TOWN OF LUMSDEN MINUTES OF THE REGULAR MEETING HELD ON DECEMBER 9, 2014

Transcription

1 M11 TOWN OF LUMSDEN MINUTES OF THE REGULAR MEETING HELD ON DECEMBER 9, 2014 The Lumsden Town Council convened their regular meeting in the of the Town Office, on the evening of Tuesday, December 9, 2014 at 6:30p.m. with Mayor Bryan Matheson presiding. Present: Mayor: Councillors: Absent: Chief Administrative Officer: Assistant Administrator: Financial Officer: Public Works Foreman: Councillor: Bryan Matheson Randy Bogdan, Rhonda Phillips, Jane Cogger, Wes Holobetz Darcie Cooper Krystal Strong Sheena Carrick Jeff Carey (Left at 7:41pm) Trevor Grohs, Reggie Newkirk PUBLIC WORKS/UTILITIES REPORT: Public Works Foreman, Jeff Carey, provided a verbal report on various Public Works and Utilities matters Bogdan/Holobetz: "That the Public Works and Utilities report be accepted as presented." MINUTES: Phillips/Holobetz: "That the minutes of the November 25, 2014 regular meeting be approved, as circulated." COMMITTEE REPORTS: Mayor Bryan Matheson provided a verbal report on the Joint Administration Committee meeting he attended on November 24, Holobetz/Cogger: "That the minutes of the November 24, 2014 Joint Administration Committee meeting be approved, as amended." Mayor Bryan Matheson provided a verbal report on the Planning and Economic Development Committee meeting he attended on December 2, Bogdan/Cogger: "That the minutes of the December 2, 2014 Planning and Economic Development Committee meeting be approved, as circulated." Councillor Randy Bogdan provided a verbal report on the Group II Committee meeting he attended on December 4, Cogger/Phillips: "That the minutes ofthe December 4, 2014 Group II Committee meeting be approved, as circulated." DELEGATION: Holobetz/Cogger: "That we welcome Jason Minvielle, with Aon Insurance on behalf of SUMAssure, to the meeting." Jason Minvielle, with Aon Insurance, appeared before council to discuss the SUMAssure insurance reciprocal and provided the insurance quote that was completed for the municipality. CORRESPONDENCE: Bogdan/Holobetz: "That the following correspondence and reports have been reviewed and the Chief Administrative Officer is authorized to file the same accordingly: A. KGS Group- Grand Valley Developments- Revision to Proposed Subdivision Plan in RM of Lumsden B. SARM- Community Safety Officer Program Announcement C. SE Regional Library November Newsletter D. Gov. Relations- Basic Emergency Management (BEM) Training Jan 9 & 10, Regina Beach E. Enbridge Line 3 Replacement Program Update- October 2014 F. Lumsden & District Heritage Home- Regular Meeting Minutes October 27,2014 G. SAMA Assessment Roll Certificate of Confirmation H. AIDS Program South Saskatchewan Sask Healthcare Excellence Awards -Nomination Form I. Government Relations- Province Accepting New Building Canada Fund J. Stantec - Schandre Estates Transportation Impact Assessment Report K. Associated Engineering - Progress Report & invoice --/

2 M '11 Town of Lumsden Regnlar Meeting of December 9, 2014 Page 2. L. Miscellaneous Publications." GENERAL ACCOUNT- PAYMENT VOUCHERS: Cogger/Bogdan: "That the general accounts listed below and totaling $167,342.92, plus council remuneration in the total amount of $7, and a payment to Brian Martin in the amount of $ for December 4, 2014 Santa Day sleigh rides, have been checked and approved for payment by the respective committees;

3 STAFF REPORTS: Chief Administrative Officer, Darcie Cooper provided council with a verbal report from Community Coordinator, Chris Exner regarding the donation of$7, from the Lumsden Lions for the purchase of banquet chairs for the centennial hall. Chris also submitted a request for the Town to purchase enough banquet chairs to fully accommodate upstairs functions Bogdan/Phillips: "That the staff report be accepted as presented." APPOINTMENTS: Joint Administration/Fire Committee: Phillips/Holobetz: "That we appoint Councillor Holobetz, Councillor Bogdan and Mayor Matheson to the Joint Administration/Fire Committee, for the 2015 year." Deputy Mayor Appointment- 2015: Bogdan/Phillips: "That we appoint the following Councillor to the position of Deputy Mayor for the 2015 year as per the following schedule: January/February Councillor Phillips March! April Councillor Grohs May/June Councillor Holobetz July/ August Councillor Newkirk September/October Councillor Bogdan November/December Councillor Cogger." 2015 Council Committee Appointments: Cogger/Holobetz: "That the following members will serve on the Standing Committees of council for the 2015 year: GROUP I General Government: Chair Reggie Newkirk Members- Jane Cogger, Wes Holobetz

4 Town of Lumsden Regular Meeting of December 9, 2014 Page 4. M11 Recreation & Culture: Protective Services: (Police, Bylaw Enforcement. Fire, EMO, Animal Control) Chair- Jane Cogger Members- Reggie Newkirk, Wes Holobetz Chair- Wes Holobetz Members- Jane Cogger, Reggie Newkirk GROUP II Transportation: Chair- Trevor Grohs Members -Randy Bogdan, Rhonda Phillips Environmental Health & Welfare: Chair- Randy Bogdan Members - Rhonda Phillips, Trevor Grohs Water & Sewer Utility: Chair -Rhonda Phillips Members - Randy Bogdan, Trevor Grohs Mayor Bryan Matheson is ex-officio member of each Committee. OTHER Employee: Chair - Mayor Matheson (Required under Human Resource Policy Manual) Members- Reggie Newkirk, Trevor Grohs Planning & Economic Development: Chair - Mayor Matheson Members- Wes Holobetz, Rhonda Phillips." 2015 Ad Hoc Committee Appointment- Wastewater Treatment Committee: Bogdan/Cogger: "That we appoint Councillor Phillips (Chair), Councillors Holobetz and Grohs to the ad-hoc Committee known as the "Wastewater Treatment Committee" for the 2015 year Mayor Bryan Matheson is ex-officio member of the Committee. " Representative Appointments: Cogger/Holobetz: "That we appoint the following individuals to represent the Town of Lumsden for the 2015 year: Solicitor Fire Chief Deputy Fire Chief Dog Catchers Licence Inspector Asst. Licence Inspectors Regional Library Board Representative Lumsden Sports Assoc. Representative Lumsden & District Heritage Home Occupational Health & Safety Rep. Weed Inspector Weed Management Strategy Area WUQWATR (Wascana Upper Qu 'Appelle Watersheds Association Taking Responsibility) Rhonda Phillips Lumsden & District Arts Council Reggie Newkirk Emergency Mutual Aid Area Emergency Control Committee Assessor District Board of Revision District Board of Revision (member at large) District Board of Revision -Secretary Local Development Appeals Board Secretary Lumsden Skateboard Park Committee Patrick McDonald- MacLean Keith Jeff Carey Dan Kirby, Dan Carey Dave Cherney, Cory Danyliw, Jeff Carey, Lance Whitteron, Barry McGill, Brock Eadie, Gerry Beaurivage Krystal Strong Dave Cherney, Jeff Carey Reggie Newkirk Jane Cogger Bryan Matheson Rhonda Phillips Tom Harrison Rhonda Phillips Bryan Matheson, Jane Cogger Sheena Carrick Louise Holloway Bob Johnson Diane Romp~[ Krystal Strong Wes Holobetz. " Development Appeals Board Appointment: Phillips/Holobetz: "That we agree to re-appoint the following member to the Development Appeals Board for a three year term, subject to his acceptance: Jack Kinnear Expiry date December 31, 2017." 2015 Building Official Appointment: Phillips/Holobetz: "That, in accordance with the service agreement with Professional Building Inspections, Inc. the Town of Lumsden hereby resolves that the Town issue or confirm Certificates of Appointment for the following Licensed Building Officials, all residents ofthe Province of Saskatchewan: Norman Kindred, Douglas Mulhall, William Hudema, David Kashmere, Roy Jensen, Walter Schroeder, David Kindred, and Grant: Paulson; and

