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Council Minutes - Dec 10/09
December 9, 2009
INCORPORATED VILLAGE OF HILTON BEACH
December 10, 2009
The meeting was called to order at 7:30 p.m. Present were Mayor Stevens and Councillors Hope and Sullivan. Councillors Crack and Marziale were absent with notice.
09-115 Moved by R. Hope Seconded by J. Sullivan
Resolved to approve the minutes of the November 11th, 2009 meeting as presented.
Carried
09-116 Moved by J. Sullivan Seconded by R. Hope
Resolved to authorize payment of Voucher #09-11 in the amount of $109,018.62.
Carried
The Problem Detail Sheet Summary was reviewed. Four items were closed this month. No new ones were added.
The Clerk’s Report was reviewed. The audit had been completed as well as other tasks. The remainder of 2009 will be spent on completed required reports and in general catching up.
The landfill report was noted. Tippage is lower at this time of year.
Mayor Stevens provided an update on the work at the landfill. A new trench has been dug and general clean-up. It is noted that material coming in when the site is not attended continues to be put in the wrong place. The key holders will be reminded.
The audited financial statements for 2008 were provided by Dennis Thompson. The reserves increased, the loans were repaid on schedule and the deficit was increased by such factors as increased audit costs, setting up an allowance for land sales that did not materialize and higher costs for building inspection, winter control and the operation of the water system. Council’s plans include repaying the deficit by the end of 2009. While tax arrears are up they are still considered to be low. The auditor notes that if the financial statements were completed in a more timely manner that the budget would be more accurate. This will be rectified for the 2009 statements.
09-117 Moved by R. Hope Seconded by J. Sullivan
Resolved to accept the audited financial statements for 2008 as prepared by Dennis Thompson Professional Corporation.
Carried
It was recommended by the auditor and Council concurred that certain amounts be written off as they were unreceivable. These amounts are for three laneways and one lot sale where the property was deemed to be unsalable or the purchasers’ situations changed.
09-118 Moved by J. Sullivan Seconded by R. Hope
Resolved to write-off $7,700 in outstanding land and lane sales that cannot be completed.
Carried
Information was received on the Federal Gas tax allocation for 2010 – 2014. It is reduced slightly from the current level to $10,552.20.
The Ontario Clean Water Agency provided a draft capital plan for 2010. At the meeting with OCWA staff the items will be prioritized. The work required will be finalized prior to setting the 2010 budget.
The changes to the lead testing program were received from the Ministry of the Environment. The testing regime will be reduced for those who have had a certain level of acceptable results. It is expected that the Village will be on a reduced testing schedule but this has not been confirmed by MOE.
Human Resources and Skills Development Canada notified the Village that the application for funding under the Accessibility Fund in April was not successful. Indeed only the City of Greater Sudbury and the Kenora Curling Club were successful in Northern Ontario. There was $8 million in the Fund for all of Canada.
The Mathews Memorial Hospital Association reported that the consultant has confirmed that the sixty bed semi-dependent care facility is still feasible in spite of the 50% increase in construction costs. The Board will continue to work on the project.
The fees and charges by-law which had been reviewed at the previous Council meeting was presented for approval.
09-119 Moved by R. Hope Seconded by J. Sullivan
Resolved to adopt By-law #986 being a by-law to establish and require payment of fees and charges for services.
Carried
The Accessibility for Ontarians with Disabilities Act requires several steps be taken over the coming years to ensure that persons with disabilities have access to facilities and services. One is to have an accessible customer service policy which details how the municipality will ensure that those with disabilities are provided with service.
09-120 Moved by J. Sullivan Seconded by R. Hope
Resolved to adopt By-law #987 being a by-law to adopt an Accessible Customer Policy.
Carried
Emergency Measures Coordinator Joe Books provided information on the ham radio station that is to be established for emergency requirements. As the Township of St. Joseph Fire hall has back-up power it is the logical place for it. Mr. Books is recommending that the cost be split equally among the four municipalities.
09-121 Moved by R. Hope Seconded by J. Sullivan
Resolved to participate in an Island-wide ham radio station for emergency preparedness requirements with the Village share being $300.
Carried
The draft survey of the marina was reviewed and approved. This will facilitate the transfer of the property to the Village.
09-122 Moved by J. Sullivan Seconded by R. Hope
Resolved to authorize the transfer any surplus or deficit from operations of the Incorporated Village of Hilton Beach for 2009 to Account #2311 the Reserve for Working Funds.
Carried
09-123 Moved by J. Sullivan Seconded by R. Hope
Resolved to authorize the transfer of any surplus or deficit from the operations of the sewer and water systems in 2009 to Account #2324 the Reserve for Sewer and Water Operations.
