February 17, 23 and 25, 2011 Special Council Minutes

A Special Meeting of Council was held Thursday, February 17, 2011 in Community Rooms B & C, at the Collingwood Public Library and Municipal Offices, 55 Ste. Marie Street, Collingwood commencing at 12:30pm (to approx. 4pm),to reconvene Wednesday February 23, 2011 at 9:00am (to approx. 4pm), and to further reconvene Friday February 25, 2011 at 10:00am (to approx. 4pm),for budget discussions and approve council appointments to the various committees and boards.
 
 
MAYOR COOPER CALLED COUNCIL TO ORDER
NOTICE:

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Members of Council Present:                      
Mayor Cooper
Deputy Mayor Lloyd
Councillor Edwards
Councillor Lloyd
Councillor Chadwick
Councillor Hull
Councillor West
Councillor Cunningham
Councillor Gardhouse
 
Staff Present:    
Kimberly Wingrove, Chief Administrative Officer
Sara Almas, Clerk (regrets – February 25, 2011)
Ed Houghton, Executive Director of Public Works (regrets – February 17, 23, 2011)
Larry Irwin, Director of Information Technology (regrets – February 23, 25, 2011)
Marta Proctor, Director of Leisure Services (regrets – February 17, 25, 2011)
Kay Blakely, Deputy Director of Finance
Nancy Farrer, Acting Director of Planning Services (regrets – February 17, 25, 2011)
Becky Dahl, Deputy Clerk (regrets – February 17, 23, 2011)
 
ADOPTION OF AGENDA
No. 088           Moved by Deputy Mayor Lloyd
   Seconded by Councillor Edwards
 
THAT the content of the Special Council Agenda for February 17th, 23rd & 25th, 2011, be adopted as amended.   
  • Remove motion to move in-camera, and include if needed in accordance with the procedural
    by-law.
CARRIED
 
DECLARATION OF PECUNIARY INTEREST - Nil
  • Mayor Cooper declared a pecuniary increase with respect to wages as her husband is an employee under Parks, Recreation and Culture.
MOTIONS
No. 089           Moved by Councillor Edwards
   Seconded by Councillor Chadwick
 
THAT Council hereby appoint the following members of Council to the respective Committees, Boards and Agencies, to be reviewed annually.
 
Committee Name
Councillor
Heritage Advisory Committee
Councillor Gardhouse
Parks, Recreation and Culture Advisory Committee
Councillor Hull, Councillor West
Accessibility Advisory Committee
Councillor Cunningham
Airport Services Board
Deputy Mayor Lloyd, Councillor Edwards
Economic Development Board
Mayor Cooper, Councillor Lloyd
Downtown BIA Board of Management
Councillor Chadwick
Police Service Board
Mayor Cooper, Deputy Mayor Lloyd
Public Library Board
Councillor Chadwick, Councillor West
Elvis Board
Councillor Chadwick
Non-profit Housing Committee
Councillor Cunningham
COLLUS Board
Mayor Cooper, Councillor Edwards
CPUSB
Mayor Cooper
Georgian Trail Board of Management
Councillor Lloyd, Councillor Hull
Nottawasaga Valley Conservation Authority
Councillor Edwards, Councillor Lloyd
Collingwood General and Marine Hospital Board
Councillor Gardhouse
Sports Hall of Fame
Councillor Cunningham
Public Works/Engineering Liaison
Deputy Mayor Lloyd
 
CARRIED       
 
MAYOR COOPER RELINQUISHED THE CHAIR, AS PREVIOUSLY RESOLVED BY COUNCIL
DEPUTY MAYOR LLOYD ASSUMED THE CHAIR
 
BUDGET DISCUSSIONS (Committee of the Whole)
 During budget discussions, notice of motion is not required for motions pertaining to the 2011 Budget, and further, any decided matter can be reviewed without the requirement of the formal rules of procedure for reconsideration.
 
