May 12.2015 - Town of Altona

COTW Minutes May 12th, 2015 TOWN OF ALTONA
Committee of the Whole
Minutes of the Committee of the Whole meeting held on Tuesday, May 12th,
2015 at 3:30 p.m.
Present were: Mayor Melvin Klassen, Councillors: Donna Rosling-Wolters, Tim Fast,
Terry Wiebe, and Ann Kroeker. Youth Representative Graham Schellenberg.
Administration: CAO Dan Gagné, Manager of Finance Terry Fehr, Public Works
Supervisor Steven Wiebe, Recreation Services Manager Ron Epp and Assistant
CAO Delores Loewen.
Regrets: Deputy Mayor Glen Robinson and Councillor Al Friesen.
1. Call to order – Mayor Melvin Klassen called the meeting to order at the
appointed time.
2. Review of the agenda:
6.5
Request from Chamber of Commerce
6.6
Building Canada Fund application(s)
7.2.3 Millennium Drive Extension Project tender award
Terry Wiebe – Tim Fast – moved to approve the agenda with the above
noted additions.
CARRIED.
3. Review of previous minutes
3.1 Minutes of April 28th, 2015
Ann Kroeker – Terry Wiebe – moved to approve the April 28th, 2015
minutes as circulated.
CARRIED.
4. Business arising from the minutes – none.
Page 1 of 9 1 COTW Minutes May 12th, 2015 5. Delegations – At 3:30 p.m. SEVEC – Nick Klassen
Mayor Melvin Klassen welcomed the W.C. Miller SEVEC delegation at 3:35
p.m.
W.C. Miller student Nick Klassen, Madison Hamm and Randy Gerbrandt
made a presentation on the SEVEC program. Altona students recently
returned from their trip to Hamilton, Ontario. Students from Hamilton along
with W.C. Miller students painted a mural inside the Town of Altona’s field
house earlier this year. While hosting and visiting the students from
Hamilton, the Altona students incurred costs and are seeking Council’s
approval to once again host a “goating fundraiser” on June 4th – 5th from
4:30 p.m. – 8:30 p.m. They will be advertising the event on the radio, in the
schools, the local paper and Facebook.
Committee members agreed that the event was well run last year and
therefore would grant W.C. Miller SEVEC students permission to run the
“goating fundraiser” event again this year.
RECOMMENDATION: Terry Wiebe – An Kroeker – moved to approve that
WHEREAS a group of W.C. Miller Collegiate students involved with SEVEC
are involved in fundraising for their exchange program;
AND WHEREAS the group has requested permission to temporarily allow a
goat within the Town of Altona limits as part their proposed “goating”
fundraiser to be held on June 4 and 5, 2015;
NOWTHEREFORE BE IT RESOLVED that the SEVEC group be permitted to
bring a goat within the Town of Altona on June 4 and 5, 2015;
AND THAT the fundraising event details be widely advertised in the
community;
AND THAT the animal be kept on a leash at all times and be restricted
from entering private property unless approved by the property owner.
CARRIED.
6. C.A.O. – monthly report.
CAO Dan Gagné reviewed his monthly report and highlighted the
following; Terry Fehr and he attended the 2015 MMAA Conference in
Brandon. A further update on the property at #123 1st Street SW; the
Page 2 of 9 2 COTW Minutes May 12th, 2015 actual cleanup of the property went better than expected. The Public
Works department and the Altona Police Service did a great job working
with the previous owner while removing the remaining items on the
property. Although the property is mostly cleared, the previous owner has
continued to park on or near the property.
The Joint Council meeting with the Municipality of Rhineland will be held
on Tuesday, May 26th, 2015 with only Council and CAOs present.
5. Delegations – At 3:45 p.m. – Shaun Friesen
Mayor Melvin Klassen welcomed Shaun Friesen to the meeting. Mr. Friesen
noted that family members have owned this property for the past 51
years. Prior to the Friesen family purchasing the property, it was owned by
other family members who stated objections to the Town building a
lagoon at its present location.
When Mr. Friesen contemplated
purchasing the family farm, they contacted the Town of Altona to make
sure that all efforts were being made to reduce odour issues from the
Lagoon. The Town listened and things were much better after the last
expansion. This all changed this winter and has come to a head in the last
10 days. There have been 12 consecutive days, where if there is a south
wind, the smell has been so offensive that they have spent very little time
outside, they do not open their windows and would not even consider
inviting friends or family over. Mr. Friesen noted that in spring there is often
a smell but this spring Bunge sludge is floating on top of the lagoon
creating an unbearable stench. Mr. Friesen asked the Council members
to visit their home and see for themselves.
Mayor Klassen thanked Mr. Friesen for his time.
6.1
Police vehicle purchase approval
Committee members reviewed the vehicle purchase tender matrix and
agreed to approve Option B.
RECOMMENDAITON: Ann Kroeker – Tim Fast – moved to recommend the
following resolution:
WHEREAS the Town of Altona’s Police Board deems it necessary to
replace a police vehicle;
Page 3 of 9 3 COTW Minutes May 12th, 2015 AND WHEREAS the Police Chief called for tenders for the supply of a new
police vehicle;
AND WHEREAS three tenders were submitted as follows:
West Park Motors – A
$30,731.04 plus GST
West Park Motors – B
$32,563.08 plus GST
Rhineland Car – C
$34,103.79 plus GST
NOW THEREFORE BE IT RESOLVED THAT the tender for the supply of a new
police vehicle be awarded to West Park Motors in the amount of
$32,563.08 plus GST as reviewed and recommended by the Committee of
the Whole;
AND FURTHER BE IT RESOLVED THAT this capital expenditure be funded
through the Police Equipment Replacement Reserve in keeping with the
2015 Financial Plan.
CARRIED.
6.2
Flag Policy
CAO Dan Gagné reviewed the proposed Flag Policy for the Town of
Altona. This policy provides the reason and duration of the half-mast be
communicated to the public and staff. Administration would post a notice
internally and on the website.
RECOMMENDATION: Tim Fast – Terry Wiebe – moved to recommend the
following resolution:
THEREFORE BE IT RESOLVED THAT the Town of Altona Flag Policy be
approved and adopted as reviewed and recommended by Committee
of the Whole.
CARRIED.
6.3
Parkland development sign request
CAO Dan Gagné reviewed the request from the developer of the
Parkland Condominium area to erect a 3’ x 10’ sign on the north-east
corner of the intersection of Millennium Drive and Tallgrass Lane.
RECOMMENDATION: Ann Kroeker – Donna Rosling-Wolters – moved to
recommend the following resolution:
Page 4 of 9 4 COTW Minutes May 12th, 2015 WHEREAS the developer of the Parkland Condominium area has
proposed to erect a residential identification sign on the property owned
by the Town of Altona;
AND WHERSAS the proposed location of the sign is on the Town’s
boulevard on the northeast corner of the intersection of Millennium Drive
and Tallgrass Lane in Altona, Manitoba;
THEREFORE BE IT RESOLVED THAT the request to erect a sign be approved
as reviewed and recommended by Committee of the Whole subject to
the following conditions;
THAT a sign permit application be completed;
AND THAT the sign conform with the zoning by-law regulations or a
variation order application be completed;
AND THAT the sign be placed in a location approved by the Public Works
Supervisor and Police Chief that does not impair visibility for motorists;
AND THAT the property owner retains ownership of the sign and financial
responsibility for properly maintaining the sign and site.
CARRIED.
6.4
Private use of vacant road allowance
CAO Dan Gagné reviewed a request from a resident to place a 15’ x 45’
gravel pad on the empty lot along Pioneer Drive. The lot is a road
allowance owned by the Town of Altona for the future extension of South
Park Drive. Allowing the use of a vacant property solely based on the
resident’s proximity to the property is inherently unfair to other residents.
RECOMMENDATION: Tim Fast – Terry Wiebe moved to recommend the
following resolution:
THAT THE Town of Altona deny the request and inform the resident in
writing.
CARRIED.
6.5
Altona & District Chamber of Commerce Request
CAO Dan Gagné reviewed the request from the Altona & District
Chamber of Commerce asking that the Town of Altona consider
purchasing dinner tickets for the Chamber’s Annual Awards banquet for
the Altona Fire Fighters, as they were nominated as Volunteers of the Year.
The request was denied.
Page 5 of 9 5 COTW Minutes May 12th, 2015 6.6
Building Canada Fund application(s)
CAO Dan Gagné noted that a second intake has been announced for
the Building Canada Fund with a May 29th, 2015 deadline. In consultation
with JR Cousin Consultants, the expansion project’s Phase 2 will be reformulated to allow for a Phase 2 (to increase aeration capacity) and a
Phase 3 (to remove nutrients) so that two applications can be made to
the Building Canada Fund. A report will be coming forth at the next
Council meeting that will detail the completed applications and propose
a resolution so that the Town may proceed with two separate project
grant applications.
7. Works & Operations – Chaired by Glen Robinson
7.1
Fire Chief Report – monthly report.
Committee members reviewed the report.
7.2
Public Works – monthly report.
Public Works Supervisor Steven Wiebe reviewed the monthly report. Spring
Clean-Up went very well. There seemed to be less items to be picked up
this year. The Saturday “Give-Away” is working well.
There is still some work to be done on the shelter at the Altona Cemetery.
Pembina Valley Landscaping will complete the brick laying.
New
benches were ordered for the Cemetery. Roadway work is also being
planned for the new cemetery. Public Works staff will be working on the
old Cemetery at the corner of 4th Ave NE and 6th Street NE this year. They
will be removing some shrubs and are researching pricing for new fencing.
7.2.1 Water Supply Shutdown Policy
Public Works Supervisor Steven Wiebe reviewed a draft copy of the Town
of Altona Water Supply Shutdown Policy. The final copy will be presented
at the next COTW meeting.
7.2.2 11th Avenue NE warranty work
Public Works Supervisor Steven Wiebe reported that Borland Construction
will be doing warranty work on 11th Avenue NE. The concrete has shifted
and the Town will be requesting that they remove and replace some of
the concrete panels and have them reinstalled correctly.
7.2.3 Millennium Drive Extension Project tender
CAO Dan Gagné reviewed the report from SBC Inc. that provides a
comparison of the bids and recommends Bituminex Paving Ltd.
Page 6 of 9 6 COTW Minutes May 12th, 2015 RECOMMENDATION: Melvin Klassen – Tim Fast – moved to recommend the
following resolution:
WHEREAS SBC Inc., acting on behalf of the Town of Altona, has called for
tenders for the surface works portion of the Millennium Drive Extension
Project.
AND WHEREAS four tenders were received as follows:
Bituminex Paving Ltd.
$230,422.24 plus GST
Borland Construction Ltd.
$249,764.03 plus GST
Maple Leaf Construction Ltd. $265,528.20 plus GST
Nelson River Construction Inc. $377,345.85 plus GST
AND WHEREAS SBC Inc. has reviewed the tenders and recommended that
Bituminex Paving Ltd be awarded the tender;
NOW THEREFORE BE IT RESOLVED THAT the tender for the surface works
portion of the Millennium Drive Extension Project be awarded to Bituminex
Paving Ltd as recommended by the Committee of the Whole.
CARRIED.
RECOMMENDATION: Donna Rosling-Wolters – Ann Kroeker moved to
recommend the following resolution:
WHEREAS the Town of Altona called for tenders for the underground works
portion of the Millennium Drive Extension Project;
AND WHEREAS three tenders were received as follows:
D3 Excavating Ltd.
$188,018.00 plus GST
John P Enns Construction
$202,130.25 plus GST
L.E.T Construction (1984) Ltd
$180,670.00 plus GST
NOW THEREFORE BE IT RESOLVED THAT the tender for the underground
works portion of the Millennium Drive Extension Project be awarded to L.E.T.
Construction (1984) Ltd as recommended by the Committee of the Whole.
CARRIED.
Administration requested that these two resolutions be brought forth to
tonight’s Council meeting.
8.
Community & Social Development – Chaired by Ann Kroeker
8.1
Recreation Service – no report.
Page 7 of 9 7 COTW Minutes May 12th, 2015 Recreation Services Manager Ron Epp reported that the Town of Altona’s
Community Grant application was denied.
9.
Finance & Administration – Chaired by Tim Fast
9.1
Planning Items – monthly report.
9.2
Finance & Administration
9.2.1 Cheque listing - #048218 – 048256 - $58,201.55
RECOMMENDATION: Terry Wiebe – Donna Rosling-Wolters – moved to
recommend the approval of cheques #048218 - #048256 in the amount of
$58,201.55 as presented.
CARRIED.
9.2.1 Payroll & Indemnities April 12th – April 25th, 2015
RECOMMENDATION: Donna Rosling-Wolters – Ann Kroeker– moved to
recommend the Payroll for April 12th – April 25th, 2015 in the amount of
$70,155.54 be hereby approved.
CARRIED.
9.2.2 March 2015 Financial Statement – paper copy distributed
prior to the meeting.
RECOMMENDATION: Terry Wiebe – Donna Rosling-Wolters – moved to
recommend that the March 2015 Financial Statement be approved.
CARRIED.
9.2.3 Funding request from Community Futures Triple R
Committee members reviewed the request and recommended that the
Altona Community Development Corporation sponsor this event.
10. New Business – Chaired by Mel Klassen
10.1
10.2
Notice of Public Conditional Use Hearing – For information only.
Heart & Stroke Foundation
RECOMMENDATION: Terry Wiebe – Tim Fast – moved to recommend the
following resolution:
WHEREAS the Parliament of Canada wishes to increase awareness among
Canadians of the significant benefits of physical activity and to
encourage Canadians to increase their level of physical activity and their
participation in recreational sports and fitness activities;
Page 8 of 9 8 COTW Minutes May 12th, 2015 It is in Canada’s interest to improve the health of all Canadians and to
reduce the burden of illness on Canadian Families and on the Canadian
Health care system;
Many local governments in Canada have public facilities to promote the
health and fitness of their citizens;
The Government of Canada wishes to encourage local governments to
facilitate Canadian’s participation in healthy physical activities;
The Government of Canada the country’s local governments
organizations, the private sector and all Canadians to recognize the first
Saturday in June as National Health and Fitness Day and to mark the day
with local events and initiatives celebrating and promoting the
importance and use of local health, recreational, sports and fitness
facilities;
Canada’s mountains, oceans, lakes, forest parks and wilderness also offer
recreational and fitness opportunities;
Canadian Environment Week is observed throughout the country in early
June, and walking and cycling are great ways to reduce vehicle pollution
and improve physical fitness;
Declaring the first Saturday in June to be National Health and Fitness Day
will further encourage Canadians to participate in physical activities and
contribute to their own health and well-being;
THEREFORE we proclaim National Health & Fitness Day in the Town of
Altona as the first Saturday in June.
CARRIED.
11. Correspondence – none.
12. In-Camera – none.
13. Adjournment – at 4:50 p.m.
MOTION: Donna Rosling-Wolters – Tim Fast moved to adjourn the meeting
at 4:55 p.m.
Next Meeting Date: Tuesday, May 26th, 2015 at 3:30 p.m.
**Impact of the 2016 Reassessment Presentation – May 26th, 2015 at 3:15 p.m.**
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