November 11, 2014

REGULAR MEETING MINUTES November 3, 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, November 3rd , 2014 at 6:00 P.M.

There were present: Mayor: D. Cleroux

Councillors: S. Cote

C. Marcella

L. Neil

L. Perry

Works Department: Peter Monk

Clerk-Treasurer: C. Bigelow

By-Law Officer: K. Jones

ADOPTION OF THE AGENDA

Motion 14-11-011-10-22 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:

BE IT RESOLVED THAT Council approves the agenda for the regular meeting of November 3rd, 2014 as presented: Carried.

DECLARATION OF CONFLICT OR PECUNIARY INTEREST

Councillor Perry declared a conflict of interest with matters dealing with The Speaker.,

ADOPTION OF THE MIN UTES

Motion 14-11-02 MOVED BY Cathy Marcella and SECONDED BY Lisa Neil :

BE IT RESOLVED THAT the minutes of the following Council Meetings be adopted as distributed: Regular Meeting – October 20, 2014 Carried.

ACCOUNTS

Motion 14-11-03 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT THE General Accounts in the amount of $42,861.19 be passed and paid.Carried.

STAFF REPORTS

Works Department

– Mayor Cleroux advised a complaint has been received regarding Creighton Drive. Mr. Monk will address this concern.

– Road Foreman, Mr. Bigelow, met with Mr. Britt Herd to view municipal roads. Culverts will be installed on Ferguson Road this Fall.

– Barricades must be installed at the entrance of Road B coming off Portage Bay Road. A letter will be forwarded to Mr. Albert Chitaroni advising him that barricades must be installed at the beginning of Road B indicating that a hazard exists.

– Hydrants have bee flushed and winterized. All hydrants were inspected and repaired where required.

Mr. Bigelow will discuss the problem with hydrants with the Manufacturer, the Engineer from Ray Miller and Mr. Bruce McMullan. A report will be forwarded to the Manufacturer.

– Ms. Carolyn requested that check valve be installed in the Coleman Water Distribution System to prevent the problem experienced with her hot water tank. The Clerk-Treasurer to advise Ms. Chevrier that check valve cannot be installed on a fire hydrant and, perhaps, a check valve could be installed on her side of the meter. REGULAR MEETING MINUTES November 3, 2014 _____________________________________________ ________________________________

Motion 14-11-04 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT Council approves the Works Department Report submitted by Mr. Peter Monk, as presented: Carried.

Continued (2)

Administration

– The Clerk-Treasurer advised a resident expressed a concern with the entrance of the Community Hall. She advised a fluorescent strip could be placed at the entrance to indicate the step. Council approved the installation of a motion sensor light.

– A short report comparing the Municipal Waste Site 2013 revenues with the 2014 revenues was presented.

– A report was presented for the ATV revenue and expenses. The Clerk-Treasurer to bring the 2013 report at the next meeting.

– A Private Plowing report was presented. Council requested a comparison of the 2013 and 2014 call outs and the number of residents who have paid for the 2014/2015 private plowing

Motion 14-11-05 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.

BUSINESS ARISING FROM THE MINUTES

1. Dibrina Sure Insurance – Critical Illness Insurance

Motion 14-11-06 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT the Clerk-Treasurer be authorized to purchase Critical Illness Insurance for each Full Time Municipal Employee in the amount of $23.70 per employee from Dibrina Sure Insurance – Monthly cost $94.80

– Annual cost $1,137.60Carried.

2. Trailer By-Law review

Copies were distributed to Mr. Ken Jones for review.

3. Ministry of Natural Resources – Slash Pile Burn

Council reviewed correspondence from the Ministry of Natural Resources indicating the Slash Pile Burn is being held South of the Town of Latchford. The Clerk-Treasurer to request an extension for the March 2015 reporting deadline to the Province as work on the culverts was delayed to due the heavy rainfall and flooding during the Summer of 2014. The Clerk-Treasurer to ask Miller Paving for a confirmation letter to this effect to be submitted with the request for extension. REGULAR MEETING MINUTES November 3, 2014 _____________________________________________ ________________________________

4. Small Rural & Northern Municipal Infrastructure Fund – reporting

The Clerk-Treasurer to request an extension for the March 2015 reporting deadline to the Province as work on the culverts was delayed to due the heavy rainfall and flooding during the Summer of 2014. The Clerk-Treasurer to ask Miller Paving for a confirmation letter to this effect to be submitted with the request for extension.

NEW BUSINESS

l. Conferences

– Emergency Management – Sector Meeting

– Northeast Treasurers’ Forum

2. Motions –

– Speaker – Fire Department – Carbon Monoxide Awareness & Christmas Fire Safety

Motion 14-11-07 MOVED BY Cathy Marcella and SECONDED BY Lisa Neil :

BE IT RESOLVED THAT the Clerk-Treasurer be authorized to purchase an ad for the Coleman Fire Department for fire awareness during the Christmas Season in the amount of $155.00. Carried.

Continued (3)

– Speaker – Remembrance Day

Motion 14-11-08 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT the Clerk-Treasurer be authorized to purchase an ad for Remembrance Day in the amount of $82.00 + tax Carried.

– Municipality of Wawa

Council reviewed correspondence regarding the provincial Power Dam Special Payment Program.

– Town of Bancroft

Council reviewed correspondence regarding OPP policing costs. REGULAR MEETING MINUTES November 3, 2014 _____________________________________________ ________________________________

– Annual Motions

Motion 14-11-05 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT the Clerk-Treasurer be authorized to submit an application for four (4) students for the Summer Career Placement Program for 2015.

1 – Work Public

3 – Swim Program Carried.

Motion 14-11-10 MOVED BY Lisa Neil and SECONDED BY Cathy Marcella:

BE IT RESOLVED THAT Municipal Employees be paid for 2014 overtime and holidays not taken during the year. Carried.

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

BE IT RESOLVED THAT the Clerk-Treasurer be authorized to purchase (20 lbs) turkeys for all Members of Council and Township Employees and hams for the Volunteer Firemen.

In addition 1 ham and 1 large turkeys will be purchased for the Annual Christmas Dinner at the Golden Age Club on December 25th, 2014 and one large turkey for the Coleman Fire Department annual holiday celebration.

Motion 14-11-12 MOVED BY Susan Cote and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT the Clerk-Treasurer be authorized to pay the honorarium to the Property Standards Committee for the year 2014. Carried.

Motion 14-11-13 MOVED BY Lois Perry and SECONDED BY Lisa Neil:

BE IT RESOLVED THAT the Clerk-Treasurer be authorized to pay all accounts presented to the Township up to and including December 31, 2014. Carried.

Motion 14-11-14 MOVED BY Cathy Marcella and SECONDED BY Susan Cote:

BE IT RESOLVED THAT the Township Auditors be instructed to transfer surplus, if any, for 2014 REGULAR MEETING MINUTES November 3, 2014 _____________________________________________ ________________________________

to working capital reserve account, any deficit be withdrawn from working capital reserve account.

Carried.

Motion 14-11-15 MOVED BY Lisa Neil and SECONDED BY Lois Perry:

BE IT RESOLVED THAT Mr. Scott Dufresne be hired on “ON Call” Snow Plow Operator for the winter of 2014/2015 at the 2014 operator’s rate. Carried.

3. Ministry of Citizenship, Immigration and International Trade

Council reviewed correspondence regarding the Outstanding Achievement Award for Voluntarism in Ontario.

Continued (4)

4. FedNor – Regional Economic Initiative

Mayor Cleroux presented the Letter of Interest for the Regional Economic Initiative submitted by the Town of Cobalt on behalf of the Towns of Cobalt and Latchford and the Township of Coleman.

5. Timiskaming Board of Health Appointments

The appointment of a municipal representative to the Timiskaming Board of Health will be considered when the newly elected Council takes office.

6. The Bunker Military Museum

The Bunker Military Museum Annual Fund Raising Event is scheduled for December 6th, 2014.

7. Temiskaming Community Council – 14th annual Harvester’s Gathering

The Clerk-Treasurer will look into getting an article for their silent auction scheduled for REGULAR MEETING MINUTES November 3, 2014 _____________________________________________ ________________________________

November 22nd, 2014.

CONFIRMATORY BY-LAW

Motion 14-11-16 MOVED BY Lois Perry and SECONDED BY Cathy Marcella:

BE IT RESOLVED THAT By-Law No. 11-10 being a by-law to confirm certain proceedings of Council be read a first and second time. Carried.

Motion 14-11-17 MOVED BY Lisa Neil and SECONDED BY Susan Cote:

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

IN CAMERA (CLOSED) SESSION

Motion 14-11-18 MOVED BY Lisa Neil 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;

(c) 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: Chitaroni Subdivision

Chitaorni Property

Adshead Property

Sharp Lake Park

Latchford Clinic Carried.

Motion 14-11-19 MOVED BY Lisa Neil and SECONDED BY Cathy Marcella:

BE IT RESOLVED THAT Council agrees to reconvene in open session at 9:20 p.m. without a REGULAR MEETING MINUTES November 3, 2014 _____________________________________________ ________________________________

report. Carried.

Motion 14-11-20 MOVED BY Lisa 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.

Continued (5)

CORRESPONDENCE

– Gino Chitaroni – Confirmation of Staking

– AMCTO – Municipal Minute

– AMO – Watch File, Breaking News

– Accessibility Directorate – appointment

– Cleantech Canada – news

– Earlton-Timiskaming Regional Airport Municipal Services Board – minutes

– Energy East – update

– Graham Zeisner – training

– HR Advantage – newsletter

– HazMat Management – news

– IPAC – news

– Khan, Shannon (MNTCS) – Ontario Public Library Service Awards

– Lancaster House – eAlert, Conference

– MPAC – 2014 Property Assessment Notice Mailing, 2014 Year-End Property Assessment Notice

– OMERS – member news, Reminder and Updates, newsletter

– OGRA – Winter planning/deployment

– Ontario Tire Stewardship – update

– Orkin Canada – Advisor

– Recycling Product News – newsletter

– Share the Road – update

– Sports Turf – news

– Water Drinking (ENE) – Notice of Release

– Weekly Detour – update

– Real Estate – new edition

ADJOURNMENT

Motion 14-11-21 MOVED BY Lisa Neil and SECONDED 25936 Brenda Brooks 235.00 REGULAR MEETING MINUTES November 3, 2014 _____________________________________________ ________________________________

BY Lois Perry:

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

GENERAL ACCOUNTS

25934 Xerox Canada Ltd. 20.98

25935 Trevor Tomlinson 580.25

25936 Brenda Brooks 235.00

25937 Emma Laughlin 230.00

25938 Joanne Beeson 415.00

25939 Jocelyn Bedard 50.00

25940 Sharon Nadeau 230.00

25941 Trina Breault 330.00

25942 Don Laitinen 1,650.00

25943 Accuracy Environmental 39.55

25944 Carleton Uniforms 353.41

25945 CIBC 56.27

25946 Claire Bigelow 499.84

25947 Cobalt Public Library 1,498.00

25948 Cote;s Pole Line Inc. 438.44

25949 Dist Tim Social Services Ad Bd 16,248.00

25950 Hydro One 41.96

Continued (6)

GENERAL ACCOUNTS continued

25951 J.L. Richards & Associates Ltd 2,443.20

25952 Minister of Finance – OPP 4,926.00

25953 NorthernTel Mobility 207.22

25954 OMERS 4,413.36

25955 Orkin PCO Services 86.45

25956 Phippen Signs 90.17

25957 Pioneer Diesel Injection Lts 38.99

25958 Purolator Courier Ltd. 9.61

25959 Receiver General – Payroll 5,258.96

25960 Staples 41.37

25961 Strongco Equipment 1,425.27

25962 Techknowledgy Office Pro 2.46

25963 Tri-Town Automotive Ind Supply 155.06

25964 Workplace Safety & Ins. Bd 846.37

TOTAL $42,861.19

_____________________________________ ____________________________________

CLERK-TREASURER MAYOR