THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE MUNICIPAL COUNCIL COMMITTEE OF THE WHOLE ADMINISTRATION AND OPERATIONS A G E N D A

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THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE MUNICIPAL COUNCIL COMMITTEE OF THE WHOLE ADMINISTRATION AND OPERATIONS A G E N D A Administration Department Finance Department Public Works

1 THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE MUNICIPAL COUNCIL COMMITTEE OF THE WHOLE ADMINISTRATION AND OPERATIONS A G E N D A Administration Department Finance Department Public Works Department DATE: August 12, 2013 TIME: PLACE: CHAIR: MEMBERS OF COUNCIL: MUNICIPAL OFFICERS: ORDERS OF THE DAY: Immediately Following Committee of the Whole Planning and Development Council Chambers Oliver Paipoonge Municipal Complex Councillor J. Byers Mayor L. Kloosterhuis Councillor E. Collingwood Councillor B. Kamphof Councillor A. Vis Margaret (Peggy) Dupuis, CAO/Clerk Karen Caren, Treasurer/Deputy CAO Judy Jacobson, Deputy Clerk Peter Whittington, Public Works Superintendent OPENING THE MEETING DISCLOSURES OF INTEREST ADOPTION OF THE AGENDA DEPUTATIONS REPORTS OF MUNICIPAL OFFICERS REPORTS OF COMMITTEES PENDING ITEMS ADJOURNMENT Page 1 of 24

2 PAGES 1. CALL TO ORDER 2. DISCLOSURES OF INTEREST 3. ADOPTION OF THE AGENDA (a) Adoption of the agenda. THAT with respect to the August 12, 2013, Committee of the Whole Administration and Operations Agenda, we recommend that the agenda as printed including any additional information and new business be confirmed. 4. DEPUTATIONS 5. REPORTS OF MUNICIPAL OFFICERS (a) Gross Vehicle Weight - Oliver Road Peter Whittington, Public Works Superintendent will be in attendance to provide a verbal report with respect to the above noted. (b) Beaver Cones Verbal report from Peter Whittington, Public Works Superintendent with respect to the placement of a beaver cone on Calvert Road. (c) Harstone Bridge Verbal report from Peter Whittington, Public Works Superintendent with respect to the above noted. (d) Request for Proposal for External Audit Services Report No relative to awarding external audit services for 2013 to The resolution will be presented at the Council meeting to be held later in the evening. 4 (e) Award of Grader Purchase Report No to award the Request for Proposal for the new grader. The resolution will be presented at the Council meeting to be held later in the evening. Page 2 of

3 PAGES (f) Murillo Hall Rental Report No relative to a request for the approval of Council for the use of the Murillo Hall Kitchen as per Schedule "A" to Community Hall Rental Rates (attached). The resolution will be presented at the Council meeting held later in the evening. 11 (g) List of Accounts The List of Accounts as of August 2, 2013, for approval of payment. The resolution to approve the List of Accounts in the amount of $513, will be presented at the Council meeting held later in the evening under Reports of Municipal Officers (h) Program Application Ontario Wildlife Damage Compensation Application for the above noted on behalf of Howard Hancock for compensation for a wolf kill of one (1) sheep ewe in the amount of $ The resolution will be presented at the Council meeting held later in the evening (i) Appraisal Report for Rubin Industrial Park Phase II Report from Dawn M. Powell, AACI, P.App, BA(Hons), MSc. relative to the appraisal of the vacant lots in the Rubin Industrial Park Phase II PENDING ITEMS (a) List of Pending Items ADJOURNMENT (a) Adjournment of the Meeting. THAT the Committee of the Whole Administration and Operations Meeting held on August 12, 2013, be adjourned, the hour being p.m. Page 3 of 24

4 REPORTS OF MUNICIPAL OFFICERS, ITEM #(d) CORPORATE REPORT DEPARTMENT: Finance REPORT NO DATE PREPARED: June 25, 2013 MEETING DATE: August 12, 2013 NO. OF PAGES 1 of 1 SUBJECT: Request for Proposal for External Audit Services PURPOSE To award external audit services for 2013 to BACKGROUND A Request for Proposal for external audit services for the fiscal years 2013 to 2017 was issued on April 3, 2013 with an advertisement in the Chronicle Journal, as well as being posted on the municipal website. The closing date for receiving proposals was May 21, 2013 at 3:00 p.m. REPORT SUMMARY The following is a list of the proposals received: NAME Grant Thornton LLP BDO Canada LLP PRICE $23,750 $24, $29,750 $29,750 plus an inflationary factor based on CPI The approved budget for this service in 2013 is $32,000 (2012 audit was $30,274). The CAO and Treasurer reviewed and evaluated the proposals against pre-determined criteria. Both proposals offered very similar work, services and qualifications of management and staff. The Municipality has received audit services from Grant Thornton LLP (and its predecessors) for over 60 years. RECOMMENDATION THAT with respect to Report No we recommend that external audit services for 2013 to 2017 be awarded to Grant Thornton LLP as follows: $23,750 for 2013 to 2015 $24,845 for 2016 to 2017 being the proposal that best met the municipality s criteria for such services. PREPARED BY: Karen Caren, Treasurer/Deputy CAO REVIEWED BY: Margaret (Peggy) Dupuis, CAO/Clerk/Deputy Treasurer Page 4 of 24

