1. CALL MEETING TO ORDER/MOTION TO APPROVE/AMEND AGENDA

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1 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS Regular Council AGENDA Thursday, February 23rd, :00 a.m. Page 1. CALL MEETING TO ORDER/MOTION TO APPROVE/AMEND AGENDA 2. CLOSED SESSION 3. OPEN SESSION RESUME 4. PUBLIC MEETINGS a) Public Meeting - Fees and Charges / Poker Lakes Camping Fees (see by-laws below) 5. DECLARATION OF PECUNIARY INTEREST OR GENERAL NATURE THEREOF 6. ADOPTION OF MINUTES FROM PREVIOUS MEETING Approval of Council, Committee of the Whole and Public Meeting Minutes 7. DELEGATIONS a) Mr. and Mrs. Charlie Muli (request re use of fairgrounds for Can Am Model T Tour) b) U-Links (Heather Reid) - Annual Update c) Delegation - Minden Hills Cultural Centre Advisory Committee - Presentation 8. PAYMENT OF ACCOUNTS Accounts Payable Recap 9. RESOLUTIONS TO BE CONSIDERED FOR APPROVAL Recommendations coming out of the February 9th, 2012 Committee of the Whole/General Committee meeting Be it resolved that Council appoints Lois Raw and Vern Brimsmeade as committee members to the Minden Hills Cultural Centre Advisory Committee, for the Page 1 of 124

2 Page 9. RESOLUTIONS TO BE CONSIDERED FOR APPROVAL remaining term of Council. Be it resolved that Council approves the request from SIRCH as organizers of a 2012 pond hockey tournament, to be held on February 25th and 26th, 2012 and to build two (2) outdoor ice rinks near the lower ball diamonds for this purpose it is hereby acknowledged that there will be no township staff assistance - and SIRCH will be solely responsible for the maintenance, upkeep and security of same. It is further acknowledged and understood that sufficient liability (event) insurance coverage will be obtained by SIRCH and confirmation provided, showing the Township of Minden Hills as co-insured in accordance with events under Policy #40. Be it resolved that Council approves the request of the Haliburton Highlands Field Naturalists for the new trail in Snowdon Park to be named and signed The Ross Rigney Trail ; and further that $1, be included in the 2012 budget to place appropriate signage in the park and along the trail. Be it resolved that Council accepts the resignations of S. Smith and C. Smith; and further that Gina Deighton and James Baldry be appointed as members of the Parks and Recreation Advisory Committee for the remaining term of council. Be it resolved that Council acknowledges the recommendation from the Parks and Recreation Advisory Committee to consider improvements to the Township s website to make it friendlier and easier to use, and that it be updated to incorporate the necessary listings of events/happenings around town while promoting a livelier, healthier lifestyle and programs. It is acknowledged that Council may consider the creation of a new updated website for Be it resolved that Council approves the recommendation from the Parks and Recreation Advisory Committee to consider to have the Riverwalk lights turned off completely from January 1st to March 31st each year, and acknowledges the recommendation that timers be installed so that from April 1st to December 31st the lights can be turned off from midnight to 6:00 a.m. Be it resolved that Council waives the $ administration fee only, pursuant to a request from Places for People for a rezoning application of property at 168 Bobcaygeon Road, to change the zoning of said property from Village Commercial (C4) to Residential Type Two (R2) Zone for the purpose of a duplex. Be it resolved that Council adopts the Official Plan Amendment No. 7 and approves Rezoning By-law to recognize two existing dwellings on one property in regard to the Official Plan Amendment No. 7 (Bonis/Spink). Page 2 of 124

3 Page 9. RESOLUTIONS TO BE CONSIDERED FOR APPROVAL Be it resolved that Council request that the Conditions of Consent Application H- 62/11 be amended and specifically the condition requiring the site-specific rezoning be removed from the conditions. Council acknowledges that EcoVue is satisfied that the existing Rural (RU) Zone is suitable for the subject property. Be it resolved that Council request that the Conditions of Consent Application H- 68/10 be amended and specifically the condition requiring a site-specific zone on the subject property be removed from the conditions. Council acknowledges that EcoVue is satisfied that the existing Rural (RU) Zone is suitable for the subject property. Be it resolved that Council approve the proposal for lot addition to James and Wendy HYLAND - Part of Lot 8, Concession 1, geographic Township of Anson, subject to the following conditions: 1) A amendment to Zoning By-law on the retained part to Shoreline Residential Exception to recognize it is undersized with respect to lot frontage and area. 2) All outstanding realty taxes to be paid in full. 3) The final survey being approved by the Planning Administrator. 4) Any costs incurred through the township s planning consultant relating specifically to issues in this application shall be paid in full. Be it resolved that Council approve the proposal for lot addition, or exchange of property, for HANCOCK: Robert & Anne; and H-073/2011 and H-074/ Estate of Beatrice Hancock - Part of Lot 30, Concession 4, geographic Township of Snowdon be approved subject to the following conditions: 1) All outstanding realty taxes to be paid in full. 2) A minor variance may be required if the setbacks in ZBL cannot be met with respect to the Shoreline Residential (SR) zone in H-073/ ) Solely for lot addition between adjoining properties in both files. 4) A letter from an Ontario Land Surveyor indicating the distance from the existing buildings in H-073/2011 to the newly created lot lines. 5) The severed and retained lots must meet the minimum lot standards in accordance with Zoning by-law ) The plan of survey be approved by the Planning Administrator. 7) Any costs incurred through the township s planning consultant relating specifically to issues in this application shall be paid in full. Be it resolved that Council approve the following applications for tax adjustments pursuant to Section 357 of the Municipal Act. Roll No. Assessment Reduction Effective Date No. of Days Total Page 3 of 124

4 Page 9. RESOLUTIONS TO BE CONSIDERED FOR APPROVAL $33,296 Dec 24/11 8 $ ,000 Nov 25/11 37 $ ,682 Dec 11/11 20 $24.76 Be it resolved that Council approves the use of the Township logo on the Highway #35 signage for downtown attractions being leased by Minden Pharmasave. It is acknowledged that the Pharmasave Branding will be used on the signage as well. It is understood that Council for the Township of Minden Hills reserves the right to approve its logo being used by individuals on an "as requested" basis. Be it resolved that Council approve the increases in the Fees and Charges By-law No. 12- (formerly By-law 11-82), submitted in Schedules B, D, G, H and I; and further authorizes the Environmental & Property Operations Manager to apply to have the Certificate of Approval at the Irondale Landfill Site amended to receive E- Waste. Be it resolved that Council approves financial support be given in the amount of $ for the Zone 5 Spring Meeting, to be held at the Red Umbrella Inn in Minden on April 18th and 19th, 2012, which is hosted by the County of Haliburton. 10. CORRESPONDENCE AND COMMUNICATIONS 11. ENVIRONMENT 12. ROADS a) Memorandum from Roads Superintendent regarding Truck and Equipment Tenders b) Memorandum from Roads Superintendent re Aggregate Tenders 13. CULTURE, YOUTH AND COMMUNITY 14. PARKS AND RECREATION 46 a) Highland Yard Event This item has been deferred to staff for clarification regarding the exact location of the route for road/lane closure purposes. b) Report from Community Services Director re Muli Delegation 15. PROTECTIVE SERVICES Page 4 of 124

5 Page 15. PROTECTIVE SERVICES a) Minden Fire Department Annual Report for 2011 b) Memorandum from Fire Chief re Fire Agreements 16. PLANNING AND DEVELOPMENT 17. FINANCE AND GENERAL GOVERNMENT a) Request from Owl Farm - Matthew Wesley - Ontario Wildlife Compensation Program b) Request for Letter of Support - County of Haliburton c) Finance Committee Minutes - January 30, 2012 (amended) 18. PERSONNEL 19. BY-LAWS By-law No Richard Samelko - original road allowance in front of Lot 5, Concessions 4 and 5, Township of Hindon By-law No Stimson - Part of Lot 12, Conc. 1, Township of Anson (Big Bob Lake) By-law No Pope - Part of Lot 12, Conc. 1, Township of Anson (Big Bob Lake) By-law No Spinks/Bonis (OPA) - Part of Lot 3, Conc. 5, Township of Minden By-law No Spink/Bonis (Zoning By-law amendment) - Part of Lot 3, Conc. 5, Township of Minden By-law No Cronin By-law No Coltman By-law No Fees and Charges By-law By-law No Camping Permit Fees - Poker Lakes By-law No Ontario Wildlife Compensation Program - Appoint Valuers - Ross Warburton / Matthew Wesley By-law No To Authorize the Municipal Forest Fire Management Agreement By-law No Budget 20. QUESTIONS FROM THE PRESS 21. QUESTIONS FROM THE PUBLIC Page 5 of 124

