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05 14 2003 COW Minutes 11\, ~ TOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Wednesday, May 14, 2003 @ 9:10 a.m. Robinson Room . Present: Mayor J. Neil Craig Deputy Mayor Walter Dickie Councillor Don Bell Councillor Ralph Hough Councillor Paul Marshall Councillor Harry Hughes Councillor Ruth Fountain Staff Present: Jennifer Zieleniewski, CAO; Marilyn Pennycook, Clerk; Paul Eenhoorn, Fire Chief; Paul Gravelle, Treasurer; Chris Carter, Recreation Co-ordinator, Jerry Ball, Public Works Superintendent; Ron Kolbe, Director of Building and Planning; Keith Mathieson, Director of Engineering and Environmental Services Also Present: Jack Haggerty, Mel Coutanche, Rick Dory, Dollores Wadden, Steffie Steinke, John Waugh, Dan Birch, Norm Savill, Nianne Foley 1. NOTICE OF ADDITIONS TO AGENDA: . Motion No. CW-1 Moved by Bell, Seconded by Hough It is recommended that the following items be added to the agenda for consideration: 6. CORRESPONDENCE: j) Mr. Phil Whitton, Executive Director/Secretary, Oro Minor Hockey Association, correspondence dated April 28,2003 re: Request to Waive Rental Fee for Oro Arena Upstairs Hall, April 6, 2003 Year-End Banquet. 7. FINANCE, ADMINISTRATION AND FIRE: f) Report PR 2003-07, Chris Carter, Recreation Co-ordinator, Quotes as Follows: Washroom Facility Renovations: Memorial Park House. g) Report No. ADM 2003-32, Jennifer Zieleniewski, CAO, re: Proposed ih Line Road Agreement Formula - 202 Hectares of Unlicensed Land. h) Jennifer Zieleniewski, CAO, Memorandum dated May 13, 2003 to Mayor and Members of Council, re: Updated Status of Special Projects. 8. PUBLIC WORKS: b) Jerry Ball, Public Works Superintendent, Verbal Update, re: West Nile Virus. . Carried. ,~ r 2. ADOPTION OF THE AGENDA: Motion No. CW-2 . Moved by Hough, Seconded by Bell It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, May 14, 2003 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" None. 4. RECEIPT OF ACCOUNTS: a) Statement of Accounts for the month of April, 2003. Motion No. CW-3 Moved by Bell, Seconded by Hough . It is recommended that the Statement of Accounts for the month of April, 2003 totalling $795,919.60 be received. Carried. 5. DEPUTATIONS: a) Mr. Ross Cotton, re: Building Permit, 1445 Ridge Road. Withdrawn. . Page 2 Committee of the Whole Meeting - May 14, 2003 '\ <to;. b) Mr. Jack Haggerty, Past-President, Horseshoe Valley Property Owners Association, re: Ian A. Beard Community Complex. . Motion No. CW-4 (Amendment) Moved by Bell, Seconded by Hughes It is recommended that the motion with respect to Mr. Haggerty's presentation be amended to add "and that staff report to Council on the proposed approach with respect to the Park development strategy for the Ian A. Beard Community Centre". Carried. Motion No. CW-5 Moved by Dickie, Seconded by Bell It is recommended that the information provided by Mr. Jack Haggerty, Past-President, Horseshoe Valley Property Owners Association, re: Ian A. Beard Community Complex be received and that staff report to Council on the proposed approach with respect to the Park development strategy for the Ian A. Beard Community Centre. Carried As Amended. . 6. CORRESPONDENCE: a) Barrie Public Library Board, minutes of February 27, 2003 meeting. Motion No. CW-6 Moved by Hough, Seconded by Dickie It is recommended that the minutes for the Barrie Public Library Board meeting as at February 27,2003 be received. Carried. b) Barrie Public Library Board, minutes of March 27,2003 meeting. Motion No. CW-7 Moved by Bell, Seconded by Dickie . It is recommended that the minutes for the Barrie Public Library Board meeting as at March 27, 2003 be received. Carried. Page 3 Committee of the Whole Meeting - May 14, 2003 , ! c) Mr. Doug French, District Manager, Northeast, Union