Council Minutes – August 10, 2015

1. CALL TO ORDER – 7:30 PM

The Town of Grand Bay-Westfield Council met in a Regular Session on Monday, August 10, 2015 with Mayor Losier presiding.

2. RECORD OF ATTENDANCE

Councillor Calvin, Councillor Evans, Councillor Day, Councillor Snodgrass, and Deputy Mayor Likely were in attendance.

3. APPROVAL OF THE ORDER OF BUSINESS AND APPROVAL OF ADDITIONS AND DELETIONS

Councillor Snodgrass moved to approve the agenda of August 10, 2015 as presented with the following addition:

24.a) Designated Highway 2015 Project Tender Award (Letter of August 10, from Dillon Consulting)

Seconded by Councillor Evans.  Carried unanimously.

4. DISCLOSURE OF CONFLICT OF INTEREST

None

5. PUBLIC HEARINGS

None

6. PUBLIC PRESENTATIONS

6.1 PRESENTATION OF RCMP REPORT FOR JULY 2015 – RCMP REPRESENTATIVE ATTENDING

Councillor Evans moved to receive and file the Presentation of RCMP Report for July 2015.

Seconded by Deputy Mayor Likely.  Carried.

7.    MINUTES

7.1    MINUTES OF REGULAR COUNCIL MEETING OF JULY 13, 2015

Councillor Day moved to adopt the Minutes of Regular Council     Meeting of July 13, 2015 as presented.

Seconded by Councillor Calvin.  Carried.

7.2    NOTES OF JULY 15, 2015 RE:  REQUEST FOR PROPOSALS FOR     ACTIVE TRANSPORTATION PLAN STUDY

Councillor Snodgrass moved to receive and file the Notes of July 15, 2015 Re:  Request for Proposals for Active Transportation Plan Study.

Seconded by Councillor Evans.  Carried.

7.3    Email Poll of July 30, 2015 Re:  Small Communities Fund Contribution Agreement No. 6920-1082

Councillor Snodgrass moved to ratify the Email Poll of July 30, 2015 Re:  Small Communities Fund Contribution Agreement in that authorization is granted for signatures for the Small Communities Fund Contribution Agreement, regarding the Canada – New Brunswick New Building Canada Fund, Reference No. 6920-1082 for Sewerage Infrastructure Projects for Grand Bay-Westfield.

Seconded by Councillor Day.  Carried.

7.4    REQUEST FOR PROPOSALS NOTES OF AUGUST 5, 2015 RE:  WATER SOURCE PROPOSAL – ENGINEERING STUDY

Councillor Snodgrass moved to receive and file the Request for Proposals Notes of August 5, 2015 Re:  Water Source Proposal – Engineering Study.

Seconded by Councillor Day.  Carried.

7.5    TENDER NOTES OF AUGUST 5, 2015 RE:  DESIGNATED HIGHWAY 2015 – PROJECT NO. 15-2168

Councillor Day moved to receive and file the Tender Notes of August 5, 2015 Re:  Designated Highway 2015 – Project No. 15-2168.

Seconded by Councillor Calvin.  Carried.

8.    BILLS FOR PAYMENT

Councillor Day moved to pay Bills for Payment for $6,609.89 and Bills for Ratification for $88,930.46 for a total of $95,540.35.

Seconded by Councillor Calvin.  Carried.

9.    CONSENT AGENDA
a) Building Inspector’s Report for July 2015
b) Grand Bay-Westfield Volunteer Fire Rescue Department Report for July 2015
c) Recreation Department Report for July 2015
d) Dog Control Report for July 2015
e) Works Department Report for June 2015

Councillor Calvin moved to receive and file the following Consent Agenda Items:

a) Building Inspector’s Report for July 2015
b) Grand Bay-Westfield Volunteer Fire Rescue Department Report for July 2015
c) Recreation Department Report for July 2015
d) Dog Control Report for July 2015
e) Works Department Report for June 2015.

Seconded by Councillor Evans.  Carried.

10.    BUSINESS ARISING FROM MINUTES

a) Regular Council Meeting Minutes of July 13, 2015

None

11.    DELEGATIONS

None

12.    PETITIONS

None

13.    BY-LAWS

None

14.    NOTICE OF MOTIONS

None

15.    REPORTS

None

16.    LETTER OF JULY 10, 2015 FROM DOUGLAS HARTFORD, P. ENG., DILLON CONSULTING RE:  STORM SEWER & STREET IMPROVEMENTS 2015, VARIOUS LOCATIONS, PROJECT NO. 151954A, CERTIFICATE NO. 1

Councillor Snodgrass moved to authorize payment to Galbraith Construction Ltd. in the amount of $280,690.79 as per the letter of July 10, 2015 from Douglas Hartford, P. Eng., Dillon Consulting Re:  Storm Sewer & Street Improvements 2015, Various Locations, Project No. 151954A, Certificate No. 1.

Seconded by Councillor Evans.  Carried.

17.    LETTER RECEIVED JULY 7, 2015 FROM JEFF M. CROSS, REGIONAL FIRE MARSHAL RE:  SERVICES AVAILABLE

Councillor Day moved to receive and file the letter received July 7, 2015 from Jeff M. Cross, Regional Fire Marshal Re:  Services Available.

Seconded by Deputy Mayor Likely.  Carried.

18.    RECREATION DIRECTOR’S REPORT OF JULY 24, 2015 RE:  RFP 15-201 ACTIVE TRANSPORTATION PLAN STUDY

Councillor Day moved to approve the proposal from Trace Planning     and Design for the cost of $19,920 plus HST for RFP 15-201-ATP.

Seconded by Deputy Mayor Likely.  Carried.

19.    DEVELOPMENT OFFICER’S REPORT OF JULY 30, 2015 RE:  CLAYTON MEMORIAL 5K RUN/WALK

Councillor Snodgrass moved to approve the proposed “Clayton Memorial 5 km Walk/Run” to be held on Sunday, September 20th, 2015, beginning at 10:00 am from the River Valley Middle School and following a course along River Valley Drive, Woolastook Drive, and Allan Street as per emails received from Stephanie McIntosh Lawrence dated July 14, 2015, with approvals received from the River Valley Middle School, Team Leader of the RCMP, and the District Engineer of the New Brunswick Department of Transportation an Infrastructure.

Seconded by Councillor Evans.  Carried.

20.    LETTER OF JULY 23, 2015 FROM GREG MACCALLUM, DIRECTOR, NEW BRUNSWICK EMERGENCY MEASURES ORGANIZATION RE:  DISASTER FINANCIAL ASSISTANCE PROGRAM PAYMENT

Councillor Snodgrass moved to receive and file the letter of July 23, 2015 from Greg MacCallum, Director, New Brunswick Emergency Measures Organization Re:  Disaster Financial Assistance Program Payment.

Seconded by Councillor Evans.  Carried.

21.    FIRE CHIEF’S REPORT OF AUGUST 5, 2015 RE:  RFP 15-202-FWS (FIREFIGHTING WATER SUPPLY PLAN)

Councillor Evans moved to award RFP 15-202-FWS to Dillon Consulting for a total cost of $9,800.00 plus taxes.

Seconded by Deputy Mayor Likely.  Carried.

22.    FIRE CHIEF’S REPORT OF AUGUST 6, 2015 RE:  FIRE DEPARTMENT LIVE BURN CONTAINERS

Councillor Day moved to authorize Staff to proceed with the replacement of the Volunteer Fire Department Live Burn Containers for the purchase of three containers from Riverside Warehousing Ltd. at a cost of $4,000.00 per container plus delivery and taxes, and further moved to authorize Staff proceed with modification and welding work for a total Capital Project cost not to exceed $18,000.00.

Seconded by Councillor Evans.  Carried.

23.    WORKS COMMISSIONER’S REPORT OF AUGUST 6, 2015 RE:  2014 – 2015 WINTER HOLDBACK RELEASE

Councillor Snodgrass moved to release all of the $5,000 holdback to AVL regarding 2014-2015 Snow Control Contract-Holdback Release.

Seconded by Councillor Evans.  Carried.

24.    TOWN MANAGER’S REPORT OF AUGUST 6, 2015 RE:  SEWERAGE CAPITAL FUND – 2015 BORROWING

Councillor Day moved the Municipality of Grand Bay-Westfield submit to the Municipal Capital Borrowing Board an application for authorization to borrow money in an amount not to exceed $425,000 for a term not to exceed fifteen (15) years for the following purposes:

Environmental Health Services for upgrading of the Town of Grand Bay-Westfield municipal sewerage system, and further moved the

Municipality submit an application to the Municipal Capital Borrowing Board for authorization for the related Interim Financing not to exceed three (3) years for $425,000.

Seconded by Councillor Calvin.  Carried.

24.a    DESIGNATED HIGHWAY 2015 PROJECT – TENDER AWARD PER LETTER OF AUGUST 10, 2015 FROM DILLON CONSULTING

Councillor Evans moved to award RFP 15-2168 to Galbraith Construction Ltd. for the amount of $219,696.50 HST included per letter of August 10, 2015 from Dillon Consulting.

Seconded by Councillor Day.  Carried.

25.    ADJOURNMENT

Councillor Calvin moved adjournment.
Seconded by Councillor Day.  Carried.

Time 7:58 pm
Respectfully submitted,

Sandra Gautreau                                                        Grace Losier
Town Manager/Clerk                                                 Mayor

Lynn Campbell
Assistant Clerk/Treasurer