CITY OF MEADOW LAKE
REGULAR COUNCIL MEETING APRIL 13, 2015
7:00 PM
A G E N D A Page
CALL TO ORDER
APPROVE THE AGENDA AS A GUIDELINE FOR THE MEETING
APPROVE THE MINUTES OF THE REGULAR COUNCIL MEETING OF MARCH 23, 2015
BUSINESS ARISING FROM THE MINUTES:
1. None
REPORTS/MINUTES
3 1. City Manager City Manager's Report.pdf
4 - 5 2. Meadow Lake & District Museum & Historical Society Minutes Museum Minutes.pdf
PROCLAMATIONS:
6 - 9 1. "National Public Works Week" - May 17-23, 2015 CPWA Proclamation.pdf
CORRESPONDENCE:
10 1. Saskatchewan Crime Stoppers Crime Stoppers.pdf
11 - 13 2. Northwest Regional Intersectoral Committee NW RIC.pdf
14 - 15 3. Minister of Government Relations Minister of Gov Relations.pdf
16 4. Rob Clarke, Member of Parliament Rob Clarke MP.pdf
17 - 24 5. North of Divide Planning District Commission NODCA.pdf
COUNCIL ENQUIRIES:
OLD BUSINESS:
1. None
NEW BUSINESS:
25 - 28 1. Curling Club Agreement Curling Club Agreement.pdf
29 2. Appointment of City Clerk Replacement Appointment of City Clerk.pdf
30 3. Community Event Permit Request - Meadow Lake Stampede
Page 1 of 30 Association ML Stampede Assoc.pdf
ADJOURN:
Page 2 of 30 City Manager's Report March 23 —April 13, 2015
City Manager The ‘Term’City Manager position to cover my maternity leave has been posted with SaskJobs.ca, SUMA and the Urban Municipal Administrators’ Association. The posting closes on April 30, 2015.
After reviewing the applications received I have commenced negotiations for the Civil Engineering Technologist position to be awarded on a contract basis to a local resident. When the contract is finalized more information will be available.
The posting for the Clerk I position to replace Jessica closed on April 2. We have shortlisted candidates and will be conducting interviews in the next week. The new candidate would start in early May and would have 3 weeks of training from Jessica before she begins her City Clerk training.
As ofthe writing of this report I am still awaiting the Stampede Grandstand report from the structural engineer. 1hope to have it in the next week or so.
City Manager Diana Burton April 8, 2015
Page 3 of 30 w Lake & District Museum & Historical Society err i utes of the Regular Meeting March 3, 2015
This meeting was rescheduled from Feb. 27, 2015 because of weather.
Present: Germaine Danilkewich, John Skopyk, Beatrice Skopyk, Howard Brown, George Freeman, Cecil Midgett, Millie Henderson and President Jack Moffet, and by phone Deputy Mayor and Museum liaison Elaine Yaychuk. Regrets were received from Grace Bowerman and Richard and Gwen Zweifel.
The agenda was accepted as presented on a motion by Jack and seconded by Howard. CD
The MINUTES were read and with the following correction; The contents of the Museum do belong to the City if and when we no longer wish to operate the Museum. Were adopted as read on a motion made by Millie and seconded by Howard. CD
TREASURER’Sreport shows a balance of 12,161.00 at the beginning of the month and an income of $400.00 and an expense of $1154.00 leaving us with $11,407.00 in cash and deposit. With Shares and Equity our total assets are $11,494.00. A complete report is attached to these minutes. Cecil moved her report seconded by Beatrice. CD
Old Business, Business from the minutes, Reports of Committees
Jack suggested we ask the City to liftthe sign on the west side of the building or cut down the trees as they are covering the sign again. Elaine said she would speak on our behalf.
Calendars — 2015 less than 40 left. Beatrice took information to the Bride to see if she could get an estimate on the cost of printing a 2016 calendar. Results will be reported on at next meeting.
We wish the sign from Kelly's Graphics is to have one of these logos in each corner; The Museum logo, a tractor, a spinning wheel and a cart.
Page 4 of 30 Regarding the lighting for the Back Forty —Jack has had no luck contacting anyone at SaskPower regarding installing power poles. Elaine suggested perhaps we need to phone or email P.A. to get an estimate and that perhaps wiring and a plug in would not be covered by Sask Power and would be an extra expense. (We understand that the wires would be underground and the poles would be in the compound itself.)
Cecil reported that at this time she has not been able to find anyone to print the aerial pictures from the negatives of the 1950's Stampede grounds and arena we received from P.A.
Millie presented the Friend of the Museum Certificates which are to be signed by the President and the Secretary. The bills for the picture frames were handed in.
