October 13Th, 2015 Newbury Municipal Council 7

MINUTES NEWBURY MUNICIPAL COUNCIL Tuesday, October 13th, 2015 6:00 p.m.

MEMBERS PRESENT: Reeve Diane Brewer and Councillors, Chris Degraw, Ron Challis, Abe Van Der Wyngaard, and Mike Noe

MEMBERS ABSENT:

OTHERS PRESENT:

STAFF PRESENT: Betty D. Gordon, Clerk-Treasurer

STAFF ABSENT:

CALL TO ORDER

Reeve Diane Brewer called the meeting to order at 6:00 p.m.

1. DECLARATION OF PECUNIARY INTEREST:

Mike Noe declared a pecuniary interest it items numbered 8.29.9, 8.29.10 and 8.29.11.

2. DELEGATIONS:

(a) WATER:

1. Meter repair list from the September readings. Park Booth meter was repaired. Splash pad water leak needs to be repaired.

2. Raised curb boxes. The Clerk left a message with Jason Ayres and Martin Vanderydt and received a quote from A-Excavating and Hamid.

3. Water sampling station is due to be installed in the near future.

4. Water leak at the firehall was repaired. There were 2 areas that were leaking.

5. Email from Janneke of SWM regarding Newbury’s request to meet with SWM re: water agreement, rates and billing. (cc. Council)

6. Tri County Management meet on Mon. Oct. 26th. October 13th, 2015 Newbury Municipal Council 2 7. Curb Stop repairs – Kelly has suggested that Newbury be proactive and start digging up all curb stops and replacing them with stainless steel rods and brass fittings. Council said they would like at this in the spring.

8. Main Meter on Hagerty needs to be calibrated.

9. Olympia Munteanu asked if her meter could be changed out as her consumption was very high the past 2 months. She was contacted about the water used.

(b) SEWER:

1. High water usage at the sewer plant. Kelly inspected the meter and agreed with CK staff that the inside read is the accurate read and the outside read is 1/10th of the inside read. There are four (4) numbers on the outside read, the fourth being a zero. When the meter reader takes the read he writes down all four numbers including the zero which then multiplies the read by 10 and then when the read is given to Entegrus their software program again multiplies that read again by 10. Kelly suggested a few options to correct the issue. The readers could be notified to not add on the last number which is currently zero although the reads are in the 700s and once it reaches 999 there will be four numbers to record. Entegrus could be notified to not multiply the read by 10. The analog meter could be exchanged with an electronic meter to be in uniform with all the other meters in the Village. Either a meter that reads 10 already could be purchased or one that does not read by 10 whatever Council decides. The cost to exchange the meter could be $2000.

Moved By: Ron Challis Seconded By: Abe Van Der Wyngaard

“THAT Entegrus be notified to not multiply the wastewater treatment plant consumption by ten (10) as it is already multiplied with the read out.” Carried

2. Does Council want a report on recirculating the effluent water at the plant to be used to wash out wet wells etc.? Yes Council agreed to receiving a report.

3. An Entegrus employee reviewed the hydro bills at the sewer plant and will make recommendations once he has visited the plant.

4. Ampro to repair sewer pumps. Report enclosed.

Moved By: Mike Noe Seconded By: Chris Degraw

“THAT the next pump needing repair be sent to Ampro for service.” Carried

5. Sewer line leak on Tucker St. Frank Vanden Boomen has notified the office October 13th, 2015 Newbury Municipal Council 3 that he has made arrangements for the repair to be done next week. (e.c. Council)

(c) DRAINAGE:

1. The Tucker St. Drain 2015 is now complete. Affected ratepayers will be billed as soon as the assessment notice has been provided by Spriet’s. Council asked if Spriet had inspected the job as the rodent gate was still not acceptable and as well the silk bags had been left on the drains. The Clerk will contact Spriet.

2. Homeowner at 27 Broadway sent an email regarding drainage issues after the hydrants were flushed on Sept. 26th, (e.c. Council) She was notified that when the hydrants are flushed an excessive amount of water is released onto the ground. Mike inspected the area the next day and the water was gone.

