The Corporation of the Township of Minden Hills Committee of the Whole/General Committee Meeting Minutes Thursday, June 9, 2016 Minden Hills Council Chamber Present: Reeve Brent Devolin Deputy Reeve Cheryl Murdoch Councillor Jeanne Anthon Councillor Ron Nesbitt Councillor Jean Neville Councillor Pam Sayne Councillor Lisa Schell Staff: CAO/Treasurer, Lorrie Blanchard Clerk, Dawn Newhook Deputy Clerk, Vicki Bull Community Services Director, Mark Coleman Planner, lan Clendening Road Superintendent, Travis Wilson Environmental & Property Opprations Manager, lvan lngram Fire Chief, Doug Schell The meeting was called to order at 9:00 a.m. 1. Call to Order/Approve Agenda Council requested two amendments to the Closed Session agenda as follows: One item to discuss a matter pertaining to personal matters about an identifiable individual, including municipal or local board employees in accordance with Section 239(2) (d); One item to discuss advise that is subject to solicitor-client privilege, including communications necessary for that purpose in accordance with Section 239 (2) (f) of the Municipal Act, 2001, as amended. Res. #16-305 Moved by Councillor Nesbitt Be it resolved that Council approves the June 9, 2016 Committee of the Whole Agenda as amended. 2. Disclosure of Pecuniary Interest or General Nature Thereof There were no disclosures of pecuniary interest. 3. Public Meeting There were no public meetings. 4. Delegations a) Lynda Litwin Re: Make it Minden 2016 Ms. Lynda Litwin provided Council with the Make it Minden - 2016 Summer Program Schedule and requested Council's approval to post advertising signs and the Float your Hull down the Gull event. m June 9, 2016 COTW Minutes Page 1
Res. #16-306 Moved by Councillor Schell Seconded by Councillor Nesbitt Be it resolved that Council acknowledges a delegation from Lynda Litwin regarding Make it Minden 2016. b) Kate Hall, Chair and Fay Martin Secretary, Planning and Development Committee Re: Committee Recommendations to Council and Structure. Ms. Kate Hall and Ms. Fay Martin, on behalf of the Planning and Development Committee made a presentation to Council regarding recommendations to Council and committees' procedures and structure. Res. #16-307 Moved by Councillor Anthon Be it resolved that Council acknowledges a delegation from Kate Hall, Chair and Fay Martin, Secretary of the Planning and Development Advisory Committee regarding recommendations to Council and committee structure c) Tyler Peters, P. Eng, Project Director, Greenview Environmental Management Re: HP Superstore Project. Mr. Peters made presentation to council on behalf of his client to regarding the Stormwater Management Plan Review for the HP Superstore development project. Res. #16-308 Moved by Councillor Nesbitt Be it resolved that Council acknowledges a delegation for Tyler peters, Project Director from Greenview Environmental Management regarding the HP Superstore development project. Council recessed at 9:47 a.m. and reconvened at 9:58 a.m. s. Adoption of Minutes from Previous Meeting a) May 12, 2016 Committee of the Whole Meeting Minutes. Res. #16-309 Moved by Councillor Schell Seconded by Councillor Anthon Be it resolved that the Minutes from the May 12, 2016 Committee of Whole Meeting be approved as circulated. 6. Payment of Accounts Res. #16-310 Moved by Councillor Anthon Be it resolved that the June 9, 2016 Accounts be approved for payment in the amount of $191,812.29. 7. Correspondence and Communications There were no items to discuss. 8. Environmental, Councillor Schell, Chair a) Report #16-017 EPO Re: Compaction Pilot Project. That Council receive Report #16-017 EPO - Compaction Pilot Project as information; June 9, 2016 COTW Minutes Page 2
And further, that Council decline the compaction pilot project in 2016; And further, that Council direct Staff to include compacting concepts in the 2016 Operation Plan Update. b) Report #16-023 EPO Re: Permanent Installation of a Propane Tank on Municipal Property. That Council receive Report #16-023 EPO - Permanent Installation of a Propane Tank on Municipal Property. And further, that Council direct Staff to investigate the cost for an additional parking space and to report back to the June 30, 2016 Council meeting. c) Report #16-024 EPO Re: April and May 2016 Monthly Operations Report. That Council receive Report #'l6-024 EPO - April and May Monthly Operations Report as d) Report #16-025 EPO Re: Seagull Solutions. That Council receive Report #16-025 EPO - Seagull Solutions as And further, that Council direct staff to investigate possible health and safety implications with the use of Sound Blasting System and the Ultra-Sonic Sound Makers. 