4.1. Mark Hamerton, Trails Coordinator/Treasurer of the Central Ontario ATV Club regarding Trail Designation

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1 REGULAR COUNCIL MINUTES March 21, :30 PM Council Chambers Administration Centre, Minesing Present: Mayor Linda Collins, Chair Deputy Mayor Dan McLean Councillor Dan Clement Councillor Perry Ritchie Councillor Rick Webster Councillor Sandy McConkey Councillor Jack Hanna Also Present: Winanne Grant, CAO John Daly, Director of Corporate Services & Clerk Barb Fralick, Manager of Human Resources Laurie Kennard, Director of Finance Brad Sokach, Director of Public Works Kayla Thibeault, Research & Policy Analyst Regrets: None noted 1. CALL TO ORDER RESOLUTION C Moved by: Webster Seconded by: McConkey THAT the meeting of the Council of the of March 21, 2011 come to order at 5:33 p.m. 2. MOMENT OF REFLECTION 3. DISCLOSURE OF PECUNIARY INTEREST None noted. 4. DEPUTATIONS/PRESENTATIONS 4.1. Mark Hamerton, Trails Coordinator/Treasurer of the Central Ontario ATV Club regarding Trail Designation The delegation advised members that the club has approximately 180 members, of which an estimated are residents of Springwater. The club expressed concern with rogue riders and are undertaking educational efforts to ensure compliance by trail users. The delegation advised that it Page 1 of 14

2 strives to be environmentally sensitive, as such, do not travel through moving water; where a artesian well sprung-up on a trail, additional aggregate was used to not hinder the well and prevent sediment from being displaced. Although the club has trail wardens, the wardens are club members who have no authority to stop riders; when required, OPP would be called. In general, complaints against trail users are down. Several members expressed support for the group as there was potential to improve tourism in the Township. (See also 6.1) RESOLUTION C Moved by: Clement Seconded by: Ritchie THAT the deputation from Mark Hamerton, Trails Coordinator/Treasurer of the Central Ontario ATV Club regarding trail designation, be received. Item 6.1 was dealt with COATV Trail Requests & ATV Enforcement (See also 4.1) RESOLUTION C Moved by: Clement Seconded by: Ritchie THAT the report from the Research and Policy Analyst regarding the COATV Trail Request dated March 21, 2011 be received; and THAT Council supports a renewed agreement between the Township of Springwater and the Central Ontario ATV Club to allow access to a portion of Flos Road 3 West and a portion of the North Simcoe Rail Trail for a one year term (March March 2012); and THAT subject to the above in the affirmative, that staff to proceed with notice and the closing the unopened section of Flos Road 3 West from approximately 3,300 metres east from the boundary of Crossland Road to 430 metres west of Phelpston Road and granting back certain rights to the Central Ontario ATV Club, and that the necessary by-laws be presented. Page 2 of 14

3 4.2.Patricia Silver, President of the Springwater Chamber of Commerce request for use of the Knox Building The delegation updated Council on the services offered by the Chamber and that there are currently 110 members paying a $75 membership fee with over 220 business contacts on its mailing list. (See also 6.2) RESOLUTION C Moved by: Hanna Seconded by: McConkey THAT the deputation from Patricia Silver, President of the Springwater Chamber of Commerce regarding their request for use of the Knox Building, be received. 4.3.Heather Sewell, Chair, and Bob Simmons, Focus Elmvale regarding Establishing a BIA (Business Improvement Area) in Elmvale (Updated) The delegation provided members an understanding of Focus Elmvale and the various roles it partakes in, such as beatification of Elmvale in support of businesses and tourism. The delegation requested Council to consider the creation of a Business Improvement Area (BIA) in Elmvale. The delegation suggested that the creation of a BIA may lead to increased sales, and increased property values among the benefits. In response to questions regarding a paid staff member, the delegation advised that the levy could provide funding for a paid manager. RESOLUTION C Moved by: McConkey Seconded by: Hanna THAT the deputation from Heather Sewell, Chair of Focus Elmvale regarding the establishment of a BIA (Business Improvement Area) in Elmvale, be received; and Page 3 of 14

4 THAT the matter of establishing a BIA (Business Improvement Area) in Elmvale be deferred until Focus Elmvale provides staff with items requested at the September 21, 2010 meeting, such as: Proposed first year budget; Proposed method of business levy (per cent or flat rate); List of BIA priority projects; and Map of BIA area. Item 6.2 was deal with Springwater Chamber of Commerce Use of Knox Building (See also 4.2) RESOLUTION C Moved by: Webster Seconded by: McConkey THAT the report from the Research and Policy Analyst regarding the Springwater Chamber of Commerce Use of the Knox Building, dated March 21, 2011 be received; and THAT Council supports the use of the front office and administrative counter in the Knox Building to be used temporarily by the Springwater Chamber of Commerce; and THAT that the Mayor and Clerk execute all necessary documents. 5. PREVIOUS MINUTES 5.1. Regular Council Meeting Minutes - March 7, 2011 RESOLUTION C Moved by: McLean Seconded by: Webster THAT the Minutes of the Regular Council meeting held on March 7, 2011 be approved as presented. Page 4 of 14

5 6. STAFF REPORTS 6.1. COATV Trail Requests & ATV Enforcement (See also 4.1) This item was dealt with earlier in the meeting. 6.2.Springwater Chamber of Commerce Use of Knox Building (See also 4.2) This item was dealt with earlier in the meeting. 6.3 Allocation of 2011 Cost of Living Adjustment (COLA) Members deliberated on the various methods of COLA distribution and that salary increases are also applied with tenure; members were not in favour of students receiving COLA. Members heard that a pay equity complaint had been filed twice before in Springwater and should the salary grid be unbalanced between the various grid levels, and appeal can be filed, as was done in 1994 and It was noted that Council had waived its COLA increase for the previous year and directed that it be waived in Staff advised that the grid does become unbalanced every 5 or 6 years and adjustments are made; in 2010, adjustments were made to grids 2-6. Members were advised that students under the age of 18 are paid $9.60, age 18 and over are paid $10.25 and for students in college and University are paid $ RESOLUTION C Moved by: Clement Seconded by: Ritchie That Council recess at 7:51 p.m. and reconvene at 7:54 p.m. RESOLUTION C Page 5 of 14

6 Moved by: Clement Seconded by: McLean THAT the Manager of Human Resources report titled Allocation of 2011 Cost of Living Adjustment, dated March 21, 2011 be received; and THAT staff apply 1.25% (OMERS breakeven point) to Levels 7 through 10; apply 1.60% to the Student Rate through Level 6; and THAT moving forward staff to investigate alternative methods of calculating the COLA, such as an average of 12 months using either the Ontario Consumer Price Index or the Statistics Canada Consumer Price Index. Councillor Webster requested a recorded vote. Councillor Hanna - No Councillor McConkey Yes Councillor Webster No Councillor Ritchie No Councillor Clement Yes Deputy Mayor McLean Yes Mayor Collins Yes 4 in support; 3 opposed 6.4.Grader RFP Results RESOLUTION C Moved by: Hanna Seconded by: McConkey THAT the report from the Director of Public Works regarding Grader RFP Results be received; and THAT staff advise Toromont that the Township will accept their proposal dated March 4, 2011 for the purchase of a Cat 140M motor grader and the trade in of the 2000 Volvo 740A VHP motor grader for a net price excluding HST of $210, Reserve Transfers RESOLUTION C Moved by: McConkey Seconded by: Hanna Page 6 of 14

7 THAT the report from the Director of Finance regarding 2010 Reserve Transfers, dated March 21,2011 be received; and THAT all Reserve and Reserve Fund Transfers as outlined in Appendixes 1 to 4 of the subject report be ratified and approved; and THAT the projects budgeted to be debt financed (Cassell Drive $121K and Fox Farm Road $42K) be funded through Public Works surpluses rather than debt financed; and THAT an Economic Development Reserve and a Health and Dental Reserve fund be established and any budgeted year end surpluses relating to these reserves be transferred annually to these reserves to fund future costs; and THAT the Director of Finance be authorized to fund any remaining 2010 pre- PSAB adjusted operating surplus or deficit arising from audit adjustments from the Working Reserve; and THAT $60,000 from the Doran Park Reserve be transferred to the Facilities Reserve. 6.6.Financial Report for Twelve Month Period Ending December 31, 2010 RESOLUTION C Moved by: McLean Seconded by: Webster THAT the Director of Finance s Financial Report for the twelve month period ending December 31, 2010, not including PSAB adjustments, be received. 6.7.Tree Nursery Sports Park Irrigation RESOLUTION C Moved by: Seconded by: THAT the report from the Director of Recreation Parks, and Properties regarding Tree Nursery Sports Park Irrigation, March 21, 2011 be deferred to a future meeting of Council. Page 7 of 14

