TOWN OF PENETANGUISHENE REGULAR COUNCIL MEETING COUNCIL CHAMBERS, TOWNHALL, 10 ROBERT STREET WEST WEDNESDAY, SEPTEMBER 26, 2012 AT 7:00 P.M.
AGENDA Page
1. CALL TO ORDER
2. MAYOR'S WELCOME & TOWN PRAYER
3. DECLARATION OF PECUNIARY INTEREST
4. PRESENTATIONS
(a) (7:00 p.m.) Certificate Presentation (Registered Professional Planner Accreditation) re: Jessica Klug For information. (b) (7:05 p.m.) Community Contributions - Cheque Presentations - Out of the Cold Program $1,000 - Community Reach $3,500 - Southern Georgian Bay Physician Recruitment $5,750 - Georgian Bay General Best Care Campaign $10,000 For information. 10-27 (c) (7:15 p.m.) Presentation from Dr. Charles Gardner, Medical Officer of Health, Simcoe Muskoka District Health Unit re: Overview Presentation on Public Health in Simcoe Muskoka For information. 5. CONFIRMATION OF MINUTES OF THE PREVIOUS MEETING
MINUTES FOR APPROVAL
Page 1 of 209 Town of Penetanguishene - Regular Council Agenda Page
MINUTES FOR APPROVAL
28-60 (a) Regular Council Minutes - Dated August 29th, 2012 THAT the minutes of the Regular Council Meeting of August 29th, 2012, be adopted as printed. 61-63 (b) Special Council Minutes - Dated September 12th, 2012 THAT the minutes of the Special Council Meeting of September 12th, 2012, be adopted as printed. 64-67 (c) Special Council Minutes - Dated September 17th, 2012 THAT the minutes of the Special Council Meeting of September 17th, 2012, be adopted as printed. 68-114 (d) Coordinated Section Committee Minutes - Dated September 18th, 2012 THAT the minutes of the Coordinated Section Committee Meeting of September 18th, be adopted as printed. MINUTES FOR INFORMATION
115-118 (a) Minutes from Huronia Economic Alliance - Dated August 23, 2012 For information. 119-122 (b) Minutes from the Human Resources Committee - Dated August 1, 2012 For information. 7. COMMUNICATIONS AND CORRESPONDENCE
Correspondence - For information Only
123 (a) Correspondence from the City of Oshawa re: Policing Costs and Service Levels and Delivery Methods For information. 124-126 (b) Lack of Control Over Municipal Road Allowance (Compensation from Utilities) re: Support for Resolution - Township of Tiny - Township of Ramara - The City of Barrie For information.
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Correspondence - For information Only
127 (c) Correspondence from St. Theresa's Catholic High School re: Donation of a Graduate Award For information. 128 (d) Correspondence from Lori Stewart re: Student Awards For information. Correspondence - Requiring Action
(a) Local Government Week re: Proclaim October 14th to 20th, 2012, as Local Government Week THAT the Council of the Town of Penetanguishene proclaims October 14th to 20th, 2012, as Local Government Week in the Town of Penetanguishene. 129-131 (b) Correspondence from CUPE Ontario re: Proclaim October 24th, 2012, as Child Care Worker & Early Childhood Educator Appreciation Day THAT the Council of the Town of Penetanguishene proclaims October 24th, 2012, as Child Care Worker and Early Childhood Educator Appreciation Day in the Town of Penetanguishene. 132 (c) Correspondence from Elizabeth Stewart, Rotary Club Past President re: Proclaim October 24th, 2012, as World Polio Day THAT the Council of the Town of Penetanguishene proclaims October 24th, 2012, as World Polio Day in the Town of Penetanguishene. 133 (d) Correspondence from Toastmasters International re: Proclaim October 2012 as Toastmaster Month THAT the Council of the Town of Penetanguishene proclaims October 2012 as "Toastmasters Month in the Town of Penetanguishene. 134-135 (e) Correspondence from Jordan Cascagnette re: Update and Funding Request THAT the Council of the Town of Penetanguishene receive the update from Jordan Cascagnette for information;
AND THAT the additional funding request be referred to the Finance & Corporate Services Section for consideration as part of the 2013 budget process. 8. REPORTS OF MUNICIPAL OFFICIALS/SECTIONS/COMMITTEES/ BOARDS
136-138 (a) Report from the Town Clerk re: Update on Graffiti Management – September, 2012
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8. REPORTS OF MUNICIPAL OFFICIALS/SECTIONS/COMMITTEES/ BOARDS
For information. 139-140 (b) Report from the Manager of Recreation Services re: Great Lakes Guardian Fund Report #268 THAT as per the recommendation of the Recreation and Cultural Services Section, the Council of the Town of Penetanguishene approve the submission of an application to the Great Lakes Guardian Community Fund for a viewing and fishing platform;
AND THAT this project be included in the proposed 2013 capital plan for consideration, subject to confirmation that the project would be within the eligible for non tax funding of up to $25,000 and/or be funded through community partnerships. 141-144 (c) Report from the Tourism and Events Coordinator re: 2013 Tourism Advertising Options
THAT as per the recommendation of the Recreation & Cultural Services Section, the Council of the Town of Penetanguishene confirm participation and provide pre-budget approval for advertising in the following tourism publications for 2013 in order to meet the upcoming publication deadlines:
County of Simcoe Tourism Map, Advertisement for Town of Penetanguishene (same as 2012)
County of Simcoe Marina Guide, Advertisement and listing for Town Dock (same as 2012)
Southern Georgian Bay Visitor, Grid Listings for key Town facilities (to be confirmed by Section as it is not known whether other municipalities will be participating in 2012)
Southern Georgian Bay Visitor Guide, Event listings (to be at no charge with assurances that correct contact and location information will be used as 2012 was changed by Chamber without Town authorization)
AND THAT all proposed advertising items be included in 2013 Tourism and Events advertising budget;
AND FURTHER THAT staff continue to research and work with the regional partners on a Tourism Map for Huronia and report back to Section;
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8. REPORTS OF MUNICIPAL OFFICIALS/SECTIONS/COMMITTEES/ BOARDS
AND FINALLY THAT Finance & Corporate Services Section be provided with a copy of this budget related report. 145-148 (d) Update Report from the Director of Public Works re: Gordon Drive Extension Update THAT as per the recommendation of the Transportation and Environmental Services Section, the Council of the Town of Penetanguishene proceed with restricted access option for the unopened portion of Gordon Drive and that access onto the unopened portion of Gordon Drive be restricted to the residents of Little Sandy Bay Lane and Emergency Services vehicles and personnel only;
AND THAT the residents of Little Sandy Bay Lane be permitted access onto the unopened portion of Gordon between November 1st and April 1st of every year only;
AND THAT the restricted access permitted to the residents of Little Sandy Bay Lane be contingent upon the installation of an appropriately sized and constructed culvert across the existing drainage ditch that is located within the road allowance between Gordon Drive and Little Sandy Bay Lane;
AND FURTHER THAT the Town Clerk be directed to draft the necessary By-law and provide notice in accordance with the Town’s Notice Provision By-law to the affected residents, in the Town Page and on the Town’s website;
AND FINALLY THAT staff be directed to report back to the Transportation & Environmental Services Section regarding any comments or concerns to the restricted access prior to the By-law being brought forward to Council for approval. 149-150 (e) Report from the Director of Public Works re: Robert Street West Well Test Program – Additional Costs THAT as per the recommendation of the Transportation and Environmental Services Section, the Council of the Town of Penetanguishene accept an additional cost of $25,000 that has been incurred to date during the sampling and pump testing at the Robert Street West Well.
AND THAT that the additional costs be funded through the Robert Street West Wells Reserve.
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8. REPORTS OF MUNICIPAL OFFICIALS/SECTIONS/COMMITTEES/ BOARDS
151-152 (f) Report from the Director of Public Works re: Purchase of Highway Salt for the 2012/2013 Season THAT as per the recommendation of the Transportation and Environmental Services Section, the Council of the Town of Penetanguishene accepts the tender price from Sifto Canada to supply highway salt for a unit price of $61.18 (excluding HST). (g) Proposed Special Council Meeting re: Official Plan & Zoning By-law Amendments & to Review Town Owned Land Development Opportunities THAT as per the recommendation of the Planning & Development Services Section, the Council of the Town of Penetanguishene approve that a Special Council Meeting be held on December 5, 2012 at 7:00 p.m. for the purposes of discussing the Official Plan & Zoning By-law Amendments & Development of Town Owned Land;
AND THAT Staff be directed to advertise said meeting in accordance with the Notice Provision By-law. 153-158 (h) Report from the Town Clerk re: Procedure for Adding Referral Items to a Coordinated Section Agenda THAT as per the recommendation of the Finance & Corporate Services Section, the Council of the Town of Penetanguishene that the procedure as outlined within this report pertaining to the adding of referral items to a Coordinated Section agenda be approved and include: - A review of existing referral items at the October Coordinated Section meeting; - Implementation of an approval (via vote) by each Section in order to add referral items to future Coordinated Section Agendas;
AND THAT said procedure be officially added to the Town’s Procedural By-law in conjunction with the next By-law review. 159-160 (i) Report from the Deputy Treasurer re: Proposed 2013 Budget Process THAT as per the recommendation of the Finance & Corporate Services Section, the Council of the Town of Penetanguishene endorse the proposed 2013 Budget Process Meeting Schedule as follows:
Special Council: October 2, October 17, November 6, 2012 at 7:00 p.m.
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8. REPORTS OF MUNICIPAL OFFICIALS/SECTIONS/COMMITTEES/ BOARDS
Public Consultation: October 10, November 21, 2012 at 7:00 p.m. Special Coordinated Section (Finance & corporate Services): December 4, 2012 at 7:00 p.m.
AND THAT staff be directed to post said schedule on the Town's website and to advise Staff and Council accordingly via the Outlook meeting system. 161-197 (j) Report from the Treasurer re: Insurance Renewal THAT as per the recommendation of the Finance & Corporate Services Section, the Council of the Town of Penetanguishene approves the Insurance renewal with BFL for the one year period commencing September 28, 2012 at a premium of $228,486 reflecting the recommended increases in the property values for replacement purposes including the Arena and one additional non- emergency vehicle with no changes in coverage and deductibles;
AND THAT the Town Clerk be directed to bring forward the necessary By-law to Council. 9. NEW AND UNFINISHED BUSINESS
(a) Appointments to Downtown Improvement Committee THAT the Council of the Town of Penetanguishene ratify the Mayor's appointment of the following members to the Downtown Improvement Committee effective September 26, 2012 to November 30, 2014: Jim Vaillancourt, representative of the Francophone Community Heather Garratt, representative of the Metis Community (b) Appointment to the Trails Committee THAT the Council of the Town of Penetanguishene ratify the Mayor's appointment of the following member to the Trails Committee effective September 26, 2012 to November 30, 2014: - Mike Lauder (c) Appointment to the Committee of Adjustment THAT the Council of the Town of Penetanguishene ratify the Mayor's appointment of the following member to the Committee of Adjustment effective September 26, 2012 to November 30, 2014: - Louis Belcourt 10. NOTICES OF MOTION
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11. BY-LAWS
198 (a) (FCS) By-law 2012-61 To Authorize the Execution of an Agreement with BFL Canada Risk and Insurance Services Inc., for the Provision of General Insurance Services for the Town of Penetanguishene for the Period of September 29, 2012 to September 28, 2013 THAT By-law 2012-61, being a By-law to Authorize the Execution of an Agreement with BFL Canada Risk and Insurance Services Inc., for the Provision of General Insurance Services for the Town of Penetanguishene for the Period of September 29, 2012 to September 28, 2013, be read a first time and deemed to be read a second and third time and carried. 199-207 (b) (HRC) By-law 2012-62 To Repeal By-laws 2004-93 and 2005-30, Being By-laws to Implement the Results of the Job Evaluation/Pay Equity Study and to Authorize the Pay Equity Study Results to Form Part of the Town of Penetanguishene Personnel Policy Manual, Section 4 - Salary
THAT By-law 2012-62, being a By-law to Repeal By-laws 2004-93 and 2005-30, Being By-laws to Implement the Results of the Job Evaluation/Pay Equity Study and to Authorize the Pay Equity Study Results to Form Part of the Town of Penetanguishene Personnel Policy Manual, Section 4 - Salary, be read a first time and deemed to be read a second and third time and carried. 208-209 (c) (FCS) By-law 2012-65 To Confirm Proceedings of the Regular Council of The Corporation of the Town of Penetanguishene at Its Regular Council Meeting Held on September 26th, 2012, and the Special Council Meetings Held on September 12th and September 17th, 2012 THAT By-law 2012-65, being a By-law to Confirm Proceedings of the Regular Council of The Corporation of the Town of Penetanguishene at Its Regular Council Meeting Held on September 26th, 2012, and the Special Council Meetings Held on September 12th and September 17th, 2012, be read a first time and deemed to be read a second and third time and carried. 12. ANNOUNCEMENTS AND INQUIRIES
13. QUESTION PERIOD FROM MEDIA AND PUBLIC
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14. IN-CAMERA ITEMS
(a) Convene in Closed Session THAT in accordance with the Town of Penetanguishene Procedural By-law 2011-100, the Council of the Town of Penetanguishene move into an in-camera session to discuss:
- a proposed or pending acquisition or disposition of land by the municipality or local board. - advice that is subject to solicitor-client privilege, including communications necessary for that purpose. (b) Update (if available) Re: Legal Advice on Sale of Parking Lot at Ecole St. Louis to School Board (c) Arise from Closed Session THAT the Council of the Town of Penetanguishene rise from in- camera session with/without a report. 15. REPORTS FROM IN-CAMERA MEETING HELD
(a) Update Re: Legal Advice on Sale of Parking Lot at Ecole St. Louis to School Board 16. ADJOURNMENT
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Public Health in Simcoe Muskoka Charles Gardner, Medical Officer of Health
Presentation Overview
What is Public Health?
The SMDHU Board of Health
Overview of programs and services
Moving from our previous to our present Strategic Plan
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Page 10 of 209
Public Health Is…
A 160 year old movement
Strategies focused on populations
To prevent disease and injury, and protect and promote health
Taking Action On The Things That Make Us Healthy
Environment physical, social, political, economic
Behaviour smoking, diet, physical activity, injuries, sexual health
Human Biology age, gender, family history
Health Care prevention, treatment, rehabilitation
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Page 11 of 209 The Impact of Public Health: Life Expectancy Trends
The Impact of the Public Health Movement Beginnings of public sanitation movement in the 19th century Municipal water sanitation and sewage systems Child universal education Improving incomes, housing, nutrition, Working conditions Infection control practices: Dr. John Snow, cholera • Water and food safety and the Broad St. pump • Health care Vaccination (smallpox)
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Page 12 of 209 There Is Still Room To Improve Health
Social determinants of health account for 60% of variation in health status Tobacco –16% of all deaths Diet/Inactivity – 14% of all deaths, 1/3 of all cancers avoidable with optimal diet Alcohol – 5% of all deaths Infections – 5% of all deaths Injuries – the leading cause of death for people aged 1 to 44 years; $14.7 billion annually in direct and indirect costs Others – Sexual behaviour, illicit drugs
Simcoe Muskoka
Servicing 504,110 people (2011 Census) 8,797 square kilometers Population increase 5% from 2006 to 2011 Four upper tier / single tier municipalities (26 municipal councils)
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Page 13 of 209 Our Board of Health since 2011
Barry Ward, Scott Warnock City of Barrie County of Simcoe Chair Vice Chair
Members:
John Brassard, City of Barrie Margaretta Papp-Belayneh, Provincial Appointee Sandy Cairns, District of Muskoka Cal Patterson, County of Simcoe Fred Hamelink, Provincial Appointee Ben Rattelade, Provincial Appointee Mike Kennedy, District of Muskoka Alicia Savage, County of Simcoe Gord McKay, County of Simcoe Gail Mullen, Provincial Appointee Doug Skeaff, Provincial Appointee Linda Murray, City of Orillia
The Ontario Public Health Standards & Protocols
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Page 14 of 209 Drinking Water To ensure the drinking water the public has access to is potable by: assessing risk in reports of adverse results responding to identified risks and hazards informing and educating the public Inspection of drinking water systems
Recreational Waters To reduce incidence of water-related illness, injuries and fatalities by: ensuring users are informed about risk ensuring facilities are operated in a safe and sanitary manner responding to identified risks and hazards monitoring of public bathing beaches Inspection of public facilities
Food Safety Program
2011 Highlights Over 6000 inspections of high, medium and low-risk premises Responded to 398 consumer complaints 21 charges laid under Food Premises Regulation
1200 food handlers pass food safety certification course Food safety calendar printed for distribution to over 1900 high and medium-risk premises in Simcoe Muskoka Issued over 700 Special Event Permits
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Page 15 of 209 Emergency Management
External emergency planning with partnerships/committees: municipalities, health sector coordination, other health units, Red Cross & Social Service Agencies
Response experiences: H1N1 influenza pandemic, G8 Summit, train derailment, tornadoes/storm events, power outage, chemical fires.
Immunization Provision and Promotion
7,629 vaccinations delivered in 7 health unit office clinics (i.e. multiple clinics offered in each of our offices) 11,517 influenza vaccinations delivered in 53 public clinics 20,252 HBV, HPV and Meningococcal vaccinations delivered in school clinics Thus 39,398 total vaccinations delivered by SMDHU staff in 2011
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Page 16 of 209 Dental services provided in Simcoe Muskoka
Healthy Smiles Ontario clinics provide full dental services to low- income families and others on government-funded dental benefits. Full treatment services at the health unit’s Barrie clinic location. Healthy Smiles Ontario bus visits communities throughout Simcoe Muskoka Oral health surveillance in schools, and community reporting
Reproductive Health Program
Preconception Health An increased proportion of individuals in their reproductive years are physically, emotionally, and socially prepared for conception
Healthy Pregnancies and Birth Outcomes An increased proportion of pregnant women and their families adopt practices to support a healthy pregnancy
Preparation For Parenthood An increased proportion of expectant parents are physically, emotionally, and socially prepared to become parents
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Page 17 of 209 Canada Prenatal Nutrition Projects
Weekly program for pregnant women and their children up to 6 months come together for education, support and nutritious food PHN focus on healthy pregnancy, breastfeeding, smoking cessation, preparation for parenthood Mothercare-Simcoe • Alliston • Angus • Barrie • Bradford • Collingwood • Innisfil • Midland • Orillia • Wasaga Beach Great Beginnings-Muskoka • Bracebridge • Gravenhurst • Huntsville
Healthy Babies Healthy Children Program Mandate & Scope
Province-wide voluntary prevention/early intervention program
Goals: To promote optimal physical, cognitive, communicative and psychosocial development in children who are at risk prenatal to age 6 years
To act as a catalyst for a coordinated, effective, integrated system of services and supports for healthy child development and family well being through the development of a network of service providers and participation in community planning activities
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Page 18 of 209 Two Agency-wide Programs/Services
Health Connection Provides confidential one-to-one access to a health professional for public health information, services, programs and resources
Healthy Schools Program Works with schools/school boards to address identified issues Facilitates health unit program/service delivery in schools Collaborates with community partners
Injury and Substance Misuse Prevention Program
Injury Road and off road safety Falls across the lifespan Working towards a Regional Falls Prevention Strategy for older adults
Substance Misuse Alcohol Focus Report Work with all levels of government on alcohol control measures Working towards a Drug and Alcohol Strategy
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Page 19 of 209 Chronic Disease Prevention Program
Tobacco Program Preventing young people from smoking Protecting people from exposure to second-hand smoke Supporting people to quit smoking Enforcing the Smoke Free Ontario Act
Healthy Lifestyle Program Promoting healthy eating and food security Promoting physical activity Reviewing official and other municipal plans related to health
Strategic Accomplishments 2007 - 2011
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Page 20 of 209 Strategic Public Health Issues From 2007 to 2011
1.1 Explored options, identified resources and determined a clear role, which is well-communicated in the following emerging areas of public health:
The Built Environment and Health Social Determinants of Health Environmental Health Hazards Mental Health Promotion
Partnerships Co-location with partners • Huntsville High School – sexual health clinic • Gravenhurst Municipal Office and Cottage Country Family Health Team • Midland Secondary School • Orillia Common Roof Joint planning • Emergency planning – municipalities and healthcare agencies • School boards – Healthy Schools & COMPASS • Child & family services - Muskoka Planning Council for Children and Youth. Child, Youth & Families Services Coalition of Simcoe County • NSM LHIN and others – falls prevention, child and maternal health, Healthy Communities Partnership • Municipal official plans and municipal policies – alcohol, injury prevention, nutritious foods, tobacco, food charter, fluoridation, active transportation • Family Health Teams
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Page 21 of 209 13
Page 22 of 209 2012 – 2016 Strategic Directions and Goals Important Public Health Issues Identify and address priority public health issues that require a coordinated and comprehensive agency response. Accountability and Performance Measurement Demonstrate efficiency and effectiveness, and enhance systems that measure and communicate progress on our priorities, programs and services. Determinants of Health Address the factors that create inequities in overall health and improve the quality of life for populations at risk of poor health outcomes. Organizational Capacity Enhance our knowledge, skills and practices to increase our ability to respond to community needs and optimize service delivery.
Final Thoughts
Public health will always be very important to people’s health.
The Simcoe Muskoka District Health Unit continues to be committed to excellence in public health.
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Page 23 of 209 SIMCOE MUSKOKA DISTRICT HEALTH UNIT Strategic Plan 2012-2016
Message From the Medical Officer of Health
I am pleased to present Simcoe Muskoka District Health Unit’s 2012-2016 Strategic Plan. This plan clearly articulates the agency’s renewed vision, mission and values and directs our focus to four priority areas over the next five years.
Created with the input of staff, Board of Health and external stakeholders, our Strategic Plan sets a new course for our agency while integrating those core elements that support the work we do on a daily basis. Our work is guided by our agency values and three important concepts of public health practice: building and nurturing community partnerships, delivering evidence-informed practice and working towards health equity for all.
As an accredited public health agency, the Simcoe Muskoka District Health Unit delivers provincially legislated public health services and programs to residents and visitors to our area. This Strategic Plan will guide the agency as we work with our partners to improve the health and well-being of the people and communities in Simcoe and Muskoka. Dr. Charles Gardner Medical Officer of Health and Chief Executive Officer
www.simcoemuskahealth.org
Page 24 of 209 Strategic Directions
Important Public • By June 2012, a process is developed and used to identify priority public Health Issues health issues that require a coordinated and comprehensive agency response. Identify and address priority • An agency wide action plan to address public health issues that the identified priority issue is developed and approved within one year of being require a coordinated and identified. comprehensive agency • By December 2012, a scalable busi- response. ness continuity plan to systematically monitor and re-align resources in order to respond to unanticipated public health issues that have the potential to disrupt programs and services is devel- oped.
Organizational • By March 2013, core competency framework(s) is adopted by SMDHU to guide the development of a Capacity human resources strategy. • By August 2013, a human resources strategy is identified Enhance our and supporting action plan is developed, approved and knowledge, skills operationalized. and practices to • By December 2014, the selected core competency frame- work is integrated into a comprehensive human resources increase our ability performance management system within a human to respond to resources strategy. community needs • An action plan for SMDHU to provide tools and technolo- gies to support program and service delivery is devel- and optimize oped, approved and operationalized by December 2013. service delivery. • By October 2013, an enhanced, agency-wide operational planning and monitoring system is used by all programs and services. • An action plan, leveraging partnerships where possible, for agency-wide knowledge management and exchange that enhances SMDHU human resource capacity is devel- Strategic oped, approved and operationalized by December 2015. Plan 2012-2016
Page 25 of 209 Strategic Directions
Determinants of • Populations at risk of health inequities, that require a coordinated and compre- Health hensive agency response, are prioritized annually. Address the factors • Populations at risk of health inequities, that create inequities that require a specific service area in overall health and response, are prioritized annually. improve the quality of • Within one year of a priority population being identified, a determinants of health life for populations at plan for action to address the critical risk risk of poor health conditions to meet the priority population’s public health needs is developed, outcomes. approved, operationalized and tracked.
Accountability • By February 2013, key performance indicators that demonstrate compliance and Performance with public health standards and prog- ress on the strategic plan are identified Measurement at the agency, service area and program levels. Demonstrate efficiency and • By December 2015, the agency selects effectiveness, and enhance and implements electronic systems to systems that measure and collect and monitor data to report prog- ress on key performance indicators. communicate progress on our • Progress on key performance indicators priorities, programs and are systematically reported to SMDHU services. stakeholders and the public at least annually, or as required.
Strategic Plan 2012-2016
Page 26 of 209 Vision: The people who live, work and play in Simcoe Muskoka lead healthy, fulfilling and productive lives.
Mission: As champions of health for all, the Simcoe Muskoka District Health Unit works with individuals, families, agencies and communities to promote and protect health, and to prevent disease and injury in our area.
Values We Value: Excellence in promoting and protecting health, and providing E x quality programs and services. ce ll en Accountability for our individual ce t c and collective actions and s e ip p A sh s cc outcomes, and for the responsible er P e o rtn o R un Pa s tab and effective use of public funds it ili i v ty and resources. e W ty or ni ki Respect for all people and their rtu ng po En right to be treated fairly and with Op viro ual nm dignity. Eq ent Working in Partnership and collaborating with governments, agencies, communities, families and individuals.
A Positive Working Environ- ment where employees are engaged, and encouraged to exchange ideas, communicate openly, be innovative, and practice work life balance.
Equal Opportunity for health.
Tel: 705-721-7520 Toll free: 1-877-721-7520 www.simcoemuskokahealth.org
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The Corporation of The Town of Penetanguishene REGULAR COUNCIL MEETING COUNCIL CHAMBERS. TOWNHALL WEDNESDAY AUGUST 29, 2012 at 7:00 PM
MINUTES
PRESENT: Mayor G. Marshall, Deputy Mayor P. Marion, Councillors D. Levy, H. Luzius, B. Saunders, J. Robitaille, D. O'Shea
REGRETS: Councillors M. Mayotte and E. Chapelle
ALSO PRESENT: E. Rath, C.A.O., H. Bryce, Town Clerk, B. Murray, Director of Public Works, P. Harwood, Manager of Recreation, Rogers Cable and Midland Mirror
1 CALL TO ORDER The Mayor called the meeting to order at 7:00 p.m.
2 MAYOR'S WELCOME & TOWN PRAYER
3 DECLARATION OF PECUNIARY INTEREST The Mayor declared a conflict with item 7h) Rolling Sands due to a family member having an interest in this property.
4 PRESENTATIONS
(a) Presentation from MPAC - Tina Newsham re: Overview of Assessment Review Tina Newsham from MPAC provided Council with an overview of the services provided by MPAC and the steps and process for the reassessments that will be taking place this year.
For information.
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Page 28 of 209 Town of Penetanguishene - Regular Council Minutes
(b) Presentation from Greg King re: Champlain Commemorations Greg King addressed Council on the Champlain Commemorative activities in the area that are in the planning stages for 2013 to 2015. The events are intended to showcase the rich history and heritage of the cultural identities in the Georgian Bay area (Francophone, First Nations, Métis and Anglophone). It will encourage the development of a cooperative tourism strategy related to Champlain that builds on existing tourism products and experiences and to focus on the development or enhancement of programs and activities which are authentic, family oriented, and educational. It will also create sustainable tourism products and initiatives that reflect the local community‟s cultural diversity and to enhance regional economic activity and job creation. The group is requesting several commitments from the Town in conjunction with the other three (3) North Simcoe Municipalities.
