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The Corporation of the Township Of Minden Hills Committee of the Whole

?

Mj?n H[[I"S *;as'yl?w.y!kM*:**x*".s -? Meeting Minutes Thursday, February 13, 2020 Council Chambers

Present: Mayor Brent Devolin Deputy Mayor Lisa Schell

Councillor at Large Ron Nesbitt Councillor Ward I Bob Carter Councillor Ward I Jennifer Hughey Councillor Ward 2 Pam Sayne Councillor Ward 3 Jean Neville Staff: CAO/Treasurer, Lorrie Blanchard

Clerk, Victoria Bull

Economic Development, Destination & Marketing Officer, Emily

Stonehouse

Fire Chief, Nelson Johnson

Chief Building Official/Planning Supervisor, Colin McKnight Director of Public Works, Travis Wilson

Planner, lan Clendening

The meeting was called to order at 9:00 a.m.

1. Call to Order/Approve Agenda

a) Approval of the February 13, 2020 Committee of the Whole Agenda.

Res. # 20-78

Moved by: Deputy Mayor Schell Seconded by: Councillor Carter

Be it resolved that the February 1 3th, 2020 Committee of the Whole Meeting

Agenda be approved as circulated. CARRIED

2. Declaration of Pecuniary Interest or General Nature Thereof

There were no pecuniary interests declared.

3. Public Meeting

a) Proposed Zoning By-law Amendment Application PLZBA2020004 b) 2020 Budget

Res. # 20-79

Moved by: Councillor Carter

Seconded by: Deputy Mayor Schell

Be it resolved that Council adjourn its Committee of the Whole meeting at 9:01

a.m. in order to proceed into a Public Meeting for the following:

* Proposed Zoning By-law Amendment under Section 34 of the Planning Act; and

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Page 2 of 10

* To receive public input regarding the 2020 Draft Budget.

CARRIED

Res. # 20-80

Moved by: Councillor Carter Seconded by: Councillor Hughey

Be it resolved that the Public Meeting is hereby adjourned at 9:42 a.m. and the Committee of the Whole Meeting resume.

CARRIED

4. Delegations

a) County of Haliburton Re: Minden Hills Climate Change Plan

Res. # 20-81

Moved by: Councillor Hughey Seconded by: Councillor Carter

Be it resolved that Council receives a presentation on behalf of the County of Haliburton from Mr. Craig Douglas, Director of Public Works and Ms. Korey McKay, Climate Change Coordinator regarding Minden Hills Climate Change Plan and the Joint Municipal Climate Change Mitigation Plan, as information;

CARRIED

Council recessed at 10:16 a.m. and reconvened at 10:26 a.m.

b) Places for People Re: Sleep in the Car Event.

Res. # 20-82

Moved by: Councillor Hughey Seconded by: Deputy Mayor Schell

Be it resolved that Council receives a delegation from Ms. Nataley Mylan, Places for People, regarding a Sleep in the Car Event to raise awareness of

homelessness and requests to utilize the Municipal parking area located in front of the Council Chambers with access to washrooms to hold the event, as

information;

And further that Council provides approval at its February 13, 2020 Committee of the Whole Meeting, by way of this resolution, authorizing Places for People to use the Townships Parking area located in front of the Municipal Council Chambers and provides access to the public washrooms to hold their "Sleep in

the Car" Event;

And further, that prior to the event the applicant provide the Township with a Certificate of Insurance naming the "Corporation of the Township of Minden Hills"

as an additional insured in the amount of $5,000,000.00.

CARRIED

s. Adoption of Minutes from Previous Meeting

a) November14,2019CommitteeoftheWholeMeetingMinutes

Res. # 20-83

Moved by: Councillor Carter Seconded by: Councillor Hughey

Be it resolved that the November 14, 2019 Committee of the Whole Meeting

minutes be approved as circulated.

CARRIED

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6. Payment of Accounts

a) February 13, 2020 Accounts

Res. # 20-84

Moved by: Deputy Mayor Schell Seconded by: Councillor Carter

Be it resolved that the accounts in the amount of $547,022.11 be approved for

payment

CARRIED

7. Mayor's Report

8. ROMA Board - Councillor Sayne

Councillor Sayne advised that ROMA Representatives can be found on the Rural

Ontario Municipal Association website.

9. Correspondence and Communications a) Library Circulation Totals

Recommendation:

That Council receives the Library circulation totals as information.

10. Environmental

a) Report 20-008 ENV Automotive Material Stewardship Amending Agreement

Recommendation:

That Council receive Report #20-008 - ENV - Automotive Material Stewardship

Amending Agreement as information;

And further, that Council adopts By-Law #20- 24 authorizing the Mayor and Clerk to execute an Agreement with Automotive Material Stewardship for the

amendment to the MHSW Agreement

b) Report 20-009 ENV Payment of Miller Waste Systems Invoices

Recommendation:

That Council receive Report #20-009 - ENV - Construction and Demolition

Update as information;

And further, that Council approves the 2019 hauling of C&D Materials by Miller Waste Durham Inc. for an upset limit rate of $43 per tonne tipping, and $1 ,600

per load.

And further, that Council approves the current budget overage of $144,000 for the haulage and disposal of C&D Materials by Miller Waste Durham Inc.

And further, that Council approves the use of the Landfill Reserves to cover any unfinanced costs related to the Hauling and disposal of C&D Materials, in the

absence of a departmental surplus.

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Page 4 of 10

c) Report 20-010 ENV Sole Source GHD Ltd. Recommendation:

That Council receive Report #20-010 - ENV - Sole Source GHD Ltd. as information;

And further, that Council waives the tendering requirements as per Procurement Policy #17 for the sole source procurement of Engineering and Consulting services relating to GHD Invoice No. 668504, in the amount of $8,975.00, plus

HST.

And further, that Council waives the tendering requirements as per Procurement Policy #17 for the sole source procurement of Engineering and Consulting services relating to communications and MECP identified action items at all Township Waste Facilities; and that these services be awarded to GHD Ltd. to the completion of their current monitoring contract ending in 2023.

d) Report 20-011 ENV Internal Financing of lrondale Site Closure Works

Recommendation:

That Report # 20-011 ENV Landfill Excavator Lease as information;

And further, that Council concurs with the Staff recommendation to internally finance the work utilizing the availability of cash reserves, at an interest rate of

3% over 96 months, based on a cost net of HST;

And further, that the interest earned from the internal financing of the lrondale landfill site closure be budgeted as a contribution to landfill reserves for future

operational or capital purchases;

And further, that amounts that substantially exceed the estimated cost of $290,500 for the Irondale landfill site closure be brought back to Council for

further consideration.

11. Roads

a) Report 20-012 Roads - January 2020 Monthly Activity Report

Recommendation:

That Council receives Report #20-012 Roads January 2020 Monthly Activity

Report as information

b) Report#20-Ol3RoadsEmergencyProcurement-20llFordF-450

Repairs

Recommendation:

That Council receive Report # 20-013 - Roads - Emergency Procurement - 2011

Ford F-450 Repairs as information;

And further, that Council waives the procurement tendering requirement for the "emergency" procurement of the repair service, as per Section 7.4 of the

Township's procurement policy,

And further, that Council approves the cost of $7,576.86 plus HST of $985.00,

for a total cost of $8,561 .sa.

And further that Council approves the use of the Road Reserves to cover any unfinanced costs related to the repairs of the 2011 Ford F-450, in the absence

of a departmental surplus.

(5)

12. Economic Development and Cultural Centre

a) Housing Task Force Meeting Minutes dated January 28, 2020

Recommendation:

That Council receives the Housing Task Force Meeting Minutes dated January 28, 2020 as circulated.

b) Report 20-005 EDDMO Sole-Source Procurement - Benches for Main

Street Revitalization Initiative

Recommendation:

That Council receives Report # 20-005 Sole-Source Procurement - Benches for

Main Street Revitalization Initiative;

And further, that Council concurs with Staff's decision to sole source the

purchase of benches in order to meet accessibility standards and AODA

compliance;

And further that Council approves the purchase of seven (7) benches from

Classic Displays, as a sole source procurement, in the amount of $11 ,413.50,

plus $1 ,483.76 HST, for a total cost of $12,897.26.

13. Community Services

a) Cemetery Board Meeting Minutes dated February 7, 2020.

Res. # 20-85

Moved by: Councillor Nesbitt Seconded by: Councillor Sayne

Be it resolved that Council receives the Cemetery Board Meeting Minutes dated

February 7, 2020 as information;

And further that Council concurs with the recommendation made in said minutes

and provides pre-approval at its February 13, 2020 Committee of the Whole

meeting, by way of this resolution, to adopt the 4th dra'ff 2020 Budget for Cemetery

Operations as presented by staff.

CARRIED

14. Fire Services

a) Report 20-004 FIRE January 2020 Fire Summary

Recommendation:

That Council receive Report 20-004 FIRE - January 2020 Fire Summary as

information

15. Building and By-law Services

16. Planning and Development

a) Report 20-012 Planning PLZBA2020004 Proposed Zoning By-law

Amendment - Public Meeting

!

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Page 6 of 10

Recommendation:

That Council receive Report #20-012 Planning PLZBA2020004 Proposed

Zoning By-law Amendment, as information;

And further, that By-law No. 20-23 be approved to rezone lands subject to application PLZBA2020004 from the Residential Type One (R1 ) Zone to the Residential Type One Exception Five (R1-5) Zone.

b) Report 20-013 Planning Application to Purchase a Portion of Shore Road Allowance on Davis Lake - PLSRA2020005

Recommendation:

That Council receive Report #20-013 Planning PLSRA2020005 Application to

Purchase a Portion of Shore Road Allowance on Davis Lake - PLSRA2020005

as information;

And further, that the Planning Department proceed with application

PLSRA2020005 in accordance with Policy No. 19, as amended.

c) Report 20-014 Planning Application to Purchase a Portion of Shore

Road Allowance on Mountain Lake - PLSRA2020006

Recommendation:

That Council receive Report #20-014 Planning PLSRA2020006 Application to

Purchase a Portion of Shore Road Allowance on Mountain Lake PLSRA2020006 as information;

And further, that the Planning Department proceed with application

PLSRA2020006 in accordance with Policy No. 19, as amended. d) Report 20-015 PLSPR2019056 Enter into Site Plan Agreement

Recommendation:

That Council receive Report #20-015 Planning PLSPR2019056 Site Plan

Agreement;

And further, that Council adopt By-Law #20-26 authorizing the Mayor and Clerk to enter into a Site Plan Agreement with Sharon Lee Luke.

17. Finance and General Government

a) Report # 20-011 Admin/Treasury 2020 4th Draft Budget

Res. # 20-86

Moved by: Councillor Neville Seconded by: Councillor Sayne

Be it resolved that Report # 20-011 Admin/Treasury - 2020 4th Draft Budget be

received as information.

CARRIED

b) Report 20-007 Admin/Treasury Janitorial Contract Extension to December 31 , 2020

Recommendation:

That "Report #20-007 Admin/Treasury - Janitorial Contract Extension to

December 31 , 2020" be received as information;

(7)

And further, that Council adopt By-law #20-025 authorizing the Mayor and the

Clerk to enter into an extension agreement with the G and M Enterprises for the

purpose of:

1.) providing Janitorial Services for the Township of Minden Hills'

Administration Building (located at #7 Milne Street) from March 1, 2020 to December 31, 2020, in the amount of $2,600, per month,

exclusive of HST;

2.) providing Janitorial Services for the Township of Minden Hills' Fire Hall (located on Hwy. #35) from March 1 , 2020 to December 31 , 2020, in the amount of $90 per occasion, exclusive of HST.

c) Report 20-009 Admin/T reasury Telizon Agreement

Recommendation:

That "Report #20-009 Admin/Treasury - Telizon Agreement" be received as

information;

And further, that Council concurs with the Mayor and CAO/Treasurer's decision

to sign the five (5) year agreement between Telizon and the Township of Minden

Hills, and adopts By-Law #20-027 for approval of same.

d) Report 20-008 Budget Pre-Approval - Ventrac and Ferris

Res. # 20-87

Moved by: Councillor Nesbitt Seconded by: Councillor Sayne

Be it resolved that "Report #20008 Admin/Treasury Budget PreApproval

-Ventrac and Ferris - CSD" be received as information;

And further, that Council provides 2020 budget pre-approval at its February 13,

2020 Committee of the Whole, by way of this resolution, for the following purchases through the Community Services Department:

1.) A Ventrac 4500P Kswasaki FD851D, including MS600 Mower SD from

Deerhaven Farm & Garden Ltd, for a base cost of $34,877.86, plus

$4,674.35 HST for a total cost $39,552.21.

2.) A Ferris lS700 /w 52" Mower Deck from Bob Mark New Holland Sales, for

a base cost of $7,499.00, plus $1 ,1 04.87 HST for a total cost $8,603.87.

And further, that Council waives the tender requirements of Procurement Policy

#17 - Section 9.01 (c), and accepts the Ventrac quotes as provided by CSD staff.

CARRIED

e) Report#20-OlOAdmin/TreasuryArenaProject-ValueAddedltems

and December 31, 2019 Financial Update Recommendation:

That "Report #20-01 0 Admin/T reasury - Arena Project - Value Added Items

and December 31 , 2019 Financial Update" be received as information;

And further, that Council confirms the priority of value added items that remain

outstanding, as well as source of financing and amount to be included in the

2020 final draft budget.

f) Amendment to the CCDC30 Agreement for the Renewal of the s.e.

Nesbitt Community Centre and Arena

(8)

Page 8 of 10

Recommendation:

That Council receives the CCDC30 Agreement for the Renewal of the S.G Nesbitt Community Centre Arena, as information;

18. Questions from the Media Regarding Agenda Items There were no questions asked from the Media.

19. Questions from the Public Regarding Agenda Items

There were no questions asked from the Public.

Council recessed at 12:20 p.m. and reconvened at 1 :04 p.m.

20. Closed Session

a) To proceed into Closed Session for the purpose of discussing the following:

One item in accordance with Section 239(2) (d) of the Municipal Act, 2001 as amended, regarding labour relations or employee negotiations;

One item in accordance with Section 239(2) (k) of the Municipal Act, 2001 as amended, regarding 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;

One item in accordance with Section 239(2) (a) of the Municipal Act, 2001 as amended, regarding the security of the property of

the municipality or local board;

One item in accordance with Section 239(2) (e) of the Municipal Act, 2001 as amended, regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;

One Item in accordance with Section 239 (2) (f) and (c) of the Municipal Act, 2001 as amended, regarding (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and (c) a proposed or pending

acquisition or disposition of land by the municipality or local board;

One Item in accordance with Section 239 (2) (b) and (f) of the Municipal Act, 2001 as amended, regarding (b) personal matters about an identifiable individual, including municipal or Iocal board employees; and (f) advice that is subject to solicitor-client

privilege, including communications necessary for that purpose.

One Item in accordance with Section 239 (2) (b) of the Municipal

Act, 2001 as amended, regarding personal matters about an

identifiable individual, including municipal or local board

employees. * * * * * * * Res. # 20-88

Moved by: Councillor Neville Seconded by: Councillor Nesbitt

Be it resolved that Council proceed into Closed Session at 1 :05 p.m. for the

purpose of discussing the following:

* One item in accordance with Section 239(2) (d) of the Municipal Act, 2001

as amended, regarding Iabour relations or employee negotiations;

One item in accordance with Section 239(2) (k) of the Municipal Act, 2001 as amended, regarding a position, plan, procedure, criteria or instruction

*

(9)

to be applied to any negotiations carried on or to be carried on by or on

behalf of the municipality or local board;

One item in accordance with Section 239(2) (a) of the Municipal Act, 2001 as amended, regarding the security of the property of the municipality or

local board;

One item in accordance with Section 239(2) (e) of the Municipal Act, 2001

as amended, regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or Iocal board; One Item in accordance with Section 239 (2) (f) and (c) of the Municipal Act, 2001 as amended, regarding (f) advice that is subject to

solicitor-client privilege, including communications necessary for that purpose; and

(c) a proposed or pending acquisition or disposition of land by the

municipality or Iocal board;

One Item in accordance with Section 239 (2) (b) and (f) of the Municipal

Act, 2001 as amended, regarding (b) personal matters about an

identifiable individual, including municipal or local board employees; and (f) advice that is subject to solicitor-client privilege, including

communications necessary for that purpose.

One Item in accordance with Section 239 (2) (b) of the Municipal Act, 2001 as amended, regarding personal matters about an identifiable individual, including municipal or local board employees.

CARRIED * * * * *

21. Open Session Resume

a) February 13, 2020 0pen Session Resume

Res. # 20-89

Moved by: Councillor Neville Seconded by: Councillor Sayne

Be it resolved that Closed Session adjourn at 3:53 p.m. and Open Session

resume.

CARRIED

22. Report from Closed Session a) Report from Closed Session Res. # 20-90

Moved by: Councillor Nesbitt Seconded by: Councillor Neville

Be it resolved that the direction given in closed session be approved.

CARRIED

23. Draft By-laws

a) February 27, 2020 By-laws

By-Law 20-23 PLANNING Report 20-012 Zoning Amendment

PLZBA2020004;

By-Law 20-24 (ENV RPT 20-008) To execute an Automotive

Materials Stewardship Amending Agreement; and

By-Law 20-25 (CAO RPT 20-007) To authorize an Extension

Agreement with G and M Enterprises for Janitorial Services

By-Law 20-26 PLANNING Report 20-C)15 Site Plan Agreement

By-Law 20-27 To execute an Agreement with Telizon Network

Inc. for the provision of VolP Services

By-Law 20-28 To execute an Amendment to CCDC30 Agreement

for the Renewal of Arena and Memorial Centre

* @ * * * *

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Page 10 of 10

24. Adjournment

a) AdjournmentoftheFebruaryl3,2020CommitteeoftheWholeMeeting

Res. # 20-91

Moved by: Councillor Neville Seconded by: Councillor Sayne

Be it resolved that the February 13, 2020 Committee of the Whole Council

Meeting is hereby adjourned at 3:55 p.m.

CARRIED

Brent Devolin, Mayor ,:- ) - l,[7< i?pirisi'pia-i ri rl I

.shamrl? ';?r?% u- , $ Cl-er-Ic,

':7'-?

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