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11 05 2008 COW Minutes
TOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Council Chambers Wednesday, November 5, 2008 TIME: 9:02 a.m. Present: Mayor H.S. Hughes Councillor Mel Cautanche Councillor Terry Allison (left Q 12:05 p.m.) Councillor Sandy Agnew Councillor John Crawford Councillor Dwight Evans Regrets: Deputy Mayor Ralph Hough Staff Present: Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director of Finance/Treasurer/Deputy CAO; Doug Irwin, Director of Corporate ServiceslClerk; Andria Leigh, Director of Development Services; Shawn Binns, Director of Recreation and Community Services; Scott Cowden, Director of Fire & Emergency Services; Lisa McNiven, Manager of Engineering and Environmental Services; Tamara Obee, Human Resources Officer Also Present: Steve Sperling, Paul Perri, Paul Marshall, Joanna McEwen Mayor H.S. Hughes assumed the chair and called the meeting to order. 1. NOTICE OF ADDITIONS TO AGENDA Motion No. CW081105-1 Moved by Coutanche, Seconded by Allison It is recommended that the following items be added to the agenda far consideration: 7. REPORTS OF MEMBERS OF COUNCIL: e) Mayor H.S. Hughes, correspondence dated October 16, 2008 from Stephen Sperling and Paul Perri, re: Proposed Draft of Subdivision of all of lots 13 to 24 (inclusive), South Side of Adam Street; lots 13 to 24 (inclusive), North Side of Monk Street and Part of fats 13 to 16 (inclusive), South Side of Monk Street and Part of Adam Street, Monk Street, Colborne Street and McVity Street, Registered Plan No. 1, (Oro}, Township of Oro-Medonte. 13. IN-CAMERA: h) Mayor N.S. Hughes, re: Property Matter (TRY Recycling). Carried. 2. ADOPTION OF THE AGENDA Motion No. CWO$1105-2 Moved by Crawford, Seconded by Evans It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, November 5, 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) Nottawasaga Valley Conservation Authority, meeting minutes held on September 12, 2008 and meeting highlights for meeting held on October 17, 2008. Staff Recommendation: Receipt. b) Orval Hutchinson, President, Ora Agricultural Society, correspondence dated October 5, 2008 re: 2008 Heritage Day and Tractor Rally, Letter of Appreciation. Staff Recommendation: Receipt. c) Terry Downey, Ontario Federation of Labour, correspondence dated October 15, 2008 re: Proclamation Request, November 6, 2008, Community Social Service Workers Appreciation Day. Staff Recommendation: Receipt. d) Dennis Roughley, Chair, Simcoe Muskoka District Board of Health, correspondence dated October 24, 2008 re: SMDHU Anti-Idling Needs Assessment Survey. Staff Recommendation: Receipt. e) Springwater Public Library Board minutes, meeting held on September 9, 2008. Staff Recommendation: Receipt. f) Orillia Public Library Board minutes, meeting held on September 24, 2008. Staff Recommendation: Receipt. g) Midland Public Library Board minutes, meeting held on August 28, 2008. Staff Recommendation: Receipt. h) Barrie Public Library Board minutes, meetings held on May 29 and June 26, 2008. Staff Recommendation: Receipt. Page 2 Committee of the Whole Meeting Minutes -November 5, 2008 Motion No. CW081105-3 Moved by Allison, Seconded by Coutanche It is recommended that the staff recommendations with respect to the items listed under "Consent Agenda" be adopted as printed: a) Nottawasaga Valley Conservation Authority, meeting minutes held on September 12, 2008 and meeting highlights for meeting held on October 17, 2008. Received. b} Orval Hutchinson, President, Oro Agricultural Society, correspondence dated October 5, 2008 re: 2008 Heritage Day and Tractor Rally, Letter of Appreciation. Received. c) Terry Downey, Ontario Federation of Labour, correspondence dated October 15, 2008 re: Proclamation Request, November 6, 2008, Community Social Service Workers Appreciation Day. Received. d} Dennis Roughley, Chair, Simcoe Muskoka District Board of Health, correspondence dated October 24, 2008 re: SMDHU Anti-Idling Needs Assessment Survey. Received. e) Springwater Public Library Board minutes, meeting held on September 9, 2008. Received. f) Orillia Public Library Board minutes, meeting held on September 24, 2008. Received. g) Midland Public Library Board minutes, meeting held on August 28, 2008. Received. h) Barrie Public Library Board minutes, meetings held on May 29 and June 26, 2008. Received. Carried. 6. COMMUNICATIONS: a) Sue Bragg, Gaviller & Company LLP, correspondence dated October 23, 2008 re: Audit Letter. Motion No. CW081105-4 Moved by Agnew, Seconded by Crawford It is recommended that the correspondence dated October 23, 2008 from Sue Bragg, Gaviller & Company LLP, re: Audit Letter be received. Carried. Page 3 Committee of the Whole Meeting Minutes -November 5, 2008 7. REPORTS OF MEMEERS OF COUNCIL: a) Councillor Agnew, correspondence received October 21, 2008 from Joanna McEwen and Paul Marshall re: Rail Trail Project. Council consented to allow Paul Marshall and Joanna McEwen to speak on the matter. Motion Ri'o. CWtJ81105-5 Moved by Coutanche, Seconded by Allison It is recommended that the correspondence received October 21, 2008 from Joanna McEwen and Paul Marshall and verbal information presented by Councillor Agnew re: Rail Trail Project be received. Carried. b) Councillor Evans, re: Status of Outstanding Subdivision Applications. Motion No. CW0811 Q5-6 Moved by Allison, Seconded by Coutanche It is recommended that the verbal information presented by Councillor Evans re: Status of Outstanding Subdivision Applications be received. Carried. c) Councillor Coutanche, re: Task Follow-Up Process/Tracking. Motion No. CWQ81105-? Moved by Agnew, Seconded by Crawford It is recommended that the verbal information presented by Councillor Coutanche, re: Task Follow-Up Process/Tracking be received. Carried. Page 4 Committee of the Whole Meeting Minutes -November 5, 2008 d} Mayor H.S. Hughes, re: Council Appointments to Boards and Advisory Groups. Motion No. CWO$1105-8 Moved by Coutanche, Seconded by Allison It is recommended that 1. The verbal information presented by Mayor H.S. Hughes, re: Council Appointments to Boards and Advisory Groups be received. 2. That John Crawford and Mel Coutanche be appointed fora 16 month period effective June 1, 2009 as the Council members for the Site Plan Technical Support Group. Carried. e) Mayor H.S. Hughes, correspondence dated October 16, 2008 from Stephen Sperling and Paul Perri, re: Proposed Draft of Subdivision of all of Lots 13 to 24 (inclusive), South Side of Adam Street; Lots 13 to 24 (inclusive), North Side of Monk Street and Part of Lots 13 to 16 (inclusive), South Side of Mank Street and Part of Adam Street, Monk Street, Colborne Street and McVity Street, Registered Plan No. 1, (Oro), Township of Ora-Medonte. Motion No. CW081105-9 Moved by Crawford, Seconded by Agnew It is recommended that the correspondence dated October 16, 2008 from Stephen Sperling and Paul Perri and verbal information presented by Mayor H.S. Hughes, re: Proposed Draft of Subdivision of all of Lots 13 to 24 (inclusive), South Side of Adam Street; Lots 13 to 24 (inclusive), North Side of Monk Street and Part of Lots 13 to 16 (inclusive), South Side of Monk Street and Part of Adam Street, Monk Street, Colborne Street and McVity Street, Registered Plan No. 1, (Oro), Township of Oro- Medonte be received. Carried. Page 5 Committee of the Whole Meeting Minutes -November 5, 2008 8. FINANCE AND ADMINISTRATION: a} Report No. ADM 2008-029, Doug Irwin, Director of Corporate ServiceslClerk, re: Unopened Road Allowance -Line 2 North, North of Blueberry Marsh Road to Hummingbird Nill Road. Motion No. CW081105-10 Moved by Evans, Seconded by Crawford It is recommended that 1. Report No. ADM 2008-029, Doug Irwin, Director of Corporate Services/Clerk, re: Unopened Road Allowance -Line 2 North, North of Blueberry Marsh Road to Hummingbird Hill Road be received and adopted. 2. That the request to prohibit vehicle traffic on the unopened section of Line 2 North, North of Blueberry Marsh Road to Hummingbird Hill Road, be denied. 3. And Further That the applicant and abutting owners be advised of Council's decision. Carried. b} Report No. ADM 2008-030, Doug Irwin, Director of Corporate Services/Clerk, re: Closed Meeting Investigator Appointment Renewal, 2009. Motion No. CW081105-11 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. ADM 2008-030, Doug Irwin, Director of Corporate Services/Clerk, re: Closed Meeting Investigator Appointment Renewal, 2009 be received and adopted. 2. That the Township of Oro-Medonte, for 2009, continue to participate under the same terms and conditions as outlined in the agreement between the Corporation of the County of Simcoe and JGM Consulting. 3. And Further That staff advise the County of Simcoe, immediately, of Council's decision. Carried. Page 6 Committee of the whole Meeting Minutes -November 5, 2008 9. TRANSPORTATION AND ENVIRONMENTAL SERVICES: a) Jerry Ball, Director of Transportation and Environmental Services, memorandum correspondence dated October 28, 2008 re: Ontario Small Waterworks Assistance Program -Part 2 (OSWAP-2). Motion No. CW081105-12 Moved by Evans, Seconded by Crawford It is recommended that the memorandum correspondence dated October 28, 2008 from Jerry Ball, Director of Transportation and Environmental Services, re: Ontario Small Waterworks Assistance Program -Part 2 (OSWAP-2) be received. Carried. 10. DEVELOPMENT SERVICES: a) Report No. DS 2008-75, Andria Leigh, Directar of Development Services, re: Craighurst Development Option Plans. Motion No. CW081105-13 Moved by Coutanche, Seconded by Allison It is recommended that 1. Report No. DS 2008-75, Andria Leigh, Directar of Development Services, re: Craighurst Development Option Plans be received and adapted. 2. That the draft Development Options A-C prepared by Meridian Planning dated October 28, 2008 be received for discussion purposes. 3. And Further That an Open House be scheduled on or about Tuesday December 2, 2008 to review and obtain input regarding the draft Development Options from the Craighurst community. Carried. Page 7 Committee of the Whole Meeting Minutes -November 5, 2008 b) Report No. DS 2008-76, Andria Leigh, Director of Development Services, re: Zoning By-Law Amendment 2008-ZBA-12, Township Lands, Part of Block 104, Plan M-368, Concession 7 (Oro). Mo#ian No. CW081105-14 Moved by Crawford, Seconded by Evans It is recommended that 1. Report No. DS 2008-76, Andria Leigh, Director of Development Services, re: Zoning By-Law Amendment 2008-ZBA-12, Township Lands, Part of Black 104, Plan M-368, Concession 7 (Oro) be received and adopted. 2. That Zoning By-law Amendment Application 2008-ZBA-12 for Part of Block 104, Plan M-368, being RP 51 R-28724, Parts 11 & 14, and RP 51 R-18471, Part 1, Concession 7 (Former Township of Oro), now in the Township of Oro-Medonte on Schedule A16 of the Zoning By-law 97-95 (as amended) from the Private Recreational Exception (PR*114) Zone to the Residential One (R1) Zone be approved. 3. And Further That the Clerk bring forward the appropriate By-law for Council's consideration. Carried. 11. EMERGENCY SERVICES: a) Scott Cowden, Director of Fire & Emergency Services, memorandum correspondence dated October 28, 2008 re: Christmas Shutdown and Renovations at the Township Office, December, 2008. Motion No. CWO$1105-15 Moved by Coutanche, Seconded by Allison It is recommended that the memorandum correspondence dated October 28, 200$ from Scott Cowden, Director of Fire & Emergency Services, re: Christmas Shutdown and Renovations at the Township Office, December, 2008 be received. Carried. Page 8 Committee of the Whole Meeting Minutes -November 5, 2008 12. RECREATION AND COMMUNITY SERVICES: a) Report No. RC 2008-26, Shawn Binns, Director of Recreation and Community Services, re: Request for GrantlSubsidy, Ontario Provincial Police, Orillia. Motion No. CW081105-16 Moved by Agnew, Seconded by Evans It is recommended that 1. Report No. RC 2008-26, Shawn Binns, Director of Recreation and Community Services, re: Request for GrantlSubsidy, Ontario Provincial Police, Orillia be received and adapted. 2. That the Ontario Provincial Police be requested to submit the applicable fee of $260.00 for rental of the Oro-Medonte Community Centre on April 3, 2009 in accordance with the Township policy. 3. And Further That the Ontario Provincial Police be notified of Council's decision. Defeated. b) Report No. RC 2008-27, Shawn Binns, Director of Recreation and Community Services, re: Request for Exemption -Warminster Annual Santa Claus Parade. Motion No. CW081105-17 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. RC 2008-27, Shawn Binns, Director of Recreation and Community Services, re: Request far Exemption -Warminster Annual Santa Claus Parade be received and adopted. 