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03 18 2009 COW MinutesTOWNSHIP OF QRO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Council Chambers Wednesday, March 18, 2009 TIME: 9:01 a.m. Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Mel Cou#anche Councillor Terry Allison Councillor Sandy Agnew Councillor John Crawford Councillor Dwight Evans Staff Present: Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director of Finance/Treasurer/Deputy CAO; Doug Irwin, Director of Corporate Services/Clerk; Andria Leigh, Director of Development Services; Richard Playfair, Acting Fire Chief; Jerry Ball, Director of Transportation and Environmental Services; Shawn Binns, Director of Recreation and Community Services; Lisa McNiven, Manager of Environmental Services Also Present: Wayne Wilson, John Cameron, David Featherstone Mayor H.S. Hughes assumed the chair and called the meeting to order. 1. NOTICE OF ADDITIONS TO AGENDA Motion No. CW090318-1 Moved by Crawford, Seconded by Evans It is recommended that the following items be added to the agenda for consideration: 8. ADMINISTRATION, FINANCE AND CORPORATE SERVICES: b} Report No. CS 2009-011, Doug Irwin, Director of Corporate SenriceslClerk re: Administration Centre PhotocopierslColour Printer/Fax Machine. 13. IN-CAMERA: b) 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). c) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Part of Block 104, Plan 51 M-368, being Part 1, Plan 51 R-35715}. d) Councillor Allison, re: legal Matter (SSEA). Carried. 2. ADOPTION OF THE AGENDA Motion No. CW090318-2 Moved by Coutanche, Seconded by Allison It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, March 18, 2009 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" None declared. 4. DEPUTATIONS: a} Wayne Wilson, CAO/Secretary-Treasurer; David Featherstone, Manager, Watershed Monitoring Program, Nottawasaga Valley Conservation Authority, re: Draft Bass Lake 2008 Subwatershed Report Card. Correspondence was distributed to members of Council and staff. Council consented to allow John Cameron to speak on this matter. Motion No. CW090318-3 Moved by Evans, Seconded by Agnew It is recommended that the correspondence presented by Wayne Wilson, GAO/Secretary- Treasurerand David Featherstone, Manager, Watershed Monitoring Program, Nottawasaga Valley Conservation Authority, re: Draft Bass Lake 2008 Subwatershed Report Card be received. Carried. 5. CONSENT AGENDA: a) Springwater Public Library minutes, meeting held on January 14, 2009. Staff Recommendation: Receipt. Motion No. CW090318-4 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) Springwater Public Library minutes, meeting held on January 14, 2009. Received. Carried. Page 2 Committee of the Whoie Meeting Minutes -March 18, 2009 6. COMMUNICATIONS: a) Oro-Medonte Chamber of Commerce, invitation to Annual Business Achievement Awards Dinner and Silent Auction, April 20, 2009, Horseshoe Resort, Alpine Room. Motion No. CW090318-5 Moved by Evans, Seconded by Crawford It is recommended that the invitation re: Oro-Medonte Chamber of Commerce, Annual Business Achievement Awards Dinner and Silent Auction, April 20, 2009, Horseshoe Resort, Alpine Roam be received; and further that Mayor Hughes, Deputy Mayor Haugh, and Councillors Coutanche, Agnew, Crawford, Evans be authorized to attend. Carried. b) Tony Guergis, Mayor, Township of Springwater, correspondence dated March 2, 2009 re: Mayor's Annual Log-Sawing Contest -The Elmvale Maple Syrup Festival. Motion No. CW090318-6 Moved by Coutanche, Seconded by Allison It is recommended that the correspondence dated March 2, 2009 from Tony Guergis, Mayor, Township of Springwater, re: Mayor's Annual Log-Sawing Contest -The Elmvale Maple Syrup Festival be received; and further that Councillors Agnew and Allison be authorized to attend. Carried. ?. REPORTS OF MEMBERS OF COUNCIL: a) Councillor Coutanche, re: Review of Ward 1 Requests. Motion No. CW090318-7 Moved by Crawford, Seconded by Evans It is recommended that the verbal update presented by Councillor Coutanche, re: Review of Ward 1 Requests be received. Carried. Page 3 Committee of the Whole Meeting Minutes -March 18, 2009 $. ADMINISTRATION, FINANCE AND CORPORATE SERVICES: a) Report No. FI 2009-08, Paul Gravelle, Director of Finance/TreasurerlDeputy CA©, re: Statement of Accounts, February 28, 2009. Motion No. CW09t131$-$ Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. FI 2009-08, Paul Gravelle, Director of Finance/TreasurerlDeputy CAO, re: Statement of Accounts, February 28, 2009 be received. 2. And Further That the accounts for the month of February, 2009 totalling $858,335.18 be received. Carried. b) Report No. CS 2009-011, Doug Irwin, Director of Corporate Services/Clerk re: Administration Centre Photocopiers/Colour PrinterlFax Machine. Motion No. CWU9~318-9 Moved by Agnew, Seconded by Evans It is recommended that 1. Report No. CS 2009-011, Doug Irwin, Director of Corporate ServiceslClerk re: Administration Centre Photocopiers/Colour Printer/Fax Machine be received and adopted. 2. That the provisions of the Purchasing and Tendering Procedures By-law be waived to allow the Township to enter into a lease agreement with Xerox rather than requesting proposals for photocopier services. 3. That staff be authorized to enter into a 60 month lease agreement with Xerox as outlined in Report No. CS 2009-011 immediately. Carried. Page 4 Committee of the Whole Meeting Minutes -March 18, 2009 9. TRANSPORTATION AND ENVIRONMENTAL SERVICES: a) Jerry Ball, Director of Transportation and Environmental Services, re: Municipal Summary Reports -Drinking Water Systems, January 1 to December 31, 2008. Report No. TES 2009-06, Canterbury, Report No. TES 2009-07, Cedarbrook, Report No. TES 2009-08, Craighurst, Report No. TES 2009-09, Harbaurwood, Report No. TES 2009-10, Horseshoe Highlands, Report No. TES 2009-11, Maplewood, Report No. TES 2009-12, Medonte Hills, Report No. TES 2009-13, Robincrest, Report No. TES 2009-14, Shanty Bay, Report No. TES 2009-15, Sugarbush, Report No. TES 2009-16, Warminster, Report No. TES 2009-17, Lake Simcoe Regional Airport. Motion No. CWQ9~318-10 Moved by Coutanche, Seconded by Allison It is recommended that the following reports presented by Jerry Ball, Director of Transportation and Environmental Services, re: Municipal Summary Reports - Drinking Water Systems, January 1 to December 31, 2008 be received: Report No. TES 2009-06, Canterbury, Report No. TES 2009-07, Cedarbrook, Report No. TES 2009-08, Craighurst, Report No. TES 2009-09, Harbourwood, Report No. TES 2009-10, Horseshoe Highlands, Report No. TES 2009-11, Maplewood, Report No. TES 2009-12, Medonte Hills, Report No. TES 2009-13, Robincrest, Report No. TES 2009-14, Shanty Bay, Report No. TES 2009-15, Sugarbush, Report No. TES 2009-16, Warminster, Report No. TES 2009-17, Lake Simcoe Regional Airport. Carried. Page 5 Committee of the Whole Meeting Minutes -March 18, 2009 b) Report No. TES 2009-18, Jerry Ball, Director of Transportation and Environmental Services, re: Municipal Drinking Water Licensing Program. Correspondence was distributed to members of Council and staff. Motion No. CW090318-11 Maned by Agnew, Seconded by Crawford It is recommended that 1. Report No. TES 2009-1 $, Jerry Ball, Director of Transportation and Environmental Services, re: Municipal Drinking Water Licensing Program be received and adopted. 2. That Council endorse the Quality Management System (QMS) Policy. 3. That Council endorse and commit to the implementation and continual improvement of a Quality Management System far Township of Oro-Medonte Drinking Water Systems. 4. That the Chief Administrative Officer be designated as the Owner Representative for each water system's operational plan. 5. That the Director of Transportation & Environmental Services and Manager of Engineering & Environmental Services be designated as Top Management and the Environmental Services Foreman as QMS Representative. 6. That the Mayor and Glerk be authorized to execute all documentation related to this matter. 7. And Further That the appropriate by-law be brought forward for Council's consideration. Carried. 10. DEVEI_lJPMENT SERVICES: None. 11. EMERGENCY SERVICES: None. Page 6 Committee of the Whole Meeting Minutes -March 18, 2009 b) Report No. TES 2009-18, Jerry Ball, Director of Transportation and Environmental Services, re: Municipal Drinking Water Licensing Program. Correspondence was distributed to members of Council and staff. Motion No. CW090318-11 Moved by Agnew, Seconded by Crawford It is recommended that 1. Report No. TES 2009-18, Jerry Ball, Director of Transportation and Environmental Services, re: Municipal Drinking Water Licensing Program be received and adopted. 2. That Council endorse the Quality Management System (QMS) Policy. 3. That Council endorse and commit to the implementation and continual improvement of a Quality Management System for Township of Oro-Medonte Drinking Water Systems. 4. That the Chief Administrative Officer be designated as the Owner Representative for each water system's operational plan. 5. That the Director of Transportation & Environmental Services and Manager of Engineering & Environmental Services be designated as Top Management and the Environmental Services Foreman as QMS Representative. 6. That the Mayor and Clerk be authorized to execute all documentation related to this matter. Carried. 10. DEVELOPMENT SERVICES: None. 11. EMERGENCY SERVICES: None. Motion No. CW090318-11 amended at March 25, 2009 Council meeting by Motion No. C090325-10. Page 6 Committee of the Whole Meeting Minutes -March 18, 2009 12. RECREATION AND COMMUNITY SERVICES: a) Report No. RC 2009-02, Shawn Binns, Director of Recreation and Community Services, Heritage Days and Antique Tractor Rally. Motion No. CW090318-12 Moved by Allison, Seconded by Goutanche It is recommended that 1. Report No. RC 2009-02, Shawn Binns, Director of Recreation and Community Services, Heritage Days and Antique Tractor Rally be received and adopted. 2. That the Oro-Medonte Agricultural Society and the Oro-Medonte History Association be permitted to use the Oro-Medonte Rail Trail from Line 9 to Line 11 on Saturday August 8, 2009 for the Antique Tractor Rally upon receipt of certificate of insurance. 3. That the Oro-Medonte Agricultural Society be permitted to use two Township half ton trucks to be driven only by off-duty Oro-Medonte staff. 4. That Council waive the rental fees for permit #2330 in the amount of $214.00 for use of the Old Town HaN. 5. And Further That the Ora-Medonte Agricultural Society be notified of Council's decision. Carried. b) Report No. RC 2009-03, Shawn Binns, Director of Recreation and Community Services, re: Warminster Playground RFP, RC 2008-04. Motion No. CW090318-13 Moved by Crawford, Seconded by Agnew It is recommended that 1. Report No. RC 2009-03, Shawn Binns, Director of Recreation and Community Services, re: Warminster Playground RFP, RC 2008-04 be received and adopted. 2. That staff be authorized to purchase playground equipment for Warminster Park in the amount of $23,704 exclusive of GST. 3. And Further That the suppliers who submitted proposals be notified of Councils decision accordingly. Carried. Page 7 Committee of the Whole Meeting Minutes -March 18, 2009 e) Report No. RC 2009-04, Shawn Binns, Director of Recreation and Community Services, re: 2008 Recreation Program Update. Motion No. CW090318-14 Moved by Coutanche, Seconded by Allison It is recommended that Report No. RC 2009-04, Shawn Binns, Director of Recreation and Community Services, re: 2008 Recreation Program Update be received. Carried. d) Report No. RC 2009-05, Shawn Binns, Director of Recreation and Community Services, re: AODA Customer Service Regulation -Staff Training Requirement [to be distributed at meeting]. Motion No. CW090318-15 Moved by Allison, Seconded by Coutanche It is recommended that 1. Report No. RC 2009-05, Shawn Binns, Director of Recreation and Community Services, re: AODA Customer Service Regulation -Staff Training Requirement be received and adopted. 2. That expenses of Eight Thousand One Hundred and Ten Dollars ($8110.00} for four staff to be trained as Accessibility Customer Service trainers be approved and considered an overrun to the 2009 operating budget. 3. That expenses of Twelve Hundred Dollars ($1200) for the review if the 2008 Accessibility Plan be approved and considered an overrun to the 2009 Operating Budget. 4. And Further That staff proceed accordingly. Carried. 13. IN-CAMERA: Mot%on No. CW090318-16 Moved by Evans, Seconded by Agnew It is recommended that we do now go In-Camera at 11:13 a.m. to discuss Solicitor- Client Privilege, Property and Legal Matters. Carried. Page 8 Committee of the Whole Meeting Minutes -March 18, 2009 Motion No. CW090318-17 Moved by Coutanche, Seconded by Allison It is recommended that we do now Rise and Report from In-Camera at 12:46 p.m. Carried. a} Shawn Binns, Director of Recreation and Community Services re: Solicitor-Client Privilege (Legal Opinion -Libraries}. Motion No. CW090318-18 Moved by Evans, Seconded by Crawford It is recommended that the confidential correspondence dated March 5, 2009 from Aird & Berlis LLP and presented by Shawn Binns, Director of Recreation and Community Services re: Solicitor-Client Privilege (Legal Opinion -Libraries) be received. Carried. b) 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. CW090318-19 Moved by Allison, Seconded by Coutanche It is recommended that the confidential correspondence dated March 16, 2009 and 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. Page 9 Committee of the Whole Meeting Minutes -March 18, 2009 c) Daug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Part of Block 104, Plan 51 M-368, being Part 1, Plan 51 R-35715). Motion No. CW090318-20 Moved by Crawford, Seconded by Evans It is recommended that the confidential correspondence received March 17, 2009 and presented by Doug Irwin, Director of Corporate ServiceslClerk, re: Property Matter (Part of Block 104, Plan 51 M-368, being Part 1, Plan 51 R-35715) be received; and further that staff proceed accordingly as directed by Council. Carried. d) Councillor Allison, re: legal Matter (SSEA). Motion No. CV1/090318-21 Moved by Allison, Seconded by Hough It is recommended that the confidential correspondence dated March 17, 2009, and presented by Councillor Allison re: Legal Matter (SSEA) be received. And Whereas members of Council were absent during the March 11, 2009 Council meeting where Motion C090311-24 was adopted. And Whereas these members of Council have requested reconsideration of the motion. Now Therefore be it recommended that Motion C090311-24 be amended to replace, "2. That the Township of C}ro-Medonte does not enter into the Joint Service Board Agreement with SSEA until such time as outstanding issues with respect to the SSEA joint coverage portion of the Township are resolved". with "2. That the Township of Oro-Medonte enter into the Joint Service Board Agreement with SSEA until December 31, 2009". Carried. 14. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 15. ANNOUNCEMENTS Page 10 Committee of the whole Meeting Minutes -March 18, 2009 16. ADJQURNMENT Motion No. GW090318-22 Moved by Cautanche, Seconded by Allison It is recommended that we do now adjourn at 12:51 p.m. Carried. ,, ~ . `, , Mayor, H.S. Hughes Gle~k, J. Do~glas Irwin Page 1 t Committee of the Whole Meeting Minutes -March 18, 2009