Township’s Organizational Review: Still a Long Way to Go…

A meeting was held on May 4 to discuss an organizational review that was presented to South Frontenac Council in April. On Tuesday night, May 24, CAO Wayne Orr presented his take on where the review stands after that May 4 meeting.

He began by saying: “From the May 04 meeting it is clear that there is no clear direction from Council on how to proceed.” Orr went on to distill a summary of some of the challenges and recommendations reflecting Council’s discussions on May 4.. He is now recommended that instead of the seven new positions envisioned by the review, just three people should be hired: a clerk, a fire prevention officer and a director of planning and building services.

In commenting on Orr's summary, was a discussion of the fire chief’s need for a prevention officer, culminating in questions about the exact nature of the chief’s job description. There was also general agreement with the proposal to hire a clerk

Planning, however, was the main topic of discussion, as it has been at the Frontenac County table recently. Mayor Vandewal said that Frontenac County staff seem to be taking the position that “South Frontenac doesn’t know what they’re doing, so why should we try to fix it for them?” Councilor Ross Sutherland said that if the township showed a clear direction in planning, in time the County might be prepared to delegate more to the township. Councilor Alan Revill said he saw no need to hire more staff unless they have some reassurance that it is realistic for the township to work toward taking over a stronger planning role. Councilor John McDougall said that the planning process “was a mess’ and that it was “time to stop cutting bait and start fishing.”

Mayor Vandewal finally spoke.

“We’re spending a lot of time babysitting downstairs [the location of the planning and building departments]. I get very few complaints about Public Works or any of the other departments; the problems are all downstairs. It’s a total mess, it just creates work for council. The whole problem of planning is not as big as people think it is. We know where the problem is,” he said.

Council sat silent after this, and there were no decision taken on Wayne Orr's recommendation that a planning director be hired to oversee the planning and building departments

CAO Orr then informed Council that he, Mayor Vandewal and Councilor McDougall were meeting together with the county warden and county CAO on Friday to work toward improving communications and working relationships between Township and County.

Re-opening of the Point

In response to Deputy Mayor Sutherland’s query, Public Works Manager Segsworth said the Recreation Committee is planning a ‘grand re-opening’ for June 6. Meanwhile, people are being asked to respect the fenced-off areas, for the dry season has preventing the recently-seeded areas from sprouting. Segsworth says he is following up with the contractor, who has obligations to water the seed until grass has been established.

Central Frontenac Council paid their annual visit to Mountain Grove, meeting at the Olden Hall on Tuesday afternoon, May 24.

Tax sale success

Treasurer Michael McGovern brought some good news to Council regarding the recent sale of properties for which back taxes were owing. The sale was completed on May 12.

Of the eight properties on offer, one was redeemed by the owner through the payment of the outstanding taxes; five were sold, and two did not receive any bids. Of the five properties that sold, all of them went for substantially more than the reserve bid, including one that sold for over $165,000 and another that sold for over $213,000.

The total haul for the township, some of which needs to be shared with Frontenac County and the Ministry of Education, who were owed taxes on them, was over $600,000.

McGovern said that another sale will be held in the fall.

Tulips for Canada 150

Council decided to support a proposal by Villages Beautiful to do special plantings of red and white tulips around the township in honour of Canada's 150th anniversary next year.

Float Trailer

On the recommendation of Public Works Manager John Badgley, Council approved the purchase of a tandem axle float trailer for $26,500 from Float King. The float will be painted red, the township's colours, at no extra cost. The bid was the lowest of five that were received.

Crosswalk for Crow Lake

Karen and Dan Lahey from the Oaks Cottages on Crow Lake Road came to Council in support of a written request they had submitted, asking that a pedestrian crosswalk be established in the village of Crow Lake.

Pointing out that the 40 km/hr speed limit on Crow Lake Road in the village is not adhered to, and that their guests as well as others on the north side of the road need to cross the road to access the lake, they asked that the township take action.

