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07 - April 29, 2021 Connectivity Committee Minutesrv�"YUl)i)f)f///C �^� ^AA111�I�IIIII �� 000 1.;1, J In Meeting: Connectivity Committee Date: April 29, 2021 Time: 2.00 p.m. Location: Webex Attendees: Tom Marks, Warden and Committee Chair Dom inique Giguere, Councillor and Committee Vice Chair Duncan McPhail, Councillor Mike Andrews, Community Member Justin Pennings, Community Member Regrets: Joshua Kiirya, Community Member Staff: Julie Gonyou, Chief Administrative Officer Brian Lima, General Manager of Engineering, Planning & Enterprise Al Reitsma, Manager of IT Jeremy Sharkey, IT Coordinator Cecil Coxen, IT Manager — Township of Malahide Katherine Thompson, Supervisor of Legislative Services Carolyn Krahn, Legislative Services Coordinator MINUTES 1. Call to Order The Connectivity Committee met this 29th day of April, 2021. The meeting was called to order at 2.03 p.m. 2. Approval of Agenda The Chief Administrative Officer requested that a Closed Session item be added to the agenda pursuant to the Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Moved by: Councillor McPhail Seconded by: Councillor Giguere RESOLVED THAT the agenda be approved as amended. Recorded Vote rv�"YUl)i)f)f///C �^�000 ^AA111�I�IIIII �� Yes No Councillor Giguere Yes Councillor McPhail Yes Mike Andrews Yes Justin Pennin s Yes Warden Marks Yes 5 0 - Motion Carried. 3. Adoption of April 8, 2021 Minutes Moved by: Councillor Giguere Seconded by: Justin Pennings Resolved that the minutes of the previous meeting be adopted. Recorded Vote Yes No Councillor Gi uere Yes Councillor McPhail Yes Mike Andrews Yes Justin Pennin s Yes Warden Marks Yes 5 0 - Motion Carried. 4. Disclosure of Pecuniary Interest and the General Nature Thereof 5. Technical Consultant RFP Update — Chief Administrative Officer The Chief Administrative Officer provided an update on the RFP process for a Technical Consultant. A staff evaluation team completed independent reviews of rv�"YUl)i)f)f///C �^�000 ^AA111�I�IIIII �� the submissions, and based on their reviews, a recommendation will be presented to County Council at their next meeting in early May. 6. Connectivity Committee Action Plan Follow-up Report— General Manager of Engineering, Planning & Enterprise The General Manager of Engineering, Planning & Enterprise provided an update regarding the preparation of fibre installation guidelines, the possibility of installing fibre crossings along MTO highway corridors, and the possibility of installing third -party wireless equipment on the communications tower located at the County's Whites Station Operations Centre property. 7. Telecommunication Equipment Consent and Road User Agreement — General Manager of Engineering, Planning & Enterprise The General Manager of Engineering, Planning & Enterprise presented information regarding a Telecommunication Equipment Consent and Road User Agreement, which was prepared by the County Solicitor and endorsed by County Council. The Agreement will now be utilized in relation to proposed telecommunication equipment installation projects within County Road Allowances. 8. Closed Session Moved by: Justin Pennings Seconded by: Councillor Giguere Resolved that we do now move into Closed Session to discuss matters related to Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Recorded Vote Yes No Councillor Gi uere Yes Councillor McPhail Yes Mike Andrews Yes Justin Pennings Yes Warden Marks Yes Motion Carried. Moved by: Mike Andrews Seconded by: Justin Pennings rv�"YUl)i)f)f///C �^�000 ^AA111�I�IIIII �� Resolved that we do now rise and report; and that the verbal report from the Chief Administrative Officer be received. Recorded Vote Yes No Councillor Giguere Yes Councillor McPhail Yes Mike Andrews Yes Justin Pennin s Yes Warden Marks Yes 5 0 - Motion Carried. 9. Correspondence None. 10. New Business Mike Andrews provided an update regarding his conversations with Antonius Peeters, CEO/President of EH!tel Networks Inc. Mr. Andrews discussed the concerns of Shedden residents who do not have access to a stable intereet connection. EH!tel was awarded a SWIFT project in this area, but their project does not include the area mentioned in the residents' concerns. Mr. Peeters did say that if there was significant interest expressed by residents, EH!tel would take a look at expanding their services. Councillor McPhail brought to the attention of the Committee an Ontario Hydro Repeater Tower in West Elgin. Xplornet used to have equipment on it, but they have since installed their own tower. The Chief Administrative Officer and the rv�"YUl)i)f)f///C �^� ^AA111�I�IIIII �� 000 J In Warden will follow up with MPP Yurek to determine the status of the tower and its availability for the installation of third -party wireless equipment. In an effort to encourage the use of existing infrastructure for wireless equipment installation, staff will consider drafting a fact sheet for local farmers/residents about why such projects are important. The fact sheet would also cover the harms, risks, and liabilities involved in such undertakings. Staff will carefully consider how this information should be presented to ensure that the Committee is not seen to interfere with commercial arrangements, and the contents of this fact sheet will be informed by information provided by the project consultants. 11. Date of Next Meeting The Committee will meet again on May 20, 2021 at 2.00 pm for a kick-off meeting with the Technical Consultant. 12.Adjournment Moved by: Councillor McPhail Seconded by: Justin Pennings RESOLVED THAT the meeting be adjourned at 2.38 p.m. Recorded Vote Yes No Councillor Gi uere Yes Councillor McPhail Yes Mike Andrews Yes Justin Pennin s Yes Warden Marks Yes 5 0 Julie Gonyou, Chief Administrative Officer/Clerk - Motion Carried. (�Pl Tom Marks, Chair.