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06 18 2008 COW MinutesTOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Council Chambers Wednesday, June 18, 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: Rabin Dunn, Chief Administrative Officer; Paul Gravelle, Director of FinancelTreasurerlDeputy CAO; Doug Irwin, Director of Corporate ServiceslClerk; Bruce Hoppe, Director of Building and Planning Services; Scott Cowden, Director of Fire and Emergency Services; Tamara Obee, Human Resources Officer; Jerry Ball, Public Works Superintendent, Shawn Binns, Manager of Recreation and Community Services; Glenn White, Senior Planner Also Present: Mary Jane Sarjeant; S/Sgt. Dirk Cockburn, Barrie Detachment, OPP Mayor H.S. Hughes assumed the chair and called the meeting to order. 1. NOTICE OF ADDITIONS TO AGENDA Motion No. CW080618-1 Moved by Allison, Seconded by Coutanche It is recommended that the following items be added to the agenda for consideration: 14. IN-CAMERA: j) Mayor H.S. Hughes, re: Personal Matter (Volunteer Recruitment). Carried. 2. ADOPTION OF THE AGENDA Motion No. CW080618-2 Moved by Crawford, Seconded by Agnew It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, June 18, 2408 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" None declared. Motion No. CWO$0618-3 Maned by Coutanche, Seconded by Allison 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. 4. DEPUTATIONS: None. 5. CONSENT AGENDA: a) Mary E. (Betty) Veitch, correspondence dated June 1, 2008, re: Craighurst Secondary Plan. Staff Recommendation: Receipt. b) Barrie Public Library, minutes for meeting held on April 24, 2008. Staff Recommendation: Receipt. c) Ontario's Lake Country, minutes for meeting held on May 14, 2008. Staff Recommendation: Receipt. Motion No. CW080618-4 Moved by Coutanche, Seconded by Allison It is recommended that the staff recommendations with respect to the items listed under "Consent Agenda" be adopted as printed: a) Mary E. (Betty) Veitch, correspondence dated June 1, 2008, re: Craighurst Secondary Plan. Received. b) Barrie Public Library, minutes for meeting held on April 24, 2008. Received. c) Ontario's Lake Country, minutes for meeting held on May 14, 2008. Received. Carried. Page 2 Committee of the Whole Meeting Minutes -June 18, 2008 6. COMMUNICATIt~NS: a~ L.R.L. {Ric} Symmes and Glenna Joyce, correspondence dated June 1, 2Q08, re: Request for Temporary Stop Signs on the Town Line at Warminster Sideroad. Motion No. CW080618-5 Moved by Agnew, Seconded by Evans It is recommended that the correspondence dated June 1, 2Q08 from L.R.L. (Ric) Symmes and Glenna Joyce, re: Request for Temporary Stop Signs on the Town Line at Warminster Sideroad be received and referred to staff for a response. Carried. 7. REPQRTS QF MEMBERS QF CQUNCII_: a) Councillor Crawford and Councillor Agnew, re: NVCA Budget Expectations. Motion No. CWQ80618-6 Moved by Allison, Seconded by Coutanche It is recommended that the verbal information presented by Councillor Crawford and Councillor Agnew, re: NVCA Budget Expectations be received. And Whereas, the Council of the Township of Oro-Medonte wishes to have accountability for those levy funds provided to Nottawasaga Valley Conservation Authority (NVCA) from the Severn Sound Watershed. Now Therefore, Council requests that NVCA implement a reporting system that provides Oro-Medonte Council with feedback as to how levy funds from the Severn Sound Watershed portion of Oro-Medonte benefit the Township. And Further That Mayor Hughes and the Township NVCA representatives request a meeting with the NVCA Executive Committee to convey the request in person to the NVCA Board of Directors. Carried. b) Councillor Coutanche, re: Recommendations to Streamline OMEGA Processes. Motion No. CW080618-7 Moved by Crawford, Seconded by Agnew It is recommended that the verbal information presented by Councillor Coutanche, re: Recommendations to Streamline OMEGA Processes be received. Carried. Page 3 Committee of the whole Meeting Minutes -June 18, 2008 c} Councillor Agnew, re: Stormwater Management in Shanty Bay. Motion No. CW080618-8 Moved by Coutanche, Seconded by Allison It is recommended that the verbal information presented by Councillor Agnew, re: Stormwater Management in Shanty Bay be received. Carried. d) Councillor Agnew, re: Bass Lake Water Testing. Motion No. CW080618-9 Moved by Hough, Seconded by Evans It is recommended that the matter with respect to Councillor Agnew re: Bass Lake Water Testing be deferred to the July 16, 2008 Committee of the Whole meeting. Carried. Motion No. CW080618-10 Moved by Evans, Seconded by Crawford It is recommended that the verbal information presented by Councillor Agnew, re: Bass Lake Water Testing be received. Deferred. 8. FINANCE AND ADMINISTRATION: a) S/Sgt. Dirk Cockburn, Barrie Detachment, Ontario Provincial Police, re: Live Nation Canada Music Festival, August 2008, Burl's Creek. Motion No. CW080618-11 Moved by Allison, Seconded by Coutanche It is recommended that 1. The verbal information presented by S/Sgt. Dirk Cockburn, Barrie Detachment, Ontario Provincial Police, re: Live Nation Canada Music Festival, August 2008, Burl's Creek be received. 2. That Council supports the Live Nation Canada Music Festival at Burl's Creek Family Event Park on August 2-3, 2008. 3. And Further That the Ontario Provincial Police be authorized to utilize the Township offices as a Command Past far the Live Nation Canada Music Festival at Burl's Creek Family Event Park on August 2 - 4, 2008. Carried. Page 4 Committee of the Whole Meeting Minutes -June 18, 2448 b) Report No. TR2008-16, Paul Gravelle, Director of Finance/Treasurer/Deputy Chief Administrative Officer, re: Statement of Accaunts -May 2408. Motion No. CWO$061$-12 Moved by Crawford, Seconded by Agnew It is recommended that 1. Report No. TR2008-16, Paul Gravelle, Directar of Finance/Treasurer/Deputy Chief Administrative Officer, re: Statement of Accaunts -May 2008 be received. 2. And Further That the accaunts for the month of May, 2008, totaling $1,174,701.35 be received. Carried. c) Report No. TR2008-13, Paul Gravelle, Directar of Finance/Treasurer/ Deputy Chief Administrative Officer, re: Automailer bease. Motion No. CW080618-13 Moved by Coutanche, Seconded by Allison It is recommended that 1. Report No. TR2008-13, Paul Gravelle, Director of Finance/Treasurer/ Deputy Chief Administrative Officer, re: Automailer Lease be received and adopted. 2. The provisions of the Purchasing and Tendering Procedures by-law requiring quotes to be obtained be waived. 3. The municipality enter into a 66 month lease agreement with Mailing Innovations far the provision of a SECAP 4400 automailer including annual maintenance, parts and labour subject to satisfactory performance of the equipment during a trial run of the Final tax bills. 4. And Further that the appropriate by-law to authorize the lease be prepared and brought forward for Council's consideration. Carried. Page 5 Committee of the Whale Meeting Minutes -June 18, 2008 d} Report Na. TR2008-15, Paul Gravelle, Directar of FinancelTreasurerl Deputy Chief Administrative Officer, re: Renewal of Insurance Coverage. Motion No. CW080618-14 Moved by Agnew, Seconded by Crawford It is recommended that 1. Report No. TR2008-15, Paul Gravelle, Director of FinancefTreasurert Deputy Chief Administrative Officer, re: Renewal of Insurance Coverage be received and adopted. 2. And Further That the Township of Oro-Medonte renew its insurance coverage for the period of July 1, 2008 to July 1, 2009 with Frank Cowan & Company at the quoted premium of $213,007.08 including PST. Carried. e} Daug Irwin, Directar of Corporate Services/Clerk, re: By-law Enfarcement Pragram Development. Motion No. CWQ$061$-15 Moved by Allison, Seconded by Cautanche It is recommended that 1. Report No. ADM 2008-16, Doug Irwin, Director of Corporate ServiceslClerk, re: By-law Enforcement Program Development be received and adapted. 2. That staff be authorized to proceed with the development of a software package for the Township's By-law Enforcement activities, to a maximum of $4,000.00. 3. And Further That the expenditure be funded from the Working Fund. Carried. 9. PUBIC WORKS: a} Jerry Ball, Public Works Superintendent, memorandum dated May 28, 2008, re: Private Driveway, Mary Jane Sarjeant. Motion No. CW080618-16 was tabled to consider Item 7c}. Subsequent to Item 7c}, Motion No. CW080618-16 was voted on. Motion No. CWO$0618-16 Moved by Crawford, Seconded by Evans It is recommended that 1. The memorandum Correspondence dated May 28, 2008 from Jerry Ball, Public Works Superintendent, re: Private Driveway, Mary Jane Sarjeant be received. 2. And Further That the Public Works Superintendent advise the applicants that no further work be undertaken, at this time, with respect to the private driveway that is jointly owned by Ms. Sarjeant and Dr. Boeleau. Carried. Page 6 Committee of the Whole Meeting Minutes -June 18, 2008 b) Report PW2008-04, Jerry Ball, Public Works Superintendent, re: Municipal Fleet Vehicles. Madan No. GW080618-1? Moved by Coutanche, Seconded by Allison It is recommended that Report PW200$-04, Jerry Ball, Public Works Superintendent, re: Municipal Fleet Vehicles be received for information. Carried. 10. ENGINEERING & ENVIRUNMENTAI_ SERVICES: None. 11. DEVELOPMENT SERVICES: a} Report No. DS2008-038, Glenn White, Senior Planner, re: Homire Subdivision Proposed Red-Lined Revision, Part of Lot 5, Concession 14 (Medonte), File 43- OM-90046. Madan No. CW08061$-18 Moved by Evans, Seconded by Crawford It is recommended that 1. Report No. DS2008-38, Glenn White, Senior Planner, re: Homire Subdivision Proposed Red-Lined Revision, Part of Lot 5, Concession 14 (Medonte), File 43- OM-90046 be received and adopted. 2. And Further That the red-lined revisions respecting the draft plan of subdivision 43-OM-90046 be approved. Carried. Page 7 Committee of the Whole Meeting Minutes -June 18, 2008 b} Report No. DS2448-439, Glenn White, Senior Planner, re: 2448 Accessibility Plan -Township of Oro-Medonte. Mo#ion No. CW080fi18-19 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. DS2448-39, Glenn White, Senior Planner, re: 2448 Accessibility Plan -Township of Oro-Medonte be received and adopted. 2. That Schedule "A" of Report No. DS2408-39 be adapted as the 2448 Accessibility Plan -Township of Oro-Medonte. 3. That Report DS 2448-39 and attached Schedule "A" (2448 Accessibility Plan - Township of Oro-Medonte} be forwarded to the Ministry of Community and Social Services. 4. And Further That the recommended Accessibility Upgrades to Municipal Halls & Buildings, identified in the 2448 Accessibility Plan -Township of Oro-Medonte, be considered during the 2449 budget deliberations. Carried. c} Bruce Hoppe, Director of Development Services, re: Motion No. PAC4$4526-14, Planning Advisory Committee Meeting, May 26, 2448, Source Water Protection Committee [deferred from June 11, 2448 meeting]. Motion No. CW080618-2U Moved by Evans, Seconded by Crawford It is recommended that 1. The correspondence dated June 13, 2448 from Tom Kurtz, Planning Advisory Committee Member and presented by Bruce Hoppe, Director of Development Services, re: Motion No. PAC484526-14, Source Water Protection Committee be received. 2. And Further That the information be referred to staff for a report on the implications of the motion which reads, "the Township of Oro-Medonte request that the Ministry of Environment include Phase 1 of Horseshoe Valley Water Supply Systems in the Source Water Protection Committee work". Carried. Page 8 Committee of the Whole Meeting Minutes -June 18, 2008 12. EMERGENCY SERVICES: a} Report Na. FD2008-06, Scott Cowden, Director of Fire and Emergency Services, re: Report on Activities, April, 2008. Motion No. CW080618-21 Moved by Coutanche, Seconded by Allison It is recommended that Report No. FD2008-6, Scott Cowden, Director of Fire and Emergency Services, re: Report on Activities, April, 2008 be received for information only. Carried. b} Report No. FD2008-09, Scott Cowden, Director of Fire and Emergency Services, re: Report on Responses to Hazardous Materials in Simcoe County. Motion No. CW080618-22 Moved by Crawford, Seconded by Evans It is recommended that 1. Report No. FD2008-9, Scott Cowden, Director of Fire and Emergency Services, re: Report on Responses to Hazardous Materials in Simcoe County be received and adopted. 2. That Council supports, in principle, the provision of this program as outlined in Report No. FD2008-9. 3. And Further That the costs associated with the implementation of this program be referred to the 2009 budget deliberations. Carried. Page 9 Committee of the Whole Meeting Minutes -June 18, 2048 c) Scott Cowden, Director of Fire and Emergency Services re: Shanty Bay Public School Traffic and Student Volume Survey, Ridge Road [from June 11 h, 20fl8 meeting]. Motion No. CW484618-23 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. FD 2008-8, Scott Cowden, Director of Fire and Emergency Services re: Crossing Guards at Shanty Bay be received and adopted. 2. That the Township of ©ro-Medonte work with the County of Simcoe to extend the gravel footpath an the north side of Ridge Road West from the intersection of Q'Brien Street to the intersection of Line 2 South and Ridge Road West. 3. That, effective the end of June 2008, the Crossing Guard service at O'Brien Street and Ridge Road be discontinued. 4. That the Shanty Bay Public School and the Simcoe County District School Board be advised of the changes immediately. 5. And Further That the community at large be advised of the route change through the village. Carried. 13. RECREATION AND COMMUNITY SERVICES: a) Report No. RC2008-18, Shawn Binns, Manager of Recreation and Community Services, re: Hawkestone Canada Day Parade. Motion No. CW484618-24 Moved by Agnew, Seconded by Evans It is recommended that 1. Report No. RC2008-18, Shawn Binns, Manager of Recreation and Community Services, re: Hawkestone Canada Day Parade be received and adopted. 2. That an exemption to By-Law 2006-38 be granted to the Hawkestone and Area Community Association to hold a Canada Day Parade on Tuesday, July 1, 2008 commencing at 1:00 p.m. 3. And Further That the Public Works Superintendent and the Hawkestone and Area Community Association be notified of Council's decision. Carried. Page 10 Committee of the Whole Meeting Minutes -June 18, 2008 14. IN-CAMERA: Motion No. GW080618-25 Maned by Coutanche, Seeanded by Allison It is recommended that we do now go In-Camera at 9:07 a.m. to discuss Personnel Matters. Carried. Motion No. CW08Q618-26 Moved by Agnew, Seconded by Crawford It is recommended that we do now Rise and Report from In-Camera at 11:51 a.m. Carried. Item 14a) was dealt with at this time. Motion No. GW08061$-2? Moved by Allison, Seconded by Coutanche It is recommended that we do now go In-Camera at 3:32 p.m. to discuss Personnel, Personal, Legal and Property Matters. Carried. Motion No. CW08061$-28 Maned by Crawford, Seconded by Agnew It is recommended that we do now Rise and Report from In-Camera at 5:10 p.m. Carried. Page 11 Committee of the Whole Meeting Minutes -June 18, 2008 a) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Compensation and Performance Management) [from June 4th, meeting]. Tom Gazda, Gazda Houlne & Associates, participated by teleconference. Motion No. CW080618-29 Moved by Coutanche, Seconded by Allison It is recommended that 1. The confidential verbal information presented by Rabin Dunn, Chief Administrative Officer, re: Personnel Matter (Compensation and Performance Management) be received. 2. That, effective July 1, 2008, the Township establish 60th percentile of its comparator group as the Township's overall target pay position far its full-time positions. 3. That the Township implement the proposed 2008 salary structure, presented in Exhibit 199; and that this structure be utilized as the basis for placement of all non-union positions, including those not used as benchmarks in the survey. Carried. Motion No. GW080618-30 Moved by Evans, Seconded by Agnew It is recommended that the Township implement a revised policy of 5 days vacation or compensation in lieu of overtime. Carried. Motion No. CW080618-31 Moved by Allison, Seconded by Coutanche It is recommended that 1. The Township complete the implementation of the Township's Job Evaluation and Pay Equity Plan to determine gender neutrality and past the Pay Equity Plan as legally required. 2. That the CAO be authorized to engage a pay equity specialist to identify any pay equity adjustments. 3. And Further That the Funds be allocated from the Working fund. Carried. Page 12 Committee of the Whole Meeting Minutes -June 18, 2008 Motion No. GW080618-32 Moved by Evans, Seconded by Crawford It is recommended that 1. That expanded salary ranges to cover a Minimum, a Job Rate and a Maximum, as outlined in the confidential correspondence under Recommendation 4, be adapted. 2. That the Township adopt the proposed compensation policies, as outlined in Exhibit 202, and that the policies be formatted into the Township policy template. 3. That the Township extend the implementation of the Township's Performance Management Program below the level of the Senior Management Team. 4. That staff conduct a review of employee benefits provisions, where the Township does not have in place market competitive maximumsllimits; and that staff determine the cost of bringing the employee benefits in line with the market trend average and present to Council for consideration during the 2009 budget deliberations. 5. That the Township continues implementation of the planned organization realignment later in the year. 6. That the Township design and implement a communications program for all full-time employees explaining the Township compensation policies and changes to the salary structure. Carried. Council recessed at 1:20 p.m. for the Ian Thomson Memorial dedication at Brewis Park and resumed at 3:32 p.m. b) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Fire). Motion No. CW080618-33 Moved by Coutanche, Seconded by Allison It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Fire) be received. Carried. c) Tamara Obee, Human Resources Officer, re: Personnel Matter (Staffing Update). Motion No. CW080618-34 Moved by Crawford, Seconded by Evans It is recommended that the confidential verbal information presented by Tamara Obee, Human Resources Officer, re: Personnel Matter (Staffing Update) be received. Carried. Page 