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HomeMy WebLinkAbout11/23/1981 . . . 11 TOWN OF NEWCASTLE General Purpose and Administration Committee Roll Call: Oelegations Randy Jeffery Subdivision 18T-24002 Oakland Developments Minutes of a meeting of the General Purpose and Administration Committee held on Monday, November 23 1981 at 9:30 a.m. in Court Room #2 Present were: Mayor G. B. Rickard, Chairman Councillor Ann Cowman, until 9:30 p.m. Councillor Diane Hamre Councillor Marie Hubbard, until 9:15 p.m. Councillor Maurice Prout Councillor R. Bruce Taylor Councillor E. R. Woodyard Deputy Clerk, Gertrude Gray Town Clerk, David W. Oakes Deputy Director of Public Works, David Gray Deputy Director of Planning, T.T. Edwards Treasurer Kathryn Campbell, at 1:30 p.m. Also Present: R€solution #GPA-118-81 Moved by Councillor Prout, seconded by Councillor Woodyard THAT the minutes of the meeting of November 9 1981 be adopted as read. "CARRIED" Mr. Randy Jeffery of Oakland Developments addressed the Committee. He stated that he agreed with the recommendation in Report PD-187-81 regarding the extension of draft plan approval of Subdivision 18T-24002 for a further 12 month period from January 25th 1982 to January 25 1983. In answer to questions from the Committee he stated that he could be prepared to build in the spring of 1982. Water services are now available. Resolution #GPA-119-81 Moved by Councillor Hubbard, seconded by Councillor Prout THAT Mr. Thompson and Mr. Groff be heard at this time. "CARRIED" General Purpose and Administration Committee . A. Thompson Bowmanville Museum Renovations G. Weekes . F. Groff Cl ean- up of Land in Orono Confl i ct of Interest - 2 - November 23 1981 Mr. Andrew Thompson, Chairman of the Bowmanville Museum Board made a presentation to the Committee and handed out written copies of his submission. The submission included background information relative to the Bowmanville Museum, the acquisition in 1961 by the Town of Bowmanville and a history of the changes and repairs since that time. The Ministry made stringent requirements before providing grants for this project. The Board has already prepared a feasibility study, a statement of purpose and policy, listing of present damage to buildings and other deficiencies and a guarantee of future local financial support. Mr. David Mills, Architect,has made a detailed inspection of the buildings and has drawn up plans. The work will be done in stages. The buildings need major repairs and renovations and the Board asks for the full support of Council in this matter. Mr. George Weekes informed the Committee that the average grant from 1974 - 1980 from the Town of Newcastle was $4,600. and from the Province, $6,000. In 1981 the Town of Newcastle Operating Grant was $11 ,200 and a .$32,500. capital grant for restoration. There had also been support from the Friends of the Museum and from donations and sales. He also spoke of by-law 79-67 providing for a development fund to be set up. He felt that the operating surplus for 1981 and the surplus of the 1981 capital grant should be put in this fund. Mr. Frank Groff spoke to the Committee regarding a proposed clean-up of land in Orono, between Station Street and Main Street. Some of the land belongs to the Town of Newcastle and some is in private ownership. He stated that his :firm would clean up the forested area for the firewood, and donate a cedar log bridge at no charge. Trees to be retained had been marked. He has taken out insurance against property damage and bodily injury to workers and passersby. Unnatural refuse would have to be removed by the parties who had put it there. He needed authority from the Town to proceed and a burning permit for burning brush. Mayor Rickard declared a conflict of interest in the matter of the reconstruction of Highway #2 between Bowmanville and the former Village of Newcastle and asked Vice-Chairman Hubbard to take the Chair for the presentation of the representatives of the M.T.C. Reconstruc- Mr. Greg Porter, Mr. Glenn Pink and Magda Witecki of the Ministry ion of High of Transportation and Communications were present to show the Way #2 Committee the plans for the reconstruction of Highway #2 from Bowmanville Cemetery Road, Bowmanville, to Graham Creek in the former Village to of Newcastle. Newcastle Village . . . . General Purpose and Adminstration Committee - 3 - November 23 1981 Mr. Porter explained the plans for the road widening and reconstruction, the road width in urban and rural sections, plans for the replacement of the bridge over Wilmot Creek and more detailed plans through the former Village of Newcastle. There was a discussion of the section of the connecting link in the former Village of Newcastle. It was stated that the reconstruction of the whole section would probably take place in 1984 or 1985. The Business Improvement Area of the Village are pushing for the reconstruction through the Village as soon as possible. The connecting link in the Village runs from Baldwin Street to the present Catholic Church and School. Changes to the connecting link portion are funded 90% from the Ministry and 10% by the Municipality. The project would be funded 100% by the Ministry if it was undertaken at the same time as the total project from Bowmanville to Newcastle. There was a further discussion relative to the advisibility of undertaking that portion within the Connecting Link at an earlier date. Ms Witecki advised that there would be no money available from the Ministry in 1982 but it could possibly be made a priority for 1983. The discussion also included the possibility of including the area from Rudell's Road to Arthur Street in the project. Mr. Porter stated that they were looking for a preliminary decision from Council as to whether it would be considered a separate project. Mr. Porter also announced that there would be an information centre at the Newcastle Community Hall on December 10 1981 from 2 to 5 p.m. and 7 to 9 p.m. Mayor Rickard resumed the Chair Resolution #GPA-120-8l Moved by Councillor Hamre, seconded by Councillor Hubbard THAT the agenda be altered to deal with delegation from the M.T.C. at this time. "CARRIED" Resolution #GPA-121-81 Moved by Councillor Woodyard, seconded by Councillor Taylor THAT the project be divided into two sections: Rudell Road to the C.P.R.overpass and Rudell Road to Cemetery Road. "CARRIED" . . . General Purpose and Administration Committee - 4 - November 23 1981 Resolution #GPA-122-81 Moved by Councillor Hamre, seconded by Councillor Woodyard ReconstructionTHAT the presentation of the representatives of the Ministry of Highway of Transporta~on and Communications be acknowledged and they be thanked #2 for the work they have done on this project and further that the section through of Highway #2 within the urban area of the Village of Newcastle be urban area considered high priority and the Province be requested to include the Village of project in its 1983 funding, provided it is not available in 1982 and Newcastle Staff, under the Chief Administrative Officer liaise with other involved agencies and report back to this Committee. Pre 1 i mi nary Des i gn Criteria Confl i ct of Interest Rudell Road to Cemtery Road Reces s "CARRIED" Resolution #GPA-123-81 Moved by Counci 11 or Hoodyard, seconded by Counci 11 or Taylor THAT the Staff of the Town of Newcastle be asked to extend their preliminary design criteria and cost estimates for the reconstruction of Highway #2 to include all of the urban area in the Village of Newcastle. "CARRIED" Mayor Rickard declared a Conflict of Interest and turned the Chair over to Vice-Chairman Hubbard. Resolution #GPA-124-81 Moved by Councillor Taylor, seconded by Councillor Woodyard THAT the matter of the reconstruction of Highway #2 from Rudell Road to Cemetery Road be referred to Staff for a report back to the Committee. "CARR I ED" Resolution #GPA-125-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the meeting recess for lunch until 1:30 p.m. "CARRI ED" . . . General Purpose and Administration Committee Industrial Promotion and Development Reserve Fund Word Processing Equipment Lease . 5 . November 23 1981 The meeting reconvened at 1:30 p.m. with Mayor Rickard in the Chair. Resolution #GPA.126.81 Moved by Councillor Prout, seconded by Councillor Hamre THAT the recommendation in Report Admin 36-81 be endorsed and 1) The report be received. 2) The attached by-law to establish a Reserve Fund for Industrial Promotion and Development of Town owned industrial lands be approved. 3) The net proceeds from the sale of industrial lands and the accumulated interest presently in the Town's accounts be an addition to the aforementioned fund. "CARRIED" Resolution #GPA-127-81 Moved by Councillor Cowman, seconded by Councillor Taylor THAT the recommendation in Report Admin 38-81 be endorsed and 1) The report be received. 2) The attached by-law be adopted authorizing the execution of an agreement with A.E.S. Data Ltd., and First City Capital Ltd. for the lease of word processing equipment for the Planning and Development Department. "CARRIED" Resolution #GPA-128.81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT the previous resolution be amended by adding 3) Staff be authorized to enter into a 43 month lease with the understanding that the contract may be cancelled within a 3 month period of date of receipt of equipment if not satisfactory. "LOST" . . . General Purpose and Administration Committee - 6 - November 23 1981 Resolution #GPA-129-8l Moved by Councillor Prout, seconded by Councillor Hubbard THAT the recommendation in Report Admin 39-81 be endorsed and 4) The report be received. Council authorize the Chief Administrative Officer to undertake a proposal call from selected contractors for the reconstruction and repair of the porch on the Bowmanville Museum property. The proposal be called on the basis of the specifications prepared by O. A. G. Mills, Architect, for the Bowmanville Museum Board. Council authorize the Chief Administrative Officer to obtain if necessary, an insurance policy on the building and new structure during the course of construction (the costs of same to be borne by the Museum Board). All expenses for this undertaking be drawn from the Capital Grant to the Museum Board in 1981, Account No. 7626-804-000. Proposa 1 1 ) Call 2) Reconstruction and Repair of Porch Bowmanvill e 3) Museum Bui 1 di ng Equipment Maintenance Contract Parking Report October 1981 5) "CARRIED" Resolution #GPA-130-8l Moved by Councillor Hubbard, seconded by Councillor Hamre THAT the recommendation in Report Admin 40-81 be endorsed and 1) The Report be received. 2) Council adopt a by-law authorizing the execution of an Agreement with Harvey Partner Ltd., for the undertaking of building equipment maintenance services in selected municipal buildings for the period December 1 1981 to November 30 1982 at a total amount not to exceed $4,774.00. "CARRIED" Resolution #GPA-13l-8l Moved by Councillor Taylor, seconded by Councillor Hubbard THAT the Parking report for the month of October 1981 CD-8-8l, be received for information. "CARRI ED" . . . General Purpose and Adminsitration Committee Tuition Fees and Associated Costs Transfer of Budget Funds Adult Crossing Guard Ontario Street Crossing - 7 - November 23 1981 Resolution #GPA-132-8l Moved by Councillor Prout, seconded by Councillor Hubbard THAT the recommendation in Report CO-9.81 be endorsed and 1) 2) 3) The report be received. Mrs. Gray be reimbursed by the Town of Newcastle for her tuition fees and associated costs in the amount of $1,045.00 The expenditure be charged to the Clerk's budget account number 7005-001-000. "CARRI ED" Resolution #GPA-133-81 Moved by Councillor Cowman, seconded by Councillor Hamre THAT Report CD-9-81 be tabled until a policy has been addressed. "LOST" Resolution #GPA-134-81 Moved by Councillor Hubbard, seconded by Councillor Prout THAT the transfer of funds from Account 7006-001-000 to Account 7005-001-000 in the amount of $1,045. be approved. "CARRIED" Resolution #GPA-135-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the recommendation in Report CD-11-81 be endorsed and 1) 2) 3) The report be received. The request for the placement of an Adult Crossing Guard at the Ontario Street School be approved. The Clerk's Department be authorized to hire gn additional crossing guard for the Ontario Street School Crossing, forthwi th. "CARRIED" . . . General Purpose and Administration Committee Policy re De 1 ega ti ons addressing Council and Committee - 8 - November 23 1981 Resolution #GPA-136-81 Moved by Councillor Taylor, seconded by Councillor Hamre THAT the recommendation in Report CD-12-81 be endorsed and 1) The report be received. 2) Council establish a policy with respect to the granting of appointments to delegations wishing to address Council, or a Committee of Council; 3) The resolution attached to Report CD-12-81 be adopted as Council's Policy respecting delegations. "CARRIED" The Resolution reads as follows: WHEREAS Council deems it appropriate to provide a vehicle to all persons through which they may express their views on matters affecting the community; AND WHEREAS Council deems it expedient to establish a policy with respect to the appearance of delegations before Council or a Committee of Council which reinforces and supports this democratic process; NOW THEREFORE be it resolved, that all persons wishing to address Council, or a Committee of Council, for any legitimate purpose, make such appointments in the manner prescribed herein; 1. That all requests be in writing; 2. That all requests shall identify the subject to be addressed by the delegation; 3. That all requests shall be received by the Clerk's Department not later than the Wednesday of the week preceeding the meeting of Councilor Committee of Council the delegation wishes to address. 4. That all requests received after the day prescribed (3 above) shall be referred to the next regularly scheduled meeting of Councilor Committee of Council, as the case may be. Resolution #GPA-137-8l Moved by Councillor Woodyard, seconded by Councillor Taylor THAT there be a 10 minute recess. "LOST" . . . General Purpose and Administration Committee By- 1 aw Enforcement Officer Ki rkl and Oshawa By- 1 aw 79-81 Confl i ct of Interest - 9 - November 23 1981 Mayor Rickard left the meetin9 at this point and Vice-Chairman Hubbard took over the meeting. Resolution #GPA-138-81 Moved by Councillor Cowman, seconded by Councillor Taylor THAT the recommendation in Report CD-13-81 be endorsed and 1) The report be received. 2) The attached by-laws re-establishing theposition of By-law Enforcement Officer and appointing Mr. John R. Kirkland as By-law Enforcement Officer for the Town of Newcastle be adopted. "CARRI ED AS AMENDED" Resolution #GPA-139-81 Moved by Councillor Hamre, seconded by Councillor Cowman THAT the previous report be amended by adding "forthwith". "CARRI ED" Mayor Rickard returned to the meeting. Resolution #GPA-140-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT Items IV-3 and IV-4 be deferred pending the arrival of the Department Heads involved. "CARRIED" Resolution #GPA-141-81 Moved by Councillor Hamre, seconded by Councillor Taylor THAT the recommendation in Report PD-185-81 be endorsed and By-law 79-81 of the City of Oshawa be received and filed. "CARRIED" Councillor Hubbard declared a Conflict of Interestin the following matter and refrained from discussion and voting. . . . General Purpose and Administration Committee - 10 - November 23 1981 Registration of Group Homes under Municipal Act Extension of Draft Approval of Subdivision 18T - 24002 (Oakland Developments) D.R.Agencies (Oshawa) Ltd. Agreement Resolution #GPA-142-81 Moved by Councillor Taylor, seconded by Councillor Hamre THAT the recommendation in Report WD-186-81 be endorsed and 1) The report be received by Committee 2) The draft by-law prepared pursuant to Section 236 of the Municipal Act. R.S.O. 1980 be forwarded to Council for approval. "CARRIED" Resolution #GPA-143-81 Moved by Councillor Prout, seconded by Councillor Hubbard THAT the recommendation in Report PD-187-81 be endorsed and; 1) Report be received. 2) Council adopt the following resolution: "THAT the Council of the Town of Newcas tl e hereby requests the Minister of Municipal Affairs and Housing to extend the Draft Approval of Subdivision 18T-24002 for a further 12 month period from January 25th 1982 to January 25th 1983". "CARRI ED" Resolution #GPA-144-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the recommendation in Report PD-188-81 be endorsed and 1) The report be received. 2) The attached by-law authorizing the execution of an Agreement between the Town of Newcastle and D.R.Agencies (Oshawa) Ltd. be approved. 3) The Mayor and Clerk be authorized to execute the attached Agreement between the Town and D.R.Agencies(Oshawa) Ltd. on behalf of the municipality. "CARRIED" . . . General Purpose and Administration Committee Director of Communi ty Services. Fi re Chi ef H ayma n Fire Report October 1981 Tender Spec. 81-10 Winter Wal kway & Sidewalk Maintenance - 11 - November 23 1981 Mayor Rickard left the meeting and Vice-Chairman Hubbard took over the meeting. The Director of Community Services attended at this point to answer questions relative to his Department. Fire Chief J. Hayman attended the meeting for the discussion of hi s report, Resolution #GPA-145-81 Moved by Councillor Cowman, seconded by Councillor Taylor THAT report FD-3-81, Monthly Fire Report be received for information, "CARR I ED" Resolution #GPA-146-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the Tender for Specification 81-10, be opened. "CARRIED" The Tender for 1981-1982 Winter Maintenance of Sidewalks and Walkways in the Town of Newcastle was as follows: D & F Snow Removal, 86 Prospect Street Bowmanville, at an average rate of $13.50 per hour, paid on the basis of the average and hours worked. Resolution #GPA-147-81 Moved by Councillor Prout, seconded by Councillor Cowman THAT the recommendation in Report WD-127-81 be adopted and 1) The report be received. 2) The Committee recommend to Council that the contract in respect of the Winter Maintenance of Sidewalks and Walkways within the Town of Newcastle be awarded subject to meeting all the terms and conditions required by Specification 81-10. "CARRIED" Mayor Rickard returned to the meeting, . . . General Purpose and Administration Committee - 12 - November 23 1981 Po 1 i cy for allowance for Travel and Other Expenses for Elected Officials Attendance a t Council and Committee meetings. Resolution #GPA-148-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the meeting recess until 7 p.m. "CARRIED" The meeting reconvened at 7 p.m. with all members present. Resolution #GPA-149-81 Moved by Councillor Cowman, seconded by Councillor Hamre THAT the recommendation in Report TR-70a-81 (as amended) be endorsed and: 1) The report be received 2) The policy with regard to the reimbursement of travel and other expenses be amended as set out in the attached by-laws; 3) The mileage rates for elected officials be equivalent to those rates in effect for all municipal staff at any given time. 4) By-laws 79-45 and 81-26 be repealed. "CARRIED AS AMENDED" Resolution #GPA-150-81 Moved by Councillor Hamre, seconded by Councillor Taylor THAT Item (f) be removed from the list of authorized business. (Item (f) picking up agendas where a separate journey is needed to do so). "LOST" Resolution #GPA-151-81 Moved by Councillor Taylor, seconded by Councillor Cowman THAT Item 2. in the recommendation be amended by adding that By-law 81-158, Schedule A be amended by adding a clause "1. Attendance at Council and Committee meetings" and the balance of the items be renumbered. "CARRIED" . . . General Purpose and Administration Committee - 13 - November 23 1981 Es tab 1 i. sh- ment and Function of an Audi t Committee Cash Acti vi ty Report Revision Resolution #GPA-152-81 Moved by Councillor Prout, seconded by Councillor Cowman THAT the recommendation in Report TR-91-81 be endorsed and 1) The General purpose and Administration Committee sit as an audit committee at least twice a year to discuss with the external auditors those matters which are of concern to both parties and how such concerns might be resolved. 2) The two meetings be convened, if required, as an interim review after the completion of the interim audit and as a final review after completion of the year end audit and filing of the financial statements and reports. 3) A review be undertaken in a future year to determine if external members would provide for better operation of the audit committee. "CARRIED AS AMENDED" Resolution #GPA-153-81 Moved by Councillor Cowman, seconded by Councillor Hamre THAT Item 1. be amended to read "The General Purpose and Admi ni strati on Committee s it as a committee to revi ew the audit". "CARRI ED" Resolution #GPA-154-81 Moved by Councillor Taylor, seconded by Councillor Hubbard THAT the recommendation be further amended by changing 3) "future" to"one". "CARRIED" Resolution #GPA-155-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the recommendation in Report TR-92-81 be endorsed and the attached format for monthly reporting of the cash transactions of the Town of Newcastle be adopted. "CARRI ED" . . . General Purpose and Administration Committee Activity Report Cash Management October /81 - 14 - November 23 1981 Resolution #GPA-156-81 Moved by Councillor Hamre, seconded by Councillor Cowman THAT Report TR-93-81, Cash Management - Activity Report- October 1981 be received for information. "CARRIED" Conflict Councillor Taylor declared a Conflict of Interest in the of Interest previous report and refrained from discussion and voting. Funding Public Works Eq ui pment Acquisitions 1981 1981 Surplus & General Municipal Mi 11 Rate Calculations Resolution #GPA-157-81 Moved by Councillor Taylor, seconded by Councillor Prout THAT the recommendation in report TR-94-81 be endorsed and 1) The report be received. 