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Municipal Council - Update on what is happening in the Public Works department

posted Jun 18, 2018, 7:31 AM by Kathy Carr
The council of North Cypress-Langford met on Monday morning, June 11, at 8:45, with Reeve Adriaansen in the chair, and all members present except Jackson. Also present were CAO Jones, Development Officer McEntee, and Public Works Foreman Dave Chandler.
Chandler was present to bring council up to date on work under way. He has been asked to widen an approach for Roger Haynes, whose property is on the western boundary of the municipality. His approach is across a deep ditch, which will require a backhoe to remove the present culvert, a new culvert pipe, and quite a bit of fill to bring the extra width up to level. Haynes has offered clay from his yard for the purpose.
Council agreed that work being done on the municipal road allowance should be done at municipal expense, to ensure that control of the work is maintained. Chandler was instructed to get the work done as cost-effectively as possible.
Chandler reports that he has a couple of quotes to bring the municipality’s dispatch radios up to quality. He will require nine new units and four of the present ones overhauled, for a price of $6500. He recommended the quote of Prairie Mobile Communications, because he is more comfortable with the units they offered (Kenwoods). The other quote he had was for virtually the same price, but had a different manufacturer’s units.
Chandler went on to ask what could be done about a recent situation where three roads were closed simultaneously to accommodate the work of electrical and water crossings. Several local people and the public works crew were seriously disrupted, and the first Chandler heard about it was from the people inconvenienced. He asked whether local contractors needed council permits to do work of this kind. He was assured that the crossings involved were indeed approved (quite a while ago) and that all crossing app­rovals contained a clause that requires contractors to advise and coordinate with the Works Foreman. Part of the trouble is that where the crossings are simple, Development Of­ficer McEntee may issue a temporary approval, and the full permit, with conditions, may not be sent out for some time. 
etters will be sent to the two major local contractors (Smart’s and Sand­hills) reminding them of the need to consult with the foreman, and asking for a minimum of 48 hours’ notice.
Chandler had prepared an estimate for the work and materials needed to bring  Lessard’s road up to municipal standards, as requested at the previous meeting. His figure, which he thought was conservative, was $25,000, of which the municipality would pay half. He suggested that council make approval conditional on receiving evidence that Manitoba Hydro has been paid to put the planned power line into the workshop site.
Councillor Campbell questioned what was being done about the frost boils appearing on the road from Wellwood to Edrans, and elsewhere in the municipality. Chand­ler agreed that the past winter has been unusually hard on the roads, and that he is working to get the holes filled as quickly as possible.
Names were provided, if any additional beaver controllers were needed, but at this time we are staffed sufficiently.
Council thanked Chandler, who returned to work, while the council returned to their meeting.
Planning Matters:
Council then held a Public Hearing to discuss some variation and conditional use orders.
Sprucewoods Colony has been working for some time with Manitoba Sustainable Development and an engineering firm to develop a design for a manure handling facility to replace the present one for their hog operation. They have come up with a design that MSD can accept, that would require a variation order to reduce the setback of the facility from the road allowance for Rd 69N from 328’ to 150’.
The nearest neighbour to the facility, R. Drys­dale, has asked why the new facility is located so far to the east of the present one. He submits that the further west it is located, the greater setback from the road allowance can be maintained, and that though the present location is about 800’ further than required from his property, any additional distance would help with the inevitable odor issues.
In reply, Joey Waldner of Sprucewoods Colony stated that the intervening space to the west of the proposed facility is designated for an upgrade to the colony’s domestic lagoon. He also noted that the colony intends to plant a double row of poplars around the facility both for the aesthetics and as a windbreak which should reduce the spread of odor.
There were another two matters for the Public Hearing; a Conditional Use Order to approve a ten-acre subdivision for a Rural Non-Farm Dwel­ling in an AG zone, for Ray Whaley to build for a family member. The second is a Variation Order to approve that the balance of the 80-acre parcel (70 acres) be allowed in a zone where the minimum size of an agricultural parcel is 80 acres. The land in question is not intended for cropping, and is kept for pasture and wildlife habitat as is the adjacent 80-acre parcel to the west, owned by Mr. Whaley’s brother. No public submissions were received.
Council closed the Public Hearing and returned to their agenda.
Larry Wollman of Springhill Colony came before council to present the latest proposal for the route of the fibre optic cable being run from Acadia Colony to Spring­hill Colony by the HBNI (Hutterite Broadband Network Inc.). The route goes from the east side of Highway 5 along the right of way for Road 82N to Road 89W, and then north by 89W to Road 84N, where it follows the correction line and continues on up 89W to the end of NCL (at Rd 85N) and on to Springhill Colony at Rd 88N. There will have to be considerable care taken along the route; the simple work will be done with a vibratory plow, but there are places that will have to be directionally drilled — past the housing south of Hwy 16, under the Stony Creek, under the highway itself and the industrial land on the north side of the highway. All along the residential properties, the line will pass over the water lines, which are buried to eight feet. The fibre line will be buried to four feet. It will be in conduit, with vaults as necessary to break the run into manageable sections. Concern was raised about the possible problems if water lines must be repaired and the fibre line is accidentally damaged during the excavation. Wollman assured council that the line would be registered with ‘click before you dig,’ and the liability would fall on the contractor. HBNI will also be insured. The municipality will have no liability.
Council thanked Wol­lman for keeping them up to date, and for listening to their previously expres­sed concerns about the route originally chosen.
Returning to business, council passed resolutions approving the Variation Orders and Conditional Use Orders presented at the Public Hearing. In the case of Sprucewoods Colony, the Variation Order is conditional upon the Colony’s receiving all necessary permits approvals and licenses from Manitoba Sustainable Develop­ment, and that a shelter belt of trees be established aroun­d the facility. The two Orders for Ray Whaley were app­roved as presented.
A motion was also passed to authorize the purchase of radios from Prairie Mobile Radio as recommended by Fore­man Chandler. The funds will come from the equipment reserve.
The foreman was also approved to upgrade the road into Taylor Lessard’s land at a cost to the municipality (at 50% of the total) of $12,000 once proof has been received that Manitoba Hydro has been paid to run power into the property.
There are concerns that work done by Ryan Smith on his property may not be to the proper specifications of the municipality. The trees planted may be too close to the road, and the shut-off for the hyd­rant is not on municipal property but on Smith’s property right next to the hydrant. A survey would help to clarify this, and the municipality will have to assert the right to access the valve, and to require pruning or relocation of the trees if there are visibility or snow drifting issues. Smith has been asked to apply for a Variation Order.
The Planner has received a request from Mark and Pam Sumner to build a second dwelling on the quarter that they and their parents run a farming operation (MEC Farms Ltd.). As this is to be a second dwelling for a member of the family actively involved in the farming operation, council agreed that it was a permissible use in the AG zone, and authorized Plan­ner McEntee to issue a building permit.
Council moved to app­rove the route presented by Larry Wollman for the fibre optic link bet­ween Acadia and Spring­hill Colonies.
Council also approved an electrical crossing of Rd 57N between SE19 10 14WPM and NE18 10 14WPM for Don Dickson of Dickson Farm Ven­tures Ltd., on condition that the wire be encased in a sleeve, and that the top of the sleeve be a minimum of 3’ below the lowest point of the crossing.
An application has been received from David Baron for the subdivision of two adjacent ‘dryland corners’ of quarters ser­ved by irrigation pivots. The resulting roughly triangular plot is to be used for grain and vegetable storage. Since this is an ac­ceptable agricultural use in an AG zone, council approved the subdivision of the 8.417 acre parcel described from the half section known as S12 12 16WPM.
The planner has received a request from Sheldon Wiebe of J.P. Wiebe Ltd. to remove an old culvert across Rd 59W (apparently once used to house a water crossing) and replace it with a new buried 8” water line from SE33 10 13WPM to NE28 10 13WPM. He will be advised to consult with Foreman Chandler about the work, which was approved last year.
The CAO received an inquiry from a real estate agent, whether an RTM could be set up on a lot in the Strawberry Lane subdivision as a temporary dwelling while the owners construct a new dwelling. Jones referred the question to McEntee, who consulted with Devin Dietrich, Bran­­don Com­munity Plan­ning. Diet­rich’s advice was that though there were avenues through which changes might be made, the development agreement for Strawberry Lane specifies no mobile or modular home is permitted, and makes no provision for temporary dwel­lings. Un­der these circumstances, he advised not to make any changes. McEntee and council accepted this advice, and the real estate agent will be so instructed.
The Highways Depart­ment has approved the access for the municipal road that will pass the planned subdivision for Robert Dane in NE31 10 15WPM. 
Highways has also requested that the Depart­ment of National Defence agree to share the access to Highway 5 that will be built for Taylor Lessard, but to this point the DND have not answered.
Riverbend Colony is asking to erect a 50’ x 230’ chicken barn along the portion of the Mel­bourne Road that runs through the colony and not much further. The colony owns seven of the eight quarters that the road serves and has an initialed map indicating that the owners of the eighth are not opposed. The barn is to be set up closer than the 120’ setback required; they are asking for a setback of 60’, noting that there are already some structures set that close. McEntee’s suggestion is that the Variation Order be app­lied for, and all the non-complying structures be covered, even if retroactively. He will verify with the remaining landowner that his approval has been secured. If that is the case, he will allow the colony to go ahead with construction, as they are on a tight schedule to have housing for birds that will arrive January 2019.
Spud Plains Farms presented an extensive and complex plan of water pipelines for irrigation of several of their holdings from just east of Twilight Colony to Hallboro. Well over six miles of pipe are invol­ved, much of it in the road allowances, and six crossings. The line passes close to some rural non-farm subdivisions, and there is concern that increasing the intensity of the agriculture may result in heavier traffic through these areas. The lines pass along Rd 86W, a mile from the highway, and there is a suggestion to improve Rd 85W to a standard that would support heavy machinery and semis so as to reduce traffic through the subdivision.
 Council will send letters to get input from those whose property would be affected, and will ask Paul Adriaansen from Spud Plains to come to the next meeting to discuss the concerns that may be raised. Because the line will be crossing a creek, Water Services will be contacted as well. Part of the alignment is along a ‘turkey trail,’ and there may be some concerns with the disruption of the vegetation and wildlife to be caused.
Finance and Accounts:
Accounts and direct deposits totalling $581,816.44 were approved for payment.
By-law No. 9/2018, authorizing the closure and sale of a portion of municipal road — namely a small parcel enclosing an existing structure, leaving room for passage around it — was read for a first time. All costs of the transaction to be borne by the applicant. 
Unfinished Business:
From the meeting of Joint Councils, it was resolved that CAO Jones and CDC Zander be approved to attend the Tourism Westman Gala on June 13 in Gladstone at a cost of $40 each, to be shared 50/50 with the Town of Carberry.
Council resolved to support the Sandhills Golf and Country Club with a rental of on-course signage at a cost of $150, to be shared 50/50 with the Town of Carberry.
Two office staff will be sent to attend a seminar “Be Ready for Cannabis Legalization” on June 26 in Brandon at a cost of $249 for AMM members, plus mileage. Costs again to be shared with the Town of Carberry.
CAO Jones is authorized to attend the Muni­cipal Elections Seminar on June 22 in Brandon at a cost of $249 for AMM members. This too will be a shared cost with the Town of Carberry.
Council also resolved to remove an old outstanding amount from a Utility Account.
General Business
After some discussion, council agreed to charge a fee of 25¢/name for the sharing of voters’ information. This has not been done before, but this year the voters’ list preparation is being done at a greater cost than before.
Council agreed to pay $18,333.33 to the Car­berry and Area Com­munity Foundation. The cost will be shared 50/50 with the Town of Carberry, and the funds will be taken from the Health Care Reserve.
Difficulties with the older surveillance cameras at the Langford transfer station may require adjustment or replacement.
Councillor Drayson points out that there is no budget for the flushing and upkeep of the rural water lines, but it is important to do them. The cost is not just the water, but the possibility that curb stops — some as old as twenty years — may have to be dug out and replaced. Each time that is required can cost over $600, and there are a lot of original curb stops to check. It will be important to budget for the work, and present the necessity to the Public Utilities Board to allow the rates to cover the work.
A motion was passed approving the addition of 2½% interest monthly on overdue unpaid accounts in excess of 30 days.
An invoice was received from Westlake Employment Skills for service funding, using a per capita rate that inc­luded the whole of North Cypress Langford. It will be questioned whether this is appropriate, when the south end has been served by Spruce Woods Employment Services for far less.
A citizen who was sent a letter during the fire ban explained that he had heard over the radio at 101 FM that the ban was lifted, when in fact it was not. The CAO will look into how this could have happened, and reminds people to always look at the Town and Municipal website or facebook pages for updates.
The Yellowhead Cen­tre sent an annual report describing its plans for improvement and reques­ting continuing support.
CN Rail sent a copy of CN in Your Community and advice of its positive effects on its communities and funding programs for community service.
Neepawa Fire Depart­ment sent an update on their efforts and achievements, and a reminder of the Neepawa burn ban.
Spruce Plains RCMP sent their May 2018 re­port of crime statistics.
Around the Table
Councillor Hockin wondered if a ratepayer J. Chandler could get a pipe replaced at his property along Road 69N while the road is being redone, but was advised that the job has already been tendered, and can’t be added to.
He also wondered if a sign could be placed at the well prohibiting the filling of chem handlers. There is already a sign banning chemicals, but it seems not to be obeyed.
Reeve Adriaansen men­tioned that a rate­payer at Lake Irwin would like to put up ‘Turtle Crossing’ signs where appropriate on the Lake Irwin road. He advised her that she could do so, but they should be temporary.
The meeting adjour­ned at 12:05 pm.

by John McNeily