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MEETING #443

MINUTES OF MEETING

GRAND FALLS-WINDSOR TOWN COUNCIL

HELD IN THE TOWN HALL

7:00 P.M., TUESDAY, MARCH 24 TH , 2015

PRESENT: Mayor: Allan HawkinsDeputy Mayor: Barry ManuelCouncillors: Amy Coady-Davis, Darren Finn, Rodney Mercer,

Bruce Moores, Tom PinsentStaff: M. Pinsent, Town Manager\Clerk

J. Saunders, Director of Engineering & Works

ABSENT: Staff: D. Nichols, Director of Parks & Recreation B. Griffin, Director of Finance 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 #442 of Tuesday, March 3rd, 2015.

It was noted on page 10 that the name of the winner of the Miss Teen Pageant was Chanel and not Chantel Zhouri.

Motion Mercer\Finn

Be it resolved that the Minutes of Meeting #442 of Tuesday, March 3rd, 2015 would be adopted as circulated with the noted change. This motion carried by a vote of 7-0.

BUSINESS ARISING OUT OF THE MINUTES

None

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DISBURSEMENT REPORT

Councillor Mercer presented the disbursement report in the amount of $316,756.89.

Motion Mercer\Moores

Be it resolved that the disbursement report in the amount of $316,756.89 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.

Council Meetings – Recording Equipment

The Committee discussed the current coverage of our Council meetings by Rogers.

The Mayor will write a letter to Ken Marshall of Rogers as to Rogers commitment to local television in Grand Falls-Windsor.

Bussing Issue

A letter was received from a local business person to start a bussing service of seniors and low income earners. The Province oversees the bussing sector and the Town Manager\Clerk will send a reply to this business person to indicate this.

Twitter Presentation

Fire Chief MacKenzie gave the Committee an overview of how to use Twitter and ways to best utilize the various features.

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Bonavista Institute – The Role of Municipalities in Tourism Planning and Development

The Economic Development Officer is participating in this seven (7) week on-line course. The process will result in the development of a template for developing a tourism strategy for the Town.

Saltscape Expo – Halifax Participants

The Economic Development Officer presented the names of several individuals and community groups involved in the tourism industry for the Committee to review to participate with the Town in our booth at this Show.

The Committee recommended that Fred Parsons of ERMA be invited to attend.

Youth Mental Health Conference

The Business Development Officer presented a report on a possible Conference that would include health care professionals and anyone that worked with youth mental health issues. The Business Development Officer requested that the Town support this event financially.

The Committee reported that it would support the event up to $5,500.00.

Mobile Vendor

The Economic Development Officer presented the Mobile Vendor Regulations for three (3) communities and the Committee reviewed each of them. There was discussion on different rates for vendors from outside of Town as opposed to local vendors.

The Committee recommended that the Regulations remain as they are for the time being.

Brand Items

The Economic Development Officer presented several new and current Town brand items for the Committee to review. The Committee made recommendations based on how best to promote the brand.

The Committee recommended that the Economic Development Officer get sizing samples for some of these items and order items such as t-shirts, key chains and baseball hats now.

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ScreenScape Connect

The Economic Development Officer participated in a presentation from this company on digital advertising in Town facilities.

The Committee recommended that the Town not participate in this project.

Direct Marketing Workshop – Farmer’s Markets St. John’s

The Economic Development Officer presented information on this marketing event. The Province is attempting to increase the number of Farmer’s Markets in the Province and promote healthy eating from local foods.

The Committee recommended that the Economic Development Officer attend this two (2) day workshop scheduled for March 11th and 12th in St. John’s.

Junior Achievement Request

The Economic Development Officer received a letter from Junior Achievement for a $200.00 sponsorship of the programs here in Grand Falls-Windsor.

The Committee recommended that we approve this request.

Other Business

A.N.D. Co. Minutes February 16th, 2015 – The Chair presented these Minutes for review and approval.

The Committee recommended acceptance of these Minutes as presented.

Mud Fest Budget Item – The Economic Development Officer presented a proposed budget for the Mud Fest event scheduled for the first week-end of June. That Committee requires $5,000.00 to begin the marketing of the event.

The Committee recommended that this request be forwarded to the Finance and Administration Committee for review.

I move the recommendations and report of this Committee.

Motion Coady-Davis\Moores

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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Finance and Administration

The following report was presented by Councillor Mercer.

Energy Consumption

The Committee reviewed the electricity and fuel consumption for2014.

The Committee recommends that staff continue to monitor consumption and energy efficiencies.

Vehicle Usage

The Committee reviewed the vehicle mileage and fuel consumption report for 2014. Gas usage has increased 5%. Average price decreased 16.7% resulting in a net decline of gas expense of $110,260 (12%). Total diesel cost was $187,761 – a decrease of 3% over the previous year.

A.N.D. Company Financials

The Committee reviewed the financial report for the A.N.D. Company for the year ended December 31st, 2014. Net surplus for the year was $5,350.

The Committee was pleased with the results and thanks the Board and the Director for the contributions made to a successful year.

Grand Falls House Heritage Society

The Committee reviewed an update on the Grand Falls House sustainability study being conducted by Group ATN Consulting.

The Committee discussed some options for generating income and recommends that the Grand Falls House Committee continue this work on the plan.

Emergency Management Plan

The Committee reviewed the Emergency Management Plan as presented by the Fire Chief. The purpose of this Emergency Management Plan is to clearly establish lines of authority and responsibilities for all concerned during the management of an emergency or disaster in Grand Falls-Windsor and to avoid misunderstanding and conflicts which could result when various disciplines are

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involved at that same time. Co-ordination and co-operation are the goals of the Town of Grand Falls-Windsor Emergency Management Plan.

The Committee recommends this Plan be approved.

Safety Training Report

The Committee reviewed the Safety Training Report for 2014.The Committee was pleased with the update on safety training and

recommends that we continue to adhere to legislation requirements and our commitment to safety.

Water Treatment Plant

The Committee reviewed the 2014 year-end operational expense report for the Water Treatment Plant. Total cost for the year was $791,590 – an increase of $98,109 (14.1%) over the previous year. The Committee also reviewed the 2014 production cost analysis and chemical cost analysis. It was noted that the price of chemical supplies has increase significantly over the previous year.

The Committee recommends that these reports be accepted.

Cranberry Association NL Inc.

The Committee reviewed a request to transfer assets in the amount of $84,000 to the Cranberry Association. These assets were acquired through the initial administration of the cranberry farm development.

The Committee recommends that these assets be transferred to the Cranberry Association to ensure that this material maximizes the benefit to all those involved in the cranberry industry.

Mud Fest 2015

The Committee reviewed a proposed budget for Mud Fest2015.

The Committee recommends that $5,000.00 be approved.

Labour Report

The Committee reviewed the labour costs as of week ten (10). Total labour was $521,064. This was $6,539 (1.3%) in excess of budget.

The Committee recommends that staff continue to monitor labour costs.

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Provincial Budget Consultation – 2015

The Chair of Finance reported that he attended the 2015 Provincial Budget Consultation process. The Committee is hopeful that our submissions will be given fair consideration and that municipalities continue to receive adequate levels of funding to sustain our level of services.

Operational Audit

The Committee discussed the possibility of an operational audit. Staff made a comparative presentation of taxation of similar Towns in the Province. The Committee feels comfortable with the level of services that the citizens of Grand Falls-Windsor are receiving.

I move the recommendations and report of this Committee.

Motion Mercer\Finn

Be it resolved that these recommendations and report would be adopted as circulated. This motion carried by a vote of 6-1 with Councillor Mercer voting Nay.

The following was presented by Councillor Mercer:-

Pursuant to the authority delegated by the Minister of Transportation and Works, under the Highway Traffic Act RSN 1990 C. H-3, Section 189 (4) and pursuant to the power delegated in accordance with the Municipalities Act 1999 M-24, Section 179 (1), the Town Council of the Town of Grand Falls-Windsor hereby appoints Ryan King as a Municipal Enforcement Officer for the purpose of enforcing regulations made under the authority delegated by the Highway Traffic Act and the Municipalities Act.

Motion Mercer\Moores

Be it resolved that the authority for Ryan King under the Highway Traffic Act and the Municipalities Act be approved as circulated. This motion carried by a vote of 7-0.

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The following tender was also presented by Councillor Mercer:-

Tender #15030301 for One (1) New Cargo\Passenger Van

Marsh Motors $27,654.49 (HST Included)Riverview Motors $29,515.60 (HST Included)Grand Toyota $31,837.75 (HST Included)Kelly Ford $32,830.44 (HST Included)

It was recommended that the tender be awarded to the lowest bidder, Marsh Motors in the amount of $27,654.49.

