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May 13th_ 2010 - Township of Minden Hills

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May 13th_ 2010 - Township of Minden Hills Powered By Docstoc
					                 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS
                 COMMITTEE OF THE WHOLE/GENERAL COUNCIL MINUTES
                               Thursday, May 13th, 2010

                                                                 Commencement: 9:00 a.m.
                                                                   Adjournment: 2:27 p.m.

Present:              Reeve Jim McMahon
                      Deputy Reeve Cheryl Murdoch
                      Councillor at Large Peter Oyler
                      Councillor Bill Obee
                      Councillor Lisa Schell
                      Councillor Barbara Reid
                      Councillor Rick Ratcliff

Staff:                CAO Gerry Morrison
                      Clerk Cheryl McCarroll
                      Treasurer Lorrie Blanchard
                      Environment & Property Operations Mgr. Peter Brown
                      CBO Ken Jones
                      Planning Administrator Elinor Kernohan
                      Director of Community Services Rick Cox
                      Cultural Centre Director Daniela Pagliaro

CALL TO ORDER
      Reeve McMahon welcomed everyone and called the meeting to order. Reeve
      McMahon announced that the Public Meeting would begin at 11:00 a.m. and advised of
      the agenda topics, noting a Special Council Meeting would follow at 12:00 noon.

         Res. #10-18 Lisa Schell – Peter Oyler
         Be it resolved that the Council of the Township of Minden Hills approves the agenda
         for the Committee of Whole/General Council Meeting of May 13th, 2010.
         Carried

DECLARATION OF PECUNIARY INTEREST

         Reeve McMahon declared a conflict with respect to cheque #20113 as owner of
         McMahon Feeds.

DELEGATIONS
a)   Glenn Reid re: SRA-10-04 – Part of Lot 19, Concession 11, geographic Township of
     Lutterworth
     Mr. Reid advised that he wished to purchase the shore road allowance in front of his
     property on Gull Lake. He further noted:
    There is an existing boathouse on the shore road allowance that has been there since
     the 1950’s
    Mr. Reid does not own the property the boathouse sits on
    There is a township road between the cottage and the shoreline road allowance
    The owners of two properties immediately to the west have been allowed to purchase
     their shoreline road allowance
    The Planning Administrator’s report advises that those permitted to purchase the SRA
     have a dwelling located on the shore road allowance
    Planning Administrator’s report recommends that staff proceed with the processing of
     the application for Part 7, Plan 19R-7510 only, in accordance with established procedure
     under approved Policy No. 19 as amended and Mr. Reid asked why he could not own all
     the shoreline road allowance



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         Reeve McMahon advised that Council would be discussing this issue later in the
         meeting.

b)       Shawn Hagerman
         Reeve McMahon noted that there had been numbers quoted regarding benefit costs
         and Mr. Hagerman had been asked to attend Council and address the issues related to
         same. Mr. Hagerman provided the following information for Council:
        Market survey completed in 2007 and advised of the companies contacted. He
         discussed the retiree provisions
        Renewal for group benefits originally came in December 1st, 2009 with a 27.8%
         increase. Mr. Hagerman stated that after much negotiation – the increase was reduced
         to 13.7%
        Health care costs, including drug costs have been increasing faster than the national
         inflation index
        Prescription drugs account for between 60% and 70% of all medical care expenses
        Industry trend factors considered (cost of the service and utilization)
        Annual trend factor for prescription drugs – increase of 15.19%
        Paramedical practitioner treatments (massage, chiropractor, etc.) growing in popularity
         – trend factor of 14.14%
        Dental trend factor – increased by 5.56%

         Mr. Hagerman then reviewed the current benefit plan for employees of the Township,
         both active and retirees.

         Further, he:
        Explained fully pooled benefits, partially pooled benefits and fully experience-rated
         benefits
        Advised that 76% of the Minden Hills work force is over the age of 40
        43% of the Minden Hills work force is over the age of 50
        Cautioned that there are no quick fixes and there will always be a company ready to
         provide a “low-ball” quote in order to get the Township’s business then propose a
         dramatic increase in premiums
        Township needs to have a cooperative approach with employees to better manage
         claims
        Suggested cost containment strategies for non-union employees and union employees
         when the Collective Agreement expires:
         o Remove semi-private hospitalization
         o Change dental recall from 6 months to 9 months
         o Prescription drugs – change to “mandatory generic”
         o Cap dispensing fees
         o Personal health spending accounts
         o Deductibles on extended health care, prescription drugs, paramedical services,
             dental, etc.

         Mr. Hagerman was invited to attend a future Closed Session Meeting to discuss this
         matter further.



c)       Mark Poliziani re: Request for Refund of Building Permit Fees
         Mr. Poliziani did not appear.

PAYMENT OF ACCOUNTS

         Res. #10-19 Peter Oyler – Lisa Schell
         Be it resolved that the Council of the Township of Minden Hills approves the payment
         of accounts in the amount of $835,419.25 for payment.
         Carried
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ENVIRONMENT & PUBLIC WORKS – Councillor Obee, Chair
a)   Road Report – April 2010
     The report was received for information.

CULTURE, PARKS & RECREATION – Councillor Reid, Chair
a)   Minden Promoters re: Road Closure for Classic Car Show ‘n Shine – August 10th, 2010

         Recommendation:
         That Council approve the closure of Bobcaygeon Road from Newcastle Street to
         Water Street on Tuesday, August 10th, 2010 from approximately 6:00 p.m. to 9:30
         p.m. for the second annual “Classic Car Show’n Shine” and that staff assist the event
         with barricades and further that all emergency departments be notified of the event
         by the Minden Promoters; and further, that Policy 40 be amended to include the
         annual Classic Car Show’n Shine.

b)       Memo from Timberfest Committee – withdrawn

c)       Lochlin Community Centre – Minutes
         The minutes were received for information.

d)       Minden Hills Library Committee re: Minutes of the April 26th, 2010 Meeting
         The minutes were received for information.

e)       Report from the Director of Community Services re: Timbits Curling Championship
         update

         The Director’s report advised:
        that the Minden Curling Club has asked the Township to partner with them to host the
         2011 Elementary School Timbits Curling Championship
        outlined their request for the use of ice surface (March 27th through to April 3rd, 2011)
        Club has offered a $500 payment and 10% of the profits from the event
        Requesting that a street banner be hung
        Club is requesting the waiving of any vendor permit costs
        Club is seeking sponsorships
        Director to work with the organizing committee to ensure the success of the event
        Report outlined the financial impact

         Recommendation:
         That the Township of Minden Hills enter into a partnership contract with the Minden
         Curling Club to provide ice and community room space at the S. G. Nesbitt Memorial
         Arena required to host the 2011 Timbits Curling Championship, March 31st to April 3rd,
         2011; and further
         That the Township provide this space for a fee of $500 plus a 10% share plus taxes
         from the profits of the event; and further,
         That the Township allow the Club to hang a banner (produced at their cost) over
         Bobcaygeon Road from March 1st until after the event; and further,
         That the requirements of the Transient Trader By-law be waived for vendors
         sponsoring the event.

f)       Report from the Director of Community Services re: RInC Project – HVAC upgrades

         It was noted that as part of the stimulus funding RInC Project for the arena included a
         series of HVAC and energy saving upgrades to the facility. Tenders were received from:
         Ansell Mechanical                                          $273,317.00 plus taxes
         Silco Consulting Engineers Ltd.                    $274,559.00 plus taxes



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     It was noted that the tenders are very different in scope and in their approach and the
     Director requested that a third party, an unconnected consultant, be hired to navigate
     through the proposals. The Director also noted that both bidders had been requested
     to provide a breakout of the components of the bid, (roof top, energy saving, electrical,
     dehumidifier).

     Recommendation:
     That the Director of Community Services be authorized to secure a review as soon as
     possible of the two responses to RFP 2010-CSDO-004 by a consultant with the
     appropriate skills to evaluate them and make recommendations with respect to the
     preferred approach and ways in which the costs can be brought within budget. The
     cost of this review is not to exceed $2,500.

g)   Report from the Director of Community Services re: RInC Project – Electrical Upgrades

     Electrical upgrades to the arena are part of the stimulus funding for the arena and
     tenders were received from:
     Churko Electric 142590 Ontario Ltd.       $22,148.46 + taxes
     Del Sharp Electric Ltd.                                 $18,956.77 + taxes

     Recommendation:
     That the Township of Minden Hills award the contract to execute the requirements of
     RFP-2010-CSD-005 at the S. G. Nesbitt Memorial Arena to Del Sharp Electric Ltd. at
     the tendered total price of $18,956.77 plus taxes (including disbursements).

h)   Report from Director of Community Services re: Design firm for Gull River Erosion
     Rehabilitation Project

     It was noted that funding was secured from the MNR Stewardship Opportunities Fund
     to assist in development of erosion rehabilitation solutions for areas along the Gull
     River. Tenders were received from:
     AECOM Canada Ltd.                                 $30,478.00 + taxes
     Basterfield & Associates                          $10,940.00 + taxes

     The Director outlined the two locations where the gabion baskets had failed
     (Invergordon – lowest portion of the road & 35m from the Clergy House Creek). The
     Director noted that there is another section of failed gabion baskets in the area
     downstream of the dock for future work.

