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MEETING #450

MINUTES OF MEETING

GRAND FALLS-WINDSOR TOWN COUNCIL

HELD IN THE TOWN HALL

7:00 P.M., TUESDAY, AUGUST 18TH, 2015

PRESENT: Mayor: Allan Hawkins

Deputy Mayor: Barry Manuel

Councillors: Amy Coady-Davis, Rodney Mercer,

Tom Pinsent

Staff: M. Pinsent, Town Manager\Clerk

B. Griffin, Director of Finance

ABSENT: Councillors: Darren Finn, Bruce Moores

Staff: J. Saunders, Director of Engineering & Works

D. Nichols, Director of Parks & Recreation

G. Hennessey, Economic Development Officer

The Mayor called the meeting to order at 7:00 P.M. and asked for any errors or omissions to the Minutes of Meeting #449 of Tuesday, July 28th, 2015.

Motion

Mercer\Pinsent

Be it resolved that the Minutes of Meeting #449 of Tuesday, July 28th, 2015 would be adopted as circulated. This motion carried by a vote of 5-0.

BUSINESS ARISING OUT OF THE MINUTES

None

DISBURSEMENT REPORT

Councillor Pinsent presented the disbursement report in the amount of $357,679.28.

Motion

Pinsent\Mercer

Be it resolved that the disbursement report in the amount of $357,679.28 would be adopted as presented. This motion carried by a vote of 5-0.

COMMITTEE REPORTS

Committee of the Whole

The following report was presented by Deputy Mayor Manuel.

Conflict of Interest

As a result of a letter submitted by Mark Griffin regarding possible “Conflict of Interest”, there was considerable discussion regarding a policy to prescribe when a Councillor takes a “Leave of Absence” to participate in a Provincial or Federal election.

It was recommended that Municipal and Intergovernmental Affairs be consulted. It was also recommended that a Resolution be submitted to Municipalities Newfoundland & Labrador asking them to lobby the Provincial Government to make the Municipalities Act specific on this matter.

Subdivision Agreement

The Committee recommends that in all future phases of subdivision agreements that the lots be graded from the back of the lot to the street, the curb and gutter be installed and the base course of asphalt be installed before the lots are built upon. The Director of Engineering and Works will discuss this with the sub-dividers and change the current subdivision agreement for Council’s approval.

Neighbour Disputes

The Committee recommends that the prior decision regarding disputes between neighbours remain in place. Staff will still attempt to mediate disputes but in case of an impasse, it will be a civil matter between the neighbours.

Video Surveillance

The Committee recommends that staff complete a plan and an estimate to provide video camera surveillance at all our facilities and to upgrade our existing systems. This project will be considered for our 2016 Capital Program.

EcoZone Settlement - Town of Bishop’s Falls

The Committee discussed the Financial Analysis of the EcoZone settlement. The Town of Bishop’s Falls participated in the legal fees early in the dispute. The amount calculated to be reimbursed to the Town of Bishop’s Falls is $56,133.96.

The Committee recommends that this amount be paid to the Town of Bishop’s Falls.

Canada Post

There was a general discussion on the recent meetings with Canada Post regarding the elimination of door-to-door delivery. Council’s concern was the placement of the new community mailboxes and how they would impact the neighbourhood. Canada Post ensured Council that there would be complete cooperation regarding the locations chosen. Canada Post also reassured Council that there would be no layoffs due to this change in service. However, employment would eventually decrease with attrition.

Accessory Building – Fire Hall

The Committee discussed the location of the proposed accessory building to house the two (2) antique fire trucks.

The Committee recommends that the building be located beside the Fire Hall with the main doors facing Harris Avenue.

Maloney Drive

The Committee discussed the costs of developing Maloney Street. It was determined that in order for Council to receive the costs involved in construction, the land would have to be sold for $150,000 per acre.

The Committee recommends that the lots be marketed and sold for $150,000 per acre.

Garbage Truck Replacement

The Town of Grand Falls-Windsor is having numerous problems with an International garbage truck that was purchased a few years ago. There is an opportunity to acquire a garbage truck from the Town of Botwood that can be adapted for our use for a total cost of $50,000.

The Committee recommends that staff negotiate the acquisition of this truck.

I move the recommendations and report of this Committee.

Motion

Manuel\Mercer

Be it resolved that these recommendations and report would be adopted as circulated. This motion carried by a vote of 5-0.

Councillor Mercer stated that the concept of “Conflict of Interest” is not pointing a finger at a Councillor, but is a protection of a Councillor in a matter that the public may take issue with.

Parks, Recreation and Special Events

The following report was presented by Deputy Mayor Manuel.

Splashpad Rules and Regulations

The Parks and Recreation Foreman presented several options for rules at the splashpad. The Committee discussed the various options and recommends that staff have the appropriate signage made up and installed. The Committee discussed an incident that happened in Ontario where a child burned their feet on a splashpad tank cover.

The Committee recommends that staff look into the issue and ensure measures are taken to stop any similar incident from happening at our splashpad. The Committee also recommends that staff look into possible ways of preserving and installing the original “Kinsmen Playground Sign” at the new Sutherland Drive playground.

Gorge Park Opening

The Committee discussed possible dates for the opening of the Park and activities and entertainment for the opening and recommends the opening date to be Wednesday, September 16th at 6:00 P.M.

Royal Canadian Legion Committee Update

After several attempts to get in contact with the Legion Committee staff were unable to set up a meeting.

The Committee recommends staff to contact the Legion again to have a meeting as soon as possible about the Memorial Grounds renovations project.

Red Maple Festival

The Committee discussed several activities and events for this years Red Maple Festival and recommends staff to work with the Cranberry Association to develop new events around the cranberry industry. The Committee also recommends staff to look for other community organizations who may be interested in organizing some new events for the festival.

Fall Drop-in Basketball Program

The Leisure Services Programmer informed the Committee of a new Fall Drop-in Program for teens that will take place in the Joe Byrne Memorial Stadium in the evenings after school opens in September.

JCP Bike Trail Project

The Leisure Services Programmer informed the Committee of a JCP Grant the Town has received to construct a bike trail at the Cross Country Ski Trails. The grant will run from August 17th to December 31st, 2015.

Inclusion Grant

The Leisure Services Programmer informed the Committee of an Inclusion Grant available to make our facilities more wheelchair accessible.

The Committee recommends that staff apply for the funding to assist accessibility at our dog park, splashpad and playgrounds.

Summer Sports Banquet\Central Summer Games

The Leisure Services Programmer informed the Committee that our Summer Program Sports Banquet will take place on August 20th at 6:30 P. M. in the Joe Byrne Memorial Stadium and that children in our sporting programs will be participating in the Central Summer Games in Bishop’s Falls from August 17th to the 19th.

Valley Road Cemetery

The Parks and Recreation Foreman informed the Committee that the Valley Road Cemetery is the responsibility of the Interfaith Cemetery Committee and that they have mowed and trimmed the grass there twice this summer. The grounds have been maintained this summer by students hired by the Interfaith Cemetery Committee.

Concert in the Park Update

The Parks and Recreation Foreman informed the Committee the last concert in the park, on July 31st, was a huge success. The next concert will take place August 14th from 7:00-9:00 P.M. at Church Road Park.

No Smoking – Town Facilities

The Committee discussed correspondence from a resident regarding our “No Smoking” Policy in our Town Recreation facilities. The Parks and Recreation Foreman informed the Committee we have new “No Smoking” signs printed that will be installed at our facilities in the next week.

Video Cameras at Town Facilities

The Committee discussed the importance of video cameras which curbs the amount of vandalism in all of our facilities.

The Committee recommends staff investigate the cost of upgrading our existing cameras and installing new cameras in some of our other new facilities.

I move the recommendations and report of this Committee.

Motion

Manuel\Coady-Davis

Be it resolved that these recommendations and report would be adopted as circulated. This motion carried by a vote of 5-0.

It was also noted that Councillor Mercer was in attendance at this

meeting.

Deputy Mayor Manuel complimented the Parks and Recreation staff on the huge effort to get the new splashpad and playground ready for Friday morning.

Councillor Mercer also congratulated the staff on a very professional job in completing the park.

Public Works and Planning

The following report was presented by Councillor Mercer.

Main Street Businesses – Traffic and Parking Concern

The Committee discussed the correspondence from Main Street businesses concerning traffic and parking concerns.

The Committee recommends the following:-

(a) Reduce the angle of the parking spaces.

(b) First two (2) spaces would be changed to parallel to improve visibility.

The number of spaces would remain the same.

(c) Traffic flow on Patrick Street entering Main Street will be right turns only

with parallel parking on the east side.

(d) Reduce speed limit on Main Street to 30km\hour from intersection with

Lincoln Road to Columbus Drive.

(e) Bond Street to be changed to two (2) way traffic.

(f) Section of Second Avenue from Main Street to Bond Street to be

changed to two (2) way traffic.

(g) Pedestrians crosswalks will be installed at appropriate locations.

(h) Additional parking spaces will not be constructed opposite Wayne’s

World. Sufficient parking is available on Main Street.

Main Street West Development

The Committee discussed the development and is open to rezoning to allow for smaller lots and the construction of smaller residential units.

The Committee recommends staff review appropriate zoning changes for the next meeting.

Street Name Request

The Committee discussed the request for the street name after the late Ray Dinn.

The Committee recommends the name be added to the list for future discussion, but have the family submit the background information to accompany the request.

Amber Estate – Development Proposal

The Committee reviewed the development plans for Amber Estate and recommends it be approved in principle. Mr. Barnes will have to enter into the appropriate agreement with the Town which will be in place this fall. Development is expected to start in the spring of 2016.

GPS Unit

The Committee reviewed the request to purchase an additional GPS unit based on savings from other capital.

The Committee recommends this be approved.

Crosswalk Signals – Hardy Avenue

The Committee discussed the installation of solar powered flashing light crosswalk signs for Hardy Avenue. These were not included in the contract originally tendered.

The Committee recommends three (3) units be purchased and installed at Hardy Avenue and Brown Avenue, Hardy Avenue and Crawley Avenue and Hardy Avenue and Power Street. Cost should be charged to the Hardy Avenue Capital Project.

Sidewalk Construction – Park Street

The Committee reviewed the estimate to widen Park Street from Peddle Drive to Queensway. This will allow sufficient space for pedestrian walkway.

The Committee recommends widening on the north side only and costs be covered in this year’s street resurfacing work.

Correspondence – Rod March

The Committee discussed the correspondence from Mr. March concerning traffic concerns. Staff did discuss these issues with Mr. March and he was satisfied with the information.

The Committee recommends the “No Parking” concerns for the blind turn\hill near 12-16 Peddle Drive be reviewed by the Municipal Police and it warranted, “No Parking” signs be erected.

Civil Matters between Neighbours or Town Responsibility

The Committee discussed this issue and recommends it be addressed at the next Committee of the Whole meeting.

Multi-Unit Apartments – Assess Rates\Values and Garbage Collection

Multi-unit residential construction is assess by different methods depending on the number of units in the building – less than four (4) is assessed based on market value and four (4) units or more is assessed based on the income approach. The value of the income approach is considerably less than the market value approach.

Four (4) units or more is considered commercial and garbage collection is the owner’s responsibility. This is based on the lower assessed values and therefore lower taxes.

The Committee recommends no change in Garbage Collection Regulations.

Subdivision Agreement

Staff discussed possible changes to the subdivision agreement and the Committee recommends it be discussed at the next Committee of the Whole meeting.

Crown Lands\Agriculture Conditions

The Committee reviewed the conditions on the Crown Lands application for land in Corduroy Developers.

The Committee recommends that staff respond to Crown Lands and inform them Council understands and agrees with the conditions.

Request for Saw Mill – 414 and 416 Grenfell Heights

The Committee discussed the request for a portable saw mill on lots 414 and 416 for personal use as land is cleared for development.

The Committee recommends this be approved with the following conditions:-

-Strictly for personal use in the area as marked on the property survey.

(Copy Attached)

-No transporting of wood, timber or lumber from elsewhere onto the site for

sawing.

-Must ensure that use\operation of machinery will not negatively impact

adjacent residents\properties\land use.

-Must ensure that business does not disrupt the residential character of the

neighbourhood.

-Must receive all other required Government approvals prior to starting use.

-Sawmill use is subject to review if complaints are received.

-Council may revoke the Development Permit for non-compliance of the above conditions or if issues cannot be resolved.

Request from Commercial Waste Hauler – P.B.O.

The Committee discussed a request from P.B.O. for the Town to consider collecting recyclables (blue bags) from the apartment buildings in Town.

The Committee recommends this request be denied and no changes to the Garbage Regulations.

Home Based Business Discretionary Use Notice – 4 Sampson Crescent

A discretionary use notice was received for a home based business for esthetics and relaxation massage at 4 Sampson Crescent. This was addressed in the local paper and notices mailed to adjacent property owners. No objections were received.

The Committee recommends this home based business request be approved.

Costs for Rezoning – 8 Station Road

The Committee discussed the responsibility for costs associated with zoning changes and recommends these costs be passed to the applicant. Staff will provide an estimate prior to commencing the process.

I move the recommendations and report of this Committee.

Motion

Manuel\Coady-Davis

Be it resolved that these recommendations and report would be adopted as circulated. This motion carried by a vote of 5-0.

Finance and Administration

The following report was presented by Councillor Pinsent.

EXCITE Building

The Committee reviewed the current lease renewal for the Department of Finance, Government of Newfoundland and Labrador. The lease has been renewed up to November 4th, 2019 at the rate of $50,000 plus HST per year.

Corduroy Brook Enhancement Association

The Committee reviewed a request for donating the used Kabota gas mower that is currently surplus to our needs.

The Committee recommends this be approved.

The Committee also discussed a request for short term financing of $16,000 due to a time delay on grant funding.

The Committee recommends this be approved.

ECO Zone

The Committee reviewed a financial statement on the recent ECO Zone settlement.

Based on this analysis, the Committee recommends that the approval of $56,133.96 be approved as the Town of Bishop’s Falls share of the settlement.

Municipal Assessment

The Committee reviewed correspondence from the Municipal Assessment Agency. Assessment values based on January 2014 valuation date will result in an average increase of 15.8% residential and 10% commercial.

The Committee will review this further during budget preparations.

Cash Collections

The Committee reviewed the cash collections report for July 31st, 2015. Total amount outstanding at this time was $3,005,026 – an increase of $135,729 (4.7%) from the previous year.

The Committee recommends that staff continue to pursue all outstanding arrears.

Labour Report

The Committee reviewed the labour costs as of week thirty (30). Total labour was $1,822,803. This was $42,143 (2.3%) in excess of budget.

The Committee recommends that staff continue to monitor labour costs.

Request for Donation – P. J. Connors Council

The Committee reviewed correspondence from the P. J. Connors Council for funding a homeless and low income lunch program.

The Committee recommends that $150.00 be approved for this.

Request – Surplus Fire Emergency Vehicle

The Committee reviewed two (2) requests for donating a surplus emergency fire vehicle.

The Committee recommends this vehicle be donated to the Exploits Search and Rescue Team when available.

Pension Liability

The Committee reviewed the financial position of the pension plan as of December 31st, 2014. Total estimated funding deficit is estimated to be $1,821,000.

The Committee recommends that staff review and discuss our current investment portfolio.