Pembroke Briefs: Finance and Administration and Planning and Development Committees

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Finance and Administration Committee – May 2

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Update of Emergency Management Program & Emergency Plan Bylaw

At its May 2 meeting, Pembroke’s Finance and Administration Committee recommended that the Emergency Management Program and Emergency Plan bylaw be updated to reflect the addition of certain personnel (CAO, treasurer, and information technology staff) to the Emergency Management Program Committee; and that the treasurer and IT staff be added to the Municipal Emergency Control Group. A bylaw will be prepared and presented to city council at its next meeting.

Recreational open-air burning

Committee directed staff to gather information and present a report regarding the Recreational Open-Air Burning Bylaw for committee’s consideration at a future meeting. Pembroke’s previous council in 2019 directed staff to gather information and reports and make recommendations on amending the bylaw. From those recommendations, a permit system for open-air burning was put in place and is currently in use. There was also discussion by council of constructing public fire pits at Riverside Park The permit fee structure was updated in 2021 to recover the costs of inspections and administration. Last summer, in a coordinated and cooperative effort, staff from the Parks and Recreation Department built the pits at Riverside Park, the fire department designed and purchased signs, and both departments developed the rules and regulations for use of the pits by the public. Coordinating reservations for the pits and the initial enforcement of the rules surrounding them falls on the city’s summer staff at the Kiwanis Field House. Since the passing of the current bylaw, a new council has been elected, and a new fire chief and new director of parks and recreation hired and staff have been made aware of the possibility of re-visiting the recreational burning bylaw which was the direction of committee.

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All-Terrain Vehicle bylaw amendment

The old CN railbed off of Bennett Street can no longer be used as an ATV route as the property has been sold and is unavailable for use. A new route was recommended to committee that was developed in discussions with the Renfrew County ATV Club. The proposal involves Mackay Street from the city limit to Townline Road; Townline from Mackay to River Road; Bennett Street across the Foster Fraser Bridge to Everett Street; Bennett Street from Everett Street to Boundary Road; International Drive from Boundary to Upper Valley Drive; Upper Valley Drive from International Drive to International Drive; International Drive from Upper Valley Drive to Paul Martin Drive; and crossing Paul Martin Drive to the Irving Big Stop. Committee recommended that revisions be made to the permitted prescribed route of travel within the City of Pembroke bylaw for a one-year period to allow for a pilot project to test this route. In addition, staff will be talking with the Renfrew County ATV Club to urge the organization to continue working on an alternate route. A letter will be sent to residents in the area informing them of the change for the pilot project. The bylaw will be presented for council’s consideration at a future meeting.

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Townline Lift Station electrical service upgrades tender

Committee received the information report from staff that the Townline Lift Station Electrical Service Upgrades Contract was awarded to Frank’s Electric in the amount of $361,000 plus HST.

Townline Forcemain Twinning Debenture

Committee approved a revision to the City’s debenture process with Infrastructure Ontario to finance the Townline Forcemain Project over a 15-year term on a revised loan requirement of $9.5 million and that if required, a separate Infrastructure Ontario loan application and process be submitted at a later date for the Moffat Street Storm Sewer site remediation work. There have been complications in the implementation of both projects. The Townline Forcemain project experienced several issues including a forcemain hit and the requirement to drill through more rock than anticipated significantly increasing the potential final cost of the project. The Moffat Street project has experienced mobilization issues with gaining access to property to complete the work and is currently being re-scoped to a site remediation-only project with an alternate storm sewer project under consideration by the Operations Department in future budget years.

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Proposed changes Procurement Policy for professional services

At the April 18 council meeting, CAO David Unrau was instructed to prepare an amendment to Pembroke’s Procurement Bylaw limiting the awarding of professional and consultation services contracts to no more than five years in length. In addition, in the proposed amended bylaw legal fees have been removed from the list of policy exemptions. Committee is recommending the amendments. The bylaw will come before council at a future meeting.

Transit system pilot project update

An information report was presented to committee indicating that a request for information (RFI), Point-to-Point On-Demand Transit System Pilot Project will be issued on May 4, 2023 and close on June 1, 2023. Following this RFI process, a report will be brought back to council on possible next steps which could include an application to the Federation of Canadian Municipalities Green Municipal Fund to seek funding for a transit pilot project.

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Planning and Development Committee meeting – May 2

Revisions to Property Standards Bylaw

Committee recommended that the Property Standards Bylaw be amended with a few changes. The first change is a shorter notification period for issues dealing with refuse/garbage and/or organics. The present bylaw requires 14 days from when the order was issued to clean up. The new bylaw proposes this be reduced to seven days. Another change is adding sump pump discharge to the Property Standards Bylaw. The present Property Standards Bylaw does not deal with sump pump drainage and staff reported many recent calls to bylaw enforcement about sump pump water being directed towards a neighbour’s property. The proposed bylaw will have a section indicating that no roof drainage, storm water, sump pump or drainage or water from swimming pools, shall be discharged on sidewalks, steps, neighbouring property or into the sanitary sewer system and shall be contained within the limits of the premises from which it originated until absorbed by the soil or drained to an approved swale or ditch. A third change is adding missing Section 4.10.2 to the amending bylaw regarding the surface of commercial, industrial, and institutional walkways, driveways, and parking spaces so as to afford safe passage. Staff reported the missed section was noted and is required to ensure that the driveways and walkways are in proper condition so as not to cause a hazard. Committee directed staff to prepare a bylaw for council consideration at its next meeting.

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Revisions to building bylaw

Committee recommended that the City’s Building Bylaw be amended with two main changes. The first is to ensure drainage and servicing plans for property are submitted and approved prior to the issuance of a building permit. The second change is to ensure that rapid access management (RAM) boxes are required for residential buildings with more than three storeys that are not subject to a site plan agreement. RAM is a lock box system that provide rapid access to the building by the Pembroke Fire Department. The fire department carries one key which opens all the RAM boxes within the city. Staff was directed to prepare a bylaw for council consideration at its next meeting.

Sale and Disposition of Land

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A draft Sale and Disposition of Land Policy was presented to committee. The new policy was developed to ensure that any dispositions of land are conducted in a manner that fosters public trust; is fair, open and transparent; protects Pembroke’s current and future interests; considers the value of Pembroke’s real property assets; and minimizes any potential or real risks to the environment, the health and safety of residents, and the financial integrity of the city. Committee directed staff to prepare a bylaw for council at its next meeting.

On-Street patio report

Committee approved the Pembroke Business Improvement Area request to move an on-street patio to Church Street in front of Nomada Tacos as long as city staff are satisfied that the jersey barriers are placed appropriately to ensure maximum protection for users of the on-street patio on the east side of Church Street. Staff is preparing a bylaw and amending encroachment agreement for the next council meeting.