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09 02 2009 COW MinutesTHE TOWNSHIP OF ORO-MEDONTE COMMITTEE OF THE WHOLE MEETING MINUTES Township of Council Chambers Proud Heritage, Exciting Future Wednesday, September 2, 2009 TIME: 9:02 a.m. 2006 - 2010 COUNCIL 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; Shawn Binns, Director of Recreation and Community Services; Jerry Ball, Director of Transportation and Environmental Services; Marie Brissette, Committee Coordinator Also Present: Marion Elliott, Kurt Stauffert, Susan McKinnon, Adam Carr Page 1 of 17 Committee of the Whole meeting minutes - September 2, 2009. 1. NOTICE OF ADDITIONS a) Motion to adopt additions. Motion No. CW090902-01 Moved by Agnew, Seconded by Crawford It is recommended that the following items be added to the agenda for consideration: 7f) Councillor Agnew, re: Food Procurement Policy. 9b) Councillor Agnew, re: Forrester Road. 9c) Mayor H.S. Hughes, re: Moonstone Wind Storm. 10b) Andria Leigh, Director of Development Services, re: Simcoe Area: A Strategic Vision of Growth - Township Submission. 10c) Deputy Mayor Hough, re: Zoning By-law Amendments. 12b) Memorandum dated September 2, 2009, Shawn Binns, Director of Recreation and Community Services, re: Renewal of Oro-Medonte 77's Agreement. 12c) Shawn Binns, Director of Recreation and Community Services, re: 160th Anniversary of Oro African Church. 13i) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Investigation Outside of the Municipality). 13j) Andrea Leigh, Director of Development Services, re: Solicitor-Client Privilege (Legal Opinion - Fill By-law). Carried. 2. ADOPTION OF AGENDA a) Motion to adopt the agenda. Motion No. CW090902-02 Moved by Allison, Seconded by Coutanche It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, September 2, 2009 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" None declared. Page 2 of 17 Committee of the Whole meeting minutes - September 2, 2009. 4. DEPUTATIONS: a) Marion Elliott, re: Part of Monk Street. Correspondence was distributed to the Committee. Motion No. CW090902-03 Moved by Crawford, Seconded by Evans It is recommended that the correspondence dated September 2, 2009 from Marion Elliott and Kurt Stauffert, re: Part of Monk Street be received and considered in conjunction with Item 13h) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Part of Monk Street). Carried. 5. CONSENT AGENDA: a) Dalton McGuinty, The Premier of Ontario, correspondence dated August 12, 2009, re: City of Pickering Notice of Motion, Harmonized Sales Tax, File: A- 2200-001-09. Staff Recommendation: Receipt. b) Oro-Medonte History Association, minutes of meeting held on Wednesday, July 22, 2009. Staff Recommendation: Receipt. c) Lake Simcoe Region Conservation Authority, minutes of meeting held on July 24, 2009. Staff Recommendation: Receipt. Motion No. CW090902-04 Moved by Coutanche, Seconded by Allison It is recommended that the staff recommendations with respect to the items listed under "Consent Agenda" be adopted as printed: a) Dalton McGuinty, The Premier of Ontario, correspondence dated August 12, 2009 re: City of Pickering Notice of Motion, Harmonized Sales Tax, File: A-2200-001-09. Received. b) Oro-Medonte History Association, minutes of meeting held on Wednesday, July 22, 2009. Received. c) Lake Simcoe Region Conservation Authority, minutes of meeting held on July 24, 2009. Received. Carried. Page 3 of 17 Committee of the Whole meeting minutes - September 2, 2009. 6. COMMUNICATIONS: a) Correspondence dated June 5, 2009 from Velma Shewfelt for RIDE 24/7 re: Safe Roads Your Call in your Municipality [Defered from August 12, 2009 Committee of the Whole]. Motion No. CW090902-05 Moved by Allison, Seconded by Coutanche It is recommended that the correspondence dated June 5, 2009 from Velma Shewfelt for RIDE 24/7 re: Safe Roads Your Call in your Municipality be received; and further that the applicant be advised that the Township is unable to participate in the program at this time. Carried. b) Correspondence dated August 12, 2009 from Susan McKinnon, re: Speed limit reduction request, Line 4 North between Mount St-Louis Road and Ingram Road. Motion No. CW090902-06 Moved by Evans, Seconded by Crawford It is recommended that the correspondence dated August 12, 2009 from Susan McKinnon, re: Speed limit reduction request - Line 4 North between Mount St-Louis Road and Ingram Road, be received. Carried. Motion No. CW090902-07 Moved by Coutanche, Seconded by Allison It is recommended that: 1. The Director of Transportation and Environmental Services be authorized to incur expenses up to $25,000.00 in 2009 for the commencement of an Action Plan towards Safer and Calmer Roads in the Township of Oro-Medonte. 2. And That the funds expensed in 2009 be deemed an overrun to the adopted 2009 budget. 3. And That funds be allocated in the 2010 budget deliberations for the completion of an Action Plan towards Safer and Calmer Roads in the Township of Oro-Medonte. Carried. Items 13d), 13e) and 15j) were dealt with at this time. Page 4 of 17 Committee of the Whole meeting minutes - September 2, 2009. c) Correspondence dated August 13, 2009 from Keith Sherman, Coordinator, Severn Sound Environmental Association, re: Tree Distribution Program 2010. Motion No. CW090902-08 Moved by Evans, Seconded by Crawford It is recommended that: 1. The correspondence dated August 13, 2009 from Keith Sherman, Coordinator, Severn Sound Environmental Association, re: Tree Distribution Program 2010, be received. 2. That the Township of Oro-Medonte will support the distribution of materials and provide a facility. 3. And Further That Council request that the Oro-Medonte Environmental Group Advisors (OMEGA) consider undertaking this activity as an environmental initiative. Carried. d) Correspondence dated July 17, 2009 from Cynthia Hands, re: Purchase of Unopened Road Allowance abutting to 89 Greenwood Avenue. Motion No. CW090902-09 Moved by Allison, Seconded by Coutanche It is recommended that the correspondence dated July 17, 2009 from Cynthia Hands, re: Purchase of Unopened Road Allowance abutting to 89 Greenwood Avenue be received and referred to staff for report. Carried. e) Lake Simcoe Region Conservation Authority, Invitation to the Lake Simcoe Region Conservation Authority Watershed Excellence Showcase on Wednesday, September 30, 2009. Motion No. CW090902-10 Moved by Crawford, Seconded by Evans It is recommended that: 1. The Lake Simcoe Region Conservation Authority, Invitation to the Lake Simcoe Region Conservation Authority Watershed Excellence Showcase on Wednesday, September 30, 2009 be received. 2. And That the CAO's Office r.s.v.p. on behalf of Council. Carried. Page 5 of 17 Committee of the Whole meeting minutes - September 2, 2009. 7. REPORTS OF MEMBERS OF COUNCIL: a) Mayor H.S. Hughes, correspondence received August 13, 2009 from Bonnie Reynolds, re: Lest We Forget, Annual Memorial Service, Soldier's Monument Waverley, Sunday September 13, 2009. Motion No. CW090902-11 Moved by Coutanche, Seconded by Allison It is recommended that the correspondence received August 13, 2009 from Bonnie Reynolds, re: Lest We Forget, Annual Memorial Service, Soldier's Monument Waverley, Sunday September 13, 2009 be received; and that the Township of Oro-Medonte donate $100.00 towards the Annual Memorial Service. Carried. b) Mayor H.S. Hughes, correspondence dated August 13, 2009 from the Town of Fort Erie, re: Support of Moratorium Call by Ontario Medical Association to Halt Major Health Care Restructuring Decisions. Motion No. CW090902-12 Moved by Agnew, Seconded by Evans It is recommended that the correspondence dated August 13, 2009 from the Town of Fort Erie, re: Support of Moratorium Call by Ontario Medical Association to Halt Major Health Care Restructuring Decisions be received. Carried. c) Mayor H.S. Hughes, correspondence dated August 7, 2009 from The Simcoe County Association for the Physically Disabled, re: Invitation to Attend S.C.A.P.D.'s Annual General Meeting - September 22, 2009. Motion No. CW090902-13 Moved by Agnew, Seconded by Crawford It is recommended that: 1. The correspondence dated August 7, 2009 from The Simcoe County Association for the Physically Disabled, re: Invitation to Attend S.C.A.P.D.'s Annual General Meeting - September 22, 2009 be received. 