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03 24 2004 COW Minutes TOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Wednesday, March 24, 2004 @ 9:05 a.m. Neufeld Room Present: Mayor J. Neil Craig Deputy Mayor Harry Hughes Councillor Dan Buttineau Councillor Ralph Hough Councillor Paul Marshall Councillor John Crawford Councillor Ruth Fountain Staff Present: Jennifer Zieleniewski, CAO; Marilyn Pennycook, Clerk; Keith Mathieson, Director of Engineering and Environmental Services; Paul Gravelle, Treasurer; Joe Casey, Fire Chief; Chris Carter, Recreation Co-ordinator; Andria Leigh, Senior Planner; Jerry Ball, Public Works Superintendent, Ron Kolbe, Director of Building/Planning Development Also Present: John Waugh, Wayne Hodge, Nancy Eleveld, Wayne Neal, John Hare, Morris Shelswell, Mike Jones, Paul Dalweale 1. NOTICE OF ADDITIONS TO AGENDA Motion No. CW-1 Moved by Marshall, Seconded by Crawford It is recommended that the following items be added to the agenda for consideration: 6. FINANCE, ADMINISTRATION AND FIRE: g) Mayor J. Neil Craig, re: Oro African Church. 10. IN-CAMERA: a) Jennifer Zieleniewski, CAO, re: Personnel Matter. Carried. . 2. ADOPTION OF THE AGENDA Motion No. CW-2 Moved by Crawford, Seconded by Marshall It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, March 24, 2004 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" Deputy Mayor Hughes declared a conflict of interest on Item 6c)A re: Request for Grants for Facility Rental Fees [Guthrie/ Hawkestone United Church] due to his membership at the Church. Deputy Mayor Hughes left the room and did not participate in any discussion or vote on this item. Councillor Crawford declared a conflict of interest on Item 6e)K re: 2004 Grant Requests [Oro Station Hall] because he is a Trustee of the Hall Board. Councillor Crawford left the room and did not participate in any discussion or vote on this item. 4. DEPUTATIONS: a) John Hare and Morris Shelswell, re: Juno Beach Centre. Motion No. CW-3 Moved by Fountain, Seconded by Crawford It is recommended that the information from John Hare, re: Juno Beach Centre be received. Carried. Page 2 Committee of the Whole Meeting - March 24, 2004 b) Wayne Hodge, President, Georgian Trails Riders re: ATV Legislation. Wayne Hodge distributed a package to the Committee. Motion No. CW-4 Moved by Marshall, Seconded by Fountain It is recommended that the correspondence dated February 13, 2004 and information from Wayne Hodge, President, Georgian Trails Riders re: ATV Legislation be received and referred to staff for a report. Carried. c) Paul Dewaele, Principal, Dixon Hydrogeology Limited, re: Municipal Groundwater Study. Paul Dewaele distributed a printed copy of his presentation to the Committee. Motion No. CW-S Moved by Crawford, Seconded by Marshall It is recommended that the correspondence and information from Paul Dewaele, Principal, Dixon Hydrogeology Limited, re: Municipal Groundwater Study be received. Carried. d) Mike Jones, Azimuth Environmental Consulting Inc., re: Water Monitoring Update. Motion No. CW-6 Moved by Crawford, Seconded by Fountain It is recommended that the information from Mike Jones, Azimuth Environmental Consulting Inc., re: Water Monitoring Update be received. Carried. Page 3 Committee of the Whole Meeting - March 24, 2004 5. CORRESPONDENCE: a) 2004 AMO Conference, The Westin Ottawa and The Ottawa Congress Centre, August 22-25, 2004. Motion No. CW-7 Moved by Marshall, Seconded by Fountain It is recommended that the correspondence submitted by The Association of Municipalities of Ontario, re: The 2004 AMO Annual Conference, August 22-25, 2004 be received and that Mayor J. Neil Craig, Deputy Mayor Hughes, Councillor Buttineau, Councillor Hough and Councillor Fountain be authorized to attend. Carried. b) Heather Highet, Chair, Sci-Tech Ontario, correspondence dated February 1, 2004 re: Proclamation Request, March, 2004, "Young Scientist Month". Motion No. CW-8 Moved by Crawford, Seconded by Marshall It is recommended that the correspondence dated February 1, 2004 from Heather Highet, Chair, Sci-Tech Ontario, re: Proclamation Request be received; that the Township of Oro-Medonte proclaim the month of March, 2004 as "Young Scientist Month"; and further that the Proclamation be declared on the Township's website. Carried. c) David Scott, Director of Planning & Development, The Township of Severn, correspondence dated March 8, 2004, re: Education Development Charges. Motion No. CW-9 Moved by Marshall, Seconded by Crawford It is recommended that the correspondence dated March 8, 2004 from David Scott, Director of Planning & Development, The Township of Severn, re: Education Development Charges be received. Carried. Page 4 Committee of the Whole Meeting - March 24, 2004 d) Wayne Wilson, CAO/Secretary-Treasurer, Nottawasaga Valley Conservation Authority, correspondence dated March 12, 2004 re: NVCA Resolution Requesting Provincial Funding. Motion No. CW-10 Moved by Crawford, Seconded by Marshall It is recommended that the correspondence dated March 12, 2004 from Wayne Wilson, CAO/Secretary-Treasurer, Nottawasaga Valley Conservation Authority, re: NVCA Resolution Requesting Provincial Funding be received; and further that Council support the resolution of the NVCA that the Province be requested to fully fund the source water protection and all other provincially mandated programs. Carried. 6. FINANCE, ADMINISTRATION AND FIRE: a) Report No. FD 2004-05, Joe Casey, Fire Chief, re: Monthly Fire Report (February, 2004). Motion No. CW-11 Moved by Crawford, Seconded by Fountain It is recommended that Report No. FD 2004-05, Joe Casey, Fire Chief, re: Monthly Fire Report (February, 2004) be received. Carried. b) Report No. TR 2004-09, Paul Gravelle, Treasurer, re: Automailer Lease. Motion No. CW-12 Moved by Hughes, Seconded by Hough It is recommended that Report No. TR 2004-09, Paul Gravelle, Treasurer, re: Automailer Lease be received and adopted; that the provisions of the Purchasing and Tendering Procedures by-law requiring quotes to be obtained be waived; that the Municipality enter into a 60 month lease agreement with Mailing Innovations for the provision of a PFE Minimailer 4 Folder Inserter, MBM Model 206 including annual maintenance; and further that the appropriate by-law to authorize execution of the lease be prepared and brought forward for Council's consideration. Carried. Page 5 Committee of the Whole Meeting - March 24, 2004 c) Chris Carter, Recreation Co-ordinator, re: Facility Rental Fees. Deputy Mayor Hughes declared a conflict of interest on Item 6c)A re: Request for Grants for Facility Rental Fees [Guthrie/ Hawkestone United Church] due to his membership at the Church. Deputy Mayor Hughes left the room and did not participate in any discussion or vote on this item. Motion No. CW-13 Moved by Marshall, Seconded by Crawford It is recommended that a grant be approved for the Guthrie Hawkestone United Church for the use of the Bayview Memorial Pavillion in the amount of $48.00 for 2003 and $52.00 for 2004. Carried. Motion No. CW-14 Moved by Buttineau, Seconded by Hough It is recommended that the information from Chris Carter, Recreation Co-ordinator, re: request for grants for facility rental fees be received; and that the grants for the Oro-Medonte Adult Skating Club for the use of the Arena Community Hall in the amount of $37.50 and $75.00 be denied, the grant for Environment Network for the use of the Ian Beard Community Hall in the amount of $87.50 be approved, the grant for Vasey United Church for the use of Vasey Community Park in the amount of $150.00 be approved, the grant for Valley Bridge Club for the use of the Ian Beard Community Hall be approved to April 15, 2004, at which time the Valley Bridge Club will be responsible for the rental fee, the grant for Oro Minor Hockey for the use of the Arena Community Hall in the amount of $164.00 be approved. Carried. Page 6 Committee of the Whole Meeting - March 24, 2004 d) Report No. PR 2004-03, Chris Carter, Recreation Co-ordinator, re: Request from the Y.M.C.A. of Barrie to use Bayview Memorial Park for Day Camp Programs. Motion No. CW-15 Moved by Hough, Seconded by Hughes It is recommended that Report No. PR 2004-03, Chris Carter, Recreation Co- ordinator, re: Request from the Y.M.C.A. of Barrie to use Bayview Memorial Park for Day Camp Programs be received and adopted; that the Township of Oro-Medonte enter into an agreement with the Y.M.C.A. for the operation of Day Camp Programs at Bayview Memorial Park from June 28th to September 2" 2004; that Council authorize an increase of $1,000.00 over the 2003 rental rate for the facility rental by the Barrie Y.M.CA; that the Y.M.CA provide the Township $500.00 damage deposit; and further that the Clerk be authorized to bring forward the appropriate By-law for Council's consideration. Carried. e) Marilyn pennycook, Clerk, re: 2004 Grant Requests. Councillor Crawford declared a conflict of interest on Item 6e)K re: 2004 Grant Requests fOro Station Hall] because he is a Trustee of the Hall Board. Councillor Crawford left the room and did not participate in any discussion or vote on this item. Motion No. CW-16 Moved by Marshall, Seconded by Fountain It is recommended that the grant request in the amount of $1 ,000 for the Oro Station Hall be approved. Carried. Page 7 Committee of the Whole Meeting - March 24, 2004 Motion No. CW-17 Moved by Hughes, Seconded by Buttineau It is recommended that the information re: 2004 grant requests by Marilyn Pennycook, Clerk be received; and further that the 2004 grant requests be approved in the following amounts: Organization 2004 Approved Coldwater & District Agricultural Society 200 Coldwater Music Festival 25 Couchiching Jubilee House 750 Crime Stoppers 750 Huronia Hospitals Foundation 500 Information Orillia 50 Juno Beach Challenge 2,500 North Simcoe Soil & Crop 60 Oro Agricultural Society 500 and use of Hall and Garage Oro Station Hall voted separately Oro-Medonte Children's Choir 750 Oro-Medonte Community Policing Committee deferred Oro-Medonte Horticultural Society 1,000 Rugby Community Hall 1,000 Simcoe County Farm Festival 100 Telecare Orillia Distress 50 Carried. f) Councillor Hough, Discussion re: Severances. Discussion. g) Mayor J. Neil Craig, re: Oro African Church. Discussion. Jennifer Zieleniewski, CAO updated the Committee on the damage to the Oro African Church on March 24, 2004. 7. PUBLIC WORKS: None. Page 8 Committee of the Whole Meeting - March 24, 2004 8. ENGINEERING & ENVIRONMENTAL SERVICES: a) Keith Mathieson, Director of Engineering and Environmental Services, re: Annual Compliance Reports - Water Supply and Treatment - 2003. Report No. EES 2004-13, Canterbury Report No. EES 2004-14, Cedarbrook Report No. EES 2004-15, Craighurst Report No. EES 2004-16, HarboulWood Report No. EES 2004-17, Horseshoe Highlands Report No. EES 2004-18, Lake Simcoe Regional Airport Report No. EES 2004-19, Maplewood Report No. EES 2004-20, Medonte Hills Report No. EES 2004-21, Robincrest Report No. EES 2004-22, Shanty Bay Report No. EES 2004-23, Sugarbush Report No. EES 2004-24, Warminster Motion No. CW-18 Moved by Buttineau, Seconded by Hughes It is recommended that the following reports from Keith Mathieson, Director of Engineering and Environmental Services, re: Annual Compliance Reports - Water Supply and Treatment - 2003 be received and adopted; and further that the Annual Compliance Reports for 2003 for the respective water supply systems be received: Report No. EES 2004-13, Canterbury, Report No. EES 2004-14, Cedarbrook, Report No. EES 2004-15, Craighurst, Report No. EES 2004-16, HarboulWood, Report No. EES 2004-17, Horseshoe Highlands, Report No. EES 2004-18, Lake Simcoe Regional Airport, Report No. EES 2004-19, Maplewood, Report No. EES 2004-20, Medonte Hills, Report No. EES 2004-21, Robincrest, Report No. EES 2004-22, Shanty Bay, Report No. EES 2004-23, Sugarbush, Report No. EES 2004-24, Warminster. Carried. Page 9 Committee of the Whole Meeting - March 24, 2004 b) Report No. EES 2004-25, Keith Mathieson, Director of Engineering and Environmental Services, re: Ivorylane Corporation - Request for Release of Securities. Motion No. CW-19 Moved by Hughes, Seconded by Buttineau It is recommended that Report No. EES 2004-25, Keith Mathieson, Director of Engineering and Environmental Services, re: Ivorylane Corporation - Request for Release of Securities be received and adopted; that the Treasurer be authorized to release the securities in the amount of $10,932.34 and further that the Developer be notified of Council's decision. Carried. 9. BUILDING, PLANNING AND DEVELOPMENT: a) Report No. PD 2004-07, Andria Leigh, Senior Planner, re: Update on Monitoring of the Oro Moraine. Motion No. CW-20 Moved by Buttineau, Seconded by Hough It is recommended that Report No. PD 2004-07, Andria Leigh, Senior Planner, re: Update on Monitoring of the Oro Moraine be received; and further that the Progress Update dated February, 2004 prepared by Azimuth Environmental Consulting Inc. re: Groundwater and Surface Water Monitoring Programs on the Oro Moraine for 2003 be received. Carried. b) Report No. PD 2004-08, Andy Karaiskakis, Junior Planner, re: Committee of Adjustment Decisions from March 11, 2004. Motion No. CW-21 Moved by Buttineau, Seconded by Hughes It is recommended that Report No. PD 2004-08, Andy Karaiskakis, Junior Planner, re: Committee of Adjustment Decisions from March 11, 2004 be received. Carried. Page 10 Committee of the Whole Meeting - March 24, 2004 10. IN-CAMERA: Motion No. CW-22 Moved by Hughes, Seconded by Buttineau It is recommended that we do now go In-Camera at 3:10 p.m. to discuss a Personnel Matter. Carried. Motion No. CW-23 Moved by Buttineau, Seconded by Hough It is recommended that we do now Rise and Report from In-Camera at 3:45 p.m. Carried. a) Jennifer Zieleniewski, CAO, re: Personnel Matter. Motion No. CW-24 Moved by Hughes, Seconded by Hough It is recommended that Confidential Report No. ADM 2004-018 Jennifer Zieleniewski, CAO, re: Personnel Matter (Oro African Church) be received and adopted. Carried. 11. ADJOURNMENT: Motion No. CW-25 Moved by Hughes, Seconded by Buttineau It is recommended that we do now adjourn at 3:47 p.m. Carried. Page 11 Committee of the Whole Meeting - March 24, 2004