9. Roads, Councillor Schell, Chair a) Report #16-027 Roads Re: May 2016 Monthly Activity Report. That Council receives Report #16-027 Roads - May 2016 Monthly Activity Report for b) Report #16-028 Roads Re: LED Streetlight Retro Fitting Program. Res. #16-311 Moved by Councillor Nesbitt Be it resolved that Council receive Report # 16-028 LED Streetlight Retro Fitting Program, as information; And further that, Council waives the procurement tendering requirement for the single source procurement of the proposed LED Streetlight Retrofitting Program, as per section 7.3 of the Township's procurement policy; And further that, Council pre-approves, at its June 9, 2016 Committee of the Whole Meeting, the total estimated cost of $10,229.43, inclusive of non-recoverable HST for the Roads Department, for the completion of the LED Streetlight Retrofitting Program; And further that, Council pre-approves, at its June 9, 2016 Committee of the Whole Meeting, the transfer of $'l 1,747.99 inclusive of non-recoverable HST from the Environmental Property Sewer Budget; And further that, the project be categorized as unfinanced capital, for accounting purposes, and repaid as an internal load through annual cost savings. m June 9, 2016 COTW Minutes Page 3
c) Report #16-029 Roads Re: Culvert Replacement - Unopended Road Allowance Lot 7, Concession 2 & 3. That Council receive Report # 16-029 Culvert Replacement - Unopened Road Allowance Lot 7, Conc. 2 & 3, as information; And further that, Council declines the request for replacement of the culvert located in unopened road allowance between Conc. 2 & 3 Lot 7 in the geographic Township of Minden. d) Report #16-031 Roads Re: Donation of Equipment to Haliburton County Fair. Res. #16-312 Moved by Councillor Anthon Seconded by Councillor Nesbitt Be it resolved that Council receives Report #'l6-031 Roads - Donation of Equipment to Haliburton County Fair for information; And further that, Council provides pre-approval at its June 9, 2016 meeting for the donation of equipment use for the Haliburton County Fair. Carripd e) Report #16-032 Roads Re: Surplus Equipment. That Council receives Report #16-032 Roads - Surplus Equipment as information, And further, that Council deems the 2002 Volvo Tandem Plow and the 1987 AGCO Tractor as surplus and directs staff to dispose of the equipment as per Policy 66; And further, that Council directs the proceeds from the surplus sales be placed in reserve in support of the purchase of a sidewalk tractor for the 2017 Winter Season. 10. Community Services, Councillors Anthon & Neville, Chairs a) Report#16-032CSDRe:MonthlyActivityReport. That Council receives Report # 16-032 Community Services Department Monthly Activity Report for May 2016 as b) Report #16-033 CSD Re: Quotations for Lochlin Community Centre Accessible Playground. Res. #16-313 Moved by Councillor Anthon Be it resolved that Council receives Report # 16-033 Community Services Department Quotations for Lochlin Community Centre Accessible Playground as information; AND FURTHER, that Council provides staff with pre-approval at its June 9, 2016 Committee of the Whole Meeting of the quote from Henderson Recreation Equipment Limited for the supply and delivery of one (1 ) PlaySteel Fit Model B302580RO unit and one (1 ) 2-bay Arch Swing Model SA-SW340 complete with swing belts and CSA 3rd Party AudiUCertification in the amount of $13,890.24 including non-recoverable HST. c) Report #16-034 CSD Re: Quotations for Street Banners. Res. #16-314 Moved by Deputy Reeve Murdoch Seconded by Councillor Neville Be it resolved Council receives Report # 16-034 Community Services Department - Quotations for Street Banners as information; ffi June 9, 2016 COTW Minutes Page 4
And further, that Council provides pre-approval at its June 9, 2016 Committee of the Whole Meeting authorizing staff to select and purchase a quantity (to be determined) of banners in the amount of $5,286.43, including HST to be offset from a contribution from reserves. d) Report #16-035 CSD Re: Canada Summer Jobs Approval. That Council receives Report # 16-035 Community Services Department - Canada Summer Jobs Approval as e) Report #16-036 CSD Re: Ontario Seniors Community Grant Program Approval. That Council receives Report # 1 6-036 Community Services Department - Ontario Seniors Community Grant Program Approval as f) Report #16-037 CSD Re: Ontario Sport Recreation Community Fund Grant Approval. That Council receives Report # 16-037 Community Services Department - Ontario Sport Recreation Community Fund Grant Approval as g) Report #16-038 CSD Re: TD Tree Days Event Approval. That Council receives Report # 1 6-038 Community Services Department - TD Tree Days Event Approval as h) Report #16-039 CSD Re: Phase 11 Public Consultations for Master Parks and Trails Plan. That Council receives Report # 16-039 Community Services Department - Phase 11 Public Consultations for Master Parks and Trails Plan as information; And that Council concurs with the Phase 11 Public Consultations proposed for implementation for the further development of the Master Parks and Trails Plan, as presented. i) Report #16-040 CSD Re: Public Consultations - Arena Renewal Options. That Council receives Report # 16-040 Community Services Department - Public Consultations - Arena Renewal Options as information; And that Council concurs with the draft Business Plan to initiate public consultations on the renewal options for the S.G. Nesbitt Memorial Arena, as presented. j) Report #16-041 CSD Re: Draft Memorial Tree and Bench Program. That Council receives Report # 16-041 Community Services Department - Draft Memorial Tree and Bench Program as information; And that, Council authorizes staff to implement the Draft Memorial Tree and Bench Program as presented; And that, Council approves By-Law #16-75, being a by-law to provide for fees and charges for the Township to add fees to Schedule H for the purposes of the Memorial Tree and Bench Program. Council recessed at 11 :15 a.m. and reconvened at 'l 1 :27 a.m. June 9, 2016 COTW Minutes Page s
k) Report #16-042 CSD Re: Community Museum Operating Grant Application. Res. #16-315 Moved by Councillor Sayne Seconded by Deputy Reeve Murdoch Be it resolved that Council receives Report # 16-042 Community Services Department - Community Museum Operating Grant Application as information; And that, Council provides pre-approval at it June 9, 2016 Committee of the Whole meeting authorizing staff to submit an application to the 2016-2017 Community Museum Operating Grant program by the deadline of June 30, 2016 as presented. l) Report #16-043 CSD Re: Canada Cultural Spaces Funding Application. Res. #16-316 Moved by Councillor Neville Seconded by Councillor Sayne Be it resolved that Council receives Report # 16-043 Community Services Department - Canada Cultural Spaces Fund as information; And that, Council provides pre-approval at its June 9, 2016 Committee of the Whole Meeting authorizing staff to submit a grant application to the Canada Cultural Space Fund by the suggested submission date of June 30, 2016, as presented. m) Report #16-044 CSD Re: Wayfindings for Minden Hills Cultural Cpntrp Recommendation : That Council receives Report # 1 8-044 Community Services Department - Draft Wayfinding Signage for Minden Hills Cultural Centre as information; And that, Council approves the draft wayfinding signage for the Minden Hills Cultural Centre as presented; And that, Council authorizes Staff to utilize the credit on account with Sensational Signs as required to fund specific wayfinding signage for the Minden Hills Cultural Centre. n) Resignation of Brigitte Gall from the Cmhiral Centre Advisory Committee. That Council acknowledges, with regret, the resignation of Brigitte Gall from the Cultural Centre Advisory Committee. o) Resignation of Sandra Bradley from the Community Centre Advisory Committee and Events Sub-Committee. That Council acknowledges, with regret, the resignation of Sandra Bradley from the Community Centre Advisory Committee and Events Sub-Committee. p) Arena Task Force Minutes - April s, 2016 (No Recommendations) That the Arena Task Force Meeting Mintues dated April s, 2016 be received as q) Arena Task Force Meeting Minutes - May 11, 2016 (No Recommendations}. That the Arena Task Force Meeting Minutes dated May 11, 2016 be received as June 9, 2016 COTW Minutes Page 6
r) Cultural Centre Advisory Committee Meeting Minutes - May 16, 2016 (JVo Recommendations}. That the Cultural Centre Advisory Committee Meeting Minutes dated May 16, 2016 be received as s) Lochlin Community Centre Advisory Committee Meeting Minutes - May 19, 2016 (No Recommendations}. That the Lochlin Community Centre Advisory Committee Meeting Minutes dated May 19, 2016 be received as t) Events Sub-Committee Meeting Minutes - May 10, 2016 (No Recommendations}. That the Sub-Committee Meeting Minutes dated May 10, 20'l6 be received as u) Cemetery Board Meeting Minutes - May 11, 2016 (No Recommendations}. That the Cemetery Board meeting Minutes dated May 11, 2016 be received as v) Community Services Advisory Committee Meeting Minutes - May 31, 2016 That the Community Services Advisory Committee Meeting Minutes dated May 31, 2016 be received as information; And further, that Council appoint a singular Awards Selection Committee and directs staff to implement an "Arts and Culture Award", "Sports and Recreation Award", and "Trillium Award" category for 2016 as presented by Staff; And further, that the draft Memorial Tree and Bench Program be approved by Council and adopted by by-law. 11. Protective Services, Councillor Nesbitt, Chair a) Report #16-014 Fire Re: May 2016 Fire Summary. That Council receive Report 16-014 FIRE - May 2016 Fire Summary as b) Report #16-013 Building/By-law/Planning Re: May Monthly Activity Summary. That the May 2016 Monthly Activity Report for Building, By-law, On Site Sewage System and Planning be received as c) Report #16-014 Building/By-law/Planning Re: Haliburton County Farmers' Market - Relief from Transient Trader By-law. Res. #16-317 Moved by Deputy Reeve Murdoch Seconded by Councillor Neville That Report # 16-014 Haliburton County Farmers' Market - Relief from Transient Trader By- Iaw is received as information; And further that Council by way of resolution provides pre-approval at its June 9, Committee of the Whole meeting granting the Haliburton County Farmers' Market Association relief from the Transient Traders By-Iaw for the Carnarvon and Minden market locations for the remaining term of Council; June 9, 2016 COTW Minutes Page 7
And further that the Haliburton County Farmers' Market Association provides proof of insurance for both the event and vendors, and that the Township be named as additionally insured. 12. Planning and Development, Councillor Sayne, Chair a) Report #16-04'l Planning Re: PLDBL2016030 Application to Deem Lot 6 of Registered Plan No. 204 not to be a Part of a Registered Plan of Subdivision. That Council receive Report #16-041 Planning PLDBL2016030 Application to Deem Lot 6 of Registered Plan No. 204 not to be a Part of a Registered Plan of Subdivision as information; And further, that By-law No. 16-71 be approved to deem Lot 6 on Registered Plan 204 no Ionger part of the Plan of Subdivision. b) Report #16-042 Planning Re: SRA-14-12 Application to Purchase a Portion of the Shore Road Allowance - Bob Lake. That Council receive Report #16-042 Planning SRA-14-12 Application to purchase a portion of the Shore Road Allowance - Bob Lake as information; And further, that By-law No. 16-72 is approved to stop up, close, and convey part of an original shore road allowance with respect to application PLSRA201412. c) Report #16-043 Planning Re: PLDBL2016032 Application to Deem Lot 23 of Registered Plan No. 357 not to be a Part of a Registered Plan of Subdivision. That Council receive Report #'l6-043 Planning PLDBL2016026 Application to Deem Lot 23 of Registered Plan No. 357 not to be a Part of a Registered Plan of Subdivision as information; And further, that By-law No. 16-74 be approved to deem Part 23 on Registered Plan 357 no longer part of the Plan of Subdivision. d) Report #16-044 Planning Re: SPOI-2014 Site Plan Agreement. That Council receive Report #16-044 Planning - spot-20'l4 Site Plan Agreement; And further, that Council direct the Planner to contact the Ministry of Environment Climate Change (MOECC) to inquire about the Environmental Compliance Approval application; And further that the CBO research, if approvals are in place by MOECC, if a conditional occupancy could be issued. e) Report #16-045 Planning Re: Zoning By-law Update. That Council receive Report #16-45 Comprehensive Zoning By-Iaw Update as f) Planning and Development Committee - Proposed Mandate for Housing Task Force and April 20, 2016 Meeting Minutes & Attachments. That Council approve the Planning and Development Committees' mandate for a Housing Task Force; June 9, 2016 COTW Minutes Page 8
