Village of Haines Junction Regular Council Meeting 7:00 p.m. December 4, 2019 Council Chambers AGENDA 1. Call to Order 2. Acknowledgement of CAFN Traditional Territory 3. Additions to the Agenda 4. Adoption of Agenda 5. Adoption of Minutes a. Draft Council Minutes 2019-11-27 6. Hearing of Delegations 7. Public Hearings of Bylaws 8. Council Questions on Agenda Items 9. Passage of Bylaws and Policies a. Bylaw #350-19, Council Remuneration Bylaw – 3rd Reading b. Bylaw #355-19, 2020 Provisional Operating and Capital/Projects Bylaw – 3rd Reading c. Bylaw #352-19, Council Procedural Bylaw – 1st Reading d. Bylaw #352-19, Council Procedural Bylaw – 2nd Reading e. Bylaw #349-19, Water and Sewer Bylaw – 1st Reading f. Bylaw #349-19, Water and Sewer Bylaw – 2nd Reading 10. Staff Reports and Recommendations a. RTC re Water and Sewer Fee Schedule Bylaw b. RTC re Donation of Municipal Facilities for Meetings and Events c. RTC re Village Policy Format d. RTC re Civic Addressing 11. Committee Reports and Recommendations a. OCP Steering Committee update 12. Approval of Accounts Payable a. Municipal Accounts Payable to December 4, 2019 13. New Business/Business Arising a. Mitigations for Climate Change Letter 14. Information and Correspondence a. Mile 1016 Pub Licence Application b. Correspondence from Julie Bauer re Christmas Bird Count for Kids 15. Councillor Reports 16. In Camera 17. Adjournment The next Regular Council Meeting will take place at 7:00 p.m. on December 11, 2019, in Council Chambers. Village of Haines Junction Bylaw # 350 - 19 A Bylaw to Provide for the Remuneration for Members of Council Whereas Yukon Municipal Act Section 173 permits Council to establish by bylaw an amount to be paid to council and the conditions for remuneration. Therefore, the Council of the Village of Haines Junction, in open meeting duly assembled, hereby enacts the following: 1. Name 1.1. This Bylaw may be cited as the Village of Haines Junction Council Remuneration Bylaw. 2. Annual Compensation 2.1. The annual amount to be paid to Mayor and Council is: 2.1.1. Mayor $14,666 2.1.2. Council $11,733 3. Biweekly Payment 3.1. The annual amount will be paid to Mayor and Council in twenty-six (26) equal payments. Payment will be made by direct bank deposit. 4. Deductions in Bi-weekly for Missed Meetings 4.1. A twenty-five percent (25%) deduction will be made from the Bi-weekly Payment if one (1) Regularly Scheduled Council Meeting or other scheduled meeting is not attended by the Council Member, unless the reduction is waived by Council Resolution 4.2. A fifty percent (50%) deduction will be made from the Bi-weekly Payment if two (2) consecutive meetings whether they be Regularly Schedules Council Meetings or other scheduled meetings, or a combination thereof, are not attended by the Council Member, unless the reduction is waived by Council Resolution 4.3. A one hundred percent (100%) deduction will be made from the Bi-weekly Payment if three (3) consecutive meetings, whether they be Regularly Schedules Council Meetings or other scheduled meetings, or a combination thereof, are not attended by the Council Member, unless the reduction is waived by Council Resolution 5. Revenue Canada Deductions 5.1. All lawful Revenue Canada deductions will be deducted from the Bi-Weekly Payment and remitted to Revenue Canada. 6. Annual Adjustment 6.1. The Annual Compensation will be adjusted retroactively to January 1st of the current year upon publication of the Statistics Canada change in the Consumer Price Index for Whitehorse. In a period of deflation, the change in the Consumer Price Index will be deemed to be zero (0). 7. Travel Expenses 7.1. Council members will be reimbursed for travel expenses (meals, transportation, accommodation, etc.) on the same basis as those approved by the Yukon Government for Employees on Travel Status. The Yukon Government Incidental Expense will be paid when the member stays overnight. 8. Review 8.1. This bylaw will be reviewed by each Council during its tenure. 9. Effective Date 9.1. This Bylaw will become effective the later of January 1, 2020 or the date of adoption. 10. Bylaw Repeal 11. The following Bylaws are hereby Repealed: 11.1. Bylaw 263-10 A Bylaw to Provide for the Remuneration and Expense to be Paid to the Mayor and Council. 11.2. Bylaw 339-10 A Bylaw to Provide an Amendment to the Village of Haines Junction Council Remuneration Bylaw 263 -10. Readings Read a first time this 27 day of November 2019 Read a second time this 27 day of November 2019 Read of third time and Adopted this ______ day of _____, _____ ________________________________ _____________________________ Thomas Eckervogt, Mayor Dan Rodin, CAO Report to Council Village of Haines Junction Council Meeting December 4, 2019 RE: 2020 Provisional Budget – Pine Lake Trail Paving ______________________________________________________________________________ Recommendation That Council review this report and then give direction to staff. Background Paving a portion of the Pine Lake Trail was listed in the 2020 Provisional Capital/Projects Budget which was presented at the November 27, 2019 Council Meeting. Council requested more information on the Pine Lake Trail including: • Date of paving existing trail; • Amount of maintenance completed on existing trail; and, • Chronology of Trans-Canada Trail Grant application. Current Status The date of paving the portion of the trail is believed to have occurred in 2008. Under the trail between the Weigh Scale to the Raven Hotel is a waterline. The Yukon Government paid for the installation of the waterline and paving of the trail. There has been very little maintenance (hot patching) on the paved portion of the trail. The chronology of the trail grant application is described in Appendix “A”. Prepared by __________________ Noelle Palmer, Office Administrator ____________________ Dan Rodin, CAO Appendix “A” Pine Lake Trail Chronology August 2018 The Village is notified of a 2019/20 Trans Canada Trail Capital Improvement Program funding opportunity. CAO Clarke directs and approves an application to BST the unpaved portion of the trail within the municipal boundaries to make it more accessible, along with the purchase of two benches, to be completed in 2019. Based on quotes received, the total cost of the project was estimated to be $451,685.45: - $444,9000 trail building (max grant requested of $150,000) - $6,785.45 trail infrastructure (max grant requested of $2,374.91 – being 35%) Application submitted August 24, 2018 February and March 2019 The Village receives tentative approval in February and requested additional information, including proof of matching funds. This request went forward to Council at their February 27, 2019, meeting. *See February 27, 2019 Pine Lake Trail Grant Agenda Item for backup information, including application, funding budget and funding schedule presented to Council* Minutes of February 27, 2019: February 27, 2019: TCT approves extending the project to 2020. March 25, 2019: TCT gives the Village official approval of a $152,500 grant. Summer 2019 Minutes from July 24, 2019: Minutes from August 14, 2019 October 2019 Associated Engineering provides a technical report. Asphalt surfacing is recommended for longevity. The new estimated cost is at $1,014,000. The report is brought forward to Council and forwarded to the Trans Canada Trail coordinator. *See Engineering Report* Minutes from October 23, 2019: November 2019 On November 25, 2019, the TCT coordinator contacts the Village for an update. Administration informs her that a line has been included in the draft 2020 provisional capital/projects budget for $500,000 towards trail paving, i.e. to complete half of the overall trail. Administration requests confirmation that this project would still be eligible for the $152,500 grant. The TCT coordinator requests further information, including which portion of the trail is to be paved in 2020. She also suggests that additional funding may be available, either through this grant or through a future grant for 2021. The Provisional Capital and Projects budget was brought forward for 1st and 2nd reading on November 27, 2019. On November 28, 2019, Administration contacted the TCT coordinator to confirm funding and was requested to submit a revised budget, schedule and roles to allow TCT to better understand costs and eligible expenses for the 2020 project. Village of Haines Junction Bylaw # 355 - 19 A Bylaw to Create Provisional Operating and Capital/Projects Budgets for 2020. WHEREAS section 237and section 238 of the Municipal Act (R.S.Y. 2002) provides that council shall by bylaw cause an annual operating budget and annual capital budget to be prepared and adopted; and; WHEREAS section 239 of the Municipal Act provides that council may establish by bylaw a procedure to authorize and verify expenditures that vary from the annual operating expenditure program; NOW THEREFORE the council of the municipality of the Village of Haines Junction in open meeting assembled HEREBY ENACTS AS FOLLOWS: 1. Short Title This Bylaw may be known as 2020 Provisional Operating and Capital/Projects Bylaw #355-19. 2. Section 239 Procedure No expenditure may be made that is not provided for in the 2020 annual operating budget unless such expenditure is approved: 1) by resolution of council to a maximum expenditure of $300,000.00; or 2) by bylaw for expenditures in excess of $300,000.00. 3. Umbrella Budget Bylaw Expenditures authorized in accordance with section 2(1) of this bylaw that result in an increase in total expenditures above what was approved in the 2020 Operating budget or Capital/Projects budget shall be brought forward for final approval through an umbrella bylaw at year end. 4. Chief Administrative Officer Re-Allocation Limits The Chief Administrative Officer is hereby authorized to re-allocate funds among the line items in Appendix “A” to a maximum expenditure of $20,000.00; and such allocation decision will be reported to Council at the next Council Meeting.