- 102-2014-08-18 Minutes of the City of Beaconsfield s regular Municipal Council meeting, held at City Hall, 303 Beaconsfield Boulevard, Beaconsfield, Quebec, on Monday, August 18, 2014, at 8:00 p.m. WERE PRESENT: His Honour the Mayor Georges Bourelle, Councillors David Pelletier, Karen Messier, Wade Staddon, Pierre Demers, Roger Moss, Peggy Alexopoulos ALSO PRESENT: Patrice Boileau, Director General, Nathalie Libersan-Laniel, City Clerk and Director of Public Affairs, Geneviève Lauzière, Assistant City Clerk A. OPENING OF MEETING His Honour the Mayor calls the meeting to order. B. ADOPTION OF THE AGENDA 1 Adoption of the agenda of the City of Beaconsfield's regular Council meeting of Monday, August 18, 2014 2014-08-806 It is moved by Councillor P. Demers, seconded by Councillor K. Messier and UNANIMOUSLY RESOLVED to adopt the agenda of the City of Beaconsfield's regular Council meeting of Monday, August 18, 2014, with the following modification: Under New Business, an item is added: Payment and reimbursement of research and secretarial expenses of the Association of Suburban Municipalities C. PUBLIC QUESTION PERIOD The City Clerk announces the beginning of the public question period. His Honour the Mayor congratulates City employee Ms. France Lalonde, who won several medals at the Special Olympics. He thanks Ms. Fran Fearnley, who donated a sculpture to the City, as well as Mrs. and Mr. Suzanne and Dominic Argento for their donation of vegetables from their garden to the Old Brewery Mission. A resident would like to know the locations where the ditch correction program listed at item 20.4 will take place. Councillor Demers gives specifics as to where the work will take place. A resident complains about the presence of locked gates on St. Paul School s property. Councillor Moss mentions he will look into it. A resident thanks Councillor Alexopoulos for her implication. He inquires about the Council s position and actions with respect to Canada Post s community mailboxes project. His Honour the Mayor outlines that Council adopted a resolution on that issue, but he raises the lack of municipal jurisdiction question in that matter. A resident asks if the aforesaid resolution is published on the City s Website. He and another resident would like more information on item 60.1 with respect to the awarding of a mandate. His Honour the Mayor confirms that the resolution is available online and he adds that he will explain item 60.1 later on during the meeting.
- 103-2014-08-18 A resident asks if the City has an evacuation plan in the event of an incident at the StyroChem plant in Baie-d Urfé. His Honour the Mayor outlines that the plant falls under the jurisdiction of Baie-d Urfé and conforms with all applicable regulations, according to a representative from the plant. The Director General, Mr. Patrice Boileau, suggests meeting with the resident to explain the plan set out by the Fire Department of the City of Montreal. A resident asks how many light poles will be replaced in the course of the project mentioned at item 20.2. His Honour the Mayor reports that 26 poles will be replaced as part of that project. A resident emphasizes the importance of drafting an evacuation plan in the event of an incident at the StyroChem plant in Baie-d Urfé. His Honour the Mayor thanks her for her comments. The Public Question Period is closed at 8:23 p.m. 10.- MINUTES 10.1 Approval of the minutes of the City of Beaconsfield's regular Council meeting held on Monday, July 14, 2014 2014-08-807 It is moved by Councillor R. Moss, seconded by Councillor W. Staddon and UNANIMOUSLY RESOLVED to approve the minutes of the City of Beaconsfield's regular Council meeting held on Monday, July 14, 2014, at 8 p.m. 20.- CONTRACTS 20.1 Awarding of contract TP 2014-009 for the supply of a six (6) wheeler 4x2 truck with snow removal equipment, model 2015 International Workstar, to the lowest conforming bidder, International Rive Nord inc., in the amount of $229,028.10, all taxes included, including the exchange 2014-08-808 It is moved by Councillor K. Messier, seconded by Councillor W. Staddon to award contract TP 2014-009 for the supply of a six (6) wheeler 4x2 truck with snow removal equipment, model 2015 International Workstar, to the lowest conforming bidder, International Rive Nord inc., in the amount of $229 028.10, all taxes included, including the exchange; and to budget code 22-311-00-724. This expenditure is financed by the working fund and will be reimbursed in five (5) annual instalments, beginning the year following the disbursement. VOTES IN FAVOUR : Councillors D. Pelletier, K. Messier, W. Staddon, R. Moss and P. Alexopoulos VOTES OPPOSED : Councillor P. Demers THE MOTION IS CARRIED.
