March 29, 2011 Minutes of the Committee of the Whole of the Corporation of the Municipality of Port Hope held on Tuesday March 29, 2011 at 7:00 p.m. in the Council Chambers, 56 Queen Street, Port Hope, Ontario. Present: Staff: Absent with Notice: Mayor L. Thompson, Deputy Mayor J. Gilmer, Councillors G. Burns, M. Ellis, J. Lees, 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 T. Merepeza, Municipal Planner A. Hobbs, Project Manager, Peer Review Team Councillor R. Austin CALL TO ORDER Disclosure of pecuniary interest and the nature thereof None declared. Closed Session Items Mayor Thompson advised that Council held an In-Camera meeting at 5:00 p.m. in accordance with the provisions of the Page 1 of 16
Municipal Act, 2011 S.O. in order to address a matter pertaining to security of the property of the Municipality or local board - Section 239(2)(a); personnel matters about an identifiable individual, including municipal or local board employees - Section 239 (2)(b) and labour relations or employee negotiations - Section 239 (2) (c). DELEGATIONS 1 Mary Ellen Cotter (PHHS), Brooke Robinson (PHHS), Karyn Hill (PHHS) and Madeline Shaw - Rimmington (TCS), Northumberland Hills Hospital Youth Cares Committee regarding 3rd Annual Search Party - A Scavenger Hunt for Health. Mary Ellen Cotter, Brooke Robinson and Karyn Hill students of the Port Hope High School and Miss. Madeline Shaw - Rimmington, student at Trinty College School on behalf of Northumberland Hills Hospital Youth Cares Committee were in attendance regarding the 3rd Annual Search Party - A Scavenger Hunt for Health. That the presentation regarding the Northumberland Hills Hospital Youth Cares Committee 3rd Annual Search Party - A Scavenger Hunt for Health be received for information purposes. Delegation was excused at 7:10 p.m. 1. General Government and Finance - Councillor R. Austin Mayor Thompson assumed the role of the Chair in the absence of Councillor Austin 1.1. Staff Reports: 1.1.1 Treasurer regarding 2010 Council Expenditures. Moved by Councillor Turck Seconded by Councillor Ellis That the Staff Report from the Treasurer regarding 2010 Council Expenditures be received for information purposes. Page 2 of 16
1.1.2 Director of Finance regarding Public Comment on 2011 Budget. Seconded by Councillor Lees That the Staff Report from the Director of Finance regarding Public Comment on 2011 Budget be received for information purposes. 1.1.3 Director of Finance regarding Infrastructure Funding Extension Agreements. Moved by Councillor Turck Seconded by Councillor Burns That the Staff Report from the Director of Finance regarding Infrastructure Funding Extension Agreements be referred to Special Council Meeting of March 29, 2011. 1.1.4 Director of Corporate Services regarding Local Boards and Committees. Moved by Deputy Mayor Gilmer Seconded by Councillor Ellis That the Director of Corporate Services regarding Establishing Bylaws, Appointment By-laws and Resolutions for local Boards and Committees, as prepared be considered at the Special Meeting of Council on March 29th, 2011, following the Committee of the Whole meeting. 1.1.5 Deputy Clerk regarding Janitorial Services Contract - Town Hall, Public Washrooms, Police Station and Joint Operations Centre. Seconded by Councillor Lees That the Staff Report from the Deputy Clerk be received and that a By-law be prepared for presentation to Council on April 5, 2011 to authorize execution of an agreement with Clean Mark Group for janitorial services for the Town Hall, Public Washrooms, Police Station and Joint Operations Centre. Page 3 of 16
1.1.6 Communications Coordinator regarding Council Correspondence Process. Copies were distributed Moved by Councillor Lees Seconded by Councillor Ellis That the Staff Report from the Communications Coordinator regarding Council Correspondence Process be received for information purpses. 1.2. Student Councillor Update: Student Councillor Harrington reported that there are no new items to report under her portfolio. 1.3. Business Referred: 1.4. New Business: 1.4.1 County Council Meeting Minutes of February 16, 2011. Moved by Councillor Ellis That the County Council Meeting minutes of February 16, 2011 be received for information purposes. Deputy Mayor requested information on Communications and Borrowing for the next meeting. 1.4.2 Notice of Motion by Councillor R. Austin regarding Financial Donation to Japan. In accordance with the provisions of Procedural By-law 134/2007 as amended, the Notice of Motion by Councillor R. Austin regarding a financial donation to Japan will be scheduled for consideration by Council on the April 5, 2011 agenda. 1.4.3 New Business Mayor Thompson reported on the Town Hall meeting at the Town Park Recreation Centre on Wednesday March 30, 2011 from 7 to 9 p.m. and reported that the April 6th, 2011 Harbor Page 4 of 16
