REGULAR MEETING of COUNCIL Tuesday February 4th, 2025
The Mayor, Deputy Mayor and three Councillors were in attendance at the meeting, Mayor Evans in the chair. Councillor Walma advised he had a personal matter to attend to and would be leaving the meeting at approximately 6:30 pm.
ANNOUNCEMENTS
Municipal Building Update – T. Leitch advised that 15 companies submitted bids on performing the Construction Manager at Risk requirement for the new building project. This has since been reduced to four companies and a recommendation will be forthcoming February 19th. Tree removal on site by April 1st.
Septage Update – Provincial Grant – T. Leitch advised that the joint application with Midland for the $3.6 M. grant was approved (Tiny required to pay $1.3M). The Midland Waste Treatment Facility will be upgraded to accommodate all Tiny septage for the next 30 years. This will eliminate all field spreading. Work should commence shortly with an anticipated 2027 completion.
Age Friendly Program – The Director of Recreation noted a $10,000 grant from Simcoe County was received to address the age friendly plan bringing the total to $20,000 to be used for consultants.
Rural Ontario Municipal Association Conference-January 19th Delegation –
Deputy Mayor Miskimins noted that they had met with Minister Surma at the ROMA Conference on the lack of high-speed internet service on the Concessions in Tiny and received positive response.
Healthy Democracy Program – Councillor Brunelle noted that he attended this session at the ROMA Conference and will continue to be involved with the program.
DEPUTATIONS TO COUNCIL – OPEN
Chris Carr- Green Party of Canada addressed Council regarding concerns over the democratic process and public engagement. He emphasized the importance of petitions as a tool for citizen participation in municipal decision-making. He urged Council to hold a referendum on the proposed construction of a new administrative building.
Laury Drury– Lafontaine Resident addressed Council expressing concern about the selective enforcement of the Procedure By-law imposed on Mrs. Leblovic. She further expressed concerns that Council is not being accountable to the public and dismissive of local experts.
Karen Zulynik inquired if committee members appointed to the Township of Tiny Administrative Centre Ad Hoc Committee would be made public. Ms. Zulynik spoke to the new administrative centre borrowing by-law and asked if changes to the proposed new building project could be itemized more clearly in committee meeting minutes. Additionally, Ms. Zulynik submitted suggestions for the proposed citizen code of conduct.
Dave Wulff expressed concerns over the lack of a finalized budget for the proposed new administrative building and questioned how Council could proceed without a definitive cost figure rather than an estimate. He further inquired whether there was a maximum spending limit or an established budget for the project.
Andrew Ironstone raised concerns regarding potential cost overruns for the proposed new administrative building, stating that there is a lack of financial control in the current approach. He urged Council to consider holding off on borrowing given the current economic climate. Also that a full review of the Construction Manager at Risk (CMAR) documents, including pricing and approach. He emphasized the need for Council to consider alternative options before proceeding with the new administrative centre.
Paul Bell raised concerns regarding the signage placement identifying the site of the new administrative centre resulted in the loss of two white pine trees which was totally unnecessary. Mr. Bell emphasized the need for environmentally responsible decision making, noting that the site also contains endangered plant and bird species and urged Council to proceed with greater caution. He also offered his time, free of charge, to consult on environmental issues.
DEPUTATIONS TO COUNCIL – SCHEDULED
Diane Leblovic addressed Council, expressing concern about misinformation related to senior staff overtime compensation, citing an email between Councillor Walma and a Tiny resident. Councillor Walma provided clarification regarding this matter and apologized for any misinformation which was not intentional. CAO Lamb confirmed the senior management overtime compensation practice as per Township policy.
Nicholas Leblovic addressed Council regarding changes implemented to the deputation process under Procedure By-law 24-017. He expressed a disparity between open and scheduled deputations which he feels diminishes the value of public input from residents and taxpayers. Mr. Leblovic outlined the deputation process before the new Procedural By-law was enacted on March 13, 2024 and suggested that now two categories of deputations have been created, each with a different status, level of importance and relevance to this Council and, by extension, to the Tiny Community. He stated that the message is clear that you do not value the input from a person making an Open Deputation as much as that from a person making a Scheduled Deputation.