The Mayor indicated that the presentation would be forwarded to Finance & Corporate Services Section for financial consideration as part of the upcoming budget process and Recreation & Cultural Services staff for involvement.
For information.
(c) Presentation from the Penetanguishene Sports Hall of Fame - David Dupuis re: Annual Report (2011) Dave Dupuis provided a summary of the 2011 annual report for the Sports Hall of Fame which current has 64 Inductees - 30 Athletes, 9 Teams, 25 Builders (177 total individuals - as of 2011). Mr. Dupuis extended an invitation to all of Council to attend the 2013 inductee dinner. Mr. Dupuis also outlined some of the accomplishments of the Sports Hall of Fame which has hosted over 11,000 visitors since it opened in 2007 and is run strictly by volunteers. The Hall may also be able to assist the Town with upgrades to the Brian Orser Hall as they utilize this facility each year for their dinners.
Council thanked the Sports Hall of Fame and their volunteers for their efforts in running this impressive facility.
For information.
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Page 29 of 209 Town of Penetanguishene - Regular Council Minutes 5 CONFIRMATION OF MINUTES OF THE PREVIOUS MEETING
MINUTES FOR APPROVAL
a Regular Council Minutes - Dated July 18, 2012 Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT the minutes of the Regular Council Meeting of July 18, 2012, be adopted as printed.
CARRIED
b Special Council Minutes - Dated August 9, 2012 Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT the minutes of the Special Council Meeting of August 9, 2012, be adopted as printed.
CARRIED
c Special Council Minutes - Dated August 14, 2012 Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT the minutes of the Special Council Meeting of August 14, 2012, be adopted as printed.
CARRIED
d Coordinated Section Committee Minutes - Dated August 14, 2012 Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT the minutes of the Coordinated Section Committee Meeting of August 14, 2012, be adopted as printed.
CARRIED
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Page 30 of 209 Town of Penetanguishene - Regular Council Minutes 6 COMMUNICATIONS AND CORRESPONDENCE
Correspondence - For information Only
a Correspondence from Penetanguishene Secondary School re: Disbursement of Scholarships For information.
Correspondence - Requiring Action
a Correspondence from the Lupus Foundation of Ontario re: October is Lupus Awareness Month Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT the Council of the Town of Penetanguishene declare the month of October as "Lupus Awareness Month".
CARRIED
b Correspondence from the Township of Tay re: Resolution for Support - Operating Hours - Trent Severn Waterway Moved by Councillor H. Luzius and Seconded by Councillor D. Levy
THAT as per the recommendation of the Recreation & Cultural Services Section, the Council of the Town of Penetanguishene support the resolution from the Township of Tay pertaining to the reduced operating hours for the Trent Severn Waterway.
CARRIED
c Draft Letter of Support re: Joint Emergency Preparedness Program Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Finance & Corporate Services Section, the Council of the Town of Penetanguishene endorse the letter of support in reference to the continuation of the Joint Emergency Preparedness Program be forwarded to the Prime Minister.
CARRIED
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Page 31 of 209 Town of Penetanguishene - Regular Council Minutes
d Resolution - Green Energy Act re: Lack of Control Over Municipal Road Allowances (compensation from utilities) At the leave of Council, Council moved to item 7k)
This issue was addressed at the July Section meeting where staffs were directed to draft a resolution for consideration in reference to the Green Energy Act.
Moved by Councillor B. Saunders and Seconded by Deputy Mayor P. Marion
THAT as per the recommendation of the Transportation & Environmental Services Section, the Council of the Town of Penetanguishene endorse the following resolution in reference to the Green Energy Act and lack of control over municipal road allowances and the need for compensation from utilities, particularly those generating income from use of municipal road allowances be forwarded to the Municipality of Grey Highlands, all Simcoe County Municipalities, the County of Simcoe, AMO, AMCTO, Province of Ontario and local MPP.
WHEREAS pursuant to section 9 of the Municipal Act, 2001 S.O. 2001, chapter 25 as amended, a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act;
AND WHEREAS pursuant to section 8. (1) of the Municipal Act, the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate to enhance the municipality‟s ability to respond to municipal issues;
AND WHEREAS pursuant to section 8. (2) of the Municipal Act, in the event of ambiguity in whether or not a municipality has the authority under this or any other Act to pass a by-law or to take any other action, the ambiguity shall be resolved so as to include, rather than exclude, powers the municipality had on the day before this Act came into force;
AND WHEREAS pursuant to section 10. (2) of the Municipal Act, a single-tier municipality may pass By-laws respecting to Public assets of the municipality acquired for the purpose of exercising its
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Page 32 of 209 Town of Penetanguishene - Regular Council Minutes authority under this or any other Act and further, as per section 10. (3), a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction of: Highways, including parking and traffic on highways and Public utilities;
AND WHEREAS pursuant to section 26 of the Municipal Act, a highway includes all road allowances made by the Crown surveyors that are located in municipalities and all road allowances, highways, streets and lanes shown on a registered plan of subdivision;
AND WHEREAS pursuant to section 30 of the Municipal Act, a highway is owned by the municipality that has jurisdiction over it subject to any rights reserved by a person who dedicated the highway or any interest in the land held by any other person;
AND WHEREAS the enactment of the Green Energy Act has inadvertently removed the Municipal Powers as provided for in the Municipal Act with respect to authority over Municipal road allowances;
AND WHEREAS a recent Ontario Energy Board ruling in relation to the Municipality of Grey Highlands indicated that the Municipality has no control over its road allowances;
AND WHEREAS said ruling contravenes the provisions of the Municipal Act sections 9, 8 (1), 8 (2), 10 (2), 26 and 30 as provided for by the Province of Ontario;
AND WHEREAS the Provincial Government as a result has allowed Municipal powers to be removed without a clear notice, direction or policy;
NOW THEREFORE, the Council of the Town of Penetanguishene supports the Municipality of Grey Highlands pursuit to clarify the position of Municipalities in relation to the Green Energy Act;
AND THAT the Province be called upon to uphold the provisions of the Municipal Act with respect to the spheres of jurisdiction of a Municipality in relation to road allowances;
AND FURTHER THAT an amendment be put forward to amend the Green Energy Act to acknowledge the authority of Municipalities in reference to the use of road allowances by public utilities;
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Page 33 of 209 Town of Penetanguishene - Regular Council Minutes AND FINALLY THAT a copy of this resolution be forwarded to the Municipality of Grey Highlands, all Simcoe County Municipalities, the County of Simcoe, AMO, AMCTO, Province of Ontario and local MPP.
CARRIED
7 REPORTS OF MUNICIPAL OFFICIALS/ SECTIONS/ COMMITTEES/ BOARDS
(a) Report from the Director of Public Works re: Community Infrastructure Improvement Fund (FedDev) There are three potential projects that fit the criteria and timing constraints of the program. They are the Champlain Road Resurfacing, Maria Street Reconstruction (between Edward and Jeffery Street), and the Outfall for the Philip H. Jones Pollution Control Plant Expansion. It was noted that the applications have been submitted and a resolution of Council is required to ratify the submission. The full applications will be provided to Transportation and Environmental Services Section at their September meeting.
Moved by Councillor B. Saunders and Seconded by Deputy Mayor P. Marion
THAT as per the recommendation of the Transportation and Environmental Services Section, the Council of the Town of Penetanguishene ratify the submission of the following grant applications for funding under the Community Infrastructure Improvement Fund (FedDev): • Resurfacing of Champlain Road• Main Street STP Outfall• Maria Street Reconstruction (Jeffery Street to Edward Street)
CARRIED
(b) Report from the Director of Planning & Development and the Economic Development/Planning Technician re: Proposed Modified County of Simcoe Official Plan For information.
(c) Report from the Economic Development/Planning Technician re: Façade Improvement Application – 1 Water Street For information.
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Page 34 of 209 Town of Penetanguishene - Regular Council Minutes
(d) Report from the Economic Development/Planning Technician re: Façade Improvement Application – 131 Main Street As the work was initiated prior to submission of the application, the work would be ineligible for the façade grant program however Section felt that the application had merit and should be recommended to Council. It was confirmed that this would set a precedent; however; there had been a lack of clarity in the messaging to the business owners about the need to apply before starting the work.
Moved by Councillor D. Levy and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Planning & Development Services Section, the Council of the Town of Penetanguishene approve the Façade Improvement application for the property located at 131 Main Street up to a maximum of $2,000, subject to the following conditions in order to meet the eligibility requirements as outlined in the Façade Improvement Guidelines as follows: - Resolution of any outstanding Building Department work orders as they may relate to the application - Approval of building permit application (if required) - Submission of all invoices (stamped paid) and/or receipts pertaining to the approved works
AND THAT the applicant be advised accordingly with a copy of this report for information.
CARRIED
(e) Report from the Economic Development/Planning Technician re: Façade Improvement Application – 182 Main Street As with the previous agenda item, the work was initiated prior to submission of the application, however, Section felt that this application is still valid in all other respects and are requesting an exception from Council.
Moved by Councillor D. Levy and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Planning & Development Services Section, the Council of the Town of Penetanguishene recommends approve the Façade Improvement application for the
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Page 35 of 209 Town of Penetanguishene - Regular Council Minutes property located at 182 Main Street up to a maximum of $660.00, subject to the following conditions in order to meet the eligibility requirements as outlined in the Façade Improvement Guidelines as follows: - Resolution of any outstanding Building Department work orders as they may relate to the application - Approval of building permit application (if required) - Submission of all invoices (stamped paid) and/or receipts pertaining to the approved works
AND THAT the applicant be advised accordingly with a copy of this report for information.
CARRIED
(f) Report from the Director of Planning & Development re: Request for Extension to Draft Plan Approval from Barry Horosko (White Water Holdings Ltd.) Draft Plan Approval be extended for a further three (3) years due to the current state of the economy. Under the Planning Act, the Town has two options: either agree to an extension (whether it be for one, two or three more years); or decide not to extend the current draft plan approval.
It is the position of Town staff that the proposed multiple family housing project still has merit from a land use standpoint, and that the developers statements regarding the current financial situation are also valid. As a result, it is recommended that an extension for a further three (3) years would be in order.
Moved by Councillor D. Levy and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Planning & Development Services Section, the Council of the Town of Penetanguishene approve a three (3) year extension be granted to the draft plan approval - to October 25, 2015 – for the White Water Holdings Subdivision at 40 Thompsons Road subject to the developer being reminded of the Town‟s sewage treatment and water allocation policy.
CARRIED
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(g) Report from the Director of Planning & Development re: Rezoning of Town-owned land on west side of McGuire Road legally described as Part 5, Plan 51R-12492 For several years the Town has owned a 50 x 137 ft. vacant parcel of land located on the west side of McGuire Road.
These lands were originally reserved to allow for the possibility of extending a road and/or services from McGuire Road across Part 5 to link with the Fink Subdivision lands (currently vacant) immediately to the west enabling a road connection between McGuire Road and Fox Street and/or looping of services. However, this original proposal has been reconsidered and Public Works staff now believes the road and service extensions are unnecessary.
Moved by Councillor D. Levy and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Planning and Development Services Section, the Council of the Town of Penetanguishene authorizes that, given the planning merit of rezoning the Town-owned land located between 14 and 16 McGuire Road to enable „infill‟ development, staff be authorized to prepare the necessary notice and scheduling of a statutory public meeting for the proposed zoning by-law amendment at the earliest possible date including a reduction in the minimum ground floor area to 58 sq. meters.
CARRIED
(h) Report from the CAO re: Sale of Vacant Multi-Residential Blocks in the Rolling Sands Subdivision The Mayor reaffirmed his pecuniary interest with this item and refrained from the discussion and vote.
The Mayor turned the Chair over to Deputy Mayor P. Marion.
The Rolling Sands subdivision created by the Town included multi- residential blocks which were zoned for this purpose. In 2008/2009, the Growth Management Strategy reconfirmed that these lands were surplus to the Town's needs and should be developed. In the fall of 2011, Planning & Development Services Section requested a briefing on the Town owned development lands in the Rolling
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Page 37 of 209 Town of Penetanguishene - Regular Council Minutes Sands subdivision. A presentation to Section was made in Closed Session at the December 13, 2011, meeting. As part of the 2012 budget and work plan, planning staff was directed to prepare a full report on the development lands available for sale including options. This report was presented to Planning & Development Services Section in Closed Session at its June 19, 2012 meeting.
A report and recommendations were then presented to Council at its June 27, 2012 meeting in Closed Session to offer the lands for sale by way of a Request for Proposal.
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Finance & Corporate Services Section, the Council of the Town of Penetanguishene reaffirm the declaration of the multi-residential blocks in the Rolling Sands Subdivision as being surplus to the Town‟s needs;
AND THAT the Request for Proposals prepared and circulated by Town staff in accordance with Council‟s direction be received and referred to full Council for information.
CARRIED
(i) Update Report from the Tourism and Events Coordinator re: Tall Ship Tour on August 23 – 25, 2013 The Mayor resumed his role as Chair at this time.
The Ontario Ministry of Tourism & Culture has approved the Blockbuster Grant application for the Tall Ships 1812 Commemoration Tour (Working Title), which will celebrate the Bicentennial of the War of 1812. Funding in the amount of $880,000 has been awarded for the Tall Ships 2013 Pan Provincial Commemoration Tour, which will celebrate/honour the Bicentennial for the War of 1812. All negotiations on behalf of Penetanguishene will be based on total ship fees not to exceed $35,000 as outlined in the budget included in this report.
Members of Council discussed the report at length and the financial commitment required in relation to other budget needs. Further discussion took place in reference to land based vs. tall ship activities.
Moved by Councillor H. Luzius and Seconded by Councillor D. Levy
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Page 38 of 209 Town of Penetanguishene - Regular Council Minutes
THAT as per the recommendation of the Recreation & Cultural Services Section, the Council of the Town of Penetanguishene direct staff to proceed with the submission of the Tall Ship America Port Organizer Agreement to designate the Historic Port of Penetanguishene as an Official TALL SHIPS CHALLENGE Port Organizer at the in 2013;
AND THAT as per the recommendation of the Finance & Corporate Services Section, the Council of the Town of Penetanguishene approve that the necessary funds be allocated from:
2012 Regional Events $10,000 Regional Special Events Reserve Transfer $ 9,000
AND FURTHER THAT the additional $10,000 required for the Tall Ship Tour including land based activities be pre-approved for inclusion in the 2013 Regional Events budget.
CARRIED
(j) Follow-up Report from the Town Clerk in Consultation with the Manager of Recreation Services and MLEO (See By-laws 2012-53 and 2012-54) re: Management of Dogs on Town Beach Areas and Swimming Areas (Proposed Amendments to the Parks (2011- 60) and Animal Control (2011-51) By-laws) At the June Section meeting, staffs were requested to research and report on options for managing dogs on Town beaches and swimming areas at Huronia and Penetanguishene Rotary Parks. RCS is promoting the two waterfront beaches as a place for families to safely enjoy the water and park amenities.
This strategy is for both residents and for the tourists who visit Penetanguishene. The Manager of Recreation Services, Municipal Law Enforcement Officer and Town Clerk met to discuss the current issues arising at both Huronia and Penetanguishene Rotary Parks in reference to dogs on the beach and made recommendations for the designated swimming areas.
Moved by Councillor H. Luzius and Seconded by Mayor G. Marshall
THAT as per the recommendation of the Recreation & Cultural Services Section, the Council of the Town of Penetanguishene
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Page 39 of 209 Town of Penetanguishene - Regular Council Minutes approve the proposed amendments to the Town Parks (2011-60) and Animal Control (2011-51) By-laws as a means of managing dogs on Town beaches and swimming areas at Huronia and Penetanguishene Rotary Parks;
AND THAT staff be directed to install the appropriate signage at both Huronia and Penetanguishene Rotary Parks;
AND FINALLY THAT staff be directed to bring forward the necessary By-law amendments for Council approval.
CARRIED
(k) Update Report from the C.A.O. re: Memorial Park Accessibility Upgrades – Barrier Free Parking The need for certain accessibility upgrades at Memorial Park has been identified in the Town‟s Accessibility Plan for a number of years. In 2009, a formal complaint was lodged against the Town through the Human Rights Commission. To resolve the complaint during the mediation process, the Town agreed that the accessibility upgrades for Memorial Park would be completed during the Maria Street reconstruction by not later than December 31, 2012. The subject of this report is specifically the barrier free parking area. It is the joint recommendation of the C.A.O., Director of Public Works, Manager of Recreation Services and the Accessibility Consultant that the Town proceed with the original option being a barrier free parking area that is accessed via a driveway that can also be used for park maintenance access. This is also supported by the Accessibility Advisory Committee members who have reported back on the two parking options.
The Director of Public Works outlined the project in further detail for Council. It was noted that the accessibility upgrades are being done at a cost of $60,000 including the barrier free parking, barrier free walkway and barrier free access ramps/walkways from both Main and Maria Streets along with some park amenities.
Moved by Councillor H. Luzius and Seconded by Mayor G. Marshall
THAT Council received the report on the Memorial Park accessibility upgrades project;
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Page 40 of 209 Town of Penetanguishene - Regular Council Minutes AND THAT staff be directed to proceed with the recommended barrier free off street parking area at Memorial Park including the revisions identified as a result of the site review;
AND FURTHER THAT Council endorse the installation of the storm sewer connection at this time as per the original tender; AND FINALLY THAT instructions be issued to the contractor accordingly.
CARRIED
At the leave of Council, Council moved to item 7o)
(l) Report from the Manager of Recreation Services re: Memorial Park Signage Revised Report for Council #264 The Penetanguishene Rotary Club has informed the Town that due to a change in their fiscal year funding for 2012 will not be forthcoming. The Rotary Club may be able to re-apply for funding again for 2013 but the amount would be $6,000.00 and not the original $7,500.00 committed. The Town would then have to refurbish the sign again to last through the winter months.
The recommended alternative is to proceed with the project in 2012 and have the bottom of the sign with no logo. This would leave space for a potential sponsor of the sign to be applied at a later date under a sponsorship program. Use of the community signboard by Rotary would then be governed by the proposed new community signboard policy rather than a separate agreement which is currently the case and gives the Rotary Club first rights to any promotion on the sign every third week in the month. Given that the new electronic signboard would be able to accommodate more than one message it is anticipated that any Rotary requests could be processed under the new policy.
Moved by Councillor H. Luzius and Seconded by Mayor G. Marshall
THAT as per the recommendation of the Recreation & Cultural Services Section, the Council of the Town of Penetanguishene approve that, to enable the project to proceed as planned in 2012, the Town assume all costs for the Memorial Park electronic signboard;
AND THAT the additional funds ($7500) be funded through the Memorial Park capital project;
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Page 41 of 209 Town of Penetanguishene - Regular Council Minutes AND FURTHER THAT the Penetanguishene Rotary Club be advised of Council‟s decision and the Manager discuss other possible partnerships with Rotary for 2013.
CARRIED
Council recessed for a 10 minute break. 111 (m) Report from the Treasurer re: Grants Paid from 2011 Surplus Council reconvened at 8:45 p.m.
The Town of Penetanguishene makes annual grants and contributions to a number of external groups and agencies.
Due to the current budget constraints the Town is facing, a review of the process pertaining to payment of said contributions was discussed during the 2011 budget process. There is no budget impact as prior year‟s surplus will be used to fund the grants, as the Council policy adopted at the time of the adoption of the 2011 budget.
Several members of Council outlined their positions and concerns with the grant requests, particularly for operational items rather than capital requests for specific items.
Councillor Saunders put forward a motion to divide the motion to vote on each request individually. As a result, each request was presented as a separate motion.
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Finance and Corporate Services Section and based on confirmation of year end surplus in the 2011 audited financial statements, the Council of the Town of Penetanguishene approve the payment of the following grant(s) from 2011 General Revenue Fund Surplus: • Physician Recruitment $5,750 (2012)
CARRIED
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
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Page 42 of 209 Town of Penetanguishene - Regular Council Minutes THAT as per the recommendation of the Finance and Corporate Services Section and based on confirmation of year end surplus in the 2011 audited financial statements, the Council of the Town of Penetanguishene approve the payment of the following grant(s) from 2011 General Revenue Fund Surplus: • Georgian Bay General Hospital $10,000 (final payment in 5 year commitment)
CARRIED
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Finance and Corporate Services Section and based on confirmation of year end surplus in the 2011 audited financial statements, the Council of the Town of Penetanguishene approve the payment of the following grant(s) from 2011 General Revenue Fund Surplus: • Community REACH (TLC) $3,500 (paid from the Transportation Study capital account)
CARRIED
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Finance and Corporate Services Section and based on confirmation of year end surplus in the 2011 audited financial statements, the Council of the Town of Penetanguishene approve the payment of the following grant(s) from 2011 General Revenue Fund Surplus: • Out of the Cold $1,000 (one time capital commitment)
CARRIED
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Finance and Corporate Services Section and based on confirmation of year end surplus in the 2011 audited financial statements, the Council of the Town of Penetanguishene approve the payment of the following grant(s) from 2011 General Revenue Fund Surplus:
AND THAT no grants be made to the following organization:
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Page 43 of 209 Town of Penetanguishene - Regular Council Minutes • Eco Huronie
AND FINALLY THAT the organizations be notified accordingly.
CARRIED
(n) Correspondence from the County of Simcoe (See By-law 2012-55) re: Municipal Green Bin Supply The County of Simcoe has notified the Town of changes in reference to the cost of distributing green bins to area residents. Section reviewed two options and is recommending the following to Council.
Moved by Councillor B. Saunders and Seconded by Deputy Mayor P. Marion
THAT as per the recommendation of the Transportation & Environmental Services Section, the Council of the Town of Penetanguishene approve that the cost of green bins to Town residents at a cost of $15.00 per bin payable by the residents;
AND THAT the Clerk be directed to bring forward the necessary amendment to the Town's Composite Fee By-law.
CARRIED
(o) Update Report from the Director of Public Works (See By-law 2012-49) re: Proposed One-Way Traffic on Harriet Street (Robert Street to Jeffery Street) and changes to the Parking Restrictions on Jeffery Street, Lucy Street, Anne Street and Harriet Street On June 27th, 2012, Council approved on-street parking alterations and traffic flow changes to the streets immediately adjacent to Georgian Bay General Hospital (Penetanguishene Site) and the Georgian Manor. Prior to the adoption of a by-law or an amendment to an existing by-law that would enforce the parking and traffic alterations listed above, notice must be given to the affected stakeholders and the general public. During the notice period the Town received written responses from various Town Departments, stakeholders and the general public including concerns in relation to proposed one way traffic on Harriet Street, particularly from the Church and Georgian Manor.
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Page 44 of 209 Town of Penetanguishene - Regular Council Minutes As a result, the proposed changes brought forward for Council approval are focused on expanding parking times at the various locations.
Moved by Councillor B. Saunders and Seconded by Deputy Mayor P. Marion
THAT as per the recommendation of the Transportation & Environmental Services Section, the Council of the Town of Penetanguishene receive the comments from the affected stakeholders in response to the proposed traffic and parking changes on Harriet Street, Jeffery Street, Anne Street and Lucy Street;
AND THAT, in accordance with the recommendations of Town staff and Section, Council approves that:
Harriet Street between Robert Street East and Jeffery Street - Maintain two way traffic on Harriet Street until fate of Georgian Manor is known. - Increase in existing timed parking restrictions on west side from 2 hours to 4 hours on the west side.
Jeffery Street - Increase in existing timed parking restrictions from 2 hours to 4 hours on the south side. Anne Street - Removal of existing timed parking restrictions on the west side. Lucy Street - Unrestricted parking on the west side of Lucy Street - No parking on the east side of Lucy Street
AND THAT the Town Clerk be directed to finalize the by-law accordingly for passage by Council.
CARRIED
Council resumed the agenda and returned to item 6. d)
(p) Report from the Municipal Law Enforcement Officer (See By- law 2012-56) re: Proposed New By-law to Provide for the Regulation and Control of Cats within the Town of Penetanguishene The Town's current By-law regulating cat is unenforceable do to the provisions which are included in it. The new By-law will enable staff and Animal Control Officers to enforce the provisions on a re-active basis when complaints are received.
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Page 45 of 209 Town of Penetanguishene - Regular Council Minutes Moved by Councillor J. Robitaille and Seconded by Councillor D. O'Shea
THAT as per the recommendation of the Finance and Corporate Services Section, the Council of the Town of Penetanguishene approve that By-law 1997-23 as amended, being a By-law to Regulate and Control Cats within the Town of Penetanguishene be repealed and replaced with the new proposed By-law as presented;
AND THAT the Clerk be directed to bring forward the necessary By-law for Council approval.
CARRIED
(q) Report from the Town Clerk (See By-law 2012-57) re: Annual Update to the Records Retention By-law (2011- 13) The Clerk has received and reviewed the annual update for 2012 from the consultant. There are limited changes to the retention schedule itself; however, there have been significant changes to the citation schedule that references applicable legislation. Now that the legislative review is complete, the Clerk‟s Department is recommending an amendment to the 2011-13 Records Retention By-law to reflect legislative changes together with any other amendments to reflect the current operational requirements. It was noted that this service is very cost effective and reduces staff time spent on legislative review.
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Finance and Corporate Services Section, the Council of the Town of Penetanguishene approve that By-law 2011-13 Records Retention By-law, be amended to reflect the updated legislative requirements;
AND THAT staff be directed to bring forward the necessary By-law amendment for Council approval and Town Auditor endorsement.
CARRIED
(r) Report from the Town Clerk re: Community Message Display Boards/Signs Policy The Town recognizes the importance of providing public information service and promotes the municipality‟s commitment to
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Page 46 of 209 Town of Penetanguishene - Regular Council Minutes increasing communication to its residents; however, the demand and cost of doing so must not adversely affect the operations of the Town.
An increase in the number of public requests to utilize the signs has prompted Department Heads to review the need for a formal policy with respect to the placement of messages on these boards/signs.
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Finance and Corporate Services Section, the Council of the Town of Penetanguishene adopt the Community Message Display Boards/Signs Policy as presented.
CARRIED
(s) Report from the Town Clerk re: Town Graffiti Removal Policy A recent increase in graffiti throughout Town has prompted Section to request staff to review the potential development of a Graffiti By- law and to review anti-graffiti programs in place in other communities.
In June, Section and Council endorsed a pro-active approach to Graffiti Management which included the development of a Graffiti Removal Policy. Based on the Township of Springwater‟s policy approach, the policy for the Town aims to set an example for businesses and home owners about the importance of removing visible graffiti from their properties. Clarification was provided by the CAO pertaining to the adoption of a policy as opposed to a By-law.
Moved by Councillor D. Levy and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Planning & Development and Finance & Corporate Services Sections, the Council of the Town of Penetanguishene adopt the Graffiti Removal Policy;
AND THAT financial consideration be included in the 2013 By-law Enforcement budget for the removal of graffiti on Town owned assets;
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Page 47 of 209 Town of Penetanguishene - Regular Council Minutes AND FINALLY THAT staff be directed to work in cooperation with the Penetanguishene Police Services Board, OPP, Downtown Improvement Committee, local businesses, local utility providers and local schools to promote the policy and reporting system.
CARRIED
(t) Report from the Town Clerk re: Annual Reporting of Council Attendance at Meetings (Council and Coordinated Section) At the June Finance & Corporate Services Section meeting, staffs were requested to research and report on options for reporting Council Member attendance at Council and Coordinated Section meetings.
The annual Council Attendance report would be presented in conjunction with the required Council Remuneration report.
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT as per the recommendation of the Finance and Corporate Services Section, the Council of the Town of Penetanguishene approve the inclusion of an annual reporting mechanism to outline Council Member attendance at Council and Coordinated Section meetings and Town Advisory Committees and Boards;
AND THAT "regrets" also be noted in each meeting minutes and the annual report;
AND FURTHER THAT said report will be made available to the public in conjunction with the Annual Remuneration Report for members of Council retroactive to January 1, 2012.
CARRIED
8 NEW AND UNFINISHED BUSINESS
(a) Update Presentation from the Mayor re: Midland/Penetanguishene Joint Efficiency Task Force (MPJet) & Economic Action Initiative (EAI) The Mayor provided a presentation to Council on the Midland/Penetanguishene Joint Efficiency Task Force (MPJet) & Economic Action Initiative (EAI) and their activities to date.
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Page 48 of 209 Town of Penetanguishene - Regular Council Minutes MPJET• Launched off of Joint Urban Growth Node• Focused together on Joint Node issues• Looked at joint Policing• Applied together for the Water connection on Fuller• Considered joint Sub Committees• Transit• Benefit Plans• Joint purchasing
MPJET - Successes• We are a Node (Primary Settlement Area) • Joint Tendering - vehicles, others being explored (i.e. fuel, sidewalk tenders)• Shared Mechanics – vehicle certification• CBO‟s meet – fee structure• Group Benefits review completed• Shared equipment – vacuum truck, wood chipper, breakdown• Accessibility Committee joint review of transportation regulation• Honeywell review
Huronia Economic Alliance All four councils see merit in working together Business community sees benefit Greater Strength when we work collectively together One off partnering amongst the groups makes sense Four pillars – Manufacturing, Health Care, Agriculture and Tourism Website Underway Branding underway Other Partnering Transit = Waypoint – Ministry – Penetanguishene Signage = RTO 7 – County – Penetanguishene Destination attraction = Way we were – Hotelier – Penetanguishene Expression of Interest with Building Community Province wide – via broadband Councillor Saunders stressed the need for Council as a whole to define their priorities via strategic planning in order to identify their accomplishments to date and goals moving forward.
For information.
(b) Reappointment to the Committee of Adjustment (Member of Council) It was noted that Council member appointments are required to be ratified annually for the Committee of Adjustment.
Moved by Councillor J. Robitaille and Seconded by Mayor G. Marshall
THAT in accordance with the Planning Act, R.S.O. 1990, CHAPTER P.13, section 44. (3), the Council of the Town of Penetanguishene reaffirm the appointment of Councillor Debbie Levy to the Town of Penetanguishene Committee of Adjustment for the 2012 calendar year.
CARRIED
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Page 49 of 209 Town of Penetanguishene - Regular Council Minutes
(c) Correspondence from the Mayor's of North Simcoe re: Lake Levels of Lake Huron and Georgian Bay Moved by Councillor H. Luzius and Seconded by Mayor G. Marshall
THAT the Council of the Town of Penetanguishene ratify the submission of the letter to MP Bruce Stanton pertaining to lake levels of Lake Huron and Georgian Bay.
CARRIED
(d) Report from the Engineering Technician re: Energy Management Plan and County Energy RFP The Town of Penetanguishene has been advised of an Energy Request for Proposal (RPF) that has been completed by the County of Simcoe.
The County has offered Honeywell and 360 Energy services to its 16 lower-tier municipalities at the same rate as the County. The services offered by Honeywell and 360 Energy go above and beyond the scope of the EMP but would include energy conservation programs and upgrading systems to increase efficiency and generate actual energy savings.
Moved by Councillor B. Saunders and Seconded by Deputy Mayor P. Marion
THAT Council receive the report re: Energy Management Plan and the County Energy RFP for information;
AND THAT the Engineering Technician be designated as the Town‟s representative on the County led Energy Management Team for information sharing purposes.
CARRIED
(e) Update Report from the Economic Development/Planning Technician and C.A.O. re: Twinning Relationships and Visit from Mayor of Shinano Twin towns or sister cities are two terms used to describe the cooperative agreements between municipalities in geographically and politically distinct areas for the purpose of promoting cultural and commercial ties. In the last several months, Mayor Gerry
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Page 50 of 209 Town of Penetanguishene - Regular Council Minutes Marshall and the Mayor of Shinano, Nagano, Japan has exchanged e-mails about the potential opportunity to twin the two towns. Preliminary research was provided to Planning & Development Services Section in June 2012 and at the time it was recommended that staff conduct further research on twinning initiatives and report back to Council.
At the Francophone consultation session for the Strategic Plan update, it was also proposed that the Town of Penetanguishene twin with bilingual communities in other Canadian Provinces to share ideas on how to maintain and support the French language and culture in predominantly English areas of the country. The Mayor has also commenced some discussions with communities in the Province of Quebec to explore the possibility of twinning with Penetanguishene. While the Ville de Quebec was not interested in twinning, an offer was made to assist with identifying possible partners. The Mayor has also been in contact with the Wendaki First Nation to discuss a possible partnership between our historically connected communities as part of Huronia. Council as a whole should determined whether twinning relationships are a strategic priority for the Town. In addition, Council should determine when, where and whether to twin with another community.
Moved by Councillor H. Luzius and Seconded by Councillor D. Levy
THAT the Mayor be authorized to expend up to $1,000 to host the Mayor of Shinano, Japan in October of 2012 as a one-time expense to come from Corporate Relations in the Council budget;
AND THAT twinning relationships be referred to a Special Council meeting to discuss whether twinning is a strategic priority of the Town prior to the development of a criteria to determine when and where to twin with another community as well as the identification of additional funds and resources (both Town and Community) needed for this purpose in conjunction with the 2013 Council budget review.
CARRIED
(f) On Desk Report from the Manager of Recreation Services re: Rotary Park Washrooms - Additional Costs Council took a brief recess and reconvened at 9:55 p.m.
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Page 51 of 209 Town of Penetanguishene - Regular Council Minutes The Manager of Recreation Services provided Council with an on desk report in reference to unforeseen issues with the construction of the Rotary Park washrooms.
Excavation for the foundation of the new washroom in Rotary Park resulted in finding poor soil conditions and rotting timber members as well as water. In order that the project could continue to move forward, Terraprobe was authorized by the C.A.O. and Manager of Recreation Services to do an additional soil investigation on this particular site. The Terraprobe report was received on August 14th and information forwarded to EHL Home Management as the contractor. Helical pile contractors were then contacted by EHL to design a new foundation based on the engineered drawings of the washroom building from Maple Leaf Industrial and Steenhof Building Services. In addition, an engineered fill and floating slab option has also been discussed with EHL homes as per a suggestion from the Chief Building Official. At the leave of Council, Clare Boudreau spoke to the options considered, history of soils in Penetanguishene and recommended options for a foundation at this location to meet all Code requirements.
The C.A.O. provided additional information on the recommended helical piles which is the same type of piles used for the Main Street Sewage Treatment Plant construction project. It was noted that the original building and location considered by Council was more expensive and involved a smaller washroom facility.
Moved by Deputy Mayor P. Marion and Seconded by Councillor B. Saunders
THAT Council approve the additional funds associated with the foundation for the Rotary Washroom in the estimated amount of $40,749.51 plus dewatering;
AND THAT the additional funds be allocated from the insurance proceeds and the remaining funds from the Memorial Park Accessibility Project;
AND FURTHER THAT staff be directed to report back at the next Recreation & Cultural Services Section and Finance & Corporate Services Section meeting.
CARRIED
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Page 52 of 209 Town of Penetanguishene - Regular Council Minutes
9 NOTICES OF MOTION None were presented.
10 BY-LAWS
(a) (T&E) By-law 2012-49 To Amend By-law 2012-23, Being a By-law Consolidating the Traffic/Parking and Use of Highway Regulations of The Corporation of the Town of Penetanguishene (Jeffery, Lucy, Anne and Harriet Streets) Moved by Councillor B. Saunders and Seconded by Deputy Mayor P. Marion
THAT By-law 2012-49, Being a By-law to Amend By-law 2012-23, Being a By-law Consolidating the Traffic/Parking and Use of Highway Regulations of The Corporation of the Town of Penetanguishene (Jeffery, Lucy, Anne and Harriet Streets), be read a first time and deemed to be read a second time and third time and carried.
CARRIED
(b) (P&D) By-law 2012-50 To Amend Zoning By-law 2000-02, as amended of The Corporation of the Town of Penetanguishene (Remove “H” Symbol from the North Half of 65 McArthur Road) Moved by Councillor D. Levy and Seconded by Councillor J. Robitaille
THAT By-law 2012-50, being a By-law to Amend Zoning By-law 2000-02, as amended of The Corporation of the Town of Penetanguishene (Remove “H” Symbol from the North Half of 65 McArthur Road), be read a first time and deemed to be read a second time and third time and carried.
CARRIED
(c) (P&D) By-law 2012-52 To Repeal By-law 2005-105, Being a By-law to Provide for the Entering into an Agreement with Patrick Mark Garratt and
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Page 53 of 209 Town of Penetanguishene - Regular Council Minutes Kelly Marie Garratt (Encroachment 17 Dufferin Street) As the encroachment has been removed, the Town is able to repeal the original by-law. Survey stakes were utilized to determine the removal of the encroachment.
Moved by Councillor D. Levy and Seconded by Councillor J. Robitaille
THAT By-law 2012-52, Being a By-law to Repeal By-law 2005-105, Being a By-law to Provide for the Entering into an Agreement with Patrick Mark Garratt and Kelly Marie Garratt (Encroachment 17 Dufferin Street), be read a first time and deemed to be read a second time and third time and carried.
CARRIED
(d) (RCS) By-law 2012-53 To Amend By-law # 2011-60, Being a By-law Provide for the Management, Controls, Regulations, Maintenance and Usage of all Parklands, Trails, Green Open Space Properties and other Public Facilities Owned and/or Leased by the Town of Penetanguishene (Dogs on Beaches and in Water) Moved by Councillor H. Luzius and Seconded by Councillor D. Levy
THAT By-law 2012-53, being a By-law to Amend By-law # 2011-60, Being a By-law Provide for the Management, Controls, Regulations, Maintenance and Usage of all Parklands, Trails, Green Open Space Properties and other Public Facilities Owned and/or Leased by the Town of Penetanguishene (Dogs on Beaches and in Water), be read a first time and deemed to be read a second time and third time and carried.
CARRIED
(e) (RCS) By-law 2012-54 To Amend By-law 2011-51, Being a By-law to Provide for the Licensing, Regulating and for the Control of Dogs within The Corporation of the Town of Penetanguishene (Dog Beach and Dog Swimming Areas) Moved by Councillor H. Luzius and Seconded by Councillor D. Levy
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Page 54 of 209 Town of Penetanguishene - Regular Council Minutes THAT By-law 2012-54, being a By-law to Amend By-law 2011-51, Being a By-law to Provide for the Licensing, Regulating and for the Control of Dogs within The Corporation of the Town of Penetanguishene (Dog Beach and Dog Swimming Areas), be read a first time and deemed to be read a second time and third time and carried.
CARRIED
(f) FCS) By-law 2012-55 To Amend By-law 2010-61, as amended, a By-law to Establish and Approve the Fees and Charges of the Town of Penetanguishene (Administration – Green Bins) Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT By-law 2012-55, Being a By-law to Amend By-law 2010-61, as amended, a By-law to Establish and Approve the Fees and Charges of the Town of Penetanguishene (Administration – Green Bins), be read a first time and deemed to be read a second time and third time and carried.
CARRIED
(g) (FCS) By-law 2012-56 To Provide for the Control of Domestic Cats and to Repeal By-law No. 1997-23 Moved by Councillor J. Robitaille and Seconded by Councillor D. O'Shea
THAT By-law 2012-56, Being a By-law to Provide for the Control of Domestic Cats and to Repeal By-law No. 1997-23, be read a first time and deemed to be read a second time and third time and carried.
CARRIED
(h) (FCS) By-law 2012-57 To Amend By-law 2011-13 Being a By-law to Establish a Schedule of Retention Periods for the Records of The Corporation of the Town of Penetanguishene
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Page 55 of 209 Town of Penetanguishene - Regular Council Minutes Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT By-law 2012-57, Being a By-law to Amend By-law 2011-13 Being a By-law to Establish a Schedule of Retention Periods for the Records of The Corporation of the Town of Penetanguishene, be read a first time and deemed to be read a second time and third time and carried.
CARRIED
(i) (FCS) By-law 2012-58 (RP to be inserted) To Declare Surplus and Sell Lot 14 on Registered Plan 1486 in the Town of Penetanguishene, More Particularly Described as Parts X and Y on Reference Plan 51R-XXXXX (235 Gordon Drive) It was noted that the parts and reference plan numbers would be included in the final By-law once the survey has been registered.
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT By-law 2012-58 to Declare Surplus and Sell Lot 14 on Registered Plan 1486 in the Town of Penetanguishene, More Particularly Described as Parts ___ and ___ on Reference Plan 51R-______(235 Gordon Drive), be read a first time and deemed to be read a second time and third time and carried.
CARRIED
(j) (FCS) By-law 2012-59 To ratify the acquisition of land by court order (Part of Lot 6, W/S Maria Street, Plan 404, Penetanguishene as in PE2899 being PIN 58440-0181 LT) being part of Memorial Park Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT By-law 2012-59, Being a By-law to ratify the acquisition of land by court order (Part of Lot 6, W/S Maria Street, Plan 404, Penetanguishene as in PE2899 being PIN 58440-0181 LT) being part of Memorial Park, be read a first time and deemed to be read a second time and third time and carried.
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Page 56 of 209 Town of Penetanguishene - Regular Council Minutes CARRIED
(k) By-law 2012-60 To Confirm Proceedings of the Regular Council of the Corporation of The Town of Penetanguishene at its Regular Council Meeting Held on August 29th, 2012, and the Special Council Meetings Held on August 9th, and August 14th, 2012. Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT By-law 2012-60, being a By-law to confirm proceedings of the Regular Council of the Corporation of The Town of Penetanguishene at its regular Council meeting held on August 29th, 2012, and the Special Council meetings held on August 9th, and August 14th, 2012, be read a first time and deemed to be read a second time and third time and carried.
CARRIED
11 ANNOUNCEMENTS AND INQUIRIES Councillor Saunders raised a question pertaining to properties that sell and currently have tax arrears. The Finance Chair and Deputy Mayor responded with the requested information and indicated that the property taxes are associated with the property not the owner and as such, the Town retains the ability to collect the tax arrears in the event that payment is not made at the time of sale.
The Mayor indicated that he would like to provide a presentation at a future meeting outlining the Town's accomplishments over the past two years.
12 QUESTION PERIOD FROM MEDIA AND PUBLIC None were brought forward.
13 IN-CAMERA ITEMS
(a) Convene in Closed Session THAT in accordance with the Town of Penetanguishene Procedural By-law 2011-100, the Council of the Town of Penetanguishene move into an in-camera session to discuss:
- the security of the property of the municipality or local board. - a proposed or pending acquisition or disposition of land by the municipality or local board.
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Page 57 of 209 Town of Penetanguishene - Regular Council Minutes Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
CARRIED
Council took a brief recess and reconvened in camera at 10:45 p.m.
The Deputy Clerk assumed the role as recording secretary in the absence of the Clerk.
(b) Report from C.A.O. to Finance & Corporate Services Section and Verbal Update re: Proposed Land Sale to Conseil scolaire de district catholique Centre-Sud – Parking Lot for Ecole St. Louis and Phil Marchildon Park on Dufferin Street
(c) Report from the CAO re: Land Sale of Building Lot on Town owned property on McGuire Road known as Part of Park Lot 8 South Side of Yeo Street and more specifically referred to as Part 5 Plan 51R- 12492
(d) Arise from Closed Session THAT the Council of the Town of Penetanguishene rise from in- camera session with a report.
Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
CARRIED
14 REPORTS FROM IN-CAMERA MEETING HELD
(a) Report from C.A.O. to Finance & Corporate Services Section and Verbal Update re: Proposed Land Sale to Conseil scolaire de district catholique Centre-Sud – Parking Lot for Ecole St. Louis and Phil Marchildon Park on Dufferin Street Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT Council endorses in principle the proposed land sale to Conseil scolaire de district catholique Centre-Sud in relation to the
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Page 58 of 209 Town of Penetanguishene - Regular Council Minutes shared parking Lot for Ecole St. Louis and Phil Marchildon Park on Dufferin Street;
AND THAT the existing parking lot be declared surplus to the Town subject to confirmation from the Town Solicitor in relation to the need for an access easement for Phil Marchildon Park and/or the registration of the joint parking arrangements on title as well as a right of first refusal;
AND FURTHER THAT the C.A.O. continue to research whether additional lands are required for parking purposes and whether any such lands may be declared surplus by the Town;
AND FINALLY THAT the C.A.O. be authorized to negotiate the terms of the land sale with the School Board in accordance with the Land Sale By-law including the giving of notice and report back to Finance & Corporate Services Section .
CARRIED
(b) Report from the CAO re: Land Sale of Building Lot on Town owned property on McGuire Road known as Part of Park Lot 8 South Side of Yeo Street and more specifically referred to as Part 5 Plan 51R- 12492 Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT the Report from the C.A.O. re: Land Sale at the Town owned property McGuire Road the Town owned property known as Part of Park Lot 8 South Side of Yeo Street and more specifically referred to as Part 5 Plan 51R-12492 be received;
AND THAT as per the recommendation of the Finance & Corporate Services Section, the Council of the Town of Penetanguishene declare the lands surplus to the Town‟s needs and the lands offered for sale by public bid as the adjacent land owners have declined the offer to purchase;
AND FURTHER THAT the Civic Addressing be adjusted in this area to accommodate the new building lot and notice given accordingly;
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Page 59 of 209 Town of Penetanguishene - Regular Council Minutes AND FINALLY THAT the C.A.O. be directed to proceed in accordance with the Town‟s Land Sale By-law, including the giving of Notice.
CARRIED
15 ADJOURNMENT The meeting adjourned at 10:55 p.m.
MAYOR
CLERK
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Page 60 of 209
The Corporation of The Town of Penetanguishene SPECIAL COUNCIL MEETING PLANNING MEETING ROOM, TOWNHALL WEDNESDAY SEPTEMBER 12, 2012 at 8:30 PM
MINUTES
PRESENT: Mayor G. Marshall, Deputy Mayor P. Marion, Councillors E. Chapelle, D. Levy, H. Luzius, B. Saunders, J. Robitaille, D. O'Shea, M. Mayotte
ALSO PRESENT: J. Gignac, Acting Clerk and A. Mae, Solicitor
1 CALL TO ORDER The Mayor called the meeting to order at 8:40 p.m.
2 DECLARATION OF PECUNIARY INTEREST None were declared.
3 IN-CAMERA ITEMS
(a) Convene in Closed Session Moved by Councillor E. Chapelle and Seconded by Councillor H. Luzius
THAT in accordance with the Town of Penetanguishene Procedural By-law 2011-100, the Council of the Town of Penetanguishene move into an in-camera session to discuss:
- personal matters about an identifiable individual, including municipal or local board employees. - advice that is subject to solicitor-client privilege, including communications necessary for that purpose.
CARRIED
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Page 61 of 209 Town of Penetanguishene - Special Council Minutes
(b) Correspondence from the Mayor re: Delegation of Duties
(c) Performance Evaluation of a Municipal Employee
(d) Arise from Closed Session Moved by Councillor B. Saunders and Seconded by Councillor J. Robitaille
THAT the Council of the Town of Penetanguishene rise from in- camera session with a report.
CARRIED
4 REPORTS FROM IN-CAMERA MEETING HELD
(a) Correspondence from the Mayor re: Delegation of Duties For information.
(b) Performance Evaluation of a Municipal Employee Moved by Councillor D. O'Shea and Seconded by Councillor B. Saunders
Individual #2 THAT the Council of the Town of Penetanguishene direct the Solicitor, John Gignac to proceed as directed in accordance with the instructions provided during the in camera session.
Councillor M. Mayotte no Councillor E. Chapelle no Councillor D. Levy yes Councillor H. Luzius yes Deputy Mayor P. Marion no Councillor D. O'Shea yes Councillor J. Robitaille yes Councillor B. Saunders yes Mayor G. Marshall yes
CARRIED 6/3
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Page 62 of 209 Town of Penetanguishene - Special Council Minutes
A recorded vote was requested.
Moved by Councillor D. Levy and Seconded by Councillor H. Luzius
Individual #1 THAT the Council of the Town of Penetanguishene direct the Solicitor, John Gignac to proceed as directed in accordance with the instructions provided during the in camera session.
Councillor M. Mayotte no Councillor E. Chapelle no Councillor D. Levy yes Councillor H. Luzius yes Deputy Mayor P. Marion no Councillor D. O'Shea no Councillor J. Robitaille yes Councillor B. Saunders yes Mayor G. Marshall yes
CARRIED 5/4
5 ADJOURNMENT The meeting adjourned at 10:45 p.m.
MAYOR
CLERK
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Page 63 of 209
PENETANGUISHENE SPECIAL COUNCIL COUNCIL CHAMBERS, TOWNHALL, MONDAY SEPTEMBER 17, 2012, AT 7:00 PM
MINUTES
PRESENT: Mayor G. Marshall, Deputy Mayor P. Marion, Councillors D. Levy, H. Luzius, B. Saunders, J. Robitaille, D. O'Shea, M. Mayotte
Regrets: Councillor E. Chapelle
Also Present: P. Ryan, Fire Chief/Acting C.A.O., H. Bryce Town Clerk, Midland Free Press
1. CALL TO ORDER The Mayor called the meeting to order at 7:00 p.m.
2. DECLARATION OF PECUNIARY INTEREST None were declared at this time.
3. NEW AND UNFINISHED BUSINESS
i) Ongoing Operations The Mayor reported that Paul Ryan is currently been appointed as Acting CAO as he has in the past in the absence of a CAO. The Assistant to the CAO/Mayor will be monitoring in coming emails and the Building Inspector will do the same for the Chief Building Official's email.
The weekly meetings with the CAO, Mayor and Deputy Mayor will continue to meet weekly.
Fire Chief/Acting CAO provided a verbal update on the ongoing operations of the Town which will be business as usual once staff is able to review outstanding items. The 2013 budget process will continue as scheduled including reporting of capital carry forwards.
A question was put forward pertaining to approved projects as part of the 2012 budget and if they will be moving forward in 2012 or if they are being carried to 2013 The Acting CAO reported that
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Page 64 of 209 Town of Penetanguishene - Seniors Council Minutes Department Heads will be meeting next week to review outstanding projects.
For discussion/information
ii) Recruitment Next Steps/Options - C.A.O. - Chief Building Official Council discussed recruitment strategies for the CAO and CBO positions.
The Mayor has been in discussion with surrounding municipalities who are in a similar position and their advice is to defer recruitment for a period of 6 months in order to determine the needs of the organization.
Concern was raised that the average recruitment period for a CAO is approximately nine (9) months which would result in a significant delay in finding a replacement.
A suggestion was raised pertaining to long term savings for the Town by reviewing shared services with neighbouring municipalities pertaining to the two vacant positions.
For discussion.
4. BY-LAWS
i) (FCS) By-law 2012-63 Being a By-law to Appoint an Acting Chief Administrative Officer (C.A.O.) and an Acting Deputy Clerk for The Corporation of the Town of Penetanguishene and to Repeal By-law 2006-05 Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT By-law 2012-63, being a By-law to Appoint an Acting Chief Administrative Officer (C.A.O.) and an Acting Deputy Clerk for The Corporation of the Town of Penetanguishene and to Repeal By-law 2006-05, be read a first time and deemed to be read a second and third time and carried.
CARRIED
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Page 65 of 209 Town of Penetanguishene - Seniors Council Minutes ii) (P&D) By-law 2012-64 To Authorize the Appointment of an Acting Chief Building Official and Acting Building Inspector and to Repeal By-law 2002-102 The Acting CAO reported that the Town of Midland is agreeable to the terms outlined in the By-law. Both Building Officials in Midland possess the qualifications to conduct the necessary inspections and plans review for the large construction projects currently underway in Penetanguishene.
Moved by Councillor D. Levy and Seconded by Councillor H. Luzius
THAT By-law 2012-64, Being a By-law to Authorize the Appointment of an Acting Chief Building Official and Acting Building Inspector and to Repeal By-law 2002-102, be read a first time and deemed to be read a second and third time and carried.
CARRIED
5. QUESTION PERIOD FROM MEDIA AND PUBLIC A question was put forward as to the last date of employment of the CAO and CBO which was confirmed to be September 13, 2012. The circumstances surrounding their departure are not subject to public record.
6. ANNOUNCEMENTS AND INQUIRIES None were brought forward.
7. IN-CAMERA ITEMS
i) Convene in Closed Session Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT in accordance with the Town of Penetanguishene Procedural By-law 2011-100, the Council of the Town of Penetanguishene move into an in-camera session to discuss:
- the security of the property of the municipality or local board. - personal matters about an identifiable individual, including municipal or local board employees. - advice that is subject to solicitor-client privilege, including communications necessary for that purpose.
CARRIED
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Page 66 of 209 Town of Penetanguishene - Seniors Council Minutes Council recessed for 5 minutes and reconvened in camera at 7:23 p.m.
ii) Verbal Update from the Acting C.A.O. re: Areas of Immediate Operational Concerns
iii) Arise from Closed Session Moved by Councillor D. O'Shea and Seconded by Councillor J. Robitaille
THAT the Council of the Town of Penetanguishene rise from in- camera session without a report.
CARRIED
8. REPORTS FROM IN-CAMERA MEETING HELD
i) Verbal Update from the Acting C.A.O. re: Areas of Immediate Operational Concerns For information.
9. ADJOURNMENT The meeting adjourned at 7:52 p.m.
MAYOR
CLERK
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Page 67 of 209
The Corporation of The Town of Penetanguishene COORDINATED SECTION COMMITTEE MEETING COUNCIL CHAMBERS, TOWNHALL TUESDAY SEPTEMBER 18, 2012 at 8:30 AM
MINUTES Present: Mayor G. Marshall Deputy Mayor P. Marion Councillor E. Chapelle Councillor D. Levy Councillor H. Luzius Councilor M. Mayotte Councillor D. O'Shea Councillor J. Robitaille Councillor B. Saunders
Fire Chief/Acting C.A.O. P. Ryan Town Clerk, H. Bryce Manager of Recreation Services, P. Harwood Parks & Facilities Manager, R. Laurin Harbour Master, D. Brophey Director of Public Works, B. Murray Engineering Technician, J. Main Deputy Treasurer, C. Robillard Treasurer, J. Schaefer Economic Development/Planning Technician, J. Klug
1. CALL TO ORDER The Mayor called the meeting to order at 8:30 a.m.
2. DECLARATION OF PECUNIARY INTEREST None were declared at this time.
3. MINUTES OF THE PREVIOUS MEETING FOR INFORMATION
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Page 68 of 209 Town of Penetanguishene - Coordinated Section Committee i) Coordinated Section Committee Minutes - Dated August 14, 2012 Action: For information.
