MINUTES For the Regular Meeting of the Council of the Municipality of West Grey Held on Monday, April 2, 2012 at 9:00 a.m. At the Council Chambers West Grey Municipal Office Council Staff Mayor Kevin Eccles, Deputy Mayor John A. Bell, Councillor Bev Cutting, Councillor John Eccles, Councillor Carol Lawrence, Councillor Don B. Marshall, Councillor David Mollison, Councillor Mark Rapke, Councillor Rob Thompson Christine Robinson, CAO; Mark Turner, Clerk. Kerri Mighton, Director of Finance/Treasurer; Ken Gould, Director of Infrastructure and Public Works during reports Lord s Prayer/Moment of Reflection Declarations of Pecuniary Interest & General Nature Thereof - None Closed Session THOMPSON-JOHN ECCLES, WHEREAS, the Municipal Act, S.O. 2001, Section 239 (2), authorizes Councils of municipalities to close to the public a meeting or part of a meeting for dealing with certain subject matters, NOW THEREFORE BE IT RESOLVED, that the Municipality of West Grey, does now go into a closed session of Council at 9:06 a.m., with the CAO, Clerk, and Director of Building Services/C.B.O., to discuss items which relate to personal matters about an identifiable individual, including municipal or local board employees; and litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board. #65-12 MOLLISON-JOHN ECCLES, BE IT RESOLVED THAT, the Council of the Municipality of West Grey hereby returns to Open Session of Council at 10:13 a.m. #66-12 (Mayor Eccles confirmed that only closed session items identified were discussed in closed session). Matters Arising from the Closed Session n/a Public Meetings - None Part I - Consent Agenda Adoption of Minutes Council:
(2) April 2, 2012 A1 Minutes of Regular Council Meeting March 19, 2012 Minutes of Committee of the Whole March 26, 2012 Committees: A2 West Grey Fire Committee February 13, 2012 Normanby Recreation Advisory Committee February 15, 2012 West Grey Public Works Committee February 17, 2012 West Grey Waste Management & Environmental Committee February 17, 2012 West Grey Fire Committee March 15, 2012 (draft) West Grey Public Works Committee March 22, 2012 (draft) West Grey Waste Management & Environmental Committee March 23, 2012 (draft) Other A3 Saugeen Mobility and Regional Transit Board February 16, 2012 (draft) Elmwood Community Centre Board February 28, 2012 resolution #67-12 RAPKE-LAWRENCE, BE IT RESOLVED THAT, the minutes of the Regular Meeting of the Council of the Municipality of West Grey, held on March 19, 2012, and the minutes of the Committee of the Whole meeting, held on March 26, 2012, be adopted as printed; AND FURTHER THAT, the Minutes of the West Grey Committees A2, be received, as circulated; FURTHER THAT, the Other Minutes A3, be received, as circulated. #67-12 Award of Tenders B1 (See Report #IPW 04-02-12) Routine Department Reports C1 None Miscellaneous Correspondence (For Information Only - Not Circulated but Available for Viewing at Meeting) D1 Association of Municipalities of Ontario A Few Early Signals Related To Provincial Budget 2012-2013, AMO s 2012 Pre-Budget Submission Urges, Let s Get This Right D2 Association of Municipalities of Ontario New Feed-in Tariff (FIT) Program Rules Changed D3 Association of Municipalities of Ontario Office of the Auditor General of Ontario Releases Special Report on Ornge Air Ambulance and Related Services: Potential Impacts for Municipal Land Ambulance Services D4 Southwest Economic Alliance registration for 2012 SWEA Assembly; Immigrant Attraction and Small Business Conference in Sarnia
(3) April 2, 2012 D5 Association of Municipal Managers, Clerks & Treasurers of Ontario Helping Ontario Achieve its Budget Goals Advice from AMCTO the Municipal Experts D6 Federation of Canadian Municipalities FCM News, week of March 12&19/12 D7 Association of Municipalities of Ontario March 15 & 22/12 AMO Watch Files D8 Ontario Minister Responsible for Seniors re: 2012 Senior of the Year Award D9 Bluewater Wood Alliance January 2012 newsletter D10 Centre Grey Health Services Foundation invitation to Tribute Concert event D11 Grey Bruce Health Unit News Release re: Local food in local institutions D12 Region 7 Tourism RTO7 March 2012 newsletter & Newsletter #6 D13 Association of Municipalities of Ontario Ontario s Provincial & Municipal Budgets Must be Sustainable, The 2012 Provincial Budget D14 Township of Havelock-Belmont-Methuen resolution re: Ontario Wildlife Damage Compensation Program D15 D16 Municipality of Clarington resolution re: wind turbine moratorium Bruce-Grey Catholic District School Board Winter 2012 Catholic Community Newsletter (hard copy only) Future Committee Meetings E1 West Grey Planning Advisory Committee April 16, 2012, 1:00 p.m., West Grey Municipal Office Part II - Regular Agenda Communications from the Mayor and Council Mayor Eccles reported on past activities and events since the last regular meeting of Council, and on upcoming events and activities. Delegations - None Business Arising from the Previous Meeting Saugeen Valley Conservation Authority re: proposed Upper and Lower Durham Dam Safety Upgrade Project resolution #68-12, #58-12 LAWRENCE-BELL, BE IT RESOLVED THAT, resolution no. 58-12 is hereby lifted from the table. #68-12 JOHN ECCLES-MOLLISON, BE IT RESOLVED THAT, the Council of the Municipality of West Grey hereby approves the dam safety upgrades proposed by the Saugeen Valley Conservation Authority for the Upper and Lower Durham Dams at a total estimated cost of $6,000.00, subject to approval of the Ministry of Natural Resources Water and Erosion Control Infrastructure Funding;
(4) April 2, 2012 AND FURTHER THAT, as the benefiting municipality, the Municipality of West Grey hereby agrees to pay 50% ($3,000.00 maximum) of the actual project costs out of current revenue. #58-12 (Council requested the CAO to forward a letter to the SVCA to inform the Authority of the West Grey budget process, including the latest date for budget requests, and any requests received after that date may not be supported. Council also requested the SVCA to provide a detailed breakdown of the costs associated with the proposed Upper and Lower Durham Dam safety upgrades project.) Directors Reports Director of Finance/Treasurer - Report #FTR 04/02/12 Approval of Accounts, Voucher #6-2012 resolution #69-12 Recommendation from Economic Development Committee resolution #70-12 Recommendation from Committee of the Whole resolution #71-12 THOMPSON-BELL, BE IT RESOLVED THAT, the Director of Finance/Treasurer be authorized to pay the accounts presented as Voucher #06-2012 of the Municipality of West Grey, in the amount of $445,621.28. #69-12 RAPKE-CUTTING, BE IT RESOLVED THAT, the Council of the Municipality of West Grey hereby approves the grant to the Bluewater Wood Alliance of $2,381.33 for 2012, to be taken from the Economic Development Reserve Fund, as recommended by the Economic Development Committee. #70-12 THOMPSON-JOHN ECCLES, BE IT RESOLVED THAT, the Council of the Municipality of West Grey hereby approves engaging L. Alan Grinham Architect Inc., to complete conceptual architectural drawings for the Durham Library Branch expansion, focusing on accessibility needs, at an upset limit of $5,000.00, as recommended by the Committee of the Whole. #71-12 Director of Infrastructure and Public Works Report #IPW 04/02/12 Ontario One Call Registration resolution #72-12 Tenders and Quotes resolution #73-12, #74-12, #75-12, #76-12, #77-12, #78-12, #79-12, #80-12, #81-12 Permit to Take Water (The Director of Infrastructure and Public Works informed Council that a Permit to Take Water was obtained from the Ministry of Environment for the proposed Durham Drinking Well at 790 Garafraxa St. N. (received for information) Louisa St., Ayton (Five LED lights are being installed on a trial basis) (received for information) Street Sweeping (street sweeping is finished in Durham, Ayton & Neustadt, and is starting in Elmwood) (received for information)
(5) April 2, 2012 Tenders (Tenders have been requested for culvert replacement at Con. 14, SR#20, Normanby, and for sidewalk replacement in downtown Durham) (received for information) MOLLISON-CUTTING, BE IT RESOLVED THAT, the Council of the Corporation of the Municipality of West Grey accepts the recommendation of the Public Works Committee to register with Ontario One Call. #72-12 BELL-THOMPSON, BE IT RESOLVED THAT, the Council of the Corporation of the Municipality of West Grey hereby approves recommendations 1 through 8 as contained in Report IPW #04-02-12. #73-12 MOLLISON-CUTTING, BE IT RESOLVED THAT, the Corporation of the Works Committee to accept the tender from Donegan s Haulage 2010 Limited to crush, load, haul and spread 26,000 tonnes of A gravel in the Glenelg Patrol at a unit price of $4.39 per tonne and an approximate cost of $114,140.00 plus applicable taxes; and recommends Council accept the tenders from Joe Kerr Limited to crush, load, haul and apply 24,000 tonnes of A gravel in the Normanby Patrol at a unit price of $3.66 per tonne and approximate cost of $87,840.00 plus applicable taxes; and load haul and spread 24,000 tonnes of A gravel in the Bentinck Patrol at a unit price of $1.85 per tonne and approximate cost of $44,400.00 plus applicable taxes. #74-12 RAPKE-MOLLISON, BE IT RESOLVED THAT, the Corporation of the Municipality of West Grey Council accepts the recommendation of the Public Works Committee to accept the tender from 552976 Ontario Limited c/o Cliff Holland Trucking to supply dust suppressant to West Grey at a cost of $264.00 per flake tonne for an estimated cost of $151,800.00 plus applicable taxes. #75-12 CUTTING-LAWRENCE, BE IT RESOLVED THAT, the Corporation of the Works Committee to accept the tender from MSO Construction Ltd; for surface treatment at a cost of.935 cents per kilogram for the emulsion and $15.00 per tonne to load, haul and apply the aggregate. #76-12 LAWRENCE-CUTTING, BE IT RESOLVED THAT, the Corporation of the Works Committee to accept the quote from Cedarwell Excavating Ltd; to haul, mix and place approximately 10,050 tonnes of winter sand at a unit price of $4.26 per tonne in the Normanby Sand Shed; a unit price of $5.55 per tonne in the Glenelg Sand Shed and a unit price of $2.97 per tonne in the Bentinck Sand Shed at an approximate total cost of $42,813.00 plus applicable taxes. #77-12
(6) April 2, 2012 MOLLISON-LAWRENCE, BE IT RESOLVED THAT, the Corporation of the Works Committee to accept the quote from L & S Spraytex for line painting at a cost of $3,202.20 plus applicable taxes. #78-12 THOMPSON-JOHN ECCLES, BE IT RESOLVED THAT, the Corporation of the Works Committee to accept the quote from Shane Lawrence for roadside grass cutting for approximately 1,200 swath kilometers at a cost of $6.70 per swath kilometer plus applicable taxes. #79-12 BELL-THOMPSON, BE IT RESOLVED THAT, the Corporation of the Works Committee to accept the quote from 822498 Ont. Inc. o/a Foster Sewer Services for catch basin cleaning and disposal at a cost of $12.00 per catch basin and a total cost of $6,888.00 plus applicable taxes. #80-12 JOHN ECCLES-MARSHALL, BE IT RESOLVED THAT, the Corporation of the Works Committee to accept the quote from Hastie Building Maintenance to cut grass on municipal properties. The cost per cut to be A Durham $184.00, B Durham 164.00, C Municipal Office $24.00, D Glenelg $28.00 E Bentinck $222.00 and F Ayton $229.00. #81-12 By-Laws First, Second & Third Readings - None New Business Gerry Hilgendorff request for support for proposed bridge across Meux Creek at the Neustadt Lions Park resolution #82-12 2013 Budget (Council discussed preparations for the 2013 budget and applicable budget items to be considered. Further deliberations on this issue will be held at the April 18, 2012 West Grey Finance & Personnel Committee meeting) 2011 SVCA Special Levy (Council was updated by Councillor Eccles (Council representative on the SVCA Board of Directors) on the breakdown of the 2011 SVCA Special Levy. Council still is seeking additional clarification, however, this matter will be brought back to the April 16, 2012 Council meeting for further discussion) LAWRENCE-BELL, BE IT RESOLVED THAT, the Council of the Municipality of West Grey hereby supports submission of an application for a portable bridge across Meux Creek at the Neustadt Lions Club. #82-12 Addendum - None Notice of Motion/Direct Motions None
(7) April 2, 2012 Closed Session Incomplete Items Only n/a Matters Arising from Closed Session Incomplete Items Only n/a Question Period - None Municipal Act Notices - None Adjournment MOLLISON, RESOLVED THAT, we do now adjourn at 11:55 a.m., to meet again on Monday, April 16, 2012, 7:00 p.m., or at the call of the Mayor. Kevin Eccles, Mayor Christine Robinson, CAO