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09 12 2018 Council Minutes�Towrf� of Proud Hevitgge, Escitiuy Future Wednesday, September 12, 2018 The Township of Oro-Medonte 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: 9:02 a.m. Staff Robin Dunn, Chief Administrative Officer Present: Karen Way, Clerk Mark DesLauriers, Chief Financial Officer/Treasurer Andria Leigh, Director, Development Services Donna Hewitt, Director, Corporate Services Shawn Binns, Director, Operations and Community Services Justin Metras, Manager, Infrastructure and Capital Projects 1. Call to Order - Moment of Reflection: Mayor H.S. Hughes assumed the Chair and called the meeting to order. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. C180912-1 Moved by Macpherson, Seconded by Crawford Be it resolved that the agenda for the Council meeting of Wednesday, September 12, 2018 be received and adopted. Carried. Page 1 of 11 Council Meeting Minutes — Wednesday, September 12, 2018. 3. Disclosure of Pecuniary Interest: None declared. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. C180912-2 Moved by Crawford, Seconded by Macpherson Be it resolved that we do now go in Closed Session at 9:02 a.m. to discuss • Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek); • Trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality (Lake Simcoe Regional Airport). Carried. b) Motion to Rise and Report. Motion No. C180912-3 Moved by Macpherson, Seconded by Coutanche Be it resolved that we do now Rise at 10:00 a.m. and Report on the Closed Session Item 4 d) Robin Dunn, CAO; Donna Hewitt, Director, Corporate Services re: Trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality (Lake Simcoe Regional Airport). and that Closed Session Item 4 c) Robin Dunn, CAO; Andria Leigh, Director, Development Services re: Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek). be brought forward to Item 18 Closed Session Items (Unfinished Items). Carried. Page 2 of 11 Council Meeting Minutes —Wednesday, September 12, 2018. d) Robin Dunn, CAO; Donna Hewitt, Director, Corporate Services re: Trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality (Lake Simcoe Regional Airport). The following staff were present: Robin Dunn, CAO; Karen Way, Clerk; Donna Hewitt, Director, Corporate Services. Motion No. C180912-4 Moved by Macpherson, Seconded by Crawford Be it resolved that the confidential verbal information presented by Robin Dunn, CAO and Donna Hewitt, Director, Corporate Services re: Trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality (Lake Simcoe Regional Airport) be received. Carried. 5. Minutes of Council and Committees: a) Minutes of Council meeting held on Wednesday, August 15, 2018. Motion No. C180912-5 Moved by Coutanche, Seconded by Macpherson Be it resolved that the draft minutes of the Council meeting held on Wednesday, August 15, 2018 be received and adopted as printed and circulated. Carried. 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations: None. Page 3 of 11 Council Meeting Minutes — Wednesday, September 12, 2018. 10. Identification From the Public of an Agenda Item of Interest: Provides an opportunity for members of the public to identify an agenda item which the public member may request be brought forward and considered earlier in the meeting. 11.Open Forum: One individual provided comment with respect to Item 15a). 15. Communications/Petitions: c) Correspondence dated September 4, 2018 from Jan Novak, Chair, Images Studio Tour re: Request for Exemption, Sign By -Law No. 2010-075, as amended. Motion No. C180912-6 Moved by Hall, Seconded by Jermey Be it resolved 1. That the correspondence dated September 4, 2018 from Jan Novak, Chair, Images Studio Tour re: Request for Exemption, Sign By -Law No. 2010-075, as amended be received. 2. That the request for exemption from Sections 2.45 and 4.4 of Sign By-law No. 2010-075, as amended, be approved. 3. That the Curbex "Mini B" Images Studio Tour signs be permitted to be placed no earlier than September 10 and shall be removed no later than October 10 annually. 