THE CORPORATION OF THE TOWNSHIP OF GALWAY-CAVENDISH AND …

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Call to Order

Present:

Staff Present:

THE CORPORATION OF THE TOWNSHIP OF GALWAY-CAVENDISH AND HARVEY

The Minutes of the 42nd Regular Meeting of the 2010-2014 Council Session of the Township of Galway-Cavendish and Harvey held on February 21 st, 2012 at the Township Office

Mayor Janet Clarkson Deputy Mayor Ron Windover Councillor Madeline Pearson Councillor Don LaCombe Councillor Bev Matthews

Pat Kemp, CAO Lois O'Neill, Clerk Donna Teggart, Treasurer Mike Zimmer, Chief Building Official Don Mitchell, Fire Chief Dan Luke, Public Works Superintendent

Mayor Clarkson called the Regular Meeting to order at 1 :00 p.m. and Councillor Pearson led Council in prayer which was followed by the National Anthem.

Disclosure of Interest Mayor Clarkson reminded Council of the disclosure of interest as noted on the agenda.

1. Adoption of Minutes a) Regular Council Meeting - February 7th, 2012 and February 14th, 2012

Resolution No. R2012-090

Moved by: Seconded by:

Deputy Mayor Windover Councillor LaCombe

That the Minutes of the Regular Meeting of February 1h, 2012 be adopted as circulated.



Councillor LaCombe Councillor Pearson

Carried.

, . •

Page 386 Regular Council

February 21,2012

That the Minutes of the Regular Meeting of February 14th, 2012 be adopted as circulated.

b) Special Meeting - February 16th, 2012



Councillor Matthews Councillor Pearson

Carried.

That the Minutes of the Special Meeting of February 1f1h, 2012 be adopted as circulated.

2. Adoption of Confirming By-law




Carried.

That By-law B2012-16 being a by-law to confirm the proceedings of the Regular Meetings of February -,th, 2012 and February 14th, 2012 and the Special Meeting of February 1f1h, 2012 be read a first, second and a third time and finally passed this 21st

day of February, 2012. Carried.

3. Delegations

4. Business Arising Out of Previous Meeting

5. Staff Reports and Committee Minutes

5-1 Public Works Reports a) Dan Luke, Public Works Superintendent

Re: Departmental Update - verbal

Dan Luke, Public Works Superintendent explained that the Public Works Department continues to carry out winter maintenance as needed and brushing when possible.

Resolution No. 2012-094


Councillor LaCombe Deputy Mayor Windover

87 Regular Council

February 21,2012

That the Public Works Superintendent's verbal report be received for information. Carried.

b) Dan Luke, Public Works Superintendent Re: Pre-Budget Approval for Pre-Engineering Cost for Projects

Mr. Luke, Public Works Superintendent explained that pre-budget approval is being sought for the pre-engineering costs related to four projects: Galway Road, Adam and Eve Road, Shearer Park/Sandy Lake and Nogies Creek Boat Ramp. This work is needed to prepare a preliminary project design. Council discussed the cost of preengineering for the four projects. It was noted that even if the pre-engineering work proceeds this year, the actual projects may not proceed in 2012, depending on costs.

Council discussed the Shearer Park/Sandy Lake project noting that the costs may be to prohibitive to proceed due to the limitation of the property. The project phasing will be considered once the costs are determined.




That Council hereby grants pre-budget approval for the pre-engineering work for the Shearer Park/Sandy Lake project.

Carried.

Dan Luke explained that the Nogies Creek boat ramp requires an engineering design prior to submission to the Trent Severn Waterway and Department of Fisheries and Oceans for approval. Council discussed the option for design and build of the ramp and questioned if a local contractor could be hired to install the ramp rather than using an engineering firm.


Moved by Seconded by

Councillor Matthews Councillor LaCombe

That Council hereby grants pre-budget approval for the pre-engineering work for Nogies Creek Boat Ramp.

Deputy Mayor Windover requested a recorded vote.

Mayor Clarkson Councillor LaCombe

Yay

Councillor Matthews X Councillor Pearson X Deputy Mayor Windover

Motion defeated with 2 in favour and 3 against.




Nay X X

X


February 21,2012

That Council hereby grants pre-budget approval for the pre-engineering work for the Galway Road and Adam and Eve Road.

Carried.

The Public Works Superintendent reported that the Department of Fisheries and Oceans are very restrictive as to what work can be done in navigable waterways.

5-2 Fire and Emergency Services Reports a) Don Mitchell, Fire Chief

Re: Departmental Update Re: January Statistics

Chief Mitchell explained that the ice water training held this past weekend was very successful with 80% of the firefighters in attendance. He highlighted the ongoing training for the firefighters.



Councillor LaCombe Councillor Matthews

That Fire Chief's verbal report and January statistics be received for information. Carried

5-4 Administration Reports a) Pat Kemp, CAO

Re: Presentations to Ministers at ROMAlOGRA Conference

Pat Kemp, CAO, distributed a revised presentation for the Ministry of Natural Resources, the presentation to the Minister of the Environment and a list of the

"

delegation times.





February 21,2012

That the presentations to the ministers for the ROMAlOGRA Conference and the delegation schedule be received for information.

Carried

b) Pat Kemp, CAD Re: Kawartha Conservation Authority

Pat Kemp, CAD, explained that the Kawartha Conservation Authority will be holding their 2012 budget meeting on February 22, 2012. The Township's share of the overall budget is increasing by $2,129.00 and Council direction is needed on the proposed budget.



Deputy Mayor Windover Councillor Pearson

That Council supports the $2,129.00 increased contribution to the 2012 Kawartha Conservation Authority budget.

Carried

c) Pat Kemp, CAD Re: Peterborough County Recognition Awards

Pat Kemp, CAD, requested that nominations be given to her by March 2, 2012 in order that they can be submitted by the March 15, 2012 deadline.




That the report from the CAD respecting submitting nominations the 2012 Peterborough County Recognition Awards be received for information.

Carried

d) Lois O'Neill, Clerk Re: Records Management System


February 21,2012

Lois O'Neill, Clerk, explained that during a review of the existing Records Retention Bylaw a number of gaps were noted with respect to the retention and disposal of documents. She also explained that the Township does not have a system of records management and there are a large number files stored in various locations. These two issues are interrelated as a records management system will indentify how and where records are kept and the records retention by-law will ensure records are retained or destroyed appropriately.




That Council approve the purchase and implementation of the TOMRMS Records Management System at a cost of $3,500 plus HST; and

That the Records Retention By-law B2012-17, being a By-law to establish a schedule of retention periods for records of The Township of Galway-Cavendish and Harvey, be approved and forwarded to the Township's Auditor for approval.

Carried.

e) Donna Teggart, Treasurer Re: Accounts - February 3, 2012 to February16, 2012

The Mayor requested a breakdown of the various reserves. Dan Luke, Public Works Superintendent will provide clarification to Deputy Mayor Windover regarding the purchase of hydraulic seals.




That the accounts as of February 16, 2012 be received for information.

6-4 Committee Minutes, Reports and Updates

a) Drinking Water Source Protection Re: Minutes - November 9, 2011 Re: Minutes - January 19, 2012

Carried.

b) Buckhorn Community Centre Re: Minutes - December 13, 2011

c) Buckhorn District Tourist Association Re: Minutes - January 9, 2012

e) Janet Clarkson, Mayor Re: County Council Report



Deputy Mayor Windover Councillor Matthews


February 21,2012

That the minutes of the Drinking Water Source Protection dated November 9th, 2011 and January 19th, 2012; Buckhorn Community Centre dated December 1:ih, 2011; Buckhorn District Tourist Association dated January gth, 2012; and, the County Council Report from Mayor Clarkson be received for information.

7. Correspondence

The following items are for Council's consideration and/or direction:

(1) Ministry of Citizenship and Immigration Re: Lincoln M. Alexander Award 2012

(2) Ontario 9-1-1 Advisory Board Re: Request for Financial Assistance




Carried.

That Council receive the correspondence from Ministry of Citizenship and Immigration and the Ontario 911 Advisory Board for information.

Carried.

(3) Pitch-In Ontario Re: Request for Sponsorship

Resolution No. R2012·106




February 21,2012

That Council receive the correspondence from Pitch-In Ontario for their information.

(4) Town of Halton Hills - Resolution Re: Pave Highway Shoulders



Councillor Pearson Councillor LaCombe

Carried.

That Council receive the resolution from The Town of Halton Hills respecting paving the highway shoulders for their information.

(5) Town of Halton Hills - Resolution Re: Commercial Fill Operations




Carried.

That Council supports the resolution from The Town of Halton Hills respecting commercial fill operations.

(6) Buckhorn Fine Art Festival Re: Request for Advertising or Sponsorship



Councillor Pearson Councillor Matthews

Carried.

That Council purchase a J4 page ad at a cost of $250.00 in support of the Buckhorn Fine Arts Festival.

Carried.

(7) Bill and Patricia Trudeau Re: Request to Waive Tipping Fees





February 21,2012

That Council authorizes the waiving of tipping fee for Bill and Patricia Trudeau for material collected on the roadside and that the waiving of the fee be administered similar to the Adopt a Road Program.

Carried.

(b) Information Items The following items are for Council's information:

(8) Ministry of Agriculture, Food and Rural Affairs - Letter Re: Ontario Wildlife Damage Compensation Program

(9) Infrastructure Ontario - Notice Re: Public-Private Partnership Workshop

(10) County of Peterborough - Letter Re: Resurface Lakehurst Road

(11) SWANA - Notice Re: Waste Symposium

(12) OAPSB - Notice Re: Court Security/Prisoner Transportation

(13) GPA EDC - Notice Re: Business Advisory Centre Kiosks Re: Small Business Recognition

(14) Peterborough & the Kawarthas Tourism - Newsletter Re: Partnership Bulletin - January 20, 2012

(15) Central East LHIN - Newsletter Re: Partnership Bulletin - January 20, 2012 Re: Proposed Integration Strategy Presentation

(16) Peterborough County City Health Unit - Notice Re: Meeting Summary - February 8, 2012

(17) AMO - Notice Re: Town Hall Sessions Re: January 2012 Board Meeting Re: MOE's Direction to Waste Diversion Ontario Re: Watch File - February 9, 2012 Re: Drummond Recommendation Overview Re: Drummond Recommendations Inventory

(18) Ontario Association of Fire Chiefs - Recommendations Re: Drummond Report

(19) OGRA - Notice Re: ROMAlOGRA Combined Conference Update Re: Aviva Community Fund

(20) Jeff Brooks - Letter


February 21,2012

Re: Catchacoma Narrows Parking and Access Point Upgrades

Council discussed the creation of a parking area by the Kawartha Site Park.

(21) Goderich & Area Disaster Relief Committee - Letter Re: Thank You

(22) Audrey Coumbs & Family - Greeting Card Re: Thank You

c) Information Available from Clerk

(23) Barry Devolin - Mailer Re: Tax Guide Re: Long Gun Registry

(24) Energy Matters Summit - Notice Re: 2012 Meeting

(25) Parks and Recreation Ontario - Notice Re: 2012 Forum and Trade Show

(26) Ontario Good Roads Association - Newsletter Re: The Weekly Detour

(27) AMO - Notice Re: Conference Registration Re: Urban Symposium



Councillor Matthews Deputy Mayor Windover

That correspondence items (8) to (27) be received for information.

8. By-laws


February 21,2012

Carried.

a) Records Retention - Establish Schedules of Retention (B2012-17)



Councillor Pearson Deputy Mayor Windover

That By-law 82012-17, being a by-law to establish schedules of retention periods for the records of The Corporation of the Township of Galway-Cavendish and Harvey be read a first, second and third time and finally passed this 21st day of February, 2012.

Carried.

9. Other Business a) Councillor Matthews

Re: Heritage Day

Councillor Matthews extended congratulations to the event organizers for a successful Heritage Day. All Council was thanked for their participation. It was noted that all volunteers will receive a personal thank you for their help in making this event a success.

10. Information Items

11. New Business a) Pat Kemp, CAO

Re: Budget Meeting Dates

Pat Kemp, CAO noted the following proposed dates to review the grant submission request and preliminary budget:

March 2, 2012 (9:00 a.m. to 11 :00 a.m.) Grants March 12,2012 (9:00 a.m. to 1:00 p.m.) Preliminary Budget





February 21, 2012

That a review of the 2012 grant submissions be held on March 2, 2012 from 9:00 a.m. to 11:00 a.m. and a 2012 preliminary budget review be held on March 12, 2012 from 9:00 a.m. to 1:00 p.m.

Carried.

12. Closed Session Ontario Municipal Act, S.239 (2) (b) and (d)

To discuss personal matters about an identifiable individual, including municipal or local board employees; and, labour relations or employee negotiations.

All staff except the CAO and Clerk left the meeting at 2:31 p.m.



Councillor Pearson Councillor Matthews

That Council go into closed session at 2:31 p.m. under Section 239 (2) (b) to discuss personal matters about an identifiable individual, including municipal or local board employees.




That Council rise from closed session at 3:46 p.m.




Carried.

Carried.

That Council approve a two year phase in to the minimum salary levels for the for the CAO, Treasurer and Deputy Fire Chief positions.

Carried.

Council took a 10 minute break.



Councillor Matthews CouncillorPearson


February 21,2012

That Council go into closed session at 3:58 p.m. under Section 239 (2) (d) to discuss labour relations or employee negotiations.




That Council rise from closed session at 4:28 p.m.

14. Adjournment

Resolution No. R2012· 119


Deputy Mayor Windover Councillor Matthews

That Council adjourn at 4:28 p.m.

Janet Clarkson, Mayor

Lois O'Neill, Clerk

Carried.

Carried.

Carried.

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