THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE COUNCIL MEETING MINUTES. Council Chambers Oliver Paipoonge Municipal Complex

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1 THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE COUNCIL MEETING MINUTES DATE: March 12, 2018 TIME: 5:00 PM PLACE: Council Chambers Oliver Paipoonge Municipal Complex CHAIR: Mayor L. Kloosterhuis PRESENT: Councillor A. Bishop Councillor B. Kamphof MUNICIPAL OFFICERS: Wayne Hanchard, CAO/Clerk Judy Jacobson, Deputy Clerk Sharron Martyn, Manager of Planning Mike Horan, Fire Chief Larry Eyres, By-law Enforcement Officer Page 1 of 14

2 1. CALL TO ORDER 2. DISCLOSURES OF INTEREST 3. ADOPTION OF AGENDA (a) Adoption of the Agenda Resolution No THAT with respect to the March 12, 2018, Council Agenda, we recommend that the agenda as printed including any additional information and new business be confirmed. 4. MINUTES OF PREVIOUS MEETINGS (a) Council Meeting Minutes of the Council Meeting held on February 26, 2018, for approval. Discussion on the above noted minutes. Resolution No THAT the Minutes of the Council Meeting held on February 26, 2018, BE APPROVED. Page 2 of 14

3 Special Council Meeting Minutes of the Special Council Meeting held on February 27, 2018, for approval. Discussion on the above noted minutes. Resolution No DEPUTATIONS THAT the Minutes of the Special Council Meeting held on February 27, 2018, BE APPROVED. (a) Union Gas Nicholas Klip, District Manager, NorthWest District, Union Gas appeared before Council and made a PowerPoint presentation describing how Union Gas fits into the parent Corporate structure, the province and our local area; operational safety; and customer information with an example specific to Oliver Paipoonge. A handout entitled Furnace Cost Comparison was distributed to Members of Council at the meeting. 6. REPORTS OF MUNICIPAL OFFICERS (a) Museum Planning Report No to come up with a viable long-term plan for the museums. Wayne Hanchard, CAO/Clerk provided an overview on the report and responded to questions. Paul Manzon, Chief Building Official attended and provided information and responded to questions with respect to the above noted. Following a discussion, Council directed the CAO/Clerk to contact the Museum Board to obtain their agreement on the expenditure of funds to engage an architect to do a "conceptual design" for a new building on the Founder's site after which a Request for Proposal will be prepared. Page 3 of 14

4 Pending List Report No to report on pending list developments. Wayne Hanchard, CAO/Clerk provided an update on the various items listed on the pending list and responded to questions. (c) Planning Department Monthly report from Sharron Martyn, Manager of Planning. Sharron Martyn, Manager of Planning appeared and reviewed the report with Members of Council and responded to questions. It was noted that the modifications to the Official Plan would be available from the Ministry of Municipal Affairs this week and that a Special Council Meeting was required to meet with the consultant to review and adopt the modifications. Resolution No. 66A-2018 THAT a Special Council Meeting be established to adopt the modifications to the Official Plan as follows: Monday, March 19, :00 AM Council Chambers, Oliver Paipoonge Municipal Complex (d) Committee of Adjustment - Application No. 18/06/18 on behalf of Gerry and Helen Kamphof on property known as Lot 24, Concession 2, NKR, Municipality of Paipoonge, now the Municipality of Oliver Paipoonge for a proposed new lot. This application will be presented at the Committee of Adjustment meeting held on March 8, Sharron Martyn, Manager of Planning appeared and responded to question on the application. Following a discussion, it was noted that the application would be represented at a future meeting. Page 4 of 14

5 (e) (f) (g) (h) (i) Committee of Adjustment - A copy of a Notice of Decision for Application No. 1B/02/18 on behalf of Rose Greening for a proposed easement right-of-way, for information. Committee of Adjustment - A copy of a Notice of Decision for Application No. 1B/04/18 on behalf of Holly Tuck for a proposed new lot, for information. Committee of Adjustment - A copy of a Notice of Decision for Application No. 1B/05/18 on behalf of Sophie Mendyk for a proposed lot addition, for information. Committee of Adjustment - Minutes of the Committee of Adjustment Meeting held on January 18, 2018, for information. By-law Enforcement Report from Larry Eyres, By-law Enforcement Officer for February Larry Eyres, By-law Enforcement Officer appeared and responded to questions. (j) Fire and Emergency Services - Officers Meeting Minutes of the Fire and Emergency Services Officers Meeting held on February 14, 2018, for information. Mike Horan, Fire Chief appeared and responded to questions. It was noted Councillor B. Kamphof was listed in attendance in error and needed to be added as having been in attendance. (k) Fire and Emergency Services - Activity Log Activity Log from the Fire and Emergency Services for January Mike Horan, Fire Chief appeared and responded to questions. (l) Award Tender No for Crushing and Stockpiling Gravel Report No to award Tender No for Crushing and Stockpiling Gravel. Page 5 of 14

