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MEETING #438

MINUTES OF MEETING

GRAND FALLS-WINDSOR TOWN COUNCIL

HELD IN THE TOWN HALL

7:00 P.M., TUESDAY, NOVEMBER 18 TH , 2014

PRESENT: Mayor: Allan Hawkins Deputy Mayor: Barry Manuel Councillors: Amy Coady-Davis, Darren Finn, Rodney Mercer, Bruce Moores, Tom Pinsent Staff: M. Pinsent, Town Manager\Clerk J. Saunders, Director of Engineering & Works 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 #437 of Tuesday, October 28th, 2014.

Motion Finn\Moores

Be it resolved that the Minutes of Meeting #437 of Tuesday, October 28th, 2014 would be adopted as circulated. This motion carried by a vote of 7-0.

BUSINESS ARISING OUT OF THE MINUTES

None

DISBURSEMENT REPORT

Councillor Mercer presented the disbursement report in the amount of $307,964.39. Motion Mercer\Pinsent

Be it resolved that the disbursement report in the amount of $307,964.39 would be adopted as presented. This motion carried by a vote of 7-0.

CORRESPONDENCE

In response to a letter from the President of the Federation of Canadian Municipalities, Council agreed to send a letter of support to the Federal Minister of Infrastructure, Communities and Intergovernmental Affairs calling for a matched funding agreement specific to wastewater treatment.

COMMITTEE REPORTS

Economic Development and Tourism

The following report was presented by Councillor Coady-Davis.

E Solutions Group App Proposal

The Economic Development Officer presented a proposal from E Solutions Group on a mobile application (App) for the Town’s website. The Committee reviewed the details of the proposal and recommended that we not participate on this project as we are about to launch our new Town website and it will be mobile friendly and that will serve the visitors to the site at this time.

Community Profile

The Economic Development Officer gave the Committee an update on the status of the Community Profile. He is updating all the relevant data such as demographic information, sector profiles, labour force data, etc… He anticipates that the work should be completed in about four (4) weeks. The Committee recommended that the Economic Development Officer continue the updates on this profile and have Council review the final product once completed. It will then be available on the Town’s website and on jump drives. 3

Final Website Review

The Economic Development Officer presented the final draft of the Town website. The Committee made some suggestions for some minor adjustments to the site. It will be distributed to Town staff so they can familiarize themselves with it. It will go live in the next ten (10) days or so.

Former Mayor’s Sketches

The Economic Development Officer presented a proposal from Kristina Gidge to sketch the pictures of all of the former Mayors of the former Town of Windsor. Several of the photos of the former Mayors are not of the best quality and Council will have the sketches done and then hung in the Town Hall once completed.

Let’s Connect - It’s Our Economy Meeting

Council was invited to attend this session, hosted by the Provincial Liberal Caucus on October 23rd. Council made a presentation to this group of several initiatives we have been working on. The Mayor will write a letter to Ms. Bennett, outlining the details of our presentation to ensure the information is communicated properly.

Exploring Post-Secondary Student Housing

Councillors Coady-Davis and Pinsent would like to explore the options with student housing. The Business Development Officer will meet with the three (3) local colleges here and discuss their thoughts on this issue and report back to Council.

Other Business

Farmer’s Market - The farmers and vendors have inquired as to the possibility of an enclosed structure of some sort in 2015 for the market. Council has researched this in the past and will meet with the farmers\vendors in the coming weeks to discuss options in 2015. I move the recommendations and report of this Committee.

Motion Coady-Davis\Pinsent

Be it resolved that these recommendations and report would be adopted as circulated. This motion carried by a vote of 7-0.

Finance and Administration

The following report was presented by Councillor Mercer.

Labour Report

The Committee reviewed the labour reports as of week 43. Total labour year-to-date is $2,599,385 (budget - $2,580,318) which is .7% ($19,066) over budget.

Collections Report

The Committee reviewed the taxation receivable report as of October 31st. The total taxes outstanding as of that date are $1,733,551.87 – an increase of $113,469.64 (7%) from the previous year. Total amount of current taxes (2014) is $1,226,923.14 (71%) of the total amount outstanding.

The Exploits Valley Young Men’s Christian Association

The Committee reviewed the year-end financial statements for the YMCA as of December 31st, 2013. The Committee noted they are in a social financial position. The Director of Finance advised that they are currently preparing a request for the 2015 Municipal Budget. The Committee recommends that these be accepted.

Municipal Assessment Agency Financial Statements

The Committee reviewed the year-end financial statements for the Municipal Assessment Agency as of March 31st, 2014. Results for the year resulted in a moderate surplus for the year of $93,292 before adjustment. There was some 5 concern that the accumulated surplus of $2,563,000 has been accumulated from municipal billings. The Committee recommends these financial statements be accepted.

Solvency Exemption Request

The Committee reviewed a request for solvency exemption from the Town of Grand Falls-Windsor. The Director of Finance advised that such exemption have been approved for other municipal groups and anticipated a positive response. It is noted that due process will accompany the request and the response may not be received prior to budget finalization. The Committee recommends we proceed with this request and review further in budget discussions. The amount of the solvency payment is $164,200 and impacts both the 2014 revised budget and our 2015 Municipal Operating Budget.

Grants and Donation Policy

The Committee reviewed policies on grant-corporations and special purpose grants and travel grants as prepared by the Director of Finance and Director of Parks and Recreation. The Committee recommends these policies be accepted.

Request for Donations

The Committee received a request for funds for the purchase of a Timpani drum set. The Committee recommends that this be discussed in the 2015 Town budget preparation. The Committee received a request from the Lions Club for the Christmas parade. The Committee recommends that $500.00 be approved. The Committee received a request from Community Minders to continue its work on suicide awareness and prevention. The Committee recommends that $500.00 be approved. The Committee received a request from the Grand Falls-Windsor, Bishop’s Falls Community Food Bank Inc. The Committee recommends that $500.00 be approved. Art Procurement

The Committee reviewed the submissions and selections for the 2014 Art Procurement. The total number of pieces submitted was thirty-eight (38). A total of nine (9) pieces were purchased. The Committee was pleased with the participation and congratulates all local artists for their submissions.

I move the recommendations and report of this Committee.

Motion Mercer\Moores

Be it resolved that these recommendations and report would be adopted as circulated. This motion carried by a vote of 7-0.

The following Resolution was presented by Councillor Mercer.

Resolution GF-W 2014-219

WHEREAS pursuant to the power delegated in accordance with Section 414 of the Municipalities Act SN 1990, Chapter M-24 and in accordance with the Waste Materials (Disposal) Act, 1973, the Town Council of Grand Falls-Windsor has made changes to the Days and Time of Collection and Restrictions; and

WHEREAS the Town of Grand Falls-Windsor has incorporated the new Days and Time of Collection and Restrictions; and

THEREFORE BE IT RESOLVED that the Town of Grand Falls-Windsor approves the amended Garbage and Refuse Regulations as attached to this Resolution.

Motion Mercer\Finn

Be it resolved that Resolution GF-W 2014-219 for the Garbage and Refuse Regulations be approved as presented. This motion carried by a vote of 7-0.

The following Resolution was also presented by Councillor Mercer. 7

Resolution GF-W 2014-220

WHEREAS pursuant to the power delegated in accordance with Section 414 of the Municipalities Act, SN 1990, Chapter M-24, the Town Council of Grand Falls- Windsor has made changes to the Tariff of Fares; and

WHEREAS the Town of Grand Falls-Windsor has attached the new Tariff of Fares in Schedule “A”; and

THEREFORE BE IT RESOLVED that the Town of Grand Falls-Windsor approves the amended Taxi Regulations as attached to this Resolution.

Motion Mercer\Finn

Be it resolved that Resolution GF-W 2014-220 for the Taxi Regulations – Tariff of Fares be approved as presented. This motion carried by a vote of 7-0.

Parks, Recreation and Special Events

The following report was presented by Deputy Mayor Manuel.

Parking and Traffic Control – Joe Byrne Memorial Stadium

The Committee discussed parking and traffic control at the Joe Byrne Memorial Stadium. Concerns were expressed for disabled parking safety and illegal parking in front of the Stadium on the roadways. The Committee recommends that staff check out the safety of moving the present disabled parking spaces to the front left door parking area so that there will be no crossing the road to get to and from the Stadium. The Committee also recommends that the user groups be notified that there is to be no parking in front of the Stadium and that the Municipal Police will be enforcing the Regulations.

Correspondence – Gorge Park Area

The Committee discussed correspondence received from a citizen requesting that the Gorge Park Look-out be named after a resident from Grand Falls-Windsor. The Committee recommends that this request be denied. Exploits Valley Ski Trail Project

The Leisure Services Programmer provided the Committee with an update on the Exploits Valley Ski Trail Project. A meeting will be held on this Thursday, November 13th, 2014 with one of the funding agencies to discuss the progress of the Project Grant Application.

Cross Country Ski Trail Grubbing and Improvements

The Parks and Recreation Foreman informed the Committee that arrangements have been made with Public Works to excavate the 5.5 and 7.5 kilometre trails and install culverts. Extra Parks and Recreation labour will be required to assist with the excavation and grubbing on these tracks. It was noted that there is a short time period available to complete this work. It was also noted that the .5, 1.5 and 2.5 kilometre trails are in excellent shape. The Committee recommends that the required Parks and Recreation labour be provided to complete this work.

Christmas Decorations Installation

The Director informed the Committee that the Town Christmas decorations will be erected starting next Monday, November 17th, 2014. All Christmas decorations will be installed before the Annual Community Christmas Light-Up which will be held on Thursday, December 4th, 2014.

Provincial Bike Race

The Committee discussed co-hosting and co-sponsoring a Provincial Bike Race with the local Bike Club in June 2015. The Leisure Services Programmer has met with the group and the Department has the resources to co-host this event. The Committee recommends that the event be included for consideration in the 2015 Budget deliberations.

Fall\Winter Brochure

The Committee discussed the Fall\Winter Brochure which will be published and distributed in the next few weeks. The Committee looks forward to the presentation of the brochure and is excited about the many programs and activities that will be offered to the residents during the Fall and Winter months. 9

Stadium Championship Banners

The Director informed the Committee that Grand Falls-Windsor Minor Hockey Association held a banner raising ceremony at the Joe Byrne Memorial Stadium on Friday, October 17th, 2014. Eight (8) banners were unveiled and the ceremony was well attended by representatives of the teams and the general public. The Committee congratulates the Grand Falls-Windsor Minor Hockey Association and hope to make this an annual event.

Review of 2014 Goals and Objectives

The Committee received the 2014 Goals and Objectives. The Committee was pleased with the quality and quantity of 2014 Goals and Objectives which were completed and looks forward to setting new target goals and objectives for the 2015 operations.

2015 Goals and Objectives

The Committee discussed the 2015 Goals and Objectives. The Committee made some modifications and added some new tasks to the various target areas. The Committee looks forward to a very busy and productive year in 2015. The Committee recommends that the revised presented 2015 Goals and Objective be approved.

I move the recommendations and report of this Committee.

Motion Manuel\Pinsent

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. Presentation for Proposed Resort Area – Scott Avenue

Mr. Strickland gave a presentation on what is being proposed for the development adjacent to the cross country ski trail. Mr. Strickland is proposing to construct six (6) high end units for year round use, with the potential of constructing a total of ten (10). These units will be one (1) bedroom, two (2) bedrooms and a large executive lodge to accommodate different clientele. A business plan will be completed in the near future and be presented to Council. Mr. Strickland was excused at 2:00 P.M. The Committee discussed the proposal and supports the concept in principle. Any development in this area must be high quality and will be a requirement of any approval. Ms. Wong, Community Planner suggested Council and Senior Staff meet to discuss the long-term plan for development along the Exploits River. The Committee recommends that staff continue dialogue with Mr. Strickland on his proposal. Location will be determined based on the proposed expansion of the ski trail area. This issue will be co-ordinated with Parks and Recreation. The Committee also recommends proceeding with the long-term plan prior to any final decisions being made.

