Nov.28.17 Meeting

ATTENDENCE
Mayor Barry Dooley

Deputy Mayor Gord Ash
Councillor Jennifer Moores

Councillor Kelly Loch (7:32 p.m.)
Councillor Sharon Snooks

Councillor Glenn Clarke  
Councillor Jennifer Baker 

Regrets Jamie Clarke, Working Foreman

Shelly Butt, Town Clerk/Manager

CALL MEETING TO ORDER / WELCOME
Mayor Dooley called the meeting to order at 7:00 p.m. One observer from 13B Cole’s Road.
Two Board of Management members from the Victoria United Church requesting Council to review the street-lighting along Church Road to better serve the area for seniors and discourage potential vandalism. Town Management Committee will review Street Lighting Policy.

Resident from 14-16 Pryme Avenue in attendance regarding charges for a pre-arranged appointment for afterhours call-in for water shut off/on to complete waterline upgrades. Details of the situation were given by both town employees and resident. The matter was previously discussed by Council and a decision was made during a privileged meeting that the resident was responsible for the incurred fees. Resident left at 7:17 p.m.

ADOPTION OF THE AGENDA: November 28, 2017
Motion 2017-192 Clarke/Ash VVFD request to re-route traffic for Christmas Parade
Be it resolved the agenda for the Regular Meeting of Council for November 28, 2017 be adopted with the noted addition. Favour 5; Opposed 0; Carried
MINUTES / COUNCIL MEETING / November 7, 2017:
Motion 2017-193 Snooks/Moores No errors or omissions noted
Be it resolved, that the minutes of the Regular Council meeting of November 7, 2017 be adopted as presented.
Favour 5; Opposed 0; Carried
COUNCIL COMM. / STAFF REPORTS
• Bill/Accounts: Total $79,120.95
The Accounts Payables were presented for discussion and approval, totaling $79,120.95.
Motion 2017-194 Snooks/Clarke
Be it resolved to approve payment of the remaining bills totalling $79,120.95. Favour 5; Opposed 0; Carried
• Town Clerk’s Report: Nov 6 -24, 2017
Motion 2017-195 Clarke/Ash Previously Circulated For Review
Be it resolved to accept the Town Clerk Manager’s Report, Nov 6 -24, 2017 as presented.  
Favour 5; Opposed 0; Carried
• Working Foreman’s Report Nov 6 -24, 2017
Motion 2017-196 Clarke/Snooks Previously Circulated For Review
Be it resolved to accept the Working Foreman’s Report Nov 6 -24, 2017 as presented. Favour 5; Opposed 0; Carried
• Town Planning Report, Nov. 10, 2017
Motion 2017-197 Clarke/D/M Ash
Be it resolved to accept the Town Planning Committee Report as presented. Favour 6; Opposed 0; Carried
Noted: King’s Road and Trestle Bridges had necessary repaired completed by town staff. Trestle bridge was reopened with “Use At Own Risk’ signs installed at both ends. 

• Finance Committee Report, Nov. 9, 2017. Quotes, (4) for new complete snow-plow to fit 2012 GMC Sierra Pick-up truck. 
Motion 2017-198 Clarke/DM Ash
Be it resolved to approve the purchase of one Western 8-foot Pro-Plus Contractor’s Grade Plow from H & H Auto, St. John’s, at the quoted cost of $8,849.25 to be installed on the 2012 GMC Sierra.
Favour 6; Opposed 0; Carried
#2 Municipal Share and GST/PST Rebate portion of the Cole’s Road Project.  
Motion 2017-199 Loch/Moores
Be it resolved to use funds from the town’s general bank account to pay the Municipal Share of $20,473 and GST/PST Rebate portion of $21,034 for Cole’s Road Project #17-SCF-18-00064.
Favour 6; Opposed 0; Carried
• Town Management Report, Dated November 27, 2017
Motion 2017-200 Snooks/Clarke
Be it resolved to accept the report, with further consultations regarding town building renovations. Favour 6; Opposed 0; Carried
Noted: It was agreed there was a need for the current committee structure to be reviewed due to confusion as to what committees were necessary as well as what each committee is responsible for. The TC/M will inquire to other towns for council committee structures and bring back to Council. 
Repairs to town signs; WF to check with previous builder as to when the town signs can be repaired.

• Communications Committee Report, Nov. 21, 2017
Motion 2017-201 D/M Ash/Moores
Be it resolved to accept the Communications Committee Report of Nov. 21, 2017 report as presented and proceed immediately with the first quarterly newsletter. Favour 6; Opposed 0; Carried

• Civic Function Committee Update
Veteran’s Function update, event held on Sunday, Nov. 26, 2017.
Christmas Tree Lighting set for Monday, December 4, 2017 at 7:00 p.m.
Motion 2017-202 Clarke/Moores
Be it resolved to accept the Civic Function Committee report. 
Favour 6; Opposed 0; Carried
CORRESPONDENCE FOR ACTION
1. Business Closure – Account #110391, Highway East closed for business as of September 2017.
Motion 2017-203 Snooks/Loch
Be it resolved to accept the business closure notification from Account #110391 as presented.
Favour 6; Opposed 0; Carried

