THE CORPORATION OF THE TOWN OF COCHRANE REGULAR COUNCIL MEETING MONDAY, NOVEMBER 14TH, 2011 COUNCIL CHAMBERS 5:30 P.M. Page ORDERS OF THE DAY 1. OPENING REMARKS AND ROLL CALL 2. DECLARATION OF PECUNIARY INTEREST 3. ADOPTION OF AGENDA 3-10 4. ADOPTION OF MINUTES 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 5. BUSINESS ARISING FROM MINUTES 6. PETITIONS AND DELEGATIONS 6.1 If I Were Mayor for a Day - Essay Contest Winners 6.2 Robert and Irene Linklater - Thomas Archibald Sr. College Project 7. REPORTS 7.1. Head of Council 11-22 23-32 33-66 67-70 71-75 7.2. Administration 7.2.1 2010 Audit Status and 2011 Revenues and Expenditures 7.2.2 Accounts Receivable Invoicing and Collections - Policy 7.2.3 Request to attend meeting with Sault Ste Marie EDC and Detour Gold regarding housing issue - Mayor Peter Politis 7.2.4 RFP 2011-06/Official PLan and Zoning By-Law Review and Update 7.3. Municipal Operations 7.3.1 CGV Builders - Progress Payment No. 1 - Cochrane Airport 7.3.2 Wilson Road Reconstruction - Tender Summary 7.4. Water 8. COMMITTEE/BOARD REPORTS 9. COMMUNICATIONS Page 1 of 85
Page 76-81 82 83 REGULAR COUNCIL MEETING NOVEMBER 14TH, 2011 PAGE TWO 9. COMMUNICATIONS 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, 2012 - THEC - Grant and Subsidy Application 9.2 La Ruche Centre de Loisirs et de Culture Inc. - Community Christmas - December 3, 2011 - Request for donation 9.3 Kevin Cameron, Lieutenant Colonel, National Defence - Military Air Disaster Exercise - February 12, 2012 in Cochrane 10. RESOLUTIONS 11. NEW BUSINESS 84-85 12. UNFINISHED BUSINESS 12.1 Scheduling of Council meetings and the respective procedural by-law 13. NOTICE OF MOTION 14. BY-LAWS 15. ADDENDUM TO THE AGENDA 16. ANNOUNCEMENTS AND INQUIRIES 17. COUNCIL (IN CLOSED SESSION) 18. ADJOURNMENT Page 2 of 85
Agenda Item # 4.1 Regular Council minutes of October 24th and Special Council minutes of October 25th and November 2nd, 2011 Page 3 of 85
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Agenda Item # 7.2.1 2010 Audit Status and 2011 Revenues and Expenditures Page 11 of 85
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Agenda Item # 7.2.2 Accounts Receivable Invoicing and Collections - Policy Page 23 of 85
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Agenda Item # 7.2.2 CORPORATION OF THE TOWN OF COCHRANE MINUTES OF THE ADMINISTRATION MEETING HELD AT THE COUNCIL CHAMBERS, TUESDAY, OCTOBER 25 TH, 2011, AT 12:00 PM, LOCAL TIME. PRESENT: Chairperson: Councillor: Mayor: Gilles Chartrand Jane Skidmore-Fox Peter Politis MUNICIPAL OFFICIALS CAO/Clerk: Acting Treasurer: Jean Pierre Ouellette Marilyn Moore ABSENT: Councillor: Robert Bawtinhimer 1. OPENING REMARKS AND ROLL CALL Chairperson Gilles Chartrand welcomed everyone in attendance and declared the meeting open. 2. DECLARATION OF PECUNIARY INTEREST Nil. 3. ADOPTION OF AGENDA Moved by: PETER POLITIS Seconded by: JANE SKIDMORE - FOX 48-2011 THAT the agenda be accepted as presented. 4. ADOPTION OF MINUTES 4.1 Minutes of September 27th, 2011 CARRIED A member asked if the 2010 Audit Status report would be generated through the committee. The CAO advised that the Treasurer was currently working on this matter. Moved by: JANE SKIDMORE - FOX Seconded by: PETER POLITIS 49-2011 THAT the minutes of the meeting of September 27th, 2011 be adopted as circulated. CARRIED 5. BUSINESS ARISING FROM MINUTES Nil. 6. REPORTS 6.1 Accounts Receivable - Collection Policy - Final Review Members reviewed the policy and asked a few questions. The policy will assist the municipality with effective collections for all accounts receivables. Moved by: PETER POLITIS Seconded by: JANE SKIDMORE - FOX 50-2011 THAT we hereby recommend to Council the adoption of the Accounts Receivable Collection Policy. CARRIED /2 Accounts Receivable Invoicing and Collections - Policy Page 31 of 85
Agenda Item # 7.2.2 ADMINISTRATION MEETING OCTOBER 25 TH, 2011 PAGE TWO 6. REPORTS - continued 6.2 Accounts Payable Lists for September Members asked questions relevant to the process of authorizing cheques and why Council needs to be involved. Staff advised that if Council so wishes they can delegate the task to staff. The KPMG Operational Review is considering several recommendations to streamline our Finance Department systems and procedures. Moved by: JANE SKDIMORE - FOX Seconded by: PETER POLITIS 51-2011 THAT the Accounts Payable Lists for September 2011 in the amount of $1,841,268.46 and $2,286,865.72 be approved as circulated. 7. OTHER BUSINESS Nil. 8. ADJOURNMENT CARRIED Moved by: JANE SKIDMORE - FOX Seconded by: PETER POLITIS 52-2011 THAT this meeting do now adjourn at 12:35 p.m. CARRIED CHAIRPERSON CLERK Accounts Receivable Invoicing and Collections - Policy Page 32 of 85
Agenda Item # 7.2.4 RFP 2011-06/Official PLan and Zoning By-Law Review and Update Page 33 of 85
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Agenda Item # 7.3.1 CGV Builders - Progress Payment No. 1 - Cochrane Airport Page 67 of 85
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Agenda Item # 7.3.2 Wilson Road Reconstruction - Tender Summary Page 71 of 85
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Agenda Item # 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, 2012 - THEC - Grant and Subsidy Application Page 76 of 85
Agenda Item # 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, 2012 - THEC - Grant and Subsidy Application Page 77 of 85
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Agenda Item # 9.1 Northern Lights Metis Council - Health and Wellness Conference - January 18 and 19, 2012 - THEC - Grant and Subsidy Application Page 81 of 85
Agenda Item # 9.2 La Ruche Centre de Loisirs et de Culture Inc. - Community Christmas - December 3, 2011 - Request for donation Page 82 of 85
Agenda Item # 9.3 Kevin Cameron, Lieutenant Colonel, National Defence - Military Air Disaster Exercise - February 12, 2012 in Cochrane Page 83 of 85
Agenda Item # 12.1 MOTION TO REORGANIZE COUNCIL MEETINGS November 14, 2011 WHEREAS Council wishes to create more efficiency in it s meeting schedule, wishes to eliminate duplication of debate and wishes to establish a more manageable routine, AND WHEREAS, Council intends to create a more functional format for issues and administrative reports to be presented to Council while expediting the manner in which municipal issues are addressed THEREFORE BE IT RESOLVE THAT: Council reorganize it s meeting schedule as follows: To hold one regular Council meeting per month along with three Committee of the Whole Meetings, all of which to be held on Tuesday evenings starting at 5:30pm. To cancel the Operations Committee and Administration Committee meetings rolling these agendas into the new Committee of the Whole meetings instead. Subject to leave of Council with regards to Summer and Holiday scheduling. Committee of the Whole Meetings subject to their being a minimum 30 minute agenda to justify the meeting. The Procedural By Law be amended accordingly. Proposed By Cochrane Town Council 1 Scheduling of Council meetings and the respective procedural by-law Page 84 of 85
Agenda Item # 12.1 MOTION TO REORGANIZE COUNCIL MEETINGS November 14, 2011 MOTION BACKGROUND Currently there are two regular Council meetings per month along with at least one Operations Committee meeting and one Administration Committee meeting. The sense is that during the Operations and Administration Committee meetings time is spent going through issues and making recommendations accordingly. Then the same items are rehashed and completely duplicated at the Council table while those being asked to support the recommendation are brought up to speed and engaged in the debate. This is a duplication and long road to action procedure, that tends to result in twice as much time on Council s part while opening the door for potential divisiveness between our Council itself. Council is considering adopting the following alternative approach, as a more effective way of using its time while engaging all members of Council in a given direction: o o o Cancel the Operations Committee and the Administration Committee, Replace them with Committee of the Whole meetings to be held every 2 nd,3 rd and 4 th Tuesday at 5:30pm. Cancel the Regular Council Meeting held on the 3 rd Monday of every month and reschedule the current Regular Council meeting held every 1 st Monday to now be held every 1 st Tuesday instead. What we essentially end up with is one Regular Council meeting plus three Committee of the Whole meetings (4 meetings), in place of AT LEAST one Operations and one Administration Committee meeting, plus two regular Council meetings (AT LEAST 4 meetings). The benefits of this approach would be: o o o o o o No additional meetings are required as it amounts to the same amount of meetings, More efficient use of Councillors time (no more duplication) thus time is actually saved, Meetings held at 5:30 pm instead of noon, making them more accessible by Council as a whole and leaving no time barriers to completing the agenda, Easy scheduling (we simply meet every Tuesday night), Better opportunity to facilitate more comprehensive and thorough staff reporting to Council. Much quicker reaction time to issues as they can now be handled on a weekly basis as opposed to a monthly basis. Proposed By Cochrane Town Council 2 Scheduling of Council meetings and the respective procedural by-law Page 85 of 85