12 13 2006 COW Minutes
TOWNSHIP OF ORO-MEDONTE
REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES
Wednesday, December 13, 2006 @ 9:03 a.m.
Council Chambers
Present:
Mayor H.S. Hughes
Deputy Mayor Ralph Hough
Councillor Mel Coutanche
Councillor Terry Allison
Councillor Sandy Agnew
Councillor John Crawford
Councillor Dwight Evans
Staff Present:
Jennifer Zieleniewski, CAO; Paul Gravelle, Treasurer; Doug Irwin,
Clerk; Marilyn Pennycook, Assistant to CAO; Scott Cowden,
Director of Fire and Emergency Services; Bruce Hoppe, Director of
Building and Planning Services; Keith Mathieson, Director of
Engineering and Environmental Services; Jerry Ball, Public Works
Superintendent; Shawn Binns, Manager of Recreation and
Community Services, Harold Daynard, Manager of Information
Technology, Margaret Prewer, Parks & Recreation Assistant
Also Present:
Garry Kumpula; David Dahinten; Paul Marshall; Catherine Nixon
Mayor H.S. Hughes assumed the chair and called the meeting to order.
1. NOTICE OF ADDITIONS TO AGENDA
Motion No. CW061213-1
Moved by Hough, Seconded by Allison
It is recommended that the following items be added to the agenda for
consideration:
4. DEPUTATIONS:
c) David Dahinten, correspondence dated December 12, 2006 re: Request for
Deputation re: By-Law 2006-105, “A By-law to permanently close and sell Part of
the Original Road Allowance between Lots 10 and 11, Concession 7
(PIN#58523-0002(Lt), (geographic Township of Medonte), Township of Oro-
Medonte more particularly described as Parts 1 and 4, Registered Plan 51R-
34651, Township of Oro-Medonte, County of Simcoe” [Notification by Clerk Less
Than Four (4) Working Days in Advance of Meeting].
5. CORRESPONDENCE:
j) Sue Bragg, Gaviller & Company LLP, correspondence dated December 4, 2006
re: 2006 Interim Audit.
Motion No. CW061213-1 (Cont’d)
6. FINANCE AND ADMINISTRATION:
l) Councillor Crawford, re: Custodian Positions.
m) Councillor Crawford, re: Winter Recreation Guide.
n) Councilor Crawford, re: Waste Management Truck Routes.
9. BUILDING, PLANNING AND BY-LAW ENFORCEMENT:
a) Report No. BP 2006-47, Bruce Hoppe, Director of Building and Planning
Services re: Proposed Composition for the Planning Advisory Committee.
12. IN-CAMERA:
a) Jennifer Zieleniewski, CAO, re: Personnel Matter.
b) Mayor H.S. Hughes, re: Property Matter.
c) Mayor H.S. Hughes, re: Legal Matter.
d) Mayor H.S. Hughes, re: Legal Matter.
e) Mayor H.S. Hughes, re: Personnel Matter.
Carried.
2. ADOPTION OF THE AGENDA
Motion No. CW061213-2
Moved by Agnew, Seconded by Crawford
It is recommended that the agenda for the Committee of the Whole meeting of
Wednesday, December 13, 2006 be received and adopted.
Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF: - “IN ACCORDANCE WITH THE ACT”
None declared.
Page 2
Committee of the Whole Meeting – December 13, 2006
4. DEPUTATIONS:
a) Catherine Nixon, on behalf of the Committee to Save the Church Woods,
correspondence dated December 5, 2006 re: Church Woods Project.
Correspondence dated December 11, 2006 was distributed to members of Council.
Motion No. CW061213-3
Moved by Hough, Seconded by Coutanche
It is recommended that the correspondence dated December 5, 2006 and
information presented by Catherine Nixon, on behalf of the Committee to Save the
Church Woods, re: Church Woods Project be received and that the Township
provide an interest free bridge loan up to $50,000 for a period of one year from the
closing date and further that the Committee to Save the Church Woods be advised
accordingly.
Carried.
b) Garry Kumpula, re: By-Law No. 2006-105, “A By-law to permanently close and
sell Part of the Original Road Allowance between Lots 10 and 11, Concession 7
(PIN#58523-0002(Lt), (geographic Township of Medonte), Township of Oro-
Medonte more particularly described as Parts 1 and 4, Registered Plan 51R-
34651, Township of Oro-Medonte, County of Simcoe”.
Correspondence dated December 13, 2006 was distributed to members of Council.
Motion No. CW061213-4
Moved by Crawford, Seconded by Evans
It is recommended that the information presented by Garry Kumpula, re: By-Law No.
2006-105, “A By-law to permanently close and sell Part of the Original Road
Allowance between Lots 10 and 11, Concession 7 (PIN#58523-0002(Lt),
(geographic Township of Medonte), Township of Oro-Medonte more particularly
described as Parts 1 and 4, Registered Plan 51R-34651, Township of Oro-Medonte,
County of Simcoe” be received.
Carried.
Page 3
Committee of the Whole Meeting – December 13, 2006
c) David Dahinten, correspondence dated December 12, 2006 re: By-Law 2006-105, “A
By-law to permanently close and sell Part of the Original Road Allowance between
Lots 10 and 11, Concession 7 (PIN#58523-0002(Lt), (geographic Township of
Medonte), Township of Oro-Medonte more particularly described as Parts 1 and 4,
Registered Plan 51R-34651, Township of Oro-Medonte, County of Simcoe.
Motion No. CW061213-5
Moved by Allison, Seconded by Coutance
It is recommended that the correspondence dated December 12, 2006 and verbal
information presented by David Dahinten, re: By-Law 2006-105, “A By-law to permanently
close and sell Part of the Original Road Allowance between Lots 10 and 11, Concession 7
(PIN#58523-0002(Lt), (geographic Township of Medonte), Township of Oro-Medonte more
particularly described as Parts 1 and 4, Registered Plan 51R-34651, Township of Oro-
Medonte, County of Simcoe” be received.
Carried.
5. CORRESPONDENCE:
a) Warren and Mary Harris, correspondence dated November 29, 2006 re: Arbourwood
Subdivision Parks.
Motion No. CW061213-6
Moved by Agnew, Seconded by Evans
It is recommended that the correspondence dated November 29, 2006 from Warren and
Mary Harris, re: Arbourwood Subdivision Parks be received; and further that the requests
dated September 19, 2006 and November 29, 2006 with respect to the parks in
Arbourwood be referred to the 2007 budget deliberations.
Carried.
b) Randy Reid, Ministry of Community Safety and Correctional Services, correspondence
dated November 30, 2006 re: Project No. 37-160, Joint Emergency Preparedness
Program (JEPP).
Motion No. CW061213-7
Moved by Coutanche, Seconded by Allison
It is recommended that the correspondence dated November 30, 2006 from Randy Reid,
Ministry of Community Safety and Correctional Services, re: Project No. 37-160, Joint
Emergency Preparedness Program (JEPP) be received and further that the Director of Fire
and Emergency Services be congratulated for his initiative to pursue the funding.
Carried.
Page 4
Committee of the Whole Meeting – December 13, 2006
c) Mike Davenport, President, Orillia District Chamber of Commerce, correspondence
dated November 28, 2006 re: Letter of Congratulations and Request for
Representation on the Orillia District Chamber of Commerce Board of Directors.
Motion No. CW061213-8
Moved by Evans, Seconded by Crawford
It is recommended that the correspondence dated November 28, 2006 from Mike
Davenport, President, Orillia District Chamber of Commerce, re: Letter of
Congratulations and Request for Representation on the Orillia District Chamber of
Commerce Board of Directors be received; and further that staff bring forward the
request for Representation on the Board of Directors in January, 2007 with the
additional Committee Appointments.
Carried.
d) Kathryn Peet, Secretary, Carley Hall Board, correspondence dated November 20,
2006 re: Carley Community Hall – Reimbursement for Refrigerator Purchase.
Motion No. CW061213-9
Moved by Allison, Seconded by Coutanche
It is recommended that
1. The correspondence dated November 20, 2006 from Kathryn Peet, Secretary,
Carley Hall Board, re: Carley Community Hall – Reimbursement for Refrigerator
Purchase be received;
2. That the Township of Oro-Medonte Parks and Recreation Policy, POL-PR-03
“Funding of Capital Park Improvements/Developments”, be applied with respect to
the request from the Carley Community Hall Board;
3. That the applicable amount of $319.20 for the replacement refrigerator for the
Carley Community Hall be approved;
4. And Further That the Carley Community Hall Board be notified of Council’s decision.
Carried.
e) Oro-Medonte History Association minutes, meeting held on November 22, 2006.
Motion No. CW061213-10
Moved by Crawford, Seconded by Evans
It is recommended that the Oro-Medonte History Association minutes for the meeting
held on November 22, 2006 be received.
Carried.
Page 5
Committee of the Whole Meeting – December 13, 2006
Motion No. CW061213-11
Moved by Allison, Seconded by Coutanche
It is recommended that
1. the request from the Oro-Medonte History Association re: reprint of the African
Church book be received;
2. That the reprint of 1,000 copies at a cost of $2,062 be approved;
3. That the reprint cost be set up as inventory and expensed at the time of sale;
4. And Further That the Oro-Medonte History Association be notified of Council’s
decision.
Carried.
Motion No. CW061213-12
Moved by Evans, Seconded by Agnew
It is recommended that Council authorize that Margaret Prewer, Parks & Recreation
Assistant, be the staff representative at the Oro-Medonte History Association
meetings; that she be remunerated for meetings attended; and further that the Oro-
Medonte History Association and Ms. Prewer be advised of Council’s decision.
Carried.
f) Rama Mnjikaning First Nation, correspondence dated November 6 and 24, 2006
re: Transfer Station Lease between Township of Oro-Medonte and WEAT
Parking Inc., August 8, 1996 regarding Parcel 1 (Part of Lot 5 on Registrar’s
compiled Plan 1719, in the Township of Oro-Medonte, designated as Parts 2, 3,
4, 5, 6, 7, 8 and 9 on Reference Plan 51R-19281); and Parcel 2 (Part of Lot 8 on
Registrar’s compiled Plan Number 1719, in the Township of Oro-Medonte,
designated as Parts 1, 2, and 3 on Reference Plan 51R-18457).
Motion No. CW061213-13
Moved by Coutanche, Seconded by Allison
It is recommended that the correspondence dated November 6 and 24, 2006 from
Rama Mnjikaning First Nation, re: Transfer Station Lease between Township of Oro-
Medonte and WEAT Parking Inc., August 8, 1996 regarding Parcel 1 (Part of Lot 5
on Registrar’s compiled Plan 1719, in the Township of Oro-Medonte, designated as
Parts 2, 3, 4, 5, 6, 7, 8 and 9 on Reference Plan 51R-19281); and Parcel 2 (Part of
Lot 8 on Registrar’s compiled Plan Number 1719, in the Township of Oro-Medonte,
designated as Parts 1, 2, and 3 on Reference Plan 51R-18457) be received and
referred to staff for a report.
Carried.
Page 6
Committee of the Whole Meeting – December 13, 2006
g) OGRA/ROMA 2007 Combined Conference, February 25-28, 2007, Fairmont Royal
York Hotel.
Motion No. CW061213-14
Moved by Agnew, Seconded by Crawford
It is recommended that the correspondence re: OGRA/ROMA 2007 Combined
Conference, February 25-28, 2007, Fairmont Royal York Hotel be received.
Carried.
h) Barbara Jones, correspondence dated December 6, 2006 re: Cenotaph Request.
Motion No. CW061213-15
Moved by Allison, Seconded by Hough
It is recommended that the correspondence dated December 6, 2006 from Barbara
Jones, re: Cenotaph Request be received and referred to the 2007 budget
deliberations.
Carried.
i) Barbara Jones, Brian Shelswell, correspondence dated December 6, 2006 re:
Location of Oro Township Monument.
Motion No. CW061213-16
Moved by Crawford, Seconded by Agnew
It is recommended that the correspondence dated December 6, 2006 from Barbara
Jones and Brian Shelswell, re: Location of Oro Township Monument be received.
