March 01, 2011 Minutes of the Committee of the Whole of the Corporation of the Municipality of Port Hope held on Tuesday March 01, 2011 at 7:08 p.m. in the Council Chambers, 56 Queen Street, Port Hope, Ontario. Present: Staff: Mayor L. Thompson, Deputy Mayor J. Gilmer, Councillors R. Austin, G. Burns, M. Ellis, J. Lees and D. Turck and Student Councillor M. Harrington. S.C. Dawe, Director of Corporate Services/Clerk C. Martinell, Deputy Clerk L. Araujo, Director of Finance R. Warne, Director of Planning and Development Services P. Angelo, Director of Works and Engineering R. Collins, Director of Fire and Emergency Services K. Sharpe, Director of Parks, Recreation and Culture J. Selvig, Director of Economic Development and Tourism CALL TO ORDER Disclosure of pecuniary interest and the nature thereof Councillor Lees declared a conflict of interest on agenda item 2.1.1 pertaining to the Float Your Fanny Down the Ganny River race as he is a Float Your Fanny Down the Ganny Committee member and did not participate in discussion or voting on the matter. Closed Session Items The Mayor advised that Council held an In-Camera session at 6:30 p.m. in accordance with the provisions of the Municipal Act, 2011 S.O., c.25 in order to address a matter pertaining to Page 1 of 15
security of the property of the Municipality or local board - Section 239(2)(a) and personnel matters about an identifiable individual, including municipal or local board employees - Section 239(2)(b). DELEGATIONS 1 Glenn Case, Manager, Project Engineering, Dave Lawrence, Sr. Project Manager, Port Hope Area Initiative and Mark Kolberg, Principal Baird and Associates regarding the Port Hope Harbour Remediation. Mr. Glenn Case was in attendance and introduced Mr. Mark Kolberg of Baird and Associates who presented a powerpoint presentation on the Port Hope Harbour Remediation plan. Moved by Deputy Mayor Gilmer Seconded by Councillor Ellis That in accordance with Section 4.15 of Procedural By-law No. 134/2007, as amended, that the timeline for speaking more than 10 minutes be extended in order for Mr. Mark Kolberg of Baird and Associates to finish the presentation regarding the Port Hope Harbour Remediation. Councillor Burns regarding timelines, processes for public input/consultation, scope of work and cost implications to maintain the existing centre pier buildings and potential for boat slips. Councill Ellis regarding relocation of boats and the yacht club. Moved by Councillor Austin Seconded by Councillor Lees That the presentation regarding the Port Hope Harbour remediation be received for information purposes. Delegation was excused at 7:55 p.m. 2 Mark Kolberg, Principal, Baird and Associates regarding East Marina Environmental Assessment. Mr. Mark Kolberg was in attendance. Page 2 of 15
Councillor Austin regarding scope of work and costs for Envrionmental Assessment. Moved by Councillor Turck Seconded by Councillor Burns That the presentation made by Mark Kolberg, Principal, Baird and Associates regarding East Marina Environmental Assessment be referred to Item 4.1.3 under Parks, Recreation and Culture. Delegation was excused at 8:15 p.m. 1. General Government and Finance - Councillor R. Austin 1.1. Staff Reports: 1.1.1 Facilities Manager regarding Health and Safety Manual Annual Review - 2010. Copies available for viewing at the Clerk's Office. Moved by Councillor Ellis Seconded by Councillor Burns That the Staff Report from the Facilities Manager be received and that a Resolution be prepared for presentation to Council on March 8, 2011 to adopt the Health and Safety Policy Statement and the Municipal Health and Safety Manual comprised of the Program/Policy Section and Procedural Section as draft approved by the Joint Health and Safety Committee on November 24, 2010. 1.1.2 Director of Corporate Services regarding Local and Long Distance RFP. Moved by Councillor Turck Seconded by Deputy Mayor Gilmer That the Staff Report from the Director of Corporate Services be received and that a Resolution be prepared for presentation to Council on March 8, 2011 to award the local and long distance service contract to Introtel Communications Inc. 1.1.3 Director of Corporate Services regarding Local Board and Committee Review. Page 3 of 15
Director of Corporate Services provided a verbal report including estimated savings. Moved by Councillor Lees Seconded by Councillor Ellis That the Staff Report from the Director of Corporate Services be received and that new By-laws be prepared for presentation to Council at a Special Council meeting to be set for March 16, 2011 to reflect Council s review and staggered terms of office for those eligible boards/committees consolidated and/or revised through the review process; and further, that new By-laws be prepared for all remaining local boards and committees eligible for staggered term appointments for presentation to Special Council March 16th; and further, that the full slate of local boards and committee vacancies be posted to the municipal web site and advertised in the community pages effective Friday March 4, 2011; and further, that the deadline for all applications be set for 12 Noon on Wednesday March 16th to permit Council to review applications and appoint new members. 1.1.4 Director of Planning and Development Services and Communications Coordinator regarding Community Consultation Policy. Moved by Deputy Mayor Gilmer Seconded by Councillor Burns That the Staff Report from the Director of Planning and Development Services and the Communications Coordinator be received and that the draft Community Consultation Policy be circulated to all advisory committees, posted on the Municipal website, and made available for review at Council s March 30th Town Hall meeting at the Town Park Recreation Centre, and that Staff provide a report, including public comments, to Committee of the Whole by April 12, 2011 for recommendation to Council for approval of the Community Consultation Policy. 1.2. Student Councillor Update: Student Councillor Harrington report that the Youth Advisory Committee is in the process of finalizing their events for National Youth Week - May 1st to 7th, 2011. Page 4 of 15
1.3. Business Referred: 1.4. New Business: 1.4.1 County Council Meeting Minutes of January 19, 2011. Moved by Deputy Mayor Gilmer Seconded by Councillor Burns That the County Council Meeting Minutes of January 19, 2011 be received for information purposes. 1.4.2 County of Northumberland regarding 2011 Budget Overviews. 1.4.2.1 Budget Overview, February 16, 2011 1.4.2.2 Department of Community & Social Services 1.4.2.3 Golden Plough Lodge 1.4.2.4 Transportation Department 1.4.2.5 Finance Department 1.4.2.6 Emergency Medical Services 1.4.2.7 Facilities Budget Overview 1.4.2.8 Waste Services Division Moved by Councillor Ellis Seconded by Deputy Mayor Gilmer That the 2011 County of Northumberland Department Budget Overviews be received for information purposes. 1.4.3 Library Board Meeting Minutes of January 19, 2011. Moved by Councillor Lees Seconded by Councillor Burns That the Library Board Meeting minutes of January 19, 2011 be received for information purposes. 1.4.4 Statistics Canada regarding 2011 Census and the New National Household Survey. Page 5 of 15
Moved by Councillor Ellis Seconded by Deputy Mayor Gilmer That the correspondence from Statistics Canada regarding 2011 Census and the New National Household Survey be received for information purposes. 1.4.5 Town Hall Windows Director of Corporate Services provided a verbal report on the media release dated March 1, 2011 entitled "Historic Town Hall Windows to be available for purchase", noting that the halfround Town Hall windows will be sold at the Architectural Conservancy of Ontario (ACO) Port Hope Chapter auction on April 10th, 2011 and that the rectangular windows are available through Legacy Vintage in Cobourg. 1.5. Question period Stephen Smith, 105 Dorset Street West regarding presentation pertaining to remediation of the harbour and centre pier buildings. Robert Polutnik, 34 Bramley Street South regarding marina and harbour budget. Dr. Susan Lago, 27 Clifton Road regarding harbour dredging costs and monies pertaining to the Port Hope Harbour remediation project and relevance of information based on timelines. Chris Wallace, 192 Walton Street regarding opportunity for the public to ask questions of delegations and timing of reports. John Floyd 14 Madison Street regarding harbour dredging and costs. Philip Goldsmith, 46 Dorset Street East regarding pier buildings, environmental assessment and work projects being undertaken by both Cameco and the Port Hope Area Initiative pertaining to the existing pier buildings and requested that Council consider investigating the possibility of a establishing a task force and that all alternatives/options be investigated. Page 6 of 15
General Government and Finance adjourned at 8:50 p.m. 2. Economic Development and Tourism - Deputy Mayor J. Gilmer 2.1. Staff Reports: 2.1.1 Events Coordinator and Public Works Administrative Assistant regarding Special Event Temporary Road Closure for Float Your Fanny Down the Ganny. Councillor Lees declared a conflict of interest on agenda item 2.1.1 pertaining to the Float Your Fanny Down the Ganny River race as he is a Float Your Fanny Down the Ganny Committee member and did not participate in discussion and refrained from voting on the matter. Moved by Councillor Burns Seconded by Councillor Ellis That the Staff Report from the Events Coordinator and the Public Works Administrative Assistant be received and that a Resolution be prepared for presentation to Council on March 8, 2011 to authorize the annual Float Your Fanny Down The Ganny River race on Saturday April 2, 2011; and further, that a Special Event Temporary Road Closure By-Law be prepared for presentation to Council on March 8, 2011 to accommodate the closure of Barrett Street Bridge from Cavan Street to Ontario Street on April 2, 2011 from 10:00 a.m. until 4:00 p.m.; and further, that the traffic on Sylvan Glen Road, Dale Road to 4th Line be limited to northbound traffic only, from 9:00 a.m. until 12:00 p.m. on April 2, 2011. 2.2. Business Referred: 2.3. New Business: 2.3.1 Special Events Deputy Mayor Gilmer reported on the Port Hope Summer Events 2011 phamplet which was distributed, the upcoming Ideahub breakfast meeting and the art exhibition by David Blackwood. Page 7 of 15
2.4. Question Period John Floyd, 14 Madison Street regarding recent business park land acquisitions and budget allocation to build and construct the business park road and total acreage that could be developed. Sanford Haskill, 4865 Lakeshore Road regarding Ontario Municipal Board appeal pertaining to the Business Park. Economic Development and Tourism Committee adjourned at 9:00 p.m. 3. Planning and Development - Councillor M. Ellis 3.1. Staff Reports: 3.2. Business Referred: 3.3. New Business: 3.3.1 Committee of Adjustment Meeting Minutes of December 9, 2010. Moved by Councillor Lees Seconded by Councillor Burns That the Committee of Adjustment Meeting Minutes of December 9, 2010 be received for information purposes. 3.3.2 Notice of Decision of Committee of Adjustment - A06/10-17 Sherbourne Street. (The last date for filing an appeal is March 9, 2011). Moved by Deputy Mayor Gilmer Seconded by Councillor Austin That the Notice of Decision of Committee of Adjustment - A06/10-17 Sherbourne Street be received for information purposes. Page 8 of 15
3.3.3 Notice of Decision of Committee of Adjustment - B03/10-18 Sherbourne Street. (The last date for filing an appeal is March 17, 2011). Moved by Deputy Mayor Gilmer Seconded by Councillor Austin That the Notice of Decision of Committee of Adjustment - B03/10-18 Sherbourne Street be received for information purposes. 3.3.4 Notice of Decision of Committee of Adjustment - B04/10-18 Sherbourne Street. (The last date for filing an appeal is March 17, 2011). Moved by Deputy Mayor Gilmer Seconded by Councillor Austin That the Notice of Decision of Committee of Adjustment - B04/10-18 Sherbourne Street be received for information purposes. 3.3.5 Notice of Decision of Committee of Adjustment - B11/10-107 Hope Street South. (The last date for filing an appeal is March 17, 2011). Moved by Deputy Mayor Gilmer Seconded by Councillor Austin That the Notice of Decision of Committee of Adjustment - B11/10-107 Hope Street South be received for information purposes. 3.3.6 Welcome Water Deputy Mayor Gilmer requested a status update on the Welcome Water Situtation. Director of Planning and Development Services provided a verbal report indicating that he is waiting for a formal response from the Ministry of Municipal Affairs and Housing pertaining to questions from the stakeholders meeting held in January 2011 and that a meeting has been scheduled with Ministry of Transportation representatives for Thursday March 3rd, 2011. Page 9 of 15
3.3.7 Port Hope and District Historical Society Dinner Councillor Ellis reported on the Port Hope and District Historical Society dinner held February 23, 2011 with the Honourable Michael Chan, Minister of Tourism and Culture as the guest speaker. Letter of congratulations to be sent from the Mayor to the Port Hope and District Historical Society. 3.4. Question Period Planning and Development Committee adjourned at 9:05 p.m. 4. Parks Recreation & Culture - Councillor G. Burns 4.1. Staff Reports: 4.1.1 Director of Parks, Recreation and Culture and Facilities Manager regarding Bewdley Community Centre (formerly Vincent Massey Memorial Centre). Moved by Councillor Turck Seconded by Councillor Lees That the Director of Parks, Recreation and Culture and Facilities Manager be received and that a Resolution be prepared for presentation to Council on March 8, 2011 recommending that The Municipality of Port Hope reconfirm its position to discontinue involvement with the Bewdley Community Center including any operating and capital contributions as previously outlined in written correspondence to Hamilton Township dated September 14, 2009 and on October 6, 2010; and further, that The Municipality undertake the process to transfer its entire share of ownership/equity in the Bewdley Community Center to Hamilton Township; and further, that a meeting be held with Hamilton Township Representatives indicating the Municipality of Port Hope s position. 4.1.2 Director of Parks, Recreation and Culture regarding Eastside Ganaraska Parkland Development Working Group. Page 10 of 15
That the Staff Report from the Director of Parks, Recreation and Culture and request from the Architectural Conservancy of Ontario Port Hope Branch to have a member of the ACO be included on the Eastside Ganaraska Parkland Development Working Group be deferred until later this evening. DEFERRED 4.1.3 Director of Parks, Recreation and Culture regarding the Port Hope East Marina Environmental Assessment. Moved by Mayor Thompson Seconded by Councillor Turck That the Staff Report from the Director of Parks, Recreation and Culture be received and that the submission from Baird and Associates for completion of an Individual Environmental Assessment (IEA) for the East Marina, Contract No. 14PR-2010 in the total amount of $746,700 including net taxes be referred to Budget Committee. 4.2. Business Referred: 4.3. New Business: 4.3.1 Early Years Advisory Committee Meeting Minutes of November 19, 2010. Moved by Councillor Austin Seconded by Deputy Mayor Gilmer That the Early Years Advisory Committee Meeting minutes of November 19, 2010 be received for information purposes. 4.3.2 CAO Resignation Councillor Austin regarding public response to announcement of CAO resignation noting various positive contributions to the community during his tenure for the benefit of residents and the Municipality. Page 11 of 15
4.4. Question Period Press regarding deferal of item 4.1.2 pertaining to the Eastside Ganaraks Parkland Robert Poluznik, 34 Brameley Street South regarding item 4.1.2 pertaining to the Ganaraska Parkland Development Working Group and request for information for a study being undertaken by the Ratepayers Association study. Parks, Recreation and Culture Committee adjourned at 9:15 p.m. 5. Public Works - Councillor J. Lees 5.1. Staff Reports: 5.1.1 Environmental Compliance Technician regarding Climate Action Plan Greenhouse Gas Emissions Inventory. Moved by Councillor Burns Seconded by Deputy Mayor Gilmer That the Staff Report from the Environmental Compliance Technician regarding Climate Action Plan Greenhouse Gas Emissions Inventory be received for information purposes. 5.2. Business Referred: 5.3. New Business: Councillor Lees reported that arrangements are being made by Public Works to host an open house/tour of the Water Treatment Facility, Sewage Treatment Facility and the Joint Operations Centre. 5.4. Question Period Sanford Haskill, 4865 Lakeshore Road regarding Lakeshore road/subway solar lighting and relocation of Staff to 5 Mill Street. Page 12 of 15
Public Works Committee adjourned at 9:18 p.m. 6. Protection to Persons & Property - Councillor D. Turck 6.1. Staff Reports: 6.1.1 Mayor regarding Municipality of Port Hope Intervention to CNSC for Darlington New Build. Moved by Councillor Lees Seconded by Councillor Austin That the Staff Report from the Mayor regarding Municipality of Port Hope Intervention to CNSC for Darlington New Build be received for information purposes. 6.2. Business Referred: 6.3. New Business: 6.3.1 Minutes of the Joint Animal Control Board of Management of January 4, 2011. Moved by Councillor Burns Seconded by Deputy Mayor Gilmer That the minutes of the Joint Animal Control Board of Management of January 4, 2011 be received for information purposes. 6.3.4 CANHC Annual General Meeting and Canadian Nuclear Association Conference Mayor Thompson provided a verbal report on the CANHC (Canadian Association of Nuclear Host Communities) Annual General Meeting and Canadian Nuclear Association Conference that she and Deputy Mayor Gilmer attended, noting that she was appointed as representative to NWMO (Nuclear Waste Management Organization) Municipal Forum. Page 13 of 15
6.4. Question Period Protection to Persons and Property Committee adjourned and Committee of the Whole recessed at 9:25 p.m. to an In Camera Meeting. Mayor Thompson reported that Committee of the Whole would be reconvening and reporting out from the In Camera session. Moved by Councillor Burns and Seconded by Councillor Lees that this Council proceed In Camera in accordance with the provisions of the Municipal Act, 2011 S.O., c.25 in order to address a matter pertaining to personnel matters about an identifiable individual, including municipal or local board employees - Section 239(2)(b). Mayor Thompson reported that Committee of the Whole would be reconvening and reporting out from the In Camera session. Committee reconvened at 9:40 p.m. with the following report from In Camera. Agenda Item 4.1.2 regarding Eastside Ganaraska Parkland Development Working Group. Moved by Councillor Burns Seconded by Councillor Lees That the Staff Report form the Director of Parks, Recreation and Culture be received and that Council confirm that the request from the Architectural Conservancy of Ontario, Port Hope Branch to have a member of the ACO on the Eastside Ganaraska Parkland Development Working Group is not supported and that Council reaffirm the composition of the Working Group as outlined in Resolution 19/2011 passed by Council on February 8, 2011. Page 14 of 15
Moved by Councillor Austin Seconded by Councillor Burns That a Resolution be prepared for presentation to Council, March 8, 2011 to appoint the following representatives to the East Ganaraska Task Force: Bree Nixon, Chamber of Commerce representative Rick Brooks, Heritage Port Hope (HPH) Advisory Committee representative Blake Holton, Heritage Business Improvement Area (HBIA) representative Ted Watts, member of the original East Side Ganaraska Park Steering Committee Peter Huffman, member at large Peter Gillespie, member at large Committee of the Whole adjourned at 9:55 p.m. Linda Thompson, Mayor S.C. Dawe, Municipal Clerk Page 15 of 15