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MEETING #454

MINUTES OF MEETING

GRAND FALLS-WINDSOR TOWN COUNCIL

HELD IN THE TOWN HALL

7:00 P.M., MONDAY, NOVEMBER 9 TH , 2015

PRESENT: Mayor (Acting): Barry ManuelCouncillors: Amy Coady-Davis, Darren Finn, Bruce Moores,

Tom PinsentStaff: M. Pinsent, Town Manager\Clerk

J. Saunders, Director of Engineering & Works D. Nichols, Director of Parks & Recreation G. Hennessey, Economic Development Officer

ABSENT: Councillor: Rodney MercerStaff: B. Griffin, Director of Finance

The Mayor called the meeting to order at 7:00 P.M. and asked for any errors or omissions to the Minutes of Meeting #453 of Tuesday, October 20th, 2015.

Motion Moores\Pinsent

Be it resolved that the Minutes of Meeting #453 of Tuesday, October 20th, 2015 would be adopted as circulated. This motion carried by a vote of 5-0.

BUSINESS ARISING OUT OF THE MINUTES

None

DISBURSEMENT

Councillor Pinsent presented the disbursement report in the amount of $1,255,310.44.

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Motion Pinsent\Moores

Be it resolved that the disbursement report in the amount of $1,255,310.44 would be adopted as presented. This motion carried by a vote of 5-0.

COMMITTEE REPORTS

Economic Development and Tourism

The following report was present by Councillor Coady-Davis.

Town Video

The Committee reviewed two (2) promotional videos promoting towns and cities. They discussed both types and have instructed the Economic Development Officer to check with our IT Specialist to determine if we have the capacity to produce one (1) of our own in-house. The Economic Development Officer will also check with companies that employ drones to use in a future video.

Tourism Workshop Review

The Town hosted a Tourism Focus Group on October 14th. There were a total of ten (10) participants made up of local tourism operators. The Economic Development Officer gave a presentation on the Town’s Tourism Objectives for 2015 and the group discussed those in detail. The group then was asked to respond to five (5) questions on tourism opportunities and all points were recorded and presented to Council. Six (6) submissions were also received from the general public on possible tourism opportunities in 2016.

Several recommendations were discussed by the Economic Development Committee and the Economic Development Officer will meet with funding agencies soon to discuss possible options for these recommendations. We have also penciled in several of the recommendations to the 2016 Department Budget.

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Budget Review

The Economic Development Officer presented his draft copy of the 2016 Department Budget. The Committee reviewed the entire document and made several recommendations going forward. The Economic Development Officer will adjust the document and forward it to the Director of Finance for final review by the Finance and Administration Committee.

I move the recommendations and report of this Committee.

Motion Coady-Davis\Finn

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

Public Works and Planning

The following report was presented by Councillor Finn.

Polybag Flyer Tubes – Presentation by Ivy and Jerry Gardner

Mrs. Gardner stated that she has been co-ordinating the flyer delivery in Grand Falls-Windsor for the past five (5) years. Grenfell Heights from Scott Avenue to the east end has been difficult due to residential spacing and speed of traffic. They propose using the enclosed cabinets with glass door as an alternative to the flyer tubes.

Mrs. Gardner also explained the residential tubes are used when people do not have mailboxes. These tubes are installed only with the consent of the homeowner. There are approximately seventy (70) in place. Mr. and Mrs. Gardner were excused at 5:20 P.M.

The Committee reviewed the new information presented and recommends approval of the alternative cabinets for Grenfell Heights on a trial basis. These would be installed at existing super mailbox locations approved by the Engineering Department and not directly in front of a residence. They would be placed on a concrete slab or patio stone, well maintained, serviced and any debris\litter would be collected on a regular basis. The Committee reviewed the residential tubes and recommends they be approved on a trial basis if located within one (1) meter of the front building line of the house.

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Correspondence – 55 Harmsworth Drive

The Committee reviewed information provided concerning drainage issues at 55 Harmsworth Drive.

The Committee recommends that staff clean up and lower the ditch elevation as much as possible. This work may not be completed this fall due to existing work and time of the year.

Abitibi Water Tower

The Committee discussed a request from a resident stating the Town should consider saving the water tower at the former Abitibi Mill as historic monument to the mill operation. This structure is scheduled to be removed as part of the demolition process.

The Committee recognizes the need to acquire some memorabilia from this site for future display but it is not practical and too costly for the Town to salvage this structure. It will be removed mechanically and when “on the ground” the bowl condition can be assessed for possible future use.

Delsan has offered a site visit to Council to look at possible items and the Committee recommends this visit be arranged.

Commercial Development – Cromer Avenue

Staff met on site with the owner of the property and plans for the new Hyundai dealership are progressing very well. Hoping to start foundation work in early November and commence erecting steel early in the new year, weather permitting.

They continue to clear and grub the sixteen (16) acres of land at the rear of this lot for future commercial development. The developer has been approached by potential businesses, but until he has the engineering completed for the infrastructure to determine development costs, he will not be having any serious discussions.

Correspondence – Marianne Charland – Canadian Company Towns Database

The Committee discussed a request from Ms. Charland concerning the digitizing of old plans we have on file. This is part of a project by Canada Research Chair of Urban Heritage. This project is “Identity on the Land. Company Towns in Canada”.

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The Committee recommends that staff work with Ms. Charland to have the project completed.

Central Newfoundland Waste Management – Governance Model

The Committee discussed the Governance Model briefly. They are very concerned with the latest information on projected revenue shortfalls for 2015 and again new rate increases for 2016.

The Committee recommends staff communicate with the Chamber of Commerce and ask for feedback from their members on the impact of the new Waste Management Program. This will assist the Committee with formulating a position to discuss with Central Newfoundland Waste Management.

Drainage – Finn Avenue

The Committee discussed a drainage issue between two (2) neighbours on Finn Avenue.

The Committee recommends no action be taken by the Town as this is a civil matter between the neighbours.

Correspondence – Knight of Columbus – P.J. Connors #8700

The Committee discussed correspondence from the Knight of Columbus requesting Station Road to be renamed Meaney Road. Father Meaney was the local chapter for decades at St. Joseph’s Parish.

The Committee recommends staff write the property owners on Station Road for their input on the request prior to making a recommendation.

91 Circular Road

The Committee discussed pictures of 91 Circular Road that showed water backing up on the property. Staff stated these were older pictures and they had visited the site recently and no issues present.

The Committee recommends no further action at this time.

Capital Update

The Capital Works Program was discussed in detail. Mayor Manuel (Acting) was excused from the meeting when funding for the proposed Corduroy Brook Enhancement Association building was discussed.

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There are still a few details on allocations that need to be reviewed and the Committee recommends these be addressed by staff for discussion and approval of the Capital Works Program at the next Committee of the Whole meeting.

I move the recommendations and report of this Committee.

Motion Finn\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.

Cash Collections

The Committee reviewed the taxation receivables report as of October 31st. The total taxes outstanding as of that date are $1,654,396.70 – a decrease of $1,733,551.87 (-4.57%) from the previous year.

Labour Report

The Committee reviewed the labour costs as of week forty-three (43). Total labour was $2,668,383. This was $4,367 (0.2%) in excess of budget.

The Committee recommends that staff continue to monitor labour costs.

Collection Policy

The Committee reviewed a draft of the Collection Policy.The Committee recommends that it be furthered reviewed at the next

Finance and Administration meeting.

Funding Requests

The Committee received a request for funding from the Ronald McDonald House.

The Committee approved $500.00 for this.

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The Committee received a request for funding for a sound system for the Santa Claus Parade.

The Committee recommends that staff investigate the cost of this and discuss further with the Lions Club.

The Committee received a request from the Rotary Club for the Lionel Kelland Hospice.

The Committee recommends that $500.00 be approved for this.

The Committee received a request for the purchase of a table for the “Shoot for the Cure”.

The Committee recommends $800.00 be approved for this.

Central Newfoundland Waste Management

The Committee reviewed the audited financial statement for December 31st,2014.

The Committee recommends that we schedule a meeting to discuss the financial statement and budget with the Central Newfoundland WasteManagement Committee in the near future.

Taxation

The Committee received correspondence from a resident in regards to paying tax arrears due to an error in change of ownership.

The Committee recommends continued discussion to resolve this issue.

Revised Budget

The Committee presented a draft of the revised budget.The Committee recommends that the staff continue working on finalizing

the revised budget and preparation on the 2016 budget.

Homelessness Partnership Strategy

The Committee reviewed the statement of revenue and expenditures for the Homelessness Partnership Strategy for the year ended March 31st, 2015.

The Committee recommends these be accepted.

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2015 Art Procurement

The Committee reviewed the summary of art submitted for Council’s Art Procurement Program. Total submissions were twenty-nine (29) and total numbers of works purchased were ten (10). The Committee was pleased with the participation and congratulates all people who submitted art works.

Budget – 2016

The Committee reviewed the draft budget submissions for the Town Manager’s Office, Finance Department, Fire Department and the Council Budget.

