PRESCOTT TOWN COUNCIL AGENDA€¦ · RECOMMENDATION That the Committee of the Whole minutes dated December 9, 2019, be accepted as presented. b. 2020 Council & Committee of the Whole

PRESCOTT TOWN COUNCILAGENDA

December 16, 2019

6:30 pmCouncil Chambers360 Dibble St. W.Prescott, Ontario

Pages

1. Call to Order

2. Approval of Agenda

RECOMMENDATIONThat the agenda for the Council Meeting of December 16, 2019, be approved aspresented.

3. Declarations of Interest

4. Presentations

4.1 Certificate Presentation - Laurie Clifford

5. Delegations

6. Minutes of the previous Council meetings

6.1 Regular Council Meeting Minutes - November 25, 2019 1

RECOMMENDATIONThat the Council minutes of November 25, 2019, be accepted aspresented.

7. Communications & Petitions

7.1 Action Items

7.2 Information Items (under separate cover)

RECOMMENDATIONThat the information items under separate cover be received and filed.

8. Committee Reports

8.1 Committee of the Whole Report 18-2019

a. Committee of the Whole Minutes - December 2, 2019 11

RECOMMENDATIONThat the Committee of the Whole minuted dated December 2,2019, be accepted as presented.


a. Committee of the Whole Minutes - December 9, 2019 15

RECOMMENDATIONThat the Committee of the Whole minutes dated December 9,2019, be accepted as presented.

b. 2020 Council & Committee of the Whole Meeting Schedule

RECOMMENDATIONThat Council approve that the 2020 Summer Council meetingdates be as follows: July 13 & 27 and August 10 & 24.

RECOMMENDATIONThat Council approve that the 2020 December meeting datesbe as follows: Committee of the Whole - December 7 & 14,Council - December 21.

c. Recreation & Leisure Services Program Attendant

RECOMMENDATIONThat Council approve the Recreation & Leisure ServicesProgram Attendant Part-time/Casual position and direct staff tocommence with the recruitment.

d. Application to Alter 112-118 and 124 King Street West -Properties Protected under the Ontario Heritage Act

RECOMMENDATIONThat Council approve the application for the proposedrenovations to the properties located at 112-118 and 124 KingStreet West and that staff be directed to issue the heritagebuilding permit.

e. Municipal Modernization Initiatives & Joint Services Agreement

RECOMMENDATIONThat Council approve that the Town of Prescott works with itspartners, the City of Brockville and the Town of Gananoque, toreview the Joint Services Agreement with the United Countiesof Leeds and Grenville to include possible regionalmodernization initiatives that may arise in the future.

f. 2020 Committee & Board Appointments 20

9. Mayor

10. Outside Boards, Committees and Commissions

11. Staff

11.1 Staff Report 97-2019 - Drinking Water Quality Management SystemReview

22

RECOMMENDATIONFor information.

11.2 Staff Report 98-2019 - Emergency Management Program/ AnnualReport

51

RECOMMENDATIONFor information.

11.3 Staff Report 99-2019 - Joint Business Retention and Expansion Session 55

RECOMMENDATIONThat Council support the development of a joint business retention andexpansion session with the three municipal stakeholders in SouthGrenville and that Judi Baril facilitate the session.

11.4 Staff Report 100-2019 - Priority 2 Bus Stop Change - Wood StreetWest

59

RECOMMENDATIONThat Council approve that the sidewalk approximately 63 metres west ofthe corner of Wood Street West and Susan Street, on the north side ofthe road, be a priority 2 school bus stop on the Sidewalk Snow ClearingSystem.

12. Resolutions

13. By-laws

13.1 Procedural By-Law Amendment - Meeting Times 61

RECOMMENDATIONThat By-Law 48-2019, being a by-law to amend By-Law 42-2014, beinga by-law to govern the proceedings of Council and its Committees, beread a first and second time.

RECOMMENDATIONThat By-law 48-2019, being a by-law to amend By-Law 42-2014, beinga by-law to govern the proceedings of Council and its Committees, beread a third time, passed and signed by the Mayor and Clerk.

13.2 2020 Council Appointment By-Law 63

RECOMMENDATIONThat By-Law 49-2019, being a by-law to appoint Members of Council toboards and commissions, to appoint Members of Council to theCommittees of Council, and the appointments of Deputy Mayor for theyear 2020, be read a first and second time.

RECOMMENDATIONThat By-Law 49-2019, being a by-law to appoint Members of Council toboards and commissions, to appoint Members of Council to theCommittees of Council, and the appointments of Deputy Mayor for theyear 2020, be read a third time, passed and signed by the Mayor andClerk.

14. New Business

15. Notices of Motion

16. Mayor’s Proclamation

17. Period for Media Questions

18. Closed Session

19. Rise and Report

20. Confirming By-Law – 50-2019 66

RECOMMENDATIONThat By-Law 50-2019, being a by-law to confirm the proceedings of the Councilmeeting held on December 16, 2019, be read a first and second time.

RECOMMENDATIONThat By-Law 50-2019, being a by-law to confirm the proceedings of the Councilmeeting held on December 16, 2019, be read a third time, passed and signedby the Mayor and Clerk.

21. Adjournment

PRESCOTT TOWN COUNCIL

MINUTES

Monday, November 25, 2019

6:30 p.m.

Council Chambers

360 Dibble St. W.

Prescott, Ontario

Present Mayor Brett Todd, Councillors Leanne Burton, Teresa Jansman,

Lee McConnell, Michael Ostrander, Gauri Shankar, and Ray

Young

Staff Matthew Armstrong, CAO/Treasurer, Kimberley Casselman,

Clerk, and Lindsey Veltkamp, Deputy Clerk

_____________________________________________________________________

1. Call to Order

Mayor Todd called meeting to order at 6:30 p.m.

2. Approval of Agenda

Motion 219-2019: Burton, Shankar

That the agenda for the Council Meeting of November 25, 2019, be approved as

presented.

Carried

Page 1 of 66

3. Declarations of Interest - None

4. Presentations

4.1 Prescott Fire Department Long Service Awards

Barry Moorhouse, Fire Chief of the Prescott Fire Department, spoke to the commitment

and dedication of the five recipients of the Prescott Fire Department Long Service

Awards.

Chief Moorhouse introduced and congratulated Robert Dixon (25 years), George

Prosser (30 years), Paul Arcand (30 years), Harry Leeflang (30 years), and Maurice

Raas (38 years).

Mayor Todd presented the members with their Fire Service Bars and certificates from

MP Michael Barrett, MPP Steve Clark, and the Town of Prescott.

5. Delegations - None

6. Minutes of the previous Council meetings

6.1 Regular Council Meeting Minutes - October 28, 2019

Motion 220-2019: McConnell, Jansman

That the Council minutes of October 28, 2019, be accepted as presented.

Carried

6.2 Emergency Special Council Meeting Minutes - November 6, 2019

Motion 221-2019: Shankar, Young

That the Emergency Special Council minutes of November 6, 2019, be

accepted as presented.

Carried

Page 2 of 66

7. Communications & Petitions

7.2 Information Items (under separate cover)

Motion 222-2019: Ostrander, Shankar

That the information items under separate cover be received and filed.

Carried

1. Prescott Fire Department Council Report – October 2019 2. Prescott Police Service Board Report – October 2019 3. Prescott BIA Board of Management – Minutes of October 1, 2019 4. Kinsmen Club of Prescott – Spirit of Giving Campaign 2019 5. Brockville General Hospital Foundation, Under One Roof letter 6. Student Transportation of Eastern Ontario – Inclement Weather 7. Minister of Infrastructure Correspondence re: Update on the Formula

Component of the Ontario Community Infrastructure Fund (OCIF) 8. Enbrige Gas Inc. Correspondence re: 2020 Rate Application – Notice of

Hearing 9. Township of Enniskillen letter of support re: Building Code Act 10. Canadians for Properly Built Homes Correspondence re: Transforming

and Modernizing the delivery of ON Building Code Services 11. The Corporation of the Township of Norwich resolution re: Transforming

and Modernizing the Ontario Building Code 12. The City Belleville resolution re: Request the Provice Work with Current

Building Sector Groups and Provide Evidence Based Justification that the New Delegated Administrative Authority is Necessary Prior to any Legislative Changes to the Building Code Act

13. City of Vaughan Correspondence re: Provincial Consultation on the Transformation of Building Services in Ontario

14. Township of La Vallee resolution re: Legislative Changes to the Building Code Act

15. Town of Ajax By the Bay resolution re: Provincial Consultation on the Transformation of Building Services in Ontario

16. Township of Macdonald, Meredith & Aberdeen Add’l. resolution re: Creation of a new Delegated Administrative Authority

17. Township of Howick resolution re: Provincial Consultation on the Transformation of Building Services in Ontario

18. The Corporation of the Municipality of Central Elgin resolution re: Provincial Transformation of Building Services in Ontario

19. Municipality of Southwest Middlesex resolution re: Provincial Consultation on the Transformation of Building Services

20. Corporation of the Municipality of South Huron resolution re: Support for Town of Prescott Resolution on the Transformation of Building Services and creation of a new Delegated Administrative Authority with regard to building service delivery

21. Township of Champlain resolution re: Town of Prescott – Building Services in Ontario

22. Township of Evanturel resolution re: Transforming and Modernizing the Delivery of Ontario’s Building Code Services

Page 3 of 66

23. Municipality of Marmora and Lake resolution re: Council Resolution – Changes to Building Code Act

24. Township of Perry resolution re: Transforming and Modernizing the Delivery of Ontario’s Building Code

25. Town of Whitchurch-Stouffville resolution re: Ban of Single-Use Disposable Wipes

26. Town of Wasaga Beach resolution re: Resolution from the Township of Springwater – Nottawasage Valley Conservation Authority Levy

27. Township of Ramara resolution re: Conservation Authority Exit Clause 28. Township of Stirling-Rawdon resolution re: Municipal Liability and

Insurance Costs 29. Grey Sauble Conservation resolution re: Grey Sauble Conservation

Authority Board of Directors Resolution FA-19-116 30. Niagara Region resolution re: Proposed Cuts to Legal Aid Ontario

Budget 31. Town of Kingsville resolution re: Local Health Care Services 32. Town of Wasaga Beach resolution re: Resolution from Township of

Springwater – Conservation Authority Levies

Councillor Jansman spoke to Item # 16 - Township of Macdonald, Meredith & Aberdeen Add’l resolution re: Creation of a new Delegated Administrative Authority Councillor McConnell spoke to Item # 6 - Student Transportation of Eastern Ontario – Inclement Weather.

8. Committee Reports


a. Committee of the Whole Minutes - November 18, 2019


That the Committee of the Whole minutes dated November 18,

2019, be accepted as presented.

Carried

b. Municipal Modernization Program - Intake 1

Motion 224-2019: Young, Shankar

That Council direct staff to prepare and submit an Expression of

Interest, in partnership with the Township of Augusta, for a joint

municipal service delivery review funded through the Municipal

Modernization Program - Intake 1.

Carried

Page 4 of 66

Councillor Young provided background on the item.

Discussion was held regarding the funding timeline and the application.

9. Mayor

Mayor Todd spoke to his attendance at the Celebration of Life for Bill Buckler, past

Deputy Mayor of the Township of Augusta. Mayor Todd thanked Brian Dikdan, owner

of Canadian Tire, for the Emergency Services event held on Sunday, November 24. He

also spoke to his attendance at the BIA Board of Management meeting held on

November 19.

Mayor Todd congratulated the Prescott Fire Association on another successful Light Up

the Night Parade and thanked Councillor Ostrander for handing out candy alongside the

Town’s float. He thanked the Royal Canadian Legion Branch #97, for their

Remembrance Day service and luncheon.

Mayor Todd referenced the arena funding application submission, incoming application

support letters, and the continued arena fundraising efforts.

10. Outside Boards, Committees and Commissions

Councillor Burton spoke to the upcoming Founder’s Day event taking place on

December 4. She spoke to her attendance at the Light Up the Night Parade and wished

to send her condolences to the Buckler family. She referenced attending the

Remembrance Day ceremony.

Councillor Jansman spoke to her attendance at the Planning Advisory Committee

meeting held on November 19, the upcoming Official Plan presentation taking place in

January, and an Economic Development year in review event taking place in January.

Councillor McConnell spoke to his attendance at the Remembrance Day ceremony,

being a judge at the Light Up the Night Parade, and the Prescott Library Board meeting

held on November 19.

Councillor Ostrander spoke to his attendance at the Remembrance Day service and the

Prescott Police Services Board meeting held on October 31. He referenced the Prescott

Fire Department’s total number of calls to date and his involvement in the Light Up the

Night Parade.

Councillor Shankar congratulated the Prescott Fire Association on another successful

Light Up the Night Parade and referenced his attendance at the Remembrance Day

Page 5 of 66

ceremony. He spoke to his attendance at the South Grenville Chamber of Commerce

annual awards banquet and wished to send condolences to the Buckler family.

Councillor Young spoke to his attendance at the Light Up the Night Parade and the

Leeds, Grenville & Lanark District Board of Health meeting held on November 21. He

referenced a report received by the Board regarding the negative effects of vaping.

11. Staff

11.1 Presentation: Budget 2020 - Administration, Protective Services,

Planning & Development

Matthew Armstrong, CAO/Treasurer, spoke to a PowerPoint presentation. A copy of the

presentation is held on file.

Discussion was held regarding the Administration budget, specifically promotional

items, membership fees, and clarification on credit card fees.

Further discussion was held regarding where line items were allocated, property taxes,

the Protective Services budget, the Prescott Fire Department’s honourariums and how

they compared to surrounding municipalities.

Discussion was held regarding the honorariums for the Prescott Police Services Board

members. Some members of Council expressed concerns with providing the

honorarium to the members of the board who were not provincially appointed members.

Further discussion was held regarding the compensation of other board members who

also had provincially appointed members.

Matthew Armstrong, CAO/Treasurer, stated that staff would reach out to the Eastern

Ontario municipal treasurers group to see if other municipalities provided non-

provincially appointed members with honourariums.

11.2 Staff Report 89-2019 - 2020 Community Grant Application Review

Working Group

Motion 225-2019: Jansman, Burton

That Council appoint the following three members to the 2020 Community

Grant Application Review Working Group to review the applications:

Councilor McConnell

Councilor Ostrander

Councilor Young

Page 6 of 66

Carried

Councillor Burton spoke to the December 13 deadline for the submission of

applications, the role of the working group, and that recommendations would be brought

forward to Council for approval.

11.3 Staff Report 90-2019 - Municipal Modernization Fund for Regional

Initiatives

Matthew Armstrong, CAO/Treasurer, spoke to the report. Discussion was held

regarding the request by the United Counties of Leeds and Grenville task force and that

lower tier municipalities were not included in the request.

11.4 Staff Report 91-2019 - Town Hall Hours of Operation December 22,

2019 - January 4, 2020

Motion 226-2019: Jansman, Burton

That Council approve the Town Hall hours of operation from December

23, 2019 through January 3, 2020 as follows:

December 23 8:30 am - 4:30 pm


December 25 Closed

December 26 Closed

December 27 Closed



January 1 Closed

January 2 8:30 am - 4:30 pm

January 3 8:30 am - 4:30 pm

Carried

Councillor Jansman clarified that staff would be using vacation time for non-statutory

closures.

Page 7 of 66

11.5 Staff Report 92-2019 - October 2019 Financial Report

Matthew Armstrong, CAO/Treasurer, provided an overview of the report.

12. Resolutions – None

13. By-laws

13.1 OPP Policing Services Contract Renewal


That By-Law 44-2019, being a by-law to authorize the execution of an

agreement between the Ministry of the Solicitor General and the

Corporation of the Town of Prescott for the provision of police services

under Section 10 of the Police Services Act, R.S.O. 1990, C. P. 15, be

read a first and second time.

Carried


That By-Law 44-2019, being a by-law to authorize the execution of an

agreement between the Ministry of the Solicitor General and the

Corporation of the Town of Prescott for the provision of police services

under Section 10 of the Police Services Act, R.S.O. 1990, C. P. 15, be

read a third time, passed and signed by the Mayor and Clerk.

Carried

Discussion was held regarding the past formula and costing for the provision of police

services.

13.2 Parking By-Law Amendment


That By-Law 45-2019, being a by-law to amend By-Law 47-2017, being a

by-law for the regulation of traffic and parking within the Corporation of the

Town of Prescott, be read a first and second time.

Carried

Page 8 of 66


That By-Law 45-2019, being a by-law to amend By-Law 47-2017, being a

by-law for the regulation of traffic and parking within the Corporation of the

Town of Prescott, be read a third time, passed and signed by the Mayor

and Clerk.

Carried

Matthew Armstrong, CAO/Treasurer, spoke to the specific amendments to the Parking

By-law.

13.3 Appointment of a Clerk


That By-Law 46-2019, being a by-law to authorize the appointment of

Kimberley Casselman as Clerk for the Corporation of the Town of

Prescott, be read a first and second time.

Carried


That By-law 46-2019, being a by-law to authorize the appointment of

Kimberley Casselman as Clerk for the Corporation of the Town of

Prescott, be read a third time, passed and signed by the Mayor and Clerk.

Carried

14. New Business - None

15. Notices of Motion - None

16. Mayor’s Proclamation

16.1 Founder's Day 2019

Mayor Todd proclaimed December 4th as Founder’s Day in the Town of Prescott.

Matthew Armstrong, CAO/Treasurer, stated that this year the event would be held at the

deep water dive ramp on the waterfront.

Page 9 of 66

17. Period for Media Questions - None

18. Closed Session – None

19. Rise and Report - None

20. Confirming By-Law – 47-2019


That By-Law 47-2019, being a by-law to confirm the proceedings of the Council

meeting held on November 25, 2019, be read a first and second time.

Carried


That By-Law 47-2019, being a by-law to confirm the proceedings of the Council

meeting held on November 25, 2019, be read a third time, passed and signed by

the Mayor and Clerk.

Carried

21. Adjournment


That the meeting be adjourned to Monday, December 16, 2019 at 6:30 p.m.

(Time: 8:35 p.m.).

Carried

______________________________ ________________________________

Mayor Clerk

Page 10 of 66

COMMITTEE OF THE WHOLE

MINUTES

Monday, December 2, 2019

5:30 p.m.

Council Chambers

360 Dibble St. W.

Prescott, Ontario

Present Mayor Brett Todd, Councillors Teresa Jansman, Lee McConnell,

Gauri Shankar, and Ray Young


Director of Administration, Dana Valentyne, Economic

Development Officer, and Lindsey Veltkamp, Deputy Clerk

1. CALL TO ORDER

Councillor McConnell, Chair, called the meeting to order at 5:30 p.m.

2. APPROVAL OF AGENDA

Motion: Shankar, Jansman

That the agenda be adopted as presented.

Carried

3. DECLARATIONS OF INTEREST – None

Page 11 of 66

4. PRESENTATIONS - None

5. DELEGATIONS

5.1 University Hospitals Kingston Foundation - Mike MacDonald,

Executive Vice President, Patient Care & Community Partnerships

Nikki Beaulieu and Mike MacDonald, University Hospitals Kingston Foundation, spoke

to a PowerPoint presentation. A copy of the presentation is held on file.

Discussion was held regarding where the Prescott patient statistics were acquired from

and if the statistics presented included surrounding municipalities. Further discussion

was held regarding providing the presentation to the Councils of Edwardsburgh Cardinal

and Augusta, the care provided by the Kingston General Hospital, and the proposed

redevelopment project.

Matthew Armstrong, CAO/Treasurer, requested that Council allow for Item 8.1 –

Presentation – Pedestrian & Bicycle Ferry Feasibility Study to be moved up to the next

item on the agenda.

8. ECONOMIC DEVELOPMENT, BUILDING, BY-LAW, PLANNING & HERITAGE

8.1 Presentation - Pedestrian & Bicycle Ferry Feasibility Study

Councillor Jansman introduced the item and spoke to the work of the Pedestrian &

Bicycle Ferry Working Group.

Nicolas Parent, CPCS, spoke to a PowerPoint presentation. A copy of the presentation

is held on file.

Discussion was held regarding the regional statistics, next steps, and the need for

marketing. Dana Valentyne, Economic Development Officer, spoke to the feasibility

study. She referenced the initial cost to the municipality for providing the ferry service,

the need for further research, and moving forward with the pilot project.

Discussion was held regarding the suggested pilot weekends, the demand for the ferry,

potential hours of operation, the option of a 15 or 50 passenger vessel, and the need of

ensuring that the City of Ogdensburg would agree to sharing costs.

Matthew Armstrong, CAO/Treasurer, stated that a report would come back to Council at

a future date for further discussion.

Page 12 of 66

6. FINANCE & CORPORATE SERVICES

Councillor Young introduced the item. Matthew Armstrong, CAO/Treasurer, spoke to a

PowerPoint presentation regarding 2020 Budget Project Planning. A copy of the

presentation is held on file. He referenced the Health & Safety, Development,

Recreation, Tourism, Heritage, Infrastructure, Building, Equipment, and Capital projects.

Discussion was held regarding the difficulty in ranking the budget items, the availability

of Provincial funding for the break wall project, the pathway from MacKenzie/Fischl to

the grocery store, and the lighthouse.

Further discussion was held regarding the possibility of borrowing or sharing equipment

with neighbouring municipalities, paving sections of the Heritage Trail, exploring

regional transportation, and zero based budgeting.

7. OPERATIONS - None

9. WATER & WASTEWATER

Councillor McConnell asked if a Wastewater Treatment Facility Management Board

meeting had been scheduled. Matthew Armstrong, CAO/Treasurer, stated that he was

waiting to hear back from the staff at Edwardsburgh Cardinal.

10. PROTECTIVE SERVICES & COMMUNITY LIAISON - None

11. CAPITAL & PROJECTS - None

12. NEW BUSINESS

Mayor Todd spoke to crosswalk concerns presented at a recent Prescott Police

Services Board meeting.

13. PERIOD FOR MEDIA QUESTIONS - None

14. CLOSED SESSION - None

Page 13 of 66

15. RISE AND REPORT - None

16. ADJOURNMENT

Motion: Young, Shankar

That the meeting be adjourned. (Time: 7:12 p.m.).

Carried

Page 14 of 66

COMMITTEE OF THE WHOLE

MINUTES

Monday, December 9, 2019

6:30 p.m.

Council Chambers

360 Dibble St. W.

Prescott, Ontario

Present Mayor Brett Todd, Councillors Leanne Burton, Teresa Jansman,

Lee McConnell, Mike Ostrander, Gauri Shankar, and Ray Young


Director of Administration/Clerk, and Lindsey Veltkamp, Deputy

Clerk

1. CALL TO ORDER

Councillor McConnell called the meeting to order at 6:30 p.m.

2. APPROVAL OF AGENDA

Motion: Ostrander, Shankar

That the agenda be adopted as presented.

Carried

3. DECLARATIONS OF INTEREST - None

Page 15 of 66

4. PRESENTATIONS - None

5. DELEGATIONS - None


6.2 Staff Report 93-2019 - 2020 Council & Committee of the Whole

Meeting Schedule

Kimberley Casselman, Director of Administration/Clerk, spoke to the report. She

referenced the suggested summer meeting schedule change to two meetings per month

and the December meeting schedule changes due to the Christmas holidays. She also

stated that there was interest from some Council members to change the start time of

meetings from 6:30 p.m. to 6:00 p.m.

Discussion was held regarding holding two meetings during the summer months and

the suggested 6:00 p.m. meeting start time. Ms. Casselman stated that she would bring

back an amendment to the procedural by-law to the next Council meeting for the

approval of the meeting time change and resolutions to set the meeting dates for the

summer months and December.


