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10 25 1984 COW Minutes . . . .. COUNCIL CHAMBERS OCTOBER 25, 1984 COMMITTEE OF COUNCIL MEETING Committee of Council met this evenlng at 7:00 p.m. with the following members present: Reeve Deputy-Reeve Councillors: S.C.G. Davie Joanna McEwen Robert E. Drury Thelma Halfacre Allan Johnson 1. The Reeve d the meeti at 7:00 p.m. 2. Declaration of Conflict of Interest - None Declared 3. Appointment scheduled for the evening as follows: 7:30 p.m. 8:00 p.m. Howard Monteith Re: Roads Plan 1 - Chuck Jeffrey of Clarkson Gordon Re: Municipal Office Management Study Executive Simcoe Side Ratepayers Re: Park lands Plan 1488 (Requested Road Supt. attend) - Skelton Brumwell & Assoc & Estate of Mel. Hastings 8:30 p.m. 9:00 p.m. 4. Matters Referred From Last Regular Meeting of Council a) Letter of Opinion from David Shelswell Re: Township Office Building and Land Lots 2, 3, 4, and 5, Plan 1145. Committee of Council recommend that this be held in abeyance until a report has been received from M.W. Salter and that the account for the services be paid with October accounts. Mr. Chuck Jeffrey was present at 7:35 p.m. according to the appointment with respect to the Office Management Study. Reeve related to Mr. Jeffrey what Oro Council was looking for in an Office Management Study. Mr. Jeffrey advised that the firm of Clarkson Gordon would be prepared and capable of completing such a study and that the study would be carried out by someone from the Toronto firm of Woods Gordon of Clarkson Gordon. Mr. Jeffrey answered questions of Council in this regard, such as, Job ~tructure, Job Classifications, Staff Flow, Computer Operations. Mr. Jeffrey suggested that before proceeding with any study a day should be spent with the Clerk-Treasurer/Administrator and possibly Council before an estimation of cost could be presented. He also suggested that the number of Consulting Firms to be contacted should be limited, possibly two or three. ~ . . . 2 - COMMITTEE OF COUNCIL MEETING Mr. H. Monteith was present at 8:10 p.m. for an appointment previously scheduled. Mr. H. Monteith related his views and indicated same on the map that was prepared by the Township Solicitor. He also suggested to Council that he would be interested in considering constructing a road along Monk Street to M.T.C. and Township standards from Penetang Road to McVity Street with a turn around east of McVity Street. Mr. Monteith indicated that he basically had no concerns regarding Adam Street and Steel Street. Basically, his concerns indicated the purpose of having Monk Street and Colborne Street open to make allowance for access to the portion of the property where his house is situated. In conclusion, he would have no objection to roads being closed except for Monk Street and Colborne between Monk and Adam Streets. Several Simcoe Side Ratepayers were present according to appointment as arranged, present were: Mrs. Judy Catania Spiro Catania Mrs. Robert Gardner H. Lagendyk along with the Road Supt. Mrs. Judy Catania related to Committee of Council the purpose of their attendance with respect to the Park lots on Plan 1488, regarding fill on same. The Reeve next directed the matter of improvement of Promenade to Lake Simcoe and related the status of the matter in as far as the directions from the Township Solicitor and the Township Planning Consultant. After some discussion on the matter, it was suggested that the Simcoe Side Ratepayers, Council and the Township Planning Consultants meet on the site or at a designated location, ie. Hawkestone Hall. Mr. H. Legendyk was present with respect to the ditch and drainage of water onto his property. The Road Supt. responded to this problem presented some suggestions to improve the drainage at this area and that something will be prepared to assist with the drainage problem. Mrs. Catania also asked about maps for the area south of the Ridge Road for the purpose of Block Parents. Committee of Council recommend that the levelling work on Park lands of Plan 1488, Lots 138, 139, 143 and 144 be carried out under the Road Supt's supervision and costs be taken from the Park funds account. . . . - 3 COMMITTEE OF COUNCIL MEETING Mr. Charles Hastings and D. Brumwell of Skelton, Brumwell and Associates were present with respect to extension of Draft Approval for the Guthrie Plains Subdivision (Estate of Melville Hastings). The Reeve after introduction suggested that possibly the Estate should consider larger lots for the development with private wells. Mr. Brumwell advised that the firm of Skelton, Brumwell had been retained by Mel Hastings for consulting work, such as soil tests and other engineering work. He referred to a Survey of the Plan relating the firm's services to Mr. Mel Hastings on the proposed Draft Plan, and the dates of various services to the point of the Draft Approval. In conclusion, Draft Approval aware that the possibility of wells. he advised that since Mr. Hastings death the Estate wishes to retain the for sale purposes of the Plan. Also that their client, the Estate, are Subdivider Agreement is out of date and also have been looking at the revising the Plan as referred to by the Reeve of larger lots with private Should larger lots be considered, the number of lots would probably be reduced to about 11 or 12 lots. It was suggested after further discussion that Committee of Council, recommend that Oro Council advise the M.M.A.H.that an extension of year be granted to the Draft Approval Plan. After further discussion Committee of Council recommend the Oro Council advise that they would have no objection to granting an extension of one year for the Guthrie Plains Draft Approval, File 43T-25103. Road Supt., Fred Haughton, after all delegations had been heard by Committee of Council presented the Agenda of the road Committee, along with Agenda of the Computer Services he had attended. Also drawings of proposal for an addition to the Township Machine Shed, as prepared by M.W. Salter, Architect, as well as letter from M.T.C., Staff Development and Training Section, advising that an application by Lorran Cooney to attend the Municipal Construction Surveying Course had been accepted. Presented letter from Carrie Shellswell with respect to office cleaning and proposal by the Township to retain the service of Commercial ~ Industrial Cleaning Services for the weekly cleaning of the Township Office. It was recommended that the Clerk forward a letter advising that the serVIces of Deluxe Janitorial Services would commence as of December 1, 1984. (b) Request from Fred McLean regarding placing on ballot at the next regular Municipal Election question on Capital Punishment. Committee of Council recommend that Council would consider placing the question on the Ballot at the next Municipal Election provided it would not invalidate the election for which legal opinion is to be sought. . . . - 4 - COMMITTEE OF COUNCIL MEETING (c) Greer, Flemming, Rolland & Co. - Township Auditors (i) Additional Services - Federal Sales Tax under Federal Excise Act (ii) Forwarding copies of the Amended Consolidated Statement of Operations for year ended December 31, 1983 as requested by Financial Management Section, M.M.A.H. Committee of Council recommend that Greer, Flemming, Rolland be authorized to carry out the services of preparation of Federal Tax Rebate on items purchased which exemption applies, and that for such service be paid a renumeration as previously paid by the Township for service of this type, namely 20% of the actual rebate received by the Municipality. (d) Staff Report Re: Legal Services as requested by Resolution of Council, October 1, 1984. Committee of Council recommend that the present two firms of Solicitors be invited to attend at a Committee of Council Meeting on November 22, 1984 at a time to be scheduled. 5. Review of Procedural law Clerk and Deputy Clerk prepare a further draft of a Procedural By-law for the next regular meeting of Council. 6. Staff Report on M.N.R. "Guidelines for Wetlands Management in Ontario"- prepared by George Roberts. Recommend it be placed on file for further reference. Jim Shellswell and George Roberts Re: signs appearing on properties. Received as information. 7. on Administrative Staff Meeti held October 16, 1984 was presented. Received as information. 8. Committee W.D.S. - Waste Disposal Committee Meeting scheduled for December. FIRE COMMITTEE Edgar Tanker Truck has been taken for repair. Fire Offices Bi-Annual Meeting to be held November 27, 1984 at 7:30. HISTORY COMMITTEE - History Committee recommend that Council appoint Deputy Reeve, Joanna McEwen to the Warden's Ad Hoc Committee on the County Committee for purpose of dedicating No. 93 Hi9hway as a Heritage Road. . . . EE OF COUNCIL MEETING - 5 - 9. Other Matters to be brought to the attention of Committee of Council: (a) (b) Wording on Plaque for Student Reeves W.M.S. - Mitchell Square Re: Flag pole at Cenotaph Women's Institute As a Bicentennial Project would like the Cenotaph but want it this fall know how much it would cost in order towards it. to assist in the erection of a new Flag Pole at for the purpose of Bicentennial. Would like to to arrive at an amount they could contribute Will also be donating a flag which can be used on table upon which the lectern is placed for the Memorial Service. Wish to be notified after Committee of Council Meeting. Clerk confirm price of flag pole with Norm Emms. Meeting was adjourned at 11:45 p.m. H. Ne S. Davie - Reeve