Mayor Frances Smith said that before deciding how to proceed, the township needs to solicit the opinion of the public works department, and a motion to refer the matter to Public Works was passed. The matter will come back to Council in June, however, so any changes that are made will be in place for the summer season this year.

Seniors' month proclaimed

The township proclaimed June as Seniors' Month in honour of the contributions made by seniors to the local communities. On June 28, the Central Frontenac Seniors of the Year, one from each district, will be announced at a council meeting in Sharbot Lake.

$25,000 doesn't cover a 4-wheel drive truck

Chief Administrative Officer Cheryl Robson reported that a tender for a new truck for the building department has yielded only two responses, both from Bence Motors, and both were well above the maximum amount listed in the tender, which was $25,000.

Public Works Manager Jim Phillips reported that the class of truck that is being replaced, a small 4-wheel drive truck, is no longer available. The truck being replaced is a Ford Ranger.

“Most of the dealers told us they could not touch $25,000 and they did not even submit a bid. The bids from Bence were for well over $30,000, even with the 15% municipal discount.”

In her report, Robson proposed that a new tender be issued, with an upper limit of $40,000.

“Do we really need a 4-wheel drive pickup? Why not an all-wheel drive SUV?” asked Deputy Mayor Fred Perry.

“There are times when only a 4-wheel drive will do, particularly in the spring. An SUV just doesn't give us enough clearance” said Phillips.

The last time the township purchased pickup trucks, Phillips and Recreation Co-ordinator Cory Klatt went to the dealers and negotiated a price.

“When there is a tender, you don't get to negotiate a deal,” said Klatt.

Since a tender was already issued for the purchase, it was decided that it was best to continue tendering, and the upper limit was raised to $40,000.

The township will look at changing its procedural bylaw to allow more flexibility for purchases of vehicles that weigh less than 4,500 kilogram to try and get better pricing in the future.

Re-use day set 

Sunday Lake Drive resident, Mavis Wade, has been encouraging North Frontenac to consider setting up a re-use centre on the model of the successful site in McDonald Corners, which is run by a crew of volunteers and is subsidised by the local township (Lanark Highlands) to the tune of $1,000 per year.

Public Works Manager Jim Phillips visited the McDonalds Corners site and reported back on its operation. While the township is not planning to set a re-use centre up at this time, they are following through on Wade's fall back proposal, and are setting up re-use or swap days at community halls twice during the summer to gauge community interest.

Two dates have been established this year, the first being Saturday, June 11 at Clar-Mill Hall in Plevna between 8am and 3pm. (North Frontenac residents, please check the flyer in this edition).

20-year recognition

Firefighter Randy Schonauer has been recognised by the Province of Ontario for 20 years of service as a volunteer firefighter with the awarding of an exemplary service medal. A ceremony and presentation will be set for the next council meeting.

Social media coming to North Frontenac

In approving a new communications plan, which was drafted by Mayor Ron Higgins, the township also cleared the way for the establishment of an official NF facebook page and Twitter feed.

Higgins said that Twitter, in particular, provides not only an opportunity for promotion but also can be very helpful in emergency situations.

CAO Robson said that staff will undergo some training before setting up NF facebook and Twitter feeds later this year.

In April, North Frontenac Councilor Gerry Martin, who is the township representative to the board of directors of the Mississippi Valley Conservation Authority (MVCA), brought some potentially troubling news to his council.

The dams that control water flow on Kashwakamak Lake, Shabomeka Lake, Mississagagon Lake and Big Gull Lake are all in need of replacement. While the Province of Ontario will likely cover half the estimated $2 million cost, it is unclear where the rest of the money will come from, and Martin said there is a possibility it will end up being levied to North Frontenac ratepayers.

When contacted this week, Paul Lehman, the general manager of the MVCA, said that the board's policy and priorities committee will be looking at how to fund the dam replacements, and will hopefully report back to the MVCA board in the fall.

“The thing is that we have not undertaken any capital projects such as dams in over 25 years, and back then the province paid 85% of the cost,” said Lehman.