8 6.8.Administration Centre Roof Update re: Ice Buildup RESOLUTION C Moved by: Seconded by: THAT the report from the Director of Recreation Parks, and Properties regarding the Administration Centre Roof Update re: Ice Build Up, dated March 21, 2011 be deferred to a future meeting of Council. 6.9.Fire and Emergency Services Station 2 Construction Staff advised Council that the items was budgeted for, and that Council would traditionally approve the tender, however if Council wishes to reconsider the operational need of the facility, staff should be made aware of that direction prior to issuing the design and build tender. Members deliberated the operational need of the fire hall and in the absence of the Director of Fire and Emergency Services, opted to defer the matter. RESOLUTION C Moved by: Seconded by: THAT the report from the Director of Recreation Parks, and Properties regarding the Fire and Emergency Services Station 2 Construction, dated March 21, 2011 be deferred to a future meeting of Council 6.10.Procurement of Computer Equipment - Efficiencies and Savings RESOLUTION C Moved by: Ritchie Seconded by: Clement THAT the report from the IT Coordinator regarding Computer Equipment Savings, dated March 21, 2011 be received; and THAT the Mayor and/or Clerk execute all necessary documents to enter into an agreement to use an Ontario Vendor of Record (OVOR) with the intent to purchase computer equipment at a reduced price. Page 8 of 14

9 6.11.Efficiencies Advisory Committee - Terms of Reference (TOR) RESOLUTION C Moved by: Seconded by: THAT the Efficiencies Advisory Committee Terms of Reference dated March 21, 2011 as generally outlined in Schedule I of the subject report, be approved; THAT that Deputy Mayor McLean, Councillor Clement, and Councillor Ritchie. be appointed to the Efficiencies Advisory Committee (EAC) Budget Advisory Committee - Terms of Reference (TOR) RESOLUTION C Moved by: McLean Seconded by: Webster THAT the report from the Director of Corporate Services and Clerk titled Budget Advisory Committee Terms of Reference, dated March 21, 2011, be received; and THAT the Budget Advisory Committee Terms of Reference dated March 21, 2011 as generally outlined in Schedule I of the subject report, be approved; THAT that Councillor Webster, Councillor Hanna and Councillor McConkey be appointed to the Budget Advisory Committee (BAC) County of Simcoe User Pay Waste Program (For Information) 6.14.Elmvale Water System MOE Inspection Results (For Information) 6.15.Website Enhancements - Subscription (For Information) 6.16.Accounts Payable for the Month of February 2011 (For Information) Page 9 of 14

10 6.17.Building Department Monthly Report for February 2011 (For Information) 6.18.Resolution for Staff Reports Received as Information RESOLUTION C Moved by: Ritchie Seconded by: Clement THAT the Staff Report items 6.14 through to 6.17 be received as staff reports for information, and that 6.13 be dealt with separately. Item 6.13 was dealt with RESOLUTION C Moved by: Ritchie Seconded by: Clement County of Simcoe User Pay Waste Program That the County of Simcoe be advised of the following municipal concerns regarding the User Pay Waste Program: 1. Funding will still need to be collected to fund the recycling (including organics) program. It may be confusing for residents if they think the garbage tag that they buy includes recycling costs. 2. There currently is no talk of the County taking over the collection of the current waste plus recycling costs or the future recycling costs. It remains an on-going concern that the entity that provides the service does not collect the funds directly to pay for the services. The County should be incorporating the costs of waste and recycling into their own levy rather than pushing the costs down to the municipal level. 3. Implementing a program midyear that has such a significant change in it cost structure is difficult from a tax collection purpose. Under the municipal Act we bill residents half of the prior year taxes including the waste portion and our financial system is designed to manage this process. If the costs change significantly mid- year, it will be challenging to adjust the billing appropriately. Page 10 of 14