6.1 Budget 2020 Presentation - Parks & Recreation, Transportation, and

Environmental

Matthew Armstrong, CAO/Trearuer, spoke to the presentation. A copy of the

presentation is held on file. He spoke to the budget timeline, Transportation,

Environment, Parks & Recreation, and Water & Wastewater budgets.

Discussion was held regarding improving the municipal parking lot on King Street near

the marina, clarification on overtime during winter months for Operations staff,

completing the streetlights downtown and the cost savings to date.

Further discussion was held regarding sidewalk repairs, sidewalk priorities, waste

disposal, and bringing back a report to Council regarding the changes to the Town’s

recycling program. Council also spoke to having a discussion regarding water and

wastewater rates for neighbouring municipalities.

Page 16 of 66

6.3 Staff Report 94-2019 - Recreation & Leisure Services Program

Attendant

Motion: Burton, Shankar

That Committee of the Whole recommend that Council approve the

Recreation & Leisure Services Program Attendant Part-time/Casual

position and direct staff to commence with the recruitment.

Carried

Matthew Armstrong, CAO/Treasruer, spoke to the proposed position. He referenced the

rental hours at the Leo Boivin Community Centre, the cost in overtime, the creation of a

part0time position, and the suggested number of hours for the positon.

Discussion was held regarding the option of rotating shifts, current staffing, and the role

of the position.

7. OPERATIONS – None

8. ECONOMIC DEVELOPMENT, BUILDING, BY-LAW, PLANNING & HERITAGE

8.1 Prescott Heritage Committee Report 02-2019 - Application to Alter

112-118 and 124 King Street West - Properties Protected under the

Ontario Heritage Act

Motion: Burton, Jansman

That Committee of the Whole recommend that Council approve the

application for the proposed renovations to the properties located at 112-

118 and 124 King Street West and that staff be directed to issue the

heritage building permit.

Carried

Matthew Armstrong, CAO/Treasurer, spoke to the report. Councillor Young stated that

he no longer owned the property, but was renting the commercial unit.

Discussion was held regarding the suggested changes and the history of the property.

9. WATER & WASTEWATER - None

10. PROTECTIVE SERVICES & COMMUNITY LIAISON - None

Page 17 of 66

11. CAPITAL & PROJECTS

11.1 Staff Report 95-2019 - Investing in Canada Infrastructure Program:

Green Stream Intake 1

Motion: Burton, Shankar

That Committee of the Whole direct staff to prepare an application, for the

replacement of the water tower, to the Investing in Canada Infrastructure

Program: Green Stream

Carried

Councillor Burton introduced report. Matthew Armstrong, CAO/Treasurer, spoke to the

funding program. He referenced the water tower replacement and how the project would

fit in this stream of funding. Discussion was held regarding demolition of the current

water tower and if that cost could be covered by the funding.

Further discussion was held regarding the population based formula being used and if

further engineering was required before the funding application due date.

12. NEW BUSINESS

12.1 Staff Report 96-2019 - Municipal Modernization Initiatives & Joint

Services Agreement

Motion: Ostrander, Burton

That Committee of the Whole recommend that Council approve that the

Town of Prescott works with its partners, the City of Brockville and the

Town of Gananoque, to review the Joint Services Agreement with the

United Counties of Leeds and Grenville to include possible regional

modernization initiatives that may arise in the future.

Carried

Matthew Armstrong, CAO/Treasurer, spoke to the item. He provided background on the

Counties modernization task force, the potential for future modernization opportunities,

and the current Joint Services agreement.

Discussion was held regarding modernization, governance, and starting a dialogue with

the City of Brockville and the Town of Gananoque.

Page 18 of 66

Councillor Shankar requested that Council recognize local resident, Laurie Clifford, for

his actions and bravery during a recent accident. Discussion was held regarding

recognizing Mr. Clifford with a Mayoral scroll at the Council meeting of December 16th.

13. PERIOD FOR MEDIA QUESTIONS - None

14. CLOSED SESSION

Motion: Young, Shankar

That Committee of the Whole resolve into Council and move into Closed Session

at 8:55 p.m. to address matters pertaining to:

14.1 Approval of Closed Session Minutes

14.2 Committee & Board Appointments

Under Section 239(b) of the Municipal Act - personal matters about an

identifiable individual, including municipal or local board employees; and

That the CAO/Treasurer, Clerk, and Deputy Clerk remain in the room.

Carried

15. RISE AND REPORT

During the Closed Session, Council accepted Closed Session minutes and provided

direction to staff on Item #14.2 – Committee & Board Appointments.

16. ADJOURNMENT

Motion: Ostrander, Todd

That the meeting be adjourned. (Time: 8:57 p.m.)

Carried

Page 19 of 66

2020 Committee & Board Member Listing

That Council appoint the following members to its board and committees for the year

2020:

Committee of Adjustment

Sandra Iseman

Ralph Street

Craig Worden

Downtown BIA

Kevin Bunce Sherry Desnoyers

Karen Burman-Martin Elizabeth (Pearl) Visser

Lacey Casselman Tracey Young

Ben Quenneville Brett Todd (Council Rep)

Teresa Jansman (Council Rep)

Library Board

Jane McGuire (Chief Librarian/CEO) Jean Burton-Fox

Lee McConnell (Council Rep) Joe Muise

Karen Hume Darien Watson

Frances Gagnon Elaine McCurdie

Mavis Jale

Planning Advisory Committee

Brett Todd (Council Rep)

Leanne Burton (Council Rep)

Teresa Jansman (Council Rep)

Jim Hutton (Citizen Member)

Leslie Bottigoni (Citizen Member)

Prescott Heritage Committee

Jack Shouldice

Sandra Iseman

Tom Van Dusen

Robert Pelda

Luis Zelayeta

Lee McConnell (Council Rep)

Page 20 of 66

Prescott Cemetery Board

Fraser Laschinger

Don Barton

Peter Morrow

Leanne Burton (Council Rep)

Police Services Board

Stan Kijiewski (Council appointed citizen member)

Kenneth Durand (Provincial appointee)

Norman Thomas (Provincial appointee)

Brett Todd (Council Rep)

Mike Ostrander (Council Rep)

Walker House

Pat Marshall Tom VanDusen

Jo Anne Daigle Jo Savage

Sharon Stein Irene Mueller

Lee McConnell (Council Rep)

Page 21 of 66

Date Req’d

Information Purposes

Policy / Action Req’d X Dec 16 ‘19

Strategic Plan

STAFF REPORT TO COUNCIL Report No. 97-2019 Date: December 16, 2019 From: Matthew Armstrong, Chief Administrative Officer & Treasurer Re: Drinking Water Quality Management System Review ____________________________________________________________________ Recommendation: For information. Background/Analysis: An annual management review of the drinking water quality management system is required as it pertains to the water distribution system. This was conducted on November 12, 2019 with the Water Department presenting the attached report to the Chief Administrative Officer & Treasurer. There is a further requirement that following the management review, the results of the management review process be communicated to Council by the Chief Administrative Officer & Treasurer. The following points are highlights of this year’s report.

- The Drinking Water Quality Management System for the Town of Prescott has now been revised to version 2.0 of the standards.

- A Ministry of Environment Inspection was completed for 2018/2019 on the distribution system with zero non-compliance findings and zero best practice recommendations.

- There were no adverse incidents within the distribution system in 2019 o There was one precautionary boil alert put in place for the customers in

Edwardsburgh Cardinal attached to the Prescott water distribution system in 2019 due to a suspected watermain break at the Prescott Golf Course. Upon further investigation, there was no watermain break and all tests came back negative resulting in the alert being lifted after approximately 48 hours.

- The Monthly Minimum and Maximum Chlorine Residual tests were within parameters.

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Strategic Plan

- There were 9 complaints in relation to low pressure, taste, colour and odour within the water distribution system in 2019. All were investigated and resolved.

- An internal audit was completed in September of 2019. - An external third-party audit was conducted on November 28, 2019 with all areas

of the management system conforming to the standards. There were three suggestions for improvements. The external audit report is attached.

