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12 05 2007 COW MinutesTOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Wednesday, December 5, 2007 @ 9:03 a.m. Council Chambers Present: Mayor H.S. Hughes Deputy Mayor Ralph Haugh Councillor Mel Coutanche Councillor Terry Allison Councillor Sandy Agnew Councillor John Crawford Councillor Dwight Evans Staff Present: Robin Dunn, Chief Administrative Officer; Paul Gravelle, Treasurer, Doug Irwin, Clerk; Shawn Binns, Manager of Recreation and Community Services; Bruce Hoppe, Director of Building and Planning Services; Keith Mathieson, Director of Engineering and Environmental Services; Jerry Ball, Public Works Superintendent; Tamara Obee, Human Resources Officer Also Present: Jerry Young; Gayle Wood, take Simcoe Region Conservation Authority; Wayne Wilson and Fred Nix, Nottawasaga Valley Conservation Authority Mayor H.S. Hughes assumed the chair and called the meeting to order. 1. NOTICE OF ADDITIONS TO AGENDA Motion No. CWO71205-1 Moved by Agnew, Seconded by Crawford It is recommended that the following items be added to the agenda far consideration: 6. FINANCE AND ADMINISTRATION: c) Report No. CAO 2007-02, Robin Dunn, Chief Administrative Officer re: Building and Planning Process Review. d) Councillor Crawford, re: Employee Recognition Program Update. 12. IN-CAMERA: b) Doug Irwin, Clerk, re: Property Matter. c) Robin Dunn, Chief Administrative Officer, re: Personnel Matter. d) Mayor H.S. Hughes, re: Personnel Matter. Carried. 2. ADOPTION OF THE AGENDA Motion No. CW071205-2 Moved by Allison, Seconded by Coutanche It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, December 5, 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} Andrea Balton, Deputy Clerk, Township of Elizabethtown-Kitley, correspondence dated November 14, 2007 re: Motion, Cost of Training Related to Fire Code Enforcement. Motion No. CWQ712Q5-3 Moved by Coutanche, Seconded by Allison It is recommended that 1. The correspondence dated November 14, 2007 from Andrea Bolton, Deputy Clerk, Township of Elizabethtown-Kitley, re: Motion, Cost of Training Related to Fire Code Enforcement be received. 2. And Whereas the Office of the Fire Marshal has initiated a zero tolerance approach regarding contraventions to the Ontario Fire Code. 3. And Whereas members of the municipal fire services conducting fire safety inspections are encouraged to attend training seminars pertaining to the legislative authority of the Fire Protection and Prevention Act and the Provincial Offences Act. 4. Therefore the Council of the Township of Oro-Medonte respectfully requests that the Ontario Fire Marshal (OFM} cover the costs associated with the training and workshops should the OFM initiate new fire safety legislation. 5. And Further That the Ontario Fire Marshal, Garfield Dunlop, MPP, Simcoe North and the Oro-Medonte Fire and Emergency Service Department staff and Oro-Medonte Fire Stations be advised of Council's decision. Carried. Page 2 Committee of the Whole Meeting -December 5, 2007 b) Gayle Woad, Chair, Lake Simcoe Environmental Management Strategy Steering Committee, correspondence dated November 16, 2007 re: Towards a New Governance Model for Lake Simcoe -Report of the ~SEMS Steering Committee. Refer to Item 6a). c) Christie Cadotte, Physician Recruitment Co-ordinator, Barrie Area Physician Recruitment, correspondence received November 27, 2007 re: Application for GrantlSubsidy [Members of Council, individual packages distributed under separate cover]. Motion No. CWO71205-4 Moved by Crawford, Seconded by Agnew It is recommended that the correspondence received November 27, 2007 from Christie Cadotte, Physician Recruitment Co-ordinator, Barrie Area Physician Recruitment, re: Application far Grant/Subsidy be received and referred to the 2008 budget deliberations. Carried. d} Keith Sherman, Coordinator, Severn Sound Environmental Association, correspondence dated November 28, 2007 re: Budget Request for the Severn Sound Environmental Association Agreement - 2008. Motion No. CW071205-5 Moved by Allison, Seconded by Coutanche It is recommended that the correspondence dated November 28, 2007 from Keith Sherman, Coordinator, Severn Sound Environmental Association, re: Budget Request for the Severn Sound Environmental Association Agreement - 2008 be received and referred to the 2008 budget deliberations; and further that Mr. Sherman be invited to present to Council Severn Sound Environmental Association's 2008 Budget Request. Carried. Page 3 Committee of the Whole Meeting -December 5, 2007 e) Lake Simcoe Region Conservation Authority, correspondence dated November 23, 2007 re: Board Meeting Highlights. Motion Na. CWO71205-fi Moved by Agnew, Seconded by Evans It is recommended that the correspondence dated November 23, 2007 from Lake Simcoe Region Conservation Authority, re: Board Meeting Highlights be received. Carried. f) Nottawasaga Valley Conservation Authority, correspondence dated November 23, 2007 re: Board Meeting Highlights. Motion No. CW071205-7 Moved by Coutanche, Seconded by Allison It is recommended that the correspondence dated November 23, 2007 from Nottawasaga Valley Conservation Authority, re: Board Meeting Highlights be received. Carried. g) Glen Knox, County Clerk, County of Simcoe, correspondence dated November 27, 2007 re: Casino Rama Revenues. Motion No. CWO71205-8 Moved by Evans, Seconded by Crawford It is recommended that 1. The correspondence dated November 27, 2007 from Glen Knox, County Clerk, County of Simcoe, re: Casino Rama Revenues be received. 2. That the Council of the Township of Oro-Medonte support the initiative of the County of Simcoe and Township of Ramara to seek Provincial funding to assist in offsetting both capital and maintenance costs incurred by both these government bodies due to the location of Casino Rama. 3. And Further That Mr. Knox, County Clerk, County of Simcoe and the Township of Ramara be notified of Council's decision. Carried. Page 4 Committee of the Whoie Meeting -December 5, 2007 fi. FINANCE AND ADMINISTRATION: a} Gayle Waad, Chief Administrative Officer/Secretary-Treasurer, Lake Simeoe Region Conservation Authority, re: Towards a New Governance Model for Lake Simcae -Report of the LSEMS Steering Committee. [Refer to Item 5b}]. Copies of the PowerPoint slide presentation were distributed to members of Council and staff. Motion No. CW071205-9 Maned by Crawford, Seconded by Evans It is recommended that 1. The correspondence dated November 16, 2007 and verbal information presented by Gayle Wood, Chair, Lake Simeoe Environmental Management Strategy Steering Committee, re: Towards a New Governance Model for Lake Simeoe - Report of the LSEMS Steering Committee be received. 2. That the Council of the Township of Oro-Medonte supports, in principle, the initiative of the Lake Simeoe Environmental Management Strategy Steering Committee with respect to the Report, "Towards a New Governance Model for Lake Simeoe". 3. That the Township of Oro-Medonte requests that the Township be afforded representation on the Steering Committee. 4. And Further That the Lake Simeoe Environmental Management Strategy Steering Committee be advised of Council's decision. Carried. b} Wayne Wilson, Chief Administrative Officer, Secretary-Treasurer, Nottawasaga Valley Conservation Authority, re: 2008 Draft Nottawasaga Valley Conservation Authority Budget Presentation. Correspondence dated December 4, 2007 was distributed to members of Council and staff. Motion No. CW071205-10 Moved by Allison, Seconded by Coutanche It is recommended that the correspondence dated December 4, 2007 and verbal information presented by Wayne Wilson, Chief Administrative Officer, Secretary- Treasurerand Fred Nix, Chair, Nottawasaga Valley Conservation Authority, re: 2008 Draft Nottawasaga Valley Conservation Authority Budget Presentation be received and referred to the 2008 budget deliberations. Carried. Page 5 Committee of the Whole Meeting -December 5, 2007 c) Report No. CAO 2007-02, Robin Dunn, Chief Administrative Officer re: Building and Planning Process Review. Motion No. CW071205-11 Moved by Coutanche, Seconded by Allison It is recommended that 1. Report No. CAC} 2007-02, Robin Dunn, Chief Administrative Officer re: Building and Planning Process Review be received and adopted. 2. That Council authorize the CAC} to engage Maureen McCauley of McCauley Nichols and Associates to assist in review of the Townships Planning and Building Department's; site plan approval, subdivision agreement and building permit processes. 3. And Further That the CAC) report back to Council in the first quarter of 2008 with a project update. Carried. d) Councillor Crawford, re: Employee Recognition Program Update. Discussion. 7. PUB<_IC WORKS: None. 8. ENGINEERING & ENVIRONMENTAL. SERVICES: a) Report No. EES 2007-32, Keith Mathieson, Director of Engineering and Environmental Services re: Municipal Water Meter Report -November, 2007 [from November 28, 2007 meeting]. Mayor H.S. Hughes distributed correspondence dated December 4, 2007 from Jennifer Wellington to members of Council. Motion Na. CW071205-12 Moved by Agnew, Seconded by Evans It is recommended that the verbal information presented by Keith Mathieson, Director of Engineering and Environmental Services, re: Report No. EES 2007-32, Municipal Water Meter Report -November, 2007 be received, that the correspondence dated December 4, 2007 from Jennifer Wellington and presented by Mayor H.S. Hughes re: water bill be received; and that the applicant be advised that the Township has waived the interest and that the outstanding balance is to be paid in full by March 31, 2008. Carried. Page 6 Committee of the Whole Meeting -December 5, 2007 b) Report No. EES 2007-34, Keith Mathieson, Director of Engineering and Environmental Services re: Standardized Water Operating Policy /Procedures for Lead Testing -Ont. Reg. 399107. Motion No. CW071205-13 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. EES 2007-34, Keith Mathieson, Director of Engineering and Environmental Services re: Standardized Water Operating Policy 1 Procedures for Lead Testing -Ont. Reg. 399107 be received and adopted. 2. And Further That the Policy/Procedure for Standardized Water Operating -Lead Testing be adopted. Carried. c) Keith Mathieson, Director of Engineering and Environmental Services re: correspondence dated November 29, 2007 re: Big Cedar Street Light Request, Report No. EES 2007-01 [deferred from January 17, 2007 meeting]. Motion No. CW071205-14 Moved by Coutanche, Seconded by Allison It is recommended that 1. The memorandum correspondence dated November 29, 2007 from Keith Mathieson, Director of Engineering and Environmental Services re: re: Big Cedar Street Light Request, Report No. EES 2007-01 be received. 2. And Whereas Motion No. CW070117-18 reads, "It is recommended that 1. Report No. EES 2007-01, Keith Mathieson, Director of Engineering and Environmental Services re: Streetlight Request by Big Cedar (Oro) Residents Association be received and adopted. 2. That the Township does not install and maintain a new streetlight at the entrance to Big Cedar Estates and Bass Lake Sideroad. 3. And Further that Big Cedar (Oro) Residents Association be notified of Council's decision." is no longer applicable as Big Cedar has installed a new light on their property. 3. Therefore, Big Cedar Estates na longer requires the installation of a light by the Township of Oro-Medonte. Carried. 9. BUDDING, PLANNING AND BY-LAW ENFORCEMENT: None. Page 7 Committee of the Whole Meeting -December 5, 2007 10. EMERGENCY SERVICES: None. 11. RECREATION AND COMMUNITY SERVICES: a) Shawn Binns, Manager of Recreation and Community Services, memorandum correspondence dated November 28, 2007 re: Jim Partridge, President, Orillia District Snowmobile Association, Request for Use of the Oro-Medonte Rail Trail from Woodland Drive through to Thunder Bridge and an Unopened Road Allowances, Line 5 North, Line 6 North, Line 9 North and Line 11 North [deferred from October 24, 2007 meeting]. Motion No. CW071205-15 Moved by Agnew, Seconded by Crawford It is recommended that 1. The memorandum correspondence dated November 28, 2007 from Shawn Binns, Manager of Recreation and Community Services, re: Jim Partridge, President, Orillia District Snowmobile Association, Request for Use of the Oro-Medonte Rail Trail from Woodland Drive through to Thunder Bridge and on Unopened Road Allowances, Line 5 North, Line 6 North, Line 9 North and Line 11 North be received. 2. That the following request from the Orillia District Snowmobile Association, for the 2007/2008 season, be approved to use: a) Ora-Medonte Rail Trail from Woodland Drive through to Thunder Bridge. b) 201 Trail: 1 Line 5 North from Bass Lake Sideroad to Horseshoe Valley Road in its entirety, 2. Line 5 North from approximately 100 metres South of Railway line to top of hill on Line 5 approximately 1 km north of Horseshoe Valley Road (1 km long), 3. Line 6 North from Bass Lake Sideroad North approximately 1.5km to South side of Sugarbush. c) 203 Trail: 1. Line 11 North from Old Barrie Road to Bass Lake Sideroad in its entirety. d) B Trail: 1. Line 9 North of Bass Lake Sideroad in its entirety to Bottom of hill at Gold Mountain Springs (opened road allowance) approximately 1.5 km long. e) 6206 Trail: 1. Line 6 North from Mount St. Louis Road approximately 650 meters to top of hill. 3. That the Township enter into a Memorandum of Understanding with the Ontario Federation of Snowmobile Clubs and that staff be authorized to proceed immediately. 