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03 02 2011 Council MinutesT N- 0 'en To U WS11 tp Of Proad Her tngr, L e'itine Future Wednesday, March 2, 2011 THE TOWNSHIP OF ORO- MEDONTE REGULAR COUNCIL MEETING MINUTES Council Chambers 2010 - 2014 COUNCIL Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Mel Coutanche, arrived at 2:00 p.m. Councillor Kelly Meyer Councillor Marty Lancaster Councillor John Crawford Councillor Dwight Evans TIME: 1:01 p.m. 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; Donna Hewitt, Director of Corporate Strategic Initiatives; Richard Playfair, Director of Fire and Emergency Services; Jerry Ball, Director of Transportation and Environmental Services; Shawn Binns, Director of Recreation and Community Services; Tamara Obee, Manager Health & Safety, Human Resources; Janette Teeter, Deputy Clerk; Samah Othman, Executive Assistant/Corporate Communications Specialist; Marie Brissette, Committee Coordinator. Also Present: Ann Budge, Ann Truyens, Sandy Agnew, Shirley Woodrow, Susan Woods, Joan Ellis, Carol Lambie, Laurene Hilderley. 1. CALL TO ORDER - PRIVATE PRAYER/MOMENT OF REFLECTION: Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a private prayer /moment of reflection. Page 1 of 11 Council Minutes — March 2, 2011 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. Motion No. C110302 -1 Moved by Crawford, Seconded by Evans Be it resolved that the agenda for the Council meeting of Wednesday, March 2, 2011 be received and adopted, as amended to withdraw Item 11 a) Deputy Mayor Hough re: Nottawasaga Valley Conservation Authority February 25, 2011 Meeting Update. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. Motion No. C110302 -2 Moved by Lancaster, Seconded by Meyer Be it resolved that we do now go in Closed Session at 1:02 p.m. to discuss personal matter affecting an identifiable individual. Carried. b) Motion to Rise and Report. Motion No. C110302 -3 Moved by Evans, Seconded by Crawford Be it resolved that we do now Rise at 1:20 p.m. and recess until 2:00 p.m. at which time we shall Report on the Closed Session Item 4c), Robin Dunn, Chief Administrative Officer, re: Personal matters about an identifiable individual (Fire and Emergency Services). Carried. Page 2 of 11 Council Minutes — March 2, 2011 c) Robin Dunn, Chief Administrative Officer, re: Personal matters about an identifiable individual (Fire and Emergency Services). The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Corporate Services /Clerk; Richard Playfair, Director of Fire and Emergency Services; Samah Othman, Executive Assistant /Corporate Communications Specialist. Motion No. C110302 -4 Moved by Lancaster, Seconded by Meyer Be it resolved that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Personal matters about an identifiable individual (Fire and Emergency Services) be received. Carried. 5. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 6. MINUTES OF COUNCIL AND COMMITTEES: a) Minutes of Council meeting held on February 23, 2011. Motion No. C110302 -5 Moved by Meyer, Seconded by Lancaster Be it resolved that the draft minutes of the Council meeting held on Wednesday, February 23, 2011 be adopted as printed and circulated. Carried. b) Minutes of Human Resources Committee meeting held on February 23, 2011. Motion No. C110302 -6 Moved by Lancaster, Seconded by Evans Be it resolved that the draft minutes of the Human Resources Committee meeting held on February 23, 2011 be received. Carried. 7. RECOGNITION OF ACHIEVEMENTS: None. 8. PUBLIC MEETINGS: None. Page 3 of 11 Council Minutes — March 2, 2011 9. DEPUTATIONS: a) Carol Lambie, President and CEO, Laurene Hilderley, Director Communications and Fund Development, Mental Health Centre, Penetanguishene, re: Overview of Mental Health Services and Programs. A short video clip was presented. Motion No. C110302 -7 Moved by Crawford, Seconded by Lancaster Be it resolved that the correspondence dated December 23, 2010 and February 18, 2011 and PowerPoint presentation by Carol Lambie, President and CEO and Laurene Hilderley, Director Communications and Fund Development, Mental Health Centre, Penetanguishene, re: Overview of Mental Health Services and Programs be received. Carried. 10. REPORTS OF MUNICIPAL OFFICERS: Item 10d) Report No. FI 2011 -09, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO, re: 2011 Budget was dealt with at this time. a) Robin Dunn, Chief Administrative Officer, re: 2011 Budget Deliberations. The 2011 Waste Management Budget was distributed to Council. Motion No. C110302 -8 Moved by Lancaster, Seconded by Meyer Be it resolved that the Summary of the Programs /Initiatives discussed but not funded in 2011 be received. Carried. Motion No. C110302 -9 Moved by Evans, Seconded by Lancaster Be it resolved that the Summary of 2011 Budget Adjustments to the December 20, 2010 Draft Budget presented by Robin Dunn, Chief Administrative Officer re: 2011 Operating Capital and Reserve Budgets be received. Carried. Page 