Municipality of St.-Charles Committee of the Whole Minutes November 6 th, 2013 at 7:00p.m. Council Chambers

Transcription

1 Municipality of St.-Charles Committee of the Whole Minutes November 6 th, 2013 at 7:00p.m. Council Chambers PRESENT: Mayor Paul Schoppmann Councillor Leanne Dillon Councillor Jackie Lafleur Councillor Denis Turcot ALSO PRESENT: Renee Chaperon, CAO-Clerk Joanne Barbe, Administrative Assistant Royal Lafleur, Director of Public Works Jonathon Condratto, Economic Development Officer ABSENT: Councillor Jim Stankovich PUBLIC PRESENT: 5 MEETING CALLED TO ORDER: Moved by: Councillor Jackie Lafleur Seconded by: Councillor Leanne Dillon THAT Council for the Corporation of the Municipality of St.-Charles hereby opens the Committee of the Whole meeting at 7:00pm on November 6 th, 2013 Carried DISCLOSURE OF PECUNIARY INTEREST: PRESENTATIONS AND DELEGATIONS: NIL Page 1 of 8

2 COMMITTEES: 1. Environmental Services Committee: Councillors Stankovich/Dillon 1.1 Standing Committee Report It was advised that the Design and Operations Plan for the St.-Charles Landfill Site is still with the Ministry of Environment for approval. The file has been assigned and it currently sits 14 th in line. It was advised that the file should be reviewed in December It was advised that the Lake Nipissing Research Conference will be held on November 22 nd, 2013 at Nipissing University. Mayor Schoppmann will be in attendance. 1.2 Notice of Townhall Meeting: St.-Charles Quarry Information Your Committee was advised that a Townhall Meeting will be held on Saturday November 30 th, 2013 at 1:00pm at the St.-Charles Community Centre. This townhall meeting is being held to discuss the potential for a license transfer of a granite quarry located within the village boundaries in Casimir Township. All residents are urged to attend this important meeting. 1.3 Update: Possible Mosquito Control Project Mayor Schoppmann advised that he made a presentation to the Council of the Municipality of Markstay-Warren regarding the potential for mosquito control. They advised that due to the high cost, they would not be willing to proceed with this project. As such Council advised that they do not support this project. 2. Finance Committee: Mayor Schoppmann/Council 2.1 Standing Committee Report 2.2 Municipal Grants Report Your Committee was provided with an update to the listing of municipal grants that have been applied for and approved since The focus at this time is to receive funding from the Small, Rural and Northern Municipal Infrastructure program. The Expression of Interest was submitted by the due date of November 1 st, 2013 and a response is expected in December Information was requested regarding the funds received for blue-green algae testing. It was advised that your Committee authorized these funds to be directed towards the Northern Ontario School of Medicine research program for blue-green algea. It was also previously authorized that the Municipality would top up this amount to a total of $5, to be presented during the official press released scheduled for later this Page 2 of 8

3 year. Reports of how the funds are spent will be required as a stipulation to this contribution. It was advised that the Northern Ontario School of Medicine would like to host a tour of their facilities for your Committee and members of staff. Dates will be selected and members will be advised when more information is available. 3. General Government Committee: Councillor Turcot/Mayor Schoppmann 3.1 Standing Committee Report 3.2 Holiday Office Closures Your Committee was provided with a report outlining the holiday office closures as well as a request for early closures on Christmas Eve and New Year s Eve. This request for early closures, at noon, is approved and a resolution will be brought forth to the next Regular Meeting of Council. 3.3 January 2014 Meeting Dates Your Committee was advised that due to the holidays, the January Committee of the Whole meeting date conflicts with New Year s Day. It was recommended that the meeting be cancelled and that January just consist of the Regular Meeting of Council on January 15 th, It was also advised that two members will be absent for the Regular Meeting of Council scheduled for December 18 th, It was suggested that the Committee of the Whole meeting scheduled for December 4 th be cancelled and the Regular Meeting of Council be moved to December 11 th. Resolutions approving the above changes will be brought forth to the next Regular Meeting of Council. 3.4 Administrator s Report Your Committee was provided with a report from the CAO-Clerk outlining future projects that will be implemented. Some projects outlined included an Employee Policy Manual including code of conduct, Code of Conduct for Council and a review of the Emergency Management System for the municipality. It was advised that there will be many changes happening over the next several months and support was being sought, from Council, for these initiatives. Your Committee advised that they would like to see additional information listed on the municipal website. It was advised that priority should be placed on putting every municipal by-law onto the website. The CAO-Clerk mentioned that there are many by- Page 3 of 8

4 laws on the website currently which are pertinent to the general public but priority will be placed on adding more by-laws AMO and ROMA/OGRA Conference Your Committee was advised that housing will open shortly for the above noted conferences. Members wishing to attend must provide their names to ensure that enough rooms are booked. 3.6 Notice: Remembrance Day Ceremony Your Committee was advised that the French River Legion will be hosting a Remembrance Day ceremony on Monday November 11 th, 2013, 10:30am at the Noelville arena. All members of Council, staff and the public are invited to attend. The municipality has sponsored a large wreath which will be displayed and presented during the presentation. The Municipality of Markstay-Warren will also be hosting a ceremony on Sunday November 10 th, 2013 at 1:00pm in Warren. 4. Health Committee: Councillors Lafleur/Stankovich 4.1 Standing Committee Report The Economic Development Officer will be attending the Regional Physician Recruitment Fair at Laurentian University on November 14 th, 2013 along with staff from the Sudbury East Community Health Centre. A report will be provided to your Committee after the event. 5. Parks and Recreation Committee: Councillors Lafleur/Dillon 5.1 Standing Committee Report 5.2 Parks and Recreation Report for the Month of October 2013 Your Committee was provided with the Parks and Recreation report for the month of October Discussion: Request from Canteen Operator Your Committee was provided with a report from the CAO-Clerk regarding the operation of the arena canteen. The current operator has raised concerns over the cost of a commercial general liability policy. She believes that there is not much revenue to be made due to the low volume of rentals and is concerned over the high costs of her insurance. Several options were looked at including accommodation for a volunteer to run the canteen as well as possibility of having the canteen municipally managed. All Page 4 of 8

5 options were seen as insufficient and not viable for the municipality. The key factor is the insurance requirements which your Committee agrees cannot be altered. Your Committee advised that if the operator does not provide a valid certificate of insurance then the canteen is not to be opened. Alternatively your Committee directed staff to release the RFP again to see if there is any renewed interest. The possibility of providing vending machines in the arena lobby is also an option your Committee would like explored. These options are only to be explored if the current operator withdraws from the contract. 6. Planning and Development Committee: Councillor Stankovich/Mayor Schoppmann 6.1 Standing Committee Report 6.2 Economic Development Report for the month of October 2013 Your Committee was provided with the Economic Development report for the month of October Protection to Persons and Property Committee: Councillors Dillon/Stankovich 7.1 Standing Committee Report 7.2 Building Department Report for the month of September 2013 Your Committee was provided with the Building Department Report for the month of September Building Department Report for the month of October 2013 Your Committee was provided with the Building Department Report for the month of October Animal Control Report for the month of October 2013 Your Committee was provided with the Animal Control report for the month of October Fire Department Report for the month of October 2013 This item is deferred to the next meeting as the report was not available. Page 5 of 8

