MULMUR TOWNSHIP COUNCIL

MULMUR TOWNSHIP COUNCIL Mulmur Township Council met on Tuesday, June 3 rd, 2008, at 9:30 a.m. with the following present: Gordon Montgomery Mayor Susan Snider Deputy-Mayor Jeff Sedgwick Councillor Earl Hawkins Councillor Rhonda Campbell Moon Councillor Staff: Terry Horner CAO/Clerk-Treasurer and Karen Davidson Lock Deputy Clerk-Treasurer were present for the entire meeting. Other staff present for their respective sections: Michael Dunmore, Director of Public Works and Ron Mills Planner. Motion # 204-08 Snider-Sedgwick: That the Council minutes of Tuesday, May 6 th and Wednesday, May 21 st, 2008 are approved as copied and circulated. Mayor Montgomery stated that if any member of Council had a disclosure of pecuniary interest that they could declare the nature thereof now or any time during the meeting. Motion # 205-08 Sedgwick-Campbell Moon: That the Council agenda is approved as copied and circulated. Mayor Montgomery read out a proclamation, declaring June 1 st to 30 th, 2008 Seniors Month. QUESTION PERIOD - Janice Kogelheide asked whether any water meters had been read in the new subdivision in Mansfield. It was stated that no meters had been read. The Director of Public Works was asked to look into whether each section of the Village of Mansfield have water main meters, to determine the quantity of water used by each section. Mayor Montgomery declared a pecuniary interest with regards to the discussion with Carl Tafel as this was a discussion on the 3 rd line road allowance and the outcome of this could affect his property. Mr. Montgomery refrained from any discussion and left the room. In the absence of the Mayor the Clerk asked for a motion to appoint a Chair. Motion # 206-08 Hawkins-Snider: That Council appoint Susan Snider as Chair in the absence of the Mayor. - Carl Tafel asked being as the stop up and close of the 3 rd line road allowance and deviation has been abandoned, and being as the Township would be in stronger position to defend the ownership of the deviation road in court, should they choose to do so, if it s status was not surplus to Township requirements, will you, or would you be considering a motion to change the designation of the 3 rd line road allowance and deviation road back to it s original status as road not maintained, not surplus to Township requirements in the near future? Council asked that this matter be placed on the next meeting agenda for consideration. PUBLIC WORKS 2.1 Passing the road department accounts. Motion # 207-08 Sedgwick-Snider: That the road department accounts in the amount of $68,786.67 are ordered paid. 2.2 2008 PSAB cost quote from R.J. Burnside & Ass. Motion # 208-08 Campbell Moon-Sedgwick: That Council approve the costs of the consultants, R.J. Burnside & Ass. to help Mulmur Township with compliance with PSAB in the estimated amount of $28,280.00. 46

2.3 Report from the Director of Public Works on the landfill operations, including an update on the dumpsters and an update on a visit from the M.O.E. This item resulted in Motion # 217-08 and # 218-08 being passed later in the meeting. 2.4 Report from the Director of Public Works on payment certificates for the 4 th line culvert construction project. This item resulted in Motion # 219-08 being passed later in the meeting. 2.5 Discussion on swings and slides for the park at Mansfield. This item was discussed later in the meeting with direction given to the Director of Public Works to look into pricing for secured benches and report back. 2.6 Discussion on staffing issues with the public work department. This item resulted in Motion # 220-08 being passed later in the meeting. ADMINISTRATION 3.1 Passing the administration department accounts. Motion # 209-08 Campbell Moon-Sedgwick: That the administration department accounts in the amount of $61,014.03 are ordered paid. 3.2 Note from Jeff Sedgwick, on the 2008 Shelburne Library budget and 2008 Shelburne Library Agreement. Council gave direction to staff that Geoff Dunlop, Chairman of the Shelburne Library Board be invited to the next meeting to discuss this agreement and the formula. 3.3 Letter dated May 13 th from John Telfer, Clerk of the Town of Shelburne asking for financial consideration for a pre-med student employment program. Motion # 210-08 Snider-Hawkins: That Mulmur Township Council donate $1,000 to the Town of Shelburne s pre-med summer student employment program. 3.4 2008 assessment reduction of 31,000 residential assessment for Roll # 6-198-25. Motion # 211-08 Sedgwick-Campbell Moon: That the following 2008 assessment reduction is approved: - Roll # 6-198-25 assessment reduction of 31,000. 3.5 Discussion on the procurement policy with respect to non-competitive service, i.e solicitors, auditors, engineers etc. Council directed staff to make a few changes to this policy and bring it back to a future meeting for approval. 3.6 Discussion on the 1 st Tuesday in July meeting date. The meeting date for the first meeting in July, has been set at Thursday, July 3rd, 2008, at 9:30 a.m. 3.7 Draft Township of Mulmur procedural by-law. Council discussed this matter later in the meeting, directing staff to make a number of changes and bring it back to a future meeting. PLANNING 4.1 Report from Planner Ron Mills, dated May 28th on a request for a chip wagon at the Mansfield Gas bar property. Motion # 212-08 Hawkins-Snider: That Council receive the report dated May 28 th from Planner Ron Mills on the Mansfield gas bar request for a chip truck and refuse the request for a chip truck or a sausage cart due to safety concerns and Council does not wish to amend the site plan due to lack of parking in the area. 47

Municipal Approvals: 4.2 30 th Sideroad Inc. Part W ½ Lot 30, Conc. 1 E demolish house and commercial building. 4.3 David Noble Part W ½ Lot 27, conc. 6 E 2 coverall buildings for hay storage and covered yard. 4.4 Frank Miller Lot 42, Plan 7M-35 storage shed. 4.5 Jim Sheremeta Part E ½ Lot 14, Conc. 2 W deck attached to existing house. 4.6 Mike Loucks Lot 43, Plan 7M-35 deck attached to existing house. 4.7 Joaquim Ribeiro Part E ½ Lot 24, Conc. 3 W attached double car garage. 4.8 Janet Van Nostrand Part Lot 16, Conc. 1 W single family dwelling addition. 4.9 Rod & Angi Scarrow Part E ½ Lot 12, Conc. 1 E covered veranda with cold storage underneath and deck. Motion # 213-08 Campbell Moon-Sedgwick: That the following municipal approvals for building permits are approved: 1) 30 th Sideroad Inc. Part W ½ Lot 30, Conc. 1 E demolish house and commercial building. 2) David Noble Part W ½ Lot 27, conc. 6 E 2 coverall buildings for hay storage and covered yard. 3) Frank Miller Lot 42, Plan 7M-35 storage shed. 4) Jim Sheremeta Part E ½ Lot 14, Conc. 2 W deck attached to existing house. 5) Mike Loucks Lot 43, Plan 7M-35 deck attached to existing house. 6) Joaquim Ribeiro Part E ½ Lot 24, Conc. 3 W attached double car garage. 7) Janet Van Nostrand Part Lot 16, Conc. 1 W single family dwelling addition. 8) Rod & Angi Scarrow Part E ½ Lot 12, Conc. 1 E covered veranda with cold storage underneath and deck. NIAGARA ESCARPMENT COMMISSION PERMITS 4.10 /R/2007-2008/303 Foley Part W ½ Lot 10, Conc. 2 E to demolish an existing barn and locate as-built tennis court, with six flood lights. Motion # 214-08 Hawkins-Snider: That Council make the following comments and D/R/2007-2008/303 Foley Part W ½ Lot 10, Conc. 2 EHS to demolish an existing barn and seek locate approval of an as-built tennis court (already built), with six flood lights. Demolition permit to be obtained from the Dufferin County Building Department; Demolition waste cannot be taken to the Township landfill and must be disposed of at a facility licensed to take such wastes; We are content to leave it up to the NEC to determine the appropriateness of the lighting on the tennis court, as we have no policies or requirements concerning such facilities; Township notes that a second entrance to the property, from the 1 st Line appears to be shown on Map 3 provided, but it does not appear on Map 3A. This second driveway, if it still exists, must be removed. 4.11 D/R/2008-2009/015 Franklin & Etta Jacobs Part E ½ Lot 16, Con. 3 W to demolish a 2-storey (+-1812 sq ft) portion of an existing single dwelling and construct a new 2- storey (plus walk out basement), (+-4454 sq ft) addition, on an existing (36.9 ac) lot. Motion # 215-08 Snider-Hawkins: That Council make the following comments and D/R/2008-2009/015 Franklin & Etta Jacobs Part E ½ Lot 16, Conc. 3 WHS to demolish a 2-storey (+-1812 sq ft) portion of an existing single family dwelling and construct a new 2-storey (plus walk out basement), (+-4454 sq ft) addition, on an existing (36.9 ac) lot. Demolition to be obtained from the Dufferin County Building Department 48

Demolition waste cannot be taken to the Township landfill and must be disposed of at a facility licensed to take such wastes. 4.12 D/R/2008-2009/028 Michael & Sally McLachlan Part W ½ Lot 9, Conc. 2 E to convert an existing (1872 sq ft) single dwelling into an artist studio (septic facilities to remain) and to construct a new 2-storey, (4,121.5 sq ft) single dwelling including a (755.6 sq ft) wrap-around porch, patio area with inground swimming pool, a new septic system and a driveway extension, all on an existing (48 ac) lot. Motion # 216-08 Sedgwick-Campbell Moon: That Council make the following comments and D/R/2008-2009/028 Michael & Sally McLachlan Part W ½ Lot 9, Conc. 2 EHS to convert an existing (1812 sq ft) dwelling into an artist s studio (septic facilities to remain) and construct a new two-storey, (4121.5 sq ft) single family dwelling including a (755.6 sq ft) wrap-around porch, patio area with an inground swimming pool, a new septic system and driveway extension, on an existing (48 ac) lot. A building and, if appropriate, a demolition permit, to be obtained from the Dufferin County Building Department for the conversion of the existing house; Conversion must be sufficient to ensure that the existing dwelling cannot be used as second dwelling unit on the lot or tenanted. This would normally entail the complete removal of the kitchen, including removal of the plumbing connections to the kitchen and any 220 Volt electrical (or propane) service to the stove. New dwelling will not be subject to municipal Residential Development Charges, as long as the conversion takes place within five years. Council recessed for lunch. Motion # 217-08 Snider-Sedgwick: That Council receives the report of Michael Dunmore, Director of Public Works on landfill site operations modifications; and Council supports the general recommendations in principle; that Council ask the committee to review the exact details of the recommendations, with a view to incorporate comments made at Council; that considerations be given to a phased in implementation and a strategy to manage the change (ie ratepayer awareness and educations). Motion # 218-08 Hawkins-Snider: That the head of public works install a check in gate at the landfill site to better monitor the traffic and also for safety reasons. Motion # 219-08 Sedgwick-Campbell Moon: That Council receive and accept the report dated May16th of Michael Dunmore, Director of Public Works on the issues surrounding the 4 th line culvert project and authorize a payment voucher to the contractor in the amount of $48,129.35 and that a second meeting be initiated with the Township engineer to discuss reporting procedures and notification to the Township of any work outside of the initial scope of work. Motion # 220-08 Snider-Hawkins: That Council directs the Director of Public Works to advertise for a full time road employee as soon as possible. Sally Slumskie of BDO Dunwoody Chartered Accountants made a presentation to Council on the 2007 financial statements. Motion # 221-08 Sedgwick-Campbell Moon: That Council receive and accept the consolidated statement of our financial position, BDO Dunwoody audit report of March 7, 2008. Architect Brent Robinson met with Council to discuss possible administration building renovations. Council stated that they would review this matter further at their next meeting and get back to Mr. Robinson. NEW & OLD BUSINESS 5.1 Items to be listed for future meetings. - Additional office space requirements. 49

- Shelburne Library agreement. Council stated that they would hold a special meeting to have an incamera session pursuant to Section 239(2) of the Muncipal Act to pass previous incamera session minutes and a personal matter about identifiable individuals on Thursday, June 19 th at 8:30 a.m. COMMITTEE MINUTES 6.1 Mulmur Recreation Committee draft meeting minutes of May 13 th. 6.2 Committee of Adjustment draft meeting minutes of May 27 th. INFORMATION ITEMS 7.1 Resolution from the Township of Melancthon, addressed to the Town of Shelburne on the summer employment for pre-medical students to gain practical experience. 7.2 Resolution from the Township of Melancthon concerning the Shelburne Library agreement. 7.3 CAW Local 222 resolution concerning governing harassment and violence in the workplace. 7.4 Dufferin County Growth Management Study briefing memo of May 21 st. 7.5 N.V.C.A. highlights from meetings of May 9 th. 7.6 N.V.C.A. letter forwarded to the Premier of Ontario requesting support of the recommendations contained in the 2006/2007 annual report of the Environmental Commissioner. 7.7 AMO alert on a discussion paper on an alternative approach to Ontario s blue box funding model. 7.8 Council invitation to the awards night and annual general meeting of the Hills of Headwaters Tourism Ass. on June 18 th. 7.9 Township of Mulmur draft 2007 audit statements. Motion # 222-08 Campbell Moon-Sedgwick: That Mulmur Township Council support the motion provided by CAW Local 222, Item 7.3 of our agenda to legislate changes governing harassment and violence in the workplace, and to return a signed copy of support and forward same to our M.P.P. Motion # 223-08 Campbell Moon-Sedgwick: That the Mulmur Township Council refer the AMO member communication item # 7.7 to the waste management committee to determine if the discussion paper on an alternative approach to Ontario s blue box funding model is relative to our situation. 8.1 Passing the following by-law: 1) By-Law No. 16-08, a by-law to authorize a site plan agreement for Part Lot 21 & 22, Conc. 8 E (Ratclilffe). Motion # 224-08 Sedgwick-Campbell Moon: That the following by-law is now read a first, second and a third time, passed, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and engrossed in the by-law book: - By-Law No. 16-08, a by-law to authorize a site plan agreement for Part Lot 21 & 22, Conc. 8 E (Ratcliffe). Motion # 225-08 Snider-Hawkins: That Council adjourn at 5:55 p.m. to meet again on Wednesday, June 18 th, 2008, or at the call of the Mayor. CLERK... MAYOR. 50