Council Minutes Dec 12/05

December 5, 2005

INCORPORATED VILLAGE OF HILTON BEACH
Council Meeting
December 14th, 2005

The meeting was called to order at 7:30 p.m. Present were Reeve Hore and Councillors Crack, Hope, Stevens and Sullivan.

05-170 Moved by W. Stevens Seconded by R. Hope
Resolved to approve the minutes of the October 26th, 2005 Joint Meeting as presented.
Carried

05-171 Moved by L. Crack Seconded by W. Stevens
Resolved to approve the minutes of the November 9th, 2005 meeting as presented.
Carried

05-172 Moved by J. Sullivan Seconded by R. Hope
Resolved to authorize payment of Voucher #05-11 in the amount of $28,011.24.

The Problem Detail Sheet Summary was reviewed. Two items were closed and work is being done on the ditches. It was decided that the surplus cedar stored at the Park will be offered for sale through an advertisement. No new items were added to the list.

The Clerks Report was reviewed. The workload remains heavy but with the capital projects being essentially completed there will be an opportunity to get some additional work completed.

The Ministry of the Environment Inspection Report on the Water Treatment Plant was reviewed. There were no non-compliance matters identified. The installation of the ultra-violet system and development of a wellhead protection plan will have to be done once the Ministry completes its review of the proposed plan.

Councillor Crack provided a verbal report on the test emergency scenario held on December 13th. The Clerks and two members of each Council were called by the emergency paging system. The Village and Hilton Township reported to the Hilton Township Office and Jocelyn Township reported to their office. It was an excellent opportunity to test the call out protocol. It was discovered that there was at least one phone number that needs to be updated and it was thought that the inclusion of cell phone numbers would be useful. All persons on the call out list will be reminded that it is their responsibility to report when they change phone numbers. Emergency Community Emergency Management Coordinator Joe Books was commended for his work to organize this activity. There will be further test scenarios in the future.

Councillor Hope provided a copy of the Second Interim Report on the St. Joseph Island Groundwater Management Study. This report included an update on tasks completed as well as a CD with various reports, tables and figures in draft form. The fieldwork is complete and a public meeting was held in November. The next step will be to develop groundwater models for the municipal wells in Hilton Beach and Richards Landing. It is anticipated that the study will be complete by the end of April 2006.

The executed copy of the municipal funding agreement for the transfer of the federal gas tax revenue was received from AMO, which is administering the fund for the Federal Government in Ontario. The initial funds have been received. The administration of this program has been exceptional especially in comparison to other programs such as OSTAR.
05-173 Moved by W. Stevens Seconded by J. Sullivan
Resolved to formally acknowledge the competent manner in which the Association of Municipalities of Ontario has administered the Municipal Funding Agreement for the Federal Gas Tax Revenues. The organization for and administration of the first year of this new agreement have been quick, the communication has been clear and the processing of the agreement and payment has been efficient.
Carried

A copy of a resolution was received from the Township of Macdonald, Meredith and Aberdeen Additional requesting that the Province of Ontario reconsider the Alternative Financing and Procurement strategy until it is clear that it is in fact the best option for the construction of the new hospital in Sault Ste. Marie. As well a resolution was received from the Township of St. Joseph indicating support for the new hospital and petitioning the area municipalities to lay aside any philosophical and political differences over the proposed funding model in support of the greater good that can be derived from the new hospital once it is constructed. There was considerable discussion on the issue with concern expressed over the involvement of private financing, with the possibility that it could be more cost effective method of financing, that any delay could possibly jeopardize the project and the fact that municipalities have to directly pay a portion of the capital costs is another example of downloading from the Province. Council members did not think that they had enough information on how the private financing will affect the operation of the facility to support either resolution.

Correspondence was received from Kresin Engineering regarding the final work to be completed to meet the requirements for the water system upgrades. The final approval of the design has not yet been received from MOE so the installation of the UV system will be completed in the spring. This is also the time frame for the wellhead protection plan.

Formal notice was received from the Great Lakes Cruising Club that they will be holding their 2006 Rendezvous in Sarnia this year. They had planned to come to Hilton Beach but the fact that this marina could only provide thirty 50-amp services was not considered to be enough to meet their needs. The Village responded indicating disappointment and wishing them a successful event.

A letter was received from a seasonal boater expressing appreciation for the exceptional facility and service received. He notes that the Hilton Beach Marina is known in the Upper Peninsula and the North Channel as a well-staffed, enjoyable and safe harbour.

A complaint was received regarding the fact that interest was charged on taxes that were outstanding and subsequently reduced through the appeal process and that further clarification was not received from the Clerk as requested. The interest charges are according to the legislation. A further explanation will be sent.

Notification was received from the Township of St. Joseph that the appointments of representatives on the Seniors/Disabled Services Advisory Committee have expired. Appointments will be made at the January meeting.

A resolution was received from the Town of Midland petitioning the Province to address the inequities that have resulted in the Provincial-Municipal fiscal gap.

05-174 Moved by L. Crack Seconded by J. Sullivan
Resolved to support the resolution of the Town of Midland petitioning the Province to cease downloading its responsibilities to the municipal level and to start uploading those services that have already been downloaded.
Carried

The Town of Halton Hills circulated a resolution supporting the investigation of the Ombudsman of Ontario to review the fairness and transparency of MPAC and requesting that all municipalities formally do the same.

05-175 Moved by W. Stevens Seconded by R. Hope
Resolved to support the resolution of the Town of Halton Hills supporting the investigation by the Ombudsman of Ontario into the fairness and transparency of the valuation of properties by the Municipal Property Assessment Corporation.
Carried

Information was received from the Ministry of Northern Development and Mines on the Northern Communities Investment Readiness initiative, which was developed to help northern communities take advantage of opportunities arising out of the GO North Investor Program.

The requirements for the 2005 Municipal Performance Measurement Program were received from the Ministry of Municipal Affairs. The requirements and method of calculating some of the measures have changed.

The final draft of the long-term Community Plan has not yet been prepared but should be early in 2006.

Notice was received from the Township of St. Joseph that they will continue to participate in the joint recycling program for the year 2006.

Landfill staffing and hours were considered. The hours had to be determined prior to advertising the position of custodian. Jack Martin has very kindly filled in after the untimely death of Doug Curtis but the position has to be filled. After considering the summary of hours from area landfills and feedback from users the decision was made to adopt the following hours to take effect after the new landfill attendant is hired. The hours will be from May 15 to September 15: Sat. 10 -3. Sun 2- 6 Wed 2 -7 and Monday of a long weekend 2 6; for the rest of the year: Sat 10 -3 and Sun 2 6. The morning hours are in response to requests and the extended Wednesday hours are to allow those who work to be able to use the facility. Only the two other landfills on the Island have Sunday hours and that is probably for the same reason that Council decided to keep them for the convenience of those who find it easier and more practical. The facility will be staffed from April 1st to November 15th with only spot checks the rest of the year. As discussed at the joint meeting the lock will be changed and fewer keys issued in an attempt to reduce the amount of entry during times that the site is not staffed, especially in the spring to fall period when an incredible amount of material is deposited.

The proposal for insurance coverage for 2006 was reviewed. The premium was $500 lower than in 2005 although the amount of coverage was increased to reflect the estimated values of the buildings. As well, Council considered the value of the boats at the marina in the case of a liability claim due to an accident in which the Village was wholly or partially responsible. While the overall coverage for liability for boats was considered adequate, the maximum value was not, so the increased coverage option was selected.

05-176 Moved by R. Hope Seconded by L. Crack
Resolved to accept the insurance quotation for 2006 as presented by Algoma Insurance in the amount of $26,245 plus taxes.
Carried

Terms for repayment of the retroactive assessment for the reciprocal insurance policy have been agreed to but the agreement has not yet been prepared.
The financial statements for 2004 had just been received. However, due to the lateness of the meeting and the fact that no one had an opportunity to review them, they were not discussed at this time but were formally accepted.

05-177 Moved by J. Sullivan Seconded by W. Stevens
Resolved to accept the audited financial statements for 2004 as prepared by Dennis Thompson Professional Corporation.
Carried

The annual resolutions to allocate the surplus or deficit from each aspect of the operations to the correct reserve were considered. The account numbers mentioned are account numbers from the accounting program not bank accounts.

05-178 Moved by J. Sullivan Seconded by R. Hope
Resolved to authorize the transfer of any surplus or deficit from the operations of the Incorporated Village of Hilton Beach for 2005 to Account #2311 the Reserve for Working Funds.
Carried

05-179 Moved by W. Stevens Seconded by L. Crack
Resolved to authorize the transfer of any surplus or deficit from the operations of the Hilton Union Fire Board for 2005 to the Reserve for the Hilton Union Fire Board Expenditures.
Carried

05-180 Moved by L. Crack Seconded by J. Sullivan
Resolved to authorize the transfer of any surplus or deficit from the Open Air Market operations for 2005 to Account #2315 the Reserve for Special Events and Projects.
Carried

05-181 Moved by R. Hope Seconded by L. Crack
Resolved to authorize the transfer of any surplus or deficit from the operations of the Summer Festival in 2005 to Account #2315 the Reserve for Special Events and Projects.
Carried

05-182 Moved by J. Sullivan Seconded by W. Stevens
Resolved to authorize the transfer of any surplus or deficit from the operations of the Recreation Committee for 2005 to Account #2314 the Reserve for Recreation Working Funds.
Carried

05-183 Moved by W. Stevens Seconded by L. Crack
Resolved to authorize the transfer of any surplus or deficit from the capital projects of the Recreation Committee for 2005 to Account #2313 the Reserve for Recreation Capital.
Carried

05-184 Moved by R. Hope Seconded by J. Sullivan
Resolved to authorize the transfer of any surplus or deficit from the operations of the sewer and water systems in 2005 to Account #2324 the Reserve fro Sewer and Water Operations.
Carried

05-185 Moved by L. Crack Seconded by J. Sullivan
Resolved to authorize the transfer of any surplus or deficit from the sale of property in 2005 to Account #2318 the Reserve fro Repayment of the Capital Loan for Waterfront Development.
Carried
Vacancies on the various Boards and Committees were considered. Councillor Crack notified Council that there was a vacancy on the Library Board due to the resignation of Debra Missere for personal reasons. As well, there is always room for people to serve on the Recreation Committee. There is a vacancy on the Seniors/Disabled Services Advisory Committee for the Trefry Centre.

Office hours for the holiday period were considered.

05-186 Moved by W. Stevens Seconded by J. Sullivan
Resolved that the Office will be closed from December 19th to January 2nd inclusive.
Carried

05-187 Moved by W. Stevens Seconded by J. Sullivan
Resolved to give first, second and third reading to By-law #865 being a by-law to confirm the proceedings of the Council meeting held December 14th, 2005 and confirm the taking of any action authorized therein and thereby.
Carried

05-188 Moved by J. Sullivan Seconded by R. Hope
Resolved to adjourn to meet again on January 11th, 2006 or at the call of the Reeve.
Carried









OUTSTANDING ACHIEVEMENT

Jake Cormier won the Northern Youth Achievement Technology Award sponsored by Ontera. Jake was one of three finalists for this category. He is a fourth year student at Algoma University and is completing his thesis on the options to bring high-speed internet service to under serviced areas of the Island Including Hilton Beach.


APPRECIATION CORNER

To those who have decorated their homes for the Christmas season.

To the Fire Department for putting up and decorating the tree on the Market lot. Joe Books and Wes Hall in particular deserve recognition. As well, people have donated decorations and this is greatly appreciated. Devon Hall and Morgan Garside painted several wooded decorations that can be used in future years as well.

To Bill Batman who got the plumbing problem at the hall fixed just in time for the Seniors/Retirees Luncheon. The extra effort was greatly appreciated.

To those who helped prepare and serve the Seniors/Retirees Luncheon. This included Pat Davies, Lavera Crack, Diane Huot, Karen Garside and Annette Fischer. Diane Huot sang and played her guitar much to the enjoyment of both the guests and those helping. Thanks also go to Bob Poulton, John Crack and Joe Books for setting up and taking down the tables and chairs.
BOARDS AND COMMITTEES

If you have an interest in volunteering on a Board or Committee there are currently vacancies on the Library Board, the Recreation Committee and the Seniors/Disabled Advisory Committee or the Trefry Center. As well, the Recreation Committee can always use volunteers who may not wish to sit on the Committee but who would like to assist with the programs such as activities for the children, youth and seniors.

If you have an interest in any of these opportunities please contact the Village Office and you will be put in touch with the correct person to find out more about the activities and responsibilities.


OFFICE CLOSED

The Office will be closed from December 19th to January 2nd, open again on January 3rd, 2006.


HOLIDAY LANDFILL HOURS

During the upcoming holidays, the landfill will be closed on December 25th and January 1st.

The Landfill will be open December 24th, December 31st, January 7th and January 8th. The hours each day will be noon until 5 p.m.


SEASONS GREETINGS

Council and staff wish each resident a wonderful holiday season with family and friends. Best wishes for 2006.