Mayor R. Austin, Deputy Mayor A. D Agostino and Councillors J. Lees, J. Mavis, L. Thompson and L. Hall

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1 Minutes of the Committee of the Whole Meeting of the Corporation of the Municipality of Port Hope held on Tuesday at 7:03 p.m., in the Council Chambers, 56 Queen Street, Port Hope, Ontario. Present: Staff: Mayor R. Austin, Deputy Mayor A. D Agostino and Councillors J. Lees, J. Mavis, L. Thompson and L. Hall M. Rostetter, Chief Administrative Officer F. Aird, Deputy Chief Administrative Officer/Clerk C. Martinell, Deputy Clerk S. Hutchison, Director of Planning Services J. MacKay, Municipal Engineer B. Spry, Treasurer R. Goddard-Bowman, Economic Development Officer A. Patterson, Tourism Coordinator K. Andrus, Chief Building Official E. Todd, Director of Parks, Recreation & Culture A. Taylor, Municipal Planner Absent with Notice: Councillor D. Watson DELEGATIONS: Bonnie O Neill, Ministry of Agriculture and Food was in attendance RE: Community Strategic Plan and was introduced by Rebecca Goddard-Bowman, Economic Development Officer. Copy of presentation distributed. Bonnie O Neil proceeded with her overhead presentation highlighting the following: - Principles of Community Strategic Planning - Why bother with Strategic Planning - What is Strategic Planning, types of plans and characteristics - Who s involved Partners/Stakeholders - Generic Process vision, understanding/analysis/alternatives, objectives/priorities, actions/project implementation and monitoring/revision/renewal - Implementation and taking action. Bonnie O Neil was thanked for her presentation. Rebecca Goddard-Bowman proceeded with her presentation on a Municipality of Port Hope Community Strategic Plan highlighting the following: - Why should the Municipality develop a Community Strategic Plan - Community Strategic Plan Objectives - Implementation - Time frame for Community Strategic Plan to be completed. - Financing Discussion - Timing of process and integration with election process - Based on work performed and past experience, Bonnie indicated that information collection could commence and be ready for the new Council. - Visioning during election process. It was noted that the visioning process is Community driven and should involve representation from Businesses, Youth, Education, Recreation, Tourism, Heritage etc. In addition it was noted that it is the perfect time to move forward with a Community based Strategic Plan, as current information is available with recent GMS being completed and OP Update in progress. - Membership of Community Strategic Plan Feasibility Committee F. Aird, E. Todd, M. Rostetter, J. Selvig, Bonnie O Neill, A. Patterson and R. Goddard- Bowman. - Financing - Commitment from Northumberland Community Futures Development Corporation for $30,000 has not been confirmed. Municipality portion of $30,000 from impost fees reserve and other small general reserves accounts. Committee of the Whole Minutes Page 1 of 7

2 - Work load and potential burnout. It was suggested that members look for assistance with RFP and workload. Press: Relationship with Infrastructure and potential duplication of studies, work being performed such as with the Official Plan and overall time frame. Community Strategic Plan would build on work already done. Official Plan focuses on land uses and would be used as a building block for the project. Overall time frame varies as short-term plans could be implemented within a short time frame, while long-term plans may take up to 10 years. Resident comments on how the Committee composed of Staff only and does not include residents. Ms. O Neill was excused at 7:50 p.m. Terry Ashcroft, CAER Coordinator RE: CAER and the Partnership Award, was in attendance and highlighted the following: - This week is recognized as Emergency Preparedness week. - CAER s focuses on emergency planning including preparing and rehearsing should disaster occur. CAER Committee members also co-ordinate efforts/actions amongst organizations within the municipality Cameco, Zircatec, Esco, Collins & Aikman, Chemcraft, police, fire and municipality itself. - Congratulations to Jessie Mutter who was instrumental in getting our CAER group where it is today. - Vision is to be leaders and partners in emergency planning program sharing of information. - Through CAER, Port Hope became involved with Ontario s Partnerships Toward Safer Communities Program. - In 2001, Port Hope recognized at the Essential Level for achievements in Emergency Management, one of only a few municipalities to receive this award. - Pleased to report that, for 2002, the Municipality of Port Hope will be recognized with a certificate of achievement in emergency management at an Enhanced Level from Emergency Management Ontario through the Partnerships Toward Safer Communities Program. This is an achievement that many larger cities have not been able to accomplish. - Terry and Dave Chesher of the CAER Group have been asked to attend the May 21 Fredericton Conference to make a presentation on the work done with our program. Mayor Austin thanked Terry and congratulated both Jessie Mutters and Terry for the work accomplished by them. Mr. Ashcroft was excused at 8:00 p.m. Brad Mills re Dr. Powers School Update was in attendance and highlighted the following. - Announcement confirmed that Dr. Powers will be closed in June Relocation of students will generate a 120% over capacity facility with two portables being added and 2 resource rooms being lost. - On May 12, 2003 reasoning for decision is being challenged. - Request support of Council. It was noted that on May 12, 2003 at 6:00 p.m. demonstration of support is being held prior to meeting commencing at. 7:30 p.m. Mayor Austin stated he would be making a presentation that evening. Discussion: - RE: Area covered by Dr. Powers East of River to Hamilton Road with closure and now includes King Street, South to Shuter St. and Molson St. - Board members only talked about the walkway and didn t ask about reports during their recent meeting. Committee of the Whole Minutes Page 2 of 7

3 Mr. Mills was excused at 8:07 p.m. Bob Fudge, Environmental Advisory Committee RE: Council Presentation. Delegation was unable to attend tonight and will be rescheduled to another date. 1. General Government 1.1 Staff Reports Accounts Payable for April 20 to May 3, 2003 in the amount of $647, Resolution to be prepared for Council s consideration. 1.2 Business Referred AMO Re Deadline for Submissions The Peter J. Marshall Municipal Innovative Awards, June 11, 2003 FYI 03/ referred from Council April 29, Received for information Ontario Municipal Economic Infrastructure Financing Authority re Ready to Accept Applications 6.23 referred from Council April 29, Referred to staff for processing. 1.3 New Business Budget Meeting May 8, 2003 at 7:00 p.m. - Received for information 1.4 Agenda Discussion Period Mr. Dietz RE: Budget Committee minutes - inquired as to when will he receive copies of the minutes of January 27 th, February 3 rd, February 10 th and March 17, 2003 meetings. F. Aird stated she was not aware that they had not been circulated. She apologized and confirmed that she would rectify the matter Mr. Dietz RE: 2002 Audited Financial Statements - inquired as to when information would be available. F. Aird explained the F.Y.I. statements are now being completed and are expected by month end. The Committee adjourned and B. Spry was excused at 8:10 p.m. 2. Economic Development & Tourism 2.1 Staff Reports Tourism Report, April 2003 Received for information Economic Development Report Monthly Report April 2003 Received for information Community Strategic Plan Feasibility Outline - Resolution of support and approval to be prepared including suggested adjustments in Committee membership, time lines and subject to funding from Northumberland Community Futures Development Corporation ITER Open letter to the Prime Minister to appear in the Toronto Star, Globe and Mail and Ottawa Citizen - Received for information 2.2 Business Referred Carroll Nichols re Iter Project 6.3 referred from Council April 29, 2003 postcards not available Sign-up list confirming support to be prepared for residents in-lieu of postcards Central Ontario Smart Growth Panel News Release Delivers Final Report on Shaping the Region s Long-Term Growth, April 17, referred from Council April 29, Received for information Northumberland County re Smart Growth 6.20 referred from Council April 29, 2003 Resolution to be prepared supporting involvement of Planning and Economic Development staff. 2.3 New Business Councillor Mavis RE: Item 6.9 March 25, 2003 Council request that dedicated washrooms be installed in Capitol Theatre. The Chairperson Selena Forsyth has requested support of the Committee s recommendation. Mayor Austin stated his willingness to meet with Committee of the Whole Minutes Page 3 of 7

4 representatives to discuss the matter. The Mayor to facilitate a meeting with the Capitol Theatre Foundation, the Barrier Free Committee and Municipal staff to discuss issues and options in attempt to resolve the matter. L. Hall commented that the Capital Theatre is intended to serve the general public and is largely financed through public monies. 2.4 Agenda Discussion Period Mayor Austin reported he has outlined his concerns to County Council members relating to County Economic Development and these concerns will be brought forward at the next County Council meeting May 14, Jack Goering requested clarification on the letter to Minister re ITER as he feels that the ITER project is not economical and uses substantial amounts of electricity. We should be looking at renewable energy sources such as solar panels that do work. Energy usage cannot be supported worldwide; we need to decrease usage. This is nothing more than a playground for scientists. Committee adjourned and R. Goddard-Bowman and A. Patterson were excused at 8:30 p.m. 3. Planning and Development 3.1 Staff Reports n/a 3.2 Business Referred AMO Re Reacts Favourably to the Housing Pilot Project Alert 03/ referred from Council April 29, 2003 Received for information Central Ontario Smart Growth Panel News Release Delivers Final Report on Shaping the Region s Long-Term Growth, April 17, referred from Council April 29, The final report hard copy has now been received. Also available on the Ministry website. - Received for information Northumberland County re Smart Growth 6.20 referred from Council April 29, 2003 previously dealt with under Item of Economic Development & Tourism Committee agenda Douglas Shortreed re Official Plan Review 6.10 referred from Council April 29, 2003 Referred to PAC and Bruce Singbush OP consultant Jack W.L. Goering re Policy Direction Report, April referred from Council April 29, Referred to PAC and Bruce Singbush OP consultant Dale Road Ratepayers re Policy Direction Report 6.14 referred from Council April 29, Referred to PAC and Bruce Singbush OP consultant D.J.S. Tefft re Policy Direction Report 6.17 referred from Council April 29, Referred to PAC and Bruce Singbush OP consultant Official Plan Review Policy Direction Report Municipality of Clarington referred from Council April 29, 2003 Referred to PAC and Bruce Singbush OP consultant Agricultural Advisory Committee referred from Council April 29, 2003 Referred to PAC and Bruce Singbush OP Consultant Julie Mavis, Councillor referred from Council April 29, 2003 Referred to PAC and Bruce Singbush OP consultant Barrier-Free Advisory Committee referred from Council April 29, Referred to PAC and Bruce Singbush OP consultant Ivan B. Wallace re Zoning By-law 2857/ referred from Council April 29, Referred to Staff for review and report back to the Committee LACAC re Designation of 271 Ridout St referred from Council April 29, Resolution be prepared to authorize the Clerk to begin the designation process pursuant to the Ontario Heritage Act Ron Flieler, Industry Canada re Bell Mobility Tower Proposed for Port Hope 6.27 referred from Council April 29, 2003 Resolution to be prepared stating that Council does not wish to terminate the Committee of the Whole Minutes Page 4 of 7

5 consultation process and requests that the second site not be selected and that the conditions outlined on Resolution No. 59/2003 be considered by Industry Canada. Letter to be forwarded to Industry Canada advising them of Council s position, with copy to be forwarded to Paul Macklin, M.P. It was noted that there is a new process being considered regarding Communication Towers and the letter should reference/be linked to the new process. 3.3 New Business J.E.Quantrill Chevrolet Oldsmobile Cadillac Limited Site Plan Application 265 Peter Street Memo from Chief Building Official, Municipal Engineer & Municipal Planner forwarded. Anne Taylor, Municipal Planner provided a brief outline of the proposal including Staff Recommendations. By-law to be prepared to approve the Site Plan Agreement with J.E.Quantrill Chevrolet Oldsmobile Cadillac Limited Frank Lauria Pontiac Buick Limited Site Plan Application Memo from Chief Building Official, Municipal Engineer & Municipal Planner forwarded. Anne Taylor, Municipal Planner provided a brief outline of the proposal including Staff Recommendations. By-law to be prepared approving Site Plan Agreement with Frank Lauria Pontiac Buick Limited. Finalization of the site plan agreement will be conditional on the finalization of the plan of subdivision application (subdivision agreement and registration of plan) Renaming of Municipal Ward Boundaries Memorandum from Secretary, Planning Advisory Committee forwarded - Referred to Staff for review and report back to the Committee DISCUSSION - Process for changing of ward names - Restructuring Board Order - Legality to change names to Town and Township - Time limits TSH Peer Review of D.M. Wills, March 2003 Peer-review Report, Servicing of AON Inc. Development copy forwarded. Copy to be forwarded to the two libraries Status of Tucker Creek Development Application S. Hutchison, Director of Planning Services reported. S. Hutchison, Director of Planning Services reported that the Planning Applications are being processed. However, there are issues as to how this development will be serviced. Public Meeting will be scheduled, once servicing issues can be addressed. Received for information. Resolution of Council to be prepared outlining Council s prerequisite for information relating to the servicing issues, particularly dealing with how the proposed development will be serviced, prior to proceeding forward RE: GRCA comments on Quantrill and Lauria Proposals Items and on this agenda. Referred to staff for information Dan Koomen RE: Development Charges Staff Report on reductions to be prepared for the next meeting. 3.4 Agenda Discussion Period Mr. Sovey questioned Item and stated that Mr. Flieler should not be allowed to dictate on this situation. We should be dealing with someone who is professional. Committee adjourned and S. Hutchison, A. Taylor and K. Andrus were excused at 8:55 p.m. 4. Parks Recreation & Culture 4.1 Staff Reports Department of Parks, Recreation & Culture, April 2003 Monthly Report. - Received for information Committee of the Whole Minutes Page 5 of 7

6 4.2 Business Referred Ministry of Tourism and Recreation re File Number: EFF-9113 Recreation Development Fund 2002/ referred from Council April 29, Received for information. E. Todd stated that correspondence is confirmation of their verbal notification of grant. 4.3 New Business Parks & Recreation Ontario, Presentation Material - The Crisis of Childhood Obesity Information forwarded - Received for information Parks & Recreation Ontario, Presentation Material The Role of Performance Measurement in Public Programs. Memo & Information forwarded Received for information. E. Todd reported implementation is for the next fiscal year and tools have been developed in order to help measure performance Summer Active 2003 Information forwarded - Received for information 4.4 Agenda Discussion Period Early Years Centre Update E. Todd reported that there are continual ongoing negotiations. R. Austin, Mayor advised that a meeting has been scheduled for Saturday May 10, 2003 with Doug Galt, M.P.P. and Paul Macklin, M.P. to discuss the matter and issues. Committee adjourned and E. Todd was excused at 9:03 p.m. 5. Public Works 5.1 Staff Reports n/a 5.2 Business Referred Re Consultation on Source Water Protection Report Alert 03/ referred from Council April 29, Received for information Barb Winfield re Sidewalks not made barrier free 6.6 referred from Council April 29, 2003 Recommended that Public Works include sidewalk ramp construction at Ontario/Walton this summer. It was also suggested that an annual inspecting be held with Barrier Free Committee members Anne Shields re Implementing a Once Yearly Pick-Up of Garden Waste 6.16 referred from Council April 29, Cost estimate forwarded based upon 2001 report (Fall Pick-Up) Referred to staff for report. Including consideration of a User Pay type system or something similar to Cobourg s pick-up system Blake Holton, Beautification Committee Port Hope HBIA re Traffic Island at the foot of Walton St referred from Council April 29, 2003 Resolution to be prepared authorizing Public Works to participate in Mill/Walton Street beautification 5.3 New Business KMK report May 1, 2003 Provincial Order. Discussed with Item KMP Proposal: W.P.C.P. Operation Optimization Plan re Sludge Bulking Resolution for approval of the two reports by Deborah Ross re W.P.C.P. and authorizing staff to forward the Provincial Order Report immediately to the MOE for consideration. 5.4 Agenda Discussion Period RE: Parking Area at Wladyka Park Staff report to be available for next meeting Councillor L. Thompson RE: West Niles and Storm Drainage/Settlement Ponds J. MacKay, Municipal Engineer reported that all inquiries received are being referred to the Health Unit and briefly outlined the process for spraying Press RE: WPCP questioned necessity to proceed with optimizing Phase 1. Councillor A. D Agostino stated it was necessary and that it was a necessary Committee of the Whole Minutes Page 6 of 7

7 step in order to keep plant operating effectively until a new plant is constructed. Approximate cost of portable dewatering centrifuge is $70, Brad Mills RE: New residential units and the overall impact on development during construction of the facility. It was noted that phasing has taken into account for potential development/growth. Committee adjourned and J. MacKay was excused at 9:18 p.m 6. Protection to Persons & Property 6.1 Staff Reports M. Rostetter Report re Full-Time Fire Chief - Resolution for approval to be prepared Fire Department Report Ward I April 2003 Received for information. 6.2 Business Referred Environmental Advisory Committee re Nutrient Management Act. 8.4 referred from Council April 29, Comments are pending from the Agricultural Advisory Committee. EAC comments to be referred to the Agricultural Advisory Committee 6.3 New Business RE: OSUM Conference L. Hall, Chairman provided an update of the OSUM Conference in Picton. He advised that it was a valuable conference and one of the topics was Butt-In or Butt-Out RE: Non-Smoking By-law. Chairman, L. Hall reported that a public meeting has been scheduled for Thursday May 7 th, 2003 at 7:30 p.m. To date, overall response has been excellent. Many Municipalities have provided and/or offered information. 6.4 Agenda Discussion Period n/a Committee adjourned at 9:25 p.m. 7. In Camera 9:25 p.m. S. Hutchison, Director of Planning Services and D. Mann, Municipal Solicitor were in attendance. Resolution: Moved by A. D Agostino Seconded by J. Lees BE IT RESOLVED THAT this Committee proceed In Camera in order to address a matter pertaining to security of the property of the Municipality or local board and the receiving of advice that is subject to solicitor/client privilege, including communications necessary for that purpose. S. Hutchison, Director of Planning Services was excused at 10:55 p.m. CARRIED Resolution: Moved by L. Thompson Seconded by A. D Agostino BE IT RESOLVED THAT this Council proceed past the designated 11:00 p.m. adjourned time for Council CARRIED In Camera and Committee adjourned at 11:15 p.m. Committee of the Whole Minutes Page 7 of 7