Canada
Province of Quebec

A regular council meeting was held Monday January 11th,
2010, at the East Bolton Town Hall at 7:00 p.m. under
the presidency of Mayor Royal Dupuis.

Were present:

Mr Pierre Piché , Seat # 2
Mr Jonathan Prest, Seat # 3
Mr Rudy Giordano, Seat # 4
Mr Daniel Lechasseur, Seat # 5
Mrs Ginette Breton, Seat # 6

Mrs Lucy Edwards, Director General / Secretarytreasurer

Was absent: Mr Roger Gagné, Seat # 1

14 persons attended the meeting.

**********************************

AGENDA

1. Call to order
2. Approval of the proposed agenda
3. Approval of the minutes
   • 3.1 Regular meeting held December 7th, 2010
   • 3.2 Special meeting held December 21st, 2010
4. Business arising
• 4.1 Work update
5. Public Security
   • 5.1 Fire Protection report
   • 5.2 9-1-1 service financing
6. Heritage Culture and Recreation
   • 6.1 Report: Heritage and culture committee
   • 6.2 Recreation committee report
   • 6.3 Nomination of members to the Heritage and culture committee
   • 6.4 Nomination of members to the Recreation
     committee
   • 6.5 Nomination of a representative to the Val-de-
     Grâce inter municipal committee
   • 6.6 Renewal of the cultural and educational
     program
7. Environment and Urbanism
   • 7.1 Environment committee report
   • 7.2 Planning Advisory Committee Report
   • 7.3 Building Inspector's Report
   • 7.4 Subdivision: Josée Audet and Jacques
     Fournier
   • 7.5 Nomination of members to the Environmental Advisory Committee
   • 7.6 Nomination of members to the Planning
     Advisory Committee
   • 7.7 Nomination of members to the Missisquoi
     Valley Follow-up Committee
8. Financial report
   • 8.1 Accounts paid
   • 8.2 Accounts payable
   • 8.3 Revenues
   • 8.4 Anticipated Expenses
9. Mayor's report
10. The MRC report
11. Administration
    • 11.1 Correspondence
    • 11.2 2010 Tax Bills
    • 11.3 Delegation of powers: incompressible expenses
    • 11.4 Notice of motion: modification to Bylawnumber 201: Remuneration of Elected Municipal
      Officers
    • 11.5 Training for elected municipal officers
12. Roads
    • 12.1 Infrastructure committee Report
    • 12.2 Municipal inspector’s report
    • 12.3 Nomination of members to the Infrastructure
      committee
13. Other business
14. Question period
15. Adjournment of the meeting
    

**********************************
1. CALL TO ORDER
Being a quorum, the Mayor called the meeting to order
at 7:00 p.m.

2. APPROVAL OF THE PROPOSED AGENDA

RESOLUTION 10-01-001

IT IS MOVED BY : Pierre Piché
SECONDED BY : Rudy Giordano
AND UNANIMOUSLY RESOLVED:

THAT the proposed agenda be approved.

Carried.

3. APPROVAL OF THE MINUTES

3.1 Regular meeting held December 7th, 2010

RESOLUTION 10-01-002

IT IS MOVED BY : Rudy Giordano
SECONDED BY : Pierre Piché
AND UNANIMOUSLY RESOLVED:

THAT the minutes of the regular council meeting of December 7th, 2009 be approved.

Carried.

3.2 Special meeting held December 21st, 2010

RESOLUTION 10-01-003

IT IS MOVED BY : Rudy Giordano
SECONDED BY : Ginette Breton
AND UNANIMOUSLY RESOLVED:

THAT the minutes of the special council meeting of
December 21st, 2009 be approved.

Carried.

4. BUSINESS ARISING

4.1 Work update

• The following resolutions have been sent: 09-
  
• The accounting for the 2005-2009 gas tax transfer program has been completed and was sent to the Municipal and Regional Affairs Minister (MAMROT) on
  December 17th, 2009, and a copy was also sent to an external auditor for verification.
  
• The 2010 budget has been sent to the Municipal and Regional Affairs Minister (MAMROT) on January 7th, 2010, and a copy submitted to Council.

5. PUBLIC SECURITY

5.1 Fire Protection

An analysis of the current communications system used by the fire protection service in the Memphremagog MRC has been carried out by Xit-Télécom and their recommendations will by studied by the public security committee.

5.2 9-1-1 Service Financing

RESOLUTION 10-01-004

WHEREAS in conformity with articles 244.73 and 244.74 of the Municipal Taxation Act, the municipal financing Agency responsible for the development of Quebec 9-1-1
emergency call centres was created, and must remit the taxes charged on telephone services for 9-1-1 emergency call centres to the local municipalities;

WHEREAS the Municipality of East Bolton would like the Agency to pay the organization offering the 9-1-1 emergency call services directly, and as soon as possible;

THEREFORE,

IT IS MOVED BY : Pierre Piché
SECONDED BY : Ginette Breton
AND UNANIMOUSLY RESOLVED:

THAT the Municipality of East Bolton request the municipal financing Agency responsible for the development of Quebec 9-1-1 emergency call centres pay,
as soon as possible, the 9-1-1 Emergency Call Centre of the Town of Lévis, which headquarters are located at * for and to the acquittal of the municipality, all payments of the tax imposed by virtue of article 244.68 of the Municipal Taxation Act which are due, the present having a liberating effect upon the Agency with regard to the Municipality of East Bolton, as they will not be advised at least 60 days prior to a change of receiver, the Agency will be charged with reporting to the Municipality all sums paid this way.

Carried.

6. RECREATION

6.1 Heritage and culture committee report

Mrs. Ginette Breton gave an update on the committee’s recent activities, namely the Seniors’ dinner on December 13th, 2009. The committee will meet again at the end of January.

6.2 Recreation committee report

Terrio Park skating rink: the mayor thanked the Austin fire department for watering the rink. A thank-you letter will be sent to Mr. Paul Robitaille, Fire Chief. A text thanking the rink’s sponsors will appear in the next edition of the municipal bulletin. The cost of
maintaining the rink will be entirely covered by sponsors.

6.3 Nomination of members to the Heritage and Culture committee

RESOLUTION 10-01-005

IT IS MOVED BY : Rudy Giordano
SECONDED BY : Daniel Lechasseur
AND UNANIMOUSLY RESOLVED:

THAT Ginette Breton, Roger Gagné and Pierre Piché be
named members of the Heritage and Culture committee.

Carried.

6.4 Nomination of members to the Recreation committee

RESOLUTION 10-01-006

IT IS MOVED BY : Pierre Piché
SECONDED BY : Ginette Breton
AND UNANIMOUSLY RESOLVED:

THAT Roger Gagné and Jonathan Prest be named members of the Recreation committee.

Carried.

6.5 Nomination of a representative to the Val-de-Grâce inter municipal committee

RESOLUTION 10-01-007

IT IS MOVED BY : Ginette Breton
SECONDED BY : Pierre Piché
AND UNANIMOUSLY RESOLVED:

THAT Jonathan Prest be named representative to the Valde-Grâce inter municipal committee.

Carried.

6.6 Renewal of the cultural and educational program

RESOLUTION 10-01-008

WHEREAS Resolution 91-200 adopted the principle that non-resident fees for activities which are not offered on the territory of the Municipality of East Bolton should be reimbursed;

WHEREAS resolutions 93-211, 94-12-289 and 04-04-072 amended the character of the cultural and educational program;

THEREFORE,

IT IS MOVED BY : Rudy Giordano
SECONDED BY: Daniel Lechasseur
AND UNANIMOUSLY RESOLVED:

THAT the Cultural and educational program that reimburses half the additional fees for non-residents who wish to participate in activities that are not offered on the territory of the Municipality of East Bolton, be renewed and that the eligibility requirements be as follows:

1. The minimum eligible amount of non-resident fees is
   fifty dollars ($50);
   
2. The maximum amount of the reimbursement is 50% of
   non-resident fees, to a limit of two hundred fifty
   dollars($250) per family per year;
   
3. this program applies only to cultural and
   educational activities that are not offered on our
   territory;

THAT the amount reserved for the recreational funds is
five hundred dollars ($500);

THAT the Recreational Program is in force for a period of twelve (12) months and will therefore be renewable at the regular monthly meeting in January 2011.

Carried.

7. ENVIRONMENT AND URBANISM

7.1 Environmental Advisory Committee Report

RESOLUTION 10-01-009

IT IS MOVED BY : Rudy Giordano
SECONDED BY : Pierre Piché
AND UNANIMOUSLY RESOLVED:

THAT the Environmental Advisory Committee’s report be
accepted.

Carried.

7.2 Planning Advisory Committee Report

RESOLUTION 10-01-010

IT IS MOVED BY : Daniel Lechasseur
SECONDED BY : Jonathan Prest
AND UNANIMOUSLY RESOLVED:

THAT the Planning Advisory Committee’s report be accepted.

Carried.

7.3 Building Inspector's Report

RESOLUTION 10-01-011

IT IS MOVED BY : Pierre Piché
SECONDED BY : Rudy Giordano
AND UNANIMOUSLY RESOLVED:

THAT the Building Inspector's report be accepted.

Carried.

7.4 Parks and Playgrounds Fees: Subdivision by Josée Audet and Jacques Fournier

RESOLUTION 10-01-012

WHEREAS Josée Audet and Jacques Fournier have presented a cadastral or subdivision plan creating lot 972-9 as prepared by Pascal Viger, land surveyor, in his minute 2312;

WHEREAS the proposed subdivision is in compliance with Subdivision By-law 154 of the Municipality;

WHEREAS the Council must collect the park and playground fee which is set at 8 % of the standardized land value for an area of under 4,000 m2, 5% of the standardized value of an area of 4,000 m2 to under 12,000 m2, or 3% of the standardized value of a property of 12,000 m2 to under 40,000 m2 for said cadastral
operation;

WHEREAS the municipality can choose to collect this in money, in land or in both;

THEREFORE,

IT IS MOVED BY : Ginette Breton
SECONDED BY: Pierre Piché
AND UNANIMOUSLY RESOLVED:

THAT the municipal council wishes to collect the fee for parks and playgrounds in money, in the amount of $1 131.77;

THAT upon payment of all fees, the proposed plan be approved by the Municipality of East Bolton.

Carried.

7.5 Nomination of members to the Environmental Advisory Committee

RESOLUTION 10-01-013

WHEREAS the Municipality of East Bolton adopted Bylaw number 211 concerning the composition of the Environmental Advisory Committee;

WHEREAS by virtue of article 4 of Bylaw 211, the duration of the members’ mandate is two (2) years, renewable at the first meeting of Council at the
beginning of the second calendar year;

THEREFORE,

IT IS MOVED BY : Pierre Piché
SECONDED BY: Jonathan Prest
AND UNANIMOUSLY RESOLVED:

THAT Ginette Breton, Roger Gagné, Jane Wardle, Melissa Paige, Agnès Renoux, and Jacques Belhumeur be named members of the Environmental Advisory Committee for 2010 and 2011.

Carried.

7.6 Nomination of members to the Planning Advisory Committee

RESOLUTION 10-01-014

WHEREAS the Municipality of East Bolton adopted Bylaw number 212 concerning the composition of the Environmental Advisory Committee;

WHEREAS by virtue of article 5 of Bylaw 212, the duration of the members’ mandate is one (1) year, renewable at the first meeting of Council at the beginning of each calendar year;

THEREFORE,

IT IS MOVED BY : Rudy Giordano
SECONDED BY: Daniel Lechasseur
AND UNANIMOUSLY RESOLVED:

THAT Pierre Piché, Rudy Giordano, Jean-Guy Laprise, Howard Kates, André Larochelle, Joan Westland Eby, and Claudette Rodrigue be named members of the Planning Advisory Committee for 2010.

Carried.

7.7 Nomination of members to the Missisquoi Valley Follow-up Committee

RESOLUTION 10-01-015

IT IS MOVED BY : Pierre Piché
SECONDED BY: Rudy Giordano
AND UNANIMOUSLY RESOLVED:

THAT Ginette Breton and Daniel Lechasseur be named
members of the Missisquoi Valley Follow-up Committee.

Carried.

8. FINANCIAL REPORT

8.1 Accounts paid to December 31st, 2009

RESOLUTION 10-01-016

IT IS MOVED BY : Ginette Breton
SECONDED BY : Pierre Piché
AND UNANIMOUSLY RESOLVED :

THAT the list of accounts paid on December 31st, 2009, through by-law 86 be approved.

SALARIES
Administration .................................4 577.71
Urbanism .......................................2 043.57
Environment ....................................1 714.20
Transport ......................................2 075.60
Council ........................................1 841.88
--------
12 252.96

TRAVEL EXPENSES
Lucy Edwards ......................................52.10
Ralph Bird .......................................207.55
Pierre Gagné ......................................71.76
Trisha Needham ....................................48.36
--------
379.77

GENERAL ADMINISTRATION
Registry office .........................................42.00
Desjardins Financial Security ..................2 121.49
Revenue Qc ........................................3 655.18
Revenue Canada ..................................1 503.52
Group RRSP ...........................................912.64
--------
8 234.83

OTHER ADMINISTRATIVE EXPENSES
Canada Post ...........................................78.11
Hydro-Qc. (park) .....................................26.93
Pétrol. Lavigne ......................................836.34
Mégaburo ............................................118.87
Virginia Jasper. ......................................915.00
Bell Canada ..........................................435.02
Bell Mobility ............................................80.02
Axion Cable ..........................................116.26
Neil Manson ..........................................432.69
--------
3 058.58

TRANSPORTATION
Hydro-Qc ..............................................297.43
Winter roads contract .........................17 554.72
--------
17 852.15

GARBAGE REMOVAL
Contract ...........................................5 910.35
Dump Site .........................................1 990.56
Sani Éco .............................................376.99
--------
8 277.90

TOTAL .........................................50 056.19

Carried.

RESOLUTION 10-01-017

IT IS MOVED BY : Ginette Breton
SECONDED BY : Rudy Giordano
AND UNANIMOUSLY RESOLVED :

THAT these accounts paid, previously authorized by resolutions 09-12-296; 09-12-308; 09-12-309, be approved:

Publications CCH (council manual x 7) ............533.37
Infotech (contract and hour bank) .............7 511.84
Val-de-Grâce Elementary ............................180.00
--------
8 225.21

Carried.

RESOLUTION 10-01-018

IT IS MOVED BY : Rudy Giordano
SECONDED BY : Pierre Piché
AND UNANIMOUSLY RESOLVED :

THAT the list of accounts paid as previously authorized by resolution 09-12-302, be approved:

Memphremagog MRC (maps) ..............................................90.58
CSST .............................................................................22.40
Sign Centre ......................................................................8.47
Cabinets portatifs Stukely ................................................578.93
Ascenseurs Allard Inc. .....................................................185.00
Centre d’Affaires Eastman ..............................................1 461.73
Malem (webhosting, updates Aug. to Nov.) ..........................750.61
R.T.D. enr (grading Lac-Nick, Public, Bellevue, rang 11)...........959.44
Infotech (election material) ................................................95.94
East Bolton cultural committee (MRC donation) ...................1 500.00
Société mutuelle de prévention ..........................................431.19
Bureau en gros .................................................................56.34
Signotech (signs and civic numbers) .................................1 226.25
Entreprises Raymond Cherrier (extras & boxes) ......................383.78
Infotech ..........................................................................28.22
Publications CCH (Mun. code update) ..................................246.75
Malem (3 months web hosting) ...........................................101.59
RTD inc. (grading in municipal park) .....................................564.38
The Record (subscription) ..................................................135.45
Petty cash ......................................................................130.66
Signotech (road signs) ......................................................323.42
Banque Nationale (stamps) ..............................................1 143.65
Banque Nationale (tools, antivirus, cleaning supplies)...............468.76
Virginia Jasper (cleaning supplies) .........................................54.17
Central d’alarme de Bromont ...............................................191.89
Municipality of Potton (DDW agreement) ...............................812.00
--------
11 951.60

Carried.

TOTAL OF ACCOUNTS PAID TO DECEMBER 31ST, 2009 : 70 233.00

8.2 Accounts payable to December 31st, 2009

RESOLUTION 10-01-019

IT IS MOVED BY : Rudy Giordano
SECONDED BY : Pierre Piché
AND UNANIMOUSLY RESOLVED :

THAT the following list of accounts payable be approved and paid:

ADMQ (dues and security) .................................559.06
Municipality of Austin (prevention nov & dec) ......1 610.68
Municipality of Austin (firemen & f.r.) ..................1 422.00
Infotech (delivery fees) .......................................42.16
Infotech (technical support) .................................47.98
Monty Coulombe (Jocelyn Couture file) ...............3 780.65
Bureau en gros ..................................................97.47
Québec municipal (subscription) ..........................180.60
COMBEQ (dues) ...............................................287.83
Wilson & Lafleur (municipal code - council) ............474.61
Publications CCH (municipal code – admin.) ...........246.75
Jaguar média (subscription municipal info netwrk) ...169.31
FQM (delivery fees) ...........................................28.30
Gestion C. Laplante (alarm system contract) .........191.89
Ascenseurs Allard ............................................186.25
The Record (public notice) ................................210.09
Municipality of Potton (eco-centre DDW 2009) .....812.00
Matériaux Magog (cold asphalte) .......................135.22
Centre d’affaires Eastman ..................................10.16
Roger Gagné (travel expenses) ............................22.88
Gérin Pomerleau Couture(notary) ........................807.06
Les ponceaux de l’Estrie (11th range) ..................293.48
Récupération Maillé ............................................73.37
Paysagement l’unick (skating rink snow removal) ....451.50
Michel Cordeau & assoc. (culvert transport) ..........112.88
Éditions Yvon Blais (update access to info) ...........110.15
--------
12 364.33

Carried.

8.3 Revenues for December 2009

Taxes .............................................6 592.65
Miscellaneous .................................43 969.46
----------
50 562.11

8.4 Anticipated Expenses

RESOLUTION 10-01-020

IT IS MOVED BY : Rudy Giordano
SECONDED BY : Pierre Piché
AND UNANIMOUSLY RESOLVED :

THAT the following anticipated expenses be approved:

Memphremagog MRC .................................900.00
S.M. Laboratories .....................................400.00
1 300.00

Carried.

9. THE MAYOR'S REPORT

1. The Public Security Minister, civil security sector, is preparing to tour municipalities as part of the AH1N1 influenza prevention plan.
   
2. The Minister for Families and Senior Citizens has decided to integrate its “Senior friendly Municipalities” initiative (MADA) into the program to support family policies. The details of the program are available at the Town Hall.
   
3. The BMP Hospital Foundation sent us a thank-you letter for the Municipality’s financial aid for the Walk to conquer breast cancer.
   
4. Jevi, the Estrie Suicide Prevention Centre, is requesting financial aid from the municipality. The municipal Council is planning to adopt a policy regarding donations to organizations, so this request will be studied within the framework of this new policy.
   
5. The Quebec Heart Disease Foundation is requesting financial aid from the municipality. This request will also be studied within the framework of the new policy.
   
6. Following the adoption of a resolution to protect rural post offices and delivery, the Postal Workers Union thanked the Municipality of East Bolton for its support and requests that a petition to protect rural services be made available at the Town Hall for citizens to sign.
   
7. Les Fleurons du Québec has invited us to participate in the fifth edition of the
   horticultural classification of municipalities. The documentation is available at the town hall.
   
8. The Minister for Education, Recreation and Sport has informed us that the release of the Disabled Persons Recreational Accompaniment Program for 2010-2011. The documentation is available at the town hall.
   
9. We have received a request for financial aid from the Memphremagog Circuit des Arts. The municipality will instead contribute by publicising the event in the municipal bulletin.
   
10. Mrs. Maryelle Gaudreau sent the administration a thank-you letter for the initiative of its municipal bulletin, Insight.
    
11. A report of the December 17th, 2009 “Open House” was submitted to Council. The mayor’s next “Open House” day will take place on January 21st, 2010 at the Town Hall.
    
12. The mayor thanked the citizens who participated in the Council Christmas party on December 19th, 2009.
    
13. A meeting of the west sector mayors will take place on January 19th in East Bolton in order to discuss current dossiers.
    
14. The mayor received a letter from Mrs. Suzanne Côté concerning the candidates for the Planning Advisory Committee. A response was sent to Mrs. Côté, along with an invitation to meet with the mayor at the next open house day.
15. The French and English versions of the mayor’s response to Mrs. Joan Westland Eby’s letter concerning her candidature for the Planning Advisory Committee were read. The two versions are also available on the Municipality’s website in the news box.

10. THE MRC REPORT

1. A “5 à 7” cocktail hour in honour of Mr. Roger Nicolet, former Prefect of the Memphremagog MRC, was held on December 17th, 2009.
   
2. A meeting of the mayors and directors general of municipalities served by the Provincial Police will be held on January 27th at the offices of the MRC.
   
3. The nomination of members to the MRC’s various committees will be done at the January 20th, 2010 meeting.
   
4. High Speed internet file: the ad hoc committee created in November 2009 will make its recommendations to council at the next meeting.

11. ADMINISTRATION

11.1 Correspondence
The Director General resumed the contents of the mail received in December 2009.

11.2 2010 Tax Bills
The bills will be sent out on February 1st, 2010. The first payment will be due March 5th, the second on June 4th, and the third on September 3rd, 2010.

11.3 Delegation of power: incompressible expenses

RESOLUTION 10-01-021

WHEREAS by-law 86 was adopted in January 1995 to delegate to the secretary-treasurer the power to authorize incompressible expenses;

WHEREAS the municipal council wishes to maintain the policy of delegating this authority;

THEREFORE,

IT IS MOVED BY : Ginette Breton
SECONDED BY: Pierre Piché
AND UNANIMOUSLY RESOLVED:

THAT the provisions of by-law 86 apply for the year 2010.

Carried.

11.4 Notice of Motion: Bylaw number 201: Remuneration of Elected Municipal Officers

Notice of motion is given by Councillor Rudy Giordano that, at a future meeting of the municipal Council, a draft bylaw modifying bylaw number 211 concerning the remuneration of elected municipal officers will be presented for adoption.

11.5 Training for elected municipal officers

RESOLUTION 10-01-022

WHEREAS a day of training for the Councillors is being offered by Monty Coulombe, s.e.n.c., on either January 23rd or 30th, 2010;

IT IS MOVED BY : Pierre Piché
SECONDED BY : Jonathan Prest
AND UNANIMOUSLY RESOLVED :

THAT an amount of no more than $1 000 be earmarked for
the training day.

Carried.

12. ROADS

12.1 Infrastructure committee report
No report.

12.2 Municipal Inspector's Report

RESOLUTION 10-01-023

IT IS MOVED BY : Pierre Piché
SECONDED BY : Ginette Breton
AND UNANIMOUSLY RESOLVED :

THAT the municipal inspector's report be accepted.

Carried.

12.3 Nomination of members to the Infrastructure
Committee

RESOLUTION 10-01-024

IT IS MOVED BY : Ginette Breton
SECONDED BY: Rudy Giordano
AND UNANIMOUSLY RESOLVED:

THAT Roger Gagné, Rudy Giordano, Daniel Lechasseur,
Jonathan Prest and Pierre Piché be named members of the
Infrastructure Committee.

Carried.

13. OTHER BUSINESS
No questions.

14. QUESTION PERIOD
Mr. Jean-Guy Laprise suggested that when a bylaw isabout to be amended, the main points be presented to the public and a question period be permitted during
the meeting before the bylaw amendments are adopted by Council. Mr. Paul Chacon seconded the suggestion.
Mr. Richard Fortin asked about the possibility of posting the agenda on the municipality’s website before each meeting, and asks that the list of accounts payable also be available to citizens. He asked about the fire prevention program, and asked which fire
station covers the north end of the municipality.
Mr. Paul Chacon offered his services for the waste management plan, namely when it comes time to call for tenders for the new garbage and recycling pick-up and transportation contract.
Mr. André Larochelle thanked the Council for his nomination as member of the Planning Advisory Committee.
Mr. Jean-Marc Roy, a new arrival, was satisfied with his welcome package from the municipality, but complained about the snow removal on a portion of Bellevue Road.

15. ADJOURNMENT OF THE MEETING

It was proposed by Rudy Giordano that the meeting be
adjourned at 8:10 p.m.

Respectfully yours,

Lucy Edwards
Director General / Secretary-treasurer

Royal Dupuis
Mayor

______________________________