THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE MUNICIPAL COUNCIL COUNCIL MEETING A G E N D A

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1 THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE MUNICIPAL COUNCIL COUNCIL MEETING A G E N D A DATE: April 8, 2013 TIME: PLACE: PRESIDING: MEMBERS OF COUNCIL: MUNICIPAL OFFICERS: ORDERS OF THE DAY: Immediately Following Committee of the Whole Planning and Development Council Chambers Oliver Paipoonge Municipal Complex Mayor L. Kloosterhuis Councillor J. Byers Councillor E. Collingwood Councillor B. Kamphof Councillor A. Vis Margaret (Peggy) Dupuis, CAO/Clerk Karen Caren, Treasurer/Deputy CAO Judy Jacobson, Deputy Clerk OPENING THE MEETING DISCLOSURES OF INTEREST ADOPTION OF THE AGENDA MINUTES OF PREVIOUS MEETINGS REPORTS OF COMMITTEES MAYOR'S REPORT REPORTS OF MUNICIPAL OFFICERS BY-LAWS PETITIONS AND COMMUNICATIONS NEW BUSINESS ADJOURNMENT Page 1 of 44

2 PAGES 1. CALL TO ORDER 2. DISCLOSURES OF INTEREST 3. ADOPTION OF AGENDA (a) Adoption of the Agenda. THAT with respect to the April 8, 2013, Council Agenda we recommend that the agenda as printed including any additional information and new business be confirmed. 4. MINUTES OF PREVIOUS MEETING (a) The Minutes of the Committee of the Whole Administration and Operations Meeting held on March 25, 2013, for approval. Discussion on the above noted mintues. THAT the Committee of the Whole Administration and Operations Meeting held on March 25, 2013, BE APPROVED, as submitted. 6-9 (b) The Minutes of the Council Meeting held on March 25, 2013, for approval. Discussion on the above noted minutes. THAT the Minutes of the Council Meeting held on March 25, 2013, BE APPROVED, as submitted MAYOR S REPORT 6. REPORTS OF MUNICIPAL OFFICERS (a) Offer to Purchase Municipal Property At the Council Meeting held on March 25, 2013, Administration was directed to prepare a resolution with respect to this matter for the March 25, 2013, meeting. WHEREAS an Offer to Purchase Municipal property on Hill Street in the Kakabeka Falls was received by Council in a letter dated March 5, 2013; AND WHEREAS Council after much consideration has determined the Municipality is not interested in selling any of the property and it will be Page 2 of 44

3 retained for Municipal purposes; PAGES THEREFORE BE IT RESOLVED THAT Council directs Administration to forward a letter responding to the Offer to Purchase to advise of Council's decision. (b) Support of CBRN Teams in the District of Thunder Bay A letter from The Honourable Minister Madeleine Meilleur, Ministry of Community Safety and Correctional Services, dated March 7, 2013 was submitted to the Council Meeting held on March 25, 2013, at which time Council directed Administration to forward a letter to the Minister of Public Safety Canada regarding our concerns about JEPP. WHEREAS the Municipality of Oliver Paipoonge Council at their meeting held on January 28, 2013 passed a resolution requesting that Provincial funding continue to be available for Chemical, Biological, Radiological and Nuclear (CBRN) teams in the District of Thunder Bay; AND WHEREAS a letter was forwarded to The Honourable Madeleine Meilleur, Ministry of Community Safety and Correctional Services on January 31, 2013, supporting the continued funding; AND WHEREAS the Federal Government cancelled the Joint Emergency Preparedness Program (JEPP) which eliminated the funding for CBRN teams; THEREFORE BE IT RESOLVED that the Municipality of Oliver Paipoonge requests that the Federal Government reconsider and reverse the decision regarding JEPP and in turn, CBRN funding provisions. 20 (c) At the Council Meeting held on March 11, 2013, Council requested that the funds in the Slate River Fire Hall Reserve be transferred to the Fire Department Equipment Reserve. THAT Council recommends that the balance of the funds in the Slate River Fire Hall Reserve Fund (0104) in the amount of $3, be transferred into the Fire Department Equipment Reserve Fund (0108). (d) Policy No Vacation Managerial & Non Union Employees was presented at the Committee of the Whole Planning and Development Meeting held earlier in the evening. THAT we recommend Policy No Vacation Managerial & Non Union Employees, BE APPROVED. Page 3 of 44

