February 10Th, 2014 Newbury Municipal Council 7

MINUTES NEWBURY MUNICIPAL COUNCIL Monday, February 10th, 2014 6:00 p.m.

MEMBERS PRESENT: Reeve Diane Brewer, Councillors, Amos Fennell, Kelly Moore, Chris Degraw and Marie Falk

MEMBERS ABSENT:

OTHERS PRESENT: Fire Chief Chad Trethewey Trainer Facilitator, Ralph Watson

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:

Kelly Moore declared a pecuniary interest in items 8.28.10), 8.29.5) and 8.34.

2. DELEGATIONS:

(a) 6:00 p.m. Water/Sewer/Drainage

WATER:

Information regarding a potential SWM water connection. (cc. Council)

Moved By: Kelly Moore Seconded By: Amos Fennell

“THAT every newly constructed dwelling or unit in a multi unit building that has only one (1) meter be billed the monthly minimum water rate and as well for every c.m. of water over the minimum and the monthly sewer surcharge and a sewer rate for every cubic meter of water consumed.” Carried

SWM and Newbury agreement. OCWA notified the office on Friday, January 31st that SWM had a leak on Graham Road on the West Lorne side of the Thames River and that it would be fixed on Monday February 3rd around 10:00 a.m. and that we should not notice any pressure difference. February 10th, 2014 Newbury Municipal Council 2 Water Meter Repairs list. Kelly has inspected all the meters on the list.

SEWER: Chatham Kent has asked if Newbury was going to test for asbestos at the sewer plant as per Ont. Reg. 278/05. The Clerk advised Chatham Kent that the plant was new in 2000 and believes that no asbestos was used in the construction. Council instructed the Clerk to ask the engineer who designed the building for a letter indicating there was no asbestos in the construction of the building.

DRAINAGE:

SWM provided an apportionment of drainage assessment for 3 owners in the Village of Newbury for an upcoming maintenance on the Alfred Armstrong Drain.

(b) 7:00 p.m. Fire Chief Chad Trethewey and Training Facilitator Ralph Watson

- Monthly training records will be provided by Ralph Watson. - Chad provided a bucker gear inventory list with expiry dates and the air bottle inventory list with expiry dates. - Chad is waiting to hear from the Fire Marshall’s office regarding the no burning by-law. - Chad is finalizing a surplus equipment list. - Chad is still working on trying to sell the 1988 Mack pumper. - Pump quote for repair. - Report on the fire dept. slush fund. - After Chad presented a report to Council it was suggested that the Clerk buy him a hard covered book to write down fire department activity which would hopefully save him time with his report. - Chad asked that a volunteer recruitment flyer be circulated.

3. COUNCIL MINUTES :

Council minutes of the regular Council meeting held on January 13th, 2014. Moved By: Chris Degraw Seconded By: Amos Fennell

“THAT the minutes from the regular Council meeting held January 13th, 2014, be accepted as presented.” Carried

4. BUSINESS ARISING FROM THE MINUTES:

1. From a past Council meeting - As per Newbury’s lawyer’s advice the draft agreement was given to the property owner regarding the property’s non conforming use. No response to date. Newbury’s lawyer had called and asked that a reminder email to out to the property owner. February 10th, 2014 Newbury Municipal Council 3

2. From a past Council meeting - An email was sent to Holly Wirth, OCWA, advising her that Newbury would like confirmation in writing that Newbury will not be held responsible or liable for any health issues or other issues that may occur due to using peroxide in the water before Newbury Council will sign the MOE application papers for regulatory relief. No response to date.

3. Jake Graham, Newbury’s Maintenance employee winterized the library door. Council discussed long term solutions for the door and asked the Clerk to contact a local artist for some ideas.

4. The municipal office was notified that its current grass cutter is moving and as per Council’s direction an ad was placed in the local paper asking for grass tenders to be submitted by Friday, February 21st and to be opened at 5:00 p.m. on Monday, February 24th.

5. The office generator has been maintained by CPE Services.

5. CORRESPONDENCE:

INFORMATION ITEMS

1. The Ministry of Municipal Affairs has given all municipalities in the southwestern region a copy of a book entitled “Seducing the Vote” written by John Fenik, Mayor in the Town of Perth. John was a guest speaker at the 2013 Ontario Western Municipal Conference.

2. The Ministry of Municipal Affairs has provided Newbury’s 2014 Annual Repayment Limit. (cc. Council)

3. Copy of a letter from the municipality of East Ferris written to the Honourable Kathleen Wynne regarding the OPP costs. (previously e.c. to Council)

4. Copy of a letter from the municipality of East Ferris written to the Honourable Kathleen Wynne regarding the Finance Minister’s suggestion of a 3 to 10 cent per litre tax increase on our gasoline and a possible HST increase and new business tax to be implemented to provide funding for transit in the GTA.

5. St. Clair Region Conservation Authority’s invitation to its Annual General Meeting on Thurs. Feb. 20th , 10 a.m. – 12:00 p.m. The Clerk was asked to notify SCRCA that Reeve Diane Brewer will be attending.

