06 28 2023 Council MinutesTownship o�
:j fry
Proud Heritage, Exciting Future
Wednesday, June 28, 2023
The Township of Oro-Medonte
Council Meeting Minutes
Electronic Hybrid Meeting
2022-2026 Council
Present: Mayor Randy Greenlaw
Deputy Mayor Peter Lavoie
Councillor Lori Hutcheson
Councillor John Bard
Councillor David Clark
Councillor Richard Schell (left @ 5:56 p.m.)
Councillor Robert Young
2:04 p.m.
Staff Robin Dunn, Chief Administrative Officer; Donna Hewitt, Director,
Present: Corporate Services; Shawn Binns, Director, Operations and Community
Services; Hugh Murray, Director, Fire & Emergency Services/Fire Chief;
Nelly Morrow, Director, Finance/Chief Financial Officer; Tamara Obee,
Director, Human Resources; Derek Witlib, Director, Development
Services; Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer; Jennifer Whitley, Economic
Development Advisor, Jenny Leggett, Communications & Public Relations
Officer; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Jason
Scharapenko, Information Technology Technician (IT); Chris Williams and
Jasmine Fraser, Aird & Berlis LLP.
All Council and staff participated via Zoom platform.
1. CaII to Order - Reading of Land Acknowledgement:
Mayor Greenlaw assumed the Chair at the above noted time and called the meeting to order.
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 [0-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 13
Council Minutes — Wednesday, June 28, 2023
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. C230628-1
Moved by Schell, Seconded by Clark
Be it resolved that the agenda for the Council meeting of Wednesday, June 28, 2023 be
received and adopted.
Carried.
Motion No. C230628-2
Moved by Hutcheson, Seconded by Lavoie
Be it resolved that Rule 14.20a), as per the Procedural By-law No. 2023-043 be suspended
in order to allow the meeting to proceed past the 4 hour adjournment requirement, if
necessary.
Carried.
3. Disclosure of Pecuniary Interest:
Councillor Schell declared a conflict of interest on Item 4d) Derek Witlib, Director,
Development Services; and Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer re: Solicitor -client privilege; Litigation affecting the
municipality (Short Term Accommodation Enforcement/Legal Opinion) as Councillor Schell
indicated he owns and operates a Bed & Breakfast home in Ward 5.
Page 2 of 13
Council Minutes — Wednesday, June 28, 2023
4. Closed Session Items:
a) Motion to go In Closed Session.
Councillor Schell declared a conflict of interest on Item 4d) Derek Witlib, Director,
Development Services; and Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer re: Solicitor -client privilege; Litigation affecting the
municipality (Short Term Accommodation Enforcement/Legal Opinion) as Councillor Schell
indicated he owns and operates a Bed & Breakfast home in Ward 5. Councillor Schell left
the room and did not participate or vote on this item.
Motion No. C230628-3
Moved by Young, Seconded by Lavoie
Be it resolved that we do now go in Closed Session at 2:07 p.m. to discuss
• Labour relations/employee negotiations; Personal matters about an identifiable
individual (Performance Management);
• Solicitor -client privilege; Litigation affecting the municipality (Short Term Accommodation
Enforcement/Legal Opinion).
Carried.
Item 4d) was partially discussed during this time. The following staff were present: Robin
Dunn, Chief Administrative Officer; Donna Hewitt, Director, Corporate Services; Shawn
Binns, Director, Operations and Community Services; Derek Witlib, Director, Development
Services; Curtis Shelswell, Manager, Municipal Law Enforcement/Chief Municipal Law
Enforcement Officer; Jenny Leggett, Communications & Public Relations Officer; Janette
Teeter, Supervisor, Clerk's Services/Deputy Clerk; Chris Williams and Jasmine Fraser, Aird
& Berlis LLP.
b) Motion to Rise and Report.
Motion No. C230628-4
Moved by Clark, Seconded by Hutcheson
Be it resolved that we do now Rise at 4:07 p.m. and Report on the Closed Session Item
4
c) Robin Dunn, CAO re: Labour relations/employee negotiations; Personal matters
about an identifiable individual (Performance Management).
and that Item 4d)
d) Derek Witlib, Director, Development Services; and Curtis Shelswell, Manager,
Municipal Law Enforcement/Chief Municipal Law Enforcement Officer re: Solicitor -
client privilege; Litigation affecting the municipality (Short Term Accommodation
Enforcement/Legal Opinion).
be brought forward to Item 19 Closed Session Items (Unfinished Business).
Carried.
Page 3 of 13
Council Minutes — Wednesday, June 28, 2023
c) Robin Dunn, CAO re: Labour relations/employee negotiations; Personal matters about
an identifiable individual (Performance Management).
The following staff were present: Robin Dunn, CAO/Acting Clerk; Tamara Obee, Director,
Human Resources.
Motion No. C230628-5
Moved by Lavoie, Seconded by Young
Be it resolved
1. That the confidential verbal information and confidential correspondence dated June 26,
2023 and presented by Robin Dunn, CAO/Acting Clerk re: Labour relations/employee
negotiations; Personal matters about an identifiable individual (Performance
Management) be received.
2. That the CAO proceed as outlined.
Carried.
6. Recognition of Achievements:
The following recipients, and their achievements, were recognized by Mayor Greenlaw and
Members of Council:
a) Graydon Knapp, Recipient of First Place in International Online Caribou Mathematics
Competition (Caribou Cup).
b) Judith Banville, Recipient of 2023 Oro-Medonte Citizen of the Year Award.
c) Pauline Chappell, Recipient of 2023 Ontario Senior of the Year Award.
d) Robin Dunn, CAO re: Ontario Municipal Administrators' Association (OMMA) re: Long
Service Recognition Award.
Motion No. C230628-6
Moved by Clark, Seconded by Young
Be it resolved
1. That the correspondence dated June 9, 2023 from Ontario Municipal Administrators'
Association (OMMA) re: Long Service Recognition Award for Robin Dunn, CAO be
received.
2. That Robin Dunn, CAO be recognized under the Mayor's signature.
Carried.
Page 4 of 13
Council Minutes — Wednesday, June 28, 2023
5. Minutes of Council and Committees:
a) Minutes of Council meeting held on Wednesday, June 14, 2023.
b) Minutes of Heritage Committee meeting held on Monday, June 19, 2023.
Motion No. C230628-7
Moved by Bard, Seconded by Schell
Be it resolved that the draft
a) Minutes of the Council meeting held on Wednesday, June 14, 2023
be received and adopted as printed and circulated, as amended, to correct Deputy Mayor
Lavoie's attendance in the Roll Call as "Regrets"; and that the draft
b) Minutes of Heritage Committee meeting held on Monday, June 19, 2023
be received.
Carried.
Motion No. C230628-8
Moved by Young, Seconded by Bard
Be it resolved
1. That, per Motion No. HC230619-4 of the Heritage Committee meeting, re:
Correspondence from Tim Crawford, Matters for Consideration,
a) the discussion paper re Cahiague/Champlain be received.
b) that the request to include The Supplement to the Oro African Church book by Tim
Crawford be received for information and a revised insert be included on the
Township's website.
c) that the request to replace the missing mini -plaque attached to the Hawkestone Rail
Trail stone be included in the appropriate list and referred to future budget
deliberations.
d) that, when written authority is received, per Motion No. C190522-8,
• the Legend of the Drinking Gourd book be posted on the Township's website;
• the said book be reproduced by Township Staff, upon request, in accordance with
the Township Fees & Charges By -Law;
• that the bullet stating "staff investigate the cost of reprinting the book and bring back
the matter to a future Heritage Committee meeting" of Motion No. C190522-8 be
rescinded.
2. That the applicant be advised of Heritage Committee/Council's decision under the
Mayor's and Heritage Committee, Chair's signature.
Page 5 of 13
Council Minutes — Wednesday, June 28, 2023
Carried.
Motion No. C230628-9
Moved by Schell, Seconded by Lavoie
Per Motion No. HC230619-6 of the Heritage Committee meeting,
Whereas the Oro-Medonte Heritage Committee have been made aware of inconsistencies
on the various plaques installed at the National Historic Site — Oro African Methodist
Episcopal Church (Oro African Church).
And Whereas the Federal Government have initiated a review and modernization of the
verbiage listed at national historic sites throughout Canada.
Now Therefore, be it resolved that correspondence be sent, under the Mayor's and Heritage
Committee, Chair's signature, to the applicable federal representatives, including Member of
Parliament Doug Shipley, to respectfully request that the national plaques at the Oro African
Church be reviewed and updated.
Carried.
Motion No. C230628-10
Moved by Hutcheson, Seconded by Schell
Be it resolved that, per Motion No. HC230619-10,
• POL-PR-013 be repealed and replaced with POL-PLAN-013, Municipal Heritage Register
Policy, Version 2, Updated June 14, 2023 and hereby adopted;
• And that staff be delegated authority to prepare and maintain the appropriate Appendices,
contained in POL-PLAN-013, to give effect to the Municipal Heritage Register Policy.
Carried.
Motion No. C230628-11
Moved by Bard, Seconded by Hutcheson
Be it resolved that, per Motion No. HC230619-12 of the Heritage Committee meeting, By -
Law No. 2019-021, Heritage Committee, be waived to allow the Heritage Committee to meet
once in the summer, date to be determined.
Carried.
7. Public Meetings:
None.
Page 6 of 13
Council Minutes — Wednesday, June 28, 2023
9. Identification From the Public of an Agenda Item of Interest:
None.
10.Open Forum:
One (1) individual provided Open Forum comments with respect to Item 11 a).
Council consented to allow a non -registered member of the public to provide Open Forum
comments.
One (1) individual provided Open Forum comments with respect to item 11 b).
11. Reports of Municipal Officers for Action:
a) FI2023-03, Nelly Morrow, Director, Finance/Chief Financial Officer re: Development
Charges By-law Amendment Update.
Motion No. C230628-12
Moved by Clark, Seconded by Bard
Be it resolved
1. That FI2023-03, Nelly Morrow, Director, Finance/Chief Financial Officer re: Development
Charges By-law Amendment Update be received and adopted.
2. That draft By -Law No. 2022-090 deferred at the November 9, 2022 Council meeting, per
Motion No. C221109-6, be defeated and that the Township of Oro-Medonte continues to
follow the Township's Development Charges By-law No.2019-100, as approved by
Council on October 23, 2019, until the passing of a new Development Charge Bylaw.
3. That Council contract Watson & Associates Economists Ltd. to provide a comprehensive
Development Charges Background Study, required by the Development Charges Act for
an updated Township of Oro-Medonte Development Charges By-law.
4. That Council respectfully denies the request by TNR Industrial Doors Inc. to reduce
development charges fees for a proposed site plan application.
5. That draff by-law No. 2022-090, Item 18a), be withdrawn.
Carried.
Page 7 of 13
Council Minutes — Wednesday, June 28, 2023
Motion No. C230628-13
Moved by Lavoie, Seconded by Clark
Be it resolved
1. That, further to Item 11a), FI 2023-03, Council approve a customized deferral agreement
which includes DC rates be payable at the lessor of the 2023 DC rates or the amended
DC rates resulting from the newly adopted DC by-law; and include a zero (0) interest rate;
2. And that the Director, Finance/Chief Financial Officer be authorized to execute the
deferral agreement to be brought forward for Council's approval.
Carried.
8. Deputations/Presentations:
a) Jennifer Goheen, Rogers Communications Inc. re: Overview of Rogers Communications
Broadband Expansion Plans in the Township of Oro-Medonte.
Motion No. C230628-14
Moved by Lavoie, Seconded by Bard
Be it resolved that the deputation from Jennifer Goheen and Neill Kennerney, Rogers
Communications Inc. re: Overview of Rogers Communications Broadband Expansion Plans
in the Township of Oro-Medonte be received.
Carried.
b) CS2023-21, Jennifer Whitley, Economic Development Officer re: Township Sign
Strategy Implementation & Wayfinding Signs Tender Extension.
Motion No. C230628-15
Moved by Young, Seconded by Hutcheson
Be it resolved
1. That CS2023-21, Jennifer Whitley, Economic Development Officer re: Township Sign
Strategy Implementation & Wayfinding Signs Tender Extension be received and
adopted.
2. That Tender CS-T- 2022-001 Wayfinding Signs Fabrication & Installation Award —
Phase 2 be extended to Spectra Advertising, based on the previous quotes provided, up
to the total amount of $50,000 inclusive of HST, based on available funding.
3. That Staff be authorized to execute the appropriate agreements on behalf of the
Township.
Carried.
Page 8 of 13
Council Minutes — Wednesday, June 28, 2023
c) CS2023-22, Donna Hewitt, Director, Corporate Services; and Robin Dunn, CAO re:
Corporate Strategic Planning.
Motion No. C230628-16
Moved by Hutcheson, Seconded by Schell
Be it resolved
1. That CS2023-22, Donna Hewitt, Director, Corporate Services; and Robin Dunn, CAO re:
Corporate Strategic Planning be received and adopted.
2. That staff proceed with the project framework as identified in CS2023-22.
3. That the Mayor and CAO be authorized to enter into an agreement for services with
Lockhart Facilitation Inc. to facilitate the development of the 2024-2027 Corporate
Strategic Plan in the amount of $23,400 plus expenses and HST.
4. That the proponents be advised of Council's decision under the Director Corporate
Services' signature.
Carried.
12.Reports of Municipal Officers for Information Only:
None.
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 Greenlaw, Deputy Mayor
Lavoie, Councillors Hutcheson, Bard and Schell.
14.Announcements:
None.
15. Consent Agenda:
None.
Page 9 of 13
Council Minutes — Wednesday, June 28, 2023
16. Communications/Petitions:
None.