4 of 11 Council Minutes — March 2, 2011 Motion No. C110302 -10 Moved by Lancaster, Seconded by Meyer Be it resolved that the 2011 Operating, Capital and Reserve Budgets, as amended effective March 2, 2011, are hereby adopted. Carried. Recorded Vote Requested by Deputy Mayor Hough Deputy Mayor Hough Nay Councillor Lancaster Yea Councillor Meyer Yea Councillor Coutanche Yea Councillor Crawford Yea Councillor Evans Nay Mayor H.S. Hughes Yea b) Report No. Fl 2011 -07, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO, re: Statement of Accounts — January 31, 2011. Motion No. C110302 -11 Moved by Meyer, Seconded by Lancaster Be it resolved 1. That Report No. Fl 2011 -07, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO, re: Statement of Accounts - January 31, 2011 be received. 2. And Further That the accounts for the month of January, 2011 totalling $1,236,682.65 be received. Carried. c) Report No. Fl 2011 -08, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO, re: Development Charges Reserve Fund. Motion No. C110302 -12 Moved by Crawford, Seconded by Evans Be it resolved: 1. That Report No. Fl 2011 -08, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO, re: Development Charges Reserve Fund be received. 2. That the financial statement relating to the Development Charges Reserve Fund for the year 2010 be received. 3. And Further That The Director of Finance/Treasurer /Deputy CAO forward a copy of the said financial statement to the Ministry of Municipal Affairs and arrange for the posting of the financial statement to the Township's website. Carried. Page 5 of 11 Council Minutes — March 2, 2011 d) Report No. FI 2011 -09, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO, re: 2011 Budget. Motion No. C110302 -13 Moved by Lancaster, Seconded by Meyer Be it resolved that Report No. FI 2011 -09, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO, re: 2011 Budget be received and adopted, with the updated schedule which was distributed at the meeting. Carried. e) Report No. CS 2011 -03, Doug Irwin, Director of Corporate Services /Clerk, re: Recreation Technical Support Group Structure for 2010 -2014 Term of Council [deferred from February 23, 2011 meeting]. Motion No. C110302 -14 Moved by Evans, Seconded by Crawford Be it resolved that the memorandum correspondence dated March 2, 2011 and presented by Shawn Binns, Director of Recreation and Community Services re: 2010- 2014 Recreation Technical Support Group be received, And that the mandate for the Recreation Technical Support Group be amended to add "including: arts, culture, heritage, parks and facilities" after "... delivery of recreational services ", as outlined in Draft By -law No. 2011 -028. Carried. Motion No. C110302 -15 Moved by Meyer, Seconded by Lancaster Be it resolved 1. That Report No. CS 2011 -03, Doug Irwin, Director of Corporate Services /Clerk, re: Recreation Technical Support Group Structure for 2010 -2014 Term of Council be received and adopted. 2. That the Oro - Medonte Recreation Technical Support Group be continued for the 2010 -2014 Term of Council with a composition of two (2) members of Council (Chair), five (5) public members residing within the Township of Oro - Medonte and the Mayor as an ex- officio member. 3. That the appropriate by -law be brought forward for Council's consideration. 4. And Further That staff proceed accordingly to advertise and report back to Council with the applications received. Carried. Page 6 of 11 Council Minutes — March 2, 2011 f) Report No. DS 2011 -004, Andria Leigh, Director of Development Services, re: Oro - Medonte Environmental Advisory Group — Review of Mandate, Terms of Reference, and Committee Composition [deferred from February 23, 2011 meeting]. Motion No. C110302 -16 Moved by Coutanche, Seconded by Crawford Be it resolved that the recommendations for the Environmental Advisory Committee be referred to a working group of Council for possible revisions that would better ensure that the Mandate of the Committee is consistent with the strategic initiatives of the Township; and that Councillors Crawford and Coutanche be designated the Council representatives with the Mayor being ex- officio to the working group. Carried. Motion No. C110302 -17 Moved by Lancaster, Seconded by Crawford Be it resolved 1. That Report No. DS 2011 -004, Andria Leigh, Director of Development Services, re: Oro - Medonte Environmental Advisory Group — Review of Mandate, Terms of Reference, and Committee Composition be received and adopted. 2. That the appropriate by -law to endorse the revised Mandate and Terms of Reference for the Oro - Medonte Environmental Advisory Technical Support Group (EATSG) be brought forward for Council's consideration. 3. And Further That the Clerk proceed with the appropriate posting for interested applicants for appointment to the Oro - Medonte Environmental Advisory Technical Support Group. Deferred. 11. REPORTS OF MEMBERS OF COUNCIL: a) Deputy Mayor Hough, re: Nottawasaga Valley Conservation Authority February 25, 2011 Meeting Update. The item was withdrawn. 12. CONSENT AGENDA: a) Announcements of Interest to the Public - None. Page 7 of 11 Council Minutes — March 2, 2011 13. COMMUNICATIONS: a) Correspondence dated November 5, 2010 from Sean Roper, re: Request for Special Event Road Use Permit, Emergency Services Adventure Race, June 18, 2011. Motion No. C110302 -18 Moved by Meyer, Seconded by Lancaster Be it resolved 1. That the correspondence dated November 5, 2010 from Sean Roper, re: Request for Special Event Road Use Permit, Emergency Services Adventure Race (ESAR) on June 18, 2011 be received. 2. That the applicant liaise with the Director of Transportation and Environmental Services and the Chief Municipal Law Enforcement Officer with respect to signage and parking. 3. That the applicant provide proof of insurance naming the Township of Oro - Medonte as an additional insured in the amount of $2,000,000.00. 4. That the applicant provides appropriate notification to local residents and businesses affected. 5. That the applicant liaise with the Oro - Medonte Chamber of Commerce to promote local businesses and area accommodations. 6. And That applicant be advised of Council's decision under the Director of Corporate Services /Clerk's signature. Carried. b) Correspondence dated February 18, 2011 from Don Evans, Executive Director, The Sharing Place, re: Second Annual Mac & Cheese Luncheon. Motion No. C110302 -19 Moved by Crawford, Seconded by Lancaster Be it resolved 1. That the correspondence dated February 18, 2011 from Don Evans, Executive Director, The Sharing Place, re: Second Annual Mac & Cheese Luncheon be received 2. That Mayor Hughes and Councillors Lancaster and Meyer be authorized to attend. 3. And That the CAO's office arrange for the tickets. Carried. Page 8 of 11 Council Minutes — March 2, 2011 c) Correspondence received February 22, 2011 from the County of Simcoe Planning Department, re: Trails Connecting Communities Program - 2011. Motion No. C110302 -20 Moved by Lancaster, Seconded by Meyer Be it resolved that the correspondence received February 22, 2011 from the County of Simcoe Planning Department, re: Trails Connecting Communities Program - 2011 be received. Carried. d) Correspondence dated February 22, 2011 from Anna Proctor, Hawkestone and Area Community Association, re: Soapbox Derby - April 16, 2011. Motion No. C110302 -21 Moved by Crawford, Seconded by Evans Be it resolved 1. That the correspondence dated February 22, 20111 from Anna Proctor, President of Hawkestone and Area Community Association (HAACA) re: Soapbox Derby — April 16, 2011 be received. 2. That the request from HAACA to run a Soapbox Derby from Line 11 South from Ridge Road to John Street on April 16, 2011 from 11:30 a.m. to 4:00 p.m. be approved. 3. That an exemption to By -Law No 2006 -38 be granted to the HAACA to hold the Soap Box Derby on Saturday April 16, 2011 upon receipt of proof of $2,000,000 insurance to the Director of Recreation and Community Services. 4. That Line 11 South from Ridge Road to John Street be temporarily closed on April 16, 2011 from 11:30 a.m. to 4:00 p.m. inclusively. 5. That HAACA notify all emergency personnel of the partial road closure. 6. That the Hawkestone and Area Community Association be granted permission to utilize six Township Temporary Barricades on April 16, 2011. 7. And Further That the Director of Recreation and Community Services liaise and notify HAACA, the Director of Transportation and Environmental Services, and the Director of Fire & Emergency Services of Council's decision. Carried. 14. NOTICE OF MOTIONS: None. Page 9 of 11 Council Minutes — March 2, 2011 15. BY -LAWS: a) By -Law No. 2011 -025 A By -Law to Amend By -Law, 2010 -093, "A By -law of The Corporation of the Township of Oro - Medonte to Provide for the Imposition of Fees or Charges" (Fees and Charges By -law) [deferred from February 9, 2011 meeting]. Motion No. C110302 -22 Moved by Meyer, Seconded by Lancaster Be it resolved that By -Law No. 2011 -025, being a By -Law to Amend By -Law, 2010 -093, "A By -law of The Corporation of the Township of Oro - Medonte to Provide for the Imposition of Fees or Charges" (Fees and Charges By -law) be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: 17. CLOSED SESSION ITEMS (UNFINISHED ITEMS): None. 18. CONFIRMATION BY -LAW: a) By -Law No. 2011 -034 Being a By -Law to Confirm the Proceedings of the Council Meeting Held on Wednesday, March 2, 2011. Motion No. C110302 -23 Moved by Evans, Seconded by Lancaster Be it resolved that By -Law No. 2011 -034, being a by -law to confirm the proceedings of the Council meeting held on Wednesday, March 2, 2011 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 10 of 11 Council Minutes — March 2, 2011 19.ADJOURNMENT: a) Motion to Adjourn. Motion No. C110302 -24 Moved by Lancaster, Seconded by Meyer Be it resolved that we do now adjourn at 3:48 p.m. CI k, J. D u Irwin Carried. Page 11 of 11