4. RECREATION & CULTURAL SERVICES (8:30 am to 10:30 am) The Mayor turned the Chair over to RCS Chair, Councillor Mike Mayotte, Councillor Luzius and Mayor Marshall were in attendance.
The Manager of Recreation Services, Facilities Manager, Library CEO, and Tourism & Events Coordinator were in attendance as well as Councillors B. Saunders and J. Robitaille. a. Declaration of Pecuniary Interest None were declared. b. Advisory Committees/Boards i. Library
i) Library Board Minutes - Dated June 26, 2012 Action: For information.
ii) Verbal Update from the CEO re: Upcoming Activities at the Library The Library CEO outlined the following upcoming activities taking place at the Library: - Fall programs have been launched. - The first Big Toys for Big Boys was very successful! - Spanish classes have started and registration was very high resulting in 2 sessions being offered. - Surveillance cameras have been installed in the Library as a means to reduce Violence in the Workplace incidents. - The Library's across the County have submitted a joint funding application to upgrade their websites to meet the new accessibility guidelines in 2014. - The Board will be meeting with the Architect in regards to the feasibility study for the development of the basement.
The Mayor indicated that there is an interest at the County level for the iCamp program for which the CEO and Mayor will meet to review areas of concern at a Town level prior to meeting at the County level.
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Page 69 of 209 Town of Penetanguishene - Coordinated Section Committee Action: For information.
The Harbour Master joined the meeting at this time. The CEO left the meeting at this time. ii. Museum
i) Verbal Update from the Curator re: Upcoming Museum Activities In the absence of the Curator, the Chair noted that the Board is working on their capital projects list for the 2013 budget.
Action: For information. iii. Curling Club
i) Curling Club Board Minutes - Dated August 15, 2012 Action: For information. iv. Seniors Council
i) Seniors Council Minutes - Dated September 14, 2012 The Seniors BBQ was very well attended and all the organizers should be commended.
Action: For information. v. Trails
i) Trails Committee Minutes - Dated September 4, 2012 Action: For information.
ii) Verbal Update from the Manager of Recreation Services re: Brunelle Trail Agreement The Manager of Recreation Services provided a verbal update to Section on the Brunelle Trail Agreement. The property owner has requested that the Town cover all of the legal fees in reference to the agreement. He has agreed to modify the location of the trail in order to meet the grant and accessibility guidelines.
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Page 70 of 209 Town of Penetanguishene - Coordinated Section Committee Action: For information. a. Administration & Programs
i) Parks, Recreation and Culture Newsletter - Month of September 2012 Action: For information.
ii) Report from the Treasurer re: August 31, 2012, Financial Statements The Manager of Recreation Services highlighted projects completed to date and areas within the budget that are under review. Repairs and maintenance items are being completed in a cost effective manner in order to keep costs to a minimum.
Action: For information.
iii) Report from the Facilities Manager re: Facilities Manager Report for September 2012 The Facilities Manger summarized the details of the report. The Staff are in the process of switching to their fall maintenance schedule including the full operation of the arena and community rooms.
It was noted that the fall swimming program registration was high despite the downward trend that was previously occurring.
The Old Timers Hockey tournament will not be taking place this season and staff are in the process of filling the time slot to ensure revenues are not lost. In addition, for future bookings, the group will need to confirm their dates in advance to avoid this situation in coming years.
Section discussed the implementation of a deposit system for organizations that have cancelled bookings in the past.
Action: For information.
iv) FedDev Grant Applications re: Huronia Park Washrooms and McGuire Park Enhancements The applications will be submitted prior to the October deadline. The projects included in the grants are the Huronia Park Washrooms and McGuire Park Enhancements.
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Page 71 of 209 Town of Penetanguishene - Coordinated Section Committee
Action: For information.
v) Verbal Update from the Mayor re: Proposed Municipal Cultural Plan - Follow up with County/Letter of Support The Mayor provided a verbal update on the process. The Township of Springwater has recently completed their plan and the Mayor will provide that to Section for information in October.
Action: For information. b. Arena Matters
i) Report from the Manager of Recreation Services re: Enabling Accessibility Fund Report #266 The Arena Men’s Accessible Washroom project for 2013 complies with the Enabling Accessibility Fund by Human Resources and Skills Development Canada criteria for applications. The deadline is October 5th, 2013. The Fund will award up to a maximum of $50,000.00 for eligible projects. The maximum level of funding of EAF will not exceed 75% of the project’s eligible project costs.
It was noted that the full cost of the project has been submitted as a capital project for the 2013 budget in the event the application is not successful.
Moved by Councillor H. Luzius and Seconded by Mayor G. Marshall
THAT Recreation & Cultural Services Section approves the submission of the Enabling Accessibility Fund for funding for the accessibility renovations to the Men’s Washroom in the Penetanguishene Memorial Community Centre;
AND THAT staff be directed to include this project in the draft 2013 Capital Budget for consideration once the RFP has closed and actual costs have been determined.
CARRIED c. Park Matters
i) Verbal Update from the Manager of Recreation Services
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Page 72 of 209 Town of Penetanguishene - Coordinated Section Committee re: Rotary Park Washrooms The Manager of Recreation Services provided Section with a verbal update on the Rotary Park washroom project. The washrooms have arrived this morning. Once the structure is in place, services will be connected and the accessibility ramp will be installed. The washrooms could potentially be up and running by this Friday.
A final report on the overall cost of the project will be provided as soon as it is available.
Action: For information.
ii) Report from the Manager of Recreation Services re: Great Lakes Guardian Fund Report #268 The Great Lakes Guardian Community Fund supports community projects to help protect and restore the ecological health of the Great Lakes and St. Lawrence River Basin. The project being proposed by Towns staff for consideration would be a viewing and fishing platform. This option would help to address present fishing conflicts at the Town Dock and would address a long standing request in the Accessibility Plan in relation to a barrier free fishing area along the shoreline.
Moved by Mayor G. Marshall and Seconded by Councillor H. Luzius
THAT Recreation and Cultural Services Section recommends to Council that an application be made to the Great Lakes Guardian Community Fund for a viewing and fishing platform;
AND THAT this project be included in the proposed 2013 capital plan for consideration, subject to confirmation that the project would be within the eligible for non tax funding of up to $25,000 and/or be funded through community partnerships.
CARRIED d. Town Dock Matters
i) Report from the Harbour Master re: Harbour Master Report for the End of August 2012 The Harbour Master outlined the recommendations in reference to the building maintenance for the Harbour Master's officer be completed in 2012 rather than 2013. There appears to be room in the 2012 operational budget to do this work to prevent any further
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Page 73 of 209 Town of Penetanguishene - Coordinated Section Committee leakage and water damage in the building over the winter. If Section is agreeable, staff will proceed in accordance with the Procurement By-law to undertake the following work, which is estimated to cost $1,889.00 plus HST: - Eavestroughs to be added to take water away from the building - Replace Aluminum watershed skirting and increase water prevention further up the wall - Re-caulk windows - Re-install air conditioners - Replace rotten batten strips with new boards - Replace wooden fascia
The Harbour Master and Manager of Recreation Services are recommending fee changes for 2013 which include:
- Daily parking should be increased from $5.00 to $8.00 plus HST per vehicle. - Weekly (7 days) should be increased from $25.00 to $35.00 plus HST. Seasonal extra vehicle should be lowered from $75.00 to $60.00 plus HST.
Launch ramp fees should be increased as the resident rate has not increased in over 5 years. To be financially sustainable as a business operation, regular increases are needed to offset operational costs as well as generate revenues for any repairs and/or maintenance over time. - Daily Resident should increase from $15.00 to $16.00 plus HST. - Daily Non-resident should increase from $20.00 to $22.00 plus HST. - Two day/weekends Resident should increase from $20.00 to $22.00 plus HST. - Two day/weekends Non-Resident should increase from $25.00 to $28.00 plus HST. - Weekly Resident should increase from $35.00 to $40.00 plus HST. - Weekly Non-resident should increase from $50.00 to $55.00 plus HST. - Season Pass Resident should increase from $90.00 to $100.00 plus HST. - Season Non-Resident should increase from $120.00 to $135.00 plus HST.
Launch Fees Only - Daily up to 29 ft. should increase from $15.00 to $16.00 plus HST. - Daily 30ft. or greater should be at $1.00 per ft. plus HST.
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Page 74 of 209 Town of Penetanguishene - Coordinated Section Committee - Non Commercial 30 ft. or greater Season Pass should remain at $200.00 plus HST. - Commercial launching 30 ft. or greater should remain at $1.35 per ft. plus HST.
In reference to the fees, it was recommended that the fees be rounded to the nearest dollar when HST is included so that it is easier for both the purchaser and staff to administer the fees.
Section discussed options to better assist Dock Staff in enforcing and administrating the parking passes, including the sale of secondary passes for existing pass holders.
The Mayor raised the matter of a discounted and/or free use of a slip for the Lynx ship as the HMS Badger currently pays for an existing slip. Staff provided estimates on the overall cost of a slip and the lack of availability of a slip.
Moved by Councillor H. Luzius and Seconded by Mayor G. Marshall
THAT Recreation and Cultural Services Section accept the Harbour Master’s report for information;
AND THAT the remedial works on the exterior portion of the building except for the roof, be approved to be completed;
AND FINALLY THAT the recommendations for fees be considered as part of the 2013 budget considerations.
CARRIED
ii) Report from the Manager of Recreation Services re: Fishing Locations at Town Dock Report #267
Councillor D. Levy joined the meeting at this time.
At the August 14th, 2012 RCS meeting staff were directed to bring back additional information on alternative fishing locations at the Town Dock.
North Wharf – This area is under-utilized due to the cement work that requires repairs at this time. This location would facilitate a safe environment, has shallow waters to see the fish and keeps fishing away from the general public.
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Page 75 of 209 Town of Penetanguishene - Coordinated Section Committee
North Breakwater – This module is the north breakwater for the inner harbour at the Town Dock. There is currently no access ramp as this was pulled out of the original construction due to cost and funding concerns. The initial value of the ramp was $1,800.00 plus HST. As this ramp would not be hinged like the T-Dock to adjust to the changing water levels, use of the platform would be prohibited in inclement weather. The ramp may also not need the requirements to make the platform barrier free.
It should be noted that the north break water is designed to be movable in order to permit large vessels such as Tall Ships or Tugboats to dock along the Concrete Pier for events. When this occurs, the Town may need to temporarily suspend access and/or fishing for the duration of the event.
Old Boat Launch Ramp – SSEA was approached in 2011 about a proposed clean up of the vegetation and putting in a launch area for non-motorized boats. Instead of the prior proposal, this area could allow for fishing in shallow waters which families and children may enjoy by installing a small dock with access from Town property.
McGibbon Point – Many people fish off this piece of land and apparently is a good area to fish. Presently staff suggest to people to go to this location. RCS staff is not suggesting any changes to this area although there was a prior request via the Accessibility Advisory Committee to provide a barrier free access at this location as it is difficult for persons with special needs to get to the water.
Area between McGibbon Point and Rotary Beach – in several presentations of “Back to the Drawing Board” a small fishing pier was proposed to accommodate fishing. Once again, any new fishing pier should be made barrier free and accessible.
Moved by Mayor G. Marshall and Seconded by Councillor H. Luzius
THAT Recreation and Cultural Services Section approve in principle that the North Breakwater and/or the North Wharf be considered in the 2013 budget deliberations as being the most cost effective for fishing areas, subject to non tax funds being available for this capital project;
AND THAT further research be conducted by staff into the accessibility requirements for the proposed new fishing area to
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Page 76 of 209 Town of Penetanguishene - Coordinated Section Committee confirm that all requirements have been addressed in the budget estimates and report back to Section.
CARRIED e. Special Events
i) Report from the Tourism and Events Coordinator re: Monthly Update - The Harbour Master and Facilities Manager left the meeting at this time.
The Coordinator outlined the details of the report. The Out of the Blue Festival was very successful. Staff conducted surveys during the event on the demographics and interests of those in attendance. A full summary of the survey will be provided at the special RCS meeting.
Action: For information.
ii) Presentation from Greg King re: Champlain Commemorations On August 29, the Champlain Commemorations Committee provided a presentation to Council which included the recommendation that Section is requested to consider.
It was noted that the Township of Tiny has supported the project in principle which the funding request referred to the budget process, the Township of Tay has withdrawn their support entirely and the Town of Midland has referred the request to the 2013 budget process.
Section reviewed the request and discussed the contents of the presentation and the recommendation being put forward for consideration. As a result of the discussion, the recommendation was amended as follows:
Moved by Councillor H. Luzius and Seconded by Mayor G. Marshall
THAT the Recreation & Cultural Services Section receive the presentation pertaining to the Champlain Commemorations for information;
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Page 77 of 209 Town of Penetanguishene - Coordinated Section Committee AND THAT Wendy Cousineau, Tourism & Event Coordinator and Mayor G. Marshall are hereby directed to continue to participate in and assist the Committee until otherwise directed;
AND FURTHER THAT the financial request for the planning and implementation of events/activities in the amount of $10,000 per year (2013, 2014, and 2015) per municipality be referred to the budget process for consideration.
CARRIED
At the leave of Section, the group moved to item e. iv)
iii) Report from the Tourism and Events Coordinator re: 2013 Tourism Advertising Options
Councillor H. Luzius left the meeting at this time.
Tourism related advertising information has been received for various 2013 advertising publications. As the deadline to participate in a number of publications is prior final budget approval, this report has been prepared for discussion and preapproval as part of the upcoming 2013 budget.
Information has been received from the Southern Georgian Bay Chamber of Commerce, Tourism Simcoe County, Direction Ontario and the Bluewater Guide regarding advertising rates and options for the 2013 publications. The deadline for the noted publications is within September and October and the Town needs to confirm space requirements as soon as possible.
The Coordinator summarized the advertising opportunities and provided Section with some samples and recommendations of various advertising layouts.
Section discussed the effectiveness of the publications and future ways to measure the success of the ads. Section discussed partnership opportunities that may increase the level of advertising for the same dollars.
It was suggested that the County and participating municipalities be approached to determine if there is an interest in jointly seeking the professional advice of an advertising firm to determine the most effective means to spend advertising dollars.
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Page 78 of 209 Town of Penetanguishene - Coordinated Section Committee Based on the advertising deadlines, the recommendation was amended as follows, with a follow-up report to be provided at the October Section meeting with the balance of the advertising opportunities.
In future, Section requested further details in amble time for Section to review the advertising opportunities, measurable effectiveness and statistics. A focus on on-line advertising should also be included and increase in the coming years.
Moved by Mayor G. Marshall and Seconded by Councillor M. Mayotte
THAT Recreation & Cultural Services Section recommends to Council that the Town confirm participation in the following tourism publications for 2013 in order to meet the upcoming publication deadlines:
County of Simcoe Tourism Map, Advertisement for Town of Penetanguishene (same as 2012)
County of Simcoe Marina Guide, Advertisement and listing for Town Dock (same as 2012)
Southern Georgian Bay Visitor, Grid Listings for key Town facilities (to be confirmed by Section as it is not known whether other municipalities will be participating in 2012)
Southern Georgian Bay Visitor Guide, Event listings (to be at no charge with assurances that correct contact and location information will be used as 2012 was changed by Chamber without Town authorization)
AND THAT all proposed advertising items be included in 2013 Tourism and Events advertising budget;
AND FURTHER THAT staff continue to research and work with the regional partners on a Tourism Map for Huronia and report back to Section;
AND FINALLY THAT Finance & Corporate Services Section be provided with a copy of this budget related report.
CARRIED
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Page 79 of 209 Town of Penetanguishene - Coordinated Section Committee iv) Summary and Discussion - 2012 Event Season re: Proposed Special Meeting Dates in October Moved by Councillor H. Luzius and Seconded by Mayor G. Marshall
THAT Recreation & Cultural Services Section approve a Special Coordinated Section Meeting to be held on November 6 at 1:00 p.m. for the purposes of reviewing and discussing the 2012 Special Event Season;
AND THAT Staff be directed to advertise said meeting in accordance with the Notice Provision By-law.
CARRIED
Section resumed the agenda with item e. iii) f. Referrals to Upcoming Agenda/Staff
i) Referrals The following additional referrals were made by Section: - Springwater Cultural Plan (for information) (October) - Follow-up on overall costs for Rotary Park Washrooms (once project is complete) - Draft policy on Deposits for Facility Rentals (October) - Revised report on increased Town Dock Fees (budget process) - Follow-up report on Advertising Opportunities (October) - Advertising (print and on-line) for future consideration (2013)
Upcoming Agenda - Revenue Generation Report Update (October) - Outdoor Rink Policy (October) - Follow-up on Effectiveness of Garlic Spraying (Geese) (October) - iCamp (October)
Staff - Curling Club ESA (ongoing) - Youth Dances - Possible Launch Locations (end of Scott Street) - Possible Land Acquisition for Rotary Park - 2013 Hockey School - Skate Sharpening Options - Temporary Stage Options at Rotary Park - War of 1812 Activities (HHP)
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Page 80 of 209 Town of Penetanguishene - Coordinated Section Committee - Expansion of Seniors Activities with County - Trail Link between Midland/Penetanguishene - Trail Naming Opportunities (Midland/Penetang & Tiny/Penetang) - Follow-up on Structural items identified in Arena & Curling Club Reports - Update - Curling Club Requirements for Use of Facility by Town (lease agreement) - Park Naming By-law Amendment (McCuaig) - Explore Joint Seniors Committee with Town of Midland - Explore Joint Trails Committee with Town of Midland - McGuire Park Soccer Pitches (Follow-up with Huronia Soccer) - Martin Valley Playground Equipment (Follow-up to RCS & FCS when complete) - Dog & Bocce Sunshelter (Follow-up to RCS & FCS when complete)
5. Questions from the Media & Public None.
The Recreation & Cultural Services Section portion of the meeting adjourned at 10:29 a.m. and Section took a brief recess.
The Manager of Recreation Services, Tourism & Event Coordinator and Councillor Mayotte left the meeting at this time.
6. PLANNING & DEVELOPMENT (10:45 am to 12:00 pm) The Planning & Development Services Section portion of the agenda began at 10:45 a.m.
Councillor D. Levy assumed the role of Chair. Mayor G. Marshall and Councillor E. Chapelle were present, along with Councillors J. Robitaille, B. Saunders, the Director of Public Works and the Economic Development/Planning Technician. a. Declaration of Pecuniary Interest Councillor D. Levy declared a pecuniary interest with items d. i) and ii) pertaining to 8 Water Street as her partner has a similar business. b. Administration
i) Report from the Treasurer re: August 31, 2012, Financial Statements Action: For information.
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Page 81 of 209 Town of Penetanguishene - Coordinated Section Committee ii) Correspondence from Mohawk College Foundation re: Thank You Letter for Supporting the Awards Program It was noted that, in the past, the Students previously provided the Town with a research report on a selected topic. It was suggested that Section consider continuing on with this practice.
Action: For information. c. Building
i) Comparative Building Activity Report - Month of August 2012 A question was raised in reference to the revenue obtained from the County in relation to the administration of the construction of the project.
Action: For information. d. Planning
i) Verbal Update from the Director of Planning & Development re: 8 Water Street Councillor D. Levy reaffirmed her pecuniary interest with this item and item dii). She turned the Chair over to Vice-Chair Councillor E. Chapelle and refrained from the discussion. The Clerk advised Section that to date, the Town has not received confirmation if the project is still moving forward. Staff will be following up with the property owner.
Action: For information.
ii) Correspondence from Joan I. Lediard and Karen Lediard re: 11 Water Street Action: For information.
Councillor D. Levy resumed her role as Chair.
iii) Correspondence from Mr. and Mrs. David Wright re: Appeal of Draft Proposed Modified Official Plan (County) The Mayor provided a summary of the correspondence and his conversations with the County and Ministry officials pertaining to this matter.
Action: For information.
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Page 82 of 209 Town of Penetanguishene - Coordinated Section Committee
iv) Verbal Update from the Director of Public Works re: Brownfield Study RFP The Director of Public Works informed Section that the RFP was set to close today at noon; however, the deadline was extended to Thursday at noon in order to accommodate additional requests from the prospective bidders.
The scope of the RFP included the completion of phase 1 environmental assessment of the Ojibwa and Waterfront (Way We Were site). The outcome of the phase 1 study will determine the next steps in the process including further need for additional studies. In addition, Phase 1 is required to be completed in order to be considered for green fund funding for which staff intend to apply for said funding to complete Phase 2 as required.
Action: For information
v) Verbal Update re: Bellisle Heights Phase 2 The Director of Public Works left the meeting at this time. The Town Solicitor is in the process of finalizing the model home agreement.
Action: For information.
vi) Verbal Update re: Block 80 Bellisle Heights 41 Unit Apartment Style Condominium Proposal A revised Rezoning Application regarding Block 80, Reg. Plan M- 887 in the Bellisle Heights Subdivision has been received and the statutory public meeting required for same has been scheduled for Tuesday October 2nd. One clarification – The proponent has indicated the intended tenure is rental rather than condominium.
Action: For information.
vii) Verbal Report from Director of Planning & Development re: Bay Moorings Village Phase 4 Redesign and Rezoning It was reported that Parkbridge Lifestyle Communities Inc. recently submitted a rezoning application for the Phase 4 lands of the Bay Moorings property (on the east side of Fox Street); specifically to convert an area which had been approved for a mixture of single detached and town housing into townhomes exclusively. However,
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Page 83 of 209 Town of Penetanguishene - Coordinated Section Committee the owner was informed that the rezoning application was incomplete. It is anticipated the application will be amended accordingly and resubmitted, along with a Site Plan Amendment request; thereby enabling both the rezoning and SPA to be processed concurrently.
Action: For information.
viii) Proposed Special Council Meeting re: Official Plan & Zoning By-law Amendments & to Review Town Owned Land Development Opportunities The Mayor declared a pecuniary interest with respect to this item as a family member may have an interest in the Rolling Sands property. As a result, he refrained from the discussion and vote. Moved by Councillor E. Chapelle and Seconded by Councillor D. Levy
THAT Planning & Development Services Section recommends to Council that a Special Council Meeting be held on December 5, 2012 at 7:00 p.m. for the purposes of discussing the Official Plan & Zoning By-law Amendments & Development of Town Owned Land;
AND THAT Staff be directed to advertise said meeting in accordance with the Notice Provision By-law.
CARRIED
The Mayor resumed his seat at the table. e. Advisory Committees/Boards i. Committee of Adjustment
i) Committee of Adjustment Minutes - Dated July 30, 2012 Action: For information. ii. Accessibility
i) Accessibility Committee Minutes- Dated September 12, 2012 (DRAFT) Action: For information.
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Page 84 of 209 Town of Penetanguishene - Coordinated Section Committee ii) Correspondence from the Ministry of Community and Social Services re: File Review – Accessibility for Ontarians with Disabilities Act, 2005 (Accessibility Audit) The Accessibility Coordinator will be gathering and reporting to the AODA in reference to the audit. It was noted that several municipalities have received notice of similar AODA audits.
Action: For information. iii. Heritage Penetanguishene
i) Heritage Penetanguishene Minutes - Dated September 10, 2012 Action: For information. iv. Sustainability Committee
i) Sustainability Committee Minutes - Dated September 7, 2012 Action: For information.
ii) Staff Appointment re: Sustainable Severn Sound Committee Clarification was provided that the appointments to the group are generally at a staff level with follow-up to the necessary political bodies.
Moved by Mayor G. Marshall and Seconded by Councillor E. Chapelle
THAT the Planning & Development Services Section hereby appoints Jessica Klug, Economic Development/Planning Technician as the Town's Representative on the Sustainable Seven Sound Committee.
CARRIED
iii) Correspondence from Sustainable Severn Sound re: Invitation: Sustainability Summit, October 18th, 2012 The Economic Development/Planning Technician provided an overview of the proposed summit.
Moved by Councillor D. Levy and Seconded by Mayor G. Marshall
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Page 85 of 209 Town of Penetanguishene - Coordinated Section Committee
THAT the Planning & Development Services Section authorize Jessica Klug, Economic Development/Planning Technician and Councillor E. Chapelle to attend the Sustainability Summit on October 18 as representatives of the Town.
CARRIED v. Downtown Improvement Committee
i) Downtown Improvement Committee Minutes - Dated September 5, 2012 Councillor E. Chapelle provided a verbal update on the discussions that took place at the September meeting.
Action: For information.
ii) Correspondence from Greg Garratt re: Resignation from the Downtown Improvement Committee The Mayor indicated that a letter will be sent to Greg thanking him for his contributions to the committee. A replacement for Greg is underway and will be forwarded to Council for ratification.
Action: For information.
iii) Verbal Update from the Economic Development/Planning Technician re: Facade Improvement Program - 2012 Approvals and Discussion on Whether Recommendation Should be Made to Discontinue Facade Program in 2013 and Replace with other Downtown Initiatives. The Economic Development/Planning Technician provided an update on the number of Facade Improvement Applications received in 2012. Five (5) applications were received, and four (4) of them were eligible for the program and were approved. It should be noted that some of the applications were submitted after the work had already begun, which is not the appropriate process as per the Facade Improvement Guidelines. However, these applications were referred to Council and approved. The C.A.O. noted that in the past, if there were orders on the building (Building or Fire), the property would not be eligible for the Facade Improvement Program. In the current guidelines, the Facade Improvement works are scoped so that their application would only
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Page 86 of 209 Town of Penetanguishene - Coordinated Section Committee be refused if the Building or Fire orders relate to the upgrades proposed.
The Mayor noted that some of the merchants would prefer an improvement for all merchants rather than the one property at a time program. This may be an item to be discussed at the upcoming downtown business consultation (September 19th). Councillor Levy indicated that she was happy with the program under the current guidelines, especially given the relatively low funds that are allocated to the program each year. The Chair agreed that the program seemed to be working fine, but an overall project for all merchants would also be good.
It was noted that DIC is very interested in moving forward with the Facade program in 2013 and will be revising their approach to the Business Owners to ensure all the information is communicated in a timely fashion.
Action: For information.
iv) Verbal Update re: Consultation with Downtown Businesses on Business Improvement Area Option A consultation with the Downtown Businesses is scheduled for September 19th, 2012 at 7pm in the Council Chambers. The C.A.O. noted that a portion of the consultation would be for discussing the prospect of a Business Improvement Association (BIA) in Penetanguishene. BIAs are funded through a levy (only on commercial properties), which are collected by the municipality and turned over to a separate Board of Directors formed by the business owners that are in the district that has been established. There would be a need to determine the area (from the Angels to Town Dock or expanded beyond the Main St corridor?) as well as the fee structure. Levies are typically added to taxes, paid for by property owner (but often passed down to business tenant). The Committee questioned whether it would continue to exist in the same manner if a BIA existed. The C.A.O. noted that the Town would have to revisit the mandate of the Downtown Improvement Committee and determine whether it would revert back to an Economic Development Committee. The Mayor noted that some good BIA models exist (Orillia, Coldwater, Elmvale just getting started) although agreed that the Downtown Improvement Committee works well also. Councillor Levy noted that the BIA discussion has taken place several times in the past and has not come to fruition.
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Page 87 of 209 Town of Penetanguishene - Coordinated Section Committee The Chair suggested that if the downtown businesses determine they don't want a BIA, then the Downtown Improvement Committee (DIC) should consider holding an annual consultation to get comments on what the Committee should be working on, especially going into budget time. The Mayor noted that we should also better explain the role of the DIC at the September 19th consultation and how the businesses feed into the process.
The CAO noted that joint advertising is an issue year after year. Perhaps a group on the Main St would be formed to resolve this issue, as they can do things faster and cheaper than with the Town involved plus reduces the risk of taxpayer concerns.
The public consultation has been rescheduled to October 3 at 7pm. The agenda and topic items is in the process of being completed and will include topics of interest to the Downtown businesses such as accessibility, Main St reconstruction, facade program and overall vision of the Downtown.
Action: For information. a. Economic Development
i) Huronia Economic Alliance Minutes - Dated August 23, 2012 Action: For information.
ii) Correspondence from EAI re: Economic Prosperity Summit Action: For information. b. Referrals to Upcoming Agenda/Staff
i) Referrals The following additional referrals were made by Section: - Status of 8 Water Street - Mohawk College Student Projects and History - Status of Georgian Village Funding (Building) - Results of Accessibility Audit (when available) - Special DIC meeting re: Business Incubation
Upcoming Agenda - Update on Bellisle Heights Block 80 (as available) - Update on Bellisle Heights Phase 2 (as available)
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Page 88 of 209 Town of Penetanguishene - Coordinated Section Committee - Draft Site Alteration By-law (October) - Video Surveillance in the Downtown (October) - Installation of Hanging Baskets, Banners and/or Seasonal Decorations on Powerstream Poles (October) - County Food and Agriculture Charter (Fall 2012)
Staff - Facade Improvement Guidelines (general) - Urban Design Guidelines - Zoning By-law Amendment Review - Health Care Summit - Follow-up from Staff on Housing, - Human Rights and Municipal Planning Presentation - Joint Submission pertaining to Schedule 3 Review, Growth Plan for the Greater Golden Horseshoe, 2006
7. Questions from the Media & Public Mr. Cadieux suggested improved communications between the business owners and the Town. His suggestion was noted for the Public Consultation Session.
8. IN CAMERA SESSION
i) Convene in Closed Session Moved by Mayor G. Marshall and Seconded by Councillor E. Chapelle
THAT in accordance with the Town of Penetanguishene Procedural By-law 2011-100, Coordinated Section Committee move into an in- camera session to discuss:
- the security of the property of the municipality or local board. - personal matters about an identifiable individual, including municipal or local board employees. - 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.
CARRIED
Section recessed briefly and reconvened in camera at 11:35 a.m.
ii) Verbal Update from the Town Clerk re: Mural - 1 Water Street
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iii) Arise from Closed Session Moved by Councillor E. Chapelle and Seconded by Mayor G. Marshall
THAT the Coordinated Section Committee rise from in-camera session without a report.
CARRIED
9. REPORTS FROM IN-CAMERA SESSION
i) Verbal Update from the Town Clerkre: Mural - 1 Water Street Moved by Mayor G. Marshall and Seconded by Councillor E. Chapelle
THAT Planning & Development Services Section direct Staff to proceed as directed in camera in consultation with the Town Solicitor.
CARRIED
The Planning & Development Services Section portion of the meeting adjourned at 11:46 a.m. and recessed for lunch.
10. TRANSPORTATION & ENVIRONMENTAL SERVICES (1:00 pm to 2:30 pm) The Transportation & Environmental Services Section portion of the agenda began at 1:00 p.m.
Councillor B. Saunders assumed the role of Chair. Mayor G. Marshall and Deputy Mayor P. Marion were present along with Councillors D. O'Shea, D. Levy and J. Robitaille. The Director of Public Works and Engineering Technician were also present. a. Declaration of Pecuniary Interest None were declared at this time. b. Administration
i) Report from the Treasurer re: August 31, 2012 Financial Statements The Director indicated that the budget overall is being monitored by staff, with particular consideration for the street light costs which
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Page 90 of 209 Town of Penetanguishene - Coordinated Section Committee appear to be running over budget. Staff have contacted PowerStream to clarify the charges. Hydro costs overall are being reviewed to ensure the preferred pricing via LAS is being applied appropriately.
The final costs related to Jeffery Street will be confirmed as it appears that the hold back has been accounted for twice.
It was noted that there has been no action pertaining to how the overages will be accounted for to ensure the Department is not in the red at yearend.
Action: For information.
ii) Community Infrastructure Improvement Fund (FedDev) Applications Action: For information.
iii) Report from the Director of Public Works re: 2012 Public Works Capital Plan Purchasing Update The Director of Public Works provided the members of the Transportation and Environmental Services Section an update on the purchases and costs that have been incurred to date within the 2012 Public Works Capital Plan which included: - Lediard Drainage Easement- Uninterruptable Power Supply (UPS) for the intersection of Poyntz and Main Street - Philip H. Jones PCP Upgrades Project- Jeffery Street Reconstruction- Well Maintenance- Robert Street West Well No.2 Pump Test
Action: For information. c. Environmental
i) Fall Leaf Pick-up Action: For information.
ii) Submission to Lakehead University re: Literature Review/Research Proposal Action: For information.
iii) Verbal Update from the Director of Public Works re: Status of the Lediard Drainage Easement Project As outlined in the previous report, a topographic survey was completed by Allan Borgdorff for a quoted price of $6,137.50 plus
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Page 91 of 209 Town of Penetanguishene - Coordinated Section Committee HST. Quotations for the survey were received and the lowest bid was awarded the contract. The budget for this project was set at $100,000. The survey is the first step. The Town is also conducting research into an Award Drain crossing this property which dates back over 100 years to find out whether there is any information is available at Tiny Township or at the Simcoe County Archives documenting the actual location of this Award Drain and whether this matches the drainage ditch currently on the property as the land owner has indicated that he would prefer a relocation of any drainage running through his property.
Due to personal issues the property owner is currently dealing with, Section questioned if this project was a priority for 2012. The Director indicated that it would be to the Town's advantage to move forward with this project, yet would be sensitive to the property owner’s current issues.
Action: For information. d. Transportation
i) Follow-up Report from the Treasurer re: BMA Municipal Study 2011 – Transportation and Environment In 2011, the Town participated in the BMA Municipal Study to obtain information on how Penetanguishene compares to other municipalities financially. This report begins to unpack the information contained in the study. This section of the report was brought to section earlier this year.
Based on questions at the time, several matters of financial reporting (town and province wide) were investigated. In the process of this review, Public Works and Finance staff identified areas to draw our reporting closer to the mainstream.
One driving factor for the costs in Penetanguishene is the Town’s Level of Service Policy which establishes a high level of service in relation to snow removal, particularly on the narrow streets and/or in the commercial core. The C.A.O. and Director have identified a need for Section to review this policy as well as the Town’s Salt Management Plan. These items will come forward on the October agenda.
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Page 92 of 209 Town of Penetanguishene - Coordinated Section Committee The Mayor indicated he would like to see an overall presentation on the BMA study including where the Town sits on the scale to date and what we need to do to increase our status in the study.
Action: For information.
ii) Correspondence from the Ontario Good Roads Association re: Minister of Transportation Agrees to “Open up” MMS Regulations Action: For information.
iii) Verbal Report from the Director of Public Works re: Purchase of Highway Salt for 2012/2013 Winter Season The Director provided a verbal update on the purchase of highway salt for the 2012/2013 winter season. The Town has under taken joint purchasing with other County municipalities to leverage a better price.
Action: For information.
iv) Update Report from the Director of Public Works re: Gordon Drive Extension Update To eliminate the potential for through traffic off of Gordon Drive the Town stated that the access to Little Sandy Bay Lane would be restricted to the Winter Season only (November 1st to April 1st) as a condition to the potential sale of the unopened portion of Gordon Drive. A written response was received on behalf of nine of the Little Sandy Bay land owners wherein the residents requested that emergency services be allowed unrestricted access to Little Sandy Bay Lane from Gordon Drive.
To determine what impact the potential restricted access to Gordon Drive would have on Emergency services, Section instructed the Director to investigate and report back. To gather comments from all of the affected utility and emergency services who would be affected by the proposed restricted access, the Director of Public Works met with representatives from Bell, Hydro One, OPP, Fire Department and the Simcoe County Ambulance Service.
The comment made by the emergency services regarding the maintenance of the access being provided by the Town could only occur if Gordon Drive was built to Town standards. There is no interest from the residents of Little Sandy Bay Lane, based on previous reports to Section, to extend Gordon Drive to Town standards.
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Page 93 of 209 Town of Penetanguishene - Coordinated Section Committee
Section discussed the required agreements and liability assurances that will be drafted by the Town Solicitor to ensure the Town is not held accountable for any future issues pertaining to the delivery of emergency services.
At the leave of Section, members of the public provided Section with their comments on the matter. Parking concerns at the end of Gordon Drive were raised and addressed by the Director who indicated that the access is intended to eliminate the parking in this area.
Moved by Deputy Mayor P. Marion and Seconded by Mayor G. Marshall
THAT Transportation and Environmental Services Section recommend to Council to proceed with restricted access option for the unopened portion of Gordon Drive and that access onto the unopened portion of Gordon Drive be restricted to the residents of Little Sandy Bay Lane and Emergency Services vehicles and personnel only;
AND THAT the residents of Little Sandy Bay Lane be permitted access onto the unopened portion of Gordon between November 1st and April 1st of every year only;
AND THAT the restricted access permitted to the residents of Little Sandy Bay Lane be contingent upon the installation of an appropriately sized and constructed culvert across the existing drainage ditch that is located within the road allowance between Gordon Drive and Little Sandy Bay Lane;
AND FURTHER THAT the Town Clerk be directed to draft the necessary by-law and provide notice in accordance with the Town’s Notice Provision By-law to the affected residents, in the Town Page and on the Town’s website;
AND FINALLY THAT staff be directed to report back to the Transportation & Environmental Services Section regarding any comments or concerns to the restricted access prior to the By-law being brought forward to Council for approval.
CARRIED
v) Report from the Director of Public Works
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Page 94 of 209 Town of Penetanguishene - Coordinated Section Committee re: Thompsons Road West Connecting Link to Main Street Update The extension of Thompsons Road West from Main Street to the limits of the Bellisle Heights subdivision is a project within the 2012 Capital Plan. This project involves acquisition of the road and trail, the installation of sanitary, water and storm sewer infrastructure and the construction of a road cross section in accordance with the Town engineering standards.
The Public Works Department is currently undertaking this project in house through the use of existing staff resources. The staff members that have been involved in this project have been limited to the Director of Public Works (Design) and the GIS Technician (AutoCAD drafting). Public Works staff has been developing preliminary drawings for the extension of Thompsons Road West with the goal to proceed to construction in 2013 with construction being completed in 2014.
As this project will ultimately require the purchase of private lands to facilitate the extension of the road, a Class B environmental assessment will need to be completed for the project to satisfy the public consultation and planning requirements of the project. This will require that a project file be completed for the project detailing the selection and thought process behind the proposed design. A Public Information Centre (PIC) will also need to be held to give the public and affected stakeholders the opportunity to provide comments and ask questions.
Due to the limited resources that Public Works has to devote to this project external resources (ie. consultants) will be required to supplement the Towns existing staff in order for the project to proceed to completion.
THAT the Transportation and Environmental Services Section receive the Director’s report regarding the Thompsons Road West connecting link to Main Street;
AND THAT staff be directed to obtain a quotation from Aecom (Bracebridge) to provide engineering design services for the extension of the Thompsons Road West to Main Street to tie into the portion of the road previously designed by Aecom as part of the Bellisle Heights subdivision.
DEFER TO NEXT MEETING
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Page 95 of 209 Town of Penetanguishene - Coordinated Section Committee vi) Report from the Engineering Technician re: LED Test Installation The Town of Penetanguishene has made great efforts towards switching from less energy efficient streetlights to higher efficiency LED streetlights. The Town as made two large LED installations in 2007 and 2008 with approximately 40% of all of the streetlights now being LED. The Town is continuing its efforts to install new LED streetlights at every opportunity with all new developments and street reconstruction projects requiring LED lights.
There are programs and grants available to continue the conversion program. The Save-on-energy program offered through the OPA and Powerstream is available and may be applied towards streetlights, which would help towards reducing the initial cost of purchasing and installing the LED lights.
Section discussed the project overall and if this is the right time to consider the expansion of the installation given the hydro charges for existing street lighting is under review. As a result of the discussion, an amendment was put forward to the recommendation as follows:
Moved by Deputy Mayor P. Marion and Seconded by Mayor G. Marshall
THAT the Transportation and Environmental Services Section receives the Report from the Engineering Technician re: upcoming test installation of LED streetlight through ERTH Holdings;
AND THAT staff be directed to proceed with the test installation and report back to Section at a later date.
CARRIED
e. Sewer
i) Verbal Update from the Director of Public Works re: STP Construction Project A summary of the project costs (excluding HST) that have been expended to date include: Contract Administration and Inspection Services – AECOM $498,248.97 , Construction Contract – SONA $5,801,670.53
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Page 96 of 209 Town of Penetanguishene - Coordinated Section Committee Geotechnical Services and Materials Testings – Terraprobe $48,513.79 Approved Change Orders (see Main Street STP update) $32,545.53
Total Construction Cost to Date $6,380,978.82 Quotations under Review $417,234.01 Estimated Extra Work Pending $185,000.00 Remaining Contingency Allowance to date $1,062,473.47
To date the Contract Administration costs for the project are running above the estimated budget due to the increased involvement required from various disciplines to keep the project progressing at an acceptable rate. The construction costs to date have been relatively minimal; however, there are a number of outstanding quotations that are still being reviewed by the project engineers.
The Director reported that the project is running 8 weeks behind schedule due to an increased time period the concrete work required. With winter fast approaching, timelines are of a high concern. Although there is a clause within the Town's contract to compensate the Town for any delay in construction beyond the overall construction time period, it was questioned what impact the delay may have on the funding associated with the project. The Director, at this point is not concerned with the Federal and Provincial Funding as it is not due for full payment until 2016.
Section requested an update from AECOM at the next Section meeting as to what has occurred and what their intentions are in order to rectify the matter. The Mayor indicated that there may be a revenue opportunity by accepting septage from other municipalities and requested AECOM to provide details on these options as well.
Action: For information.
ii) Report from the Chief Operator, STP re: Correspondence from the Federation of Canadian Municipalities (FCM) - Proposed Federal Wastewater Regulations The objective of the new regulations is to reduce the threats to fish, fish habitat and human health from fish consumption by decreasing the level of harmful substances deposited through wastewater effluent discharge. Four harmful substances and concentration limits are addressed in the new regulations including Biological
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Page 97 of 209 Town of Penetanguishene - Coordinated Section Committee Oxygen Demand (BOD), Total Suspended Solids (TSS), total chlorine residual and un-ionized ammonia (NH3).
Fortunately, both of the Town’s wastewater plants already meet and are well within the federal limits (by a fairly large margin), for three out of four of the parameters listed as harmful substances, in exception to chlorine residual discharges. This is largely due to the fact that the Town treats its wastewater at an even higher level of tertiary (3rd stage) treatment at both plants with the existing stringent Provincial Certificate of Approval requirements.
Section raised concerns over the Federal regulations and that clarity it required for deadlines of implementation.
THAT Transportation & Environmental Services Section receives the report from the Chief Waste Water Operator for information;
AND THAT the Town staff be directed to explore the options and costs associated with alternative disinfection methods versus chemical de-chlorination for the Fox STP in order to meet the new Federal Effluent Regulations and deadline of Jan 01, 2021;
AND FURTHER THAT the implementation of the alternate disinfection/ de-chlorination system be added to the Public Works Department 10 year Capital Plan for consideration;
AND FINALLY THAT a preliminary estimate for both capital and operating cost implications be noted in the upcoming Water and Wastewater Rate Review with a copy of this report to Finance & Corporate Services Section for information.
DEFER TO NEXT MEETING f. Water
i) Verbal Update from the Director of Public Works re: Robert Street West Wells The analysis, data acquisition and sampling for the pumping test at the Robert Street West Well No.2 was awarded to Golder and Associates for a quoted price of $58,010 plus HST. During the pump test, the Town was instructed by MOE to complete additional sampling that was outside the original sampling schedule for the project. The additional costs to date for the additional sampling and document preparation are $25,000. This is includes the preparation of additional documentation and consultation (ie. MOE C of A
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Page 98 of 209 Town of Penetanguishene - Coordinated Section Committee Application, conference calls, additional sampling analysis) to meet the MOE requirements for the test. The funding for this project is coming from the Robert Street West Wells reserve. A final report will be filed with Section when the pump tests are completed.
Concerns were raised by Section about the over spending on the project which was not authorized in the original budget. The Director indicated that a follow up report would be forth coming.
Action: For information.
ii) Report from the Engineering Technician re: Source Water Protection Plan According to the Federation of Canadian Municipalities (FCM), the new regulations will require upgrades to wastewater systems in some 400 municipalities across Canada (1 out of 4 treatment plants nation-wide) and cost at least $20 billion. Any wastewater facility that receives more than 100 m3/d flow will be affected by the new regulations in exception to the Territories, Nunavut and any facility north of the 54th parallel in Quebec, Newfoundland and Labrador. During the public review period, the Town submitted a letter (see attachment April 30th, 2010) expressing concerns with the proposed relatively short duration of phase-in dates (within 3 years for chlorination mandates) and also made recommendations to Environment Canada to put adequate funding into place to assist municipalities across Canada to meet the new regulations.
Fortunately, both of the Town’s wastewater plants already meet and are well within the federal limits (by a fairly large margin), for three out of four of the parameters listed as harmful substances, in exception to chlorine residual discharges. This is largely due to the fact that the Town treats its wastewater at an even higher level of tertiary (3rd stage) treatment at both plants with the existing stringent Provincial Certificate of Approval requirements.
Moved by Mayor G. Marshall and Seconded by Deputy Mayor P. Marion
THAT the Transportation and Environmental Services Section receive the Report from the Engineering Technician for information regarding the proposed Sourcewater Protection Plan by the South Georgian Bay and Lake Simcoe Source Protection Region Authority with no additional comments at this time;
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Page 99 of 209 Town of Penetanguishene - Coordinated Section Committee AND THAT staff be directed to report back on the SSEA option when further information is available.
CARRIED g. Advisory Committees/Boards i. DWQMS
i) DWQMS Audit re: Due end of September Action: For information. ii. Severn Sound Environmental Association iii. Source Water Protection
i) Source Water Protection Committee Minutes - Dated July 26, 2012 Action: For information. a. Referrals to Upcoming Agenda/Staff
i) Referrals The following additional referrals were made by Section: - Follow-up on Gordon Drive Access Process - BMA Presentation (Overall) - Update on Lediard Drainage Easement - Follow-up Report on Thompson Rd Extension - AECOM update report on STP and Acceptance of Septage - Final report on the Robert Street Well Testing (December)
Upcoming Agenda - Public Education & Communication for Implementation of Backflow Prevention/Cross Connection Program (October) - Peel Street Reconstruction (October) - Revised Street Culvert Replacement Policy (October)
Staff - Gilwood Park Drive Stormwater Management - interim measures - "Green" Streetlight Options & Partnerships - Engineering Standards for Urban Roads - Main Street Reconstruction Streetscaping (Cost Savings)
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Page 100 of 209 Town of Penetanguishene - Coordinated Section Committee - Councillors Report - Viability of Transportation Options (upon completion of the feasibility study) - Transportation feasibility - Study Wind Energy Documents (To be placed in the Councillors Room)
11. Questions from the Media & Public None from the media and public.
The Transportation & Environmental Services Section portion of the meeting adjourned at 2:48 p.m.
The Engineering Technician and Councillor D. Levy left the meeting at this time.
12. FINANCE & CORPORATE SERVICES SECTION (2:45 pm to 4:30 pm) The Finance & Corporate Services Section portion of the agenda began at 2:58 p.m.
Councillor D. O'Shea assumed the role of Chair. Mayor G. Marshall was also present along with Councillor J. Robitaille. The Deputy Treasurer, Treasurer, Director of Public Works, Councillor B. Saunders and Deputy Mayor P. Marion were also in attendance. a. Declaration of Pecuniary Interest None were declared at this time. b. Fire Department & Emergency Services
i) Correspondence from the Ministry of Community Safety and Correctional Services re: Spring 2012 Forest Fires Action: For information.
ii) Report from the Fire Chief re: Monthly Operations July The Fire Chief summarized the details of the monthly report. It was noted that the recruitment ads would be going out this Fall with the testing process to proceed in early 2013. At this time, the Department may be looking to add one person to their standby list.
Action: For information.
iii) Report from the Fire Chief
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Page 101 of 209 Town of Penetanguishene - Coordinated Section Committee re: Firefighting 101 The Director of Public Works left the meeting at this time.
The local Fire Chiefs have met to discuss and investigate the opportunity to host a Firefighter 101 for local Councillors.
The framework for the program has been established in co- operation with neighbouring municipal fire departments and invitations are being sent to their Council as well.
The program will be available on Saturday, October 14th, 2012 to coincide with training at the Ontario Fire College. An overview of the program includes: Topics: Introduction to Firefighting Safety Personal Protective Equipment Self-Contained Breathing Apparatus Water Supply Fire Streams and Fire Suppression
Councillor J. Robitaille and Mayor G. Marshall indicated they would be interested in attending.
Moved by Councillor J. Robitaille and Seconded by Mayor G. Marshall
THAT Finance and Corporate Services Section receives the report and invitation to attend at a Firefighting 101 Session at the Ontario Fire College on October 14th, 2012;
AND THAT if Section or other Council members have a desire to attend contact the Fire Chief by no later than September 30th, 2012.
CARRIED c. Municipal Law Enforcement
i) Huronia Animal Control - Monthly Report for the Month of July 2012 Action: For information.
ii) Report from the Town Clerk re: Update on Graffiti Management – September, 2012
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Page 102 of 209 Town of Penetanguishene - Coordinated Section Committee The Clerk outlined the reporting process that is currently in place. It was noted that OPP foot patrols were still occurring .
Action: For information and referral to Council. d. Finance
i) Report from the Treasurer re: August 2012 Financial Statements The Treasurer indicated there is currently a $28,000 deficit (Town wide) which reflects a very tight budget. Pension and benefit costs are high in this report but are expected to balance out. The Supplemental Assessments are due this week and will be processed accordingly.
Section reviewed the balance of the statements as they related to the individual areas of concern including payment in lieu of taxes (Heads and Beds, Discovery Harbour, 1,000 Officers Grant).
Action: For information.
ii) Correspondence from the Local Authority Services Ltd re: LAS Natural Gas Program - 2011 Reserve Fund Rebate Action: For information.
iii) Verbal Update from the Treasurer re: Inclusion of GL Approvals on Financial Statements The Treasurer reported that GL approvals are occurring and bank reconciliations are up to date in accordance with the Auditors recommendations.
Action: For information.
iv) Report from the Treasurer in Consultation with the Chief Water Operator re: Requests for Utility Bill Reduction In both cases, Water Division has recommended refusing the requests on the basis that the overages were due to lack of due care / maintenance and could not be considered “special circumstance” or “inexplicable”, as set out in the Water Regulation By-law.
Moved by Mayor G. Marshall and Seconded by Councillor J. Robitaille
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Page 103 of 209 Town of Penetanguishene - Coordinated Section Committee
THAT Finance & Corporate Services Section determines as follows:
1. THAT the request from the owner of 21 Brock Street be denied; 2. THAT the request from the owner of 6 Beck Blvd. be denied
AND THAT the Finance Department notify the ratepayers of the Town’s decision.
CARRIED
v) Correspondence from Ontario Good Roads Association re: Minister of Infrastructure Rolls out Asset Management Funding Program Action: For information.
vi) Correspondence from David Gravelle, Physician Recruitment re: Funding Action: For information.
vii) Report from the Treasurer re: Utility Rates – Rate Proposal As utility rates have not been externally reviewed since 2009, staff has recommended engaging a consultant to recommend updated water and sewer rates for 2013 and beyond. FCS issued a request for proposals to complete an updated water and sewer rate study. The two quotations that were received exceed budget, requiring section approval to proceed.
The Treasurer outlined the process of the study and the scope that it entails. It was asked if the Town was able to complete the financial plan by utilizing Town staff. This option was not recommended by Staff. As a result of the discussion, the recommendation was amended as follows:
Moved by Councillor J. Robitaille and Seconded by Mayor G. Marshall
THAT Finance & Corporate Services Section accepts the proposal of Watson and Associates Economists Ltd. to update water and waste water rates;
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Page 104 of 209 Town of Penetanguishene - Coordinated Section Committee AND THAT the balance of the proposal (Financial Plan) be held in abeyance until the rate study is completed.
CARRIED
viii) Report from the Deputy Treasurer re: Proposed 2013 Budget Process The Deputy Treasurer provided a summary of the proposed 2013 budget process. It was noted that the process outlining, including the proposed meeting dates would be forwarded to Council for approval.
Section reviewed the starting point document in relation to the 2013 budget which is based on MPAC's assessment system and projections.
Moved by Mayor G. Marshall and Seconded by Councillor J. Robitaille
THAT Finance & Corporate Services Section endorse the proposed 2013 Budget Process Schedule as presented;
AND THAT staff be directed to post said schedule on the Town's website and to advise Staff and Council accordingly via the Outlook meeting system.
CARRIED
ix) Correspondence from MPAC re: 2012 Property Assessment Notice Mailing Action: For information.
x) Report from the Chief Operator, STP re: Correspondence from the Federation of Canadian Municipalities (FCM) - Proposed Federal Wastewater Regulations Action: For information.
xi) Correspondence from the Minister Kathleen Wynne re: Municipal Performance Measurement Program (MPMP) Action: For information.
xii) Report from the Treasurer
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Page 105 of 209 Town of Penetanguishene - Coordinated Section Committee re: Municipal Infrastructure Strategy In essence, an Asset Management Plan is a means of planning, budgeting, and prioritizing asset costs through their life cycle of acquisition, maintenance, major maintenance, replacement and disposal.
Possible use of the funds would be for asset management software, consultants, or contract employees to assist current efforts by staff.
At present, we have a reasonable database for tangible capital assets (mostly infrastructure), that is subject to more thorough review and updating at Public Works on Excel spreadsheets. Most classes of infrastructure require updating. Condition of assets has been studied but not integrated with the inventory. Replacement cost may be estimated through indexing.
Moved by Councillor J. Robitaille and Seconded by Mayor G. Marshall
THAT the Finance & Corporate Services Section direct staff to submit an expression of interest in the Municipal Infrastructure Investment Initiative;
AND THAT staff report back to Section as updates are available.
CARRIED
xiii) Correspondence from the Treasurer re: Annual Debt Repayment Limit It was noted, internal debt is not taken into consideration within the report.
Action: For information.
xiv) Report from the Treasurer re: Insurance Renewal The term of Liability and Property insurance for the Town is due September 14, 2012. Prior to the renewal date, the Treasurer coordinated with the C.A.O. and Department Heads the submission of documentation required for insurance purposes including an updated vehicle schedule, an updated property schedule as well as questionnaires with respect to risk management practices, policies and environmental claim exposure, etc.
