10 19 2016 SpCouncil Meeting Minutesr M
7'owruhip of
Proud Heritage, Exciting Future
Wednesday, October 19, 2016
The Township of Oro-Medonte
Special Council Meeting Minutes
Council Chambers
2014-2018 Council
Present: Mayor H.S. Hughes
Deputy Mayor Ralph Hough
Councillor Barbara Coutanche
Councillor Scott Macpherson
Councillor Phil Hall
Councillor John Crawford
Councillor Scott Jermey
Time: 9:01 a.m.
Staff Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director,
Present: Finance/Treasurer/Deputy CAO; Doug Irwin, Director, Corporate
Services/Clerk; Andria Leigh, Director, Development Services; Donna
Hewitt, Director, Corporate & Strategic Initiatives; Shawn Binns, Director,
Operations and Community Services; Hugh Murray, Fire Chief; Tamara
Obee, Manager, Human Resources, Health & Safety; Samah Othman,
Supervisor, Communications and Customer Service; Michelle Jakobi,
Operations Technologist; Kees Kort, Hicks Morley; Chris Williams and
Andrea Skinner, Aird & Berlis LLP
1. Call to Order- Moment of Reflection:
Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a
moment of reflection.
2. Adoption of Agenda:
a) Motion to Adopt the Agenda.
Motion No. SC161019-1
Moved by Macpherson, Seconded by Jermey
Be it resolved that the agenda for the Special Council meeting of Wednesday, October
19, 2016 be received and adopted.
Carried.
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Special Council Meeting Minutes — Wednesday, October 19, 2016.
3. Disclosure of Pecuniary Interest:
None declared.
Motion No. SC161019-2
Moved by Jermey, Seconded by Macpherson
Be it resolved that Rule 14.20c) of Procedural By-law No. 2015-203 be suspended in
order to allow the meeting to proceed past the 4 hour adjournment requirement.
Carried.
4. Closed Session Items:
a) Motion to go In Closed Session.
Motion No. SC161019-3
Moved by Crawford, Seconded by Hall
Be it resolved that we do now go in Closed Session at 9:02 a.m. to discuss
• personal matter affecting an identifiable individual (Complaint);
• labour relations/employee negotiations (Compensation); (Development Services
Staffing Review); (Facility Update);
• litigation affecting the municipality (Burl's Creek OMB);
• solicitor -client privilege (Master Servicing Water/Waste Water).
Carried.
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Special Council Meeting Minutes — Wednesday, October 19, 2016.
b) Motion to Rise and Report.
Motion No. SC161019-4
Moved by Crawford, Seconded by Hall
Be it resolved that we do now Rise at 3:05 p.m. and Report on the Closed Session
Items 4
c) Robin Dunn, CAO re: Labour relations/employee negotiations (Compensation).
d) Tamara Obee, Manager, Human Resources, Health & Safety re: Personal matters
about an identifiable individual (Complaint).
e) Andria Leigh, Director, Development Services re: Labour relations/employee
negotiations (Development Services Staffing Review).
f) Robin Dunn, CAO re: Solicitor -client privilege (Master Servicing Water/Waste
Water).
g) Andria Leigh, Director, Development Services, re: Litigation affecting the municipality
(Burl's Creek OMB).
h) Hugh Murray, Fire Chief re: Labour relations/employee negotiations (Facility
Update).
Carried.
c) Robin Dunn, CAO re: Labour relations/employee negotiations (Compensation).
The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate
Services/Clerk; Tamara Obee, Manager, Human Resources, Health & Safety; Kees
Kort, Hicks Morley.
Motion No. SC161019-5
Moved by Macpherson, Seconded by Jermey
Be it resolved
1. That, per Human Resources Committee Motion No. HRC161005-5, the confidential
correspondence dated October 5, 2016 and confidential verbal information
presented by Robin Dunn, CAO and Phil Hall, Chair, Human Resources Committee
re: Labour relations/employee negotiations (Compensation) be received.
2. And that the Mayor and Clerk be authorized to execute the appropriate
correspondence.
Carried.
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Special Council Meeting Minutes — Wednesday, October 19, 2016.
d) Tamara Obee, Manager, Human Resources, Health & Safety re: Personal matters about
an identifiable individual (Complaint) [from October 12, 2016 meeting].
The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate
Services/Clerk; Andria Leigh, Director, Development Services; Donna Hewitt, Director,
Corporate & Strategic Initiatives; Tamara Obee, Manager, Human Resources, Health &
Safety; Kees Kort, Hicks Morley.
Motion No. SC161019-6
Moved by Hall, Seconded by Crawford
Be it resolved
1. That the confidential correspondence dated October 12, 2016 presented by Tamara
Obee, Manager, Human Resources, Health & Safety; Robin Dunn, CAO and Kees
Kort, Hicks Morley re: Personal matters about an identifiable individual (Complaint)
be received.
2. And that staff bring forward applicable policies for Council's consideration.
Carried.
e) Andria Leigh, Director, Development Services re: Labour relations/employee
negotiations (Development Services Staffing Review).
The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate
Services/Clerk; Andria Leigh, Director, Development Services.
Motion No. SC161019-7
Moved by Jermey, Seconded by Macpherson
Be it resolved
1. That Confidential Report No. DS2016-98, Andria Leigh, Director, Development
Services re: Labour relations/employee negotiations (Development Services Staffing
Review) be received and adopted.
2. That the appropriate agreements with RSM Building Consultants for the provision of
Building Division support services, effective immediately, be executed by staff.
3. That the appropriate by-law to appoint The RSM Building Consultants as building
officials in accordance with Section 3(2) of The Building Code Act be brought
forward to the November 9 Council meeting.
4. And that staff proceed accordingly.
Carried.
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Special Council Meeting Minutes — Wednesday, October 19, 2016.
f) Robin Dunn, CAO re: Solicitor -client privilege (Master Servicing Water/Waste Water).
The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate
Services/Clerk; Andria Leigh, Director, Development Services; Donna Hewitt, Director,
Corporate & Strategic Initiatives; Michelle Jakobi, Operations Technologist; Chris
Williams and Andrea Skinner, Aird & Berlis LLP.
Motion No. SC161019-8
Moved by Crawford, Seconded by Hall
Be it resolved
1. That the confidential correspondence dated October 19, 2016 and confidential verbal
information presented by Robin Dunn, CAO; and Andrea Skinner and Chris
Williams, Aird & Berlis LLP re: Solicitor -client privilege (Master Servicing
Water/Waste Water) be received.
2. And That the CAO report back to Council with a summary of required actions.
Carried.
g) Andria Leigh, Director, Development Services, re: Litigation affecting the municipality
(Burl's Creek OMB).
The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate
Services/Clerk; Andria Leigh, Director, Development Services; Donna Hewitt, Director,
Corporate & Strategic Initiatives; Samah Othman, Supervisor, Communications &
Customer Service; Chris Williams and Andrea Skinner, Aird & Berlis LLP.
Motion No. SC161019-9
Moved by Macpherson, Seconded by Jermey
Be it resolved
1. That the confidential verbal information presented by Andria Leigh, Director,
Development Services, and Chris Williams, Aird & Berlis LLP, re: Litigation affecting
the municipality (Burl's Creek OMB) be received.
2. And that legal counsel proceed as outlined.
Carried.
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Special Council Meeting Minutes — Wednesday, October 19, 2016.
h) Hugh Murray, Fire Chief re: Labour relations/employee negotiations (Facility Update)
[from October 12, 2016 meeting].
The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate
Services/Clerk; Hugh Murray, Fire Chief; Donna Hewitt, Director, Corporate & Strategic
Initiatives; Tamara Obee, Manager, Human Resources, Health & Safety.
Motion No. SC161019-10
Moved by Hall, Seconded by Crawford
Be it resolved
1. That Confidential Report No. FD2016-9, Hugh Murray, Fire Chief re: Labour
relations/employee negotiations (Facility Update) be received and adopted.
2. And That the Fire Chief investigate the Options and report back to Council.
Carried.
5. Communications:
a) Correspondence dated October 7, 2016 from Mayor Geoffrey Dawe, Chair, Lake Simcoe
Region Conservation Authority (LSRCA) re: LSRCA Annual Conservation Awards,
Ceremony, Thursday, November 3, 2016, 6:OOpm-8:30p.m., Madsen's Greenhouse,
Newmarket.
Motion No. SC161019-11
Moved by Crawford, Seconded by Hall
Be it resolved
1. That the correspondence dated October 7, 2016 from Mayor Geoffrey Dawe, Chair,
Lake Simcoe Region Conservation Authority (LSRCA) re: LSRCA Annual
Conservation Awards, Ceremony, Thursday, November 3, 2016, 6:OOpm-8:30p.m.,
Madsen's Greenhouse, Newmarket be received.
2. That Councillor Macpherson be authorized to attend.
3. And That the CAO's office RSVP accordingly.
Carried.
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Special Council Meeting Minutes — Wednesday, October 19, 2016.
6. Reports of Municipal Officers:
a) Robin Dunn, CAO re: Ontario Community Infrastructure Fund (OCIF) Application -
Horseshoe Valley Water Systems [to be distributed at meeting].
Motion No. SC161019-12
Moved by Jermey, Seconded by Macpherson
Be it resolved
1. That the verbal information presented by Robin Dunn, CAO re: Ontario Community
Infrastructure Fund (OCIF) Application - Horseshoe Valley Water Systems be
received.
2. And that the application be submitted by October 21, 2016 by the CAO's office.
Carried.
b) Report No. OCS2016-06, Shawn Binns, Director, Operations & Community Services re:
RFP OCS 2016-01 Administration Office Roofing and Siding Replacement.
Motion No. SC161019-13
Moved by Macpherson, Seconded by Jermey
Be it resolved
1. That Report No. OCS2016-06, Shawn Binns, Director, Operations & Community
Services re: RFP OCS 2016-01 Administration Office Roofing and Siding
Replacement be received and adopted;
2. That the staff be authorized to finalize a contract with A & M Construction and
Design for a Standing Seam Roof/Siding System (Option 3);
3. That a project budget of $311, 071 be established and funded through the Facility
Maintenance Reserve and Budget Stabilization Fund;
4. That the finalized contract be brought forward for Council's ratification;
5. And that the bidders be thanked and notified of Council's decision under the
Director, Operations & Community Services' signature.
Carried.
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Special Council Meeting Minutes — Wednesday, October 19, 2016.
7. Confirmation By -Law:
a) By -Law No. 2016-153: Being a by-law to confirm the proceedings of the Special
Council meeting held on Wednesday, October 19, 2016.
Motion No. SC161019-14
Moved by Hall, Seconded by Crawford
Be it resolved that By -Law No. 2016-153: Being a by-law to confirm the proceedings of
the Special Council meeting held on Wednesday, October 19, 2016 be read a first,
second and third time, passed, be engrossed by the Clerk, signed and sealed by the
Mayor.
Carried.
8. Adjournment:
a) Motion to Adjourn.
Motion No. SC161019-15
Moved by Crawford, Seconded by Hall
Be it resolved that we do now adjourn at 3:45 p.m.
Carried.
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