February 25, 2013

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 25th, 2013 at 6:00 P.M.

There were present: Acting Mayor: C. Marcella
Councillors: S. Cote
L. Perry

Clerk-Treasurer: C. Bigelow

By-Law Officer: K. Jones

Deputation: Jeff Dean, Telephone Presentation on CGIS – Municipal GIS & Data Integration

ADOPTION OF THE AGENDA

Motion 13-02-19 MOVED BY Lois Perry and SECONDED BY Susan Cote:
BE IT RESOLVED THAT Council approves the agenda for the regular meeting of February 25th, 2013 as presented: Carried.

DECLARATION OF CONFLICT OR PECUNIARY INTEREST

N/A

ADOPTION OF THE MINUTES

Motion 13-02-20 MOVED BY Susan Cote and SECONDED BY Lois Perry :
BE IT RESOLVED THAT the minutes of the following Council Meetings be adopted as distributed: Regular Meeting – February 11, 2013 Carried.

ACCOUNTS

Motion 13-02-21 MOVED BY Lois Perry and SECONDED BY Susan Cote:
BE IT RESOLVED THAT THE General Accounts in the amount of $28,316.51 be passed and paid. Carried.

Motion 13-02-22 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT THE Payroll in the amount of $23,511.58 for the month of February be passed and paid. Carried.

IN CAMERA (CLOSED) SESSION

Motion 13-02-23 MOVED BY Lois Perry 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) a proposed or pending acquisition or disposition of land by the municipality or local board;

BE IT RESOLVED THAT Council agrees to convene in closed session at 6:05 p.m. to discuss the following matter; Offer of Purchase
Marsh Bay Residents Carried.

Continued (2)

Motion 13-02-24 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT Council agrees to reconvene in open session at 6:45 p.m. without a report. Carried.

DEPUTATION

Mr. Jeff Dean made a presentation by telephone regarding CGIS -Municipal GIS & Data Integration to Council. The program includes training, a Coach, Coordinator and Technician. An application for funding will be forwarded to NOHFC and FEDNOR and, if successful, the municipal share will be $5,640.00 over two years. CGIS has proven to be a very useful tool in other municipalities and highly recommended.

Motion 13-02-25 MOVED BY Lois Perry and SECONDED BY Susan Cote:
WHEREAS there is an overwhelming demand for current, accurate and complete data and information with respect to planning, building, development and asset management;
AND WHEREAS there are a number of municipalities, and the public health unit, participating in a centralized information sharing program being developed by CGIS Spatial Solutions;
AND WHEREAS there is funding available to offset the costs for acquisition of software, hardware, program technicians and the input of data, through NOHFC and FEDNOR;
BE IT RESOLVED THAT the Township of Coleman agrees to a commitment in principle (Pending successful funding) with CGIS for the provision of the Two (2) years BASIS Service package at a price of $2,810 per year and then once funding is obtained, the two year CGIS REGULAR service contract will be initiated. Carried.

STAFF REPORTS

Mr. Ken Jones presented his report.

Motion 13-02-26 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT Council approves the By-Law Officer’s Report submitted by Mr. Ken Jones, By-Law Officer, as presented: Carried.

The Clerk-Treasurer presented the Administration Report as follows:
– The Works Department employees will be paid for their overtime for December and January.
– The Clerk-Treasurer to review and update the employee manual.
– Council reviewed the correspondence presented by Mr. Klareigh regarding the thawing of his water.
– The Request for donation from the Food Bank will be reviewed when the 2013 budget is completed.
– Councillor Perry will attend the 2013 FONOM/MMAH conference.

Motion 13-02-27 MOVED BY Lois Perry and SECONDED BY Susan Cote
BE IT RESOLVED THAT Council approves the Administration Report Submitted by the Clerk-Treasurer, as presented: Carried.

BY-LAWS

Motion 13-02-28 MOVED BY Lois Perry and SECONDED BY Susan Cote
BE IT RESOLVED THAT By-Law No. 13-11 being a by-law to amend By-Law No. 11-27 being a by-law to provide for the setting of rates and charges for water supply be read a first and second time. Carried.

