Feb 11, 2015 VOC Monthly Meeting Minutes

1.0   Call to Order
Chair Zinck called the monthly meeting to order at 7:01pm.
2.0   Minutes from January 14, 2015
MOTION: Brenda Mulrooney moved, Bill Nauss seconded, the approval of the January 14, 2015 minutes. Carried.
3.0 Additions to Agenda and Approval of Agenda
Add to #5 Reports – b – Financial Statements
Add to #6 New Business – b – Purchasing Policy
Add to #6 New Business – c – In Camera Motion
MOTION: Wynand Baerken moved, Bill Nauss seconded, the acceptance of the agenda with the additions noted as presented. Carried.
4.0 Business Arising from the Minutes
a) Eastlink Tower
The Safety Code 6 Compliance Analysis was received and emailed to the Commissioners.
MOTION: Brenda Moved, Michael Heisler seconded, to enter into contract with the Eastlink tower.
5.0 Reports
a) Fire Chief’s Report
Since the last commission meeting we had 11 calls consisting of 3 MVC’s, 1 electrical smell, 2 chimney fires, 4 medicals and 1 alarm.
Dave Richardson attended the Municipal Planning Review session on the height restriction in the Village and would like to know where the Commission stands on this issue.
The roof is leaking in between bay 3 and 4, with the water running on the member’s turn out gear. Water has also run in on one of the sensors, taking in out of working order and setting off the ‘in house’ alarm at the CFD building the other night.
The downstairs bathroom should have a separate thermostat, as it is now running off the heat sensor in bay 3 on the wall, but should be addressed.
Ice rescue session was held with CFD and two other departments in attendance.
Dave expressed his thanks to Shawn Wagg for his heads up on the recall notice on one of the Spartans and is being handled.
Amendments to the by-laws are being made to eliminate some of the grey areas and to simplify other areas.
MR2 training is coming up this month and we are also working on training records for our members.
Dave asked at the monthly meeting if anyone was willing to donate time to shovel snow on the bay and exit doors. The response I received was that ‘we are volunteers and there are people paid to do that job.’
MOTION: Dave Richardson moved the adoption of his report, Bill Nauss seconded.  Carried.
Wynand Baerken asked for clarification on the snow removal issue. Discussion was held on the snow removal issue. It was stated to look at this issue for next winter plowing season. For the remaining year we will find someone to take care of shoveling.
Michael Heisler questioned the recall. Dave stated the valve is the issue and we be taken care of.
b) Financial Statements
The financial statement for December/14 was distributed. Maxine stated the chequing reconciliation was not completed but will be and will be emailed to the Commissioners. The Fire Boat account and EMC Rental account were reconciled and copies included in the report. Bill Zinck asked for the copy of cheques paid out; Maxine said that will be done when the reconciliation is completed and emailed.
MOTION: Brenda Mulrooney moved, Bill Zinck seconded to accept the Financial Statements. Carried.
6. New Business
a) Five Year Plan
Chair Zinck stated that the Public Forum meeting was cancelled in January and the February Public meeting is scheduled for February 25, 2015.
b) Purchasing Policy
Iris Tolliver joined the meeting via speaker phone and Iris stated that a purchasing policy will be reviewed point by point and questions will be taken at the end.
Discussion was held on the proposed policy.
Iris is working on an approved vendor’s list.
11.1 g), will have added to show Proof of having Liability Insurance and proof that they have WCB coverage.
8.4 states no Commissioners’ shall be permitted, and 8.5 stated Commissioners are permitted to participate provided due regard to the Conflict of Interest Act. It was decided to remove the last line of section #8.4
Iris stated she was looking for a resolution to pass this policy tonight, so it will be in effect tomorrow, Feb 12, 2015. However if you find something you would like to see removed or changed, next month a resolution can be made to make the changes to the policy then.
5.1, last paragraph, in an emergency and what if you cannot contact any Commissioner – “In the event that no Commissioner is available, the Clerk Treasurer will make the purchase’ will be added to the paragraph.
MOTION: Michael Heisler moved, Bill Nauss seconded, to adopt this policy with the revisions noted. Carried.
Maxine will add this to the resolution document.
c) In Camera Personal Issues
MOTION: Bill Zinck moved, Bill Nauss seconded, to hold an In Camera meeting regarding personnel issues. Carried.
Bill Zinck said the date will be set in the next couple of days and a report will be made at next month’s meeting.

8. Correspondence
<> A copy of a letter from June Hume to Council of Chester Municipality was read
<> An email from John McCurdy was read
<> An email was received from The Chester Drama Society thanking us for the goods we gave for the “Cold Day of
the Year Benefit”
MOTION: Wynand Baerken moved, Michael Heisler seconded, the acceptance of the Correspondence. Carried.
Discussion was held on the letter from John McCurdy.
Wynand Baerken would like to see this discussed at a public meeting. The MGA rules that there has to be two weeks’ notice so the public meeting is scheduled for Feb 25/15, which is the soonest a meeting can be called.
Brenda Mulrooney feels that being told the Village has to make a decision to amalgamate or apply for township. Brenda stated that an application for township can be withdrawn.
It was suggested to start a petition to get the appropriate number of signatures needed to apply for township, as stated by MGA.
Wynand Baerken stated he thinks that MODC decided to go ahead with the next phase in the Business Park development next to the dump site. This should be a topic of discussion for the public meeting.
Discussion was also held on having a ‘resident committee’ begin this process. That will be a topic of discussion for the Public meeting on February 25/15.
Wynand Baerken felt the website should be used as a communication means to let the residents know information.
Bill Zinck stated if the public wanted something discussed, then drop a note/email to the office to look for the information for the Public meeting.
Discussion was held on the Poll on the website. The poll for ‘do you want to remain a Village’ should be closed as it isn’t an option. Also check into cancellations should be posted in red so it stands out.

Regular meeting adjourned at 8:00 pm.

9. Questions from Electors pertaining to this meeting’s agenda:

a) Jo-Ann Grant, Pig Loop Road: Communication regarding cancellations. Bill Zinck stated it was posted on the website but it didn’t get on the front page. Maxine Veinot stated it was also on the voice mail on the office phone.
Jo-Ann stated that it would be good if an email could be sent out to inform residents of various things. Wynand suggested placing a note of the website re wanting to be on an email updating list.
Jo-Ann asked if WIFI was going to be part of the negotiations. Bill Zinck said they don’t know as negotiations haven’t started.
Jo-Ann suggested that someone review the contract to make sure the snow is removed. Bill Zinck said the Clerk will be reviewing it.
Jo-Ann questioned how the proposed Business Park, would affect all residents as Wynand stated. Wynand stated that the Walmart case in Bridgewater park was an example.
Jo-Ann recommended getting buy-in from various areas on the Township issue and to get the information out there. Brenda Mulrooney stated that determining the perimeters and define the areas is needed.
b) Ray Cambria, Central Street: Rae asked if we know the geographic area that would be the Town. Commissioners stated that the boundaries have not been specified.
c) Cindy Lamson, Pig Loop Road: Cindy suggested the issue of connecting with a Commissioner, with regards to the Purchasing Policy, could be to have a Commissioner on call.
d) Charles Brown, Central Street: Charles asked if it is inappropriate for the Commissioners to have a position on the Town versus Municipal position. Brenda Mulrooney stated that as a Commissioner, we have sworn an Oath to the Village. Charles stated that he felt a Facebook/Twitter account being more important than a website. Social media is the certainly on the rise. Discussion was held on Township versus Amalgamation and having a grass-roots group of supporters.
MOTION: Wynand Baerken moved, Mike Heisler seconded, that seeing the Fiscal Review outcome, and MODC’s position on the review, that the Commission stand behind the position of town status over amalgamation into the Municipality of Chester.
Discussion held.
Motion unanimously Carried.
e) Dave Richardson, Old Trunk 3: Dave had a request by one of the CFD members, to use the CFD tanker at the Bud Buster fair in June, doing a water demonstration Chester Basin Fire Department. The truck will only be empty for 10-15 minutes. Two members will be taking the truck; one will be an operator and one a member. A show of hands by the Commissioners, gave approval to do this.
Dave was approached by Municipal Heritage Society, who is putting together a virtual exhibition for Foreman Hawbolt, for the Department to supply photographs and paraphernalia to put this together.
Dave questioned if there was going to be a report received from the new Commission Coordinator that was hired, as to what is being accomplished. Bill Zinck stated it would be reported when Iris returns.
Dave stated that he was wondering what the Commissions view is on the possible increase of height in the Village and surrounding areas. Bill Zinck asked if the CFD has a position on it; Dave stated he sent a letter off to Bill DeGrace and CFD’s issue of fighting fires and structures with the height and with the equipment how available in the Chester Fire Department.
f) Rae Cambria, Central Street: Pointed out a number of people in the Village does not want to see the height increased.
Rae asked what prevents VOC from making the same decision as New Minas, which is using the geographic area for the Village as the proposed township boundaries. The answer was that the same can be done in the Village of Chester.
g) Kerry Keddy: stated he is not in the Village but suggests staff go on Wikipedia and have some of the information changed, as it is not correct.

11. Adjournment
Bill Zinck adjourned the meeting 8:42 pm.

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