Council

Be it resolved that the agenda for the Council meeting of February 19, 2019 be received and adopted.

Be it resolved that the minutes of the Council meeting held on February 5, 2019 be received and adopted as presented.

Be it resolved that the PowerPoint presentation presented by Anne Newman, Regional Transportation Coordinator, Community Care Northumberland re: Regional Transportation Services be received.

Be it resolved that the information presented by David Butcholtz, Senior Project Manager/General Manager, Cambrium Inc. and Staff Report PWK-2019-10, Scott White, General Manager of Infrastructure Renewal and Public Works Administration re: Campbellford Business Park Landfill Closing - Options Report be received. And that the matter be brought forward to a future Council meeting for determination of the preferred closing option.

Be it resolved that Staff Report FIN-2019-004, Valerie Nesbitt, Director of Finance/Treasurer re: Development Charges Reserve Fund-Annual Treasurer's Statement for 2018 be received for information.

Page 3 of 18 Council Minutes – Tuesday, February 19, 2019 Be it resolved that Staff Report FIN-2019-005, Valerie Nesbitt, Director of Finance/Treasurer re: 2018 Statement of Council Remuneration and Expenses be received for information.

Be it resolved that Staff Report FIN-2019-006, Valerie Nesbitt, Director of Finance/Treasurer re: 2018 Annual Investment Report be received for information.

Be it resolved that Staff Report FIN-2019-007, Valerie Nesbitt, Director of Finance/Treasurer re: 2018 Annual Report-Building Permit Fees be received for information.

Be it resolved that Staff Report FIN-2019-008, Valerie Nesbitt, Director of Finance/Treasurer re: 2018 Audit Planning Letter and 2018 Audit Engagement Letter be received for information. That the Mayor and Deputy Mayor execute the Audit Planning Letter for the year ending December 31, 2018 on behalf of Council. Page 4 of 18 Council Minutes – Tuesday, February 19, 2019 That the Director of Finance/Treasurer execute the Engagement Letter for the year ending December 31, 2018. And that the Municipal Audit Firm be advised of Council's decision under the the Director of Finance/Treasurer's signature.

Be it resolved that Staff Report FIN-2019-009, Valerie Nesbitt, Director of Finance/Treasurer re: Development Charges Background Study and By-Law be received for information. That Option 4 - Three (3) Month Transition be approved as Schedule "A" for draft Development Charges By-Law No. 2019-025. And that draft Development Charges By-Law No. 2019-025 be brought forward for Council's consideration.

Be it resolved that Staff Report THF 2019-03, Tim Blake, Fire Chief re: January Monthly Report be received for information.

Be it resolved that Staff Report EDC-2019-06, Kira Mees, Community Development Officer re: Campbellford Seymour Community Foundation - Grant Application Sponsorship be received for information. That Council approve the request from the Northumberland Sports Council to act as the eligible sponsoring organization for their application to the Campbellford Seymour Community Foundation. And that the Northumberland Sports Council be notified of Council's decision under the Community Development Officer's signature.

Be it resolved that Staff Report PWK-2019-01, Neil Allanson Manager of Roads and Urban Services re: 2019 Gravel Crushing and Stockpiling Award be received for information. That the 2019 Gravel Cushing and Stockpiling program be awarded to Jim Weir Custom Crushing all in accordance with their quotation submitted January 30, 2019 at the unit price $2.27 per metric tonne, plus applicable taxes. Page 6 of 18 Council Minutes – Tuesday, February 19, 2019 And that the suppliers who submitted quotes be advised of Council's decision under the Manager of Roads and Urban Services' signature.

Be it resolved that Staff Report PWK-2019-02, Neil Allanson, Manager of Roads and Urban Services re: Calcium Chloride 20% Concentration Award be received for information. That the 2019 Calcium Chloride 20% concentration tender be awarded to RMES Incorporated all in accordance with their bid submitted January 31, 2019 at the price per liter of $0.134 plus HST. And that the suppliers who submitted quotes be advised of Council's decision under the Manager of Roads and Urban Services' signature.

Be it resolved that Staff Report PWK-2019-03, Neil Allanson, Manager of Roads and Urban Services re: Calcium Chloride 35% Concentration Award be received for information. That the 2019 Calcium Chloride 35% concentration tender be awarded to Miller Paving Limited all in accordance with their bid submitted January 30, 2019 at the price per liter of $0.2484 plus HST. And that the suppliers who submitted quotes be advised of Council's decision under the Manager of Road and Urban Services' signature.

