AGENDA OWEN SOUND CITY COUNCIL REGULAR MEETING NOVEMBER 7, :00 P.M. IN CAMERA 7:00 P.M. REGULAR MEETING

Transcription

1 AGENDA OWEN SOUND CITY COUNCIL REGULAR MEETING NOVEMBER 7, :00 P.M. IN CAMERA 7:00 P.M. REGULAR MEETING Page 1. RESOLUTION TO MOVE IN CAMERA 2. DECLARATION TO MOVE TO THE REGULAR MEETING 3. FAITH BLESSING OR MOMENT OF SILENT REFLECTION a) Shirley John, Saugeen First Nations. 4. ADDITIONAL ITEMS 5. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF CONFIRMATION OF MINUTES a) Minutes of the Regular Council meeting held on October 24, RESOLUTION MOVING COUNCIL INTO COMMITTEE OF THE WHOLE TO CONSIDER PUBLIC MEETINGS, DEPUTATIONS, PUBLIC QUESTION PERIOD, MATTERS ARISING FROM CORRESPONDENCE, REPORTS, MATTERS TABLED, MOTIONS FOR WHICH NOTICE WAS PREVIOUSLY GIVEN AND OTHER BUSINESS 8. PUBLIC MEETINGS COMMITTEE OF THE WHOLE There are no public meetings scheduled DEPUTATIONS a) Carl Raynard, David Beisel and Erik Wagenarr Re: West Hill Secondary School Envirothon Team. b) Doug McKee, Chair, Festival of Northern Lights and Paulette Periol, Tourism Marketing Co ordinator Re: Winter Guide, Cultural Accomodation Package and Festival Post Cards. c) Jodi Kaboni Re: Shortage of Affordable Housing in Owen Sound. 10. PUBLIC QUESTION PERIOD 11. CORRESPONDENCE RECEIVED FOR WHICH DIRECTION OF COUNCIL Page 1 of 86

2 Page Regular Council Meeting Agenda November 7, CORRESPONDENCE RECEIVED FOR WHICH DIRECTION OF COUNCIL IS REQUIRED a) PLAY in Bruce Grey Re: Municipal Charter REPORTS OF COMMITTEES AND CITY STAFF MATTERS TABLED AND MOTIONS FOR WHICH NOTICE HAS BEEN PREVIOUSLY GIVEN a) Consent Agenda Items: 1. Report from the Festival of Northern Lights Co ordinator Re: Festival of Northern Lights Opening Night Fireworks Display. 2. Report from the Planning Assistant Re: Application for Consent to Sever, th Street West, Township of Georgian Bluffs (Shouldice). 3. Report from the Planning Assistant Re: Zoning By law Amendment Application, Concession 5, Township of Georgian Bluffs (Gemignani). 4. Report from the Planning Assistant Re: Proposed Communications Tower Application, Grey Road 1, Township of Georgian Bluffs (Rogers Communications Inc.). 5. Business Licence Applications: a) Irina Sandu to operate 'Free Spirits Wellness', a wellness services and products business located at nd Avenue East (750 sq. ft.). Proposed Date of Opening: November 8, Planning Comments: That the business licence application be approved subject to compliance with all municipal By laws and other codes and specifically the requirements of the City's Zoning By law, , as amended. b) Phil & Bill's Video Emporium Ltd. to operate 'Phil & Bill's Video Emporium Ltd.', a video and games rental and retail business located at th Street East (4,500 sq. ft.). Proposed Date of Opening: November 15, Planning Comments: That the business licence application be approved subject to compliance with all municipal By laws and other codes and specifically the requirements of the City's Zoning By law, , as amended. c) Ontario Inc. to operate 'Grey Bruce Paint and Decor', a paint and wallpaper wholesale business located at th Street East, Units 5, 6, and 7 (3,800 sq. ft.). Proposed Date of Opening: November 1, Planning Comments: That the business licence application be approved subject to compliance with all municipal By laws and other codes and specifically the definition of 'wholesale establishment' and the regulations of the M2 zone respecting accessory retail of the City's Zoning By law, , as amended. Page 2 of 86

3 Page Regular Council Meeting Agenda November 7, a) Consent Agenda Items: 6. Minutes of Boards and Committees for Receipt: a) Owen Sound 150th Legacy Committee meeting held on October 18, Correspondence received which is presented for the information of Council. 8. Recommended Consent Agenda Motion THAT in consideration of a report dated November 1, 2011 from the Festival of Northern Lights Co ordinator, City Council hereby authorizes the discharge of fireworks on the Opening Night of the Festival of Northern Lights, subject to the inspection and approval of the Fire and Emergency Services Department, listed on the Consent Agenda dated November 7, 2011, and further THAT in consideration of a report dated October 28, 2011 from the Planning Assistant respecting the Application for Consent to Sever, th Street West, in the Township of Georgian Bluffs (Shouldice), City Council hereby directs staff to notify the Township of Georgian Bluffs that the City of Owen Sound has no comment, provided the County of Grey is satisfied that the cumulative impact of potential development on the retained lots is understood, and that the provisions of the Official Plan, including stormwater management and servicing are met, and further THAT in consideration of a report dated October 28, 2011 from the Planning Assistant respecting the Zoning By law Amendment Application, Concession 5, in the Township of Georgian Bluffs (Gemignani), City Council hereby directs staff to notify the Township of Georgian Bluffs that the City of Owen Sound has no comment, and further THAT in consideration of a report dated October 27, 2011 from the Planning Assistant respecting the Proposed Communications Tower Application, Grey Road 1, in the Township of Georgian Bluffs (Rogers Communications Inc.), City Council hereby directs staff to notify the Township of Georgian Bluffs that the City of Owen Sound has no comment, and further THAT City Council hereby authorizes the City Clerk to issue business licenses to the applicants for businesses contained on the Consent Agenda dated, November 7, 2011, with conditional approval subject to compliance with all applicable municipal By laws and other codes and specifically the requirements of the City s Zoning By law, as amended Page 3 of 86

4 Page Regular Council Meeting Agenda November 7, 2011 a) Consent Agenda Items: and subject to any other conditions that may apply, and further THAT City Council hereby receives the minutes contained on the Consent Agenda dated November 7, 2011, and further THAT City Council hereby receives the correspondence items presented for the information of Council contained on the Consent Agenda dated November 7, b) Reports: 1. Report from the Acting City Clerk Re: Land Bank Committee. 2. Report from the Acting City Clerk Re: Encroachment Agreement 580 2nd Avenue West. 3. Report from the Water/Wastewater Superintendent Re: Emergency Replacement of 17th Street East Sanitary Sewer 800 Block. 4. Report from the Director of Operations Re: Rogers Communications Inc. Regional Recreation Centre Agreement. 5. Report from the Director of Operations Re: County Winter Maintenance Agreement 2011/2012. c) Minutes of Boards and Committees for Approval: 1. Financial Advisory Committee meeting held on October 25, Operations Advisory Committee meeting held on October 19, Owen Sound & North Grey Union Public Library Board meeting held on September 22, Owen Sound Downtown Improvement Area Board of Management meeting held on September 27, OTHER BUSINESS 14. MOTION THAT THE COMMITTEE RISE AND REPORT REGULAR COUNCIL 15. RESOLUTION ADOPTING PROCEEDINGS IN COMMITTEE OF THE WHOLE 16. NOTICES OF MOTION 17. NEW BUSINESS BY RESOLUTION 18. BY-LAWS Page 4 of 86

5 Page Regular Council Meeting Agenda November 7, BY-LAWS By law No , "A By law to Amend By law No Being 'A By law to Appoint Members to Various Boards and Committees and to Establish or Amend Terms of Reference for Certain Boards and Committees' for the Purpose of Appointing Members to Various Boards and Committees" By law No , "A By law to Authorize the Mayor and Clerk to Execute an Access Agreement Between The Corporation of the City of Owen Sound and Rogers Communications Inc. Respecting Access to Lands Located in the City of Owen Sound Described as th Street East for the Purpose of Providing Television, Internet, Telephony and Other Communication Services" By law No , "A By law to Authorize the Mayor and Clerk to Execute a Winter Maintenance Agreement Between The Corporation of the City of Owen Sound and The Corporation of the County of Grey Respecting the Winter Maintenance of County Roads Located Within the City of Owen Sound for 2011/2012" By law No , "A By law to Designate Property Located at 1852, 1900 and rd Avenue East, known as the Bayshore Community Centre Lands, including the East Side Boat Launch and the McQuay Tannery Senior's Resource Centre as a Municipal Capital Facility as Permitted Pursuant to Subsection 110 (1) of the Municipal Act, 2001 and Ontario Regulation 603/06" By law No , "A By law to Exempt the Municipal Capital Facility Located at 1852, 1900 and rd Avenue East, known as the Bayshore Community Centre Lands, including the East Side Boat Launch and the McQuay Tannery Senior's Resource Centre from All Taxes Levied for Municipal and School Purposes Pursuant to Subsection 110 (6) of the Municipal Act, 2001 and Ontario Regulation 603/06" By law No , "A By law to Designate the Portion of the Property to be Occupied by the Owen Sound YMCA at th Street East, known as the Regional Recreation Centre as a Municipal Capital Facility as Permitted Pursuant to Subsection 110 (1) of the Municipal Act, 2001 and Ontario Regulation 603/06" By law No , "A By law to Confirm the Proceedings of the Regular Meeting of the Council of The Corporation of the City of Owen Sound Held on the 7th Day of November, 2011" 19. ADJOURNMENT Page 5 of 86

6 6 a) MINUTES OWEN SOUND CITY COUNCIL REGULAR MEETING OCTOBER 24, :01 P.M. IN CAMERA 7:06 P.M. REGULAR MEETING MEMBERS PRESENT: MEMBERS ABSENT/REGRETS: STAFF PRESENT: Mayor Deborah Haswell City/County Councillor Arlene Wright Councillor David Adair Councillor Ian Boddy Councillor Jan Chamberlain Councillor Peter Lemon Councillor Jim McManaman Councillor Colleen Purdon Councillor Bill Twaddle None Ruth Coursey, City Manager Wayne Ritchie, Director of Financial Services Brad McRoberts, Director of Operations Pam Coulter, Director of Community Services Lois O Neill, Deputy City Clerk Briana Bloomfield, Council Services Co-ordinator 1. RESOLUTION TO MOVE IN CAMERA Moved by Councillor J. Chamberlain Seconded by Councillor A. Wright "THAT City Council now move `In Camera' to consider personal matters about an identifiable individual including municipal or local board employees; labour relations or employee negotiations and litigation or potential litigation including matters before administrative tribunals, affecting the municipality or local board. Carried unanimously. 2. DECLARATION TO MOVE TO THE REGULAR MEETING The business of the In Camera meeting having been suspended, Council moved to the Regular Council meeting to consider the matters listed on the October 24, 2011 Agenda and other business. 3. FAITH BLESSING OR MOMENT OF SILENT REFLECTION The meeting convened with a Faith Blessing provided by Major Daniel Dearing of The Salvation Army. 4. ADDITIONAL ITEMS There were no additional items. 5. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Councillor McManaman disclosed a pecuniary interest with an item on the In Camera Agenda. He did not participate in the discussion or vote on the matter. Minutes of the Regular Council meeting held on October 24, Page 6 of 86

7 6 a) 2 Regular Council Meeting Minutes October 24, CONFIRMATION OF MINUTES a) Moved by Councillor J. Chamberlain Seconded by Councillor A. Wright "THAT the minutes of the regular meeting of City Council held on October 24, 2011 as printed, be adopted." Carried unanimously. 7. RESOLUTION MOVING COUNCIL INTO COMMITTEE OF THE WHOLE TO CONSIDER PUBLIC MEETINGS, DEPUTATIONS, PUBLIC QUESTION PERIOD, MATTERS ARISING FROM CORRESPONDENCE, REPORTS, MATTERS TABLED, MOTIONS FOR WHICH NOTICE WAS PREVIOUSLY GIVEN AND OTHER BUSINESS Moved by Councillor J. Chamberlain Seconded by Councillor A. Wright "THAT City Council now go into Committee of the Whole to consider public meetings, deputations, public question period, matters arising from correspondence, reports, matters tabled, motions for which notice was previously given and other business." Carried unanimously. 8. PUBLIC MEETINGS There were no public meetings. 9. DEPUTATIONS COMMITTEE OF THE WHOLE a) Catherine Smart Re: PLAY in Bruce Grey. Catherine Smart explained that PLAY in Bruce Grey is an initiative encouraging residents to become physically active through PLAY! She discussed the negative aspects of child obesity and the benefits of physical activity. Ms. Smart highlighted the success PLAY in Bruce Grey has had and the resources available through their website. The primary partner of PLAY in Bruce Grey has been the Grey Bruce Health Unit with the majority of funding coming from Provincial grants. Ms. Smart asked Council to endorse the PLAY in Bruce Grey Charter. b) Virginia Eichhorn, Director of the Tom Thomson Art Gallery Re: Tom Thomson Art Gallery Award. The Director of the Tom Thomson Art Gallery announced that the Art Gallery was honoured to receive the Key Gallery Partnership Award at the 2011 Ontario Association of Art Gallery Awards. This project began four years ago and has been sponsored by Northpoint Investment Solutions Inc. Donald Johnston of Northpoint Investments Solutions explained the benefits of the partnership and highlighted the amazing collection at the Tom Thomson Art Gallery and the Community Curators Event. c) Sharen Skelly Re: Garbage Bag Tags. Sharen Skelly explained that there has been a lack of public consultation respecting the increase in the cost of garbage bag tags. She is concerned that Council is not looking at alternatives, raising this fee will lead to other user fees being raised and the increase is being used as a way to earn money rather than a way to promote recycling. She noted that this increase could create a financial hardship for some and requested Council reconsider their decision to increase the fee for garbage bag tags. Council explained that the public is encouraged to be part of the budget process and there are many lines of communication available to the public including Facebook and Twitter. Minutes of the Regular Council meeting held on October 24, Page 7 of 86

8 3 Regular Council Meeting Minutes October 24, 2011 d) Chris Webb, Manager of Engineering Services Re: Kenny Drain Environmental Study Report Update. The Manager of Engineering Services provided a brief overview of the Environmental Study Report (ESR) for the Kenny Drain. The ESR updates the 1993 study for the Kenny Drain and will be valid for a ten year period. Work that is undertaken from the ESR will be subject to budget approval. Mr. Webb outlined the Kenny Drain Catchmen Area, the key focus areas including: 16 th Avenue East Stormwater Channel, 20 th Street East Diversion Channel and Industrial Park Swimming Pond, 23 rd Street East to 26 th Street East Channel, 26 th Street East Culvert/Crossing, 26 th Street East to Rail Trail Channel, Rail Trail Culvert/Crossing and 9 th Avenue East Culvert replacement, and the capital plan costs totalling $3,425, This project is required to prevent erosion, stabilize stormwater flow, improve water quality, and mitigate against flooding. 10. PUBLIC QUESTION PERIOD Raymond Botten, Victorious Living Centre, Owen Sound: Is Council aware of the present need for a furnace at Victorious Living Centre? Is Council aware that the Warden of Grey County suggested that Victorious Living Centre hold a garage sale? Is Council aware that the garage sale held by Victorious Living Centre raised over the $10, required for a furnace? Council congratulated Mr. Botten on a successful event and reaching their goal. Council discussed Item 12b) 1 at this time. 12b) 1 Report from the Community Planner Re: Site Plan Approval Application rd Avenue East Former Russel Brothers Property. Moved by Councillor P. Lemon 6 a) THAT City Council hereby receives the report dated October 13, 2011 from the Community Planner respecting a Site Plan Approval Application for rd Avenue East, and further THAT City Council hereby approves, in principle, the site plan for the proposed residential development at 3 rd Avenue East, based on the plans prepared by Ware Malcomb dated August 11, 2011, revision #8 subject to the following conditions: 1) That prior to any works on site, the finalization of any site plan agreement or building permit issuance, the Holding symbol must be removed from the MC(H)14.56 zone in accordance with the requirements of Zoning By-law and the Official Plan. 2) That no building permit shall be issued for any phase of development until such time as a Record of Site Condition (RSC) is filed and acknowledged by the Ministry of Environment for the sensitive land and the spit as described in the report by the Community planner dated October 13, ) That prior to finalization of the Site Plan Agreement, modification of the site plan(s) package be required to include the following to the satisfaction of the Community Services Department and Operations Department and any other parties as indicated: a. That a 1.5m planting strip including a screen of trees or a fence not less than 1.5m high be provided between the parking lot and the residentially zoned lands to the north in accordance with Zoning By-law ; b. That A 1.5m planting strip used for no other purpose than landscaping is required between the parking lot and the street in accordance with Zoning By-law ; Minutes of the Regular Council meeting held on October 24, Page 8 of 86

9 4 Regular Council Meeting Minutes October 24, 2011 c. Remove the words snowmobile path and replace with multi-use trail ; d. For Phases 1 and 2 together: i. That a total of two (2) loading spaces be provided (one for each building) in accordance with Zoning By-law ; ii. iii. That bicycle parking be provided in accordance with Zoning By-law For 232 dwelling units 29 spaces are required; That a means of securing bicycles is provided within the bicycle parking location(s); e. Provision of an Overall Master Development Plan for the entire property having sufficient detail to confirm uses and review zoning requirements; f. Provision of a Master Pedestrian / Trail Plan and Landscape Plan as described in the report by the Community Planner dated October 13, 2011 and that this plan be peer reviewed by a consultant chosen by the City at the expense of the developer. This plan shall be incorporated on to the site plan(s), landscape plan(s) and site servicing and grading plan(s) and considered by the stormwater management report; g. Provision of an Easement Plan as described in the report by the Community Planner dated October 13, 2011; h. Provision of a traffic signage plan; 6 a) i. Provision of barrier curbing for all parking spaces along the perimeter of the covered parking area with depressions as appropriate for barrier free access; j. Provision of depressed curbs where the multi-use trail crosses the vehicular entrance the site; k. Indication of surface treatments including but not limited to the multi-use trail, pathways, drive aisles and parking spaces, sidewalks, and traffic islands; l. That the bus lay-by shall be constructed to City standards. For clarity, there shall be no depressed curbs in the vicinity of the layby; m. Note 25 on the site plan to be revised to remove the words by others ; n. Provision of a barrier free concrete pedestrian pathway from the front of the building to the multi-use trail; o. Provision of a barrier free pedestrian crossing of the vehicular access to the covered parking area; p. That the amphitheatre structure and garbage enclosure be moved off of the storm drain easement; q. Details of the garbage enclosure(s) in accordance with the Site Plan Control Guidelines; r. Revision to the Landscape plan(s) and details to satisfaction of the Manager of Parks and Open Space; s. Site lighting provided in accordance with the Ontario Building Code and Zoning By-law. 4) That the site plan be reviewed at the next Accessibility Advisory Committee (AAC) meeting and any comments received by the AAC be included as conditions of site plan approval. 5) That prior to the finalization of the Site Plan Agreement, the applicant enter into easement agreements and provide to the City Clerk written confirmation from the City's Operations Minutes of the Regular Council meeting held on October 24, Page 9 of 86

10 6 a) 5 Regular Council Meeting Minutes October 24, 2011 Department (Engineering Services Division) and Community Services Department (Planning Division) that any easements required for public access or existing utilities crossing the property have been conveyed to the City in a manner acceptable to the Director of Operations and the City Solicitor. 6) Confirmation from the Grey Sauble Conservation Authority that they have approved the stormwater management design and that any conditions they recommend be included as conditions of site plan approval prior to the finalization of the Site Plan Agreement. 7) Confirmation from the Grey Sauble Conservation Authority that a permit has been obtained from the GSCA with respect to O. Reg. 151/06 is required prior to any development and/or site alteration within the regulated areas. 8) That prior to finalization of the Site Plan Agreement, outstanding Site Plan Application fees be paid. 9) That prior to finalization of the Site Plan Agreement the following items be addressed to the satisfaction of the Manager of Engineering Services: a. Payment of Street Occupation Permit, Special Services Application and Engineering Services Review fees prior to the issuance of a Building Permit; b. Provision of a Servicing Feasibility Study to the satisfaction of the Manager of Engineering Services; c. That the applicant provide written confirmation of access approval from the County; d. Revision of the drawings to the satisfaction of the Manager of Engineering Services; e. Provision of a Traffic Impact Study to the satisfaction of the County of Grey; f. Confirmation of a Servicing Agreement should one be required based on the findings of the servicing feasibility study or other studies to the satisfaction of the Manager of Engineering Services. 10) That the Owner enter in to a Site Plan Agreement with the City, requiring among other matters: a. Security for on-site works in the amount of $100,000 plus 100% of the cost to construct the boulevard works and multi-use trail and waterfront path across the entire property in accordance with a cost estimate by the developer s landscape architect and/or consulting engineer to the satisfaction of the Director of Community Services; b. Completion of both Phases 1 and 2 by October 24, 2013; c. Payment of a cash contribution of $3,000 towards the future installation of a transit shelter on site; d. Any conditions as required to fulfill the requirements of the Master Pedestrian/Trail Plan, Easement Plan, Servicing Feasibility Study and Traffic Study to the satisfaction of the Director of Community Services and Director of Operations; e. Back flow prevention for the water supply lateral to prevent contamination of the municipal water supply as detailed in City Policy O47; f. Adherence to Sewer Use Bylaw (as amended); g. The consultant is to confirm that the proposed servicing design will not be in conflict with other public and private utilities located in the road allowance or service easements; and Minutes of the Regular Council meeting held on October 24, Page 10 of 86

