AGENDA Committee of Whole Monday, January 20, 2020 Council Chambers 1:00 PM Page
CALL TO ORDER
APPROVAL OF AGENDA
ADMINISTRATION REPORTS
City Manager - Bob Smith 3 - 7 Regional Resilience Specialist Draft 11 Jan 2020 Terms of Reference Regional Resilience Specialist draft January 8 2020
Finance and Administration Manager- Amanda Rosenthal-Hiebert 8 - 12 Finance Manager's COTW Report - January 20, 2020
• Appendices: Investment Policy updates, Utility Policy amended, Tax 13 - 45 enforcement lien listing, Education support HR policy, Council Indemnity policy amended Appendix A - P42-2020 Investment Policy Appendix B - P17-2013 Utility Policy Amended January 2020 Appendix C - Tax Enforcement Lien Listing Appendix D - Educational Support Program - Jan 27 2020 Appendix E - Council Indemnity Policy January 2020
Round Table Discussion - Lead by Councillor Brian Jones
Public Works and Utilities Manager -Jason Wiebe 46 - 48 Public Works and Utilities Manager's COTW Report - January 20, 2020
Round Table Discussion - Lead by Councillor Richard Beck
Planning, Development and Bylaw Manager - Brad Toth 49 - 52 Planning & Development Manager's COTW - January 20, 2020
Round Table Discussion - Lead by Kendall Shram
Recreation and Community Services Manager - Paul McGonigal 53 - 59 Recreation and Community Services Manager's COTW Report- January 20, 2020
• Appendices: Tree Canada, Library Programming Stats- November, Warman 60 - 112
Page 1 of 173
Public Library Board Agenda Appendix A - Tree Canada - Off Leash Dog Park Plan Appendix B - 2019 November Library Programming Stats Appendix C - WPL_Agenda_Revised_Jan15_2020
Round Table Discussion - Lead by Councillor Trevor Peterson
COFFEE BREAK
PROTECTIVE SERVICES
Warman Fire and Rescue Report- Fire Chief Russ Austin 113 - 114 Fire Chief's COTW Report - January 20, 2020
• Appendices: Saskatoon Fire training ground Document, Volunteer Firefighting 115 - 135 online Theory Training, Comparison Statistics, & 2019 Year Totals reports. Saskatoon Fire Training Ground Doc Volunteer Firefighting 5 Year Medical Call Comparison Month to Month 2019 vs 2018 MVC's 2019 Year End Total Calls by Type 2019 Year End Report- Call Attendance RM of Corman Park
RCMP Report - S/Sgt. D.P. MARQUIS 136 - 139 RCMP DEC 2018 Compare WARMAN RCMP DEC 2019 WARMAN
• Appendices: RCMP Media Release 140 - 141 RCMP Media Release - Jan 6 -13, 2020
Round Table Discussion - Lead by Deputy Mayor Gary Philipchuk
ECONOMIC DEVELOPMENT
Economic Development Officers Report - Josh Welz 142 - 143 EDO's COTW Report- January 20, 2020
• Appendix: SREDA - Centre of Excellence Report 144 - 169 Centre of Excellence Report - City of Warman
Round Table Discussion - Lead by Councillor Kevin Tooley
COMMUNICATIONS
Executive Assistant Communications Liaison - Erin Legg 170 - 173 Communication Liaison's COTW report - January 20, 2020
NEXT MEETING Tuesday, February 18th, 2020.
ADJOURNMENT
Page 2 of 173 CITY OF SASKATOON - JOB DESCRIPTION DEPARTMENT Saskatoon Fire Department POSITION TITLE: Regional Resilience Specialist DIVISION Emergency Management Organization POSITION #
Saskatoon Emergency Management Organization (EMO) works with Municipal colleagues, community partners, government agencies, business, non-profit groups, first responders and citizens to promote and strengthen emergency management. We work collaboratively with these groups to coordinate emergency preparedness, planning, response and recovery with the goal of making Saskatoon a safer and more resilient community.
CORE FUNCTION:
The Regional Resilience Specialist is responsible for the overseeing, in partnership with the Regional members, the process, development, delivery and evaluation of resilience planning. In addition, this position is responsible for relationship building and maintenance with internal and external partners and stakeholders at the municipal, provincial and federal level.
SCOPE AND MAJOR RESPONSIBILITIES: 1. Provides leadership on resilience planning and regional coordination. 2. Develops and implements an emergency program, including hazard, risks and vulnerabilities, incident action plans and contingency plans in collaboration with the communities that are members of the Regional Partnership. This position is responsible for ensuring the emergency program can be activated in each municipality and builds capacity within the municipality for emergency management. This requires access to confidential information and working closely with the senior administrative level within these communities. 3. Develops and maintains key partnerships with internal and external stakeholders. These include other municipalities in the region and the Saskatchewan Public Safety Agency. 4. Coordinates and provides training that supports a measurable resilience within each municipality. 5. Coordinates a measurable exercises program to evaluate and improve emergency and service continuity response plans to create a resilient regional community. 6. Works with external partners and stakeholders in large scale exercises. 7. Develops, provides and reviews relevant professional development and training opportunities for internal and external partners and stakeholders to ensure capacity within the municipality to respond and recover to emergency incidents. 8. Coordinates the activation of an Emergency Operations Centre as required. Ensures that first responders are equipped with protocols, training and equipment needed to coordinate site based emergencies with the municipal EOC. 9. Represents Regional Partnership group at internal and external meetings and events as required, including confidential senior administration meetings. 10. Communicates using the emergency mass notification system as required in each Regional partnership community. 11. Prepares written and oral reports, resources and training plans as required. 12. Performs other related duties as assigned.
RELATIONSHIP: Reports to the Director of Emergency Management Organization.
QUALIFICATIONS: Grade 12 Education Four to six years' related experience in resilience planning, services continuity or emergency management. Emergency Management and/or Service Continuity certificate, diploma or professional designation. A combination of other training and experience may be considered. Possession of an equivalent combination of training and experience may be considered. Demonstrated ability to analyze data, identify underlying issues/problems and recommend required Ability to build consensus, generate common understanding and create shared vision in an environment of diverse stakeholders and interests. Demonstrated ability to communicate effectively orally and writing, including the ability to prepare and present reports. Possession of a valid, Class 5 Saskatchewan Driver’s Licence. Current driver’s abstract from SGI demonstrating a safe driving record.
Signature: ______
Date: ______
Page 3 of 173 CITY OF SASKATOON - JOB DESCRIPTION DEPARTMENT Saskatoon Fire Department POSITION TITLE: Regional Resilience Specialist DIVISION Emergency Management Organization POSITION #
Signature: ______
Date: ______
Page 4 of 173 Terms of Reference: Regional Resilience Specialist
Purpose:
The members of this partnership are working together to build the resilience capacity of each municipality and the region as a whole to “adapt to disturbances resulting from hazards by persevering, recuperating or changing to reach and maintain an acceptable level of functioning” (Public Safety Canada – What do Resilient Communities Look Like?).
This partnership will have access to a professional resilience specialist employee to develop and maintain an emergency management program for each of the municipalities. This program will be compatible with other municipal emergency programs in the region and will be aligned with provincial and federal best practices. This will build regional resiliency through sharing of information, sharing of resources, development of incident management teams, sharing of an Emergency Operations Centre Exercise Program and other key strategies and tactics.
Membership:
Village of Borden Town of Duck Lake Town of Hague Town of Hepburn Town of Langham Town of Osler Town of Rosthern RM of Rosthern No. 403 Town of Waldheim City of Warman City of Saskatoon Emergency Management Organization
Length of membership:
Members agree to a two year pilot project with review process after the first year. Two years from the (signing date) the members will determine if they will continue to participate.
Roles and Responsibilities:
Steering Committee: o Membership: . Two senior administrative representatives from the member communities
January 7, 2020
Page 5 of 173 . Director of Emergency Management Organization, City of Saskatoon
o Responsibilities: . Development, review and updating of terms of reference . Hiring and employee review of the Regional Resiliency Specialist . Report to other members of the group . Review requests to join project from additional municipalities
Director of Saskatoon Emergency Management Organization: o Responsibilities: . Day-to-day operations and regular review of employee and progress of plans . Provide operational support, supervision . Budget and financial operations oversight . Report to the steering committee on a regular basis . Coordinate a yearly joint meeting with the senior administration of each municipality to set and review goals
Membership: . Responsibilities: . Ensure municipal staff and elected officials work closely with the Regional Resiliency Specialist, including providing access to documents and information necessary for emergency response planning . Participate in the yearly joint meeting with the Director of the Saskatoon Emergency Management Organization to set and review goals. . Timely payments of contributions . Ensuring communication with the steering committee regarding progress of program
Review: Steering committee will annually review the terms of agreement in consultation with members. After the completion of the two-year pilot program, municipalities can provide 90- days termination notice from the membership in this agreement.
Approval Date: ______(Dana – please add a place for two signers under each organization below)
Village of Borden Town of Duck Lake Town of Hague Town of Hepburn
January 7, 2020
Page 6 of 173 Town of Langham Town of Osler Town of Rosthern RM of Rosthern No. 403 Town of Waldheim City of Warman City of Saskatoon Emergency Management Organization
January 7, 2020
Page 7 of 173 Finance Manager’s Report Committee of the Whole January 20th, 2020
Submitted by: Amanda Rosenthal-Hiebert Finance Manager
Finance Manager Comments:
The Finance Department has had a busy start to 2020.
Administration has been carrying out the work to close our December 31st, 2019 year-end financial records and opening our books for the 2020 fiscal year. The next number of months will prove to be a busy time for the department as we compile and draft our financial statements, as well as all supporting schedules and reconciliations for the 2019-year end. During this time, the department will also be coordinating with Deloitte LLP regarding the 2019 audit.
Please find included in this report a new Investment Policy, revisions to the Utility Policy, 2019 tax enforcement (placing of liens), and amendments to the Educational Support Program Policy as well as the Indemnity Policy.
Respectfully submitted,
Amanda Rosenthal-Hiebert Finance Manager
Page 8 of 173 Finance Manager’s Report Committee of the Whole January 20th, 2020
1. Investment Policy (P42-2020)
Administration has drafted an Investment Policy included in Appendix A. The purpose of this policy is to ensure integrity in the investment management process when investing public monies.
This policy focusses on four main objectives:
a. Legality of Investments – all investment activity is governed by Saskatchewan legislation, unless limited further by Council. b. Preservation of Capital – Administration must practice the care, skill, prudence and diligence required to preserve the capital of the portfolio. c. Maintaining Liquidity – the investment portfolio must remain sufficiently liquid to meet all operating and cash flow requirements, as well as limit temporary borrowing requirements. d. Earning a Competitive Rate of Return – ensure the rate of return on the investment portfolio is optimized to the extent possible given the objectives of legality, safety of principal and the need to maintain adequate liquidity. Rate of return is of secondary importance compared to the objectives above.
This policy also defines within standard of care that investments shall be made with prudence – careful judgment and care – following the prudent person principle of investment management and considering probable safety of the principal.
Please note that the City of Warman currently invests all funds with the Affinity Credit Union in Warman. Funds not held in the chequing account are invested in Guaranteed Investment Certificates (GIC’s), which are guaranteed principle, at a guaranteed rate of return. Investments range from one to 5 years in term, at interest rates ranging from 2% to 2.75%.
Recommendation:
Administration recommends that the Investment Policy be approved at the next Regular Meeting of Council.
2. Utility Policy P17-2013
Please see attached in Appendix B a revision to the City of Warman approved Utility Policy. The main revision is to the “Enforcement of Payment” section, where you will see Administration’s intention to begin enforcement of payment bi-monthly as opposed to the current quarterly enforcement process. With the current system, an account can actually be six months in arrears
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Page 9 of 173 Finance Manager’s Report Committee of the Whole January 20th, 2020
by the time we are enforcing payment (for the first 3 of the total 6 months in arrears), sometimes creating significant overdue balances. This practice has also made some difficult circumstances with renters leaving significant balances on properties not covered by their deposit. Please see the chart below depicting the differences between the current policy and the proposed revised policy:
Current Policy Revised Policy Billing Collection Collection per Collection Collection per Month Bill Amount period Account Balance Current Policy Period Account Balance Revised Policy July 162.59 162.59 162.59 August 196.70 359.29 359.29 September 108.02 467.31 467.31 October 94.37 561.68 July, August 561.68 359.29 November 87.56 649.24 289.95 December 94.37 July, Aug, Sept 743.61 467.31 Sept, Oct 384.32 202.39 January 194.37 470.67 376.30 February 294.37 765.04 Nov, Dec 670.67 181.93 March 67.85 Oct, Nov, Dec 832.89 276.30 556.59 April 86.46 643.05 Jan, Feb 643.05 488.74 May 101.20 744.25 255.51 June 292.19 Jan, Feb, March 1,036.44 556.59 March, April 547.70 154.31
Another proposed change can be seen within the “Non-Payment Procedure” section 8.6 and 8.7, stating that prior to granting an extension to renters, property owners may be notified by the City, and that in the event of unpaid arrears from renters, the City may require the account holder to be in the name of the property owner.
Recommendation:
Administration recommends that the revisions to the Utility Policy P17-2013 be approved at the next Regular Meeting of Council.
3. 2019 Tax Enforcement
Included in Appendix C is a Property Tax arrears listing, as of January 15th, 2020. The properties listed have arrears balances in excess of one half of the 2019 levy. As per the P36-2017 Tax Enforcement Policy, Administration has exempted those properties with arrears less than ½ of the 2019 levy. Tax enforcement on these properties will include mailing letters, advertising in the local paper and posting a copy in the Municipal office, as well as adding associated costs to
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Page 10 of 173 Finance Manager’s Report Committee of the Whole January 20th, 2020
municipal tax arrears accounts and applying tax liens to those properties still having remaining balances sixty days after the Tax Enforcement advertising and mailing process.
Recommendation:
That the Tax Arrears listing (Appendix C) be approved at the next Regular Meeting of Council, allowing the City Treasurer to place liens on those properties with greater than ½ of the 2019 levy in arrears.
Note that this listing will be updated for any payments received on the listed accounts, prior to going to Council.
4. Educational Support Program HR 801
Amendments to this policy (Appendix D) include a rating system to assist in determining the level of assistance the City will provide for educational courses, based on how directly the program relates to the employee’s position. The determined rating will them correspond to the assistance the City can offer, ranging from 0% (if the program is unrelated to the employee’s position), to 100% (a directly related program or course).
If the course is 100% reimbursable, the City of Warman credit card may be used for registration purposes; otherwise, the employee must pay for the course and then submit for reimbursement at the appropriate level.
Recommendation:
That the amendment to the Educational Support Program HR 801 policy be approved at the next Regular Meeting of Council.
5. 2020 Council Indemnity Policy P12-2013 Amendment
Administration has amended the Council Indemnity Policy P12-2013 as attached in Appendix E. The amendment reflects an increase of 2% per indemnity amount, as approved by Council in 2019 (see section “5.0 Review” of the Policy).
Recommendation
The recommendation is that Council approve the amended Council Indemnity Policy P12-2013 at this Meeting of Council to reflect Mayor and Council Indemnity increases of 2%.
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Page 11 of 173 Finance Manager’s Report Committee of the Whole January 20th, 2020
Strategic Plan Update for 2019
HR Policy Review and update current HR HR Manager or responsible Department Q2, 2018 Review and policies established by review Update The HR Generalist has reviewed the HR Policies, and prepared revisions to those requiring updates. The updated policies will be taken to the July 15 RMOC.
5 Year Utilizing anticipated community Finance Manager Q4, 2019 Capital Plan needs, wants and financial constraints, update and refine our Approved by Council current 5-year capital plan for extension to the years 2020-2024. This process will be updated annually.
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Page 12 of 173 Investment Policy
P42 – 2020
Page 13 of 173 CITY OF WARMAN
Investment Policy
Passed by Resolution at the
Regular Meeting of Council held on January 27, 2020
This policy shall come into force and take effect on the date of adoption.
______Mayor ______Date ______City Manager
1.0 PURPOSE
The purpose of this Investment Policy P42-2020 is to ensure integrity of the investment management process when investing public funds, while meeting daily cash flow demands of the City. This policy ensures that the City’s funds are invested to primarily achieve the preservation of capital, the maintenance of liquidity sufficient to meet on-going financial requirements, and to maximize return on investments.
2.0 DEFINITIONS
P42-2019 City of Warman Page 14 of 173 Short Term Investments – any cash or liquid securities, which have a term to maturity of three hundred and sixty-five (365) days or less.
Long Term Investment – any fixed income securities which have a maturity date that is greater than 1 year.
3.0 OBJECTIVES
The primary objectives of this investment policy, in priority order, are as follows:
Legality of investments; Preservation of capital; Maintenance of liquidity; and Competitive rate of return.
A) Legality of Investments
All investment activity shall be governed by municipal legislation. Investments, unless limited further by Council, will be those deemed eligible under Saskatchewan regulation.
B) Preservation of Capital
Safety of principal is an important objective of the Investment Policy. Investments of the City shall be undertaken in a manner that protects and preserves the capital of the portfolio.
C) Maintaining Liquidity
The investment portfolio shall remain sufficiently liquid to meet all operating and cash flow requirements and limit temporary borrowing requirements. This shall be done, where possible, by structuring the portfolio such that securities mature concurrent with anticipated cash demands.
d) Earning a competitive Rate of Return
The rate of return on the investment portfolio will be optimized to the extent possible given the investment objectives of legality, safety of principal and the need to maintain adequate liquidity. Return on investment is of secondary importance compared to the safety and liquidity objectives described above.
Normally longer-term investments offer higher yields than shorter term investments. Investments will be made to obtain the most advantageous yields while at the same time ensuring that funds can be made available to meet expected cash requirements.
4.0 INVESTMENT CRITERIA
P42-2019 City of Warman Page 15 of 173 The City of Warman shall invest only in the following types of investments:
A) Obligations of the Government of Canada or of a crown corporation guaranteed as to payment of principal and interest by the Government of Canada.
B) Securities of the Municipality or of any other Municipal Corporation, School Division or Health Region in Saskatchewan.
C) Canadian Chartered Bank Securities, being Bearer Discount Notes, Deposit Receipts, Term Notes, Certificates of Deposit, Bankers Acceptances and Bonds.
D) Guaranteed Investment Certificates (GIC's), guaranteed as to payment of principal and interest.
E) According to the Cities Act and/or its Regulations.
The above investments must utilize the services of the Banks and/or Credit Union located within the City of Warman.
5.0 PAYMENT AND SAFE KEEPING
Any combination of two of the Mayor, City Manager and Finance Manager shall be allowed signing authority for the disbursement of funds to purchase the investments.
4.0 Standard of Care
A) Prudence
Investments shall be made with judgement and care, under circumstances then prevailing, following the prudent person principle of investment management and considering the probable safety of their principal as well as probable income to be derived.
Investment staff acting in accordance with this investment policy and exercising due diligence, shall be relieved of personal responsibility for an individual security’s credit risks or market price changes, provided deviations from expectations are reported in a timely fashion and the liquidation or the sale of securities are carried out in accordance with the terms of this policy.
B) Ethics and Conflicts of Interest
P42-2019 City of Warman Page 16 of 173 Staff involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment policy, or that could impair their ability to make impartial decisions. Employees and investment officials shall disclose any personal or financial interests in financial institutions with which they conduct business. Employees and officers shall not undertake personal investment transactions with the same individual with whom business is conducted on behalf of the City.
4.0 DELEGATION OF RESPONSIBILITY
City Council shall: A) Adopt the City of Warman Investment Policy Bylaw. B) Ensure that as part of the annual audit, performed by the external auditors, the Investment Policy P24-2019 is adhered to. City Manager shall: A) Ensure that the Investment Policy be implemented, monitored, reviewed and ensure that all proposed changes to these guidelines are firstly approved by Council. B) Review the Investment Policy on an annual basis with the Finance Manager to ensure that it remains consistent with the overall objectives of the City and prudent and conservative investment practices. This policy may be reviewed and updated more frequently if necessary. Finance Manager shall: A) Ensure that the investment portfolio is sufficiently liquid to enable the City of Warman to meet all operation requirements, which might be reasonably anticipated. B) Maintain responsibility for the day to day management of the investment of surplus funds. C) Maintain responsibility for reconciling all investments to the general ledger.
P42-2019 City of Warman Page 17 of 173
Utility Policy
P 17 -2013
Page 18 of 173 CITY OF WARMAN
Utility Policy P17-2013
Passed by Resolution at the
Regular Meeting of Council held on November 25th, 2013
Revision Dates: Aug 25th, 2014, Nov 10, 2014, Jan 12, 2015, Jun 26, 2017,
March 26, 2018, January 27, 2020
This policy shall come into force and take effect on the date of adoption.
______Mayor ______Date ______City Manager
P017 -2013 Utility Policy Page 2
Page 19 of 173 1.0 Purpose
2.0 Water and sewer rates
3.0 Water meter reading
4.0 Recycling Fees
5.0 Billing Procedure
6.0 Payment Procedure
7.0 Enforcement of payment
8.0 Non-payment procedure
9.0 Re-connections after shut off due to non payment
10.0 Water deposit
11.0 Connection procedure/application for a new resident
12.0 Disconnection procedure for resident leaving Warman
13.0 Transfer procedure for resident moving within Warman
14.0 Water meter maintenance
15.0 Consumers with shallow water lines
16.0 Billing inquiries
17.0 Meter testing
18.0 Name change
19.0 Offences and penalties
20.0 Water rationing and limitations
21.0 Service connections
22.0 Use of a collection agency/credit management
23.0 Access to water meters
24.0 NSF Cheques
25.0 Uncollectible Accounts
26.0 Bulk Water
27.0 Meter Installation
P017 -2013 Utility Policy Page 3
Page 20 of 173 1.0 PURPOSE
1.1 The purpose of the Utility Policy for the City of Warman is to provide clear guidelines to the Utility Clerk and to the front desk staff while keeping consistency among residents of Warman.
2.0 WATER AND SEWER RATES
2.1 Water and sewer rates may increase as SaskWater increases the cost of water. A minimum charge for water and sewer will be billed to any household using 1,750 gallons per month of water or less. Refer to the current bylaw schedule for exact current rates.
3.0 WATER METER READING
3.1 Water meters are read remotely approximately the 15th of every month. These actual readings are used to bill accounts. In the event that a reading cannot be taken remotely, the resident will be notified by door tag and arrangements made to obtain a meter reading or change the meter head. Estimate bills will be mailed until the resident makes the above arrangements with the City.
4.0 RECYCLING FEES
4.1 Recycling fees will be charged on the water bills. Refer to the current bylaw schedule for exact current recycling rates. These rates are subject to change.
5.0 BILLING PROCEDURE
5.1 The billing of residential and commercial water accounts is done monthly. Invoices are mailed within the first five business days following the month which is being billed. Example: January billing will be mailed within the first five business days of February.
6.0 PAYMENT PROCEDURE
6.1 All water and sewer bills are due the last day of the month following the billing period. A late fee of 2.5% per month will be charged to the applicable account on overdue amounts.
6.2 The City accepts cash, debit, online payments, personal cheques or money orders. Credit Cards, and third-party cheques will not be accepted.
6.3 Pre Authorized Payment (PAP) is offered as per the PAP Agreement.
P017 -2013 Utility Policy Page 4
Page 21 of 173
Formatted: Indent: Left: 0" 7.0 ENFORCEMENT OF PAYMENT
7.1 Enforcement of payment will be completed quarterly. (bi-monthly).
The enforcement process will comprise the following: • Accounts in the enforcement process will have received subsequent bills, which indicate past due balances; • A reminder notice will be mailed on the first day of the collection month (March, June, September December) (February, April, June, August, October, December) • A courtesy phone call may be placed to the phone number on file for account holders without a consistent history of requiring enforcement; • A shut off notice may be hung on the addresses that have not paid their account as per the date on the reminder notice, except for those reached by phone as indicated in the note above; • Water may be shut off.
8.0 NON-PAYMENT PROCEDURE
8.1 Service may be disconnected without notice at the discretion of the Utility Clerk in accordance with this policy.
In the event that water service cannot be shut off at the street, or that shut off at the street will disrupt attached units in multi unit dwellings, property owners will be contacted to arrange a time for public works to enter the home and seal the meter.
8.2 Once the water is turned off, a $50 reconnection fee will be added to the account.
8.3 Where the resident has unpaid utilities at their previous address, service may be disconnected at their current address.
8.4 If a cheque is returned by the bank NSF and the account is overdue, water service will be disconnected. Payment of returned cheques must include an NSF fee and cannot be made by cheque.
8.5 At any time during the collection process, the City of Warman reserves the right to use the services of a collection agency, pursuant to the powers outlined in The Distress Act.
8.6 A one- time extension can be given upon request. One time extensions cannot exceed the last day of the month in which service will be discontinued. One time extensions given upon request will be done only one time every three years. An exact payment date must be given. If payment is not made on that date, services will be discontinued without notice. Prior to granting an extension to lease holders/tenants, property owners may be contacted by the City. Formatted: List Paragraph, No bullets or numbering 8.7 In the event of unpaid arrears from renters, the City may require the account holder to be in the name of the property owner, with all invoices being mailed directly to the property owner. Formatted: List Paragraph, No bullets or numbering
P017 -2013 Utility Policy Page 5
Page 22 of 173 8.6 Formatted: No bullets or numbering
9.0 RE-CONNECTIONS AFTER SHUT OFF DUE TO NON- PAYMENT OR BY REQUEST
9.1 In order to have the water turned back on, the account and the $50 reconnection fee must be paid in full.
9.2 Reconnections are done Monday to Friday between 8:30 am and 3:45 pm. Reconnections are not done after 4:00, or on holidays or weekends.
Payment will not be taken by public works employees and must be made at City Hall.
9.3 The City is not responsible for any damage caused should the water line freeze.
10.0 WATER DEPOSIT
10.1 The water deposits to be charged to water users (homeowners, renters and businesses) shall be set out as per the Water and Utility Bylaw.
10.2 Water deposits must be made by the account holder. Meter installation and/or water service will not be provided until full deposit is paid. The account holder is the person responsible for payment of the utility account. In the event that uncollected utility amounts are not covered by a deposit, the City reserves the right to transfer these uncollected amounts to the landowner’s tax roll, pursuant to The Cities Act, 2003.
10.3 Water deposits, less a $20.00 administrative fee, will be refunded to residents who meet the following requirements:
a) Resident owns the property and is not renting or leasing the property b) Resident has remained in good standing and has not received a collection call or a collection door letter from the City for two consecutive years
A form will be sent to residents with each December utility bill and must be filled out, signed and returned prior to February 15th annually. The deposit will then be refunded by March 31st. Deposit refunds will only be made between January and March of each year.
Alternatively, the deposit may be held in trust and refunded in full against the last billing
10.4 Contractors building five houses or more may apply for a floating deposit. The floating deposit represents one deposit made for all homes. Floating deposits will be extended only if the account is not in arrears. Floating deposit will be refunded upon request of the builder.
10.5 Multi-unit dwellings which have; separate meters, curb valves and billing addresses will be required to submit a deposit in the amount of the applicable above stated rate per unit.
P017 -2013 Utility Policy Page 6
Page 23 of 173 10.6 Multi-unit dwellings which either do not have separate meters, curb valves or billing addresses will be required to submit one deposit in the amount of $1,000 which will be returned after two years with no late payments. These units will be required to pay utility bills collectively under the condo association name or other arrangement as deemed by the Utility Clerk.
11.0 CONNECTION PROCEDURE/APPLICATION FOR A NEW RESIDENT
11.1 A Water and Sewer Application must be filled out by the resident prior to connection. Application can be made by telephone, email or in person. Information required for application is name, civic address, mailing address, phone number, and move in date. A time to read the meter and turn on the water will be arranged for a time when the owner, renter or representative will be at the residence. A water meter deposit must be paid prior to moving in to ensure that the water is left on.
12.0 DISCONNECTION PROCEDURE FOR RESIDENT LEAVING WARMAN
Arrangements must be made for water shut off and last read prior to leaving Warman. Information required for disconnect include name, civic address, forwarding address and move out date. If arrangements are not made, the resident remains responsible for the water consumption until such time as a new application and water deposit are is made by the new resident.
13.0 TRANSFER PROCEDURE FOR RESIDENT MOVING WITHIN WARMAN
Arrangements must be made for readings to be taken and for water to be shut off at old residence and turned on at the new residence prior to moving. In the event that the deposit required at the new residence is higher, the difference must be paid. If water is required at both homes for more than two weeks a second deposit must be collected. If the property is not owned by the applicant, a second deposit must be collected. Water at the new residence may be shut off if a balance is left outstanding at the old residence. Deposits will in no case be transferred for accounts in arrears.
14.0 WATER METER MAINTENANCE
14.1 The Public Works Department will repair or replace water meters where necessary, at the discretion of the City, at no charge to the resident.
Where repair or replacement of water meters is necessary due to physical damage to the meter caused by the resident’s negligence, a new meter will be installed by the City and the resident will be charged the cost of the meter and the cost of the labour to do the work which will be added to the utility account.
15.0 CONSUMERS WITH SHALLOW WATER LINES
15.1 Residents who have shallow water lines and who have a history of problems with water lines freezing shall be required to leave a tap dripping at all times in the winter months to
P017 -2013 Utility Policy Page 7
Page 24 of 173 avoid water lines freezing. Credit will be given to these residents for the extra water consumption. These residents are identified at the discretion of the Public Works Department and are notified each year by letter. 15.1 Formatted: Indent: Left: 0.5", No bullets or numbering
Formatted: Font: (Default) Monotype.com, 12 pt, Font 16.0 BILLING INQUIRIES color: Auto Formatted: Indent: Left: 0"
16.1 All billing inquiries and concerns regarding water and sewer charges will be handled by the Utility Clerk. Billing concerns should be reported as soon as possible after the receipt of the water bill. The Utility Clerk, along with the public works department, will recheck billings, readings, etc. to ensure accuracy of billings. Formatted: Indent: Left: 0", First line: 0"
17.0 METER TESTING
17.1 Water meters are an important component of the municipal water system. Every household, business and facility that is connected to the municipal water service located within the City of Warman is equipped with a water meter to track water usage and to ensure that residents are being billed only for their consumption.
If a resident feels that their meter is inaccurate, their meter can be tested by an independent company. If the test shows that the meter is reading within accepted accuracy rate, the resident is responsible for the testing cost. If the meter was reading inaccurately, the City will be responsible for all testing costs and will adjust the previous billings(s) if deemed necessary upon a full review of the account. Formatted: List Paragraph, Indent: Left: 0"
18.0 NAME OR MAILING ADDRESS CHANGE
18.1 Residents wanting a name removed from an account must first have the person whose name is being removed fill out the ‘Change of Name’ form.
18.2 Residents requesting a name added to an account, must complete a Change of Name form.
18.3 Residents requesting a change of mailing address must complete a Request to Change Mailing Address form.
19.0 OFFENCES AND PENALTIES
19.1 Any person who:
(a) wilfully or maliciously interrupts the City of Warman in providing water services; (b) wilfully or maliciously discharges water so that it is wasted;
P017 -2013 Utility Policy Page 8
Page 25 of 173 (c) without authorization of the City of Warman, opens or closes any hydrant or obstructs free access to any hydrant; (d) adds harmful or offensive matter to be added to or deposited into the water or waterworks or source of supply or in any way fouls the water or commits any wilful damage or injury to the works or pipes; (e) wilfully tampers with a meter so as to alter the amount of water registered by the meter; (f) attaches any line or pipe to the property of the City of Warman or obtains or uses water service without the consent of the City or Warman; (g) wilfully hinders, interrupts or cuts off the supply of a water service; (h) throws items down the sewer lines; (h) Formatted: Numbered + Level: 1 + Numbering Style: a, b, is guilty of an offence and is liable to a fine of $500.00 plus repair of damages incurred c, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" + including the cost of water consumed. Tab after: 1" + Indent at: 1"
20.0 WATER RATIONING AND LIMITATIONS
21.0 Water rationing and limitations may be imposed by the City of Warman in cases where the water supply is low. (Bylaw 93-08).
21.0 SERVICE CONNECTIONS
21.1 In cases of multi-unit dwellings, every unit must have a separate lead in water line, water meter, shut off valve per meter and curb valve. If a multi unit building has only one meter that building will receive only one bill.
21.2 In the event of a multi unit dwelling without a curb valve to each dwelling the account must remain in the name of the Condo Association or the property owner.
22.0 USE OF A COLLECTION AGENCY/CREDIT MANAGEMENT
22.1 The City of Warman reserves the right to the use of a collection agency.
23.0 ACCESS TO WATER METERS
23.1 Persons authorized by the City are entitled to free access at all reasonable time to any parts of any land or buildings to which water/sewer service is provided for the purpose of:
(a) reading meters; (b) erecting or installing meters or appliances and removing, altering or replacing any of them as circumstances require; (c) conducting sampling tests; (d) inspecting any service lines, connections, meters or appliances; (e) maintenance and repair
Arrangements will be made with the landowner to gain entrance to the property.
P017 -2013 Utility Policy Page 9
Page 26 of 173
The resident has the right to request evidence of the person needing access to prove their employment or authority with the City for access.
23.2 Service to persons contravening this section may be disconnected and the reconnection fee will be as stated in Bylaw.
24.0 NSF CHEQUES
24.1 NSF cheque fee is $20.00 and is subject to change.
24.2 After two NSF cheques are returned to the City, cheques will no longer be accepted from the cheque writer.
24.3 Water service will be discontinued in the event that an NSF cheque is written and water payment is past due.
24.4 Payment of an NSF cheque and NSF fee cannot be made by cheque. Formatted: Indent: Left: 0", Hanging: 0.5"
25.0 UTILITY WRITEOFFS
25.1 Permission must be received from Finance Manager prior to writing off to uncollectable.
26.0 BULK WATER
26.1 No person shall hook on to City of Warman municipal water system without the permission and direction of the public works and the utility department or administration.
26.2 Bulk water consumed shall then be billed out at the overage rate.
27.0 METER INSTALLATION
27.1 The following is required prior to installing a new water meter: a) Approved Plumbing Permit b) Water Deposit c) Service connection paid in full and inspection document signed by City Official d) Completed application for Water and Sewer service
27.2 Meter installations/Water Service may be delayed in the event of arrears with the City. The meter will be installed and water service granted once full payment of arrears is received.
This policy shall come into force and take effect on the date of adoption.
Formatted: Indent: Left: 0", First line: 0"
P017 -2013 Utility Policy Page 10
Page 27 of 173
P017 -2013 Utility Policy Page 11
Page 28 of 173 Tax Enforcement List for Placing of Liens
Appendix C
2019 Levy & Arrears % of 2019 Levy in Roll # Legal Address 2019 Levy Owing Arrears
484800111-01 UNIT 41 102002050 $ 2,479.43 $ 2,605.90 105%
484800112-01 UNIT 42 102002050 $ 2,429.37 $ 2,553.28 105%
484802300-01 4 3 101929743 $ 4,053.63 $ 4,260.41 105%
484805550-01 16 4 101935043$ 3,588.09 $ 3,771.11 105%
484808150-01 22 7 101957115$ 5,617.65 $ 5,844.45 104%
484808400-01 27 7 101957115$ 6,608.16 $ 6,874.18 104%
484808450-01 28 7 101957115$ 6,679.35 $ 7,020.09 105%
484808750-01 34 7 101957115$ 4,224.97 $ 4,440.49 105%
484815700-01 15 6 101957115$ 3,921.39 $ 4,121.44 105%
484817100-01 3 5 101957115$ 3,412.05 $ 4,011.83 118%
484824810-01 18 1 102067422$ 4,244.53 $ 4,461.05 105%
484826900-01 57B 1 101968779$ 2,556.11 $ 2,412.32 94%
484829500-01 13 2 101968779$ 3,642.87 $ 2,387.88 66%
484830800-01 39 2 10209255$ 3,403.45 $ 2,339.79 69%
484830900-01 41 2 102069255$ 3,521.59 $ 2,527.31 72%
484832500-01 8 3 101968779$ 1,553.85 $ 1,633.11 105%
484860100-01 3 6 102077625$ 3,558.37 $ 1,981.85 56%
484863000-01 1A 8 102077625$ 2,864.37 $ 2,425.19 85%
484863150-01 2B 8 102077625$ 2,972.35 $ 2,180.14 73%
484863750-01 8B 8 102077625$ 2,804.91 $ 2,947.98 105%
484904023-01 Unit 23 102124257$ 3,390.93 $ 3,563.90 105%
484904048-01 Unit 48 102124257$ 3,143.69 $ 1,954.24 62%
484904051-01 Unit 51 102124257$ 3,143.69 $ 3,304.05 105%
Page 29 of 173 485001617-01 Unit 17 102187313$ 3,343.21 $ 2,549.29 76%
485003345-01 20 9 102152821$ 3,739.89 $ 3,929.15 105%
485005140-01 4 16 102173419$ 3,948.78 $ 2,749.08 70%
485005230-01 13 16 102173419$ 3,898.71 $ 4,040.05 104%
485005525-01 26 9 102197651$ 3,397.97 $ 3,571.31 105%
494601725-01 6 7 102073384$ 4,469.86 $ 4,697.85 105%
494601775-01 8 7 102073384$ 1,699.38 $ 1,786.09 105%
494602825-01 20 10 102073384$ 3,772.74 $ 3,083.49 82%
494604050-01 2 2 101956697$ 3,447.27 $ 3,623.10 105%
494607750-01 12 4 101962223$ 3,599.83 $ 3,774.37 105%
494607800-01 13 4 101962223$ 3,812.65 $ 4,007.13 105%
494608050-01 2 5 101956697$ 3,693.72 $ 2,367.13 64%
494608300-01 7 5 101956697$ 4,487.07 $ 4,715.96 105%
494608450-01 10 5 101956697$ 4,679.55 $ 4,918.24 105%
494608750-01 16 5 101962223$ 3,687.46 $ 3,875.57 105%
494608800-01 17 5 101962223$ 3,753.18 $ 1,972.34 53%
494610200-01 5 6 101956697$ 6,350.75 $ 6,674.73 105%
494611000-01 1 8 102073384$ 3,233.67 $ 3,398.63 105%
494611075-01 4 8 102073384$ 3,069.37 $ 2,560.85 83%
494611350-01 15 8 102073384$ 3,240.71 $ 3,305.02 102%
494611700-01 4 9 102073384$ 3,155.43 $ 3,316.37 105%
494611950-01 14 9 102073384$ 3,167.95 $ 3,312.60 105%
494612100-01 20 9 102073384$ 3,086.58 $ 3,244.03 105%
494612550-01 8 15 102140637$ 6,145.77 $ 6,459.27 105%
494612600-01 10 15 102140637$ 6,316.33 $ 6,638.54 105%
494612725-01 15 15 102140637$ 1,799.53 $ 1,881.96 105%
494613075-01 4 14 102135136$ 4,005.11 $ 3,076.64 77%
494613500-01 1 13 102135136$ 3,784.47 $ 3,977.51 105%
494614300-01 2 12 102135136$ 3,907.31 $ 4,106.62 105%
494614525-01 11 12 102135136$ 4,073.19 $ 4,280.96 105%
494614650-01 16 12 102135136$ 3,847.07 $ 4,043.29 105%
494614700-01 18 12 102135136$ 3,679.64 $ 3,867.34 105%
494614750-01 20 12 102135136$ 3,782.13 $ 3,975.06 105%
Page 30 of 173 494615075-01 5 11 102135136$ 3,446.49 $ 3,622.30 105%
494615350-01 16 11 102138847$ 3,021.63 $ 3,175.77 105%
494615375-01 17 11 102138847$ 3,044.33 $ 3,199.62 105%
494615425-01 19 11 102138847$ 3,132.74 $ 2,384.33 76%
494615575-01 25 11 102138847$ 3,419.88 $ 3,594.33 105%
494615675-01 29 11 102138847$ 3,203.94 $ 3,367.37 105%
494616000-01 36B 13 102138847$ 2,856.55 $ 2,318.94 81%
494617105-01 Unit 5 102159817$ 3,092.06 $ 3,249.78 105%
494617111-01 Unit 11 102159817$ 2,992.69 $ 1,659.45 55%
494617112-01 Unit 12 102159817$ 3,131.96 $ 3,201.30 102% 494702650-01 62 54 101954763$ 3,829.86 $ 3,476.19 91% 494703050-01 70 54 101954763$ 4,084.14 $ 2,985.85 73%
494704000-01 11 57 101954763$ 4,176.46 $ 3,389.44 81%
494704200-01 15 57 101954763$ 4,303.99 $ 4,523.54 105%
494705400-01 39 3 102038352$ 3,398.75 $ 3,572.12 105%
494705600-01 43 3 102038352$ 3,834.55 $ 4,030.13 105%
494706150-01 6 7 102038352$ 3,694.50 $ 3,881.46 105%
494708950-01 46 8 102099012$ 4,934.61 $ 5,186.33 105%
494709750-01 62 8 102099012$ 5,069.98 $ 4,401.71 87%
494711400-01 32 9 102099012 $ 3,896.37 $ 4,095.12 105%
494720450-01 6 24 102233977$ 1,297.23 $ 1,363.40 105%
494720470-01 8 24 102233977$ 3,482.47 $ 3,660.11 105%
494720680-01 11 26 102233977$ 3,530.98 $ 3,711.10 105%
494800550-01 10 1 00SA28220$ 3,311.91 $ 3,238.39 98%
494801275-01 28 1 101289663$ 3,184.38 $ 1,842.70 58%
494803050-01 22 2 00SA28220$ 3,535.67 $ 1,866.89 53%
494803999-01 1A 8 102077625$ 2,504.47 $ 2,605.79 104%
494806475-01 15 5 101289663$ 3,702.33 $ 3,891.19 105%
494807075-01 4 6 101289663$ 3,117.09 $ 3,276.08 105%
494810800-01 38 5 101876575$ 5,132.55 $ 5,394.36 105%
494810900-01 40 5 101876575$ 3,940.95 $ 4,141.98 105%
494812500-01 55A 9 101967077$ 2,825.25 $ 2,969.37 105%
494815550-01 11 11 101876575$ 3,451.95 $ 3,628.02 105%
494815750-01 15 11 101876575$ 3,432.39 $ 3,607.49 105%
494816150-01 4 12 101876575$ 3,703.11 $ 2,779.36 75%
Page 31 of 173 494818600-01 13 13 101876575$ 3,572.45 $ 3,746.05 105%
494820625-01 13B 8 101846358$ 2,819.00 $ 2,962.81 105%
494841111-01 Unit 11 102163104$ 3,285.31 $ 3,452.89 105%
494841113-01 Unit 13 102163104$ 3,182.03 $ 3,344.34 105%
494842298-01 Unit 18 02SA10751$ 3,047.46 $ 3,202.90 105%
494847100-01 23 8 102204841$ 2,058.51 $ 2,163.51 105%
494847200-01 24 8 102204841$ 2,063.19 $ 2,168.43 105%
494847300-01 25 8 102204841$ 2,213.42 $ 2,326.32 105%
494847500-01 26 8 102204841$ 2,119.53 $ 2,227.65 105%
494847600-01 27 8 102204841$ 2,065.54 $ 2,170.90 105%
494847700-01 28 8 102204841$ 2,060.85 $ 2,165.97 105%
494849200-01 48 5 101900102$ 5,251.47 $ 5,519.33 105%
494850100-01 66 5 101900102$ 3,678.07 $ 2,299.53 63%
494854050-01 2 14 101900102$ 4,399.45 $ 4,623.87 105%
494854100-01 3 14 101900102$ 4,426.05 $ 4,651.82 105%
494903600-01 22 42 79S07592$ 3,149.25 $ 2,698.84 86%
494906102-01 Unit 2 95S46847$ 1,794.05 $ 1,885.56 105%
494906108-01 Unit 8 95S46847$ 1,833.95 $ 1,927.50 105%
494906750-01 40 42 96S29213$ 3,415.97 $ 2,907.76 85%
494907450-01 43 43 96S29213$ 3,307.22 $ 3,475.94 105%
494907800-01 50 43 96S29213$ 3,408.15 $ 3,582.02 105%
494910503-01 Unit 3 101974462$ 2,258.01 $ 1,958.79 87%
494910556-01 Unit 56 101974462$ 2,329.22 $ 2,448.04 105%
494916550-01 46 41 86S39998$ 3,101.44 $ 3,259.63 105%
494920600-01 13 45 98SA31580$ 2,943.39 $ 3,093.54 105%
494921500-01 11 50 98SA31580$ 3,752.40 $ 2,292.88 61%
494921964-01 33 50 00SA32315$ 4,404.93 $ 4,288.17 97%
494923450-01 62 43 98SA31580$ 3,508.29 $ 3,177.21 91%
494926200-01 5 52 99SA36718$ 3,408.15 $ 3,582.02 105%
494928100-01 75 43 99SA36718$ 2,888.63 $ 2,963.21 103%
494932000-01 1 54 00SA32315$ 3,876.02 $ 4,067.68 105%
494932350-01 8 54 00SA32315$ 3,099.87 $ 2,723.79 88%
494932550-01 12 54 00SA32315$ 3,117.87 $ 3,217.99 103%
494932716-01 Unit 16 101952895$ 2,635.91 $ 2,770.37 105%
Page 32 of 173 495002300-01 15 2 G3079$ 3,012.25 $ 1,990.91 66%
495003600-01 13 & 14 3 G3079$ 2,882.37 $ 1,539.93 53%
495004200-01 24 3 G3079$ 2,545.16 $ 2,626.68 103%
495005700-01 11 4 G3079$ 2,727.45 $ 2,810.11 103%
495007425-01 31 5 102282780$ 2,851.86 $ 2,997.33 105%
495007450-01 32 5 102282780$ 2,851.86 $ 2,997.33 105%
495007900-01 28 5 G3079$ 2,894.11 $ 2,966.53 103%
495009000-01 21 6 G3079$ 1,981.83 $ 1,620.77 82%
495009360-01 28 6 G3079$ 4,454.21 $ 4,635.07 104%
495013950-01 12 23 G3483$ 1,355.91 $ 1,409.35 104%
495015100-01 23 & 24 29 F4026$ 2,896.46 $ 2,762.63 95%
495016305-01 Unit 5 00SA20561$ 1,972.44 $ 2,073.06 105%
495021050-01 29 38 77S28729$ 2,991.13 $ 3,143.69 105%
495022250-01 24 39 77S28729$ 3,092.06 $ 3,249.78 105%
495022800-01 9 40 77S28729$ 2,908.19 $ 3,056.54 105%
495023400-01 21 40 77S8729$ 3,930.79 $ 2,178.55 55%
495024250-01 13 41 77S28729$ 3,476.99 $ 2,558.66 74%
495026400-01 14 43 85S002175$ 3,613.13 $ 2,004.68 55%
495027600-01 3 44 85S02175$ 3,495.77 $ 3,657.23 105%
495027900-01 6 44 85S02175$ 3,194.55 $ 3,357.52 105%
495031700-01 4 45 85S02175$ 4,258.61 $ 4,037.08 95%
495102150-01 52 43 101951984$ 4,268.01 $ 4,142.11 97%
495104600-01 27 45 101934626$ 4,836.81 $ 5,083.53 105%
504903200-01 3 P 101895824$ 19,519.57 $ 19,911.91 102%
504907100-01 1C 1 102036125$ 2,600.71 $ 2,733.37 105%
504907200-01 2A 1 102036125$ 2,656.26 $ 1,537.10 58%
504908000-01 3A 2 102036125$ 2,584.28 $ 2,716.11 105%
504908150-01 4B 2 102036125$ 2,731.37 $ 2,134.99 78%
504908850-01 11B 2 102036125$ 2,573.32 $ 2,726.02 106%
504908900-01 12A 2 102036125$ 2,520.12 $ 2,648.67 105%
504909650-01 26 2 102036125$ 2,780.66 $ 2,922.50 105%
504910500-01 15 3 102036125$ 3,362.77 $ 3,534.29 105%
504910850-01 22 3 102036125$ 3,266.53 $ 2,612.46 80%
504912850-01 19 4 102110724$ 3,276.70 $ 3,443.85 105%
Page 33 of 173 504914350-01 11 5 102110724$ 2,940.27 $ 2,039.24 69%
504914600-01 16 5 102110724$ 3,273.57 $ 3,440.56 105%
504915300-01 2 6 102110724$ 3,099.87 $ 3,258.01 105%
504915700-01 10 6 102110724$ 2,941.05 $ 2,340.35 80%
504916250-01 21 6 102110724$ 3,173.43 $ 3,123.38 98%
504916650-01 1 7 102110724$ 3,473.08 $ 3,650.22 105%
504918060-01 4A 7 102170348$ 2,488.83 $ 2,615.79 105%
504918110-01 6B 7 102170348$ 2,501.34 $ 2,628.93 105%
505004000-01 26 & 3 3 G506 Ext 20$ 2,446.58 $ 1,561.39 64%
505004250-01 1-3 4 G506 $ 3,653.82 $ 3,840.22 105%
505009900-01 29 5 F4247$ 3,695.29 $ 3,883.79 105%
505010500-01 11 6 F4247$ 1,981.83 $ 2,082.94 105%
505014000-01 4 & 5 8 G4165 Ext 69/0$ 2,242.37 $ 2,356.75 105%
505014400-01 13 8 G4165$ 2,430.93 $ 2,554.93 105%
505015500-01 17 & 18 9 G4165$ 3,063.10 $ 3,219.36 105%
505017100-01 12-14 11 G4165$ 2,794.74 $ 2,937.30 105%
505018450-01 2 14 G4165$ 2,050.68 $ 1,948.26 95%
505021350-01 12 17 G4165$ 1,597.67 $ 1,273.16 80%
505022200-01 9 18 G4165$ 2,513.86 $ 2,594.79 103%
505027450-01 6 19 G4165$ 2,455.96 $ 2,375.47 97%
505034250-01 4 23 78S41666$ 2,653.13 $ 2,472.81 93%
505035800-01 7 25 63S15014$ 2,678.95 $ 2,480.55 93%
505036050-01 11 25 94S05391$ 5,223.14 $ 3,597.76 69%
505051950-01 20 1 102139040$ 3,611.57 $ 3,795.78 105%
515005300-01 5 2 80S16308$ 9,402.19 $ 9,881.79 105%
Page 34 of 173 Policy Policy Number: Human Resources HR-801 Type: Policy Adoption Date: May 12, 2014 Educational Support Program Title: Last Updated: January 27, 2020
Jurisdiction of Policy: Mayor and Council
When training on the job is limited and internal training programs are not available, then employees may be provided necessary training through outside educational courses.
The Program is as follows: a) Employees should first check if any on-the-job training or internal training programs are available. b) Employees must submit a written application to their immediate Supervisor and Manager for educational support prior to enrolment in the course. Application approval will be dependent on the availablity of program funding. The application then will be forwarded to Human Resources (HR). HR will review and provide the immediate supervisor/department manager with the level of financial assistance the City will provide. c) Courses must be job-related, be in a curriculum directly related to the needs of the City, or necessary to improve current qualifications or qualifications for promotions to other positions within the City. d) The City will reimburse the cost of the tuition fees and approved text books for City approved educational courses which are satisfactorily completed on the employee’s time. The employee will have to submit
d.1) The level of financial assistance that the City provides will be determined by HR and the City Manager using the following criteria:
Relation of Program to Job Percentage of Financial Assistance Unrelated or primarily to employee’s advantage 0% Somewhat related but primarily to employee’s advantage 50% Mutual advantage to employee and organization 100% Directly related/job requirement 100%
Somewhat related and mutual advantage training program are evaluated on the criteria of: 1. Needs of the organization 2. Manager’s recommendation.
** Note: Where employees are requested or required to undertake training, the program costs will be fully paid by the City.
d.2) If the City is reimbursing 100% of the program costs, the City of Warman credit card may be used when registering for the course. City of Warman Page 1
Page 35 of 173 Policy Policy Number: Human Resources HR-801 Type: Policy Adoption Date: May 12, 2014 Educational Support Program Title: Last Updated: January 27, 2020
Jurisdiction of Policy: Mayor and Council
d.3) If the City is reimbursing less than 100% of the program costs, the employee must pay the course costs initially and upon the City receiving confirmation of payment the employee will be reimbursed for the appropriate level of reimbursement at the earliest convenience of the Finance department.
d.4.) Original tuition and text book receipts must accompany successful final transcripts of marks. e) HR will provide the employee with a course contract for the employee to review and sign. This contract will be filed in the employee’s permanent file. f) If the employee has failed to successfully complete the approved course, the subsidy provided must be reimbursed to the City. The employee may make arrangements with Human Resources and the Finance Officer for payroll deductions for this purpose. g) Employee Commitment: Where financial assistance of over $500 per year is granted, such assistance will be contingent upon maintaining employment with the City. The employee will be required to maintain employment with the City of Warman for a period of 2 years.
In the event an employee terminates his or her employment for any reason, other than death, retirement or permanent disability, the employee will reimburse the City for tuition fees and text books paid to the employee in accordance with the following schedule:
100% if employment with the City terminates prior to six months following the completion of the educational program.
75% if employment with the City terminates prior to one year following the completion of the educational program.
50% if employment with the City terminates prior to two years following the completion of the educational program.
*Employees directed to undertake training by the City will not be required to commit to a repayment schedule should they leave the City for any reason. h) The tuition aid application must be submitted prior to enrolment in the course.
City of Warman Page 2
Page 36 of 173 Policy Policy Number: Human Resources HR-801 Type: Policy Adoption Date: May 12, 2014 Educational Support Program Title: Last Updated: January 27, 2020
Jurisdiction of Policy: Mayor and Council i) The cost of supplies and local transportation must be borne by the employee and will not be reimbursed. j) Only full-time employees who have completed their probationary period are eligible for education assistance, unless otherwise approved by management. Part-time or seasonal employees will not normally be eligible for reimbursement of program costs. However, part-time employees may be eligible to request to undertake up to $300 annually of training. The Department Manager shall review and at his/her discretion, may provide financial support, if budgets allow. k) It is the employee’s responsibility to provide his or her Supervisor and Manager with a certificate of completion for a seminar or course. These documents will be included in the employee’s personnel file. l) Employees interested in career advancement to more challenging, responsible positions are encouraged to contact his or her Supervisor and Manager for assistance in identifying opportunities and obtaining advice concerning how to qualify.
Policy Approved by:
______Sheryl Spence, Mayor Dated
City of Warman Page 3
Page 37 of 173 Council Indemnity Policy
P12-2013
P12-2013 City of Warman Council Indemnity Policy Page 1 Page 38 of 173 CITY OF WARMAN
Council Indemnity Policy
Passed by Resolution #2013-023 at the
Regular Meeting of Council held on January 14, 2013
Revision Date(s): January 12, 2015, January 25, 2016, December 12th, 2016, January 8, 2018, September 10, 2018, December 17, 2018, January 27, 2020
Legal Reference(s): The Cities Act, Sections 101(o) & 102
Town of Warman P12-2013 City of Warman Council Indemnity Policy Page 2 Page 39 of 173 This policy shall come into force and take effect on the date of adoption.
______Mayor ______Date ______City Manager
1.0 PURPOSE
1.1 To recognize the time and commitment of City Council by compensating each member sufficiently for their contribution to the City of Warman while serving in the offices of Mayor or Councillor.
2.0 RESPONSIBILITY & AUTHORITY
2.1 Oversight of this policy is the responsibility of the Finance Manager.
2.2 Requests for advice and assistance in administration or interpretation of this policy should be directed to the City Manager, City Clerk or the Finance Officer.
2.3 Updates to this policy, requests for changes or conflicts with management decisions, shall be addressed by the Committee of the Whole and approved by City Council.
2.4 All Councillors’ remuneration requires authorization by the Mayor.
3.0 POLICY & PROCEDURE
3.1 All or any of the indemnity claimed by a Council Member will be paid only when the indemnity meets the requirements of Sections 3.2, 3.3, 3.4, and 3.5 of this policy and the Council Member is attending a meeting, course or convention representing the City of Warman. ,
3.2 Excluding SUMA events or conferences, no more than two (2) Council representatives will attend any one conference, unless permitted by a resolution of Council.
3.3 In circumstances where Council has representation on the FCM and/or SUMA Board, where partial costs are paid by these organizations, exceptions to 3.2 may be considered. A resolution of Council will be required.
P12-2013 City of Warman Council Indemnity Policy Page 3 Page 40 of 173 3.4 Members of Council will not receive an indemnity for attending any personal interest events or events not relevant to the respective portfolio assignments listed in Schedule A. Attendance to such events will be considered volunteer unless approved by a resolution of Council.
3.5 For events as set out in Schedule B- (Community Events), where all of Council is requested to attend, members will be permitted to claim an indemnity for attending those events listed. For all other events no indemnity or costs to attend will be claimed unless approved otherwise by City Council.
3.6 All Councillors shall, on a monthly basis, submit to the Mayor the relevant Monthly Indemnity Form. Upon approval, the Mayor will forward to the Finance Officer for processing.
4.0 REMUNERATION & BENEFITS
4.1 Mayor i) Yearly salary of $ 48,035 48,996 for all in-office work, meetings, events, communications etc. within the City of Warman. ii) Meeting rates as per 4.2(iii), (iv) and (v) in effect outside the City of Warman. iii) A car allowance in the amount of $150/month. Vehicle expenses will still be reimbursed for travel outside of the Warman, Martensville, Saskatoon and Osler area.
4.2 Councillors i) Monthly indemnity of $ 809.00 825 for time spent addressing City correspondence and emails and to compensate for personal use of internet and telephone services. ii) For each regular or special meeting of Council, Committee or other meeting that lasts up to three (3) hours a member of Council shall receive a per diem of a minimum of $117.00120. An additional per diem amount of $ 39.0040 per hour thereafter up to a maximum of $312.00 320 per day including travel time shall be received. iii) For multi-meeting days (days with more than two (2) meetings) lasting less than three (3) hours cumulative, a per diem rate $ 117.00 120 shall be received by a member of Council. Any multi-meeting days that go beyond three (3) hours cumulative will be compensated with an additional $3940 per hour for every hour above the three (3) hours up to a maximum per diem rate of $312.00320, including travel time. (For example, if a member attends a 3-hour meeting they will receive $117.00120; if they attend a 5-hour meeting they will receive $195200 ($117 120+ 2x$3940 = $195200); if a member attends an 8-hour meeting conference etc. they will receive $312320 ($117 120+ 5x$3940 = $312320. iv) Councilors will claim the maximum indemnity ($312.00320) for each Committee of the Whole meeting, given the level of importance and degree of preparation that is required. v) Councilors who are appointed to advisory committees and boards listed in Schedule B, will receive an indemnity of $117.00 120 for each meeting attended vi) Where a remuneration is provided to a member of Council by an organization, board or committee, the difference between the indemnity owed as per this policy and the
Town of Warman P12-2013 City of Warman Council Indemnity Policy Page 4 Page 41 of 173 amount received may be claimed.
