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08 11 2004 COW Minutes TOWNSHIP OF ORO-MEDONTE REGULAR COMMITTEE OF THE WHOLE MEETING MINUTES Wednesday, August 11, 2004 @ 9:05 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: Jennifer Zieleniewski, CAD; Marilyn Pennycook, Clerk; Paul Gravelle, Treasurer; Jerry Ball, Public Works Superintendent; Andria Leigh, Senior Planner; Keith Mathieson, Director of Engineering/Environmental Services; Chris Carter, Recreation Co-ordinator; Ron Kolbe, Director of Building/Planning Development Also Present: Laura Heatherington, Kathy Hurst, Ray Van Winckel, Art Saul, Max Lassak, Paul Armstrong, Ian Hunter, Bill Pidlysny, Derek Widdicks, 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 Hughes It is recommended that the following items be added to the agenda for consideration: 5. CORRESPONDENCE: I) Hugh Murray, President, Oro-Medonte Firefighters Association, correspondence dated August 9, 2004 re: Annual Conference of the Canadian Volunteer Fire Services Association (CVFSA). 6. FINANCE, ADMINISTRATION AND FIRE: f) Jennifer Zieleniewski, CAO, re: Public Relations Expenditure. g) Councillor Marshall, update on Clowes Cairn. h) Councillor Hough, update on Official Opening Hangar at Lake Simcoe Regional Airport. i) Item 10e) moved from In-Camera. 10. IN-CAMERA f) Mayor J. Neil Craig, re: Legal Matter. g) Jennifer Zieleniewski, CAO, re: Legal Matter. Carried. 2. ADOPTION OF THE AGENDA Motion No. CW-2 Moved by Hough, Seconded by Buttineau It is recommended that the agenda for the Committee of the Whole meeting of Wednesday, August 11,2004 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: . "IN ACCORDANCE WITH THE ACT" None declared. 4. DEPUTATIONS: a) Ian Hunter, President, Oro-Medonte Minor Soccer Association re: Partnership. Mr. Hunter distributed written information to the Committee. Motion No. CW-3 Moved by Buttineau, Seconded by Hough It is recommended that the information from Ian Hunter, President, Oro-Medonte Minor Soccer Association re: Partnership be received. Carried. b) Laura Heatherington, re: Easement across Lakeview Avenue & Cedar Walk. Motion No. CW-4 Moved by Hough, Seconded by Hughes It is recommended that the verbal information from Laura Heatherington, re: Easement across Lakeview Avenue & Cedar Walk be received. Carried. Page 2 Committee of the Whole Meeting - August 11, 2004 5. CORRESPONDENCE: a) Severn Sound Environmental Association, minutes of May 7, 2004 meeting. Motion No. CW-5 Moved by Hough, Seconded by Buttineau It is recommended that the minutes for the Severn Sound Environmental Association meeting of May 7,2004 be received. Carried. b) Orillia Public Library Board, minutes of May 26,2004 meeting. Motion No. CW-6 Moved by Hough, Seconded by Hughes It is recommended that the minutes for the Orillia Public Library Board meeting of May 26,2004 be received. Carried. c) Lake Simcoe Region Conservation Authority, minutes of June 25, 2004 meeting. Motion No. CW-7 Moved by Buttineau, Seconded by Hughes It is recommended that the minutes for the Lake Simcoe Region Conservation Authority meeting of June 25,2004 be received. Carried. Page 3 Committee of the Whole Meeting - August 11, 2004 d) David Walker, Chair, "Our History, Our Museum, Our Future" Campaign, The Corporation of the County of Simcoe, correspondence dated July 16, 2004 re: Letter of Appreciation. Motion No. CW-8 Moved by Hough, Seconded by Buttineau It is recommended that the correspondence dated July 16, 2004 from David Walker, Chair, "Our History, Our Museum, Our Future" Campaign, The Corporation of the County of Simcoe, re: Letter of Appreciation be received. Carried. e) Art Saul, correspondence dated July 15, 2004 re: Non-Paving of Roads - Plan 709 - Oro Lea Beach. Motion No. CW-9 Moved by Hough, Seconded by Hughes It is recommended that the correspondence dated July 15, 2004 from Art Saul, re: Non-Paving of Roads - Plan 709 - Oro Lea Beach be received and referred to staff for a response under the Mayor's signature. Carried. f) Michael Drumm, Airport Manager, Lake Simcoe Regional Airport, correspondence dated July 22, 2004 re: Lake Simcoe Regional Airport Semi- Annual Report. Motion No. CW-10 Moved by Buttineau, Seconded by Hough It is recommended that the correspondence dated July 22, 2004 from Michael Drumm, Airport Manager, Lake Simcoe Regional Airport, re: Lake Simcoe Regional Airport Semi-Annual Report be received. Carried. Page 4 Committee of the Whole Meeting - August 11, 2004 g) The Regional Municipality of Durham, correspondence dated July 14, 2004 re: Request for Additional Justices of the Peace. Motion No. CW-11 Moved by Hough, Seconded by Hughes It is recommended that the correspondence dated July 14,2004 from The Regional Municipality of Durham, re: Request for Additional Justices of the Peace be received; and further that the Township of Oro-Medonte support the resolution of The Regional Municipality of Durham to request additional Justice of the Peace Appointments in Central East Region. Carried. h) Michel Morrissette, Clerk Administrator, Town of Iroquois Falls, correspondence dated July 5, 2004 re: Gas Tax. Motion No. CW-12 Moved by Hughes, Seconded by Buttineau It is recommended that the correspondence dated July 5, 2004 from Michel Morrissette, Clerk Administrator, Town of Iroquois Falls, re: Gas Tax be received. Carried. i) Kathy Hurst, Director of Operations, Trinity Community Presbyterian Church, correspondence dated July 7,2004 re: Speed Limit Request Line 7 South, Between Hwy. 11 and Ridge Road. Motion No. CW-13 Moved by Hough, Seconded by Buttineau It is recommended that the correspondence dated July 7,2004 from Kathy Hurst, Director of Operations, Trinity Community Presbyterian Church, re: Speed Limit Request Line 7 South, Between Hwy. 11 and Ridge Road be received and referred to staff for a report. Carried. Page 5 Committee of the Whole Meeting - August 11, 2004 j) Paul Fleming, c/o Midhurst United Church, correspondence dated July 23,2004 re: Letter of Appreciation, African Methodist Church. Motion No. CW-14 Moved by Buttineau, Seconded by Hough It is recommended that the correspondence dated July 23, 2004 from Paul Fleming, on behalf of Midhurst United Church, re: Letter of Appreciation, African Methodist Church be received. Carried. k) Gordon Leonard, correspondence dated July 23, 2004 re: Proposed Simcoe County Landfill Site 41, Con. 2, Lots 10 and 11, Tiny Township. Motion No. CW-15 Moved by Hughes, Seconded by Hough It is recommended that the correspondence dated July 23, 2004 from Gordon Leonard, re: Proposed Simcoe County Landfill Site 41, Con. 2, Lots 10 and 11, Tiny Township, be received. Carried. I) Hugh Murray, President, Oro-Medonte Firefighters Association, correspondence dated August 9,2004 re: Annual Conference of the Canadian Volunteer Fire Services Association (CVFSA). Motion No. CW-16 Moved by Hough, Seconded by Buttineau It is recommended that the correspondence dated August 9, 2004 from Hugh Murray, President, Oro-Medonte Firefighters Association, re: Annual Conference of the Canadian Volunteer Fire Services Association be received; that Council authorize the $2,500.00 expenditure in support of the Annual Conference of the Canadian Volunteer Fire Services Association hosted by the Oro-Medonte Firefighters Association; and further that the $2,500.00 be considered an overrun to the 2004 budget. Carried. Page 6 Committee of the Whole Meeting - August 11 , 2004 6. FINANCE, ADMINISTRATION AND FIRE: a) Chris Carter, Recreation Co-ordinator, re: Application for GranUSubsidy for Oro District Lions Club. Motion No. CW-17 Moved by Buttineau, Seconded by Hough It is recommended that the information from Chris Carter, Recreation Co-ordinator, re: Application for GranUSubsidy for Oro District Lions Club be received; and further that the listed organization be requested to submit the appropriate applicable fee. Defeated. Motion No. CW-18 Moved by Marshall, Seconded by Fountain It is recommended that the information from Chris Carter, Recreation Co-ordinator be received; that the Application for Grant/Subsidy by The Oro District Lions Club be granted; and that the applicable fee be waived. Carried. b) Report No. ADM 2004-35, Marilyn Pennycook, Clerk, re: Proposed Street Names for Draft Plan of Subdivision, 43T - 90046, Concession 10, Lot 10, 912 Old Barrie Road East, Hawkestone. Motion No. CW-19 Moved by Hough, Seconded by Marshall It is recommended that: 1. Report No. ADM 2004-35, Marilyn Pennycook, Clerk, re: Proposed Street Names for Draft Plan of Subdivision, 43T - 90046, Concession 10, Lot 10, 912 Old Barrie Road East, Hawkestone be received and adopted. 2. THAT the names Houben Crescent and Key Court be approved for the Draft Plan of Subdivision, 43T - 90046, Concession 10, Lot 10, 912 Old Barrie Road East, Hawkestone. 3. THAT the Clerk bring forward the appropriate by-law for Council's consideration. 4. AND FURTHER THAT Jones Consulting Group Ltd. be notified of Council's decision. Carried. Page 7 Committee of the Whole Meeting - August 11, 2004 c) Report No. TR 2004-22, Paul Gravelle, Treasurer, re: Development Charges Reserve Fund - Policing Component. Motion No. CW-20 Moved by Buttineau, Seconded by Hough It is recommended that Report No. TR 2004-22, Paul Gravelle, Treasurer, re: Development Charges Reserve Fund - Policing Component be received and adopted; and further that the Treasurer is hereby directed to transfer the balance of the Policing component of the Development Charges Reserve Fund, being $26,084.18, to the Working Fund Reserve. Carried. d) Report No. TR 2004-20, Bonnie McPhee, Accounting Clerk, re: Statement of Accounts - July, 2004. Motion No. CW-21 Moved by Hough, Seconded by Buttineau It is recommended that Report No. TR 2004-20, Bonnie McPhee, Accounting Clerk, re: Statement of Accounts, July, 2004 be received; and further that the accounts for the month of July, 2004 totaling $1,135,025.28 be received. Carried. e) Chris Carter, Recreation Co-ordinator, re: Update - Community Halls. Motion No. CW-22 Moved by Crawford, Seconded by Fountain It is recommended that: 1. THAT Report No. PR 2004-06, Chris Carter, Recreation Co-ordinator, Update re: Community Halls be received and adopted. 2. THAT staff be authorized to host public meetings at Carley, Craighurst, and Warminster Community Hall to solicit input with respect to the future usage and future financial viability of the Halls and report back to Council. 3. AND FURTHER THAT staff be authorized to proceed with the 2004 budget approved accessibility upgrades at the Eady, Edgar, Hawkestone and Jarratt Community Halls. Carried. Page 8 Committee of the Whole Meeting - August 11, 2004 f) Jennifer Zieleniewski, CAO, re: Public Relations Expenditure. Motion No. CW-23 Moved by Fountain, Seconded by Crawford It is recommended that the information from Jennifer Zieleniewski, CAO, re: Public Relations Expenditure be received. Carried. g) Councillor Marshall, update on Clowes Cairn. Discussion. h) Councillor Hough, update on Official Opening - Hangar at Lake Simcoe Regional Airport. Motion No. CW-24 Moved by Hough, Seconded by Crawford It is recommended that the Township of Oro-Medonte make a contribution to the Official Opening of the hangar at Lake Simcoe Regional Airport by Weatherwise by sponsoring the cost of the refreshments ($1,000.00 maximum) subject to an Occupancy Permit being issued by the Township. Carried. i) Item 10e) moved from In-Camera, Deputy Mayor Hughes, re: Communication Procedures. Motion No. CW-25 (Amendment) Moved by Hughes, Seconded by Crawford It is recommended that the recommendation with respect to Deputy Mayor Hughes' Communication Procedures be amended to add, "with the affirmation by staff of the August 11,2004 draft report". Defeated. Page 9 Committee of the Whole Meeting - August 11, 2004 Motion No. CW-26 Moved by Fountain, Seconded by Marshall It is recommended that the information from Deputy Mayor Hughes re: Communication Procedures be received. Carried. 7. PUBLIC WORKS: None. 8. ENGINEERING & ENVIRONMENTAL SERVICES: a) Report No. EES 2004-37, Keith Mathieson, Director of Engineering and Environmental Services, re: Horseshoe Valley Resort Ltd./New Millennium Homes Limited (Heights of Horseshoe Townhouses) - Site Plan Agreement. Motion No. CW-27 Moved by Marshall, Seconded by Fountain It is recommended that: 1. Report No. EES 2004-37, Keith Mathieson, Director of Engineering and Environmental Services, re: Horseshoe Valley Resort Ltd./New Millennium Homes Limited (Heights of Horseshoe Townhouses) - Site Plan Agreement be received and adopted. 2. That the Township of Oro-Medonte enter into a Site Plan Agreement with Horseshoe Valley Resort Ltd./New Millennium Homes Limited to construct a twenty-four (24) unit townhouse development, upon receipt of the required Letter of Credit prior to August 11, 2004. 3. That the Clerk prepare a by-law for Council's consideration. 4. And Further That the Developer's be notified of Council's decision. Carried. Page 10 Committee of the Whole Meeting - August 11, 2004 9. BUILDING, PLANNING AND DEVELOPMENT: a) Report No. PO 2004-34, Andria Leigh, Senior Planner, re: Deeming By-law Condition of Consent for IPA Lot Additions. Motion No. CW-28 Moved by Crawford, Seconded by Fountain It is recommended that Report No. PO 2004-34, Andria Leigh, Senior Planner, re: Deeming By-law Condition of Consent for IPA Lot Additions be received and adopted; and further that the deeming by-law for Plans M-8, M-9, M-30, and M-31, Blocks A, B, 0, and E be brought forward for Council's consideration. Carried. b) Committee of Adjustment Minutes for Thursday July 15, 2004. Motion No. CW-29 Moved by Marshall, Seconded by Crawford It is recommended that the minutes for the Committee of Adjustment meeting of July 15, 2004 be received. Carried. c) Report No. PO 2004-037, Nick McDonald, Meridian Planning Consultants Inc., re: Application for Easement over Municipal Road Allowance - Heatherington. Motion No. CW-30 Moved by Fountain, Seconded by Marshall It is recommended that Report No. PO 2004-037, Nick McDonald, Meridian Planning Consultants Inc., re: Application for Easement over Municipal Road Allowance- Heatherington be received; and further that Gerald and Laura Heatherington; owners of Lots 98 to 107 and 137 to 146, Plan 606, be granted an easement to allow ingress and egress to and from their property; and further that all costs for the transaction be assumed by the applicant. Carried. Page 11 Committee of the Whole Meeting - August 11, 2004 10. IN-CAMERA: Motion No. CW-31 Moved by Crawford, Seconded by Fountain It is recommended that we do now go In-Camera at 3:05 p.m. to discuss Property and Legal Matters. Carried. Motion No. CW-32 Moved by Marshall, Seconded by Crawford It is recommended that we do now Rise and Report from In-Camera at 3:59 p.m. Carried. a) Mayor J. Neil Craig, re: Property Matter. Motion No. CW-33 Moved by Marshall, Seconded by Crawford It is recommended that the verbal information from Mayor J. Neil Craig re: Property Matter (facility acquisition) be received. Carried. b) Jennifer Zieleniewski, CAO, re: Legal Matter. This item was deferred (Plan 709). c) Jennifer Zieleniewski, CAO, re: Personnel Matter. This item was deferred (Management Salary Grid). Page 12 Committee of the Whole Meeting - August 11, 2004 d) Jennifer Zieleniewski, CAO, re: Property Matter. Motion No. CW-34 Moved by Marshall, Seconded by Crawford It is recommended that the information from Jennifer Zieleniewski, CAO re: Property Matter (Fire Station Relocation - Moonstone) be received; and that staff be authorized to proceed with the concept design and land negotiations. Carried. e) Deputy Mayor Harry Hughes, re: Personnel Matter. Refer to Item 6i). On request by Deputy Mayor Hughes and agreement of the Committee, this item was considered in the open portion of the meeting. f) Mayor J. Neil Craig, re: Legal Matter. Motion No. CW-35 Moved by Crawford, Seconded by Marshall It is recommended that the verbal information from Mayor J. Neil Craig re: Legal Matter (Hillbilly Hollow) be received. Carried. g) Jennifer Zieleniewski, CAO, re: Legal Matter. Motion No. CW-36 Moved by Marshall, Seconded by Crawford It is recommended that the information from Jennifer Zieleniewski, CAO re: Legal Matter (Updates) be received. Carried. Page 13 Committee of the Whole Meeting - August 11, 2004 11. ADJOURNMENT: Motion No. CW-37 Moved by Fountain, Seconded by Marshall It is recommended that we do now adjourn at 4:00 p.m. Carried. n pennypOk Page 14 Committee of the Whole Meeting - August 11, 2004