Gas Limited, correspondence dated April 16, 2003, re: Change in Union Gas Charges Effective May 1, 2003. . Motion No. CW-8 Moved by Hough, Seconded by Dickie It is recommended that the correspondence dated April 16, 2003 by Mr. Doug French, District Manager, Northeast, Union Gas Limited, re: Change in Union Gas Charges, Effective May 1,2003 be received. Carried. d) Mr. George MacDonald, Warden, The Corporation of the County of Simcoe, invitation, May 2ih 2003, re: dedication in the memory of the Late Ian Beard. Motion No. CW-9 Moved by Hough, Seconded by Bell It is recommended that the invitation from Mr. George MacDonald, Warden, The Corporation of the County of Simcoe, re: May 2ih 2003 dedication in the memory of the Late Ian Beard be received. . Carried. e) Ms. Irena (Versha) Szczebior, correspondence dated May 4,2003 re: Noise By-law Amendment. Motion No. CW-10 Moved by Bell, Seconded by Hough It is recommended that the email correspondence dated May 4,2003 by Ms. Irena (Versha) Szczebior, re: Noise By-law Amendment be received and referred to staff for a response. Carried. . Page 4 Committee of the Whole Meeting - May 14, 2003 .. . f) Mr. Walter Dickie, Treasurer, Coldwater & District Curling Club, correspondence dated May 5, 2003 re: Annual Report on Status and Activities and June 30, 2002 Financial Statements. Motion No. CW-11 Moved by Hough, Seconded by Bell It is recommended that the correspondence submitted by Mr. Walter Dickie, Treasurer, Coldwater & District Curling Club, re: Annual Report on Status and Activities and June 30,2002 Financial Statements be received. Carried. g) Mr. Ellwood McLaughlin, Corresponding Secretary, Oro-Medonte Horticultural Society, correspondence dated May 5,2003, re: Request for Tree Planting at Oro Veterans Memorial Park. Motion No. CW-12 Moved by Hough, Seconded by Dickie . It is recommended that the correspondence dated May 5,2003 by Mr. Ellwood McLaughlin, Corresponding Secretary, Oro-Medonte Horticultural Society, re: Request for Tree Planting at Oro Veterans Memorial Park be received and referred to staff to liaise with the Oro-Medonte Horticultural Society. Carried. h) Mr. Phil Whitton, Executive Director/Secretary, Ora Minor Hockey Association, correspondence received May 1 , 2003 re: Oro Minor Hockey Concerns. Motion No. CW-13 Moved by Dickie, Seconded by Bell It is recommended that the correspondence received May 1, 2003 by Mr. Phil Whitton, Executive Director/Secretary, Oro Minor Hockey Association, re: Oro Minor Hockey Concerns be received and referred to staff for a response under the Mayor's signature. Carried. . Page 5 Committee of the Whole Meeting - May 14. 2003 .. i) Ms. Gayle Wood, CAO/Secretary-Treasurer, Lake Simcoe Region Conservation Authority, correspondence dated April 28, 2003, re: GTA Task Force Report on OMB Reform. Motion No. CW-14 . Moved by Bell, Seconded by Hough It is recommended that the correspondence dated April 28, 2003 by Ms. Gayle Wood, CAO/Secretary-Treasurer, Lake Simcoe Region Conservation Authority, re: GTA Task Force Report on OMB Reform be received. Carried. j) Mr. Phil Whitton, Executive Director/Secretary, Oro Minor Hockey Association, correspondence dated April 28, 2003 re: Request to Waive Rental Fee for Oro Arena Upstairs Hall, April 6, 2003 Year-End Banquet. Motion No. CW-15 Moved by Hough, Seconded by Dickie It is recommended that the correspondence dated April 28, 2003 by Mr. Phil Whitton, Executive Director/Secretary, Oro Minor Hockey Association, re: Request to Waive Rental Fee for Oro Arena Upstairs Hall, April 6, 2003 Year-End Banquet be received . and that the fee for rental be waived. Carried. 