MINUTES OF THE REGULAR MEETING OF COUNCIL OF THE R.M. OF ST. ANDREWS HELD TUESDAY, OCTOBER 25, 2016 AT CLANDEBOYE, MANITOBA

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1 MINUTES OF THE REGULAR MEETING OF COUNCIL OF THE R.M. OF ST. ANDREWS HELD TUESDAY, OCTOBER 25, 2016 AT CLANDEBOYE, MANITOBA Attendance: Mayor Pike, Councillor Ataman, Councillor Keryluk, Councillor Paradoski, C ouncillor Sul, C ouncillor Hogg Administration: Deb Murphy, Assistant C.A.O. and Andrew Weremy, C.A.O. Regrets: Deputy M ayor Hunt A. CALL TO ORDER Meeting called to order at 9:05 a.m. by Chair Mayor Pike. B. ADOPTION OF AGENDA Res. ( ) Moved by: C ouncillor Keryluk Seconded by: Councillor Sul. Resolved that Council adopt the agenda, as amended. C. ADO PTIO N OF MINUTES 1) Draft O ctober 11, 2016 Council Meeting Minutes Res. ( ) Moved by: C ouncillor Atam an Seconded by: C ouncillor Paradoski. Resolved that Council adopt the October 11, 2016 Council Meeting minutes, as amended. Andrew W eremy took a moment to apologize to Mr. W ereschuk who had been misinformed by a staff member that there was not a Committee of the W hole meeting on Oct. 24, D. RECEPTION OF DELEGATES 1) 9:00 a.m. - Colleen Sklar - Partnership of the Manitoba Capital Region - Presentation on this organization and its mandate; the legislation for it; planning for the future; and the goals and actions of the organization. 2) 9:15 a.m. - Q MEC Net Ltd. - re: Emergency Management Proposal - Robert Poirier, Co-Owner, introduced those present and gave a brief background of each. - Made a presentation to show Q MEC can help the RM meet its Em ergency program requirem ents and how they would do this. - Outlined the services they can provide and the staff they have. - Handed out a proposal fo r services.

2 Page 2 to October 25, 2016 Council Meeting Minutes 3) 9:30 a.m. - Karen & Glen McKenzie - re: Council Indemnities By-Law - Made presentation on the draft indemnity by-law and provided their comments and recommendations on the by-law. 4) 9:45 a.m. - Don Forfar - re: Forfar Subdivision Developm ent Agreem ent Recess: 10:30 a.m. Reconvene: 10:40 a.m. - Provided a presentation regarding his subdivision related to; lot description; drainage of the property; water retention vs drainage; provided a copy of the Manitoba W ater Conservation Policy 2.4; and referenced the lot grade by-law. - Requesting Council to consider other drainage options besides swales that would work for both the Developer and the Municipality. E. REPORTS OF COMMITTEE Transportation Services - C ouncillor Paradoski - Work continuing on drainage, cutting and cleaning of ditches and drainage assessm ents. - Asphalting com plete and deficiencies have been docum ented - Grading on-going - Reviewed 2017 Program Developm ent - Councillor Ataman said the pathway at Jurcevic Subdivision has not been done yet; patching is needed on Guerts Cove and a driveway culvert has been damaged and should be replaced. Quote for asphalt for Gymnastics club not yet received and would like this looked into. Suggested to leave it until 2017 budget and to do the job when weather is better. - Discussion ensued regarding the paving for the Gymnastic Club and it was noted that we have partnered on community projects before. We had promised to help this club and all that is left to do is the asphalting. - Letter was sent to RRPD on temporary permit fee, but we haven t gotten a response yet. Adm inistration to follow up. - It was stated that there is a need for more grass cutting equipment. W astew ater System - Municipal Board hearing held; presentations were made; will be additional dates set fo r continuation of presentations. - Andrew W eremy said costs were identified at hearing and it was indicated that this was the first time this was made public. That is incorrect as this information has been on our w ebsite since July, Building Com m ittee - C ouncillor Keryluk - No report Recreation and Culture - C ouncillor Sul - A detailed Recreation Report was presented at the Committee of the Whole Meeting O ctober 24, 2016

