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Wednesday, June 29, 2011
THE TOWNSHIP OF ORO- MEDONTE
SPECIAL COUNCIL MEETING MINUTES
Council Chambers
2010 - 2011 COUNCIL
Present: Mayor H.S. Hughes
Deputy Mayor Ralph Hough
Councillor Mel Coutanche
Councillor Kelly Meyer (left at 3:05 p.m.)
Councillor Marty Lancaster
Councillor John Crawford
Councillor Dwight Evans
TIME: 1:01 p.m.
Staff Present: Robin Dunn, Chief Administrative Officer; Janette Teeter, Deputy
Clerk; Paul Gravelle, Director of Finance/Treasurer /Deputy CAO;
Andria Leigh, Director of Development Services; Jerry Ball, Director of
Transportation and Environmental Services; Donna Hewitt, Director of
Corporate & Strategic Initiatives; Shawn Binns, Director of Recreation
and Community Services; Hugh Murray, Deputy Fire Chief; Tamara
Obee, Manager of Health & Safety, Human Resources; Samah
Othman, Executive Assistant / Corporate Communications Specialist.
Also Present: None.
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.
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Special Council Meeting Minutes — June 29, 2011
2. ADOPTION OF AGENDA:
a) Motion to Adopt the Agenda.
Motion No. SC110629 -1
Moved by Meyer, Seconded by Coutanche
Be it resolved that the agenda for the Special Council meeting of Wednesday, June 29,
2011 be received and adopted, as amended, to defer to the July 13, 2011 Council
meeting Item 4b) Report No. CAO 2011 -05, Samah Othman, Executive Assistant/
Corporate Communications Specialist re: Social Media: Official Township of Oro -
Medonte Twitter Account and add Item 6e), Donna Hewitt, Director of Corporate &
Strategic Initiatives re: Acquisition /disposition of land (Nurse Practitioner).
Carried.
3. DISCLOSURE OF PECUNIARY INTEREST:
None declared.
a) Motion to go In Closed Session.
Motion No. SC110629 -2
Moved by Coutanche, Seconded by Meyer
Be it resolved that we do now go in Closed Session at 1:02 p.m. to discuss
Acquisition /disposition of land.
b) Motion to Rise and Report.
Motion No. SC110629 -3
Moved by Meyer, Seconded by Coutanche
Be it resolved that we do now Rise and Report at 1:15 p.m.
Item 6e) was dealt with at this time.
Carried.
Carried.
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Special Council Meeting Minutes — June 29, 2011
4. REPORTS OF MUNICIPAL OFFICERS:
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].
Motion No. SC110629 -4
Moved by Evans, Seconded by Lancaster
Be it resolved
1. That Report No. RC2011 -13, Shawn Binns, Director of Recreation and Community
Services re: Ian Beard Centre Renovations- Nurse Practitioner Clinic, Tender
RC2011 -02 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 Clerk bring forward the appropriate by -law for Council's consideration.
5. And That the Nurse Practitioner Led Clinic and Ontario Provincial Police be notified
of Council's decision under the Director of Recreation and Community Services'
signature.
Carried.
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].
The item was deferred to the July 13, 2011 meeting.
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Special Council Meeting Minutes — June 29, 2011
5. COMMUNICATIONS:
a) Oro - Medonte Horticultural Society, Request for Parking Exemption, Garden Tour, July
10, 2011.
Motion No. SC110629 -5
Moved by Lancaster, Seconded by Evans
Be it resolved
1. That the correspondence dated June 24, 2011 from the Oro - Medonte Horticultural
Society, re: Request for Parking Exemption, Garden Tour, July 10, 2011 be
received.
2. That the applicants be granted a Parking Exemption from By -Law No. 2009 -22, as
amended, for the Garden Tour on July 10, 2011 for:
• the lake side of Lakeshore Road East,
• the East side of Line 9 South (North of Palm Beach Road), and
• the lake side of Parkside Drive.
3. That the applicant notify the OPP and O -M Fire & Emergency Services.
4. That Municipal Law Enforcement liaise with the applicant.
5. And that the applicant be notified of Council's decision under the Director of
Corporate Services /Clerk's signature.
Carried.
6. CLOSED SESSION ITEMS:
a) Motion to go In Closed Session.
