A Meeting of the Shelburne Town Council was held May 14, 2012 with all members present except Councillor Cavey. Staff attending included John Telfer CAO/Clerk, Scott Wheeldon Director of Public Works, Carol Sweeney Acting Treasurer and Jennifer Willoughby Deputy Clerk. There were 4 member(s) of the public in attendance and no representation from the media. 7:00 p.m. COUNCIL MEETING 1. Call to Order Meeting called to order at 7:05 pm by Deputy Mayor Bennington. 2. Approval of Agenda Motion #1 Benotto - Bennington BE IT RESOLVED THAT we approve the Amended Agenda dated May 14, 2012 as presented and circulated. CARRIED: K. Bennington 3. Disclosure of Pecuniary Interest The Director of Public Works advised the he has a Pecuniary Interest with item #12 and will leave the room at the appropriate time. 4. Minutes of Previous Meetings April 30 & May 7, 2012 Motion #2 Bennington - Benotto BE IT RESOLVED THAT we approve the minutes from the meeting held April 30, 2012 and the Special Council meeting held May 7, 2012 as presented and circulated. CARRIED: K. Bennington 5. Question Period No Questions Page 1 of 9
6. Delegations Kevin White Baseball Diamonds at Hyland Park Mr. White was in attendance representing the Shelburne Schooners baseball team to discuss the conditions of the Hyland Park baseball diamond A. The team noted some safety concerns and issues and is requesting to have the area resurfaced. Mayor Crewson arrived at 7:10 pm. Council and Staff members discussed possible solutions to the conditions of the diamond. It was suggested that perhaps the Director of Public Works and the Works Foreman visit the diamond with the delegate to discuss possible solutions and remedies. Deputy Mayor Bennington passed the chair to Mayor Crewson. The Director of Public Works left the meeting to attend the baseball diamond with the delegate. Motion #3 Benotto - Bennington BE IT RESOLVED THAT Council receives the delegation information from Kevin White as presented. 7. BY-LAWS, CORRESPONDENCE & NEW BUSINESS Motion #4 Bennington - Benotto 1. By-law # 29-2012 is ready Council consideration being a By-law to amend Bylaw #22-2012. BE IT RESOLVED THAT leave be given for the reading and enacting of By-law #29-2012 being a bylaw to amend By-law #22-2012 amending the rates of taxation for 2012. Motion #5 Benotto - Bennington 2. Report from the CAO/Clerk dated May 9, 2012 regarding Long Service Awards. BE IT RESOLVED THAT Council receives the report from the CAO/Clerk dated May 9, 2012 as presented and circulated; AND FURTHER THAT the Mayor or his designate will attend a special staff function to present the Long Service Awards to the employees identified in this report. Page 2 of 9
3. Report from the Special Events Coordinator dated May 14, 2012 regarding the Special Olympics Torch Run. A discussion ensued regarding sufficient manpower to assist with the event. Motion #6 Bennington - Benotto BE IT RESOLVED THAT Council receives the report from the Special Events Coordinator dated May 14, 2012 as presented and circulated; AND FURTHER authorizes Town Staff to assist with the Special Olympics Torch Run by providing the service requirements listed in the report. 4. Report from the Acting-Treasurer dated May 9, 2012 regarding prepaid burial revenue. A discussion ensued regarding cemetery revenue and the General Bank account. Motion #7 Benotto - Bennington BE IT RESOLVED THAT Council receives the report from the Acting-Treasurer dated May 9, 2012 as presented and circulated; AND FURTHER authorizes a transfer of $11,758.25 from the General Bank account to a Trust account for the 2012 budget year. 5. Report from the Acting-Treasurer dated May 10, 2012 regarding MPAC Minutes of Settlement. Council and Staff members discussed the minutes of settlement in regards to financial impact. Motion #8 Bennington - Benotto BE IT RESOLVED THAT Council receives the report from the Acting-Treasurer dated May 10, 2012 regarding minutes of settlement issued by MPAC for property located at 400 Second Line as presented and circulated. Page 3 of 9
Motion #9 Benotto - Bennington 6. Request for Public Works staff to attend the Public Works Rodeo May 23, 2012. BE IT RESOLVED THAT Council authorizes two (2) Public Works staff and the Director of Public Works to attend the Public Works Rodeo being held at the Town of Caledon Municipal Offices on May 23, 2012; AND FURTHER THAT all travel expenses will comply with the Town s Travel Policy. Motion #10 Bennington - Benotto 7. Letter from the Dufferin Oaks Auxiliary dated May 7, 2012 regarding their annual Tag Day Friday May 25, 2012. BE IT RESOLVED THAT Council receives the letter from the Dufferin Oaks dated May 7, 2012 as presented and circulated; AND FURTHER authorizes the Dufferin Oaks Auxiliary to hold their annual Tag Day on Friday May 25, 2012. Motion #11 Chambers - Egan 8. Letter from the Kinsmen & Kinettes dated May 9, 2012 regarding their annual Fiddle Weekend donation. BE IT RESOLVED THAT Council receives the letter from the Kinsmen & Kinettes dated May 9, 2012 as presented and circulated; AND FURTHER authorizes their yearly donation in the amount of $850.00. 9. Email from David Rosenthal dated May 8, 2012 regarding the new Feed-In Tariff Program. A Discussion ensued regarding costs associated with installing solar panels. The CAO advised that the Town should follow an RFP process in regards to leasing municipal property. The Director of Public Works returned to the meeting. Page 4 of 9
Motion #12 Chambers - Egan BE IT RESOLVED THAT Council receives the letter from David Rosenthal dated May 8, 2012 as presented and circulated. 10. Letter from the Upper Grand District School Board regarding the school boundary review. 11. Report from the Upper Grand District School Board dated May 3, 2012 regarding 2012/2013 Development Area School Assignments. Discussion regarding boundary review and possible expansion of the high school. The Director of Public Works left the room for the next item. 12. Dufferin Wind Power Public Information Centre Summary Report. 13. Letter of objection from a Shelburne resident regarding Dufferin Wind Power Wind Farm Project. 14. Letter from Sarah Carter regarding the Town of Shelburne Community Event Calendar. 15. Letter from the Town of Tilsonburg dated April 23, 2012 regarding Provincial Payment-in-lieu of Taxes. 16. Letter from the Ministry of Citizenship and Immigration dated May 2012 regarding the Ontario Medal for Good Citizenship. 17. Letter from the Ministry of the Environment regarding cancellation of permit to take water. 18. Letter from the Ministry of Natural Resources dated May 3, 2012 regarding the Bear Wise Program. 19. Letter from the Ministry of Finance dated April 26, 2012 regarding Property Tax issues. 20. Invitation from Workforce Planning Board to their Annual General Meeting. 21. AMO Watchfile dated May 3 & 10, 2012. The Director of Public Works returned to the room. Page 5 of 9
Motion #13 Egan - Chambers BE IT RESOLVED THAT Council receives items #10 to #21 under 7.0 By-laws, Correspondence & New Business as presented and circulated. 8. CLOSED SESSION Motion #14 Chambers - Egan BE IT RESOLVED THAT according to section 239 (2) subsection (b & f) of The Municipal Act, we enter into closed session to discuss personnel matters about an identifiable individual, including municipal or local board employees, to discuss advice that is subject to solicitor-client privilege, including communications necessary for that purpose and to confirm closed session minutes. Entered closed session at 7:45 pm. 1. Closed Session Minutes dated April 2 & 30, 2012 2. 2 Legal Matters Motion #15 Egan - Chambers 3. Personnel Matter Verbal Update THAT we now rise from closed session to resume regular council business. Rose from closed session at 8:50 pm. Motion #15a Egan Chambers BE IT RESOLVED THAT the CAO/Clerk and Acting-Treasurer will discuss the financing agreement with Infrastructure Ontario administration to reduce the financing agreement to an amount as required to finance the DC and loan portions needed based on the Engineer report; AND FURTHER THAT Council will review the Engineering report and the options available for consideration and costing. Page 6 of 9
Motion #15b Dunlop Egan BE IT RESOLVED THAT Council approves the hiring of Dustin Early for the Public Works Summer Student position as per the verbal report from the Director of Public Works. Motion #15c Chambers Egan BE IT RESOLVED THAT the CAO/Clerk be directed to prepare a report on feasibility of leasing rooftops for solar energy panels, on all municipally owned buildings and buildings owned and/or managed by Boards upon which the Town of Shelburne is a funding partner. Motion #15d Chambers Egan BE IT RESOLVED THAT Council authorizes the Deputy Mayor to sign the letter on behalf of the Town of Shelburne regarding the review of the Aggregate Resources Act; AND FURTHER THAT the Deputy Mayor present the verbal delegation at hearing to be announced. Mayor Crewson declared a Pecuniary Interest with the Bills & Accounts and left the room. Deputy Mayor Bennington assumed the chair. 9. APPROVAL OF BILLS & ACCOUNTS Motion #16 Chambers - Dunlop Payables listing for May 14, 2012 BE IT RESOLVED THAT Council approves the payable listing dated May 14, 2012 for payment as presented and circulated. CARRIED: K. Bennington Mayor Crewson returned to the room and assumed the chair. 10. NEW BUSINESS NOT SET OUT ON AGENDA The Director of Public Works updated Council members regarding tree plantings that have taken place within the Town. Page 7 of 9
Mayor Crewson requested that a report on crosswalks be brought forward at a future council meeting. 11. COUNTY BUSINESS Mayor Crewson updated Council and Staff regarding the County Council meeting. Motion #17 Chambers - Dunlop 1. News Release regarding the Composting Program. 2. News Release regarding the Home Ownership Program. 3. Letter dated May 9, 2012 regarding the Dufferin County Waste Audit. 4. Building Permit report dated May 1, 2012. BE IT RESOLVED THAT Council receives item #1 to #4 under 11.0 County Business as presented and circulated. 12. CONFIRMATORY BY-LAW Motion #18 Dunlop - Chambers By-law #30-2012 is ready for Council s consideration being a By-law to confirm certain proceedings of the Council of the Corporation of the Town of Shelburne for its meeting held May 14, 2012. BE IT RESOLVED THAT leave be given for the reading and enacting of By-law #30-2012 being a bylaw to confirm certain proceedings of the Council of the Corporation of the Town of Shelburne for its meeting held May 14, 2012. Page 8 of 9
13. ADJOURNMENT Motion #19 Chambers - Dunlop BE IT RESOLVED THAT we now adjourn to meet at the call of the Mayor. Meeting adjourned at 9:20 pm... MAYOR CAO/CLERK Page 9 of 9