4. That the applicant is required to re -submit the exemption requests to the Chief Municipal Law Enforcement Officer if the placement of a sign is to be amended or an alteration to the advertisement on the sign face and that the Chief Municipal Law Enforcement Officer be authorized to approve such revisions. 5. That if, at any time, Images Studio Tour is found to be in non-compliance with any provisions of Sign By -Law No. 2010-075, as amended such exemption shall be revoked immediately. 6. That the applicant be advised of Council's decision under the Chief Municipal Law Enforcement Officer's signature Carried. Page 4 of 11 Council Meeting Minutes — Wednesday, September 12, 2018. 12. Reports of Municipal Officers: a) Report No. DS2018-87, Todd Weatherell, Intermediate Planner re: Request for Temporary 2nd Dwelling 8698 Highway 12 — Cheslock [Refer to Item 17a)]. Motion No. C180912-7 Moved by Macpherson, Seconded by Coutanche Be it resolved 1. That Report No. DS2018-87, Todd Weatherell, Intermediate Planner re: Request for Temporary 2nd Dwelling 8698 Highway 12 — Cheslock be received and adopted. 2. That Council authorizes the request of Robert James Cheslock and Jodi Eleanor Lee Cheslock, to temporarily reside in their existing dwelling that currently occupies the property at 8698 Highway 12, respectively, which is to be demolished after the completion of their new dwelling to a maximum of twelve months from the time of issuance of the new dwelling building permit. 3. That the appropriate by-law authorizing the temporary agreement be brought forward for Council's consideration. 4. And that the applicant be advised of Council's decision under the Director, Development Services' signature. Carried. b) Report No. OCS2018-8, Shawn Binns, Director, Operations and Community Services and Karla Musso-Garcia, Manager of Operations re: Award of Tender OCS 2018-008 Supply and Delivery of Winter Sand and Winter Salt. Motion No. C180912-8 Moved by Coutanche, Seconded by Macpherson Be it resolved 1. That Report No. OCS2018-8, Shawn Binns, Director, Operations and Community Services and Karla Musso-Garcia, Manager of Operations re: Award of Tender OCS 2018-008 Supply and Delivery of Winter Sand and Winter Salt be received and adopted. 2. That Tender OCS 2018-08 Supply and Delivery of Winter Sand be awarded to Dalton R. Lowe as follows: o Small Crescent $10.83 / tonne o South Pit $10.26 / tonne o North Pit $11.16 / tonne o North Yard $10.94 / tonne 3. That the Township join with the Georgian Bay Purchasing Cooperative for the purchase of road salt at a rate of $58.89 per tonne. 4. That the Director, Operations and Community Services be authorized to execute the appropriate agreements on behalf of the Township. 5. And that the bidders be thanked and notified under the Director, Operations and Community Services' signature. Carried. Page 5 of 11 Council Meeting Minutes —Wednesday, September 12, 2018. c) Report No. OCS2018-22, Justin Metras, Manager, Infrastructure and Capital Projects re: Roadway Patching. Motion No. C180912-9 Moved by Hall, Seconded by Jermey Be it resolved 1. That Report No. OCS2018-22, Justin Metras, Manager, Infrastructure and Capital Projects re: Roadway Patching be received and adopted. 2. That the Council authorize an additional expenditure of $85,000 to the hardtop maintenance budget to be funded within the existing 2018 Pavement Management Program budget. 3. That staff report back on the progress through the corporate monthly project update report. Carried. d) Report No. OCS2018-23, Shawn Binns, Director, Operations and Community Services re: Oro-Medonte Community Arena Food Concession [Refer to Item 17b)]. Motion No. C180912-10 Moved by Jermey, Seconded by Hall Be it resolved 1. That Report No. OCS2018-23, Shawn Binns, Director, Operations and Community Services re: Oro-Medonte Community Arena Food Concession be received and adopted. 2. That the contract for the Oro-Medonte Community Arena Food Concession and pouring rights be awarded to The Snack Shack in return for monthly rent as outlined in Report No. OCS2018-23. 3. That the appropriate by-law be brought forward for Council's consideration. 4. That the applicants be thanked for their submissions and notified of Council's decision under the Director, Operations and Community Services' signature. Carried. 13. Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. The following members of Council provided updates: Mayor H.S. Hughes; Deputy Mayor Ralph Hough; Councillors Coutanche, Macpherson, Hall, Jermey. Page 6 of 11 Council Meeting Minutes — Wednesday, September 12, 2018. 14. Consent Agenda: a) Announcements of Interest to the Public: 1. Township of Oro-Medonte, Building Division, Electronic Submission Guidelines Notice. b) Correspondence dated August 17, 2018 from David Hazell, Chair, Teachers of English as a Second Language Association of Ontario (TESL) re: Request to Proclaim October 28- November 3, 2018, "English as a Second Language Week". Staff Recommendation: Receive, Proclaim, Post on Township Website. c) Correspondence dated August 29, 2018 from Dr. Matt Miller, Chair, Orillia & Area Physician Recruitment & Retention re: Mid -Year Activity and Financial Performance Report. Staff Recommendation: Receive for Information Only. d) Correspondence dated August 29, 2018 from Jon Pegg, Chief of Emergency Management, Ministry of Community Safety and Correctional Services re: Emergency Management and Civil Protection Act (EMCPA) Compliance. Staff Recommendation: Receive for Information Only. e) Minutes of Nottawasaga Valley Conservation Authority meeting held on Friday, June 22, 2018 Staff Recommendation: Receive for Information Only. f) Correspondence dated September 5, 2018 from County of Simcoe re: Age -Friendly Seniors Housing Grant Program. Staff Recommendation: Receive for Information Only. Motion No. C180912-11 Moved by Hall, Seconded by Jermey 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. Township of Oro-Medonte, Building Division, Electronic Submission Guidelines Notice. b) Correspondence dated August 17, 2018 from David Hazell, Chair, Teachers of English as a Second Language Association of Ontario (TESL) re: Request to Proclaim October 28-November 3, 2018, "English as a Second Language Week". Received, Proclaimed, Posted on Township Website. c) Correspondence dated August 29, 2018 from Dr. Matt Miller, Chair, Orillia & Area Physician Recruitment & Retention re: Mid -Year Activity and Financial Performance Report. Received for Information Only. d) Correspondence dated August 29, 2018 from Jon Pegg, Chief of Emergency Management, Ministry of Community Safety and Correctional Services re: Emergency Management and Civil Protection Act (EMCPA) Compliance. Received for Information Only. e) Minutes of Nottawasaga Valley Conservation Authority meeting held on Friday, June 22, 2018. Received for Information Only. f) Correspondence dated September 5, 2018 from County of Simcoe re: Age -Friendly Seniors Housing Grant Program. Received for Information Only. Carried. Page 7 of 11 Council Meeting Minutes — Wednesday, September 12, 2018. 15. Communications/Petitions: a) Correspondence dated August 30, 2018 from Dr. Howard Bloom, Apple Blossom Village re: Request to Reduce Speed Limit from 50kms to 40kms and to Declare a Community Safety Zone Area. Motion No. C180912-12 Moved by Jermey, Seconded by Hall Be it resolved that the correspondence dated August 30, 2018 from Dr. Howard Bloom, Apple Blossom Village re: Request to Reduce Speed Limit from 50kms to 40kms and to Declare a Community Safety Zone Area be received and referred to staff for a report. Carried. 16. Notice of Motions: P 41M 17. By -Laws: a) By -Law No. 2018-080: Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro-Medonte and Robert James Cheslock and Jodi Eleanor Lee Cheslock to Allow for Two Dwellings. b) By -Law No. 2018-085: A By-law to Authorize the Execution of an Agreement Between The Corporation of the Township of Oro-Medonte and The Snack Shack for the Operation of the Concession Booth at the Oro-Medonte Community Arena and to Repeal By-law No. 2014-153. Motion No. C180912-13 Moved by Jermey, Seconded by Hall Be it resolved that a) By -Law No. 2018-080: Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro-Medonte and Robert James Cheslock and Jodi Eleanor Lee Cheslock to Allow for Two Dwellings. b) By -Law No. 2018-085: A By-law to Authorize the Execution of an Agreement Between The Corporation of the Township of Oro-Medonte and The Snack Shack for the Operation of the Concession Booth at the Oro-Medonte Community Arena and to Repeal By-law No. 2014-153. be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 8 of 11 Council Meeting Minutes —Wednesday, September 12, 2018. Motion No. C180912-14 Moved by Crawford, Seconded by Macpherson Be it resolved that Rule 14.21 a) of Procedural By-law No. 2017-165 be suspended in order to allow the meeting to proceed past the 4 hour adjournment requirement. Carried. 18.Closed Session Items (Unfinished Items): a) Motion to go In Closed Session. Motion No. C180912-15 Moved by Crawford, Seconded by Macpherson Be it resolved that we do now go in Closed Session at 11:16 a.m. to discuss • Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek). b) Motion to Rise and Report. Motion No. C180912-16 Moved by Macpherson, Seconded by Coutanche Be it resolved that we do now Rise at 12:03 p.m. Carried. Carried. Page 9 of 11 Council Meeting Minutes — Wednesday, September 12, 2018. c) Robin Dunn, CAO; Andria Leigh, Director, Development Services re: Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek). The following staff were present: Robin Dunn, CAO; Andria Leigh, Director, Development Services; Karen Way, Clerk; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Motion No. C180912-17 Moved by Crawford, Seconded by Macpherson Be it resolved 1. That the confidential correspondence dated September 11, 2018 and presented by Robin Dunn, CAO and Andria Leigh, Director, Development Services re: Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek) be received. 2. That staff proceed as directed, and report back to Council. Carried. 15. Communications/Petitions: b) Correspondence dated August 27, 2018 from Brad Lewis, Lewis Motor Sales Inc. re: Request for Exemption, Towing By -Law No. 2012-143, as amended. Motion No. C180912-18 Moved by Hall, Seconded by Jermey Be it resolved 1. That the correspondence dated August 27, 2018 from Brad Lewis, Lewis Motor Sales Inc. re: Request for Exemption, Towing By -Law No. 2012-143, as amended be received. 2. That Council grants an exemption to Lewis Motor Sales Inc. per Section 9.2.3 of By -Law 2012-143, specifically to permit the compound to be outside of the municipal boundaries, for a period of five (5) years from the date of the issuance of the Towing Company Licence. 3. That the exemption only permits Lewis Motor Sales Inc. to tow and store vehicles from the Township of Oro-Medonte that are deemed to be Heaving Towing as per By -Law 2012-143 or that meet any exemptions provided within By -Law 2012-143. 4. That if, at any time, Lewis Motor Sales Inc. is found to be in non-compliance with any provisions of By-law No. 2012-143, as amended, such exemption shall be revoked immediately. 5. That the applicant be advised of Council's decision under the Chief Municipal Law Enforcement Officer's signature. Carried. Page 10 of 11 Council Meeting Minutes —Wednesday, September 12, 2018. 19. Confirmation By -Law: a) By -Law No. 2018-084: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, September 12, 2018, Motion No. C180912-19 Moved by Jermey, Seconded by Hall Be it resolved that By -Law No. 2018-084: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, September 12, 2018 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 20.Questions from the Public Clarifying an Agenda Item: No one posed a question. 21. Adjournment: a) Motion to Adjourn. Motion No. C180912-20 Moved by Hall, Seconded by Jermey Be it resolved that we do now adjourn at 12:09 p.m. Mayor, H.S. Hughe I are ay Carried. Page 11 of 11