6 7.6 Annual Emergency Tabletop Exercise Your Committee was advised that the municipality will be holding its annual emergency tabletop exercise on Monday December 9 th, :00am in Council Chambers. This exercise will be a basic review of the emergency plan as well as an overview of roles and responsibilities of the community control group. A formal invitation will be provided to all members, staff, OPP, EMS and DSB. 8. DSB: Councillor Turcot 8.1 Standing Committee Report 8.2 Information: 2014 DSB Budget Your Committee was provided with the approved 2014 DSB budget report. There is an overall 1.99% increase. This information does not include the municipality s apportionment amounts for There is a chance for a larger increase due to the reassessment for Espanola. Apportionment amounts should be available in December. 8.3 Report: Updated EMS 5 Year Staffing Plan Your Committee was provided with the updated EMS 5 year staffing plan. 9. Transportation Services Committee: Councillors Stankovich/Lafleur 9.1 Standing Committee Report 9.2 Update: Brush Cutter Your Committee was advised that the Transportation Services Committee was unfortunately not able to meet due to unforeseen circumstances. It is advised that due to the time of year, the potential purchase of the brusher should be deferred until the new year. In the meantime your Committee agrees that brushing needs to be addressed now. Several quotes were received on hiring a contractor to provide brushing services as listed in previous reports but a new quote was received from Gaudette Brushing for a much lower cost of $75.00 to $90.00 per hour depending on thickness of brush. This quote includes the cost of the operator as well as the machinery. Your Committee directed staff to pursue the quote from Gaudette Brushing and that work is to commence as soon as possible. The funds in the budget for securing an excavator rental will be used for this purpose. Page 6 of 8

7 9.3 Community Petition: Road Upgrades for Beauparlant Rd Your Committee was provided with a petition that has been signed by 37 residents requesting improvements to Beauparlant Rd. The requests include repair of pot holes and resolving the washboard issues. All members of your Committee agree that repairs of Beauparlant Rd as well as many other municipal roads need to be priority. Your Committee reiterated the importance of using high grade materials on the road as this seems to be an ongoing issue. The municipality was unfortunately not able to attain funding for a stockpile of gravel but funds have been available in the budget for attaining some materials. An RFP for A gravel is currently being worked on and will be released shortly. The RFP will ask for a guaranteed price over the next 12 months and selection will be based on proximity of the materials to the project area. 9.4 OGRA Board of Directors Call for Nominations Your Committee was provided with a letter from OGRA advising of the call for nominations to sit on the board of directors for the term. 10. Public Library Board: Councillors Stankovich 10.1 Standing Committee Report 11. Sudbury East Planning Board: Councillor Stankovich/Mayor Schoppmann 11.1 Standing Committee Report 12. SEMA: Mayor Schoppmann/Councillor Lafleur 12.1 Standing Committee Report The next meeting will be held on Wednesday November 27 th, 2013 in the Municipality of Markstay-Warren at 6:00 pm 13. Other Business/Inquiries (by Council members) Mayor Schoppmann advised that he attended the OPP awards in Warren during the month of October. The event was well attended. The Royal Agricultural Winter Fair is being held in Toronto from November 1 st -10 th, There are approximately 48 Northern Ontario exhibitors in the Northern Pavillion with several being local to the Sudbury East area. Council extends their gratitude to FedNor for organizing and hosting such a great event. Page 7 of 8

8 CLOSED SESSION Re: Union Negotiations Committee Report Moved by: Councillor Jackie Lafleur Seconded by: Councillor Denis Turcot THAT Council for the Corporation of the Municipality of St.-Charles hereby opens a closed session at 8:45 p.m. this 6th day of November, 2013 to discuss: - Labour relations or employee negotiations Carried Moved by: Councillor Denis Turcot Seconded by: Councillor Jackie Lafleur Having dealt with all matters pertaining to the closed session, that we hereby reconvene to the Committee of the Whole Meeting. Carried ADJOURNMENT Moved by: Councillor Leanne Dillon Seconded by: Councillor Jackie Lafleur THAT Council for the Corporation of the Municipality of St.-Charles hereby adjourns the Committee of the Whole meeting at 9:47pm on November 6 th, Reminders: Carried Page 8 of 8