canada haines jct

Transcription

canada haines jct

VILLAGE OF HAINES JUNCTION
REGULAR COUNCIL MEETING
Municipal Council Chambers
Monday, May 9, 2016
7:00 p.m.
AGENDA
1. CALL TO ORDER
2. ADOPTION OF THE AGENDA
3. ADOPTION OF THE MINUTES
3.1
Minutes of the Regular Council Meeting of April 27, 2016
Page 4
3.2
Minutes of the Special Council Meeting of May 4, 2016
Page 12
4. HEARING OF DELEGATIONS
4.1
Alessandra Barone regarding Email dated April 27, 2016 - Zoning of
Spruce Street in Willow Acres
Page 16
4.2
Kim, DBO, regarding Draft Financial Audit, findings and Management
letter
Page 17
5. PUBLIC HEARINGS OF BYLAWS
6. QUESTIONS ON AGENDA ITEMS
7. PASSAGE OF BYLAWS AND POLICIES
8. STAFF REPORTS AND RECOMMENDATIONS
8.1
Memorandum from the Chief Administrative Officer dated May 6, 2016
- Update
Page 36
8.2
Report from the Treasurer – April Unaudited Statements
Page 38
8.3
Request for Decision from the Chief Administrative Officer dated May 6,
2016 regarding Disposal of Surplus Goods Policy ADM 005-93, Public
Address System Policy ADM 008-94
Page 55
9. BOARD REPORTS AND RECOMMENDATIONS
9.1
Minutes of the Community Development Committee dated May 2, 2016 Page 61
10. ACCOUNTS PAYABLE
10.1
Accounts Payable Summary – May 9, 2016
Page 65
11. BUSINESS ARISING (NEW AND UNFINISHED)
11.1
CAO Training Plan – carry forward from April 13, 2016 and April 27,
2016 Council meetings
Page 68
11.2
Travel Policy and Expense Claim Form - carry forward from April 13,
2016 and April 27, 2016 Council meetings
Page 71
11.3
Letter of Support for Kluane Mountain Bike Association - carry forward
from April 13, 2016 and April 27, 2016 Council meeting
11.4
Drinking in Public Facilities – discussion on Policy for Haines Junction
11.5
Fire Management – Parks Canada
11.6
Justice Committee – membership
12. INFORMATION AND CORRESPONDENCE
12.1
Email dated May 4, 2016 from AYC regarding assistance to Fort
McMurray (for action)
Page 76
12.2
Email dated April 29, 2016 from AYC regarding new rules for movable
soccer goals (for information)
Page 77
12.3
Letter dated April 20, 2016 from Currie Dixon to the St. Elias Chamber
of Commerce regarding EMS Coverage (for information)
Page 80
12.4
Email dated May 3, 2015 from Bev Buckway AYC regarding Climate
Change (for information)
Page 82
Village of Haines Junction
Regular Council Meeting Agenda
May 9, 2016
Page 2
12.5
Email dated April 29, 2016 from Energy Star Canada regarding Public
engagement portal on climate change (for information)
Page 83
12.6
Letter dated May 2, 2016 from YEMS regarding Operation Summary for
Haines Junction (for information)
Page 84
13. COUNCILLOR REPORTS AND QUESTION PERIOD
14. ADJOURNMENT
May 9, 2016
Page 3
Item 3.1
REGULAR COUNCIL MEETING MINUTES
April 27, 2016
7:00 p.m.
In Attendance:
Mayor M. Riseborough; Councillors S. Smith; B. Sundbo;
T. Eckervogt; E. Koh (by telephone)
Chief Administrative Officer M. Schittek; Recorder D. Istchenko
Guests:
MLA Wade Istchenko
1. CALL TO ORDER
The meeting was called to order at 7:00 p.m.
Motion #141-16
Moved T. Eckervogt
Seconded S. Smith
That the agenda be amended by the following:
 Item 4.2 be corrected to include the title ‘MLA’, and precede Item 4.1
 To add a discussion on zoning, The Council meeting date next week, Block 9
That the agenda be adopted.
CARRIED
3.1
Minutes of the Regular Council Meeting of March 23, 2016
Motion #142-16
Moved S. Smith
Seconded E. Koh
That the minutes of the Regular Council Meeting of April 13, 2016 be amended by the
following:
 To correct Mayor Riseborough from “In Attendance” to “Absent (with notice)”
 Item 4.2; correct ‘members’ to ‘people that attended meetings or are on an email list’
 Item 12.6, after Motion 136-16; change the word ‘villages’ to ‘jurisdictions’
 Item 12.9; to add that the letter will be forwarded to YEMS; and
That the minutes be adopted.
CARRIED
May 9, 2016
Page 4
4.2
MLA Wade Istchenko
Minister Istchenko, following his letter to attend as a delegation, reiterated his intent to
follow up on items brought forward during his previous visit of January 27, 2016.
LED Street Lights - Dawson City switched over to LED streetlights in 2015. Other
communities are making the change in 2016 include Mayo, Faro, Champagne and
Mendenhall. It was suggested that Dawson City could be asked about their current cost
savings. Discussions with ATCO are ongoing.
Rodeo Grounds - Minister Istchenko provided a summary of the rodeo grounds proposal,
originally brought forward to Council in 2014. At the time, Mr. Istchenko had support
from his government to fund the construction and had asked the Village to acquire
funding such as Community Development Fund to develop a cost estimate for design.
Development of the area as a multiuse recreation site including ball diamonds, soccer
fields, bleachers, washrooms, parking stalls, a covered pavilion and small outbuildings for
events and storage was considered. Water and sewer could be hooked up providing basic
infrastructure. Local organizations could benefit from the site and it may attract new
events also. A fee for camping during these events could generate revenue to offset
operating and maintenance costs.
Mayor Riseborough noted that Council would need to consider the proposal and
determine any questions or concerns.
Regional Landfill - The Minister noted that the previous Council was hesitant to become
a regional landfill because little diversion was being done at the transfer stations. He
stated, more diversion is now being done and most government landfills have been
closed. Yukon Government (YG) is interested in regenerating the discussion with the
Village to consider becoming a regional landfill. Minister Curry and MLA Istchenko are
open to meet with Village of Haines Junction Council at their request.
Pine Lake Trail - In 2014 as Minister of Highways and Public Works, the Minister worked
with the late Carol Thomas, Chair of the Community Development Committee, to procure
surfacing material for maintenance of the Pine Lake Trail. In partnership with YG, the
Village agreed to provide maintenance to the trail in and outside of the municipal
boundary with the funding assistance of the Community Development Fund (CDF). In
respect of the late Mrs. Thomas’ efforts, he would like to see the project completed.
Minister Istchenko recently received a request from the Village for surfacing material for
the Legacy Trail and has asked that the request be redirected to the current Minister of
Highways and Public Works. It was noted that the Canadian Armed Forces will provide
labour to construct the trail and costs for survey, equipment and material are to be
provided by the Village.
The Mayor thanked Minister Istchenko for his presentation, and MLA Istchenko left the meeting at 7:45
p.m.
May 9, 2016
Page 5
Council discussed the current status of the Pine Lake Trail. Mayor Riseborough noted that Council does
not want to disregard the Community Development Committee’s work. Councillor Koh noted that the
Committee could proceed with the project if directed by Council. The approaching deadlines for
Community Development funding are May 15 and July 15, 2016. Councillor Sundbo noted that there may
not be contractors available at a later date. Councillor Koh will bring this project forward to the next CDC
meeting.
Administration is requested to provide background information on the project and submit an application
to CDF.
4.1. HJ RCMP – Monthly Report
Motion #143-16
Moved S. Smith
Seconded B. Sundbo
That the March 2016 Monthly RCMP Report be accepted for information.
CARRIED
5.
6.
7.
8.
PUBLIC HEARINGS OF BYLAWS
QUESTIONS ON AGENDA ITEMS
PASSAGE OF BYLAWS AND POLICIES
STAFF REPORTS AND RECOMMENDATIONS
8.1. CAO Update
The Memorandum from the Chief Administrative Officer dated April 22, 2016 was received. In
addition to the report, the CAO noted that two residents have expressed concern about clearing
planned for the Legacy Trail construction. An application for Performance of Work within the
Right-of-Way has been submitted. CAO Schittek suggested that the project could be
communicated to the public, joining a discussion for potential Residential Mobile lot development
in the same area (between Alsek and Otter Crescent).
An additional meeting of Council will be scheduled for May 4th at 6:00 pm to accommodate a
delegation from Yukon Government, Community Affairs to speak to Council on recent changes to
the Municipal Act and Municipal Revenue Generation. A closed session of Council will follow.
Due to the unavailability of Council members and the upcoming Association of Yukon
Communities (AYC) AGM, the next regular meeting will be rescheduled to Monday, May 9, 2016.
8.2. Public Works Report
Motion #144-16
Moved S. Smith
Seconded B. Sundbo
That the Public Works Department Report dated April 22, 2016 be received.
CARRIED
It was suggested that a hedge or similar barrier be installed at the landfill along the fence
line to block the view of the e-waste area upon approach.
A policy or bylaw is suggested to be developed for house numbering signs for 911
emergency requirements.
The lift station upgrades are expected to begin in October, lagoon upgrades will be phased
over two years. It was clarified that the RV dump station is part of the lagoon project.
May 9, 2016
Page 6
Councillor Smith declared a conflict of interest for all discussions regarding Block 9 sewer
installation as she is one of three owners requesting service to that location. Mayor
Riseborough, Councillor Eckervogt, CAO Schittek and Foreman Hatherley will form a
working group to move forward with the project planning.
8.3
RFD – Strategic Planning Facilitator Selection
Motion #145-16
Moved B. Sundbo
Seconded T. Eckervogt
That the report from the CAO regarding the Strategic Planning Facilitator Selection be
received; and
That Council endorse the selection of Facilitator “B” and award the contract.
CARRIED
Council discussed the merits of the proposals received based on price, experience, and
travel costs.
9. BOARD REPORTS AND RECOMMENDATIONS
9.1
Community Development Committee Meeting, April 5, 2016
Motion #146-16
Moved E. Koh Seconded S. Smith
That the Community Development Committee (CDC) meeting minutes of April 5, 2016 be
received for information.
CARRIED
Motion #147-16
Moved E. Koh Seconded S. Smith
That Council endorse the Community Development Committee recommendation No. 1416 to approve the Commercial Property Improvement Grant to Frosty’s Restaurant for up
to $5,000.00, pending receipt of eligible project costs incurred after February 15, 2016.
CARRIED
Council requested clarification on the following items noted in the draft committee minutes:
 Item 8.1 CPIG Grant changes/improvements and updates on the Village website;
 Item 8.3 “need to be residents of Haines Junction” should reference in accordance with
the Bylaw;
 Y2C2 project list.
Council wish to thank the CDC for the work and enthusiasm shown on the Y2C2 proposal, but
given the late timing (submission required for April 30th), it would not be reasonable to move this
item forward in 2016. These items can be kept for discussion in the future.
May 9, 2016
Page 7
10. ACCOUNTS PAYABLE
10.1 Accounts Payable Summary – April 27, 2016
Motion #148-16
Moved S. Smith
Seconded B. Sundbo
That the municipal accounts payable transfers and cheques #23073 to #23094 in the
amount of $88,650.69 be approved for payment.
CARRIED
11.1
CAO Training Plan – carry forward from April 13, 2016 Council meeting
It is requested that this item be brought forward to the next meeting with travel costs
included.
11.2
Memorandum – Exempt Employee Wage Increase – Bylaw 163-02 and subsequent
amendments – carry forward from April 13, 2016 Council meeting
Motion #149-16
Moved B. Sundbo
Seconded S. Smith
That Council approve a 2% wage increase for all exempt employees retroactive to January
1, 2016.
CARRIED
11.3 Travel Policy and Expense Claim Form – carry forward from April 13, 2016 Council meeting
Motion #150-16
Moved B. Sundbo
That the adoption of the Travel Policy be deferred pending broader discussion.
CARRIED
11.4
Letter of Support for Kluane Mountain Bike Association – carry forward from April 13,
2016 Council meeting
No additional information has been received from the association.
11.5
Residential Mobile – Lack of Available Lots – carry forward from April 13, 2016 Council
meeting
YG has advised that the reserve for mobile residential lots on St. Elias Street (behind Otter
Crescent) could be developed over the span of two seasons (construction next spring,
available for sale by fall 2017).
This item will be brought forward for further discussion at a planning meeting following
the AYC AGM.
11.6
Potential Business Award Criteria – Bruce Sundbo
Councillor Sundbo has provided samplings of business award criteria from various
communities. There were some concerns noted with Council administering the award.
May 9, 2016
Page 8
Councillor Koh will forward the criteria to the Chamber of Commerce and advise them of
Council’s concerns. Councillor Sundbo noted that in some communities, the Business
Award is administered as a peer award.
Motion #151-16
Moved S. Smith
Seconded B. Sundbo
That all correspondence, items 12.1 through Item 12.12, be accepted for information.
CARRIED
12.1
Letter dated April 12, 2016 from Deborah Apps regarding the Trans Canada Trail
That a letter response be provided.
12.2
Email dated April 13, 2016 from Francis Dion regarding Provision of Service for
Operation Nanook
Motion #152-16
Moved S. Smith
That Council endorse the Provision of Service agreement for the construction of the
Legacy Trail for signature.
CARRIED
12.3
Letter dated April 15, 2016 from Kari Johnston regarding the Truth and Reconciliation
Report
Council discussed what role they might play, including engaging with CAFN and training
staff in cultural awareness. Councillor Smith suggested that money allocated to the CPR
Committee for community training could be used towards providing training. Councillor
Smith to discuss next steps with the author.
The next meeting with CAFN scheduled can include this agenda item.
12.4
Email dated April 18, 2016 from Ruth Lawrence regarding interest in joining the
Cemetery Committee
Motion #153-16
Moved B. Sundbo
Seconded S. Smith
That Council appoint Ruth Lawrence to be on the Haines Junction Cemetery Committee
for a term of two years.
CARRIED
12.5
Letter dated April 18, 2016 from Maggie Mann regarding an invitation to the Graduation
Ceremony
Mayor Riseborough confirms attendance at the graduation ceremony.
May 9, 2016
Page 9
12.6
Email dated April 19, 2016 from Dawn-Alena Brown regarding the speaker’s Yukoners’
Cancer Care Reception
12.7
Email dated April 13, 2016 from Amanda Couch regarding the Yukon 911 Bulletin
12.8
Letter dated April 14, 2016 from Jack Bowers (Mayor of Faro) regarding an Invitation to
the Crane and Sheep Festival
A thank you response for the invitation will be sent to the Mayor of Faro.
12.9
Document dated April 2016 from Association of Yukon Communities (AYC) regarding
Election Advocacy
12.10 Letter dated April 22, 2016 from Wayne Potoroka regarding CMG and Supplementary Fire
Funding
12.11 Email dated March 22, 2016 from Susan Smith regarding work scheduled for Block 9, Lots
1 and 2
It was noted that the request for this work was initiated in 2012.
12.12 Document dated April 12, 2016 from Nico Stephenson regarding the Yukon Communities
Cello Project for July 2016
Motion #154-16
Moved S. Smith
That Council provide facility use for the project (if available) and that the proponents be
directed to Junction Arts and Music and consider the funding sources such as CDF.
CARRIED
13.1
Councillor Eckervogt
Councillor Eckervogt noted he was aware of a request for a Residential Mobile lot in
Haines Junction.
13.2
Councillor Sundbo
Councillor Sundbo noted interest in building micro homes.
A concern was raised to the proper care required for artwork in the Convention Centre.
Protection from sun exposure through the windows may be required to prevent
deterioration.
13.3
Councillor Smith
The Culture, Parks and Recreation Committee is developing a volunteer recognition
initiative.
May 9, 2016
Page 10
14. ADJOURNMENT
Motion #155-16
Moved B. Sundbo
That the meeting be adjourned at 10:38 pm.
CARRIED
_____________________________
Mayor, Michael Riseborough
_____________________________________
Chief Administrative Officer, Monika Schittek
May 9, 2016
Page 11
Item 3.2
REGULAR COUNCIL MEETING MINUTES
Wednesday, May 4, 2016
6:00 p.m.
In Attendance:
Mayor Michael Riseborough, Councillors Evelyn Koh (via telephone), Susan
Smith, Thomas Eckervogt, and Bruce Sundbo; Chief Administrative Officer M.
Schittek (partial)
Guests:
Ian Davis, Yukon Government Community Services; Bev Buckway, Association of
Yukon Communities
1. CALL TO ORDER
The Mayor called the meeting to order at 6:02 pm.
Motion #156-16
Moved by Councillor Smith, Seconded by Councillor Eckervogt
CARRIED
4.1
Ian Davis, Yukon Government Community Services and Bev Buckway, Association of
Yukon Communities
The Mayor welcomed Mr. Davis and Ms. Buckway.
Mr. Davis explained he and Ms. Buckway have made visits around the Yukon communities for the
purpose of discussion on the recent amendments to the Municipal Act and the topic of revenue
generation. Enhancing collaboration and cooperation within Yukon Communities allows a
continuum for education through the Association of Yukon Communities (AYC) and its
organization.
The Mayor extended his thanks in allowing AYC to participate and collaborate with Community
Services on this educational tour. Ms. Buckway thanked Mr. Davis on behalf of AYC for always
taking the initiative to go above and beyond in the collaborative efforts between them.
May 9, 2016
Page 12
Regular Council Meeting
May 4, 2016
Page 2
Mr. Davis outlined the history of the consultation process involving Yukon Government (YG) and
AYC municipalities. Initially, the Act was to be put to the table at the beginning of 2015, but
legislation on revenue generation and the powers or positions for revenue generation needed
clarification, to make it more useful to carry out business.
The summary document addressed issues and language consistency. A series of guides will be
developed to outline particular sections such as pecuniary interest and CMG. Guides will be
available online, updated as needed, and can be useful in everyday discussions.
Revenue Generation:
This guide is the outline of what municipalities can and cannot do for raising revenues based on
the standards of the Act.
Municipality only has the authority to tax (property tax and local improvements), and charge fees
for municipal services. A municipal service can be tied back to Section 265 of the Act to determine
a fee that can be charged. AYC does not have the research on comparisons of fees and services
between municipalities. Water and septic services could be a good comparison.
At June 9th and 10th a Revenue generation workshop will be offered – save the date. Bring fees
and revenue information to the workshop. Solid waste services is a good example; flat fee vs.
usage fees. Understanding operating costs comparisons to the fees charges is needed. The
workshop will encourage sharing ideas and initiatives. Consideration of residential vs outside
municipal boundaries can be a comparison. Sharing practices is encouraged.
Another area of revenue may be in the saving resulting from good procurement practices. A
specialist will speak to high level procurement, offered for ½ day in June at the same session.
Group purchases and bulk buying opportunities exist that can be capitalized on between
municipalities. Items not available within the community can be considered in group buying
decisions.
AYC has endorsed a document for YG consideration; it suggests standardized rates for landfill that
may eliminate advantages and disadvantages existing today. Community Services has some
exciting new initiatives coming forward related to landfill.
A request for a hotel tax added to the Municipal Act was made. Unfortunately, it cannot be added
to the Act, but revenue could be generated via a fee to the end user of the hotel. A destination
marketing fee is common in other areas. Calling it a tax would not be accurate, but as a fee it is
allowed. It must be tied to a municipal service.
Tolls are not defined in the Act. This promotes a discussion with the public and business owners.
May 9, 2016
Page 13
May 4, 2016
Page 3
Assisting the Chamber of Commerce to become a strong entity was iterated by Mayor
Riseborough. In other jurisdictions a fee charged by the City or the Regional Districts funds the
Chamber of Commerce to for the work needed.
A voluntary fee, added to the accommodation billing, can be collected and submitted to the
Chamber, without involvement from the Municipality, as is done in Niagara.
Areas such as Victoria BC may be a good example of communities that imposed a hotel fee, that
have been successful and well accepted to the hotel businesses. Advantages to user pay rather
than taxation leaves the opportunity to keep the fee on the end user.
The community of Teslin share a person (recreation coordinator) with a neighbouring government
for shared benefit. The same option was considered in the past between Haines Junction and the
CAFN.
Mr. Davis has offered to develop the guides further and offers any assistance required by the
municipalities in the revenue generation conversation. He outlined there are synergies in
purchasing, efficiencies of scale, and revenue generation that can be explored.
The Mayor thanked Ian Davis and Bev Buckway for their presentation and efforts towards
explaining these important subjects to Council.
Mr. Davis and Ms. Buckway left the meeting at 7: 04 pm.
A recess was called.
The meeting resumed at 7:32 pm.
5.
6.
7.
8.
9.
10.
QUESTIONS ON AGENDA ITEMS
STAFF REPORTS AND RECOMMENDATIONS
BOARD REPORTS AND RECOMMENDATIONS
BUSINESS ARISING (NEW AND UNFINISHED)
INFORMATION AND CORRESPONDENCE
COUNCILLOR REPORTS AND QUESTION PERIOD
10.1
Closed Meeting
Motion #157-16
Moved by Councillor Sundbo Seconded by Councillor Smith
That Council move into Closed Meeting, as per the Yukon Municipal Act, Section 213 (3)
c)
Personal information, including personnel information;
d)
The salary and benefits and any performance appraisal of an employee or officer;
CARRIED
May 9, 2016
Page 14
May 4, 2016
Page 4
Motion #158-16
Moved by Councillor Sundbo Seconded by Councillor Smith
That Council move out of In-Camera.
CARRIED
11. ADJOURNMENT
Motion #159-16
Moved/Seconded
CARRIED
_____________________________________
Mayor, Michael Riseborough
________________________________________
Chief Administrative Officer, Monika Schittek
May 9, 2016
Page 15
Item 4.1
From: alessandra barone [mailto:[email protected]]
Sent: April 27, 2016 11:46 AM
To: [email protected]
Subject: Block 43 Lots - Spruce Street - Willow Acres Subdivision
Good morning.
I am interested in purchasing a lot from Block 43.
I contacted the government in Whitehorse and they mentioned that the lots are sub-standard,
according to the by-law. In speaking with Monica, I understand there have been some
discussions regarding this oversight of lot size. The by-law in the Village for lot size for single
family homes is currently 650 metres square. These lots along Block 43 are only 450 metres
square. I would like to suggest that the lot sizes remain the size that they are and that the bylaw be amended to allow these lots to be purchased with the building size requirements
reduced to less than 70 metres square. This would make for a more efficient house or
cabin with a smaller eco foot-print. It would be more affordable to build.
I would like to purchase a lot and build a log cabin on one of these lots this summer.
Please consider amending the by-law for these lots and allowing for a smaller house or cabin to
be built.
Thank you for this consideration.
Alessandra.
May 9, 2016
Page 16
Item 4.2
The Village of Haines Junction
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Financial Statements
For the year ended December 31, 2015
May 9, 2016
Page 17
Management's Responsibility for Financial Reporting
The accompanying financial statements of the The Village of Haines Junction are the
responsibility of management and have been approved by the Mayor and Council.
The financial statements have been prepared by management in accordance with Canadian
generally accepted accounting principles. Financial statements are not precise since they
include certain amounts based on estimates and judgements. When alternative accounting
methods exist, management has chosen those it deems most appropriate in the circumstances,
in order to ensure that the financial statements are presented fairly, in all material respects.
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The Village maintains systems of internal accounting and administrative controls of high quality,
consistent with reasonable cost. Such systems are designed to provide reasonable assurance
that the financial information is relevant, reliable and accurate and the Village's assets are
appropriately accounted for and adequately safeguarded.
pp
The Mayor and Council are responsible for ensuring that management fulfills its responsibilities
for financial reporting and is ultimately responsible for reviewing and approving the financial
statements.
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The Mayor and Council review management's financial statements and recommend their
approval. The Mayor and Council meet periodically with management, as well as the external
auditors, to discuss internal controls over the financial reporting issues, to satisfy themselves
that each party is properly discharging their responsibilities, and to review the annual report,
the financial statements and the external auditors' report. The Mayor and Council takes this
information into consideration when approving the financial statements for issuance to the
Village. The Mayor and Council also consider the engagement of the external auditors.
The financial statements have been audited by BDO Canada LLP in accordance with Canadian
generally accepted auditing standards on behalf of the Village. BDO Canada LLP has full access
to the Mayor and Council.
Councilor
Councilor
May 9, 2016
Page 18
2
Statement of Financial Position
December 31
2015
Financial assets
Cash
Accounts receivable
Taxes and other receivables
GST receivable
Grant receivable
Portfolio investments (Note 1)
$
$
106,983
15,739
273,212
2,720,086
3,671,902
3,269,600
277,716
201,000
40,932
227,572
217,926
37,449
519,648
482,947
3,152,254
2,786,653
20,500,632
80,800
20,767,867
-
$23,733,686
$ 23,554,520
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Non-financial assets
Tangible capital assets (Note 4)
Prepaid expenses
Accumulated surplus (Note 5)
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153,580
121,087
17,203
125,895
3,302,479
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Liabilities
Accounts payable and accrued liabilities
Debenture payable (Note 2)
Landfill closure liability (Note 3)
Net financial assets
105,238
2014
Councilor
Regular
The accompanying summary of significant accountingCouncil
policies andMeeting
notes are anAgenda
integral part of these financial statements
May 9, 2016
Page 19
Mayor
4
Statement of Operations
Budget
2015
For the year ended December 31
2015
2014
(Note 6)
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Annual surplus (deficit)
Accumulated surplus, beginning of year
Accumulated surplus, end of year
$
798,938
206,366
1,686,704
157,851
243,726
34,117
142,024
$
l
795,091
491,639
1,686,704
155,000
255,150
30,050
50,000
766,300
356,015
1,623,440
154,839
251,289
34,694
5,014,182
3,269,726
8,200,759
114,669
592,470
190,775
621,982
1,319,699
498,327
227,864
12,603
-
92,009
501,037
171,786
720,213
871,924
468,824
222,484
11,467
11,986
18,323
507
92,530
536,215
203,981
762,767
823,390
485,057
188,002
5,967
12,868
1,337,910
3,250
3,578,389
3,090,560
4,451,937
(114,755)
23,554,520
179,166
23,554,520
3,748,822
19,805,698
$23,733,686
$ 23,554,520
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Expenses (Note 8)
Legislative
Administration
Protection
Public works
Environmental health
Recreation
Convention centre
Mezzanine
Interest on long-term debt
Write-down of tangible capital assets
Commissioned sculptures and art (Note 4)
$
pp
Revenue
Taxation, including grants in lieu of taxes
Senior government grant revenue
Government of Yukon block funding
Water and sewer user fees
Licenses, fees, rental and fines
Investment income (Note 1)
Contributed tangible capital assets (Note 4)
$23,439,765
Regular
policies andMeeting
notes are anAgenda
May 9, 2016
Page 20
5
Statement of Change in Net Financial Assets
Budget
2015
2015
2014
(Note 6)
$
(114,755) $
(1,047,226)
(50,000)
901,846
-
Net change in net financial assets
Net financial assets, beginning of year
(310,135)
2,786,653
$ 2,476,518
(401,809)
(5,014,182)
854,614
1,337,910
-
365,601
2,786,653
$ 3,152,254
3,748,822
525,355
2,261,298
$
2,786,653
Fo
rC
ou
nc
il
A
pp
ro
Net financial assets, end of year
$
(510,910)
(142,024)
901,846
18,323
(80,800)
va
Acquisition of tangible capital assets
Contributed tangible capital assets
Amortization of tangible capital assets
Write-downs of tangible capital assets
Acquisition of prepaid expenses
179,166
l
Annual surplus (deficit)
Regular
policies andMeeting
notes are anAgenda
May 9, 2016
Page 21
6
Statement of Cash Flows
2015
Operating transactions
Annual surplus
Items not involving cash
Amortization of tangible capital assets
Loss on disposal of tangible capital assets
Provision for landfill closure
Changes in non-cash operating balances
Accounts receivable
Accounts payable and accrued liabilities
$
179,166
2014
$
(142,024)
901,846
18,323
3,483
(5,014,182)
854,614
1,337,910
3,449
(52,809)
83,660
l
131,749
50,144
961,464
va
1,142,687
ro
Capital transactions
Acquisition of tangible capital assets
Acquisition of prepaid expenses
3,748,822
(401,809)
-
(591,710)
(401,809)
2,450,000
(3,032,393)
874,988
(1,534,647)
(582,393)
(659,659)
Financing transactions
Repayment of debenture
(16,926)
(16,044)
Net decrease in cash and cash equivalents
Cash, beginning of year
(48,342)
153,580
(116,048)
269,628
il
A
pp
(510,910)
(80,800)
Fo
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ou
nc
Investing transactions
Proceeds on disposition of portfolio investments
Acquisition of portfolio investments
Cash, end of year
$
105,238
$
Regular
policies andMeeting
notes are anAgenda
May 9, 2016
Page 22
153,580
7
Summary of Significant Accounting Policies
December 31, 2015
Management's Responsibility for the Financial Statements
The financial statements of the Village of Haines Junction (the "Village") are the responsibility of
management. They have been prepared in accordance with Canadian public sector accounting
standards established by the Public Sector Accounting Board of the Canadian Institute of
Chartered Accountants. The Village is a municipality in the Yukon Territory. The Village
provides municipal services such as protective services, public works, environmental health,
recreation and other general government services.
l
Portfolio Investments
va
Portfolio investments consist of mutual funds and are recorded at market value, which
approximates cost.
ro
Financial Instruments
Fo
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ou
nc
Tangible Capital Assets
il
A
pp
The Village's financial instruments consist of cash, portfolio investments, accounts receivable,
accounts payable, and debenture payable. Unless otherwise noted, it is management's opinion
that the Village is not exposed to significant interest, currency or credit risk arising from its
financial instruments.
Tangible capital assets are recorded at cost less accumulated amortization. Cost includes all
costs directly attributable to acquisition or construction of the tangible capital asset including
transportation costs, installation costs, design and engineering fees, legal fees and site
preparation costs. Contributed tangible capital assets are recorded at fair value at the time of
the contribution, with a corresponding amount recorded as revenue. Amortization is recorded
on a straight-line basis over the estimated life of the tangible capital asset commencing once
the asset is available for productive use as follows:
Land improvements
Buildings
Engineered structures
Machinery and equipment
Roads and bridges
Water and sewer infrastructure
Vehicles
20 years
10 - 40 years
10 - 25 years
3 - 15 years
10 - 25 years
50 years
7 years
Leased Assets
Leases entered into that transfer substantially all the benefits and risks associated with
ownership are recorded as the acquisition of a tangible capital asset and the incurrence of an
obligation. The asset is amortized in a manner consistent with tangible capital assets owned by
the Village, and the obligation, including interest thereon, is liquidated over the term of the
lease. All other leases are accounted for as operating leases, and the rental costs are expensed
as incurred.
May 9, 2016
Page 23
8
Summary of Significant Accounting Policies
December 31, 2015
Liability for Contaminated Sites
Effective January 1, 2015, the Village has adopted the new Public Sector Accounting Standard
PS3260 Contaminated Sites. The new standard can be applied retroactively or prospectively, and
the Village has elected to apply it prospectively.
l
Under PS3260 governments are required to accrue a liability for the costs to remediate a
contaminated site. Liabilities are recognized when an environmental standard exists,
contamination exceeds the standard, the government has responsibility for remediation, future
economic benefits will be given up and a reasonable estimate can be made.
pp
ro
va
Management has assessed its potential liabilities under the new standard including sites that are
no longer in productive use and sites which the Village accepts responsibility. There were no
such sites that had contamination in excess of an environmental standard which required
remediation by the First Nation at this time, therefore no liability was recognized on transition
as at January 1, 2015 or at December 31, 2015.
Revenue Recognition
il
A
Taxes are recognized as revenue in the year they are levied.
Connection fee
Fo
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ou
nc
Charges for sewer and water usage are recorded as user fees when used.
revenues are recognized when the connection has been established.
Grants, other than government transfers, for the acquisition of tangible capital assets are
recognized in the period in which eligible expenditures are made.
Sales of service, licenses, fees, and rentals and other revenue is recognized on an accrual basis
Government transfers, which include legislative grants, are recognized in the financial
statements when received if the transfer is authorized and any eligibility criteria are met,
except to the extent that transfer stipulations give rise to an obligation that meets the
definition of a liability. Transfers are recognized as deferred revenue when transfer stipulations
give rise to a liability. Transfer revenue is recognized in the statement of operations as the
stipulation liabilities are settled.
Landfill Closure Liability
The landfill closure liability is based on estimated closure costs and post closure activities of the
solid waste landfill site at the end of its expected useful life. The estimated cost is accrued as
the landfill site's capacity is used. The liability and annual expense is calculated based on the
rate of utilization to total capacity. Any changes in estimate are recorded prospectively.
Use of Estimates
The preparation of financial statements in accordance with Canadian public sector accounting
standards requires management to make estimates and assumptions that affect the reported
amounts of assets and liabilities at the date of the financial statements, and the reported
amounts of revenues and expenses during the reporting period. Actual results could differ from
management's best estimates as additional information becomes available in the future.
May 9, 2016
Page 24
9
Notes to Financial Statements
December 31, 2015
1. Portfolio Investments
Portfolio investments consist of mutual funds in a high interest savings portfolio held with
one investment company. The income from portfolio investments for the year was $34,117
(2014 - $34,694). The market value is equal to its carrying value as at year end.
2.
Debenture Payable
2014
$
ro
pp
Government of Yukon
Repayable in annual installments of $28,912
including interest at 5.5%, maturing July 2024
va
l
2015
201,000
$
217,926
Principal payments for the next 5 fiscal years and thereafter are as follows:
3.
Fo
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ou
nc
il
A
2016
2017
2018
2019
2020
Thereafter
$
17,857
18,839
19,875
20,968
22,122
101,339
$
201,000
Landfill Closure Liability
The Village has estimated that the remaining life of its landfill is to be at least 48 years.
The future closure costs at the end of the life are estimated to be $890,000. Approximately
31% (2014 - 30%) of the capacity has been used at December 31, 2015. Management has
recognized a liability of $40,932 at December 31, 2015 (2014 - $37,449) based on the
estimated future closure costs, remaining capacity and a discount rate of 4.50% (2014 4.50%).
May 9, 2016
Page 25
10
Additions
$ 203,355
269,900
Disposals
Disposals
Accumulated amortization, end
of year
Net carrying amount, end of
year
8,799,377
-
3,688,560
-
277,503
-
-
-
$ 203,355
$ 4,833,314 $
16,365,995 $ 1,150,639
Vehicles
2015
Total
$ 494,417
$33,413,806
223,047
1,250
-
652,934
-
-
-
-
(45,956)
2,169,114
4,613,590
16,589,042
1,151,889
494,417
34,020,784
1,417,707
2,982,915
3,498,593
694,825
363,339
12,645,939
99,048
329,828
39,931
24,911
901,846
-
-
-
-
3,081,963
3,828,421
734,756
388,250
13,520,152
$12,760,621 $
417,133
$ 106,167
$20,500,632
(45,956)
3,966,063
Land
Improvements
16,368
ou
Amortization
203,355
rC
Accumulated amortization,
beginning of year
-
Fo
Cost, end of year
142,369
Water,
Sanitary
Sewer &
Storm Sewer
Systems
pr
$ 8,529,477 $ 2,072,701 $ 4,597,222
il
Cost, beginning of year
Buildings
Roads &
Bridges
Ap
Land
Machinery
&
Equipment
ov
nc
4.
al
December 31, 2015
130,625
(27,633)
1,520,699
648,415 $ 1,531,627
(27,633)
During the current year a lift station, lagoon repairs and further work to the reservoir was built by the Yukon Government and
was funded through the federal government Building Canada Fund Agreement and a contribution from Yukon Government. The
assets were transferred to the Village and recognized as their estimated fair value of $142,024 (2014 - $5,014,182).
The net book value of tangible capital assets not being amortized because they are under construction or development is
$141,308 (2014 - $134,208).
The Village holds various works of art and historical treasures pertaining to local culture and history. These items are not
recognized as tangible capital assets in the financial statements because a reasonable estimate of the future benefits
associated with such property cannot be made. During the year $507 (2014 - $3,250) was spent on commissioned sculptures
and art.
No interest was capitalized to tangible capital assets
during
the current
or Agenda
prior year.
Regular
Council
Meeting
May 9, 2016
Page 26
11
Additions
$ 203,355
Disposals
Amortization
Disposals
Write-downs
Accumulated amortization, end
of year
Net carrying amount, end of
year
-
-
-
-
-
203,355
8,529,477
-
3,436,292
-
252,268
-
-
$ 203,355
(100,000)
2,072,701
Land
Improvements
13,692,954 $ 1,141,195
Vehicles
2014
Total
$ 345,762
$ 30,448,999
-
5,024,225
9,444
148,655
5,415,991
-
-
-
-
-
-
-
-
(2,351,184)
(2,451,184)
4,597,222
16,365,995
1,150,639
494,417
33,413,806
1,304,465
2,876,365
4,284,747
664,310
338,420
12,904,599
113,242
106,550
327,120
30,515
24,919
854,614
-
-
-
-
-
-
-
-
-
-
-
-
3,688,560
1,417,707
2,982,915
3,498,593
694,825
363,339
12,645,939
$12,867,402 $
455,814
$ 131,078
$ 20,767,867
ou
Accumulated amortization,
beginning of year
233,667
rC
Cost, end of year
Fo
Write-downs
pr
$ 8,295,810 $ 2,172,701 $ 4,597,222
il
Cost, beginning of year
Buildings
Water,
Sanitary
Sewer &
Roads & Storm Sewer
Bridges
Systems
Ap
Land
Machinery
&
Equipment
ov
nc
4.
al
December 31, 2015
$ 4,840,917 $
654,994 $ 1,614,307
(1,113,274)
May 9, 2016
Page 27
(1,113,274)
12
December 31, 2015
5.
Accumulated Surplus
The Village segregates its accumulated surplus in the following categories:
2014
$20,299,631
2,761,082
150,000
502,973
20,000
$ 20,549,942
2,401,605
100,000
502,973
-
va
l
Investment in tangible capital assets
Unrestricted Funds
Fire department reserve
Infrastructure reserve
Recreation facility reserve
2015
$ 23,554,520
ro
$23,733,686
6.
Fiscal Plan
il
A
pp
The investment in tangible capital assets represents amounts already spent and invested in
infrastructure and other non-financial assets. Funds held in the reserve fund have been
restricted by Council in accordance with Section 244(1) of the Municipal Act.
Fo
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ou
nc
The Financial Plan (Budget) By-Law adopted by Council on April 8, 2015 was not prepared
on a basis consistent with that used to report actual results (Canadian Public Sector
Accounting Standards). The budget was prepared on a modified accrual basis while
Canadian Public Sector Accounting Standards now require a full accrual basis. The budget
figures anticipated using surpluses accumulated in previous years to balance against
current year expenditures in excess of current year revenues. In addition, the budget
expensed all tangible capital expenditures rather than including amortization expense and
did not contemplate contributed tangible capital assets. As a result, the budget figures
presented in the statements of operations and change in net financial assets represent the
Financial Plan adopted by Council on April 8, 2015 with adjustments as follows:
7.
2015
Financial Plan (Budget) Bylaw surplus for the year
Add:
Capital expenditures
Less:
Budgeted transfers from accumulated surplus
Amortization
$
Budget deficit per statement of operations
$
1,047,226
50,000
(310,135)
(901,846)
(114,755)
Comparative Figures
Certain of the comparative figures have been reclassified to conform with the presentation
for the current year.
May 9, 2016
Page 28
13
December 31, 2015
Segmented Information
The Village is a diversified municipal government institution that provides a wide range of
services to its citizens such as
transit, public housing, police, fire and water.
Distinguishable functional segments have been separately disclosed in the segmented
information. The nature of the segments and the activities they encompass are as follows:
l
Legislative
This area is comprised of expenditures that relate to Council, the Culture Parks and
Recreation Committee and Council’s membership in the Association of Yukon Communities.
pp
ro
va
Administration
This department handles administration for the Village of Haines Junction including support
to Council, Council Committees and all municipal departments. The office processes all
financial transactions for the municipality and is the public face of the Village that handles
inquiries, takes payments and issues business licenses and dog tags.
il
A
Protection Services
Protection Services includes the Emergency Services Building, the fire department, the
FireSmart Program, animal control and the RCMP Summer Student program.
Public Works
This department handles repair and maintenance of all municipal buildings, maintenance of
roads and streets, culverts and ditches, maintenance of municipal vehicles and the care of
municipal parks, the cemetery and highway and street right of ways during the summer
months.
Fo
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nc
8.
Environmental Health
Environmental Health is responsible for the maintenance of the municipal water and sewer
systems and ensuring the water system meets all required standards. Management of the
municipal landfill and maintenance of the Recycle Centre are also included under
Environmental Health.
Recreation Services
Pool
This department operates the municipal pool from May to August.
Arena
The arena operates from October to March each year.
Convention Centre
The St. Elias Convention Centre operates year round and is rented regularly for meetings,
conventions, weddings, luncheons, performing arts events, retreats, and a variety of other
special events.
Mezzanine
The Mezzanine is available for rent year round and is rented primarily during the winter
months for meetings and as a concession and viewing area for the arena rink.
May 9, 2016
Page 29
14
Net surplus (deficit)
$
- $
50,000
34,117
833,055
18,652
76,547
56,203
17,986
124,189
16,509
34,952
-
5,008
16,918
11,694
53,542
20,500
2,375
25,000
17,905
763
45,000
18,488
35,000
- $
1,758
464
2,222
Recreation
pr
- $
57,895
- $
142,024
Ap
798,938 $
-
Environmental
Health
Public Works
- $
83,272
Convention
Centre
- $
-
Mezzanine
Unallocated
- $
-
- $
-
2015
Total
798,938
333,191
9,555
236,374
387,953
3,886
26,256
113,414
25,000
15,552
40,552
5,090
5,090
1,686,704
1,686,704
1,686,704
15,199
34,117
81,203
320,374
3,269,726
161,830
23,438
-
358,090
-
227,235
635
-
117,599
-
2,269
-
11,986
-
5,008
901,846
763
11,694
53,542
45,000
24,073
37,009
53,440
14,361
60,000
il
Protection
nc
Administration
ou
Expenses
Advertising
Amortization
Animal control
Assessment
Audit and legal fees
FireSmart
Fuel and oil
Grants
Honorarium
Interest and bank charges
Lease
Parks and mosquito
control
Repairs and maintenance
Salaries and wages
Street lights, signs,
culverts and ditches
Supplies and services
Testing and other Landfill
Training
Travel and meetings
Utilities
Other
Legislative
rC
For the year ended Dec 31
Revenue
Taxation and grants in lieu $
Federal Gov. grants
Government of Yukon
block funding
Grants
Investment income
Lease
User fees, fines & licences
ov
Segmented Information (continued)
Fo
8.
al
December 31, 2015
-
3,423
259,793
23,983
6,149
16,455
70,625
397,985
73,701
126,936
71,232
89,333
73,292
7,929
8,259
358
-
16,455
324,515
888,483
24,963
53,998
13,020
29,682
13,950
211,967
7,253
4,117
581
-
29,682
329,849
19,547
222,484
(181,932) $
11,467
(6,377) $
15,585
92,009
741,046 $
7,759
19,301
21,726
501,037
(424,490) $
12,222
849
160
6,901
1,324
275
2,299
10,629
5,813
79,808
71,812
171,786
720,213of Haines
871,924
Village
Junction 468,824
(47,597)Regular
$
(717,991)
$
(483,971)Agenda
$
(355,410) $
Council
Meeting
May 9, 2016
Page 30
12,222
9,234
25,918
206,910
18,830
40,556
30,816
3,090,560
1,655,888 $
179,166
15
Net surplus (deficit)
$
20,209
70,197
55,583
17,341
140,583
8,492
37,560
-
42,456
11,271
47,384
18,216
2,357
25,000
4,278
289,945
17,905
1,214
60,269
24,860
35,000
27,726
7,918
43,203
6,419
2,587
18,313
24,786
536,215
(466,018) $
- $
-
Recreation
pr
34,694
800,994
19,467
27,011
92,530
708,464 $
- $
67,659
- $
12,818
- $
225,567
Convention
Centre
- $
-
Mezzanine
Unallocated
- $
-
- $
-
2014
Total
766,300
356,032
564
2,994
3,558
5,005,044
231,667
5,249,529
8,557
30,112
264,236
25,000
17,905
42,905
5,317
5,317
1,623,440
1,623,440
1,623,440
5,014,165
34,694
80,583
325,545
8,200,759
169,059
32,273
28,719
29,564
439,486
359,840
38,379
130,342
217,994
703
65,563
111,116
86,765
70,747
4,161
3,051
6,145
239
12,868
-
42,456
854,614
1,214
11,271
47,384
60,269
32,976
26,708
62,420
15,225
60,000
28,719
242,402
983,207
il
- $
49,988
Environmental
Health
Ap
Expenses
Advertising
Amortization
Animal control
Assessment
Audit and legal fees
FireSmart
Fuel and oil
Grants
Honorarium
Interest and bank charges
Lease
Parks and mosquito control
Repairs and maintenance
Salaries and wages
Street lights, signs,
culverts and ditches
Supplies and services
Testing and other - Landfill
Travel and meetings
Training
Utilities
Other
766,300 $
-
Public Works
ou
$
Protection
nc
Legislative Administration
rC
For the year ended Dec 31
Revenue
Taxation and grants in lieu
Federal Gov. grants
Government of Yukon
block funding
Grants
Investment income
Lease
User fees, fines & licences
Other
ov
Segmented Information (continued)
Fo
8.
al
December 31, 2015
32,077
12,751
14,592
219,040
11,122
186
84
1,972
3,988
400
4,950
12,164
16,513
57,745
203,981
762,767
823,390
Village
of Haines
(63,398)
$
(759,209)
$ Junction
4,426,139 $
May 9, 2016
Page 31
10,064
2,510
77,107
485,057
(220,821) $
6,533
19,796
188,002
(145,097) $
32,077
852
326,502
11,122
35,672
14,435
(4,320)
197,318
1,341,160
1,365,946
5,967
1,354,028
4,451,937
(650) $
269,412 $ 3,748,822
16
Schedule of Suppliers and Contractors Paid Over $5,000 in 2015
(Unaudited)
2015
Supplier or Contractor
Amount Paid
15042 Yukon Inc. o/a Grim Stoppers Janitorial
Box 5455
Haines Junction , Yukon Y0B 1L0
$45,845
2
AMSC Insurance Services
300-8616 51 Ave
Edmonton, Alberta T6E 6E6
$18,967
3
AON Reed Stenhouse
Suite 201 9016 Quartz Road
Whitehorse, Yukon Y1A 2Z5
$80,764
4
Association of Yukon Communities
#15 114 1st Ave
Whitehorse, Yukon Y1A 1A3
$18,548
5
Atco Electric Yukon
100-1100 1st Ave
Whitehorse, Yukon Y1A 3T4
6
BDO Canada LLP
202 - 9016 Quartz Road
7
Bell Mobility
Box 5480, Station Terminal
Vancouver, BC V6B 4B5
9
10
11
il
A
$42,919
$5,290
Big Bud Contracting
Box 5407
Haines Junction, Yukon Y0B 1L0
$19,968
Cimco Refrigeration
65 Villiers Street
Toronto, Ontario M5A 3S1
$10,126
Cinder Wood Kitchens
Unit #10, 151 Industrial Rd
Whitehorse, Yukon Y1A 2V3
$19,133
Corix Control Solutions
Unit 115-1551 Broadway Street
Port Coquitlam, British Columbia V3C 6N9
va
ro
pp
$182,334
Fo
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ou
nc
8
l
1
$7,499
12
Crawshay, Mike
Box 5520
$10,325
13
Dark Horse Contracting
Box 5356
$72,145
14
Eckervogt, Thomas
Box 5377
$5,512
15
Filterco Water Treatment Ltd.
9016 Oak Street
Vancouver, British Columbia V6P 4B9
16
Finning Canada
P.O. Box 9179 Station Main
Calgary, Alberta T2P 5E1
$101,364
$11,053
May 9, 2016
Page 32
17
(Unaudited)
2015
Amount Paid
20
Haehnsen, Heiko
Box 5320
21
Haines Junction Volunteer Fire Department
Box 5339
22
Heath Building Contracting
Box 5420
23
Hoffman, Dave
Box 5452
24
25
26
$71,320
l
Government of Yukon
Box 2703
Whitehorse, Yukon Y1A 2C6
$5,000
Hvactech Systems Inc.
133 Titanium Way
Whitehorse, Yukon Y1A 0E7
Inland Kenworth Parker Pacific
227 Range Road
Whitehorse, Yukon Y1A 3E5
$7,838
$8,188
$5,335
$257,435
$5,075
J. Gibson Env. Consulting
Box 20913
Whitehorse, Yukon Y1A 6P2
$30,623
Joe Johnson Equipment Inc.
2521 Bowman Street
Innisfil, Ontario L9S 3V6
$17,231
Johnston, Kari / 14 Acre Farm
Box 2122
$10,339
29
KBL Environmental Ltd.
Box 1108
Yellowknife, NWT X1A 2N8
$25,920
30
Kilrich Industries Ltd.
#30 Denver Road
Whitehorse, Yukon Y1A 5S7
$5,037
31
Kluane Finders
Box 2008
27
28
va
19
$6,868
ro
Gervais, Keir
Box 5339
pp
18
$20,450
il
A
Flocor Inc.
381 Unit A
Prince George, British Columbia V2K 4L2
Fo
rC
ou
nc
17
$11,531
May 9, 2016
Page 33
18
(Unaudited)
2015
Amount Paid
Kluane Machine
Box 5520
33
Lamor Flooring
407-B Hoge Street
Whitehorse, Yukon Y1A 1W1
$10,480
34
Mackinnon, Ernie
Box 2075
$27,450
35
Northern Climate Engineering
102 C Copper Road
$43,211
36
Northern Utility Maintenance
#2 Mulberry Place
Whitehorse, Yukon Y1A 4X5
37
Northwestel
Bag 2710
38
Opus DaytonKnight Consultants Ltd.
North Vancouver Office
North Vancouver, BC V7P 3S1
il
A
$40,602
$8,342
Parkland Industries Ltd.
#236, 4919 - 59th Street
Red Deer, Alberta T4N 6C9
$13,892
Receiver General of Canada
Place du Portage Phase III, 11A2 11 Laurier St.
Gatineau, QC K1A 0S5
$13,004
Royal Bank of Canada
4110 4th Ave.
Whitehorse, Yukon Y1A 4N7
$10,465
Roycroft Consulting Services
1414 Marina Way
Nanoose Bay, BC V9P 9B8
$5,113
43
RSB Solutions Inc.
1561 Smith Rd.
Gibsons, BC V0N 1V6
$5,042
44
Schittek, Monika
c/o Box 5339
$5,512
45
Sol-Terra Energy
Box 214
Dawson City, Yukon Y0B 1G0
$5,744
40
41
42
va
ro
pp
$30,430
Fo
rC
ou
nc
39
$5,082
l
32
May 9, 2016
Page 34
19
(Unaudited)
2015
Amount Paid
Source Motors Ltd.
Box 5377
47
Suncorp Valuations
300 - 261 1st Avenue North
Saskatoon, Sask. S7K 1X2
$8,310
48
TD Canada Trust
200 Main St
$6,204
49
Tetra Tech EBA Inc. (EBA Engineering Consulting Ltd)
14940-123 Avenue
Edmonton, Alberta T5V 1B4
$9,693
50
Total Fire Protection Services Ltd.
129 Copper Road
51
Total North Communications
127 Copper Road
52
Total Trac Yukon Inc.
Box 10151
il
A
$55,785
$7,190
True North Electric
Box 19
Champagne, Yukon Y0B 1L1
$13,112
Vancouver Island University
900 5th Street
Nanaimo, BC V9R 5S5
$8,335
Village Bakery & Deli
Box 5357
$6,265
Yukon College
Box 2799
Whitehorse, Yukon Y1A 5K4
$8,865
57
Yukon Service Supply Co.
112 Industrial Road
Whitehorse, Yukon Y1A 2T9
$14,701
58
Yukon Workers' Compensation Heather and Safety Board
401 Strickland Street
Whitehorse, Yukon Y1A 5N8
$21,353
54
55
56
Total of Suppliers and Contractors over $5,000
va
ro
pp
$5,015
Fo
rC
ou
nc
53
$70,370
l
46
$1,599,549
May 9, 2016
Page 35
20
Item 8.1
TO:
Mayor and Council
REPORT DATE:
May 6, 2016
TARGET DECISION DATE:
May 9, 2016
FROM:
Chief Administrative Officer
RE:
Update
RECOMMENDATION(S)
1.
That the Memorandum from the Chief Administrative Officer dated May 6, 2016 regarding
an Update be received.
PURPOSE
To update Mayor and Council on the administrative functions of the CAO for the Village of Haines
Junction.
Fires in Alberta
A challenge has been levied from other Yukon local governments to make a donation for Fort
McMurray disaster relief. The Town of Faro will match up to $1,000 in donations made by Faro’s
residents. Their fire department will be out with the fire truck during the evening at the Crane &
Sheep Festival.
Watson Lake has pledged $1500.00 donation to provide assistance in this emergency situation. All
Yukon communities are encouraged to donate funds to help provide support during this disaster.
Household Hazardous Waste Day – Friday, June 17, 2016
We will have YG representatives come to assist a community wide collection day for Hazardous
Waste. A truck and containers will be supplied for the collection process. All previously collected
waste items will be taken same day. Funding to cover the cost of container purchase, venue set up
and advertising is in the amount of $1200.
A community cleanup can follow on the Saturday, June 18, 2016 with groups organized for street
cleanup and community spaces, with a thank you BBQ to follow. These two events will be ideal
opportunities to educate our residents on landfill recycling and waste diversion. An advertising
campaign with education materials will be sourced for maximum impact.
May 9, 2016
Page 36
Village Personnel
Senior and Junior Lifeguards begin work this week; programming and Facility preparation are to be
completed.
Legacy Project Update
The Provision of Service outlined at the last meeting has been signed and submitted. A funding
agreement has been received and signed in the amount of $10,000 for the Legacy Trail
development.
Upcoming Council Workshop
There will be no Council workshop on May 18th.
Council will resume on Friday May 27th and Saturday, May 28th for a Strategic Planning Workshop,
beginning at 9:00 am.
Respectfully submitted;
Monika Schittek, Chief Administrative Officer
May 9, 2016
Page 37
Item 8.2
May 9, 2016
Page 38
May 9, 2016
Page 39
May 9, 2016
Page 40
May 9, 2016
Page 41
May 9, 2016
Page 42
May 9, 2016
Page 43
May 9, 2016
Page 44
May 9, 2016
Page 45
May 9, 2016
Page 46
May 9, 2016
Page 47
May 9, 2016
Page 48
May 9, 2016
Page 49
May 9, 2016
Page 50
May 9, 2016
Page 51
May 9, 2016
Page 52
May 9, 2016
Page 53
May 9, 2016
Page 54
Item 8.3
REQUEST FOR DECISION
TO:
Mayor and Council
REPORT DATE:
May 6, 2016
May 9, 2016
FROM:
RE:
Tendering Policy and Disposal of Surplus Goods
ADM 005-93
RECOMMENDATION(S)
1. That the Memorandum from the Chief Administrative Officer dated May 6, 2016 regarding
Tendering Policy and Disposal of Surplus Goods ADM 005-93 be received; and
That Council direct staff to draft a new policy for the disposal of surplus goods; and
That Council repeal Policy ADM 008-94 Public Address System.
PURPOSE
To inform Mayor and Council on the current and upcoming need to dispose of surplus goods.
OPTIONS/ALTERNATIVES
Alternately, Council may wish to revise Policy ADM 008-94 Public Address System.
DISCUSSION
Context/Background
Policy ADM 005-93 - Tendering Policy and Disposal of Surplus Goods was written in 1993 and
outlines a process for advertising, posting, and inviting invitations to Tender. For the most part,
the process is clearly defined and allows for ample time for public participation. A sealed bid
submission and opening of bids at a Council meeting is described. This may be time consuming
and onerous when the items are of small value.
The Policy applies to all Capital Assets of the Municipality.
Spring cleaning is underway and the Village of Haines Junction has assets available for disposal
that are obsolete, damaged or surplus property. These items may include but are not limited to
music equipment, stage lights, speakers, monitors, speaker stands, cords, projector, tables,
desks, counters, recording equipment, computers, and monitors.
May 9, 2016
Page 55
2
Public Works will soon be itemizing surplus goods as well. In the course of the next few months,
the Village office will acquire new furniture and will rotate surplus to other departments for use.
Items rotated out will become saleable items.
A simple process is needed for disposal of surplus items of little or no value. Defining a minimum
value of the public asset would distinguish items that could be immediately sold vs. those
requiring an Invitation to Tender. The policy does not currently address this option.
A public auction or garage sale might be considered for values of assets under $500.
Policy Implications
Public Address System Policy ADM 008-94 is also affected. This policy was written to
accommodate the gifting of sound equipment, previously used by Project 92 event committee,
for free.
As the committee is no longer active, and the equipment gifted is of little or no value, it should
also be disposed of. This policy stipulates a $25.00 rental fee per day for non-community groups,
business or government use.
There may be an interest in this equipment if made available for sale immediately. Once these
assets are sold, the policy would no longer be required.
Financial Implications
Consideration must be given to the ‘write down value’ on the asset ledger. All items available
for disposal should have no remaining value on the asset ledger. If they do, the sale value
should reflect the greater of asset or market value.
Communication Strategy
All items for sale should be posted for sale to the public.
Respectfully submitted,
Monika Schittek
Attachment:
Tendering Policy and Disposal of Surplus Goods ADM 005-93
Public Address System Policy ADM 008-94
May 9, 2016
Page 56
May 9, 2016
Page 57
May 9, 2016
Page 58
May 9, 2016
Page 59
May 9, 2016
Page 60
Item 9.1
COMMUNITY DEVELOPMENT COMMITTEE
MEETING MINUTES
Tuesday, May 3, 2016
7:00 p.m.
In Attendance:
Chair D. Weir; Councillor E. Koh (via telephone); S. Schwartz; L. Larocque; M.
Evans; and Chief Administrative Officer/Recording Secretary M. Schittek
A. Marston
Regrets:
1. CALL TO ORDER
The Chair called the meeting to order at 7:02 pm.
Recommendation No. CDC 18-16
Moved M. Evans, Seconded L. Larocque
That the agenda be amended with the following:
 Item 9 to be discussed prior to item 7; and
CARRIED
3.1
Minutes of the Community Development Committee Meeting of April 5, 2016
Moved L. Larocque, Seconded M. Evans
That the minutes of the Community Development Committee Meeting of April 5, 2016 be
corrected with the following:




Item 8.1 to insert “most recent Council-approved documents” to read “Staff are asked to
post the most recent Council-approved documents on the Village website immediately”;
Item 8.3 clarify the wording according to CDC bylaw re: residency boundaries for
membership;
Item 8.4, Recommendation No. CDC 15-16 insert “CDC recommend” to read “That the
CDC recommend appointment of M. Evans to the Art Acquisition Selection Committee as
the CDC representative”;
Item 9.1 replace “…including involving youth in the local curbside recycling pickup
program…” with “…involving youth in building awareness around the local curb side
recycling program…”;
May 9, 2016
Page 61
Community Development Committee Meeting
May 3, 2016



Page 2
Item 8.1, Recommendation No. 13-16: “… gift in kind for labour performed by the business
owner for tasks not requiring hired labour will be included.” be amended to “In-kind
labour costs for work performed by the business owner will be included.”;
Item 9.1, Recommendation No. 16-16: “That the following Y2C2 Summer Works Project
proposals be submitted to Yukon Youth Conservation Corps. for consideration” be
corrected to “That the following project ideas be submitted to Council for consideration
as possible Y2C2 2016 projects”;
Item 9.1, Recommendation No. 16-16:“Curbside recycling pickup program and/or a
composting program education” be adjusted to “Awareness campaign about existing
curbside recycling pickup program and/or a composting program education.”; and
That the minutes be adopted.
CARRIED
5. QUESTIONS ON AGENDA ITEMS
6. STAFF REPORTS AND RECOMMENDATIONS
Councillor Koh reported on the recent Council meeting related to the Y2C2 Summer Works Project
proposals. The committee expressed their disappointment that project suggestions were not
advanced by Council.
Pine Lake Trail – Council has discussed this item several times and has suggested that an application
for CDF funding be advanced through the CDC Committee. Although this is not a priority to the
committee at this time, the committee will review and supply data for the CDF application to achieve
initial improvements.
Both CPR and CDC Committees may have insight to their roles and development of trail systems. A
joint meeting is suggested. The Committee suggested that research is needed to build into the long
term planning of trails to understand the purpose, users, longevity, and maintenance improvements
required.
7.1
CPIG Grant Application: Village Bakery
Moved L. Larocque, Seconded M. Evans
The Community Development Committee recommends that the CPIG application from the
Village Bakery and Deli be approved for funding of up to $5000, pending receipt of eligible
project costs.
CARRIED
May 9, 2016
Page 62
May 3, 2016
7.2
Page 3
CPIG Grant Application & Criteria – 2016 Revision
Moved M. Evans, Seconded S. Schwartz
The Community Development Committee recommends that the new CPIG criteria outline and
application form be amended by the following:
 To remove the phrase “This fund only applies to new improvements.”; and
That it be approved as amended.
CARRIED
7.3
Trail System Development and Roles
Moved L. Loroque, Seconded M. Evans
The Community Development Committee requests Council endorsement on the following:
 That the Community Development Committee participate in trail system development
(planning and implementation);
 That clearly defined roles between CPR and CDC are developed; and
 That a trail plan be developed as per 3.3 and 3.4 in the recreation implementation plan
(goals, strategies and objectives).
CARRIED
Discussion as to how the CDC and CPR committees could have involvement in the facilitation of
community consultation for Trail System development took place. Defining the roles for consultation,
facilitation, processing of applications, and implementation is needed.
In cooperation with the CPR committee, the CDC committee is willing to move forward with projects that
align with the recreation plan using the suggestions for implementation within the plan.
A join meeting with the CPR committee is suggested to create a proposal to forward to Council, related to
the roles and responsibilities for the Trail System Development.
7.4
Summer Meeting Attendance
Moved M. Evans, Seconded S. Schwartz
There will not be a meeting of the CDC in July and September considering the current
member count.
CARRIED
May 9, 2016
Page 63
May 3, 2016
Page 4
9. ADJOURNMENT
Moved L. Larocque, Seconded S. Schwartz
CARRIED
_____________________________________
Chair, Dave Weir
________________________________________
Recording Secretary, Monika Schittek
May 9, 2016
Page 64
Municipal Accounts Payable to May 9, 2016
Cheque No. Name
Transfer
Transfer
Payroll Account #4305418
Visa
Amount
$ 20,084.49
$
9,387.33
$
96.58
$
2,557.96
$
4,521.12
$
$
$
$
$
$
$
$
$
$
$
$
$ 36,647.48
Item 10.1
Department
Description
Administration
Administration
Administration
Administration
Administration
Ceridian Net Pay - Pay Period 9
Ceridian Receiver General - Pay Period 9
Ceridian Service Charges - Pay Period 9
RRSP Contribution - Pay Period 9
Group Insurance Premiums
Skimmer Repair
Dog Food for Pound
Water Sampling Contract Services
Small Tools and Equipment
Office Supplies
Janitorial Supplies
Small Tools and Parts
Sundry supplies
Harddrive
Office Supplies - Paper
Greenhouse Kit
CPR Training Course (Jeff, Rick)
CPR Training Course (Brent)
Website - Webnames
$
31.47
17.33
101.59
17.64
52.46
24.78
49.53
110.79
136.42
45.14
1,165.87
390.00
$195.00
48.51 $
2,386.53
Pool
Animal Control
Water & Sewer
Landfill
Administration
Convention Centre
Water & Sewer
Water & Sewer
Water & Sewer
Administration
Public Works
Public Works
Landfill
Administration
2,427.77
Roads & Streets
Roads & Streets
Decorative Lights March 10 - April 12 Billing
Street Lights March 10 - April 12 Billing
$
606.59
Public Works
Recycling Centre
Landfill
Water & Sewer
Administration
Legislative
GST
April 12 2016 Billing - Cell Phones
Legislative
Honorariums March 8 - April 27 2016
23095
ATCO Electric Yukon
$
$
146.64
2,281.13
23096
Bell Mobility
$
$
$
$
$
$
$
212.75
35.00
35.00
185.00
60.00
50.00
28.84
$
23097
Bruce Sundbo
$
1,329.93
23098
Donna Istchenko
$
209.50
Administration
Travel Expense Claim - WH Professional Minute Taking Course
23099
Francis M. Parent
$
100.00
Fire Department
Fire Training/Course - Drivers Medical
23100
Martin Jones
$
160.00
Public Works
Safety Clothes - Work Boots Reimbursement
May 9, 2016
Page 65
23101
Michael Riseborough
$
$
196.94
584.74
$
781.68
Legislative
Legislative
Travel Expense Claim - April 28 WH Meeting with Min. Hassard
Honorariums April 6 - 27 2016
23102
Monika Schittek
$
$
62.75
287.55
$
350.30
Administration
Administration
Travel Expense Claim - Feb 22-26 Vancouver Labour Relations
Travel Expense Claim - April 28 WH Meeting with Min. Hassard
23103
15042 Yukon Inc.
$
$
$
$
$
500.69
336.83
182.07
27.31
2,180.23
Administration
Mezzanine
Fire Hall
Outhouses
Convention Centre
Cleaning - April 2016
Cleaning & Laundry - April 2016
Administration
AYC Auction Package - Accomodations
$
3,227.13
23104
Aspen Place Suite
$
270.00
23105
Big Bud Contracting
$
1,747.20
Landfill
Curbside Recycling Pickup Contract - April 2016
23106
Dark Horse Contracting
$
3,986.93
Water & Sewer
Pumphouse 2 Upgrades
23107
Haines Junction Soccer Club
$
3,295.07
Administration
Recreation Grant
23108
Kluane Machine
$
10.38
Public Works
Equipment Repair & Maintenance
23109
Triple S Services Ltd.
$
99.33
Public Works
Tundra Tire and Light Repair
23110
Village Bakery & Deli
$
90.30
Administration
May 4th Meeting Dinner
23111
Ajax Steel Limited
$
179.66
Water & Sewer
Small tools & parts
23112
Aqua Tech Supplies & Services
$
108.45
Water & Sewer
Chlorine
23113
AYC
$
$
85.00
107.15
$
192.15
Administration
Administration
Intermunicipal Business Licence
Group Travel Insurance
23114
ATCO Electric Yukon
$
$
$
$
$
$
$
$
$
7,569.08
4,835.40
45.86
134.08
416.63
73.13
560.01
560.01
245.16
Water & Sewer
Arena
Fire Sirens
Community Hall
Public Works
Pool
Administration
Convention Centre
VillageFire
of Haines
Junction
Hall
May 9, 2016
Page 66
March 11 - April 12 2016 Billing
23115
Home Hardware
$
$
92.74
54.72
$
$
$
$
$
$
42.88
119.60
93.47
20.94
22.04
305.00
14,586.82
Compactor
Bulletin Board
$
603.93
Landfill
Public Works
Public Works
Water & Sewer
Public Works
Landfill
Building O&M
Small Tools & Parts
Cemetery O&M
Caution Tape
Small Tools & Parts
Ewaste Boxes
$
23116
Jacobs Industries Limited
$
378.00
Water & Sewer
Co2
23117
Klondike Business Solutions
$
1,178.94
Administration
Photocopier Maintenance Contract
23118
Northern Industrial Sales
$
151.42
Landfill
Public Works
Small tools and equipment
Small tools, parts and safety clothing
23119
Opus Daytonknight Consultants
$
257.75
Water & Sewer
SCADA Support
23120
Parkland Industries Ltd.
$
622.09
Public Works
April Gas Account
23121
Tetra Tech EBA Inc.
$
3,435.37
Landfill
Contract Services
23122
Total North Communications Ltd.
$
451.50
Administration
Support Fees & Cloud Storage
23123
Whitehorse Star
$
391.49
Administration
Advertising Various Positions April 15, 18, 19, 27 & 29
23124
Willow Printers Ltd.
$
425.25
Administration
Purchase Order Books
23125
Yukon Government
$
486.00
Public Works
Vehicle Registration Renewal
$
81,174.94
Municipal Accounts Payable
$
$
52.92
98.50
Adopted on________________________Motion#_________________
Mayor__________________________________CAO_______________________________________
May 9, 2016
Page 67
Item 11.1
TO:
Mayor and Council
REPORT DATE:
April 12, 2016
April 13, 2016
FROM:
RE:
CAO Training Plan for 2016
FILE NO:
RECOMMENDATION(S)
1.
2.
That the report from the Chief Administrative Officer dated April 12, 2016 regarding the
CAO Training Plan for 2016 be received.
That Council endorse the CAO Training Plan for 2016 and support the objectives for
learning.
PURPOSE
To inform Council of the objectives for learning and long-term vision of the CAO. To outline
professional memberships and training for the ongoing development of the CAO.
3. Council may choose to endorse only parts of the CAO Training Plan for 2016.
DISCUSSION
Context/Background
The Village recognizes the need for training and development of its employees. Making an
investment in human resources and creating a climate for personal growth allows employees and
the CAO alike to apply knowledge to the benefit of the employer and the community.
The CAO holds a certificate in Local Government Administration from Capilano University and has
been continuing her education towards her Leadership and Advanced Certificates and Diploma
from Capilano’s School of Public Administration. Completion of PADM 208 (MATI Community
Planning) will be the final course requirement for the Leadership Certificate. Community land
planning is a vital component to the administrative function as the Development Officer, for
which the CAO performs the functions of.
This course is offered only once every two years. The next offering will be in Kelowna BC in the
fall of 2016. The CAO is currently registered on a waitlist.
May 9, 2016
Page 68
2
Professional membership fees are annual costs for a CAO and senior management positions. The
Local Government Management Association (LGMA) and the Canadian Association of Municipal
Administrators (CAMA) are the only two memberships for the CAO in 2016.
This year, an opportunity to attend the CAMA AGM in Winnipeg has been supported at AYC, both
financially and professionally. Conveniently, this event is immediately followed by the Federation
of Canadian Municipalities (FCM) AGM where municipalities are represented, innovative
advances are showcased and educational seminars offered. Conferences and seminars offer an
opportunity to network with other CAO’s from across the region as well as across Canada and
highlight emerging issues and best practices.
Attached is spreadsheet detailing the CAO Training Program for 2016.
Policy Implications
With respect to Training and Development, both the Personnel Policy ADM001-92 and Conditions
of Employment Bylaw No. 163-02, Section 8 (Training and Development) are identical.
8.1.01 The Village recognizes the need for training and professional development in order for
permanent employees to become more adept in the performance of their duties.
8.1.02 Expenditures for training and development will be part of the budget process.
8.1.03 Applications for attendance at any workshop, course, seminar, symposium or convention
shall be made in writing to the Chief Administrative Officer, or in the case of the Chief
Administrative Officer, to Council.
8.1.04 All courses must be taken at or sponsored by accredited educational institutions and must
be directly related to the employees work or to any career objective that is reasonable and
is a benefit to the Village.
8.1.05 Records of staff training and development shall be kept in the employee’s personnel file.
Ongoing education is also supported by the letter of offer to the CAO.
The budget has contemplated costs associated with the CAO learning plan. Avenues for
scholarships and grants will be applied for where available, keeping costs to a minimum.
Upon endorsement of Council, the CAO will apply for professional memberships and seating in
the upcoming courses.
Monika Schittek
Attachments: CAO Training Plan for 2016 spreadsheet
May 9, 2016
Page 69
CAO Training Program for 2016
Village of Haine Junction
Name of Program
Dates
Labour Relations and Negotiation Cycle
Workshop
Hosted by:
Employment and Social
Development Canada
February 23 - 25
Where
Vancouver, BC
Course Fee
$0
CAMA - Annual Conference; The Resiliency
of the CAO
CAMA
May 30 - June 1
Winnipeg, MB
$725
FCM - AGM; workshops, seminars, study
tours Workshop on ASSET MGMT June 3,
Budget 2016 what it means for rural and
small communities, Infrastructure in the
age of climate change.
FCM
June 2- 5
Winnipeg, MB
$815
MATI Community Planning in Local
Government Organizations
LGMA - Municipal
Administration Training
Institute
October 2-7
Kelowna, BC
Board of Examiners Certificate - Services
Ministry of Community, Sport
and Cultural Development
N/A
Associations:
LGMA - Local Government Management
Association
CAMA - Canadian Association of Municipal
Administrators
Travel Costs
flight est. $500,
accomm est. $600,
per diem, est. $500
Supplementary
Funding Source
Community Training
Trust
Outcomes
Cost to VHJ
Directed by Council. Costs approved.
Travel costs approved from CTT 2/3
covered. Total costs to VHJ (approx. $520)
$520
flight est. $700,
accomm est. $540,
misc. $150
accomm est. $600,
per diem, est. $600
AYC Bursary for CAMA,
estimate 2/3 costs
covered ($926)
YG Asset Mgmt Funding
CAMA Scholarship Awarded $725 for
Conference fee. Total costs to VHJ
(approx. $463)
email to Damien Burns to request
clarification on funding. If approved, all
costs would be covered.
$2,600
Flight est. $800
AYC Scholarship, Board
of Examiners Bursary
AYC scholarship $500. May not qualify Board of Examiners Scholarship. Total
Costs to VHJ (approx. $2900)
N/A
$0
N/A
N/A
Annual
n/a
$285
N/A
Annual
n/a
$265
N/A
Total Costs
$4,690
0
50% reduction 1st year
$4,990
May 9, 2016
Page 70
$463
$2,900
$285
CAO Membership submitted and paid
(reimbursement request)
TOTAL
$133
$4,301
Item 11.2
TO:
Mayor and Council
REPORT DATE:
April 7, 2016
April 13, 2016
FROM:
Chief Administration Officer
RE:
Travel Policy and Expense Claim Form
FILE NO:
RECOMMENDATION(S)
1.
That the report from the Chief Administrative Officer dated April 7, 2016 regarding Travel
Policy and Expense Claim Forms be received.
2.
That Council adopt the travel rates published by the National Joint Council on an annual
basis as standard policy.
3.
That Council direct staff to review, revise, and propose a new travel policy.
PURPOSE
The current travel policy is out of date and requires consideration for significant changes.
The expense claim form, originally attached to the policy, has since been revised annually based
on the Yukon Government travel rates published at April 1st each year. It is no longer consistent
with the existing policy.
Yukon Government rates are based on the National Joint Council travel directive.
4. That Council adopt the existing policy with amendments.
DISCUSSION
Context/Background
Travel policies should address in and out of Territory travel, a guideline to use the most
economical means of travel, and flexibility to address medical conditions associated with meal
choices.
May 9, 2016
Page 71
2
Meal and incidental allowances published on the YG website are consistent with the National
Joint Council published rates (breakfast $16.20, lunch $19.10, dinner $52.55, incidental $17.30).
Per diem ($105.15) and/or receipt based accounting may be used (up to the meal allowance).
Government of Canada per diem rates do not require receipts but may not exceed the published
rate. CRA outlines a maximum of $17 per meal or $51 per day without receipts for 2016, and full
value of meals with receipts. It is noted in the National Joint Council directive, in situations
outside the traveler’s control, meals exceeding the allowance amount with receipt are accepted.
Although accommodation choices may be determined by availability, the existing policy dictates
a booking preference. It is assumed this was once due to a preferential rate received, although
this cannot be confirmed. Keeping flexibility in accommodation choices is recommended.
Vehicle mileage rates vary by province/territory. The Yukon Government has set its rate for April
1, 2016 at 57 cents per kilometer. This is consistent with the National Joint Council. Canada
Revenue Agency sets it 2016 rate at 54 cents for the first 5,000 km driven, and 48 cents
thereafter, with an additional supplement of 4 cents per kilometer for the Yukon (total 58 and 52
cents respectively).
Loyalty Programs are allowed, where no additional cost to the employer is incurred.
Strategic Plan
In adherence to Effective Governance.
Policy Implications
The Yukon Municipal Act, Section 173 states:
A council may, by bylaw, establish the amount of and any criteria in relation to the remuneration
of a member of council (including the type of or rate or conditions for remuneration) in relation
to
(a) Attendance at a council meeting or a council committee meeting;
(b) Expenses incurred in the course of attending a council meeting or a council committee
meeting; or
(c) Any other expenses incurred in the course of performing any duty required to be
performed by a member of council.
Village of Haines Junction Finance Policy No. 001-94, Section 6 (Personal Expense Claims) states:
The Village will have a system of providing reimbursement to Village Councillors, staff or other
Village representatives who incur travelling and career development expenses while on Village
business.
Council are required to set, by resolution, travel expense rates for the Village. These rates are to
include schedules for meals, lodging, honoraria and personal vehicles and other business expense
items.
May 9, 2016
Page 72
3
The current budget allows for a standard rate of reimbursement and travel allowance. Any travel
not contemplated may require an upwards adjustment.
Staff and Council will be provided with a new expense policy and claim form, once adopted.
Monika Schittek
Attachments: Travel Policy ADM 011-97
2015 HJ Travel Expense Claim
YG Travel Rates for April 2016
May 9, 2016
Page 73
ADMINISTRATIVE POLICY
STAFF AND COUNCIL TRAVEL AND EXPENSE POLICY
DATE OF ISSUE: April 2016
REVISION DATE:
SUPERSEDES: ADM 011-97
ORIGIN: VILLAGE OF HAINES JUNCTION
Reference: ADM XX
Resolution No. xxxx
PURPOSE:
The purpose of this policy is to allow for the reimbursement of all reasonable expenses
incurred by the Mayor, Councillors, and employees of the Village in the course of
attending authorized out-of-town business of the Village.
SCOPE:
The Village is committed to reimbursing Council and staff at rates that are reasonable and
sufficient to cover all expenses that could be incurred. Expenses may include travel and
transportation, mileage, accommodation, meal per diem, incidentals, and registration
fees.
BACKGROUND:
The Council requires its senior staff and members of Council to attend conventions,
conferences, meetings, seminars and courses from time to time.
POLICY:
The Village will reimburse expenses incurred at rates that are based on the National Joint
Council Travel Directive, adjusted annually. Loyalty programs are allowed, where no
additional cost to the employer is incurred.
PROCEDURE:
Expenses shall be reimbursed by submission of an expense statement (Schedule A)
completed in full, signed by each staff or Council member requesting reimbursement and
attaching required receipts prior to payment being authorized.
Any variance to the above shall be approved by the Mayor and/or Council.
This policy comes into full force upon adoption by Council.
May 9, 2016
Page 74
STAFF AND COUNCIL TRAVEL AND EXPENSE CLAIM FORM
Rates Effective April 1, 2016
Name: __________________________________
Date: _____________________________
Event Name/Dates attended: ___________________________________________________________
Travel, Mileage, Transportation
Mileage Claim $0.57 x _______________ kms
$ ____________________
Flight
$ ____________________
Bus/Ferry/Train
$ ____________________
Other (taxi, parking)
$ ____________________
Accommodation
Hotel Expense: $ __________ x __________ (# of nights)
$ ____________________
Private Accommodation: $50.00 x __________ (# of nights)
$ ___________________
Per Diem
Per Day ($105.15 daily includes incidental) x # days ________
$ ___________________
Or,
Breakfast ($16.20), Lunch ($19.10), Dinner ($52.55)
$ ___________________
Incidentals (maximum $17.30/day)
$ ___________________
Total Expenses
$ ____________________
Claimant’s Signature _____________________________ Date ____________________________
Supervisor Approval _____________________________
May 9, 2016
Page 75
Item 12.1
From: Laura Eby [mailto:[email protected]]
Sent: May-04-16 10:54 AM
To: 'AYC Office Manager' <[email protected]>
Cc: 'AYCED' <[email protected]>
Subject: FW: Yukon government providing assistance to Fort McMurray - Government of Yukon news
release
FYI
Regards,
Laura Eby
Manager of Operations
Phone 867.668.4388 Fax 867.668.7574
140-2237 2nd Ave
Whitehorse, Yukon
Y1A 0K7
From: [email protected] [mailto:[email protected]] On Behalf Of [email protected]
Sent: May-04-16 10:31 AM
To: Undisclosed recipients:
Subject: Yukon government providing assistance to Fort McMurray - Government of Yukon news release
Yukon government providing assistance to Fort McMurray
WHITEHORSE—The Government of Yukon will make a $25,000 donation to Red Cross relief
efforts in Fort McMurray, Alberta. The city was evacuated on Tuesday as a wildfire is
threatening the city.
Read more: http://www.gov.yk.ca/news/16-168.html
ECOInfo
Communications Branch
Executive Council Office
Government of Yukon
PO Box 2703 (A-8)
Whitehorse YT Y1A 2C6
Tel: 867-393-7163
Fax: 867-393-6202
May 9, 2016
Page 76
Item 12.2
From:
To:
Cc:
Subject:
Date:
Laura Eby
"AYC Office Manager"
"AYCED"
FW: Yukon government sets new rules for movable soccer goals - Government of Yukon news release
April-28-16 1:41:12 PM
FYI to all elected officials and CAO’s
Regards,
Laura Eby
Manager of Operations
Phone 867.668.4388 Fax 867.668.7574
140-2237 2nd Ave
Whitehorse, Yukon
Y1A 0K7
From: [email protected] [mailto:[email protected]] On Behalf Of [email protected]
Sent: April-28-16 11:57 AM
To: Undisclosed recipients:
Subject: Yukon government sets new rules for movable soccer goals - Government of Yukon news
release
Yukon government sets new rules for movable soccer goals
WHITEHORSE—The Government of Yukon passed a new regulation last week that sets
new safety standards for movable soccer goals. The Movable Soccer Goal Safety
Regulation ensures all Yukoners can safely participate in the sport of soccer.
Read more: http://www.gov.yk.ca/news/16-162.html
ECOInfo
Communications Branch
Executive Council Office
Government of Yukon
PO Box 2703 (A-8)
Whitehorse YT Y1A 2C6
Tel: 867-393-7163
Fax: 867-393-6202
May 9, 2016
Page 77
Yukon government sets new rules for movable soccer goals| Government of Yukon news release Page 1 of 2
FOR RELEASE
April 27, 2016
Yukon government sets new rules for movable soccer goals
WHITEHORSE—The Government of Yukon passed a new regulation last week that sets new
safety standards for movable soccer goals. The Movable Soccer Goal Safety Regulation ensures
all Yukoners can safely participate in the sport of soccer.
“The new regulations reflect the Yukon government’s commitment to protecting the health and
safety of all Yukoners, including children and students,” Minister of Education Doug Graham
said. “The standards will help to ensure the safe installation, inspection, use and maintenance of
moveable soccer goals in Yukon.”
The regulation applies to any movable soccer goals available for public use that weigh more than
18 kilograms. It requires movable soccer goals to meet the strict manufacturing standards of the
American Society for Testing and Materials (ASTM). The new standards also include
requirements for the size of netting, labelling, storage, usage, inspection, maintenance and
anchoring of goals. These standards will ensure that movable soccer goals are set up and
anchored properly, reducing the risk of goals tipping and causing injury.
The Yukon government will be investing $150,000 to replace any of the Department of
Education’s movable soccer goal equipment that do not meet these standards. The new
regulation comes into effect on May 1, with the exception of the requirement that regulated
goals meet ASTM standards. As of October 1, all regulated goals in Yukon must meet ASTM
manufacturing standards.
“The regulation addresses the recommendations by the Office of the Yukon Chief Coroner and
what we heard from many of our partners and stakeholders” Graham added. “We thank
everyone for their contributions to this regulation and their dedication to the safety of all
Yukoners, especially our students and children.”
The Movable Soccer Goal Safety Act was passed on May 16, 2013, with interim safety measures
put in place by the Department of Education and the Yukon Soccer Association for the use of this
equipment. The new regulation is similar to the interim measures and is the result of an
extensive public engagement process that took place from April to June 2015 with First Nations
governments, Yukon municipalities, recreation and soccer associations, Yukon schools and the
Yukon Coroner’s Office.
-30See backgrounder.
Contact:
Dan Macdonald
Cabinet Communications
867-393-6470
[email protected]
May 9, 2016
Page 78
http://www.gov.yk.ca/news/16-162.html
28/04/2016
Yukon government sets new rules for movable soccer goals| Government of Yukon news release Page 2 of 2
Jason Mackey
Communications, Education
867-332-7008
[email protected]
Full list of requirements under the Movable Soccer Goals Safety Act Regulation
As of May 1, 2016, the following rules and procedures under the Movable Soccer Goal Safety
Regulation apply only to movable soccer goals that weigh more than 18 kg:
The mesh of movable soccer goal nets will need to be 9 cm by 9 cm (3.5” by 3.5”) or less.
Permanent bilingual labels must be affixed to the goal warning:
◦ against climbing or hanging on the goal;
◦ the goal must be anchored at all times while in use; and
◦ if the goal is not secured it could tip over and cause serious injury or death.
Movable soccer goals must be located on a level surface and installed according to the
manufacturer’s instructions.
If a goal is used outside, it must be anchored securely to the ground.
If a goal is used indoors, it must be secured to the floor, to the wall or with weights according to the
manufacturer’s instructions.
Movable soccer goals being made available for use must be inspected twice per year (once at the
beginning of the soccer season and one other time during the year) for structural integrity, proper
installation and anchoring and safety label requirements.
A regulated goal that is not in use or is in storage must be secured in such a way that it is not at risk
of tipping and does not otherwise present a hazard.
Records of inspections, modifications and repairs must be established, maintained and retained by
the group or person offering goals for use.
Responsibility for inspections and retaining records may be transferred from the person/group
offering a goal for use to the public body that operates the recreational facility where the goal is
located.
As of October 1, 2016, regulated goals must meet the manufacturing requirements of the
American Society for Testing and Materials, ASTM F2950-14 Standard Safety and Performance
Specification for Soccer Goals.
News release #16-162
Stay up to date with the latest Yukon government news by subscribing to our RSS feed here:
http://www.gov.yk.ca/news/rss.html. Or follow us on Twitter @yukongov.
May 9, 2016
Page 79
http://www.gov.yk.ca/news/16-162.html
28/04/2016
Item 12.3
May 9, 2016
Page 80
May 9, 2016
Page 81
Item 12.4
From: Bev Buckway [mailto:[email protected]]
Sent: May 3, 2016 11:08 AM
To: Betty Irwin <[email protected]>; Bill Kendrick <[email protected]>; Dan Curtis
<[email protected]>; Denise Johnston <[email protected]>; Diana Rogerson
<[email protected]>; Gord Curran <[email protected]>; Jack Bowers
<[email protected]>; Lee Bodie <[email protected]>; Michael Riseborough <[email protected]>; Samson Hartland <[email protected]>; Scott Bolton
<[email protected]>; Stacy Bauer <[email protected]>; Wayne Potoroka
<[email protected]>
Subject: AYC Directors: have your say on Climate Change
AYC Directors:
Sharing on behalf of Rebecca-she is not sure how well the federal government is sharing the portal, and
wanted to be sure to bring this to your attention.
The federal government has launched a web portal as an opportunity for all Canadians to get involved in
shaping the Pan-Canadian Framework on Climate Change. The Government of Yukon encourages all
Yukoners to have their say.
https://www.canada.ca/en/services/environment/weather/climatechange/climate-action.html
Rebecca World
Director, Climate Change Secretariat
Yukon Government Climate Change Secretariat
Box 2703 (V-205) / Whitehorse, Yukon / Y1A 2C6
P 867-456-5522/ F 867-456-5543
[email protected]
Regards
Bev Buckway, MA P. Comm.
Executive Director
#140 2237 2nd Avenue
Whitehorse, Yukon Y1A 0K7
Ph: 867-668-4388 Fax: 867-668-7574 Web: www.ayc-yk.ca
May 9, 2016
Page 82
Item 12.5
From: ENERGY STAR Canada [mailto:[email protected]]
Sent: April 29, 2016 4:36 AM
To: [email protected]
Subject: Public engagement portal on climate change / Portail d'engagement publique sur le
changement climatique
Click here if you are having trouble viewing this message.
As a valued stakeholder of Natural Resources Canada’s Office of Energy Efficiency, we would like to ensure that
you are aware of a new forum for providing your input on how to address climate change and promote clean
growth.
On April 22, 2016, the Government of Canada launched an interactive website designed to accept submissions
from Canadians on ways to reduce greenhouse gas emissions and adapt to climate change. The website is
available at: www.canada.ca/climateaction
We encourage you to provide input at the earliest practical time to ensure that it receives due consideration by
the working groups that will provide recommendations to First Ministers.
More details on the process are available at: http://news.gc.ca/web/article-en.do?nid=1055379&tp=1
En tant qu’intervenant valorisé par l’Office de l’efficacité énergétique du ministère des Ressources naturelles
Canada, nous aimerions vous informer d’un nouveau forum pour fournir votre opinion sur la façon de lutter
contre les changements climatiques et promouvoir une croissance propre.
Le 22 avril, 2016, le gouvernement du Canada a lancé un nouveau site Web interactif pour permettre aux
Canadiens de s’exprimer en ligne sur les mesures à prendre pour réduire les gaz à effet de serre et s’adapter
aux changements climatiques. Le site Web est accessible à l’adresse
suivante : www.canada.ca/ActionPourLeClimat.
Nous vous encourageons à fournir votre opinion le plus tôt possible afin de s’assurer que cette opinion soit prise
en considération par les groupes de travail constitués pour formuler des recommandations aux premiers
ministres.
Plus de détails sur le processus sont disponibles à l’adresse http://nouvelles.gc.ca/web/articlefr.do?nid=1055379&tp=1&_ga=1.5060595.1996271096.1434386083
Click here to unsubscribe or to change your Subscription Preferences.
May 9, 2016
Page 83
OPERATIONAL SUMMARY
Item 12.6
Yukon Emergency Medical Services (YEMS) Update
– Haines Junction, Summer 2016
2 May 2016
Community partners,
Following the release of Yukon EMS’s report on the Haines Junction Pilot Program, we committed to
provide updates to the community of Haines Junction on YEMS preparations for summer operations in
2016. The Department of Community Services continues its work with volunteer EMS responders and
allied health care providers throughout Yukon to ensure that there is pre-hospital medical coverage
available in all communities.
Although Community Services will not repeat the pilot program in Haines Junction, YEMS continues to
support a sustainable volunteer service model by offering honoraria, training, equipment and service
infrastructure to local teams. At the time that the report was released, the volunteer EMS team in Haines
Junction had 18 active members. This number included the addition of several new volunteers following
the pilot program and the retirement of three long-serving members of the local team over the winter.
Recruitment efforts in February 2016 brought in 12 new volunteer candidates – 11 of whom are now in
training. If all candidates attain certification, the Haines Junction team will have 29 active members
available in June 2016. These new volunteers joined the local team knowing the importance of being
available during the summer months. Yukon EMS estimates that a team of this size will be able to
provide adequate and consistent coverage throughout summer 2016 and into future years.
Yukon EMS is also investigating seasonal accommodation in Haines Junction during the summer months.
This will facilitate temporary housing for EMS supervisors and trainers working with the new candidates,
and enable YEMS to house a responder from a neighboring community in the event that local team
members are not available for a given period of time.
To help simplify access to emergency services, Government of Yukon will introduce territory-wide Basic
9-1-1 service this summer. This easy-to-remember number, consistent across North America, is another
way Yukon government is investing in emergency response.
The Department of Community Services encourages all Yukon citizens, stakeholders and employers to
consider how they can best support local volunteerism. We appreciate the support shown for local
volunteers in Haines Junction and are proud to be contributing to this community-based solution.
Sincerely,
Jeff Simons
Director – Yukon EMS
867 456 6591
May 9, 2016
Page 84

canada haines jct

Transcription

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