MINUTES - REGULAR MEETING
JUNE 26, 2007

RESENT:P Reeve Robert Rydholm
Councillor Mary-Lynne Hunt
Councillor Shirley Hunt
Councillor Brenda Spithoff
Councillor Donna Young
Clerk-Treasurer Patricia Maxwell

ALSO PRESENT: Bob Kowalczylc
ABSENT:


1. CALL TO ORDER

Reeve Rydholm called the meeting to order at 7:30 pm.

2. ADOPTION OF THE AGENDA

The Clerk advised that item 8.1 Fireworks By-law should not be on this Agenda as the Council had previously requested it be advertised in the newsletter.

Resolution No. 2007-134

Moved by Councillor M. Hunt
Seconded by Councillor Spithoff

THAT the Meeting Agenda be adopted as amended.
CARRIED.

3. DECLARATION OF PECUNIARY INTEREST

There were no declarations of pecuniary interest on the part of any member of Council.

4. DEPUTATIONS AND PETITIONS

There were not deputations or petitions for Council's consideration

5. ADOPTION OF MINUTES

5.1 Resolution No. 2007-135

Moved by Councillor S. Hunt
Seconded by Councillor M. Hunt

THAT the Minutes of the Regular Meeting of Council held on June 12, 2007 be approved as circulated.
CARRIED.

6. REPORTS FROM MUNICIPAL OFFICERS

6.1 Road Superintendent's Report

The Clerk read the written report from the Road Superintendent on the activities of the department. Councillor S. Hunt questioned whether the Road Superintendent had looked at the budget to see if the gravel costs could be reduced. The Clerk advised that since the department had sold some gravel to O'Connor Township, there had been no cost for the machine rental, and that the costs could be reduced by approximately $10,000.00. Councillor S. Hunt also questioned whether a bigger machine would ultimately cost the Township less when doing the Holland Road hill.

6.2 Fire Chief's Report - Filed.

6.3 Clerk's Report

The Clerk reported that a property owner was requesting that his property be "grandfathered" as a pit. The owner removed some material about 8 to 10 years ago and wanted to declare it as a pit to avoid the new regulations if they should decide to open it later. Council noted that the new Aggregate Resources Act states that a significant amount of material must have been removed within the last two years in order for it to be considered an established pit. The Clerk was directed to return the form to the property owner unsigned.

Due to the leak in the roof identified in the hall during the preceding public meeting, the Clerk was advised to contact a roof repair company.

6.4 Councillor's Reports - none at this meeting

7. DISBURSEMENT LIST

7.1 Resolution No. 2007-136

Moved by Councillor Young
Seconded by Councillor Spithoff

THAT the Accounts in the amount of $54,813.97 as per Disbursement List No. 06B, 2007 be approved for payment.
CARRIED.


8. UNFINISHED BUSINESS

8.1 Submission for VanLenthe Racetrack

Council discussed the submission from Mr. VanLenthe for his proposed racetrack. Mr. Bob Kowalczylc was in attendance to speak to the application. Council discussed the hours of operations and number of races to be held. Council requested the applicants to provide firm dates and times for races. Mr. Kowalczylc also advised that a new plug for the mufflers would reduce the sound considerably and could be required as a condition of approval. Council noted that the earliest the By-law could be considered by Council would be July 24, 2007. Mr. Kowalczylc advised that they would like to run a race in August. Council advised that there is a 21 day appeal period during which the new Planner will be asked to comment on the application.

8.2 LRPB Constitution

The Lakehead Rural Planning Board's new Constitution was presented for Council's information. Under the new proposal, the Township will pay a nominal fee to belong to the Board and will contract planning services to the new planner hired by Oliver Paipoonge.

8.3 Letter from MTO - Reply to Concerns with Mokomon Intersection

Council reviewed the letter from the Ministry of Transportation regarding our concerns with the small entrance off of the highway onto Mokomon Road West. The Ministry has advised that although they recognize that it is a small intersection, they have not recorded any accidents at the intersection itself and advise that if it is a problem for our snowplow they will be willing to discuss a different route with our snowplow driver. Council did not feel this was an adequate response, as there are other big trucks using that intersection as well as our plow, and there should not have to be an accident before it is corrected. The Clerk was directed to sent another letter to MTO outlining these points.

8.4 St. Cyr Building Permit - Admin Report #30

The Clerk presented information on the state of the above noted building permit. Council passed the following resolution:

Resolution No. 2007-137

Moved by Councillor S. Hunt
Seconded by Councillor Spithoff

THAT the Building Inspector be directed to proceed with a Stop-Work Order on the property belonging to Mr. St. Cyr.
CARRIED.

9. NEW BUSINESS

9.1 Insurance Quote from Cowan - Admin. Report #28

The Clerk advised Council that the insurance quote received from Cowan Insurance is down approximately $1,000.00 from last year. A request for a quote has been given to another company which has not yet returned the information. The Cowan quote will be held until the other company has time to respond.

9.2 Quotes for Electrical Changes - Admin. Report #28

Council discussed the submission from the Fire Department regarding proposed electrical work and lighting changes to the fire hall, garage and community centre. Council noted that the quotes are not clear, as some of the work has apparently already been done. Council requested that the Clerk seek clarification of what work remains to be done. The Clerk also noted that information had been received regarding new funding for municipalities to change lighting to more environmentally friendly types. Council suggested that the proposed lighting changes be held until those funds become available.

9.3 Information from Waste Diversion Ontario

The Clerk presented information on the new waste electronic and electrical program announced by the Province. Council will wait until more information is received regarding the Townships role in the program.

9.4 Bridge Inspection Quotes

Resolution No. 2007-138

Moved by Councillor Young
Seconded by Councillor S. Hunt

THAT the Bridge Inspection quotation from K.G.S. Group, in the amount of $6,750.00 plus GST be accepted.
CARRIED.

9.5 Resolution Request - Township Grant to Library

Resolution No. 2007-139

Moved by Councillor M. Hunt
Seconded by Councillor Young

WHEREAS the Township of Conmee has been budgeting an amount of $1,660.00 per year to the Conmee Library;

AND WHEREAS the library is used infrequently despite efforts to increase awareness of its existence;

AND WHEREAS the library has received grants in the amount of $19,000.00 over the last two years, which grants are unrestricted and can be spent however the Library Board wishes;

NOW THEREFORE the Council for the Township of Conmee hereby decides to discontinue the per annum payment to the library.
CARRIED.

9.6 Resolution Request Hiring Policy for Boards

After discussion of the resolution that was tabled by Councillor Young, it was decided that the issue should be forwarded to the Library Board as they are responsible for the hiring of employees to work in the library as per the Public Library Act. The Clerk noted that the Board must still adhere to the Policies as established by the Council for the Township of Conmee as long as they do not contravene the Act. The Clerk was directed to forward Council's Hiring Policy to the Library Board.

9.7 Submission from Councillor Young

Councillor Young submitted a proposal for Council's consideration regarding closing the Community Centre and using it for garage operations. It was noted that it would have to be determined whether the building would support the weight of heavy trucks as well as things such as hoists. Other suggestions for the use of the hall included installing a ceiling in the hall to make a second floor and using the lower floor for Council chambers, renting out office space, and using only the lower floor for rentals. Council did not make a decision on this matter.

Resolution No. 2007-140

Moved by Councillor M. Hunt
Seconded by Councillor Young

THAT the meeting time be extended past 9:30 pm.
CARRIED.

9.8 Letter from OPP re national Day of Action

Council reviewed the letter from the OPP regarding the National Day of Action planned by the 1st Nations. The OPP were warning the Township of the possibility of needing Township equipment to remove any blockade that might be erected. A copy of the letter was forwarded to the Road Superintendent and the Fire Chief.

9.9 Letter from Mayor MacMillan - Mun. of Trent Hills

Council discussed the letter from Mayor MacMillan regarding the Canadian National Taxpayers Coalition. Council requested the Clerk to research this matter and bring it back to the next meeting of Council.

10. CORRESPONDENCE

10.1 Agricultural Groups Concerned about Resources and the Environment Inc. - filed
10.2 T.B. District Board of Health - Minutes - May 15, 2007 - filed


Resolution No. 2007-141

Moved by Councillor Spithoff
Seconded by Councillor S. Hunt

THAT we adjourn to a Closed Meeting to discuss personnel issues at 9:50 pm.
CARRIED.

Resolution No. 2007-142

Moved by Councillor Young
Seconded by Councillor S. Hunt

THAT we adjourn the Closed Meeting and return to the open meeting at 10:00 pm.
CARRIED.

Resolution No. 2007-143

Moved by Councillor Young
Seconded by Councillor Spithoff

THAT the Council for the Township of Conmee accepts, with regret, the letter of resignation from Kristy Hilliard, dated June 22, 2007 and effective on July 6, 2007.
CARRIED.

Budget - Update Budget to Actual for Fire Department

Resolution No. 2007-144

Moved by Councillor S. Hunt
Seconded by Councillor Young

THAT the Reeve and Clerk be authorized on behalf of the Township of Conmee to affix their signatures to By-law No. 913, being a By-law to set the tax rates for 2007 with a 2% increase.
CARRIED.

11. ADJOURNMENT

Moved by Councillor M. Hunt
Seconded by Councillor S. Hunt

THAT we do now adjourn at 10:37 pm.
CARRIED.



_____________________
Reeve



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Clerk