Municipal Council Notes:
Wednesday, June 20, 2018
DELEGATIONS / PRESENTATIONS
Mr. Michael O'Shea, President, The Information Professionals, Presentation on the Records Management Program
O’Shea presented his records and information management audit and strategic plan report to council.
He informed council the Municipality of Sioux Lookout has the staff resources to implement a progressive and effective program. He added the Municipality’s information technology is very well managed. O’Shea also informed of some steps the Municipality could undertake to improve their records management.
Re-allocation of Capital Funding
Council voted to re-allocate 2018 Capital Funding for the Fitness Centre Lobby totalling $31,838 and Fitness Centre Reception totalling $17,222 to undertake necessary renovations to the arena, gymnasium, fitness area and customer service area. A Summer Maintenance Plan includes: shower renovations, painting the arena, painting the gymnasium, some renovations to the customer service desk, a refresh of the public washrooms and a refresh in the foyer area.
Mayor Lawrance AMO Northern Caucus
The Council of The Corporation of the Municipality of Sioux Lookout nominated Mayor Doug Lawrance to be elected and serve on the Northern Caucus of the Association of the Municipalities of Ontario.
Lawrance had stepped down from serving on the AMO Northern Caucus during his campaign to represent the Kiiwetinoong Riding. With the passing of this resolution, Lawrance is able to serve on the AMO Northern Caucus once again.
The Keeping of Chickens - Seeking Council's Final Decision
Council discussed residents keeping chickens in Sioux Lookout, with council generally showing support for the idea. Council also provided direction to staff on this matter, including amending the Animal Control By-law to provide for/permit the keeping of chickens throughout the Municipality.
Update Signing Authorities/Authorize Electronic Signatures
Council updated Municipal signing authorities.
Declare Land Surplus
Council voted that the lands legally known of as Part GTP Blk 10 Part 1 on 23R5841, known locally as 54 Princess Street in the Municipality of Sioux Lookout, District of Kenora be declared surplus.
Jody Brinkman, chief building official/ development services manager shared in his report to council, “The property is currently utilized as a daycare and is known locally as Norah Love Daycare. Standalone funded daycares in recent years are being moved into existing publicly funded school buildings, in Sioux Lookout the daycare located at Sacred Heart School was renovated and expanded which increased the number of children permitted. Currently the Municipally operated daycare at the Sioux Mountain Public school is undergoing a renovation which will increase the number of children permitted at the daycare. Once complete the remaining children at Norah Love will be transferred to Sioux Mountain and Sacred Heart, leaving Norah Love vacant. Currently the Municipality has no plans to utilize this facility once vacated, providing the opportunity to declare this land surplus to our needs and to move forward with the eventual sale of this property.”
2018 Blueberry Festival - Grant for Insurance
Council authorized a financial contribution in an amount not to exceed $2,000 to cover the cost of the Blueberry Festival’s 2018 insurance.
Speed Reduction Zone - First Avenue Adjacent to Sioux Mountain School
Council authorized the passing of By-law No. 39-18, Being a By-law to reduce the speed limit from 50 Kilometres per hour to 40 Kilometres per hour on those portions of First Avenue adjacent to Sioux Mountain Public School.
2018 Municipal Accommodation Tax - Stakeholders Engagement Meeting
Council authorized the passing of By-law No. 41-18, Being a By-law to Impose Municipal Accommodation Tax on the Purchase of Transient Accommodation in the Municipality of Sioux Lookout.
Councillor Steve Forbes declared a conflict of interest on this matter as he runs a house boat business. He did not participate in any of the discussion on this matter.
Municipal clerk Brian MacKinnon clarified, “Council just provided direction to staff; no decisions yet. The discussion included possible exemption of all types of accommodations except motels/hotels.”
Amend Schedule "A" of By-law No. 57-12 (Delegation of Powers and Duties)
Council authorized amending Schedule "A" of By-law No. 57-12, Being a By-law to Establish a Delegation of Powers and Duties Policy for the Municipality of Sioux Lookout by delegating tax arrears extension agreements to the treasurer.
Authorization To Borrow funds from the Bank of Montreal By-Law No.42-18: Mechanical Lift, Facilities Truck, Fire Hall Roof, Landfill Loader
Council authorized the passing of By-law No. 42-18, Being a By-law of The Corporation of the Municipality of Sioux Lookout to Authorize the Borrowing of Funds from Bank of Montreal for Financing in the Amount of $427,005.27 Towards the Costs of the Mechanical Lift, Facilities Truck, Fire Hall Roof and Landfill Loader.
Airport Commercial/Retail Expansion Funding Agreement
Council authorized the passing of By-law No. 40-18, Being a By-law to Authorize the Mayor and the Clerk to Execute an Agreement between The Corporation of the Municipality of Sioux Lookout and the Northern Ontario Heritage Fund Corporation (NOHFC) for the Airport Commercial/Retail Expansion, Project No. 8100330.
Jackie Trenholm, acting-deputy clerk, shared in her report to council, “On December 4, 2017 Council authorized applications for funding to the Northern Ontario Heritage Fund Corporation (NOHFC) and FedNor, each in an amount of $286,833.00, plus a total Municipal contribution of $101,235.00 (for both applications) to undertake leasehold improvements to expand the retail infrastructure area at the expanded airport terminal building. During the expansion planning process several small commercial and retail business owners approached the Municipality to inquire whether they could locate at the newly renovated Airport.
“It was recommended by the consultants that airport retail business is growing and in fact is becoming a sector unto itself. With growing passenger volumes from isolated Far North communities who are visiting family, accessing medical services, doing business or passing through an untapped market, require essential goods and services that are not accessible in their own community or provisions for their immediate travel needs. The municipality is seeking an additional $674,901 for leasehold improvements to expand the retail infrastructure area from 273sq meters to 639sq meters including an 11m marketing wall.”
Her report added, “The financial contribution for the Municipality for the NOHFC portion of the total project is $101,235.00, which is included in the budget.”
Video Surveillance Policy
Council authorized the passing of By-law No. 43-18, Being a By-law to Adopt Policy No. 1-14 - Video Surveillance Policy.
MacKinnon shared in his report to council, “The Municipality has been using video surveillance and associated equipment for many years. In an effort to better manage the personal information collected as a result of video surveillance, and to ensure compliance with the Act (The Municipal Freedom of Information and Protection of Privacy Act), the Video Surveillance Policy has been developed. The Policy was developed following a review of best practices and in accordance with the Information & Privacy Commissioner of Ontario's "Guidelines for the Use of Video Surveillance" document.”
Clean Desk policy
Council authorized the passing of By-law No. 44-18, Being a By-law to Adopt Policy No. 1-15 - Clean Desk Policy.
MacKinnon clarified in his report to council, “The purpose of this Policy is to assist the Municipality of Sioux Lookout in managing confidential information. It will provide a clear and comprehensive understanding of information security and clean desk requirements. The objectives of this policy are to ensure that the Municipality of Sioux Lookout employees, Comply with laws regarding information security and privacy; Help reduce the threat of a security incident; and Protect the confidential information of our customers/ratepayers and the Municipality.”
He added, “This policy will apply to all printed Documents, Public Information and Confidential Information belonging to the Municipality, its customers, ratepayers and stakeholders, or to which the Municipality is a party or signatory.”
Records Retention By-law
Council authorized the passing of By-law No. 37-18, Being a By-law to Establish Retention Periods for Records of The Corporation of the Municipality of Sioux Lookout.
Reunification of the OGRA/ROMA Conference – United Counties of Prescott and Russell
Council approved supporting the reunification of the Ontario Good Roads Association / Rural Ontario Municipal Association (OGRA/ROMA) conference.
WHEREAS the Council of the United Counties of Prescott and Russell (UCPR) believes that the reunification of ROMA and OGRA conferences would be beneficial for the membership as it would streamline costs, provide greater diversity of content and increase participation rate;
AND WHEREAS a number of member municipalities, including the UCPR, have requested that the ROMA Board of Directors reconsider its decision to end the ROMA/OGRA joint conference.
BE IT RESOLVED:
That the Council of the United Counties of Prescott and Russell respectfully request that the ROMA Board of Directors put the decision to reunite both conferences to a membership vote; and
That this resolution be sent to the ROMA Board of Directors, the OGRA Board of Directors, AMO and the UCPRs local municipalities.
Kenora District Municipal Association - Internet Presence/Website Development
Council approved donating $1000 to the Kenora District Municipal Association to fund the design of a new logo and website to increase its online presence and advocacy to better communicate with shareholders.
WHEREAS the Kenora District Municipal Association (KDMA) does not have an online presence which has been identified as a major road block in growing advocacy initiatives; and,
WHEREAS the KDMA hereby requests one-time funding from all district municipalities, to fund the design of a new logo and website in order to increase the Association’s standing and improve lobbying efforts; and,
WHEREAS the KDMA will not be able to fund the costs for this project without the additional one-time funding, since the current levy is just $0.10 per resident;
NOW THEREFORE BE IT RESOLVED THAT The Corporation of the Municipality of Sioux Lookout donates funding of $1,000.00 to enable the Kenora District Municipal Association to achieve its goals for better regional representation and advocacy.
REPORTS FROM CLOSED SESSION
Council received a resignation from Barbara Hancock, Chair of the Economic Development Commission, and thanked her for her service. Council also appointed the following individuals to the following Committee and Commission: Erin Ewaniuk to the Environment Committee and Alana Anderson to the Economic Development Commission.