TOWN OF NIPAWIN REGULAR MEETING OF COUNCIL MINUTES Minutes of the 22 nd meeting of the Town of Nipawin in the Council Chambers of the Town Office on at 7:30 p.m. PRESENT: COUNCIL: Mayor Dave Trann, Councillors Michael Botterill, Terry Farden, Lewis Robin, & Ray Serack PRESS: STAFF: Nipawin Journal Susan McNeil Parkland Review Emma Meldrum Barry Elliott, Lesley Richer, Blaine Crowley, Chelsea Corrigan & Chris Hudyma ABSENT: COUNCIL: Councillors Kathy Palidwar & Niclas Palidwar STAFF: Brian Starkell 1. AGENDA: BOTTERILL: THAT the Agenda for the meeting be adopted as amended and attached to form a part of the said minutes. 2. MINUTES: SERACK: THAT the Minutes of the Regular Meeting of Council held on August 8, 2016 be adopted as presented. 3(a) INSURANCE APPRAISAL SERVICES AGREEMENT: FARDEN: THAT Council approve the Insurance Appraisal Services Agreement for 2016 and Annual Revision Contract for the period 2017-2021 with Suncorp Valuations. 5(a) PAYROLL: ROBIN: THAT the Payroll Lists dated August 16, 2016 totalling $84,702.29, August 29, 2016 totalling $7,500.85, and August 30, 2016 totalling $76,601.65 be approved and paid. Page 1
5(b) ACCOUNTS: SERACK: THAT the List of Accounts dated August 30, 2016 totalling $868,252.43 and September 8, 2016 totalling $360,274.14 be approved and paid. 6. FINANCIAL STATEMENTS: BOTTERILL: THAT the Financial Statements for June, 2016 be approved as presented. 7. REPORTS OF SENIOR ADMINISTRATIVE OFFICIALS: FARDEN: THAT the Reports of Senior Administrative Officials recorded as items a) to ab) be received and filed. 7(b) GOVERNANCE WORKSHOP: ROBIN: THAT Council hereby authorizes an allocation of $11,000.00 from the Sustainability Reserve Fund to be applied toward the hosting of a Governance Seminar facilitated by George Cuff in the latter part of November, 2016. 7(c) CHEQUE CANCELLATIONS: BOTTERILL: THAT Council hereby authorizes cancellation of Cheque no. 16695 Chris Hudyma - $200.00; Cheque no. 18234 Clark s Supply & Service Ltd - $2,186.63; Cheque no. 18478 Lifesaving Society - $50.00; Cheque no. 18620 Finning Canada - $817.05; Cheque no. 18780 Fabmar Communications Ltd. - $675.16; and Cheque no. 19385 Neufeld, Ione & Ann, & Burton, Betty - $143.00 in accordance with the report dated August 30, 2016 from Director of Finance & Administration Lesley Richer. 7(d) PROPERTY TAX CANCELLATION: SERACK: THAT Council hereby approves cancellation of $927.01 representing the property taxes from June 22, 2016 to December 31, 2016, for Lot 19, Block 6, Plan 75PA16641 as contained in the report dated September 7, 2016 from Director of Finance & Administration Lesley Richer attached to and forming a part of these Minutes as Schedule A. Page 2
7(e) ASSESSMENT SERVICES: ROBIN: THAT the Town of Nipawin engage the Saskatchewan Assessment Management Agency (SAMA) to provide assessment services for the Town beginning with the 2018 assessment year; and THAT the Mayor and Chief Administrative Officer be authorized to sign the Resumption of Municipal Valuation Services Agreement. 7(f) OUTDOOR SWIMMING POOL LOAN INTEREST RATE TENDERS: FARDEN: THAT Council hereby awards the interest rate tender for the new outdoor swimming pool loan to the Diamond North Credit Union at the interest rate of 2.75%. 7(i) SPRING & FALL BACK ALLEY PICKUP: SERACK: THAT Council hereby rescinds resolution 8(g) Spring & Fall Back Alley Pickup from the April 25, 2016 Regular Meeting of Council; and THAT Council hereby discontinues the spring and fall back lane pickup program effective immediately. 7(j) TAX TITLE PROPERTY TENDER: BOTTERILL: THAT Council hereby accepts the lowest tendered bid for 2,500 cubic yards of crushed street gravel from Clark Penner Trucking Inc. in the amount of $57,125.00; and THAT the budget difference of $9,625.00 be made up as follows: $7,500.00 from account no. 1-4-320-2441 Contracted Road Maintenance, and $2,165.00 from account no. 1-4-320-2460 Contracted Sidewalk Repairs. 7(m) SUMMER & SEASONAL STAFF: ROBIN: THAT Council ratify the hiring of Holly Wiebe as a Seasonal Worker effective July 25, 2016 at Step 2 of the Seasonal Worker Wage Scale of the CUPE Local 777-01 Agreement and Alex Seckinger as a Summer Student Labourer effective August 15, 2016. 7(n) PARATRANSIT DRIVER CONTRACT SERVICE: FARDEN: THAT Council hereby approves extending the contract with Mr. James Rutherford to operate the paratransit van service to December 31, 2016; and THAT the contract amount be increased from $4,960.00 per month to $5,380.00 per month retroactive to January 1, 2016 in accordance with the 2016 budget allocation. Page 3
