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NCL Council - Council members assigned to committees and boards in inaugural meeting

posted Nov 19, 2018, 9:39 AM by Kathy Carr
The Inaugural Meeting of the Council of North Cypress-Langford took place on Monday morning, November 12 at 9:00 in the Council Chambers. All councillors were present, including newly-elected councillors Dallis Olmstead, Malcolm Mur­ray, and David Blair. Also present were CAO Jones and Development Officer McEntee. In the temporary absence of Reeve Adriaansen, the meeting was called to order by Deputy Reeve Drayson. 
Planning Matters
The opening formalities were accomplished, and the council adjourned to hold a public hearing on a conditional use app­lication by Robert Dane to establish a Single-Family Rural Non-Farm Dwelling Site in an Ag­ricultural General Rural District. There being no public intervention, the council adjourned the public hearing and resumed its regular meeting. They went on to approve the ten-acre site on NE31-10-15WPM as proposed, on condition that the Subdivision Application be approved.
There followed some water control and road crossing applications which are normally handled by the Planning Officer and presented to Council for ratification. Planner McEntee exp­lained the process to the new councillors, and presented four such applications. First was a program of water control works for Mid-Man Farms at SW12-12-15W and SW7-14-14W, which was approved.
Road crossings, as Planning Officer McEn­tee explained to the new councillors, are approved subject to a standard set of conditions, which set the depth of the crossings, the protection and fill of the piping and/or wires, and the requirement that the work be done in consultation with the Public Works foreman, and that any other interested parties be consulted. All work is entirely at the expense of the applicant.
Road crossings were approved as follows: RC13-18NCL for River­bend Colony under road 76W from SE08-10-13W to SW09-10-13W (Tho­mas and Pallister Ltd.); RC14-18NCL for Davison Farms (340371 Manitoba Ltd.) across road 75W from SE28-09-13WPM (H&R Calvert) to SW27-09-13WPM (D&J Calvert); and RC15-18NCL also for Davison Farms, across road 87W from SE35-11-15WPM (Lavich Farms Ltd.) to SW34-11-15WPM (Davison Farms).
Finance &  Accounts
Cheques and direct deposits totaling $462,793.67 were approved for payment.
Reeve Adriaansen arrived and with apologies assumed the chair, thanking Deputy Reeve Drayson for filling in during his temporary ab­sence.
Committees of Council/Appointments
Ray Drayson was confirmed in his position of Deputy Reeve.
For the Council’s Standing Committees, after some discussion and description of the duties involved, the following appointments were made. The first name is the chair of the committee.
Finance and Per­sonnel: Bob Adriaansen, Ray Drayson, Harold Tolton
Protective Services (liaison with the Fire Department): Harold Tolton, Malcolm Murray.
Transportation Ser­vices (Public Works): Dallis Olmstead, Ray Drayson. All councillors are entitled to attend these meetings.
Municipal Buildings (a Joint Committee with Carberry, dealing with all municipally owned buildings, including the Mus­eum, but less concerned with the buildings operated by the Rec­reation Committees): David Blair, Malcolm Murray, Harold Tolton.
Waste Management (Liaison with TAC Ven­tures, Evergreen Environ­mental): Bob Adriaansen, Fred Jackson.
CAO Jones pointed out that the most important part of membership in these committees is to report back to the whole council, and keep the information up to date. If the primary member cannot attend, please make sure one of the alternates is present.
Further appointments to joint committees were as follows:
The first named is the primary contact.
Carberry Plains Museum — Blair, Jackson
Carberry/NCL Handi­van/Service for Seniors — Olmstead, Tolton
Western Regional Library, council rep — Blair, Murray
Citizen rep — Linda Baron
Cypress Planning District — Tolton, Drayson, Adriaansen
Health and Safety Committee — Olmstead, Tolton
Community Develop­ment — Tolton, Murray, Olmstead
Health — Adriaansen, Tolton
Again, the CAO clarified that membership on these boards is a mandated requirement where municipal funds are involved, and that a council representative is indeed a full voting member of the board, and must bring the board’s concerns and achievements back to the whole council. If the primary member cannot attend a meeting, they are to be sure that their alternate is present.
Another set of appointments was to the boards of the Carberry Plains Archives (Tolton, Jack­son), the Carberry Plains Arts Council (Olmstead, Tolton), the Carberry Plains Cemetery (Blair, Adriaansen) and the Carberry Community Memorial Hall (Tolton, Murray).
Community Centres each have council representation on their boards. To the Carberry Plains Community Centre, the representative will be Adriaansen, alternative Jackson; to the Brookdale Community Centre Jack­son, alternative Adriaan­sen; to the Wellwood Community Centre Olmstead, alternative Adriaansen; to the Edrans Community Centre Adriaansen, alternative Olmstead; and to the Langford Recreation District, Drayson, alternative Murray.
The Whitemud Water­shed District needs representatives both council and citizen for four of its sub-basins. For Squirrel Creek #37, the council rep will be Tolton, and the citizen rep will be Gerond Davidson. For Pine Creek #38 it will be councillor Olmstead, and citizen David Baron. For Central Whitemud #39 Drayson will be the councillor and citizen Scott Newton. For Upper White­mud #40, Coun­cillor Jackson will be joined with citizen Mike Hockin.
In a related field, Adriaansen and Tolton will represent NCL on the Assiniboine Delta Aqui­fer Management Board, and Jackson, Adriaansen and Drayson will all attend meetings of Ever­green Environ­mental.
The Arts Council has been going over the by-law that enables it, and besides incorporating the amalgamation with Lang­ford has also brought its regulations into line with its practise. Their board is now to be made up of five members (they very rarely had the ten originally specified) with a quorum of three. One thing they had asked for was to be referred to as a council rather than a board, but because of the possibility of confusion in their reports if they reported a decision of “council,” both Carberry and NCL preferred that they be considered the “board” of the Arts Council. With that reservation, the coun­cil passed second and third readings of the Arts By-Law, and it has become law.
Since this was the Inaugural Meeting of the Council, it was necessary to pass a set of by-laws setting up the ground rules for the operation of the council over the length of its term. These consisted of a Procedural By-Law, an Indemnity By-Law, and an Organi­zational By-Law. They were each given a first reading and discussed at some length.
The Procedural By-Law contains procedures such as what constitutes a quorum, how meetings shall be handled, when they shall take place, how delegations will be treated, and how public hearings will take place and be duly advertised, and a members’ code of conduct. Details that are particularly of this session include that meetings shall take place on the second Monday of the month at 9:00 a.m., and that the agenda will be circulated ahead of time. For this reason, the absolute deadline for an item to be put on the agenda to be considered at a meeting will be noon the previous Thursday. The Joint meeting will take place on the fourth Tuesday at 7:00 p.m.
The Indemnity By-Law is a difficult one to discuss impartially, but the usual thing is to adopt the status quo ante. This year, that may be difficult, because of changes that have been made to the tax regulations gover­ning the payment of elected officials. In the past, one third of an elected official’s indemnity was tax-free; this has been removed. In order to keep the present indemnity which isn’t very high, it will be necessary to put a bit more money into the indemnity simply to pay the additional tax. Also to be considered is an administrative allowance to cover the costs of the cell phones over which so much of the council’s business is now done. 
The Organizational By-Law outlines the role of Council, the duties of councillors, the standing committees, and the planning authority that is vested in council. It is unlikely to change from term to term.
Another By-Law that has become necessary is to add to the Zoning By-Law an amendment making a cannabis retail store a conditional use in a General Development Zoning District. Making it a conditional use allows any such application to be examined on its own merits, and conditioned as appropriate. The first reading passed, and if there is to be any elaboration to constrain future councils, that can be brought up at later readings.
Unfinished Business
It will be necessary to draft and pass a Drug and Alcohol policy. The CAO will circulate a draft policy based on best practises from other municipalities, and coun­cillors are asked to study it carefully; it will have to be passed fairly soon.
From the Joint Meeting, it was agreed to proclaim the week of November 4 to 10 as “Medical Radiation Technology (MRT) Week”
General Business:
A list of unpaid invoices was added to the taxes on the land for which the work was done.
There is a policy from 2003 that governs the leasing of land from the municipality. 
As it reads, there are requirements that the lessee maintain all fences, and other maintenance items, and keep the municipality advised of any change in the lessee’s status. No sub-leasing is allowed. The rates being paid for leases are quite diverse, indeed it is suspected that on at least one quarter, there are cattle belonging to someone who has no lease. It was agreed that a committee should be struck to examine the policy and its imp­lementation. Councillors Drayson and Blair agreed to do so. It is hoped they can come back with a recommendation in time for next season.
The CAO will be using, the government sourcing website, and the AMM’s trading company.
A petition has been received from ratepayers in the neighborhood of the bins once sited on road 73W between 64N and 65N. The petitioners would like them returned. The bins were removed due to serious abuse is­sues, and now all bins are in General Development areas. Council thanked the petitioners for their concern, but felt convinced that the removal was warranted by the misuse the unprotected bins received.
HAND, the authority that runs the Neepawa Handi-van, thanks the council for their support, and asks to have councillors named to their board. Councillor Murray will represent NCL and Dray­son will be his alternate.
Asset Management will become more and more important in municipal financing as the gover­nment examines the books of municipal governments. The CAO has a good PowerPoint on the subject; councillors will have to make time to take it in.
There is a bank of lots in Ingelow that are owned by the municipality. They are in an Agricultural General zone, though they are quite small, so the uses to which they can be put is limited. Council has been approached to sell them. The only fair way to arrange the sale is to list it with a realtor. All costs related to amalgamating the titles or any changes of that sort are to be borne by the purchaser.
In the north end, the water bills are sent out quarterly with a newsletter. It’s a good way of reaching the ratepayers, but not all ratepayers are on municipal water, so some are reached only annually with the tax bill. The cost of a quarterly mail-out is unwarranted. The annual mail-out will reference the website and social media.
The Neptune handheld meter readers are likely to be superseded in the next couple of years. It will be about a $15 thousand upgrade. Bud­geting for the cost should be considered as rates are discussed.
Also on the subject of water rates, there is a customer of the Rosedale water line who is a North Cypress-Langford resident. His bill will have to be arranged.
A customer who asks to have their meter re­moved for the winter and then reconnected will be billed for removal and installation.
There has been a change in the costs of sending in water samples. It used to be done by Greyhound for about $50. It now has to travel by Gardewine, who charge $100/trip. Is there a way that we can cooperate with Neepawa, and split the cost of sending in samples? The cost is only for the trip, the added weight is trivial. Alter­natively, are there other carriers who would be as convenient and not as expensive — couriers such as Red River or Purolator? Would the administration contact Rosedale and Neepawa and look into the savings cooperation would provide?
The question of the proposal made by the News-Express will have to be discussed in the context of a Strategic Plan.
Spruce Plains RCMP detachment has sent their October statistics.
Manitoba EMO is looking for nominations for outstanding Emer­gency Preparedness.
NACTV is offering a deal on Christmas advertising.
MNP is offering a seminar on protection against cybercrime. The municipal office has had a brush with cybercrime, and now has some preventive measures in place, and a better back-up routine.
Manitoba Infrast­ructure will be held a High­way Traffic Board hearing on November 14 to discuss the Lessard road’s application to have an access to Highway 5.
R&G Barnaby sent a letter asking that the snow plough that clears their dead-end road to NW30-12-15WPM not back into their driveway. It packs the snow so that they can’t clear it with their own equipment. Unfor­tunately, the alternative is to back the grader onto the main road, which is not desirable. The grader operator will be advised of their concerns and asked to be careful about his turn.
MLA Eileen Clarke sends congratulations and greetings to the new coun­cil. She also held Pre-Budget Consultations at various places in the riding. The nearest was at the Chicken Corral in Neepawa on November 14 at 3:00 p.m.
Around the Table
Reeve Adriaansen apologized for his late arrival, and welcomed the new councillors. He felt a mix of three seasoned and three new was a promising change.
Councillor Drayson noted that he had been ‘volunteered’ in his ab­sence to drive the municipal float in the Neepawa parade on November 24, and solicited participation from other members of council. He says it’s a nice event. Olmstead will see if her children would enjoy the trip. Drayson also agreed to do the Carberry parade on Decem­ber 1. He asked if there has been any movement on accepting charge cards for municipal in­voices.
Murray has been approached by Mike Hockin to say that the east entrance of the Byram subdivision, which is just a ‘turkey trail’ has been much chewed up and rutted by hunters. Can it be cleaned up a bit with a grader?
Olmstead suggested that there is a road near her that remains unc­leared in winter, and from which trucks often have to be pulled out by a tractor. She was hoping for a sign warning of the problem, but appreciated that signs for all roads that remain uncleared was out of the question.
 Councillor Blair asked if cancelling the discount offered for early payment of taxes would help save money. This would be an idea for council to think over. He was particularly upset by paying a premium even on the School Tax, which still gets re­mitted at full value. 
CAO Jones asked new councillors to pick up the several forms needed to get them properly on the payroll. She also put council on notice that she would be bringing up the possibility of closing for Christmas Eve, which is on a Monday this year. The staff have been asking if last year’s closing will be repeated. Public Works will be getting it as a holiday; it’s in their union cont­ract. The question will be raised at the Joint Meeting of December 4.
For new councillors, an update on the progress with the new Fire Hall project was outlined. At the last joint meeting, each council agreed to contribute up to $325 thousand towards the project. The Fire Depart­ment themselves drew up the specifications, hoping for a $400 thousand total, but quotes came in much higher. There is an acceptable one at $650 thousand, and there have been offers of support from local industry. Also, there is an agreement from Swan Lake to pay $25 thousand a year, which can be directed to the job. NCL can probably get most of the necessary from reserves (which will have to be refilled), but Carberry may have to go to some sort of debenture. The Fire Department does a lot of their own bookkeeping of their invoices to MPI and so on, and they do some very effective fundraising through the year. Next up will be the Firemen’s Ball on December 1, don’t miss it.
The meeting was adjourned at 1:55 after a very long session.

by John McNeily