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HomeMy WebLinkAbout01/13/1969MEETING of the COMMITTEE OF ADJUSTMENT for the-, T®Y PSHIP OF C7.ARKE Monday, January 13, 1969, at 8:00 p.m. Council Chamber, Orono. Present: E.R. Lovekin, Chairman, K. Schoenmaker, Member, E.F.R. Osborne, Member, Mrs. Ellen M. Yeo, Secretary -Treasurer, As Observers, the following persons attended: Messrs. Lloyd Atcheson and Jack McDonald, representing Jack Ricard, Realtor, 99 King St. E., Bowmanville, Ontario. Mr.K.Schoenmaker, Senior Member, assumed the chair, awaiting Mr. Lovekin. The.minutes of meeting November 25, 1968, Decisions handed down on December 4, 1968 and Executive Meeting of January 2, 1969 were approved as read on motion by E.F.R. Osborne and seconded by K. Schoenmaker. Carried. The Secretary -Treasurer presented the following material to the meeting: (1) Correspondence dated January 10, 1969 from Acting Clerk H. DeWith with By -Law 1618 attached. The Committee duly noted the contents and returned same to the Secretary for filing. Application File No. 86-67 This application was granted on the Committee requested an Affidavit was for recreational purposes only. W. Kay Lycett B.A., Agent, Barrister & Solicitor, Orono, Ontario, Fred Berry, Owner, R.R. #1, Ida, Ontario, for part of Lot 33, Con. Vll, Township of Clarke, Submission No. "B" 86-67-78 December 18, 1967 at which time stating that this severance W. Kay Lycett B.A., agent for the Applicant appearedin support of this application. No other person appeared in support of, or in opposition to this application. The Secretary -Treasurer presented the following material to the meeting: (1) Correspondence from W. Kay Lycett B.A., Barrister & Solicitor, Orono, Ontario, dated'December 23, 1968 with a Sworn Affidavit attached, signed by William Vance Allen, President of Orono Fish and Hunt Club verifying that the purchase by the said Orono Fish and Hunt Club now being concluded is the purchase by the said club of certain lands for recreational purposes only and for no other purposes. The Committee noted the facts sworn in the Affidavit and were �f the opinion that this file is now finalized and the facts were 10-0 my recorded for purposes of the clarification of the records. 29' CLASSIFIED "M" Page 2 Meeting of Committee of Adjustment January 13, 1969:. Application File No. 131-68 0 W. Kay Lycett B.A., Agent, Barrister & Solicitor, Orono, Ontario, Marjorie Helene Westheuser,Owner,; R.R. #1, Newtonville, Ontario, for part of Lot 4, Con 1V, Township of Clarke, Submission No. "B" 131-68-1' As business arising from minutes of past meetings this application was presented for further consideration. W. Kay Lycett B.A.T Barrister & Solicitor, Orono, Ontario, agent for the applicant appeared in support of this application. No other person appeared in support of, or in opposition to this application. The Secretary -Treasurer presented the following material to the meeting:. (1) Correspondence from W. Kay Lycett B.A. Barrister & Solicitor, Orono, Ontario, dated January 7, 1969. The Committee duly noted the contents thereof;, (2) A Plan of Survey, prepared by M.D. Brown, Ontario Land Surveyor, Bowmanville, Ontario, dated December 27, 1968, #68111. The Committee:. (1) Perused the survey submitted by W. Kay Lycett B.A., (2) Referred to the minutes of meetings July 8, 1968 and August 12, 1968; and after due consideration were satisfied that the applicant had complied with the conditions imposed as evidenced in former minutes. Application granted on motion by E.F.R. Osborne, seconded by K. Schoenmaker. Carried. CLASSIFICATION "E" Application File No. 148-68 Colin C. Warminger Owners Patricia Warminger, 822 Glen St., Oshawa, Ontario, Kurt Kern, Agent, 73 Centre St., Oshawa, Ontario, for part of Lot 31, Con Vil, Township of Clarke, Submission "A" 148-68-2 "B" 148-68-140 As business arising from minutes of the past meetings, this application was presented for further consideration. Mr. Colin C. Warminger accompanied by his agent Mr. Kurt Kern appeared in support of this application. No other person appeared in support of, or in opposition to this application. The Secretary stated the Department of Municipal Affairs, r requested by telephone, that Schedule "A" for a minor variance be submitted to replace "Schedule "B" presented by the applicant. This is required for their records on minor variances. The Secretary -Treasurer presented the following material to the meetingz (1) A Plan of Survey prepared by Donevan and Fleischmann, Land Surveying and Engineering, 11 Ontario Street, Oshawa, Ontario, dated December 14, 1968, Job 17496; Page 3 Meeting of Committee of Adjustment Januar-_y 13, 1969:. The Committee:.. (1) Perused the survey submitted; (2) Referred to the minutes of meetings October 28, 1968; November 25, 1968; December 4, 1968; The Secretary stated that the Department of Municipal Affairs requested that Schedule "A" for a minor variance be submitted to replace "Schedule "B" presented by the applicant. The Agent, Mr. Kurt Kern was given all his papers and requested to consult his Solicitor as to the proper form of the applications and to re -submit the applications to the hearing on Tuesday, January 21, 1969. This application was, therefore, adjourned until the required material is submitted to ,the Committee for their further consideration . CLASSIFICATION "P" Application File No. 152-68 W. Kay Lycett B.A., Agent, Barrister & Solicitor, Orono, Ontario, Audrey Milligan, Owners, Amy Sophia Milligan, Jean Lorraine Hall, Uewtonville, Ontario, for part of Lot 7, Con. 11, Township of Clarke, Submission No. "B" 152-68-137 As business arising from minutes of past meetings the following application was presented for further consideration. W. Kay Lycett B.A., Barrister & Solicitor, Orono, Ontario, agent for the applicant appeared in support of this application. No other person appeared in support of or in opposition to this application. The Secretary -Treasurer presented the following material to the meeting: (1) Correspondence from W. Kay Lycett B.A., Barrister & Solicitor, Orono, Ontario, dated January 7, 1969 wherein Mr. Lycett referred to the fact that he had indicated in previous correspondence that if this application had merit his intention was to enlarge the application on behalf of the applicant to cover two lots rather than one. (ref.correspondence October 2, 1968)71- Mr. 968); Mr. Lycett stated further that he was now prepared to enlarge this application into two applications and the area would be 15,210 square feet rather than 152000 square feet originally applied for. The Committee advised Mr. Lycett that any subsequent application should be treated"as a separate matter. The Committee:. (1) Perused the Plan of Survey submitted which had been prepared by'M.D. Brown, Ontario Land Surveyor, Bowmanville, Ontario, dated December 27, 1968 and numbered 63021A; (2) Referred to the minutes of meetings held on October 28 and November 25, 1968; their visitations to the site on November 62 and December 4, 1968; and to their decision handed down on -December 4, 1968; and requested the agent for the applicant, W. Kay Lycett B.A., Barrister & Solicitor, Orono, Ontario to amend and initial the application form to show the dimensions of the subject land to be the same as the survey submitted at this meeting. Page 4 Meeting of Committee of Adjustment January 13, 1969: The Committee noted -that this is an application in the Hamlet of Newtonville;, the specific property facing on a paved Highway No. 2; drainage is good; there are no utilities in the area and the lot is an infilling operation. Application granted on motion by E.F.R. Osborne, seconded by K. Schoenmaker. Carried. CLASSIFICATION "J" Application File No. 153-68 Strike & Strike, Agents, Barristers & Solicitors, Box 7, 38 King St. W., Bowmanville, Ontario, Stewart Adair Collins, Owner, R.R. #29 Newcastle, Ontario, for part of Lot 32, Con. 111, Township of Clarke, Submission No. "B" 153-68-133 This application was brought forward for further review. The Secretary -Treasurer reported that Mr. Collins, in answer to a query from the Department of Municipal Affairs, volunteered the information that the intended use for this application was for the erection of,a dwelling. The Secretary further stated that the Department of Municipal Affairs were notified of this fact by letter under date of November 27, 1968 and the deed in duplicate with the consent of the Committee stamped thereon forwarded to Messrs. Strike & Strike, Barristers & Solicitors, Bowrganville, Ontario. The Committee were of the opinion that this file is now finalized and the` facts we' re duly recorded for purposes of the clarification of the" records. CLASSIFICATION "N" Application File No. 155-68 Edwin Foster, Owner, R.R. #41 Port Hope, Ontario, for part of Lot 4,Con. Vll, Township of Clarke, Submission As business arising from minutes of past meetings this file was brought forward for further presentation. Mr. Edwin Foster, the applicant appeared in support of this application. No other person appeared in support of or in opposition to this application. Mr. Edwin