February 9, 2009 Minutes

1.... CALL TO ORDER - 7:30 PM

The Town of Grand Bay-Westfield Council met in a Regular Session on Monday,
 February 9, 2009 with Mayor Losier presiding.
2. RECORD OF ATTENDANCE

Deputy Mayor Archer, Councillor Calvin, Councillor Day, Councillor McGowan, and Councillor Murphy were in attendance.
3. APPROVAL OF THE ORDER OF BUSINESS AND APPROVAL OF ADDITIONS AND DELETIONS

Councillor Day moved to approve the agenda of Monday, February 9, 2009 as presented.

    Seconded by Councillor Murphy.  Carried.
4. DISCLOSURE OF CONFLICT OF INTEREST

None
5. PUBLIC HEARINGS

None
6. PUBLIC PRESENTATIONS

None
7. MINUTES
7.1 MINUTES OF REGULAR COUNCIL MEETING OF JANUARY 26, 2009

Councillor Calvin moved to adopt the minutes of the Regular Council Meeting of January 26, 2009 as presented.

    Seconded by Deputy Mayor Archer.  Carried.
7.2 River Valley Community Center Foundation Inc. Board of Directors Minutes of November 18, 2008

Councillor McGowan moved to receive and file minutes of River Valley Community Center Foundation Board of Directors Meeting of November 18, 2008.

    Seconded by Deputy Mayor Archer.  Carried.
7.3 TOURISM COMMITTEE MEETING NOTES OF OCTOBER 16, 2008 AND NOVEMBER 19, 2008

    Councillor Murphy moved to receive and file Tourism Committee Meeting Notes of October 16, 2008 and November 19, 2008.

    Seconded by Councillor Day.  Carried.
8. BILLS FOR PAYMENT

Councillor Day moved to pay Bills for Payment in the amount of $80,416.13, Bills for Ratification in the amount of $183,690.25; Grand Total $264,106.38.

    Seconded by Councillor Murphy.  Carried.
9.
CONSENT AGENDA

a) Dog Control Report for January 2009
b) Building Inspector’s Report for January 2009
c) River Centre Manager’s Report for January 2009
d) Recreation Director’s Report for January 2009
e) Grand Bay-Westfield Volunteer Fire/Rescue Department Report for January 2009

Councillor McGowan moved to receive and file the following Consent Agenda items:

a) Dog Control Report for January 2009
b) Building Inspector’s Report for January 2009
c) River Centre Manager’s Report for January 2009
d) Recreation Director’s Report for January 2009
e) Grand Bay-Westfield Volunteer Fire/Rescue Department Report for January 2009.

    Seconded by Deputy Mayor Archer.  Carried.
10. BUSINESS ARISING FROM MINUTES

a) Regular Council Meeting Minutes of January 26, 2009

            None
11. DELEGATIONS

    None
12. PETITIONS

    None
13. BY-LAWS

    None
14. NOTICE OF MOTIONS

    None
15. REPORTS

    None
16. DEVELOPMENT OFFICER’S REPORT OF FEBRUARY 4, 2009 RE:  LETTER OF JANUARY 2, 2009 FROM GLENN AND MONA HAYWARD RE:  198/200 HIGHLAND ROAD - SEWERAGE BILLING

    Councillor McGowan moved to receive Development Officer’s Report of February 4, 2009 Re:  Letter of January 2, 2009 from Glenn and Mona Hayward Re:  198/200 Highland Road - Sewerage Billing with Town staff to forward an appropriate response to Mr. & Mrs.  Hayward.

    Seconded by Councillor Murphy.  Carried.
17.
 TOWN MANAGER’S REPORT OF FEBRUARY 6, 2009 RE:  2009 GENERAL/SEWERAGE CAPITAL PROJECTS
    Transportation Services
Councillor Day moved to approve the purchase of a Utility Infrastructure Software Module for $5,000, AVL/GPS units for $13,500, and to allocate funding for construction of a salt shed for the Works Department and further,
Street Improvements
moved to engage Godfrey Associates Ltd. to prepare public tenders for 2009 Capital Infrastructure Projects as follows:

Town Funds - Street Upgrading
Asphalt Resurfacing Projects:

Brookdale Avenue (Mersereau to end)
Philip Avenue
Willow Lane (subject to ownership)
Gary Court
Hammond Road (subject to ownership)
River Bend Court
Stevens Court

Other Projects

Concrete Sidewalk Replacements - Nerepis Road (carried forward from 2008)
Crack Sealing

Gas Tax Funds (2009)

    Inglewood/Nelson Cross Culvert (storm sewer)
    Highland Road Phase 2 (storm sewer)
    Inglewood Drive Phase 1 (storm sewer)

Designated Highway Project

Route 177/Woolastook - South Intersection, subject to DOT approval (Town’s cost)

Sanitary Sewer System Improvements

Twin Inglewood Drive Force Main

subject to:
1). a requirement for pre-job meeting(s) with the successful contractor(s),
2) provision for necessary flaggers,
3) the successful contractor(s) not commencing project work prior to execution of the project contract,
4) fill disposal to be the responsibility of the contractor(s),
5) a provision in the tender documents for addition or deletion of project work
6) a provision in the tender documents that the contractor is responsible for any costs related to digging up underground wires in error,
7) provisions to ensure timely and acceptable restoration work, 8) all tender ads to appear no later than April 2, 2009 and further,
             
Commercial Core Development

moved to allocate funding towards Commercial Core Development and further,
Environmental Development

moved to allocate $40,000 towards the Town Municipal Plan Review/Study, $10,000 towards development of Nerepis Landing and Henderson Brook sites in relation to Environmental Trust Fund application, and $8,000 towards an Energy Plan in relation to government funding and further,

Protective Services - Fire

moved to allocate $17,000 towards the purchase of three SCBAs and $16,000 towards relocation of the Pump House for the Volunteer Fire/Rescue Department and further,

Centrum Upgrades

moved to allocate funding for Centrum Entrances Canopies and further,

Emergency Measures Organization

moved to allocate $12,350 towards Electrical Upgrade for the Centrum in relation to Joint Emergency Preparedness Program (JEPP) funding and further,

Tourism

moved to allocate $17,845 as the final payment to the Saint John River Society Re:  Lower River Passage,

and further move that 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 $350,000 for a term not to exceed fifteen (15) years for the following purposes:

Transportation Services - Salt Shed Construction (Various costs) $200,000 and Street Improvements/Commercial Core Development $150,000 and further to authorize establishment of a Demand Loan in the amount of $350,000 in regard to 2009 General Capital borrowing.

    Seconded by Deputy Mayor Archer.  Carried.
18. RIVER CENTRE MANAGER’S REPORT RE:  LETTER OF JANUARY 19, 2009 FROM SHIRLEY ELLIOT, TOURISM SAINT JOHN RE:  REGIONAL COMMUNITY TOURISM PARTNERSHIP FOR 2009

    Councillor Murphy moved to approve the Town of Grand Bay-Westfield’s participation in the Tourism Saint John 2009-2010 Regional Tourism Partnership Program per letter of January 19, 2009 from Tourism Saint John.

    Seconded by Councillor McGowan.  Carried.
19. RECREATION DIRECTOR’S REPORT OF FEBRUARY 4, 2009 RE:  LETTER FROM SUZANNE SKIDMORE - ARTIFACTS

    Deputy Mayor Archer moved to approve the release of the items requested by Suzanne Skidmore that were placed in the former Caboose for display as per letter of January 16, 2009.

    Seconded by Councillor McGowan.  Carried.
20. RIVER CENTRE MANAGER’S REPORT OF FEBRUARY 4, 2009 RE:  BERNADINE TOURISM PROJECT

Councillor Murphy moved to approve signing authority on an agreement with the Bernadine Tourism Project Coordinators, Ron Wilson and Charlie Creaser, between May 30, 2009 and September 6, 2009 for:
1.. Access to River Centre’s #4 mooring;
2.
use of “beach” area on south side of River Centre for visitor pick-up and drop-off;
3. temporarily storing visitor transportation skiff on the “beach”;
4. location of mast refit and rigging worksite, currently the dock storage area, to be accessed from the River Centre parking lot;
5. use of the new tourism kiosk building to be used as a workshop at the mast refit and rigging site;
6. proof of liability insurance of 2 million dollars which also indicates Town of Grand Bay-Westfield is covered as a third party prior to signing an agreement;
7. the Bernadine Tourism Project and its agreement is subject to review by the Town’s Solicitor prior to signing an agreement.

    Seconded by Deputy Mayor Archer.  Carried.
21.
WORKS COMMISSIONER’S REPORT OF FEBRUARY 5, 2009 RE:  SNOW REMOVAL TENDER

    Councillor McGowan moved authorization to proceed to tender for 2009-2014 Plowing and other Winter Maintenance Services, subject to solicitor Poley’s review and approval, and incorporating changes recommended by Council.

    Seconded by Councillor Day.  Carried.
22. DEVELOPMENT OFFICER’S REPORT OF FEBRUARY 6, 2009 RE:  EIA REVIEW QUESTIONS, FUNDY ENGINEERING LTD.

    Deputy Mayor Archer moved that Council accept the quote from Fundy Engineering Ltd. dated February 5, 2009 for an upset price of $19,600 plus HST to provide technical assistance in answering questions of the Review Committee to complete the Environmental Impact Assessment for the proposed Collector Road.

    Seconded by Councillor Day.  Carried.
23. EMAIL OF FEBRUARY 3, 2009 FROM JANA RANDALL, WESTFIELD ELEMENTARY SCHOOL RE:  CELEBRATE THEME FOR FEBRUARY IS TAKE YOURSELF TO THE EDGE

    Councillor Murphy moved to receive and file email of February 3, 2009 from Jana Randall, Westfield Elementary School Re:  Celebrate Theme for February is Take Yourself to the Edge.

    Seconded by Councillor Day.  Carried.
24. TOWN MANAGER’S REPORT OF FEBRUARY 3, 2009 RE:  APPOINTMENT OF TOURISM COMMITTEE MEMBERS

    Councillor Murphy moved to appoint Terry Cunningham, Bonnie Cox, and Jason Rice as voting members of the Town Tourism Committee, effective immediately.

    Seconded by Councillor Calvin.  Carried.
25. ADJOURNMENT

    Councillor McGowan moved adjournment.

    Seconded by Councillor Day.  Carried.
   
    Time:  8:02 pm

Respectfully submitted,

Sandra Gautreau                                            Tammy Archer
Town Manager                                               Deputy Mayor
            
Marcia Mason
Assistant Clerk