7. FINANCE, ADMINISTRATION AND FIRE: a) Report No. FD 2003-05, Paul Eenhoorn, Fire Chief, re: Monthly Report (March). Motion No. CW-16 Moved by Marshall, Seconded by Hughes It is recommended that Report No. FD 2003-05, Paul Eenhoorn, Fire Chief, re: Monthly Report (March) be received. Carried. . Page 6 Committee of the Whole Meeting - May 14, 2003 . .. b) Paul Gravelle, Treasurer, re: Overview of 2003 Tax Rates and Analysis of Tax Impact. Paul Gravelle circulated various comparison charts. . Motion No. CW-17 Moved by Fountain, Seconded by Marshall It is recommended that the information provided by Paul Gravelle, Treasurer, re: Overview of 2003 Tax Rates and Analysis of Tax Impact be received. Carried. c) Deputy Mayor Dickie, report re: Organization of Small Urban Municipalities 50th Annual Conference, May 1-2, 2003, Picton. Motion No. CW-18 Moved by Marshall, Seconded by Hughes It is recommended that the report submitted by Deputy Mayor Dickie, re: Organization of Small Urban Municipalities 50th Annual Conference held in Picton on May 1-2, 2003 be received. . Carried. d) Mayor Craig, re: Final Report of Advisory Committee on Watershed-Based Source Protection Planning, "Protecting Ontario's Drinking Water: Toward A Watershed- Based Source Protection Planning Framework", April 2003. Motion No. CW-19 Moved by Hughes, Seconded by Fountain It is recommended that the Final Report of the Advisory Committee on Watershed- Based Source Protection Planning, "Protecting Ontario's Drinking Water: Toward A Watershed-Based Source Protection Planning Framework", dated April 2003 and submitted by Mayor J. Neil Craig be received. Carried. . Page 7 Committee of the Whole Meeting May 14, 2003 e) Jennifer Zieleniewski, CAO, discussion re: Roads Tour, Water Department, Fire and Emergency Services Department. Motion No. CW-20 . Moved by Marshall, Seconded by Fountain It is recommended that the information provided by Jennifer Zieleniewski, CAO, re: Roads Tour, Water Department, Fire and Emergency Services Department be received and that the Tours be arranged for June 16,2003 at 8:30 a.m. full day and June 17,2003 at 8:30 a.m. Carried. f) Report PR 2003-07, Chris Carter, Recreation Co-ordinator, Quotes as Follows: Washroom Facility Renovations: Memorial Park House. Motion No. CW-21 Moved by Hughes, Seconded by Marshall It is recommended that Report PR 2003-07, Chris Carter, Recreation Co-ordinator, Quotes as Follows: Washroom Facility Renovations: Memorial Park House be received and adopted, that Council award R. Sommers Construction the renovation contract for the Memorial Park House at the quoted amount of $62,842.17, that costs in excess of the budgeted amount of $55,000.00 be financed from the Recreation Reserve, that the Township enter into an agreement with R. Sommers Construction to ensure that renovations will be completed and that the facility will be available for public use by Friday June 2ih, 2003, and that the respective . Contractors be notified accordingly. Carried. g) Report No. ADM 2003-32, Jennifer Zieleniewski, CAO, re: Proposed ih Line Road Agreement Formula - 202 hectares of Unlicensed Land. Motion No. CW-22 Moved by Dickie, Seconded by Hough It is recommended that Report No. ADM 2003-32, Jennifer Zieleniewski, CAO, re: Proposed ih Line Road Agreement Formula - 202 Hectares of Unlicensed Land be received and adopted; that Council receives and approves the cost sharing formula for the 202 hectares of unlicensed aggregate lands, situated on the ih Line of Oro-Medonte; that Council authorizes the funds to be directed towards the maintenance of the ih Line; that the owners of the 202 hectares of unlicensed aggregate lands be provided, when completed, a copy of the road agreement; that the owners of the existing licensed gravel pits be advised of Council's decision; and that the Township solicitor be requested to draft the road agreement for Council consideration. Carried. . Page 8 Committee of the Whole Meeting - May 14, 2003 . . h) Jennifer Zieleniewski, CAO, Memorandum dated May 13, 2003 to Mayor and Members of Council, re: Updated Status of Special Projects. Motion No. CW-23 Moved by Dickie, Seconded by Hough It is recommended that the memorandum addressed to Mayor and Members of Council dated May 13, 2003 by Jennifer Zieleniewski, CAO, re: Updated Status of Special Projects be received for information. Carried. 