Be it resolved that Staff Report PWK-2019-04, Neil Allanson, Manager of Roads and Urban Services re: 2019 Catch Basin Cleaning Award be received for information. That the 2019 Catch Basin Cleaning program be awarded to Superior Catch Basin Cleaning Services Ltd. all in accordance with their quotation submitted January 21, 2019 at the unit price $16.00 plus applicable taxes per catch basin. And that the suppliers who submitted quotes to be advised of Council's decision under the Manager of Roads and Urban Services' signature.

Be it resolved that Staff Report PWK-2019-05 Neil Allanson, Manager of Roads and Urban Services re: 2019 Undercoating and Rust Protection Program be received. That the 2019 Undercoating and Rust Protection be awarded to Mactek all in accordance with their quote submitted January 31, 2019. And that Mactek be advised of Council's decision under the Manager of Roads and Urban Services' signature.

Page 8 of 18 Council Minutes – Tuesday, February 19, 2019 Be it resolved the Staff Report PWK-2019-06 Scott White, General Manager of Infrastructure Renewal and Public Works Administration re: November and December 2018 Operational Report for Water and Wastewater be received.

Be it resolved that Staff Report PWK-2019-07, Neil Allanson, Manager of Roads and Urban Services RE: Supply and Delivery of One (1) New 2019 Diesel Powered Tandem Truck Complete with Fully Detached Snow Plow Harness, One Way Plow, Full Floating Wing & All Season Dump Body/Spreader be received for information. That the tender be awarded to Tallman Truck Centre in the amount of $305,874.11 plus applicable taxes and licensing fee all in accordance with their tender submission on February 7, 2019. That the Treasurer transfer funds from the Fleet Reserve to cover the extra cost for the purchase of One (1) new 2019 Tandem plow/sander, approximately $30,000. That Unit # 337 a 2011 International, Tandem plow/sander be declared surplus and disposed of through public auction, utilizing Gov Deals.ca. And that Tallman Truck Centre be advised of Council's decision under the Manager of Roads and Urban Services' signature.

Page 9 of 18 Council Minutes – Tuesday, February 19, 2019 Be it resolved the Staff Report PWK-2019-08 Scott White, General Manager of Infrastructure Renewal and Public Works Administration re: January 2019 Operational Report for Water and Wastewater be received.

Be it resolved that Staff Report PLN-2019-09, Liz Mitchell, Planning Coordinator re: Request for Exemption from the Noise By-law for Night Work - Crowe Bay Dam 12 - Lock 14 be received for information. That an exemption for night work be granted for Crowe Bay Dam - Lock 14, from 21:00 (9:00 p.m.) to 6:00 (6:00 a.m.) from February 19, 2019 to May 15th, 2019, in accordance with Section 14 of the Trent Hills Noise By-law. And that the applicant be advised of Council's decision under the Planning Coordinator's signature.

Be it resolved that Staff Report PLN-2019-10, Liz Mitchell, Planning Coordinator re: Assumption of Road into Municipal Road System - a Portion of Trillium Drive, Seymour Ward, be received for information. That the lands described as a portion of Trillium Drive, Part Lot 9, Concession 14, being Parts 1, 2 and 3, Plan 39R-11486, Seymour Ward, be assumed in to the Trent Hills municipal road system. And that the appropriate By-law be brought forward for Council's consideration.

Be it resolved that Staff Report PLN-2019-11, Liz Mitchell, Planning Coordinator re: By- law approval for the transfer of an unopened road allowance - Luton / Woof, be received for information. That the transfer of the portions of the unopened road allowance as specified, being part of the road allowance between Concession 2 and Concession 3, Part of Lot 9, being Parts 2 and 3 on Plan 39R-13771, former Township of Percy be approved. And that the appropriate By-law be brought forward for Council's consideration.

Be it resolved that Staff Report PLN-2019-12, Liz Mitchell, Planning Coordinator re: By- law approval for the transfer of an unopened road allowance - Luton, be received for information. That the transfer of the portion of the unopened road allowance as specified, being part of the road allowance between Concession 10 and Concession 11, Part of Lot 6, being Parts 4 and 5 on Plan 39R-13879, former Township of Percy be approved. And that the appropriate By-law be brought forward for Council's consideration.

Be it resolved that Staff Report PLN-2019-13, Liz Mitchell, Planning Coordinator re: Amendment to Site Plan Approval - Island Park RV Resort, be received for information. That the Amendment to the Site Plan Agreement, as submitted for Island Park RV Resort, be approved. And that the Mayor and Clerk execute the Amendment to the Site Plan Agreement for Island Park RV Resort.

Be it resolved that Staff Report CLK-2019-06, Thomas Thayer, Manager of Legislative Services/Deputy Clerk, re: Pregnancy and Parental Leave Policy for Members of Council be received as information. And that Council approve the Pregnancy and Parental Leave Policy for Members of Council POL-ADM-003 as presented.

Be it resolved that Staff Report CLK-2019-07, Thomas Thayer, Manager of Legislative Services/Deputy Clerk, re: Council-Staff Relations Policy be received as information. And that Council approve the Council-Staff Relations Policy POL-ADM-004 as presented. Page 12 of 18 Council Minutes – Tuesday, February 19, 2019

Be it resolved that Staff Report CLK-2019-08, Thomas Thayer, Manager of Legislative Services/Deputy Clerk, re: Accountability and Transparency Policy be received as information. And that Council approve the Accountability and Transparency Policy POL-ADM-005 as presented.

Be it resolved that Staff Report CLK-2019-09, Doug Irwin, Director of Legislative Services/Clerk re: Procedural By-law Amendments be received. That the amendments to the Procedural By-law outlined in Staff Report CLK-2019-09 be approved. And that an updated Procedural By-law be brought forward to the March 5, 2019 Council meeting for consideration.

Be it resolved that staff develop a draft Communications Strategy Policy to be brought forward for Council's consideration at a future meeting.

Be it resolved that the Staff Recommendations with respect to Consent Agenda Items 11b) 11c), 11d) and 11e) be adopted as printed.

Be it resolved that: By-law No. 2019-024: A By-law to Amend By-law No. 2019-004 A By-law to adopt 2019 Water Budget and establish Water Service Fees and Rates for the Municipality of Trent Hills (Water Service Rates & Fees) And By-law No. 2019-005 A By-law to adopt 2019 Sewer Budget and establish Sewer Services Fees and Rates for the Municipality of Trent Hills (Sewer Service Rates & Fees). Page 15 of 18 Council Minutes – Tuesday, February 19, 2019 By-law No. 2019-025: A By-law to Establish Development Charges. By-law No. 2019-026: A By-law for establishing and assuming a municipal highway, Being Part of Lot 9, Concession 14, being Parts 1, 2 and 3, on Plan 39R-11486, a portion of Trillium Drive, Former Township of Seymour, in the Municipality of Trent Hills, County of Northumberland. By-law No. 2019-027: A By-law to stop up and close and to allow the selling of a portion of the Road Allowance being described as part of the road allowance between Concession 2 and Concession 3, Part of Lot 9, being Part 2 on Plan 39R-13771, former Township of Percy; and part of the road allowance between Concession 2 and Concession 3, Part of Lot 9, being Part 3 on Plan 39R-13771, former Township of Percy, Municipality of Trent Hills, County of Northumberland. By-law No. 2019-028: A By-law to stop up and close and to allow the selling of a portion of the Road Allowance being described as part of the road allowance between Concession 10 and Concession 11, Part of Lot 6, being Parts 4 and 5 on P

Be it resolved we do now go into Closed Session at 11:27 a.m. to discuss: • Acquisition/disposition of land (Recreation Facilities)

Be it resolved we do now rise at 12:41 p.m. and report on Closed Session Item 15b) Acquisition/disposition of land (Recreation Facilities). Page 16 of 18 Council Minutes – Tuesday, February 19, 2019

Be it resolved that Closed Session Staff Report REC-2019-02, Peter Burnett, Community Recreation Officer re: Acquisition/disposition of land (Recreation Facilities) be received for information. And that staff proceed as directed.

Be it resolved that By-law No. 2019-029: A By-law to Confirm the Proceedings of the Council meeting held on Tuesday, February 19, 2019 be read a first, second and third time, passed and properly signed and sealed by the Clerk and Mayor.

Be it resolved we do now adjourn at 12:42 p.m.