Flowers in front of City Hall.

Council Briefs, November 7, 2023

Administration & Finance Committee

City of Pembroke Ad Hoc Citizens’ Committee of Council Remuneration Review Presentation

The Ad Hoc Citizens’ Committee of Council Remuneration Review was appointed by Council on March 7, 2023, to review Council remuneration including COLA and benefits program, and to provide recommendations to Council for its considerations. The Committee was present to review their findings.

Kinsmen Pool Project

This item was tabled until further information is received.

Pembroke Fire Department Monthly Report

Committee received the October 2023 Monthly Pembroke Fire Department Report that outlined the department’s Fire Prevention Week activities, other prevention and public education activities, new equipment received, employee recognition, vulnerable occupancy inspections and drills, emergency management, EOC/Training Room events, Pembroke Professional Firefighters Association support, and career firefighter training for the month of October 2023. This report also included the number of Recreational Open-Air Burning permits purchased and inspections completed, and the number of smoke alarm inspections completed during the month.

Staffing the Position of Deputy Chief

Committee received a report regarding the Pembroke Fire Department’s position of Deputy Chief which has been vacant since the early 1990s. Filling this position would further provide support to the current administration, bolster the department’s health and safety, and provide an adequate succession plan for the future. Committee directed that this position be further discussed during the 2024 budget deliberations.

Just in Time Agreement with the Canadian Red Cross Society

Committee recommended Council consider a Just in Time agreement with the Canadian Red Cross Society to be implemented during emergencies in the City of Pembroke. A Just in Time agreement would be prepared ahead of time and would be signed at the onset of an emergency by the Head of Council and delivered to the Red Cross. The agreement allows the municipality to choose a number of assistance options provided by the Red Cross. Costings of the various services and equipment are listed in the agreement.

2024 OPP Billing

Committee received the 2024 OPP Billing information report. The report indicates the contract will increase by 2.5% with an estimated cost per property at $618.75. This cost will be included in the 2024 budget.

2024 OMPF Grant Funding

Committee received the 2024 Ontario Municipal Partnership Fund (OMPF) Grant Funding report indicating the City will receive a 4% increase from 2023 funding. The OMPF is unrestricted funding the City receives from the province as an equalization grant based on an evaluation of the City’s weighted assessment per household as compared to the provincial median. This grant will be included in the City’s 2024 budget.

2024 Strategic Partnerships

Since 2018, the City has had Strategic Partnership Agreements with Pembroke Heritage Murals, Upper Ottawa Valley Historical Society, Pembroke 50+ Active Living Centre, Pembroke Horticultural Society and Centre Lajoie des aîné(e)s francophones de Pembroke. The agreements listed the services/programs to be offered, funding, term, and reporting requirements. These agreements expire as of December 31, 2023. Staff was directed to send letters to the current strategic partners asking if they would be willing to enter into a one (1) year agreement under the same terms, conditions, and 2023 level of funding. Staff was also directed to request Carefor appear as a delegation at a future meeting to present their request and possible future transit partnership opportunities.

Isabella Street Catchment Area – Request for Proposal P-23-11

Committee approved the award of the Engineering Design and Contract Administration Services for the Isabella Street Catchment Area to Ainley Group as well as additional expenditures for a contingency allowance with the total value of the recommendations equalling $413,644 plus HST.

Construction Manager at Risk for Filters, Launderers and Under Tile Drains

Committee approved the Operations Department to use a Construction Manager at Risk (CMAR) methodology for the procuring the Filters, Launderers and Under Tile Drains replacement project at the Water Purification Plant.
A filter rehabilitation and upgrade is required to address the current filtration system reaching the end of its service life and to implement upgrades to bring the system to current industry standards. The use a DMA/CMAR approach is being recommended by the design consultant to allow for a fast-tracked design and construction schedule, allowing for these phases of the project to overlap, and to reduce the risks to the City during construction.

Petition for Crosswalk at Champlain Discovery Public School

A petition was received on October 16, 2023, requesting the establishment of a pedestrian crosswalk at Bell and Fraser streets to accommodate walking students and accompanying parents attending Champlain Discovery Public School. This item was referred to the Pembroke Police Services Board for comment and input.

Planning & Development Committee

Request – Sign By-law Relief – 1036 Pembroke Street East – Popeye’s

Committee approved relief from the Sign By-law (2014-46) for Popeyes at 1036 Pembroke Street East to allow for three fascia signs for the one place of business.

Parking Concerns in front of 277 Supple Street

Committee approved an amendment to the Parking By-law to allow a “No Parking” zone, on the north side of Supple Street approximately seven metres past the existing “No Parking” sign.
A by-law will be before Council for their consideration at the November 21 Council meeting.

Request to Lease 8 Parking Spaces in City-Owned Parking Lot North of Sussex Street Extension

Committee recommended that Council enter into a parking agreement for a one-year period leasing 8 parking spaces in the City-owned Parking Lot north of Sussex Street Extension. This agreement will allow staff from the business located at 10 Nelson Street to park during business hours. Staff was directed to prepare a by-law to be before Council for their consideration at the November 21 Council meeting.

Smoking By-law Report

Committee received a “No Smoking/No Vaping” on municipally owned property by-law report. Committee is not recommending a Smoking By-law be stablished for the City of Pembroke at this time as there are adequate regulations under the Smoke Free Ontario Act and the City has enacted a Smoking in the Workplace policy.

Council

Proclamation – Diabetes Awareness Month – November 2023

Mayor Gervais proclaimed the month of November 2023 as Diabetes Awareness Month in the City of Pembroke.

Carbon Monoxide Awareness Campaign – November 1-14, 2023

Mayor Gervais proclaimed Carbon Monoxide Awareness Campaign from November 1-14, 2023 in the City of Pembroke.

By-law 2023-79 – Amend Procedural By-law (Electronic Participation)

Council approved By-law 2023-79 to amend By-law 2020-61, as amended, to establish the rules governing the order and proceedings of Council and Committees of the Corporation of the City of Pembroke. This amendment will revise Section 8.4 of By-law 2020-61 Electronic Participation of Council Members as it has become very problematic and has resulted in Members not being able to attend meetings.

By-law 2023-80 – Service Agreement for IT Mutual Aid Services with County of Renfrew

Council approved By-law 2023-80 to authorize the entering into a service agreement with the County of Renfrew to provide Information Technology Mutual Aid Services. This agreement ensures an appropriate level of backup support to operate and maintain the City’s critical IT network on an emergency basis when the City’s existing IT staff is unavailable.

By-law 2023-81 – Indemnification Policy

Council approved By-law 2023-81 to adopt an Indemnification Policy for the Corporation of the City of Pembroke. The Policy has been established to address indemnification needs of Council Members, Board Members, Employees, and Volunteers of the City of Pembroke. It is the intention of the Council that this Policy serve to supplement (and not to substitute or replace) the protection provided by the policies of insurance of the City of Pembroke.

By-law 2023-82 – Infrastructure Ontario Loan

Council approved By-law 2023-82 to authorize certain New Capital Work(s); to authorize the submission of an application to Ontario Infrastructure and Lands Corporation (OILC) for financing such Capital Work(s) as well as ongoing Capital Work(s); to authorize temporary borrowing from OILC for Capital Work(s); and to authorize long-term borrowing for such Capital Works through the issue of debentures to OILC. This by-law will allow the financing of the twinning of current Townline Forcemain to allow for major/critical repairs and lining of the existing Forcemain as well as electrical upgrades at the Townline Lift Station.

Motion – Multi-Sports Facility/Recreation Hub

Council directed staff to issue an Expression of Interest for firms interested in a Public, Private Partnership (P3) with the City of Pembroke for a multi sports facility/recreation hub. Staff was further directed to discuss the expression of Interest with Colliers (the City’s current consultant) and return with a report.