New Business: Beatrice suggested that we consider having a Christmas in January type get—together next year. It was suggested that we consider this at a later date perhaps in conjunction with the appreciation supper.
Howard moved the regular meeting by adjourned.
Page 5 of 30 CityHall
From: SPWA Chapter Administrator
Subject: 2015 National Public Works Week: May 17-23, 2015 — "Community Begins Here" Attachments: National PublicWorks Week — Meadow Lake (201S).pocx.. l Dear Mayor Gary Vidal
Good afternoon.
Please see the attached letter appealing for your support of the 55th National Public Works Week (NPWW).
APWA/CPWA (and more locally, our Chapter the Saskatchewan Public Works Association) is working to raise the profile of public works and considers National Public Works Week as an important opportunity. During NPWW week, municipalities across Canada will participate in public works awareness events and thereby put the men, women, and accomplishments of public works in the spotlight. Our Chapter is hosting a CEU Workshop for water professionals followed by a Young Professionals & Industry Networking Night during NPWW.
As has been the case for the province for the last four years, the SK Chapter has been leading membership growth in North America. l thank you for your consideration of proclaiming this event.
Ifyou have any questions, or require assistance, please contact me.
as.-aummrtlBlJC|H1nK5AS5CKM1ICI!l
eemise5?5kdfCIl/ ilI: Trina Miller SPWA Chapter Administrator P.O. Box 131 Saskatoon, SK S7K 3K4 (306) 232-9300 [email protected] http://Saskatchewan.cpwa.net/
Page 6 of 30 Mayor Gary Vidal City of Meadow Lake Box 610 120 - 1st Street East Meadow Lake, Saskatchewan S9X 1Y5
Re: 2015 National Public Works Week: May 17-23, 2015 "Community Begins Here"
Dear Mr. Mayor:
For 55 years, public works officials in Canada and the United States have celebrated National Public Works Week. This annual observance, which takes place during the third full week in May, is designed to educate the public regarding the importance of our nation's public infrastructure and services. It serves, moreover, as a time to recognize the contributions of public works professionals who, working in the public interest, build, manage and operate these essentials of our communities. The week is organized by the Canadian Public Works Association (CPWA)and the American Public Works Association (APWA)and is being celebrated for its 5S”1year in 2015.
The theme for the 2015 National Public Works Week is ”Community Begins Here.” The theme speaks to the essential nature of public works in providing the basis for communities to thrive and the importance of public works services in support of everyday quality of community life. Without public works, there would be no community.
As a steward of your province’s public interest, we appeal to you to lend your support to our efforts by issuing a proclamation officially recognizing the 2015 National Public Works Week observance, which will occur May 17-23, 2015. Enclosed for your consideration is a draft proclamation. We hope to have all proclamations in our possession by April 15, 2015.
Together, the more than 28,500 members of CPWA and APWAin North America design, build, operate, and maintain the transportation, water supply, sewage and refuse disposal systems, public buildings, and other structures and facilities essential to our economy and way of life. Their dedication and expertise at all levels of government are a capital investment in the growth, development, economic health—and ultimate stability—of the nation, Therefore, we believe it is in the national interest to honor those who devote their lives to its service.
An effective public works program requires the confidence and informed support of all our citizens. To help public works professionals win that confidence and support, it is the mission of CPWA and APWA to promote professional excellence and public awareness through education, advocacy and the exchange of knowledge.
...,....imm 7
Page 7 of 30 Through a variety of public education activities conducted by CPWA,its chapters and individual public works agencies—particularly during National Public Works Week—tens of thousands of adults and children have been shown the importance of the role of public works in society. The program also seeks to enhance the prestige of the professionals, operators and administrators serving in public works positions and to arouse the interest of young people to pursue careers in the field.
We respectfully request that you proclaim the importance of public works to the quality of life in our nation and affirm the contributions of public works professionals.