6 Resolution No THAT with respect to Report No we recommend that Tender No for crushing and stockpiling gravel be awarded to Kamlander Crushing Ltd. in the amount of $195, (including HST) as being the lowest tender; AND THAT the necessary by-law be presented to Council for ratification. (m) Award Tender No for Rosslyn Village Water System Reservoir Report No to award Tender No for the Rosslyn Village Water System Reservoir. Resolution No THAT with respect to Report No we recommend that Tender No for the Rosslyn Village Water System Reservoir be awarded to Perhol Construction in the amount of $117, (including HST) as being the lowest tender; AND THAT the necessary by-law be presented to Council for ratification. (n) Welcome Signs Report No to keep Council informed and get feedback on the EDC's designing work. Wayne Hanchard, CAO/Clerk provided an overview of the report and displayed pictures of the signs on the projector. It was noted that special attention be given to the shades of green being utilized. It was the consensus of Council that the Economic Development Committee proceed with the signs as contained in the report. Page 6 of 14

7 (o) Hall Rental Policy and Fees Report No to establish Council approved rules for hall rentals and update our rental fees. Following a discussion, Council deferred the report and resolution pending the revision to the policy and rates as discussed at the meeting. Council also directed the CAO/Clerk to advertise the new rates in the newsletter prior to the effective date. Resolution No THAT with respect to Report No we recommend that the Policy No Hall Rental Policy and the Hall Rental Fee Schedule attached to this Report, BE APPROVED; AND THAT the necessary By-law be presented to Council for ratification. DEFERRED (p) Investment Policy and Program At the meeting held on February 26, 2018, Report No to establish an investment policy for the Municipality to regulate municipal investments and generate higher return was presented and it was noted that a resolution would be presented at the March 12, 2018, meeting with respect to this matter. Resolution No THAT with Respect to Report and Investment Policy By-law , Council directs Administration to transfer the total balance of funds currently held in the One Investment Program Money Market Fund Portfolio, approximate value of $484, as of March 1, 2018, to the One Investment Program High Interest Savings Account. (q) Building Report DEFERRED There were no building permits issued for the month of February Page 7 of 14

8 7. REPORTS OF COMMITTEES (a) Economic Development Committee Minutes of the Economic Development Committee Meeting held on January 16, 2018, for information. Oliver Paipoonge Library Minutes of the Oliver Paipoonge Public Library Board of Directors' Meeting held on February 21, 2018, for information. A copy of the Oliver Paipoonge Library statistical report for January 2018, for information. (c) Thunder Bay District Health Unit Minutes of the Thunder Bay District Health Unit Annual and Regular Session Meeting held on January 27, 2018, for information. (d) Lakehead Region Conservation Authority Minutes of the Lakehead Region Conservation Authority Annual Meeting held on January 31, 2018, for information. (e) Thunder Bay District Social Service Administration Board Minutes of the TBDSSAB Meeting Nos. 02/2018 and 03/2018 held on January 18, 2018, for information. 8. MAYOR S REPORT 9. BY-LAWS (a) Hall Rental Policy Resolution 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 establish a policy for rental of the Murillo and Rosslyn Community Hall, BE APPROVED; Page 8 of 14

9 AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. BY-LAW NO Hall Rental Fees Resolution No DEFERRED 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 establish fees for rental of the Murillo and Rosslyn Community Halls, BE APPROVED; AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. BY-LAW NO DEFERRED 10. PETITIONS AND COMMUNICATIONS 10.1 ACTION ITEMS (a) Offering School Property to Municipalities At the Council meeting held on February 26, 2018, a letter from Roger Auger, L.L.B., Clerk, Legal and Legislative Services, Town of Essex dated February 1, 2018, containing a resolution with respect to the above noted was presented. Council directed Administration to prepare a resolution for the March 12, 2018, meeting. Resolution No THAT the Municipality of Oliver Paipoonge supports the resolution from the Town of Essex dated January 15, 2018, to send a request to the Association of Municipalities (AMO), ROMA, NOMA and the Thunder Page 9 of 14