Carried
09-124 Moved by R. Hope Seconded by J. Sullivan
Resolved to authorize the transfer of any surplus or deficit of the Hilton Union Fire Board for 2009 to the Reserve for the Hilton Union Fire Board Expenditures.
Carried
09-125 Moved by J. Sullivan Seconded by R. Hope
Resolved to authorize the transfer of any unused funds received under the Federal Gas Tax program to Account #2315 the Reserve Fund for Federal Gas Tax Revenue.
Carried
09-126 Moved by R. Hope Seconded by J. Sullivan
Resolved to authorize the transfer of any surplus or deficit from the operations of the Recreation Committee for 2009 to Account #2314 the Reserve for Recreation Working Funds.
Carried
09-127 Moved by J. Sullivan Seconded by R. Hope
Resolved to authorize the transfer of any donations made for the Jail Restoration in 2009 to Account #2317 the Reserve for Jail Restoration.
Carried
09-128 Moved by R. Hope Seconded by J. Sullivan
Resolved to authorize the transfer of any surplus or deficit from the operations of the Summer Festival in 2009 to Account #2315 the Reserve for Special Events and Projects.
Carried
09-129 Moved by J. Sullivan Seconded by R. Hope
Resolved to authorize the transfer of any surplus or deficit from the operations of the Arts at the Dock in 2009 to Account #2315 the Reserve for Special Events and Projects.
Carried
09-130 Moved by R. Hope Seconded by J. Sullivan
Resolved to transfer any applicable tippage fees collected at the landfill to Account #2461 the Reserve for Landfill Capital and Replacement.
Carried
09-131 Moved by J. Sullivan Seconded by R. Hope
Resolved to transfer the surplus from the Open Air Market operations in 2009 to Account #2315 the Reserve for Special Events and Projects.
Carried
09-132 Moved by R. Hope Seconded by J. Sullivan
Resolved to authorize the transfer of any donations made for special projects in 2009 to Account #2315 the Reserve for Special Events and Projects.
Carried
09-133 Moved by R. Hope Seconded by J. Sullivan
Resolved to authorize the closure of the Office from December 21 to December 31.
Carried
09-134 Moved by R. Hope Seconded by J. Sullivan
Resolved to accept the quotation for insurance coverage for the year 2010 provided by Jardine Lloyd Thompson Canada Inc. in the amount of $30,220.
Carried
09-135 Moved by R. Hope Seconded by J. Sullivan
Resolved to adopt By-law #988 being a by-law to confirm the proceedings of the Council meeting held December 10th, 2009 and confirm the taking of any action authorized therein and thereby.
Carried
09-136 Moved by J. Sullivan Seconded by R. Hope
Resolved to adjourn to meet again January 13th, 2010 or at the call of the Mayor.
Carried
APPRECIATION CORNER
• To Steve Doyle for donating the cooler for recreation events.
• To Nora Wessell for reporting the toilet problem at the hall and for Charles O’Kane for fixing it.
• To Tanya Alexander, Karen Silver and Anne Woods for putting up and decorating the Christmas tree beside the Library.
• To the Secret Santa for once more donating $100 to be provided to a person or person in some need in our community on the condition that the recipients do not know its source.
• To Helen Hope, Annette Fischer and Denise Tulloch who helped prepare and serve the Seniors’/Retired Persons’ Luncheon and to Val and Randy Fiegehen for leading the singing.
• To the volunteers who have helped in many ways to get the new roof on the jail – planning, fundraising, cutting tress, donating materials, lending scaffolding and the actual rebuilding of the roof. Wilfred and Dana Stevens, Tim and Nancy Keenan, Donna Lambert, John and Lavera Crack, Cindy and Chris Hore, Tracey Stevens, Bill Vair, Wayne Ingram, Dan See, Judy Connell Ed Dyni, Tom and Lori Desjardin, Charles Nelson and Ralph Nelson
• To Stan Fischer for donating the original stove from the jail back to the jail.
• To the Village decorators for getting the boughs, creating and erecting the decorations on the poles: Tanya Alexander, Mary Stevens, Norma Schell, Natalie Allard, Ann Ross and Don Ross.
VOLUNTEERS NEEDED
Volunteers are needed for the Recreation Committee. If you would like to help please submit your name in writing. Appointments to the Boards and Committees will be made in January. If you want to know more about the work of this committee please come into the Office or speak with any committee member.
SEASONS’ GREEETIGNS
Council members and staff wish each of you a Merry Christmas and a healthy and happy New Year.
