THE MUNICIPALITY OF KINCARDINE Council Minutes Page 1 of 7 March 26, 2008

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1 Council Minutes Page 1 of 7 March 26, CALL TO ORDER Mayor Kraemer called to Order at 3:00 p.m. on Wednesday, March 26, 2008 the Special Meeting of the Council of The Corporation of the Municipality of Kincardine. The meeting commenced at the Kincardine Community Medical Clinic for a site visit to observe the grounds and facilities followed by a formal discussion in the Council Chambers at the Municipal Administration Centre (this portion of the meeting commenced at 4:10 p.m.). Don McArthur, construction foreperson, and David Kramp, Conestoga-Rovers & Associates, were in attendance to guide Council through the visit, provide explanations, and respond to enquiries. There were tours of both the interior and exterior of the clinic and of the surrounding grounds. The special meeting was called to consider the Kincardine Community Medical Clinic and related budget implications and the Municipality s 2008 operating and capital budgets. The special meeting of March 25, 2008 was cancelled due to weather conditions so the items slated for that agenda were added to this agenda. 2.0 ROLL CALL Council Present Mayor Larry Kraemer Deputy Mayor Laura Haight Councillor Guy Anderson Councillor Gordon Campbell Councillor Kenneth Craig Councillor Ron Hewitt Councillor Marsha Leggett Councillor Mike Leggett Councillor Randy Roppel Councillor Roppel was not in attendance for the site visit at the medical clinic. Councillors Campbell, Leggett and Leggett were not in attendance at the commencement of the formal discussions at the Municipal Administration Centre. Staff Present John derosenroll, Chief Administrative Officer Donna MacDougall, Clerk Brenda French, Treasurer Michele Barr, Building & Planning Manager Karen Kieffer, Recreation Director Jamie MacKinnon, Administrative Fire Chief Jim O Rourke, Public Works Manager Stephen Murray, Economic Development & Tourism Manager

2 Council Minutes Page 2 of 7 March 26, DECLARATION OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Name Item of Business Nature of Interest None indicated. 4.0 BUSINESS FOR WHICH THE SPECIAL MEETING IS CALLED 4.1 Move Into Closed Session (if Required) Not required. 4.2 Move Into Committee of the Whole (if Required) Resolution # 03/26/08-01 Moved by: Laura Haight Seconded by: Kenneth Craig That Council move into Committee of the Whole. 4.3 Committee of the Whole Discussion Kincardine Community Medical Clinic i) Discussion about the KCMC for 2008 (budget implications) and 2009 David Kramp and Don McArthur were in attendance for the discussion on the medical clinic. Dr. Gary Gurbin was also in attendance for this portion of the meeting and addressed Committee of the Whole on the matter. Correspondence from Bruce and Pat McKechnie, urging Council to proceed with course of action agreed to at the March 05, 2008 meeting, was presented to the Committee. Councillors Campbell, Leggett and Leggett arrived in the Council chambers during Mr. McArthur s presentation. Mr. McArthur outlined the steps taken to date in remediation work at the clinic which included removal of baseboards, vinyl flooring, 8 of drywall (no mould found in the drywall). Cabinets, electrical filing cabinets and plumbing were removed to facilitate the removal of the flooring. Mould specialists removed the floor coverings. There was very little mould. Fungicide was sprayed and the mould specialists will be spraying the wall cavities, steel studs, floor plates and elevator shaft. Mr. Kramp reviewed the work done to date and reviewed the Drainage and Building Remediation document dated March 25, This represents Phase I of the overall project.

3 Council Minutes Page 3 of 7 March 26, 2008 He noted that some of the financial projections have been modified since original presentation to Council as a result of more information being available. Moisture levels will be monitored and additional air testing will be done in April, May, June. He reported that the preliminary design and report is near completion. CAO provided project timeline related to proposed Phase II of the project which involves options ranging from construction of addition to the clinic to a large new clinic attached to the hospital. He indicated that Council s direction at this meeting is required on the following: architect selection committee members; direction for items in Phase I for the 2008 budget; confirm status of March 05, 2008 resolution; meeting with South Bruce Grey Health Centre (SBGHC) Board. Enquiries were made concerning the meeting with Health Centre Board reps. The meeting is proposed for April 07 and would include the Board Chair, CEO and the two Kincardine representatives. Alternatively, the Council may attend at the April 23 Board meeting. It was indicated that the intent of the meeting it to find out if the Board will allow an addition on the property and where it can be constructed. Committee members discussed the options for meeting with the Board and the specific matters to be addressed with them. It was noted that a presentation was made by SBGHC staff to Council in February in regards to future planning for SBGHC, and that the Board would not be able to provide a response in regards to an addition until the master plan is developed which is slated for fall However, it was proposed that additional contact with the Board is appropriate at this juncture. The Committee of the Whole recommended that the meeting on April 07 be scheduled with Board reps attending here at Kincardine and Council to be booked as a delegation for the April 23 Board meeting with the doctors invited to both meetings. Discussion continued on the medical clinic, the proposed Phases I and II, and the location of an addition (clinic or hospital). The direction of Council at the March 05 and March 12 meetings was reviewed and discussed. Several options were put forth including: repair of the clinic irregardless of the decision on new construction; opposition to repairs to the interior of the clinic; completion of the proposed drainage work; delay of decision but include funds in the 2008 budget. Dr. Gurbin spoke indicating that the doctors have concerns about the clinic and its location, however, they will continue to support the resolution of March 05 because they agreed to it with the basement being used for dry storage. He stated that neither Doctors, nor staff, will work out of the basement.

4 Council Minutes Page 4 of 7 March 26, 2008 The Committee also discussed tendering of the proposed work (a) Arise From Committee of the Whole Resolution # 03/26/08-02 Moved by: Laura Haight That Committee of the Whole return to Council (b) Matters Arising from Committee of the Whole (b) (i) Kincardine Community Medical Clinic Resolution # 03/26/08-03 Moved by: Ron Hewitt THAT Council approves for the 2008 budget, items 4, 5, 6, 7 as set out in the report Project Budget Drainage and Building Remediation Kincardine Community Medical Clinic dated 25 March Recorded Vote Yes No Anderson, Guy Campbell, Gordon Craig, Kenneth Haight, Laura Hewitt, Ron Leggett, Marsha Leggett, Mike Roppel, Randy Kraemer, Larry (b) (ii) Kincardine Community Medical Clinic Purchasing & Procurement Motion # 03/26/08-04 Moved by: Laura Haight THAT the construction of the Kincardine Community Medical Clinic items 4 to 7 be tendered in accordance with the Municipality s Purchasing & Procurement Policy.

5 Council Minutes Page 5 of 7 March 26, 2008 Recorded Vote Yes No Anderson, Guy Campbell, Gordon Craig, Kenneth Haight, Laura Hewitt, Ron Leggett, Marsha Leggett, Mike Roppel, Randy Kraemer, Larry Defeated (c) Move Into Committee of the Whole Resolution # 03/26/08-05 Moved by: Kenneth Craig Seconded by: Guy Anderson That Council move into Committee of the Whole Budget CAO reviewed status of budget as at March 04 which was the most recent meeting on this matter. He identified modifications to the budget since that date including: insurance adjustment for 2008 renewal; OPG building donation; KCMC Phase I & II; opening surplus mitigation; transfer to capital reserve fund; water tower painting deferral; Bluewater Summer Playhouse grant; airport roof. With these changes incorporated, the current percent increase over 2007 is 14.9%. Committee members discussed reserves and reserve funds and recommended that this matter be included on the May Planning & Corporate Services meeting for further discussion and review. The impact of an assessment increase for the Municipality was also considered, however, the Treasurer noted that this was less than a 2% increase. The draw on reserves has been reduced from $5 million initially to $2.372 million. There would be approximately $16 million left in reserves (this includes non-liquid assets ie. Westario). The use of reserves to minimize tax rate increases was discussed. Council must be cognizant of the impact this has on future budgets and reserve levels. Police Services Board request for a meter for speed control was raised with the cost being approximately $6M (previously budgeted for $12M). The gated access at Mystic Cove, Council members understanding of the discussions at the March 2007 meeting, restriction of public use if funded by municipal monies, etc. was discussed. It was suggested that action on this be considered as a matter arising.

6 Council Minutes Page 6 of 7 March 26, 2008 Several suggestions for reductions for budget expenditures were put forth with Committee of the Whole considering the proposals and making recommendations to Council as set out below. COW RECOMMENDATION Committee of the Whole made the following recommendations to Council: Department item Modification Reduction in Budget Public Works snowplow reduce contribution $25M to reserve to $75M Ward II reduce to $100M $50M landfill Salt shed remove from $20M budget Tourism signage reduce to $35M $10M Recreation transfer to reduce amount $25M reserve scissor lift eliminate purchase $10M put $10M in reserve Emergency transfer to reduce to $100M $25M Services operating budget Total $165M - $400M opening surplus mitigation transfer to reserve fund be taken out of budget - include the Sunset Drive project at $126M and take required monies from Ward III Rural Road & Bridges reserve fund - make contribution to equipment reserve in an amount to have tax rate increase of 4.6% 4.4 Arise From Committee of the Whole Resolution # 03/26/08-06 Moved by: Kenneth Craig THAT Committee of the Whole return to Council.

7 Council Minutes Page 7 of 7 March 26, Matters Arising as required 4.5 (i) Mystic Cove Gated Access Resolution # 03/26/08-07 Moved by: Kenneth Craig Seconded by: Larry Kraemer THAT the monies required to complete the gated access at Mystic Cove be included in the Municipality s 2008 budget. 5.0 ADJOURNMENT Resolution # 03/26/08-08 Moved by: Randy Roppel Seconded by: Gord Campbell THAT this Council adjourn. Mayor Clerk