Association of Communities Board of Directors Meeting Gold Rush Inn , Yukon 07 December 2013 MINUTES

In Attendance:

Executive and Directors

Mayor Wayne Potoroka – 1st Vice-President Councillor Betty Irwin – 2nd Vice-President Councillor Gord Curran – Vice President at Large Mayor Dan Curtis - Whitehorse Councillor John Streicker - Whitehorse Councillor Lee Bodie – Carmacks Mayor Richard Durocher- Watson Lake Councillor Bill Kendrick – Dawson City Mayor Clara Jules – Teslin Mayor Scott Bolton – Mayo Mayor Mike Crawshay – Haines Junction Mayor Heather Campbell - Faro

Members

Councillor Perry Savoie – Marsh Lake LAC CAO Cory Bellmore – Carmacks CAO Frank Thomas – Teslin A/CAO Darlene Sillery – Haines Junction SFO Rick Rotondi – Watson Lake CAO Tom Lie – Faro A/City Manager Brian Crist – Whitehorse

Staff

Paul Gudaitis – Executive Director Laura Eby – Manager of Operations

Yukon Government

Christine Smith – Director Community Affairs Diane Gunter – Policy Analyst, Department of Environment Jen Meurer – Manager, Policy and Planning

Board of Director’s Meeting – Whitehorse, Yukon December 7, 2013 Page 1 of 8

Absent:

Associate Members

Councillor Peter Percival – Hamlet of Mount Lorne LAC Councillor Dan Kemble – South Klondike LAC Chief Math’ieya Alatini – Kluane First Nation Councillor Paul Dabbs – Tagish LAC

1. Call to Order – Wayne Potoroka

The meeting was called to order at 9:00 a.m. 1st Vice President Wayne Potoroka (VP Potoroka) welcomed everyone to Whitehorse, and thanked Whitehorse for hosting the meeting.

2. Adoption of Agenda – Wayne Potoroka

Motion BD13-030 THAT the Agenda be adopted as presented.

Moved by: Mike Crawshay Seconded by: Richard Durocher Carried

3. Adoption of the Minutes from the September 21, 2013 Board Meeting

Motion BD13-031 THAT the Minutes of the September 21, 2013 Board Meeting be adopted as presented.

Moved by: Wayne Potoroka Seconded by: Betty Irwin Carried

4. President’s Report– Deferred

5. Executive Director’s Report- Paul Gudaitis

Members were directed to the report provided.

Executive Director Gudaitis (ED Gudaitis) noted the overall financial status remains healthy, and the proposed draft budget for 2014 is in the package. Ed Gudaitis noted all the resolutions from 2013 have been actioned with copies of letters from Minister Cathers in the package regarding the Search and Rescue as well as the Canadian Rangers. The CAO’s will be having a workshop regarding Solid Waste on Dec. 13, 2013. ED Gudaitis polled the group to get thoughts on the strategic plan and the process from 2009. There was general consensus to use Cambio Consulting again. ED Gudaitis noted at the recent FCM board meeting and Advocacy days, meetings were held with Yukon MP , NWT MP Dennis Bevington and Nunavut Senator

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Dennis Patterson. During these meetings the concerns of the North were expressed regarding housing and Build Canada Fund. ED Gudaitis referred to the resolution template in the package and encouraged councils to consider passing it in support of FCM.

Motion BD13-032 THAT the Executive Directors report be adopted as presented.

Moved by: Wayne Potoroka Seconded by: John Streicker Carried

6. Resolutions Update – Paul Gudaitis

6.1 13-AT-03 Anti-Racism

Councillor John Streicker (Councillor Streicker) noted there is a new committee formed ‘Canadian Coalition against Racism and discrimination committee’, Councillor Streicker has asked them to provide the AYC with a list of suggestions each community could do on Anti- Racism day which shall be proclaimed March 21. VP Potoroka asked that a template for the proclamation be shared with all communities.

6.2 13-AT-06 Canadian Rangers

Members were directed to the response from Minister Cathers in the package.

6.3 13-AT-07 Search and Rescue

Members were directed to the response from Minister Cathers in the package.

Vice president at Large Gord Curran (VP at Large Curran) noted there were still some issues that have been brought forward in Teslin. He noted that the people in Teslin that could be trained are already overloaded with other responsibilities.

7. Committee Reports

7.1 Finance:

7.1.1 Reports to November 30, 2013 – Laura Eby

Members were directed to the reports provided. After some discussion the financials were accepted as presented.

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Motion BD13-033 To accept the November 30, 2013 Year-to-date Financial Statements.

Moved by: Wayne Potoroka Seconded by: Lee Bodie Carried

Break at 9:25am for Environment Presentation Back at 10:30am

7.1.2 Proposed Budget for 2014 – Paul Gudaitis

Members were directed to the proposed budget provided. VP Potoroka questioned the need for member travel and encouraged some discussion regarding that line item. Councillor Streicker suggested the amount of money allocated to that line item be split between the communities that send reps to the FCM AGM. It was suggested that ED Gudaitis draft a policy around the proposed change and present it at the next board meeting. After more discussion the proposed budget was accepted as presented.

Motion BD13-034 To accept the proposed 2014 budget as presented.

Moved by: Richard Durocher Seconded by: Mike Crawshay Carried

7.2 Community Training Trust Society (CTTS) – Laura Eby

Laura Eby noted that CTTS still has money and the board continues to meet monthly. She advised that CTTS has a new director from Dawson, Heather Favron has joined the board and she thanked Dawson for that. She also noted advanced education recently hosted some training for their new system called Genie, where training committees can now apply on line. They expect to have the system up and running in January 2014.

Motion BD13-035 To accept the CTTS update as presented.

Moved by: Wayne Potoroka Seconded by: John Streicker Carried

7.3 OTOF Committees Progress & Community Affairs Update

Christine Smith provided an update regarding the committee’s progress. The Solid Waste working Group hasn’t met in awhile as they have submitted their findings report, and there was no strong indication that they should go to cabinet with the recommendations. Community Affairs is facilitating a workshop for the CAOs on Dec. 13 to help coordinate their solid waste plans. Frank Thomas encouraged all the CAOs to attend as it’s a very important workshop as EBA will be involved in helping each community create their 10 year plans.

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Christine noted a new Gas Tax formula was sent to all communities.

In Camera 11:09 am Out of Camera 12:00pm

Break for Lunch at 12:00pm Back at 12:45pm

VP Potoroka noted the Gas Tax oversight committee needs 2 representatives from the AYC. Wayne Potoroka and John Streicker put their names forward.

Motion BD13-036 To appoint Wayne Potoroka and John Streicker to the Gas Tax oversight committee.

Moved by: Wayne Potoroka Seconded by: Clara Jules Carried

2nd Vice President Betty Irwin (2nd VP Irwin) advised that the implementation group met last week and 5 of the 18 OTOF issues are now complete or under review. She noted that Yukon Government and Municipal relations have improved as well as First Nations and Municipal relations have improved. 2nd VP Irwin advised there are land development protocols being worked on in Dawson and Watson Lake. The committee is also working on the impacts of peripheral residents and business on Municipal services, and monitoring the Faro community development team pilot project. The solid waste working group is ongoing, and the asset management is crucial as it effects Municipalities Federal funding. Christine Smith handed out 2 handouts and asked board members to go back to their councils for review. She asked that recommendations and suggestions be communicated to James Wood at Community Affairs by Dec. 23, 2013 for the ‘Update’ handout and by January 17,2014 for the ‘Indicators’ handout or to 2nd VP Irwin.

Motion BD13-037 To accept the OTOF Progress and Community Affairs Update as presented.

Moved by: Wayne Potoroka Seconded by: Mike Crawshay Carried

8. Old Business – Projects update

8.1. Office Space – Paul Gudaitis

ED Gudaitis deferred the update to VP Potoroka. VP Potoroka noted the appraisal for the new office space came back lower than anticipated and that the Royal bank will only fund 65% of the appraised value, therefore the AYC will need to put an additional $22k

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plus down to fulfill the requirements of the bank. ED Gudaitis noted the appraiser’s methodology was to appraise the property based on it being gutted if new buyers were to purchase it. After some discussion the following motion was carried.

Motion BD13-038 To accept the Office Space Update as presented.

Moved by: Wayne Potoroka Seconded by: John Streicker Carried

9. New Business

9.1 Policy Review – Paul Gudaitis

ED Gudaitis noted he is working on AYC policy changes, as they have not been reviewed in a few years. He intends to have an analysis and report for the AGM.

9.2 AYC Strategic Plan – Paul Gudaitis

ED Gudaitis noted he will follow up with Cambio Consulting and start discussions with them. VP Potoroka asked for a briefing note from Cambio advising what service they will provide for what fee. After some discussion Laura Eby suggested that a 2 or 3 year plan may be more attainable.

9.3 AYC AGM – Paul Gudaitis

ED Gudaitis referred to the update provided in the package. He noted the planning committee is looking at concurrent sessions for participants to pick from. He noted three main themes have been identified, Digital Technology, Crisis Management, and Municipal Boundaries. Other ideas for the AGM are as follows:

 Briefing note presentation – by Wayne Potoroka  Community Tour  YESAB 101 session  Asset management  Presentation from Daniel or Brock from FCM

VP Potoroka asked the members to direct any ideas or suggestions regarding the AYC AGM to ED Gudaitis.

9.3.1 Date of AYC AGM

ED Gudaitis noted that Faros Sheep and Crane festival conflicts with the proposed AYC AGM dates the first weekend in May. The board moved the AYC AGM date to May 8- 11,2014 instead.

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9.4 Moving info forward for AYC Board meetings – Paul Gudaitis

ED Gudaitis referred to the briefing note handouts provided, he asked that for future meetings, if anyone has an issue they want to bring forward, if they could please use the templates provided so that others members can be apprised prior to the meeting.

9.5 Canada Postal Service Charter Review and Potential Impact on Municipalities – Frank Thomas

CAO Frank Thomas gave an overview on the impacts of Canada Post in the Yukon Communities, and that they are essential to each community. After some discussion the following resolution was carried.

Resolution: BD13-039

Whereas Canada Post outlets are integral to the health of our Yukon Communities

Be it Resolved that the AYC advocate for moratorium on Post office closures and Be it Resolved that the AYC ask that the Canadian Postal Services charter and the upcoming review of the charter be open to public input and Be it Further resolved that this be communicated to the Minister responsible for Canada Post.

Moved by: Wayne Potoroka Seconded by: John Streicker Carried

10. Other

10.1 Next Board Meeting – Watson Lake, Yukon March 1, 2014

11. Adjournment – Wayne Potoroka

The meeting adjourned at 2:30 pm.

Moved by: Wayne Potoroka Seconded by: Betty Irwin Carried

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Motion BD13-040 Moved that these minutes be approved as presented or amended.

Moved by: Seconded by:

Signed this 1st day of March, 2014

As witness to the approval of these minutes.

______1st Vice President 2nd Vice President

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