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06 01 2011 Council Minutes-warn. Tots nship of C"r 40-45ffG&nte Proud HerirtWe. Exciting Future Wednesday, June 1, 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 Kelly Meyer Councillor Marty Lancaster Councillor John Crawford Councillor Dwight Evans Regrets: Councillor Mel Coutanche TIME: 9:05 a.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; Jerry Ball, Director of Transportation and Environmental Services; Shawn Binns, Director of Recreation and Community Services; Janette Teeter, Deputy Clerk; Samah Othman, Executive Assistant/Corporate Communications Specialist; Marie Brissette, Committee Coordinator; Jen Jermey, Records Clerk Also Present: Gail O'Brien, Klaus Kuch, Joan Ellis, Ann Budge 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 13 Council Meeting Minutes —June 1, 2011 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. Motion No. C110601 -1 Moved by Crawford, Seconded by Evans Be it resolved that the agenda for the Council meeting of Wednesday, June 1, 2011 be received and adopted as amended to add: 4g) Robin Dunn, CAO, re: Personal matters about an identifiable individual (Staffing Update), and to withdraw: 4e) Robin Dunn, CAO, re: Solicitor - client privilege (Legal Opinion), and 4f) Andria Leigh, Director of Development Services, re: Acquisition /disposition of land (Affordable Housing). Carried. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. Motion No. C110601 -2 Moved by Meyer, Seconded by Evans Be it resolved that we do now go in Closed Session at 9:06 a.m. to discuss • personal matter affecting an identifiable individual. Carried. Page 2 of 13 Council Meeting Minutes — June 1, 2011 b) Motion to Rise and Report. Motion No. C110601 -3 Moved by Meyer, Seconded by Crawford Be it resolved that we do now Rise at 10:01 a.m. and Report on the Closed Session Items: 4c) Councillors Crawford, Meyer and Lancaster, re: Personal matters about an identifiable individual (Recreation Technical Support Group), 4d) Robin Dunn, CAO, re: Personal matters about an identifiable individual (Fence Agreement), 4g) Robin Dunn, CAO, re: Personal matters about an identifiable individual (Staffing Update). Carried. c) Councillors Crawford, Meyer and Lancaster, re: Personal matters about an identifiable individual (Recreation Technical Support Group). The following staff were present: Robin Dunn, CAO; Doug Irwin, Director of Corporate Services /Clerk; Shawn Binns, Director of Recreation and Community Services; Tamara Obee, Manager of Health and Safety, Human Resources. Motion No. C110601 -4 Moved by Evans, Seconded by Meyer Be it resolved 1. That the confidential information presented by Councillors Crawford, Meyer and Lancaster, re: Personal matters about an identifiable individual (Recreation Technical Support Group) be received. 2. That Tim Crawford, Rick Madden, Reta Regelink, Tracey Rynard and Nancy Stoddart be appointed to the Recreation Technical Support Group. 3. That the Clerk bring forward the appropriate by -law. 4. And That the applicants be advised of Council's decision under the Director of Corporate Services /Clerk's signature. Carried. Page 3 of 13 Council Meeting Minutes — June 1, 2011 d) Robin Dunn, CAO, re: Personal matters about an identifiable individual (Fence Agreement). The following staff were present: Robin Dunn, CAO; Doug Irwin, Director of Corporate Services /Clerk. Motion No. C110601 -5 Moved by Meyer, Seconded by Crawford Be it resolved 1. That the Confidential Memorandum dated May 9, 2011 and confidential information presented by Robin Dunn, CAO, re: Personal matters about an identifiable individual (Fence Agreement) be received. 2. That staff be authorized to proceed as outlined in the Confidential Memorandum dated May 9, 2011. 3. That the required funds be allocated from the Budget Stabilization fund. 4. And that the applicants be advised of Council's decision under the Chief Administrative Officer's signature. Carried. e) Robin Dunn, CAO, re: Solicitor - client privilege (Legal Opinion). The item was withdrawn. f) Andria Leigh, Director of Development Services, re: Acquisition /disposition of land (Affordable Housing). The item was withdrawn. g) Robin Dunn, CAO, re: Personal matters about an identifiable individual (Staffing Update). The following staff were present: Robin Dunn, CAO; Doug Irwin, Director of Corporate Services /Clerk; Tamara Obee, Manager of Health and Safety, Human Resources. Motion No. C110601 -6 Moved by Crawford, Seconded by Meyer Be it resolved 1. That the confidential verbal information presented by Robin Dunn, CAO, and Tamara Obee, Manager of Health & Safety, Human Resources, re: Personal matters about an identifiable individual (Staffing Update) be received. 2. And That the CAO be authorized to exceed the 2011 Human Resources Legal budget allocation. Carried. Page 4 of 13 Council Meeting Minutes — June 1, 2011 5. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 6. MINUTES OF COUNCIL AND COMMITTEES: a) Minutes of Council meeting held on May 25, 2011. Motion No. C110601 -7 Moved by Crawford, Seconded by Meyer Be it resolved that the draft minutes of the Council meeting held on Wednesday, May 25, 2011, be adopted as printed and circulated. Carried. b) Minutes of Committee of Adjustment meeting held on May 19, 2011. Motion No. C110601 -8 Moved by Crawford, Seconded by Meyer Be it resolved that the draft minutes of Committee of Adjustment meeting held on May 19, 2011 be received. Carried. c) Minutes of Common Interest Committee meeting held on April 15, 2011. Motion No. C110601 -9 Moved by Crawford, Seconded by Evans Be it resolved that the draft minutes of Common Interest Committee meeting held on April 15, 2011 be received. Carried. Page 5 of 13 Council Meeting Minutes — June 1, 2011 7. RECOGNITION OF ACHIEVEMENTS: a) Correspondence dated May 12, 2011 from Andrew Koopmans, Executive Director, The Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) re: Approved Applications for Certified Municipal Officer (CMO) Accreditation for Janette Teeter, Marie Brissette and Samah Othman. Motion No. C110601 -10 Moved by Meyer, Seconded by Evans Be it resolved that Janette Teeter, Marie Brissette and Samah Othman be recognized for the approved applications for Certified Municipal Officer (CMO) Accreditation from the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) under the Mayor's signature. Carried. b) Jennifer Jermey, Records Management Fundamentals, iSchool Institute, University of Toronto. Motion No. C110601 -11 Moved by Evans, Seconded by Crawford Be it resolved that Jennifer Jermey be recognized for the completion of Records Management Fundamentals, iSchool Institute, University of Toronto under the Mayor's signature. Carried. c) Certificate of Appreciation to the Township of Oro - Medonte from the Simcoe County District School Board. Motion No. C110601 -12 Moved by Crawford, Seconded by Evans Be it resolved that the Certificate of Appreciation to the Township of Oro - Medonte from the Simcoe County District School Board be received. Carried. 8. PUBLIC MEETINGS: None. 9. DEPUTATIONS: None. Page 6 of 13 Council Meeting Minutes –June 1, 2011 10. REPORTS OF MUNICIPAL OFFICERS: a) 10:00 a.m. Gail O'Brien, Accommodation Review Committee (ARC) Member re: Simcoe County District School Board, ARC, Final Report, Review Area: Barrie Central Collegiate Institute, Barrie North Collegiate Institute, Bear Creek Secondary School, Eastview Secondary School, Innisdale Secondary School [binder available in Clerk's office]. Motion No. C110601 -13 Moved by Evans, Seconded by Meyer Be it resolved that the information presented by Gail O'Brien, Accommodation Review Committee (ARC) Member, re: Simcoe County District School Board, ARC, Final Report, Review Area: Barrie Central Collegiate Institute, Barrie North Collegiate Institute, Bear Creek Secondary School, Eastview Secondary School, Innisdale Secondary School be received. Carried. b) Memorandum dated June 1, 2011 from Andria Leigh, Director of Development Services, re: Township Standard for Tree Security Deposit and Report No. DS2011 -16 Residential Tree Security – Moon Point Plan of Subdivision [deferred from May 11, 2011]. Motion No. C110601 -14 Moved by Crawford, Seconded by Meyer Be it resolved 1. That Report No. DS 2011 -016, Andria Leigh, Director of Development Services, re: Residential Tree Security – Moon Point Plan of Subdivision be received and adopted. 2. And Further That Council establishes the required residential tree security amount to be $5,000.00 on a per lot basis. Defeated. Motion No. C110601 -15 Moved by Meyer, Seconded by Evans Be it resolved 1. That Memorandum dated June 1, 2011, Andria Leigh, Director of Development Services, re: Township Standard for Tree Security Deposit be received and adopted. 2. That Council endorses the amount of $ 5000.00 being the Township's standard tree security deposit, applicable to residential lots with tree preservation requirements contained within their subdivision /site plan agreement. 3. And further that Report DS2011 -016, Andria Leigh, Director of Development Services, re: Residential Tree Security —Moon Point Plan of Subdivision be received for information only. Carried. Page 7 of 13 Council Meeting Minutes — June 1, 2011 c) Memorandum dated June 1, 2011 from Andria Leigh, Director of Development Services, re: On -Site Sewage System Maintenance Inspection Program and Report DS2011 -019 Mandatory Septic Maintenance Inspection Program [deferred from May 25, 2011 meeting]. Motion No. C110601 -16 Moved by Meyer, Seconded by Crawford Be it resolved 1. That Report No. DS 2011 -019, Andria Leigh, Director of Development Services, re: Mandatory Septic Maintenance Inspection Program be received and adopted. 2. That staff be authorized to proceed as outlined in Report No. DS2011 -019. 3. That staff liaise with local sewage haulage companies with respect to the implementation of the program. 4. And That the Clerk bring forward the appropriate By -law for Council's consideration with respect to Township wide septic maintenance re- inspection program. Defeated. Motion No. C110601 -17 Moved by Evans, Seconded by Lancaster Be it resolved 1. That the motion with respect to the Memorandum dated June 1, 2011, Andria Leigh, Director of Development Services, re: On -Site Sewage System Maintenance Inspection Program be deferred to enable staff to investigate the implementation of the program within the parameters of the legislation. 2. That Councillors Crawford and Evans participate in a Working Group with staff and qualified /experienced haulers and installers with respect to the implementation of the program, including communication and education. 3. And that staff report back to Council. Carried. Motion No. C110601 -18 Moved by Crawford, Seconded by Meyer Be it resolved 1. That Memorandum dated June 1, 2011, Andria Leigh, Director of Development Services, re: On -Site Sewage System Maintenance Inspection Program be received and adopted. 2. And That Council endorses the recommendations contained in Report DS 2011 -019, Andria Leigh, Director of Development Services, re: Mandatory Septic Maintenance Inspection Program to proceed with Option 1 and the utilization of the existing staff complement to perform the inspections and administer the program for 2011. Deferred. Page 8 of 13 Council Meeting Minutes — June 1, 2011 11. REPORTS OF MEMBERS OF COUNCIL: a) Mayor H.S. Hughes, correspondence dated April 27, 2011 from Janis Medysky, Associate Director, Simcoe County District School Board, re: Invitation for Accommodation Review Committee (ARC) - Community Representation for: • Coldwater Public School, Moonstone Elementary School and Warminster Public School and • Port McNicoll Public School, Victoria Harbour Elementary School and Waubaushene Elementary School [deferred from May 18, 2011 ]. Motion No. C110601 -19 Moved by Crawford, Seconded by Meyer Be it resolved that correspondence dated May 20, 2011 from Lila Osborne, re: Appointment to Accommodation Review Committee be received. Carried. Motion No. C110601 -20 Moved by Meyer, Seconded by Crawford Be it resolved 1. That the information presented by Mayor H.S. Hughes and correspondence dated April 27, 2011 from Janis Medysky, Associate Director, Simcoe County District School Board, re: Invitation for Accommodation Review Committee (ARC) - Community Representation for: Coldwater Public School, Moonstone Elementary School and Warminster Public School; and • Port McNicoll Public School, Victoria Harbour Elementary School and Waubaushene Elementary School be received. 2. That Lila Osborne be appointed as the Oro - Medonte Community Representative on the ARC for the Coldwater Public School, Moonstone Elementary School and Warminster Public School accommodation review. 3. And That the Simcoe County District School Board be advised of Council's decision under the Mayor's signature. Carried. Page 9 of 13 Council Meeting Minutes — June 1, 2011 b) Mayor H.S. Hughes, correspondence dated May 26, 2011 from Doug Reycraft, Chair, Community Schools Alliance, re: Request for Participation on Community Schools Alliance Committee. Motion No. C110601 -21 Moved by Evans, Seconded by Crawford Be it resolved that the information presented by Mayor H.S. Hughes and correspondence dated May 26, 2011 from Doug Reycraft, Chair, Community Schools Alliance, re: Request for Participation on Community Schools Alliance Committee be received; And That a copy of the correspondence be forwarded to the Moonstone Elementary Enhancement Team. Carried. c) Mayor H.S. Hughes, re: Studer Conference Organizational Leadership. Motion No. C110601 -22 Moved by Crawford, Seconded by Meyer Be it resolved that the verbal information presented by Mayor H.S. Hughes, re: Studer Conference Organizational Leadership be received. Carried. d) Mayor H.S. Hughes, re: Community Feedback. Motion No. C110601 -23 Moved by Crawford, Seconded by Evans Be it resolved that the verbal information presented by Mayor H.S. Hughes, re: Community Feedback be received. Carried. Page 10 of 13 Council Meeting Minutes — June 1, 2011 12. CONSENT AGENDA: a) Announcements of Interest to the Public - 1) Eady Yard Sale, Eady Hall, 73 Eady Station Road, June 11, 2011 8:00 a.m. — 12:00 p.m. b) Minutes of Midland Public Library Board meeting held on April 7, 2011. Staff Recommendation: Receive. c) Correspondence dated May 19, 2011 from Dalton McGuinty, Premier, re: Green Energy Act. Staff Recommendation: Receive. d) Correspondence dated May 20, 2011 from Michelle Hudolin, Severn Sound Environmental Association, re: Letter of Appreciation for Tree Seeding Distribution Program. Staff Recommendation: Receive. e) Correspondence dated May 26, 2011 from J. W. Tiernay, Executive Director, Ontario Good Roads Association, re: Minimum Maintenance Standards Litigation — Status Report. Staff Recommendation: Receive. Motion No. C1 10601-24 Moved by Crawford, Seconded by Meyer Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed: a) Announcements of Interest to the Public - Eady Yard Sale, Eady Hall, 73 Eady Station Road, June 11, 2011 8:00 a.m. — 12:00 p.m. b) Minutes of Midland Public Library Board meeting held on April 7, 2011. Received. c) Correspondence dated May 19, 2011 from Dalton McGuinty, Premier, re: Green Energy Act. Received. d) Correspondence dated May 20, 2011 from Michelle Hudolin, Severn Sound Environmental Association, re: Letter of Appreciation for Tree Seeding Distribution Program. Received. e) Correspondence dated May 26, 2011 from J. W. Tiernay, Executive Director, Ontario Good Roads Association, re: Minimum Maintenance Standards Litigation — Status Report. Received. Carried. Page 11 of 13 Council Meeting Minutes —June 1, 2011 13. COMMUNICATIONS: None. 14. NOTICE OF MOTIONS: None. 15. BY -LAWS: a) By -Law No. 2011 -086 A By -Law to Amend By -Law Number 2009 -105, "A by -law for the imposition of development charges ". b) By -Law No. 2011 -087 A By -Law to Repeal By -Law No. 2007 -100, as amended, "A By -law to Establish a Technical Support Group entitled Oro - Medonte Environmental Group Advisors (OMEGA)" Motion No. C1 10601-25 Moved by Evans, Seconded by Crawford Be it resolved that the following by -laws: By -Law No. 2011 -086: A By -Law to Amend By -Law Number 2009 -105, "A by -law for the imposition of development charges ". By -Law No. 2011 -087: A By -Law to Repeal By -Law No. 2007 -100, as amended, "A By- law to Establish a Technical Support Group entitled Oro - Medonte Environmental Group Advisors (OMEGA) ". 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): Page 12 of 13 Council Meeting Minutes — June 1, 2011 18. CONFIRMATION BY -LAW: a) By -Law No. 2011 -085 Being a By -Law to Confirm the Proceedings of the Council Meeting Held on Wednesday, June 1, 2011. Motion No. C1 10601-26 Moved by Meyer, Seconded by Crawford Be it resolved that By -Law No. 2011 -085, being a by -law to confirm the proceedings of the Council meeting held on Wednesday, June 1, 2011 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 19.ADJOURNMENT: a) Motion to Adjourn. Motion No. C1 10601-27 Moved by Crawford, Seconded by Evans Be it resolved that we do now adjourn at 12:30 p.m. Carried. Page 13 of 13