Motion No. SC110629 -6
Moved by Evans, Seconded by Lancaster
Be it resolved that we do now go in Closed Session at 1:28 p.m. to discuss
• personal matter affecting an identifiable individual.
Carried.
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Special Council Meeting Minutes — June 29, 2011
b) Motion to Rise and Report.
Motion No. SC110629 -7
Moved by Lancaster, Seconded by Evans
Be it resolved that we do now Rise at 3:07 p.m. and Report on the Closed Session
Items:
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).
Carried.
c) Robin Dunn, Chief Administrative Officer, re: Personal matters about an identifiable
individual (Succession Planning).
The Deputy Clerk delegated her authority under Section 228(4) of the Municipal Act,
S.O. 2001, c.25, as amended, with regard to the Closed Session discussion of the June
29, 2011 Special Council Meeting, Agenda Item 6c) [Robin Dunn, Chief Administrative
Officer, re: Personal matters about an identifiable individual (Succession Planning)] to
Robin Dunn, Chief Administrative Officer of the Township of Oro - Medonte.
The following staff was present: Robin Dunn, Chief Administrative Officer.
Motion No. SC110629 -8
Moved by Lancaster, Seconded by Evans
Be it resolved that the confidential PowerPoint presentation presented by Robin Dunn,
Chief Administrative Officer, re: Personal matters about an identifiable individual
(Succession Planning) be received.
Carried.
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Special Council Meeting Minutes — June 29, 2011
d) Robin Dunn, Chief Administrative Officer, re: Personal matters about an identifiable
individual (Council /Staff Relations - Customer Service Enhancements).
The following staff were present: Robin Dunn, Chief Administrative Officer; Janette
Teeter, Deputy Clerk; Andria Leigh, Director of Development Services; Jerry Ball,
Director of Transportation and Environmental Services; Donna Hewitt, Director of
Corporate & Strategic Initiatives; Hugh Murray, Deputy Fire Chief; Tamara Obee,
Manager of Health & Safety, Human Resources; Samah Othman, Executive
Assistant /Corporate Communications Specialist.
Motion No. SC110629 -9
Moved by Evans, Seconded by Lancaster
Be it resolved that the confidential correspondence dated June 29, 2011 and
confidential verbal information presented by Robin Dunn, Chief Administrative Officer
and Mayor H.S. Hughes, re: Personal matters about an identifiable individual
(Council /Staff Relations - Customer Service Enhancements) be received.
Carried.
e) Donna Hewitt, Director of Corporate & Strategic Initiatives re: Acquisition /disposition of
land (Nurse Practitioner).
The following staff were present: Robin Dunn, Chief Administrative Officer; Janette
Teeter, Deputy Clerk; Paul Gravelle, Director of Finance/Treasurer /Deputy CAO; Andria
Leigh, Director of Development Services; Jerry Ball, Director of Transportation and
Environmental Services; Donna Hewitt, Director of Corporate & Strategic Initiatives;
Shawn Binns, Director of Recreation and Community Services; Hugh Murray, Deputy
Fire Chief; Tamara Obee, Manager of Health & Safety, Human Resources.
Motion No. SC110629 -10
Moved by Coutanche, Seconded by Meyer
Be it resolved that the confidential correspondence dated June 29, May 24 and June 28,
2011 and presented by Donna Hewitt, Director of Corporate & Strategic Initiatives, re:
Acquisition /disposition of land (Nurse Practitioner) be received.
Carried.
Page 6 of 7
Special Council Meeting Minutes — June 29, 2011
7. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM:
8. CONFIRMATION BY -LAW:
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.
Motion No. SC110629 -11
Moved by Lancaster, Seconded by Evans
Be it resolved that By -Law No. 2011 -111, being a by -law to confirm the proceedings of
the Special Council meeting held on Wednesday, June 29, 2011 be read a first, second
and third time, passed, be engrossed by the Deputy Clerk, signed and sealed by the
Mayor.
Carried.
9. ADJOURNMENT:
a) Motion to Adjourn.
Motion No. SC110629 -12
Moved by Lancaster, Seconded by Evans
Be it resolved that we do now adjourn at 3:09 p.m.
ZA o , H.S. H ghes Depuli Clerk, Janette Teeter
Y'
Carried.
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