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02 27 2013 Council MinutesS Township� � &WAmtel Proud Hrritirge, Exciting Frrtrrre Wednesday, February 27, 2013 THE TOWNSHIP OF ORO- MEDONTE REGULAR COUNCIL MEETING MINUTES 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: 6:01 p.m. Staff Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Present: Corporate Services /Clerk; Jerry Ball, Director of Transportation and Environmental Services; Shawn Binns, Director of Recreation and Community Services; Janette Teeter, Deputy Clerk Also Jack & Ruth Fountain; Mike Mills; Dorothy Moore; Sue & Gord Roehner; Present: Mel Mawdsley; Monica Schiele; Gerald & Heidi Bryans; Peter Galloway; Ann Truyens; Bernard Pope; Aman Maharaj; Frank Beynon; Peter Head 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. C130227 -1 Moved by Evans, Seconded by Crawford Be it resolved that the agenda for the Council meeting of Wednesday, February 27, 2013 be received and adopted. Carried. Page 1 of 12 Council Meeting Minutes — February 27, 2013. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. Motion No. C130227 -2 Moved by Coutanche, Seconded by Meyer Be it resolved that we do now go in Closed Session at 6:02 p.m. to discuss • acquisition /disposition of land; • personal matter affecting an identifiable individual; • solicitor - client privilege. Carried. b) Motion to Rise and Report. Motion No. C130227 -3 Moved by Crawford, Seconded by Evans Be it resolved that we do now Rise at 6:54 p.m. and Recess until 7:00 p.m. at which time we shall Report on the Closed Session Items 4 c) Tamara Obee, Manager, Health & Safety, Human Resources, re: Personal matters about an identifiable individual (Transportation Services). d) Robin Dunn, CAO re: Acquisition /disposition of land (Lake Simcoe Regional Airport). e) Robin Dunn, CAO, re: Solicitor - client privilege (Waste Water Servicing). f) Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of land (Forrester Road). Carried. Page 2 of 12 Council Meeting Minutes — February 27, 2013. c) Tamara Obee, Manager, Health & Safety, Human Resources, re: Personal matters about an identifiable individual (Transportation Services). The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Corporate Services /Clerk; Jerry Ball, Director of Transportation and Environmental Services. Motion No. C130227 -4 Moved by Evans, Seconded by Lancaster Be it resolved that the confidential correspondence dated February 4, 2013 and presented by Robin Dunn, CAO, re: Personal matters about an identifiable individual (Transportation Services - Douglas) be received with regrets and best wishes. Carried. d) Robin Dunn, CAO re: Acquisition /disposition of land (Lake Simcoe Regional Airport). The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Corporate Services /Clerk; Jerry Ball, Director of Transportation and Environmental Services. Motion No. C130227 -5 Moved by Meyer, Seconded by Coutanche Be it resolved that the confidential correspondence dated February 19, 2013 and presented by Robin Dunn, CAO re: Acquisition /disposition of land (Lake Simcoe Regional Airport) be received and that the CAO proceed as directed. Carried. e) Robin Dunn, CAO, re: Solicitor - client privilege (Waste Water Servicing). The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Corporate Services /Clerk; Jerry Ball, Director of Transportation and Environmental Services. Motion No. C130227 -6 Moved by Evans, Seconded by Crawford Be it resolved that the confidential correspondence dated February 25, 2013 and presented by Robin Dunn, CAO, re: Solicitor - client privilege (Waste Water Servicing) be received and that the CAO be authorized to proceed as outlined. Carried. Page 3 of 12 Council Meeting Minutes — February 27, 2013. f) Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of land (Forrester Road). The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Corporate Services /Clerk; Jerry Ball, Director of Transportation and Environmental Services. Motion No. C130227 -7 Moved by Coutanche, Seconded by Meyer Be it resolved 1. That Confidential Report No. CS2013 -04, Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of land (Forrester Road) be received and adopted. 2. That the owner, or his representatives, confirm with the Township no later than March 15, 2013, if they will be proceeding with the transfer of the roads to the Township, as agreed in 2012, no later than July 1, 2013. 3. That should the owner not agree to proceed with the transfer to the Township no later than July 1, 2013, that the owner be advised that the Township will cease all maintenance of the private roads effective April 29, 2013, and that as the owner of the private roads, he would be fully responsible for all maintenance costs associated with the private roads. 4. And that, in the event that the owner does not agree to transfer the roads to the Township no later than July 1, 2013, the Township would prepare a letter to be delivered to all of the property owners who would be affected by the Township ceasing maintenance, advising the owners that the Township will be ceasing maintenance effective April 29, 2013 and that any maintenance as of that date would be the responsibility of the owner of the private roads. 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 Wednesday, February 13, 2013. Motion No. C130227 -8 Moved by Meyer, Seconded by Coutanche Be it resolved that the draft minutes of the Council meeting held on Wednesday, February 13, 2013 be adopted as printed and circulated. Carried. Page 4 of 12 Council Meeting Minutes — February 27, 2013. b) Minutes of Committee of Adjustment meeting held on Thursday, February 21, 2013. Motion No. C130227 -9 Moved by Crawford, Seconded by Evans Be it resolved that the draft minutes of the Committee of Adjustment meeting held on Thursday, February 21, 2013 be received. Carried. c) Minutes of the Human Resources Committee meeting held on Thursday, February 21, 2013. Motion No. C130227 -10 Moved by Lancaster, Seconded by Evans Be it resolved that the draft minutes of the Human Resources Committee meeting held on Thursday, February 21, 2013 be received. Carried. 7. RECOGNITION OF ACHIEVEMENTS: None. 8. PUBLIC MEETINGS: None. 9. DEPUTATIONS: None. Page 5 of 12 Council Meeting Minutes — February 27, 2013. 10. REPORTS OF MUNICIPAL OFFICERS: a) Report No. TES2013 -04, Jerry Ball, Director of Transportation and Environmental Services re: Road User & Repair Security Agreements for Solar Farm Developments (Recurrent Energy) Part 2. Council consented to permit Aman Maharaj, Recurrent Energy; Frank Beynon, PCL Constructors Canada Inc.; and Peter Galloway to speak on the matter. Motion No. C130227 -11 Moved by Coutanche, Seconded by Meyer Be it resolved 1. That Report No. TES2013 -04, Jerry Ball, Director of Transportation and Environmental Services re: Road User & Repair Security Agreements for Solar Farm Developments (Recurrent Energy) Part 2 be received and adopted. 2. That the Mayor and Clerk be authorized to execute the Road User & Repair Security Agreements for the five Recurrent Energy solar farm locations, substantially in the form provided as Schedule "B" in Report No. TES2013 -04. 3. That the appropriate by -laws be brought forward for Council's consideration. 4. That the request for the removal of the trees along the frontage of #217 Line 5 North be granted, in exchange for Recurrent Energy donating twelve (12) Sugar Maple Trees (50mm diameter) to the Township, including costs for planting and a one year warranty. 5. And That the applicant be advised of Council's decision under the Director of Transportation and Environmental Services' signature. Carried. Page 6 of 12 Council Meeting Minutes — February 27, 2013. b) Report No. RC2013 -03, Shawn Binns, Director of Recreation and Community Services re: Leigh Corners Cemetery, Corner of Line 12 North and 15/16 Sideroad East. Motion No. C130227 -12 Moved by Lancaster, Seconded by Crawford Be it resolved 1. That Report No. RC2013 -03, Shawn Binns, Director of Recreation and Community Services re: Leigh Corners Cemetery, Corner of Line 12 North and 15/16 Sideroad East be received and adopted; 2. That the appropriate by -laws be brought forward for Council's consideration; 3. That the Leigh Corners Cemetery be classified as inactive; 4. That staff liaise with the Leigh Corners Volunteer Cemetery Board for a sign /plaque be erected facing Line 12 North; 5. That staff liaise with the Leigh Corners Volunteer Cemetery Board /Ministry of Consumer Services in order for the Township to take ownership and responsibility of the Leigh Corners Cemetery 6. That Township staff commence grounds maintenance for the Leigh Corners Cemetery in the Spring of 2013; 7. That staff be authorized to proceed with any repairs to address significant inherent risks associated with the property; 8. And That Ruth Fountain be advised of Council's decision under the Director of Recreation and Community Services' signature. Carried. Page 7 of 12 Council Meeting Minutes — February 27, 2013. c) Report No. RC2013 -04, Shawn Binns, Director of Recreation and Community Services re: Line 9 Boat Launch [to be distributed at meeting]. A PowerPoint presentation was presented. Confidential correspondence was distributed under separate cover to Council, CAO and Clerk. Council consented to permit Heidi Bryans to speak on the matter. Motion No. C130227 -13 Moved by Meyer, Seconded by Coutanche Be it resolved 1. That Report No. RC2013 -04, Shawn Binns, Director of Recreation and Community Services re: Line 9 Boat Launch be received and adopted. 2. That the draft plans be amended to include a seasonal dock and that staff make all reasonable attempts to address the concerns of the adjacent property owners; 3. That staff be authorized to submit applications to the appropriate regulatory agencies to obtain necessary permits; 4. That staff report back with final cost estimates and purchasing provisions for the construction of the facility; 5. That staff continue to investigate options to improve boat launch facilities to Lake Simcoe; 6. And that Mr. and Mrs. Bickle, Mr. and Mrs. Bryan, and Headstart Construction be advised of Council's decision under the Director of Recreation and Community Services' signature. Carried. d) Report No. CS2013 -03, Doug Irwin, Director of Corporate Services /Clerk re: Telephone System. Motion No. C130227 -14 Moved by Coutanche, Seconded by Meyer Be it resolved 1. That Report No. CS2013 -03, Doug Irwin, Director of Corporate Services /Clerk re: Telephone System be received and adopted. 2. That staff be authorized to proceed with the acquisition of a corporate wide telephone system as outlined in Report No. CS2013 -003. 3. That the expenditure be funded from the Budget Stabilization Reserve. 4. And that a lifecycle of 8 years, with a maximum of 10 years, be established for the Township's telephone systems. Carried. Page 8 of 12 Council Meeting Minutes — February 27, 2013. e) Doug Irwin, Director of Corporate Services /Clerk re: August 14, 2013 Council Meeting and August 6 -23, 2013 OMB Appeal, Crestwood Park Holdings 2012- OPA -02. Motion No. C130227 -15 Moved by Crawford, Seconded by Lancaster Be it resolved 1. That the information presented by Doug Irwin, Director of Corporate Services /Clerk re: August 14, 2013 Council Meeting and August 6 -23, 2013 OMB Appeal, Crestwood Park Holdings 2012- OPA -02 be received. 2. That, due to the OMB Appeal scheduled from August 6 to August 23, 2013, the Council meeting scheduled for August 14, 2013 be cancelled. 3. And That the public and staff be advised of the meeting cancellation. Carried. 11. REPORTS OF MEMBERS OF COUNCIL: a) Mayor H.S. Hughes, re: Parry Sound Arena Site Visit Motion No. C130227 -16 Moved by Meyer, Seconded by Coutanche Be it resolved 1. That the verbal information presented by Mayor H.S. Hughes, re: Parry Sound Arena Site Visit be received 2. And that Mayor Hughes and Councillors Coutanche, Crawford, Evans and Meyer be authorized to submit for remuneration in accordance with the Township's Remuneration By -law. Carried. b) Councillor Coutanche, correspondence re: Warden's Ski Day, March 7, 2013, Mount St. Louis Moonstone. Motion No. C130227 -17 Moved by Lancaster Seconded by Evans Be it resolved that the correspondence presented by Councillor Coutanche, re: Warden's Ski Day, March 7, 2013, Mount St. Louis Moonstone be received. Carried. Page 9 of 12 Council Meeting Minutes — February 27, 2013. 12. CONSENT AGENDA: a) Announcements of Interest to the Public: 1. 2013 Oro - Medonte Citizen of the Year and Ontario Senior of the Year Awards Nominations, Deadline March 1, 2013. 2. 46th Annual Pitch -In Week, April 21 -27, 2013. 3. County of Simcoe, Solid Waste Management, Public Open House Sessions, March 11 -26, 2013. b) Correspondence dated February 11, 2013 from Melanie Money, Executive Director, Epilepsy Simcoe Country re: Request to Proclaim, March, 2013, "Epilepsy Awareness Month ". Staff Recommendation: Receive, Proclaim and Post on Township's Website. c) Correspondence dated February 8, 2013 from Allison Stuart, Assistant Deputy Minister and Chief, Ministry of Community Safety and Correctional Services re: Completion of Mandatory Emergency Management Program Elements. Staff Recommendation: Receive. Motion No. C130227 -18 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: 1. 2013 Oro - Medonte Citizen of the Year and Ontario Senior of the Year Awards Nominations, Deadline March 1, 2013. 2. 46th Annual Pitch -In Week, April 21 -27, 2013. 3. County of Simcoe, Solid Waste Management, Public Open House Sessions, March 11 -26, 2013. b) Correspondence dated February 11, 2013 from Melanie Money, Executive Director, Epilepsy Simcoe Country re: Request to Proclaim, March, 2013, "Epilepsy Awareness Month ". Received, Proclaimed and Posted on Township's Website. c) Correspondence dated February 8, 2013 from Allison Stuart, Assistant Deputy Minister and Chief, Ministry of Community Safety and Correctional Services re: Completion of Mandatory Emergency Management Program Elements. Received. Carried. Page 10 of 12 Council Meeting Minutes — February 27, 2013. 13. COMMUNICATIONS: a) Correspondence dated February 8, 2013 from Janelle Bartosek re: Request for Two Additional Stop Signs for 15/16 Sideroad East and Line 11 North. Motion No. C130227 -19 Moved by Evans, Seconded by Crawford Be it resolved that the correspondence dated February 8, 2013 from Janelle Bartosek re: Request for Two Additional Stop Signs for 15/16 Sideroad East and Line 11 North be received and referred to staff for a report. Carried. b) Correspondence dated February 18, 2013 from Peter Galloway re: Impact of Construction of the Midhurst 3 and 4 Solar Generating Projects on Local Road Usage. Council consented to allow Peter Galloway; Aman Maharaj, Recurrent Energy; and Frank Beynon, PCL Constructors Canada Inc. to speak on the matter. Motion No. C130227 -20 Moved by Meyer, Seconded by Coutanche Be it resolved that the correspondence dated February 18, 2013 from Peter Galloway re: Impact of Construction of the Midhurst 3 and 4 Solar Generating Projects on Local Road Usage be received. Carried. 14. NOTICE OF MOTIONS: None. 15. BY -LAWS: None. 16.QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: Page 11 of 12 Council Meeting Minutes — February 27, 2013. 17. CLOSED SESSION ITEMS (UNFINISHED ITEMS): None. 18.CONFIRMATION BY -LAW: a) By -Law No. 2013 -018: Being a by -law to confirm the proceedings of the Council meeting held on Wednesday, February 27, 2013. Motion No. C130227 -21 Moved by Crawford, Seconded by Evans Be it resolved that By -Law No. 2013 -018: being a by -law to confirm the proceedings of the Council meeting held on Wednesday, February 27, 2013 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. C130227 -22 Moved by Coutanche, Seconded by Meyer Be it resolved that we do now adjourn at 8:47 p.m. Mayor, H.S. Hu es Carried. Page 12 of 12