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 13th day of September, 2016 at 7:00 p.m.
Present:
Councillors; Carrie Blosha, Brian Burick, Glen Foster, David Minish, Stan Potten
CAO; Carolyn Gordon
Absent with Prior Written Notice:
Reeve; Verne Scouten
Councillor; Terry Neely
1. GLEN FOSTER
DAVID MINISH
WHEREAS the Reeve and Deputy Reeve are both absent from this evening’s meeting;
THEREFORE BE IT RESOLVED that we do hereby appoint Councillor, Carrie Blosha to chair the September 13th, 2016 Regular Council Meeting in their absence.
Carried:
2. STAN POTTEN
BRIAN BURICK
RESOLVED that written notices of absence have been received from Reeve, Verne Scouten and Councillor, Terry Neely regarding the Regular Meeting of Council held on this 13th day of September, 2016 and the same shall be accepted by the members of 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 13th day of September, 2016 shall be adopted as amended.
Carried:
4. BRIAN BURICK
GLEN FOSTER
RESOLVED that the Minutes for the Regular Meeting of the Council for the Municipality of Swan Valley West held on August 23rd, 2016, and the Special Meeting of Council held on September 6th, 2016 shall be adopted as circulated.
Carried:
5. STAN POTTEN
DAVID MINISH
RESOLVED that the Public Works Report submitted by the Urban Assistant Foreman for the Month of August, 2016 shall be received by the Council for the Municipality of Swan Valley West.
Carried:
6. DAVID MINISH
GLEN FOSTER
RESOLVED that the following members of council shall attend the Shared Service Meeting with members of the Town of Swan River Council;
Verne Scouten
Brian Burick
and one other member of Council.
AND BE IT FURTHER RESOLVED that the preferred date and time for said meeting shall be set as October 5th, 2016 at a time to be announced. Carried:
7. DAVID MINISH
GLEN FOSTER
RESOLVED that the following persons shall be approved to attend the Regional Roundtable Session to be held in Dauphin, MB. On September 26th, 2016 and that all applicable expenses shall be paid in accordance with current Municipal Policies and By-Laws;
David Minish
Verne Scouten
Carolyn Gordon
Stan Potten
Carried:
8. BRIAN BURICK
STAN POTTEN
RESOLVED that the CAO, Carolyn Gordon shall be approved to attend the MMAA District 7 Meeting to be held in Roblin, MB. On September 19th, 2016 and that all applicable expenses shall be paid in accordance with current Municipal Policies and By-Laws.
Carried:
9. STAN POTTEN
DAVID MINISH
RESOLVED that the members of council have reviewed and approve the agreements for purchase of clay submitted by the Superintendent of Public Works on the properties described as;
– West ½ of Section 27-35-27WPM
– Southeast ¼ of Section 20-36-29WPM
BE IT FURTHER RESOLVED that the Reeve and Chief Administrative Officer shall be authorized to sign said agreements on behalf of the Municipality.
Carried:
10. DAVID MINISH
BRIAN BURICK
WHEREAS there has been a need to adjust the timeline for flood damage repairs at Site No.65/2014 resulting in a new estimated completion date of November 2nd, 2016, and;
WHEREAS this date could be further delayed due to weather or other unforeseen circumstances, making it difficult for the municipality to file the final claim in time for the current deadline of November 30th, 2016;
THEREFORE BE IT RESOLVED that the Council for the Municipality of Swan Valley West does hereby request an extension to December 31st, 2016 for completion of the 2014 Flood Damage Repairs and filing of their Final 2014 DFA Claim.
Carried:
11. DAVID MINISH
STAN POTTEN
RESOLVED that the Council for the Municipality of Swan Valley West does hereby receive the Swan River Fire Department Response Reports for the months of July and August, 2016.
Carried:
12. DAVID MINISH
BRIAN BURICK
WHEREAS the owner of S.E. ¼ SEC. 10-37-28 WPM has made application to subdivide this property, and;
WHEREAS the Council for the Municipality of Swan Valley West has reviewed said application, along with the letter received from Community and Regional Planning dated August 26th, 2016 and have no objections to the aforementioned subdivision;
THEREFORE BE IT RESOLVED we do hereby approve the subdivision of the aforementioned property, provided all requirements are met as required by the following;
– Report to Council from Manitoba, Community Planning Services
– Memorandum from Manitoba Conservation
– Correspondence from Manitoba Hydro
Carried:
13. STAN POTTEN
GLEN FOSTER
WHEREAS the members of Council have reviewed and approve the terms and conditions of the Service Agreement presented by the hiring committee regarding the contract position of Building Inspector for the Municipality of Swan Valley West;
THEREFORE BE IT RESOLVED that we do hereby agree to secure the services of Dale Rose under the terms and conditions of said agreement and do hereby authorize the Reeve and Chief Administrative Officer to sign said agreement on behalf of the Municipality and;
BE IT FURTHER RESOLVED that the aforementioned agreement will take effect on September 16th, 2016, or the earliest date as can be mutually agreed
Carried:
14. BRIAN BURICK
STAN POTTEN
WHEREAS the Council for the Municipality of Swan Valley West has secured services for the contract position of Building Inspector and no longer require interim services effective September 15th, 2016;
THEREFORE BE IT RESOLVED that, in order to best manage the two ongoing building permits, we do hereby agree to continue under the existing interim service agreement for these two building projects until such time as they have been completed and final billing of said services has been submitted.
Carried:
15. STAN POTTEN
BRIAN BURICK
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the Application for License to Construct Water Control Works on Road#201N along the Northeast 1/4 and the Northwest 1/4 of Section 17-34-27WPM and;
BE IT FURTHER RESOLVED that the Superintendent of Public Works shall be authorized to obtain any necessary approval from local landowners and sign said application on behalf of the Municipality.
Carried:
**Councillor Foster withdrew from the meeting at 7:53pm**
With reference to the September 13th, 2016 Agenda, Item # 5.4, Resolution #16 regarding Gravel Agreement-Stirling Enterprise, Glen Foster, a member of council for the Municipality of Swan Valley West, disclosed a personal interest in the matter before council.
16. STAN POTTEN
BRIAN BURICK
WHEREAS the Council has reviewed the Agreement to Purchase Gravel submitted by the Superintendent of Public Works and finds the agreement to be acceptable;
THEREFORE BE IT RESOLVED that we do hereby agree to enter into said agreement to purchase gravel located on the East 1/2 of Section 22-36-28WPM and do hereby authorize the Reeve and Chief Administrative Officer to sign said agreement on behalf of the Municipality.
Carried:
**Council Member Glen Foster returned to the meeting at 7:58pm.**
17. GLEN FOSTER
BRIAN BURICK
WHEREAS it is necessary to create a better storage structure for the collection of recyclable materials at the Benito Landfill Site;
THEREFORE BE IT RESOLVED that we do hereby approve the Purchase of a Trailmobile Van Trailer as per the details noted on Invoice No.256995 dated September 12th, 2016 and shall proceed with the development of proper stabilization and access steps to allow for public access and storage/pick-up of recycling, and;
BE IT FURTHER RESOLVED that $4000.00 shall be transferred from the Machinery Reserve to the General Chequing Account for the aforementioned purchase.
Carried:
18. BRIAN BURICK
STAN POTTEN
WHEREAS it is necessary to update the Airport Land Lease Agreement to reflect the change of name of the Rural Municipality of Swan River to the new name of the amalgamated municipality, and;
WHEREAS there has been no change to the terms and conditions of the agreement;
THEREFORE BE IT RESOLVED that we do hereby agree to continue with the Airport Land Lease Agreement between the Swan Valley Municipal Airport Commission, the Town of Swan River and the Municipality of Swan Valley West and authorize the Reeve and Chief Administrative Officer to sign said agreement on behalf of the Municipality.
Carried:
19. STAN POTTEN
GLEN FOSTER
RESOLVED the Rural Animal Control Report for the month of August, 2016 shall be received, and that payment for said services shall be approved as submitted.
Carried:
20. GLEN FOSTER
DAVID MINISH
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the following payments:
General Cheques #12672 to #12680 in the amount of $42,930.56
General Cheques #12681to #12719 in the amount of $165,110.46
Payroll Cheques #981 to #1004 in the amount of $33,207.85
For a Grand Total of $241,248.87
Carried:
21. GLEN FOSTER
DAVID MINISH
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the following payments:
Council Indemnity Cheques #1005 to #1014 in the amount of $8,195.60
Carried:
22. DAVID MINISH
STAN POTTEN
RESOLVED the following Reserve Transfers shall be approved by Council as included in the 2016 Financial Plan;
– $10,000.00 from the Rural General Reserve to the General Chequing Account for Radio Equipment Upgrades
– $7109.56 from the Building Reserve to the General Chequing Account to Swan River Office Renovations
– $100,000.00 from the Rural General Reserve to the General Chequing Account for Road Maintenance Costs
– $20,000.00 from the Legal Contingency Reserve to the General Chequing Account for legal costs
– $30,000.00 from the Rural General Reserve to the General Chequing Account for legal costs
Carried:
23. BRIAN BURICK
STAN POTTEN
RESOLVED that the Council for the Municipality of Swan Valley West does hereby receive the Bank Reconciliation Report for the period ending August 31st, 2016 and the Financial Statement for the period ending August 31st, 2016.