Motion 13-02-29 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT By-Law No. 13-11 be read a third and final time and be passed and enacted. Carried.

Continued (3)

Motion 13-02-30 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT By-Law No. 13-12 being a by-law to amend By-Law No. 03-11 being a by-law to impose fees and charges as required under the Municipal Act, 2011 be read a first and second time. Carried.

Motion 13-02-28 MOVED BY Lois Perry and SECONDED BY Susan Cote
BE IT RESOLVED THAT By-Law No. 13-12 be read a third and final time and be passed and enacted. Carried.

Motion 13-02-32 MOVED BY Lois Perry and SECONDED BY Susan Cote:
BE IT RESOLVED THAT By-Law No. 13-13 being a by-law for decreasing the speed of motor vehicles driving on Portage Bay Road, Gillies Depot Road and Nipissing Road from statutory speed limits be read a first and second time. Carried.

Motion 13-02-33 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT By-Law No. 13-13 be read a third and final time and be passed and enacted. Carried.

BUSINESS ARISING FROM THE MIN UTES

1. Minimum Road Service Standards – by-law review
– Deferred to the next meeting.

NEW BUSINESS

1. Conferences – Risk Management Official & Inspector Training course
City of Temiskaming Shores – Let’s Talk
LAS/AM) 2013 Town Hall Sessions
Active Living Action Planning Day
AMCTO – Contract Tendering
AMCTO – Rules of Procedure & the Science of Minute Taking

2. Motions – Temagami-Cobalt Corridor – funding applications
Munisoft – 2nd Work Station
TMA 2013 membership

Motion 13-02-34 MOVED BY Lois Perry and SECONDED BY Susan Cote:
WHEREAS the Temagami-Cobalt Corridor Committee deem it necessary to complete a geotechnical compilation of the region;
AND WHEREAS NOHFC and FedNor will each contribute approximately $45,000.00 towards the project;
BE IT RESOLVED THAT the Council of The Corporation of the Township of Coleman supports the region geotechnical compilation;
AND FURTHER the Council of The Corporation of the Township or Coleman agrees to contribute $2,500.00 over two years toward the project. Carried.

Motion 13-02-35 MOVED BY Lois Perry and SECONDED BY Susan Cote:
WHEREAS the Temagami-Cobalt Corridor Committee deem it necessary to create a website;
AND WHEREAS the BEAM program, if approved, will provide 75% of the project, up to $5,000.00;
BE IT RESOLVED THAT the Council of The Corporation of the Township of Coleman the creation of a website for the Temagami-Cobalt Corridor;
AND FURTHER the Council of The Corporation of the Township of Coleman agrees to contribute $300.00 toward the project. Carried.
Continued (4)

Motion 13-02-36 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT the Clerk-Treasurer be authorized to purchase computer equipment, programs and license for a second work station – $3,763.47. Carried.

Motion 13-02-37 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT the Clerk-Treasurer be authorized to pay the Temiskaming Municipal Association 2013 membership in the amount of $150.00. Carried.

3. Accessibility Directorate of Ontario – on the move
– Council reviewed the correspondence advising the transfer of the ADO to the Ministry of Economic Development, Trade and Employment.

4. A discussion was held regarding the borrowing of municipal equipment. This matter will be revisited at the next meeting.

5. Council discussed the formation of a new committee to address some of the upcoming concerns with Public Works and the new Latchford dam. The Marsh Bay Conservation and Portage Bay Association will be invited to appoint a representative to work with Council on this committee.

6. The Spring Food Bank Drive will be held the weekend of March 23rd, 2013.

7. Ms Dawn Spires, Ministry of Northern Development and Mines advised the 6th Annual Ontario Mine Reclamation Symposium and Field Trip will be held June 18 – 20, 2013 in Cobalt, Ontario.

8. The District School Board Ontario North East who is in the process of developing a new Strategic Plan.

COMMITTEE REPORTS

Finance – Councillor Marcella will present the 2013 preliminary budget in the near future.

CORRESPONDENCE
– OMERS – member news
– AMO – Watch File, Breaking News
– Cambium Environmental – Municipal Waste & Environmental Management Services
– Weekly Detour – update
– AMCTO – municipal minute
– Mike Stadnyckyj – Water Tap
– Pitch-In Week – April 21 – 27, 2013
– WCWC – Training News
– The Risk Reporter -February 2013
– Ontario Trails Council – news
– Heritage Matters
– URBAN -Symposium 2013
– Ontario Tire Stewardship
– HazMat – update
– Yfactor Inc. – monitoring

Continued (5)

GENERAL ACCOUNTS

24425 Temiskaming Health Unit $6,127.00
24426 Coleman Fire Dept $200.00
24427 Lou Morreale $125.00
24428 Accuracy Environmental $39.55
24429 CIBC Visa $883.19
24430 Claire Bigelow February Travel/Misc Purchases $380.69
24431 Dam Depot $328.00
24432 Dianne Desormeaux – Wall Wire Covers $79.08
24433 Electronic North Inc $22.93
24434 Gisele’s Catering Ltd $2,589.96
24435 Home Hardware Bldg Ctre $42.91
24436 Linde Canada Ltd T4070 $72.54
24437 Minister of Finance – Commercial Vehicle Operators Cert $50.00
24438 Minister of Finance – OPP $4,486.00
24439 Munisoft – Computer work station $3,763.47
24440 Northern Telephone $397.68
24441 OMERS – February 2013 $3,387.16
24442 Prism Publishing $55.37
24443 Receiver General – Radio Renewal Fee/Annual $1,420.00
24444 Rona/Cashway $33.00
24445 Source for Sports $1,288.30
24446 Temiskaming Speaker $324.99
24447 Temiskaming Municipal Association $150.00
24448 Temiskaming Office Pro $146.70
24449 Uniongas $1,201.99
24450 Waynes Garage February 2013 $721.00

General Expense Total $28,316.51

ADJOURNMENT
Motion 13-02-38 MOVED BY Lois Perry and SECONDED BY Susan Cote:
BE IT RESOLVED THAT this meeting do now adjourn. Carried.

_____________________________________ ____________________________________
CLERK-TREASURER MAYORMinutes 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 25th, 2013 at 6:00 P.M.

There were present: Acting Mayor: C. Marcella
Councillors: S. Cote
L. Perry

Clerk-Treasurer: C. Bigelow

By-Law Officer: K. Jones

Deputation: Jeff Dean, Telephone Presentation on CGIS – Municipal GIS & Data Integration

ADOPTION OF THE AGENDA

Motion 13-02-19 MOVED BY Lois Perry and SECONDED BY Susan Cote:
BE IT RESOLVED THAT Council approves the agenda for the regular meeting of February 25th, 2013 as presented: Carried.

DECLARATION OF CONFLICT OR PECUNIARY INTEREST

N/A

ADOPTION OF THE MINUTES

Motion 13-02-20 MOVED BY Susan Cote and SECONDED BY Lois Perry :
BE IT RESOLVED THAT the minutes of the following Council Meetings be adopted as distributed: Regular Meeting – February 11, 2013 Carried.

ACCOUNTS

Motion 13-02-21 MOVED BY Lois Perry and SECONDED BY Susan Cote:
BE IT RESOLVED THAT THE General Accounts in the amount of $28,316.51 be passed and paid. Carried.

Motion 13-02-22 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT THE Payroll in the amount of $23,511.58 for the month of February be passed and paid. Carried.

IN CAMERA (CLOSED) SESSION

Motion 13-02-23 MOVED BY Lois Perry 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) a proposed or pending acquisition or disposition of land by the municipality or local board;

BE IT RESOLVED THAT Council agrees to convene in closed session at 6:05 p.m. to discuss the following matter; Offer of Purchase
Marsh Bay Residents Carried.

Continued (2)

Motion 13-02-24 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT Council agrees to reconvene in open session at 6:45 p.m. without a report. Carried.

DEPUTATION

Mr. Jeff Dean made a presentation by telephone regarding CGIS -Municipal GIS & Data Integration to Council. The program includes training, a Coach, Coordinator and Technician. An application for funding will be forwarded to NOHFC and FEDNOR and, if successful, the municipal share will be $5,640.00 over two years. CGIS has proven to be a very useful tool in other municipalities and highly recommended.

