A Meeting of the Shelburne Council was held on with all members present except Councillor A.J. Cavey. Staff attending included John Telfer, CAO/Clerk, Cecile Grant, Treasurer, and Scott Wheeldon, Director of Public Works. There were four members of the public in attendance and no representation from the Shelburne Free Press and The Banner. 7:00 p.m. COUNCIL MEETING 1.0 Call to Order Meeting called to order at 7:05 pm by Deputy Mayor Bennington. 2.0 Approval of Agenda Motion #1 Chambers Dunlop BE IT RESOLVED THAT we approve the Amended Agenda dated as presented and circulated. CARRIED: K. Bennington New Items: 1) Tender for Market Package 2) Fire Board Funding 3.0 Disclosure of Pecuniary Interest Deputy Mayor Bennington indicated he had a Pecuniary Interest with New Item #2 for Fire Board. 4.0 Minutes of Previous Meetings December 7, 2009 Motion #2 Chambers Dunlop BE IT RESOLVED THAT we approve the minutes from the Regular Council meeting held December 7, 2009 as presented and circulated. CARRIED: K. Bennington 5.0 Question Period Page 1 of 9
6.0 DELEGATIONS Mayor arrived at 7:12 pm. a) Bill Banks and Ian Callum update on water source project and EA process. Michael O Hara in attendance as Town Engineer. Mr. Banks and Mr. Callum s presentation is attached to the minutes as Schedule A. Councillor Egan arrived at 7:42pm. Motion #3 Chambers Egan BE IT RESOLVED THAT the recommendation from Bill Banks for the drilling portion of the Water Project be approved in the amount of $64,975.00 plus applicable taxes as upset limits; AND FURTHER THAT this amount is only approved portional to the need for any further wells being drilled beyond the first well results; AND FURTHER THAT the first well be located within the 2.5 kilometre budgeted distance. b) Asset Management Presentation RJ Burnside and Associates Arunas Kalinauskas presented on behalf of RJ Burnside and Associates. Depreciation of assets needs to be present in the 2010 Budget. A copy of the presentation is to be submitted by RJ Burnside and Associates to the Town so copies can be distributed to Town Council. Motion #3a Egan Chambers BE IT RESOLVED THAT the Asset Management presentation from RJ Burnside and Associates be received; AND FURTHER THAT staff implement the program in house to meet all further Asset Management requirements under legislation. Page 2 of 9
8.0 BY-LAWS, CORRESPONDENCE & NEW BUSINESS 1. By-law #55-2009 is ready for Council s consideration being a By-law to confirm certain proceedings of the Council of the Corporation of the Town of Shelburne for its Regular Council meeting held December 21, 2009. Motion #4 Chambers Dunlop BE IT RESOLVED THAT leave be given for the reading and enacting of By-law # 55-2009 being a by-law to confirm certain proceedings of Council of the Corporation of the Town of Shelburne for its Regular Council meeting held. 2. By-law #46-2009 is ready for Council s consideration of third reading being a By-law to establish a Sewer Use Policy. Motion # 5 Dunlop Chambers BE IT RESOLVED THAT this constitutes the third reading of By-law # 46-2009 being a by-law to establish a sewer use policy for the Town of Shelburne. 3. Discussion on the 2010 Municipal Budget as presented by Finance Chair and Treasurer. Councillor Chambers updated Council on the budget changes from the last draft. Summary from Treasury Department is attached as Schedule B. There was a discussion on the need for a new pumper truck for the Fire Department. Councillor Bennington declared a Pecuniary Interest regarding the discussion about the Fire Departments need for new pumper truck and left the room. Motion #5a Egan Chambers BE IT RESOLVED THAT Shelburne Council is prepared to fund its portion of the cost of a new Pumper / Quint truck, and further requests that the Shelburne and District Fire Board include this cost in its 2010 Capital Budget. Page 3 of 9
Councillor Bennington returned to the room. (Verbal Motion) Benotto Egan THAT we sit past 10 pm. 4. Consideration of year end surplus/deficit transfers from 2009 budget Motion #6 Dunlop Chambers BE IT RESOLVED THAT Council approves the surplus from the Sewer Fund for 2009 be brought forward to the 2010 Sewer Reserve. Motion #7 Egan Chambers BE IT RESOLVED THAT Council approves the surplus/deficit for 2009 Municipal Budget be transferred to the 2010 Operating Budget. Motion #8 Benotto- Chambers BE IT RESOLVED THAT Council approves the surplus from the Heritage Street Festival for 2009 be brought forward to the 2010 Heritage Street Festival reserve. 5. Council consideration of the Customer Service Accessibility Policy for the Town of Shelburne. Motion #9 Dunlop Chambers BE IT RESOLVED THAT Council approves the Town of Shelburne's Customer Service Accessibility Policy as presented and circulated. Page 4 of 9
6. Consideration of the Fire Prevention Policy for the Town of Shelburne. Motion #10 Chambers Dunlop BE IT RESOLVED THAT Council approves the Fire Prevention Policy as presented and circulated. 7. Year End Planning Activities Status Report from Town Planner dated December 15, 2009. Motion #11 Dunlop Chambers BE IT RESOLVED THAT Council approves the year end planning activities status report dated December 15, 2009 as presented and circulated. 8. Town Planner s report dated December 17, 2009 regarding 9. Hydrogeological Assessment. Motion #12 Dunlop Benotto BE IT RESOLVED THAT Council receives the Hydrogeological Assessment report as prepared by the Town Planner dated December 17, 2009 as presented and circulated. 10. Discussion on the sludge haulage for 2010 as recommended by OCWA Motion #13 Benotto Dunlop BE IT RESOLVED THAT Council approves with the recommendation to change sludge hauler for the year 2010 to Bartels at a price of $9.00 / m3. AND FURTHER THAT the Mayor and CAO/Clerk be authorized to sign documentation that will enter the municipality into an agreement with Bartels for one year. Page 5 of 9
11. Report from Director of Public Works regarding the generator maintenance contract. Motion #14 Dunlop Benotto BE IT RESOLVED THAT Council approves the recommendation within the Director of Public Works report dated December 17, 2009; AND FURTHER THAT Sommers Motor Generator Sales Ltd. be awarded the maintenance contract for upkeep on our generators for one year at a cost of $4455.00 plus applicable taxes. 12. Update on CAF 2 application being received December 16 to January 18, 2010 Motion #15 Chambers Dunlop BE IT RESOLVED THAT Council receives the criteria for the CAF 2 application as presented and circulated; AND FURTHER instructs the Project Coordinator to apply for the Community Adjustment Fund Round 2 for the following projects: 1) Marketing Strategy for EDC $ 100,000 2) Works Department Facility $3,000,000 3) Susan Street Reconstruction $1,000,000 4) Soccer Pitch $ 500,000 13. Copy of the minutes from the Heritage Shelburne meeting held October 7, 2009. Motion #16 Benotto- Dunlop BE IT RESOLVED THAT Council approves the Heritage Shelburne meeting minutes dated October 7, 2009 as presented and circulated. Page 6 of 9
14. Copy of the minutes and activity report from the Shelburne Police Services Board meeting held November 17, 2009. Motion #17 Dunlop Benotto BE IT RESOLVED THAT Council approves the Shelburne Police Services Board meeting minutes dated November 17, 2009 and the November Summary of Activities report as presented and circulated. 15. Discussion on the email from Jardine Lloyd Thompson Canada regarding Excess Indemnity Policy for Police Services. Motion #18 Benotto Dunlop BE IT RESOLVED THAT Council approves transferring to Schedule 1 WSIB effective January 1, 2010. 16. Copy of letter from RJ Burnside and Associates to Aplus General Contractors regarding the Certificate of Substantial Performance for Sewer Treatment Plant Phase 3. Motion #19 Dunlop Benotto BE IT RESOLVED THAT Council receives Items #15 to #17 and #19 to #31 listed under 8.0 By-laws, Correspondence and New Business as presented and circulated. 17. Copy of letter from BCF-CC Joint Secretariat regarding qualifying the Federal EA process as it relates to the overall project. 18. Discussion on Town email system and users to date. 19. Update on the Street Festival event for 2010. Page 7 of 9
Motion #20 Dunlop Benotto BE IT RESOLVED THAT Council recommends that the Special Events Coordinator prepare a report for Council review at its next meeting regarding options for the annual Street Festival. 20. Copy of letter from Township of Amaranth dated December 11, 2009, regarding County of Dufferin Waste Management assumption 21. Copy of letter from Township of Amaranth dated December 11, 2009, regarding YMCA Memorandum of Understanding. 22. Copy of email from Town of Mono dated December 11, 2009, regarding YMCA Memorandum of Understanding. 23. Copy of letter from Township of Amaranth dated December 11, 2009, regarding support of services at Headwaters Health Care Centre in Shelburne. 24. Copy of email from the County of Dufferin regarding payment for rescue calls on County roads. 25. Copy of letter from Township of Adjala-Tosorontio dated December 10, 2009, regarding NVCA third party review. 26. Highlights from the NVCA meeting held December 11, 2009. 27. Copy of letter from Town of Orangeville dated December 10, 2009, regarding First Night Committee s New Year s Eve celebration. 28. Copy of letter from City of Oshawa dated December 1, 2009, regarding bonding and criminal reference check for Superintendents and key holders of apartment buildings and condominiums. 29. Copy of AMO Alert regarding Consumer Protection Act, Ontario Municipal Partnership Funding for 2010. 30. Copy of AMO course registrations for Council members and staff. 31. Copy of letter from County of Dufferin dated December 3, 2009 regarding Accessibility Committees meet with the UGDSB to discuss issues at schools within County of Dufferin. 32. Copy of letter from the Workforce Planning Board dated December 4, 2009 regarding Work Force Focus material available on their website. 10.0 APPROVAL OF BILLS & ACCOUNTS Voucher #23-2009 Page 8 of 9
Mayor declared a Pecuniary Interest with the Bills and Accounts and left the room. Deputy Mayor Bennington assumed the chair for Bills and Accounts. Motion #21 Benotto Dunlop BE IT RESOLVED THAT Council approves the bills and accounts for payment being Voucher # 23-2009 as presented and circulated. 11.0 NEW BUSINESS NOT SET OUT ON AGENDA CARRIED: K. Bennington Mayor Crewson returned to the table and assumed the Chair at this point. CAO / Clerk announced the hiring of Jennifer Willoughby as Deputy-Clerk for The Town of Shelburne to Council. Market Package was approved for tendering by Council. Public Works Director Scott Wheeldon gave a verbal update. Mayor asked Council their opinions of the hospital meeting last Thursday night. 12.0 COUNTY BUSINESS 13.0 ADJOURNMENT Motion #22 Dunlop Benotto BE IT RESOLVED THAT we now adjourn and meet at the call of the Mayor. Meeting adjourned at 11:32 p.m... MAYOR CLERK Page 9 of 9