PAC Minutes – May 5, 2003

1. CALL TO ORDER
The Town of Grand Bay-Westfield Planning Advisory Committee met for a regular meeting on Monday, May 5, 2003 at 8:02 p.m. with Chairman, Larry Chapman presiding.
2. RECORD OF ATTENDANCE
All Members were present, with the exception of Jim Burke. Mr. Burke was excused, as he called the Development Officer to advise that he would not be attending.

3. PLANNING ADVISORY COMMITTEE MINUTES OF APRIL 22, 2003
“…moved by Mel Steffens to accept as presented the April 22, 2003 Planning Advisory Committee Minutes….”
Motion seconded by Ralph Stevens.  Carried.
4.
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REGULAR COUNCIL MINUTES OF APRIL 14, 2003
“…moved by Ralph Stevens to receive and file the Regular Council Minutes of April 14, 2003….”
Motion seconded by Cllr. Little.  Carried.
5.
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CHAIRMAN’S REMARKS
No Remarks
6.
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DECLARATION OF CONFLICT OF INTEREST
Cllr. Little declared a conflict of interest on Items No. 5 and 6.
7. TELEPHONE POLL CONDUCTED APRIL 28, 2003 RE: APPLICATION FOR TEMPORARY USE  ED KELLY – 227 RIVER VALLEY DRIVE
Cllr. Little left the meeting room when the following motion was made:
“…moved by Ralph Stevens that the Planning Advisory Committee ratify the Telephone Poll conducted April 28, 2003 Re:  Application for Temporary Use – Ed Kelly, 241 River Valley Drive, PID No. 30002083 as follows:
moved that the Planning Advisory Committee grant the following Request for Temporary Use of Property located at 241 River Valley Drive, PID No. 30002083 for the location of a trailer to act as headquarters for the Provincial Conservative Party, for Campaign Headquarters during the Provincial Election:
a) pursuant to Section 4.12.4 of the Zoning By-law of the Town of Grand Bay-Westfield, authorization for the development described above is hereby granted for the temporary period of the Provincial Election, expiring within 7 days after Election Day.
b) At the end of the authorized period, you are hereby required to terminate and remove the development hereby authorized….”
Motion seconded by James Evans.  Carried.
8. TELEPHONE POLL CONDUCTED APRIL 28, 2003 RE: APPLICATION FOR TEMPORARY USE DALE DYKER – 226 RIVER VALLEY DRIVE
Cllr. Little left the meeting room when the following motion was made:
“…moved by Ralph Stevens that the Planning Advisory Committee ratify the Telephone Poll conducted April 28, 2003 Re:  Application for Temporary Use – Dale Dyker, 226 River Valley Drive, PID No. 00219139 as follows:
moved that the Planning Advisory Committee grant the following Request for Temporary Use of Property located at 226 River Valley Drive, PID No. 00219139 for the location of a trailer to act as headquarters for the Provincial Liberal Party, for Campaign Headquarters during the Provincial Election:
c) pursuant to Section 4.12.4 of the Zoning By-law of the Town of Grand Bay-Westfield, authorization for the    development described above is hereby granted for the temporary period of the Provincial Election,     expiring within 7 days after Election Day.
d) At the end of the authorized period, you are hereby required to terminate and remove the development hereby authorized….”
Motion seconded by James Evans.  Carried.
9.
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DEVELOPMENT OFFICER’S MEMO DATD APRIL 24, 2003 TWO REVISIONS TO PAC RULES OF PROCEDURE II. REGULAR MEETINGS XI. POLICY
“…moved by Cllr. Little to adopt the following amendments to the Planning Advisory Committee Rules of Procedure:
1. II.  REGULAR MEETINGS
1. Except where otherwise approved by the Committee, regular meetings shall be held on the first and third  Monday of the month, except where the Monday is a holiday, then the meeting shall be held on Tuesday.  All regular meetings will begin at 8:00 p.m. in the Multi-Purpose Room of the Municipal Building, 609 River Valley Drive.
AND
2. XI. POLICY
1. Wording for Temporary Use Permits issued by authority of the Planning Advisory Committee shall read as follows:
“pursuant to Section 4.12.4 of the Zoning By-law of the Town of Grand Bay-Westfield, authorization for the development described above is hereby granted for the temporary  period  of   , expiring   .  At the end of the authorized period, you are hereby required to terminate or remove the development hereby authorized.”
Also, adopt the Temporary Use Permit Application Form….”
Motion seconded by Mel Steffens.  Carried.
10. DEVELOPMENT OFFICER’S MEMO DATED MAY 1, 2003 RE:  REVISION TO PAC RULES OF PROCEDURE – MEMBERSHIP
“…moved by Cllr. Little that the Planning Advisory Committee adopt the following amendments to the Planning Advisory Committee Rules of Procedure by revising Section VI – Business Procedures, Item 12 to read as follows:

  • Members are expected to attend all Regular and Special Committee meetings.  All members are required to demonstrate regular attendance, i.e. absence from not more than four (4) Committee meetings in one calendar year.
  • A Members that does not demonstrate regular attendance is required to submit a timely request to the Committee to be excused for an absence exceeding four meetings in one calendar year.  If the Committee does not excuse the member for the absence for reasonable cause, the matter shall be referred to Council with a recommendation to remove the member.
  • All members are required to advise the Committee in writing in a timely manner concerning any prolonged absence of four (4) consecutive meetings and ask for such absence to be excused by the Committee.  If the Committee does not excuse the member for the absence for reasonable  cause, the matter shall be referred to Council with a recommendation to remove the member.
  • A member who is unable to attend a particular Committee meeting is required to notify the Town Office in advance of the meeting.  A first non-notification of attendance during a three-year term of office may be excused by the Committee for reasonable cause; any subsequent non-notification of attendance during a three-year term of office shall result in a recommendation to Council by the Committee for removal of the member.
  • A motion of the Committee is required to excuse a member and such motion shall identify a specific time frame for the member to be excused….”

Motion seconded by Ralph Stevens.  Carried.

11. ITEM TABLED APRIL 22, 2003 RE: DEVELOPMENT OFFICER’S MEMO DATED APRIL 16, 2003  – DRAFT SUBDIVISION BY-LAW NO. 102
Due to the fact some members felt they needed more time to further review the above Draft Subdivision By-law No. 102, the following motion was made:
“…moved by Mel Steffens that PAC Table the Draft Subdivision By-law No. 102 for two more weeks….”
Motion seconded by Cllr. Little.  Carried.

12. ADJOURNMENT
Ralph Stevens moved to adjourn at 8:14 p.m.
Motion seconded by James Evans.  Carried.

Respectfully submitted,

Laylia Nice,
P.A.C. Secretary
Larry Chapman,
P.A.C. Chairman