8. PUBLIC WORKS: a) Report No. PW 2003-02, Jerry Ball, Public Works Superintendent, re: Electronic Pedestrian Crossings. Motion No. CW-24 Moved by Fountain, Seconded by Hughes . It is recommended that Report No. PW 2003-02, Jerry Ball, Public Works Superintendent, re: Electronic Pedestrian Crossings be received and adopted, that electronic pedestrian crossing systems not be installed at Highway #12 at Warminster; County Road #19 at Moonstone; and County Road #20 at Shanty Bay (two locations) and that the existing crossing guards at these four locations remains status quo. Carried. b) Jerry Ball, Public Works Superintendent, Verbal Update, re: West Nile Virus. Motion No. CW-2S Moved by Marshall, Seconded by Hughes It is recommended that the verbal information provided by Jerry Ball, Public Works Superintendent, re: West Nile Virus be received. Carried. . Page 9 Committee of the Whole Meeting - May 14, 2003 9. ENGINEERING & ENVIRONMENTAL SERVICES: _i a) Report No. EES 2003-31, Keith Mathieson, Director of Engineering and Environmental Services, re: 2008628 Ontario Ltd. - Pre-Servicing Agreement. . Motion No. CW-26 Moved by Marshall, Seconded by Fountain It is recommended that Report No. EES 2003-31, Keith Mathieson, Director of Engineering and Environmental Services, re: 2008628 Ontario Ltd. - Pre-Servicing Agreement be received and adopted, that the Township of Oro-Medonte enters into a Pre-Servicing Agreement with 2008628 Ontario Ltd. for Phase I A and that the Clerk prepares a By-law for Council's consideration. Carried. 10. BUILDING, PLANNING AND DEVELOPMENT: a) Report No. BD 2003-08, Ron Kolbe, Director of Building and Planning, re: Building Report, April-May, 2003. Motion No. CW-27 Moved by Hughes, Seconded by Marshall . It is recommended that Report No. BD 2003-08, Ron Kolbe, Director of Building and Planning, re: Building Report, April-May, 2003 be received and adopted. Carried. 11.IN-CAMERA: Motion No. CW-28 Moved by Hughes, Seconded by Fountain It is recommended that we do now go In-Camera at 12:20 p.m. to discuss Legal, Personnel and Property Matters. Carried. . Page 10 Committee of the Whole Meeting - May 14, 2003 Motion No. CW-29 . . Moved by Marshall, Seconded by Fountain It is recommended that we do now Rise and Report from In-Camera at 1 :05 p.m. Carried. a) Jennifer Zieleniewski, CAO, re: Legal Update. Motion No. CW-30 Moved by Fountain, Seconded by Marshall It is recommended that the verbal update by Jennifer Zieleniewski, CAO, re: Legal Update be received. Carried. b) Jennifer Zieleniewski, CAO, re: Personnel Matter. Motion No. CW-31 . Moved by Hughes, Seconded by Fountain It is recommended that Report No. ADM 2003-029, Jennifer Zieleniewski, CAO, re: Personnel Matter (Building Secretary and Clerk's Assistant) be received and adopted. Carried. c) Jennifer Zieleniewski, CAO, re: Property Matter. Motion No. CW-32 Moved by Marshall, Seconded by Hughes It is recommended that Report No. ADM 2003-030, Jennifer Zieleniewski, CAO, re: Property Matter (NCC) be received and that Council approve a donation to the Nature Conservancy of Canada of matched donations to a maximum of $5,000.00. Carried. . Page 11 Committee of the Whole Meeting May 14, 2003 12. ADJOURNMENT: Motion No. CW-33 Moved by Hughes, Seconded by Marshall It is recommended that we do now adjourn at 1 :07 p.m. Carried. M Page 12 Committee of the Whole Meeting - May 14, 2003 " . . .