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 6th day of April, 2016 at 7:00 p.m.
Present:
Reeve; Verne Scouten
Councillors; Carrie Blosha, Brian Burick, Glen Foster, David Minish,
Stan Potten
CAO; Carolyn Gordon
Absent with Prior Notice: Terry Neely
Additions to the Agenda:
4.10 Approve Costs – Utility Certification Course – May 16th-20th, 2016
4.17 Approve Update to Grader Operator Job Description
5.0 Animal Control Reports for March, 2016
6.3 Review/Update List of Grants & Memberships for 2016
7.4 Landfill Credit Application – Review/Approve
1. STAN POTTEN
BRIAN BURICK
RESOLVED that the Agenda for the Regular Meeting of Council held this 6th day of April, 2016 shall be adopted as amended.
Carried:
2. GLEN FOSTER
CARRIE BLOSHA
RESOLVED that notice of absence has been received by phone from Council Member, Terry Neely regarding the Regular Meeting of Council held on this 6th day of April. 2016 and shall be accepted by the Council for the Municipality of Swan Valley West;
Carried:
3. GLEN FOSTER
STAN POTTEN
RESOLVED that the minutes for the Regular Meeting of the Council for the Municipality of Swan Valley West held on March 22nd, 2016 and the Special Meeting of Council held on March 21st, 2016 shall be adopted as circulated.
Carried:
***Councillor Minish arrived at the meeting at 7:17 pm***
4. STAN POTTEN
BRIAN BURICK
RESOLVED that the report for the period ending March 31st, 2016 submitted by the Superintendent of Public Works and the report for the period ending March 31st, 2016 submitted by the Urban Public Works Foreman shall be received by the Council for the Municipality of Swan Valley West.
Carried:
***Council Member David Minish withdrew from the meeting at 7:40 p.m.***
With reference to April 6th, 2016 agenda item #4.1, motion number 5 regarding Office Renovations, David Minish a member of council, disclosed a personal interest in the matter before council.
5. STAN POTTEN
GLEN FOSTER
RESOLVED that we do hereby table the decision concerning Agenda Item No. 4.1 regarding Office Renovations until such time as further discussion can be held with all members of council present.
Carried:
***Council Member David Minish returned to the meeting at 7:55 p.m.***
***Council Member Stan Potten withdrew from the meeting at 7:56 p.m.***
With reference to April 6th, 2016 agenda items #4.2, motion number 6 regarding Audit Services 2016 – 2018, Stan Potten a member of council, disclosed a personal interest in the matter before council.
6. DAVID MINISH
BRIAN BURICK
WHEREAS the Council for the Municipality of Swan Valley West has advertised for Audit Tenders and have reviewed the tenders received;
THEREFORE BE IT RESOLVED that we do hereby agree to hire BMP Chartered Accountants for Audit Services for the 2016, 2017 and 2018 Fiscal Years.
Carried:
***Council Member Stan Potten returned to the meeting at 8:00 p.m.***
7. BRIAN BURICK
CARRIE BLOSHA
WHEREAS there are extensive repairs required to the Brown Bridge located on Rd#166W East of the NE ¼ 8-37-28WPM;
THEREFORE BE IT RESOLVED that the Superintendent of Public Works and the CAO shall be authorized to create a Tender Package and advertise as required, with a deadline for submission of Tenders to be set for May 20th, 2016.
Carried:
With reference to April 6th, 2016 agenda item No.4.10 regarding motion numbers 8 & 9 Main Landfill Attendant, Reeve Verne Scouten, a member of council, disclosed a personal interest in the matter before council and withdrew from the meeting at 8:19 p.m.
*** Councillor Brian Burick, Deputy Reeve for the Municipality assumed the chair***
8. DAVID MINISH
GLEN FOSTER
WHEREAS the management of the municipal landfill sites in Durban and Benito has been restructured and the Main Position of Landfill Attendant has been posted internally to allow existing attendants an opportunity to be considered for the position, and;
WHEREAS the Superintendent of Public Works and the CAO have met to review the applications, with a formal recommendation being submitted to Council by the Superintendent dated April 5th, 2016;
THEREFORE BE IT RESOLVED that we do hereby agree to accept the aforementioned recommendation as submitted.
Carried:
9. STAN POTTEN
GLEN FOSTER
WHEREAS the management of the municipal landfill sites in Durban and Benito has been restructured and the Casual Position of Landfill Attendant has been posted internally to allow existing attendants an opportunity to be considered for the position, and;
WHEREAS the Superintendent of Public Works and the CAO have met to review the applications, with a formal recommendation for one Casual Attendant being submitted to Council by the Superintendent dated April 5th, 2016 and the recommendation for a second Casual Attendant to be held until a future date;
THEREFORE BE IT RESOLVED that we do hereby agree to accept the aforementioned recommendation as submitted.
Carried:
***Reeve Verne Scouten returned to the meeting at 8:27 p.m.***
***Deputy Reeve Brian Burick left the chair***
10. STAN POTTEN
DAVID MINISH
WHEREAS the position OF Excavator Operator has been advertised and applications have been received, and;
WHEREAS the Superintendent of Public Works and the CAO have met to review the applications, with a formal recommendation being submitted to the Council as a whole by the Superintendent dated April 5th, 2016;
THEREFORE BE IT RESOLVED that we do hereby agree to accept the aforementioned recommendation as submitted.
Carried:
11. GLEN FOSTER
CARRIE BLOSHA
RESOLVED that we do hereby approve the attendance of the Urban Assistant Foreman at the Water Distribution I & II Course at Red River Community College on May 16th, 2016 through to May 20th, 2016 and;
BE IT FURTHER RESOLVED that all costs associated with the aforementioned course shall be paid by the Municipality of Swan Valley West in accordance with current municipal policies and by-laws.
Carried:
12. DAVID MINISH
STAN POTTEN
RESOLVED that the members of Council do hereby accept the terms and conditions of the Memorandum of Agreement between the International Union of Operating Engineers, Local 987 and the Municipality of Swan Valley West and;
BE IT FURTHER RESOLVED that we do hereby authorize CAO, Carolyn Gordon to sign said agreement on behalf of the Municipality.
Carried:
13. STAN POTTEN
BRIAN BURICK
RESOLVED that CAO, Carolyn Gordon shall be authorized to attend the Human Resource Management Seminar in Brandon, MB. On May 27th, 2016 and that all associated costs shall be paid by the Municipality in accordance with current policies and by-laws.
Carried:
14. GLEN FOSTER
DAVID MINISH
WHEREAS THE Municipality of Swan Valley West has received approval for the funding of three Summer Students under the Hometown Green Team Program;
THEREFORE BE IT RESOLVED that the Superintendent of Public Works and the CAO shall be authorized to create a proposed schedule, establish the hourly rate of pay, and advertise as required, with a deadline for applications to be set for May 31st, 2016.
Carried:
15. BRIAN BURICK
STAN POTTEN
WHEREAS the Municipality of Swan Valley West has received and reviewed the correspondence from the Swan Lake Watershed Conservation District regarding the 2016-2017 levy, which remains unchanged at the total of $35,638.69;
THEREFORE BE IT RESOLVED that we do hereby approve the payment of said levy with 75% to be paid in November, 2016 and the remaining 25% to be paid in January, 2017.
Carried:
16. DAVID MINISH
BRIAN BURICK
WHEREAS the Municipality of Swan Valley West has received and reviewed the correspondence from the Swan Lake Watershed Conservation District regarding the 2017-2018 levy, using the 2015 portioned land assessment, which will result in an increase of $5,798.76 in the annual levy for Swan Valley West;
THEREFORE BE IT RESOLVED that we do hereby approve the method of allocating the levies using this 2015 land assessment as noted in the aforementioned letter for the District’s 2017-2018 Fiscal Year and agree that this allocation is acceptable.
Defeated:
17. STAN POTTEN
CARRIE BLOSHA
RESOLVED that By-Law No. 0051-16, being a by-law of the Municipality of Swan Valley West terminating the levying of a Business Tax in the Municipality of Swan Valley West, shall be introduced and read a first time this 6th, day of April, 2016.
Carried:
18. BRIAN BURICK
GLEN FOSTER
RESOLVED that By-Law No. 0051-16, being a by-law of the Municipality of Swan Valley West terminating the levying of a Business Tax in the Municipality of Swan Valley West, shall be read a second time this 6th, day of April, 2016.
Carried:
19. STAN POTTEN
DAVID MINISH
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the purchase of a Municipal GIS & Data Program from CGIS as per the terms and conditions of the agreement dated April 6th, 2016;
BE IT FURTHER RESOLVED that all costs associated with the aforementioned program shall be included in the 2016 operating budget and the CAO shall be authorized to begin the process to create and integrate the program as soon as practical;
BE IT FURTHER RESOLVED that the regular package will be purchased at a price of $400 monthly as quoted on March 31st, 2016.
Carried:
20. BRIAN BURICK
STAN POTTEN
RESOLVED that the Council for the Municipality of Swan Valley West does hereby receive the RCMP report for 2015 and shall arrange for a meeting with the local Staff Sargent later in 2016 to review said reports and discuss local policing.
Carried:
21. DAVID MINISH
BRIAN BURICK
RESOLVED that By-Law No. 0053-16, being a by-law of the Municipality of Swan Valley West authorizing requirement to obtain an aggregate Mining License and Aggregate Transport License in the Municipality of Swan Valley West, shall be introduced and read a first time this 6th, day of April, 2016.
Carried:
***Reeve Verne Scouten fell ill and left the meeting at 10:03 pm.***
***Deputy Reeve Brian Burick assumed the chair***
22. GLEN FOSTER
STAN POTTEN
RESOLVED that Item No. 4.14 regarding the Municipal Website shall be tabled until April 26th, 2016.
Carried:
23. STAN POTTEN
CARRIE BLOSHA
WHEREAS the Council for the Municipality of Swan Valley West has reviewed the proposal from the Town of Swan River for costs of the 2016 Shared Services;
THEREFORE BE IT RESOLVED that we do hereby agree to accept the proposal for and shall request a meeting of the two councils in June, 2016 at which time the terms, conditions and cost sharing will be reviewed for future years.
Carried:
24. DAVID MINISH
STAN POTTEN
RESOLVED that the Council for the Municipality of Swan Valley West, in accordance with Section 162 of The Municipal Act, shall hold Public Hearings for the 2016 Municipal Budget as follows;
– Monday, May 9th, 2016 at 7:00 p.m. in the Council Chambers of the Benito Satellite Office
– Tuesday, May 10th, 2016 at 7:00 p.m. in the Council Chambers of the Swan River Office
AND BE IT RESOLVED that we do hereby authorize the CAO to advertise said hearings in the local newspaper in accordance with Section 162 of The Municipal Act.
Carried:
25. DAVID MINISH
GLEN FOSTER
RESOLVED that the Council for the Municipality of Swan Valley West does hereby agree to hold an Open House on April 30th, 2016 at 1:00 p.m. – 5:00 p.m. in order to provide local ratepayers and residents with an informal opportunity to meet with members of Council and review/ask questions regarding the Draft Municipal Budget 2016 & other municipal operations & concerns.
Carried:
26. GLEN FOSTER
STAN POTTEN
RESOLVED that the Council for the Municipality of Swan Valley West does hereby adopt the updated Tendering and Procurement Policy as received.
Carried:
27. STAN POTTEN
GLEN FOSTER
RESOLVED that the Council for the Municipality of Swan Valley West does hereby adopt the Revised Grader Operator Job Description.
Carried:
28. GLEN FOSTER
DAVID MINISH
RESOLVED that in accordance with Clause 8.5 of By-Law No. 0002-15, the council shall extend the curfew by up to on-half hour in order to complete discussions regarding Finance, General Discussions and “In Camera” Legal Matters.
Carried:
29. GLEN FOSTER
CARRIE BLOSHA
RESOLVED the Animal Control Reports from the Urban Animal Control Officer and the Rural Animal Control Officer for the month of March, 2016 shall be received, and payment for said services shall be approved as submitted.
Carried:
30. CARRIE BLOSHA
STAN POTTEN
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the following payments:
General Cheques #12279 to #12289 in the amount of $36,404.38
General Cheques #12290 to #12304 in the amount of $ 8,411.30
General Cheques #12305 to #12306 in the amount of $ 9,385.69
Payroll Cheques #704 to #723 in the amount of $21,523.93
Council and Committee Cheques #724 to #733 in the amount of $ 9,383.10
For a Grand Total of $85,108.40
Carried:
31. GLEN FOSTER
DAVID MINISH
WHEREAS the Council for the Municipality of Swan Valley West has reviewed the list of grants and memberships and agree that there are changes required to the list originally approved earlier this year;
THEREFORE BE IT RESOLVED that we do hereby agree to accept the revised list of grants and memberships as amended on April 6th, 2016 and shall include these amounts in the 2016 Municipal Budget.
Carried:
With reference to April 6th, 2016 agenda item # 7.2, motion number 32 regarding Request for donation to Safe Grad, Carrie Blosha, a member of council, disclosed a personal interest in the matter before council.
***Council Member Carrie Blosha withdrew from the meeting at 11:25 p.m.***
32. GLEN FOSTER
DAVID MINISH
RESOLVED that we do hereby agree to make a donation in the amount of $500.00 to the SVRSS Safe Grad Committee in order to assist with the costs to provide graduates with a safe and enjoyable event at which they can celebrate their accomplishments together.
Carried:
***Council Member Carrie Blosha returned to the meeting at 11:28 p.m.***
33. STAN POTTEN
GLEN FOSTER
RESOLVED that we do hereby agree to renew the municipal membership with Parkland Tourism for 2016 and shall authorize the payment of $810.00 as requested.
Carried:
34. DAVID MINISH
GLEN FOSTER
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 has been completed, reviewed by the Council, and found to be acceptable for the purpose under which it has been submitted;
THEREFORE BE IT RESOLVED THAT we do hereby agree to approve the Credit Application submitted by;
– SV Solutions (Dustin Humeniuk) – dated April 4th, 2016
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:
35. STAN POTTEN
CARRIE BLOSHA
RESOLVED that the Council for the Municipality of Swan Valley West shall meet as a Committee of the Whole to review the 2016 Draft Budget on Thursday, April 21st, 2016 at 6:30 p.m.
Carried:
36. STAN POTTEN
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 legal matters.
Carried:
37. GLEN FOSTER
DAVID MINISH
RESOLVED that pursuant to Section 152 (4) of the Municipal Act, this meeting shall be re-opened to the public.
Carried:
38. GLEN FOSTER
CARRIE BLOSHA
RESOLVED that this meeting shall now adjourn at 12:20 a.m.
Carried: