February 10, 2014

 

REGULAR MEETING MINUTES February 10, 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, February 10th, 2014 at 6:30 P.M.

There were present: Acting Mayor: C. Marcella

Councillors: S. Cote

L. Neil

L. Perry

Works Department B. Bigelow

Clerk-Treasurer: C. Bigelow

Fire Chief: D. Laitinen

Deputation: Gino Chitaroni

ADOPTION OF THE AGENDA 

Motion 114-02-01 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT Council approves the agenda for the regular meeting of February 10th, 2014 as presented: Carried.

DECLARATION OF CONFLICT OR PECUNIARY INTEREST 

Councillor Perry declared a conflict with matters dealing with The Voice and The Speaker.

ADOPTION OF THE MIN UTES 

Motion 14-02-02 MOVED BY Lisa Neil and SECONDED BY Susan Cote :

BE IT RESOLVED THAT the minutes of the following Council Meetings be adopted as distributed: Regular Meeting – January 27, 2014 Carried.

ACCOUNTS 

Motion 14-02-03 MOVED BY Lisa Neil and SECONDED BY Susan Cote :

BE IT RESOLVED THAT THE General Accounts in the amount of $63,128.50 be passed and paid. Carried.

IN CAMERA (CLOSED) SESSION 

Motion 14-02-04 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

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) a proposed or pending acquisition or disposition of land by the municipality or local board;

BE IT RESOLVED THAT Council agrees to reconvene in closed session at 6:07 p.m.

to discuss the following matter; Marsh Bay Road Carried.

Motion 14-02-05 MOVED BY Susan Cote and SECONDED BY Lisa Neil: REGULAR MEETING MINUTES February 10, 2014 _____________________________________________________________________________

 

BE IT RESOLVED THAT Council agrees to reconvene in open session at 7:12 p.m. without a report. Carried.

DELEGATION 

Mr. Gino Chitaroni was in attendance discuss his Solar Project which is proposed for his property located in the Township of Coleman. The nearest residence to this location is approximately 2km away. Council agreed to forward Mr. Chitaroni a letter of support in principle for his project.

Continued (2)

Mr. Chitaroni also advised the survey has been completed on Road A of the Portage Bay Subdivision. Councillor Neil will discuss this matter with the Coleman Planner.

STAFF REPORTS 

Roads Department 

In future, only 3 garbage bags will be picked up weekly. Mr. Bigelow will discuss the use of recycling bins with Ms. Belinda Beairsto.

Fire Department 

Chief Laitinen presented the following report

– The Department attended a barn fire call on January 22nd at 994408 Highway 11

– The next Mutual Aid Meeting will be held in Coleman Township on May 14th. A speaker from a Hydro Company will make a presentation on Search and Rescue in buildings with existing wires.

– The Fire College is offering a course on August 7, 8, 9 and 10 on Module A. This course gives Volunteers recognition for training for performing such tasks as Flash Over, Ventilation etc.

Module B will be offered at a later date.

– A lengthy discussion was held regarding the repair of the 1985 tanker versus the purchase of a new truck.

Motion 14-02-06 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT Council approves the Fire Department Report submitted by Chief Don Laitinen, as presented: Carried.

Motion 14-02-07 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT Council will proceed with the purchase of a pumper truck to replace he 29 year old pumper – financing to be determined.

Municipal Service Provider 

– Acting Mayor Marcella read Mr. Hunting’s report for the month of January 2014.

Motion 14-02-08 MOVED BY Lisa Neil and SECONDED BY Susan Cote:

BE IT RESOLVED THAT Council approves the Municipal Service Provider Report submitted by Mr. Garett Hunting, as presented. Carried.

Administration 

The Clerk-Treasurer presented the following report –

– Voting Places for 2014 election

– Recognizing the True Costs of Recognition report and education tax rates were distributed

– MIII AMP – Final Report and Small Rural and Northern Municipal Infrastructure Fund – Capacity request for reports were forwarded to the Planners for completion.

– Ms Sherry Illersich, Ministry of the Environment inspected the Coleman Water Distribution – Municipal tax payment is available at CIBC. REGULAR MEETING MINUTES February 10, 2014 _____________________________________________________________________________

 

on February 5th, 2014.

– There is no funding available for LED Street Light replacement.

– Municipal tax payment is available at CIBC.

Motion 14-02-09 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT Council approves the Administration Report submitted by the Clerk-Treasurer, as presented: Carried.

Continued (3)

BY-LAWS 

Motion 14-02-10 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT By-Law No. 14-06 being a by-law for establishing tax ratios for 2014 be read a first and second time. Carried.

Motion 14-02-11 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT By-Law No. 14-06 be read a third and final time and be passed and enacted. Carried.

Motion 14-02-12 MOVED BY Lisa Neil and SECONDED BY Susan Cote:

BE IT RESOLVED THAT By-Law No. 14-07 being a by-law to provide for an Interim Tax Levy for 2014 be read a first and second time. Carried.

Motion 14-02-13 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT By-Law No. 14-07 be read a third and final time and be passed and enacted. Carried.

BUSINESS ARISING FROM THE MINUTES 

1. Energy Management Plan review – deferred to the next regular meeting

2. Employee Manual Policy review – Councillor Marcella presented a revised manual for

Council review.

3. Sharp Lake Park – Council reviewed the Town of Cobalt’s correspondence. A conference

call will be held with the Municipal Planner on Wednesday.

NEW BUSINESS 

Conferences – Public Service Health & Safety Association

2014 FONOM/MMAH

AMCTO – Financial Reporting

OGRA – Academy for Municipal Asset Management

Cellular and wifi Estimate

Motion 14-02-14 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT Mr. Mike Ouimet be hired to install both Cellular and WiFi

equipment to expand and improve coverage throughout the Coleman hall/office – quote $3,280.6

+ H.S.T. Carried. price of $5,115.37. Carried. REGULAR MEETING MINUTES February 10, 2014 _____________________________________________________________________________

 

Ipad Quote

Motion 14-02-15 MOVED BY Lisa Neil and SECONDED BY Susan Cote:

BE IT RESOLVED THAT Council approves the purchase of 6 Ipad from Staples for the quoted

price of $5,115.37. Carried.

Xerox – photocopier

Motion 14-02-16 MOVED BY Lisa Neil and SECONDED BY Lois Perry:

BE IT RESOLVED THAT Council approves the lease of a Xerox WorkCentre 7220 Digital

Color for the price of $126.77/mo. Carried.

Continued (4)

Budget Reporting for operational and capital expenditures

Motion 14-02-17 MOVED BY Lisa Neil and SECONDED BY Susan Cote:

WHEREAS the Finance Committee want to create efficiencies by improving the budgeting and

general ledger account reporting in order to maintain services;

AND WHEREAS the Finance Committee want to update current Munisoft Information Systems

to provide reporting and performance reporting in order to replace the current method of monthly

departmental reports;

AND WHEREAS the Finance Committee want to update the municipal systems to enable

extraction of GL expenditures by department from the General Ledger and/or budgeting in a user

friendly format;

AND WHEREAS the Finance Committee want to direct staff to work in conjunction with Kemp

Elliott and Blair (auditor), Munisoft and Council to implement new updates by July 2014

AND WHEREAS the Finance Committee want to develop a training module for employee

education and training including cross training and succession planning;

BE IT RESOLVED THAT 2014 financial action plan will be implemented by July 2014 by the

Finance Committee. Carried.

Council’s Expenses Report for 2013

Motion 14-02-18 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT Council approves the Council’s Expenses Report for 2013 as

presented. Carried.

Prism News Corp – Wedding Planner 2014

Motion 14-02-19 MOVED BY Lisa Neil and SECONDED BY Susan Cote:

BE IT RESOLVED THAT The Clerk-Treasurer be authorized to purchase an ad in The Voice

for the Wedding Planner 2014 in the amount of $39.00. Carried.

Municipality of Greenstone – Building Officials

Motion 14-02-20 MOVED BY Lisa Neil and SECONDED BY Susan Cote:

WHEREAS municipal building officials are the main practitioners of the Ontario Building Code

(OBC) and use the OBC on a daily basis in the carrying out of their duties;

AND WHEREAS Bill 124 that passed in 2005 required all municipal building officials to

undertake a series of qualification exams;

AND WHEREAS a subsequent regulation 332/12(knowledge and maintenance examinations)

requires our already qualified officials to requalify by taking a similar series of qualification

exams again;

AND WHEREAS this requalification process will provide municipalities with financial

hardships and produce a slower response time for building permits and inspections;

AND WHEREAS municipal building officials acknowledge the need to stay current with REGULAR MEETING MINUTES February 10, 2014 _____________________________________________________________________________

 

legislation and to undergo necessary training to do so;

BE IT RESOLVED THAT the Council of The Corporation of the Township of Coleman fully

supports the County of Lambton’s opposition to the requalification of Municipal Building

Officials. Carried.

