A regular meeting of the Council for the Town of Grenfell was held on Thursday, April in the Town Council Chambers at 7:00 p.m.

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1 A regular meeting of the Council for the Town of Grenfell was held on Thursday, April in the Town Council Chambers at 7:00 p.m. PRESENT: REGRETS: CALL TO ORDER: DELEGA- TION Aldermen - Gib Heinemann, Philip Peter, Rod Wolfe,; Gary Cole; Kevin Speidelsbach, Junior Alderman Gavin Wolfe, and Chief Administrative Officer Nicole Monchamp. Mayor Lloyd Gwilliam; Alderman Jeremie Taylor, 01 DEPUTY MAYOR WOLFE called the meeting to 7:00pm Larry Tittle attended the meeting to present a video showcasing the services provided by the Regina Qu Appelle Health Region and the impact they have on the community AGENDA MINUTES VOLUNTEER APPRECIA- TION 02 HEINEMANN: That the agenda be accepted as a guideline for this meeting. 03 PETER: That the Minutes of the regular meeting held on March 16, 2016 be accepted as presented. 04 SPEIDELSBACH: That the volunteer appreciation function be postpone to April, 2017 and That the GREDM shall plan a suitable event and present said plan to Council. ACCOUNTS PAYABLE RAIL SAFETY REQUEST FOR DONATION 05 HEINEMANN: That the list of accounts be approved for payment and attached to and form part of these minutes. 06 HEINEMANN: That the Town of Grenfell declare April 25 to May as Rail Safety Week. 07 COLE: That the Town of Grenfell donate $ to Crime Stoppers.. GRENFELL REGIONAL LIBRARY 08 WOLFE: That the Town of Grenfell accept the annual report presented from the Grenfell Regional Library.. Page 1 of 11

2 A regular meeting of the Council for the Town of Grenfell was held on Thursday, April in the Town Council Chambers at 7:00 p.m. CORRESPON -DENCE 09 SPEIDELSBACH: That the following correspondence be accepted for filing: 1. CanAmericaCustomerAppreciationDay.pdf 2. CP-Rail-on-Rail-Safety-Week-April 25 to May 2.pdf 3. Crime-Stoppers-Request-for-Donation.pdf 4. GasTax-Accept-Infrastructure-Investment-Plans-Campground- PlayGround.pdf 5. GasTax-Installment-Payment.pdf 6. Grenfell-Regional-Library-Financial-Statements.pdf 7. Moon's Restaurant.pdf 8. Multi Materials Stewardship West Information.pdf 9. NACORA - Insurance for Airports.pdf 10. Parkland Amateur Radio Club.pdf 11. Province of SK to Sakimay.pdf 12. RCW-Meeting-Minutes.pdf 13. RCWRA AGM.pdf 14. Saskatchewan-Polytechnic-Rec-Program-Grads-For-Hire.pdf 15. SaskHealth - Water Tests - All Good.pdf 16. UMASS News Letter March 2016.pdf 17. Urban Update.pdf 18. Urban Update2.pdf ROOM RENTAL POLICY TOWN SOLICITOR FINANCIAL STATE- MENTS PRESSURE WASHER WORKSHOP BUDGET FOOD FESTIVAL TRANSFER STATION REPORTS 10 COLE: That the Town of Grenfell adopt the Rental Policy for Town Facilities as Policy # SPEIDELSBACH: That the CAO bring information on potential new solicitors to the next meeting. 12 PETER: That the financial statements be accepted as presented. 13 HEINEMANN: That the Council approve the purchase of a new pressure washer hose for the new pressure washer. 14 HEINEMANN: That the CAO is authorized to attend the creating effective bylaws workshop in Regina on May 10, SPEIDELSBACH: That the budget meetings be held April 20 and 27, 2016 at 7:00pm in the Council Chambers. 16 HEINEMANN: That the Town donate $ to the food festival if it occurs.. 17 PETER: That the Town of Grenfell rent a 30 yard bin for the month of May, 2016 at a cost of $ delivery, $80.00 rental, and $ tippage fee. 18 HEINEMANN: That the reports be accepted as presented. Page 2 of 11

3 A regular meeting of the Council for the Town of Grenfell was held on Thursday, April in the Town Council Chambers at 7:00 p.m. ELECTION PROVISIONS 19 COLE: That the Town of Grenfell create a bylaw to change the provision under which elections are held to those which are used by Rural Municipalities as per The Municipalities act 89(1-3). 20 COLE: That Bylaw a bylaw to Change Election Provisions be read for the first time. 21 PETER: That Bylaw a bylaw to Change Election Provisions be read for the second time. 22 HEINEMANN: That Bylaw being a bylaw to Change Election Provisions be given its third reading at this meeting. UNANIMOUSLY 23 SPEIDELSBACH: That Bylaw a bylaw to Change Election Provisions be read for the second time and That this bylaw be attached to and form part of these minutes. 24 HEINEMANN: That Town Council accept the proposal from Deboys Equipment Limited for the removal of a house and outbuildings at a cost of $ plus GST. 25 WOLFE: That ballots for the 2016 general election shall contain the candidates names in random order. 26 COLE: That the Town of Grenfell shall use a combined voter s list and poll book form for the 2016 general election. SETPC MEETING 27 PETER: That Town Council authorize Gary Cole to attend the SETPC meeting in the Kenossee Inn at 9:30am on April 26, Page 3 of 11