We will be in contact with you to determine how we can provide assistance to you in issuing and presenting a proclamation. Should you have questions, please contact me by phone at:
Andrew Stevenson President, CPWA Saskatchewan Chapter Manager ATAPInfrastructure Management Ltd. 2225 Northridge Dr. Saskatoon, SK S7L 6X6 Phone: (306) 244-8828 [email protected]
Page 8 of 30 National Public Works Week May 17-23, 2015 ‘CommunityBegins Here”
City of Meadow Lake Proclamation
WHEREAS public works infrastructure, facilities and services are of vital importance to the health, safety and well—beingof the people of this Nation; and
WHEREAS such facilities and services could not be provided without the dedicated efforts of public works professionals, employees, and administrators, representing Federal, provincial, territory, and local units of Government, who are responsible for and must design, build, operate, and maintain the transportation, water supply, wastewater systems, public buildings, and other structures and facilities essential to serve our citizens; and
WHEREAS it is in the public interest for the citizens and civic leaders of this country to gain knowledge of and to maintain a progressive interest in the public works needs and programs of their respective communities;
NOW, THEREFORE,1,Mayor Gary Vidal, do hereby designate the week, May 17-23, 2015, as National Public Works Week; and I urge all our people to join with representatives of governmental agencies in activities and ceremonies designed to pay tribute to our public works engineers and administrators and to recognize the substantial contributions they have made to our national health and welfare,
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City to be affixed,
[SEAL]
By the Mayor
Page 9 of 30 SAS KATC HEWA N SASKATCHEWANCRIME STOPPERS - 6101 DEWDNEYAVENUE (.l’ll|Vll:llllJ)?lllll‘ _ u . ‘. REGINA, SK S4P 3K7 \ : I0PPI- — RI
March 16, 2015
City of Meadow Lake
Box 610, 120 - 1St Street E. Meadow Lake SK S9X 1Y5
Dear Mayor and Council:
Founded in 1987, Saskatchewan Crime Stoppers has been assisting police forces throughout the province in solving crimes, seizing drugs and recovering stolen property. Crime Stoppers is a civilian, non-profit organization that creates safer communities by giving the public a way to anonymously report criminal activity to law enforcement. The success of this program continues to help make our communities safer places to live. In 2014, Saskatchewan Crime Stoppers received 1,100 tips which resulted in 30 arrests, and the recovery of more than $240,000 in property and drugs.
Saskatchewan Crime Stoppers has continually received financial support from urban and rural municipalities through the voluntary sponsorship program. Your financial contribution of any amount up to and including $200 ensures Crime Stoppers can continue an effective program to fight crime. Your support helps Crime Stoppers contribute to getting criminals off our streets, recovering stolen property, and seizing illegal drugs.
Please send your generous contribution by mail to:
Saskatchewan Crime Stoppers 6101 Dewdney Avenue Bag Service 2500 Regina, SK S4P 3K7
Ifyou have any questions, please contact Sean McEachern at [email protected] or 306-525-4394.
Thank you, gDgwa!L____
Sean McEachern President
www.saskcrimestoppers.com Reducingcrime in ourcommunitiesIS everyone’sresponsibility.
Page 10 of 30 zoa....=,=mu._. _ zo..==. 58.. B. N03 H0” 335.. <5”: 2:. 03:8: 5.0:: Emsasmw::-003E_.n.8o 3.. :5 m_u_.:._m_u0_.E:. 202_: won <05. ~=<=um0=8 >32... 2 w_:._=w12.5: 20:0 <=_nm¢ I 233. 00:_:E:Eam: Euoo 3:. I 98 0.5.. >01. 3. “Sm. 9. ¢ -an_m»§:0.: 18.3 _:o_=&=m_.am:m:.w:0:3:: wm.a_omo_,n_m_I..m_._v.0::m:0om ::Q. .25 003 :03 :8 mm_._%Um ._.:o2050 <:_mmoI Z03. 0o:::::_:om: 103:: W<05. 0000_?_:_Q3 m00335:? $000.. :5: i:_%§ 00:8. 0:0 028:8 3.. zocsmo::n:.a=aa 90:. 9.352 m:. <3 3% m0_.< \ I\\.\C.\I\ _Aw_.o:€9.02. 0oo:::m8_, Page 11 of 30 m:_u_u2.=:@1:30: mm..<_om_:.8m..m:o: Emnmmgo»: Cmx9. arm€23 ...o:.=: 2o..:=\ ..o:m<:_mmm- >>m: _. mu.< 22$ O _:=_m2 n022mn 102m Page 12 of 30 zo:.:mE._.m_o 0_:_mDn_ mo". ._.OZ I wmmoamam.0Z_ZZ<._n_ IO". :o_?m__8 wc__w.n.mn_ mc__mmmn_ __ m8~-~8~ OE 525582 :oN.m8~ UE m9s_._:oz d8~.mooN cmaw??mmm m>:mE_oz mumcmu A5mwm.._m__m;uw_%_22 I E N:8. 5 .._o 23 I E H:8. pmgo 26.. I om mm 3 :o_.oo__ooMTN_.oN OE >>Z .m.mo:__$S :.88 CE >>z_u:mcssosss?mm .