Motion Mercer\Finn

Be it resolved that tender #15030301 for One (1) New Cargo\Passenger Van be awarded to the lowest bidder, Marsh Motors in the amount of $27,654.49. This motion carried by a vote of 7-0.

Parks, Recreation and Special Events

The following report was presented by Deputy Mayor Manuel.

Fan Code of Conduct

The Committee discussed a Fan Code of Conduct as prepared by the Director and Municipal Police.

The Director will present copies of other communities and organizations Codes of Conduct to the Committee for further discussion at the next Committee meeting.

Mid Winter Bivver Report

The Leisure Services Programmer provided the Committee with an overview of the Mid Winter Bivver. The event was quite successful and the Committee expressed their congratulations to the staff. It was also noted that the financial statement and participant survey comments will be presented at the next Committee meeting.

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Corduroy Brook Enhancement Association Building Plans

The Leisure Services Programmer presented the current Corduroy Brook Enhancement Association building plans. It was noted that a revised plan is being drafted by the Engineering Department.

The Committee reviewed the presented plans and recommends that the revised plan be presented and discussed at the next Committee meeting.

Scott Avenue Cross Country Ski Building Plans

The Leisure Services Programmer presented the current cross country ski building plans. The Programmer also presented an update on the status of the funding for the project. It was also noted that a revised plan is being drafted by the Engineering Department.

The Committee reviewed the presented plans and recommends that the revised plan be presented and discussed at the next Committee meeting.

Sports Recognition\Wall of Fame

The Committee discussed several options for the location and set-up of the Sports Recognition\Wall of Fame. Staff will prepare available options and a Terms of Reference for an Advisory Committee and present them for review and discussion at a future Committee meeting.

Correspondence – Travel Grant Request

The Committee discussed a request from five (5) Grand Falls-Windsor youth volleyball players travelling to the United States to compete in an International Competition in April 2015.

The Committee recommends that a $200.00 Travel Grant be approved to assist each of the five (5) players with their participation at this event.

2014\15 Grand Falls-Windsor Minor Hockey Association First Time Skaters Free Registration Program

The Committee discussed the 2014\15 Grand Falls-Windsor Minor Hockey Association First Time Free Registration Program. The Program was very successful with a total of twenty-seven (27) hockey players receiving a total subsidy of $6,666.00. It was noted over the fifteen (15) year program six hundred

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and one (601) hockey players have participated bringing the total funding amount to $134,916.50.

2014\15 Grand Falls-Windsor Sparkling Blades Figure Skating First Time Skaters Free Registration Program

The Committee discussed the 2014\15 Grand Falls-Windsor Sparkling Blades Figure Skating First Time Free Registration Program. The Program was quite successful with a total of forty (40) figure skaters receiving a total subsidy of $14,000.00. It was noted that over the fifteen (15) year program five hundred and seventeen (517) figure skaters have participated bringing the total funding amount received to $113,762.00.

The combined totals for both programs are eleven hundred and eighteen (1,118) skaters and a combined subsidy of $248,678.50.

CNVAS\Soccer Clubhouse Update

The Director informed the Committee that CNVAS has moved their operations to the EXCITE Centre. They are conducting their program, special events and workshops at the Centre and CNVAS is pleased with this new space.

Sparkling Blades “Gala Event” Update

The Director informed the Committee that he has met with the Sparkling Blades Skating Club “Gala Event” organizers. The organization for the event is on schedule and on budget, particularly, in relation to sponsorship and booklet revenue. The “Gala Event” features two (2) time World Figure Skating Champions and three (3) time Olympic Medalists Tessa Virtue and Scott Moir performing as guest skaters. They will be performing with our very own Sparkling Blades Skaters in a show that you will not want to miss. The event will be held on Sunday, April 19th, 2015 at 4:00 P.M. at the Joe Byrne Memorial Stadium. Advance tickets will be available for purchase Thursday, March 26th and Thursday, April 2nd, 2015 from 6:00-8:00 P.M. for $30.00 each including HST at the Stadium Box Office. If there are any remaining tickets available they will be sold at the door on show day for $35.00 each including HST.

The Committee encourages our residents to attend this World and Olympic Class event.

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Recreation NL Central Regional Meeting

The Director informed the Committee that Recreation NL will hold a Central Regional Meeting in Grand Falls-Windsor on Thursday, April 23rd, 2015. All Recreation NL registered communities are invited to attend this meeting. The Director is the Central Regional Director of Recreation NL.

Summer Student Grants Update

The Director informed the Committee that there have been no Summer Student Grants awarded to-date.

Memorial Grounds Project Update

The Committee discussed the Memorial Grounds project. The Assistant Director of Engineering is completing the revised plan and cost estimate for the Town’s portion of the project.

The Committee will review the revised plan at the next Committee meeting.

2015 Herder Venue Plan – Joe Byrne Memorial Stadium

The Director presented the 2015 Herder Venue Plan for the Joe Byrne Memorial Stadium. This plan was presented, discussed and approved at a meeting with Hockey Newfoundland and Labrador representatives on Sunday, March 7th, 2015.

Grand Falls-Windsor Cataracts

The Committee congratulates the Grand Falls-Windsor Cataracts on winning the Herder Memorial Trophy and the Central West Senior Hockey Championships in four (4) games and for winning the semi-finals in four (4) straight games. This year’s Championship marks the 13th Herder Championship for the Cataracts and the 3rd Herder Championship in five (5) years.

Coffee Shop – Old Appliances

The Committee discussed a concern from a resident with respect to old appliances at the Joe Byrne Memorial Stadium Coffee Shop. The resident felt the appliances (cooking stoves) were old, unnecessary and should be removed. It was noted that the stoves in question are privately owned, but the Town has full access

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to them when hosting events in exchange for providing space for the stoves. These stoves will be utilized for several upcoming events in the spring and summer.

The Committee recommends that the existing appliances in the Coffee Shop remain as is.

Correspondence – Exploits Valley Ski Club

The Committee discussed correspondence received from the Exploits Valley Ski Club. The Ski Club thanked the Department for the great condition of the trails and the commitment and pride that the staff have with respect to the grooming of the trails. The Club also noted that membership has increased to over three hundred (300) people and that the loaning out equipment program is being well utilized.

The Committee thanks the Exploits Valley Ski Club for the correspondence and looks forward to working with the Club to enhance the trails and the cross country ski program.

Correspondence – Art Ex Festival Corporation

The Committee discussed correspondence received from the Art Ex Festival Corporation. The members request a meeting with the Committee to discuss the co-ordination of their 2015 events and possible Town financial and “in kind” support.

The Committee recommends that members of the Art Ex Festival Corporation be invited to the next Parks, Recreation and Special Events Committee meeting.

Mud Fest

The Committee discussed the organization and set-up for the proposed Mud Fest event scheduled for June 2015. Several items including the advertising and funding of the event were discussed. The estimated expenses budget is approximately $11,000.00. There may also be some unknown factors for set-up. The Committee will formulate a plan and budget for this event in consultation with the Economic Development and Tourism Committee. Staff will present a more detailed plan at the next Committee meeting.

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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 7-0.

Public Works and Planning

The following report was presented by Councillor Finn.

Crown Land Request – Trans Canada Highway, Hunt’s Concrete

The Committee discussed a request for Crown Land on the former landfill access road to relocate an existing concrete batch plant.

The Committee recommends this request be approved and the Crown Lands application be submitted.

89 Harmsworth Drive – Home Based Business – Baked Goods\Lunch Foods

The Committee reviewed the home based business application for baked goods and lunch food at 89 Harmsworth Drive. This is a permitted use.

The Committee recommends the application be approved.

Home Based Business Application – Taxi Services – 53 King Street

The Committee reviewed the application for a taxi service at 53 King Street. Municipal Police have informed staff that there are presently no taxi operating licenses available. The maximum five (5) licenses have already been issued.

The Committee recommends the request be denied.

Home Based Business Application – Taxi Service – 3 Exploits Lane

The Committee reviewed the application for a taxi service at 3 Exploits Lane. Municipal Police have informed staff that there are presently no taxi operating licenses available. The maximum five (5) licenses have already been issued.

The Committee recommends the request be denied.

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Proposed Sub-division of Lot and House Relocation – 17 Eleventh Avenue

The Committee received a request to subdivide the property at 17 Eleventh Avenue and move a house to the vacant space adjacent (west side) to the dwelling at 17 Eleventh Avenue. The current occupant residing in the dwelling at 16 Eleventh Avenue (on opposite side of the street) plans to move into the house that will be transported to the vacant site. Dwelling at 16 Eleventh Avenue will then be demolished.

