Hilton Township Council Minutes

019

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

Moved by David Leask 2003-44

Seconded by Jim See

Resolved that in the absence of Reeve Rod Wood we do appoint Councillor Annette Fischer as Acting Head of Council.

Councillor Fischer asked that an item regarding the St. Joseph Island Museum be added to the Agenda.

Moved by Jim See 2003-45

Seconded by David Leask

Resolved that we do accept the Agenda as amended.

Moved by David Leask 2003-46

Seconded by Jim See

Resolved that we do approve the Minutes of the meeting of March 5, 2003, as presented.

The need to establish minimum road standards for the construction of new roads in the Township had been discussed at an earlier meeting. The Ministry of Transportation used to regulate such standards but they no longer do so and it is now up to municipalities to adopt their own requirements. Lyn Garside, Road Superintendent, reviewed a by-law with Council that included such standards for both roads and cul-de-sacs. The by-law is due to receive final reading at next month’s regular council meeting.

Moved by David Leask 2003-47

Seconded by Jim See

Resolved that we do give first and second reading to By-Law No. 777-03 being a by-law to adopt minimum standards for the construction of roads within the Township of Hilton.

The Clerk presented Council with a sample letter that had been sent to those property owners along the P Line and Base Line whose property abuts the area where significant roadside clearing will be done this year. These owners have been given the option of having the cut wood placed on their property provided they respond to the Township by May 1, 2003. If no response is received, the Road Department will remove the wood to ensure safe, passable road conditions.

Lyn Garside advised Council there has recently been some question as to what level of maintenance our municipality provides to the section of the K Line west of the 20^th Side Road. The K Line is a boundary road shared with St. Joseph Township. This section of the K Line has been designated in our highway classification as a boundary road that is not maintained. While our municipality does have some property owners abutting this road, these owners can gain access to their lots by travelling along that section of the 15^th Side Road that has been cleared from Hilton Road. Council saw no need to start providing any degree of maintenance to this road.

The Clerk provided Council with a copy of correspondence sent to Walker Engineering confirming the unopened road allowance located between Concessions Y and Z is owned by the municipality.

Lyn Garside, Road Superintendent, requested Council’s permission to enroll in a Municipal Survey training course, sponsored by the Ontario Good Roads Association.

Moved by David Leask 2003-48

Seconded by Pat Garside

Resolved that we do authorize Lyndon Garside, Road Superintendent, to attend the Municipal Surveying Course, to be held during the period May 5, 2003 to May 7, 2003 at the University of Guelph.

Correspondence was received from the owner of Lot 7, Concession 15, asking Council to reconsider his request to purchase the unopened road allowance bordering his property. Council had decided at an earlier meeting that it was not interested in selling this unopened road allowance that leads from Whybourne Road through to the P Line. The request for reconsideration included a suggestion that an on site meeting be arranged for council representatives once the snow had gone. Council discussed the matter, and despite the unlikely possibility this road allowance would ever serve as a thoroughfare, Council maintained its earlier decision to not sell the subject land.

The issue of signing Old Orchard Road was once again raised. Council had previously voiced its objection to a $20.00 annual fee to be charged by the Ministry of Transportation for the erection/maintenance of such a sign. The MTO only charges this fee for signs erected on roads that are not maintained by municipalities. For emergency purposes, Joe Books, Fire Chief, recommended paying the annual fee.

The Clerk recommended that rather than simply having ratepayers register each year for burning, that an actual fire permit be issued. Owners would then be required to show the permit to any authorized person. Burning guidelines are included on the back of the permit so there will never be a question of an individual being unaware of their requirements. A reminder that any burning between the period of April 1^st to October 31^st requires a fire permit be obtained.

Chief Books outlined for Council the highlights of a recent week-long course he had attended as our Emergency Measures Co-ordinator. The emergency plan we adopted last year will have to be amended slightly to conform to requirements of the new legislation. Chief Books also noted that the week of May 4^th – 10^th, 2003 is Emergency Preparedness Week.

Chief Books reminded Council that he is hoping to include campgrounds in the restricted users group when the Ministry of Natural Resources issues a Fire Ban. Currently, when the MNR designates an area a Restricted Fire Zone (RFZ), any open fires, including campfires, are considered illegal. The exception to this falls within organized campgrounds and parks that are permitted to continue with campfires during certain hours and under strict controls. Last year this caused considerable confusion and frustration among adjacent property owners. Chief Books believes the commercial establishments should be included in the ban and intends to discuss the issue with the MNR.

Council reviewed a copy of correspondence from Walker Engineering to the St. Joseph Island Planning Board. The letter served as an update to the studies that were ongoing with regard to the proposed Tenby Bay Subdivision. The requirement by the MNR to provide additional information would necessitate an extension to the date of March 24, 2003, a date established by the Planning Board for all necessary information to be submitted.

Council reviewed the proposed budget for the St. Joseph Island Planning Board. The four participating municipalities have contributed additional amounts over the last couple years to fund the Official Plan update taking place this year. The budget will be voted on at the annual joint meeting of all four Island councils to be held in the near future.

Councillor Leask advised Council that the Planning Board had selected Meridian Planning Consultants from Barrie, Ontario to complete the Official Plan update. Significant work will be involved in the zoning aspects of the new plan and may require considerable effort on the part of all four area clerks in providing information to Meridian’s representative, Chris Jones. It is anticipated the new Official Plan will be adopted in April 2004 and is intended to serve a 20-year lifespan.

The Clerk advised Council that when the building inspection/by-law enforcement service changed from four members to three, the Agreement was altered to recognize the change but the by-law authorizing Hilton Township to act as the provider of the service was not updated. A new by-law was passed to recognize the change in participating municipalities.

Moved by Pat Garside 2003-49

Seconded by Jim See

Resolved that we do give first and second reading to By-Law No. 779-03 being a by-law to implement a joint building inspection and by-law enforcement service.

Moved by David Leask 2003-50

Seconded by Jim See

Resolved that we do give third and final reading and pass By-Law No. 779-03 being a by-law to implement a joint building inspection and by-law enforcement service.

Council reviewed a suggested change to the Agreement for the shared building inspection/by-law enforcement service. The change in wording reflected the need to automatically authorize the reduction to any surplus by the amount of any shortfall in the administration costs. The change will be forwarded to the participating municipalities and, if agreed upon at the annual joint meeting, authorized through an amendment to the by-law.

The Clerk advised Council that if Bill 124 (Building Code Statute Law Amendment Act, 2002) does come into force in 2004, there will be a requirement that all building permit fees may only be used to fund the cost of administering and enforcing the Building Code Act, 1992. The question was raised with the municipality’s auditor as to what would become of distributing any surplus resulting from the shared building inspection service. The auditor’s view was that a reserve fund would need to be created that would likely take on the limitations of an obligatory fund such as the Parks Reserve Fund. The Clerk had asked the question of the Ministry of Municipal Affairs but not received an answer to date.

The final report on the LID (Local Infrastructure Development) Project was received from the East Algoma Community Futures Development Corporation. A number of area municipalities had contributed funds last year to have this study completed. The study was intended to provide answers for each municipality as to if, and at what cost, it could provide high speed Internet service. As detailed as the final report was, questions remain as to whether the associated costs are realistic for our residents. The report identifies that a broadband community network is not recommended for Hilton Township, based on the limited number of potential broadband users. A single wideband wireless system was suggested, that from a tower site in Jocelyn, would service Hilton Township, Jocelyn Township and St. Joseph Township. This wireless service requires a direct, unobstructed line-of-site path between the antennae at the hub site (Jocelyn) and at the customer premises. In many cases, customers will be required to erect a tower ($2,500) or a rooftop antennae ($1,000) at their premises to provide this line-of- sight requirement. Other projected costs include a $200 installation fee and $50.00/per month. Also of concern is what costs the municipality would be responsible for if the projected number of users do not sign up for the system as outlined in the break even proforma. Despite some reservations, Council supported the contribution to ADNet to enable that group to pursue funding that would hopefully have a positive effect on reducing some of the proposed costs.

Moved by Pat Garside 2003-51

Seconded by Jim See

Resolved that we do become a member of ADNet for the purpose of pursuing funding proposals for the Local Infrastructure Development Project designed to provide high speed Internet access for our, and area, municipalities.

The Clerk advised Council that the 2002 Audit had been completed. The municipality’s auditor commented that despite the significant reduction to our reserves and reserve funds, our ability to purchase $160,000 of capital equipment (grader/excavator), and not be in a position where we had to borrow, is evidence of exceptional financial management. We now need to concentrate on returning our reserve funds to a level from which we can handle other unforeseen expenditures.

Councillor Garside left the meeting at this time.

A copy of a letter from BDO Dunwoody was presented to Council, explaining aspects of the audit.

Moved by Jim See 2003-52

Seconded by David Leask

Resolved that we do authorize the transfer, made in the Year 2002, of $15,000.00 from the General Reserve Fund, this amount being $5,000.00 greater than set out in the 2002 Final Budget.

Revising the municipality’s procedural by-law has been discussed over the last few months. Changes were agreed to at last month’s meeting.

Moved by David Leask 2003-53

Seconded by Jim See

Resolved that we do give first and second reading to By-Law No. 764-03 being a by-law to govern the proceedings of Council and Committees of the Township of Hilton, the conduct of its Members and the calling of Meetings.

Moved by Jim See 2003-54

Seconded by David Leask

Resolved that we do give third and final reading and pass By-Law No. 764-03 being a by-law to govern the proceedings of Council and Committees of the Township of Hilton, the conduct of its Members and the calling of Meetings.

Moved by David Leask 2003-55

Seconded by Jim See

Resolved that we do give third and final reading and pass By-Law No. 765-03 being a by-law to establish and require payment of various fees and charges.

At last month’s meeting, Council discussed the new notice requirements under the Municipal Act, 2001. Based on those discussions, the following by-law was passed.

Moved by David Leask 2003-56

Seconded by Jim See

Resolved that we do give first and second reading to By-Law No. 774-03 being a by-law to prescribe the form and manner and times for the provision of notice.

Moved by Jim See 2003-57

Seconded by David Leask

Resolved that we do give third and final reading and pass By-Law No. 774-03 being a by-law to prescribe the form and manner and times for the provision of notice.

Moved by Jim See 2003-58

Seconded by David Leask

Resolved that we do give third and final reading and pass By-Law No. 775-03 being a by-law to establish the tax ratios for the Township of Hilton for the year 2003.

Moved by David Leask 2003-59

Seconded by Jim See

Resolved that we do give first and second reading to By-Law No. 778-03 being a by-law to appoint officers, servants, boards and commissions for the year 2003.

Moved by Jim See 2003-60

Seconded by David Leask

Resolved that we do give third and final reading and pass By-Law No. 778-03 being a by-law to appoint officers, servants, boards and commissions for the year 2003.

In accordance with the Municipal Act, 2001, which requires every municipality to appoint an auditor, for a term not exceeding five years, the following by-law was passed.

Moved by David Leask 2003-61

Seconded by Jim See

Resolved that we do give first and second reading to By-Law No. 781-03 being a by-law to appoint an auditor for the Township of Hilton.

Moved by Jim See 2003-62

Seconded by David Leask

Resolved that we do give third and final reading and pass By-Law No. 781-03 being a by-law to appoint an auditor for the Township of Hilton.

The Clerk summarized highlights of the recent Election Workshop she attended. Voting Day is Monday, November 10, 2003. Anyone interested in running for a council position must file their nomination papers by Friday, September 26, 2003 (45 days prior to Voting Day). The Nomination Filing Fee has changed: $200 for Head of Council position and $100 for all other offices. This fee is returned to the individual if he or she: withdraws the nomination; is elected to the office; or receives more than the prescribed percentage of the votes cast in the election (at least 2% of the total votes cast for the same office). Photo identification will be requested from all candidates and kept on file as part of the new requirements. It is mandatory for our municipality to schedule one advance voting day.

Council was advised of a meeting of the Algoma District Municipal Association to be held in Elliot Lake this month. The meeting will provide an update on the Algoma Manor issue as well as discussing possible options for funding contributions from Algoma area municipalities toward the cost of a new Sault Area Hospital.

Moved by Jim See 2003-63

Seconded by David Leask

Resolved that we do authorize Dave Leask, Councillor, to attend the Algoma District Municipal Association Symposium to be held April 12, 2003 in Elliot Lake.

All councillors agreed to provide their completed performance evaluations to Councillors Leask and Fischer who will schedule individual meetings with staff prior to next month’s council meeting.

As required under the Municipal Act, 2001, the Clerk provided Council members with a statement of remuneration for the Year 2002 for all Council Members.

The Clerk was asked to confirm with the Village of Hilton Beach the date of April 23, 2003 as a date for the annual joint meeting of the two municipalities. At this meeting the fire budget, library budget and dump operations will be reviewed.

Council will meet at the Hilton Township Municipal Office on Wednesday, May 21, 2003 at 7:30 p.m. to discuss the 2003 Budget.

Correspondence was received from Tarbutt Township (the administrator for the recycling service shared by eight area municipalities) which detailed cost increases for the current year for the continued operation of the two depots. Currently, the costs are shared equally among the eight municipalities despite the significant difference in the population of these communities. Hilton Township’s cost runs approximately $1400/year. A meeting will be held in May to address a more equitable split on the costs as well as the possibility of taking on a third depot. Council is very pleased with the use the depot is receiving at the Highway 17E/St. Joseph Island turnoff location and encourages its residents to continue to use it as a means of controlling costs and prolonging the life of the waste disposal site on the M & N. Road.

Councillor Fischer presented Council with the Minutes of a recent Museum Board Meeting. The Museum has been successful with obtaining a grant that will help offset costs associated with their 40^th Anniversary celebration this year. An "Ask the Expert" show has been scheduled for April 26^th at the Hilton Community Hall (10:00 a.m. till 4:00 p.m.) where people may bring their antiques to be appraised by area experts. Cost for the appraisal(s) is $5.00 per item or $10.00 for three items. There will be a $2.00 admission fee for those just wanting to browse. All proceeds go to the St. Joseph Island Museum.

Council endorsed a request for support of a resolution that recommends eliminating the capping programs for commercial and industrial properties.

Moved by David Leask 2003-64

Seconded by Jim See

Resolved that we do endorse the resolution of the City of Woodstock that the Province of Ontario implement measures to eliminate the capping program which has only resulted in a complex, difficult to understand and unfair method of taxing property owners.

Our municipality joined other area communities with the following resolution.

Moved by David Leask 2003-65

Seconded by Jim See

Resolved that whereas the Township of Hilton falls within the catchment area of the Sault Ste. Marie Charity Casino, that we do petition the Ontario Lottery and Gaming Corporation to allocate a percentage of the dollars generated from said Casino to the Township of Hilton to use at its discretion.

Information was received from the Township of Macdonald, Meredith and Aberdeen requesting council’s support on the following issue.

Moved by Jim See 2003-66

Seconded by David Leask

Resolved that we do support the position of the Township of Macdonald, Meredith and Aberdeen Additional that the Ministry of Transportation readdress its design plans regarding the Highway 638, Pioneer Road and Findlay Hill Road intersection proposed in the construction of the new four lane highway.

A request was received from the City of Sault Ste. Marie requesting area municipalities pass resolutions that will hopefully lead to some changes in the delivery of assessment services in the North. Most municipalities passed resolutions in recent months, recognizing that services provided were bound to be affected negatively due to the reduction in municipal assessment staff. Despite the large number of municipalities calling for the province’s intervention, it seems little has been done to initiate any improvements for northern municipalities. Council recommended submitting a second resolution calling for needed changes.

Moved by Jim See 2003-67

Seconded by David Leask

Resolved that we do petition the Minister of Finance to meet with Municipal Property Assessment Corporation (MPAC) officials to address the issue of reduced service to Northern municipalities mainly resulting from the reduction in MPAC staff in this area.

Moved by Jim See 2003-68

Seconded by David Leask

Resolved that we do authorize the payment of Township bills for the month of March 2003 in the amount of $134,466.13 as per Voucher No. 03-03. The bills were made up of the following: Administration - $5,194.88; Algoma District Homes for Aged - $995.45; Algoma District Services Administration Board - $53,688.00; Algoma District School Board - $29,855.91; Algoma Health Unit - $3,572.00; Building – $1,124.01; Fire - $512.65; Insurance - $24,332.62; Miscellaneous -$3,073.11; Policing - $5,556.00; Recreation - $50.00; Recycling - $741.60; Roads - $5,769.90.

Information was received from FONOM/NEOM 2003 Annual Conference. The Agenda included sessions on land use planning, assessment services, new funding initiatives for rural and small communities, freedom of information legislation, official plans and cost saving tips for municipal operations.

Moved by David Leask 2003-69

Seconded by Jim See

Resolved that we do authorize Dave Leask, Councillor, to attend the FONOM/Northeastern Ontario Municipal Conference on May 7^th – 9^th, 2003 in Mattawa, Ontario.

Moved by David Leask 2003-70

Seconded by Jim See

Resolved that we do pass By-Law No. 782-03 being a by-law to confirm the proceedings of this meeting.

The next meeting of Council will be held on the second Wednesday of the month of May, 2003 rather than the regularly scheduled first Wednesday to accommodate staff and councillors who would otherwise be absent.

Moved by Jim See 2003-71

Seconded by David Leask

Resolved that we do adjourn, Council to meet again at the Hilton Township Municipal Office on Wednesday, May 14, 2003 at 7:30 p.m. or at the call of the Reeve.

______________________________ 

Rodney I. Wood, Reeve

______________________________

Valerie Obarymskyj, Clerk Treasurer