__w>=mE._oZ :m__um:mO I mzsmmmEm Page 13 of 30 Minister of Legislative Building Government Relations Regina, Saskatchewan S48 0B3 SASKATCHEWAN MAR252015 Hill} Z l} ZE/I5 To: All Mayors/Reeves and Members of Council We RE: 2015 Potential Education Mill Rates Thisis to advise you of the 2015 education mill rates to be levied with respect to every school division and property class for the 2015 taxation year, as follows: Agricultural Property 2.67 mills Residential Property ‘ 5.03 mills Commercial/Industrial 8.28 mills Resource (oil and gas, mines and pipelines) ll.04 mills These rates are pending adoption of an Order in Council as required by legislation. The 2015 education mill rates are the same as in 2014. Municipalities will continue to collect educationproperty taxes (EPT) and remit them directly to school divisions. The revenues will continue to be used for education purposes. As per their constitutional right, separate school divisions may levy EPT and collect from members of the minority faith. Their rates may differ from those set by the province, but the rates must be in the same proportion by property class. - Any minority faith board of education wishing to determine its own levy must pass a bylaw. A board of education of a minority faith school division can only make or repeal a bylaw after a general election. Any minority faith school divisions opting out of the provincial EPT mill rates must send noti?cation oftheir EPT mill rates to the Ministry of Education and all municipalities within their boundaries by May 1. The next opportunity for these minority faith boards of education to revisit this decision is after their general election in October 2016. Adltlree pm. Page 14 of 30 To: All Mayors/Reeves Page 2 If you require additional information,please call the Policy and Program Services Branch at (306) 787-2657. Sincerely, Minister Responsible for First Nations, Métis and Northern Affairs cc: Policy and'Program Services, Government Relations Page 15 of 30 CityHall From: rob.c|arke@par|.gc.ca Sent: March—27—152:14 PM To: rob.clarke@par|.gc.ca Subject: EnablingAccessibility Fund (EAF) Call for Proposals Now Open OTTAWA,ON March 27, 2015 Dear Mayor and Council: I am writing to let you know that applications are now being accepted for the newly launched Enabling Accessibility Fund (EAF)Callfor Proposals. Over 11 million in funding is available through this year's call for proposals. Do you know of a project in our community related to increasing accessibility for children, veterans, or seniors that could benefit from a grant from the Harper Government? Ifso, I encourage you to help me spread the word about our Enabling Accessibility Fund (EAF). Organizations are encouraged to apply for funding for projects that will help improve accessibility in community facilities. And for the first time, municipalities of all sizes have been included as eligible recipients under our priority stream for projects to increase access for children with disabilities (e.g. playgrounds and recreational facilities). Proposals can involve a wide variety of projects; however, in addition to our focus on children; priority will be given to enhancing access for veterans with disabilities or seniors with disabilities. Since 2007, over 1,800 projects have been awarded EAFfunding helping thousands of Canadians gain better access not only to programs and services in their communities, but to their workplaces as well. We make these investments because we recognize that people of all abilities make important contributions to our communities and workplaces every day. So please, help me spread the word. This is an excellent opportunity to make a difference in our community. Application information is available on Employment and Social Development Canada's website at http://www.esdc.gc.ca/eng/disability/eaf/. The deadline for application submissions is April 27, 2015. Please don't hesitate to contact me if you have any further questions. Yours sincerely, Rob Clarke, Member of Parliament Desnethé—Missinippi—Churchill River Page 16 of 30 REQUEST FOR DECISION Report To: Mayor and Council From: City Manager Subject: North of Divide Planning District Commission Meeting: Regular Meeting Meeting Date: April 13, 2015 RECOMMENDATION: “THAT, a letter be sent to the North of Divide Planning District Commission indicating the City of Meadow Lake: 1. Will not be partaking in the Bylaw Enforcement Program; 2. Would like a breakdown of all anticipated costs for the Emergency Mutual Aid group before committing to any initial funding; 3. Is not in favour of requesting Crosby Hanna 8» Associates to amend the North of Divide District Plan nor using a portion of the 55 West contribution to pay for it." KEY ISSUE(S)/ CONCEPTS DEFINED: 1. With reference to bylaw enforcement, the City of Meadow Lake has indicated to the North of Divide we have a bylaw enforcement officer and do not require additional services. 2. An agreement was signed recently for emergency mutual aid. The cost share amount previously discussed was approximately $500.00 per municipality. However, there have also been discussions about setting up a trailer with equipment that would be able to be used by all municipalities and having a consultant draw up a manual, we have not been provided with these costs. 3. The District Plan was designed to allow the smaller municipalities to refer to it as their own official community plan so they would not have to go to the expense of having their own plans in place. The District Plan has very little content relating to the City as The City of Meadow Lake will have its own official community plan. RESPONSE OPTIONS: 1. If the other communities wish to have Crosby Hanna 85 Associates complete their plans as outlined in their proposal, they may do so at their own expense. IMPLICATIONS OF RECOMMENDATION ORGANIZATIONAL: If the municipalities use the District Plan as their own official community plan, any aniendments to the plan will have to be passed as a bylaw by a_l_1the participating municipalities. This has been known from the beginning of this project. Page 17 of 30 If the municipalities have their own official community plans put in place, then the current District Plan will have revisions, as all the individual municipality mapping and specific size references Would be removed. Those communities who have completed all three readings would have to rescind the third reading and go through the public hearing process again to review the changes. FINANCIAL: 1. The Emergency Mutual Aid costs are minimal if it remains at approximately $500.00. 2. The proposal from Crosby Hanna 85 Associates would be an additional expense to those communities who would use their services. If a portion of the 55 West contribution ($12,327) is used, then this money would not be available for other projects. Attachments: - North of Divide Planning District Commission 0 Crosby Hanna 81.Associates proposal RESPECTFULLY SUBMITTED: Diana Burton City Manager April 10, 2015 Page 18 of 30 O2Apr‘l501:22p North Of Divide/Dorintosh 3062365161 NORTH OF DIVIDEPLANNINGDISTRICT/',—COMM| Phone: (306)435-5167 7,SSlON Po, Box 187 Fax: (306)236-5161 T ; .1 _/E /-«*’~’{""*-\‘.\__//’~ Durintosh, Sask, Email: nodca sasktel.net ‘L““:“d::"3"""" Q‘ SOM OTC March 31, 2015 City of Meadow Lake 120 — 1“ Street East Meadow Lake, SK 59X 1Y5 City of Meadow Lake Council, The North of Divide Planning District Commission is putting together a Budget for 2015. Please advise on the following: 1. Does Council wish to partake in the North of Divide Planning District Commission Bylaw Enforcement Program? Would you like to see the contract NODCAhas with Commissionaires extended for another six months? Does Council wish to partake in the Emergency Mutual Aid Group? Would you agree to split the costs equally amongst the other participating communities? would Council agree to the following resolution? ”To request Crosby and Hannah to do a proposal to amend the North of Divide District Plan” Would Council entertain paying a portion ofthis cost or using some of the 55 West Contribution to pay for It? Since rely, 5: ‘\~., D "‘<§\ To‘-;ta?'smi-tn North of Divide Planning District Commission Page 19 of 30 CROSBY 407 151Avenue North Saskatoon SK S7K1X5 & sasl<:|toon@crosbyhannaca LANDSCAPEARCHITECTURE T (306) 555-3441 COMMUNITY PLANNING F (306) 6529613 April 6, 2015 Jo Ann Smith North of Divide Community Association 307 Main Street East, PO Box 187 Dorintosh, SK SOM OTO Email: [email protected] RE: Bvlaw Preparation for the North of Divide Planning District Dear Jo Ann, Further to our Meeting on March l9‘h,2015, we are pleasedto submit our proposal to work with you on the above—notedproject. We understand that the primary intent of this project is to prepare a high—leVel District Official Community Plan for the North of Divide Planning District (NODPD), including new maps, as well as individual Official Community Plans for the following urban municipalities: - Village of Pierceland; - Village of Goodsoil; - Village of Dorintosh; and, - Village of Loon Lake Crosby Hanna & Associates (CHA) specializes in rural and urban community plaiming. The firm was responsible for the successful preparation and implementation of OCPs and Zoning Bylaws for the RM of Humboldt, the City of Humboldt, the Town of Outlook, the RM of Rudy, the City of North Battleford, the City of Yorkton (?nalizing project), the RM of Lakeland (now the District of Lakeland), the Lloydrninster Planning District, the Prince Albert Planning District, the Town of Lumsden, and the RM of Lumsden where rural and urban plarminginterests, as well as joint planning interests, challenges and goals were integral components of the plans. Within our internal planning section combined with our sub—consultantswe are proud to say that we have over 100 years of combined professional experience and two of our key team members spent considerable time earlier in their careers working for the Community Planning Branch of Government Relations. One other team member was the Director of Planning for the R.M. of Corrnan Park and the Manager of Zoning and Development Review at the City of Saskatoon. CHA also provides regular, ongoing professional planning support to approximately 40 rural and urban municipalities in Saskatchewan and by virtue of this, is constantly updating its library of planning policies and zoning standards to address current development conditions and rapidly evolving economic conditions in the Province (e.g. garden suites, granny suites, mixed use provisions, local food policy, Statements of Provincial Interest, servicing agreements, development appeals,the calculation of off»site servicing fees and development levies, and zoning enforcement). Page 20 of 30 1 CROSBYHANNA8:ASSOCIATES Crosby Hanna & Associates offer a wide range of planning, landscape architecture,and enviromnental design services. With more than 100 years of combined Saskatchewan professional planning experience, Crosby Hanna & Associates is committed to an interdisciplinary consulting approach, to interaction with identi?ed interests, and to implementable project resolution. Key project experience, taken from a broad base of work, includes: - City of Yorkton Of?cial Community Plan and Zoning Bylaw - Prince Albert Planning District Official Community Plan - Town of Rosthem Of?cial Community Plan and Zoning Bylaw - Lloydminster Planning District Official Community Plan and Zoning Bylaw - RM of Wilton Official Community Plan and Zoning Bylaw - RM of Hillsdale Official Community Plan and Zoning Bylaw - RM of Loon Lake Official Community Plan and Zoning Bylaw - Town of Spiritwood Of?cial Community Plan and Zoning Bylaw - Town of Outlook Of?cial Community Plan and Zoning Bylaw - Town of Lumsden Official Community Plan and Zoning Bylaw - RM of Rudy Official Community Plan and Zoning Bylaw - RM of Lakeland Development Plan and Zoning Bylaw - RM of Meadow Lake Official Community Plan and Zoning Bylaw - Tisdale Planning District Official Community Plan and Zoning Bylaw - Prince Albert South Industrial Feasibility Study and Concept Plan - Registered Professional Planner for the following approving authorities: North Battleford, Swift Current and Lloydminster 2 PROPOSEDWORKPROGRAM We propose to undertake this task in a straightforward, practical manner that will take less time and resources than what is typically required for the developmentof a District Official Community Plan and individual Official Community Plans for the identi?ed urban municipalities. We have included a few optional steps in the process for NODCA to consider. The brief work program we propose to follow is outlined as follows: - Develop Draft District Official Community Plan (~$4,000.00) - Develop Draft District Of?cial Community Plan Maps (~l,500.00) - Develop Draft Small Urban Official Community Plan and Maps (~$l,500.00) - Meeting #1 Villages of Pierceland, Goodsoil, Dorintosh and Loon Lake to discuss Official Community Plan speci?cs (Jim Walters and Leanne DeLong attend meeting) (~$3,000.00) - Develop Draft Official Community Plan for the Village of Pierceland (~$2,000.00) - Develop Draft Official Community Plan for the Village of Goodsoil (~$2,000.00) - Develop Draft Official Community Plan for the Village of Dorintosh (~$2,000.00) - Develop Draft Official Community Plan for the Village of Loon Lake (~$2,000.00) - Review all Draft Bylaws with NODCA (~$3,000.00 — Jim Walters and Leanne DeLong attend meeting) - Revise Draft Bylaws pursuant to review and resubmit to NODCA (~$4,000.00) - Submit Bylaws to Province for Review ~ Revise Bylaws based on comments (~$2,500,00) - Print and submit 10 Hard Copies of each Bylaw (~$l,600.00) - Prepare and submit camera ready public notices for all 5 Official Community Plans (~$l,800.00 — Page 21 of 30 Jo Ann Smith April 6, 2015 Page 3 optional) - Attend formal public hearing for amendmentsin Meadow Lake (~$2,300.00 — Jim Walters to attend — optional) In any case we propose to work on atime (i.e. hourly charge—outrates) plus disbursement basis. The above costs (total estimate $33,200.00) are estimates only based on past projects that are similar in scope. If we do the project for less than what it proposed, the District will be charged less that what we have noted above. Additional meetings are charged on a time plus disbursement basis. 2.1 PROPOSEDSCHEDULE It is anticipated, that we would be able to commence work on this project immediately within receiving approval to proceed. We anticipate that the process would take anywhere between 3-6 months to complete, depending on the time it takes the provincial agencies to respond to the referrals. 3 PROPOSEDCONSULTINGTEAM The team we propose to work with you in the provision of advisory services related to your project consists of ?ve key individuals, including two sub—consultants. Other staff at our ?rm would be available if their expertise was required. 3.1 CROSBYHANNA& ASSOCIATES PRINCIPAL PLANNER / PROJECT COORDINATOR Jim Walters, M.C.l.P, R.P.P. Crosby Hanna & Associates As project coordinator,Jim will be responsible for successful completion of the project and will be the primary consultant contact person with the Client. Jim brings 19 years of professional experience to this assignment, including numerous subdivision design and developmentprojects, 2 years at the City of Saskatoon and 5 years with the Community Planning Branch of Saskatchewan Municipal Affairs. Mr. Walters is a registered Professional Planner of Saskatchewan and is the Senior Principal Plarmer in our of?ce. ASSOCIATE PLANNER, MANAGER OF COMJVIUNITY PLANNING Leanne DeLong, M.C.LP., R.P.P. Crosby Hanna & Associates Leanne has been with Crosby Hanna & Associates for eight years and is a full member of the Canadian Institute of Planners and the Saskatchewan Professional Planners Institute. Since starting with Crosby Hanna & Associates, she has played a critical role on the consulting teams for all of our municipal planning bylaw projects. Page 22 of 30 Jo Ann Smith April 6, 2015 Page 4 Leanne is an Associate and the Manager of Community Planning Projects in our office. PROJECT PLANNER Maggie Schwab, M.A. Crosby Hanna & Associates Maggie has been with Crosby Hanna & Associates for over four years and is a provisionalmember of the Canadian Institute of Planners and the Saskatchewan Professional Planners Institute. Since starting with Crosby Hanna & Associates, she has played a critical role on the consulting teams for several successful Comprehensive Development Review projects and several municipal plarming bylaw projects. PROJECT PLANNER Lee Smith, B.Sc. Crosby Hanna & Associates Lee has been with Crosby Hanna & Associatesfor three years and is a provisional member of the Canadian Institute of Planners and the Saskatchewan Professional Planners Institute. Since starting with Crosby Hanna & Associates, he has played a critical role on the consulting teams for the development of several municipal planning bylaw projects and actively helps with day to day bylaw amendments for several municipalities. 3.2 SUBCONSULTANTS PLANNING ADVISOR Trent Good, M.C.I.P. Trent Good was employed as the Director of Community Planning (Saskatoon Region) by the Province of Saskatchewan for more than 20 years. For many years, Trent's focus was on rural planning (ie, within the former Department of Rural Development) and he brings extensive knowledge and experience on such issues as rural zoning and plarming for resort areas. Trent is now enjoying retirement and provides professional support and advisory services to Crosby Hanna & Associates for select projects. PLANNING ADVTSOR Tim Steuart, M.C.I.P., R.P,P. Crosby Hanna & Associates can subcontractMr. Tim Steuart to support and provide advice on select planning projects. Tim recently retired ?om his position of Manager, Development Review from the City of Saskatoon and has practised as a professional planner in Saskatchewan for the past 30 years. Page 23 of 30 Jo Ann Smith April 6,.2015 Page 5 4 ESTIMATEDCONSULTINGCHARGES Based on our conversation, to complete the work program noted above we propose to work on a time and disbursement basis. The following explanatory notes also apply: 1. It is assumed that municipal bylaws and project plans will be provided free of charge. 2. We propose to invoice monthly, based on actual time required to undertake the project based on current hourly charge out rates (see below). 3. Disbursements (e.g. printing, travel, meals) are subject to a 10% administration fee. 4. Hourly charge—outrates are subject to review in January of each year. 5.. GST will be added to consulting charges. 4.1 HOURLYCHARGEOur RATES Jim Walters $180/hr Leanne DeLong $125/hr Maggie Schwab $110/hr Lee Smith $110/hr Subconsultants: Trent Good $165/hr Tim Steuart $165/hr I trust the above provides sufficient information for you to proceed with a decision on retaining our firm. Should you require any additional information, please do not hesitate to contact me. Thank you for considering us; I look forward to hearing from you. Sincerely, Crosby Hanna & Associates % Jim Walters, RPP, MCTP Page 24 of 30 REQUEST FOR DECISION Report To: Mayor and Council From: City Manager Subject: Curling Club Agreement Meeting: Regular Council Meeting Meeting Date: April 13, 2015 RECOMMENDATION: “THAT, the ice plant agreement with the Meadow Lake Curling Club ben renewed for a four year term effective July 1, 2015, and that the rate be set as: o $5,150.00 for the remainder of the 2015 season; $10,454.00 for the 2016 seasons; $10,767.00 for the 2017 seasons; $11,090.00 for the 2018 seasons; and $5,721.00 for the first half of the 2019 season.” KEY ISSUE(S) / CONCEPTS DEFINED: Since 2009, the City has had an agreement with the Meadow Lake Curling Club to share ice plant operating costs. Under this agreement, the Curling Club paid the City $10,000 per year in two installments. This agreement expired July 1, 2014, and the City has carried on under the previous agreement terms, with the Curling Club having paid the first $5,000 installment toward the 2015 ice season. RESPONSE OPTIONS: l. Renew the agreement with the recommended increase. 