Committee of the Whole Minutes

Tuesday, June 24, 2025

5:00 P.m. - 6:00 P.m.

Town Hall Council Chambers

COUNCIL PRESENT:

• Toby Randell, 
• Andrew Tennant, 
• Linda Seccaspina, 
• Jeff Atkinson, 
• Dena Comley, 
• Sarah Cavanagh, 
• and Mark Hinton 

STAFF PRESENT:

• Diane Smithson, CAO, 
• Stacey Blair, Clerk, 
• Trisa McConkey, Treasurer, 
• Ross Rankin, Property and Project Manager, 
• Guy Bourgon, Director of Public Works, 
• Niki Dwyer, Director of Development Services, 
• Joanne Henderson, Manager of Recreation and Culture, 
• and Tyler Duval, Senior Planner 

OTHERS PRESENT:

• Tina Chitsinde, Senior Consultant, Watson and Associates, Dan Wojcik, Chief Operating Officer, +VG Architects, Chris Vanderheyden, Director, Asset Management Advisory, PSD CityWide

   

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1.

LAND ACKNOWLEDGEMENT

Committee of the Whole Chair, Dena Comley read the Town's Land Acknowledgement Statement. 

2.

CALL TO ORDER

Councillor Dena Comley called the meeting to order at 5:00 p.m.

3.

APPROVAL OF AGENDA

• Moved by: Sarah Cavanagh
  Seconded by: Linda Seccaspina

  THAT the agenda be accepted as presented.

  CARRIED

4.

DECLARATION OF PECUNIARY/CONFLICT OF INTEREST AND GENERAL NATURE THEREOF

1.

Closed Session Item 5, Potential Sale of Land

Councillor Hinton has a business relationship with the owner of the subject property.

2.

Linda Seccaspina - Proposal to Add New Strategic Properties (Communication 136070)

Councillor Seccaspina's sons own one (1) of the properties being considered as a potential Strategic Property.

5.

MINUTES TO BE APPROVED AND RECEIVED

1.

Committee of the Whole Minutes

• Moved by: Toby Randell
  Seconded by: Mark Hinton

  THAT the Committee of the Whole Minutes dated June 10, 2025, be accepted as presented.

  CARRIED

6.

DELEGATIONS/PRESENTATIONS

1.

Tina Chitsinde, Senior Consultant, Watson and Associates

Ms. Chitsinde gave an overview of the Town's updated Water Financial Plan which fulfills the requirements of Ontario Regulation 453/07 under the Safe Drinking Water Act, 2002, for renewing the municipal drinking water licence.  The plan, based on detailed capital and operating forecasts, projects financial stability with an increase in accumulated surplus of $28,405,663 and tangible capital assets of $33,009,081 from 2026 to 2035. Recommendations included approving the plan, advertising its availability, and submitting it to the Ministry of Municipal Affairs and Housing and forwarding a copy of the resolution to the Ministry of Environment, Conservation and Parks.

2.

Dan Wojcik, +VG Architects

Mr. Wojcik presented the detailed Carleton Place Recreation Facility Feasibility Study which provided scenarios on repurposing the Aquatics Centre and/or expanding the Arena. The aquatics centre renovation, covering 16,249 square feet, was estimated at $3,485,413 by Q2 2027, while the arena expansion offered three options - a complete addition, pool and gym, or pool only, with costs up to $82, 342,438. The presentation included floorplans, renderings, site plans, and cost estimates, and concluded with an opportunity for questions and comments from members of Council..

3.

Chris Vanderheyden, PSD CityWide

Mr. Vanderneyden presented the 2025 Carleton Place Asset Management Plan, detailing a strategy to manage infrastructure assets like roads, water networks, and community centres at the lowest cost and risk while meeting service levels, in compliance with Ontario Regulation 588/17.  The plan assessed a $526 million asset portfolio, with 66% in fair or better condition, and proposed enhanced data development, condition assessments, and operational alignment through staff workshops to improve decision-making.  A financial strategy included a fully funded 10-year program with a 2% annual tax-funded capital increase until 2034, with a comprehensive review planned for the 2030 update.

• Moved by: Jeff Atkinson
  Seconded by: Andrew Tennant

  THAT Council receive the Asset Management Report in accordance with Section 6. (1) of Ontario Regulation 588/17 prepared by PSD Citywide and authorize staff to post the report to the Town’s website.

  CARRIED, CONSENT

7.

REPORTS

1.

Water Financial Plan (Communication 136064)

• Moved by: Mark Hinton
  Seconded by: Linda Seccaspina

  THAT Council approve the Water Financial Plan prepared by Watson & Associates Economists Ltd. dated June 18, 2025, as outlined in the Director of Public Works report dated June 24, 2025; and 

  THAT notice of availability of the Water Financial Plan be advertised; and

  THAT the Water Financial Plan dated June 18, 2025, be submitted to the Ministry of Municipal Affairs and Housing; and 

  THAT the Council resolution approving the Water Financial Plan be submitted to the Ministry of Environment, Conservation and Parks (MECP), satisfying the requirements under the Safe Drinking Water Act. (S.D.W.A. Section 32(5)2.ii.). 

  CARRIED, CONSENT

2.

Hydro One Easement – Water Treatment Plant Expansion (Communication 136065)

• Moved by: Sarah Cavanagh
  Seconded by: Andrew Tennant

  THAT Council authorize staff to enter into an agreement with Hydro One for the provision of a new easement in order to install rock anchors at the expanded Water Treatment Plant facility. 

  CARRIED, BY LAW PREPARED

3.

Recreation Concept Plan (Communication 136066)

Members of the Committee requested the scheduling of a special meeting in order to further discuss the the options presented by +VG Architects for future recreation facilities.

• Moved by: Toby Randell
  Seconded by: Sarah Cavanagh

  THAT Council receive the report from the Property and Project Manager dated June 24, 2025, and presentation from +VG Architects, The Ventin Group on the Recreation Concept Plan as information.

  CARRIED, CONSENT

4.

Pool, Arena and Hall Fees (Communication 136067)

• Moved by: Jeff Atkinson
  Seconded by: Mark Hinton

  THAT Town Departments continue to access Town facilities free of charge provided they are not booked by an outside paying party; and 

  THAT Council approve the fee increases to take effect September 1, 2025, as shown in the Treasurer’s report dated June 24, 2025. 

  CARRIED, BY LAW PREPARED

5.

Request for Encroachment Agreement – 51 Hackberry Trail (Communication 136068)

• Moved by: Toby Randell
  Seconded by: Sarah Cavanagh

  THAT Council refuse the request by 51 Hackberry Trail for an encroachment agreement. 

  CARRIED, CONSENT

6.

Development Permit Amendment - Update (Communication 136069)

• Moved by: Linda Seccaspina
  Seconded by: Sarah Cavanagh

  THAT Council pass a by-law to adopt the updated Development Permit By-law as presented in Communication 136069 by the Senior Planner dated June 24, 2025. 

  CARRIED, BY LAW PREPARED

7.

Proposal to Add New Strategic Properties (Communication 136070)

• Linda Seccaspina declared a conflict on this item. (Councillor Seccaspina's sons own one (1) of the properties being considered as a potential Strategic Property.)

Councillor Seccaspina did not participate in the discussion of this matter and did not vote on this item.

Council chose to defer the decision on this issue to the Committee of the Whole meeting scheduled for August 12th, 2025, in order to facilitate a more comprehensive discussion on strategic property options.

• Moved by: Andrew Tennant
  Seconded by: Toby Randell

  THAT Council direct staff to prepare an application for Official Plan Amendment and Development Permit By-law Amendment respecting the inclusion of new “Strategic Properties” as identified in the report by the Director of Development Services dated June 24, 2025. 

  DEFERRED
• Moved by: Andrew Tennant
  Seconded by: Toby Randell

  THAT in accordance with Section 70.2(2.1)(c) of the Planning Act, Council permit the Director of Development Services to bring forward an amendment to the new Development Permit By-law as it pertains to the inclusion of additional “Strategic Properties”. 

  DEFERRED

8.

Potential Land Lease for Parking Lots (Communication 136071)

• Moved by: Sarah Cavanagh
  Seconded by: Jeff Atkinson

  THAT Council pass a by-law to authorize staff to enter into a five (5) year lease agreement with Ben Elliott in accordance with Option 2 outlined in the report by the CAO dated June 24, 2025 for the use of two (2) lots he owns on Beckwith Street for the purpose of providing Town Hall / downtown parking; and

  THAT the $57,529 identified for parking in current reserves and any future cash in lieu of parking revenues be utilized to offset the Town’s annual leasing costs.

  CARRIED, BY LAW PREPARED
• Moved by: Andrew Tennant
  Seconded by: Sarah Cavanagh

  THAT Staff be directed to install parking lot signage on the Beckwith Street property to be leased for parking indicating that from Monday to Thursday between the hours of 8:00 a.m. to 4:30 p.m. the lot is reserved for staff use and available for public use outside of those timeframes.

  CARRIED, CONSENT

8.

COMMITTEE, BOARD AND EXTERNAL ORGANIZATION UPDATES

• Moved by: Mark Hinton
  Seconded by: Andrew Tennant

  THAT the following minutes be received:

  • Library Board, May 21, 2025
  • Urban Forest/River Corridor Committee, May 28, 2025
  • Environmental Advisory Committee, June 2, 2025
  CARRIED

9.

INFORMATION LISTING

• Moved by: Jeff Atkinson
  Seconded by: Linda Seccaspina

  THAT the Information Listing dated June 24, 2025, be received.

  CARRIED

10.

CLOSED SESSION

1. Update on a Litigation Matter
2. Matter Concerning Identifiable Individuals
3. Matter Concerning Identifiable Individuals
4. Community Planning Matter
5. Potential Sale of Land

• Moved by: Sarah Cavanagh
  Seconded by: Mark Hinton

  THAT the Committee move into closed session at 7:35 p.m. to discuss matters subject to the Municipal Act Section 239 (2):

  (b) personal matters about an identifiable individual, including municipal or local board employees (items 2 and 3);

  (c) Proposed or pending acquisition or disposition of land by the municipality or local board (item 5);

  (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (item 1);

  (f) advice that is subject to solicitor-client privilege (item 1)

  (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; (item 4)

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

  • Diane Smithson, CAO (all items)
  • Stacey Blair, Clerk (all items)
  • Emma Blanchard, Solicitor (item 1)
  • Trisa McConkey, Treasurer (items 2 and 3)
  CARRIED
• Moved by: Toby Randell
  Seconded by: Andrew Tennant

  THAT the Committee return to regular session at 8:48 p.m.

  CARRIED

11.

RISE AND REPORT

• Mark Hinton declared a conflict on this item. (Councillor Hinton has a business relationship with the owner of the subject property.)

During the closed session, Councillor Hinton declared a conflict of interest with item 5 - Potential Sale of Land.  This item was dispensed with at the end of the closed session and Councillor Hinton exited the meeting prior to the discussion of this matter and returned when the Committee returned to regular session.

CAO Diane Smithson reported that during the closed session, staff direction was provided for all items.

12.

ADJOURNMENT

• Moved by: Sarah Cavanagh
  Seconded by: Toby Randell

  THAT the meeting be adjourned at 8:49 p.m.

  CARRIED