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MEETING #453
MINUTES OF MEETING
GRAND FALLS-WINDSOR TOWN COUNCIL
HELD IN THE TOWN HALL
7:00 P.M., TUESDAY, OCTOBER 20TH, 2015
PRESENT: Mayor:
Allan Hawkins
Deputy Mayor: Barry Manuel
Councillors:
Amy Coady-Davis, Darren Finn, Rodney Mercer,
Bruce Moores, Tom Pinsent
Staff:
M. Pinsent, Town Manager\Clerk
J. Saunders, Director of Engineering & Works
B. Griffin, Director of Finance
G. Hennessey, Economic Development Officer
ABSENT: Staff:
D. Nichols, Director of Parks & Recreation
The Mayor called the meeting to order at 7:00 P.M. and asked for any errors
or omissions to the Minutes of Meeting #452 of Tuesday, September 29 th, 2015.
Motion
Moores\Manuel
Be it resolved that the Minutes of Meeting #452 of Tuesday, September 29th,
2015 would be adopted as circulated. This motion carried by a vote of 7-0.
BUSINESS ARISING OUT OF THE MINUTES
None
DISBURSEMENT REPORT
Councillor Pinsent presented the disbursement report in the amount of
$404,568.71.
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Motion
Pinsent\Mercer
Be it resolved that the disbursement report in the amount of $404,568.71
would be adopted as presented. This motion carried by a vote of 7-0.
COMMITTEE REPORTS
Economic Development and Tourism
The following report was presented by Councillor Coady-Davis.
2015 Department Objectives
The Economic Development Officer presented the 2015 Department
Objectives. He went through all of the items that were identified and the
Committee discussed what progress had been made on each of them.
2016 Department Objectives
The Economic Development Officer presented the 2016 Department
Objectives. The Committee reviewed each objective and made various
recommendations on them. The Committee will review the Departmental Budget
draft at the next Committee meeting in three (3) weeks.
Business Development Officer – Objectives Review
The Business Development Officer reviewed his 2015 Objectives and
presented his 2016 Objectives, as well. The Committee discussed various aspects
of the report and will take all information into account when addressing the 2016
Departmental Budget information at the next Committee meeting.
I move the recommendations and report of this Committee.
Motion
Coady-Davis\Pinsent
Be it resolved that these recommendations and report would be adopted as
circulated. This motion carried by a vote of 7-0.
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Committee of the Whole
The following report was presented by Deputy Mayor Manuel.
Fire Rescue Truck
The Committee reviewed the tender documents and the supporting
information for the purchase of a used Spartan Gladiator Heavy Rescue Vehicle.
This vehicle is not a pumper, but is a large truck that will carry the rescue tools,
provide lighting, includes a generator, a cascade system to fill air canisters and
transport up to twelve (12) firemen.
The Committee recommends that this tender be awarded to Palmer
Automotive and Truck Center for $99,997 plus HST.
Plan Amendment Fees
The Director of Engineering and Works reviewed the cost of preparing and
executing Municipal Plan Amendments that are requested to alter regulations and
zoning plans. Comparative data was also presented from other municipalities that
included the fees charged an applicant for this work.
The Committee recommends that the fee for Municipal Plan Amendments
be $1,000.00 plus advertising costs and the cost of a Public Hearing
Commissioner. The Committee also recommends that the Development
Regulation Amendment fee be $500.00 plus advertising costs.
I move the recommendations and report of this Committee.
Motion
Manuel\Finn
Be it resolved that these recommendations and report would be adopted as
circulated. This motion carried by a vote of 7-0.
Finance and Administration
The following report was presented by Councillor Pinsent.
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Labour Report
The Committee reviewed the labour costs as of week 40. Total labour was
$2,520,973. This was $37,850 (1.5%) in excess of budget.
The Committee recommends that staff continue to monitor labour costs.
Cash Collections
The Committee reviewed the taxation receivable report as of September 30th,
2015. The total taxes outstanding as of that date are $2,184,557 – an increase of
$127,116 (6.18%) from the previous year.
The Committee recommends staff continue to pursue all outstanding arrears.
The Committee also reviewed the pre-authorized payments. We are
currently collecting $2,760,000 per month and processing 1,720 payments per
month. The Committee also reviewed collection activity regarding shut-off notices
and statement mail outs.
The Committee recommends staff prepare a Collection Policy for review at
the next meeting.
