Regular meeting of the Municipal Council of L Isle-aux-Allumettes held November 8 th, 2016 at 7:00 P.M. at the municipal office in Chapeau.
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1 Province of Quebec Municipality of L Isle-aux-Allumettes Regular meeting of the Municipal Council of L Isle-aux-Allumettes held November 8 th, 2016 at 7:00 P.M. at the municipal office in Chapeau. At which were present his Worship Mayor Winston Sunstrum and Councillors Geneviève O Brien, Pat Tallon, Roger Lavoie, André Vaillancourt, Louis Lair and Marc Deslauriers. 1. Opening of meeting The Mayor welcomes everyone and declares the meeting to be open. 2. Roll call All present. 3. Conflict of interest (if applicable) None. 4. Adoption of agenda Moved by Councillor O Brien to adopt the agenda as amended. 5. Adoption of minutes Moved by Councillor Lavoie that the minutes of the regular meeting of October 4 th, 2016 be adopted and signed. 6. Questions from the public None. 7. Correspondence - Request from WQSB for Fire Chief access - FEPTEU Grant Application Response - Resolution from Municipality of Shawville MTQ Request - Resolution from MRC Pontiac Laurentian Bank - Chapeau RA Letter - Friends of PPJ Letter - Pontiac Artists Association support request - Mayor s Report on Financial Position Benefit Concert at Church and Rectory 8. Committee reports Administration Councillor Lair, Chair of the Administration committee, gives a verbal Insurance brokerage contract FQM/ADMQ the Municipality has already joined the group insurance contract issued by Desjardins Financial Security, under the regime of the FQM and ADMQ; the FQM, through its Board of Directors, has made the decision to manage itself, internally, the group insurance files and to establish a committee of elected officials, Municipal Directors and/or MRC Directors and representatives from ADMQ and ADGMRCQ; the contract between FQM, ADMQ and Desjardins Financial Security to be renegotiated in the fall of 2016, to take effect from 1 January 2017;
2 the FQM has retained the services of AON-Hewitt actuaries to represent and advise about negotiating this contract renewal and are committed to consult ADMQ about the conditions of renewal; accordingly, it is necessary that the Municipality appoints the FQM and its designated agent (now AON-Hewitt) to represent it in the negotiation of this renewal; the committee set up by the FQM shall make its recommendations on conditions and content of a new regime at the beginning of 2017, the committee's findings to be implemented, after a tender, which will be to the benefit of the municipalities covered by the plan, and this, on or around January 1 st, 2018; in order to better protect the interests of municipalities and member organizations of the consolidation, the FQM and ADMQ wish to continue to act as the dealer of the contract with the insurer, which is also the intent of the Municipality; this management structure should generate savings for the municipalities covered by the plan; the FQM s status as broker/dealer of the contract as well as its role as negotiator for renewal, with or without amendment, corresponds to the duties delegated to it under the Articles and 708 of the Municipal Code and Article of the Cities and Towns Act; It is moved by Councillor Lair and resolved unanimously that: The Municipality of L Isle-aux-Allumettes mandates irrevocably until December 31 st 2017, the Federation of Quebec Municipalities (FQM) and its designated agent (now AON-HEWIIT) to act as the exclusive representatives to negotiate the agreement for the Municipality and the renewal of the group insurance plan as outlined in the joint plan of the FQM and ADMQ, and, through Desjardins Financial Security or, if necessary, any other insurer; The FQM and its designated agent (now Aon Hewitt) are exclusively authorized to negotiate and agree with any broker and Desjardins Financial Security, any measures that may be necessary to ensure a smooth transition between the existing regime and any future one to be agreed at the end of its renegotiation and currently in force until December 31 st, 2016; The FQM and its designated agent (now Aon Hewitt) are permitted to access the group insurance files of the Municipality, and, with any broker, or Desjardins Financial Security; The FQM and its designated agent (now Aon Hewitt) are authorized to negotiate, without remuneration, the services provided by them respectively; That this resolution will not affect any right of the FQM to revoke its designated agent and substitute another; That this resolution takes effect immediately and dismisses any other mandate previously granted without further notice. Public Works Councillor André Vaillancourt, Chair of the Public Works committee, gives a verbal Public Works Equipment Moved by Councillor Vaillancourt that the we dispose of the old riding mower and that the Municipal flail mower be sold through public bidding, with a reserve bid of $1,500. Public Security Councillor Roger Lavoie, Chair of the Public Security committee, gives a verbal The Fire Chief s Report is received. The Pontiac Ouest Fire Department Committee report is received.
3 Tender Truck The tenders by invitation for the purchase of a new pick-up truck for the Pontiac Ouest Fire Department were sent. The submissions were evaluated on several criteria and the rankings came out as follows: - Shawville Ford: 1 st - Butler GMC: 2 nd - Location Sauvageau: 3 rd - Lapointe Dodge Chrysler: Did not submit - Reid Bros (Arnprior): Did not submit Moved by Councillor Lavoie that the contract for the purchase of a new Pick-up truck be awarded to Shawville Ford for a total price of $37,602.57, taxes included Fire Budget Moved by Councillor Lavoie that the 2017 Pontiac Ouest Fire Department Budget be approved, as presented. False Alarms - WQSB this Municipality has adopted a five-year Fire safety Cover Plan; the DWKS buildings are considered High Risk in this Plan; the response for High Risk Buildings, currently, requires automatic mutual aid calls from the Fire Departments of Waltham and Mansfield; the Municipality is responsible for the costs associated with all fire calls and mutual aid expenses to call-outs on its territories; the false alarm from October 18 th, 2016 will cost this Municipality over $2,000; the Municipality is considering adopting a By-law to enforce monetary penalties for false alarm fire calls; It is moved by Councillor Lavoie that this Municipality notify the Western Quebec School Board and the DWKS Administration of the above concerns with false alarms and to authorize the Director General or his Assistant to send a letter to that effect. Environment Councillor Marc Deslauriers, Chair of the Environment committee, gives a verbal Development Councillor Geneviève O Brien, Chair of the Development committee, gives a verbal Poor Condition of Building Moved by Councillor O Brien that the Municipality advise the owner of a dilapidated building that it will proceed with further legal action should the building not be brought to a sufficient standard and to authorize the Municipal Inspector to sign and send the letter.
4 Leisure Councillor Pat Tallon, Chair of the Leisure committee, gives a verbal Family & Seniors Policy Moved by Councillor Tallon that the Municipality approve the Updated Family & Seniors Policy and to authorize the Assistant Director General to sign and send all required documents to MADA according to the requirements. Hall Rental Fees Moved by Councillor Tallon that we approve the moved changes to the St. Joseph Hall Rental Fees, as discussed. 9. Approval of accounts Moved by Councillor Lair that the invoices be paid as per the list presented and as per the following certificate. Certificate of Availability of Funds I, the undersigned, Richard Vaillancourt, Director General for the Municipality of L Isle-aux-Allumettes, certify that there are sufficient credits available to pay the expenses as per the list presented. Whereof, this certificate is given in Chapeau this November 8 th, Richard Vaillancourt, Director General 10. Questions from the public None 11. Varia Pontiac Tourism Association Moved by Councillor Lavoie that this Municipality contribute $200, in 2017, to the Pontiac Tourism Association. Keys for Fire Chief Moved by Councillor Lavoie that this Municipality request and approve that the Fire Chief have the required key access to the DWKS Schools emergency panel. Laurentian Bank Campbell s Bay Moved by Councillor Vaillancourt and resolved to support the MRC Pontiac s motion (C.M ) from their October 19 th meeting in which they will ask the Laurentian Bank: to reconsider the closure of its Campbell s Bay branch in the territory of the MRC Pontiac; to meet with the Warden of the MRC Pontiac, Mr. Raymond Durocher, before any final decision is made. Chapeau RA Canada 150 Support Moved by Councillor Tallon that this Municipality contribute an additional $2,000 to the Chapeau RA in 2017 to support the Canada 150 project.
5 Chapeau RA Day camp grant application the Chapeau Recreation Association (RA) is a non-profit organization; the management of the Chapeau RA is done completely by volunteers; the Chapeau RA has, over the past several years, successfully organized and provided March Break and Summer Day camps for the Upper Pontiac communities; the Chapeau RA organizes several activities for children throughout the year; this Municipality has a Family & Seniors Policy which supports local organizations, including the Chapeau RA; THEREFORE, It is proposed by Councillor O Brien and unanimously resolved that this Municipality strongly support the Chapeau RA in their grant application for the Programme de soutien à des projets de garde pendant la relâche scolaire et la garde estivale Waterways Docks Moved by Councillor Tallon that this Municipality draft an agreement with the MRC for the annual maintenance of the Waterway docks and their portable toilets and to authorize the Director General or his Assistant to sign the required documents.. RA Portable toilets Moved by Councillor Tallon that this Municipality agree to pump the RA portable toilets, during their regular pumping schedule, at least twice annually. Friends of the PPJ Moved by Councillor Tallon that this Municipality support the Friends of the PPJ in their ongoing efforts and agree to contribute $500 to their activities, on the condition that some of these activities take place on L Isle-aux-Allumettes. Pontiac Artists Association Moved by Councillor Lavoie that this Municipality contribute $250 to the Pontiac Artists Association for Courier Drop-box CLSC Moved by Councillor O Brien to approve the installation of a courier drop-box near the entrance to the St.Patrick side of the municipal building, for use by the CLSC Chapeau. 12. In camera session Moved by Councillor Deslauriers that the meeting now continue in camera, 8:25pm. Moved by Councillor Deslauriers to return to the meeting progress, 8:40pm. Cost of living increases Moved by Councillor Lair to approve an increase of 1.3% in 2017, for the Cost of Living adjustment, for all Municipal Staff. Moved by Councillor Lair to approve an increase of 1.3% in 2017, for the Cost of Living adjustment, for Elected officials.
6 Severance Moved by Councillor Lair to approve the compensation package for an employee and the severance pay policy, as presented. 13. Date of next meeting The next Regular meeting will be held on December 6 th at 7:00pm, at the municipal office. The Special meeting for Adoption of the 2017 Budget will be held on December 14 th at 7:00pm, at the municipal office 14. Closing of meeting Moved by Councillor Vaillancourt that the meeting be adjourned at 8:45pm. La version française est la version officielle - The French version is the official version
1. Opening of meeting The Mayor welcomes everyone and declares the meeting to be open.
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