TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, June 2, :00 pm

Transcription

1 Chair: Mayor Altmann TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, June 2, :00 pm Council Chambers 111 Sandiford Drive The regular meeting of Council was held at the municipal offices, on the above date and time. All members of Council were present. Staff Present: Marc Pourvahidi, Michele Kennedy, Rob Flindall, Rob Raycroft, Rob McKenzie, Steven Kemp, Carolyn Nordheimer James, Jennifer Cooper, Debbie Brock and Isabel Leung. 1. CALL TO ORDER 2. RECOGNITIONS, if applicable Mayor and Members of Council congratulated Debbie Brock, Administrative Assistant, Whitchurch-Stouffville Fire & Emergency Services, on her retirement. 3. INTRODUCTION OF ADDENDUM ITEMS 4. CONFIRMATION OF AGENDA MOVED by Councillor Upton SECONDED by Councillor Kroon THAT the agenda be confirmed as circulated. 5. DECLARATIONS

2 6. ADOPTION OF MINUTES MOVED by Councillor Ferdinands SECONDED by Councillor Lovatt THAT the minutes of the following meetings be adopted as circulated: May 19, 2015 Special Council Meeting at 12 p.m. May 19, 2015 Regular Council Meeting at 3 p.m. May 19, 2015 Special Council Meeting at 7 p.m. May 26, 2015 Special Council Meeting at 3 p.m. May 26, 2015 Special Council Meeting at 7 p.m. 7. OUTSIDE PRESENTATIONS, if applicable 8. DELEGATIONS, if applicable Women Who Care: Heather Rogers 100 Women Who Care is a charitable organization that supports registered charities and not-for-profits in Stouffville. Our women meet 4 times a year, and donate $100 each at every meeting. Our goal is to raise $10,000 per meeting or $40,000 per year for the Stouffville community. MOVED by Councillor Smith SECONDED by Councillor Upton THAT the delegation by Heather Rogers, re: 100 Women Who Care, be received.

3 9. RESOLUTION TO MOVE INTO COUNCIL IN COMMITTEE MOVED by Councillor Ferdinands SECONDED by Councillor Hargrave THAT Council move to Council in Committee. 10. DETERMINATION OF REPORTS ON THE CONSENT AGENDA REQUIRING SEPARATE DISCUSSION Items 3 and 5 were identified for separate discussion. 11. ADOPTION OF REPORTS ON CONSENT AGENDA NOT REQUIRING SEPARATE DISCUSSION MOVED by Councillor Upton SECONDED by Councillor Lovatt THAT reports 1 to 8, with the exception of items that have been deferred, deleted or listed for separate discussion, on the regular agenda, be approved and the recommendations contained therein be adopted. 12. STAFF PRESENTATIONS, if applicable 13. CONSIDERATION OF REPORTS ON THE CONSENT AGENDA REQUIRING SEPARATE DISCUSSION 1. CONTRACT AWARD FOR WS-RFT ROAD REHABILITATION AND ASPHALT PAVING (F18) MOVED by Councillor Hargrave SECONDED by Councillor Lovatt 1) THAT Tender WS-RFT for Road Rehabilitation and Asphalt Paving be awarded to Forest Contractors Ltd. for an amount of $657, including all applicable taxes;

4 2) AND THAT Council authorize staff to extend the scope of construction services provided by Forest Contractors Ltd. to include rehabilitation of McCowan Road, from St. John s Sideroad to Faulkner Avenue; rehabilitation of O Brien Avenue from Main Street to Rose Avenue; and additional excavation and grading of the parking lot at 6 Park Drive, for an amount of $226,000 including all applicable taxes, as allowed under Section 6.3 (Sole Source) of the Procurement By-law FI; 3) AND THAT a construction contingency amount up to $88,306 including all applicable taxes (representing 10% of the project value) be approved to address unforeseen circumstances that may arise resulting in additional work; 4) AND THAT Council authorize award of a contract for material testing and contract administration to AME Materials Engineering, currently under contract with the Town, in the amount of $60,000 including all applicable taxes; 5) AND THAT the Mayor and Clerk be authorized to sign all required documents to enter into these contracts. 2. DEBENTURE AUTHORIZATION FOR APPROVED 2015 CAPITAL PROJECTS (F08) MOVED by Councillor Lovatt SECONDED by Councillor Upton 1) THAT the Treasurer/Deputy Treasurer be authorized to initiate the process with the Region of York and Infrastructure Ontario for the issuance of short-term construction debentures and longterm debentures as required to fund the 2015 Capital Budget; 2) AND THAT By-Law FI authorizing such debenture be enacted.

5 3. REVISIONS TO 2015 TAX CLASSES AND TO STRIKE NEW RATES AND LEVY TAXES FOR 2015 (F22) Council In Committee recommends: 1) THAT By-Law TX, be the new By-law to strike new rates and levy taxes for the Town of Whitchurch-Stouffville for the year 2015 be enacted; 2) AND THAT By-Law TX be repealed. 4. GRANTS AND DONATIONS IN-KIND (F11) MOVED by Councillor Smith SECONDED by Councillor Lovatt 1) THAT the report be deferred and considered after Report 8 re: New Advisory Committees. 5. EMPLOYMENT LAND CONVERSIONS (D24) Council In Committee Recommends: 1) THAT the Staff Report dated June 2, 2015 be received for information. 6. MAIN STREET FESTIVAL UPDATE MOVED by Councillor Upton SECONDED by Councillor Ferdinands 1) THAT the Update Report on the MAIN STREET FESTIVALS be received for information purposes; 2) AND THAT staff be authorized to charge a temporary fee for application processing of Food Trucks.

6 14. CONSIDERATION OF DISCUSSION AGENDA REPORTS, if applicable 1. JOB DESCRIPTION FOR DEPUTY MAYOR AND OPTIONS FOR PROVISION OF THE ROLE (C00) MOVED by Councillor Smith SECONDED by Councillor Kroon 1) THAT Staff be directed to amend By-law AP, being a by-law to appoint Acting Mayors, as outlined in Option 2 of the report; 2) AND THAT the job description of a Deputy Mayor shall include: 1. Chairing Council meetings; 2. Calling special meetings of Council; 3. Carrying out the duties of the Mayor in the event of an emergency; 4. Acting as signing authority on behalf of the Corporation; 5. Representing the municipality at official functions and promoting the purposes of the municipality; 6. Representing the Mayor in meetings with various representatives. 3) AND THAT staff be directed to make the required amendments to the Town s Procedural By-law RE. 2. NEW ADVISORY COMMITTEES (C12) MOVED by Councillor Lovatt SECONDED by Councillor Ferdinands 1) THAT staff be directed to advertise for volunteers for the following Advisory Committees for the term of : - Downtown Stouffville Working Group - Ballantrae Community Centre Advisory Committee - Lemonville Community Centre Advisory Committee

7 MOVED by Councillor Ferdinands SECONDED by Councillor Smith 2) AND THAT the following Advisory Committees be discontinued for : - Cemetery Reference Group - Downtown Stouffville Farmers Market (subcommittee of the Downtown Stouffville Working Group) MOVED by Councillor Upton SECONDED by Councillor Ferdinands 3) AND THAT a Special Events Advisory Committee be established for and adopt the applicable Terms of Reference. MOVED by Councillor Lovatt SECONDED by Councillor Hargrave 4) AND THAT an Environmental Advisory Committee be established for and adopt the applicable Terms of Reference. DEFEATED MOVED by Councillor Hargrave SECONDED by Councillor Lovatt 5) AND THAT a Transportation Advisory Committee be established for and adopt the applicable Terms of Reference. DEFEATED

8 REPORT 4: GRANTS AND DONATIONS IN-KIND (F11) MOVED by Councillor Ferdinands SECONDED by Councillor Kroon 1) THAT Council adopt the change in policy related to Grants and Donations In-kind as included in this Report; 2) AND THAT future fees or services including those provided as inkind that are waived by Council no longer be funded by Grants and Donations; 3) AND THAT the Grants and Donations fund be utilized for the disbursement of direct funds to various groups through the annual operating budget process; 4) AND THAT Staff be directed to work closely with the Special Events Advisory Committee to bring back a comprehensive policy in dealing with in-kind grants and donations involving waiving fees and charges; 5) AND THAT Staff be directed to include a budget line for inkind grants and donations, in order to track these transactions and activities. AS AMENDED 15. ADJOURNMENT OF COUNCIL IN COMMITTEE MOVED by Councillor Kroon SECONDED by Councillor Smith THAT there being no further business the Council in Committee meeting be adjourned at 8:10 p.m.

9 16. COUNCIL CONSIDERATION OF RECOMMENDATIONS MOVED by Councillor Smith SECONDED by Councillor Upton THAT all reports on the agenda, with the exception of the reports that have been deferred, deleted or listed for separate discussion, be approved and the recommendations contained therein be adopted. 17. INFORMATION/ACTION ITEMS FROM TOWN ADVISORY COMMITTEES 18. OUTSIDE RESOLUTIONS - REQUEST FOR ENDORSEMENT (C10) Ballantrae Summer Games Request for donation in relation to the cost of baseball diamonds for the 5th bi-annual Ballantrae Summer Games, being held August 22-30, MOVED by Councillor Smith SECONDED by Councillor Kroon THAT Council waive the fees for the baseball diamonds. 19. NOTICES OF MOTION 20. RESOLUTIONS FROM MEMBERS OF COUNCIL

10 21. RESOLUTION TO HOLD AN IN CAMERA MEETING, if required MOVED by Councillor Kroon SECONDED by Councillor Ferdinands THAT the Council meeting recess at 8:15 p.m. to permit the holding of a Council in Camera meeting to consider: 1. Report of the CAO re: Personal matter about an identifiable individual (Municipal Act, Sec. 239 (2) (b)) - Administration Section Reorganization. 2. Report of the Clerk re: Personal matter about an identifiable individual (Municipal Act, Sec. 239 (2) (b)) - Appointments to 19 On the Park Advisory Committee Council reconvened in open session at 9:50 p.m. 22. CONSIDERATION OF ITEM ARISING FROM IN CAMERA MEETING 1. ADMINISTRATION SECTION REORGANIZATION MOVED by Councillor Kroon SECONDED by Councillor Upton 1) THAT further to the Corporate Efficiency Review of 2013, a new Corporate Services Department be created which would include: Finance, Revenue and Taxation, Clerk s, IT, Customer Service, By-law Enforcement and Procurement; 2) AND THAT Legal Services be transferred under the CAO effective immediately; 3) AND THAT Michele Kennedy be appointed Director of Corporate Services/Clerk; 4) AND THAT By-law AP, being a by-law to appoint Liz Araujo Treasurer, be enacted;

11 23. BY-LAWS 5) AND THAT Karen Ewart be thanked for her years of service with the Town; 6) AND THAT By-law AP, being a by-law to appoint Isabel Leung Deputy Clerk, be enacted; 7) AND THAT Linda Mainprize be appointed Manager of Municipal Law Enforcement; 8) AND THAT Debbie Holt be appointed Executive Assistant to the CAO; 9) AND THAT Diana Chang be appointed Planner/Land Information Clerk; 10) AND THAT the CAO be directed to post the position of Council Coordinator, Human Resources Coordinator, and By-law and Corporate Support; 11) AND THAT the Planning and Development Services Department be renamed the Development Services Department. MOVED by Councillor Kroon SECONDED by Councillor Hargrave THAT the following by-laws be read a first, second and third time and passed: MS BEING A BY-LAW to designate certain lands on a registered plan of subdivision as not being subject to Part Lot Control (Blocks 1 & 18, Plan 65M-4419)

12 FI A By-law to authorize certain capital works of the corporation of the Town of Whitchurch-Stouffville (The Municipality ); to authorize the submission of an application to the Ontario Infrastructure and Lands Corporation ( OILC ) for financing such works and certain other ongoing works; to authorize temporary borrowing from OILC to meet expenditures in connection with such works; and to authorize long term borrowing for such works through the issue of debentures by the Regional Municipality of York (the Upper-Tier Municipality ) to OILC FI BEING A BY-LAW to establish fees or charges for services or activities provided by the Town of Whitchurch-Stouffville (General Fees and Charges) and to repeal By-law FI AP A by-law to appoint Elizabeth Araujo Treasurer for the Town of Whitchurch-Stouffville and repeal By-law AP AP A by-law to appoint Isabel Leung as Deputy Clerk for the Town of Whitchurch-Stouffville and repeal By-law AP TX BEING A BY-LAW to strike rates and levy taxes for the Town of Whitchurch-Stouffville for the year 2015 and to provide for the collection thereof. 24. CONFIRMATORY BY-LAW MOVED by Councillor Smith SECONDED by Councillor Kroon THAT Confirmatory By-law MS be read a first, second and third time and passed. 25. LIST OF PROCLAMATIONS MADE (M00)

13 26. MOTION TO ADJOURN MOVED by Councillor Hargrave SECONDED by Councillor Lovatt THAT there being no further business the Council meeting be adjourned at 9:55 p.m. 27. COMMENTS FROM MEMBERS OF COUNCIL APPROVED at the Town of Whitchurch-Stouffville this 16 th day of June, Mayor Justin Altmann Michele Kennedy, Clerk