County of Peterborough Meeting of County Council Minutes 1. Call To Order A quorum of Council being present, Warden Jones called the meeting to order at 9:37 a.m. 2. Invocation Warden Jones led Council in prayer. "Most merciful God, we yield Thee our humble and hearty thanks for Thy Fatherly care and preservation of us this day, and for the work which Thou has enabled us to perform." "We pray for Your Guidance and direction in our deliberations during this meeting, so that we may render a service to the Community that we are trying to serve. - Amen" 3. Declaration of Pecuniary Interest Councillor Moher declared a pecuniary interest with Agenda Item Number 10.b due to his facilitating that investment. 4. Roll Call The Clerk conducted the roll call. Present: Absent: Staff Present: Warden Jones, Councillors Janet Clarkson, Joseph Crowley, John Fallis, Ronald Gerow, Scott McFadden, Andy Mitchell, Karl Moher, David Nelson, Douglas Pearcy, Andy Sharpe, Mary Smith, Joe Taylor, James Whelan and Ron Windover. Deputy Warden Barry Rand Chris Bradley, Director of Public Works; John Butler, Director of Finance/Treasurer; Robert English, Chief of Emergency Medical Services; Sheridan Graham, General Page 1
5. Adoption of Agenda Manager, Strategic Services & Corporate Projects; Gary King, Chief Administrative Officer; Christo Lee, Information Technology Manager; Yvette Peplinskie, Deputy Treasurer; Sally Saunders, Clerk; Mary Spence, Human Resources Manager; and Bryan Weir, Director of Planning. 1-2011 Moved by: Councillor Gerow Seconded by: Councillor Pearcy Be it resolved that County Council adopt the Addendum agenda as circulated. The Warden advised Council of the Addendum Agenda and noted in particular that Agenda Item 9.a. and Agenda item 9.b. will be discussed prior to the budget discussion. 6. Adoption of Minutes 2-2011 Moved by: Councillor Moher Seconded by: Councillor Mitchell Be it resolved that the minutes of the County Council meeting of March 9, 2011 be amended: 1. at Section 3 relating to the declaration of conflict with Agenda Items 7.b. and 14.c by removing the words being a Board Member and substituting therefor the words involvement with the Innovation Cluster so that the sentence now reads as follows: Councillor Mitchell declared a pecuniary interest with Agenda Item 7.b. concerning the Workplace Development Board due to his being a Board Member and with Agenda Items 7.b. and 14.c concerning the GPA EDC due to his involvement with the Innovation Cluster. Councillor Mitchell left the meeting during discussions of these items. ; and further Page 2
2. At Section 23.a. Future Meeting Schedule by deleting the April 15, 2011 scheduled meeting for the Awards and Bursaries Committee and replacing it with the April 8, 2011 scheduled meeting for the Awards and Bursaries Committee Meeting - Site Visit to North Kawartha Arena; and further Be it resolved that the amended Minutes be approved. 7. Delegations, Petitions and Presentations a. Vladimir Weisser, P.Eng., Engineering Consultant, Ministry of Transportation and Mahfuz Alam, Lead Design Engineer, Renee Pettigrew, Environmental Planner and Peggy Baleka, Project Manager, AECOM. Re: Highway 28 and County Road 29 (from Lakefield to Douro 5th Line) Mr. Alam reviewed his power point presentation with County Council relating to the proposed improvements of Highway 28 and County Road 29 from Lakefield to north of Douro 5 th Line. Attached to these Minutes as Appendix A is the power point presentation. 3-2011 Moved by: Councillor Smith Seconded by: Councillor Clarkson Be it resolved that County Council receive the delegation from Vladimir Weisser, P.Eng., Engineering Consultant, Ministry of Transportation and Mahfuz Alam, Lead Design Engineer, Renee Pettigrew, Environmental Planner and Peggy Baleka, Project Manager, AECOM concerning Highway 28 and County Road 29 from (Lakefield to Douro 5th Line); and further Be it resolved that County Council endorses and supports the project for safety reasons upon agreement with the Township of Douro-Dummer and the Township of Smith-Ennismore-Lakefield that signage being installed is agreeable to the two municipalities; and further Page 3
