ADMINISTRATION & FINANCE COMMITTEE MINUTES -NOVEMBER 23, 1998 MEETING - 8:45 A.M.

Transcription

1 ADMINISTRATION & FINANCE COMMITTEE MINUTES -NOVEMBER 23, 1998 MEETING - 8:45 A.M. William B. Glennie-Chair Edith Nichols Allen Taylor Barbara McMurray Jerry Fox Staff members in attendance were Murray Clarke, Andy Nelan and Jan Howden Mayor Northmore attended the meeting from 8:55 a.m. on, Councillor Coupland from 9:00 a.m. until 10:00 a.m. and Councillor McMurray from 9:40 a.m. until 11:30 a.m. OPENING The Chair, Bill Glennie called the meeting to order at 8:45 a.m. Muskoka Heritage Foundation DELEGATIONS Mr. Greg Black and Mr. George Snyder, both of the Muskoka Heritage Foundation, attended the meeting to further clarify their presentation made to Bracebridge Council on November 111h. Mr. Black stated that the organization was requesting four basic things from Council: a declaration of support for the project, the use of the G.I.S. information, funding support and a Council appointed person to sit on the steering Committee to provide input from Council and the Town's perspective. The Chair thanked both gentlemen for their information and advised that the Committee would further discuss this matter later in the meeting. He stated that a response would be forthcoming as soon as a decision could be reached. Bracebridge Chamber of Commerce Peter Scrum, President and Andrew Thompson, Vice-President, along with the General Manager, Leslie Talbot and other members of the Bracebridge Chamber of Commerce Board of Directors' attended to meeting to negotiate fees and conditions for the mutual operation of the Bird Mill Mews Visitor's Information Centre. Mr. Scrum advised the Administration & Finance Committee that the inquiries to the Visitor's Centre had increased 600% over the past three years and stated the Bracebridge Chamber was currently subsidizing the Visitor Centre operation. In the presentation, it was stressed that the "marriage" between the Chamber of Commerce and the Town for this service, was a good one and beneficial to both parties but that the Chamber felt a long term plan with the clarification of goals and the definition of costs was over due. The representatives from the Chamber requested an opportunity to discuss the details of such a plan and asked for funding to be raised to $35, in order to maintain the level of service presently offered at the Visitor Centre. It was suggested that the rent for the premises could be waived to form a portion of the increased funding amount. ADMINISTRATION & FINANCE November 23,

2 There was some discussion on the definition of a visitor information inquiry and a Chamber inquiry.with certain Chamber representatives. Mr. Bill Glennie thanked all the Chamber of Commerce representatives for their presentation and time. Mr. Glennie advised that the Committee would deal with the matter later in the agenda. Muskoka Theatre for Young People Jeff Schultis, requesting support and funding in the amount of $ to $ for a recently formed children's theatre group. Mr. Schultis stated that the first production will be Sleeping Beauty and that he has arranged for space at the Gravenhurst Opera House as well as audition and rehearsal time at the Rotary Centre for Youth. Mr. Glennie thanked Mr. Schultis for his presentation and advised that this matter will be discussed later in the meeting. S. O'Hara-Bigwind Lake Ms Sherry O'Hara and Mr. Nick Roche attended the meeting to present and discuss a solution to an access situation at Bigwind Lake. Essentially, rights-of-way were granted to certain individuals to cross the property owned by Ms. O'Hara, being Part 6, 35R-8217 and use it as a "jump off' point to their water access cottages. Since this original arrangement was made the 66 foot shore road allowance was closed and conveyed to Ms. O'Hara but without the rights-of-way being protected. This situation has caused considerable problems for Ms. O'Hara as the easement consideration is a hindrance to the sale of the property.and the cottagers are concerned about their access being jeopardized Mr. Roche explained a possible solution by having the affected owners release their rights-of-way over the whole lot and then having them re-established on the west-half of the property and across the shore road allowance. The whole property would ultimately be in Ms. O'Hara's ownership with only west-half of the lot and the shore road allowance encumbered with the rights of way. He stated that basically it is a win, win situation; maintaining both access for the water access only cottages and permitting an enhanced building envelope for the overall lot. It was stated that this compromise would then increase the re-sale opportunities. This plan would require a survey and someone to contact all the affected owners. The Administration & Finance Committee will recommend to Council that the Town of Bracebridge front the costs for the necessary survey estimated at approximately $1,800.00; said survey only to be order after all the cottage owners have agreed to release their rights-of-way over the entire lot. See New Item # Mr. Nick Roche will prepare a list of the affected owners and the required documents in order we can proceed to request the owners to sign the release of their rights CORRESPONDENCE The Bracebridge Business Improvement Area Association requesting that the Town offer free two hour parking ADMINISTRATION & FINANCE November 23,1998 2

3 at parking meters during the month of December. A notice of motion will be prepared for Council recommending the Town of Bracebridge offer free parking at all parking meters within the B.l.A. area for the month of December. The B.l.A. will be requested to standardize some means of bagging the meters for this purpose (red bag tied around the meter head was suggested) See New Item # 1307 CORRESPONDENCE FOR CIRCULATION The following correspondence was circulated: Ministry of Affairs & Housing: information on the Fairness for Property Taxpayers Act, 1998 Simcoe-Dufferin, Muskoka Crime Stoppers-January is Crime Stoppers Month Ministry of Agriculture, Food & Rural Affairs: Information letter #2 Ministry of Attorney General: information on the Provincial Offences Act Bird Mill Mews Visitor Information Centre statistics: October 1998 District of Muskoka: Provincial Offences Act information None required. Chamber of Commerce Lease Renewal OLD BUSINESS There was considerable discussion on this matter. Concerns were expressed about how much of the business was actually Visitor Centre versus Chamber inquiries Much support was expressed on the benefits of this arrangement and the excellent service it is able to provide at a reasonable cost. The Committee agreed with the concept of developing a long range plan and discussed the requested increase which represents a total dollar value of $10, The waiving of the rent was mentioned as a portion of the increase funding. The Committee agreed to forward a resolution to Council expressing co-operation in developing a three year lease agreement to include a $7, per year increase in funding to operate the Visitors' Information Centre. See Item #1304 Ontario Lotterv Corporation Advanced Funding Jan Howden distributed to the Committee information on the organizations that have applied to date for a portion of the $48, in Advanced Funding allotted to this Municipality. None required at this time as the Provincial deadline for these applications in March, ADMINISTRATION & FINANCE November 23,

4 Muskoka Heritage Foundation-Living Archive Project NEW BUSINESS This organization is requesting four items from Council. as follows: 1. a declaration of support for the project 2. the use of the G.I.S. information once the system is operational 3. funding 4. an appointee to their Steering Committee to be liaison person with the Town There was a brief discussion on this matter A Notice of motion will be prepared for Council in support of this project and to consider Councillor Coupland and Ron Walton as appointees to the Steering Committee for the Living Archive Project. Access to the Town's G.1.S. system will be granted provided Ron Walton, the Town's representative on the G.1.S. Committee does not foresee any problems with this permission. The funding request will be considered at a later date.see New Item # 1308 Muskoka Theatre for Youth. The Committee considered the request of Mr. Schultis for funding for this group. and during the discussion on this matter certain questions were raised on the criteria for the Town's financial assistance. It was suggested that this may be a matter for the Bracebridge Capital Recreation Fund Foundation. The Committee wished this matter to be further investigated before considering any action. Sculpture Garden Project This matter is deferred until Ms. Kim Northmore is able to attend a meeting to discuss this project. Downtown Parking Lease -M. Elliott The Clerk- Administrator, Mr. Murray Clarke, advised the Committee that the lease agreement with Marita Elliott for a portion of the Downtown Parking Lot had expired and requested authorization to renew. A resolution will be forwarded to Council recommending a by-law be passed to authorize the renewal of this lease agreement. See New Item #1309 Insurance Renewal Fire Chief, Peter Mitchell attended to request that he be permitted to be included in the discussions and the decision-making process for the 1999 Town of Bracebridge insurance renewal. He advised Committee that with various changes in the Workplace Safety & Insurance Act, he was of the opinion that the Towns' firefighters were not as well covered as he felt they should be. Also, a handout was circulated to all Committee members containing information on liability insurance as it pertains to the Town's exposure in facility rentals. It was suggested that this information be considered during the renewal procedure. Councillor Nichols will discuss this matter at the next Culture & Recreation Committee meeting and possibly work towards a policy being formulated which will require rental organizations to provide a certificate of liability of insurance or to pay a fee to be covered under the Town's policy ADMINISTRATION & FINANCE November 23,

5 The Committee was in agreement with the Fire Chief's participation in the discussion for the 1999 Town of Bracebridge insurance renewal. and Councillor Nichols will place this matter on the agenda for the Culture & Recreation Committee. Communi tv Safetv Zones A package containing the new amendments to the Highway Traffic Act which allow for the establishment of Community Safety Zones. Municipalities now have the authority to establish these area by by-law and once established will permit a higher level of fines for infractions within these zones. The Assistant Clerk, Jan Howden advised the Committee that these packages were also circulated to the District Municipality, the local O.P.P.detachment and our by-law department for comment and input. This item will be placed on the next agenda for further discussion. Black Road Allowance Closing Application The Assistant Municipal Clerk, Jan Howden, advised the Committee of a visit from Mr. Black who still had some concerns about his application. Firstly, he questioned that wording of the resolution and his view that an error had been made in the conveyance of the 20 foot strips. Secondly his proposal was to request the Town to convey to him a 20 foot strip along the southerly boundary of the Town-owned land as well as across the shore road allowance and the unopened road allowance between concession lots 10 and 11 The Committee approved Mr. Black's request and a resolution will be forwarded to Council to rescind the previous resolution passed as Public Works Item #98-69 and as Admin Item #575 and to authorize the exchange of lands under the conditions requested. See Item #575. INFORMATION & DISCUSSION OPP/Ontario Hvdro Communication Murray Clarke informed the Committee members that we were receiving regular communication bulletins from the O.P.P. and from Ontario Hydro on various matters. He stated that both organizations were being very faithful with their communications. None required. Township of Hagerman-Cottage Pollution Program Resolution Support A copy of a resolution passed by the Council for the Township of Hagerman was highlighted for the Committee. This resolution urges the Provincial Government to take immediate action to reinstate the "Cottage Pollution Control Program" and was sent with the request for support from the Town of Bracebridge The Committee did not wish to act on this request ADMINISTRATION & FINANCE November 23,

6 Town of Walkerton-Gasoline Tax Resolution Again the Assistant Clerk highlighted the main points of the resolution passed by the Town of Walkerton CounciL This resolution petitions the Province of Ontario to share the gasoline tax in a fair manner with the municipalities to assist with maintenance costs on highways downloaded to the municipal governments. The Committee declined to support to resolution Tax Sale Lands-Bracerock Municipal Treasurer Andy Nelan advised the Committee that properties in the location of Entrance Drive and Cedar Lane were in tax arrears and the owners were requesting an extension agreement for six months. Mr. Nelan suggested that the owners be asked to pay a monthly sum of $ each month during the term of this extension agreement. There was some discussion centering around the payment amount. A resolution will be prepared for Council requesting that a by-law be passed to authorize this e extension agreement. See New Item #1310 MOVED BY EDITH NICHO~SECONDED BY ALLEN TAYLOR THAT the Administration & Finance Committee meeting adjourn to Closed Session to discuss a legal matter Carried. MOVED BY BARBARA MCMURRAY-SECONDED BY JERRY FOX THAT we arise from Closed Session Carried. MOTION: That we recommend to Council that a by-law be passed authorize an agreement for an encroachment of a portion of a residence belonging to G. Wilson that encroaches on into a drainage easement. It is further recommended that the usual application fee be waived.. See Item #1311 The meeting was adjourned at 11:55 p.m. PREVIOUS OPEN ITEMS. Item#575 Road Allowance Closing Ristic Sullivan Nimmrichter Wallis Kirby's Beach Road Griffiths Dawson NOTICE OF MOTION Armstrong, Geo. Waite Anderson Ingram Hill BLACK Baptist Women's Missionary A resolution will be prepared to rescind the resolution passed on November 11, 1998 as Public Works Item and to authorize the exchange of 20 foot strips between the applicant and Mr. Black as requested. The 20 foot strip to be conveyed to Mr Black is to begin at the high water mark of the Muskoka River north branch and continue easterly to the west boundary of the unopened concession road allowance between Lots 10 and 11, Concession 7, Macaulay. The 20 foot wide portion of the shore road allowance, the portion crossing the previously noted unopened road ADMINISTRATION & FINANCE November

7 allowance and the 20 foot strip along the southerly boundary of Part 2, BR-864 are to be declared surplus and conveyed to Mr. Black in exchange for the lands requested by the Town. The applicant is to be responsible for all legal and survey costs and to purchase at the regular purchase price the land shown as Part 1 on a draft survey plan prepared by c.t. Strongman in Item #1266 Item # 1287 Waite/CN Propertv-Hiram St. No further action. Facility Rental Policv See body of minutes page #5 Insurance renewal Item #1295 B.I.A. Expansion Council has approved the expansion of the B.I.A area to include the Hiram Street Parking Lot currently under construction and this matter will proceed.. Item #1300 Item #1302 Handicapped Parking Space No further action Public Transit No further progress on this matter REPEAT Item # 1303 Temporary Road Allowance Closing A resolution was forwarded to Council requesting the passing of a by-law to temporarily close certain streets on Sunday, December 6, 1998 to accommodate the 30'h Annual Santa Claus Parade. CLOSED. Item #1304 Bracebridge Chamber of Commerce/Bird Mill Mews Lease NOTICE OF MOTION A resolution will be prepared recommending that Council approve an increase in funding of $7, per year for the next three years bringing the annual total to $35, to operate the Bracebridge Visitors' Information Centre.. Council is also supportive of the idea to devise a long term plan to clarify the expectations and details of the arrangement between the Town and the Chamber for this operation. Item #1305 West Nissouri A resolution will be prepared for Council recommending that the Town of Bracebridge support the Township of West Nissouri in their petition to the Provincial Government to provide proper funding to ensure rural schools are not forced to be closed. CLOSED. NEWlTEMS Item # 1306 O'Hara-Bigwind Lake NOTICE OF MOTION A resolution will be written to be presented to Council recommending that the Town of Bracebridge authorize the expenditure of approximately $1, for the survey necessary to define the various parts of the lot owned by Ms. O'Hara provided that all cottage owners currently having a right-of way- over this lot have agreed and signed to release them over the entire lot on the condition that they will be granted new rights-of -way over the western portion and the shore road allowance. ADMINISTRATION & FINANCE November 23,

8 Item #1307 December Free Meter Parking NOTICE OFMOTION A resolution is to be forwarded to Council recommending that The Town of Bracebridge offer free two-hour limit at all parking meters within the B.I.A. for the period from December 1, 1998 to December 31, 1998 but during that time all other parking infraction including the overtime regulations will be enforced. Item #1308 Muskoka Heritage Foundation-Living Archive Project NOTICE OF MOTION A notice of motion will be prepared for Council recommending that the Town of Bracebridge Council declares their support of this project and appoints Councillor Heather Coupland and our G.I.S, representative, Mr. Ron Walton, to the Steering Committee and to authorize the project's access to our G.I.S. information provided Mr. Walton approves and security measures are in place. Item #1309 Downtown Parking Lot Lease Renewal NOTICE OF MOTION A resolution will be drafted recommending that Council consider a by-law authorizing a renewal of the lease agreement for that portion of the downtown parking leased from Marita Elliott. Item 1310 Tax Sale -Extension Agreement NOTICE OFMOTION The Administration & Finance Committee will recommend by resolution to Council that a by-law be passed authorizing an extension agreement with Bracerock Development Corporation on the lands described as Parts 1, 2, & 3, Plan 35R5858 for a period of six months ending June 1, 1999 on the condition that $ per month is paid towards the outstanding taxes. Item # 1311 Wilson Encroachment NOTICE OF MOTION A resolution will be drafted for Council recommending that we enter into an encroachment agreement for a portion of a residence belonging to G. Wilson that encroaches into a drainage swale and that we waive the usual application fee. November 23, 1998 ADMINISTRATION & FINANCE November 23,