Regular meeting of Council

MINUTES

Meeting #:
Date:
Time:
-
Location:
Council Chambers
Council:
  • Paula Assaly, Mayor
  • Lawrence Bogue, councillor
  • Raymond Campbell, councillor
  • André Chamaillard, councillor
  • Robert Lefebvre, councillor
  • Yves Paquette, councillor
  • Antonios Tsourounakis, councillor
Staff present:
  • Daniel Gatien, Chief Administrative Officer
  • Christine Groulx, Clerk
  • Guillaume Boudrias, Project manager, civil engineering
  • Martin Perron, Environmental Services Superintendent

1.
Reflection and opening of the meeting
 

Councillor Robert Lefebvre recites the opening reflection and the Mayor the territorial acknowledgement.

The meeting is called to order at 7:00 p.m.

2.
Adoption of the agenda
 

  • R-143-19
    Moved byYves Paquette
    Seconded byAndré Chamaillard

    Be it resolved that the agenda be adopted after the addition of the following item:

    • 9.10 Activities for Canada Day
    Carried

3.
Disclosures of conflicts of interest
 

None.

4.
Adoption of the minutes
This item has attachments. 

1.Minutes May 13, 2019.pdf
2.Minutes May 27, 2019.pdf
3.Procès-verbal du 13 mai 2019.pdf
4.Procès-verbal du 27 mai 2019.pdf
  • R-144-19
    Moved byRobert Lefebvre
    Seconded byRaymond Campbell

    Be it resolved that the minutes of the month of May be adopted as presented.

    Carried

5.
Reports of the Mayor and Councillors
 

Verbal reports are made and Mr. Yvan Ruel, Communication Coordinator is presented.

6.
Presentations
 

None.

7.
Delegations
 

None.

8.
Question period
 

None.

9.
Matters requiring action
 

9.1
Quality Management System Operational Plan Manual, Re: Endorsement
This item has attachments. 

1.QMS Operational Plan Manual.pdf
2.Manuel du Plan opérationnel.pdf
3.HAWKESBURY QMS SYS-F18 QMS Endorsement Request Form v2 (anglais seulement).pdf
4.HAWKESBURY QMS SYS OP-PLAN QMS Operational Plan Manual v9 (anglais seulement).pdf
5.2018 HAWKESBURY QMS SYS-F3 QMS Infrastructure Review Report Form v2 (anglais seulement).pdf
6.2018 HAWKESBURY QMS SYS-F12 QMS Management Review Checklist v2 (anglais seulement).pdf
  • R-145-19
    Moved byYves Paquette
    Seconded byAntonios Tsourounakis

    Whereas the Municipal Drinking Water Licensing Program under the Safe Drinking Water Act requires that an operating authority and owner of a drinking water system develops a Drinking Water Quality Management System Operational Plan Manual (DWQMS), and;

    Whereas it is required that the manual must be reviewed and endorsed at every version change it undergoes by the owner, represented by the Council of the Town of Hawkesbury, and;

    Whereas the manual requires an annual infrastructure and management review of the Water Filtration plant and that must be communicated to the Council of the Town of Hawkesbury.

    Be it resolved that the Hawkesbury DWQMS Operational Plan Manual v9 be endorsed and that the 2018 infrastructure and management review be communicated as recommended in document 2019_REC_37.

    Carried

9.2
Extension of agreement for fire dispatch services
This item has attachments. 

1.Extension of fire dispatch agreement.pdf
2.Prolongement du contrat de service de répartition des appels d'urgence.pdf
  • R-146-19
    Moved byRobert Lefebvre
    Seconded byLawrence Bogue

    Whereas the United Counties of Prescott and Russell wish to extend the Emergency Call Dispatching Service Agreement for a one-year period.

    Be it resolved to extend the current agreement by one year, for an amount of $495,261.00, as recommended in document 2019_REC_45.

    Carried

9.3
Chemical upgrade proposal for Water Filtration Plant
This item has attachments. 

1.Chemical storage upgrade proposal approval.pdf
2.Proposition pour entreposage de nouveaux produits chimiques usine de filtration.pdf
3.Chemical storage upgrade Proposal Apr. 19 2018.pdf
4.Hawkesbury WTP Inspection Report 2018-19.pdf
5.REC - Application OCIF Top-Up 2018_July 4 2018.pdf
  • R-147-19
    Moved byAndré Chamaillard
    Seconded byAntonios Tsourounakis

    Whereas two new chemicals are used at the Water Filtration plant, namely caustic soda to adjust pH and zinc orthophosphate for internal corrosion control of watermain, and;

    Whereas these products are purchased in 1000 litres containers and there would be economies of scale by buying them in bulk, and;

    Whereas there are health and safety issues to address, such as handling these 1000 litres chemical containers; these two new chemicals are incompatible (acid-base) and need a separate physical separation with containment (see MECP report); a permanent installation with piping identification and a dosing pump with its redundancy are required, and;

    Whereas a proposal has been submitted by the firm J.L. Richards & Associates Ltd. in order to complete the design of the plans and specifications, the administration of the contract and the work supervision of new chemical storage project in the amount of $155,000.00, and;

    Whereas a deviation from the Procurement policy is required for awarding a single source contract for the design, contract administration and construction supervision to J.L. Richards & Associates Ltd. for the storage upgrade of new chemicals.

    Be it resolved to proceed and award to J.L Richards & Associates Ltd. the contract to complete the design of the plans and specifications, the administration of the contract and the work supervision of a new chemical storage project at an amount of $155,000.00, as recommended in document 2019_REC_46.

    Carried

9.4
Water Filtration Plant, Re: 20-year Strategic Plan
This item has attachments. 

1.Water Treatment Plant 20-year Strategic Plan.pdf
2.Plan strategique 20 ans pour l'usine de filtration.pdf
3.Plan strategique 20 ans - 20 year Strategic Plan_anglais seulement.pdf
4.JLR - Strategic Plan Presentation Plan Strategique_anglais seulement.pdf
  • R-148-19
    Moved byRobert Lefebvre
    Seconded byRaymond Campbell

    Whereas J.L. Richards & Associates Ltd. completed a 20-year strategic plan for the Water Treatment Plant in 2018, and;

    Whereas said plan was presented to the Council at the regular meeting held on October 15, 2018 by J.L. Richards & Associates Ltd., and;

    Whereas the condition assessment as well as the treatment capacity assessment are an integral part of the plan, and;

    Whereas both assessments depict the current state of major components of the Water Treatment Plant and present recommendations thus establishing a 20-year strategic plan complete with an opinion of probable costs.

    Be it resolved that the 20-year strategic plan including the support documents be adopted as presented and that said plan be implemented by the Administration, and; 

    Be it also resolved to adopt a long term financial plan to address the financing of the capital project of the strategic plan, as recommended in document 2019_REC_47.

    Carried

9.5
Municipal Accessibility Advisory Committee, Re: Appointment of third member
This item has attachments. 

1.Municipal Accessibility Advisory Committee.pdf
2.Comité municipal consultatif de l'accessibilité.pdf
  • R-149-19
    Moved byAndré Chamaillard
    Seconded byLawrence Bogue

    Whereas the Accessibility for Ontarians with Disabilities Act, 2005 requires the creation of a Municipal Accessibility Advisory Committee for municipalities with a population of 10,000 and over, and;

    Whereas the Committee currently has two members and three are required.

    Be it resolved to accept the appointment of Mrs. Louise Martel on the Municipal Accessibility Advisory Committee, as recommended in document 2019_REC_48.

    Carried

9.6
Employees dress code
This item has attachments. 

1.Politique de CUPR - UCPR Policy.pdf
  • R-xx-19
    Moved byAntonios Tsourounakis
    Seconded byAndré Chamaillard
    Carried
  • R-150-19
    Moved byAntonios Tsourounakis
    Seconded byAndré Chamaillard

    Be it resolved to postpone this matter to the end of November 2019.

    Carried

9.7
Fines charged for littering
 

  • R-151-19
    Moved byYves Paquette
    Seconded byRaymond Campbell

    Whereas the importance that cleanliness has on a municipality’s image and reputation, and;

    Whereas the employees of the Town of Hawkesbury spend many hours ensuring the Town’s cleanliness, whether on public or private properties, and;

    Whereas several organisations and volunteers also make a lot of efforts in order to support the Town in its quest for cleanliness, and;

    Whereas despite all the efforts from our teams, some individuals who are disrespectful to the environment keep littering throughout the Town, whether in ditches or on public and private properties.

    Be it resolved that the Administration, along with the By-law Enforcement Department and the Hawkesbury Detachment of the Ontario Provincial Police address the amount of the fines that should be charged and the legal actions that can be in initiated against the offenders and whoever is caught littering, and;

    Be it also resolved that solutions be found to promptly deter this kind of behaviour.

