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Business Arising

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									                                                                                     Minutes May 15, 2007




MINUTES
A meeting of the Placentia Council was held Tuesday, May 15, 2007 at the Town Hall
with the following in attendance:

Mayor: William Hogan                    Councillors: Rick Bishop
Deputy Mayor: Dan Greene                             Kevin Power
                                                     Bill Woodman
Town Manager: Ed O’Keefe
Town Clerk: Frank Smith
Works Services Foreman: Austin Pomeroy
Executive Assistant: Rhonda Power
Administrative Assistant: Debra Gear                    Observers: 6

Absent: Councillor Dale Loder, Councillor Noella Collins and Heritage & Tourism Officer Margie Hatfield



Police Week Proclamation
Sergeant Sandy Fergus of the Royal Canadian Mounted Police attended the meeting for
a proclamation marking May 13 – 19th, 2007 as Police Week in the Town of Placentia.
Mayor Hogan reaffirmed Council’s commitment to the police service in the community.
Mayor Hogan also advised that Staff Sergeant Cahill would be joining the detachment in
the coming weeks.

Approval of Minutes
The following corrections were made to the minutes:

Page 2          Change “Later” to “Latter”
Page 3          Change “per household” to “per capita”
Page 8          Add “…only a few vandals, not all kids.”
Page 14         Change “Harbour Grace” to “Corner Brook”
Page 14         Change “tug” to “ocean going tug”

07-050          It was moved by Councillor Bishop and seconded by Deputy Mayor Greene
                to approve the minutes of April 17, 2007 as corrected. (CARRIED)

Business Arising
The Town Manager provided Council with the following update:

    G Shaw’s Lane – The Executive Committee met with land owners to explore
      development.
    G Unsightly Property Dunville – A notice was issued, owner is out of province.
      Deputy Mayor Greene requested a list of unsightly properties in the Town.




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                                                                       Minutes May 15, 2007



   G Mark Reiding re Car Wash – Management is satisfied Central Auto Sales does not
     require a separate permit to operate a car wash.
   G Franco Festival – The Festival Coordinators will be visiting Laval later in the week.
   G Boat near P4 – The boat will be removed by the Town later in the week.
   G TCH Sign – Signs will be removed and installed locally.
   G Volunteer Week – An event will be scheduled for next month.
   G Blockhouse Road – Safety was discussed with the Contractor and Engineer.
   G Bus Stop – The shelter was relocated in Jerseyside
   G Claims re Tire Damage – The Town Clerk responded to claims
   G Ball Field Lighting – The Recreation Commission were updated on the project
   G Flooding Adrian Healey – Town Staff are monitoring property
   G Heritage Designation – Draft guidelines were circulated to Heritage Advisory
     Committee for commentary
   G Joe King re Land Sales – Money for sale of two lots is forthcoming
   G Land Tender – Deed of conveyance is being drafted to transfer land in Freshwater
     to Power’s Ambulance
   G P4 Windows - Windows are installed
   G Tourist Chalet and land – Land survey completed
   G Waste Management – Council requested that a new tender be advertised to cover
     maintenance until the end of 2008.

Executive Committee Report

Strategic Plan
Mayor Hogan reported the Committee discussed the final draft of Town Strategic Plan.
Mayor Hogan advised there was a consensus that the plan covered all pertinent
information regarding the Town and our future direction. The document will serve as a
pubic information document on the Town’s planning and direction. It shows that the Town
does have a vision and a planned direction.

Office Clerk Position
The Executive Committee confirmed the hiring committee’s recommendation on hiring
Geraldine Fulford as the part time office clerk.

07-051       It was moved by Deputy Mayor Greene and seconded by Councillor
             Woodman approve the hiring committee’s recommendation on hiring
             Geraldine Fulford as the part time office clerk. (CARRIED)

Absenteeism
Mayor Hogan advised the Town Manager will be seeking legal advice on chronic
absenteeism.

Office Ergonomic
As there have been some concerns with employees on ergonomics at their work station
the Town Manager will investigate getting an ergonomic audit done.



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                                                                       Minutes May 15, 2007



Signing Authority
The Executive Committee is recommending adding Debra Healey’s name as a staff
signing authority only in the absence of the Town Clerk.

07-052       It was moved by Deputy Mayor Greene and seconded by Councillor Power
             to add Debra Healey’s name as a staff signing authority in the absence of
             the Town Clerk. (CARRIED)

Heritage and Tourism Director Position
The Executive Committee discussed the position of Heritage & Tourism Director. There
are some concerns with this position and status on the employee. Suggestion was made
that a letter be written asking the employee for clarification on medical condition. The
Executive Committee is suggesting the Town Manager do a structure review in the near
future.

Shaw’s Lane
Mayor Hogan noted there have been a number of land owners in Shaw’s Lane inquiring
about building residential houses. Mayor Hogan reported he visited the area with the
Town Engineer and asked him for some cost estimates: 1. put a road through to the
water 2. extend Morrissey’s Lane 3. put road through, extend Morrissey’s Lane and
connect both roads.

Deputy Mayor Greene advised that the Town should only be concerned with providing a
right of way. Mayor Hogan advised Newlab Engineering’s information can be passed on
to the owners.

New School
Mayor Hogan reported a site selection decision will be made by June however it looked
like the current site will be the preferred location. Mayor Hogan reported the new school
and expansion to St. Anne’s would be completed in 2009.

New Business

Summer Student Employment
Mayor Hogan advised the Town did not receive any summer students for recreation.
Mayor Hogan stated he could not express enough, his displeasure with the Federal
Government’s decision to cut funding across the nation. Mayor Hogan advised the new
program has certain criteria in place that prohibits the Town from qualifying. Mayor
Hogan remarked the local Service Canada office didn’t do the Town any justice. The
Development Association should have been alerted about the new evaluation criteria.
Mayor Hogan advised that the outcome was totally unacceptable; students will not get the
income and children will not get the benefits of the program.

Councillor Power advised he was informed that the local office wasn’t involved and that
control was taken from the local office and MPs.



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                                                                       Minutes May 15, 2007



Mayor Hogan advised he spoke with Mr. John Dunphy and Mr. Wade McCarthy who both
assured him evaluations were done at the local office. Mayor Hogan advised he had
already spoken to the PMO’s office and he would be writing Prime Minister Harper
expressing the Town’s displeasure.

Regional Tourism Association
Mayor Hogan referred to the recent letter in the Charter from Mr. Tom O’Keefe regarding
tourism concerns. Mayor Hogan advised the only concern the Town had was that we
should be doing more ourselves as well as the concern that Placentia would get lost in
the scheme of bigger things. Mayor Hogan commented the Town should be involved in
Tourism Associations and suggested being part of Destination St. John’s.

Councillor Bishop advised the Town was well represented on Destination St. John’s by
Mr. Tom O’Keefe. He also commented that both he and Councillor Loder have attended
Destination St. John’s meetings.

Mayor Hogan advised he would be like the Town’s Heritage and Tourism Committee to
establish a Tourism Commission for the Town.

Finance Committee Report

Accounts Payable
The Finance Committee recommended Council approve payment of accounts payable in
the amount of $92,342.51 as outlined on the accounts payable transaction journal dated
May 8, 2007.

07-053       It was moved by Councillor Woodman and seconded by Councillor Power to
             approve payment of accounts payable in the amount of $92,342.51 as
             outlined on the accounts payable transaction journal dated May 8, 2007.

Royal Canadian Legion
The Finance Committee recommended Council approve the Royal Canadian Legion’s
request for property exemption for the war memorial land.

07-054       It was moved by Councillor Woodman and seconded by Councillor Bishop
             to approve the Royal Canadian Legion’s request for property exemption for
             the war memorial land.

NLFM Building Mortgage
The Finance Committee recommended Council reject NLFM’s request for a contribution
towards the federation’s building mortgage.

07-055       It was moved by Councillor Woodman and seconded by Councillor Bishop
             to reject NLFM’s request for a contribution towards the federation’s building
             mortgage.



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                                                                       Minutes May 15, 2007




UMC Meeting Travel
The Finance Committee recommended Council approve payment of travel for Councillor
Woodman to attend the next UMC meeting in Port aux Basques.

07-056       It was moved by Councillor Power and seconded by Councillor Bishop to
             approve payment of travel for Councillor Woodman to attend the next UMC
             meeting in Port aux Basques. (CARRIED)

Councillor Bishop recommended Council check into membership for the association for
smaller municipalities.

Annual Firefighters Convention
The Finance Committee recommended Council approve payment of registration for three
firefighters at the Annual Firefighters Convention.

07-057       It was moved by Councillor Woodman and seconded by Councillor Bishop
             to approve payment of registration for three firefighters at the Annual
             Firefighters Convention. (CARRIED)

Fiscal Summary
The Town Clerk presented a fiscal summary report dated May 15, 2007 indicating a bank
balance of $413,636, accounts receivable of $1,292,747 and accounts payable of
$92,342.

Placentia and Area Food Bank Committee
A letter was tabled requesting a donation towards the food bank. The Committee was not
prepared to contribute a monetary donation however suggested that the Town offer to
have a collection box at the Town Hall.

Account CUPPA001
A letter was tabled from the business owner advising that he is not responsible for the
cost to effect repairs on the property when repairs were required long before he operated
his business. The Committee felt the business owner was responsible for the cost of the
repairs and rejected the request to adjust the invoice.

NLBA Juvenile Boys
A letter was tabled requesting a donation towards travel expenses for two local basketball
players to attend a national basketball tournament. The Committee referred the request
to the Recreation Commission.

St. Anne’s Academy
A letter was tabled requesting a donation towards this year’s academic awards
ceremony. The Committee agreed to maintain the policy to donate $100 to each of the
three schools each year.



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                                                                         Minutes May 15, 2007




Public Works Committee Report

Amanda Murdock – Application to Construct a House
The Public Works Committee recommended Council approve in principle Amanda
Murdock’s application to construct a house at Kelly Crescent subject to submission of site
and plot plan.

07-058       It was moved by Councillor Power and seconded by Councillor Woodman to
             approve in principle Amanda Murdock’s application to construct a house at
             Kelly Crescent subject to submission of site and plot plan. (CARRIED)

Anthony Woodman – Application for Personal Storage Shed
The Public Works Committee recommended Council approve Anthony Woodman’s
application for a personal storage shed as per the application. (Note Councillor
Woodman declared himself in conflict of interest on this particular application.)

07-059       It was moved by Councillor Power and seconded by Deputy Mayor Greene
             to approve Anthony Woodman’s application for a personal storage shed as
             per the application. (CARRIED)

Tyrone Higdon – Application for Storage Shed
The Public Works Committee recommended Council approve Tyrone Higdon’s
application for a storage shed as per the application.

07-060       It was moved by Councillor Power and seconded by Councillor Bishop to
             approve Tyrone Higdon’s application for a storage shed as per the
             application. (CARRIED)

Karen Coombs – Application for Residential Building Extension
The Public Works Committee recommended Council approve Karen Coombs’ application
for a residential building extension subject to water and sewer line investigation by public
works staff.

07-061       It was moved by Councillor Power and seconded by Councillor Woodman to
             approve Karen Coombs’ application for a residential building extension
             subject to water and sewer line investigation by public works staff.
             (CARRIED)

Rodney Williams – Application for Building Extension
The Public Works Committee recommended Council approve Rodney Williams’
application for a building extension as per the application.

07-062       It was moved by Councillor Power and seconded by Councillor Bishop to
             approve Rodney Williams’ application for a building extension as per the
             application. (CARRIED)


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                                                                        Minutes May 15, 2007




Lena Moore – Application for Patio Deck and Ramp
The Public Works Committee recommended Council approve Lena Moore’s application
for a patio deck and wheelchair ramp as per the application.

07-063       It was moved by Councillor Power and seconded by Deputy Mayor Greene
             to approve Lena Moore’s application for a patio deck and wheelchair ramp
             as per the application. (CARRIED)

NL Power – Application for Pole Installation
The Public Works Committee recommended Council approve NL Power’s application to
install 2 poles at the Argentia RV Park as per the application.

07-064       It was moved by Councillor Power and seconded by Councillor Woodman to
             approve NL Power’s application to install 2 poles at the Argentia RV Park as
             per the application. (CARRIED)

Brownco Investments – Application for a Security Building
The Public Works Committee recommended Council approve Brownco Investments
application for a security building and fencing in Argentia as per the application.

07-065       It was moved by Councillor Power and seconded by Councillor Woodman to
             approve Brownco Investments application for a security building and
             fencing in Argentia as per the application. (CARRIED)

Southeast Treatment Plant
The Public Works Committee recommended Council approve inclusion of the Southeast
Treatment Plant on the Town’s Capital Works pending multi-year capital works funding
and collaboration with the Province.

07-066       It was moved by Councillor Power and seconded by Councillor Woodman to
             approve inclusion of the Southeast Treatment Plant on the Town’s Capital
             Works pending multi-year capital works funding and collaboration with the
             Province. (CARRIED)

Tommy Collins – Application for Residential Building Permit
The Committee deferred the application until investigation of right of way.

S&S Pittman – Occupancy for Convenience Store, Restaurant & Lounge
The Committee deferred the application until GSC approval.

Snow Clearing
The Committee reviewed complaints from Robert Gregory, Peter King and Marcella
Pittman regarding damages done to their fences from snow clearing. The Committee
advised that neither the Town nor the contractor were liable for any damages done to


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                                                                       Minutes May 15, 2007



property from the weight of snow. The Committee ruled that this was the case in all three
incidents.

Mayor Hogan questioned the Committee’s judgement with respect to Mr. King’s claim.
Mayor Hogan asked that this matter be revisited and noted that Mr. King witnessed the
snow plow hit his fence. Mayor Hogan also commented that he was familiar with Mrs.
Pittman’s fence and advised that the fence continues to get damaged every winter and
should also be revisited.

Jean Budden re Fire Hydrant
A letter was tabled from Mrs. Budden advising that the fire hydrant near her property was
damaged from snow clearing operations this winter. The Foreman advised that staff
would carry out repairs and put a marker there to prevent damage from occurring again.

Drowning Prevention – Safer Pool Fencing By-laws
This item was deferred until a special meeting.

Irene Greene re ROW
A letter was tabled from Mrs. Irene Greene inquiring whether a pathway near her property
was a public right of way. The Committee asked the Town Clerk to advise Mrs. Greene
that this is not a right of way maintained by the Town.

Parks and Recreation Committee Report

Regatta Boat
The Parks & Recreation Committee recommended Council approve the name “Miss
Placentia” for the new Regatta boat.

07-067       It was moved by Councillor Bishop and seconded by Councillor Power to
             approve the name “Miss Placentia” for the new Regatta boat. (CARRIED)

Pool Fencing By-Laws
Councillor Bishop reported the Committee referred pool fencing by-laws to the Public
Works Committee.

Soccer Skills Camp
The Committee asked that the local soccer association review age grouping to ensure
compatibility between ages i.e. 4, 5 & 6 as one group and 7, 8 & 9 as another group. The
Committee also recommended that basic rules set out by the NLSA be followed by the
local association.

Councillor Bishop advised that soccer players are concerned that they will not have a line
painter for the soccer pitch.




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                                                                        Minutes May 15, 2007



Arena Ad
Councillor Bishop reported that the Committee recommended advertising for arena rental
on Channel 6 Ads.

Mezzanine
The plans to complete the mezzanine at the arena were discussed and it was agreed that
original plans should be followed and the stairs should be done first. The Committee
hopes that this will start sooner than later and that the mezzanine will be completed by
next year.

The Town Manager noted that Council is to be commended for the major improvements
made at the arena to date with the assistance of the Placentia Lions.

Regatta Grounds
Councillor Bishop advised that the boathouse and its contents are now covered under our
insurance. We are still waiting for a decision on coverage for pond use. Councillor
Woodman inquired if there was any supervision at the Regatta Grounds. Councillor
Bishop advised that there were no employees at the site and coxswains were responsible
for their crew’s safety. Mayor Hogan suggested the Committee consult with the St.
John’s Rowing Club on safety procedures.

Councillor Power advised he would like the Parks and Recreation Committee to explore
the feasibility of installing a recreation boat launch somewhere in the municipality.

Playground Equipment
Councillor Bishop reported the Town Manager will coordinate installation and relocation
of playground equipment early next week.

Heritage and Tourism Committee Report
In the absence of Councillor Loder, Councillor Bishop presented the Committee’s report.

Street Signs
Councillor Bishop reported Town Staff are compiling an up to date list on street
numbering and signs.

Archaeology Program
The Committee discussed the need for story boards, period dress, appropriate fencing,
and interpretation at the Fort Louis site. Most of these items will have to be budgeted for
next year’s activities. The Town Manager will discuss next year’s plans with Mr. Mills and
ask him to incorporate recommendations for the previous mentioned suggestions in his
year end report.

Signage
The Town Manager advised that all signs including archaeology sings will be put up
before the end of May.



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                                                                       Minutes May 15, 2007



Murals
Councillor Bishop reported Debbie Gear has been speaking with Ms. Ani Brinson, art
teacher at Laval about possibly doing a mural for the town. The Committee agreed that if
costs are minimal, the Town will purchase the supplies and have Ms. Brinson’s staff do a
sample of their work. Ms. Gear will follow up on this and report for next meeting.

Replica of Coal Yard
Mr. O’Keefe noted the quality work being done by resident Mr. Bernard Penney. The
Committee agreed that his replica of the coal yard could be appropriately displayed on
Council premises. Staff will check with Mr. Penney on his intentions for the finished
product.

East Coast Trail
Councillor Bishop reported original long term plans for the East Coast Trail were to
complete the trail from Dunville to Le Vieux Forte. Mr. Jacob Fergus, Editor of the
Charter, is a member of the board of the East Coast Trail. Mr. O’Keefe will meet with Mr.
Fergus to discuss this topic with him.

Municipal Heritage Designation (Doors Open)
Councillor Bishop reported the Sacred Heart Parish has not had formal municipal
heritage designation although the building plaque has been given to them. There is
discrepancy with the date which will be discussed at the Parish’s meeting on the 23rd of
May.

Staff will ask that members of the HAC comment on possible municipal designation of the
following sites during Doors Open 2007: Placentia Court House, Jackman House, Dixon
Inn B & B, Rosedale Manor and O’Keefe House.

Canadian Archaeologists Association (CAA) Conference
Councillor Bishop reported Steve Mills will be attending the CAA conference which is
being held May 16-20th. Mr. Mills will distribute the Town’s archaeology brochure to the
200/300 attendees. He will also be chairing a session which will include papers on work
in Placentia.

Destination St. John’s Networking Session
Councillor Bishop reported that the Committee decided to invite Mr. Buist to a meeting in
Placentia to discuss tourism issues rather than attend the next networking session in St.
John’s.

Provincial Travelers’ Guide
Councillor Bishop reported Debbie Gear will be updating advertisements for the 2008
Provincial Travelers’ Guide.

Municipal Service Committee Report
In the absence of Councillor Collins, Councillor Kevin Power agreed to present the
Committee’s report.


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                                                                       Minutes May 15, 2007




Animal Control Services
It was noted that the tender for animal control services expires in June of this year. The
Committee asked the Town Clerk to prepare a tender advertisement for the newspaper
and remind the current contractor that the contract will soon expire. It was also
suggested that pictures be taken of any animals picked up

The Town Clerk reported that the Town had a visit from the SPCA. The SPCA wasn’t
satisfied with the conditions at the Town’s shelter and a report with recommendation
would be forthcoming from the group.

Disaster Plan
Councillor Power reported Councillor Collins would like comments from Councillors on
the Town’s Emergency Disaster Plan. Mayor Hogan reported he read the plan and
recommended the Committee ask the Fire Chief to examine it.

Bus Shelters
Councillor Power reported the Committee hasn’t received much feedback from Council or
the general public on the notion of eliminating bus shelters. Mayor Hogan commented
that he couldn’t see Council continuing to spend good money after bad.

Mrs. Sheila Flynn re Correspondence
The Committee asked the Town Clerk to respond to Mrs. Flynn and advise her that the
recent complaint made to the Town was made by someone in confidence to the Town
Manager.

Arena Rates
The matter was referred to the Finance Committee.

Post Office Boxes – Southeast
Councillor Power reported a number of residents were having trouble accessing their post
office boxes in Southeast especially during the winter months. Some residents have
chosen to get a box at the Placentia Post Office and were charged a rental fee. The
Committee asked the Town Clerk to write Canada Post to request that an upgrade to post
office services on the rural route.

Unsightly Properties
The Committee asked that Management identify unsightly properties in the Town and
send letters accordingly to address the problems.




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                                                                       Minutes May 15, 2007



Committee of the Whole Report

Dan Meade re Cottage Application
Councillor Power reported the Committee of the Whole felt Council didn’t owe any
compensation to Mr. Meade because approval in principle was granted pending other
approvals from government agencies.


AMA Report

The Town Manager reported the AMA held its AGM on April 30th. The following positions
were filled: Chair, Vivian Smith, Vice - Chair Dan Greene, Secretary/Treasure John
Seay.

The Manager also reported the AMA added a representative from INCO to its board, and
Don Stevens was appointed.

The Town Manager reported the AMA is considering having a port land use plan
completed. The purpose of this is to ensure maximum use of the dock facility. A security
fence is also being installed.

He also reported the AMA received $25,000 from the Community Investment Support
Program (CISP) to cost share an investigation of potential economic benefit with Iceland
and potential trip to lobby for business investment in Argentia/Placentia.

The Town Manager advised the AMA is in the process of reviewing its marketing
strategy. The AMA is also reviving the Marine Atlantic Tourism Committee. The
Chamber and Town have been invited to add a representative. Mayor Hogan
recommended Councillor Loder serve as the Town’s representative on the Committee.

Correspondence

A correspondence and action sheet for the period April 14 – May 11, 2007 was tabled.

Solid Waste Strategy
Mayor Hogan advised he didn’t agree with a St. John’s controlled Robin Hood Bay
concept as the solution for regional waste management. Mayor Hogan asked Councillor
Power to find out if the Town would have any responsibility related to environmental
liabilities for the site.

Councillor Woodman advised the Urban Municipalities Committee also discussed the
strategy at a recent meeting and the Committee did not support the proposed St John’s
51% membership ratio.




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                                                                       Minutes May 15, 2007



Mayor’s March
Mayor Hogan reminded all Councillors that this year’s Mayor’s March for Heart and
Stroke Disease is scheduled for June 26th.

NLFM re Municipal Awareness Week
Mayor Hogan advised that Council needed to establish a program for next year’s
Municipal Awareness Week.

Other Business of Councillors

Nurse’s Week Proclamation
Councillor Power reported he attended the Nurse’s Week proclamation signing at the
Lions Manor last week on behalf of Council.

Ball Park Lighting
Councillor Woodman asked if there was any confirmation on funding for the ball field
lights. Mayor Hogan advised he wrote the company.

Shaw’s Lane
Councillor Woodman asked how far the Town was planning on getting involved with
development of Shaw’s Lane and noted that the Town only just recently started getting rid
of land. Mayor Hogan advised Council is not committed to developing the land but rather
trying to assist with development.

Potholes
Councillor Woodman asked if staff were repairing potholes. The Foreman advised
workers have been working on repairing leaks and a crew will be dedicated to potholes
next week.

Festival of the Sea
Councillor Bishop congratulated members of the Placentia Area Theatre D’Heritage
Committee for being chosen to perform at this year’s Festival of the Sea in Ireland.
Mayor Hogan noted he too extended congratulations to the group.

Avalon Gateway RED Board
Councillor Bishop reported Michael Hogan from Branch was recently hired as
Development Officer.

Household Hazardous Waste Collection
Deputy Mayor Greene asked that residents be notified of the collection scheduled for July
14th in the Town Square. A newsletter is probably the best way. The Town Manager
advised the Town of Whitbourne would like to share our collection service and cost.




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                                                                   Minutes May 15, 2007



Adjournment
At 9:35 p.m. the meeting adjourned at the call of the Chair.


_____________                                   _____________________
Date                                            Town Clerk


                                                _____________________
                                                Mayor




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