     It was noted that Basterfield & Associates has a working knowledge of what the river
     does on a regular basis through their work on the Riverwalk Project.

     Recommendation:
     That the Township of Minden Hills award the contract to execute the requirements of
     RFP 2010-CSD-008 for the design of Gull River Erosion Rehabilitation work to
     Basterfield & Associates at the tendered total price of $10,940 plus taxes (including
     disbursements).

i)   Memo from the Cultural Centre Director re: Museum Reserves & Site Improvement
     Steering Committee

     When questioned, the Cultural Centre Director advised that dollars from the fund were
     originally slated for the Museum, to work on the school house. She advised that other
     avenues are currently being explored and discussed the sensitive maintenance required
     to ensure the integrity of the historic building.

     Recommendation:


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      That the museum reserves in the amount of $4,700, not used in 2009, be transferred
      to the 2010 Cultural Centre Budget for a Site Improvement Plan; and further

      That a Steering Committee including representation from the Minden Hills Cultural
      Centre Advisory Committee, the Minden Hills Library Committee, the Riverwalk
      Committee, the Joint Accessibility Committee, Community Services and
      Environmental & Property Operations Manager, work to establish a site improvement
      plan.

j)    Report from the Director of Community Services re: Arena Snack Bar Vendor

      It had been previously recommended that the snack bar at the arena be contracted out
      for the 2010-2011 season and it was advised that only one tender was received from RL
      Enterprises, offering $3,600 for the season.

      When questioned, the Director replied that the bidder had no experience owning a
      concession snack bar but knew what they were doing as far as the operation of same.

      Discussion took place regarding the metering of hydro and propane and the Director
      noted that it would be difficult to separately meter hydro for the snack bar.

      Council requested that the contract for the operation of the snack bar services be
      reviewed by the Treasurer and CAO.

      Recommendation:
      That the Township of Minden Hills enters into the attached contract with RL
      Enterprises for the provision of snack bar services in the S. G. Nesbitt Memorial
      Arena. The contract is for one year for the period of June 1st, 2010 to May 31st, 2011
      and the fee of $3,600 to be made in four payments over that time period.

k)    Report from the Director of Community Services re: RInC Project – Rink Area Structural
      Analysis
      The Director advised that the arena requires a structural analysis of the rink area
      including the floor, boards, walls and roof as part of the stimulus funding RInC Project.
      It was noted that one bid was received from:
      AECOM Canada Ltd.                            $8,500.00 plus taxes
                                                           Including disbursements

      Recommendation:
      That the Township of Minden Hills award the contract to execute a structural review
      and analysis of the rink area of the S. G. Nesbitt Memorial Arena to AECOM Canada
      Ltd. at the tendered lump sum price of $8,500 plus taxes, including disbursements.

PROTECTION TO PERSONS & PROPERTIES – Councillor Ratcliff, Chair
a)   Fire Report – April 2010
     The report was received for information.

b)    Planning Department Report – April 2010
      The report was received for information.

c)    Building Report – April2010
      The report was received for information.

d)    Report from CBO re: Glass Eagle Studios
      The CBO advised that he had reviewed the Zoning By-law relative to signage for a
      home occupation. He noted that based on the wording in the by-law the lot fronts onto
      a County Road and the requirements of the County apply and override the Township’s


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       requirements. The CBO stated that the Township has no jurisdiction as to signs on the
       above-noted property.



       Council requested that the CBO request the County to enforce the Sign By-law with
       regards to Glass Eagle Studios. The CBO advised that he had spoken to the County and
       noted that they are not about to proceed.

       Council requested that the Reeve & Deputy Reeve take this matter to County Council
       and request that they act on the Township’s request.

       Recommendation:
       That the CBO, with support from the Reeve and Deputy Reeve, request that County
       act on the Township’s request for compliance of the signage at Glass Eagle Studios.

PLANNING & DEVELOPMENT – Deputy Reeve Murdoch, Chair
a)   Planning Department Report – April 2010
     The report was received for information.

b)     Planning Report from EcoVue re: Rezoning RZ-10-02 (P) Part of Lot 24, Concession 5,
       geographic Township of Minden

       Considerable discussion took place regarding:
      future development on the subject lands – two of the three lots have buildings on them
      Planning Administrator recommending no new development proposed on the subject
        property
      Lake Kashagawigamog is at development capacity
      Planning Administrator advised that building is being demolished & discussed a re-
        distribution of the property & noted there will be a better developed cottage on the lot

       Recommendation:
       That the Council of the Township of Minden Hills schedule a Public Meeting to be held
       June 24, 2010 to receive public input concerning a proposed Zoning By-law
       Amendment for Part of Lot 24, Concession 5, geographic Township of Minden.

c)     Report from Planning Administrator re: Application for Consent H-027/2010 (BISHOP)
       Part of Lot 27, Concession 7, geographic Township of Minden – Soyers Lake

       Recommendation:
       That Application for Consent H-027/2010 be approved subject to the following
       conditions:
1)     all outstanding realty taxes as well as any accounts receivable to be paid in full
2)     the severed and retained lots must meet the minimum lot standards in accordance
       with Zoning By-law 06-10
3)     health unit approval may be required for the severed parcel
4)     entrance approval and installation shall be to the satisfaction of the Road
       Superintendent for the severed lot
5)     the final survey being approved by the Planning Administrator

d)     Report from Planning Administrator re: Application for Consent H-028/2010 (MERCER)
       Part of Lot 20, Concession 9, geographic Township of Lutterworth – Gull Lake

       Recommendation:
       That Application for Consent H-028/2010 be approved subject to the following
       conditions:
1)     payment of the administration fee of $250.00 per application
2)     approval of a plan of survey by the Planning Administrator prior to its registration
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3)   the severance is for easement in favour of Bell Canada
4)   all outstanding realty taxes to be paid in full

e)   Report from Planning Administrator re: Application for Consent H-038/2010
     (SMOLLET) Part of Lot 32, Concession A, geographic township of Anson, Bobcaygeon
     Road

     Recommendation:
     That Application for Consent H-038/2010 be approved subject to the following
     conditions:
1)   all outstanding realty taxes (including accounts receivable) to be paid in full
2)   the severed and retained lots must meet the minimum lot standards in accordance
     with Zoning By-law 06-10
3)   subject to entrance approval being obtained from the Township’s Road
     Superintendent
4)   where an insufficient right-of-way exists at present, the applicant must deed to the
     Township of Minden Hills, for road purposes, a minimum of 33 feet from the centre
     line on the road known as Bobcaygeon Road fronting the applicant’s property and any
     land between the traveled road the municipal road allowance. All associated costs
     are the responsibility of the applicant, including but not limited to, legal fees and
     survey costs. The survey, outlining the property to be conveyed, is to be approved by
     the Road Superintendent of the municipality prior to registration
5)   the final survey being approved by the Planning Administrator

f)   Report from Planning Administrator re: Application for Consent H-044/2010 (BERUBE)
     Part of Lot 11, Concession 12, geographic Township of Lutterworth

     Recommendation:
     That Application for Consent H-044/2010 be approved subject to the following
     conditions:
1)   payment of the administration fee of $250.00 per application
2)   all outstanding realty taxes to be paid in full
3)   granted solely for right-of-way purposes in favour of Brendan & Joanne Berube in roll
     #4616-052-000-63620
4)   the plan of survey be approved by the Planning Administrator

g)   Report from Planning Administrator re: Application for Consent H-046/2010
     (MORGAN) Part of Lot 1, Concession A, geographic Township of Minden (Hwy. #35)




     Council asked if the subject property would be able to connect to municipal service and
     would they be required to connect to municipal services. The Planning Administrator
     that water and sewer service is a matter for the Environment & Property Operations
     Manager. She stated that this would also be addressed in a Site Plan Agreement.

     The Planning Administrator confirmed that if water and/or sewer service is available,
     the applicant must hook up to the services.

     Recommendation:
     That Application for Consent H-046/2010 be approved subject to the following
     conditions:
1)   all outstanding realty taxes (including accounts receivable) to be paid in full
2)   the severed and retained lots must meet the minimum lot standards in accordance
     with Zoning By-law 06-10

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3)       the severed lot appears to qualify for connection to the municipal sewer and water
         system, and such connection must be installed and approved to the satisfaction of
         the Township’s Environmental & Property Operations Manager
4)       the entrance to the retained lot must be approved to the satisfaction of the
         Township’s Road Superintendent
5)       the final survey being approved by the Planning Administrator

h)       Report from Planning Administrator re: Proposed Shoreline Road Allowance Closure
         and Sale SRA-10-04 (REID) fronting Part Lot 19, Concession 11, geographic Township of
         Lutterworth – Gull Lake

         In light of the information presented by the delegate, Council deferred a
         recommendation and requested a further report from staff.

