MINUTES OF THE REGULAR COUNCIL MEETING HELD ON OCTOBER 15, 2018

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1 MINUTES OF THE REGULAR COUNCIL MEETING HELD ON OCTOBER 15, 2018 Present were: Also present: Mayor Sam Synard Deputy Mayor Gary Myles Councillor Mike Brennan Councillor Andy Edwards Councillor Keith Keating Councillor Nora Tremblett Dennis Kelly, Chief Administrative Officer Melanie Kilfoy, Director of Finance & Administration Rob Warr, Director of Recreation & Community Services Petrina Power, Executive Clerk 1. Call to Order Mayor Synard called the meeting to order at 6:35 p.m. and welcomed everyone present. 2. Adoption of Agenda MMC /001R Moved by Councillor Tremblett, seconded by Councillor Keating BE IT RESOLVED the agenda be adopted. 3. Adoption of Minutes MMC /002R Moved by Councillor Keating, seconded by Councillor Edwards BE IT RESOLVED the minutes of the held on October 2, 2018, be adopted. 4. Business Arising from Regular Meeting There was no Business Arising from the of October 2, 2018, to bring forward. 5. Delegations There were no scheduled delegations. Mayor Synard acknowledged Mr. Jimmy Bonnell, an advocate for youth mental health, in the audience. 1

2 6. Committee Reports Planning & Development Committee Councillor Brennan reviewed the minutes of the Planning & Development Committee meeting held on October 11, 2018, noting there was just one recommendation to bring forward. MMC /003R Moved by Councillor Brennan, seconded by Councillor Keating BE IT RESOLVED that an application received from a resident to construct an attached accessory building measuring 20 x 28 to a residence at 14A Water Street East be rejected due to concerns from Newfoundland Power regarding overhead powerlines and safety issues. Finance Committee Councillor Edwards reviewed the minutes of the Finance Committee meeting held on October 10, MMC /004R Moved by Councillor Edwards, seconded by Councillor Tremblett BE IT RESOLVED approval be given to adjust 2018 taxes for Account No. HAYLE001 to adjust business tax in the amount of $ and water tax in the amount of $ as the business ceased operations in February MMC /005R Moved by Councillor Edwards, seconded by Deputy Mayor Myles BE IT RESOLVED approval be given to pay Invoice No as received from BDO Canada LLP dated June 30, 2018, in the amount of $12, including HST for professional services in relation to the audit of financial statements for the year ended December 31, 2017, which represents the final payment of the quoted fee of $21,000 plus HST for the financial statement audit. Councillor Edwards thanked the CAO and the Director of Finance & Administration for ensuring that all necessary work was done on the Town s end to ensure that BDO Canada LLP stayed within the quoted fee of $21, plus HST for the audit. 2

3 MMC /006R Moved by Councillor Edwards, seconded by Councillor Keating BE IT RESOLVED approval be given to pay the August Monthly Claim dated August 31, 2018, as received from the YMCA of Newfoundland and Labrador in the amount of $38,568.02, subject to review and approval of the Director of Recreation & Community Services. Discussion There was some discussion on the increase in the Town s subsidy to the YMCA for the month of August, which was attributed to decreased membership for the month, a decline in daily passes and other factors. A meeting with the CEO for the YMCA of NL is pending to discuss why membership is down and other concerns. It was noted that a financial donation in the amount of $40, ($10, per year for the next four years) has been received from The Joyce Family Foundation to assist in offsetting the cost of memberships to the YMCA for low income families. The Joyce Family Foundation and Mr. Ron Joyce, who invested in the first Tim Hortons in Hamilton, Ontario, are dedicated to supporting the social, economic and emotional well-being of children and youth by empowering them to develop into healthy, confident, independent contributors to Canadian society. Councillor Edwards thanked the Joyce Family for their generosity. MMC /007R Moved by Councillor Edwards, seconded by Councillor Brennan BE IT RESOLVED Council approve Accounts Payable Listing No. 8-1 due as of October 16, 2018, in the amount of $131,091.47, as per policy. MMC /008R Moved by Councillor Edwards, seconded by Councillor Keating BE IT RESOLVED approval be given to adjust water and sewer taxes plus any accrued interest for St. Gabriel s Hall for the 2016 Taxation Year as the Town s policy regarding nonremission of water and sewer taxes did not come into effect until the 2017 Taxation Year. 3

4 MMC /009R Moved by Councillor Edwards, seconded by Councillor Tremblett BE IT RESOLVED approval be given to adopt the Electronic Device Policy, to come into effect October 16, MMC /010R Moved by Councillor Edwards, seconded by Councillor Keating BE IT RESOLVED approval be given to adopt the Harassment Policy to come into effect October 16, The CAO will follow-up with setting up a training schedule to educate Council and staff on the policy. Public Works Committee Councillor Keating reviewed the minutes of the Public Works Committee meeting held on October 9, Correspondence has been received from a resident of Charlotte Avenue requesting that the Town take over the waterline in the road and provide snow clearing services. There are no issues with providing snow clearing services and follow-up will be made with the residents of the area to determine the best way to push the snow. However, the Town will require as-builts for the road before taking over any infrastructure. Correspondence has also been received from residents of Ducey s Trailer Court requesting a change in name to Jones Rock. This item will require further follow-up to ensure all residents of the area are in agreement due to changes that will be made to the assessment roll. Regular operations are going well and equipment is being readied for the winter season. A tender has been advertised for a new truck for the Department, which closes on October 19 th. Work on Wilson Street and Forest Road is proceeding well with the majority of work to be done this season completed on Wilson Street. Councillor Keating advised that a number of projects that have been approved under the Gas Tax Funding program need to be started soon (appoint engineers, etc.). The Water Treatment Plant is operating well; there are some fluctuations in water production. The collection of old wooden garbage boxes has begun. Anyone who wants to get rid of their old wooden garbage box are asked to clean them of debris, mark them and place them at the curb for pick-up on bulk garbage day. Boxes were picked up on October 11 th and 12 th ; anyone who 4

5 missed the pick-up can put their box to the curb on bulk garbage day next month. Anyone who wants to keep their box should move it up closer to their house, preferably behind it. Councillor Keating advised the public that there is an issue with the traffic lights at Walmart and at the Sobeys/Tims/Shoppers intersection on Columbia Drive. The Public Works Department is following up on resolving the issues and the motoring public is asked to proceed with caution in the meantime. Social Committee Councillor Keating advised the Town s Social Committee met earlier this afternoon and had one recommendation to bring forward. MMC /011R Moved by Councillor Keating, seconded by Councillor Tremblett BE IT RESOLVED approval be given to book the Marystown Hotel and Convention Centre for the Town s Christmas Social which will take place on Saturday, December 1, 2018, at a cost of $40.00 per person including HST with Council, management, staff and committee members to be included. Applications for the Multi-Year Capital Works Program are due by December 21 st. This item will require further discussion by Council to determine the projects to include in an application. Planning & Development Committee cont d Before moving on to the Recreation Committee report, Councillor Brennan was asked to bring forward a Planning & Development application for a wheelchair ramp that is pending approval. MMC /012R Moved by Councillor Brennan, seconded by Councillor Edwards BE IT RESOLVED that an application received from residents to construct a wheelchair ramp on a residence at 5-7 Harris Drive Extension. Recreation Committee Councillor Edwards advised that the Recreation Committee met on October 10, 2018 however, it was just a discussion. The Town hosted a community feast with vegetables from its Community Garden on September 29 th and it was a huge success. Councillor Edwards advised that several residents recently thanked him and the rest of Council for involving their children in the imitative. 5

6 The Director of Recreation & Community Services advised that CIMCO Refrigeration has been working on several upgrades at the Kaetlyn Osmond Arena. During those upgrades, another issue was discovered with the brine pump. It took some time to get the part and have it installed but the arena has been inspected and ice-making has started. The ice should be ready by this Thursday or Friday. The opening of the arena for the winter season was delayed due to these issues; the Director of Recreation & Community Services thanked everyone for their patience. Use of the fields is winding down. The high school teams have been using the fields every week and will be participating in the 4A Championships in St. John s this weekend. The Director of Recreation and Community Services wished them good luck in their games. The fields will be winterized at the end of this week. Mayor Synard commented on the importance of the arena and hockey to the Burin Peninsula and noted The Southern Gazette will be doing a story on a young hockey player with ties to the Burin Peninsula and the Kaetlyn Osmond Arena. Michael Clarke, who lived in Terrenceville as a child and played for the Calgary Canuks, is now playing with the Humboldt Broncos. Councillor Keating suggested the Director of Recreation and Community Services forward a letter of congratulations to Mr. Clarke. The Town has received funding for a project under the Community Employment Enhancement Project and is accepting applications until October 19 th. Approximately 8-10 labourers and carpenters will be hired to create a record storage space at the former Ville Marie Swimming Pool. As noted earlier, there are some concerns about the subsidy increase in the August invoice from the YMCA. Councillor Edwards advised that these concerns will be discussed during a meeting with Mr. Jason Brown, CEO of the YMCA-NL. Tourism & Special Events Committee Deputy Mayor Myles reviewed the minutes of the Tourism and Special Events Committee meeting held on October 11, Committee members will be participating again in the Kids Eat Smart program at Sacred Heart Academy during the week of November 19-22, Committee members will also host another party for persons with developmental challenges on October 30 th at the Summer Games Building. This Halloween-themed party will be sponsored by KFC. Remembrance Day services will take place in Marystown this year. In recognition of the 100 th anniversary of Armistice Day, the Committee and the Town will host a luncheon at St. Gabriel s Hall following the ceremony on November 11 th. Soup, sandwiches and finger foods will be served with entertainment to follow. Guy Fawkes Night will take place on November 5 th at 6:30 p.m. at the Summer Games Building. The annual Santa Claus Parade will take place December 8 th. The Town sponsored it last year and will probably do so again this year. The Town always sponsors a float and will be doing a 6

7 second float. Prior to the parade, the Town s annual Christmas Tree Light-up will take place on December 6 th. Deputy Mayor Myles had one recommendation to bring forward. MMC /013R Moved by Deputy Mayor Myles, seconded by Councillor Tremblett BE IT RESOLVED approval be given to appoint the following individuals as Volunteer Members of the Town of Marystown Tourism and Special Events Committee: Sandy Brake Roxanne Denty Stacey Mallay thus joining the following individuals as volunteer members of the committee: Maryann Baker, Georgina Brushett, Corey Ducey, Mike Kelly, Mike Kober, Cindy Pardy, Tara Planke, Mary Power and Florence Walsh. Protection to Persons & Property Committee Councillor Tremblett reviewed the minutes of the Protection to Persons & Property Committee meeting held on October 11, Fire Prevention Week took place October 7 th to 13 th and our firefighters were busy visiting the schools and hosting other community activities. Councillor Tremblett thanked the Marystown Volunteer Fire Department not only for the work they did to educate students on fire prevention and safety but for incorporating an anti-litter campaign into their sessions. Councillor Tremblett also thanked the Marystown Fire Wrens for their support to the Marystown Fire Department. Through their fundraising efforts, the Wrens raised $14, for 2018, which was presented to the Department during their annual banquet. Those funds will be used to purchase a washer extractor for cleaning bunker gear. The Department will be looking to secure funds for a dryer as well. Councillor Tremblett again thanked the Fire Department and the Wrens for their contributions as volunteers. Councillor Brennan commended the firefighters for taking on an anti-litter campaign during their busy schedule. Councillor Brennan referenced a recent post on Facebook by a resident who had taken pictures of the garbage littering the Peninsula Mall parking lot. Despite residential support for the Town s anti-litter campaign, there are still residents who continue to litter without regards for the efforts of others. Councillor Brennan also thanked the Marystown Fire Department for helping to spread the message that it s not right to litter. The Marystown Volunteer Fire Department is currently down by five members. Councillor Tremblett noted there is no finer department than the Marystown Volunteer Fire Department and 7

8 the friendships and comradery will last a lifetime. Anyone looking for a great way to serve their community, whether male or female, is welcome to apply to the Department. 7. Correspondence Letter from resident dated October 5/18 re: War Memorial re: opposition to any action being considered to relocate cenotaph as it should stay where it is. Councillor Keating noted a number of negative and positive comments have been received regarding the potential relocation of the war memorial to the lower portion of the Town s grounds. Deputy Mayor Myles noted that to date, a sub-committee has been formed for the purpose of looking into the feasibility of relocating the monument and to date, no decisions or actions have been made. The monument needs to be inspected to see if it s feasible to move it and both Mr. Terry Wiseman and a representative of Muirs Marbleworks will be inspecting the monument to make that determination. Councillor Tremblett noted that at this point, the sub-committee is just in the discussion stage and pointed out that it was a member of the royal Canadian Legion who approached the Town about possibly relocating the monument given its current windy location. Whether it s moved or not, the monument will need to undergo repairs. Should the Town proceed with the relocation, Deputy Mayor Myles noted the grounds around the monument will be developed in a respectful manner. 8. Approvals to Purchase MMC /014R Moved by Councillor Edwards, seconded by Councillor Tremblett BE IT RESOLVED approval be given to the Fire Department for the following purchase/expenditure: Valim Fire Protection training mannequins (3) for use in live fire training - $4, including HST. MMC /015R Moved by Councillor Edwards, seconded by Councillor Brennan BE IT RESOLVED approval be given to the Public Works Department for the following purchase/expenditure: Wolseley Waterworks Group Two complete Mueller Canada Valve Hydrants (7ft extension) - $6, including HST. 8

9 9. Regulations There were no Regulations to bring forward. 10. Other Business Councillor Keating advised that representatives from BMS North America inspected the blivet on Bayview Street to try to determine the cause for a smell in the area. Follow-up will be made to have an ultraviolet light installed on the end of the blivet and have the water coming out of the blivet tested to determine further actions. 11. Notices of There were no Notice of s during the meeting. 12. Adjournment MMC /016R Moved by Councillor Tremblett, seconded by Councillor Edwards BE IT RESOLVED the meeting was adjourned at 7:13 p.m. Sam Synard Mayor Dennis Kelly Chief Administrative Officer 9