05 06 2009 COW MinutesTowr~oc
Proe f Heritr~qe, Excitiq Future
THE TOWNSHIP OF ORO-MEDONTE
COMMITTEE OF THE WHOLE MEETING MINUTES
Council Chambers
Wednesday, May 6, 2009 TIME: 9:03 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
Finance/Treasurer/Deputy CAO; Doug Irwin, Director of Corporate
Services/Clerk; Andria Leigh, Director of Development Services;
Jerry Ball, Director of Transportation and Environmental Services;
Shawn Binns, Director of Recreation and Community Services;
Richard Playfair, Acting Fire Chief; Tamara Obee, Human
Resources Officer; Janette Teeter, Deputy Clerk; Samah Othman,
Executive Assistant/Corporate Communiciations Specialist; Marie
Brissette, Committee Co-ordinator
Also Present: J. Allan Howard, Murry Truax, Faith Orlando, Don Hanney, Lisa
Groves, Paul Marshall
Mayor H.S. Hughes assumed the Chair and called the meeting to order.
NOTICE OF ADDITIONS
a) Motion for Additions
Motion No. CW090506-1
Moved by Allison, Seconded by Coutanche
It is recommended that the following items be added to the agenda for consideration:
6. COMMUNICATIONS:
d) Kelly Meyer, Chair, Carley Community Hall, correspondence dated May 4, 2009 re:
Carley Community Hall.
9. TRANSPORTATION AND ENVIRONMENTAL SERVICES:
a) Jerry Ball, Director of Transportation and Environmental Services, re: Storm Damage
Update.
13. IN-CAMERA ITEMS:
c) Robin Dunn, Chief Administrative Officer, re: Personal Matter (Ball).
d) Mayor H.S. Hughes, re: Personnel Matter (Staffing Updates).
Carried.
Page 1 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
2. ADOPTION OF AGENDA
a) Motion for Adoption
Motion No. CW090506-2
Moved by Evans, Seconded by Crawford
It is recommended that the agenda for the Committee of the Whole meeting
of Wednesday, May 6, 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) Allan Howard, Chair, Oro-Medonte History Association, re: Business/
Operational Plan for the 160th Anniversary, Oro African Church.
Correspondence dated May 6, 2009 was distributed to members of Council
and staff.
Motion No. CW090506-3
Moved by Coutanche, Seconded by Allison
It is recommended that the correspondence dated May 6, 2009 and verbal
information presented by Allan Howard, Chair, Oro-Medonte History
Association, re: Business/Operational Plan for the 160th Anniversary, Oro
African Church be received.
Carried.
Page 2 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
b) Faith Orlando, Manager, Resource Development, Hospice Simcoe and Murry
Truax, President, Elmvale and District Lions Club, correspondence dated
April 20, 2009 re: Request for Municipal Approval, Golf Ball Drop, Settler's
Ghost Golf Club, August 9, 2009.
Correspondence was distributed to members of Council and staff.
Motion No. CW090506-4
Moved by Crawford, Seconded by Evans
It is recommended that
1. The correspondence dated April 20, 2009 and information presented by
Faith Orlando, Manager, Resource Development, Hospice Simcoe and
Murry Truax, President, Elmvale and District Lions Club, re: Request for
Municipal Approval, Golf Ball Drop, Settler's Ghost Golf Club, August 9, 2009
be received.
2. That the Request for Municipal Approval from Faith Orlando, Manager,
Resource Development, Hospice Simcoe and Murry Truax, President,
Elmvale and District Lions Club for a Golf Ball Drop to be held at Settler's
Ghost Golf Club on August 9, 2009 be granted.
3. And Further That staff proceed accordingly with the said application.
Carried.
c) Lisa Groves, Burl's Creek Family Event Park, re: Live Nation Music Festival,
August 29-30, 2009.
Correspondence was distributed to members of Council and staff.
Motion No. CW090506-5
Moved by Allison, Seconded by Coutanche
It is recommended that the correspondence and verbal information presented
by Lisa Groves, Burl's Creek Family Event Park and Live Nation, re: Live
Nation Music Festival, August 29-30, 2009 be received.
Carried.
5. CONSENT AGENDA:
a) Nottawasaga Valley Conservation Authority meeting, minutes of March 13,
2009.
Staff Recommendation: Receipt.
b) M. Aileen Carroll, Minister Responsible for Seniors, correspondence
received April 23, 2009 re: Proclamation Request, June, 2009, "Seniors'
Month".
Staff Recommendation: Receipt, Proclaim, Post on Township's
Website.
c) Lake Simcoe Regional Airport Commission, minutes of meetings held on
February 19 and March 19, 2009.
Staff Recommendation: Receipt.
Page 3 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
CONSENT AGENDA: (Cont'd)
d) Midland Public Library Board, minutes of meetings held on February 12 and
March 12, 2009.
Staff Recommendation: Receipt.
e) Lake Simcoe Region Conservation Authority, minutes of meeting held on
March 27, 2009 and board highlights of meeting held on April 24, 2009.
Staff Recommendation: Receipt.
Motion No. CW090506-6
Moved by Evans, Seconded by Crawford
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 of March 13,
2009.
Received.
M. Aileen Carroll, Minister Responsible for Seniors, correspondence
b) received April 23, 2009 re: Proclamation Request, June, 2009, "Seniors'
Month".
Received, Proclaimed, Posted on Township's Website.
c) Lake Simcoe Regional Airport Commission, minutes of meetings held on
February 19 and March 19, 2009.
Received.
d) Midland Public Library Board, minutes of meetings held on February 12 and
March 12, 2009.
Received.
e) Lake Simcoe Region Conservation Authority, minutes of meeting held on
March 27, 2009 and board highlights of meeting held on April 24, 2009.
Received.
Carried.
Page 4 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
6. COMMUNICATIONS:
a) Keith Sherman, Co-ordinator, Severn Sound Environmental Association,
correspondence dated April 21, 2009 re: Endorsement of the Severn Sound
Sustainability Plan -January, 2009.
Motion No. CW090506-7
Moved by Coutanche, Seconded by Allison
It is recommended that
1. The correspondence dated April 21, 2009 from Keith Sherman, Co-
ordinator, Severn Sound Environmental Association (SSEA), re:
Endorsement of the Severn Sound Sustainability Plan -January, 2009
be received.
2. That Council endorse the Severn Sound Sustainability Plan -January,
2009.
3. That the Mayor be authorized to execute the Severn Sound
Sustainability Plan -January, 2009.
4. And Further That SSEA be advised of Council's decision.
Carried.
b) Lealand Sibbick, Deputy Treasurer; John Connell, Program Supervisor,
Social Housing Dept., County of Simcoe, correspondence received April 14,
2009 re: Confirmation of Participation, Tax Grant Requirement, Affordable
Rental Housing Projects.
Motion No. CW090506-8
Moved by Evans, Seconded by Agnew
It is recommended that
1. The correspondence received April 14, 2009 from Lealand Sibbick,
Deputy Treasurer; and John Connell, Program Supervisor, Social
Housing Dept., County of Simcoe, re: Confirmation of Participation, Tax
Grant Requirement, Affordable Rental Housing Projects be received.
2. And Further That the Township of Oro-Medonte advise the County of
Simcoe that the Township will not participate, at this time, with respect
to the Tax Grant Requirement.
Carried.
c) Chris Ellesmere, correspondence dated Apri128, 2009 re: Request to Limit
Motorized Vehicular Use of Road Allowance, Line 1 North, South of
Horseshoe Valley Road.
Motion No. CW090506-9
Moved by Allison, Seconded by Coutanche
It is recommended that the correspondence dated April 28, 2009 from Chris
Ellesmere, re: Request to Limit Motorized Vehicular Use of Road Allowance,
Line 1 North, South of Horseshoe Valley Road be received and referred to
staff for a report.
Carried.
Page 5 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
d) Kelly Meyer, Chair, Carley Community Hall, correspondence dated May 4,
2009 re: Carley Community Hall.
Motion No. CW090506-10
Moved by Coutanche, Seconded by Allison
It is recommended that
1. The correspondence dated May 4, 2009 from Kelly Meyer, Chair,
Carley Community Hall, re: Carley Community Hall be received.
2. That the Township obtain quotes to undertake the necessary works to
rectify the identified Fire Code deficiencies.
3. That staff report back to Council.
4. And Further That the applicant be advised of Council's decision.
Carried.
Recorded Vote Requested by Councillor Agnew
Yea -Councillor Agnew
Nay -Councillor Allison
Yea -Councillor Coutanche
Nay -Councillor Crawford
Yea -Councillor Evans
Yea -Deputy Mayor Hough
Yea -Mayor H.S. Hughes
Motion No. CW090506-11
Moved by Crawford, Seconded by Evans
It is recommended that the motion with respect to the correspondence dated
May 4, 2009 from Kelly Meyer, Chair, Carley Community Hall, re: Carley
Community Hall be reconsidered to allow Councillor Crawford to reassess his
vote.
Carried.
Motion No. CW090506-12
Moved by Coutanche, Seconded by Allison
It is recommended that
1. The correspondence dated May 4, 2009 from Kelly Meyer, Chair,
Carley Community Hall, re: Carley Community Hall be received.
2. That the Township obtain quotes to undertake the necessary works to
rectify the identified Fire Code deficiencies.
3. That staff report back to Council.
4. And Further That the applicant be advised of Council's decision.
Carried.
Recorded Vote Requested by Councillor Agnew
Yea -Councillor Agnew
Yea -Councillor Allison
Yea -Councillor Coutanche
Yea -Councillor Crawford
Yea -Councillor Evans
Yea -Deputy Mayor Hough
Yea -Mayor H.S. Hughes
Page 6 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
7. REPORTS OF MEMBERS OF COUNCIL:
a) Councillor Coutanche, correspondence dated April 16, 2009 from Mike
Galloway, Clerk, Township of Essa, re: Public Salary Disclosures.
Motion No. CW090506-13
Moved by Crawford, Seconded by Agnew
It is recommended that
1. The correspondence dated April 16, 2009 from Mike Galloway, Clerk,
Township of Essa and presented by Councillor Coutanche, re: Public
Salary Disclosures be received.
2. That the Township of Oro-Medonte supports the Township of Essa's
request to the Provincial Government to establish a review process for
any annual salaries over $500,000 in the Ontario Public Service Sector
or any affiliated organization, to justify these salaries to the residents of
the Province of Ontario.
3. And Further That the resolution be forwarded, under the Mayor's
signature, to the Ontario Premier, the Minister of Finance, Garfield
Dunlop, MPP Simcoe North, and the Township of Essa.
Carried
b) Mayor H.S. Hughes, correspondence received April 22, 2009 from South
Georgian Bay Lake Simcoe Source Protection Region re: Session 2, Impact
Through Understanding: Source Water Protection Strategies for Municipal
Stakeholders, May 29, 2009, Brooklea Golf & Country Club, Midland.
Motion No. CW090506-14
Moved by Allison, Seconded by Coutanche
It is recommended that
1. The correspondence received April 22, 2009 from South Georgian Bay
Lake Simcoe Source Protection Region and presented by Mayor H.S.
Hughes, re: Session 2, Impact Through Understanding: Source Water
Protection Strategies for Municipal Stakeholders, May 29, 2009,
Brooklea Golf & Country Club, Midland be received.
2. And Further That Mayor H.S. Hughes, Deputy Mayor Hough, and
Councillors Allison, Agnew, Crawford and Evans be authorized to
attend.
Carried.
Page 7 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
$• ADMINISTRATION, FINANCE AND CORPORATE SERVICES:
a) Doug Irwin, Director of Corporate Services/Clerk, re: Request to Reschedule
Council Meeting from Wednesday, June 24, 2009 to Monday, June 29,
2009.
Motion No. CW090506-15
Moved by Agnew, Seconded by Crawford
It is recommended that
1. The verbal information presented by Doug Irwin, Director of Corporate
Services/Clerk, re: Request to Reschedule Council Meeting from
Wednesday, June 24, 2009 to Monday, June 29, 2009 be received.
2. That the Council meeting of Wednesday, June 24, 2009 be rescheduled
to Monday, June 29, 2009.
3. And Further That notice be posted to the Township's website and that
the public and staff be advised of Council's decision.
Carried.
b) Report No. HR 2009-01, Tamara Obee, Human Resources Officer, re: Health
and Safety Policies.
Motion No. CW090506-16
Moved by Coutanche, Seconded by Allison
It is recommended that
1. Report No. HR 2009-01, Tamara Obee, Human Resources Officer, re:
Health and Safety Policies be received and adopted.
2. That Draft Policy #'s:
POL-HS-2-01-02 -Violence Free Workplace Policy
POL-HS-2-01-03 -Return to Work
POL-HS-2-01-04 -Personal Protective Equipment
POL-HS-2-01-05 -First Aid Kit
POL-HS-2-01-06 -Working Alone
POL-HS-2-01-07 -Universal Precautions and Sharps
POL-HS-2-01-08 -Housekeeping
POL-HS-2-01-09 -Sun Sense
POL-HS-2-01-10 -Heat Stress
POL-HS-2-01-11 -Cold Stress
be enacted effective immediately.
3. And Further That staff be authorized to proceed accordingly.
Carried.
Page 8 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
9. TRANSPORTATION AND ENVIRONMENTAL SERVICES:
a) Jerry Ball, Director of Transportation and Environmental Services, re: Storm
Damage Update.
Motion No. CW090506-17
Moved by Crawford, Seconded by Agnew
It is recommended that the verbal information presented by Jerry Ball,
Director of Transportation and Environmental Services, re: Storm Damage
Update be received.
Carried
10. DEVELOPMENT SERVICES:
a) Andria Leigh, Director of Development Services, re: Draft Public Meeting
Press Release and Executive Summary re: Nottawasaga Valley
Conservation Authority (NVCA) Watershed Boundaries [to be distributed at
meeting].
Motion No. CW090506-18
Moved by Allison, Seconded by Coutanche
It is recommended that the correspondence presented by Andria Leigh,
Director of Development Services, re: Draft Public Meeting Press Release
and Executive Summary re: Nottawasaga Valley Conservation Authority
(NVCA) Watershed Boundaries be received; and further that staff proceed
immediately to advertise accordingly.
Carried.
11. EMERGENCY SERVICES:
a) Report No. FD 2009-04, Richard Playfair, Acting Fire Chief and Shawn
Binns, Director of Recreation and Community Services re: Township Facility
Fire Inspections.
Motion No. CW090506-19 Amendment)
Moved by Hough, Seconded by Allison
It is recommended that the motion with respect Report No. FD 2009 -04,
Richard Playfair, Acting Fire Chief and Shawn Binns, Director of Recreation
and Community Services re: Township Facility Fire Inspections be amended
to replace "The Warminster Community Hall be retired as a public facility."
with "The Warminster Community Hall Board be invited to a meeting to
participate in a discussion with respect to the future of the Warminster
Community Hall."
Carried.
Page 9 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
Motion No. CW090506-20
Moved by Evans, Seconded by Crawford
It is recommended that
1. Report No. FD 2009-04, Richard Playfair, Acting Fire Chief and Shawn
Binns, Director of Recreation and Community Services re: Township
Facility Fire Inspections be received and adopted.
2. That the expenses outlined in Report No. FD 2009-04 be approved and
funded through the reserves.
3. That Warminster Community Hall Board be invited to a meeting to
participate in a discussion with respect to the future of the Warminster
Community Hall.
4. That Carley Community Hall remain open pending Council's decision on
undertaking the necessary works to rectify the identified Fire Code
deficiencies.
5. And Further That staff proceed accordingly.
Carried As Amended.
12. RECREATION AND COMMUNITY SERVICES:
a) Shawn Binns, Director of Recreation and Community Services, memorandum
correspondence dated May 6, 2009 re: UCCI Baywinds Request
Motion No. CW090506-21
Moved by Coutanche, Seconded by Allison
It is recommended that the memorandum correspondence dated May 6,
2009 and presented by Shawn Binns, Director of Recreation and Community
Services, re: UCCI Baywinds Request be received.
Carried.
b) Report No. RC 2009-10, Shawn Binns, Director of Recreation and
Community Services re: Parkland Analysis and Policy Review.
Motion No. CW090506-22
Moved by Crawford, Seconded by Evans
It is recommended that
1. Report No. RC 2009-10, Shawn Binns, Director of Recreation and
Community Services re: Parkland Analysis and Policy Review be
received and adopted.
2. That the provisions of Purchasing By-Law No. 2004-112 be waived to
award The Re-Think Group the contract for the Parkland Analysis and
Policy review.
3. And Further That staff proceed accordingly.
Carried.
Page 10 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
Council unanimously consented to add as Item 12c), Shawn Binns,
Director of Recreation and Community Services re: "Enabling Accessibility
Fund" application.
c) Shawn Binns, Director of Recreation and Community Services, re: "Enabling
Accessibility Fund" Application.
Motion No. CW090506-23
Moved by Evans, Seconded by Crawford
It is recommended that
1. The correspondence and verbal information presented by Shawn Binns,
Director of Recreation and Community Services re: "Enabling
Accessibility Fund" application be received.
2. That staff be authorized to submit the draft "Enabling Accessibility Fund"
application for an elevating device at Eady Hall immediately.
3. And Further That the Mayor and Clerk be authorized to execute the said
documentation required effective immediately.
Carried.
Motion No. CW090506-24
Moved by Coutanche, Seconded by Allison
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.
Council recessed and reconvened at 1:30 p.m.
13. IN-CAMERA:
Motion No. CW090506-25
Moved by Allison, Seconded by Coutanche
Carried.
It is recommended that we do now go In-Camera at 1:40 p.m. to discuss
Property, Personnel and Personal Matters.
Motion No. CW090506-26
Moved by Evans, Seconded by Agnew
Carried.
It is recommended that we do now Rise and Report from In-Camera at 4:00
p.m.
Carried.
Page 11 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
a) Doug Irwin, Director of Corporate Services/Clerk re: Property Matter
(Unopened Section of Bay Street).
Motion No. CW090506-27
Moved by Coutanche, Seconded by Allison
It is recommended that the confidential verbal information presented by Doug
Irwin, Director of Corporate Services/Clerk re: Property Matter (Unopened
Section of Bay Street) be received; and further that staff proceed accordingly.
Carried.
b) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter
(Encroachments -Lakeshore Promenade).
Motion No. CW090506-28
Moved by Evans, Seconded by Crawford
It is recommended that
1. Confidential Report No. CS 2009-012, Doug Irwin, Director of
Corporate Services/Clerk, re: Property Matter (Encroachments -
Lakeshore Promenade) be received and adopted.
2. That the recommendations outlined in Confidential Report No. CS
2009-012 be adopted.
3. That Staff proceed as directed by Council.
4. And Further that the affected property owners be advised of Council's
direction.
Carried.
c) Robin Dunn, Chief Administrative Officer, re: Personal Matter (Ball).
Motion No. CW090506-29
Moved by Allison, Seconded by Coutanche
It is recommended that the confidential correspondence dated May 4, 2009
and presented by Robin Dunn, Chief Administrative Officer, re: Personal
Matter (Ball) be received.
Carried.
d) Mayor H.S. Hughes, re: Personnel Matter (Staffing Updates).
Motion No. CW090506-30
Moved by Evans, Seconded by Crawford
It is recommended that the confidential verbal information presented by Mayor
Hughes and Robin Dunn, Chief Administrative Officer re: Personnel Matter
(Staffing Updates) be received.
Carried.
Page 12 of 13
Committee of the Whole Meeting Minutes -May 6, 2009
14. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM
15. ANNOUNCEMENTS
16. ADJOURNMENT
a) Motion to Adjourn
Motion No. CW090506-31
Moved by Crawford, Seconded by Evans
It is recommended that we do now adjourn at 4:26 p.m.
Carried.
-'~
a or .S. Hu es J. D glas I Clerk
Page 13 of 13