04-22-14 Public Works Recreation Arena Comm Agenda

53 Pages·2014·1.36 MB·English

by  Edith Packham

318 Canborough St. P.O. Box 400
Smithville, ON
j
L0R 2A0
T: 905-957-3346
F: 905-957-3219
www.westlincoln.ca
TOWNSHIP OF WEST LINCOLN
PUBLIC WORKS/RECREATION/ARENA
COMMITTEE AGENDA
MEETING NO. THREE HELD: **TUESDAY**, April 22, 2014 Township Administration
Building, 318 Canborough Street, Smithville - Immediately following the
Administration/Finance/Fire Committee Meeting
1. CHAIR: Councillor Luciano DiLeonardo
2. CHANGE IN ORDER OF ITEMS ON AGENDA:
3. DISCLOSURE OF PECUNIARY INTEREST AND/OR CONFLICT OF INTEREST:
4. APPOINTMENTS:
NOTE: Procedural By-law Section 6.5(c) - Scheduled Appointments and/or
Presentations
(c) Each scheduled appointment or presentation shall be allocated a maximum of ten
minutes, exclusive of the time required to answer questions from Members of
Council (some exceptions apply)
5. REQUEST TO ADDRESS ITEMS ON THE AGENDA:
NOTE: Section 10.14(5) – General Rules - One (1) hour in total shall be allocated for
this section of the agenda and each individual person shall only be provided with five
minutes to address their issue. A response may not be provided and the matter may be
referred to staff.
The Chair to inquire if there are any members of the public present who wish to address
any items on the Planning/Building/Environmental Committee agenda.
6. CONSENT AGENDA ITEMS:
NOTE: All items listed below are considered to be routine and non-controversial and will
be approved by one resolution. There will be no separate discussion of these items
unless a Council Member requests it, in which case the item will be removed from the
consent resolution and considered immediately following adoption of the remaining
consent agenda items.
(a) ITEM PW14-14
(1) West Lincoln Public Library Board Minutes – February 11, 2014 Page 1-3
(2) West Lincoln Public Library Board Minutes – March 18, 2014 Page 4-7
(3) Information Report No. RFI PW-12-2014 - 2013 MOE Annual Inspection
Report Page 8-28
Public Works/Recreation/Arena
April 22, 2014 Page 2

RECOMMENDATION:
The Public Works/Recreation/Arena Committee hereby approve the following
Consent Agenda Items:
1. Items 1 and 2 be hereby received; and
2. Item 3 be hereby received and that the recommendations contained therein
be adopted
with the exception of Items #(s)______________.
7. COMMUNICATIONS:
(a) ITEM PW15-14
Bert Poort
Re: Road Maintenance in West Lincoln Page 29
RECEIVED FOR INFORMATION
8. STAFF REPORTS:
(a) ITEM PW16-14
Director of Public Works & Engineering (Brent Julian) & Coordinator of Recreation
Services (Wendy Joyner)
Re: Report RFD PW-13- 2014 – Food Service at Township Events Rebate Policy
Page 30-36
RECOMMENDATION:
1. That, report RFD PW-13-2014, regarding Food Service at Township Events
Rebate Policy, dated April 22, 2014 be received; and,
2. That, the Food Service at Township Events Rebate Policy, hereto attached as
Attachment ‘A’ be approved.
(b) *AMENDMENT OT BUDGET*
ITEM PW17-14
Director of Public Works & Engineering (Brent Julian)
Re: Report RFD PW-14-2014 – Amendment To Budget - Canborough Street
Reconstruction Tender Results
Page 37-39
RECOMMENDATION:
AMENDMENT TO BUDGET:
1. That, Report RFD PW-14-2014, re: ‘AMENDMENT TO BUDGET -
Canborough Street Reconstruction Tender Results’, dated April 22nd, 2014 be
received; and,
2. That Council hereby approves the following reallocation of funds for the
Canborough Street Reconstruction Project, which reallocation represents a
net savings of $45,000.00:
(a) Reduction of $80,000.00 in the transfer from the Water reserve
(b) New transfer from the Capital Reserve in the amount of $35,000.00
(c) ITEM PW18-14
Director of Public Works & Engineering (Brent Julian) & Arena & Parks Supervisor
(Bob Denison)
Page 40-46
Re: Report RFD PW-16-2014 – Digital Signs Policy
RECOMMENDATION:
1. That, report RFD PW-16-2014, re: Digital Sign Policy be received; and,
Public Works/Recreation/Arena
April 22, 2014 Page 3

2. That, Council adopts the new Digital Sign Policy, as per Attachment ‘A’ of this
report, and declares it effective on April 29th, 2014.
(d) ITEM PW19-14
Director of Public Works & Engineering (Brent Julian) & Arena & Parks Supervisor
(Bob Denison)
Re: Report RFD PW-15-2014 – Community Entrance Sign Policy
Page 47-50
RECOMMENDATION:
1. That, report RFD PW-15-2014, re: Community Entrance Sign Policy be
received; and,
2. That, Council adopts the new Community Entrance Sign Policy, as per
Attachment ‘A’ of this report, and declares it effective on April 29th, 2014.
9. OTHER BUSINESS:
(a) ITEM PW20-14
Members of Committee
Re: Referred Matters List
UNDER SEPARATE COVER
(b) ITEM PW21-14
Members of Council
Re: Other Business Items of an Informative Nature
10. NEW BUSINESS:
NOTE: Only for items that require immediate attention/direction and must first approve a
motion to introduce a new item of business. (Motion Required)
11. CONFIDENTIAL MATTERS:
NOTE: Closed session item(s) relate to, but may not be limited to, the following
allowable exception(s):
(a) a proposed or pending acquisition or disposition of land by the municipality or
local board
(b) Litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board
(c) Advice that is subject to Solicitor-client privilege, including communications
necessary for that purpose
(a) ITEM PW22-14
Director of Public Works & Engineering (Brent Julian)
Re: Report RFD PW-09-2014 – Land Swap and Storm Easement - Region of
Niagara, Canborough St Reconstruction
UNDER SEPARATE COVER
RECOMMENDATION:
TO BE PROVIDED
12. ADJOURNMENT:
That Chair declared the meeting adjourned at the hour of ______.
WEST LINCOLN PUBLIC LIBRARY
BOARD MEETING
Tuesday, February 11,2014
10:30am at the Caistorvilk Library
PRESENT:
BOARD MEMBERS Cheryl Ganann. John Glazier. Gus Grandmont. Lynne [latzlhoffer.
—
Sue Langdon. Pat Nelson. Joan Packham
LIBRARIANS Janet Ruczay, Catharine Vaughan. Colleen Young
ABSENT WITHNOTIFIcATION— Deborah Coon-Peterson, Jennifer Smith
MINUTES FROM THE MEETING OF JANUARY 21, 2013
Moved for acceptance by Cheryl Ganann. seconded by John Glazier carried.
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LIBRARY BUSINESS
1. The memorial plaque to honour Barb Stolys and her dedication to the Caistorville Library has been
completed and hung at the Caistorville Branch, Thank you to Colleen Young for all her personal care
and consideration put into this project.
FINANCIAL MATTERS
1. There is no Financial Report available for this meeting.
2. Motion by Cheryl Ganann that a decision on an
job structure and facilities as proposed at the January 21, 2014 Library Board meeting by Township CAO
Chris Carter be delayed until Catharine receives further information from SOLS (Southern Ontario
Library Service), seconded by Pat Nelson carried.
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3. Following a lengthy discussion the Board proposes that Joan Packham forward a letterto Township
Clerk. Carolyn Langley expressing its position on the application ofOntario Government provided
Library Pay Equity Funding, Library staffpay increases and our current position on the proposed
Operational Re\ jew of West Lincoln Public Library job structure and facilities.
4. Approximately 3 times per year the Friends OfThe Librar\ hold fundraising events for the West
Lincoln Public Library Board, ft is often the practice at these events to also hold a fundraising BBQ.
Through the Township ofWest Lincoln there may be a $75 fee for rental ofthe BBQ Cart. John Glazier
has decided to give the BBQ Cart to the Friends OfThe Libramy to eliminate the rental fee and not cut
into these hard worked tbr fundrairing dollars.
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CORRESPONDENCE
1. A free program for Parents and Pre-School Children is coming to the Caistorville Library Branch.
Sixteen classes ofRead, Learn, Grow will be held over an 8 week period. Learn more at an information
session on Tuesday, February 1th8 at 2:00pm at the Caistorville Branch. These classes are free ofcharge.
childcare and healthy snacks are provided and transportation assistance is available. Learn how to help
\our child prepare to succeed in school, learn new reading, writing and irth skills with your child, and
upgrade your skills at the same time. For more information call 905-563-i 515.
LIBRARIAN’S REPORT
1. Librarians’ Report dated February Il, 2014 was presented to the Board by Catharine Vaughan. A copy
ofthis document is attached to these minutes and is to be included with all copies ofthese minutes.
2. The Friends ofthe Library Sweetheart Book and Bake Sale held on February 8th was very well
attended. $734 was raised forthe Friends ofthe Library.
3. March Break programs will be held at the Smithville Library Branch from Monday to Thursday at
1pm. There will be an adult program held on the Friday at 1pm and will continue on every second Friday
ofthe month as a Coffee and Conversation Club.
4. All West Lincoln Libraries will he closed on Monday. February 1th7 for Family Day. There were two
weather related Library closures during January.
NEXT rs’IEETINC: The next meeting will be held on Tuesday, March 1th8 at 10:30am at the Smithville
Library Branch. An attempt will be made to hold West Lincoln Public Library Board meetings on the
second Tuesday ofeach month.
Motion for adjournment by Gus Grandmont at 12:10pm.
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Librarians Report March 1th8 2014.
Circulation: February 2014:
Books Computers Total
5902 412 5902+412+401 +77=6792
Circulation ofe-books: 412 Freegal: 77
Circulation: February 2013:
Books Computers Total
5715 377 5715+377+296+ = 6388
Circulation ofe-books: 296
Programs! Events Held! Library News
Therewere 20 Pre-School StoryTimes held attheWest Lincoln Public Libraries in the month ofFebruary.
TotalAttendance was 156.
The February meeting ofthe Smithville Book Club was cancelled due to adverseweather conditions.
Caistorville Branch held their Book Club Meeting.
Attendanceatthe Book Club: 4
SilentAuction: Smithville Branch: Another $26.00 was deposited in theWellandport Building Fund from our
latest SilentAuction.
The display case at the Smithville Branch continues to hold the work ofSmithville Quilters Guild. Weare
receiving many positive comments on their projects. The walls are now displaying the photography of David
T. Chapman.
Mr. Chapman gave a power point presentation ofhis weather related photography on Friday, March 1th4 at
1:00 pm.
Attendance: 14
During the March Break, the Smithville Branch held programsforchildren from Mondayto Thursday at 1:00
pm.All programs werewell attended.
Due to the storm on Wednesday, Caistorville’s program had to be cancelled, butwill be rescheduled.
March Break Children’s Program Total Attendance: 70
The Caistorville Branch, in partnership with the NiagaraWestAdult Learning Centres, are hosting a “Read,
Learn Grow” Program atthe Caistorville Branch, beginning today and running foreightweeks. There are
alreadyfive mothers and eight children enrolled.
The Junior Book Club atthe Smithville Branch will begin on Monday, March 2th4 from 4:00 to 5:00 pm. It is
geared to children from 8 to 12 years ofage. The cost is $2.00 perchild, and registration is required.
Therewere two weather-related closures ofWest Lincoln libraries during the month ofFebruary.
Budgetdeliberations took place Monday, March 1th7 at 6:30 pm. The Library Budget was discussed at
length. Amotion was made to add $3900 to the budget to bring itto last year’s level, and to add $5000
foran Operational Review done by SOLS. The motion carried.
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WEST LINCOLN PUBLIC LIBRARY
BOARD MEETING
Tuesday, March 18, 2014
10:30am at the Smithville Librar
PRESENT:
BOARDMEMBERS John Glazier, Gus Grandmont, Lynne Hatzlhoffer, Pat Nelson, Joan Packham
LIBK4RIANS Janet Ruczay. Catharine Vaughan
—
ABSENT WITHNOTIFIcATION— Deborah Coon-Peterson. Cheryl Ganann. Sue Langdon.
Jennifer Smith. Colleen Young
OTHERSINATTENDANGE- Chris Carter Township ofWest Lincoln CAO
-
Donna DeFilippis Treasure & Director ofFinance
— -
MINUTES FROM TIlE MEETING OF FEBRUARY 11, 2014
Moved for acceptance by Gus Grandmont, seconded by Pat Nelson carried.
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LIBRARY BUSINESS
1. At budget deliberations on March 17th Board Chair, Joan Packham, made a budget presentation on
behalfofthe Library Board. A motion was made to add $3900 to the Library budget to bring it up to the
level ofthe 2013 budget and to add $5000 to fund a library operational review. Pay Equity Funding is to
be applied to Library Staffwages over a 3 year period.
2. Catharine has been in contact with SOLS (Southern Ontario Library Service) concerning the Council
requested operational review ofthe Library. It will need to be determined exactly what kind ofreview
the Council would like done. Catharine will look into this further and make a report at the next Library
meeting. The Board will plan to complete this project sometime in 2014.
3. The Board requests ofCouncil that the Ad Hoc Facilities Committee be reestablished.
FINANCIAL MATTERS
1. There is no Financial Report available for this meeting.
CORRESPONDENCF
1, In appreciation for her presentation to a class at College Street School students put together a lovely
booklet ofThank You notes for Catharine. Catharine does regularpresentations at two ofthe local
schools.
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LIBRARIAN’S REPORT
1. Librarians’ Report dated March 18, 2014 was presented to the Board by Catharine Vaughan. A copy
ofthis document is attached to these minutes and is to be included with all copies ofthese minutes.
2. Due to poor weather conditions the Read, Learn, Grow informational meeting scheduled for
February 18th was delayed until March 8. Read, Learn, Grow is a free 16 class. 8 week program for
Parents and Pre-School Children that will be held at the Caistorville Libraty Branch. The program will
help parents upgrade their own skills so they are better prepared to assist their children with reading.
writing and math. Childcare and healthy snacks are provided and transportation assistance is available.
For more information call 905-563-1515. This program is being held by the Caistorville Library Branch
in partnership with the Niagara West Adult Learning Centre.
IN CAMERA SESSION
Moved by John Glazier, seconded by Lynne Hatzlhoffer the next portion ofthis meeting be closed to the
public due to personal matters about an identifiable individual carried.
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The Board moved to “in-camera” session at 10:55am.
Moved by John Glazier, seconded by Lynne Hatzlhoffer that the Board end the “in-camera”
session at I I :IOam carried.
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No direction given following “in-camera” presentation by Donna DeFilippis and Chris CarterS.
NEXT MEETING: The next meeting will be held on Tuesday, April 8th at 7:30pm at the Caistorville
Library Branch. An attempt will be made to hold West Lincoln Public Library Board meetings on the
second Tuesday ofeach month.
Motion for adjournment by John Glazierat 11:20am.
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Librarians Report April 8th, 2014.
Circulation: March 2014:
Books Computers Total
6552 436 6552+436+445+105=7538
Circulation ofe-books: 445 Freegal: 105
Circulation: March 2013:
Books Computers Total
7066 386 7066+ 386+ 326+ = 7778
Circulation ofe-books: 326
Programsl Events Held! Library News
March was an extremely busy programming month at all branches. In total, 25 programs were held at the
West Lincoln Librariesduring the month ofMarch.
TotalAttendance atall programs: 267
Included in the programswere: 11 Pre-School Story Times
Total Attendance was 101.
Adult Book Clubs atSmithville and Caistorville.
Attendance at both Book Clubs: 16
Junior Book Club atSmithville:
TotalAttendance: 27
Read, Learn Grow at Caistorville Library
TotalAttendance: 34
March Break Programs:
Total Attendance: 89
The Library Budget for 2014 was approved atthe March meeting ofthe West Lincoln Township Council.
Retro-active pay increasesfor library staffwill be included in this week’s pay cheque.
We hope to schedule a Library Board Ad Hoc Facility Committee Meeting in the nearfuture.
There were two weather-related closures ofWest Lincoln libraries during the month ofMarch.
The Caistorville Branch, in partnership with the NiagaraWestAdult Learning Centres, continuesto host a
“Read, Learn Grow” Program. Response has been encouraging.
The Junior Book Club atthe Smithville Branch will continue for two moreweeks There are currently
fourteen children enrolled. Adult Book Clubs at Caistorville and Smithville continue each month.
Preschool Story Times continue to be well attended at all branches
Babies, Books and Bubbles, a program for infants from 0 to 18 months, will begin atthe Smithville Branch
on May is.. Enrollment is filling quickly.
A Coffee and Conversation Club will begin atthe Smithville Branch on Friday, April 11h1, at 1:00 pm. It will
take place the second Friday ofevery month. This month’s topic is “Technology. Good or Bad”.
Hal Grantwill be leading a Balloon Making Workshopat the Caistorville Branch onApril 21d3,
There will be a Spring Book Sale at the Wellandport Branch on Saturday, May 1th7, Gently used donations
are now being sought.
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I presented the genre of Biography and Autobiography to the Covenant Christian School Grade Three
Class on Friday, March 28th.
The walls ofthe Smithville Library are now displaying the photography of DavidT. Chapman.
U-Quilt-It will be using the display case fromApril l5tt to June 15.
There are Easter Colouring Contests underway at the Caistorville and Smithville Branches.
Prizes will be distributed before Easter.
The Caistorville Branch will hold an Easter Egg Hunt on Thursday evening. April 17tr.
All branches ofthe West Lincoln Public Libraries will close for Good Friday, April 18t and Easter Monday.
April 2th0
The TD Summer Reading Club supplies are due to arrive atthe distribution depot next week.
Libraries will begin to receive these supplies early in May. This years theme is Eureka’ I made it!
All Library administration staffand employees are required by the Ministry of Labourto complete
compulsory Health and Safetytraining by July 1stofthis year. Branch Heads will meet soon to
completetheirs, and stafftraining will be completed in June.
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