June 16, 2014

 Minutes – Draft Only REGULAR MEETING MINUTES June 16, 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, June 16th, 2014 at 6:00 P.M.

There were present: Mayor: D. Cleroux

Councillors: S. Cote

C. Marcella

L. Neil

L. Perry

Clerk-Treasurer: C. Bigelow

By-Law Officer: K. Jones

Deputation: Jim Patrick, Paul Bogart.

ADOPTION OF THE AGENDA 

Motion 14-06-13 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:

BE IT RESOLVED THAT Council approves the agenda for the regular meeting of June 16th, 2014 as presented – Addition – Meeting with Clinic Carried.

DECLARATION OF CONFLICT OR PECUNIARY INTEREST 

Councillor Perry with matters dealing with Prism Publishing and The Voice

ADOPTION OF THE MIN UTES 

Motion 14-06-14 MOVED BY Cathy Marcella and SECONDED BY Lois Perry:

BE IT RESOLVED THAT the minutes of the following Council Meetings be adopted as distributed: Regular Meeting – June 2, 2014 Carried.

ACCOUNTS 

Motion 14-06-15 MOVED BY Lisa Neil and SECONDED BY Cathy Marcella:

BE IT RESOLVED THAT THE General Accounts in the amount of $20,452.35 be passed and paid. Carried.

DEPUTATION 

Ms. Belinda Beairsto was in attendance to update Council regarding the progress being made with Tourist Camps regarding recycling at their locations. Ms. Beairsto was very positive with cooperation she had received from the Tourist Camp Owners.

Ms. Beairsto will visit Bass Lake Park and discuss recycling with Ms. Milroy and Works Foreman, Mr. Brian Bigelow. Beverage and food containers will be targeted initially. Signage on the containers will be required to begin the process.

A discussion was held regarding a receptacle at the landfill site. Various container were proposed – Council agreed that a garden shed could be used to begin with. The Waste Management Board will be closing at the end of the year and a container might be obtained from them at that time. Minutes – Draft Only REGULAR MEETING MINUTES June 16, 2014 _____________________________________________________________________________ 

Continued (2)

STAFF REPORTS 

Administration 

The Clerk-Treasurer reported on the NEOnet – GIS Project – Kick Off Meeting.

The Township of Coleman is in a good position at this time. The Township of Coleman and the Town of Latchford will join to hire a person to complete the document scanning.

Temiskaming Nordic Ski Trail – Council approved Mt. Storey’s request to widen the road 200 M in front of the chalet, East of the Access Road – this work to be performed at their expense.

Food Bank – Claire Bigelow and Emilie Mercier have volunteered to manage the Food Bank. Quarterly meetings will be held in the Council Chambers.

Ontario Northland – Marsh Bay Crossing repair

The repair of the Public Crossing at Mile 97.81 Temagami Subdivision Marsh Bay Road is being done – cost to the municipality – estimated $12,347.99 (plus HST) – this cost will be invoiced in 2015.

Jason Leis and Bruce Leis called to thank Council for upgrading the Ferguson Road.

Council approved to reimburse Mr. Don Revoy’s Bass Lake Fees for six months.

PACCAR – Council approved final payment in the amount $62,287.86

The regular meeting and garbage pick up will be re-scheduled to July 2nd 

Motion 14-06-16 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:

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

Fire Department 

Councillor Cote reported that

– 2 Volunteers have resigned – one moved and the other due to family commitments

2 other Volunteers have been removed due to lack of attendance

– Highway Clean up will be held June 19th, 2014.

– Volunteers Fighters Peter Nadeau and Bob Hearn will be contacted during the day should it be required.

– Enquired if there are fines for false fire alarms – will review the By-Law.

BUSINESS ARISING FROM THE MINUTES 

– Regulation 438/97 – Municipal Investment

Deferred to the next regular meeting.

– Minimum Tax review

Councillor Neil will review the Municipal Act. Minutes – Draft Only Continued (3) REGULAR MEETING MINUTES June 16, 2014 _____________________________________________________________________________

Continued (3)

BUSINESS ARISING FROM THE MINUTES continued

– Ontario Northland – Non-Disclosure Agreement

Motion 14-06-17 MOVED BY Lisa Neil and SECONDED BY Cathy Marcella:

BE IT RESOLVED THAT Christine Gagnon and Claire Bigelow be authorized to sign the Non-Disclosure Agreement on behalf of the Township of Coleman with Ontario Northland. Carried.

– Coleman Parcels review

Motion 14-06-19 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:

BE IT RESOLVED THAT the Clerk-Treasurer be authorized to order a survey of the Portage Bay Parcels for the quoted price of $5,000.00 + HST. Carried.

– Burdock Problem

Agnico-Eagle Mines Limited have advised that the Township is not to initiate any work before they respond to our request to enter on their property.

– Diesel/Oil Tanks

The Clerk-Treasurer to request more information regarding the Diesel/Oil Tanks specs and installation.

– Latchford Dam Project – Memorandum of Understanding

Motion 14-06-18 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT Mayor Dan Cleroux be authorized to sign the Latchford Dam Project Memorandum of Understanding on behalf of the Township of Coleman.

NEW BUSINESS 

Conferences – Multicultural Centre Visit – June 29th 

TNO Service Excellence Workshops – update

Motions

– The Voice – National Camping Month – request for ad denied

– Prism Publishing – Biker’s Reunion – request for ad denied

The Clerk-Treasurer to request a sign from Phippen’s in the amount of $500.00 in support of the Biker’s Reunion.

Timiskaming Health Unit – Public Bathing Beach Monitoring – The Timiskaming Helath Unit will monitor Bass Lake Beach water quality again this year.

Councillor Marcella submitted a report on the meeting with Dr. Gretchen Roedde for Council information.

– Coleman Municipal Policies Minutes – Draft Only REGULAR MEETING MINUTES June 16, 2014 _____________________________________________________________________________

Continued (4)

NEW BUSINESS continued 

Motion 14-06-20 MOVED BY Cathy Marcella and SECONDED BY Lois Perry

BE IT RESOLVED THAT the Council of The Corporation of the Township of Coleman approved the attached Municipal Policies, Employee Handbook Policies and Health & Safety Policies.

Township of Coleman Municipal Policies 

Employee Performance Evaluation Form

Employee Travel Policy

Equal Opportunity Policy

Harassment Policy

Health & Safety Policy

Hiring Policy

Hours of Work Policy

Human Resource Definition Policy

Jury & Witness Duty Policy

Pregnancy, Parental & Adoption Policy

Remuneration & Travel Policy (Council)

Retirement Policy

Safety & Clothing Allowance Policy

Service & Recognition Policy

Sick Leave Policy

Smoke Free Policy

Statutory & Civic Holiday Policy

Temporary Lay Off Policy

Training, Maintaining & Development Policy

Employee Travel Expense Remittance Form

Use of Personal Vehicle Policy

Vacation Policy

Vision Care Policy

Voting Leave Policy

Employee Handbook Policies 

Attendance Policy

Benefit Policy

Bereavement, Compassionate & Donation Policy

Classification & Wage Rate Policy

Code of Conduct Policy

Contract of Employment Document

Discipline Policy

Dispute Resolution Policy

Elected Officials Ipad Policy

Employee Feedback Policy

Employee Handbook

Employee Performance Evaluation Policy

Health & Safety Policies 

Return To Work Policy

Workplace Inspection Policy Carried. 

The Clerk-Treasurer presented the May Financial Report. Minutes – Draft Only REGULAR MEETING MINUTES June 16, 2014 _____________________________________________________________________________

Continued (5)

CORRESPONDENCE 

– MNR – Bear Management Pilot Program

– ACT Canada – newsletter

– AMCTO- Municipal Monitor, update

– AMO – Watch File

– Autovision – Spring Edition

– Brian Mergelas – e-news

– Cleantech Canada – newsletter

– CUI – Update

– Environmental Events – update

– Graham Zeisner – newsletter

– HazMat – update

– Icompass – news

– Lancaster House – headlines, issue

– Ontario Tire Stewardship – news

– Ontario Trails – e-news

– Recycling – update, news

– Water Environmental Geosciences Ltd – ad

– The Weekly Detour – newsletter

– Uniongas – notice of application

– CADC Magazine

– Influential Women of Northern Ontario

– SB&D – magazine

IN CAMERA (CLOSED) SESSION 

Motion 14-06-21 MOVED BY Susan Cote 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) 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 7:50 p.m.

to discuss the following matter: Clean Yard By-Law

Matters dealing with private residents

Sharp Lake Park Carried.

Motion 14-06-22 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:

BE IT RESOLVED THAT Council agrees to reconvene in open session at 9:00 p.m. without a report. Carried.

Motion 14-06-23 MOVED BY Lida Neil and SECONDED BY Lois Perry:

BE IT RESOLVED THAT Council approves the By-Law Officer’s Report submitted by Mr. Ken Jones, as presented: Carried.

Mayor Cleroux will discuss signage with Works Foreman, Brian Bigelow – some 911 signs and other signs throughout the municipality need attention.

Councillor Perry advised the “Take the Lake Tour” signs have been ordered. Minutes – Draft Only REGULAR MEETING MINUTES June 16, 2014 _____________________________________________________________________________

Continued (6)

ADJOURNMENT 

Motion 14-06-24 MOVED BY Cathy Marcella and SECONDED BY Lisa Neil:

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

GENERAL ACCOUNTS 

25606 – Incorrect Venter 0

25607 – Cheque damaged 0

25608 – Sudbury Aviation Ltd 4,446.58

25609 – Jennifer Milroy 1,250.00

25610 – Hydro One 2,575.69

25611 – Clover Valley Contracting 1,328.03

25612 – Accuracy Environmental 39.55

25613 – Bartlett’s Auto Electric 126.24

25614 – Bluewave Elergy 263.20

25615 – CGIS centre 796.65

25616 – City of Timmins 301.79

25617 – Gabbani Courier Service 32.50

25618 – H2O on the Go 62.00

25619 – Home Hardware Building Centre 128.79

25620 – Hydro One 184.71

25621 – J.L. Richards & Associates 1,239.89

25622 – Kemp Pirie 349.09

25623 – Lakeview Signs 282.50

25624 – Linde Canada Ltd. 91.75

25625 – Minister of Finance 50.00

25626 – Munisoft 226.00

25627 – North Cobalt Flea Market 909.90

25628 – #1 Auto Supplies 7.22

25629 – Phippen Waste Management 300.02

25630 – Superior Propane 55.37

25631 – Temiskaming Speaker 688.75

25632 – Temiskaming Office Pro 197.95

25633 – Township of Coleman 2,259.40

25634 – TSC Stores 129.24

25635 – Uniongas 539.54

25636 – Voided

25637 – Wayne’s Garage 1,590.00

TOTAL $20,452.35 

_____________________________________ ____________________________________

CLERK-TREASURER MAYOR