2. That an exemption to By-law 2006-38 be granted for the Warminster Santa Claus Parade to be held on Sunday, December 21, 2008 at 2:00 p.m. 3. And Further That the applicant be advised of Council's decision. Carried. Page 9 Committee of the Whole Meeting Minutes -November 5, 2008 c) Report No. RC 2008-28, Shawn Binns, Director of Recreation and Community Services, re: Request for Grant/Subsidy, Ora-Medonte 77's. Motion No. CW0811 D5-18 Moved by Agnew, Seconded by Crawford It is recommended that 1. Report No. RC 2008-28, Shawn Binns, Director of Recreation and Community Services, re: Request for GrantlSubsidy, Oro-Medonte 77's be received and adopted. 2. The Oro-Medonte 77s be requested to submit the applicable fee of $2,624.00 for the banquet hall rental during the 2008!2009 hockey season in accordance with the Township policy. 3. And Further That the applicant be notified of Council's decision. Defeated. d) Report No. RC 2008-29, Shawn Binns, Director of Recreation and Community Services, re: Tender RC2008-05, Snow Removal, 2008!09, 2009, 2010 Oro- Medonte Administration Centre, Moonstone Fire Hall, Sweetwater Park, Shelswell Park. Motion No. CW0811 Q5-19 Moved by Coutanche, Seconded by Allison It is recommended that 1. Report No. RC 2008-29, Shawn Binns, Director of Recreation and Community Services, re: Tender RC2008-05, Snow Removal, 2008!09, 2009, 2010 Oro- Medonte Administration Centre, Moonstone Fire Hall, Sweetwater Park, Shelswell Park be received and adopted. 2. That Tender RC2008-05 be awarded to Daly Custom Landscaping far snow removal 2008!2009, 2009!2010 at the Oro-Medonte Administration Office in the amount of $11,077.50 plus GST. 3. That Tender RC2008-05 be awarded to Ron Burton and Sons for snow removal 2008!2009, 2009!2010 at the Moonstone Fire Hall in the amount of $8,400 plus GST. 4. That Tender RC2008-05 be awarded to Evergreen Landscaping for snow removal 2008!2009, 2009/2010 at Sweetwater Park in the amount of $1,950 plus GST. 5. That Tender RC2008-05 be awarded to Orville Hutchinson far snow removal 2008!2009, 2009!2010 at Shelswell Park in the amount of $1,700 plus GST. 6. That the Director of Corporate Services bring forward the appropriate By-Laws to execute the agreements. 7. And Further That the applicants be advised of Council's decision accordingly. Carried. Page 10 Committee of the Whole Meeting Minutes -November 5, 2008 e} Report No. RC 2008-30, Shawn Binns, Director of Recreation and Community Services, re: ©ntario Federation of Snowmobile Clubs -Trail Requests. Motion No. CWO$1105-20 Moved by Crawford, Seconded by Agnew It is recommended that 1. Report No. RC 2008-30, Shawn Binns, Director of Recreation and Community Services, re: Ontario Federation of Snowmobile Clubs -Trail Requests be received and adopted. 2. That Council give consideration to the execution of a two year agreement with the ©rillia District Snowmobile Club and the Sno Voyageur Club with amendments to the memorandum of understanding to include an annual inclusive contribution of $1,000 to the Public Works Reserve Fund and the addition of a damage to municipal property clause. 3. That the Orillia Snowmobile Club be permitted to install two 4' by 10' tourism information signs at Line 5 and Line 12 along the Rail Trail, at specific locations, to be determined by the Director of Recreation and Community Services. 4. That the Clerk bring forward the appropriate by-law far Council's consideration. 5. And Further That the Orillia District Snowmobile Club and the Sno Voyageurs Club be notified of Gouncil's decision. Carried. 13. IN-CAMERA: Motion No. CW081105-21 Moved by Evans, Seconded by Coutanche It is recommended that we do now go In-Camera at 12:07 p.m. to discuss Legal, Personnel and Property Matters. Carried. Motion No. CW081105-22 Moved by Evans, Seconded by Agnew It is recommended that we do now Rise and Report from In-Camera at 12:55 p.m. Carried. Page 11 Committee of the Whole Meeting Minutes -November 5, 2008 Motion No. CW081105-23 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. Motion No. CW081105-24 Moved by Crawford, Seconded by Agnew It is recommended that we do now go In-Camera at 12:56 p.m. to discuss Personnel and Property Matters. Carried. Motion No. CW081105-25 Moved by Agnew, Seconded by Crawford It is recommended that we do now Rise and Report from In-Camera at 1:37 p.m. Carried. a) Robin Dunn, Chief Administrative Officer, re: Legal Matter (Insurance Claim). Motion No. CW081105-26 Moved by Agnew, Seconded by Coutanche It is recommended that the confidential correspondence dated November 3, 2008 and confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Legal Matter (Insurance Claim) be received. Carried. Page 12 Committee of the Whole Meeting Minutes -M1Jovember 5, 2008 b) Rabin Dunn, Chief Administrative Officer, re: Legal Matter (Lake Simcoe Regional Airport). Motion Na. CW0811 U5-27 Maned by Evans, Seconded by Crawford It is recommended that 1. The confidential correspondence dated October 20, November 4 and 5, 2008 and confidential verbal information presented by Robin Dunn, Ghief Administrative Officer, re: [regal Matter (Lake Simcoe Regional Airport) be received. 2. That the Township of Oro-Medonte, immediately, agrees to amend the joint venture agreement for the Lake Simcoe Regional Airport governance. 3. That a new governance made) and structure be developed forthwith. 4. And That the revised governance model be presented to the appropriate Councils far their consideration. Carried. c) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Pay Equity Audit). Motion No. CW0811 Q5-28 Moved by Coutanche, Seconded by Agnew It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Pay Equity Audit) be received; and further that the costs associated with the Pay Equity Audit be an overrun to the 2008 budget. Carried. Page 13 Committee of the Whole Meeting Minutes -November 5, 2008 d} Andria Leigh, Director of Development Services re: Legal Matter (OMB Hearing, 8882 Highway 12, Applications 2008-B-20, 2008-B-21 and 2008-A-17}. Motion No. GWO$1105-29 Moved by Crawford, Seconded by Evans It is recommended that 1. Confidential Report No. DS 2008-74, Andria Leigh, Director of Development Services re: Legal Matter (OMB Hearing, - Oldfield 8882 Highway 12, Applications 2008-B-20, 2008-B-21 and 2008-A-17) be received and adopted. 2. And Further That the Director of Development Services appear, on behalf of the Township, at the December 16, 2008 Ontario Municipal Board hearing to provide background information regarding the applications to the Board. Carried. e) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Colborne Street Deviation). Motion No. CW081105-30 Moved by Evans, Seconded by Coutanche It is recommended that 1. Confidential Report No. ADM 2008-032, Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Colborne Street Deviation) be received and adopted. 2. That Parts 1, 3, 5 and 6 on Plan 51 R-36227, and Part 3 an Plan 51 R-34654 be declared surplus to the municipality. 3. That Part 6, Plan 51 R-36227 be subject to a drainage easement in favour of the Township. 4. That Parts 1 and 6, Plan 51 R-36227, be transferred to the owner of 51 Barrie Terrace at a land value cost of $30,000.00 5. That Parts 3 and 5, Plan 51 R-36227, and Part 3, Plan 51 R-34654, be transferred to the owner of 57 Barrie Terrace at a land value cost of $30,000.00 6. That, upon completion of the land transfers, the owners of 51 and 57 Barrie Terrace be responsible to erect a boundary fence, including all costs associated with the fence, delineating the new boundary of their private property from the Township's public property. 7. That the Clerk bring forward the appropriate by-law far Council's consideration. 8. And Further that the applicants be advised of Council's decision. Carried. Page 14 Committee of the Whole Meeting Minutes -November 5, 2008 f} Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Request to Purchase Road Allowances - Markov}. This item was withdrawn. g) Doug Irwin, Director of Corporate ServiceslClerk, re: Property Matter (Request to Purchase Road Allowances - Heatherington). This item was withdrawn. h) Mayor H.S. Hughes, re: Property Matter (TRY Recycling). Mahon No. CW081105-31 Moved by Crawford, Seconded by Evans It is recommended that the verbal information presented by Mayor H.S. Hughes re: Property Matter (TRY Recycling) be received. Carried. 14. QUESTIONS FROM THE PUBLIG CLARIFYING AN AGENDA ITEM 15. ANNOUNCEMENTS 16. ADJOURNMENT Motion No. CW081105-32 Moved by Agnew, Seconded by Coutanche It is recommended that we do now adjourn at 2:09 p.m. Carried. ~ ~~ Ntayor, H.S. Hughes ,~ ;~ -~ Cle , J. Dougfias Irwin Page 15 Committee of the Whole Meeting Minutes -November 5, 2008