February 3, 2016 Special Council Minutes

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A special meeting of Council was held Wednesday February 3, 2016 in the Council Chambers, Town Hall, 97 Hurontario Street, Collingwood commencing at1:00 p.m.
 
MAYOR COOPER CALLED COUNCIL TO ORDER
 
Members of Council Present:                      
Mayor Sandra Cooper
Deputy Mayor Brian Saunderson
Councillor Tim Fryer
Councillor Mike Edwards
Councillor Cam Ecclestone
Councillor Kathy Jeffery
Councillor Deb Doherty
Councillor Madigan
Councillor Lloyd
 
Staff Present:   
John Brown, CAO
Sara Almas, Clerk
Marjory Leonard, Treasurer
Jennett Mays, Communications Officer (left at 4:30 p.m.)
Becky Dahl, Deputy Clerk (arrived at 4:30 p.m.)
Monica Gal, Recording Secretary
 
ADOPTION OF AGENDA
No. 025-16      Moved by Deputy Mayor Saunderson
  Seconded by Councillor Edwards
 
THAT the content of the Special Council Agenda for February 3, 2016 be adopted as presented.
 
CARRIED
 
DECLARATIONS OF PECUNIARY INTEREST - Nil
 
MOTIONS
No. 026-16      Moved by Councillor Fryer
  Seconded by Councillor Ecclestone
 
THAT this Council proceeds in Camera in order to address a matter pertaining to:
checked security of the property of the municipality or local board; and
checked advice that is subject to solicitor/client privilege, including communications necessary for that purpose.
 
Items for discussion: a) Collus PowerStream Update / Review; and b) Shared Services Agreement
 
CARRIED
 
Council proceeded to in-camera session at 1:02 p.m.
 
Moved by Councillor Madigan
Seconded by Councillor Jeffery
 
THAT Council rise from in-camera and return to public session. (4:29p.m.)
 
CARRIED
 
No. 027-16      Moved by Deputy Mayor Saunderson
  Seconded by Councillor Jeffery
 
THAT Council herein authorize the Mayor and Clerk to execute a Shareholders Agreement and Shareholders Directive together with PowerStream to Collus PowerStream to acquire needed information with respect to the Shared Services Agreement.
 
Amendment:
 
Moved by Councillor Edwards
Seconded by Councillor Lloyd
 
THAT the Shareholders Directive be amended to request the required information for the period since the share sale to PowerStream until present. (approx. 3 year period)
 
DEFEATED
Recorded vote to main motion
COUNCIL
Yea
Nay
Cooper
 
x
Saunderson
x
 
Fryer (conflict)
 
 
Edwards
 
x
Ecclestone
x
 
Jeffery
x
 
Doherty
x
 
Madigan
x
 
Lloyd
 
x
TOTAL
5
3
 
No. 027-16      Moved by Deputy Mayor Saunderson
Seconded by Councillor Jeffery
 
THATCouncil herein authorize the Mayor and Clerk to execute a Shareholders Agreement and Shareholders Directive together with PowerStream to Collus PowerStream to acquire needed information with respect to the Shared Services Agreement.
 
CARRIED (recorded vote)
 
* Councillor Fryer declared a conflict to the above matter as he is a former employee of Collus.  He removed himself from the discussion and did not participate in the vote.
 
 
 
 
 
 
 
Recorded vote to main motion
COUNCIL
Yea
Nay
Cooper
 
x
Saunderson
x
 
Fryer
x
 
Edwards
x
 
Ecclestone
x
 
Jeffery
x
 
Doherty
x
 
Madigan
x
 
Lloyd
 
x
TOTAL
7
2
 
 
 
 
 
 
No. 028-16      Moved by Deputy Mayor Saunderson
  Seconded by Councillor Edwards
 
THAT Council herein authorize the CAO and Solicitor Mark Rodger to investigate the share options that are in the best interest of the municipality.
 
CARRIED (recorded vote)
 
 
 
 
STAFF REPORTS
CAO2016-01-C     Governance Review
No. 029-16      Moved by Deputy Mayor Saunderson
  Seconded by Councillor Madigan
 
THAT Council receive Staff Report CAO2016-01-C and direct the Clerk to prepare the necessary amendments to the respective by-law to implement the recommendations contained herein;
 
AND FURTHER THAT the CAO and Clerk be authorized to take actions consistent with the recommendations on an interim basis until final implementation. 
 
Council agreed to consider each of the recommendations contained in the report separately.
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council approve Recommendation #1 to consolidate Environmental Services with Development & Operations with the title of the Standing Committee to remain Development & Operations Services Standing Committee.
 
Amendment:
Moved by Councillor Doherty
Seconded by Councillor Edwards
 
THAT the Environmental Services Standing Committee remain status quo.
 
DEFEATED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council approve consolidating Environmental Services with Development & Operations with the title of the Standing Committee to remain Development & Operations Services Standing Committee.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council approve consolidating the Corporate and Community Services Standing Committees.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council approve increasing the standing committee membership from 3 members to 5 members of council.
 
Amendment:
Moved by Councillor Fryer
Seconded by Mayor Cooper
 
THAT the Council membership to the standing committees be a minimum of five members (exception being the strategic initiatives committee).
 
DEFEATED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council approve increasing the standing committee membership from 3 members to 5 members of council.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council transfer the reporting functions of the Collingwood Downtown BIA and Marketing & Business Development from the Development and Operations Services Standing Committee to the Corporate and Community Services Standing Committee.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council maintain the Strategic Initiatives Standing Committee as is.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council support continuing working with the County of Simcoe and the development of the Ontario Culture Plan with respect to Arts & Culture, to further consider recommendations in 2017 updates to the PRC Master Plan.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council approve Recommendation No. 7 to rotate the position of Chair and Vice Chair on the standing Committees annually, with the ability to exceed a one year term but not to exceed two consecutive years.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council the membership for standing committees annually and members be encouraged to participate on new standing committees.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council authorize maintaining an informal meeting environment at standing committee level by holding meetings at Library/Municipal Offices building unless otherwise determined by the CAO and/or Clerk.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council recommend scheduling Council and Standing Committee meetings on Monday evenings; to not hold meetings on Tuesday following long weekends/statutory holidays and when needed, hold such meeting on the 5th Monday of the month or another date as determined by the Clerk; and approve the meeting schedule annually, allowing for variances based on the calendar year.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT no member of Council receive remuneration or compensation for any committee or board that they are a Council appointed member on, excluding general expenses; and that if payment is provided those funds shall go into general revenues and be made available for Council grants and donations. 
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council recommend the Striking Committee format for committee and board appointments for members of Council be removed and that all the appointments be addressed through the Strategic Initiatives Standing Committee, with the recommended appointments referred to regular Council for approval.  
 
           CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council approve the recommendation, being that unless Council members express a desire to have an appointment reconsidered for the duration of the Council term with respect to other committee and board appointments, that the appointees to the various committees and boards remain in place for the 4 year Council term, except those committees/boards that are legislated or as may be required by the external board / committee.
 
The Boards and Committees include:
 
Nottawasaga Valley Conversation Authority:  1 Council appointee
Georgian Trail Board of Management: 1 Council appointee
Collus PowerStream: 1 Council appointee 
Public Library Board:   1 Council appointee
Airport Services Board: 1 Council appointee
Police Services Board: Mayor plus 1 member of Council
General and Marine Hospital Board: 1 Council appointee
Sports Hall of Fame: 1 Council appointee
BIA: no Council appointee
 
Amendment:
Moved by Councillor Lloyd
Seconded by Councillor Doherty
 
THAT a Council representative be appointed to the Collingwood Downtown BIA Board of Management.
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council approve the recommendation, being that unless Council members express a desire to have an appointment reconsidered for the duration of the Council term with respect to other committee and board appointments, that the appointees to the various committees and boards remain in place for the 4 year Council term, except those committees/boards that are legislated or as may be required by the external board / committee.
 
The Boards and Committees include:
 
Nottawasaga Valley Conversation Authority:  1 Council appointee
Georgian Trail Board of Management: 1 Council appointee
Collus PowerStream: 1 Council appointee 
Public Library Board:   1 Council appointee
Airport Services Board: 1 Council appointee
Police Services Board: Mayor plus 1 member of Council
General and Marine Hospital Board: 1 Council appointee
Sports Hall of Fame: 1 Council appointee
BIA: 1 Council appointee (plus the public Council appointee)
 
CARRIED
 
Moved by Deputy Mayor Saunderson
Seconded by Councillor Madigan
 
THAT Council recommend that all Council appointees to the various internal and external boards or committees not be designated to a certain position on Council, and that each appointee be reviewed and considered in relation to merits such as their experience, qualifications, interest, workload and commitment.
 
CARRIED
 
No. 029-16      Moved by Deputy Mayor Saunderson
 Seconded by Councillor Madigan
 
THAT Council receive Staff Report CAO2016-01-C and direct the Clerk to prepare the necessary amendments to the respective by-law to implement the recommendations contained herein;
 
AND FURTHER THAT the CAO and Clerk be authorized to take actions consistent with the recommendations on an interim basis until final implementation. 
 
CARRIED
 
OTHER BUSINESS
  • Review of the 2016 Budget and Unmet Needs
Marjory Leonard, Treasurer provide a brief overview of the preliminary budget for 2016, providing four scenarios for Councils consideration. Budget deliberations are expected to begin in mid February.
 
ADJOURNMENT
 
Moved by Councillor Fryer
 
THAT the meeting of Council be hereby adjourned at 6:28 p.m.   
 
            CARRIED
         _______________________
MAYOR
 
 
                 _______________________
                                                                                                                  CLERK 
No. of Pages: 
5pages
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2016-02-03 Council Mins.pdf936 KB