Foster presented a photostattcopy of an Agreement re Option to Purchase ten acres, Sworn by Edwin W. Foster and Joseph Feddema dated the 28th day of October 1967. This was tendered by Mr. Foster as proof of documentary evidence pre -dating the subdivision control by-law. The Committee: (1) Noted the facts covered in the Agreement re Option to Purchase; (2) Referred to the minutes of meeting November 25, 1968 and their visitation of the property on December 4 1968; and , adjourned this application awaiting the submission of a Sworn Affidavit from Mr. Foster. (ref, minutes December 4, 1968) CLASSIFICATION i� Page 5 Meeting of Committee of Adjustment January 13, 1969: Application File No. 157-68 Richard H: Donald B.A., Agent, Barrister & Solicitor, 69 King St. E., Oshawa, Ontario, Leslie Rudkin, Owners, Dorothy May Rudkin, Byron St. S., Whitby, Ontario, for part of Lot 30, Con. V1, Township of Clarke, Submission No. As business arising from past minutes this application was presented for further consideration. As a matter of record, the Committee visited thisproperty on December 4, 1968. Mr. and Mrs. Leslie Rudkin, the applicants, appeared in support of this application. Also appearing were Mr. and Mrs. Delmar Drew, Box 26, Woodville, Ontario. No other person appeared in support of or in opposition to this application. The Secretary -Treasurer presented the following material to the meeting: (1) Correspondence from Richard H. Donald B.A., Barrister & Solicitor, 69 King Street E., Oshawa, Ontario, wherein he states " the following is the information requested from the survey:. Surveyor, M.D. Brown Dated of Survey - June 2, 1965 Job Number - 65044 The Committee duly noted the contents thereof. Mr. Rudkin, the applicant, was asked to make his submissions and stated as follows: (1) He bought the lot on the Leskard Road from one Mr. Perry approximately 4 years ago; (2) At the time of purchase this lot was considered a registered building lot having a dimension of 1001 frontage by a depth of 150' with an area of 15,000 square feet. The lot could then properly be described as a lot of record atthe time of the passing of the presently applicable by-law; (3) Upon application to Mr. Arthur Low, $onigg Administrator, for a building permit he had been advised that his lot did not conform with the requirements of By -Law 1592 with amendments thereto and this application was, therefore, launched. The Committee stated that they were of the opinion thatdfihmsg not be within their jurisdiction to grant a minor variance/and amdvinitud sih Mr. Rudkin to allow this application to stand until such time as Zon- ing ay -Law No. 1592 with amendments thereto for the Corporation of the Township of Clarke has been dealt with by the Ontario Municipal Board as the By -Law might be amended in a favorable manner to this applicant at that meeting. The Secretary was advised to notify Mr. and Mrs. Rudkin when the time for the hearing by the Ontario Municipal Board was announced and this application was adjourned sine die to await such a development With'leave'to the applicants or their agent to apply at any time to have this application brought back before this Committee at any subsequent meeting. CLASSIFICATION "P" Page 6 Meeting of Committee of Adjustment, January 13, 1969: The -Chairman, Mr. E.R. Lovekin arrived at the meeting and after apologizing for his unavoidable delay, assumed the chair and the following applications were considered. Application File No. 158-68 R.A. Wallace Esq., Agent, Barrister & Solicitor, Box 471, 112 Simcoe St. N., Oshawa, Ontario, Merrill Leonard Ross, Owner, Way Street, Brooklin, for part of Lot 15, Con. Vil, Township of Clarke, Submission No. "B" 158-68-140 As business arising from minutes of past meetings, this application was presented for further consideration. Mr. R.A. Wallace, Barrister & Solicitor of Oshawa, Ontario, on behalf of the applicant appeared in support of this application..No other person appeared in support,of, or in opposition to this application. Mr. Wallace presented the following material to the meeting (ref. minutes December 4, 1968): (1) A Sworn Affi0 avit by Merrill Leonard Ross, dated 13th January,1969 with the following Exhibits attached: "A" a true copy of entries appearing in the said minute book under the dates.as indicated: "B" true copy of Deed #852 from Thomas Cecil Glass to Edward Ross Woodyard; "C" true copy of deed dated August 27, 1968 from said Robert Leslie and Mary Leslie registered #N38137; "D" true copy of deed dated July 28, 1968 registered July 30, 1958 #6709 from Glass to Martens;; "E".true copy of deed dated April 152 1962 registered #N16425 from Glass to Skerratt;; c "F" further Plan of Survey by Donevan & Fleischmann dated January 12, 1968 Job #16227;. "G" photostat copy of legal description by Donevan & Fleischmann, dated January 7, 1969, Job #17529; (2) A Sworn Affidavit by Charles Stapleton,.dated January 97 1969;; c (3) A Sworn Affidavit by John G. White, dated January 6, 1969;, Mr. Wallace requested the Committee's permission to be allowed to amend the application to read as per survey submitted being Job No. 162279 dated January 12, 1968, prepared by Donevan & Fleischmann, Permission was granted. e Page 7 Meeting of Committee of Adjustment, January.13, 1969: The Committee considered this application at length and on the basis of the sworn material supplied by Mr. R. Wallace, Solicitor for the applicant, reached the conclusion that the application turned on a narrow point of law which is set out in Section 415 of The Municipal Act RSO 1960, the relevant section of which reads as follows:. "415 except insofar astheyhave been stopped up C according to law .... all roads on which public money has been expended for opening them or on which statute labour has been usually performed." The application, therefore, is really a request that the Committee recognize a division of land already created by a Public Statute. The Committee on perusal and consideration of all the evidence presented orally and filed reached the following conclusions:.. (a) The evidence establishes that Clarke Township Council expended public funds on the road which severs the land of the applicant. Another road giving access was physically closed for lack of bridge repairs. (b) There is no evidence that this road was ever "closed"; and quite to the contrary it is in regular use; (c) The conclusion is that this road is still "open" although as a dead end road the use factor,is not high.. (d) The applicant's lands being separated by a public road are in effect already severed. (e) The application for a formal consent, in effect, is required to clarify title and to answer requisitions on title. Application granted on motion by K. Schoenmaker, seconded by E.F.R. Osborne on the understanding that the lands as described in the revised description and survey dated January 7, 1969, Job No. 17529 is the beverance approved. Carried. CLASSIFICATION "N" Application File No. 159-68 Hessel Tot Owners, Margaret Tot, 317 Anderson Avenue, Oshawa, Ontario, for part of Lot 30, Con. vi, Township of Clarke, Submission No. 159-68 Application was made for exemption or partial exemption from provisions of the Zoning By -Law No. 1592 and amendments thereto, so as to permit a minor variance of a parcel, of land of approximately 100' frontage, 436' depth, area 1 acre, for a residential lot in Zone "A", Township of Clarke. Mr. and Mrs. Hessel Tot the applicants appeared personally in support of this application. No other person appeared in support of or in opposition to this application. Mr. Tot the applicant was asked to make his submissions and stated asfollows: (1) This lot and has and is 1 was purchased prior to the by-law change frontage of 100' and a depth of 436' acre of land; Page 8 Meeting of Committee of Adjustment January 13, 1969:. , (2) He had applied for a building permit - and was informed that the frontage did not conform with by-law 1592. The present requirement is 150' frontage.. The Committee noted that the area of this lot was approximately 1 acre in area and were of the opinion that this application should receive further consideration. This application was adjourned -to enable the Committee to visit the site and the Secretary was requested to notify Mr. and Mrs. Tot when the time for the hearing of the Ontario Municipal Board was announced. CLASSIFICATION "P" Application File 160-68 W. Kay Lycett B.A., Agent, Barrister & Solicitor, Orono, Ontario, Bertha Violet Little, Owners, Clifford Ralph Westgate, R.R. #2, Orono, Ontario, for part of Lot 32, Con. Vll, Township of Clarke, Submission No."B" 160-68-141. Application was made for exemption or partial exemption from provisions of Subdivision Control By -Law No. 1494 so as to permit the separation of a parcel of land approximately 6961x31267' being approximately 50 acres in area from the applicants' land. The Secretary reported that 19 notices of the said hearing had been mailed in accordance with Item 4 of The Rules of Procedure. Mr. Clifford Ralph Westgate, accompanied by his agent W. Kay Lycett B.A., Barrister & Solicitor, of Orono, Ontario appeared in support of this application. No other person appeared in'support of, or in opposition to this application. The Chairman stated that a Mrs. Bertha Little and Mr. Westgate had asked him to explain the legal problem to them before they launched this application. The Chairman stated that he had referred,Mrs. Little to her solicitor Mr. Ronald L. Swartz of Oshawa who acted for her at the time they acquired the land. No charge was made by the Chairman for this service and information, and in the circumstances he saw no need to withdraw, but wished the fact to appear on the records. The Secretary -Treasurer presented the following material to the meeting:. (1) Correspondence from W. Kay Lycett B.A., Barrister & Solicitor, Orono, Ontario dated December 4, 1968;; The Committee duly noted the contents thereof;. Mr. W. Kay Lycett made the following submissions: (1) Mrs. Bertha V. Little and Clifford R. Westgate _ are presently the owners of 50 acres of land more or less, composed of part of Lot 32, Concession 7, in the Township of Clarke. (2) Mrs. Bertha Little is also the owner of a 4 acre parcel lying adjacent to the subject lands at the south east corner of the said lands which she purchased in her own name and in which Mr. Westgate has no interest whatsoever. r (7 Page 9 Meeting of Committee of Adjustment January 13, 1969:. (3) Mr. Westgate how wishes to purchase and receive a conveyance for Mrs. Little's interest in the subject lands and by reason of the aforementioned circumstances, consent to such a conveyance by the Committee of Adjustment is necessary. Mr. W. Kay Lycett, as agent, submitted a Plan of Survey prepared by M.D. Brown, Engineer & Surveyor, Bowmanville, Ontario, dated January 9, 1969 and numbered 69003. The Committee perused the survey, considered the facts presented by Mr. Lycett and requested Mr. Lycett, as a Solicitor, to indicate to the Committee that there was a separate root of title and that the lands were held for a number of years under one separate title before purchased by Mrs. Little. This application was adjourned until the requested material is presented to the Committee for their further consideration. CLASSIFICATION "Q" Application File No. 161-68 W. Kay,Lycett B.A., Agent, Barrister & Solicitor, Orono, Ontario, Floyd Arthur Nicholson, Owners, Mable Pearl Nicholson, Orono, Ontario, for part of Lots 8 & 99 West Range, Block "G" Police Village of Orono, Ontario, Township of Clarke, Submission No. 'A" 161-6f-'3 Application was made for exemption from provisions of the Zoning by-law No. 1592 and amendments thereto, so as to permit a minor variance of a parcel of land 88.36' x 126' having an area of 5566.68 square feet, more or less, in a "R1" zone, Township of Clarke. The Secretary reported that 18 notices of the said hearing had been mailed in accordance with Item 4 of The Rules of Procedure. W. Kay Lycett B.A., Barrister & Solicitor of Orono, Ontario, agent for the applicants appeared in support of this application. Mr. John Moffat, an abutting owner also appeared. No other person appearedin support of or in opposition to this application. The Secretary -Treasurer presented the following material to the meeting. (1) Correspondence from W. Kay Lycett B.A., Barrister & Solicitor, Orono, Ontario, dated December 10, 1968. The Committee duly noted the contents thereof; (2) Correspondence from Mr. James Major,Orono Ontario, an abutting owner wherein he stated his objection to the proposed application was due to the fact the subject land was undersized by 1934 square feet and the zoning by-law #1592 with amendments thereto requires a minimum of 7500 square Leet. The Committee duly noted the contents thereof. (3) A photostat copy of a sketch of the property showing the relevant dimensions and location of the said lands. Mr. W. Kay Lycett made the following submissions:. (1) This application is for a minor variance in connection with certain property owndd by the applicants composed -of parts of lots 8 and 99 Block "G", Orono, allowing the issuance of a building.,permit for this property under clause 4.7 of the zoning by-law 1592 Page 10 Meeting of Committee:of Adjustment January 13, 1969. in a situation where the subject lands contain less than the required area for such use in a "R1" zone, even though the frontage of the property exceeds that which is required by the said by-law. The Committee listened to Mr. Lycett's oral presentation and the Chairman E.R. Lovekin indicated the following factors: (1) It was difficult to see how a house could be placed on the land and meet all the requirements of the by-law as:to side yards and it might be necessary to call for a plot plan of the proposed house on the lot after the property has been visited by the Committee. (2) The minimum size of the lot could easily create a health hazard and it was noted that there was no approval of the lot by the Northumberland & Durham Heglth Unit. The general area requires storm drains and evidence should be given that adequate drainage is available for any proposed building. The Cpmmittee were of the opinion that it is highly advisable that adjacent lands be acquired to bring this lot up to full size or nearly full size and as the possibility existed that additional land might be available the matter was adjourned in order to permit Counsel for the applicant to consider these observations and to advise the Committee when he wishes to proceed with this application. The Committee to view the property to familiarize themselves with the topography. CLASSIFICATION "P" Applications File No. 162-68 163-68 Wray,Russell,Rogers, Agent, Smith, Sands, Thomson & Dick, Barristers & Solicitors, 663 Greenwood Ave., Toronto 62 Ontario, James Robertson, Executor of the Estate of Emerson Jolly, 725 Brien St., Chomedey, Laval, Quebec, for part of Lot 10, Con 1, Township of'Clarke, Submission No.`s' `5 ib b..&F- iy3 Applications were made for exemptions or partial exemptions from provisions of Subdivision Control By -Law No. 1494 so as to permit the separation of parcels of land as follows:: 51.12'x43.71' x166.84' approximately 7280 square feet; and 51.96'x44.131xl66.78' approximately.6798 square feet in areas from the applicants' land. The Secretary reported that 44 notices of the said hearing had been mailed in accordance with Item 4 of The Rules of Procedure. Mrs. May Acheson, 1411 Old Forest Rd. Pickering Ontario, daughter of Emerson Jolly, deceased, appeared in support of this application. Also appearing was an abutting owner, Mr. Mario Veltri, 217 Farewell St. Oshawa, Ont-rio. No other person appeared in support of or in opposition to this application. k The Secretary -Treasurer presented the following material to the meetingL (1) Correspondence from Wray, Russell, Rogers, Smith, Sands, Thomson & Dick, Barristers & Solicitors, 663 Greenwood Avenue at Danforthy Toronto, Ontario, setting forth the facts as follows: "we act for Page 11 Meeting of Committee of Adjustment January 13, 1969:: the Executor of the Emerson Jolly Estate" "These dwellings have been on one parcel of land and the deceased by virtue of his last Will and Testament dev}sed in separate parcels these two dwellings. The Executor has obtained new surveyor's descriptions in order to be in a position to convey the respective parcels of land to the beneficiaries under the Will." 42) A Plan of Survey prepared by M.D. Brown, Ontario Land Surveyor, Bowmanville, Ontario, dated November 4, 1968 and numbered 68098 with Surveyor's legal description attached. Mrs. May, Acheson made the following submissionst (1) Her father, Emerson Jolly had purchased the subject land over 22 years ago. (2) This application was made by the Executor of the estate Mr. James Robertson, 725 Brien St., Chomedey, Laval Quebec. Mr. Robertson was unable to attend the meeting. The Committee were satisfied as to the bona fides of the application and were also convinced, after perusal of the Plan of Survey, that the land had been divided in as suitable a way as possible by Mr. M.D. Brown, OLS. The matter was adjourned in order to permit the Committee to inspect the property and Mrs. Acheson was told that additio--dl evidence and or confirmatory affidavit evidence might ha P_- quired from the Solicitors concerned. CLASSIFICATION "K" Meeting adjourned at 1:00 A.m. Secretary-Treasu r MEETING of the COMMITTEE OF ADJUSTMENT for the TOWNSHIP OF CLARKE Tuesday January 21, 1969 at 8:00 p.m. Council Chamber, Orono. Present::.E.R. Lovekin, Chairman, K. Schoenmaker, Member, E.F.R. Osborne, Member, Mrs. Ellen M. Yeo, Secretary -Treasurer, The minutes of meeting January 13, 1969 were approved as read on motion by E.F.R. Osborne and seconded by K. Schoenmaker. Carried. The Secretary -Treasurer presented the following material to the meeting: (1) Correspondence dated -January 15, 1969 from H. DeWith,Acting Clerk,Township of Clarke with certified copy of Resolution No. 297 dated January 7, 1969, attached. The Committee noted the contents thereof and instructed the Secretary to reply with regard to the budget for 1969 as in minutes of executive meeting held on January 2, 1969.