Committee of the Whole Agenda

Tuesday, March 25, 2025

6:00 P.m. - 7:00 P.m.

Town Hall Council Chambers

Immediately Following Council

In Person and Virtual Meeting Via Zoom

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1.

CALL TO ORDER

2.

APPROVAL OF AGENDA

• Suggested Motion:

  THAT the agenda be accepted as presented.

3.

DECLARATION OF PECUNIARY/CONFLICT OF INTEREST AND GENERAL NATURE THEREOF

4.

MINUTES TO BE APPROVED AND RECEIVED

a.

Committee of the Whole Minutes

• Suggested Motion:

  THAT the Committee of the Whole Minutes dated March 11, 2025, be accepted as presented.

5.

DELEGATIONS/PRESENTATIONS

a.

Stephanie Gray, Coordinator, Lanark County Situation Table

Community Safety and Well-being Plan Update

b.

Niki Dwyer, Director of Development Services

Amendment to Development Permit By-law 15-2015 (Statutory Public Meeting Under the Planning Act)

Re: Validity Periods of Development Permit Application Decisions

6.

REPORTS

a.

Carleton Place Wastewater System 2024 Annual Report (Communication 136025)

Guy Bourgon, Director of Public Works

• Suggested Motion:

  THAT Council accepts the Carleton Place Wastewater System 2024 Annual Report as information; and 

  THAT the report be made available to the Public via the Town’s Website.

b.

Proposed Summer Closure Week for Carleton Place Childcare Services (Communication 136026)

Tracey Freill, Manager of Carleton Place Childcare Services

• Suggested Motion:

  THAT Council approves the summer closure week for Carleton Place Childcare Services to take effect in 2026, as outlined in the report by the Manager of Childcare Services dated March 25, 2025. 

c.

Coleman Central Subdivision Phase 2 Agreement (Communication 136027)

Niki Dwyer, Director of Development Services

• Suggested Motion:

  THAT Council pass a by-law authorizing the Mayor and Clerk to execute a Subdivision Agreement with 1384341 Ontario Ltd. for the Coleman Central Subdivision – Phase 2; and  

  THAT Council pass a by-law to amend By-law 46-2003 being the Traffic and Parking By-law to recognize stops signs (Schedule VI) within the Coleman Central Subdivision – Phase 2 as described in the Subdivision Agreement. 

d.

2024 Council Remuneration Report (Communication 136028)

Trisa McConkey, Treasurer

• Suggested Motion:

  THAT Council accepts the 2024 Council Remuneration Report by the Treasurer dated March 25, 2025 as information.

e.

Procurement Policy Revision (Communication 136029)

Trisa McConkey, Treasurer

• Suggested Motion:

  THAT Council pass a by-law to enact the proposed new Procurement Policy and

  THAT By-law 57-2017 be rescinded.

f.

2023 Public Sector Accounting Board (PSAB) Budget (Communication 136030)  

Trisa McConkey, Treasurer

• Suggested Motion:

  THAT Council approves the 2025 Public Sector Accounting Board (PSAB) Budget prepared by the Treasurer as required by the Municipal Act, 2001 O. Reg. 284/09.  

g.

2024 Statement of Obligatory Reserve Funds (Communication 136031)

Trisa McConkey, Treasurer

• Suggested Motion:

  THAT Council accepts the 2024 Obligatory Reserves Report by the Treasurer dated March 25, 2025, as information. 

h.

Preliminary Year-End Results for 2024 (Communication 136032)

Trisa McConkey, Treasurer

• Suggested Motion:

  THAT Council accepts the Financial Report by the Treasurer dated March 25, 2025, as information; and 

  THAT Council approves using $2,189,328 in unexpected surplus that was added to the Strategic Reserve to pay down the unexpected additional unfunded debt. 

i.

CAO’s Report – Delegated Authority (Communication 136033)

Diane Smithson, Chief Administrative Officer

• Suggested Motion:

  THAT Council accepts the CAO’s Delegated Authority Report dated March 25, 2025, as information. 

j.

Award of Ball Diamond Tender (Communication 136034)

Joanne Henderson, Manager of Recreation and Culture

• Suggested Motion:

  THAT the price for the replacement of the McLaren Ball Diamond as outlined in the report by the Manager of Recreation and Culture dated March 25, 2025 be awarded to the low bidder, Troy Property Maintenance in the amount of $68,434.31; and

  THAT the budget deviation of $13,022.48 be taken from any surplus remaining at year end or alternatively from the Parkland Reserve.

7.

NEW/OTHER BUSINESS

8.

COMMITTEE, BOARD AND EXTERNAL ORGANIZATION UPDATES

• Suggested Motion:

  THAT the Environmental Advisory Committee minutes dated March 3, 2025, be received.

9.

CLOSED SESSION

• Community Planning Matter

• Suggested Motion:

  THAT the Committee move into closed session at ____ p.m. to discuss a matter subject to the Municipal Act Section 239 (2):

  (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board;  

  AND THAT the following persons be permitted to participate in the meeting:

  • Diane Smithson, CAO  
  • Stacey Blair, Clerk 
• Suggested Motion:

  THAT the Committee of the Whole return to regular session at _____ p.m.

10.

RISE AND REPORT

11.

ADJOURNMENT

• Suggested Motion:

  THAT the meeting be adjourned at ______.