i)       Report from Planning Administrator re: Proposed Shoreline Road Allowance Closure
         and Sale SRA-10-06 (McWILLIAMS), fronting Part Lot 6, Concession 14, geographic
         Township of Lutterworth – Gull River

         Recommendation:
         That Council direct Planning Staff to proceed with the processing of this application
         in accordance with established procedure under approved Policy No. 19 as amended.

j)       Report from Planning Administrator re: Original Allowance for Road (HARTLEY)
         between Part Lots 20, 21, Concession 3, geographic Township of Lutterworth

         Recommendation:
         That Council direct staff to proceed to stop up, close and convey that portion of the
         original allowance for road between Lots 20 and 21, Concession 3, in the geographic
         Township of Lutterworth as indicated in Roll #051-30800 pursuant to Policy No. 26.
         Also the applicant is required to purchase the unflooded shoreline road allowance
         fronting this property.

k)       Report from Planning Administrator re: Original Allowance for Road (STOVER)
         between Lot 8, Concession 13, geographic Township of Minden and Lot 9, Concession
         1, geographic Township of Stanhope

         Discussion included:
        Have the applicants been approached regarding a lease? Planning Administrator
         advised they are not aware of the report
        Algonquin Highlands will not consider selling off the other portion unless building on
         the property was prior to 1980
        Boundary development is delicate
        Township policy is not to sell property unless there is concurrence of the neighbouring
         municipality
        Minden Hills policy is not to close road allowance leading to water
        If applicant proceeds with a lease, a condition of same would be that the other building
         be moved. The Planning Administrator stated that she had visited the site and noted
         the buildings are little and could be moved. She further noted that the driveway
         encroaches the original allowance for road

         Recommendation:
         That Council does not recommend to stop up, close and convey property between Lot
         8, Concession 13, in the geographic Township of Minden and the geographic Township
         of Stanhope in application RA-10-02 (STOVER) pursuant to Policy 26, as amended,
         however as per Section 7.8.6 of the Official Plan, Council will entertain a lease for 10
         feet from the original road allowance, subject to the approval of the Township of
         Algonquin Highlands.


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FINANCE/GENERAL GOVERNMENT – Councillor Oyler, Chair
a)   Memo from the Tax Collector re: Application for tax adjustments

         Recommendation:
         That Council approve the following applications for tax adjustments pursuant to
         Section 357 of the Municipal Act:

            Roll No.        Assessment       Effective Date     No. of Days           Total
                             Reduction



             32-664            97,131          June 15/09           200              $408.76

             30-482           115,972           Oct 17/09            76              $185.46


b)       Memo from Treasurer re: Fuel Oil Tender

         Discussion took place concerning:
        Including Gelert Hall
        Successful bidder is current supplier with the exception of the Museum
        Treasurer explained “rack price” noting it is a fluctuating price
        County tender
        Anticipated savings noted (approximately $2,500)


         Recommendation:
         That Council accepts the fuel oil tender as provided by John E. Francis Fuels, for the
         period April 1, 2010 to March 31, 2011.

c)       Report from Clerk re: Draft Policy #67 – Prevention of Workplace Violence

         Recommendation:
         That Council consider a by-law to adopt Policy No. 67, a Policy for the Prevention of
         Workplace Violence at their May 27th, 2010 Council Meeting.

PERSONNEL – Deputy Reeve Murdoch, Chair
     Nil.

DRAFT BY-LAWS
     Nil.

CLOSED SESSION

         Res. #10-20 Peter Oyler – Lisa Schell
         Pursuant to Section 239 of the Municipal Act, 2001, S.O. 2001, c. 25, be it resolved
         that the next part of the meeting be closed to the public. The subject matter being
         considered is a proposed or pending acquisition or disposition of land by the
         municipality or local board. (10:47 a.m.)
         Carried

         Open Session resumed at 11:00 a.m. for holding a Public Meeting and a Special Council
         Meeting. Closed Session reconvened at 2:12 p.m.

         Res. #10-21 Cheryl Murdoch – Rick Ratcliff
         Be it resolved that the Closed Session adjourn and Open Session resume.
         Carried


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    Res. #10-22 Rick Ratcliff – Cheryl Murdoch
    Be it resolved that direction(s) given in Closed Session be approved.
    Carried

ADJOURNMENT

    Res. #10-23           Rick Ratcliff – Barbara Reid
    Be it resolved that the Committee of the Whole/General Council Meeting of May 13th,
    2010 be adjourned.
    Carried


                                                         _____________________________
                                                                         Head of Council



                                                          ____________________________
                                                                                  Clerk




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