MUNICIPALITY OF SOUTHWEST MIDDLESEX COUNCIL MEETING MARCH 23, 2016 CALL TO ORDER Mayor Blackmore called the meeting to order at 1:30 p.m. In attendance were Mayor Vance Blackmore, Deputy Mayor Marigay Wilkins and Councillors Karen Aranha, Doug Bartlett, Rick Cowell, John Kavelaars, Don McCallum and Martin Vink. Staff members in attendance were Administrator/Clerk Janneke Newitt, Treasurer Kristen McGill, Public Works Manager Jaime Francisco and Facilities and Recreation Manager Steve MacDonald. APPROVAL OF AGENDA #2016-0136 J. Kavelaars / K. Aranha That the agenda be approved as circulated. Carried DISCLOSURE OF PECUNIARY INTEREST Councillor Vink declared a pecuniary interest in item voucher #039588, a payment for the Peter Mitchell Drain affecting Mr. John Schaeken. Councillor Vink has a farming arrangement with John Schaeken s son Michael, who uses John s equipment. DEPUTATIONS AND PETITIONS Re-Generation Centre Community Needs Survey Antje Giles of the Re-Generation Centre presented the results of a Community Needs Survey sponsored by the Re-Generation Centre and the Anglican Church and taken in the village of Glencoe. She drew Council s attention to questions 9 through 12 as being of most interest to the Municipality. Middlesex Federation of Agriculture Paul Ward, President, and Dave Bolton, member of the Middlesex Federation of Agriculture attended the meeting to report on the Federation s activities and accomplishments over the past year. 1 Southwest Middlesex Council Minutes March 23, 2016
MINUTES OF PREVIOUS MEETINGS Council Minutes March 2, 2016 #2016-0137 That the March 2, 2016 meeting minutes of Southwest Middlesex Council be approved as circulated. BUSINESS ARISING FROM THE MINUTES Councillors were advised that Downs Law had been engaged to represent the Municipality at the Drainage Referee with respect to the application to quash the Bateman Drain construction by-law. VOUCHERS #2016-0138 J. Kavelaars / M. Wilkins That vouchers totaling $503,865.11 be approved. ACTION CORRESPONDENCE Mosquito Larviciding Permits #2016-0139 R. Cowell / M. Vink That Southwest Middlesex supports local action by the Middlesex-London Health Unit to reduce the risk of West Nile Virus including larviciding catch basins and other surface water locations within our jurisdiction. In addition, Southwest Middlesex supports any permit application for West Nile Virus control submitted to the Ministry of the Environment and Climate Change from an appropriately licensed exterminator contracted by a private property owner to apply a larvicide into catch basins located on private property within Southwest Middlesex. STAFF REPORTS Administration Glencoe Library Locations #2016/0140 That the Simpson Street location be deleted from the list of properties under consideration. 2 Southwest Middlesex Council Minutes March 23, 2016
#2016/0141 J. Kavelaars / R. Cowell That, as per the results of the ranking as provided in the staff report, the new comprehensive library be located at 208 Walker Street in Glencoe. Application for Vesting Order, 21948 Melbourne Road - Update #2016/0142 R. Cowell / M. Wilkins That Southwest Middlesex hereby instructs Mr. Rob Waters, solicitor for the Municipality of Strathroy-Caradoc, to proceed with an application to the Ontario Superior Court of Justice on behalf of the Municipality of Southwest Middlesex for an Order, pursuant to Section 10(1) of the Charities Accounting Act, vesting title in lands described as Part Lot 4, Plan 151, Geographic Township of Caradoc, Municipality of Strathroy-Caradoc, described as Parcel Identifier No. 08515-0090 (LT), in the Parcel Register for the Land Titles Division of Middlesex No. 33, at London, Ontario, [Hereinafter Parcel 08515-0090 (LT) in the name of the Corporation of the Municipality of Strathroy-Caradoc. Building Building Report February 2016 #2016/0143 R. Cowell / J. Kavelaars That the Building Department report for the month of February be received, reporting construction values of $1,100.00 and permit fee revenue of $500.00. Finance Reserve Adjustments #2016/0144 M. Wilkins / R. Cowell That the Treasurer be directed to make the reserve and reserve fund adjustments as recommended effective December 31, 2015, with the Ekfrid sidewalk total to be specified within the account. 2015 Council Remuneration #2016/0145 K. Aranha / D. Bartlett 3 Southwest Middlesex Council Minutes March 23, 2016
That the 2015 Council Remuneration report be received for information. Employee Appreciation and Taxable Benefits #2016/0146 R. Cowell / J. Kavelaars That Section 3.02 of the Employee Service Recognition Policy be amended to read: Service awards will be in the form of a gift certificate to a Southwest Middlesex business of the employee s choice, a gift from a Southwest Middlesex business chosen by the employee, or a donation to a charity of the employee s choice. 2016 Budget Meeting Dates It was agreed that Council would meet to consider the 2016 general and utility budgets on: April 4 th at 7:00 p.m. April 11 th at 7:00 p.m. April 13 th at 1:30 p.m. April 18 th at 7:00 p.m. (only if required) Facilities and Recreation Grass Contract Extensions #2016/0147 R. Cowell / J. Kavelaars That the three grass cutting contract extensions be approved and the method for awarding the rescinded and any new locations for the 2016 season be approved as proposed in the report. Dog Park Fence Bids #2016/0148 J. Kavelaars / R. Cowell That Council award the dog park fence project to Simpson s Fence at the quoted price of $9,297.94 + HST. Canada 150 C.I.P. Contribution Agreement #2016/0149 4 Southwest Middlesex Council Minutes March 23, 2016
M. Vink / J. Kavelaars That a By-law be passed authorizing the Mayor and Administrator/Clerk to sign the contribution agreement with FedDev Ontario for funding under the Canada 150 Community Infrastructure Program. Celebrate Community Committee Requests #2016/0150 M. Wilkins / J. Kavelaars That Council permits CCC to have free use of the Glencoe Arena on Saturday July 16, 2016 for Art in the Park if it has to be moved from the Train Station due to inclement weather. Budget Consideration Wall Mural #2016/0151 D. Bartlett / R. Cowell That consideration of replacing the wall mural at the Main Street parkette be deferred to budget deliberations. Public Works Public Works Monthly Activity Report February #2016/0152 That the Public Works Manager s activity report for the month of February be received for information. 2015 Water Distribution System Annual & Summary Reports #2016/0153 J. Kavelaars / M. Wilkins That the 2015 Water Distribution System Annual & Summary reports be received for information. Ontario Community Infrastructure Fund Formula-Base Funding #2016/0154 J. Kavelaars / R. Cowell That the amount of $118, 727 received from the Ontario Community Infrastructure Fund Formula Base Funding be allocated to the following projects; 5 Southwest Middlesex Council Minutes March 23, 2016
Glencoe Sanitary Collection System - extraneous flow project, flushing and CCTV sanitary mains, and possible manhole & pipe rehabilitation - $20,000. Wardsville Sanitary Collection System - $10,000. Pulverize and DST on Tait s Road - $20,000 Glencoe Waste Water Treatment Plant requirements - $68,727 and that the required project reports be completed and submitted for each individual project; and That an additional $20,000 be allocated to the 2015 Sidewalk Replacement Plan from the Five Year Capital Plan. Appin Street Reconstruction Project - Update #2016/0155 R. Cowell / J. Kavelaars That a concrete mountable curb and gutter be incorporated into the design and construction of the Appin Streets. McKellar/Ramsey/Lovell Project Costs #2016/0156 M. Wilkins / K. Aranha That the engineering and inspection costs for the McKellar/Ramsey/Lovell Street projects be allocated as per the report; and That the SRNMI grant be allocated as per the report. Watterworth Culvert Costs #2016/0157 R. Cowell / M. Vink That the Watterworth Culvert Costs report be received for information. REPORTS OF COMMITTEES St. Clair Region Conservation Authority Annual General Meeting Minutes #2016/0158 That the St. Clair Region Conservation Authority Annual General Meeting minutes of February 18, 2016 be received. UNFINISHED BUSINESS There were no items of unfinished business to complete. 6 Southwest Middlesex Council Minutes March 23, 2016
BY-LAWS #2016/0159 J. Kavelaars / K. Aranha That the following by-laws be given first and second readings: By-law No. 2016/021, to confirm the proceedings of the council of the Municipality of Southwest Middlesex (March 2, 2016) By-law No. 2016/022, to adopt the Flag Etiquette Policy By-law No. 2016/023, to abandon a portion of the Wilson McDonald Municipal Drain By-law No. 2016/024, to authorize the Mayor and the Clerk to sign a contribution agreement with Her Majesty the Queen in Right of Ontario for funding through the Canada 150 Community Infrastructure Program for the Rehabilitation of Hockey Arena Boards, Netting and Glass at the Glencoe Memorial Arena #2016/0160 That the following by-laws be read a third and final time: By-law No. 2016/021, to confirm the proceedings of the council of the Municipality of Southwest Middlesex (March 2, 2016) By-law No. 2016/022, to adopt the Flag Etiquette Policy By-law No. 2016/023, to abandon a portion of the Wilson McDonald Municipal Drain By-law No. 2016/024, to authorize the Mayor and the Clerk to sign a contribution agreement with Her Majesty the Queen in Right of Ontario for funding through the Canada 150 Community Infrastructure Program for the Rehabilitation of Hockey Arena Boards, Netting and Glass at the Glencoe Memorial Arena By-law No. 2015/108, to provide for drainage works in the Municipality of Southwest Middlesex, in the County of Middlesex, being the Keet Municipal Drain 7 Southwest Middlesex Council Minutes March 23, 2016
INFORMATION CORRESPONDENCE #2016/0161 J. Kavelaars / K. Aranha That the Information Correspondence be received and filed. COUNCILLORS COMMENTS AND ENQUIRIES #2016/0162 K. Aranha / M. Vink That the June 22 nd Council meeting be rescheduled to June 29 th. Deputy Mayor Wilkins reminded staff of necessary changes to be made to the enforcement provisions of the yard maintenance by-law. The Public Works Manager advised of boulevard restoration procedures that would be followed prior to street sweeping. ADJOURNMENT Mayor Blackmore adjourned the meeting at 4:25 p.m. Mayor Clerk 8 Southwest Middlesex Council Minutes March 23, 2016