6. A letter written by Ronald Crawford of Glencoe regarding municipalities giving the County permission to look after all the bridges in the County. (cc. Council) Council directed the Clerk to ask the County for further informaiton on this issue. February 10th, 2014 Newbury Municipal Council 4

7. The Municipality of Chatham-Kent advising that they did not respond to any incidents from Oct. to Dec. 2013.

8. The office received notification that the first quarter of the Ontario Municipal Partnership Fund (OMPF) will be issued in January, 2014.

9. Letter from the Municipality of Greenstone written to Todd Case, Warden of the County of Lambton wherein Greenstone approves Lambton’s resolution which opposes the requalification of Municipal Building Officials. (cc. Council)

10. Municipal World magazine – Feb. 2014.

11. OPP letter from Inspector A. Tony Cristilli, explaining that 2014 marks the beginning of a new three year business planning cycle and that the deadline to forward any submissions to him is February 15th.

12. Letter from Doug Reycraft, Chair of the MEPCO (Municipal Employer Pension Centre Ontario) explaining the ongoing OMERS Plan funding challenges.

13. Email from Ali Faatima on behalf of Nicole Stewart of the Ministry of Consumer Services advising of a consultation on proposals to refine the regulation of propane transfer facilities in Ontario. (e.c. Council)

6. ACTION REQUIRED ITEMS:

1. Randy Pettapiece, MPP Perth-Wellington asking for Council’s support for his private member’s resolution that requests the House to address the alarming rise in insurance for municipalities. (cc. Council)

Moved By: Kelly Moore Seconded By: Amos Fennell

“THAT Council support this resolution.” Carried

Councillor Kelly Moore declared a conflict on the next issue on the agenda.

2. Quotes for replacing analog meters with electronic meters. Three contractors were asked to submit a quote.

Moved By: Chris Degraw Seconded By: Marie Falk

“THAT Council accept the quote from CPE Services Ltd. to replace the analog meters with electronic ones to be completed within six (6) months from this date.” Carried February 10th, 2014 Newbury Municipal Council 5

Council discussed four (4) properties that have their water readout located in their back yard behind gates and passed the following motion.

Moved By: Amos Fennell Seconded By: Chris Degraw

“THAT a notice be circulated to the four (4) property owners who have their water readout located in their back yard behind a gated fence advising them that they have until their meter exchange date to re-locate their readout at their own expense and if it is not done prior to that date then CPE Services is directed to relocate the water readout at the time when the meters are being exchanged and that the cost of the relocation will be billed to property owner.” Carried

3. Renovation of Newbury’s Welcome Signs.

Council did not make a decision at this time.

4. The Clerks and Treasurers are participating in the 27th Annual Curling “Fun” Speil and have indicated that prizes for the event would be greatly appreciated.

Moved By: Chris Degraw Seconded By: Amos Fennell

“THAT this item be noted and filed.” Carried

5. Insurance renewal. (cc Council)

Moved By: Amos Fennell Seconded By: Kelly Moore

“THAT Council accept the insurance renewal.” Carried

7. FINANCIAL STATEMENT: Moved By: Kelly Moore Seconded By: Chris Degraw

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

8. ACCOUNTS:

Moved By: Marie Falk Seconded By: Chris Degraw

“THAT the accounts that total $ 47,994.66 be accepted as presented and paid in full.” Carried February 10th, 2014 Newbury Municipal Council 6

9. (a) NEW & UNFINISHED BUSINESS:

1. Newbury’s auditor Ken Williams has offered a revised 2014 fee. (cc. Council)

2. The Newbury Librarian has had some issues with the condition of the floor due to the snow and salt, therefore the Clerk will purchase plastic mats for that area and have the floor cleaned and waxed.

Moved By: Chris Degraw Seconded By: Marie Falk

“THAT the Clerk asks a local resident to clean the floors at the library and if they were not interested then the Clerk is to hire a professional floor cleaning company.” Carried

3. Elections Ontario has sent a letter advising that there could be a provincial election with little to no notice at all and they would like to request an emergency management point person and their alternate and space for a table and chair in the lobby of the municipal building only to be used if the Returning Officer does not secure an office immediately.

4. Garbage container for the park. The Clerk will follow up on this.

9. (b) OTHER BUSINESS:

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

The Clerk reported to Council on the process of registering with On1Call and also updated Council on the DWQMS audit.

Council agreed that the Clerk could get a quote on repainting the front office.

Council agreed that the Clerk could purchase a low profile filing cabinet for the Council chambers.

2. By-law 103-14, being a by-law to confirm proceedings of the Council of the Village of Newbury. Moved By: Chris Degraw Seconded By: Marie Falk “THAT By-law 103-14, being a by-law to confirm proceedings of the Council of the Village of Newbury is given first and second reading this 10th day of February, 2014.” Carried

Moved By: Kelly Moore Seconded By: Amos Fennell February 10th, 2014 Newbury Municipal Council 7

“THAT By-law 103-14 be given third reading, taken as read, properly signed and sealed, and numbered 103-14, this 10th day of February, 2014.” Carried

10. ADJOURNMENT :

Moved By: Chris Degraw Seconded By: Amos Fennell

“THAT the meeting be adjourned.” Carried

The meeting adjourned at 9:00 p.m.

Upcoming Meetings (unless re-scheduled)

Special Council meeting at 5:00 p.m. on February 24th to open Grass Tenders.

Regular Council on Monday, March 10th, 2014.

REEVE DIANE BREWER

CLERK-TREASURER BETTY D. GORDON