Swan Valley West Minutes – January 12, 2016

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 12th day of January, 2016 at 7:00 p.m.



Present:
Deputy Reeve; Brian Burick
Councillors; Glen Foster, David Minish, Terry Neely, Stan Potten
CAO; Carolyn Gordon

Absent With Prior Written Notice:
Reeve; Verne Scouten
Councillor; Carrie Blosha

Additions to the Agenda:

3.2 Request for Paid Leave in Lieu of Banked Time
4.20 Approve change Order – Stantec-Site #65

1. GLEN FOSTER
TERRY NEELY
WHEREAS Reeve, Verne Scouten is unable to attend this evening’s meeting;
THEREFORE BE IT RESOLVED that Deputy Reeve, Brian Burick shall Chair this meeting in his absence.
Carried:

2. STAN POTTEN
DAVID MINISH
RESOLVED that written notice of absence received from Reeve, Verne Scouten and Council Member, Carrie Blosha regarding this Regular Meeting of Council held this 12th day of January, 2016 shall be accepted by the Council for the Municipality of Swan Valley West.
Carried:

3. GLEN FOSTER
STAN POTTEN
RESOLVED that the Agenda for the Regular Meeting of Council held this 12TH day of January, 2016 shall be adopted as amended.
Carried:

4. DAVID MINISH
TERRY NEELY
RESOLVED that the minutes for the Regular Meeting of the Council for the Municipality of Swan Valley West held on December 22nd, 2015 and the Special Meeting of Council held on December 31st, 2015 shall be adopted as presented. Carried:

5. STAN POTTEN
TERRY NEELY
RESOLVED that the report for the period ending January 8th, 2016 submitted by the Superintendent of Public Works and the report for the period ending December 31st, 2015 submitted by the Urban Public Works Foreman shall be received by Council for the Municipality of Swan Valley West.
Carried:

6. GLEN FOSTER
DAVID MINISH
RESOLVED that we do hereby approve the written request for paid leave in lieu of overtime as submitted by the Urban Public Works Foreman dated January 12th, 2016.
Carried:

7. STAN POTTEN
DAVID MINISH
WHEREAS the Council for the Municipality of Swan Valley West has received written notice dated January 5th, 2016 that the RM of Livingston No.331 no longer wish to receive Fire Protection Services from the Benito Fire Department effective immediately, and;
WHEREAS the current Fire Protection Agreement requires 3 months written notice of cancellation;
THEREFORE BE IT RESOLVED that we do hereby agree to waive the 3 month notice period and shall accept their written request to cancel the current agreement effective immediately, with no additional costs to be incurred in the year 2016, provided the RM of Livingston makes full payment of the amount owing for Fire Protection Services for the period of January 1st, 2015 through to December 31st, 2015 as set out in said agreement, and;
BE IT FURTHER RESOLVED that the Municipality of Swan Valley West shall be responsible for providing notification of the above to the Benito Fire Department, and the RM of Livingston shall be responsible for providing notification to their ratepayers affected by this change in Fire Protection Services as well as the 911 Call Centre. Carried:

8. TERRY NEELY
STAN POTTEN
RESOLVED that the Council for the Municipality of Swan Valley West does hereby agree to renew the following memberships for 2016;
- Association of Manitoba Municipalities
- Swan Valley Chamber of Commerce
- Federation of Canadian Municipalities
- Hudson Bay Route Association
- Manitoba Weed Supervisor’s Association
- Manitoba Crime Stoppers
- Manitoba Good Roads Association
- Parkland Tourism
- Valley in the Mountains Tourism Carried:

9. STAN POTTEN
GLEN FOSTER
RESOLVED that we do hereby agree to the attendance of 3 members of the Emergency Operations Centre Team at the MEM Seminar being held in Brandon, MB. on February 3rd & 4th, 2016 and that all applicable expenses shall be paid for said attendance in accordance with the current municipal by-laws and policies.
Carried:

10. DAVID MINISH
GLEN FOSTER
WHEREAS Section 163 of The Municipal Act provides that “a council may adopt an interim operating budget to have effect only until the council adopts the operating budget for the fiscal year.”
THEREFORE BE IT RESOLVED that the Interim Operating Budget for the municipality, including all Rural, Urban and At Large Expenditures, shall be hereby adopted for the year 2016 as follows:
Government Services $275,000.00
Protective Services $ 85,000.00
Transportation Services $420,000.00
Environmental Services $ 75,000.00
Public Health Services $ 25,000.00
Environmental Development $ 15,000.00
Economic Development $ 25,000.00
Recreation & Cultural Services $140,000.00
Capital Asset Purchases (Fiscal Services) $300,000.00
Utility $100,000.00
Carried:

11. DAVID MINISH
TERRY NEELY
WHEREAS the Municipality wishes to have the stockpile of used tires at the Benito Landfill Site and the Durban Landfill Site shipped for recycling, and;
WHEREAS the Council has received a quote for the costs to load said used tires;
THEREFORE BE IT RESOLVED that we do hereby agree to hire Lonnie Armistead to provide the above noted services for a cost of $600 plus GST per load and shall request that said services include the used tires at both the Benito Landfill Site and the Durban Landfill Site.
Carried:

12. STAN POTTEN
DAVID MINISH
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
- Henkelman Farms Ltd. – dated December 10th, 2015
AND BE IT FURTHER RESOLVED that CAO, Carolyn Gordon shall be authorized to sign said agreement on behalf of the Municipality of Swan Valley West.
Carried:

13. GLEN FOSTER
TERRY NEELY
WHEREAS the Municipality of Swan Valley West has received a request from the Swan River Assessment Branch regarding roll No.152101.000 dated December 29th, 2015, and;
WHEREAS said assessment is a correction of an increase applied to the assessment of the aforementioned property by Manitoba Municipal Government, Assessment Services in error and should not have been applied for the Fiscal Year 2015;
THEREFORE BE IT RESOLVED that we do hereby agree to the removal of that portion of assessment noted on the Assessment Change report dated December 29th, 2015 and shall apply a credit in the amount of taxes affected by said correction effective January 1st, 2016 and shall provide notification to the Swan River Assessment Branch and the property owner accordingly.
Carried:

14. STAN POTTEN
DAVID MINISH
RESOLVED the Council for the Municipality of Swan Valley West does hereby agree to adopt a policy wherein any item or motion that a member wishes to table during a meeting of council shall require a resolution of council and shall state the date which the item will be discussed/considered, and;
BE IT FURTHER RESOLVED that this policy shall be included in the next amendment to the Municipality’s Procedures By-Law.
Carried:

15. DAVID MINISH
STAN POTTEN
RESOLVED that all members of council and the CAO shall be authorized to attend the Governance Seminar to be held in Portage la Prairie on February 8th, 2016 and that all expenses resulting from attendance at said seminar shall be paid in accordance with the current municipal policies and by-laws.
Carried:

16. TERRY NEELY
STAN POTTEN
WHEREAS the Municipality has a policy that all payment of compensation for performance of any works within the municipality must be pre-approved by Council prior to any works being done for which the municipality will be responsible for payment, and;
WHEREAS a letter dated December 22nd, 2015 requesting financial compensation has been received by the municipality which was not pre-approved by Council;
THEREFORE BE IT RESOLVED that the Council has no choice but to deny the request and notify the sender accordingly.
Carried:

17. GLEN FOSTER
STAN POTTEN
RESOLVED the Animal Control Reports from the Urban Animal Control Officer and the Rural Animal Control Officer for the month of December, 2015 shall be received, and payment for said services shall be approved as submitted.
Carried:

18. TERRY NEELY
DAVID MINISH
RESOLVED that By-Law No. 0049-16, being a by-law of the Municipality of Swan Valley West for the purpose of setting the conditions of employment and other related matters, shall be introduced and read a first time this 12th day of January, 2016.
Carried:

19. STAN POTTEN
TERRY NEELY
RESOLVED that the 1st Reading of Council Indemnity By-Law No.0050-16 shall be tabled until all members of council can meet together and have an opportunity to present ideas and have further discussion on any proposed changes.
Carried:

20. STAN POTTEN
DAVID MINISH
RESOLVED that the Council for the Municipality of Swan Valley West does hereby agree that gravel shall be crushed for future use as set out in the 2015-2016 Gravel Crushing Report dated January 5th, 2016.
Carried:

21. DAVID MINISH
GLEN FOSTER
RESOLVED that the Swan River Fire Department Response Report for the month of December, 2015 shall be received.
Carried:

22. GLEN FOSTER
STAN POTTEN
RESOLVED that we do hereby agree to make payment of compensation to the Durban Relief Landfill Attendant for costs to maintain a warm shelter during winter months at a rate of $15.00 per day worked at the landfill site until such time as a fully equipped place of shelter has been established, including a proper heat source.
Carried:

23. TERRY NEELY
STAN POTTEN
RESOLVED that the Building Permits listed on the 2015 Report shall be approved by the Council for the Municipality of Swan Valley West, and;
BE IT FURTHER RESOLVED that the July-December, 2015 Retainer along with the fees collected for the second half of the year shall be approved for payment by the municipality. Carried:

24. GLEN FOSTER
DAVID MINISH
WHEREAS the Benito Wastewater Lagoon Feasibility Report has been received and reviewed by the Council for the Municipality of Swan Valley West;
THEREFORE BE IT RESOLVED we do hereby approve payment of the final amount owing from the Benito Water/Sewer Utility to Manitoba Water Services Board for the municipality’s half share of said study as per the agreement between the Province of Manitoba and the Village of Benito;
Carried:

25. DAVID MINISH
STAN POTTEN
RESOLVED that we do hereby approve the Extended Software Maintenance Contract with Neptune Technology Group (Canada) Ltd. as recommended by the Benito Office Manager and do hereby authorize the CAO to sign said agreement on behalf of the municipality and submit the same along with payment for 2016.
Carried:

26. DAVID MINISH
TERRY NEELY
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the change orders required as a result of the final amendment to the plans for the repairs proposed by Stantec for Flood Site No.65/2014, and do hereby authorize the CAO to sign said Change Order on behalf of the Municipality.
Carried:

27. DAVID MINISH
STAN POTTEN
RESOLVED that the Council for the municipality of Swan Valley West does hereby approve the following payments:
General Cheques #12017 to #12036 except Cheque #12021 in the amount of $249.90 for a revised total of $509,916.79
General Cheques #12037 to #12065 for a total of $60,818.08
Payroll Cheques #543 to #560 for a total of $3,335.04
Payroll Cheques #561 to #583 for a total of $27,655.32
Council/Committee Cheques #584 to #593 for a total of $7,109.53
For a Grand Total of $608,834.76
Carried:

28. STAN POTTEN
DAVID MINISH
RESOLVED that all members of Council and the CAO shall be approved to attend the G-4 Meeting to be hosted by the Town of Swan River on February 1st, 2016 and all associated costs shall be paid by the municipality in accordance with current municipal policies and by-laws.
Carried:

29. STAN POTTEN
DAVID MINISH
RESOLVED that a letter of support shall be issued to the Board of the Swan Valley Historical Museum in support of their application to the Province of Manitoba for funding under the Manitoba Community Places Program.
Carried:

30. STAN POTTEN
GLEN FOSTER
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 legal matters.
Carried:

31. STAN POTTEN
DAVID MINISH
RESOLVED that pursuant to Section 152(4) of The Municipal Act, this meeting shall be re-opened to the public.
Carried:

32. TERRY NEELY
GLEN FOSTER
RESOLVED that this meeting shall now adjourn at 9:26 p.m.