Funding Requests
The Committee reviewed a request from the Windsor Pentecostal
Church.
The Committee recommends a one-third (1\3) page ad at the rate of $250.00.
The Committee reviewed a request from the Miss Achievement
Newfoundland and Labrador Scholarship Program.
The Committee recommends that $150.00 be approved for this.
The Committee reviewed a request from Daffodil Place in support of “A
One Night Stand Against Cancer”.
The Committee recommends that $500.00 be approved for this.
The Committee reviewed a request from Municipalities Newfoundland and
Labrador’s Annual Convention.
The Committee recommends that $500.00 be approved for this.
The Committee reviewed a request for the Miss Teen Newfoundland and
Labrador Pageant.
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The Committee recommends that $500.00 be approved for this.
Tender Summary – Heavy Rescue Fire Truck
The Committee received the prepared tender for a used fire truck in the
amount of $112,997. The amount net of tax is $28,000 in excess of the budget.
The Committee discussed the merit of purchasing a new version used and
recommends more information be reviewed at the next Committee of the Whole
meeting.
Taxation
The Committee reviewed a request to recover taxes overpaid in error due to
ownership change.
The Committee recommends that the Director of Finance discuss this issue
with the affected parties to attempt to resolve the issue.
Pension Plan
The Committee reviewed correspondence from the Provincial Pension
Superintendent advising that our request for pension solvency exemption has been
approved for 2014 to 2016. It was noted that the Town has made solvency
payments for 2014 and 2015 of $164,196 per annum. It was also noted that a
condition of this approval is that annual evaluation be completed.
The Committee recommends we review the issue of solvency payments in
the 2016 Budget process.
2016 Budget Preparation Schedule
The Committee reviewed the 2016 Budget Preparation Schedule for
2015.
The Committee recommends that staff begin the process.
Municipal Assessment Agency
The Committee reviewed information regarding the assessment roll.
Assessment notices will be mailed out beginning October 5 th. The date for
accepting appeals is up to and including November 4th.
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Blended Tax
The Committee reviewed an invitation to discuss the proposed blended tax
of business and realty tax. This session is presented by the Province.
The Committee agreed that the Chair and Director of Finance would attend
this session.
I move the recommendations and report of this Committee.
Motion
Pinsent\Finn
Be it resolved that these recommendations and report would be adopted as
circulated. This motion carried by a vote of 7-0.
It was noted that the pre-authorized payments were $2,760,000 per year, not
per month.
Public Works and Planning
The following report was presented by Councillor Finn.
Presentation – Exploits Hospitality and Retail Association
Mr. Sutherland and Mr. Peyton informed the Committee that their
Association was formed to deal with labour related issues, but expanded to include
other business. The waste management fees being charged by Central Nfld. Waste
Management is one of their issues. They feel that tipping fees and recycling
policies for businesses are developed without knowing the ratios of garbage to
recycling for businesses. The fee structure as it exists does not promote recycling
and it is cheaper to class all waste as garbage.
The fee of $180.00 for non-compliance is also a fee with no merit. The
Association is concerned that Central Nfld. Waste Management, as a not-for-profit
board, can impose fees without any supporting documentation on input from the
business community. Since the regional site at Norris Arm opened, one business
had their fees increased by more than three hundred percent (300%). The
Association feels that communication with Central Nfld. Waste Management is a
problem and more dialogue is required for all parties to understand the process.
Mr. Sutherland and Mr. Peyton were excused at 5:30 P.M.
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The Committee discussed the concerns raised and supports discussion with
Central Nfld. Waste Management on behalf of the business community. The
Committee recommends that a formal letter be requested from the Association
outlining the impact on the members. The Committee also recommends that an
additional meeting be held to formulate a position based on information presented.
Home Based Business Applications
25 Bouzane Street – Legging Business
The Committee discussed the request for a legging business at 25 Bouzane
Street. This is used mainly for administration, and therefore, the Committee
recommends the application be approved.
16 Exploits Lane – Piano and Voice Lessons
The Committee discussed a request for piano and voice lessons in a detached
garage at 16 Exploits Lane. This notice was mailed to adjacent property owners
and placed in the local paper and no objections were received.
The Committee recommends this be approved with these following
conditions:(1) Must contact and receive approval from Service NL (Gander Office) prior
to starting.
(2) Must add sound barrier insulation to the garage that is being used for home
based business.
(3) Must provide clients and occupants of 16 Exploits Avenue with off-street
parking and ensure that business does not create on-street parking issues or
congestion to traffic flow.
(4) Must ensure that business does not disrupt the residential character or the
quiet enjoyment of the neighbourhood.
(5) Home based business sign cannot exceed 0.20 square metres (2.15 square
feet). The sign must be placed within or flat against the main front wall of
the dwelling unit or on an entry feature such as a gate, fence or steps.
(6) Permit is subject to review, if complaints, are received or if there is noncompliance to Town Regulations. Council may revoke the business permit
if issues cannot be resolved.
418 Grenfell Heights – Accessory Building and Small Scale Cabin Construction
Business
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The Committee reviewed the application for an accessory building and small
scale cabin construction business at 418 Grenfell Heights. This was advertised in
the local paper and mailed to adjacent property owners. Four (4) letters of
objection were received.
The Committee reviewed the comments and recommends the request be
denied at this time.
121 Harmsworth Drive – Make-up Service and Lessons
The Committee reviewed the request of make-up service and lessons at 121
Harmsworth Drive. This was mailed to adjacent property owners and advertised in
the local paper. There were no objections, but a concern expressed with sufficient
parking.
The Committee recommends the application be approved with the following
conditions:(1) Must contact and receive approval from Service NL (Gander Office) prior to
starting.
(2) Must provide clients and occupants of 121 Harmsworth Drive with off-street
parking and ensure that business does not create on-street parking issues or
congestion to traffic flow.
(3) Must ensure that business does not disrupt the residential character or the
quiet enjoyment of the neighbourhood.
(4) Home based business sign cannot exceed 0.20 square metres (2.15 square
feet). The sign must be placed within or flat against the main front wall of
the dwelling unit or on an entry feature such as a gate, fence or steps.
(5) Permit is subject to review, if complaints, are received or if there is noncompliance to Town Regulations. Council may revoke the business permit
if issues cannot be resolved.
264 Grenfell Heights – Pampered Paws – Second Kennel Building
The Committee reviewed the application for expansion of the existing
Pampered Paws business at 264 Grenfell Heights. This was advertised in the local
paper and mailed to adjacent property owners. No objections were received.
The Committee recommends this application be approved.
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Bartle Place – Proposed 4 Unit Building
The Committee reviewed the application for a proposed 4-unit building on
Bartle Place and plans for an additional two (2) buildings.
The Committee is pleased that this property is finally being developed and
recommends staff work with the developer to improve the façade and make
adjustments for front entrance protection.
Interfaith Cemetery – Union Street
The Director of Engineering and Works updated the Committee on a
meeting that was held with members of the Interfaith Cemetery Committee to
discuss location of burial plots adjacent to the Trans Canada Highway and
maintaining a sufficient buffer.
The Committee recommends that staff work with the Interfaith Cemetery
Committee to determine the appropriate distance and consider whether a tree
planting program or berm construction is implemented to provide sufficient
privacy between the Trans Canada Highway and the cemetery.
Correspondence – 13 Pine Avenue
The Committee discussed correspondence from the owner of 13 Pine
Avenue outlining a schedule to carry out renovations. This building has been
vacant for some time and renovations are required. The owner did some minor
work, but more extensive work is required and is scheduled for June 2016.
The Committee recommends the schedule submitted be accepted and staff
monitor the work.
Poly Bag Flyer Distribution – Ivy Gardner
The Committee discussed correspondence from Ivy Gardner requesting
permission to erect delivery tubes adjacent to mailboxes on Grenfell Heights.
Delivery in these areas is difficult due to the distance between houses and length of
driveways. There was also a request under separate mail for boxes on residential
lawns at residences that don’t have mail boxes on their residences. The Committee
discussed these requests and has issues with both. There is concern with the
aesthetics of the units and flyers, etc… being blown around the neighbourhood.
The Committee recommends that both requests be denied at this time and
any units that have been installed be removed immediately.
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Correspondence – Chad Porter
The Committee discussed the request from Mr. Porter for a chalet
development at Goodyear Dam.
The Committee recommends this be approved in principle and the process
commence with Crown Lands. This was previously owned Abitibi land, therefore,
the Town has to be the applicant. Any condition of land transfer or lease can be
finalized when land is under the Town’s control.
Land Request – Charles Hutchings – 31 Knight Street
The Committee reviewed a request from Mr. Hutchings for additional land
at the rear of 31 Knight Street.
The Committee recommends the request be approved, but only to a
maximum depth of fifty (50) feet. Land will be sold as per policy.
Capital Update
The Committee discussed the Capital Programs briefly and recommends a
special meeting be arranged to discuss the projects and the redistribution of
allocated funds.
Pondview Drive\Toulette Drive Traffic Flow
The Committee discussed the traffic flow at this intersection. Toulette Drive
is the arterial route and stop signs should be located on Pondview Drive. This was
approved at a previous meeting. Minor regrading and paving at this intersection
has been completed. Toulette Drive is nearing completion.
The Committee recommends that the stop signs be relocated to Pondview
Drive over the next couple of weeks provided the necessary paint markings can be
completed. The appropriate advance signage must be erected and the stop sign
changes be advertised on all media.
Seventh Avenue\King Street Intersection
The Committee discussed a letter from a resident expressing concern over
the change in stop signs at Seventh Avenue and King Street.
The Committee recommends no further change at this time. Staff will
continue to monitor the intersection for traffic flow, slippery conditions (winter),
etc… and report back to the Committee as necessary.
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Tender Results
YMCA Results
Tenders closed for the ventilation upgrading at the YMCA pool on
September 30th, 2015. Three (3) bids were received. Dawe’s Mechanical was low
bidders at $55,000 (HST included). Pretender estimate was $30,510.
This work is necessary due to issues in the pool area and the Committee
recommends it be awarded to Dawe’s Mechanical and appropriate funds be reprofiled from other allocations to cover the shortfall.
Centennial Field Storage Building
Tenders for the construction of a storage building at Centennial Field to
replace the existing building closed on October 13th, 2015. Five (5) bids were
received. Burnt Bay Construction was low bidder at $353,192.23 (HST included).
Pretender estimate was $446,350.
The Committee recommends the project be awarded to Burnt Bay
Construction.
I move the recommendations and report of this Committee.
Motion
Finn\Moores
Be it resolved that these recommendations and report would be adopted as
circulated. This motion carried by a vote of 7-0.
Parks, Recreation and Special Events
The following report was presented by Deputy Mayor Manuel.
Red Maple Festival Update
The Director presented the 2015 Red Maple Festival Schedule to the
Committee. It was noted that the Festival has been expanded to run for fourteen
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(14) days. In addition to new events being added, Festival skating sessions will be
free of charge.
The Committee invites all residents to participate in two (2) weeks of fall
fun activities.
Winter Use of Dog Park
The Committee discussed the logistics of extending the operation of the new
Dog Park into the winter season. The Committee noted that the logistics related to
keeping the Park open during the winter months are significant and wondered how
suitable the Park would be to use in times of heavy snow. The Committee directed
the Parks and Recreation Foreman to contact other communities with dog parks to
determine their parks closing dates and report back at the next Committee meeting.
The Committee will discuss this matter in detail at the next meeting.
Communities In Bloom Symposium and Awards Ceremony
Chairman Deputy Mayor Manuel informed the Committee that he and staff
had a very successful and beneficial experience at the Communities In Bloom
Symposium and Award Ceremony in Kamloops, British Columbia. The
Symposium was very informative in the areas of sports tournaments, facilities
development and landscaping awareness.
The Town of Grand Falls-Windsor received an Outstanding Achievement
Award for the Home Hardware Beauti-Tone Heritage Conservation Award for our
work on High Street. The Town also received a 4 Bloom rating and a Special
Mention in the 9,000-20,000 category at the Communities In Bloom Awards
Ceremonies.
Fall\Winter Programs
The Leisure Services Programmer presented a tentative list of programs
planned for the fall and winter. Several of the programs will commence in
November and there will be a full schedule of programs starting in January 2016.
Fall \Winter Brochure
The Leisure Services Programmer informed the Committee that the
Fall\Winter Brochure is currently being compiled. Any individual or group who
will be offering any program or activities may contact the Programmer at 4890588. The Fall\Winter Brochure will be sent out to all residents in November.
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Stadium Tournaments and Special Events
The Director presented the current Stadium Tournaments and Special Events
List for the 2015-2016 season. It was noted that there are several tournaments that
have moved their dates from after Christmas to before Christmas this season.
There are also several new events added this season. The Committee invites all
residents to participate and attend the many activities and tournaments to be held in
our Stadiums this season.
Wall of Fame Update
The Committee discussed the Wall of Fame concept and a plan to recruit
individuals to serve on the Wall of Fame Advisory Committee. The Committee
proposes that the display area of the Joe Byrne Memorial Stadium be used to
accommodate this project. The Committee members will submit a list of possible
residents to serve on the Advisory Committee at the next meeting.
Centennial Field Complex Monument
The Committee discussed the repair of the existing monument at the
Centennial Field Complex. The Committee directed the Parks and Recreation
Foreman to formulate a cost estimate to repair and\or relocate the monument and
report back at the next Committee meeting.
Memorandum – Fan Code of Conduct and Helmet Policy
The Committee discussed a memorandum presented by the Director with
respect to informing the user groups and the residents regarding the Fan Code of
Conduct and Helmet Policy that have been adopted and will be instituted at the Joe
Byrne Memorial and Windsor Stadiums. These Policies will also be posted on the
Town’s website and in other sources of media.
The Committee requests that all stadium users support these two (2) major
initiatives which will protect and provide safety and enjoyment to all citizens using
the stadiums. The Committee also advises any resident requiring any further
information on these policies to contact the Parks and Recreation Department at
489-0450.
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Correspondence – Exploits Women’s Hockey League
The Committee discussed correspondence from the Exploits Women’s
Hockey League requesting a Travel Grant for a team to assist with expenses to
attend a hockey tournament in Sydney, Nova Scotia. It was noted that the hockey
tournament does not qualify for Travel Grant funding.
The Committee recommends that this request be denied.
Correspondence – Bench Memory Plate Request
The Committee discussed a request from a resident to place a name plate “In
Memoriam” on a Town bench. The Committee discussed other Towns and
organizations policies with respect to memory benches and name plates.
The Committee recommends that all “In Memoriam” on benches be
available for $500.00 including the bench and plate cost. All benches must be
ordered through the Parks and Recreation Department and installed by Department
staff. The Committee also recommends that this request be approved under the
previously stated arrangement.
I move the recommendations and report of this Committee.
Motion
Manuel\Pinsent
Be it resolved that these recommendations and report would be adopted as
circulated. This motion carried by a vote of 7-0.
OTHER BUSINESS
Councillor Coady-Davis informed the public that the Fire Department
celebrated their 25th Annual Firemen’s Ball. She commended the Fire Department
on the over 3,000 hours spend on training. She also reviewed the Red Maple
Schedule that can be found on our website and facebook page.
Councillor Moores congratulated Scott Simms on being re-elected as our
MP.
Councillor Mercer congratulated Councillor Moores on his retirement from
the Fire Department after forty-two (42) years and four (4) months of service. He
expressed concern over the appearance of the community mail boxes. He also
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expressed concern that there have been problems at Grenfell Estates with regard to
dust and dirt on the streets.
Councillor Pinsent reminded people that the deadline for the Art
Procurement submissions is Saturday, October 24th. He congratulated our
Business Development Officer on a very successful Seniors Isolation Conference
Tuesday, October 20th.
Councillor Finn advised that the Public Works and Planning Committee met
with a business group regarding the $180.00 fee for garbage at Central Nfld. Waste
Management. This is an arbitrary number and there is a lack of communication on
nearly all matters regarding Central Nfld. Waste Management.
He also wished MHA Susan Sullivan a very happy retirement. She has done a
very admirable job representing our Town and performing her duties as a Cabinet
Minister in several high profile Departments.
Deputy Mayor Manuel also congratulated MHA Susan Sullivan on her
retirement and thanked her for her contributions to the Town of Grand FallsWindsor.
Mayor Hawkins thanked Susan Sullivan for her tremendous amount of work
on our behalf. She was only a phone call away and very passionate about her
hometown. He congratulated Dave Grimes on being inducted in the Canadian SloPitch Softball Hall of Fame. The Mayor also announced that he is taking a leave of
absence on Friday, October 23rd, 2015 to focus on the Provincial Election as a
candidate.
Motion
Moores\Finn
Be it resolved that the meeting of the Grand Falls-Windsor Town Council
would be adjourned until the next regular scheduled meeting of 7:00 P.M.,
Tuesday, November 10th, 2015. This motion carried by a vote of 7-0.
The meeting adjourned at 8:00 P.M.
Allan Hawkins
Mayor
M. Pinsent
Town Manager\Clerk