And further that, Council direct staff to proceed to advertise for members. 13. Finance and General Government, Deputy Reeve Murdoch, Chair a) Report #16-005 Finance Re: Section 357's Applications. That "Report #16-005 Finance - Section 357's" be received as information; And further that the Section 357 applications identified in the said report for adjustment of taxes be approved. b) Report #16-011 Clerk Re: Bill 132 - Sexual Violence and Harassment Legislation. That Report #16-O'l I Clerk Bill 132: Sexual Violence and Harassment Legislation be received as information; And further that Council directs staff to proceed with the amendments to the Respect in the Workplace Policy as set out in Bill 132 Sexual Violence and Harassment Action Plan Act (Supporting Survivors and Challenging Sexual Violence and Harassment), 20'l6; And further that staff present the amended Policy to Council at a future Council meeting, prior to September 8, 2016, for review and adoption. c) Report #16-004 Deputy Clerk Re: Road Closure Request - Music by the Gull. Res. #16-318 Moved by Councillor Sayne Seconded by Deputy Reeve Murdoch Be it resolved that Council receive Report #16-004 Deputy Clerk - Request for Road Closure - Music by the Gull as information; And further, that Council provides pre-approval at its June 9, 2016 Committee of the Whole Meeting, for the Highlands Wind Symphony's request for a series of road closures, in front of the Post Office on Water Street, for the Music on the Gull concerts to be held Friday evenings, exclusive of July 1, and including July 2, 2016 starting on June 24, 2016 until September 2, 2016 from 5:30 p.m. to 9:30 p.m. And further that barricades be placed on Water Street at two locations; in front of the Post Office, and at the intersection of Water Street and Bobcaygeon Road near the Sunny Brook Bridge (Main Street Bridge). And further, that the Highlands Wind Symphony will be responsible for the storage, placement and removal of the barricades as required for the duration of the music series. d) Minden Hills Service Ontario Office Closure. That Council direct staff to amend the draft resolution to include the recent renovations to on the Minden Service Ontario office; And further, to exclude names of the dealerships, and identify there are seven business that require services from the Minden Hills Service Ontario Office. e) Quotes for Production of the Haliburton Highlands Help Directory. That Council acknowledge the verbal report from the Clerk; And further, that Council will provide staff with direction at the June 30, 2016 Council Meeting following discussion following receipt of a staff report.? June 9, 2016 COTW Minutes ffi Page 9
f) Councillor Sayne Verbal Report Re: Council Member Attendance at Conferences. That Council acknowledge the verbal report from Councillor Sayne, requesting Council provide a report to all of Council on Conferences they attend. 14. Draft By-laws a) June 9, 2016 Draff By-laws: By-law 16-71 - PLDBL2016030 (Deeming By-law) By-law 16-72 - SRA 14-12 (Bob Lake)By-law By-law 16-74 - PLDBL2016032 (Deeming By-law) By-law 16-75 - Fees & Charges By-law By-law 16-76 - Appoint CEMC Council recessed at 12:50 p.m. and reconvened at 12:52 p.m. 15. Questions from the Media. There were no questions from the media. 16. Open Forum - Questions from the Public. There were no questions from the public. 17. Closed Session Res. #16-319 Moved by Councillor Neville Seconded by Councillor Sayne Be it resolved that Council proceed into closed session at 12:53 p.m. for the purposes of discussing the following: @ Two items pursuant to Section 239(2) (e) of the Municipal Act, 2001, as amended, regarding litigation or potential litigation including matters before administrative tribunals; Two items pursuant to Section 239(2) (b) of the Municipal Act, 2001, as amended regarding personal matters about an identifiable individual; One item pursuant to Section 239(2) (d) of the Municipal Act, 2001, as amended, regarding labour relations or employee negotiations; One item pursuant to Section 239(2) (c) of the Municipal Act, 2001, as amended, regarding a proposed acquisition of Iand by the municipality. One item pursuant to section 239 (2) (f) of the Municipal Act, 2001, as amended, regarding advice subject to solicitor-client privilege. 18. Open Session Resume Res. #16-320 Moved by Deputy Reeve Murdoch Seconded by Councillor Neville Be it resolved that Closed Session Adjourn at 2:33 p.m. and Open Session resume. Res. #'l6-3;)l Moved by Councillor Sayne Seconded by Deputy Reeve Murdoch Be it resolved that the direction given in Closed Session be approved. June 9, 2016 COTW Minutes ffi Page 10
19. Adjournment Res. #16-322 Moved by Councillor Neville Seconded by CouncHlor Sayne Be it resolved that the June 9, 2016 Committee of the Whole Meeting is hereby adjourned at 2:34 p.m. -p;j) yua Brent Devolin, Reeve (':7' VTh 4! lym/ CJ ') June 9, 2016 COTW Minutes =?I Page 11