Carried:
24. STAN POTTEN
BRIAN BURICK
RESOLVED that the Council for the Municipality of Swan Valley West does hereby accept the recommendation of the Chief Administrative Officer to close the Benito Satellite Office on Tuesday, September 27th, 2016 due to staff shortages and shall open the office on Friday, September 30th, 2016 in order to provide access to services for local ratepayers on the final day by which taxes are due.
Carried:
25. GLEN FOSTER
STAN POTTEN
RESOLVED that the Council for the Municipality of Swan Valley West does hereby agree to open the Council Chambers of the Swan River Municipal Office to the public on Friday, September 30th, 2016 in order for members of Council to meet with interested local ratepayers on the final day by which taxes are due.
Carried:
26. STAN POTTEN
DAVID MINISH
RESOLVED that the following persons shall be authorized to attend the Human Resource Strategies Seminar being held by MNP LLP on Thursday, September 22nd, 2016 from 9:00 – 11:30 am:
Carolyn Gordon
Dave Minish
Carried:
27. BRIAN BURICK
GLEN FOSTER
WHEREAS the members of Council are well aware of the impact the closure of Tolko Industries will have on the Town of The Pas & Swan River Valley, and;
WHEREAS it is important to offer support to the Town of The Pas as well as the local contractors and companies affected both directly and indirectly by the closure of Tolko Industries’ operations in The Pas;
THEREFORE BE IT RESOLVED that a letter of support shall be issued to the Town of The Pas along with a commitment to work with their council to make further efforts to bring awareness to the public and the Provincial Government as to the seriousness of the closure of Tolko Industries, the impact it will have on the local economies and the imminent need to find a solution.
Carried:
28. STAN POTTEN
DAVID MINISH
RESOLVED that all members of Council shall be authorized to attend as delegates to the Swan Lake Watershed Conservation District Meeting on September 21st, 2016 at 8:00 pm to discuss the questions listed at this evening’s meeting.
Carried:
29. STAN POTTEN
BRIAN BURICK
RESOLVED that the Special Meeting to be held on Wednesday, September 14th, 2016 at 3:30 pm shall be postponed to a later date due to lack of quorum.
Carried:
30. GLEN FOSTER
STAN POTTEN
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 Municipal Public Works and Staffing.
Carried:
31. DAVID MINISH
GLEN FOSTER
RESOLVED that the council has reviewed the request for leave submitted on August 31st, 2016 and shall suspend the request until such time as the 2016 Construction Season has been completed.
Carried:
32. STAN POTTEN
BRIAN BURICK
WHEREAS members of Council have reviewed the status of the repair work being done to repair Flood Site #119/2014 along with work required to remove silt from the North ditch from areas along the two miles of road #220N in this same area, and;
WHEREAS there is an opportunity to remove the silt and place it in the severely washed out areas along this ditch, thereby returning the ditch to its original condition and at the same time save a significant amount of DFA Funding by eliminating the need to purchase and haul in fill from approximately 15km away;
THEREFORE BE IT RESOLVED that we do hereby agree to apply for a Minor Works License and request approval from EMO under the DFA Program to perform such works, and;
BE IT FURTHER RESOLVED that any surveys or additions costs related directly to the cleanout of silt that is an improvement to the area and not directly related to the flood damage repairs shall be the responsibility of the Municipality.
Carried:
33. DAVID MINISH
STAN POTTEN
RESOLVED that the Council for the Municipality of Swan Valley West does hereby approve the Application for License to Construct Water Control Works on Road#212N along the Southwest ¼ of Section 16-36-27WPM and the Northwest ¼ of Section 9-36-27WPM and;
BE IT FURTHER RESOLVED that the Chief Administrative Officer shall be authorized to obtain any necessary approval from local landowners and sign said application on behalf of the Municipality, and;
BE IT FURTHER RESOLVED that this project shall be added to the list of Capital Maintenance Projects for the Municipality to be undertaken in the 2017 Fiscal Year.
Carried:
34. DAVID MINISH
BRIAN BURICK
WHEREAS the Municipality has taken possession of 2 buildings in the Benito Urban Area that need to be demolished and;
WHEREAS there is a need to secure a local contractor capable of safely removing the building and grinding the debris in such a way as it will be useful for landfill cover as opposed to being hauled as waste to the landfill site, thereby providing a significant savings in WRARS Levies;
THEREFORE BE IT RESOLVED that the Superintendent of Public Works and the Chief Administrative Officer shall be authorized to send out all applicable applications, requests for quotes, and documentation required in order to have the demolition and removal completed.
Carried:
35. GLEN FOSTER
DAVID MINISH
RESOLVED that this meeting shall now adjourn at 11:40 p.m. Carried: