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02 24 2021 Council MinutesTownship of Proud Heritage, Exciting Future Wednesday, February 24, 2021 The Township of Oro-Medonte Council Meeting Minutes Electronic Meeting 2018-2022 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Ian Veitch Councillor Tammy DeSousa Councillor Cathy Keane (left at 3:22 p.m.) Councillor Shawn Scott Councillor Randy Greenlaw 9:01 a.m. Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Mark Present: DesLauriers, Chief Financial Officer/Treasurer; Andria Leigh, Director, Development Services; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Hugh Murray, Director, Fire & Emergency Services/Fire Chief; Tamara Obee, Manager, Human Resources, Health & Safety; Michelle Jakobi, Acting Director, Environmental Services; Justin Metras, Manager, Infrastructure and Capital Projects; Karla Musso-Garcia, Manager, Operations; Derek Witlib, Manager, Planning Services; David Saunders, Manager, Development Engineering; Jennifer Whitley, Coordinator, Economic Development/Communications; Jennifer Barrick, Environmental Services Technologist, Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Harold Daynard, Manager, Information Technology; Patrick Howse and Jason Scharapenko, Information Technology Technicians (IT) All Council and staff participated via ZOOM platform. 1. Call to Order - Moment of Reflection: Mayor H.S. Hughes assumed the Chair and called the meeting to order at the above noted time followed by a moment of reflection. The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. Page 1 of 15 Council Meeting Minutes —Wednesday, February 24, 2021. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. C210224-1 Moved by Greenlaw, Seconded by Hough Be it resolved that the agenda for the Council meeting of Wednesday, February 24, 2021 be received and adopted, as amended, to: Waive the provisions of the Procedural By-law No. 2017-165 in order to add as Item 14h) Correspondence dated February 23, 2021 from Nicola Mitchinson, Mitchinson Planning & Development Consultants Inc. re: Forest Heights — Line 6 North Intersection Alignment; • To Withdraw Item 17a); • And that correspondence received February 22, 2021 re Item 10a), as outlined on the agenda, be received. Carried. Motion No. C210224-2 Moved by DeSousa , Seconded by Veitch Be it resolved that Rule 14.19a), as per the consolidated Procedural By-law No. 2017-165, be suspended in order to allow the meeting to proceed past the 4 hour adjournment requirement. Carried. Page 2 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. 3. Disclosure of Pecuniary Interest: Mayor H.S. Hughes declared a conflict of interest with respect to Item 8b) Presentation by Jennifer Whitley, Coordinator, Economic Development/Communications; Jamie Cook, Managing Partner and Director, Land Economics, Watson & Associates Economists Ltd; and Justine Giancola, Associate, Dillon Consulting Limited re: Employment Land Strategy as the study involves property that he personally owns.. Mayor H.S. Hughes exited his seat and did not participate in the discussion or vote on this item. Councillor Keane declared a conflict of interest with respect to Item 8f) OCS2021-2, Justin Metras, Manager, Infrastructure and Capital Projects re: Supply and Delivery of (2) Two Tandem Plow/Dump Combination Trucks as the owner/operator of this business is a very close neighbour, and they know each other well. Councillor Keane exited her seat and did not participate in the discussion or vote on this item. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. C210224-3 Moved by Scott, Seconded by DeSousa Be it resolved that we do now go in Closed Session at 9:05 a.m. to discuss • Solicitor -client privilege (Line 6); • Acquisition/disposition of land (46 Red Oak Crescent); • Labour relations/employee negotiations (Staffing). Carried. b) Motion to Rise and Report. Motion No. C210224-4 Moved by Scott, Seconded by Greenlaw Be it resolved that we do now Rise at 9:45 a.m. and Recess until 10:00 a.m. at which time we shall Report on the Closed Session Items 4 c) Andria Leigh, Director, Development Services re: Solicitor -client privilege (Line 6); d) Donna Hewitt, Director, Corporate Services re: Acquisition/disposition of land (46 Red Oak Crescent); e) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing). Carried. Page 3 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. d) Donna Hewitt, Director, Corporate Services re: Acquisition/disposition of land (46 Red Oak Crescent). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Andria Leigh, Director, Development Services; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Michelle Jakobi, Acting Director, Environmental Services; Jason Scharapenko, Information Technology Technician (IT). Motion No. C210224-5 Moved by Veitch, Seconded by Scott Be it resolved 1. That Confidential Report CS2021-5, Donna Hewitt, Director, Corporate Services re: Acquisition/disposition of land (46 Red Oak Crescent) be received and adopted. 2. That Council retain 46 Red Oak Crescent (Block 103, Registered Plan 51 M-696). 3. And that the applicant be notified of Council's decision under the Director, Corporate Services' signature. Carried. c) Andria Leigh, Director, Development Services re: Solicitor -client privilege (Line 6). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Andria Leigh, Director, Development Services; Donna Hewitt, Director, Corporate Services; Derek Witlib, Manager, Planning Services; David Saunders, Manager, Development Engineering; Jason Scharapenko, Information Technology Technician (IT). Motion No. C210224-6 Moved by Hough, Seconded by Keane Be it resolved 1. That Confidential Report DS2021-25, Andria Leigh, Director, Development Services re: Solicitor -client privilege (Line 6) be received and adopted. 2. That staff proceed as directed by Council. Carried. Page 4 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. e) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Andria Leigh, Director, Development Services; Donna Hewitt, Director Corporate Services; Tamara Obee, Manager, Human Resources, Health & Safety. Motion No. C210224-7 Moved by Keane, Seconded by Hough Be it resolved that the confidential verbal information presented by Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing) be received. Carried. 5. Minutes of Council and Committees: a) Minutes of Council meeting held on Wednesday, February 10, 2021. b) Minutes of Special Council meeting held on Friday, February 12, 2021. Motion No. C210224-8 Moved by DeSousa, Seconded by Greenlaw Be it resolved that the draft minutes of the a) Council meeting held on Wednesday, February 10, 2021; b) Special Council meeting held on Friday, February 12, 2021 be received and adopted as printed and circulated. 6. Recognition of Achievements: None. 7. Public Meetings: None. Carried. Page 5 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. 8. Deputations/Presentations: a) Presentation by John Daly, Director, Statutory Services/County Clerk, County of Simcoe and Pam Fettes, Director, Legislative Services/Clerk, Township of Clearview re: Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) [Refer to Item 14b)]. Motion No. C210224-9 Moved by Veitch, Seconded by DeSousa Be it resolved that the presentation by John Daly, Director, Statutory Services/County Clerk, County of Simcoe and Pam Fettes, Director, Legislative Services/Clerk, Township of Clearview re: Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) be received. Carried. b) Presentation by Jennifer Whitley, Coordinator, Economic Development/ Communications; Jamie Cook, Managing Partner and Director, Land Economics, Watson & Associates Economists Ltd; and Justine Giancola, Associate, Dillon Consulting Limited re: Employment Land Strategy. Mayor H.S. Hughes declared a conflict of interest with respect to Item 8b) Presentation by Jennifer Whitley, Coordinator, Economic Development/Communications; Jamie Cook, Managing Partner and Director, Land Economics, Watson & Associates Economists Ltd; and Justine Giancola, Associate, Dillon Consulting Limited re: Employment Land Strategy as the study involves property that he personally owns.. Mayor H.S. Hughes exited his seat and did not participate in the discussion or vote on this item. Deputy Mayor assumed the Chair. Motion No. C210224-10 Moved by DeSousa, Seconded by Keane Be it resolved 1. That the presentation provided by Jamie Cook, Managing Partner and Director, Land Economics, Watson & Associates Economists Ltd; Justine Giancola, Associate, Dillon Consulting Limited; and Jennifer Whitley, Coordinator, Economic Development/ Communications re: Employment Land Strategy be received and adopted. 2. That the Employment Land Strategy and associated recommendations be used to inform future plans, policy direction and decisions. Carried. Mayor H.S. Hughes assumed the Chair. Page 6 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. 9. Open Forum: None. 10. Reports of Municipal Officers for Action: a) OCS2021-1, Shawn Binns, Director, Recreation and Community Services re: Horseshoe Valley Community Centre Partnership Update. A PowerPoint presentation was provided. Motion No. C210224-11 Moved by Keane, Seconded by Scott Be it resolved 1. That the PowerPoint presentation presented by Shawn Binns, Director, Operations and Community Services be received. 2. That OCS2021-01, Shawn Binns, Director, Operations and Community Services re: Horseshoe Valley Community Centre Partnership Update be received and adopted. 3. That Council approve the project scope as outlined in Option 2 which includes the following components: full size gymnasium, programming space, Township service accommodations and considerations for future phasing. 4. That Council approve funding of $7,050,000 for Option 2 as follows: a. $4.4M from development charges, $2.15M from debt issuance and $500,000 from the parkland reserve, 5. That the estimated annual operating costs of $259,000 (2020 $) for the facility be included in the 2023 budget. 6. That staff continue to advance and finalize the ownership and operating agreements with the Simcoe County District School Board for Council's consideration. 7. That staff be authorized to commence the necessary site works (tree removal etc.). 8. That, updated communications be shared through the Township website and social media platforms as well as through a virtual information session. 9. And that a community outreach be undertaken to seek proposals for naming the new Township facility. Unanimously Carried. Page 7 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. b) F12021-5, Mark DesLauriers, Chief Financial Officer/Treasurer re: 2021/2022 Budget - Excluded Expenses (to be distributed). Motion No. C210224-12 Moved by Greenlaw, Seconded by Veitch Be it resolved that F12021-05, Mark DesLauriers, Chief Financial Officer/Treasurer re: 2021/2022 Budget - Excluded Expenses be received and adopted. Carried. c) Robin Dunn, CAO and Senior Management Team re: 2021-2022 Budget Deliberations/ Ratification. Mark DesLauriers, Chief Financial Officer/Treasurer presented spreadsheets. Motion No. C210224-13 Moved by Scott, Seconded by DeSousa Be it resolved that the 2021-2022 Operating, Capital, and Reserve Budgets as amended, effective February 24, 2021 be received and adopted to achieve an overall tax increase for 2021 of 1.99%, and reflect a 3.93% tax increase for the Township share in 2022, with the overall tax increase being determined for 2022 when County and Provincial increases are determined later in the year. Unanimously Carried. d) F12021-3, Mark DesLauriers, Chief Financial Officer/Treasurer re: 2019 Draft Consolidated Financial Statements. Motion No. C210224-14 Moved by DeSousa, Seconded by Keane Be it resolved 1. That F12021-3, Mark DesLauriers, Chief Financial Officer/Treasurer re: 2019 Draft Consolidated Financial Statements be received and adopted. 2. That Council approve the draft consolidated financial statements of the Corporation of the Township of Oro-Medonte for the fiscal year ended December 31, 2019. 3. That Council authorize staff to publish the final audited consolidated financial statements for the fiscal year ended December 31, 2019 upon receiving the Independent Auditors' Report. Carried. Page 8 of 15 Motion No. C210224-15 Council Meeting Minutes —Wednesday, February 24, 2021. Amended at March 10, 2021 Council meeting per Motion No. C210310-5 re #2 "C" Amount. e) Shawn Binns, Director, Operations and Community Services re: 2021-2022 Grant Subsidy Applications. Motion No. C210224-15 Moved by Veitch, Seconded by Scott Be it resolved 1. That the correspondence packages presented by Shawn Binns, Director, Operations and Community Services re: 2021-2022 Grant Subsidy Applications be received. 2. That the 2021-2022 Grant/Subsidy requests be approved as directed by Council and summarized below: IA IB IC ID IE IF IG IH II J User Group Barrie Area Physician Recruitment Born to Read c/o Orillia Public Library Coldwater & District Agricultural Society Copeland Forest Friends Association Edgar Community Hall Mariposa House Hospice Orillia & Area Physician Recruitment Orillia & District Arts Council Oro Agricultural Society Oro Horticultural Society K Oro Station Community Hall L Rugby Community Hall M Shanty Bay Firefighters Amount Approved 2021/2022 $4,000. 0 $200. $750. $2, 500. $12,500 $4,000. 0 Grant - $500. 2021 Subsidy- $1,015. 2022 Subsidy - TBD Grant - $2,000. 2021 Subsidy - $2,739. 2022 Subsidy - $2,800. $3,000. $2,500. 2021/2022 Subsidy - $400. 3. The applicants be advised of Council's decision under the Mayor's / Director, Operations and Community Services' signature accordingly. Carried. Page 9 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. f) OCS2021-2, Justin Metras, Manager, Infrastructure and Capital Projects re: Supply and Delivery of (2) Two Tandem Plow/Dump Combination Trucks. Councillor Keane declared a conflict of interest with respect to Item 8f) OCS2021-2, Justin Metras, Manager, Infrastructure and Capital Projects re: Supply and Delivery of (2) Two Tandem Plow/Dump Combination Trucks as the owner/operator of this business is a very close neighbour, and they know each other well. Councillor Keane exited her seat and did not participate in the discussion or vote on this item. Motion No. C210224-16 Moved by Greenlaw, Seconded by Hough Be it resolved 1. That OCS2021-2, Justin Metras, Manager, Infrastructure and Capital Projects re: Supply and Delivery of (2) Two Tandem Plow/Dump Combination Trucks be received and adopted. 2. That RFP OCS 2021-003 Supply and Delivery of Two Tandem Plow/Dump Combination Trucks be awarded to B & I Complete Truck Centre, in the amount of $658,178.00 plus HST. 3. That the Director, Operations and Community Services be authorized to execute the appropriate agreements on behalf of the Township. 4. That the bidders be thanked and notified under the Director, Operations and Community Services' signature. Carried. g) OCS2021-3, Justin Metras, Manager, Infrastructure and Capital Projects re: Supply and Delivery of Eight (8) 2021 Pick -Up Trucks. Motion No. C210224-17 Moved by Keane, Seconded by Greenlaw Be it resolved 1. That OCS2021-3, Justin Metras, Manager, Infrastructure and Capital Projects re: Supply and Delivery of Eight (8) 2021 Pick -Up Trucks be received and adopted; 2. That Request for Quotation OCS 2021-05 Supply and delivery of eight (8) Pick-up Trucks be awarded to Thor Motors in the amount of $317,227.00 plus HST. 3. That the Director, Operations and Community Services be authorized to execute the appropriate agreements on behalf of the Township. 4. That the bidders be thanked and notified under the Director, Operations and Community Services' signature. Carried. Page 10 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. 11. Reports of Municipal Officers for Information Only: a) Robin Dunn, CAO re: Update on COVID-19 Actions. b) ES2021-1, Jennifer Barrick, Environmental Services Technologist re: 2020 Drinking Water Compliance Reports for Township of Oro-Medonte Drinking Water Systems. Motion No. C210224-18 Moved by Hough, Seconded by Veitch Be it resolved that the reports, as listed under Item #11, Reports of Municipal Officers for Information Only, be received: a) Robin Dunn, CAO re: Update on COVID-19 Actions. b) ES2021-1, Jennifer Barrick, Environmental Services Technologist re: 2020 Drinking Water Compliance Reports for Township of Oro-Medonte Drinking Water Systems. Carried. 12. 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 Hough, Councillors Veitch and Scott. 13.Announcements: The following members of Council provided Announcements: Mayor H.S. Hughes. 14. Consent Agenda: a) Announcements of Interest to the Public: 1. Township of Oro-Medonte Snowman Contest, Open January 15, 2021 to February 28, 2021. 2. Township of Oro-Medonte, 2021 Oro-Medonte Citizen of the Year and Ontario Senior of the Year Nomination Notice, Deadline Friday, March 12, 2021. b) Correspondence dated February 5, 2021 from County of Simcoe re: Recommendation to Endorse Resolution from Township of Clearview Regarding Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Time for Change. Staff Recommendation: Receive, Support, Advise under the Mayor's Signature. Page 11 of 15 Council Meeting Minutes —Wednesday, February 24, 2021. c) Correspondence dated February 2, 2021 from Laura Donaldson, Project Manager, McIntosh Perry Consulting Engineers Ltd., re: Notice of Study Commencement (G.W.P. 2494-15-00 & GWP 2129-18-00) Design -Build Ready and Class Environmental Assessment Study for Interchange Reconfiguration/Reconstruction at Highway 11/12 (Coldwater Road) and Highway 11/12/ (Old Barrie Road). Staff Recommendation: Receive for Information Only. d) County of Simcoe, Notice of Study Commencement, re: Transportation Master Plan Update. Staff Recommendation: Receive for Information Only. e) Correspondence dated February 5, 2021 from Jeff Yurek, Minister, Ministry of the Environment, Conservation and Parks (MECP) re: 2021 Rural Ontario Municipal Association (ROMA) Conference. Staff Recommendation: Receive for Information Only. f) Correspondence dated February 17, 2021 from Steve Clark, Minister, Ministry of Municipal Affairs and Housing re: Consulting on Growing Size of the Greenbelt. Staff Recommendation: Receive for Information Only. g) Orillia Matters Article re: Lake Simcoe Regional Airport (LSRA) re: County's Significant Investment Propel's Lake Simcoe Regional Airport Forward. Staff Recommendation: Receive for Information Only. Motion No. C21024-19 Moved by Scott, Seconded by Keane Be it resolved that Item 14b) be pulled from the consent agenda and voted on separately. 14b) Correspondence dated February 5, 2021 from County of Simcoe re: Recommendation to Endorse Resolution from Township of Clearview Regarding Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Time for Change. Received, Supported, Advised under the Mayor's Signature. Recorded Vote Requested by Councillor Scott Councillor Scott Yea Councillor Veitch Yea Councillor DeSousa Yea Councillor Greenlaw Yea Deputy Mayor Hough Yea Councillor Keane Yea Mayor H.S. Hughes Yea Councillor Keane left the meeting at this time. Carried Unanimously. Page 12 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. Motion No. C210224-20 Moved by Veitch, Seconded by DeSousa Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed, with the exception of Item 14b) which was pulled and voted on separately. a) Announcements of Interest to the Public: 1. Township of Oro-Medonte Snowman Contest, Open January 15, 2021 to February 28, 2021. 2. Township of Oro-Medonte, 2021 Oro-Medonte Citizen of the Year and Ontario Senior of the Year Nomination Notice, Deadline Friday, March 12, 2021. c) Correspondence dated February 2, 2021 from Laura Donaldson, Project Manager, McIntosh Perry Consulting Engineers Ltd., re: Notice of Study Commencement (G.W.P. 2494-15-00 & GWP 2129-18-00) Design -Build Ready and Class Environmental Assessment Study for Interchange Reconfiguration/Reconstruction at Highway 11/12 (Coldwater Road) and Highway 11/12/ (Old Barrie Road). Received for Information Only. d) County of Simcoe, Notice of Study Commencement, re: Transportation Master Plan Update. Received for Information Only. e) Correspondence dated February 5, 2021 from Jeff Yurek, Minister, Ministry of the Environment, Conservation and Parks (MECP) re: 2021 Rural Ontario Municipal Association (ROMA) Conference. Received for Information Only. f) Correspondence dated February 17, 2021 from Steve Clark, Minister, Ministry of Municipal Affairs and Housing re: Consulting on Growing Size of the Greenbelt. Received for Information Only. g) Orillia Matters Article re: Lake Simcoe Regional Airport (LSRA) re: County's Significant Investment Propel's Lake Simcoe Regional Airport Forward. Received for Information Only. h) Correspondence dated February 23, 2021 from Nicola Mitchinson, Mitchinson Planning & Development Consultants Inc. re: Forest Heights - Line 6 North Intersection Alignment. Received for Information Only. Carried. Page 13 of 15 Council Meeting Minutes —Wednesday, February 24, 2021. 15. Communications/Petitions: None. 16. Notice of Motions: None. 17. By -Laws: a) 2021-025: A By-law to Appoint An Auditor and to Repeal By -Law 2019-082 (to be distributed) - Withdrawn. b) 2021-026: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte (Windfields Drive West, being Blocks 5 and 6, Plan 51R-14304, PIN 58557-0027 (LT) and PIN 58557-0063 (LT)). Motion No. C210224-21 Moved by Hough, Seconded by Greenlaw Be it resolved that b) 2021-026: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte (Windfields Drive West, being Blocks 5 and 6, Plan 51 R-14304, PIN 58557- 0027 (LT) and PIN 58557-0063 (LT)) be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 18.Closed Session Items (Unfinished Items): None. Page 14 of 15 Council Meeting Minutes — Wednesday, February 24, 2021. 19.Confirmation By -Law: a) 2021-027: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, February 24, 2021. Motion No. C210224-22 Moved by Greenlaw, Seconded by Scott Be it resolved that By -Law No. 2021-027: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, February 24, 2021 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 20.Adjournment: a) Motion to Adjourn. Motion No. C210224-23 Moved by DeSousa, Seconded by Hough Be it resolved that we do now adjourn at 3:32 p.m. MayPHH.S.H hes Carried. a — Cler Yvonne Aubichon Page 15 of 15