Carried.
j) Sue Bragg, Gaviller & Company LLP, correspondence dated December 4, 2006 re:
2006 Interim Audit.
Motion No. CW061213-17
Moved by Coutanche, Seconded by Hough
It is recommended that the correspondence dated December 4, 2006 from Sue Bragg,
Gaviller & Company LLP, re: 2006 Interim Audit be received.
Carried.
Page 7
Committee of the Whole Meeting – December 13, 2006
6. FINANCE AND ADMINISTRATION:
a) Report No. TR 2006-22, Paul Gravelle, Treasurer, re: One-Third Tax-Free
Allowance.
Motion No. CW061213-18
Moved by Agnew, Seconded by Evans
It is recommended that
1. Report No. TR 2006-22, Paul Gravelle, Treasurer, re: One-Third Tax-Free
Allowance be received and adopted.
2. And Further That Council resolve, pursuant to S.283(7) of the Municipal Act, 2001,
as amended, its intention that the one-third of the remuneration paid to elected
members of Council shall continue as expenses incident to the discharge of their
duties as members of Council.
Carried.
b) Report No. TR 2006-23, Paul Gravelle, Treasurer, re: Move Ontario Funding
Motion No. CW061213-19
Moved by Allison, Seconded by Hough
It is recommended that
1. Report No. TR 2006-23, Paul Gravelle, Treasurer, re: Move Ontario Funding be
received and adopted.
2. And Further That any unexpended Move Ontario funding as at December 31, 2006
be transferred to the Public Works reserve.
Carried.
c) Report No. TR 2006-24, Paul Gravelle, Treasurer, re: Funding – Sweetwater Park
Recreation Centre.
Motion No. CW061213-20
Moved by Evans, Seconded by Crawford
It is recommended that
1. Report No. TR 2006-24, Paul Gravelle, Treasurer, re: Funding – Sweetwater Park
Recreation Centre be received and adopted.
2. And Further That any contribution from the developers, as at December 31, 2006, be
transferred to the Recreation reserve and earmarked to be applied to the
Sweetwater Park Recreation Center project.
Carried.
Page 8
Committee of the Whole Meeting – December 13, 2006
d) Report No. TR 2006-25, Paul Gravelle, Treasurer, re: Statement of Accounts,
November, 2006.
Motion No. CW061213-21
Moved by Coutanche, Seconded by Hough
It is recommended that
1. Report No. TR 2006-25, Paul Gravelle, Treasurer, re: Statement of Accounts,
November, 2006 be received.
2. And Further That the accounts for the month of November, 2006 totalling
$1,982,435.39 be received.
Carried.
e) Report No. ADM 2006-62, Harold Daynard, Manager of Information Technology, re:
Ontario Geospatial Data Exchange (OGDE).
Motion No. CW061213-22
Moved by Crawford, Seconded by Agnew
It is recommended that
1. Report No. ADM 2006-62, Harold Daynard, Manager of Information Technology, re:
Ontario Geospatial Data Exchange (OGDE) be received and adopted.
2. That the Township of Oro-Medonte enter into the Ontario Geospatial Data Exchange
Agreement with the Minister of Natural Resources to facilitate the sharing of land-
based information.
3. And Further That the Clerk bring forward the appropriate by-law for Council’s
consideration.
Carried.
f) Report No. ADM 2006-63, Harold Daynard, Manager of Information Technology, re:
Administration Building Colour Laser Lease.
Motion No. CW061213-23
Moved by Allison, Seconded by Hough
It is recommended that
1. Report No. ADM 2006-63, Harold Daynard, Manager of Information Technology, re:
Administration Building Colour Laser Lease be received and adopted.
2. And Further That staff be authorized to enter into a four year lease agreement with
Xerox for a Phaser 7760 colour laser printer.
Carried.
Page 9
Committee of the Whole Meeting – December 13, 2006
g) Report No. ADM 2006-64, Jennifer Zieleniewski, CAO, re: Release of Conditions
73 Paterson Drive, Lot 18 & Pt. Lot 19, Plan 1719, (Pts. 2 & 3, 51R-5906).
Motion No. CW061213-24
Moved by Agnew, Seconded by Evans
It is recommended that
1. Report No. ADM 2006-64, Jennifer Zieleniewski, CAO, re: Release of Conditions
73 Paterson Drive, Lot 18 & Pt. Lot 19, Plan 1719, (Pts. 2 & 3, 51R-5906) be
received and adopted.
2. And Further That the Mayor and Clerk be authorized to immediately execute a
release of the conditions/covenants contained in Instrument Number 648342 and
Instrument Number 062966 registered against the property known as 73
Paterson Drive (Lot 18 & Pt. Lot 19, Plan 1719 (Pts. 2 & 3, 51R-5906).
Carried.
h) Jennifer Zieleniewski, CAO, re: memorandum dated November 30, 2006 re:
OSTAR Funding.
Motion No. CW061213-25
Moved by Hough, Seconded by Coutanche
It is recommended that the memorandum dated November 30, 2006 presented by
Jennifer Zieleniewski, CAO, re: OSTAR Funding be received; and further that the
Township Treasurer and the Director of Engineering and Environmental Services be
congratulated for their initiative to pursue the additional funding.
Carried.
i) Jennifer Zieleniewski, CAO, re: Procedural By-Law 2002-138.
Motion No. CW061213-26
Moved by Agnew, Seconded by Crawford
It is recommended that the information presented by Jennifer Zieleniewski, CAO, re:
By-Law 2002-138 “Being a By-law to Govern the Proceedings of Council and
Committees of Council in the Township of Oro-Medonte and to Repeal By-law No.
95-44” be received; and further that a consolidated by-law be brought forward for
Council’s consideration.
Carried.
Page 10
Committee of the Whole Meeting – December 13, 2006
j) Jennifer Zieleniewski, CAO, re: Council Orientation Discussion.
Discussion.
k) Mayor H.S. Hughes, re: Communication Guidelines.
Motion No. CW061213-27
Moved by Allison, Seconded by Hough
It is recommended that the correspondence dated December 13, 2006 from Mayor
H.S. Hughes, re: Communication Guidelines be received; and further that staff bring
forward a Communications Strategy Policy for Council’s consideration.
Carried.
l) Councillor Crawford, re: Custodian Positions.
Discussion.
m) Councillor Crawford, re: Winter Recreation Guide.
Discussion.
n) Councilor Crawford, re: Waste Management Truck Routes.
Motion No. CW061213-28
Moved by Crawford, Seconded by Agnew
It is recommended that the verbal information presented by Councillor Crawford re:
Waste Management Truck Routes be received.
Carried.
7. PUBLIC WORKS:
None.
Page 11
Committee of the Whole Meeting – December 13, 2006
8. ENGINEERING & ENVIRONMENTAL SERVICES:
a) Report No. EES 2006-34, Keith Mathieson, Director of Engineering and Environmental
Services; re: Huronia Homes Subdivision (Phase II), Plan 51M-807 – Certificate of
Substantial Completion and Acceptance (Aboveground Works).
Motion No. CW061213-29
Moved by Crawford, Seconded by Evans
It is recommended that
1. Report No. EES 2006-34, Keith Mathieson, Director of Engineering and Environmental
Services; re: Huronia Homes Subdivision (Phase II), Plan 51M-807 – Certificate of
Substantial Completion and Acceptance (Aboveground Works) be received and
adopted.
2. That the Township issue the Certificate of Substantial Completion and Acceptance
(Aboveground Works) for Huronia Homes subdivision (Phase II), Plan 51M-807, dated
November 30, 2006.
3. That the Clerk prepare a By-law for Council’s consideration to issue the Certificate of
Substantial Completion and Acceptance (Aboveground Works) for Huronia Homes
subdivision (Phase II), Plan 51M-807, dated November 30, 2006.
4. And Further That the Developer and Public Works Superintendent be notified of
Council’s decision.
Carried.
b) Report No. EES 2006-35, Keith Mathieson, Director of Engineering and Environmental
Services; re: Sugarbush (Phase III, Stage IV), Sections “A” and “B”, Plans 51M-367,
51R-31153 and 51R-28207 – Certificate of Maintenance and Final Acceptance
(Aboveground Works).
Motion No. CW061213-30
Moved by Coutanche, Seconded by Allison
It is recommended that
1. Report No. EES 2006-35, Keith Mathieson, Director of Engineering and Environmental
Services; re: Sugarbush (Phase III, Stage IV), Sections “A” and “B”, Plans 51M-367,
51R-31153 and 51R-28207 – Certificate of Maintenance and Final Acceptance
(Aboveground Works) be received and adopted.
2. That the Township issue the Certificate of Maintenance and Final Acceptance
(Aboveground Works) for Sugarbush (Phase III, Stage IV), Sections “A” and “B”, Plans
51M-367, 51R-31153 and 51R-28207, dated November 30, 2006.
3. That the Clerk prepare a By-law for Council’s consideration to issue the Certificate of
Maintenance and Final Acceptance (Aboveground Works) for Sugarbush (Phase III,
Stage IV), Sections “A” and “B”, Plans 51M-367, 51R-31153 and 51R-28207, dated
November 30, 2006.
4. And Further That the Developer be notified of Council’s decision.
Carried.
Page 12
Committee of the Whole Meeting – December 13, 2006
9. BUILDING, PLANNING AND BY-LAW ENFORCEMENT:
a) Report No. BP 2006-47, Bruce Hoppe, Director of Building and Planning
Services re: Proposed Composition for the Planning Advisory Committee.
Motion No. CW061213-31
Moved by Evans, Seconded by Agnew
It is recommended that
1. Report No. BP 2006-47, Bruce Hoppe, Director of Building and Planning
Services re: Proposed Composition for the Planning Advisory Committee be
received.
2. That the planning procedures be amended to remove planning applications that
would fulfill the conditions of Committee of Adjustment matters from PAC
agendas.
3. That one public member be sought from each of the five wards and be appointed
for the term of Council.
4. That Council give favourable consideration to authorizing the Planning
Department to schedule Planning Advisory Committee meetings on alternate
Monday evenings as required.
5. And Further That Staff be authorized to proceed with the advertisement to recruit
Public members for the Planning Advisory Committee.
Carried.
10. EMERGENCY SERVICES:
None.
11. RECREATION AND COMMUNITY SERVICES:
None.
12. IN-CAMERA:
Motion No. CW061213-32
Moved by Agnew, Seconded by Allison
It is recommended that we do now go In-Camera at 12:09 p.m. to discuss a Legal
Matter.
Carried.
Page 13
Committee of the Whole Meeting – December 13, 2006
Motion No. CW061213-33
Moved by Allison, Seconded by Coutanche
It is recommended that we do now Rise and Report from In-Camera at 12:40 p.m.
Carried.
Item 12c) was dealt with at this time.
Motion No. CW061213-34
Moved by Hough, Seconded by Allison
It is recommended that Rule 2.6 of Procedural By-law 2002-138 be suspended in
order to allow the meeting to proceed past the normal adjournment hour of 4:00 p.m.
Carried.
Motion No. CW061213-35
Moved by Coutanche, Seconded by Allison
It is recommended that we do now go In-Camera at 3:55 p.m. to discuss Personnel,
Property and Legal Matters.
Carried.
Motion No. CW061213-36
Moved by Agnew, Seconded by Crawford
It is recommended that we do now Rise and Report from In-Camera at 4:32 p.m.
Carried.
Page 14
Committee of the Whole Meeting – December 13, 2006
a) Jennifer Zieleniewski, CAO, re: Personnel Matter.
Motion No. CW061213-37
Moved by Coutanche, Seconded by Allison
It is recommended that the confidential verbal information presented by Jennifer
Zieleniewski, CAO, re: Personnel Matter (Warminister Hall Board) be received.
Carried.
b) Mayor H.S. Hughes, re: Property Matter.
Motion No. CW061213-38
Moved by Crawford, Seconded by Evans
It is recommended that the confidential verbal information presented by Mayor H.S.
Hughes, re: Property Matter (Kumpula/Dahinten) be received.
Carried.
c) Mayor H.S. Hughes, re: Legal Matter.
Mayor H.S. Hughes distributed confidential correspondence dated December 5,
2006 to members of Council.
Motion No. CW061213-39
Moved by Crawford, Seconded by Evans
It is recommended that the information presented by Mayor H.S. Hughes, re: Legal
Matter (Moon Point) be received.
Carried.
Page 15
Committee of the Whole Meeting – December 13, 2006
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