4 PAGES (e) Rubin Industrial Park Phase II - from Dave Kovacs, Manager, Legal Surveys & Plans, True Grit Consulting Ltd. dated April 4, 2013, with respect to the proposed gas easements. THAT we recommend Administration proceed with the survey and Reference Plan to illustrate easements in Rubin Industrial Park Phase II as indicated in the from Dave Kovacs, HBSc., O.L.S., Manager, Legal Surveys & Plans, True Grit Consulting Ltd. in the amount of $3,000.00; AND THAT Administration also proceed to have the remaining eight (8) lots surveyed at an estimated cost of $20, BY-LAWS (a) By-law No THAT the following By-law be introduced, read dealt with individually, engrossed, signed by the Mayor and Clerk, sealed and numbered: A By-law to repeal By-law No being a By-law to amend Bylaw No , a Zoning By-law, BE APPROVED; AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. 8. PETITIONS AND COMMUNICATIONS 1. Action Items (a) Letter from The Honourable Mario Sergio, Minister Responsible for Seniors dated April 2, 2013, advising the deadline date for nominations for the 2013 Senior Achievement Award Program is June 15, (b) Letter from The Honourable Michael Coteau, Minister, Ministry of Citizenship and Immigration advising the deadline for nominations for the Lincoln M. Alexander Award 2013 is May 31, For Information Only (a) AMO Communications relative to the AMO Report to Members entitled Highlights of the March 2013 Board Meeting, for information Page 4 of 44

5 (b) AMO Communications dated March 26, 2013, entitled AMO's 2013 Pre-Budget Submission to the Standing Committee on Finance and Economic Affairs, for information. PAGES (c) AMO Communications advising of the Big City.Small City AMO Urban Symposium to be held in Novotel Mississauga on April 18 and 19, 2013, for information (d) from NOMA dated April 3, 2013, attaching a Media Release entitled NOMA Says Budget Should Include Investments That Facilitate Mining Growth NEW BUSINESS 10. ADJOURNMENT (a) Adjournment of the Meeting. THAT the Council Meeting held on April 8, 2013, be adjourned the hour being p.m. Page 5 of 44

6 MINUTES OF PREVIOUS MEETING, ITEM #(a) Committee of the Whole Administration and Operations Minutes March 25, 2013 THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE COMMITTEE OF THE WHOLE ADMINISTRATION AND OPERATIONS MEETING MINUTES DATE: March 25, 2013 TIME: PLACE: CHAIR: PRESENT: MUNICIPAL OFFICERS: 6:30 p.m. Council Chambers Oliver Paipoonge Municipal Complex Councillor E. Collingwood Mayor L. Kloosterhuis Councillor B. Kamphof Councillor J. Byers Councillor A. Vis Margaret (Peggy) Dupuis, CAO/Clerk Judy Jacobson, Deputy Clerk Peter Whittington, Public Works Superintendent 1. CALL TO ORDER 2. DISCLOSURES OF INTEREST 3. ADOPTION OF THE AGENDA (a) Adoption of agenda. Page 1 of 4 Page 6 of 44

7 MINUTES OF PREVIOUS MEETING, ITEM #(a) Committee of the Whole Administration and Operations Minutes March 25, 2013 Resolution No MOVED BY SECONDED BY Councillor J. Byers Councillor A. Vis 4. DEPUTATIONS THAT with respect to the March 25, 2013, Committee of the Whole Administration and Operations Agenda, we recommend that the agenda as printed including any additional information and new business be confirmed. CARRIED (a) Letter from Robin Lacey dated March 18, 2013, requesting to be present at the Committee of the Whole Administration and Operations Meeting to answer any questions with respect to comments in the letter. Robin and Jennifer Lacey appeared before Council and provided additional information with respect to the matters discussed in his letter and responded to questions. Council directed Administration to review the concerns with respect to the buildings on their property on Oliver Road leased by the Kakabeka Falls Flying Club. Council also directed Administration to prepare a report to Council providing a clear definition of a motel as it relates to what is allowed and advised Robin and Jennifer Lacey they would be contacted at a later date. (b) from Brandon Postuma dated March 19, 2013, requesting a deputation to discuss the possibility of creating a business organization for the Village of Kakabeka Falls. Information with respect to Business Improvement Areas, for information. from Brandon Postuma dated March 25, 2013, advising he will not be attending the meeting at this time. Page 2 of 4 Page 7 of 44