4. And Further That the Orillia District Snowmobile Association be notified of Council's decision. Carried. Page 8 Committee of the Whole Meeting -December 5, 2Q07 b) Report No. RC 2007-26, Shawn Binns, Manager of Recreation and Community Services re: Request for Exemption -Warminster Annual Santa Claus Parade. Motion No. CW071205-16 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. RC 2007-26, Shawn Binns, Manager of Recreation and Community Services re: Request for Exemption -Warminster Annual Santa Claus Parade be received and adopted. 2. That an exemption to By-Law No. 2006-38, be granted far the Warminster Santa Claus parade to be held on Sunday, December 23, 2007 at 2:00 p.m. 3. And Further That the Warminster Hall Board be advised of Council's decision. Carried. c) Report No. RC 2007-27, Shawn Binns, Manager of Recreation and Community Services re: Horseshoe Valley Property Owners Association, Request for Conceptual Site Plan 4th Line Park. Motion No. CW071205-17 Moved by Crawford, Seconded by Agnew It is recommended that 1. Report No. RC 2007-27, Shawn Binns, Manager of Recreation and Community Services re: Horseshoe Valley Property Owners Association, Request for Conceptual Site Plan, 4th Line Park be received and adopted. 2. That the Conceptual Design for the Line 4 Parkland and proposed development be referred to the 2008 budget deliberations. 3. And Further That the Horseshoe Valley Property Owners Association be notified of Council's decision. Carried. d) Report No. RC 2007-28, Shawn Binns, Manager of Recreation and Community Services re: Outdoor Ice Rinks. Motion No. CW071205-18 Moved by Coutanche, Seconded by Allison It is recommended that 1. Report No. RC 2007-28, Shawn Binns, Manager of Recreation and Community Services re: Outdoor Ice Rinks be received and adopted. 2. And Further That the Outdoor Rink Volunteer Manual be received, adopted and applied to all outdoor rinks. Carried. Page 9 Committee of the Whole Meeting -December 5, 2007 12. IN-CAMERA: Motion No, CWp71205-19 Moved by Agnew, Seconded by Evans It is recommended that we do now go In-Camera at 12:27 p.m. to discuss legal, Property and Personnel Matters. Carried. Motion No. CWp712p5-2p Moved by Allison, Seconded by Cautanche It is recommended that we do now Rise and Report from In-Camera at 1:37 p.m. Carried. a) Bruce Happe, Director of Building and Planning Services: re: Legal Matter. Motion No. CWp71205-21 Moved by Evans, Seconded by Crawford It is recommended that Confidential Report No. BP 2007-54, presented by Bruce Happe, Director of Building and Planning Services re: t_egal Matter (Hands, Part of Lot 2, Concession 13, Greenwood Avenue) be received and adopted; and further that staff be authorized to proceed accordingly. Carried. b) Doug Irwin, Clerk, re: Property Matter. Motion No. CW0712p5-22 Moved by Coutanche, Seconded by Allison It is recommended that the confidential correspondence dated November 16, 2007 and confidential verbal information presented by Doug Irwin, Clerk, re: Property Matter (Ontario Realty Corporation, Potentially Surplus Provincial Property, Project 7792 and 7793) be received; that the Ontario Realty Corporation be advised that the Township of Oro-Medonte is interested in pursuing discussions with respect to the possible acquisition of these properties; and further that the ORC be advised of Council's decision immediately. Carried. Page 10 Committee of the Whole Meeting -December 5, 2007 c) Rabin Dunn, Chief Administrative Officer, re: Personnel Matter. Motion No. CW071205-23 Moved by Crawford, Seconded by Evans It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer re: Personnel Matter (Building Dept. t Executive Assistant to CAO) be received. Carried. d) Mayor H.S. Hughes, re: Personnel Matter. Motion No. CW071205-24 Moved by Evans, Seconded by Crawford It is recommended that the confidential verbal information presented by Mayor H.S. Hughes re: Personnel Matter (Crossing Guards) be received. Carried. 13.ADJOURNMENT: Motion No. CW071205-25 Moved by Allison, Seconded by Coutanche It is recommended that we do now adjourn at 1:40 p.m. Carried. . - : ~ , Mayor, H.S. Hu hes .. . ~ ,~ Clerk, J. Douglas Irwin Page 11 Committee of the Whole Meeting -December 5, 2007