Lions Club – Big Red’s Fish Derby

Motion 14-02-21 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT the Clerk-Treasurer be authorized to donate $200.00 to the

Lions Club’s “Big Red’s Fish Derby”. Carried.

Roger Kelly – interest in land purchase

Council want to look at this parcel in the Spring before making any decision on the sale of this

parcel.

Continued (5)

Council review the following correspondence:

– AMO Communications – Letter to OPP Policing Municipalities

Joint and Several Liability

– Ontario Honours and Awards – Senior of the Year Award

– AMCTO – Advertisement

– Townships of Head, Clara & Maria – Septic System Inspections

– Ministry of Citizenship & Immigration – Newcomer Champion Award

– Ministry of the Environment report regarding the Knights of Columbus Park.

Ritchie Bros. Auctioneers the Clerk-Treasurer to request advice from Mr. Wyatt Jeffery.

CORRESPONDENCE 

– AMCTO – Update, Legislative Express for January

– MFOA – training, newsletter

– Labour Law – 2014 Accommodation Law Conference

– AMO – Urban Symposium, Watch File, Municipal Leaders Forum, Annual Conference, Report

– WDO – update

– Energy Matter Summit 2014

– The Weekly Detour – update

– Chamber of Commerce – news

– Infra Cycle Fiscal Solution – Council Behaviour in an Election Year

– HazMat – update

– Running for Election as a School Board Trustee – information

– Ontario Trails Council – news

– Carswell – 2014 Employment & Labour Quick Reference Collection

– Ontario Trillium Foundation – new post

– Timiksaming Health Unit – budgets and minutes

– EPIC – newsletter

– Ravenhill Group – Recruiting Report

– OGRA – Alert

– MPAC news

– Eleanor McMahon – call for proposals

– Ministry of Consumer Services – propane transfer facilities

– Miller Dickinson Blais – TINAN 52

– Temiskaming Municipal Association – minutes

CONFIRMATORY BY-LAW 

Motion 14-02-22 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT By-Law No. 11-10 being a by-law to confirm certain proceedings of REGULAR MEETING MINUTES February 10, 2014 _____________________________________________________________________________

 

Council be read a first and second time. Carried.

Motion 14-02-23 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT By-Law No. 11-10 be read a third and final time and be passed and

enacted. Carried.

ADJOURNMENT 

Motion 14-02-23 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT this meeting do now adjourn. Carried.

Continued (6)

GENERAL ACCOUNTS 

25297 Accuracy Environmental 39.55

25298 Acklands Inc. 21.40

25299 Bartlett’s Auto Electric Ltd 264.19

25300 Benson 299.49

25301 CIBC 2,251.46

25302 City of Timmins 155.68

25303 Claire Bigelow 344.84

25304 Cote’s Pole Line Inc. 1,131.13

25305 Dianne Desormeaux 16.36

25306 Dist Tim Social Services Ad Bd 17,556.00

25307 ECO-Logix 3,121.31

25308 Gabe’s Auto Inc. 23.10

25309 Gabbani Courier Service 47.73

25310 G-Force 321.29

25311 Grant Fuels Inc 4,153.75

25312 Howard Berry 161.00

25313 Hydro One 3,032.85

25314 Jackie Mercier 156.83

25315 J.L. Richards & Associates 1,719.93

25316 Local Authority Services Ltd. 282.50

25317 Linde Canada Ltd 91.75

20318 Lois Perry – North Bay – Recreation 138.60

25319 Minister of Finance 134.02

25320 Minister of Finance – EHT 5,424.47

25321 Municipal Service Provider 555.30

25322 North Cobalt Flea Market 162.01

25323 Northern Tel Mobility 230.57

25324 # 1 Auto Supplies 738.12

25325 OMERS 2,884.32

25326 Orkin PCO Services 79.67

25327 Pioneer Diesel Injection 85.07

25328 Prism Publishing 55.37

25329 Purolator Courier Ltd 7.45

25330 Receiver General – Payroll Ded 7,621.57

25331 Source for Sports 169.39 25838 Xerox Canada Ltd. 370.14 REGULAR MEETING MINUTES February 10, 2014 _____________________________________________________________________________

 

25332 Timiskaming Health Unit 6,127.00

25333 Temiskaming Municipal Assoc. 150.00

25334 Temiskaming Office Pro 714.57

25335 Township of Coleman 85.20

25336 Wayne’s Garage 1,374.00

25337 Workplace Safety & Ins. Bd 829.52

25838 Xerox Canada Ltd. 370.14

TOTAL $63,128.50 

_____________________________________ ____________________________________

CLERK-TREASURER ACTING MAYOR