REGULAR COUNCIL MEETING
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1 THE CORPORATION OF THE TOWN OF COCHRANE REGULAR COUNCIL MEETING MONDAY, NOVEMBER 14TH, 2011 COUNCIL CHAMBERS 5:30 P.M. Page ORDERS OF THE DAY 1. OPENING REMARKS AND ROLL CALL 2. DECLARATION OF PECUNIARY INTEREST 3. ADOPTION OF AGENDA ADOPTION OF MINUTES 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, BUSINESS ARISING FROM MINUTES 6. PETITIONS AND DELEGATIONS 6.1 If I Were Mayor for a Day - Essay Contest Winners 6.2 Robert and Irene Linklater - Thomas Archibald Sr. College Project 7. REPORTS 7.1. Head of Council Administration Audit Status and 2011 Revenues and Expenditures Accounts Receivable Invoicing and Collections - Policy Request to attend meeting with Sault Ste Marie EDC and Detour Gold regarding housing issue - Mayor Peter Politis RFP /Official PLan and Zoning By-Law Review and Update 7.3. Municipal Operations CGV Builders - Progress Payment No. 1 - Cochrane Airport Wilson Road Reconstruction - Tender Summary 7.4. Water 8. COMMITTEE/BOARD REPORTS 9. COMMUNICATIONS Page 1 of 85
2 Page REGULAR COUNCIL MEETING NOVEMBER 14TH, 2011 PAGE TWO 9. COMMUNICATIONS 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, THEC - Grant and Subsidy Application 9.2 La Ruche Centre de Loisirs et de Culture Inc. - Community Christmas - December 3, Request for donation 9.3 Kevin Cameron, Lieutenant Colonel, National Defence - Military Air Disaster Exercise - February 12, 2012 in Cochrane 10. RESOLUTIONS 11. NEW BUSINESS UNFINISHED BUSINESS 12.1 Scheduling of Council meetings and the respective procedural by-law 13. NOTICE OF MOTION 14. BY-LAWS 15. ADDENDUM TO THE AGENDA 16. ANNOUNCEMENTS AND INQUIRIES 17. COUNCIL (IN CLOSED SESSION) 18. ADJOURNMENT Page 2 of 85
3 Agenda Item # 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 Page 3 of 85
4 Agenda Item # 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 Page 4 of 85
5 Agenda Item # 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 Page 5 of 85
6 Agenda Item # 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 Page 6 of 85
7 Agenda Item # 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 Page 7 of 85
8 Agenda Item # 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 Page 8 of 85
9 Agenda Item # 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 Page 9 of 85
10 Agenda Item # 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 Page 10 of 85
11 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 11 of 85
12 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 12 of 85
13 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 13 of 85
14 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 14 of 85
15 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 15 of 85
16 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 16 of 85
17 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 17 of 85
18 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 18 of 85
19 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 19 of 85
20 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 20 of 85
21 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 21 of 85
22 Agenda Item # Audit Status and 2011 Revenues and Expenditures Page 22 of 85
23 Agenda Item # Accounts Receivable Invoicing and Collections - Policy Page 23 of 85
24 Agenda Item # Accounts Receivable Invoicing and Collections - Policy Page 24 of 85
25 Agenda Item # Accounts Receivable Invoicing and Collections - Policy Page 25 of 85
26 Agenda Item # Accounts Receivable Invoicing and Collections - Policy Page 26 of 85
27 Agenda Item # Accounts Receivable Invoicing and Collections - Policy Page 27 of 85
28 Agenda Item # Accounts Receivable Invoicing and Collections - Policy Page 28 of 85
29 Agenda Item # Accounts Receivable Invoicing and Collections - Policy Page 29 of 85
30 Agenda Item # Accounts Receivable Invoicing and Collections - Policy Page 30 of 85
31 Agenda Item # CORPORATION OF THE TOWN OF COCHRANE MINUTES OF THE ADMINISTRATION MEETING HELD AT THE COUNCIL CHAMBERS, TUESDAY, OCTOBER 25 TH, 2011, AT 12:00 PM, LOCAL TIME. PRESENT: Chairperson: Councillor: Mayor: Gilles Chartrand Jane Skidmore-Fox Peter Politis MUNICIPAL OFFICIALS CAO/Clerk: Acting Treasurer: Jean Pierre Ouellette Marilyn Moore ABSENT: Councillor: Robert Bawtinhimer 1. OPENING REMARKS AND ROLL CALL Chairperson Gilles Chartrand welcomed everyone in attendance and declared the meeting open. 2. DECLARATION OF PECUNIARY INTEREST Nil. 3. ADOPTION OF AGENDA Moved by: PETER POLITIS Seconded by: JANE SKIDMORE - FOX THAT the agenda be accepted as presented. 4. ADOPTION OF MINUTES 4.1 Minutes of September 27th, 2011 CARRIED A member asked if the 2010 Audit Status report would be generated through the committee. The CAO advised that the Treasurer was currently working on this matter. Moved by: JANE SKIDMORE - FOX Seconded by: PETER POLITIS THAT the minutes of the meeting of September 27th, 2011 be adopted as circulated. CARRIED 5. BUSINESS ARISING FROM MINUTES Nil. 6. REPORTS 6.1 Accounts Receivable - Collection Policy - Final Review Members reviewed the policy and asked a few questions. The policy will assist the municipality with effective collections for all accounts receivables. Moved by: PETER POLITIS Seconded by: JANE SKIDMORE - FOX THAT we hereby recommend to Council the adoption of the Accounts Receivable Collection Policy. CARRIED /2 Accounts Receivable Invoicing and Collections - Policy Page 31 of 85
32 Agenda Item # ADMINISTRATION MEETING OCTOBER 25 TH, 2011 PAGE TWO 6. REPORTS - continued 6.2 Accounts Payable Lists for September Members asked questions relevant to the process of authorizing cheques and why Council needs to be involved. Staff advised that if Council so wishes they can delegate the task to staff. The KPMG Operational Review is considering several recommendations to streamline our Finance Department systems and procedures. Moved by: JANE SKDIMORE - FOX Seconded by: PETER POLITIS THAT the Accounts Payable Lists for September 2011 in the amount of $1,841, and $2,286, be approved as circulated. 7. OTHER BUSINESS Nil. 8. ADJOURNMENT CARRIED Moved by: JANE SKIDMORE - FOX Seconded by: PETER POLITIS THAT this meeting do now adjourn at 12:35 p.m. CARRIED CHAIRPERSON CLERK Accounts Receivable Invoicing and Collections - Policy Page 32 of 85
33 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 33 of 85
34 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 34 of 85
35 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 35 of 85
36 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 36 of 85
37 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 37 of 85
38 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 38 of 85
39 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 39 of 85
40 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 40 of 85
41 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 41 of 85
42 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 42 of 85
43 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 43 of 85
44 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 44 of 85
45 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 45 of 85
46 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 46 of 85
47 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 47 of 85
48 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 48 of 85
49 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 49 of 85
50 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 50 of 85
51 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 51 of 85
52 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 52 of 85
53 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 53 of 85
54 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 54 of 85
55 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 55 of 85
56 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 56 of 85
57 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 57 of 85
58 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 58 of 85
59 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 59 of 85
60 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 60 of 85
61 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 61 of 85
62 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 62 of 85
63 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 63 of 85
64 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 64 of 85
65 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 65 of 85
66 Agenda Item # RFP /Official PLan and Zoning By-Law Review and Update Page 66 of 85
67 Agenda Item # CGV Builders - Progress Payment No. 1 - Cochrane Airport Page 67 of 85
68 Agenda Item # CGV Builders - Progress Payment No. 1 - Cochrane Airport Page 68 of 85
69 Agenda Item # CGV Builders - Progress Payment No. 1 - Cochrane Airport Page 69 of 85
70 Agenda Item # CGV Builders - Progress Payment No. 1 - Cochrane Airport Page 70 of 85
71 Agenda Item # Wilson Road Reconstruction - Tender Summary Page 71 of 85
72 Agenda Item # Wilson Road Reconstruction - Tender Summary Page 72 of 85
73 Agenda Item # Wilson Road Reconstruction - Tender Summary Page 73 of 85
74 Agenda Item # Wilson Road Reconstruction - Tender Summary Page 74 of 85
75 Agenda Item # Wilson Road Reconstruction - Tender Summary Page 75 of 85
76 Agenda Item # 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, THEC - Grant and Subsidy Application Page 76 of 85
77 Agenda Item # 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, THEC - Grant and Subsidy Application Page 77 of 85
78 Agenda Item # 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, THEC - Grant and Subsidy Application Page 78 of 85
79 Agenda Item # 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, THEC - Grant and Subsidy Application Page 79 of 85
80 Agenda Item # 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, THEC - Grant and Subsidy Application Page 80 of 85
81 Agenda Item # 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, THEC - Grant and Subsidy Application Page 81 of 85
82 Agenda Item # 9.2 La Ruche Centre de Loisirs et de Culture Inc. - Community Christmas - December 3, Request for donation Page 82 of 85
83 Agenda Item # 9.3 Kevin Cameron, Lieutenant Colonel, National Defence - Military Air Disaster Exercise - February 12, 2012 in Cochrane Page 83 of 85
84 Agenda Item # 12.1 MOTION TO REORGANIZE COUNCIL MEETINGS November 14, 2011 WHEREAS Council wishes to create more efficiency in it s meeting schedule, wishes to eliminate duplication of debate and wishes to establish a more manageable routine, AND WHEREAS, Council intends to create a more functional format for issues and administrative reports to be presented to Council while expediting the manner in which municipal issues are addressed THEREFORE BE IT RESOLVE THAT: Council reorganize it s meeting schedule as follows: To hold one regular Council meeting per month along with three Committee of the Whole Meetings, all of which to be held on Tuesday evenings starting at 5:30pm. To cancel the Operations Committee and Administration Committee meetings rolling these agendas into the new Committee of the Whole meetings instead. Subject to leave of Council with regards to Summer and Holiday scheduling. Committee of the Whole Meetings subject to their being a minimum 30 minute agenda to justify the meeting. The Procedural By Law be amended accordingly. Proposed By Cochrane Town Council 1 Scheduling of Council meetings and the respective procedural by-law Page 84 of 85
85 Agenda Item # 12.1 MOTION TO REORGANIZE COUNCIL MEETINGS November 14, 2011 MOTION BACKGROUND Currently there are two regular Council meetings per month along with at least one Operations Committee meeting and one Administration Committee meeting. The sense is that during the Operations and Administration Committee meetings time is spent going through issues and making recommendations accordingly. Then the same items are rehashed and completely duplicated at the Council table while those being asked to support the recommendation are brought up to speed and engaged in the debate. This is a duplication and long road to action procedure, that tends to result in twice as much time on Council s part while opening the door for potential divisiveness between our Council itself. Council is considering adopting the following alternative approach, as a more effective way of using its time while engaging all members of Council in a given direction: o o o Cancel the Operations Committee and the Administration Committee, Replace them with Committee of the Whole meetings to be held every 2 nd,3 rd and 4 th Tuesday at 5:30pm. Cancel the Regular Council Meeting held on the 3 rd Monday of every month and reschedule the current Regular Council meeting held every 1 st Monday to now be held every 1 st Tuesday instead. What we essentially end up with is one Regular Council meeting plus three Committee of the Whole meetings (4 meetings), in place of AT LEAST one Operations and one Administration Committee meeting, plus two regular Council meetings (AT LEAST 4 meetings). The benefits of this approach would be: o o o o o o No additional meetings are required as it amounts to the same amount of meetings, More efficient use of Councillors time (no more duplication) thus time is actually saved, Meetings held at 5:30 pm instead of noon, making them more accessible by Council as a whole and leaving no time barriers to completing the agenda, Easy scheduling (we simply meet every Tuesday night), Better opportunity to facilitate more comprehensive and thorough staff reporting to Council. Much quicker reaction time to issues as they can now be handled on a weekly basis as opposed to a monthly basis. Proposed By Cochrane Town Council 2 Scheduling of Council meetings and the respective procedural by-law Page 85 of 85
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