Swan Valley West Minutes – January 26, 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 26th day of January, 2016 at 5:30 p.m.



Present:
Reeve; Verne Scouten

Councillors; Carrie Blosha, Brian Burick, Glen Foster, David Minish,
Terry Neely, Stan Potten

CAO; Carolyn Gordon

Delegations:

-Town of Swan River Council Members; Lance Jacobsen, Dwayne Whyte, Jason Sakal, Glen McKenzie, David Moriaux, and CAO, Julie Fothergill

1. STAN POTTEN
CARRIE BLOSHA
RESOLVED that the Agenda for the Regular Meeting of Council held this 26TH day of January, 2016 shall be adopted as presented.
Carried:

2. GLEN FOSTER
TERRY NEELY
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:

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

4. TERRY NEELY
GLEN FOSTER
RESOLVED that the minutes for the Regular Meeting of the Council for the Municipality of Swan Valley West held on January 12TH, 2016 and the Special Meeting of Council held on January 6th, 2016 shall be adopted as circulated.
Carried:

***With reference to January 26th, 2016 agenda items #4.2, 4.3, 4.4, motion number 5 & 6 & 7 regarding Hiring of Superintendent of Public Works and Job Descriptions and Proposed Pay Scales, Stan Potten a member of council, disclosed a personal interest in the matter before council and withdrew from the meeting at 7:08 p.m.***

5. DAVID MINISH
GLEN FOSTER
WHEREAS the position of Superintendent of Public Works has been advertised and the resumes received by the posted deadline have been reviewed by council, and one of the applicants, who has extensive experience & training which is required for this position, has proven their leadership skills by successfully managing Capital Projects for the municipality since July, 2015 and effectively managing the Public Works Equipment and Staff since early December, 2015 and;
WHEREAS we have determined that this knowledge of the municipality along with the previous experience & training support the selection of this candidate for the position and will allow for a smooth transition into the position on a permanent basis;
THEREFORE BE IT RESOLVED that Kevin Genoway shall be hired as the Superintendent of Public Works for the Municipality of Swan Valley West effective February 1st, 2016 under the terms and conditions of the contract dated January 26th, 2016 and;
BE IT FURTHER RESOLVED that we do hereby authorize the Reeve to sign said contract on behalf of the Municipality.
Carried:

6. CARRIE BLOSHA
TERRY NEELY
WHEREAS the Council for the Municipality of Swan Valley West has reviewed and agree with the job descriptions prepared by the CAO for the positions of Superintendent of Public Works and Administrative Assistant;
THEREFORE BE IT RESOLVED that the aforementioned job descriptions shall be adopted by the municipality and copies will be provided to those currently in the respective position as well as being added to the Municipal Policy Binder.
Carried:

7. DAVID MINISH
TERRY NEELY
WHEREAS the 2016 Wage Scales have been created for all positions in the municipality, with a salary set for Management Personnel and an hourly rate for the remainder of the workforce, and;
WHEREAS the Council is in agreement with these wage scales as presented;
THEREFORE BE IT RESOLVED that the attached Wage Scales shall be adopted by the Municipality of Swan Valley West and used as a reference for setting wages and salaries for the 2016 Fiscal Year, and in accordance with current employment agreements, without inclusion of compensation for annual cost of living.
Carried:

***Council Member Stan Potten returned to the meeting at 7:17 p.m.***

8. BRIAN BURICK
CARRIE BLOSHA
RESOLVED that the Council does hereby approve the transfer of $2,011.07 from the Urban General Reserve Account to the Benito Utility General Reserve Account as provided for in the 2014 Audit for the Village of Benito. Carried:

9. STAN POTTEN
GLEN FOSTER
RESOLVED that the Council for the Municipality of Swan Valley West does hereby agree to transfer the sum of $4,009.11 from Accounts Payable, Village of Benito to the Urban Accumulated Surplus representing the undetermined balances in the Accounts Receivable and Accounts Payable, outstanding from the 2013 Fiscal Year for the Village of Benito.
Carried:

10. BRIAN BURICK
TERRY NEELY
RESOLVED that the council for the Municipality of Swan Valley West does hereby agree to purchase a repeater from D.R. Hill Radio Sales as per the attached quote and shall make arrangements for the licensing under Industry Canada as required.
Carried:

11. TERRY NEELY
STAN POTTEN
RESOLVED that item 4.7 shall be tabled to February 9th, 2016 to investigate the situation further.
Carried:

12. BRIAN BURICK
CARRIE BLOSHA
RESOLVED the Council for the Municipality of Swan Valley West does hereby agree to submit an application to the Province of Manitoba for funding under the Farmland Beaver Program, and authorize the CAO to submit said application on behalf of the municipality. Carried:

***With reference to January 26th, 2016 agenda items #4.9, motion number 13 regarding Compensation-N.W. Library, Citizen Rep., Reeve Verne Scouten a member of council, disclosed a personal interest in the matter before council and withdrew from the meeting at 7:39 p.m.***

***Councillor Burick, as Deputy Reeve, assumed the chair***

13. GLEN FOSTER
STAN POTTEN
WHEREAS the CAO has identified an inequality in the payment of compensation for citizen representatives on the Northwest Regional Library Board, and;
WHEREAS the former RM of Swan River Council paid compensation to their representative annually;
THEREFORE BE IT RESOLVED that the Council for the Municipality of Swan Valley West does hereby agree to compensate both representatives upon receipt of their report for time spent on the Northwest Regional Library Board in 2015. Carried:

*** Reeve Verne Scouten returned to the meeting at 7:42 p.m. and assumed the chair. Councillor Burick left the position as chair and returned to his regular seat on council ***

14. STAN POTTEN
TERRY NEELY
RESOLVED that we do hereby agree to adopt the attached ‘Organizational Chart’ for the Municipality of Swan Valley West as attached hereto. Carried:

15. DAVID MINISH
TERRY NEELY
WHEREAS the Province of Manitoba has committed to the basic funding for the Swan Lake Watershed Conservation District for their 2015-2016 Fiscal Year;
THEREFORE BE IT RESOLVED that we do hereby agree to now forward the final payment of the membership levy for the Municipality of Swan Valley West in the amount of $8,909.67.
Carried:

16. CARRIE BLOSHA
GLEN FOSTER
RESOLVED that we do hereby approve the 2016 List of Committee Appointment, a copy of which is attached hereto.
Carried:

17. DAVID MINISH
TERRY NEELY
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.
- Sec 29-37-29WPM
- NW ¼ 22-36-28WPM
- W ½ 27-36-28WPM
- NE ¼ 27-36-29WPM
- Sec 28-37-29WPM & S ½ 33-37-29WPM
- NE ¼ 16-37-29WPM
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 Form on behalf of the Municipality.
Carried:

18. GLEN FOSTER
BRIAN BURICK
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;
- SE ¼ 27-32-29WPM
- SE ¼ 28-32-29WPM
- SW ¼ 26-32-29WPM
- SW ¼ 27-32-29WPM
- NE ¼ 22-32-29WPM
AND BE IT FURTHER RESOLVED that all drainage works shall conform with the terms and conditions set by the Province of Manitoba, and any works outside of those shown on the aforementioned application shall be identified and brought to council for the approval of additional drainage into the municipal ditch prior to commencing construction of the same, 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 Form on behalf of the Municipality.
Carried:

19. TERRY NEELY
STAN POTTEN
RESOLVED that all members of council shall be authorized to attend the Swan Valley RISE presentation and the applicable indemnities shall be paid in accordance with current municipal by-laws and policies.
Carried:

20. GLEN FOSTER
DAVID MINISH
RESOLVED that the Finance Clerk shall be approved to attend the Utility Rate Bootcamp in Brandon to be held on February 26th, 2016 and that all applicable expenses related to attendance at this course shall be paid in accordance with the current municipal policies and by-laws.
Carried:

21. CARRIE BLOSHA
STAN POTTEN
WHEREAS under Section 252(2) of the Municipal Act, the amount of costs set for the services and supplies to the municipality can be collected in the same manner as a tax may be collected or enforced under this Act;
THEREFORE BE IT RESOLVED that the attached list of invoices owing to the Municipality of Swan Valley West as of today’s date shall be moved to the tax roll for the appropriate property and a notice shall be sent to all property owners reporting the amount moved to the tax roll and the current outstanding balance as a result of this application of amounts owing to the municipality.
Carried:

22. BRIAN BURICK
GLEN FOSTER
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the following payments:
General Cheques #12066 to #12070 in the amount of $6,897.44
General Cheques #12071 to #12112 in the amount of $99,947.75
Payroll Cheques #594 to #611 in the amount of $21,213.18
Council/Committee Cheques # to # for a total of $0
For a Grand Total of $128,058.37
Carried:

23. STAN POTTEN
TERRY NEELY
RESOLVED that we do hereby agree to approve payment of Cheque #12021 in the amount of $249.90 payable to Cleartech Industries Inc.
Carried:

24. TERRY NEELY
DAVID MINISH
RESOLVED that the Council for the Municipality of Swan Valley West does hereby receive the Bank Reconciliation Report for the period ending December 31st, 2015
Carried:

25. GLEN FOSTER
BRIAN BURICK
RESOLVED that the Council does hereby approve the transfer of $1300.00 from the General Chequing Account to the Cemetery Trust Reserve Account and the transfer of $50.00 from the General Chequing Account to the Recreation Trust Reserve Account, representing amounts donated to the municipality in the 2015 Fiscal Year.
Carried:

***Council Member Glen Foster withdrew from the meeting at 8:50 p.m.***

With reference to January 26th, 2016 agenda items #6.1, motion number N/A regarding Gravel Supplies for Future Use, Glen Foster a member of council, disclosed a personal interest in the matter before council.

***Council Member Glen Foster returned to the meeting at 9:12 p.m.***

26. TERRY NEELY
DAVID MINISH
WHEREAS the Council has recognized the need to improve the ditches and drainage along a portion of Rd#161 due to significant damages experienced in this area over several years in the past;
THEREFORE BE IT RESOLVED that the Council does hereby agree to begin planning for the project by securing survey services, applying for permits, making plans and calling for quotes in order to include this project on the list for funding under the Province of Manitoba Municipal Road Improvement Program.
Carried:

27. STAN POTTEN
GLEN FOSTER
RESOLVED that the Council for the municipality of Swan Valley West does hereby agree to provide a grant in the amount of $995.00 to the Swan Valley Chamber of Commerce for the Thompson Trade Show.
Carried:

28. BRIAN BURICK
CARRIE BLOSHA
WHEREAS there is a significant amount of work to be done on ditches and drainage along certain sections of Rd#217N in order to more effectively handle water flow;
THEREFORE BE IT RESOLVED that we do hereby agree to proceed with a survey, drainage application, plans and obtain quotes in order to secure grant funding and make allowance for the costs in the municipal budget for this project in the near future.
Carried:

29. STAN POTTEN
BRIAN BURICK
RESOLVED that we do hereby agree to purchase a TGS0800 Tailgate Spreader & Vibrator kit, including installation, for a cost of $4,816.67 and shall transfer this amount from the Urban Machinery Reserve.
Carried:

30. TERRY NEELY
GLEN FOSTER
WHEREAS the parcel of land described as Lot 1, Plan 1075 has been offered to the Municipality by the owner, and;
WHEREAS we would be responsible to pay the taxes, tax sale costs and legal costs at such time that the property goes to Tax Sale by auction, resulting in thousands of dollars in costs;
THEREFORE BE IT RESOLVED that we do hereby agree to accept the offer from the landowner and shall proceed with the process to assume legal ownership of Roll#10800.000
Carried:

31. STAN POTTEN
BRIAN BURICK
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 In-Camera, Legal Issues.
Carried:

32. GLEN FOSTER
DAVID MINISH
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:

33. CARRIE BLOSHA
BRIAN BURICK
RESOLVED that pursuant to Section 152(4) of the Municipal Act, this meeting shall be re-opened to the public.
Carried:

9.1 COMMITTEE REPORTS & COMMUNICATIONS:
Carrie Blosha - Will be late arriving at the February 9th/16 mtg.

Brian Burick - LP mtg. New Siding Plant CLC
- Airport Mtg. – crack sealing/cleaning out fuel tanks or purchase new ones
- Tentative budget passed, pending additional info.
- Possible new air service

David Minish - Refugees in Swan Valley – Brief Report

Glen Foster - Fire mtg. – New wish list/New By-Law/Youth Program
- LUD mtg. – Sander purchase

Brian Burick - Status of Bowsman Fire Dept.
- SLWCD – Upcoming mtg.

Verne Scouten - Added to comments on Airport & Fire/Gravel Pits

34. GLEN FOSTER
TERRY NEELY
RESOLVED that this meeting shall now adjourn at 11:50 p.m.
Carried: