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05 22 2024 Council Minutes-1114%t- Towns{tip of rite Proud Heritage, Exciting Future The Township of Oro-Medonte Council Meeting Minutes Electronic Hybrid Meeting Wednesday, May 22, 2024 2:34 p.m. 2022-2026 Council Present: Mayor Randy Greenlaw Deputy Mayor Peter Lavoie Councillor Lori Hutcheson Councillor John Bard (arrived © 2:43 p.m.) Councillor David Clark (left @ 4:45 p.m.) Councillor Richard Schell Councillor Robert Young Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Present: Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Nelly Morrow, Director, Finance/Chief Financial Officer; Tamara Obee, Director, Human Resources; Brent Spagnol, Director, Development Services; Michelle Jakobi, Director, Environmental Services; Ralph Dominelli, Executive Staff Officer/Fire Chief; Curtis Shelswell, Chief Municipal Law Enforcement Officer; George Vadeboncoeur, Manager, Planning Special Projects; Kamil Burdyna, Manager, Development Engineering; Karla Musso-Garcia, Manager, Operations; Jennifer Barrick, Manager, Environmental Systems; Scott Thomson, Operations Technical Supervisor; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Jason Scharapenko, Information Technology Technician (IT) All Council and staff participated via Zoom platform. 1. Call to Order - Reading of Land Acknowledgement: Mayor Greenlaw assumed the Chair at the above noted time and called the meeting to order followed by the reading of the Land Acknowledgement 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 14 Council Meeting Minutes — Wednesday, May 22, 2024. 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. C240522-1 Moved by Schell, Seconded by Young Be it resolved that the agenda for the Council meeting of Wednesday, May 22, 2024 be received and adopted. Carried. Motion No. C240522-2 Moved by Hutcheson, Seconded by Clark 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 a portion of Item 4c) Robin Dunn, CAO, re: Litigation affecting the municipality; Solicitor -client privilege (Cannabis, Short Term Rentals (STR's)). Councillor Schell submitted the following: I own and operate a short-term rental property. Page 2 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. C240522-3 Moved by Lavoie, Seconded by Hutcheson Be it resolved that we do now go in Closed Session at 2:37 p.m. to discuss • Litigation affecting the municipality; Solicitor -client privilege (Cannabis, Short Term Rentals (STR's)); • A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (Inter Municipal -Relationships, Provincial Facilitator); • Labour relations/employee negotiations (Finance Department). Carried. b) Motion to Rise and Report. Motion No. C240522-4 Moved by Clark, Seconded by Lavoie Be it resolved that we do now Rise at 3:56 p.m. and Report on the Closed Session Items 4 c) Robin Dunn, CAO, re: Litigation affecting the municipality; Solicitor -client privilege (Cannabis, Short Term Rentals (STR's)). d) Robin Dunn, CAO; George Vadeboncoeur, Manager, Planning Special Projects re: A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (Inter Municipal - Relationships, Provincial Facilitator). e) Nelly Morrow, Director, Finance/Chief Financial Officer; Shawn Binns, Director, Operations & Community Services re: Labour relations/employee negotiations (Finance Department). Carried. Page 3 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. c) Robin Dunn, CAO, re: Litigation affecting the municipality; Solicitor -client privilege (Cannabis, Short Term Rentals (STR's)). Councillor Schell declared a conflict of interest on Item 4c) Robin Dunn, CAO, re: Litigation affecting the municipality; Solicitor -client privilege (Cannabis, Short Term Rentals (STR's)). Councillor Schell submitted the following: I own and operate a short-term rental property. Councillor Schell left the room and did not participate in the discussion or vote on this item. The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Brent Spagnol, Director, Development Services. Motion No. C240522-5 Moved by Young, Seconded by Bard Be it resolved 1. That the confidential verbal information presented by Robin Dunn, CAO re: Litigation affecting the municipality; Solicitor -client privilege (Cannabis) be received. 2. That staff and legal counsel proceed as directed by Council. Carried. Motion No. C240522-6 Moved by Hutcheson, Seconded by Clark Be it resolved 1. That the confidential correspondence dated May 21, 2024 from Brian Chung, Aird & Berlis LLP and presented by Robin Dunn, CAO re: Litigation affecting the municipality; Solicitor -client privilege (Short Term Rentals (STR's)) be received. 