Introduction and Overview
  • Deputy Mayor Lloyd and CAO Wingrove provided an overview of the budget meetings and further advised Council that a public meeting has been tentatively scheduled for Saturday March 5th commencing at 9am to solicit input from the public on the proposed budget. 
Departmental Budget Review
  • FIRE SERVICES
Fire Chief Elyea provided a brief presentation on the proposed budget and addressed questions from Council.
 
Council discussed the possibility of the pick-up truck being disposed, be considered for the Airport.   
  • PROTECTION INSPECTION – By-law/Animal Control/Crossing Guards/Property Standards
Clerk Almas and By-law Enforcement Supervisor provided a brief presentation on the proposed budget and addressed questions from Council. 
  • MUNICIPAL SERVICES BOARDS / COMMITTEES
Airport
CAO Wingrove provided a brief presentation on the proposed budget and addressed questions from Council.  
 
Council expressed concern with the cost of operating the Airport and requested staff and the board revisit the draft budget to determine if additional savings can be realized.
 
Council recessed at 2:00pm.
Council reconvened at 2:10pm.
 
Elvis
Michelle Kusair, Acting Special Events Manager and Rosemarie O’Brien provided a brief presentation on the proposed Elvis Festival budget and addressed questions from Council.
 
Council expressed concern with the proposed budget, and requested to further review this budget item at a later date.
 
Library
Kerri Robinson, Library CEO provided a brief presentation on the proposed budget and addressed questions from Council.  
 
Council expressed concern with the allocation of “rent” within the new Library and Municipal Office Building, and requested further review of this new budget line item.
 
BIA
CAO Wingrove advised Council that the BIA is currently reviewing their budget and as soon as it is available, it will be brought forward for Council’s consideration.
 
Affordable Housing
CAO Wingrove provided a brief report on the proposed budget and addressed questions from Council.
 
Council questioned if monies can be set aside for future affordable housing initiatives and the current control/screening process for residences at 145 High Street – it was agreed to bring these items back for further discussion at a later date.
 
Heritage
Deputy Chief Building Official Ron Martin reviewed the proposed budget, clarified the current heritage programs and addressed questions from Council.  
 
Council discussed the possibility of reconsidering the funding set aside for one of the current heritage programs. This discussion may be brought back for further review during the budget process.
 
Accessibility
Clerk Almas reviewed the proposed committee budget which has remained the same for the past 5 years.
 
  • NON-TAX SUPPORTED DEPARTMENTS
Building
CBO Bill Plewes provided an overview of the proposed budget and addressed questions from Council.
 
Council further expressed concern with the appropriation of funds identified for “rent”.
 
Parking
Clerk Almas reviewed the proposed parking budget, noting it is has been prepared in anticipation of paid parking being returned to the downtown.
 
Council agreed there should be further discussion on the new parking lots located at the Library/Municipal Office Building and the Tremont lot.   It was noted that the meters have been purchased for those lots however will not be installed until the discussions have been finalized.
 
General Budget Discussion
Council requested clarification be provided during budget review, on the following matters:
  • What is the impact to the budget if there was a freeze on hiring?
  • Rationale for including the “rent” in the certain departmental budgets?
  • When/if the parking meters are installed at the new Library/Municipal Offices and Tremont parking lots – who will collect the revenue?
  • Can a limit on the Council Grant and Donation allocation be established?
The Special Meeting of Council recessed at 4:15pm to reconvene on February 23, 2011 at 9:00am.
 
February 23, 2011
 
Chair Deputy Mayor Lloyd reconvened the meeting at 9:00am, noting all members of Council are in attendance. 
  • ECONOMIC DEVELOPMENT
Catherine Durrant, Economic Development Officer presented the proposed budget and addressed questions from Council. .
 
There was a duplication identified in the GTTA grant account that will be corrected, a reduction of $25,000. 
  • GENERAL GOVERNMENT
Human Resources/Payroll
Marianne Nero, Human Resource Manager briefly reviewed the proposed Human Resource budget and addressed questions from Council.
 
Council requested clarification on the additional position being requested and the status of our current Health and Safety program.
 
Council recommended further discussing additional staff training for Health and Safety and potential alternative service delivery options for Health and Safety.  
 
Council recessed at 9:57am,and reconvened at 10:10am.
 
Information Technology
Larry Irwin, Director of Information Technology reviewed the proposed IT Support budget and addressed questions from Council.   
  • NVCA Draft Budget Presentation, Wayne Wilson, CAO/Secretary-Treasurer
Wayne Wilson and Walter Binalto, Authority Chair provided a detailed presentation to the Council with respect to the services provided by the Authority and the proposed budget that is being considered by the NVCA on Friday, February 25th.
 
Mr. Wilson and Mr. Binalto addressed questions from Council with respect to concerns in the increase of the 2011 proposed NVCA levy.
  • Planning & Development
Nancy Farrer, Acting Director of Planning Services provided a brief presentation on the proposed Planning Services budget and addressed questions from Council.
 
Council further expressed concern with the new “rent” line item being allocated in the department budget. 
  • Parks, Recreation & Culture
Marta Proctor, Director of Parks, Recreation and Culture provided a detailed presentation of the proposed budgets within the various divisions of the department and addressed questions from Council.
 
* Mayor Cooper declared a pecuniary interest with respect to the salaries line item of Parks, Recreation and Culture as her husband is an employee of that department.
 
Council recessed for lunch at 12:00noon, and reconvened at 12:32pm.
 
Marta Proctor, Director of Parks, Recreation and Culture (PR&C) continued the review of the proposed budgets.
 
Council requested to have a further review of personnel matters, during the next in-camera session.
 
Council requested clarification at a later date on the following:
  • How much money has been spent to date on the Heritage Park project, and how it was allocated?
  • Can we investigate further recreational partnerships with the Fram/Slokker development?
  • Are there other potential uses for the sidewalk equipment?
  • Could there be any service level reductions in various areas to accommodate further savings. 
  • Governance
CAO Wingrove reviewed the proposed governance budgets and addressed questions from Council.  
  • Council Grants and Donations
CAO Wingrove reviewed the proposed budget provided by the Parks, Recreation and Culture Committee with respect to their AMFAP (Annual Municipal Financial Assistance Program) grant recommendations. 
 
* Councillor Hull declared an indirect pecuniary interest with respect to the funding requested submitted by the Housing Resource Centre, as that is his employer. 
 


Moved by Mayor Cooper
Seconded by Councillor Gardhouse
 
THAT Council supports the Parks, Recreation and Culture AMFAP recommendation, as presented.
 
DEFEATED
 
Moved by Councillor Gardhouse
Seconded by Councillor Chadwick
 
THAT Council deny all requests considered through the Parks, Recreation and Culture AMFAP review.
 
DEFEATED
 
Moved by Councillor Edwards
Seconded by Councillor Chadwick
 
THAT Council approve all the “in-kind” Parks, Recreation and Culture AMFAP requests.
 
CARRIED
 
Moved by Councillor Lloyd
Seconded by Councillor West
 
THAT Council establish a cap for all Parks, Recreation and Culture AMFAP requests remaining, in the amount of $40,000.
 
DEFEATED
 
Council recessed at 2:50pm, and reconvened at 3:00pm.
 
Moved by Councillor Edwards
Seconded by Councillor Cunningham
 
THAT Council provide $1,000.00 to each of the applicants as recommended receiving a contribution through the Parks, Recreation and Culture AMFAP review.
 
DEFEATED
 
Moved by Councillor Gardhouse
Seconded by Councillor Cunningham
 
THAT Council approve the Parks, Recreation and Culture AMFAP recommendations with a 15% reduction to each approved organization.  
 
CARRIED
 
Moved by Councillor Edwards
Seconded by Councillor Cunningham
 
THAT Council direct the $1.5 Million request from the YMCA be maintained in the reserve and the decision be made after a recommendation comes back in 2012.
 
CARRIED
 
Moved by Councillor West
Seconded by Councillor Chadwick
 
THAT Council remove the $250,000.00 funding request by Georgian College from the 2011 budget and defer it to the 2012 budget deliberations.  
 
CARRIED
 
Moved by Mayor Cooper
Seconded by Councillor Hull
 
THAT Council request staff prepare additional information for Council’s review at an upcoming budget session to consider an initial donation to Georgian College in the amount of $50,000 from the 2011 budget.
 
CARRIED
 
The Special Meeting of Council recessed at 3:39pm and reconvened on February 25, 2011 at 10:00am.
 
February 25, 2011
Chair Deputy Mayor Lloyd reconvened the meeting at 10:06am continuing with budget discussions from February 23, 2011, noting Councillors Edwards and Lloyd would be joining the meeting at a later time. 
  • POLICE SERVICES
Inspector John Trude provided a review of the proposed OPP budget.
 
Councillor Chadwick inquired to the cost of by-law being under the direction of the OPP.  The request is to be added to the next Police Services Board agenda for discussion.
 
Inspector Trude reviewed the current and proposed marine patrolling. Council inquired to the ability to recover costs associated with patrolling. Inspector Trude clarified this could only be done if an event was permitted under a special event permit with the Town.
 
Inspector Trude explained the need for the capital expenditures including providing a change area for female officers and additional cells as a result of a space analysis that was undertaken. 
  • Non Tax Supported: Environmental Services -SS Collection
Ed Houghton, Executive Director of Public Works and Engineering provided an in-depth review of the environmental services operating and capital budget.  
 
Raglan Street Improvement
Council inquired to the Raglan Street Local Improvement project. CAO Wingrove clarified that steps will need to be taken to undertaken a local improvement including support from effected property owners, a resolution from council approving fee structure, etc in order for the project to move forward. Kay Blakely, Deputy Director of Finance explained the advantages of budgeting for a debenture, noting reserve funds would be used before debenturing, if possible.
 
Wastewater Treatment Plant
Council inquired to status of odour control mitigation. Mr. Houghton reviewed the moneys provided by FRAM to mitigate odour from the treatment plant and the history of odour issues in the area.
  • TRANSPORTATION
Ed Houghton, Executive Director of Public Works and Engineering provided an in-depth review of the operating and capital budget for transportation. 
 
Roads
Council inquired to the advantages/disadvantages of using hot plastic marking as opposed to water based paint on the roads. Brian MacDonald explained the hot plastic markings are more expensive, but have a greater life span, mostly used in high traffic locations.
 
Tree Removal/Planting
Council inquired to the ability to certify staff to act as an Arborist for the Town as opposed to hiring out such service. CAO Wingrove noted that certain staff are working towards this certification.
 
Interdepartmental Maintenance Fees
Council inquired to why interdepartmental journals were being recorded under miscellaneous maintenance and wish to see such maintenance requests/undertakings being recorded in the specific department budgets.
 
Snow Removal
All moneys not used in the winter snow removal budget for 2010 will be transferred to the Winter Control Reserve.
 
Public Transit
Discussion occurred to the current bus services offered and to review the current ticket fee, hours of operation, applying a user fee to the use of the bike racks located on the buses and possible advertising opportunities. Council inquired to providing a regional transit system between the Blue Mountains, Collingwood and Wasaga Beach. Staff reports are to be coming forward in the near future with regard to an advertising policy and regional transit system for Council’s consideration.
 
Council inquired to whether the Red Cross would be able to take over the services provided by the accessible shuttle service or providing the accessible service shuttle only when other modes of public transit are not available.
 
Councillors Edwards and Lloyd arrived at 11:56am
 
Vehicle Purchases
Mr. Houghton requested that he be permitted to move forward with vehicle tenders that are outstanding from 2010. A staff report will be provided to Council for consideration of all outstanding vehicle tenders.
 
First Street
Mr. Houghton noted that any rework to be done is covered under warranty and will not affect the 2011 budget as presented.
 
Hume Street
Council inquired to whether there is a point where we have to proceed with the upgrades to Hume Street. Mr. Houghton confirmed yes, and that the project has been proposed for 2013-2014 with some of the funding to come from DC’s. Council expressed concern with the proposed pedestrian tunnel requesting alternatives such as a crosswalk be considered when the project is being reviewed.
 
