Town of Carbonear Minutes of a regular meeting of the Council of the Town of Carbonear held in Council Chambers, August 7, 2012 at 3:00pm Members Present: Mayor Sam Slade Deputy Mayor Ches Ash Councillors David Kennedy George Butt Betty Forward Ed Goff Ray Noel Also Present: Town Clerk Cathy Somers Director of Operations & Public Works Brian O Grady Director of Recreation & Tourism Rob Button (absent at start of meeting) Absent: Town Administrator Cynthia Davis (on vacation) 1. Calling of Meeting to Order Mayor Slade called the meeting to order at 3:00pm and welcomed everyone to the meeting. 2. Adoption of Minutes a) July 19, 2012 - Privileged Meeting Minutes Motion 12-233 B. Forward / C. Ash Resolved that the minutes of the July 19, 2012 Privileged meeting of council be adopted as presented. b) July 23, 2012 - Regular minutes Motion 12-234 C. Ash / B. Forward Resolved that the minutes of the July 23, 2012 Regular meeting of council be adopted as presented. 3. Business Arising From Minutes Motions to be ratified from the July 19, 2012 Privileged Meeting of Council. Mayor Slade asked that Motion SPE07-19-12-001 be ratified. Motion 12-235 E. Goff / G. Butt Resolved that the Town of Carbonear approve a 50% discount for all rentals that were rescheduled due to the pool closure to resurface the pool deck. Favour 7: Opposed 0: Carried Mayor Slade asked that Motion SPE07-19-12-002 be ratified. Councillors Kennedy and Forward declared a conflict of interest on the motion and left the Council meeting. Motion 12-236 C. Ash / R. Noel Page 1 of 8
Resolved that the Town of Carbonear submit the following project: London Road to Hayden Heights as Priority 1 under the Multi Year Capital Works funding for 2012-2014. Favour 5; Opposed 0; Carried Councillors Kennedy and Forward were called back into the meeting. Mayor Slade asked that Motion SPE07-19-12-003 be ratified. Councillors Kennedy and Butt declared a conflict of interest on the motion and left the Council meeting. Motion 12-237 C. Ash / B. Forward Resolved that the Town of Carbonear submit the following project Fraize Avenue as Priority 2 under the Multi Year Capital Works funding for 2012-2014. Favour 5; Opposed 0; Carried Councillors Kennedy and Butt were called back into the meeting. Mayor Slade declared a conflict of interest on the next motion to be ratified and then left the meeting. Deputy Mayor Ash assumed the chair. Deputy Mayor Ash asked that Motion SPE07-19-12-004 be ratified. Motion 12-238 G. Butt / D.Kennedy Resolved that the Town of Carbonear submit the following project: Bunker Hill as Priority 3 under the Multi Year Capital Works funding for 2012-2014. Favour 5; Opposed 1; Carried Deputy Mayor Ash opposed the motion. Mayor Slade was called back into the meeting. Councillor Forward asked if we contacted the Town of Salmon Cove regarding the upgrade of the emergency access to Salmon Cove Sands. Director of Operations and Public Works advised that our loader and a truck from the Town of Hr. Grace were on site today doing the work as requested. They opted to make an additional path way and leave the existing access as well. Councillor Kennedy asked about the fourth Poster Board. Town Clerk advised that she was notified that the board along with the CD with all the promotional pictures on it would be here by the end of the week. Councillor Kennedy inquired about the spreadsheet requested for the details and schedule for Long Term Debt. Town Clerk advised that the Town Administrator commenced work on the item, but to date it is not finalized. Inquiry regarding the audit completion. Town Clerk advised that the audit has been delayed due to vacation periods for both the town s office staff, and the auditing staff. Auditors should be back in the office to continue their work tomorrow and will try and have the audit finalized after the Town Clerk and Town Administrator have returned from vacation. Some discussion took place regarding any overall surplus funds remaining from the budgeted totals. Town Clerk to request a separate meeting with the auditor before the statements are presented to further discuss this matter. Page 2 of 8
Town Administrator to provide financial report for the next meeting. 4. Delegations None listed. 5. Correspondence, Permits & Development The following items were referred to and reviewed by the Development Committee. Any recommendations will be included in the Committee Report: a) List of Permits Issued # 5435-5466 (see attached) Mayor Slade and Councillor Noel declared a conflict of interest on permits included on this list submitted to Council and left the Council Meeting. Motion 12-239 D. Kennedy / G. Butt Resolved that the Town of Carbonear approve the list of permits #5435-5466 as presented to Council. Favour 5; Opposed 0; Carried Mayor Slade and Councillor Noel were called back into the meeting. Application received: 66-68 Longs Hill - New dwelling Councillor Goff asked the situation with the permit for Mr. Hynes. Director of Operations and Public Works advised that he has agreed to the last proposal offered by Council. Councillor Kennedy requested that a thank-you note be sent to the owners of the pondside apartments regarding the improvements being made to the property. Council agreed. b) Applications received but not yet reviewed: The Gap Road - Extension to existing dwelling Valley Road Crown Land application 5.1 Correspondence, requiring Council s decision a) Municipal Affairs, Office of the Minister 2012-2014 Multi Year Capital Works Program revised funding amount. Projects included in this cost are: Project Number: 12004 (Upgrade & renewal of existing, Recreation Facilities (Track & Field Facilities), Softball Fields, Tennis Courts, Parking Accommodations. Project Number: 12005 (Resurface Rubberized Track) Project Number: 12156 (Valley Road Upgrading & Paving) Project Number: 12157 (Water & Sewer London Road, Phase 2) Councillors Kennedy and Forward declared a conflict of interest on this item and left the Council meeting. Motion 12-240 C. Ash / R. Noel Resolved that the Town of Carbonear accept the funding agreement as part of the 2012-2014 Multi Year Capital Work program in the amount of $2,631,816 with a cost sharing arrangement of 80/20 Provincial/Municipal ratio with the Page 3 of 8
maximum provincial contribution of $2,012,291 and the municipal contribution $503,073. And Be It Further Resolved that the Mayor and Town Clerk are authorized to sign this Agreement on behalf of Council. Favour 5; Opposed 0; Carried Deputy Mayor Ash requested that Council keep the London Road Phase II project moving ahead. Town Clerk advised that a letter was sent to confirm the engineers for the project. Town Clerk to obtain the status of the project from Harris & Associates prior to the next meeting. Some discussion was held in regards to any excess funds from the LeMarchant Street project being used for London Road Phase II or to extend the scope of the LeMarchant Street Project. There will be some additional funds used for the LeMarchant Street project due to cost overruns and extra items identified that were not included in the original contract. To date there have only been some minor extra costs. It was noted that in previous discussions in determining London Road Phase II as the 1 st priority for the additional 2012-2014 Capital Works that the approximate remaining amounts from LeMarchant Street and London Road Phase I were taken into consideration to determine the overall amount of funds that could be used to complete London Road Phase II as far a possible. Director of Operations and Public Works to inquire with Harris & Associates to determine how much further the LeMarchant Street Project could be extended using an additional $107,000. 5.2 Correspondence received and action taken Council reviewed the correspondence and action taken: a) Resident Mahaneys Lane RE: property assessment Forwarded to Finance, Administration and Human Resources b) Department of Environment and Conservation, Water Resources Division 2011 Annual Quality Report - Reviewed by Town Administrator (Only exceedence is PH-Aesthetic factory only), Placed on file. c) Property owner LeMarchant Street Extension RE: Request to extend culvert system from LeMarchant Street to LeMarchant Street Extension. Forwarded to Public Works, Waste Management, and Community Services d) Department of Municipal Affairs - Office of the Minister Acknowledgement of receipt of newly adopted Parking of Commercial Vehicle Regulations Placed on file e) Department of Environment and Conservation, Water Resources Division Re: Fall Operator Education Seminars Copied to the Director of Operations and Public Works and Town Administrator f) Department of Health and Community Services, Office for Aging and Seniors Agreement for Age-Friendly Newfoundland and Labrador Grant Agreement Copied to the Director of Recreation and Tourism and Town Administrator for Page 4 of 8
signing. g) MMSB RE: 2012 Residential Fall Tire Collection Pilot Program Forwarded to Public Works, Waste Management & Community Services h) George Murphy, MHA RE: Ongoing Spray Program Copied to Council, Placed on file i) Eastern Health - Chronic Disease Self Management Program Information Placed on display, copied to Council and staff 6. Committee Reports None filed. Director of Recreation and Tourism entered the meeting in progress. 7. Reports of Town Administrator and Department Heads a) Director of Operations and Public Works No report filed. b) Director of Recreation and Tourism Director of Recreation & Tourism reviewed his report with Council. Mayor Slade asked if the Summer Games flags have been put up at the various town locations. Mayor Slade noted it is important to get them up as soon as possible. In locations where there are only three flag poles, the Summer Games flag can replace the Town Flag. Director of Recreation and Tourism to ensure the flags are installed. New Pool Vacuum no working properly - Director to have the vacuum sent back for repairs or replacement under warranty. Green Space - Crocker s Cove Beach Mayor Slade noted that there is a mowed area at the location, but he asked that the remaining area be trimmed as well. Director of Recreation and Tourism to have his staff complete the work as requested. Paddy s Garden Mayor Slade noted that there are several doors to the washrooms locked because the toilets aren t working. He asked that this be checked out and the toilets repaired or replaced so that they are all working. Director of Recreation and Tourism to have the work completed. Councillor Kennedy asked if the torch is working. Discussed. Director of Recreation and Tourism advised that the torch will be tested to ensure it is in good working condition before the Games. Torch Bearers for Torch Relay. Mayor Slade suggested that a letter should go out to all torch bearers, signed by both mayors thanking these people for their participation in the Torch Relay. Council agreed. Director of Recreation and Tourism to have letters drafted for signing by both mayors. Softball field lighting Councillor Goff inquired about the problem with the softball field lighting. Director of Recreation and Tourism advised that the electrician is looking Page 5 of 8
into this problem and this will be corrected. Pool hours of operations Councillor Goff suggested that we need to review the hours of operations of the pool facility and the rental times available to the public to determine if we can increase the hours of operations and add more rentals to the schedule. Director of Recreation and Tourism and thee Recreation Committee to review and make recommendations. 8. Finance a) Operating Invoices over $1,000.00 totaling $ 59,313.86 (attached) Town Clerk advised that the Town Administrator spoke with the Town s lawyer in regards to the HST that is now being invoiced on the tipping fees for waste collection. Although this matter is still being investigated, he recommended that the Town proceed to pay the Hst to the contractor, and if it is determined later that there is no Hst due on the tipping fees, then the Town can recover that amount from future payments to the contractor. Motion 12-241 C. Ash / D. Kennedy Resolved that the Town of Carbonear approve for payment the list of invoices totaling $59,313.86 as listed to Council. 9. Regulations None listed. 10. General Business Changes to Pool Rental Rates Deputy Mayor Ash reviewed the proposed changes for Pool Rentals with Council. Discussed. Motion 12-242 C. Ash / G. Butt Resolved that the Town of Carbonear adopt the proposed changes for pool rentals and room rentals as reviewed by Council to be effective September 1, 2012. (Rental rates attached) Council also discussed other rates changes for various pool activities. Finance Committee to review further and prepare further recommendation to Council for adoption. Paving Councillor Kennedy asked about the sections of pavement approved to be completed. Director of Operations and Public Works advised that these sections would be done next week, and the area on Powell Drive will be priced next week as well. Summer Games Deputy Mayor Ash asked if Council could be given an update on the Summer Games preparation by the end of the week. Councillor Goff noted that with the majority of town crews working on the preparation for the Summer Games, that there are limited resources left handling other issues throughout the town. Council agreed. Carbonear Day Events Page 6 of 8
Deputy Mayor Ash commended the Special Events Committee for their work in organizing the Carbonear Day weekend activities. All events were well attended. Mayor Slade noted that the parade was very well attended as well. Council agreed and requested that a letter of thanks be sent to the Special Events Committee. Fire Dept. Mayor Slade advised the Fire Department accepted the Town s offer for cost shared funding for the Equipment Truck Princess Sheila Building Flooring Mayor Slade asked if Council would proceed to have this work completed. Director of Operations and Public Works to obtain current quotes for work to be completed. Fire Hall, Roof work. Director of Operations and Public Works to review further with the Fire Department and determine if they have obtained pricing for work to be completed. Recreation Facilities Work Councillor Goff noted that the tennis nets are not up. Basketball courts needs to be painted. Director of Recreation and Tourism to have the work completed. Status of Carbonear Island Archeology Project. Town Clerk advised that a request was sent off by the Town Administrator to have the labour component moved from another project to the Archeology Project. The other project could not proceed as the there was no operational funds approved. She is still waiting for a response to her request from Human Resources & Employment. Mayor Slade will look into the request with the MHA s office. Bulk Clean Up Councillor Noel suggested that we need to set four dates per year for bulk clean up. Agreed. Works Committee to Review. Town Clerk advised that the garbage contractor will send in additional trucks throughout the week, and has assured us that he will have everything picked up by Friday of that week. The Enforcement Officer will be working with the contractor to determine that there is nothing left behind and that people do not put out bulk pick up after the truck has gone through the route. Town crews will complete the metals pick up throughout the week. Storage trailers behind Don s Restaurant and Penney s Transport. Development Committee to review. Reports and Minutes for Regular Council Meetings Councillor Noel asked if Council members could receive all reports and minutes being tabled at the Regular Council meetings at an earlier time. Discussed. Council requested that all Reports and Minutes be provided by Thursday preceding the Monday Regular Council meetings. Town Clerk to prepare the necessary changes to the Policy Manual for this request and to advise staff of the change requested by Council. 11. Notices of Motion None filed. Page 7 of 8
12. Adjournment Motion 12-243 C. Ash / D. Kennedy Resolved to adjourn the meeting at 5:37pm. Mayor Sam Slade Cathy Somers, Town Clerk Page 8 of 8