2. That staff proceed as directed by Council. Carried. Page 4 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. d) Robin Dunn, CAO; George Vadeboncoeur, Manager, Planning Special Projects re: A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (Inter Municipal - Relationships, Provincial Facilitator). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Brent Spagnol, Director, Development Services; George Vadeboncoeur, Manager, Planning Special Projects. Motion No. C240522-7 Moved by Schell, Seconded by Hutcheson Be it resolved 1. That the confidential correspondence dated May 17, 2024 presented by Robin Dunn, CAO; and George Vadeboncoeur, Manager, Planning Special Projects re: A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (Inter Municipal - Relationships, Provincial Facilitator) be received. 2. That staff proceed as directed by Council. Carried. e) Nelly Morrow, Director, Finance/Chief Financial Officer; Shawn Binns, Director, Operations & Community Services re: Labour relations/employee negotiations (Finance Department). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Nelly Morrow, Director, Finance/Chief Financial Officer; Tamara Obee, Director, Human Resources. Motion No. C240522-8 Moved by Bard, Seconded by Young Be it resolved 1. That the confidential verbal information presented by Nelly Morrow, Director, Finance/Chief Financial Officer; and Shawn Binns, Director, Operations & Community Services re: Labour relations/employee negotiations (Finance Department) be received. Carried. Page 5 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. 5. Minutes of Council and Committees: a) Minutes of the Council meeting held on Wednesday, May 8, 2024. Motion No. C240522-9 Moved by Clark, Seconded by Bard Be it resolved that the draft minutes of the Council meeting held on Wednesday, May 8, 2024 be received and adopted as printed and circulated. 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations/Presentations: None. 9. Identification From the Public of an Agenda Item of Interest: None. 10.Open Forum: None. Carried. Page 6 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. 11. Reports of Municipal Officers for Action: a) OCS2024-17, Shawn Binns, Director, Operations and Community Services re: Fleet Management Strategy Final Report. Sarah Buckle and Noemie Key, Deloitte, provided a PowerPoint presentation. Motion No. C240522-10 Moved by Young, Seconded by Schell Be it resolved 1. That OCS2024-17, Shawn Binns, Director, Operations and Community Services re: Fleet Management Strategy Final Report be received and adopted; 2. That the Fleet Management Strategy completed by Deloitte be received and used to guide operational and business planning, asset management and future policy direction. Carried. Council consented that Report Items 11 b) to 11 d) be considered and passed in aggregate. b) DS2024-063, Kamil Burdyna, Manager, Development Engineering re: Certificate of Assumption, Meadow Acres Subdivision Phase 1 Stage A, Part of Registered Plan 51 M- 1086, 2063334 Ontario Inc. [Refer to 18a)]. c) DS2024-070, Kamil Burdyna, Manager, Development Engineering re: Certificate of Assumption, Reid's Ridge Estates Subdivision, Registered Plan 51M-1047, 2353970 Ontario Inc. [Refer to 18d)]. d) DS2024-075, Kamil Burdyna, Manager, Development Engineering re: Certificate of Assumption, Braestone Subdivision Phase 1A, Registered Plan 51M-1070, Braestone Development Corporation [Refer to 18f)]. Motion No. C240522-11 Moved by Lavoie, Seconded by Clark Be it resolved that the Certificate of Assumption Reports, Items 11 b), c), and d) be approved as outlined in the recommendations by Kamil Burdyna, Manager, Development Engineering in the agenda reports. Carried. Page 7 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. e) DS2024-074, Curtis Shelswell, Manager, Municipal Law re: Award for Supply and Delivery of One (1) 2024 Full size'/2 Ton 4WD Double Cab Pick-up Truck. Motion No. C240522-12 Moved by Schell, Seconded by Bard Be it resolved 1. That DS2024-074, Curtis Shelswell, Manager, Municipal Law re: Award for Supply and Delivery of One (1) 2024 Full size 1/2 Ton 4WD Double Cab Pick-up Truck be received and adopted. 2. That DS-RFQ2024-001, Supply and Delivery of One (1) Full Size'/2 Ton 4WD Double Cab Truck be awarded to Jim Wilson Chevrolet Buick GMC in the amount of $52,900.00, plus HST. 3. That the Manager of Municipal Law Services be authorized to execute the appropriate agreement on behalf of the Township; 4. That the bidders be thanked and notified under the Manager of Municipal Law Services' signature. Carried. f) ES2024-09, Michelle Jakobi, Director, Environmental Services re: Streetlight Policy UTL- QMS-P01. Motion No. C240522-13 Moved by Lavoie, Seconded by Young Be it resolved 1. That ES2024-09, Michelle Jakobi, Director, Environmental Services re: Streetlight Policy UTL-QMS-P01 be received and adopted; 2. That Streetlight Policy UTL-QMS-P01 be placed on the Township website. Carried. g) F12024-07, Nelly Morrow, Director, Finance; Chief Financial Officer; and Shawn Binns, Director, Operations & Community Services re: Financial Services Review. Motion No. C240522-14 Moved by Young, Seconded by Hutcheson Be it resolved 1. That FI2024-07, Nelly Morrow, Director, Finance/Chief Financial Officer/Shawn Binns, Director, Operations & Community Services re: Financial Services Review be received and adopted; 2. That Council approve an expenditure of up to $75,000 and endorse the sole source engagement of KMPG to complete the financial services review; 3. That staff report back to Council following the review. Carried. Page 8 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. 12. Reports of Municipal Officers for Information Only: a) Ralph Dominelli, Executive Staff Officer/Fire Chief re: 2024 First Quarter Oro-Medonte Fire & Emergency Services Update Presentation. b) DS2024-072, Brent Spagnol, Director, Development Services re: Fees and Charges Review/Update (Building & Planning). c) DS2024-080, George Vadeboncoeur, Manager, Planning, Special Projects re: Proposed New Provincial Planning Statement, 2024. d) ES2024-07, Jennifer Barrick, Manager, Environmental Systems re: Urbanized Stormwater Management System Annual Performance Report 2023. e) ES2024-08, Jennifer Barrick, Manager, Environmental Systems re: Communal Tile Field Performance Report 2023. Motion No. C240522-15 Moved by Hutcheson, Seconded by Lavoie Be it resolved that the reports, as listed under Item #12, Reports of Municipal Officers for Information Only, be received: a) Ralph Dominelli, Executive Staff Officer/Fire Chief re: 2024 First Quarter Oro-Medonte Fire & Emergency Services Update Presentation. b) DS2024-080, George Vadeboncoeur, Manager, Planning, Special Projects re: Proposed New Provincial Planning Statement, 2024. c) DS2024-080, George Vadeboncoeur, Manager, Planning, Special Projects re: Proposed New Provincial Planning Statement, 2024. d) ES2024-07, Jennifer Barrick, Manager, Environmental Systems re: Urbanized Stormwater Management System Annual Performance Report 2023. e) ES2024-08, Jennifer Barrick, Manager, Environmental Systems re: Communal Tile Field Performance Report 2023. Carried. Page 9 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. 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: Councillors Hutcheson and Schell 14. Announcements: The following members of Council provided Announcements: Mayor Greenlaw; and Councillor Hutcheson 15. Consent Agenda: a) Correspondence dated May 1, 2024 from Councillor Schell, Township of Oro-Medonte re: Support Township of Archipelago Resolution - Phasing out free private well water testing. Staff Recommendation: Receive, Support, Advise under the Mayor's signature. b) Correspondence dated May 6, 2024 from the Orillia Public Library (OPL) re: Township of Oro-Medonte Statistics: April 2024. Staff Recommendation: Receive for Information Only. c) Severn Sound Environmental Association (SSEA), Minutes from the Severn Sound Source Protection Authority (SSSPA) 2023 meeting held on July 20, 2023; Minutes of the SSEA 2023 Q4 Board Meeting held on February 1, 2024; Highlights from the SSEA Q1 Board Meeting held on April 25, 2024; Highlights from the SSSPA meeting held on April 25, 2024 and the SSEA 2024 Q1 Quarterly Report. Staff Recommendation: Receive for Information Only. d) Correspondence dated May 10, 2024 from Easter Seals Ontario re: National AccessAbility Week and Red Shirt Day 2024. Staff Recommendation: Receive, Declare, Advise under Mayor's Signature. Page 10 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. Motion No. C240522-16 Moved by Schell, Seconded by Young Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed: a) Correspondence dated May 1, 2024 from Councillor Schell, Township of Oro-Medonte re: Support Township of Archipelago Resolution - Phasing out free private well water testing. Received, Supported, Advised under the Mayor's signature. b) Correspondence dated May 6, 2024 from the Orillia Public Library (OPL) re: Township of Oro-Medonte Statistics: April 2024. Received for Information Only. c) Severn Sound Environmental Association (SSEA), Minutes from the Severn Sound Source Protection Authority (SSSPA) 2023 meeting held on July 20, 2023; Minutes of the SSEA 2023 Q4 Board Meeting held on February 1, 2024; Highlights from the SSEA Q1 Board Meeting held on April 25, 2024; Highlights from the SSSPA meeting held on April 25, 2024 and the SSEA 2024 Q1 Quarterly Report. Received for Information Only. d) Correspondence dated May 10, 2024 from Easter Seals Ontario re: National AccessAbility Week and Red Shirt Day 2024. Received, Declared, Advised under Mayor's Signature. Carried. 