Minutes of the Regular Meeting of the Corporation of the Municipality of Port Hope held on Tuesday at 7:00 p.m. in the Council Chambers, 56 Queen Street, Port Hope, Ontario. Present: Staff: Mayor L. Thompson, Deputy Mayor J. Lees, Councillors R. Fudge, C. Morgan, K. O Hara, T. Watts and D. Turck C. Cannon, CAO S.C. Dawe, Municipal Clerk 1. Call to order by the Mayor. Mayor Thompson advised that Council held an In-Camera session at 6:30 p.m. in order to address a matter pertaining to security of the property of the Municipality or local board. 1.1 Recital of the Lord s Prayer. 1.2 Roll Call 2. Disclosure of pecuniary interest and the nature thereof. Councillor O Hara declared a conflict of interest on item 1.1.3 and 1.1.5 as she is a member of one of the organizations that will be running a food booth during the All-Canadian Jazz Festival and did not participate in discussion and refrained from voting on the matter. 3. Approval of the Minutes of previous meetings: 3.1 Council Meeting Minutes of July 31, 2007 Be it resolved that the Council Meeting Minutes of July 31, 2007 be approved as circulated. 3.2 Committee of the Whole Meeting Minutes of September 4, 2007 Seconded by K. O Hara Be it resolved that the Committee of the Whole Meeting Minutes of September 4, 2007 be approved as circulated. CARRRIED 4. Business from previous Minutes and Notification of New Business Councillor K. O Hara 5. Petitions and delegations: 5.1 Mark Peacock Ganaraska Region Conservation Authority regarding Source Water Protection Program and the Establishment of the Source Water Protection Committee Mr. Mark Peacock, Ganaraska Region Conservation Authority was in attendance to make a presentation regarding Drinking Water Source Protection Act for Clean Water. Council Minutes Municipality of Port Hope Page 1 of 8
Moved by T. Watts Be it resolved that the presentation from Mr. Mark Peacock of the Ganaraska Region Conservation Authority regarding Drinking Water Source Protection Act for Clean Water be received for information purposes. Delegation was excused at 7:20 p.m. 6. Correspondence: None. 7. Staff and Committee Reports: 7.1 Engineering Services Technician regarding Contract No. 07/E-2007 Victoria Street North Watermain Replacement Schedule A of Municipal Class Environmental Assessment. Seconded by C. Morgan Be it resolved that the report from the Engineering Services Technician regarding Contract No. 07/E-2007 Victoria Street North Watermain Replacement Schedule A of Municipal Class Environmental Assessment be received for information purposes. 8. Resolutions: No. 111/2007 WHEREAS the Municipality of Port Hope Committee of the Whole considered an application for appointment to the Character Committee; NOW THEREFORE BE IT RESOLVED THAT Mary Ellen French be appointed to the Character Committee for the term 2007 to 2010. No. 112/2007 Seconded by T. Watts WHEREAS the Municipality of Port Hope Committee of the Whole considered applications for appointment to the Accessibility Advisory Committee; NOW THEREFORE BE IT RESOLVED THAT the following be appointed to the Character Committee for the term 2007 to 2010: Virginia Seal Carla Andrus No. 113/2007 Moved by T. Watts a report regarding the 2007 All-Canadian Jazz Festival, September 21 st to September 23 rd, 2007; Hope approve the All-Canadian Jazz Festival event being held September 21, 2007 to September 23, 2007 subject to the Terms and Conditions outlined in the Deputy Clerk s memo dated August 30, 2007 and attached hereto as Appendix A. Council Minutes Municipality of Port Hope Page 2 of 8
Appendix A Terms and Conditions for approval of the 2007 All-Canadian Jazz Festival THAT the following are conditions of approval for the All-Canadian Jazz Festival being held September 21 st, 22 nd, and 23 rd, 2007: 1. That in accordance with Resolution No. 103/2008, passed July 31, 2007 reaffirm that the All-Canadian Jazz Festival weekend of Friday, September 21, Saturday September 22 and Sunday September 23, 2007 be declared as a Community Festival Event. 2. That Port Hope Jazz Inc. has permission for the approval of vendors during the Festival within Memorial Park as shown on site plan A1.1, dated July 2007 (issue/revision 3 August 27, 2007). In addition, any vendors/outside displays wishing to set-up outside of the aforementioned site plan area for memorial park, shall provide written confirmation of approval by the All- Canadian Jazz Festival and shall submit detailed documentation including site location, dimensions, open air or enclosed structure/tent/canopy, type of display/items being displayed or offered for sale and are subject to review and approval by the Director of Parks, Recreation and Culture, Director of Engineering Services, Chief of Police, Chief Building Official and Haliburton, Kawartha Pine Ridge District Health Unit. 3. Approve Temporary Road Closure of Walton St. from Pine St. to Queen St. from 11:00 a.m. to 12:15 p.m. on September 22, 2007 4. Approve the following: 4.1 Restrict parking on the East Side of Elias Rd. and West side of Queen Street, as indicated on the attached site plan, exclusive of the parking lot designated for the Senior s apartments for the period September 20 to 24, 2007 inclusive to allow or access to the park during set-u and take down and emergency access at all times during the festival. 4.2 Close the South Parking Lot West of Memorial Park, being the 2 nd parking lot South of the Knights of Columbus Hall and restrict the use for the Festival Committee for the period Friday September 21 through Sunday September 23, 2007 subject to the Committee notifying the HBIA approximately one week in advance of the event. All permitted street closures must be free of immovable objects in the event of an emergency, which would allow emergency vehicles clear passage to any site along the approved closure area. AND FURTHER THAT the approvals are subject to the following conditions: 1. That the official hours of operation of the festival shall be from Friday 4:00 p.m. to 11:00 p.m., Saturday 11:00 a.m. to 11:00 p.m. and Sunday 10:00 a.m. to 8:00 p.m. and that all outdoor entertainment will cease at 11:00 p.m. in accordance with the Municipality s By-laws. 2. That the Park Use Application/Permit be approved by Parks Staff. 3. That the Tent Building Permit be approved by the Chief Building Official and Director of Emergency Services together with the Site Plan which forms part of the permit. 4. That a Fire Safety Plan be submitted and approved by the Director of Emergency Services. 5. That there is compliance with the Municipal Alcohol Policy. 6. That the Site Plan to be approved by Parks Department Staff, Public Works Department and Director of Emergency Services. 7. That the curfew will not be extended beyond the requirements of the Municipal Noise By-law (By-law 35/96 as amended). 8. That the final location of all fencing must meet the approval of the Director of Parks, Recreation and Culture or his designate. Council Minutes Municipality of Port Hope Page 3 of 8
9. That the approval of the Parks Department Staff is required for the installation of any posts, pegs or any other fixtures; the locations of any tents and any modifications to the areas. 10. That Parks staff install the fence posts necessary for the fencing, but that the fencing materials be installed by the staff of the Festival. 11. Arrangements for lighting changes at the Cenotaph are the responsibility of the Festival staff. 12. Any use of the Lights located in the trees Memorial Park are subject to the approval of Parks Staff and the Festival Staff to be notified that there could be limited lights available. 13. Location of garbage containers is the responsibility of the Festival Staff. Recycling containers to be placed in area where they can be monitored (i.e. near the servers in the beer tent or near the food concessions) to reduce contamination. 14. All electrical work to be approved by Gary Russell Design and to the satisfaction of the Municipality. 15. The current water supply in Memorial Park is a non-potable supply and cannot be used for any use other than irrigation of plant material. 16. Parks Staff will provide assistance for site preparation. 17. The Festival Committee must provide a list of personnel that will be responsible to access the Bandshell and the hydro bunker and the control boxes in the park to the Parks Manager. 18. Municipal Staff to be provided free passage on to the site as required to perform their duties during the event. 19. That Festival Staff provide full names and phone numbers for all key staff and emergency contact personnel of Port Hope Jazz Inc. and all volunteers involved to the Director of Parks, Recreation and Culture. 20. That a Certificate of Insurance in the amount of $5M covering the period of September 20 to 25 inclusive and to be provided one week in advance of the event adding the Municipality of Port Hope, its Agents, Employees and Volunteers as additional insured and approved by the Municipality s Insurance Broker. That the All-Canadian Jazz Festival further agrees, that they will save, defend and fully indemnify the Municipality of Port Hope against all actions, suits, claims and demands which may be brought against or upon them and against losses, costs, damages or expenses which the Jazz Festival or the Municipality of Port Hope may sustain, suffer, incur or be liable for, resulting from, arising from, or in any way incidental to and in connection with the operation of the Jazz Festival event. All conditions are subject to final inspection and final approval of the Director of Parks, Recreation and Culture, Director of Fire and Emergency Services, Director of Engineering Services, Chief of Police and the Chief Building Official. A copy of these Terms and Conditions shall be forwarded to the HBIA, Chamber of Commerce and Economic Development and Tourism. No. 114/2007 Hope approve Accounts Payable for the period of July 22 nd to September 1 st, 2007 in the amount of $3,524,012.68 No. 115/2007 Seconded by T. Watts a report regarding a request for approval of a Special Occasion Permit for an Outdoor Licensed Event for September 21 st, 22 nd, and 23 rd, 2007; Council Minutes Municipality of Port Hope Page 4 of 8
NOW THEREFORE BE IT RESOLVED THAT approval be granted to the All- Canadian Jazz Festival for a Special Occasion Permit for an Outdoor Licensed Event for September 21 st, 22 nd and 23 rd, 2007 in Memorial Park subject to approval from the Chief of Police, the Director of Fire and Emergency Services, Chief Building Official, Director of Parks, Recreation and Culture and the Haliburton, Kawartha, Pine Ridge District Health Unit and receipt of proof of Liability Insurance. No. 116/2007 Moved by J. Lees Seconded by D. Turck WHEREAS the Municipality of Port Hope Committee of the Whole has received a letter of resignation from the Civic Awards Committee; NOW THEREFORE BE IT RESOLVED THAT the Council for the Municipality of Port Hope accept the letter of resignation from Andrea J. Harris of the Civic Awards Committee with regret; AND FURTHER BE IT RESOLVED THAT staff be directed to initiate an advertisement for a replacement to the Civic Awards Committee. No. 117/2007 WHEREAS the Municipality of Port Hope Committee of the Whole has received a letter of resignation from the Economic Development Advisory Committee; NOW THEREFORE BE IT RESOLVED THAT the Council for the Municipality of Port Hope accept the letter of resignation from Eleanor J. Carter of the Economic Development Advisory Committee with regret. No. 118/2007 a report regarding Contract No. 19/E-2006 Electrical Servicing Contract; Hope award Part A and Part B of the Electrical Servicing Contract to Roberts Electric. No. 119/2007 a report regarding the 4 th Annual Great Trike Race scheduled for October 4, 2007; Hope approve the United Way Trike Race event scheduled for October 4, 2007 from 10:00 a.m. to 2:00 p.m. Dorset Street West from Queen Street to the Chamber of Commerce office at 58 Queen Street as sanctioned by the Special Events Review Committee. Council Minutes Municipality of Port Hope Page 5 of 8
