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05 07 2008 COW MinutesTOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Council Chambers Wednesday, May 7, 2008 TIME: 9:05 a.m. 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: Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director of FinancelTreasurerJDeputy CAO; Doug Irwin, Director of Corporate Services/Clerk; Shawn Binns, Manager of Recreation and Community Services; Bruce Hoppe, Director of Building and Planning Services; Scott Cowden, Director of Fire and Emergency Services; Keith Mathieson, Director of Engineering and Environmental Services; Tamara 4bee, Human Resources Officer; Marie Brissette, Committee Co-ordinator Also Present: Warren Andrews, Sylvia Andrews Mayor H.S. Hughes assumed the chair and called the meeting to order. 1. NOTICE OF ADDITIONS TO AGENDA Motion No. CW08050~-1 Moved by Allison, Seconded by Coutanche It is recommended that the following items be added to the agenda for consideration: 7. REPORTS OF MEMBERS OF COUNCIL: e) Councillor Agnew, correspondence dated April 10, 2008 re: Ministry of Municipal Affairs and Housing, Greening Communities Across Qntario. f) Councillor Coutanche, re: 4th Line Park Volunteer Efforts. 12. EMERGENCY SERVICES: a) Scott Cowden, Director of Fire and Emergency Services, re: Incident Summary. 14. IN-CAMERA: g) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Building Dept.). h) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Process Review). i) Mayor H.S. Hughes, re: Legal Matter (Shanty Bay Community Hall). j) Mayor H.S. Hughes, re: Personnel Matter (Crossing Guards). Carried. 2. ADOPTION OF THE AGENDA Motion No. CW080507-2 Moved by Crawford, Seconded by Evans It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, May 7, 2008 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. CONSENT AGENDA: a) Midland Public Library Board minutes, meeting held an March 13, 2008. Staff Recommendation: Receipt. b) Lake Simcoe Region Conservation Authority, minutes of meeting held on March 28, 2008 and Board meeting highlights, April 25, 2008. Staff Recommendation: Receipt. c) Springwater Library Board minutes, meeting held on March 11, 2008. Staff Recommendation: Receipt. d} Oro-Medante History Association minutes, meeting held on March 17, 2008. Staff Recommendation: Receipt. e) Ontario's Lake Country minutes, meeting held on March 19, 2008. Staff Recommendation: Receipt. f) Janis Hamilton, Secretary, Oro-Medonte Horticultural Society, correspondence dated April 15, 2008 re: Letter of Appreciation. Staff Recammendation: Receipt. g) Dennis Roughley, Chair, Board of Health, Simcoe Muskoka District Health Unit, correspondence dated April 16, 2008 re: Improvements Needed in Provincial Air Quality Regulations. Staff Recommendation: Receipt. h} Nottawasaga Valley Conservation Authority, meeting highlights, April 11, 2008. Staff Recommendation: Receipt. i} Nelson Santos, Mayor, The Corporation of the Town of Kingsville, correspondence dated April 28, 2008 re: Kraft Hockeyville, 2008. Staff Recommendation: Receipt. j) Orillia Public Library Board, minutes of meetings held on March 26 and April 8, 2008 and 2007 Annual Report. Staff Recammendation: Receipt. Page 2 Committee of the Whale Meeting -May 7, 2008 5. CONSENT AGENDA: (Cont'd) Motion No, CW080507-3 Moved by Coutanche, Seconded by Allison It is recommended that the staff recommendations with respect to the items listed under "Consent Agenda" be adapted as printed: a) Midland Public Library Board minutes, meeting held an March 13, 2448. Received. b) Lake Simcoe Region Conservation Authority, minutes of meeting held on March 28, 2448 and Board meeting highlights, April 25, 2448. Received. c) Springwater Library Board minutes, meeting held on March 11, 2448. Received. d) Oro-Medonte History Association minutes, meeting held on March 17, 2448. Received. e) Ontario's Lake Country minutes, meeting held on March 19, 2048. Received. f) Janis Hamilton, Secretary, Oro-Medonte Horticultural Society, correspondence dated April 15, 2448 re: Letter of Appreciation. Received. g) Dennis Roughley, Chair, Board of Health, Simcoe Muskoka District Health Unit, correspondence dated April 16, 2048 re: Improvements Needed in Provincial Air Quality Regulations. Received. h) Nottawasaga Valley Conservation Authority, meeting highlights, April 11, 2048. Received. i) Nelson Santos, Mayor, The Corporation of the Town of Kingsville, correspondence dated April 28, 2448 re: Kraft Hockeyville, 2408. Received. j) Orillia Public Library Board, minutes of meetings held on March 26 and April 8, 2048 and 2407 Annual Report. Received. Carried. Page 3 Committee of the Whole Meeting -May 7, 2008 6. CC~MMUNICATIt~NS: a) Bernadette Jean, Owner/Operator, "Grover's Chip Truck", correspondence received April 29, 2008 re: Small Business Proposal, Bayview Memorial Park. Motion No. CW080507-4 Moved by Agnew, Seconded by Evans It is recommended that 1. The correspondence received April 29, 2008 from Bernadette Jean, OwnerlOperator, "Grover's Chip Truck", re: Small Business Proposal, Bayview Memorial Park be received. 2. That the request from Bernadette Jean to operate a fish and chip wagon at Bayview Memorial Park for the remainder of 2flfl8 year be approved immediately. 3. That Council exempts Bayview Memorial Park from By-Law No. 2003-32, Being a By-Law to License and to Regulate Refreshment Vehicles with respect to the application from Bernadette Jean, Owner/Operator, "Grover's Chip Truck". 4. That the Clerk bring forward the appropriate by-law for Council's consideration. 5. And Further That the applicant be advised of Council's decision. Carried. b) Doug Luker, Chief Administrative Officer/Clerk, Township of Tiny, correspondence dated April 16, 2008, re: Motion, 400th Anniversary -Arrival of Samuel de Champlain. Motion No. CW080507-5 Moved by Nough, Seconded by Agnew It is recommended that the correspondence dated April 16, 2008 from Doug Luker, Chief Administrative OfficerJClerk, Township of Tiny, re: Motion, 400th Anniversary - Arrival of Samuel de Champlain be deferred for clarification from Garfield Dunlop, MPP Simcoe. Carried. Page 4 Committee of the Whole Meeting -May 7, 2408 Motion No. GWO$0507-6 Maned by Allison, Seconded by Coutanche It is recommended that 1. The correspondence dated April 16, 2008 from Doug Luker, Chief Administrative OfficerlClerk, Township of Tiny, re: Motion, 400t" Anniversary -Arrival of Samuel de Champlain be received. 2. And Whereas the 400th Anniversary of the arrival of Samuel de Champlain - French explorer, founder and Father of Canada - to Huronia in Ontario on August 1, 1615 is approaching. 3. And Whereas on March 27, 2008, Garfield Dunlop, MPP of Simcoe North presented a resolution (schedule A, attached) at the Ontario Legislature asking for the support of all levels of government in order to commemorate this event. ~. Now Therefore, the Council of the Township of Oro-Medonte supports the above mentioned resolution. 5. And Further That Dalton McGuinty, Premier, the Ministry of Tourism, the Ministry of Culture, Garfield Dunlop, MPP Simcoe North and the Township of Tiny be notified of Council's decision. Deferred. c) Deborah Price Sherman, Administrator for the Board of Directors and Equity Members of the Indian Park Association, correspondence dated April 21, 2008, re: IPA Lands. Motion No. CWQ80507-? Moved by Agnew Seconded by Crawford It is recommended that 1. The correspondence dated April 21, 2008 from Deborah Price Sherman, Administrator for the Board of Directors and Equity Members of the Indian Park Association, re: IPA Lands be received. 2. And Further That staff liaise with IPA and report back to Council before July 1, 2008. Carried. Page 5 Committee of the Whole Meeting -May 7, 2008 d) Anson McQuarrie, correspondence dated April 14, 2008, re: Relief from By-Law Na. 2005-118, (Signs and Other Advertising Devices), 1681 Hwy. 11 S., Shanty Bay. Motion No. CW080507-8 Moved by Cautanche, Seconded by Allison It is recommended that the correspondence dated April 14, 2008 from Anson McQuarrie, re: Relief from By-Law Na. 2405-118, (Signs and Other Advertising Devices), 1681 Hwy. 11 S., Shanty Bay be received and referred to staff for a report. Carried. e) Gerald Heatherington, correspondence dated April 20, 2008, re: Heatherington Oro Station Property Road Allowance Conveyance. Motion Na CW080507-9 Moved by Crawford, Seconded by Agnew It is recommended that the correspondence dated April 20, 2008 from Gerald Heatherington, re: Heatherington Oro Station Property Road Allowance Conveyance be received and referred to staff for a report. Carried. f) John and Ingrid Pegg, correspondence dated April 30, 2008, re: Late Dag Tag Charge. Motion No. CW080507-10 Moved by Allison, Seconded by Coutanche It is recommended that 1. The correspondence dated April 30, 2008 from Jahn and Ingrid Pegg, re: Late Dog Tag Charge be received. 2. That Council waive the $10.00 late dog tag fee with respect to John and Ingrid Pegg's request. 3. That the Clerk bring forward the appropriate by-law for Council's consideration to amend Schedule "A" to By-Law No. 2008-030 to replace: "A late payment fee of $10.00 shall apply to every dog license purchased on or after March 1Sr" with "An additional $10.00 shall apply to every dog license purchased on or after March 1sr The additional fee shall not apply to new residents for the year in which they move into the Municipality or for new dogs, per household, acquired on or after March 1Sr in fhe year that the dog is acquired': 4. And Further That the applicants be advised of Council's decision. Carried. Page 6 Committee of the Whole Meeting -May 7, 2008 g} Jim Purnell, correspondence dated April 27, 2008 re: Ontario's Greenbelt. Correspondence dated April 28, 2008 from Spring Hedge Farm was distributed to members of Council and staff. Motion No. CW08050?-11 Moved by Agnew, Seconded by Evans It is recommended that the correspondence dated Apri127, 2008 from Jim Purnell, re: Ontario's Greenbelt be received. Carried. Item 14a} was dealt with at this time. Motion No. CW080507-12 Moved by Evans, Seconded by Crawford It is recommended that Rule 3.6 of Procedural By-law 2007-136 be suspended in order to allow the meeting to proceed past the normal adjournment hour of 1:00 p.m. Carried. 7. REPORTS OF MEMBERS OF COUNCIL: a} Mayor H.S. Hughes, re: Simcoe Area Growth Plan. Correspondence dated May 7, 2008 was distributed to members of Council. Motion No. CWO$Q5Q7-13 Moved by Evans, Seconded by Allison It is recommended that 1. The verbal information presented by Mayor H.S. Hughes, re: Simcoe Area Growth Plan be received. 2. And Whereas the draft Simcoe Area Growth Plan prepared by Hemson Consulting Ltd. with the accompanying draft Transportation Master Plan and Natural Heritage was presented by Mayor H.S. Hughes and Bruce Hoppe, Director of Building and Planning Services to the Planning Advisory Committee at the Special Planning Advisory Committee meeting held on May 5, 2008. 3. Now Therefore, Be it Resolved that the Council of the Township of Ora-Medonte endorses the correspondence dated May 7, 2008 from Mayor H.S. Hughes re: Proposed Simcoe Area Growth Plan to Glen Knox, Clerk, County of Simcoe. Carried. Page 7 Committee of the Whole Meeting -May 7, 2008 b) Mayor H.S. Hughes, re: Nottawasaga Valley Conservation Authority Budget. Mayor H.S. Hughes distributed correspondence to members of Council and staff. Motion No. CW080507-14 Maved by Allison, Seconded by Coutanche It is recommended that 1. The verbal information presented by Mayor H.S. Hughes, re: Nottawasaga Valley Conservation Authority Budget be received. 2. And Further That the Township's NVCA representatives proceed as directed by Council in consultation with staff. Carried. c) Councillor Coutanche, re: 2008 Canada Past Community Literacy Award. Motion No. CW0805U7-15 Moved by Evans, Seconded by Crawford It is recommended that the correspondence received March 26, 2008 and verbal information presented by Councillor Coutanche, re: 2008 Canada Post Community Literacy Award be received. Carried. d) Councillor Evans, re: Enabling Accessibility Fund through Human Resources and Social Development Canada. Motion No. CW080507-16 Maved by Cautanche, Seconded by Allison It is recommended that the verbal information presented by Councillor Evans, re: Enabling Accessibility Fund through Human Resources and Social Development Canada be received. Carried. Page 8 Committee of the Whole Meeting -May 7, 2008 e) Councillor Agnew, correspondence dated April 10, 2008 re: Ministry of Municipal Affairs and Housing, Greening Communities Across Ontario. Motion No. CWO$0507-1? Moved by Allison, Seconded by Coutanche It is recommended that the correspondence dated April 10, 2008 and presented by Councillor Agnew, re: Ministry of Municipal Affairs and Housing, Greening Communities Across Ontario be received. Carried. f) Councillor Coutanche, re: 4th Line Park Volunteer Efforts. Motion No. CW080507-1$ Moved by Evans, Seconded by Crawford It is recommended that the verbal information presented by Councillor Coutanche re: 4t" Line Park volunteer efforts be received. Carried. $. FINANCE AND ADMINISTRATION: None. 9. PUBLIC WORKS: None. 10. ENGINEERING & ENVIRONMENTAL SERVICES: None. Page 9 Committee of the Whole Meeting -May 7, 2008 Item 14h) was dealt with at this time. 11. BUILDING, PLANNING AND BY-LAW ENFORCEMENT: a) Report No. DS 2008-25, Bruce Hoppe, Director of Building and Planning Services re: Process Review -Building and Planning Department [from April 23, 2008 Meeting]. Motion No. CW080507-19 Moved by Crawford, Seconded by Evans It is recommended that Report No. DS 2008-25, Bruce Hoppe, Director of Building and Planning Services re: Process Review -Building and Planning Department be received. Carried. Motion No. GW08050?-20 Moved by Coutanche, Seconded by Allison It is recommended that Council adopts a `planning first philosophy' in respect of customer service respecting all building and planning related enquiries. Carried. Motion No. CW080507-21 Moved by Evans, Seconded by Agnew It is recommended that Gouncil support the establishment of a `complete submission policy' respecting all building permit applications, to be phased in over the second quarter of 2008 with full implementation as of September 1, 2008. Carried. Motion No. CW080507-22 Moved by Allison, Seconded by Coutanche It is recommended that staff conduct a detailed review of the current fee and building by-laws and report back to Council before June 30, 2008. Carried. Page 10 Committee of the Whole Meeting -May 7, 2008 Motion No. CW080507-23 Moved by Coutanche, Seconded by Allison It is recommended that Council supports the establishment of a 24-month contract By-law Enforcement Officer, and that same is recruited immediately. Carried. Motion No. CW08050?-24 Maned by Agnew, Seconded by Crawford It is recommended that staff report back at the end of the second quarter 2008 and provide a status update in respect of the implementation plan. Carried. Motion No. CW080507-25 Moved by Hough, Seconded by Allison It is recommended that the motion with respect to the renaming of the Development Services Department be deferred. Carried. Motion No. CW080507-26 Moved by Crawford, Seconded by Agnew It is recommended that the Building and Planning Services Department be known henceforth as the Development Services Department. Deferred. Page 11 Committee of the Whole Meeting -May 7, 2008 b) Report No. DS 2448-34, Bruce Hoppe, Director of Building and Planning Services re: Zoning By-law Amendment 2047-ZBA-11 (George Gaudet), West Part of Lot 25 Concession 14 (Ora), Township of Oro-Medonte. Motion No. CW080507-27 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. DS 204$-34, Bruce Hoppe, Director of Building and Planning Services re: Zoning By-law Amendment 2447-ZBA-11 (George Gaudet), West Part of Lot 25 Concession 14 (Oro), Township of Oro-Medonte be received and adopted. 2. That Zoning By-law Amendment Application 2447-ZBA-11 for George Gaudet, West Part of Lot 25, Concession 10, (Oro) Township of Oro-Medonte on Schedule A5 on the Zoning By-law 97-95 (as amended) from AgriculturallRural (AlRU) Zone to Shoreline Residential Hold (SR*H) Zone be approved. 3. And Further That the Clerk bring forward the appropriate By-law for Council's consideration. Carried. 12. EMERGENCY SERVICES: a) Scott Cowden, Director of Fire and Emergency Services, re: Incident Summary. Motion No. CW080507-28 Moved by Agnew, Seconded by Evans It is recommended that the verbal information presented by Scott Cowden, Director of Fire and Emergency Services, re: Incident Summary be received. Carried. Page 12 Committee of the Whole Meeting -May 7, 2008 13. RECREATION AND COMMUNITY SERVICES: a) Report No. RC 2008-14, Shawn Binns, Manager of Recreation and Community Services re: Draft Municipal Alcohol Policy far Township of Ora-Medante Premises and Events. Motion No. CW080507-29 Moved by Coutanche, Seconded by Allison It is recommended that 1. Report No. RC 2008-14, Shawn Binns, Manager of Recreation and Community Services re: Draft Municipal Alcohol Policy for Township of Oro-Medonte Premises and Events be received and adopted. 2. That the Municipal Alcohol Policy be approved with an implementation date of June 15, 2008. 3. And Further that the Municipal Alcohol Policy be renumbered accordingly. Carried. 14. IN-CAMERA: Council agreed not to move In-Camera and to hold the EducatianlTraining session in the public forum. Binders were distributed to Council, Clerk and the Chief Administrative Officer. a) Doug Irwin, Director of Corporate Services/Clerk, re: Educational/Training Session (Growth Plan for the Greater Golden Horseshoe). Motion No. CW080507-30 Moved by Crawford, Seconded by Evans It is recommended that the correspondence and information presented by Bram Westfall and Trevor Bingler, Ministry of Public Infrastructure Renewal, re: Educational/Training Session (Growth Plan far the Greater Golden Horseshoe) be received. Carried. Motion No. CW080507-31 Moved by Allison, Seconded by Coutanche It is recommended that we do now go In-Camera at 1:45 p.m. to discuss a Personnel Matter. Carried. Page 13 Committee of the Whole Meeting -May 7, 2008 Motion No. CW080507-32 Moved by Agnew, Seconded by Crawford It is recommended that we do now Rise and Report from In-Camera at 2:25 p.m. Carried. Item 14h) was dealt with at this time. Council consented to add a Property matter before going In-Camera. Motion No. CW080507-33 Moved by Coutanche, Seconded by Allison It is recommended that we do now go In-Camera at 3:31 p.m. to discuss Personal, Personnel, Legal, Property and Solicitor-Client Privilege Matters. Carried. Motion No. CW080507-34 Moved by Agnew, Seconded by Evans It is recommended that we do now Rise and Report from In-Camera at 4:39 p.m. Carried. b) Councillor Coutanche, re: Personal Matter (OMEGA Member). Motion No. CW080507-35 Moved by Coutanche, Seconded by Allison It is recommended that the confidential correspondence dated April 29, 2008 and confidential verbal information presented by Councillor Coutanche, re: Personal Matter (OMEGA Member) be received. Carried. Page 14 Committee of the Whole Meeting -May 7, 2008 c) Rabin Dunn, Chief Administrative Officer, re: Personnel Matter (Fire). Motion No. CW080507-36 Moved by Crawford Seconded by Agnew It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Fire) be received. Carried. d) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Performance Review Documentation). Motion No. CW080507-37 Moved by Allison, Seconded by Coutanche It is recommended that Confidential Report No. CAD 2008-005, Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Performance Review Documentation} be received. Carried. e) Rabin Dunn, Chief Administrative Officer, re: Solicitor-Client Privilege Matter (Fees). Motion No. CW080507-38 Moved by Evans, Seconded by Agnew It is recommended that the confidential correspondence dated March 12, 2008 presented by Robin Dunn, Chief Administrative Officer, re: Solicitor-Client Privilege Matter (Fees) be received and further that the CAO be authorized to proceed as directed by Council. Carried. f) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Public Works). Motion No. CW080507-39 Moved by Coutanche, Seconded by Allison It is recommended that the confidential correspondence dated April 29, 2008 presented by Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Public Works, McMaster} be received with regrets. Carried. Page 15 Committee of the Whole Meeting -May 7, 2008 g) Robin Dunn, Chief Administrative Ufficer, re: Personnel Matter (Building Dept.). Motion No. CW080507-40 Moved by Evans, Secanded by Crawford It is recommended that the confidential correspondence dated May 2, 2008 presented by Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Building Department, Dunsmore) be received with regrets. Carried. h) Robin Dunn, Chief Administrative C7fficer, re: Personnel Matter (Process Review). Motion No. CW08050?-41 Moved by Allison, Secanded by Coutanche It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Process Review) be received. Carried. i) Mayor H.S. Hughes, re: legal Matter (Shanty Bay Community Hall). Mayor H.S. Hughes distributed confidential draft correspondence dated April 30, 2008 to members of Council. Motion No. CW080507-42 Moved by Evans, Seconded by Crawford It is recommended that the confidential verbal information and draft correspondence dated April 30, 208 and presented by Mayor H.S. Hughes, re: legal Matter (Shanty Bay Community Hall) be received. Carried. Page 16 Committee of the Whole Meeting -May 7, 2448 j) Mayor H.S. Hughes, re: Personnel Matter (Crossing Guards). Mayor H.S. Hughes distributed confidential draft correspondence dated May 5, 2008 to members of Council. Motion No. CWO$0507-43 Moved by Crawford, Seconded by Evans It is recommended that the confidential verbal information and draft correspondence dated May 5, 2008 and presented by Mayor H.S. Hughes, re: Personnel Matter (Crossing Guards) be received. Carried. k) Robin Dunn, Chief Administrative Officer, re: Property Matter (Ontario Realty Corporation, ORC, Potentially Surplus Provincial Property, Project #7792, Edgar Adult Occupational Centre, 1552 Bass Lake Sideroad West; and Project #7793, Line 2 North). Motion No. CW080507-44 Moved by Evans, Seconded by Crawford It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Property Matter (Ontario Realty Corporation, ORC, Potentially Surplus Provincial Property, Project #7792, Edgar Adult Occupational Centre, 1552 Bass Lake Sideroad West; and Project #7793, Line 2 North) be received. Carried. 15. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 16. ANNOUNCEMENTS Page 17 Committee of the Whole Meeting -May 7, 2008 17. ADJQURNMENT Motion No. CWO£iC15U7-45 Moved by Crawford, Seconded by Evans It is recommended that we da now adjourn at 4:58 p.m. Carried. Mayor, H.S. F~ughes 1 f i I~ Clerk, J. Douglas Irwin l Page 18 Committee of the Whole Meeting -May 7, 2008