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Joint Council - New agreement needed for Tenth Anniversary CACF Medical Assistance Fund

posted Mar 9, 2018, 12:18 PM by Kathy Carr
The Joint Councils of Carberry and North Cypress-Langford met on February 26, 2018 in the council chambers, with Mayor Olmstead in the chair and all councillors present except Mann, Drayson and Tolton.
Also present was a delegation from the Carberry and Area Community Foundation, comprising Brianna Renwick and Blair Graham. They were present to discuss the complexities of the various health-related funds that the CACF holds for the two councils. In particular, the “Tenth An­niver­sary CACF Medical Assistance Fund” is about to mature, and is in need of an updated agreement.
Originally, the intention was to use the fund to assist individuals in health-related financial difficulties, but the Canada Revenue Agen­cy, who keeps a tight rein on charities, does not allow a Com­munity Foun­dation to fund individuals directly. The work must be done through a charity with a license. That was the first change required in the mandate. Secon­dly, the fund was to act as a “flow through,” allowing the capital to be drawn down at need, and replenished at a later time. The Foundation’s normal operating method is to hold the capital untouc­hed in perpetuity, and distribute only the interest. In order to allow draw down, the funds must be invested locally in short-term investments which can be drawn from, and which pay a very low return. Locked in funds are placed with the Winnipeg Foun­dation, where they can earn considerably higher interest.
The fund was capitalized with $100,000 originally and has been drawn as low as $84,000 at one point, in order to assist the Town and the Rural Municipality to bring TeleHealth to the Carberry Health Centre and other projects. 
The fund is being brought back to its theoretical floor value of $90,000, which it will achieve just as the fund matures in June.
The Health Committee will have to meet with the CACF and the Financial Officer to decide how to set up and handle the funds that are in place. There is the Tenth Anniversary Fund at $90,000, the Carberry Community Health Care Fund at $300,000, and a Health Emergent Needs Fund at $50,000 which has been used for some of the costs of physician recruitment.
Because the CACF is allowed only to do flow-through donations within a single year, the councils may have to set up a reserve within their own books for that sort of use, but the most effective use of the funds is to place them fully with the foundation, and reap the higher interest. The agreements enabling the funds must also be clear how to treat the annual interest that is generated. It can be apportioned to local initiatives and beneficiaries at the discretion of the CACF, or it can be given to the councils to either strengthen the reserves for emergent needs or be returned to increase the capital endowment. This will be a difficult set of decisions for the committee to frame and bring back to joint councils.
Brianna and Blair were thanked for their presentation, and agreed to attend the Committee meeting that will discuss these matters in detail.
Unfinished Business
With the Mayors, Reeves and CAOs meeting coming on April 10, and the Municipal Officials’ Seminars on the 11th and 12th, the attendance was confirmed of Reeve Adriaansen, Mayor Olmstead, and CAO Jones.
The Municipal Weed Issues seminars, to be given this year in Carberry at the Memorial Hall, will be attended by Weed Supervisor Loney, and Councillors Camp­bell, B. Anderson, and Drayson. Summer student Kwiatkowski will also be offered a place.
The Convention of the Manitoba Municipal Ad­ministrators Association, to be held on April 22-25, will take the CAO, the ACAO, and the FO out of the office for three days. Councils agreed that the professional development and the networking would benefit all three, and expressed hope that the office is in shape to comfortably work through their absence. One item that will have to be changed is to move the Joint Councils’ meeting from the 23rd to the 30th, which is no problem in a month with five Mon­days.
Councillor Tolton, who was unable to attend the meeting for health reasons, had sent along an e-mail expressing his concerns about the town in taking over paying for the Municipality’s subscribers to CodeRed when the Municipality had expressly declined to continue to support it. In defence of their action, Councillor MacGregor assured the meeting that the intention was only to support the wishes of the Joint Fire & Rescue Service, who are very much in favour of the system. They thought that they could offer to pay for the Municipality’s subscribers without its being in any way insulting. The Municipality made their decision, as Reeve Ad­riaan­sen pointed out, on the basis of a very low buy-in from Municipal residents, and a fear that use of the system for so few would create a false sense of security. The return on the Munici­pality’s investment was too small to continue. The Mayor reminded Council that many Town citizens work within the Munici­plaity, and Coun­cillor J. Anderson echoed the support of the Fire Depart­ment for retaining CodeRed.
