06 29 2011 Special CouncilToumship
Proud Heritage, Exciting Future
THE TOWNSHIP OF ORO- MEDONTE
SPECIAL COUNCIL MEETING AGENDA
COUNCIL CHAMBERS
Wednesday, June 29, 2011
1:00 P.M.
Page
1. CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION:
2. ADOPTION OF AGENDA:
a) Motion to Adopt the Agenda.
3. DISCLOSURE OF PECUNIARY INTEREST:
4. REPORTS OF MUNICIPAL OFFICERS:
3 -5 a) Report No. RC 2011 -13, Shawn Binns, Director of Recreation and Community
Services re: Ian Beard Centre Renovations, Nurse Practitioner Clinic Tender
RC2011 -02 [to be distributed at the meeting].
b) Report No. CAO 2011 -05, Samah Othman, Executive Assistant/Corporate
Communications Specialist re: Social Media: Official Township of Oro -
Medonte Twitter Account [deferred from June 22, 2011] [to be deferred to July
13, 2011 meeting]
5. COMMUNICATIONS:
6 a) Oro - Medonte Horticultural Society, Request for Parking Exemption, Garden
Tour, July 10, 2011.
6. CLOSED SESSION ITEMS:
a) Motion to go In Closed Session.
b) Motion to Rise and Report.
c) Robin Dunn, Chief Administrative Officer, re: Personal matters about an
identifiable individual (Succession Planning).
d) Robin Dunn, Chief Administrative Officer, re: Personal matters about an
identifiable individual (Council /Staff Relations - Customer Service
Enhancements).
e) Donna Hewitt, Director of Corporate & Strategic Initiatives re:
Acquisition /disposition of land (Nurse Practitioner).
[Addenda]
7. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM:
Page 1 of 7
Page
Council Meeting Agenda - June 29, 2011.
8. CONFIRMATION BY -LAW:
7 a) By -Law No. 2011- 111 Being a By -Law to Confirm the Proceedings of the
Special Council Meeting Held on Wednesday, June
29, 2011.
9. ADJOURNMENT:
a) Motion to Adjourn.
Page 2 of 7
4a) - Report No. RC 2011 -13, Shawn Binns, Director of Recrea...
Township of
REPORT _
Proud Heritage, Exciting Future
Report No.
RC2011- 13
To:
Council
Prepared By:
Shawn Binns
Meeting Date:
June 29, 2011
Subject:
Ian Beard Centre Renovations -
Nurse Practitioner Clinic,
Tender RC2011 -02
Motion #
Roll #:
R.M.S. File #:
I RECOMMENDATION(S): Requires Action[X] For Information Onlyu
It is recommended that:
1. Report No. RC2011 -13 be received and adopted.
2. That tender contract RC2011 -02 be awarded to Cowden Woods Design Builders in
the amount of $47,615 exclusive of HST.
3. That the total project budget of $61,955 be approved and funded through the budget
stabilization reserve fund.
4. That the Nurse Practitioner Led Clinic and Ontario Provincial Police be notified of
Council's decision.
5. That the Clerk bring forward the By -law for Council's ratification.
BACKGROUND:
Staff report CSI 2011 -03 presented in closed session on May 18, 2011 provided Council
with the background with respect to requirements to advance the Nurse Practitioner Led
Clinic in the Township of Oro - Medonte.
A yearlong search for appropriate space within the Township to accommodate the clinic
was unsuccessful. The Township was at risk of losing its provincial funding if a suitable
space was not secured for occupancy by September 2011. The Ian Beard Centre was
the Township's only feasible option to accommodate the initial Nurse Practitioner Led
Clinic and address the needs of the 1 in 10 residents who are currently without a family
doctor.
As identified in report CSI 2011 -03 the Ian Beard Centre would require building
modifications to accommodate the needs of the Nurse Practitioner Led Clinic and the
shared use with the Ontario Provincial Police. Staff has since consulted with the Nurse
Practitioner Led Clinic and the Ontario Provincial Police to identify the requirements for
their respective operations. Steenhoff Building Services Group was engaged as the
Township's consulting engineer to develop the building plans for tender issue. Tender
RC2011 -02 Ian Beard Centre Renovations was advertised in the Barrie Examiner,
Orillia Packet & Times and Midland Free Press on June 10 and 11 as well as on the
Township's website.
Recreation and Community Services June 29, 2011
Report No. RC2011 -13 Page 1 of 3
Page 3 of 7
4a) - Report No. RC 2011 -13, Shawn Binns, Director of Recrea...
ANALYSIS:
Tender Results For Ian Beard Centre Renovations
Tender # RC- 2011 -02 - Tender Closed June 17, 201114:00
Company Name
Bid
HST
Total Bid
Cowden Woods Design
47,615.00
6,189.95
*53,804.95
SJD Contractor
48,528.00
6,309.00
54,837.00
Les Bertram & Sons
48,550.00
6,311.50
54,861.50
K. Knight
51,840.00
6,739.20
58,579.20
W.S. Morgan
52,700.00
6,851.00
59,551.00
Bertram Construction
57,100.00
7,423.00
64,523.00
R & F Construction
57,692.36
7,500.01
65,192.37
*Low bid Cowden Woods
The results of the tender indicate competitive pricing to complete the proposed scope of
work. It is recommended that Tender RC2011 -02 be awarded to Cowden Woods
Design in the amount of $47,615 exclusive of HST.
FINANCIAL:
It is recommended that the project budget be established as follows:
Cowden Woods $48,455 (includes 1.76% net impact of HST)
Engineering and Inspection $ 5,000
Security System Expenses $ 2,500
Contingency allocation $ 6,000
Total Budget $61,955
It is recommended that the project budget of $61,955 be funded through the budget
stabilization reserve fund.
Recreation and Community Services June 29, 2011
Report No. RC2011 -13 Page 2 of 3
Page 4 of 7
4a) - Report No. RC 2011 -13, Shawn Binns, Director of Recrea...
ti�)3
POLICIES /LEGISLATION:
• Procurement By -Law 2004 -112
CONSULTATION:
• Director of Finance
• Steenhoff Building Services
• OPP Detachment Commander, Andy Mayo
• Oro - Medonte Nurse Practitioner Led Clinic Project Manager
• Director, Corporate and Strategic Initiatives
CONCLUSION:
It is recommended that the Tender RC2011 -02 be awarded to Cowden Woods Design
in the amount of $47,615 exclusive of HST and that the project budget of $61,955 be
approved and funded through the budget stabilization reserve fund.
Respectfully Submitted:
Shawn Binns
Director, Recreation and Community Services
SMT Approval / Comments:
Recreation and Community Services June 29, 2011
Report No. RC2011 -13 Page 3 of 3
Page 5 of 7
5a) - Oro - Medonte Horticultural Society, Request for Parking...
June 24, 2011.
Dear Mayor and Members of the Oro - Medonte Council and Mr. Robert Belsey,
The Oro - Medonte Horticultural Garden Tour committee hereby requests permission for a formal
exemption for parking during our annual garden tour.
The tour will take place on Sunday July 10 2011 during the hours of 12:30 p.m. to 4:30 pm. The
location of the tour will be in the areas of Lakeshore Drive in Oro Station and the south end of the 91h
Line. One additional location will be on Parkside Drive. These locations are close to the boat launch
parking at the end of the 9 line S.
Funds raised from the garden tour contribute to our community gardens and also provides a venue for
our local artisans that benefit our community as a whole.
Thank you for your kind attention concerning this matter.
Jackie Powell,
Garden Tour Chair
Page 6 of 7
8a) - Being a By -Law to Confirm the Proceedings of the Speci...
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
BY -LAW NO. 2011 -111
Being a By -Law to Confirm the Proceedings of the Special Council Meeting
held on Wednesday, June 29, 2011
WHEREAS Section 5 of the Municipal Act, 2001, S.O. 2001, C. 25, as amended
provides that the powers of the Municipal Council shall be exercised by By -Law,
unless the municipality is specifically authorized to do otherwise;
AND WHEREAS The Council of The Corporation of the Township of Oro - Medonte
deems it expedient that the proceedings at this Special Council Meeting be
confirmed and adopted by By -Law;
NOW THEREFORE the Council of The Corporation of the Township of Oro -
Medonte hereby enacts as follows:
1. That the actions of the Council at its Special Council Meeting held on
Wednesday, June 29, 2011, and in respect to each Motion, Resolution and other
actions passed and taken by the Council at its said Special Meeting is, except
where prior approval of the Ontario Municipal Board is required, hereby adopted,
ratified and confirmed.
2. That the Mayor and the proper Officials of the Township are hereby authorized
and directed to do all things necessary to give effect to the said action or to
obtain approvals where required and to execute all documents as may be
necessary on behalf of the Council of the Corporation of the Township of Oro -
Medonte.
3. That the Mayor and Deputy Clerk are hereby authorized and directed to execute
and affix the corporate seal to all necessary documents.
4. And That this by -law shall come into force and take effect on the final passing
thereof.
BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 29
DAY OF JUNE, 2011.
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
Mayor, H.S. Hughes
Deputy Clerk, Janette Teeter
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