6 Page 22. ADJOURNMENT Page 6 of 124

7 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS COUNCIL MEETING MINUTES Thursday, January 26 th, 2011 (Council Chambers) Commencement: 9:00 a.m. Adjournment: 12:10 p.m. Present: Regrets: Minutes: Staff: Reeve Barb Reid Deputy Reeve Cheryl Murdoch Councillor at Large Larry Clarke Councillor Lisa Schell Councillor Brigitte Gall Councillor Ken Redpath Councillor Jean Neville Interim Clerk, Laura Cunliffe CAO, Gerry Morrison Treasurer, Lorrie Blanchard Roads Superintendent, Kevin Hill Community Services Director, Rick Cox 1. Call the Meeting to Order/Motion to Amend/Approve Agenda Res. #12-01 Murdoch - Schell Be it resolved that the Council of the Township of Minden Hills approves the agenda for the Council meeting of January 26 th, CARRIED 2. Closed Session (9:01 a.m.) Res. # Clarke - Murdoch Be it resolved that the next portion of the council meeting be closed to the public in order to consider personal matters about an identifiable individual, including municipal or local board employees, litigation or potential litigation, including matters before administrative tribunals, affecting the municipality. CARRIED January 26th, 2011 Council Minutes (Draft) Page 1 Page 7 of 124

8 Res. #12-03 Murdoch - Gall Be it resolved that the Closed Session adjourn and Open Session commence. CARRIED OPEN SESSION RESUMED: 10:00 a.m. Res. #12-04 Gall - Murdoch Be it resolved that direction given in Closed Session be approved. CARRIED 3. Declaration of Pecuniary Interest: N/A 4. Adoption of Minutes of Previous Meetings Res. #12-05 Schell Murdoch Be it resolved that the Council of the Township of Minden Hills adopt the minutes of the following meetings: Council Meeting December 8 th, 2011 (subject to amendment) Committee of the Whole January 12 th, 2012 (subject to amendment/clarification) CARRIED 5. Delegations a) Peter Meraw and Richard Smith (Pharmasave) b) Places for People (Faye Martin) Presentation c) John Teljeur re Music Festival (August Long Weekend) 6. Payment of Accounts Payment of Accounts is not attached to Agenda due to unavailability of staff members January 23 rd week. Finance Chair will review same with Treasurer. 8. Resolutions to be Considered for Approval (from Jan 12 COTW) Res. #12-06 Murdoch - Schell Be it resolved that Council approve and direct staff to proceed to suspend Water and Sewer payments at homes which are deemed uninhabitable pending authorization from the home owners insurance companies. CARRIED Res. #12-07 Murdoch - Schell Be it resolved that Council approve and direct staff to proceed with the process to add two (2) Accessibility parking spaces fronting the main County Administration building on Newcastle Street from the hours of 9 am. to 4 pm. Monday to Friday. CARRIED January 26th, 2011 Council Minutes (Draft) Page 2 Page 8 of 124

9 Res. #12-08 Clarke - Redpath Be it resolved that Council acknowledges receipt of the Trails Report from the HHWT regarding the Trails Rates and Fees submitted by Mark Coleman, dated October 24, 2011 and hereby authorizes staff to proceed with the processing of the request from the Haliburton Highlands Water Trails to increase specific fees set out in said report, as follows: CARRIED Admin Fees 2011 rate Suggested 2012 rate Camping Fees Per adult (18+) $11.50 $12.00 Per Youth (6-17) $5.00 $5.25 Per Senior (60+) $9.20 $9.60 Group Site $ $ Rental Fees 16 ft canoe $32.00 per day $34.00 per day 17 ft canoe $34.00 per day $36.00 per day 16.5 ft canoe $37.00 per day $40.00 per day Car kit $5.00 one-time $7.00 one-time Res. #12-09 Schell - Murdoch Be it resolved that Council charge Community Care Haliburton the regular ice rate for the ice time used by the Scotty Morrison Charity Hockey Tournament instead of the tournament rate, and that the lost revenue be offset by an allocation from Policy #13 (Free Use of Space budget). CARRIED Res. #12-10 Schell - Murdoch Be it resolved that Council direct planning staff to proceed with the processing of the application for SRA (SAARIMAKI), Pt. Lot 24, Conc. 6, Lutterworth (Gull Lake), in accordance with established procedure under approved Policy No. 19, as amended. CARRIED Res. #12-11 Clarke - Gall Be it resolved that Council accept the appraisal of $ by Anthony vanleishout, CRA of Haliburton Appraisal Services Inc. for Part 1 on Plan 19R9355 which is part of the original allowance for road that is being stopped up closed and conveyed to Richard Samelko in File RA Lot 26, Conc. 6, Lutterworth (Gull Lake). CARRIED January 26th, 2011 Council Minutes (Draft) Page 3 Page 9 of 124

10 Res. #12-12 Be it resolved that Council approves the applications for tax adjustments pursuant to Section 357 of the Municipal Act. Roll No. Assessment Effective Date No. of Days Total Reduction ,449 Jan 1/ $ ,672 Oct 28/11 65 $ ,257 Jul 5/ $ CARRIED Res. #12-13 Gall - Redpath Be it resolved that Council approve the following draft Advisory Committee meeting minutes and receive same as information: Cemetery Board Advisory Committee meeting minutes October 3 rd, 2011 Finance Advisory Committee meeting minutes November 3 rd, 2011 CARRIED 9. Correspondence and Communications: n/a 10. Staff Reports Administration: N/A Environmental: N/A Roads: Res. #12-14 Redpath - Gall Be it resolved that Council approves the use of the Township logo on the Highway #35 signage for downtown attractions being leased by Minden Pharmasave. It is acknowledged that the Pharmasave Branding will be used on the signage as well. CARRIED Cultural: N/A Community Services Parks/Rec/Cemetery: Res. #12-15 Clarke - Redpath Be it resolved that the full cost of items deemed ineligible under the RInC project funding be offset by funds from the Planning (Cash in Lieu) Reserve Fund. CARRIED January 26th, 2011 Council Minutes (Draft) Page 4 Page 10 of 124

11 Res. #12-16 Redpath - Clarke Be it resolved that the Township of Minden Hills provide a summer ice program with ice available July 16, 2012, provided that Camp Hockey Haven commits to matching the 2011 ice rentals and the 30% deposit by May 15, 2012: (time) for 2012 and 2013 not confirmed Price increase on 2012 assumption. CARRIED Res. #12-17 Redpath - Clarke Be it resolved that as one of the service reductions required to achieve the cost-savings program in the Community Services Department, implemented in the 2012 budget, the Township of Minden Hills forgo the hanging basket program for downtown Minden for the summer of CARRIED Res. #12-18 Gall - Murdoch Be it resolved that Council approves Councillor Jean Neville to sit on the Haliburton Highlands Water Trails Committee as a representative of the Township of Minden Hills, for the term of Council. DEFERRED TO FEBRUARY MEETING Res. #12-19 Redpath - Gall Be it resolved that Council enter into a Joinder Agreement with the TO2015 Pan Am Games Host Committee as the Lead Partner with respect to the whitewater venue for the 2015 Pan Am Games that specifically notes a maximum contribution from the Township towards the 44% local portion of up to $100, And That the Director of Community Services be directed to work with TO2015 to develop a Memorandum of Understanding between TO2015, the Township and Whitewater Ontario (WO) which outlines the respective responsibilities and accountabilities of the two organizations with respect to providing a venue for whitewater competition at the 2015 Pan Am Games. And That Council establish a $100, reserve for the municipal contribution to the venue costs for the 2015 Pan Am Games financed through an allocation of $25,000 in each of the 2012, 2013, 2014 and 2015 budget years. CARRIED January 26th, 2011 Council Minutes (Draft) Page 5 Page 11 of 124

12 Protective Services: Res. #12-20 Clarke - Redpath Be it resolved that Council appoints Chris Voth, Environmental and Property Operations Manager, to act as the alternate Community Emergency Management Coordinator. CARRIED Planning: N/A Finance: Res Redpath Clarke Be it resolved that Council authorize staff to proceed with advertising a Request for Proposal for a Village Development Master Plan. CARRIED Personnel: N/A 11. By-laws Res. #12-22 Gall - Redpath Be it resolved that Council has given the following by-laws first, second and third readings, passed and signed, and the Corporate Seal attached thereto: By-law Borrowing By-law for 2012 By-law Onondaga (reinstate By-law and rescind by-law 11-60) SRA By-law Onondaga - Delete item 2 in By-law as reinstated) - SRA By-law Glenn Reid SRA By-law Cindy Saunders - SRA By-law Eric Moore - Dedicate Land for Roads purposes - condition of consent H-132/2010 By-law Interim Tax Levies By-law CEMC appointment Emergency Management By-law Pan Am Games - authorization to sign Joinder Agreement CARRIED 12. Questions from the Press: 13. Questions from the Public: January 26th, 2011 Council Minutes (Draft) Page 6 Page 12 of 124

13 CONFIRMING BY-LAW: Res. #12-23 Redpath - Gall Be it resolved that Council has given the following by-law a first, second and third reading, passed and signed, and the corporate Seal attached thereto: By-law No being a by-law to confirm the proceedings of the council at its meeting held on January 26 th, CARRIED Res. #12-24 Gall - Clarke Be it resolved that the Council meeting of January 26 th, 2012 be adjourned. CARRIED ADJOURNED: 12:10 p.m. HEAD OF COUNCIL INTERIM CLERK January 26th, 2011 Council Minutes (Draft) Page 7 Page 13 of 124

14 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS COMMITTEE OF THE WHOLE/GENERAL COMMITTEE MEETING MINUTES Thursday, February 9 th, 2012 Commencement: 9:00 a.m. Adjournment: 3:55 p.m. Present: Staff: Reeve Barb Reid Deputy Reeve Cheryl Murdoch Councillor at Large Larry Clarke Councillor Lisa Schell Councillor Brigitte Gall Councillor Ken Redpath Councillor Jean Neville CAO Gerry Morrison Interim Clerk Laura Cunliffe Treasurer Lorrie Blanchard Fire Chief Doug Schell Environmental & Property Operations Manager Chris Voth Roads Superintendent Kevin Hill Community Services Director Rick Cox 1. CALL MEETING TO ORDER AND APPROVE AGENDA Res. # Neville - Clarke Be it resolved that the Council of the Township of Minden Hills approves the agenda for the Committee of the Whole/General Committee Meeting of February 9 th, CARRIED 2. CLOSED SESSION (9:00 a.m.) Res. # Neville - Murdoch Be it resolved that the next portion of the council meeting be closed to the public in order to consider personal matters about an identifiable individual, including municipal or local board employees, litigation or potential litigation, including matters before administrative tribunals, affecting the municipality. CARRIED February 9, 2012 COTW Minutes (draft) Page 1 Page 14 of 124

15 Res. # Neville - Murdoch Be it resolved that the Closed Session adjourn and Open Session commence. CARRIED 3. RESUME OPEN SESSION: (10:00 a.m.) Res. #12-10 Redpath - Clarke Be it resolved that direction(s) given in Closed Session be approved. CARRIED 4. DECLARATION OF PECUNIARY INTEREST none declared. 5. PUBLIC MEETINGS: The Township s Planner, Heather Sadler, was present to answer questions of Council. a) Public Meeting for RZ-11-10(P) Cronin to consider a by-law amendment for the rezoning of Part of Lot 24, Conc. 3, geographic Township of Minden. The proposed zoning amendment is to amend the zoning from Open Space Exception Five (OS-5) Zone to permit a garage on the subject lands as an accessory use to a dwelling on an adjacent property. The applicant did not make any comments nor did anyone speak to the proposed by-law amendment. The Planning Administrator confirmed she had not received any written comments. b) Public Meeting for RZ-11-08(P) Coltman to consider a by-law amendment for the rezoning of Parts of Lots 4 and 5, Conc. 1, geographic Township of Anson. The property is currently zoned Rural Residential (RR), Rural (RU) and Hazard (HZ) Zones. The applicant has two applications for consent in process and this zoning change is to zone the two newly created lots as Rural Residential (RR) and Rural (RU) to be consistent with the balance of the zoning on the lands. The applicant did not make any comments nor did anyone speak to the proposed by-law amendment. The Planning Administrator confirmed she had not received any written comments. 6. DELEGATIONS: a) Highland Yard presentation this item was not discussed until later in the Parks/Rec section of the Agenda by the Community Services Director. b) Whitewater Ontario (T-2015 Pan Am Games) - Those present from Whitewater Ontario were introduced and Jim Taylor, President, gave an overview of the organization. A PowerPoint presentation was given on the Minden Whitewater Preserve. The committee members discussed the quality of the venue at Horseshoe Lake, the cooperation of Parks Canada, and many others as tourism in Ontario is a high priority. The Whitewater venue in Minden is a World Class, natural course and people come from all over the world to compete. This group is dedicated to increasing awareness and usage in the years leading up to the Pan Am games. Council was thanked for the signing of the Joinder Agreement, and it was stated that this committee is looking forward to working with the township in partnership for this great event. February 9, 2012 COTW Minutes (draft) Page 2 Page 15 of 124

16 c) DRAFT 2012 BUDGET DISCUSSION The Finance Chair provided an introductory statement and overview of the budget highlights. The Executive Summary was placed on the Agenda and was referred to. Each manager was given a few minutes to discuss their portion of the 2012 budget: Challenges were discussed in each department, including the usage of the Cultural Centre, the importance of the artifacts and heritage displays, with no overall increase for The Interim Clerk advised the Administration Budget for the CAO/Clerk s department had only one major project over last year; the replacement of the current Township website to accommodate current trends and accessibility. The CAO stated that in the Finance and General Government portion of the budget, wages show a 20.52% increase over last year; however, this is primarily as a result of the replacement of a new Clerk/EDO and the recruiting of a new CAO. There is discussion that the new person hired as Clerk/EDO will also become the CAO when Mr. Morrison retires at the end of It is anticipated that when the budget is passed at the end of February, there will be a modest increase of 2% over The Community Services Director advised that although many components within his department (i.e. hydro, etc.) are coming in at over 3%, he is still able to keep his budget in line and comparable to The Fire Chief confirmed that his budget will be coming in at a 0% increase over 2011 and stated that money was being placed into reserves for new equipment being required within the next few years. The Environmental and Property Operations Manager gave an overview of various areas under his management and outlined some of the increases that would be seen if Council approved the new Fees & Charges By-law at the end of the month, which includes a 5% increase for the Minden Water and Sewer users. Lutterworth Pines will not see an increase as they are currently paying more than the Minden Water and Sewer users. Chris further advised that Minden Hills ratepayers should be very proud of the diversion rate as funds received from Waste Diversion Ontario have come in from $80, to $130, Discussion was also held regarding the water taps currently at the fire hall and a coin operated water access system which could be moved from the Fire Hall to the S.G. Nesbitt Memorial Centre. Brief discussions were held regarding the satellite community centres, as well as changing the Irondale Landfill Site to a transfer station. The Roads Superintendent described the large project anticipated for the fall of 2012 (Bobcaygeon Road from Peck Street to Sunnybrook Bridge as well as sidewalks) in the Village of Minden, and the purchase of a new truck to replace the oldest one in accordance with the vehicle replacement plan. No provincial funding has been announced as of yet for roads projects. The Treasurer stated that the budget for the Building/By-law and Planning departments will be coming in at the same as As well, they will be completing the new Official Plan process in 2012 with funds raised from taxation in This department anticipates reduced revenues for 2012 for building permit applications. February 9, 2012 COTW Minutes (draft) Page 3 Page 16 of 124

17 The Treasurer further discussed the Finance Department budget, advising there are no significant changes in this department anticipated for 2012, save for undertaking the process of purchasing and installing new tax software (fall of 2012). She advised that Council is aware the current software support is non-existent. The Treasurer also stated that the Ontario Municipal Partnership Funding received by this township increased by $50,000.00; however, the Ontario Provincial Policing costs increased by approximately 5.5%. Managers were thanked for their participation in the 2012 budget deliberations. 7. PAYMENT OF ACCOUNTS Res. # Clarke - Neville Be it resolved that Council of the Township of Minden Hills approves accounts for payment in the amount of $756,867.68, less $ for item CARRIED 8. STAFF REPORTS Environmental - N/A Roads: a) January 2012 Road Report - received as information. b) The Roads Superintendent advised that if the township does not receive provincial funding to assist with roads projects, the Roads Needs Study will have to be stretched from 5 years to 6-7 years. Concern is raised, however, that extending the need will increase the wear and tear/cost to repair the roads down the line. Ongoing maintenance is more productive. Culture, Youth and Community Recommendation That Council appoints Lois Raw and Vern Brimsmeade as committee members to the Minden Hills Cultural Centre Advisory Committee for the term of Council. Concern was again raised by Councillor Gall regarding the process of Committee minutes and that three of her committee minutes had been deferred. She was advised each of the minutes had been deferred for various reasons; two of which, one staff and one Councillor, had stated there were errors in what they had been quoted in saying in the minutes and they were given an opportunity to correct same. These two minutes had been approved by the respective committees. The Interim Clerk has offered to do a workshop for those volunteers doing minutes on various occasions, and has already been to the Cultural Centre Advisory Committee meeting to review same. As well, a schedule for dates for 2012 has been provided to all Committee Chairs for their assistance in the fall of This Schedule is also on the township s website. The CAO advised Councillor Gall that staff have always had a standard procedure and this has not changed. This item will be discussed after the business portion of this meeting. February 9, 2012 COTW Minutes (draft) Page 4 Page 17 of 124