With assurance that no overreaching was intended, and no reflection on the Municipality’s decision, the Town’s councillors agreed to continue to support rural subscribers to CodeRed.
General Business
Councils agreed to be silver sponsors of the McCain Clear Lake Golf Classic for $2000, and to split the cost evenly between the town and the municipality.
The Royal Bank, unlike other local banking institutions, has fees to allow the municipalities to be a payee on their system for taxes and utility payments. With concerns that a percentage of a tax account would be an unwarranted burden, councils declined to register as a payee.
A letter from Western Financial Insurance recommending that any group other than those under councils’ control (Arts Council, Rec Board, etc.) using municipal facilities be required to carry their own “floater” insurance was noted and discussed. Councils agreed that requiring socials, birthday parties, clubs or recreational classes to carry their own insurance to use the municipality’s hall, pool, or ball diamond, would pretty much cut off uses of the facilities. Some councillors went so far as to suggest that it sounded like a cash grab for the insurance agents. Mayor Olmstead, who is directly involved in the insurance business, will check out how serious this requirement will be at the upcoming AMM board meeting.
Taxervice will be raising their fees for arranging payment options for those in tax arrears. These fees will not add to the cost for the municipality, but will add to the tax bill the defaulters face. Reeve Adriaansen asked the CAO just how much warning a defaulter re­ceives before his account is turned over to Taxer­­vice. He was as­sured that the municipality themselves send out a minimum of three warning letters of increasing severity, and that Taxer­vice themselves send out more before taking more severe action.
Committee Reports
The CAO reports that work is continuing steadily on by-laws and accounts, and that budgets are getting finalized for 2018. The special recreation by-law has required more time than expected, but is in hand.
She spoke of the leadership course in Portage with approval.
Remaining are the complex agreements between the town and the municipality to cover the sewer hook-ups at the boundary between the two.
She thanked the staff for their help when she was immobilized by cold and flu.
The ACAO has been working on drafting an agreement with the RM of Rosedale for water line connection, which has involved a lot of communication back and forth with the Rosedale CAO and the Public Utilities Board.
A finance “boot camp” she attended in January with the FO was helpful to the point of overload. As a suggestion she thinks that January, when everything is so busy, isn’t the ideal time for such PD. She is close to the successful end of her current accounting course, and has signed up for another in April.
She has been working on the Special Service by-laws for the Munici­pality’s Rec Districts, and grant applications to MMO.
Financial Officer McConnell reported in detail on the two day Financial Workshop she attended with the ACAO. She found it very helpful.
Service by-laws, and year-end pension reporting and T-4s.
 The manager of Parks, Facilities and Sanitation reports that the rink is busy and its equipment working properly. Work is being done on the handi-van garage and the Building committee has settled a priority list, which starts with the ball park washrooms and campground, and goes on to foundation sealing at 122 Main, brickwork at the Museum, and lighting at the Library.
The engineering asses­s­ment of the Old Town Shop has been completed, but the report isn’t in. It may have some problems to report.
Summer student positions for the parks have been applied for, and flowers ordered for the cemetery.
The new sanitation contract has been re­viewed and will soon be ready to sign.
The Arts Council reports that they have secured a Healthy Together Now grant, and support from the Com­munity Foundation to present a dance workshop for the week of July 2-28 with choreographer Stephanie Strugar of Difinity Dance Studios of Winnipeg.
In the afternoon of March 10 they will be presenting a Ukrainian bread making and Easter egg decorating workshop in the basement of the old Town Hall. (Registration is $20)
Thursday, March 15, with the aid of the Manitoba Arts Network, they will present a song-writing workshop and performance by the band Speed Control. Much of the organizing and promoting of the event will be handled by a mentored group of Carberry students.
April 7th will see a Ladies’ Night fundraiser featuring an 80s theme and cocktails, dinner and musical entertainment, with support from the Farmery. Tickets are $40.
There will be interviews for the post of Rec­reation Programmer on Friday, March 2. Several applications have been shortlisted.
CDC Zander, attending to the goings on of the CDC and Hall, re­ports that the Hall and its board have been busy with personnel concerns and inventories of kitchen, tables, and chairs. Book­ings are busy. More bartenders are needed and some have come forward.
She has attended a couple of meetings about the soybean processing plant promotion.
She is working on the Chamber Volunteer awards, and Chamber renewals, and settling how Carberry Bucks (taking over from Chamber Bucks) will be handled now that they are a shop local initiative of the Community Development Committee rather than of the Chamber.
Ken Storie, who works with the Heritage department, has a new project to create a heritage website for Carberry. Zander has been meeting with him and Jolene Balciunas of the Museum board.
Evergreen Environ­mental has sold a picking line they had, and will use the proceeds to buy LED lighting for their facility. They have reported trouble with loads brought in by a local company that are evidently of mixed nature — garbage with recycling, one municipality’s with another. This will have to be cleared up. Another problem has to do with a contractor who bills his clients for the tipping fees for construction waste, and then fails to pay Evergreen. If he can’t be made to play fair except after costly legal action, he will be banned from the facility.
Carberry/North Cyp­ress-Langford Fire Depart­ment has seen mostly vehicle accidents this month. Fire inspections are up to date. Two new sets of turnout gear and a kid’s set (for the Fair) have been ordered.
At the February meeting, the councillors present were asked about the status of CodeRed, which the department favours. They will continue to promote the service, and sign up more residents.
They have members signed up for courses in Farm Accident Rescue, and First Aid. Chief Loney and EMO officer Wells attended a seminar from CP Rail on Train Incident Preparedness. Another course on Wildland Firefighting for Structural Firefighters is to be given in April, and they are hoping to send anyone who can attend during the week.
The antiquated FleetNet radio system the province provides is to be replaced with a digital system. The RFP is closed, so it would be wise to set aside money for the replacements when they are eventually offered.
Concerning the Mus­eum, the Municipal Office has received a request from a gardener who is heavily involved in the raised and ground level beds behind the museum, to place a small shed for tools etc., next to the one the museum already has there. The request will be forwarded to board chair Gloria Mott.
Gloria reports that the board has been busy, brightening displays and incorporating some new material on the old airport recently received from McCain’s. A new member, Jolene Bal­ciunas, has been seeking grants, and working to do a museum podcast. Peggy MacPher­son has been hard at work entering the collections on a data base.
The fundraising concert of Celtic music with Shameless Folk was a great success and netted more than $1000. It is earmarked for repairs to the porch of the Gingerbread House.
The annual meeting will be held on March 12 at 7:00 p.m. in the old Town Hall Council Cham­­bers, in conjunction with the Archives. Councillors and the public are invited to attend.
The Planning Com­mittee has been working on a revised and updated Planning Document, and will be holding Open Houses to advise the public and seek feedback. A lot of the work involves aligning the regulations of the original Cypress Planning Dist­rict with the old Lang­ford RM. There is also increased regulation from a provincial level. Meetings will be held in Carberry on April 5, from 4:00-7:00 p.m., probably in the old Town Hall, and in Glenboro on April 17, same times, in the Fire Hall.
Service for Seniors and the Handivan — Service for Seniors is soon running driving courses, and a Scooter Safety course. Their grant application needs audited financial statements, but should be ready by the end of March. The application for Mobility Disad­van­taged Transportation Fund application is due March 1st, and also requires audited financial statements.
Prairie Mountain Health Region is hosting this year’s Resource Coordinators’ Con­feren­ce. These are the people who provide services and meals to seniors to enable them to stay safely and independently in their homes. The As­sociation of Support Services Coordinators meet annually to exc­hange professional deve­lop­ment and network. All resource councils are non-profit, so the region has to seek funding to cover the cost of the conference. They are asking councils for financial support to this end.
Around the Table
Councillor Davidson reported from the Assin­iboine Delta Aquifer Management Advisory Board that they are seeking to update and confirm their terms of reference. They represent federal, provincial and municipal governments, along with industry and producers. They will be forwarding their proposals to both councils.
Mayor Olmstead reports that various Provincial Departments will be performing re­views in the near future.  It will be well to be on the lookout for downloading of responsibilities, but there is also a hope that there will be a reduction of “red tape.
The meeting adjour­ned at 9:10 p.m. Next Municipal meeting will be on March 12 and Town meeting will be on March 13. The xext Joint Council meeting will be held on March 26.

by John McNeily
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