November 2, 2015

Regular Meeting Minutes November 2, 2015

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Minutes of a Regular Meeting held in the Council Chambers, 937907 Marsh Bay Road, Coleman Township, on Monday, November 2nd, 2015, at 6:00 p.m.

1. Calling the Meeting to Order

The meeting was called to order by Mayor Dan Cleroux at 6:00 p.m.

2. Roll Call

Present:

Mayor Dan Cleroux

Councillors Sue Cote, Ken Laffrenier, Cathy Marcella and Lois Perry

Also Present:

Claire Bigelow, Clerk-Treasurer

Brian Bigelow, Public Works Foreman

Don Laitinen, Fire Chief

Michelle Anderson, CCL Economic Development Officer

Regrets:

Logan Belanger, CAO

Members of the Public Present:

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3. Adoption of the Agenda

The Clerk-Treasurer requested that correspondence be added to section 16. Closed Session.

Resolution No. 15-11-01

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Sue Cote

Be it resolved that the agenda for the regular meeting of November 2, 2015, be approved as amended.

Carried.

4. Declaration of Conflict or Pecuniary Interest and General Nature Thereof

N/A

5. Adoption of the Minutes

Resolution No. 15-11-02

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Lois Perry

Be it resolved that the minutes of the following Council Meetings be adopted as distributed:

1) Regular Meeting – October 21, 2015

2) Special Meeting – October 22, 2015

October 26, 2015

Carried.

6. Accounts

Resolution No. 15-11-03

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Sue Cote

Be it resolved that the general accounts in the amount of $49,468.43 be passed and paid.

Carried. Regular Meeting Minutes November 2, 2015

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Resolution No. 15-11-04

Moved By: Councillor Sue Cote

Seconded By: Councillor Ken Laffrenier

Be it resolved that the Payroll in the amount of $28,666.22 for the month of October 2015 be passed and paid.

Carried.

7. Staff Reports

Resolution No. 15-11-05

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Lois Perry

Be it resolved that the Staff Reports be noted, filed and listed in the minutes of this meeting.

Carried.

1. Fire Department

The Fire Department responded to two fires at the municipal waste site from October 14-15, 2015, following a brush burn, and on October 22, 2015 for a waste fire. To prevent future occurrences, brush will be placed in another location, or chipped rather than burned. The Department also responded to a structural fire in Latchford on November 1, 2015.

2. Administration

The Clerk-Treasurer sought information on the following:

– 2015 annual compliance for emergency management: Council commented that the Township completed a tabletop exercise with the Town of Cobalt, and should be used for our annual compliance reporting to the Ministry.

– Meeting with wdp: Council confirmed availability on November 30, 2015.

– No Hunting Sign, Victors Way: Council advised that the existing sign will be removed.

– Resource Extraction Haulers on Portage Bay Road: Council requested the Public Works Foreman investigate, as well as discussed the possibility of posting signage.

8. Delegations

8.1. Michelle Anderson, CCL Economic Development Officer – Funding Opportunities

The CLL Economic Development Officer reviewed the following projects for funding applications with Council:

1. Canada Day Event at Bass Lake

– Council approximated that 250 people may attend

– Schedule entertainment, such as local talent, musicians, bands, bingo, etc.

2. Canada 150 Fund could be used for the projects listed below, but commented that the applications must be specific, detailed and to include measurable results.

– Accessibility for municipal buildings

– Rest Stop for Head Frame

– Ragged Chute display

3. Crown Land Purchase. Recommended re-applying to Fednor – Phase 1 and NOHFC. Michelle recommended requesting a letter of support from the Ministry.

4. Repair for Fire Hall

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9. By-laws

Resolution No. 15-11-06

Moved By: Councillor Lois Perry

Seconded By: Councillor Ken Laffrenier

Be it resolved that By-law No. 15-25 being a by-law to enter into an agreement with Melvin Fleming for the one-time, on-site collection of recyclable materials be hereby introduced and given first and second reading.

Carried.

Resolution No. 15-11-07

Moved By: Councillor Lois Perry

Seconded By: Councillor Ken Laffrenier

Be it resolved that By-law No. 15-25 be given third and final reading, be signed by the Mayor and CAO and the corporate seal affixed thereto.

Carried.

10. Unfinished Business

10.1. Proposed Closure of Haileybury Public School: Mayor Cleroux updated Council on a meeting held on Wednesday, October 21, 2015 regarding the initiation of a review on the school, and its possible closure.

10.2. 2015 Emergency Management Tabletop Exercise: Previously discussed in Administration Report.

10.3. Recycling Contract: The Clerk-Treasurer distributed a draft copy of a request for proposal for recycling services. Council will review for the next regular council meeting. In the interim, the existing recycling contract will be extended by three months.

11. New Business

11.1. Conferences:

11.1.1. 2015 Northern Ontario Tourism Summit: Council received for information

11.2. Motions:

11.2.1. Highway 11 from North Bay to Cochrane – Four (4) Laning

Resolution No. 15-11-08

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Lois Perry

Whereas Highway 11 is part of the Trans-Canada Highway connecting Ontario to Manitoba and Western Canada; and

Whereas almost all goods and services transported by truck to destinations west of Ontario, utilize Highway 11 from North Bay, through the Districts of Timiskaming and Cochrane; and

Whereas the amount of transport and tourist traffic has been steadily increasing over the last few years, raising safety issues for those using this two lane section of Highway 11; and

Whereas when major accident investigations occur the road is closed down for periods of 8 to 10 hours with no detours being available in many areas, resulting in isolation of our residents;

Now therefore be it resolved that the Council of the Township of Coleman hereby firmly endorses and petitions the Government of Ontario and the Government of Canada to begin the process of four-laning Highway 11 from North Bay to Cochrane; and

Further that this resolution be sent to the Temiskaming Municipal Association (TMA), the Northeastern Ontario Municipal Association (NEOMA), and all municipalities in the Nipissing, Temiskaming and Cochrane Districts for their support; and Regular Meeting Minutes November 2, 2015

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Further that all resolutions of support be returned to the City of Temiskaming Shores for submission to the Members of Parliament of Nipissing-Timiskaming and Cochrane-James Bay; the Members of Provincial Parliament for Nipissing, Timiskaming-Cochrane and Timmins-James Bay; the Premier of Ontario; and the Minister of Transportation.

Carried.

11.2.2. Participation and Financial Contribution for Power Dam Project Group

Resolution No. 15-11-09

Moved By: Councillor Lois Perry

Seconded By: Councillor Sue Cote

Whereas the Municipal Tax Advisory Group held a conference call on October 13, 2015, to discuss the assessment and taxation of power dams; and

Whereas it was determined that a comprehensive background and position paper will be developed, with estimated capped cost of $44,000; and

Whereas the Municipal Tax Advisory Group is seeking acceptance by the Township of Coleman for a contribution of funding estimated at $100.00; and

Whereas the Township of Coleman considers joining this endeavour to ensure that the Provincial contribution is not eroded, or more importantly, that alternative measures are taken to properly assess these structures for taxation purposes for long-term guaranteed stable municipal revenue;

Now therefore be it resolved that the Council of the Township of Coleman agrees to participate on this province-wide effort, and agrees to fund the upset estimated municipal contribution of $100.00.

Carried.

11.2.3. Central Ontario Ortho-photography Project – Letter of Intent to Commit Funding

Resolution No. 15-11-10

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Cathy Marcella

Whereas the Township of Coleman intends to participate in the partnership to acquire leaf off, digital orthophotography in central Ontario during the spring of 2016; and

Whereas the Council of the Township of Coleman acknowledges that the Ministry of Natural Resources and Forestry (MNRF) is the lead for this project and requires a Letter of Intent to Commit Funding as the first component of organizational commitment for the project;

Therefore be it resolved that the Council of the Township of Coleman agrees to pursue funding and a firm commitment for this project, and commits an upset estimated contribution of $1,694.15 upon finalization of the agreement.

Carried.

11.2.4. Northern Ontario Business Publication Renewal

Resolution No. 15-11-10

Moved By: Councillor Sue Cote

Seconded By: Councillor Cathy Marcella

Be it resolved that the Council for the Township of Coleman approves the subscription renewal of the Northern Ontario Business publication for two (2) year(s) for $39.85, including HST.

Carried.

11.2.5. Timiskaming Hospice Palliative Care Donation – Council deferred until the next regular council meeting.

11.2.6. Bill 100 – Supporting Ontario Trails Act – Defeated

11.2.7. Winter Plowing

Regular Meeting Minutes November 2, 2015

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Resolution No. 15-11-13

Moved By: Councillor Lois Perry

Seconded By: Councillor Ken Laffrenier

Be it resolved that Council for the Township of Coleman approve the hire of Mr. Scott Dufresne as the “On-Call” Snow Plow Operator for the 2015/2016 winter season.

Carried.

11.2.8. Christmas Turkey’s

Resolution No. 15-11-12

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Sue Cote

Be it resolved that Council for the Township of Coleman authorizes the Chief Administrative Officer to purchase:

1. 20 pound turkeys for all members of Council and Township employees;

2. Hams for the volunteer firemen.

Carried.

11.3. MOECC – Source Protection Municipal Road Signs: Council received as information

11.4. Cobalt Public Library – Donation: The correspondence was reviewed by Council. Council commented that the Township’s annual donation has been allotted, and provided the contact information for the Timiskaming Foundation to discuss funding opportunities. Council recommended the Library consider implementing user fees for non-residents, and directed staff to request an increase for 2016 Library Funding.

11.5. Fire Hydrants – The Public Works Foreman indicated that fire hydrants are still problematic. Mayor Cleroux will contact the associated company, and Council advised that if the company does not correct the ongoing issues, a letter issue will be issued from the Township’s lawyer.

12. Committee Reports

12.1. Public Works, Dan Cleroux: No report

12.2. Finance, Cathy Marcella: Requested the last quarter financial report

12.3. Government Liaison, Dan Cleroux: No report

12.4. Tourism & Recreation, Lois Perry: No report

13. Correspondence

13.1. AMCTO – Launch of AMP

Municipal Minute, October 28, 2015

Municipal Act Report & Submission

13.2. AMO – LAS’s New Recreational Lighting Service

AMO Watchfile – October 29, 2015

Policy Update – Ontario Response to the Report of the Expert Advisory Panel on Homelessness

13.3. Canadian Manufacturing Online – How are you repairing, cleaning and retiring protective apparel.

13.4. The Checker – Equipment & Vehicle Specific Checklists for EMS & Fire

Winter is here and we have the inspections you need

13.5. Grant Thornton – 2015 Election Results

13.6. Heritage Matters – Volume 13, Issue 2, October 2015

13.7. iCompass – How Waxhaw’s clerk quickly got a handle on the needs of a growing community

13.8. IPAC – Leading Change Effectively in Government

13.9. Ministry of Natural Resources – Black Bear Management

Regular Meeting Minutes November 2, 2015

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13.10. MPAC – 2015 Property Assessment Notice Mailing

2014 Enumeration Process – Final Results

MPAC News – October 2015

13.11. Municipal Recruiting Report – Ontario

13.12. MuniSoft – Financial Products (Financials and Receivables)

13.13. MWXtra – October 28, 2015

13.14. MFOA – Call for Topics

13.15. OGRA – E-News October 28, 2015

13.16. Public Services Health & Safety Association

13.17. Quest 2015 – Community Energy Builder Award Winners

13.18. Trenchless International Update – October 28, 2015

13.19. WDO – Approved Plan to Improve Management of Pesticides Solvents and Fertilizers

Resolution No. 15-11-16

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Lois Perry

Be it resolved that correspondence items 13.1 to 13.19 be noted, filed and recorded in the minutes of this meeting.

Carried.

14. Confirmatory By-law

Resolution No. 15-11-14

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Lois Perry

Be it resolved that By-Law No. 15-26 being a By-Law to confirm certain proceedings of Council be read a first and second time.

Carried.

Resolution No. 15-11-15

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Sue Cote

Be it resolved that By-Law No. 15-26 be read a third and final time and be passed and enacted.

Carried.

15. Notice of motion

N/A

16. In camera (closed) session

Resolution No. 15-11-17

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Cathy Marcella

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:

(b) personal matters about an identifiable individual, including municipal or local board employees;

Be it resolved that Council agrees to reconvene in closed session at 7:30 p.m. to discuss the following matters:

1. Communities of the Montreal River Group

2. Property Standards – Residential Home

3. Mel’s Recycling

4. Operating Plan/ Adshead

5. Chitaroni Correspondence

Carried. Regular Meeting Minutes November 2, 2015

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Resolution No. 15-11-17

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Cathy Marcella

Be it resolved that Council agrees to reconvene in open session at 8:30 p.m. with a report.:

The Council of The Corporation of the Township of Coleman approved Mr. Don Adshead’s Operating Plan as presented on October 29th, 2015.

Carried.

17. Adjournment

Resolution No. 15-11-19

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Sue Cote

2015 11 02 REG

Be it resolved that this meeting do now adjourn at 8:30 p.m.

Carried.

General Accounts CAO

Mayor