December 11, 2017

Minutes of a Regular Meeting held in the Council Chambers, 937907 Marsh Bay Road, Coleman Township, on Monday, December 11th, 2017, at 6:00 p.m.

1. Calling the Meeting to Order

The meeting was called to order by Mayor Dan Cleroux at 6:03 p.m.

2. Roll Call

Present:

Mayor Dan Cleroux

Councillors Sue Cote, Ken Laffrenier, and Cathy Marcella

Also Present:

Logan Belanger, CAO

Don Laitinen, Fire Chief

Regrets:

Councillor Lois Perry

Brian Bigelow, Public Works Foreman

Members of the Public Present:

0

Members of Press Present:

N/A

3. Adoption of the Agenda

Mayor Cleroux requested the addition of the Cobalt Water Commission, under item 12. Committee Reports.

The CAO commented that the delegates were unable to attend the meeting; therefore, recommended the removal of item 7.1 Mario Chitaroni, Portage Bay – Fire Protection and Private Snow Plowing.

Resolution No. 17-12-01

Moved By: Councillor Susan Cote

Seconded By: Councillor Ken Laffrenier

Be it resolved that the agenda for the regular meeting of December 11, 2017, be approved as amended.

Carried.

4. Declaration of Conflict or Pecuniary Interest and General Nature Thereof

None

5. Adoption of the Minutes

Resolution No. 17-12-02

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Susan Cote

Be it resolved that the minutes of the following Council Meetings be adopted as distributed:

1. Regular Meeting – November 27, 2017

Carried.

6. Accounts

Resolution No. 17-12-03

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Susan Cote

Be it resolved that the general accounts in the amount of $37,824.40 be passed and paid.

Carried. Regular Meeting Minutes December 11, 2017

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Resolution No. 17-12-04

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Susan Cote

Be it resolved that payroll in the amount of $16,774.12 for the month of November 2017 be passed and paid.

Carried.

7. Petitions and Delegations

7.1. Mario Chitaroni, Portage Bay – Fire Protection and Private Snow Plowing Removed

8. Staff Reports

1. Works Department – No update

2. Fire Department – Don Laitinen, Fire Chief, distributed a Fire Marshall’s communique regarding establishing and regulating by-laws, and encouraging a regulation by-law for ice/cold water rescue services. The Fire Department’s draft Standard Operating Guidelines (SOGs), have been completed, and will be presented to Council in the New Year. The SOGs outline that the Township does not provide ice/cold rescue services. The Department responded to four calls during the month of November. On December 5th, the volunteers attended the Santa train in Cobalt. Three new sets of bunker gear have arrived and are in service. The Fire Department will be hosting a New Year’s Dance on December 31st for their volunteers.

3. Administration – The CAO recommended posting signs on the mining equipment placed at the headframe, requesting not to climb on the equipment displays. OCWA recommended the installation of a sump pump in the chamber holding the flow meter to help keep the unit dry. Quotes will be received for Council’s review and consideration. FONOM updated that they did not support the proposed initiative from the Canadian Stimulus Fund Ltd., due to a lack of information. A resident reported damage due to private plowing; the Township will reimburse for repair to the structure. The Economic Development Officer provided a summary of funding opportunities for consideration during the first quarter of 2018. Council recommended the submission of an application to the Agri-Spirit fund for an accessible washroom/change room facility at Bass Lake.

Council was provided with an administrative report regarding an amendment to the EXP Agreement for the Water Distribution System Bleeder Stations.

Resolution No. 17-12-05

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Cathy Marcella

Be it resolved that the Council of The Corporation of the Township of Coleman hereby acknowledges receipt of Administrative Report No. 2017-12-01 regarding the amendment to by-law No, 17-51 to amend the terms of payment based on the receipt of periodic invoices for said work, from the Contractor for services performed under this Agreement; and

That Council directs staff to prepare the necessary by-law for consideration at the December 11, 2017 Regular Council meeting.

Carried.

Council was provided with an administrative report regarding the adoption of an updated Accessibility Policy and Multi-Year Accessibility Plan for the Township. Regular Meeting Minutes December 11, 2017

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Resolution No. 17-12-06

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Ken Laffrenier

Be it resolved that the Council of The Corporation of the Township of Coleman hereby acknowledges receipt of Administrative Report No. 2017-12-02; and

That Council directs staff to prepare the necessary By-laws to adopt the Township of Coleman’s Accessibility Policy and Multi-Year Accessibility Plan for consideration at the December 11, 2017 regular meeting of Council.

Carried.

Council was provided with an administrative report regarding a proposed update to the Township’s existing User Fees by-law.

Resolution No. 17-12-07

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Cathy Marcella

Be it resolved that the Council of The Corporation of the Township of Coleman hereby acknowledges receipt of Administrative Report No. 2017-12-03; and

That Council directs staff to prepare the necessary notices per by-law 03-01, schedule a date for a public meeting, and prepare the necessary By-law to adopt a User Fees for the Township of Coleman, for consideration at an upcoming regular Council meeting.

Carried.

Lastly, Council was provided with an administrative report regarding the adoption of an Emergency Management Program and Emergency Response Plan for the Township.

Resolution No. 17-12-08

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Susan Cote

Be it resolved that the Council of The Corporation of the Township of Coleman hereby acknowledges receipt of Administrative Report No. 2017-12-04; and

That Council directs staff to prepare the necessary By-law to adopt an Emergency Management Program and Emergency Response Plan for the Township of Coleman, for consideration at the December 11, 2017 regular Council meeting.

Carried.

1. Animal Service Provider – No Update.

Resolution No. 17-12-09

Moved By: Councillor Ken Laffrenier Seconded By: Councillor Susan Cote Be it resolved that the Staff reports be noted and listed in the minutes of this meeting.

Carried.

9. By-laws

9.1. Amend By-law No. 17-51 (EXP Services Inc. Agreement)

Resolution No. 17-12-10

Moved By: Councillor Ken Laffrenier Seconded By: Councillor Susan Cote

Be it resolved that By-law No. 17-54 amends By-law 17-51, being a by-law to enter into an Agreement with EXP Services Inc. to provide engineering services for the Coleman Water Distribution System Bleeder Stations be read a first and second time.

Carried. Regular Meeting Minutes December 11, 2017

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Resolution No. 17-12-11

Moved By: Councillor Ken Laffrenier Seconded By: Councillor Susan Cote

Be it resolved that By-Law No. 17-54 be read a third and final time and be passed and enacted.

Carried.

9.2. Multi-Year Accessibility Plan

Resolution No. 17-12-12

Moved By: Councillor Susan Cote Seconded By: Councillor Cathy Marcella

Be it resolved that By-law No. 17-55 being a By-law to adopt a Multi-Year Accessibility Plan for the Township of Coleman be read a first and second time.

Carried.

Resolution No. 17-12-13

Moved By: Councillor Cathy Marcella Seconded By: Councillor Ken Laffrenier

Be it resolved that By-Law No. 17-55 be read a third and final time and be passed and enacted.

Carried.

9.3. Municipal Accessibility Policy

Resolution No. 17-12-14

Moved By: Councillor Cathy Marcella Seconded By: Councillor Ken Laffrenier

Be it resolved that By-law No. 17-56 being a By-law to adopt a Municipal Accessibility Policy for the Township of Coleman be read a first and second time.

Carried.

Resolution No. 17-12-15

Moved By: Councillor Susan Cote Seconded By: Councillor Ken Laffrenier

Be it resolved that By-Law No. 17-56 be read a third and final time and be passed and enacted.

Carried.

9.4. Emergency Management Program and Emergency Response Plan

Resolution No. 17-12-16

Moved By: Councillor Cathy Marcella Seconded By: Councillor Ken Laffrenier

Be it resolved that By-law No. 17-57 being a By-law to adopt an Emergency Management Program and Emergency Response Plan and to meet other Requirements under the Emergency Management and Civil Protection Act be read a first and second time.

Carried.

Resolution No. 17-12-17

Moved By: Councillor Cathy Marcella Seconded By: Councillor Ken Laffrenier

Be it resolved that By-Law No. 17-57 be read a third and final time and be passed and enacted.

Carried.

10. Business Arising from the Minutes

10.1 Chitaroni Subdivision Update – Council directed the CAO to respond to the correspondence received by the Chitaroni Family, and update that their letters have been directed to the Ministry of Municipal Affairs and Housing for their review.

Regular Meeting Minutes December 11, 2017

5

10.2 Victor’s Way Road – Request – The CAO presented Council with draft letters, and were approved for distribution.

10.3 UNESCO Global Geoparks – Council received an email from Mr. Graham Gambles requesting Coleman Township provide representation on the Founding Members Board for their initiative. Prior to making a decision, Council inquired if the various stages of the initiative can be outlined (such as a flow chart), and to identify the associated costs for founding members at the various stages.

10.4 Timber Harvesting – Council approved Request for Proposal for the Timber Harvesting, pending the completion of the parcel registry review. The RFP will be posted on Wednesday, December 20, 2017 and will close on Monday, January 15th, 2018.

10.5 Establishment of a Municipal Heritage Committee – The CAO distributed the draft terms of reference prepared for the establishment of a Municipal Heritage Committee for the Township. Council approved the document and directed the CAO to prepare the necessary by-law for presentation to Council in the New Year.

10.6 Library Service Agreement – Tabled until household counts are received.

11. New Business

11.1. Conferences – None

11.2 Motions:

11.2.1 Payment of Accounts

Resolution No. 17-12-18

Moved By: Councillor Ken Laffrenier Seconded By: Councillor Cathy Marcella

Be it resolved that the CAO be authorized to pay all accounts presented to the Township up to and including December 31, 2017.

Carried.

11.2.2 Payment of Honorarium for Property Standards Committee

Resolution No. 17-12-19

Moved By: Councillor Cathy Marcella Seconded By: Councillor Ken Laffrenier

Be it resolved that the CAO be authorized to pay the honorarium to the Property Standards Committee for the year 2017.

Carried.

11.2.3 Appointment of Weed Inspector

Resolution No. 17-12-20

Moved By: Councillor Susan Cote Seconded By: Councillor Ken Laffrenier

Be it resolved that the Council for the Township of Coleman appoints Mr. Brian Bigelow as Weed Inspector for the year 2018.

Carried.

11.2.4 Instructions to Township of Coleman’s Auditor

Resolution No. 17-12-21

Moved By: Councillor Susan Cote Seconded By: Councillor Cathy Marcella

Be it resolved that the Township of Coleman’s Auditors be instructed to transfer surplus, if any, for 2017 to working capital reserve account, any deficit be withdrawn from working capital reserve account.

Carried. Regular Meeting Minutes December 11, 2017

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11.2.5 Appointment of Municipal Solicitor

Resolution No. 17-12-22

Moved By: Councillor Susan Cote Seconded By: Councillor Ken Laffrenier

Whereas Section 8 of the Municipal Act, 2001 states a Municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act;

Be it resolved that the Council for the Township of Coleman appoints the firm Kemp Pirie Crombeen as municipal solicitor for the Corporation of the Township of Coleman.

Carried.

11.2.6 Appointment of Fire Wardens

Resolution No. 17-12-23

Moved By: Councillor Ken Laffrenier Seconded By: Councillor Cathy Marcella

Whereas Section 8 of the Municipal Act, 2001 states a Municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act;

Be it resolved that the Council for the Township of Coleman appoints the firm Kemp Pirie Crombeen as municipal solicitor for the Corporation of the Township of Coleman.

Carried.

11.2.7 English Separate School Board Final Installment

Resolution No. 17-12-24

Moved By: Councillor Cathy Marcella Seconded By: Councillor Ken Laffrenier

Be it resolved that the CAO be authorized to pay the final 2017 installment for the English Separate School Board.

Carried.

11.2.8 English Public School Board Final Installment

Resolution No. 17-12-25

Moved By: Councillor Susan Cote Seconded By: Councillor Ken Laffrenier

Be it resolved that the CAO be authorized to pay the final 2017 installment for the English Public School Board.

Carried.

11.2.9 French Separate School Board Final Installment

Resolution No. 17-12-26

Moved By: Councillor Ken Laffrenier Seconded By: Councillor Cathy Marcella

Be it resolved that the CAO be authorized to pay the final 2017 installment for the French Separate School Board.

Carried.

11.2.10 French Public School Board Final Installment

Resolution No. 17-12-27

Moved By: Councillor Ken Laffrenier Seconded By: Councillor Susan Cote

Be it resolved that the CAO be authorized to pay the final 2017 installment for the English Public School Board.

Carried.

11.2.11 Canada Summer Jobs 2018 Program – Application

Resolution No. 17-12-28

Moved By: Councillor Susan Cote Seconded By: Councillor Cathy Marcella Regular Meeting Minutes December 11, 2017

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Be it resolved that Council for the Township of Coleman approves the submission of an application to the Canada Summer Jobs 2018 program, for up to four (4) summer students for the Swim and Recreation Program.

Carried.

11.2.12 MFOA – 2018 Municipal Membership Invoice

Resolution No. 17-12-29

Moved By: Councillor Susan Cote Seconded By: Councillor Cathy Marcella

Be it resolved that By- That Council for the Township of Coleman approved the renewal of the MFOA Municipal Membership for 2018, in the amount of $250.00, plus HST.

Carried.

11.2.13 Ontario Good Road – 2018 Membership Fee – Not approved

11.2.14 Quotation Review – Supply and Install Ice Guards

Resolution No. 17-12-23

Moved By: Councillor Ken Laffrenier Seconded By: Councillor Cathy Marcella

Whereas three quotations were requested to supply and install ice guards on the municipal complex roof;

Be it resolved that that Council for the Township of Coleman accepts the quotation from Toblers Contracting in the amount of $1,530 plus HST, to supply and install ice guards on the municipal roof over the three main entrances.

Carried.

11.2.15 Temiskaming Speaker – Honour Roll Advertisement – Not Approved

12. Committee Reports

12.1. Public Works Dan Cleroux – Cobalt Water Commission. Mayor Cleroux recommended submitting a letter to the Town of Cobalt requesting the appointment of a resident to represent Coleman Township on the Commission.

12.2. Finance, Cathy Marcella – Councillor Marcella updated that the 2018 budget preparation is well underway. The November financial reports will be prepared for distribution to Council.

12.3. Government Liaison, Dan Cleroux – No Update

12.4. Tourism & Recreation, Lois Perry – No update

13. Correspondence

13.1. FONOM – Ontario Government Investing in Transportation Services

13.2. Ministry of Natural Resources and Forestry – Sudbury Forest 2020-2030 Forest Management Plan

13.3. MPAC – Budget and Municipal Levy for 2018

13.4. Union Gas – EB-2017-0307- Application and Evidence

13.5. The Working Forest – Fall #2 2017

Resolution No. 17-12-31

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Cathy Marcella

Be it resolved that correspondence items 13.1 to 13.5 be noted, filed and recorded in the minutes of this meeting.

Carried. Regular Meeting Minutes December 11, 2017

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14. Notice of Motion

None

15. In camera (closed) session

Resolution No. 17-12-32

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Susan Cote

Whereas Section 239(2) states that a meeting or part of a meeting may be closed to the public if the subject matter being considered is:

(b) personal matters about an identifiable individual, including municipal or local

board employees;

(f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose;

Be it resolved that Council agrees to convene in closed session at 9:20 p.m. to discuss the following matters:

 HR Update

 Facebook Postings

Carried.

Resolution No. 17-12-33

Moved By: Councillor Lois Perry

Seconded By: Councillor Ken Laffrenier

Be it resolved that Council agrees to reconvene in open session at 9:45 p.m. without a report.

Carried.

16. Confirmatory By-law

Resolution No. 17-12-34

Moved By: Councillor Ken Laffrenier

Seconded By: Councillor Cathy Marcella

Be it resolved that By-Law No. 17-58 being a By-Law to confirm certain proceedings of Council be read a first and second time.

Carried.

Resolution No. 17-12-35

Moved By: Councillor Susan Cote

Seconded By: Councillor Cathy Marcella

Be it resolved that By-Law No. 17-58 be read a third and final time and be passed and enacted.

Carried.

17. Adjournment

Resolution No. 17-12-36

Moved By: Councillor Cathy Marcella

Seconded By: Councillor Ken Laffrenier

Be it resolved that this meeting do now adjourn at 9:50 p.m.

Carried. Regular Meeting Minutes December 11, 2017

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General Accounts CAO

Mayor