2. And That Councillor Evans be authorized to attend. Carried. Page 6 of 17 Committee of the Whole meeting minutes - September 2, 2009. d) Councillor Evans, re: Accessibility Advisory Committee Members attendance at Next SCAN Meeting - September 22, 2009. Motion No. CW090902-14 Moved by Allison, Seconded by Coutanche It is recommended that: 1. The correspondence dated August 7, 2009 from the Simcoe County Association for the Physically Disabled, re: Next SCAN Meeting and S.C.A.P.D.'s Annual General Meeting - September 22, 2009 and verbal information presented by Councillor Evans, re: Accessibility Advisory Committee Members attendance at Next SCAN Meeting - September 22, 2009 be received. 2. And That Shirley Paterson and Bonnie McDougall be authorized to attend. Carried. e) Councillor Agnew, re: Nomination of the OMEGA Water Quality/Lake Management Working Group for the LSRCA Education Award for the Protecting Your Water & Shoreline Property brochure. Motion No. CW090902-15 Moved by Crawford, Seconded by Agnew It is recommended that: 1. The verbal information presented by Councillor Agnew, re: Nomination of the OMEGA Water Quality/Lake Management Working Group for the LSRCA Education Award for the Protecting Your Water & Shoreline Property brochure be received. 2. That the OMEGA Water Quality/Lake Management Working Group be nominated for the LSRCA Education Award for their work on the Protecting Your Water & Shoreline Property brochure. 3. And That the LSRCA be advised of Council's decision. Carried. Page 7 of 17 Committee of the Whole meeting minutes - September 2, 2009. D Councillor Agnew, re: Food Procurement Policy. Motion No. CW090902-16 Moved by Crawford, Seconded by Evans It is recommended that: 1. The verbal information presented by Councillor Agnew, re: Food Procurement Policy be received. 2. And That OMEGA provide recommendations on implementation of the principles of a Local Food Policy and Zero Waste Program. Carried. 8. ADMINISTRATION, FINANCE AND CORPORATE SERVICES: a) Robin Dunn, Chief Administrative Officer, re: Open House and Travelling Council Meeting - Ward 3. Motion No. CW090902-17 Moved by Coutanche, Seconded by Allison It is recommended that the verbal information presented by Robin Dunn, Chief Administrative Officer, re: Open House and Travelling Council Meeting - Ward 3 be received. Carried. b) Report No. FI 2009-15, Paul Gravelle, Director of Finance/Treasurer/Deputy CAO, re: Statement of Accounts, July 31, 2009. Motion No. CW090902-18 Moved by Evans, Seconded by Crawford It is recommended that: 1. Report No. FI 2009-15, Paul Gravelle, Director of Finance/Treasurer/ Deputy CAO, re: Statement of Accounts, July 31, 2009 be received. 2. And That the accounts for the month of July, 2009 totalling $1,933,547.20 be received. Carried. Page 8 of 17 Committee of the Whole meeting minutes - September 2, 2009. Motion No. CW090902-19 Moved by Evans, Seconded by Crawford 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. The Committee recessed at 12:05 p.m. and reconvened at 1:08 p.m. 9. TRANSPORTATION AND ENVIRONMENTAL SERVICES: a) Report No. TES 2009-28, Jerry Ball, Director of Transportation and Environmental Services, re: Burl's Creek - Live Nations Music Fesitval [Deferred from August 21, 2009 Committee of the Whole]. Motion No. CW090902-20 Moved by Allison, Seconded by Coutanche It is recommended that: 1. Report No. TES2009-28, Jerry Ball, Director of Transportation and Environmental Services be received and adopted 2. That the Township enter into Memorandums of Understanding with Burl's Creek Family Event Park and the Ontario Provincial Police regarding events to take place at Burl's Creek Family Event Park. 3. And That the Clerk bring forward the appropriate by-laws for Council's consideration. Carried. b) Councillor Agnew, re: Forrester Road. Motion No. CW090902-21 Moved by Evans, Seconded by Crawford It is recommended that the verbal information presented by Councillor Agnew and Jerry Ball, Director of Transportation and Environmental Services, re: Forrester Road be received. Carried. Page 9 of 17 Committee of the Whole meeting minutes - September 2, 2009. c) Mayor H.S. Hughes, re: Moonstone Wind Storm. Motion No. CW090902-22 Moved by Crawford, Seconded by Evans It is recommended that the verbal information presented by Mayor H.S. Hughes, re: Moonstone Wind Storm be received. Carried. 