10 Bay District Municipal League requesting that when school boards make decisions to close schools, that they have to offer the building to the local municipality for a dollar. Asset Management Plans for Municipal Infrastructure Letter from Sylvia Jones, MPP, Dufferin-Caledon dated February 8, 2018, with respect to the above noted. (c) Endangered Species Act, 2007 Letter from Jennifer Murphy, Warden, County of Renfrew dated February 28, 2018 containing a resolution with respect to the above noted FOR INFORMATION ONLY (a) ROMA Conference Letter from Janet Menard, Deputy Minister, Ministry of Community and Social Services received February 27, 2018, acknowledging the meeting on January 22, ROMA AGM and Annual Conference Letter from The Honourable Kathryn McGarry, Minister, Ministry of Transportation dated February 22, 2018, actin (c) TBDSSAB - Update from the Board Newsletter TBDSSAB - Update from the Board Newsletter dated February 23, 2018, for information. (d) Clean Water and Waste Water Fund (CWWF) Letter from Don Rusnak, MP, Thunder Bay-Rainy River dated March 1, 2018, in response to the letter sent from Mayor Lucy Kloosterhuis with respect to the above noted. Page 10 of 14

11 Letter from Lynn Buckham, Regional Director, Municipal Services Office North, Ministry of Municipal Affairs Ministry of Housing dated March 1, 2018, in response to the letter sent from Mayor Lucy Kloosterhuis with respect to the above noted. (e) Reforms to Municipal Eligible Investment Authorities Letter from The Honourable Bill Mauro, Minister, Ministry of Municipal Affairs dated March 6, 2018, with respect to the above noted. (f) O'Connor Township Draft Official Plan and Zoning By-law 11. NEW BUSINESS Notice of Special Meeting to O'Connor Council on April 9, 2018, at 6:00 p.m. with respect to the above noted. (a) Tender No Crushing and Stockpiling Gravel Resolution No. 73A-2018 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 a Contract between The Corporation of the Municipality of Oliver Paipoonge and Kamlander Crushing Ltd for Crushing and Stockpiling Gravel, BE APPROVED; AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. BY-LAW NO Page 11 of 14

12 Tender No Rosslyn Village Water System Reservoir Resolution No. 73B-2018 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 a Contract between The Corporation of the Municipality of Oliver Paipoonge and Perhole Construction for the Rosslyn Village Water System Reservoir, BE APPROVED; AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. BY-LAW NO (c) Meeting with MTO on City Truck Diversion Plan, March 9/18 Report No to inform Council on our meeting with MTO on the City's new plan to divert truck traffic off Arthur Street and Dawson Road onto Hwy 11/17. Wayne Hanchard, CAO/Clerk provided an overview of the report and responded to questions. Following a discussion, it was the consensus of Council that the Municipality lobby the Minister at the AMO AGM and Conference in August with respect to this matter. (d) Funding Announcement Councillor B. Kamphof advised he had attended the funding program announcement by NOHFC for tile drainage. 12. CLOSED SESSION (a) Resolve to Closed Session Page 12 of 14

13 Resolution No THAT we resolve to a Closed Session, the hour being 8:25 p.m. to discuss the following: 1. Proposed land acquisition SNEMS Ambulance South Landfill Site 2. Proposed disposition of land - Rubin Industrial Park Phase II - Lot Sales 3. Identifiable Individuals Economic Development Intern Scaling of Trees Revert to Council Meeting Resolution No THAT we revert to the Council Meeting to continue with the business at hand, the hour being 8:49 p.m. (c) Closed Session Minutes Resolution No THAT the Closed Session Minutes from the meeting held on February 26, 2018, and as presented at the Closed Session Meeting, BE APPROVED. Page 13 of 14

14 13. CONFIRMATION BY-LAW (a) Confirming By-law Resolution No ADJOURNMENT 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 confirm the proceedings of meetings of Council held on the 12th day of March 2018, BE APPROVED. AND THAT the Mayor and Clerk be authorized to affix their signatures to said by-law. BY-LAW NO (a) Adjournment of Meeting Resolution No THAT the Council Meeting held on March 12, 2018, be adjourned, the hour being 8:50 p.m. Mayor Lucy Kloosterhuis Wayne Hanchard, CAO/Clerk Page 14 of 14