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06 09 2004 COW Minutes TOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Wednesday, June 9, 2004 @ 9:03 a.m. Robinson 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: Marilyn Pennycook, Clerk; Paul Gravelle, Treasurer; Jerry Ball, Public Works Superintendent; Andria Leigh, Senior Planner, Chris Carter, Recreation Co-ordinator; Keith Mathieson, Director of Engineering/Environmental Services; Joe Casey, Fire Chief; Janette Teeter, Clerk's Assistant Also Present: John Waugh Mayor J. Neil Craig assumed the chair and called the meeting to order. 1. NOTICE OF ADDITIONS TO AGENDA Motion No. CW-1 Moved by Buttineau, Seconded by Marshall It is recommended that the following items be added to the agenda for consideration: 5. CORRESPONDENCE: b) Rev. Peter Kingsbury, correspondence dated June 1,2004 re: Oro African Church. 6. FINANCE, ADMINISTRATION AND FIRE: c) Report No. ADM 2004-26, Jennifer Zieleniewski, CAO re: Oro-Medonte History Association Policies and Procedures. Carried. 2. ADOPTION OF THE AGENDA Motion No. CW-2 Moved by Marshall, Seconded by Buttineau It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, June 9, 2004 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" None declared. 4. DEPUTATIONS: None. 5. CORRESPONDENCE: a) Glen Knox, County Clerk, The Corporation of the County of Simcoe, correspondence dated May 13, 2004 re: Simcoe County Land Information Network Co-operative Memorandum of Understanding. Motion No. CW-3 Moved by Buttineau, Seconded by Marshall It is recommended that the correspondence dated May 13, 2004 from Glen Knox, County Clerk, The Corporation of the County of Simcoe, re: Simcoe County Land Information Network Co-operative Memorandum of Understanding (LlNC) be received; that the Mayor and the Clerk be authorized to enter into the LlNC Memorandum of Understanding with The Corporation of the County of Simcoe for a term of 3 (three) years; that the Clerk bring forward the appropriate by-law for Council's consideration; and further that The Corporation of the County of Simcoe be notified of Council's decision. Carried. Page 2 Committee of the Whole Meeting - June 9, 2004 b) Rev. Peter Kingsbury, correspondence dated June 1,2004 re: Ora African Church. Motion No. CW-4 Moved by Marshall, Seconded by Buttineau It is recommended that the correspondence dated June 1,2004 fram Rev. Peter Kingsbury, re: Ora African Church be received. Carried. 6. FINANCE, ADMINISTRATION AND FIRE: a) Report No. TR 2004-17, Bonnie McPhee, Accounting Clerk, re: Statement of Accounts, May, 2004. Motion No. CW-5 Moved by Buttineau, Seconded by Marshall It is recommended that Report No. TR 2004-17, Bonnie McPhee, Accounting Clerk, re: Statement of Accounts, May, 2004 be received; and further that the accounts for the month of May, 2004 totaling $1,183,329.73 be received. Carried. b) Report No. PR 2004-02, Chris Carter, Recreation Co-ordinator, re: Request Permission for the Use of Alcohol at the Vasey Park for the Annual Simcoe County 3-Pitch Baseball Tournament. Motion No. CW-6 Moved by Crawford, Seconded by Hughes It is recommended that Report No. PR 2004-02, Chris Carter, Recreation Co- ordinator, re: Request Permission for the Use of Alcohol at the Vasey Park for the Annual Simcoe County 3-Pitch Baseball Tournament be received and adopted; and further that Council permits the use of alcohol during the Simcoe County 3-Pitch Baseball Tournament on Friday, June 18 and Saturday, June 19, 2004. Carried. Page 3 Committee of the Whole Meeting - June 9, 2004 c) Report No. ADM 2004-26, Jennifer Zieleniewski, CAO re: Oro-Medonte History Association Policies and Procedures. Deputy Mayor Hughes requested that the Committee move In-Camera to discuss a Legal/Personnel matter with respect to Report No. ADM 2004-026. Motion No. CW-7 Moved by Hughes, Seconded by Crawford It is recommended that the motion with respect to Report No. ADM 2004-26 be tabled. Carried. Motion No. CW-8 Moved by Hughes, Seconded by Marshall It is recommended that we do now go In-Camera at 9:35 a.m. to discuss a LegaVPeffionnelMatte~ Carried. Motion No. CW-9 Moved by Marshall, Seconded by Fountain It is recommended that we do now Rise and Report from In-Camera at 10:11 a.m. Carried. Motion No. CW-10 (Amendment) Moved by Hough, Seconded by Fountain It is recommended that Recommendation #3 of Report No. ADM 2004-26 be replaced with, "that the Ora-Medonte History Association receive an honorarium of $2500.00 per year". Carried. Page 4 Committee of the Whole Meeting - June 9, 2004 Motion No. CW-11 (Amendment) Moved by Marshall, Seconded by Hough It is recommended that Recommendation #1 of Report No. ADM 2004-026 be amended to delete "adopted" and add "Whereas the Oro-Medonte History Association is not a Committee of Council as legislated by the Municipal Act, that the number of volunteers comprising the History Association membership be mandated by the History Association". Carried. Motion No. CW-12 Moved by Hughes, Seconded by Crawford It is recommended: 1. THAT Report No. ADM 2004-026 Jennifer Zieleniewski, CAO, re: Oro-Medonte History Association Policies and Procedures be received and Whereas the Oro-Medonte History Association is not a Committee of Council as legislated by the Municipal Act, that the number of volunteers comprising the History Association membership be mandated by the History Association; 2. THAT the Oro-Medonte History Association members be considered volunteers of the Township of Oro-Medonte for insurance liability purposes when acting on behalf of the Township; 3. THAT the Oro-Medonte History Association receive an honorarium of $2500.00 per year; 4. THAT the $2500.00 honorarium to be paid in the month of December to the Oro- Medonte History Association members be considered an overrun to Council's 2004 budget; 5. THAT the Oro-Medonte History Association members be reimbursed quarterly from the History Association account for mileage costs incurred by members in carrying out Association business on behalf of the Township; per kilometer rate to be determined by Council's remuneration by-law; 6. THAT Oro-Medonte History Association meeting minutes be presented to Council for information; 7. THAT special projects requiring additional funding by the Township be submitted to Council for consideration through the Association's meeting minutes as a resolution of the Association; 8. THAT the Oro-Medonte History Association document the receipt and storage of artifacts and documents on behalf of the Township; 9. THAT the Oro-Medonte History Association formulate a user policy for the Oro African Church for Council's consideration; 10. THAT, once approved, Parks Canada be made aware of Council's policy with respect to use of the Oro African Church and the role of the Oro-Medonte History Association in the management of the site on behalf of Council. Carried As Amended. Page 5 Committee of the Whole Meeting - June 9, 2004 Motion No. CW-13 Moved by Marshall, Seconded by Hough It is recommended that with respect to the correspondence dated June 1, 2004 from the Midhurst United Church that this request be reconsidered and that staff contact Rev. Kingsbury to discuss alternate arrangements for use of the Oro-African Church site. Carried. 7. PUBLIC WORKS: None. 8. ENGINEERING & ENVIRONMENTAL SERVICES: None. 9. BUilDING, PLANNING AND DEVELOPMENT: a) Report No. BD 2004-06, Ron Kolbe, Director of Building/Planning Development, re: Building Report, May, 2004. Motion No. CW-14 Moved by Crawford, Seconded by Fountain It is recommended that Report No. BD 2004-06, Ron Kolbe, Director of Building/Planning Development, re: Building Report, May, 2004 be received. Carried. 10. IN-CAMERA: None. Page 6 Committee of the Whole Meeting - June 9,2004 11. ADJOURNMENT: Motion No. CW-15 Moved by Fountain, Seconded by Crawford It is recommended that we do now adjourn at 11 :35 a.m. Carried. Page 7 Committee of the Whole Meeting - June 9, 2004 .