3 Page 3 to October 25, 2016 Council Meeting Minutes - Gave a brief overview of Christmas hamper program - Community Places Grant program has been suspended for 1 year. - New government is reviewing all grants funding as was announced at the Round Table held in Headingley. - Have groups been contacted to review the Recreation Study? - Discussion o f Liss Road Recreation lands fo r the future. Protective Services - C ouncillor Atam an - Brief comments on the new fire truck - A meeting will be scheduled fo r budget preparation - Capital funds were reduced and now they want to spend it, but the funds could be used fo r generator purchase next year. - Labor Act needs to be followed and should be 3 hours per call out instead of 2 hours. Res. ( ) Moved by: C ouncillor Atam an Seconded by: Councillor Hogg Resolved that the RM of St. Andrews authorize administration ensure fire hall members of 3 halls; follow labor standards and fire staff receive a minimum of 3 hours compensation for all call outs. - There is a tour of Clandeboye Hall and a meeting scheduled at 1:00 p.m. today. - Has already met with Matlock Fire Department on this matter. - An increase in the training budget is expected fo r next year. Land Use Planning and D evelopm ent - C ouncillor Sul - 5 subdivisions on agenda fo r information - November 3rd next meeting of committee Governance, Personnel & Public Communications - Councillor Hogg - Andrew Weremy is working on Public Works Director and Secretary positions and the union contract. Environm ental Health & Safety - C ouncillor Keryluk - Summarized the work being done at Earl Grey Landfill by Public Works which should be completed in a couple of weeks - Reported on amount of brush being deposited at Earl Grey and should consider chipping instead. - Earl Grey tires have been picked up - Discussion of recycling and chipping ensued. Finance - C ouncillor Paradoski - Gave 2015 audit update and one entity is still outstanding Municipal Auditor Special Audit Report - Reviewed resolution authorizing review of 2015 Indemnities. Resolution authorized our auditor to perform specific audit and report. Due to costs versus benefits for this extra work, it was decided a separate engagement would not be carried out. This decision was made during an audit planning meeting on Septem ber 2, Discussion ensued regarding the indem nity costs and review.

4 Page 4 to October 25, 2016 Council Meeting Minutes Res. ( ) Moved by: C ouncillor Atam an Seconded by: Councillor Keryluk. Resolved that Council receive the above noted reports on behalf of each committee. F. EXTERNAL COMMITTEE REPORTS C ouncillor Hogg. - IMRA Executive Meeting on October 24. Reported on funding cuts being done, some of which are retroactive to beginning of Voiced concern that these groups will now come to the RM to replace these funds. C ouncillor Atam an. - Oct. 13 attended Library Meeting. Gave an overview of the library statistics, activities, budgeting/funding and operations. C ouncillor Keryluk. - Attended Manitoba Association of Recyclers Conference - Sum m arized conference and discussed recycling. C ouncillor Sul. - Attended the Municipal Board Hearing on O ctober 19 and Attended the Age Friendly Fish Fry on O ctober 21. C ouncillor Paradoski. - Red River North Trails Association-attended several meetings. Reported trail is completed and also reported on the activities to get it completed. Put link to Trail website on RM website. - October 12, attended St. Andrews Airport Board Meeting- Sum m arized Meeting Res. ( ) Moved by: C ouncillor Paradoski Seconded by: Councillor Sul. Resolved that Council receive the reports on behalf of each external committee. G. APPROVAL OF ACCOUNTS H. RECEPTION OF PETITIONS - None. I. CORRESPONDENCE Action Items A. Funding Reguests B. Meetings, C onferences, Conventions and Sem inars C. Other

5 Page 5 to October 25, 2016 Council Meeting Minutes J. INFO RM ATIO N ITEMS As per information items #1-7 as listed on the agenda. Res. ( ) Moved by: C ouncillor Paradoski Seconded by: Councillor Sul. Resolved that Information Items #1-7 as listed on the agenda, be received as information, unless otherwise resolved. Item #4 - Manitoba Infrastructure Road Restriction Changes - will be forwarded to Public W orks Departm ent Item #1 - Santa Parade of Lights - Mug, Spud & Steak Fundraiser on October 22, 2016 in Selkirk and Parade on N ovem ber 18, South Fire Hall is participating Item #7 - Selkirk & District Community Foundation Citizen of the Year W inner and Banquet Inform ation, Nov. 9, Councillor Keryluk, C ouncillor Sul and C ouncillor Hogg. Res. ( ) Moved by: Councillor Keryluk Seconded by: Councillor Sul Resolved that Councillor Sul attend the Selkirk & District Community Foundation. K. M UNICIPAL ADM INISTRATION 1) November 22, 2016 Council Meeting - Conflict with A.M.M. Convention - Resolution to Re-schedule o r Cancel Res. ( ) Moved by: C ouncillor Paradoski Seconded by: Councillor Sul. Resolved that Council hereby reschedule the November 22, 2016 Council meeting to November 29 at 9:00 a.m. due to conflict with the A.M.M. Convention. 2) Eco-Centre Agreements for Clandeboye and Earl Grey Landfills - Resolution to Sign Agreem ents Res. ( ) Moved by: Councillor Keryluk Seconded by: Councillor Ataman. Resolved that the signing authorities for the R.M. of St. Andrews be authorized to sign the Earl Grey and Clandeboye Landfill Eco-Centre Agreements with the Manitoba Association for Resource Recovery Corp.