MVCA receives funding from municipalities along the watershed, which runs through townships in Frontenac and Lanark County into the City of Ottawa. Municipalities pay into the MVCA based on levels of property assessment, and the City of Ottawa therefore pays the bulk of MVCA costs.

“Some of our members are concerned that the cost of dam replacement will affect our budget and increase our annual levy to members,” said Lehman, “so we will be looking at alternate models to pay the costs.”

Lehman said that the MVCA can levy for work on projects to individual member municipalities according “to the relative benefit to the local townships.”

However, in the case of dams at the source of the system that control water flows, Lehman said it is hard to determine how to assess relative benefit.

In the end, the board of directors will make a final decision on how to fund the dam repairs and replacements that are required in North Frontenac and elsewhere along the route of Mississippi watershed.

At a meeting of North Frontenac Council last week, Councilor Martin said that he is less worried about the potential for large costs being downloaded to the township than he was back in April.

“They seem to be working something out,” he said.

At a Special Inaugural Meeting on May 11, 2016, Lennox and Addington County Council acclaimed Henry Hogg, reeve of the Township of Addington Highlands as county warden for the remainder of 2016. The warden’s office became vacant with the passing of Warden Clarence Kennedy on March 13, 2016 after a brief battle with cancer. The Warden’s Declaration of Office was administered by her Worship Justice of the Peace Donna I. Doelman. Warden Hogg has previously served as county warden for the years 2003, 2010 and 2011. AH Deputy Reeve Helen Yanch congratulated Reeve Hogg over his appointment at a council meeting in Denbigh on May 16.

County, township conflict looms

CAO Wayne Orr reported that his recent meeting with Frontenac County CAO Kelly Pender was “less than productive.” Orr felt ‘shut out’ in his attempt to discuss the township’s planning process and how it might best connect with/relate to County Planning.

Orr said Pender refused discussion, saying the matter of planning would come before County Council tomorrow (Wednesday), be decided there, and imposed on the townships.

Councilor Sleeth, noting that South Frontenac pays 60% of the County planning costs (because SF has the largest population), said “We have lost confidence in the County.”

Councilor McDougall, the Township rep on Council, said “(County Planning is) a deeply flawed process; this seems a non-democratic decision. South Frontenac Council needs to meet directly with the County CAO and Planner to work out a (mutually agreed-upon) planning process. Each Township has a different perspective on planning: the County just doesn’t get it.”

Mayor Vandewal agreed: “If we have 60% of the development, shouldn’t we have a bigger say in the planning?”

Wednesday’s County Council meeting (held before this paper comes out) should be interesting. Check our website for an update.

Community Project Grants Awarded

A total of $14,267.98 was awarded to eight community groups. Recipients were: NFCSC (for youth programs in South Frontenac), SFCSC, Verona Community Association, Frontenac Society of Model Engineers, Frontenac Fury (girls’ hockey), Sydenham Lake Canoe Club, Lion’s Club of Verona, and Frontenac Ball Hockey.

2015 audit

Accountant Howard Allan summarized his audit: “2015 was a positive year for the Township.” When councillor Sleeth asked how South Frontenac’s reserves of $8.2 million compared to those of similar-size townships, Allan replied; “At 9%, you fall into the general range.” He supported the five-year financial plan treasurer that Fragnito is developing as a good way to be assured that the reserves are adequate. His two recommendations were that all sole sourced contracts greater than $25,000 should be documented in the minutes and that sale of bag tags be more closely monitored. This is the first year the Township has used the Perth based audit firm of Allan and Partners.

Scout Property Rezoned

Council approved the rezoning of a 30 acre former Boy Scout Camp on Buck Lake at the end of Massassauga Road from Open Space to Residential. The owners intend to sell the property. There were no comments at the public meeting.

Road Allowance Closed

Council agreed to the closure and sale of a 170 foot-long piece of road allowance which runs between North Shore Crescent and Perth Road, to the abutting landowner, Ritchie. No comments from the public.'

