Village of Haines Junction Council Meeting February 28, 2018 Council Chambers
AGENDA
1. Call to Order
2. Acknowledgement of CAFN Traditional Territory
3. Adoption of Agenda
4. Adoption of Minutes • 2018-02-14 Council meeting minutes • 207 8-02-21 COW notes
5. Hearing of Delegations
6. Public Hearings of Bylaws
7. Questions on Agenda Items
8. Passage of Bylaws and Policies
9. Staff Reports and Recommendations • CAO ActivityReport
10. Committee Reports and Recommendations • Committee Rejuvenation Charter Report - verbal
11. Approval of Accounts Payable • Municipal Accounts Payable to February 28, 2018
12. Business Arising (New and Unfinished) • Motion to approve reissue of OCP RFP outside of Yukon • Motion to approve televisions with satellite to arena • Motion to reappoint CPR member to June 2018 • Motion to approve overnight camping permit for 2018 Kluane Mountain Bluegrass Festival
13. Information and Correspondence • AYC - FW AYClump sum payment on the mortgage o AYCto Directors, mortgage payment o AYCBriefing Note on mortgage o AYCMortgage Analysis o Condo appraisal, 2017 - AGMregistration - AYCAQMand conference draft program • Texas 4000 Route Host • Lotteries Yukon Funding Program changes
14. Community
15. Other
16. Council Reports and Question Period
17. In Camera
18. Adjournment
Next Regular Council Meetingis March14, 2018,at 7:00 p.m. in Council Chambers. CAOACTIVITYREPORT
TO: Mayor and Council
REPORT DATE: February 26, 2017
TARGET DECISIONDATE February 28, 2017
FROM: Cathy Clarke, CAO
RE: CAO Activity Report
RECOMMENDATION(S):
That Mayor and Council receive this report for information.
BACKGROUND:
The Chief Administrative Officer (CAO)is the sole employee of Mayor and Councilfor the Village of Haines Junction and it is Council’s responsibility to “supervise the management of the affairs of the Village”. A CAOActivity Report willbe provided at each meeting and is one tool to assist you with that responsibility.
Please note that Mayor and Council have access to the CAOand senior staff between meetings, and are welcome to ask questions, seek clarification, and engage with the CAOand senior staff
CAO:
1. Corporate oversight of financial and human resource investments and assets: - Landfill LongTerm Plan work by Morrison Hirrsfield through YG-YGwill be commissioning alternate provider for implementation plan - Will be looking to Council to form Landfillworking group once have completed in depth plan and require community input- draft TofR to COW, will be augmented and shown to interested parties then to Council • Will be looking to get a Standing Work Order for engineering, especially in light of amount of new projects on horizon: - Condition analysis on facilities, in particular our pool, its potential replacement, RFP
development — presently evaluating responses
- Pool/center design work eligible for CDFfunding — YGpartnership funding and CANOR
1 - Are looking to basic and augmented design potentials including new environmental options for ongoing operations (a new facility should cost less to operate) - New federal recreation facility capital funding will be available and applicable, specific
funding will be available for energy saving options — have had first meeting with
consultant and YGteam, Evelyn Koh present as Council representative — consultant has compiled option for facility augmentation, presently researching northern technologies, engineer presently writing report regarding comprehensive condition analysis on community hall and pool, engineer awaiting spring thaw to conduct full condition analysis on pool/community hall, has stated that another seismic event would put facility use into jepordy • Will be meeting with Fire Chief to discuss draft MOU with Fire Marshall’s office re:
peripheral usage agreement — Fire Chief has submitted his feedback, will be asking for
Council feedback, all municipalities have received same MOU and are presently discussing — willbe bringing to COWfor discussion • Will be working with PW staff to best allocate existing HRresources for greatest ROIfor community, organization and individual- will be bringing revised organizational chart to Council for information, goal of which is increased efficiency, oversight while also freeing up administrative capacity- new org chart willcome to Councilfor information at budget discussions as there willbe additional capacity requiring allocation as per community and organizational needs, the lead hand position with direct oversight from CAOis productive thus far • Trails: Pine LakeTrail, completion of long standing Village project: - Pea gravel and crush donation available from YGas per Wade lstchenko negotiated partnership with Yukon Government-work will commence post October 11- contractor will do work early spring, also looking to including requisite maintenance equipment in Capital Budget - Staff will be looking to a trails maintenance plan for upcoming budget discussions-work plan to Council November (may have budget implications)- willbe looked at in budget as a component of Green Space and Recreation priority listing • Policy work: - Looking to alternative dispute resolution approaches-community very open to collaboration and have experienced positive product: will be looking to augmenting snow removal policy as per community input post snow season last year (we must do
ourselves what we ask community members to adhere to) — have implemented higher standard of snow removal this season to positive community response, willbe bringing updated policy to Councilfor February ;4th Councilmeeting, outstanding NOTE:we have been effectivelyfollowing this draft policy to positive community response - Asked Community Services regarding legality of condemned properties, standards and process — we do have the ability to implement an unsightly Bylaw, this will be a priority piece of Zoning Bylaw amendment process, very important that community be engaged in end product for enforcement and support of resultant Bylaw as it will apply to all equally- important to note that the Village will be held to the same standards it chooses
to enforce — discussion at CDCregarding unsightly/vacant properties and options — have listed approximately 53 edits for existing Zoning Bylaw will be submitting to successful
2 consultant and requesting community/council input on as well, will be submitting all concerns that I have heard as CAO - OCP public session promoted healthy dialogue, focus will be on engaging all stakeholders/comm unity members, asking Councilfor reissue of RFP Governance Intern:
- Animal Control Bylaw, February - Allbylaws/policies relating to fees gathered and analysed will be to Council as a component of budget discussions- ongoing - Development of a visual representation of present state of Bylaws and Policies for VHJ (map attached)- Bylaws presentation to Council prepared - Committee Rejuvenation Working Group charter work as Project Manager—standing verbal charter update on agenda
- John Thomas working on Economic Development conference for our corridor with YG— verbal update will be given by John, Michael Durham has been promoted from his regional position and we are awaiting his replacement, looking at potential of discussing a Regional Business Incubator - Working with Proof on potential of data/connectivity grants and projects Leadership and staffing:
• Now planning an evening award dinner, looking at dates • Will be looking at further options for community regarding our operations as per Community Engagement input session feedback- ONGOING • Note: Public Works staff/human resource function responsibility of CAO-ongoing for discussion during next budget discussion with Council, are narrowing in on position required to maximize product to community and corporation • Preparing to implement Council’s strategic plan in a realistic manner- have edited strat plan for Council perusal in conjunction with a progress report to the community, will be ready for Council perusal COW • Preparing for core service review and rate review on water and sewer-investigating “build your budget” options for interactive budget process: once numbers on services finalized will develop accompanying narrative- willschedule COWwith Council to build budget from values to numbers • No new community engagement sessions booked at this time as Council has numerous items to discuss in the COWformat Community engagement and communication:
• Ongoing internal/external communications SWOT,will look for “low hanging fruit” • Communication to community regarding our operations-will focus on the proactive, community very open to dialogue and solution, will work with Council on a strategic approach to community engagement as our community is comprised of multi-audiences —focus on alternative dispute resolution approach • Communication to Council members-ongoing
3 • Meeting with George Van Sickle of CAFNregarding partnering opportunities, will book subsequent meetings for the purposes of discussing joint agreements- will continue once George Van Sickle’s replacement hired, on hold, feel a loss without point of communication on these issues Projects of interest: - Shared contract on dog catching - Joint energy consumption approach - Equipment/skills shoring - Unsightly bylaw work • Open to learning/developing new communication venues, through the lens of the diversity of audiences that comprise our community-social media, website relevance,
mail-outs, displays etc. — will be working with Ben Sanders of Proof regarding project “strengthening communities with data in Haines Junction”, Ben presently populating our database, Note: only existing data will be used and only for internal purposes-will be meeting for update this week, work progressing satisfactorily
• Looking to open sourcing venues with community on areas of improvement — improved snow removal practice as per community input, landfill upgrades (travel patterns, hours) • Community member discussion re: development, infrastructure, community center and pool, landfill (compliments received regarding landfill looking better), community engagement • Meetings with Tourism, Economic Development, and individuals looking to purchase property in Haines Junction • Investigating Infrastructure replacement options in conjunction with economic development (serviced lots) • Researching the concept of setting up a Community Foundation Budget Work:
Budget Team: CAO,Treasurer, and Governance Intern:
1. Will be looking to framing the budget with the following: - Increased assessment impacts on community - Carbon tax impacts on our supply chain - CPIimpacts on our goods and services offerings - Staffing capacities, present and potential future needs as per community and corporate needs - Service levels (what should we be offering with the resource we presently have) - Fees for services and cost recovery where feasible (water, sewer, development permits etc.) - Infrastructure demands, present and future - Committee and grant requirements Values:
• Where possible we do more with less! • For every discretionary dollar spent we ensure up to $5.00 ROlto the community
4 • We will analyze our existing service level provision with an eye to increasing it where possible. - Preliminary notes for discussion to Council Treasurer:
1. Accounting function: - Monthly (January) finance input (A/P, A/R, cash receipts, deposits, bank recs, payroll and adjusting entries). - Payroll year end freconciliations, T4’s, leave reports)
2. Finance function: - Beginning budget and audit preparations
3. Event and building management: - January bookings:
Paid events —8(provided set up/support for 3) — Circuit Court, JAM, CAFN,private functions (2), MLAmeeting, Haines Junction Rangers, physiotherapist Free Use —24: Romp & Run (7), Seniors (8), Minor Hockey (1), Girl Guides (3), Junior Rangers (2), Chamber of Commerce (1), Lions Club (1), School (1)
4. Grants oversight: - Recycle Centre operating grant final report - Brushing / Mowing in ROWcontribution agreement claim - Community Training Trust Society claims
5. RiskManagement and compliance function: - Tax Lien ad placed in Yukon News
6. Secretary of Council and committees: - Regular Council Meetings January 24, February 14 - COW February 21 - CDC,AASC(AA) Public Works:
1. Public Works operations and maintenance: - All vehicles and equipment serviced. - DH successfully completed Water Treatment Level 2 exam. 2. Landfill: - Front end open 7 days a week (now Noon-4pm Sunday) - Brush pile burned Week of February 5th 3. Risk mitigation: - Arena ice plant system training for staff to be arranged with Cimco. - Firehall H&SInspection - ventilation system work quote received. Approx. $27K
5 - Boiler Maintenance Contractor identified issues at all facilities. Quotations to follow. - Staff undertaking misc. H&Sonline training fie: WHMIS, LOTO,etc.)
4. Labour Relations - LMRCmeeting to be scheduled for mid-end February.
5. Infrastructure Project Management: - Lagoon Upgrades o Majority of work to occur in 2018 - Infrastructure Replacements Phase 1 o Project start anticipated end May/early June
Phase 2 o Phase 2 - 65% design reviewed with YTGand Consultant o To be tendered likely in March/April
Green Municipal Fund - Recirculation o Reviewed application information with consultant- requires more actual data, PW to gather, will apply in Fall 2018 for ICIproperties first, with residential to follow in 2019. Fund requirement of 20% water reduction.
- Aquifer & Welihead Protection Plan - Final report and Public meeting pending. o Well #4 decommissioned week of January l5l, 2018 - Recreation Centre - Assessment report on existing Pool received.
6. Administrative - Preparing 201$ Budgetary Items - SOA professional engineering closed February 16. Currently under review. - Draft Municipal H&SSafe Work Procedures under review by staff.
Publicworks proiectssummer/fall 2018 ** Inaddition to regular dailyoperations / maintenance activities
Student projects - to be redefined for Spring 201$
Public works projects • Clean up NWcorner of shop yard and prepare for septage receiving station - Ongoing • Repair/replace street signage Tentatively included in infrastructure upgrade project • Annual roads maintenance - As required • Ditchmaintenance audit and plan willbe focusing on areas not included in phase 1 and 2 infrastructure upgrades
6 • Surplus items - preparing vehicles, contacting Auctioneers Complete, surplus auction going forward in spring 2018 • Culvert maintenance focusing on areas not included in phase 1 and 2 • Alleyway grading and dust control program spring 2018
Building maintenance projects • In house maintenance audit for all municipal buildings - Ongoing • New locks installed in Arena, C.C.and other buildings to be done in Spring 2018 • Quote received for Firehall, PW Shop, Recycle Centre LEDlighting
Landfill projects • Repaint recycle center building and conduct required maintenance - spring/summer 2018 • Cap and extend C and Dwaste pile - Ongoing • Prepare metals pile for recycling - Ongoing • Conduit and pole installation for Compactor camera • Install new signage - Spring 2018 • Install culvert and driveway behind recycle sheds • Install speed bumps near cattle gate • Exterior lighting for in front of Recycle sheds • Service household compactor • Brush pile burning advance notice to be provided to the Community Complete
Parks and Recreation • See Attached
Water and Sewer projects • Repair hydrant at Lowell St - included in Phase 2 upgrades • Test lift pumps for reservoir perimeter drains • Build road to Alaska highway PRVchamber • Remove fuel tank and backfill containment structure from ph2 • Install water service to pw shop - Spring / Summer 2018 • Complete scheduled service installs - KPI(deferred to 2018), Steele Street • Layout / Stake sanitary & water services for Phase 1 - Spring / Summer 2018 • Phase 1 sanitary sewer - camera services during Construction - Spring / Summer 2018 • Install new flowmeter at PH2 • Service generators Complete • Complete Sop’s and update Emergency Response plan • Well 3 house structure reinsulate • Repaint Fire hydrants
2018 Water Main Repairs • January 2 - Two Leaks at FHnear the Firehall - approx. 114 staff hours • January 17 - installed a service shut off valve for Property Owner repairs - approx. 27 staff hours
7 Municipal Accounts Payable to February 2$, 201$
Cheque No. Name Amount Department Description
Transfer Payroll Account #4305418 S 23,432.93 Administration Ceridian Net Pay - Pay Period 4
$ 10,054.92 Administration Ceridian Receiver General - Pay Period 4
$ 224.15 Administration Ceridian Service Charges - Pay Period 4
$ 3,266.4; Administration RRSP Contribution - Pay Period 4
$ 710.26 $ 37,688.67 Administration Union Dues - February 2018
24339 NorthwesTel Inc. $ 405.04 Fire Department fire alarm analog loop $ 86.i6 $ 491.20 Water and Sewer Radio loop
24340 Mike Salvisberg $ 8,400.00 fire Smart Replacement of Chq #24324 to Mike’s firewood
24341 ATCO Electric Yukon $ 224.94 Recycle Centre Electricity - february billing
$ 8,145.59 Water and Sewer Electricity - february billing
$ 6,043.57 Arena Electricity - february billing
$ 249.56 fire Department Electricity - february billing
$ 1.87 Community Hall Electricity - February billing
$ 569.38 Public Works Electricity - february billing
$ 70.82 Pool Electricity - February billing
$ 612.43 Convention Centre Electricity - february billing
$ 612.42 Administration Electricity - February billing
$ 105.37 $ 16,778.95 Landfill Electricity - February billing
24342 Petty Cash - Donna Istchenko $ 76.76 Administration Stamps and Service Canada mass mailer
24343 David Hatherley $ 542.75 Water and Sewer Travel expenses for Water Treatment Level 2 $ 467.35 $ 1,010.10 Water and Sewer Travel expenses for Wastewater Collection Level i and 2
24344 Collin Kallio $ 639.55 Water and Sewer Travel expenses for Wastewater Collection Level 1 and 2
24345 Evelyn Koh $ 1,629.11 Legislative Council honoraria January - February 2018
24346 Michael Riseborough $ 513.45 Legislative Mayor honoraria February 2018 $ 750.00 $ 1,263.45 Administration Annual licence fee for AuroraLite II (Asset Management)
24347 Malcolm Cairnie $ 300.00 fire Department Reissue of stale-dated cheque #23891
2434$ F rank Parent $ 225.00 fire Department Reissue of stale-dated cheque #23899
* Denotes an item not directly funded by tile Village **GraJIt funded Municipal Accounts Payable to February 28, 2018
24349 15042 Yukon Inc. $ 801.11 Administration Cleaning - January 2018
$ 737.38 Mezzanine Cleaning - January 2018
$ 2,007.46 Convention Centre Cleaning and laundry - January 2018
$ 145.66 $ 3,691.61 fire Department Cleaning - January 2018
24350 Ajax Steel Limited $ 15.46 Public Works Safety glasses $ 14.38 S 29.84 Public Works Slow moving vehicle sign
24351 ATCO Electric Yukon $ 156.64 Roads and Streets Decorative lights - february billing (equal payment plan)
S 2,429.10 $ 2,585.74 Roads and Streets Street lights - february billing (equal payment plan)
24352 Bell Mobility Inc. $ 129.00 Public Works Cell phones - february billing
5 35.20 Landfill Cell phones - february billing
$ 90.00 Water and Sewer Cell phones - february billing
$ 50.00 Legislative Cell phones - february billing
$ 15.06 $ 319.26 GST Cell phones - february billing
24353 Big Bud Contracting $ 1,747.20 Recycle Centre Recycle pickup for the month of February 2018
24354 Black Press Group Ltd. $ 245.70 Administration RfP for OCP ad in Yukon News
24355 Corix Control Solutions LP $ 1,274.70 Water and Sewer Analyzer block for water treatment
24356 Dalex Auto Services Ltd. $ 918.75 Administration 75 Anniversary Alaska Highway calendars
24357 Home Hardware $ 167.33 Landfill and Recycle Primer and paint rollers $ 69.26 $ 236.59 Arena Lithium batteries
24358 Integraphics Ltd. $ 672.00 fire Department Emergency Services sign
24359 Jacobs Industries Limited $ 434.70 Water and Sewer C02 $ 434.70 $ 869.40 Water and Sewer C02
24360 Locksmith Services Ltd. $ 156.98 Arena Copies of new keys
24361 NAPA Whitehorse $ 184.74 Public Works Oil change and fluid top-up
24362 Parkland Industries $ 3,000.27 Public Works Gas and diesel - January 2018
24363 Receiver General of Canada $ 164.00 fire Department Radio licensing fees $ io6.oo $ 270.00 Water and Sewer Radio licensing fees
* Denotes an item not directly funded by the Village **Grant funded Municipal Accounts Payable to February 28, 2018
24364 St. Elias Chamber of Commerce $ 100.00 Administration Annual dues
24365 Total Fire Protection Services Ltd. $ 42.00 Public Works Supply vehicle bracket $ 276.99 $ 318.99 Fire Department Fire extinguisher recharges
24366 Willow Printers Ltd. $ 914.55 Administration Purchase Order books
24367 Yukon Service Supply Company $ Water and Sewer Hypochlorite
Municipal Accounts Payable $
Adopted on Motion#______
Mayor CÁO______
* Denotes an item not directly funded by the Village **Grant funded REQUESTFOR MOTION
TO: Mayor and Council
REPORT DATE February 26th, 2018
TARGET DECISION DATE February 2gth, 2018
FROM: Cathy Clarke, CAC
RE: Motion to approve reissue of OCP RFP
Whereas we have only received one proposal for the OCP/Zoning Bylaw and mapping update, and
Whereas the submission is inadequate for our needs, and
Whereas we have been told that a larger budget may draw more applicants, and
Whereas we will target this RFP
Now let it be resolved that Council approve the reissue of a targeted OCP RFP.
Attachments: none REQUESTFOR MOTION
TO: Mayor and Council
REPORT DATE February 26th, 2018
TARGETDECISIONDATE February 28th, 2018
FROM: Cathy Clarke, CAO
RE: Motion to approve the installation of satellite television at the arena.
Whereas many users have expressed interest in having Ws in the arena for sporting events, and
Whereas this would also provide activity for the young people who use the arena as a gathering place, and Whereas this would be minimal cost to the Village and can fit into the existing Arena budget, Now let it be resolved that Council approve the installation of satellite television at the arena.
Attachments: letter of request from Arena supervisor, Rob McPhie Rob McPhie Box5421 Haines Junction, Yukon YOB1LO 587-298-2752
To Kathy/Council
Over the past two seasons working at the BillBrewster arena I have noticed a high demand from the public and youth to install satellite television. Many parents who attend functions for their kids at the arena have expressed interest in having fl’s so they don’t miss sporting events such as curling and hockey. Not only have the adults requested this but also a lot of youth have as well. We generally get about 6 to 7 kids who hang out at the rink every night of the week. Unfortunately we don’t have anything to offer them except skating. The youth don’t really have a safe, warm, welcoming place to go in our community. Ithink by offering them some sporting events on TVand a friendly, comfortable, learning space at the arena we could do a lot of good for them. Our signs outside say we are a ‘recreation facility’ not just an arena. Ifeel we owe it to the youth to go above and beyond for them. The satellite dish its self is $150 from Ericselectronic. The receiver would be supplied by the user groups renting the rink or Iwould bring mine over. The monthly payments for programming would be absolutely no cost to the town. The idea is to have two televisions upstairs in the mezzanine and two in the arena lobby. We have had a few people come forward that would liketo donate televisions but id liketo approach the lions club and see ifthey would donate a few. Ifthe lions are unable to assist us we would be looking at around $240 ish per TV.It’s a very small investment for our community. The television will in no way effect the day to day operations or the staff’s quality of work we provide. Alltelevision will be controlled and monitored by arena staff.
Thanks for your time and I look forward to hearing back from you.
Sincerely,
Rob McPhie Sylvania SLED3215A 32-Inch LED RD Television: Amazon.ca: Electronics Page 1 of7
Electronics 30 inch tv Try Prime
Deliverto Shop by EN Hello Sign in Try Wish 0 calgary Department Your Store Deals Store Gift Cards Your Account Prime List Cart
Electronics Deals Best Sellers TV &Video Camera & Photo Computers &Tablets Cell Phones &Accessories Home Audio &Theatre Car Electronics
Back to search results for 3O inch tv’
Share SyLvania SLED32J5A 32-Inch LED HD TeLevision Buy new: CDN$199.99 by Sylvania 549 customer reviews Quantity: 7 answered questions I 100
Price: CDN$199.99 & FREEShipping. Details D Include 3-Year Warranty for In Stock. CDN$ 26.00 Want it Thursday, January 25? Order it in the next 3 hours and 18 Include 2-Year Warranty for minutes and choose Two-Day Shipping at checkout. CDN$ 19.00 Ships from and sold by Amazon.ca. Gift-wrap available.
CDN$ 179.99 AddtoCart 2 new from CDN$ 199.99 2 used from I
Size :32-Inch Turn on 1-Clickordering 32-Inch 40-Inch 50-Inch Click to open expanded view Deliver to calgary tic Style: Tetevision
TeLevision w/ Roku & HDMItable w/ Roku Stick Buy used: CDN$179.99
• 32-Inch LEDHDTV
• Ultra Slim Bezel • Connections: lx HDMI,VGA,YPbPr, Coax, AVAudio/Video, PC Add to Wish List Audio Earphone, RE
• Ultra Slim Bezel
• Full Function Remote Control Includes Compare Offers on Amazon
Ships in Original Packaging: 4 used & new from CDN$179.99 This item’s packaging may indicate what is inside. To cover it, select Add Gift Options on the checkout page.
Amazon’s Choice
Amazon 5 taking the guesswork out of SONY finding products to fit your needs Sony Id XBR55X900E 4K Ultra HD Smart Frequently bought together Sony XBR55X900E55-Inch 4K HDRUltra NDTV(2017 Model) 57 Total price: CDN$ 249.97 CDN$ 1,598.00 ‘prime [Add both to] Adfeedback
This item: Sylvania SLED32J5A 32-Inch LEDHDTelevision CDN$ 199.99 Roku Stick Streaming Media Player 3600CA (2016 Model) CDN$49.98
Sponsored products related to this item (What’s this?)
$ https://www.amazon.calSylvania-SLED32 15A-32-Inch-LED-Televisionldp/B0 14IUT2CO... 1/23/201 REQUESTFOR MOTION
TO: Mayor and Council
REPORT DATE February 26th, 2018
TARGET DECISIONDATE February 28th, 2018
FROM: Cathy Clarke, CAO
RE: Motion to reappoint KariJohnston and Sharmane Jones to the CPRCommittee until June 2018 for the purpose of completing existing responsibilities such as the Lotteries Funding process.
Whereas CRGprocess is not yet complete, and
Whereas the CPRcommittee has responsibilities our constituents rely on continuing until the final committee structure for the Village is decided,
Now let it be resolved that Council reappoint KariJohnston and Sharmane Jones to the CPR Committee until June 2018 for the purpose of completing existing responsibilities such as the Lotteries funding process.
Attachments: none REQUESTFOR MOTION
TO: Mayor and Council
REPORT DATE February 26th, 2018
TARGET DECISIONDATE February 28th, 2018
FROM: Cathy Clarke, CAO
RE: Motion to grant Yukon Bluegrass Music Society rent exemption for the Bluegrass Festival June 8-10, 2018 and a special permit for overnight camping on the convention center grounds.
Whereas the Bluegrass Festival has a long history of providing entertainment for the region, and
Whereas the Festival has proven itself as a draw to visitors from many areas to Haines Junction, and
Whereas the organizers require onsite camping to organize and execute a first class festival, Now let it be resolved that Council Yukon Bluegrass Music Society rent exemption for the Bluegrass Festival June 8-10, 2018 and a special permit for overnight camping on the Convention center grounds. Attachments: email request from Yukon Bluegrass Music Society Administrative Assistant
From: [email protected] Sent: February-18-18 12:39 PM To: [email protected] Subject: 2018 Kluane Mountain Bluegrass Festival
Hi Noelle,
I hope the winter is going well. Ithink I never formally asked about this year’s festival!
We would like to book St EliasConvention Centre and mezzanine for the bluegrass festival 8, 9, 10 June 2018.
We also would like to apply for the special permit for overnight camping on the convention centre grounds.
Are there any questions for us, or suggestions for making a good festival even better? We always try to do even better each year, so are open to ideas!
Thanks,
Robbyn Chiles Festival Manager, KMBF President, YBMS
Yukon Bluegrass Music Society P0 Box 120-300 Range Road Whitehorse, YT Y1A5X9 c: (867) 335-0183 [email protected]
Kluane Mountain Bluegrass Festival: Music. Mountains. Magic 8-10 June 2018 www.yukonbluegrass.com
1 From: Bev Buckway [mailto:[email protected]] Sent: February 16, 2018 10:26 AM To: Betty Irwin
AYCDirectors & CAOs,
A number of documents are attached here that relate to the office condo and a lump sum payment. • AYCto Directors-letter • Briefing Note • AYCMortgage Analysis • Condo appraisal
3rd Please enure that your council has an opportuntiy to discuss in preparation for a vote on March As noted in the letter, we would like to hear of any concerns you have shortly after you read the documentation.
Regards Bev Buckway, M PComm Association of Yukon Communities #140 2237 2nd Ave Whitehorse, YTY1A0K7 www.ayc-yk.ca 867-668-4388 “Ido my best to respond to emalls within 24 hours.” ______
Association of Yukon Communities February 16, 2018
Dear AYCDirectors,
I write today with a matter of some urgency. The Executive requested an analysis of a lump sum mortgage payment for the AYCoffice condo, which we received this week. The document is attached, along with the Realtor’s Appraisal. #140-2237 2nd Avenue Whitehorse, YukonCanada Y1A0K7 At the Executive meeting this morning, a motion was duly made and seconded to encourage AYCBoard members to support Scenario #1 at the upcoming Phone: ($67) 668-4388 March 3rd board meeting. Ifthe Board is in agreement, two steps are needed. Fax: ($67) 668-7574 E-Mail: ayced©northwestetnet Website: www.ayc-yk.ca First, the Reserve Fund Policy needs to be changed, and then a motion to expend funds is required. A Briefing Note is attached with further explanations and wording. President
Councillor Diana Rogerson . . The executive requested that this information be sent out today, in order that 1st Vice President you have time to discuss this at you council table and come prepared to vote Mayor Michael Riseborough on this matter on March 3td 2nd Vice President MayorLee Bodie We welcome your questions, and recommend you contact us immediately if Past President you have any concerns. Mayor Wayne Potoroka
Executive Director Regards 5ev Buckway -
Manager of Operations Laura Eby
Members of: 5ev Buckway Executive Director r Member Attached: -AYCBriefing Note (Mortgage Renewal) FCM -Vector Research Analysis Report -Realtor’s Appraisal YUKON V CHAMIIEROF COMMERCE AYCBriefing Note [Mortgage Renewal]
Subject: Mortgage renewal December 2018
Issue: Mortgage renewal is due in December 2018. AYCis in a position to make a lump sum deposit on the principal, thus reducing significant interest payments over the coming years. A policy change to the AYCFinancial Reserves Policy (Policy3.9) would be required. It is prudent to address this at the March meeting with the current Directors.
Background: The Executive directed that Paul Kishchuk of Vector Research provide a professional analysis of the pros and cons of paying down the mortgage, and that staff obtain a realtor’s appraisal (attached separately).
Analysis/Discussion: Mr. Kishchuk’sreport recommends paying a lump sum in December, and then reimbursing the Contingency and Permanent funds.
Recommendation (Optional): 1. To allow access to the funds, the clause below from the AYCFinancial Reserves Policy (Policy3.9) would be changed as follows
“AYCPermanent Fund. Created in May 1995 (Board motion 95-14) as a start towards AYCbecoming self-sufficient through a return on investments from this fund. AYC would not may access the principal in this fund for a lump sum payment on the mortgage. Growth is required”); and to change the following clause
“The Board of Directors may, by ordinary resolution, authorize the expenditure of funds from the appropriate reserve fund for purposes appropriate to the reserve fund.” except for the principal in the AYCPermanent Fund.”
2. The recommendation is to approve scenario # 1 in the Vector Research Alternatives Analysis of a Lump Sum Mortgage payment for AYCOffice Condo, dated February 14, 2018 with the following motions
Motion That AYCwithdraws $118,899 from the Permanent Fund and $28,344 from the Contingency Reserve to pay out the remaining mortgage balance of $147,243 on December 12, 2018.
