Incoming Council Minutes
May 26, 2008

1.a...... Call to Order  7:48 PM

Sandra Gautreau, Town Manager/Clerk administered the Oaths of Office to Grace Losier, as Mayor, Beverley Day, Diane McGowan, Tammy Archer and David Calvin as Councillors for the Town of Grand Bay-Westfield.
1.b Motion of Council to Recess for Reception

    Councillor Day moved to recess for a reception for 20 minutes.

    Seconded by Councillor McGowan.  Carried.
1.c Council Meeting Reconvenes

    Council Meeting reconvened at 8:14 pm.
2.a Clerk’s Statement Re:  Oaths of Office

I, Sandra Gautreau, Town Manager/Clerk for the Town of Grand Bay-Westfield, hereby state, for the record, that Oaths of Office as required per Provincial Statue have been administered to the following duly elected officials on this date May 26, 2008 at the Council Chambers, 609 River Valley Drive:  Grace Losier for Office of Mayor, Beverley Day, Diane McGowan, Tammy Archer and David Calvin as Councillors.  Brenda Murphy was administered the Oath of Office as Councillor on May 23, 2008.
2.b Record of Attendance

Mayor Losier, Councillor Day, Councillor McGowan, Councillor Archer and Councillor Calvin were in attendance.  Councillor Murphy was absent.

Councillor McGowan moved to pay Councillor Murphy in her absence.

Seconded by Councillor Day.  Carried.
2.c Town Manager’s Report of May 14, 2008 Re:  Appointment of Deputy Mayor

Councillor Day moved to appoint Tammy Archer as Deputy Mayor for the Town of Grand Bay-Westfield.

    Seconded by Councillor McGowan.  Carried.
3. Approval of the Order of Business and Approval of Additions and Deletions

    Councillor Day moved to approve agenda of May 26, 2008 as presented.

    Seconded by Deputy Mayor Archer.  Carried.
4. Disclosure of Conflict of Interest

    None
5. Public Hearings

    None
6. Public Presentations
6.1 Presentation by Tanya Warren, Community Programs Officer (CPO), RCMP District 3, Hampton, NB Re:  Overview of the Role of the CPO

Tanya Warren, Community Programs Officer (CPO), RCMP District 3, Hampton, NB provided Council with information regarding the role of the CPO.

Councillor McGowan moved to receive and file presentation by Tanya Warren, Community Programs Officer (CPO), RCMP District 3, Hampton, NB.

    Seconded by Councillor Day.  Carried.
7.
Minutes

    None
8. Bills for Payment

    None
9. Consent Agenda

a) Dog Control Report for April 2008
b) Building Inspector’s Report for April 2008
c) Works Department Report for April 2008
d) Grand Bay-Westfield Volunteer Fire/Rescue Department Report for April 2008
e) River Centre Manager’s Report for April 2008
f) Recreation Director’s Report for April 2008

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

a) Dog Control Report for April 2008
b) Building Inspector’s Report for April 2008
c) Works Department Report for April 2008
d) Grand Bay-Westfield Volunteer Fire/Rescue Department Report  for April 2008
e) River Centre Manager’s Report for April 2008
f) Recreation Director’s Report for April 2008.

    Seconded by Councillor Day.  Carried.
10.

Business Arising from Minutes

None
11. Delegations

    None
12. Petitions

    None
13. By-laws

    None
14. Notice of Motions

    None
15. Reports

    None
16. Letter of May 1, 2008 from Clayton Rogers, P. Eng., Godfrey Associates Ltd. Re:  Storm Sewer, River Valley Drive (Rte. 177) (Stevens Court Area) Grand Bay-Westfield, NB, N.B.D.O.T. NO: 08-D246, Project No. 010-137

    Councillor Day moved to concur with the recommendation of Godfrey Associates Ltd. per letter of May 1, 2008 from Clayton Rogers, P. Eng., to award the contract Re:  Storm Sewer, River Valley Drive (Rte. 177) (Stevens Court Area) Grand Bay-Westfield, NB, N.B.D.O.T. NO: 08-D246 to Fairville Construction Ltd. for the low bid of $87,890 HST included subject to approval of the award by the Department of Transportation.

    Seconded by Councillor McGowan.  Carried.
17. Letter of April 29, 2008 from Paula Theall, Inglewood School Re:  “Celebrate What’s Right With the World”/Letter of May 6, 2008 from Darrah Sawyer, RVMS “Celebrate What’s Right With The World” Champion Re:  Thank You for Your Support

    Councillor McGowan moved to receive and file letter of April 29, 2008 from Paula Theall, Inglewood School Re:  “Celebrate What’s Right With the World”/Letter of May 6, 2008 from Darrah Sawyer, RVMS “Celebrate What’s Right With The World” Champion Re:  Thank You for Your Support.

    Seconded by Deputy Mayor Archer.  Carried.
   
    Letter of April 29, 2008 from Paula Theall, Inglewood School Re:  “Celebrate What’s Right With the World” was read.

    It was noted an inquiry would be forwarded to Darrah Sawyer, RVMS as to the date the children would be having their “Walk-by” of the Town Office per letter of May 6, 2008.

    It was noted lapel pins would be given to the children.
18. Letter of May 2, 2008 from Julie Pugsley, P.R.O. Kids Program Manager Re:  2007 Annual Report

    Councillor Day moved to receive and file letter of May 2, 2008 from Julie Pugsley, P.R.O. Kids Program Manager Re:  2007 Annual Report and to advise in a Town notice that applications for the P.R.O. Kids Program are available at the Town office and also on the P.R.O. Kids website.

    Seconded by Councillor McGowan.  Carried.
19.
Letter of April 29, 2008 from River Valley Middle School Re:  Rave Run/Development Officer’s Report of May 15, 2008

    Deputy Mayor Archer moved to approve the proposed “River Valley Middle School Rave Run” to be held on Saturday June 7, 2008, beginning at 10:30 am along Inglewood Drive and River Valley Drive, as per letter received from David Shiels dated April 29, 2008, subject to permission of the Team Leader of the RCMP and the District Engineer of the New Brunswick Department of Transportation.

    Seconded by Councillor Calvin.  Carried.
20. CORRESPONDENCE of May 12, 2008 from Stephanie Patterson, P. Eng., Godfrey Associates Ltd. Re:  Progress Invoice No. 1, Project NO. 010-137 Storm Sewer, River Valley Drive (Rte. 177), Grand Bay-Westfield, NB

    Councillor Day moved to approve Progress Invoice No. 1, Project No. 010-137 Storm Sewer, River Valley Drive (Rte. 177), Grand Bay-Westfield, NB and to pay relevant invoices per correspondence of May 12, 2008 from Stephanie Patterson, P. Eng., Godfrey Associates Ltd.

    Seconded by Councillor McGowan.  Carried.
21.
Letter of May 12, 2008 from Bill Levesque, President, Regional Development Corporation Re:  Request for Financial Assistance Approved for the River Valley Lions Community Centre Project

    Councillor Calvin moved to receive and file letter of May 12, 2008 from Bill Levesque, President, Regional Development Corporation Re:  Request for Financial Assistance Approved for the River Valley Lions Community Centre Project and to forward a letter of thanks to the Provincial Minister.

    Seconded by Deputy Mayor Archer.  Carried.
22. Development Officer’s Report of May 20, 2008 Re:  River Valley Lions Club Draft License Agreement

    Deputy Mayor Archer moved that Council authorize the appropriate signatures to complete a License Agreement with the River Valley Lions Club for use of a portion of Town property at 27 Inglewood Drive (PID No. 30243547).

    Seconded by Councillor Day.  Carried.
23. Works Commissioner’s Report of May 21, 2008 Re:  2008 Revised Gas Tax Agreement

Deputy Mayor Archer moved that the document entitled Town of Grand Bay-Westfield Five Year Capital Plan (2005-2010) be revised to reflect the following:
1. scheduling change to move Meadowbrook Drive storm sewer to Year 2008 for completion, noting an increase of $25,000 to the project estimate from 2007 budget figure;
2. scheduling change to move Highland Road (Woolastook Drive to Calvin Lane) storm sewer to years 2008 and 2009 as Phase 1 and Phase 2 respectively;
3.. Inglewood Drive storm sewer be reduced to $240,079 (estimate) for 2009;
4. Reserve funds from 2007 ($30,000) be added to 2008 funding for a total of $230,000 total capital expenditures;
5. Any reserve amount (estimated at $1,693) at the end of the 2008 projects be brought forward to 2009.

Seconded by Councillor Day.  Carried.
24.
Town Manager’s Report of May 20, 2008 Re:  Appointment of Standing Committees, Liaisons, Ad hoc Committee(s), and Appointment of Members to Various Committees, etc.

Councillor Day moved to appoint the following Standing Committees per section 80 of Town By-law No. 106:

    Tourism Committee;

    Safety/Labour Management Committee;

    Emergency Measures Committee;

    Beautification Committee;

    Grants Committee;

    Special Events Committee;

    Town Promotion Committee;

and also to appoint the following Ad hoc Committee:

    Summer Stage Committee, and

to appoint the following liaisons:

    a Senior Citizens Liaison;

    a Chamber of Commerce Liaison;

and further to appoint Chairpersons and Vice Chairpersons for the Standing Committees as appropriate.

Seconded by Councillor McGowan.  Carried.


Councillor McGowan moved to appoint Councillor Day as voting member/liaison to the Planning Advisory Committee for a four year term per section 12(5) of the Community Planning Act and to appoint Councillor Murphy to act as alternate with all voting rights and powers;

and further moved the following appointments:

Councillor Murphy to the Tourism Committee as Chair and to appoint David Sproule as Vice Chair;

Deputy Mayor Archer and Councillor McGowan to the Town Emergency Measures Organization per Section 9(a) of the Emergency Measures Act;

full Council as the Emergency Measures Committee;

full Council as the Town Promotion Committee;

Mayor Losier to the Beautification Committee as Chair;

the Assistant Works Commissioner, the Town Manager, and Pierre Bertrand as management members to the Safety/Labour Management Committee;

Mayor Losier and Councillor Calvin to the Grants Committee;

full Council to the Special Events Committee;

Councillor Calvin as Liaison to the River Valley Chamber of Commerce;

Councillor McGowan as Liaison to the River Valley Senior Citizens;

Mayor Grace Losier as Media Contact and Councillor Murphy as Alternate Media Contact;

Mayor Grace Losier as the Town’s representative on the Regional Facilities Commission and to appoint Deputy Mayor Archer to act as alternate;

Councillor Day as the Employer Representative for the New Brunswick Municipal Employees Pension Plan;

Councillor McGowan as the Town’s representative to the Municipal Advisory Corporation Inc. Committee;

Mayor Losier and Councillor McGowan to the Summer Stage Committee.

Seconded by Deputy Mayor Archer.  Carried.
25. Town Manager’s Report of May 14, 2008 Re:  Signing Officers

Councillor Day moved to appoint any two, one appointed and one elected, of the following persons to sign cheques on behalf of the Town and to appoint the following persons as signing authorities for all banking and other documents on behalf of the Town:

Grace Losier, Mayor, Tammy Archer, Deputy Mayor, and Diane McGowan and David Calvin Councillors and Sandra Gautreau, Town Manager/Treasurer, Marcia Mason, Assistant Clerk-Treasurer,

and further moved

1.    that the Mayor/Town Manager and/or other elected official(s) as appointed are hereby authorized to borrow on behalf of the Town of Grand Bay-Westfield (the “Corporation”) from THE BANK OF NOVA SCOTIA (the “Bank”) from time to time by way of promissory note a sum or sums not exceeding at any one time

One Hundred Sixty Two Thousand Nine Hundred and Ninety/dollars ($162,990.00) to meet current expenditures of the Corporation for the year 2008.  (Note:  related to 2008 Sewerage Revenue Operating Budget Line of Credit.);

2.    that the Mayor/Town Manager and/or other elected official(s) as appointed are hereby authorized to sign on behalf of the Corporation and to furnish to the Bank from time to time a promissory note or notes sealed with the corporate seal for the sum or sums so borrowed with interest at such rate as the Bank may from time to time determine;

3.    the Mayor/Town Manager and/or other elected official(s) as appointed is/are hereby authorized to sign on behalf of the Corporation and to furnish to the Bank an Agreement or Agreements under the seal of the Corporation providing for payment to the Bank of all amounts required to be paid by the Bank pursuant to each promissory note of the Corporation guaranteed by the Bank with interest at such rate as the Bank may from time to time determine and of a guarantee fee in respect of each such promissory note at such rate as the Bank may from time to time determine;

and further moved

1.    that the Mayor/Town Manager and/or other elected officials as appointed are hereby authorized to borrow on behalf of the Town of Grand Bay-Westfield (the “Corporation”) from THE BANK OF NOVA SCOTIA (the “Bank”) from time to time by way of promissory note a sum or sums not exceeding at any one time Two Hundred and Thirty Thousand Nine Hundred Fifty Five/dollars ($230,955.00) to meet current expenditures of the Corporation for the year 2008.  (Note:  related to 2008 General Revenue Operating Budget Line of Credit.);

2.    that the Mayor/Town Manager and/or other elected official(s) as appointed are hereby authorized to sign on behalf of the Corporation and to furnish to the Bank from time to time a promissory note or notes sealed with the corporate seal for the sum or sums so borrowed with interest at such rate as the Bank may from time to time determine;

3.    the Mayor/Town Manager and/or other elected official(s) as appointed is/are hereby authorized to sign on behalf of the Corporation and to furnish to the Bank an Agreement or Agreements under the seal of the Corporation providing for payment to the Bank of all amounts required to be paid by the Bank pursuant to each promissory note of the Corporation guaranteed by the Bank with interest at such rate as the Bank may from time to time determine and of a guarantee fee in respect of each such promissory note at such rate as the Bank may from time to time determine.

Seconded by Councillor McGowan.  Carried.
26. Adjournment

    Councillor McGowan moved adjournment.
    Seconded by Councillor Day.  Carried.
    Time: 8:50 pm.

Respectfully submitted,

Sandra Gautreau
Town Manager/Clerk

Marcia Mason
Assistant Clerk
 Grace Losier
Mayor


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