10. DEVELOPMENT SERVICES: a) Committee of Adjustment, minutes of meeting held on August 20, 2009. Motion No. CW090902-23 Moved by Crawford, Seconded by Evans It is recommended that the draft Committee of Adjustment minutes for the meeting held on August 20, 2009 be received. Carried. b) Andria Leigh, Director of Development Services, re: Simcoe Area: A Strategic Vision of Growth - Township Submission. Motion No. CW090902-24 Moved by Coutanche, Seconded by Allison It is recommended that: 1. The correspondence dated September 1, 2009, Andria Leigh, Director of Development Services, re: Simcoe Area: A Strategic Vision of Growth - Township Submission be received. 2. And that staff submit the correspondence dated September 1, 2009, re: Simcoe Area: A Strategic Vision of Growth - Township Submission, immediately. Carried. Page 10 of 17 Committee of the Whole meeting minutes - September 2, 2009. c) Deputy Mayor Hough, re: Zoning By-law Amendments. Motion No. CW090902-25 Moved by Coutanche, Seconded by Allison It is recommended that the verbal information presented by Deputy Mayor Hough re: Zoning By-law Amendments (Accessory Buildings) be received. Carried. 11. EMERGENCY SERVICES: a) Report No. FD 2009-29, Richard Playfair, Director of Fire & Emergency Services, re: Burl's Creek - Live Nations Music Festival [Deferred from August 21, 2009 Committee of the Whole]. Motion No. CW090902-26 Moved by Evans, Seconded by Crawford It is recommended that Report No. FD 2009-29, Richard Playfair, Director of Fire & Emergency Services, re: Burl's Creek - Live Nations Music Festival be withdrawn. Carried. 12. RECREATION AND COMMUNITY SERVICES: a) Report No. RC 2009-17, Shawn Binns, Director of Recreation and Community Services, re: Oro-Medonte Adult Skating Club Subsidy Request. Motion No. CW090902-27 Moved by Crawford, Seconded by Evans It is recommended that the motion with respect to Report No. RC 2009-17, Shawn Binns, Director of Recreation and Community Services, re: Oro- Medonte Adult Skating Club Subsidy Request be deferred. Carried. Page 11 of 17 Committee of the Whole meeting minutes - September 2, 2009. Motion No. CW090902-28 Moved by Allison, Seconded by Coutanche It is recommended that: 1. Report No. RC2009-17, Shawn Binns, Director of Recreation and Community Services, re: Oro-Medonte Adult Skating Club Subsidy Request, be received and adopted. 2. And That the subsidy request from Oro-Medonte Adult Skating Club be denied in accordance with the Fees and Charges By-law No. 2009- 056, as amended. 3. And Further That the applicant be advised of Council's decision. Deferred. b) Memorandum dated September 2, 2009, Shawn Binns, Director of Recreation and Development Services, re: Renewal of Oro-Medonte 77's Agreement. Motion No. CW090902-29 Moved by Crawford, Seconded by Evans It is recommended that: 1. The Memorandum dated September 2, 2009, Shawn Binns, Director of Recreation and Community Services, re: Renewal of Oro-Medonte 77's Agreement be received and adopted. 2. And That the Clerk bring forward the appropriate by-law for Council's consideration. Carried. c) Shawn Binns, Director of Recreation and Community Services, re: 160th Anniversary of Oro African Church. Motion No. CW090902-30 Moved by Coutanche, Seconded by Allison It is recommended that: 1. The verbal update presented by Shawn Binns, Director of Recreation and Community Services, re: 160th Anniversary of Oro African Church, be received. 2. And That an update be brought forward at the September 16, 2009 meeting of the Committee of the Whole. Carried. Page 12 of 17 Committee of the Whole meeting minutes - September 2, 2009. 13. IN-CAMERA: a) Motion to Go In-Camera, Motion to Rise and Report Items 13d), 13e) and 13j) on the agenda. Motion No. CW090902-31 Moved by Allison, Seconded by Coutanche It is recommended that we do now go In-Camera at 10:20 a.m. to discuss Personnel Matters and Solicitor-Client Privilege. Carried. Motion No. CW090902-32 Moved by Evans, Seconded by Agnew It is recommended that we do now Rise and Report from In-Camera at 11:11 a.m. Carried. b) Motion to Go In-Camera, Motion to Rise and Report Items 13c), 130, 13g), 13h) and 13i) on the agenda. Motion No. CW090902-33 Moved by Crawford, Seconded by Evans It is recommended that we do now go In-Camera at 3:00 p.m. to discuss Personal, Personnel, Legal and Property Matters. Carried. Motion No. CW090902-34 Moved by Coutanche, Seconded by Allison It is recommended that we do now Rise and Report from In-Camera at 4:44 p.m. Carried. Page 13 of 17 Committee of the Whole meeting minutes - September 2, 2009. c) Mayor H.S. Hughes, re: Personal Matter (Committee Members). Motion No. CW090902-35 Moved by Agnew, Seconded by Evans It is recommended that confidential verbal information presented by Mayor H.S. Hughes, re: Personal Matter (Committee Members) be received. Carried. d) Robin Dunn, Chief Administrative Officer, re: Personnel (Staffing Update). Motion No. CW090902-36 Moved by Allison, Seconded by Coutanche It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Staffing Update) be received. Carried. e) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Pay Equity). Motion No. CW090902-37 Moved by Crawford, Seconded by Evans It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer and Marianne Love McDowall Associates, re: Personnel Matter (Pay Equity) be received. Carried. f) Robin Dunn, Chief Administrative Officer, re: Legal Matter (Tax Registration) [Deferred from August 21, 2009 Committee of the Whole]. Motion No. CW090902-38 Moved by Coutanche, Seconded by Allison It is recommended that the confidential correspondence dated August 31, 2009 and presented by Robin Dunn, Chief Administrative Officer, re: Legal Matter (Tax Registration) be received. Carried. Page 14 of 17 Committee of the Whole meeting minutes - September 2, 2009. g) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Request to Purchase, Part of Unopened Road Allowance Between Conc. 4 and 5, Part 2, 51 R-17464 [Deferred from August 12, 2009 Committee of the Whole]. Motion No. CW090902-39 Moved by Evans, Seconded by Crawford It is recommended that the Memorandum correspondence dated August 24, 2009, Andria Leigh, Director of Development Services, re: Part of Unopened Road Allowance between Conc. 4 and 5, Part 2 51 R-17464, be received. Carried. Motion No. CW090902-40 Moved by Allison, Seconded by Coutanche It is recommended that: 1. Confidential Report No. CS 2009-021, Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Request to Purchase by Desmond McGurrin, Part of Unopened Road Allowance between Conc. 4 and 5, Part 2, 51 R-17464 PIN 74055-0109 (LT) be received. 2. That the lands described as Part of Unopened Road Allowance between Conc. 4 and 5, Part 2, 51 R-17464 PIN 74055-0109 (LT) be permanently closed and be declared surplus to the needs of the municipality. 3. That the sale of part the unopened road allowance between Conc. 4 and 5, Part 2, 51 R-17464 PIN 74055-0109 (LT) be approved. 4. And That staff proceed as directed and report back to Council. Carried. h) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Part of Monk Street). Motion No. CW090902-41 Moved by Coutanche, Seconded by Allison It is recommended that Confidential Report No. CS 2009-027, Doug Irwin, Director of Corporate Services/Clerk, be received; and that staff proceed as directed and report back to Council. Carried. Page 15 of 17 Committee of the Whole meeting minutes - September 2, 2009. i) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Investigation Outside of the Municipality). Motion No. CW090902-42 Moved by Agnew, Seconded by Evans It is recommended that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Investigation Outside of the Municipality) be received. Carried. j) Andria Leigh, Director of Development Services, re: Solicitor-Client Privilege (Legal Opinion - Fill By-law). Motion No. CW090902-43 Moved by Allison, Seconded by Coutanche It is recommended that confidential correspondence dated August 26, 2009, and presented by Doug Irwin, Director of Corporate Services/Clerk, re: Solicitor-Client Privilege Matter (Legal Opinion - Fill By-law) be received. Carried. 14. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 15. ANNOUNCEMENTS Page 16 of 17 Committee of the Whole meeting minutes - September 2, 2009. 16. ADJOURNMENT a) Motion to adjourn. Motion No. CW090902-44 Moved by Evans, Seconded by Crawford It is recommended that we do now adjourn at 4:53 p.m. Carried. J. ouglas Clerk Page 17 of 17