01 21 2009 COW MinutesTOWNSHIP OF ORO-MEDONTE
REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES
Council Chambers
Wednesday, January 21, 2009 TIME: 9:00 a.m.
Present: Mayor H.S. Hughes
Deputy Mayor Ralph Hough
Councillor Mel Coutanche
Councillor Terry Allison (left at 3:27 p.m.)
Councillor Sandy Agnew
Councillor John Crawford
Councillor Dwight Evans
Staff Present: Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director of
FinancelTreasurer/Deputy CAO; Doug Irwin, Director of Corporate
ServiceslClerk; Andria Leigh, Director of Development Services; Jerry
Ball, Director of Transportation and Environmental Services; Scott
Cowden, Director of Fire & Emergency Services; Gary Skelding, Chief
Municipal Law Enforcement Officer; Shawn Binns, Director of
Recreation and Community Services; Tamara Obee, Human
Resources Officer; Kees Kurt, Hicks Morley
Also Present: Bill Stonkus, Murray McDonnell
Mayor H.S. Hughes assumed the chair and called the meeting to order.
1. NOTICE OF ADDITIONS TO AGENDA
Motion No. CW090121-1
Moved by Crawford, Seconded by Agnew
It is recommended that the following items be added to the agenda for consideration:
None.
Carried.
2. ADOPTION OF THE AGENDA
Motion No. CW090121-2
Moved by Coutanche, Seconded by Allison
It is recommended that the agenda for the Committee of the Whole meeting of
Wednesday, January 21, 2009 be received and adopted.
Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF: - "IN ACCORDANCE WITH THE ACT"
None declared.
Motion No. CW090121-3
Moved by Allison, Seconded by Coutanche
It is recommended that Rule 3.6 of Procedural By-law 2008-109 be suspended in
order to allow the meeting to proceed past the normal adjournment hour of 1:00 p.m.
Carried.
Motion No. CW090121-4
Moved by Evans, Seconded by Crawford
It is recommended that we do now go In-Camera at 9:05 a.m. to discuss Personnel,
Personal, and Property Matters.
Carried.
Motion No. CW090121-5
Moved by Coutanche, Seconded by Allison
It is recommended that we do now Rise and Report from In-Camera at 10:30 a.m.
Carried.
Refer to Items 13a)-g).
4. DEPUTATIONS:
None.
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Committee of the Whole Meeting Minutes -January 21, 2009
5. CONSENT AGENDA:
a) Janis Hamilton, Secretary, Oro-Medonte Horticultural Society, correspondence dated
December 10, 2008 re: Letters of Appreciation.
Staff Recommendation: Receipt.
b) Andrea Fay, Clerk, Town of Midland, correspondence dated December 16, 2008; Janice
McKinnon, Clerk, Township of Ramara, correspondence dated January 5, 2009; Sharon
Goerke, Deputy Clerk, Township of Severn, correspondence dated January 9, 2009 re:
County Bulky Item Waste Collection.
Staff Recommendation: Receipt.
c) Nottawasaga Valley Conservation Authority, Press Release dated January 12, 2009 re:
Councillor Benotto of Shelburne Elected as Conservation Authority Chair; and Highlights
of January 9, 2009 Meeting.
Staff Recommendation: Receipt.
Motion No. CW090121-6
Moved by Agnew, Seconded by Crawford
It is recommended that the staff recommendations with respect to the items listed under
"Consent Agenda" be adopted as printed:
a) Janis Hamilton, Secretary, Oro-Medonte Horticultural Society, correspondence dated
December 10, 2008 re: Letters of Appreciation.
Received.
b} Andrea Fay, Clerk, Town of Midland, correspondence dated December 16, 2008; Janice
McKinnon, Clerk, Township of Ramara, correspondence dated January 5, 2009; Sharon
Goerke, Deputy Clerk, Township of Severn, correspondence dated January 9, 2009 re:
County Bulky Item Waste Collection.
Received.
c} Nottawasaga Valley Conservation Authority, Press Release dated January 12, 2009 re:
Councillor Benotto of Shelburne Elected as Conservation Authority Chair; and Highlights
of January 9, 2009 Meeting.
Received.
Carried.
6. COMMUNICATIONS:
a) Wayne Wilson, CAO/Secretary-Treasurer, Nottawasaga Valley Conservation Authority,
correspondence dated January 14, 2009 re: 2009 NVCA Budget Presentation Follow-Up
and correspondence dated January 12, 2009 re: Oro-Medonte Response to Draft 2009
NVCA Budget.
