Regular Meeting of the members of Council of the Municipality of Minitonas-Bowsman held in Council Chambers, in Minitonas, Manitoba this 3rd day of February, 2015 A.D. at 7:00 p.m.



Present:
Reeve: C. Eisner
Councillors: C. Densen, L. Hutman, L. Mychalchuk & S. Walmsley
Acting C.A.O. – C. Gordon

Absent with Notice:
Councillors: J. Caruk & G. Bartel

Additions to Agenda
3.5 Amalgamation Cost Report – AMM
3.6 2015 HANDI-VAN Budget
3.7 2014 Audit – Bowsman
7.8 Swan Valley Rise – Clarification Letter

1. L. Mychalchuk – L. Hutman
RESOLVED THAT the Agenda be adopted as amended.
Carried.

2. S. Walmsley – C. Densen
RESOLVED THAT Leanne Hutman shall be appointed as Finance Chair for this council meeting.
Carried.

3. L. Hutman – C. Densen
RESOLVED THAT we do hereby authorize payment of the List of Accounts numbered 3970 to 4030 inclusive, amounting to $73,510.46 for the Village of Bowsman issued in December, 2014.
Carried.

4. C. Densen – S. Walmsley
RESOLVED THAT the minutes of the following Regular Meetings of Council shall be adopted as circulated;
RM of Minitonas – December 22nd, 2014
Village of Bowsman – December 15th, 2014
Municipality of Minitonas-Bowsman – January 6th, 2015 and January 20th, 2015
BE IT FURTHER RESOLVED THAT the minutes of the following Special Meetings of Council shall be adopted as circulated;
Town of Minitonas – December 31st, 2014
Municipality of Minitonas-Bowsman – January 5th, 2015 (Inaugural Meeting)
Municipality of Minitonas-Bowsman – January 8th, 2015 and January 27th, 2015
Carried.

5. L. Mychalchuk – S. Walmsley
RESOLVED THAT the following Bank Reconciliations shall be approved as presented;
Rural Municipality of Minitonas – December 31st, 2014
Town of Minitonas – December 31st, 2014
Village of Bowsman – December 31st, 2014
Carried.

6. L. Hutman – C. Densen
RESOLVED THAT the Council of the Municipality of Minitonas-Bowsman does hereby agree to establish Petty Cash & Floats for the Municipal Offices in Minitonas and Bowsman as attached hereto.
Carried.

Reeve, Clint Eisner declared a conflict of interest with regards to Resolution No. 7 and left the meeting at 8:12 p.m.
Deputy Reeve, Larry Mychalchuk assumed the chair during Reeve Eisner’s absence.

7. C. Densen – L. Hutman
RESOLVED THAT the Town of Minitonas was approved for borrowing up to $292,000 under By-Law No.3/2010 for the Minitonas Lagoon Expansion, which continues to be valid under Section 15 of Provincial Regulation No.141/2014, and;
WHEREAS the Town of Minitonas has amalgamated with the RM of Minitonas and the Village of Bowsman under provincial Regulation No. 141/2014 to form the Municipality of Minitonas-Bowsman;
THEREFORE BE IT RESOLVED THAT the Council of the Municipality of Minitonas-Bowsman, having received the final billings for the Minitonas Lagoon Expansion Project, do hereby agree to borrow the sum of $210,000 from RBC Royal Bank for 10 years at a rate of 2.81% under the Town of Minitonas By-law No. 3/2010, and;
BE IT FURTHER RESOLVED THAT the Deputy Reeve and Acting CAO shall be authorized to sign all documents associated with said borrowing on behalf of the municipality, and;
BE IT FURTHER RESOLVED THAT a new By-Law shall be passed by the Municipality of Minitonas-Bowsman to amend the Town of Minitonas By-Law accordingly.
Carried.

Reeve, Clint Eisner re-joined the meeting at 8:20 p.m. after the vote on Resolution No.7 had been completed & assumed the position of Chair. Deputy Reeve Mychalchuk returned to his seat.

8. S. Walmsley – C. Densen
WHEREAS the amalgamation has resulted in the need to reorganize the RM & Town of Minitonas Handi-Van Association and the new council is in the process of making a review of the entire program, and;
WHEREAS it is necessary to approve the 2015 Budget for the RM & Town of Minitonas Handi-Van Association immediately in order to submit the 2015 Grant Application to the Province of Manitoba before the deadlines;
THEREFORE BE IT RESOLVED THAT the Council of Municipality of Minitonas-Bowsman does hereby approve the proposed 2015 Budget for the RM & Town of Minitonas Handi-Van Association as attached hereto, and the submission of a request for a grant in the amount of $17,430 from the Province of Manitoba.
Carried.

9. L. Hutman – S. Walmsley
WHEREAS the Village of Bowsman Council approved the appointment of Pacak Kowal Hardie & Company as Auditors for the Village of Bowsman’s 2014 Fiscal Year as shown on the copy of the resolution attached hereto, and;
WHEREAS it is necessary to affirm said appointment as a result of recent municipal amalgamations, and acknowledge payment as outlined in the January 26th, 2015 letter from the above noted audit firm, agreeing to ratify said appointments for audit services through the new Municipality of Minitonas-Bowsman;
THEREFORE BE IT RESOLVED THAT the Council of the Municipality of Minitonas-Bowsman does hereby agree to accept invoices for the aforementioned appointment, authorize the Acting CAO to sign said letter on behalf of the municipality, and shall submit payment from the funds set aside in the Village of Bowsman’s 2014 Budget, and;
BE IT FURTHER RESOLVED THAT should there not be sufficient funds set aside from 2014 to cover the 2014 Audit Costs, those additional costs shall be borne by the ratepayers in the Bowsman Urban Area.
Carried.