To resolve this, I am asking Council to consider amending the Procedural Bylaw relating to Open Deputations as follows:
1. Open deputations will be considered as action items and not just for information.
2. Speaking notes or other written materials are to be part of the official regular agenda and public record.
3. Council will engage and ask questions of, and respond to, persons making Open Deputations similar to what they customarily do with Scheduled Deputations.
If you decide not to adopt these suggestions, the clear message will be that the issues and concerns raised by Tiny residents in Open Deputations are less important to you than those raised in Scheduled Deputations.
The Director of Legislative Services/Clerk, advised that previous direction was provided by Council to review the deputation process.
ADOPTING/RECEIVING of MINUTES of PREVIOUS MEETINGS
9Minutes of Council, Advisory Committees and Other Meetings
• 12 16 2024 Township of Tiny Administrative Centre Committee Meeting Minutes
Councillor Brunelle questioned what staff engagement sessions were about. T. Leitch advised these were not held in January but will be held around the end of February. It is was an opportunity for staff to see what their facility looks like and how it functions in 3D.
Minutes were received and adopted.
MATTERS FOR CONSIDERATION
Appointments to Township of Tiny Administrative Centre Ad Hoc Committee – Resolution
Council approved the following resident applicants were appointed to this Committee.
•Jackie Chavarie •Janice Murton •Pamela Fulford •Tara Jaeger •Jason Garon •David Dodaro •Jim Middaugh
Councillor Helowka and one council representative from the Township of Tiny Administrative Committee be appointed as Council representatives, with the staff resources to be Tim Leitch, Director of Public Works, and Jean-Francois Robitaille, Engineering Manager;
Borrowing By-law for Construction Financing of New Administrative Centre
Councillor Brunelle questioned how the $28 M. loan amount was arrived at and what it included. Deputy CAO advised that it was based on the Class B estimate. It did not include the professional fees and HST. It was rounded up in case additional funds were required. A Class B estimate is required for the Infrastructure Ontario loan application interest-only line of credit. The FCM grant and loan has not been applied for as yet but when approved it can be used to pay down the line of credit.
He also questioned when the final total cost will be established eg. Building/septic/parking/design etc. as it seems to be a moving target. As well, whether there was a deadline for the class B estimate. Deputy CAO did not address the cost issue but advised there is no deadline, but that the Class B estimate will be required before the loan is advanced. The by-law was approved with Councillor Brunelle voting against.
By-laws
By-law 25-001 – Being a By-law to amend Procedure By-law
Council passed this by-law that regular meetings of Council, Closed Session, shall be held every third Wednesday at 12:30 p.m., prior to Council meeting in Open Session. And, regular meetings of Council, Open Session, shall be held every third Wednesday at 2:00 p.m.
On the Wednesday of the week following a Regular Meeting of Council/Committee of the Whole Meeting, at 5:00 p.m. Council may hold public meetings under the provisions of the Planning Act.
The latest hour for adjournment for the Regular Council / Committee of the Whole Meetings is 8:00 p.m. unless extended by resolution approved by all Members present.
COMMITTEE OF THE WHOLE MEETING Tuesday February 4th, 2025
The Mayor, Deputy Mayor and two Councillors in attendance, councillor Walma by telephone. Deputy Mayor Miskimins in the chair.
REPORTS OF CONSULTANTS OR THIRD PARTIES
Ryan Durrell, Axxima Insurance Services – County of Simcoe Insurance Pool – outlined the proposed Simcoe Municipalities Insurance Pool, aiming to reduce insurance costs and stabilize premiums for participating municipalities. By self-insuring a portion of claims, municipalities can reduce reliance on commercial insurance and retain surplus funds for future stability. The model is expected to provide 19.2% cost savings compared to the current system while maintaining equivalent or improved coverage. A governance structure, including an advisory board with municipal representation, will oversee operations. Municipalities must commit by February 14, 2025, to guarantee their place in the pool, with a launch planned for June 1, 2025.
MATTERS FOR CONSIDERATION
- Participation in the Simcoe County Insurance Pool – Council approved THAT Corporate Services Report CS-FIN-002-25 regarding Simcoe County Municipal Insurance Pool be received; AND THAT Staff be directed to complete and submit the Form of Subscription within the subscribers’ agreement by March 1, 2025, to allow the County time to set up the advisory board and allow for the Township of Tiny to become one of the Founding Subscribers effective June 1, 2025; AND THAT the Director of Corporate Services/Deputy CAO be selected as the Township’s representative to the pool advisory board.
- Proposed Citizen Code of Conduct – This item was pulled from the agenda for future consideration.
Township of Tiny Snow Fencing Trial – Director Leitch advised that there are a number of issues with the establishment of a full scale snow fencing program which would require a healthy amount of staff time as discussions and coordination needs to occur with a large number of stakeholders. Currently, parks staff implement a similar program at many of the Township’s beach accesses to prevent beach sand from drifting onto the roadways during the winter. Council instructed staff to perform a snow fencing trial during the 2025-2026 winter season. Staff would:
– Select two or three locations on the Township’s busiest roads where they believe snow fencing would have the most impact. The aim would be to install approximately 1km of fencing.
– Contact the landowners and ask if they’d be willing to participate in the trial
– If the landowner is willing, arrange to have a contractor install snow fencing, most likely following the County of Simcoe’s specifications. Continue to solicit farmers along these busier routes who plant corn in 2025 to see if they’d be willing to do a live snow fencing trial.
This trial would allow staff to gauge the value of widespread program and the amount of work required to establish such a program. The $7,500 estimate would be funded from the snow plowing materials budget
• Backyard Chickens
Staff recommend that the Township approach and manage the temporary keeping of backyard chickens in certain residential zones through a combined Temporary Use Zoning
By-law and simple registration process, both of which would be administered by the Planning and Development Department. Registration would enable Staff to update these participants if and when changes are made to the temporary use permissions in Zoning By- law 22-075. Under the Planning Act if Council chooses to end the pilot initiative, the properties in question would be required to cease and remove the use. Oversight of the temporary use by-law would be when/if a complaint is issued, Township Municipal Law Enforcement Staff (in consultation with Planning and Development Staff) investigate and determine whether intervention is required.
After much discussion, it was agreed that a Statutory Public Meeting be scheduled by staff to discuss the draft by-law.
• Seniors Community Grant Application Program 2025-26
Annually the Ontario government provides hundreds of Seniors Community Grants ranging from $1,000 to $25,000 each. Township of Tiny Staff have developed a new program for the 55+ community designed to introduce participants to new active outdoor programs that are accessible within the Township.
The Nature Connect: Outdoor Adventures for Seniors initiative is a project that will engage older adults in nature-based physical activity, wellness, and education sessions through a variety of structured community-based programs. The logistics will be administered by the Recreation Services Coordinator (RSC) who will serve as the Project Coordinator in collaboration with Township staff, members of the Seniors Advisory Committee, members of the Parks and Recreation Advisory Committee, and expert third-party service providers. Council directed staff to submit an application for the new Nature Connect Program to the Seniors Community Grant Program 2025-26 in the amount of $22,105.00.
COMMITTEES
Matters for Consideration
Accessibility Advisory Committee Motion – Accessible Seating Area for Bluewater Beach –
Council supported the recommendation and directed staff to proceed accordingly, with any associated funds to be taken from the Accessibility Reserve.
Accessibility Advisory Committee Motion – Cawaja Beach Boardwalk Accessibility – Council supported the AAC motion and directed staff to investigate the feasibility of installing a new boardwalk at the main entrance of Cawaja Beach and should staff deem the project feasible and financially non restrictive, the associated funds to be taken from the Accessibility Reserve
REGULAR MEETING OF COUNCIL Wednesday February 19th, 2025
The Mayor, Deputy Mayor and three Councillors were in attendance at the meeting, Mayor Evans in the chair.
