AGENDA THE SEVENTH MEETING OF THE ONE HUNDRED AND THIRTY-EIGHTH COUNCIL OF THE CORPORATION OF THE CITY OF ST. THOMAS COUNCIL CHAMBERS CITY HALL 6:00 P.M. REGULAR SESSION JANUARY 5, 208 ROUTINE PROCEEDINGS AND GENERAL ORDERS OF THE DAY DISCLOSURES OF INTEREST MINUTES DEPUTATIONS COMMITTEE OF THE WHOLE REPORTS OF COMMITTEES PETITIONS AND COMMUNICATIONS UNFINISHED BUSINESS NEW BUSINESS BY-LAWS PUBLIC NOTICE NOTICES OF MOTION ADJOURNMENT DISCLOSURES OF INTEREST MINUTES Confirmation of the minutes of the meetings held on January 4, 208 and January 8, 208. DEPUTATIONS Select Committee for Phragmites Control David Collins, Chair, Select Committee for Phragmites Control will make a Power Point presentation on phragmites control efforts in St. Thomas. COMMITTEE OF THE WHOLE Council will resolve itself into Committee of the Whole to deal with the following business. STRATEGIC DIRECTION AND DEVELOPMENT UNFINISHED BUSINESS NEW BUSINESS Municipality of Central Elgin - Zoning By-Law Amendment - 45004 Talbot Line A revised notice of a public meeting regarding a proposed zoning by-law amendment to be held on January 29th, 208 at 7:0 p.m. has been received from the Municipality of Central Elgin to address existing deficient setbacks on severed land and to prevent intensification of the farm use on retained lands at 45004 Talbot Line.
Municipality of Central Elgin - Zoning By-Law Amendment - 349 George Street, Port Stanley A revised notice of a public meeting regarding a proposed zoning by-law amendment to be held on January 29th, 208 at 7:20 p.m. has been received from the Municipality of Central Elgin to permit a secondary apartment at 349 George Street, Port Stanley. BUSINESS CONCLUDED COMMUNITY ENGAGEMENT AND SERVICES UNFINISHED BUSINESS NEW BUSINESS Great Lakes International Air Show - June 6th and 7th, 208 Report CC-03-8 of the Airport Superintendent. Pages 4-5 Council Support of Local Age-Friendly Community Plan Report SESS-02-8 of the Director of Social Services. Pages 6-7 BUSINESS CONCLUDED INFRASTRUCTURE AND CIVIC OPERATIONS UNFINISHED BUSINESS NEW BUSINESS BUSINESS CONCLUDED CORPORATE GOVERNANCE AND ADMINISTRATION UNFINISHED BUSINESS NEW BUSINESS Council Summer Meeting Schedule - 208 Report CC-22-7 of the City Clerk. Page 8 St. Thomas Outdoor Recreation Complex Fund Raising Initiative Report PR-0-8 of the Director of Parks, Recreation and Property Management. Pages 9-0 Council Stipend Report ADM-0-8 of the City Manager. Page -4 Sale of 82 Dunkirk Drive Report ADM-02-8 of the City Manager. Page 5 BUSINESS CONCLUDED REPORTS PENDING COUNCIL Council will reconvene into regular session. 2
REPORT OF COMMITTEE OF THE WHOLE Strategic Direction and Development Community Engagement and Services Infrastructure and Civic Operations Corporate Governance and Administration 3 A resolution stating that the recommendations, directions and actions of Council in Committee of the Whole as recorded in the minutes of this date be confirmed, ratified and adopted will be presented. REPORTS OF COMMITTEES St. Thomas Timken Community Centre Achievement Wall Recipient - DJ Kennington Report WF-0-8 of the Wall of Fame Committee. Page 6 St. Thomas Downtown Development Board Councillor Rymal will provide an update on the activities of the St. Thomas Downtown Development Board. Horton Farmers Market Councillor Burgess will provide an update on the activities of the Horton Farmers Market Board of Management. Health Recruitment Partnership Councillor Wookey will provide an update on the activities of the Health Recruitment Partnership. PETITIONS AND COMMUNICATIONS Christmas Care - Letter of Thanks A letter has been received from Carl Bagshaw, Volunteer Coordinator, Christmas Care thanking City and St. Thomas Transit staff for bus route accommodations during the holidays. Page 7 UNFINISHED BUSINESS NEW BUSINESS BY-LAWS - Councillor Rymal First, Second and Third Reading. A by-law to confirm the proceedings of the Council meeting held on the 5th day of January, 208. PUBLIC NOTICE 208 Transit Fare Increases Notice is hereby provided that a by-law will be presented for Council consideration to authorize 208 transit fare increases as per Report ES-98-7 at its meeting to be held on January 22, 208. NOTICES OF MOTION ADJOURNMENT
