Central Frontenac Council - Jan 26/16

Julie Druker | Jan 27, 2016

Concerns raised over proposed mandatory insurance coverage for all hall rentals in CF

Numerous councilors raised concerns over Treasurer Michael McGovern's recommendation that the township begin charging insurance for all hall rentals in the township effective March 1, 2016. Presently the township hall renters pay additional insurance only for events where alcohol is served and all other renters have their insurance covered by the township.

Frank Cowan, the township's insurance company, changed the township policy to a user fee-based program for hall rentals. The change will result in all renters, excluding recreation committees, being required to pay an insurance fee that will be determined based on the type of event, its duration and the number of people in attendance.

McGovern said the change is necessary to address “an important risk management step that will ensure that third parties (hall renters) have their own insurance when using our facilities, therefore protecting both the renter and the municipality from any possible lawsuits by creating the arm's length needed.”

McGovern suggested two possible options. Either the renter can acquire their own insurance or the township can charge the renter the insurance fee as part of the rental agreement based on the schedules from the Frank Crown Company that were included in the report. The schedules proposed rates based either on liability of $2 million or $5 million. The hourly rates charged could range anywhere from $2.50/ an hour for a non-alcohol, non-sporting event for one to 50 people, to $30/hour for a gathering of 100 to 200 people where alcohol is served, depending on which liability level is chosen.

Councilor Bill MacDonald wondered if increasing costs to the taxpayers is wise and if it might prevent rentals in the future. He asked, "Just what are we trying to prevent here since I do not know of any lawsuits in the past?”

Debra Murphy, regional manager of the Frank Cowan Insurance Company, was in attendance for the report. “This is a one-stop shopping arrangement where staff know what exactly is happening at the event and the renter can pay the insurance fee upfront, and where both the township and the renter know that they are covered. If something were to happen - let's say that a hot coffee pot were to tip over and burn someone, both the renter and the township would be covered,” she said.

Councilor Jamie Riddell was hesitant to support the request.

“We already have a policy in place where renters for events serving alcohol are covered and I think we need more time to think this over,” he said.

“Every year we look at the budget and ask ourselves why more people don't use these halls. Putting more insurance on top of the rental fee will not improve the situation,” said Councillor Phil Smith

Councilor Heese suggested reducing the rental fees so that these extra costs could be made more affordable for the renters.

Councilor MacDonald and Councilor Tom Dewey were concerned about the impact on seniors' groups, who are often not associated with rec committees and how this might affect their regular meetings and events.

“Basically the decision we need to make comes down to a budget decision and we have to decide if we want to pay the extra insurance fees as we have in the past or if we want to pass along that charge to the users,” said Mayor Frances Smith.

In the end Councilor Dewey moved to table the motion until after a budget meeting, which will take place at Oso Hall this Friday, January 29 beginning at 9 am.

Council supports application by CF Recreation and Cultural Centre

In a delegation, Sue Leslie and Bob Teal asked if council would support an application they plan to make to the Community Foundation of Greater Kingston for a feasibility study looking into the viability of turning the former Hinchinbrooke public school in Parham into a recreation and cultural center.

Leslie thanked council for “having the vision to make the purchase of the school”, which her group hopes to see turned into a center that artists, youth, seniors and other members of the community will be able to use.

Leslie said her committee had met with the township's chief building officer, Jeremy Neven, who reported that the building is structurally sound, but would have to be brought up to code and would have to have certain substances remediated. The feasibility study is priced at $10,000 and Leslie asked council if they would pay 20% of that cost, with the committee group hoping to raise the remainder. Council agreed and many members thanked Leslie and her group for taking the lead on looking into the viability of the site.

Councilor MacDonald said, “The ground work that you are doing needs to be done and the fact that you are looking into accessing funds puts me in support of this request”.

Mayor Francis Smith said “If $2,000 can get you $10,000, those are pretty good odds.”

Councilor Tom Dewey also supported the request, as did Councilor Brent Cameron, who said “ If there is an opportunity to breathe new life into that building and into the community, I support that.”

Council supported the motion and agreed to the $2,000 contribution for the application.

Plans for CF Re-Use Centre on hold re: permits

Councilor Victor Heese, who is heading up the committee looking into creating a re-use center in Central Frontenac, said that the committee had its first meeting and the minutes from the meeting highlighted the fact that a re-use centre, located at a township waste site, “requires a permit from the Ministry of Environment at a cost of $1400 and a wait time of between six and 18 months”. Due to the fact that these applications can be complicated, it was also suggested at the meeting that the committee hire waste management consultants retained by the township to write the application. The minutes from the meeting were received for information.

Council accepts Giroux's resignation with regret and heartfelt thanks

In a letter, Marcel Giroux announced his resignation as chair and member of the CF economic development committee. In the letter Giroux said, “I finally have to admit that I am growing old and no longer have the levels of energy, stamina and patience to give this good work its due.” At the committee's next meeting Giroux said that he will ask committee member Karen McGregor to take on the role as chair.

Mayor Smith said that she will be writing a letter to Mr. Giroux accepting his resignation.

Concussion policy and strategy adopted

Clerk Cathy MacMunn presented the issue of putting a township policy and strategy in place regarding concussions. The issue was brought forth in a letter to staff by Leslie Merrigan on behalf of the township's recreation committees, who are hoping to benefit from a $25,000 grant to create a lending library of sports equipment for residents.

The grant requires that such a policy be in place.