HomeMy WebLinkAboutTM-16-80 Report #9
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His Worship the Mayor and Members of Council
FROM: A. Guiler, Town Manager
K. DeGroot, Treasurer
DATE: May 26, 1980
SUBJECT: Municipal Planning Consultants (Letter dated May 14, 1980)
regarding their account dated June 8, 1979, in the amount
of $8,049.78.
RECOMMENDATION: That we respectfully recommend to Council that the
Municipal Planning Consultant Invoice of $8,049.78 not
be paid until they can provide copies of written
authorization to carry out the work described in their
statement of account.
Background
In June of 1977 the Council accepted the estimate of
Municipal Planning Consultants in the amount of $23,500.00 to complete a
draft Zoning By-law for the Town of Newcastle. The terms of reference for
this assignment were set out in a letter from Municipal Planning Consultants
dated June 15, 1977. (See Schedule "A") .
The assignment was carried out by Municipal Planning Con-
sultants and an account rendered on April 28, 1978, in the amount of
$23,472.38.
On May 29, 1978, the account was presented to Planning and
Development Committee and was dealt with by Resolution # PD-269-78:
"That the letter from Municipal Planning Consultants
re Zoning By-Law, Town of Newcastle, dated April 28,
1978, be referred to the Finance Committee and the
Town Manager attach a report".
The Resolution PD-269-78 and Report # TM-46-78 (Schedule "B")
was submitted to the Finance and Administration Committee and approved by
Resolution # FA-468-78 and subsequently approved for payment by Council.
On January 5, 1978, the Planning Administration Committee
was involved in completing this project and by Resolution # PA-5-78
recommended that the Town Manager take up contact with Municipal Planning
Consultants.
A meeting was held with the Consultants on February 13,
1978, at which time the problems with revisions to maps and text were dis-
cussed and a recommendation was made to Council by the Planning Director,
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Mr. L. Milne, that a series of meetings be held with Staff and Council
to review the draft zoning by-law and the result of this review be for-
warded to the Consultant who would then prepare the necessary changes.
These meetings were started on February 23, 1978, and due to the lack of
participation it was decided by Council to terminate further meetings
until the District Plan Process was completed.
On June 12, 1979, Mr. DeGroot received an invoice for work
that Municipal Planning Consultants say they carried out during the period
October 11, 1977, to April 12, 1978, under the direction of George Howden.
It is very difficult to confirm that Mr. Howden gave any verbal instructions
and from our search of the files we have found no written instructions to
carry out the work as set out in Invoice No. 79204.
I would also draw to your attention that in the information
submitted to you by Mr. Little on May 14, 1980, on the page headed:
Memorandum of Authorization For
Additional Work for Which Our
Invoice No. 79204 was Rendered
that the first three items were included in the original statement dated
April 28, 1978. (Schedule "C") .
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