No. 120/2007 a report regarding the 27 th Annual Terry Fox Run, September 16, 2007; Hope approve the 27 th Annual Terry Fox Run event scheduled for Sunday September 16, 2007 from 8:00 a.m. to 1:00 p.m. as sanctioned by the Special Events Review Committee. No. 121/2007 Seconded by K. O Hara a report regarding Contract No. 07/E-2007 Victoria Street North Watermain Replacement; Hope award the tender for the Victoria Street North Watermain Replacement to Behan Construction Limited of Cobourg, Ontario in the amount of $1,314,577.59 excluding GST to be funded from the Capital account; AND BE IT FURTHER RESOLVED THAT Council authorize additional funding in the amount of $470,000 for a total expenditure of $1,470,000 to be funded from the water component of development charges; AND BE IT FURTHE RESOLVED THAT Council pre-approve the commitment of $130,000 to be funded from the 2008 annual resurfacing program. No. 122/2007 a report regarding Provincial Drinking Water Source Protection initiative; Hope appoint R. Warne, Director of Planning Services and R. Trumper, Superintendent, Water Treatment as the Municipality of Port Hope representatives to the Municipal Working Group for the Trent Conservation Coalition in conjunction with the Provincial Drinking Water Source Protection initiative. No. 123/2007 a report from Natural Resources Canada regarding Public Release of the Phase 1 of the Port Hope Area Initiative Evaluation Report; NOW THEREFORE BE IT RESOLVED THAT the report from Natural Resources Canada regarding Public Release of the Phase 1 of the Port Hope Area Initiative Evaluation Report be forwarded to M. Stevenson of the Peer Review Team. Council Minutes Municipality of Port Hope Page 6 of 8
9. By-laws: NOW THEREFORE BE IT RESOLVED THAT By-law 91/2007 being a By-law to amend By-law 74/2002, as amended, to prescribe fees for services provided by the Municipality of Port Hope regarding Cemetery Board Tree Markers be received and read a first and second time. Moved by C. Morgan Seconded by D. Turck NOW THEREFORE BE IT RESOLVED THAT By-law 92/2007 being a By-law to Authorize Execution of an Agreement with Ms. Linda Sellar and the Corporation of the Municipality of Port Hope to provide Civil Marriage Solemnization Services. be received and read a first and second time. Seconded by T. Watts NOW THEREFORE BE IT RESOLVED THAT By-law 93/2007 being a By-law to authorize a temporary road closure for a portion of Dorset Street West from Queen Street to the Chamber of Commerce Office at 58 Queen Street for the United Way Trike Race be received and read a first and second time. Seconded by T. Watts NOW THEREFORE BE IT RESOLVED THAT By-law 94/2007 being a By-law to authorize a temporary road closure for a portion of Walton Street from Pine Street to Queen Street, temporarily restrict parking on a Highway and temporarily close a Municipal parking lot during the 2007 All-Canadian Jazz Festival, September 21-23, 2007 be received and read a first and second time. Moved by J. Lees Seconded by D. Turck NOW THEREFORE BE IT RESOLVED THAT By-law 91/2007 be read a third time, passed and that the said By-law be signed by the Mayor and Clerk, sealed with the seal of the Corporation, and engrossed in the By-law Book. Seconded by C. Morgan NOW THEREFORE BE IT RESOLVED THAT By-law 92/2007 be read a third time, passed and that the said By-law be signed by the Mayor and Clerk, sealed with the seal of the Corporation, and engrossed in the By-law Book. Moved by T. Watts NOW THEREFORE BE IT RESOLVED THAT By-law 93/2007 be read a third time, passed and that the said By-law be signed by the Mayor and Clerk, sealed with the seal of the Corporation, and engrossed in the By-law Book. Moved by T. Watts NOW THEREFORE BE IT RESOLVED THAT By-law 94/2007 be read a third time, passed and that the said By-law be signed by the Mayor and Clerk, sealed with the seal of the Corporation, and engrossed in the By-law Book. 9. New and other business Councillor O Hara reported on special events under her portfolio, including the 176 th Annual Fall Fair and the 27 th Annual Terry Fox run. Council Minutes Municipality of Port Hope Page 7 of 8
10. County Update Mayor Thompson provided an update on the progress of the new County Building which is expected to be ready for November 1, 2007 and upcoming Policing meeting scheduled for November 1, 2007. 11. Question period Press none. Public Fred Roth of 788 5 th Line, Ward 2 regarding Tree Markers/Cemetery Board. Council adjourned at 7:40 p.m. Linda Thompson, Mayor S.C. Dawe, Municipal Clerk Council Minutes Municipality of Port Hope Page 8 of 8