(d) FIRE: Fire Chief Chad Trethewey was absent

- Monthly training records have been provided.

3. COUNCIL MINUTES :

Council minutes of the regular Council meeting held on September 14th and the Special meeting held on September 29th, 2015, Moved By: Mike Noe Seconded By: Abe Van Der Wyngaard

“THAT the minutes from the regular Council meeting held on September 14thand the Special meeting held on September 29th, 2015, be accepted as presented” Carried

4. BUSINESS ARISING FROM THE MINUTES:

1. Husky responded to Council’s request to locate in the Village of Newbury. (cc. Council)

2. A response from Paul Rathbone, Director, and Administration Services for the Diocese of Huron Anglican Church has been received regarding the letter that was sent to the Diocese expressing Council’s concern for the church closing. (cc. Council) Council wondered if the property would remain tax exempt since it was no longer used as a church.

Moved By: Mike Noe Seconded By: Abe Van Der Wyngaard October 13th, 2015 Newbury Municipal Council 4 “THAT a letter be sent to the Diocese asking what their plans are for the church; whether or not they will be selling it and if so if they have a price.” Carried

3. A letter was sent to SWM asking for Newbury Council to be put on their next agenda. No response to date. Council asked the Clerk to write to Vance Blackmore again to see if they received the first letter. (e.c. Council)

4. Progressive unexpectantly delivered the new waste carts on Thursday, October 1st. Information notices were promptly circulated to residents in the Village.

5. CORRESPONDENCE:

INFORMATION ITEM

1. Report from Laura Bowles, Newbury’s By-law Enforcement Officer (previously emailed to Council).

2. Municipal World magazine – Oct. 2015.

3. OPP Annual Billing Statement and Estimated cost for 2016. (cc. Council)

4. Thank you letter from the Four Counties Health Services Foundation for the Village donation towards the digital x-ray suite campaign.

5. Crime statistics for the Village of Newbury for the 2014 year provided by the OPP.

6. Ministry of Citizenship, Immigration and International Trade advising that the deadline to nominate a volunteer from the June Callwood Outstanding Achievement Award is Dec. 5th, 2015.

7. Invitation from the County to the Warden’s banquet being held Nov. 14th.

6. ACTION REQUIRED ITEMS:

1. Newbury train station moving quote. (cc. Council)

Moved By: Mike Noe Seconded By: Abe Van Der Wyngaard

“THAT the Conservation Authority be asked if they can wait until spring to make a decision on the building so that the residents of Newbury can be surveyed for their opinion.” Carried

2. Snow Removal quote.

Moved By: Chris Degraw Seconded By: Abe Van Der Wyngaard October 13th, 2015 Newbury Municipal Council 5

“THAT the contract from A-Xcavating be accepted for the 2015-2016 winter season.” Carried

3. Lindsey Degraw and TJ Ritchie asking council for a new light at the corner of 8 Washington. (cc. Council) The Clerk has asked 2 companies for quotes and will hopefully have the info by Tuesday’s meeting.

Moved By: Chris Degraw Seconded By: Ron Challis

“THAT Lindsey Degraw and TJ Ritchie be advised that Council inspected the area and saw a light standard almost at the corner of their property on O’Mara Street and Council agreed that the amount of lighting is sufficient in their area, therefore Council has agreed to not install a new light standard at this time.” Carried

4. Handyman applications.

“THAT Randy Vandendriessche be hired and that he be paid $1.00 less that the current rate of pay for this position until his wages can be discussed at his three month interview.” Carried

5. The Clerk would like permission to attend the Ontario West Municipal Treasurers’ Forum on Nov. 5th, at the Best Western Lamplighter at a cost of $85.00.

“THAT the Clerk be authorized to attend.” Carried

6. Laura Bowles, Newbury’s By-law Enforcement Officer is asking Council to pass a parking and noise by-law.

“THAT Laura be authorized to proceed with a draft parking by-law but not a noise by-law at this time.” Carried

7. Town of Parry Sound is asking for Council’s support for its resolution wherein it challenges municipalities in Ontario to donate more than the suggested $100 for October 13th, 2015 Newbury Municipal Council 6 Syrian Refugees. (cc. Council)

“THAT this item be noted and filed.” Carried

7. FINANCIAL STATEMENT: Moved By: Ron Challis Seconded By: Chris Degraw

“THAT the financial statements be accepted as presented.” Carried

8. ACCOUNTS:

Moved By: Abe Van Der Wyngaard Seconded By: Ron Challis

“THAT the accounts that total $92,470.12 be accepted as presented and paid in full.” Carried

The Clerk advised Council that a grinder pump had failed on a weekend and that CK staff attended the site and replaced the pump with a new pump and that Newbury was billed an extra 16 hours for the call out. The extra hours was brought to the attention of the CK Area Manager and his response was asking Council if Council wants CK staff to call a Newbury staff first so that Newbury can determine when to change the pump and also they are asking who would be responsible if there was sewage backups and for not acting on the alarm.

Moved By: Chris Degraw Seconded By: Mike Noe

“THAT when Chatham-Kent staff receives a call from a Newbury resident stating that their grinder pump alarm has been activated, then Chatham-Kent staff are to advise the Newbury resident to stop using water and that Chatham-Kent staff will be there within 24 hours”. Carried October 13th, 2015 Newbury Municipal Council 7

9. (a) NEW & UNFINISHED BUSINESS:

9. (b) OTHER BUSINESS:

1. Each Council member was given the opportunity to bring new business to the table.

The Clerk will be attending an accessibility meeting at the County building on Thurs. Oct. 22nd and the same day will meet at lunch for a CAO meeting with all Middlesex CAOs and Bill Rayburn the County CAO.

Chris Degraw discussed when animal issues are to be directed to Laura.

Ron Challis said that he was not going to attempt hosting the Senior program again this fall due to low participation and said he would be bring in the items that were purchased for the program.

Abe Van Der Wyngaard asked if Laura had ordered the No Dumping sign for the end of Washington St. The Clerk said that she had ordered it through the County garage.

Abe wondered if anyone was going to do the sidewalks. The Clerk will make arrangements to have the sidewalk raised in front of the library and get a quote on the rest of the areas that need to be repaired.

Abe asked if Council could receive a building permit update for the council meetings. The Clerk said she could provide some information on past permits and provide information on a monthly basis.

Abe wondered if trucks in residential areas could be addressed in the parking by- law.

The Clerk advised Council that an Entegrus employee will be inspecting the sewer plant lights and equipment to see if there could be any modifications done to lower the use and cost of hydro. A quote for streetlights will also be provided.

A-Xcavating will be repairing the sewer connection they made on Tucker St. to stop water from entering the sewer pipe.

Council approved an out of town business to advertise on Newbury’s welcome signs.

ABC will be here within two weeks to winterize the splash pad. October 13th, 2015 Newbury Municipal Council 8

2. By-law 127-15, being a by-law to confirm proceedings of the Council of the Village of Newbury. Moved By: Mike Noe Seconded By: Chris Degraw

“THAT By-law 127-15, being a by-law to confirm proceedings of the Council of the Village of Newbury is given first and second reading this 13th day of October, 2015.” Carried

Moved By: Abe Van Der Wyngaard Seconded By: Ron Challis

“THAT By-law 127-15 be given third reading, taken as read, properly signed and sealed, and numbered 127-15, this 13th day of October, 2015.” Carried

10. ADJOURNMENT :

Moved By: Ron Challis Seconded By: Chris Degraw

“THAT the meeting be adjourned.” Carried

The meeting adjourned at 8:10 p.m.

Upcoming Meetings (unless re-scheduled)

Regular Council on Monday October 9th, 2015

REEVE DIANE BREWER

CLERK-TREASURER BETTY D. GORDON