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September, 2007











A regular meeting of Council was held on Monday, September 10, 2007, 7:00 p.m. at the Community Centre, Trinity.

Members Present:
Mayor Jim Miller
Deputy Mayor Eric Coleridge
Councillor Scott Goldsworthy
Councillor Joan Kane
Councillor Tineke Gow
Councillor George Hayter
Town Clerk Linda Dalton

Delegates: Fire Chief, Fred Goldsworthy, Water/Sewer Operator, Glen Vokey

Meeting called to order at 7:00 p.m.

Motion 2007-09-63: was made by Councillor Kane to adopt the minutes of August 7, 2007, it was seconded by Councillor Goldsworthy. All in agreement, motion carried.

Business Arising from Minutes:
Mayor Miller informed Council that Persona has determined a dollar amount to bring high speed internet to Port Rexton and Trinity at a cost of $200,000.00, $120,000.00 for Trinity and $80,000.00 for Port Rexton, and they are willing to cover half the cost ($100,000.00). He went on to explain that ACOA and Innovation Trade and Rural Development are working to seek funding on our behalf to provide this service.

Mayor Miller informed Council that we have made a request to the Minister of Municipal Affairs to get half of the cost of the Cube Van that was purchased for the Fire Department reimbursed.

Mayor Miller informed Council that the Department of Tourism has approved to cover 100/% of the Towns share to bring sewer down West Street to the historic sites and the threatre. He went on to explain that plans are underway and this should be completed along with the rock wall by late fall.

Fire Department:
Fire Chief, Fred Goldsworthy informed Council that the department is getting ready to do the necessary work on the Cube Van. He also informed Council that the toll gate held on September 2nd, raised approximately $1,600.00.

Hearing on Shells & Fins
Mayor Miller explained that we had one letter of concern from Joan Kane regarding filling in a portion of Gods Cove and the issue of flooding. A discussion took place and Council agreed that Ms. Kanes concerns are a serious issue but decided that the Department of Environment would have the final say if the request got approved and the proper engineering design would have to be approved before any landfill would proceed. Councillor Kane declared a conflict of interest and did not vote on this matter. Motion 2007-09-64: was made by Deputy Mayor Coleridge to approve the Crown Land application, it was seconded by Councillor Hayter. Councillor Gow opposed, motion carried.

Sub Committee Report:
Festival Committee - Town Clerk explained that all the invoices are not received yet but the committee will have a surplus and a detailed budget will be provided at the next meeting.

Heritage Committee - Deputy Mayor Coleridge informed Council that the Heritage Committee met on September 7th, to discuss the proposed change to the building permit issued at 53 High Street. He went on to explain that the change to the plans was the roof but it fit the heritage regulations. Motion 2007-09-65: was made by Deputy Mayor Coleridge to approved the new plans as per the drawing, deny the privacy fence, and the builder must adhere to the heritage regulations, it was seconded by Councillor Goldsworthy. All in agreement, motion carried.

Correspondence Received
a) Avalon Trailway Corporation Re: ATV,s usage within the community. Aug. 14/07 - File
b) Sheila Vokey Re: Thank you to the Trinity Festival Committee and the Trinity & Area Volunteer Fire Dept. on a successful weekend. Aug. 21/07 - File
c) Frank & Shirley Bartlett Re: Two cottages of the same size being charged a different Business Tax amount. Aug 21/07 - Town Clerk explained that both cottages were the same size but the land sizes were different, and business tax is based on the total value of building and land. Town Clerk to write and explain.
d) Govt Services Re: Approval for Frank Ryans septic system. Aug. 22/07 - File
e) Hatch Ltd. copy of a circular issued by the Dept. of Municipal Affairs regarding Round 3 of the MRIF Program. Aug 23/07 - File
f) Dept. of Environment and Conservation Water Resources Re: Approval for protection of water supply area approved and should be advertised. Sept. 04/07 - Town Clerk explained that the signs were at the office and Glen would be putting them up around the water supply area. Town Clerk to put the ad in the Packet.
g) Minister of Municipal Affairs Re: Approval to borrow $16,875.00 which represents final payment from the Province on project #2006127. Sept. 04/07 - Motion 2007-09-66: was made by Councillor Goldsworthy to borrow $16,875.00 from the Royal Bank on behalf of the Province to cover cost related to the Water & Sewer project #2006127, it was seconded by Councillor Kane. All in agreement, motion carried.
h) Correctional Service Canada Re: Restorative Justice Week 2007. Sept. 05/07 - File

Outgoing Correspondence
- Applied for Capital Grant Program for playground equipment. - File
- Applied for a Molson Grant for recreation. File
- Letter to Kelly Russell regarding approval of building permit. - File
- Letter to the Minister of Municipal Affairs re: covering half of the cost to purchase the cube van. - File
- Letter to Govt of NL Fire & Emergency Services re: Liquor licence for Parish Hall. - File
- Letter to the Minister of Municipal Affairs re: acceptance of capital works program for the extension of sewer to West Street. - File
- Letter to Francis Kelly regarding site cleanup at Trinity Loop. - File

Total invoices needing approval in Operating Acct. $12,722.57
Total Income for Operating Account $25,282.10
Motion 2007-09-67:
was made by Councillor Hayter to pay the outstanding invoices in the operating account, it was seconded by Councillor Kane. All in agreement, motion carried.

Total Invoices needing approval for the Capital Account $25,239.07
Total Income for the Capital Account $12,717.49
Finances:

Status of bank account:
Operating Acct. September 7, 2007 $78,147.38
Capital Acct. September 7, 2007 $3,195.65
Trinity Day Festival September 7, 2007 $5,638.12
Motion 2007-09-68:
was made by Councillor Goldsworthy to hold the outstanding invoices in the Capital Account and accept the finances, it was seconded by Councillor Gow. All in agreement, motion carried.

General/New Business
Adoption of Code of Ethics - Motion 2007-09-69: was made by Councillor Kane to adopt the Code of Ethics with a change in the wording under Guidelines: without prior seeking approval should state: without seeking prior approval, it was seconded by Councillor Gow. All in agreement, motion carried.

Adoption of Rules of Procedure for the Conduct of Meetings - Motion 2007-09-70: was made by Councillor Goldsworthy to adopt the Rules of Procedure for the Conduct of Meetings with a change in the wording under Meeting on Legal Holiday: which should state statutory holiday, it was seconded by Councillor Gow. All in agreement, motion carried.

Adoption of Administration and Procedures Manual - Motion 2007-09-71: was made by Councillor Hayter to adopt the Administration of Procedures Manual with a change in Sick Leave which should state a medical note is required if absent more than three days instead of one, it was seconded by Councillor Gow. All in agreement, motion carried.

Quarry permits within the town - Councillor Kane explained that she had some concerns that we have operators digging within the town and they do not have quarry permits. Town Clerk explained that she checked with the Dept. of Municipal Affairs and was informed that removal of anything more than 10 truck loads required a quarry permit and approval from Council. Town Clerk to write Chris Hiscock and Ervin Locke and inform them of the process. Plot plan for new constructions - Councillor Kane expressed concerns that when seeking approval for a building permit you should be required to have a plot plan as well she felt that houses should be parallel with the road. After some discussion it was decided that a plot plan would be required before approval of any new buildings were given, but Council determined that as long as the guidelines (setback, sideyard, etc.) were followed they could not force buildings to be parallel with the road given that some of the historic structures in Town (i.e. Campbell House) are not built parallel to the road.

Hidden road/driveway sign - Councillor Kane explained that a hidden driveway sign needed to be placed by Path End road. Council agreed to have an hidden intersection sign placed. Councillor Hayter also noted that a hidden driveway sign needed to be placed near George Walters. Mayor Miller asked if the hidden driveway sign could be moved by Bill Hiscocks and placed by George Walters in order to serve both driveways. Council agreed.

Snow Clearing Tender - Town Clerk explained that we needed a committee to put some guidelines in place before the snow clearing tender was advertised. She also suggested that a unit price for snow clearing may be more effective if proper guidelines were part of the tender. Mayor Miller and Councillor Hayter sit on the committee with the Town Clerk and will set the guidelines and prioritize the roads to be snow-cleared before advertising.

Gas Tax proposal for 2008 - Town Clerk asked for suggestions on what needed to be done within the community so she could apply for the 2008 Gas Tax funding ($10,188.16). Council agreed that the sea wall needed to be repaired, so it was agreed that the 2008 Gas Tax monies would be used to replace the seawall and other minor road repairs.

Motion 200709-72: was made by Deputy Mayor Coleridge to adjourn the meeting at 8:30 p.m., it was seconded by Councillor Gow. All in agreement, motion carried.

Next regular meeting to be held October 1, 2007 at 7:00 p.m. in the Community Centre.

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