THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY ROADS, PROPERTY & PLANNING COMMITTEE REPORT Wednesday, May 23, 2012 PRESENT: Sylvie Yantha, Chairperson Bob Kulas, Committee Member (10:50 a.m.) Linda Neuman, Committee Member Shaun O'Reilly, Committee Member David Shulist, Committee Member (left at 12:33 p.m.) Bryan Brown, CAO/Clerk Hilary Kutchkoskie, Operations Manager Adrian Tomasini, Supervisor Andy Peplinski, Chief Building Official (left at 11:00 a.m.) Gwen Dombroski, Administrative Assistant-Recording Secretary Gerard O'Malley, Neil O'Reilly, Michael Dombroski, Eden Guidroz, Clifford Piekarskie, Lou Kirby and Rene Zilney 1. Call to Order The Meeting was called to order at 9:37 a.m. 2. Declaration of Financial Interest None. 3. Delegation and Public Participation 3.1 Presentation to Mr. Rene Zilney Mr. Rene Zilney attended the table at 9:40 a.m. to receive a watch for 10 years of faithful part-time service as a waste site attendant. He left at 9:41 a.m. 3.2 Neil O'Reilly, Metro RE: Minor Variance Email from Chief Building Inspector, Andy Peplinski RE: Conditional Permit Councillor Yantha declared a conflict of interest and left the room. Mayor Shulist assumed as Chairperson. Mr. Neil O'Reilly and Mr. Gerard O'Malley attended the table at 9:43 a.m. to request a Conditional Building Permit be approved prior to the approval of a minor variance to add a small addition, including a loading dock for storage to the Metro Building. According to the Township's 2006-26 Comprehensive Zoning By-Law there is a maximum lot coverage which Metro has already exceeded due to a change in conditions in the most recent By-Law. The Minor Variance issue is scheduled for the June 4, 2012 Regular Council Meeting. The Planning and Licensing Officer, Silas Lorbetski, provided a map for Committee to review and provided an explanation of the lot size including the stipulations of the 2006-26 By-Law. Mr. Lorbetski informed Mr. O'Reilly and Mr. O'Malley that this undertaking will need a conditional agreement to be addressed by their Lawyer. Mr. O'Reilly and Mr. O'Malley left the table at 9:53 a.m.
RECOMMENDATION: (Moved By: Councilllor O'Reilly; Seconded By: Councillor Neuman) THAT the Roads, Property and Planning Committee recommend Council approve entering into an agreement to provide a conditional building permit to the Barry's Bay Metro Store based on a minor variance approval. 3.3 Letter from Eden Guidroz - May 4, 2012 RE: Road at 1693 Siberia Road Councillor Yantha resumed as Chairperson. Ms. Guidroz attended the table at 9:54 a.m. to question Committee regarding the upgrading of her driveway which includes part of the Township concession road. She explained she had her neighbours verbal permission to provide the upgrades in which she has agreed to undertake at her own expense. Council recommended that she secure this permission in writing. The Planning and Licensing Officer explained that the Township can enter into an agreement providing Ms. Guidroz with permission to utilize the concession; as well the agreement would clarify that provides Ms. Guidroz also has the liability. The concession will remain public property. Direction was given to Mr. Lorbetski to proceed with developing the proposed agreement. Mr. Lorbetski explained he will provide the Municipal Solicitor with the information needed to proceed with an agreement and will provide Ms. Guidroz with an estimate of the costs, as she is responsible for all costs associated. Ms. Guidroz left the table at 10:03 a.m. 3.4 Letter from Louis and Elizabeth Kirby - May 17, 2012 RE: 21 Lakeview Parkway Mr. Kirby attended the table at 10:03 a.m. to request an easement that was not included in his deed when he purchased the property at 21 Lakeview Parkway. Committee explained that this issue has been ongoing with the Developer's lawyer, Bob Howe through the Subdivision Agreement; as well the Municipal Solicitor will need to provide legal comments and direction as the easement was never registered on title. Mr. Kirby was also advised an easement he would still be limited to altering the lands and that the ditches were approved at the time of the subdivision plan. Mr. Kirby left the table at 10:10 a.m. 3.5 Mike Dombroski Letter from Robert B. Howe - Dated May 10, 2012 RE: Dombroski Proposal for new municipal road intersecting Highway No. 60 in Lot 18, Concession 5, Geographic Township of Sherwood, to be constructed to afford access to proposed lots fronting on Partridge Lake in Lot 17, Concession 4. Mr. Mike Dombroski attended the table at 10:10 a.m. and requested Committee to reconsider their decision from the May 7, 2012 Regular Council Meeting regarding the requirement for a double service treatment on the proposed municipal road fronting on Partridge Lake. He explained that he is prepared to build to the specifications of By- Law #2006-26 which does not stipulate the requirement for a double service treatment. Mr. Dombroski also questioned Committee regarding purchasing concessions leading to water, Committee stated they still have a moratorium on this issue. Mr. Dombroski left the table at 10:22 a.m. RECOMMENDATION: (Moved By: Mayor Shulist; Seconded By: Councillor Neuman) THAT the Roads, Property and Planning Committee recommend Council rescind Resolution #27-0705-12:
4. Correspondence THAT Council accepts the letter required from Mr. Robert Howe in reference to the proposed development consisting of five seasonal residential lots on Partridge Lake, Part of Lot 17, Concession 4, Geographic Township of Sherwood with the exception of #4 whereas double service treatment will be required to meet the Municipal Standards. RECOMMENDATION: (Moved By: Councillor O'Reilly; Seconded By: Councillor Neuman) THAT Council accepts the letter required from Mr. Robert Howe in reference to the proposed development consisting of five seasonal residential lots on Partridge Lake, Part of Lot 17, Concession 4, Geographic Township of Sherwood as presented in conjunction with the Municipal Road Assumption By-Law #2006-24. 5. Old and New Business 5.1 Letter from County of Renfrew - April 18, 2012 RE: County of Renfrew 5-Year Official Plan Review Special Meeting of County Council Committee reviewed the letter. Mayor Shulist; Councillor Yantha and CAO/Clerk Bryan Brown will attend the County of Renfrew, County Council meeting on Tuesday, May 29, 2012. 5.2 Letter from A. John Baylis - May 4, 2012 RE: Entrance at 2605 Old Barry's Bay Road The Municipal surveyor, Wally Simpson is in the process of identifying the boundaries of the road allowance on Old Barry's Bay Road, and has requested the notes of a fellow surveyor working on behalf of the Baylis residents. Once the Township receives a confirmation from Mr. Simpson regarding the entrance at 2605 Old Barry's Bay, a gate installed by the residents may have to be removed if it is installed on the road allowance. 5.3 Tender MV 2012-04 Crushed Gravel The following Tender MV 2012-04 for Crushed Gravel were opened (HST is included): Walsh Contracting $210,586.80 Pecarskie Sand and Gravel $199,354.60 Clouthier Construction $194,337.40 Greenwood Paving Ltd. $377,600.80 The Operations Manager, Hilary Kutchkoskie was directed to provide a staff report regarding the successful applicant upon reviewing the tender qualifications. RECOMMENDATION: (Moved by Councillor O'Reilly; Seconded By: Mayor Shulist) THAT the Roads, Property and Planning Committee recommend Council accept the lowest tender for Tender #2012-04 Crushed Gravel upon the Operations Manager review of the qualifications. 5.4 Tender MV 2012-05 Hot Mix Pavement The following Tender MV 2012-05 for Hot Mix Pavement were opened (HST is included): Smith's Construction $280,020.78 Greenwood Paving - $263,256.10 Pecarski Paving - $224,262.11
H&H Construction - $247,813.49 The Operations Manager, Hilary Kutchkoskie was directed to provide a staff report regarding the successful applicant upon reviewing the tender qualifications. RECOMMENDATION: (Moved by Councillor O'Reilly; Seconded By: Mayor Shulist) THAT the Roads, Property and Planning Committee recommend Council accept the lowest tender for Tender #2012-05 Hot Mix Pavement upon the Operations Manager review of the qualifications. 5.5 Service Club Signs (Hilary Kuthchoskie) Committee discussed the Service Club Signs and that the current proposed signs may need to be redesigned. The CAO/Clerk, Bryan Brown suggested that a meeting be held with the Ministry of Transportation, the County of Renfrew, the Operations Manager, T.J. Thompson, and himself to discuss the setbacks and requirements prior to redesigning the signs. The signs may be redesigned as welcome signs into the Township of Madawaska Valley and new service club signs will be created. Committee questioned if Mr. Thompson the contractor rewarded with the Service Club Signs was aware there have been problems arising with the proposed signs, in which Mr. Brown replied he has been working with Mr. Thompson on the matter. 