16. Communications/Petitions: a) Correspondence from the Ontario Association of Police Service Boards (OAPSB) re: 2024 OAPSB Spring Conference & Annual General Meeting (AGM), June 3-5, 2024. Motion No. C240522-17 Moved by Young, Seconded by Bard Be it resolved that: 1. The correspondence from the Ontario Association of Police Service Boards (OAPSB) re: 2024 OAPSB Spring Conference & Annual General Meeting (AGM), June 3-5, 2024 be received. 2. That Councillor Young and community representative Cathy Clark be approved to attend the 2024 Spring OAPSB Conference; 3. And that the Social Media Coordinator/ Corporate Executive Assistant makes the necessary arrangements accordingly. Carried. Page 11 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. 17. Notice of Motions: None. 18. By -Laws: a) 2024-048: Being a By -Law to Authorize the Issuance of the Certificate of Assumption for Meadow Acres Phase 1, Stage 1 Subdivision, Part of Registered Plan 51 M-1086. b) 2024-049: A By -Law to Amend By -Law No. 2021-114, being a by-law to provide for the erection of Stop, Yield, and Do Not Enter signs within the Township of Oro-Medonte. c) 2024-050: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte, Segments of Keyzer Drive and Robbins Drive abutting lots 38 to 54 of Plan 51M-1086. d) 2024-053: Being a By -Law to Authorize the Issuance of the Certificate of Assumption for Reid's Ridge Estates Subdivision, Registered Plan 51M-1047. e) 2024-054: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte, Reid's Ridge on Plan 51 M-1047. f) 2024-055: Being a By -Law to Authorize the Issuance of the Certificate of Maintenance and Final Acceptance (Aboveground Services) for Braestone Subdivision — Phase 1A, Registered Plan 51M-1070. g) 2024-056: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte, Cumberland Court and Belgian Court and segments of Georgian Grande Drive and Thoroughbred Drive, within Registered Plan 51M-1070. h) 2024-057: A By-law to Appoint Municipal Law Enforcement Officers/Provincial Offences Officers and to Repeal By-law Nos. 2023-009, 2023-032 and any other applicable by-law enacted to Appoint Municipal Law Enforcement Officer/Provincial Offences Officers ("Appointment By-law"). i) 2024-059: A By-law to Appoint a Chief Administrative Officer And to Repeal By-law No. 2007-091. Page 12 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. Motion No. C240522-18 Moved by Lavoie, Seconded by Schell Be it resolved that By -Law Nos. 2024-048, 2024-049, 2024-050, 2024-053, 2024-054, 2025-055, 2024-056, 2024-057, 2024-059: a) 2024-048: Being a By -Law to Authorize the Issuance of the Certificate of Assumption for Meadow Acres Phase 1, Stage 1 Subdivision, Part of Registered Plan 51 M-1086. b) 2024-049: A By -Law to Amend By -Law No. 2021-114, being a by-law to provide for the erection of Stop, Yield, and Do Not Enter signs within the Township of Oro-Medonte. c) 2024-050: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte, Segments of Keyzer Drive and Robbins Drive abutting Tots 38 to 54 of Plan 51M-1086. d) 2024-053: Being a By -Law to Authorize the Issuance of the Certificate of Assumption for Reid's Ridge Estates Subdivision, Registered Plan 51M-1047. e) 2024-054: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte, Reid's Ridge on Plan 51M-1047. f) 2024-055: Being a By -Law to Authorize the Issuance of the Certificate of Maintenance and Final Acceptance (Aboveground Services) for Braestone Subdivision — Phase 1A, Registered Plan 51M-1070. g) 2024-056: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte, Cumberland Court and Belgian Court and segments of Georgian Grande Drive and Thoroughbred Drive, within Registered Plan 51M-1070. h) 2024-057: A By-law to Appoint Municipal Law Enforcement Officers/Provincial Offences Officers and to Repeal By-law Nos. 2023-009, 2023-032 and any other applicable by-law enacted to Appoint Municipal Law Enforcement Officer/Provincial Offences Officers ("Appointment By-law"). i) 2024-059: A By-law to Appoint a Chief Administrative Officer And to Repeal By-law No. 2007-091 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. 19. Closed Session Items (Unfinished Items): None. Carried. Page 13 of 14 Council Meeting Minutes — Wednesday, May 22, 2024. 20. Confirmation By -Law: a) 2024-061: Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, May 22, 2024. Motion No. C240522-19 Moved by Hutcheson, Seconded by Bard Be it resolved that By -Law No. 2024-061: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, May 22, 2024 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. 21. Adjournment: a) Motion to Adjourn. Motion No. C240522-20 Moved by Bard, Seconded by Lavoie Be it resolved that we do now adjourn at 5:21 p.m. ayor, Randy Greenlaw Clerk vonne Aubichon Carried. Carried. Page 14 of 14