Johnson Point

Deputy Mayor Sutherland said it appeared that construction was proceeding at Johnson point without the MNRF (Ministry of Natural Resourses and Fisheries) having completed the species at risk evaluation which the OMB judge had required. He proposed a motion to ask the Township and County Planners to look into this matter.

Councillor McDougall said that “The OMB was crystal clear in its judgments, and if we go on day-by-day drive-by visuals, this could go on and on.” CAO Orr said that before being granted final approval the developer will have to prove to the County with dates, etc that all conditions of development have been met. There was a brief discussion, request for a recorded vote, and the motion was defeated with only Sleeth and Sutherland supporting it.

Later as a question of clarity, onlooker Matt Rennie asked if Council had no further interest in seeing that all conditions of development were complied with. CAO Orr repeated his previous comment, saying this was now between the developer and the County. Rennie stormed out.

Fort McMurray Support

Council agreed to donate $500. to Fort McMurray, through AMO.

Councillor Robinson’s Absence

In regard to Councillor Robinson’s recent absence from Council due to health reasons, Council agreed to extend this absence with pay until the Sept 15 Council meeting. At that time they will reassess the situation and decide whether to further extend the absence or declare Robinson’s seat on Council vacant. Meanwhile Council members have been maintaining contact with Robinson, and report his health has been improving.

Town Hall Meetings Scheduled

Council has scheduled town hall Meet-your-Councillors events in each of the Township districts in July. Full details will be included in the newsletter with the final tax notices and on the website.

Those of us who live here are well aware of some of Sydenham village’s traffic challenges: we have learned that most weekdays it’s advisable to avoid the corner of Wheatley and Rutledge for the fifteen minutes morning and afternoon when the school busses are arriving and leaving. But we do pretty well ignore the parking signs.

I know what some of us are thinking: “Sure, I may have pulled up two wheels on the sidewalk in front of the post office, but that was late in the evening, just for a minute, and who’s to see? Sure, sometimes Legion-goers turn Amelia into a one-lane street, and church-goers do the same for Mill Street. But not it’s not like both streets are clogged at the same time, eh? At least I’ve never parked like a Brinks truck half on the sidewalk in front of the bank, thus snarling up three directions of traffic at the most confusing corner in the village. (Or have I, but I was in a real hurry that day, and it was for only a minute…How could I know there was a line-up for the bank machine?)”

We all live busy, demanding lives and rarely seem to have time to spare. However, these parking habits can’t continue. They not only inconvenience our neighbours but present a real hazard to both vehicle and pedestrian traffic.

On the other hand, Sydenham is an eminently walkable village. It’s not strung out along a highway. Most stores and services are located close together. Sort of like a strip mall without the ugliness. If there’s not a parking spot right in front of where we’re going, chances are good that there’s one nearby.

On March 15th, Council passed an amendment to the Sydenham parking by-law that approves enforcement of a parking system for the village, with clearly marked parking and non-parking areas, as well as designated handicap accessible spots. Cross Street will become one-way east to west. (Details can be found on the township website under by-laws: look for by-law 2016-18.)

Sydenham streets have been swept, and crack-sealed. they will soon be micro surfaced, then lines and some parking stalls will be painted in the busier areas. Attractive, hard-to-miss (Omaha Orange) parking signs will go up throughout the village. Once the signs are up, by the beginning of June, the new parking regulations will be in effect.

In order to give us time to get used to the changes, it’s unlikely fines will be issued before the fall, and there will probably be a transition period when warnings are given out. The Roads Department acknowledges that Rutledge Road around and west of the high school will need further adjustments, and the north end of George has a narrow sidewalk beside a busy street, but overall, the new system should make the village safer for all of us and our children.

Deputy Reeve Helen Yanch congratulated Reeve Hogg over his appointment as warden of Lennox and Addington County at a council meeting in Denbigh on Monday night.

“Now we can expect a solution on the Denbigh ambulance issue, right?” said Councilor Bill Cox.

“I have letters from all the surrounding counties, but it may take a while to sort out,” said Hogg. “Stay tuned”.

Contract for paving

The contract for single and double surface paving that were included in this year's budget went to Greenwood Paving of Pembroke, who will also be looking at the parking lot at the Flinton Recreation Centre/township office complex as an extra project. The price quoted by Greenwood was $16,440 per kilometre for single surface, and $32,880 for double surface. The single surface price was just a hair under that of the only other bidder, Miller Group (Smith's Construction), which was $16,470, but the double surface price was substantially lower. The Miller bid was $40,260.

“The good news is that the price is $2,000 lower than last year's price,” said Roads and Waste Management Supervisor, Royce Rosenblath.

“Wasn't the price $3,500 not that long ago?” said Henry Hogg.

“That was quite a while ago, but yes,” said Rosenblath.

Waste site changes coming

In a discussion about the wording in the upcoming township newsletter, the subject of changes to how waste sites operate came up. A proposal to divert all construction waste from the Kaladar site was not approved by Council recently, but since the projected life of the existing waste sites has been shortened by consultants looking at the sites, council will be looking at changes.

“You should just write that changes to waste site operations are pending in the newsletter,” said Rosenblath to Clerk/Treasurer Christine Reed.

“Sounds reasonable,” said Councilor Kirby Thompson.

Free use of meeting room

The meeting room in the basement of the Flinton Hall will be used by organizers of the Flinton Jamboree free of charge. In approving the request, Reeve Hogg said that the township should receive financial statements from public groups asking for free use of facilities for non-profit events.

“I know they tend to not be incorporated; they are just community groups, but we should see something,” he said.

Support for Lyme disease research but not for wake ban

Council supported a motion circulated by the municipality of Niagara Region asking the province to increase funding for Lyme disease research.

A motion from the Township of Perry asking the federal Minister of Transportation to implement legislation that would provide authorities with the ability to enforce a “No Wake” restriction in Ontario's navigable waters, was just received for information.

“I would have supported it,” said Reeve Hogg, “except they asked the federal minister to make rules for only Ontario, which does not make sense.”

While Central Frontenac Council recognised the value of the Safe Property and Noise Bylaw updates that were presented by their contracted bylaw officer, Ken Gilpin of Frontenac Municipal Bylaw Enforcement, a number of specific points of contention were raised.

The bylaws were presented at a Council meeting on April 26, with a view towards adoption at the Council meeting scheduled for May 9.

An issue that was raised relative to the Safe Properties Bylaw by Councilor Jamie Riddell was the fact that the proposed bylaw, as well as the current bylaw, empowers enforcement officers to enter a property without the express permission of the property owner.

“This gives the bylaw officer powers that members of police forces don't have,” said Riddell.

“We always contact property owners and let them know that we are coming,” said Gilpin, “and when property owners are not there we leave cards. But we are not able to make appointments; it would impossible for us to plan out our day in those circumstances. As soon as we receive a complaint we investigate, and if there is an infraction we issue an order. We aren't there to harass property owners by any means. We always follow guidelines.”

“No one is questioning the professionalism of you or your staff,” said Councilor Brent Cameron, “but the fact is that the law allows you to do something that it does not allow anyone else to do, so there are concerns that come from that.”

“If we are going to pass bylaws, we have to be able to enforce them,” said Mayor Frances Smith.

The proposed Safe Properties Bylaw includes provisions prohibiting, among other things, “rubbish, waste or debris of any kind, long grass, discarded brush and clippings, excessive weed growth, or any other conditions that may promote or be susceptible to fire or infestation by rodents or other noxious conditions”.

It also prohibits dead, diseased or dying trees or limbs or branches “so as to prevent any unsafe condition or damage to any building.”

Scrap or junk metal, unlicensed vehicles, trailers machinery, tools or tires and appliances are also prohibited.

The bylaw is only enforced on a complaint-driven basis. Bylaw officers do not roam the countryside looking for infractions.

The other bylaw that attracted comments was the noise bylaw. Councilor Riddell was concerned that the use of power tools for the purposes of construction are prohibited until 7am. “In the summer, crews need to be able to work from dawn. Many of them start at 6am,” he said.

Councilor Tom Dewey was surprised by provision .j of the bylaw, which prohibits “persistent yelling, and shouting, whistling, singing”.

“What's wrong with singing?” Dewey asked.

“My advice is to take up yodeling,” said Councilor Cameron.

Un-budgeted purchases to drain reserves by $200,000

At this price, Central Frontenac Council might consider meeting less often.

Fire Chief Bill Young attended the meeting to bring Council up to speed on a dilemma that has come about. After purchasing a new emergency first response (EFR) van for the Sharbot Lake station for $157,000, $13,000 under the budgeted amount, the EFR van that serves the Parham station blew an engine.

“We have a price of $7,500 to replace the engine but I wouldn't recommend putting that kind of money in that van, which has high mileage,” he said. He added that to put off buying a new van, the one that had been serving the Sharbot Lake station could be transferred to Parham instead of being traded in for $10,000, but said, “We always have trouble getting that van safetied because once the EFR equipment is loaded the van is overweight for its capacity.”

He said that if he went back to the manufacturer for a new van he would get a discount.

The net cost to the township above the budget to have two new vans is $130,000.

Treasurer Michael McGovern said that if the township decided to spend the un-budgeted money, he would recommend using the equipment reserve fund.

“It will drain the fund and council will want to start building it up next year, which is something I don't like, but I like borrowing money and paying interest even less,” he said.

“If we spend $7,500 we would probably extend the life of the Parham van for a year or two,” said Councilor Tom Dewey.

“We might be able to, but it might break down sooner than that,” said Bill Young.

“Putting money into old vehicles can come back to bite you. I speak from experience when I say that,” said Councilor Bill MacDonald.

“I'd hate to use reserves for this. I'd prefer we borrowed the money over ten years. We may end up in an emergency and not have the money we need,” said Tom Dewey.

Council voted to buy the new truck, and pay for it out of reserves.

Public Works Manager John Badgley reported that “the present equipment float is a 1990 model and during a routine circle check it was found that the frame has rusted, ..., making it unsafe.

A replacement float capable of hauling a 20-ton load will cost $30,000, in his estimation.

“There is approximately $71,000 set aside in reserves to purchase a loader. I am recommending that we pull $30,000 of that reserve to purchase the float,” he said.

“Was that float not inspected by the Ministry of Transportation?” asked Councilor Victor Hesse.

“Only once a year,” said Badgley.

Council approved the purchase.

Council also approved the purchase of a truck from Hinton Dodge Chrysler on the recommendation of Badgley. Although the purchase was not put out to tender, Badgley said that since it was a Dodge truck that the township was buying, all Dodge dealers are bound to come in with the same price for municipal purchase and it made sense to buy from the closest dealer. He said that the treasurer had been consulted and the $37,000 purchase is being made within the guidelines of the township's procurement bylaw.

Surplus equipment for sale

Chief Building Official Jeremy Neven reported that surplus equipment, tables and chairs, etc. from the two schools that the township purchased late last year are ready for sale.

“Our plan is to let the local not-for-profit corporations know and see if there is anything they can use at a nominal cost. Whatever is left will go on sale to the general public,” said Neven.

Councilor Victor Heese asked that any shelving be held back for use in the re-use centre that is being developed, and Neven agreed.

The township is also selling one of the two portables that were located at the site of the former Hinchinbrooke school. The second will be looked at for possible use at the Parham fair grounds, although Neven warned that installing an old portable on township property might prove costly because of the safety regulations the township must adhere to.

Fundraising for Fort McMurray

Bill MacDonald reported that at a supper held at Sharbot Lake United Church last week, over $1,000 was raised for the Red Cross fund to help the residents of Fort McMurray in Alberta.

“We live in a caring community” he said.