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12 19 2007 COW MinutesTOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Wednesday, December 19, 2007 @ 9:01 a.m. Council Chambers Present: Mayor H.S. Hughes Deputy Mayar Ralph Hough Cauncillor Mel Cautanche Councillor Terry Allison Councillar Sandy Agnew Councillor Jahn 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; Scott Cowden, Director of Fire and Emergency Services; Tamara Obee, Human Resources Officer Also Present: Mary Boswell, Richard Boswell, Penny Curtis, Jim McKever, Jerry Young, Uli Surmann, Barbara Surmann, Dennis Lee, Sandy Austin, Bob Austin, Jim Woodford, Teviah Mora, Lianne Lee, Genevieve Ball, Walt Dickie, Mark Bergsma, Guenther Wellnhofer, Chris Russell, Stacey Patchell-Zubczyk Mayor H.S. Hughes assumed the chair and called the meeting to order. 1. NOTICE OF ADDITIONS TO AGENDA Motion No. CW071219-1 Moved by Allison, Seconded by Coutanche It is recommended that the following items be added to the agenda for consideration: 1. NOTICE OF ADDITIONS a) Walter Dickie, correspondence dated December 17, 2007 re: Request for Deputation, Ravines of Medonte Park. 5. GORRESPONDENCE: c) Lisa Groves, Burl's Creek Family Event Park, correspondence dated December 14, 2007 re: Live Nation Canada (formerly Hause of Blues) Music Festival, August, 2008. Motion No. CW071219-1 (Cont'd}: 6. FINANCE AND ADMINISTRATION: j} Councillor Coutanche, re: Recognition Award. 8. ENGINEERING & ENVIRONMENTAL SERVICES: b) Report No. EES 2007-35, Keith Mathieson, Director of Engineering and Environmental Services re: Valerie Hanley -Request to Connect to Harbourwood Municipal Water System - 11 Shelswell Boulevard. 11. RECREATION AND COMMUNITY SERVICES: a} Additional correspondence for Report Na. RC 2007-29, Shawn Binns, Manager of Recreation and Community Services re: North Simcoe ATV Club Request for By- Law to permit ATV use on Specific Municipal Roads [11 a-94 confidential membership list containing 118 names and addresses of North Simcoe ATV Club on file in Clerk's office]. b) Additional correspondence for Report No. RC 2007-30, Shawn Binns, Manager of Recreation and Community Services re: Ravines of Medonte Park Development. 12.1 N-CAMERA: e) Paul Gravelle, Treasurer, re: Legal Matter. f) Deputy Mayor Haugh, re: Personnel Matter. g} Mayor H.S. Hughes, re: Property Matter. h) Mayor H.S. Hughes, re: Personnel Matter. Carried. Motion No. CW071219-2 Moved by Evans, Seconded by Agnew It is recommended that Procedural By-Law 2006-114 be waived to allow a deputation by Walter Dickie re: Ravines of Medonte Park. Carried. 2. ADOPTION OF THE AGENDA Motion No. CW071219-3 Moved by Coutanche, Seconded by Allison It is recommended that the agenda far the Committee of the Whole meeting of Wednesday, December 19, 2007 be received and adopted. Carried. Page 2 Committee of the Whole Meeting -December 19, 2007 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL- NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" None declared. 4. DEPUTATIONS: a} Richard Boswell, re: Ravines of Medonte Park. Motion No. CW071219-4 Moved by Agnew, Seconded by Evans It is recommended that the verbal information presented by Richard Boswell, re: Ravines of Medonte Park be received. Carried. b} Sandy Austin, re: Ravines of Medonte Park. Motion No. CW071219-5 Moved by Allison, Seconded by Coutanche It is recommended that the verbal information presented by Sandy Austin, re: Ravines of Medonte Park be received. Carried. c) Julie Standen, re: Ravines of Medonte Park. A copy of the deputation presentation was distributed to the Clerk. Motion No. CW071219-6 Moved by Evans, Seconded by Crawford It is recommended that the verbal information presented by Lianne Lee, on behalf of Julie Standen, re: Ravines of Medonte Park be received. Carried. Page 3 Committee of the Whole Meeting -December 19, 2007 d) Walter Dickie, re: Ravines of Medonte Park. A copy of the deputation presentation was distributed to the Clerk. Motion No. CW071219-7 Moved by Coutanche, Seconded by Allison It is recommended that the verbal information presented by Walter Dickie, re: Ravines of Medonte Park be received. Carried. 5. CORRESPONDENCE: a) Oro-Medonte History Association minutes, meeting held on November 20, 2007. Motion No. CW071219-8 Moved by Evans, Seconded by Agnew It is recommended that the minutes of the Oro-Medonte History Association meeting held on November 20, 2007 be received. Carried. Motion No. CW071219-9 Moved by Allison, Seconded by Coutanche It is recommended that the Oro-Medonte History Association be reminded that Membership Qualifications and the composition, including the number of members, is specified within the OMHA Terms of Reference. Carried. b) Oro-Medonte History Association, correspondence dated December 12, 2007 re: Guthrie United Church. Motion No. CW071219-10 Moved by Agnew, Seconded by Evans It is recommended that the correspondence dated December 12, 2007 from the Oro- Medonte History Association, re: Guthrie United Church be received. Carried. Page 4 Committee of the Whole Meeting -December 19, 2007 c) Lisa Groves, Burl's Creek Family Event Park, correspondence dated December 14, 2007 re: Live Nation Canada (formerly House of Blues) Music Festival, August, 2008. Council unanimously consented to allow Lisa Groves to speak to the correspondence. Motion No. CW071219-11 Moved by Coutanche, Seconded by Allison It is recommended that 1. The correspondence dated December 14, 2007 from Lisa Groves, Burl's Creek Family Event Park, re: Live Nation Canada (formerly House of Blues) Music Festival, August, 2008 be received. 2. That staff liaise with Ms. Groves to invite the promoter to a meeting before February, 2008 with staff. 3. And Further That the promoter be invited to make a presentation to Council with respect to the Music Festival. Carried. 6. FINANCE AND ADMINISTRATION: a) Report No. TR 2007-23, Paul Gravelle, Treasurer, re: Statement of Accounts, November, 2007. Motion No. CWO71219-12 Moved by Crawford, Seconded by Evans It is recommended that Report No. TR 2007-23, Paul Gravelle, Treasurer, re: Statement of Accounts, November, 2007 be received and further that the accounts for the month of November, 2007 totalling $1,407,415.37 be received. Carried. Page 5 Committee of the Whole Meeting -December 19, 2007 b) Report No. TR 2007-24, Paul Gravelle, Treasurer, re: Funding -Sweetwater Park. Motion No. CW071219-13 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. TR 2007-24, Paul Gravelle, Treasurer, re: Funding -Sweetwater Park be received and adopted. 2. And Further That the amount received from the developer in 2007 relating to the Sweetwater Park project, being $153,150.68, be transferred to the Recreation reserve and earmarked to be applied to the Sweetwater Park project. Carried. c) Report No. TR 2007-25, Paul Gravelle, Treasurer, re: Capital Projects Financed from Tax Levy -Road Construction. Motion No. CW071219-14 Moved by Evans, Seconded by Agnew It is recommended that 1. Report No. TR 2007-25, Paul Gravelle, Treasurer, re: Capital Projects Financed from Tax bevy -Road Construction be received and adopted. 2. And Further That any unexpended funds, as at December 31, 2007, relating to road construction projects financed from the tax levy be transferred to the Public Works reserve. Carried. d) Report No. TR 2007-26, Paul Gravelle, Treasurer, re: Joint Municipal Agreement, Township of Severn, Coldwater & District Community Centre. Motion No. CWQ71219-15 Moved by Coutanche, Seconded by Allison It is recommended that 1. Report No. TR 2007-26, Paul Gravelle, Treasurer, re: Joint Municipal Agreement be received and adopted. 2. That the Township of Oro-Medonte enter into a joint municipal agreement relating to the Township of Severn, Coldwater & District Community Centre. 3. And Further that the Clerk bring forward the appropriate by-law for Council's consideration. Carried. Page 6 Committee of the Whole Meeting -December 19, 2007 e) Doug Irwin, Clerk, re: Draft By-Law 2007-133, Being a By-Law to Adopt a Provision of Notice Policy for the Township of Oro-Medonte and to Repeal By- Law No. 2002-123. Motion No. CW071219-16 Moved by Allison, Seconded by Coutanche It is recommended that Draft By-Law No. 2007-133, presented by Doug Irwin, Clerk, re: Being a By-Law to Adapt a Provision of Notice Policy far the Township of Oro- Medonte and to Repeal By-Law No. 2002-123 be received; and further that the by- law be brought forward far Council's consideration. Carried. f) Doug Irwin, Clerk, re: Draft By-Law 2007-136, A By-law to Govern the Proceedings of Council and CommitteeslTechnical Support Groups of Council in the Township of Oro-Medonte and to Repeal By-law No. 2006-114. Motion No. CW071219-17 Moved by Agnew, Seconded by Evans It is recommended that Draft By-Law No. 2007-136, presented by Doug Irwin, Clerk, re: A By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte and to Repeal By-law No. 2006-114 be received; and further that the by-law be brought forward for Council's consideration. Carried. g) Doug Irwin, Clerk, re: Draft Policy POL-ADM-08, Accountability and Transparency. Motion No. CW071219-18 Moved by Coutanche, Seconded by Allison It is recommended that Draft Policy POL-ADM-08, presented by Doug Irwin, Clerk, re: Accountability and Transparency be received; and further that the by-law be brought forward for Council's consideration. Carried. Page 7 Committee of the Whole Meeting -December 19, 2007 h) Doug Irwin, Clerk, re: Draft Policy POL-ADM-09, Delegation of Powers and Duties. Motion No. CW071219-19 Moved by Crawford, Seconded by Evans It is recommended that Draft Policy POL-ADM-09 presented by Doug Irwin, Clerk, re: Delegation of Powers and Duties be received; and further that the by-law be brought forward for Council's consideration. Carried. i) Report No. CAO 2007-03, Rabin Dunn, Chief Administrative Officer re: Oro- Medonte Strategic Directions -Looking Ahead 2008 -Aligning Council Mandate, 2007-2010. Motion No. CW071219-20 Moved by Agnew, Seconded by Crawford It is recommended that 1. Report No. CAO 2007-03, Robin Dunn, Chief Administrative Officer re: Oro- Medonte Strategic Directions -Looking Ahead 2008 -Aligning Council Mandate, 2007-2010 be received and adopted. 2. That $5,406.00 for the 2007 Compensation and Organization Survey be funded from the 2007 Operating levy. 3. And Further That Council supports, in principle, the undertaking of a Compensation Review and Performance Management Project to be authorized during the 2008 budget deliberations. Carried. j) Councillor Coutanche, re: Recognition Award. Motion No. CW071219-21 Moved by Coutanche, Seconded by Evans It is recommended that the verbal information presented by Councillor Coutanche re: Recognition Award be received. Carried. Page 8 Committee of the Whole Meeting -December 19, 2007 7. PUBLIC WORKS: None. $. ENGINEERING & ENVIRONMENTAL SERVICES: a) Report No. EES 2007-33, Keith Mathieson, Director of Engineering and Environmental Services re: Vic Emberson -Request to Connect to Robincrest Municipal Water System - 72 Moonstone Road East. Motion No. CW071219-22 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. EES 2007-33, Keith Mathieson, Director of Engineering and Environmental Services re: Vic Emberson -Request to Connect to Robincrest Municipal Water System - 72 Moonstone Road East be received and adopted. 2. That the Township of Oro-Medonte enter into a Water Service Connection Agreement with Mr. Vic Emberson for 72 Moonstone Road East, Concession 8, West Part of Lot 16, Part 5, 51 R-30986. 3. That the Clerk prepare a By-law for Council's consideration. 4. And Further That Mr. Emberson be notified of Council's decision. Carried. b) Report No. EES 2007-35, Keith Mathieson, Director of Engineering and Environmental Services re: Valerie Hanley -Request to Connect to Harbourwood Municipal Water System - 11 Shelswell Boulevard. Motion No. CW©71219-23 Moved by Coutanche, Seconded by Allison It is recommended that 1. Report No. EES 2007-35, Keith Mathieson, Director of Engineering and Environmental Services re: Valerie Hanley -Request to Connect to Harbourwood Municipal Water System - 11 Shelswell Boulevard be received and adapted. 2. That the Township of Oro-Medonte enter into a Water Service Connection Agreement with Ms. Valerie Hanley for 11 Shelswell Boulevard and that staff be authorized to proceed immediately. 3. That the Clerk prepare a By-law far Council's consideration. 4. And Further That Ms. Hanley be notified of Council's decision. Carried. Page 9 Committee of the Whole Meeting -December 19, 2007 9. BUDDING, PLANNING AND BY-LAW ENFORCEMENT: a) Report No. BP 2007-57, Bruce Hoppe, Director of Building and Planning Services, re: Zoning By-law Amendment for Michael MacVittie, Range 2, Part of Lot 3, 978 Line 2 South & Ron Henderson, Range 2, Part of Lot 3, 892 Line 2 South, (Oro), Township of Ora-Medonte. Motion No. CW071219-24 Moved by Crawford, Seconded by Agnew It is recommended that 1. Report No. BP 2007-57, Bruce Hoppe, Director of Building and Planning Services, re: Zoning By-law Amendment for Michael MacVittie, Range 2, Part of Lot 3, 978 Line 2 South & Ron Henderson, Range 2, Part of Lot 3, 892 Line 2 South, (Oro), Township of Oro-Medonte be received. 2. And Further That Zoning By-law Amendment Application 2007-ZBA-07, Range 2, Part of Lat 3, 978 Line 2 South and Range 2, Part of Lot 3, 892 Line 2 South, proceed to a Statutory Public Meeting in accordance with the provisions of the Planning Act. Carried. b) Report No. BP 2007-61, Bruce Hoppe, Director of Building and Planning Services, re: Zoning By-law Amendment for James Gray, West Part Lot 5, Concession 5 (Oro), Township of Oro-Medonte, 2815 Line 4 North. Motion No. CW071219-25 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. BP 2007-61, Bruce Hoppe, Director of Building and Planning Services, re: Zoning By-law Amendment for James Gray, West Part Lot 5, Concession 5 (Oro), Township of Oro-Medonte, 2815 Line 4 North be received. 2. And Further That Zoning By-law Amendment Application 2007-ZBA-09, Concession 5, W Part of Lot 5 (Oro), Township of Oro-Medonte, 2815 Line 4 North, proceed to a Statutory Public Meeting in accordance with the provisions of the Planning Act. Carried. Page 10 Committee of the Whole Meeting -December 19, 2007 10. EMERGENCY SERVICES: a} Scott Cowden, Director of Fire and Emergency Services, re: Draft By-Law 2007- 138, A By-Law to Adopt an Emergency Plan. Motion No. CW071219-26 Moved by Agnew, Seconded by Crawford It is recommended that Draft By-Law No. 2007-138, presented by Scott Cowden, Director of Fire and Emergency Services, re: A By-Law to Adopt an Emergency Plan be received; and further that the by-law be brought forward for Council's consideration. Carried. b} Report No. FD 2007-09, Scott Cowden, Director of Fire and Emergency Services re: School Crossing Guard Program. Motion No. CW071219.27 Moved by Coutanche, Seconded by Allison It is recommended that 1. Report No. FD 2007-09, Scott Cowden, Director of Fire and Emergency Services re: School Crossing Guard Program be received and adopted. 2. That the deployment of Crossing Guards at Moonstone and Warminster be continued for the morning and end of school day crossings far the balance of the 200712008 school year and that coverage times be reviewed and aligned appropriately. 3. That the School Principals and residents be advised that the 2n~ Nutrition Break Crossing Guard deployment at Moonstone Elementary School and the mid-day Cross Guard deployment at Warminster Elementary School will be eliminated in the New Year. 4. And Further That staff review and update agreements with the County and Province with respect to the School Crossing Guards Program. Carried. Page 11 Committee of the Whole Meeting -December 19, 2007 11. RECREATION AND COMMUNITY SERVICES: a) Report No. RC 2007-29, Shawn Binns, Manager of Recreation and Community Services re: North Simcoe ATV Club Request for By-Law to permit ATV use on Specific Municipal Roads. Motion No. CW071219-28 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. RC 2007-29, Shawn Binns, Manager of Recreation and Community Services re: North Simcoe ATV Club Request for By-Law to permit ATV use on Specific Municipal Roads be received and adopted. 2. That the North Simcoe ATV Club be encouraged to explore opportunities far land use agreements with private landowners minimizing the need for access to municipal roads. 3. That staff continue to work with North Simcoe ATV Club, the County of Simcoe, surrounding municipalities and residents to address risk management issues, parking and the development of a regional ATV trail. 4. That Council denies, at this time, the request of the North Simcoe ATV Club to permit ATV use on Municipal Road Allowances. 5. And Further That the North Simcoe ATV Club be notified Council's decision. Carried. b) Report No. RC 2007-30, Shawn Binns, Manager of Recreation and Community Services re: Ravines of Medonte Park Development. Motion No. CW071219-29 Moved by Evans, Seconded by Crawford It is recommended that 1. Report No. RC 2007-30, Shawn Binns, Manager of Recreation and Community Services re: Ravines of Medonte Park Development be received and adopted. 2. That the development of amulti-purposed pad within the Ravines of Medonte Park be approved as outlined in Report No. RC 2007-30, within the funds allocated in the 2007 Budget. 3. That a Township account be set up and tax receipts be issued for donations towards the Ravines of Medonte Parkland Development. 4. And Further That staff work with the residents and the Orillia Kinsmen to develop a final design of the Ravines of Medonte Park for Council's consideration. Carried. Page 12 Committee of the Whole Meeting -December 19, 2007 12. IN-CAMERA: Motion No. CW071219-30 Moved by Allison, Seconded by Coutanche It is recommended that we do now go In-Camera at 11:33 a.m. to discuss Property, Personnel and Legal Matters. Carried. Motion No. CW071219-31 Moved by Agnew, Seconded by Crawford It is recommended that we do now Rise and Report from In-Camera at 12:40 p.m. Carried. Council recessed. Students from Guthrie Public School presented seasonal songs. The students were lead by Melody Northrop, Principal; Lynn Dyck, Director-Music Teacher; Cassie Sage, Grade 3 Teacher; Kim Wand, Grade 3 Teacher and Kathleen Clarke, Grade 3 Teacher. Motion No. CW071219-32 Moved by Crawford, Seconded by Evans It is recommended that we do now go In-Camera at 1:30 p.m. to discuss Personnel Matters. Carried. Motion No. CW071219-33 Moved by Crawford, Seconded by Evans It is recommended that we do now Rise and Report from In-Camera at 2:23 p.m. Carried. Page 13 Committee of the Whole Meeting -December 19, 2007 a} Bruce Noppe, Director of Building and Planning Services, re: Property Matter. Motion No. GW071219-34 Moved by Coutanche, Seconded by Allison It is recommended that 1. Confidential Report No. BP 2007-60, presented by Bruce Hoppe, re: Property Matter (Oro Agricultural Society, Possible Boundary Adjustment, Part of Lot 15, Concession 8 (Oro}, 833 Line 7 South) be received and adopted. 2. That Council support, in principle, the conveyance of the lands denoted as Option #1 as outlined in Confidential Report No. BP 2007-60. 3. That staff be authorized to commission and deposit the requisite land survey. 4. That staff report back to Council once a legal description relating to same has been completed. 5. And Further That all casts associated be borne by the Oro Agricultural Society. Carried. b) Councillor Allison, re: Personnel Matter. Motion No. CW071219-35 Moved by Crawford, Seconded by Evans It is recommended that the confidential verbal information and confidential correspondence dated December 14, 2007 and presented by Councillor Allison, re: Personnel Matter (OMEGA Member) be received. Carried. c) Robin Dunn, Chief Administrative Officer, re: Personnel Matter. Motion No. CW071219-36 Moved by Allison, Seconded by Coutanche It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Acting Chief Building Official) be received and further that the Clerk bring forward the appropriate by-law for Council's consideration. Carried. Page 14 Committee of the Whole Meeting -December 19, 2007 d} Doug Irwin, Clerk, re: Legal Matter. Madan No. GW071219-37 Moved by Crawford, Seconded by Agnew It is recommended that Confidential Report No. ADM 2007-36, presented by Doug Irwin, Clerk, re: Legal Matter (Update} be received. Carried. e) Paul Gravelle, Treasurer, re: Legal Matter. Motion No. CW071219-38 Moved by Coutanche, Seconded by Allison It is recommended that the confidential verbal information and confidential correspondence dated December 17, 2007 presented by Paul Gravelle, Treasurer, re: Legal Matter (Part Lot 21 and Part of West Half of Lot 22, Concession 5, (Oro), Township of Oro-Medonte, Designated as Part on Reference Plan 51 R-25110, PIN 58550-0003 LT) be received. Carried. f) Deputy Mayor Hough, re: Personnel Matter. Motion No. CW071219-39 Moved by Cautanche, Seconded by Allison It is recommended that the confidential verbal information presented by Deputy Mayor Hough, re: Personnel Matter (Committee of Adjustment) be received. Carried. Page 15 Committee of the Whole Meeting -December 19, 2447 g) Mayor H.S. Hughes, re: Property Matter. Motion No. CW071219-40 Moved by Allison, Seconded by Coutanche It is recommended that the confidential verbal information presented by Mayor H.S. Hughes and Councillor Crawford, re: Property Matter (TRY Recycling) be received and referred to staff for investigation. Carried. h) Mayor N.S. Hughes, re: Personnel Matter. Refer to Motion No. CW071219-9. 13.ADJOURNMENT: Motion No. CW471219-41 Moved by Agnew, Seconded by Crawford It is recommended that we do now adjourn at 2:58 p.m. Carried. Mayor, H. . H hes ;- C rk,~J. bougYas Irwin .~m Page 16 Committee of the Whole Meeting -December 19, 2007