Minutes – Draft Only REGULAR MEETING MINUTES April 7, 2014 _____________________________________________________________________________
Minutes of the Regular Meeting of the Council of the Township of Coleman held at the Council Chambers, 937907 Marsh Bay Road, Coleman Township, Ontario on Monday, April 7th, 2014 at 6:00 P.M.
There were present: Mayor: D. Cleroux
Councillors: S. Cote
C. Marcella
L. Perry
Works Foreman: B. Bigelow
Clerk-Treasurer: C. Bigelow
Guest: Bryan Searle,
Municipal Advisor
Deputation: Ross Latter and Danielle Girard, Kemp, Elliott & Blair
Present: Martin Cook,
ADOPTION OF THE AGENDA
Motion 14-04-01 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:
BE IT RESOLVED THAT Council approves the agenda for the regular meeting of April 7th, 2014 as presented: Carried.
DECLARATION OF CONFLICT OR PECUNIARY INTEREST
ADOPTION OF THE MIN UTES
Motion 14-04-02 MOVED BY Susan Cote and SECONDED BY Cathy Marcella :
BE IT RESOLVED THAT the minutes of the following Council Meetings be adopted as distributed: Regular Meeting – March 24, 2014 Carried.
ACCOUNTS
Motion 14-04-03 MOVED BY Cathy Marcella and SECONDED BY Lois Perry :
BE IT RESOLVED THAT THE General Accounts in the amount of $218,841.26 be passed and paid. Carried.
Motion 14-04-04 MOVED BY Cathy Marcella and SECONDED BY Lois Perry:
BE IT RESOLVED THAT THE Payroll in the amount of $14,894.81 for the Month of March 2014 be passed and paid. . Carried.
Ms. Danielle Girard was in attendance to present the Township of Coleman 2013 consolidated financial report. Council signed and approved the engagement letter and the financial statements for 2013.
Mr. Bryan Searle was in attendance to make a presentation on Municipal Meetings and all that is included in open, closed and committee meeting procedures.
Councillor Marcella advised she has been working on an Employee Manuel and questioned what is the language that needs to be put in the policy to identify that the landfill operator is entitled to keep any proceeds from any sales on the scrap in order to protect both municipality and the employee. Mr. Searle advised Council is at liberty to make any decision they want in this regard. Minutes – Draft Only Continued (2) REGULAR MEETING MINUTES April 7, 2014 _____________________________________________________________________________
Continued (2)
Councillor Marcella also questioned what is the proper protocol related to expenses and receipts, since at the moment a monthly flat rate has been established with no requirement to produce receipts for the by-law position. Should the municipality require receipts? Mr. Searle advised that Council should consult the Municipal Auditor with this matter.
Councillor Perry questioned the role of Councillors versus the functions to be performed by the Clerk-Treasurer and the Work Foreman. Mr. Searle advised the Clerk-Treasurer has a specific duties as mandated by the Municipal Act and the Election Act. Council should have regard to the Conflict of Interest Act. Council should not take actions that are outside the role of Council as it could lead to personal liability i.e. driving the snowplow.
The role of the Municipal Advisor is to offer advice only. For more, Council should consult the Municipal Lawyer.
Mayor Cleroux thanked Mr. Searle for attending the meeting and providing clarification regarding these matters.
STAFF REPORTS
Works Department
Mr. Brian Bigelow presented a Winter overtime hours list and a detailed report on the plowing of roads and driveways. A more detailed report will be presented at the next meeting for the plowing of driveways.
Motion 14-04-05 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:
BE IT RESOLVED THAT Council approves the Works Department Report submitted by Mr. Brian Bigelow, as presented: Carried.
BY-LAWS
Motion 14-04-06 MOVED BY Cathy Marcella and SECONDED BY Susan Cote:
BE IT RESOLVED THAT By-Law No. 14-11 being a by-law to provide for the adoption of tax rates and to further provide for penalty and interest in default of payment thereof for 2014, to adopt the current estimates for the year 2014 and set a cut-off date for the frozen assessment listing be read a first and second time. Carried.
Motion 04-04-07 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:
BE IT RESOLVED THAT By-Law No. 14-11 (Tax Rates) be read a third and final time and be passed and enacted..
BUSINESS ARISING FROM THE MINUTES
Yoga course – fee for hall rental
The Clerk-Treasurer to advise Ms. St. Jean that the fee for the rental of the hall is $25.00 per hour.
Purchase of sand bags.
The Clerk-Treasurer to get clarification for the price for the purchase of 5,000 sand bags from Porcupine Canvas.
Town of Latchford – Support for LCBO
The Clerk-Treasurer to forward a letter of support for a liquor licence for Mr. Ami Cheema, the Dam Depot, to the Liquor Control Board of Ontario. Minutes – Draft Only REGULAR MEETING MINUTES April 7, 2014 _____________________________________________________________________________
Continued (3)
BUSINESS ARISING FROM THE MINUTES continued
Montreal River Pre-freshet Meeting – March 12, 2014
Mayor Cleroux presented minutes of the Montreal River Pre-freshet meeting held March 12, 2014.
Clearconnect – Relocation of phone and voice mail system
Council approved the relocation of the phone and voice mail system to dry wall in the utility room – quote $440.70.
Municipal Complex – roof repair, wood stove, winter sand & Bass Lake Roof
– The Clerk-Treasurer will request quotes for the repair of the municipal complex roof and check with the Building Inspector with respect to a building permit for this work.
– as there is a supply of wood, the wood stove will continue to be used for the next few years.
– Mr. Bigelow will look into winter sand for the next Winter season.
– Mr. Bigelow and Mr. Monk shovelled the roof at Bass Lake Park.
NEW BUSINESS
1. Conference – Northeastern Ontario Public Works Organization
2014 FONOM/MMAH Northeastern Municipal Conference
WSIB Training Program – The Clerk-Treasurer will attend
Northeastern Ontario – Creating Packages that Sell
Strategic Planning Workshop
2. Motions – Knox Commercial Insurance
Motion 14-04-08 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:
BE IT RESOLVED THAT the Council of The Corporation of the Township of Coleman approves the Knox Commercial Insurance’s 2014 Municipal Insurance quote in the amount of $36,058.00 plus PST . Carried.
Town of Cobalt Annual Compliance Report &
Municipal Summary Report
Motion 14-04-09 MOVED BY Cathy Marcella and SECONDED BY Lois Perry:
WHEREAS The Corporation of the Town of Cobalt have submitted the Annual Compliance Report and the Municipal Summary Report for the Cobalt Water Treatment Facility;
AND WHEREAS The Council of the Corporation of the Township of Coleman has read the Annual Compliance Report and the Municipal Summary Report for the Cobalt Water Treatment Facility;
BE IT RESOLVED THAT The Corporation of the Township of Coleman approves the Corporation of the Town of Cobalt’s Annual Compliance Report for the Cobalt Water Treatment Facility with adjusted percentage of usage for the Township of Coleman for the year 2013 and the Municipal Summary Report for the Cobalt Water Treatment Facility for the year 2013. Carried.
Council reviewed the following correspondence:
– Niagara Region – Long Term Energy Plan
– Wollaston Township – Private Roads & Un-open Roads
– County of Haliburton – OPP Billing
– Town of Penetanguishene – Funding for Schools
– Community Living Temiskaming South – 45th Annual Walkathon
– Emergency Preparedness Week – May 5 – 11, 20145 Minutes – Draft Only Continued (4) REGULAR MEETING MINUTES April 7, 2014 _____________________________________________________________________________
– OPP – 2013 Reconciled Policing Costs – credit for 2013 $787.00
– Ontario Power Authority – Community Conservation Awards
– Minister Responsible for Seniors Affairs & Ontario Seniors’ Secretariat – Seniors’ Month
Continued (4)
NEW BUSINESS continued
– Ontario Northland Crossing – Ms. Julie Buffam
Council reviewed correspondence forwarded by Ms. Julie Buffam regarding the safety of the railroad crossing at Bass Lake Road. The Clerk-Treasurer to request Mr. Thib to attend a meeting of council to review and discuss this matter.
– Town of Cobalt –
Water Break at Coleman Road
– Council review the invoice submitted by the Town of Cobalt for thawing of the water line
Councillor Marcella and Mayor Cleroux will discuss this matter with Mayor Sartoretto and
Ms. Candice Bedard
Rural and Northern Physician Group Agreement
– The Clerk-Treasurer to request a meeting of the Towns of Cobalt and Latchford and the
Township of Coleman and a 2013 financial report prior to approving the increase in the annual fees.
– Hunt/Adshead Severance.
Council reviewed the Hunt/Adshead severance application and comments provided by Ms. Sarah Vereault, J.L. Richards and Associates.
Mayor Cleroux Correspondence
– Miller Paving Limited Appeal – deferred
– Ministry of Northern Development and Mines – divestment of all of the Ontario Northland Transportation Commissions’s (ONTC) business lines.
COMMITTEE REPORTS
Temagami Cobalt Corridor
Councillor Cote presented the ATV Rally financial report for 2013.
