Mayor Heather Campbell - Faro

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1 Association of Yukon Communities Board of Directors Meeting Westmark Whitehorse Whitehorse, Yukon 15 September 2012 MINUTES In Attendance: Executive and Directors Mayor Elaine Wyatt - President Councillor Wayne Potoroka 1st Vice-President Councillor Diana Rogerson 2 nd Vice-President Mayor Bev Buckway Past President Councillor Kirk Cameron - Whitehorse Councillor Betty Irwin - Whitehorse Mayor Richard Durocher Watson Lake Mayor George Nassiopoulos Haines Junction Mayor Clara Jules Teslin Mayor Scott Bolton Mayo Councillor Bill Kendrick Dawson City Councillor Perry Savoie Marsh Lake LAC Members CAO Cory Bellmore Carmacks CAO Margrit Wozniak Mayo CAO Jeff Renaud Dawson City CAO Michael Riseborough Haines Junction CAO Frank Thomas - Teslin City Manager Stan Westby - Whitehorse Councillor Kris Pavlovich - Mayo Councillor Tara Wheeler Carmacks Councillor Howard Fick Watson Lake Staff Paul Gudaitis Executive Director Laura Eby Manager of Operations Absent: Directors Mayor Heather Campbell - Faro Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 1 of 10

2 Councillor Lee Bodie - Carmacks Associate Members Councillor Peter Percival Hamlet of Mount Lorne LAC Councillor Dan Kemble South Klondike LAC Councillor Trish MacPherson Ibex Valley LAC Chief Math ieya Alatini Kluane First Nation Councillor Mike Bartsch Tagish LAC 1. Call to Order Elaine Wyatt After a Health and Wellness presentation by Yukon Government (YG) Jan Langford, the meeting was called to order at 9:30 a.m. President Elaine Wyatt welcomed everyone to Whitehorse. 2. Adoption of Agenda Elaine Wyatt Motion BD THAT the Agenda be adopted as presented and amended with the addition of 9.2 Discussion regarding voting at AYC board meetings. Moved by: George Nassiopoulos Seconded by: Bev Buckway 3. Adoption of the Minutes from the May 4, 2012 Board Meeting Motion BD THAT the Minutes of the May 4, 2012 Board Meeting be adopted as presented. Moved by: Diana Rogerson Seconded by: Clara Jules 4. President s Report Elaine Wyatt Members were directed to the report provided. President Elaine Wyatt (President Wyatt) noted the summer has been extremely busy for her and she wasn t able to make community visits to all the communities and apologized for that. President Wyatt noted the Long Term Infrastructure Planning (LTIP) was the focus of discussion at the latest Federation of Canadian Municipalities (FCM) board meeting in Laval, Quebec. President Wyatt wished everyone running in the upcoming election good-luck. Motion BD THAT the Presidents report be adopted as presented. Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 2 of 10

3 Moved by: Wayne Potoroka Seconded by: Clara Jules 5. Executive Director s Report- Paul Gudaitis Members were directed to the report provided. Executive Director Paul Gudaitis (ED Gudaitis) noted he is involved in several working groups including the oil fired appliance working group. He advised members that Ministers Taylor and Kent are travelling around to the communities looking for input regarding the program results. ED Gudaitis noted that he attended a meeting with Minister Taylor Sept. 14, 2012 with President Wyatt and 2 nd Vice President Diana Rogerson (2 nd VP Rogerson). He advised members that YG supports the AYC landfill liability working group initiative, the Comprehensive Municipal Grant (CMG) proposal is moving forward and will be discussed with cabinet and the request for a contribution increase is being considered as is the request for a multi-year contribution agreement. ED Gudaitis referred to the FCM handouts provided to everyone, and noted that FCM will have a Northern Element in their LTIP proposal which will include issues such as shorter construction periods, P3 s not working and the need for recreational funds as being a necessity and not a luxury. ED Gudaitis noted that YG will be issuing an asset management proposal within the next year. Past President Bev Buckway (Past President Buckway) gave an update on Municipal Infrastructure Funding (MIF). She noted after the conclusion of the recent meeting, everyone recognised the members all share the same obstacles and general agreement they are all on the same page. One of the issues they spoke about was the need for more funding for recreational projects in the north. Motion BD THAT the Executive Directors report be adopted as presented. Moved by: Bev Buckway Seconded by: Bill Kendrick 6. Committee Reports 6.1 Finance: Reports to August 31, 2012 Laura Eby Members were directed to the reports provided. After some discussion the financials were accepted as presented. Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 3 of 10

4 Motion BD To accept the August 31, 2012 Year-to-date Financial Statements. Moved by: Wayne Potoroka Seconded by: Diana Rogerson Provisional Budget 2013 Laura Eby Members were directed to the provisional budget provided. Laura noted there were a few unknowns in the budget as it was not yet clear if AYC would be granted a contribution increase and the AYC office may move to another location in President Wyatt introduced new City of Whitehorse Manager Stan Westby (City Manager Westby). Stan noted he has been heavily involved with asset management and looks forward to continuing that in the Yukon. He also noted that he is very impressed with the relationship AYC has with YG. 6.2 Community Training Trust Society Diana Rogerson 2 nd VP Rogerson defered the update to Laura Eby. Laura noted the board only met a couple times over the summer as there were not many applications. She also noted she has applied for more funding for the 2012/2013 fiscal year as the current agreement will expire Oct. 31, Laura advised the board that a couple municipalities have staff that do not complete the reporting after an application has been approved, which results in the municipality not getting that funding. 6.3 OTOF Committees Progress & Community Affairs Update Christine Smith provided a YG update. She noted that cabinet will be reviewing the proposed changes to the CMG in October. Once a decision is made, community affairs will brief the AYC executive and hold a conference call with all CAO s. CAO Frank Thomas asked about the tender for the solid waste program. Christine noted that it has been put on hold until they are comfortable with making sure they are on the right track. President Wyatt noted that AYC is working on a strategy and direction as well. Christine has had discussions with Steve Mooney regarding recycling plastic to oil, and hopes to host a workshop for communities interested in learning more. It is estimated the machine can produce 10 litres of oil every hour. Mayor George Nassiopoulos (Mayor Nassiopoulos) suggested that AYC come up with a strategy regarding landfills in the Yukon. President Wyatt noted AYC is working on getting data from each community so that common issues can be established. 1 st Vice President Potoroka (1 st VP Potoroka) suggested the AYC president meet with Minister Dixon to discuss issues that come out of the landfill questionnaire. CAO Michael Riseborough suggested there is a sense of urgency regarding this issue. He noted staff from environment has been of showing up to landfills unannounced, and Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 4 of 10

5 municipalities feel it s not a cooperative approach. 2 nd VP Rogerson suggested that Minister Taylor be invited to the discussion. Christine Smith agreed and advised she will discuss it further with Minister Taylor. 1 st VP Potoroka suggested the advocacy working group work together to craft a briefing regarding the landfills to discuss with the Ministers. Mayor Nassiopoulos noted that the message to environment needs to be they need to start working with us and start working on a feasible solution. Councillor Betty Irwin gave an update on the implementation committee and referred to the handouts she provided. She noted 7% of the findings from OTOF are now complete, so they are happy to report the OTOF process is moving forward, and issues are being resolved. Past President Buckway gave an update on the MAR committee and noted they have travelled to several communities and will continue to meet with the First Nations. CAO Jeff Renaud noted the group will meet with the new councils after the municipal election. He also noted another AYC rep is required as Bev Buckway will not be running in the upcoming election. Motion BD To appoint Cory Bellmore to the Municipal Act Review Committee. Moved by: Bev Buckway Seconded by: Diana Rogerson 7. Old Business Projects update 7.1. Office Condo (attachment) Paul Gudaitis After a short presentation by Ernie Bourassa from Remax Action Reality, members were offered to go and look at the space available in the Waterfront Station Building currently under construction. Ernie noted that there are very few office spaces currently available that would accommodate the AYC needs. Ernie explained the difference between buying space and leasing it. His recommendation to the board was to buy. Break at 11:30 am Reconvened at 12:30 pm. After lunch, ED Gudaitis referred to the handout provided, and gave members an overview of the costs involved to buy, lease, and lease to buy. President Wyatt offered the opportunity for each member to have their say and be heard. Some of the key observations and concerns that were heard are as follows: Concerns as to who owns the asset, and how would it be divided if AYC dissolved (constitution speaks to both issues) Most members agreed that purchasing was a cost benefit to AYC. Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 5 of 10

6 Most members agreed that the AYC office should present a better image. Some members felt that AYC should not own its own space. All felt the current office space was not a healthy or appropriate environment for staff and inaccessible to persons who are handicapped. There was a request for a consensus vote, this is also covered by the AYC constitution (vote is to be majority) After considerable discussion was held on the options of leasing versus buying, the following motion was made: Motion BD To pursue to purchase office space for the staff of AYC. Moved by: Wayne Potoroka Seconded by: Diana Rogerson Richard Durocher, Clara Jules, and George Nassiopoulos were against. 7.2 GreenGym Laura Eby Laura Eby noted the green gym equipment was delayed by several weeks and is scheduled to be completed September 24, Since the equipment will arrive too late to install this year, the communities will store the equipment for the winter and install them when the ground is thawed enough in the spring. Laura was directed by the board to apply for an extension on the Community Development Fund (CDF) file. 7.3 IMBL (attachment) Laura Eby Laura Eby referred to the attachment provided. She noted that AYC hosted a conference call with all the inter-municipal business licence (IMBL) administrators and a couple of suggested changes were proposed. It was suggested that AYC do an advertising blitz regarding IMBLs at the beginning of 2013 and that the following change to the IMBL agreement be proposed to the board: Motion BD To accept the proposed changes to the IMBL schedule A as follows: If a business maintains an office/space in more than one Yukon municipality, they must obtain a business license in each municipality in which they have a base. Inter-municipal business licenses are designed for businesses that provide occasional sales/services in other Yukon municipalities. Moved by: Bev Buckway Seconded by: Richard Durocher 7.4 Newly Elected officials Training (attachment) Laura Eby Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 6 of 10

7 Laura Eby referred to the attachment provided, and gave an update. The application for funding has been completed and submitted to CDF, and is under review. The budget is about 30k. 2 nd VP Rogerson suggested that if there is room in the budget, AYC should consider hiring someone to help with overall duties during that weekend. 1 st VP Potoroka suggested that community affairs provide an overview about OTOF. 8. New Business 8.1 Yukon Municipal Board Paul Gudaitis ED Gudaitis noted there has been an issue in Whitehorse regarding a decision that came from the Yukon Municipal Board. Whitehorse received a legal opinion and the portion of the act in question was clarified. Some discussion ensued regarding members appointed by AYC to the Yukon Municipal Board. 1 st VP Potoroka suggested that President Wyatt discuss the issue with Minister Taylor. Past President Buckway suggested that ED Gudaitis write a letter to the board to clarify when the board meets, how often, are all board members invited to attend every meeting, and are the AYC appointed members active. 8.2 Landfill and Liability Paul Gudaitis As discussed under Potential for AGM in Whitehorse Paul Gudaitis After some discussion the following motion was carried: Motion BD12-025: To include the City of Whitehorse as a potential AGM host. Moved by: George Nassiopoulos Seconded by: Clara Jules 8.4 Add Richard Durocher to the Advocacy Working Group After some discussion the following motion was carried: Motion BD12-026: To add Richard Durocher to the Advocacy Working Group. Moved by: Bev Buckway Seconded by: Wayne Potoroka Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 7 of 10

8 8.5 Resolution to change signing authorities with ING direct. After some discussion the following motion was carried: Resolution BD12-027: WHEREAS there is a need to change the identified individuals authorized on the Association of Yukon Communities (AYC) ING DIRECT bank account; and WHEREAS there is a need to remove and add authorized signatories to the AYC ING Direct bank account; BE IT RESOLVED THAT the individuals identified in the attached Change of Authorized Individuals Form are hereby appointed as authorized individuals for the AYC bank account. Such appointment will be subject to confirmation by ING DIRECT of the identity of the appointed authorized individuals in accordance with the policies of ING DIRECT; FURTHER the appointment of the current signing authorities named as authorized Individuals for the AYC bank account is hereby REVOKED as at September 15, 2012, and such individuals shall cease to act as authorized Individuals on the AYC bank account; AND FURTHER that the AYC shall provide ING DIRECT with a certified copy of this resolution. ING DIRECT is entitled to rely on the certified copy of this resolution as duly and validly authorized and binding on the AYC. ING DIRECT does not need to make any further inquiry into the authority of the undersigned to bind the AYC. Moved by: Bev Buckway Seconded by: George Nassiopoulos 8.6 Resolutions Updates Paul Gudaitis AT-02 Oil and Gas ED Gudaitis noted this resolution has not yet been addressed AT-03 Landfill Liability ED Gudaitis referred to the prior discussion regarding landfill liability with regards to the direction being taken AT-05 Designated material Regulation Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 8 of 10

9 ED Gudaitis noted a letter has been sent to Minister Taylor and she has forwarded the request on to Minister Dixon, who has not yet replied AT-06 Beverage Container Regulation ED Gudaitis noted a letter has been sent to Minister Taylor and she has forwarded the request on to Minister Dixon, who has not yet replied AT-07 Cross Town Packet Charges ED Gudaitis noted he is working with the City of Whitehorse on this matter and the issue is currently on hold as they are awaiting the outcome of recent actions by Northwestel to address funding for telecom infrastructure AT-08 Community Center Facilities ED Gudaitis noted the issue was brought forward as part of the LTIP discussions with the Federal Government. He noted it is being brought forward at a national level and the need for recreational facilities in the north may be addressed as part of the gas tax funds which is likely to become the new version of the build Canada funds. 9. Other 9.1 Next Board Meeting Whitehorse, Yukon December 8 th, Discussion regarding voting at AYC board meetings. Councillor Tara Wheeler noted that sometimes their AYC rep cannot make it to the AYC board meetings, and they would like to have the opportunity to send another councillor/mayor in their place to vote if need be. City Manager Westby suggested that AYC include the option to have a proxy vote in the constitution. 1 st VP Potoroka suggested an amendment regarding proxy voting be made to the constitution and brought forward to the AGM for discussion. Motion BD12-028: To bring a proposed amendment to the constitution regarding proxy voting to the AGM in 2013 for a group discussion. Moved by: Diana Rogerson Seconded by: Wayne Potoroka 10. Adjournment Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 9 of 10

10 The meeting adjourned at 2:46 pm. Moved by: George Nassiopoulos Seconded by: Diana Rogerson Motion BD Moved that these minutes be approved as presented or amended. Moved by: Seconded by: Signed this 8 th day of December,2012 As witness to the approval of these minutes. President 1 st Vice President Board of Director s Meeting Whitehorse, Yukon September 15, 2012 Page 10 of 10