MUNICIPALITY OF SOUTHWEST MIDDLESEX COUNCIL MINUTES MARCH 19, 2014

Transcription

1 MUNICIPALITY OF SOUTHWEST MIDDLESEX COUNCIL MINUTES MARCH 19, 2014 CALL TO ORDER Mayor Reycraft called the meeting to order at 1:45 p.m. explaining that the agenda for the March 12 th open meeting would be dealt with first (cancelled on March 12 th due to weather), then the agenda for the March 19 th open meeting and, lastly, the agenda for the March 12 th closed meeting. In attendance were Mayor Doug Reycraft, Deputy Mayor Vance Blackmore and Councillors Mary Jane Grover, John Kavelaars, John Kendall, Don McCallum and Martin Vink. Councillor Marigay Wilkins was absent with notice. Staff members in attendance were Administrator/Clerk Janneke Newitt, Treasurer Sherry Graham, Public Works Manager Jaime Francisco and Facilities and Recreation Manager Steve MacDonald and Fire Chief Ray Dodman, who left the meeting after the Fire Department report was addressed. APPROVAL OF AGENDA M. Vink / M.J. Grover # That the March 12, 2014 agenda be approved with the following changes: - removal of delegation item #4(7:05 p.m.) SWM Volunteer Firefighter Awards - addition to item #6(1) of Councillor Mary Jane Grover to attend the AMO Councillor Training to be held in London on March 28, 2014 DISCLOSURE OF PECUNIARY INTEREST No disclosures of pecuniary interest were declared. DEPUTATIONS AND PETITIONS Zoning Amendment P-6/ Janssens J. Kavelaars / M. Vink # That the proposed temporary use of land to permit a trailer at 5885 Falconbridge Drive for the purposes of accommodating seasonal farm help for a maximum of ten years be approved; That the accompanying by-law be adopted; That an agreement be entered into with the owners outlining the terms and conditions under which the trailer is permitted; 1

2 That all necessary permits be obtained from the St. Clair Region Conservation Authority; and That the use of the existing on-site sanitary waste disposal system for the trailer be approved by the CBO. V. Blackmore / M.J. Grover # That the agreement referred to in Resolution # be amended to require a security deposit of $ VOUCHERS D. McCallum / V. Blackmore # That vouchers totaling $767, be approved. ACTION CORRESPONDENCE J. Kendall / J. Kavelaars # That the following requests be approved: - from Councillors Marigay Wilkins and Mary Jane Grover to attend AMO Councillor Training to be held in London on March 28, from Raymond Dodman to attend AMES Conference to be held in Toronto on May 5, from Sam Kirschner to attend the Critical Incident Management Level 1 in London on May 20, 21, 22, 2014 and the Critical Incident Management Level 2 in London on June 25, 26, from Rob Cole to attend Municipal Survey to be held in Guelph on May 5 to 7, 2014 J. Kendall / J. Kavelaars # That a letter be sent to the members of the provincial Standing Committee on Regulations and Private Bills to advise of the Municipality s support of AMO s position with respect to Bill 69 The Prompt Payments, Act V. Blackmore / J. Kendall # That a letter be sent to the owners of 109 McKellar Street advising that the municipality offers no objection to the use of property known as the former Glencoe bulk water dispenser and described as McKellar Street S/S, Con 2S Pt Lot 1 Mosa RCP 413 Lot 17 for temporary parking area on June 7, 2014 at the individual users own risk. J. Kavelaars / D. McCallum # That the Tile Loan Application for S ½ Range 3 South, SWM in the amount of $50, is approved. 2

3 STAFF REPORTS Fire Fire Department Monthly Report M.J. Grover / M. Vink # That the Fire Department report for the month of February, 2014 be received as presented. Finance Tax Write Off 295 South Street J. Kavelaars / V. Blackmore # That the taxes in the amount of $3, and the penalty and interest in the amount of $4, for 295 South Street (Roll # ) be written off. Also, that the Southwest Middlesex share of the 2014 taxes be written off once it is calculated by the lawyers at the time of sale Utilities Budget Corrections M. Vink / D. McCallum # That the 2014 Utilities Budget Corrections Report be received Council Remuneration M.J. Grover / D. McCallum # That the 2013 Council Remuneration Report be received. Facilities and Recreation Hanging Flower Baskets Program Update for 2014 M.J. Grover / J. Kavelaars # That a contract be entered into with Randy Hanna to maintain the Wardsville flower baskets for the 2014 season for $700.00, with SWM also providing fertilizer, trailer storage and access to municipal water; That Mr. Hanna receive another $20 per day for any unscheduled day where he is instructed to water in Wardsville; and That the number of baskets be adjusted, as recommended by Facilities & Recreation staff to: Appin=18; Glencoe=61; Melbourne=24; Wardsville= Part Time Positions Facility & Recreation Department J. Kendall / V. Blackmore # That Council approve offering the two summer student job openings in the Facility & Recreation Department to Nicholas Pinnell and Brad Thirlwall with wages as per the SWM Part-Time/Casual pay grid. 3

4 2014 Aquatic Staff M.J. Grover / J. Kendall # That council approve the hiring of two assistant supervisors instead of one for the 2014 season; and That Council accept the recommendation of the interview committee with respect to the offers of employment to pool staff with wages as per the SWM Part-Time/Casual pay grid. Rental Request - New Horizons Club J. Kendall / V. Blackmore # That a reduction in monthly rent for the New Horizon Room usage by the New Horizon Club, restored to $ per month ($ HST), be approved; and That the municipality applies to the Seniors Community Grant Program on behalf of the New Horizons club if this group accepts the offer for SWM to do so Grass Tender Results D. McCallum / M.J. Grover # That the 2014 grass cutting contracts be awarded to the lowest price bid for each location; That, in the event any of the bidders turn down an awarded contract, the second lowest bidder is to be approached by the Facilities & Recreation Manager to accept this location for the 2014 season; and That the Public Works Manager and the Facilities & Recreation Manager have discretion to permit an awarded bidder to perform extra cuts as required during the season. Insurance Claim - Appin Ball Park Lights J. Kavelaars / M. Vink # That the contract to replace the damaged Appin ballpark light standard be awarded to Gerber Electric for $9, plus HST. LAS Report - Glencoe Fire Station V. Blackmore / J. Kavelaars # That the Chief Building Official and Facility & Recreation Manager contact the engineer/architect and contractor for the Glencoe fire station to discuss the on-going energy conservation deficiencies; and That more information be obtained from the heating system installer before any action is taken on the LAS recommendation with respect to that system. J. Kavelaars / J. Kendall # That the Facility & Recreation Manager proceed to call tenders for: 1. Replacement of the polycarbonate window in the Glencoe fire hall. 2. Replacement of outside lighting at the Glencoe fire hall with LED lighting. Further, that the projects to be financed from the Gas Tax rebate. 4

5 Public Works Appin Road Water Main Project Costs J. Kavelaars / M.J. Grover # That the Appin Road Water Main Project Costs report be received Granular & Dust Control Tender Results V. Blackmore / J. Kendall # That items No. 1,2,3,4 and 7 of the granular tender be awarded to Johnston Bros. Ltd.; That items No. 5 and 6 of the granular tender be awarded to Clarence Carter and Sons; provided that all material conforms to tender specifications; and That the dust control tender be awarded to Den Mar Brines provided that the material conforms to the tender specifications. J. Kavelaars / V. Blackmore # That Resolution # be tabled for the duration of the Public Works Manager s absence from the council chambers. J. Kavelaars / V. Blackmore That Resolution # be lifted from the table. # REPORTS OF COMMITTEES Brooke-Alvinston-Inwood Fire Board Minutes J. Kendall / M.J. Grover # That the Brooke-Alvinston-Inwood Fire Board Minutes dated January 13, 2014, including 2012/2013 budget report, be received. BY-LAWS M.J. Grover / J. Kendall # That the following by-laws be given first and second readings: By-law No. 2014/029, to confirm the proceedings of the council of the Municipality of Southwest Middlesex [February 19, 2014] By-law No. 2014/030, to confirm the proceedings of the council of the Municipality of Southwest Middlesex [February 20, Budget] By-law No. 2014/031, to confirm the proceedings of the council of the Municipality of Southwest Middlesex [February 27, 2014 Budget] By-law No. 2014/032, Deeming By-law Village of Wardsville 5

6 By-law No. 2014/033, to define the purchasing policies and procedures for the Municipality of Southwest Middlesex and to repeal By-law No. 97/2004 By-law No. 2014/034, to establish a Customer Service policy By-law No. 2014/035, to establish an Accessibility Accommodations policy By-law No. 2014/036, to adopt a Multi-Year Accessibility Plan for the Corporation of the Municipality of Southwest Middlesex as prescribed by the Integrated Accessibility Standards Regulation (IASR) By-law No. 2014/037, to authorize the Mayor and the Clerk to sign an agreement for the joint management of the Alvinston Fire Department By-law No. 2014/038, to abandon the Calvert Reycraft Municipal Drain By-law No. 2014/039, to confirm the 2014 budget estimates for the Waterworks System, Glencoe Sanitary Sewer System and Wardsville Sanitary Sewer System of the Municipality of Southwest Middlesex By-law No. 2014/040, to accept and assume ownership of the works in subdivision plan 33M289 South Street (geographic Village of Glencoe) By-law No. 2014/041, to provide for the use of alternative voting methods for the 2014 municipal election and to authorize the Mayor and the Clerk to enter into a service agreement with Intelivote Systems Inc. for provision of Telephone/Internet voting services J. Kavelaars / V. Blackmore # That the following by-laws be read a third and final time: By-law No. 2014/029, to confirm the proceedings of the council of the Municipality of Southwest Middlesex [February 19, 2014] By-law No. 2014/030, to confirm the proceedings of the council of the Municipality of Southwest Middlesex [February 20, Budget] By-law No. 2014/031, to confirm the proceedings of the council of the Municipality of Southwest Middlesex [February 27, 2014 Budget] By-law No. 2014/032, Deeming By-law Village of Wardsville By-law No. 2014/033, to define the purchasing policies and procedures for the Municipality of Southwest Middlesex and to repeal By-law No. 97/2004 By-law No. 2014/034, to establish a Customer Service policy 6

7 By-law No. 2014/035, to establish an Accessibility Accommodations policy By-law No. 2014/036, to adopt a Multi-Year Accessibility Plan for the Corporation of the Municipality of Southwest Middlesex as prescribed by the Integrated Accessibility Standards Regulation (IASR) By-law No. 2014/037, to authorize the Mayor and the Clerk to sign an agreement for the joint management of the Alvinston Fire Department By-law No. 2014/038, to abandon the Calvert Reycraft Municipal Drain By-law No. 2014/039, to confirm the 2014 budget estimates for the Waterworks System, Glencoe Sanitary Sewer System and Wardsville Sanitary Sewer System of the Municipality of Southwest Middlesex By-law No. 2014/040, to accept and assume ownership of the works in subdivision plan 33M289 South Street (geographic Village of Glencoe) By-law No. 2014/041, to provide for the use of alternative voting methods for the 2014 municipal election and to authorize the Mayor and the Clerk to enter into a service agreement with Intelivote Systems Inc. for provision of Telephone/Internet voting services INFORMATION CORRESPONDENCE M.J. Grover / J. Kavelaars # That the Information Correspondence be received and filed. APPROVAL OF AGENDA M.J. Grover / M. Vink # That the March 19, 2014 agenda be approved with the following changes: - removal of item #10(1), a by-law to set fees for building permits and related fees; - removal of delegation item #4(a)(1:35 p.m.) DISCLOSURE OF PECUNIARY INTEREST No disclosures of pecuniary interest were declared. VOUCHERS The Mayor vacated the Chair in favour of the Deputy Mayor while the vouchers were being considered. D. McCallum / M.J. Grover # That vouchers totaling $115, be approved. 7

8 ACTION CORRESPONDENCE M.J. Grover / J. Kendall # That the request of Janneke Newitt to attend Council Orientation Training AMCTO and AMCTO Zone meeting to be held May 13 & 14, 2014 in Windsor be approved. J. Kendall / D. McCallum # That a letter of support be sent to the Ministry of the Environment and to the Middlesex-London Health Unit for the annual mosquito Larviciding program for STAFF REPORTS Administration Building Permit Fees Amendment to By-law 2013/106 J. Kavelaars / M. Vink # That a by-law be passed rescinding By-law No. 2013/106 and changing the permit fee for Solar Project installed on a structure to $ Appointment of Compliance Audit Committee J. Kavelaars / M.J. Grover # That a by-law be passed establishing terms of reference for a Compliance Audit Committee and appointing Dr. Tim Cobban, Christene Scrimgeour and Andrew Wright to the Committee for the term of Council. Building Building Permit Report for February, 2014 D. McCallum / M. Vink # That the Building Department report for the month of February be received, reporting construction values of $38, and permit fee revenue of $1, Facilities and Recreation Lawn Tractor D. McCallum / M.J. Grover # That the Facilities & Recreation Department be instructed to call for tenders for a replacement of the Department s lawn tractor. Celebrate Community Committee Battle of Longwoods Anniversary J. Kavelaars / V. Blackmore # That the Celebrate Community Committee Battle of Longwoods Anniversary Report be received for information. 8

9 Public Works Public Works Monthly Activity Report J. Kendall / J. Kavelaars # That Public Works Manager s activity report for the month of February be received for information. Amendment to OTS Collector Agreement J. Kavelaars / V. Blackmore # That the Clerk/Administrator and Mayor be authorized to sign the Amended Collector Agreement with Ontario Tire Stewardship. P.W. Five Year Construction Plan J. Kendall / D. McCallum # That the P.W. Five Year Construction Plan Report be deferred to a future meeting. REPORTS OF COMMITTEES LTVCA Annual Meeting Minutes J. Kendall / D. McCallum # That the Lower Thames Valley Conservation Authority Board 2013 Annual Meeting Minutes be received. BY-LAWS D. McCallum / M.J. Grover # That the following by-laws be given first and second readings: By-law No. 2014/042 to establish a Compliance Audit Committee of the Municipality of Southwest Middlesex By-law No. 2014/043 to appoint Fire Prevention and Investigation Officers to the Southwest Middlesex Fire Department By-law No. 2014/044 to authorize the Mayor and Clerk to enter into an agreement with Ontario Tire Stewardship regarding the Used Tire Program By-law No. 2014/045 to remove the Notice of Development Agreement on Lot 26, Subdivision Plan 33M289 South Street (geographic Village of Glencoe) By-law No. 2014/046 Being a by-law to permit seasonal living quarters for migrant farm workers to meet the needs of agriculture on a temporary basis (Temporary Use Bylaw 5885 Falconbridge Drive in Southwest Middlesex). 9

10 J. Kavelaars / D. McCallum # That the following by-laws be read a third and final time: By-law No. 2014/042 to establish a Compliance Audit Committee of the Municipality of Southwest Middlesex By-law No. 2014/043 to appoint Fire Prevention and Investigation Officers to the Southwest Middlesex Fire Department By-law No. 2014/044 to authorize the Mayor and Clerk to enter into an agreement with Ontario Tire Stewardship regarding the Used Tire Program By-law No. 2014/045 to remove the Notice of Development Agreement on Lot 26, Subdivision Plan 33M289 South Street (geographic Village of Glencoe) By-law No. 2014/046 Being a by-law to permit seasonal living quarters for migrant farm workers to meet the needs of agriculture on a temporary basis (Temporary Use Bylaw 5885 Falconbridge Drive in Southwest Middlesex) INFORMATION ITEMS - CORRESPONDENCE J. Kavelaars / M. Vink # That the Information Correspondence be received and filed. COUNCILLOR S COMMENTS AND ENQUIRIES Deputy Mayor Blackmore was advised that a staff report on the Watterworth Road culvert would be presented to Council shortly. Mayor Reycraft reported that and informal understanding had been reached by most members on the Tri County Water Management Board on the future status of the Iona interconnect. CLOSED SESSION (Committee of the Whole) J. Kendall / D. McCallum # That, as of 4:15 p.m., the next portion of the meeting be closed to the public as permitted by Section 239 of the Municipal Act S.O. 2001, c.25, to discuss a labour relations matter (engagement of temporary Facility & Recreation Department employee). Coming out of the closed session at 4:22 p.m., the Deputy Mayor reported that direction had been given to staff with respect to the labour relations matter (engagement of temporary Facility & Recreation Department employee). 10

11 V. Blackmore / J. Kavelaars # That the Deputy Mayor s report from closed session be received. ADJOURNMENT Mayor Reycraft adjourned the meeting at 4:23 p.m. Mayor Clerk 11