Regular Council Meeting July 25, 2016

CITY OF MEADOW LAKE

REGULAR COUNCIL MEETING JULY 25, 2016

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 JUNE 27, 2016

3 - 6 Minutes 06 27 2016

APPROVE THE MINUTES OF THE SPECIAL COUNCIL MEETING OF JULY 7, 2016

7 Minutes 07 07 2016

BUSINESS ARISING FROM THE MINUTES:

1. None

PUBLIC HEARING

9 - 11 1. Discretionary Use Hearing - 120 3rd Street East Public Hearings 07 25 2016

2. Discretionary Use Hearing - 513 7th Avenue West

REPORTS/MINUTES

13 - 17 1. Departmental Overview July 2016 Departmental Overview

19 - 20 2. Waterworks Manager June 2016 Waterworks

CORRESPONDENCE:

21 1. I. Cobb Uncontrolled Intersections Letter

23 - 27 2. Meadow Lake Interagency MLIA Minutes 06 14 16

29 - 36 3. Meadow Lake Library MLL Minutes 04 27 16 MLL Minutes 02 25 16 MLL Minutes 01 27 16

37 - 40 4. North Central Transportation Planning Committee NCTPC Minutes 04 28 16

41 - 42 5. Northwest Regional Waste Management Authority NRWMA Minutes 07 14 16

COUNCIL ENQUIRIES:

Page 1 of 115 OLD BUSINESS:

43 - 49 1. Discretionary Use - 120 3rd Street East Disc Use - Pet Crematorium

51 - 57 2. Discretionary Use - 513 7th Avenue West Disc Use - Special Care Home

59 - 65 3. Mail-In Ballot Bylaw No. 16/2016 - 2nd & 3rd Reading Ballot Bylaw 16-2016

NEW BUSINESS:

67 - 73 1. Receive June 2016 Accounts Payable June 2016 AP Listing

75 - 88 2. Receive June 2016 Financial Statements June 2016 FS

89 - 92 3. Second Quarter Financial Report 2nd Quarter Report

93 - 95 4. Traffic Amendment Bylaw No. 17/2016 Traffic Amend Bylaw 17-2016

97 - 105 5. Records Retention Bylaw No. 18/2016 Records Bylaw 18-2016

107 - 111 6. Special Event Permit Policy Event Permit Policy

113 7. Request to Proceed with Six Month Tax Enforcement Notices Six Month Tax Enforcement List

MOTION TO MOVE TO A CLOSED MEETING:

115 1. Closed Resolution

ADJOURN:

Page 2 of 115 CITY OF MEADOW LAKE

REGULAR COUNCIL MEETING Monday, June 27, 2016

M I N U T E S

PRESENT

Mayor: Gary Vidal Diana Burton, City Manager Councillors: Conrad Read Jessica Walters, City Clerk Layne Shkopich PhilAmbroziak, Northern Pride Merlin Seymour Darcy Tupper, BED Holdings Ltd Curtis Paylor Kim Chiverton Regrets: Annette Klassen

CALL TO ORDER

Mayor Vidal called the meeting to order at 7:00 pm.

APPROVE THE AGENDA AS A GUIDELINE FOR THE MEETING

199/16 READ — SEYMOUR That the agenda be adopted as a guideline for the meeting. CARRIED

APPROVE THE MINUTES OF THE REGULAR COUNCIL MEETING OF JUNE 13 2016

200/16 PAYLOR - CHIVERTON That the Minutes of the Regular Council Meeting of June 13, 2016 be approved. CARRIED

BUSINESS ARISING FROM THE MINUTES

There was no management letter received with the 2015 Audited Financial Statements, as there was nothing the auditor felt Council needed to be aware of. I Ifa management letter is received, it is always brought to Council. 5 I At the last meeting, Council was mistakenly advised that the City did not have a I key for the announcer booth in Lions Park. Although a key had initially been refused, one was later granted to the Parks & Recreation Department. The City did still communicate with the football team regarding the scheduling and use of this facility. Council had asked about the reason for the difference in the amount budgeted and received for the handivan grant. On the previous 2007 purchase, the City was granted the maximum allowable amount under the program, which was $11,000. it was assumed that this would be the case again, and so the City applied and budgeted for the maximum $25,000.

PUBLIC HEARINGS

Zoning Amendment Bylaw No. 15/2016 Mayor Vidal declared the hearing open at 7:03 p.m. The City Clerk stated that no submissions had been received. There were no persons in attendance to speak to the proposed amendment bylaw. Mayor Vidal declared the hearing closed at 7:04 p.m.

Discretionary Use — 402 Bauman Street Mayor Vidal declared the hearing open at 7:04 p.m.

Page 3 of 115 MINUTES — June 27, 2016 Page 2 of 4

The City Clerk stated that no submissions had been received. There were no persons in attendance to speak to the proposed development. Mayor Vidal declared the hearing closed at 7:05 p.m.

Discretionary Use - 920 3rd Street East Mayor Vidal declared the hearing open at 7:05 p.m. The City Clerk stated that no additional written submissions had been received. No persons were in attendance to speak against the development. Council asked the developer what the estimated schedule for completion of this project would be? Mr. Tupper replied that the project is designed for a two year completion for all 9 buildings. Council also asked if there was any possibility of creating an alternative walking trail that would not involve the installation of sidewalks on 3rd Street East? The City Manager replied that the area in question is currently being used as a drainage ditch and needs to remain as such, and any plans to install walkways would need to be part of a larger future development plan for the whole area. Mayor Vidal declared the hearing closed at 7:10 p.m.

REPORTS/MINUTES

201/16 READ — CHIVERTON That the Departmental Overview Report for June 2016 be received. CARRIED

202/16 CHIVERTON — PAYLOR That the Waterworks Manager report for May 2016 be received. CARRIED

NOTICE OF PROCLAMATIONS

National Drowning Prevention Week: July 17 - 23, 2016

CORRESPONDENCE

203/16 SEYMOUR — READ That the following correspondence be received for filing:

Canadian Union of Postal Workers CARRIED

COUNCIL ENQUIRIES

Councillor Paylor inquired as to whether the City Engineer had identified the areas for pavement repair this year’? The City Manager replied that this had been done prior to the tendering of the paving contract which was awarded this month. A list of the areas willbe forwarded to Council. Councillor Read indicated that Public Works should investigate the possibility of patching smaller potholes with asphalt hot-mix when the repair work is occurring.

Councillor Chiverton requested an update on the Cochin Avenue project. The City Manager replied that the contract had been awarded, as per the June 13th resolution, and a pre-construction meeting will be scheduled shortly. Work will not begin until after the end of the school year, due to the three schools in close proximity to the work area.

OLD BUSINESS

Councillor Shkopich declared a conflictof interest as being the current ‘Collector’ as defined in the Waste Collection Bylaw and left the meeting at 7:23 p.m.

Page 4 of 115 MINUTES — June 27, 2016 Page 3 of4

204/16 READ - SEYMOUR That Bylaw 12/2016, a Waste Collection Bylaw, be given second reading as amended. CARRIED

205/16 PAYLOR - CHIVERTON That Bylaw 12/2016, a Waste Collection Bylaw, be read a third time and adopted. CARRIED

Councillor Shkopich returned to the meeting at 7:29 pm.

206/16 READ - PAYLOR That Bylaw 15/2016, a Zoning Amendment Bylaw, be given second reading. CARRIED

207/16 I CHIVERTON - SEYMOUR That Bylaw 15/2016, a Zoning Amendment Bylaw, be read a third time and adopted. CARRIED

208/16 SEYMOUR - READ That the discretionary use application from Jimmy Demers to build an oversize garage on Lot 17, Block 1, Plan BX4563, Ext 0, also known as 402 Bauman Street, be approved. CARRIED

209/16 CHIVERTON - READ That the discretionary use application from BED Holdings Ltd to construct 9 semi-detached dwellings at Parcel D, Plan 101722452, also known as 920 3rd Street East, be approved subject to the following conditions: - completion of the proposed plan of subdivision for Parcel D, Plan 101722452;and o secondary suites willnot be permitted for this development. CARRIED

210/16 READ — CHIVERTON That Council approve the proposed amendment to the plan of subdivision for Lots 1-18 Parcel D, Plan 101722452 with the street name Eagle Pointe Drive on the Meridian Surveys plan being officially identified as Yaychuk Place and that the servicing agreement signed October 13, 2015 be amended to reflect the changes to the proposed plan of subdivision. CARRIED

NEW BUSINESS

Councillor Shkopich declared a pecuniary interest with regards to payment numbers 00011-0003 and 00014-0015. Councillor Seymour declared a pecuniary interest with regards to payment number 42538.

211/15 I CHIVERTON - READ That the May 2016 Accounts Payable listing be received. CARRIED

212/16 PAYLOR - READ That the May 2016 Financial Statements be received. CARRIED

213/16 READ - CHIVERTON That the 2015 Public Accounts be approved as presented. CARRIED

Page 5 of 115 MINUTES — June 27, 2016 Page 4 of4

214/16 CHIVERTON — READ That Bylaw 16/2016, a Mail—InBallot Bylaw, be introduced and read a first time. CARRIED

Council declined to pass a resolution to grant an extension for property taxes in the event of a postal service strike.

215/16 PAYLOR — READ That the discretionary use application for Lot 5, Block 36, Plan 72B10293 Ext 0 be approved for advertising. CARRIED

MOTION TO MOVE TO A CLOSED MEETING

216/16 E SHKOPICH — CHIVERTON That City Council go to a closed meeting, as defined in Section 94(2) of The Cities Act to discuss items exempt under Section 16(1)(a) and 17(1)(f) of The Local Authority Freedom of Information and Protection of Privacy Act. CARRIED

Council moved to a closed meeting at 7:53 p.m. Council returned to an open meeting at 9:14 p.m.

ADJOURN

‘ 217/16 PAYLOR — SHKOPICH That the meeting be adjourned at 9:15 p.m. CARRIED

I I CITY CLERK MAYOR

Page 6 of 115 CITY OF MEADOW LAKE

SPECIAL COUNCIL MEETING JULY 7, 2016

M I N U T E S

PRESENT

Mayor: Gary Vidal Diana Burton, City Manager Deputy Mayor: Annette Klassen Colton Swiderski, meadowlakeNOW Councillors: Merlin Seymour Darcy Tupper, BED Holdings Ltd. Curtis Paylor Kim Chiverton Regrets: Conrad Read Layne Shkopich

CALLTO ORDER

Mayor Vidal called the meeting to order at 12:19 p.m.

APPROVE THE AGENDA AS A GUIDELINEFOR THE MEETING

218/16 CHIVERTON - SEYMOUR That the agenda be adopted as a guideline for the meeting. CARRIED

BUSINESS

Reconsideration of Conditions on Approval of Discretionary Use Application for

920 — 3rd Street East

219/16 CHIVERTON - PAYLOR That Resolutions No. 209/16 and 210/16 be rescinded. CARRIED

Councillor Klassen joined the meeting at 12:24 p.m.

220/16 PAYLOR - SEYMOUR That the discretionary use application from BED Holdings Ltd to construct 9 semi—detached dwellings at Parcel D, Plan 101722452, also known as 920 3rd Street East, be approved subject to the following condition: o completion of the proposed plan of subdivision for Parcel D, Plan 101722452. CARRIED

221/16 CHIVERTON - SEYMOUR That Council approve the proposed amendment to the plan of subdivision for Lots 1-18, Parcel D, Plan 101722452 with the street name Eagle Pointe Drive on the Meridian Surveys plan being officially identified as Yaychuk Place and that the servicing agreement signed October 13, 2015 be amended to reflect the changes to the proposed plan of subdivision. CARRIED

ADJOURN

222/16 KLASSEN — PAYLOR That the meeting be adjourned at 12:24 p.m. CARRIED

CITY CLERK MAYOR

Page 7 of 115 Page 8 of 115

PUBLIC HEARINGS

Report To: Mayor and Council

From: City Clerk

Subject: Discretionary Use Application - 120 3rd Street East Discretionary Use Application - 513 7th Avenue West

Meeting: Regular Council Meeting

Meeting Date: July 25, 2016

Procedure for a Public Hearing (excerpt from Procedure Bylaw No. 3/2015):

Public Hearing and Public Notice Matters 22. (1) If a Public Hearing is required by any Act or if Public Notice is required in accordance with the City’s Public Notice Policy, a Hearing shall be conducted in accordance with the provisions of this section. (2) The order of every Public Hearing shall be as follows: (a) the Mayor or presiding officer shall declare the Hearing open; (b) the City Clerk shall read any written communications that have been received regarding the matter under consideration; (c) Council shall hear any person or group of persons or spokesperson acting on behalf of another person or group who wish to make representations on the matter under consideration; (d) The applicant shall be given an opportunity to respond to the representations of other people; (e) Council may request further information from Administration or any persons in attendance; (f) The Mayor shall declare the Hearing closed; and (g) Council shall consider the bylaw or resolution at the same meeting, as listed on the agenda, unless the matter is referred to Administration for further review. (3) The time allowed for each person making representation shall be five (5) minutes. (4) A Hearing may be adjourned to a specified later date.

A separate hearing will be held for each of the above listed items.

Attachments:  Communications Received (if any)  Copy of Public Notices

RESPECTFULLY SUBMITTED: Jessica Walters City Clerk July 19, 2016

Page 9 of 115 City of Meadow Lake Application for Discretionary Use PUBLIC NOTICE is hereby given, pursuant to Zoning Bylaw No. 2/2014, that a discretionary use development permit application has been made to develop: Type: Funeral Services (Pet Crematorium) Location: Lot 1, Block 3, Plan AS1772, Ext. 0 also known as 120 - 3rd Street East Zoning: C2 - Urban Commercial District

PUBLIC HEARING: This application for development will be considered by Council on the 25th day of July, 2016, in the City Hall Council Chambers at 7:00 p.m. Anyone wishing to state any concerns regarding this discretionary use will be given the opportunity at this time. Any written submissions must be received at City Hall by 12:00 p.m., Thursday, July 21, 2016. Issued at Meadow Lake, SK this 23rd day of June, 2016. Jessica Walters, City Clerk Page 10 of 115 City of Meadow Lake Application for Discretionary Use PUBLIC NOTICE is hereby given, pursuant to Zoning Bylaw No. 2/2014, that a discretionary use development permit application has been made to develop: Type: Special Care Home Location: Lot 5, Block 35, Plan 72B10293; also known as 513 7th Avenue West Zoning: R2 - Low Density Residential District

Administration Second quarter utility bills were mailed out this month. Although a postal service strike was avoided, we did see an increase in the number of vendors registering for EFT payments.

The City Treasurer has been working on annual financial reports. The annual Waterworks Financial Report has been completed and is now available on our website. The Gas Tax Asset Management Survey has also been submitted. We have also been preparing for the transition to the new Vadim software platform, which we are hoping to have completed in early September.

Further to the June 2016 report, additional discussions have been held with the property owners along the West Service Road regarding the City's lane allowance. We will be working with property owners to identify the exact location of the lane and discuss our options for its use with Community Planning.

Engineering Construction of the West Service Road is near completion. The contractor is finalizing topsoil and landscaping. Following landscaping, the ditches will be hydroseeded, and barriers placed around a couple of culvert ends. Substantial completion is planned for the week of July 18, 2016.

The contract for the installation of culverts, improved ditching, road shaping and gravelling in the industrial area is near completion. The project included the installation of 18 new culverts, one culvert extension and placing of a base course, and traffic gravel. The project also included a general ditch cleanup and re-grading of several ditches to drain. Completion is planned for the week of July 18, 2016.

Opened tenders for the annual paving. Low bid on the City Recap and Utility Patching paving has been awarded to G&C Asphalt of North Battleford. Work is planned to start the week of July 18, 2016.

The contract for the replacement of the storm main on 6th Ave W and in the area of Cochin Avenue has been awarded to JRT Excavating. Construction is planned to start on July 18, 2016, starting with the portion in the School Yard. Notices have been delivered to all residences within the construction area advising them of the planned work schedule.

A contract has been posted for the rebuilding of the lagoon berm, and the de-sludging of the lagoon cells 1 and 2 by the construction of a sludge drying bed in the existing cattail pond. The tender period closes July 21, 2016.

Page 13 of 115

The contract for a sidewalk installation on 8th Avenue from Center Street to 3rd St. West is in the process of finalizing a few detailed drawings, and planned to be posted the week of July 19, 2016. This was one of the items in the 2016 Capital Budget.

The City has also taken a more proactive role with developers in discussing the requirement to have the builder be responsible for the cost of City assets impacted by their development - curb and gutter, sidewalks and pavement structures - especially as it pertains to residential developments.

Bylaw Enforcement Traffic and Parking Several warnings were given out to people who had vehicles parked on their front lawns. To date, no violation tickets have been issued as the focus has been on public education. Due to the possibility of a Canada Post strike, no vehicles were towed this month as serving the owner with a notice of impound is not always possible without the mail system. Tickets were still issued, but vehicles were not towed for the time being.  15 Notice of Violation tickets issued  5 Warning tickets issued  13 Verbal Warnings

Nuisance Abatement The primary focus for the Bylaw Officer this month was yard clean up files. Most of the orders issued in June were cleaned up by the owners of the property. Property owners taking responsibility for the condition of their yards is a crucial step in making Meadow Lake a better looking community and a better place to live and work. The Bylaw Officer is pleased to see that once people are made aware of issues on their property that most take steps to clean it up.  15 Orders to Remedy issued  8 Orders cleaned up by owner  3 Order yet to be cleaned up  6 Orders cleaned up by the City

Dogs June has been a steady month for dog related cases. There have been 13 cases involving dogs within the City of Meadow Lake, including one dog bite case.  6 dog running at large cases  1 unlicensed dog cases  1 Dog Bite complaint  5 dogs impounded by the City  4 dogs returned to their owner  1 dog barking complaint

Waste Collection and Recycling At the last council meeting in June City council passed the new Waste Collection Bylaw that will allow Notice of Violation tickets to be issued for many of the common infractions

Page 14 of 115 seen in this bylaw. The ability to hand out Notice of Violation tickets to offenders hopefully will help increase compliance with the bylaw. The Bylaw Officer will continue to issue warnings for the next while and educate people on the changes and what it means for them. Tickets for infractions under the new bylaw will likely start to be issued out in August.  19 warning tags handed out on bins left on the street  1 Dumping of Garbage case  1 Verbal Warning

Skunk Traps As the weather has been warming up, issues with pests have been brought to the attention of the Bylaw Officer. In the month of June, 2 skunk traps have been requested to be set within the City. To date two skunks have been caught.

Fire Department ● 4 False alarms (cooking) ● 1 False alarm (pulled alarm station) ● 1 Carbon Monoxide incident ● 1 Smoke in building (pot on stove) ● 2 Motor Vehicle Collisions ● 1 Transport truck rollover ● 1 RCMP assist (Missing child) ● 1 Fuel spill ● 1 Needle pickup ● 2 Grass fires

One firefighter attended the Heavy Truck Extrication course in Nisku, Alberta. This is the first time we have attended this event, which focuses on specialized training for handling collisions involving transport trucks and other heavy equipment. The lessons learned will be put to good is in increasing our own capabilities.

Our second-line pumper, E62R (1987 GMC) passed its pump test after some valve repairs. At the time of this writing, it is out of service for repairs to the drive train. We hope to have it back in service next week.

Building Standards Four building permits issued, total value $2,450,000 (report attached).

Public Works The Public Works Department has been busy with sweeping streets, repairing pot holes and painting street lines and parking areas. They have also been replacing faded and damaged street signs.

Curbs and sidewalks in need of repair have been identified, and work will be contracted out for that project this summer. Employees have also been repairing and replacing catch basins.

Page 15 of 115 The valve exercising project is continuing. To date, 80 valves have been exercised and of those, two have leaked. The two valves were able to be repaired without a loss of pressure. The contract for the maintenance of valves with Rusway is still in place. We will continue on this up to the budget amount, before freeze-up. To date, there are about 20 valves that have been excavated and re-bolted, as well as anodes installed, and the installation of one new fire hydrant.

Work is continuing on Asset Management training and implementation. Public Works will be the first department to utilize the software for tracking work orders, projects, requests for service, and asset maintenance. Once the Public Works side is fully implemented, it will be rolled out to the other departments.

Parks and Recreation The Arena has seen higher than normal use for the month, with a wedding, dance and grad ceremonies taking place in addition to the annual indoor rodeo. The Stampede Grounds were also used for the pony chuckwagons in July, and the stands remain in good shape with no major vandalism to report.

Grass cutting is on schedule for the parks. The Lions Park has been busy and the campgrounds well utilized. We did receive some complaints about our lack of a camping reservation system, especially with the Minor Ball provincials this month (although it should be noted that even with a reservation system, the Lions Park campground would not have the capacity to hold all of the teams that requested sites). However, arrangements were made for teams to use primitive camping behind the Stampede Grounds.

Aquatic Centre Two new cashiers and two guards have been hired. They will be trained over the summer so they are able to replace the current guards and cashiers who have graduated and are leaving in September.

There will be a NLS – National Lifesaving course taking place from August 3-7. Jennifer is hoping all of our new guards that have the prerequisites will be able to take the course. Starting August 2016, anyone in high school that completes the course can count it as one high school credit.

There will be a LSI – Lifesaving Instructor course taking place from August 22-26. Many of our new guards are planning to take this course and will be qualified to teach lessons in the fall.

Shutdown for this year is tentatively scheduled for September 6-20. In addition to the regular annual cleaning and maintenance, we are planning on repairing rust spots on the pool floor, replacing some valves in the air ventilation and changing the light bulbs in the pool deck ceiling.

Page 16 of 115 City of Meadow Lake Building Permit Statsitics January 1, 2016 to Present

Residential Commercial Industrial Institutional

Permit Value of New New New Other Other Other Other Home Single Single Family Mobile

No. Address Construction Permit Issued For Units2+ 821 Reserved 822 517 Sergent Avenue 137,900.00 New mobile home 1 823 806 5th Street West 24,000.00 Storage shed (rebuild burned shed) 1 824 4 Gibson Cr 400,000.00 New house 1 825 38 Gibson Cr 505,000.00 New house 1 826 606 2nd Avenue E 2,500.00 Storage shed 1 827 113 5th St E 2,000.00 Shed 1 828 502 3rd Avenue West 10,000.00 Repair floor, install washroom 1 829 411 7th Street east 50,000.00 Attached garage and rear deck 1 830 11 Fairway Court 1,000.00 Rear steps and landing 1 831 806 5th Street West 8,500.00 Storage shed addition 1 832 301 1st Street West 650,000.00 New Semi-Detached Dwelling 1 833 604 3rd Avenue East 160,000.00 New Mobile Home 1 834 810 Centre Street 340,000.00 New house 1 835 210 Centre Street 2,000.00 Storage Shed 1 836 721 9th Street West 1,900,000.00 Boston Pizza Restaurant 1 837 403 Centre St 200,000.00 New House 1 838 419 2nd Street East 340,000.00 New House (RTM) 1 839 320 9th Avenue East 10,000.00 Residential Renovations 1 840 878

Total # of Permits 18.00 5 1 2 6 1 1 0 0 0 2 Total value of Permits - Year to Date 4,742,900.00

Page 17 of 115 Page 18 of 115

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Page 20 of 115 15/O7/2016

To the members on City Council:

Re: the safety‘in Meadow Lake

I understand that this topic has already been discussed in city council however, it is probably time to re—visit the subject. A recent incident

has prompted me to finally submit this letter after having heard about accidents and numerous 'near misses’ from the RCMP, local residents‘and also tourists.

It has been explained to me that "everyone around here knows to slow down

at the uncontolled intersections" in Meadow Lake. That's probably true.

However, mgtgrists?ggming from other locations are unaware of the uncgne trolled intersection§_in thismg ty; The recent incident I experienced

indicated that not everyone knows! That day, at the uncontolled inter-

section, a motorist coming from the other direction zoomed through with-

out slowing down to check traffic. Fortunately, I knew to slow down and

stop to prevent an accident.

Years ago, this system of uncontrolled intersections seemed to work in

hamlets and villages but Meadow Lake has grown into a city. Welcome to

the 21st century! As this city continues to grow, this issue at the

uncontrolled intersections will also continue to grow. These are acci-

dents waiting to happen!

I hope that the City of Meadow Lake is a caring community and will know

to do the ‘right thing’ regarding preventing accidents and providing a

safe environment for the residents and the newcomers to this city.

Submitted by: Irene Cobb

Goodsoil SK

Page 21 of 115 Page 22 of 115 J Meadow Lake Inter-agency Committee meeting

Tuesday June 14, 2016

North West School Division office

10:00 to 12:00 am

Chair: Joanne Pethick Secretary: Anne Duriez

Present: Unita Esau, Twyla Corrigal, Treena Rathwell, AliciaLehoux, Joe Hallahan, Shelley Bonneau, Christine Freethy, Marilyn Mannix, Nicole Sibley, Kerry Rutley, Natasha Deren, Colleen Hakes, John Halliday, Jeremy Zacharias, and Rhonda Harkins

Regrets: Jennifer Dorval, Lori Albert, and Peter Eason

1. Welcome and introductions 2. Round—Tab|e

Twyla Corriga|—Mental Health and Addiction Services

— Not much change

~ Detox services~call the Detox Center, ifa bed is not available keep trying. For intake a client must be sober 24 hours. Detox is entirely voluntary so clients can leave at any point. During the first 72 hours the client is on Blackout, which means no visitors, calls etc. The idea is that this time gives the client an opportunity to focus on themselves and their own needs. If medical detox is required the client is admitted to the hospital ward until stable enough for social detox.

Positively Parenting»Alicia Lehoux

~ Parenting After Separation and Divorce—SaturdayJune 25”‘

— Anger Management— Will not be accepting any more participants after this until the end of August. Call the Positively Parenting office for intake and assessment.

— PACE Family Camping June 17-19“at Silver Birch Bible Camp site. Guest speakers and childcare. Author Arthur Slade. This event is free of charge.

— P.A.C.E. Race marathon September 10"‘in the Meadow Lake Provincial Park. This year a century bike ride will also be included (100 km).

— Dad's Group—June 28“‘—5—7pmSwimming

— Inclusive education meeting

Jeremy Zacharias—MeadowLakeAllianceChurch

— The Friday Lunch project funding has been signed for next year

— June 17"‘a free supper will be held at 5:30 for those involved with the Friday Lunch project. The youth as doing all the prep and are asking that guests all dress up a bit.

— Moms of Preschoolers (MOPS)will resume in the fall

Page 23 of 115 — Will be participating with the Door of Hope Food Drive this Wednesday. Youth will be canvasing to pick up donated food. There will be no door knocking.

— This is Jeremy's last meeting as he and his family are moving

Christine Freethy—Executive director of Midwest Foods

— AGM islune 27"‘in North Battleford

» Looking for board members

~ MWF is developing a new project with the Lakeland Library region—a seed lending library. It involves people donating seeds, and learning to keep their own seeds.

~ A needs assessment for Meadow Lakeand Lloydminster to determine what can be offered

Marilyn Mannix~Healthy Babies Right from the Start (North West Friendship Center)

— The funding for the Aboriginal Court Worker Program has been lost.

— Core funding has finally come in

— The Prenatal Nutrition program is winding down for the summer. Marilyn is on holiday all of August

— The In Home Support program is full with families

— The Emergency Receiving Home has two apartments that are full to capacity. A house has been rented, however don't know when this will be up and running

— NWFC—Annual Meeting is June 20/16at 7pm

Unita Esau—Doorof Hope ~Meadow LakeOutreach Ministries (MLOM)

— The Food Drive is being organized by Jeremy. There will be no door—knocks.Donors can just set the food outside their front door for pickup by 5:30 pm

~ Hope Center apartments are all full

~ Have a vacant position for a live~in staff for the Supportive Family LivingProgram

~ The Door of Hope will be celebrating 25 years at the annual fundraising banquet this fall

— The medical clinic is running 10:00 to noon and 1:00-3:00, on Monday's with Nurse Practitioner Nicole Sibley. This clinic has morphed into a place for people to go for detox medicals, driver's medical etc.

Shelley Bonneau—MidWest Food Resources

~ Attended the Community Baby Shower, saw a lot of moms

— Glad to be a part of lnter—agency as it has really increased connections

~ Have gotten involved with the community garden and it has been a significant learning curve.

Joe Hallahan» City of Meadow Lake Bylaws Officer

~ The traffic bylaw to prevent people parking on their front lawns has been amended to be more enforceable

Page 24 of 115 — The first reading ofa new waste collection bylaw in Meadow Lake will include monetary implications and will mean that these will not have to go to court as is the process now.

Treena Rathwell—NorthWest Regional |nter—sectoral Committee (NWRIC)

— 10 RICSfrom across the province have been cut from the budget at the end of August

— Treena is working really hard to complete the snapshot of the EarlyYears Child and Youth and some the uniqueness of the Battlefords

— In regards to Poverty Reduction there has not been direction regarding the transition to continue this work

— Will attend the ML Housing meeting as long as possible

Natasha Deren —Ministryof Social Services

— This is her second—last day in thisjob and will be doing the samejob, just in North Battleford and Lloydminster

— Would like to have a review of the Sask child Abuse Protocol, and give an overview of the HUB at the September Inter~agency meeting

Nicole Sibley Nurse Practitioner —Meadow Lake Primary Care Clinic and Door of Hope Clinic

— Outreach clinicat the Door of Hope—appointments take as long as they take. There are no Medical Office Assistants present. Sometimes an RN or Chronic Disease Educator or a clinical social worker are present

— Nicole acts as the liaison for the Sexual Health Clinic on Tuesdays

— if someone is using injection narcotics—can refer to the Methadone program

— KidsFirst is starting two days a week doing family intake assessments from an office at the clinic

— No—one,nurses or doctors, knew of the HUB» maybe an opportunity to tal|< at the MAC meetings

— The Housing brochure made up of photos from KFfamily housing was very good at raising awareness

Kerry Rutley —PNRHAPediatric Therapies

— Business as usual

— Working with Kindergarten transitions. Therapists connecting the school division staff to ensure that supports are in place

— Summer holidays are coming up so therapists will be away.

Anne Duriez—Population Health Promotion (PHP) (PNRHA)

— The Big Bike (Heart and Stroke Foundation fundraiser) came to Meadow Lake on May 29"‘.The Meadow Lake Co~op, Home Building Center, and Prairie North Meadow Lake created teams, supplemented by their family members or members of the public. About $3,000 was raised for HSF. The plan is to have the Big Bike back in 2018.

Page 25 of 115 — Assisted with the Community Baby Shower

~ CIF grant funding was approved for the Willow Creek Community Garden coordinator position

» Positive Ticketing is set to roll out on June 15. Children and youth can be ticketed by an RCMP member, City Bylaws Officer Joe Hallahan, or Fire Chief Marsh, or by a member of the Meadow Lake EMS. Meadow Lake Housing Authority staff will also be issuing tickets to children in their housing units when they see behavior they'd like to reinforce. The Positive Tickets can be redeemed by youth for a small soft ice~cream cone sponsored by the Meadow Lake A&W

Joanne Pethick —Parent Mentoring Program

— Stroller Walks are happening Thursdays at 10:00 at the Lion's Park—meeting at the Amphitheater 6-8 moms have been attending

— Tuesdays at 3:00 will be meeting at the Spray Park

3. Committee Up—datesCommittee Updates in motion—Up date by Anne Duriez

~ The Gateway School Bike Rodeo project—Reschedu|ed to June 15"‘.

~ Another walk along the River Avenue East portion of the proposed alternate route that could connect Meadow Lake and FlyingDust, is planned forlune 23”‘

— CIFfunding has been approved for project coordinator etc. Will be looking to hire a coordinator as soon as possible

Community Baby Shower—Update by Alicia Lehoux

— The Community Baby Shower was held May 19, at Gateway Elementary School. 185 people were registered and there was a higher number of dads than in past years

» There are bags of swag left. Ifyou are working with a family who didn't attend, ask a committee member for a bag

— Feedback indicates that families would likecar seat safety displays/demonstrations

— Families would also like it ifthe committee had change tables set up for their use during the CBS

— The next community Baby Shower is expected to be held in May of 2018

Up—dateon FASDActivities—Marilyn Mannix

~ We have begun grant writing for the up—comingyear's awareness projects

— Have been asked to share the placemat, developed last year by this committee, with others doing FASDAwareness work across the province

Housing—LoriAlbert

~ Next meeting regarding housing in Meadow Lake is planned forlune 27 at 9:30. (This meeting was cancelled before these |nter—agency minutes could be sent out. A new date was not chosen)

~ Please let Lori know if you'd like to get involved

Page 26 of 115 — There has been a request to have the housing photos brochure developed by KFdigitized for easy sharing

— Feedback is that this housing initiative is getting discussed beyond the local level

4. Elections for the position of co—chairand secretary were held. As past co—chair,Alicia Lehoux automatically becomes IA Committee chair The new co—chairis Twyla Corrigal The new secretary is Jennifer Dorval

5. Today's Guest speaker—wasJohn Halliday who is the Red Cross Disaster Management Coordinator for the North West.

— He lives in Lloydminster. He was accompanied by Colleen Hakes, the local Red Cross representative.

— The Red Cross assists with personal disasters such as house fires, and larger scale disasters such as the Fort McMurray, and Slave Lake fires.

— Recommends that every household build an emergency preparedness kit for their homes, and that those with pets remember to plan for their pets needs too.