Motion No. CW090121-7
Moved by Allison, Seconded by Coutanche
It is recommended that the correspondence dated January 14, 2009 from Wayne Wilson,
CAO/Secretary-Treasurer, Nottawasaga Valley Conservation Authority, re: 2009 NVCA
Budget Presentation Follow-Up and correspondence dated January 12, 2009 re: Oro-
Medante Response to Draft 2009 NVCA Budget be received.
Carried.
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Committee of the Whole Meeting Minutes -January 21, 2009
b} Mike Galloway, Clerk, Township of Essa, correspondence dated December 19,
2008 re: NVCA Draft Budget and Municipal Levy re: 2009 NVCA Draft Budget
and Municipal Levy.
Additional correspondence was distributed to Council and staff.
Motion No. CWQ90121-8
Moved by Crawford, Seconded by Agnew
It is recommended that the correspondence dated December 19, 2008 from Mike
Galloway, Clerk, Township of Essa and correspondence dated January 15, 2009
fram Robert Campbell, Clerk, Tawnship of Clearview, re: 2009 NVCA Draft Budget
and Municipal Levy be received.
Carried.
c} David Parks, Chair, Severn Sound Source Protection Authority, SSEA,
correspondence dated December 22, 2008 re: Request for Support, Expanded
2008-2009 Ontario Drinking Water Source Protection Stewardship Program
(ODWSP}.
Motion No. CWp90121-9
Moved by Agnew, Seconded by Evans
It is recommended that
1. The correspondence dated December 22, 2008 from David Parks, Chair, Severn
Sound Source Protection Authority, SSEA, re: Request for Support, Expanded
2008-2009 Ontario Drinking Water Source Protection Stewardship Program
(ODWSP) be received.
2. That the Tawnship of Oro-Medante adapts the draft Two Year Time of Travel
Zones around all the current municipal production wells, as identified in the
December 22, 2008 correspondence from Severn Sound Environmental
Association, far the purposes of the Ontario Drinking Water Stewardship
Program.
3. And that the SSEA, LSRCA and NVCA be advised of Council's decision.
Carried.
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Committee of the Whole Meeting Minutes ~lanuary 21, 2009
d) Oro-Medonte History Association, minutes of meetings held on September 22,
October 26 and November 24, 2008.
Motion No. CW090121-10
Moved by Coutanche, Seconded by Allison
It is recommended that the minutes of the Oro-Medonte History Association meetings
held on September 22, October 26 and November 24, 2008 be received.
Carried.
Motion No. CW090121-11
Moved by Allison, Seconded by Coutanche
It is recommended that staff investigate the options available to individual
landowners who have buildings of historic interest on their property for their
preservation.
Carried.
7. REPORTS OF MEMBERS OF COUNCIL:
a) Mayor H.S. Hughes, re: 2008 In Review - 2009 Direction.
Mayor H.S. Hughes distributed correspondence to Council and staff.
Motion No. CW090121-12
Moved by Agnew, Seconded by Crawford
It is recommended that the verbal information presented by Mayor H.S. Hughes, re:
2008 In Review - 2009 Direction be received.
Carried.
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Committee of the Whale Meeting Minutes -January 21, 2009
b) Mayor H.S. Hughes, correspondence dated December 23, 2008 from Murray
Cayley, Adjutant, The Honourable Guard of the Grey &Simcoe Foresters
Regiment, re: Request for Support.
Motion No. CW090121-13
Moved by Coutanche, Seconded by Allison
It is recommended that the correspondence dated December 23, 2008 from Murray
Cayley, Adjutant, The Honourable Guard of the Grey &Simcoe Foresters Regiment
and verbal infarmation presented by Mayor H.S. Hughes, re: Request for Support be
received.
Carried.
c) Councillor Agnew, correspondence dated January 4, 2009 from John and
Marilyn Birch, re: Winter Traffic Concerns, Black Forest Lane to Lake Simcoe.
Additional correspondence dated January 19, 2008 and pictures were distributed to
members of Council.
Motion No. CW090121-14
Moved by Allison, Seconded by Coutanche
It is recommended that
1. The correspondence dated January 4, 2009 and correspondence received
January 19, 2009 from John and Marilyn Birch and verbal information presented
by Councillor Agnew, re: Winter Traffic Concerns, Black Forest Lane to Lake
Simcoe be received.
2. And That staff report back with recommendations for parking related to winter
recreation activities.
Carried.
8. ADMINISTRATION, FINANCE AND CORPORATE SERVICES:
a) Report No. FI 2009-01, Paul Gravelle, Director of Finance/TreasurerlDeputy
CAO, re: Statement of Investment Activities.
Motion No. CW090121-15
Moved by Crawford, Seconded by Agnew
It is recommended that Report No. FI 2009-01, Paul Gravelle, Director of
Finance/Treasurer/Deputy CAO, re: Statement of Investment Activities to December
31, 2008 be received.
Carried.
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Committee of the Whole Meeting Minutes -January 21, 2409
b) Report No. FI 2009-02, Paul Gravelle, Director of FinancelTreasurer/Deputy
CAO, re: Report on Tax Arrears.
Motion No. CW090121-16
Moved by Agnew, Seconded by Evans
It is recommended that Report No. FI 2009-02, Paul Gravelle, Director of
Finance/Treasurer/Deputy CAO, re: Report on Tax Arrears be received.
Carried.
c) Report No. FI 2009-03, Paul Gravelle, Director of Finance/Treasurer/Deputy
CAO, re: Statement of Accounts, December, 200$.
Motion No. CW090121-1?
Moved by Coutanche, Seconded by Allison
It is recommended that Report No. FI 2009-03, Paul Gravelle, Director of
Finance/Treasurer/Deputy CAO, re: Statement of Accounts, December, 2008 be
received; and further that the accounts for the month of December, 2008 totalling
$5,988,721.74 be received.
Carried.
d) Report No. FI 2009-04, Paul Gravelle, Director of Finance/TreasurerlDeputy
CAO, re: AI-Cheragh International Corporation, Request for Waiving of Interest
Charges.
Motion No. CWp90121-18
Moved by Evans, Seconded by Crawford
It is recommended that
1. Report No. FI 2009-04, Paul Gravelle, Director of Finance/Treasurer/Deputy
CAO, re: AI-Cheragh International Corporation, Request for Waiving of Interest
Charges be received and adopted.
2. That the request from AI-Cheragh International Corporation for the waiving of
interest be denied.
3. And Further That AI-Cheragh International Corporation be advised of Council's
decision.
Carried.
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Committee of the whole Meeting Minutes -January 21, 2009
e) Rabin Dunn, Chief Administrative Officer, re: Township of (Jro-Medante, 2009
Draft Budget.
A correspondence package was distributed to Council and staff.
Motion No. CW090121-19
Moved by Evans, Seconded by Coutanche
It is recommended that the correspondence dated January 21, 2009 and verbal
information presented by Robin Dunn, Chief Administrative Officer, re: Township of
Oro-Medonte, 2009 Draft Budget be received.
Carried.
9. TRANSPORTATION AND ENVIRONMENTAL SERVICES:
a) Report No. TES 2009-01, Jerry Ball, Director of Transportation and
Environmental Services re: Quotations far Generators -North and South Works
Yards.
Motion No. CW090121-20
Moved by Allison, Seconded by Coutanche
It is recommended that
1. Report No. TES 2009-01, Jerry Ball, Director of Transportation and
Environmental Services re: Quotations for Generators -North and South Works
Yards be received and adopted.
2. That the Director of Transportation and Environmental Services be authorized to
purchase two (2) 22 kw Generac generators, one for the North Yard and one for
the South Yard, for a total amount of $32,178.12 (including taxes, installation and
disconnect switch) from Orser Technical.
3. That the expenditure for the two (2) Generac generators be financed from the
Working Fund Reserve.
4. And Further That the Director of Transportation and Environmental Services
advise the unsuccessful bidders of Council's decision accordingly.
Carried.
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Committee of the Whole Meeting Minutes -January 21, 2009
b) Report No. TES 2009-02, Jerry Ball, Director of Transportation and
Environmental Services re: Safety Issues -Line 2 South Between Hwy. #11 and
Ridge Road.
Motion No. CW090121-21
Moved by Crawford, Seconded by Evans
It is recommended that
1. Report No. TES 2009-02, Jerry Ball, Director of Transportation and
Environmental Services re: Safety Issues -Line 2 South Between Hwy. #11 and
Ridge Road be received and adopted.
2. That Transportation Services install guide rail systems along three separate
areas of Line 2 South, between Hwy. #11 and Ridge Road, where the road width
and shoulder drop off do not meet the standard.