The Committee recommends that these be forwarded for consideration in the Budget process.

I move the recommendations and report of this Committee.

Motion Pinsent\Coady-Davis

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

Parks, Recreation and Special Events

The following report was presented by Councillor Coady-Davis.

Program Grants and Capital Programming Update

The Leisure Services Programmer presented a list of Capital Grants recently approved through the Provincial Government. These grants totaling $19,500 will be used to purchase active living games, mats, snow machine, cross country ski equipment, soccer score clock and other kitchen equipment.

Fall\Winter Programs

The Leisure Services Programmer presented a final list of programs planned for the fall and winter. Several new programs including Jiu Jitsu, co-shared Y2C Hip Hop Dance, Cooking Program and a Photography Program will be offered.

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The Fall\Winter Brochure will be sent out to all residents in early December and copies will be delivered to all schools and given directly to the students.

Ski Trail Facility Update

Staff presented the Committee with an update on the ski trail and the existing ski hut and storage shed. Work is proceeding well on the trail cutting with over three (3) kilometers completed to-date. The ski trail has been knocked down in preparation to be grubbed and graded and completed in the next few weeks.

Construction on the new ski hut and storage area will not commence until spring of 2016. The staff were directed to repair the bad leaks in the existing ski hut roof and replace the roof in the existing groomer storage area before the ski season usage is required.

Fan Code of Conduct Update

The Committee discussed the Fan Code of Conduct Policy that was implemented at the stadiums in October. The Code of Conduct Policy has received good co-operation and respect from the stadium users to-date.

Helmet Policy Update

The Committee discussed the new Helmet Policy that was implemented at the stadiums in October. Although firm enforcement of this Policy will not be in effect until December 1st, 2015, this Policy has received good co-operation and respect from the stadium users so far. However, there is still about thirty percent (30%) of the stadium users who are not wearing a helmet or are wearing an uncertified helmet on the ice surface.

The Committee directed the staff to continue to communicate and inform the public of this safety policy. The Committee noted that the recent on ice incident at the Master’s Curling Tournament demonstrated just how quickly and severe a slip or fall to the ice can be even to world famous curlers.

Sports Wall of Fame

The Committee discussed a list of names submitted to possibly serve on an Advisory Committee for a Sports Wall of Fame.

The Committee directed the Director to contact the individuals recommended to determine their level of interest. The Committee also directed the Director to publicize the Advisory Committee and to compile a list of any further

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individuals who would be interested in serving on this Committee. The final list will be discussed at the next Committee meeting.

Parks, Playgrounds and Fields Fall\Winter Closing

The Committee discussed the fall\winter close of the parks, playgrounds and fields. These facilities will remain open until winter weather sets in and will close for the winter due to safety and maintenance concerns.

Red Maple Festival Update

The Director informed the Committee that the Red Maple Festival has been running quite well even with the windy weather that occurred during the opening week-end. A more detailed report will be presented at the next Committee meeting.

Fresh Start Theatre Christmas Show

The Committee discussed a request from Fresh Start Theatre requesting that the Town partner with the Theatre group to present a Christmas Show.

The Committee recommends that this request be approved.

Northcliffe Drama Club Request

The Committee discussed a request from the Northcliffe Drama Club requesting that the Town co-partner and co-sponsor the Drama Club in 2016 at the same financial commitment as 2015.

The Committee recommends that the Northcliffe Drama Club submit a written request for consideration during the Department’s Budget preparation process.

Light-Up for Christmas Ceremony

The Committee noted that the Annual Light-Up for Christmas Ceremony will be held at the Public Works Depot grounds on Thursday, December 3rd, 2015 beginning at 6:30 P.M. All residents are invited to attend this event as the Town lights up for the Christmas season. The Salvation Army Band will be providing the music and songs and there will be free food, refreshments and loot bags as well as a visit from Santa.

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Dog Park Shelter Request

The Committee discussed two (2) different requests for a type of human shelter to be placed at the Dog Park for use on inclement weather days.

The Committee does not wish to erect a human shelter at the Dog Park at this time and recommends that both requests be denied.

Winter Use of Dog Park

The Director presented information on winter use of dog parks in three (3) other communities. All of these communities do not operate or maintain their Dog Park in the winter and all of the parks are “Use At Own Risk”. The Committee noted that our Town’s Dog Park would be too difficult to plow during the winter.

The Committee recommends that a “Use At Own Risk” sign be erected for the winter season at the Dog Park.

Main Street Playground

The Committee discussed the status of the Main Street Playground Project.There is still some equipment installation to complete and the area needs to be replenished with soil and landscaped. The project will be completed in the spring of 2016.

The Committee directed the Parks and Recreation Foreman to fill in any remaining holes and dress up the area until the project completion in the spring.

Main Street Softball Field Concerns

The Committee discussed Main Street Softball Field safety concerns with respect to softballs being directed into different fields and being directed into the new playground.

The Committee recommends that a price estimate be obtained to provide proper netting and poles for the softball field and that a request be submitted during the Capital Budget process.

Motion Coady-Davis\Pinsent

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

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Committee of the Whole

The following report was presented by Councillor Moores.

Capital Program

The Committee reviewed the 2014 to 2016 Capital Works projects in great detail. There are forty (40) projects that will cost $25.7 million and involve several funding programs. It is a challenge to ensure that the funding programs and the projects assigned to them don’t exceed the funding approved, but also that all the funding is used. The programs include $18 million in the 70\30 Multi-Year Capital Works Program, $3.6 million in the 70\30 Top Up Funding Capital Program, $874,000 in the Building Canada Fund and $3.2 million in the 100% Funded Federal Gas Tax. Council’s cost will be $6.76 million or 26% of the $25.7 Million Program.

After much discussion, the Committee recommends the Capital Redistribution Plan entitled “Revised Schedule A” which is attached to these Minutes. The Federal Gas Tax Program requires a “Capital Investment Plan” approved by Council. The Committee also recommends that the attached plan for the $3,157,339.98 Gas Tax allocation be approved and a Resolution be prepared and sent to the Gas Tax Officials.

Municipalities Newfoundland & Labrador – Resolution

The Committee discussed the Town’s Resolution submitted to the 2015 Municipalities Newfoundland & Labrador Conference. The Resolution calls for Mandatory Leave of Absence immediately when a Councillor is the declared candidate for a Provincial or Federal Election. The Resolutions from other communities were also discussed.

I move the recommendations and report of this Committee.

Amendment Finn\Moores

Be it resolved that the line item in the schedule involving Corduroy Brook Enhancement Association be removed and voted on separately. This line item is 17-MYCW-15-00012. This motion carried by a vote of 5-0.

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Motion Coady-Davis\Pinsent

Be it resolved that line item 17-MYCW-15-00012 on the Schedule of Capital in the amount of $1,000,000 for the Corduroy Brook Enhancement Association building be approved. This motion carried by a vote of 4-0.Mayor (Acting) Manuel was excused due to a conflict in interest for this vote.

Motion Moores\Coady-Davis

Be it resolved that the remaining recommendations and report would be adopted as circulated with line item 17-MYCW-15-00012 being removed and voted on separately. This motion carried by a vote of 5-0.

OTHER BUSINESS

Councillor Moores reminded everyone that the Remembrance Day Ceremony will be held as usual at 11:00 A.M., November 11th at the Cenotaph.

Councillor Pinsent announced that there are two (2) teams coming from Qatar as part of thirteen (13) teams for the Annual Business Case Challenge. He congratulated the Engineering Department on a very busy and challenging Capital Works Program. He also thanked CNVAS for their involvement in the Art Procurement Program.

Councillor Finn announced that Toulette Drive has been completed and is now open for traffic. He reviewed the reasons why Council made a Resolution at the Municipalities Newfoundland and Labrador Conference regarding establishing rules that would dictate when a Councillor has to take a “Leave of Absence” to run in a Provincial or Federal Election. He also reviewed the Town’s Capital Program in detail.

Councillor Coady-Davis announced that the Mid Winter Bivver will be held on February 19 and 20 and tickets are now on sale. She also reviewed the Municipalities Newfoundland and Labrador Conference which was held the previous week-end. She commended the Fire Department and the Municipal Police on a timely and professional response to the wind damage at the Mount Peyton Hotel.

Deputy Mayor Manuel informed Council that there was a meeting today with the new RCMP Staff Sergeant Kelly O’Brien and 2 i\c (Operations NCO) Rod Gallop to discuss public safety matters. He also encouraged the general

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public to review the Grand Falls House Report and give Council feedback on the recommendations.

Councillor Finn congratulated Rob Finn and Gary Furlong on being included into the Newfoundland and Labrador Baseball Hall of Fame.

Motion Finn\Pinsent

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, December 1st, 2015. This motion carried by a vote of 5-0.

The meeting adjourned at 8:10 P.M.

Barry Manuel M. PinsentMayor (Acting) Town Manager\Clerk