— Showed the Disaster Preparedness Kits available for Red Cross~ can order from Red Cross on—|ine

- Presented Joanne with a Red Cross issued blanket.

6. Next meeting: September 13”‘,2016, at 10:00 at the Meadow Lake Hospital Conference room- upstairs. A change of venue is planned for this meeting only

Note: A cake celebrating the success of the Meadow Lake |nter~agency was served during the |nter~ agency meeting.

Page 27 of 115 Page 28 of 115 Meadow Lake Library Board Meeting Minutes April 15, 2015 Meeting Jilli30 H318

Meadow Lake Library .;r Regular Board Meeting April 27, 2016

Present: Audrey Marsh (Recorder/ Librarian), Leslie Bensch, Linda Esterby, Conrad Read, Jeff McCallum, Dale Sheppard, Moira Tether, June Brownrigg, Kaitlin Harman, Joan Schindel Regrets: Eugenie Davidsen, Sherilyn Ens

Meeting called to order at 6:30 pm by Kaitlin

1. Reviewed agenda Receipt of R.M. cheque was added to the agenda as correspondence. The Lodge Birthday Party for May was added to the agenda as New Business Motion 2016.04.01 Linda moved the Agenda be adopted June seconded. Carried.

2. Minutes of the January 27, 2016 meeting

Motion 2016.04.02 Conrad moved that minutes be accepted as presented Moira seconded. Carried

3. Business arising from the minutes 3.1 Fundraising committeemet in February and discussed an evening with Amy Jo Ehman but she was booked up. Gail Bowen preferred not to be part of a fundraiser. We agreed to table fundraising until later. 3.2 The grant for a summer student’s wages was not applied for because it was much more complicated than anticipated. If the student was going to have anything to do with “library” work, we would need union approval and we would have to pay union wages. We will revisit this grant next year.

4. Un?nished Business - None

5. New Business 5.1 Audrey will request new quotes from Ace and Home Hardware for new windows and she will contact Cliff Carlson regarding installation. 5.2 The process of renovations in the children’s room begins on Saturday, the 30"‘.Some board members will help to empty the room and wash and

Page 29 of 115 patch the walls. Norm’s crew will re?nish the ?oor on Sunday. Audrey, Holly and Tawn will paint on Monday and Tuesday. Wednesday night some board members will help to get the shelves back in the room. Friday and Saturday Tawn and Killian are going to paint a mural on the north wall. Finally, library staff will get the books back on the shelves. 5.3 2016 is the library’s 70manniversary year. A committee was formed to discuss how we should mark this occasion. They will meet on May 17”’at 4:30 at the library. The committee includes Joan, Kaitlin, Moira, Linda and possibly Jeff. 5.4 We plan to have a ?oat in the parade this year. 5.5 May is the month when the library hosts the Lodge Birthday Party. Moira will contact the Lodge to set a date. She will let Audrey know the date so that an email can go out requesting cupcakes. 6. Reports

6.1 Financial Report - attached

January/February/March ?nancial report, including cheques #986 — #1017 (except #1007) presented for review.

Motion 2016.04.03 Moira moved the ?nancial report be accepted as presented and that

cheques #986 — #1017 (except #1007) be approved. June seconded. Carried

6.2 Librarian’s Report — attached

6.3 LLR Rep’s Report Conrad brought copies of the Region’s Annual Report for 2015 as well as copies of some new policies from the regional AGM. Also, Allie Raycroft, the longtime Chair of the Lakeland Library Region is retiring and the new Chair is Dennis Taylor. Motion 2015.01.04 Linda moved that the Librarian’s report and the LLR Rep’s report be accepted as presented. Joan seconded. Carried

7. Correspondence: Capital grant cheque for $5,000.00 was received from the R.M.

8. FYI : Audrey will attend the SLA conference in Saskatoon May 5 — 7/16.

9. Next meeting time is June 22, 2016 at 6:30 p.m. at the library.

10. Linda moved the meeting be adjourned at 7:15 pm.

Page 30 of 115 Q,I‘ Meadow Lake Library Annual General Meeting JUN30 2015 February 25, 2015

,, _ is ,. _m,,___,___m_, Present: Linda Esterby (Chair), Audrey Marsh (Branch Manager/Secretary), Kaitlin Ha1man(Vice—Chair),Eleanor Crumblehulme (Regional Director), Moira Tether, Joan Schindel, Dale Sheppard, Lane Jackson, Sherilyn Ens

Regrets: Eugenie Davidsen, Jeff McCallum, June Brownrigg, Conrad Read

Since there are 10 Board members appointed at this time, a quorum is represented by 6 members, and since 6 members are present at the beginning of the meeting, there is a quorum.

The meeting was called to order at 6:35 pm.

1. Review of Agenda

2. Introduction of new Board members and guests 0 Sherilyn Ens is a Board Member this year and welcome to Eleanor Crumblehulme and Lane Jackson from LLR.

3. Minutes of the last meeting: Motion Annual 2015.01 Moira moved the minutes of the Februaiy 26, 2014 Annual General Meeting be adopted as circulated. Sherilyn seconded. Carried

4. Business arising from the minutes: None.

5. Reports

5.1 Chairperson’s Report 2014 (copy attached) 0 Presented by Linda Esterby 0 Highlights: New Board members and new staff.

5.2 Meadow Lake Library Manager’s Report 2014 (copy attached) 0 Presented by Branch Manager Audrey Marsh

5.3 Lakeland Library Region Interim Director’s Report 2014 (copy attached) 0 Presented by Regional Director, Eleanor Crumblehulme

Page 31 of 115 0 Highlights: New website, new integrated library system, circulation around the region held steady. Developing a mission statement, vision and values for Lakeland as well as a strategic plan.

5.4 Annual Circulation Report 2014 (copy attached) 0 Presented by Lane Jackson from LLR - Discussion: Looking at circulation stats from the perspective of what happens at each circulation counter rather than the home library of each item. This gives a more accurate picture of how busy a branch may be.

5.5 Annual Library Financial Report 2014 0 Presented by Branch Manager Audrey Marsh 0 The ?nancial statements as reviewed by Howard Brown were presented.

5.6 Library Budget 2015 0 Presented by Branch Manager Audrey Marsh

Motion Annual 2015.02 Moira moved. Kaitlin seconded. Accept the Library’s Annual 2015 Operating Budget as amended. Carried

5.7 Capital Budget 2015 0 Presented by Branch Manager Audrey Marsh 0 Request was sent to the City for new windows and they have approved new windows to an amount of $5,000.00. (Copy of letter attached)

5.8 Materials Budget 2015 0 Attached

Motion Annual 2015.03 Kaitlin moved. Joan seconded. Accept reports as presented. Carried

6. Election of Officers:

Audrey Marsh became Acting Chair to conduct 2015 Elections for the positions of Chairperson and Vice—Chai1person.

Nominations for Chairperson: Linda nominated Kaitlin. Moira seconded. Sherilyn moved nominations cease. Joan seconded. Kaitlin Harman is Chairperson by acclamation.

Page 32 of 115 Nominations for Vice-Chair: Joan nominated Sherilyn. Moira seconded. Dale moved nominations cease. Linda seconded. Sherilyn Ens is Vice-Chair by acelamation.

Linda Esterby assumed the position of Past Chairperson.

Kaitlin Harman assumed the Chair as Chairperson.

7. Signing Authority:

Motion Annual 2015.04 Linda moved. Moira seconded. Signing authority for 2015 shall be the Branch Manager, Audrey Marsh, and either the Chairperson, Kaitlin Harman, or the Vice—Chairperson, Sherilyn Ens. Carried

8. By-law changes: None. 9. Additional discussion items 0 SLA Conference is in Regina May 7-9/15. Audrey Willattend. 0 Policy Manual changes are imminent. That committee is meeting every 2 weeks.

10. Adjournment: I Linda moved adjournment at 7.25 pm.

Page 33 of 115 Page 34 of 115 Meadow Lake Library Board Meeting Minutes January 27, 2015 Meeting

; 1. JUN3o2015 j Meadow Lake Libra . i W Wi Regular Board Meeting January 27, 2016

Present: Audrey Marsh (Recorder / Librarian), Moira Tether, Kaitlin Harman, Joan Schindel, Conrad Read, Jeff McCallu1n,Leslie Bensch, Linda Esterby, June Brownrigg Regrets: Sherilyn Ens, Eugenie Davidson Absent: Dale Sheppard

Meeting called to order at 6:35 pm by Kaitlin

1. Reviewed agenda

2. Minutes of the November 25, 2015 meeting

Motion 2016.01.01 Leslie moved that minutes be accepted as presented Moira seconded. Carried.

3. Business arising from the minutes - None

4. Unfinished Business

4.1 The Proposed 2016 Operating Budget was circulated for information and input. This led to a discussion regarding the photocopier (documented in item 5.3 below)

5. New Business

5.1 Fundraising: Gail Bowen is here for a reading of her newest book on March 2, 2016. Should we do a ?mdraising event revolving around that? Anyone interested in pursuing this will meet here at the library at 6:30 p.m. next Wednesday (February 3, 2016). In the meantime, Tawn will contact Gail to make sure she has no objections to such an event.

5.2 Wayne Marsh (President of the Chamber of Commerce) has asked if the library is interested in holding a candidates’ Forum for the upcoming provincial election. Because our facility is too small, Audrey will suggest to Wayne that he contact Carpenter High School to see if they are

Page 35 of 115 interested. They have the facility and it could tie into their history and law classes. Mr. Geiwing is a Vice Principal there as well as a history teacher.

5.3 Tawn has discovered a grant that would cover full time wages for a summer student. We wou.ldhave to cover the bene?ts such as El and CPP. Headquarters has agreed to the idea but said bene?ts would have to come out of our library’s budget. Audrey will find out how much the bene?ts might add up to and what the hourly rate might be for such a student. We must also decide whether it would be a university student or a high school student.

6. Reports

6.1 Financial Report - attached November and December ?nancial reports and cheque list including cheques

#966 — #985 inclusive, presented for review.

6.2 Librarian’s Report — attached

6.3 LLR Rep’s Report

The union agreement has been settled — there is a new 3-year contract. A new website for Meadow Lake Library is being developed as well as a YouTube channel for Lakeland Library Region Macklin is refusing to pay their levees and City of North Battleford is not paying the full requested amount. Launching today————-anew service for our patrons, HOOPLA offers streaming movies, music, ebooks, audiobooks, and comics.

Staf?ng changes at Headquarters due to a retirement and some cutbacks ~ Jackie and Lane have both out their hours gas well as a new Community Librarian but everything is running smoothly now. The next focus will be on “Vision”.

Motion 2016.01.02 Moira moved that the reports he accepted as presented and that cheques

numbered 966 — 985 inclusive be approved. Linda seconded. Carried

7. Correspondence ~ None

8. FYI — None

9. Next meeting time is February 24, 2016

10. Joan moved the meeting be adjourned at 7:50 pm.

Page 36 of 115 ORTHCENTRAL TRANSPORTATION PLANNING COMMITTEE " Regular Executive Meeting Minutes Thursday, April 28, 2016 Senior’s Hall, Blaine Lake, Saskatchewan

‘is’L ~ r‘ .. “Stu hardPorter (Chairperson), Ray Wil?ng (l" Vice Chairperson), Louis McCa?'rey (2“‘lVice Chairperson) George Tomporowski, John Herd, Edwin Rundbraaten, Wally Kabaroff, Jim Joanette, Larry McDaid Harold Mueller, George Prudat, Henry Gareau, Beth Herzog (Executive Administrator) Alan Lindsay (MHI), Conrad Read (MHI)

Absent Judy I-larwood(SARM), Ben Buhler (SUMA)

Call to Order The meeting was called to order @ 1:20 pm. with Chairperson Porter welcoming everyone to the meeting.

Motion Tomporowski moved; McCaffrcy seconded: That the Agenda be accepted as organized. Cd.

Motion McDaid moved; Herd seconded: That the Minutes of the Regular Executive Meeting of February 17"‘,2016, be accepted as presented with no errors or omissions. Cd.

Old Business Rural Highways Advisory Committee Report (RHAC)

— No report at this time.

MREP (Municipal Roads Economy Program Report)

— Harwood will be giving a report at the Annual General Meeting tonight.

Munici al Su ort Pro ram SP

— North Central will continue to provide services and information to all municipalities within its boundaries. Please watch for emails sent to your municipality outlining the Municipal Support Program.

Paynton Ferry

— In response to a letter of February 8, 2016, from Harold Retzlaff, Director, Transportation Planning, the Executive discussed each of the seven questions outlined in the letter and passed the following motion. Motion: McCaffrey moved; Tomporowski seconded: That the NCTPC will maintain the cost estimate of $800,000 per kilometer for the construction of a primary weight roadway instead of the $1,000,000 per kilometer as suggested by the Ministry. Revisions will be made to the six remaining concerns outlined in the letter from Retzlaff.

— Porter, McCaffrey and Herzog will meet with Retzlaff on June 16”‘to discuss these seven concerns surrounding the Business Case to Replace the Paynton Ferry.

Trans Canada Trail

— The committee is working with the Ministry to request to designate 24 km out of the l600km of trail along the provincial highways.

NCTPC 2016 Work Plan

~ Work Plans are part of the yearly funding submissions to the Ministry. These plans look for opportunities to lead and set examples in Area Planning in the province. The Executive will begin working on the 2017 NCTPC Work Plan in the fall. Motion: Tornporowski moved; Wilfing seconded: That the Executive accept the NCTPC 2016 Work Plan and that it be submitted to the Ministry. Cd.

New Business Ministry of Highways and Infrastructure Report {Lindsay

— Lindsay explained the constrictions and problems that occur for the Area Transportation Planning Committees every 4 years when the writ of election has been issued.

Page 37 of 115 NCTPC Reg. Exec. Meeting Page 2

SARM Re ort arwood

— Harwood will be giving a report at the Annual General Meeting tonight.

SUMA Re ort uhler

— Buhler submitted by email that SUl\/[A continues to work with CN/CP lines and Transport Canada as to the contents on those trains rolling through towns and cities on these lines. Shortline rail companies do not need to report the content on the trains to communities on those lines. Other issues of safety include the speed of trains in urban jurisdictions. However, this just appliesto cities over 10,000. Other places are bound by the rail laws alreadyin place or what specs the track is built for.

— Water Security Agency is working with a 10 year drainage plan whereby we are all responsible for our water and where we drain. This affects all our Ag producers as well as Urban and RM development.

NCTPC Membership Update

~ Herzog handed out an updated list on the membership for 2016-17. We welcome the following new members this year: City of Warman, Village of Medstead,City of Lloydminster, RM of Britannia and the RM of North Battleford.

2016 AGM

~ Plans were ?nalized for the 18"‘Annual General Meeting to be held tonight at 7:00 p.m.

— Divisions 1, 3and 5 Rural and Divisions 2, 4 and 6 Urban are up for election. There will be a by-election in Division 4 Rural.

2016 NCTPC Prioritization

— The Small Executive Committee of Tomporowski, McDaid, McCaffrey, Wil?ng, Porter and Herzog will meet with Lindsay and Doug Hansen in Prince Albert on May 20”‘at 10:30 am.

2017 Workshops

— Tentatively two workshops by Paradox Access Solutions highlighting the PRS NeoWeb(Tough—Cell)line of products and services on February 21 and 23, 2017. Motion: Wilfing moved; Jeanette seconded: That the NCTPC set the last Tuesday and Thursday in February of each year as dates for our annual workshops. Cd.

Correspondence Correspondence was read and discussed. Motion: Gareau moved; McDaid seconded: That the correspondence presented at the meeting be ?led for future reference. Cd.

Other Business Motion: Prudat moved; Joanette seconded: That our Chairperson, Richard Porter, be paid an honorarium of $600.00 for the 20 15/16 Fiscal Year. Cd. Motion.’McCaffrey moved; Kabaroff seconded: That the Executive Administrator, Beth Herzog, be given a raise increase ?om $700.00 to $800.00/month. Cd. Financials Motion: Herd moved; Rundbraaten seconded: That we approve the Statement of Cash Receipts and Payments as presented with the 01 February 2016 to 31 March 2016 Financial Statement. (Cheques # 2233-2234, #2254, #2260—2286,#2289) Cd. Motion: McCaffrey moved; Herd seconded: That the Financial Statement of Accounts for period 01 February 2016 to 31 March 2016 be approved as presented. Cd.

Next Regular Executive Meeting: The next Regular Executive Meeting will be held during the bus tour on Thursday, June 23"‘.

Adjournment Kabaroff: Moved that the meeting be adjourned. Meeting adjourned @ 4:30 pm.

Chairperson Executive Administrator

Page 38 of 115 A .; TRANSPORTATION PLANNING COMNIITTEE , NORTH CENTRAL Organizational Meeting Minutes Thursday, April 28, 2016 27 Senior’s Hall, Blaine Lake, Saskatchewan

JZLeseiiti. :.éRichardPorter (Chairperson), Ray Wilfing (1“ Vice Chaiiperson),Louis McCaffrey (2“dVice Chairperson), George Tomporowski, Edwin Rundbraaten,Wally Kabaroff, Larry McDaid, Jim Joanette, John Herd, Henry Gareau, George Prudat, Beth Herzog, Alan Lindsay (MH1),

Absent Harold Mueller

Call to Order The meeting was called to order @ 9:00 pm.

Motion McCaffrey moved; Wilfing seconded: That the Agenda be accepted as presented. Cd.

NCTPC Organizational Meeting Lindsay chaired the Organizational portion of the April 28”Meeting.

Chairgerson Wil?ng nominated Richard Porter for the position of 20 16/17 Chairperson. Tomporowski moved; Herd seconded: That nominations cease. Cd. Richard Porter acclaimed as Chairperson for the 2016/17year.

1” Vice Clzairgerson Joanette nominated Louis McCaffrey for the position of 2016/17 15'Vice Chairperson. Kabaroff moved; Herd seconded: That nominations cease. Cd. Louis McCa?‘rey acclaimed as 1“Vice Chairperson for the 2016/17 year.

2""Vice Chairperson McCaffrey nominated Ray Wil?ng for the position of 2016/17 2”‘Vice Chairperson. Kabaroff moved; Rundbraaten seconded: That nominations cease. Cd. Ray Wil?ng acclaimed as 2"“Vice Chairperson for the 2016/17 year.

Executive Atlministrator MeCaffrey moved; Prudat seconded: That Beth Herzog be appointed as Executive Administrator for the 2016/17 year. Cd.

Signing Autlzoritg McDaid moved; Gareau seconded: That the signing authority on all cheques be set at 2 of 4. The following 4 Executive make up those whose signature is

required — Chairperson, 1“Vice Chairperson, 2"dVice Chairperson, and the Executive Administrator. Cd.

011Line Access to BaI1kAceotmt at Affinity Credit Union Herd moved; Tomporowski seconded: That the Executive Administrator be allowed On-Line access to the bank account at A?inity Credit Union Shellbrook Branch (Account #4081261) Cd.

Fimmcittl Committee Wilfing moved; Gareau seconded: That McDaid, McCaffrey, Herd, Porter, Herzog and the Senior Planner be appointed to the Financial Committee for the 2016-2017 fiscal year. Cd.

Small Executive Committee Rundbraaten moved; Gareau seconded: That Tomporowski, McDaid, McCaffrey, Wil?ng, Porter, Herzog and the Senior Planner be appointed to the Small Executive Committee for 2016-2017. Cd.

Page 39 of 115 NCTPC Organizational Meeting 28 April 2016 Page 2

Imlemnigy Porter moved; Gareau seconded: That the Meeting Indemnity be set at $150.00/meeting and that mileage be set at 50¢/kilometer. Cd.

Kabaroff moved: That the NCTPC Organizational Meeting be adjourned.

Chairperson Executive Administrator

Page 40 of 115 NORTHWESTREGIONALWASTE MANAGEMENTAUTHORITYINC. MINUTES July 14"‘,2016 Rapid View Recreation Center

Present: Landfill Rob and Flora Katzer City of Meadow Lake... Kim Chiverton (V) RM of Beaver River ...... Coral Dale (V) RM of Meadow Lake.... Rodger Zuchotzki (V),Perry Brookes Village of Dorintosh..... John Osborne (V) Village of Goodsoi|.... Fred Puffer, Joe Fike (V) Village of Pierceland. .. Tammy Landry (V),Jim Krushelnitzky Village of Loon Lake.. . Larry Heon (V) RM of Loon Lake...... Larry Lantz (V)

Other ...... Sean Bayer — KGSGroup, Layne Shkopich, Vern Gilroyed (Shkopich Enviro)

Recording Secretary: Flora Katzer (V) = voting member

Chairman Perry Brookes called the meeting to order at 9:05 a.m.

Agenda Dale: That the agenda be approved as presented. Carried

Minutes Zuchotzki: That the minutes of the meeting held on May 10"‘be approved as circulated. Carried. Krushelnitzky: That the minutes of the meeting held on June 15"‘be approved as circulated. Carried

Accounts Payable Osborne: That cheques # 1124 to # 1144, utilities and debit machine totaling the amount of $ 61,172.08 as listed in the attached schedule be approved as presented. Carried

Bank Reconciliation Krushelnitzki: That the Bank Reconciliations for the month oflune be approved as presented. Carried.

Statement of Revenue 8: Expenses Lantz: That the Statement of Revenue and Expenses for May and June be approved presented. Carried

Page 41 of 115 Sean Bayer from KGSjoined the meeting at 10:00.

New Cell Construction: Krushelnitzki: That Northwest Regional Waste accept the lowest bid of $1,091,048.44 from Top Grade Construction provided they meet the criteria set forth by CRAand PST. Ifthey do not meet criteria, accept the second lowest at $1,544,130.48 by Heavy Norwest. Second by Larry Heon. Carried unanimously

Sean left the meeting at 10:25

Goodsoil Credit Union: Fike: That the Northwest Regional Waste borrow $1,000,000.00 from the Goodsoil Credit Union payable over 60 months. Flora to gather information and bring to next meeting. Carried

KGS — Project Manager: Fike: That we hire KGSas the Project Manager and accept their quote of$17,500.00 to $22,500.00 for their Project Manager fee. Second by Zuchotzki Carried Gravel at fuel tanks: Fike: That we gravel around the fuel tanks and split the cost between the RM of Meadow Lake,the Northwest School Division and the NRWMA. Carried Fuel Tank Berm: Fike: That we get 3 quotes to construct a berm around the fuel tanks and advise the owners of the tanks regarding the associated cost to build. Carried Sean rejoined the meeting at 11:30

Recyclable Products: Osborne: That we hire KGSto draw up a plan to build a spot to handle recyclable products- contaminated soil, concrete, construction waste etc. Carried

Next meeting: September 22"d,10:00 Rapid View Recreation Center.

Adjournment: Krushelnitzky: That the meeting be adjourned at 11:30 a.m. Carried

Perry Brookes, Chairperson Flora Katzer, Secretary

Page 42 of 115

REQUEST FOR DECISION

Report To: Mayor and Council

From: Building Official

Subject: Discretionary Use Application

Meeting: Regular Council Meeting

Meeting Date: July 25, 2016

RECOMMENDATION:

“That the Discretionary Use Application from Darcy Thomas to build a Pet Crematorium on Lot 1, Block 3, Plan AS1772, Ext. 0 also known as 120 3rd Street East, be approved.”

KEY ISSUE(S)/CONCEPTS DEFINED: Funeral Services is a discretionary use within the C2 Urban Commercial District. This development was advertised following the June 13th meeting, and notification was sent to the surrounding property owners. No written submissions have been received from the public as of the date of this report.

RELEVANT POLICY: The following sections of the Zoning Bylaw outline the items Council must consider when reviewing a discretionary use application:

Discretionary Use Criteria Generally 2.8.2 The following objectives must be considered in the review of discretionary use applications: a) the proposal must be in conformance with all relevant sections of the Official Community Plan and Zoning Bylaw, as well as any established concept plans or comprehensive development reviews; b) there must be a demand for the proposed use in the general area, and a limited supply of land currently available in the general area capable of accommodating the proposed use. c) the proposal must be capable of being economically serviced by community infrastructure including roadways and sidewalks, water and sewer services, solid waste disposal, parks, schools, and other utilities and community facilities. d) the proposal must not be detrimental to the health, safety, convenience or general welfare of persons residing or working in the vicinity or injurious to property, improvements or potential development in the vicinity Discretionary Use Criteria for the C2 Zone: 5.11.4 The appropriateness of Discretionary Uses shall be determined based on the following criteria: a) Consistency with the character and scale of existing developments; b) In line with frontage typical of the development block; c) Evident recognition of the historic form and character of the neighbourhood; and d) Evidence of significant community support for the proposed use.

RESPONSE OPTIONS: 1. Approve the application

Page 43 of 115 2. Deny the application, with reasons stated

PREFERRED STRATEGY: Subject to any objections that may be presented during the public hearing, Administration supports approving this application.

ALTERNATIVE RECOMMENDATIONS: “That the Discretionary Use Application from Darcy Thomas to build a Pet Crematorium on Lot 1, Block 3, Plan AS1772, Ext. 0 also known as 120 3rd Street East, be denied for the following reasons: .”

IMPLICATIONS OF RECOMMENDATION

GENERAL: The proposed development is not expected to adversely affect any neighboring property. There is already an existing funeral services use to the south of this property, so this would not be a new use for the area. As the lot in question borders a residential district to the north, the provisions of Section 3.10.8 of the Zoning Bylaw will apply and the parking area will be screened from view of the neighboring residential property.

FOLLOW UP ACTION: If the development application is approved, the applicant will be required to obtain a building permit, which is valid for a two year period from the date of issue.

Attachments:  Development permit application  Copy of public notice

RESPECTFULLY SUBMITTED:

Neil Marsh Building Official July 19, 2016

Page 44 of 115 City of Meadow Lake Application for Discretionary Use PUBLIC NOTICE is hereby given, pursuant to Zoning Bylaw No. 2/2014, that a discretionary use development permit application has been made to develop: Type: Special Care Home Location: Lot 5, Block 35, Plan 72B10293; also known as 513 7th Avenue West Zoning: R2 - Low Density Residential District

REQUEST FOR DECISION

Report To: Mayor and Council

From: Building Official

Subject: Discretionary Use Application

Meeting: Regular Council Meeting

Meeting Date: July 25, 2016

RECOMMENDATION:

“That the Discretionary Use Application from Northwest Friendship Centre to build a special care home on Lot 5, Block 35, Plan 72B10293, Ext. 0 also known as 513 7th Avenue West, be approved.”

KEY ISSUE(S)/CONCEPTS DEFINED: This application does not involve any changes to the structure on the property, but does involve a change to a use that is discretionary. Although the applicant and owner are different, the property owner is aware of and supports this application. This development was advertised following the June 27th meeting, and notification was sent to the surrounding property owners. No submissions have been received from the public as of the date of this report.

RELEVANT POLICY: The following sections of the Zoning Bylaw outline the items Council must consider when reviewing a discretionary use application:

Discretionary Use Criteria Generally 2.8.2 The following objectives must be considered in the review of discretionary use applications: a) the proposal must be in conformance with all relevant sections of the Official Community Plan and Zoning Bylaw, as well as any established concept plans or comprehensive development reviews; b) there must be a demand for the proposed use in the general area, and a limited supply of land currently available in the general area capable of accommodating the proposed use. c) the proposal must be capable of being economically serviced by community infrastructure including roadways and sidewalks, water and sewer services, solid waste disposal, parks, schools, and other utilities and community facilities. d) the proposal must not be detrimental to the health, safety, convenience or general welfare of persons residing or working in the vicinity or injurious to property, improvements or potential development in the vicinity Discretionary Use Criteria for the R2 Zone: 5.4.4 The appropriateness of Discretionary Uses shall be determined based on the following criteria: a) Consistency with the character and scale of existing developments; b) Fit with the residential frontage typical of the community; c) Evident recognition of the historic form and character of the neighbourhood; and d) Evidence of significant community support for the proposed use.

RESPONSE OPTIONS:

Page 51 of 115 1. Approve the application 2. Deny the application, with reasons stated

PREFERRED STRATEGY: Subject to any objections that may be presented during the public hearing, Administration supports approving this application.

ALTERNATIVE RECOMMENDATIONS: “That the Discretionary Use Application from Northwest Friendship Centre to build a special care home on Lot 5, Block 35, Plan 72B10293, Ext. 0 also known as 513 7th Avenue West, be denied for the following reasons: .”

IMPLICATIONS OF RECOMMENDATION

GENERAL: The proposed development is not expected to adversely affect any neighboring property.

FOLLOW UP ACTION: If the development application is approved, there is no further action required by the City. A fire inspection for the proposed use has already been completed, and any further licensing or inspections will be done through Social Services.

Attachments:  Development permit application  Copy of public notice

RESPECTFULLY SUBMITTED:

Neil Marsh Building Official July 19, 2016

Page 52 of 115 City of Meadow Lake Application for Discretionary Use PUBLIC NOTICE is hereby given, pursuant to Zoning Bylaw No. 2/2014, that a discretionary use development permit application has been made to develop: Type: Special Care Home Location: Lot 5, Block 35, Plan 72B10293; also known as 513 7th Avenue West Zoning: R2 - Low Density Residential District

Report To: Mayor and Council

From: City Clerk

Subject: Mail—In Ballot Bylaw No. 16/2016

Meeting: Regular Council Meeting

Meeting Date: July 25, 2016

RECOMMENDATION:

"That Bylaw No. 16/2016, a Mail—In Ballot Bylaw, be given second reading."

"That Bylaw No. 16/2016, a Mai1—In Ballot Bylaw, be read a third time and adopted."

KEY ISSUE(S)/ CONCEPTS DEFINED: At the June 13th meeting, Council passed a resolution directing Administration to draft a bylaw to provide for mail—in ballots for the 2016 general election. This will be the first time the City offers mail—in ballots, and it is hoped that by offering an additional way for residents to vote, we can increase voter turnout.

A chart outlining the application and voting process is also attached for Council's reference.

RESPONSE OPTIONS: 1. Council can adopt the bylaw as presented; or 2. Council can provide Administration with recommendations on changes to the bylaw (any changes must be made before third reading is given).

IMPLICATIONS OF RECOMMENDATION

FINANCIAL: There will be a slight cost for the mail—in ballot kits, estimated at roughly $1- $2 higher than normal ballots (depending on whether they are mailed or hand delivered).

COMMUNICATION: Once the bylaw is adopted in July, notices about mail—in ballots will be posted on the City's website, Facebook page and quarterly utility ?yer. Administration will also contact the hospital and care homes directly to advise them of these provisions.

Attachments: 0 Bylaw No. 16/2016 - Bylaw Summary

RESPECTFULLY SUBMITTED: Jessica Walters City Clerk July 19, 20 16

Page 59 of 115 Mail-In Ballot Process (Proposed Bylaw 16/2016)

Application o Voters must apply in person at City Hall (as their ID must be witnessed by the Returning Officer and they must sign a voter declaration) 0 An exception is made for any person receiving care in a hospital or care facility, who may request that mail in ballot applications and kits are delivered directly to the facility 0 Voters must supply the address they wish to have their ballot kit sent to o Applications can be made during office hours from September 1st to Friday, October 21st - All completed voter registration forms will become part of the po|l—book,and applicants will not be permitted to vote again in the election.

Delivery of Ballot Kits 0 Once the nomination period is closed and printed ballots have been received (estimated date is October 3-6), ballot kits will be mailed out to each person who has applied. - For any applications received after ballots have been printed, ballot kits will be given directly to the voter at the time of application rather than mailed. - As permitted by the legislation, a provision has also been made for mail-in ballots to be delivered directly to hospitals and live-in care facilities upon request.

Form of Ballot Kits Each ballot kit willcontain the following: o Blank ballot (pre—initialedby the R0) Ballot security envelope Voter confirmation envelope, bearing the name & signature of the voter A pre-addressed (but not postage pre-paid) envelope for returning the ballot Instructions to the voter

Receipt of Ballots o The RO willrecord the date each ballot is returned, and place the unopened voter confirmation envelope in a separate ballot box that is only used for mail-in ballots. Ballots will be collected here until election day. - On election day, mail-in ballots can be received at the polling station and at City Hall. Any ballots received at City Hall willbe delivered to the polling station. - After the close of polls, the voter confirmation envelopes will be checked against the list of voters who requested a mail—inballot. Any ballots that have not been returned will be recorded as spoiled. o The ballot security envelopes are then removed from the voter confirmation envelopes, and added to the ballot box of another polling station before they are opened (to help protect the identity of the Voters). 0 The ballots are then counted among the rest of the ballots for that polling station. 0 If ballots are received after election day, the envelope willnot be opened and will be kept with the rest of the election materials and destroyed in accordance with the legislated schedule.

OOOO

Page 60 of 115 CITY OF MEADOW LAKE BYLAW NO. 16/2016 MAIL-IN BALLOT BYLAW

A BYLAW OF THE CITY OF MEADOW LAKE TO ESTABLISH A MAlL—INBALLOT VOTING SYSTEM.

The Council of the City of Meadow Lake, in the Province of Saskatchewan, in open meeting hereby enacts as follows:

1. This bylaw shall be referred to as the “Mai|—in Ballot Bylaw”. The purpose of this bylaw is to establish a mail—inballot voting process for municipal elections. Any elector of the City who anticipates being unable to vote at an advance poll or on election day may apply to vote using a mail—inballot.