2) The following resolution be approved: "THAT the following capital acquisitions for the Public Works Department be approved: (a) Air Compressor (b) Hoist (c) Chain Saw (d) Trolley (e) 2 Trucks (f) Half Ton Truck (h) Hopper Sander $3,430.40 $2,783.70 321.70 689.76 $86,102.90 $6,000.00 $6,670.00 and that the purchase of said equipment be funded through Reserve - Public Works Equipment." "CARRI ED" Resolution #GPA-158-81 Moved by Councillor Taylor, seconded by Councillor Hamre THAT the recommendation in Report TR-95-81 relative to 1981 Surplus and General Municipal Mill Rate Calculations, be received for information and discussion. "CARRI ED" . . . General Purpose and Administration Committee - 15 - November 23 1981 Orono Arena Financin9 Conventi on Expense Allowance Policy Groff Land Clean-up Orono Resolution #GPA-159-81 Moved by Councillor Taylor, seconded by Councillor Hamre THAT Report TR-96-Sl be received and the recommendation in Report TR-86-81 (attached) be endorsed as follows: 1. That the Treasurer be authorized to charge the Park Reserve Fund with $12,536.00 which is the balance of the Town's commitment to the Orono Arena Capi ta 1 Proj ect" . "CARRIED" Resolution #GPA-160-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the recommendation in Report TR-69(a)-8l (as amended) be endorsed and: 1) The report be received. 2) The policy related to expense allowances for Members of Council and Administrative Staff when attending conferences and Municipal Business away from the Municipality be amended, effective the date of the passing of the by-law, to provide reimbursement of reasonable out of pocket expenses. These expenses should be supported by receipts in order to be reimbursed and a limit set during the annual budget process. "CARRIED" Resolution #GPA-16l-81 Moved by Councillor Hamre, seconded by Councillor Taylor THAT Mr. Groff's delegation be acknowledged and the matter of the clean-up of land in Orono be referred to the Chief Administrative Officer for a report back to the next committee meeting. "CARRIED" . . . General Purpose and Administration Committee - 16 - Other Business November 23 1981 Resolution #GPA-162-81 Moved by Councillor Prout, seconded by Councillor Taylor Rd. THAT, as recommended in the memorandum from Mayor Rickard, Allowance dated November 23 1981 a meeting be arranged by staff and between Mr. & Mrs. Siegel, to take place in the near future and the Lots 19 & 20 Mayor be in attendance at such meeting together with any Cone. 3 and 4 other member of Council who may be interested in Mr. & (Siegel) Mrs. Siegel's proposal relative to road improvement, Allowance between Lots 19 and 20, Concessions 3 and 4, former Township of Darlington, north of Maple Grove. Payro 11 Clerk Bulk Purchasing Public Works Supplies. "CARRIED" Resolution #GPA-163-81 Moved by Councillor Hamre, seconded by Councillor Prout THAT the Treasurer's memorandum relative to the hirinq of Mrs. Gail Chisholmas Payroll Clerk in the Treasury- Department, be received for information. "CARRIED" Resolution #GPA-164-8l Moved by Councillor Hamre, seconded by Councillor Prout THAT WHEREAS a considerable savings may be realized through co-operative bulk purchasing with the Region of Durham for certain Public Works supplies; and WHEREAS Staff are presently preparing Department budgets for 1982; THEREFORE BE IT RESOLVED that Staff investigate and report to Committee for 1982 budget discussions, the Town of Newcastle entering into bulk purchasing for certain items with the Region of Durham. "CARRIED" Resolution #GPA-165-8l Moved by Councillor Prout, seconded by Councillor Taylor THAT the meeting adjourn at 10:15 p.m. "CARRIED"