2. Request for Leave-Of-Absence – Councillor Baker. Regular Council Meeting of November 28, 2017.
Motion 2017-204 Clarke/Loch
Be it resolved to approve the leave-of-absence request for Councillor Baker from this regular council meeting. Favour 6; Opposed 0; Carried
3. Re-tabled: MAA Ballot for Avalon Director.
Motion 2017-205 Clarke/DM Ash
Be it resolved to select Betty Moore, of Clarke’s Beach as the Town of Victoria’s choice for MAA’s Avalon Regional Director. Favour 6; Opposed 0; Carried

4. Re-tabled: Municipal Affairs & Environment Re: 2017-2020 Multi-Year Capital Works Program Approval Letter and agreement between MA&E and Council.
Motion 2017-206 Clarke/Snooks
Be it resolved to accept the approved funding offer from the Dept of Municipal Affairs & Environment for the 2017-2020 Multi Year Capital Works Program and be it further resolved for Mayor Dooley/Town Clerk-Manager to enter into a funding agreement with the Minister of the MA&E for the total authorized funding not exceeding $592,594, that includes the Provincial Share of $350,811.00, Municipal Share of $186,575 and GST/PST Rebate amount of $55, 209.00. Favour 6; Opposed 0; Carried

5. Re-tabled: Municipal Affairs & Environment call for 2018/2019 Municipal Capital Works & Small Communities Fund Applications, deadline of Nov. 30, 2017.
Motion 2017-207 Loch/Moores
Be it resolved that approval be granted to submit two applications under the 2018/2019 Small Communities Fund, Ash’s Lane Water/Sewer Extension (320 meters) & Drainage Improvements Project utilizing the remaining 2017-2020 MYCW Provincial Share of $117,194 as well as the remaining Provincial Share of $66,494.59 from MYCW Project #17-MYCW-15-000100 to finance the estimated cost of $446,621.00 and Dean’s Road Water/Sewer/Road Improvements Project at the estimated cost of $487,522.00 and be it further resolved to use Harris & Associates Ltd. as the Primary Consultants for both stated projects. Favour 6; Opposed 0; Carried

6. Request for approvals to borrow funds from CIBC for the Municipal Share and the GST/PST Rebate portion for both Project #17-MYCW-18-00052.
Motion 2017-208 Snooks/Moores
Be it resolved to request approval from the Minister of Municipal Affairs & Environment to borrow funds from the Canadian Imperial Bank of Commerce, Mount Pearl, NL to finance the Multi-Year Capital Works, $155,745 repayable and amortized over a term of 180 months, (15-Years) and the GST/PST Rebate portion of $40,001.79 repayable within a 12-month period from project completion, with both loans at the interest rate of prime plus .50% (3.20%) for new Municipal Garage, Project #17-MYCW-18-00052. Favour 6; Opposed 0; Carried
7. Applications for Part-time Seasonal Heavy Equipment Operator. Due to the confidential nature of this business, this item was deferred to later in the meeting.

8. VVFD requesting Council to approve their recommendation to re-route traffic during the Annual Christmas Parade via Old Salmon Cove Road through to Priddle’s Avenue.
Motion 2017-209 Clarke/Snooks
Be it resolved to approve the request by the VVFD to re-route traffic via Old Salmon Cove Road through to Priddle’s Avenue off Highway East during the Annual Christmas Parade on Saturday, December 9, 2017 with the stipulation that contact be made with the Dept of Transportation & Works as well as the RCMP to ensure it will not be in violation of any regulations and/or laws. Favour 6; Opposed 0; Carried

CORRESPONDENCE FOR INFORMATION/DISCUSSION
1. Thank-you note to Mayor Dooley and Staff from the family of the Late E. King, Rattle’s Road.
2. Copied Letter to the Victoria Heritage Society from concerned resident regarding deteriorated condition of the Waterwheel on Powerhouse Road and Victoria Heritage Society response letter. Send reply to concerned resident.
3. Two letters of Approval to award Consulting Services received from Municipal Affairs & Environment, Municipal Infrastructure Division, Re: MYCW Projects, 17-MYCW-18-00052 and 17-MYCW-18-00053.
4. Circular from MA&E advising that all Limit of Service Agreements in the Province were removed and replace with guidelines stipulating that the MA&E Infrastructure programs will be focused on project in areas of existing development. 

NEW BUSINESS
1. Victoria War Veteran Pole Banners were discussed, with much support from Council. This was referred to Finance Committee for further review and recommendation.

2. Councillor Clarke gave a notice of motion on the following:
• For regular staff meetings to be implemented.
• To name the town’s fire hall after the First Fire Chief.
3. Deputy Mayor Ash inquired if the cost for review of the Town’s Development Plan would be included in the 2018 Municipal Budget and was informed that it was included.

4. Councillors Moores/Loch both expressed their gratitude for a well-run council meeting and thanked the Mayor for recognizing the need to implement following the adopted Rules of Procedures for all meetings of Council, which was reciprocated by those in attendance.

5. Part-time Seasonal Heavy Equipment Operator position. Discussed the nature of this item of business and the immediate need to have someone in place with the town to commence work upon the retirement of employee#1002 and it was agreed for Mayor Dooley, D/M Ash, Working Foreman and the Town Clerk/Manager to review all resume’s and shortlist against criteria stated in the job description and move forward with filling the position.

ADJOURNMENT OF MEETING
Next Council Meeting – December 19, 2017
Motion 2017-210 Clarke/Loch
Be it resolved to adjourn the meeting 9:12 p.m. Favour 6; Opposed 0; Carried

Signed:


Barry Dooley- Mayor

Shelly Butt- Town Clerk/Manager