Association of Yukon Communities Board of Directors Meeting Westmark Whitehorse Whitehorse, Yukon 8 December 2012 MINUTES

In Attendance:

Executive and Directors

Mayor Elaine Wyatt - President Mayor Wayne Potoroka – 1st Vice-President Councillor Betty Irwin – 2nd Vice-President Mayor Dan Curtis - Whitehorse Councillor John Streicker - Whitehorse Councillor Tara Wheeler – Carmacks Councillor Cynthia Kearns –Watson Lake Mayor George Nassiopoulos – Haines Junction Mayor Clara Jules – Teslin Mayor Scott Bolton – Mayo Councillor Bill Kendrick – Dawson City Councillor Perry Savoie – Marsh Lake LAC

Members

CAO Cory Bellmore – Carmacks CAO Jeff Renaud – Dawson City CAO Michael Riseborough – Haines Junction Councillor Denise Johnston - Teslin

Staff

Paul Gudaitis – Executive Director Laura Eby – Manager of Operations

Absent:

Directors

Mayor Heather Campbell - Faro Mayor Richard Durocher – Watson Lake

Associate Members

Councillor Peter Percival – Hamlet of Mount Lorne LAC

Board of Director’s Meeting – Whitehorse, Yukon December 8, 2012 Page 1 of 9

Councillor Dan Kemble – South Klondike LAC Councillor Martin Luehmann – Ibex Valley LAC Chief Math’ieya Alatini – Kluane First Nation Councillor Paul Dabbs – Tagish LAC

1. Call to Order – Elaine Wyatt

After a 911 services outside Whitehorse presentation by Jim Regimbal and Clive Sparks - Yukon Fire Chiefs Association, followed by a Tourism Industry Association of the Yukon presentation by Neil Hartling and John Robertson, the meeting was called to order at 10:17 a.m. President Elaine Wyatt welcomed everyone to Whitehorse.

2. Adoption of Agenda – Elaine Wyatt

Motion BD12-030 THAT the Agenda be adopted as presented.

Moved by: George Nassiopoulos Seconded by: John Streicker Carried

3. Adoption of the Minutes from the September 15, 2012 Board Meeting

Motion BD12-031 THAT the Minutes of the September 15, 2012 Board Meeting be adopted as presented.

Moved by: John Streicker Seconded by: George Nassiopoulos Carried

4. President’s Report– Elaine Wyatt

Members were directed to the report provided.

President Elaine Wyatt (President Wyatt) thanked everyone for the condolences. She noted that the office space purchase agreement.is more than expected and that she will be meeting with the realtors next week. President Wyatt noted she met with Minister Taylor and received an update on the comprehensive municipal grant (CMG). She also noted she met with Minister Dixon and Minister Taylor regarding landfills and the challenges each community has. A landfill committee was discussed and agreed that YG would appoint 3 members and AYC would appoint 3 members to the group. President Wyatt noted that AYC was invited to a round table that was being hosted by Minister Aglukkaq on the World Executive Council for Arctic Development, a written submission was drafted by the remote and Northern Forum as well as the FCM board and submitted to Minister Aglukkaq. President Wyatt noted that the president of Federation of Canadian Municipalities (FCM) Karen Liebovici is interested in coming to the Yukon for AYCs next board meeting in March.

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President Wyatt noted she spoke with Minister Flaherty and stressed that recreational infrastructure in the north is not a luxury but a necessity. He indicated that he would keep in touch with her regarding any further developments. President Wyatt noted she met with Ryan Leef in Ottawa and did bring up the parks issue as well as the closing of the Revenue Canada office in Whitehorse. President Wyatt noted that AYC’s contribution increase request to YG was denied. Executive Director Paul Gudaitis (ED Gudaitis) noted that he and President Wyatt discussed their concerns with Minister Taylor about the asset management and the costs involved to the communities.

Motion BD12-032 THAT the Presidents report be adopted as presented.

Moved by: Tara Wheeler Seconded by: Clara Jules Carried

5. Executive Director’s Report- Paul Gudaitis

Members were directed to the report provided.

ED Gudaitis noted he is involved in several working groups including the oil fired appliance working group. He advised members that he advocated for recommendations to be reflective of community needs. ED Gudaitis noted he is involved in the Community Profiles Working Group who are working on a new community profiles website and expect it to go live in March 2013. ED Gudaitis indicated he is the AYC rep on the Governance Committee on Water and Waste Water Operator Program and they are working to establish local capacity for ongoing training. ED Gudaitis noted that he is part of the Land Titles Working Group and the intention is to develop a better Land Titles Act. ED Gudaitis noted that Minister Taylor and Minister Dixon were both supportive of the landfill working group and they expect to form the group in December, start work in January and complete the working group in March 2013. ED Gudaitis noted the FCM AGM is in May-June of 2013 and encouraged everyone to consider going as he plans to have a Yukon hospitality suite. Mayor George Nassiopoulos (Mayor Nassiopoulos) asked what the solution was from the oil fired working group regarding technicians in the communities, ED Gudaitis responded they are looking at saving costs by sending technicians when there are several oil fired appliances to be fixed/updated. Mayor Clara Jules (Mayor Jules) noted she feels the Yukon College should be training locals in each community. ED Gudaitis indicated the Yukon College is working on developing new training in the communities. Mayor Nassiopoulos would like the AYC board to consider allocating AYC funds to training for municipal staff regarding water and waste water.

