Swan Valley West Minutes – June 28, 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 this 28th day of June, 2016 at 6:00 p.m.



Present:
Reeve; Verne Scouten

Councillors; Terry Neely, Glen Foster, David Minish, Stan Potten

CAO; Carolyn Gordon

Absent with Prior Notice:
Carrie Blosha
Brian Burick

Delegation:
J. Wadin re: Rural Hotel Licensing Concerns

Additions to the Agenda:
3. PW Employee Requests; Payout of Overtime/Unpaid Leave
6.3 Concern Received RE: Debris Deposited on SE ¼ 12-37-28WPM
7.8 Swan Valley Historical Museum – 2015 Audited Financial Statement

1. STAN POTTEN
TERRY NEELY
RESOLVED that the Agenda for the Regular Meeting of Council held this 28th day of June, 2016 shall be adopted as amended.
Carried:

2. GLEN FOSTER
TERRY NEELY
RESOLVED that written notice of absence has been received from Council Members, Brian Burick and Carrie Blosha regarding the Regular Meeting of Council held on this 28th day of June, 2016 and the same shall be accepted by the Council for the Municipality of Swan Valley West.
Carried:

3. DAVID MINISH
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 and employment issues.
Carried:

4. 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:

5. GLEN FOSTER
STAN POTTEN
RESOLVED that the minutes for the Regular Meeting of the Council for the Municipality of Swan Valley West held on June 14th, 2016, shall be adopted as circulated.
Carried:

6. DAVID MINISH
GLEN FOSTER
RESOLVED that the Council for the Municipality of Swan Valley West does hereby agree to pay out accumulated overtime as per the written request dated June 28th, 2016 and that said payment shall be included with the employee’s June 30th Payroll.
Carried:

7. STAN POTTEN
TERRY NEELY
WHEREAS the Council for the Municipality of Swan Valley has received a written request from an employee for unpaid leave, and have made careful consideration of said request;
THEREFORE BE IT RESOLVED that we do hereby agree to table said request until further discussion has been held with the supervisors.
Carried:

8. DAVID MINISH
TERRY NEELY
WHEREAS the Council for the Municipality of Swan Valley West has received recommendations for hiring two persons under the Hometown Green Team Summer Employment Program as labourers in the Urban Area;
THEREFORE BE IT RESOLVED that we do hereby accept said recommendations and shall hire the following persons under the terms and conditions of the Manitoba Hometown Greenteam Program and the current municipal employee policies and By-Laws;
- Blake Woytkiw, Position #2
- Eric Schneider, Position #3
Carried:

9. DAVID MINISH
GLEN FOSTER
WHEREAS the council for the Municipality of Swan Valley West requires more time to meet with representatives from the Province and create proper documentation for long-term handling of OFFAL Disposal at the Benito Landfill Site;
THEREFORE BE IT RESOLVED we do hereby agree to table the draft agreement and shall meet with all parties involved in order to complete written procedures and the associated agreement.
Carried:

10. STAN POTTEN
GLEN FOSTER
WHEREAS Directors Orders were issued to the previous Village of Benito regarding the need to enlarge the existing Lagoon and;
WHEREAS the Municipality of Swan Valley West wishes to continue to move forward with the arrangements for purchase of land for the expansion, pending completion of the engineering studies, recommendations and plans;
THEREFORE BE IT RESOLVED we do hereby agree to meet with the landowners of the NE1/4 Section 8-34-29WPM to review the draft agreement and proceed with the preparations required for the subdivision and purchase of a portion of said land required for the Benito Lagoon Expansion Project.
Carried:

11. DAVID MINISH
TERRY NEELY
RESOLVED the Council for the Municipality of Swan Valley West does hereby agree to provide Municipal Approval for the Application to Construct Water Control Works on the following property where said works do not cause surface water to enter the municipal ditches, as indicated on the maps submitted with said applications to the Province of Manitoba;
- SE ¼ Section 5-35-27WPM
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 approval of said changes prior to commencing construction of the same.
Carried:

12. GLEN FOSTER
DAVID MINISH
WHEREAS additional information and a site visit are required to better evaluate the drainage works in the area indicated on the map submitted with the Application to Construct Water Control Works on SE ¼ Section 13-38-28WPM;
THEREFORE BE IT RESOLVED the Council for the Municipality of Swan Valley West does hereby agree to table the decision regarding Municipal Approval for drainage works on the aforementioned property where said works cause surface water to enter the municipal ditch.
Carried:

13. TERRY NEELY
STAN POTTEN
WHEREAS there is a need to allow ratepayers and residents with an opportunity to become familiar with the terms and conditions of the new Burning By-Law and Permits;
THEREFORE BE IT RESOLVED that we do hereby agree to post the attached notice on the Municipality’s website, in the municipal offices, in the local newspaper and on ValleyBiz to provide broader public knowledge of the new municipal regulations.
Carried:

14. DAVID MINISH
TERRY NEELY
WHEREAS there is a requirement for all recipients of municipal grants over $5000 to have their annual financial statements examined by an auditor, which results in costs that are beyond the current budget for Swan Valley Settlement Services and;
WHEREAS SVSS has requested a donation from each of the 4 Swan Valley Municipalities to cover the cost for said audit;
THEREFORE BE IT RESOLVED that we do hereby agree to make a contribution in the amount of $1074.00 in 2016 as requested, and recommend that costs in the future must become part of the operating budget and shall be covered by the regular municipal contribution.
Carried:

15. DAVID MINISH
STAN POTTEN
WHEREAS the new agreement between the Town of Swan River and the Municipality of Swan Valley West for the operation of the Northwest Regional Library has been received and reviewed by Council, and found to be satisfactory;
THEREFORE BE IT RESOLVED that we do hereby agree to the terms and conditions of said agreement and authorize the Reeve and CAO to sign said agreement on behalf of the Municipality.
Carried:

16. STAN POTTEN
GLEN FOSTER
WHEREAS the effective communication of staff and management is of vital importance under the Workplace Safety and Health Act in order to monitor the safety of all employees and;
WHEREAS efforts continue to be made to enhance and improve the radio communication systems in both the rural and urban areas;
THEREFORE BE IT RESOLVED that we do hereby agree to payment of the three invoices for equipment and labour submitted and shall follow up on the application for radio licensing and operation.
Carried:

17. DAVID MINISH
GLEN FOSTER
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the following payments:
General Cheques #12507 to #12537 in the amount of $149,890.62
Payroll Cheques #828 to #848 in the amount of $35,830.82
For a Grand Total of $185,721.44
Carried:

18. GLEN FOSTER
DAVID MINISH
RESOLVED that we do hereby agree to the following transfers of funds from the Municipality’s General Chequing Account;
- $200.00 to the Emergency Equipment Reserve
- $24,687.04 to the Utility General Reserve
Carried:

19. DAVID MINISH
TERRY NEELY
RESOLVED that the Council for the Municipality of Swan Valley West does hereby receive the Bank reconciliation Report for the period ending May 31st, 2016 and the Financial Statement for the period ending May 31st, 2016 as presented.
Carried:

20. GLEN FOSTER
STAN POTTEN
RESOLVED that the following members shall be authorized to attend the HBRA Summer Meeting to be held at the Westwood Inn on July 12th, 2016 and any expenses related to said attendance shall be approved by council in accordance with current municipal policies and by-laws;
- Councillor, Terry Neely
- Councillor, David Minish
Carried:

21. STAN POTTEN
TERRY NEELY
RESOLVED that the Council for the Municipality of Swan Valley West does hereby agree to make a donation of $200.00 to the Benito School Parent Council for their Playground Expansion Project.
Carried:

**Councillor Potten left the meeting at 10:10 p.m.**

22. GLEN FOSTER
DAVID MINISH
WHEREAS the attached recommendation regarding the scheduling of hours for the Benito Office has been received from the Benito LUD Committee, and;
WHEREAS the Council for the Municipality of Swan Valley West desired to have further discussion with the members of the committee regarding said recommendation;
THEREFORE BE IT RESOLVED that we do hereby agree to meet on Tuesday, July 5th, 2016 at noon to further discuss said schedule.
Carried:

23. TERRY NEELY
GLEN FOSTER
RESOLVED that we do hereby accept the following verbal reports regarding Council Committees and Communications;
- D. Minish re: Benito Meeting on Offal Disposal (Ratepayer Requested for Apology – Written Report Submitted)
- D. Minish re: Benito LUD Meeting
- C. Gordon re: Provincial Grant Funding
Carried:

24. TERRY NEELY
GLEN FOSTER
RESOLVED that this meeting shall now adjourn at 11:00 p.m.
Carried: