Rural Municipality of Gilbert Plains
January 13, 2009 Regular Meeting Minutes

On Tuesday, January 13, 2009, the Council of the Rural Municipality of Gilbert Plains met at 9:00 a.m. in the Council Chambers of the Rural Municipality of Gilbert Plains municipal office.
Present: Reeve Larry Malowski
Councillor Dennis Rehirchuk
Councillor Bryan Bassett
Councillor Glen Bates
Councillor Ron Basaraba
Councillor Lawrence Safronetz
CAO Susan Boyachek

1} Call meeting to order
Resolution #01-09 Bassett/Basaraba
Be it resolved that Reeve Malowski calls this meeting to order at 9:05 a.m. Carried.

2} Additions to/Adoption of Agenda.
Resolution #02-09 Bates/Rehirchuk
Be it resolved that Council adopts the agenda of this meeting as amended. Carried.

3} Adopt Minutes
Resolution #03-09 Basaraba/Safronetz
Be it resolved that Council adopts the minutes of the regular meeting held on December 9, 2008 with the following amendment: delete the word “conflict” and remove the words “did not” in the third paragraph of the Committee Reports. Carried.

4} Business arising from minutes
n/a

5} Delegations
9:15 am Lionel DeBaets, Public Works
Lionel DeBaets representative for the Public Works Department attended the meeting to discuss ongoing maintenance and public works operations. Discussions included relocation PRV chambers above ground, 2009 budget considerations to include metal cladding old shop, and Operators to supply maps indicating fields ridged in 2008-09.

6} Committee Reports
Protective Services
Resolution #04-09 Bates/Rehirchuk
Be it resolved that Council hereby authorizes the Reeve to duly execute the Ambulance Service Purchase Agreement effective December 10, 2008. Carried.

Councillor Michaluk arrived at the Council Meeting at 10:05 am.

Transportation Services
Council reviewed the Public Works monthly ward work breakdown for December, the Sale of Service invoicing list for December, the Annual equipment hours report, and 2008 Gravel usage report.

Council discussed the establishment of a sale of service policy which would include all considerations in the delivery of this service. It was agreed that the municipality will not consider standing orders for service but the service must be requested on an as needed basis. CAO will place an ad indicating all requests for sale of service must be directed to the Municipal Office or a Councillor and not directly to a Public Works Operator. All work will be scheduled in accordance with the Coordinator’s direction.

Resolution #05-09 Bassett/Basaraba
Be it resolved that Council hereby sets the following equipment rental rates:
Grader - $115.00 per hour (Commercial rate $150.00)
$50.00 per half hour rate (16 to 30 minutes)
$25.00 for 15 minutes minimum rate.
Crawler with Dozer 850C - $130.00 per hour
416 Backhoe - $70.00 per hour
Excavator - $100.00 per hour
Scraper 613C - $138.00 per hour
Mac Truck - $50.00 per hour
JD Tractor - $80.00 per hour
Mower - $16.00 per hour
Steamer - $50.00 per hour (includes 1 operator only)
Towing – Minimum charge $100.00 plus $115.00 per hour Carried.

CAO informed Council that Public Works Operator Darryl Medwid is in the process of obtaining his Class 1 license. Council agreed they would reimburse costs for required physical examinations in the future but all other expenses are the responsibility of the individual.

Environmental Health - Nuisance Grounds
Council discussed issues surrounding the Waste Disposal Site Operator contract and agreed the Nuisance Grounds Committee should be meeting in the near future to finalize this contract.

Dauphin Veterinary Services
CAO informed Council that the R.M. is in receipt of an invoice for the 2009 grant contributions but has not received the Form 1 Agreement which would indicate the breakdown of municipal contributions. Councillor Basaraba advised Council that the Board has requested the City of Dauphin provide additional funding in lieu of tax dollars received and the Board is awaiting response. This contribution will impact the financial distribution contained within the Form 1 Agreement. As well, Councillor Basaraba further advised the Board is intending to meet with Towns that currently use the service (Gilbert Plains, Grandview & Winnipegosis) and request ongoing funding for the service. These contributions will also be reflected in the Form 1 Agreement. He recommended that the invoicing not be paid until these matters are resolved and incorporated into the Form 1 Agreement.

Community Fund
Councillor Basaraba reported on his attendance at the Board Meeting held on December 11, 2008. He advised Council that $2,000 will be awarded in grants for 2009. This amount is less than 2008 due to lower interest rates on investments.

Handivan
Reeve Malowski provided a verbal report on his attendance at the Board Meeting held on January 8, 2009. He advised Council that a smaller van has been purchased for approximately $65,000 and will arrive by the end of January. Following this expenditure, approximately $40,000 remains in the Provincial Mobility grant reserve fund.

Intermountain Conservation District
Councillor Michaluk advised Council that the IMCD Annual Supper will be held in Valley River on January 15, 2009.

Riding Mountain Liaison
Councillor Michaluk provided a verbal report on his attendance at the Board Meeting held on December 11, 2008 in the RM of Dauphin Council Chambers. The Liaison Committee intends to compile a quarterly news bulletin to provide ongoing public information.

Resolution #06-09 Safronetz/Bassett
Be it resolved that Council hereby adjourns until 1:15 p.m. Carried.

Councillor Michaluk left the Council Meeting at 1:15 p.m. for personal reasons.

Mountainview Planning District
Councillor Rehirchuk reported on his attendance at the Annual Board Meeting held on January 7, 2009. He advised Council that the MLA Planning Board has negotiated an additional two year contract with Development Officer Clarence Delaurier. He further advised that the proposed 2009 budget was adopted and aside from the contributions for operating, an additional $6,300 will be alloted for the 5 year Development Plan review and development of livestock policies. Also, monies allocated in last year’s budget for GIS mapping will be expended in 2009.

Resolution 07-09 Rehirchuk/Bates
In accordance with the Mountainview Planning District Development Plan and the Rural Municipality of Gilbert Plains Zoning By-law, be it resolved that we hereby adopt the following fee structure effective January 1, 2009.
$25.00 Development Permit
(application prior to commencement of work)
- payable to MLA
$50.00 Development Permit fee & penalty
(application made following commencement of work)
- $25.00 payable to MLA and $25.00 payable to Municipality
$20.00 Zoning memorandum
- payable to MLA
$50.00 Conditional Use application and/or Variation Order for Residential and/or Agricultural property (ie what is commonly known as class 10, 11, 30 & 31)
- payable to Municipality where application originates
$250.00 Conditional Use application and/or Variation Order for Commercial property and any other property not referenced above.
- payable to Municipality where application originates

$250.00 minimum Zoning and/or Development Plan amendments.
(All costs to be charged to the applicant – additional costs to be charged as necessary.)
- payable to Municipality where application originates
- Planning District to charge back any processing costs to Municipality
Carried.

Historical Society
Councillor Basaraba reported on his attendance at the Annual Board Meeting held on December 11, 2008. He advised Council that the Board is in a crisis situation since no one is interested in assuming the Chair and Vice-Chair positions. These positions are mandatory to maintain the Charitable Organization status and to receive provincial grants. It was the recommendation of Council that the RM and Town representatives should assume these positions in order to continue the operation of the organization. A meeting of the Board is planned for February to determine the current status.

7} Accounts & Finance
Resolution #08-09 Bassett/Basaraba
Be it resolved that Council approve the expenditures in the following amounts, as per the list of accounts:
General Operating $139,074.30 for cheques #3265 to #3333
Utility $5,188.30 for cheques #994 to #1012. Carried.

Councillor Michaluk arrived at the Council Meeting at 1:40 p.m. (from the 1:15 p.m. departure)

Resolution #09-09 Bates/Rehirchuk
Be it resolved that Council authorize payment of the following grants/membership dues for 2009:
Gilbert Plains-Grandview Agricultural Society $2,000.00
Manitoba Crime Stoppers $83.40
Parkland Tourism $325.00
Manitoba Good Roads Association $130.00
Federation of Canadian Municipalities $156.75
Manitoba Municipal Administrators Association $185.00
Gilbert Plains & District Community Resource Council $1,500.00
Gilbert Plains Community Fund $1,000.00 Carried.

8} By-laws
Resolution #10-09 Bates/Michaluk
Be it resolved that Council hereby reinstate Councillor Basaraba as a Coordinator to be added onto the existing schedule. DEFEATED.

Councillor Safronetz left the Council Meeting at 3:30 p.m. for personal reasons.

Resolution #11-09 Bates/Michaluk
Be it resolved that Council give third and final reading to By-law #2008-05, being a by-law to provide for the remuneration of members of Council. Carried.
For Against Abstained
Reeve Malowski
Councillor Rehirchuk
Councillor Bassett
Councillor Bates
Councillor Basaraba
Councillor Michaluk

Resolution #12-09 Bassett/Bates
Be it resolved that Council give third and final reading to By-law #2008-06, being a by-law to set terms of employment for administrative staff. Carried.
For Against Abstained
Reeve Malowski
Councillor Rehirchuk
Councillor Bassett
Councillor Bates
Councillor Basaraba
Councillor Michaluk

Council held a brief discussion regarding the ward by-law to consider the reduction to a four ward system from the current six wards or to consider an election at large system. The CAO advised since changes to the by-law would require public consultation and must be adopted six months prior to the next election, it is prudent to being this process at this time. The Council directed the CAO to obtain further information for their consideration.

9} General Business
Council reviewed the educational seminars being offered by the AMM and MMAA and agreed not to send any Councillors or staff to these sessions.

Ward Business
In accordance with the enforcement procedures for By-law #2007-07 being a By-Law to promote the protection and maintenance of undeveloped Government road allowances within the municipality, the CAO will proceed with issuing Orders for work completed without permits, and for unauthorized scrubbing of bush within a wildlife corridor along north ˝ 10-26-21W and for unauthorized pasturing of cattle within a wildlife corridor located at SE13-25-21W.

Council reviewed and approved Work Orders #09-01 to 09-04.

Rural Water Business
Council discussed the complaint received from Darrell Jette regarding water issues and directed the CAO to provide a written response on information relating to the Langelier Saturation Index and the impact on water quality.

Reeve Malowski reported on the meeting held on January 12, 2009 with Minister Lemieux.

CAO advised Council that the R.M. is in receipt of the G3 Water Co-op agreements and a meeting is scheduled for January 14, 2009 with the Co-op Board to finalize these agreements.

10} Adjournment
Resolution #13-09 Rehirchuk/Bates
Be it resolved that Council adjourns from the meeting at 5:00 pm. Carried.