View - The Municipality of Lambton Shores

THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES
Date of Meeting: August 14, 2012
Regular Council Meeting
Members Present: Mayor Bill Weber
Deputy Mayor Elizabeth Davis-Dagg
Councillor Dave Maguire
Councillor Doug Bonesteel
Councillor Lorie Scott
Councillor Ruth Illman
Councillor Martin Underwood
Councillor Doug Cook
Councillor John Russell
Staff Present:
C.A.O. John Byrne
Clerk Carol McKenzie
Treasurer Janet Ferguson
Director of Community Services Brent Kittmer
Planner Patti Richardson
Administrative Assistant Roberta Brandon
1. CALL TO ORDER
Mayor Weber called the meeting to order at 2:00 p.m.
2. DECLARATION OF PECUNIARY OR CONFLICT OF INTEREST
The Mayor asked members of Council to declare any pecuniary or conflict of interest
that they may have and none were declared.
3. CONFIDENTIAL
Due to time constraints the Closed Session Minutes of the August 7, 2012 Council
meeting were deferred to the September 4, 2012 Council meeting.
4. CONSENT AGENDA
There were no items listed in the consent agenda for Council review.
5. CONFIRMATION OF MINUTES FROM PREVIOUS MEETINGS
There were no minutes from previous meetings for Council review.
6. DELEGATIONS, PUBLIC MEETINGS & PRESENTATIONS
6.1 Gus Mumby and Jaclyn McGregor, BDO Canada LLP – Re: Audit
Management Letters

Minutes of the August 14, 2012 Council Meeting
The 2009, 2010 and 2011Audit Management letters were presented to Council by the
Auditors, and Mr. Mumby noted that these audits were delayed as a result of the large
amount of time it took to implement the new asset reporting requirements.
In a review of these management letters Ms. McGregor provided details on areas where
staff should consider updating policies and practices and it was noted that in most
cases those areas identified were minor in nature.
Mr. Mumby advised Council that the new section proposed in Public Sector Accounting
establishing standards on how to account and report a liability associated with the
remediation of a contaminated site will be up-coming and more information on this will
be provided to Council at a later date.
12-0814-01 Moved by: Councillor Scott
Seconded by: Deputy Mayor Davis-Dagg
That the Management Letters provided by BDO Canada LLP for the
years 2009, 2010, and 2011 be received and the audited financial
statements be posted in the municipal offices and the Lambton
Shores web site.
Carried
7. CORRESPONDENCE & PETITIONS
7.1 Mathew Wilson, A/Federal Co-Chair & Dino Radocchia, Provincial Co-Chair
of the BCF-CC Joint Secretariat – Re: Building Canada Fund –
Communities Component Project #24617 – Expansion & Upgrade of the
Grand Bend Sewage Treatment Facility
Council reviewed correspondence from the co-chairs of the Building Canada Fund,
Communities Component advising that the Municipality’s recent request to extend the
September 14, 2012 date to December 1, 2012 to submit a scope change outlining any
proposed changes to the approved project or confirm that it is proceeding in accordance
with the original description included under Schedule B of the CA was approved.
12-0814-02 Moved by: Deputy Mayor Davis-Dagg
Seconded by: Councillor Scott
That a letter be sent to the Co-Chairs of the Building Canada Fund
– Community Component, expressing appreciation for the deadline
extension to December 1, 2012, and advising of the municipality’s
intent to meet the requirements in the August 8, 2012
correspondence.
Carried
Discussion ensued as to what authority the Building Canada Funding – Communities
Component has in withholding payment for claims by the Municipality and Council
agreed to seek a legal opinion on this matter.

Minutes of the August 14, 2012 Council Meeting
12-0814-03 Moved by: Councillor Bonesteel
Seconded by: Councillor Scott
That a legal opinion be sought on the decision of the Co-Chairs of
the Building Canada Fund – Community Component rendered in
the August 8, 2012 correspondence that “claim 11” will be held in
abeyance, in accordance with section 4.12 of the C.A., until such
time as a formal request to alter the project is submitted by the
Municipality or the municipality attests that the project will proceed
in accordance with Schedule “B” of the C.A. Carried
8. CONSIDERATION OF COMMITTEE MINUTES AND STAFF REPORTS
8.1 C.A.O. Report No. 61-2012 – Re: Communications Survey
Information was provided to Council in C.A.O. Report No. 61-2012 on the variety of
ways the Municipality has used to reach out to the community to keep the residents
informed about what is happening.
Council had previously agreed to conduct a survey on public perceptions as to how the
Municipality’s business is conducted and that proposed survey was presented to
Council for approval.
12-0814-04 Moved by: Deputy Mayor Davis Dagg
Seconded by: Councillor Russell
That the staff proceed with the circulation of the “communication
survey” as soon as possible, through the “survey monkey” process,
and that the availability of the survey be advertised , using all the
modes of communication available, including the “Living in Lambton
Shores”, website, newsletters, rolling screens, etc. Carried
8.2 D.C.S. Report No. 71-2012 – Re: Grand Bend Area Sewage Treatment
Facility – Work Group Final Report
Council reviewed D.C.S Report No. 71-2012 and viewed a PowerPoint presented by Mr.
Mike Gundry, P. Eng. from Stantec regarding the Grand Bend Area Sewage Treatment
Facility Working Group’s final report.
A recorded vote was requested on the following motion:
12-0814-05 Moved by: Councillor Illman
Seconded by: Councillor Maguire
That a public meeting be held to obtain feedback from the
residents of Zones 3 and 4 on the proposed options for the Grand
Bend sewage treatment plant, and to ensure they are aware that
any future expansion of the plant will be at the full cost to the
residents.
Motion Defeated

Minutes of the August 14, 2012 Council Meeting
Those in favour:
Councillor Illman
Councillor Cook
Mayor Weber
Councillor Maguire
Those opposed:
Councillor Russell
Councillor Underwood
Councillor Bonesteel
Councillor Scott
Deputy Mayor Davis-Dagg.
A recorded vote was requested on the following motion:
12-0814-05 Moved by: Councillor Underwood
Seconded by: Councillor Bonesteel
That Option 3, being an Orbal process with flow equalization and
value engineering, be selected as the preferred alternative for the
Grand Bend Sewage Treatment Plant, and that that preferred
process include an ESR “addendum”.
Carried
Those in favour:
Councillor Russell
Councillor Underwood
Councillor Bonesteel
Councillor Scott
Deputy Mayor Davis-Dagg
Those opposed:
Councillor Illman
Councillor Cook
Mayor Weber
Councillor Maguire
The importance of notifying the representatives of the Building Canada Fund of
Council’s decision to proceed with Option #3, being the Orbal process, was discussed
and it was agreed that they be advised as soon as possible in order to get the support
the Sewage Treatment Board needs to proceed.
12-0814-06 Moved by: Councillor Scott
Seconded by: Deputy Mayor Davis-Dagg

Minutes of the August 14, 2012 Council Meeting
That the Building Canada Fund – Community Component be
advised that the Orbal process with flow equalization and value
engineering has been selected as the preferred alternative for the
Grand Bend Sewage Treatment Plant and that staff be directed to
apply for the appropriate change in project scope. Carried
12-0814-07 Moved by: Councillor Russell
Seconded by: Councillor Illman
That the Staff recommendations contained in D.C.S. Report No. 71-
2012 be approved, together with all actions necessary to meet the
project granting guidelines.
Carried
In order to move forward it was agreed that the Working Group be disbanded and a
technical committee be formed of staff and engineers to allow the Board to proceed with
this project and in addition to this, that a new joint agreement be developed for review
and approval by the Board.
12-0814-08 Moved by: Councillor Illman
Seconded by: Councillor Russell
That a recommendation be made to the Joint Board for the Grand
Bend Sewage Project that the “working group” be dissolved, and a
technical steering committee comprised of staff and engineers be
struck.
Carried
12-0814-09 Moved by: Councillor Russell
Seconded by: Councillor Scott
That the Joint Board considers a formal “operating agreement” as a
priority
Carried
8.3 D.C.S. Report No. 72-2012 – Re: South Huron Request – Re: Grand Bend
Pump Station #2
Council agreed that the request from South Huron regarding the Grand Bend Pump
Station #2 be deferred for discussion at the August 17 th meeting of the Grand Bend
Sewage Treatment Facility Board.
8.4 D.C.S. Report No. 73-2012 – RE: Grand Bend Water Meter Replacement
Program – RFP Award
The results of the Request for Proposals for the Grand Bend Water Meter Replacement
Program were provided in D.C.S. Report No. 73-2012.
12-0814-10 Moved by: Councillor Underwood
Seconded by: Deputy Mayor Davis-Dagg

Minutes of the August 14, 2012 Council Meeting
That D.C.S. Report No. 73-2012 be approved; and further that the
Municipality of Lambton Shores enter into an agreement with
Neptune Technology Group to complete the proposed Grand Bend
Water Meter Replacement Program for the tendered amount of
$253,665.79 inclusive of HST; and further
That By-law 96-2012 authorizing the Mayor and Clerk to sign the
associated contract agreement be approved. Carried
TR Report No. 50-2012 regarding the Audit Management letters was dealt with during
the delegation portion of the Council meeting.
8.6 CL Report No. 94-2012 – Re: A By-law to Amend Certain Building Fees
The by-law to implement the amended fees for certain building permits was attached to
CL Report No. 94-2012 and was approved by Council
9. BY-LAWS & RESOLUTIONS
12-0814-11 Moved by: Councillor Russell
Seconded by: Councillor Maguire
That the following by-laws be read a first, second and third time,
passed and numbered appropriately, signed by the Mayor and
Clerk and engrossed in the by-law book:
- By-law 95-2012 – Amend Fees for Building Permits
- By-law 96-2012 – Authorize Agreement with Neptune Technology
Group.
Carried
10. ACCOUNTS
There were no Municipal accounts for Council to review.
11. NOTICE OF MOTIONS
There were no notices of motion included in the agenda for Council review.
12. NEW BUSINESS
The Clerk Carol McKenzie advised that an application for a telecommunication tower in
the Ipperwash area was to be submitted and a need to establish a fee for this type of
permit was discussed.
12-0814-12 Moved by: Councillor Underwood
Seconded by: Councillor Scott
That staff is directed to prepare a report on an application fee for
telecommunication towers.
Carried

Minutes of the August 14, 2012 Council Meeting
The fact the Industry Canada has granted permission for the reconstruction of a
telecommunication tower in the Southcott Subdivision was discussed and Council
concurred that those area residents be advised of this.
12-0814-13 Moved by: Councillor Underwood
Seconded by: Deputy Mayor Davis-Dagg
That a newsletter be sent to the residents in Southcott Pines and
area outlining the decision of Industry Canada with respect to the
reconstruction of the telecommunications tower in Southcott Pines,
and requesting citizens to forward any concerns to the Federal
Member of Parliament.
Carried
13. COUNCILLOR REPORTS
Council members did not make any reports.
14. OPPORTUNITY FOR THE PUBLIC TO SEEK CLARIFICATION
There were no members of the public seeking clarification.
15. ADJOURN
12-0814-14 Moved by: Councillor Underwood
Seconded by: Councillor Illman
That the August 14, 2012 Council meeting be adjourned at 5:00
p.m.
Carried