Be it resolved that Resolution 15-2011 passed by County Council at the January 19, 2011 Regular Council Meeting as set out below be rescinded: Be it resolved that County Council directs that the staff report referred to in Resolution 3-2011 passed at the January 5, 2011 Regular County Council Meeting be deferred to a meeting following the Ministry of Transportation delegation concerning the Highway 28/County Road 29 issue. b. Fiona Dawson, Tourism Director, Peterborough & Kawarthas Tourism Re: Tourism Destination Branding Ms. Dawson reviewed her power point presentation with County Council concerning the Tourism Destination Branding. This power point presentation is attached to these Minutes as Appendix B. 4-2011 Moved by: Councillor Fallis Seconded by: Councillor McFadden Be it resolved that County Council receive the delegation from Fiona Dawson, Tourism Director, Peterborough & Kawarthas Tourism concerning the Tourism Destination Branding. c. Sheridan Graham, General Manager, Strategic Services and Corporate Projects Re: Options and Pricing for Strategic Planning The General Manager, Strategic Services and Corporate Projects reviewed her report setting out three options for a facilitated strategic planning session. Option 1 is a corporate strategic plan having a broad focus/outcome and involves members of Council and senior staff with a cost of $30,000 which has not been allocated in the 2011 budget. Option 2 provides for the Ministry of Municipal Affairs and Housing to assist the County in a strategic planning exercise at no cost to the County although additional work would be required for completion of the strategic plan, vision Page 4
and mission as well as a work plan for Council and staff. Option 3 provides for the issuance of a Request for Proposal to secure alternate proposals for various options for strategic plans and those funds could be allocated in the 2011 budget. 5-2011 Moved by: Councillor Whelan Seconded by: Councillor Gerow Be it resolved that County Council approves Option 2 for a strategic planning exercise provided by the Ministry of Municipal Affairs and Housing in the fall of 2011; and further; Be it resolved that County Council directs the General Manager, Strategic Services & Corporate Projects to develop draft Terms of Reference including implementation of best practices and recommendations concerning all of the core services delivered by the County and to bring back a staff report to County Council in this regard. d. Chris Bradley, Director of Public Works Re: Budget Funding - Low Volume Roads 6-2011 Moved by: Councillor Nelson Seconded by: Councillor Whelan Be it resolved that County Council receive the report of the Director of Public Works concerning budget funding low volume roads; and further follows: Be it resolved that the 2011 draft budget be amended as 1. $100,000 be diverted from the operating levy to capital and $525,000 of the 2010 Public Works projected surplus be transferred to capital reserves to be drawn forward to address low-traffic roads as set out below: a. County Road 52 - $245,000 b. County Road 31 - $260,000 c. County Road 8 - $240,000 d. County Road 504 - $280,000 Page 5
e. John Butler, Director of Finance/Treasurer Re: Budget Discussions and Answers The Director of Finance/Treasurer responded to questions raised by County Council at the March 9 th, 2011 Council Meeting relating to social services, ODSP discretionary benefits, computer software and HP Blade server. At this time, County Council recessed from 11:10 a.m. to 11:17 a.m. County Council then moved into closed session (Sections 18, 19 and 20) followed by lunch. The Minutes reflect the order of the Addendum Agenda. 7-2011 Moved by: Councillor Whelan Seconded by: Councillor Moher Be it resolved that County Council approves the 2011 draft County of Peterborough Budget as presented providing for a 2011 tax requirement increase of 1.34% which is net of the estimated assessment growth impact of 1.02%; and further Be it resolved that the necessary by-law be prepared to adopt the 2011 Budget of the Corporation of the County of Peterborough. 8. Referrals There were no referrals brought forward. 9. Staff Reports a. Sheridan Graham, General Manager, Strategic Services and Corporate Projects Re: Options and Pricing for Strategic Planning This Staff Report was discussed earlier as Item 7.c. above. b. Chris Bradley, Director of Public Works Re: Budget Funding - Low Volume Roads This Staff Report was discussed prior earlier as Item 7.d above. Page 6
c. John Butler, Director of Finance/Treasurer Re: Investment Opportunity with Peterborough Housing Corporation 8-2011 Moved by: Councillor Smith Seconded by: Councillor Pearcy Be it resolved that County Council approve the lending of up to $1 million to Peterborough Housing Corporation (PHC), secured by promissory notes, for a period not exceeding one year, at an interest rate equal to the Royal Bank of Canada prime rate, less.5%, compounding monthly. d. Sally Saunders, Clerk Re: Renewal of Municipal Investigator Agreement 9-2011 Moved by: Councillor Whelan Seconded by: Councillor Moher Be it resolved that County Council accept the recommendation of the Clerk recommending renewal of the Municipal Investigator Agreement jointly with the Townships with Stephen Fournier (Closed Meeting Investigator) for a two-year term commencing January 1st, 2011 and that the necessary by-law authorizing the entering into the Agreement be prepared in order to effect the foregoing. e. Sally Saunders, Clerk Re: Annual Review of Delegation of Powers and Duties Policy CO-08 10-2011 Moved by: Councillor Smith Seconded by: Councillor McFadden Be it resolved that County Council directs that the necessary by-law be prepared setting out the powers, duties and functions delegated by County Council to any member of staff and in particular that County Council delegates authority to the Chief Administrative Officer during the summer recess to award contracts within designated approved budget with a staff report to be provided to County Council in August regarding these contracts; and further Page 7
Be it resolved that By-law No. 2007-90 being a by-law to adopt a delegation of powers and duties policy for the County of Peterborough be amended to provide for County Council review once during each Council term rather than annually. 10. Staff Reports for Information Only Councillor Moher left the meeting. a. Bryan Weir, Director of Planning Report prepared by: Christine Lang, Secretary-Treasurer, Land Division Committee Re: Land Division Report - February 2011 b. John Butler, Director of Finance/Treasurer Re: Investment Report By-law 2010-68 c. John Butler, Director of Finance/Treasurer Re: Remuneration and Expenses paid to members of County Council by Outside Boards and Committees during the year 2010 d. Sally Saunders, Clerk Report prepared by Lynn Fawn, Deputy Clerk/Office Supervisor Re: Correspondence Report e. Warden J. Murray Jones Re: Meetings Attended during February 2011 f. Deputy Warden Barry Rand Re: Meetings Attended during February 2011 11-2011 Moved by: Councillor Pearcy Seconded by: Councillor Windover Be it resolved that County Council receive the above noted Staff Reports for Information Only. Page 8
Councillor Moher returned to the meeting. 11. Correspondence - Action Items a. Hendren Funeral Home letter dated March 7, 2011 Re: Remuneration paid for Social Services Funerals 12-2011 Moved by: Councillor Gerow Seconded by: Councillor Pearcy Be it resolved that the Hendren Funeral Home letter dated March 7, 2011 regarding remuneration paid for social services funerals be received for information and that this matter be referred to the Joint Services Steering Committee. b. Ontario Cattlemen's Association and Ontario Pork Marketing Board letter and resolution dated March 8, 2011 Re: Pork and Beef Farmers' Campaign for Insurance Risk Management Program 13-2011 Moved by: Councillor Nelson Seconded by: Councillor Windover Be it resolved that County Council call on the Federal and Provincial governments to partner on an urgent basis with Ontario's pork and cattle producers in the establishment of the Business Risk Management programs proposed by their provincial organizations which would see farmers' premiums funding 30% of the long-term program costs and the remaining funding following the traditional 60/40 split between the federal and provincial governments; and further Be it resolved that while calling on both the Federal and Provincial government to participate in this initiative we encourage the Provincial government to assume a leadership role in the establishment of this program by including it in its 2011/2012 budget, even in the absence of a Federal government commitment, through the creation of a partial program as was done with the province's grains and oilseeds industries. Page 9
c. HDR letter dated March 11, 2011 Re: Class Environmental Assessment Study - Dutton Road Extension 14-2011 Moved by: Councillor Taylor Seconded by: Councillor Moher Be it resolved that County Council receive HDR's letter regarding Class Environmental Assessment Study - Dutton Road Extension dated March 11, 2011; and further Be it resolved that the Director of Public Works and the Director of Planning review the study area and provide any comment or concerns by March 25, 2011 on the fax-back comment form. d. AECOM Notice of Public Hearing dated March 16, 2011 Re: Sherbrooke Street Reconstruction / Widening Class Environmental Assessment (Glenforest Blvd to West City Limit), City of Peterborough 15-2011 Moved by: Councillor Moher Seconded by: Councillor Smith Be it resolved that County Council receive the letter dated March 16, 2011 concerning the Sherbrooke Street Reconstruction / Widening Class Environmental Assessment (Glenforest Blvd to West City Limit), City of Peterborough and the Notice of Public Open House being held on March 29, 2011; and further Be it resolved that the Director of Public Works review and provide any comments to AECOM by the April 12, 2011 deadline. Page 10
12. Committee Reports Minutes of Peterborough County Council a. Councillor David Nelson Lang Pioneer Village Museum Advisory Committee Re: Minutes of February 22, 2011 16-2011 Moved by: Councillor Crowley Seconded by: Councillor Clarkson Be it resolved that County Council receive and adopt the minutes of the Lang Pioneer Village Museum Advisory Committee with respect to the meeting of February 22, 2011. (Installation of Propane Fired Heating System for Weaver's Shop, Education Program Fee Proposal) 13. Accounts a. Month Ending: February 28, 2011 17-2011 Moved by: Councillor McFadden Seconded by: Councillor Sharpe General Government Dept. 40 $ 73,838.32 Asset Management Program Dept. 43 $ n/a Armour Road Facility Dept. 46 $ 1,101.24 Emergency Measures Dept. 46 $ 75.32 Transportation Services Dept. 50 $ 597,176.45 Environmental Services Dept. 80 $ 119,806.16 Health Services Dept. 81 $ 176,160.83 Social Services Dept. 82 $ 217,595.00 Social Housing Dept. 84 $ 394,147.00 Recreation & Culture Services Dept. 87 $ 17,597.02 Planning & Development Dept. 91 $ 3,307.56 Be it resolved that the Corporate Accounts for the month ending February 28, 2011 be approved for payment by the County Treasurer. Page 11
14. Liaison Reports from External Committees, Boards and Agencies a. Affordable Housing Action Committee - Councillor Clarkson reported on the recent Committee meeting dealing with the United Church, MySpace and a minimal barrier shelter. b. City of Peterborough Transportation Plan Steering Committee - Councillor Gerow reported that the City has now had two Public Open Houses for the review of the Transportation Plan. The Committee will be meeting within the next month. c. Fairhaven Committee of Management - Councillor Pearcy reported that Fairhaven received a one-time grant of $57,376 to be used by April 11 th which will be used for equipment to enhance resident comfort and safety. d. Peterborough County-City Health Unit - Councillor Sharpe referred to the Board of Health Meeting Summary of March 9, 2011. He advised that a Board priority is to review the low immunization rate at various Long Term Care facilities throughout the area. Councillor Sharpe reported that renovations to the dental health clinic should be completed by late April and that the mobile dental clinic has been ordered with an unknown delivery date. e. Peterborough County Federation of Agriculture - Councillor Crowley stated that the meeting was cancelled due to the winter storm. f. Trent Conservation Coalition Source Protection Committee - Councillor Smith reported that the Municipal Working Group met to develop the policy for the storage and handling of agricultural source materials. 18-2011 Moved by: Councillor Gerow Seconded by: Councillor Whelan Be it resolved that the Liaison Representative reports and supporting documentation be received for information. Page 12
15. Resolutions Minutes of Peterborough County Council There were no resolutions presented. 16. Notices of Motion There were no notices of motion introduced. 17. New Business a. Japan Disaster Relief Fundraiser Warden Jones advised County Council of the Japan Disaster Relief Fundraiser initiated by the CAO. The Fundraiser is to guess the amount of coins contained in a small box. Guess forms have been distributed to Councillors who can submit their completed form to the Administrative Assistant to the CAO/Warden by April 8 th. The proceeds will go to the Canadian Red Cross Disaster Relief Fund. It is noted that Sections 18-20 were discussed earlier in the meeting. 18. Closed Session 19-2011 Moved by: Councillor Gerow Seconded by: Councillor Moher Be it resolved under the authority of the Municipal Act, S.O. 2001, c. 25, s. 239(2) County Council move into closed session at 11:21 a.m. to discuss personal matters about an identifiable individual, including municipal or local board employees", "a proposed or pending acquisition or disposition of land by the municipality or local board", " labour relations or employee negotiations", "litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board", "advice that is subject to solicitor-client privilege, including communications necessary for that purpose". Page 13
19. Rise from Closed Session With/Without a Report 20-2011 Moved by: Councillor Nelson Seconded by: Councillor Clarkson Be it resolved that County Council rise from closed session at 1:22 p.m. with a report. 20. Adoption of Amended Agenda to Add Closed Session Items Being Reported 21-2011 Moved by: Councillor Whelan Seconded by: Councillor Pearcy Be it resolved that County Council adopts the amended agenda by adding the following items: a. Gary King, CAO (Verbal) Re: Human Resources Director Recruitment a. Gary King, CAO (Verbal report) Re: Human Resources Director Recruitment 22-2011 Moved by: Councillor Gerow Seconded by: Councillor Clarkson Be it resolved that County Council receive the report from Gary King, CAO regarding the recruitment of the Human Resources Director and approves the appointment of Patricia Kraft as Director of Human Resources, effective April 18, 2011. At this point, Council recessed for lunch from 12:25 p.m. to 1:10 p.m. and returned to Section 7.e. Councillor Mitchell did not return to the meeting. 21. Reading and Passing of By-laws a. A By-law to authorize the County of Peterborough to enter into a Municipal Investigator Agreement jointly with the Townships and 1744960 Ontario Inc., (carrying on business as Fournier Page 14
Consulting Services) (Closed Meeting Investigator Services) (By-law Number 2011-14) b. A By-law to authorize the County of Peterborough to enter into an Agreement for the provision of 9-1-1 CERB Services with the Ministry of Community Safety and Correctional Services on behalf of the Ontario Provincial Police. (Refer to item # 9.b. of the March 9, 2011 County Council meeting). (By-law Number 2011-15) c. A By-law to amend Section 5 of By-law 2010-31 (Remuneration and Expenses for the Warden, Deputy Warden and Members of Council) regarding Payment for Conventions. (Discussed through Budget at the March 9, 2011 County Council meeting). (By-law Number 2011-16) d. A By-law to delegate powers, duties or functions of Council to staff and to amend By-law No. 2007-90, being a by-law to adopt a delegation of powers and duties policy. (By-law Number 2011-17) e. A By-law to adopt the 2011 Budget of the Corporation of the County of Peterborough. (By-law Number 2011-18) 23-2011 Moved by: Councillor McFadden Seconded by: Councillor Crowley Be it resolved that by-laws a. through e. be passed, signed by the Warden and the Clerk, sealed with the Seal of the Corporation and Numbered. 22. Confirming By-law 24-2011 Moved by: Councillor Moher Seconded by: Councillor Gerow Be it resolved that the by-law to confirm the proceedings of the Council of the County of Peterborough held this 23rd day of March, 2011 be passed, signed by the Warden and the Clerk, sealed with the Seal of the Corporation and Numbered By-law 2011-19. Page 15
23. Future Meeting Schedule a. March March 22 9:30 a.m. Lang Pioneer Village Museum Advisory Committee (Lang Pioneer Village, MacKelvie Room) March 23 9:30 a.m. County Council April April 6 9:30 a.m. County Council April 7 9:30 a.m. Awards and Bursaries Committee (Council Chamber) April 7 1:00 p.m. Land Division Committee (Council Chamber) April 8 1:30 p.m. Awards and Bursaries Committee Site Visit to North Kawartha Arena April 14 2:00 p.m. JSSC Pre-Meeting (Boardroom) * To be confirmed April 14 3:45 p.m. JSSC Meeting (City Hall, General Committee Room) April 20 9:30 a.m. County Council April 21 3:00 p.m. Accessibility Advisory Committee (S- E-L Council Chamber) May May 4 9:30 a.m. County Council May 16 2:00 p.m. Waste Management Committee (City Hall, General Committee Room) May 18 9:30 a.m. County Council May 19 3:00 p.m. Accessibility Advisory Committee (Boardroom) May 24 9:30 a.m. Lang Pioneer Village Museum Advisory Committee (Boardroom) May 25 8:30 a.m. Annual County Council Road Tour (meet at Douro Depot) May 26 9:30 a.m. Land Division Committee (Council Chamber) May 27 7:00 p.m. Recognition Awards Ceremony (North Kawartha Arena) June June 1 9:30 a.m. County Council June 9 2:00 p.m. JSSC Pre-Meeting (Boardroom) * To Page 16
be confirmed June 9 3:45 p.m. JSSC Meeting (City Hall, General Committee Room) June 16 3:00 p.m. Accessibility Advisory Committee (S-E- L Council Chamber) June 20 2:00 p.m. Waste Management Committee (City Hall, General Committee Room) June 28 9:30 a.m. Lang Pioneer Village Museum Advisory Committee (Boardroom) June 29 9:30 a.m. County Council July Lang Pioneer Village Museum Advisory Committee Annual Field Trip Exact Location & Place - TBD July 28 9:30 a.m. Land Division Committee (Council Chamber) August August 3 9:30 a.m. County Council August 17 9:30 a.m. County Council 24. Adjournment 25-2011 Moved by: Councillor Pearcy Seconded by: Councillor Smith 1:46 p.m. Be it resolved that the County Council meeting adjourn at J. Murray Jones Warden Sally Saunders County Clerk Page 17