Swan Valley West Minutes – December 8, 2015

Regular Meeting of the Council of the Municipality of Swan Valley West, held in the Council Chambers at 216 Main Street West, Swan River, Manitoba on this 8th day of December, 2015 at 5:00 p.m.
Present:
Reeve; Verne Scouten
Councillors; Carrie Blosha, Glen Foster, David Minish, Terry Neely, Stan Potten

CAO; Carolyn Gordon

Absent With Prior Written Notice:
Councillor; Brian Burick

Delegations:
5:00 p.m. Stan Anderson, Emergency Coordinator
Pat Ellingson, Assistant Coordinator
EOC Staff Volunteers
7:00 p.m. Public Hearing – Variance Application – Lot 6, Plan 1180

Additions to the Agenda:
3.3 Urban Public Works overtime
4.0 Variation Order – Lot 6, Plan 1180
5.3 Village of Benito Reserve Accounts – Close to New SVW Accounts.

*Councillor Potten arrived at the meeting at 7:00 p.m.*

1. STAN POTTEN
CARRIE BLOSHA
RESOLVED that the notice of absence from Council Member Brian Burick regarding this Regular Meeting of Council held on the 8th day of December, 2015 shall be accepted by the Council for the Municipality of Swan Valley West. Carried:

2. TERRY NEELY
GLEN FOSTER
RESOLVED that the Agenda for the Regular Meeting of the Council held this 8th day of December, 2015 shall be adopted as amended.
Carried:

3. GLEN FOSTER
STAN POTTEN
RESOLVED that this meeting shall now adjourn at 7:00 p.m. to hold the Public Hearing for the Variation Application regarding Lot 6, Plan 1180 and shall reconvene at such time as the Public Hearing has adjourned.
Carried:

4. GLEN FOSTER
DAVID MINISH
RESOLVED that the Regular Meeting of the Municipality of Swan Valley West shall now re-open at 7:16 p.m. to proceed with the remainder of the business of council as noted on the December 8th, 2015 Regular Meeting Agenda. Carried:

5. GLEN FOSTER
CARRIE BLOSHA
RESOLVED that Variation Order No. 2015-01 shall be granted by the Council for the Municipality of Swan Valley West, allowing for a reduction in the Side Setback Distance on Lot 6, Plan 1180 from 25 feet to 5 feet, and;
BE IT FURTHER RESOLVED that the Reeve and CAO shall be authorized to sign said order on behalf of the municipality.
Carried:

6. TERRY NEELY
CARRIE BLOSHA
RESOLVED that the minutes for the following meetings of the Council for the Municipality of Swan Valley West shall be adopted as presented;
- The Regular Meetings of Council held on November 10th, 2015 & November 17th, 2015
- The Board of Revision held on November 10th, 2015
- The Public Hearing held on November 17th, 2015 Carried:

7. STAN POTTEN
CARRIE BLOSHA
RESOLVED that a shelter for the Durban Landfill Site shall be purchased from Laurie Parker for $500.00 and the Public Works Staff will arrange for delivery and will coordinate with the Landfill Attendant on the set-up of the shed at the site, and;
BE IT FURTHER RESOLVED that Qwik-Lift Towing will be hired to move the building to the site.
Carried:

8. STAN POTTEN
TERRY NEELY
WHEREAS quotes have been received from 2 companies for a box liner for the tandem;
THEREFORE BE IT RESOLVED that we do hereby accept the quote from Formo Motors for a 5/8” liner at a price of $1950.00 plus taxes.
Carried:

GLEN FOSTER
TERRY NEELY
RESOLVED that the following reports shall be received by the council for the Municipality of Swan Valley West;
- Rural Foreman’s Report submitted for the period ending December 4th, 2015
- Urban Foreman’s Report submitted for the period ending November 30th, 2015
- Superintendent of Public Works’ Report presented for the period ending December 7th, 2015
Carried:

10. DAVID MINISH
TERRY NEELY
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the payout of overtime as requested by the Urban Assistant Public Works Foreman.
Carried:

11. STAN POTTEN
CARRIE BLOSHA
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the request for paid vacation as submitted by the Urban Public Works Foreman.
Carried:

12. GLEN FOSTER
STAN POTTEN
RESOLVED that Councillor Terry Neely and Councillor David Minish shall be appointed as the Council Representatives on the Union Negotiation Committee, with Councillor Stan Potten appointed as the Alternative Representative, and;
BE IT FURTHER RESOLVED that CAO, Carolyn Gordon and Interim-Superintendent of Public Works, Kevin Genoway shall also sit on the Union Negotiation Committee. Carried:

13. TERRY NEELY
CARRIE BLOSHA
RESOLVED that Councillor David Minish is hereby appointed to replace Councillor Stan Potten on the Sub-District Board – Roaring River/Favel Creek of the Swan Lake Watershed Conservation District. Carried:

14. DAVID MINISH
TERRY NEELY
WHEREAS Kevin Genoway has been appointed as the Interim-Superintendent of Public Works, and will be responsible to manage the Public Works Staff, Municipal Equipment and Municipal Works;
THEREFORE BE IT RESOLVED that all aspects of the aforementioned management shall consist of said responsibilities included in the job description of the Public Works Foreman, as well as those outlined on the new Draft Job Description of Superintendent of Public Works for the Municipality of Swan Valley West, and;
BE IT FURTHER RESOLVED that the revised Draft Job Description for the positions of Superintendent of Public Works and Public Works Foreman shall be reviewed and considered for the Council.
Carried:

15. TERRY NEELY
STAN POTTEN
RESOLVED that Pat Ellingson shall be appointed as the Assistant Emergency Measures Coordinator for the Municipality of Swan valley West as outlined in the Emergency Plan, and;
AND BE IT FURTHER RESOLVED that Ms. Ellingson shall receive compensation for said services in accordance with said Emergency Plan and the appropriate costs covered under said Plan.
Carried:

16. GLEN FOSTER
DAVID MINISH
WHEREAS the Council for the Municipality of Swan Valley West has reviewed the revised Emergency Plan, and are in agreement with the contents and format of said plan;
THEREFORE BE IT RESOLVED we do hereby agree to adopt the Emergency Plan for the Municipality of Swan Valley West as presented, and;
BE IT FURTHER RESOLVED that the Emergency Measures Coordinator Service Agreement dated January 1st, 2015 shall be approved as presented and all terms and conditions shall consequently be backdated to January 1st, 2015. Carried:

17. DAVID MINISH
TERRY NEELY
RESOLVED that By-Law No. 0048-15, being a by-law of the Municipality of Swan Valley West for the purpose of establishing a Public Recreation Commission, shall be introduced and read a first time this 8th day of December, 2015.
Carried:

18. DAVID MINISH
TERRY NEELY
WHEREAS the Council of the Municipality of Swan Valley West has collected, researched and reviewed information regarding Tile Drainage and have found it necessary to establish a policy for handling applications for tile drainage systems within the municipality;
THEREFORE BE IT RESOLVED that we do hereby agree to adopt the new policy regarding the installation and municipal approval of tile drainage systems in the Municipality of Swan Valley West.
Carried:

19. STAN POTTEN
CARRIE BLOSHA
RESOLVED the Council for the Municipality of Swan Valley West does hereby agree to provide Municipal Landowner Approval for the Applications to Construct Water Control Works on the following properties where said works cause surface water to enter into the municipal ditches, as indicated on the maps submitted with said applications to the Province of Manitoba;
- N ½ 34-38-27WPM
- NE ¼ 35-37-27WPM
- NE ¼ 22-35-28WPM
- SE ¼ 22-35-28WPM
AND BE IT FURTHER RESOLVED that any tile drainage works shall conform with the terms and conditions outlined in the Municipality of Swan Valley West – Tile Drainage Policy, and;
BE IT FURTHER RESOLVED that either the Reeve or the CAO shall be authorized to sign the Landowner Approval Sections of the Provincial Applications to Construct Water Control Works and the Municipal Landowner Agreement & Liability Release Forms on behalf of the Municipality. Carried

20. TERRY NEELY
CARRIE BLOSHA
WHEREAS THE Council for the Municipality of Swan Valley West has agreed to allow businesses within the municipality to establish credit accounts through which they may charge landfill levies at the Swan River Landfill Site, and the application for said credit includes approval from the municipality, and;
WHEREAS the required areas of the Credit Application received have been completed, reviewed by the Council, and found to be acceptable for the purpose under which they have been submitted;
THEREFORE BE IT RESOLVED THAT we do hereby agree to approve the Credit Application submitted by;
- RSI Construction – dated December 1st, 2015
- Swan Valley Historical Museum – dated December November 30th, 2015
- Community Bible Fellowship – dated November 2nd, 2015
- Peak Performance – dated November 2nd, 2015
AND BE IT FURTHER RESOLVED that CAO, Carolyn Gordon shall be authorized to sign said agreements on behalf of the Municipality of Swan Valley West.
Carried:

21. STAN POTTEN
GLEN FOSTER
RESOLVED the Council for the Municipality of Swan Valley West does hereby agree to enter into a 3 Year Service Contract & Equipment Lease Agreement with Office Innovations Inc. for a Sharp MX3140n copier.
Carried:

22. STAN POTTEN
TERRY NEELY
RESOLVED that By-Law No. 0043-2015, being a by-law of the Municipality of Swan Valley West for the purpose of amending By-Law No.2383-04 of the Rural Municipality of Swan River, being the Zoning By-Law, shall be read a second time this Carried:

23. TERRY NEELY
DAVID MINISH
RESOLVED that THE SERVICES OF Les Emerson shall be secured for completion of the remainder of the drainage project on Rd#164W in accordance with the Drainage Plan on file and the Survey done by Agsky Technologies, and;
BE IT FURTHER RESOLVED that the costs of said drainage improvements shall be included in the 2016 Budget.
Carried:

24. GLEN FOSTER
CARRIE BLOSHA
RESOLVED that the survey being completed by Agsky Technologies on Rd#165W shall be used to prepare a drainage improvement plan for completion of the ongoing project undertaken in 2014, and;
BE IT FURTHER RESOLVED that the proposed drainage plan shall then be submitted to the Province of Manitoba and, once approved, to the affected landowners for consideration regarding privately owned land that may be required for the project, and;
BE IT FURTHER RESOLVED that Councillor Potten will be the Council Liaison for the aforementioned project.
Carried:

25. STAN POTTEN
GLEN FOSTER
RESOLVED the Swan River Fire Department Response Report for the month of November shall be received by Council. Carried:

26. CARRIE BLOSHA
TERRY NEELY
RESOLVED the meeting with members of the Benito Fire Department and the Council for the Municipality of Swan Valley West shall be set for December 14th, 2015 at 7:00 p.m. in the Benito Satellite Office.
Carried:

27. GLEN FOSTER
TERRY NEELY
RESOLVED the 2016 Budget for the Swan Valley Vet District Board shall be accepted as received, with the additional cost of $1,900.00 to cover garbage costs and deficit recovery. Carried:

28. STAN POTTEN
CARRIE BLOSHA
RESOLVED the attached Animal Control reports for the month of November, 2015 shall be accepted and authorized for payment as submitted.
Carried:

29. DAVID MINISH
TERRY NEELY
RESOLVED that payment of the following grants and memberships shall be approved by Council;
- Town of Swan River, Parks & Rec $ 1,000.00
- Town of Swan River, Shared Serviced $75,326.80
- Swan Valley Museum $ 5,400.00
- Swan Valley Food Bank $ 500.00
- Benito Rec Commission $20,000.00
- Bowsman Arena $ 5,100.00
- Big Woody Hall $ 500.00
- Lavender Hall $ 500.00
- Swan Valley Animal Protection League $ 500.00
- Kenville Skating Rink $ 1,200.00
- Association for Community Living $ 1,000.00
Carried:

30. TERRY NEELY
DAVID MINISH
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the following payments:
General Cheques #11893 to #11967 for a total of $275,240.43
Payroll Cheques #472 to #512 for a total of $54,436.24
Council/Committee Cheques #513 to #522 for a total of $12,923.74
For a Grand Total of $342,600.41 Carried:

31. CARRIE BLOSHA
STAN POTTEN
RESOLVED that all accounts in the name of the Village of Benito shall be closed and the balance in each account shall be transferred into the corresponding accounts for the Municipality of Swan Valley West as attached hereto, and;
BE IT FURTHER RESOLVED that the signing officers on these new accounts shall be as follows;
- Either one of the Reeve, Verne Scouten or the Deputy Reeve, Brian Burick
AND
- Either one of the CAO, Carolyn Gordon or the Finance Clerk, Angela Mullin
Carried:

32. DAVID MINISH
TERRY NEELY
WHEREAS THE Municipality of Swan Valley West has received notification from the Province of Manitoba that funding for the Swan Lake Watershed Conservation District has been suspended, pending submission of information;
THEREFORE BE IT RESOLVED that the Council for the Municipality of Swan Valley West shall also suspend funding of any portion of the future municipal membership contributions until such time as the Province of Manitoba agrees to resume funding.

*Councillor Minish called for a recorded vote*

Potten Yes
Minish Yes
Foster yes
Blosha Yes
Neely Yes
Scouten Yes
In Favour: _6_
Opposed: ___
Abstained: ___
Carried:

33. TERRY NEELY
DAVID MINISH
WHEREAS the Council for the Municipality of Swan Valley West has spent a significant amount of time studying and deliberating over the options for replacement of the crossing known as Flood Site #65/2014, which have been submitted to Council upon completion of the required engineering and environmental studies, DFA Regulations and assessments as performed by Stantec Consulting Inc. and;
WHEREAS, despite the fact that there is limited, local use of the crossing, it has been determined to be in the best interest of the municipality to proceed with the replacement of said crossing;
THEREFORE BE IT RESOLVED that the Council does hereby agree to select the new option dated November 23rd, 2015 for single plate box culverts, and;
BE IT FURTHER RESOLVED that we do also agree to retain the services of Stantec Consulting Inc. to complete the design work and proceed with the management of all aspects of the works required to complete the necessary repairs to rebuild the crossing at Flood Site #65/2014 under the terms and conditions set out in the Disaster Financial Assistance Program and as required under Federal and Provincial Laws.
Carried:

34. TERRY NEELY
STAN POTTEN
RESOLVED that we do hereby approve the use of the Council Chambers for an Open House on Friday, December 18th, 2015 from Noon until 6:00 p.m.
Carried:

35. STAN POTTEN
CARRIE BLOSHA
RESOLVED that, in accordance with Clause 8.5 of By-Law No.0002-15, the council shall extend the curfew by up to one-half hour in order to complete discussions regarding Human Resource Issues.
Carried:

36. STAN POTTEN
TERRY NEELY
RESOLVED that By-Law No.0047-2015, being a by-law of the Municipality of Swan Valley West for the purpose of amending Borrowing By-Law No.04/14 of the Village of Benito authorizing a reduced amount of borrowing of the Replacement of Sewer Line Infrastructure on First Street E. in Benito, shall be read a third time this 8th day of December, 2015, signed by the Reeve, and signed & sealed by the Chief Administrative Officer.
Verne Scouten Yes
David Minish Yes
Stan Potten Yes
Glen Foster yes
Terry Neely Yes
Brian Burick Abstain
Carrie Blosha Yes
In Favour: _6_
Opposed: ___
Abstained: _1_
Carried:

37. GLEN FOSTER
CARRIE BLOSHA
RESOLVED that pursuant to Section 152(3) of the Municipal Act, the Council as a whole shall go into camera and close the meeting to the public to discuss Human Resource Issues.
Carried:

38. GLEN FOSTER
TERRY NEELY
RESOLVED that pursuant to Section 152 (4) of the Municipal Act, this meeting shall be re-opened to the public.
Carried

39. STAN POTTEN
CARRIE BLOSHA
RESOLVED that this meeting shall now adjourn at 12:25 a.m. Carried:

COMMITTEE REPORTS & COMMUNICATIONS:
G. Foster – Status of Crushing and Gravel Inventory requested, (will be forwarded to the Rural PW Foreman).

D. Minish - Stantec has inspected Brown’s Bridge – report should be received soon.
- Grain Hall Route is ongoing and discussions favorable.
- Rec. Meeting (now under the S.V. District)
- Planning a Christmas Open House for Public to Attend Dec. 8th, 2015, Noon to 6:00 p.m., in Council Chambers. Would like other members of Council to join him for any part of the day they could attend.