MUNICIPALITY OF ARRAN-ELDERSLIE

                        AGENDA TUESDAY JUNE 24, 2008 AT 9:00 A.M. COUNCIL CHAMBERS

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1.         DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF

 2.        MINUTES

 3.        BUSINESS ARISING OUT OF THE MINUTES

 4.        DELEGATIONS

Staff reports: copies of written reports to all

 9:00 AM           BOB MCNALL RE CHESLEY TRAILER PARK

 9:30 AM           DEPUTY CLERK-TREASURER, Connie McKinnon, OFM review documents

11:00 AM          RAKESH SHARMA, Henderson, Paddon & Associates Ltd.

 5.        ACCOUNTS – copy to all

 6.        CORRESPONDENCE – copy to all unless otherwise noted

6.1        REQUIRING ACTION

            6.1.1     City of Waterloo - requesting support of its May 12, 2008 resolution calling upon the Provincial government to clarify and confirm that the 2008 Municipal Road and Bridge Infrastructure Investment is in fact a one time infusion of funds versus an annual contribution and that if this is the case, that the Provincial government provide long term and sustainable infrastructure funding to assist the City of Waterloo and all upper, lower, and single tier municipalities in addressing their infrastructure roles and responsibilities.

            6.1.2     The Nation Municipality - requesting support of its Jun 9, 2008 resolution petitioning the Ontario Government to amend the Clean Water Act to incorporate a provision for compensation for those landowners who suffered loss of land use and/or enjoyment of land as a result of source protection initiatives under the Act

            6.1.3     John Black & Sheila Dowler – petition for drainage works by owners in conjunction with an earlier request for a cleanout previously submitted

            6.1.4     Howard Tedford – request to install 2-4" drainage runs in the Tara fair grounds to eliminate standing water in the horse ring.  Will be talking to Eagleson and Herron prior to the meeting to outline the proposal.

            6.1.5     Township of O'Connor - requesting support of its June 9, 2008 resolution requesting the federal government to commit to meeting the demands for the Canada Summer Jobs Program by guaranteeing a set number of positions and increasing funding accordingly

            6.1.6     Chesley Br. 144, Royal Canadian Legion – requesting donations for the Military Family Services Program picnic/BBQ in August

            6.1.7     Christie Thomson, Paisley BeefFest – requesting declaration of the event as a community festival for liquor licensing purposes

            6.1.8     Peter Julian, MP, Burnaby-New Westminster - requesting support of his draft motion to ban the use of polybrominated diphenylethers (PBDE) flame retardants as supported by the International Association of Fire Fighters Canadian Operations

            6.1.9     Drinking Water Source Protection - requesting support of its May 20, 2008 resolution recognizing that any land use restrictions causing an economic impact will addressed as the need for compensation arises.

6.2        INFORMATION ONLY

            6.2.1     Association of Municipalities of Ontario

                        a)  opportunity to provide input on provincial poverty reduction strategy

                        b)  OMERS latest news

                        c)  Ontario Human Rights Code changes for handling complaints

                        d)  annual conference agenda

            6.2.2     Bruce County Planning – correspondence

                        a)  Fred Fortune

                        b)  Doug Fines re propane handling facilities

                        c)  Bill Walker re propane handling facilities

            6.2.3     Play in Bruce Grey – update

6.3        EVENTS

 7.        REPORTS OF MEMBERS – copies of any written reports to all

CUMMING

            a)  Scotty Pine Portables for Mary Cumming Park

OSWALD

            a)  Draft County organizational chart

            b)  Chesley medical clinic building committee email from Birchard

            c)  Citizens for Bruce C – Bruce site to remain largest in Ontario

 8.        REPORTS OF MUNICIPAL OFFICERS – copies of written reports to all

            8.1        Agreement of Landlord to the lender of Everus Communications which has purchased Highspeedfx, the company which has its apparatus on the Chesley water tower.  On the advice of the Municipal solicitor, the Mayor and the Clerk have already signed the agreement as it was necessary for the company to obtain funding in a timely manner.  The company has reimbursed the Municipality for its legal fees in this matter.

            8.2        Is Council interested in another change to the draft Personal Use of Vehicles policy?

            8.3        Woodyard/Alexander arena rental May 23, 2008

            8.4        Summer BBQ choices

            8.5        Tara Rotary Park update

            8.6        Chesley arena perimeter lighting

            8.7        Insurance coverage for volunteers at the IPM – our policy already includes such coverage, we will require the names of all those who are volunteering so that Council may confirm their appointment by resolution to confirm coverage.  Need contact at IPM to confirm insurance coverage.