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Motion BD12-33 THAT the Executive Directors report be adopted as presented.

Moved by: John Streicker Seconded by: Wayne Potoroka Carried

6. Committee Reports

6.1 Finance:

6.1.1 Reports to August 31, 2012 – Laura Eby

Members were directed to the reports provided. After some discussion the financials were accepted as presented. President Wyatt noted she will contact Ibex Valley regarding their membership dues. She also noted she plans to start community tours in January 2013.

Motion BD12-34 To accept the November 30, 2012 Year-to-date Financial Statements.

Moved by: George Nassiopoulos Seconded by: Tara Wheeler Carried

6.1.2 Provisional Budget 2013 – Laura Eby

Members were directed to the provisional budget provided. Laura Eby noted there were still a few unknowns in the budget as it was not yet clear where the AYC office may move to. Mayor Nassiopoulos suggested the board entertain the idea of reducing membership fees if the AYC continues to have a surplus. After some discussion regarding the new CMG and transfer payments it was noted that AYC will invoice membership fees at 1% of the CMG only NOT including the fire supplement. It was recommended to accept the provisional budget so that the AYC office can continue operations, and provide a revised budget at the March board meeting.

Motion BD12-35 To accept the 2013 provisional budget as presented.

Moved by: Wayne Potoroka Seconded by: George Nassiopoulos Carried

6.2 Community Training Trust Society(CTTS) – Tara Wheeler

Councillor Tara Wheeler (Councillor Wheeler) noted the board has welcomed four new directors Angie Charlebois, Stan Westby, Tracy Burns and Joann Aird. She noted that CTTS has a new contribution agreement for 50K for the 2012/2013 year and to date CTTS has received half. Councillor Wheeler noted the board will meet again next week

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and has several applications to consider. She noted CTTS continues to receive more and more applications from First Nations. 1st Vice president Wayne Potoroka (1st VP Potoroka) suggested that letters be sent to the First Nations to invite them to be members of the AYC.

6.3 OTOF Committees Progress & Community Affairs Update

Carolyn Moore noted that community affairs will be getting a new advisor- Kirstin Mueller.

CMG Anthony DeLorenzo provided a CMG update. He noted that the draft regulations were given to the CAO’s December 7, 2012 and there will be a phone conference briefing on December 13, 2012. He encouraged CAO’s to play around with the calculations and ask any questions they may have. He noted the deadline for feedback will be December 21, 2012, unless otherwise indicated. 1st VP Potoroka asked how the process transpired from YG taking over the fire departments, to providing a supplement, to providing a 50k supplement each year for 5 years. Anthony DeLorenzo suggested different solutions were derived from the original announcement in 2010.

MARC Carolyn Moore noted that AYC has appointed a new member (Councillor John Streicker) to the municipal act review committee (MARC) and they will be meeting again in January 2013. They hope to have issues brought to the AGM in May.

Implementation Committee 2nd Vice president Betty Irwin (2nd VP President) noted the Implementation Committee hasn’t met in a while but will be meeting again in January, and will further update the board in March.

7. Old Business – Projects update

7.1. Office Space – Paul Gudaitis

President Wyatt noted the purchase agreement price was higher than anticipated, so she will meet with the realtors next week to discuss options. If the realtor does not reduce the price then ED Gudaitis will look at other options to buy or lease. Mayor Dan Curtis suggested that the president and ED talk to the developer, and offered to go to the meeting with them. Councillor John Streicker suggested they ask to reduce the overall square footage.

Break at 12:00 pm Reconvened at 12:30 pm.

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After lunch, some discussion revolved around signing authorities, and previous motions and resolutions regarding the purchase. 1st VP Potoroka noted that any decision will be discussed with the board prior to making a final decision. President Wyatt noted that ED Gudaitis will keep the board informed of the progress. After some discussion the following motion was carried.

Motion BD12-36 The board authorizes the executive to expend up to $442,000.00 plus GST for the purchase of Suite 204 at the Waterfront Station in Whitehorse.

Moved by: John Streicker Seconded by: Tara Wheeler Carried

Mayor Clara Jules was opposed.

7.2 GreenGym – Laura Eby

Laura Eby gave an update regarding the Green Gym equipment as follows:

 In April AYC was approved for $80,918.00 from CDF for Green Gym equipment for 4 communities

 In May AYC paid $36,644.93 to Green Gym ½ of the order cost to start the production of the order

 The order was to be completed by the beginning of August (several phone calls during the waiting time and they always confirmed the order was on schedule)

 The order was delayed to Sept 24, after several calls the owner talked to all the maintenance men and CAO’s in each community on a conference call and explained how to get the land ready. Dawson got their land ready so in turn have put $15000.00 into the project so far.

 Sept. 25 the owner sent an email indicating he has new US investors, and he will advise in a couple days when the equipment will be ready.

 Oct. 10 Laura e-mailed again, he still didn’t know when the equipment would be ready. That was the last she heard from Green Gym.

 Laura sent an email Nov 8 asking for the return of the deposit. No reply, Laura has called Nov 20,27 Dec 4,5 left messages with Admin, Accounting, and Trevor (sales rep) no response.

Councillor Bill Kendrick suggested AYC post a complaint on CBC’s ‘Go Public’. Mayor Dan Curtis suggested a lawyer draft a demand letter.

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CAO Michael Riseborough suggested a search be done in Nova Scotia to clarify if the business has declared bankruptcy, insolvency, foreclosure, or receivership. After some discussion it was decided to have a lawyer send a demand letter and AYC would pay for it, if no response, then AYC would consider posting a complaint on CBC’s ‘Go Public”

7.3 Newly Elected Officials Training – Laura Eby

Laura Eby noted the Newly Elected Officials Training was very well received by all that attended. She noted 5 YG ministers attended as well as staff from Community Affairs and 32 of 42 municipal elected officials. She noted the budget for the training is about 30,700.00, and that AYC received funding from community development fund for $25,654.00. Some suggestions for future training included:

 Separating training for newly elected and re-elected officials  Having a ‘mock council’ for training purposes  More information regarding official community planning

7.4 Resolutions Updates – Paul Gudaitis

7.4.1 12-AT-02 Oil and Gas

ED Gudaitis noted this resolution has not yet been addressed. Councillor Bill Kendrick suggested this be brought forward to Community Services as well as Energy, Mines and Resources. Councillor John Streicker noted he is part of a public consultation committee for oil and gas and suggested AYC become part of the discussion.

7.4.2 12-AT-03 Landfill Liability

ED Gudaitis referred to the solid waste working group discussion regarding landfill liability with regards to the direction being taken.

7.4.3 12-AT-05 Designated material Regulation

ED Gudaitis noted a letter has been received from Minister Dixon, who replied in September indicating YG is currently preparing to amend the designated materials and the beverage container regulations in collaboration with community services as they are the managers of the recycling fund. They expect to begin work on the amendments over the next year.

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7.4.4 12-AT-06 Beverage Container Regulation

7.4.5 12-AT-07 Cross Town Packet Charges

ED Gudaitis noted he will revisit this resolution as the CRTC has denied Northwestel their request for funding to improve their infrastructure.

7.4.6 12-AT-08 Community Center Facilities

ED Gudaitis noted the issue was brought forward as part of the long term infrastructure planning (LTIP) discussions with the Federal Government. He noted he and President Wyatt met with Minister Flaherty and stressed the importance of recreational facilities in the north.

8. New Business

8.1 Solid Waste Working Group – Paul Gudaitis/Anthony DeLorenzo

ED Gudaitis noted he is looking at appointing members in December and getting the group started in January, then finishing the work by March 2013. Anthony DeLorenzo noted that YG is working on ratifying issues on their end. ED Gudaitis noted YG intends to have someone from YG finance on the committee and that the committee will be co-chaired by AYC and YG. Mayor Nassiopoulos questioned why there was such a short time frame, and if there was a terms of reference. ED Gudaitis suggested a deliverable would be completed by March. President Wyatt suggested once the group is determined, they would establish the terms of reference. Councillor Cynthia Kearns noted that Watson Lake is having issues with landfill burn permits, they received a recent extension but it remains an urgent issue. Anthony DeLorenzo noted they hope to have findings established by the working group by the AYC AGM. He will also follow up regarding the extension requests for the permits. The board was asked to submit names of recommendations for the committee to ED Gudaitis by December 20, 2012 and the executive will make the final decision during the executive call on Dec. 20. ED Gudaitis will put a call out to remind CAO’s Monday Dec. 10, 2012, as not all were in attendance.

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8.2 Call for Resolutions – Wayne Potoroka

1st VP Potoroka placed a call for resolutions and suggested board members talk to their councils and bring forward resolutions to himself and ED Gudaitis by February 15, 2013.

8.3 Business arising from presentations – Paul Gudaitis

After some discussion the following motions were carried:

Motion BD12-037: To request that Yukon Government reconvene the 911 committee and to send a letter of support to the Yukon Fire Chief Association.

Moved by: Wayne Potoroka Seconded by: Clara Jules Carried

Motion BD12-038: AYC objects to recent cuts effecting Parks Canada and advocates for the restoration of funding that could allow for the care, interpretation and visitor presentation of our heritage sites and materials.

Moved by: Wayne Potoroka Seconded by: Tara Wheeler Carried

9. Other

9.1 Next Board Meeting – Teslin, Yukon March 2, 2013

10. Adjournment – Elaine Wyatt

The meeting adjourned at 2:46 pm.

Moved by: Wayne Potoroka Seconded by: Dan Curtis Carried

Motion BD12-039 Moved that these minutes be approved as presented or amended.

Moved by: Seconded by:

Signed this 2 day of March, 2013

As witness to the approval of these minutes. ______President 1st Vice President

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