Commission meeting has been cancelled. Notification will be provided when rescheduled. 1.5. Question period General Government and Finance Committee adjourned at 7:15 p.m. 2. Economic Development and Tourism - Deputy Mayor J. Gilmer 2.1. Staff Reports: 2.1.1 Tourism Coordinator regarding TMAC (Travel Media Association of Canada) Conference 2011. Seconded by Councillor Lees That the Staff Report regarding TMAC (Travel Media Association of Canada) Conference 2011 be received for information purposes. 2.1.2 Events Coordinator and Public Works Administrative Assistant regarding Special Event Temporary Road Closure for Heart & Stroke Foundation 2011 Big Bike. Moved by Councillor Turck Seconded by Councillor Lees That the Staff Report from the Events Coordinator and the Administrative Assistant be received and that Resolution be prepared for presentation to Council on Tuesday March 29, 2011 in support of the Heart & Stroke Foundation of Ontario 2011 Big Bike Event on Monday May 2, 2011 and; further, that a Special Event Temporary Street Closure be prepared for presentation to Council on Tuesday March 29, 2011 to accommodate the road closure of Augusta Street from the east side of Elias Street to the west side of Queen Street to vehicular traffic from 10:00 am to 4:00 pm on Monday May 2, 2011 and; further, that the pickup location for the transit system Transfer Hub be temporarily relocated to Queen Street across from the bus shelter on Monday May 2, 2011. Page 5 of 16
2.2. Business Referred: 2.3. New Business: 2.4. Question Period Terry Hickey, 12 Fenton Lane on behalf of the Port Hope Ratepayers regarding Economic Development assistance provided to local businesses including business retention. Robert Polutnik, 34 Bramley Street South questionned whether Economic Development was aware of the newspaper article prior to publishing. Economic Development and Tourism Committee adjourned at 7:25p.m. 3. Planning and Development - Councillor M. Ellis 3.1. Staff Reports: 3.1.1 Municipal Planner regarding Scheduling of Statutory Public Meeting - Zoning By-law Amendment Application ZB02-2011 & Draft Plan of Subdivision Application SU37-2011 - Ferguson Farm South Blocks 50, 51 and Part of 52. Moved by Councillor Turck Seconded by Councillor Burns That the Staff Report from the Municipal Planner regarding Scheduling of Statutory Public Meeeting - Zoning By-law Amendment Application ZB02-2011 & Draft Plan of Subdivision Application SU37-2011 - Ferguson Farm South - Blocks 50, 51 and Part of 52 be received for information purposes. 3.1.2 Municipal Planner regarding Site Plan Agreement (SP01-2011) Commercial Retail Development - 145 Peter Street. Powerpoint presentation was provided by the Municipal Planner. Page 6 of 16
Moved by Councillor Lees That the Staff Report from the Municipal Planner be received and that a By-law be prepared for presentation to Council on April 5, 2011 to enter into a Site Plan Agreement with the Port Hope Plaza Investment Inc. to permit the development of the lands municipally known as 145 Peter Street in order to construct a new commercial retail store. 3.1.3 R. Warne, Director of Planning and Development Services regarding Election Signs. Moved by Mayor Thompson Seconded by Councillor Lees That the Staff Report from the Director of Planning and Development Services be received and that a By-law be brought forward for Council's consideration on April 5, 2011 to amend the Sign By-law 17/2005, as amended, as it pertains to the prohibition of election signage on public property (Section 5.1) and penalty/fines associated with impounded signage (Section 7.8); And further, that a By-law amendment be brought forward for Council s consideration on April 5, 2011 to amend the Fees and Charges By-law 58/2010, as amended, as it pertains to fines for impounded signage fees to be set at $25.00 per sign, for signs 1 m2 (10.76 ft2) and under in size, and $200.00 per sign, for signs larger than 1 m2 (10.76 ft2) in size for the removal and impounding of illegally placed signs and that these fines are to be levied against all signs that are reclaimed. 3.2. Business Referred: 3.3. New Business: 3.3.1 Heritage Port Hope Advisory Committee Meeting Minutes of January 17, 2011. Page 7 of 16
Seconded by Councillor Gilmer That the Heritage Port Hope Advisory Committee Meeting minutes of January 17, 2011 be received for information purposes. 3.4. Question Period Media regarding agenda item 3.1.2 pertaining to the type of commercial retail development at 145 Peter Street. Stephen Smith, 105 Dorset Street regarding agenda item 3.1.2 pertaining to the nature of the commercial retail development proposed for 145 Peter Street. Robert Polutnik, 34 Bramley Street South rearding agenda item 3.1.2 pertaining to the type of commercial retail development proposed for 145 Peter Street. Planning and Development Committee adjourned at 7:40 p.m. 4. Parks Recreation & Culture - Councillor G. Burns 4.1. Staff Reports: 4.1.1 Director of Parks Recreation and Culture and Parks Manager regarding Boardwalk Update & Additional Costs. Moved by Councillor Lees Seconded by Councillor Ellis That the Staff Report from the Director of Parks, Recreation and Culture and the Parks Manager be received and that a Resolution be prepared for presentation to Council April 5, 2011 to authorize the additional costs for the Marina Boardwalk construction project in the estimated amount of $22,000.00 including net HST for the required materials and consultant services; and further, that the costs be funded from the Federal Gas Tax Fund; and further, that a report be brought back to Council with additional information once the testing analysis has been completed; and further, if additional testing and design work is required that funds be utilize from the remaining federal tax funds not to exceed $15,000. and further, that a materials management strategy be developed for future Municipal construction projects. Page 8 of 16
Moved by Councillor Lees Seconded by Councillor Turck That the Mayor and Director of Public Works convene a meeting with representatives of AECOM to discuss project shortfalls leading to additional project costs and issues with projects. 4.1.2 Program Manager regarding Antique Classic Car Club of Canada (ACCCC). Moved by Deputy Mayor Gilmer Seconded by Councillor Ellis That the Staff Report from the Program Manager regarding Antique Classic Car Club of Canada (ACCCC) be received and that a Resolution be prepared for presentation to Council on April 5, 2011 to authorize the Antique Classic Car Club of Canada (ACCCC) Judging Event s request to provide overnight camping on the grounds of the Town Park Recreation Centre from Friday, August 12 to Sunday, August 14, 2011, in accordance with the guidelines provided by the Department of Parks, Recreation and Culture. 4.1.3 Program Manager regarding 2011 Service Agreement with Northumberland County. Moved by Councillor Ellis Seconded by Councillor Turck That the Staff Report from the Program Manager be received and that a By-law be prepared for presentation to Council on April 5th, 2011 authorizing execution of the Annual Service Agreement between the Municipality of Port Hope Department of Parks, Recreation and Culture and the Corporation of the County of Northumberland relating to provision of child care services and/or children s recreational programs. 4.1.4 Program Manager regarding Pine Ridge Kennel Club - Fall Event. Page 9 of 16
Moved by Councillor Lees That the Staff Report from the Program Manager be received and that a Resolution be prepared for presentation to Council on April 5th, 2011 to authorize the Pine Ridge Kennel Club s request to provide overnight camping on the grounds of the Town Park Recreation Centre from September 29th up to and including October 2, 2011, in accordance with the guidelines provided by the Department of Parks, Recreation and Culture. 4.2. Business Referred: 4.3. New Business: 4.3.1 Youth Advisory Committee Meeting Minutes of January 20, 2011. Moved by Councillor Ellis Seconded by Councillor Turck That the Youth Advisory Committee Meeting minutes of January 20, 2011 be received for information purposes. 4.3.2 Youth Advisory Committee Meeting Minutes of February 17, 2011. Moved by Councillor Ellis Seconded by Councillor Turck That the Youth Advisory Committee Meeting minutes of February 17, 2011 be received for information purposes. 4.3.3 Waterfront and Trail Advisory Committee Meeting Minutes of January 20, 2011. Moved by Councillor Ellis Seconded by Councillor Lees That the Waterfront and Trail Advisory Committee Meeting minutes of January 20, 2011 be received for information purposes. Page 10 of 16
4.3.4 Waterfront and Trail Advisory Committee Meeting Minutes of March 17, 2011. Moved by Councillor Ellis Seconded by Councillor Lees That the Waterfront and Trail Advisory Committee Meeting minutes of March 17, 2011 be received for information purposes. 4.3.5 Cultural Advisory Committee Meeting Minutes of February 14, 2011. Moved by Councillor Turck That the Cultural Advisory Committee Meeting minutes of February 14, 2011 be received for information purposes. 4.3.6 Cultural Advisory Committee Meeting Minutes of March 14, 2011. Moved by Councillor Turck That the Cultural Advisory Committee Meeting minutes of March 14, 2011 be received for information purposes. 4.3.7 Parks and Recreation Advisory Committee Meeting Minutes of March 3, 2011. Moved by Councillor Turck That the Parks and Recreation Advisory Committee Meeting minutes of March 30, 2011 be received for information purposes. 4.3.8 Port Hope Midget Hockey Team Mayor to forward a letter of appreciation to the Port Hope Midget Hockey team for their efforts at the Ontario Minor Hockey Association (OMHA) hockey finals. Page 11 of 16
4.4. Question Period Wendy Reiner, 109 Strachan Street regarding agenda item 4.1.2 pertaining to the Antique Classic Car Club of Canada and item 4.1.4 pertaining to the Pine Ridge Kennel Club and questioned whether organizations have to provide some form of a bond. Robert Polutnik, 34 Bramley Street South regarding response to harbour budget questions. Staff Report to be included on the Council agenda for April 5, 2011. Parks, Recreation and Culture Committee adjourned at 7:55 p.m. 5. Public Works - Councillor J. Lees 5.1. Staff Reports: 5.1.1 Environmental Compliance Technician regarding Drinking Water Quality Management System (DWQMS) - Communication and Education. Seconded by Councillor Ellis That the Staff Report from the Environmental Compliance Technician regarding Drinking Water Quality Management System (DWQMS) - Communication and Education be received for information purposes. 5.1.2 Engineering Services Technician regarding Courtesy Walk at Walton and Cavan Streets. Seconded by Councillor Ellis That the Staff Report from the Engineering Services Technician be received and that a Resolution be prepared for presentation to Council on April 5th, 2011 in support of the proposed allocation of funds from the Federal Gas Tax funds ($60,000.00), the 2011 Accessible Sidewalk ramps budget ($10,000.00), and the Accessibility reserve ($10,000.00) to construct a new fully signalized cross walk at Walton Street and Cavan Street as part of the 2011 Capital Budget. DEFEATED Page 12 of 16
That Staff undertake a pedestrian count and provide a sketch of the bump-outs pertaining to the Courtesy Walk at the corner of Walton Street and Cavan Street with a follow-up Staff Report back to Committee of the Whole. 5.1.3 Roads Supervisor regarding Roadside Vegetation Management Policy Designated Natural Area Requests. Moved by Councillor Turck Seconded by Councillor Burns That the Staff Report from the Roads Supervisor regarding Roadside Vegetation Management Policy Designated Natural Area Requests be received for information purposes. 5.1.4 Development Services Technician and Parks Manager regarding Joint Operations Centre - Budget Update. Seconded by Councillor Ellis That the Staff Report from the Development Services Technician and the Parks Manager be received and that a Resolution be prepared for presentation to Council on April 5, 2011 approving an additional $516,339 in debenture to cover the additional costs associated with the JOC construction, for a total budget of $5,736,660. 5.2. Business Referred: 5.3. New Business: 5.3.1 Accessibility Advisory Committee Meeting Minutes of January 12, 2011. Page 13 of 16
Moved by Councillor Ellis That the Accessibility Advisory Committee Meeting minutes of January 12, 2011 be received for information purposes. 5.3.2 Accessibility Advisory Committee Meeting Minutes of February 9, 2011. Moved by Councillor Ellis That the Accessibility Advisory Committee Meeting minutes of February 9, 2011 be received for information purposes. 5.4. Question Period Media regarding agenda item 5.1.2 pertaining to the Courtesy Walk at the corner of Walton and Cavan Streets and pedestrian safety concerns. Robert Polutnik, 34 Bramley Street South regarding agenda item 5.1.2 pertaining to the Courtesy Walk at the coner of Walton and Cavan Street and extended appreciation to Council and Staff for the repairs recently undertaken on Lakeshore Road pertaining to the bicycle path. Gord Walter, 27 Carolyn Street regarding agenda item 5.1.2 pertaining to the Courtesy Walk at the corner of Walton and Cavan Street and encouraged Council and Staff to obtain all facts prior to making decisions. Elmer Bogyay 36 William Street regarding repairs at the Canadian Pacific Railway crossing at Hope Street. Public Works Committee adjourned at 8:20 p.m. 6. Protection to Persons & Property - Councillor D. Turck 6.1. Staff Reports: Page 14 of 16
6.2. Business Referred: 6.3. New Business: 6.3.1 Joint Animal Control Board of Management Meeting Minutes of February 8, 2011. That the Joint Animal Control Board of Management Meeting minutes of February 8, 2011 be received for information purposes. 6.3.2 Minutes of the Board Meeting of the Commissioners of the Port Hope Harbor of September 8, 2010. Moved by Councillor Lees Seconded by Mayor Thomspon That the Minutes of the Board Meeting of the Commissioners of the Port Hope Harbor of September 8, 2010 be received for information purposes. 6.3.3 Canadian Pacific Rail derailment in Hamilton Township Director of Fire and Emergency Services provided a verbal update on the Canadian Pacific Rail derailment in Hamilton Township and assistance provided by the Municipal of Port Hope Fire and Emergency Services. 6.4. Question Period Sanford Haskill, 4865 Lakeshore Road regarding recovery of municipal costs associated with Fire and Emergency Services assistance provided at the Canadian Pacific Rail derailment; taping of Council/Committee of the Whole minutes; costs associated with harbour dredging and extended appreciation to the newly formed Ratepayers Association Page 15 of 16
Protection to Persons and Property Committee and Committee of the Whole adjourned at 8:28 p.m. Linda Thompson, Mayor S.C. Dawe, Municipal Clerk Page 16 of 16