting of March 30, 2020, Committee of the Whole considered Report CAO 2020-05 Municipal Response to COVID-19 Pandemic/Delegation of Authority. The delegation of authority section of the report is being brought back for further discussion per Resolution 03/30/20 COW – 02.

The Municipality established a COVID-19 Working Group which has been developing a Continuity of Operations Plan which will allow essential services to continue to operate. Many of the Municipality’s programs and services have been impacted by the COVID-19 pandemic and planning is ongoing.

In order to address the legislative and administrative responsibilities of Council and Staff, is it recommended that the Chief Administrative Officer will be provided with enhanced delegated authority during emergencies.

6.3

County Council Update

7.

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.

7.1

Minutes of Committees and Boards

Recommendation: Receive and file minutes.

a.

Multi-Municipality Wind Turbine Working Group, January 1, 2020

7.2

Communications

Recommendation: Receive and file all communications

a.

Association of Municipalities of Ontario

a.

AMO Watchfile, March 12, 2020

b.

Queen's Park Update - Much Activity and New Legislation of Municipal Interest

c.

AMO Watchfile, March 26, 2020

d.

COVID-19 Update - New COVID-19 Related Items You Need to Know Today

e.

AMO COVID-19 Update: Ontario Extends COVID-19 Emergency and Closes Outdoor Recreational Amenities 

f.

AMO Partners with Digital Mental Health Therapy Service Provider

b.

County of Bruce

a.

County Extends Building Closures until Further Notice

b.

Bruce County Launches Economic Task Force, Expands Supports to Local Business

c.

Grey Bruce Health Unit - Social Distancing from Animals

d.

Ministry of Finance - Letter to Municipal Treasurers

e.

Ontario Human Right's Commission  - Policy Statement on the COVID-19 Pandemic

f.

Women's House Serving Bruce & Grey - International Women's Day Celebration held in partnership with Women's House Serving Bruce & Grey and Business to Bruce was a success!

g.

Canadian Nuclear Laboratories - Public Hearing on CNL's Licence Amendment application for Douglas Point rescheduled for August 2020

h.

Solicitor General and Ministry of Municipal Affairs and Housing - Joint Minister Letter to Municipalities 

i.

Resolutions other Municipalities

a.

City of Sault Ste. Marie - Support for Conservation Authorities 

b.

Grey County - Resolution Supporting 100% Canadian Wines Excise Exemption

c.

Municipality of Centre Hastings - Support the Role of Conservation Authorities

d.

Norfolk County - Issues Regarding the Mapping of Provincially Significant Wetlands

e.

Town of Grand Valley - Letter of Support for Bill 156 - Security from Trespass & Protecting Food Safety Act

f.

Municipality of Chatham-Kent - Support for Single-Use Disposable Wipes

g.

Municipality of Chatham-Kent - Support for Legislative Changes in Bill 132

j.

Canadian Nuclear Safety Commission - Pandemic Preparedness

8.

Adjournment

• Motion #

  THAT this COW adjourn at