8 MINUTES OF PREVIOUS MEETING, ITEM #(a) Committee of the Whole Administration and Operations Minutes March 25, REPORTS OF MUNICIPAL OFFICERS (a) Peter Whittington, Public Works Superintendent appeared and responded to questions of Council with respect to the Public Works Department 2013 Operating Budget. A resolution will be presented at the Council Meeting held later in the evening to obtain approval to expend $11, to reshingle the Public Works Sand Dome. The funds were budgeted in 2012 but were not utilized due to the contractor being unable to complete the work. (b) (c) List of Accounts as of March 18, 2013, for approval of payment. The resolution to approve the List of Accounts in the amount of $922, will be presented at the Council meeting held later in the evening under New Business. Report No CAO Report. 6. PENDING ITEMS from Bill Bunker, Federal Economic Development Agency for Southern Ontario, dated March 20, 2013, relative to CIIF file C1201 (Oliver Paipoonge). HVAC System - Council directed the CAO/Clerk to establish a meeting with the contractor to discuss possible options for the HVAC System. Skate Board Park - Council directed Administration to provide a report on suitable locations for the park; the area that would be required; use of portable structures; estimate of maintenance costs and the amount of fundraising required. Real Estate Listing - Council directed the CAO/Clerk to prepare a Request for Proposal for Real Estate Services for the Municipality. Council also directed the CAO/Clerk to prepare a resolution for the April 8, 2013, meeting with respect to the Offer to Purchase presented to Council at the March 11, 2013, Committee of the Whole Closed Session. (a) List of pending items. 7. ADJOURNMENT (a) Adjournment of the meeting. Page 3 of 4 Page 8 of 44

9 MINUTES OF PREVIOUS MEETING, ITEM #(a) Committee of the Whole Administration and Operations Minutes March 25, 2013 Resolution No MOVED BY SECONDED BY Councillor A. Vis Councillor J. Byers THAT the Committee of the Whole Administration and Operations meeting held on March 25, 2013, be adjourned the hour being 7:55 p.m. CARRIED Mayor Lucy Kloosterhuis Margaret (Peggy) Dupuis, CAO/Clerk Page 4 of 4 Page 9 of 44

10 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, 2013 THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE COUNCIL MEETING MINUTES DATE: March 25, 2013 TIME: PLACE: CHAIR: PRESENT: MUNICIPAL OFFICERS: 8:00 p.m. Council Chambers Oliver Paipoonge Municipal Complex Mayor L. Kloosterhuis Councillor J. Byers Councillor E. Collingwood Councillor B. Kamphof Councillor A. Vis Margaret (Peggy) Dupuis, CAO/Clerk Judy Jacobson, Deputy Clerk 1. CALL TO ORDER 2. DISCLOSURES OF INTEREST 3. ADOPTION OF AGENDA (a) Adoption of the agenda. Page 1 of 10 Page 10 of 44

11 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, 2013 Resolution No MOVED BY SECONDED BY Councillor J. Byers Councillor A. Vis THAT with respect to the March 25, 2013, Council Meeting Agenda we recommend that the agenda as printed including any additional information and new business be confirmed. 4. MINUTES OF PREVIOUS MEETING CARRIED (a) The Minutes of the Special Council Meeting held on March 5, 2013, for approval. Discussion on the above noted minutes. Resolution No MOVED BY SECONDED BY Councillor J. Byers Councillor A. Vis THAT the Special Council Meeting held on March 5, 2013, BE APPROVED, as submitted. CARRIED (b) The Minutes of the Special Committee of the Whole Closed Session held on March 5, 2013, for approval. Resolution No MOVED BY SECONDED BY Councillor A. Vis Councillor J. Byers THAT the Minutes of the Special Committee of the Whole Closed Session held on March 5, 2013, BE APPROVED, as submitted. CARRIED (c) Minutes of the Committee of the Whole Finance Meeting held on March 7, 2013, for approval. Discussion on the above minutes. Page 2 of 10 Page 11 of 44

12 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, 2013 Resolution No MOVED BY SECONDED BY Councillor A. Vis Councillor J. Byers THAT the Minutes of the Committee of the Whole Finance Meeting held on March 7, 2013, BE APPROVED, as submitted. CARRIED (d) The Minutes of the Public Meeting held on March 11, 2013, for approval. Discussion on the above minutes. Resolution No MOVED BY SECONDED BY Councillor A. Vis Councillor J. Byers THAT the Minutes of the Public Meeting held on March 11, 2013, BE APPROVED, as submitted. CARRIED (e) The Minutes of the Committee of the Whole Planning and Development Meeting held on March 11, 2013, for approval. Discussion on the above noted minutes Resolution No MOVED BY SECONDED BY Councillor J. Byers Councillor A. Vis THAT the Minutes of the Committee of the Whole Planning and Development Meeting held on March 11, 2013, BE APPROVED, as submitted. CARRIED (f) The Minutes of the Council Meeting held on March 11, 2013, for approval. Discussion on the above noted minutes. Page 3 of 10 Page 12 of 44

13 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, 2013 Resolution No MOVED BY SECONDED BY Councillor J. Byers Councillor A. Vis THAT the Minutes of the Council Meeting held on March 11, 2013, BE APPROVED, as submitted. CARRIED (g) Minutes of the Committee of the Whole Closed Session held on March 11, 2013, for approval. Resolution No MOVED BY SECONDED BY Councillor A. Vis Councillor J. Byers THAT the Minutes of the Committee of the Whole Closed Session held on March 11, 2013, BE APPROVED, as submitted. CARRIED (h) Minutes of the Special Council held on March 19, 2013, for approval. Discussion on the above noted minutes. Resolution No MOVED BY SECONDED BY Councillor A. Vis Councillor J. Byers THAT the Minutes of the Special Council held on March 19, 2013, BE APPROVED, as submitted. 5. MAYOR S REPORT CARRIED (a) Verbal report from Mayor L. Kloosterhuis with respect to Area 1. Page 4 of 10 Page 13 of 44

14 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, 2013 Resolution No MOVED BY SECONDED BY Councillor J. Byers Councillor A. Vis WHEREAS the Oliver Paipoonge Council received a request for financial support to Area 1 Municipalities to retain legal services for the purpose of assessing options for the delivery of Social Services; AND WHEREAS at the Area 1 meeting held March 21, 2013, the representatives decided to draft terms of reference for the purpose of setting forth a Request for Proposal to retain professional services in order to assess the current District Social Services levy structure and services; THEREFORE BE IT RESOLVED THAT the Oliver Paipoonge Council hereby supports this decision and hereby authorizes a financial contribution towards this Area 1 initiative. 6. REPORTS OF MUNICIPAL OFFICERS CARRIED (a) Sand Dome Reshingle Resolution No MOVED BY SECONDED BY Councillor B. Kamphof Councillor E. Collingwood THAT the Public Works Department's project to reshingle the Sand Dome in the amount of $11,000.00, BE APPROVED; AND THAT the funds be included in the Public Works Department 2013 Capital Budget. CARRIED (b) List of Accounts as of March 18, 2013, was presented to the Committee of the Whole Administration and Operations earlier in the evening. Page 5 of 10 Page 14 of 44

15 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, 2013 Resolution No MOVED BY SECONDED BY Councillor E. Collingwood Councillor B. Kamphof THAT we recommend the List of Accounts as of March 18, 2013, prepared by the Finance Department in the amount of $922,290.97, BE APPROVED for payment. CARRIED (c) Funds from Sale of Paipoonge Complex Resolution No MOVED BY SECONDED BY Councillor B. Kamphof Councillor E. Collingwood 7. BY-LAWS THAT we recommend the funds received from the sale of the Paipoonge Complex in the amount of $240, be placed in a reserve fund for the Oliver Paipoonge Municipal Complex. (a) By-law No Resolution No CARRIED MOVED BY SECONDED BY Councillor E. Collingwood Councillor B. Kamphof THAT the following By-law be introduced, read dealt with individually, engrossed, signed by the Mayor and Clerk, sealed and numbered: A By-law to authorize payment to the Members of Council and Committees for attendance of meetings and payment of mileage and expenses including mileage and expenses for Municipal Employees, BE APPROVED; AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. CARRIED Page 6 of 10 Page 15 of 44

16 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, 2013 (b) By-law No Resolution No MOVED BY SECONDED BY Councillor B. Kamphof Councillor E. Collingwood THAT the following By-law be introduced, read dealt with individually, engrossed, signed by the Mayor and Clerk, sealed and numbered: A By-law to appoint a Treasurer for the Corporation of the Municipality of Oliver Paipoonge, BE APPROVED; AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. (c) By-law No CARRIED The By-law has been amended by adding Section 2.10 "All Tenders and Quotes are to be distributed, received and reviewed by the Treasurer." and Section 2.11 "Only the Mayor and CAO have authority to contact lawyers on behalf of the Municipality. A Manager may contact a lawyer provided they have approval from the Mayor and/or CAO." Resolution No MOVED BY SECONDED BY Councillor E. Collingwood Councillor B. Kamphof THAT the following By-law be introduced, read dealt with individually, engrossed, signed by the Mayor and Clerk, sealed and numbered: A By-law to provide for the procurement of goods and services by The Corporation of the Municipality of Oliver Paipoonge, BE APPROVED; AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. CARRIED Page 7 of 10 Page 16 of 44

17 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, 2013 (d) By-law No Resolution No MOVED BY SECONDED BY Councillor B. Kamphof Councillor E. Collingwood THAT the following By-law be introduced, read dealt with individually, engrossed, signed by the Mayor and Clerk, sealed and numbered: A By-law to authorize the execution of an Amendment to By-law No Appendix "A" and "C" being a By-law to authorize the execution of an Agreement between HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the Minister of Natural Resources and the Municipality of Oliver Paipoonge, for forest fire management, BE APPROVED; AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. (e) By-law No Resolution No CARRIED MOVED BY SECONDED BY Councillor E. Collingwood Councillor B. Kamphof THAT the following By-law be introduced, read dealt with individually, engrossed, signed by the Mayor and Clerk, sealed and numbered: A By-law to authorize the execution of an Agreement between HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the Minister of Natural Resources and The Corporation of the Municipality of Oliver Paipoonge for funding to support the Thunder Bay District Stewardship Council, BE APPROVED; AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. CARRIED Page 8 of 10 Page 17 of 44

18 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, PETITIONS AND COMMUNICATIONS (a) NOMA 2013 Annual Meeting and Conference Agenda to be held on April 24, 25 and 26, 2013 at the Victoria Inn in Thunder Bay. (b) (c) (d) Letter from Ken Allan, RN, BNSc, MPH, Director, Health Protection and Chief Nursing Officer, Thunder Bay District Health Unit dated March 18, 2013, relative to their public education campaign aimed at encouraging private well owners to test their water for bacterial contamination and requesting support by making water collection kits available in the municipal office. World Autism Awareness Day and Raise the Flag Ceremonies at Your Local Municipal Office on April 2, Letter from The Honourable Madeleine Meilleur, Minister, Ministry of Community Safety and Correctional Services dated March 7, 2013, in response to our letter of January 31, 2013, attaching a resolution in support of continued funding for Chemical, Biological, Radiological and Nuclear (CBRN) teams in the District of Thunder Bay. Council directed Administration to prepare a resolution for the April 8, 2013, meeting to forward a letter to the Federal Minister of Public Safety, requesting they reconsider and reverse the decision regarding JEPP. (e) (f) (g) Memo from Lynn Buckham, Regional Director, Northern Municipal Services Office - North, Ministry of Municipal Affairs and Housing dated March 11, 2013, attaching results of the Municipal Shared Services Summary. from NOMA attaching an from Jamie Lim, President & CEO, Ontario Forest Industries Association dated March 11, 2013, relative to the letter to Premier Wynne regarding ESA Forestry Transition Measure, for information. Land Stewardship and Habitat Restoration Program, for information. 9. NEW BUSINESS (a) Councillor E. Collingwood provided copies of the 2013 Private Landowners Tree Seedling Assistance Program from the Lakehead Region Conservation Authority to be made available at the Municipal Office. Mayor L. Kloosterhuis advised that the Rural Business Expo now has a website. Page 9 of 10 Page 18 of 44

19 MINUTES OF PREVIOUS MEETING, ITEM #(b) Council Minutes March 25, ADJOURNMENT (a) Adjournment of the Meeting. Resolution No MOVED BY SECONDED BY Councillor B. Kamphof Councillor E. Collingwood THAT the Council Meeting held on March 25, 2013, be adjourned the hour being 8:44 p.m. CARRIED Mayor Lucy Kloosterhuis Margaret (Peggy) Dupuis, CAO/Clerk Page 10 of 10 Page 19 of 44

20 Page 20 of 44 REPORTS OF MUNICIPAL OFFICERS, ITEM #(b)

21 Page 21 of 44 REPORTS OF MUNICIPAL OFFICERS, ITEM #(e)

22 Page 22 of 44 REPORTS OF MUNICIPAL OFFICERS, ITEM #(e)

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24 Page 24 of 44 BY-LAWS, ITEM #(a)

25 Page 25 of 44 Action Items, ITEM #(a)

26 Page 26 of 44 Action Items, ITEM #(b)

27 Page 27 of 44 For Information Only, ITEM #(a)

28 Page 28 of 44 For Information Only, ITEM #(a)

29 Page 29 of 44 For Information Only, ITEM #(a)

30 Page 30 of 44 For Information Only, ITEM #(b)

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33 Page 33 of 44 For Information Only, ITEM #(c)

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37 Page 37 of 44 For Information Only, ITEM #(d)

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44 Page 44 of 44 For Information Only, ITEM #(d)