DEPUTATIONS TO COUNCIL – OPEN
Tara Marshall – Option for New Admin Bldg. speaking on behalf of FoTTSA, requested council consider the proposal put forward by Drew Ironstone as a preferred option to address the township’s current and future administrative needs. Mr. Ironstone’s campus building approach promises to save some $35 M. She requested that they pause the current project, conduct a risk analysis on tariff impacts, give the campus approach full consideration given the current economic conditions and reaffirm Council’s commitment to fiscal responsibility.
Karen Zulynik – expressed concern that meeting minutes did not capture several important details including P. Bells offer of personal time to assist with environmental issues, H. LeBlond’s info on the loan application for the new administration building and no mention of the 2025 budget being approved.
MATTERS FOR CONSIDERATION Annual Review of Health and Safety Policies
The Occupational Health and Safety Act requires employers to establish and implement a health and safety policy at least annually. Furthermore, under the Act, employers are required to develop and implement workplace harassment and violence policies, which must be reviewed at least once a year.
The Township reviews the following four health and safety policies on an annual basis:
– Health and Safety Policy
-Workplace Harassment Policy
-Workplace Violence Policy
-Psychological Health and Well-Being Policy
The policy was received and approved by council.
COMMITTEE OF THE WHOLE MEETING
Wednesday February 19th, 2025
The Mayor, Deputy Mayor and three Councillors in attendance. Councillor Helowka in the chair.
STAFF REPORTS
- 2024 Annual Accessibility Status Report
- Township of Tiny – Municipal Climate Resiliency Grant
Both reports were received as information.
MATTERS FOR CONSIDERATION
- Discussion/ Deputation by Diane Leblovic – Senior Staff Compensation – Received as information. Councillor Brunelle noted that the explanation provided by CAO Lamb at the previous Council meeting satisfactorily addressed her issue.
- Discussion/ Deputation by Nicholas Leblovic – Deputation Process – Received as information. Staff has been directed to report back on future deputation options.
- Public Works Report PWR-006-25 – Award of Tender PWR-25-02-RFT: Micro surfacing – Council approved the award to the tender to Duncor Enterprises Inc. in the amount of $278,404.00 +HST. It was noted that this was $ 27,346.00 under budget.
- Public Works Report PWR-005-25 – TTAC – Construction Manager at Risk Recommendation – Council approved awarding this contract to Bertram Construction as the CMAR for the new Township Administration Centre. The estimated cost of approximately $2,000,000 is within Class D estimate of $3,022,710 (Section Z – General Requirements). Expenses outside of this estimate as noted in the report will also be covered by the Section Z estimate.
COMMUNICATIONS Consent Items
– Drew Ironstone – New Campus Building – Councillor Brunelle requested that the campus-style proposal put forth by Mr. Drew Ironstone be referred to the Township of Tiny Administration Centre Committee for review and consideration, citing fiscal responsibility and moved a motion as such.
Mayor Evans opined at great length his feelings as to why the current path should be followed and questioned Mr. Ironstone’s credibility. The motion was defeated 4-1.
– BMA Management Consulting – 2024 Municipal Study (Tiny) – Mayor Evans inquired about the data source for the BMA Municipal Study. Robert Lamb, CAO, noted that the study is conducted by an external consultant using municipal data for objective comparisons. The study includes 186 municipalities, covering 88% of Ontario’s population. The full report is available on the municipal website. No decision has been made to get involved in the study in 2025.
– Great Lakes St. Lawrence Cities Initiative – 2025 Call for Resolutions – Mayor Evans motioned that the Dynamic Beach Management By-law be submitted by staff to the GLSLCI by March 14th, 2025, for consideration which council approved.
NEW BUSINESS:
Affordable Housing – Councillor Walma requested that staff research and report back on affordable housing solutions, including pre-approved “cookie-cutter” home designs to simplify the development process.