Alternatives: None Financial Implications: None Attachments:

DWQMS Management Review Report 2019 SAI Global Audit Report – November 28, 2019 Submitted By Matthew Armstrong Chief Administrative Officer & Treasurer

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Doc ID: 8298 / Issue Date: Mar.2018 © SAI Global Pty Limited Copyright 2018 - ABN 67 050 611 642 Page 1 of 12

Audit Report

Upgrade Audit for Corporation of the Town of Prescott 1664465-02 Audited Address: 360 Dibble Street West, Prescott, Ontario, CAN, K0E 1T0 Start Date: Nov 28, 2019 End Date: Nov 28, 2019 Type of audit - Surveillance System Audit Issue Date: December 15, 2014 Revision Level: Various dates as per the section.

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Audit Report

Doc ID: 8298 / Issue Date: Mar. 2018 © SAI Global Pty Limited Copyright 2018 - ABN 67 050 611 642 Page 12 of 12

BACKGROUND INFORMATION SAI Global conducted an audit of Corporation of the Town of Prescott beginning on Nov 28, 2019 and ending on Nov 28, 2019 to DRINKING WATER QUALITY MANAGEMENT STANDARD VERSION 2 - 2017.

The purpose of this audit report is to summarise the degree of compliance with relevant criteria, as defined on the cover page of this report, based on the evidence obtained during the audit of your organization. This audit report considers your organization’s policies, objectives, and continual improvement processes. Comments may include how suitable the objectives selected by your organization appear to be in regard to maintaining customer satisfaction levels and providing other benefits with respect to policy and other external and internal needs. We may also comment regarding the measurable progress you have made in reaching these targets for improvement.

SAI Global audits are carried out within the requirements of SAI Global procedures that also reflect the requirements and guidance provided in the international standards relating to audit practice such as ISO/IEC 17021-1, ISO 19011 and other normative criteria. SAI Global Auditors are assigned to audits according to industry, standard or technical competencies appropriate to the organization being audited. Details of such experience and competency are maintained in our records.

In addition to the information contained in this audit report, SAI Global maintains files for each client. These files contain details of organization size and personnel as well as evidence collected during preliminary and subsequent audit activities (Documentation Review and Scope) relevant to the application for initial and continuing certification of your organization.

Please take care to advise us of any change that may affect the application/certification or may assist us to keep your contact information up to date, as required by SAI Global Terms and Conditions.

This report has been prepared by SAI Global Limited (SAI Global) in respect of a Client's application for assessment by SAI Global. The purpose of the report is to comment upon evidence of the Client's compliance with the standards or other criteria specified. The content of this report applies only to matters, which were evident to SAI Global at the time of the audit, based on sampling of evidence provided and within the audit scope. SAI Global does not warrant or otherwise comment upon the suitability of the contents of the report or the certificate for any particular purpose or use. SAI Global accepts no liability whatsoever for consequences to, or actions taken by, third parties as a result of or in reliance upon information contained in this report or certificate.

Please note that this report is subject to independent review and approval. Should changes to the outcomes of this report be necessary as a result of the review, a revised report will be issued and will supersede this report.

Standard: DRINKING WATER QUALITY MANAGEMENT STANDARD VERSION 2 - 2017

Scope of Certification: Water Distribution

Drinking Water System Owner: The Town of Prescott

Operating Authority: The Town of Prescott

Owner: The Town of Prescott

Population Services: 4225

Activities: Distribution

Drinking Water Systems 1664477

Total audit duration: Person(s): 1 Day(s): 0.50

Audit Team Member(s): Team Leader Tim Moher

Other Participants: Not applicable.

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Audit Report


Definitions and action required with respect to audit findings

Major Non-conformance:

Based on objective evidence, the absence of, or a significant failure to implement and/or maintain conformance to requirements of the applicable standard. Such issues may raise significant doubt as to the capability of the management system to achieve its intended outputs (i.e. the absence of or failure to implement a complete Management System clause of the standard); or

A situation which would on the basis of available objective evidence, raise significant doubt as to the capability of the Management System to achieve the stated policy and objectives of the customer.

NOTE: The “applicable Standard” is the Standard which SAI Global are issuing certification against, and may be a Product Standard, a management system Standard, a food safety Standard or another set of documented criteria.

Action required: This category of findings requires SAI Global to issue a formal NCR; to receive and approve client’s proposed correction and corrective action plans; and formally verify the effective implementation of planned activities. Correction and corrective action plan should be submitted to SAI Global prior to commencement of follow-up activities as required. Follow-up action by SAI Global must ‘close out’ the NCR or reduce it to a lesser category within 90 days for initial certification and within 60 days for surveillance or re-certification audits, from the last day of the audit.

If significant risk issues (e.g. safety, environmental, food safety, product legality/quality, etc.) are detected during an audit these shall be reported immediately to the Client and more immediate or instant correction shall be requested. If this is not agreed and cannot be resolved to the satisfaction of SAI Global, immediate suspension shall be recommended.

In the case of initial certification, failure to close out NCR within the time limits means that the Certification Audit may be repeated.

If significant risk issues (e.g. safety, environmental, food safety, product legality/quality, etc.) are detected during an audit these shall be reported immediately to the Client and more immediate or instant correction shall be requested. If this is not agreed and cannot be resolved to the satisfaction of SAI Global, immediate suspension shall be recommended.

In the case of an already certified client, failure to close out NCR within the time limits means that suspension proceedings may be instituted by SAI Global.

Follow-up activities incur additional charges.

Minor Non-conformance:

Represents either a management system weakness or minor issue that could lead to a major nonconformance if not addressed. Each minor NC should be considered for potential improvement and to further investigate any system weaknesses for possible inclusion in the corrective action program

Action required: This category of findings requires SAI Global to issue a formal NCR; to receive and approve client’s proposed correction and corrective action plans; and formally verify the effective implementation of planned activities at the next scheduled audit.

Opportunity for Improvement:

A documented statement, which may identify areas for improvement however shall not make specific recommendation(s).

Action required: Client may develop and implement solutions in order to add value to operations and management systems. SAI Global is not required to follow-up on this category of audit finding.

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Audit Report


Audit Type and Purpose

Surveillance Audit:

A systems desktop audit in accordance with the systems audit procedure as it applies to Full Scope accreditation. The audit also included consideration of the results of the most recent audit undertaken in accordance with this Accreditation Protocol and any of the following that have occurred subsequent to that audit including but limited to;

(a) the results of any audits undertaken in accordance with element 19 of the DWQMS V2;

(b) historical responses taken to address corrective action requests made by an Accreditation Body;

(c) the results of any management reviews undertaken in accordance with element 20 of the DWQMS V2; and,

(d) any changes to the documentation and implementation of the QMS.

Audit Objectives

The objective of the audit was to determine whether the drinking water Quality Management System (QMS) of the subject system conforms to the requirements of the Ontario Ministry of the Environment & Climate Change (MOECC) Drinking Water Quality Management Standard (DWQMS V2).

The audit was also intended to gather the information necessary for SAI Global to assess whether accreditation can continue or be offered or to the operating authority.

Audit Scope

The facilities and processes associated with the operating authority’s QMS were objectively evaluated to obtain audit evidence and to determine a) whether the quality management activities and related results conform with DWQMS V2 requirements, and b) if they have been effectively implemented and/or maintained.

Audit Criteria:

• The Drinking Water Quality Management Standard Version 2

• Current QMS manuals, procedures and records implemented by the Operating Authority

• SAI Global Accreditation Program Handbook

Confidentiality and Documentation Requirements

The SAI Global stores their records and reports to ensure their preservation and confidentiality. Unless required by law, the SAI Global will not disclose audit records to a third party without prior written consent of the applicant. The only exception will be that the SAI Global will provide audit and corrective action reports to the Ontario Ministry of the Environment. For more information, please refer to the SAI Global Accreditation Program Handbook.

As part of the SAI Global Terms, it is necessary for you to notify SAI Global of any changes to your Quality Management System that you believe are significant enough to risk non-conformity with DWQMS V2: For more information, please refer to the SAI Global Accreditation Program Handbook.

Review of any changes

Changes to the Operating Authority since last audit include: Not applicable.

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Audit Report


EXECUTIVE OVERVIEW

The objective of this System audit (Stage 1) was to review the management system and processes, confirm the scope for certification, and determine the organization’s preparedness for the onsite verification audit (Stage 2). In addition, it allowed for the review of the adequacy of the SAI Global audit program and resources for the audit including confirming and preparing the draft audit plan.

The results of this System (Stage 1) audit indicate that the organization is now ready for an onsite accreditation (Stage 2) audit.

Based on the results of this surveillance system audit the management system remains effectively implemented and meets the requirements of the standard relative to the scope of certification; therefore, a recommendation for continued certification will be submitted.

Recommendation

Based on the results of this audit it has been determined that the management system is effectively implemented and maintained and meets the requirements of the standard relative to the scope of certification identified in this report; therefore, a recommendation for (continued) certification will be submitted to SAI Global review team.

Opportunities for Improvement:

The following opportunities for improvement have been identified.

• OFI#1: ensure to mention a direct reference to “climate change”. “Considers potential hazardous events and associated hazards, as identified in the Ministry of the Environment and Climate Change document titled Potential Hazardous Events for Municipal Residential Drinking Water Systems, dated February 2017 as it may be amended.” as per 7a) of the 2.0 DWQMS standard.

• OFI #2: Ensure to mention that the review takes each “Calendar Year” as per 14 b) of the DWQMS 2.0 version of the standard.

• OFI#3: Similar comment as per OFI#2. “ensure that the long term forecast is reviewed at least once every Calendar Year.”

It is suggested that the opportunities for improvement be considered by management to further enhance the Operating Authority’s Quality Management System and performance.

Management System Documentation

The management systems operational plan(s) was reviewed and found to be in conformance with the requirements of the standard.

Management Review

Records of the most recent management review meetings were verified and found to meet the requirements of the standard. All inputs were reflected in the records, and appear suitably managed as reflected by resulting actions and decisions.

Internal Audits

Internal audits are being conducted at planned intervals to ensure conformance to planned arrangements, the requirements of the standard and the established management system.

Corrective, Preventive Action & Continual Improvement Processes

The Operating Authority is implementing an effective process for the continual improvement of the management system through the use of the quality policy, quality objectives, audit results, data analysis, the appropriate management of corrective and preventive actions and management review.

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Audit Report


Summary of Findings

1. Quality Management System Conforms

2. Quality Management System Policy Conforms

3. Commitment and Endorsement Conforms

4. Quality Management System Representative Conforms

5. Document and Records Control Conforms

6. Drinking-Water System Conforms

7. Risk Assessment OFI#1

8. Risk Assessment Outcomes Conforms

9. Organizational Structure, Roles, Responsibilities and Authorities Conforms

10. Competencies Conforms

11. Personnel Coverage Conforms

12. Communications Conforms

13. Essential Supplies and Services Conforms

14. Review and Provision of Infrastructure OFI#2

15. Infrastructure Maintenance, Rehabilitation & Renewal OFI#3

16. Sampling, Testing and Monitoring Conforms

17. Measurement & Recording Equipment Calibration and Maintenance Conforms

18. Emergency Management Conforms

19. Internal Audits Conforms

20. Management Review Conforms

21. Continual Improvement Conforms

Major NCR #

Major non-conformity. The auditor has determined one of the following:

(a) a required element of the DWQMS has not been incorporated into a QMS;

(b) a systemic problem with a QMS is evidenced by two or more minor non-conformities; or

(c) a minor non-conformity identified with a corrective action request has not been remedied.

Minor NCR # Minor non-conformity. In the opinion of the auditor, part of a required element of the DWQMS has not been incorporated satisfactorily into a QMS.

OFI Opportunity for improvement. Conforms to requirement, but there is an opportunity for improvement.

Conforms Conforms to requirement.

NANC Not applicable/Not Covered during this audit.

**** Additional comment added by auditor in the body of the report.

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Audit Report


PART D. Audit Observations, Findings and Comments DWQMS Reference: 1 Quality Management System Client Reference: Quality Management System, DWQMS 2.0 Results: Conforms. Details: DWQMS Reference: 2 Quality Management System Policy Client Reference: Quality Management System Policy, DWQMS 2.0 Results: Conforms Details: DWQMS Reference: 3 Commitment and Endorsement Client Reference: Commitment and Endorsement, DWQMS 2.0 Results: Conforms. Details: Last endorsed on September 28, 2018. DWQMS Reference: 4 Quality Management System Representative Client Reference: Quality Management System Representative, DWQMS 2.0 Results: Conforms. Details: The Quality Management representative is the ORO and alternate

ORO.

DWQMS Reference: 5 Document and Record Control Client Reference: Documents and Records Control, DQWMS 2.0, SLDA-05 A, B Results: Conforms. Details: DWQMS Reference: 6 Drinking Water System Client Reference: Drinking Water System, DWQMS 2.0 Results: Conforms. Details: DWQMS Reference 7 Risk Assessment Client Reference: Risk Assessment Procedure, DWQMS 2.0, SLDA-07 Results: Conforms. Details: OFI#1: ensure to mention a direct reference to “climate change”.

“Considers potential hazardous events and associated hazards, as

identified in the Ministry of the Environment and Climate Change

document titled Potential Hazardous Events for Municipal Residential

Drinking Water Systems, dated February 2017 as it may be amended.” as per 7a) of the 2.0 DWQMS standard.

DWQMS Reference: 8 Risk Assessment Outcomes Client Reference: Risk Assessment Outcomes, DWQMS 2.0, SLDA-07 Results: Conforms. Details: Last done on May 10, 2019. There were no changes. DWQMS Reference: 9 Organizational Structure, Roles, Responsibility and

Authorities

Client Reference: Organizational Structure, Roles, Responsibilities and Authorities, DWQMS 2.0

Results: Conforms. Details:

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Audit Report


DWQMS Reference: 10 Competencies Client Reference: Competencies, DWQMS 2.0 Results: Conforms. Details: DWQMS Reference: 11 Personnel Coverage Client Reference: Personnel Coverage, DWQMS 2.0 Results: Conforms. Details: DWQMS Reference: 12 Communications Client Reference: Communications, DWQMS 2.0 Results: Conforms. Details: DWQMS Reference: 13 Essential Supplies and Services Client Reference: Essential Supplies and Services, Rev 4 Results: Conforms. Details: The supplier list was last updated on Sept. 13, 2019 DWQMS Reference: 14 Review and Provision of Infrastructure Client Reference: Review and Provision of Infrastructure, DWQMS 2.0, SLD-14, Results: Conforms. Details: OFI #2: Ensure to mention that the review takes each “Calendar

Year” as per 14 b) of the DWQMS 2.0 version of the standard. DWQMS Reference: 15 Infrastructure Maintenance, Rehabilitation and Renewal Client Reference: Infrastructure Maintenance, Rehabilitation and Renewal, DWQMS

2.0, SLD-14 Results: Conforms. Details: OFI#3: Similar comment as per OFI#2. “ensure that the long term

forecast is reviewed at least once every Calendar Year.” DWQMS Reference: 16 Sampling, Testing and Monitoring Client Reference: Sampling, Testing, and Monitoring, Rev 4 Results: Conforms. Details: There is an approved sampling schedule for 2019. DWQMS Reference: 17 Measurement and Recording Equipment Calibration and

Maintenance Client Reference: Calibration of Sampling, Testing and Monitoring Equipment, DWQMS

2.0 Results: Conforms. Details: DWQMS Reference: 18 Emergency Management Client Reference: Emergency Preparedness and Response, DWQMS 2.0, SLD-18 Results: Conforms. Details: The emergency contact list was last updated in Oct 2017. The last

table-top was October 17, 2019 for a chlorine adverse. DWQMS Reference: 19 Internal Audits Client Reference: Internal Audits, DWQMS 2.0, SLD-19 Results: Conforms. Details: The last internal audit was September 13, 2019. There were no

major issues. There could be more detail added than a check-list.

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DWQMS Reference: 20 Management Review Client Reference: Management Review, DWQMS 2.0, SLD-20 Results Conforms. Details: The last Management Review was in 2019. An actual date could be

added. DWQMS Reference: 21 Continual Improvement Client Reference: Continual Improvement, SLD-21, DWQMS 2.0

Details regarding the personnel interviewed and objective evidence reviewed are maintained on file at SAI Global.

This report was prepared by: Tim Moher SAI Global Management Systems Auditor

The audit report is distributed as follows:

• SAI Global

• Operating Authority

• Owner

• MOECC

Notes

Copies of this report distributed outside the organization must include all pages.

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Date Req’d

Information Purposes X Dec 16 ‘19

Policy / Action Req’d

Strategic Plan

STAFF REPORT TO COMMITTEE OF THE WHOLE Report No. 98-2019 Date: December 16, 2019 From: Tracy Day, Fire Administrator/CEMC Re: Emergency Management Program/Annual Report ____________________________________________________________________ Recommendation: For information.

Background/Analysis:

In accordance with the Emergency Management and Civil Protection Act, Ontario Regulation 380/04, s. 11 (5) and (6), the Emergency Management Program Committee (EMPC) is required to advise Council on the development and implementation of the municipality’s emergency management program and conduct an annual review of the municipality’s program. The Emergency Management Program (EMPC) objectives for the year included: the EMPC meeting to meet the requirement of the Office of the Fire Marshal Emergency Management (OFMEM) Emergency Management Program; provide applicable training to members of the Municipal Emergency Control Group (MECG); update the Emergency Response Plan (ERP) and conduct an annual exercise.

The EMPC met on two occasions in 2019 including April 18th and October 2nd. Minutes were taken at each meeting to maintain a record of emergency management program activities, which included the following changes to the Emergency Plan:

Reviewed and updated the Critical Infrastructure;

Reviewed and updated the Hazardous Identification and Risk Assessment (HIRA);

Reviewed and updated the Municipal Emergency Contact Group (MECG) information;

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Strategic Plan

Emergency Preparedness Week was May 5 – May 11, 2019 and the Town of Prescott promoted the following public awareness and education:

Print ad regarding Emergency Preparedness. The cost was shared with all municipalities within Leeds Grenville.

Daily radio ads broadcasted on 107.9 Coast FM during week in conjunction with Townships of Augusta and Edwardsburgh/Cardinal. Cost was shared.

Daily Facebook posts on Prescott Fire Department and Town of Prescott pages. Banner on the home page of the Town of Prescott website for the week. A 72 hour kit on display in main lobby of town hall along with flyers and handouts.

Electronic banner was running on the TV in mail lobby as well. A drop in information night was held on Wednesday May 8th with Tracy Day,

CEMC and Kevin Spencer, Alternate CEMC in lobby of town hall to answer questions and give out info on emergency management / 72 hour kit.

On November 28th, the Town of Prescott tabletop exercise was held with the Municipal Emergency Control Group (MECG) in attendance. The training consisted of a scenario where each member would review their roles/responsibilities within the emergency response plan. This was an emergency exercise to help understand the need for critical infrastructure awareness as well as effective communications. The members worked through a complete operational cycle and reported to the group what their actions would detail. The participants were educated on the practical aspects of responding to an emergency. The apps Who’s Responding and Municipal 511 were reviewed. Effective January 1, 2018 OFMEM no longer require the four hour mandated training. The Verification of Completion of MECG Training forms are required annually and were circulated to MECG members. All completed Verification forms will be included in the TOP compliance reporting for 2019. The members of the MECG must continue to demonstrate an adequate level of training in the following areas:

Knowledge of all the components of the municipal Emergency Management program, such as the HIRA and Critical Infrastructure;

Knowledge of the ERP, including their roles and responsibilities, and organizations which may have a role in response;

Knowledge of the procedures to activate and operate under the Plan;

Knowledge of the notification procedures; and

Knowledge of the location of the communication and technology in the Emergency Operation Centre

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Strategic Plan

The Emergency Management Program objectives for 2020 will include the following recommendations:

Assign and train MECG alternates in 2020

Hold a BEM training course for MECG members/alternates in 2020

Continue to update, develop and improve components of the Emergency Plan

Continue to use Who’s responding application and provide more training to the MECG. Conduct monthly test pages to ensure each member is receiving and responding accordingly

Tracy Day, CEMC will file the 2019 Compliance documentation with the OFMEM by December 31, 2019.

The Town of Prescott received their compliance letter for 2018 earlier this year. A copy of this letter is attached below.

Alternatives:

None Financial Implications: All expenses for training and advertising were included in the 2019 operating budget.

Attachments:

2018 Town of Prescott Compliance Letter

Submitted By Tracy Day Fire Administrator/CEMC

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Ministry of the Solicitor General

Office of the Fire Marshal andEmergency Management

25 Morton Shulman AvenueToronto ON M3M 0B1Tel: 647-329-1100Fax: 647-329-1143

Ministère du Solliciteur général

Bureau du commissaire des incendieset de la gestion des situationsd'urgence

25 Morton Shulman AvenueToronto ON M3M 0B1Tél. : 647-329-1100Téléc. : 647-329-1143

June 24, 2019

Your Worship Brett ToddTown of PrescottP.O. Box 160, 360 Dibble St. WestPrescott, ON K0E1T0

Dear Mayor:

It is the responsibility of municipalities to ensure they are in compliance with theEmergency Management and Civil Protection Act (EMCPA).

The Office of the Fire Marshal and Emergency Management (OFMEM) has reviewed thedocumentation submitted by your Community Emergency Management Coordinator(CEMC) and has determined that your municipality was compliant with the EMCPA in2018.

The safety of your citizens is important, and one way to ensure that safety is to ensurethat your municipality is prepared in case of an emergency. You are to be congratulatedon your municipality's efforts in achieving compliance in 2018.

I look forward to continuing to work with you to ensure your continued compliance in2019.

If you have any questions or concerns about the compliance monitoring process, pleasecontact your Emergency Management Field Officer.

Sincerely,

Jon PeggChief of Emergency Management

cc: Tracy Day - CEMC Teresa Alonzi - Field Officer - Loyalist Sector

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Strategic Plan

STAFF REPORT TO COUNCIL Report No. 99-2019

Date: December 16 , 2019 From: Matthew Armstrong, Chief Administrative Officer & Treasurer RE: Joint Business Retention and Expansion Session ____________________________________________________________________

Recommendation: That Council support the development of a joint business retention and expansion session with the three municipal stakeholders in South Grenville and that Judi Baril facilitate the session.

Background / Analysis: The Council of the Township of Augusta recently passed a motion on November 25, 2019, regarding a joint meeting to discuss collaboration on municipal Business Retention and Expansion initiatives for the three municipaltiies that constitute South Grenville.

The Council of Edwardsburgh Cardinal received the request and the matter was raised and discussed at the Regular Council meeting on December 9, 2019. Edwardsburgh Cardinal is interested in participating in a joint meeting to discuss opportunities stemming from the BR&E report.

Alternatives: Council could decide to decline the request. Financial Implications:

None

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Strategic Plan

Attachments: Township of Augusta – Resolution No. 4 Township of Edwardsburgh Cardinal letter – Joint Meeting on BR&E Plans

Submitted by Matthew Armstrong Chief Administrative Officer & Treasuer

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Strategic Plan

STAFF REPORT TO COUNCIL Report No. 100-2019

Date: December 16 , 2019 From: Matthew Armstrong, Chief Administrative Officer & Treasurer RE: Priority 2 Bus Stop Change – Wood Street West ____________________________________________________________________

Recommendation: That Council approve that the sidewalk area approximely 63 meters west of the corner of Wood Street West and Susan Street, on the north side of the road, be a priority 2 school bus stop on the Sidewalk Snow Clearing System.

Background / Analysis: The school bus stop at the corner of Wood Street West and Susan Street has been moved 63 meters to the west on Wood Street West, to facilitate safer vehicle and pedestrian movement in the area. This returns the bus stop to its historical location along Wood Street West.

Municipalities specify areas such as school bus stops as prioritiy areas in their sidewalk snow clearing plans. This report seeks to reflect the change noted above.

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Strategic Plan

Alternatives: None Financial Implications:

None

Attachments: None

Submitted by Matthew Armstrong Chief Administrative Officer & Treasuer

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THE CORPORATION OF THE TOWN OF PRESCOTT

BY-LAW NO. 48-2019

A BY-LAW TO AMEND BY-LAW NO. 42-2014, BEING A BY-LAW TO GOVERN THE

PROCEEDINGS OF COUNCIL AND ITS COMMITTEES

Being a by-law to amend By-law No. 42-2014, being a by-law to govern the proceedings of Council and its Committees

WHEREAS pursuant to Subsection 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, requires every municipality to pass a procedure by-law for governing the calling, place and proceedings of meetings; and

WHEREAS the Council of the Corporation of the Town of Prescott enacted By-Law 42-2014, being a by-law to govern the proceedings of Council and its Committees on January 5, 2015; and

WHEREAS the Council of the Corporation of the Town of Prescott amended By-Law 42-2014 to change all references of Council and Committee of the Whole meeting start times from 7:00 p.m. to 6:30 p.m. on February 21, 2017; and

WHEREAS the Council of the Corporation of the Town of Prescott deems it advisable to amend By-Law No. 42-2014 to further amend meeting start times for Council and Committee of the Whole meetings.

NOW THEREFORE the Council of the Corporation of the Town of Prescott enacts as follows:

1. That Procedural By-law 42-2014 be amended by changing all references to Council and Committee of the Whole meeting start times from 6:30 p.m. to 6:00 p.m. (Sections: 5, 6, and 72).

2. That By-Law 07-2017 is hereby repealed. 3. All other applicable provisions of By-law 42-2014 shall continue to apply.

4. This by-law shall come into force and take effect upon final passage.

5. That any other By-Laws, resolutions or actions of the Council of the Corporation of

the Town of Prescott that are inconsistent with the provisions of this By-Law are hereby rescinded.

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READ A FIRST AND SECOND TIME THIS 16th DAY OF DECEMBER, 2019.

____________________________ _____________________________ Mayor Clerk

READ A THIRD AND FINAL TIME AND PASSED THIS 16th DAY OF DECEMBER, 2019. ____________________________ _____________________________

Mayor Clerk

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BY-LAW NO. 49-2019

A BY-LAW TO APPOINT MEMBERS OF COUNCIL TO BOARDS AND

COMMISSIONS, TO APPOINT MEMBERS OF COUNCIL TO THE COMMITTEES OF COUNCIL, AND THE APPOINTMENTS OF DEPUTY MAYOR FOR THE YEAR 2020.

Being a by-law to appoint members of Council to boards and commissions, to appoint members of Council to the Committees of Council, and the appointments of Deputy Mayor for the year 2020.

WHEREAS the Council of the Corporation of the Town of Prescott holds seats on

numerous boards and commissions, both those established by Council and with external organizations, and the Council will appoint members to represent the Corporation to each of these boards and commissions; and

WHEREAS the role of Deputy Mayor must be filled by a Councillor who, in the

absence of the Mayor, holds all authority as the Head of Council, and this role shall be filled by each of the Councillors on a rotational schedule for the term of this Council;

NOW THEREFORE the Council of the Corporation of the Town of Prescott hereby

appoints the following Council members to the following boards and commissions:

Committee Appointees

Prescott Police Services Board Mayor + 1 Mayor Todd Councillor Ostrander

Joint Services Committee Mayor/Designate Mayor Todd Deputy Mayor (Rotates)

Leeds, Grenville & Lanark Dist. Health Unit 1 Councillor Young

St. Lawrence Lodge Committee of Mgmt. 1 Councillor Young

Walker House Board 1 Councillor McConnell

South Grenville Chamber of Commerce 1 Councillor Shankar

Prescott Public Library Board 1 Councillor McConnell

Prescott Cemetery Board of Management 1 Councillor Burton

Prescott Heritage Committee 1 Councillor McConnell

Fire Services Committee 1 Councillor Ostrander

Augusta-Prescott-Cardinal Business Fair & Expo

1 Councillor Jansman

Prescott Wastewater Board of Mgt. 4 Mayor Todd Councillor McConnell Councillor Shankar Councillor Young

Planning Advisory Committee Mayor+2 Mayor Todd

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Councillor Burton Councillor Jansman

Prescott Business Improvement Area Board of Management

2 Mayor Todd Councillor Jansman

Community Emergency Management Committee

Mayor +1 Mayor Todd Councillor Ostrander

Communities in Bloom 1 Councillor Shankar

Municipal Drug Strategy 1 Councillor Ostrander

Arena Fundraising Working Group Mayor +2 Mayor Todd Councillor Burton

Councillor Ostrander

Policy Working Group Mayor+2 Mayor Todd Councillor Shankar Councillor Young

Prescott-Ogdensburg Ferry Working Group Mayor+1 Mayor Todd Councillor Jansman

FURTHER the Council of the Corporation of the Town of Prescott hereby appoints the

following Councillor as Deputy Mayor:

Deputy Mayor Jan 1, 2020 to April 30, 2020 Councillor Ostrander

Deputy Mayor May 1, 2020 to August 31, 2020 Councillor Shankar

Deputy Mayor September 1, 2020 to December 31, 2020 Councillor Young

FURTHER the Council of the Corporation of the Town of Prescott hereby appoints the

proposed presiding officers for the Committee of the Whole classifications:

Finance & Corporate Services

Councillor Young

Operations Councillor Shankar

Economic Development, Building, By-Law, Planning & Heritage

Councillor Jansman

Water & Wastewater Councillor McConnell

Protective Services & Community Liaison

Councillor Ostrander

Capital & Projects Councillor Burton

AND FURTHER that any other By-Laws, resolutions or actions of the Council of the

Corporation of the Town of Prescott that are inconsistent with the provisions of this By-Law are hereby rescinded.

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____________________________ _____________________________ Mayor Clerk

READ A THIRD AND FINAL TIME AND PASSED THIS 16th DAY OF DECEMBER, 2019. ____________________________ _____________________________

Mayor Clerk

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BY-LAW NO. 50-2019

A BY-LAW TO ADOPT THE PROCEEDINGS OF THE COUNCIL MEETING HELD ON DECEMBER 16, 2019

WHEREAS, Section 5(3) of the Municipal Act, 2001 S.O. 2001, c.25, as amended, provides that Council’s powers shall be exercised by by-law; and WHEREAS certain actions of Council do not require the enactment of a specific by-law; NOW THEREFORE BE IT RESOLVED THAT, the Council of the Corporation of the Town of Prescott enacts as follows:

1. Subject to Paragraph 3 of this by-law, the proceedings of the above-referenced Council meeting, including all Resolutions, By-laws, Recommendations, Adoptions of Committee Reports, and all other motions and matters decided in the said Council Meeting are hereby adopted and confirmed, and shall have the same force and effect, as if such proceedings were expressly embodied in this by-law.

2. The Mayor and Clerk are hereby authorized to execute all such documents, and to direct other officials of the Town to take all other action, that may be required to give effect to the proceedings of the Council Meeting referred to in Paragraph 1 of this by-law.

3. Nothing in this by-law has the effect of conferring the status of a by-law upon any of the proceedings of the Council Meeting referred to in Paragraph 1 of this by-law where any legal prerequisite to the enactment of a specific by-law has not been satisfied.

4. Any member of Council who complied with the provisions of Section 5 of the Municipal Conflict of Interest Act, R.S.O. 1990, Chapter M.50 respecting the proceedings of the Council Meeting referred to in Paragraph 1 of this by-law shall be deemed to have complied with said provisions in respect of this by-law.


____________________________ _____________________________ Mayor Clerk

READ A THIRD AND FINAL TIME AND PASSED THIS 16th DAY OF DECEMBER, 2019. ___________________________ _____________________________

Mayor Clerk

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