Accounts payable
Tehkummah council carried a motion that the accounts payable for the period nine of the fiscal year in the amount of $220,041.14 be paid as per the payable control report. The motion was moved by Councillor Ron Hierons and seconded by Councillor Paul Bowerman. Councillor Bowerman noted that he was not comfortable submitting payment for work that was not completed or not completed satisfactorily.
New clerk
Karen Gerrard was appointed by council as the new town clerk-treasurer. The bylaw 2016-06 for the purpose of appointing a clerk-treasure was moved by Councillor Hierons and seconded by Councillor Laird Lee. Council also carried a motion to appoint Barb DeForge as the deputy clerk-treasurer.
Ms. DeForge was authorized to attend the Municipal Treasurer’s Forum hosted by the Ministry of Municipal Affairs and Housing on November 3 and 4 in Sudbury.
Financial review
As the municipality has undergone significant challenges associated with the bookkeeping of financial transactions due to extenuating circumstances, council directed the new clerk-treasurer to contact qualified persons for an estimate of a cost to review the financial transactions for the year 2015 and for the period of January 1, 2016 to October 31, 2016.
Budget
The approval of the 2016 budget and subsequent final tax levy was delayed by council “due to extenuating circumstances” leading council to approve the 2016 budget at its last meeting.
Community Infrastructure Fund program
Council carried a motion authorizing municipal representatives to enter into a contribution agreement with the province for the Ontario Community Infrastructure Funding program. The motion was moved by Councillor Hierons and seconded by Councillor Lee.
Overtime
Council reviewed a municipal employee overtime policy. Councillor Hierons put a motion on the table, seconded by Councillor Paul Bowerman which read: “Whereas municipal employees are called upon to work hours in excess of their normal work week which could lead to an excessive amount of banked leave time and thus lead to a shortage of personnel and difficulty in managing operations; be it resolved that all municipal employees be paid overtime earned at the overtime rate; and at this policy statement shall come into effect immediately with any outstanding overtime hours banked and then paid out per employee; and further that the clerk-treasurer be directed to include this policy statement with the employee policy.”
The motion was deferred.
Fire hydrants
Council learned that the fire hydrants in South Baymouth do not meet the standard code and therefore property owners are not getting fire hydrant protection insurance rates. A motion was moved by Councillor Hierons and seconded by Counillor Lee to authorize the fire chief to communicate the concern with the Ontario Clean Water Agency in order to resolve the issue.
Winter sand supply tender
The tender for winter sand was awarded to Mike Varey Construction for $21.68 per cubic metre, subject to approval of material by the public works superintendent.
Equipment
Staff recommended that a new patrol truck was needed for the public works department. Council authorized the purchase of a 2016 Dodge Ram 2500 truck from Arthur Chrysler Dodge Jeep Limited for $43,368.97. A second motion was carried that the old half-ton pick up truck be kept in service by the municipality for garbage hauling and cold patching.
The public works superintendent reported that the backhoe sold for $10,000 at a recent Ritchie Brothers Auction.
A motion was tabled to authorize the superintendent to purchase a new plow/dump truck with a maximum budget limit of $80,000.
A motion was carried for Councillor Hierons and the superintendent to inspect the Town of Ingersoll’s plow/dump truck that it has for sale and to advise council if it should submit a bid.
Landfill
Council authorized the municipality to enter into an agreement with Municipal Waste and Recycling Consulting for recycling materials.
Seasonal operations
The clerk-treasurer was directed to prepare a bylaw for adoption deeming the seasonal operations for the South Baymouth Marina, John Budd Memorial Campground Park and South Beach Park May 1 or the nearest Monday to the Sunday following Thanksgiving weekend in October.
Tehkummah council discussed how there is potential for liability for damages to items left unattended on the municipal property where the marina docks in South Baymouth are closed in the winter. Council directed the clerk-treasurer to draft a storage and hold harmless agreement to be presented for signature between an owner of any items that will be left unattended and the municipality. An off season storage fee was also established of $10 per linear foot for the off season effect October 1, 2016.
Little Schoolhouse and Museum
Council carried a motion, moved by Councillor Lorie Leeson and seconded by Councillor Hierons, to accept the minutes from the September 20 Little Current Schoolhouse and Museum Board. It was also noted that council was aware of the health and safety concern of an uneven walkway and will recommend to the museum board that this be set aside as a budget item for 2017.