13 Committee of the Whole Meeting Minutes -June 18, 2008 d) Tamara Obee, Human Resources Officer, re: Personnel Matter (Facility Maintenance Lead Hand-Custodian). Motion No. CW080618-35 Moved by Allison, Seconded by Coutanche It is recommended that the confidential verbal information presented by Tamara Obee, Human Resources Officer, re: Personnel Matter (Facility Maintenance Lead Hand-Custodian) be received. Carried. e) Tamara Obee, Numan Resources Officer, re: Personnel Matter (Building Division). Motion No. CWO$Ofi18-36 Moved by Agnew, Seconded by Evans It is recommended that the matter with respect to Tamara Obee, Human Resources Officer, re: Personnel Matter (Building Division) be deferred to June 25, 2008. Carried. f) Paul Gravelle, Director of FinancelTreasurerlDeputy Chief Administrative Officer, re: Legal Matter (Plan 875 Block B). Motion No. CW080618-37 Moved by Coutanche, Seconded by Allison It is recommended that 1. Confidential Report No. TR2008-14, Paul Gravelle, Director of Finance/Treasurer/Deputy Chief Administrative Officer, re: Legal Matter (Plan 875 Block B) be received and adopted. 2. And Further That the recommendations as outlined in Confidential Report No. TR2008-14 be approved. Carried. Page 14 Committee of the Whole Meeting Minutes -June 18, 2008 g} Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Road Allowance between 2553 and 2599 Lakeshore Raad East, Stonehedge Holdings}. Motion No. CW080618.38 Moved by Agnew, Seconded by Crawford It is recommended that 1. Confidential Report ADM2008-014, Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Road Allowance between 2553 and 2599 Lakeshore Road East, Stonehedge Holdings) be received and adopted. 2. That the lands described as the road allowance between 2553 and 2599 Lakeshore Road East, being Part of Lot 21, Concession 14 (Oro}, PIN 58564-0005 (t_T), be declared surplus to the needs of the municipality, and conveyed to Stanehedge Holdings Inc. 3. That the Applicant be advised of Council's decision. 4. That the Clerk brings forward the appropriate by-law for Council's consideration. Defeated. h) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter {Unopened Section of Bay Street). Motion No. CWQ80618.39 Moved by Crawford, Seconded by Evans It is recommended that Confidential Report #ADM2008-015, Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Unopened Section of Bay Street) be received. That the Township of Oro-Medonte conditionally transfer the lands described as Part of Part 4, Plan 51 R-4441 from the assumed section of Bay Street to Ridge Raad to the Couchiching Conservancy for nominal consideration ($2.00} with the conditions that: 1. The Conservancy agrees it would not sell or transfer the property to any other party without the consent of the Township; 2. The Conservancy assumes management responsibility for trail development and maintenance on the property, at no cost to the Township, and shall permit unfettered access to Township staff or contractors to perform any necessary works for the maintenance and safe use of the adjacent roadway; 3. That if all or part of the property is required by the Township at a future date, the Conservancy would return the property to Township ownership for nominal consideration ($2.00), and that any compensation for documented management costs beyond the nominal consideration shall be at the sole discretion of Council; 4. And that all costs associated with the conditional transfer of the lands shall be the responsibility of the Couchiching Conservancy. Carried. Page 15 Committee of the Whole Meeting Minutes -June 18, 2008 i) Doug Irwin, Director of Corporate ServicesJClerk, re: Personal Matter (Recreation Technical Support Group). Motion No. CW08t)fi18-40 Moved by Allison, Seconded by Coutanche It is recommended that the confidential correspondence dated June 3, 2008 and verbal information presented by Doug Irwin, Director of Corporate ServicesJClerk, re: Personal Matter (Recreation Technical Support Group, Shiells) be received with regret. Carried. j) Mayor N.S. Hughes, re: Personal Matter (Volunteer Recruitment). Motion No. CW080fi18-41 Moved by Coutanche, Seconded by Allison It is recommended that the confidential verbal information presented by Mayor H.S. Hughes re: Personal Matter (Volunteer Recruitment) be received. Carried. 15. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 16. ANNOUNCEMENTS 17. ADJOURNMENT Motion No. CW08061$-42 Moved by Crawford, Seconded by Agnew It is recommended that we do now adjourn at 5:30 p.m. Carried. ~, ~,, ---- Clerk, J. Douglas Irwin Page 16 Committee of the Whole Meeting Minutes -June 18, 2008