MINUTES



MINUTESREGULAR MEETING OF HILLSBOROUGH VILLAGE COUNCILSeptember 5, 2017PRESENTBarry Snider – MayorJeff Land – Deputy MayorJeff Jonah – Councillor Kevin Berry – Councillor Mark Marcoux – CouncillorShari Kaster – Administrator/ClerkABSENT - Hanna Downey – Assistant ClerkPublic: Steven Milburn, Norman WoodworthCALL TO ORDER & PRAYERMayor Snider called the meeting to order at 6:28 PM followed by Council prayer. APPROVAL OF AGENDAIT WAS MOVED by Councillor Berry and seconded by Councillor Jonah THAT the agenda be approved as circulated. MOTION CARRIED (unanimously).CONFLICTS OF INTERESTCouncillor Marcoux declared a conflict of interest under Business Arising for the roof repairs at 61 Academy Street. APPROVAL OF MINUTES – August 5, 2017IT WAS MOVED by Councillor Jonah and seconded by Councillor Marcoux THAT the minutes of August 5, 2017 be approved. MOTION CARRIED (unanimously). BUSINESS ARISING FROM THE MINUTESMayor Snider advised that Executive Director for the SERSC, Gerard Belliveau, will look into what is available in regards to an engineer design or consultation for speed bumps on Academy Street. Councillor Jonah advised that he was able to speak with most residents on Academy Street and stated there was a positive response to the installation of speed bumps on Academy Street. He advised he will continue to collect responses to present to Council. The Administrator advised there are still seven (7) golf passes to be used by the end of the season. Mayor Snider advised that schools are not obligated to purchase from any one particular retailer for shop class materials.Councillor Marcoux declared a conflict of interest and he exited the meeting for the subsequent discussion. The Administrator advised there were three quotes received for roof repairs at 61 Academy Street: Marcoux Construction $12,000 plus HST, Belson Construction $11,450 plus HST, and Graham Smith Renovations $13,200 total. There was some discussion on this and it was decided that the deadline to complete the roof project would be October 6, 2017.IT WAS MOVED by Councillor Land and seconded by Councillor Berry THAT the Village of Hillsborough hire Belson Construction to complete roof repairs per the quoted sum of $11,450 plus HST. MOTION CARRIED (unanimously). Councillor Marcoux reentered the meeting and Council read the decision to Councillor Marcoux. Councillor Marcoux asked if the awarded contractor has liability insurance. IT WAS MOVED by Councillor Land and seconded by Councillor Jonah THAT the original motion be amended to stipulate that Belson Construction be awarded the work if they can provide proof of liability insurance. MOTION CARRIED (unanimously)The Administrator advised that the application has been submitted to the FCM for asset management funding and she advised it is under the second level of review and that she should have a reply by the first week of October. BUSINESS ARISING FROM THE MINUTES – cont’dThe Administrator stated she has not yet received the information from the Fire Chief, Glen Northrup, to issue the tender to purchase a truck to replace the current Suburban for the fire department. If the information is received this week, the tender will close the last week of September. The Administrator stated that the Department of Public Health has determined there is nothing out of normal activity that causes concern with the farm animals on Academy Street. The Administrator advised that the bridge on the Grey Brook walking trail, near the spillway, has been straightened and that “trail closed” and “no exit” signs have been installed to indicate the closure of the other end of the trail until repairs are decided on and completed. TRAIL LEASECouncillor Berry updated Council on a meeting that he and the Administrator attended with Kerrie Hallett with PNB and various ATV club members regarding the former railway line behind the old post office. The Administrator read a letter received from Mr. James Dickie with ERD regarding the Village’s initial lease request for this property. She advised that Mr. Dickie has informed her that the sewer line easement was never formally finalized since the lands were taken over by PNB; if we were to take the lease we would then have a sewer easement registered with SNB. Council had a lengthy discussion regarding this land, and the various options, with Steven Milburn. Mr. Milburn advised that the Village has no legal easement to access the Village sewer lines on his property. Per Council’s direction, the Administrator will request an extension to the proposed lease agreement and will also inquire on the possibility of purchasing the land or being deeded it for free if the Village were to take responsibility for any necessary repairs. RCMP Sergeant Chantal Ouellette entered the meeting. Sgt. Ouellette reviewed the monthly report with Council for recent activity in Hillsborough. Council expressed their continued concern with youth operating ATVs and dirt bikes in the Village and driving reckless. Sgt. Ouellette stated she would advise her coworker, Constable Dowe, so he is able to revisit the concern. Council thanked Sgt. Ouellette for attending and she exited the meeting. IT WAS MOVED by Councillor Berry and seconded by Councillor Land THAT the Village of Hillsborough enter into a twenty (20) year License of Occupation with ERD for 3.49 kms on PID 00613943, File No. 415080064, effective August 16, 2017 with an expiration of March 31, 2037. MOTION CARRIED (unanimously). 5 YEAR PLAN FOR DEPARTMENT OF TRANSPORTATIONThere was a brief discussion on this; it was decided to keep year five (5) open as Council way want further redevelopment of Pound Hill once the work is completed this year. The Administrator advised that Pound Hill work will be completed at DTI’s expense and under their direction; however, we will assist by using our mini-excavator.IT WAS MOVED by Councillor Jonah and seconded by Councillor Land THAT the Transportation and Infrastructure Five (5) Year Plan be submitted with the priorities listed below and FURTHERMORE the Council of the Village of Hillsborough has the right to refuse to have any work executed if the financial portion required of the Village of Hillsborough is too high:Year 1 (2018) – Widen the road and install curb and gutter along Route 114 from the Valley Baptist Church to the Village’s South boundary, a distance of approximately 600 meters. Also, prepare this location for a future sidewalk;Year 2 (2019) – Repave or reseal the portion of Route 114 from Grey’s Island Road heading North towards the Village limits; where the curb and gutter work was done in 2007 so that the road surface will be completely finished (distance of 0.7 km);Year 3 (2020) – Seal coat all of Route 114 within the Village boundaries, a distance of 4.904 km or 14.0.95 lane km; Year 4 (2021) – Upgrades to Salem Road from route 114 to the Municipal boundary;Year 5 (2022) – Nothing at this time. MOTION CARRIED (unanimously). WINTER MAINTENANCE CONTRACTThe Administrator advised the Winter Maintenance Contract tender closed on August 30th at 2:00 PM. The Administrator read the results from the three (3) bids received:Jasco Construction $869,400 including HSTBrunswick Limestone $403,456.60 including HSTCharles Smith Construction $432,274.24 including HSTIT WAS MOVED by Councillor Land and seconded by Councillor Berry THAT the Winter Maintenance Four (4) Year Contract be awarded to the lowest bidder who met all criteria, Brunswick Limestone, at a total cost of $403,456.60 including HST. QUESTION ON THE MOTION: Councillor Marcoux asked what the previous amount was; $87,707.96 plus HST per year from 2015 to 2017. MOTION CARRIED (unanimously). ARENA PARKING LOTThe Administrator advised that the Arena Manager expressed some concerns with adding parking at the far end of the Arena. The back door is currently an emergency exit only and he has safety concerns about opening it up as an entrance as it makes too many access points with limited staff. He feels there may be security issues and he is also concerned with dirt being tracked into the arena.The Administrator reviewed the lease information requested from the property owner which includes a ten (10) year lease with an exit clause (if he sells the land, the contract would be null and void), $1,000 per year lease, renegotiated at ten (10) years and any changes made by the Village to the land do not need to be changed if the land is sold. Following a lengthy discussion regarding options for expanding the parking lot, Council agreed that Councillor Land can have a parking schematic drawn up by an Engineer to have a better idea of how many parking spaces can be added to the lot. MONTHLY EXPENSES PAIDThe Administrator advised that $24.00 was paid in August to attend a Community Housing Meeting in Riverside-Albert.WATER REPORTThe Administrator advised that an individual called to notify that their lawn had been wet all summer. After investigation, Public Works were able to repair a leak under the Route 114. The Administrator advised that Well #1 was shut-down due to low water levels. The Administrator advised that an emergency conservation notice had been mailed out to residents in addition to one previously sent in August. The Beaumont well has been running and we are able to run Well #1 for a few hours daily, so the reservoir level has been maintained. Well #1 has made some slight gains and losses. The Administrator advised that test wells were drilled on August 28th. Test Well#1 was pumping at +/- 20 Igpm. Test Well #2 was pumping at +/- 5 Igpm. The Administrator advised that Crandall will have further discussions with the hydrogeologist to determine what the next step is – possibly drilling deeper into the test wells or consider another location. The Administrator will update council. LETTERS AND OTHER BUSINESSThe Administrator advised there is an orienteering event being held at the White Rock Recreation Area on September 16th. The Administrator advised that the Province of NB has released the ice-storm response document which can be accessed online. The Administrator advised that she received a memo advising of Cabinet changes. Several Ministers will be taking on additional responsibilities. There are three new Ministers for Heath, Agricultural and Labour and three Ministers are leaving, Donald Arsenault, Victor Boudreau and Ed Doherty. The Administrator advised the Fire Prevention Officer has asked if Council would like to host an acknowledgment ceremony for the Fire Hall addition and new truck during Fire Prevention Week at the open house at the Fire Hall on October 11th; per Council, yes. The Administrator will order a cake from Cinnamon Soul as a donation from the Village of Hillsborough. The Administrator read a letter of thanks from the Bennett and Albert County Health Care Foundation for sponsoring the Annual Golf Tournament fundraiser. LETTERS AND OTHER BUSINESS – cont’dThe Administrator advised that an invitation for Council was received from the Albert County Museum for the Canada 150 Harvest Feast on Friday, September 15th at 5:00 PM at the Hopewell Cape Community Hall. There is no one able to attend from Council. The Administrator advised of an Opening Ceremony of the Fitness Center at Portage Atlantic Friday, September 22nd at 1:30 PM. The Administrator advised that the Albert County Exhibition parade will be held on Saturday, September 16th and Council is invited to take part in the parade. Councillor Land will be on site to offer greetings at the official opening if needed. The Administrator advised that one building permit was issued in August valued at $4,416 for an accessory building. The Administrator read an email from National Airlines Council of Canada regarding airport privatization. Council asked that letters of half page or more be sent to them in advance. The Administrator advised she will be in Fredericton for municipal pension meetings on October 11 and 12. The Administrator reviewed the Visitor Information Center statistics: July 2016 – 519 visitors; July 2017 – 513 and August 2016 – 698 visitors; August 2017 – 514 visitors The Administrator will ask the Assistant Clerk to notify Council when the new fire truck arrives. REPORTS FROM COUNCIL FOR ITEMS REQUIRING DIRECTION OR DECISIONCouncillor Berry provided Council with an update from Codiac Cycling Trails (CCT). Councillor Berry advised that CCT have hired a local contractor to develop a new trail and also advised they will be erecting a kiosk at the White Rock area. Councillor Berry advised that he attended a meeting at Adair’s Wilderness Lodge at the request of Alaina Lockhart, MP. He also advised that Ms. Lockhart has a new assistant, Melanie Bourque, and she would be willing to meet with Council. Councillor Marcoux provided Council with an update on the new museum curator position at the W. H. Steeves House Museum and advised that they are changing their hours. Councillor Land provided Council with an update on the Hillsborough Arena; ditching around the back of the building has been done, Friends of Hillsborough Arena are working on bathroom renovations. Councillor Land advised there are three (3) remaining Artisan Village vendors and he reported the numbers were down from the previous year. Councillor Jonah advised the Hillsborough Drop-In has been closed for two (2) weeks due to staffing and there is new staff starting on September 18th. Mayor Snider advised that he will be meeting with Natalie Gallant, Executive Director with CBDC later in September. SOUTHEAST REGIONAL SERVICE COMMISSION MEETING UPDATEMayor Snider provided an update from the SERSC meeting regarding RDMO, Trails and Asset Management and associated fees. Mayor Snider advised the previous plan for dealing with unsightly premises has been placed on hold and will not be taking any further action at this time - any fees collected will be placed in a reserve fund. Mayor Snider reviewed the options for taking part in the RDMO. Much more discussion on the above items is required. In camera sessionIT WAS MOVED by Councillor Berry and seconded by Councillor Jonah THAT the Village of Hillsborough agrees to pay up to a maximum of $1,000 to Marcoux Construction for extra work that was done on the Fire Hall addition. MOTION CARRIED (unanimously). IT WAS MOVED by Councillor Berry and seconded by Councillor Land THAT WHEREAS a tender was put out for the Fire Hall addition and WHEREAS the entire project was not budgeted for the Council of the Village of Hillsborough will take $100,000 from the General Operating Capital Reserve Fund to cover those costs. MOTION CARRIED (unanimously). IT WAS MOVED by Councillor Land and seconded by Councillor Marcoux THAT whereas the two newest Public Works employees have completed their six-month probationary period be it therefore resolved THAT the Council of the Village of Hillsborough increases their wages by fifty cents per hour each effective September 11th. ADJOURNMENTIT WAS MOVED by Councillor Jonah THAT the meeting be adjourned at 10:07 PM. MayorAdministrator/Clerk__________________________________Assistant Clerk (Recording Secretary) ................
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