18 Parks and Recreation: a) November 2011 Lochlin Advisory Centre Committee Minutes received as information. b) Highland Yard event the Community Services Director advised that Minden Rotary and Places for People will be partnering to take over the Highland Yard fundraising event, previously held in Minden each year (AMICI, Kilcoo Camp prior). It is acknowledged that Policy #40 will be amended for Council s approval. Recommendation That Council approves the request from Places for People and the Minden Rotary Club as organizers of the 2012 Highland Yard, to hold the event on the morning of Sunday, August 5th, 2012, and to provide the same support to the event as has been provided in past years, and in accordance with Policy #40. It is acknowledged by Council that appropriate liability (event) insurance coverage will be obtained and confirmation provided, showing the Township as coinsured. Council further authorizes lane closures for Bobcaygeon Road and Deep Bay Road, respectively, for this event. All Emergency Services to be notified of the event in advance. c) Request by SIRCH (pond hockey fundraising event) Recommendation That Council approve the request from SIRCH as organizers of a 2012 pond hockey tournament, to be held on February 25th and 26th, 2012 and to build two (2) outdoor ice rinks near the lower ball diamonds for this purpose it is hereby acknowledged that there will be no township staff assistance - and SIRCH will be solely responsible for the maintenance, upkeep and security of same. It is further acknowledged and understood that sufficient liability (event) insurance coverage will be obtained by SIRCH and confirmation provided, showing the Township of Minden Hills as co-insured in accordance with events under Policy #40. d) Request by the Haliburton Highlands Field Naturalists (deferred from January 12, 2012 meeting) Recommendation That Council approves the request of the Haliburton Highlands Field Naturalists for the new trail in Snowdon Park to be named and signed The Ross Rigney Trail ; and further that $1, be included in the 2012 budget to place appropriate signage in the park and along the trail. The Parks and Recreation Advisory Committee minutes, and the Events Advisory Committee minutes, were both received as information. The following are the recommendations coming from the Parks and Recreation minutes: February 9, 2012 COTW Minutes (draft) Page 5 Page 18 of 124

19 Recommendation The Committee recommends to Council that resignations of S. Smith and C. Smith be accepted, and that Gina Deighton and James Baldry be appointed as members of the Parks and Recreation Advisory Committee for the remaining term of council. Recommendation The Committee recommends to Council that consideration be made for improvements to the Township web page to make it friendlier and easier to use, and that it be updated to incorporate the necessary listings of events/happenings around town while promoting a livelier, healthier lifestyle and programs. Recommendation The Committee recommends to Council that the Riverwalk lights be turned off completely from January 1st to March 31st each year, and that timers be installed so that from April 1st to December 31st the lights can be turned off from midnight to 6:00 a.m. Councillor Gall noted that the Parks and Recreation Committee recommended that the Riverwalk lights be turned off for cost saving measures from January to March, and turned on the rest of the year for minimal hours. The Community Services Director will be bringing a report to convert the lights to LED or place same on timers for further cost savings. Protective Services: a) Fire Department Summary for January received as information. Planning and Development: b) Planning Report for January, 2012 received as information c) Places for People Recommendation That Council waives the $ administration fee only, pursuant to a request from Places for People for a rezoning application of property at 168 Bobcaygeon Road, to change the zoning of said property from Village Commercial (C4) to Residential Type Two (R2) Zone for the purpose of a duplex. d) Report from Ecovue - Official Plan Amendment No. 7 (Bonis/Spink) Recommendation That Council adopts the Official Plan Amendment No. 7 and approves Rezoning By-law to recognize two existing dwellings on one property in regard to the Official Plan Amendment No. 7 (Bonis/Spink). February 9, 2012 COTW Minutes (draft) Page 6 Page 19 of 124

20 e) Report from Ecovue - Fuhr Rezoning RZ-11-11(P) Recommendation That Council request that the Conditions of Consent Application H-62/11 be amended and specifically the condition requiring the site-specific rezoning be removed from the conditions. Council acknowledges that EcoVue is satisfied that the existing Rural (RU) Zone is suitable for the subject property. f) Report from Ecovue Ontario Inc Rezoning RZ-12-01(P) Recommendation That Council request that the Conditions of Consent Application H-68/10 be amended and specifically the condition requiring a site-specific zone on the subject property be removed from the conditions. Council acknowledges that EcoVue is satisfied that the existing Rural (RU) Zone is suitable for the subject property. g) Update from Meridian re background paper to Official Plan Received as information. The committee was congratulated on the draft vision statement and the Deputy Reeve noted it was short and upbeat. The consultant feels he could be finished by May. h) November 28, 2011 Planning and Development Advisory Committee Minutes received as information. i) Application for Consent - James and Wendy HYLAND - Part of Lot 8, Concession 1, geographic Township of Anson (lot addition) Recommendation That Council approves the proposal for lot addition to James and Wendy HYLAND - Part of Lot 8, Concession 1, geographic Township of Anson, subject to the following conditions: 1) A amendment to Zoning By-law on the retained part to Shoreline Residential Exception to recognize it is undersized with respect to lot frontage and area. 2) All outstanding realty taxes to be paid in full. 3) The final survey being approved by the Planning Administrator. 4) Any costs incurred through the township s planning consultant relating specifically to issues in this application shall be paid in full. j) Application for Consent - HANCOCK: Robert & Anne; and H-073/2011 and H-074/ Estate of Beatrice Hancock - Part of Lot 30, Concession 4, geographic Township of Snowdon February 9, 2012 COTW Minutes (draft) Page 7 Page 20 of 124

21 Recommendation That Council approves the proposal for lot addition, or exchange of property, for HANCOCK: Robert & Anne; and H-073/2011 and H-074/ Estate of Beatrice Hancock - Part of Lot 30, Concession 4, geographic Township of Snowdon be approved subject to the following conditions: 1) All outstanding realty taxes to be paid in full. 2) A minor variance may be required if the setbacks in ZBL cannot be met with respect to the Shoreline Residential (SR) zone in H-073/ ) Solely for lot addition between adjoining properties in both files. 4) A letter from an Ontario Land Surveyor indicating the distance from the existing buildings in H- 073/2011 to the newly created lot lines. 5) The severed and retained lots must meet the minimum lot standards in accordance with Zoning by-law ) The plan of survey be approved by the Planning Administrator. 7) Any costs incurred through the township s planning consultant relating specifically to issues in this application shall be paid in full. 9. FINANCE AND GENERAL GOVERNMENT a) Tax Adjustments pursuant to Section 357 of the Municipal Act Recommendation That Council approves the following applications for tax adjustments pursuant to Section 357 of the Municipal Act. Roll No. Assessment Reduction Effective Date No. of Days Total $33,296 Dec 24/11 8 $ ,000 Nov 25/11 37 $ ,682 Dec 11/11 20 $24.76 b) Approval of Minden Hills Logo Pharmasave signage on Highway #35 Recommendation That Council approves the use of the Township logo on the Highway #35 signage for downtown attractions being leased by Minden Pharmasave. It is acknowledged that the Pharmasave Branding will be used on the signage as well. It is understood that Council for the Township of Minden Hills reserves the right to approve its logo being used by individuals on an "as requested" basis. February 9, 2012 COTW Minutes (draft) Page 8 Page 21 of 124

22 c) Fees and Charges By-law - increases/amendments Discussion was held regarding e-waste collection at other landfill sites. The Environmental and Property Operations Manager advised that application would have to be made to change the C of A. He also stated that he has spoken with Geep regarding installing another container there; they advised they need to get a certain amount at another location to make it worthwhile. There is no charge for e-waste at the Scotch Line landfill site and there should be no charge for e-waste regardless of which site has approval. The Environmental and Property Operations Manager to ensure the C of A for Irondale is amended to accept e-waste, at no charge. The question arose why the Schedule for the Cultural Centre did not reflect rental of the Bowron House at the Cultural Centre. This item was deferred to after the Education portion of the meeting when the Interim Cultural Centre Director is present. (It was later discussed that security measures needed to be put into place and this would affect how the building is used). Concern was raised regarding the Cemetery Department having to rent equipment after the Roads Department converted the tractor they used for the winter months (sidewalk snowplowing etc.). The Community Services Director advised that this year, similar to last year, the snow came very late in the season and they were still able to dig graves. After discussion, he also advised Council that the Funeral Directors will determine whether the vault is required to be used, or not. It was noted that the last time rates were increased was in Definitions of a resident have been made, wherein local residents will pay one price, a County resident pays a slightly larger price and those living outside of the County pay a higher price. An anticipated increase of 5% is expected for this year. The Community Services Director advised that increases will be placed on wine and beer prices. d) AMCTO Zone 5 Meeting Request Recommendation That Council approves financial support in the amount of $ for the Zone 5 Spring Meeting, to be held at the Red Umbrella Inn in Minden on April 18th and 19th, 2012, which is hosted by the County of Haliburton. The Deputy Reeve questioned why the recent amended Finance Committee minutes had been removed from today s Agenda. She was advised by the Reeve that the amended minutes had not been approved by all committee members present. The Deputy Reeve stated that one of the mandates of that committee is to review the budget and advised that the Finance Chair does not have the authority to remove those minutes. She further advised that she will vote against the 2012 budget until the Finance Committee minutes, as approved by the whole committee present, are available for all of Council to view. The CAO stated that the amended minutes were removed by the Interim Clerk, by notice from the Reeve by . The reason given was that not all committee members and Chair had approved the minutes, and he is not sure if they will be available by the end of February, when the 2012 Budget is to be adopted. February 9, 2012 COTW Minutes (draft) Page 9 Page 22 of 124

23 10. QUESTIONS FROM THE MEDIA: Mr. Chad Ingram, reporter for the Minden Times, asked for a full copy of the 2012 draft Budget, scheduled to be passed at the end of February. After discussion Mr. Ingram was advised that he may have a hard copy of the Budget. The reporter for the Highlander requested a copy electronically. 11. QUESTIONS FROM THE PUBLIC: Mr. Peter Oyler, previously on the committee for the Highland Yard, stated he was very glad to see other organizations picking up this event, which ran for 40 years. Mrs. Lois Rigney thanked Council for agreeing to name the Snowdon Trail The Ross Rigney Trail and described the amount of work Mr. Rigney had done to acquire the additional lands. She stated that Ross had envisioned Snowdon Park as a destination point She advised that supporting paperwork to the 350 acres which were added to Snowdon Park would be provided to Councillor Neville. She thanked Council also for the $1, for signage and maps that were required to be changed. Mrs. Rigney invited all of Council to take a walk through Snowdon Park if they had not already done so, so they knew firsthand what a wonderful area we had right here in Minden Hills. Mrs. Rigney also commented that she was very happy that Council would be appointing Vern Brimsmeade to the Parks and Recreation Advisory Committee as he was a very talented individual and had helped inspire the Village Green design (which the Township later changed from his original plans), as well as the Toronto Zoo and the Marina at Sutton, among other areas. 12. RECESS: (12:30 p.m.) 13. OPEN SESSION RESUME: (1:30 p.m.) 14. CLOSED SESSION: Res. # Clarke - Murdoch Be it resolved that the next portion of the council meeting be closed to the public for educational purposes. CARRIED 15. OPEN SESSION RESUME: (3:54 p.m.) Res. # Neville - Clarke Be it resolved that the Closed Session adjourn and Open Session commence. (3:54 p.m.) CARRIED Fees and Charges By-law - increases/amendments discussion resumed. It was agreed that the Bowron House did not bring in enough revenue to keep changing the new security features planned for it. February 9, 2012 COTW Minutes (draft) Page 10 Page 23 of 124

24 Recommendation That Council approve the increases in the draft Fees and Charges By-law (formerly By-law 11-82), submitted in Schedules B, D, G, H and I. Res. # Neville - Clarke Be it resolved that the Committee of the Whole/General Council meeting of February 9th, 2012 be adjourned. 3:55 p.m. CARRIED Head of Council Interim Clerk February 9, 2012 COTW Minutes (draft) Page 11 Page 24 of 124

25 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS PUBLIC MEETING 2012 BUDGET Municipal Council Chambers Wednesday, February 15th, 2012 Commencement: 7:00 p.m. Adjournment: 7:45 p.m. Present: Staff: Guests: Reeve Barb Reid Deputy Reeve Cheryl Murdoch Councillor at Large Larry Clarke Councillor Lisa Schell Councillor Brigitte Gall Councillor Ken Redpath Councillor Jean Neville CAO Gerry Morrison Interim Clerk Laura Cunliffe Treasurer Lorrie Blanchard Environmental & Property Operations Manager Chris Voth Roads Superintendent Kevin Hill Community Services Director Rick Cox Interim Cultural Centre Director Laurie Carmount Mrs. Redpath, Mr. Reginald Holloway, Mrs. Diane Peacock, Mr. Peter Oyler 1. CALL MEETING TO ORDER AND APPROVE AGENDA The Reeve welcomed everyone and called the meeting to order. 2. PURPOSE OF THE MEETING The Reeve advised that the purpose of the meeting was to receive public input regarding the proposed 2012 Budget. The Reeve stated that she did not have opening comments and passed the floor to the Finance Chair, Ken Redpath. February 15th, 2012 Public Meeting Minutes (2012 Draft Budget) Page 1 Page 25 of 124

26 3. COMMENTS FROM THE FINANCE CHAIR Councillor Redpath advised that he had been working on the 2012 budget since mid-october with the Reeve, the Treasurer, the CAO, the Department and Committee Chairs. Councillor Redpath stated that we all recognize that despite upbeat comments that the recession is over, many people in our community are still struggling to find work and put food on the table and feel that it is important to approach this budget prudently, to balance the preservation of services with the increase in taxes required to provide those services is the final year of the four year phase-in of the assessment increases from 2008 and assessment values in the Township have increased by about 8%. If the tax rate is left unchanged, it would result in over $440,000 in new taxes. He is recommending that the tax rate be reduced in order to keep the increase on existing properties to two (2%) percent which is equal to $109,665 in new taxes. In addition, growth based on new and improved properties will raise another one (1%) percent or $54,835 for total new taxes of $164,500 or 3 percent. Councillor Redpath thanked Department Heads for all of their hard work to help us bring this budget in at an acceptable level. 4. PRESENTATION BY THE TREASURER The Treasurer spoke to the Executive Summary, a copy of which is attached and provided highlights: - Respective department lines and projects in each - Summarized Revenue and Expenses - Summarized the items in reserves - Stated that the surplus from 2011 would be presented to council with a list of projects recommended by the managers - Assessment comparison - Rate calculation and taxes raised - Grants to organizations - Capital projects for 2012, including the Bobcaygeon Road construction, new bridge, the Village Plan, new Township website, new Roads Truck; new financial software - Reasons for significant increases for 2012 increase in policing costs, slight increase in insurance for the water over OMPF benefit of $50,000 to Minden Hills, much more than other townships - Wages and Benefit increases - Summer Students - Minden Hills is in financial good shape; can borrow internally - Bluebox program revenues of $42,000 related to best practices - Recommended 5% increase to water and sewer users - Finance department still processing receivables and payables for 2011 February 15th, 2012 Public Meeting Minutes (2012 Draft Budget) Page 2 Page 26 of 124

27 The Treasurer advised that there will be a public meeting on February 23 rd, 2012 at the regular Council meeting for Fees and Services. The Treasurer thanked staff for their assistance and endurance with the budget process and acknowledged deep cuts had to be made in their respective departments. 5. COMMENTS FROM THE CAO The CAO thanked everyone for coming out this evening. The budget process has taken just over four months to reach this stage. The Public meeting for the new Fees and Charges By-law, and the passing of the 2012 Budget, will be held on February 23 rd, The CAO stated that this document is the most important document that Council members will sign annually; it is the road map for the rest of the year. He thanked the department heads again, Council and staff for their hard work in getting the job done, and specifically congratulated the Treasurer for all of her hard work over the last four plus months. Once this document is passed, we are only 50% there he stated. From there on it is staff s job to ensure that the municipality operates within the confines the approved budget. He cautioned Council members to review this document carefully, in its entirety, before placing a vote to adopt same at the end of the month. 6. QUESTIONS/COMMENTS FROM THE PUBLIC Mr. Reg Holloway questioned the exact amount of the % tax increase, stating there were mixed messages. The Reeve advised that spending is 3%; 2% from taxation and 1% from growth (new assessment). Mr. Peter Oyler advised that he has not had time to review the Executive Summary; however, in 2005 council of the day reduced the tax rate, based on surplus and assessment growth, and were able to effectively come to a reduction of 0-40% for the people facing more assessment. Mrs. Blanchard noted $397,000 is coming out of reserves. He asked: If we left the tax rate to where it was in 2011, what amount would it be necessary to take from reserves in order to meet this year s budget, and what would the taxes need to be increased by? Councillor Ken Redpath responded stating it would be about 8%; an increase in spending of $440, By reducing the tax rate, we were able to bring it down to 2%. $400, is coming out of reserves which will help meet the capital expenditures. Mr. Peter Oyler questioned the likelihood of the Bobcaygeon Road construction work being done Councillor Ken Redpath responded saying he is hopeful that it will happen in 2012, but members of the Finance Committee have questioned whether this should happen prior to the creation of an overall plan. A tender for the Village Plan is out now and hopefully the Plan will be completed in time to have the Bobcaygeon Road project completed for If the Plan reflects that it should not be done at this time, he will confer with the consultants. He is hopeful that the province will come through with more infrastructure money. February 15th, 2012 Public Meeting Minutes (2012 Draft Budget) Page 3 Page 27 of 124

28 The Reeve stated looking at net transfer out of reserves for 2012 is about $400,000, which is $300,000 less than what council spent in the past 3 years for the Township s share of capital projects. She further stated that the 1/3 share of $6,000,000 in funding (water tower, library, Riverwalk project (which includes sidewalks, snowmobile bridge, boardwalk, foot bridges, lighting and electrical, etc.) was taken from reserves (later corrected by CAO). The Reeve stated that this year the township only needs $400, from reserves and as we do this each year, we will rely less on reserves. In 2011 we purchased a fire truck. There are more projects coming up we will want to do and these will be paid from reserves. She does not see this municipality as being able to fund growth on the backs of senior government over the next few years and further stated we are tightening our belts and being selective of the work we take on so that we have money to do projects and move this municipality forward. Mr. Peter Oyler asked what the current status of the reserves working capital is and others? The Treasurer confirmed that she has not completed the 2011 year (expenditures/receivables), but estimates $5.3 million, which includes water and sewer (500 people); it is anticipated that $4 million will be in reserves at the end of The CAO clarified the comments about the Township s 1/3 share of the $6,000,000 grant money and stated that the 1/3 had not come reserves. The library portion was borrowed; Riverwalk was paid for by Gas Tax. The Water Tower project was the only item that the Township used reserves to pay its 1/3 share of the project. The Treasurer confirmed this and added when you receive a Grant you automatically move it into reserves, you don t spend it. That is what happened for the library, whatever is not funded by a grant you borrow it from reserves. The Stimulus funding for the Riverwalk projects was paid for by Gas Tax, which had first been transferred into reserves. The RinC project was funded from an Invest in Ontario grant in This money went into reserves and was used to fund it. Reserves are very confusing. The Treasurer further advised that the current Council, and past Council s, should be very proud that they have not had to debenture large portions of money. QUESTIONS RE COUNCIL Councillor Gall questioned the increase in insurance, and the Treasurer advised her it was for the water tower and boardwalk. FURTHER COMMENTS OR QUESTIONS: Mr. Reg Holloway asked that any surplus from 2011 be placed into reserves and not used for special projects. The Reeve stated that his question would be referred to the finance advisory committee. She further advised historically, if you do not keep taxes at the rate of inflation, you will find yourself at some point in a hole and reverse all those savings by have to tax huge in one year for projects. In 2010, this council put the bulk of surplus into reserves and that is how they got the working capital increased by $100,000 and for She is assuming a chunk of that will go into February 15th, 2012 Public Meeting Minutes (2012 Draft Budget) Page 4 Page 28 of 124

29 reserves. Council has not yet been presented with a wish list. Once the Treasurer has identified the amount of surplus, any project we want to do which is not covered in this budget can be considered to be funded from 2011 surplus or put into reserves. The Reeve further stated that we do not typically take the benefit by eliminating a tax increase, we take both. We are now starting to save for big ticket items. In 2015 we need another fire truck. There has been a history of putting $75,000 into reserves; in 2012 we have placed $100,000 into reserves for that piece of equipment. The Reeve asked for further comments or questions, and hearing none, thanked the Treasurer for her hard work as well as the Finance Chair and Department Heads. Members of Council were also thanked for their involvement in the 2012 budget process. The Reeve stated hearing nothing further, this completes the public meeting process and advised that a by-law to adopt the proposed 2012 budget will be considered at the February 23 rd, 2012 Council meeting. Head of Council Interim Clerk February 15th, 2012 Public Meeting Minutes (2012 Draft Budget) Page 5 Page 29 of 124

30 To: Members of Council From: Lorrie Blanchard, Treasurer CC: Gerry Morrison, CAO Date: February 5, 2012 Re: 2012 Draft Budget Please find enclose the following documents in reference to the 2012 Draft Budget: Report # Draft Budget - Detailed (Line-by-Line) Report # Draft Budget Summarized by Depart. Head, Department & Project Report # Draft Budget - Transfers to/from Reserves Report #4 - Assessment Comparison Report #5 Rate Calculation & Taxes Raised 3.00% Report #6 Grants to Organizations Report #7 Capital Projects Report # Draft Budget - Detailed (Line-by-Line) Report # Draft Budget Summarized by Department Head, Department & Project These reports provide line-by-line detail as well as a departmental summary. Both reports are summarized by department head, as a primary sort and by department, as a secondary sort. The net shortfall is $164,500, and it is recommended that this shortfall be financed by a 3% increase in the taxation levy. This 3% includes a 1% growth in assessment, exclusive of phase-in values. A summary by department head is provided below: 1 Page 30 of 124

31 DeptHead 2009 Actual 2010 Actual 2011 Budget 2011YTD-Nov Budget 12vs11 Budget-$ 12vs11 Budget-% CBO 133, , , , , (120.00) -0.05% Clerk 429, , , , , , % DirCult 308, , , , , % DirRec 719, , , , , , % FireChief 391, , , , , (20,550.00) -4.51% PropMgr 496, , , , , % RoadSuper 1,477, ,868, ,191, ,021, ,247, , % Treasurer (4,947,147.39) (5,082,591.93) (5,133,732.00) (4,977,799.32) (5,041,470.00) 92, % Riverwalk 209, , , , , (130,430.00) % (779,775.29) (445,655.48) - (685,202.41) 164, , The most significant increases relate to: 1. Policing - $63,000 additional requisition (5.67%). 2. Parks & Recreation - $35,000 - additional allocation for Economic Development and the 2015 Pan American Games. 3. Wages & Benefits - $47,000 (1.45%) largely due to additional costs related to the CAO/Clerk s department; OMERS and group benefit rate increases. 4. Consulting/Legal Fees additional allocation for Pay Equity reviews, CAO replacement, Union negotiations, and Village Master Plan. 2 Page 31 of 124

32 An overall comparison to the 2011 budget by revenue and expense category is depicted below: Report #3 - Summary 2011 Draft Budget - Transfers to/from Reserves This report outlines the proposed transfers to and from reserves for 2012 with a net transfer from reserves in the amount of $397,942. The most significant net allocations are as follows: Note: Positive amounts represent allocations to reserves; negative amounts represent allocations from reserves. 3 Page 32 of 124

33 DeptHead Total Details Building/By-Law/Planning 11, Future Capital Needs/Completion of Official Plan Update/Future Zoning By-Law Update Administration 11, Election Cultural Centre (62,362.00) Completion of M&T & Cultural Mapping Project/CMOG/Community Memories Project General Parks/Comm. Centre (117,335.00) Contribution for Pan American Games/Completion of Capital Projects Cemetery 35, Funding of Accumulated Deficit from Working Capital Reserve Fire 93, Future Capital Needs/Fire Hall Site Study Landfill/Water & Sewer 174, Future Capital Needs Roads (334,350.00) Road/Bridge Construction/Equipment Replacement Treasurer (174,000.00) Financial Software/Operational Expenditures Grand Total (397,942.00) While this net amount represents a 37.18% decrease from 2011, it is important to note that the 2011 amount included transfers for the completion of the Elevated Water Tower, RINc, and Riverwalk projects. Any funding announcements related to road or bridge construction will reduce reserve requirements. Working capital reserve should represent 10% to 15% of the Township s overall tax billing (including County and Education levy). There has been no provision to increase this reserve in $35,000 will be allocated from this reserve in 2012 to reduce the Cemetery Board accumulated deficit. Furthermore, $75,000 is currently being transferred from this reserve annually, to support operational expenditures. Future budgets should attempt to eliminate this amount, in order to reduce the overall impact to this reserve. A list of 2011 year-end transfers to Reserves will be presented to Council, when these amounts have been formalized. Lowering reserves has a direct impact on bank interest income in future years. Report #4 - Assessment Comparison Report #5 Rate Calculation & Taxes Raised 3.00% Increase Report #4 provides a comparison of assessment values from 2008 to Overall assessment has increased by 7.98% from 2011 to Report #5 outlines the calculation of an additional 3% levy in the amount of $164,500. As noted above, this represents 1% in growth, or $54,835; and 2% in additional levy, or $109,665. Further to this, the following schedule outlines a tax comparison (Municipal portion only) for a property assessed in 2011 at $250,000. The comparison provides the relative tax increase based on a phase-in assessment of 6%, 9% and 13%; and a tax levy increase of $164,500 or 3.0%. For example, additional taxes of $28.93 would be applied to a property valued at $250,000 in 2011, experiencing a 9% phase-in increase in Page 33 of 124

34 Growth (1%) + 2% ($164,500 Addn'l Levy) Residential Residential Residential Residential Residential Residential 2012 vs vs Phase-In % Assessment Rate Taxes Assessment Rate Taxes Taxes Taxes - % 6% Phase-In 250, $ , $ $ % 9% Phase-In 250, $ , $ $ % 13% Phase-In 250, $ , $ $ % Report #6 Grants to Organizations This summary outlines both the cash and facility use grants proposed for 2012 a total of $26,000. This amount is reflected in account # Report #7 Capital Projects This report summarizes Capital items that are currently included in the draft budget (including Road and Bridge Construction). Gas Tax funding will be used in 2012 to assist in the financing of road construction. Capital project highlights are summarized below: Department Amount Details Community Centre/General Parks 75, Movable Walls/Board Replacements/Vehicle Replacements/Electrical Cemetery 25, Landscaping Property/Water & Sewer 190, Accessibility Renovations/Water&Sewer Plant Upgrades Roads 875, Bobcaygeon Road and Milburn Bridge Construction/Tandem Truck & Plow Treasury 200, Financial Software Total 1,376, This draft budget includes loan repayments for prior year capital projects as follows: Please note that repayment of the Library loan may require an adjustment to the amount noted below, when the project is complete. 5 Page 34 of 124

35 Facility Details Source 2012 Budget Cemetery-Minden Columbaria Internal 6, Cemetery-12-Mile Columbaria Internal 6, RDLP New Build Internal 10, RDLP New Build External - Infrastructure Ont. 7, Gallery Roof Repair Internal 7, Library New Build Internal 35, Riverwalk New Build Internal-Gas Tax 40, Total 112, Other Items for Consideration: Wages & Benefits: As noted above, the draft budget includes additional wages and benefits of $47,575, or an increase of 1.45% vs. the 2011 budget. Category 2009 Actual 2010 Actual 2011 Budget 2011YTD-Nov Budget 12vs11 Budget-$ 12vs11 Budget-% Wages 2,493, ,406, ,566, ,119, ,559, (7,454.00) -0.29% Benefits 561, , , , , , % Total 3,055, ,005, ,270, ,660, ,318, , % Summer Students: This draft budget includes summer students for both the Cultural Centre and the Parks and Recreation department. Applications will be made to summer employment grant programs to assist in offsetting some of these costs. Student grant revenue has been included in this draft budget. If the Township is unsuccessful in these applications, student hours will be reduced. Projects: Completion of the Museum and Technology; and the Creative Communities projects has been included in department #1766, in the Cultural Centre component of this draft budget. As per the roads need study, this draft budget includes construction to the Bobcaygeon Road and Milburn Bridge. Office and Public Washroom upgrades will be completed in 2012, and are financed through a Federal Enabling Accessibility Grant and the accessibility reserve. 6 Page 35 of 124