4 A regular meeting of the Council for the Town of Grenfell was held on Thursday, April in the Town Council Chambers at 7:00 p.m. ECONOMIC DEVELOP- MENT NEXT MEETING 28 COLE: That the Council hold a special meeting to review the proposal from HMC Management before making a recommendation at a general meeting and That this meeting be held on April 12, 2016 at 10:00am. 29 PETER: That the next meeting be held on Thursday April 21 st, 2016 at 7:00pm. ADJOURNM ENT 30 COLE: That the meeting be adjourned at 10:05pm. MAYOR CHIEF ADMINISTRATIVE OFFICER Date Page 4 of 11

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9 Town of Grenfell Policy Manual POLICY DESCRIPTION: DATE APPROVED: April 7, 2016 Rental Policy for Town of Grenfell Facilities Policy # Chief Administrative Officer Mayor Policy regarding the Rental of Facilities owned by the Town of Grenfell. 1) The following facilities owned by the Town of Grenfell may be rented out for functions: a) Grenfell Community Hall b) Grenfell Regional Park Building c) Grenfell Council Chambers d) The Lilac Room e) Any other facility owned by the Town of Grenfell which Council may, at their discretion, decide to rent to a person or organization. 2) Unless otherwise specified the minimum rent for any facility shall be: a) Half Day - $45.00 b) Full Day - $ ) Any person or organization may be allowed to rent a facility from the Town of Grenfell providing the following conditions are met: a) The rental must be paid in full before the event takes place. b) If alcohol is being served a copy of the liquor licence must be provided to the Town of Grenfell before the event. c) The renter agrees to take full responsibility for any damages to the facility or injury to the attendees. 4) All persons must pay the full rent on any Town of Grenfell Facility. 5) Notwithstanding the preceding clause: a) any not for profit organization which desires to rent a facility to host a function raising money for a cause where the funds are used entirely within the Town of Grenfell shall have the rental for the facility waived for that function only; b) any other person or organization which wishes to have the rental on community facility partially or fully waived may apply in writing to the Town Council, who may, at their discretion, waive all or part of the rental fees. c) the Lilac Room shall be available at no charge to for Community Groups based within the Town of Grenfell Corporate Boundaries.

10 TOWN OF GRENFELL BYLAW NO A BYLAW OF THE TOWN OF GRENFELL IN THE PROVINCE OF SASKATCHEWAN TO CHANGE THE PROVISIONS UNDER WHICH ELECTIONS OCCUR IN THE TOWN OF GRENFELL. The Council for the Town of Grenfell, in the Province of Saskatchewan, enacts as follows: As per The Municipalities Act Section 89 (1-3): Election procedures (1) Councillors and the mayor or reeve of a municipality are to be elected in accordance with The Local Government Election Act. (2) A council may, by bylaw, provide that elections of the members of the council are to be held in accordance with: (a) the election provisions for resort villages as set out in The Local Government Election Act, and the provisions regarding qualifications for voters and candidates and regarding disqualification of voters and candidates for resort villages in this or any other Act apply, with any necessary modification; or (b) the election provisions and the term of office for members of council of rural municipalities as set out in Part VIII of The Local Government Election Act, and the provisions regarding qualifications for voters and candidates and regarding disqualification of voters and candidates for rural municipalities in this or any other Act apply, with any necessary modification. (3) A bylaw passed pursuant to subsection (2) takes effect: (a) in the case of a bylaw passed after April 15 in the year of a general election, with respect to all general elections and by-elections held in the municipality commencing with the second general election after the bylaw is passed; or (b) in the case of a bylaw passed at a time other than that described in clause (a), with respect to the first general election and all subsequent general elections and byelections held in the municipality after the bylaw is passed 1. The Town of Grenfell adopts the Election Procedures for Rural Municipalities with the following necessary modifications: a. The Town of Grenfell shall be counted as a single division for the purposes of the election

11 b. All members of Council shall be elected at large. c. Council shall be split in in the following manner for the first election: i. The Mayor shall be elected for a 4 year term ii. Members 1-3 shall be elected for a 4 year term iii. Members 5-6 shall be elected for a 2 year term iv. All subsequent terms for all members shall be for 4 years. d. the election of members of council: i. in the case of Members 1-3 and the election of mayors, must be held on October 26, 2016 and again on October 28, 2020 after that date at intervals of every four years on the fourth Wednesday of October; and ii. in the case of members 5-6, must be held on October 26, 2016 and again on October 24, 2018 and after that date at intervals of every four years on the fourth Wednesday of October. e. Save for items (a) through (d), where there is a difference between urban municipalities, resort municipalities, and/or rural municipalities; the requirements for urban municipalities shall be followed. 2. This bylaw shall come into force upon the date of its passing. MAYOR SEAL CHIEF ADMINISTRATIVE OFFICER