Council Minutes 

Special Session – August 29, 2007

(These minutes will require approval/adoption at the next regular session of Council, scheduled for September 10, 2007)

Council met in special session, Wednesday August 29, 2007 at 5:00 p.m. at Mountain Grove.

Present:            Mayor, Janet Gutowski

                        Deputy Mayor, Bill Snyder

Councillors: Normand Guntensperger, Bob Harvey, Jeff Matson, John Purdon, Frances Smith, Gary Smith, Phillip Smith

Staff in attendance: John DuChene, Acting Clerk-Administrator

Also present: Craig Bakay – Gazette Reporter and Jeff Green – Frontenac News Reporter

The special session was called to order. The purpose of the meeting was to address (a) Oak Flats Road, Tender Award and (b) Mountain Grove Fire Hall, Tender Award.

#335            Bill Snyder, Phillip Smith

That the agenda for the Special Session of Council for August 29, 2007 be adopted.

                                                                                                                        Carried

Members of Council were then requested to declare any potential conflicts of pecuniary interest regarding council business. There were no declarations of pecuniary interest.

The mayor then requested hat the Acting Clerk Administrator review the availability of funds within the 2007 budget to address the two proposed projects under consideration; reconstruction of Oak Flats Road and construction of a new Fire Hall in Mountain Grove.

A report prepared by the Treasurer with total capital costs was presented. 

It was recommended by staff that construction of the fire hall could proceed because completion of the hall would take place in 2008; i.e., the anticipated over expenditure (approx. $67,000) would not occur until 2008 and therefore could be accommodated within the 2008 budget process.

In the case of the anticipated road capital over expenditures associated with both Oak Flats road and completion of the Arden Road ($58,000) could be offset by delaying work on the proposed salt storage dome at the Olden Garage site.

#336            Bill Snyder, Phillip Smith (A Recorded vote was requested)

                        that Council of the Corporation of the Township of Central             Frontenac                                 hereby             accepts the bid from Crain’s Construction for $302,762.90                                        to provide reconstruction of Oak Flats Road.

                        Janet Gutowski – yes                         Bill Snyder – yes

                        Normand Guntensperger – yes    Gary Smith – yes

                        Phillip Smith – yes                               Jeff Matson – yes

                        John Purdon- yes                              Robert Harvey – yes

                        Frances Smith - no

                                                                                                                        Carried

The Clerk Administrator then briefly reviewed the selection process to select a consultant to undertake construction of the new Mountain Grove Fire Hall.

Three consultants submitted proposal (Cornerstone, Taplen and Wemp & Smith). The preferred proposal was submitted by Wemp & Smith.

Floor plans and building elevations were then circulated and discussed by Council.

#337            Normand Guntensperger, Bill Snyder (A Recorded vote was requested)

                        that the Council of the Corporation of the Township of Central                                             Frontenac hereby accepts  the bid from Wemp and Smith construction                              for the construction of the Mountain Grove Fire Hall for $509,000.

                        Janet Gutowski – yes                         Bill Snyder – yes

                        Normand Guntensperger – yes    Gary Smith – yes

                        Phillip Smith – yes                               Jeff Matson – yes

                        John Purdon- yes                              Robert Harvey – yes

                        Frances Smith - yes

                                                                                                            Carried

            #338            John Purdon, Normand Guntensperger

                        that the Council of the Corporation of the Township of Central Frontenac                                 authorizes the Mayor and Acting Clerk-Administrator in consultation with                  the Fire Department representatives,  to approve final design of the project                         with the contractor (Wemp and Smith) for the Mountain Grove Fire Hall                                     provided any and all design changes fall within the accepted tender price                              of $509,000.

                        And further to execute contract documents and agreements that may                              be required to facilitate construction of the facility.

                                                                                                            Carried

            #339            Phillip Smith, Bill Snyder

                        that Council of the Corporation of the Township of Central                                                         Frontenac hereby agrees to reallocate estimated over expenditures                                         associated with the Arden Road and Oak Flats road projects                                        ($58,000) from within the Roads Capital Expenditures budget and             further                         that the salt storage facility proposed for the Olden Garage site (site                              preparation and footings) be deferred until 2008.

                                                                                                            Carried

            #340            Phillip Smith, Bill Snyder

                        that this meeting be adjourned.

                                                                                                            Carried

The meeting adjourned at 6:25 p.m.