36 The Official Plan update will be completed in 2012, and will be financed by unused funds transferred to reserves in The draft budget includes additional funds to update the Township website, as recommended by the Community Engagement Committee. Items of Significance (2010 Budget vs Draft Budget): Policing Costs have increased from $1,116,421 to $1,179,730. OMPF (Provincial funding) has increased from $1,025,200 to $1,075,700. This grant is subject to annual review. Provincial Stewardship (Blue Box-Recycling) Funding has increased from $87,913 to $130,240. Allocations are now partially based on best practices. A waste recycling strategy plan, implemented in 2011, has assisted in the receipt of this additional funding. Insurance has increased from $195,300 to $202,050. A summary is provided below: Details Classification 2011 Budget 2012 Budget Variance - $ Variance - % Policing Expenditure 1,116, ,179, , % OMPF Revenue 1,025, ,075, , % Stewardship (Blue Box) Revenue 87, , , % Insurance Expenditure 195, , , % Water & Sewer Rates: A recommended 5% increase in water and sewer rates is proposed, and is included in this draft budget. It is also recommended that Lutterworth rates remain unchanged for As summary of 2011 vs rates is provided below: Rate 2011 Rate 2012 Rate Difference % Increase Water-Minimum Billing/Quarter $99.45 $ $ % Sewer-Minimum Billing/Quarter $ $ $ % Water-/Cubic Meter $2.41 $2.53 $ % Sewer-/Cubic Meter $2.62 $2.75 $ % Lutterworth $1, $1, $ % Special Area Levy: This draft budget includes revenue of $50,000 (Account # ) no increase from The special area rate will be determined when the related assessment has been provided by MPAC. 7 Page 36 of 124

37 Misc. Fees: Some budget numbers reflect a proposed increase in fees for A public meeting is scheduled for February 23, 2012 to review the Fees and Charges By-Law Final Results: 2011 final results are yet to be determined and are not reflected in the enclosed reports. It is recommended that any surplus amounts be used to finance additional capital projects, not included in this budget, and/or transferred to reserves. Items to be discussed in Closed Session: Any and all items in reference to identifiable individuals, legal or insurance claims. If you have any questions regarding this report or any other information contained in the draft budget package, please do hesitate to contact myself, the CAO or the Finance Chair. Respectfully submitted: Lorrie Blanchard, Treasurer 8 Page 37 of 124

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40 Township of Minden Hills Accounts Payable Recap Thursday, February 23, 2012 Accounts Payable Listing: Beginning Ending Cheque# Cheque# General Fund $ 355, Approval of cheque # Re: Invoice 327 for 2012 $ Total Cheques $ 355, Preauthorized Payment - Hydro Month: to January 31, 2012 $ 12, Preauthorized Payment - Telizon Month: Total Preauthorized Payments $ 12, Direct Deposit - Payroll PP#3 Hourly & Salary $ 58, Total Payroll $ 58, Grand Total $ 426, The Treasurer is authorized to pay the above noted accounts. CAO, Gerry Morrison Reeve, Barb Reid Page 40 of 124

41 Road Superintendent Memo To: Committee of the Whole/General Committee From: Kevin Hill, Road Superintendent CRS-S Date: February 15, 2012 Re: Equipment Tenders Tenders for the Townships 2012 Hired Equipment supply were opened on Tuesday February 14, 2012 at 12:00 noon. Present for the opening were; Councillor, Larry Clarke; Clerk, Laura Cunliffe & Road Superintendent Kevin Hill (Guest: Lorna Keller Fowler Construction) The results were recorded and categorized on the following page. Recommendation That the Township uses the lowest priced available equipment when needed. Note: Other equipment was tendered but not included in the price list due to very little use or no need by the Township. Respectively Submitted Kevin Hill CRS-S 1 Page 41 of 124

42 Equipment Tender Results February 2012 Company Equipment Type Price per hour Thomas Contracting Tri Axle Truck $85.00 Ingram Wessell Tri Axle $80.00 Hawk River Tri Axle $75.00 * Fowler Construction Tri Axle $89.00 Corey Walker Tri Axle $75.00 * Jerry Harrison Tri Axle $75.00 * Ken Cox Tri Axle $79.50 Hawk River Tandem $60.00 * Thomas Contracting Tandem $75.00 Hawk River Skid Steer $65.00 * Thomas Construction Case Skid Steer $80.00 Hawk River John Deere Dozer 650G $75.00 * Ingram Wessell John Deere Dozer 550 $85.00 Fowler Construction Cat Dozer D4 $91.00 Thomas Construction John Deere Dozer 550 $75.00 Hawk River John Deere 230 Excavator $ * Fowler Construction Cat 320 $ Thomas Construction John Deere 225sr Excavator $ Ingram Wessell Kobelco d190 Excavator $ Ingram Wessell New Holland W 170 $ Hawk River John Deere 644H $80.00 * Francis Thomas Cat 938 $85.00 Fowler Construction Cat 140H Grader $ Hawk River Champion 740 $80.00 * Corey Walker Kubota Excavator $85.00 Hawk River Cat 308 $80.00 * Page 42 of 124

43 Road Superintendent Memo To: Committee of the Whole/General Committee From: Kevin Hill, Road Superintendent CRS-S Date: February 16, 2012 Re: Aggregate Tenders Tenders for the Townships 2012 Aggregate supply were opened on Tuesday February 14, 2012 at 12 noon. Present for the opening were; Councilor, Larry Clarke Clerk, Laura Cunliffe & Road Superintendent Kevin Hill and from Fowler Construction Lorna Keller The results were recorded and categorized on the following page. Recommendation That the Township uses the material that is the most cost effective considering the price of the material and the cost of haulage to the job site. Respectively Submitted Kevin Hill 1 Page 43 of 124

44 2012 Aggregate Prices Supplier Location Material Price per tonne Fowler Lochlin ¾ A Gravel $6.50 * Ingram Wessell Norland 5/8 A Gravel $7.00 Hawk River South Lake road 7/8 A Gravel $7.40 Hawk River Ackerblades Pit 7/8 A Gravel $7.40 Fowler Lochlin Winter Sand $5.15 * Hawk River West Guilford Winter sand $6.50 Ingram Wessell Norland Winter Sand $7.00 Ingram Wessell Norland Surface treatment $12.00 Fowler Lochlin Surface Treatment $7.00 * Hawk River West Guilford Surface Treatment $18.00 Page 44 of 124

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46 MEMO TO: CC: FROM: Reeve & Council CAO & Clerk Director of Community Services DATE: February 22, 2012 RE: Can-Am Model T Tour request to use the Minden Fairgrounds Background: The Can-Am Model T Tour has requested that Council consider waiving the fees associated with their rental of the Fairgrounds and the marquee tent for May 25-28, The plan is for up to 40 RV s to be involved in the event. Financial Impact: The applicable fee for the 4-day rental of half the fairground is $ plus HST calculated from $150 for the first day and $87.50 for each subsequent day. The applicable fee for the rental of the marquee tent is $600 for set-up plus $100 for the temporary structure permit plus HST. The total request is to waive fees of $ plus HST. This amount would more than exhaust the remaining unallocated portion of the free use of space budget. Recommendation: That Council provide direction as to whether some or all of the applicable fees should be waived for this event. Respectfully submitted Rick Cox, Director of Community Services 2012-CS Can-Am Model T request to waive rental fees 1/1 February 22, 2012 Page 46 of 124