Turpin Place Development

The Committee discussed development on Turpin Place and the fact the road right-of-way has never been turned over to the Town. Staff has had disagreements with the family in the past and the comment has been made that they own the land. There is also a request to develop more lots, but infrastructure sizes are not acceptable to the Department of Environment. The Committee recommends that staff start the process to have the road right-of-way deeded to the Town. Any new development or extensions would have to adhere to the subdivision standard including concrete work, paving, etc…

Central Newfoundland Waste Management

The Committee discussed several items concerning the Central Newfoundland Waste Management.

1. Tonnage Review

The tonnage is down from previous years. This is expected due to better waste reduction but will have an impact on negative generation. 11

2. Draft Information for Waste Separation

The draft guidelines were discussed. The material recovery facility is expected to be opened in March 2015 so separation guidelines will have to be adopted and circulated to residents early in the New Year.

3. Hazardous Waste Event – November 1st, 2014

The hazardous waste event held at Centennial Field on November 1st, 2014 was a success. The household hazardous waste volumes collected are attached , but the Multi-Materials Stewardship Board report for the other items collected has not yet been received. 380 vehicles attended the event.

The Committee expressed some concern with respect to revenue generated at the facility. Most costs are fixed and if revenue continues to decrease it will impact tipping fees. The Committee recommends that staff continue to review the Garbage and Refuse Regulation and modify accordingly to address the waste separation. These will be presented to the Committee for review, possible changes and recommendations to approve. The Committee also recommendations that the Minutes from the Central Newfoundland Waste Management Monthly Board Meetings be presented at the Public Works and Planning Committee meeting and included as an attachment.

Proposed Camp – Laydown Area

The Committee reviewed a proposed layout for the two hundred and fifty (250) camp and industrial laydown area for Maloney Street. This is for the contractor installing the Trans Island transmission line for Muskrat Falls. The Committee recommends staff discuss options and a compensation agreement with the contractor.

Quarry Request – Exploits Valley Paving

The Committee discussed the quarry request from Exploits Valley Paving. This is in the same area as requested by another contractor several years ago. The Committee recommends that the same conditions attached to the previous application be included with our comments to this referral. Correspondence – Rod Sooley

The Committee reviewed the request from Mr. Rod Sooley to install a small frosted window in the house located at 7 Whitmore Street instead of the large window that was approved prior to the permit being issued. The Committee recommends the window that was approved with the permit be installed.

Land on Harmsworth Drive – ATV Trail

Letters were sent to residents adjacent to the ATV easement on Harmsworth Drive with an option to purchase. There were three (3) responses and they had made a counter offer to purchase. There was no response from the owner of 132 Harmsworth Drive, but the resident at 134 offered to purchase all of the property between the two (2) properties. The Committee recommends that the land be sold for $312.50\foot frontage, plus legal survey and HST. This is fifty percent (50%) of the original offer. The Town will still maintain an easement through this property.

Crown Land Application – Peddle Drive

The Committee discussed a request for Crown Land at the rear of 85 Peddle Drive. The Committee recommends that a depth of fifty (50) feet be approved.

Correspondence Review – Rezoning for 324 Grenfell Heights

As a result of only two (2) members of the Committee in attendance, this topic was referred to another meeting.

I move the recommendations and report of this Committee.

Motion Finn\Manuel

Be it resolved that these recommendations and report would be adopted as circulated. This motion carried by a vote of 7-0. 13

OTHER BUSINESS

Councillor Finn informed Council that he spent the day at Teck Duck Pond and was very impressed with the company and their operations. The purpose of the meeting was to view surplus equipment that may become available. Councillor Pinsent recommended that Council have public consultations regarding the Riverfront Development.

Motion Moores\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 9th, 2014. This motion carried by a vote of 7-0.

The meeting adjourned at 7:50 P.M.

Allan Hawkins M. Pinsent Mayor Town Manager\Clerk