6 Page 6 to October 25, 2016 Council Meeting Minutes 3) Geotechnical Investigation for 2017 Road Repair Program - Resolution to Award Bid Res. ( ) Moved by: C ouncillor Atam an Seconded by: Councillor Keryluk. W HEREAS a Request for Quotations was sent out for a Geotechnical Investigation for the R.M. of St. Andrews 2017 Road Repair Program; and WHEREAS 3 submissions were received and reviewed for perform ing this road repair project; and W HEREAS this project is a road condition assessment for the purposes of planning road repair and the purpose of the investigation is to record road base, sub-base and soil conditions fo r each roadway site; NOW THEREFORE BE IT RESOLVED that Council award the bid to H. Manalo Consulting Ltd. fo r the total price of $16, ) Karlsen Subdivision No. S Resolution to Sign Developm ent Agreem ent Discussion ensued regarding road construction and costs. Councillor Hogg requested a recorded vote. Res. ( ) Moved by: C ouncillor Keryluk Seconded by: Councillor Sul. W HEREAS Subdivision No. S received conditional approval on November 28, 2013, and; W HEREAS a condition of approval was the requirement for a developm ent agreem ent; THEREFORE BE IT RESOLVED that the Rural Municipality of St. Andrews signing authorities are authorized to sign the Development Agreem ent with Edward and Doreen Karlsen. 5) Red River North Trail Association - Resolution to Amend Agreement Amount Res. ( ) Moved by: C ouncillor Paradoski Seconded by: C ouncillor Keryluk. W HEREAS an administrative error was made in Resolution for the amount of funding to RRNTA of $31, AND W HEREAS the contribution to RRNTA should have read $31,

7 Page 7 to October 25, 2016 Council Meeting Minutes THEREFORE be it resolved that Council authorize the additional contribution to RRNTA of $ to fulfill its commitment. L. BY-LAW S AND POLICIES 1) Policy No. GEN-11 (Purchasing and Procurement) - Resolution to Amend - D.9 states the Mayor, the CAO and RM Committees are authorized discretionary spending of up to $ for use in emergency situations - Discussion of D.9 occurred. Adm inistration will look into it. Res. ( ) Moved by: C ouncillor Paradoski Seconded by: Councillor Hogg WHEREAS Part D (Procurement Guidelines) to Policy No. GEN- 11 (Purchasing and Procurement Policy) has a minor error in the phrasing; and W HEREAS this section of the policy needs to be amended to reflect the proper section reference; THEREFORE BE IT RESOLVED THAT Part D.7 of Policy No. GEN-11 be am ended as follows, referring to Section G.9 and not G.10; D. 7 The purchase of goods and services shall be from the supplier that can provide the required quality o f good(s) or service(s) at the lowest cost to the Municipality, except as noted in Section G.9. 2) By-Law No Council Indemnities By-Law - 2nd and 3rd Reading - Tabled Res. ( ) Moved by: C ouncillor Paradoski Seconded by: Councillor Atam an. Resolved that By-Law No be tabled. M. O LD/UNFINISHED BUSINESS C ouncillor Sul requested a recorded vote. Res. ( ) Moved by: C ouncillor Paradoski Seconded by: C ouncillor Hogg. W HEREAS the Council through Resolution approved to engage our Municipal Auditor, the Exchange Group to perform specific audit procedures and issue a special audit report on our 2015 Indemnities in conjunction with conducting our 2015 Statutory Municipal Audit, AND W HEREAS given that upon further review and discussion by the Finance Committee it was concluded that the cost to perform this additional special audit engagement would out weight the benefit of the report to be issued by the Municipal Auditor verifying adjustments to 2015 Council Indemnities,

8 Page 8 to October 25, 2016 Council Meeting Minutes AND W HEREAS adjustments plus and minus to the Council 2015 Indemnities as identified in previous reviews and reports and through applying the applicable By-Law and Policy in place have been determ ined, AND W HEREAS these adjustments are to be processed by the Municipal Auditor through the normal audit process of recording year end adjustm ents as required, THEREFORE BE IT RESOLVED that the engagement of our Municipal Auditor, the Exchange Group previously approved by Resolution to perform specific audit procedures and issue a special audit report on our 2015 Indemnities in conjunction with conducting our 2015 S tatutory Municipal Audit not be carried out. - Canada Day Discussion occurred; Recreation Director to contact community groups for ideas and participation. Funds should be included in the budget fo r any event scheduled. C ouncillor Hogg left meeting at 12:45 p.m. - Councillor Paradoski summarized the September 13 Finance Report which stated it was likely no special report or audit will be done regarding indemnities and expenses. N. NEW BUSINESS O. ADJOURNMENT Res. ( ) Moved by: C ouncillor Atam an Seconded by: C ouncillor Paradoski. Resolved that the Council meeting be adjourned at 12:50 p.m.