5.6 Roads Report Update from Adrian Tomasini, Roads Supervisor Committee suggested a painted yellow line is added to Arena Road. Committee questioned if Supervisor, Adrian Tomasini has researched a retaining wall for Zurakowski Park, in which he replied he has requested information on various maintenance free products for this purpose. 5.7 Yellow Ribbons in Support of Canadian Soldiers - May 2, 2012 (Bryan Brown) Mr. Brown explained to Committee that in the past, resident, Mrs. Gutoskie provided yellow ribbons in support of Canadian Soldiers for Township staff to place on Hydro One owned poles. He continued to explain that Hydro One has not been contacted for permission for the installation of these ribbons. RECOMMENDATION: (Moved By: Councillor O'Reilly; Seconded By: Mayor Shulist) THAT the Roads, Property and Planning Committee recommend that Council approve Township staff remove and replace yellow ribbons in support of Canadian Soldiers on the existing hydro poles as provided by Mrs. Gutoskie, and that this will be the last time the ribbons will be replaced and will be removed once the Soldiers return from Afghanistan. Direction was given to the Operations Manager, Hilary Kutchkoskie to contact Mrs. Gutoskie to inform her of the Roads Property and Planning Committee decision. 5.8 Roads Account Update - April 30, 2012 The CAO/Clerk Bryan Brown explained that this should remain as a report for staff to maintain and not Committee. 5.9 Road Side Park County Road 62, Kaminiskeg Lake (Hilary Kutchkoskie) Committee discussed whether the County of Renfrew has formally closed the Road Side Park on County Road 62 and the possibility of transferring it to the Township. The CAO/Clerk, Bryan Brown explained that Township staff is not responsible for maintenance on property not owned by the Township; as well the Township has a
Property Standard By-Law they can enforce. Direction was given to the Operations Manager to formalize a letter to Mr. Darch at the County of Renfrew addressing the issues at the Park. 5.10 Proposed Tim Horton's Development (Silas Lorbetski) The Planning and Licensing Officer, Silas Lorbetski did not have any new updates. 5.11 Lakewoods Developments Proposal (Silas Lorbetski) The Planning and Licensing Officer reported that the revised road design plans have been received for review. He also noted that they are waiting for an action to take place regarding the Amstutz property. 5.12 Clarification of ownership, future responsibility and lease renewal for Mission House (Bryan Brown) CAO/Clerk Bryan Brown explained he is waiting for a response from the Archdiocese regarding a lease agreement for the Mission House. Committee suggested that the Municipality create a consistent relationship with the owners of land or buildings in similar situations. 5.13 Potential transfer of County-owned bridges and culverts to the Township (Bryan Brown/David Shulist) Committee discussed the potential transfer of County-owned bridges and culverts to the Township and requested that the Township take a pro-active stance on having the original County assumption By-Law enacted. Direction was given to Mayor Shulist and CAO/Clerk Bryan Brown draft a letter rescinding the County's current policy and forwarding to all municipalities within the County of Renfrew seeking support. 5.14 Sunny Hill Camp/Road Allowance (Silas Lorbetski) The Planning and Licensing Officer, Silas Lorbetski explained that he did not have a response from the Municipal Solicitor regarding the moratorium on road allowances. Committee directed the CAO/Clerk Bryan Brown and Mr. Lorbetski to produce deadlines for the Municipal Solicitor to respond to issues. Mr. Lorbetski noted that a pending severance application from the County of Renfrew regarding Bark Lake Waterfront Lots, lot addition to Sunny Hill Camp will be on the Regular Council Meeting Agenda of June 4, 2012 and this issue will need to be addressed. 5.15 Andrew Kaminski/Road Allowance (Silas Lorbetski) Nothing to Report. 5.16 By-Law for Road Allowances Leading to Water and Shoreline Road Allowances (Silas Lorbetski) Nothing to report. 5.17 Combermere Cemetery (Bryan Brown) CAO/Clerk, Bryan Brown explained that the Combermere Cemetery has been run by a volunteer since amalgamation, and new regulations will be in effect as of July 1, 2012. The Planning and Licensing Officer noted that there is a site plan of the Combermere Cemetery. Direction was given to the CAO/Clerk to provide Committee with more information and parameters regarding operating the Cemetery. 5.18 Combermere Craft Cabin (Silas Lorbetski) The Planning and Licensing Officer, Silas Lorbetski, explained that the Combermere Craft Cabin is owned by the Municipality, but the land that it is located on is not. The
owners of the property were to provide documentation regarding the property but have not, as well there is no lease or rental agreement for the property. Direction was given to staff to advertise a tender to move the building to municipally owned property below the current site, as well as having the Municipal Surveyor, survey this property for the proper setbacks required. This move would also provide the required accessibility. 5.19 Charlie D's Chip Truck Mr. Drevnoik, Charlie D's Chip Truck, inquired if he would be able to rent or sign a waiver on the small piece of municipally owned property his chip truck is placed on. Direction was given to Mayor Shulist to send a letter to Mr. Drevnoik explaining that the chip truck will need to be moved off the Municipal property. 5.20 Relay for Life Coordinator Donna Smith requested if the Township would provide a vehicle float and to pick up the garbage for the Relay for Life Event as in the past. The Operations Manager, Hilary Kutchkoskie noted this will involve staff overtime. 5.21 2012 Work Plan The Operation Manager, Hilary Kutchkoskie and Operations Supervisor, Adrian Tomasini will provide a 2012 Work Plan for the next Roads, Property and Planning Committee Meeting. 6. Closed Meeting Moved By: Councillor Neuman Seconded By: Councillor Kulas THAT the Meeting enter into Closed Session to discuss matters pertaining to "Personal Matters about an identifiable individual, including municipal or local board employees" Ontario Municipal Act 2011.c.25, s.239 (2)(b). Moved By: Councillor O'Reilly Seconded By: Councillor Kulas THAT the Meeting exit Closed Session. 7. Next Meeting Date 8. Adjournment Moved By: Councillor Neuman Seconded By: Councillor O'Reilly THAT the Meeting adjourn at 12:40 p.m. RECOMMENDATIONS: 1. THAT the Roads, Property and Planning Committee recommend Council approve entering into an agreement to provide a conditional building permit to the Barry's Bay Metro Store based on a minor variance approval. 2. THAT the Roads, Property and Planning Committee recommend Council rescind Resolution #27-0705-12: THAT Council accepts the letter required from Mr. Robert Howe in reference to the proposed development consisting of five seasonal residential lots on Partridge Lake, Part of Lot 17, Concession 4, Geographic Township of Sherwood with the exception of #4 whereas double service treatment will be required to meet the Municipal Standards. 3. THAT Council accepts the letter required from Mr. Robert Howe in reference to the proposed development consisting of five seasonal residential lots on Partridge Lake, Part of Lot
17, Concession 4, Geographic Township of Sherwood as presented in conjunction with the Municipal Road Assumption By-Law #2006-24. 4. THAT the Roads, Property and Planning Committee recommend Council accept the lowest tender for Tender #2012-04 Crushed Gravel upon the Operations Manager review of the qualifications. 5. THAT the Roads, Property and Planning Committee recommend Council accept the lowest tender for Tender #2012-05 Hot Mix Pavement upon the Operations Manager review of the qualifications. 6. THAT the Roads, Property and Planning Committee recommend that Council approve Township staff remove and replace yellow ribbons in support of Canadian Soldiers on the existing hydro poles as provided by Mrs. Gutoskie, and that this will be the last time the ribbons will be replaced and will be removed once the Soldiers return from Afghanistan. Respectfully submitted by,