17.Notice of Motions:
None.
18. By -Laws:
a) 2022-090: Being a By-law of the Township of Oro-Medonte to Amend By-law 2019-100
Respecting Development Charges.
This item was withdrawn per Motion No. C230628-12.
19.Closed Session Items (Unfinished Items):
Motion No. C230628-17
Moved by Young, Seconded by Lavoie
Be it resolved that we do now go in Closed Session at 5:57 p.m. to discuss
• Solicitor -client privilege; Litigation affecting the municipality (Short Term Accommodation
Enforcement/Legal Opinion).
Carried.
Motion No. C230628-18
Moved by Bard, Seconded by Hutcheson
Be it resolved that we do now Rise at 6:46 p.m. and Report on the Closed Session Item
4d) Derek Witlib, Director, Development Services; and Curtis Shelswell, Manager,
Municipal Law Enforcement/Chief Municipal Law Enforcement Officer re: Solicitor -client
privilege; Litigation affecting the municipality (Short Term Accommodation
Enforcement/Legal Opinion).
Carried.
Page 10 of 13
Council Minutes — Wednesday, June 28, 2023
d) Derek Witlib, Director, Development Services; and Curtis Shelswell, Manager, Municipal
Law Enforcement/Chief Municipal Law Enforcement Officer re: Solicitor -client privilege;
Litigation affecting the municipality (Short Term Accommodation Enforcement/Legal
Opinion).
Councillor Schell declared a conflict of interest on Item 4d) Derek Witlib, Director,
Development Services; and Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer re: Solicitor -client privilege; Litigation affecting the
municipality (Short Term Accommodation Enforcement/Legal Opinion) as Councillor Schell
indicated he owns and operates a Bed & Breakfast home in Ward 5. Councillor Schell left
the room and did not participate or vote on this item.
The following staff were present: Robin Dunn, Chief Administrative Officer; Donna Hewitt,
Director, Corporate Services; Derek Witlib, Director, Development Services; Nelly Morrow,
Director, Finance/Chief Financial Officer; Curtis Shelswell, Manager, Municipal Law
Enforcement/Chief Municipal Law Enforcement Officer; Jenny Leggett, Communications &
Public Relations Officer; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk.
Motion No. C230628-19
Moved by Hutcheson, Seconded by Clark
Be it resolved
1. That the confidential memorandum correspondence dated June 26, 2023 from Brian
Chung, Aird & Berlis LLP; confidential correspondence dated June 28, 2023 from Chris
Williams and Jasmine Fraser, Aird & Berlis LLP and confidential verbal information
presented by Chris Williams and Jasmine Fraser, Aird & Berlis, Derek Witlib, Director,
Development Services; Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer re: Solicitor -Client privilege; Litigation affecting the
municipality (Short Term Accommodation Enforcement/Legal Opinion) be received.
2. That staff proceed as directed by Council.
Carried.
Page 11 of 13
Council Minutes — Wednesday, June 28, 2023
Motion No. C230628-20
Moved by Lavoie, Seconded by Clark
Whereas, the Township of Oro-Medonte has passed into law Zoning By -Law 97-95 [the By -
Law];
And Whereas, the use of dwelling units for temporary accommodation located in most zones
is not permitted by the By -Law;
And Whereas, on April 26, 2023, Staff of the Township of Oro-Medonte had provided
residents and Council with Report DS2023-29 "Short Term Accommodation Enforcement"
for information only;
Now, therefore, be it resolved
That staff report back to Council at the July 12, 2023 meeting of Council regarding
enforcement analysis, progressive steps, and reporting structure to formalize the
implementation of Short Term Accommodation Enforcement;
And further that staff report back to Council regarding zoning options for Bed and Breakfast
Establishments.
Carried.
20.Confirmation By -Law:
a) 2023-062: Being a by-law to confirm the proceedings of the Council meeting held on
Wednesday, June 28, 2023.
Motion No. C230628-21
Moved by Hutcheson, Seconded by Lavoie
Be it resolved that By -Law No. 2023-062: Being a by-law to confirm the proceedings of the
Council meeting held on Wednesday, June 28, 2023 be read a first, second and third time,
passed, be engrossed by the Deputy Clerk, signed and sealed by the Mayor.
Carried.
Page 12 of 13
Council Minutes — Wednesday, June 28, 2023
21.Adjournment:
a) Motion to Adjourn.
Motion No. C230628-22
Moved by Bard, Seconded by Lavoie
Be it resolved that we do now adjourn at 6:49 p.m.
Carried.
9rX- ayor, Randy Greenlaw Dep\y Clerk, Janette Teeter
Page 13 of 13