10. L. Mychalchuk – L. Hutman
RESOLVED THAT the Council of the Municipality of Minitonas-Bowsman does hereby agree to retain the services of Burnside & Ferriss as Legal Counsel for the municipality for the 2015 Fiscal Year and shall make payment of the retainer requested as per the invoice attached hereto.
Carried.

11. S. Walmsley – C. Densen
RESOLVED THAT the Council of the Municipality of Minitonas-Bowsman does hereby approve the overtime report for Public Works Staff as submitted, a copy of which is attached hereto, and;
BE IT FURTHER RESOLVED THAT the aforementioned overtime shall be booked for future use or paid out with the next regular payroll as indicated on the employee’s report.
Carried.

12. L. Mychalchuk – L. Hutman
RESOLVED THAT the Council of the Municipality of Minitonas-Bowsman does hereby approved the request for paid leave as attached hereto, and;
BE IT FURTHER RESOLVED THAT the aforementioned leave shall be paid for the period of time as provided for in writing by the employee’s physician.
Carried.

13. L. Mychalchuk – S. Walmsley
RESOLVED THAT the Council of Municipality of Minitonas-Bowsman does hereby agree to continue with a recycle and waste management program under the terms and conditions set by Multi-Material Stewardship Manitoba at the Minitonas Waste Management Site and the Bowsman Waste Management Site, and;
BE IT FURTHER RESOLVED THAT we do hereby authorize the Acting CAO to sign the agreement with Multi-Material Stewardship Manitoba on behalf of the municipality.
Carried.

14. L. Hutman – L. Mychalchuk
RESOLVED THAT the year 2014 be the designated year with regards to the Municipality of Minitonas-Bowsman Tax Sale, and;
BE IT FURTHER RESOLVED THAT all properties with taxes owing for any portion of the year 2013 or prior, shall be offered for sale by public auction, to be held at 11:00 a.m. on November 27th, 2015 in order to recover tax arrears and all associated costs, and;
BE IT FURTHER RESOLVED THAT Taxervice is hereby authorized to conduct the 2015 Tax Sale on behalf of the Municipality of Minitonas-Bowsman, and the Acting CAO, Carolyn Gordon shall be authorized to sign the agreement for services on behalf of the municipality.
Carried.

15. S. Walmsley – C. Densen
RESOLVED THAT By-law No. 02/2015, being a by-law of the Municipality of Minitonas-Bowsman for the purpose of establishing the positions of Tax Sale Manager for the municipality, shall be introduced and read a first time this 3rd day of Feb. 2015 A.D.
Carried.

16. L. Mychalchuk – L. Hutman
RESOLVED THAT By-law No. 02/2015, being a by-law of the Municipality of Minitonas-Bowsman for the purpose of establishing the positions of Tax Sale Manager for the municipality, shall be read a second time this 3rd day of Feb, 2015 A.D.
Carried.

17. L. Mychalchuk – L. Hutman
WHEREAS the members of the Council of Municipality of Minitonas-Bowsman have reviewed, revised and approved the 2015 Gravel Tender, a copy of which is attached hereto;
THEREFORE BE IT RESOLVED THAT we do hereby agree to advertise the tender in the Star & Times on February 17th. 2015 and March 3rd, 2015 and on Valley Biz February 16th-22nd, 2015 and March 2nd-8th, 2015 with the deadline for submission of Tenders to be set as March 13th, 2015.
Carried.

18. L. Mychalchuk – L. Hutman
WHEREAS the Village of Bowsman Council received the verbal resignation of the Bowsman Landfill Site Attendant in December, 2014 and the written resignation was not received until January 8th, 2015;
THEREFORE BE IT RESOLVED THAT the attached letter of resignation shall be formally received with regrets, and the associated documentation shall be completed by the Municipal Office Staff in Bowsman as required.
Carried.

19. S. Walmsley – C. Densen
WHEREAS there is no record of any correspondence or resolutions passed by the RM of Minitonas or the Town of Minitonas requesting financial information from Swan Valley RISE, and;
WHEREAS the municipality have received copies of the Audited Financial Statements from Swan Valley RISE in a timely manner, satisfying their obligations to the municipalities;
THEREFORE BE IT RESOLVED THAT a letter shall be issued to Swan Valley RISE stating the above and confirming that no official correspondence has been issued from the Minitonas Municipal Office to any outside agency or media outlet expressing concerns with regards to the operation of Swan Valley RISE or Economic Development Officer, Shauna Klekta.
Carried.

20. L. Mychalchuk – L. Hutman
RESOLVED THAT we do now adjourn at 12:15 a.m. to meet again on February 17th, 2015 at 7:00 p.m. for the next regular meeting of council.
Carried.