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2017 December 7 Minutes

2016/12/07

MUNICIPALITY OF SOUTHWEST MIDDLESEX COUNCIL MINUTES
DECEMBER 7, 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, Douglas Bartlett, Rick Cowell, John Kavelaars, Don McCallum and Martin Vink.
Staff members in attendance were Administrator/Clerk Janneke Newitt, Treasurer Kristen McGill, Facilities and Recreation Manager Steve MacDonald and Fire Chief Bob Hansen who left the meeting after the Fire
Department reports were addressed.

APPROVAL OF AGENDA

#2016-0568
D. Bartlett / K. Aranha  
That the agenda be approved as circulated.
Carried

DISCLOSURE OF PECUNIARY INTEREST

No disclosures of pecuniary interest were declared.

MINUTES OF PREVIOUS MEETINGS

Council Minutes – November 2, 2016      


#2016-0569
K. Aranha / M. Vink
That the November 2, 2016 meeting minutes of Southwest Middlesex Council be approved as circulated.
Carried.

Council Minutes - November 16, 2016

#2016-0570
R. Cowell / J. Kavelaars
That the November 16, 2016 meeting minutes of Southwest Middlesex Council be approved as amended.  
Carried

BUSINESS ARISING FROM THE MINUTES

Upon an inquiry from Councillor Kavelaars, staff advised that the Switzer and McLean Switzer Municipal Drain report had been appealed to the Ontario Drainage Tribunal but, to date, no other appeals had been received on the other four recent drain reports.

VOUCHERS

#2016-0571
R. Cowell / M. Wilkins  
That vouchers totaling $1,476,341.79 be approved.
Carried

ACTION CORRESPONDENCE

Community Heritage Ontario (CHO) membership

#2016-0572
K. Aranha / D. Bartlett  
That the 2017 Community Heritage Ontario (CHO) membership be paid.
Carried

Christmas Ad Special with Age Dispatch

#2016-0573
J. Kavelaars / R. Cowell  That Southwest Middlesex purchase the $99.00 colour Christmas ad special as offered by the Strathroy Age Dispatch.
Carried

STAFF REPORTS

Fire 

Southwest Middlesex Fire Department Incident Details

#2016-0574
R. Cowell / M. Vink
That the Incident Details Report from October 2, 2016 to November 17, 2016 be received for information.
Carried

Training Summary Report

#2016-0575
R. Cowell / D. Bartlett    
That the Training Summary report be received for information.
Carried

Glencoe Volunteer Fire Fighter Recruitment

#2016-0576
M. Wilkins / R. Cowell  
That Southwest Middlesex Fire Department hire one Fire Fighter for the Glencoe Station roster to replace Kurt Lovell, along with the three recruits that Council has previously approved to hire on to the Wardsville roster,
retroactively at the start of the Fire Department fiscal year on December 1, 2016.
Carried

Administration

Alternative Voting Methods

#2016-0577
R. Cowell / M. Vink
That a by-law be passed authorizing the use of internet and telephone voting for the 2018 municipal election, and 
That, subject to seven Middlesex municipalities participating so as to guarantee the price as quoted by Intelivote, Council approves the use of the negotiated method of purchase to engage Intelivote Systems Inc. to provide the services of internet and telephone voting for the 2018 municipal election for the following reasons:
  • Proven experience with Ontario municipal elections
  • Excellent references and proven track record with the municipality
  • Proven compatibility with DataFix voters’ list maintenance software
  • Partnership with other Middlesex County municipalities to achieve cost savings and broader promotional opportunities 
Carried

County Planning Services

#2016-0578
J. Kavelaars / M. Vink  
That a by-law be passed authorizing the Mayor and Administrator/Clerk to sign the local planning service agreement with Middlesex County.
Carried

Finance

2017 Funding and Expense Changes

#2016-0579
K. Aranha / R. Cowell  
That the 2017 Funding and Expense Changes report be received for information.
Carried

Proposed Properties for Tax Sale

#2016-0580
M. Wilkins / R. Cowell  
That the Treasurer be directed to register the property as listed on the report for tax sale.
Carried

Facilities and Recreation

2017 Roadside Tree Program

#2016-0581
M. Wilkins / R. Cowell  
That Southwest Middlesex participate in the 2017 Tree Program with the Communities in Bloom Committee;
That Southwest Middlesex purchase trees and tree guards for the program from Sloan’s at a cost of $3,300.00, and tree stakes from McNaughton’s at a cost of approximately $330.00;
That Southwest Middlesex mulch be available and offered to participants at no cost; and
That Southwest Middlesex subsidize the tree program in the amount of $1,000.00 or better to help enhance the environment of Southwest Middlesex.
Carried

REPORTS OF COMMITTEES

Southwest Middlesex Communities in Bloom Meeting Minutes

#2016-0582
M. Vink / D. Bartlett  
That the October 20, 2016 and November 24, 2016 Southwest Middlesex Communities in Bloom meeting minutes be received for information.
Carried

UNFINISHED BUSINESS

There were no items of unfinished business to complete.

BY-LAWS

#2016-0583
D. Bartlett / K. Aranha  
That the following by-laws be given first and second readings:
  • By-law No. 2016/094, to confirm the proceedings of the council of the Municipality of Southwest Middlesex (November 16, 2016)
  • By-law No. 2016/095, to authorize the execution of a tax arrears extension agreement pursuant to Section 378 of the Municipal Act, 2001 [PIN 08554-0092(LT)] 
  • By-law No. 2016/096, to authorize the execution of a tax arrears extension agreement pursuant to Section 378 of the Municipal Act, 2001 [PIN 08541-0103(LT)]
Carried

#2016-0584
M. Wilkins / J. Kavelaars  
That the following by-laws be read a third and final time:
  • By-law No. 2016/094, to confirm the proceedings of the council of the Municipality of Southwest Middlesex (November 16, 2016)
  • By-law No. 2016/095, to authorize the execution of a tax arrears extension agreement pursuant to Section 378 of the Municipal Act, 2001 [PIN 08554-0092(LT)] 
  • By-law No. 2016/096, to authorize the execution of a tax arrears extension agreement pursuant to Section 378 of the Municipal Act, 2001 [PIN 08541-0103(LT)]
Carried

INFORMATION CORRESPONDENCE

#2016-0585
R. Cowell / M. Vink    
That the Information Correspondence be received.        
Carried

COUNCILLORS COMMENTS AND ENQUIRIES

  • Councillor McCallum asked staff to look at the drainage situation along the north side of Victoria Street by the park.
  • Mayor Blackmore thanked the Administrator/Clerk and staff involved in arranging the successful staff appreciation evening.
  • Councillor Aranha asked if Councillor Kavelaars, as a representative on the Lower Thames Valley Conservation Authority, could provide details on a recent camping situation at Big Bend Conservation Area.
  • Upon inquiry from Councillor Cowell, the Administrator/Clerk provided an update on the water agreement with the Village of Newbury.
  • Councillor Bartlett informed Council of a recent mailing to local businesses and service groups as part of the library fundraising campaign.
  • Councillor Bartlett advised that he’d been asked again about the status of trees on Main Street in Glencoe.
  • Councillor Aranha reported on the Rural Symposium she had attended recently in Parkhill.
  • Councillor Kavelaars announced that he and his wife Anne would be purchasing the naming rights to the new comprehensive program room in the amount of $10,000, and presented a cheque to Council during the meeting.  

CLOSED SESSION (Committee of the Whole)

#2016-0586
R. Cowell / D. Bartlett  
That, as of 3:04 p.m., the next portion of the meeting be closed to the public as permitted by Section 239
of the Municipal Act S.O. 2001, c.25, to discuss the pending disposition of land (surplus properties in Appin and Wardsville), labour relations (arranging for temporary Public Works staff during the winter) and to deal with procedural matters (approval of closed session minutes).
Carried

Coming out of the closed session at 3:49 p.m., the Deputy Mayor reported that direction had been given to staff with respect to the disposition of land (surplus properties in Appin and Wardsville), labour relations had been discussed(arranging for temporary Public Works staff during the winter) and procedural matters dealt with.

#2016-0587
M. Wilkins / J. Kavelaars  
That the Deputy Mayor’s report from closed session be received. 
Carried

#2016-0588
J. Kavelaars / R. Cowell  
That the Administrator/Clerk be authorized to create and fill (no advertising required) a temporary, 60-day on-call position in the Public Works Department to assist with road and sidewalk maintenance as needed, offering a $100/week stand-by fee and an hourly wage rate commensurate with experience and type of
equipment to be operated.  
Carried

ADJOURNMENT

Mayor Blackmore adjourned the meeting at 3:50 p.m.
_______________________________________
Mayor
______________________________________
Clerk
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