Motion 13-02-25 MOVED BY Lois Perry and SECONDED BY Susan Cote:
WHEREAS there is an overwhelming demand for current, accurate and complete data and information with respect to planning, building, development and asset management;
AND WHEREAS there are a number of municipalities, and the public health unit, participating in a centralized information sharing program being developed by CGIS Spatial Solutions;
AND WHEREAS there is funding available to offset the costs for acquisition of software, hardware, program technicians and the input of data, through NOHFC and FEDNOR;
BE IT RESOLVED THAT the Township of Coleman agrees to a commitment in principle (Pending successful funding) with CGIS for the provision of the Two (2) years BASIS Service package at a price of $2,810 per year and then once funding is obtained, the two year CGIS REGULAR service contract will be initiated. Carried.

STAFF REPORTS

Mr. Ken Jones presented his report.

Motion 13-02-26 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT Council approves the By-Law Officer’s Report submitted by Mr. Ken Jones, By-Law Officer, as presented: Carried.

The Clerk-Treasurer presented the Administration Report as follows:
– The Works Department employees will be paid for their overtime for December and January.
– The Clerk-Treasurer to review and update the employee manual.
– Council reviewed the correspondence presented by Mr. Klareigh regarding the thawing of his water.
– The Request for donation from the Food Bank will be reviewed when the 2013 budget is completed.
– Councillor Perry will attend the 2013 FONOM/MMAH conference.

Motion 13-02-27 MOVED BY Lois Perry and SECONDED BY Susan Cote
BE IT RESOLVED THAT Council approves the Administration Report Submitted by the Clerk-Treasurer, as presented: Carried.

BY-LAWS

Motion 13-02-28 MOVED BY Lois Perry and SECONDED BY Susan Cote
BE IT RESOLVED THAT By-Law No. 13-11 being a by-law to amend By-Law No. 11-27 being a by-law to provide for the setting of rates and charges for water supply be read a first and second time. Carried.

Motion 13-02-29 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT By-Law No. 13-11 be read a third and final time and be passed and enacted. Carried.

Continued (3)

Motion 13-02-30 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT By-Law No. 13-12 being a by-law to amend By-Law No. 03-11 being a by-law to impose fees and charges as required under the Municipal Act, 2011 be read a first and second time. Carried.

Motion 13-02-28 MOVED BY Lois Perry and SECONDED BY Susan Cote
BE IT RESOLVED THAT By-Law No. 13-12 be read a third and final time and be passed and enacted. Carried.

Motion 13-02-32 MOVED BY Lois Perry and SECONDED BY Susan Cote:
BE IT RESOLVED THAT By-Law No. 13-13 being a by-law for decreasing the speed of motor vehicles driving on Portage Bay Road, Gillies Depot Road and Nipissing Road from statutory speed limits be read a first and second time. Carried.

Motion 13-02-33 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT By-Law No. 13-13 be read a third and final time and be passed and enacted. Carried.

BUSINESS ARISING FROM THE MIN UTES

1. Minimum Road Service Standards – by-law review
– Deferred to the next meeting.

NEW BUSINESS

1. Conferences – Risk Management Official & Inspector Training course
City of Temiskaming Shores – Let’s Talk
LAS/AM) 2013 Town Hall Sessions
Active Living Action Planning Day
AMCTO – Contract Tendering
AMCTO – Rules of Procedure & the Science of Minute Taking

2. Motions – Temagami-Cobalt Corridor – funding applications
Munisoft – 2nd Work Station
TMA 2013 membership

Motion 13-02-34 MOVED BY Lois Perry and SECONDED BY Susan Cote:
WHEREAS the Temagami-Cobalt Corridor Committee deem it necessary to complete a geotechnical compilation of the region;
AND WHEREAS NOHFC and FedNor will each contribute approximately $45,000.00 towards the project;
BE IT RESOLVED THAT the Council of The Corporation of the Township of Coleman supports the region geotechnical compilation;
AND FURTHER the Council of The Corporation of the Township or Coleman agrees to contribute $2,500.00 over two years toward the project. Carried.

Motion 13-02-35 MOVED BY Lois Perry and SECONDED BY Susan Cote:
WHEREAS the Temagami-Cobalt Corridor Committee deem it necessary to create a website;
AND WHEREAS the BEAM program, if approved, will provide 75% of the project, up to $5,000.00;
BE IT RESOLVED THAT the Council of The Corporation of the Township of Coleman the creation of a website for the Temagami-Cobalt Corridor;
AND FURTHER the Council of The Corporation of the Township of Coleman agrees to contribute $300.00 toward the project. Carried.
Continued (4)

Motion 13-02-36 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT the Clerk-Treasurer be authorized to purchase computer equipment, programs and license for a second work station – $3,763.47. Carried.

Motion 13-02-37 MOVED BY Susan Cote and SECONDED BY Lois Perry:
BE IT RESOLVED THAT the Clerk-Treasurer be authorized to pay the Temiskaming Municipal Association 2013 membership in the amount of $150.00. Carried.

3. Accessibility Directorate of Ontario – on the move
– Council reviewed the correspondence advising the transfer of the ADO to the Ministry of Economic Development, Trade and Employment.

4. A discussion was held regarding the borrowing of municipal equipment. This matter will be revisited at the next meeting.

5. Council discussed the formation of a new committee to address some of the upcoming concerns with Public Works and the new Latchford dam. The Marsh Bay Conservation and Portage Bay Association will be invited to appoint a representative to work with Council on this committee.

6. The Spring Food Bank Drive will be held the weekend of March 23rd, 2013.

7. Ms Dawn Spires, Ministry of Northern Development and Mines advised the 6th Annual Ontario Mine Reclamation Symposium and Field Trip will be held June 18 – 20, 2013 in Cobalt, Ontario.

8. The District School Board Ontario North East who is in the process of developing a new Strategic Plan.

COMMITTEE REPORTS

Finance – Councillor Marcella will present the 2013 preliminary budget in the near future.

CORRESPONDENCE
– OMERS – member news
– AMO – Watch File, Breaking News
– Cambium Environmental – Municipal Waste & Environmental Management Services
– Weekly Detour – update
– AMCTO – municipal minute
– Mike Stadnyckyj – Water Tap
– Pitch-In Week – April 21 – 27, 2013
– WCWC – Training News
– The Risk Reporter -February 2013
– Ontario Trails Council – news
– Heritage Matters
– URBAN -Symposium 2013
– Ontario Tire Stewardship
– HazMat – update
– Yfactor Inc. – monitoring

Continued (5)

GENERAL ACCOUNTS

24425 Temiskaming Health Unit $6,127.00
24426 Coleman Fire Dept $200.00
24427 Lou Morreale $125.00
24428 Accuracy Environmental $39.55
24429 CIBC Visa $883.19
24430 Claire Bigelow February Travel/Misc Purchases $380.69
24431 Dam Depot $328.00
24432 Dianne Desormeaux – Wall Wire Covers $79.08
24433 Electronic North Inc $22.93
24434 Gisele’s Catering Ltd $2,589.96
24435 Home Hardware Bldg Ctre $42.91
24436 Linde Canada Ltd T4070 $72.54
24437 Minister of Finance – Commercial Vehicle Operators Cert $50.00
24438 Minister of Finance – OPP $4,486.00
24439 Munisoft – Computer work station $3,763.47
24440 Northern Telephone $397.68
24441 OMERS – February 2013 $3,387.16
24442 Prism Publishing $55.37
24443 Receiver General – Radio Renewal Fee/Annual $1,420.00
24444 Rona/Cashway $33.00
24445 Source for Sports $1,288.30
24446 Temiskaming Speaker $324.99
24447 Temiskaming Municipal Association $150.00
24448 Temiskaming Office Pro $146.70
24449 Uniongas $1,201.99
24450 Waynes Garage February 2013 $721.00

General Expense Total $28,316.51

ADJOURNMENT
Motion 13-02-38 MOVED BY Lois Perry and SECONDED BY Susan Cote:
BE IT RESOLVED THAT this meeting do now adjourn. Carried.

_____________________________________ ____________________________________
CLERK-TREASURER MAYOR