Committee of the Whole Minutes

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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, 
  • Guy Bourgon, Director of Public Works, 
  • Niki Dwyer, Director of Development Services, 
  • Mike Walker, Development Review Officer, 
  • and Ross Rankin, Property and Project Manager 
OTHERS PRESENT:

  • Lori Huber, CPA, KPMG, Chris Vanderheyden, Director, Asset Management Advisory, PSD Citywide, Sally McIntyre, General Manager, MVCA, Marko Cekic, Project Manager, Cavanagh Developments, Erin O'Conner, General Manager, Cavanagh Developments

     

1.
LAND ACKNOWLEDGEMENT

 

Councillor Cavanagh read the Town's Land Acknowledgement Statement.  

2.
CALL TO ORDER

 

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

3.
APPROVAL OF AGENDA

 
  • Moved by:Jeff Atkinson
    Seconded by:Mark Hinton

    THAT the agenda be accepted as presented.

    CARRIED

4.
DECLARATION OF PECUNIARY/CONFLICT OF INTEREST AND GENERAL NATURE THEREOF

 

1.
Linda Seccaspina - CLOSED SESSION

 

Councillor Seccaspina's family has financial interests regarding a matter being discussed in closed session.

2.
Linda Seccaspina - Sanitary Sewer Upsizing (Communication 135151)

 

Councillor Seccaspina's family has financial interests which are related to Communication 135151 - Sanitary Sewer Upsizing.

5.
CLOSED SESSION

 This item has conflict.
  • Linda Seccaspina declared a conflict on this item. (Councillor Seccaspina's family has financial interests regarding a matter being discussed in closed session.)

Councillor Seccaspina was not present for the closed session due to her declared conflict of interest. 

  • Moved by:Toby Randell
    Seconded by:Dena Comley

    THAT the Committee move into closed session at 5:02 p.m. to discuss a matter subject to the Municipal Act Section 239 (2):

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

    (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  
    • Niki Dwyer, Director of Development Services
    • Mike Walker, Development Review Officer
    • Emma Blanchard, Solicitor  
    CARRIED
  • Moved by:Jeff Atkinson
    Seconded by:Dena Comley

    THAT the Committee return to regular session at 6:38 p.m.

    CARRIED

6.
RISE AND REPORT

 

CAO Smithson reported that the Committee received information during the closed session.

Councillor Seccaspina rejoined the meeting in person after the Committee returned to regular session.

7.
MINUTES TO BE APPROVED AND RECEIVED

 

1.
Committee of the Whole Minutes

This item has attachments. 
1.Post-Meeting Minutes - CoW_Jun11_2024 - English.pdf
  • Moved by:Toby Randell
    Seconded by:Andrew Tennant

    THAT the Committee of the Whole Minutes dated June 11, 2024, be accepted as presented.

    CARRIED

8.
DELEGATIONS/PRESENTATIONS

 

1.
KPMG - Audited Financial Statements for 2023

 

KPMG Accountant, Lori Huber presented the highlights of the Town's 2023 draft audited financial statements.  Ms. Huber noted what was new in the financial statements for 2023 (asset retirement obligations statements and findings as well as new provincially required financial instruments which indicate financial risks) . She noted that 2023 was a very financially balanced year for the Corporation and that Carleton Place continues to be financially strong, especially when compared to its peer group.  

2.
PSD Citywide - Asset Management Plan

 

Chris Vanderheyden, Director, Asset Management Advisory, PSD Citywide, presented Council with the Town’s Asset Management Plan in accordance with the July 1, 2024 requirements of O.Reg 588/17.

3.
Mississippi Valley Conservation Authority (MVCA) - Land Conservation Strategy

 

Sally McIntyre, General Manager, MVCA, made a presentation to Council providing an overview of MVCA’s current mandate and Conservation Area strategy.  The strategy is to address the following matters:  policies governing the acquisition and disposition of MVCA lands; programs and services on those lands; and where needed, an assessment of those lands to augment any natural heritage and integrate with other provincially or municipally owned lands.

9.
REPORTS

 

1.
Asset Management Plan (Communication 135150)

This item has attachments. 
1.135150 Treasury Report -Asset Management Plan-25Jun2024.pdf
  • Moved by:Jeff Atkinson
    Seconded by:Dena Comley

    THAT Council approves the 2024 Asset Management Plan as presented in accordance with the July 1, 2024 requirements of O. Reg. 588/17; and

    THAT Council directs staff to post the Asset Management Plan on the Town’s website.

    CARRIED, CONSENT

2.
Sanitary Sewer Upsizing (Communication 135151)

This item has attachments. This item has conflict.
1.135151 a Engineering DS2-2024 Sanitary Sewer Upsizing Tender Award.pdf
2.135151 b Engineering Report - Attachment 1 Updated Schedule C.pdf
  • Linda Seccaspina declared a conflict on this item. (Councillor Seccaspina's family has financial interests which are related to Communication 135151 - Sanitary Sewer Upsizing.)

Councillor Seccaspina did not participate in the debate on this matter and did not vote on this matter.

A detailed debate took place regarding this matter which ultimately led to the amended motion which was passed as follows.

 

  • Moved by:Toby Randell
    Seconded by:Andrew Tennant

    THAT Council approves proceeding with Option 3 - to not proceed with the award of Tender DS2-2024, Sanitary Upsizing (Project 26).

    CARRIED, CONSENT

3.
Waste Collection and Disposal Contract Award (Communication 135152)

This item has attachments. 
1.135152 PW Report Award of Waste Collection and Disposal RFP.pdf
  • Moved by:Mark Hinton
    Seconded by:Linda Seccaspina

    THAT Council award the waste collection and disposal services Request for Proposal (RFP) to Emterra Environmental beginning January 1, 2026, in accordance with the Director of Public Works' report dated June 25, 2024.

    CARRIED, CONSENT

4.
Coleman Central Subdivision – Phase 2 Agreement (Communication 135153)

This item has attachments. 
1.135153 Planning Report Coleman Central Subdivision P2 Agmt.pdf

Marko Cekic of Cavanagh Developments was present to answer the Committee's questions.

  • Moved by:Dena Comley
    Seconded by:Linda Seccaspina

    THAT Council pass a by-law to authorize 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.

    CARRIED, BY LAW PREPARED

5.
Mississippi Shores Blocks 207 and 208 O’Donovan Drive DP-3 (Communication 135154)

This item has attachments. 
1.135154 a Planning Report - O'Donovan Apartment Block DP3-02-2024.pdf
2.135154 b Novatech Mississippi Shores Parking.pdf
3.135154 c Housing Market Needs Assessment.pdf
4.135154 d Colliers - Carleton Place Letter.pdf
5.135154 e Blk207-208 Rendered 3D Views.pdf
6.135154 f DB-GP-1 Stantec.pdf

Erin O'Connor of Cavanagh Developments was present to answer any questions.

  • Moved by:Toby Randell
    Seconded by:Linda Seccaspina

    THAT Committee of the Whole approves the Development Permit application DP3-02-2024 respecting the property known as Blocks 207 and 208 on Plan 27M-101 located on O’Donovan Drive subject to conditions attached to the Development Permit Agreement.

    CARRIED

6.
Energy Conservation Demand Management Plan (Communication 135155)

This item has attachments. 
1.135155 Facility Rt Energy Conserv Demand Mgt Plan 2024.pdf
2.Conservation Demand Management - Energy Plan for Carleton Place 2024-2029.pdf
  • Moved by:Andrew Tennant
    Seconded by:Mark Hinton

    THAT Council receive the Energy Conservation Demand Management Plan in accordance with the Property and Project Manager’s Report dated June 25, 2024; and

    THAT the Energy Conservation Demand Management Plan be posted on the Town's website.

    CARRIED, CONSENT

10.
NEW/OTHER BUSINESS

 

1.
2023 Audited Financial Statements

 
  • Moved by:Toby Randell
    Seconded by:Mark Hinton

    THAT Council approve the 2023 Audited Consolidated Financial Statements; and

    THAT the statements be posted on the Town's website.

    CARRIED, CONSENT

11.
COMMITTEE, BOARD AND EXTERNAL ORGANIZATION UPDATES

This item has attachments. 
1.EAC minutes June 3 2024.pdf
  • Moved by:Jeff Atkinson
    Seconded by:Dena Comley

    THAT the following minutes be received:

    • Environmental Advisory Committee - June 3, 2024
    CARRIED

12.
INFORMATION LISTING

This item has attachments. 
1.Motion Resolution Faretis_Wheeldon - COU-2024-063.pdf
2.OPP Notice of Motion_.pdf
3.2024 06 14 SUMMARY LGL Municipal-Public Health Call.pdf
  • Municipality of Brighton - Migration of Ride-Share Regulations and Licensing to the Provincial Level - February 20, 2024
  • Municipality of Tweed - Reabsorbing the Cost of OPP into the Provincial Budget - April 23, 2024
  • Leeds, Grenville and Lanark District Health Unit Public Health Call Summary - June 14, 2024
  • Moved by:Mark Hinton
    Seconded by:Linda Seccaspina

    THAT the Information Listing dated June 25, 2024 be received.

    CARRIED

13.
ADJOURNMENT

 
  • Moved by:Toby Randell
    Seconded by:Mark Hinton

    THAT the meeting be adjourned at 8:31 p.m.

    CARRIED
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