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Council Minutes - May 7/08
May 7, 2008
INCORPORATED VILLAGE OF HILTON BEACH
Council Meeting
May 7th, 2008
The meeting was called to order at 7:30 p.m. Present were Mayor Hore and Councillors Hope and Stevens. Absent with notice were Councillors Crack and Sullivan.
08-46 Moved by W. Stevens Seconded by R. Hope
Resolved to approve the minutes of the April 2nd, 2008 meeting as presented.
Carried
08-47 Moved by R. Hope Seconded by W. Stevens
Resolved to approve the minutes of the April 9th, 2008 meeting as presented.
Carried
08-48 Moved by W. Stevens Seconded by R. Hope
Resolved to authorize payment of Voucher #08-04 in the amount of $49,992.37.
Carried
The Problem Detail Sheet Summary was reviewed. It was decided to order four dispensers for bags to be placed along in strategic places so people walking their dogs can use the bags to clean up after their dogs. Some of the spring clean up items were assigned. A Village and Park clean-up will be arranged.
The Clerk’s report was reviewed. April was a very productive month. Year-end, hiring summer staff, etc.
The monthly maintenance reports were received from OCWA. A faulty Bell line lead to several callouts but has since been fixed.
A complaint was received regarding snowplow damage to a lawn. There are several places where sod has been cut up in the Village. The Road Superintendent will be working on these areas in the next couple of weeks. The effectiveness of marking the corners in the fall to provide guidance to the operator was discussed.
Notice was received that Bob Johnson is now the acting District Manager for the Ministry of Natural Resources.
The Museum budget was received. It will be considered at the Island Council meeting prior to budget time.
The levy for the recycling bins at the corner of highways 17 and 548 was received. The share of all participating municipalities went up as the Township of St. Joseph has dropped out of the agreement. The Village share is $1,505.61. There was a $262.19 rebate from Waste Diversion Ontario for 2007.
The possibility of becoming a retailer of items from West Marine was identified by Councillor Hope when the life jackets were purchased for the marina staff. Council decided that this might be very helpful to the boating public.
08-49 Moved by R. Hope Seconded by W. Stevens
Resolved to make application for a wholesale account with Port Supply, the wholesale division of West Marine.
Carried
An explanation of the funding formula for the recent roads grants was received from the Ontario Good Roads Association.
Th Ministry of Transportation requested that municipalities check the repair of any infrastructure within the MTO right of way to ensure their safety.
Information was received from the Kensington Conservancy regarding a new project that the group is initiating The Clerk will obtain further details.
Notice was received that this is Children’s Mental Health Week.
Council discussed the possibility to hold a tippage free weekend. There will be a bin for metal items so they do not have to be handled twice. After the weekend, all metal will be removed from the landfill. Tires cannot go in tippage free because the Village has to pay to have them removed.
08-50 Moved by W. Stevens Seconded by R. Hope
Resolved to wave the tippage fees at the Landfill for May 17, 18 and 19 for non commercial refuse. Tires are excluded.
Carried
A draft records retention by-law was reviewed. Some suggested changes were made. Some documents have to be retained for a period of 2 years while others will be kept permanently. The Village has never had a by-law. It was thought that one should be put in place and this will provide guidance to staff as files are sorted in preparation for the move to the new office location.
The recommendations for office equipment were reviewed. Both the current office computers are old (7 and 11 years) and the marina computer is about 8 or 9. Failure of any of these units would be inconvenient at best and a disaster at worst. Because the XP operating system will be discontinued by Microsoft in June it was decided to replace all of the computers at this time. A shredder will also be purchased so that very old files can be properly destroyed. The high-speed satellite service at the marina has not been satisfactory. The problem was identified as an inadequate router so a new one will be purchased. The provision of wifi service is of considerable importance to the boating public.
08-51 Moved by W. Stevens Seconded by R. Hope
Resolved to accept the recommendations of staff for the purchase of computers, a printer, a shredder and a router.
Carried
08-52 Moved by R. Hope Seconded by W. Stevens
Resolved to appoint Ann Woods to the Recreation Committee.
Carried
08-53 Moved by W. Stevens Seconded by R. Hope
Resolved to accept the Ellwood-Robinson Ltd tender for single surface treatment in the amount of $8,681.40.
Carried
St. Joseph Township provided a copy of a letter to the Sault Area Hospital Board of Directors inviting representatives to attend area municipalities served by Matthews Memorial Hospital to discuss any plans affecting the future operational capacity of Matthews Memorial Hospital. The Board was asked to provide preferred dates in May for this meeting.
Council had to go into closed meeting to discuss items protected under the Act.
08-54 Moved by W. Stevens Seconded by R. Hope
Resolved to go into closed meeting.
Carried
08-55 Moved by R. Hope Seconded by W. Stevens
Resolved to return to open meeting.
Carried
08-56 Moved by W. Stevens Seconded by R. Hope
Resolved to five first, second and third readings to By-law #941, being a by-law to confirm the proceedings of the Council meeting held May 7th, 2008 and confirm the taking of any action authorized therein and thereby.
Carried
08-57 Moved by W. Stevens Seconded by R. Hope
Resolved to adjourn to meet again on July 11th, 2008 or at the call of the Mayor.
Carried
OFFICE CLOSED
The Office will be closed from Wednesday May 14 to Friday, May 16 so the Clerk can attend the FONOM Conference.
APPRECIATION CORNER
To Lydia Hore who helped clean up the water at the workshop during spring melt.
To Orrell Rains for sweeping the boardwalk of all the accumulation of winter debris.
To Peggy Burton for picking up garbage along the M & N.
To Ann Woods for volunteering to serve on the Recreation Committee
TIPPAGE FREE WEEKEND
To assist residents with their spring clean-up, Council has decided that non commercial tippage fees will be waived for the weekend of May 17 – 19 with the exception of tires. Metal will be accepted.
