TOWN OF AMHERSTBURG
REGULAR COUNCIL MEETING

AGENDA

View Livestream at the time of the proceedings at
https://www.amherstburg.ca/livestream

Tuesday, June 25, 2024

6:00 P.m. - 10:00 P.m.

Council Chambers

271 Sandwich Street South, Amherstburg, ON, N9V 2A5

For information pertaining to this agenda or to arrange for any additional accessibility needs please contact the Clerk's Division at [email protected].

 

Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Town to remove it. If you want to learn more about why and how the Town collects your information, write to the Town Clerk's Office, 271 Sandwich Street South, Amherstburg, ON N9V 2A5 or call 519-736-0012.

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1.

CALL TO ORDER

2.

NATIONAL ANTHEM

3.

ROLL CALL

4.

DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF

(Public Council Meeting Agenda Items)

5.

LAND ACKNOWLEDGEMENT

We will begin by acknowledging that the land on which we gather is the traditional territory of the Three Fires Confederacy of First Nations (comprising the Ojibway, the Odawa, and the Potawatomie Peoples), and of the Huron-Wendat and Wyandot Peoples. We recognize the land as an expression of gratitude to those whose traditional territory we reside on, and a way of honouring the Indigenous people who have been living and thriving on the land since time immemorial. We value the significant historical and contemporary contributions of local and regional First Nations and all of the Original Peoples of Turtle Island.

6.

REPORT OUT FROM IN-CAMERA SESSION

7.

MINUTES OF PREVIOUS MEETING

• That the minutes BE ADOPTED and that those confidential minutes of the closed sessions of Council remain confidential and restricted from public disclosure in accordance with exemptions provided in the Municipal Freedom of Information and Protection of Privacy Act:

7.1

Special In-Camera Council Meeting - February 12, 2024 (PUBLIC)

7.2

Special In-Camera Council Meeting - February 12, 2024 (CONFIDENTIAL)

7.3

Special In-Camera Council Meeting - May 27, 2024 (PUBLIC)

7.4

Regular Council Meeting - June 10, 2024

7.5

Special Council Meeting - Planning - June 10, 2024

8.

RECOGNITIONS

8.1

Ontario Senior of the Year Award - Town of Amherstburg - Eleanor Warren

9.

DELEGATIONS

10.

PRESENTATIONS

11.

REPORTS – CORPORATE SERVICES

11.1

2025 Budget Schedule

• It is recommended that:

  1. That Council APPROVE the proposed 2025 Budget Schedule.
  2. That Council DIRECT Administration to develop a 2025 Operating Budget based on current service levels.

12.

REPORTS - PARKS, RECREATION, FACILITIES AND CULTURE

12.1

Parks Master Plan Update RFP No. 2024-013

• It is recommended that:

  1. The Chief Administrative Officer and Clerk BE AUTHORIZED to execute an agreement with the Proponent of the highest ranking proposal according to the Purchasing By-Law in the amount not to exceed $200,000 inclusive of HST, being funded as outlined in the financial matters section, for services outlined in their proposal documents, subject to approval of content by the Director of Parks, Facilities and Recreation and in financial content to the Director of Corporate Services/Chief Financial Officer; and,
  2. The Chief Administrative Officer, or designate BE AUTHORIZED to sign the Agreement with the Proponent of the highest scoring proposal and or make any and all amendments if required to expand the scope of the work provided all services remain within the total project funding of $200,000 inclusive of HST and subject to approval of content by the Director of Parks, Facilities and Recreation and in financial content by the Director of Corporate Services/Chief Financial Officer.

13.

REPORTS - INFRASTRUCTURE SERVICES

13.1

Phragmites Control Program

• It is recommended that:

  1. The report from the Manager of Roads and Fleet regarding the Phragmites Control Program BE RECEIVED for information.

13.2

Ernest Paquette Drain – Tender Award

• It is recommended that:

  1. Council APPROVE for immediate use up to $176,925.00 from Drainage Line of Credit to fund the repair and maintenance of the Ernest Paquette Drain until work is completed and added to the affected property tax rolls;
  2. Council APPROVE use of the Drainage Reserve funds up to $20,000 to fund the Municipal cost of the repair and maintenance of the Ernest Paquette Drain once completed;
  3. That Council AUTHORIZE the Clerk and Mayor to execute an agreement with Nevan Construction Inc. for services outlined in the tender documents in the amount of $176, 925.00 plus HST.

13.3

Transit Service Agreement Renewal

• It is recommended that:

  1. Administration BE AUTHORIZED to update and renew the existing Agreement with Transit Windsor to a five-year term (September 1, 2024 – August 31, 2029) to provide a transit route with four trips per day and that connects with services provided by Transit Windsor; and,

  2. That the Chief Administrative Officer and Clerk BE AUTHORIZED to take any such action required to effect the recommendation noted above and sign any required documentation/agreement(s) for the renewal of the transit service, satisfactory in legal form to the Clerk, in technical content to Director of Infrastructure Services and in financial content to the Chief Financial Office.

13.4

Culvert #45 & #77 Replacement – Tender Results

• 1. Council AUTHORIZE the Chief Administrative Officer and Clerk to execute an agreement with Rudak Excavating Inc., for services outlined in the tender documents in the amount of $397,200 plus HST, subject to approval of content by the Director of Infrastructure Services and to financial content by the Director of Corporate Services/Chief Financial Officer; and,
  2. The surplus funding previously approved for this project in the amount of $570,000 BE RETURNED to the General Reserve (0400);
  3. Council AUTHORIZE the Chief Administrative Officer, or designate, to amend the agreement with Rudak Excavating Inc. if required to expand the scope of the work plan, provided such additional services remain within the remaining total project funding of $580,000 inclusive of HST and subject to approval of content by the Director of Infrastructure Services and to financial content by the Director of Corporate Services/Chief Financial Officer.
  4. Council DIRECT that any surplus funding realized upon completion of the project (722013 & 722014) be immediately returned to the General Reserve Fund (0400).

13.5

Water/Wastewater Department Mid-Size Pickup Truck

• It is recommended that:

  1. The tender for a 2024 Mid-Size Pickup Truck BE AWARDED to Joe Meloche Ford Sales Ltd. in the sum of $45,511.

  2. An over-expenditure for the purchase of outfitting equipment not to exceed $15,264 BE APPROVED for a total cost not to exceed $60,775 including net HST and that the over-expenditure BE FUNDED from the Water and Waste Water Reserves.

13.6

2nd Concession North Reconstruction – Budget Exceedance

• It is recommended that:

  1. Additional funding for the 2nd Concession North Road Reconstruction (Middle Sideroad to South Riverview Drive) project (722001), in the amount of $363,970 BE FUNDED from the General Reserve (0400), resulting in a total project cost of $4,401,975.

14.

REPORTS - PLANNING AND DEVELOPMENT SERVICES

14.1

Amherstburg Heritage Conservation District Study

• It is recommended that:

  1. The designation of the study area described as Option 1, in the “Amherstburg Heritage Conservation District Study,” prepared by MHBC, dated May 2024, and attached as Appendix A, which includes all Character Areas with the exception of the Belle Vue Character Area, BE APPROVED; and,

  2. The “Amherstburg Heritage Conservation District Study,” prepared by MHBC, dated May 2024, and attached as Appendix A, BE ADOPTED.

14.2

Zoning By-law Amendment for 70 Murray Street

• It is recommended that:

  1. By-law 2024-045 being a by-law to amend Zoning By-law No. 1999-52, to amend the zoning for the subject lands located at 70 Murray Street, be taken as having been read three times and finally passed and the Mayor and Clerk BE AUTHORIZED to sign same.

14.3

Summary of Site Plan Applications: March 14, 2024 through June 1, 2024

• It is recommended that:

  1. The report dated June 12, 2024, entitled Summary of Site Plan Control Applications: March 14, 2024 through June 1, 2024 BE RECEIVED for information.

15.

REPORTS - CAO's OFFICE

15.1

Proclamation and Civic Recognition Requests Policy

• It is recommended that:

  1. The Proclamation and Civic Recognition Requests Policy BE ADOPTED.

15.2

Amherstburg Accessibility Advisory Committee Achievements in 2023 and Objectives for 2024

• It is recommended that:

  1. The report entitled Amherstburg Accessibility Advisory Committee achievements in 2023 and objectives for 2024 BE RECEIVED for information;
  2. An unbudgeted expense of $1,650 (excluding HST) BE APPROVED for the inclusion of an additional concurrent user license for the Equidox Accessibility Software intended for document remediation to ensure compliance with the requirements of the Accessibility with Ontarians with Disabilities requirements under the Information and Communication Standards of O. Reg. 191/11; and,
  3. The cost associated with the inclusion of an additional concurrent user to be added to the Equidox Accessibility Software BE AUTHORIZED to be funded from the AODA Compliance Reserve Fund (0105) in 2024;
  4. The cost associated with the additional concurrent user BE APPROVED to be added to the Computer Maintenance expenses in subsequent years.

15.3

Engagement of Principles Integrity to Serve as Integrity Commissioner for the Town of Amherstburg

• It is recommended that:

  1. Principles Integrity BE APPOINTED to provide Integrity Commissioner Services for the Town of Amherstburg commencing July 1, 2024.

16.

INFORMATION REPORTS

16.1

Information for Consideration on Temporary Encroachment Fees

• It is recommended that:

  1. The information in this report BE RECEIVED for information.

17.

CONSENT CORRESPONDENCE

There is no consent correspondence. 

18.

CORRESPONDENCE

There is no correspondence. 

19.

OTHER MINUTES

19.1

Audit and Finance Advisory Committee Meeting Minutes - May 28, 2024

• That:

  1. The Audit and Finance Advisory Committee Meeting Minutes of May 28, 2024 BE RECEIVED;
  2. Lifecycle and legacy costs BE CONSIDERED by Administration when bringing forward new capital assets to Council; and
  3. 10, 15 and 20 year models for new re-investment rates based on the 2025 asset management plan BE DEVELOPED by Administration and brought back to the Audit and Finance Advisory Committee for their review and recommendation to Council.

20.

UNFINISHED BUSINESS

20.1

UFB List - June 2024

21.

NEW BUSINESS

22.

NOTICE OF MOTION

23.

BY-LAWS

23.1

Bylaw 2023-083 - Bondy-Bastien Drain Improvements - Third and Final Reading

• By-law 2023-083 being a by-law to provide for the improvements to the Bondy-Bastien Drain be taken as having been read three times and the Mayor and Clerk BE AUTHORIZED to sign same.

23.2

2024-049 - Confirmatory By-Law - June 25, 2024

• That By-law 2024-049 being a By-law to Confirm all Resolutions of the Municipal Council Meeting held on June 25, 2024, be taken as having been read three times and finally passed and the Mayor and Clerk BE AUTHORIZED to sign same.

24.

ADJOURNMENT

• That Council rise and adjourn at      p.m.