The Corporation of the Town of Bradford West Gwillimbury Date: Tuesday, June 21, 2011 Bradfordt Meeting: Regular Meeting of Council - 2011/38 Gwillim6Yt1-~ Time: 7:00 p.m. Location: Council Chambers, Court House A Growing Tradition 57 Holland Street East, Bradford, ON pages (a) MOMENT OF CONTEMPLATION (b) OPENING That this regular meeting of Council come to order at 7:00 p.m. (c) DECLARATIONS OF INTEREST & DISCLOSURE OF INTEREST (d) MINUTES OF THE PREVIOUS MEETINGS That the minutes of the following meetings: Special Meeting 2011/34 May 17, 2011 13-15 Council Meeting 2011/36 June 7,2011 16-19 Committee Meeting 2011/C12 June 7,2011 20-25 Special Meeting 2011/37 June 7,2011 26-31 be adopted as printed. (e) DEPUTATIONS 1. 10 minutes 32 Vince Severino, Bradview Homes Ltd. Re: Development Charges - 125 James Street Council Meeting 2011/38 -2- June 21, 2011 pages (f) PRESENTATIONS 1. 15 minutes Robert Lockhart, The Rethink Group Overview of the Outdoor Field Strategy The PowerPoint presentation associated with this item will be distributed on a USB key to Councillor's mailboxes by 4:30 pm on Thurs. June 16th (g) OPEN FORUM (h) REPORTS OF MUNICIPAL OFFICERS 1. REPORT OF THE DEPARTMENT OF LEISURE SERVICES 33-37 Community Team/Club Review - Update Report Report submitted by Tom Graham, Director THAT Report NO. LS 2011 OS, dated June 21, 2011, entitled "Community Team/Club Review - Update Report" be received; AND THAT staff be directed to proceed with finalizing a Letter of Understanding with the Bradford Rattlers Junior A Hockey Team pertaining to ice rental and other facility arrangements as outlined in this report; AND THAT staff be directed to proceed with finalizing a Letter of Understanding with both the Bradford Master Ducks and the Stingrays Aquatic Club pertaining to pool rental and other program requirements as outlined in this report. AND FURTHER THAT the Letters of Understanding be renewed on an annual basis subject to agreement by both parties. 2. REPORT OF THE FIRE CHIEF 38-40 Fire Department Heavy Rescue Apparatus Purchase Report submitted by Kevin Gallant, Fire Chief, CEMC THAT Report No. FIR 2011 06 dated June 7, 2011, entitled "Fire Department Heavy Rescue Apparatus Purchase" be received, AND THAT Council waives the tender process for the scheduled purchase of a custom built heavy duty rescue apparatus and allow the purchase of a comparable stock demonstrator heavy rescue apparatus at a cost not to exceed the approved budget allocations, exclusive of all applicable taxes. Council Meeting 2011/38 - 3 - June 21, 2011 pages 3. REPORTS OF THE FINANCE DEPARTMENT 3.1 May 31, 2011 Financial Results 41-50 Report submitted by Ian Goodfellow, Director of Finance/Treasurer That the report of the Director of FinancefTreasurer dated June 21, 2011 and entitled "May 31, 2011 Financial Results" be received for information purposes; and That Council authorize $46,000 to be drawn from the Capital Expenditure Reserve to pay for the work required to complete the Henderson shop. 3.2 Section 357/358 Tax Write-offs 51-52 Report submitted by Ian Goodfellow, Director of Finance/Treasurer That the report of the Director of FinancefTreasurer dated June 21, 2011 entitled "Section 357/358 Tax Write-offs" be received, and; That the identified property taxes for the years 2009, 2010 and 2011 in the amount of $18,209.48 be approved for write-off. 4. REPORTS OF THE DIRECTOR OF PLANNING & DEVELOPMENT SERVICES 4.1 Request to Remove the "H1" Symbol 53-58 Bearsfield Developments Inc. - Phase 1 Part of Lots 11 and 12, Concession 6 Planning Department File No.: Z-11-06 Report submitted by Tami Kitay, Senior Planner That Report No. PDS 11 26 entitled "Request to Remove the "H1" Symbol" by Bearsfield Developments Inc. be received; and That Council enable the removal of the Holding "H1" symbol for Phase 1 of the Bearsfield Developments Inc. draft approved plan of subdivision S-06-03, once the subdivision agreement has been executed. 4.2 Organizational Review 59-65 Planning & Development Services Department Report submitted by Geoff McKnight, Director That Report No. PDS 11 28 entitled "Organizational Review - Planning & Development Services Department", dated June 21,2011, be received and, Council Meeting 2011/38 -4- June 21, 2011 pages That Council provide pre-budget approval for the immediate addition of a Building Permit Administrator position. 4.3 Departmental Status Report - June 2011 66-70 Report submitted by Geoff McKnight, Director That Report No. PDS 11 29 entitled "Departmental Status Report - June 2011" be received. 5. REPORTS OF THE DIRECTOR OF ENGINEERING SERVICES 5.1 9th Line Traffic Study Results and Recommendations 71-80 Report prepared by Debbie Korolnek, Director That Report ENG 2011 33 titled "9th Line Traffic Study Results and Recommendations" be received; That South Simcoe Police be requested to monitor speeds and ticket offenders on 9th Line west of County Road 4; That staff station the new radar speed trailer periodically on 9th Line once it arrives; That staff arrange for white lines to be painted at the edges of the lanes on 9th Line as recommended by the Town's traffic engineering consultant; and That Council provide direction as to whether or not a community safety zone should be established on 9th Line west of Barrie Street. 5.2 Final Assumption - Golfview Estates Subdivision 81-87 Phase 2 Report prepared by Gavin Watson, Manager of Development Engineering That Report ENG 2011 34 for the Final Assumption of Plan 51 M-576 be received and; That the recommendation for Final Assumption of the works within the plan be approved and; That the Clerk submit the necessary by-law for consideration by Council and; That upon passage of the by-law and written confirmation from the Manager of Development Engineering, that the Treasurer release the remaining securities in accordance with the Subdivision Agreement. Council Meeting 2011/38 - 5 - June 21, 2011 pages 5.3 Final Assumption - Southfield Estates Subdivision 88-96 Phase 2 Report prepared by Gavin Watson, Manager of Development Engineering That Report ENG 2011 35 for the Final Assumption of Plan 51 M-755 be received and; That the recommendation for Final Assumption of the works within the plan be approved and; That the Clerk submit the necessary by-law for consideration by Council and; That upon passage of the by-law and written confirmation from the Manager of Development Engineering, that the Treasurer release the remaining securities in accordance with the Subdivision Agreement. 5.4 Final Assumption - Miller Park Heights Subdivision 97-106 Phase 2 Report prepared by Gavin Watson, Manager of Development Engineering That Report ENG 2011 36 for the Final Assumption of Plan 51 M-457 be received and; That the recommendation for Final Assumption of the works within the plan be approved and; That the Clerk submit the necessary by-law for consideration by Council and; That upon passage of the by-law and written confirmation from the Manager of Development Engineering, that the Treasurer release the remaining securities in accordance with the Subdivision Agreement. 5.5 Delegated Authority for Contract Award 107-109 Various Projects Report prepared by Jon Morton, Manager of Capital Projects a) THAT Council delegate authority to the Town Manager to award: i. the contract for construction on Toronto Street, James Street, and Hurd Street, provided that the contract award is to the lowest responsive and responsible bidder and the contract amount is within 15% of the pre-tender estimate, Council Meeting 2011/38 -6- June 21, 2011 ii. the contract for the completion of a Class Environmental pages Assessment, Detailed Design and Contract Administration for the Middletown Sanitary Pumping Station in Bradford, iii. the contract for completion of Detailed Design for Green Valley Sanitary Pumping Station and associated gravity and forcemain sewers, iv. the contract for consulting services for completion of a Roads Needs Study, provided that the required budget is above the cost provided in the selected proposal, v. the contract for consulting services for an Inflow and Infiltration Study, provided that the required budget is above the cost provided in the selected proposal, b) THAT Council waive Section 9.3 of the Town's purchasing by-law respecting approval of award of major construction contracts in this instance; and c) THAT staff report the results of awards of the above contracts to Council at its meeting of August 2, 2011. 5.6 Status Update - Borrowing of Innisfil Water Capacity 110-111 Report prepared by Debbie Korolnek, Director That Report ENG 2011 38 titled "Status Update - Borrowing of Innisfil Water Capacity" be received; That staff report back with further details once the terms of borrowing capacity have been negotiated; and That staff report back following completion of the review of the BWG wholesale water rate. 5.7 Engineering Services Department First Quarter Activity Report for 2011 112-120 Report prepared by Debbie Korolnek, Director THAT Report No. ENG 2011 39, titled "Engineering Services Department Year End Activity Report for 2010" be received. Council Meeting 2011/38 -7- June 21, 2011 pages 6. REPORT OF THE TOWN MANAGER 121-131 Remuneration, Expenses and Allowance By-law Review That the report of the Town Manager entitled "Remuneration, Expenses and Allowance By-law Review" be received; That the recommended amendments to By-law 2008-043 be approved and that the Clerk's Department prepare the necessary amending By-law for Council consideration and approval in accordance with the public notice requirements of the Municipal Act; and Council provide direction, by separate resolution, as to Option A or Option B outlined in the report. 7. REPORT OF THE CLERK'S DEPARTMENT 132-135 Award for Municipal Insurance and Risk Management Services Report submitted by Patricia Nash, Municipal Clerk That Report ADM 2011 13 of the Municipal Clerk dated June 21, 2011 entitled "Award for Insurance and Risk Management Services" be received.