Regular Council Open Session MINUTES

Transcription

1 Stratford City Council Regular Council Open Session MINUTES Meeting #: Date: Time: Location: Council Present: Regrets: Staff Present: Also Present: 4556th Monday, 7:00 P.M. Council Chamber, City Hall Mayor Mathieson - Chair Presiding, Councillor Beatty, Councillor Brown, Councillor Bunting, Councillor Clifford, Councillor Henderson, Councillor Ingram, Councillor Mark, Councillor Ritsma, Councillor Vassilakos Councillor McManus Rob Horne - Chief Administrative Officer, Joan Thomson - City Clerk, David St. Louis - Director of Community Services, Ed Dujlovic - Director of Infrastructure and Development Services, Carole Desmeules - Director of Social Services, Michael Humble - Director of Corporate Services, Jacqueline Mockler - Director of Human Resources, John Paradis - Fire Chief, Jeff Leunissen - Manager of Development Services, Victoria Trotter - Recording Secretary, Mike Beitz - Corporate Communications Lead, Rachel Tucker - Planner Caroline Baker - GSP Group, Doug Heard - Friends of the Normal School, Media, Members of the Public

2 Regular Council Minutes 2 1. Call to Order: Mayor Mathieson, Chair presiding, called the Council meeting to order. Regrets provided by Councillor McManus. Singing of O Canada Moment of Silent Reflection 2. Declarations of Pecuniary Interest and the General Nature Thereof: The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member s absence from the meeting, to disclose the interest at the first open meeting attended by the member of Council and to otherwise comply with the Act. Name, Item and General Nature of Pecuniary Interest Councillor Bunting declared a pecuniary interest on item 4.1 "Request to Present by the Stratford Soccer Association" of the Community Services Committee agenda as he is a Soccer Association board member. Councillor Vassilakos declared a pecuniary interest on item 9.1 "Capital Project Update" of the Infrastructure Transportation and Safety Committee agenda as she is a resident of Dawson Street. 3. Adoption of the Minutes: R Motion by Councillor Ingram Seconded By Councillor Henderson THAT the Minutes of the Regular Meeting of Council of The Corporation of the City of Stratford dated May 29, 2018 be adopted as printed. 4. Adoption of the Addendum/Addenda to the Agenda: R Motion by Councillor Clifford Seconded By Councillor Beatty

3 Regular Council Minutes 3 THAT the Addenda #1 and Addenda #2 to the Regular Agenda of Council and Standing Committees dated, be added to the Agenda as printed, to add items 5.4, 5.5, 5.6, and By-laws 11.8 and Report of the Committee of the Whole In-Camera Session: 5.1 From the May 29, 2018 Session under the Municipal Act, 2001, as amended, matters concerning the following remaining items were considered Contract Negotiations [Labour relations or employee negotiations (section 239.(2)(d))] Nominations to Festival Hydro Inc., Board of Directors [ Personal matters about an identifiable individual(s) including municipal employees or local board employees (section 239.(2) (b))] R Motion by Councillor Brown Seconded By Councillor Ingram That John Tapics and Gerry Guthrie be re- appointed to Festival Hydro Inc., Board of Directors for four-year terms to November 30, 2022 or until successors are appointed. 5.2 From the May 29, 2018 Session under the Municipal Act, 2001: Community Transportation Grant Program R Motion by Councillor Bunting Seconded By Councillor Beatty THAT the City of Stratford, as the lead applicant, execute a Transfer Payment Agreement with the Province of Ontario to receive funding under the Community Transportation Grant Program to establish new inter-regional transit service for a period of five years;

4 Regular Council Minutes 4 That the City of Stratford enter into a Local Partnership Agreement with Perth County, its local municipalities as required, and the Town of St. Marys, which includes cost-sharing to initiate both inter-regional and intra-regional service, issuance of a proposal call, promotion and advertising the new service, ticketing, associated arrangements with transit providers and the sharing of any potential fiscal or other risk; That the Local Partnership Agreement be forwarded for review by Stratford Council prior to their execution; That the Mayor and Clerk be authorized to enter into all requisite agreements, subject to the concurrence of the City Solicitor and the CAO; And that staff be authorized to issue the requisite calls for proposal or other bidding tools to procure services to oversee and operate new transit service, subject to the provisions of the City s Purchasing By-law. The By-laws to be listed for the June 25 Council meeting. 5.3 At the Session, under the Municipal Act, 2001, as amended, matters concerning the following items were considered: Litigation or potential litigation, including matters before administrative tribunals affecting the municipality or local board (section 239.(2)(e)); Advice that is subject to solicitor-client privilege including communications necessary for that purpose (section 239.(2)(f)); and a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons or organization (section 239.(2)(i)); Proposed or pending acquisition or disposal of land by the municipality or local board (section 239.(2)(c)) (includes municipal property leased for

5 Regular Council Minutes 5 more than 21 years and, Advice that is subject to solicitor-client privilege including communications necessary for that purpose (section 239.(2)(f)); Labour relations or employee negotiations (section 239.(2)(d)); Labour relations or employee negotiations (section 239.(2)(d)); Proposed or pending acquisition or disposal of land by the municipality or local board (section 239.(2)(c)) (includes municipal property leased for more than 21 years; 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 of local board (section 239.(2)(k)); 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 of local board (section 239.(2)(k)). Direction was given at the In-camera Session on all items listed. 5.4 Added from the In Camera Session under the Municipal Act 2001: Resolution - Contract Negotiations with CUPE Local 197 (Labour relations or employee negotiations (section 239.(2) (d)) R Motion by Councillor Clifford Seconded By Councillor Henderson That Council ratify the Memorandum of Settlement with CUPE Local 197 Outside Workers, effective January 1, 2018 to December 31, 2020 and that the Mayor, Clerk and senior staff officials be authorized to execute the collective agreement on behalf of The Corporation of the City of Stratford. 5.5 Added from the In Camera Session Under the Municipal Act 2001:

6 Regular Council Minutes 6 Resolution - Contract Negotiations with CUPE Local 1385 (Labour relations or employee negotiations (section 239.(2) (d)) R Motion by Councillor Mark Seconded By Councillor Vassilakos That Council ratify the Memorandum of Settlement with CUPE Local 1385 Inside Workers effective January 1, 2018 to December 31, 2020 and that the Mayor, Clerk and senior staff officials be authorized to execute the collective agreement on behalf of The Corporation of the City of Stratford. 5.6 Added from the In Camera Session under the Municipal Act 2001: Resolution - Structural Analysis R Motion by Councillor Ritsma Seconded By Councillor Bunting THAT NA Engineering Associates Inc., be retained to complete a structural analysis of the former locomotive repair shop on the City-owned Grand Trunk property at a cost not to exceed $79,200 plus applicable taxes; AND THAT the Chief Administrative Officer or the Director of Corporate Services be authorized to sign the necessary retainer documents. 6. Hearings of Deputations and Presentations: 6.1 Recognition of the Friends of the Normal School R Motion by Councillor Ritsma Seconded By Councillor Beatty

7 Regular Council Minutes 7 THAT Doug Heard be heard regarding the concluding and dissolving of the Friends of the Normal School. Doug Heard presented on behalf of the Friends of the Normal School stating the group was formed when concerns were raised regarding the demolition of the school and to ensure that the memorial window was preserved. Mr. Heard stated that artifacts of the Normal School are on display at the Stratford Perth Museum and that the group is pleased that the building will continue to be preserved as the City has extended the lease agreement with the Stratford Festival. Mr. Heard presented Mayor Mathieson with a history book of the Normal School by Dean Robinson and copies of a description of the Normal School for each of the Councillors. Mayor Mathieson presented each of the Board members; Doug Heard, Helen Anderson, Jeannette Dyer, Wilma McCaig, Maureen Carroll, Marie Jones and Barry Tate with a certificate of appreciation recognizing their work and dedication over the years. 7. Orders of the Day: 7.1 Correspondence - Notice of Temporary Extension of Hours for 2018 FIFA World Cup The Registrar of Alcohol, Gaming and Racing has approved the start of liquor service in Ontario at 9:00 a.m. during the FIFA World Cup tournament from June 14 to July 15, The closing service time of 2:00 a.m. remains unchanged. The extension of hours will apply to licenced establishments provincewide. Should a municipality object to the extension of hours in their jurisdiction, they should notify the Registrar in writing and local wishes will be respected. Stratford Police have indicated that they do not have any concerns with the extension.

8 Regular Council Minutes 8 No concerns were raised by Council at the meeting. For the information of Council. 7.2 Easements for the Countryside Estates Phase 2 Subdivision (COU18-042) R Motion by Councillor Ingram Seconded By Councillor Vassilakos THAT The Corporation of the City of Stratford accept the following easements from Countryside Developments (2014) Inc.: Parts 1 through 4 Plan 44R-5511 for a temporary turning circle; Parts 5 through 14 Plan 44R-5511 for rear yard catchbasins, leads, and overland drainage swales. 8. Business for Which Previous Notice Has Been Given: None scheduled. 9. Reports of the Standing Committees: 9.1 Report of the Infrastructure, Transportation and Safety Committee: Councillor Henderson noted that the public is still permitted to sit in Market Square to enjoy meals purchased as local restaurants. R Motion by Councillor Beatty Seconded By Councillor Vassilakos THAT the Report of the Infrastructure, Transportation and Safety Committee dated be adopted as printed.

9 Regular Council Minutes Campbell Court Request for Exemption to the City s Traffic and Parking By-law (ITS18-024) THAT 10 vehicles be permitted to park on Greenwood Drive, including overnight, from June October, 2018, subject to no complaints being received; AND THAT Stratford Police Services be notified of this one time exemption Private Restaurants Serving in Market Square (ITS18-029) THAT the serving of food and beverages not be permitted in Market Square unless part of a special event and subject to all necessary licences and permits being obtained. 9.2 Report of the Finance and Labour Relations Committee: R Motion by Councillor Clifford Seconded By Councillor Mark THAT the Report of the Finance and Labour Relations Committee dated, be adopted as printed Financial Statements and Commentary for Festival Hydro Inc. (FHI) Q and Q (FIN18-033) THAT the Festival Hydro Inc audited financial statements and commentary for the period ending December 31, 2017, be approved by City Council; THAT the Festival Hydro Inc. financial statements and commentary for the period ending March 31, 2018, be received for information; AND THAT the following Resolution of the Sole Shareholder of

10 Regular Council Minutes 10 Festival Hydro Inc. be adopted by Council and signed by the Mayor and Clerk; THAT the financial statements of Festival Hydro Inc. as of December 31, 2017 consisting of the Balance Sheet as at December 31, 2017, the Statement of Income for the year ended December 31, 2017 and the Statement of Retained Earnings for the year ended December 31, 2017, and the notes to the financial statements; and; the report of the auditors thereon dated April 26, 2018 be and the same are hereby approved and adopted; THAT KPMG LLP be and they are hereby appointed auditors of Festival Hydro Inc. until the next annual meeting at a remuneration to be fixed by the directors, the directors being hereby authorized to fix such remuneration; AND THAT all acts, contracts, by-laws, proceedings, appointments, elections and payments enacted, made, done and taken by the directors and officers of the Corporation since the last annual meeting of the shareholder as the same are set out or referred to in the minutes of the meetings and resolutions of the board of directors or referred to or given effect to in the aforesaid financial statements be and the same are hereby approved, ratified and confirmed Financial Statements and Commentary for Festival Hydro Services Inc. (FHSI) Q and Q (FIN18-034) THAT the Festival Hydro Services Inc audited financial statements and commentary for the period ending December 31, 2017, be approved by City Council; THAT the Festival Hydro Services Inc. financial statements and commentary for the period ending March 31, 2018, be received for information; AND THAT the following Resolution of the Sole Shareholder of Festival Hydro Services Inc. be adopted by Council and signed by the Mayor and Clerk;

11 Regular Council Minutes 11 THAT the financial statements of Festival Hydro Services Inc. as of December 31, 2017 consisting of the Balance Sheet as at December 31, 2017, the Statement of Income for the year ended December 31, 2017 and the Statement of Retained Earnings for the year ended December 31, 2017, and the notes to the financial statements; and; the report of the auditors thereon dated May 3, 2018 be and the same are hereby approved and adopted; THAT KPMG LLP be and they are hereby appointed auditors of Festival Hydro Services Inc. until the next annual meeting at a remuneration to be fixed by the directors, the directors being hereby authorized to fix such remuneration; AND THAT all acts, contracts, by-laws, proceedings, appointments, elections and payments enacted, made, done and taken by the directors and officers of the Corporation since the last annual meeting of the shareholder as the same are set out or referred to in the minutes of the meetings and resolutions of the board of directors or referred to or given effect to in the aforesaid financial statements be and the same are hereby approved, ratified and confirmed Movies Under the Stars 2018 Request for Special Event Expedited Service Fee to be Waived (FIN18-035) THAT a one-time grant be provided to the Movies Under the Stars 2018 in the amount of $150 to cover the expedited service fee for their 2018 Special Event Application; AND THAT the grant be an unbudgeted variance to the 2018 operating budget Restricted Acts Provisions in the 2018 Municipal Election Year (FIN18-037) THAT the report entitled Restricted Acts Provisions in the 2018 Municipal Election Year be received as information;

12 Regular Council Minutes 12 THAT to ensure the efficient and effective management of the municipal corporation during a restricted acts period, Council delegate authority for any 2018 restricted acts period as determined by the Clerk, pursuant to section 275 of the Municipal Act, 2001, regarding the following matter: That the Chief Administrative Officer or the Director of Corporate Services be authorized to make unbudgeted expenditures, incur any other liability or to purchase required assets which exceeds $50,000, up to a maximum of $125,000; THAT By-law as amended, be further amended, to provide the Council-delegated authority identified above, during the restricted acts period(s) in the 2018 election year; AND THAT the Chief Administrative Officer or the Director of Corporate Services advise Council in writing prior to exercising this delegated authority Charitable Donations Receipt Policy (FIN18-032) THAT the report of the Director of Corporate Services dated May 22, 2018, regarding the Charitable Donations Receipt Policy be received for information; AND THAT Council approve F.1.14 Charitable Donations Receipt Policy Request for Additional Funding Energy & Environment Committee South Shore Project (FIN18-036) THAT the request from the Energy and Environment Committee to allocate an additional $7,000. to the 2018 South Shore project be approved; AND THAT this funding be taken from the Energy & Environment Committee fund balance with the Local Boards & Committees reserve # G-R18-BRDS Update on Asset Management for the City of Stratford (FIN18-038)

13 Regular Council Minutes 13 THAT the report of the Director of Corporate Services dated 29th May 2018, regarding the Asset Management Plan of the City of Stratford be received for information; THAT the City s Asset Management consultant, Public Sector Digest, be approved to deliver an Asset Management Roadmap Program as contained within their proposal; AND THAT the funding required be drawn from the Public Works Capital Reserve funds that are allocated for the purposes of developing and enhancing the City s asset management plan. 9.3 Report of the Social Services Committee R Motion by Councillor Henderson Seconded By Councillor Vassilakos THAT the Report of the Social Services Committee dated June 11, be adopted as printed Community Income Tax Clinics (SOC18-005) THAT the report on annual Community Income Tax Clinic activities and outcomes be received for information; AND THAT Social Services issue a thank you to all businesses who provided their services Homeless Enumeration in the City of Stratford, Perth County and Town of St. Marys, May 15-18, 2018 (SOC18-006) THAT the report titled Homeless Enumeration in Stratford, Perth County and St. Marys, May 15-18, 2018 be received for information.

14 Regular Council Minutes The 5-Year Review of the City of Stratford, Perth County and Town of St. Marys; 10-Year Housing and Homelessness Plan, (SOC18-007) THAT the report titled The 5-Year Review of the Stratford, Perth County and St. Marys 10-Year Housing and Homelessness Plan, be received for information Social Housing Apartment Improvement Program (SHAIP) (SOC18-010) THAT the Director of Social Services be authorized to enter into a Transfer Payment Agreement (TPA) with the Ministry of Housing for the SHAIP funding allocation of $245,351 for A six-month analysis on outcomes for Ontario Works recipients participating in the Connect 2 Skills Program (SOC18-008) THAT the report titled "A six-month analysis on outcomes for Ontario Works recipients participating in the Connect 2 Skills Program (SOC18-008)" be received for information Income Security Reform Changes for 2018 (SOC18-009) THAT the report titled Income Security Reform Changes for 2018, be received for information. 9.4 Report of the Community Services Committee R Motion by Councillor Beatty Seconded By Councillor Bunting THAT the Report of the Community Services Committee dated be adopted as printed Queensland Route Using Market Square Lane (COM18-009) THAT the management report titled Queensland Route Using Market Square Lane be received for information.

15 Regular Council Minutes Notice of Intent: 10.1 Notice of Public Meeting under the Planning Act A Public Meeting will be held at the Regular Council meeting on June 25, 2018 beginning at 7:00 pm in the Council Chamber, City Hall, with respect to zone change application Z07-18 for 345 Douro Street. 11. Reading of the By-laws: The following By-laws require First and Second Readings and Third and Final Readings and could be taken collectively upon unanimous vote of Council present: R Motion by Councillor Henderson Seconded By Councillor Beatty THAT By-laws to be taken collectively. R Motion by Councillor Bunting Seconded By Councillor Vassilakos THAT By-laws to be read a First and Second Time. R Motion by Councillor Clifford Seconded By Councillor Ingram THAT By-laws to be read a Third and Final Time Amendment to Appointment By-law - Festival Hydro Inc., - Bylaw To amend By-law as amended to re-appoint John Tapics and Gerry Guthrie to the Festival Hydro Inc., Board of Directors.

16 Regular Council Minutes Special By-law Enforcement Officer By-law Amendment - By-law To amend By-law as amended, to rescind the appointment of special by-law enforcement officers for 142 Ontario Street Amendment to Delegation of Authority By-law - By-law To amend Delegation of Authority By-law to delegate certain authority to the Chief Administrative Officer (CAO) and the Director of Corporate Services during a restricted acts period in the 2018 municipal election year Temporary exemption from Traffic and Parking By-law - Greenwood Drive - By-law To amend Traffic and Parking By-law as amended, to grant a temporary exemption to permit ten vehicles to park in legal parking spaces between 2:00 am and 6:00 am on Greenwood drive until October Conveyance of easements - Plan 44R By-law To authorize the acceptance of easements from Countryside Developments (2014) Inc., over Parts 1, 2, 3, 4 on Plan 44R-5511 for a temporary turning circle and over Parts 5, 6, 7, 8, 9, 10, 11, 12, 13 and 14 on Plan 44R-5511 for the rear yard catchbasins, leads and overland drainage swales Transfer Payment Agreement for the SHAIP Funding Allocation - By-law To authorize the Director of Social Services to enter into and execute a transfer payment agreement with Her Majesty the Queen in right of Ontario as represented by the Minister of Housing for the SHAIP funding allocation ADDED - Acceptance of Memorandum of Settlement with CUPE By-law To authorize the acceptance of a Memorandum of Settlement and the execution of a three-year collective agreement with The Canadian Union of Public Employees Local 197 effective January 1, 2018 to December 31, 2020.

17 Regular Council Minutes ADDED - Acceptance of Memorandum of Settlement with CUPE By-law To authorize the acceptance of a Memorandum of Settlement and the execution of a three-year collective agreement with The Canadian Union of Public Employees Local 1385 effective January 1, 2018 to December 31, Consent Agenda: CA to CA Council did not advise of any items to be considered that were listed on the Consent Agenda. 13. New Business: 13.1 Street Closure Policy Council questioned if there is a road closure policy for Market Square and why a closure is permitted early in the morning if an event is not taking place until the afternoon or evening. The City Clerk stated that it is our practice to close the road early in the morning to ensure that all vehicles have vacated the street prior to the event as there are safety concerns with vehicles on a closed street Romeo Street Bridge Reconstruction Accessibility Upgrades Council questioned if accessibility was considered during the planning for the Romeo Street Bridge Reconstruction. The Director of Infrastructure and Development Services stated that accessibility is reviewed for all projects and that it was determined that the bridge could be widened and therefore, a 1.8m sidewalk and shared road spaces for bikes, etc. are included Conversion of Asphalt to Concrete Following Sidewalk Repairs In response to questions from Council, the Director of Infrastructure and Development Services stated that when asphalt is used for temporary sidewalk repairs it is placed on a list to be replaced with concrete. If there is a specific area that residents have concerns with they are encouraged to contact the Infrastructure and Development Services Department so it can be escalated on the list.

18 Regular Council Minutes 18 Additionally, it was noted that the Whiteman Telecom work is causing additional disruption to the sidewalks Levelling of Sidewalks Council questioned if it is possible to have the grinding of unlevel sidewalks extended. The Director of Infrastructure and Development Services responded that grinding take place as required and that staff will look at the possibility of having the grinding extended where possible Rotary Complex Traffic Concerns Council asked staff to review the potential of having one exit from the Rotary Complex left hand turns only and the other right hand turns only during large events. 14. Adjournment to Standing Committees: The next Regular Council meeting is June 25, 2018 in the Council Chamber, City Hall. R Motion by Councillor Mark Seconded By Councillor Ingram THAT the Council meeting adjourn to convene into Standing Committees as follows: Planning and Heritage Committee [7:15 pm or thereafter following the Regular Council meeting]; Infrastructure, Transportation and Safety Committee [7:30 pm or thereafter following the Regular Council meeting]; Community Services Committee [7:45 pm or thereafter following the Regular Council meeting] and to Committee of the Whole if necessary, and to reconvene into Council. 15. Council Reconvene: 15.1 Declarations of Pecuniary Interest made at Standing Committees

19 Regular Council Minutes 19 The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member s absence from the meeting, to disclose the interest at the first open meeting attended by the member of Council and otherwise comply with the Act. Declarations of Pecuniary Interest made at Standing Committee meetings held on with respect to the following Items and re-stated at the reconvene portion of the Council meeting: Name, Item and General Nature of Pecuniary Interest Councillor Bunting declared a pecuniary interest on item 4.1 "Request to Present by the Stratford Soccer Association" of the Community Services Committee agenda as he is a Soccer Association board member. Councillor Vassilakos declared a pecuniary interest on item 9.1 "Capital Project Update" of the Infrastructure Transportation and Safety Committee agenda as she is a resident of Dawson Street Reading of the By-laws (reconvene): The following By-law requires First and Second Readings and Third and Final Readings: By-law 11.7 Confirmatory By-law - By-law To confirm the proceedings of Council of The Corporation of the City of Stratford at its meeting held on. R Motion by Councillor Ingram Seconded By Councillor Vassilakos THAT By-law be given First and Second Readings. R Motion by Councillor Bunting Seconded By Councillor Clifford

20 Regular Council Minutes 20 THAT By-law be read a Third and Final Time Adjournment of Council Meeting Meeting Start Time: 7:00 p.m. Meeting End Time: 7:38 p.m. Reconvene Meeting Start Time: 8:39 p.m. Reconvene Meeting End Time: 8:40 p.m. R Motion by Councillor Mark Seconded By Councillor Henderson THAT the Regular Council meeting adjourn. Mayor - Daniel B. Mathieson Clerk - Joan Thomson