- 104-2014-08-18 20.2 Awarding of contract 426-14-GC for the replacement of street light poles to the lowest conforming bidder, Michel Guimont Entrepreneur Électricien, in the amount of $62,396.93, all taxes included 2014-08-809 It is moved by Councillor W. Staddon, seconded by Councillor K. Messier and UNANIMOUSLY RESOLVED to award contract 426-14-GC for the replacement of street light poles to the lowest conforming bidder, Michel Guimont Entrepreneur Électricien, in the amount of $62,396.93, all taxes included; to budget code 22-341-00-411. This expenditure is financed by the working fund and will be reimbursed in five (5) equal annual instalments beginning the year following the disbursement. 20.3 Awarding of contract 430-14-GC for sidewalk repairs to the lowest conforming bidder, Groupe ABF Inc., in the amount of $35,929.69, all taxes included 2014-08-810 It is moved by Councillor W. Staddon, seconded by Councillor P. Alexopoulos and UNANIMOUSLY RESOLVED to award contract 430-14-GC for sidewalk repairs to the lowest conforming bidder, Groupe ABF Inc., in the amount of $35,929.69, all taxes included; to budget code 22-321-00-711. As provided for in the current fiscal year budget, this expense will be financed by tax revenues. 20.4 Awarding of contract 431-14-GC for the ditch correction program to the lowest conforming bidder, Bentech Construction Inc., in the amount of $85,018.26, all taxes included 2014-08-811 It is moved by Councillor K. Messier, seconded by Councillor P. Demers and UNANIMOUSLY RESOLVED to award contract 431-14-GC for the ditch correction program to the lowest conforming bidder, Bentech Construction Inc., in the amount of $85,018.26, all taxes included; to budget code 22-415-00-711. As per the current fiscal year budget, this expense will be financed with tax revenues. 20.5 Approval of the professional services offer by DAA Strategies for the preparation of an appraisal of the services offered by the Culture and Leisure Department of the City of Beaconsfield, in the amount of $24,788.61, all taxes included 2014-08-812 It is moved by Councillor P. Alexopoulos, seconded by Councillor D. Pelletier and UNANIMOUSLY RESOLVED to approve the professional services offer by DAA Strategies for the preparation of an appraisal of the services offered by the Culture and Leisure Department of the City of Beaconsfield, in the amount of $24,788.61, all taxes included; to budget code 22-729-00-411. To provide for the payment of this expenditure, Council transfers the necessary funds from its reserved surplus for professional services. 20.6 Approval of the professional services offer by EnviroRcube for the preparation of the final reports for the City's Waste Reduction Pilot Project according to the grant specifications of the Green Municipal Fund (GMF) managed by the Federation of Canadian Municipalities (FCM), in the amount of $11,394.02, all taxes included 2014-08-813 It is moved by Councillor K. Messier, seconded by Councillor W. Staddon and UNANIMOUSLY RESOLVED to approve the services offer
- 105-2014-08-18 by EnviroRcube for the preparation of the final reports for the City's Waste Reduction Pilot Project according to the grant specifications of the Green Municipal Fund (GMF) managed by the Federation of Canadian Municipalities (FCM), in the amount of $11,394.02, all taxes included; and to budget code 02-491-00-419. 30.- FINANCE AND TREASURY 30.1 Approval of the list of accounts payable as of August 18, 2014, and of the list of preauthorized payments for the period of July 4 to July 13, 2014, and for the period of July 15 to August 6, 2014, for a total disbursement of $3,628,683.70 2014-08-814 CONSIDERING the lists submitted by the Treasurer regarding the payment of invoices for financial and investment activities expenses; It is moved by Councillor K. Messier, seconded by Councillor P. Demers and UNANIMOUSLY RESOLVED: To approve the list of accounts payable as of August 18, 2014, regarding expenses for financial and investment activities, totaling $1,266,055.16; To approve the list of preauthorized payments from July 4 to July 13, 2014, and for the period of July 15 to August 6, 2014, totaling $1,016,148.79, and electronic payments, for the same period, salaries paid to municipal employees, loan payments and bank fees, totaling $1,346,479.75. All those disbursements, totaling $3,628,683.70, are drawn from the City's bank account at the Royal Bank of Canada, Beaconsfield branch. 30.2 Approval of a financial contribution of $5,000 to the Beaurepaire Village Merchants Association for 2014 2014-08-815 It is moved by Councillor D. Pelletier, seconded by Councillor R. Moss and UNANIMOUSLY RESOLVED to award a financial contribution of a maximum of $5,000 to the Beaurepaire Village Merchants Association for 2014, representing the amount of the annual membership fees of all the members of the Association (for a maximum of $5,000); to budget code 02-651-00-499. 30.3 Appropriation of an amount of $65,000 from the emerald ash borer reserved surplus 2014-08-816 WHEREAS the City hired three (3) students for the summer to perform an inventory of the ash trees on its territory; WHEREAS the City gave two (2) separate mandates of $20,000 each to two (2) different contractors in order to administer preventive treatment, using TreeAzin, to some ash trees on its territory; WHEREAS the City awarded an advisory mandate in urban forestry of approximately $5,000 to a specialized firm; WHEREAS these expenditures were not provided for in the current year budget, and it is thus necessary to appropriate the necessary budget credits;
- 106-2014-08-18 It is moved by Councillor K. Messier, seconded by Councillor W. Staddon and UNANIMOUSLY RESOLVED to appropriate an amount of $65,000 from the urban forestry reserved surplus to provide for the payment of these expenditures. 40.- BY-LAWS 40.1 Notice of motion, with dispense of reading, of intent to submit for adoption at a subsequent meeting of Council, By-law BEAC-041-1 entitled "By-Law repealing By-Law BEAC-041 authorizing a loan of $1,516,419 for various interventions on the road network" 2014-08-817 Councillor W. Staddon gives notice of motion, with dispense of reading, of intent to submit for adoption at a subsequent meeting of Council, Bylaw BEAC-041-1 entitled "By-Law repealing By-Law BEAC-041 authorizing a loan of $1,516,419 for various interventions on the road network". 40.2 Authorization to correct a nuisance on a vacant lot (83 Wildtree) and to bill the costs to the owner, in virtue of By-law BEAC-033 2014-08-818 Considering that a 10-day notice to correct the nuisances on the vacant lot 3 905 986 located at 83 Wildtree was sent to the owner, in conformity with By-law BEAC-033, but the notice was not respected; It is moved by Councillor K. Messier, seconded by Councillor P. Alexopoulos and UNANIMOUSLY RESOLVED that the Public Works Department be authorized, in virtue of By-law BEAC-033, section 11.3, to perform the necessary corrective work at 83 Wildtree and that the City bill the costs to the owner. 45.- URBAN PLANNING *SPAIP (Site planning and architectural integration programme) 45.1 Request for a minor exemption for the property located at 53 Lakeview 2014-08-819 CONSIDERING THAT a request for a minor exemption was presented at the Planning Advisory Committee meeting held on June 18, 2014 for a residential building located at 53 Lakeview; CONSIDERING THAT the minor exemption request is to authorize that the existing main building be located at 4.27 metres from the side property line, while the zoning by-law requires a lateral setback of 4.5 metres, resulting in an encroachment of 0.23 metre in the lateral setback; CONSIDERING THAT the request meets the prerequisites set out in Bylaw BEAC-044; to approve the minor exemption request for the property located at 53 Lakeview; It is moved by Councillor K. Messier, seconded by Councillor W. Staddon and UNANIMOUSLY RESOLVED to APPROVE the minor exemption request for the property located at 53 Lakeview. 45.2 Request for a minor exemption for the property located at 8 St. Louis 2014-08-820 CONSIDERING THAT a request for minor exemption was presented at the Planning Advisory Committee meeting held on July 23, 2014 for a pool shed and a pergola located at 8 St. Louis; CONSIDERING THAT the minor exemption request is:
- 107-2014-08-18 - to authorize that the distance between the existing pool shed and the existing pergola be of 0.0 metre, while the zoning by-law requires a minimum distance of 2.0 metres between two ancillary constructions; - to authorize that the existing pergola be located at 1.82 metres from the side property line, while the zoning by-law requires a setback of 2.0 metres, resulting in an encroachment of 0.18 metres in the setback; - to authorize the existing pergola to have a height of 3.4 metres, while the zoning by-law requires a maximum height of 3.2 metres; - to authorize the existing pool shed to have a height of 3.4 metres, while the zoning by-law requires a maximum height of 3.2 metres; CONSIDERING THAT the request meets the prerequisites of By-law BEAC-044; to approve the minor exemption request for the property located at 8 St. Louis; It is moved by Councillor D. Pelletier, seconded by Councillor P. Demers and UNANIMOUSLY RESOLVED to approve the minor exemption request for the property located at 8 St. Louis. 45.3 Request for a minor exemption for the property located at 539 Maplebrook 2014-08-821 CONSIDERING THAT a request for minor exemption was presented at the Planning Advisory Committee meeting held on July 23, 2014, for a residential building located at 539 Maplebrook; CONSIDERING THAT the minor exemption request is to authorize that the existing main building be located at 4.36 metres from the side property line, while the zoning by-law requires a lateral setback of 4.5 metres, resulting in an encroachment of 0.14 metre in the lateral setback; CONSIDERING THAT the request meets the prerequisites of By-law BEAC-044; to approve the minor exemption request for the property located at 539 Maplebrook; It is moved by Councillor W. Staddon, seconded by Councillor R. Moss and UNANIMOUSLY RESOLVED to APPROVE the minor exemption request for the property located at 539 Maplebrook. 45.4 Request for a minor exemption for the property located at 78 Watford 2014-08-822 CONSIDERING THAT a request for minor exemption was presented at the Planning Advisory Committee meeting held on July 23, 2014, for a residential building located at 78 Watford; CONSIDERING THAT the minor exemption request is to authorize that the existing main building be located at 5.63 metres from the front property line, while the zoning by-law requires a front setback of 6.0 metres, resulting in an encroachment of 0.37 metre in the front setback. CONSIDERING THAT the request meets the prerequisites of By-law BEAC-044;
- 108-2014-08-18 to approve the minor exemption request for the property located at 78 Watford; It is moved by Councillor R. Moss, seconded by Councillor P. Demers and UNANIMOUSLY RESOLVED to APPROVE the minor exemption request for the property located at 78 Watford. 45.5 Request for a minor exemption for the property located at 224 Bermuda The owner of 224 Bermuda intervenes on behalf of his project. The Council members leave the chamber for deliberations at 8:45 p.m. The Council members return to the chamber at 8:51 p.m. 2014-08-823 CONSIDERING THAT a request for minor exemption was presented to the Planning Advisory Committee meeting held on June 18, 2014 for a spa located at 224 Bermuda; CONSIDERING THAT the minor exemption request is to authorize that the existing spa be located at 0.31 metre from the side property line, while the zoning by-law requires a setback of 3.0 metres, resulting in an encroachment of 2.69 metres in the setback; CONSIDERING THAT the request does not meet the requirements set out in section 2.9 of By-law BEAC-044; to refuse the minor exemption request for the property located at 224 Bermuda; It is moved by Councillor P. Demers, seconded by Councillor W. Staddon and UNANIMOUSLY RESOLVED to REFUSE the minor exemption request for the property located at 224 Bermuda. 45.6 Request for approval by SPAIP for the architectural modification of the building located at 345 Arlington 2014-08-824 CONSIDERING THAT a building permit request was deposited for the architectural modification of a residential detached single-family dwelling located at 345 Arlington; CONSIDERING THAT the lot named in the project plans deposited at the Planning Advisory Committee meeting held on July 23, 2014 is located in character area CA-32 of By-law 727; CONSIDERING THAT the Planning Advisory Committee considers that the general principles for additions or renovations listed in the general and specific guidelines related to special planning and architectural integration prescribed in By-law 727 for that zone have been respected; to approve the request for approval by SPAIP for the architectural modification of the building located at 345 Arlington; It is moved by Councillor W. Staddon, seconded by Councillor P. Demers and UNANIMOUSLY RESOLVED to APPROVE the request for approval by SPAIP for the architectural modification of the building located at 345 Arlington. 45.7 Request for approval by SPAIP for the architectural modification of the building located at 414 Lakeshore 2014-08-825 CONSIDERING THAT a building permit request was deposited for the
- 109-2014-08-18 extension of a residential detached single-family dwelling located at 414 Lakeshore; CONSIDERING THAT the lot named in the project plans deposited at the Planning Advisory Committee held on July 23, 2014 is located in character area CA-8 of By-law 727; CONSIDERING THAT the Planning Advisory Committee considers that the objectives and all the criteria of the general and specific guidelines related to special planning and architectural integration prescribed in By-law 727 for that zone have been respected; to approve the request for approval by SPAIP for the architectural modification of the building located at 414 Lakeshore; It is moved by Councillor W. Staddon, seconded by Councillor P. Alexopoulos and UNANIMOUSLY RESOLVED to APPROVE the request for approval by SPAIP for the architectural modification of the building located at 414 Lakeshore. 45.8 Request for approval by SPAIP for the architectural modification of the building located at 164 Epping 2014-08-826 CONSIDERING THAT a request to modify an already issued building permit was deposited for the extension of a residential detached singlefamily dwelling located at 164 Epping; CONSIDERING THAT the lot named in the project plans deposited at the Planning Advisory Committee meeting held on July 23, 2014, is located in character area CA-28 of the By-law 727; CONSIDERING THAT the requested modification is to change some siding materials that were already approved by a Special Planning and Architectural Integration Program; CONSIDERING THAT the Planning Advisory Committee considers that the general principles for additions or renovations listed in the general and specific design guidelines applicable for special planning and architectural integration prescribed in By-Law 727 for that zone have been respected; to approve the request for approval by SPAIP for the architectural modification of the building located at 164 Epping; It is moved by Councillor P. Demers, seconded by Councillor P. Alexopoulos and UNANIMOUSLY RESOLVED to APPROVE the request for approval by SPAIP for the architectural modification of the building located at 164 Epping. 45.9 Request for a permit for the extension of the main building located at 111 Lakeview 2014-08-827 CONSIDERING THAT a building permit request was deposited for the extension of a residential detached single-family dwelling located at 111 Lakeview; CONSIDERING THAT the lot named in the project plans deposited at the Planning Advisory Committee meeting held on July 23, 2014 is located in character area CA-4 of By-law 727; CONSIDERING THAT the Planning Advisory Committee considers that, among the general principles related to additions and renovations included in By-law 727, general principle no. 1 concerning the compliance of the
- 110-2014-08-18 extension to the design characteristics of the original house has not been respected; to refuse the issuance of a building permit for the extension of the main building located at 111 Lakeview; CONSIDERING THAT following the Planning Advisory comments, the applicant submitted, after the July 23, 2014 meeting, new plans that address the Committee's concerns; It is moved by Councillor P. Demers, seconded by Councillor K. Messier and UNANIMOUSLY RESOLVED to APPROVE the issuance of a building permit for the extension of a main building located at 111 Lakeview. The owner must deposit the final construction plans and pay the fees to obtain the permit within six (6) months of the adoption of this resolution, failing which the permit request is null and void. 45.10 Request for approval by SPAIP for the issuance of a certificate of authorization for the installation of a sign for a business located at 482-484 Beaconsfield Blvd 2014-08-828 WHEREAS an application for a certificate of authorization for a new sign was filed by Dr. Monica Dosanjh orthodontist Inc., a business located at 484 Beaconsfield Boulevard, suite 202; WHEREAS the building concerned by this application for a new sign is located at 482-484 Beaconsfield Boulevard, within zone C120 of Zoning By-law 720; WHEREAS all applications for a certificate of authorization for a new sign are subject to the criteria and objectives of section 5.1 of By-law 727 respecting Site Planning and Architectural Integration Programs; WHEREAS one of the criteria of objective A prescribes that the sign must blend in with its environment; WHEREAS the criteria of objective C require that the sign must be of good quality and creative, while respecting trade practices, and be of a color that complements the facade and other adjacent signs and buildings; WHEREAS during its meeting held on June 18, 2014, the Planning Advisory Committee ruled that the proposed sign does not respect those requirements; WHEREAS the recommendation of the Planning Advisory Committe to refuse the issuance of the certificate of authorization for a new sign for the building located at 482-484 Beaconsfield Boulevard; It is moved by Councillor P. Demers, seconded by Councillor W. Staddon and UNANIMOUSLY RESOLVED to REFUSE the issuance of a certificate of authorization for a new sign on the building located at 482-484 Beaconsfield Boulevard. 50.- HUMAN RESOURCES 50.1 Confirmation of permanency for the position of Director, Public Works 2014-08-829 It is moved by Councillor K. Messier, seconded by Councillor P. Alexopoulos and UNANIMOUSLY RESOLVED to confirm the permanent status of Mr. Andrew Duffield as Director of Public Works following a 12-month probation period.
- 111-2014-08-18 51.- APPOINTMENT 51.1 Appointment of Acting Mayor for the months of September, October, November and December 2014 2014-08-830 It is moved by Councillor K. Messier, seconded by Councillor P. Alexopoulos and UNANIMOUSLY RESOLVED to designate Councillor Wade Staddon as Acting Mayor for the months of September, October, November and December 2014. 53.- COMMITTEES 53.1 Approval of the minutes of the Planning Advisory Committee meeting held on July 23, 2014 2014-08-831 It is moved by Councillor P. Demers, seconded by Councillor P. Alexopoulos and UNANIMOUSLY RESOLVED to approve the minutes of the Planning Advisory Committee meeting held on July 23, 2014. 53.2 Nomination of a member of the Traffic Advisory Committee 2014-08-832 It is moved by Councillor D. Pelletier, seconded by Councillor W. Staddon and UNANIMOUSLY RESOLVED to approve the nomination of Mr. Rob Kemp as a member of the Traffic Advisory Committee, effective as of August 19, 2014, for a two-year mandate. 60.- GENERAL 60.1 Mandate to Me Marc-André LeChasseur of LeChasseur law firm to represent the City's interests with regard to two review applications filed by a resident before the 'Commission d'accès à l'information' (files CAI 1006732 and CAI 1007024) 2014-08-833 It is moved by Councillor W. Staddon, seconded by Councillor K. Messier and UNANIMOUSLY RESOLVED to mandate Me Marc-André LeChasseur of LeChasseur law firm to represent the City's interests with regard to two review applications filed by a resident before the 'Commission d'accès à l'information' (files CAI 1006732 and CAI 1007024). 60.2 Road closure for the Beacon Hill Community Association's annual corn roast on September 6, 2014 2014-08-834 It is moved by Councillor W. Staddon, seconded by Councillor P. Alexopoulos and UNANIMOUSLY RESOLVED to authorize the closure of Harwood Gate Road from Northgate to Beacon Hill Chalet on September 6, 2014 (in case of rain, on September 7), from 2 p.m. to 8 p.m., for the Beacon Hill Community Association's annual corn roast. 60.3 Authorization to distribute 10 bicycles of little or no value and being part of unclaimed lost and found objects, to the non-profit organization Suitcases for Africa 2014-08-835 It is moved by Councillor K. Messier, seconded by Councillor P. Alexopoulos and UNANIMOUSLY RESOLVED to authorize the distribution, by the City Clerk, of 10 bicycles of little or no value and being part of unclaimed lost and found objects, to the non-profit organization Suitcases for Africa. 80.- DIRECTORS REPORTS 80.1 Deposit of the Directors reports 2014-08-836 The following report is tabled and accepted for information purposes:
- 112-2014-08-18 - Evaluation report for 2013 Emergency Measures Plan F. NEW BUSINESS 1 Payment and reimbursement of research and secretarial expenses of the Association of Suburban Municipalities 2014-08-837 WHEREAS with the adoption of Bill 22 in 2008, a protocol was established under which the Agglomeration of Montreal was required to reimburse the Mayors of the suburban cities for Agglomeration-related expenses that they incurred in a given year (up to the maximum established by law); WHEREAS the Mayor, as a member of the urban agglomeration council of Montréal, is entitled to reimbursement of expenses made or incurred for research or support purposes, up to the amount of the sums assigned to the Mayor by the central municipality, on presentation of vouchers conforming to the Règlement sur le remboursement des dépenses de recherche et de soutien des conseillers ; WHEREAS effective January 1, 2009, an internal administrative process between the Ville de Montreal and the Association of Suburban Municipalities (ASM) was established under which: - the suburban city mayors created an ASM fund for the payment of common Agglomeration expenses and authorized the ASM to pay all Agglomeration-related expenses their behalf; and - the ASM Treasurer was authorized to file with Montreal all claims for reimbursement for these expenses; and - Montreal would send approved reimbursement cheques to each suburban city Mayor WHEREAS this reimbursement process was both efficient, easy to manage (for both Montreal and the ASM) and required that all transactions be vetted by both the ASM s and Montreal s Treasurers (to better validate all reimbursement requests submitted); WHEREAS in March 2013, Montreal s Treasurer advised the suburban city mayors that as per Montreal s interpretation of the new reimbursement of expenses for municipal elected officials policy proposed by the Ministère des Affaires municipales et de l Occupation du territoire (MAMOT) withing the 'Règlement sur le remboursement des dépenses de recherche et de soutien des conseillers', which took effect in July 2013, the existing Montreal/ASM reimbursement process would no longer comply with these new regulations; WHEREAS under these new regulations, the ASM will no longer be authorized to file claims for reimbursement of Agglo-related expenses on behalf of its member suburban city mayors; instead, each individual mayor will be required to personally file reimbursement claims with Montreal directly; WHEREAS under this new process, each mayor will have to provide proof that he or she paid for an Agglomeration-related expense using a personal cheque, notwithstanding the fact that this business expense was incurred on behalf of his or her respective city and was not personal in nature; WHEREAS no claim for reimbursement for Agglomeration-related expenses submitted to Montreal from a suburban city mayor will be accepted unless proof is provided that said expenses were paid by personal cheques (from said mayor s personal bank account);
- 113-2014-08-18 WHEREAS the object of the present resolution is to establish modalities pertaining to the reimbursement of expenses for research or support purposes to which the Mayor is strictly entitled according to law; It is moved by Councillor W. Staddon, seconded by Councillor D. Pelletier and UNANIMOUSLY RESOLVED : THAT the Council of the City of Beaconsfield comply with the conditions of the MAMOT s reimbursement of expenses regulations at stipulated in its Règlement sur le remboursement des dépenses de recherche et de soutien des Conseillers ; and THAT the City continue to receive full reimbursement of Agglomerationrelated expenses incurred by Mayor Georges Bourelle on behalf of the City; THAT the Treasurer be authorized to issue an advance of funds in the amount of $10,225.75 to Mayor Georges Bourelle for the specific purpose of paying for Agglomeration-related expenses as per the invoice received from the Treasurer of the Association of Suburban Municipalities; THAT this advance of funds for the reimbursement of expenses to which the Mayor is entitled as a condition of employment attached to his duties with the municipality be conditional upon the Mayor returning the full amount to the City s Treasurer; THAT the Mayor undertake within 30 days of receipt of the reimbursement of the above-mentioned amount from Montreal, to return the full amount to the City s Treasurer; THAT the advance be paid out of budget code 02-111-00-494. G. CLOSING OF REGULAR MEETING It is moved by Councillor P. Alexopoulos, seconded by Councillor W. Staddon and UNANIMOUSLY RESOLVED that the meeting be closed at 9:10 p.m. MAYOR CITY CLERK