Regular meeting of Council

MINUTES

Meeting #:
Date:	Monday, August 26, 2019
Time:	7:00 P.m. - 8:00 P.m.
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
• Philippe Timbers, Treasurer
• Guillaume Boudrias, Project manager, civil engineering
• Nicole Trudeau, Director of Recreation and Tourism
• Dominique Dussault, Human Resources Manager
• Manon Belle-Isle, Planner
• Jean-Claude Miner, Chief Building Official
• Alain Lavoie, Public Works Superintendent
• Daniel Gascon, Fire Chief
• Yvan Ruel, Communication Coordinator

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1.

Reflection and opening of the meeting

Councillor Raymond Campbell 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-187-19
  Moved by Yves Paquette
  Seconded by Antonios Tsourounakis

  Be it resolved that the agenda be adopted as presented.

  Carried

3.

Disclosures of conflicts of interest

• Robert Lefebvre declared a conflict on this item. (Item 12.2 as he is the Coordinator of the committee.)

4.

Adoption of the minutes

• R-188-19
  Moved by Robert Lefebvre
  Seconded by Raymond Campbell

  Be it resolved that the minutes of the meetings of June and July be adopted as presented.

  Carried

5.

Reports of the Mayor and Councillors                         

Verbal reports are made.

6.

Presentations

None.

7.

Delegations

7.1

Mrs. Corinne Olson, Re: Water bill

• R-189-19
  Moved by Antonios Tsourounakis
  Seconded by Lawrence Bogue

  Be it resolved to reimburse on a pro rata basis on the average consumption of last year.

  Carried

8.

Question period

None.

9.

Matters requiring action

9.1

Commitment of the Town as a "Welcoming Francophone Community"

• Mrs. Brigitte Duguay Langlais, Coordinator of the Support network for francophone immigration of Eastern Ontario makes a presentation on the Welcoming Francophone Community.

  R-190-19
  Moved by Antonios Tsourounakis
  Seconded by Lawrence Bogue

  Whereas the Town of Hawkesbury answered the request to host the pilot project for the Welcoming Francophone Communities initiative, and;

  Whereas the federal government has chosen the Town of Hawkesbury, with the Prescott-Russell Employment Services Centre as a main partner, to take part in the pilot project, and;

  Whereas the funding from the federal government will be $1.3 million over a three-year period to allow the Town to develop serious action and integration plans.

  Be it resolved to commit to become a Welcoming Francophone Community after being nominated by Immigration, Refugees and Citizenship Canada (IRCC) and to agree to disburse close to $5,000.00 in return for an investment of $1.3 million from the federal, as recommended in 2019_REC_68.

   

  Recorded (Voted)	For	Against	Absent
  André Chamaillard	X
  Antonios Tsourounakis	X
  Lawrence Bogue	X
  Raymond Campbell	X
  Robert Lefebvre	X
  Yves Paquette		X
  Paula Assaly	X
  Results	6	1	0

  Carried (6 to 1)

9.2

Purchase of cyber insurance

• R-191-19
  Moved by Antonios Tsourounakis
  Seconded by Lawrence Bogue

  Whereas cyber attacks are more and more frequent no matter the size of the targeted organisation, and;

  Whereas it would be wise to subscribe to a cyber insurance in order to support the Town in the event of such an occurrence.

  Be it resolved to accept the offer from BFL Canada in the amount of $7,579.00 plus applicable tax, for a $1,000,000.00 liability with a $25,000.00 deductible over a 12 month-period, as recommended in document 2019_REC_59.

  Carried

9.3

Human resources and pay information system

• R-192-19
  Moved by Yves Paquette
  Seconded by Raymond Campbell

  Whereas the automation of the payroll and Human Resources is identified as a priority in the efficiency review of the Town of Hawkesbury, and;

  Whereas the Human Resources Department has analysed multiple software solutions.

  Be it resolved to implement the payroll modules, self-service, time management and human resources modules from MPEX Business Solutions Inc., as recommended in document 2019_REC_66.

  Carried

9.4

Use of reserve funds for the industrial park

• R-193-19
  Moved by Robert Lefebvre
  Seconded by André Chamaillard

  Whereas on January 8^th, 2019, the Hawkesbury Community Industrial Strategic Planning Association (HCISPA) accepted to finance the municipal projects for the construction of a snow depot, the cleaning of Town materials on the HCISPA property and the extension of Tessier Street, and;

  Whereas in return for the financing of the Town's projects, the Town would pay the HCISPA the amounts of $125,000.00 and $179,497.23 from the Industrial Park Reserve and reserve funds, respectively, and;

  Whereas the projects described above are all located within the industrial park and would contribute to the economic development of the area and/or improvement of the Town’s service delivery.

  Be it resolved to pay the HCISPA an amount of $304,497.23 from the Industrial Park Reserve and reserve funds to finance part of the projects mentioned above, as recommended in document 2019_REC_57.

  Carried

9.5

Registration to the One Investment fund

• R-194-19
  Moved by Raymond Campbell
  Seconded by Robert Lefebvre

  Whereas on April 15^th, 2019, Council adopted an Investment Policy with the main objective of a better utilization of its cash resources and a basic need to protect and preserve capital, and;

  Whereas the Local Authority Services (LAS), which is part of the Association of Municipalities of Ontario (AMO) family offers through its One Investment Program, a High Interest Savings Account (HISA), and;

  Whereas this HISA offers an interest rate currently at 2.415% (prime less 1.535%), which is comparable and often better than Guaranteed Investment Certificates (GICs) rates, is completely liquid with no term commitment and has no transactions fees.

  Be it resolved to adopt an Authorization By-Law with One Investment to enter into an Agency Agreement and to authorize the Treasurer to execute the necessary documents to complete the enrolment of the HISA, as recommended in document 2019_REC_58.

  Carried

9.6

Efficiency fund and reduce expenditure growth

• R-195-19
  Moved by André Chamaillard
  Seconded by Antonios Tsourounakis

  Whereas the Town received a one-time payment to support small and rural municipalities’ efforts to become more efficient and reduce expenditure growth in the longer term, and;

  Whereas the administration proposes certain expenditures in order to address the purpose of the provincial one-time payment.

  Be it resolved to proceed with the said expenditures, as recommended in document 2019_REC_60.

  Carried

9.7

Coordinator for Situation table

• R-196-19
  Moved by Antonios Tsourounakis
  Seconded by Lawrence Bogue

  Whereas the Hawkesbury Police Commission requires assistance in delivering community policing initiatives, and;

  Whereas the Hawkesbury Police Commission has submitted a grant request under the Community Safety and Policing grant for financial assistance, and;

  Whereas the Hawkesbury Police Commission requires administrative support from the Town of Hawkesbury for the administration of the program.

  Be it resolved to provide to the Hawkesbury Police Commission the administrative support for the administration of the Community Safety and Policing grant, as recommended in document 2019_REC_62.

  Carried

9.8

Deviation to the procurement policy, Re: Public consultation for the Chenail Island

• R-197-19
  Moved by Antonios Tsourounakis
  Seconded by Lawrence Bogue

  Be it resolved to postpone this matter to the September 9 meeting.

  Carried

9.9

Signage request for Active Retirees' Fair

• R-198-19
  Moved by André Chamaillard
  Seconded by Lawrence Bogue

  Whereas members of the Active Retirees’ Fair committee are asking for permission to use the Town's signs to display advertising to announce their fair, and;

  Whereas the Administration does not object to their request.

  Be it resolved to grant permission to the organizers of the Active Retirees’ Fair to use the signs, as recommended in document 2019_REC_65.

  Carried

9.10

Fundraising event organized by the volunteer firefighters for Canada Muscular Dystrophy

• R-199-19
  Moved by Antonios Tsourounakis
  Seconded by André Chamaillard

  Whereas the volunteer firefighters of the Town wish to make a fundraising event for the Muscular Dystrophy Canada, and;

  Whereas the Highway Traffic Act and the Safe Streets Act, 1999 allow charitable organizations registered under the Income Tax Act to solicit people in roadways to raise funds on condition that this fundraising event is authorized by a municipal by-law.

  Be it resolved to grant to the volunteer and professional firefighters of the Town to solicit people at the intersection of McGill, Main East, John Streets and Chenail Boulevard on Monday September 2, 2019 between 9:00 a.m. and 6:00 p.m. at the profit of the Muscular Dystrophy Canada, as recommended in document 2019_REC_67.

  Carried

9.11

Participation of financial partners for the hiring of a project manager

• R-200-19
  Moved by Antonios Tsourounakis
  Seconded by Yves Paquette

  Whereas the Town wishes to hire a Project Manager to initiate work in future development projects, and;

  Whereas the Hawkesbury Industrial Investment Association (HIIA), the Hawkesbury Business Improvement Area (BIA) and the Prescott-Russell Employment Services Centre (PRESC) wish to invest in the economic, tourism and community development of the Town of Hawkesbury, and;

  Whereas each financial partner agrees to pay the sum of $15,000.00 for the first year and $15,000.00 for the second year for a total of $90,000.00 to ensure the hiring of a Project Manager.

  Be it resolved to accept the participation of these financial partners with a total investment of $90,000.00 over a two-year period and to hire a Project Manager to initiate work in future projects, as recommended in document 2019_REC_69.

  Carried

9.12

Application for funding to the Prescott-Russell Community Development Corporation

• R-201-19
  Moved by Antonios Tsourounakis
  Seconded by Raymond Campbell

  Whereas the Council wants to assure a good quality of life to its community for the future years, and;

  Whereas a vision of sustainable development in the medium and long term is essential.

  Be it resolved to submit a grant application to the Prescott and Russell Community Development Corporation, as recommended in document 2019_REC_70.

   

  Carried

9.13

Boat mooring and RV parking at the Confederation Park

• R-202-19
  Moved by Antonios Tsourounakis
  Seconded by Yves Paquette

  Whereas overnight recreational vehicles parking on l’Île du Chenail is presently not permitted, and;

  Whereas overnight boat docking is permitted but not presently enforced, and;

  Whereas there has been an expressed interest in allowing overnight parking and docking in order to encourage tourism.

  Be it resolved to authorize overnight recreational vehicles parking and overnight boat docking  and that By-Law N° 23-2009 be modified accordingly, as recommended in document 2019_REC_71.

  Defeated
• R-203-19
  Moved by Yves Paquette
  Seconded by Antonios Tsourounakis

  Be it resolved to reconsider the question.

  Two-Thirds (Present)	For	Against	Absent
  Paula Assaly			X
  Lawrence Bogue			X
  Raymond Campbell			X
  Robert Lefebvre			X
  Yves Paquette			X
  Antonios Tsourounakis			X
  André Chamaillard			X
  Results	0	0	7

  Carried
• R-204-19
  Moved by Yves Paquette
  Seconded by Antonios Tsourounakis

  Be it resolved to authorize overnight parking of recreational vehicles on the East side of Chenail Island with a departure time before noon the following day.

  Carried

9.14

Part lot control, Re: 293 Catherine St.

• R-205-19
  Moved by Yves Paquette
  Seconded by André Chamaillard

  Whereas the application reflects the intentions of the Provincial Policy Statements and;

  Whereas the application complies with the United Counties of Prescott and Russell’s Official Plan, and;

  Whereas the application is in accordance with the Official Plan and Zoning By-law of the Town of Hawkesbury.

  Be it resolved to approve the request for exemption to part lot control pursuant to section 50 (5) of the Planning Act for part of lot 61 and lot 67 of Registered Plan 37, known as Lots 154 and 155 of Plan M-4, registered under the Boundaries Act and recognized under the address of 293 Catherine Street, and to adopt a by-law accordingly, as recommended in the document 2019_REC_72.

  Carried

10.

By-laws

10.1

N° 41-2019 Use of industrial park reserve and reserve funds

1^st reading - carried

2^nd reading - carried

3^rd reading - carried

10.2

N° 42-2019 One-Investment Fund

1^st reading - carried

2^nd reading - carried

3^rd reading - carried

10.3

N° 43-2019 Fundraising for Muscular Dystrophy Canada

1^st reading - carried

2^nd reading - carried

3^rd reading - carried

10.4

N° 44-2019 Disposal of land

1^st reading - carried

2^nd reading - carried

3^rd reading - carried

10.5

N° 45-2019 for a part lot control, Re: 293 Catherine Street

1^st reading - carried

2^nd reading - carried

3^rd reading - carried

10.6

N° 46-2019 to amend the Parks By-law

1^st reading - carried

2^nd reading - carried

3^rd reading - carried, as amended.

11.

Notices of motion

I, Robert Lefebvre hereby give notice that at the next meeting of Council which will be held on September 9, I will present a by-law concerning the remuneration of the Council member who sits on the Joint Recycling Committee.

Council adjourns temporarily at 9:25 p.m. and the meeting resumes at 9:30 p.m.

12.

Services reports and requests for support

12.1

Monthly reports

• R-206-19
  Moved by André Chamaillard
  Seconded by Yves Paquette

  Be it resolved to receive the June and July 2019 monthly reports.

  Carried

12.1.1

Clerk and By-law Enforcement

12.1.2

Finance

12.1.3

Human Resources

12.1.4

Capital Projects

12.1.5

Public Works

12.1.6

Planning

12.1.7

Construction

12.1.8

Environment

12.1.9

Recreation and Tourism

12.1.10

Fire

12.1.11

Communication

12.2

Joint Recycling Committee

• Robert Lefebvre declared a conflict on this item. (He is the Coordinator of the Committee.)

Councillor Robert Lefebvre leaves the room for this matter and does not participate to the discussion nor to the vote.

• R-207-19
  Moved by André Chamaillard
  Seconded by Yves Paquette

  Be it resolved to receive the report for the month of June 2019.

  Carried

13.

Question period from Council members and comments by the Chief Administrative Officer

Questions are asked.

• Everybody leave except Daniel Gatien, Christine Groulx, Dominique Dussault and Nicole Trudeau and Council temporarily adjourns at 10:00 p.m. and the meeting resumes at 10:05 p.m.

14.

Closed meeting

• R-208-19
  Moved by Yves Paquette
  Seconded by André Chamaillard

  Be it resolved that a closed meeting be held at 10:05 p.m. to discuss items 14.1 and 14.2, respectively as per sections 11(1) (b) and (f) and 11(1) (d) of the Municipal Act, 2001.

  Carried
• R-209-19
  Moved by André Chamaillard
  Seconded by Antonios Tsourounakis

  Be it resolved to reopened the meeting at 11:05 p.m.

  Carried

14.1

Organizational structure buildings department

As per sections 11(1) (b) and (f) of the Municipal Act, 2001.

For discussion.

14.2

Negotiation, Re: Aquatic department collective agreement

As per section 11 (1) (d) of the Municipal Act, 2001.

For discussion.

14.3

Adoption of in-camera minutes

Special meeting of June 17, 2019, Regular meeting of June 24, 2019 and Special meeting of July 17, 2019.

This matter will be discussed at a next meeting.

15.

Confirming by-law

15.1

N° 47-2019 to confirm the proceedings of Council

1^st reading - carried

2^nd reading - carried

3^rd reading - carried

16.

Adjournment

• R-210-19
  Moved by André Chamaillard
  Seconded by Raymond Campbell

  Be it resolved that the meeting be adjourned at 11:05 p.m

  Carried