South Frontenac Council - December 20/22

Wilma Kenny | Jan 11, 2023

Mayor Vandewal opened the meeting by acknowledging that this would be Clerk Angela Maddock’s last meeting before her retirement; “Angela has been a very valuable person (to the Township); she has been with us since amalgamation.”

Deputy Mayor

Councillor Ron Sleeth took declaration of office as Deputy Mayor for 2023.

Utilities Kingston Management Review Report for 2021

Council endorsed the Operational Plan for the Sydenham Drinking Water System: there have been no complaints, and the system has functioned smoothly.

Proposed Official Plan Amendments

A public meeting was held to receive comments on proposed administrative amendments to the Official Plan in order to implement Provincial Bills 13 and 109.

Under Bill 13, municipalities can now delegate decisions dealing with minor amendments to zoning by-laws. These minor amendments would include temporary use by-laws and the removal of holding symbols. The municipality’s official plan must outline the types of by-laws that may be subject to delegated authority, and then they must pass a by-law specifically outlining who is assigned the authority and any conditions associated with it.

Bill 109 attempts to facilitate development by addressing planning processes and timelines. (Eg, it sets penalties -refund of part or all fees- on municipalities for slow decisions.) South Frontenac staff have been meeting with the County and the other three Townships to develop a unified way of addressing the Provincial changes. One proposal is the recommendation that development applications will require a very thorough pre-application process: they will not be officially accepted until they are fully completed: applicants will be provided with a detailed list of all that is required, and staff will assist where necessary.

Deputy Mayor Sleeth asked about the planning department’s current timelines: the reply was that the majority of applications were straightforward, but it might be helpful if a bylaw could be passed at the same meeting as it was discussed. Mayor Vandewal asked whether an applicant could force the Township to accept an application for development: the answer was no, if the applicant had not provided all the required information.

There were no comments from the public: staff will bring a more detailed report providing a recommendation to Council for adoption of the amendments at a future meeting.

Council Appointments to Township Boards

Arena: Norm Roberts and Ray Leonard

Committee of Adjustment ’23: Steve Pegrum, Randy Ruttan, Doug Morey, Norm Roberts

Police Services Board: Steve Pegrun

Cataraqui Regional Cons. Auth: Deputy Mayor Sleeth, Scott Trueman

Quinte Cons Auth: Norm Roberts

Rideau Valley Cons Auth: Charlene Godfrey

2023 Budget Schedule

Jan 18, 2023 Public Services Capital Presentation

Feb. 3, 2023 Full Budget Document Tabled

Feb. 16, 2023 Operating Budget Presentation

Mar 7, 2023 (and Mar 21, 2023 if needed) Revisions based on Council direction, budget debate & approval.

2023 Long-range Financial Plan

Presenter/Treasurer Shelley Stedall emphasized that this report does not commit Council to the items or figures included within the plan. It is strictly a forecast to help in planning ahead for anticipated future needs.

Overall South Frontenac is in good financial condition, with one of the lowest residential tax bills compared to neighbouring municipalities, with an overall excellent level of service; “Some of the comparators don’t have garbage collection,” commented Mayor Vandewal.

Key challenges were identified as external factors such as changes to legislation, reduction in Fed/Prov grant funding, and increases to fuel and energy prices. Shifting service expectations and covid related pressures may or may not continue.

During the development of last year’s budget, five key themes had emerged as needing additional attention and/or resources:• Levels of Service Considerations • Customer Service/Satisfaction • By-law Enforcement • Organizational Capacity • Economic Development/Beautification.

Over the previous Council term, Council and staff identified many other policy and/or service level priorities that were slow to be implemented or were left incomplete. Some of them were: • Shoreline Protection By-law • Improved by-law enforcement • Administrative Penalties • Council/Committee Structure Changes • Records Management Updates • Climate Change Strategy • Building and Zoning Enforcement • Subdivision Standards • Short Term Accommodation Strategy • Livestock in Urban Areas Policy • Site Plan Control By-law • Road Closing Policy • Sydenham Water Consultation • Customer Service Improvements • Procurement Policy Improvements • Fees & Charges Updates • Roads-Sign By-law Revision.

Stedall concluded that staff is again recommending that when drawing up the ’23 budget, Council focus on priorities rather than the tax rate, with the understanding that staff will keep in mind the historical target rate, ie maintaining an approximate 2% average ratepayer impact.

Following Council’s endorsement of these budget directions, CAO Fragnito asked whether there were any other themes Council wished to have included before the ’23 budget is developed. Mayor Vandewal replied that this was “too much to ask (of Council) right now.” He suggested a strategic planning session would be the time to discuss other themes, which could be incorporated into next year’s budget. Councillor Roberts agreed; “It’s best to go with what we have.”

Frontenac Municipal Law Enforcement (FMLA): Contract Extension

In her report to council concerning bylaw enforcement, CAO Fragnito noted: “It is anticipated that by September, 2023, the Township will be in a better position to understand their needs from a by-law enforcement standpoint as the new programs will be in place for a full year and associated metrics will be available. Township staff will also have had an opportunity to further assess the required response to address concerns related to short term rental accommodations. Staff will also continue to explore whether there are opportunities to consider joint service delivery with the Townships of Central and North Frontenac.”

Council agreed to extend the contract with FMLA to Dec 31/23, and directed staff to tender a new by-law enforcement contract reflective of the current needs of the Township of South Frontenac by the conclusion of 2023.

Committee Bylaw

South Frontenac Council has 19 associated Committees (Advisory, Legislated and Community) and Boards: the purpose of this bylaw is to implement standardized processes and procedures for all of these within one bylaw. A public meeting will be advertised for January 31, to hear questions and seek Council approval of the bylaw, as presented.

Appointment of Clerk and Municipal law Enforcement Officer

Staff has recommended that Louise Fragnito be appointed as Clerk effective December 22, 2022 due to the retirement of Angela Maddocks. Louise Fragnito will fulfill the duties of Clerk until the recruitment process associated with the position of Clerk is completed. Additionally, that James Thompson be appointed as a municipal law enforcement officer for the Township of South Frontenac. Frontenac Municipal Law Enforcement will remain responsible for the day-to-day by-law enforcement services in the municipality. Council agreed.