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Page 106 of 209 Town of Penetanguishene - Coordinated Section Committee
The attached letter from BFL analyses the 3.8% increase into three drivers: Property insurance which is driven by increased value of assets insured, Auto insurance which is solely by the addition of one vehicle, Liability – the $3,500 is driven in part by our claims history (several incidents of arson) and by general risk conditions.
Joint insurance options were discussed and investigated by Staff. It was determined it was not a viable option.
Moved by Mayor G. Marshall and Seconded by Councillor J. Robitaille
THAT Finance & Corporate Services Section recommends to Council the Insurance renewal with BFL for the one year period commencing September 28, 2012 at a premium of $228,486 reflecting the recommended increases in the property values for replacement purposes including the Arena and one additional non- emergency vehicle with no changes in coverage and deductibles;
AND THAT the Town Clerk be directed to bring forward the necessary By-law to Council.
CARRIED
The Deputy Treasurer left the meeting at this time. e. Clerks Department
i) Report from the Town Clerk re: Procedural Review for Calling of Special Council Meetings in August Action: For information.
ii) Report from the Town Clerk in Consultation with the C.A.O. re: Procedure for Adding Referral Items to a Coordinated Section Agenda Due to increase in agenda items which do not form part of the annual work plan established by Council in conjunction with the budget approval, and the growing list of referrals for each Section, the Town Clerk is recommending a review of the process for adding referral items to an agenda.
Concerns were also raised by Finance & Corporate Services Section that there needs to be clarity on how individual members of
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Page 107 of 209 Town of Penetanguishene - Coordinated Section Committee Council may add items to an upcoming agenda as well as whether these requests need to be approved by a majority of the Section prior to being added to the work plan.
Moved by Councillor J. Robitaille and Seconded by Mayor G. Marshall
THAT the Finance & Corporate Services Section recommends to Council that the procedure as outlined within this report pertaining to the adding of referral items to a Coordinated Section agenda be approved and include: A review of existing referral items at the October Coordinated Section meeting; implementation of an approval (via vote) by each Section in order to add referral items to future Coordinated Section Agendas;
AND THAT said procedure be officially added to the Town’s Procedural By-law in conjunction with the next By-law review.
CARRIED f. Corporate Services
i) Correspondence from AMO re: Highlights of the August 2012 Board Meeting Action: For information.
ii) Verbal Update from the Mayor re: AMO Conference Delegations/Ministry Meetings - Heads and Beds - Mayors Coalition for Affordable, Sustainable Provincial Policing - OPP Policing Costs - Electronic Meeting Participation - International Joint Commissions - Urban Growth Node Areas The Mayor provided a summary of the AMO conference and the delegations/meetings he had with various Ministry Officials including:
Policing Costs - Meet with Tim Hudak, Andrea Horwath and Olivia Chow to discuss policing costs and impacts. Questions to the Minister of Safety and Correctional Services were well received and her responses were encouraging.
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Page 108 of 209 Town of Penetanguishene - Coordinated Section Committee Heads and Beds - A group of Mayors met (approx. 40). The Minister of Municipal Housing and Affairs and the Ministry of Finance staff were asked the same question. What were they prepared to do in regards to raising the rate from its current 1987 rate of $75 per head and bed. The answer was the same from both groups. The Province wishes to leave the issue unaddressed until the 2017 upload is completed.
OMPF funding - The Mayor walked the Ministry team through the nuances that catch five small communities in a commuting polygon that causes us to lose our identity as a community with a population of less than 10,000 people with the resulting impact of us being badly underfunded. The Ministry team totally understood the issue.
Electronic Meeting Attendance - The Ministry was receptive to the concept and the Mayor indicated he would follow-up with various industry providers on what this option would entail.
Action: For information.
iii) Verbal Report from the Director of Public Works re: Acquisition of Land - 3 Maria Street In the absence of the Director of Public Works, Section tabled this item and continued on with the agenda.
The Director of Public Works provided an overview of the obstructions related to the site triangle in this area. The owner is in agreement to releasing the land to the Town in exchange for its use as a site and to be cleared accordingly. Subsequent to the initial discussions, Staff have determined that the Town has the ability under the Zoning By-law to request the property owner to clear the site triangle area under enforcement action.
Moved by Mayor G. Marshall and Seconded by Councillor J. Robitaille
THAT Finance & Corporate Services Section direct staff to proceed by notifying the property owner of the Zoning By-law requirements;
AND THAT staff under take the work required to clear the site triangle as provided for under the Zoning By-law at no direct cost to the property owner.
CARRIED
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Page 109 of 209 Town of Penetanguishene - Coordinated Section Committee Section resumed the agenda with item hii) g. OPP Contract Matters
i) Report from the Treasurer re: Correspondence from OPP Commissioner Lewis - Understanding OPP Municipal Policing Costs The Treasurer summarized his report on the OPP document pertaining to OPP Municipal Costs.
In summary, the OPP document, Understanding Ontario Provincial Police (OPP) Municipal Policing Costs does a thorough job of describing its subject matter at the provincial level of the services provided to 322 municipalities.
While this document provides an excellent basis for ongoing discussions between the OPP and the municipalities it serves at a provincial level, work must still be done to relate the services provided to individual municipalities such as Penetanguishene to interpret our local cost of service to the cost drivers in our community and change changes in the price (cost recovery per cost driver) that the community will experience, year over year.
Action: For information.
The Treasurer left the meeting at this time.
ii) Correspondence from Association of Municipalities of Ontario (AMO) re: Policing Update Action: For information.
iii) Correspondence from OAPSB re: Response to Comments Made by the Premier Regarding Police Costs Action: For information.
iv) Report from the Southern Georgian Bay OPP Corporate & Emergency Services Re: Monthly Report (June and July) Action: For Information.
v) Reports from the Detachment Commander re: Contract Policing Statistics (January to July 2012)
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Page 110 of 209 Town of Penetanguishene - Coordinated Section Committee Action: For information. h. Advisory Committees/Boards i. Huronia Airport
i) Huronia Airport Commission Minutes - Dated July 26, 2012 A question was raised in reference to the remuneration paid to the Town Council representative, given other commission members (of council) are paid for their meetings.
Action: For information. Staff to investigate further.
The Director of Public Works joined the meeting at this time and Section returned to item f.iii) ii. Joint Health & Safety Committee
i) Joint Health & Safety Committee Minutes - Dated August 15, 2012 A question was raised in reference to the health and safety guidelines for all window cleaners and/or contractors vs. volunteers and the number of occurrences reported to WSIB.
The C.A.O. indicated he would follow-up with the HR Assistance to clarify both issues.
Action: For information. iii. Police Services Board
i) Penetanguishene Police Services Board Minutes - Dated September 11, 2012 Action: For information.
ii) Correspondence from OAPSB re: July Bulletin Action: For information.
iii) Correspondence from OAPSB re: August Bulletin Action: For information.
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Page 111 of 209 Town of Penetanguishene - Coordinated Section Committee
iv) Request from the Finance & Corporate Services Section re: Clarification on the 1,000 Officers Grant Action: For information.
v) Update Report re: False Alarms as of July 31, 2012 Action: For information.
vi) Monthly Reporting from the OPP re: Enhanced Reports (Waypoint) Action: For information. a. Referrals to Upcoming Agenda/Staff
i) Referrals The following additional referrals were made by Section: - Summary Report on the Heads and Beds Payment Calculations
Upcoming Agenda - Site Plan Securities for SCDSB (October) - Draft Licensing By-law Part 2 (October) - Follow-up on the Cost of the Security Upgrades to the C.A.O.'s and Mayor's Office Area (October) - Draft Tow and Fireworks By-laws (October) - Updated Draft - Open Air Burning By-law (October) - Emergency Generator MOU County (October) - Alternative Sources of Revenue (Foundation Search) (October) - Draft Policy on Appointments to Boards and Committees (October) - Draft Policy on Financial Contributions to Organizations (October)Draft Sign By-law (October) - Photovoltaic Structural assessment of the Fire Hall (October) - Consolidation of Reserves, Reserve Funds (October)
Staff - Alternative Sources of Revenue (By Department & Follow-up) - Utility e-bill - Town staff pilot project (November) - IT Support pilot project follow-up (November) - Potential Land Sale (166 Gilwood Park Drive) - Waypoint - Cost of Policing Heads & Beds (CNCC & Waypoint) - Annual Report Card for the Town - Human Rights Tribunal Summary Report
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Page 112 of 209 Town of Penetanguishene - Coordinated Section Committee 13. Questions from the Media & Public None were brought forward.
14. IN CAMERA SESSION
i) Convene in Closed Session Moved by Councillor J. Robitaille and Seconded by Mayor G. Marshall
THAT in accordance with the Town of Penetanguishene Procedural By-law 2011-100, Coordinated Section Committee move into an in- camera session to discuss:
- the security of the property of the municipality or local board. - a proposed or pending acquisition or disposition of land by the municipality or local board. - advice that is subject to solicitor-client privilege, including communications necessary for that purpose.
CARRIED
ii) Update Re: Legal Advice on Sale of Parking Lot at Ecole St. Louis to School Board
iii) Arise from Closed Session Moved by Mayor G. Marshall and Seconded by Councillor J. Robitaille
THAT the Coordinated Section Committee rise from in-camera session with/without a report.
CARRIED
15. REPORTS FROM IN-CAMERA SESSION
i) Update Re: Legal Advice on Sale of Parking Lot at Ecole St. Louis to School Board Action: For information. Staff to proceed as directed in-camera
16. ADJOURNMENT The meeting adjourned at 4:46 p.m.
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Page 113 of 209 Town of Penetanguishene - Coordinated Section Committee
Mayor
Recording Secretary
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Page 114 of 209 Page 1
RECORD OF MEETING August 23, 2012 1:30 p.m. to 4:00 p.m. Township of Tiny Municipal Office
Present: Mayor G. Marshall, Town of Penetanguishene Mayor G. McKay, Town of Midland Mayor R. Millar, Township of Tiny Mayor S. Warnock, Township of Tay D. Muenz, General Manager, NSCFDC L. Irvine, Community Development Coordinator, NSCFDC D. Luker, C.A.O., Township of Tiny E. J. Rath, C.A.O., Town of Penetanguishene
Regrets: S. Latham, C.A.O., Township of Tay Ted Walker, C.A.O, Town of Midland W. Crown, Director of Planning and Development, Town of Midland
Also Present: J. Klug, Economic Development/Planning Technician, Town of Penetanguishene W. Cousineau, Community Development Coordinator, Town of Penetanguishene
1. Call to Order Mayor Millar called the meeting to order at 1:35 p.m. and welcomed everyone.
2. Acceptance of Agenda The agenda for the August 23, 2012 meeting was accepted as circulated.
3. Simcoe Area Multi-Modal Transportation Strategy Representatives from the Ontario Ministry of Transportation, IBI Group, presented the Multi-Modal Transportation Strategy for the Simcoe County area. The presentation included information on the Simcoe Area Transportation Network Needs Assessment, provincial Investments and municipal planning. The “end product” of the Simcoe Area Multi-Modal Transportation strategy will include a 30-year (2041) plus forecast of future population and employment; identification of the transportation system needs and possible deficiencies and identification of a multi-modal suite of transportation solutions.
4. Acceptance of Record of Meeting Notes The Record of Meeting of the North Simcoe Economic Action Initiative meeting held July 26, 2012 was reviewed and accepted as circulated.
5. Business Arising from Previous Meeting Notes None
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6. Team Updates
Business Attraction Team
Mayor McKay reported that J. Eplett is interested in joining the Business Attraction Team (BAT). More to report at the next meeting.
Entrepreneurial Team – No Discussion
7. Key Sector Summits
a. Health Care (Midland)
C.A.O. Rath advised that she and Mayor Marshall had contacted Kim Wingrove. Kim’s background includes working with the Ontario Ministry of Economic Development and OMAFRA’s the Director of Rural Programs. She is also the former C.A.O. of Collingwood and therefore understands the municipal sector. Her rate is $100 per hour and she would be available later in the fall to assist with a governance review. In order to determine the amount of time required a statement of work would be required. It was also recommended that a small working group be assigned to meet with Kim to discuss the key deliverables. As Midland is the lead for Healthcare, Mayor McKay indicated that he would refer this matter to Wes Crown for discussion on next steps. Eleanor noted that she would follow-up with Kim to let her know that the initial assignment would be related to healthcare only and would be coordinated through Midland.
b. Smart Manufacturing (Penetanguishene)
Mayor Marshall reported that he will be putting his plans with respect to Smart Manufacturing together in September or October.
c. Tourism (Tay)
Update on Regional Tourism and Meeting with RT07 W. Cousineau provided an overview of the RT07 meeting which was held recently in Port Elgin. She provided information on the RT07 organization including the members (7 from Simcoe County, 4 from Bruce County and 4 from Grey County), the review of the strategic plan and the core values. She also reported on the four (4) pillars namely marketing, tourism product development, workforce development and training; and investment attraction/investor relationships. She noted that any available provincial funding must encompass these pillars.
Letter to B. Stanton/Declining Water Levels Mayor Warnock thanked the Council of the Township of Tiny for taking the lead in informing the Government of Canada of the declining lake water levels on
Page 116 of 209 Page 3
Lake Huron and Georgian Bay and the negative impacts on tourism and recreation. The letter, jointly signed by all North Simcoe mayors, was forwarded to Mr. Bruce Stanton, MP, for presentation at the Association of Municipalities of Ontario Conference.
d. Agriculture (Tiny) No Discussion.
e. Institutional No Discussion.
8. Prosperity Summit
Mayor McKay advised that the invitations to the Economic Prosperity Summit scheduled for Wednesday, September 26, 2012, at the Midland Cultural Centre have been sent out.
9. Work Plan
Economic Development Website
J. Klug advised that the Website Team is working on a format for the Economic Development website. At this time, she requested whether this group would like to have one point of contact for public inquiries with individual links to each municipality or individual websites.
Site Opportunities Listing
The group reviewed the format of the samples of the site opportunities listings included in the agenda for the Commercial Development Opportunity, the Residential Development Opportunities and the Vacant Building Opportunity.
Area Attraction Publication (Deferred to 2013)
Economic Development Strategic Plan (Deferred to 2014)
10. NSCFDC’S Community Economic Development Work Plan
Debra Muenz provided a brief update on NSCFDC activities: NSCFDC loan activity to the small business sector has increased during the last quarter ;
NSCFDC staff have been actively promoting the new Southern Ontario Fund Investment in Innovation (SOFII) program in the region. As a result, 3 local businesses have applied to the program and made it through the first review
Page 117 of 209 Page 4
process. One company has been notified that they have been approved to proceed to the full application process;
The Midland Rotary Club invited Debra to a recent meeting to talk to individual members of their Economic Development Committee about whether there might be opportunities to collaborate on Economic Development plans. Debra advised that she has invited the Economic Development members to meet with the NSCFDC Board of Directors at the end of September to discuss their ideas further;
A suggestion made by members of the Rotary Club was that NSCFDC could be the contact for regional business development inquiries. Debra agreed that NSCFDC’s contact information could be utilized on the HEA Website as the regional contact. It was requested that calls for a specific municipality be referred to the respective Mayor first.
A question was raised with respect to continued funding for the Community Futures program. D. Muenz noted that while funding for each Community Futures office in Southern Ontario had been reduced by $10,000 (for 2012/2013), it has been confirmed that funding for the Community Futures program is not in jeopardy.
11. Other Business
a) Perspective Simcoe County
J. Klug reported on a recent meeting with the Economic Development Team at the County of Simcoe. She noted that the group would like to publish an insert for inclusion in the Globe and Mail in November. She provided the cost of half- page or quarter-page ads should this group wish to place an advertisement in the insert. Mayor Marshall advised that he would contact the County of Simcoe to obtain additional information on this advertising project.
12. Next Meeting
Mayor Millar advised that the next meeting of the Huronia Economic Alliance would be hosted by the Town of Midland on Thursday, September 27, 2012, at 1:30 pm in the Council Chambers.
13. Adjournment
With no further business, the meeting adjourned at 3:55 p.m.
/aw
Page 118 of 209 THE TOWN OF PENETANGUISHENE HUMAN RESOURCES COMMITTEE TOWNHALL COMMITTEE ROOM WEDNESDAY, AUGUST 1, 2012
MINUTES
Present: Deputy Mayor P. Marion, Chair and Chair of Transportation & Environmental Services Mayor G. Marshall Councillor D. O'Shea, Chair of Finance & Corporate Services Section Councillor B. Saunders, Chair of Planning & Development Services Section Councillor M. Mayotte, Chair of Recreation and Culture Services Section
Also Present: Eleanor J. Rath, Chief Administrative Officer Angie Peters, Human Resources Assistant
Absent: Councillor D. Levy, Chair of Planning and Development Services Section
1. CALL TO ORDER The Chair called the meeting to order at 7:10 p.m.
2. DECLARATION OF PECUNIARY INTEREST None
3. MINUTES OF LAST MEETING
i) Confidential Minutes of the Human Resources Committee meeting dated April 4th, 2012.
Moved by Mayor G. Marshall and Seconded by Councillor M. Mayotte
Page 119 of 209 Town of Penetanguishene - Human Resources Committee Minutes THAT the Confidential minutes of the Human Resources Committee dated April 4, 2012 be approved.
CARRIED
4. CONVENE
i) Motion to go in camera
Moved by Councillor M. Mayotte and Seconded by Councillor D. O'Shea
THAT Human Resources Committee move into an in camera session to discuss confidential matters under Procedure By-law 2011-23 as follows:
6.a.i.b. Personal matters about an identifiable individual, including municipal or local board employees; and
6.a.i.d Labour relations or employee negotiations
CARRIED
5. IN-CAMERA ITEMS
i) Information Technologist (IT Support) ii) Finance Internship for 2013 iii) By-law Enforcement Officer (Summer Contract) iv) 2012 Holiday Hours v) Wastewater Operator in Training Extend the Co-op contract to November 30th, 2012
6. ARISE FROM CLOSED SESSION
i) Motion to arise
Moved by Councillor M. Mayotte and Seconded by Councillor B. Saunders
That Human Resources Committee arise from in camera session with a report CARRIED
Page 120 of 209 Town of Penetanguishene - Human Resources Committee Minutes 7. REPORTS FROM IN-CAMERA MEETING HELD
i) Information Technologist (IT Support)
Moved by Mayor G. Marshall and Seconded by Deputy-Mayor P. Marion
THAT the Human Resources Committee recommends to Finance & Corporate Services Section that arrangements be made for a three- month trial for IT support for three (3) days per month to VPNetwork starting September 1, 2012
AND that staff be directed to report back in November, 2012.
CARRIED
ii) Finance Internship for 2013
Action: Staff directed to bring a workplan to next HRC meeting in September if request is proceeding.
iii) By-law Enforcement Officer (Summer Contract)
Action: Refer back to staff for workplan and bring forward at next HRC meeting in September.
iv) 2012 Holiday Hours
Action: To remain status quo in accordance to the Personnel Policy and CUPE contract
v) Wastewater Operator in Training Extend the Co-op contract to November 30th, 2012
Action: Refer back to next HRC meeting in September, if required.
8. PERSONNEL POLICY MATTERS
i) Department Head input on PROPOSED Staff Recognition Policy/ies
Page 121 of 209 Town of Penetanguishene - Human Resources Committee Minutes Action: To be received as information, no formal personnel policy required. C.A.O. should be responsible for these items as an operational matter.
9. NEXT MEETING
The next meeting is scheduled for September 12, 2012. The Salary Consultant would be attending to present the latest salary survey.
10. ADJOURNMENT The meeting adjourned 9:15 p.m.
Page 122 of 209
Corporate Services Department City Clerk Services
File A-2100
September 7, 2012
DELIVERED BY E-MAIL
Angele Proulx Clerk’s Department Town of Penetanguishene 10 Robert Street West P.O. Box 5009 Penetanguishene ON L9M 2G2
Re: Policing Costs and Service Levels and Delivery Methods
This is in response to your correspondence dated July 19, 2012.
City Council considered the matter at a meeting held on September 4, 2012, and decided to receive and file your correspondence.
If you need further assistance, please contact me at the address listed below, or by telephone at 905-436-3311, ext. 2230.
Sandra Kranc City Clerk
/kb
The Corporation of the City of Oshawa, 50 Centre Street South, Oshawa, Ontario L1H 3Z7 Phone 905.436.3311 1.800.667.4292 Fax 905.436.5623 www.oshawa.ca
Page 123 of 209 Page 124 of 209 Page 125 of 209 Page 126 of 209 Page 127 of 209 Page 128 of 209 Page 129 of 209 Page 130 of 209 Page 131 of 209 From: Elizabeth Stewart [mailto:[email protected]] Sent: September 12, 2012 7:42 PM To: Mayor Gerry Marshall Subject: October 24 is World Polio Day
Dear Mayor Marshall,
Every year, Rotarians around the globe plan events to raise Polio Eradication awareness and funding for World Polio Day on October 24.
Polio is a highly infectious disease caused by a virus. It invades the nervous system and can cause total paralysis in a matter of hours. The virus enters the body through the mouth and multiplies in the intestine. Polio mainly affects children under five years of age.
There is no cure for Polio and so the best treatment is prevention. Two drops of a powerful vaccine will protect a child for life. Polio is still endemic in three countries, Pakistan, Afghanistan and Nigeria.
I would respectfully request that The Town of Penetanguishene declare, Wednesday, October 24, World Polio Day.
Sincerely,
Elizabeth Stewart Rotary Club of Penetanguishene Past President
Page 132 of 209 John Cunningham
VP Education Echoes of the Bay, District 86 Email: [email protected]
Mayor Gerry Marshall Municipal Office Town of Penetanguishene 10 Robert Street West PO Box 5009, Penetanguishene, ON L9M 2G2 Telephone: 705-549-7453
September 14, 2012
Your Worship Marshall
I am writing to request that you proclaim October, 2012 as “Toastmasters Month”. I also request that the proclamation be advertised on our town’s website. Many towns make this proclamation each year to raise awareness about an affordable opportunity for self-growth and confidence building.
Toastmasters International is a non-profit educational organization that teaches public speaking and leadership skills through a worldwide network of clubs. Founded in October 1924, the organization currently has more than 270,000 members in 13,000 clubs in 116 countries. Each week, Toastmasters helps more than a quarter million people of every ethnicity, education and profession build their competence in communication so they can gain the confidence to lead others.
The Town of Penetanguishene is served by one Toastmasters Club with meetings on the second and fourth Thursday evenings. Echoes of the Bay Toastmasters, located at the Real Canadian Super Store, has been a community club since 2001. Its members take pride in their contributions to the development of skills benefiting the people of our Town.
We thank you for your consideration and also for your dedication to our community.
Sincerely,
John Cunningham Vice President Public Relations, Echoes of the Bay Toastmasters
Echoes of the Bay, Area 11, Division M, District 86 • Where Leaders Are Made TEL: 705 527-5705 • EMAIL: [email protected] • EchoesoftheBay.ca
Page 133 of 209 From: Holly Bryce Sent: Tuesday, September 04, 2012 2:29 PM To: '[email protected]' Cc: Mayor Gerry Marshall Subject: FW: Update from Jordan Cascagnette
Jordan
Thank you for the update, you sure are busy! I will ensure Council receives a copy of your update at our September council meeting.
In terms of the financial request, we are just heading into our 2013 budget planning. I will forward your financial request to our Finance & Corporate Services Section for consideration. I should forewarn you, financing is limited in 2013 for this type of request, due to the other financial obligations the Town has.
Once the committee has made a decision pertaining to your request, I will be in touch.
THANKS!
Holly Bryce, CMO, Dipl.M.A. Town Clerk
-----Original Message----- From: Mayor Gerry Marshall Sent: Tuesday, September 04, 2012 8:37 AM To: Holly Bryce Subject: FW: Update from Jordan Cascagnette fyi
Mayor Gerry Marshall Town of/Ville de Penetanguishene
10 rue Robert St. West/ouest P.O./C.P. Box 5009 Penetanguishene, ON L9M 2G2 705-549-7453 [email protected]
-----Original Message----- From: Jordan Cascagnette [mailto:[email protected]] Sent: September 3, 2012 4:36 PM To: Mayor Gerry Marshall Cc: Councillor Jamie Robitaille Subject: Update from Jordan Cascagnette
Hi Mayor Marshall,
I hope you had a great summer! I'm sorry we weren't able to catch up while I was home in August, but I'm sure we were both very busy. Since we couldn't speak in person I thought I'd fire you an email to let you know how the training is going, and to ask about protocol for inquiring about renewing our
Page 134 of 209 sponsorship arrangement for next year. But first things first...
I'm not sure if you received my last email back in July, but if not my training season got underway in May on a very strong foot. My first couple months of training went better than I could have imagined, and my fitness is continuing to improve. I had a very successful training camp in Western Canada in July and August, getting some good hours and hundreds of kilometers of skiing in on the Haig Glacier in Alberta. From there I headed back to Penetang for two weeks to recover from the strenuous training camp and prepare for the upcoming intensity based training phase. I am now back in Thunder Bay, in the middle of said intensity phase, and feeling very tired, but very good!
I am hoping to be returning to Penetang around the beginning of November, so it would be really great if you and I could have a short meeting to talk. But in case we do not get that chance, I'll give you a brief outline as to the beginning of my race season. I'll be starting my season off early this year in West Yellowstone Montana during the last weekend of November. This will be the first big race of the year, so the competition level should be very high, but I'm definitely feeling up to the challenge! The following weekend I will be in Canmore AB for two NorAm (North American) races, which are also selection races for the two World Cup race weekends that are being held in Canada this year (Quebec City, Dec. 8-9, and Canmore AB, Dec. 15-16). This will be my first chance to qualify to compete in a World Cup race, and while it won't be easy, I am confident that I will have the speed I need to qualify!
Now that we are into September, I am starting to try to get my finances in order for the winter. I would like to approach the town to inquire about continuing the support into this race season, and was wondering if you could help me to do so. As I mentioned earlier, I will be home in November in the event that I should need to meet with someone in person. If you could let me know who I should speak with in this regard, I would really appreciate the guidance. Thanks Mayor Marshall!
Hope you are well! All the best, Jordan
-- Jordan Cascagnette National Development Centre - Thunder Bay 1-807-472-9322 http://jordancascagnette.com/
Page 135 of 209 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Committee Report
COMMITTEE: Finance & Corporate Services Section
COMMITTEE CHAIR: Councillor D. O’Shea
SUBJECT: Update on Graffiti Management – September, 2012
RECOMMENDATION
For information and referral to Council.
INTRODUCTION A recent increase in graffiti throughout Town has prompted Section to request staff to review the potential development of a Graffiti By-law and to review anti-graffiti programs in place in other communities. In June, both Planning & Development and Finance & Corporate Services Sections approved a pro-active approach to Graffiti Management and as a result, Council adopted a Graffiti Removal Policy on August 29, 2012.
ANALYSIS During the months of July and August, staff developed a comprehensive section on the Town’s website in relation to graffiti. In addition, a reporting mechanism was implemented via the website.
Since the implementation of the reporting mechanism, 64 reports have been filed (all but 1 were reported by Staff). Staff has also undertaken a systematic review of the Town to locate existing graffiti on all property types (see attached map).
The following statistics have been generated in the month of August:
Facility Type Number of Reports of Number of Reports Graffiti Remediated to Date Town 20 9 Canada Post 15 0 Bell 2 0 Hydro 10 0 Private 17 0 TOTAL 64 9
It should be noted, that reports related to locations not on Town property were not forwarded to the appropriate parties until the formal adoption of the policy on August 29. Also, there has been a delay in some of the cleanup efforts while Staff determines the correct type(s) of products required to remove the graffiti. Staff will be following up with these private/utility parties during the month of September.
When graffiti is reported, the following steps are undertaken:
Page 136 of 209 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Committee Report
- Graffiti is located and reported to the Clerk. - Clerk logs all private and utility, MLEO logs all Town. - Staff and/or MLEO attend all occurrences and photos. - Clerk notifies applicable Department or utility or property owner for clean up. - Once it is cleaned up, it is reported back to Clerk. - If no confirmation of clean up is received within a week, the MLEO will attend to confirm if it is still there and the Clerk will follow up as required. - OPP will assign a key point person for the Town to report graffiti to including photos weekly. - OPP will create a template for the Clerk to report on. - *In the case of a major incident, OPP should be notified asap via the 1-888 number for investigation.
The system as noted above is a trial outline that will be modified as required in order to meet the needs of all involved.
BUDGETARY IMPLICATIONS None have been reported to date.
RISK MANAGEMENT There are no immediate risk management issues addressed within this report, however, in the event the Town does not address graffiti, there may be future implications.
SUSTAINABILITY The Community Pillar of the Sustainability Plan includes: Develop policies to promote the design of communities that are livable, attractive and healthy.
COMMUNICATION Communication is the key to the success of the pro-active measures as outlined within the policy. Consultation and coordination of the pro-active measures have been implemented and include the Town, Penetanguishene Police Services Board, OPP, Downtown Improvement Committee, local businesses, local utility providers and local schools.
Information on the policy and reporting system are also available via the Town Page, posters and Town website. The Mayor’s message and media release distributed to local media outlets and to contacts via the OPP has also been utilized to promote the new policy and reporting guidelines.
STRATEGIC GOALS & OBJECTIVES It is a strategic goal to ensure the health and safety of the community.
Page 137 of 209 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Committee Report
Prepared by: H. Bryce, Town Clerk Reviewed by: E.J. Rath, C.A.O. Section Meeting Date: September 18, 2012 Council Meeting Date: September 26, 2012
Electronic File Location: S:\Administration\D18 Community Improvement Projects\Graffiti Management\P&D FCS Report - Update on Graffiti Management Sept.docx\
Page 138 of 209 The Corporation of The Town of Penetanguishene Recreation & Cultural Services Section Committee Report
COMMITTEE: Recreation & Cultural Services Section
COMMITTEE CHAIR: Councillor Mike Mayotte
SUBJECT: Great Lakes Guardian Fund Report #268 ______
RECOMMENDATION THAT Recreation and Cultural Services Section recommends to Council that an application be made to the Great Lakes Guardian Community Fund for a viewing and fishing platform;
AND THAT this project be included in the proposed 2013 capital plan for consideration, subject to confirmation that the project would be within the eligible for non tax funding of up to $25,000 and/or be funded through community partnerships.
INTRODUCTION Town Staff was advised of the Great Lakes Guardian Fund by e-mail on July 24th, 2012. The Great Lakes Guardian Community Fund supports community projects to help protect and restore the ecological health of the Great Lakes and St. Lawrence River Basin.
The Great Lakes Guardian Community Fund Grants are available for projects in Ontario’s Great Lakes and St. Lawrence River basin and their watersheds. Penetanguishene is in the Lake Huron watershed. Not-for-profit organizations include municipalities.
Examples of projects that could qualify include:
Cleaning up a shoreline or beach Building a coastal or riverside trail Protecting or restoring fish, plant or wildlife habitat
Applications are accepted up to and including Friday, October 12, 2012 at 5pm EDT. by e-mail along with two hard copies sent to the Ministry. Funding is 100% of eligible costs. Funding is up to a $25,000 grant for a project. Smaller projects are also encouraged.
Letters of support are required from key partners in the project.
ANALYSIS The project being proposed by Towns staff for consideration would be a viewing and fishing platform. This option would help to address present fishing conflicts at the Town Dock and would address a long standing request in the Accessibility Plan in relation to a barrier free fishing area along the shoreline.
The Town presently has a barrier free viewing platform constructed in the Storm Water Retention Pond in Penetanguishene Rotary Park. Construction details of that particular platform will be reviewed in order to provide something similar. In addition, the Town of LaSalle has just 1
Page 139 of 209 The Corporation of The Town of Penetanguishene Recreation & Cultural Services Section Committee Report opened a fishing and viewing platform and has been contacted for additional information. Harbour West has also been contacted for basic pricing information to be used for grant purposes.
The Severn Sound Environmental Association will be contacted for their input. Canadian Bass and Anglers Federation have been requested to be a partner but changes in their organization have resulted in no commitment at this time.
BUDGETARY IMPLICATIONS Due to the short timeline, Town staff is still gathering pricing information and other requirements. The application would only proceed if within the funding amount of $25,000 and/or additional funds are available from community partners.
RISK MANAGEMENT None associated with this report. Any viewing and fishing platform would be constructed in accordance with the permits and regulations as may apply. (DFO, OBC, etc)
COMMUNICATION & MARKETING If the grant proposal is approved, all announcements would be in accordance with the terms and conditions of the grant. This project would also form part of the 2013 budget workplans and the 2013 accessibility plan.
SUSTAINABILITY Recreation is part of the Community Pillar in the Sustainability Plan.
STRATEGIC GOALS & OBJECTIVES It is a strategic goal to maintain and enhance Town facilities and to provide recreation services which are affordable and accessible.
Prepared by: Pat Harwood, Manager of Recreation Servicese Reviewed by: E.J. Rath, C.A.O. RCS Meeting Date: September 18th, 2012 Council Meeting Date: September 26, 2012
Electronic File Location: S:\Recreation Department\Administration\REPORTS\2012\Great Lakes Guardian Fund Report #268.docx\
2
Page 140 of 209 The Corporation of The Town of Penetanguishene Recreation & Cultural Services Section Committee Report
COMMITTEE: Recreation & Cultural Services Section
COMMITTEE CHAIR: Councillor Mike Mayotte
SUBJECT: 2013 Tourism Advertising Options
RECOMMENDATION THAT Recreation & Cultural Services Section recommends to Council that the Town confirm participation in the following tourism publications for 2013 in order to meet the upcoming publication deadlines:
County of Simcoe Tourism Map, Advertisement for Town of Penetanguishene (same as 2012)
County of Simcoe Marina Guide, Advertisement and listing for Town Dock (same as 2012)
Southern Georgian Bay Visitor Guide, Advertisement for Town of Penetanguishene (to be confirmed by Section as prior year included cooperative ad for Tourist Info Centre, Library, Museum & Town Dock)
Southern Georgian Bay Visitor, Grid Listings for key Town facilities (to be confirmed by Section as it is not known whether other municipalities will be participating in 2012)
Southern Georgian Bay Visitor Guide, Event listings (to be at no charge with assurances that correct contact and location information will be used as 2012 was changed by Chamber without Town authorization)
Direction Ontario, French Advertisement (enhanced from 2012)
Bluewater Guide, Advertisement for Town Dock (same as in 2012)
AND THAT all proposed advertising items be included in 2013 Tourism and Events advertising budget;
AND FURTHER THAT staff continue to research and work with the regional partners on a Tourism Map for Huronia and report back to Section;
AND FINALLY THAT Finance & Corporate Services Section be provided with a copy of this budget related report.
INTRODUCTION Tourism related advertising information has been received for various 2013 advertising publications. As the deadline to participate in a number of publications is prior final budget approval, this report has been prepared for discussion and preapproval as part of the upcoming 2013 budget.
1
Page 141 of 209 The Corporation of The Town of Penetanguishene Recreation & Cultural Services Section Committee Report
ANALYSIS Information has been received from the Southern Georgian Bay Chamber of Commerce, Tourism Simcoe County, Direction Ontario and the Bluewater Guide regarding advertising rates and options for the 2013 publications. The deadline for the noted publications is within September and October and the Town needs to confirm space requirements as soon as possible.
Tourism Advertising Simcoe County Guide Map Southern Georgian Bay Visitor Guide Bluewater Guide Enhanced listing in le guide touristique L'Ontario
Harbour Advertising Simcoe County Marina Guide
Other advertising Grid listings in the Southern Georgian Bay Visitor Guide
Publication Publication Distribution Ad Cost Other Deadline Size Simcoe County 15 panels 100,000 $1,450 Target audience is Sept 20, Guide Map all tourist and 2012 visitors to Simcoe County.
Indicator dot for Townhall and Information Centre included Simcoe County Digest $900 Target audience is Sept 28, Marina Guide boaters 2012
Includes information listing Southern Digest (full 50,000 $2,425* Target audience is Oct 12, Georgian Bay page) friends and family as 2012 Chamber of well as visitors in our Commerce area. Distribution at Visitor Guide trade shows by others. *Price based on non member status as Chamber has not yet approved Town membership. If membership is approved, then member rate should 2
Page 142 of 209 The Corporation of The Town of Penetanguishene Recreation & Cultural Services Section Committee Report
apply.
Southern Information 50,000 $900 Target audience is Oct 12, Georgian Bay Grids ($100 per friends and family as 2012 Chamber of listing well as visitors in our Commerce based on area. Distribution at Visitor Guide non trade shows by member others. status ** TIC is Visitor services currently listing (internet not access) applicable Attraction listing to (Museum) information Parks listings listing (Huronia, McGuire and Rotary) Marina listing Trails listing Activities listing Conference listing Direction Ontario 8.5” X 11” 50,000 $500 Enhanced listing for November - le guide the TIC 2012 touristique L'Ontario Bluewater Guide 8.5” X 11” 55,000 $828 ½ page in the November Penetanguishene 2012 section
It should be noted that in addition to the advertising, the Town may also provide an events listing for the Southern Georgian Bay Chamber of Commerce publication.
BUDGETARY IMPLICATIONS If preapproved, Tourism Advertising in the Simcoe County Guide Map, Southern Georgian Bay Visitor Guide, Direction Ontario and Bluewater Guide will be included in the 2013 Tourism and Events budget. The cost for the proposed advertising would be $7,003 (plus applicable HST).
Advertising in the Tourism Simcoe County Marina Guide will be included in the 2013 Town Wharf budget.
Please note that, the ongoing regional tourism discussions are recommending that a Huronia Guide map be produced with an approximate contribution per municipality of $5,000. No decision has been made to date and the Tourism & Events Coordinator was tasked to research this option and cost estimates with the Simcoe County Tourism Manager. The next regional
3
Page 143 of 209 The Corporation of The Town of Penetanguishene Recreation & Cultural Services Section Committee Report tourism meeting is on September 17th and a verbal update will be provided in relation to what other municipalities are doing for 2013.
RISK MANAGEMENT There are no risk management implications to this report.
COMMUNICATION & MARKETING In order to maximize advertising/promotion budget, the Town works with key partners that coordinate and distribute key external marketing pieces in order to maximize visibility for the Town enhancing corporate/brand awareness and promote the products/services of local key tourism partners.
SUSTAINABILITY Tourism is part of the Economic Pillar in the Sustainability Plan.
STRATEGIC GOALS & OBJECTIVES It is a strategic goal of the Town to partner with outside groups and organizations when it is in the interests of both parties to do so.
Prepared by: Wendy Cousineau, Tourism and Events Coordinator Reviewed by: Pat Harwood, Manager of Recreation Services E.J. Rath, C.A.O. RCS Meeting Date: September 18, 2012 Council Meeting Date:September 26, 2012
Electronic File Location: S:\Recreation Department\Administration\REPORTS\2012\2013 Advertising Report.docx
4
Page 144 of 209 The Corporation of The Town of Penetanguishene Transportation & Environmental Services Section Report
COMMITTEE: Transportation & Environmental Services Section
COMMITTEE CHAIR: Councillor Brad Saunders
SUBJECT: Gordon Drive Extension Update
RECOMMENDATION: That Transportation and Environmental Services Section recommend to Council to proceed with restricted access option for the unopened portion of Gordon Drive and that access onto the unopened portion of Gordon Drive be restricted to the residents of Little Sandy Bay Lane and Emergency Services vehicles and personnel only.
AND THAT the residents of Little Sandy Bay Lane be permitted access onto the unopened portion of Gordon between November 1st and April 1st of every year only;
AND THAT the restricted access permitted to the residents of Little Sandy Bay Lane be contingent upon the installation of an appropriately sized and constructed culvert across the existing drainage ditch that is located within the road allowance between Gordon Drive and Little Sandy Bay Lane;
AND FURTHER THAT the Town Clerk be directed to draft the necessary by-law and provide notice in accordance with the Town’s Notice Provision By-law to the affected residents, in the Town Page and on the Town’s website;
AND FINALLY THAT staff be directed to report back to the Transportation & Environmental Services Section regarding any comments or concerns to the restricted access prior to the By- law being brought forward to Council for approval.
INTRODUCTION On June 16th, 2012 the Director of Public Works presented a report to the Transportation and Environmental Services Section regarding the potential sale of the unopened portion of the Gordon Drive Right-of-Way (ROW) to the residents on Little Sandy Bay Lane.
To eliminate the potential for through traffic off of Gordon Drive the Town stated that the access to Little Sandy Bay Lane would be restricted to the Winter Season only (November 1st to April 1st) as a condition to the potential sale of the unopened portion of Gordon Drive. A written response was received on behalf of nine of the Little Sandy Bay land owners wherein the residents requested that emergency services be allowed unrestricted access to Little Sandy Bay Lane from Gordon Drive.
As an alternative to the sale of the unopened portion of Gordon Drive, the option to restrict the access to the Gordon Drive ROW to the residents of Little Sandy Bay Lane and Emergency Services only was proposed. This option would enable the Town to retain access and control over the ROW and enable the residents of Little Sandy to construct an access to Gordon Drive.
To determine what impact the potential restricted access to Gordon Drive would have on Emergency services, Section instructed the Director to investigate and report back.
Page 145 of 209 The Corporation of The Town of Penetanguishene Transportation & Environmental Services Section Report
ANALYSIS To gather comments from all of the affected utility and emergency services who would be affected by the proposed restricted access, the Director of Public Works met with representatives from Bell, Hydro One, OPP, Fire Department and the Simcoe County Ambulance Service.
A summary of the comments and responses received in relation to the potential restricted access on Gordon Drive are provided below:
Bell Canada and Hydro One If a gate is erected across the ROW Bell and Hydro One would require a key to open the gate during emergency situations. The constructed access across the open ditch would serve to improve their maintenance and service to the pole line that extends off of Gordon Drive to Little Sandy Bay Lane. The location of the access to Gordon Drive would need to be placed on the north half of the ROW to meet the 3 m separation requirements from the existing pole line. This will require extensive tree removal, grading and clearing, including large boulders.
OPP, Fire Department and Simcoe County Ambulance Services The placement of signage on Gordon Drive to indicate the restrictions imposed on the access to Little Sandy Bay Lane is recommended over the installation of a gated barrier. This would eliminate the possibility of damaging the gate if access cannot be granted in a timely fashion. Recommend that the access road be maintained by the Town which would require that the road be constructed to Town standards. Emergency Services could not guarantee that service would be provided to the residents of Little Sandy Bay Lane due to winter accessibility issues and the physical dimensions of Little Sandy Bay Lane. This situation would be similar to that on Watson Road where the private road would not be maintained by the Town and therefore access to homes could not be guaranteed if an emergency were to arise at this location.
The comment made by the emergency services regarding the maintenance of the access being provided by the Town could only occur if Gordon Drive was built to Town standards. There is no interest from the residents of Little Sandy Bay Lane, based on previous reports to Section, to extend Gordon Drive to Town standards.
Based on the comments received from both of the utility providers and emergency services it can be concluded that the implementation of a restricted access over the Gordon Drive ROW will not have a substantial increase in the level of emergency services that are currently provided. It should be noted that year round residences on private lanes are required to enter into a Private Road Agreement that acknowledges a reduced level of service including emergency access.
It is recommended that the Town proceed with the restricted access option over the sale of the unopened portion of Gordon Drive. It is also recommended that the Town allow access to the unopened portion of Gordon Drive to the residents of Little Sandy Bay Lane during the winter season only (November 1st to April 1st).
Page 146 of 209 The Corporation of The Town of Penetanguishene Transportation & Environmental Services Section Report
This option would enable the Town to retain control over the unopened portion of Gordon Drive and allow the residents of Little Sandy Bay Lane access to Gordon Drive during the winter season (November 1st to April 1st). The enactment of the restricted access onto Gordon Drive would be contingent upon the residents of Little Sandy Bay constructing the access to Gordon Drive which would include the installation of a properly designed culvert to convey the upstream stormwater flows. The construction of the access road to Gordon Drive would also need to be reviewed by Hydro One to ensure the appropriate separation distances are met from their pole lines and that any relocations of the existing poles on Gordon Drive would be at the expense of the Little Sandy Bay residents.
If the installation of signage alone proves to be ineffective to minimize the instances of unauthorized through traffic onto Gordon Drive during the spring, summer and fall seasons the Town could proceed to install a gated barrier.
If, after further consultation, the residents of Little Sandy Lane do not want to proceed with the construction of the private access lane over Gordon Drive, it is recommended that Section reconsider proceed with the implementation of a permit parking system. This would enable the Town to control the number of vehicles that are parking on Gordon Drive and would involve issuing permits to the residents for the use of the existing parking area on Gordon Drive. An amendment to the Traffic By-law would be required in order for the Town to enforce the provisions of the permit parking area.
Regardless of which option is ultimately approved, it is recommended that “No Parking Signage” be installed at the western limits of the travelled portion of Gordon Drive to eliminate the potential of any vehicles from parking and obstructing driveways and snow storage areas in this area.
BUDGETARY IMPLICATIONS If the restricted access option on the unopened portion of Gordon Drive proceeds the Town would be required to install signage on Gordon that would indicate the following to residents and vehicles travelling on Gordon Drive:
“No Municipal Winter Maintenance” completed beyond the travelled portion of Gordon Drive Gordon Drive is not a through road “No unauthorized vehicles allowed” past the travelled portion of Gordon Drive
In addition to the signage required above the installation of Four (4) “No Parking” signs would be required. The total cost to install this signage on Gordon Drive is estimated at $1,000.
The notice provision requirements for the mail out to the affected residents and Town page is approximately $300.
The drafting and/or review of the restricted access by-law by the Town Solicitor are estimated in the range of $500-750.
If the restricted access option on Gordon Drive does not proceed and the installation of permit parking spaces is approved the total cost to install three (3) permit parking signs and (4) “No Parking” signs would be approximately $900.00.
Page 147 of 209 The Corporation of The Town of Penetanguishene Transportation & Environmental Services Section Report
RISK MANAGEMENT If the sale of the Gordon Drive ROW does proceed, the installation of the appropriate signage at the end of Gordon should be installed to inform through traffic that they are entering private property and that municipal winter maintenance operations do not occur beyond Gordon Drive.
COMMUNICATIONS & MARKETING The notice provisions for the altering of a public roadway prior to implementation are defined in the Town’s Notice Provision By-law 2010-47 and include: - Publication in the local media – 10 days; - Post on the website – 10 days; - Pre-paid mail to landowners with frontage on the road – 30 days.
The utilities and emergency response agencies have already been consulted.
SUSTAINABILITY N/A
STRATEGIC GOALS & OBJECTIVES It is a strategic goal of the Town to provide a safe and efficient road network for the travelling public and to partner with outside groups if it is in the interest of both parties to do so.
Prepared by: Bryan Murray, P.Eng., Director of Public Works Reviewed by: E.J. Rath, C.A.O. Section Meeting Date: September 18th, 2012
Electronic File Location: C:\Documents and Settings\bmurray\Desktop\Gordon Drive Extension\T&E Report- Gordon Drive Extension Update September 2012.docx
Page 148 of 209 The Corporation of The Town of Penetanguishene Transportation & Environmental Services Section Report
COMMITTEE: Transportation & Environmental Services Section
COMMITTEE CHAIR: Councillor Brad Saunders
SUBJECT: Robert Street West Well Test Program – Additional Costs
RECOMMENDATION: THAT the Transportation and Environmental Services Section recommends to Council to accept an additional cost of $25,000 that has been incurred to date during the sampling and pump testing at the Robert Street West Well.
AND THAT that the additional costs be funded through the Robert Street West Wells Reserve.
INTRODUCTION The Robert Street West Well Sampling program was awarded to Golder and Associates (Golder) in April of 2012. The MOE approval process that eventually led to the start of the pumping test in August of 2012 required additional information, documentation and consultation from Golder in order for the Town to secure MOE approval for the test. Once the pumping test was initiated the level of TCE found immediately downstream of the discharge point warranted an increase in the sampling frequency beyond what was originally proposed by Golder. This additional effort was not included within the original Golder proposal, and as such, additional costs have been incurred.
ANALYSIS A breakdown of the additional costs that have been incurred to date during the Robert Street West Well testing is as follows:
Additional Laboratory Analysis Costs $12,500
Additional Consulting Fees Initial Well No. 2 Sampling $1,200 Additional Pre-Test MOE Consultation $2,100 MOE Section 53 Sewage Works Application $4,200 Additional MOE Requirements (Sampling Coordination, Reporting and Conference Calls) $5,000
Total Additional Costs $25,000
BUDGETARY IMPLICATIONS It is proposed that the fund associated with the Robert Street West well be used to fund the additional costs incurred to date for this testing program. The $444,937.60 that was remaining in this reserve fund prior to the award of the testing program will be sufficient to fund the additional costs incurred to date during the pumping test.
RISK MANAGEMENT There are no risk management issues related to this item.
Page 149 of 209 The Corporation of The Town of Penetanguishene Transportation & Environmental Services Section Report
COMMUNICATION & MARKETING No communication or marketing is required at this time.
SUSTAINABILITY The outcome of the testing program for the Robert Street West Wells will have a direct impact on the long term viability of the wells as a water supply for the Town.
STRATEGIC GOALS & OBJECTIVES It is a strategic goal of the Town to provide and maintain a dependable and safe drinking water supply to its users.
Prepared by: Bryan Murray, P.Eng., Director of Public Works Reviewed by: Committee Meeting Date: Council Meeting Date: September 26th, 2012
Electronic File Location: S:\Public Works\Bryan\Projects\Municipal\2012 Projects\Robert Street West Well Test\TE Report- Robert Street West Well Monitoring and Sampling Addition Costs.doc
Page 150 of 209 The Corporation of The Town of Penetanguishene Transportation & Environmental Services Section Report
COMMITTEE: Transportation & Environmental Services Section
COMMITTEE CHAIR: Councillor Brad Saunders
SUBJECT: Purchase of Highway Salt for the 2012/2013 Season
RECOMMENDATION THAT the Transportation and Environmental Services Section recommends to council to accept the tender price from Sifto Canada to supply highway salt for a unit price of $61.18 (excluding HST).
INTRODUCTION The Town of Penetanguishene is currently a member of the Georgian Bay Purchasing and Procurement Co-Operative. The bulk purchase of highway salt is among the many items that the co-operative undertakes each year for its members.
On September 18th, 2012 a two year highway salt contract closed. Tender submissions for the supply and delivery of the Highway Salt were received from three suppliers, they included: - Sifto Canada Corporation - Cargill Deicing - The Canadian Salt Company
ANALYSIS The submitted unit prices to supply and deliver highway salt from each supplier, excluding tax, are summarized below:
- Sifto Canada Corporation $61.18
- Cargill Deicing $63.91
- The Canadian Salt Company $73.91
Based on an evaluation of the unit prices submitted it is recommended that Sifto Canada Corporation be awarded the tender to supply and deliver highway salt for the next 2 years.
BUDGETARY IMPLICATIONS The quoted unit price of $61.18 (excluding taxes) is approximately $15/ tonne less than the previous years tender price. Over the course of the contract the Town can expect to save approximately $30,000 in the purchase of highway salt which in turn lower the operating costs of the Roads Division.
Page 151 of 209 The Corporation of The Town of Penetanguishene Transportation & Environmental Services Section Report
RISK MANAGEMENT All contractors hired by the Town will require insurance and WSIB coverage.
STRATEGIC GOALS & OBJECTIVES It is a strategic goal of the Town to explore every opportunity to lower its operating costs by harnessing the purchasing power of a group of municipalities
Prepared by: Bryan Murray, Director of Public Works Approved by: Meeting Date: September 28th, 2012
Electronic File Location: S:\Public Works\Bryan\Projects\Municipal\2010 Projects\Building Envelope Upgrades at 22 Centennial Drive\Transportation Section Report - Building Envelope Upgrades at 22 Centennial Drive.doc
Page 152 of 209 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Committee Report
COMMITTEE: Finance & Corporate Services Section
COMMITTEE CHAIR: Councillor Daryl O’Shea
SUBJECT: Procedure for Adding Referral Items to a Coordinated Section Agenda
RECOMMENDATION
THAT the Finance & Corporate Services Section recommend to Council that the procedure as outlined within this report pertaining to the adding of referral items to a Coordinated Section agenda be approved and include: - A review of existing referral items at the October Coordinated Section meeting; - Implementation of an approval (via vote) by each Section in order to add referral items to future Coordinated Section Agendas;
AND THAT said procedure be officially added to the Town’s Procedural By-law in conjunction with the next By-law review.
INTRODUCTION In 2011, the Town undertook a review of the Section Committee structure and implemented a new Coordinated Section Committee (CSC) which included the creation of one (1) agenda as opposed to four (4) separate Section agendas.
At that time, it was stressed that in order to manage the workload of all of the Sections within an all day meeting, the agendas and timelines for each Section would need to be strictly adhered to. In addition, open government and public notice provisions mean that any new items brought forward at a meeting that are not on the publicly posted agenda should be referred to an upcoming meeting.
Due to increase in agenda items which do not form part of the annual workplan established by Council in conjunction with the budget approval, and the growing list of referrals for each Section, the C.A.O. and Town Clerk recommend a review of the process for adding referral items to an agenda. Concerns were also raised by Finance & Corporate Services Section that there needs to be clarity on how individual members of Council may add items to an upcoming agenda as well as whether these requests need to be approved by a majority of the Section prior to being added to the workplan.
Prioritization of the growing list of referrals is also needed as this list only reflects items raised at a Section meeting and does reflect the entire work in progress (i.e. capital plan and departmental operations).
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ANALYSIS The Town’s Accountability and Transparency Policy (as attached), which was enacted in accordance with the provisions of the Municipal Act, states in part:
“Policy Statement The Corporation of The Town of Penetanguishene will promote accountable and transparent municipal governance guided by the following principles: 1. Decision making will be open and transparent. 2. Municipal operations will be conducted in an ethical and accountable manner. 3. Financial resources and physical infrastructure will be managed in an efficient and effective manner. 4. Municipal information will be accessible so that it is consistent with legislative requirements. 5. Inquiries, concerns and complaints will be responded to in a timely manner, in accordance with Council’s policy on the same.
Policy Requirements The Town of Penetanguishene ensures accountability and transparency by way of various policies, procedures and practices that have been divided into the following categories: 1. Legislated Requirements 2. Financial Accountability and Reporting 3. Performance Measurement and Reporting 4. Open Government 5. Internal Accountability and Ethical Standards
Legislated Requirements – The Town of Penetanguishene is accountable and transparent to the public by fulfilling various legislated responsibilities, giving public notice, holding public meetings and providing access to public information.
