[0:09] okay good evening everyone Welcome to our monthly meeting uh council meeting [0:13] for July the 11th 2024 follow the meeting [0:18] order um second item on our agenda is motion to adopt June the 13th 2024 [0:25] council meeting minutes move by Deputy Mayor Eric Dipper [0:30] second second by councelor Brian house all in favor [0:35] iOS motion carried a third item is a motion to [0:41] adopt July the 11th 2024 council meeting agenda Hello by councelor Derek house [0:50] second by Deputy Mayor Eric Nipper all in favor I I [0:55] opposed motion carried uh I'm going to turn it over to [1:00] Finance now for the approval of invoices for June [1:04] 2024 I make a motion that we approve the invoices for June of 2024 in the amount [1:09] of [1:13] 52118 you heard a motion brought forward by councelor house second second by [1:18] councelor Brian H all in favor allos motion [1:25] carry uh new business um we have uh some permits yeah [1:31] I have uh some permits to pass on we have uh permit for a new single unit [1:39] dwelling at 193 to 2113 Kens Road uh not sure I should do the four of [1:46] them one time or want them individually I say we take them [1:51] individually okay yeah so a move for adoption of approval of a permit for [1:57] single unit at 193 23 just oh okay and already approved [2:04] information Just for information okay sorry so you can do all four councelor [2:09] okay thank you so there's a permit for new dwelling at 193 213 kiens road we [2:17] have issued permit for Access building at 241 kippens Road and access [2:22] rebuilding at 224 kiens Road and a patio at 15 juniver Avenue all permits are [2:30] being okay so you heard the uh motion for the four permits brought by [2:36] councelor Derek house seconder second second by Deputy Mayor Eric Nipper any [2:41] further discussion all in favor I opposed motion [2:50] carried um now we have um next on our agenda is s and soil for the dog park [2:59] there was a n P put out uh so we have one that came in out of nine I believe 8 [3:07] to nine that was to that was to yeah so we have one we're going to open it here [3:11] now and [3:18] see uh this is from Pro fencing and excavation [3:27] um description removal of P Stone spread top soil 4 in and placement the field [3:34] solids for the dog park uh total cost would be $ [3:41] 28,33 180 this is what was that figure again call $ [3:48] 28,33 180 um the breakdown is1 [3:54] 5,562 for the removal up to pstone and spread the uh the soil to the 4 in and [4:01] then the placement off to the SIDS for the dog park and the labor was [4:06] $950 for a total of$ 24612 uh taxes [4:12] $3,691 180 for a total of [4:19] 8,338 it's the only RFP we had come back [4:24] um um like I said it was eight or nine that was sent out but was the only one [4:30] that got back so and it will be part of a CIP for gas [4:36] tax gas this will be paid for if accepted or if granted will be paid for [4:42] through our gas Tec funds CIP funds any idea how quickly they're able to do with [4:46] if we decide to go with it because I know a lot of the residents have been [4:49] asking about the old dog park and and I I can inquire the last two rfps that [4:55] went through uh one of them being contract that was awarded to that [4:58] company was within a couple of weeks be nice to see happen there there usually [5:04] is at least a two to three week turn around through gas act Secretariat for [5:07] the approvals and then the terms can be set by the town afterwards for okay comp [5:13] completion dates okay so that's the RFP that we [5:17] received um if someone want to put a motion we have to have a motion have a [5:22] resolution resolution resolution as part of a gas [5:26] tax so who will bring forth the I would recommend that we proceed with awarding [5:33] thep for the work on [5:38] okay work to Pro fencing and excavation right y second it okay so motion was [5:44] brought forward by councelor Derek house it was second by councelor bran house [5:48] any further discussion all in favor I [5:53] opposed motion carry um next one I is is for Pinacle [6:01] RFP website and it support and I'm going to ask our Deputy Mayor to speak on that [6:08] uh myself and the town manager got together a number of months ago and did [6:14] up a bit of a perspective actually on some of the services that we uh would [6:19] like to see in house and some of the some of the things that we would like to [6:24] see done with our media that we currently have in place so we we drew up [6:30] a list of requirements that we would like to see and it included U some of [6:37] the uh protection of the devices we have here storage cloud storage encryption [6:45] for some of the machines we have here a remap of our [6:49] website and a host of other items that we we felt was necessary one primary uh [6:56] was Callin support so the ability to for the town staff if they have a problem to [7:00] contact at a moment's notice and get a response from a Heth desk within a [7:06] period of time a short period of time so we as we said we did up a prospectus and [7:12] we sent it to how many three different companies and two two of the companies [7:18] indicated they weren't interested in participating in the request for [7:22] proposals and we had a response for one so the company that responded was [7:28] Pinnacle Office Solution in St John's and they sent back a proposal that was [7:34] fairly wide ranging and again myself and the town [7:39] manager and the representative for Pinnacle have met a couple of times [7:43] three I think in total and we've sifted through a fair amount of resources that [7:49] they put forward really not necessary for the town more geared towards a you [7:54] know somebody or group that has a lot more infrastructure number one uh do [7:59] their own onsite [8:03] U uh Services I can show you the actually I [8:08] think we did send the item didn't we or did [8:12] we have cop we have a copy so we we've gone through it and we've selected uh [8:18] what we thought for now uh would be beneficial to us so the first is a [8:23] website design and that involves working with the company to develop a or revamp [8:30] the website that we have uh with a fair degree of consultation between the [8:36] council and other members uh to to determine exactly what it is we want to [8:42] see so how the look and feel of it the types of pages that we want to see in [8:46] place as an example they are able to put uh they are able to put [8:52] Financial Services on a page so that if we have taxpayers that want to pay their [8:57] taxes we can actually do direct deposits through the web page it'll put it right [9:01] into her accounts issue receipts etc etc so that that's there rather than have to [9:06] email go through a whole sifting process that that we currently do um we looked [9:15] at uh well they're going to do hosting of course if they're if they're [9:19] developing a website they'll host our domain as well cloud backup services so [9:24] we're looking at a fee for service to take any data we have here on our [9:28] service and we we have two servers that currently run here the one that runs Our [9:31] Town suite for our office plus the water management system they will do backup [9:36] services for both of those servers and any devices that we have inside uh so [9:42] all data will be stored in the cloud with redundant backup so there will be [9:47] backup and then backup of the backup so if anything ever fails or we lose their [9:51] systems or gets corrupted or whatever the case may be we'll have recovery or [9:55] Recovery Services or uh we have we're looking at security vulnerability [10:01] management and that would be for the users here so looking at ways that uh [10:08] anything that they do on their systems they might be vulnerable to attacks so [10:11] external attack or ransomware viruses spam etc etc they'll they'll handle and [10:18] filter that uh and we're also looking at encryption so anything that be have here [10:23] will have an encryption applied to or secure encryption applied to anything we [10:28] send and receive through our systems here so that the chances of pcking into [10:33] it or getting into that data is never say non-existent but it'll be [10:39] slim or Slimmer and last but not least we're looking at a time block for pardon [10:44] me for support runs for call and support so again if the staff run into problems [10:49] during day-to-day work or even after hours if we need assistance we can call [10:54] uh this group they're operating 247 basis and they can they can do heard do [11:00] service they can actually remote in take control of the machines fix whatever is [11:04] the issue and take care of it as I said there were a host of other items pardon [11:09] me there were a host of other items that were included in it but we didn't really [11:14] see it as being prudent right now to buy into it because it we don't have we [11:20] don't have the robustness there of systems to to to require or you know the [11:24] need is just not there so we have some recurring costs of one [11:29] onetime cost for the website itself is a onetime cost and the remainder or [11:35] recurring monthly cost will well have to [11:41] pay is go ahead I was just goingon to ask a question about the U I guess the [11:47] Callin support y um just thinking about and for the most part our staff would [11:52] require that during normal business hours and it would be odd that would be [11:57] required outside those hours U I don't know would be any advantage to us to not [12:03] seeking 24hour support but uh it's includ you buy a block of time when you [12:10] use it is totally up to you okay just curious so it's not it's not it's not [12:14] dependent on the time of day is just they provide 247 okay all all you do is [12:19] you buy a block and you say whenever I call I'll get service but like I mean [12:23] the wells or things like that I mean if they're they're monitored if something [12:27] went wrong on a weekend be nice to be if they if you had to call [12:32] be able to contact somebody that would be weekends to that that would be a [12:36] slightly different service because I think there's already there's a well [12:39] monitoring service hotline that we can call correct to take care of that [12:43] software so that that software is already managed but this would be [12:46] something that let's just say we're in tax season yes and we have an issue with [12:50] two of the machines in the front office and they can't do the work I got you [12:53] yeah okay yeah okay so with this package deal is um [12:59] like how long are we signing up for and can it be changed it can be changed at [13:03] any time we sign up for any so if we need to add more we can add more can [13:08] it's month by month okay so you choose your services now you pay on a [13:12] month-by-month basis for what you want as I said the website design is onetime [13:15] fee yes but that and included in the website design by the way is for one [13:21] year then they'll monitor your website uh and if you have any major changes [13:26] that you want done like if you want things put in taken away Pages redone or [13:31] whatever they'll do the services as well they'll monitor a you know seven days a [13:36] week or 365 days I should say and the big thing is that they will [13:42] assess the design so they'll set there's a a group of people that they work that [13:47] work and do this design they will meet with us figure what we want get some [13:52] direction from us and then they'll build base on that that [13:57] direction would they do St training if that's required or we could ask for [14:01] staff training that's something that they do but it would have to be discreet [14:05] asks and that would be like what what would you want are you thinking about [14:11] the so that staff could keep the websit yeah well there will be yeah there be [14:15] Management Services included in it so we'll have access to the website if you [14:20] want it we can add to or take away from it we can you so I mean if Justin wants [14:24] to put something up on a notice board right he'll have that capability to do [14:29] yeah was the cost reasonable in yours and Justin's estimation yes absolutely [14:34] okay for what they're for what they're providing and with the website is there [14:39] going to be any certain things like if someone types in a certain thing that [14:43] town of Kip is going to pop up like the yes I'm glad you asked that question [14:47] because they they will provide a service what they will do is they will Goot to [14:50] the search engines and they will prioritize the town of kiens okay so [14:55] that when we when a search is done on town of kiens it'll be up high in the [14:58] list instead of being in the bottom 100 be in the top 10 or top 20 so that when [15:04] a person sees the screen yeah it'll be there it be one of one of the top or you [15:09] know uppermost hits that you would get on a search I recall a conversation we [15:13] had about our website and about the deficiencies in it and it required a lot [15:18] of work and I think this is a good move for Council to make to get somebody [15:23] outside and a professional group to look at trying to make some of the changes [15:29] that are deemed necessary for our website because right now when we read a [15:33] lot of the stuff it's probably not the things that you'd like to have out there [15:37] about this town so I think that's really good yeah well I think what we should do [15:41] is make a make a significant move away from certain types of social media and [15:46] move into an information distribution system that's tagged directly to us and [15:51] that we control so the messages the message that goes out there is from the [15:55] town and it's not side sources will any of this impact [16:01] the like our presence online in in any other because I know there's some things [16:07] that seem to be under the periphery of what the town is putting out there but [16:11] it's still viewed as being the town's message and I mean our own I think the [16:16] town's Facebook page got a lot of things people trying to sell things and whatnot [16:22] that it shows up on I'm world's worst social media yeah and with this website [16:27] design we would would need a Facebook page Would we not necessarily no okay so [16:33] we can get away from that that could be our Central [16:37] presence just just to top what Eric said most the regul regulatory authorities [16:44] municipalities act and development regulations they all refer back to for [16:48] postings and informations they all refer to town website not social media so we [16:54] are obligated by regulatory Authority all our media is supposed to go [16:59] websit but I think we have fed that animal somewhat over the past because [17:04] people had the preference of Facebook and when I know before I got on Council [17:10] and even since you had to go to Facebook to see what was being posted about water [17:16] oages this that the other thing because it didn't make its way to the town's uh [17:22] website that early enough yes and and part of the I'm sure the servic is with [17:26] the website availability uh there should also be available for a callout system [17:31] that we can Implement as well so that if the water is going to be shut off at [17:35] whatever street due to water repairs or whatever is all that there's a system [17:40] can be designed so that anybody on this street as long as they provide a phone [17:44] number or an email however they want to receive that correspondence yeah they'll [17:48] the minute it gets put on a computer or something like that they automatically [17:51] get it they'll probably build some kind of a banner system into the uh into the [17:56] website hopefully where the news would show up that you know water done hathor [18:01] Avenue or whatever well that's the thing once we sit down as as a council yeah [18:06] discuss about whoever else we want to decide we can decide exactly what we [18:10] want to see and how it should be that's really good yeah I think it's a great [18:13] move forward so I think we should proceed with it yep next [18:22] one um we had a request for donation from Garden of [18:29] hope not uh Garden of Hope of course is located at the St riding Hospital space [18:38] service an oasis on a warm summer day inviting staff families patients to sit [18:42] and make make a call eat lunch or just relax [18:48] um so they have to operate the place like flowers [18:55] planting fertilizers painting keep the things painted that so they've requested [19:01] donations [19:04] uh I don't think we donated in the past we couldn't find any no there's nothing [19:10] that we've done in the past so [19:14] um seems to be a worthwhile cause so I'm just wondering if anyone would like to [19:20] suggest an amount that would be reasonable in this case2 [19:29] $200 fine by me the [19:32] words all right I make a motion that we donate $200 to the Garden of Hope okay [19:40] brought for by councelor Derek house second by Deputy Mayor Eric Nipper any [19:45] further discussion on this all in favor all right oppos motion [19:52] carries uh we don't have any additional business do we Okay I'm going to start [19:58] with our committee reports I'm going to start with my left here with Deputy [20:01] Mayor Eric Nipper uh nothing report right now from the [20:05] h okay thank you councelor host uh nothing to report for [20:11] me councelor Derek host uh no nothing uh I want to mention this time no okay um [20:19] before I ask our our CIO I just want to say U because after that our meeting [20:25] will adjourn uh that Canada Day Celebrations I attended [20:29] uh it was a fantastic celebration uh well put together a lot of good [20:33] volunteers and I want to thank them all um you know Rosie do organize it but I [20:38] want to thank all the volunteers that participated um I know our staff here [20:43] participated in it and uh also besides the uh regular Day Celebrations we had [20:49] an excellent um show of uh for our fireworks the fire department was a big [20:56] part of that too yes they were yeah fire department done the fire works and the [20:59] barbecue and it was an excellent display I Heard lots of good comments fireworks [21:04] display as well yeah was one of the better ones that I've seen I've been to [21:07] a lot of them and I was at this one and it's uh it was quite spectacular and [21:12] being outside and talking to other people there at time watching it you [21:16] know just a response for a majority of people so I just want to say a big thank [21:19] you to them for the celebration that day we certainly appreciate all of her work [21:23] and her efforts um so just thank you from myself [21:27] and from Council and now I'll ask our c for his report [21:33] yeah we have a couple of things there for the report uh first and foremost uh [21:37] just as a report we had some indiscriminate dumping in the grubbing [21:42] area um it has been since been cleaned up okay uh we took ended up taking [21:48] approximately almost three4 of a tandem load of indiscriminate materials that [21:53] were not meant to be there um and unfortunately that cost does come at [21:57] taxpayers expense because it comes out of our budget so at the end of the day [22:01] it is a taxpayers of the community that are paying for the indiscriminate [22:05] thumping yeah so uh in since the uh gate in the area has been fixed and has been [22:11] closed and locked okay 40 in term until we find a long-term solution to try to [22:17] mitigate it uh residents will be required to contact the town office [22:22] beforehand a public works employee will go over open up the gate view to see [22:28] what materials need to be dumped and to dictate whether or not it is appropriate [22:32] or not and that's only during normal business hours it will be during normal [22:36] business hours from Monday to Friday Monday to Friday 8 to 4 okay so too bad [22:42] it's just a few people making it bed for everybody unfortunately you know because [22:46] it did come to a fair expense from tipping fees yeah uh so we're trying to [22:50] mitigate that you know we don't want to have to have more more tipping fees than [22:55] necessary so res should realiz or people that it's not a dumping site no it is [23:02] strictly for gring you know if you're grubbing off a bit of Overland you know [23:07] we've got hopefully lots more Development coming yeah so if you got a [23:10] piece of land that you're trying to Grub off you know some overburden the tree [23:14] stumps all that that stuff can be dumped tree trimmings grass leaves we also did [23:20] notice that there were people who had grass or leaves and stuff uh they left [23:25] it in the garbage bags yes so we only we asked you know residence the leaves and [23:29] grass can be dumped you're going to have to cut or tear the bag open yeah to dump [23:34] it and then take the bag back with you type thing right a question what type of [23:39] stuff shouldn't be done anything that is not natural from grubbing so we're going [23:44] to I'm going to draft up a a letter and it'll be laminated and it'll be put over [23:49] there at the grubbing area Okay because we're hoping long term it won't have to [23:53] be locked as per normal hopefully we'll find M mitigation that it can be left [23:58] open as it previously was so I mean at the end of the day it's meant to be [24:03] natural materials trees branches you know stumps over burden itself from [24:07] grubbing from a development in the town of kippens only [24:12] so not construction materials we they had to go over and pull out building [24:17] materials flooring I think there was mattresses concrete as carpet I mean is [24:23] not it's not for that right not a yeah and there not only else that's noticed I [24:28] had uh I had a call from a resident that went up there himself to dump some some [24:32] leaves and they called me and asked me last time I was up there and he said you [24:36] I want to go take a look and he told me the kind of things and I went up and [24:39] took a look and was just ridiculous so other people are noticing too and [24:43] keeping their eye on it which we appreciate so we may have to get some [24:46] camera coverage we we're into it long term is probably going to be 24-hour [24:52] video surveillance of the area yeah so that way it'll be able to mitigate [24:57] residents from half to do stuff during business hours when people are usually [25:01] working yeah so you know I'm sure there's lots of uh Recreation stuff for [25:06] clippings all that people do after hours in the evenings on their days off you [25:09] know so we' like for the residents to be able to Avail of that at their own time [25:14] well and and the thing is by people doing this that shouldn't be putting [25:18] things there shouldn't be there it's affecting the rest of the people in the [25:21] community yes so right now we got to go Monday to Friday 8 to 4:30 or 8 to 4 [25:25] whatever it is and uh you know it's unfortunate but in order to keep a tabs [25:30] on it is what we got to do it may not even all be done by people from our town [25:35] no because we've had that happen lots of times [25:39] yeah no okay so the next item on the list [25:43] there is the uh we The Talented put in for the uh Miracle Grow [25:51] garden not fun a miracle gr Garden it's supplied by Miracle Grove with free [25:55] materials and growing uh this year instead of given soils and bag top so a [26:00] lot of stuff for a community garden what Miracle Grow decided to do was there is [26:04] a limited Supply fo planting four of each there's a bottle of Miracle Grow [26:10] itself there's a water soluble plant food and there is a sign with the [26:15] miracle growth this say funded by Miracle growth with the town of Kens is [26:19] emblem in the sign oh nice uh so there is a limited amount there if any [26:24] residents are interested the only requirement is that when you take them [26:28] materials you have to take a sign with you uh you take a picture of the garden [26:32] when you start it and we will find a date for I believe sometime in August [26:37] you take another picture later in August with the sign visible in the garden and [26:43] at that point we sent it to Miracle girl they post it on their website good so if [26:47] there's any residents in kiens that got the green thump and got flower gardens [26:53] and stuff like that there is a limited Supply first come first a surf okay uh [26:57] contact found office during business hours 8:30 a.m. 4 P.M okay Justin I [27:03] think I mentioned to you before we had I don't know how what the shelf life is on [27:07] the fertilizer and plant food net but there was a a fairly large amount of [27:13] that stuff in the shed over there by the community garden now I don't know if [27:17] it's worth checking out whether that stuff is still INE or usable because uh [27:23] it was one the uh the former deputy mayor had uh when she resigned her [27:29] position and had told me that she had this and they brought it all to me so I [27:34] got the key from the town employees and put it in that place there are some [27:38] signs and probably some plant food like you've got here it might enhance what [27:42] you've already got if you do get a big uptake on it and the stuff is still in [27:47] date yes and just other one other thing on the whole G for the community garden [27:51] actually uh town of kipin does not actually have a garden committee per se [27:56] anymore okay so we've had numerous residents coming and asking about the [28:00] garden beds and such uh we've just conveyed to the residents if there's an [28:03] empty plot over there you're welcome to take it we just ask you probably fix [28:08] your name to it somehow so that it can be indicated that it is in use for the [28:12] season okay and for next season and Seasons Beyond if there are residents of [28:16] the community that would like to step up and form a garden committee again and [28:21] would' like to spear head debt by all means we all accept it with opener [28:25] there's there's still a number over there that's not in [28:28] yes so so it can be available so moving on from that last [28:33] item for me uh is just a thing for the recre summer Recreation program itself [28:39] uh we got approximately 98 children enrolled in that summer program right [28:46] now so once again it has been a very tremendous success uh the town sent out [28:52] U just a little reminder letter to all the parents of the participants just [28:58] indicating that well you know in all fair weather all programs are going to [29:04] take place outside as it is warm out we did just send out a a reassurance letter [29:09] Morris just asked parents or Guardians to have a water bottle with the child's [29:14] name on it so it communicate for who they own it uh a hat either baseball [29:19] type or full brim bucket to try to keep sun off them a pair of sunglasses and we [29:24] ask that on especially sunny days uh they come when be dropped off to already [29:30] have at least an SPF 30 sunscreen on uh I only sent that over to the recreation [29:36] students earlier this week looking out yesterday and today I seen the big old [29:41] string of water bottles over there sitting on the grass and everything so [29:45] just through those to the parents or the Guardians of the kids we appreciate the [29:49] support because the well-being and safety of the kids and the workers are [29:54] the utmost importance so just thank you to the to the community [29:58] okay is it restricted to kippens the participants or did we get from other [30:04] communities just actually not sure on that usually the way of work is they [30:08] take res first we have enough room to from yeah and there is an age thing on [30:15] it as well it's always a good program yeah one other thing before we adjourn [30:22] um we have another meeting on July the 18th with Brian colan yes and at 2: p.m. [30:28] 3 3 p.m. yeah 3 okay so there will be meeting July the 18th with Brian Coleman [30:34] uh he's from uh he is the housing development officer for M&L yes [30:39] municipality Newland so there is um some monies out there that could be availed [30:44] of by contractors that want to put up housing in the in our area uh so I want [30:51] to put an invitation out to all the contractors that want to come to the [30:54] meeting July the 18th 3 p.m. here or at the community center uh if if we could [31:00] ask contractors or developers to indicate beforehand okay right now it is [31:05] scheduled to be at the Town Office okay if we get a large uptake of people [31:10] wanting to attend okay uh by all means I'm sure we can accommodate to have it [31:14] held at probably the community center okay on that dat so there any [31:17] contractors out there that are paying attention to this meeting if you want to [31:20] come please call the office and let us know that you're will be participating [31:25] and we'll probably do some uh make some calls ourselves just let them out the [31:31] more we can get the better hopefully that'll bring some attention to our area [31:35] and probably get some uh good feedback in uh for development uh I know I was [31:41] talking to one developer and he was saying that was looking for land [31:45] somewhere else and it was just like nothing you know so maybe this might be [31:50] a good opportunity for kittens got so I just want to make that not one [31:56] other item before we adjourn uh I brought in a battery deposit box you [32:02] want to speak to that or oh yes uh we Town recently received a battery deposit [32:08] box for used batteries that are no more good okay it is meant solely for [32:13] household batteries you know double a AAA D Vol that kind of [32:19] stuff sort of yeah little watch batteries all that stuff any Hosto [32:23] battery yeah the Box will be set up there at the front desk and foyer there [32:28] are little plastic bags that the batteries can be put in tied off first [32:32] and then put in the Box okay so it's there is free to charge we just want to [32:37] reiterate that it is only for household batteries we do not take marine [32:41] batteries car batteries you know commercial tractor shut is's not for any [32:45] of that stuff we are not a deposit it is only for [32:50] household battery good good to [32:55] have I never know what to do with mine all here so save trip to St George yeah [33:02] okay uh I'll call for a motion toj next meeting will be August August [33:09] 8th same time same place motion to [33:16] adjourn second move by councelor Derek house second by councelor Ry house all [33:20] in favor motion carried