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02 01 2012 Council MinutesWednesday, February 1, 2012 THE TOWNSHIP OF ORO- MEDONTE REGULAR COUNCIL MEETING Council Chambers 2010 - 2014 COUNCIL Present: Mayor H.S. Hughes Councillor Mel Coutanche Councillor Kelly Meyer Councillor Marty Lancaster Councillor John Crawford Councillor Dwight Evans Regrets: Deputy Mayor Ralph Hough TIME: 1:34 p.m. Staff Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director of Present: Finance/Treasurer /Deputy CAO; Doug Irwin, Director of Corporate Services /Clerk; 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; Curtis Shelswell, Chief Municipal Law Enforcement Officer Also Andrea Walli, Sheila Craig, Ann Truyens Present: 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. 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. Motion No. C120201 -1 Moved by Meyer, Seconded by Coutanche Be it resolved that the agenda for the Council meeting of Wednesday, February 1, 2012 be received and adopted as amended to add as Item 4c) Councillor Coutanche, re: Personal matters about an identifiable individual (CAO Performance Management). Carried. Page 1 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. 3. DISCLOSURE OF PECUNIARY INTEREST: Councillor Crawford declared a pecuniary interest on three of the requests within Item 10h) Shawn Binns, Director of Recreation and Community Services, re: 2012 Grant & Subsidy Requests Budget Allocation as he is a Director of the Oro Agricultural Society, a Trustee of the Oro Station Hall and a Member of the Maple Tree Forever Committee. Councillor Crawford left the Chambers and did not participate in the discussion or vote on the matters of the Oro Agricultural Society, the Oro Station Hall and Huronia Woodland Owners Association. 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. Motion No. C120201 -2 Moved by Crawford, Seconded by Evans Be it resolved that we do now go in Closed Session at 1:35 p.m. to discuss • personal matter affecting an identifiable individual. Carried. b) Motion to Rise and Report. Motion No. C120201 -3 Moved by Coutanche, Seconded by Meyer Be it resolved that we do now Rise at 1:56 p.m. and Recess until 2:00 p.m. at which time we shall Report on Closed Session Item 4c) Councillor Coutanche, re: Personal matters about an identifiable individual (CAO Performance Management). Carried. c) Councillor Coutanche, re: Personal matters about an identifiable individual (CAO Performance Management). The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Corporate Services /Clerk. Motion No. C120201 -4 Moved by Lancaster, Seconded by Evans Be it resolved that the confidential correspondence dated January 31, 2012 and presented by Councillor Coutanche, re: Personal matters about an identifiable individual (CAO Performance Management) be received. Carried. Page 2 of 14 Council Meeting Minutes —Wednesday, February 1, 2012. 5. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 6. MINUTES OF COUNCIL AND COMMITTEES: a) Minutes of Council meeting held on Wednesday, January 25, 2012. Motion No. C120201 -5 Moved by Meyer, Seconded by Coutanche Be it resolved that the draft minutes of the Council meeting held on Wednesday, January 25, 2012 be adopted as printed and circulated. Carried. b) Minutes of Special Meeting of the Committee of Adjustment held on Thursday, January 26, 2012. Motion No. C120201 -6 Moved by Lancaster, Seconded by Evans Be it resolved that the draft minutes of the Special Committee of Adjustment meeting held on Thursday, January 26, 2012 be received. Carried. c) Minutes of Accessibility Advisory Committee meeting held on Thursday, January 26, 2012. Motion No. C120201 -7 Moved by Coutanche, Seconded by Meyer Be it resolved that the draft minutes of Accessibility Advisory Committee meeting held on Thursday, January 26, 2012 be received. Carried. Page 3 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. d) Minutes of the Recreation Technical Support Group meeting held on Thursday, January 26, 2012. Motion No. C120201 -8 Moved by Lancaster, Seconded by Crawford Be it resolved 1. That the draft minutes of the Recreation Technical Support Group meeting held on Thursday, January 26, 2012 be received 2. And That Motion No. RTSG120126 -8 re: Report No. RC2012 -01, Shawn Binns, Director of Recreation and Community Services, re: Recreation and Community Services Fees and Charges Review be brought forward to a future meeting for Council's consideration. 7. RECOGNITION OF ACHIEVEMENTS: None. 8. PUBLIC MEETINGS: None. 9. DEPUTATIONS: None. Carried. Page 4 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. 10. REPORTS OF MUNICIPAL OFFICERS: a) Report No. CS 2012 -03, Doug Irwin, Director of Corporate Services /Clerk re: Exemption Request from By -Law No. 2011 -093 "Towing By -Law" — 1359768 Ontario Inc. (B &B Towing). Motion No. C120201 -9 Moved by Meyer, Seconded by Evans Be it resolved 1. That Report No. CS 2012 -03, Doug Irwin, Director of Corporate Services /Clerk re: Exemption Request from By -Law No. 2011 -093 "Towing By -Law" — 1359768 Ontario Inc. (B &B Towing) be received and adopted. 2. That Council grants an exemption to 1359768 Ontario Inc. (B &B Towing) from Section 1 of By -Law 2011 -093, specifically to permit the compound to be outside of the municipal boundaries, for a period of one year from the date of the issuance of the Towing Company License provided that all other provisions of the By -Law are complied with. 3. That the exemption only permits 1359768 Ontario Inc. (B &B Towing) to tow and store vehicles from the Township of Oro - Medonte that are deemed to be a CAA Customer Request. 4. And That 1359768 Ontario Inc. (B &B Towing) be advised of Council's decision under the Director of Corporate Services /Clerk's signature. Carried. b) Report No. CS 2012 -04, Doug Irwin, Director of Corporate Services /Clerk re: Exemption Request from By -Law No. 2011 -093 "Towing By -Law" — 1105729 Ontario Inc. (Classic Towing and Storage). Motion No. C120201 -10 Moved by Crawford, Seconded by Evans Be it resolved 1. That Report No. CS 2012 -04, Doug Irwin, Director of Corporate Services /Clerk re: Exemption Request from By -Law No. 2011 -093 "Towing By -Law" — 1105729 Ontario Inc. (Classic Towing and Storage) be received and adopted. 2. That Council grants an exemption to 1105729 Ontario Inc. (Classic Towing and Storage) from Section 1 of By -Law 2011 -093, specifically to permit the compound to be outside of the municipal boundaries, for a period of one year from the date of the issuance of the Towing Company License, provided that all other provisions of the By -Law are complied with. 3. That the exemption only permits 1105729 Ontario Inc. (Classic Towing and Storage) to tow and store vehicles from the Township of Oro - Medonte that are deemed to be a Roadside Assistance Customer Request from Customers identified on the correspondence provided by the Applicant and received on January 25, 2012. 4. That the request from 1105729 Ontario Inc. (Classic Towing and Storage) to be added to the Rotational Call List be denied. 5. And That Dinis Falcao, 1105729 Ontario Inc. (Classic Towing and Storage) be advised of Council's decision under the Director of Corporate Services /Clerk's signature. Carried. Page 5 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. c) Report No. CS 2012 -05, Doug Irwin, Director of Corporate Services /Clerk re: Exemption Request from By -Law No. 2011 -093 "Towing By -Law" — Terry & Marsh's Ltd. Motion No. C120201 -11 Moved by Coutanche, Seconded by Meyer Be it resolved 1. That Report No. CS 2012 -05, Doug Irwin, Director of Corporate Services /Clerk re: Exemption Request from By -Law No. 2011 -093 "Towing By -Law" — Terry & Marsh's Ltd. be received and adopted. 2. That Council grants an exemption to Terry & Marsh's Ltd. from Section 1 of By -Law 2011 -093, specifically to permit the compound to be outside of the municipal boundaries, for a period of one year from the date of the issuance of the Towing Company License provided that all other provisions of the By -Law are complied with. 3. That the exemption only permits Terry & Marsh's Ltd. to tow and store vehicles from the Township of Oro - Medonte that are deemed to be a Customer Request. 4. That Terry & Marsh's Ltd. Provide the Township with a list of their Customers that may be requesting Towing Services from Terry & Marsh's Ltd within the Township. 5. And That Terry & Marsh's Ltd. be advised of Council's decision under the Director of Corporate Services /Clerk's signature. Carried. d) Report No. FI 2012 -01, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO re: Report on Tax Arrears. Motion No. C120201 -12 Moved by Lancaster, Seconded by Crawford Be it resolved that Report No. FI 2012 -01, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO re: Report on Tax Arrears as at December 31, 2011 be received. Carried. e) Report No. FI 2012 -03, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO re: Statement of Investment Activities. Motion No. C120201 -13 Moved by Meyer, Seconded by Coutanche Be it resolved that Report No. FI 2012 -03, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO re: Statement of Investment Activities to December 31, 2011 be received. Carried. Page 6 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. f) Report No. Fl 2012 -04, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO, re: Ontario Municipal Partnership Fund (OMPF). Motion No. C120201 -14 Moved by Crawford, Seconded by Lancaster Be it resolved 1. That Report No. Fl 2012 -04, Paul Gravelle, Director of Finance/Treasurer /Deputy CAO, re: Ontario Municipal Partnership Fund (OMPF) be received and adopted. 2. And That the 2012 budget adjustments to February 1, 2012 be received and the 2012 budget be amended accordingly. Carried. g) Paul Gravelle, Director of Finance/Treasurer /Deputy CAO re: 2012 Waste Management Budget. Motion No. C120201 -15 Moved by Coutanche, Seconded by Meyer Be it resolved that the correspondence presented by Paul Gravelle, Director of Finance/Treasurer /Deputy CAO re: 2012 Waste Management Budget be received. Carried. Page 7 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. h) Shawn Binns, Director of Recreation and Community Services, re: 2012 Grant & Subsidy Requests Budget Allocation. Councillor Crawford declared a pecuniary interest on three of the requests within Item 10h) Shawn Binns, Director of Recreation and Community Services, re: 2012 Grant & Subsidy Requests Budget Allocation as he is a Director of the Oro Agricultural Society, a Trustee of the Oro Station Hall and a Member of the Maple Tree Forever Committee. Councillor Crawford left the Chambers and did not participate in the discussion or vote on the matters of the Oro Agricultural Society, the Oro Station Hall and Huronia Woodland Owners Association. Motion No. C120201 -16 Moved by Lancaster, Seconded by Evans Be it resolved 1. That the correspondence presented by Shawn Binns, Director of Recreation and Community Services, re: 2012 Grant & Subsidy Requests Budget Allocation be received. 2. And That, upon adoption of the 2012 Budget, the 2012 Grant Requests be approved in the following amounts: User Group Amount Approved Coldwater & District Agricultural Society 200.00 Coldwater & District Horticultural Society 0 Couchiching Jubilee House 250.00 Crime Stoppers 200.00 Gift of Life Garden 250.00 Huronia Woodland Owners Association Separate motion Orillia Laser Tag 500.00 Orillia Museum of Art & History 0 Oro Agricultural Society Separate motion Oro Horticultural Society 2,000.00 Oro Station Community Hall Separate motion Rugby Community Hall 2,500.00 Simcoe County Farm Fresh 0 Simcoe County Plowman's Association 0 Telecare Orillia Distress Line 500.00 The Images Thanksgiving Studio Tour 0 3. And That the applicants be notified of Council's decision under the Mayor's signature. Carried. Page 8 of 14 Motion No. C120201 -16 amended at Council Meeting Minutes —Wednesday, February 1, 2012. February 8, 2012 meeting per Motion No. C120208 -10, 11, 12. h) Shawn Binns, Director of Recreation and Community Services, re: 2012 Grant & Subsidy Requests Budget Allocation. Councillor Crawford declared a pecuniary interest on three of the requests within Item 10h) Shawn Binns, Director of Recreation and Community Services, re: 2012 Grant & Subsidy Requests Budget Allocation as he is a Director of the Oro Agricultural Society, a Trustee of the Oro Station Hall and a Member of the Maple Tree Forever Committee. Councillor Crawford left the Chambers and did not participate in the discussion or vote on the matters of the Oro Agricultural Society, the Oro Station Hall and Huronia Woodland Owners Association. Motion No. C120201 -16 Moved by Lancaster, Seconded by Evans Be it resolved 1. That the correspondence presented by Shawn Binns, Director of Recreation and Community Services, re: 2012 Grant & Subsidy Requests Budget Allocation be received. 2. And That, upon adoption of the 2012 Budget, the 2012 Grant Requests be approved in the following amounts: User Group Amount Approved Coldwater & District Agricultural Society 200.00 Coldwater & District Horticultural Society 0 Couchiching Jubilee House 250.00 Crime Stoppers 200.00 Gift of Life Garden 250.00 Huronia Woodland Owners Association Separate motion Orillia Laser Tag 500.00 Orillia Museum of Art & History 0 Oro Agricultural Society Separate motion Oro Horticultural Society 2,000.00 Oro Station Community Hall Separate motion Rugby Community Hall 2,500.00 Simcoe County Farm Fresh 0 Simcoe County Plowman's Association 0 Telecare Orillia Distress Line 500.00 The Images Thanksgiving Studio Tour 0 3. And That the applicants be notified of Council's decision under the Mayor's signature. Carried. Page 8 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. Motion No. C120201 -17 Moved by Lancaster, Seconded by Crawford Be it resolved 1. That the Oro - Medonte Horticultural Society 2012 subsidy request in the amount of $1,526.00 for the use of the Banquet Hall be approved upon adoption of the 2012 Budget. 2. And That the applicant be notified of Council's decision under the Director of Recreation & Community Services' signature. Carried. Motion No. C120201 -18 Moved by Lancaster, Seconded by Crawford Be it resolved 1. That the Huronia Woodland Owners Association 2012 grant request be received. 2. And That the applicant be advised under the Mayor's signature, that the Township is not able to provide a grant in 2012. Carried. Motion No. C120201 -19 Moved by Coutanche, Seconded by Meyer Be it resolved 1. That the Oro Agricultural Society 2012 grant request in the amount of $500.00 be approved upon adoption of the 2012 Budget. 2. And That the applicant be notified of Council's decision under the Mayor's signature. Carried. Motion No. C120201 -20 Moved by Meyer, Seconded by Coutanche Be it resolved 1. That the request from the Oro Agricultural Society for a 2012 subsidy in the amount of $1,560.00 for the use of the Banquet Hall and Old Town Hall for monthly meetings be approved upon adoption of the 2012 Budget. 2. And That the applicant be notified of Council's decision under the Director of Recreation & Community Services' signature. Carried. Motion No. C120201 -21 Moved by Meyer, Seconded by Coutanche Be it resolved 1. That the Oro Station Community Hall Board 2012 grant request in the amount of $2,500.00 be approved upon adoption of the 2012 Budget. 2. And That the applicant be notified of Council's decision under the Mayor's signature. Carried. Page 9 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. 11. REPORTS OF MEMBERS OF COUNCIL: None. 12. CONSENT AGENDA: a) Announcements of Interest to the Public - None. b) Minutes of the Orillia & Area Physician Recruitment & Retention Committee meeting held on December 14, 2011. Staff Recommendation: Receive. c) Correspondence dated January 24, 2012 from Marika Hill, Grow Strategy Administrator, Girl Guides of Canada, re: Request to Proclaim the week of February 19 to 26, 2012 Guide -Scout Week. Staff Recommendation: Receive, Proclaim and Post on Township's Website. d) Correspondence dated January 20, 2012 from Dalton McGuinty, Premier re: Shed and Barn Parties. Staff Recommendation: Receive. Motion No. C120201 -22 Moved by Coutanche, 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 - None. b) Minutes of the Orillia & Area Physician Recruitment & Retention Committee meeting held on December 14, 2011. Received. c) Correspondence dated January 24, 2012 from Marika Hill, Grow Strategy Administrator, Girl Guides of Canada, re: Request to Proclaim the week of February 19 to 26, 2012 Guide -Scout Week. Received, Proclaimed and Post on Township's Website. d) Correspondence dated January 20, 2012 from Dalton McGuinty, Premier re: Shed and Barn Parties. Received. Carried. Page 10 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. 13. COMMUNICATIONS: a) Correspondence received January 25, 2012 from Andrea Walli, re: Exemption Request - Kennel Licensing By -law - 715 Line 13 North. Council consented to permit Ms. Walli speak on the matter. Motion No. C120201 -23 Moved by Meyer, Seconded by Coutanche Be it resolved 1. That the correspondence received January 25, 2012 from Andrea Walli, re: Exemption Request - Kennel Licensing By -law - 715 Line 13 North be received. 2. That an exemption to Section 2.3 of the Kennel Licensing By -Law be granted for the 2012 year for 715 Line 13 North on the following conditions: • That, upon Council's consideration of a potential zoning amendment contemplating different classes of dog kennels, the applicant proceed with the appropriate site specific Official Plan and Zoning Amendment applications, • That notwithstanding Council's consideration of a potential zoning amendment, the applicant shall commence the appropriate site specific Official Plan and Zoning Amendment application no later than September, 2012, • That the applicant recognize that no further exemptions will be considered, • That the applicant individually license the 8 dogs referred to in the correspondence received January 25, 2012, • That the applicant shall not exceed the 8 dogs noted, • That the applicant comply with the other provisions of the Kennel Licensing By- Law. 3. That, if the applicant proceeds with a Kennel License application in 2012, the applicant shall submit the difference between the new Kennel License application fee and the fee paid to individually license the 8 dogs. 4. And That the applicant be advised of Council's decision under the Director of Corporate Services /Clerk's signature. Carried. Page 11 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. b) Correspondence dated January 16, 2012 from Paul Grenier, OSUM Chairman, re: 2012 OSUM Conference and Trade Show - May 2 - 4, 2012, Deerhurst Resort, Town of Huntsville. Motion No. C120201 -24 Moved by Lancaster, Seconded by Evans Be it resolved 1. That the correspondence dated January 16, 2012 from Paul Grenier, OSUM Chairman, re: 2012 OSUM Conference and Trade Show - May 2 - 4, 2012, Deerhurst Resort, Town of Huntsville be received. 2. That Councillors Crawford and Evans be authorized to attend. 3. And That the CAO's office RSVP accordingly. Carried. c) Chamber Connections, January 2012 Edition, Orillia Chamber of Commerce, re: Business Achievement Awards and Annual General Meeting, February 23, 2012, Hawk Ridge Golf & Country Club. Motion No. C120201 -25 Moved by Evans, Seconded by Lancaster Be it resolved 1. That the correspondence from Chamber Connections, January 2012 Edition, Orillia Chamber of Commerce, re: Business Achievement Awards and Annual General Meeting, February 23, 2012, Hawk Ridge Golf & Country Club be received. 2. That Mayor H.S. Hughes and Councillor Crawford be authorized to attend. 3. And That the CAD's office RSVP accordingly. Carried. d) Correspondence dated January 26, 2012 from Caren Layzell and Jeff Brown re: Request for Easement/Right of Way from Lakeshore Road to Lots 70 and 71. Council consented to permit the applicant to speak on the matter. Motion No. C120201 -26 Moved by Coutanche, Seconded by Meyer Be it resolved that the correspondence dated January 26, 2012 from Caren Layzell and Jeff Brown re: Request for Easement/Right of Way from Lakeshore Road to Lots 70 and 71, Plan 589 be received and referred to staff for a report. Carried. Page 12 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. 14. NOTICE OF MOTIONS: None. 15. BY -LAWS: a) By -Law No. 2012 -012 A By -law to Amend By -law No. 2008 -006, A By -law to Provide a Schedule of Retention Periods for the Records of the Township of Oro - Medonte. Motion No. C120201 -27 Moved by Lancaster, Seconded by Crawford Be it resolved that By -Law No. 2012 -014, A By -law to Amend By -law No. 2008 -006, A By -law to Provide a Schedule of Retention Periods for the Records of the Township of Oro - Medonte 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): 18.CONFIRMATION BY -LAW: a) By -Law No. 2012 -013 Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, February 1, 2012. Motion No. C120201 -28 Moved by Meyer, Seconded by Coutanche Be it resolved that By -Law No. 2012 -013, being a by -law to confirm the proceedings of the Council meeting held on Wednesday, February 1, 2012 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 13 of 14 Council Meeting Minutes — Wednesday, February 1, 2012. 19.ADJOURNMENT: a) Motion to Adjourn. Motion No. C120201 -29 Moved by Lancaster, Seconded by Evans Be it resolved that we do now adjourn at 3:34 p.m. Carried. Page 14 of 14