THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS Regular Council AGENDA Thursday, October 26, 2017 9:00 a.m. Page 1. Call to Order/Approve Agenda a) Approval of Agenda Recommendation: That Council approves the October 26, 2017 Agenda as circulated. 2. Declaration of Pecuniary Interest or General Nature Thereof 3. Public Meetings 4. Delegations 15 - 27 a) Ms. Yvette Brauer, Coordinator for the Haliburton County Red Wolves Special Olympics re: Request for Sponsorship. Recommendation: That Council receives a presentation from Ms. Yvette Brauer, Coordinator for the Haliburton County Red Wolves regarding a request for a Sponsorship for their athletes to represent Haliburton County in the Special Olympics National Games being held in Prince Edward Island. 28 - 189 b) Ms. Angela Andrews, Health Promoter, HKPR District Health Unit and the Aging Well Committee Re: Age Friendly Master Plan. Recommendation: That Council receives a presentation from Angela Andrews, Health Promoter, HKPR District Health Unit and the Aging Well Committee Regarding an Age Friendly Master Plan. 5. Adoption of Minutes from Previous Meeting 190 - 202 a) September 28, 2017 Council Meeting Minutes. Recommendation: Page 1 of 226 Page That the September 28, 2017 Regular Council meeting Minutes be approved as circulated. 203 - 204 b) September 28, 2017 Public Meeting Minutes. Recommendation: That the September 28, 2017 Public Meeting Minutes be approved as circulated. 6. Payment of Accounts 205 a) October 26, 2017 Payment of Accounts. Recommendation: That the accounts in the amount of $787,458.72 be approved for payment. 7. Reeve's Report 8. Correspondence and Communications a) Ms. Lois Rigney, Chair H.H. Stroke Support Group re: Request to raise the Stroke Recovery Canada March of Dimes Flag. Pre- Approval granted at the October 12, 2017 COTW meeting by resolution #17-601. Pre-approval granted at the October 12, 2017 COTW meeting by resolution #17-601. b) Town of Halton Hills re: Request to Support Zero Tolerance Against Racism and All Racism Acts of Violence. Recommendation: That Council receives correspondence from the Town of Halton Hills regarding a request to support zero tolerance against racism and all racism acts of violence, as information. c) Ministry of Municipal Affairs and Ministry of Housing re: Municipal Delegations Request for the ROMA 2018 Conference - Deadline is November 2, 2017. Recommendation: That Council receives correspondence regarding the Municipal Delegation Request for the Rural Ontario Municipal Association (ROMA) 2018 Conference; Page 2 of 226 Page 9. Environmental a) Report #17-040 EPO Re: Quotation Results for Arctic V-Plow. Recommendation: That Council receive Report #17-040 EPO – Quotation Results for Arctic V-Plow as information; And further, that Francis Thomas Construction be awarded the quote for the supply and installation of a 9’ Arctic V-Plow in the amount of $8,048.50 plus $1,046.31 HST for a total cost of $9,094.81. b) Report #17-041 EPO Re: Quotation Results for the Exterior Cleaning of the Elevated Water Tower. Pre-approval granted at October 12, 2017 COTW meeting by Resolution #17-602. c) Report #17- 42 EPO Re: 2017 Budget Outlook. Recommendation: That Council receive Report #17-042 EPO – 2017 Budget Outlook as information. d) September 29, 2017 Staff Report 17-38 Re: Jim Garbutt Delegation – Tipping Fees for Compactor Trucks. Defeated at Council's October 12, 2017 COTW by resolution 17- 603 Resolution for reconsideration of tipping fees for compactor trucks defeated at Council's October 12, 2017 COTW meeting by resolution 17-603. 10. Roads a) Report #17-066 Roads Re: September 2017 Monthly Activity Report. Recommendation: That Council receives Report #17-066 Roads – September 2017 Monthly Activity Report as information. b) Report #17-067 Roads Re: RFP Results for One (1) Articulating Page 3 of 226 Page Loader. Recommendation: That Council receive Report #17-067 - Roads – RFP Results for One Articulating Wheel Loader as information; And further, that Council directs Staff to include the pricing associated with the RFP in the first round of the 2018 Budget deliberations. c) Report #17-068 Roads Re: 2017/2018 Winter Maintenance Agreement with the County of Haliburton. Recommendation: That Council receive Report #17-068 - Roads – Winter Maintenance Agreement with the County of Haliburton as information; And further, that Council authorizes the Reeve and Clerk to sign the Winter Maintenance Agreement with the County of Haliburton for the 2017/2018 Winter Season; And further, that Council adopts By-Law #17-130 authorizing the Reeve and Clerk to execute an Agreement with the County of Haliburton for winter road maintenance. d) Report #17-069 Roads Re: Amendment to Agreement – Taylor Road Closure. Recommendation: That Council receive Report # 17-069 - Roads – Amendment to Agreement – Taylor Road Closure as information. e) Report #17-070 Roads Re: 2017 Budget. Recommendation: That Council receive Report # 17-070 - Roads – Year End & Reserve Forecast as information. f) ROADS - Roads Advisory Committee Meeting Minutes dated August 21, 2017. Recommendation: That Council receives the Roads Advisory Committee Meeting Minutes dated August 21, 2017, as information. 11. Community Services Page 4 of 226 Page a) Report #17-060 Community Services Department Re: Arena Task Force – Renewal of S.G. Nesbitt Memorial Arena. Recommendation: That Council receives Report # 17-60 Community Services Department – Arena Task Force – Renewal of S.G. Nesbitt Memorial Arena as information; And further, that Council approves the Arena Task Force recommended renewal Option “B” inclusive of a dressing room, office and gymnasium facility enhancements; And further, that Council directs staff to prepare a Request for Proposal for engineering and architectural services in development of Option “B” and to incorporate options for recommended energy efficient systems and technology and for the pre-qualification of general contractor services; And further, that Council hereby dissolves the Arena Task Force having fulfilled its mandate; And further, that Council forms an Arena Building Task Force. b) Report #17-061 Community Services Department Re: Annual Township Christmas/Volunteer Appreciation Dinner. Recommendation: That Council receives Report # 17-061 Community Services Department – Annual Township Christmas/Volunteer Appreciation Dinner as information; And further, that Council approves the sole source procurement for the Annual Christmas/Volunteer Appreciation Dinner, as per section 7.2 of the Township’s procurement policy; And further, Council accepts quotation from the Rhubarb Restaurant in the amount of $32.00 plus $4.16 HST totaling $36.16 per plate with final guest numbers to be determined. And further that Council directs staff to extend the invitation to the hosts that participated in the Communities in Bloom and Doors Open Events. c) Report #17-062 Community Services Department Re: Facility Page 5 of 226 Page and Recreation Management Software. Recommendation: That Council receives Report # 17-062 Community Services Department – Facility and Recreation Management Software as information; And further, that Council directs Staff to proceed with a Request for the Proposal for a new recreation management solution of Township facilities for potential inclusion into the 2018 budget. d) Report # 17-64 Community Services Department - Monthly Activity Report. Recommendation: That Council receives Report # 17-64 Community Services Department Monthly Activity Report for September 2017 as information. e) CSD - Arena Task Force Draft Meeting Minutes dated September 22, 2017. Committee Recommendation: That Council receives the Arena Task Force meeting minutes dated September 22, 2017 as information; And further that Council concurs with the Arena Task Force recommendation and approves the renewal option - Option B, per CSD Staff Report 17-60 Arena Task Force – Renewal of S.G. Nesbitt Memorial Arena. f) CSD - Cemetery Board Meeting Minutes dated August 23, 2017. Committee Recommendation: That Council receives the Cemetery Board Meeting Minutes dated August 23, 2017, as information; And further, that Council approves the Cemetery Boards recommendation for staff to submit an application to the Bereavement Authority of Ontario (BAO) to expand the 12 Mile Lake Cemetery as per the survey dated December 29, 2016 showing the layout of the area to be expanded. g) CSD - Cultural Centre Advisory Committee Meeting Minutes dated August 8, 2017. Page 6 of 226 Page Committee Recommendation: That Council receives the Cultural Centre Advisory Committee Meeting Minutes dated August 8, 2017, as information; And further that Council acknowledges that the Cultural Centre Advisory Committee concurs with Staff's recommendation regarding the acquisition of the André Lapine 19 x 14 watercolour of St. Lawrence Market) at a cost of $500 as approved in the acquisitions budget. h) CSD - Cultural Centre Meeting Minutes dated September 12, 2017. Committee Recommendation: That Council receives the Cultural Centre Committee Meeting Minutes dated September 12, 2017, as information; And further that Council acknowledges the recommendation in said minutes to devise a plan to transition from a Membership model to a Donorship model for full implementation in 2019; And further that Council directs Cultural Centre Staff to collaborate with the CAO/Treasurer to develop a new strategy for Councils review and consideration. i) CSD - Events Sub Committee Meeting Minutes dated September 27, 2017. Committee