The Corporation of the Village of Oil Springs Regular Meeting Minutes

The Corporation of the Village of Oil Springs
Regular Meeting Minutes
Date:
Time:
Location:
Tuesday, February 10, 2015
7:00 p.m.
Village of Oil Springs Council Chambers
4591 Oil Springs Line, Oil Springs, ON
Council Members Present:
Ian Veen, Mayor
Andrea Burns-Antoine
Rick Powell
Matt Strangway
Larry Wagner
Staff Member Present:
Karen Cook, Deputy Clerk-Treasurer
Jennifer Turk, Clerk-Treasurer
Call to Order
Mayor Veen opened the meeting at 7:00 p.m.
Declaration of Pecuniary Interest/Conflict of Interest
No declaration was made by any one member of Council at this time. Mayor Veen requested
Council members to make the appropriate declaration if necessary throughout the business of
the meeting.
Delegations
7:00 p.m. – Justin Johnson, Municipal Relations Representative, MPAC
Mr. Johnson presented Council an overview of the assessment process with MPAC and
municipalities.
At this time, Mr. Brent Boles, Petrolia Topic made his entrance into Council Chambers.
At this time, Mayor Veen thanked Mr. Johnson for coming to Council to provide an overview of
services offered by MPAC.
At 7:10 p.m., Mr. Johnson made his exit from Council Chambers
At 7:10 p.m., Mr. Darren Morningstar made his entrance into Council Chambers.
Adoption of Council Meeting Minutes
Motion #1 – Strangway/Powell: That the minutes be adopted as by Council, as amended, and
that those confidential minutes of the closed sessions of Council remain confidential and
restricted from public disclosure in accordance with the exemptions provided in the Municipal
Freedom of Information and Protection of Privacy Act:
 Regular Council Meeting, January 6, 2015
 Closed Council Meeting, January 6, 2015
Business Arising from Previous Minutes
“Lennan” Drain/Richmond Street Drainage Project
Discussions took place regarding the said drainage project that was tabled from 2014.
Motion #2 – Wagner/Strangway: That Council direct staff to notify R. Dobbin Engineering to go
ahead with re-tendering the drainage project that was tabled in 2014, on Richmond Street also
referenced as “Lennan” Drain, provided approval from St Clair Region Conservation Authority
has been obtained for the said project for 2015.
Carried.
Regular Council Meeting, February 10, 2015
Page 1 of 6
Motion #3 – Powell/Strangway: That the amount of $11,000 from Storm Drain Maintenance be
put into a reserve called Storm Drains for the Richmond Street Drainage Project also reference
as “Lennan” Drain for 2015.
Carried.
LED Streetlight Project
Motion #4 – Wagner/Strangway: That the amount of $52,830.50 for the LED streetlight project
installed by Bluewater Power be paid out of sanitary sewer reserves and that $10,566.10 be
paid back to sanitary sewer reserves yearly for five (5) years beginning 2015.
Carried.
Power Surge Insurance
Discussions took place regarding Power Surge Insurance that Cam-Ron Insurance offered in his
presentation from January 6, 2015 to Council. The yearly total is $587.00. Council deferred this
to 2015 Budget.
Opening of Tenders/RFQ’s
Website Quotes
Discussions took place regarding the two (2) quotes received for website development and
hosting.
Motion #5 – Burns-Antoine/Strangway: That the quote from Country Road Graphics for
$3,000 + HST for website development and/or maintenance be accepted. Staff is directed to
notify the current website contractor and end services to date.
Carried.
Community Hall
Discussions took place regarding the two (2) quotes received for the installation of railing to the
steps on the east side of the building.
Motion #6 – Powell/Strangway: That the quote from Eddy’s Mills Machine Shop in the amount
of $847.50 for the installation of a railing on the east side of the Community Hall building be
approved and installed, in accordance with the building code.
Carried.
Public Works Department
At 7:30 p.m., Superintendent of Public Works, Darren Morningstar gave Council an update of
the following issues:
 1 ton pickup was out of commission Wednesday, February 4, 2015. Wyoming Tree
Service was called in to assist with snow removal for 4 hours at $140 per hour.
 2565 Elizabeth Street – Sanitary sewer backup on Friday, February 6, 2015. Logan AgriFlush was contacted to assist with removing the blockage. Extra work is needed in the
spring as a measure of preventative maintenance. Spot flushing from Fall of 2014 did
not seem to “flush” the sewer system enough.
Council discussed a five (5) year rotating schedule of “flushing” sections of the Village’s
sanitary sewer system. Council deferred further discussions until Water/Sanitary Sewer
Budget in 2015.
 Verbal complaint received at the Counter regarding the intersection if Victoria Street
and Elizabeth Street – Council discussed this corner and the hazardous this intersection
presents. Mr. Morningstar received a quote for flashing beacon as requested by the
Mayor
Motion #7 – Burns-Antoine/Powell: That Public Works staff be directed to purchase two (2)stop
signs in order to make the intersection at Victoria Street and Elizabeth Street a 4-way stop.
Carried.
 Public Works staff was also directed by Council to investigate the property on Elizabeth
Street at Victoria regarding the hedges and meeting the requirements of the site
triangle as outlined in the Zoning By-law #192 of 1986. Councillor Powell asked that
Public Works staff investigate the trees at Sheriff Street and Oil Springs Line for the site
triangle requirements as well
 Quotes received to date regarding the renovations for a “new” public works office in the
basement of the Community Hall in the Boiler Room. Deferred to Budget
At 8:00 p.m., Mr. Morningstar made his exit from Council Chambers.
Regular Council Meeting, February 10, 2015
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Planning/Zoning Issues
None.
Staff Reports
Motion #8 – Powell/Wagner: That the following Staff Reports be noted as received and filed
accordingly:
9.1
CH2M Hill OMI – December Monthly Operating Report
9.2
CH2M Hill OMI – Update – Lagoon Alum System
Carried.
Motion #9 – Wagner/Powell: That the Amendment No 6 pertaining to the Standard Agreement
for Professional Services from CH2M Hill OMI (Over-all Responsible Operator with Sanitary
Sewer Services) in the amount of $25,839 be approved for payment
Carried.
Discussions took place regarding Staff Report #9.4 – Complaint Policy. Staff was directed to
have all complaints forwarded to Council for review/decision.
Motion #10 – Burns-Antoine/Powell: That the Staff Report #9.4 from the Clerk-Treasurer
regarding the implementation of a Complaint Policy be amended as discussed and brought back
to the March 2015 Council Meeting.
Carried.
Councillors’ Reports
None.
Committee Reports
At this time, Councillor Strangway gave a verbal report regarding Bluewater Recycling
Association’s meeting in January 2015. The following was reported to Council:
 blueboxes and curbside “bagged” pickup will become extinct in the near future with
automated wheelie bins taking over collection.
 new trucks coming into service will be operating off natural gas vs fuel.
Motion #11 – Wagner/Burns-Antoine: That the following Committee Meeting Minutes and
Reports be noted as received and filed:
11.1 Lambton County Historical Society – Minutes
11.2 SCRCA – Municipal Appointment
11.3 Lambton County Emergency Management – Minutes
11.4 Oil Springs Cemetery – Appointment
Carried.
By-laws
Motion #12 – Powell/Burns-Antoine: That By-law No. 670 of 2015, being a By-law to appoint an
animal control officer for the Village of Oil Springs and authorize the execution of an agreement
between Glencoe Animal Shelter and Control and the Village of Oil Springs be taken as read a
first, second, third reading and finally passed and the Mayor and Clerk be authorized to sign the
said by-law accordingly.
Carried.
Correspondence – Action Required Items
Motion #13 – Wagner/Powell: That Action Required Correspondence Item #13.1 Chatham-Kent
Proposal for Enhancing Pollinator Health be noted as received and filed accordingly.
Carried.
Motion #14 – Wagner/Powell: That Action Required Item #13.2 Lambton County Mosaic be
noted as received and filed accordingly.
Carried.
Motion #15 – Wagner/Burns-Antoine: That Action Required Item #13.3 Central Lambton Family
Health Team – Request for support be noted as supported and staff be directed to send $300 in
lieu of support from Council.
Carried.
Regular Council Meeting, February 10, 2015
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Motion #16 – Burns-Antoine/Wagner: That Action Required Item#13.4 – TSL – 2015-2016 Guide
be noted as received and staff be directed to purchase a 1.5 unit in the amount of $768.40 to
promote the 2015 Celebrations.
Carried.
Motion #17 – Powell/Strangway: That Action Required Item #13.5 – CUPW – Support to Save
Canada Post receive support from the Village of Oil Springs Council and Staff be directed to send
Council’s support to Minister of Transport, CUPW and MP Pat Davidson.
Carried.
Motion #18 – Wagner/Powell: That the Action Required Item #13.6 – County of Lambton –
Property Standards Appeal Training be noted as received and a staff member be directed to
attend.
Carried.
Motion #19 – Wagner/Powell: That Action Required Item #13.7 – Autism Ontario be noted as
received and filed accordingly.
Carried.
Motion #20 – Wagner/Powell: That Action Required Item #13.8 – MTO – Consultation on
Ontario’s Default Speed Limit be noted as received and filed accordingly.
Carried.
Correspondence – Recommended Reading
Motion #21 –Wagner/Burns-Antoine: That the Correspondence relating to “Recommended
Reading” not otherwise addressed by resolution, be noted as received by the Village of Oil
Springs Council, and filed accordingly.
14.1 OPP Billing Model – Resolutions
14.2 MIG Engineering – Announcement
14.3 Union Gas – Winter Warmth Program
Carried.
Closed Meeting Session
At 8:30 p.m., Council moved into a Closed Meeting
Motion #22 – Powell/Wagner: That Council move into an In-Camera Meeting of Council
pursuant to Section 239 of the Municipal Act, 2001, as amended, for the following reasons:
a)
b)
c)
personal matters about an identifiable individual, including municipal or local
board employees;
litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board;
Labour relations or employee negotiations
Carried.
At 9:00 p.m., Council adjourned and proceeded into their Open Meeting discussion.
Motion #23 – Strangway/Wagner: That the Closed Session Meeting be adjourned.
Carried.
Motion #24 – Burns-Antoine/Powell: That the list of outstanding taxes as presented by Deputy
Clerk-Treasurer, in closed session, be noted as received and staff be directed to contact the
owners on the list and brought back to March council meeting.
Carried.
New Business
2015 Celebrations
Discussions took place regarding a total budget for advertising for the 150 th Celebrations for
2015. To date $4,500 has been spent on advertising. Council directed Staff to not spend more
than $8,000 in advertising for 2015 events.
At 9:05 p.m., Councillor Powell made his exit from Council Chambers due to work
commitments.
Regular Council Meeting, February 10, 2015
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Discussions continued regarding the amount of funds raised to date:
$111,000 for events to take place - $35,000 raised to date
$83,810 for Legacy Project - $35,777 raised to date
$8,500 for Community Project - $0 raised to date
No Smoking Ban
Discussions took place regarding the new by-law that came into effect January 1, 2015.
Lambton Public Health is responsible for enforcing the Smoke-Free Ontario Act which protects
workers and the public from the dangers of second-hand smoke. The Smoke-Free Ontario Act
has made changes that will affect the Village beginning January 1, 2015. Effective January 1,
2015, it will be illegal to smoke tobacco and hold lighted tobacco within 20 metres of
playgrounds, public sport fields, sport surfaces, and on spectator areas adjacent to sporting
areas.
Lambton Public Health provided the municipality with 12 free no smoking signs for public works
staff to install.
Plans & Priorities for 2014-2018 Council Term
Mayor Veen discussed with Council plans and priorities for this council term. Council was
directed by the Mayor to bring forward their priorities, to the March council meeting, for the
municipality that they think would be beneficial.
OCIF – Formula Based Grant
Discussions took place regarding the four (4) projects that Council discussed in December 2014.
The municipality will receive $25,000 for 2015 and eligible projects include, roads, bridges,
water and sanitary sewer projects. A report is to be submitted by the Clerk by March 31, 2015
outlining what the $25,000 will be spent on. Council confirmed and agreed to the following
projects for this grant:
1. Hannah Street/Oil Springs Line - $5,900
2. James Street – three (3) separate areas between Hannah Street and Elizabeth Street $6,853
3. Victoria Street/Margaret Street - $5,700
4. Bridge on Oil Springs Line - $11,711
Total costs for these projects is approximately $30,164. Council will have to come up with
$5,164 in the 2015 budget to complete the above projects.
Emergency Lighting
Emergency lighting projects, as stated in the Ontario Health & Safety Act, are moving forward in
all municipal buildings as discussed at the January 2015 Council meeting.
Website Tower
The Municipal Office received a request from Mr. Robert Wilks, Information & Technology from
the County of Lambton regarding the use of our tower for Township of Enniskillen municipal
office as they will no longer have internet beginning middle of March 2015.
Motion #25 – Wagner/Strangway: That the request from Robert Wilks, County of Lambton, be
noted as received and staff be directed to contact Mr. Wilks to proceed to investigate/assess the
possibility of Enniskillen municipal office using the Village internet tower for their internet
usage/needs.
Carried.
James Street
The Mayor updated Council with what he described as “sinking or caving” in of the said street in
different areas. Public Works is to investigate whether crack sealing would save this road.
Discussions also took place regarding public works providing a list of all road work that is
needed to be completed within Village limits and bring to budget for consideration.
Regular Council Meeting, February 10, 2015
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Accounts
Motion #26 – Wagner/Strangway: That the Accounts as listed be approved by the Village of Oil
Springs Council for payment:
 Village of Oil Springs General Pay List – January 7, 2015 – February 10, 2015
Carried.
Approval of Confirming By-law
Motion #27 – Strangway/Burns-Antoine: That By-law No. 671 of 2015, being a By-law to
confirm all resolutions of the Council Meeting held February 10, 2015 be taken as read a first,
second, third reading and finally passed and the Mayor and Clerk be authorized to sign the said
by-law accordingly.
Carried.
Adjournment
Adjournment of the Regular Council Meeting took place at 9:55 p.m.
Motion #28 – Wagner/Strangway: That the Regular Council Meeting be adjourned until the
next Regular Meeting, to be held on Wednesday, March 11, 2015, commencing at 7:00 p.m.
Carried.
____________________________
Mayor
Regular Council Meeting, February 10, 2015
________________________
Clerk
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