4.3 Deputy Mayor i) Remuneration as per section 4.2 with an additional $126.00 129 monthly indemnity for added responsibility. 4.4 Alternate Deputy Mayor i) Remuneration as per section 4.2 with an additional $63.00 64 monthly indemnity for added responsibility.
4.5 Absence i) If a member of Council is away for more than one (1) month, only one half (1/2) of monthly indemnity can be claimed.
ii) If a member of Council is unable to attend an event, meeting or conference, another member of Council may be permitted, by a resolution of Council, to attend on their behalf and will receive an indemnity.
4.6 All Members of Council i) In addition to the preceding specified remuneration, all elected officials shall be covered for life insurance and accidental death and dismemberment under the City employees’ benefit program offered by SUMA.
5.0 Review
5.1 This policy will be revised to reflect a 2.0% indemnity increase for each of ,of, 2020 and 2021 respectively (total of 4%). Effective January 1, 2019.
6.0 Distribution
6.1 All members of Council and Policy Manual holders will be provided with a copy of this policy.
P12-2013 City of Warman Council Indemnity Policy Page 5 Page 42 of 173 City of Warman Policy 12-2013 Council Indemnity Policy Schedule “A” to 12-2013
Council Leads for the City of Warman:
Administration and Governance Lead
Planning, Development, Transportation and Bylaw Lead
Economic Development Lead
Protective Services Lead
Environmental Health Services and Public Health and Welfare Lead
Recreation and Community Services Lead
Town of Warman P12-2013 City of Warman Council Indemnity Policy Page 6 Page 43 of 173 City of Warman Policy 12-2013 Council Indemnity Policy Schedule “B” to 12-2013
Advisory Committees
Recreation Advisory Committee
Warman Martensville Regional RCMP Advisory Committee
City of Warman Remembrance Day Committee
Physician Recruitment and Retention Committee, City of Warman Street Naming Committee
EMO
Warman Community Library Board
Board Appointments
Town of Warman P12-2013 City of Warman Council Indemnity Policy Page 2 Page 44 of 173 P4G (Planning for Growth) Opimihaw Creek Warman Fire Rescue Board Legends Golf Course Board Wheatland Regional Library Board Warman Neighbourhood Watch North Saskatoon Transportation Committee North Central Transportation Committee SUMA FCM Prairie Sky Chamber of Commerce Saskatchewan Police Commission Regional Truth and Reconciliation Committee SREDA Board
Community Events (Section 3.5) Canada Day Celebrations WOBE Household Hazardous Waste Day Warman Open House Warman Remembrance Day of Service Fire Department Dine and Dance Fire Department Pancake Breakfast Bike Rodeo City of Warman Christmas Party City of Warman Staff Christmas Luncheon City of Warman Staff BBQ Warman Seniors Supper Saskatoon Home Show
P12-2013 City of Warman Council Indemnity Policy Page 3 Page 45 of 173 Public Works and Utilities Managers’ Report Regular Meeting of Committee of the Whole January 20, 2020
Submitted by: Jason Wiebe Public Works and Utilities Manager
Public Works and Utilities Manager Comments:
The Christmas and New Year’s holidays were quiet for On Call staff regarding water/sewer emergencies, but they did have some snow and icy streets to contend with. Some staff were out of town on vacation during Christmas break, but those that stuck around did a fantastic job of making sure our priority streets were taken care of after the snowfall.
Respectfully submitted,
Jason Wiebe Public Works and Utilities Manager
Page 46 of 173 Public Works and Utilities Managers’ Report Regular Meeting of Committee of the Whole January 20, 2020
Utilities Department:
As per our Permit to Operate, Lloyd Unruh and I submitted the effluent results for the 2019 calendar year to ERRIS (Effluent Regulatory Reporting Information System) on December 2nd, 2019.
Our 2nd section of riprap as per our 3 year plan was completed late 2019 on our final and largest lagoon cell. Due to failure of the fabric that was installed on the original design, something was required to prevent soil from eroding on the banks. The least expensive and most economical method was to put riprap around the large cell as we have in the past with our other lagoon cells. We’ve added rocks and used concrete over the years, but due to the size of the final cell, this would take many years to accomplish. Decision was made in 2018 to place oversized rocks over a 3 year term on the final cell. The north and west sides of the lagoon were priority as the wind usually prevails from the northwest. This seems to have worked very well and we are satisfied with the outcome. Our plan is to have the final section completed in 2020.
At our last OH&S committee meeting, one of the employees brought up concerns regarding confined space entry. After contacting OH&S, we were notified that we require a ‘Confined Space Rescue Plan’, as well as a ‘Workplace Exposure Plan’. With these policies in place, employees have procedures for any emergency that may happen while in a confined space. Some staff were sent for additional rescue training for confined space. OH&S also asked for results to be given for a noise survey in the Water Distribution Plant and Sewage Lift Stations. We’ve purchased a Decibel Meter and will be providing results to OH&S once it arrives.
Kent Bosch’s challenged exam results for Class 1 Wastewater Treatment were successful. Kent is now a Class 1 Certified Operator for the City of Warman in Water Distribution, Wastewater Collection and Treatment.
Meter reads were completed on December 16, 2019 and went well.
Transportation Department:
Public Works including Utilities, were busy working extra hours on Christmas break due to the snowfall we received on Christmas morning. Due to continual amounts of light snow fall and warmer weather, we’ve been using a large amount of salt/sand and pea gravel to minimize icy roads and slippery intersections.
After streets were cleared from the snow received on Christmas, Transportation started hauling snow off of narrow streets such as in the Southlands and Rockwood areas where streets are narrow and difficult to move snow to the sides. They will continue to haul snow from Central areas including storage flanks and bays where garbage/recycling pick- ups may be hindered.
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Page 47 of 173 Public Works and Utilities Managers’ Report Regular Meeting of Committee of the Whole January 20, 2020
On January 2nd, 2020, a new Sno-Rid snow gate was ordered from Fer-Marc Equipment for the 2012 772G grader to replace the old worn out gate that’s been in operation for 20 plus years. It served us well and we hope the new one will provide many years of service.
Traffic lights at Centennial and 4th went into ‘default mode’ late December causing some complaints. We hired Darrell with GTD Technical Services from Regina for diagnosis, and to adjust the light settings as it was favouring 4th St W in default mode. He found one of the sensors in the street failed and needs replacing. We are currently searching for a local company to replace the damaged sensor in the street. On January 5th, the traffic lights at Central St and 6th Ave S failed. On-call staff inspected and reset the lights several times, and on the 3rd try, lights started working fine. No fault codes were displayed at this intersection, just loss of power to the unit. Unfortunately we need more information to determine the cause. Staff will continue to monitor this intersection.
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Page 48 of 173 Manager of Planning and Development and Bylaw Services Committee of the Whole Report January 20, 2020
Submitted by: Brad Toth
A Regional Oversight Committee Meeting (ROC) meeting was held on December 15, 2020. The project manager outlined a new process in order to complete the Zoning Bylaw and Official Community Plan earlier so that we can adopt it prior to civic elections. In addition, the water supply forum which is scheduled to take place later in the year. The forum will be by invite only and will be done to answer any questions related to pricing and distribution of water. Invites will be coming out once a date and venue have been selected, all of Council will be welcome.
Public survey results for the Saskatoon Freeway have been closed now, the contractor is currently preparing a report on phase one which will be made public in early 2020. 215 people attended the events with 132 responses. Once the report is made public, I will bring a copy to Council for discussion.
As noted in the Public Works report we are having issues with the light at Centennial and 4th Street. One of the loops is damaged so the light turns even when no one is waiting to go east or west. We are working with a local company to see if we can repair this once the weather warms up a bit, our hope is to have this completed prior to spring if we can as it is turning into a huge inconvenience for people travelling through that area.
With the colder temperatures and the school bus system not operating we have heard some concerns from residents about access to school sites, specifically Traditions. Although I would say concerns are down from previous years it continues to be an issue for some. We are responding as necessary with rationale from the TMP, in addition we are hopeful that we will have some other roadways constructed into Traditions in the near future. Unfortunately, it is one of those issues that only pops up a handful of times but causes disruptions when it does.
With the first major snowfalls coming over Christmas and after the break crews have been busy clearing snow. Although the majority of residents are very pleased with the work crews do we continually experience issues with vehicles parked on the street longer then they should be, residents shovelling snow onto the street, and concerns about where the City is storing snow in the interim prior to it being hauled away. Crews are doing their best to manage the concerns along with Bylaw Enforcement, in some situations we have no choice but to store the snow where we do. We have been keeping our Facebook and website up to date with current conditions and regulations in the bylaw.
Over the last few weeks Bylaw enforcement has been busy handing out warning or tickets to vehicles parked on the street, or residents who push snow onto the street. Animal control has really slowed down over the last month or so with no animals currently in the pound.
Brad Toth Planning and Development Manager
Page 49 of 173 Planning, Development and Bylaw Enforcement Managers’ Report Committee of the Whole Report January 20, 2020
Year-End Permit Numbers 2019
January 1, 2018 – December 31st, 2018
Permit Type # of Building Permits Value of Construction Commercial Building Permits 27 $ 12,499,600.00 Single & Multi Family Dwelling Permits 45 $ 15,864,800.00 37 single family dwellings 8 multi family dwellings (22 units) Other Permits (Garages, Deck, Basement Dev, Additions) 180 $ 4,496,329.98 TOTAL 252 $ 32,860,729.98
January 1, 2019 – December 31st, 2019
Permit Type # of Building Permits Value of Construction Commercial Building Permits 45 $ 13,660,615.00 Single & Multi Family Dwelling Permits 32 $ 12,387,500.00 26 single family dwellings 6 multi family dwellings (21 units) Other Permits (Garages, Deck, Basement Dev, Additions) 154 $ 3,800,103.00 TOTAL 231 $ 29,848,218.00
Recommendation:
“No recommendation being sent as information only”
Semi-Truck Parking in Residential Areas
A concern has been raised with a semi-truck (no trailer) parked in the rear yard of a residential dwelling in the Legends Stage 7. The concern raised was that the semi being parked in the rear yard is unsightly and when the truck is started it is noisy and can cause exhaust into the neighboring rear yards.
We do have provisions in the zoning bylaw to ask the semi-truck owner to remove the truck however, the issue is we have a number of other areas in the City where residents store their semi-truck either in a front yard or rear yard when not in use with no issue from neighboring properties. If we do enforcement on this property, we will have to treat the bylaw consistently across the City. As of today, it is estimated that in addition to the truck in the Legends Stage 7 there is approximately 11-12 trucks in other parts of the City that are causing no issue that we are aware of with adjacent properties.
In Saskatoon they do not allow the storage of any semi-truck, which they define as a “power unit” to be parked on any residential street, however, they do allow it to be parked on a residential site for a reasonable amount of time granted it is under 6m and a gross vehicle weight of 8,000kg.
Most of the smaller communities we solicited did not have specific bylaws regulating the parking of the semi-truck on private property, only public streets. I am waiting to confirm with Martensville and may have more information for the meeting.
The reason we are bringing this to Council is to get direction on how to move forward, as mentioned above we do not want to create an issue where one does not exist, however, we do feel that everyone should have the right to enjoy their property and in this one particular case there is some issues associated with the parking of the semi-truck.
Council has some options moving forward:
1. Continue with the status quo. 2. Enforce the bylaw consistently across the City. 3. Amend the bylaw to only allow storage in front or side yards. 4. Conducts some public engagement in the spring to determine the need for the bylaw.
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Page 50 of 173 Planning, Development and Bylaw Enforcement Managers’ Report Committee of the Whole Report January 20, 2020 Recommendation: “No recommendation for discussion purposes only”
Overview:
ENFORCEMENT PENALTIES WARNINGS WITHDRAWN Dogs 00 01 Cats 00 00 Parking 03 15 Nuisances 00 Noise 00
Total Complaints Investigated: 22 Total Informational Inquiries: 12
Number of Fines and Penalties Payable to the City of Warman for Dec in the amount of: $100.00 Fines: Year to date: $3910.00
Animal Control: Licenses Issued: 18 Animals Housed in Pound: 00 Animals Surrendered to SPCA: 00 Barking Dog Complaints: 01 Dog Bite Reports: 00 Missing Animals: Dogs 01 Cats 02
Comments: For the month of Dec, we have had 3 animal calls to deal with this month, we have slowed down with animal calls this month.
Patrols: Parks: 40 Parking: 30 Nuisances: 00 Comments: During the month of Dec. Patrols have been made throughout the City we are patrolling all streets and parks. Dec has been slower.
Parking: Number of Tires Marked: 30 Number of Tickets Issued: 03 Number of Vehicles Towed: 00
Comments: Parking has been a bit slower. 03 parking violations were issued for snow removal we have been educating the public in regards to our upcoming winter months. These numbers will increase in my January report.
Fine Option Program: Number of People in Program -01 Comments: We have been using the fine option program for clean-up duties within the City Of Warman
Overall for December 2019: For the month of Dec. It has been a Very good year. Brett has become a great asset to our dept. We are looking forward to a great year coming up!
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Page 51 of 173 Planning, Development and Bylaw Enforcement Managers’ Report Committee of the Whole Report January 20, 2020
Strategic Plan Update for 2019 Public Works Determine a new location for the Public Works & Utilities Manager and Q2, Building and future Public Works compound and Planning and Development Manager 2018 Grounds facilities. Hope to award a contract for a consulting firm at the regular meeting of Council on January 27 Recreational As MR2 will be the last city owned Recreation and Community Services Q1, Green Space property will be developed for parks. Manager and Planning and Development 2018 (passive and Plans and policies will be required for Manager active) ensuring passive and active parks are part of future private development. Work with developers on priorities to Deferred to 2019 ensure connectivity of parks, allocations to include school. The outcome to be a review and update of the existing Parks Dedicated Lands Policy. This will provide a clearer direction for developers and what the City’s expectations are so we are getting a good mix of linear, community and district parks. Capacity Conduct a capacity review of internal Planning Manager Q3, review City- facility and space inventory, Hope to award a contract for a consulting 2019 owned requirements to meet future needs, firm at the regular meeting of Council on Facilities and the priorities of the needs (e.g. City January 27 Hall, Public Works building). *
Regional Plan Expand active transportation (trails) Planning Manager Q3, for active within Warman (integrate with the P4G Have contacted Martensville and are trying 2019 transportation Plan) in consultation with other to organize a meeting early 2020 to discuss (bike and partners.* possible locations. walking Trails)
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Page 52 of 173 Recreation and Community Services Manager’s Report Committee of the Whole January 20, 2020
Submitted by: Paul McGonigal Recreation and Community Services Manager
Recreation and Community Services Manager Comments:
This report provides an overview of what has taken place within the Recreation and Community Services Department for the partial months of December 2019 and January 2020.
The Department Staff worked diligently to prepare the winter outdoor facilities prior to the School’s Holidays Break. The mild weather created less than perfect ice making conditions, but all of the skating areas were open within the week prior to the Holiday Break.
The cross-country ski trails needed some assistance from Mother Nature over the Holiday Season in the form of snow as they really struggled with the warm temperatures and lack of fresh snow. Unfortunately, the trails were not in very good shape until after Christmas.
A number of residents have shown some initiative and have done a very good job of clearing the snow from the City’s storm ponds. They have created a variety of features that really does attract the whole family out to skate on the ponds. Ice thickness was last report well beyond 12 inches and the signs remain covered.
Respectfully submitted,
Paul McGonigal Recreation and Community Services Manager
Page 53 of 173 Legends Centre: Legends Arena Expansion Project: The application process for the Investing in Canada Infrastructure Plan is nearly complete. AODBT has provided plenty of valuable information, the resolution required has been completed by City Council and many letters of support have started to be submitted. The intention is to have the application completed and submitted by January 21, 2020.
Live Barn: Finally, Live Barn is operating properly with the Legends Arena and the Diamond Rodeo Arena. The City of Warman initiated the program to be available in our arena facilities, but that is the extent of the City’s involvement. Live Barn is an App that can be purchased so those that wish can purchased and view the live streaming form our facilities and any other that Live Barn is in. It is currently being offered at a discounted price for any of you that are interested.
Diamond Rodeo Arena: Concession Drain: The drain from the Concession at the Diamond Rodeo Arena has collapsed and rendered both sinks in the concession unusable. Due to lack of detailed drawings of the facility, the location of the drainage line was able to be confirmed, but the direction led the line through the lobby. The decision to connect the drains to a line that use to be part of the curling facility was made as it was less intrusive to the facility. But; the line had to be located on the exterior of the facility and then reconnected. During the project a gas line was hit, line locates had been completed by SaskFirst, but unfortunately the line was put in by a private vendor and was not listed in the inventory. The line was repaired immediately and no injuries occurred. Cost of the project was estimate between $4,000-$6,000. The project started on January 8th and was completed on January 10th, with no disruption of services. Final Costs of the project were not available at the time of this report.
Parks and Sport Fields Off Leash Dog Park Zak’s Home Hardware and Tree Canada have teamed up to donate and assist in planting 190 trees in the Off-Leash Dog Park. The City’s Urban Forestry Worker, Grant Harrison and Parks Supervisor, Calvin Bruneau have been working with Tree Canada about potentially planting at the Off-Leash Dog Park and Tree Canada found a sponsor to make the project a reality. There will be an expense to the City as the project does not include stakes, rope, topsoil or water bags or watering. Volunteers will be called upon to assist with the planting process when the time comes.
TREES: Prairie Horizon Alder – 42 Admiration Oak – 42 Colorado Spruce – 25 Siberian Larch – 17 Hot Wing Maple - 16 Sky Fest/Okaneese Poplars – 24 Golden Willow - 24 PLEASE REFER TO APPENDIX A
Page 54 of 173 Outdoor Winter Facilities: Cross-Country Ski Trails: It was a challenge for the staff to get the outdoor facilities ready prior to the Holiday Season this year due to the weather. Warm conditions and lack of snow made it difficult to produce quality cross-country ski trails. It wasn’t until Christmas day when some snow appeared and staff were able to make some quality trails. Trails are once again located within Lions Park.
Outdoor Skating Areas: The outdoor skating facilities did open approximately a week before school let out for the Holiday Season. Once again, the outdoor skating facilities are located in Prairie Oasis Park, RJ Gidluck Park and Lions Park. Staff strive to ensure the surfaces are cleared and flooded daily.
Storm Pond Usage: Some residents have done a wonderful job clearing the storm ponds throughout our City. Those that have taken it upon themselves to clear the snow have been respectful and have for the most part, contacted the Department to ask for permission to gain access with their quads. Staff will continue to monitor the ice thickness as the season progresses.
Toboggan Hill Usage: We have had a number of complaints from users of the toboggan hills within our park systems. A number of our toboggan hills are designed to be used on one side only and are free of barriers on that particular side. Unfortunately, we have some users utilizing the entire hill and are putting themselves at risk by potentially hitting a barrier or have done so. These barriers are either chain-link fencing, light standards, park benches and trees or shrubs. The staff have been using snow piles to re-direct users around potential barriers for this year, but we will be installing signage for next year that will identify the approved direction of use and the areas of danger.
Western Canadian Baseball League: Bernie Eiswirth requested a meeting to discuss the potential of bring a WCBL Franchise to Warman. The league is a premier summer Collegiate League and has been around in some shape or form since 1950. The League’s West Division currently consists of Fort McMurray, Edmonton, Okotoks, Brooks, Lethbridge and Medicine Hat. The League’s East Division currently consists of Regina, Moose Jaw, Swift Current, Weyburn, Melville and Yorkton. The prospect of having such a franchise within the City of Warman is definitely one that would be welcomed and would have the potential to be successful, but like the SJHL, it does need to be a Community Organized franchise that would require significant investments by the City of Warman.
Community Library Public Library Board Meeting Reports: Library Reports: Library 2 Go Stats - 2019 November & December Not available at this time
Circulation Stats – 2019 November & December Not available at this time
Programming Report – 2019 November Please refer to Appendix B
Page 55 of 173 Meeting Agenda – 2020 January Please refer to Appendix C
Donation Request: The Department has not received a request for a donation during this report period:
Special Event Liquor Permit Request: The Department has not received a request for a liquor permit during this report period:
Programming Report: Fall 2019 Programs Active Adult Programs The Active Adult programs continue to be well received with an average of 30 people attending the Forever In-Motion classes on Monday and Friday. Potlucks, BINGO and Bus Trips also continue to be popular, and through offering a variety of options for active adults, we have now reached more of that population. We continue to evaluate our programs and work to offer new and different programs. Active Adult programs where needed are subsidized by the Community Grant.
Active Adult Classes Revenue Expense Profit/Loss Active Adult Fitness $257.27 $500.00 -$242.73 Beginner/High Beginner Line Dancing $260.00 $280.00 -$20.00 $240.00 $280.00 -$40.00 Ultra Beginner Line Dancing Bus Trip - Black Fox Distillery - Sept 19 $45.00 $25.00 $20.00 Bus Trip - Centre Mall - Oct 17 $35.00 $25.00 $10.00 Bus Trip - Festival of Trees - Nov 28 $100.00 $50.00 $50.00 Chair Yoga 1pm $556.02 $800.00 -$243.98 Stretch and Restore $420.00 $213.36 $206.64 Community Programs - BINGO $200.74 $322.00 -$121.26 TOTAL PROFIT/LOSS $1,913.29 $2,495.36 -$ 381.33
Adult Classes Were very well received in the fall session. All of our classes ran and made money.
Adult Classes Revenue Expense Total Profit/Loss Belly Fit $750.00 $700.00 $ 50.00 Fire Arm Safety - PAL Nov 23, 2019 $1,000.00 $800.00 $200.00 Fire Arm Safety - PAL Oct 26, 2019 $1,125.00 $900.00 $225.00 Fire Arm Safety - PAL Sept 28, 2019 $1,375.00 $1,100.00 $275.00 Fire Arm Safety - RPAL Nov 24, 2019 $ 500.00 $400.00 $100.00 Fire Arm Safety - RPAL Oct 27, 2019 $750.00 $600.00 $150.00 Fire Arm Safety - RPAL Sept 29, 2019 $625.00 $500.00 $125.00 First Aid & CPR - October $465.00 $450.00 $ 15.00 First Aid & CPR - September $620.00 $600.00 $ 20.00
Page 56 of 173 Flow YOGA with Jenel $840.00 $400.00 $440.00 Kettle Bell Kickboxing $970.00 $500.00 $470.00 Kickboxing $770.00 $675.00 $ 95.00 Learn to Run $ - $ - $ - Porcelain Clay Animals $120.00 $105.00 $ 15.00 Porcelain Clay Animals $ 40.00 $ 35.00 $ 5.00 Pound $600.00 $700.00 -$100.00 Power Up Thursday 7pm $910.00 $540.00 $370.00 Power Up Thursday 8:00pm $700.00 $540.00 $160.00 Power Up Tuesday $980.00 $540.00 $440.00 Stretch and Restore $420.00 $213.36 $206.64 Yang Yin YOGA $1,050.00 $500.00 $550.00 Yin YOGA $1,190.00 $500.00 $690.00 Zumba $1,330.00 $350.00 $980.00 Total Profit/Loss $16,130.00 $11,648.36 $5,481.64
Youth & Child Classes Some of our classes ran for the first time such as Persephone theatre and had a great response. We brought back Music & Movement, registration was slow, but had a number of drop-ins that are not reflected below to offset those costs.
Youth & Child Classes Revenue Expenses Total Profit/Loss Atomic Volleyball $ 1,210.00 $ 960.00 $ 250.00 Babysitting Course $ 1,560.00 $ 1,320.00 $ 240.00 Home Alone Course - Oct 10 $ 525.00 $ 315.00 $ 210.00 Home Alone Course - Oct 24 $ 425.00 $ 255.00 $ 170.00 Kids in the Kitchen Session 2 - Nov-Dec $ 1,185.00 $ 1,177.70 $ 7.30 Live on Location Persephone Theatre Classes $ 4,125.00 $ 4,000.00 $ 125.00 Mini Moves $ 138.00 $ 150.00 -$ 12.00 Music & Movement - Parented $ 20.00 $ 150.00 -$ 130.00 Music & Movement - Unparented $ 50.00 $ 150.00 -$ 100.00 Porcelain Clay Animals $ 120.00 $ 105.00 $ 15.00 Porcelain Clay Animals $ 40.00 $ 35.00 $ 5.00 Sportball (2-3.5yrs) Saturday $ 632.50 $ 506.00 $ 126.50 Sportball (2-3.5yrs) Wednesday $ 1,161.00 $ 946.00 $ 215.00 Sportball (3.5yrs-5 yrs) Saturday $ 840.00 $ 616.00 $ 224.00 Sportball (3.5yrs-5 yrs) Wednesday $ 2,030.00 $ 1,650.00 $ 380.00 Sportball (5yrs-8yrs) Saturday $ 600.00 $ 440.00 $ 160.00 Sportball (5yrs-8yrs) Wednesday $ 725.00 $ 550.00 $ 175.00 Total Profit/Loss $ 11,666.50 $ 10,475.70 $1,190.80
Leisure Guide The Winter Leisure Guide went out in the Gazette on November 28, with program registration starting on December 8. The Leisure Guide is for the months of January – March, 2020.
Page 57 of 173 Programs & Events: Legends Centre Arena: January 3/4/5, 2020: Atom B Hockey Tournament January 2/3, 2020: FSIN Team SK Camp January 5, 2020: Atom B Hockey Tournament January 11/12, 2020: Midget A Hockey Tournament January 17/18/19, 2020: Female Pee Wee B Hockey Tournament January 24/26, 2020: Novice B Hockey Tournament February 28/29/1, 2020: Atom A Hockey Tournament
Diamond Rodeo Arena: January 3/4, 2020: Atom B Hockey Tournament January 12, 2020: WOSC Regional Fun Fest Competition January 25, 2020: Novice B Hockey Tournament February 1, 2020: Novice D Hockey Tournament February 8, 2020: Novice C Hockey Tournament February 28/291, 2020: Atom A Hockey Tournament
Legends Centre Board Rooms & Multi-purpose Rooms January 12, 2020: WMHA Meeting January 14, 2020: Warman Community Association Meeting January 15, 2020: Warman Housing Authority Meeting January 21, 2020: Valley Soccer Association Meeting February 9, 2020: WMHA Meeting February 11, 2020: Warman Community Association Meeting February 19, 2020: Warman Housing Authority Meeting February 23, 2020: Fire Arm Safety Course February 23, 2020: PAL Certification Course February 25/26, 2020: Fire Arm Safety/PAL Course February 28, 2020: PSSD SERT/LF Meeting
Legends Centre Gymnasium: January 17/18, 2020: WHS Wrestling Tournament January 25/26, 2020: Sask Volleyball Tournament February 1/2 2020: Sask Volleyball Tournament February 8/9, 2020: Sask Volleyball Tournament February 22/23, 2020: Sask Volleyball Tournament February 29/1, 2020: Sask Volleyball Tournament
Brian King Centre: January 24/25/26, 2020: Wedding February 1, 2020: Saskatchewan Rowing Association Banquet February 2, 2020: Super Bowl Party February 8, 2020: Martensville & District Kinettes February 13, 2020: PSSD Wine & Cheese February 14, 2020: Warman Mennonite Special Care Home Social Event February 22, 2020: North Sask Martial Arts Tournament February 29, 2020: Sonia’s School of Ukrainian Dance
Page 58 of 173 School Gymnasiums & Theatre: January 17/18, 2020: WHS Sr. Girls Basketball Tournament February 8, 2020: JCVC U15M Rage Tournament @ WHS February 29, 2020: Warman Co-Ed Volleyball Tournament
Page 59 of 173 Page 60 of 173 of 60 Page
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Approval of agenda 2. Approval of minutes from November 20, 2019 3. Actions arising from the minutes 3.1. Library Printer Update 3.2. Board Training 4. Library programming 5. New Business 6. Reports 6.1. Librarian’s Report - attached 6.2. Treasurer’s Report - attached 6.3. City Council Representative’s Report 7. Other Business 8. Next Meeting – February 19, 2020 9. Adjournment Page 63 of 173 WARMAN PUBLIC LIBRARY BOARD MEETING MINUTES November 20, 2019 Attendance: Jason Raine, Shelby Smith, Rick Hales, Carol Affleck, City Councillor Trevor Peterson, Sam Thakur, Recreation Manager Paul McGonigal, Anthony Penner, Mayor Sheryl Spence, Rebecca Malo Meeting Called to Order: 7:03pm 1. Agenda a. SMITH/SPENCE: the agenda be approved as presented. CARRIED 2. Minutes a. AFFLECK/SMITH: the minutes from Oct 16, 2019 be approved as presented. CARRIED 3. Actions arising from previous board meetings: a. PENNER/THAKUR: Lease through Xerox – Altalink C8030 Color MFP with the option of having a 3 month trial – if we are not satisfied we can cancel the lease. Rebecca Malo abstained from voting due to conflict of interest. CARRIED b. SPENCE/SMITH: the 2020 budget be approved as presented. CARRIED c. Board training – find out what Wheatland offers and bring information to the next meeting. TABLED 4. Library Programming a. Update on new programs – Shelby Smith b. SMITH/PENNER: to subsidize a Christmas craft for the public with money left unused in the 2019 budget. CARRIED 5. Reports a. Treasurers report – Royal Bank vs Affinity Credit Union – Secure Credit Card. TABLED b. SPENCE/HALES: to accept all reports as accepted. CARRIED 6. Next Meeting: January 15 2020 7pm 7. Adjournment: (went to the library to say farewell to Olinda who had served as a library volunteer for 14 years, we had a small presentation of flowers and cake.) No motion. Page 64 of 173 Rebecca, Thanks so much for reaching out to me. You've presented a really interesting case study in terms of board governance. To help you understand why I'm being so curious, for me the principles of board governance rest in understanding decision making authority and accountability. Everything else related to governance flows from there. Relevant questions are: • What is the decision making authority of the board? Where does that decision making authority come from and how must the board be accountable for it? (typically these would be things like the constitution and bylaws; city bylaws; and board policies on things like internal controls). o What does this mean in terms of financial accountability? o What does this mean in terms of public accountability? • If the board has staff, how does the board delegate decision making authority to the staff? How does the board hold the staff accountable for this delegation? (typically a strategic plan and operational policies are the best tools) The answers to these questions are inextricably linked to the questions you want to explore with your board. And the answers are not the same -- it's dependent on how your authority comes to you. Under the Public Library Act, there are two ways to form a local board. If you look at the Act (which I've attached), Part IV of the Act refers to Municipal Libraries (which I suspect you are). But it says in that section quite clearly that a municipal board is a corporation (s. 13.2). This would mean that you are not a sub-committee of Council, but the Warman Public Library Inc. S. 18.1 of the Act requires that the board appoint an accredited librarian (who is accountable to the board). The staff is therefore accountable to the board (even though as a matter of convenience, their cheque comes from the City of Warman). Part V of the Act deals with Regional Libraries (of which Wheatland is one). Every council within the region is required to participate in the regional system (and give it money; s. 29.1). S. 32.3 requires that, if a municipality has a local library board, the appointees to the regional board should come from that local board. However, s. 39 of the Act allows for the region to also set up a local library board (in the case where the municipality had not done so). Their responsibilities are laid out quite clearly in s. 40 of the act, but in this case, these boards are not a corporation. Their role is largely advisory to the regional board. Any staff of these boards would be staff of the region. This is quite complex stuff and the responsibilities and obligations of your board would be different depending on which board type you are. Hope this helps. I've provided some information about me in the attached and also provided the Public Library Act. Dawn Martin. Page 65 of 173 Daybreak Consulting 114 -- 29th ST W Saskatoon, SK S7L 0L6 PH: (306)751-4077 Email: [email protected] Page 66 of 173 DAYBREAK C ONSULTING TH 114 – 29 ST W, SASKATOON , SK S7L 0L6 PH: (306)229-8128; EMAIL: DAYBREA [email protected] GST: 84468 4829 Daybreak Consulting works primarily in the non-profit and quasi-governmental sector. Dawn Martin, the principal of Daybreak, is a certified consultant with the Nonprofit Lifecycles Institute. She uses a capacity building approach to her work, meeting her clients where they are in their own evolution and development. Her work focuses in the following areas: • Governance • Strategic planning • Performance measurement and management • Business planning • Program evaluation Dawn’s graduate training is in Applied Social Psychology with a focus on program evaluation. Her Masters’ thesis was on the topic of non-profit leadership and governance. Dawn has experience in numerous leadership and strategic roles in the non-profit sector and in government. She currently works for the City of Regina as the Manager of Public Policy. Prior to that, she served for six years as Executive Director of the Culture and Heritage Division for the Government of Saskatchewan. In that capacity, Dawn led several major policy and program reviews including reviews of the Saskatchewan government’s programs and investment in both the film industry and the music industry. Services Governance: • Introductory workshop on board basics (3 hours) • Full day workshop on board basics and governance (6 hours) • Board orientation: o Governance basics (3 hours) Page 67 of 173 o Governance for Policy Governance Boards (6 hours) • Establishing a governance framework and policies for a non-profit organization: o Elements 1. Understanding Governance Basics 2. Organizational Needs Assessment and determining desired approach 3. Establishing governance framework and policies o 3 days of workshop time with Board of Directors. • Components 1 and 2 above requires 1 day (6 hours) with the Board of Directors • Component 3 requires 2 days (6 hours each) with the Board of Directors. These 2 days need to be at least one week apart and also be scheduled at least one week after component 1. o Deliverable: A written policy manual based on the board’s work and selected governance approach within two weeks of the last session Strategic Planning • The ideal format for strategic planning is a two and a half day retreat style setting. The deliverables for such a session are: o Development (or review) of the organization’s Vision, Mission, and Values o An environmental scan to outline the external and internal factors that must be considered in developing the plan o Development of desired outcomes and how they will be measured o An assessment of the organization’s current capacity and current state to identify any challenges that must be considered in planning to achieve the outcomes o Strategies to achieve the outcomes including any prioritization and phasing that might be required o Identification of priority tasks/activities/outputs for the next annual plan • Final deliverable: A written strategic plan based on the results of the session within two weeks. Page 68 of 173 Custom Services Daybreak Consulting can adapt its approach to governance and strategic planning to meet any need. In addition, Daybreak can provide research, needs assessment, program evaluation, and other consulting services on a customized basis. Terms − Day rates are based on a six hour facilitation day − Half day rates are based on a 3 hour facilitation day Daybreak Consulting’s standard rate is $1,500 (plus GST) per day ($750/half day) of facilitation. This rate includes any and all preparation for the session and the delivery of a final written report within two weeks of the completion of the last session. Where sessions do not require a written report follow-up (e.g. board orientation; governance basics, etc.), the standard rate is $750 (plus GST) per day ($500/half day). Note that the minimum fee is $500 (plus GST). Mileage is charged at provincial government rates according to the Government of Saskatchewan’s Financial Administration Manual at the time of billing. Services are billed at the time of delivery of reports. Daybreak generally requires the client to provide: • Meeting facilities and services suitable for group work (including flip charts if required) • Logistics and planning for the meeting • A screen or wall suitable for projecting Power Point slides (Daybreak will provide a computer and projector) Page 69 of 173 Librarians Report Jan 15, 2020 December was a busy time at the library. We hosted button maker sessions, Christmas ornament balls and did a paper wreath craft. We also hosted our annual 12 days of Christmas trivia for the school students and rewarded a winner every day for 12 days . The staff looked forward to a slower pace over the holidays with the school students being off. Our new printer has been delivered and installed. We are waiting for the installation of a program to be put on the public computers so that what they print will be sent to our printer. Once that is done, we will discontinue to use the school’s printer and no longer have access to it. We will need to make a decision on what we are charging to the public for printing in color. This isn’t something we have addressed in the past as it wasn’t as option. I would love to hear from the board if they have any thoughts on this matter. We are excited to kick off our new In-Between program. Our first event is January 15 and the event is full with 20 students. We are hosting a Harry Potter Escape room. At the end of last year, I had a chance to discuss with Rhoda the knitting program and she is excited about and wants to continue. She generally has 8 ladies attend and has had up to 12 ladies join. She is also expressing interest in starting another program maybe in the evening. I am looking forward to 2020 and seeing what the year will bring. Thanks for all your support! Linda Wiebe Page 70 of 173 November 2019 WCL Treasurer's Report Revenues: Term deposit int. 47.68 Savings int. 13.77 Deposits (WRL Grant, other deposits) 10266.38 Total $10327.83 Expenses: Board (Per diems)($50 x 7) 250.00 Rhonda M(Program) 120.00 Joanne I (Program) (250, 200) 450.00 Anthony P (Program-Games) 293.23 Wheatland Reg. Lib. 381 .49 Cost Co. (39.18, 187.56) 226.74 Dollarama 19.98 Michaels 72.14 Wagon Wheel 156.61 Esuturie NSF cheque 56.00 " " fee 8.00 Printing fee 1.00 Total $2142.19 Page 1 of 1 Page 71 of 173 December 2019 WCL Treasurer's Report Revenue: Interest/Savings 14.24 Deposits 332.50 Total $346.74 Expenses: Rhonda M(Program)(75, 45) 120.00 Carollyn M(Program)(161, 960) 1121.00 20/20 Accounting 140.00 Wheatland Reg. Lib. 204.45 Printer Ink( City of Warman) 377.69 Cost Co. 99.23 Walmart (43.23, 94.20) 137.43 Warman Food /Coop (7.96, 19.68) 27.64 Warman Home Centre 77.67 Printing fee 1.00 Total $2306.11 Page 1 of 1 Page 72 of 173 1 PUBLIC LIBRARIES, 1996 c. P-39.2 The Public Libraries Act, 1996 being Chapter P-39.2 of the Statutes of Saskatchewan, 1996 (effective December 31, 1996) as amended by the Statutes of Saskatchewan, 1998, c.P-42.1; 2000, c.22; 2002, c.C-11.1; 2004, c.L-16.1; 2005, c.M-36.1, 2013, c.27; and 2018, c.42. NOTE: This consolidation is not official. Amendments have been incorporated for convenience of reference and the original statutes and regulations should be consulted for all purposes of interpretation and application of the law. In order to preserve the integrity of the original statutes and regulations, errors that may have appeared are reproduced in this consolidation. Page 73 of 173 2 c. P-39.2 PUBLIC LIBRARIES, 1996 Table of Contents PART I LOANS FOR PERMANENT IMPROVEMENTS Short Title and Interpretation 24 Application to council for capital expenditures 1 Short title 25 Borrowing bylaw 2 Interpretation 26 Debentures PART II DISSOLUTION OF MUNICIPAL LIBRARY The Provincial Public Library System 27 Dissolution of board 3 Purposes PART V 4 Boundaries Regional Library System 4.1 Proposal for boundary change REGIONAL LIBRARIES 4.2 Application for boundary change 28 Existing regional libraries continued 4.3 Approval or rejection of application 29 Regional libraries 4.4 Map of boundaries 30 Repealed 5 Duty to provide public library services 31 Winding up of regional library 6 Use of public libraries to be free REGIONAL LIBRARY BOARD 32 Regional library board 6.1 Resolution of disputes within a library system 33 Chairperson and executive committee 6.2 Resolution of disputes between library systems 34 Secretary 6.3 Enforcement of commission’s order or decision 35 Meetings 6.4 Debt due 36 Quorum PART III Saskatchewan Provincial Library 37 Regional headquarters 7 Provincial library continued 38 Staff 8 Role of Provincial Librarian LOCAL LIBRARY BOARDS 9 Provincial Librarian and employees 39 Appointment 10 Advice to Provincial Librarian 40 Responsibilities PART IV 41 Facilities Municipal Libraries 42 Regional reference centre MUNICIPAL LIBRARIES 11 Existing municipal libraries continued FINANCE 43 Grants by municipalities 12 Establishment 44 Special library tax levy MUNICIPAL LIBRARY BOARDS 45 Support for public libraries 13 Municipal library board 14 Chairperson PART VI Northern Library System 15 Secretary 46 Interpretation 16 Meetings 47 Northern Library Office continued 17 Quorum 48 Northern library system board 18 Staff 49 Chairperson 19 Agreements for library services 50 Executive committee 20 Regina and Saskatoon libraries 51 Secretary ASSESSMENT AND TAXATION 52 Meetings 21 Annual estimate 53 Quorum 22 Library mill rate 54 Northern library system headquarters 23 Receipt and application of amounts levied 55 Staff Page 74 of 173 3 PUBLIC LIBRARIES, 1996 c. P-39.2 NORTHERN COMMUNITY PUBLIC REGULATION OF USE OF LIBRARIES LIBRARY BOARDS AND MATERIALS 56 Existing libraries continued 69 Library property 57 Establishment 70 Special constable 58 Board appointment 71 Disorderly behaviour 59 Chairperson RECORDS AND ACCOUNTING 60 Staff 72 Records and minutes of meetings 61 Facilities 73 Accounts and audit 62 Dissolution of northern community public library 74 Annual report PART VII 75 Minister’s access to records Grants 76 Confidential records 63 Grants by municipalities, etc. LEGAL PROCEEDINGS 64 Government grants 77 Actions not invalid 65 Grants to northern library system board 78 Actions barred PART VIII 79 Limitation Aboriginal Peoples 66 Participation in provincial public library system MISCELLANEOUS 80 Joint venture libraries PART IX 81 Municipal Acts apply General LIBRARY POLICIES AND BYLAWS 82 Powers of public library boards 67 Policy statement 83 Regulations 68 Bylaws PART X Transitional, Repeal and Coming into Force 84 Transitional 85 S.S. 1983-84, c.P-39.1 repealed Page 75 of 173 4 c. P-39.2 PUBLIC LIBRARIES, 1996 CHAPTER P-39.2 An Act to provide for the Establishment, Development and Maintenance of Public Libraries PART I Short Title and Interpretation Short title 1 This Act may be cited as The Public Libraries Act, 1996. Interpretation 2 In this Act: (a) “basic library services” means those library services that are described in the regulations as basic library services; (b) “council” means the council of a municipality; (c) “department” means the department over which the minister presides; (d) “elector” means a person who is entitled to vote at an election of councillors in a municipality; (e) “library” means an information centre that: (i) contains a collection of materials organized to provide physical, bibliographic and intellectual access to knowledge; and (ii) has a staff that is trained to provide services and programs related to the information needs of its clientele; and includes branch libraries, bookmobiles and book deposits established or used in connection with a library; (f) “library director” means the librarian who is the chief executive officer of a municipal library, a regional library system or the northern library system; (g) “minister” means the member of the Executive Council to whom for the time being the administration of this Act is assigned; (h) “municipal library” means a library continued or established pursuant to Part IV that provides library services to a single municipality; (i) “municipal library board” means the board responsible for the general management, regulation and control of a municipal library pursuant to section 13; (j) “municipality” includes that portion of the City of Lloydminster located in Saskatchewan; Page 76 of 173 5 PUBLIC LIBRARIES, 1996 c. P-39.2 (j.1) “newspaper” means a publication or local periodical that: (i) contains primarily items of news; and (ii) is distributed at least weekly in a municipality or area that is affected by a matter with respect to which this Act requires publication in a newspaper; but does not include a publication primarily for advertising or an advertising supplement to or contained in a newspaper; (k) “northern library system” means the system of public libraries in northern Saskatchewan that is described in Part VI; (l) “northern library system board” means the board responsible for the general management, control and operation of the northern library system pursuant to section 48; (m) “participating municipality” means a municipality that participates in a regional library system; (n) “Provincial Librarian” means the Provincial Librarian appointed pursuant to section 9; (o) “provincial public library system” means all municipal libraries, regional libraries, including the local libraries located within regional libraries, and the northern library system, including northern community public libraries located within the northern library system; (p) “public library” means any library established or continued pursuant to this Act; (q) “public library board” means any board responsible for administering a public library; (r) “reciprocal borrowing” means the granting of borrowing privileges as defined in the “Saskatchewan Libraries Reciprocal Borrowing Agreement”; (s) “regional library” means a library continued or established pursuant to Part V to provide library services to more than one municipality; (t) “regional library board” means the board responsible for the general management, control and operation of a regional library pursuant to section 32; (u) “regional library system” means the system of regional libraries described in Part V. 1996, c.P-39.2, s.2; 2000, c.22, s.3; 2005, c.M‑36.1, s.459; 2018, c 42, s.44. Page 77 of 173 6 c. P-39.2 PUBLIC LIBRARIES, 1996 PART II The Provincial Public Library System Purposes 3(1) The purposes of this Act are: (a) to establish a structure for the provincial public library system; (b) to ensure equitable access to basic library services by all residents of Saskatchewan; and (c) to recognize that the following are fundamental components of the provincial public library system: (i) the Saskatchewan union catalogue composed of the records of public, academic, special and school libraries, regardless of the format in which those records are stored or accessed; (ii) interlibrary loans; (iii) reciprocal borrowing; (iv) autonomous library boards. (2) The purposes of the provincial public library system are: (a) to facilitate equitable access to basic library services by all residents of Saskatchewan; and (b) to ensure the existence and availability of: (i) the Saskatchewan union catalogue composed of the records of public, academic, special and school libraries, regardless of the format in which those records are stored or accessed; (ii) interlibrary loans; (iii) reciprocal borrowing; (iv) autonomous library boards. 1996, c.P-39.2, s.3. Boundaries 4(1) The minister shall, by order, determine the boundaries of the areas to be served by municipal libraries, regional libraries and the northern library system. (2) The minister’s order mentioned in subsection (1) must be published in the Gazette. 2000, c.22, s.4. Page 78 of 173 7 PUBLIC LIBRARIES, 1996 c. P-39.2 Proposal for boundary change 4.1(1) Any of the following parties may propose a boundary change in accordance with this section: (a) a public library board; (b) the City of Regina or Saskatoon; (c) a participating municipality within the boundaries of the area served by a regional library; (d) a northern municipality. (2) A party that proposes a boundary change shall: (a) publish a notice of the proposed change at least once each week for two successive weeks in at least one newspaper of general circulation in the areas affected by the proposed change; (b) personally deliver or send by ordinary mail a copy of the notice of the proposed change to: (i) the chairperson of the board of any local library located within the area of the proposed change; (ii) the chairpersons of each of the following library boards affected by the proposed change: (A) a municipal library board; (B) a regional library board; (C) the northern library system board; (iii) the library directors of each public library board affected by the proposed change; (iv) the council of any municipality located within the area of the proposed change; and (v) the Provincial Librarian; and (c) pay any costs associated with publishing and delivering or sending the notice of the proposed change in accordance with clauses (a) and (b). (3) The notice of the proposed boundary change must include: (a) a map and a description of the boundaries proposed to be changed; (b) a brief explanation of the reasons for the proposed boundary change; and (c) a statement that any person may, within four weeks after the last publication of the notice, file a written objection to the proposed change with the party that intends to apply for the boundary change. Page 79 of 173 8 c. P-39.2 PUBLIC LIBRARIES, 1996 (4) If an objection is filed in accordance with clause (3)(c), the party proposing the boundary change shall call a public meeting by publishing a notice in the manner described in clause (2)(a) and by personally delivering or sending by ordinary mail the notice to those persons mentioned in clause (2)(b), and that notice is required to contain information described in clauses (3)(a) and (b) and to state the date, time and place of the public meeting. (5) The public meeting mentioned in subsection (4) shall not be held until one week after the day on which the notice of the meeting is last published, delivered or sent. (6) The party proposing the boundary change shall: (a) conduct the public meeting and hear all persons who wish to make representations relevant to the proposed change; and (b) pay any costs associated with the public meeting. 2000, c.22, s.4. Application for boundary change 4.2(1) In this section and in section 4.3, “affected party” means any of the following parties that is affected by a proposed boundary change: (a) the board of any local library located within the area of the proposed change; (b) a municipal library board, a regional library board, or the northern library system board; (c) the City of Regina or Saskatoon; (d) a participating municipality within the boundaries of the area served by a regional library; (e) a northern municipality. (2) If a party proposing a boundary change, after complying with section 4.1, wishes to proceed with the proposed boundary change, the party shall apply to: (a) the minister, if every affected party provides the party proposing the change with a certified copy of a resolution supporting the proposed change; or (b) the Saskatchewan Municipal Board, with a copy to the minister, if any affected party does not provide the party proposing the change with a resolution supporting the proposed change. (3) An application pursuant to subsection (2) must include: (a) a map and a description of the boundaries proposed to be changed; (b) a brief explanation of the reasons for the proposed boundary change; (c) a proposal with respect to the transfer of assets and liabilities from one public library board to another; (d) a certified copy of the resolution of the party requesting the proposed boundary change; Page 80 of 173 9 PUBLIC LIBRARIES, 1996 c. P-39.2 (e) if available, a certified copy of the resolution of each affected party supporting the proposed change; and (f) a copy of each written objection respecting the proposed boundary change filed with the party proposing the change in accordance with clause 4.1(3)(c), and a written summary of any public meeting held as required by subsection 4.1(4). (4) The minister may order that two or more applications made pursuant to clause (2)(a) be consolidated and treated as one application, or the Saskatchewan Municipal Board may order that two or more applications made pursuant to clause (2)(b) be consolidated and treated as one application, where the minister or the Saskatchewan Municipal Board, as the case may be, considers it expedient and in the public interest to do so. (5) The minister may request the Saskatchewan Municipal Board to review any application made pursuant to clause (2)(a), and the Saskatchewan Municipal Board shall review the application and shall make recommendations to the minister relating to the proposed boundary change. (6) The Saskatchewan Municipal Board shall make its decision, or submit its recommendation, with respect to an application in a written report to the minister. (7) The Saskatchewan Municipal Board, in reviewing or approving an application submitted pursuant to this section, shall consider any factors that the Saskatchewan Municipal Board considers relevant. (8) Without limiting the generality of subsection (7), the Saskatchewan Municipal Board may consider the following factors as relevant to an application submitted pursuant to this section: (a) the effect of the proposed boundary change on the provincial public library system; (b) the financial impact of the proposed boundary change on each affected party; (c) the library service needs of the areas and residents affected by the proposed change; (d) which public library is likely to provide library services to the residents who will be most affected by the proposed change; (e) any additional factors that may be prescribed in the regulations. 2000, c.22, s.4. Approval or rejection of application 4.3(1) The minister or the Saskatchewan Municipal Board, as the case may be, may: (a) approve an application submitted pursuant to section 4.2, subject to any terms and conditions that the minister or the Saskatchewan Municipal Board, as the case may be, considers appropriate; or (b) reject an application submitted pursuant to section 4.2. Page 81 of 173 10 c. P-39.2 PUBLIC LIBRARIES, 1996 (2) If the minister or the Saskatchewan Municipal Board, as the case may be, approves an application submitted pursuant to section 4.2, the minister or the Saskatchewan Municipal Board, as the case may be, shall give directions with respect to the transfer of assets and liabilities from one public library board to the other. (3) If the minister or the Saskatchewan Municipal Board, as the case may be, rejects an application submitted pursuant to section 4.2: (a) the minister shall send a notice of the rejection, by ordinary mail: (i) to the party that submitted the application; and (ii) to every affected party; and (b) no subsequent application that is substantially similar, in the opinion of the minister or the Saskatchewan Municipal Board, as the case may be, may be made until one year after the rejection. (4) The minister may, by order, change the boundaries, subject to any terms and conditions that the minister considers appropriate: (a) if the minister approves an application made pursuant to clause 4.2(2) (a); or (b) if no application is made pursuant to section 4.2, on the minister’s own initiative after the minister consults with those parties who would be affected by a proposed boundary change. (5) The minister shall make an order pursuant to subsection (4) if the Saskatchewan Municipal Board approves an application submitted to it pursuant to clause 4.2(2)(b). (6) A change in boundaries is effective as at the date set out in the minister’s order. (7) Every minister’s order made pursuant to this section must be published in the Gazette. (8) The minister shall send a copy of any minister’s order made pursuant to this section, by ordinary mail: (a) to the party that submitted the application pursuant to section 4.2, if applicable; and (b) to every affected party. 2000, c.22, s.4. Map of boundaries 4.4 The Provincial Librarian shall maintain: (a) a map of Saskatchewan showing the boundaries of the areas served by municipal libraries, regional libraries and the northern library system; and (b) a record of the legal description of those portions of Saskatchewan that constitute the area served by each municipal library and regional library and by the northern library system. 2000, c.22, s.4. Page 82 of 173 11 PUBLIC LIBRARIES, 1996 c. P-39.2 Duty to provide public library services 5(1) Each public library board shall: (a) participate in the provincial public library system; and (b) provide public library services to the residents of Saskatchewan within the area it serves. (2) For the purposes of carrying out its duties pursuant to subsection (1), a public library board may: (a) promote the use of library materials; (b) provide for planning and board training; (c) co-operate with the Saskatchewan Provincial Library in developing and maintaining province-wide library services; (d) acquire and maintain all basic library services and necessary equipment and supplies that may be required for the public library; (e) provide any other services or perform any other functions that it considers necessary for the development, maintenance and operation of library services; and (f) do any other things that it considers necessary or incidental to carrying out its functions or to promoting the purposes of this Act. 1996, c.P-39.2, s.5. Use of public libraries to be free 6(1) Every resident of Saskatchewan is entitled to borrow, directly or by interlibrary loan, library materials held by any public library in Saskatchewan, subject to any reasonable conditions, other than the payment of a fee, that may be imposed by the responsible public library board. (2) No public library board shall charge a fee for borrowing books and other print materials from public libraries by residents of Saskatchewan. (3) A public library board may charge a fee to persons for: (a) borrowing any library materials other than those mentioned in sub-section (2); or (b) providing any other service that is prescribed in the regulations. (4) A public library board may, by bylaw, allow persons who are not entitled to borrow library materials by virtue of their residence to pay a fixed fee for the privilege of borrowing library materials. 1996, c.P-39.2, s.6. Resolution of disputes within a library system 6.1(1) If a dispute arises within a regional library or the northern library system, the affected board shall, in the first instance, attempt to resolve the dispute, with or without the assistance of a third party. Page 83 of 173 12 c. P-39.2 PUBLIC LIBRARIES, 1996 (2) If a dispute cannot be resolved pursuant to subsection (1), any board affected by the dispute may refer the dispute to a meeting of the chairpersons of the boards of public libraries and library directors, as convened pursuant to subsection 10(1). (3) On referral of a dispute to a meeting of the chairpersons and library directors pursuant to subsection (2), the chairpersons and library directors shall make recommendations, or appoint a committee that shall make recommendations, to the boards of public libraries for resolving the dispute, taking into account matters of concern to the provincial public library system. (4) If a dispute cannot be resolved pursuant to subsection (1) or (3), the minister, on receiving a written request signed by 10% of the councils participating in the regional library system or the northern library system, as the case may be, and representing at least one-third of the population of that library system, may appoint an independent commission of not more than three persons to render a decision with respect to the dispute. (5) For the purposes of rendering a decision with respect to a dispute, the members of the commission appointed pursuant to subsection (4) have all the powers conferred on a commission by sections 11, 15 and 25 of The Public Inquiries Act, 2013 . (6) The independent commission shall provide a copy of its decision, in writing, to: (a) the minister; (b) the chairpersons of the boards of public libraries and library directors mentioned in subsection (2); and (c) the councils that requested the appointment of the commission. (7) The costs of the independent commission are to be borne equally between: (a) the councils that requested the appointment of the commission; and (b) the regional library board or the northern library system board affected by the dispute. (8) This section does not apply to an application for a boundary change. 2000, c.22, s.5; 2013, c.27, s.33. Resolution of disputes between library systems 6.2(1) If a dispute arises between or among municipal library boards, regional library boards and the northern library system board, the affected boards shall, in the first instance, attempt to resolve the dispute, with or without the assistance of a third party. (2) If a dispute cannot be resolved pursuant to subsection (1), any board affected by the dispute may refer the dispute to a meeting of the chairpersons of the boards of public libraries and library directors, as convened pursuant to subsection 10(1). (3) On referral of a dispute to a meeting of the chairpersons and library directors pursuant to subsection (2), the chairpersons and library directors shall make recommendations, or appoint a committee that shall make recommendations, to the boards of public libraries for resolving the dispute, taking into account matters of concern to the provincial public library system. Page 84 of 173 13 PUBLIC LIBRARIES, 1996 c. P-39.2 (4) If a dispute cannot be resolved pursuant to subsection (1) or (3), the minister, on receiving a written request from any board affected by the dispute, may appoint an independent commission of not more than three persons to render a decision with respect to the dispute. (5) For the purposes of rendering a decision with respect to a dispute, the members of the commission appointed pursuant to subsection (4): (a) have all the powers conferred on a commission by sections 11, 15 and 25 of The Public Inquiries Act, 2013 ; and (b) may make any order with respect to costs that the commission considers appropriate. (6) The independent commission shall provide a copy of its decision, in writing, to: (a) the minister; and (b) the chairpersons of the boards of public libraries and library directors mentioned in subsection (2). (7) This section does not apply to an application for a boundary change. 2000, c.22, s.5; 2013, c.27, s.33. Enforcement of commission’s order or decision 6.3(1) A copy of any order or decision of the independent commission made pursuant to section 6.1 or 6.2 that is certified by the commission to be a true copy may be filed in the office of a local registrar of the Court of Queen’s Bench. (2) An order or decision of the commission that is filed pursuant to subsection (1) is to be entered as a judgment of the court and may be enforced as a judgment of the court. 2000, c.22, s.5. Debt due 6.4 Any amount not paid pursuant to subsection 6.1(7) or pursuant to an order of the commission made pursuant to clause 6.2(5)(b) is a debt due and owing to the Crown in right of Saskatchewan and may be recovered in the manner authorized by The Financial Administration Act, 1993 or in any other manner authorized by law. 2000, c.22, s.5. Page 85 of 173 14 c. P-39.2 PUBLIC LIBRARIES, 1996 PART III Saskatchewan Provincial Library Provincial library continued 7(1) The branch of the department known as the provincial library is continued as the Saskatchewan Provincial Library. (2) The minister shall direct the Saskatchewan Provincial Library to take any measures that the minister considers advisable to co-ordinate, facilitate and develop the activities of the provincial public library system, including: (a) acting as the central library for Saskatchewan; (b) providing cost-effective and appropriate central services to public libraries; (c) developing province-wide library policies and other library advisory functions; (d) establishing committees and task forces as necessary to assist in the development and co-ordination of planning services; (e) co-operating with any cultural or educational organization, institution, individual, library board, or municipality or with any government department in matters relating to the development, organization and operation of library services; and (f) performing any other functions that the minister considers will contribute to the development of the provincial public library system and that are consistent with its objectives. 1996, c.P-39.2, s.7. Role of Provincial Librarian 8 For the purpose of co-ordinating the provincial public library system the Provincial Librarian may: (a) act as the primary agent for the development of a library and information infrastructure; (b) co-ordinate the development of standards for public library services; (c) co-ordinate resource sharing among public libraries and between public libraries and other libraries; (d) establish and co-ordinate ongoing development of an on-line union catalogue; (e) co-ordinate the improvement of access to information through the development of electronic databases and networks and the utilization of technology; and (f) conduct research and surveys, institute inquiries into and collect, sort and systematize information and statistics respecting library services. 1996, c.P-39.2, s.8. Page 86 of 173 15 PUBLIC LIBRARIES, 1996 c. P-39.2 Provincial Librarian and employees 9(1) The Public Service Commission may appoint as Provincial Librarian a person who has the qualifications prescribed in the regulations. (2) The Provincial Librarian, under the direction of the minister, is responsible for the administration of this Act. (3) Other librarians, supervisors, technicians, assistants, clerks, officers and employees that the Provincial Librarian considers necessary for the proper administration of this Act are to be appointed in accordance with The Public Service Act, 1998. 1996, c.P-39.2, s.9; 1998, c.P-42.1, s.42. Advice to Provincial Librarian 10(1) At the request of the minister, the Provincial Librarian may convene meetings of the chairpersons of the municipal library boards, the regional library boards and the northern library system board and their library directors to provide advice to the minister on matters of concern to the provincial public library system. (2) Repealed. 2000, c.22, s.6. 1996, c.P-39.2, s.10; 2000, c.22, s.6. PART IV Municipal Libraries MUNICIPAL LIBRARIES Existing municipal libraries continued 11 Subject to section 56, every existing municipal library established pursuant to The Public Libraries Act, 1984 or any former Act respecting public libraries is continued. 1996, c.P-39.2, s.11. Establishment 12(1) A municipal library may only be established in a municipality other than a northern municipality. (2) On its own initiative, a council may establish a municipal library by bylaw. (3) On receipt of a petition that requests the establishment of a municipal library and that is signed by at least 15% of the electors in the municipality, the council shall prepare and submit to the electors a proposed bylaw providing for the establishment of a municipal library in accordance with the provisions relating to petitions by electors for bylaws in the appropriate municipal Act. (4) A council shall immediately send a certified copy of a proposed bylaw prepared by it pursuant to subsection (3) to the Provincial Librarian. (5) Where the vote of the electors is in support of the proposed bylaw, the council shall immediately pass the bylaw. Page 87 of 173 16 c. P-39.2 PUBLIC LIBRARIES, 1996 (6) Where the vote of the electors is adverse to the proposed bylaw, the council shall not pass the bylaw and no new proposed bylaw for the same purpose may be submitted to the electors within the next 12 months. (7) A vote of the electors is binding on the council whether or not that council is the council that submitted the proposed bylaw to the electors. 1996, c.P-39.2, s.12. MUNICIPAL LIBRARY BOARDS Municipal library board 13(1) The general management, regulation and control of a municipal library is vested in a board, to be known as “The (name of municipality) Public Library Board”, consisting of: (a) the mayor or reeve; and (b) six or eight members, as determined by the council, appointed by the council from among the resident electors of the municipality, of whom not more than one may be a member of council other than the mayor or reeve. (2) A municipal library board is a corporation. (3) A council shall: (a) appoint the members of the municipal library board at or before the first meeting of the council in January; and (b) fill a vacancy arising from any cause at the first meeting of the council after the vacancy occurs. (4) A person appointed pursuant to clause (3)(b) holds office during the unexpired portion of the term of the member in whose place he or she is appointed. (5) A member of a municipal library board other than a mayor or reeve holds office for two years, and until his or her successor is appointed, except when a board is first established, in which case: (a) one-half of the members then appointed, as designated by the council, hold office until the day of the first meeting of the council in January of the year following their appointment; and (b) the remaining one-half of the members hold office until the day of the first meeting of the council in January of the second year following their appointment. (6) A member of a municipal library board who is absent from two successive regular meetings of the board without sufficient cause, as determined by the board, ceases to be a member, and the board shall so advise the council. (7) No employee of a municipal library board shall serve as a member of the board. 1996, c.P-39.2, s.13. Page 88 of 173 17 PUBLIC LIBRARIES, 1996 c. P-39.2 Chairperson 14(1) At its annual meeting, a municipal library board shall elect one of its members as chairperson. (2) The chairperson holds office for one year and shall preside at meetings of the board. (3) The chairperson has the right to vote at meetings of the board but does not have an additional or casting vote. 1996, c.P-39.2, s.14. Secretary 15(1) The library director of a municipal library is the secretary to the municipal library board and to all committees of the board and shall be present at all meetings of the board and its committees, except those meetings or portions of meetings that deal with matters pertaining to the library director’s salary and performance evaluation. (2) The secretary has no right to vote. 1996, c.P-39.2, s.15. Meetings 16(1) A municipal library board shall meet at least once every three months and at any other times that it considers necessary. (2) The chairperson, or any two members of a municipal library board, may, at any time, summon a special meeting of the board for any purpose by giving notice, in writing or by other means, by resolution at a full meeting of the board, in the manner fixed by the board in the bylaws for giving those notices. 1996, c.P-39.2, s.16. Quorum 17 A municipal library board shall not transact any business at any general or special meeting of the board unless at least four members are present. 1996, c.P-39.2, s.17. Staff 18(1) A municipal library board shall appoint a person who has a degree in library or information science from a university accredited by the American Library Association as library director of the municipal library and, on the recommendation of the library director, may appoint any other librarians, officers, technicians, assistants, clerks and employees that are required for the efficient operation of the municipal library. Page 89 of 173 18 c. P-39.2 PUBLIC LIBRARIES, 1996 (2) Subject to the approval of the minister, a municipal library board may join or establish, and support, any or all of the following for the benefit of the library director, staff of the board and the dependants of the library director and staff: (a) a pension or superannuation plan; (b) a group insurance plan; (c) any other pension, superannuation or employee benefit program. 1996, c.P-39.2, s.18. Agreements for library services 19(1) A municipal library board may enter into agreements with the boards of other public libraries and with institutions, organizations, associations, corporations and individuals to provide library services. (2) Notwithstanding subsection (1), no municipal library board shall enter into an agreement to provide library services to any other municipality, other than an agreement resulting from an alteration of boundaries pursuant to section 4. 1996, c.P-39.2, s.19. Regina and Saskatoon libraries 20 The municipal library boards of Regina and Saskatoon may develop specialized resource centres and provide advanced reference services and, for those purposes, may: (a) develop special library collections and services not ordinarily provided in a municipal library, a regional library system or the northern library system; (b) co-operate with the Saskatchewan Provincial Library in developing province-wide services through interlibrary loan, reciprocal agreements and collection development planning; and (c) administer funds received from the Government of Saskatchewan, grants, local taxation, societies, individuals or government agencies for any purpose that the board considers necessary to develop library services. 1996, c.P-39.2, s.20. ASSESSMENT AND TAXATION Annual estimate 21(1) On or before March 1 in each year, a municipal library board shall make, or cause to be made, an estimate of the sums required during that year for: (a) the amount of principal and interest required for the annual payment of any outstanding debenture; and (b) the expense of maintaining and managing the municipal library under its control and for making the purchases required for the municipal library. Page 90 of 173 19 PUBLIC LIBRARIES, 1996 c. P-39.2 (2) The municipal library board shall transmit the estimate immediately after it is made to the clerk or administrator of the municipality for the consideration of the council. 1996, c.P-39.2, s.21. Library mill rate 22(1) On or before March 15 in each year, or at any other time that may be required by the council, every municipal library board shall apply to the council for: (a) the amount of money that it estimates is required for the maintenance of the municipal library during that year, exclusive of all fees and other revenues it estimates will be collected or due to the municipal library; and (b) any additional amount that it considers expedient for permanent improvements in that year. (2) On receipt of the estimate made pursuant to subsection (1), the municipality shall, unless it elects pursuant to subsection (5), make a special levy for the purpose of raising the money stated in the estimate or any part of the money that may be approved by the council, to be known as the library mill rate. (3) Taxes for library purposes pursuant to this Act are to be levied and collected on the same basis as taxes for municipal purposes are levied and collected. (4) All laws in force in the municipality relating to assessment and collection of taxes apply to the library mill rate. (5) Notwithstanding subsections (1) to (4), where the sum required by a municipal library board in any year does not exceed $2,000, the sum may be paid out of the general funds of the municipality without the imposition of a library mill rate. (6) Where, pursuant to the appropriate municipal Act, a municipality may adjust a library mill rate or apply mill rate factors to the library mill rate: (a) the municipality may adjust the library mill rate or apply the mill rate factors in accordance with the appropriate municipal Act; and (b) the municipal library board may enter into any agreement that the taxing authority may enter into pursuant to the appropriate municipal Act. 1996, c.P-39.2, s.22. Receipt and application of amounts levied 23(1) The treasurer of a municipality shall: (a) receive all money raised by the library mill rate in the same manner as municipal funds; and (b) subject to subsection (2), pay out that money to the municipal library board on the direction of the board. (2) The treasurer shall apply the money raised by the library mill rate first to satisfy those amounts required to meet the interest and principal due or falling due on any debenture issued pursuant to the authority of this Act or any former Act respecting public libraries. 1996, c.P-39.2, s.23. Page 91 of 173 20 c. P-39.2 PUBLIC LIBRARIES, 1996 LOANS FOR PERMANENT IMPROVEMENTS Application to council for capital expenditures 24(1) A municipal library board may apply to the council for a sum of money exceeding the amount of its estimate pursuant to section 21 for either or both of the following purposes: (a) acquiring a library building site; (b) erecting, repairing, furnishing and equipping a library building. (2) On receipt of an application pursuant to subsection (1), the council may take the necessary steps to obtain and provide the sum or any portion of that sum applied for by the municipal library board that the council considers reasonable and necessary. 1996, c.P-39.2, s.24. Borrowing bylaw 25 A council may borrow a sum approved by it pursuant to section 24 pursuant to the authority of a bylaw and on the security of debentures in the same manner as it may borrow money required for the general purposes of the municipality, and the provisions of the appropriate municipal Act, insofar as they are applicable and are not inconsistent with this Act, apply to: (a) bylaws for borrowing money pursuant to this Act; and (b) the issue and form of debentures for borrowing money, including the countersigning of those debentures. 1996, c.P-39.2, s.25. Debentures 26 The debentures issued by a municipality pursuant to this Part to secure repayment of the sum borrowed by the issue of the debentures, together with the interest on the debentures, are a charge on the whole rateable property in the municipality, and the council has the power from time to time, as in the case of other debenture indebtedness, to assess, levy and collect all moneys necessary to meet the indebtedness incurred by the issue of the debentures. 1996, c.P-39.2, s.26. DISSOLUTION OF MUNICIPAL LIBRARY Dissolution of board 27(1) Where a municipal library board fails or neglects to open a municipal library to the public within two years after the board is appointed, the council, with the approval of the minister, may make an application to a judge of the Court of Queen’s Bench who may make an order dissolving the board and vesting in the municipality all the real and personal property of the board. (2) If the court makes an order pursuant to subsection (1), the council shall take possession of the property and dispose of it as the council considers advisable. 1996, c.P-39.2, s.27. Page 92 of 173 21 PUBLIC LIBRARIES, 1996 c. P-39.2 PART V Regional Library System REGIONAL LIBRARIES Existing regional libraries continued 28 Every existing regional library established pursuant to any former Act respecting public libraries is continued. 1996, c.P-39.2, s.28. Regional libraries 29(1) The council of every municipality within the boundaries of a regional library shall: (a) participate in the regional library and make payments to the regional library of the annual grants and interest in accordance with any bylaw passed by the regional library board pursuant to subsection 43(3); and (b) comply with any additional terms and conditions set out in this Act or the regulations. (2) Where the council of a municipality mentioned in subsection (1) contributes more than the percentage prescribed in the regulations of the annual grants made by all municipalities to a regional library board, the regional library board shall not require any increase in the amount of the grant unless the council of that municipality agrees. (3) Where, pursuant to section 66, a regional library system enters into an agreement for the participation of Aboriginal peoples in the regional library system, the agreement must address the matter of representation of Aboriginal peoples on the board and executive committee. (4) The council of every municipality participating in a regional library system may enter into a regional library agreement for the purposes of providing public library services within the regional library boundaries. 2000, c.22, s.7. 30 Repealed. 2000, c.22, s.8. Winding up of regional library 31 Where a regional library ceases to operate or the regional library board is dissolved, the affairs and assets of the library are required to be wound up in accordance with the regulations. 1996, c.P-39.2, s.31. Page 93 of 173 22 c. P-39.2 PUBLIC LIBRARIES, 1996 REGIONAL LIBRARY BOARD Regional library board 32(1) The general management, control and operation of a regional library is vested in a regional library board, to be known as “The (name of regional library) Regional Library”, consisting of one member appointed by each municipality that participates in the regional library agreement for each 5,000 of its population, or fraction thereof, appointed from among the electors resident within the municipalities participating in the regional library. (2) A regional library board is a corporation. (3) If there is a local library board in a municipality that participates in a regional library agreement, the council shall appoint persons who are members of the local library board as members of the regional library board. (4) The council of each municipality that participates in a regional library agreement shall: (a) appoint the members of the regional library board and their alternates at the first meeting of the council in January in each year; and (b) fill a vacancy arising from any cause at the first meeting of the council after the vacancy occurs, and the person so appointed holds office during the unexpired portion of the term of the member in whose place he or she is appointed. (5) A member of a regional library board holds office for a term of two years, commencing on the date of the annual meeting of the regional library board next following the appointment, and until his or her successor is appointed. (6) A member of a regional library board who is absent from two successive regular meetings of the board without sufficient cause, as determined by the board, ceases to be a member, and the board shall so advise the council by which the member was appointed. (7) Where a member of a regional library board is unable to attend a regular or special meeting of a regional library board, his or her alternate is, for that meeting, the official representative of the council with all the duties and responsibilities of the board member. 1996, c.P-39.2, s.32. Chairperson and executive committee 33(1) At its annual meeting, a regional library board shall elect from among its members a chairperson and an executive committee to carry out the day-to-day business of the board and the operation of the regional library. (2) A municipality with a population of 5,000 people or more must be proportionally represented in the composition of any executive committee elected pursuant to subsection (1), which committee includes the chairperson. 1996, c.P-39.2, s.33; 2000, c.22, s.9; 2002, c.C‑11.1, s.403; 2005, c.M-36.1, s.459. Page 94 of 173 23 PUBLIC LIBRARIES, 1996 c. P-39.2 Secretary 34(1) The library director of a regional library: (a) is the secretary to the regional library board and to all committees of the board; and (b) shall be present at all meetings of the board and its committees, except those meetings or portions of meetings that deal with matters pertaining to his or her salary and performance evaluation. (2) The secretary has no right to vote. 1996, c.P-39.2, s.34. Meetings 35(1) A regional library board shall hold its annual meeting between January 1 and May 15 in each year. (2) The secretary to the regional library board shall give each member at least 10 days’ notice of every meeting of the regional library board. 1996, c.P-39.2, s.35. Quorum 36 Except where a regional library board, by bylaw, otherwise provides, a majority of the members of the board or of the executive committee present constitutes a quorum. 1996, c.P-39.2, s.36. Regional headquarters 37 Subject to the approval of the minister, a regional library board shall designate the location of the headquarters of the regional library. 1996, c.P-39.2, s.37. Staff 38(1) Every regional library board shall appoint a person who has a degree in library or information science from a university accredited by the American Library Association as library director of the regional library and, on the recommendation of the library director, may appoint any other librarians, officers, technicians, assistants, clerks and employees that are required for the efficient operation of the regional library. (2) A regional library board may pay to any employee retiring by reason of advanced age, ill health or other disability any gratuity or retiring allowance that the board considers appropriate. (3) Subject to the approval of the minister, a regional library board may join or establish, and support, any or all of the following for the benefit of the library director, staff of the board and the dependants of the library director and staff: (a) a pension or superannuation plan; (b) a group insurance plan; (c) any other pension, superannuation or employee benefit program. 1996, c.P-39.2, s.38. Page 95 of 173 24 c. P-39.2 PUBLIC LIBRARIES, 1996 LOCAL LIBRARY BOARDS Appointment 39 For the purpose of developing the local library in a municipality that participates in a regional library agreement, the councils of the municipalities whose residents use that local library shall appoint a local library board consisting of not less than five and not more than 15 members, including: (a) the regional library board members of each municipality whose residents use the local library; and (b) any other members that the councils of the municipalities appoint on an annual basis. 1996, c.P-39.2, s.39. Responsibilities 40 The functions and responsibilities of the local library board are: (a) to interpret and implement regional library board policy in the communities using the local library; (b) to formulate policy respecting the development and operation of the local library in co-operation with the regional library board; (c) to advise the municipality in which the local library is located concerning the provision and maintenance of adequate accommodation for the local library; (d) to provide for planning and local library board training; (e) to undertake local library promotion and public relations campaigns in the community; (f) to take responsibility for special library programming; (g) in conjunction with the regional library board, to establish and maintain standards for hours of service and types of local service; (h) to recommend to the regional library board and to its library director programs and materials relevant to the interests and requirements of the local community; (i) to consult with and report on a regular basis to the council of the municipality with respect to which the local library board was created; (j) to advise the regional library board respecting the appointment and terms of employment of the staff for the local library; (k) to hold an annual meeting prior to the annual meeting of the regional library board; (l) to perform those other duties delegated by the regional library board; and (m) to perform those other functions in accordance with the regulations for the provision of adequate library services at the local level. 1996, c.P-39.2, s.40. Page 96 of 173 25 PUBLIC LIBRARIES, 1996 c. P-39.2 Facilities 41(1) The councils of participating municipalities shall: (a) ensure that accommodation for local libraries is provided in accordance with the regulations; and (b) contribute financially in an amount determined by the council for the provision and maintenance of that accommodation. (2) The councils of participating municipalities whose residents use a local library shall make decisions regarding the local library and its location: (a) in consultation with the local library board and the regional library board; and (b) in accordance with any standards prescribed in the regulations. 1996, c.P-39.2, s.41. Regional reference centre 42(1) A regional library board may designate, in co-operation with the council of a participating municipality that has a local library, any number of those local libraries as regional reference centres in order to provide information and reference services for the region. (2) A regional reference centre designated pursuant to subsection (1) may develop special collections that respond to the specific needs of the region. (3) In addition to the functions and responsibilities described in section 40, a local library board that represents a regional reference centre designated pursuant to subsection (1) is to be known as a regional reference centre board, and shall: (a) administer those funds that may be received from the regional library board, the municipality or from local contributions for the purpose of developing the collection and of providing library reference services; (b) formulate collection development policies in co-operation with the regional library board; (c) advise the regional library board with respect to the appointment of staff required by the regional reference centre library; and (d) perform any additional duties delegated to it by the regional library board that are not inconsistent with this Act and the regulations. 1996, c.P-39.2, s.42. FINANCE Grants by municipalities 43(1) A council of participating municipality shall make an annual grant to the regional library. (2) A regional library board shall determine the amount of the annual grant to be made by each participating municipality. Page 97 of 173 26 c. P-39.2 PUBLIC LIBRARIES, 1996 (3) A regional library board may, by bylaw: (a) set out the procedures for the payment of annual grants by participating municipalities; (b) set the date by which annual grants from participating municipalities must be paid; and (c) set out the manner in which interest is to be calculated on amounts not paid when due. 1996, c.P-39.2, s.43; 2000, c.22, s.10. Special library tax levy 44(1) A council of a municipality may raise the moneys required for the purpose of section 43 by including them in the general municipal tax levy or by a special library tax levy. (2) Where moneys are raised by a special library tax levy: (a) the municipality shall levy the tax in the same manner as municipal taxes; and (b) the provisions of the following Acts apply to the tax in the same manner and to the same extent as if the tax were part of the general municipal levy: (i) the appropriate municipal Act respecting the assessment and collection of municipal taxes, including: (A) penalties for non-payment; and (B) enforcing payment of the tax; and (ii) The Tax Enforcement Act. 1996, c.P-39.2, s.44. Support for public libraries 45 A council of a municipality participating in a regional library agreement may raise money in the manner provided by section 44 for any purpose related to the provision of library services. 1996, c.P-39.2, s.45. Page 98 of 173 27 PUBLIC LIBRARIES, 1996 c. P-39.2 PART VI Northern Library System Interpretation 46 In this Part: (a) “board of education” means a board of education as defined in The Education Act; (b) “local school advisory committee” means a local school advisory committee as defined in The Education Act; (c) “northern Saskatchewan” means the Northern Saskatchewan Administration District; (d) “regional college board” means the board of a regional college established or continued pursuant to The Regional Colleges Act. 1996, c.P-39.2, s.46. Northern Library Office continued 47(1) The Northern Library Office is continued as the northern library system. (2) The northern library system shall: (a) act as the central library for northern Saskatchewan; (b) maintain a central library facility in northern Saskatchewan; (c) act as a co-ordinating agency for school, regional college, public and special libraries in northern Saskatchewan; (d) provide library services that, in the opinion of the board, are necessary for remote areas of northern Saskatchewan; (e) co-operate with the Saskatchewan Provincial Library in maintaining province-wide library services; and (f) perform any other related functions that the Lieutenant Governor in Council may direct. 1996, c.P-39.2, s.47. Northern library system board 48(1) The general management, control and operation of the northern library system is vested in a board, to be known as “The (name adopted by the northern library system)”, consisting of: (a) one person appointed by the local school advisory committee or board of education of each school division located within the area served by the northern library system that has a library that is part of the northern library system; Page 99 of 173 28 c. P-39.2 PUBLIC LIBRARIES, 1996 (b) one person appointed by each Indian band, as defined in the Indian Act (Canada), that is located and operates a school library or northern community public library in northern Saskatchewan and that participates in the northern library system; (c) one person appointed by the board of each northern community public library providing library services within the area served by the northern library system; and (d) one person appointed by the regional college board and each post-secondary institution board providing library services within the area served by the northern library system. (2) The northern library system board is a corporation. (3) Where two or more of the bodies that appoint persons pursuant to sub- section (1) encompass or service the same geographic area in northern Saskatchewan, they, by agreement, may appoint one person to act as the appointee of all of them. (4) A person is not eligible to be appointed or to continue as a member of the northern library system board if that person is: (a) an employee of the board; (b) employed in a library operated by a body that is entitled to appoint a member to the board; or (c) not a resident of an area served by the northern library system. (5) A member of the northern library system board holds office for a term of two years, commencing on the date of the annual meeting of the board, and until his or her successor is appointed. (6) A member of the northern library system board who is absent from two successive regular meetings of the board without sufficient cause, as determined by the board, ceases to be a member, and the board shall advise the body by which the member was appointed. (7) A body that may appoint members to the northern library system board shall fill a vacancy arising from any cause at its first meeting after the vacancy occurs, and the person so appointed holds office during the unexpired portion of the term of the member in whose place he or she is appointed. 1996, c.P-39.2, s.48. Chairperson 49 The northern library system board shall, at its annual meeting, elect a chairperson from among its members. 1996, c.P-39.2, s.49. Page 100 of 173 29 PUBLIC LIBRARIES, 1996 c. P-39.2 Executive committee 50(1) Subject to subsection (2), the northern library system board may: (a) appoint from among its members an executive committee; and (b) by bylaw, delegate to the executive committee any of its powers on any terms and conditions that it considers necessary for the efficient conduct of the affairs and business of the northern library system. (2) The northern library system board shall ensure that the membership of the executive committee includes, where possible, at least two members of the board appointed pursuant to clause 48(1)(b). (3) A member of the executive committee holds office, while continuing to be a member of the northern library system board, until the expiration of the term for which he or she was appointed, unless sooner removed by resolution of the board. (4) The executive committee may exercise any powers of the northern library system board that are delegated to it by a bylaw of the board made pursuant to clause (1)(b). (5) The executive committee shall: (a) keep minutes of its proceedings and decisions; and (b) submit to the northern library system board, at each meeting of the board, minutes of the executive committee’s proceedings and decisions during the period since the last meeting of the board. (6) A quorum for the executive committee is a majority of its members present. 1996, c.P-39.2, s.50. Secretary 51(1) The library director shall: (a) act as secretary to the northern library system board and to all committees of the board; and (b) be present at all meetings of the board and the committee, except those meetings or portions of meetings that deal with matters pertaining to the library director’s salary and performance evaluation. (2) The secretary has no right to vote. 1996, c.P-39.2, s.51. Meetings 52(1) The northern library system board shall hold its annual meeting between January 1 and May 15 in each year. (2) Any member may participate in a meeting of the northern library system board or of any of its committees by means of telephone or other communications facilities that permit all persons participating in the meeting to hear and communicate with each other. 1996, c.P-39.2, s.52. Page 101 of 173 30 c. P-39.2 PUBLIC LIBRARIES, 1996 Quorum 53(1) The northern library system board shall fix the quorum necessary for the transaction of its business. (2) A member participating in a meeting by the means described in sub- section 52(2) is deemed to be present at that meeting for the purpose of determining whether a quorum exists. 1996, c.P-39.2, s.53. Northern library system headquarters 54 Subject to the approval of the minister, the northern library system board shall designate the location of the headquarters of the northern library system. 1996, c.P-39.2, s.54. Staff 55(1) The northern library system board shall appoint a person who has a degree in library or information science from a university accredited by the American Library Association as library director of the northern library system and, on the recommendation of the library director, may appoint any other employees that may be required for the efficient operation of the northern library system. (2) Subject to the approval of the minister, the northern library system board may join or establish, and support, any or all of the following for the benefit of the library director, staff of the board and the dependants of the library director and staff: (a) pension or a superannuation plan; (b) a group insurance plan; (c) any other pension, superannuation or employee benefit program. 1996, c.P-39.2, s.55. NORTHERN COMMUNITY PUBLIC LIBRARY BOARDS Existing libraries continued 56(1) Every existing community library established pursuant to any former Act respecting public libraries is continued as a northern community public library. (2) Every existing municipal library in northern Saskatchewan established pursuant to The Public Libraries Act, 1984 or any former Act respecting public libraries is continued as a northern community public library. 1996, c.P-39.2, s.56. Establishment 57(1) A northern community public library may be established in any northern municipality or other area prescribed in the regulations, or by agreement between two or more northern municipalities or areas of northern Saskatchewan where no other public library is established. (2) A northern community public library is to be established pursuant to the conditions and in the manner provided for in this Part and the regulations. 1996, c.P-39.2, s.57. Page 102 of 173 31 PUBLIC LIBRARIES, 1996 c. P-39.2 Board appointment 58(1) The councils of the northern municipalities in which a northern community public library is established shall appoint a board consisting of not less than five and not more than 15 members. (2) A northern community public library board is a corporation. (3) A person is not eligible to be appointed or continue as a member of a northern community public library board if that person is: (a) an employee of the board; or (b) not a resident of northern Saskatchewan. (4) A member of a northern community public library board holds office for a term of two years, commencing on the date of the annual meeting of the board, and until his or her successor is appointed. (5) A member of a northern community public library board who is absent from two successive regular meetings of the board without sufficient cause, as determined by the board, ceases to be a member and the board shall so advise the body by which the member was appointed. (6) A council shall fill a vacancy arising from any cause at its first meeting after the vacancy occurs, and the person so appointed holds office during the unexpired portion of the term of the member in whose place he or she is appointed. (7) Where a northern community public library is a joint venture library involving the local school, the school board is entitled to appoint at least one member to the board and the school librarian is a member of the board with no right to vote. 1996, c.P-39.2, s.58. Chairperson 59 A northern community public library board shall, at its annual meeting, elect a chairperson from among its members. 1996, c.P-39.2, s.59. Staff 60(1) The northern community public library board shall appoint any staff that may be required for the efficient operation of the northern community public library. (2) Subject to the approval of the minister, the northern community public library board may join or establish, and support, any or all of the following for the benefit of the staff of the northern community public library board and the dependants of the staff: (a) a pension or superannuation plan; (b) a group insurance plan; (c) any other pension, superannuation or employee benefit program. 1996, c.P-39.2, s.60. Page 103 of 173 32 c. P-39.2 PUBLIC LIBRARIES, 1996 Facilities 61(1) A northern municipality shall: (a) ensure that accommodation for local libraries is provided in accordance with the regulations; and (b) contribute financially in an amount determined by the council for the provision and maintenance of that accommodation. (2) The northern municipality whose residents use a local library shall make decisions regarding the local library and its location: (a) in consultation with the northern community public library board responsible for the services provided from the northern community library facility; and (b) in accordance with any standards prescribed in the regulations. 1996, c.P-39.2, s.61. Dissolution of northern community public library 62(1) Subject to subsection (3), the minister may, by order, dissolve a northern community public library board where: (a) the membership in the northern community public library does not include at least 20 persons who are 18 years of age or older; (b) the board fails or neglects to keep the northern community public library open to the public for one year or more; or (c) the board fails to furnish an annual report, as required by this Act, for two consecutive years. (2) Where the minister makes an order pursuant to subsection (1), the minister may take possession of all the books, buildings, lands or other assets of the northern community public library board and transfer them to another public library or may dispose of them in any other manner that the minister considers appropriate. (3) Notwithstanding the dissolution of a northern community public library board pursuant to this section, the board is deemed to subsist for the purpose of doing anything necessary to wind up its affairs, including, subject to sub- section (2), the disposal of its property. 1996, c.P-39.2, s.62. Page 104 of 173 33 PUBLIC LIBRARIES, 1996 c. P-39.2 PART VII Grants Grants by municipalities, etc. 63 Notwithstanding any other Act or law, in order to establish or maintain or to assist in establishing or maintaining a public library and its services: (a) a municipality may, out of its general revenues, contribute annually those sums that may be determined by a resolution of the council; and (b) the board of trustees of any school district or the board of any school unit may contribute those amounts that it may determine. 1996, c.P-39.2, s.63. Government grants 64 In accordance with any terms and conditions that are prescribed in the regulations, the minister may make grants to any person, agency, organization, association, institution, board or public library within or outside Saskatchewan for the purpose of: (a) assisting in the establishment of any public library; or (b) contributing towards the maintenance of any public library. 1996, c.P-39.2, s.64. Grants to northern library system board 65 Notwithstanding any other Act, in order to establish, maintain or operate the northern library system or to maintain the provision of its services, any body that is entitled to appoint a member to the northern library system board may make any grant or other contribution to the northern library system in any amount that it may determine. 1996, c.P-39.2, s.65. PART VIII Aboriginal peoples Participation in provincial public library system 66(1) A public library board, a municipal library, a regional library system, the northern library system or the Saskatchewan Provincial Library may enter into any agreements or arrangements necessary to facilitate the participation of Aboriginal peoples in the provincial public library system. (2) The Lieutenant Governor in Council may make any regulations necessary to give effect to any agreement entered into in accordance with subsection (1), including regulations providing for the participation of Aboriginal peoples on public library boards and to otherwise adopt this Act to accommodate Aboriginal participation in the provincial public library system. 1996, c.P-39.2, s.66. Page 105 of 173 34 c. P-39.2 PUBLIC LIBRARIES, 1996 PART IX General LIBRARY POLICIES AND BYLAWS Policy statement 67(1) A public library board, other than a local library board appointed pursuant to section 39, shall prepare a policy statement to govern the operations of its library or libraries, and shall include in that statement: (a) the responsibilities of the board and the library director; (b) the aims and objectives of the library; and (c) any other matters that it considers necessary for the proper operation of its library system. (2) A public library board mentioned in subsection (1) may amend or alter its policy statement. 1996, c.P-39.2, s.67; 2000, c.22, s.11. Bylaws 68(1) A public library board shall make bylaws governing: (a) the procedure and policy for its meetings; and (b) the carrying out of the business of the board and the executive committee. (2) A public library board may make bylaws respecting: (a) the safety and use of its libraries; (b) the admission of the public to its libraries; and (c) all other matters and things connected with the management of the library and with the management of all property under its control intended to affect persons in their use of the library or its property. (3) A public library bylaw has no effect and is not binding on any person until a copy of the bylaw, certified by the chairperson of the public library board, is posted in a conspicuous place in the library. (4) No person shall contravene a public library bylaw. (5) Every person who contravenes a public library bylaw is guilty of an offence and is liable on summary conviction to a fine of not more than $5,000. 1996, c.P-39.2, s.68. REGULATION OF USE OF LIBRARIES AND MATERIALS Library property 69(1) Books, recordings, films and other library materials held by a public library are the property of that public library board. (2) The public library board may insure its real and personal property against loss from any cause. Page 106 of 173 35 PUBLIC LIBRARIES, 1996 c. P-39.2 (3) A public library board may impose a penalty on persons who retain library materials for a longer period than the period specified or authorized at the time the materials were borrowed. (4) Nothing in this Act precludes the recovery in a court of law of the value of articles or things damaged, not returned or destroyed from the party responsible. (5) Any person who, without the consent of the public library board, wilfully retains or mutilates or destroys library property is guilty of an offence and liable on summary conviction to a fine of not more than $5,000. (6) Any person convicted of an offence pursuant to subsection (5) may be required to provide restitution to the public library board against which the offence was committed. 1996, c.P-39.2, s.69. Special constable 70(1) On the request of a public library board operating within a municipality, the municipal board of police commissioners or the council may appoint a special constable for the purpose of: (a) preserving the peace in the grounds and buildings of the library; (b) preventing theft or destruction or damage to the property of the library; and (c) preventing any breach of the peace in the library and apprehending offenders. (2) A special constable acting within the course of his or her duties is a peace officer. 1996, c.P-39.2, s.70. Disorderly behaviour 71 Any person who by rude or disorderly behaviour or by making undue noise disturbs another person in a library is guilty of an offence and is liable on summary conviction to a fine not exceeding $250. 1996, c.P-39.2, s.71. RECORDS AND ACCOUNTING Records and minutes of meetings 72(1) All public library boards shall enter all orders and proceedings in books kept for that purpose, and the chairperson shall sign the orders and proceedings. (2) The orders and proceedings of a public library board entered and purporting to be duly signed are admissible in evidence as proof, in the absence of evidence to the contrary, of the order or proceedings in any judicial and other proceedings. 1996, c.P-39.2, s.72. Page 107 of 173 36 c. P-39.2 PUBLIC LIBRARIES, 1996 Accounts and audit 73(1) Every public library board shall keep distinct and regular accounts of its receipts, payments, assets and liabilities. (2) The auditors of the municipality shall audit the accounts of a municipal library board in the same manner and at the same time as other accounts of the municipality, and immediately after the audit, the board shall lay the accounts before the council. (3) Every regional library board shall submit its accounts annually to be audited by an auditor designated by the board. (4) The northern library system board shall submit its accounts annually to be audited by an auditor designated by the board. 1996, c.P-39.2, s.73; 2000, c.22, s.12. Annual report 74(1) By May 15 in each year, each municipal library board, each regional library board and the northern library system board shall prepare: (a) a report on the operations of the library system during the preceding fiscal year; and (b) an audited financial statement for the library system for the preceding fiscal year, in the form prescribed in the regulations. (2) A municipal library board shall submit its annual report and financial statement to the minister and to the council. (3) A regional library board shall submit its annual report and financial statement to the minister and to the council of each participating municipality. (4) The northern library system board shall submit its annual report and financial statement to the minister and to each body that has appointed a current member of the board. (5) A northern community public library board shall submit its annual report to: (a) the minister; (b) the northern library system board; and (c) each council that has appointed a current member of the board. (6) The fiscal year of a municipal library, a regional library system and the northern library system is the calendar year or any other period prescribed in the regulations. 1996, c.P-39.2, s.74; 2000, c.22, s.13. Minister’s access to records 75 When requested by the minister, every public library board shall furnish the minister with the required information respecting the organization, equipment, cost, maintenance, finances and use made of the library. 1996, c.P-39.2, s.75. Page 108 of 173 37 PUBLIC LIBRARIES, 1996 c. P-39.2 Confidential records 76 No librarian or other employee of a public library shall disclose any information concerning any patron, or patron record, of the public library obtained in the course of performing his or her duties, except: (a) for the purposes for which the information was provided or obtained; or (b) with the consent of the patron. 1996, c.P-39.2, s.76. LEGAL PROCEEDINGS Actions not invalid 77 No resolution, bylaw, proceeding or action of any public library board is invalid or may be set aside for the reason only that a person whose appointment has been annulled or declared illegal acted as a member of the board. 1996, c.P-39.2, s.77. Actions barred 78 No action or other proceeding for damages lies or is to be instituted against a board or council, a member of a board or council, or a library director or library staff for any act done in good faith in the execution or intended execution of any duty or function or for any alleged neglect or default in the execution in good faith of any duty or function pursuant to this Act. 1996, c.P-39.2, s.78. Limitation 79 No prosecution for an alleged contravention of this Act shall be commenced more than one year after the date of commission of the alleged contravention. 2004, c.L-16.1, s.70. MISCELLANEOUS Joint venture libraries 80(1) A public library board may enter into an agreement with any other organization for the purpose of providing public library services pursuant to section 5 from a single facility. (2) An agreement established pursuant to subsection (1) must include the terms and conditions that are prescribed in the regulations. 1996, c.P-39.2, s.80. Page 109 of 173 38 c. P-39.2 PUBLIC LIBRARIES, 1996 Municipal Acts apply 81 For the purpose of carrying out the provisions of this Act in a municipality in which a library is established, either before or after the coming into force of this Act, the provisions of the appropriate municipal Acts relating to any matter or proceeding contained in this Act are, subject to any modifications or conditions contained in this Act, deemed to be part of this Act. 1996, c.P-39.2, s.81. Powers of public library boards 82(1) A municipal library board, regional library board, the northern library system board, or a northern community public library board may: (a) acquire, rent or lease and maintain any necessary lands and buildings, or erect any necessary buildings; (b) sell, exchange, lease or otherwise dispose of any of its lands or buildings no longer required for public library purposes; (c) borrow on the security of its assets for the purpose of operating the public library or for the purchase of equipment, except that a northern community public library board may not in any fiscal year borrow an amount larger than the amount it received as a grant from the Government of Saskatchewan in the previous fiscal year; (d) establish and maintain a capital fund to be used for the acquisition or leasing of buildings and equipment; (e) invest any part of the capital fund or other moneys of the public library board in any security or class of securities authorized for investment of moneys in the general revenue fund pursuant to The Financial Administration Act, 1993 and dispose of the investments it considers appropriate; (f) accept any gift, grant, devise or bequest of any property or moneys made to it; (g) act as a trustee of any moneys or property given in any manner for the support of the library system; (h) enter into any agreements for the purposes of performing the duties imposed and exercising the powers conferred on it by this Act; and (i) do anything that it considers necessary or incidental to carrying out its duties or exercising its functions or that it considers necessary or incidental to carrying out the purposes of this Act. (2) Notwithstanding subsection (1), the northern library system board shall obtain the prior approval of the minister before acquiring, altering or disposing of any of its real property or borrowing money or granting an encumbrance of any kind on its real property. 1996, c.P-39.2, s.82. Page 110 of 173 39 PUBLIC LIBRARIES, 1996 c. P-39.2 Regulations 83 The Lieutenant Governor in Council may make regulations: (a) defining, enlarging or restricting the meaning of any word or expression used in this Act but not defined in this Act; (b) describing basic library services; (c) Repealed. 2000, c.22, s.14. (c.1) for the purposes of clause 4.2(8)(e), prescribing additional factors that may be considered by the Saskatchewan Municipal Board in reviewing or approving an application; (d) for the purposes of clause 29(1)(b), prescribing any additional terms and conditions with respect to participation in a regional library system; (d.1) for the purposes of subsection 29(2), prescribing the percentage of annual grants made by all municipalities to a regional library board; (e) respecting the dissolution of a regional library; (f) respecting the procedure for the winding-up of a regional library and for the disposition of its assets; (g) providing for the administration of gifts made to libraries; (h) providing for the maintenance, operation and management of libraries; (i) respecting the forms for and the manner of making reports respecting the equipment, cost, maintenance and finances of libraries; (j) respecting the responsibilities of local library boards; (k) providing standards for library facilities; (l) respecting the terms and conditions under which a northern community public library may be established; (m) providing for the representation on a northern community public library board of any area mentioned in section 57; (n) providing for the participation of Aboriginal peoples in the provincial public library system; (o) respecting the terms and conditions for agreements to create joint venture libraries; (p) prescribing any other matter or thing that is required or authorized by this Act to be prescribed in the regulations; (q) respecting any other matter or thing that the Lieutenant Governor in Council considers necessary to carry out the intent of this Act. 1996, c.P-39.2, s.83; 2000, c.22, s.14. Page 111 of 173 40 c. P-39.2 PUBLIC LIBRARIES, 1996 PART X Transitional, Repeal and Coming into Force Transitional 84 A municipality within the regional library boundaries described in the regulations that is not a participating municipality at the coming into force of this Act must become a participating municipality within six months after the coming into force of this Act. 1996, c.P-39.2, s.84. S.S. 1983-84, c.P-39.1 repealed 85 The Public Libraries Act, 1984 is repealed. 1996, c.P-39.2, s.85. REGINA, SASKATCHEWAN Printed by the authority of THE QUEEN’S PRINTER Copyright©2018 Page 112 of 173 Fire Chief’s Report Committee of the Whole January 20th, 2020 Submitted by: Russ Austin Fire Chief Fire Chief Comments: December was another busy month for call volume with a total of 39 Emergency Calls. Medical calls to Patients over the age of 60 was above average with 58% of our total calls being for that demographic. 5 of these calls were for injuries due to falls indoors and out which was higher than normal. Our Members have again been set up with online training access from Action Training Systems through Carlton Trail College (only provider in Saskatchewan). This has a multitude of training available for Members online for anyone who wants to refresh their skills and knowledge on their own and has been well used in the past. It also allows new hires to do their theory modules for Level ½ Firefighter online then bring their weekly exam result to the Firehall for a practical test. This allows a lot more hands-on as time is not burnt up on hours of PowerPoints each week. Members like the fact they can do a module on their phone on any topic they like to refresh- the modules are video based and very adult learner friendly. I met with Chief Hackl and Deputy Chief Tataryn of Saskatoon Fire along with Chief Dyck of Martensville Fire to discuss development of a Regional Fire Training Grounds for our 3 Departments (to start). The City of Saskatoon did a land acquisition study for where the best site would be as they currently have no place to do live fire training (are using Martensville’s site at the old Warman/Martensville Dump occasionally). A few weeks prior Chief Hackl said he had met with the Mayors of all 3 Cities and based on those discussions supporting regionalization they want to start moving forward. They are looking for land south of Warman and Martensville/ North of Saskatoon for this purpose (at their cost). They had no financial ask or commitment just wanted to make sure an appetite was there to work together with a goal of a year-round training centre we all could use. If no property is found they may start a phase one and move ATCO trailers onto Martensville’s site, or that might end up as the permanent spot. If permanent, the site would need to be leveled and expanded to include the property Warman owns and the rest of Martensville’s as well. Once there is a financial ask or any formal agreement request, I will be bringing that to Council for discussion and approval for the Mayor to sign for sure. I have included as an attachment their white paper on the concept and location. We discussed it as a Department and have brought back an appreciation initiative for the “Firefighter of the Month” and “Firefighter of the Year” as nominated by their peers. There is a locked mailbox in the office where they can fill out a form and nominate a firefighter for anything they feel was over and above, then the Officers will pick a monthly winner. This will lead to a Yearly award where they will be presented a Plaque at Dine and Dance as well as being placed on a large board permanently upstairs at the firehall. I was planning on giving the Monthly winners a $25 Tim Hortons card, but I would ask for Council’s approval to support that, I don’t want to purchase cards and have questions as to why, keep it all transparent. I think the act of awarding something like a small gift card, really goes a long way to show our appreciation for all that they do- it’s sometimes the little things that matter. Page 113 of 173 Fire Chiefs’ Report-Committee of the Whole January 20th, 2020 2019 Year in Review: We ended 2019 with 456 Calls (354 Medical, 95 Fire) which was just under the all-time record of 458 in 2017. Our mantra of “attending right around one call per day” has increased to “attending righ around one medical emergency per day plus fire and rescue calls”. I have attached a few visual aid charts and graphs to help break down the date, but the big notes are: 1. Collisions down 45% from 2018 (from 31 total in 2018 to 17 total in 2019), and well below the 5 year average- attributed to drivers becoming aware of new traffic patterns at our highway intersections, the biggest being not allowing traffic to cross Eastbound on Central across Hwy 11 and the expanded acceleration lanes and deceleration lanes at all Highway 11 Intersections. I do not believe the warning lights are yet working at the rail overpass to alert drivers that the left turn lane into Warman is full but that did not account for a single collision in 2019. 2. 23.3% Reduction in Fire (non-medical) responses from 2019, largely due to collision number decreased as well as alarm calls decreasing from 51 in 2018 to 48 in 2019. 3. 20.3 % Increase in Emergency Medical Responses from 282 total in 2018 to 354 total in 2019. 4. 56.2% Of all Medical Emergencies were for Patients over the age of 60 Years Old. In closing, all items related to the 2019 work plan have been completed. Respectfully Submitted; Fire Chief Russ Austin. 2 Page 114 of 173 m>mX>._.OOZ _u__»m _u_m_u>_~._._<_mZ._. Page 115 of 173 vmonommc._._~>_Z_ZQ _u>O=:_._.< Page 116 of 173 <>Emm v _umoU_¢ 4.0 _o_\o.8o.mman. Arm mmmxmaoosE8 40 Qxmm?mmnmzsm v mmmumnn msjmzom mmmxm?oos Um._om1”3m:.nJ m msq no33:.8o_ Qgmmsm. o_cm_:< U33mm_o:m_ mmxsnm no33c::<. v _:nmu_.#< 2 =3. ?oncmma0: UcU__n v mmaé mm.nmJ\msq 1% 89520:. v ._._.cmn v nocwmum Page 117 of 173 Page 118 of 173 Page 119 of 173 of 119 Page OE. . _ ..moE.m l__.7.,.hH < >9 >ZU nozzcz_o>+m <<_4I _z._.moz_._.< < < _Z D?r < Page 121 of 173 Page 122 of 173 of 122 Page -_.\n . _u«o.nmmm_o:m_O:m_:_om.._o:m”.& :3. . r.,4.;. .mww%:amam2.3.4 ., % ...Wa_Woo.+wm~?n_ma_.O:m_w ..o« M . _u_n_ . Sum mmmuozgmm % masgma..o~ImN3m? m:n_%<<_<__u{ - Bowm§ama.T..o_w.m§ama3..._+._. % m.§_gma_x? A ._.$_:_:o { o:.#m.{%a._3.*o. . Amoom$%,_.m_Wn_,.E..mMWwm_nmM..Ubm.mm:3m:H g , Page 123 of 173 Page 124 of 173 _<_o<_zm _uo_~<<>_~u Page 125 of 173 >:=.o:<._...u:mq<: >mm_m3:. 03.3 I may..._um Page 126 of 173 ._._._>Z—A- Page 127 of 173 VOLUNTEER FIREFIGHTING Online Theory Training Carlton Trail College is proud to o er Online Theory Training for Volunteer Fire ghters. Carlton Trail College o ers the “Essentials of Fire ghting” for volunteer re ghters. “ Train like your life The online program we o er is skills-based and highly visual. It covers everything from re extinguisher and other basic re depends on it. equipment use and maintenance to water supply. Whether it’s how to handle hose and ladders, safe driving, positioning pumping Because it does. apparatus or aerial devices or how to respond to potential HAZMAT or WMD incidents, the program we o er meets the objectives of Volunteer Fire ghting Departments. “The Essentials of Fire Fighting” teaches to the current NFPA 1001 standards. ” Advantages of Online Training: • Courses are continually updated with the most current information • Allows for training anywhere a computer and high-speed Internet is available • Allows you to focus on the practical portion of the modules at your re practices • Can be done on an individual or classroom basis Entrance Requirements: You must be a member of a Volunteer Fire Department. O ces: Please Contact: Humboldt Fred or Denise at Carlton Trail College 1-800-667-2623. 611 17th Street, Box 720 Humboldt, SK, S0K 2A0 Ask us about tracking your practical training! PH: 306.682.2623 E: [email protected] “There is something in a re ghter that sets them apart and that “something” is a desire to sel essly serve and save. Once accepted, Southey it is the responsibility of the re ghter to gain the needed skills as a professional to bravely ght what others fear.” 280 Burns Avenue, Box 160 Southey, SK, S0G 4P0 PH: 306.726.5885 Please contact the Carlton Trail College o ce for additional information. E: [email protected] Watrous 108 6th Avenue East, Box 459 Watrous, SK, S0K 4T0 PH: 306.946.2094 Proudly training volunteer re ghters since 1999! E: [email protected] Wynyard 400A Avenue D West, Box 716 Wynyard, SK, S0A 4T0 Want more information or an application? PH: 306.554.3767 Contact us. We’d love to help! E: [email protected] CarltonTrailCollege. 1.800.667.2623 discover your future carltontrailcollege.com Page 128 of 173 HANDLING HOSE FIRE HOSE APPLIANCES COMMUNICATIONS Courses Presents guidelines for loading hose and basic types of hose loads and nishes. Demonstrates Shows di erent types of re hose appliances, including valves, valve devices, ttings and intake Presents the Communication Cycle. Demonstrates good verbal communication skills. Discusses common hoselays and methods for coupling and uncoupling hose. devices. Identi es the correct type of appliances to be used in speci c re ground operations. ways to improve written communication. Explains performance feedback and identi es barriers Fire ghter I: Demonstrates how to clean and maintain hose appliances. to communication. ADVANCING HOSELINES FIREFIGHTER SAFETY: PART 1 Demonstrates how to pull and carry hose from a pumper to the re location for a variety of FIRE ORIGIN & CAUSE MANAGING CONFLICT Presents an overview of re department and re ghter responsibilities under NFPA 1500. hoseloads. Shows how to advance hose into structures and in stairways, from a standpipe and Presents the re ghter's role in re cause determination from rst alarm to nal overhaul. Presents skills and characteristics for approaching con ict. Describes ve styles to managing Describes the Incident Command System, control zones at emergency response scenes and how up a ladder and how to hoist hose. Describes how to extend a section of hose and how to Shows how to secure the re scene pending an investigation and describes legal considerations con ict. Discusses how to approach con ict with a team member. Shows how to manage to meet the physical demands of the job through tness and wellness programs. retrieve a loose hoseline. Shows basic procedures for operating and controlling attack lines. of re cause determination. Demonstrates how to safeguard evidence at the scene. con ict between peers. Presents the principles of the “Getting to ‘Yes’” strategy and how to apply them. FIREFIGHTER SAFETY: PART 2 FIRE STREAMS PRE-INCIDENT & FIRE SAFETY SURVEYS Discusses standard operating procedures and the importance of teamwork. Describes account- Identi es basic sizes and types of re streams and the advantages and disadvantages of each Presents the re ghter’s role in re prevention and preparedness. Demonstrates steps for INCIDENT LEADERSHIP ability systems and on-scene rehabilitation and their importance to safety. Presents survival type. Shows the use and maintenance of di erent types of nozzles. De nes “water hammer” conducting pre-incident surveys. Identi es common hazards found in occupancies and shows Discusses how to assume new incident responsibilities. Demonstrates how to maintain a level methods for re ghters who become disoriented or trapped in res. Identi es safe procedures and shows how to prevent it. how to inspect re protection systems for readiness. head during incidents. Explains how to make decisions based on standard operating procedures for riding re apparatus, working on roadway emergency scenes, shutting o utilities at an and guidelines. Presents methods for managing risk. Discusses the importance of clear emergency scene and responding to electrical emergencies. FORCIBLE ENTRY FIRE PREVENTION & PUBLIC EDUCATION communication during incidents. Identi es forcible entry tools and how they should be used and maintained. Demonstrates Explains the importance of re prevention and public education to the re department and to FIRE BEHAVIOR procedures for through-the-lock entry on doors and forced entry through di erent types of the community. Demonstrates how to conduct a residential re safety survey, describes FIRE OFFICER I TEAM AND HEALTH SAFETY Describes the science of re and combustion, the Fire Tetrahedron, states of fuel, pyrolysis and doors and windows. common re and life safety hazards in the home, how to present re safety information to small Explains how to use statistics as a tool to identify training needs. Describes how team tness vaporization. Identi es types of heat energy, methods of heat transfer, the stages of compart- groups and how to conduct station tours. plays a major role in preventing re ghter injuries and fatalities. Discusses the characteristics of ment re development, the products of combustion, factors in re development and dangerous FIRE DETECTION, ALARMS & COMMUNICATIONS a safety culture and presents practices for fostering a safety culture in a team. Topics include: re conditions for re ghters. Presents methods and technologies for receiving alarms from the public. Shows the basic HAZMAT Awareness: implementing a department’s tness and wellness program, stress awareness, and emergency components of re alarm and smoke detection systems. Presents an overview of the communi- vehicle safety. SCBA 1: INTRODUCTION cations center and systems for dispatching re department personnel to an emergency. HAZMAT RECOGNITION Presents the functions of each component of the SCBA system, safety features of various types of Demonstrates good radio procedures and procedures for routine and emergency communica- A primary task in any incident response is to recognize whether hazardous materials may be FIRE OFFICER I COMMUNITY RELATIONS SCBA, limitations of SCBA and hazardous environments that require respiratory protection. tions. present. In this program, viewers see the ways that spilled or released hazardous materials are Describes how a community pro le can help identify needs. Encourages involvement in harmful to people and the environment; the four basic clues to HazMat recognition and community service. Presents ways to implement public education programs. Discusses the SCBA 2: USE & MAINTENANCE LIGHTING & POWER SOURCES identi cation; the types of occupancies where hazardous materials may be stored or used, and importance of providing excellent customer service. Demonstrates correct SCBA donning and do ng techniques, inspection and care procedures, Describe types of lighting used in the re service, auxiliary electrical equipment and power some typical containers that are used for hazardous materials. how to change cylinders at an emergency scene and safety precautions and rules for using SCBA plants. Reviews safety considerations for using lighting and electrical equipment. Vehicle Extrication: in emergency situations. Demonstrates how to set up electrical equipment, illuminate the emergency scene and HAZMAT IDENTIFICATION maintenance of lighting and portable power plants. Fire ghters are often the rst on the scene of incidents involving uncon ned hazardous INCIDENT OVERVIEW PERSONAL PROTECTIVE CLOTHING materials, and they are often called on to identify the material and take the appropriate action. Discusses initial arrival and establishing command. De nes how to size up the scene and locate Lists the elements of the complete protective ensemble worn by re ghters and describes the PROPERTY CONSERVATION: SALVAGE In this program, viewers will learn the nine hazard classes de ned by the Department of hazards. Gives an overview of patient access, disentanglement and extrication. functions and speci cations for each element of personal protective clothing. Describes special Presents the bene ts of good salvage operations to the public and the re department. Transportation or DOT, the DOT marking signs used in transporting hazardous materials, how to clothing situations, re ghter responsibilities for the care and maintenance of turnout gear and Demonstrates the procedures for storing and deploying salvage covers, how to construct a use the Emergency Response Guidebook and the NFPA 704 marking system. STABILIZATION safety requirements for work uniforms and safety shoes. water chute and a catchall using salvage covers and how to cover openings in the roof, windows Demonstrates how to stabilize a vehicle on four wheels, a side-resting vehicle and a roof-resting and doors to protect the property from secondary damage. Pumping Apparatus: vehicle. Shows how to prevent forward movement and how to stabilize a vehicle on another PORTABLE EXTINGUISHERS object. Discusses patient stabilization. Designed to be used in public education programs as well as re service training. Presents the PROPERTY CONSERVATION: OVERHAUL SAFE OPERATIONS OF EMERGENCY VEHICLES classi cation and rating system used for extinguishers, types of hand-held extinguishers and Presents indicators of structural instability and procedures for nding hidden res. Describes This program presents safety factors for starting and driving re apparatus. The focus is on HAZARD CONTROL AND SAFETY how to select the correct extinguisher for a re. Presents steps for operating portable procedures for opening concealed spaces, extinguishing hidden res, preserving evidence and pumping apparatus, but the safe driving information applies to all types of emergency vehicles. Describes glass types and removal techniques. Identi es airbag locations and hazards. extinguishers and demonstrates how to extinguish res using the most common types of restoring the premises after a re. Topics covered include: safe driving techniques for emergency vehicles, how to correctly start Demonstrates how to shutdown the vehicle’s electrical system. Discusses restraint systems. extinguishers. Discusses extinguisher maintenance and demonstrates extinguisher inspection. and operate gas and diesel-powered pumping apparatus and a demonstration of the practical Describes how to mitigate the hazards of hybrid vehicles. SPRINKLER SYSTEMS driving exercises in NFPA 1002. ROPES & KNOTS Describes the e ectiveness of sprinkler systems in saving life and property. Describes how INITIAL PROCEDURES Presents types, ratings and uses for re service rope. Describes rope materials and construction, sprinklers work and presents di erent types of sprinkler systems, components of sprinkler POSITIONING APPARATUS Demonstrates how to access the patient, how to access the battery and how to open jammed methods for inspecting rope and how to maintain and store rope. Demonstrates six basic knots systems and the locations and appearance of control and operating valves. Describes consider- Driver/operators and engineers need to know how to correctly position the apparatus at the trunk. Shows how to remove a windshield and how to create interior space. used by re ghters and methods for hoisting equipment. ations for responding to res in protected buildings. emergency scene. This program presents: how to determine the best position for an attack pumper, how to position WATER SUPPLY pumpers, correct pumper positioning for special DOOR AND SIDEWALL PROCEDURES FIRE CONTROL 1 Fire ghter II: situations, a demonstration of staging procedures and the tactical and safety considerations for Demonstrates opening a jammed door. Presents a hinge attack and a latch attack. Shows how to Discusses basic re control strategies and safety. Demonstrates how to advance a charged attack operations on limited access highways. do a vertical crush and how to create a third door. Demonstrates total door removal and total line into a structure re, three methods of water application, master stream devices, basic re BUILDING CONSTRUCTION sidewall removal. suppression tactics for Class B res, and techniques for suppressing vehicle res and other Describes construction classi cations used in most building codes and the role of re resistance OPERATING FIRE PUMPS exterior res. ratings. Describes the characteristics and re behavior of ve types of construction, de nes The driver/operator’s ability to operate a re pump that provides the necessary WATER SUPPLY ROOF AND TRUNK PROCEDURES building construction terms, the e ects of re and re suppression activities on various building while maintaining the mechanical soundness of the pump is critical to the success of the Demonstrates how to work with a collapsed roof. Presents the roof ap and the C-B-A roof pillar LADDERS 1 materials. Identi es the signs of dangerous building conditions, such as heavy re loads and operation. This program shows: how to operate the pump using water on the apparatus, how to cut. Shows the procedures for total roof removal. Demonstrates trunk tunneling. De nes basic ladder terminology and discusses ladder types and their uses on the reground. building collapse. operate the pump using an external pressurized WATER SUPPLY and how to operate the pump Demonstrates ladder maintenance and inspections, how to select the correct ladder for the task using water from a draft source. INTERIOR PROCEDURES and basics in ladder handling. RESCUE OPERATIONS Demonstrates how to relocate a steering column. Shows how to move the dash, how to remove Demonstrates how to move injured victims using carries and drags. Presents various types of APPARATUS INSPECTIONS & MAINTENANCE and relocate pedals and how to remove and relocate seats. LADDERS 2 rescue tools and the dangers of vehicle restraint systems. Demonstrates methods to extricate an This program presents the tasks involved in routine pumping apparatus inspection and Shows factors that a ect ground-ladder placement, correct ladder placement to meet speci c entrapped victim from a vehicle. maintenance required of a driver/operator. It demonstrates: a systematic apparatus inspection HYBRID & ELECTRIC VEHICLES objectives and ladder raises for one, two and three re ghters. Demonstrates procedures for procedure (the “walk-around” inspection), routine maintenance tasks and inspection and Shows basic propulsion systems and common components of hybrid and electric vehicles. securing ladders, methods for climbing ladders and how to place a roof ladder. ADVANCED VENTILATION preventive maintenance of the re pump. Demonstrates seven steps to approach and shutdown of crashed vehicles. Shows alternative Presents the factors a ecting ventilation decisions. Shows precautions against upsetting procedures for shutdown when the ignition or keys are not accessible. VENTILATION BASICS & HORIZONTAL PROCEDURES vertical ventilation, methods for ventilating a basement or windowless building and special WATER SHUTTLE & RELAY PUMPING Describes the fundamentals of ventilation, including bene ts and safety concerns, especially ventilation considerations of high-rise buildings. Water shuttle operations and relay pumping are two methods for providing water to emergency ADVANCED STEEL backdraft and ashover. Describes horizontal and vertical ventilation, positive pressure, scenes in remote areas. This program presents basic information about each type of operation Shows the rescue challenges presented by increased use of reinforced steel and ultra-high negative pressure and hydraulic ventilation. Demonstrates horizontal ventilation procedures. WATER SUPPLY including: a description of a typical water shuttle and the equipment involved, a basic procedure strength steel (UHSS) to protect passengers in vehicle crashes. Shows tools needed to penetrate Explains the components of water supplies for re department operations, the operation of for setting up a water shuttle, a description of a basic relay pumping operation and the process advanced and reinforced steel, and how to use hydraulic power cutters to cut advanced and VERTICAL VENTILATION di erent types of hydrants and how to service test re hose. for setting up a typical water relay. reinforced steel. Demonstrates "workaround" techniques to extricate patients trapped when Describes safety precautions for rooftop operations, roof types and construction and their advanced-steel-capable cutting tools aren't available. impact in vertical ventilation. Shows how to determine the integrity of a roof system and basic FIRE CONTROL 2 Fire O cer 1: indicators of roof collapse. Demonstrates methods for opening at and pitched roofs using a Demonstrates re control tactics for di cult res, including a large, exterior Class B re, res in HAND TOOLS ONLY variety of techniques. upper levels of structures, res below grade, res in energized electrical equipment and res LEADING YOUR TEAM Shows the components and general operating procedures for non-hydraulic rescue tools, such as involving a ammable gas cylinder. Discusses the transition to Fire O cer. Explains how to delegate tasks and perform evaluations. rescue air chisels, reciprocating saws and manual jacks. Demonstrates alternative hand- FIRE HOSE BASICS Demonstrates how to hold successful team meetings. tools-only methods for hood-opening, door and window techniques, roof access, trunk Shows re hose construction, sizes, uses, basic hose maintenance and how to prevent hose FOAM FIRE STREAMS tunneling and interior procedures. damage. Identi es types of hose couplings, tools and appliances and demonstrates hose-roll Describes the fundamentals of foam, including how foam is generated, how it extinguishes or MAXIMIZING TEAM PERFORMANCE methods. suppresses res, types of foam proportioners, nozzles and other foam generating systems and Explains how to build, develop, motivate and empower your team. various types of foam. Demonstrates how to assemble a foam re stream using an eductor. Features troubleshooting tips for foam operations. Page 129 of 173 HANDLING HOSE FIRE HOSE APPLIANCES COMMUNICATIONS Presents guidelines for loading hose and basic types of hose loads and nishes. Demonstrates Shows di erent types of re hose appliances, including valves, valve devices, ttings and intake Presents the Communication Cycle. Demonstrates good verbal communication skills. Discusses common hoselays and methods for coupling and uncoupling hose. devices. Identi es the correct type of appliances to be used in speci c re ground operations. ways to improve written communication. Explains performance feedback and identi es barriers Demonstrates how to clean and maintain hose appliances. to communication. ADVANCING HOSELINES Demonstrates how to pull and carry hose from a pumper to the re location for a variety of FIRE ORIGIN & CAUSE MANAGING CONFLICT hoseloads. Shows how to advance hose into structures and in stairways, from a standpipe and Presents the re ghter's role in re cause determination from rst alarm to nal overhaul. Presents skills and characteristics for approaching con ict. Describes ve styles to managing up a ladder and how to hoist hose. Describes how to extend a section of hose and how to Shows how to secure the re scene pending an investigation and describes legal considerations con ict. Discusses how to approach con ict with a team member. Shows how to manage retrieve a loose hoseline. Shows basic procedures for operating and controlling attack lines. of re cause determination. Demonstrates how to safeguard evidence at the scene. con ict between peers. Presents the principles of the “Getting to ‘Yes’” strategy and how to apply them. FIRE STREAMS PRE-INCIDENT & FIRE SAFETY SURVEYS Identi es basic sizes and types of re streams and the advantages and disadvantages of each Presents the re ghter’s role in re prevention and preparedness. Demonstrates steps for INCIDENT LEADERSHIP type. Shows the use and maintenance of di erent types of nozzles. De nes “water hammer” conducting pre-incident surveys. Identi es common hazards found in occupancies and shows Discusses how to assume new incident responsibilities. Demonstrates how to maintain a level and shows how to prevent it. how to inspect re protection systems for readiness. head during incidents. Explains how to make decisions based on standard operating procedures and guidelines. Presents methods for managing risk. Discusses the importance of clear FORCIBLE ENTRY FIRE PREVENTION & PUBLIC EDUCATION communication during incidents. Identi es forcible entry tools and how they should be used and maintained. Demonstrates Explains the importance of re prevention and public education to the re department and to procedures for through-the-lock entry on doors and forced entry through di erent types of the community. Demonstrates how to conduct a residential re safety survey, describes FIRE OFFICER I TEAM AND HEALTH SAFETY doors and windows. common re and life safety hazards in the home, how to present re safety information to small Explains how to use statistics as a tool to identify training needs. Describes how team tness groups and how to conduct station tours. plays a major role in preventing re ghter injuries and fatalities. Discusses the characteristics of FIRE DETECTION, ALARMS & COMMUNICATIONS a safety culture and presents practices for fostering a safety culture in a team. Topics include: Presents methods and technologies for receiving alarms from the public. Shows the basic HAZMAT Awareness: implementing a department’s tness and wellness program, stress awareness, and emergency components of re alarm and smoke detection systems. Presents an overview of the communi- vehicle safety. cations center and systems for dispatching re department personnel to an emergency. HAZMAT RECOGNITION Demonstrates good radio procedures and procedures for routine and emergency communica- A primary task in any incident response is to recognize whether hazardous materials may be FIRE OFFICER I COMMUNITY RELATIONS tions. present. In this program, viewers see the ways that spilled or released hazardous materials are Describes how a community pro le can help identify needs. Encourages involvement in harmful to people and the environment; the four basic clues to HazMat recognition and community service. Presents ways to implement public education programs. Discusses the LIGHTING & POWER SOURCES identi cation; the types of occupancies where hazardous materials may be stored or used, and importance of providing excellent customer service. Describe types of lighting used in the re service, auxiliary electrical equipment and power some typical containers that are used for hazardous materials. plants. Reviews safety considerations for using lighting and electrical equipment. Vehicle Extrication: Demonstrates how to set up electrical equipment, illuminate the emergency scene and HAZMAT IDENTIFICATION maintenance of lighting and portable power plants. Fire ghters are often the rst on the scene of incidents involving uncon ned hazardous INCIDENT OVERVIEW materials, and they are often called on to identify the material and take the appropriate action. Discusses initial arrival and establishing command. De nes how to size up the scene and locate PROPERTY CONSERVATION: SALVAGE In this program, viewers will learn the nine hazard classes de ned by the Department of hazards. Gives an overview of patient access, disentanglement and extrication. Presents the bene ts of good salvage operations to the public and the re department. Transportation or DOT, the DOT marking signs used in transporting hazardous materials, how to Demonstrates the procedures for storing and deploying salvage covers, how to construct a use the Emergency Response Guidebook and the NFPA 704 marking system. STABILIZATION water chute and a catchall using salvage covers and how to cover openings in the roof, windows Demonstrates how to stabilize a vehicle on four wheels, a side-resting vehicle and a roof-resting and doors to protect the property from secondary damage. Pumping Apparatus: vehicle. Shows how to prevent forward movement and how to stabilize a vehicle on another object. Discusses patient stabilization. PROPERTY CONSERVATION: OVERHAUL SAFE OPERATIONS OF EMERGENCY VEHICLES Presents indicators of structural instability and procedures for nding hidden res. Describes This program presents safety factors for starting and driving re apparatus. The focus is on HAZARD CONTROL AND SAFETY procedures for opening concealed spaces, extinguishing hidden res, preserving evidence and pumping apparatus, but the safe driving information applies to all types of emergency vehicles. Describes glass types and removal techniques. Identi es airbag locations and hazards. restoring the premises after a re. Topics covered include: safe driving techniques for emergency vehicles, how to correctly start Demonstrates how to shutdown the vehicle’s electrical system. Discusses restraint systems. and operate gas and diesel-powered pumping apparatus and a demonstration of the practical Describes how to mitigate the hazards of hybrid vehicles. SPRINKLER SYSTEMS driving exercises in NFPA 1002. Describes the e ectiveness of sprinkler systems in saving life and property. Describes how INITIAL PROCEDURES sprinklers work and presents di erent types of sprinkler systems, components of sprinkler POSITIONING APPARATUS Demonstrates how to access the patient, how to access the battery and how to open jammed systems and the locations and appearance of control and operating valves. Describes consider- Driver/operators and engineers need to know how to correctly position the apparatus at the trunk. Shows how to remove a windshield and how to create interior space. ations for responding to res in protected buildings. emergency scene. This program presents: how to determine the best position for an attack pumper, how to position WATER SUPPLY pumpers, correct pumper positioning for special DOOR AND SIDEWALL PROCEDURES Fire ghter II: situations, a demonstration of staging procedures and the tactical and safety considerations for Demonstrates opening a jammed door. Presents a hinge attack and a latch attack. Shows how to operations on limited access highways. do a vertical crush and how to create a third door. Demonstrates total door removal and total BUILDING CONSTRUCTION sidewall removal. Describes construction classi cations used in most building codes and the role of re resistance OPERATING FIRE PUMPS ratings. Describes the characteristics and re behavior of ve types of construction, de nes The driver/operator’s ability to operate a re pump that provides the necessary WATER SUPPLY ROOF AND TRUNK PROCEDURES building construction terms, the e ects of re and re suppression activities on various building while maintaining the mechanical soundness of the pump is critical to the success of the Demonstrates how to work with a collapsed roof. Presents the roof ap and the C-B-A roof pillar materials. Identi es the signs of dangerous building conditions, such as heavy re loads and operation. This program shows: how to operate the pump using water on the apparatus, how to cut. Shows the procedures for total roof removal. Demonstrates trunk tunneling. building collapse. operate the pump using an external pressurized WATER SUPPLY and how to operate the pump using water from a draft source. INTERIOR PROCEDURES RESCUE OPERATIONS Demonstrates how to relocate a steering column. Shows how to move the dash, how to remove Demonstrates how to move injured victims using carries and drags. Presents various types of APPARATUS INSPECTIONS & MAINTENANCE and relocate pedals and how to remove and relocate seats. rescue tools and the dangers of vehicle restraint systems. Demonstrates methods to extricate an This program presents the tasks involved in routine pumping apparatus inspection and entrapped victim from a vehicle. maintenance required of a driver/operator. It demonstrates: a systematic apparatus inspection HYBRID & ELECTRIC VEHICLES procedure (the “walk-around” inspection), routine maintenance tasks and inspection and Shows basic propulsion systems and common components of hybrid and electric vehicles. ADVANCED VENTILATION preventive maintenance of the re pump. Demonstrates seven steps to approach and shutdown of crashed vehicles. Shows alternative Presents the factors a ecting ventilation decisions. Shows precautions against upsetting procedures for shutdown when the ignition or keys are not accessible. vertical ventilation, methods for ventilating a basement or windowless building and special WATER SHUTTLE & RELAY PUMPING ventilation considerations of high-rise buildings. Water shuttle operations and relay pumping are two methods for providing water to emergency ADVANCED STEEL scenes in remote areas. This program presents basic information about each type of operation Shows the rescue challenges presented by increased use of reinforced steel and ultra-high WATER SUPPLY including: a description of a typical water shuttle and the equipment involved, a basic procedure strength steel (UHSS) to protect passengers in vehicle crashes. Shows tools needed to penetrate Explains the components of water supplies for re department operations, the operation of for setting up a water shuttle, a description of a basic relay pumping operation and the process advanced and reinforced steel, and how to use hydraulic power cutters to cut advanced and di erent types of hydrants and how to service test re hose. for setting up a typical water relay. reinforced steel. Demonstrates "workaround" techniques to extricate patients trapped when advanced-steel-capable cutting tools aren't available. FIRE CONTROL 2 Fire O cer 1: Demonstrates re control tactics for di cult res, including a large, exterior Class B re, res in HAND TOOLS ONLY upper levels of structures, res below grade, res in energized electrical equipment and res LEADING YOUR TEAM Shows the components and general operating procedures for non-hydraulic rescue tools, such as involving a ammable gas cylinder. Discusses the transition to Fire O cer. Explains how to delegate tasks and perform evaluations. rescue air chisels, reciprocating saws and manual jacks. Demonstrates alternative hand- Demonstrates how to hold successful team meetings. tools-only methods for hood-opening, door and window techniques, roof access, trunk FOAM FIRE STREAMS tunneling and interior procedures. Describes the fundamentals of foam, including how foam is generated, how it extinguishes or MAXIMIZING TEAM PERFORMANCE suppresses res, types of foam proportioners, nozzles and other foam generating systems and Explains how to build, develop, motivate and empower your team. various types of foam. Demonstrates how to assemble a foam re stream using an eductor. Features troubleshooting tips for foam operations. Page 130 of 173 Total Medical Call Volumes- 5 Year Trends Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2015 Medicals 2016 Medicals 2017 Medicals 2018 Medicals 2019 Medicals 40 35 30 25 20 15 10 5 Expenses Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Trend 2015 Medicals 20 25 20 13 20 21 19 23 19 24 19 20 243 2016 Medicals 18 18 19 16 26 33 12 22 14 22 22 29 251 2017 Medicals 27 22 28 21 17 23 27 23 31 19 31 32 301 2018 Medicals 32 23 26 20 22 25 22 15 17 19 30 31 282 2019 Medicals 29 25 23 32 30 27 26 34 34 27 36 31 354 Total 126 113 116 102 115 129 106 117 115 111 138 143 1,431 Page 131 of 173 Total MVC's 2019 vs. 2018 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 MVC's 2019 MVC's 7 6 5 4 3 2 1 Expenses Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total 2018 MVC's 2 1 2 4 1 0 5 1 2 6 3 4 31 2019 MVC's 1 2 2 1 2 0 1 1 4 1 1 1 17 Page 132 of 173 2019 YEAR END CALL TOTALS BY TYPE JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 2019 Total Alarm in RM 1 1 Alarm in City 4 7 2 4 3 5 4 3 5 1 3 6 47 Fire in RM 2 8 2 1 2 15 Fire in City 1 2 1 5 2 1 4 1 17 Med in RM 1 1 3 3 4 4 5 3 24 Med in City 28 25 22 32 27 24 22 34 30 27 31 28 330 Mutual Aid 2 2 MVC RM 1 1 1 1 1 3 1 1 10 MVC City 1 2 2 1 1 7 Other 2 2 Vehicle Fire 1 1 36 35 31 46 42 32 35 41 45 30 44 39 456 Page 133 of 173 A Town with a past – a City with a future Warman Fire Rescue RM Responses- Statistical Report for 2019 Total calls for Emergency Response outside Warman in 2019: 54 Total calls for Emergency Response outside Warman in 2018: 64 Call Volume Decrease of 16% Year vs. Year Most other categories similar in volume Year vs. Year except Motor Vehicle Collisions 2019 statistically showed a lower number of calls into the RM of Corman Park, but the size of some of the emergencies was much larger than average. The biggest contributor to the total number decreasing was Motor Vehicle Collisions which dropped from 20 in 2018 to 10 collisions in 2019. Without that, the numbers would be very similar. With a Train Derailment and a wildland fire caused by dry conditions and a CN Train sparking it, it was an abnormal year for Rail incidents. Conditions also contributed to very large and fast-moving wildland fires throughout our response area. The amount of resources needed to contain these fires was well above average, and without more snowfall we are likely looking at a similar season for large wildfires again in 2020. Respectfully Submitted; Russ Austin Fire Chief \Russ Austin City of Warman Fire Rescue Page 134 of 173 Warman Fire Rescue- 2019 Annual Emergency Responses - RM of Corman Park 1% 14% 50% 22% 2% 2% 9% Alarm in RM Fire in RM Medical in RM Mutual Aid- Inside other Town or City MVC in RM Other Warman Fire Rescue - 2019 Emergency Numbers by Number 54 OTHER 2 MVC IN RM 10 MUTUAL AID- INSIDE OTHER TOWN OR CITY 2 MEDICAL IN RM 24 FIRE IN RM 15 ALARM IN RM 1 0 10 20 30 40 50 60 Page 135 of 173 WARMAN Mayor’s Report PREVIOUS YEAR COMPARISION Reported Charged Provincial Traffic Reported Charged Speeding 15 12 Assaults 3 1 Seat Belt 0 0 Sexual Offences 0 0 Moving 14 4 Robbery/Extortion/Threats 5 0 Non Moving 5 2 B&E 3 0 Intersection 5 3 Theft Motor Vehicle 4 0 Fail to remain at accident 0 0 Theft over $5000 0 0 Drive while Prohibited 1 1 Theft under $5000 3 0 Mischief 7 0 Written Warnings 3 0 Have Stolen Goods 0 0 TOTAL 43 22 Fraud 7 0 Criminal Code Traffic Reported Charged Fail to Comply/Appear 0 0 Other Criminal Code 3 1 Impaired Driving/ 2 0 Over80mg%/Refusal Drugs 0 0 Drive while Disqualified 1 1 Federal (Other) 0 0 Dangerous Driving 0 0 Other Provincial Statute 18 0 Roadside Suspension 0 0 False Alarms 10 0 TOTAL 3 1 Assist General Public 7 0 Municipal Bylaws 2 0 Detailed Traffic Child pornography 0 0 Total Collisions 8 Missing Person 1 0 Provincial Traffic Charges 22 TOTAL 73 2 Criminal Code Traffic Charges 3 Page 136 of 173 Monthly Report Members responded to 141 complaints during the month of December of 2018. With 3 Criminal Code charges and 22 Provincial traffic charges being laid. Should you have any questions, or concerns please don’t hesitate to contact the detachment at 306- 975-1670. S/Sgt. Deon MARQUIS NCO i/c Warman Detachment Page 137 of 173 WARMAN DECEMBER 2019 Mayor’s Report Reported Charged Provincial Traffic Reported Charged Speeding 18 7 Assaults 6 1 Seat Belt 0 0 Sexual Offences 1 0 Moving 15 2 Robbery/Extortion/Threats 3 0 Non Moving 15 8 B&E 3 0 Intersection 3 2 Theft Motor Vehicle 2 0 Fail to remain at accident 3 0 Theft over $5000 1 0 Drive while Prohibited 0 0 Theft under $5000 5 0 Mischief 5 0 Written Warnings 0 0 Have Stolen Goods 0 0 TOTAL 54 19 Fraud 2 0 Criminal Code Traffic Reported Charged Fail to Comply/Appear 0 0 Other Criminal Code 5 0 Impaired Driving/ 2 2 Over80mg%/Refusal Drugs 0 0 Drive while Disqualified 0 0 Federal (Other) 0 0 Dangerous Driving 0 0 Other Provincial Statute 16 0 Roadside Suspension 2 0 False Alarms 6 0 TOTAL 4 2 Assist General Public 5 0 Municipal Bylaws 5 0 Detailed Traffic Child pornography 0 0 Total Collisions 5 Missing Person 0 0 Provincial Traffic Charges 19 TOTAL 67 0 Criminal Code Traffic Charges 2 Page 138 of 173 Monthly Report Members responded to 155 complaints during the month of December 2019. With 2 Criminal Code charges and 19 Provincial traffic charges being laid. Should you have any questions, or concerns please don’t hesitate to contact the detachment at 306- 975-1670. S/Sgt. Deon MARQUIS NCO i/c Warman Detachment Page 139 of 173 The following is the local media release for the Warman Detachment of the Royal Canadian Mounted Police for the week of January 06, 2020 to January 13, 2020. Police received 125 calls for service from January 06, 2020 to January 13, 2020. Traffic: January 06, 2020 at 9:00 p.m. RCMP received a call in Martensville. Two vehicles stunting, drift and driving at high rates of speed. Member located vehicles and issued tickets to a 17-year-old driver and 16-year-old driver. (202028650) January 07, 2020 at 6:38 a.m. RCMP received a call on highway 12 by Martensville. Semi-truck parked in merging lane with no lights and no reflective triangles. Member attended the 50-year-old male driver had reflective triangles out and had help attending. (202029531) January 11, 2020 at 4:04 p.m. RCMP received a call in Warman. Two vehicle collision. Both vehicles towed. No injuries. Alcohol and drugs was not a factor. Ticket issued to 68 year old male for failing to obey stop sign. (202050470) Property: January 06, 2020 at 2:41 p.m. RCMP received a call in Delisle. Abandoned vehicle was located at a business. Recovered stolen vehicle was towed and RO notified. (202026835) January 07, 2020 at 1:18 p.m. RCMP received a call in the RM of Warman. Break and enter on construction site trailer. A few different tools were stolen. Still under investigation. (202035896) January 09, 2020 at 9:12 a.m. RCMP received a call in the RM of Corman Park. Theft from a business and vehicle. Multiple items were stolen. Still under investigation. (202039166) January 13, 2020 at 6:03 a.m. RCMP received a call in the RM of Warman. Break and enter of a business. Truck was stolen GMS Sierra 2500 white in color with several tools in it. Still under investigation. (202056069) People: January 06, 2020 at 8:22 a.m. RCMP received a call on R.R 3064 in the RM of Corman Park. A suspicious vehicle parked on the side road. Members attended, located vehicle with 25-year-old male in the driver's seat. Driver was sleeping, no alcohol or drugs. (202025079) January 08, 2020 at 6:13 p.m. RCMP received a call in Warman. Unknown male is sleeping in the lobby. Member attended and located a 64-year-old male. Ticket issued for intoxicated in a public place. (202037295) Warman RCMP is advising residents of Radisson and surrounding areas that Radisson RCMP office is open. The hours that the office will be open are: Page 140 of 173 Mondays 8:30 a.m.- 4:00 p.m. Wednesdays 8:30 a.m.-4:00 p.m. Fridays 8:30 a.am.-11:45 a.m. Warman RCMP that the SASKATCHEWAN CRIME WATCH ADVISORY NETWORK is operating. Sign up at www.saskcrimewatch.ca to receive crime watch notifications. If you have information regarding this or any other crime, please contact Warman/Martensville RCMP at 306-975-1670/306-975-1610 or if you have information and you wish to remain anonymous in your reporting, please contact Crime Stoppers at 1-800-222-TIPS (8477), submit a tip via their website: http://saskcrimestoppers.com/ or text in a tip: TIP206 + your tip to CRIMES (274637). Contact: Sgt. Vaughn Allcock Warman RCMP-GRC Ph: (306) 975-1670 Page 141 of 173 Economic Development Officers Report Committee of the Whole Report January 20, 2020 Submitted by: Josh Welz Please find below updates on the key projects and ongoing developments within the Economic Development and in Warman. Warman Night at the Rush By the time you read this report, the Hometown Showcase night with the Saskatchewan Rush will have happened. While this process required tight turnaround, I’m confident the night went off without a hitch. I had the pleasure of working with several councillors, Chris and Kirsten from SIK PICS productions and of course the RUSH Hulk to develop the two videos that were aired at the event. Erin and I intend to use the videos as content on our social media pages in the future. In addition, we plan to further highlight the community builders who were featured at the event. 6th Avenue Sign Corridor Discover Advertising has been awarded the contract for the 6th Avenue Sign Corridor. The company has been provided a list of previous advertisers, with contact information. Work on the corridor will commence this Spring. The contract for the corridor expires at year end of 2024. Guide to Warman The Guide to Warman is currently in it’s post production phase. This year we introduced several new articles, including a “Neighbourhoods” article, which highlights the distinct geographical neighbourhoods in Warman, as well as brand new articles on the Regional Race and Volunteer Appreciation Awards. The guide will go to print at the end of February, with both the magazines and digital copies being available mid March. Warman “Centre of Excellence” ground work At the last Committee of the Whole, Council requested SREDA’s Centre of Excellence Report be brought back for review. You will find the report attached. In addition to the request, it was suggested that a plan be developed to address the recommendations in this report. I would like to suggest that Council meet with myself, along with City Manager Smith to further discuss Council’s expectations for a “Centre of Excellence.” In the interim, below is a very high level rundown of what I believe to be the process moving forward. I anticipate the process to become more elaborate as my investigation increase. Please note, I have already begun researching centres across the province, and have reached out to a number of them for further information on how they were formed. Page 142 of 173 Economic Development Officers’ Report Committee of the Whole Report October 21, 2019 Investigate the viability of a Centre of Excellence a) Determine process; i. Reach out to existing centres for guidance. 1. Inquire as to formation, review structure, evaluate cost/benefit and any additional Pro’s/Con’s. b) Produce industry opportunities; i. Review Relevant market data, including but not limited to competitive analysis, location-based industry metrics, local business data and regional/provincial opportunities. ii. Shortlist opportunities; 1. Develop framework to move forward with presentation to stakeholders. c) Coordinate relevant stakeholders; i. Preliminary meetings; ii. Committee formation; d) Business case development; e) Review Land opportunities; f) Determine Funding; g) Construction and Operation; Respectfully submitted, Josh Welz Economic Development Officer 2 Page 143 of 173 Centre of Excellence Report City of Warman Page 144 of 173 Photo by Diego PH Report Background Warman City Council is interested in learning about Centres of Excellence and how one could set up in their community. SREDA was asked to complete research on Centres of Excellence on their behalf. What is a Centre of Excellence? Centres of Excellence are facilities focused on producing world-class solutions for industry- specific problems. These facilities attract leaders, experts, and innovators from around the globe to conduct research, develop best practices, and administer training. Centres of Excellence are generally created in partnership with an educational institute and private partner(s). It is not uncommon to see the Provincial or Federal Government involved in this partnership as well. Generally, Centres of Excellence rely on funding from Provincial or Federal Governments, private sector, and research grants. Some Centres also collect revenue from other sources such as membership fees and fees for service, in addition to grants. Centres of Excellence are not always called that; some are referred to as Global Institutes or Research Centres. The term Centre of Excellence is not regulated and can be used by anyone to describe their organization. Page 145 of 173 Saskatchewan Centres of Excellence Currently, there are 17 Centres of Excellence and one proposed Centre in Saskatchewan ranging from agriculture to technology (Figure 1). Figure 1: Saskatchewan Centres of Excellence Centre Name Location Industry Focus Partners Sgt. Darby Morin Centre of Post-Secondary Education Big River First Big River First Nation Excellence for Business Education and Training Centre on Nation Government of Saskatchewan Development reserve Father James Gray Academic Academic excellence for Muenster Education University of Saskatchewan Centre for Excellence students University of Regina Petroleum Technology Enhanced oil recovery and Natural Resources Canada Regina Oil & Gas Research Centre carbon storage Government of Saskatchewan Saskatchewan Research Council Ag in Motion Field of RM of Corman Park Agriculture Crop research Glacier Farm Media Excellence (start-up phase) University of Saskatchewan Livestock & Forage Centre of Government of Saskatchewan RM of Corman Park Agriculture Beef Cattle Production Excellence Government of Canada Livestock Industry University of Saskatchewan Wanuskewin RM of Corman Park Education Indigenous History Government of Saskatchewan City of Saskatoon Saskatchewan Indian Institute of Saskatchewan First Nation Technologies (SIIT) First Nation opportunities in Natural Resource Centre of RM of Corman Park Mining Government of Canada Energy/Resource Industry Excellence Federation of Saskatchewan Indian Nations (FSIN) Page 146 of 173 Injury Prevention for Saskatchewan Safety Centre of Saskatchewan Safety Council RM of Sherwood Health workplace, community, Excellence (Proposed) Unsure if there are other partners traffic, and agriculture Canadian Centre for Health and Agricultural Safety (rural & University of Saskatchewan Saskatoon Agriculture Safety in Agriculture remote populations) Government of Saskatchewan University of Saskatchewan Global Institute for Food Saskatoon Agriculture Food Security Nutrien (formerly Potash Corp.) Security Government of Saskatchewan University of Saskatchewan Vaccine and Infectious Disease Government of Canada Organization - International Saskatoon Bioscience Vaccine creation Government of Saskatchewan Vaccine Centre (VIDO) Gairdner Foundation Sylvia Fedoruk Canadian Bioscience & Nuclear medicine and University of Saskatchewan Saskatoon Centre for Nuclear Innovation Energy materials Government of Saskatchewan University of Saskatchewan Saskatchewan Food Industry Government of Saskatchewan Saskatoon Manufacturing Food Processing Development Centre Saskatchewan Food and Ingredient Processors Association Global Institute for Water Natural University of Saskatchewan Saskatoon Water Security Science Government of Canada University of Saskatchewan Canada Foundation for Innovation Canadian Light Source Saskatoon Technology Synchrotron research Government of Canada Government of Saskatchewan National Research Council Digital Integration Centre of Sask Polytech Saskatoon Technology Internet of Things (IoT) Excellence (DICE) Government of Canada Innovative Manufacturing Saskatoon & Sask Polytech Manufacturing All sectors Centre Regina Manufacturing Industry University of Saskatchewan Prairie Women's Health Centre Virtual (closing in Bioscience Government of Canada of Excellence 2023) Page 147 of 173 How to Establish a Centre of Excellence: #1 Engagement The first step to establishing a Centre of Excellence in Warman is engagement. Engaging with residents, businesses, and educational institutes will allow Warman to determine if a Centre of Excellence is a community priority and discover which industry the Centre should focus on. Key industries in the Saskatchewan include: Agriculture Biosciences Energy Forestry Manufacturing Mining Oil & Gas Retail & Wholesale Technology *For a full list of Canadian industries, refer to Appendix A for Statistics Canada Engagement can be conducted in several ways including surveys, open houses, or individual meetings. Key stakeholders Warman should meet with are listed in Figure 2. Figure 2: Key Stakeholders Educational Institutes Government Great Plains College Ministry of Advanced Education Saskatchewan Polytechnic Ministry of Agriculture University of Saskatchewan Ministry of Government Relations First Nations University Of Canada Ministry of Health Prairie Spirit School Division Ministry of Highways and Infrastructure Greater Saskatoon Catholic School Division Ministry of Trade and Export Development Businesses Refer to warman.ca for local business listings Based on current businesses operating in and around Warman, manufacturing, agriculture, and possibly technology might be good industries to consider. However, engagement and further research should be conducted to determine the most appropriate industry. For a list of businesses operating in and around Warman, contact Square One. Page 148 of 173 #2 Develop Business Case Once the engagement has been completed and the industry has been chosen, a business case should be developed. Business Cases are needed to apply for funding and necessary when engaging with potential partners. The Canadian Government has developed a Business Case Template (Appendix B) which Warman can utilize. Warman should consider reaching out to existing Centres of Excellence for guidance when writing their business case. Refer to Figure 1 for provincial Centres of Excellence. #3 Cost & Funding Centres of Excellence are expensive, costing millions to open and operate. Figure 3 summarizes the opening and operating costs for seven Saskatchewan Centres of Excellence. Figure 3: Saskatchewan Centres of Excellence, Opening and Operating Costs Organization Opening Cost Annual Operating Cost Vaccine and Infectious Disease Organization (VIDO) $140 Million $16.9 Million Global Institute for Food Security $50 Million $8 Million Livestock & Forage Centre of Excellence $38 Million $5 Million Sylvia Fedoruk Canadian Centre for Nuclear Innovation $30 Million $3 Million Global Institute for Water Security $30 Million Unknown Saskatchewan Food Industry Development Centre $25 Million $3.5 Million Petroleum Technology Research Centre $11 Million $1.8 Million Note: Other Centres of Excellence are omitted due to lack of information. Centres are generally funded in partnership with provincial or federal governments, educational institutes, and private industry. Very rarely will a municipal government provide funds to start or operate a Centre of Excellence, however, in some instances, tribal councils or nations will fund centres within their jurisdictions. Federal agencies that may provide funding for a Centre of Excellence include: Innovation, Science and Economic Development Canada - Strategic Innovation Fund Natural Sciences and Engineering Research Council of Canada - College and Community Innovation Program Networks of Centres of Excellence Centre of Excellence for Commercialization and Research Funding Western Economic Diversification - Regional Innovation Ecosystems (RIE) program For provincial funding, Warman should reach out to the Ministry of Advanced Education and the Ministry in charge of their target industry. A full list of Ministries is listed on the . Warman should approach private sector organizations and educational institutes on an individual basis to request funding, as many do not have publically listed programs. Page 149 of 173 #4 Location Generally, Centres of Excellence require large tracts of land in commercial, industrial or institutional zoned areas. Land size varies greatly depending on the industry however, between 0.5 and 2 acres seems to be the average. #5 Construction & Operation There are numerous construction firms within the Saskatoon Region capable of building a Centre of Excellence. An Request for Proposal (RFP) should be drafted to procure the work. SaskBuilds has created an RFP guide which the City can utilize. Centres of Excellence are generally run as non-profits with a Board of Directors to guide their operations. For-profit Centres are rare and the majority are run by private sector businesses. For more information about how to create a non-profit Centre of Excellence, book an appointment with a Business Advisor at Square One. Conclusion Centres of Excellence are innovation generators for both private and public sector entities. They bring population, skilled workers, and investment to communities where they are located. Building a Centre of Excellence is difficult but can be completed by following the steps within this report. Page 150 of 173 Appendix A: Statistics Canada Industry List Accommodation and Food Services Administrative and Support, Waste Management and Remediation Services Agriculture, Forestry, Fishing and Hunting Arts, Entertainment and Recreation Construction Educational Services Finance and Insurance Health Care and Social Assistance Information and Cultural Industries Management of Companies and Enterprises Manufacturing Mining, Quarrying, and Oil and Gas Extraction Other Services (except Public Administration) Professional, Scientific and Technical Services Public Administration Real Estate and Rental and Leasing Retail Trade Transportation and Warehousing Utilities Wholesale Trade More information can be found on . Page 151 of 173 Appendix B: Government of Canada Business Case Template Page 152 of 173 © Her Majesty the Queen in Right of Canada, represented by the President of the Treasury Board, 2009 Catalogue No. BT53-15/2-2009E-PDF ISBN: 978-1-100-12901-3 This document is available on the Treasury Board of Canada Secretariat website at http://www.tbs-sct.gc.ca. This document is also available in alternative formats on request. Page 153 of 173 Table of Contents Introduction ...... 3 Authority Signatures ...... 4 Executive Summary ...... 5 Phase 1: The Strategic Context ...... 6 1 Business Needs and Desired Outcomes ...... 6 1.1 Strategic Environment ...... 6 1.1.1 Organizational Overview ...... 6 1.1.2 Business Need ...... 6 1.1.3 Drivers for Change ...... 6 1.1.4 Business Outcomes ...... 6 1.2 Strategic Fit ...... 6 1.3 Detailed Description of the Business Need ...... 6 1.3.1 Problem/Opportunity Statement ...... 6 1.3.2 Prioritized Requirements (High Level) ...... 7 1.3.3 Assumptions ...... 7 1.3.4 Constraints ...... 7 1.3.5 Dependencies ...... 7 1.4 Scope ...... 7 1.4.1 Boundaries ...... 7 1.4.2 Stakeholder Analysis ...... 7 Phase 2: Analysis and Recommendation ...... 9 2 Preliminary Options Analysis ...... 9 2.1 Evaluation Criteria ...... 9 2.2 List the Possible Options ...... 9 2.2.1 The Status Quo ...... 9 2.2.2 Describing the Option ...... 9 2.3 Screening of Options ...... 9 2.4 Rationale for Discounted and Viable Options ...... 9 3 Viable Options ...... 10 3.1 Alignment ...... 10 3.1.1 Strategic Alignment ...... 10 3.1.2 Alignment with Desired Business Outcomes ...... 10 Page 154 of 173 3.2 Costs ...... 10 3.3 Cost-Benefit Analysis ...... 10 3.4 Implementation and Capacity Considerations of Viable Options ...... 10 3.4.1 Contracting and Procurement ...... 10 3.4.2 Schedule and Approach ...... 10 3.4.3 Impact ...... 10 3.4.4 Capacity ...... 10 3.5 Risk ...... 11 3.5.1 Option Risk Summary ...... 11 3.5.2 Risk Register ...... 11 3.6 Benchmark ...... 11 3.7 Policy and Standard Considerations ...... 11 3.8 Advantages and Disadvantages ...... 11 4 Justification and Recommendation ...... 12 4.1 Comparison Summary ...... 12 4.2 The Preferred Option...... 12 4.2.1 Recommendation ...... 12 4.2.2 Deciding Factors ...... 12 4.2.3 Costs ...... 12 4.2.4 Risks ...... 12 4.2.5 Implementation Plan ...... 12 Phase 3: Management and Capacity ...... 14 5 Managing the Investment ...... 14 5.1 Governance and Oversight...... 14 5.2 Project Management Strategy ...... 14 5.2.1 Project Review Strategy ...... 14 5.3 Outcome Management Strategy ...... 14 5.4 Risk Management Strategy ...... 14 5.5 Change Management Strategy ...... 14 5.6 Performance Measurement Strategy ...... 14 Appendices ...... 16 Glossary of Acronyms and Terms ...... 16 Page 155 of 173 Introduction This document is your template for producing a business case. A business case is typically a presentation or a proposal to an authority by an organization seeking funding, approval, or both for an activity, initiative, or project. Using this Template To create a business case from this template, simply do the following: Delete this page. Replace the title on the cover page with “Business Case:”, the name of your project, and the organization information. Replace the [bracketed text] in the document header with your project name and delete the brackets. Save your document with a file name of your choice. Update the file name in the document footer by right-clicking and selecting Update Field. Complete the entire template. Each section contains brief instructions, shown in italics, which can be removed once your document is finalized. The template’s companion document, Business Case Guide, provides sample tables as suggested layout for some of the information required. Update the table of contents by right-clicking and selecting Update Field, then Update entire table. Consult the Business Case Guide if you would like more information about a particular section of the business case or information about a business case in general. Page 156 of 173 Authority Signatures This section contains the signatures of key stakeholders, indicating that they agree with the presentation or proposal as it appears in the business case. ______ Full name Date Executive Sponsor Position, client organization ______ Full name Date Project Sponsor Position, client organization ______ Full name Date Project Manager Position, client organization ______ Full name Date Title Position, other supporting organization Page 157 of 173 Executive Summary Provide an executive summary (high level) that captures only the essential elements of the business case being presented. Include the business case’s most pertinent facts in a clear, concise, and strategic overview. Checklist: The pertinent facts of the business case are provided in a clear and concise fashion. Page 158 of 173 Phase 1: The Strategic Context 1. Business Needs and Desired Outcomes Complete the following sections to identify the need (problem or opportunity) facing the sponsoring organization and the desired business outcomes. 1.1 Strategic Environment 1.1.1 Organizational Overview To build a strong rationale for a proposed investment, the current environment needs to be described. The organizational overview of the sponsoring department, agency, or entity should include: Mission Strategic vision, goals, and service objectives Current activities and services, including key stakeholders and clients Organizational structure (high level) Existing capacity—financial and human resources 1.1.2 Business Need This subsection contains a clear articulation of the business need in the form of a well-structured statement that addresses the problem or opportunity. This statement should be no more than one or two sentences. 1.1.3 Drivers for Change Identify the drivers that have triggered the investment proposal. Both internal and external drivers of change should be identified and clearly linked to the business need. See typical drivers for change in the Business Case Guide. 1.1.4 Business Outcomes Describe the business outcomes (high level). A business outcome is the expected result or benefit that the organization is striving to achieve at the end of an intervention or change. 1.2 Strategic Fit To make a robust case for change, the business case should demonstrate how the proposed investment fits within the organization’s broader strategic context and contributes toward its goals and objectives. This subsection maps the investment proposal to the organizational framework. 1.3 Detailed Description of the Business Need 1.3.1 Problem/Opportunity Statement Reiterate the Business Need subsection’s well-structured statement that addressed the problem or opportunity. Along with the problem/opportunity statement, the following elements contribute to the detailed description of the business need. Page 159 of 173 1.3.2 Prioritized Requirements (High Level) Specify the key requirements to fully address the business need. Though the requirements are simply an elaboration of the business need, keep to a reasonable level of detail that allows for their comparison against the options. See example tables in the Business Case Guide. 1.3.3 Assumptions List and describe all the assumptions associated with the ability to address the key requirements—and the potential impact of those assumptions if they are not addressed. See example table in the Business Case Guide. 1.3.4 Constraints List and describe the specific constraints that place limits or conditions on the investment. They can come from external or internal factors. See example tables in the Business Case Guide. 1.3.5 Dependencies Identify dependencies related to the overall business need, requirements, or solution. See example table in the Business Case Guide. 1.4 Scope 1.4.1 Boundaries Identify what is to be included within the scope of the investment and explicitly state what is excluded from the investment. See example table in the Business Case Guide. 1.4.2 Stakeholder Analysis Describe the stakeholder environment by considering the types of stakeholders, their specific roles, and their contributions to the realization of the investment. See stakeholder examples in the Business Case Guide. Business Needs and Desired Outcomes Summary: The case for change is established and the need for investment is clearly defined. Page 160 of 173 Phase 1 Checklist: The following questions are answered: Where are we now? – by describing the current business environment Where do we want to be? – by describing the business objectives What is the business need? – by describing the problem or opportunity facing the organization and the associated proposed investment What has triggered the need for change? – by describing the drivers for change What are we trying to achieve? – by describing the business’ desired outcomes What is the strategic fit? – by describing how the proposed investment maps to the departmental framework, to its goals, priorities, outcomes, and policies, as well as to those of the government Page 161 of 173 Phase 2: Analysis and Recommendation 2. Preliminary Options Analysis Complete the following sections to screen a comprehensive list of options and narrow the field of alternatives down to a reasonable number of viable options. 2.1 Evaluation Criteria Define the evaluation criteria that will be used for screening and analysis of the options and will ultimately determine an overall recommendation. See evaluation criteria types (deal breakers, minimum requirement, and non-essential) and example table in the Business Case Guide. 2.2 List the Possible Options Identify, describe, and explore every possible option that can address the business need. The list should demonstrate due diligence in exploring options. See categories and example table in the Business Case Guide. 2.2.1 The Status Quo Include the status quo option (also known as the base case) as it will act as the baseline for the upcoming analysis. 2.2.2 Describing the Option Describe each preliminary option (high level). See example table in the Business Case Guide. 2.3 Screening of Options Assess how well each option meets the screening criteria. Determine whether a particular option should be discounted immediately or considered for further analysis as a viable option. See example table in the Business Case Guide. 2.4 Rationale for Discounted and Viable Options Develop the short list of viable options based on the assessment conducted in the screening of options and provide the reasons for retaining or discarding each option. See example table in the Business Case Guide. Preliminary Options Analysis Summary: The identification, analysis, and screening of a comprehensive list of options to demonstrate due diligence in their selection has been completed. Page 162 of 173 3. Viable Options 3.1 Alignment 3.1.1 Strategic Alignment Describe how the option supports the organization’s current business architecture and planned program results and strategic outcomes (if applicable). 3.1.2 Alignment with Desired Business Outcomes Prepare an option outcome analysis and present a summary of the findings for each business outcome. It may be preferable to organize the findings in a table format. See example table in the Business Case Guide. 3.2 Costs Provide a complete description of the costs. Projected costing estimates should be based on total cost of ownership, which includes ongoing costs over the course of the investment’s life cycle as well as potential compliance costs for stakeholder groups. See information on the Guide to Costing in the Business Case Guide. 3.3 Cost-Benefit Analysis Based on the costs established for each option, describe how those costs are weighed against the benefits. Conduct the cost-benefit analysis for each option taking into account costs, benefits, and risks. See information on the Canadian Cost-Benefit Analysis Guide and example tables in the Business Case Guide. 3.4 Implementation and Capacity Considerations of Viable Options Demonstrate the ability of the sponsoring organization to both deliver and manage the investment throughout its life span. 3.4.1 Contracting and Procurement Provide information concerning the procurement vehicle, and precisely how it will be utilized. 3.4.2 Schedule and Approach Identify the core work streams and associated milestones. 3.4.3 Impact Conduct an impact assessment from both internal and external perspectives. See example table in the Business Case Guide. 3.4.4 Capacity Describe the sponsoring organization’s capability to successfully manage the investment. If available, a useful starting point for analyzing each option is the organization’s Treasury Board-approved Organizational Project Management Capacity class. Page 163 of 173 See example table in the Business Case Guide. 3.5 Risk Identify the risks and conduct a risk assessment for each option, along with the development of a risk response. A useful tool for assessing the risk and complexity of a project is the Treasury Board Project Complexity and Risk Assessment (PCRA). 3.5.1 Option Risk Summary Describe the various attributes of each risk. Provide an option risk summary, which should include risk, probability, impact, mitigation and contingency, outcome, tolerance, and a risk assessment summary rating. It may be preferable to present the option risk summary for each option in a table format. See example table in the Business Case Guide. 3.5.2 Risk Register If an outcome management risk register has already been completed, its results can provide very useful input to the risk management section of the business case. See example risk register in the Business Case Guide. 3.6 Benchmark Compare each option against industry-standard benchmarks. Unavailability of benchmarking information for a specific option should be stated within the analysis. 3.7 Policy and Standard Considerations Describe the option’s impact, if any, on the existing policies and standards of the sponsoring organization and relevant stakeholder environments. Also describe any limitations imposed by the policies and standards and the known effect on the option. See example table in the Business Case Guide. 3.8 Advantages and Disadvantages Determine whether the option’s measure against the aforementioned criteria is found to be either an advantage or a disadvantage (financial and non-financial). It may be preferable to summarize the findings in a table format. See example table in the Business Case Guide. Viable Options Summary: Building on the preliminary analysis of options, each viable option is subjected to an increasing level of rigorous analysis. Page 164 of 173 4. Justification and Recommendation 4.1 Comparison Summary Present the viable options (including the status quo option used as the baseline) and compare them against a standardized set of criteria (financial and non-financial). It may be preferable to organize the comparison in a table format. See example table in the Business Case Guide. 4.2 The Preferred Option 4.2.1 Recommendation Present the recommendation in a straightforward manner, clearly stating why the organization will benefit by focusing its investment on one particular option. 4.2.2 Deciding Factors Identify the deciding factors (financial and strategic) for selecting the preferred option. See common and possible factors in the Business Case Guide. 4.2.3 Costs Provide a brief summary of the preferred option’s costing estimates and link them with the components of the work streams. See information on accrual accounting-based costs and Treasury Board Submissions in the Business Case Guide. 4.2.4 Risks Illustrate why the identified risks are acceptable. Narrative may be included to further contextualize the key factors supporting the overall risk assessment, which include impact, probability, outcomes, and so forth. A useful tool is the Treasury Board PCRA. 4.2.5 Implementation Plan Outline how the project will be implemented. Provide an implementation plan (strategic work plan) to demonstrate that the proposed investment has been appropriately thought through and that the estimates presented are within an acceptable degree of accuracy. Justification and Recommendation Summary: A full comparison of each viable option against the evaluation criteria has been completed and the case is made to recommend a preferred option based on its net advantages over all other viable options. Page 165 of 173 Phase 2 Checklist: The following questions are answered: How will we get there? – by presenting the viable options—and associated costs and benefits—for detailed analysis and assessing them against the evaluation criteria that is used to determine an overall recommendation What is the best option? – by making the case to recommend a preferred option based on its net advantages over all other viable options Page 166 of 173 Phase 3: Management and Capacity 5. Managing the Investment Complete the following sections to describe, at a strategic level, how the investment will be managed. 5.1 Governance and Oversight Demonstrate where and how the proposed investment would fit within the organization’s broader governance and oversight structure. 5.2 Project Management Strategy Demonstrate that the organization has and will apply a sound methodology to manage the project during its life cycle and through post-implementation. 5.2.1 Project Review Strategy Provide an overview of the methods and processes that have been or will be implemented to gauge the project’s progress and how that progress will be communicated to the project team, project sponsor, and other stakeholders. 5.3 Outcome Management Strategy Describe how the organization will address outcome management, i.e. tracking of outcomes, outcome owner engagement, outcome target metrics and time frames, and outcome reporting process. 5.4 Risk Management Strategy Demonstrate that the organization has a function in place to manage the risks of the project. 5.5 Change Management Strategy Describe how the potential impact of the proposed change on organizational culture, systems, and processes and on people working within and with the invested organizations will be managed in later stages of the project management process. 5.6 Performance Measurement Strategy Indicate how the organization will address performance measurement for project implementation and benefits realization. Managing the Investment Summary: How the investment will be managed at the strategic level is described. Page 167 of 173 Phase 3 Checklist: The following questions are answered: Where and how will the investment fit within the organization’s broader governance and oversight structure? – by describing the governance and oversight strategy for the investment How will the project be managed and reviewed throughout its life cycle? – by describing the project management strategy for the investment How will the business outcomes be realized? – by describing the outcome management strategy for the investment How will the business risks be mitigated and managed? – by describing the risk management strategy for the investment How will change be managed and implemented? – by describing the change management strategy for the investment How will performance be measured? – by defining the project implementation and benefits realization performance measurement strategy Page 168 of 173 Appendices Glossary of Acronyms and Terms Provide all acronyms in full and define all terms required to understand the business case properly. Acronym In Full Term Definition Page 169 of 173 Executive Assistant & Communications Liaison Committee of the Whole January 20, 2020 Submitted by: Erin Legg Executive Assistant & Communications Liaison Hello Mayor Spence and Council, Business Visits: On December 12 I accompanied Mayor Spence and Prairie Sky Chamber of Commerce President, Tracey Fesiuk, to a few more business visits. We met with the owners of NotAGymSK (501 Neufeld Street), and they put us to work right away on the rowing machines. After that, we visited with Ashley Doell TPI Travel Consultant in her home office, where she’s worked for the past four years. The last stop that day was to the home office of Darla Read of Postpartum Darla, where she explained the services she provides to moms and dads in the area. On January 15, we met with the owner of Hana Books & Gifts Store (1211 Boucher Ave). She had some other local business owners and soon-to-be business owners also meet with us, and they enjoyed discussing adjusting to life in Warman. SaskAlerts Training: In December I completed my quarterly SaskAlerts practice exercises in order to remain qualified to issue live alerts in case of an actual emergency. The next exercises are due in March 2020. Respectfully submitted, Erin Legg Executive Assistant & Communications Liaison Page 170 of 173 Executive Assistant & Communications Liaison Committee of the Whole January 20, 2020 Facebook (December 1st to December 31st): During this period, the City of Warman Facebook account (@WarmanCityHall) made 30 posts, and gained 14 new page followers and 14 new page likes. The following is a summary of the top five posts for this time period. Date Content Media Reach Post Reactions, Posted Clicks Comments, Shares December Today at noon, Warman's newest grocery video/ 5,351 997 271 6, 2019 store - Buy-Low Foods - opened its doors! photo Prior to the ribbon cutting and speeches by Mayor Spence, MLA Nancy Heppner and Don Bregg, president, the sidewalk in front of the store filled with residents eager to check it out! Welcome to Warman! December The folks at NOT A GYM sk were sure photo 3,795 650 116 12, 2019 energetic when Mayor Spence and Prairie Sky Chamber of Commerce Chair Tracey Fesiuk stopped in this morning for a tour – they even had Mayor Spence on the rowing machine for a brisk mid-morning exercise break! After that, Ashley Doell - TPI Travel poured some coffee and sat down with the two to talk about her travel business, and inspired some wishful winter vacation dreams! Thank you! December TONIGHT from 6 p.m. to 9 p.m. is the photo 3,690 625 85 4, 2019 GRAND OPENING CELEBRATION of Laserology Skin Clinic and Fynesse Cosmetic Injection Studio (37-810 Centennial Boulevard)! Guests will not only have the opportunity to grab some amazing deals (such as 50% all laser treatments, 30% off all retail products, BOTOX for $8/unit and dermaplaning for $75), but also have the chance to tour the beautiful, inviting clinic space. Mayor Spence, Prairie Sky Chamber of Commerce president Tracey Fesiuk, and City of Warman Economic Development Officer Josh Welz got a personal tour by Haley and Raelene, and learned more about the science behind what each woman specializes in. Congrats on opening the clinic! December That was quite the snowfall over the photo 3,654 354 67 Page 2 Page 171 of 173 Executive Assistant & Communications Liaison Committee of the Whole January 20, 2020 31, 2019 holidays! Our snow removal crews will be out removing all of the excess white stuff on Thursday. They will be in the following neighbourhoods on Thursday: • Maple • Redwood • Silver Birch ... and here on Friday: • Martens Cres, Lane, Ave and Street Please help our snow crews out and move your vehicle (where possible). This will ensure timely and complete snow removal service. Have a Happy New Year! December Congratulations Coralie Bueckert! Our photo 3,360 255 325 18, 2019 Recreation & Community Events Supervisor was recently recognized for her 15 years of service with the City of Warman! Coralie started with the Town of Warman on July 19, 2004 as an Assistant Development Coordinator for the Recreation and Community Services Department. Over the years, Coralie has worked hard to provide numerous programs and events for the community. She was promoted to her current position of Community Programs and Special Events Supervisor in January 2011. Coralie is passionate about her work and is well respected in the recreation and leisure field. She’s involved in various boards and committees, and is past president of the Saskatchewan Parks and Recreation Association. Thank you for all that you do! Page 3 Page 172 of 173 Executive Assistant & Communications Liaison Committee of the Whole January 20, 2020 Twitter (December 1st to December 31st): During this time period, the City of Warman Twitter account (@CityofWarman) sent 26 Tweets, gained 5 new followers, and earned more than 19,000 impressions. The following is a summary of the top five Tweets for this time period. Date Content Media Impressions Post Likes, Posted Clicks Retweets December Congratulations Coralie Bueckert! Our photo 1,898 5 31 18, 2019 Recreation & Community Events Supervisor was recently recognized for her 15 years of service with the City of Warman! Coralie is passionate about her work and well-respected in the recreation and leisure field. Thanks for all you do Coralie! December Warman is a lovely city, don't you video 1,436 5 20 18, 2019 agree? Merry Christmas from all of us to all of you! @Warman_Rec @WarmanFire @ctvsaskatoon December The crew at NOT A GYM sk believes photo 1,159 6 3 19, 2019 everybody’s fitness journey can be fun, and has created an inclusive space for members. They provide classes in kickboxing, kettlebells, rowing and yoga. Want to give it a try? Your first class is free! https://bit.ly/38YYMxU #BusinessSpotlight December Local business visits today! The folks at photo 801 4 6 12, 2019 Not a Gym SK welcomed Mayor Spence and @PrairieSkyCC Chair Tracey Fesiuk this morning for a tour. After that, Ashley Doell - TPI Travel sat down with the two to talk about her travel business. Thank you! December Ken Fiddler and Doug Brown reached a photo 777 0 8 19, 2019 milestone with the City of Warman: 10 years of service! A whole decade of hard work and accomplishments. Thanks Ken and Doug! Your contributions are greatly appreciated! Page 4 Page 173 of 173