The Corporation of the Township of Minden Hills Committee of the Whole/Council Meeting. Meeting Minutes

Transcription

1 The Corporation of the Township of Minden Hills Committee of the Whole/Council Meeting Meeting Minutes Thursday, September 25, 2014 Minden Hills Council Chamber Present: Staff: Reeve Barb Reid Deputy Reeve Cheryl Murdoch Councillor Larry Clarke Councillor Brigitte Gall Councillor Jean Neville Councillor Ken Redpath Councillor Lisa Schell Lorrie Blanchard, CAO/Treasurer Cheryl McCarroll, Interim Clerk Colin McKnight, Chief Building Official Ivan Ingram, Environmental and Property Manager Ian Clendening, Planner Doug Schell, Fire Chief Mark Coleman, Director of Community Services Alison Merkley, Municipal Management Intern The meeting was called to order at 9:00 a.m. 1. Call To Order/Approve Agenda Res. # Moved by Deputy Reeve Murdoch, seconded by Councillor Schell That the agenda for the COTW/Council Meeting of September 25, 2014 be approved. 2. Open Session 3. Closed Session Res. # Moved by Councillor Schell, seconded by Deputy Reeve Murdoch That Council move into closed session to discuss the following; a) Two items pursuant to Section 239 2(b) personal matters about an identifiable individual, including municipal or local board employees b) One item pursuant to Section 239 2(e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board. 4. Open Session Resume Open Session resumed at 10:00 a.m. Res. # Moved by Deputy Reeve Murdoch, seconded by Councillor Schell Be it resolved that the Closed Session adjourn and Open Session resume. September 25, 2014 COTW/Council Minutes Page 1

2 5. Public Meetings a) RZ The Public Meeting was for Application RZ The Planning Department provided the necessary information to Council regarding the proposed Zoning By-law amendment. The Reeve asked for comments from the applicant. The applicant advised that he wishes to open up a law practice and discussed the mixed residential and commercial components. The Reeve asked for comments from the public both in favour of and opposed to the proposed Zoning By-law amendment. No comments were made. The Reeve asked for questions from Council. Members of Council did not ask questions. The Planner advised that written comments had been received from Margaret Graham requesting a copy of Council s decision. There being no further comments or questions, the Public Meeting adjourned. b) RZ The Public Meeting was for Application RZ The Planning Department provided the necessary information to Council regarding the proposed Zoning By-law amendment. The Reeve asked for comments from the applicant. Greg and Chris Bishop, representing the applicant, outlined the application. The Reeve asked for comments from the public both in favour of and opposed to the proposed Zoning By-law amendment. Margaret Graham provided comments to Council with regards to stopping excessive drainage onto her property and the fencing of the subject lands for liability reasons. The Reeve asked for questions from Council. Members of Council did not ask questions. The Planner advised that written comments had been received from Margaret Graham requesting a copy of Council s decision. There being no further comments or questions, the Public Meeting adjourned. Res. # Moved by Councillor Schell, seconded by Councillor Clarke Be it resolved that direction given in Closed Session be approved. 6. Declaration of Pecuniary Interest or General Nature Thereof There were no declarations of pecuniary interest declared at this time. 7. Resolutions to be Considered for Approval a) Revisit the Weekly Township Advertising Page Tender Res. # Moved by Councillor Schell, seconded by Councillor Clarke That Council reconsider Resolution #14-181, adopted by Council on August 28, 2014, with respect to awarding the Tender for the Township s weekly advertising page for the years 2015 and Unanimously September 25, 2014 COTW/Council Minutes Page 2