 9.        HEALTH & SAFETY

10.        BY-LAWS

11.        MOTIONS

            11.1      Draft re ownership of municipal records and their safe storage

12.        QUESTIONS

13.        CLOSED SESSION

            13.1      Medical leave

            13.2      Identifiable individual information

            13.3      Uncollected fees

            13.4      Leaves of Absence

            13.5      Internal structural review

14.        ADJOURN

2008 Regular Meeting Dates:   Note change to Tuesdays in June & July!

BUSINESS PENDING by Department

FINANCE

BUDGET

Fair Funding for Small Communities of Ontario—participating in collective movement to obtain water/sewer infrastructure funding

Paisley Medical Clinic—IN KIND CONTRIBUTIONS TOTALLING $91,200 + drawings + facilities

Request by Brockton & South Bruce to support doctor recruitment for 5 years at the rate of 14.6% of costs or $14,600 per year

Provincial water licensing program—budget $40K commencing 2008, 12 to 17 months to complete

Apr 14/08 approved: 2009 Sterling plow truck, $174,608.00 plus PST. = $188,576.64

2008 Municipal road and bridge funding received, $786,235

COSTS

Local Authority Services (LAS)—agreement signed for electricity procurement

GRANTS APPROVED

Asset Management Program (AMP) $8,712

Source Protection Technical Studies Grant Program, second round $36,800—completed March 2008

TAX SALE

Treasurer has vested Allenford property, Silver Star—remove underground tanks

WORKS – Roads

County Issues

Durham Furniture—major layoffs 2007& 2008—turning lane to be addressed in 2008 County construction

2008:  3 bridge repair projects:  Willow Creek, Inkerman St, Invermay

SIGNAGE

County signage draft policy, Works Manager appointed to the Signage Steering Committee

Combined Community Issues

Change names on buildings to Arran-Elderslie, ie Elderslie Shop, Arran Shop, Paisley Shop, plus AE logo

Implement a memorial tree planting program, County not interested in using its road system, could use Rotary Park in Tara or Paisley Cemetery, Community Park

Works Manager to send thank you letters to property owners who permitted the Municipality to dump snow

Garbage pick-up tender awarded to Bruce Service Sales & Rentals for three years commencing Oct 1, 2006—June 10/08 approved $1168/month for inflated fuel costs effective Jun 1st/08

CURRENT CONSTRUCTION PROJECTS APPROVED

McClure Bridge approaches— leaving closed till spring to allow concrete to cure before salting

25 SR Elderslie bridge – postponed till 2008

County proposal: agreed to reconstruct 1st Ave S. from 7th St to County Road 19 in 2008 – Henderson, Paddon & Associates Ltd. to review water and sewer design

LANDFILLS

Arran Landfill—process started in 2006 to enlarge footprint; open all Saturdays 2007 from May till fall to facilitate composting, will monitor use; Gamsby & Mannerow update Jan 28/08 including new requirements for a Waste Management long-term Plan

E-waste to be stored in hazardous waste trailer prior to shipping for recycling

Think Plastics requires storage of bale wrap on concrete pad

Tara

We should be ready for spring completion of the O.C.Long memorial

Snow removal at community centre for winter of 08-09

Chesley

Paisley

Council requires peer engineering on Paisley Heights Subdivision, option to developer to use Municipal engineer only—Mac Homes has contracted Henderson, Paddon & Associates Ltd.—subdivision on hold

Paisley Trails Group temporarily allowed use of the rail line between Canrobert and Balaclava

Paisley south entrance sign:  surround with flower bed

Permission granted to erect Christmas tree in Paisley square

Consideration of sidewalk near medical clinic during budget 2008 discussions

Elderslie

B.M. Ross doing EA on 25 SR bridge; looking into open bottom steel box culvert option and twin round culverts—on hold till 2008

Galbraith drain cleanout approved fall 2007

Arran

Arran Lake—Ministry of Natural Resources/Conservation Authority to confirm its direction with respect to stones placed on Municipal lot.  GSCA spoke with Foreman Hagemeier, no problem, will talk to Ministry, received pictures from resident; other local residents not in favour of the stones may present views

Miscellaneous

Phase out hazardous waste locally to County program

Dobbinton Parkette—monitor development

BRIDGES

Looking for general DFO ruling on bridge/culvert options – creation of a pier [any obstruction in the centre of a stream] complicates approvals

CEMETERIES

Apr 14/08 presentation by Mike Salisbury to establish natural burial cemetery in Elderslie—no application yet

HEALTH & SAFETY

Jan 8/07 Committee recommends policy changes; circulated to Department Heads for comments

Jun 10/08 approved heavy equipment operator training for 8 or 9 snowplow operators

WORKS – Water & Sewer

Water Issues

Combined Community Issues

Provincial water licensing program—budget $40K commencing 2008, 12 to 17 months to complete

PAISLEY

TARA

Tara water standpipe—no further engineering until funds in place to repair or replace

Determined Tara water capacity for development—can service in-fill lots but no new subdivisions

Strike citizen committee to participate in decisions re well development, pump house, tower, etc, by December 2007

Jan 28/08 Golder Associates Ltd to conduct a geotechnical investigation for Tara water treatment pumphouse #4 in the approximate amount of $2,500 plus GST

Apr 15/08 HPA to go to tender on Well 4 when soil testing and final design complete

CHESLEY

Flowmetrix to provide hydrant flow testing

Re-parge water tower interior 2008 – Jun 10/08 prohibit outdoor water usage during tower repairs

MISCELLANEOUS

Burgoyne Water Association looking into water supply from Saugeen Shores—Herron, McLeod and Albright attended March 30,2005, advised Association to obtain an engineer's report, no response

Conservation Authorities conducting source water protection study

Saugeen Valley Conservation Authority safety assessment of the Lockerby Dam and an investigation of the potential for fish habitat improvement, 100% funding, report made, no action yet

Updating confined space policies

SEWER ISSUES

COMBINED COMMUNITY ISSUES

Brockton & West Grey spearheading joint venture to handle local septic waste—nothing lately

PAISLEY

Bruce Packers – lagoon issues in the event of property sale

More investigation required into covering the treatment plant

TARA

Lagoon sludge depth of 6", considering chemical to treat/reduce volume, added May 17th 2006, re-sample end of July, would like to wait another year before using in Chesley, Nov 07 still monitoring

Replace sluice gates—parts arrived, waiting for good weather

CHESLEY

Jan 28/08 confirm application for Municipal Infrastructure Investment Initiative (MIII) for Chesley downtown as the project has been recommended by Ministry technical staff $4.4 million

RECREATION - FACILITIES

TARA

Rotary Park water service – discussing agreement re billing amount

Driedger to re-do arena ceiling, joists & rafters in spring 2008, balance of payment made if work satisfactory

PAISLEY

Works to estimate costs to take water and sewer lines to Ross St. Park--$3,000

CHESLEY

Tractor repair authorized Jun 10/08 at $5,500 plus clutch if necessary

Free flu clinic Nov 19/08

Miscellaneous

Implementing training plan for all staff

Surveillance equipment to prosecute vandals—installed—need policy to use

Arena display boards—check into contract status

County to install defibrillators in all arenas and provide training

Woods applying for Hydro One funding for Paisley arena hydro upgrade

LIBRARIES

Collaborative Seniors' Portal Network, Bruce County Library will be developing the network on our behalf, no Provincial agreement yet

Tara Library basement no longer available for rentals re water issues March 2007, mold found Nov 07 behind basement wainscoting, undertaking removal and/or eliminating basement for long-term solution, clean test results received.

BUILDING / PROPERTY STANDARDS

Follow-up Elderslie Property Standards complaint re outdoor storage of material—site plan agreement ready

Jan 28/08 all zoning compliance requests to be given to Clerk/CAO

Jun 10/08 authorized removal of Mill St barricades on condition owner had adequate insurance, statement was provided by Tamina Shiels, Jones DesLauriers Insurance Management Inc

FIRE

Fire Marshal's Office undertaking review of fire services [Fire Chiefs to review draft prevention and education policies by-law—will become part of review], report received September 24, 2007

Fire Chiefs and OFM Rep to commence fire master plan for Council's consideration, address education matters

Saugeen Shores – notice to withdraw from Paisley Fire Board, purchase fire coverage instead, formal notice received Jan 9/08

PLANNING

Zoning/Official Plan

Rural/Urban zoning updates—Deputy Director of Planning taking over the updates; single by-law;

Wind farm development in the works, no application yet, Ontario Power Authority imposed moratorium on wind generation contracts exceeding 2 mw

Bill 51 awaits Royal Assent to exempt undertakings relating to energy from the provisions of the Planning Act—ie, no zoning changes required, no siting criteria applicable—Minister of Municipal Affairs confirmed regulation would only be passed if such projects suffer undue delays in processing

Development

Durham Furniture –Jan 8/08 closing Chesley plant, 150 jobs lost

Survey Brook St lot Part Lot 29 Conc 8 Arran—on hold pending neighbour's development

Preliminary approval given to Old Order Mennonite Community in Arran-Elderslie for private cemetery part Lot 16 Concession 5, Elderslie, advertised in Hanover Post April 25, 2008 for 15-day comment period

SURPLUS PROPERTIES DECLARED & NOT SOLD TO DATE

Review list of Municipal properties to divest surplus ones—list given to Council May 2006

Regent St lot-$25,000 – review amount 3 years old

Cantire Part Lot 10 Concession 4, Elderslie

Lot 1 Sub of 6 Albert St E/S, Paisley

Lots 19, 30, 31 Tower Park Subdivision

Paisley former CN lands/commercial/residential sites

OTHER

Gary MacDonald zoning application deferred, applied for an official plan amendment, OPA approved conditionally—appealed by owner, no successful mediation with County and Cuesta; amended application filed with County Dec 07

Christmas lighting in Allenford

Jan 28/08 all zoning compliance requests to be given to Clerk/CAO

ADMINISTRATION

BY-LAWS

Municipal Code –re-formatted Code is up-to-date and copied to Council May 12, 2008

Consolidate by-laws – traffic, water & sewer, cemetery policies (including shrubs)

PROJECTS IN PROGRESS

Register by-law 31-05 dedicating part of Lot 24 Concession 3 of Arran as road allowance—looking into road widening along Conc 2/3 from Lot 16 to Lot 30—complete acquisition of road widening lands

Register Arran Conc 12 deviation

Renew Chesley Kinsmen lease for 5 years at $800 per year—draft lease forwarded to Club—twice

Collaborative Seniors Portal Network with the County of Bruce—waiting on Provincial agreement

Capital Asset Management program

Re-aligning general ledger accounts to fit Provincial Financial Information Return and facilitate reporting

COUNCILLOR PROJECTS IN PROGRESS

Cumming & Woods to move Paisley Reeve pictures to museum

Paisley Medical Clinic—tender from Domm Construction Ltd accepted, work to start in April 08

O.C.Long commemorative park/memorial stone

Meet with Chesley Medical Clinic Physicians re expansion, have installed additional electronic cabling, approved installation of alarm system, approved minor renovations to existing building

2008 IPM – Charlton organizing Municipality's display areas in County tent

Surveying Arran properties on Tara borders

Install high speed internet at Chesley ESO

THINGS TO REMEMBER NOT NECESSARILY REQUIRING ACTION

Chesley Scouts to maintain Thomas St from McClure's Mill to 2nd Concession and to cleanup garbage from McClure's to Krug Bridge

Keith & Yvonne Fortune family to maintain Elderslie Conc 2 roadside from Chesley limits to 10 Sideroad (2006)

Ontario Ombudsman to handle closed meeting inquiries—guaranteed impartial investigation of complaints

COMPLIANCE WITH COUNTY MILEAGE RATES –no longer complying effective Jan 1/08—too high

CURRENT MILEAGE RATE APPROVED

That, effective January 1, 2008, we adopt a mileage rate scale as follows:

the first 10,000 km @ 40 cents

balance of km over 10,000 @ 35 cents

to be reviewed every 6 months.

COUNCIL APPOINTMENTS

Charlton appointed to the Grey-Bruce Regional Economic Development Partnership

Eagleson appointed to Bruce Area Solid Waste Recycling

Herron appointed to Grey Sauble Conservation Authority to end of term Nov 30/10

Riley appointed to Saugeen Valley Conservation Authority to end of term Nov 30/10

Cumming & Davis appointed to Paisley Fire Board; Davis elected Chair

Herron & Eagleson appointed to Tara-Arran Fire Committee

Charlton, Davis & Oswald appointed to Chesley Fire Board; Davis elected Chair

Cumming to South Bruce Impact Advisory Committee

STANDING COMMITTEES EFFECTIVE JANUARY 2008 – all Members of Council are members of all committees