Hilton Township Council Minutes

016

Council met in the Meeting Room of the Municipal Building on the above date. Present were Reeve Rod Wood and Councillors Annette Fischer, Pat Garside and Jim See. Councillor David Leask was absent with notice. Lyn Garside, Road Superintendent, attended as well.

Moved by Pat Garside 2003-01

Seconded by Jim See

Resolved that we do accept the Agenda, as presented.

Moved by Annette Fischer 2003-02

Seconded by Jim See

Resolved that we do approve the Minutes of the meeting of December 4, 2002, as presented.

Tracey Latulippe, Habitat Specialist with Ducks Unlimited Canada, was present to advise Council of the joint project initiated between the MNR and Ducks Unlimited to catalogue, evaluate and preserve wetlands in the Central Algoma area. Area municipalities are being asked to partner in the project with individual contributions of $1,000. Each municipality that becomes a partner will receive the wetland mapping and evaluation for their area along with access to the satellite imagery acquired for the project. All of this information can then be considered in connection with each community’s comprehensive planning programs. Council commented that the timing was ideal in light of the current plans to update the official plan for the Island. Ms. Latulippe advised an Open House would be held January 16, 2003 in Hilton Beach to advise any landowners that have a wetland on their property of the possible tax incentives they could enjoy. Reeve Wood thanked Ms. Latulippe for her presentation and advised Council would consider the matter as part of their budget deliberations.

At the December, 2002 council meeting, a by-law was passed authorizing a second application under the Northern Communities Capital Assistance Program. There were remaining funds available as the result of coming under budget in the 2002 Roads Improvement Project. The Clerk was subsequently advised that all the administration involved with a second application could be avoided if the remaining funds were utilized on one of the same roads included in the original project. Council confirmed its objective that all of Base Line be surface treated as the availability of funds allows. Therefore, the remaining $10,000 of approved funding will be used to extend the surface treatment on Base Line in 2003.

Moved by Pat Garside 2003-03

Seconded by Jim See

Resolved that we do give first and second reading to By-Law No. 771-03 being a by-law to rescind By-Law No. 761 authorizing a second application for funding through the Northern Communities Capital Assistance Program.

Moved by Annette Fischer 2003-04

Seconded by Pat Garside

Resolved that we do give third and final reading and pass By-Law No. 771-03 being a by-law to rescind By-Law No. 761 authorizing a second application for funding through the Northern Communities Capital Assistance Program.

The Municipal Act, 2001, authorizes a municipal council to delegate to a municipal employee its authority to temporarily close a highway to public travel for the purpose of repairs or improvements. While Council intends to pass this authority on to Lyn Garside, Road Superintendent, a question concerning the ‘offence’ section of the by-law was raised. Council suggested a scale of fines be itemized in the by-law addressing situations where an individual continues to use a road that has been temporarily closed or when any barricades or detour signs are removed or defaced. The Clerk advised the by-law would be amended accordingly and presented at the February 5, 2003 meeting.

The Municipal Act, 2001 and Ontario Regulation 239/02 requires that a municipality inventory and classify all highways within its jurisdiction. Highways are classified according to the average daily

traffic and the posted or statutory speed limits for each road. These classifications determine the minimum standards of maintenance to be performed. First and second reading was given to the by-law with the expectation it will be passed at the February 5, 2003 meeting.

Moved by Jim See 2003-05

Seconded by Annette Fischer

Resolved that we do give first and second reading to By-Law No. 767-03 being a by-law to inventory and classify highways.

Lyn Garside, Road Superintendent, relayed to council members a concern brought to his attention by a local resident concerning the intersection of Whybourne Road and Hilton Road. Vehicles travelling on Hilton Road have the right of way but many drivers continuing in a southern direction down Whybourne Road have been failing to yield to ‘oncoming’ Hilton Road vehicles. The standard rules of driving dictate that anyone continuing onto a different road must confirm the way is clear before proceeding, however, due to the smooth transition from Hilton Road to Whybourne Road, that is not what is happening. Suggestions to remedy the situation included posting "Blind Intersection" or "Yield to Oncoming Traffic" signs as well as altering the entrance from Whybourne to Hilton Road. Lyn will report back to council at next month’s meeting with his recommendation.

Under the new Emergency Management Act, each municipality has been required to appoint a designated community emergency management coordinator who will implement an emergency management program. Hilton Township had earlier appointed Joe Books, Fire Chief as its delegate. The Act requires each coordinator to attend a week-long session intended to provide the necessary training to implement an emergency management program for the municipality.

Moved by Pat Garside 2003-06

Seconded by Jim See

Resolved that we do authorize Joe Books, Fire Chief, to attend the Community Emergency Management Coordinator Course: Essential Program, to be held in Sault Ste. Marie during the period February 18 – 21, 2003.

Moved by Pat Garside 2003-07

Seconded by Annette Fischer

Whereas, the Province of Ontario is providing the Township of Hilton with a Community Reinvestment Fund (CRF) allocation; and, Whereas the intended use of the CRF allocation is to mitigate increases in property taxes; Now, Therefore, let it be resolved that the Township of Hilton intends to use the 2003 CRF allocation in accordance with the terms and conditions set forth by the Ministry of Finance and ensures its taxpayers will receive the utmost benefit from these CRF funds.

Under the Municipal Act, 2001, a number of municipal by-laws needed to be reviewed and revised.

One of these by-laws is the municipality’s Procedural By-law, which governs the proceedings of Council, the conduct of its Members and the calling of Meetings. Considerable discussion ensued on the ‘Rules of Debate’ and whether or not following such rules with such a small group was necessary. Concern was raised that trying to adhere to a series of technical procedures could bog down the meetings and result in less being accomplished. It was decided to defer the matter to next meeting to provide more opportunity for councillors to review the draft by-law.

In accordance with one of the requirements in the proposed procedural by-law that any complaints be in writing, the Clerk provided Council with a sample ‘complaint’ form. The intention is to make it as convenient as possible for ratepayers to note any problems or concerns they would like Council members to address. There is even a section on the form to note any positive comments! Council suggested the form be included with the interim tax notices.

Under the Municipal Act, 2001, every municipality is required to include in a by-law any fees or charges it passes on to individuals. Such a by-law includes everything from the sale of shoreroad to the cost of a photocopy. It was noted that some of the building inspection fees had never been included in the original Building Inspection/By-Law Enforcement By-law and it was suggested the Building and By-Law Committee meet to address this issue. A tentative meeting date of January 27, 2003 has been scheduled. The Fees and Charges By-law will be reviewed at the February 5, 2003 Hilton Township council meeting.

A revised by-law establishing procedures for the sale of land owned by the Municipality was given first and second reading. The revision addresses the new requirement regarding notice to the public that was detailed as an option in the previous by-law.

Moved by Pat Garside 2003-08

Seconded by Jim See

Resolved that we do give first and second reading to By-Law No. 769-03 being a by-law to establish procedures for the sale of land owned by the Municipality.

The following by-laws were revised to address changes made regarding the remuneration and working conditions for council members and municipal employees. First and second reading was given to the by-laws with the expectation they will be passed at the February 5, 2003 meeting.

Moved by Jim See 2003-09

Seconded by Annette Fischer

Resolved that we do give first and second reading to By-Law No. 768-03 being a by-law respecting remuneration and expenses for payment thereof to Members of Council and Municipal Employees of the Corporation of the Township of Hilton.

Moved by Pat Garside 2003-10

Seconded by Annette Fischer

Resolved that we do give first and second reading to By-Law No. 763-03 being a by-law respecting certain conditions effecting the good and welfare of the Employees and Officers of the Corporation of the Township of Hilton.

A "Land Registry" document was presented to Council, according to requirements of the Municipal Act, 2001. This document details all the land the municipality owns with a complete legal description and assessed value. The document is to be posted in the municipal office.

The Clerk presented Council with the results of the "Primer on Planning" correspondence course she had taken over the last several months. The course has been successfully completed.

The Clerk advised that provided there are no delays from our tax programmer, the 2003 interim taxes should be mailed the beginning of February with a due date of February 28, 2003. Ratepayers will be billed fifty percent of the total taxes they paid the previous year. Any new assessment values will be taken into consideration when the final taxes are billed in August 2003.

Moved by Jim See 2003-11

Seconded by Pat Garside

Resolved that we do give first and second reading to By-Law No. 770-03 being a by-law to provide for an Interim tax levy and to provide for the payment of taxes and for penalty and interest charges after the due date.

Moved by Annette Fischer 2003-12

Seconded by Jim See

Resolved that we do give third and final reading and pass By-Law No. 770-03 being a by-law to provide for an Interim tax levy and to provide for the payment of taxes and for penalty and interest charges after the due date.

The Clerk confirmed a response had been received from the Freedom of Information Branch regarding the provision of land related information to the public. Despite the legitimate nature of many requests, it has been confirmed that assisting in the provision of landowner identification or even property descriptions to anyone, other than the landowner, is not within our authority. Individuals may contact the Land Registry Office in Sault Ste. Marie for this information. The Assessment Roll, which does contain this information, continues to be available for public inspection but municipal clerks are not permitted to assist anyone in its use.

Draft terms of reference for updating the St. Joseph Island Official Plan were received from the Planning Board and endorsed by Council.

Moved by Pat Garside 2003-13

Seconded by Jim See

Resolved that we do proclaim the month of January 2003, as National Alzheimer Awareness Month and do urge all citizens of our community to become more aware and educated concerning the far-reaching effects of this devastating disease.

THE CORPORATION OF THE TOWNSHIP OF HILTON Page 4 MINUTES – January 8, 2003

Moved by Pat Garside 2003-14

Seconded by Annette Fischer

Resolved that we do approve the payment of Township bills for the month of December 2002 in the amount of $83,773.30 as per Voucher No. 12-02. The bills were made up of the following: Administration - $7,003.73; Algoma Dist School Bd - $30,039.79; Algoma Dist Social Services Admin - $17,896.00; Algoma Health Unit - $1,609.00; Building - $278.17; Fire - $1,198.63; Miscellaneous - $2,293.83; Parks - $1,825.75; Policing - $5,556.00; Recreation - $39.28; Roads - $16,033.12.

Moved by Jim See 2003-15

Seconded by Pat Garside

Resolved that we do pass By-Law No. 772-03 being a by-law to confirm the proceedings of this meeting.

Moved by Jim See 2003-16

Seconded by Annette Fischer

Resolved that we do adjourn, Council to meet again on February 5, 2003, or at the call of the Reeve.

_______________________________ 

Annette Fischer, Acting Reeve

_______________________________

 Valerie Obarymskyj, Clerk Treasurer

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