3 b) Pilot Project to Keep the Riverwalk Open During the 2014 Winter Season Res. # Moved by Councillor Clarke, seconded by Councillor Neville That the winter maintenance of the Riverwalk in order for the Riverwalk to remain open during the winter months be referred back to staff for further information. Unanimously Carried 8. Delegations a) Minden Food Bank Request to Use Community Hall Marilyn Lesperance and Joanne Barnes were present to request the use of the kitchen at the Community Centre. b) Community Care Haliburton County Request to Use Community Hall Representatives from Community Care Haliburton County did not appear. c) Haliburton County Snowmobile Association Request to Use Road Allowance Tom Nicholson, Director of the Haliburton County Snowmobile Association, was present to request the use of the road allowance. d) Minden Times Advertising Tender David Zilstra detailed their tender for the Township s weekly advertising for 2015 and e) The Highlander Advertising Tender Bram Lebo detailed their tender for the Township s weekly advertising for 2015 and Adoption of Minutes a) August 28, 2014 COTW/Council Minutes Res. # Moved by Councillor Schell, seconded by Deputy Reeve Murdoch That the Minutes from the COTW/ Council Meeting of August 28, 2014 be approved. b) September 11, 2014 Special Meeting of Council Minutes Res. # Moved by Councillor Clarke, seconded by Councillor Gall That the Minutes from the Special Council Meeting of September 11, 2014 be approved. 10. Payment of Accounts Res. # Moved by Councillor Clarke, seconded by Deputy Reeve Murdoch That the accounts are approved for payment in the amount of $2,898, Environmental a) Report # EPO Gateway Flower Beds Res. # Moved by Councillor Neville, seconded by Councillor Gall That Council approve the additional funds required to complete the spring/summer flower beds and pole replacements; and further that these expenditures be funded from the Economic Development Reserve. September 25, 2014 COTW/Council Minutes Page 3

4 b) Report # EPO Fine Air Diffusers Res. # Moved by Councillor Gall, seconded by Councillor Neville That Council accept the quote from the Ontario Clean Water Agency (OCWA) in the amount of $20, plus $2, HST, for a total of $23, for the purchase and installation of the fine air diffusers at the Wastewater Treatment plant. c) Report # EPO Lochlin Community Centre Flooring Refinishing Res. # Moved by Jean Neville, seconded by Councillor Gall That Council accepts the recommendation from the Lochlin Community Centre Advisory Committee to utilize funds from the Lochlin Community Centre Reserve to pay for the floor refinishing at the hall in the amount of $2, plus $ HST for a total of $2, d) Report # EPO Construction of a Retaining Wall (14-004) Tender Results Res. # Moved by Councillor Neville, seconded by Councillor Gall That Hawk River be awarded the tender for the construction of a retaining wall at the municipal administration building in the amount of $19, plus $2, HST for a total of $22, e) Report # EPO Decommissioning of the Water Service Reservoir (14-005) Tender Results Res. # Moved by Councillor Gall, seconded by Councillor Neville That Northern Concrete, Cutting & Coring Inc. be awarded the tender for the decommissioning of the Water Service Reservoir in the amount of $17, plus $2, HST for a total of $19, f) Report # EPO Sidewalk and Drainage Repair (14-006) Tender Results Res. # Moved by Councillor Schell, seconded by Councillor Gall That Hawk River be awarded the tender for the sidewalk and drainage repair at the Minden Courthouse in the amount of $9, plus $1, HST for a total of $11, g) Report # EPO Paving of the Water Tower Driveway (14-007) Tender Results Res. # Moved by Councillor Neville, seconded by Councillor Gall That Fowler Construction be awarded the tender for the paving of the Water Tower driveway in the amount of $18, plus $2, HST for a total of $21, h) Report # EPO Historic Landfill Rehabilitation (14-008) Tender Results Res. # Moved by Councillor Schell, seconded by Deputy Reeve Murdoch That KCM Construction Group be awarded the tender for the rehabilitation of the Bobcaygeon Road historic landfill in the amount of $15, plus $2, HST for a total of $17, September 25, 2014 COTW/Council Minutes Page 4

5 12. Roads a) August 2014 Roads Report Res. # Moved by Councillor Gall, seconded by Councillor Neville That the Road Report for August, 2014 be received. b) Report # Roads HCSA Road Allowance Request Res. # Moved by Councillor Neville, seconded by Deputy Reeve Murdoch That the Haliburton County Snowmobile Association (HCSA) be granted permission to use portions of the municipal road allowances on Scotchline and Voicey Roads for trail improvements, conditional of the following: That the Township is provided with a copy of proof of insurance naming the Township of Minden Hills as additionally insured; That the Township and the HCSA enter into an agreement before any trail work commences; That the HCSA is successful in their provincial grant application for Trail Improvements. 13. Culture, Youth and Community a) September 2014 Cultural Centre Report Res. # Moved by Councillor Clarke, seconded by Councillor Gall That the Minden Hills Cultural Centre Report for September 2014 be received. b) June 17, 2014 Minden Hills Cultural Centre Advisory Committee Minutes Res. # Moved by Councillor Gall, seconded by Councillor Clarke That the Minden Hills Cultural Centre Advisory Committee Minutes of June 17, 2014 be received; and further that the draft Terms of Reference for the Cultural Centre Advisory Committee be received and approved. c) Report # CSD TO2015 Torch Relay and Memorandum of Understanding Res. # Moved by Councillor Clarke, seconded by Councillor Gall That Council approves the Director of Community Services to enter into the Memorandum of Understanding (MOU) for the TO2015 Torch Relay for the 2015 Pan Am Games. d) Report # CSD Minden Food Bank - Request to Use Community Hall and Kitchen Res. # Moved by Councillor Clarke, seconded by Councillor Gall That Council supports the request of the Minden Food Bank and waives the rental fee for use of the Community Hall Kitchen for four (4) usages; and further that if the Minden Food Bank requires further usages, staff are requested to report back to Council with an update and recommendation. September 25, 2014 COTW/Council Minutes Page 5

6 e) Report # CSD Community Care Haliburton County Request to use Community Hall for Balanced Fitness Classes Res. # Moved by Councillor Gall, seconded by Councillor Clarke That Council at this time, decline the request by Community Care Haliburton County to waive the rental fees for use of the Community Hall for its Balanced Fitness Classes on the basis that there is potential for the municipality to lose rental revenues from other community organizations where availability conflicts are likely to occur, and where the fitness classes do have a current location to continue operating from; And further, that Community Care Haliburton County is encouraged to consult with Township staff prior to developing future fitness or recreation related programs, funding applications and business plans, where potential use of Township facilities is desired and may be requested. 14. Parks and Recreation a) August 26, 2014 Irondale Community Centre Advisory Board Minutes Res. # Moved by Councillor Clarke, seconded by Councillor Gall That the minutes of the August 26, 2014 Irondale Community Centre Advisory Board Meeting be received. b) September 9, 2014 Events Committee Minutes Res. # Moved by Councillor Gall, seconded by Councillor Clarke That the minutes of the September 9, 2014 Events Committee Meeting be received. c) Report # CSD Tim Horton s Sponsorship Agreement for Holiday Public Skate Times Res. # Moved by Councillor Clarke, seconded by That Council approves the Director of Community Services to enter into an agreement with the Tim Horton s Advertising and Promotion Fund (Canada) Inc. to accept the sponsorship offer of $ in support of the noted Holiday Public Skating Schedule; And further, that the Township of Minden Hills maintain for the term of the agreement, commercial general liability insurance with a minimum limit of $5,000, per occurrence in which Tim Horton s shall be added to the policy as an additional insured. d) Report # CSD Minden Horticultural Society Tree Planting at S. G. Nesbitt Memorial Arena Res. # Moved by Councillor Gall, seconded by Councillor Clarke That Staff Report # regarding the Minden & District Horticultural Society Tree Planting at the S. G. Nesbitt Memorial Arena and Community Centre be received for information purposes. 15. Protective Services a) August 2014 Fire Summary Res. # Moved by Councillor Clarke, seconded by Councillor Gall That the August 2014 Fire Summary be received. September 25, 2014 COTW/Council Minutes Page 6

7 b) August 2014 Building Report Res. # Moved by Councillor Redpath, seconded by Councillor Neville That the August 2014 Building Report be received. c) August 2014 By-law Occurrence Report Res. # Moved by Councillor Neville, seconded by Councillor Redpath That the August 2014 By-law Occurrence Report be received. d) August 2014 Sewage System Report Res. # Moved by Councillor Redpath, seconded by Deputy Reeve Murdoch That the August 2014 Sewage System Report be received. e) Report # CBO Software Agreement Res. # Moved by Councillor Redpath, seconded by Deputy Reeve Murdoch That Council consider adopting By-law No , a by-law to authorize the Reeve and Interim Clerk to enter into a Software Agreement with CityView. 16. Planning and Development a) August 2014 Planning Report Res. # Moved by Councillor Neville, seconded by Councillor Redpath That the August 2014 Planning Department Report be received. 17. Finance and General Government a) Report # Finance Section 357 Res. # Moved by Councillor Redpath, seconded by Councillor Neville That the Section 357 applications for adjustment of taxes attached to Report #14-07 Finance, be approved. b) Report # Treasury 2013 Flood Financial Update Public Component Res. # Moved by Councillor Redpath, seconded by Deputy Reeve Murdoch That the financial update for the public component of the 2013 flood be received as information. September 25, 2014 COTW/Council Minutes Page 7

8 c) Report # CAO Weekly Advertising Res. # Moved by Deputy Reeve Murdoch, seconded by Councillor Redpath That Report # CAO Weekly Advertising be received; and further That the awarding of the weekly Township Advertising Page Tender be deferred to the new Council following a staff review of the current Township advertising practices and procedures. d) Report # Interim Clerk Joint Compliance Audit Committee Res. # Moved by Councillor Neville, seconded by Councillor Redpath That Council consider the adoption of By-law #14-71, a by-law to appoint members to the Joint Compliance Audit Committee to consider compliance audit requests in accordance with Section 81 of the Municipal Elections Act and further that the proposed Terms of Reference be approved. e) Report #14-00 Interim Clerk Remembrance Day Road Closure Res. # Moved by Councillor Redpath, seconded by Deputy Reeve Murdoch That Council permits the closure of Bobcaygeon Road from Newcastle Street to Water Street on Tuesday, November 11, 2014 from 10:15 a.m. to 12:15 p.m. for the Remembrance Day Parade and Service, provided that the intersection of Water Street and the bridge remain open and accessible. 18. By-laws Res. # Moved by Councillor Redpath, seconded by Councillor Neville That Council has given the following by-laws a first, second and third reading, passed and signed, and the corporate Seal attached thereto: 14-71: A by-law to appoint members to the Joint Compliance Audit Committee 14-72: A by-law to authorize the Reeve and Interim Clerk to execute the Contractual Services Agreement with CityView 14-73: A by-law to authorize the Reeve and Interim Clerk to execute the Winter Road Maintenance Agreement with the County of Haliburton 14-74: A by-law to enter into a Site Plan Agreement and a Licence Agreement for the use of an Unopened Road Allowance (deferred to October 9, 2014 Council Meeting) 19. Questions from the Media No questions were asked. 20. Open Forum - Questions from the Public No questions were asked. September 25, 2014 COTW/Council Minutes Page 8

9 21. Confirming By-law Res. # Moved by Councillor Redpath, seconded by Councillor Neville That the following by-law be given a first, second and third reading, passed and signed, and the Corporate Seal attached thereto: By-law No To confirm the proceedings of Council at its meeting held on August 28, 2014 Carried 22. Adjournment Res. # Moved by Councillor Neville, seconded by Councillor Redpath That the Council Meeting of September 25, 2014 be adjourned. The meeting adjourned at 11:42 p.m. Reeve Interim Clerk September 25, 2014 COTW/Council Minutes Page 9