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11 REPORTS OF MUNICIPAL OFFICERS, ITEM #(f) CORPORATE REPORT DEPARTMENT: Administration REPORT NO DATE PREPARED: July 26, 2013 MEETING DATE: August 12, 2013 NO. OF PAGES 1 of 1 SUBJECT: Murillo Hall Rental PURPOSE To request the approval of Council for the use of the Murillo Hall Kitchen as per Schedule A to Community Hall Rental Rates (attached). BACKGROUND The use of the Kitchen only in the Hall is with approval of Council. Parveen Halabecki has requested the use of the Kitchen only for partial days for September 19, 20 & 21 because they have booked the hall on September 22 for a reception following their son s wedding on the 20 th. They have chef s in the family that want to create an elaborate cake for the event and it would be baked on the first day, decorated on the second day, and prepared on the third day prior to the reception and stored in the fridge at the hall until the day of the event. It is my understanding that nothing is being baked/cooked and removed from the premises for sale or use at another venue. REPORT SUMMARY For the 19 & 20 we could give access to the hall as the office is open and they will only need it for a short time each day. The caretaker would give access on the Saturday and Sunday. The cost to use the kitchen only with prior approval is $50 and the cost for renting the hall for the day of the event is $100. RECOMMENDATION THAT with respect to Report No we recommend that the hall rental be approved for partial days September 19, 20 and 21 at a cost of $50 total for all three days. PREPARED BY: Margaret (Peggy) Dupuis, CAO/Clerk Page 11 of 24

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24 PENDING ITEMS, ITEM #(a) PENDING ITEMS DATE TO BE COMPLETED ITEM ACTION REQUIRED RESPONSIBILITY DATE REQUESTED Fall 2013 Boundary Road Prepare Agreements CAO July 15/13 Agreements for Council Review Aug 2013 Opening Restructuring Report on Response to CAO June 24/13 Discussions Letter from Rosalie Evans, Solicitor- Clerk, Twsp of Gillies Fall 2013 Police Services Contract Renewal Contract CAO June 24/13 Fall 2013 Economic Development Hiring of an CAO June 10/13 Intern Economic Development Intern July 2013 Official Plan Open House Manager of Planning June 10/13 July 16 th 3:30 p.m. 7:00 p.m. Council Mtg July 17 th 6:30 p.m. July 2013 Meeting with Mr. Habib Invitation to meet with CAO June 10/13 Council re Agriplex Fall 2013 Cemetery By-law Draft by-law and map for approval by the Ontario Association of Cemetery and Funeral Professionals CAO May 27/13 Summer 2013 Rubin Industrial Park Phase II Summer 2013 Household Hazardous Waste Collection Day Summer 2013 Insurance Issue: Library Flashing & Shingles Summer 2013 Cones on culvert Calvert Road just before John Awaiting appraisal/ advertisement in the Newsletter Partner w Conmee, Gillies & O Connor Repair damaged flashing & shingles Culvert must be replaced first. Cannot access during this time of year (MNR) CAO Apr 8/13 Supervisor of Community Services Supervisor of Community Services Public Works Superintendent Sept 24/12 Sept 24/12 Sept 24/12 Ongoing Rubin Subdivision Updates CAO Jun 15/11 Ongoing Agriplex Follow up CAO May 14/12 June 2013 following mtg - LRCA in May Source Water Protection Land Protection CAO May 14/12 Page 24 of 24

THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE MUNICIPAL COUNCIL COUNCIL MEETING A G E N D A

THE CORPORATION OF THE MUNICIPALITY OF OLIVER PAIPOONGE MUNICIPAL COUNCIL COUNCIL MEETING A G E N D A DATE: February 10, 2014 TIME: Immediately Following Committee of the Whole Planning and Development