The Committee recommends that the request be approved subject to the following conditions:-

- The property at 17 Eleventh Avenue must be legally subdivided into two (2) separate lots prior to the proposed house being located onto the vacant site.

- House to be located on vacant site – setbacks, façade alterations (front door, front steps) and installation of a foundation will be as stated in information submitted to the Town on March 6th, 2015.

- Town access and road maintenance is to be permitted to continue via private driveway at 17 Eleventh Avenue and private driveway of new lot after subdivision. Must be referenced as easement for access by the Town on new survey(s) after subdivision.

- Demolition of the dwelling at 16 Eleventh Avenue must be carried out no later than thirty (30) days after the current single occupant of 16 Eleventh Avenue moves out and into the house to be transported to the vacant site.

Cartwright Street and O’Neil Avenue Development

The Committee discussed correspondence from business owners in Cartwright Plaza as well as a revised plot plan for the two (2) duplex units being proposed.

The Committee recommends that staff meet with representatives of the businesses to discuss their concerns and report back to the Committee.

King Street Development

The Committee reviewed a request to amend Development Regulations 2012-2022 Zoning Map in order to re-zone a portion of the above mentioned property from Single Unit Small Lot Residential (RS-2) Zone to Low and Medium Density Multi-Unit Residential (RM-1) Zone for a possible development of a second four (4) unit dwelling on the property. Based on the proposed type of four

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(4) unit dwelling submitted, there does not appear to be sufficient space to accommodate a four (4) unit building, landscaping and off-street parking requirements that would meet minimum development standards of both the RS-2 Zone portion and the RM02 Zone portion of the vacant property.

The Committee recommends that the current request be denied and suggests that if the proponent wishes to continue to pursue development of this lot, then he must submit a proposal, including a site plan to demonstrate that proposed residential dwelling(s) can meet zone development standards and requirements.

Riverfront Master Plan and Proposed Development

The Committee discussed the next steps to the Riverfront Master Plan and recommends that staff talk to Tract to determine costs to undertake a public visioning session.

The Committee also recommends that the existing Industrial Heavy Zone be rezoned to Recreational Open Space to prevent any new industrial uses for this area.

Correspondence – Turpin Place

The Committee discussed correspondence from a resident on Turpin Place concerning water quality issues.

The Committee recommends that a flushing valve or hydrant be installed at the end of the water line to allow for proper flushing. This will be completed in the spring when weather conditions improve.

Tender – Playground Equipment

Tender for large and medium playground equipment closed on Thursday, March 12th, 2015. The two (2) attached bids were received. Town budget was $146,900.

The Committee recommends the tender be awarded to the lowest bidder, Henderson Recreation Equipment Ltd. in the amount of $142,216.

Correspondence – Resident 145 McHugh Street

The Committee discussed a drainage issue raised by a resident on McHugh Street.

The Committee recommends that staff work with the developer to resolve this issue.

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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 7-0.

OTHER BUSINESS

Councillor Coady-Davis congratulated the Minor Baseball Association on being awarded the Toronto Blue Jay’s Honda Super Camp on July 22nd and 23rd. This will be significant for the minor ball players and for economic development in the area.

Councillor Moores announced that the Citizen of the Year Banquet will take place Wednesday, May 13, 2015.

Councillor Mercer remarked that the Kiwanis Music Festival is in full swing and the opening gala concert was exceptional. He also asked the Mayor to lobby the Province to improve the intersection of New Bay Road and the Trans Canada Highway. It is a very dangerous intersection with no merge lanes and the speed limit is 100 km\hour.

Councillor Pinsent stated that with the spring weather you can see potholes on our major streets and encouraged the Public Works Depot to repair the streets.

Councillor Finn requested the general public to participate in the recycling program. It is mandatory and residents who refuse will be subject to a fine. April 1st, 2015 is the deadline for the use of black garbage bags.

Deputy Mayor Manuel informed Council that we are partnering in a Mental Health Conference that focuses on youth where there appears to be a particular problems. He also encouraged Council to become more involved in protecting our heritage and possibly assist the Heritage Society in a greater way.

Motion Coady-Davis\Pinsent

Be it resolved that the meeting of the Grand Falls-Windsor Town Council would be adjourned until the next scheduled meeting of 7:00 P.M., Tuesday, April 7th, 2015. This motion carried by a vote of 7-0.

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The meeting adjourned at 8:24 P.M.

Allan Hawkins M. PinsentMayor Town Manager\Clerk