The Corporation of the City of Woodstock Council Agenda Meeting Date: Thursday December 11, 2014 Place: Woodstock City Hall, Council Chambers Closed Session: 5:00 PM – Matters related to identifiable persons - Advice that is subject to solicitor-client privilege Regular Session: 7:00 PM Additional Items: Resolutions: Councilor Sandra Talbot will read the resolutions 1. Disclosure of Conflict of Interest 2. Disclosure of New Business 3. Matters arising from the Minutes 4. Minutes November 20, 2014 – Regular meeting minutes December 4, 2014 – Inaugural Meeting Minutes 5. Additions to the Agenda 6. Presentations 7. Delegations Any person or group of persons present as a Delegation authorized to address Council shall be limited to a maximum time of 5 minutes. In the case of a rebuttal, the same time limitation shall apply. Persons wishing to address Council must notify the Clerk's Office by 2:00 p.m. on the Friday prior to the date of the meeting, with a copy in writing of the matter. Once the agenda is made available to the public, if a matter is listed on the agenda to which anyone is desirous of addressing the Council in person on behalf of himself/herself or otherwise, such person or groups of persons shall notify the clerk. 7a – Todd Brown and Anand Desai, Monteith Brown Planning Consultants – Woodstock Recreation Facility Needs Study (refers to item D-2 and has requested 15 minutes) 7b – Michael Harding – Woodstock Hydro Documents (Delegation has requested 10 minutes. As the delegation did not meet the timelines set out in the Procedural By-law, a resolution must be passed by council in accordance with 16.2.7 (j) to allow the addition of a late delegation) Consideration of Delegations 8. Consideration of Planning Reports 8a – CD 14-02-8 – Application for Draft Plan of Condominium – 1000432 Ontario Inc. Recommendation: That Woodstock City Council advise the County of Oxford that they support the application by 1000432 Ontario Inc., to create a draft plan of condominium (File No.: CD 14-02-8) as applied to lands consisting of Part Lot 6 & Lot 7, Plan 10, in the City of Woodstock, subject to the following conditions of draft plan approval: 1. This approval applies to the draft plan of condominium, submitted by 1000432 Ontario Inc. (File CD 14-02-8) and prepared by Brooks & Muir Surveying, (dated October 16, 2014), as shown on Plate 3 of Report No. 2013-300, comprising land described as Part Lot 6 and Lot 7, Plan 10, in the City of Woodstock, and showing 23 residential units and 2 commercial units. 2. The recommendations of the Building Condition Report be implemented to the satisfaction of the City of Woodstock. 3. An occupancy permit be issued for the renovation of the lower floor by the City of Woodstock Building Department. 4. That the Fire Safety Plan be implemented to the satisfaction of the City of Woodstock’s Fire Department. 5. Prior to signing the final plan for registration, the County of Oxford shall be advised by the City of Woodstock that Conditions 1, 2 and 3 have been addressed, to the satisfaction of the City of Woodstock. The clearance letter shall include a brief statement for each condition detailing how each condition has been satisfied. 6. Prior to signing the final plan for registration, the County of Oxford shall be advised by the City of Woodstock Fire Department that Condition 4 has been addressed, to the satisfaction of the City of Woodstock. The clearance letter shall include a brief statement for each condition detailing how each condition has been satisfied. 9. Consideration of Correspondence 9a – Gary Baumbach, CEO, Woodstock Public Library – Library Board request for Carryovers in Reserves to 2015 Budget. Recommendation: That Woodstock City Council authorize the Woodstock Public Library Board to carry over to 2015 the following; 1. Capital Project: Library Safety Cameras – Budget $5,000.00 2. Capital Project: Display Furniture Various – Budget $ 26,000.00 3. Capital Project: Children’s Library Shelving – Budget $3,000.00 9b – Gary Baumbach, CEO, Woodstock Public Library – 2014 Surplus Recommendation: That Woodstock City Council move all funds from the 2014 year-end surplus into the Reserve for Consultant’s Services. 9c – Brenda Tabor, Clerk, County of Oxford – Appointments to Conservation Authorities Recommendation: That Woodstock City Council recommend that Oxford County appoint Councillor ____________________ to be Woodstock's representative on the Upper Thames River Conservation Authority. 10. Mayor’s Reports 11. Councillor Reports 12. Department Reports The following resolutions have been prepared to facilitate Council's perusal of the various matters and are suggested for consideration A - Administrative Services A-1 – Ontario Community Infrastructure Fund – Formula Based Funding Recommendation: That Woodstock City Council authorizes the Mayor and Clerk to sign the contribution agreement with the Ministry of Agriculture, Food and Rural Affairs in order to access the formula based funding from the Ontario Community Infrastructure Fund and that the necessary by-law be passed. A-2 – Temporary Borrowing By-Law Recommendation: That Woodstock City Council authorizes the temporary borrowing to a maximum of $4,000,000 for the year 2015 and that the necessary by-law be passed. A-3 – 2014 – 2015 Dedicated Gas Tax Funding For Public Transportation Recommendation: That Woodstock City Council refer the report regarding 2014 – 2015 dedicated Gas Tax Funding for public transportation to the by-law portion of the meeting. A-4 – 2015 Interim Tax Levy Recommendation: That Woodstock City Council approves the interim tax levy for 2015 and that the necessary by-law be approved. A-5 – Tax Free Allowance – Council Members Recommendation: For Council direction. A-6 – Court Security and Prisoner Transportation Agreement Recommendation: That Woodstock City Council authorize the Mayor and Clerk to sign an agreement with “Her Majesty the Queen in Right of Ontario” as represented by the Minister of Community Safety and Correction Services for Court Security and Prisoner Transportation and that the necessary by-law be passed. A-7 – Items to be Carried Over Year-end Recommendation: That Woodstock City Council approves the requests to carry funds over the year end as listed for various capital and revenue fund projects and that these funds be recognized as a Prior Year Commitment or a reserve contribution as appropriate. A-8 - Statement of Revenue and Expenditure and Statement of Capital Expenditures for the period ending November 30, 2014. Recommendation: That Woodstock City Council receive the Statement of Revenue and Expenditure and the Statement of Capital Expenditures for the period ending November 30, 2014 as information. B - Engineering Department B-1 – Amendments to Traffic By-law 8021-04 and Municipal Code Chapter 466 Recommendation: That the report regarding amendments to traffic by-law be referred to the by-law portion of the meeting. B-2 – Afghanistan Memorial Monument Recommendation: That Woodstock City Council approves $12,000 in the 2015 capital budget for the Afghanistan Memorial Monument to be funded from Capital out of Revenue. D - Parks and Recreation D-1 – 2015 Annual Bedding Plan Order Recommendation: That Woodstock City Council approves a commitment of $25,686 plus H.S.T. in the 2015 budget for payment for the supply of floral materials. D-2 – Recreational Facility Needs Assessment Recommendation: That Woodstock City Council receives the Recreation Facility Needs Study report and authorizes the initiation of a 90 day public comment period. F - Clerks Department F-1 – Council Schedule Recommendation: That Woodstock City Council meeting dates for the months of July, August and December 2015 and January 2016 be established as: Thursday July 9th 2015 Thursday August 13th 2015 Thursday December 10th 2015 Thursday January 14th 2016 F-2 – Councillor Board Appointments 2014 – 2018 Recommendation: That Woodstock City Councillors be appointed to various boards as follows: Art Gallery Advisory Board – Councillor Police Services Board – Councillor Public Library Board – Councillor and Councillor Woodstock Board of Management - Downtown Improvement Area – Councillor Woodstock Hydro Holdings – Councillor and Councillor and Councillor F-3 – Accessibility of 2014 Municipal Election Recommendation: That the Accessibility Report for the 2014 Municipal Election be received as information. 13. Special Committee and Advisory Task Force Reports 14. Notice of Motion 15. New Business 16. Draft By-laws 8948-14 - A by-law to authorize the Mayor and Clerk to sign an Agreement between Her Majesty the Queen in Right of Ontario represented by the Ministry of Community Safety and Correctional Services and the Corporation of the City of Woodstock. 8949-14 - A by-law to authorize the borrowing of $4,000,000. 8950-14 - A by-law to authorize the Mayor and the Director of Administrative Services to sign the letter of agreement for the transfer of Dedicated Gas Tax Funds for Public Transportation Program. 8951-14 – A by-law to provide for an Interim Tax Levy 8952-14 - A by-law to authorize the Mayor and Clerk to sign the contribution agreement with the Ministry of Agriculture, Food and Rural Affairs in order to access the formula based funding from the Ontario Community Infrastructure Fund. 8953-14 – A by-law to provide for the dedication and naming of parts of highways in the City of Woodstock. 8954-14 - A by-law to amend Traffic By-law 8021-04, as amended. 8955-14 - A by-law to amend Municipal Code Chapter 466 entitled Fire Routes- Designation. 17. Questions and Address by members of council This portion of the meeting is not recorded. 18. Adjournment November 20th 2014 Woodstock, Ontario A regular meeting of the Woodstock City Council was held on the above mentioned date commencing with Open Session at 7:00 p.m. in Council Chambers at City Hall. All members of Council were present with the exception of Councillor R.