NOTICE AND AGENDA - Rideau Lakes, Ontario

1 NOTICE AND AGENDA For the Township of Rideau Lakes Municipal Services Committee (Public Works/Planning/Community & Leisure Services) Monday, July 10, 2017 2:00 1. Call to Order 2. Roll Call 3. Emergency Additions to AGENDA 4. Adoption of AGENDA 5. Declaration of Pecuniary Interest & General Nature Thereof 6. DELEGATIONS: None 7. DEVELOPMENT SERVICES: Michael Otis, Manager of Development Services - Verbal and Written Reports Departmental Update p 1-5 8. PUBLIC WORKS ROADS: Dan Chant, Roads Coordinator - Verbal and Written Reports Roads Progress Report p 6-7 MUNICIPAL PROPERTIES: Michelle Jones, Manager of Facilities and Environmental Services - Verbal and Written Report Municipal Properties Update p 8-9 Community Halls EOI Report p 10-11 ENVIRONMENTAL SERVICES: Michelle Jones, Manager of Facilities and Environmental Services Verbal and Written Reports Environmental Services Update p 12-13 9.

2 COMMUNITY AND LEISURE SERVICES: Susan Dunfield, Manager of Community and Leisure Services Minutes/Recommendations of Municipal Committees Joint Hall board Sub-Committee meeting Minutes/Action Item Listing - July 5, 2017 p 14-24 Joint Recreation Sub-Committee meeting Minutes/Action Item Listing - July 5, 2017 p 25-30 10. ADMINISTRATION: Mike Dwyer, CAO Verbal and Written Reports Proposed Canada150 Parks and Recreation Fund p 31-33 11. BUSINESS ARISING: None 12. CORRESPONDENCE: p 34-41 Ainley Graham & Associates Limited: Request for Exemption from Noise By-Law Metroland Media: Lombardy Fair 150th Feature Advertising Request Make a Wish: Request for Advertising South Crosby Recreation Committee: Thank you for consideration of request for matching dollar funding Township of Edwardsburg Cardinal: 400 Series of Highways 13.

3 NEW BUSINESS Consent to Attend Events Mayor Holman s Comments 14. Questions from the Press 15. Questions from the Public re AGENDA Items 16. Close meeting : As per Section 239(2) of the Municipal Act Closed Session meeting Minutes: Municipal Services Committee (GG) June 12, 2017 Section 239 (2) (f): advice that is subject to solicitor-client privilege, including communications necessary for that purpose 17. Open meeting 18. Mayor Holman s Report re Closed meeting 19. Resolution re Closed meeting 20. Resolution to Confirm Proceedings: Committee meeting July 10, 2017 21. Adjournment 12345678910111213 The JOINT HALL board SUB-COMMITTEE held a meeting at the Municipal Office in Chantry on Wednesday, July 5, 2017 Chair Mayor Holman called the meeting to order at 2:00 Roll Call was taken and the following Council Members were in attendance: Mayor Ron Holman, Councillors Jeff Banks, Rob Dunfield, Claire Gunnewiek and Bob Lavoie.

4 Councillor Cathy Monck was absent with prior NOTICE . Also in attendance were Mary Ellen Truelove, Clerk; Susan Dunfield, Manager of Community & Leisure Services; and Michelle Jones, Manager of Facilities and Environmental Services. Mayor Holman asked if anyone had any emergency additions to the AGENDA and none were noted. Moved By: Councillor Lavoie Seconded By: Councillor Dunfield To pass a Resolution that; The AGENDA be approved and adopted as presented. Carried: Mayor Holman asked if anyone had a declaration of pecuniary interest and the general nature thereof and none were noted. BUSINESS ARISING: A copy of the Joint Hall board Action Items listing dated June 29, 2017 was presented to Members.

5 Committee and Staff reviewed all items listed on the Joint Hall board Action Item Listing. RECOMMENDATION #16-2017 Moved By: Councillor Gunnewiek Seconded By: Councillor Lavoie To pass a Resolution that; WHEREAS a copy of the previous Joint Hall board Action Items listing was presented to Committee to be updated; NOW THEREFORE the Joint Hall board Sub-Committee updates said Action Items listing as noted by removing the completed items. Carried: 14 Joint Hall board Sub-Committee Page 2 of 7 Wednesday, July 5, 2017 MINUTES: The following minutes were read as distributed to Committee: Elgin Municipal Complex Hall board meeting : May 19, 2017 Morton Community Hall board Meetings: May 18 and June 20, 2017 Newboro Hall board meeting : February 21, 2017 Newboro Hall board /Recreation Committee/Beautification Committee/Canada Day Committee meeting : May 23, 2017 Portland Community Hall board Meetings: May 10 and June 14, 2017 RECOMMENDATION #17-2017 Moved By: Councillor Dunfield Seconded By: Councillor Gunnewiek To pass a Resolution that.

6 The Joint Hall board Sub-Committee Recommends to the Municipal Services Committee (Public Works) that the following Minutes be acknowledged: Elgin Municipal Complex Hall board meeting : May 19, 2017; Morton Community Hall board Meetings: May 18 and June 20, 2017; Newboro Hall board meeting : February 21, 2017; Newboro Hall board /Recreation Committee/Beautification Committee/Canada Day Committee meeting : May 23, 2017; Portland Community Hall board Meetings: May 10 and June 14, 2017. Carried: ACTION ITEMS FOR CONSIDERATION: Morton Community Hall board May 18, 2017 RECOMMENDATION #18-2017 Moved By: Councillor Gunnewiek Seconded By: Councillor Monck To pass a Resolution that; WHEREAS at the Morton Community Hall board meeting held May 18, 2017 Recommendations were passed for Township consideration; 15 Joint Hall board Sub-Committee Page 3 of 7 Wednesday, July 5, 2017 NOW THEREFORE the Joint Hall board Sub-Committee recommends to the Municipal Services Committee (PW) that: Recommendation #2017 05 01 That the Township provide 4 additional picnic tables, two recycling bins with bags, the 10 X 15 blue tent and three road barriers for August 20th.

7 Be referred to Municipal Properties Staff; Recommendation #2017 05 03 That the Township provide No Smoking signs depicting the number of feet away from the community hall that should be honoured; Be added to the Action Item List to be reviewed by Staff for implementation in all halls. Carried: Morton Community Hall board meeting : June 20, 2017 RECOMMENDATION #19-2017 Moved By: Councillor Gunnewiek Seconded By: Councillor Dunfield To pass a Resolution that; WHEREAS at the Morton Community Hall board meeting held June 20, 2017 action items for Township consideration were brought forward; NOW THEREFORE the Joint Hall board Sub-Committee recommends to the Municipal Services Committee (PW) that Recommendation ACTION ITEMS 1) A sign for outside bulletin board showing details of how to rent the hall; Add to Action Item Listing for consideration - Staff to review.

8 2) Health & safety: the downstairs needs a thorough cleaning and removal of cobwebs/a light at entrance/dehumidifier not emptying through hole in the floor/evestrough needs to be extended beyond entry as the soil is soft and spongy. Windows screens needed on east side windows and one needs replacing; Add to Action Item Listing for Staff to review; 3) That a defibrillator be purchased for Morton Hall considering the age of most of our attendees. Sue Dunfield said there is a possibility that the hall 16 Joint Hall board Sub-Committee Page 4 of 7 Wednesday, July 5, 2017 through the County may be eligible for this purchase if they are involved in another grant opportunity; Add to Action Item Listing for consideration in 2018 Budget Staff to review; 4) To investigate the Briar Hill township sign for deterioration; No Action; 5) To look into having the unpainted area painted on the Judd St.

9 Side of the building; Staff advised this is on 2017 Work Order for Municipal Properties Crew; 6) Request the landscape crew cut a wider area around the post office box - especially behind the box and planters; Add to Action Item Listing for Staff to review/investigate; 7) Township staff to rake the mounds of gravel in the parking lot left over from Winter; No Action; 8) That Township please to co-ordinate with upcoming hall activities re timing of roof work - Canada 150 Picnic August 20 and Small Halls Sept. 17; No Action Staff already coordinating; 9) Provide a lock on the existing chain for the bench at the dam site with Jim's and Peter's assistance; Councillor Gunnewiek to purchase lock and provide invoice to Staff.

10 Carried: Newboro Hall board meeting : February 21, 2017 RECOMMENDATION #20-2017 Moved By: Councillor Lavoie Seconded By: Councillor Banks To pass a Resolution that; WHEREAS at the Newboro Hall board /Recreation Committee/Beautification Committee/Canada Day Committee meeting held February 21 2017, a recommendation was passed for Township consideration: 17 Joint Hall board Sub-Committee Page 5 of 7 Wednesday, July 5, 2017 NOW THEREFORE the Joint Hall board Sub-Committee recommends to the Municipal Services Committee (PW) that: Recommendation #2-February 21-17 Request Township to install new light fixtures in the hall. Township representative Sue Dunfield instructed Keitha Burtch the Hall board Chair to contact Brian Bond, a local electrician to give the hall board members a quote to present to township; Newboro Hall board be requested to obtain quotes and provide to the Township for review as per the procurement By-Law.