11 6 Regular Council Meeting Minutes October 24, 2011 h. Recycling facilities must be provided in accordance with the City s Mandatory Recycling By-law; i. That the developer construct waterfront path with access from 3 rd Avenue East not more than every 500m, along the entire length of the property to the satisfaction of the Director of Community Services prior to release of any securities associated with the agreement; j. That the developer construct a multipurpose trail along the entire frontage of the property with connections to the existing trail to the satisfaction of the Director of Community Services prior to the release of any securities associated with the agreement. 11) That any approval of the site plans does not constitute any approval or endorsement of the proposed property line indicated on the site plans. Carried unanimously. 11. CORRESPONDENCE RECEIVED FOR WHICH DIRECTION OF COUNCIL IS REQUIRED a) Southwest Economic Alliance Re: Resolution of Support Respecting an Economic Development Fund for Southwestern Ontario. Moved by Councillor J. McManaman 6 a) THAT City Council hereby endorses the following resolution from the Southwest Economic Alliance respecting an economic development fund for Southwestern Ontario: WHEREAS research has shown conclusively that Southwestern Ontario is a definable regional economy very different from other regions of the province, with its own unique set of opportunities and challenges; WHEREAS the Southwestern Ontario region is undergoing extensive economic transformation with some very positive results; WHEREAS high unemployment persist, with future losses in traditional manufacturing threatening to cancel out the benefits of employment gains in new growth sectors over the short and medium term; WHEREAS provincial investments in infrastructure renewal and economic development have been important in other regions of the province such as Eastern Ontario and Northern Ontario; BE IT RESOLVED THAT the City of Owen Sound supports the recommendation of the Southwest Economic Alliance (SWEA) calling on the provincial government to introduce a multi-year Southwestern Ontario Development Fund in the first budget of the new legislative session, and further THAT the primary aim of the program is to build decision making and operational capacity at the grassroots level, to encourage partnerships between all sectors of the economy in Southwestern Ontario, and further THAT the program aim to support the creation, expansion and operation of agencies which represent two or more municipal economic development agencies working in partnership with, academe, the private sector and social enterprise, which lead to Foreign Direct Investment (FDI) attraction and business recruitment and expansion. Carried unanimously. Minutes of the Regular Council meeting held on October 24, Page 11 of 86

12 7 Regular Council Meeting Minutes October 24, 2011 b) MADD Canada, the Ontario Public Health Association and the Centre for Addiction and Mental Health Re: Privatization of Beer and Wine Sales. Moved by Councillor J. McManaman THAT City Council hereby receives the correspondence dated September 22, 2011 from MADD Canada, the Ontario Public Health Association and the Centre for Addiction and Mental Health respecting the privatization of beer and wine sales. Carried unanimously. 12. REPORTS OF COMMITTEES AND CITY STAFF, MATTERS TABLED AND MOTIONS FOR WHICH NOTICE HAS BEEN PREVIOUSLY GIVEN a) Consent Agenda Items: 1. Report from the Facilities Booking Co-ordinator Re: Execution of an Agreement with the Bluewater District School Board for Use of the Coliseum Arena for a Hockey Canada Skills Academy Program. 2. Report from the Planning Assistant Re: Notice of the Passing of a Zoning By-law for Part Lots 16 and 17, Concession 5, in the Township of Georgian Bluffs ( Ontario Inc.). 3. Report from the Planning Assistant and Director of Operations Re: Consent Hearing Notice for th Street West, Township of Georgian Bluffs (Shay Morris). 4. Report from the Planning Assistant Re: Proposed Minor Variance and Severance Applications for Highway 21, Township of Georgian Bluffs (Donna Mills). 5. Report from the Planning Assistant Re: Proposed Zoning By-law Amendment for Part Block A, Plan 447, 16R-8846, Parts 1-3, Township of Georgian Bluffs (Edward and Margaret Kopeechuk). 6. Report from the Planning Assistant Re: Notice of Public Meeting for a Communications Tower Application at Highway 6, Township of Georgian Bluffs ( Ontario Inc./Rogers Communications Inc.). 7. Report from the Community Planner Re: Notice of the Passing of an Amendment to the Comprehensive Zoning By-law for the Municipality of Meaford. 8. Business Licence Applications: 6 a) a) 3 Pillars Business Services to operate 3 Pillars Business Services, a business support services business located at rd Avenue East, Unit 19A (250 sq. ft.). Proposed Date of Opening: October 1, Planning Comments: That the business licence application be approved subject to compliance with all municipal by-laws and other codes and specifically the requirements of the City s Zoning By-law , as amended. b) Mary Batstone to operate Aerus Electrolus (Healthy Solutions Sales and Service), a sales and service of Electrolux products, vacuums, air cleaners and shampoo business located at nd Avenue East (1,200 sq. ft.). Proposed Date of Opening: July 1, Planning Comments: That the business licence application be approved subject to compliance with all municipal by-laws and other codes and specifically the requirements of the City s Zoning By-law , as amended. Minutes of the Regular Council meeting held on October 24, Page 12 of 86

13 9. Minutes of Boards and Committees: 6 a) 8 Regular Council Meeting Minutes October 24, 2011 a) Owen Sound Municipal Non-Profit Housing Corporation meeting held on September 20, b) Owen Sound Municipal Non-Profit Housing Corporation Annual meeting held on October 11, c) Owen Sound Housing Company Limited meeting held on September 20, d) Owen Sound Housing Company Limited Annual meeting held on October 11, e) Owen Sound 150 th Anniversary Legacy Committee meeting held on May 17, f) Owen Sound 150 th Anniversary Legacy Committee meeting held on August 16, g) Owen Sound 150 th Anniversary Legacy Committee meeting held on September 20, Correspondence received which is presented for the information of Council. a) Temporary Street Closure Application, Kiwanis Club of Owen Sound Re: The Santa Claus Parade November 19, b) SUMMARY OF RELEASES AND REPORTS: FCM News Re: Request for Proposals to Host either the March 2014 or September 2014 Meeting of FCM s Board of Directors FCM News Re: Registration details for FCM s 2012 Sustainable Communities Conference AMO Watch File Re: October 6, 2011 AMO Watch File Re: October 13, 2011 AMO Breaking News Re: Ontario Election Weekly Roundup Update AMO Breaking News Re: Canada EU Comprehensive Economic and Trade Agreement Update AMO Update Re: Program at a Glance Now Available for CRST 2011 AMO Update Re: CRST What is the Future Going to Cost You? AMO Update Re: Connections Energy Symposium Powering Up for 2012 Source Protection Update Re: Source Protection Plan Pre-Consultation Source Protection Update Re: Minutes of the July 22, 2011 Meeting Ontario Good Roads Association Update Re: Call for Nominations to the Board of Directors Rural Ontario Institute Workshop Invitation Re: Success Factors in Rural Community Economic Development Grey Roots Media Release Re: Grey Roots Hosts Culture Days Grey Roots Media Release Re: New Acquisitions Exhibit Opening Grey Bruce Health Unit News Feature Re: The Culture of Alcohol in Grey Bruce Grey Bruce Health Unit News Release Re: Ontarians Warned Not To Eat Food Product Contaminated With Listeria Grey Bruce Health Unit News Release Re: Flu Immunizations Reduce Illness & Death in Grey Bruce Grey Bruce Health Unit News Release Re: STOP Program: Support for Smokers Who Wish to Quit Minutes of the Regular Council meeting held on October 24, Page 13 of 86

14 9 Regular Council Meeting Minutes October 24, 2011 City of Owen Sound Media Release Re: Highland Manor Wins Trip Advisor Award City of Owen Sound Media Release Re: Transfer of City By-Law and Parking Enforcement to Owen Sound Police Services City of Owen Sound Media Release Re: August 2011 Building Statistics City of Owen Sound Media Release Re: City of Owen Sound Corporate Social Media Launch City of Owen Sound Media Release Re: City of Owen Sound Celebrates Local Government Week with Students from Owen Sound Schools Moved by Councillor A. Wright 6 a) THAT City Council hereby authorizes the Mayor and Clerk to execute an agreement between The Corporation of the City of Owen Sound and The Bluewater District School Board for use of the Coliseum Arena by West Hill Secondary School and Owen Sound Collegiate and Vocational Institute (OSCVI) for the 'Hockey Canada Skills Academy Program', subject to the conditions contained within the report from the Facilities Booking Co-ordinator dated October 12, 2011, listed on the Consent Agenda dated October 24, 2011, and further THAT in consideration of a report dated October 17, 2011 from the Planning Assistant respecting the Notice of the Passing of a Zoning By-law for Part Lots 16 and 17, Concession 5, Township of Georgian Bluffs ( Ontario Inc.), City Council hereby directs staff to notify the Township of Georgian Bluffs that the City of Owen Sound has no further comment, provided the County of Grey is satisfied that the cumulative impact of this development is understood, and that the provisions of the Official Plan, including stormwater management and servicing are met, and further THAT in consideration of a report dated October 17, 2011 from the Planning Assistant and the Director of Operations respecting the Consent Hearing Notice for th Street West, Township of Georgian Bluffs (Shay Morris), City Council hereby directs staff to notify the Township of Georgian Bluffs that the Planning Division has no comment, provided the County of Grey is satisfied that the cumulative impact of this development is understood, and that the provisions of the Official Plan, including stormwater management and servicing are met and the Operations Department recommends that the Township of Georgian Bluffs require a stormwater management plan and that no connection to City water services is permitted, and further THAT in consideration of a report dated October 17, 2011 from the Planning Assistant respecting Proposed Minor Variance and Severance Applications for Highway 21, Township of Georgian Bluffs (Donna Mills), City Council hereby directs staff to notify the Township of Georgian Bluffs that the City of Owen has no comment, and further THAT in consideration of a report dated October 17, 2011 from the Planning Assistant respecting a Proposed Zoning By-law Amendment for Part Block A, Plan 447, 16R-8846, Parts 1-3, Township of Georgian Bluffs (Edward and Margaret Kopeechuk), City Council hereby directs staff to notify the Township of Georgian Bluffs that the City of Owen Sound has no further comment, provided the County of Grey is satisfied that the cumulative impact of this development is understood, and that the provisions of the Official Plan, including stormwater management and servicing are met, and further THAT in consideration of a report dated October 19, 2011 from the Planning Assistant respecting a Notice of Public Meeting for a Communications Tower Application at Highway 6, Township Minutes of the Regular Council meeting held on October 24, Page 14 of 86

15 10 Regular Council Meeting Minutes October 24, 2011 of Georgian Bluffs ( Ontario Inc./Rogers Communications Inc.), City Council hereby directs staff to notify the Township of Georgian Bluffs that the City of Owen Sound has no comment, and further THAT in consideration of a report dated October 5, 2011 from the Community Planner respecting the Notice of the Passing of an Amendment to the Comprehensive Zoning By-law by The Corporation of the Municipality of Meaford, City Council hereby directs staff to notify the Municipality of Meaford that the City of Owen Sound has no comment, and further THAT City Council hereby authorizes the City Clerk to issue business licences to the applicants for businesses contained on the Consent Agenda dated, October 24, 2011, with conditional approval subject to compliance with all applicable municipal By-laws and other codes and specifically the requirements of the City s Zoning By-law and subject to any other conditions that may apply, and further THAT City Council hereby receives the minutes contained on the Consent Agenda dated October 24, 2011, and further THAT City Council hereby receives the correspondence items presented for the information of Council contained on the Consent Agenda dated October 24, Carried unanimously. b) Reports: 1. Report from the Community Planner Re: Site Plan Approval Application rd Avenue East Former Russel Brothers Property. This item was dealt with following Item Report from the Acting City Clerk Re: Stop Up and Close Laneway at Rear of th Street East. Moved by Councillor P. Lemon THAT in consideration of a report dated October 17, 2011 from the Acting City Clerk, City Council hereby approves stopping up and closing the unopened portion of a 30 foot lane located at the rear of property known as th Street East, declares these lands to be surplus and authorizes the Mayor and Clerk to execute a Quit Claim Deed for the lane to the owners of property located at st Avenue East. Carried unanimously. 3. Report from the Environmental Superintendent Re: Bag Tag Rate Increase Implementation Plan. Moved by Councillor J. McManaman THAT in consideration of a report dated October 17, 2011 from the Environmental Superintendent respecting Bag Tag Rate Increase Implementation Plan, City Council hereby authorizes implementing the Bag Tag increase effective October 25, Carried on endorsed division, Councillor Lemon and Wright opposed. Councillor P. Lemon left his chair. 6 a) Minutes of the Regular Council meeting held on October 24, Page 15 of 86

16 11 Regular Council Meeting Minutes October 24, Report from the Director of Operations Re: Transit Shelter Maintenance Agreement. Moved by Councillor A. Wright THAT in consideration of a report dated October 14, 2011 from the Director of Operations, City Council hereby authorizes the Mayor and Clerk to execute an agreement with Able Bodied Maintenance, a Division of Community Living Owen Sound & District for snow removal and maintenance of the transit shelters for a term to expire October 31, Carried unanimously by those present. 5. Report from the Engineering Assistant Re: St. Mary s High School Halloween Hustle October 31, Moved by Councillor D. Adair THAT in consideration of a report dated October 12, 2011 from the Engineering Assistant, City Council hereby authorizes St. Mary s High School to hold their Halloween Hustle on October 31, 2011 on City Streets and trails, conditional upon providing a Certificate of Insurance in the amount of $2,000, naming the City of Owen Sound and County of Grey as additional insured, and further THAT the applicant obtain a permit from Grey County, if required by the County and provide a copy of the permit to the City prior to conducting the event, and further THAT the applicant provide race marshals along the route to ensure the safety of the participants and the public, and further THAT the applicant make arrangements with Police Services for traffic control at the junction of 3 rd Avenue East, East Bay Shore Road/Grey County Road 15, and the Tom Thomson/Rail Trail Crossing at East Bay Shore Road. Carried unanimously by those present. 6. Report from the Purchasing Manager Re: Request to Tender, one (1) 2012 Loader, Public Works. Moved by Councillor C. Purdon THAT in consideration of a report dated October 17, 2011 from the Purchasing Manager, City Council hereby approves the request to tender for the acquisition of one new 2012 loader for the Public Works Division, and further THAT the Purchasing Manager report back to Council with the results of the Tender along with other required information including budget, financing and a recommendation for Council s approval. Carried unanimously by those present. c) Minutes of Boards and Committees for Approval: 6 a) 1. Owen Sound City Council Pre-Budget I meeting held on October 11, Financial Advisory Committee meeting held on September 27, Accessibility Advisory Committee meeting held on October 3, By-law Committee meeting held on October 18, Operations Advisory Committee meeting held on September 21, Environmental and Waste Advisory Committee meeting held on October 4, Economic Development and Tourism Committee meeting held on September 19, Minutes of the Regular Council meeting held on October 24, Page 16 of 86

17 12 Regular Council Meeting Minutes October 24, Regional Recreation Centre Steering Committee meeting held on September 19, Owen Sound Downtown Improvement Area Board of Management meeting held on June 28, Joint Owen Sound/Georgian Bluffs Task Force Meeting held on September 28, Moved by Councillor J. McManaman THAT the minutes of the following Boards and Committees be hereby received and the recommendations contained therein be hereby approved: 1. Owen Sound City Council Pre-Budget I meeting held on October 11, Financial Advisory Committee meeting held on September 27, Accessibility Advisory Committee meeting held on October 3, By-law Committee meeting held on October 18, Operations Advisory Committee meeting held on September 21, Environmental and Waste Advisory Committee meeting held on October 4, Economic Development and Tourism Committee meeting held on September 19, 2011 with Item 7b) being forwarded to the Recreation and Parks Advisory Committee for their information. 8. Regional Recreation Centre Steering Committee meeting held on September 19, Owen Sound Downtown Improvement Area Board of Management meeting held on June 28, Joint Owen Sound/Georgian Bluffs Task Force Meeting held on September 28, Carried unanimously by those present. 13. OTHER BUSINESS There was no other business. Council returned to Room 205 at 8:46 p.m. to complete the In Camera meeting. Council reconvened the Regular Council meeting at 10:10 p.m. All of Council was present along with the City Manager, Director of Financial Services and Acting City Clerk. 14. MOTION THAT THE COMMITTEE RISE AND REPORT Moved by Councillor D. Adair 6 a) "THAT the Committee rise and report." Carried unanimously. REGULAR COUNCIL 15. RESOLUTION ADOPTING PROCEEDINGS IN COMMITTEE OF THE WHOLE Moved by Councillor J. Chamberlain Seconded by Councillor A. Wright "THAT the action taken in Committee of the Whole in considering public meetings, deputations, public question period, matters arising from correspondence, reports, matters tabled, motions for which notice was previously given and other business be hereby confirmed by this Council." Carried unanimously. Minutes of the Regular Council meeting held on October 24, Page 17 of 86

18 6 a) 13 Regular Council Meeting Minutes October 24, NOTICES OF MOTION There were no notices of motion. 17. NEW BUSINESS BY RESOLUTION There were no new business items. 18. BY-LAWS By-law No , "A By-law to Authorize the Mayor and Clerk to Execute an Amending Easement Agreement Between The Corporation of the City of Owen Sound and Sara Jane Haines, Mary Jane Haines and Ronald Willis Haines Respecting Property Located at rd Avenue West and Described as Part 1 on Reference Plan 16R-5963" By-law No , "A By-law to Amend By-law Being 'A By-law for the Establishment of Fees and Charges for Information, Services and Activities Provided by The Corporation of the City of Owen Sound and for the Use of the Property Owned by The Corporation of the City of Owen Sound' for the Purpose of Amending Schedule 'A', Operations Department Fees, Public Works Division, Waste Management, Bag Tag Fee" By-law No , "A By-law to Authorize the Mayor and Clerk to Execute a Memorandum of Understanding Between The Corporation of the City of Owen Sound and the Bluewater District School Board for Use of the Coliseum for a Hockey Canada Skills Academy for West Hill Secondary School" By-law No , "A By-law to Authorize the Mayor and Clerk to Execute a Winter Maintenance Agreement Between Her Majesty The Queen in Right of Ontario, Represented by the Minister of Transportation for the Province of Ontario and The Corporation of the City of Owen Sound Respecting the Winter Maintenance of Highway 26 Within the City of Owen Sound from the Boundary of Park Lot 7 and 8 Easterly Kilometres" By-law No , "A By-law to Authorize the Mayor and Clerk to Execute an Encroachment Agreement Between The Corporation of the City of Owen Sound and Matthew Angus Frillman and Carla Fay Frillman Respecting the Encroachment of the Front Veranda and Steps Presently Erected on Property Located at 250 5th Street East which Encroaches onto the 5th Street East Road Allowance" By-law No , "A By-law to Amend Zoning By-law , as Amended, Being the City of Owen Sound Zoning By-law Respecting the Removal of Holding Provisions from Lands Described as Pt Park Lt 5 Range 4 EGR PL Owen Sound, Pt 1, 16R9899, County of Grey, City of Owen Sound and to Rescind By-law " By-law No , "A By-law to Authorize the Mayor and Clerk to Execute a Lease Agreement Between The Corporation of the City of Owen Sound and Donald T. Curry Respecting Lands Located on the South Half of Lot 8, Concession 2 in the Municipality of Georgian Bluffs in the County of Grey for Agricultural Purposes Only" By-law No , "A By-law to Authorize the Mayor and Clerk to Execute a Memorandum of Understanding Between The Corporation of the City of Owen Sound and the Bluewater District School Board for Use of the Coliseum for a Hockey Canada Skills Academy for Owen Sound Collegiate & Vocational Institute School (OSCVI)" By-law No , "A By-law to Authorize the Mayor and Clerk to Delegate Signing Authority to Any Two of the Director of Financial Services, City Manager, Manager of Accounting, or Manager of Revenue/Tax Collector for Banking Purposes" Minutes of the Regular Council meeting held on October 24, Page 18 of 86

19 14 Regular Council Meeting Minutes October 24, 2011 By-law No , "A By-law to Confirm the Proceedings of the Regular Meeting of the Council of The Corporation of the City of Owen Sound Held on the 24th Day of October, 2011" Moved by Councillor J. Chamberlain Seconded by Councillor A. Wright i) "THAT By-law Number be hereby passed and enacted. A recorded vote was requested by Councillor P. Lemon. 6 a) Councillor Adair Councillor Boddy Councillor Chamberlain Councillor Lemon Councillor McManaman Councillor Purdon Councillor Twaddle Councillor Wright Mayor Haswell YEA X X X X X X X NAY X X The resolution was approved with 7 affirmative votes and 2 opposed. Moved by Councillor J. Chamberlain Seconded by Councillor A. Wright ii) "THAT By-law Numbers , , , , , , , and be hereby passed and enacted." Carried unanimously. 19. ADJOURNMENT The business contained on the agenda having been completed, Mayor Haswell adjourned the meeting at 10:25 p.m. Mayor Acting Clerk Minutes of the Regular Council meeting held on October 24, Page 19 of 86

20 9 a) a) Carl Raynard, David Beisel and Erik Wagenarr Re: West Hill Secondary School Envirothon Team. Page 20 of 86

21 11 a) PLAY in Bruce Grey Re: Municipal Charter Page 21 of 86

22 12 a) 1 Report from the Festival of Northern Lights Coordinator Re: Festival of Northern Lights Opening Page 22 of 86

23 12 a) 1 Report from the Festival of Northern Lights Coordinator Re: Festival of Northern Lights Opening Page 23 of 86

24 DATE: Octobe Township of Geo Bluffs 5N5 PLANNING DIVISION The subject lands are located within the Hamlet of Brooke in the County Official Plan, with a significant portion of the retained parcel designated'hazard Lands'' The Planning Division tas n-o cornment, providet the County of Grey is satisfied that the cumulative impact of potential development on the retained lot is understood, and that the provisions of the Official Plan, includìng (. Q 6 t -. M.(0il,. 12 a) 2 /J ' (-'n ß (1lub','1, FILE: B-14l11 TO: Agencies The Township of Georgian Bluffs has received Planning Applications as oufll application is being circulated to you for your review and comments. d below. The 11',t. ' &11 +/- 403 m (1324 ft) lrregular (see site plan) 13"'Street West and 14'" Street West lawyer determined that the subject lands in Consent Applicat on 8-03/11 (Lot Addition) had been merged on title in The applicants are now applying to "re-constitute the original hístoric 3.2 acre parcel (as in deed R now PIN LT) and original 4 5 acre parcel (as in deed R now PIN 37C/,S-02O2 I) as separate parcels. The applicanls solicitor will undertake to reg ster the 3.2 acre and 3.3 acre parcels to form one property as per application 803/1 1'. Copies oflhe deed are available upon requesl. The proposed lot Additional information relating to the Planning Application may be obtained at the Township Office, at the above address, between the hours of 9:00 a-m. and 4:30 p.m. (Monday to Friday). Additional information can also be viewed on-line at Your comments and/or conditions of approval are requested on or before OCTOBER and will be used to prepare a Planning Report for the Public Hearing scheduled for November 9, 2011 al7:15 pm. lf you are unable to comment in the time specified, please contact Christine Fraser-McDonald at cfraser@eeorqianbluffs.on,ca or exl 226. Report from the Planning Assistant Re: Application for Consent to Sever, th Street West, Page 24 of 86

25 12 a) 2 SITE PLAN TP Brootç Pt Park Lat'117 ARN: TP Brook Pt Park Lots 111, 112&116 ARN: Former Sarawak Township r_or r7:' yu'ld. (l P' ' 3,2 a os I l SBÞo.e._ u.el ri í/ Report from the Planning Assistant Re: Application for Consent to Sever, th Street West, Page 25 of 86

26 12 a) 3 Report from the Planning Assistant Re: Zoning Bylaw Amendment Application, Concession 5, Page 26 of 86

27 12 a) 3 Report from the Planning Assistant Re: Zoning Bylaw Amendment Application, Concession 5, Page 27 of 86

28 12 a) 3 Report from the Planning Assistant Re: Zoning Bylaw Amendment Application, Concession 5, Page 28 of 86

29 12 a) 4 Report from the Planning Assistant Re: Proposed Communications Tower Application, Grey Page 29 of 86

30 12 a) 4 Report from the Planning Assistant Re: Proposed Communications Tower Application, Grey Page 30 of 86

31 12 a) 4 Report from the Planning Assistant Re: Proposed Communications Tower Application, Grey Page 31 of 86

32 12 a) 6 a) Owen Sound 150 th Legacy Committee Meeting October 18, 2011 Present: Fred Furness, Donna Beatty, Cathy McCoy, Merry Whalen, Ruth Henderson, Roberta Brignell (Community Foundation) Absent: Jan Chamberlain (Chair), John Prettie, Sandy Stevenson (Recorder), 1. Minutes of Sept 20, 2011 were reviewed. Motion: To accept minutes of Sept 20, 2011 as written Moved: Donna Beatty Second : Merry Whalen Confirmed that Sandy to send minutes to loneill@owensound.ca 2. Business arising from the minutes: Jan suggested that the city should be asked to provide is with a financial report of our fund. Jan will ask for that update. The finalized paperwork for flow through funds needs to be finalized. Referred to Nov. meeting 3. Fundraising Initiative: Fred Furness presented results from the Scenic Order of Good Cheer meeting :unanimously approved to hold a Party on the Dock function on July 28 th, 2012 at the Lumley Bayshore Parking Lot in partnership with the Owen Sound 150 th Legacy Fund Committee. Motion: To form an agreement, in writing, between the Scenic Order of Good Cheer and the Owen Sound 150 th Legacy Committee to hold a Party on the Dock event on July 28 th, 2012 at the Lumley Bayshore. It is understood that no other not-for-profit shall be asked to be involved without full consent of both parties. Both parties will share the costs and benefits of this event equally. Each group will have a Co-Chair for this event. Moved:Merry Whalen Second: Donna Beatty Vote: All in favor 4- Seven Committees will be formed 1-generators, band, stage, sound system 2-set-up for tents, food menu, foodbooths, bar and clean-up 3-fencing, security, port-o-potty s 4-volunteers and labor -all were encouraged to look for other volunteers to help with this event. (eg. Ian Boddy) 5-advertising, promotions and ticket sales- to include GB Tourism, OS Tourism, Boater Destination magazines, Canadian Power and Sale Squadron Magazine, CARP ect. and to pre-sell tickets and novelties at the Farmers Market in July and the Hottest Yard Sale 6-souvenirs, novelties, booths, decorations 7-finance, insurance and permits 5- Grants to support this event Roberta will look into possible funding grants Meeting Next Meeting: Nov. 15 th, 2011 Note: Time of Meeting change to 2pm. Minutes of Boards and Committees for Receipt: Page 32 of 86

33 12 a) 6 a). Next Meeting: October 18 th, 1:00 pm. City Hall Minutes of Boards and Committees for Receipt: Page 33 of 86

34 12 a) 7 CORRESPONDENCE ITEMS PRESENTED FOR INFORMATION November 7, 2011 a) Correspondence from The Grey Bruce Health Unit Re: Fluoride Levels in Grey Bruce Communal Water Supplies. (Copy of correspondence previously ed and in file). b) SUMMARY OF RELEASES AND REPORTS: FCM News Re: Week of October 24, 2011 AMO Watch File Re: October 20, 2011 AMO Watch File Re: October 27, 2011 AMO Report Re: Report to Members on September 2011 Board Meeting AMO Update Re: Registration for the 2011 Ontario West Municipal Conference AMO Invitation Re: LAS Connections Energy Symposium Powering Up for 2012 AMO Invitation Re: Highlights, Program, & Registration for the 2011 Connections Symposium Grey Bruce Health Unit News Release Re: Durham & Owen Sound Flu Clinics Grey Roots Media Release Re: The History of Nuclear Power Revealed at the Grey Roots Fall Lecture Series Grey Roots Media Release Re: Local Soldiers Remembered in New Grey Roots Exhibit, The Lost Regiments of Grey County City of Owen Sound Media Release Re: Owen Sound Cultural Awards City Announces Award Nominees City of Owen Sound Media Release Re: Goods Exchange Day on October 22, 2011 City of Owen Sound Media Release Re: Owen Sound Safe Trails Network Project Open House Map Release and Outline for Trails Master Plan City of Owen Sound Update Re: Second Mandatory Public Contact Phase 2 Environmental Study Update Report Correspondence received which is presented for the information of Council. Page 34 of 86

35 12 b) 1 Report from the Acting City Clerk Re: Land Bank Committee. Page 35 of 86

36 12 b) 1 Report from the Acting City Clerk Re: Land Bank Committee. Page 36 of 86

37 12 b) 2 Report from the Acting City Clerk Re: Encroachment Agreement 580 2nd Avenue West. Page 37 of 86

38 12 b) 2 Report from the Acting City Clerk Re: Encroachment Agreement 580 2nd Avenue West. Page 38 of 86

39 12 b) 2 Report from the Acting City Clerk Re: Encroachment Agreement 580 2nd Avenue West. Page 39 of 86

40 12 b) 2 Report from the Acting City Clerk Re: Encroachment Agreement 580 2nd Avenue West. Page 40 of 86

41 12 b) 3 DATE: TO: November 1,207t Mayor and Council Report FROM: Matt Prentice DIV: Water/Wastewater DEPTr Operations SUBJECT: EMERGENCY REPLACEMENT OF LTTTI ST EAST SANITARY SEWER 8OO BLOCK RECOMMENDATION: That C ty Council, based upon a repoft from the Superintendent of Water and Wastewater dated November L, ãolli authorise staff to execute emergency replacement of the sanitary sewer on 17th Street East in the 8O0 block. BACKGROUND: On October 15th there was a sewer main blockage on 17th Street East in the 800 block, The City Vactor cleaned the sewer that day, and on subsequent days, and it was noted that pieces of the clay pipe came out during the cleaning; the existing sewer is an old 9" Clay pipe. Suspecting sewer failure, staff had the sewer main TV inspected on October 27th and extensive sewer cracking and collapse was confirmed. The TV inspection could not even be completed since the camera could not pass the collapsed portions on the east and west end of the street section. The sewer remains in service as the collapse is not complete and at the time of writing this repoft, it is still conveying sewage. City Public Works and/or Wastewater staff are inspecting the sewer daily to attempt to prevent further blockages. ANALYSIS: The sewer main could undergo additional collapse at any time. Its current status will also cause ongoing clogging by sewage solids. Further attempts (when needed and attempted) to clean/unblock the sewer with the Vactor jets may actually precipitate fufther collapse due to the sewer's poor condition. Extensive longitudinal cracking, especially along the top and bottom of the pipe, is evident in those sections which have not yet collapsed (Please refer to the attached photos from the TV inspection repoft). The sewer cannot be lined as insufficient shape exists to form a liner within. Consideration was given to using "own forces" (Public Works staff) to repair the sewer, but while executing spot repairs is work that Public Works staff can and do accomplish, replacing an entire block of sewer (135 metres or 440 feet) is beyond the scope of in-house capability. Moreover Winter Control begins November 14. Additionally the sewer is, on average, 2.7 m (9 feet) deep and is in the centre of the road....2 Report from the Water/Wastewater Superintendent Re: Emergency Replacement of 17th Street East Page 41 of 86

42 12 b) 3 Matt Prentice, November 1, 20LL Page 2 of 2 Due to trench depth and width it cannot be replaced without disturbing, and then restoring, the asphalt and (at least some) granular for the entire road width. City staff has solicited competitive quotations for the work from qualified area contractors, on very short notice. Quotatìons are to be received on Friday November 4th. The Purchasing Bylaw contains provisions for rapid Council approval, for emergency situations such as this case. In this way the Purchasing Bylaw can be adhered to with a faster method than usual to receive the bids to facilitate rapid completion. FINANCIAL/ BU DG ET IM PLICATIONS: This is an unbudgeted item and the funds will have to come out of Wastewater reserves, as per the Director of Finance, It is expected that the cost will be at least $150,000, however that estimate is subject to variation due to the'reality of short notice on the project, A summary of actual quotation results will be provided once available, prior to the November 7, 2OLL Council meeting, under separate cover, Prepared by: Reviewed by: Matt Prentice, M. Eng., P. Eng. Water/Wastewater Superintenda nt irector of Operations Submitted by: A. Ruth Coursey City Manager Report from the Water/Wastewater Superintendent Re: Emergency Replacement of 17th Street East Page 42 of 86

43 Place: Owm Sound 12 b) 3 Placê: Road : Date: 10t27t2011 Grade: 4 Locâtion: Câtchmônt: Group Project #: Purpose : Use: Comment: Vehicle: ccw3 Oxren Sound 17th St ect East Main road - suburòan/rural lnspection report / lnspection: I Weather: Dry Cemera: Pannilt Locat on dela ls: N/A Tape number: 001 Rêversal done: Yeg Sampl. survèy to determln assst cond tlon Foul Rèvår3sl Total Lenght lnspected: 4.88 m Work order#: Pipe shape: Pipe s 26 : Pipe matêrial : Lining : Sêct on Number: 2 Cleaned : ye3 Têl:(905) Fex:(W5) Upstrêam MH : E90 ltth St, E Oownstream MH: th Av.. E Total Lenglh:,1.86 m C rcular 225 mm Vltrified clay lnspêct on Direction: Downstream Opêrator: Rvân l:50 Position Observation Grade Start of survey Remarks: Downstream Manhole Remarks: th St. E 1.04 m Water level, 5% of sewer h ght Debrrs grease from 1 2 to 1 2 o'clock. 5.'ô cross-sectional area ioss S,I Debris grease from 1 2 to 12 o'clock. 5-qô cross-sectional area loss. Start "r Broken sewer, from 6 to 7 o'clock Broken selver, from 12 to 7 o'clock Remarks: in s ght F1 Debris grease from 1 2 to 1 2 o'clock, 5'o cross-sectional area loss End Survey abandoned Remarks: cannot cont nue duê to broken pipe STR m dof STR peâr SIRæil STR tdâl STR qade ser no def I ser peak I SER lhn SER tohl SER grade L91 t60 I Oryen Sound sanltary hourly II Pag.t I Report from the Water/Wastewater Superintendent Re: Emergency Replacement of 17th Street East Page 43 of 86

44 12 b) 3 Place: ôw n Sa nd lnspection pictures / lnspection: I Road: I 7fh Str.ât Er.f Date: õtt', ttíti I Section number: 2 Tape #: 001 Pholoi 2 _1 _4 _27 I I _ _A. J PG, VC R No. : m, Debris grease, from l2 to 12 o'clock, 50/o cross-sect onal area loss Photo: 2_1 _5_ _ J. J PG, VCR No. : m, Debris grease, from 12lo 12 o'clock, 5% cross-sectional area lo$, Start Pholo: 2_l _6_27 1O2O'l 1 _1 22U2jA. J PG, VC R No. : m, Broken sewer, from 6 to 7 o'clock P hoto: 2 _1 _7 _ _ _A. J PG, VC R No. : m, Broken sewer. from 12 to 7 o'clock OwenSoundsanitaryhourly ll?agèi2 Report from the Water/Wastewater Superintendent Re: Emergency Replacement of 17th Street East Page 44 of 86

45 12 b) 3 Place: Road : Date : 10t27t2011 Gradê: 5 Location: Catchment: Group Project #: Purpose : Usê: Comment : Vehicle: ccw3 Owên Sound 17th Street East Main oad. suburbanrrural lnspection report / lnspection: I Weather ory Camera : Pan/lilt Location details: Tape numbor: Reversal dono: Sample survey to determin asset condition Foul N'A N'A 001 Yes Total Lenght lnspected 2.26m Work order# 235E0 P pê shape: P pe s ze : Pipe material : Lining : Section Number 1 Cleaned: ves Tel:(905) Fax:(905) Upsùeam MH : 890 ltth St. E Downstrêam MH: th Ave. E Total Length: 2.26 m Circular 225 mm V trified clay lnspecl on Direction: Up3tream Operator Rvan l:50 Position Observation Grade I Start of survey Remarks: Upsbeam ManholE Remarks: th Ave. E Water level, l5% of sewer height Fractures, multipe, from 10 to 3 o'clock Broken se',ver, from I to 4 o'clock Collapsed pipe, 55% cross-sectional area loss Remarks: in sight lnfiltration, gusher at joint, from 9 to 10 o'clock Rêmarks: possible cn Survey abandoned Remarks: cannot continue due to collapsed pipe, reversal pending STR m def I STR peak I STR mean I STR toial I STR grde SER m (þf I SER peã( SER mean I SER tolal I SER grade ,.O hottfiy ll 1, Report from the Water/Wastewater Superintendent Re: Emergency Replacement of 17th Street East Page 45 of 86

46 12 b) 3 Place ôw n Ca lnspection pictures / lnspection: I Road: ttth Strêêt Eâ.t Date: 10t Sect on number: 1 Tape #: 001 Photo: 1_1_4_27'102011_ _A.JPG, VCR No.: m, Fractures, multipe, from l0 to 3 o'clock Photo: 1_1 _ _ _A.JPG, VCR No.: m, Collapsed pipe, 550,6 cross-sectional area loss I lttrr :r.' i,êt i 890 l7'.h ;t Uo:t' rafr l6ì7 3rh È,/e 1 Photo: 1_1_7_ l_120000_a.jpg, VCR No.: 00'l 2.26m, lnllltration, gusher at ioint, from 9 to 10 o'clock OrvenSoundsanltaryhouly ll?agèi2 Report from the Water/Wastewater Superintendent Re: Emergency Replacement of 17th Street East Page 46 of 86

47 12 b) 4 Report from the Director of Operations Re: Rogers Communications Inc. Regional Recreation Centre Page 47 of 86

48 12 b) 5 Report from the Director of Operations Re: County Winter Maintenance Agreement 2011/2012. Page 48 of 86

49 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 49 of 86

50 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 50 of 86

51 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 51 of 86

52 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 52 of 86

53 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 53 of 86

54 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 54 of 86

55 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 55 of 86

56 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 56 of 86

57 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 57 of 86

58 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 58 of 86

59 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 59 of 86

60 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 60 of 86

61 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 61 of 86

62 12 c) 1 Financial Advisory Committee meeting held on October 25, Page 62 of 86

63 12 c) 2 MINUTES OPERATIONS ADVISORY COMMITTEE WEDNESDAY, OCTOBER 19, :30 P.M. BASEMENT BOARDROOM, CITY HALL MEMBERS PRESENT: MEMBERS REGRETS: STAFF PRESENT: OTHERS PRESENT: Councillor Bill Twaddle, Chair (arrived 6:08 p.m. and left at 7:03 p.m.) Councillor Jim McManaman, Vice Chair (arrived at 4:54 p.m.) Councillor Ian Boddy Glen Bellar Paul Foster Robert Hope Tony Zulkosky Brad McRoberts, Director of Operations Chris Webb, Manager of Engineering Services Matt Prentice, Water and Wastewater Superintendent Kim Davis, Operations Administrative Assistant Roy McGregor Geraldine Stevenson John Slocombe The Committee was advised that the Chair was unable to attend. The Director of Operations assumed the Chair until such time the Vice-Chair arrived. 1. CALL TO ORDER 4:48 p.m. 2. ADDITIONAL ITEMS The Director of Operations had one (1) additional item. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. CONFIRMATION OF MINUTES a) September 21, 2011 Operations Advisory Committee Minutes Moved by Paul Foster: THAT the minutes of the September 21, 2011 Operations Advisory Committee meeting be approved as printed. Carried unanimously. Operations Advisory Committee Page 1 of 7 Minutes October 19, 2011 Operations Advisory Committee meeting held on October 19, Page 63 of 86

64 5. DEPUTATIONS/PRESENTATIONS 12 c) 2 a) Roy McGregor Re: Private Water and Sanitary Sewer Services at th Street West The Committee viewed a plan provided by the Manager of Engineering Services to assist the Committee in understanding the issue. Roy McGregor addressed the Committee and explained his concerns regarding the age and location of existing water and sanitary sewer mains at th Street West. This property is owned by his son. Previous correspondence was provided to the Committee from Mr. McGregor requesting that new mains be installed. Councillor McManaman arrived at 4:54 p.m. and assumed the Chair. It was confirmed by staff that there is no City water and sewer line connections on 8 th Street West between 5 th and 6 th Avenue West. Mr. McGregor requested that the City provide a water and sewer main connection for residents along the identified area. The Committee thanked Mr. McGregor for attending and bringing forward his concerns to the attention of the Committee. Moved by Robert Hope: THAT the Operations Advisory Committee receive corresponding items regarding private water and sewer services at th Street West from Roy McGregor, and further THAT the Committee recommends that staff investigate similar circumstances within the City and bring forward a report at the next Operations Advisory Committee meeting. Carried unanimously. b) Geraldine Stevenson th Avenue West Re: Private Property Access from 30 Street West Geraldine Stevenson addressed the Committee and explained a number of concerns that have occurred as a result of a residential development located at the dead end section of 4 th Avenue West between 29 th and 30 th Street. Mrs. Stevenson was advised that an Access Agreement is now in place between the City and the subject property owner that allows for two (2) driveways off 30 th Street and 4 th Avenue West. The Access Agreement addresses the handling of the property and the party to the Agreement will be held accountable should he be in violation of the Agreement. The Committee thanked Mrs. Stevenson for attending. Operations Advisory Committee Page 2 of 7 Minutes October 19, 2011 Operations Advisory Committee meeting held on October 19, Page 64 of 86

65 c) Gamsby and Mannerow (J. Slocombe) Re: East Hill Booster Pumping Station Municipal Class EA - Preferred Alternatives John Slocombe of Gamsby and Mannerow, addressed the Committee and summarized an executive summary regarding the Municipal Class Environmental Assessment (EA) for the East Hill Pressure Zone (EHPZ). Mr. Slocombe explained that the East Side Master Servicing Study completed in 2007 identified the EHPZ not having enough capacity for maximum day flow and storage to fight fires. During initial review of the East Hill Booster Pumping Station (EHBPS), it was determined that it does not develop enough pressure (pump discharge head) to fill a water tower at the required elevation. An engineering design study was completed as part of the EA that determined replacing and upgrading pumps at the EHBPS would be capable of meeting the maximum day demand plus fire flow requirements for the existing Official Plan horizon of the East Hill Pressure Zone. In addition to this, the discharge pressure of these proposed pumps would be sufficient to fill a water tower (or an elevated storage facility) at the required height to supply the additional fire flow/fighting storage that would be required in this zone, if and when additional storage would be required to meet growth demand. The purpose of the EA is to identify alternatives and select a preferred alternative to provide water supply for fire protection for the area serviced by the East Hill Booster Pumping Station. Three alternatives were evaluated to address the servicing deficiencies: 1. Do nothing 2. Further expand EHBPS (no storage) 3. Construct a new water tower. 12 c) 2 Alternative three (3) may be the preferred long-term option, however, the timelines to construct a water tower based on historical population and growth projections for the City is approximately years which is outside both the Environmental Assessment (EA) validity period (10 years) and the Official Plan development horizon. Given this, it is recommended to proceed to expand and upgrade the EHBPS within its existing building footprint, which is a preapproved Schedule A activity under the Municipal Class EA planning process. The advantage of this approach is that, by upgrading the EHBPS only at this time for considerably less cost than constructing a water tower or similar facility, the water demands of the East Hill Pressure Zone can be met for the immediate and foreseeable future based on the existing Official Plan and growth projections. This defers the capital cost of constructing a water storage facility for at least 10 years, and possibly longer, while also offering the capability of supplying water to this storage facility from the proposed upgraded EHBPS, without further modification. Mr. Slocombe also circulated and explained a technical summary completed on the East Hill Pumping Station. Councillor Twaddle arrived at 6:08 p.m. and Councillor McManaman continued as Chair. The Water and Wastewater Superintendent explained calculations from a water use perspective to fight a fire. Operations Advisory Committee Page 3 of 7 Minutes October 19, 2011 Operations Advisory Committee meeting held on October 19, Page 65 of 86

66 12 c) 2 Moved by Paul Foster: THAT the Operations Advisory Committee receive a report prepared by Gamsby and Mannerow Engineers respecting the Municipal Class Environmental Assessment Water Supply for Fire Projection for the East Hill Water Pressure Zone and recommends to City Council to accept the recommendations outlined in the report, and further THAT the Committee recommends City Council approve proceeding with the expansion and upgrading of the East Hill Booster Pumping Station which is a pre-approved Schedule A activity under the Municipal Class Environmental Assessment process. Carried unanimously. At this point in the meeting, the Committee took a short dinner break. The Committee resumed and discussed Item 7f) at this time. 7. REPORTS AND MATTERS TABLED f) Draft Year Capital Budget Forecast The Director of Operations explained that this item is the first step forecasting Opertions capital items at this time and has not gone through senior staff. The Water and Wasterwater Superintendent reviewed a number of highlighted main capital project items under the Water Division. Councillor Twaddle left the meeting at 7:03 p.m. The Manager of Engineering Services summarized identified capital projects under the Engineering Services Division. A lengthy discussion was held regarding Kenny Drain improvements. The Director of Operations highlighted proposed capital items for Transit (long term purchasing strategies), Airport (items identified by the Airport Manager), Source Separation Organics (tagged for future expenditures), Waste Audit and Energy Audit (targeted for 2014), Solar Panels (earmarked for 2013) and Fleet Management. A total of $1.7 million out of taxation has been forecast. The draft capital budgets from all departments will be reviewed by senior staff prior to presentation to Council. The Committee moved to the regular order of the agenda to Item CORRESPONDENCE RECEIVED FOR WHICH DIRECTION OF THE COMMITTEE IS REQUIRED None. Operations Advisory Committee Page 4 of 7 Minutes October 19, 2011 Operations Advisory Committee meeting held on October 19, Page 66 of 86

67 12 c) 2 7. REPORTS AND MATTERS TABLED a) Retain Gamsby & Mannerow Limited for a Stormwater Management Study 17 th Street East Storm Water and Drainage Study The Manager of Engineering Services explained that old infrastructure, additional development and new infrastructure is feeding into the old system. The purpose of the Stormwater Management Study is to review the whole subject area. The proposal from Gamsby & Mannerow Limited is comparable to similar work done previously by the firm, who are very familiar with the infrastructure in this area. Given this, it was recommended to waive the purchasing by-law to avoid competitive bidding. Moved by Glen Bellar: THAT in consideration of a report from the Manager of Engineering Services regarding the Stormwater Management Study for the 17 th Street East Storm Drainage System, the Operations Advisory Committee recommends City Council approves retaining Gamsby and Mannerow Limited to complete the Study at a cost of $22,725 plus estimated disbursements of $2,273 plus HST. Carried unanimously. b) Airport Report for the September, 2011 The Director of Operations provided a brief outline on items included in a report from the Airport Manager regarding activities that occurred at the Airport during the month of September. Chase Koolen has been appointed as the new on-site Airport Manager at the Airport. Updates on the Great Lakes Helicopter operation and the Hangerminium project were provided. The Director of Operations will pursue further information from the Airport Manager regarding Navigational Aids funding to designate the Airport as an allweather Airport. Moved by Paul Foster: THAT the Operations Advisory Committee receive a report dated October 4, 2011 from the Airport Manager respecting activities at the Owen Sound Billy Bishop Regional Airport for the month of September, Carried unanimously. c) Revised Airport Fuel Report The price for 100LL fuel at the Owen Sound Billy Bishop Regional Airport (Airport) is currently sitting as the highest price per liter compared to other local area airports. As a result, this has had negative impacts to the operation of fuel sales at the Airport. Given this, the Director of Operations recommended a six (6) month trial period to reduce the fuel price to assist on enhancing the Airport a destination place. Operations Advisory Committee Page 5 of 7 Minutes October 19, 2011 Operations Advisory Committee meeting held on October 19, Page 67 of 86

68 Moved by Councillor I. Boddy: 12 c) 2 THAT Operations Advisory Committee recommend that Council authorize the Airport Manager to establish competitive fuel pricing strategies at the Owen Sound Billy Bishop Regional Airport in order to maximize overall sales of fuel, and further THAT fuel pricing be establish with a minimum of $0.25/litre over cost exclusive of HST for a six (6) month trial period. Carried unanimously. d) Winter Control Season Moved by Glen Bellar: THAT The Operations Advisory Committee receive a report dated September 16, 2011 from the Road Superintendent as information respecting commencement of the Winter Control Season. Carried unanimously. e) Sidewalk Snow Removal Fees After a brief discussion, the Committee agreed to table this item to the next Operations Advisory Committee for further discussion. Moved by Councillor I. Boddy: THAT the Operations Advisory Committee receive a report dated October 12, 2011 from the Director of Operations respecting Sidewalk Snow Removal Fees as recommended by the February 17, 2010 Bylaw Committee motion, and further THAT the report be tabled to the next Operations Advisory Committee meeting for further discussion. Carried unanimously. f) Draft Year Capital Budget Forecast This item was discussed after Item 5c). g) Accessibility Customer Service Training Video and Questionnaire Due to time constraints, the Committee agreed to defer this item to the next Committee meeting. Moved by: Councillor I. Boddy: THAT the Operations Advisory Committee defers the Accessibility Customer Service Training to the next Operations Advisory Committee meeting. Carried unanimously. Operations Advisory Committee Page 6 of 7 Minutes October 19, 2011 Operations Advisory Committee meeting held on October 19, Page 68 of 86

69 8. OTHER BUSINESS 12 c) 2 a) New Federal Regulations on Applying Traffic Marking Coatings The Director of Operations circulated information from Environment Canada respecting new federal Volatile Organic Compound Concentration Limits for Architectural Coatings Regulations and how it may impact the City on future use of traffic marking coatings, specifically the requirement to purchase new capital equipment in CORRESPONDENCE RECEIVED WHICH IS PRESENTED FOR THE INFORMATION OF THE COMMITTEE a) Owen Sound Billy Bishop Regional Airport Profiled in Georgian Bay Living Escarpment Magazine (Copy of Magazine will be Available for Review at OAC Meeting) The Director of Operations circulated a copy of the 2011 autumn edition of the Georgian Bay Living Escarpment Magazine that profiled the Owen Sound Billy Bishop Regional Airport and a fashion shoot that was held at the Airport. Moved by Glen Bellar: THAT the Operations Advisory Committee receive for their information the correspondence item distributed with the October 19, 2011 agenda. Carried unanimously. 10. IN CAMERA None. 11. ADJOURNMENT Next scheduled meeting is Wednesday, November 16, 2011 at 4:30 p.m. in the Basement Boardroom, City Hall. Meeting adjourned at 9:33 p.m. Operations Advisory Committee Page 7 of 7 Minutes October 19, 2011 Operations Advisory Committee meeting held on October 19, Page 69 of 86

70 12 c) 3 Owen Sound & North Grey Union Public Library Board Minutes September 22, :30 p.m. Library Auditorium MEMBERS PRESENT: Richard Thomas, Chair (City of Owen Sound) Bill Twaddle, Vice-Chair (City of Owen Sound, Councillor) David Adair (City of Owen Sound, Councillor) Janice Currie (City of Owen Sound) Thomas Denholm (City of Owen Sound) Bob Pringle (Township of Chatsworth, Mayor): 6:50 p.m. Deborah Young (Municipality of Meaford, Councillor): 7:35 p.m. MEMBERS ABSENT/REGRETS: Judy Gay (Township of Georgian Bluffs, Councillor) Tom Wiley (Township of Georgian Bluffs, Councillor) STAFF PRESENT: Cindy Weir, Chief Librarian Beth Hall, Administrative & Public Services Manager GUESTS PRESENT: None COMMENCEMENT: 6:30 P.M. 1. EMPLOYEE RECOGNITION Each September, the Library Board recognizes Library and Adult Learning Centre staff for milestone years of service. Prior to the calling of the Board meeting to order a reception was held and the following staff were recognized: Lindsey Harris 5 years of service Mary Jane Murray 5 years of service Christina Mollon 10 years of service Rick Waters 10 years of service Roger Hannon 15 years of service Karen Teeter 15 years of service Shirley Misener 20 years of service 2. CALL TO ORDER The meeting was called to order by Chair, Richard Thomas at 7:30 p.m. Owen Sound & North Grey Union Public Library Board: Minutes September Owen Sound & North Grey Union Public Library Board meeting held on September 22, Page 70 of 86

71 12 c) 3 3. ADDITIONAL ITEMS None 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None 5. DEPUTATIONS None 6. CONFIRMATION OF MINUTES Moved by David Adair THAT the minutes of the June 23, 2011 meeting of the Library Board be approved as presented. Carried unanimously. 7. CORRESPONDENCE Hall reported that there were two items of correspondence to circulate. 7.1 Letter from Grey Highlands Public Library: A thank you card to the Board and Staff for the floral arrangement sent in recognition of the official opening of the new Grey Highlands Flesherton Branch from Customer: An was received by Weir and Chair Thomas from a customer expressing concern regarding the posting of a Positive Space sign on the main bulletin board. Weir responded that the Library is a positive and welcoming place for everyone, and that all signs are approved by library staff prior to posting. The Board agreed that no further communication was necessary. 8. RESOLUTION TO MOVE IN CAMERA As Councillor Judy Gay had not yet arrived, the In Camera meeting was moved to item 10 on the agenda. 9. REPORTS AND MATTERS TABLED 9.1 Librarian s Report Chief Librarian Cindy Weir drew the Board s attention to the Librarian s Report as distributed and provided additional information Performance Report: Overall visits to the library are down this month however the circulation continues to grow. The Adult Learning Centre was closed from July 16 to August 21 and that is reflected in the reduction of people through the doors. The auditorium bookings have increased significantly over last year, while the Board room usage has remained the same. Computer usage is up considerably in the children s department and the wireless use is almost double 2010 year to date Collection Analysis: The non-fiction is now on one level and the fiction and browsing collections are on the main level. This will be a more logical layout for our members. The storage book and periodical collections were weeded with only the government document collection still to review Building Maintenance: The carpet in Carnegie has been re-laid and the collections switched. The microfilm readers will be moved to the main level so they Owen Sound & North Grey Union Public Library Board: Minutes September Owen Sound & North Grey Union Public Library Board meeting held on September 22, Page 71 of 86

72 12 c) 3 are closer to assistance at the information desk. The counter that will be vacant in Carnegie once the readers are moved will make way for more wireless access space. The aisles have been widened to the proposed 48 and we have one 80 turning circle in the centre of the room. The Adult Learning Centre was painted during their shut down this summer and the Admin/Tech Services Workroom on level two was painted as well. This was done with free labour through the Ontario Works program. The carpet in this workroom was replaced due to the same tripping hazard as in Carnegie. Shelving has been cut, rebuilt and refurbished to accommodate the changes to the collection. Ontario Works staff and volunteers assisted Rick Waters with the relocation of all the workstations during the refurbishing of these two areas Summer Highlights: This portion prepared by each Manager Administrative & Public Services: Total circulation from June to August was 82,049 items an increase over Average circulation per week was 5,860 items with a high in July of 6,931 items checked out in one week! The Library saw 62,482 visitors through its doors over the summer. That s 4,463 people per week! Public Services bade a fond farewell to Heather Kennedy as she completed her contract. Public Services staff Carolin Brooks, Joanne Green, Lindsey Harris, Helen House, Karen Teeter and Gwen Turner are to be commended for their excellent service to our customers at this extremely busy service point. Jennifer Davidson and Shirley Misener ably assist at the desk each week and cover extra shifts during holidays. Shelving assistants Rachel Campbell, Sarah Stiller, Laura Stirling and Shalynn Thompson accurately re-shelve all the items coming back to the Library. Thank you for all you do. The Library s meeting rooms continue to be heavily used by community and commercial groups. The Library s central location and extended hours make it a popular spot for many groups. Adult & Community Learning Services: Over eighty adult educators from across Ontario attended the 2 nd Annual Transliteracy Conference. This event is designed and delivered by staff of the Library s Adult Learning Centres. The three day event conference was held at Kempenfelt Centre near Barrie in June. Program staff received applause and accolades for the professionalism they displayed in delivering cutting edge PD activities, all related to twenty-first century learning skills. The summer was marked by renovation. The Owen Sound site was closed for a few weeks so that the entire office could be repainted. The Port Elgin site was spruced up after some roof damage occurred in the summer storms. The Kincardine site was relocated into space that we share with the Huron Learning Co-operative and the elearn Network. The new space will be featured at an Open House on September 12 th. Staff at all the sites have been working hard to integrate the new Ontario Adult Literacy Curriculum Framework into all of their activities. We have also been designing our modular delivery system (FOCUS) which will be launched in the fall. This course will support adults in smaller communities work on their educational and employment goals. Time in the summer was also spent preparing for both our fall term and September 8 th World Literacy Day. Owen Sound & North Grey Union Public Library Board: Minutes September Owen Sound & North Grey Union Public Library Board meeting held on September 22, Page 72 of 86

73 12 c) 3 Children & Youth Services: The new shelves for the Young Adult collection arrived at the end of June. The previous shelves for this area were at capacity, so these additional shelves will allow us to continue to grow this very well used collection. Summer Reading Club had a record 176 participants who read 2509 books through July and August. This summer the Library piloted a Read Away Your Fines program for youth in grades 7 through 12. Participants read away $99 in overdue library fines. The inaugural summer of the Teen Summer Reading Club wrapped up with an after hours Murder Mystery Costume Party in Carnegie. Information Services: Information Services Librarian staffed the Information Desk 9-5 Monday to Friday plus some Saturdays. Culled the collection within the parameters of the collection evaluation report. Creation of the Collection Development Plan draft. Created Summer Reading bookmarks and displays and OTHERfolk display and program. Technical Services & Systems: Located throughout the building, the public access computers provided 10,650 sessions from June through August. While this is a 17% decrease from 2010, it remains an important community resource. New lockdown software was installed and has greatly reduced the time required to maintain these computers. The decrease in the public access computers is more than compensated by the increase (116%) in the use of our wireless hotspot. During the summer, 2,064 Library patrons and visitors accessed this popular service. The Library website, continues to be an important link to Library information and services, with 21,883 visits during June, July and August, up more than 20% for the same period in Each month through the summer, an average of 615 new and donated books, CDs, and DVDs were processed and made available to the public. Many of these items have multiple holds on them before they even arrive. The ebook explosion has found Owen Sound. ebook and eaudiobook downloads have soared 620% over last summer s figures Book Sale: Preparations continue for the annual book sale. We have stopped accepting book/material donations for the sale until November. Our store rooms are full and the heights of the stacked boxes are a safety concern. We have received more than 10,000 items already that will be recycled back into the community at the sale. This year we will be offering a preview night for library members who would like that first look at what is available. One hundred tickets have been prepared and will be for sale at $10.00 each. This will increase our book sale receipts by $ if all tickets are sold. Those purchasing tickets must be library members and show their card just one more reason why it is great to be a library member. We will also advertise at the 2011 book sale that the 2012 dates will move to November so that the library may more fully participate in Ontario Public Library Week, which is annually the third week of October Snapshot Day: Wednesday October 19 will be our first Snapshot Day. This is a concept that began in New Jersey and has spread nation-wide and now we are Owen Sound & North Grey Union Public Library Board: Minutes September Owen Sound & North Grey Union Public Library Board meeting held on September 22, Page 73 of 86

74 12 c) 3 helping to bring it to Canada. Our own staff will be presenting our results and best practices at the Ontario Library Association Conference held annually in February. This is a day in the life of a library. The Mayor will be checking out the first item of the day, we will have special guests and demonstrations throughout the day and evening that represent the collection, library activities, day to day running of the library, DIY library (placing holds, interlibrary loan, managing your account), volunteer opportunities, Library to Go. We will collect and compile statistics, comments and document with photos. We hope to encourage other libraries in the county to participate in this, if not this year, then next so we would have some county wide statistics. Mark the date on your calendar! Staffing: The Library has hired Jill McFadden-Bartley as the new part time Children & Youth Services Assistant. Jill will also be a part time member of the ALC. The Adult Learning Centre is currently interviewing for staff positions made possible by the addition to core funding announced in June. Lindsey Harris has returned from her leave. Carolin Brooks was hired on a work share contract as Public Services Assistant for Serials Grants: Two successful applications to Industry Canada have resulted in sustainability funding to replace some public access computers in CYS and a 420 hour contract position to instruct computer use, etc. This person will be located in the ALC. We have received the Ministry of Tourism and Culture Operating Grant cheque for The local United Way has again granted us $ towards teen programming pending that their supplemental Fundraising Agreement is to be signed and returned. Discussion ensued regarding the signing of the agreement and the restrictions that could be placed on library fund raising events. Weir reported that she was assured by the United Way that the agreement only affects teen fund raising. Several members expressed concern due to the wording of the agreement. A decision on signing the agreement was deferred until Weir could have a written assurance from the United Way that the Library retains control of all fund raising events. Weir reported that the Capacity Grant had been received through the Ministry of Tourism and Culture Collection Security: The cost to repair/replace the collection security is approximately $ This is a band-aid solution until we move to RFID. Suggest that the Board consider options of replacing the current unit, replacing both units, investigate RFID. Discussion ensued. Repair is the only viable option at this time due to expense of implementing RFID From the Estate: The Library has received by donation all of the video equipment and historical tapes from the collection of Robert MacLeod. Mr. MacLeod was the initiator of the Yesteryears Project in partnership with the library Library to Go: The homebound service has been revamped with a new name, logo and colour scheme. We need to replace the current book bags used for this purpose and will use book sale funds Support of the Library: was received by the Mayor who forwarded it to the CEO. A copy of this , minus identifiable information was included in the Board package Union Library Agreement Negotiating Committee: The Committee has met and has a second meeting scheduled for September 29, Owen Sound & North Grey Union Public Library Board: Minutes September Owen Sound & North Grey Union Public Library Board meeting held on September 22, Page 74 of 86

75 12 c) 3 CEO Weir added that donations received following the passing of former Library Board member Norah Egener will be used for the purchase of a comfortable chair for the library Moved by Bob Pringle THAT the Library Board approve the Librarian s Report as presented. Carried unanimously. 9.2 Financial Report Library Statements and Accounts: Finance Committee Chair Bob Pringle reported that the accounts are in line with budget as expected Moved by Bob Pringle THAT Library accounts totaling $103, for June, July and August be approved for payment and further, THAT the Adult Learning Centre s accounts totaling $85, for June, July and August be approved for payment and further, THAT the Library s and Adult Learning Centre s Financial Statements to August 31, 2011 be received as information. Carried unanimously Budget: Weir reported that the budget process for the City of Owen Sound has been moved forward and that the proposed budget being presented is based on membership numbers from December 2010 as the final numbers for 2011 will not be known until year end. Weir reviewed proposed 2012 increases and suggestions for savings noting that the proposed budget represents a 2.4% increase over 2011 budget. Discussion ensued. Denholm left the meeting at 8:50 p.m. Discussion continued. Denholm returned to the meeting at 8:54 p.m. Discussion around the budget concluded Moved by Thomas Denholm THAT the Library Board approve the 2012 Operating Budget representing a 2.4% increase over 2011 as presented. Carried unanimously. 9.3 Personnel Report No report. 9.4 Property/Building Report No report. 9.5 SOLS Saugeen Trustee Council No report. 9.6 Cultural Advisory Committee No report. Owen Sound & North Grey Union Public Library Board: Minutes September Owen Sound & North Grey Union Public Library Board meeting held on September 22, Page 75 of 86

76 12 c) Library Foundation Committee No report. 10. RESOLUTION TO MOVE IN CAMERA Moved by Janice Currie THAT the Library Board now move in Camera to consider personal matters about an identifiable individual. Carried unanimously. 11. DECLARATION TO MOVE TO THE REGULAR BOARD MEETING: 9:42 P.M. The business of the In Camera meeting having been completed, the In Camera meeting was adjourned and the Board moved to the regular meeting to consider matters listed on the September 22, 2011 Agenda and other business. 12. OTHER BUSINESS None 13. NEXT MEETING: Regular Board meeting to be held Thursday October 27, 2011 at 7:30 p.m. in the Library Board Room. 14. ADJOURNMENT: The meeting was declared adjourned at 9:43 p.m. Owen Sound & North Grey Union Public Library Board: Minutes September Owen Sound & North Grey Union Public Library Board meeting held on September 22, Page 76 of 86

77 12 c) 4 Owen Sound Downtown Improvement Area Board of Management meeting held on September 27, Page 77 of 86

78 12 c) 4 Owen Sound Downtown Improvement Area Board of Management meeting held on September 27, Page 78 of 86

79 12 c) 4 Owen Sound Downtown Improvement Area Board of Management meeting held on September 27, Page 79 of 86

80 12 c) 4 Owen Sound Downtown Improvement Area Board of Management meeting held on September 27, Page 80 of 86

81 12 c) 4 Owen Sound Downtown Improvement Area Board of Management meeting held on September 27, Page 81 of 86

82 12 c) 4 Owen Sound Downtown Improvement Area Board of Management meeting held on September 27, Page 82 of 86

83 12 c) 4 Owen Sound Downtown Improvement Area Board of Management meeting held on September 27, Page 83 of 86

84 12 c) 4 Owen Sound Downtown Improvement Area Board of Management meeting held on September 27, Page 84 of 86