    Carried

9.8
Lease with Hawkesbury Mazda, Re: Use of road allowance
This item has attachments. 

1.Recommendation for Hawkesbury Mazda.pdf
2.Recommandation pour Hawkesbury Mazda.pdf
  • R-152-19
    Moved byYves Paquette
    Seconded byAntonios Tsourounakis

    Whereas the Council agreed in 2013 to let car dealers use the road allowance in order to park vehicles that are for sale, and;

    Whereas Hawkesbury Mazda submitted a request to use the road allowance on McGill Street, and;

    Whereas the Ministry of Transportation has been consulted, and;

    Whereas the Public Works Department is not opposed to this kind of use, as long as a 3-meter perimeter around the fire hydrant and a sight triangle at each entryway are respected.

    Be it resolved that the Mayor and the Clerk be hereby authorised to sign a 5-year lease with Hawkesbury Mazda, as recommended in document 2019_REC_49.

    Carried

9.9
Services exchange with the Township of Champlain
This item has attachments. 

1.Recommendation for service exchange with Champlain.pdf
2.Recommandation pour échange de services avec Champlain.pdf
  • R-153-19
    Moved byAndré Chamaillard
    Seconded byRaymond Campbell

    Whereas the Town of Hawkesbury was approached by Champlain Township to discuss, once again, the possibility to extend the water and sewer services to part of Champlain Township, a parcel of land along County Road 17, and;

    Whereas Champlain Township wishes to discuss certain joint services with the Town of Hawkesbury.

    Be it resolved to form a committee consisting with the following Council members: Mrs. Paula Assaly, Mr. Antonios Tsourounakis and Mr. Robert Lefebvre with also Philippe Timbers, Treasurer and Daniel Gatien, CAO, to participate in an initial meeting with both municipalities in order to discuss issues raised by Champlain Township, as recommended in document 2019_REC_50.

    Carried

9.10
Activities for Canada Day
 

Comments are made on activities for Canada Day spread over two days.

  • R-154-19
    Moved byPaula Assaly
    Seconded byAndré Chamaillard

    Be it resolved that all activities scheduled on June 30th, being the fireworks and the show, be moved to July 1st, 2019.

    Recorded (Voted)ForAgainstAbsent
    Paula AssalyX
    Lawrence BogueX
    Raymond CampbellX
    André ChamaillardX
    Robert LefebvreX
    Yves PaquetteX
    Antonios TsourounakisX
    Results340
    Defeated (3 to 4)
  • R-155-19
    Moved byAntonios Tsourounakis
    Seconded byYves Paquette

    Be it resolved that all Canada Day activities from now on be held on July 1st, regardless of the day of the week, unless the matter is decided otherwise by Council.

    Carried

10.
By-laws
 

11.
Notices of motion
 

None.

12.
Services reports and requests for support
 

12.1
Joint Recycling Committee
This item has attachments. 

1.Minutes (Anglais seulement).pdf
  • R-156-19
    Moved byAndré Chamaillard
    Seconded byYves Paquette

    Be it resolved to receive the report for the meeting of May 13, 2019.

    Carried

12.2
Hawkesbury Public Library
This item has attachments. 

1.Procès-verbal (in French only).pdf
  • R-157-19
    Moved byYves Paquette
    Seconded byAndré Chamaillard

    Be it resolved to receive the minutes of April 16, 2019 meeting.

    Carried

12.3
Town of Petrolia, Re: OGRA and ROMA conferences
This item has attachments. 

1.2019_06_10_ OGRA ROMA combined conference support resolution.pdf
  • R-158-19
    Moved byYves Paquette
    Seconded byRobert Lefebvre

    Be it resolved to support the resolution of the Town of Petrolia to reestablish a combined OGRA and ROMA conference. 

    Carried

13.
Question period from Council members
 

Questions are asked.

14.
Confirming by-law
This item has attachments. 

1.Proceedings.pdf
2.Délibérations.pdf

​N° 37-2019

1st reading - carried

2nd reading - carried

3rd reading - carried

​Carried

15.
Adjournment
 

  • R-159-19
    Moved byLawrence Bogue
    Seconded byAndré Chamaillard

    Be it resolved that the meeting be adjourned at 9:05 p.m

    Carried
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