Council

Be it resolved that the agenda for the Council meeting of January 26, 2023 be received and adopted.

Be it resolved that the minutes of the:  Council meeting held on January 10, 2023; and  Special Council meeting held on January 17, 2023 be received and adopted as presented.

Be it resolved that the minutes of Campbellford Business Improvement Area (BIA) meeting held January 9, 2023 be received. That, pursuant to Campbellford BIA Motion No. 2023-01-09-06, the following individuals be appointed to the Campbellford BIA Board of Management for the term of Council ending in 2026:  Eva Allaire  Jodi Summers  Heather Hodder  Dawn Fryer  Mary Stampolidis That the appropriate By-law be brought forward for Council's consideration after the sixth individual is recommended by the BIA and appointed by Council. And that the Campbellford BIA be advised of Council's decision under the Director of Legislative Services/Clerk's signature.

Be it resolved that the PowerPoint presentation presented by Janette Loveys Smith, CAO/Secretary-Treasurer, Otonabee Conservation re: Otonabee Conservation Overview be received.

Be it resolved that Staff Report FIN-2023-006, Valerie Nesbitt, Director of Finance/Treasurer re: Closure of Capital Use Reserve Funds-Campbellford Outdoor Pool and Plus 59 Club be received for information. That the Capital Use Reserve Fund for the Campbellford Outdoor Pool be closed effective December 31, 2022 and the balance $ 741.25 be transferred from the Reserve Fund Bank account to the General Bank account. That the Capital Use Reserve Fund for the Plus 59 Club be closed effective December 31, 2022 and the balance of $ 552.63 be transferred from the Reserve Fund Bank account to the General Bank account.

Be it resolved that Staff Report FIN-2023-007, Valerie Nesbitt, Director of Finance/Treasurer re: Financing-Nappan Island Bridge Rehabilitation Project be received for information. That an amount of $ 758,878.84 for the Nappan Island Bridge Rehabilitation Project be financed by the Municipality of Trent Hills as outlined in the Internal Loan Terms & Conditions dated January 26, 2023, attached as Appendix B to Staff Report FIN-2023-007. That the appropriate By-Law be brought forward for Council's consideration.

Be it resolved that Staff Report, IWW 2023-01, Scott White, General Manager of Infrastructure Renewal & Public Works Administration re: Tender ITT IWW HSC 2022-28 Hastings Second Watermain Crossing be received for information. That the bid from GIP Paving Inc. for Tender ITT IWW HSC 2022-28 Hastings Second Watermain Crossing be selected for award at their bid price of $1,278,945.32 plus HST. That an amount of $250,000.00 be included in the overall project budget as a contingency to offset any additional construction costs. That the Clerk execute the appropriate contract documents with GIP Paving Inc. And that all bidders be advised of Councils decision under the General Manager of Infrastructure Renewal & Public Works Administrations' signature.

Be it resolved that Staff Report, PWK 2023-01, Scott White, General Manager of Infrastructure Renewal & Public Works Administration re: Tender ITT PWK SQR 2022-27 Seymour Quarry Road Watermain and Sanitary Infrastructure Improvements be received for information. That the bid from Behan Construction Ltd. for Tender ITT PWK SQR 2022-27 Seymour Quarry Road Watermain and Sanitary Infrastructure Improvements be selected for award at their bid price of $1,021,147.77 plus HST. That an amount of $250,000.00 be included in the overall project budget as a contingency to offset any additional construction costs and Construction Administration costs. That the Clerk execute the appropriate contract documents with Behan Construction Ltd. And that all bidders be advised of Councils decision under the General Manager of Infrastructure Renewal & Public Works Administrations' signature.

Be it resolved that Staff Report BLD-2023-001, Stephen White, Chief Building Official re: Building Department Activity-December, 2022 be received for information.

Be it resolved that Staff Report EDC-2023-01, Kira Mees, Community Development Officer re: Trent Hills Chamber of Commerce - Fee for Service Agreement be received for information. That the Fee for Service agreement, attached to Staff Report EDC-2023-001, for the period of January 1, 2023 to December 31, 2027 be approved. And that the appropriate By-law be brought forward for Council's consideration.

Be it resolved that Staff Report CAO-2023-01, Lynn Phillips, Chief Administrative Officer re: Campbellford Minor Hockey Association Refund Request be received for information. That the request from Campbellford Minor Hockey to refund ice rental fees paid for unused ice for the period of September to November, 2022 be respectfully declined. And that Campbellford Minor Hockey Association be notified of Council's decision under the Chief Administrative Officer's signature.

Be it resolved that Staff Report CAO-2023-01, Lynn Phillips, Chief Administrative Officer re: Campbellford Minor Hockey Association Refund Request be received for information. That a one-time refund of $2,000.00 be granted to Campbellford Minor Hockey Association for fees paid for unused ice time during the period of September to November, 2022. And that Campbellford Minor Hockey Association be notified of Council's decision under the Chief Administrative Officer's signature.

Be it resolved that Staff Report CAO-2023-02, Lynn Phillips, Chief Administrative Officer re: Major Municipal Projects Progress Report December 31, 2022 be received for information.

Be it resolved that Staff Report CLK-2023-01, Karen Frigault, Manager of Legislative Services/Deputy Clerk re: Accessibility Report for the 2022 Municipal and School Board Election be received for information.

Be it resolved that Staff Report CLK-2023-02, Doug Irwin, Director of Legislative Services/Clerk re: Procedural By-law Update be received for information. And that Draft By-law No. 2023-015, Being a By-law to Govern the Proceedings of Council and Advisory Bodies of the Council of The Corporation of the Municipality of Trent Hills (Procedural By-law), with an effective date of February 15, 2023, be brought forward to the February 14, 2023 Council meeting for consideration.

Be it resolved that the Council Meeting scheduled for June 13, 2023 be rescheduled to June 20, 2023 as a result of the Clerk and Deputy Clerk attending the Association of Municipal Clerks and Treasurers of Ontario (AMCTO) Conference being held June 11 to 14, 2023. And that staff and the public be advised of the rescheduled meeting date.

Whereas at its meeting of December 13, 2022, Council passed Motion No. THC-221213-41 which directed that the Municipality submit an application pursuant to Section 14(1.2) of the Conservation Authorities Act to seek permission to select less than 70 per cent of its appointees to the Crowe Valley Conservation Authority from among the members of the municipal council. And Whereas correspondence was forwarded to the Minister of Environment, Conservation and Parks making said application. And Whereas the Municipality has been advised that the Minister of Natural Resources and Forestry is now responsible for administering the Conservation Authorities Act, and the correspondence has been forwarded to the Ministry of Natural Resources and Forestry for consideration. And Whereas it is necessary to appoint a representative to the Crowe Valley Conservation Authority . Now Therefore be it resolved that Deputy Mayor Michael Metcalf be appointed as the Municipality of Trent Hills' Interim municipal representative to the Crowe Valley Conservation Authority while the Municipality awaits the Minister of Natural Resources and Forestry's decision with respect to the Municipality's application pursuant to Section 14(1.2) of the Conservation Authorities Act. And that the Crowe Valley Conservation Authority be advised of Council's decision under the Director of Legislative Services/Clerk's signature.

Be it resolved that the Staff Recommendations with respect to Consent Agenda Items 9a) and 9b) be adopted as printed.

Be it resolved that: By-law No. 2023-014: A By-law to Authorize a Reciprocal Automatic Aid Agreement And to Repeal By-law Nos. 2004-32 and 2007-96. By-law No. 2023-016: A By-law to Constitute and Appoint a Committee of Adjustment. By-law No. 2023-017: A By-law to Provide for an Interim Tax Levy; Payment of Taxes by Instalment; Penalty and Interest on Tax Arrears. By-law No. 2023-018: A By-law to Authorize Temporary Borrowing from Time to Time to Meet Current Expenditures During the Fiscal Year Ending December 31, 2023 (Temporary Borrowing By-law). By-law No. 2023-019: A By-law to authorize an Internal Loan Agreement For the Nappan Island Bridge Rehabilitation Project. 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 go into Closed Session at 11:20 a.m. to discuss:  Solicitor-client privilege (Land Use)  Acquisition/disposition of land (Tannery Lands)

Be it resolved we do now rise at 12:57 p.m. and report on Closed Session Items 13: b) Solicitor-client privilege (Land Use) c) Acquisition/disposition of land (Tannery Lands)

Be it resolved that the confidential information presented by Kat Kinch, Kinch Eddie Litigation re: Solicitor-client privilege (Land Use) be received. And that legal counsel proceed as outlined.

Be it resolved that the confidential verbal information presented by Doug Irwin, Director of Legislative Services/Clerk re: Acquisition/disposition of land (Tannery Lands) be received.

Be it resolved that By-law No. 2023-020: A By-law to Confirm the Proceedings of the Council meeting held on Thursday, January 26, 2023 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 1:00 p.m.