DEFINITIONS 2. In this bylaw: a) “Act”means The Local Government Election Act, 2015; b) “City”means the City of Meadow Lake; c) “Regulations” means The Local Government Election Regulations, 2015; d) “returning officer” means the City Clerk for the City of Meadow Lake or a person appointed by the Council of the City of Meadow Lake pursuant to Section 47 of The Local Government Election Act, 2015; and e) “voter's registration form" means the Voter’s Registration Form and Poll Book, Form R of the Regulations, modified as provided for within this bylaw.

APPLICATION PROCESS 3. An application package will consist of: a) a voter’s registration form; and b) the Declaration of Person Requesting Mai|—in Ballot, Form C, Appendix A of the Regulations.

The voters registration form is modified to include areas to record the following information: a) in the voter registration portion, the address to which a mail—inballot is to be mailed, ifdifferent than the regular address of the voter; and b) in the poll book area: 0 the date when the application for a mail-in ballot is accepted; - the date when a ballot kit is provided to the voter; and o the date when bal|ot(s) are received by the returning officer. c) any other modifications consistent with Section 142 of the Act deemed necessary or desirable by the returning officer.

A voter who desires to vote by mail shall apply in person to the office of the City of Meadow Lake. Such application must be submitted to the returning officer no later than 4:00 p.m. on the Friday immediately preceding Election Day, and: a) in the case of a general election, may not be submitted prior to September 1st of the election year; or b) in the case of a by—e|ection, may not be submitted prior to the Wednesday three weeks before the nomination day.

Pursuant to clause 29(1)(b) of the Act, a voter who is receiving care in a hospital, personal care facility, or similar institution located within the City shall be permitted to vote in an election by mail-in ballot, and the returning officer may deliver mail-in ballot kits to the facility for this purpose.

The following persons are authorized to act pursuant to clause 18(1)(b) of the Regulations for the purpose of establishing the identity and residence of a person requesting a mail—inballot: a) the returning officer; and

Page 61 of 115 Mail—|n Ballot Bylaw No. 16/2016 Page 2

b) any person appointed by the returning officer pursuant to section 48 of the Act.

8. Upon acceptance of the voters application for a mail-in ballot, the returning officer shall: a) affix his or her signature to the voters declaration form; and b) note the date of approval in the appropriate area of the poll book. PROVlDlNGBALLOT TO VOTERS 9. All ballots issued to persons voting by mail shall be identical.

10. A ballot kit shall consist of: a) the ballots to which the voter is entitled; b) a ballot security envelope, bearing the information described in Schedule “A”, appended hereto and forming a part of this bylaw; c) a voter confirmation envelope, bearing the information described in Schedule “B”,appended hereto and forming a part of this bylaw; d) an outer envelope, addressed to the returning officer, bearing the words “Mail-in Ballot"on its face; and e) appropriate directions to voters.

11. The returning officer shall: a) ensure the outer envelope is addressed to the returning officer at the correct postal address; and b) on the voter confirmation envelope: i. print the name of the voter; and ii. identify the ballots provided to the voter; and c) place his or her initials in the box on the reverse side of the ballot or ballots providedto the voter.

12. The returning officer shall provide a ballot kit in person or by regular mail to each voter who has completed the mail-in ballot application process. a) Ballot kits shall be provided as soon as reasonably possible after nomination day. b) The returning officer shall make the following entries to the poll book upon providing a ballot kit to a voter: i. those required pursuant to Section 107 of the Act; and ii. the date on which the ballot kit was provided to the voter. c) After the returning officer provides a ballot kit to the voter, the voter is deemed to have voted and is not entitled to vote at any other poll.

RECEIVING BALLOTS FROM VOTERS 13. Voters are required to: a) insert marked ballots into the ballot security envelope; b) seal the ballot security envelope and insert it into the voter confirmation envelope; C) date and sign the voter confirmation envelope; and d) seal the voter confirmation envelope and insert it into the outer envelope.

14. Voters may return ballots in their original form to the returning officer by regular mail, registered mail, courier, in person, or by any other means.

15. The returningofficer shall ensure there is a ballot box which shall contain only mail-inballots from the time ballots are received until the close of polls on Election Day.

16. Upon receipt of an outer envelope containing a voter's ballot on or before the close of poll on Election Day, the returning officer shall: a) ensure the voter confirmation envelope is signed by the voter; b) record in the poll book the date on which the envelope was received; and c) depositthe voter confirmation envelope in a ballot box.

Page 62 of 115 Mail-ln Ballot Bylaw No. 16/2016 Page 3

17. Ballots received after the close of polls on Election Day: a) are deemed to be spoiled; b) will remain unopened in the voter confirmation envelope; and c) are retained in the manner proscribed in sections 137 and 142 of the Act.

18. The returning officer shall designate at least one deputy returning officer who will receive mail—inballots prior to the close of polls on Election Day.

19. Prior to the close of polls on Election Day, the returning officer shall deliver the following materials to the deputy returning officer designated pursuant to Section 18 of this bylaw: a) the ballot box containing all ballots received by mail; b) the application kits from all voters who applied for a mail—inballot; and c) any ballots received by mail after the above materials have been delivered to the deputy returning officer.

OBJECTIONS BYCANDIDATES/AGENTS 20. On Election Day, any candidate or candidates agent may examine the application package filed by a person who applied for a mail—inballot.

21. A candidate or a candidate's agent retains the right to object to a persons entitlement to vote if that person votes by mail.

22. On the objection of a candidate or an agent to the entitlement of a person voting by mail, the returning officer shall make necessary entries in the poll book consistent with clause 112(1)(b)(c) and (d) of the Act.

COUNTlNG BALLOTS 23. Mail-in ballots will be counted after the close of polls on Election Day.

24. Where the returning officer is of the opinion that the number of voters who voted by mail are small and as a result it may be possible to determine for which candidate any of the voters voted, the returning officer may direct the deputy returning officer to include the mail—inballots in the same ballot box used for polling on Election Day.

25. The deputy returning officer shall open the mail—inballot box in the presence of persons authorized to be in the polling place pursuant to section 134 of the Act.

26. The deputy returning officer shall examine each voter confirmation envelope in the ballot box and shall allow each other person in attendance at the polling place to view the voter's certification on the voter confirmation envelope. a) The deputy returning officer may reject a voter confirmation envelope if the

signature of the voter is missing. _ b) If the voter confirmation envelope is accepted, the deputy returning officer shall extract the ballot security envelope and examine it for any tears or unauthorized markings. c) Ifthe ballot security envelope: i. contains any tears or unauthorized markings, the deputy returning officer shall reject the ballot security envelope; or ii. is accepted by the deputy returning officer, he or she shall deposit the ballot security envelope into a container or another ballot box. d) After all ballot security envelopes have been dealt with pursuant to clause (c), the deputy returning officer shall then extract the ballots from the ballot security envelopes and proceed to count the ballots in accordance with sections 129 to 132 of the Act.

27. The deputy returning officer shall deem spoiled those ballots which were sent to voters by the returning officer but were not returned to the returning officer prior to the close of polls on Election Day and shall, pursuant to subsection 118(2) of the Act, reference this fact in the report of the count of the votes.

Page 63 of 115 Mail—|n Ballot Bylaw No. 16/2016 Page 4

28. The mail-in ballots and any forms used in conjunction with voting by mail, including the voter confirmation envelopes opened by the deputy returning officer pursuant to Section 26 of this bylaw are placed in packets in the same manner as other ballots pursuant to section 136 of the Act.

29. The deputy returning officer will place the packets described in Section 28 of this bylaw along with the poll book and any other forms used in conjunction with voting by mail in the ballot box.

30. Ballots and other forms used in conjunction with voting by mail shall be retained with other election materials pursuant to section 142 of the Act.

31. Upon receipt of a mail-in ballot received after the close of polls on Election Day, the returning officer shall: a) write “deemed spoiled" on the outer envelope; b) record the date said ballot came into his or her possession; c) initial the entry; and d) retain it with, but not in, the ballot box described in section 142 of the Act, unless said ballot can be deposited in the ballot box without unsealing the

ballot box. -

Introduced and read a first time this 27"“day of June, 2016.

Read a second time this 25”‘day of July, 2016.

Read a third time this 25”‘day of July, 2016.

ClTY CLERK MAYOR

Page 64 of 115 Mail-In Ballot Bylaw No. 16/2016 Page 5

SCHEDULE “A” BALLOT SECURITY ENVELOPE

The following text shall be printed on a ballot security envelope:

BALLOT(S)ONLY. The bal|ot(s) contained within this envelope willbe rejected ifthis envelope: - is torn; o bears any unauthorized markings; or o contains materials other than ballots.

SCHEDULE “B” VOTER CONFIRMATION ENVELOPE

The following text shall be printed on a voter confirmation envelope:

Office use only:

Name of Voter

Bal|ot(s) included: [W Office of Mayor [_ Office of Councillor [_ Office of Board Member, Northwest School Division No. 203 [_ Bylaw [_ Question

To be completed by the voter:

Insert sealed ballot envelope in this envelope, seal and complete the following certificate.

l certify that I am entitled to vote in this election pursuant to The Local Government Election Act, 2075 and that enclosed in this envelope is a ballot envelope that contains the ballot(s) received by me and marked by me.

Dated this _ day of , 20

Signature of voter

Page 65 of 115 Page 66 of 115 CITY OF MEADOW LAKE

Monthly Cheque Listing Fiscal Year = 2016 Period Number = 6 Chq Date Chq # Supplier Name Chq Amount Inv # Inv Description Inv Amount June-07-16 7247 SUMA $9,398.88 JUNE/16 GROUP INSURANCE - JUNE $9,398.88 June-23-16 7275 A1 JANITORIAL SUPPLY $65.20 17764 POWDERED DRAIN SEWER OPENER $65.20 June-23-16 7276 CANADA CULVERT $14,277.53 23-57149 CULVERTS,COUPLERS,BOLTS,NUTS $14,277.53 June-23-16 7277 CHILDREN'S SAFETY MAGAZINE $313.95 59012 ADVERTISING - FIRE DEPT $313.95 June-23-16 7278 COLOR COLLISION CENTRE $702.11 20133 DEDUCTIBLE - ML73 $702.11 June-23-16 7279 CONSTRUCTION CODE AUTHORITY $7,901.25 16-902 WASYLIW - INSPECTIONS $420.00 16-911 BOSTON PIZZA PERMIT $7,481.25 June-23-16 7280 CORIX WATER PRODUCTS LP $122.57 10616060659 VALVE WASHERS (300) $122.57 June-23-16 7281 GRELA, JOE $705.22 FIRE INVEST MILEAGE,HOTEL,MEALS - MANITOU $705.22 June-23-16 7282 HALLAHAN, JOSEPH $149.82 EMERGENCY MILEAGEBEACH - LLOYDMINSTER $149.82 June-23-16 7283 INVESTORS GROUP TRUST CO $874.00 JUNEMGMT 10/16 RRSP & TFSA - JUNE 10/16 $437.00 JUNE 24/16 RRSP & TFSA - JUNE 24/16 $437.00 June-23-16 7284 LAKEVIEW ELEMENTARY SCHOOL $1,100.00 2016:005 2016:005 COMMUNITY GRANT $1,100.00 June-23-16 7285 M.L. & DISTRICT HUMANE SOCIETY $892.00 115 IMPOUND FEES - APRIL/16 $488.00 116 IMPOUND FEES - MAY/16 $404.00 June-23-16 7286 MARSH, NEIL $115.00 FIRE MEALS - PRINCE ALBERT $115.00 June-23-16 7287 MEADOW GREEN GREENHOUSE $4,582.74 012INVESTIGATI $4,582.74 June-23-16 7288 NORTH OF DIVIDE PLANNING DISTRICT $13,457.00 03-2016 2016 FEES - EMERGENCY AID $556.00 COMMISSION 101 MEMBERSHIP DUES $12,901.00 June-23-16 7289 RECEIVER GENERAL FOR CAN. $25,410.01 JUNE 10/16 CPP, EI , INCOME TAX - JUNE 10/16 $25,410.01 June-23-16 7290 THE SHERIFF $415.54 JUNE 10/16 GARNISHEE- B.JAMES - JUNE 10/16 $207.77 JUNE 24/16 GARNISHEE- B.JAMES - JUNE 24/16 $207.77 June-23-16 7291 WE DO IT PLGB & HTG LTD $275.32 5986 519 - 2ND ST. EAST- REPAIRS $275.32 June-23-16 7292 WELSH, LUCAS $2,500.00 CANADA DAY MUSICIAN - CANADA DAY $2,500.00 June-23-16 7293 WRAPTORS DECALS $334.92 16-198 REFLEXITE - CHEVRON MATERIALS $334.92 June-23-16 7294 LARIVIERE, HOWARD J. $116.34 UBREFJUN07 Refund on account 004-1288010-000. $116.34 June-28-16 7295 RECEIVER GENERAL FOR CAN. $30,781.53 JUNE16 30/16 CPP, EI, INCOME TAX $30,781.53 June-30-16 7296 101296285 SASKATCHEWAN LTD. $340.00 CMC 2016 CMC - DRINK TICKETS $340.00 July-11-16 7297 CANADA POST CORPORATION SUITE $1,099.46 9596410894 TAX NOTICES $1,099.46 July-11-16 7298 E0680AFLASH FIRE & SAFETY $4,420.76 2041 CERTIFY FIRE ALARM SYSTEM @ CIVIC $1,464.75 2042 CERTIFYCENTRE FIRE ALARM @ AQUATIC $1,549.80 2043 CERTIFYCENTRE FIRE ALARM @ ARENA $1,406.21 July-11-16 7299 NORTHWEST SCHOOL DIVISION #203 $405,783.98 JUNE/16 SCHOOL TAX PAYMENTS FOR JUNE/16 $405,783.98 July-11-16 7300 ROYAL BANK VISA $2,052.60 HOLIDAYINN FIRE INV COURSE - JUN 14-16 $267.04 ISC-1 DEP ON TAX TITLE SEARCHES $1,000.00 LIFESAV GUARD SHIRTS FOR LESSONS $417.07 STAPLES-1 OFFICE CHAIR $368.49 July-14-16 7304 CHUCKREY, SCOTT $721.16 FIRE COURSE EXTRICATION COURSE - JUNE 24- $721.16 July-14-16 7305 GRELA, SARA $112.50 MAR-JUN/16 FIRE26/16 HALL CLEANING MAR-JUN/16 $112.50 July-14-16 7306 KOZLOSKI ROCK CONTRACTING $41,511.22 2970 GRAVEL FOR YARD & GOLF COURSE $41,511.22 July-20-16 7309 AFFINITY INSURANCE SERVICES $6,941.00 57079 INSURANCEROAD POLICY $7,220.00