4 Corporation of the City of St. Thomas Report No. CC-03-208 File No. Directed to: Mayor Heather Jackson and Members of City Council Date Authored: January 2, 208 Meeting Date: January 5th, 208 Department: City Clerk s Attachment Prepared By: Dale Arndt, Airport Superintendent Subject: Great Lakes International Air Show - June 6th and 7th, 208 Recommendation: THAT: Report CC-03-208 relating to the Great Lakes International Air Show be received; and further, THAT: The Great Lakes International Air Show be required to comply with the safety management policies of the St. Thomas Municipal Airport; and further, THAT: The Great Lakes International Air Show be required to supply a $0,000.00 general security deposit with the City prior to the event; and further, THAT: The Great Lakes International Air Show be required to provide proof of a minimum of $0,000,000 in Air Show liability insurance, naming the Corporation of the City of St. Thomas as additional insured; and further, THAT: Council authorizes the Great Lakes International Air Show to take place. Background: Great Lakes International Air Show is a registered non profit organization dedicated to raising funds for local organizations and charities. The 208 show will feature the Canadian Forces Snowbirds CF-8 Demo team and a mix of newer aircraft to help in the promotion of youth and aviation technology in our region. Non-Profit Event - The benefactors of charitable proceeds from event proceeds will be the St. Thomas-Elgin General Hospital Foundation, the Regional Military Family Resource Centre, the St. John Ambulance-St. Thomas Branch, and the Air Cadets. Event Overview Operations - An Operations Plan has been developed and addresses the following: safety, security, traffic, parking, admissions, concessions, emergency procedures, fire, police and emergency medical services. A committee has been comprised of O.P.P., Central Elgin Fire Department, Elgin St.-Thomas EMS, St. Thomas Fire Department, St. Thomas Police Services, Ministry of Transportation Ontario and the Municipality of Central Elgin. The airport will be closed to all non-performing aircraft during the entire schedule of the air show; special considerations will be made for Medevac flights requiring airport access. Parking - All volunteer and patron parking will be located off airport property on Saturday, June 6th and Sunday, June 7th, 208. Parking at the airport will be capped and restricted to: essential air show personnel, commercial airport tenants, major sponsor as part of sponsor package, vendors and invited guests. Busing -All volunteer and patron parking will be bused during official Air Show days on Saturday, June 6th and Sunday, June 7th, 208. Ticketing- The 208 Air Show has advanced ticket sales available through on-line purchasing at https://tickets.greatlakesinternationalairshow.ca and at all Libro Credit Union branches. Arrival Day (Thursday, June 4th) Airspace will be reserved for the Snowbirds arrival sequence sometime in the afternoon, a one hour time slot is typically required. Various factors can influence that time, such as weather or technical delays. Practice Day (Friday, June, 5th) Road closures on Quaker Road and Yarmouth Centre Road and airspace closure will be in place between the hours of 2:00 p.m. and 4:00 p.m.
Friday practice - The practice is not open to the general public. This is an opportunity for the air show performers and related security and EMS functions to have a rehearsal of all the component parts that make up the air show. Main reception - The Friday reception will be held in the Sky Navigator Business Centre Corporate Hangar. This event will be open to air show performers, sponsors, members of City and Central Elgin Councils. Official Air Show Days (Saturday, June 6th and Sunday, June 7th, 208) Gates Open - 0:00 a.m. / Gates Close - 6:00 p.m. Air Show Starts - :00 p.m. / Ends - 4:00 p.m. Conditions to be met under the Safety Management System: This section of the report deals with the safety at the St.Thomas Municipal Airport. The Air Show has been identified as a special event that raises the risk of incidence at the airport. The Great Lakes International Air Show must provide a safety plan that proactively identifies risks and hazards and the steps that it is taking to eliminate those hazards. The plan pertains to events and activity conducted on St. Thomas Municipal Airport property. It is recommended that all remote locations for parking of vehicles be included in the safety plan. The following criteria must be met and reviewed by the Airport Superintendent prior to the Air Show, no later than May 3st, 208:. A person responsible for safety must be on-site at the Air Show from set up to tear down. 2. Mandatory daily safety meetings scheduled for volunteers with documentation of attendance. 3. A designate of the safety team must report directly to the Airport Superintendent daily prior to day s events and upon completion of each day to report any hazards identified and corrections implemented by the Airshow. 4. A full table top exercise must be executed prior to the air show including all aspects of the show: air ops, air boss, ground ops fire, police and airport staff. 5. All directors and emergency responders must have a script of the air show. This document is to include all aspects of the show itinerary, including radio frequencies, call signs, and contact list. In addition emergency responders will be supplied with aircraft extraction cards providing details for every aircraft performing in the show. 6. All Air Show volunteers must have a clear understanding of their responsibilities to safety and to whom they will report in case of hazard, incident or injury. Financial Considerations: The Great Lakes International Air Show must supply a $0,000 security deposit filed with the City prior to the event. Should the City incur any additional costs over and above the security deposit amount, GLIAS will be invoiced for such additional costs. A direct financial contribution from the City is not required. Over the three day period, the St.Thomas Municipal Airport will receive an additional 60,000 L of Jet A fuel sales, representing a revenue gain of approximately $5,000. 5 Respectfully submitted, Dale Arndt, Airport Superintendent Reviewed By: Treasury Env Services Planning City Clerk Human Resources Other ~2~
6 Report No. SESS-02-8 Corporation of the File No. City of S t. Tho ma s Directed to: Mayor Heather Jackson and Members of City Council Department: St. Thomas Elgin Social Services Prepared By: Elizabeth Sebestyen, Director Subject: Council support of local Age-Friendly Community Plan Date Authored: January 3, 208 Meeting Date: January 5, 208 Attachment. County Council letter of support Recommendation THAT Report SESS-02-8 related to Council support of the local Age-Friendly Community Plan be received for information; and further THAT Council endorses the Elgin St. Thomas Age-Friendly Community Plan and provides a letter of support for the Plan; and further THAT a Council representative be appointed to the new Age-Friendly Community Advisory Committee. Background At the November 4, 207 Council meeting, consultant Deb Ballack and Medical Officer of Health Dr. Joyce Lock presented a PowerPoint overview of the new Elgin St. Thomas Age-Friendly Community Plan. The full Plan is posted on the City website and is the result of a nine-month undertaking by the AgeFriendly Community Plan steering committee along with consultants Shercon Associates Inc. A comprehensive needs assessment and consultation process was conducted last spring which generated over 600 interfaces with seniors, family members, service providers, and community members. 30 goals and 86 strategies emerged from the process, addressing priorities related to transportation, housing, recreation, health care, and community life. Council s formal endorsement of the Elgin St. Thomas Age-Friendly Community Plan is requested at this time as well as a letter of support. Elgin County Council voted to endorse the Plan on November 4, 207 and provided the attached letter of support. Endorsement by City and County Councils will facilitate future actions including applying for funding and program opportunities under Ontario s Action Plan for Seniors. The Steering Committee is now in the process of transitioning into a permanent standing committee which will be tasked with implementing the Plan s recommendations, monitoring progress, and revising and evaluating goals and strategies going forward. Sub-committees will be formed to address the Plan s five priority areas. Elgin St. Thomas Public Health and St. Thomas-Elgin Social Services Department will continue to coordinate supports to ensure the Committee s sustainability. In keeping with the recommendations in the Plan, Council is asked to appoint a Council representative to the new Age-Friendly Community Advisory Committee who would serve as a liaison between the Committee and Council and report on progress in achieving an age-friendly community. Elgin County Council will be asked to appoint a representative as well. Council s support of the recommendations in this report is respectfully requested. Submitted by Elizabeth Sebestyen Director Reviewed By: Treasury Env Services Planning City Clerk Human Resources SESS
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8 Corporation of the City of St. Thomas Report No. CC-22-7 File No. Directed to: Mayor Heather Jackson and Members of City Council Date Authored: December 5th, 207 Meeting Date: December 8th, 207 Department: City Clerk's Attachment Prepared By: Maria Konefal, City Clerk Subject: Council Summer Meeting Schedule - 208 Recommendation THAT: Report CC-22-7 relating to the Council Summer Meeting Schedule - 208 be received for information; and further, THAT: The Regular Council meetings for the summer be scheduled for Monday, July 6th and Monday, August 3th, 208. Background Each year, Council has been in the practice of reducing the number of regularly scheduled meetings during summer months to one meeting per month. Identifying summer meeting dates in advance assists staff in scheduling work plans and reports and would allow both Council and staff to effectively schedule holidays. As a matter of information, the Association of Municipalities Annual Conference will be held from August 20th to 22nd, 208 in Windsor. If warranted, a special meeting may be called, in accordance with Council s Procedural By-Law 0-82, any time. Respectfully submitted, Maria Konefal City Clerk Reviewed By: Treasury Env. Services Planning City Manager Human Resources Parks Recreation Other
9 Report No. PR-0-8 File No. Directed to: Mayor Heather Jackson and Members of City Council Department: Parks Recreation and Property Management Ross Tucker, Director of Parks Recreation and Property Management S.T.O.R.C. Fund Raising Initiative Prepared By: Subject: Date Authored: January 9, 208 Meeting Date: January 5, 208 Attachment THAT: Council receive Report PR-0-8 titled S.T.O.R.C Fund Raising Initiative ; and further THAT: Council approve the St Thomas Soccer Club s fund raising initiative; and further THAT: Council direct Staff to work with St Thomas Soccer Club on this fundraising initiative. Background: At the December 8, 207 Reference Committee Council was in receipt of a presentation from the St. Thomas Soccer Club regarding their fundraising campaign for the S.T.O.R.C. Soccer facility on Burwell Road. This fundraising campaign is schedule to start in late January of this year. A number of provisional items associated with this project where not included in the base tender package that was awarded in 207. Report: The Department has been working with the St. Thomas Soccer Club to identify provisional items beneficial to the project and to determine the appropriate financial values including the suggested sponsor length. The following chart indicates primary complex features, expense and a proposed time frame for sponsorship: S.T.O.R.C. FUNDRAISING 208 Qty Opportunity 3 2 2 8 2 8 6 8 Naming of facility & artificial field Field house Playground Splash pad Pavilion Pedestrian bridge Entrance wall north Score clock Sponsorship U-2 fields (yellow) Sponsorship U9-0 fields (orange) Sponsorship U7-8 fields (green) Sponsorship U4-6 fields (pink) Clubhouse enhancement (showers) Storage building Fencing Masonry entry features U0 player bench U2 player bench U0 bleacher U2 bleacher Backless player benches (2ft) turf areas Bleachers turf field TOTAL CAMPAIGN To be determined Fund Raising $ $500,000 $00,000 $00,000 $00,000 $50,000 $50,000 $50,000 $50,000 $50,000 $50,000 $50,000 $50,000 $20,000 $20,000 each $20,000 each $35,000 each $,500 each $,500 each $0,000 each $0,000 each $,500 each $0,000 each Length of Sponsor No time limit 20 years 20 years 20 years 0 years 0 years 0 years 0 years 0 years 0 years 0 years 0 years 5 years 5 years 5 years 5 years TBD TBD TBD TBD TBD TBD $,689,000 It is important to note, this list is not all inclusive and if the St. Thomas Soccer Club sees an opportunity for an additional sponsorship they will share this information with Staff.
0 A Donor Wall has been proposed to recognise individuals and businesses that have supported the S.T.O.R.C. fundraising initiative: Financial Considerations: The St. Thomas Soccer Club will be spearheading the fundraising campaign with the intent of raising as much money as possible over the next few months for the existing facility. The St. Thomas Soccer Club will continue fundraising for an indoor facility planned for the south of Silver Street. It is the clubs intent for the City to provide tax receipts, be the holder of any financial contributions and create the pledge acknowledgement forms required for this fundraising initiative. The City will hold funds and expense funds at its discretion. A memorandum of understanding will be developed between the City of St. Thomas and the St. Thomas Soccer Club. The St. Thomas Soccer Club acknowledges that there may be a need for multiyear contributions (up to 5 years) and will follow up with the businesses and individuals who contribute to ensure the City receives their contributions in a timely fashion over the five year period. In the future, Staff will be looking into the broader issue of naming rights and alternate fundraising initiatives for public facilities. Staff will keep Council appraised of this fund raising initiative and will provide reports before any of the fundraising money is spent. Respectfully, Ross Tucker Director of Parks, Recreation and Property Management Reviewed By: ~2~
Report No. ADM-0-208 File No. Directed to: Mayor Heather Jackson and Members of City Council Department: Corporate Administration Prepared By: Wendell Graves, City Manager Subject: Council Stipend Date Authored: January 5, 208 Meeting Date: January 5, 208 Attachment Council Stipend Committee Report Recommendation: THAT: Report ADM-0-208 relating to Council s Stipend be received for information, and further, THAT: Council adopt the recommendations as outlined in the report prepared by the Council Stipend Review Committee dated November 22, 207, noting the revised Schedule to the report reflects adjustments from 207 and further, THAT: Council authorize that the health benefit provisions be increased annually in accordance with the Consumers Price Index (CPI), and further, THAT: Council s stipend include an allowance of $55.00 per month relating to the use of personal telephones, and further, THA: The annual car allowance be increased in relationship to the Consumers Price Index (CPI), and further, THAT: The changes to Council s stipend be implemented with the new term of Council in December 208. Background: At its meeting on December 4, 207, City Council received a report from the Council Stipend Review Committee. Council directed that the report be received and that it be reviewed by Council at a subsequent Reference Committee meeting. On January 4, 208 the Reference Committee was held, the report was reviewed and Council directed that the following actions be taken: a) That the report of the Stipend Review Committee be adopted subject to the stipend adjustments that were made in 207 relating to the.5% increases paid to non union staff, b) That the health benefit provision be indexed to correlate with annual CPI adjustments, c) That a monthly allotment of $55.00 be instituted to reflect the use of personal telephones for city business. d) That the annual car allowance be adjusted annually by the Consumers Price Index The purpose of Report AD-0-208 is therefore to bring forward the directions of Council for formal adoption. Respectfully, Wendell Graves. Reviewed By: Human Resources Finance
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5 Report No. ADM-02-208 File No. Directed to: Mayor Heather Jackson and Members of City Council Department: Corporate Administration Prepared By: Wendell Graves, City Manager Subject: Sale of 82 Dunkirk Drive Date Authored: January 8, 208 Meeting Date: January 5, 208 Attachment Recommendation: THAT: Report ADM-02-208 relating to the sale of 82 Dunkirk Drive be received for information, and further, THAT: Council declare 82 Dunkirk Drive to be surplus to the City s needs: THAT: Council direct administration to undertake the administrative processes relating to the disposal of 82 Dunkirk Drive. Background: On Aug. 2, 207 Council was in receipt of Report ADM-6-207 which defined a major project at 230 Talbot Street including the development of affordable housing units. As part of that project it was identified that administration would be recommending that some of the existing single family housing units in the Simcoe Street and Dunkirk Drive area be sold with the proceeds then being reinvested into the new project on Talbot Street. Select properties would be recommended to be sold on the basis of them becoming vacant. From August 207, the following properties were declared surplus and are now on the market for sale: 54 Dunkirk Drive 64 Dunkirk Drive 8 Dunkirk Drive In keeping with the original intent to declare appropriate existing affordable housing homes surplus, 82 Dunkirk Drive will be vacant and it is recommended that this property be sold. The disposition of this property will be completed in accordance with the City s policy relating to the Disposal of Surplus Land. As such the following procedure will be followed: a) b) c) d) e) Properties are recommended to Council for disposal Council passes a motion deeming the properties to be surplus Appraisals will be obtained Public notice will be provided informing of Council s decision to sell the properties Administration will recommend a method to actually sell the properties at a future meeting. In addition to the City s Policy, notification of the sale of the housing units will be provided to the Ministry of Housing as required under the Housing Services Act. As stated in a previous report, it is anticipated that 4 of the existing housing unit inventory will be sold as they become available in order to assist in the development of 28 new units at 230 Talbot Street. Respectfully, Wendell Graves, City Manager Reviewed By: Treasury Pks/Rec/ Property Social Services
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