47 MINDEN HILLS FIRE DEPARTMENT 2011 ANNUAL REPORT Page 47 of 124

48 TOWNSHIP OF MINDEN HILLS VOLUNTEER FIRE DEPARTMENT Welcome to the Minden Hills Volunteer Fire Department. Located in Haliburton County, on Highway #35 (45 minutes north of Lindsay), Minden is nestled amongst beautiful outcroppings of rock in the heart of cottage country. Surrounded by pristine lakes, rolling forested hills and miles of rugged Canadian Shield, Minden is a prime destination for visitors throughout the year. The Minden Fire Department is a volunteer department staffed by a Fire Chief, Deputy Fire Chief, 3 captains, 22 firefighters and an office assistant. Firefighters attend bi-weekly training sessions, focusing on practical firefighting skills and the proper use and maintenance of equipment. Each year the Fire Department has many opportunities to promote Fire Prevention & Safety within the community and we look forward to participating in those activities in Each member of the Minden Fire Department plays an integral part in the work that we do and we consider it an honour to serve our community in this way. ORGANIZATION CHART Minden Hills Fire Department F I R E C H I E F Doug Schell D E P U T Y F I R E C H I E F Myles Gartshore (Inventory) C A P T A I N S SQUAD # 1 SQUAD # 2 SQUAD # 3 Terry Prentice Tom Prentice (Inventory) Don Stromberg (Association) FIREFIGHTERS Second In Command Second In Command Second In Command #1 - Barry Thompson #1 - Jamie Sutcliffe #1 - Tony Prentice #2 - Matt Hogg #2 - Jeff Black #2 - Ron Perrin #3 - Kevin Gordon #3 - James Raposo #3 - Gavin Gartshore #4 - Kirk Poirier #4 - Mike Hill #4 - Darnell Gilbert #5 - Brian Murray #5 - Joel Parker #5 - Darren Gilbert #6 - Jennifer Semach #6 - John Murray #6 - Tricia Sweeting #7 - Brandon Logan #7 - Chase Proctor \New for 2011 Protective Services Advisory Committee The Minden Fire Department has a Protective Services Advisory Committee which consists of the following: Fire Chief, Chair, Council member and six appointed volunteers from the public. Meetings are held quarterly; minutes are taken and are available on the Minden Hills Website. Page 48 of 124

49 2011 FIRE PREVENTION & EDUCATION REPORT In 2011 The Minden Fire Department has had the opportunity to visit various organizations and to participate in several community activities. Attending these events allows the fire department to provide education to all ages. Education is the key in fire prevention; our department strives to deliver this information in an exciting and professional manner by granting exposure to the fire trucks, fire gear, by promoting the importance of smoke detectors and a strong understanding of practicing good safety habits in Fire Prevention. It is important for all ages to gain knowledge and discuss fire prevention and safety. Fire Chief, Doug Schell, involved the residents at both Staanworth Terrance and Staanworth Court with an hour visitation in October to answer any questions and provide essential information. The Minden Fire Department spends quality time with the Boy Scouts, Girl Guides, the Childcare & Resource Centre, Ontario Early Years Centre and Archie Stouffer Elementary School from kindergarden through to grade 4. Each grade, child care centre or group is given a different approach to learning. Our firefighters hand out materials on fire prevention and spend time explaining what to do in case of a fire, discuss family escape routes and meeting places. The Grade one students are invited to attend the Fire Hall for a tour and are given their fire prevention information along with exposure to trucks and gear. Our main focus with our younger groups is to introduce ourselves and give a demonstration on how the firefighters dress in full fire gear including face masks, alleviating fear in case of emergency. Once all questions have been answered we introduce Sparky the dog and let the children get a close and personal look at the trucks. The Resource Centre also hosts and teaches a babysitting course which the Fire Department takes part in. The emphasis is to teach the students about fire prevention and what to do in case of a fire while babysitting. Community Involvement The Fire Department was involved in many activities in the community promoting Fire Prevention and Safety awareness, giving the community and seasonal visitors a chance to talk to firefighters, ask questions and participate in fundraising for the Department. Below is a list of the events: Canada Day Celebrations, Canada Day Fireworks, Haliburton County Fair Demolition Derby, Halloween at the Fire Hall, Santa Claus Parade, Local Food Bank, Toy Drive, Annual Family Fish Derby, Information Day at Home Hardware and two evenings were scheduled during the summer season for our Fire Hall Open House. Page 49 of 124

50 All Calls by Response Type Class Minden Hills Township Fire Department Selected Year: 2011 Total Calls Year Totals: 238 Yearly % Fires Property fires/explosions Total 17 7% Fire 13 5% No loss outdoor fire 4 2% Other Calls Burning (controlled) Total 4 2% Open air burning/unauthorized controlled burning (no uncontrolled fire) 1 0% Authorized controlled burning - complaint 3 1% CO False calls Total 3 1% CO false alarm perceived emergency (no CO present) 1 0% CO False alarm equipment malfunction (no CO present) 2 1% False fire calls Totals: 12 5% Alarm System Equipment - Malfunction 5 2% Alarm System Equipment - Accidental activation 2 1% Human Perceived 3 1% Human Accidental( alarm accidentally activated by person) 1 0% Other False Fire Call 1 0% Medical/resuscitator call Totals: % Asphyxia, Respiratory Condition 9 4% Seizure 5 2% Chest pains or suspected heart attack 36 15% Burns 1 0% Vital signs absent, DOA 12 5% Alcohol or drug related 2 1% Accident or illness related - cuts, fractures, person fainted, 24 10% Other Medical/Resuscitator Call 21 9% Page 50 of 124

51 All Calls by Response Type Class Minden Hills Township Fire Department Selected Year: 2011 Total Calls Yearly % Other Response Totals 26 11% Assistance to Other Agencies 2 1% Call cancelled on route 19 8% Other Response 3 1% Assisting Other FD: Mutual Aid 2 1% Pre fire conditions/no fire Totals: 8 3% Overheat (not fire, e.g. engines, mechanical devices) 1 0% Other Cooking/toasting/smoke/steam (no fire) 3 1% Other pre fire conditions (no fire) 4 2% Public Hazard Totals: 17 7% Power Lines Down, Arcing 16 7% Co incident, Co present (exc false alarms) 1 0% Rescue Totals: 41 17% Vehicle Extrication 3 1% Vehicle Collision 37 16% Other Rescue 1 0% Page 51 of 124

52 INCIDENT Statistic report Number of Calls Structure Fires Vehicle Fires Grass/Brush Fires Campfires Smoke in House 1 1 Medical/Ambulance Assist Motor Vehicle Accidents Carbon Monoxide Hydro Lines False Alarms & Pranks, Calls cancelled on route ect Other * /Public Hazards Assistance to other fire departments/mutual Aid TOTAL FIRE CALLS Other */ Public Hazards are incidents relating to the following: assistance to other agencies, gas leak, propane, miscellaneous possible -gas leak, flooding damage, water rescues, storm rescues or related disasters where a combination of emergency services are needed. Lightning strikes, Ministry of Environment related incidents and or complaints, Overpressure Ruptures - steam, boilers and or hot water explosions, Ruptures gas related- no fire, Human perceived emergencies, suspicious substances found. Illegal grow operations- no fire, incidents not found. EQUIPMENT ROSTER The Minden Fire Department has 5 trucks in service for responding to emergencies: 1997 Rescue Truck 1995 Pumper Truck 2008 Tanker/Pumper 2002 Ford Extenda Cab Truck 2011 Pierce Custom Pumper The Minden Fire Department also has auxiliary equipment for use in snow, water and offroad search and rescue: 1999 Ski-Doo Tundra Snowmobile 2003 Bombardier Traxter ATV Rescue Boggan Sleigh with Wheel Kit Jon Boat & Trailer Page 52 of 124

53 FIRE INSPECTIONS In 2011 there were 16 fire inspections performed by the Fire Chief: January: Township of Minden Hills Administrative Office Minden Curling Club S.G. Nesbitt Community Centre February: Chimo s Buildings Spruce Hill Wintergreen Old School Building Portable School Building May: Archie Stouffer Elementary School Fire Drill July: October: Chimo Bacon Road Lochlin Hall Kinmount Road Shed Fleming Road Shed Lutterworth Road Shed Archie Stouffer Elementary School - Fire Drill Haliburton Highlands Health Services Hyland Crest Senior Citizens Home FIRE PERMITS Fire restriction season starts on April 1st every year and continues through to October 31 St. Upon approval from the Fire Chief, fire permits are issued for day burning within the Township of Minden Hills boundaries. Costs of these permits are $50.00 per each burn site inspection. Please see chart comparison for 2010 & 2011 below. Description Number of Permits issued Revenue at $50.00/permit permits $ permits $ Page 53 of 124

54 Fire Department Memo To: From: CC: Members of Council Doug Schell, Fire Chief Gerry Morrison, CAO Date: February 14, 2012 Re: Forest Fire Agreement with Ministry of Natural Resources BACKGROUND: Please be advised the Ministry of Natural Resources is updating all of the Fire Agreements within Ontario this year. March 31, 2009 was our last up date for this agreement; fees remained the same with no increase for our fire services. This year s procedure for updates will be the same as 2009 except for the fee increases was the last increase in fees received for forest management. A representative and I reviewed maps of the municipality to determine which and how much of an area our Minden Fire Departments is comfortable covering in the event of a wildland fire. The outlay of information reviewed from our meeting; along with other information obtained from surrounding municipalities, assists MNR to regulate how many hectors of land each agency will cover. Ministry of Natural resources coves the majority of the municipal areas, hence; municipalities compensate MNR for these service. FINANCIAL IMPACT: Fees for services in 2004 were $ ; the new agreement will implement the increase in fees over a 5 year structure plan starting in March 2012 until March Please see payment schedule for fees below. Expenditure Cost per Year Amounts hector 2012 $2, $ $2, $ $2, $ $3, $ $3, $1.29 RECOMMENDATION: that the Township of Minden Hill renew the agreement with the Ministry of Natural Resources utilizing the payment schedule at a cost per hector. Respectfully submitted, Doug Schell Fire Chief Page 54 of 124

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