Page 1

Page 67 of 115 Chq Date Chq # Supplier Name Chq Amount Inv # Inv Description Inv Amount 57100 INSURANCE ADJUSTMENT -$279.00 July-20-16 7310 BEG 4 MAC'S DECORATING CENTRE $134.36 918201 POOL - WINDOW REPAIRS $134.36 July-20-16 7311 CLOVERDALE PAINT INC. $659.86 071350750 MARKING PAINT (6) $659.86 July-20-16 7312 COUILLONNEUR, WALLACE $26.25 CRIM CRIMINAL RECORD CHECK REFUND $26.25 July-20-16 7313 DAVE'S ELECTRIC LTD. $131.25 7490REFUND CHANGE STOP LITE @ CENTRE ST $131.25 July-20-16 7314 EDMONTON BRAKE & CLUTCH LTD. $886.10 191062 SEWER FLUSHER PARTS $691.22 191103 SEWER FLUSHER PARTS $886.10 191201 SEWER FLUSHER PARTS -$691.22 July-20-16 7315 FLASH FIRE & SAFETY $605.00 2086 FIRE EXTINGUISHERS RECHARGE $605.00 July-20-16 7316 FOUNTAIN TIRE (MEADOW LAKE) F206 $950.63 1050738 CARBUETOR,FUEL PRIMER BULB $193.81 MEADOW LAKE 1051129 TIRES,WHEEL BALANCE $673.23 1051213 SKID STEER FLAT REPAIR $48.40 1051243 26 X 12.00 R12 TIRE $35.19 July-20-16 7317 GOV'T FINANCE OFFICERS ASSOC. $100.00 2016 2016 MEMSHIP FEES $100.00 July-20-16 7318 HERCULES APPLIANCE SERVICE $899.21 303051MEMBERSHI CC - DISHWASHER REPAIRS $844.21 303312 FREON RECOVERY CHARGE $22.00 303647 FREON RECOVERY,MICROWAVE $33.00 July-20-16 7319 KLEARWATER EQUIPMENT AND $5,034.75 160303 MAGNAFLOCDISPOSAL 500 KG $5,034.75 July-20-16 7320 LAMB'STECHNOLOGIES DOOR SERVICES CORP. $1,162.19 1767 DOOR REPAIRS $1,162.19 July-20-16 7321 M.L. WELDING & MACHINE LTD $1,144.06 6919 LOAD STEEL - ML 204 $460.14 6988 STRAIGHTEN PIPE HOLDER - ML 78 $24.20 7005 CUT PIPES - ML 146 $15.96 7025 SKID PLATES - ML 146 $32.46 7033 STRAIGHTEN FORK EXTENSION $500.74 7040 FAB 4 BUSHINGS - ML 132 $110.56 July-20-16 7322 MCCALLUM'S AUTO BODY $378.00 11240 TOW - BUICK FROM MARION $68.25 11241 TOW - CAVALIER $68.25 11473 TOW - FIRE DEPT TRAINING $136.50 11519 TOW - HANDIVAN TO SHOP $105.00 July-20-16 7323 MEADOW LAKE BUILDING SUPPLIES LTD. $116.22 2277361 DRYWALL $30.74 2278242 SCREWS,BRACES,SPRUCE,ETC $85.48 July-20-16 7324 MINISTER OF FINANCE $1,232.70 1075771 ENVIRO ANALYSIS @ DOWNSTREAM $177.45 1075772 ENVIRO ANALYSIS @ RIVER PUMPS $177.45 1075773 ENVIRO ANALYSIS @ RIVER MOUTH $177.45 1075774 ENVIRO ANALYSIS @ CATTAILS $177.45 1075775 ENVIRO ANALYSIS @ UPSTREAM $177.45 1076245 ENVIRO ANALYSIS @ CATTAILS $177.45 2113027 ENVIRO ANALYSIS @ POOL $21.00 2113033 ENVIRO ANALYSIS @ HOT TUB $21.00 3239803 ENVIRO ANALYSIS @ TOWER $21.00 3239854 ENVIRO ANALYSIS @ RES #2 $21.00 3239860 ENVIRO ANALYSIS @ WEST VIEW $21.00 3240275 ENVIRO ANALYSIS @ TOWER $21.00 3240281 EMVIRO ANALYSIS @ RES #2 $21.00 3240282 ENVIRO ANALYSIS @ WEST VIEW $21.00 July-20-16 7325 MINISTER OF FINANCE $126.00 3241025 ENVIRO ANALYSIS @ RES #2 $21.00 3241032 ENVIRO ANALYSIS @ TOWER $21.00 3241035 ENVIRO ANALYSIS @ WESTVIEW $21.00

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Page 68 of 115 Chq Date Chq # Supplier Name Chq Amount Inv # Inv Description Inv Amount 3241530 ENVIRO ANALYSIS @ TOWER $21.00 3241532 ENVIRO ANALYSIS @ WEST VIEW $21.00 3241538 ENVIRO ANALYSIS @ RES #2 $21.00 July-20-16 7326 MISTY MEADOW GREENHOUSE $2,335.47 28062016 FLOWER CONTAINERS $2,335.47 July-20-16 7327 NORTH WEST REGIONAL COLLEGE $30.00 142626 EXAMS - FIRE DEPT $30.00 July-20-16 7328 NORTHLAND CHRYSLER INC. $240.89 119812 CELL PHONE - PW $240.89 July-20-16 7329 NORTHWEST SAFETY FIRST LTD. $1,080.00 1118 FIRST AID INSTRUCTION $1,080.00 July-20-16 7330 RUSWAY CONSTRUCTION LTD. $50,814.13 13430 VALVE REPAIRS $22,872.09 13431 VALVE REPAIRS $25,947.04 13434 REPAIR WATER BREAK $1,995.00 July-20-16 7331 SASKPOWER $3,396.82 90184852 SET UP STREET LITE @ 613 9TH ST. $1,125.17 90185149 REPAIRWEST DAMAGED POLE $2,271.65 July-20-16 7332 SUBWAY $81.40 261556 MEAL- YABLONSKI FIRE $81.40 July-20-16 7333 THE SOURCE $43.90 394055 CARTRIDGES $43.90 June-13-16 00015-0001 CLARIFY COMPUTER SOLUTIONS $1,452.00 20160510 COMPUTER SERVICES - APR 1- MAY $1,452.00 June-13-16 00015-0002 HJR ASPHALT LP $517,898.02 PROGRESS #2 WEST9/16 SERVICE ROAD $517,898.02 June-13-16 00015-0003 PIERCE, CLARE AND PAMBRUN, RODNEY $825.00 JUNE 1-15/16 CC CONTRRACT - JUNE 1-15/16 $825.00 June-13-16 00015-0004 SHKOPICH ENVIRO LTD. $6,145.01 6479 GARBAGE PICK-UP - JUNE/16 $6,145.01 June-23-16 00017-0001 AECOM CANADA LTD. $4,163.35 38243069 STORM WATER ASSESSMENT $4,163.35 June-23-16 00017-0002 BURTON, DIANA $505.36 CITY MILEAGE - SASKATOON $240.36 JUNE/16MANAGERS VEHICLE & CELL PHONE ALLOWANCE $265.00 June-23-16 00017-0003 CLARIFY COMPUTER SOLUTIONS $536.26 20160606 COMPUTER SERVICES - MAY 10-JUNE $536.26 June-23-16 00017-0004 CUPE $1,572.11 JUNE 10/16 UNION5/16 DUES - JUNE 10/16 $778.03 JUNE 24/16 UNION DUES - JUNE 24/16 $794.08 June-23-16 00017-0005 FRANCIS & COMPANY $346.61 15-0620 LOT TRANSFER - 4 CARL DRIVE $346.61 June-23-16 00017-0006 HANCOCK PETROLEUM INC. $100.00 237182 PROPANE - LIONS PARK $100.00 June-23-16 00017-0007 JAY'S TRANSPORTATION GROUP LTD. $1,071.84 S09278404 SHIPMENT TO CLEARTECH $212.71 S12890920 SHIPMENT - FLOCOR $822.61 S12894814 SHIPMENT - FLOCOR $36.52 June-23-16 00017-0008 KELLY GRAPHICS $372.22 2016210 DECALS - FIRE DEPT $372.22 June-23-16 00017-0009 KGS MR2 CONSULTING ENGINEERS $6,338.87 75185 POABLE WTR DIST DETAIL DESIGN & $1,769.44 75186 2015ESDC WTRWRKS SYS ASSESS/PILOT PLT $4,569.43 June-23-16 00017-0010 M.L. TRUCK & TRAILER LTD. $349.53 26389 MLWRK 99 - CLUTCH BRAKE $349.53 June-23-16 00017-0011 MINISTER OF FINANCE $718.17 MSS57038 MAIL SERVICE - APR/16 $718.17 June-23-16 00017-0012 MODERN JANITORIAL SERVICES $1,119.41 51120 TOILET TISSUE,TOWELS,GARBAGE $1,119.41 June-23-16 00017-0013 MULTIWORKS $1,416.67 22408 HANDIVANBAGS SUBSIDY - JUNE/16 $1,416.67 June-23-16 00017-0014 MUNICIPAL EMPLOYEES PENSION PLAN $23,183.66 JUNE 18/16 SUPERANNUATION - JUNE 18/16 $11,549.20 JUNE 4/16 SUPERANNUATION $11,634.46 June-23-16 00017-0015 PIERCE, CLARE AND PAMBRUN, RODNEY $825.00 JUNE 16- CC CONTRACT - JUNE 16-30/16 $825.00 June-23-16 00017-0016 R.M. OF MEADOW LAKE #588 $377.67 2016-0019230/16 BLOW BEAVER DAMS $377.67 June-23-16 00017-0017 RESOURCE MANAGEMENT $30,153.06 10010 ENGINEERING SERVICES - MAY 20- $30,153.06 June-23-16 00017-0018 SASKINTERNATIONAL POWER CORPORATION INC. $29,160.80 JUNE/16 POWERJUNE 5/16 BILL - JUNE/16 $29,160.80 June-23-16 00017-0019 SASK TEL CMR - 6TH FLOOR $2,388.54 JUNE/16 ACCOUNT # 7238539-3 $2,388.54 June-23-16 00017-0020 SHKOPICH ENVIRO LTD. $14,275.80 6610 RECYCLE PICK-UP - JUNE/16 $14,275.80 June-23-16 00017-0021 WOLFE, TRACEY $350.00 JUNE/16 VEHICLE ALLOWANCE - JUNE/16 $350.00 July-12-16 00018-0001 HJR ASPHALT LP $372,488.76 PROGRESS #3 WEST SERVICE ROAD $372,488.76 July-12-16 00018-0002 PPM PROJECT MANAGEMENT LTD. $8,295.57 20160628-1 ENGINEER CONTRACT - MAY/16 $8,295.57 July-12-16 00018-0003 RESOURCE MANAGEMENT $27,807.26 MMED- SERVICE ROAD ENGINEERING - JUN 7- $27,807.26 INTERNATIONAL INC. 10011 16 Page 3

Page 69 of 115 Chq Date Chq # Supplier Name Chq Amount Inv # Inv Description Inv Amount July-25-16 00020-0001 3CS IT SERVICES $137.49 2016-55 IT SERVICES - POOL $137.49 July-25-16 00020-0002 ACKLANDS $1,913.28 9125581703 GRINDER W/PADDLE $571.99 9126561290 GLOVES (6) $169.76 9127519339 FLAT WASHERS,PLIERS $14.89 9127519354 HAMMER BALL PEIN,CARR $218.19 9127519362 CARRBOLTS,CAPSCREWS BOLTS $13.67 9127519370 BUNGEE CORDS $7.66 9128045680 CYLINDER $11.00 9129228145 LUB,CLEANER,WASHER FLUID,BRUSH $80.34 9134852939 ACETYLENE $93.36 9135037035 HAND TOWELS,QUICK PINS $81.60 9138123782 RECHARGE BREATHING AIR $59.96 9142142018 OPTISORB 25LB (2) $34.18 9142162149 GASKET MAKER SILICONE $36.87 9142171314 SCRUB BRUSHES $22.58 9144464790 EARPLUGS,RESPIRATOR $50.42 9144464808 ELBOWS,VALVE BALL $35.04 9148633192 DRILL 1/2" SHK $46.71 91514222285 CUT RESISTANT GLOVES $118.66 9151422277 CALIBRATION GAS FOR MONITOR $356.40 9152694130 OVERCHARGE CR ON TOOL PURCHASE -$110.00 July-25-16 00020-0003 AUTO & TRACTOR SUPPLY CO $194.12 1541100 BELTS - WTP $56.13 1592280 CONTACT SET/LABOUR $53.07 1594750 BELTS - PARKS $66.71 1599710 BELT - WTP $18.21 July-25-16 00020-0004 B&D LANDSCAPING $3,080.70 27700 PACKER RENTAL - ROADS $2,184.00 27722 UNLOAD CULVERTS $210.00 27735 CURB STOP,INSERT $245.70 27739 HAULING BARACADES $441.00 July-25-16 00020-0005 CLEARTECH INDUSTRIES INC. $3,561.01 149673 DAV 6 68KG CYL RETURNED -$1,732.50 150490 DAV (6) 68KG CYL RETURNED -$1,732.50 150899 DAV (5) 68KG CYL RETURNED -$1,443.75 662402 CHLORINE LIQUIFIED GAS $2,339.82 665801 CHLORINE LIQUIFED GAS $2,807.78 668639 SODIUM BICARBONATE $514.38 668663 CHLORINE LIQUIFED GAS $2,807.78 July-25-16 00020-0006 CREDIT BUREAU SASKATOON $18.33 0630216 COMMISSION -G.MOORE $18.33 July-25-16 00020-0007 DJ'S LAUNDROMAT $273.81 338028 DOUBLE WASH - LIBRARY $8.93 338045 COVERALLS,DOUBLE WASH $23.63 338058 COVERALLS,COAT,DOUBLE WASH $56.17 39186 COVERALLS CLEANED $29.40 39500 REPAIRS $8.40 39555 COVERALLS CLEANED $11.03 39587 REFLECTIVE STRIPING,HEM,SEW $87.95 39762 COVERALLS,COATS CLEANED $48.30 July-25-16 00020-0008 DORINTOSH SEPTIC SERVICE $189.00 14046 EMPTY SEPTIC TANK @ WTP $63.00 14069 EMPTY SEPTIC TANK @ WTP $63.00 14116 EMPTY SEPTIC TANK @ WTP $63.00

Page 4

Page 70 of 115 Chq Date Chq # Supplier Name Chq Amount Inv # Inv Description Inv Amount July-25-16 00020-0009 EXTREME SPEED RV $889.29 190937 IGNITION SWITCH $366.91 191189 AIR FILTER - ML 213 $66.58 191196 AC VAC PUMP OIL $9.32 191757 BRAKE PAD,BRAKE PAD SET $377.28 191831 FLUSHER PARTS $31.86 191896 SWITCHS $37.34 July-25-16 00020-0010 FLOCOR INC. $29,560.53 5879377 VALVE PARTS $23,153.90 5882926 LUG 8" $856.24 5884297 SEWER PARTS $800.28 5889998 VALVE PARTS $4,750.11 July-25-16 00020-0011 FRANCIS & COMPANY $346.61 16 1026 LOT SALE- ML PROPERTEIS - 4 GIBSON $346.61 July-25-16 00020-0012 HBI OFFICE PLUS INC. $237.44 1995 CALCULATOR,THERM ROLL $104.04 3641 MARKERS,WALL POCKET $21.81 3703 WALL POCKET, LEGAL $52.43 4085 ACCOUNT BOOK - BYLAW $59.16 July-25-16 00020-0013 JAY'S TRANSPORTATION GROUP LTD. $1,641.82 S12606134 SHIPMENTTO CLEARTECH $212.71 S12606145 SHIPMENT TO CLEARTECH $196.20 S13225273 SHIPMENT - CLEARTECH $243.48 S13230490 SHIPMENT- CLEARTECH $315.88 S13304966 SHIPMENT - CLOVERDALE $169.20 S13401953 SHIPMENT - CLEARTECH $285.62 S13801502 SHIPMENT- FLOCOR $218.73 July-25-16 00020-0014 KELLY GRAPHICS $703.12 2016252 24 X 36" PANEL SIGNS - LIONS PARK $703.12 July-25-16 00020-0015 LAZAR EQUIPMENT LTD. $3,343.36 02849 FORK LIFT RENTAL $126.50 38424 WEED SPRAYER PARTS $746.68 39559 SPINDLE,BLADES,WHEEL,ETC $2,470.18 July-25-16 00020-0016 M.L. CO-OP $15,234.18 0778 SIFTO CRYSTAL $37.76 0952 SIFTO CYRSTAL $28.32 102694 GAS & DIESEL - JUNE /16 $11,455.33 1921 WATER - FIRE DEPT $93.20 2620 FOOD - FIRE DEPT $105.70 2768 TRAP BAIT $12.45 40292 SCREWS,PROPANE TORCH $116.53 41476 OUTLET,PLUGS $26.37 41682 ADAPTERS,ELBOW,COUPLINGS $33.92 41724 TRIM ROLLER,PAINT $16.35 42671 INSECT SPRAY $34.73 42683 GREASE PAIL - CONCESSION STAND $24.19 43171 TAPE,NIPPLES,FAUCET,ELBOW $32.51 43289 PUMP DOWN FLOAT $54.99 43584 INDUSTRIAL TUBE $45.05 43881 BLUE MOWER REPAIRS $67.09 45615 ADAPTERS $6.36 46534 KEYS (6) $11.56 46535 CLICK TAG $6.54 47561 ROUND -UP $181.97 48429 FIELD MARKER LIME $2,582.58 5238 DISHSOAP - POOL $28.99