7(o)(i) PARATRANSIT CONTRACT RFP: BOTTERILL: THAT Council hereby authorizes Administration to issue a Request for Proposals in October, 2016 for operation of the paratransit van service with a new contract to commence January 1, 2017. 7(o)(ii) PARATRANSIT VAN NAME CHANGE: FARDEN: THAT Council hereby authorizes the name of the paratransit van service to be changed from the Nipawin Handivan to Nipawin Access Transit. 7(p) TAX ENFORCEMENT REQUEST TO ACQUIRE TITLE: SERACK: THAT Council hereby authorizes Administration to acquire title to the property located at Lot 18, Block 18, Plan 101614014, ext. 44, Title #116329316 and advertise said property for sale by public tender in accordance with The Tax Enforcement Act. 7(q) TAX ENFORCEMENT 30 DAY FINAL NOTICE: ROBIN: THAT Council hereby authorizes Administration to issue 30 Day Final Notice for the property located at Lot 3, Block 9, Plan CE740, Ext. 0 in accordance with The Tax Enforcement Act. 7(r) SUMA MERITORIOUS SERVICE AWARD NOMINATION: FARDEN: THAT the Town of Nipawin nominate Murray Bigelow for the Meritorious Service Award being presented at the 2017 SUMA Convention being held in Saskatoon, Sk. February 5-8, 2017; and THAT mileage and out of pocket expenses be reimbursed in accordance with current policy. 7(s) TAX ENFORCEMENT PROVINCIAL MEDIATION BOARD APPLICATION: SERACK: THAT Council hereby authorizes Administration to make application to the Provincial Mediation Board for Consent to Acquire Title for the following properties: Lot 7, Block 5, Plan 80PA02179, Ext. 0 Title # 137830800 Lot 7, Block 13, Plan CM6842, Ext. 0 Title # 135400957 Lot 7, Block 11, Plan BY6799, Ext. 0 Title # 141718293 Lot 4, Block 14, Plan BY6799, Ext. 36 Title # 144822719 Page 4
7(t) DISCRETIONARY USE APPLICATION: ROBIN: THAT Council hereby agrees to consider the discretionary use application from Hanfood Holding Corp. for a manufacturing and processing use on all of Parcel 203234790, Block DD, Plan 101556222, Ext. 5 at the September 26, 2016 Council Meeting; and THAT Council hereby authorizes Administration to proceed with the public notice requirements for discretionary use applications in accordance with Section 3.8.2 of Zoning Bylaw 763/2000. Councillor Robin declared a pecuniary interest and left the room (8:40 p.m.) 7(u) PROPOSED SUBDIVISION ADJACENT TO MUNICIPAL BOUNDARIES: BOTTERILL: THAT Council hereby recommends providing approval to the Ministry of Government Relations Community Planning Branch for the subdivision application for an eight (8) lot country residential subdivision in the Rural Municipality of Nipawin No. 487 on part of Parcel B, Plan 102135642. Councillor Robin resumed his chair (8:45 p.m.) 7(w) DISCRETIONARY USE APPLICATION: ROBIN: THAT hereby agrees to consider the discretionary use application for a single detached dwelling located on Lot 22, Block 28, Plan BV2484 at the September 26, 2016 Council Meeting; and THAT Council hereby authorizes Administration to proceed with the public notice requirements for discretionary use applications as contained in Section 3.8.2 of Zoning Bylaw 763/2000. Councillor Serack requested a recorded vote: 7(aa) NIPAWIN BID FINANCIAL ADMINISTRATION AUTONOMY: FARDEN: THAT Council hereby authorizes the Nipawin Business Improvement District Inc. to assume complete responsibility for financial administration of the Nipawin Business Improvement District effective January 1, 2017. For Mayor Trann Councillor Botterill Councillor Farden Councillor Robin Against Councillor Serack Page 5
8. REPORTS OF STANDING & SPECIAL COMMITTEES: SERACK: THAT the Reports of Standing & Special Committees recorded as items a) to f) be received and filed. 8(c)(i) DIRECTOR OF ECONOMIC DEVELOPMENT POSITION: BOTTERILL: THAT the Chief Administrative Officer be directed to post the vacant Director of Economic Development Position; and THAT funds for this position shall be taken from the 2016 stabilization reserve fund in the event the position is filled in 2016. 8(c)(ii) NIPAWIN BUSINESS IMPROVEMENT DISTRICT ANNUAL LEVY: ROBIN: THAT Council implement a policy to support the Nipawin Business Improvement District with an annual levy of $100.00 to commence with the 2017 budget cycle. 8(d)(i) EVERGREEN CENTRE FOOD & BEVERAGE SERVICES CONTRACT TERMINATION: FARDEN: THAT Council hereby approves termination of the Evergreen Centre Food & Beverage Services contract with Craig Day only upon receipt of clearance letters from the Saskatchewan Workers Compensation Board, Canada Revenue Agency (payroll deductions), accounts payable, etc. and provided legal advice is received from the Town s solicitor supporting such termination. 8(d)(ii) EVERGREEN CENTRE FOOD & BEVERAGE SERVICES REQUEST FOR PROPOSALS: BOTTERILL: THAT Council hereby authorizes Administration to immediately issue a Request for Proposals for Food and Beverage Services for the Evergreen Centre. 8(e) NORTH EAST REGIONAL WASTE AUTHORITY MANAGEMENT & FINANCIAL RESPONSIBILITY: ROBIN: THAT the Town of Nipawin hereby agrees to continue to manage the landfill, make application for the debt for construction of the new engineered cell, and assume financial responsibility for the loan until such time as the debt can be transferred to the North East Regional Waste Authority. 8(f)(i) NIPAWIN ACCESS TRANSIT VAN COST PER KILOMETER: FARDEN: THAT Administration be directed to determine the actual cost per kilometer retroactive to January 1, 2016 to operate the Nipawin Access Transit van, including administration, depreciation, fuel, maintenance, driver rates, cell phone, and insurance. Page 6
8(f)(ii) TWIN LAKES DEVELOPERS GUIDE: SERACK: THAT Council hereby approves the Twin Lakes Developers Guide produced by the Twin Lakes District Planning Commission. 8(f)(iii) SASKATCHEWAN TRADE & EXPORT PARTNERSHIP CONFERENCE: BOTTERILL: THAT two (2) members of Council or Senior Administrative staff be authorized to attend the Saskatchewan Trade and Export Partnership Conference being held October 18 & 19, 2016 in Regina, SK; and THAT mileage and out of pocket expenses be reimbursed in accordance with current policy. 9. REPORTS OF COMMITTEES & BOARDS: SERACK: THAT the Reports of Committees and Boards recorded as items a) to d) be received and filed. 10. COMMUNICATIONS: ROBIN: THAT the Communications recorded as items a) to d) be received and filed. 10(c) NEWSASK COMMUNITY FUTURES DEVELOPMENT CORPORATION BOARD OF DIRECTORS NOMINATION: FARDEN: THAT Council hereby nominate John Klyne for an additional three (3) year term as Zone 3 Director for the Newsask Community Futures Development Corporation Board of Directors. 10(d) ROYAL CANADIAN LEGION MILITARY SERVICE RECOGNITION BOOK : BOTTERILL: THAT Council hereby agrees to purchase advertisement space in the Royal Canadian Legion s Military Service Recognition Book. TABLED TO 2017 BUDGET 13. PUBLIC FORUM: Question: Council agreed to consider a discretionary use application from Hanfood for manufacturing and processing. What are they going to be manufacturing and how will it affect the environment water, waste, etc.? Has due diligence been done? Answer: At this time we are unable to announce what the company will be manufacturing, but can assure that they will meet all zoning requirements and the use will not be detrimental to that area or negatively affect the environment. Question: How will their product be transported? Answer: By truck and by rail. Page 7
Question: Have they signed an agreement with CP Rail yet? Answer: No, this process takes time and it is still in the works. Question: What is happening at the Evergreen Centre? Answer: The current Operator has requested that Council allow him to terminate the lease. Question: Will there still be events held and how will those be looked after? Answer: Until such time as we have a new tenant in place and stable, we will be working with alternative catering services to ensure all events are taken care of. Question: Will there be any consequences to the operator for early termination? Answer: This will be determined by the legal advice received from the Town s solicitor. 14(a)(i) BYLAW NO. 1008/16 SECOND READING: BOTTERILL: THAT Bylaw No. 1008/16, being a Bylaw to Designate the Municipal Boundaries of the Town of Nipawin as a Business Improvement District and to Establish the Management Board for the Business Improvement District be read a second time. 14(a)(ii) BYLAW NO. 1008/16 ADOPTION: ROBIN: THAT Bylaw No. 1008/16, being a Bylaw to Designate the Municipal Boundaries of the Town of Nipawin as a Business Improvement District and to Establish the Management Board for the Business Improvement District be read a third time and finally adopted. 15(1) COMMITTEE OF THE WHOLE: FARDEN: THAT the meeting recess to an in-camera Committee-of-the-Whole with Deputy Mayor Botterill in the Chair. (9:42 p.m.) 15(2) RISE AND REPORT: SERACK: THAT we rise and report (10:34 p.m.) Councillor Botterill reported that discussion was held on Human Resources. 15(a)(ii) NIPAWIN BID EXECUTIVE DIRECTOR EVE O LEARY PAYROLL ADMINISTRATION: FARDEN: THAT Council hereby authorizes continuation of administering payroll for Eve O Leary, Executive Director of the Nipawin Business Improvement District until such time as she receives permanent resident status from the Government of Canada. Page 8
16. ADJOURNMENT: BOTTERILL: THAT we do now adjourn. (10:36 p.m.) MINUTES ADOPTED THIS DAY OF, 2016. David Trann MAYOR Barry Elliott CHIEF ADMINISTRATIVE OFFICER Page 9