Public Transit continued....
Council inquired to the reliability of the current buses being used. Mr. Houghton noted they will be looking at other models for any future purchases.
Bridge Repairs - Rail
Council inquired to whether bridge repairs would still be required along the rail line if the Town was to discontinue that service. Mr. Houghton clarified that it would not be required.
 
Capital Projects
Mr. Houghton further provided a review of capital projects (construction and engineering), also including paving, project carryovers, sidewalks, vehicle replacement, Hume Street (possible tunnel - pedestrian), High Street.
 
Public Works Sign
Council inquired to whether there is a sign standard that should be used.
 
Council recessed at 12:32pm and reconvened at 1:05pm.
 
Rail Service
CAO Wingrove reviewed the current contract termination clause if Council wishes to discontinue rail service. Council inquired to whether the industries pay a fee for the use of the rail line. CAO Wingrove confirmed there is current no cost to the users.
 
Councillor Chadwick recommended the Town provide notice of six (6) months or one year based on their business cycle if Council agrees to discontinue the rail service.
 
Staff confirmed the rail system is currently not suitable for passenger rail service and would need a substantial amount of upgrading to the rails as well as bridge repair and installation of crossing lights. If the rail service was to be discontinued, there is potential to sell the rails, but there would still be some maintenance costs with respect to the water pipeline.
 
Mayor Cooper and CAO Wingrove will be contacting the industry that currently utilizes the rail line to further discuss termination of the rail service.
 
Moved by Councillor Cunningham
Seconded by Councillor Chadwick
 
THAT the rail service currently operating out of Collingwood be discontinued and proper notice with respect to termination of the CANDO Agreement be administered.
 
CARRIED
 
Staff confirmed the work to be undertaken on the two rail crossings be put on hold at this point. 
  • Council Grants and Donations
Moved by Councillor Chadwick
Seconded by Councillor West
 
THAT Breaking Down Barriers receive a 2011 Council Grant / Donation in the amount of $4,000.00
 
CARRIED
 
Moved by Mayor Cooper
Seconded by Councillor Cunningham
 
THAT the Collingwood General & Marine Hospital Foundation receive a Council Grant / Donation in the amount of $10,166.00.
 
CARRIED
 
Moved by Councillor West
Seconded by Councillor Gardhouse
 
THAT Crime Stoppers of Simcoe Dufferin Muskoka receive a Council Grant / Donation in the amount of $2000.
 
CARRIED
 
Moved by Councillor Gardhouse
Seconded by Councillor Lloyd
 
THAT the Georgian Triangle Humane Society receive a Council Grant / Donation in the amount of $7,500.00.
 
DEFEATED
 
Moved by Councillor Chadwick
Seconded by Councillor Hull
 
THAT the Georgian Triangle Humane Society receive a Council Grant / Donation in the amount of $10,000.00.
 
DEFEATED
 
Moved by Councillor Edwards
Seconded by Councillor Gardhouse
 
THAT the Georgian Triangle Humane Society receive a Council Grant / Donation in the amount of $5,000.00.
 
CARRIED
 
Moved by Councillor Gardhouse
Seconded by Mayor Cooper
 
THAT the Great Northern Exhibition receive a Council Grant / Donation in the amount of $2,100.00.
 
CARRIED
 
Moved by Councillor Hull
Seconded by Councillor Cunningham
 
THAT the Home Horizon Georgian Triangle Residential Servicesreceive a Council Grant / Donation in the amount of $7,500.00.
 
CARRIED
 
Moved by Councillor Hull
Seconded by Councillor Chadwick
 
THAT the Hospice Georgian Trianglereceive a Council Grant / Donation in the amount of $10,000.00.
 
CARRIED
 
Moved by Councillor Edwards
Seconded by Councillor Gardhouse
 
THAT Council deny the new request from JD’s Scrumptious Lunches Collingwood Inc. for $5,000.00.
 
CARRIED


Moved by Councillor Gardhouse
Seconded by Mayor Cooper
 
THAT Council deny the new request from “Operation Hero” for $5,000.00.
 
CARRIED
 
Moved by Mayor Cooper
Seconded by Councillor Edwards
 
THAT Council fund the Royal Canadian Legion Branch 63 in the amount of $10, 850.00.
 
CARRIED
 
Moved by Mayor Cooper
Seconded by Councillor West
 
THAT Council be presented with a by-law to exempt the municipal portion of the property taxes for the Royal Canadian Legion Branch 63 for one year past the current term of Council, expiring in 2015.
 
CARRIED
 
Moved by Mayor Cooper
Seconded by Councillor Gardhouse
 
THAT Council approve an in-kind donation up to $2,000 in-kind to the Simcoe West Injury Prevention & Education Coalition for rental of Curling Club.
 
CARRIED
 
Moved by Councillor Chadwick
Seconded by Councillor Hull
 
THAT the Door Youth Centre receive a Council Grant / Donation in the amount of $10,000.00.
 
CARRIED
 
Moved by Councillor Gardhouse
Seconded by Councillor Edwards
 
THAT the Town Crier receive a Council Grant / Donation in the amount of $1,000.00.
 
CARRIED
 
Council requested future consideration be given to reallocate the funds for the Town Crier to the Mayor’s discretionary budget.
 
Moved by Councillor Chadwick
Seconded by Councillor Hull
 
THAT the WORDSTOCK Literary Festivalreceive a Council Grant / Donation in the amount of $5,000 for one year.
 
CARRIED
 
Council requested future consideration be given to reallocate the funds for the wordstock Literary Festival elsewhere in next year’s budget.
 
Moved by Councillor Gardhouse
Seconded by Councillor West
 
THAT the Georgian Triangle Housing Resource Centre  receive a Council Grant / Donation in the amount of $10,000.00.
 
CARRIED
 
* Councillor Hull removed himself from the table and left the room during the discussion and vote on the above motion.
 
Council requested future consideration be given to reallocate the funds for the Georgian Triangle Housing Resource Centre elsewhere in the budget for next year.
 
Councillor Gardhouse inquired to the ability to place affordable housing as levy within the Development Charges.
 
Council recessed at 2:23pm and reconvened at 2:34pm.
  • Development Charges and Reserves
Kay Blakely, Deputy Director of Finance reviewed the forecast of the development charge reserve fund for 2011 and how they relate to the capital projects, how the funds work and our discretion to how they can be used.   A memo was presented to Council to better explain the debentures in 2010 and debenture payment limits, addressing questions of Council.
 
Council requested the tax implications be better illustrated, possibly in a percentage and a line be added to the spreadsheet provided to illustrate the net figure of debenture coming from tax revenue.
 
Council requested a report be provided to Council outlining the project timelines of the Heritage Park project. 
  • NVCA Budget Update
Councillors Lloyd and Edwards provide an update on the proposed NVCA budget. A resolution to provide more information and defer the approval of the budget to allow other municipalities to be provided with a presentation from the NVCA with respect to the budget was approved. The amount allocated in reserve, NVCA mandates and lobbying the province for additional funding was also discussed amongst the Board.
 
CAO Wingrove informed all present that the budget for the Town of Collingwood is proposed to be passed at a Council meeting in mid/end of March.
 
No. 090           Moved by Councillor Chadwick
  Seconded by Councillor Gardhouse
 
THAT this Council proceeds in Camera in order to address a matter pertaining to:
checked personal matters about an identifiable individual, including municipal or local board employees. 
 
  CARRIED
 
Moved by Mayor Cooper
Seconded by Councillor Edwards
                                                                
            THAT Council rise from in-camera and return to public session. (4:16pm)
 
CARRIED
 
Wrap Up and Next Steps
  • A public meeting has been scheduled for Saturday, March 5, 2011. An additional Council meeting arranged to further discuss budget deliberations. 
ADJOURNMENT
 
Moved by Councillor West
 
THAT the meeting of Council be hereby adjourned at 4:18pm.
 
CARRIED
 
 
 
_____________________________
MAYOR
 
 
_____________________________
                                                                        CLERK
No. of Pages: 
10pages
AttachmentSize
Feb 17-23-25_11 SP Council Mnts.pdf2.77 MB