Furthermore, Motion That monthly payments of $1,200 are to continue, first paid into the Contingency Reserve until such payments total $28,244. Monthly payments
1 of $1,200 will then be paid into the Permanent Fund until such time as AYCdirects the monthly payments to cease or be redirected into another reserve.
Municipal Sponsor: AYCstaff
Date and Version: February 16, 2018
2 VEforResearch www.vectorresearch.ca 203 —307HawkinsStreet Whitehorse,YukonY1A1X5(867)668-3164
14 February 2018
Bev Buckway, Executive Director Association of Yukon Communities 140 -2237 2nd Ave Whitehorse, YT YiA oK7
Alternatives Analysis of a Lump Sum Mortgage Payment for AYCOffice Condo
This memo presents the findings ofan alternatives analysis which compares four lump sum payment scenarios and identifies the financial implications of each scenario. The memo is intended to facilitate discussion by the AYCBoard of Directors on whetherto make a lump sum mortgage payment in December 2018 and, if required, amend AYC’sFinancial Reserves Policy.
The Association of Yukon Communities purchased Condo Unit io at Waterfront Station (Whitehorse Condo Corp. No. 19$) on 20 November 2013 for $393,372. A down payment of $217,872 was applied to the purchase price and a business loan was negotiated with RBCfor the remaining balance of $175,500 for a five-year term at 5.36% interest. Monthly loan payments are approximately $1,195. Condo Unit 140 was appraised on 29 November 2017 and valued at $366,000.
The projected balance outstanding atthe 12 December 2018 loan renewal date is $147,243. The terms of the RBCbusiness loan allow for a lump sum payment on the renewal date. The size of the lump sum payment can range from zero dollars to the full amount of the projected balance outstanding ($147,243). AYCcurrently holds significant financial reserves that could be used to make a lump sum payment on the condo mortgage:
• Permanent Fund: $118,899 (at 6 November 2017) • Contingency Reserve: $112,926 (at 6 November 2017)
The four lump sum payment scenarios considered in the analysis include:
1. $147,243: combination payment from Contingency Reserve and Permanent Fund; 2. $118,899: full amount in Permanent Fund; 3. 5112,926: full amount in Contingency Reserve; and, 4. $0.00: no prepayment (base case).
Lump Sum Mortgage Payment Analysis ______
The results of the alternatives analysis are presented in the chart below. The analysis considers both a) the effects of making a lump sum payment on total loan interest from 2019 to 2033, and b) forgone interest income earned on reserve holdings at ;.6% interest. The analysis assumes that the business loan interest rate of 5.36% will remain the same over the remaining mortgage term from 2019 to 2033.
AYCLump Sum Mortgage Payment Scenarios Loan Interest ($000’s) Scenano Year o2018 _jotal Loan Interest = 543.0 2018 2019 2020 2021 Lump Sum Payment 5147K 2022 (combined Permanent Fund and contingency Reserve) 2025 2026 C 2019 to 2033 2027 Total Loan Interest = 50.7 2028 Loan Interest Saved = 565.9 2029 Forgone Investment Income (@1.6%)= $36.6 2030 I 2031 Net Loan Interest Saved= 537.3 2032 1 2033 2014 2015 2014to2016 2016 2017 Total Loan Interest = 543.0 2018 2019 2020 2021 2022 Lump Sum Payment = 5119K 2023 (Permanent Fund) 2024 2025 2019to2033 2026 ( 2027 Total Loan Interest 52.3 2028 Loan Interest Saved = $64.3 2029 Forgone Investment Income (@1.6%)= $28.1 2030 Net Loan Interest Saved= $31.9 2031 2032 2033 2014 2015 2014 to 2018 2016 2017 Total Loan Interest = 543.0 2018 2019 2020 2021 2022 Lump Sum Payment = 5113K 2023 (contingency Reserve) 2024 2025 2033 2026 ( 2019 to 2027 Total Loan Interest $3.0 2028 Loan Interest Saved 563.5 2029 Forgone Investment Income (@1.6%)= $29.5 I 2030 Net Loan Interest Saved= $31.1 2031 2032 2033 2014 2015 2014 to 2018 2016 Total Loan Interest = $43.0 2017 2016 2019 2020 2021 -- 2022 Lump Sum Payment 50 2023 (Base Case) 2024 — 2025 2026 -— II — ( 2019 to 2033 2027 II Total Loan Interest $66.5 — I 2028 Interest Saved = 50.0 2029 — Loan Forgone Investment Income (@16%) = 50.0 2030 I 2031 Net Loan Interest Saved= $0.0 2032 2033 OK 1K 2K 3K 4K 5K 6K 7K 8K 9K dollars
Lump Sum Mortgage Payment Analysis 2 The table below presents the value of the net loan interest saved for each of the four scenarios:
Net Loan Interest Saved a. Combination payment ($147,243) $37,300 2. Full amount in Permanent Fund (sai8,8gg) $31,900 3. Full amount in Contingency Reserve (5112,926) 531,100 4. No prepayment (base case) so
As the assumed interest rate on the business loan over the 2019 to 2033 time period (5.36%)is higher than the assumed interest rate used to calculate investment income earned on the reserve holdings (1.6%), the loan interest saved exceeds the investment income forgone in scenarios one, two and three. No interest is saved in the base case scenario as no lump sum payment is made. The larger the lump sum payment, the greater the value of net loan interest saved. The financial implications of scenarios one, two and three are clearly positive.
Access to the Permanent Fund principal, however, is restricted by AYCFinancial Reserves Policy. As such, implementing either scenario one ortwo would require an amendment to the AYCFinancial Reserves Policy. Under current Policy provisions, AYCmay not access the principal in the Permanent Fund as Bank of Canada Overnight Interest Rate the fund is intended to help AYCbecome 150% financially “self-sufficient through a return on investments.” Historic low interest rates have 1 25% meant, however, that very little income has been
1 00% earned in the Permanent Fund over the last several years. o75%
The Bank of Canada has increased the overnight 050% rate by 0.25% three times within the last eight months for a total increase of 0.75%. The 025% combined increases in the overnight rate send a 000% strong signal that interest rates will increase across J, r- — the board in the future.
Source: hhps:/jwww.bankolcanada co/core.tunctions/monetary-policy/kevlnterest-rate/ While it is true that funds in all AYCreserves will now earn a higher rate of return, it is also true that the interest rate on AYC’sbusiness loan with RBCwill also be higher on the 12 December 2018 loan renewal date. The interest rate spread between the interest rate applied to AYCreserves and the business loan interest rate is currently 3.76% (5.36% minus i.6%). The interest rate spread is not expected to narrow with future interest rate increases. As a result, the net loan interest saved as calculated above is not expected to diminish as interest rates rise.
Lump Sum Mortgage Payment Analysis 3 With a combined Permanent Fund and Contingency Reserve balance of $231,825, AYCis in a unique position to essentially “hold its own mortgage” on the outstanding condo loan balance. As such, it is recommended that AYCimplement scenario one and maximize the amount of loan interest saved ($37,300) by drawing $118,899 from the Permanent Fund and $28,344 from the Contingency Reserve to pay out the remaining mortgage balance of 5147,243 on 12 December 2018.
Monthly payments of $1,195 are to continue, paid first into the Contingency Reserve until such payments total $28,344 plus interest at 1.6%. Monthly payments of si,ags are then to be paid into the Permanent Fund in perpetuity or until such time as AYCdecides to direct the monthly payments to another fund. This first recommendation is intended to uphold the original intent of the Permanent Fund, namely, to help AYCbecome financially “self-sufficient through a return on investments.”
It is further recommended that AYC’sFinancial Reserves Policy be amended to allow for the Permanent Fund to serve as the mortgagee (the mortgage holder) for the outstanding mortgage balance. The amendment is to be conditional on AYC’sequity in Condo Unit 140 exceeding the current level of Permanent Fund holdings. At the current appraised value of 5366,000, AYC’sequity in Condo Unit 140 is estimated to be $218,757 ($366,000 minus 5147,243). As AYC’sequity in the condo exceeds the current value of Permanent Fund holdings by 599,858 (5218,757 minus 5118,899), the equity condition is currently non-binding.
This second recommendation is intended to fulfill the spirit of the ‘995 AYCresolution establishing the Permanent Fund, specifically that “investments should be in insured securities no riskier than those that the Yukon Financial Administration Act allows the Yukon Government to invest its excess funds in.”
Paul Kishchuk, MA paulvectorresearch.ca
Lump Sum Mortgage Payment Analysis 4
(5aleg”Representative ,/
--
To
Sincerel
Communities
Coidwell property,
Redwood
Maril)1ah I
Re: November
REDWOOD
140
have
Whom
Unit
Waterfront
been
Banker
140
my
Realty
It
29,
asked
May
opinion
REALTY
which
WCCU198
2017
Station,
Concern
to
is
prepare
of
approximately
value
Whitehorse,
a
Is
valuation
THREE
Each
$92
Yukon
OlIice
HUNDRED
of
square
Is
the
Independenlly
condominium
feet.
SIXTY
After
Owned
SIX
THOUSAND
using
and
unit
Operaled.
a
for
comparable
the
DOLLARS
Association
approach
($366,000),
of
Yukon
to
FAX:
valuing
t57
7’22 the Administrative Assistant
From: Laura
Hi to all Elected Officials and CAO’s,
Attached please find the registration form for the AGM in Dawson May 10-13/18. NEW this year we now accept visa/mastercard/debit © You can also find the registration on our website http://www.ayc-yk.ca/
Reminder: Resolutions and award nominations are due March 23/18
Don’t delay register today ©
Regards,
Laura Eby Manager of Operations 140-2237 2nd Ave Whitehorse, Yukon Y1AOK7 Phone 867.668.4388 Fax 867.668.7574
1 Administrative Assistant
From: Laura
Hi to all Elected Officials and CAO’s,
Attached please find the draft AYCAGM and conference program, you can also find it on our website at htt p://www. ayc-yk ca/ Please note, new this year we now take visa/mastercard and debit. Also new this year is all beverages at the evening festivities will be a cash bar.
Have a great long weekend!
Regards,
Laura Eby Manager of Operations 140-2237 2nd Ave Whitehorse, Yukon Y1AOK7 Phone 867.668.4388 Fax 867.668.7574
1 Association of Yukon Comm unities 43rd Annual General Meeting & Conference Program Tr’ondëk Hwëch’in Community Hall City of Dawson, Yukon May 10-13, 2018 AGM and Conference Program
Thursday May 10, 2018
1:00 pm — 4:00 pm Administrators’ Forum — Chair CAODawson — Dawson Council Chambers
6:00 pm — 8:00 pm Opening Meet and Greet and Community Updates — Klondike Institute of Arts and Culture building (KIAC)
Friday May 11, 2018
8:00 am — 9:00 am Delegate Breakfast — Tr’ondëk Hwëch’in Community Hall
8:00 am — 9:00 am AYCboard meeting — Downtown Hotel Boardroom (breakfast for board members will be served there)
9:15 am —9:45 am Welcoming Ceremony and Speakers-President Diana Rogerson • Premier Sandy Silver-invited • Community Service Minister John Streicker-invited • Mayor Wayne Potoroka • Chief Roberta Joseph-invited
9:45 am — 10:00 am Health Break — Tr’ondèk Hwëch’in Community Hall
10:00 am — 10:30 am Guest Speakers
• Leader of the Official Opposition — Stacey Hassard - invited • Leader of the Third Party—Elizabeth Hansen - invited
10:30 am — 11:00 am Northwestel
11:00 am — 12:00 am Ministers Round Table - Minister John Streicker - invited
12:00 pm — 1:00 pm Lunch- Tr’ondëk Hwëch’in Community Hall Speaker MP Larry Bagnell
1:00 pm - 3:00pm The Magic of Collaboration — Anthony Lindan (Interactive Workshop)
3:00 pm — 3:15 pm Health Break - Tr’ondëk Hwëch’in Community Hall
3:15 pm — 3:45 pm ATCO—JayMassie - Local Renewable Generation 6:00 pm — 7:00 pm Happy Hour — Kiondike Institute of Arts and Culture building (KIAC)
7:00 pm — 11:00 pm Opening Banquet Dinner — Main Hall — Magic Show, Awards and LiveAuction — Guest Speaker Premier Sandy Silver - invited
Saturday May 12, 2018
2:00 am — 9:00 am Delegate Breakfast - Tr’ondëk Hwëch’in Community Hall
9:00 am — 10:30 am Pre-Election and Handbook — Christina Benty
10:30 am — 10:45 am Health Break —Tr’ondëk Hwëch’in Community Hall
10:45 am — 11:15am FCMPresident Jenny Gerbasi-invited
11:lSam-12:00 pm Canadian Municipal Network on Crime Prevention — Felix Munger
12:00 pm — 1:00 pm Lunch - Tr’ondëk Hwëch’in Community Hall
1:00pm-1:30 pm Community Energy - Peter Robinson
1:30pm — 2:00 pm Designing Playgrounds for Inclusivity - Michael Rasmussen
2:00pm — 2:30pm Solid Waste — Director Todd Powell-EMR and CAOs
2:30pm —4:00pm Solid Waste Working Group
3:00pm — 3:15pm Health Break - Tr’ondëk Hwëch’in Community Hall
6:00 pm — 7:00 pm Happy Hour — Dawson City Fire hall
7:00 pm — 10:00 pm Host Community Dinner and Silent Auction - Dawson City Fire hall
Sunday May 13, 2018
8:00 am — 9:00 am Delegate Breakfast - Tr’ondëk Hwëch’in Community Hall
9:00 am — 12:00 pm AYCAGM - Tr’ondëk Hwëch’in Community Hall
12:00 pm — 1:00 pm Closing Comments — Lunch to Go Administrative Assistant
From: KatieLamberth
Hi Noelle,
I’m Katie Lamberth, and I’m reaching out to you as a rider on the 2018 Texas 4000 for Cancer team and the
2018 Ozarks Travel Chair. I want to first thank you for the support you’ve given to our organization in the past: hosting the entire 2017 Texas 4000 team! It means a great deal to us to be able to sustain relationships with the communities we pass through each summer, and yours is one of those which we thoroughly enjoyed visiting in 2017.
We’ve just confirmed our 2018 routes, and Haines Junction is part of that plan for all 3 of our routes! We’ll be visiting you on the 62nd day of our ride, Thursday, 8/2/18. It would be wonderful to have you as our host once more, if you’re interested. As a reminder of what acting as a Texas 4000 Host entails, I’m attaching the 2018 Host Information Packet to give you a comprehensive overview. And if you want to know more about me and
Why I Ride with Texas 4000, please take a look at my rider profile here!
I’m looking forward to hearing back from you about whether you would like to be the Haines Junction host for the 77 members of the 2018 Texas 4000 team. Ifyou are interested, I’llgo ahead and send you a Host Survey to fill out so that we can secure our stay. Please feel free to respond to this email or to call the phone number below with any questions you might have!
Thank you, Katie Lamberth (254) 217-0404
2018 Ozarks Travel Committee Texas 4000 for Cancer [email protected]
1 LOTTERIESYUKON
February 9, 2018
Cathy Clarke Village of Haines Junction Box 5339 Haines Junction, YT YOB 1LU Viflageof Halnes Junct
Dear Ms. Clarke:
Re: Lotteries Yukon Funding Program changes
I hope you and everyone at the Village of Haines Junction have had a great start to the New Year.
As you may have heard, Lotteries Yukon is making changes to its funding programs for arts, sport and recreation. These changes are part of a program redesign pilot to test new ways to reduce administrative burden for funding recipients and to enhance accessibility to arts, sport and recreation across Yukon.
The program redesign pilot will run for three years and focuses on the Recreational Projects Program (RPP) and Travel Assistance Program (TAP). There are no changes to the Community Lottery Program (CLP).
Non-profit organizations and groups in your community may benefit from the changes to our funding programs. The RPP is being expanded and will now be known as the Projects Fund with new funding opportunities for small projects (under $2,500) and large projects. Changes to the TAP include an increase in the mileage rate from 10 0/km to 25 01km, an expanded definition of ‘in Yukon’ travel and streamlined reporting requirements.
In making these changes, we are committed to keeping our recipients involved in the process. We will be documenting all feedback for the Yukon Lottery Commission’s review of the program redesign pilot in 2021. Further, we are hosting open-door information sessions in Whitehorse (poster enclosed) and welcome the opportunity to
Supportingart, sport and recreation...oneticket at a time.
101-205 HawkIns Street, Whitehorse, Yukon Y1A1X3 Pt 867.633.7890 F: 867.668.7561 IF: 1.800.661.0555 Iotteriesyukongov.yk.ca www.[afteresyukon.com -2-
speak to you via teleconference or in person about the program redesign. If you have any questions about the program redesign pilot or your CLP funding, please don’t hesitate to phone me at 633-7899 (toll free at 1-800-661-0555) or email me at ksenia.qaspergov.yk.ca. Sincerely, /
Ksenia Casper A/General Manager, Lotteries Yukon
End. LOTTERIESYUKON FUNDINGPROGRAMSINFORMATIONSESSIONS
The Yukon Lottery Commission is piloting changes to its funding programs for arts, sport and recreation in Yukon. The aim of the program redesign pilot is to test new ways to reduce administrative burden for funding recipients and to enhance accessibility to arts, sport and recreation in Yukon. To find out more, we invite you to attend one of eight information sessions at Lotteries Yukon in March 2018:
9:00— 9:00— 9:00— 10:30 AM* 10:30 AM 9:00— 10:30 AM Sports and Open to all 10:30 AM* Open to all Recreation Arts groups groups 2- 3:30 PM* Sports and 2- 3:30 PM* 2- 3:30 PM Recreation 2- 3:30 PM Arts groups Open to all Open to all I groups
Coffee and light snacks will be provided.
*Representatives from our Yukongovernment funding partners (Sports and Recreation Branch, Cultural Services Branch, and Community Development Fund) will be in attendance at some sessions. Callfor details.
For more information, you can also: V visit our website at www.lotteriesyukon.com 1 call us at 633-7890 or toll free within Yukon 1-800-661-0555 V email us at LotteriesYukongov.yk.ca V visit us at 101-205 Hawkins Street, Whitehorse, Yukon