3. And Further That Ms. Jennifer Craddock-Jones be advised of Councils decision.
Carried.
c) Report No. TES 2009-03, Jerry Ball, Director of Transportation and
Environmental Services re: Demonstrator Street Sweeper Purchase.
Motion No. CW090121-22
Moved by Allison, Seconded by Coutanche
It is recommended that
1. Report No. TES 2009-03, Jerry Ball, Director of Transportation and
Environmental Services re: Demonstrator Street Sweeper Purchase be received
and adapted.
2. That the Director of Transportation and Environmental Services be authorized to
purchase a 2008 Demonstrator Elgin Street Sweeper at the quoted price of
$151,530.00.
3. That the purchase of the 2008 Demonstrator Elgin Street Sweeper be financed
from the Equipment Reserve.
4. And Further That the provisions of the Purchasing and Tendering Procedures
By-Law be waived.
Carried.
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Committee of the Whole Meeting Minutes -January 21, 2009
Motion No. CW090121-24 amended at
10. DEVELOPMENT SERVICES: June 16, 2010 CoW meeting,
Motion No. CW100619-9
a) Report No. DS 2009-03, Andria Leigh, Director of Development Services re: Year End
Building Division Report.
Motion No. CW090121-23
Moved by Agnew, Seconded by Evans
It is recommended that Report No. DS 2009-03, Andria Leigh, Director of Development
Services re: Year End Building Division Report be received for information.
Carried.
Scott Cowden
Proceed
accordingly.
Work with Ralph
Hough to develop
policy on
implementation.
Doug Irwin
Bring forward by-
law.
11. EMERGENCY SERVICES:
a) Report No. FD 2008-21, Scott Cowden, Director of Fire & Emergency Services re: A
Proposal to Charge Fees for Selected Emergency Services [from December 17, 2008
meeting].
Memorandum correspondence dated January 20, 2009 was distributed to Council and staff.
Motion No. CW090121-24
Moved by Coutanche, Seconded by Allison
It is recommended that
1. The memorandum correspondence dated January 20, 2009 re: Executive Summary, FD
2008-21, Report on Fee's for Service be received.
2. That Report No. FD 2008-21, Scott Cowden, Director of Fire & Emergency Services re:
A Proposal to Charge Fees for Selected Emergency Services be received armed.
Carried.
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committee of the Whole Meeting Minutes January 21, 2009
10. DEVE~flPMENT SERVICES:
a) Report No. DS 2009-03, Andria Leigh, Director of Development Services re: Year End
Building Division Report.
Motion No. CW090121-23
Moved by Agnew, Seconded by Evans
It is recommended that Report No. DS 2009-03, Andria Leigh, Director of Development
Services re: Year End Building Division Report be received for information.
Carried.
11. EMERGENCY SERVICES:
a) Report No. FD 2008-21, Scott Cowden, Director of Fire & Emergency Services re: A
Proposal to Charge Fees for Selected Emergency Services [from December 17, 2008
meeting].
Memorandum correspondence dated January 20, 2009 was distributed to Council and staff.
Motion No. CW090121-24
Moved by Coutanche, Seconded by Allison
It is recommended that
1. The memorandum correspondence dated January 20, 2009 re: Executive Summary, FD
2008-21, Report on Fee's for Service be received.
2. That Report No. FD 2008-21, Scott Cowden, Director of Fire & Emergency Services re:
A Proposal to Charge Fees for Selected Emergency Services be received and adopted.
3. That Council approves the fees for service as follows:
T e of Service Su ested Fee Additional fees
Motor Vehicle Collision $350/hr per vehicle $175/hr/vehicle second and
dis atched subse uent hours
Unauthorized Controlled $300 municipal law fine
burnin
Extinguishment of same $350/hr per vehicle $175ihr/vehicle second and
dis atched subse uent hours
Nuisance Alarm calls $300/ 3rd and subsequent in
a calendar ear
Water/Ice Rescue $350/hr per vehicle $175/hr/vehicle second and
dis atched subse uent hours
Other non-statutory $350/hr per vehicle $175/hr/vehicle second and
res onses dis atched subse uent hours
Paid Duty responses Per Departmental Paid duty
Polic
4. And Further That the Clerk bring forward the appropriate by-law for Council's
consideration.
Carried.
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Committee of the Whole Meeting Minutes -January 21, 2009
b) Scott Cowden, Director of Fire and Emergency Services re: Fire Protection
Agreement -Springwater [to be distributed at meeting].
Motion No. CW090121-25
Moved by Crawford, Seconded by Evans
It is recommended that the memorandum correspondence dated January 20, 2009
from Scott Cowden, Director of Fire and Emergency Services re: Update on an
Automatic Aid Agreement with the Township of Springwater be received.
Carried.
c) Scott Cowden, Director of Fire and Emergency Services re: Airboat -Ice &
Water Rescue [to be distributed at meeting].
Motion No. CW090121-26
Moved by Allison, Seconded by Coutanche
It is recommended that Report No. FD 2009-01, Scott Cowden, Director of Fire and
Emergency Services re: Boat-Based Water Rescue Service be received and
deferred to the regular Council meeting of January 28, 2009.
Carried.
12. RECREATION AND COMMUNITY SERVICES:
None.
13. IN-CAMERA:
a) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Pay Equity).
Motion No. CW090121-27
Moved by Crawford, Seconded by Evans
It is recommended that the confidential verbal information presented by Rabin Dunn,
Chief Administrative Officer, re: Personnel Matter (Pay Equity} be received.
Carried.
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Committee of the Whole Meeting Minutes -January 21, 2009
b) Robin Dunn, Chief Administrative Officer, re: Personnel Matter {Staffing Update}.
Motion No. CW090121-28
Moved by Allison, Seconded by Gautanche
It is recommended that the confidential matter from Robin Dunn, Chief Administrative
Officer, re: Personnel Matter (Staffing Update) be deferred to the January 28, 2009
Special Council meeting.
Carried.
c) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (CAO
Development Plan).
Motion No. CW09Q121-29
Moved by Evans, Seconded by Agnew
It is recommended that the confidential correspondence received January 19, 2009
and confidential verbal information presented by Robin Dunn, Chief Administrative
Officer, re: Personnel Matter (CAO Development Plan) be received.
Carried.
d) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Legal Opinion).
Motion No. CW09Q121-30
Moved by Coutanche, Seconded by Allison
It is recommended that the confidential verbal information presented by Robin Dunn,
Chief Administrative Officer, re: Personnel Matter (legal Opinion) be received and
that the Chief Administrative Officer be authorized to proceed as directed.
Carried.
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Committee of the Whole Meeting Minutes -January 21, 2009
e} Doug Irwin, Director of Corporate Services/Clerk, re: Personal Matter (Recreation
Technical Support Group).
Motion No. CW090121-31
Moved by Evans, Seconded by Crawford
It is recommended that
1. The confidential verbal information presented by Councillors Crawford and
Agnew, re: Personal Matter (Recreation Technical Support Group) be received;
2. That Linda Murray be appointed to the Recreation Technical Support Group
effective immediately.
3. That the Clerk bring forward the appropriate by-law for Council's consideration.
4. And Further That staff advise the applicants accordingly.
Carried.
f) Doug Irwin, Director of Corporate Services/Clerk, re: Personal Matter (OMEGA
Member).
Motion No. CW090121-32
Moved by Allison, Seconded by Coutanche
It is recommended that the confidential correspondence dated January 14, 2009
presented by Doug Irwin, Director of Corporate Services/Clerk, re: Personal Matter
(OMEGA Member-Woodford} be received with regrets.
Carried.
g) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Poplar
Crescent) [deferred from December 10, 2008 meeting].
Motion No. CW090121-33
Moved by Crawford, Seconded by Evans
It is recommended that
1. Confidential Report ADM2008-031, Doug Irwin, Director of Corporate
Services/Clerk, re: Property Matter (Poplar Crescent) be received and adopted.
2. That Council supports Mr. Roth and Ms. Dunnett's request to purchase
municipally owned land.
3. That Mr. Roth and Ms. Dunnett provide the applicable deposit as outlined in the
Township's Fees and Charges By-law.
4. And Further That staff proceed as outlined in Confidential Report ADM 2008-
031.
Carried.
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Committee of the Whole Meeting Minutes January 21, 2009
14. QUESTIONS FROM THE PUBLIC C<_ARIFYING AN AGENDA ITEM
15. ANNOUNCEMENTS
16. ADJOURNMENT
Motion No. CWQ90121-34
Moved by Coutanche, Seconded by Hough
It is recommended that we do now adjourn at 4:50 p.m.
Carried.
Mayor, H.S Hughes
. _~
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C k, J. Douglas Irwin
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Committee of the Whole Meeting Minutes -January 21, 2009