JANUARY SESSION 2013

MINUTES – REPORTS BYLAWS – MOTIONS

Cathie Ritchie Director of Clerk’s Services/Clerk

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Bill Dobson Warden

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COUNTY COUNCIL Council Chambers Municipal Office Perth, Ontario Pursuant to adjournment the Council of the Corporation of the County of Lanark met in regular session on Wednesday, January 30th, 2013 at 7:00 p.m. Chair: 1.

Warden Bill Dobson CALL TO ORDER The meeting was called to order at 7:00 p.m.

2.

MOMENT OF SILENT MEDITATION Council rose and observed a moment of silent meditation.

3.

ROLL CALL All members present except Councillors P. Dolan and S. Freeman. A quorum was present.

4.

DISCLOSURE OF PECUNIARY INTEREST None at this time.

5.

APPROVAL OF COUNCIL MINUTES MOTION #CC-2013-01 MOVED BY: Richard Kidd SECONDED BY: Keith Kerr "THAT, the minutes of the Lanark County Council Meeting held on December 19th, 2012 be approved as presented." ADOPTED

6.

ADDITIONS AND APPROVAL OF AGENDA ADDITIONS: Under Communications v) Ministry of Government Services: Highlights of Meeting re: Land Registration Records Management Strategy

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Under New Business i) Town of Perth Media Release – Force Four Perth Project Under Confidential Reports i) Confidential Report Item i) to be moved following Communications MOTION #CC-2013-02 MOVED BY: Aubrey Churchill SECONDED BY: Gail Code “THAT, the agenda be adopted as amended.” ADOPTED 7.

DELEGATIONS & PRESENTATIONS None

8.

COMMUNICATIONS i) ii) iii) iv) v)

Ministry of Health and Long-Term Care - Heart & Stroke Foundation 'Chain of Survival' Program MMAH: Investment in Affordable Housing for Ontario (IAH) Program Additional Funding Allocation - Ontario Renovates Year 2 Town of Mississippi Mills - Lanark Land Registry (Historical Documents) Township of Lanark Highlands: Transfer of Vital Historic Documentation Ministry of Government Services: Highlights of Meeting re: Land Registration Records Management Strategy – attached, page 10

MOTION #CC-2013-03 MOVED BY: Keith Kerr SECONDED BY: Brian Stewart "THAT, the communications for the January County Council meeting be received as information." ADOPTED 9.

CONFIDENTIAL REPORTS i)

Ambulance Negotiations Almonte General Hospital President and CEO, Mary Wilson Trider

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MOTION #CC-2013-04 MOVED BY: Gail Code SECONDED BY: Aubrey Churchill "THAT, Council move incamera at 7:06 to discuss matters pertaining to labour relations or employee negotiations; AND THAT, M. Wilson Trider, AGH President and CEO; K. Latimer, AGH Director of Human Resources, K. Greaves, CAO/Treasurer; C. Ritchie, Director of Clerk's Services/Clerk; L. Crosbie-Larmon, Director of Human Resources and L. Drynan, Deputy Clerk remain in the room." ADOPTED MOTION #CC-2013-08 MOVED BY: Keith Kerr SECONDED BY: Brian Stewart "THAT, Council return to regular session at 7:47 pm" ADOPTED The Warden rose and reported that Council received an update on the ambulance negotiations. 10.

REPORTS i)

Community Development: January 9th, 2013 – attached, page 15 Chair, Councillor Val Wilkinson MOTION #CC-2013-09 MOVED BY: Keith Kerr SECONDED BY: Peter McLaren “THAT, Item B3 (Motion #CD-2013-004) be amended to remove “County Planner”, and replaced with “Consultant working on behalf of the County.” ADOPTED MOTION #CC-2013-10 MOVED BY: Richard Kidd SECONDED BY: Keith Kerr

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“THAT Item B8 (Motion #CD-2013-009) be deferred to the February 6th Community Development Committee meeting.” ADOPTED MOTION #CC-2013-11 MOVED BY: Val Wilkinson SECONDED BY: John Levi “THAT, the First Report of the Community Development Committee of the Whole be adopted as amended.” ADOPTED ii)

Public Works: January 9th, 2013 – attached, page 18 Chair, Councillor Peter McLaren MOTION #CC-2013-12 MOVED BY: Peter McLaren SECONDED BY: Brian Stewart “THAT, the First Report of the Public Works Committee of the Whole be adopted as presented.” ADOPTED

iii)

Community Services: January 16th, 2013 – attached, page 21 Chair, Councillor Brian Stewart MOTION #CC-2013-13 MOVED BY: Brian Stewart SECONDED BY: John Levi “THAT, the First Report of the Community Services Committee of the Whole, be adopted as presented.” ADOPTED

iv)

Corporate Services: January 16th, 2013 – attached page 25 Chair, Councillor John Gemmell MOTION #CC-2013-14 MOVED BY: John Gemmell SECONDED BY: John Fenik th

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“THAT, the First Report of the Corporate Services Committee of the Whole be adopted as presented.” ADOPTED v)

Striking Committee: January 16th, 2013 – attached page 28 Acting Chair, Councillor Gail Code MOTION #CC-2013-15 MOVED BY: Gail Code SECONDED BY: Aubrey Churchill “THAT, the Second Report of the Striking Committee, be adopted, as presented.” ADOPTED Warden Dobson explained that he met with representatives from the Ministry of Government Services on January 21st regarding the Land Registration Records Management Strategy with highlights of the meeting provided via email earlier this week. A suggestion was made to include this item on the February 6th Community Development agenda for further discussion.

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CONFIDENTIAL REPORTS CONTINUED ii)

Morrow Cost Update Director of Public Works, Steve Allan MOTION #CC-2013-16 MOVED BY: John Gemmell SECONDED BY: John Fenik "THAT, Council move in-camera at 8:07 p.m. to address a matter pertaining to the receiving of advice that is a subject to solicitor/client privilege, including communications necessary for that purpose; AND THAT K. Greaves, CAO/Treasurer, C. Ritchie, Director of Clerk's Services/Clerk, S. Allan, Director of Public Works and L. Drynan, Deputy Clerk remain in the room." ADOPTED MOTION #CC-2013-17 MOVED BY: Keith Kerr SECONDED BY: John Levi th

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"THAT, Council return to regular session at 8:12 p.m." ADOPTED The Warden rose and reported that Council received an update on the Morrow drain issue. 11.

BY-LAWS AND MOTIONS i)

By-Law No. 2013-01: Perth Arterial Road Agreement – attached page 31 MOTION #CC-2013-18 MOVED BY: John Fenik SECONDED BY: John Gemmell “THAT, By-Law 2013-01, being a by-law adopting a plan of County Road Improvement and Establishing a County Road System, be read a first and second time.” ADOPTED MOTION #CC-2013-19 MOVED BY: John Fenik SECONDED BY: John Gemmell “THAT, the By-Law just now read a second time, be forth with read a third time short and passed and signed by the Warden and Clerk.” ADOPTED

ii)

By-Law No. 2013-02: Development Charges – attached page 39 MOTION #CC-2013-20 MOVED BY: Sharon Mousseau SECONDED BY: Richard Kidd “THAT, By-Law 2013-02, being a by-law of the Corporation of the County of Lanark with respect to development charges, be read a first and second time.” ADOPTED MOTION #CC-2013-21 MOVED BY: Sharon Mousseau SECONDED BY: Richard Kidd th

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“THAT, the By-Law just now read a second time, be forth with read a third time short and passed and signed by the Warden and Clerk.” ADOPTED 12.

NEW BUSINESS i)

Town of Perth Media Release – Force Four Perth Project Councillor, John Fenik J. Fenik provided an update on the Force Four Perth Project – attached, page 50

13.

NOTICE OF COMMITTEE MEETINGS i)

14.

Meeting Schedule – attached page 52

CONFIRM COUNCIL PROCEEDINGS i)

By-Law No. 2013-03: Confirming By-Law – attached, page 53 MOTION #CC-2013-22 MOVED BY: Ed Sonnenburg SECONDED BY: Aubrey Churchill “THAT, By-Law 2013-03, being a by-law to confirm the proceedings of the Council meeting held on January 30th, 2013 be read a first and second time.” ADOPTED MOTION #CC-2013-23 MOVED BY: Ed Sonnenburg SECONDED BY: Aubrey Churchill “THAT, the By-Law just now read a second time, be forth with read a third time short and passed and signed by the Warden and Clerk.” ADOPTED

15.

REQUESTS FOR INTERVIEWS A request was made to speak to Warden Dobson and Councillor Fenik.

16.

ADJOURNMENT – O’CANADA Council adjourned at 8:28 p.m. on motion by Councillors K. Kerr and G. Code. th

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COMMUNICATIONS

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Highlights of Meeting with Mr. Bill Dobson Lanark County Council

Date: Time: Re: Where:

Monday, January 21, 2013 9:00 am – 10:00 am. Land Records of Lanark County Teleconference/Meeting - (416) 212-8011 or 1-866-602-5461; Access code 4232316#;

Attendees: Kate Murray, Director of Titles Robert Mathew, Director of Land Registration Kathy Cece, Senior Operations Specialist Bill Dobson, Warden Lanark County Vicki Bradfield, Manager

Key Discussion Points: Introductions Overview of the Land Registration Records Management Strategy Mr. Dobson’s concerns: Confirmation of accuracy of information received by the Lanark County Council 1. Are all documents being transferred? 2. Illegibility of electronic documents – electronic format not as clear 3. Why can’t documents be kept and preserved in Lanark County? 4. Why does Algonquin College have land records 5. Citizens of Lanark County want to know where documents are maintained - appear to be spread out across the province in unknown locations 6. What documents will stay in Lanark County? 7. When are the documents being transferred from the Almonte Land Registry Office? 8. Land Records were previously stored in Lanark County. What is the main justification for the move? 9. What is the process in the event a client wants to see the original document? 10. Robert Mathew’s contact information Responses provided by ServiceOntario Representatives: 1. Are all documents being transferred?  ServiceOntario’s primary objective is to make documents available and to preserve the quality and integrity of the records – No documents are being destroyed.  To meet ServiceOntario’s objective, a 25 year project was recently completed to convert paper records into an electronic format. th

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Pre-1955 land records designated by the Archives of Ontario as “provincially significant/archival” were previously transferred to the Archives of Ontario. Pre-1955 land records that were not designated were placed with local historical and genealogical organizations across the province as a result of Placement Agreements, including those in Lanark County. All other pre-1955 documents that were not requested for placement were kept in the custody of the land registrar. Post 1955 records are in the control of the land registry offices as they are required for operational purposes.

2. Illegibility of electronic documents – electronic format not as clear  All documents that were microfilmed underwent a quality assurance review. Documents have also been scanned and digitized.  The quality of the electronic format is only as good as the quality of the paper record.  Clients may request documents through their local land registry office if the electronic format is not clear, and ServiceOntario will obtain the original record.  If the document has been transferred to the Archives of Ontario they can still make their request through their local land registry office or to the Archives Reference desk to obtain a copy of the record.  ServiceOntario is responsible for ensuring that the documents and records are preserved according to the records retention requirements that were developed with the Archives of Ontario.  Continuous handling of the original books and documents has resulted in some deterioration of the original land records over time. 3. Why can’t documents be kept and preserved in Lanark County  The provincial government has an obligation to maintain control of land records and produce them for inspection. This obligation extends to records in electronic format.  ServiceOntario also has an obligation to align our document storage strategy with the Archives of Ontario’s rules.  The storage facilities where the documents are transferred are run by the Archives of Ontario and the records are maintained in a manner approved by the Archives.  These are secure storage facilities appropriate for the preservation of the records and detailed inventory lists are maintained for the storage and retrieval of documents. 4. Why does Algonquin College have land records  Archives of Ontario enters into long-term loan agreements with organizations through a very scrutinized process.  It appears that Algonquin College and the Archives of Ontario have undergone an extensive process to make that arrangement.  ServiceOntario does not have the right to enter into agreements on behalf of the Archives of Ontario.  ServiceOntario can provide a contact name at Archives of Ontario to the County of Lanark.

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5. Citizens of Lanark County want to know where documents are maintained - appear to be spread out across the province in unknown locations  Original land records are either in the possession of the land registry office or of the Archives of Ontario.  ServiceOntario maintains clear records of where the documents are stored and provides copies of all records in off-site storage in an electronic format.  Records can be located and requested through the local land registry office. 6. What documents will stay in Lanark County  In an effort to cooperate with Lanark County and resolve this issue, ServiceOntario is offering to keep the Wills and the North and South General Registers at the Almonte land registry office.  The use of these records will be monitored closely and the capacity to keep these records on site will be reviewed.  ServiceOntario is currently working on a project to scan documents with sketches attached. These documents will be returned to the Almonte land registry office once the scanning has been completed. 7. When are the documents being transferred from the Almonte Land Registry Office  The target date for the completion of the project is March 31, 2013. The removal of the documents from the Almonte Land Registry Office will take place anytime between mid to late March. 8. Land records were previously stored in Lanark County. What is the main justification for the move  ServiceOntario has changed its service delivery model across the province into an electronic environment.  ServiceOntario has an obligation to preserve documents by providing access to those records in an electronic format (including microfilm)  Documents required for operational purposes are maintained at the local land registry offices.  ServiceOntario is continuing with the activity of removing land records from the land registry offices across the province.  This activity has been ongoing for several years and has been completed in approx. 40 – 45 land registry offices.  While space has been a consideration for some locations, space is not a concern in Almonte.  ServiceOntario must be consistent with its approach to transfer records in a consistent manner and in accordance with the records management strategy in existence with the Archives of Ontario. 9. What is the process in the event a client wants to see the original document  ServiceOntario’s objective is to preserve the quality and integrity of the land records.  There are no plans to destroy any records.  If the land record is at the Archives of Ontario, a request by e-mail can be made for the retrieval of the document and a photocopy will be sent.

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10.

If the land record is in storage, the document is retrieved from storage and a photocopy of the record is made by the land registry office. If an electronic record is illegible, the original record can be retrieved from storage by request to the local land registry office. Robert Mathew’s contact information [email protected]; 416-314-4879

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REPORTS

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BY-LAWS & MOTIONS

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MEETING SCHEDULE – As at January 31st, 2013 Meeting

Location

Time

Date

LCMTC

D/NE Boardroom

8:30 a.m.

Mon. Jan. 28th

Land Division

Council Chambers

10:00 a.m.

Mon. Jan. 28th

Economic Development Steering

Montague Room

3:00 p.m.

Wed. Jan. 30th

County Council

Council Chambers

7:00 p.m.

Wed. Jan. 30th

Accessibility Advisory Committee

Council Chambers

3:00 p.m.

Mon. Feb. 4th

SCOP Steering Committee

Council Chambers

3:00 p.m.

Wed. Feb. 6th

Community Development Committee Public Works Committee

Council Chambers

5:00 p.m.

Wed. Feb. 6th

LCMTC

D/NE Room

8:30 a.m.

Mon. Feb. 11th

Economic Development Steering Committee

Council Chambers

4:00 p.m.

Wed. Feb 13th

Striking Committee

Council Chambers

4:30 p.m.

Wed. Feb. 13th

Community Services Committee Corporate Services Committee

Council Chambers

5:00 p.m.

Wed. Feb. 13th

LCTA Strategic Planning Session

Beckwith Municipal Office 11:00 a.m.

Tues. Feb. 19th

Tourism Steering Committee / LCTA

Council Chambers

2:00 p.m.

Wed. Feb. 20th

Public Works Garage Steering Committee

Carleton Place Room (Public Works Building)

5:00 p.m.

Wed. Feb. 20th

LCMTC Annual General Meeting

Council Chambers

6:30 p.m.

Wed. Feb. 20th

County Council

Council Chambers

7:00 p.m.

Wed. Feb. 20th

Agriculture Advisory Committee

Council Chambers

7:30 p.m.

Thur. Feb. 21st

OGRA/ROMA Conference

Royal York, Toronto

Sun. Feb. 24th to 27th

Land Division

Council Chambers

10:00 a.m.

Mon. Feb. 25th

Lanark County Tourism Association

TBD

2:00 p.m.

Mon. Feb. 25th

Lanark County Housing Corporation

LCHC Office

6:30 p.m.

Tue. Feb. 26th

Tourism Steering Committee

Montague Room

2:00 p.m.

Wed. Mar. 6th

Community Development Committee Public Works Committee

Council Chambers

5:00 p.m.

Wed. Mar. 6th

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