11 7. BOARD AND COMMITTEE MINUTES RESOLUTION C Moved by: Webster Seconded by: McLean THAT the minutes of the Boards and Committees of the, and the recommendations contained therein, be approved as presented Recreation Advisory Committee meeting held on February 16, Hillsdale Recreation Service Board meeting held on March 2, Minesing Recreation Service Board meeting held on March 8, CORRESPONDENCE AND INFORMATION ITEMS 8.1. Ministry of Citizenship and Immigration Letter of March 2011 regarding the Newcomer Champion Awards 8.2. Province of Ontario Newsroom - Taking Action on Workplace Health and Safety 8.3. Municipality of Clarington Letter of March 8, 2011 regarding the Solar Energy Projects in Urban Valleylands 8.4. South Georgian Bay Lake Simcoe Source Protection Region Letter Received on March 8, 2011 regarding an Introduction to Source Water Protection 8.5. Nottawasaga Valley Conservation Authority (NVCA) Highlights from Board Meeting on February 25, Gary French Letter of March 7, 2011 regarding the Hillsdale Hotel 8.7. Resolution for Correspondence and Information Items RESOLUTION C Moved by: Clement Seconded by: Ritchie Page 11 of 14

12 THAT Correspondence and Information Items 8.1 through to 8.6 be received as information. 9. NOTICES OF MOTION None Noted 10. ITEMS FOR FUTURE CONSIDERATION RESOLUTION C Moved by: Hanna Seconded by: McConkey Councillor McConkey Councillor Hanna 11. CLOSED SESSION 1. That in light of the cost of obtaining insurance for the rental of municipal facilities, that staff review the required insurance coverage to be held by renters with a view of keeping costs to a minimum. 2. That at the request of the Community Policing Committee, that the Township routinely publish messages on behalf of the Community Policing Committee encouraging the reporting of all crimes to the Ontario Provincial Police (OPP). Council considered and deliberated the nature of the items listed and opted not to proceed in closed session Closed Session Minutes - March 7, 2011 RESOLUTION C Moved by: McLean Seconded by: Webster THAT the Closed Session Minutes of the Council meeting held on March 7, 2011 be approved as presented. Page 12 of 14

13 11.2. Seadon Road Stub Reference Plan RESOLUTION C Moved by: Ritchie Seconded by: McLean PUBLIC RECOMMENDATION: THAT the report from the Director of Corporate Services and Clerk regarding the Seadon Road Stub Reference Plan, dated March 21, 2011, be received; and THAT direction "In Camera" given to the Director of Corporate Services and Clerk be approved, and voted upon in accordance with section 239(6) (b) of the Municipal Act, 2001, as amended. 13. BY-LAWS RESOLUTION C Moved by: Webster Seconded by: McConkey THAT the subject By-law listed be introduced, numbered and read a First, Second and Third time and finally passed To authorize the closing of Part of the Original Road Allowance Between Lots 15 and 16, Concession 9, Geographic Township of Vespra, now in the, County of Simcoe, being Part of PIN (LT) THAT the By-law listed herein be signed and sealed by the Mayor and Clerk By-law Closure of Road Allowance on Seadon Road By-law Confirmatory RESOLUTION C Moved by: Clement Seconded by: Ritchie THAT By-law to confirm and adopt the proceedings of Council at the Regular meeting held on March 21, 2011 be introduced, numbered and read a First, Second and Third time and finally passed, signed and sealed by the Mayor and Clerk. Page 13 of 14

14 14. ADJOURNMENT RESOLUTION C Moved by: Hanna Seconded by: McConkey THAT the Regular Council meeting of the does now adjourn at 9:16 p.m. to meet again in Regular Session on April 4, 2011 at 3:30 p.m. in the Council Chamber, Administration Centre, Minesing. Linda Collins, Mayor John Daly, Clerk Page 14 of 14