990706 Otter Valley Trail MIN'
OTTER VALLEY UTILITY CORRIDOR & RECREATION TRAIL COMMITTEE
MINUTES
BOARD OF MANAGEMENT
Tuesday July 6. 1999 -8:00 A.M.
Municipality of Bayham Council Chambers
Members Present: Chair S. Lamb, M. Stewart, B. Smith, C. Evanitski, B. Carroll
Staff Present: B. Bartlett, M. Beatty, D. Daniel
Others Present: P. Niece, Regional Coordinator, Trans Canada Trail, D. Mason
A. Call To Order
Chair S. Lamb called the meeting to order at 8:00 a.m.
B. Adoption of Agenda
Moved by B. Smith and Seconded by B. Carroll:
'That the Agenda of the Board of Management for the Otter Valley Trail Committee dated July 6, 1999, be
adopted.'
Carried.
C. Adoption of Minutes
Moved by B. Carroll and Seconded by M. Stewart:
'That the minutes of the Board of Management for the Otter Valley Trail Committee dated March 23, 1999,
be adopted as printed.'
Carried.
D. Business Arising From The Minutes
None.
-2-
E. Reoorts and Discussion
I. Treasurer's Reports
a) Financial Report -June 23, 1999
Received.
Staff were directed to obtain a legal opinion from Bayham's Planner and Lawyer with respect to the proper
land use designation of the Trail and whether or not the municipal lands would have to be redesignated in
the Township Official Plan and Zoning By-law.
Moved by B. Smith and Seconded by M. Stewart:
'The Board of Management of the Otter Valley Trail Committee recommends to the respective area
Council that in order to meet the financial obligations incurred by the Committee and to maintain distinct
records, the municipality and town issue payment to the Committee for an amount of no less than
$1,443.30.'
Carried.
bl Ditch Bottom Clean Out
Report dated May 19, 1999 from the Drainage Superintendent received.
In response to a question from C. Evanitski, D. Daniel stated that Bayham would not be able to obtain any
provincial funding unless there was an application through the Drainage Act.
D. Daniel funher advised that this matter was not being processed under the Drainage Act.
In response to a question from B. Smith, D. Daniel stated that the municipal lands form a barrier to the
proper drainage of the area and it is our municipal responsibility to keep the ditches free and clear. He
further stated that if the ditches are not cleared the landowner could ask for a review through the Ontario
Water Tribunal.
The Board of Management directed no work to be undertaken until other funding sources were
investigated.
Moved by B. Carroll and Seconded by B. Smith:
'That the Board of Management direct staff to investigate other funding sources for the work to be
undertaken as identified in the report dated May 19, 1999 from the Drainage Superintendent and report
back to the Board;
And Further That the Board of Management authorize the said works once the other funding sources have
been identified by staff.'
Carried.
f
-3-
2. Secretary's Reports
al Insoection Report
Report dated June 24, 1999 from the Deputy Clerk received.
P. Niece, Regional Coordinator, Trans Canada Trail addressed the Committee and stated that the Ontario
Federation of Snowmobile Clubs is an excellent resource to assist with signs and labor for the Otter Valley
Trail and at no cost.
In response to a question from B. Smith, P. Niece stated that the community has to decide how much of the
Trail will be part of the Trans Canada Trail and then on application the Committee could access monies in
the amount of $2,000.00 per kilometer for former railway lands now in public ownership.
bl Otter Valley Trail Uses
Report dated June 24, 1999 from the Deputy Clerk received.
M. Stewart stated that the zoning and a legal issue were outstanding and that the Board of Management
cannot decide on uses until those issues were dealt with by the Board.
cl Restricting Access To The Otter Valley Trail
Report dated June 24, 1999 from the Deputy Clerk received.
dl Reauest For Stop Signs
Report dated June 24, 1999 from the Deputy Clerk received.
e) Request For Materials
Report dated June 24, 1999 from the Deputy Clerk received.
The Board directed staff to investigate a source for surplus materials.
f) Trail Maintenance
Report dated June 24, 1999 from the Deputy Clerk received.
The Board directed staff to investigate ifin-kind service was available on trail maintenance.
The Board directed staff to contact the local snowmobile club to place stop signs on the Otter Valley Trail
addressing safety issues warning of road crossings ahead with the understanding that uses have not been
detennined on the Trail.
-4-
F. Other Business
P. Niece advised that the Board keep a record of in-kind service and their value for Trans Canada Trail
funding ..
G. Executive (Closed Session)
Moved by B. Smith and Seconded by M. Stewart:
'That the Board of Management now move into Executive -Closed Session to consider matters of potential
litigation.'
Carried.
The Board of Management moved into Executive-Closed Session at approximately 9:45 a.m. and back
into Open session at I 0:25 a.m.
H. Adjournment and Next Meeting
Chair S. Lamb adjourned at 10:25 a.m.
The next meeting is August 10, 1999 at 8:00 a.m. in the TownofTillsonburg Council Chambers.
TILLSONBURG/BA YHAM
OTTER VALLEY UTILITY CORRIDOR
AND RECREATION TRAIL COMMITTEE
STAFF REPORT
TO: Chairman and Committee Members
FROM: Treasurer
SUBJECT: Financial Report
BACKGROUND COMMENTS
DATE:June23, 1999
FILE: D06
NUMBER: 9900 I
E: Io)
Attached is a spreadsheet entitled "Summary ofTransactionsfor the Year Ended December 31,
1998" which details the Committee's bank account activity for 1998. As you will recall the Town
and the Municipality each expended $500 in October of 1998 to set up a bank account to cover
expenses to be incurred by this Committee. The Summary shows $32.00 expended for rrail
publications and interest income of $14.08 contributed to the account resulting in a balance at year
end of$982.08.
Interest earned since year end has increased the account balance to $1,001.82 to date.
The following are invoices for expenses incurred by the Committee since January !, 1999:
DATE
28.Apr.99
17.May.99
09.Jun.99
24.Jun.99
PAYEE
Municipality ofBayharn
-signage & installation -Extreme Danger
Town ofTillsonburg
-signage -taking ownership
Town ofTillsonburg
-signage installation -taking ownership
Black Bridge Hill north
Municipality ofBayharn
-signage installation -taking ownership
Black Bridge Hill south
Total Payable
AMOUNT
$ 932.80
2,208.90
438.02
308.70
$ 3,888.42
••• 12
~ otter Valley Utility Corridor & Recreation Trail Committee -2 -
· Report
99001
In order to meet the obligations required of the invoices listed, $2,886.60 will need to be
deposited in the bank account.
Further financial obligations that could be incurred in 1999 include the following:
Ditch bottom clean-out -Part Lot 14, Con 2, Municipality ofBayham
Legal fees -opinion on application submitted under the Line Fences Act
Gravel to repair dangerous areas in trail bed
$ 3,695.50
2,000.00
500.00
$ 6.195.50
Other financial obligations that the Committee may wish to consider include repairs to major
washout areas that have been identified at the Black Bridge and near Glen Erie Line. Pending
comments from legal counsel, costs to construct fencing may also be a consideration in 1999.
RECOMMENDATION
In order to meet the financial obligations already incurred by the Committee and to maintairi
distinct records, the Municipality and the Town should issue payment to the Committee for an
amount of no less than $1,443.30 each.
Respectfully submitted,
Lynn S. Buchner