CORRESPONDENCE
– Temiskaming Municipal Association
– Earlton-Timiskaming Regional Airport – meeting
– AMO Communications – New Building Canada Fund, New Accountability Measures, Watch File
Policy Update, Invitation to Symposium, Bill 69, Liens Act Review
– FONOM – Changes to the Ontario Building Code, Greater Cabinet Representation,
Dangers of Bill 83, Far North Land Use Strategy, Age-Friendly Community Planning
– AMCTO – Legislative Express, Municipal Minute, In the Loop
– Eleanor McMahon – Share the Road Newsletter
– The Weekly Detour, news
– Ontario Trails Council – e-news
– Recycling Products News
– Ministry of Natural Resources – 2010-2020 Sudbury Forest Management Plan
– Cleantech Canada – newsletter
– VFIS – news
– OGRA – Heads Up alert
– The Cobalt Lode – newsletter
– Democracy Watch – e-news
– Public Services Health & Safety Association – training sessions Minutes – Draft Only Continued (5) REGULAR MEETING MINUTES April 7, 2014 _____________________________________________________________________________
– Frank Klees, MPP – newsletter
– HazMat – update
– Temiskaming Shores & Area Chamber of Commerce – e-news
Continued (5)
CORRESPONDENCE continued
– Chad Gale – Asset Management
– HR Advantage – newsletter
– IPAC – newsletter
– Ministry of Consumer Services – Ont. Underground Infrastructure Notification System Act
– OMERS – report
– MPAC – news
– Trenchless International – update
– MFOA – newsletter
– Ground Force Training – Springtime
– Ontario Trillium Foundation – news
– Cleantech Canada – news
IN CAMERA (CLOSED) SESSION
Motion 14-04-10 MOVED BY Cathy Marcella and SECONDED BY Susan Cote:
WHEREAS Section 239(2) states that a meeting or part of a meeting may be closed to the public
if the subject Matter being considered is:
(a) personal matters about an identifiable individual, including municipal or local board
employees;
(b) advice that is subject to solicitor-client privilege, including communications necessary
for that purpose;
BE IT RESOLVED THAT Council agrees to reconvene in closed session at 8:45 p.m.
to discuss the following matter; Recycling Property
Sharp Lake Park Carried.
Motion 14-04-11 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:
BE IT RESOLVED THAT Council agrees to reconvene in open session at 9:05 p.m. without a report. Carried.
CONFIRMATORY BY-LAW
Motion 14-04-12 MOVED BY Cathy Marcella and SECONDED BY Susan Cote:
BE IT RESOLVED THAT By-Law No. 14-12 being a by-law to confirm certain proceedings of Council be read a first and second time. Carried.
Motion 14-04-13 MOVED BY Cathy Marcella and SECONDED BY Lois Perry:
BE IT RESOLVED THAT By-Law No. 14-12 be read a third and final time and be passed and enacted. Carried.
ADJOURNMENT
Motion 14-04-14 MOVED BY Cathy Marcella and SECONDED BY Lois Perry:
BE IT RESOLVED THAT this meeting do now adjourn. Carried.
GENERAL ACCOUNTS
25424 John Dufresne 130.50
25425 Howard Berry 736.00
25426 Accuracy Environmental 39.55 Minutes – Draft Only Continued (6) REGULAR MEETING MINUTES April 7, 2014 _____________________________________________________________________________
25427 Annex Publishing Book Division 381.83
25428 C-Max Fire Solutions 581.86
25429 Silverland Cemetery 1,750.00
25430 Cobalt Coleman Catholic 1,750.00
25431 Royal Canadian Legion 500.00
Continued (6)
GENERAL ACCOUNTS continued
25432 City of Timmins 155.68
25433 Claire Bigelow 360.30
25434 Cobalt Bunker 3,500.00
25435 Cobalt Public Library 3,500.00
25436 Cobalt Historical Society 3,500.00
25437 Classic Theatre Cobalt 3,500.00
25438 Cobalt Mining Museum 3.500.00
25439 Cobalt Coleman Latchford & Area 1,000.00
25440 Community Living Temiskaming 500.00
25441 Dis Tim Social Services Ad Boads 16,251.00
25442 ECO-Logix 3,121.31
25443 Gabbani Courier Services 32.50
25444 H2O on the Go 44.00
25445 Hydro One 2,451.35
25446 J.L. Richards & Associated 740.15
25447 Linde Canada Ltd 91.75
25448 Municipal Property Assessment 6,823.12
25449 Northern Tel Mobility 233.89
25450 OMERS 2,884.32
25451 Ontario Northland 84.75
25452 Orkin PCO Services 79.67
25453 Pioneer Diesel Injection Ltd 19.72
25454 Prism Publishing 88.14
25455 Receiver General – Payroll Ded 778.84
25456 Receiver General – Payroll Dec 5,684.12
25457 Reliance Home Comfort 46.64
25458 Eng Public – Ontario North 63,622.79
25459 French Public – Consel 5,629.36
25460 English Sep Northeastern 15,945.60
25461 French Sep Conseil Scholaire 37,191.81
25462 Staples 63.63
25463 Stone Company Ltd. 2,200.66
25464 Timiskaming Home Support 500.00
25465 Timiskaming Health Unit 6,127.00
25466 Temiskaming Office Pro 651.76
25467 Town of Cobalt 18,184.00
25468 Township of Coleman 34.10
25469 Voided by the print process 0.00
25470 Wayne’s Garage 1,937.55
25471 Wilson Chevrolet Buick 1,260.32
25172 Workplace Safety & Ins Bd 651.69
TOTAL $218,841.26
_____________________________________ ____________________________________
CLERK-TREASURER MAYOR
