Minutes AGM Village of Westport Commission
- Call to Order:6:37pm
- Additions to the Agenda:Gordie advised DB Kenney supplied siding for the Rec Hall and suggested a letter of thanks be sent. Clerk will prepare a letter.
- Adoption of Agenda:Shelley motioned to adopt. Gordie 2nd. Motion carried.
- Minutes of Tuesday November 7th, 2023
Shelley motioned to adopt. Gordie 2nd. Motion carried. - Monthly Financial Statement
a. November financials
Year to date for Remembrance day wreath showing zero as it was recorded under Supplies/Other as it had been reimbursed to Shelley for picking up the wreath. Agreed the Remembrance day wreath year to date would be adjusted to reflect the fee and with this change financial statement would be accepted.
Shelley motioned to adopt. Gordie 2nd. Motion carried.
b. Grant Thornton 2022-23 Audit Review
Shelley motioned to adopt. Gordie 2nd. Motion carried. - Old Business:
a. Asset Retirement Obligations Assessment: During the audit it was recommended by the auditor that we start setting aside $1000 to 2000 a year to put towards the associated costs with making the changes as outlined in the audit report. This will be discussed further at budget review time. To be removed from the agenda until that time.
b. Comm Hall doors and locks repairs/replacement:Gordie advised Jeff Thompson will put in the new locks over the next few weeks.
c. Island Medical Services:Gordie, as well as other attendees, noted that the ambulance has been seen to be around at the bay. Will continue to monitor.
d. Veterans Signs:The Veterans signs were hung for Remembrance Day and have since been stored until next year. A notice should be put out next year to encourage other families/organizations to participate with the Village to continue to produce more banners. To be removed from the agenda until that time.
e. Audit Committee Meeting:The audit committee meeting was held on November 29th at 6:30pm via a Virtual meeting with our Grant Thornton representative. All three commissioners were in attendance as well as the Village clerk. Quorum was met and the audit was reviewed. To be removed from the agenda.
f. Hall Rentals/Super Seniors request:The Super Seniors had requested a reduced rental rate supplying information regarding past contributions to Village as well as other ongoing activities. The Commissioners reviewed the request along with the supporting documentation and decided upon a flat rate of $15/per day. Bookings/payments will need to follow the standard procedures. Shelley motioned to adopt. Gordie seconded. Motion carried. Clerk will produce a letter
confirming the special rate and provide it to Super Seniors.
g. Electrical work Rec hall & Community Hall:Gordie advised Darren Vantassel is still anticipating he will be able to begin the work between Christmas and New Years. He also advised there is an outside light fixture that will need to be
replaced at the back of the Rec Hall.
i. New Fire Truck:Gordie advised the new truck has been inspected, insured, and is in service on the island. To be removed from the agenda.
j. Ceiling Fans Rec Hall:Gordie advised he believes the fans have already been ordered by Darren Vantassel.
k. Rec Hall Heater:Gordie advised the heater has been repaired (birds nest removed. Clerk confirmed the invoice was received and payment has been remitted. To be removed from the agenda.
l. New Clerk:The position of Clerk had minimal response but a suitable resume and interest from Cheyenne Peterson. Cheyenne lives locally and has had Administrative Assistant training. Cheyenne has been advised of what the role/duties are and advised she would accept the position if offered. Shelley Motioned to accept Cheyenne for the role of clerk. Gordie 2nd. Motion carried. Clerk will advise Cheyenne and handover relevant documents, check book, and access to email/financial database. To be removed from the agenda. m. Rec Hall Dehumidifier:Gordie spoke with Weirs regarding alternate options to the dehumidifier available through Home Hardware. They advised they did not have a dehumidifier but did have a heat pump. The cost would be approximately $22,000. The commissioners agreed to go ahead with the
purchase of the dehumidifier form Home Hardware as it was the more economical option.
n. Ambulance Purchase:The commissioners have decided to put further discussion on hold pending further observation of the ambulance service.
o. GIC Maturation:Scotiabank has been advised of our request to have the $10,000.00 investment maturing December 21st deposited to the Village Bank account rather than being renewed and the required documentation has been
completed. To be removed from the agenda.
P. Life Rings on Wharves:Gordie spoke to Cookes regarding the Life rings. He was advised they may have one. He will follow up with them. The Commissioners will continue to look into other options. - New Business:
a. Banking access for new clerk: Cheyenne Peterson as the new clerk will need to be added to the Scotiabank account and a debit card should be provided to her for the purpose of online statement access and making deposits. Shelley motioned to adopt. Gordie 2nd. Motion carried.
b. Donation from Westport Village Trust: Raymond Robicheau presented a check to Commissioner Gordie for $5000.00. The funds were specifically donated to be used for upgrades to the Community Hall.
c. Assigning auditor for 2023-24:The Village needs to assign a financial auditor for the 2023-2024 Audit. The Commission discussed and decided to continue to use the services of Grant Thornton. Shelley motioned to adopt. Gordie 2nd. Motion carried.
d. Levy Rate:The Commissioners have discussed the rate and reviewed the Villages most recent audit. It was decided at this time there would be no change to the Levy rate. Shelley motioned to adopt. Gordie 2nd. Motion carried. - Next Village Meeting Tuesday Feb 5th, 2024
- Adjournment: 8:31pm