Schedule A Item #1, Appendix #1
May 22nd, 2007
COMMITTEE OF THE WHOLE
NOTES
The Committee of the Whole of Council met on Monday, May 22nd, 2007 at 9:00 a.m. All Committee members were present. Mayor Gilbert chaired the meeting.
1.UPDATE RE FIRE RESPONSE ON WEEKEND
Fire Chief Hutchinson updated Committee on the events of the weekend involving carbon monoxide.
2.RED CROSS AGREEMENT/MANAGER OF EMERGENCY SERVICES/FIRE CHIEF
Fire Chief Hutchinson summarized his memo re the Red Cross Agreement and outlined the benefit of having our own staff available to train internally.
Councillor King suggested we look into the possibility of providing the service to local clubs etc.
Recommendation:That Council enters into an agreement with The Canadian Red Cross to be an “Authorized Provider” for the teaching of the courses needed by municipal staff.
- SCHEDULE A, ITEM #32
fireworks by-law
Fire Chief Hutchinson spoke with the OPP and they felt they don’t need to see a copy of the by-
law. They stated the existing by-laws re noise etc. would address any problems they encounter.
Councillor King advised that the Fire Committee recommend the by-law proceed to Council.
4.TANKER TRUCK PURCHASE
The Fire Chief updated Committee re the proposed tanker truck purchase and discussed an offer that was made to him at the Fire Chief’s conference.
Recommendation: Committee note the information provided re the tanker truck purchase. And that the Fire Chief be asked to bring back more information re the special offer.
5GRANTS CONSULTANT ADVERTISING ESTIMATES/C.A.O
C.A.O. McIntosh discussed the advertising and advised the Town would probably get the biggest bang for their buck if they took the regional package. The grants consultant area is a specialized field. Councillor Harron questioned where the money was in the budget. The C.A.O advised it would have to be found within the Economic Development budget. Mayor Gilbert stated she had spoken with the Economic Development Officer from Huntsville, who works as E.D.O. for three days a week and Grants Consultant for two days a week. He has been very successful in obtaining grants for that municipality.
Discussion took place on whether the Town needed an individual solely for this position or whether our Economic Development Officer could incorporate into her current job. C.A.O. McIntosh indicated the Town needs to determine strategically what it wants to do and then look for grants that tie into those specific plans. He also suggested that the newly formed Economic Development Committee should discuss the situation and provide input.
Recommendation:THAT the C.A.O. look at the Hunstiville situation and place the item on the Economic Development Committee agenda for input back to Committee of the Whole.
6.ALLENFORDPARK PROPOSAL
C.A.O. McIntosh advised that he is currently looking at the creation of a CommunityPark in Allenford. Mr. McIntosh stated the Town should look at the Curling Club site and would need to define a specific area for parking/drop-off space for safety. The first step is to approach the Curling Club with our proposal.
Councillor Hall questioned the insurance when the land wasn’t owned by the municipality and stated the current swing set needs to be removed as it is unsafe. Subsequent to discussion, Committee recommended as follows:
Recommendation: THATthe Committee recommend the Allenford Curling Club for the new Allenford park/playground location, and staff begin to implement this new initiative.
7.COMMUNITIES IN BLOOM/e.d.o.
The Economic Development Officer discussed her report with Committee. She suggested that the focus should start with a small, manageable objective such as the Community Corner Program to see if interest is expressed. The project should be driven and ran by an organization within the community.
Recommendation:That the local newspaper be asked to do an interview with the Economic Development Officer outlining the program with an advertisement and press release.
- ALLENFORD CHRISTMAS LIGHTS AND POSSIBLE BRANDING
Discussion took place with regard to a standard for Christmas decorations throughout the Town. Councillor Hall mentioned discussion she had with an Arran-Elderslie Councillor on possible sharing of costs for Christmas lights in that area. C.A.O. McIntosh advised the County is looking at the Downtown Revitalization, and possible similar themes throughout the Town. Subsequent to discussion, Committee recommended as follows:
Recommendation:THAT Councillor Hall and C.A.O McIntosh discuss and negotiate re sharing of Christmas Lights with Arran-Elderslie and report back to Committee of the Whole meeting.
THAT the branding issue be put on hold until the report on the First Impressions Program is available.
9.BUSINESS ENTERPRISE CENTRE/E.D.O
Economic Development Officer Elliott discussed the rejection by the South Bruce Peninsula Chamber of Commerce for the Business Enterprise Centre/Joint Chamber administrative concept. Full support by the Chamber’s was required and Ministry Officials were informed that there was not support from both Chambers of Commerce and therefore the municipality would not continue to participate in the program. Ministry officials agreed to put the program on the back burner for now. Subsequent to discussion, Committee recommended as follows:
Recommendation: THAT the Business Enterprise Centre be noted and filed. Individuals will be referred to either Owen Sound or Port Elgin.
- PURCHASE OF SPECIALTY ITEMS/E.D.O
Economic Development Officer Elliott discussed her report re specialty items. Subsequent to discussion, Committee recommended as follows:
Recommendation:Committee noted the report dated 22-05-2007 re purchase of specialty items.
- GRANTS CONSULTANT
As the E.D.O. was present, further discussion re Item #5 took place. The Economic Development Officer discussed and advised that the Council needs to be strategic and decide what it wants and be ready to share in funding to allow the grant to be researched. This can be very time consuming. The Council must plan for the initiative.
Recommendation:THAT the direction previously given re this item stand.
12.GEORGE AND ALANNA ANGEL RE SAuBLE ATV CLUB REQUESTING PERMISSION TO USE UNOPENED ROAD ALLOWANCES
George and Alanna Angel, Bill Rowe and Glen McKay attended the meeting representing the Sauble ATV Club. Ms. Angel reviewed her presentation previously provided to Committee indicating a proposed trail from SaubleBeach to Wiarton. The delegation then answered various questions from the members. Mayor Gilbert thanked the delegation for attending and advised they would be discussing the item later in the meeting.
13.ACCOUNTING POLICES AND PROCEDURES WITH RESPECT TO TANGIBLE CAPITAL ASSETS/MFS
Manager of Financial Services Stock attended the meeting and discussed his report with Committee. He answered various questions from the members and discussed how the assets are being documented.
Recommendation:THAT Committee adopt the Manager of Financial Services Report
- BY-LAW TO AUTHORIZE THE MAYOR AND C.A.O TO SIGN FUNDING AGREEMENT FOR ASSET management PROGRAM (AMP) PROJECT
The Manager of Financial Services was present and discussed the item with Committee. He
noted that there are only specific grants available. The Town is to receive $9,158 for an
expenditure of $13,737. Mr. Stock advised that none of his time is eligible for grant. As the agreement needs to be submitted very soon, the Deputy Clerk enquired whether Council would consider all three readings at their upcoming Council meeting. Subsequent to discussion, Committee recommended as follows:
Recommendation:THATthe by-law be placed on the upcoming Council meetingfor consideration with three readings at the same meeting.
- APPOINTMENTS TO PROPERTY STANDARDS COMMITTEE
Deputy Clerk Cook addressed the issue and advised that a by-law appointing the members was required. Subsequent to discussion, Committee recommended as follows:
Recommendation:THAT the by-law be placed on the upcoming Council meeting for consideration with three readings.
16.AMEND BY-LAW #19-2007 BEING THE ANIMAL CONTROL BY-LAW
In the M.L.E.O.’s absence, the Deputy Clerk discussed the item with Committee advising that the Crown Law Office had requested amendments to the recently passed by-law. Subsequent to discussion, Committee recommended as follows:
Recommendation:THATthe by-law amending by-law #19-2007 be placed on the next Council meeting for consideration with three readings.
17.ATV BY-LAW TO ENCOMPASS ARGOS/MORTON/MAYOR GILBERT
Subsequent to discussion, Committee recommended as follows:
Recommendation:THATthe item be referred to the next Committee of the Whole meeting with input from the M.L.E.O, O.P.P. and local ATV Club.
18.REQUEST PORTABLE TOILET/HOWDENVALE/SUNSET RATEPAYERS ASSOCIATION
Committee discussed the request for placement of a portable toilet at the Howdenvale beach area. Subsequent to the discussion, Committee recommended as follows:
Recommendation:THAT the C.A.O. look at placing a portable toilet at the parking lot at the beach in Howdenvale with regular maintenance.
adjourn for lunchtime: 12:02 p.m.
19. BILL MURDOCH, M.P.P. RE CHEQUE PRESENTATION RE WATSON STREET
M.P.P. Murdoch attended and presented a cheque in the amount of $227,000under the Rural Infrastructure Investment Initiative, (RIII), for the Watson Street project.
reconvene from lunchtime: 1:00 p.m.
20.CONCERN RE TAXPAYERS ON 3RD AVE. SOUTH SAUBLE BEACH/MAYOR GILBERT
Committee discussed the request for the lowering of the speed limit and placement of ‘Children at Play’signs from residents of 3rd Ave. South in SaubleBeach. Subsequent to discussion, Committee recommended as follows:
Recommendation:THAT the C.A.O. look into the placement of ‘Children at Play’signs and contact the O.P.P. to have them place their portable speed sign in the area.
21.PROCEED INTO CLOSED SESSION
It was MOVED by D. Kerr, SECONDED by S. Hoath and CARRIED
That Council proceed into closed session.TIME 1:00 p.m.
22.RECONVENE TO OPEN SESSION
It was MOVED by M. Wunderlich, SECONDED by A. Vukovic and CARRIED
That the Council reconvene to open session.TIME: 2:20 p.m.
23.DIRECTION FROM CLOSED SESSION
a) THAT the necessary signatory by-law re letter of agreement with physician be prepared and placed on the upcoming Council meeting for consideration with three readings.
b)THAT the C.A.O. proceed with the alternative site and planning approvals as discussed re the Sauble Medical Clinic.
24.PUBLIC WORKS REPORT
Committee discussed the report and recommended as follows:
1. SNOW REMOVAL LAKESHORE BLVD N AND GROVES POINT
Recommendation:THAT the item be deferred to enable the C.A.O. to bring back information with respect to last years’ cost and providers.
2. LANDFILL TIPPING FEES
Recommendation:To more accurately reflect the cost of waste disposal, the Town of South Bruce peninsula authorize the Manager of Financial Services to undertake the process to amend its fees by-law to increase its current landfill tipping fees from $55 per metric tonne to $95 per metric tonne.
3. LAWNMOWER QUOTES
Recommendation:THAT the Committee recommend to Council that the quotation of $13,900 from Northridge Tractor for a John Deere Diesel mower be accepted.
4. VEHICLES FOR SALE
Recommendation:THAT the recommendation re Report 9 dated May 22, 2007 re vehicles for sale be adopted.
25.CELEBRATE JUNE AS SENIORS’ MONTH
Mayor Gilbert suggested the Town do something for seniors as June is Seniors Month.
She thought it would be a good time to receive feedback from the seniors on what programs are wanted and to receive ideas on how the Town can help. She suggested an “Open House” tea with brochures and different organizations available to show what services are available for seniors. Subsequent to discussion, Committee recommended as follows:
Recommendation:THAT the Town declare June as Seniors’ Month. And further that a sub-committee of Council, consisting of Mayor Gilbert, Councillors Hall, Harron and Vukovic be established to meet and prepare details for the event.
26.HANDLING OF CLOSED SESSION INFORMATION/MAYOR GILBERT
Mayor Gilbert discussed problems with the handling of closed session items. She stressed her disappointment with information dealt with in ‘Closed Session’ being discussed in the public.
Committee members outlined specific problems with the items received on yellow ‘confidential’ paper, the number of closed meetings and the reasons for going into same. Subsequent to discussion, Committee recommended as follows:
Recommendation:THAT the ‘closed session items’ continue to be copied onto yellow paper.
THAT a copy of the reasons why the Council may go into Closed Session be provided to the members. AND FURTHER THAT a separate folder for “Closed Session Material” be implemented to enable Councillors to be able to access the information should they require so at a meeting.
27.COUNCIL RELATIONS/MAYOR GILBERT
WORKING TOGETHER SESSIONS
Subsequent to discussion, Committee recommended as follows:
Recommendation:THAT the C.A.O. look into relationship courses and report back to Committee of the Whole.
28.BY-LAW TO SIGN SERVICE AGREEMENT WITH ICOMPASS TECHNOLOGIES INC.
The Deputy Clerk advised the by-law is to authorize the signing of the agreement for the e-
Agenda, Action Items and File Pro as authorized in the recently approved budget by-law.
She advised that the e-agenda is up and running and will send a link to the Councillors for the
next package so they may utilize it. Subsequent to discussion, Committee recommended as
follows:
Recommendation:THAT the by-law be placed on the upcoming Council meeting for consideration.
29.REQUEST TO PURCHASE ADJACENT ROAD ALLOWANCE/MR. WOODWORTH
C.A.O. McIntosh discussed the report on the above. Subsequent to discussion, Committee recommended as follows:
Recommendation:THAT the request be refused. That at some point in the future there may be a municipal reason to open Kay Lane to connect with the already traveled portion and to connect to Sandy Lane. That would complete a sort of loop in that area. There is more flexibility in the municipality’s ability to dispose of closed road allowances under the recent Municipal Act however; it would not appear that the person requesting the portion of road would be able to acquire the entire portion that they want.
30.REQUEST TO PURCHASE WALKWAY
C.A.O. McIntosh discussed the request and report prepared by the Clerk. Councillor Wunderlich requested the property fronting on Main St. be zoned and valued as commercial. The C.A.O. indicated we could recommend the property be rezoned to be consistent with the other properties in that area. Subsequent to discussion, Committee recommended as follows:
Recommendation:THAT the recommendation from Report No. 05.04.07 be adopted. And further that the C.A.O. recommend the property be rezoned commercial.
31.HUMAN WASTE MANAGEMENT PLAN TASK FORCE/MUNICIPALITY OF WEST GREY
Committee discussed the request for support of a Human Waste Management Plan Task Force and subsequently recommended as follows:
Recommendation:THAT and invitation be sent for the writer to attend to make a presentation.
32.SCHEDULE A, ITEM #11.5, TREE DAMAGE AT 183 WILLIAM ST.
Councillor King felt the adjusters are not doing a proper justification to the ratepayers of the municipality. He felt a proper report should have been done re wind speed, health of tree etc. Subsequent to further discussion, Committee recommended as follows:
Recommendation:THAT the C.A.O.write the adjuster outlining Council’s concerns regarding the recent report on the above.
33.SCHEDULE A, ITEM #18 - MONTHLY BIA/CHAMBER MEETINGS
Councillor Vukovic stated she had pulled the item as she felt that as the B.I.A. is a Committee of Council they should not be holding their meetings in a licensed establishment. She felt these meetings should be held in the Council Chambers and run under our procedural by-law and the Municipal Act requirements. Mayor Gilbert asked the C.A.O. to provide the members with the information regarding B.I.A.’s i.e. their mandate, by-laws and Municipal Act requirements.
Councillor Kerr asked the C.A.O. to differentiate between a Board of Management and a Committee of Council as the B.I.A. members do not feel Council should have control as they pay a B.I.A. levy etc. The C.A.O. will look into this and report back.
Subsequent to discussion, Committee recommended as follows:
Recommendation:THAT the original recommendation remain. The original recommendation read as follows:
THAT the municipality request a list of the directors and the budget information from the organization.
And that Council confirms the Town’s representative as Councillor Dan Kerr.
And further that the Town further review the organization’s status in six months. And that it be suggested that the meetings of the organization be conducted at the Town Hall Council Chambers.
34.SCHEDULE B, ITEM #7, CENTRE DIAGONAL ROAD CONDITION/COLE
Councillor Hoath indicated the letter had stated that flooding caused from line clearance performed last fall by Hydro One has made the situation worse. Councillor Wunderlich stated he would like to ask the Conservation Authority to do a study to see how the drainage problem could be addressed.
Recommendation:THATthe Town forward a letter to the Grey Sauble Conservation Authority asking them to do a study re Centre Diagonal Road drainage problems.
35.CONTINUE MEETING TO 5:00 P.M.
As the business was not completed by 4:30 p.m. The following motion was introduced.
It was MOVED by M. Wunderlich, SECONDED by W. Lamont
THAT the Committee meeting be extended until 5:00 p.m.
On a show of hands, two thirds were in favour of extending the meeting and therefore the Mayor declared the motion CARRIED.
36.CONSIDERATION OF REQUEST BY SAUBLE ATV CLUB DELEGATION
Committee discussed the request from the Sauble ATV Club earlier in the day. Subsequent to discussion, Committee recommended as follows:
Recommendation:THATa letter giving permission in principle for the proposed ATV trail on Town unopened road allowances be forwarded to the Sauble ATV Club.
And further that a letter be sent to BruceCounty and the Grey Sauble Conservation Authority encouraging them to support the proposed trail system.
37.SCHEDULE B, ITEM #12, CANADA DAY MINUTES
Councillor Hoath indicated the item had been pulled re Item 4. allowing vendors in BluewaterPark for Canada Day to sell merchandise at no cost to them. Subsequent to discussion, Committee recommended as follows: