MUNICIPALITY OF ARRAN-ELDERSLIE Council Meeting Monday, May 27 th, 2013 9:00 a.m. Council Chambers Municipal Administration Offices 1925 Bruce County Road 10 Chesley, Ontario His Worship Mayor Paul Eagleson MINUTES A meeting of the Council of the Municipality of Arran Elderslie was held on Monday, May 27 th, 2013 at 9:00 a.m. in the Council Chambers. The following Members of Council were present: Mayor Paul Eagleson (Chair) Deputy Mayor Mark Davis Councillor Doug Bell Councillor Brian Dudgeon Councillor Steve Hammell Councillor Dan Kerr Councillor Peter Steinacker The following members of Staff were present: P. Rouse, Clerk L. Albright, Deputy Treasurer A. McArthur, Facilities, Parks & Recreation Manager J. Planz, Chief Building Official V. Weppler, Works Manager 1. Adoption of Agenda Be It Resolved, That the agenda for the Council Meeting of May 27 th, 2013 be received and adopted, as distributed by the Clerk. Carried Resolution # 12 230 2013 2. Disclosures of Pecuniary Interest and General Nature Thereof None at this time.
3. Adoption of Minutes of Previous Meeting(s) 3.1 Regular Council meeting C#11 13 held May 13 th, 2013 Be It Resolved, That Council of the Municipality of Arran Elderslie adopt the minutes of the Regular Council Session C#11 13 held Monday, May 13 th, 2013, as circulated. Carried Resolution # 12 231 2013 4. Business Arising from the Minutes 4.1 Reserves and Reserve Funds This item will be considered at the next regular council meeting upon receiving further information is received. 5. Public Meeting(s) None 6. Delegation(s) 6.1 Wayne Elder & Brenda Scott Proposed Chesley Field Development Wayne Elder and Brenda Scott addressed council, reviewing the proposed Chesley Field Development at the Chesley Community Park, noting that there has been discussion with the Chesley Agricultural Society Facilities regarding this proposal and the use of the grounds which includes the property adjoining the Chesley Community Centre and more specifically, the race track and all those lands encompassed by the race track, ball diamonds B and C and all open space between and around the race track and the medalclad storage barn, which is located east of the Arran Elderslie Water Plant. Discussion included benefits to the community, noting the general promotion of fitness; proposed field will be accessible and safe for all members of the community and the close proximity to the new JK 12 public school. Potential user groups that would be interested in using the facility would include minor soccer, adult soccer, running groups, seniors walking group and community events such as Relay for Life. Preliminary and conceptual field designs will be further developed by a professional landscape architect, noting that the field will need to be irrigated to maintain a healthy playing field, and the design will consider park aesthetics and local environment, with possible river water being used for irrigation. The preliminary costs were provided to Council. Once constructed, enhancements to the facility can be considered as funds become available, such as fencing to prevent vehicular damage to surfaces, lighting and storage building for nets and equipment. Partnerships with the Chesley Agricultural Society, the Bluewater District School Board and Minor Sports are being considered. Fundraising would include applications being made for provincial and federal grants, a donor recognition program would be developed for potential corporate and personal donations, with potential assistance of local service clubs. The group requested that the municipality approve this project in principle, that a municipal Ad Hoc committee be appointed and that the municipality authorize $ 2,000.00, as start up funds to assist in the pre site development of the project. Mr. Elder and Ms. Scott answered questions from Members of Council. 7. Presentation(s) None 8. Correspondence 8.1 Requiring Action 8.1.1 Sideroad 10 S Arran Turnaround on Road Allowance Subsequent to discussion, Council directed staff to look at the site and bring back a report to a future council meeting. Page 2 of 8
8.2 For Information Subsequent to discussion, Council passed the following resolution: Be It Resolved, That Council of the Municipality of Arran Elderslie receives, notes and files correspondence on the Council Agenda for information purposes. Carried Resolution # 12 232 2013 8.3 Events/Notices 8.3.1 Drinking Water Source Protection Stewardship Program 9. Staff Reports 9.1 Clerk Peggy Rouse 9.1.1 SRCLK.13.16 Procurement Policy P. Rouse, Clerk, responded to questions from Member of Council. Subsequent to further discussion, Council passed the following resolution: Moved by: Councillor Bell Seconded by: Councillor Hammell Be It Resolved, That SRCLK.13.16 Procurement Policy be received for information purposes. Carried Resolution # 12 233 2013 A recess was held at this time (9:57 a.m. 10:15 a.m.). 9.2 Treasurer Joanne Marklevitz 9.2.1 Accounts Payable Voucher # 10 13 L. Albright, Deputy Treasurer, responded to questions from Members of Council. Subsequent to further discussion, Council passed the following resolution: Seconded by: Councillor Steinacker Be It Resolved, That Accounts Payable Voucher #10 13 dated May 22 nd, 2013 in the amount of $ 225,638.05 be approved for payment as submitted by the Deputy Treasurer. Carried Resolution # 12 234 2013 9.3 Works Manager Vernon Weppler 9.3.1 SRW.13.22 Winter Maintenance Town of Chesley V. Weppler, Works Manager, responded to questions from Members of Council. Moved by: Deputy Mayor Davis Be It Resolved, That SRW.13.22 Winter Maintenance Town of Chesley be received for information purposes. Carried Resolution # 12 235 2013 Council directed staff to bring back further information regarding how the municipality will go forward with the winter maintenance for the Town of Chesley. 9.3.2 SRW.13.23 Purchase of Signs and Safety Devices V. Weppler, Works Manager, responded to questions from Members of Council. Page 3 of 8
Moved by: Deputy Mayor Davis Seconded by: Councillor Dudgeon Whereas, the award of a quotation for the purchase of signs and safety devices has been recommended by the Works Manager in Report SRW.13.23; therefore Be It Resolved, 1) That SRW.13.23 be received Award Quotation Purchase of Signs and Safety devices; 2) That Council award the purchase of signs and safety devices to Mechanical Advertising in the amount of $ 4,695.49 (including freight and applicable taxes), being financed from Account Number 01 2517 7052 (Trans Roads Safety Signs Material). Carried Resolution # 12 236 2013 9.3.3 SRW.13.24 Award Contract Storage Building Arran Landfill Site V. Weppler, Works Manager, responded to questions from Members of Council. Moved by: Councillor Bell Seconded by: Deputy Mayor Davis Whereas, the award of a contract to construct a storage shed at the Arran Landfill Site has been recommended by the Works Manager in Report SRW.13.24; therefore Be It Resolved, 1) That SRW.13.24 be received Award Contract Construction of a Storage Shed at the Arran Landfill Site; 2) That Council award the contract for the construction of a Storage Shed at the Arran Landfill Site to Doug Trelford in the amount of $ 47,233.26 (excluding applicable taxes), being financed from Account Number 02 3503 7134 (Landfill Arran Storage Shed Contract). Tabled Resolution # 12 237 2013 This resolution was tabled until further information is provided around WSIB insurance is required by the contractors doing construction. 9.3.4 SRW.13.26 Purchase of Pickup Trucks V. Weppler, Works Manager, responded to questions from Members of Council. Seconded by: Deputy Mayor Davis Whereas, the award of a contract to construct a storage shed at the Arran Landfill Site has been recommended by the Works Manager in Report SRW.13.24; therefore Be It Resolved, 1) That SRW.13.26 be received Award Quotation Purchase of two (2) Pickup Trucks; 2) That Council award the Quotation for the purchase of one (1) 2013 GMC Sierra 1500 4WD Ext Cab 143.5 SL Nevada EditionTK10 Pickup Truck to Morrow Sales and Service in the amount of $ 28,969.47 (including applicable taxes); 3) That Council award the Quotation for the purchase of one (1) 2013 Chevrolet 1500 Silverado 4WD Standard Box Ext Cab Pickup Truck to Bud Rier Chevrolet in the amount of $ 28,682.79 (including applicable taxes); 4) That the purchase of one (1) truck is being financed from Account Number 02 3407 7052 (Vehicles & Equipment Pickup Truck Page 4 of 8
Materials); and 5) That the purchase of one (1) truck is being financed from Account Number 02 3633 7052 (Water Paisley Pickup Truck Materials). Carried Resolution # 12 238 2013 9.4 Building Department Josh Planz None 9.5 Recreation Department Ann McArthur None 9.6 Fire Departments 9.6.1 Paisley Fire Department February April 2013 Response Report Seconded by: Councillor Kerr Be It Resolved, That the Paisley Fire Department Response Report February April 2013 be received for information purposes. Carried Resolution # 12 239 2013 9.6.2 Chesley Fire Department April 2013 Response Report Seconded by: Councillor Kerr Be It Resolved, That the Chesley Fire Department Monthly Report April 2013 be received for information purposes. Carried Resolution # 12 240 2013 9.7 Planning Department Jacob Van Dorp None 10. Reports of Members of Council Bell: Councillor Bell advised that he had attended the AGCO presentation at the Williamsford Community Centre relating to permanently licensing municipal facilities. Hammell: Councillor Hammell advised that he had nothing additional to report that had not already been discussed at this meeting. Kerr: Councillor Kerr advised that Dr. Al Quassar had recently given notice regarding his decision to no longer run an office out of the Paisley Medical Clinic. Steinacker: Councillor Steinacker advised that he had also attended the AGCO presentation at the Williamsford Community Centre. Dudgeon: Councillor Dudgeon advised that he had nothing additional to report that had not already been discussed at this meeting. Deputy Mayor Davis Deputy Mayor Davis advised that he had nothing additional to report that had not already been discussed at this meeting. Mayor Eagleson: Mayor Eagleson updated council regarding his meeting schedule and events since the last Page 5 of 8
council meeting including an update regarding the Ontario SPCA and their removal of service in Grey and Bruce Counties. 11. Health and Safety Seconded by: Councillor Kerr Be It Resolved, That Council of the Municipality of Arran Elderslie receives the minutes of the Health and Safety Committee Meeting held March 14 th, 2013, as circulated. Carried Resolution # 12 241 2013 A recess was held at this time (12:01 p.m. 1:17 p.m.). 12. Other Business Moved by: Councillor Kerr Seconded by: Councillor Steinacker Be It Resolved, That Council of the Municipality of Arran Elderslie formally appointed to the Paisley Medical Clinic Advisory Committee for the 2010 to 2014 term of Council or until a successor is appointed, unless otherwise specified: Paul Crysler Eldon A. MacKinnon Mary Cumming Dale Steinhoff Councillor Dan Kerr Carried Resolution # 12 242 2013 Council directed Councillor Kerr to continue to recruit for further members for this Advisory Committee. 13. Notice of Motion None 14. By law(s) 14.1 By law 28 2013 Amend Comprehensive Zoning By law re: Concession 8 Lot 29 (Elderslie) Moved by: Councillor Steinacker Seconded by: Councillor Dudgeon Be It Resolved, That By law No. 28 2013 be introduced and taken as read a first and second time, being a by law to amend Schedule A of By law No. 36 09, as amended (being a Comprehensive Zoning By law of the Municipality of Arran Elderslie re: Concession 8 Lot 29 (Elderslie). Carried Resolution # 12 243 2013 Moved by: Councillor Steinacker Be It Resolved, That By law No. 28 2013 be taken as read a third and final time; to be signed, sealed and engrossed in the By law Book. Carried Resolution # 12 243 2013 14.2 By law 29 2013 Amend Comprehensive Zoning By law re: Concession 8 Lot 29 (Elderslie) Moved by: Councillor Steinacker Seconded by: Councillor Dudgeon Be It Resolved, That By law No. 29 2013 be introduced and taken as read a first and second time, being a by law to amend Schedule A of By law No. 36 09, as amended (being a Comprehensive Zoning By law of the Municipality of Arran Elderslie re: Concession 8 Lot 29 (Elderslie). Page 6 of 8
Carried Resolution # 12 244 2013 Moved by: Councillor Steinacker Seconded by: Councillor Dudgeon Be It Resolved, That By law No. 29 2013 be taken as read a third and final time; to be signed, sealed and engrossed in the By law Book. Carried Resolution # 12 244 2013 14.3 By law 30 2013 Authorize Executive of a Tax Arrears Extension Agreement Seconded by: Deputy Mayor Davis Be It Resolved, That By law No. 30 2013 be introduced and taken as read a first and second time, being a by law to authorize the execution of a Tax Arrears Extension Agreement pursuant to Section 378 of the Municipal Act, 2001. Carried Resolution # 12 245 2013 Seconded by: Deputy Mayor Davis Be It Resolved, That By law No. 30 2013 be taken as read a third and final time; to be signed, sealed and engrossed in the By law Book. Carried Resolution # 12 245 2013 14.4 By law 31 2013 Assess and Levy the Rate for 2013 Seconded by: Councillor Steinacker Be It Resolved, That By law No. 31 2013 be introduced and taken as read a first and second time, being a by law to assess and levy the rates required for the lawful purposes of the Municipality of Arran Elderslie for 2013. Carried Resolution # 12 246 2013 Seconded by: Councillor Steinacker Be It Resolved, That By law No. 30 2013 be taken as read a third and final time; to be signed, sealed and engrossed in the By law Book. Carried Resolution # 12 246 2013 15. Resolution to Move into Closed Session and General Nature Thereof: The Mayor advised that Council will go into closed session at 1:26 p.m. for the purpose of matters identified in the motion below. Seconded by: Councillor Kerr Be It Resolved, That Council of the Municipality of Arran Elderslie does now go into closed session to discuss an item(s) which relates to: i) Personal matters about an identifiable individual, including municipal or local board employees; (Treasurer) ii) Advice that is subject to solicitor client privilege, including communications necessary for that purpose; Staff authorized to Remain: Clerk Carried Resolution # 12 247 2013 16. Resolution to Reconvene in Open Session Council arose from closed session and the regular session resumed at 2:08 p.m. The Mayor confirmed that Council discussed only those matters identified in the motion above. Page 7 of 8
17. Adoption of Recommendations Arising from Closed Session Be It Resolved, That Council adopt the direction from the Closed Session. Carried Resolution # 12 250 2013 18. Confirming By law By law 30 2013 Confirming By law Be It Resolved, That By law No. 30 2013 be introduced and taken as read a first and second time, being a By law to confirm the proceedings of the council meetings of the Municipality of Arran Elderslie held May 27 th, 2013. Carried Resolution # 12 251 2013 Moved by: Councillor Bell Seconded by: Councillor Hammell Be It Resolved, That By law No. 30 2013 be taken as read a third and final time; to be signed, sealed and engrossed in the By law Book. Carried Resolution # 12 251 2013 19. Adjournment Moved by: Councillor Bell Seconded by: Councillor Hammell Be It Resolved, That the meeting be adjourned to the call of the Mayor. Carried Resolution # 12 252 2013 The meeting was adjourned at 2:14 p.m. Original Signed by Paul Eagleson, Mayor Original Signed by Peggy Rouse, Clerk Page 8 of 8