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06 20 2007 COW MinutesTOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Wednesday, June 20, 2007 @ 9:07 a.m. Council Chambers Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Mel Coutanche (left at 3:25 p.m.) Councillor Terry Allison Councillor Sandy Agnew Councillor John Crawford Councillor Dwight Evans Staff Present: Jennifer Zieleniewski, CAO; Paul Gravelle, Treasurer; Doug Irwin, Clerk; Keith Mathieson, Director of Engineering and Environmental Services; Bruce Hoppe, Director of Building and Planning Services; Scott Cowden, Director of Fire and Emergency Services; Jerry Ball, Public Works Superintendent; Shawn Binns, Manager of Recreation and Community Services; Tamara Obee, Human Resources Officer; Harold Daynard, Manager of Information Technology Also Present: Stacey Patchell Mayor H.S. Hughes assumed the chair and called the meeting to order. 1. NOTICE OF ADDITIONS TO AGENDA Motion No. CW070620-1 Moved by Allison, Seconded by Coutanche It is recommended that the following items be added to the agenda for consideration 5. CORRESPONDENCE: e) Jeremy Nixon, Brown & Beattie, correspondence dated June 14, 2007 re: Simcoe Condominium Corporation No. 35, 1102 Horseshoe Valley Road, Oro-Medonte Balcony Replacement, Appeal of Building Permit Fees. f) Grant Hudson, correspondence dated June 15, 2007 re: Speed Limit Reduction Request, Gore Road/Napoleon Drive, Highway 11 North Ramps. g) Barbara Foster correspondence dated June 1 S, 2007, re: Promenade Path. 6. FINANCE AND ADMINISTRATION: f) Councillor Allison, re: Connecting Rural Communities, Broadband Partnership Program. g) Councillor Allison, re: Jackie Hodge Request, Dead Tree Removal on Townline Road. h) Councillor Allison, Discussion re: Planning Advisory Committee. 12. IN-CAMERA: f) Jennifer Zieleniewski, CAO, re: Personnel Matter. g) Jennifer Zieleniewski, CAO, re: Personnel Matter. h) Councillor Allison, re: Legal Matter. i) Mayor H.S. Hughes, re: Legal Matter. j) Mayor H.S. Hughes, re: Legal Matter. k) Councillor Coutanche, re: Property Matter. Carried. 2. ADOPTION OF THE AGENDA Motion No. CW070620-2 Moved by Crawford, Seconded by Evans It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, June 20, 2007 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" None declared. 4. DEPUTATIONS: None. 5. CORRESPONDENCE: a) Ron Reid, Executive Director, The Couchiching Conservancy, correspondence dated June 5, 2007 re: Land Transfer Request, Bay Street to Ridge Road Property. Motion No. CW070620-3 Moved by Coutanche, Seconded by Allison It is recommended that the correspondence dated June 5, 2007 from Ron Reid, Executive Director, The Couchiching Conservancy, re: Land Transfer Request, Bay Street to Ridge Road Property be received and referred to staff for a report. Carried. Page 2 Committee of the Whole Meeting -June 20, 2007 b) Mike and Bev Patrick, correspondence dated June 6, 2007 re: Peter Street Sign Requests. Motion No. CW070620-4 Moved by Agnew, Seconded by Crawford It is recommended that the correspondence dated June 6, 2007 from Mike and Bev Patrick, re: Peter Street Sign Requests be received and referred to staff for a report. Carried. c) John Bryant, correspondence received June 11, 2007 re: Part of Road Allowance known as Park Drive and Part of Lot 344, Plan 626, Township of Oro-Medonte. Motion No. CW070620-5 Moved by Coutanche, Seconded by Allison It is recommended that the correspondence received June 11, 2007 from John Bryant, re: Part of Road Allowance known as Park Drive and Part of Lot 344, Plan 626, Township of Oro-Medonte be received. Carried. d) Mac Shiells, Treasurer, Oro-Medonte Community Policing Committee, correspondence dated June 7, 2007 re: Application for GranUSubsidy Request. Motion No. CW070620-6 Moved by Evans, Seconded by Agnew It is recommended that 1. The correspondence dated June 7, 2007 from Mac Shiells, Treasurer, Oro- Medonte Community Policing Committee, re: Application for GranUSubsidy Request be received. 2. That Council approve the grant request in the amount of $500.00 for the Oro- Medonte Community Policing Committee and the amount be considered an overrun to the 2007 allocated donation account. 3. That Council waive the rental costs in the amount of $360.00 for the Oro- Medonte Community Policing Committee's use of the Community Room at the Ian Arthur Beard Community Complex. 4. And Further That the Oro-Medonte Community Policing Committee be requested to provide a breakdown of the proposed expenses for the Road Watch Campaign. Carried. Page 3 Committee of the Whole Meeting-June 20, 2007 e) Jeremy Nixon, Brown & Beattie, correspondence dated June 14, 2007 re: Simcoe Condominium Corporation No. 35, 1102 Horseshoe Valley Road, Oro-Medonte Balcony Replacement, Appeal of Building Permit Fees. Motion No. CW070620-7 Moved by Coutanche, Seconded by Allison It is recommended that the correspondence dated June 14, 2007 from Jeremy Nixon, Brown & Beattie, re: Simcoe Condominium Corporation No. 35, 1102 Horseshoe Valley Road, Oro-Medonte Balcony Replacement, Appeal of Building Permit Fees be received and referred to staff for a report. Carried. f) Grant Hudson, correspondence dated June 15, 2007 re: Speed Limit Reduction Request, Gore Road/Napoleon Drive, Highway 11 North Ramps. Motion No. CW070620-8 Moved by Agnew, Seconded by Crawford It is recommended that the correspondence dated June 15, 2007 from Grant Hudson, re: Speed Limit Reduction Request, Gore Road/Napoleon Drive, Highway 11 North Ramps be received and referred to staff for a report. Carried. g) Barbara Foster correspondence dated June 18, 2007, re: Promenade Path. Mayor H.S. Hughes distributed correspondence dated June 18, 2007 to members of Council. The Chief Administrative Officer distributed correspondence dated June 12, 2007 to members of Council. Motion No. CW070620-9 Moved by Hough, Seconded by Crawford It is recommended that the correspondence dated June 18, 2007 from Barbara Foster re: Promenade Path be received and that a meeting be arranged with the Mayor, Ward Councillor and appropriate staff. Carried. Page 4 Committee of the Whole Meeting -June 20, 2007 6. FINANCE AND ADMINISTRATION: a) Jennifer Zieleniewski, CAO re: OMEGA (Oro-Medonte Environmental Group Advisors), Draft Terms of Reference. Motion No. CW070620-10 Moved by Crawford, Seconded by Evans It is recommended that 1. The correspondence dated June 15, 2007 presented by Jennifer Zieleniewski, CAO re: OMEGA (Oro-Medonte Environmental Group Advisors), Draft Terms of Reference be received. 2. That Councillors Agnew, Allison and Coutanche be acknowledged for the development of the Draft Terms of Reference. 3. And Further That the Draft Terms of Reference be brought forward to a public meeting on June 27, 2007 for public input. Carried. b) Councillor Agnew, Discussion re: Shanty Bay Sidewalks. Motion No. CW070620-11 Moved by Allison, Seconded by Coutanche It is recommended that the verbal information presented by Councillor Agnew, re: Shanty Bay Sidewalks be received. Carried. c) Councillor Agnew, correspondence dated May 7, 2007 re: Lake Simcoe Region Conservation Authority Board Meeting Highlights. Motion No. CW070620-12 Moved by Coutanche, Seconded by Allison It is recommended that the correspondence dated May 7, 2007 from Councillor Agnew, re: Lake Simcoe Region Conservation Authority Board Meeting Highlights be received. Carried. Page 5 Committee of the Whole Meeting -June 20, 2007 d) Report No. TR 2007-14, Paul Gravelle, Treasurer, re: Statement of Accounts, May, 2007. Motion No. CW070620-13 Moved by Agnew, Seconded by Crawford It is recommended that Report No. TR 2007-14, Paul Gravelle, Treasurer, re: Statement of Accounts, May, 2007 be received; and further that the accounts for the month of May, 2007 totalling $1,444,832.56 be received. Carried. e) Doug Irvin, Clerk, memo correspondence dated June 15, 2007 re: Draft By-Law, 2007-069, "A By-law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups, and Expenses for Employees, and to Repeal By-law Nos. 2004-124, 2005-059, 2005-107 and 2007-020". Motion No. CW070620-14 Moved by Allison, Seconded by Coutanche It is recommended that 1. The memo correspondence dated June 15, 2007 from Doug Irwin, Clerk, re: Draft By-Law, 2007-069, "A By-law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups, and Expenses for Employees, and to Repeal By-law Nos. 2004-124, 2005-059, 2005-107 and 2007-020" be received. 2. That the memo correspondence dated June 20, 2007 from Jennifer Zieleniewski, CAO, be received. 3. And Further That the Amended Draft By-Law No. 2007-069 be brought forward to the Council meeting of June 27, 2007 for Council's consideration. Carried. f) Councillor Allison, re: Connecting Rural Communities, Broadband Partnership Program. Motion No. CW070620-15 Moved by Evans, Seconded by Agnew It is recommended that the verbal information presented by Councillor Allison, re: Connecting Rural Communities, Broadband Partnership Program be received and that the Township proceed to develop an application for submission with respect to the Ontario Municipal Rural Broadband Partnership Program. Carried. Page 6 Committee of the Whole Meeting -June 20, 2007 g) Councillor Allison, re: Jackie Hodge Request, Dead Tree Removal on Townline Road. Motion No. CW070620-16 Moved by Coutanche, Seconded by Allison It is recommended that the verbal information presented by Councillor Allison, re: Jackie Hodge Request, Dead Tree Removal on Townline Road be received and referred to staff for investigation. Carried. h) Councillor Allison, Discussion re: Planning Advisory Committee. Motion No. CW070620-17 Moved by Allison, Seconded by Coutanche It is recommended that the verbal information presented by Councillor Coutanche, re: Planning Advisory Committee meetings be received. Carried. 7. PUBLIC WORKS: a) Report No. PW 2007-06, Jerry Ball, Public Works Superintendent, re: Heating/Cooling Upgrades for the Administration Centre. Motion No. CW070620-18 Moved by Agnew, Seconded by Crawford It is recommended that 1. Report No. PW 2007-06, Jerry Ball, Public Works Superintendent, re: Heating/Cooling Upgrades for the Administration Centre be received and adopted. 2. That Council provide an exemption to By-law No. 2004-112 to contract RHA Environmental Inc. to complete the heating/air conditioning upgrades to the original side of the Administration Centre. 3. That a two (2) year HVAC Maintenance Agreement be signed with RHA Environmental Inc. to provide the required maintenance for the entire heating/air conditioning system for the Administration Centre. 4. That Further That the upgrades to the newer office section be completed in 2008 by RHA Environmental Inc. Carried. Page 7 Committee of the Whole Meeting -June 20, 2007 8. ENGINEERING & ENVIRONMENTAL SERVICES: None. 9. BUILDING, PLANNING AND BY-LAW ENFORCEMENT: None. 10. EMERGENCY SERVICES: None. 11. RECREATION AND COMMUNITY SERVICES: a) Report No. RC 2007-10, Shawn Binns, Manager of Recreation and Community Services re: Request for Exemption -Hawkestone Community Hall, Canada Day Parade. Motion No. CW070620-19 Moved by Allison, Seconded by Coutanche is recommended that Report No. RC 2007-10, Shawn Binns, Manager of Recreation and Community Services re: Request for Exemption -Hawkestone Community Hall, Canada Day Parade be received and adopted. That an exemption to By-Law 2006-38 be granted to the Hawkestone and Area Community Association to hold a Canada Day Parade on Sunday, July 1, 2007 commencing at 1:00 p.m. And Further That the Public Works Superintendent and the Hawkestone and Area Community Association be notified of Council's decision. Carried. 12.IN-CAMERA: Motion No. CW070620-20 Moved by Crawford, Seconded by Evans It is recommended that we do now go In-Camera at 11:36 a.m. to discuss Personnel, Legal and Property Matters. Carried. Page 8 Committee of the Whole Meeting-June 20, 2007 Motion No. CW070620-21 Moved by Coutanche, Seconded by Allison It is recommended that we do now Rise and Report from In-Camera at 12:14 p.m. Carried. Council recessed. Motion No. CW070620-22 Moved by Hough, Seconded by Crawford It is recommended that we do now go In-Camera at 1:21 p.m. to discuss Personnel, Legal and Property Matters. Carried. Motion No. CW070620-23 Moved by Evans, Seconded by Crawford It is recommended that we do now Rise and Report from In-Camera at 3:27 p.m. Carried. a) Jennifer Zieleniewski, CAO, re: Personnel Matter. Motion No. CW070620-24 Moved by Evans, Seconded by Agnew It is recommended that the confidential correspondence received June 7, 2007, presented by Jennifer Zieleniewski, CAO, re: Personnel Matter (Building Dept.) be received. Carried. Page 9 Committee of the Whole Meeting -June 20, 2007 b) Jennifer Zieleniewski, CAO, re: Personnel Matter. Motion No. CW070620-25 Moved by Allison, Seconded by Evans It is recommended that the confidential verbal information presented by Jennifer Zieleniewski, CAO, re: Personnel Matter (Protocol and Process) be received. Carried. c) Jennifer Zieleniewski, CAO, re: Personnel Matter. This item was withdrawn. d) Jennifer Zieleniewski, CAO, re: Personnel Matter. Motion No. CW070620-26 Moved by Crawford, Seconded by Agnew It is recommended that the motion with respect to Confidential Report No. ADM 2007-008, Jennifer Zieleniewski, CAO, re: Personnel Matter (Recreation) be deferred. Carried. Motion No. CW070620-27 Moved by Agnew, Seconded by Evans It is recommended that Confidential Report No. ADM 2007-008, Jennifer Zieleniewski, CAO, re: Personnel Matter (Recreation) be received and adopted. Deferred. e) Jennifer Zieleniewski, CAO, re: Legal Matter. Motion No. CW070620-28 Moved by Hough, Seconded by Allison It is recommended that Confidential Report No. ADM 2007-016 presented by Jennifer Zieleniewski, CAO, re: Legal Matter (Update) be received. Carried. Page 10 Committee of the Whole Meeting -June 20, 2007 f) Jennifer Zieleniewski, CAO, re: Personnel Matter. The Chief Administrative Officer distributed confidential correspondence to members of Council. Motion No. CW070620-29 Moved by Evans, Seconded by Crawford It is recommended that the confidential verbal information presented by Jennifer Zieleniewski, CAO, re: Personnel Matter (Fire) be received. Carried. g) Jennifer Zieleniewski, CAO, re: Personnel Matter. Motion No. CW070620-30 Moved by Allison, Seconded by Evans It is recommended that the confidential verbal information presented by Jennifer Zieleniewski, CAO, re: Personnel Matter (Fire) be received. Carried. h) Councillor Allison, re: Legal Matter. Motion No. CW070620-31 Moved by Crawford, Seconded by Agnew It is recommended that the confidential verbal information presented by Councillor Allison, re: Legal Matter (Big Cedar) be received. Carried. i) Mayor H.S. Hughes, re: Legal Matter. Motion No. CW070620-32 Moved by Crawford, Seconded by Allison It is recommended that the confidential verbal information presented by Mayor H.S. Hughes, re: Legal Matter (June 18, 2007 mtg, Shanty Bay) be received. Carried. Page 17 Committee of the Whole Meeting -June 20, 2007 j) Mayor H.S. Hughes, re: Legal Matter. Motion No. CW070620-33 Moved by Agnew, Seconded by Crawford It is recommended that the confidential verbal information presented by Mayor H.S. Hughes, re: Legal Matter (Tendering Process) be received. Carried. k) Councillor Coutanche, re: Property Matter. Motion No. CW070620-34 Moved by Agnew, Seconded by Hough It is recommended that the confidential verbal information presented by Councillor Coutanche, re: Property Matter (Gordon) be received. Carried. 13.ADJOURNMENT: Motion No. CW070620-35 Moved by Allison, Seconded by Evans It is recommended that we do now adjourn at 3:33 p.m. Carried. Mayor, H.S. ughes _- ~.~ ~,~ Cle , J. 0 1 s Irwin Page 12 Committee of the Whole Meeting -June 20, 2007