2. Renew the agreement with no increase. 3. Renew the agreement with a different rate. PREFERRED STRATEGY: It is recommended that the agreement fees be increased in order to help offset rate increases from SaskPower and other operating cost increases. Please note that there was no increase in fees since 2009. Since the Curling Club has already paid the first installment for the past ice season, it is also recommended that the rate increase be applied only to the second half of the season. ALTERNATIVE RECOMMENDATIONS: a. “THAT, the City of Meadow Lake renew the ice plant agreement with the Meadow Lake Curling Club for a four year term effective July 1, 2015, with no increase to the annual rate of$l0,000.” Page 25 of 30 Attachments: - Draft Curling Club Agreement 0 Draft Letter to Curling Club RESPECTFULLY SUBMITTED: Jessica Walters Receptionist/ Facilities Booker April 8, 20 15 Page 26 of 30 THIS AGREEMENT MADE IN DUPLICATE THIS DAY OF APRIL, 2015, BETWEEN: THE CITY OF MEADOWLAKE (hereinafter called “the City”) ' — and- THE MEADOW LAKE CURLING CLUB WHEREAS, the Meadow Lake Curling Club is provided ice plant services by the City and the ice plant facilities are owned and directly controlled by the City. NOW, THEREFORE, in consideration of the mutual agreement, the parties hereto agree as follows: 1. The Meadow Lake Curling Club does hereby agree to pay the City for ice plant operation costs as follows: $5,150.00 for the remainder of the 2015 season $10,454.00 for the 2016 seasons, $10,767.00 for the 2017 seasons; $11,090.00 for the 2018 seasons; and $5,721.00 for the first half of the 2019 season. 2. This Agreement will expire on June 30, 2019, unless terminated upon thirty (30) days notice in writing by either party before that date. INWITNESS WHEREOF the parties hereto have set their hands and seals. MEADOW LAKE CURLING CLUB CITY OF MEADOW LAKE President Mayor Treasurer City Manager nnooo Page 27 of 30 April 14, 2015 MLCurling Club Box 822 Meadow Lake, SK S9X 1Y6 Re: Ice Plant Agreement Dear Curling Club Administration, The ice plant agreement between the City and the Meadow Lake Curling Club expired on July 1, 2014. Although l contacted you in February of 2014 to discuss the renewal of this agreement, no meeting was arranged to renew this lease. Enclosed are two copies of a renewal agreement for the period from April 15, 2015 to June 30, 2019. The new agreement includes a fee increase of 3% per season, effective for the fall 2015 season. Please execute and return one original to our office as soon as possible. If you have any questions, or wish to discuss this agreement further, feel free to contact me at 306-236-3622 ext 206. Sincerely, Diana Burton City Manager DB:jw Page 28 of 30 REQUEST FOR DECISION Report To: Mayor and Council From: City Manager Subject: Appointment of City Clerk Replacement Meeting: Regular Council Meeting Date: April 13, 2015 RECOMMENDATION: 1. “THAT, Council appoints Jessica Walters as Acting City Clerk from May 25, 2015 to August 31, 2015 and grant her all the powers, duties and functions assigned to the City Clerk under the Cities Act, any City bylaw and by the City Manager.” 2. “THAT, Council appoints Jessica Walters as City Clerk effective September 1, 2015.” KEY ISSUE(S) / CONCEPTS DEFINED: Our current City Clerk has submitted her notice of retirement. Her last day in the office will be June 18, 2015 and then she will be taking vacation until the end of August. Jessica’s appointment has been made official with a signed letter of offer. The Cities Act Division 8 section 85(1) requires this position to be appointed by Council. Jessica will be training/ shadowing Cheryl for 4 weeks. RELEVANT POLICY: The Cities Act and Administration Bylaw No. 4, 201 1 PREFERRED STRATEGY: The reason we are recommending two resolutions is that the above noted section of the legislation indicates that Council shall appoint ‘a person’ as City Clerk. This does not allow for two people to be appointed to the position at the same time. We have consulted with Municipal Advisory Services and they suggested appointing Cheryl’s replacement as Acting City Clerk until Cheryl is officially retired (August 31, 2015). RESPECTFULLY SUBMITTED: Diana Burton City Manager April 8, 2015 Page 29 of 30 mu /1/cu/<6SJ mmf yr“/W-ti ;’’}?d: 2.; ca /26; «u. <35<2‘ k_<;"[¢‘._.1,1fC) "/«:w/ /35506-. ?r (X. av”- F62 u..<»':.:~s CL/§‘dé‘f‘0 Qd"?‘_ ‘ <{Q-‘*‘\N$‘ Q»/\ .«~«1 ‘g " -—. —- «tag. ":3 "Z. 2, 6?G'03o~»531306»-m, °‘ " " AR:-=\c‘L.5l:.<..+\~ ‘*2! 5'3GC‘f>"“‘~33C;=a.rw. 54%’; "\ <2, /I5’ .,,. cw. :":.,‘1,?,-“S ,4i‘c1.«w(L. FM”/‘]W“ ~51‘ H "_D(L.*\ - ?r‘.-gncrw (}C.z£. Sm-rL’c,_A;>K'* ,;;?fjc) :a,.=vo, Page 30 of 30