Open Government – The Town of Penetanguishene is accountable and transparent by providing governance in an open manner. The following are policies, procedures and practices that ensures the Corporation is transparent in its operations and the public is aware of how decisions are made: Procedural By-law Public Distribution and Publication of Council and Committee Agenda and Meeting Documents, including records of meetings Notice By-law Surplus Land By-law Records Retention By-law Councils Policy on Responses to Responses to Public Inquiries and Complaints
On desk items and/or additional items raised at a meeting but not included on the agenda do not meet the legislated requirements for transparency. As such, these items must not be discussed but rather referred to staff for report and/or the next agenda.
Page 154 of 209 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Committee Report
The section entitled REFERRALS TO UPCOMING AGENDAS OR STAFF was included on the agenda in 2011 to accommodate and track these requests.
Proposed Procedure for Adding Referral Items to a CSC Agenda In order to facilitate items to be referred to staff or a future agenda, the following procedure is being proposed:
Review of Existing Referral Items – It is recommended that each Section review the existing referral items at their October meeting and implement the following process: - Any appointed member of a Section may request to add a referral item to a future agenda or request information and/or a report from staff. As part of the request, the member will provide the subject matter and a brief general explanation as to why the item is being requested and how it relates to the Section’s mandate.
- Referral items must be consistent with the goals and objectives of the applicable Department as outlined in the annual budget. Items outside of this scope will be noted for consideration in the next budget year unless the item is determined to be time sensitive and/or high priority. In this case, the C.A.O. in consultation with the Department Head will be asked to identify work which may be removed from the workplan and referred to the upcoming year in order to accommodate the request.
- The C.A.O. and Department Head will be asked to provide direction on reasonable deadlines for report back to Section (when required) and will identify any referral items previously noted on the referrals list that would likely be deferred to accommodate the new request(s).
- Priority items will be noted as such with the timeline for reporting based on consideration of the information provided by staff on existing workloads and other priorities.
- Once all referral items have been presented by the members, the Section will vote on the inclusion of the item(s) on the referral list.
- It shall be the responsibility of the Town Clerk in consultation with the C.A.O. to track all referral items and requested deadlines;
- It shall be the responsibility of the C.A.O. to consult with Department Heads when a referred item is not ready to proceed to an agenda and to provide a verbal status update if and when a report to Section has been delayed due to unforeseen circumstances.
BUDGETARY IMPLICATIONS N/A
Page 155 of 209 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Committee Report
RISK MANAGEMENT The proposed procedure as noted above will maintain the Town’s accountability and transparency to the public, meets it legislative requirements and ensure staff resources are utilized in the most efficient manner.
COMMUNICATION & MARKETING The report would be made available to all Sections at the October CSC meeting. It is further recommended that the procedure be officially added to the Town’s Procedural By-law during the next review. Amendments to the By-law require mandatory notice provisions as outlined in the Town’s Notice Provision By-law.
SUSTAINABILITY N/A
STRATEGIC GOALS & OBJECTIVES It is a strategic goal to operate in an open, accountable and efficient manner. The Town’s Accountability & Transparency Policy ensures accountability and transparency by way of various policies, procedures and practices.
Prepared by: H. Bryce, Town Clerk in consultation with E.J. Rath, C.A.O. FCS Meeting Date: September 18, 2012 Council Meeting Date: September 26, 2012
Electronic File Location: S:\Clerk's Department\Referred Items (CSC)\FCS Report - proposed procedure for adding referral items to CSC agendas.docx\
Page 156 of 209
THE CORPORATION OF THE TOWN OF PENETANGUISHENE
Accountability & Transparency Policy S. 270, Municipal Act, 2001, as amended
Policy Statement The Corporation of The Town of Penetanguishene will promote accountable and transparent municipal governance guided by the following principles: 1. Decision making will be open and transparent. 2. Municipal operations will be conducted in an ethical and accountable manner. 3. Financial resources and physical infrastructure will be managed in an efficient and effective manner. 4. Municipal information will be accessible so that it is consistent with legislative requirements. 5. Inquiries, concerns and complaints will be responded to in a timely manner, in accordance with Council’s policy on the same.
Policy Requirements The Town of Penetanguishene ensures accountability and transparency by way of various policies, procedures and practices that have been divided into the following categories: 1. Legislated Requirements 2. Financial Accountability and Reporting 3. Performance Measurement and Reporting 4. Open Government 5. Internal Accountability and Ethical Standards
1. Legislated Requirements – The Town of Penetanguishene is accountable and transparent to the public by fulfilling various legislated responsibilities, giving public notice, holding public meetings and providing access to public information. The following are provincial statutes that govern how the Corporation conducts its business in a public, accountable and transparent manner; ¾ Accessibility for Ontarians With Disabilities Act ¾ Building Code Act ¾ Clean Water Act ¾ Emergency Management and Civil Protection Act ¾ Environmental Assessment Act ¾ Fire Protection and Prevention Act ¾ Health Information Protection Act ¾ Municipal Act ¾ Municipal Conflict of Interest Act ¾ Municipal Freedom of Information and Protection of Privacy Act ¾ Ontario Planning & Development Act ¾ Ontarians With Disabilities Act ¾ Public Libraries Act ¾ Provincial Offences Act ¾ Planning Act ¾ Public Sector Salary Disclosure Act ¾ Safe Drinking Water Act ¾ Other applicable legislation
Page 157 of 209 2. Financial Accountability and Reporting – The Town of Penetanguishene is accountable and transparent to the public by identifying the source of Town funds and how those funds are used to deliver services. The following are policies, procedures and practices that the Corporation uses to conduct its business in a financially accountable manner: ¾ External Auditor and Auditor’s Report ¾ Annual Financial Statements ¾ Annual Operating Budget ¾ Five Year Capital Plan ¾ Procurement By-law ¾ Quarterly Financial Reports ¾ Standard report templates include budgetary implications ¾ Annual Remuneration Report for Elected and Appointed Officials ¾ Composite Fee By-law and public notices
3. Performance Measurement and Reporting – The Town of Penetanguishene is accountable and transparent to the public by reporting on its progress and performance using the following tools: ¾ Various monthly and quarterly departmental reports ¾ Annual Departmental Reports ¾ Municipal Performance Measurement Report
4. Open Government – The Town of Penetanguishene is accountable and transparent by providing governance in an open manner. The following are policies, procedures and practices that ensures the Corporation is transparent in its operations and the public is aware of how decisions are made: ¾ Procedural By-law ¾ Public Distribution and Publication of Council and Committee Agenda and Meeting Documents, including records of meetings ¾ Notice By-law ¾ Surplus Land By-law ¾ Records Retention By-law ¾ Councils Policy on Responses to Responses to Public Inquiries and Complaints (* proposed Communications Policy, if adopted, will replace)
5. Internal Accountability and Ethical Standards – The Town of Penetanguishene has policies, procedures and practices that govern internal accountability and ethical standards for the Corporation, including: ¾ Personnel Policy ¾ Code of Conduct for Building Officials
Page 158 of 209 TOWN OF PENETANGUISHENE 2013 BUDGET PROCESS ILLUSTRATION OF 2013 PROPERTY TAX IMPACT (STARTING POINT) as at SEPTEMBER 11, 2012
Change Change in Tax 2013 i n Tax 2012 Rate FIRST DRAFT Rate
2011 Taxes -7,585,572 - 7,948,203 2012 4% tax increase $303,423 + .78% CVA growth $59,208 CVA Growth -59,208 -0.78% 0.00% MPAC Market Change Report to follow 2012 Tax Base (prior to tax increase) -7,644,780 - 7,948,203 2013 Tax Base (prior to tax increase)
Operating Tax Changes Salary and Wages 133,075 1.75% 5 9,035 0.74% does not include step increases yet; MEA 2% OMERS 1 9,519 0.25% 2013 rate increase Insurance 1 1,328 0.14% 3% overall increase + $4,000 for increased Arena value Mandatory debt charges 126,663 1.67% 0 0.00% no impact in 2013 Hydrant expense (tfr to water) -42,750 -0.56% 0 0.00% no impact in 2013 Net change in Supps, Write offs, PIL's, Rebates 85,051 1.12% 0.00% First Draft Departmental Operating Budgets to follow OMPF grant 7,640 0.10% - 5 9,040 -0.74% 2012 actual 127,800 came in higher than budget 68,760 Other operating net increases 57,680 0.76% 0.00% First Draft Departmental Operating Budgets to follow Total operating tax changes 367,359 4.84% 3 0,842 0.39%
Increased cost of policing 278,077 3.67% 0.00% OPP 2013 Estimated Costs to follow
FUNDING for 2012 Operating Budget Increase: 2012 Capital funding - reduce base budget 903,166 to 786,000 -117,166 -1.54% 117,166 1.47% one time source of funding not applicable in 2013 Surplus from 2010 -124,000 -1.63% 124,000 1.56% one time source of funding not applicable in 2013 Transfer from Waste Management Reserve -41,639 -0.55% 41,639 0.52% one time source of funding not applicable in 2013 -282,805 282,805
TOTAL TAX IMPACT 303,423 4.00% 3 13,647 3.95%
TOWN Tax Increase 25,346 0.33% 3 13,647 3.95% OPP Tax Increase 278,077 3.67% - 0.00% TOTAL Tax Increase 303,423 4.00% 3 13,647 3.95% Page 159 of209
CAPITAL FUND - Base Budget -786,000 - 7 86,000
2013 Capital Plan (based on 2012-2016 5 year plan) 2,058,486 Updated 2013 Capital Plan to follow
Additional Tax Increase Required 1,272,486 16.01%
TOTAL TAXATION IMPACT 19.96% TOWN OF PENETANGUISHENE
2013 BUDGET PROCESS (DRAFT TIMELINE)
Who When Budget Step Based on Completion Deadlines Submission Deadlines Received by Deadlines
FINANCE AUG 2013 Budget Process (Draft Timeline) Deputy Treasurer meeting with CAO sent to DH Aug 29/12 FINANCE 2012 Capital Plan Status Template (est. carry forwards to 2013) 2012 Capital Budget vs YTD Actual sent to DH Aug 29/12 FINANCE 2013 - 2017 Capital Plan Template Current 5 Year Capital Plan sent to DH Aug 29/12 FINANCE Capital Plan Data Collection Worksheet to be completed for each capital project sent to DH Aug 29/12
DH SEPT Email to DTFA - Overview of 2013 Operating Budget Changes incr/decr that are substantial & known due by Sept 10/12 DH Email to DTFA - Overview of 2013 Operating Budget - New Items New Mandatory Programs & estimated costs due by Sept 10/12
FINANCE Overview of 2013 Operating Budget Uncontrollable Changes incr/decr re: Salaries,Benefits,OPP,Utility Rates,Grants due by Sept 10/12
DH 2012 Capital Plan Status DRAFT#1 (est. carry forwards to 2013) actual & estimated capital spending to Dec 31/12 due by Sept 14/12 DH 2013 - 2017 Capital Plan DRAFT#1 re-assessing capital priorities/funding due by Sept 14/12 DH Capital Plan Data Collection Worksheet to be completed for each capital project due by Sept 14/12
FIN/CAO Report to FCS overall financial position of the Town; starting point for the 2013 budget; draft timeline Sept 18/12 (day) Agenda due date: Sep 11/12
2010 Act vs Bud; 2011 Act vs Bud; 2012 Forecast to Yr End vs Bud; Items reported on Sept DH 2013 Operating Budget (Revenues & Expenses) DRAFT#1 10/12 due by Sept 21/12
2013 MEA pay grid; est. for 2013 CUPE negotiations; Benefit rates; Salary Survey options; FIN 2013 Salaries & Benefits VFF Agreement due by Sept 21/12 FIN 2013 Assessment/Taxation Estimate 2012 Assessment, Supps/Omitts, W/O's; est CVA growth due by Sept 21/12 FIN 2013 Other Budget Items Insurance, Hydro, Gas, Phones, OPP, Grants due by Sept 21/12 FIN 2013 - 2017 Debt Charges 2012 Debt Charges; 2013-2017 Capital Plan Funding due by Sept 21/12
DTFA/CAO/DH Departmental Budget Meetings to review DRAFT#1 Operating & Capital Budgets Sept 24 & 25/12 (day)
FIN/CAO Report to Council review Sept 18 FCS Report; set Special Council Meetings Sept 26/12 (eve)
FIN OCT Spec Council Mtg #1 Status of 2012 Capital Budget DRAFT#1 Oct 2/12 (eve) Agenda due date: Sep 26/12 2013 Capital Budget DRAFT#1 2013-2017 Capital Plan/Funding Sources DRAFT#1 2013 Draft Property Tax Impact
No agenda. Materials due 2 days prior for review with FIN Public Consultation #1 2013 Draft Capital Budget Oct 10/12 (eve) Mayor and Finance Chair Notice in paper 1st edition in 2013-2017 Draft Capital Plan/Funding Sources October 2013 Draft Property Tax Impact
FIN Spec Council Mtg #2 2013 Operating Budget DRAFT#1 Oct 17/12 (eve) Agenda due date: Oct 10/12 2013 Draft Property Tax Impact
FIN/DH NOV Spec Council Mtg #3 2013 Capital Budget DRAFT#2 Nov 6/12 (eve) Agenda due date: Oct 31/12 2013-2017 Capital Plan/Funding Sources DRAFT#2 2013 Operating Budget DRAFT#2 2013 Draft Property Tax Impact
FIN Report to FCS public presentation resulting from Nov 6 Spec Council Mtg Nov 20/12 (day) Agenda due date: Nov 13/12
No agenda. Materials due 2 days prior for review with FIN Public Consultation #2 public presentation resulting from Nov 6 Spec Council Mtg and Nov 20 FCS mtg Nov 21/12 (eve) Mayor and Finance Chair Notice in paper 1st edition in November
FIN/DH DEC Report to Spec FCS (Recommend Approval to Council) 2013 Capital Budget DRAFT#3 Dec 4/12 (eve) Agenda due date: Nov 28/12 2013-2017 Capital Plan/Funding Sources DRAFT#3 2013 Operating Budget DRAFT#3 2013 Draft Property Tax Impact
Page 160 of 209 Notice in paper 1st edition in FIN Report to Council (Adopt Budget Estimates) 2013 Final Capital Budget Dec 12/12 (eve) December 2013-2017 Final Capital Plan/Funding Sources 2013 Final Operating Budget 2013 Final Property Tax Impact
FIN 2013 Budget Books DRAFT (in PDF format) email to DH's due by Dec 28/12
FIN/DH JAN Finalize Status of 2012 Capital Budget finalize Carry Forwards to 2013 after Dec 2012 invoices rec'd due by Jan 31/13
FIN FEB Report to FCS (Recommend Approval to Council) amend 2013 Final Capital Budget, based on actual Carry Forwards Feb 19/13 (day) Agenda due date: Feb 12/13 amend 2013-2017 Final Capital Plan, based on actual Carry Forwards
FIN Report to Council amend 2013 Final Capital Budget, based on actual Carry Forwards Feb 27/13 (eve) amend 2013-2017 Final Capital Plan, based on actual Carry Forwards
FIN MAR Report to FCS (Recommend Approval to Council) Set the 2013 Taxation Rates Mar 19/13 (day) Agenda due date: Mar 12/13
FIN Report to Council Set the 2013 Taxation Rates Mar 27/13 (eve)
C:\Documents and Settings\hbryce\Desktop\2013 Budget Process and Timeline 9/10/2012 10:41 AM FIN Print 2013 Budget Books FINAL distribute to Council & DH's due by Mar 29/13 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Committee Report
COMMITTEE: Finance & Corporate Services Section
COMMITTEE CHAIR: Councillor Daryl O’Shea
SUBJECT: Insurance Renewal
RECOMMENDATION
THAT Finance & Corporate Services Section recommends to Council the Insurance renewal with BFL for the one year period commencing September 28, 2012 at a premium of $228,486 reflecting the recommended increases in the property values for replacement purposes including the Arena and one additional non-emergency vehicle with no changes in coverage and deductibles;
AND THAT the Town Clerk be directed to bring forward the necessary by-law to Council.
INTRODUCTION BFL Canada has been broker for the Town since 2006. At the time of the change in 2006, the Town was also facing a considerable premium increase. In order to get insurance costs under control, the Town also agreed to implement a risk management system to limit and manage the Town’s exposure as the municipality is generally viewed as having a higher duty of care and is considered the “deep pocket” when it comes to the settlement of claims by the courts.
Since 2006, insurance premiums in Penetanguishene have decreased overall from $273,846 to the proposed renewal at $223,944. This overall cost savings have occurred during a time period when other municipalities have experienced steady and significant increases in their insurance premiums.
ANALYSIS The term of Liability and Property insurance for the Town is due September 14, 2012. Prior to the renewal date, the Treasurer coordinated with the C.A.O. and Department Heads the submission of documentation required for insurance purposes including an updated vehicle schedule, an updated property schedule as well as questionnaires with respect to risk management practices, policies and environmental claim exposure, etc.
Consideration was to have been given to tender jointly with the Town of Midland this year. However, Midland decided to tender separately as the municipalities have been advised that it is not possible to “joint” tender for insurance as the two Towns are separate corporations. Midland is now insuring with BFL at a considerable cost savings. The Township of Tay also moved to BFL in recent years. As a result, there is no impetus to consider joint tendering.
The attached letter from BFL analyses the 3.8% increase into three drivers: Property insurance which is driven by increased value of assets insured. Auto insurance which is solely by the addition of one vehicle Liability – the $3,500 is driven in part by our claims history (several incidents of arson) and by general risk conditions.
Page 161 of 209 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Committee Report
As the procurement policy indicates that insurance should be tendered every 5 years, the alternative exists to negotiate a shorter term to the current coverage, obtain a claims history and go to tender. However, given the timing of the renewal, it is recommended that the Town renew for 2012/2013 and that Finance & Corporate Services Section revisit the matter again in the spring of 2013 to determine whether a tender should be issued and awarded for the September 14, 2013 insurance renewal date.
Question had been raised about coverage of Council members under both the group benefits plan and the general insurance policy. Costs and coverages are: Annual Premium Coverage Coverage through group benefits - 8 Councillors (to age 65/70)
ADD $ 25.92 $10,000 Life $ 128.56 $10,000
Coverage through general insurance - 9 Councillors (to age 80)
Accident while on Town business $ 3,888.00 $250,000
The coverages are different and complementary. Coverage under group benefits is small and carries a relatively small premium. The coverage under general insurance is only applicable when the insured is on municipal business. There are minor differences between the two policies regarding repatriation of the body, funeral expenses, values for paralysis, loss of body parts, rehabilitation. The general policy includes weekly indemnity, which is not included in the group benefits policy.
BUDGETARY IMPLICATIONS The 2012 renewal would require a 3% increase in liability insurance budgets in 2013. Please note that this is lower than the 3.8% premium increase as insurance budgets were held at the same budget amount in 2012. In addition, it should be noted that the $750 increase for the vehicle relates to the Water Division and will be directly applied to the Water budget. While this is an increase, the timing of the purchase meant that the Town has experienced some cost savings to date in 2012.
An item was raised for the Town’s consideration in the renewal is the replacement value of the Arena based on the staff review of the current and proposed values, it was determined that a replacement value of $8 million as opposed to current $4m or proposed maximum of $11m would be more accurate for replacement insurance purposes. The budgetary impact of the value adjustment is $4,542 which would be charged to the Arena insurance account.
The renewal letter also questions whether the Town wishes to adjust its coverage and/or move to higher premiums. The Town is carrying the recommended coverage and the Town has previously adjusted some coverage to a $25,000 deductible as a cost saving measure. (See renewal document attached). Town staff is not recommending any adjustments at this time.
The Finance Chair has requested additional information in relation to high deductibles and cost savings. The Treasurer will endeavour to report further at the Section meeting.
Page 162 of 209 The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Committee Report
RISK MANAGEMENT Insurance coverage is a key component of risk management. BFL has been highly proactive in assisting the Town with risk management issues.
Not increasing the insured value of the Arena would trade $4,542 premium against $4,000,000 additional insurance coverage.
COMMUNICATION & MARKETING There are no communication considerations for the insurance renewal.
SUSTAINABILITY Adequate risk management procedures are essential to economic sustainability.
STRATEGIC GOALS & OBJECTIVES It is a strategic goal of the Town to protect the Town’s financial assets against loss through risk management and insurance.
Prepared by: J. R. Schaefer Treasurer Reviewed by: E.J. Rath, C.A.O. Meeting Date: September 18, 2012 Council Meeting Date: September 26, 2012
Electronic File Location: S:\L06 Insurance\2012\Finance & Corporate Services Section\ Finance Corporate Services Section September 14 Insurance Renewal
Page 163 of 209 Page 164 of 209 Page 165 of 209 Page 166 of 209 Page 167 of 209 Page 168 of 209 Page 169 of 209 Page 170 of 209 Page 171 of 209 Page 172 of 209 Page 173 of 209 Page 174 of 209 Page 175 of 209 Page 176 of 209 Page 177 of 209 Page 178 of 209 Page 179 of 209 Page 180 of 209 Page 181 of 209 Page 182 of 209 Page 183 of 209 Page 184 of 209 Page 185 of 209 Page 186 of 209 Page 187 of 209 Page 188 of 209 Page 189 of 209 Page 190 of 209 Page 191 of 209 Page 192 of 209 Page 193 of 209 Page 194 of 209 Page 195 of 209 Page 196 of 209 Page 197 of 209 THE CORPORATION OF THE TOWN OF PENETANGUISHENE
BY-LAW 2012-61
Being a By-law to Authorize the Execution of an Agreement with BFL Canada Risk and Insurance Services Inc., for the Provision of General Insurance Services for the Town of Penetanguishene for the Period of September 29, 2012 to September 28, 2013
WHEREAS pursuant to section 9 of the Municipal Act, 2001 S.O. 2001, chapter 25 a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act;
AND WHEREAS pursuant to section 8. (1) of the Municipal Act, 2001 S.O. 2001, chapter 25 the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate to enhance the municipality’s ability to respond to municipal issues;
AND WHEREAS it is deemed expedient that the Council of The Corporation of the Town of Penetanguishene execute an Agreement for the Provision of General Insurance Services for the Town of Penetanguishene for the Period of September 29, 2012 to September 28, 2013;
NOW THEREFORE be it enacted and it is hereby enacted by the Council of The Corporation of the Town of Penetanguishene as follows:
1. That the Council of The Corporation of the Town of Penetanguishene hereby authorizes the Mayor and Town Clerk to execute an Agreement with BFL Canada Risk and Insurance Services Inc., for the provision of general insurance services for the Town of Penetanguishene for the period of September 29, 2012 to September 28, 2013.
2. That any By-law or By-laws, or parts of any By-law or By-laws that are inconsistent with this By-law are hereby deemed repealed.
3. That this By-law shall come into force and effect on passing.
BY-LAW read a first, second and third time and finally passed by Council on the 26th day of September, 2012.
______MAYOR Gerry Marshall
______CLERK Holly Bryce
Page 198 of 209 THE CORPORATION OF THE TOWN OF PENETANGUISHENE
BY-LAW NUMBER 2012-62
Being a By-law to Repeal By-laws 2004-93 and 2005-30, Being By-laws to Implement the Results of the Job Evaluation/Pay Equity Study and to Authorize the Pay Equity Study Results to Form Part of the Town of Penetanguishene Personnel Policy Manual, Section 4 - Salary
WHEREAS pursuant to section 9 of the Municipal Act, 2001 S.O. 2001, chapter 25 a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act;
AND WHEREAS pursuant to section 8. (1) of the Municipal Act, 2001 S.O. 2001, chapter 25 the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate to enhance the municipality’s ability to respond to municipal issues;
AND WHEREAS By-law 2004-93, being a By-law to Implement the Results of the Job Evaluation/Pay Equity Study, was passed on August 25, 2004;
AND WHEREAS By-law 2005-30, being a By-law to Amend By-law 2004-93 to Implement the Results of the Job Evaluation/Pay Equity Study was passed on April 27, 2005;
AND WHEREAS Council has approved a ladder chart that respects the principles of Pay Equity and strives to maintain the rate of pay within the Town at the 55th percentile in comparison to its comparator group;
AND WHEREAS Job Evaluation/Pay Equity results now form part of the Town of Penetanguishene Personnel Policy Manual, Section 4 - Salary;
NOW THEREFORE be it enacted and it is hereby enacted by the Council of The Corporation of the Town of Penetanguishene as follows:
1. That the “Revised Pay Equity Plan Prepared under the Pay Equity Act”, dated August 25, 2004, attached hereto and forming part of this By-law as Schedule “A” be consolidated under this By-law.
2. That amendments to the Job Evaluation/Pay Equity results form part of the Town of Penetanguishene Personnel Policy Manual, Section 4 – Salary.
Page 199 of 209 3. That, By-law 2004-93, being a By-law to Implement the Results of the Job Evaluation/Pay Equity Study and -law 2005-30, being a By-law to Amend By-law 2004-93 to Implement the Results of the Job Evaluation/Pay Equity Study be repealed in their entirety.
4. That this By-law shall take force and effect upon passing.
BY-LAW read a first, second and third time and finally passed by Council on the 26th day of September, 2012.
______MAYOR Gerry Marshall
______CLERK Holly Bryce
Page 200 of 209 Page 201 of 209 Page 202 of 209 Page 203 of 209 Page 204 of 209 Page 205 of 209 Page 206 of 209 Page 207 of 209 THE CORPORATION OF THE TOWN OF PENETANGUISHENE
BY-LAW 2012-65
Being a By-law to Confirm Proceedings of the Regular Council of The Corporation of the Town of Penetanguishene at Its Regular Council Meeting Held on September 26th, 2012, and the Special Council Meetings Held on September 12th and September 17th, 2012
WHEREAS the Municipal Act, 2001,c.25, s.5(1) provides that the powers of a municipality shall be exercised by its Council;
AND WHEREAS the Municipal Act, 2001, c.25, s.5(3) provides that a municipal power shall be exercised by By-law;
AND WHEREAS it is deemed expedient that the proceedings of the Council of The Corporation of the Town of Penetanguishene at this meeting be confirmed and adopted by By-law;
NOW THEREFORE the Council of The Corporation of the Town of Penetanguishene hereby enacts as follows:
1. That the actions of the Council of The Corporation of the Town of Penetanguishene in respect to each recommendation contained in the Minutes of the four (4) Section Committees of Council, Local Boards, Council or Committees, and each motion and resolution passed and other action taken by the Council of The Corporation of the Town of Penetanguishene at its meeting is hereby adopted and confirmed as if all such proceedings were expressly in this By-law.
2. That the Mayor and the proper officials of The Corporation of the Town of Penetanguishene are hereby authorized and directed to do all things necessary to give effect to the action of the Council of The Corporation of the Town of Penetanguishene referred to in the proceeding section hereof.
3. That the Mayor and Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Penetanguishene.
4. That any Member of Council who complied with the provisions of Section 5 of the Municipal Conflict of Interest Act, R.S.O. 1990, Chapter M.50 respecting the proceedings of the said Meetings shall be deemed to have complied with said provisions in respect of this By-law.
Page 208 of 209 BY-LAW read a first, second and third time and finally passed by Council this 26th day of September, 2012.
______MAYOR
______TOWN CLERK
Page 209 of 209