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Page 71 of 115 Chq Date Chq # Supplier Name Chq Amount Inv # Inv Description Inv Amount 72549331 PROPANE - FIRE DEPT $19.75 8537 COFFEE,SUGAR,COFFEE MATE $32.46 8979 CITY BBQ FOOD $35.03 9727 FOOD- FIRE DEPT-TRAINING $129.49 9973 FOOD-FIRE DEPT- TRAINING $14.96 July-25-16 00020-0017 M.L. HOME HARDWARE $1,258.52 074052 NAILS $6.91 075081 24 X 24" SIDEWLAK BLOCK $11.81 076231 SIDEWALK BLOCKS 24 X 24" $35.40 076650 SIDEWALK BLOCKS, 24 X 30", $75.94 077203 ADAPTERADHESIVE KIT $8.60 077766 LEAK SEALER $55.57 078153 LOCK,BARREL BOLT $40.51 079572 DRILL BITS,SCREWS $114.26 079711 PLUG,CAP,HAND SOAP,SAFETY $51.32 080547 ADAPTER,PIPE,CMNT,45GLASSES DEG ABS $29.74 080608 EXT POLE,PAINT,COUPLING,LITE $130.76 080609 PAINT,BRUSHES,CLEANER $18.92 081072 UTILITY KNIFE,SWIVEL SNAP,SASH $52.93 082792 FERTILIZERCORD $33.73 083882 BUCKET,MOP,BAGS,TOILET CLEANER $419.07 084979 SEAT $20.45 086035 PAINT,BRUSHES,BRUSH REFILLS $100.62 086425 REDI-MIX CEMENT $51.98 July-25-16 00020-0018 MEADOW POWER & EQUIP. LTD $477.32 20840 COUPLER,PLOW BOLTS $347.56 21067 BLADE, PULLEY - IDL $129.76 July-25-16 00020-0019 MINISTER OF FINANCE $724.66 MSS57219 MAIL SERVICE - MAY/16 $724.66 July-25-16 00020-0020 NAPA AUTO PARTS $31.73 790193 BRACKET - HANGERS (3) $19.05 791036 SPARK PLUGS (4) $12.68 July-25-16 00020-0021 NORTHERN PRIDE $1,266.30 242228 BYLAW AMENDMENT AD - JUNE 2/16 $164.43 242315 DISC AD - DUPLEXES - JUNE 9/16 $140.07 242320 DISC AD - GARAGE- JUNE 9/16 $158.34 242321 BYLAW AMENDMENT AD - JUNE 9/16 $164.43 242430 PARKS & REC NOTICE AD $97.44 242576 CANADA DAY AD $78.75 242581 DISC AD - 120 3RD ST. E $146.16 242613 CANADA DAY AD $164.43 242620 DISC AD - 513 7TH AVE. W $152.25 July-25-16 00020-0022 NORTHWEST REGIONAL WASTE $8,403.10 2656 TIPPING FEES - JUNE/16 $8,403.10 July-25-16 00020-0023 OLDMANAGEMENT DUTCH AUTHORITY INC. $320.83 72121690 VENDING - POOL $88.20 72121730 VENDING - POOL $110.25 72121783 VENDING PURCHASES - POOL $122.38 July-25-16 00020-0024 PPM PROJECT MANAGEMENT LTD. $7,630.12 20160708-1 ENGINEER C0NTRACT - JUNE/16 $7,630.12 July-25-16 00020-0025 PRINCE ALBERT BEVERAGES $594.01 14994 VENDING PURCHASES - POOL $594.01 July-25-16 00020-0026 PURE WATER STATION $55.00 43151 (4) BOTTLED WATER - POOL $20.00 43189 (4) BOTTLED WATER - POOL $20.00 44497 (3) BOTTLED WATER - POOL $15.00 July-25-16 00020-0027 ROCKY MOUNTAIN PHOENIX $4,119.02 14444 FIRE TRUCK REPAIRS $4,119.02 July-25-16 00020-0028 RON'S PLUMBING & HEATING $31,659.93 48036 PUMP @ PUMP STATION #2 $28,891.09

Page 6

Page 72 of 115 Chq Date Chq # Supplier Name Chq Amount Inv # Inv Description Inv Amount 48097 REPAIRS @ WTP $636.24 48102 WATER HEATER @ WTP $1,458.80 48136 TOILET REPAIRS,LIGHTS - POOL $673.80 July-25-16 00020-0029 RUSSELL FOOD EQUIPMENT $24.04 53368 STOCKPOT LID 10" $24.04 July-25-16 00020-0030 S.T.C. LINES $196.49 31140234064 SHIPMENT TO SRC $23.99 31140234543 SHIPMENT TO SRC $20.53 31140235022 SHIPMENT TO SRC $23.99 3314718190 SHIPMENT FROM SIGNAL INDUSTRIES $20.84 3315187956 SHIPMENT FROM SRC $25.78 3315188144 SHIPMENT RROM SRC $25.78 61066451213 SHIPMENT FROM DIAMOND $17.69 61106735944 SHIPMENT- EDMONTON BRAKE & $37.89 July-25-16 00020-0031 SASK. RESEARCH COUNCIL $1,723.84 1139062 SAMPLECLUTCH # 14768 -14784 $1,723.84 July-25-16 00020-0032 SASKTEL MOBILITY - CMR $649.94 01551770 # 01551770 - N.MARSH,JOE,JEN,PW $246.90 01767048JUNE/16 # 01767048 - N.LABRASH, L. SINCLAIR $114.75 01885447JUNE/16 # 01885447 - M.MORRANT,ENGINEER $116.99 02028015JUNE/16 # 02028015 - C.UNRAU,T.WOLFE $171.30 July-25-16 00020-0033 SHKOPICH ENVIRO LTD. $2,024.45 6738JUN/16 SHOP - RECYCLE- OIL - JUNE $263.11 6739 DOWNTOWN CANS - LIBRARY - GARB - $305.28 6740 CCJUNE - GARB - JUNE $315.70 6741 AR - GARB - JUNE $444.31 6742 PARK - GARB - JUNE $190.74 6762 POOL - GARB - JUNE $190.74 7002 LIONS SHOP - GARB - JUNE $314.57 July-25-16 00020-0034 SPLASHABLES INC. $278.20 46733 BREASTSTROKE FINS - LESSONS $278.20 July-25-16 00020-0035 SUREWAY INTERNATIONAL INC. $1,254.41 10250018 4' LIGHTS (4) $192.26 10250144 POOL FLOOD LIGHTS (11) $1,062.15 July-25-16 00020-0036 THE GENERAL'S COFFEE SERV $4,285.38 16685 CANDY - PARADE $169.95 16699 GRILL BRICK (2) $7.70 16888 COFFEE,HOT CHOC,COFFEE MATE $102.99 17161 FIREWORKS - CANADA DAY $4,004.74 $1,831,620.73 $1,831,620.73

Payroll June 1/16 - June 30/16 $148,471.44

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Report To: Mayor and Council

From: City Clerk

Subject: Traffic Bylaw Amendment

Meeting: Regular Council Meeting

Meeting Date: July 25, 2016

RECOMMENDATION:

"That Bylaw No. 17/2016, a Traffic Amendment Bylaw, be introduced and read a first time."

KEY ISSUES/CONCEPTS DEFINED: The purpose of this amendment is to limit parking in three different areas.

1. 8th Avenue West - During the 2016 budget planning session, it was observed that 8th Avenue West is narrower than average and has a high amount of foot traffic. The installation of sidewalks was included in the capital budget and a note made that parking should be limited to one side of the street only due to the street width and ambulance traffic. The sidewalk will be installed on the north side of the street and work should begin later this summer. As the north side of 8th Avenue is already designated no parking from Centre Street to 3rd Street East, the north side will also be designated no parking from Centre Street to 3rd Street West.

2. 3rd Street East - At present, drainage along 3rd Street East is limited to drainage ditches. In the interest of protecting the existing drainage, and as no sidewalks exist at this time, Council had requested that this street be designated as no parking between 9th Avenue and the Golf Course Road.

3. West Service Road - As part of the West Service Road paving, Council requested that pullout parking spaces be added along the road. This amendment will account for those parking spaces, and set a time limit of two-hour parking.

RESPONSE OPTIONS: 1. Council can give first reading to the bylaw as presented. 2. Council can provide Administration with recommendations on changes to the bylaw. 3. If Council wishes to expedite this bylaw, three readings can be given at this meeting with unanimous consent.

ALTERNATIVE RECOMMENDATIONS: a. "That Bylaw No. 17/2016, a Traffic Amendment Bylaw, be amended with the following changes: "

IMPLICATIONS OF RECOMMENDATION

GENERAL: Signage will need to be installed at each of the locations before the provisions of the bylaw can be enforced.

Page 93 of 115

Attachments:  Bylaw No. 17/2016

RESPECTFULLY SUBMITTED:

Jessica Walters City Clerk July 19, 2016

Page 94 of 115 CITY OF MEADOW LAKE BYLAW NO. 17/2016 TRAFFIC AMENDMENT BYLAW

A BYLAW OF THE CITY OF MEADOW LAKE TO AMEND THE TRAFFIC BYLAW NO. 5/2015.

The Council of the City of Meadow Lake, in the Province of Saskatchewan, in open meeting hereby enacts as follows:

Bylaw No. 5/2015 is amended in the manner hereinafter set forth:

1. Section 16, Parking, shall have the following clause added:

(v) There shall be a 2-hour time limit for parking in the signed pull-out parking spaces along the West Service Road (9th Street West). No other parking is permitted along this street as per Section 16(d).

2. Appendix 8, Prohibited and Restricted Parking Areas, shall have the following clauses added:

"No Parking" Areas (Section 16(d)) Street or Avenue From To 8th Avenue (North side) 3rd Street West Centre Street 3rd Street East (Both sides) 9th Avenue Golf Course Road

3. Appendix 9, Schedule of Penalties, shall have the following clause added:

Column A Column B Section Description Discounted Penalty Penalty 16(v) Parking longer than posted time limit $25.00 $15.00

4. This bylaw shall come into force on the date of final passage.

Introduced and read a first time this 25th day of July, 2016.

Read a second time this 22nd day of August, 2016.

Read a third time and adopted this 22nd day of August, 2016.

______CITY CLERK MAYOR

Page 95 of 115 Page 96 of 115 REQUEST FOR DECISION

Report To: Mayor and Council From: City Clerk Subject: Records Retention Bylaw Meeting: Regular Council Meeting Meeting Date: July 25, 2016

RECOMMENDATION:

"That Bylaw No. 18/2016, a Records Retention Bylaw, be introduced and read a first time."

KEY ISSUES/CONCEPTS DEFINED: Section 90(1) of The Cities Act requires that "A council shall establish a records retention and disposal schedule, and all documents of the city must be dealt with in accordance with that schedule." In 1990, Town Council passed the following resolution 221/90: "That approval be granted to destroy old records in conformance with the schedule set out by the Department of Urban Affairs and that application be made through the provincial archivist for further approval." The Ministry of Government Relations publishes a recommended schedule for records retention which has, with only minor changes, been included as Schedule A to this bylaw. While this 1990 resolution is sufficient for meeting the City's legislated requirements, Administration feels that having a bylaw that clearly defines the expectations for records retention and disposal will aid with the practice of records management for all City departments.

RESPONSE OPTIONS: 1. Council can give first reading to the bylaw as presented; 2. Council can provide Administration with recommendations on changes to the bylaw; or 3. Council can decline to adopt a records schedule through a bylaw.

ALTERNATIVE RECOMMENDATIONS: a. "That Bylaw No. 18/2016, a Records Retention Bylaw, be amended with the following changes: " b. "That City Administration be authorized to retain and destroy records of the City in accordance with the most current version of the Municipal Records Retention and Disposal Guide published by the Province of Saskatchewan."

IMPLICATIONS OF RECOMMENDATION

GENERAL: This bylaw is intended to be part of an overall internal records management review.

Attachments:  Bylaw No. 18/2016

RESPECTFULLY SUBMITTED:

Jessica Walters City Clerk July 19, 2016

Page 97 of 115 CITY OF MEADOW LAKE BYLAW NO. 18/2016 RECORDS RETENTION BYLAW

A BYLAW OF THE CITY OF MEADOW LAKE TO AUTHORIZE AND REGULATE THE RETENTION AND DESTRUCTION OF DOCUMENTS.

The Council of the City of Meadow Lake, in the Province of Saskatchewan, in open meeting hereby enacts as follows:

1. This Bylaw shall be known and may be cited as The Records Retention Bylaw.

2. In this Bylaw, in any amending Bylaws, and in any Schedules attached hereto, the following words and terms shall have the following meanings unless there is something in the subject matter inconsistent therewith:

(a) "City" means the municipal corporation of the City of Meadow Lake.

(b) "Record" means a record of information in any form including information that is written, photographed, recorded or stored in any manner, but does not include computer programs or other mechanisms that produce records.

(c) "Transitory Record" means a record, including e-mail, voice mail or text messages, that have temporary usefulness and are not required to meet statutory obligations, set policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of a legal, financial, operational or other decision of the City.

3. The Records Retention and Disposal Schedule attached to and forming a part of this Bylaw as Schedule A is adopted by the City.

4. The City Clerk or designate is authorized to destroy the records set forth in Schedule A upon the expiration of the retention period.

5. The City Clerk shall contact the Saskatchewan Archives Board before the destruction of any records deemed to have potential heritage significance or included in Schedule A with a recommendation to contact the Archives Board, and shall ensure that any documents requested by the Board for preservation in the Archives be deposited with the Board.

6. Any record set forth in Schedule A may be retained for any period longer than the retention period at the discretion of the City.

7. Should the retention periods established in Schedule A come into conflict with any legislated guidelines, the legislation shall prevail over this bylaw.

8. Transitory records, unless otherwise specified in Schedule A, or unless required for legal purposes, have no retention period and may be destroyed at any time at the discretion of the City.

9. Notwithstanding any other provisions of this Bylaw, informational copies of any of the records set forth in Schedule A may be destroyed at any time if the original has been retained in accordance with this Bylaw.

10. This bylaw shall come into force on the date of final passage.

Introduced and read a first time this 25th day of July, 2016. Read a second time this 22nd day of August, 2016. Read a third time and adopted this 22nd day of August, 2016.

______CITY CLERK MAYOR

Page 98 of 115

Schedule A to Records Retention Bylaw No. 18/2016 Page 1

Records Retention and Disposal Schedule

Table of Contents

1. ACCOUNTING AND FINANCE 1.1 Accounts Payable 1.2 Accounts Receivable 1.3 Annual Financial Statements 1.4 Audits and Compliance Review 1.5 Bank Accounts 1.6 Budget 1.7 Budget-related Reports 1.8 Cash Payments and Receipts 1.9 Debentures and Loans 1.10 Federal/Provincial Remittance 1.11 Grants 1.12 Investment Records 1.13 Ledgers/Journals 1.14 Local Improvement Roll 1.15 Monthly Financial Statements 1.16 Requisition/Purchase Orders 1.17 Tax Roll/Assessment Roll 1.18 Utility Documents

2. ADMINISTRATION 2.1 Agreements/Contract and supporting documentation (related to land, building, properties etc.) 2.2 Agreements/Contract and supporting documentation (NOT related to land, building, properties etc.) 2.3 Appeals 2.4 Celebrations and Events 2.5 Cemetery Records 2.6 Change of Ownership documents 2.7 First Nations Consultations 2.8 Inquiries (under LAFOIPP) 2.9 Insurance Policies – Liability 2.10 Insurance Policies – Property 2.11 Photographs 2.12 Public Notice Documentation 2.13 Records Disposal Documentation 2.14 Tax Assessment Appeals 2.15 Tax Assessment Records 2.16 Tax Certificates 2.17 Tax and Assessment Undelivered Notices 2.18 Tax Enforcement Records 2.19 Other Enforcement Records 2.20 Water Analysis and Reports

3. ELECTION 3.1 Ballots 3.2 Disclosure of Holdings 3.3 Declaration of Agent/Friend 3.4 Declaration of Polls 3.5 Deputy Returning Officer Statement of Results 3.6 Nomination and Receipts 3.7 Oaths of Office 3.8 Poll-by-poll Election Results 3.9 Returning Officer’s Summary of Results 3.10 Poll Books 3.11 Voters’ Lists 3.12 Voters’ Registration Forms 3.13 Ballot Box Contents (includes ballots, registration forms, etc.)

4. EMPLOYEE – EMPLOYER 4.1 Employee Records 4.2 Income Tax

5. LEGAL 5.1 Minister’s Orders 5.2 Claims 5.3 Petitions 5.4 Writs

Page 99 of 115

Schedule A to Records Retention Bylaw No. 18/2016 Page 2 6. LICENSES AND PERMITS 6.1 Licenses and Permits Issued by Municipalities 6.1.1 Building Permits 6.1.2 Development Permits 6.1.3 Development Permits – Denied 6.1.4 Development Permits – Register 6.1.5 Other Permits (not related to land, buildings, property, etc.) 6.1.6 Licenses 6.2 Licenses and Permits Issued to Municipalities 6.2.1 Licenses and Permits (related to land, buildings, property, etc.) 6.2.2 Licenses and Permits (not related to land, buildings, property, etc.)

7. MAPS, PLANS AND SURVEYS 7.1 Architects’ Drawings 7.2 Municipal Maps And Plans 7.3 Road Surveys 7.4 Land Surveys Certificates/Surveyors’ Reports

8. MINUTES AND BYLAWS 8.1 Council Minutes 8.2 Repealed Bylaws 8.3 Bylaw Register (active and repealed)

9. REPORTS AND STATISTICS 9.1 Reports of Boards and Committees established by Council 9.2 Vital Statistics

10. INFRASTRUCTURE 10.1 Road Maintenance Records (includes reports)

Page 100 of 115

Schedule A to Records Retention Bylaw No. 18/2016 Page 3 1. ACCOUNTING AND FINANCE

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 1.1 Accounts Payable (includes 7 years Dispose billing, payments, overdue accounts, invoices, receipts, payment vouchers, receipt duplicates, related correspondence, etc.) 1.2 Accounts Receivable (includes 7 years Dispose receipt records, write offs, invoices, vouchers, related correspondence, etc.) 1.3 Annual Financial Statements Permanent as per Permanent as per legislation legislation 1.4 Audits and Compliance 7 years Dispose Reviews (auditor recommendations, reports, etc.) 1.5 Bank Accounts (includes 7 years Dispose records related to termination and establishment of bank accounts, deposit slips, cancelled cheques, passbooks, bank statements, reconciliations, deposit books, cheques stubs/duplicates, etc.) 1.6 Budget (as part of the minutes) Permanent Permanent

1.7 Budget Related Reports 7 years Dispose

1.8 Cash Payments and Receipts 7 years Dispose (includes cash payments books, print-outs, cash reports and summaries, register tapes, etc.) 1.9 Debentures/Loans (includes 7 years after final Dispose registers, coupons, etc.) payment 1.10 Federal/Provincial 7 years Dispose Remittance 1.11 Grants (includes applications 7 years after Contact the Archives and supporting documentation) completion of project, Dispose only upon activity, task, etc. or recommendation rejection of application 1.12 Investment Records 7 years after maturity Dispose of financial instruments 1.13 Ledgers/Journals (includes 7 years Dispose general ledgers, subsidiary ledgers, ledger cards, reports, journals, etc.) 1.14 Local Improvement Roll 7 years after Dispose completion of project 1.15 Monthly Financial Statements 7 years Dispose

1.16 Requisition/Purchase Orders 7 years Dispose

1.17 Tax Roll/Assessment Roll Permanent as per Permanent as per (i.e. hard copy of year-end print out) legislation legislation 1.18 Utility Documents (includes 7 years Dispose water and sewer cards and ledgers, utilities tax roll, etc.)

Page 101 of 115

Schedule A to Records Retention Bylaw No. 18/2016 Page 4 2. ADMINISTRATION

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 2.1 Agreements/Contracts and 10 years after Contact the Archives Supporting Documentation disposition of building, Dispose only upon (pertaining to land, buildings, property or structure recommendation properties, structures, etc. owned by the municipality including construction agreements/contracts, etc.) 2.2 Agreements/Contracts and 7 years after Contact the Archives Supporting Documentation (not termination of Dispose only upon related to land, buildings, properties, agreement/contract recommendation etc.) 2.3 Appeals (under The Planning 7 years after final Contact the Archives and Development Act, 2007) decision rendered Dispose only upon recommendation 2.4 Celebrations and Events 3 years after concluded Contact the Archives Dispose only upon recommendation 2.5 Cemetery Records Permanent as per Permanent as per Legislation Legislation 2.6 Change of Ownership 7 years Dispose Documents 2.7 First Nations Consultations Permanent Permanent

2.8 Inquiries (under Local Authority 7 years Dispose Freedom of Information and Protection of Privacy Act) 2.9 Insurance Policies – Liability Permanent Permanent (may be required if there is a liability claim in the future) 2.10 Insurance Policies – Property 7 years after Dispose (includes insurance claims) termination / cancellation of policy 2.11 Photographs When obsolete contact Contact the Archives. the Archives Dispose only upon recommendation 2.12 Public Notice Documentation 2 years after event for Dispose which notice was given 2.13 Records Disposal Permanent Permanent Documentation 2.14 Tax Assessment Appeals 7 years after final Dispose decision rendered 2.15 Tax Assessment Records 3 years after Dispose (assessor’s valuation records, superseded by new reassessment sheets, etc.) assessment or obsolete 2.16 Tax Certificates 7 years Dispose 2.17 Tax and Assessment 7 years Dispose Undelivered Notices ( Where a notice is undelivered or returned due to an unknown address the notice shall be retained) (Section 216 & 268 The Municipalities Act) 2.18 Tax Enforcement Records 7 years after tax title Dispose (includes tax lien withdrawals, etc.) property sold or property disposed of in any other manner 2.19 Other Enforcement Records 7 years after Dispose (Includes pest control records) settlement 2.20 Water Analysis and Reports 25 years Contact the Archives (may be required if there is a liability Dispose only upon claim in the future) recommendation

Page 102 of 115

Schedule A to Records Retention Bylaw No. 18/2016 Page 5

3. ELECTION

Records included in this section are governed by The Local Government Election Act, 2015 and The Cities Act. Where there is a change to the legislation, the legislated retention period must be followed. Unless otherwise specified, the retention period is calculated from the day after the election day. RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 3.1 Ballots 3 months (Section Dispose 136(1) LGEA, 2015) 3.2 Disclosure of Holdings 7 years Dispose 3.3 Declaration of Agent/Friend 3 months (Section 137 Dispose LGEA, 2015) 3.4 Declaration of Polls 3 months (Section 137 Dispose LGEA, 2015) 3.5 DRO Statement of Results 3 months (Section 137 Dispose LGEA, 2015) 3.6 Nominations and Receipts Term of Office (Section Dispose - in the 142(4) LEGA, 2015) presence of two witnesses 3.7 Oaths of Office Term of Office Dispose 3.8 Poll-by Poll Election Results 3 months (Section 137 Dispose LGEA, 2015) 3.9 Returning Officer's Summary Permanent or contact Permanent or contact of Results the Archives the Archives 3.10 Poll Books 3 months (Section 137 Dispose LGEA, 2015) 3.11 Voters' Lists 3 months (Section 137 Dispose LGEA, 2015) 3.12 Voters' Registration Forms 3 months (Section 137 Dispose LGEA, 2015) 3.13 Ballot Box Contents 3 months (Section Dispose - in the (includes ballots, registration 142(2) LGEA, 2015) presence of two witnesses forms, etc)

4. EMPLOYEE - EMPLOYER

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 4.1 Employee Records (includes 10 years after Dispose time cards, pay records, etc) termination of employment 4.2 Income Tax (T4s, TD1s, etc) 7 years Dispose

5. LEGAL

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 5.1 Minister's Orders Permanent as per Permanent as per legislation legislation 5.2 Claims (includes notices of 10 years after Contact the Archives. claim, statements of claim, etc) settlement Dispose only upon recommendation 5.3 Petitions 7 years Contact the Archives. Dispose only upon recommendation 5.4 Writs 10 years after Dispose expiration or completion

Page 103 of 115

Schedule A to Records Retention Bylaw No. 18/2016 Page 6 6. LICENSES AND PERMITS

6.1 Licenses and Permits Issued by the City

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 6.1.1 Building Permits (includes after rejection of permit Contact the Archives supporting documentation) or life of building/ Dispose only upon structure plus 10 years recommendation 6.1.2 Development Permits 25 years after Contact the Archives (includes supporting documentation) superseded Dispose only upon recommendation 6.1.3 Development Permits – 10 years Contact the Archives Denied Dispose only upon recommendation 6.1.4 Development Permits – Permanent Permanent Register 6.1.5 Other Permits (not related to 3 years after Dispose land, buildings, structures, expiration/termination development projects) or rejection of permit 6.1.6 Licenses (includes supporting 7 years after Dispose documentation) termination/expiration or rejection of license

6.2 Licenses and Permits Issued To the City

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 6.2.1 Licenses and Permits Upon rejection of Contact the Archives (related to land, buildings, permit/license or life Dispose only upon structures, properties) time of structure, recommendation building, property plus 10 years 6.2.2 Licenses and Permits (not 7 years after Dispose related to land, buildings, structures expiration/termination and development projects) or rejection of license or permit

7. MAPS, PLANS AND SURVEYS

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 7.1 Architect’s Drawings Life time of Contact the Archives (buildings, park sites, structures, facility/structure plus Dispose only upon etc.) 10 years recommendation 7.2 Municipal Maps and Plans Original or one Permanent or contact selected copy to be the Archives retained permanently 7.3 Road Surveys 7 years Contact the Archives Dispose only upon recommendation 7.4 Land Surveys 7 years Dispose Certificates/Surveyor’s Reports

Page 104 of 115

Schedule A to Records Retention Bylaw No. 18/2016 Page 7

8. MINUTES & BYLAWS

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 8.1 Council Minutes (includes Permanent as per Permanent as per original bylaws, active and repealed) legislation Legislation 8.2 Repealed Bylaws (includes 7 years Dispose certified copies that may be retained in Repealed Bylaw Registers) 8.3 Bylaw Registers (active and Permanent Permanent repealed)

9. REPORTS & STATISTICS

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 9.1 Reports of Boards and 7 years Contact the Archives Committees established by Dispose only upon Council (not forming part of council recommendation minutes) 9.2 Vital Statistics 7 years Dispose

10. INFRASTRUCTURE

RECORDS RETENTION DISPOSAL PERIOD RECOMMENDATION 10.1 Road Maintenance Records 25 years Contact the Archives (includes reports) Dispose only upon (may be required if there is a liability recommendation claim in the future)

Page 105 of 115 Page 106 of 115

REQUEST FOR DECISION

Report To: Mayor and Council

From: City Clerk

Subject: Special Event Permit Policy

Meeting: Regular Council Meeting

Meeting Date: July 25, 2016

RECOMMENDATION:

"That Policy 500-16-001, a Special Event Permit Policy, be adopted."

KEY ISSUE(S)/CONCEPTS DEFINED. Saskatchewan Liquor and Gaming Authority (SLGA) requires municipal approval prior to issuing permits for certain types of events. Blanket approval for all permits can be given for certain facilities (such as the Civic Centre), but individual approval letters are required for events held at outdoor public facilities. This policy would allow Administration to issue authorizations for routine events, but would still allow for an application to be forwarded to Council if Administration felt it was warranted.

As written, the policy requires applications to be submitted for any outdoor events and events held at the arena and aquatic centre. This may be expanded to include all City facilities if Council desires.

RESPONSE OPTIONS: 1. Adopt the policy as presented 2. Adopt the policy, with revisions stated in resolution 3. Request further revision and do not adopt policy at this meeting (no resolution required)

IMPLICATIONS OF RECOMMENDATION

ORGANIZATIONAL: This policy will reduce the number of event permit requests coming to Council, and allow for a faster turnaround time for applicants to receive their permits.

Attachments:  Special Event Permit Policy  Sample Permit Application Form

RESPECTFULLY SUBMITTED:

Jessica Walters City Clerk July 20, 2016

Page 107 of 115 CITY OF MEADOW LAKE POLICY

NUMBER: RESOLUTION: SECTION: Recreation 500-16-001

EFFECTIVE DATE: TITLE: Special Event Permits

REVISED: ORIGIN/AUTHORITY: Council

PAGES: DEPARTMENT: Administration, Recreation 2

1. PURPOSE: The Saskatchewan Liquor and Gaming Authority (SLGA) requires that certain types of event permits be granted municipal approval. The purpose of this policy is to provide guidance for event organizers outlining their responsibilities, and for municipal staff in determining whether or not to approve an application.

2. AUTHORIZATION: The City Council of Meadow Lake authorizes City Administration to approve applications for community event permits requiring municipal approval for SLGA, provided the applicants meet the requirements set out in this policy. City Administration may, at their discretion, forward any application to Council for additional review and approval.

3. POLICY: 3.1 For all event permits requiring municipal approval, the event organizer shall submit a completed Special Occasion Permit Application Form to the City Clerk a minimum of four weeks prior to the event date.

3.2 The event organizers are responsible to ensure compliance with all provincial alcohol regulations. The application must include a site plan containing all information required by SLGA regarding the event layout.

3.3 The event organizers are responsible to provide adequate, reasonable security and crowd control for their event. This includes control of entry, removal of non-invitees, control of rowdy behavior, and prevention of minors from accessing the alcohol serving areas. The event organizers' plan to address their security needs must be clearly outlined in their application.

Page 108 of 115 Special Event Permits Policy Page 2

3.4 For outdoor events, the event organizers will be required to take reasonable steps to minimize noise impact to any surrounding residential areas and to communicate with neighboring properties about the event. This plan must be outlined in the application form.

3.5 Where an extension to the Noise Bylaw is requested, application must be made to Council.

3.6 All applicants requesting a Special Event Permit must provide proof of adequate liability insurance before an application will be approved.

3.7 In the event that SLGA regulations and/or the terms of the Special Event Permit are not adhered to, Administration will refuse to issue any future approvals to the event organizers. Requests for future events must be directed to Council.

3.8 Periodic reports shall be submitted to Council summarizing the applications received and their results.

Page 109 of 115 City of Meadow Lake Special Occasion Permit Application Form For Events with Alcohol

In order to obtain a Special Occasion Sales Liquor Permit for outdoor events or for events held in municipal sports facilities, the Saskatchewan Liquor and Gaming Authority mandates that approval is required by the City and that a confirmation letter of this approval is provided when applying for the permit. To obtain a confirmation letter, this application form must be completed and submitted a minimum of four weeks prior to the event.

A. Application Information Name of Organization: Type of Organization:

Mailing Address: City: Province: Postal Code:

Applicant / Contact Person Name: Alternate Contact (if applicable): APPLICANT Phone Number(s) - Please provide at least one cell phone number: Email Address:

Purpose of Event / Event Description:

Proceeds from Event to be used for:

Event Location: Projected Number of Attendees: DETAILS

Event Date(s): Event Times: EVENT Date(s) Liquor Permit Requested for: Times Liquor Permit Requested for:

B. Supporting Documentation SITE PLAN: Please attach a map showing where the following items will be located during your event: Alcohol Serving Area Washroom Locations Refreshment Locations Fencing and Fence Height (for outdoor events) SECURITY: Describe the security and crowd control measures that will be implemented for your event.

Security

Contact: NOISE CONTROL AND COMMUNICATION: Describe the proximity of the event to residential areas and what measures will be taken to prevent or contain noise. Outline your plan for communicating details about the event to any neighboring residences and/or businesses. (for outdoor events)

INSURANCE: Please provide proof of liability insurance for this event.

Page 1 of 2

Page 110 of 115

C. Application Terms and Conditions I hereby agree:

a) That the information contained in this application is true and complete to the best of my knowledge; b) That, as the sale or service of alcoholic beverages is only permitted as a component of a larger event, the event organizers will ensure that the alcohol sale and service area does not become the focal point of the event; c) To abide by and observe all City Bylaws including, but not limited to, the Noise Bylaw, Fire Prevention Bylaw and Traffic Bylaw; d) That the event organizers will be responsible to clean up and dispose of all garbage on the property being rented for this event; e) That glass containers will not be used; f) That alcohol will only be served in the contained area identified in this application; g) That the event organizers will adhere to security requirements, and all other requirements as directed by SLGA; and h) That the maximum occupancy load for the facility will be adhered to.

Name and Title (please print): ______

Signature of Applicant ______Date ______

D. For Office Use Only Application Received By: Date of Receipt:

Application Approved By: Approval Date:

Signature of Approving Official:

Additional Conditions (if applicable):

Upon approval, a copy of this application will be forwarded to the Meadow Lake RCMP and Fire Department.

City Administration may also forward this application to Council for additional consideration. Therefore, please ensure your application is submitted within the required timeframe.

Please note that the City of Meadow Lake retains the right to cancel this event and withdraw its approval in the event that this application is transferred to a third party without prior City consent, or if this application is found to misrepresent the event. Failure to adhere to the terms and conditions will result in the refusal of future booking privileges.

Page 2 of 2

Page 111 of 115 Page 112 of 115 City of Meadow Lake

July 22, 2016

TO: City Council

FROM: City Treasurer

This is to request a resolution of Council to send six-month tax enforcement notices for the following properties, as required under Section 22(1) of the Tax Enforcement Act.

Roll Number Lot Block Plan Ext Arrears 505104250 9 5 AZ4936 15 $ 7,047.38 505214400 11 16 BK9119 0 $ 8,841.48 505214400 12 16 BK9119 0 $ 8,841.48 505307000 6 10 AS1772 0 $ 7,128.34 505404000 3 6 60B05876 7 $ 2,870.82 505501700 15 3 101760959 8 $ 608.89 505506450 17 11 BL406 0 $ 4,516.06 505507600 2 13 BP5212 0 $ 3,909.38 505511150 18 17 BD5181 0 $ 5,232.46 505512800 6 19 BD5181 0 $ 1,351.13 505513000 19 19 101760599 4 $ 6,239.69 505513400 13 20 101760612 57 $ 3,011.12 505517500 17 24 BM380 0 $ 5,367.27 505526150 8 38 70B07332 0 $ 1,488.00 505602050 9 3 BL103 49 $ 3,973.32

Page 113 of 115 Page 114 of 115 Motion to Move to a Closed Meeting

Resolution:

That City Council go to a closed meeting, as defined in Section 94(2) of The Cities Act, to discuss items exempt under Section 16(1)(a) of The Local Authority Freedom of Information and Protection of Privacy Act.

Page 115 of 115