5 M-11 Town of Lumsden Regular Meeting of December 9, 2014 Page 5. That the Town hereby further resolves that the appointment of the following Licensed Building Officials is rescinded: Herb Kindred, Mike Carpenter, Jack Lyster, Ty Tweidt and Ryan Shepherd. " NEW BUSINESS: 2015 Dates for Regular Meetings of Council: Cogger/Holobetz: "That regular Council meetings be held in the of the municipal office at 6:30p.m. on the 2nd and 4th Tuesday of each month with the exception of July, August, and December when the date of the meetings will be as follows: July ih, 2015 August 11th, 2015 December 8th, 2015." Group Committee Meeting Dates: Cogger/Holobetz: "That we agree to set the following dates, times and locations for the respective Group Committee meetings: Group 1 Thursday, March 26th Thursday, June 25th Thursday, September 24th Thursday, December 1 ih 4:00p.m. 4:00p.m. 4:00p.m. 4:00p.m. Group II Committee Thursday, March 5th Thursday, June 4th Thursday, September 3rd Thursday, December 3rd 3:45p.m. 3:45p.m. 3:45p.m. 3:45p.m.." 2015 Council Remuneration & Travel Allowance: Phillips/Cogger: "That we agree to increase the remuneration rate by 3.3 %, as per the employee salary grid increase, for Mayor and Councillors for the 2015 year at the following rates: Council Indemnity Councillors- $ per meeting; Mayor- $ per meeting Indemnity shall include all council meetings and duly called and documented committee meetings; Per Diem Councillors- $ per day while attending to Town business; Mayor- $ per day while attending to Town business; $28.00 per hour for informal meetings of a short duration where the member represents the Town or attends to Town business; and That all Council members, official employees and appointees of the Town of Lumsden who are required to travel to attend to Town business shall be reimbursed for expenses incurred as follows: I) Authorized travel required to perform or attend to Town business shall be reimbursed at a rate of.44 cents per kilometre (no increase since 2008) travelled when using a personal/private vehicle. 2) Receipts of expenses incurred for meals, parking and accommodations while attending to authorized Town business shall be submitted to Council for reimbursement consideration." Joint Administration Staff- Salary Grid Increase: Cogger/Bogdan: "That, we agree with the recommendation of the Joint Administration committee and approve a 3.3% increase to the 2014 Salary Grids for the 2015 year for the Joint Administration staff, utilizing the Economic Indicator for Saskatchewan Employment- Labour Market of3.3% as basis for our decision." Joint Administration Staff 2015 Steps: Holobetz/Cogger: "That we agree with the recommendation of the Joint Administration Committee and approve the following Joint Administration employee 2015 salary steps: (Salary and Wage amounts below reflect the 2014 rates of the Salary grids) Krystal Strong Asst. Administrator Step 8 to Step 9 ($52,337 to $54,431) eff. Jull/15 Joan Agopsowicz Office Services Clerk Step 11 ($21.53/hr) Brenda Boos Office Services Clerk (PT) Step 11 ($21.53/hr) Marla Lillejord Office Services Clerk Step 6 to Step 7 ($19.79/hr to $20.28/hr) effmay.1!15 Jill Scriven Office Services Clerk Step 7 to Step 8 ($20.28/hr to 20.59/hr) eff.apr.l/15 Sheena Carrick Finance Officer Step 10 to Step 11 ($74,583/yr to $77,641) eff July 1/15 Darcie Cooper Chief Administrative Officer Step 5 (89,740/yr)."

6 M-11 1\ Town of Lumsden Regular Meeting of December 9, 2014 Page 6. ji Library Relocation Budget Deliberations: i[ Bogdan/Cogger: "That we agree with the recommendation of the Joint Administration!1 Committee and include funds for a design to facilitate the relocation of the library from its li present location in our 2015 budget deliberations."!! Joint Administration 2015 Capital Budget: Phillips/Bogdan: "That we agree with the recommendation by the Joint Administration Committee and approve the following Joint Administration Capital budget items for the 2015 year: $6,600 Two additional Diamond Software User Licenses $2,500 Sound System for $6,000 Computer Upgrades/Server Upgrades; and That the above costs reflect the total cost at a 50/50 cost share between the municipalities." Audit Services - Request for Proposals: Holobetz/Bogdan: "That we authorize administration to issue a request for proposals for audit services for the municipality, in conjunction with the RM of Lumsden No.189, as recommended by the Joint Administration Committee." Joint Fire Budget: Cogger/Phillips: "That we approve the following capital budget items for the Lumsden & District Volunteer Fire Department for the 2015 year, as recommended by the Joint Administration Committee: $3,360 Rotary Rescue Saw $2,500 Hand-held radios $3,000 Bunker Gear." Joint Growth Strategy - Future Meetings to be held In Camera: Phillips/Holobetz: "That we request the Joint Administration Committee close all meetings regarding the Joint Growth Strategy project to the public, in accordance with Clause 120(2)(b) ofthe Municipalities Act, due to the long-range, strategic planning nature of the meetings until such time as the Joint Growth Strategy draft is accepted by both council's." Hildebrandt/Simcoe Proposed Phase 2 Subdivision: Phillips/Holobetz: "That we agree with the position ofthe Planning and Economic Development Committee regarding the request by Mr. Hildebrandt to have the $10,000 per lot capital road improvement fee, required under the servicing agreement, to be put in a trust account, however we require the trust account to be in the name of the municipality; and That we authorize the CAO to amend the servicing agreement to refer to the trust account and the fact that if Phase 3 of the James Street South paving project fronting the proposed lots does not proceed within 10 years of the date of raising the first title then the municipality will refund the fee to the owner of the lot at that time; and That we agree to accept cash in lieu of land dedication for Municipal Reserve, if deemed applicable by the Director of Community Planning Branch of the Ministry of Government Relations." Densities in the Urban-Rural Planning Area- Joint Growth Strategy: Phillips/Holobetz: "That we agree with the comments ofthe Planning and Economic Development Committee to support the application of the RM of Lumsden's Low, Medium and High Density Residential Zoning Districts in the Urban-Rural Joint Planning Area, however, we are opposed to the use of averaging of densities as well as the application ofthe R.M. of Lumsden No. 189's High Density Mixed Use (HDMU) Zoning District in the Urban-Rural Joint Planning Area." Servicing Outside Town Boundaries: Holobetz/Cogger: "That we agree with the comments ofthe Planning and Economic Development Committee and indicate to the RM of Lumsden No. 189 and to Associated Engineering that we support the provision of water and sewer services outside of the Town of Lumsden boundaries and, in particular, to the Urban-Rural Joint Planning area; and That Associated Engineering needs to take into consideration the expansion capacity of the Water Treatment Plant, within the footprint of the existing plant and the expansion capacity of the proposed Wastewater Treatment Plant in their analysis."

7 fv1-'1l Town of Lumsden Regular Meeting of December 9, 2014 Page 7. Recycle Depot Relocation to Landfill: Holobetz/Bogdan: "That we agree with the recommendation of the Group II committee and approve the placement of a recycle bin at the landfill, with pick up scheduled once per month, to ensure recyclables are not being mixed in with rubbish." Landfill Tipping Fees: Bogdan/Cogger: "That we authorize administration to prepare a bylaw amendment for Bylaw , The Waste Management Bylaw, to increase mix load tipping fees as follows: lh Tons & Utility Trailers % Ton-1 Ton 2 Tons & Over From $15.00 to $20.00 From $30.00 to $40.00 From to $ " Custom Work Rates- Miscellaneous Rentals: Bogdan/Holobetz: "That we agree to increase the miscellaneous rentals under equipment custom work rates for transportation services by 5% for the 2015 year." Building Canada Fund: Phillips/Holobetz: "That we authorize the submission of a grant application under the 2015 Building Canada Fund Provincial-Territorial Infrastructure Component for the construction of a Wastewater Treatment Facility." Get Well Card - MLA Lyle Stewart: Phillips/Holobetz: "That we agree to send a get well card to Lyle Stewart, MLA Thunder Creek." Basic Emergency Management (BEM) Training- Regina Beach- January 9 & 10,2015: Holobetz/Cogger: "That we authorize Councillor Phillips and any other interested council or staff member to attend the BEM training to be held in Regina Beach, SK on January 9 & 10,2015, with expenses to be reimbursed by the municipality." Lumsden Centennial Hall- Banquet Chair Purchase: Bogdan/Holobetz: "That we authorize the expenditure of approximately $12, for the purchase of banquet chairs for the main floor of the centennial hall, with $7, of the funding coming from the Lumsden Lions Club." SUMA Annual Convention: Phillips/Bogdan: "That we authorize Councillor Phillips, CAO Darcie Cooper, Asst. Administrator Krystal Strong and 1 additional Councillor to attend the SUMA Annual Convention, February 1-4, 2015 in Saskatoon, with expenses to be reimbursed by the municipality; and That we authorize the required registration fees to be paid on behalf of the individuals interested in attending this convention; and That we appoint Councillor Rhonda Phillips and one additional Councillor to be voting delegates at the convention." SUMA Volunteer Fire Fighter & First Responders Insurance Renewal: Cogger/Holobetz: "That we agree to renew Option B of the Volunteer Fire Fighter & First Responders Insurance and the Volunteer Fire Fighter 24 Hour (Off Duty) Coverage provided by the Saskatchewan Urban Municipalities Association and pay the premium in the amount of$1, plus GST for the 2015 year." Regina Humane Society- Impoundment Services: Holobetz/Bogdan: "That we authorize the Mayor and the Chief Administrative Officer to enter into the agreement with the Regina Humane Society for impoundment services for the 2015 year." Gravel Reimbursement Request- RM of Lumsden No. 189: Holobetz/Bogdan: "That we agree to reimburse the RM of Lumsden No. 189 for 50% of the additional gravel application invoiced for the road South of Lumsden and on Minerva Ridge Road, due to the traffic rerouting during the road construction of James Street South, in the amount of$1, " Utility Arrears & Custom Work Fees- Amounts Added to Taxes: Phillips/Bogdan: "That we authorize the Chief Administrative Officer to add the following utility arrears and outstanding custom work fees to property taxes, ifleft unpaid at December 31,2014:

8 fvl "ll Town of Lumsden Regular Meeting of December 9, 2014 Page 8. Alternate# Utility Account # Legal Description Amount Lot 1 Block P Plan 62R42293 $ Lot 38 Block A Plan $ Lot 38 Block A Plan $36.35 Total $ Alternate# Invoice# Legal Description Amount Block C Plan $ Total $ " Amendments to Bylaw : Bogdan/Cogger: "That we approve the amendments made to Bylaw since the first reading as follows: Correction of section numbering Increase in Administration fee from 10% to 20% Removal of the clause referring to amending the Deposit." Bylaw No A Bylaw to Amend Bylaw , the Building Bylaw- 2"d Reading: Phillips/Holobetz: "That Bylaw No , being a bylaw to amend bylaw , known as the Building Bylaw, be read a second time." Bylaw No A Bylaw to Amend Bylaw , the Building Bylaw- Adoption: Bogdan/Phillips: "That Bylaw No , being a bylaw to amend bylaw , known as the Building Bylaw, be adopted, signed and sealed." Bylaw No A Bylaw to Amend Bylaw , the Noise Bylaw -1st Reading: Cogger/Phillips: "That Bylaw No , being a bylaw to amend bylaw , known as the Noise Bylaw, be read a first time." Bylaw No A Bylaw to Amend Bylaw , the Noise Bylaw- 2"d Reading: Holobetz/Bogdan: "That Bylaw No , being a bylaw to amend bylaw , known as the Noise Bylaw, be read a second time." Bylaw No A Bylaw to Amend Bylaw , the Noise Bylaw- Given 3 Readings: Cogger/Phillips: "That Bylaw No , being a bylaw to amend bylaw , known as the Noise Bylaw, be given three readings at this meeting." UNANIMOUSLY Bylaw No A Bylaw to Amend Bylaw , the Noise Bylaw- Adoption: Holobetz/Bogdan: "That Bylaw No , being a bylaw to amend bylaw , known as the Noise Bylaw, be adopted, signed and sealed." Bylaw No A Bylaw to Amend Bylaw , A Bylaw Which Provides for Fixing Water Rates and Sewer Service Charges-1st Reading: Holobetz/Phillips: "That Bylaw No , being a bylaw to amend bylaw , a bylaw which provides for the fixing water rates and sewer service charges, be read a first time." I, I I![ I Bylaw No A Bylaw to Amend Bylaw , A Bylaw Which Provides for Fixing Water Rates and Sewer Service Charges- 2"d Reading: Cogger/Bogdan: "That Bylaw No , being a bylaw to amend bylaw , a bylaw which provides for the fixing water rates and sewer service charges, be read a second time." Bylaw No A Bylaw to Amend Bylaw , A Bylaw Which Provides for Fixing Water Rates and Sewer Service Charges- Given 3 Readings: Phillips/Bogdan: "That Bylaw No , being a bylaw to amend bylaw , a bylaw which provides for the fixing water rates and sewer service charges, be given three readings at this meeting." UNANIMOUSLY Bylaw No A Bylaw to Amend Bylaw , A Bylaw Which Provides for Fixing Water Rates and Sewer Service Charges- Adoption: Holobetz/Cogger: "That Bylaw No , being a bylaw to amend bylaw , a bylaw which provides for the fixing water rates and sewer service charges, be adopted, signed and sealed."

9 M11 Town of Lumsden Regular Meeting of December 9, 2014 Page 9. Adjournment: Cogger/Bogdan: "That we adjourn this meeting at 10:36 p.m." ( ' / ::-:;; ':1 "j,. f ) -. ~""' 1/;~rr"'".,_~~ I.._, #.I'(J) { r. " ~-- /-~c.,t,_,-(.:lf JI. - - I l Y./1 ~"-'! r; ' ; ~afor \~'-- _:\~;;..;~'4T '\, I') -~...._\, \_v~,,, _ l t r /.. ~,.,, r- \ ~,.,\\1:\~, \ ~ \ ff'-l\ r, \'--._,~~\~~~~J \j\,~_"'t~~. '\.J~~~b)_')l_j ~, Chief Administrative Officer