PLEASE NOTE THAT THESE ARE NOT OFFICIAL MINUTES OF THE COUNCIL OF THE MUNICIPALITY OF GLENBORO SOUTH CYPRESS. THIS INFORMATION IS PURELY A REPORT FROM MY OBSERVATIONS WHILE ATTENDING THE COUNCIL MEETING.
The council of the Municipality of Glenboro South Cypress was held on Wednesday, January 11, 2023 at the Glenboro South Cypress Fire Hall. Present were Councillors Dale Fisher, Alfie Hunt, Ed Bedford, Tracy Campbell, and Head of Council Charles Radford. Also present was CAO Darren Myers. Councillor Richard Hunt sent his regrets. Financial Manager Shelley Boulet attended the first portion of the meeting, and Administrative Assistant Donna Fillion attended the remainder after Mrs Boulet.
The meeting was called to order by Head of Council Charles Radford at 8:40am. Motion was made by Councillor Dale Fisher for adoption of the agenda and seconded by Councillor Tracy Campbell after two small additions by CAO Darren Myers. As Mrs Boulet had to leave the meeting by 9:30am, discussion of the municipal finances was moved to the first item to be discussed.
After minutes from the December 2022 meeting were accepted (motion made by Councillor Ed Bedford and seconded by Councillor Tracy Campbell), the financial discussion proceeded with the review of the accounts payable listing. At this point in the year, two motions are required to accept the municipal accounts payable, as some 2022 accounts are still being processed, and 2023 accounts must be passed as a separate motion. Councillors asked for a few basic clarifications on various standard payments and disbursements, which Mrs Boulet explained clearly. The first few months of serving on council require explanations of things at times which become standard over time – most discussions around the outstanding accounts payable tend to be things which are established services, and councillors are free to bring up any for discussion at any meeting. This portion of the meeting both allows councillors to become familiar with the financial workings of the municipality, and also to flag issues for discussion. Motion was made for payment of outstanding 2022 accounts payable by Councillor Fisher and seconded by Councillor Alfie Hunt. Motion for payment of 2023 accounts payable was made by Councillor Alfie Hunt and seconded by Councillor Ed Bedford.
The December 31, 2022 Financial Statement was presented to Council by Mrs Boulet, and she noted that there had been some changes, and that the current interest rates were having an effect. Interest revenues were higher, and both equipment rentals and the health suite (used for visiting medical professionals) usage was up significantly, as well. At this point, with some expenses still to be paid and some payments (such as Disaster Financial Assistance) also expected, the financial situation of the municipality looks positive. Motion to accept the December 2022 Financial Statement was made by Councillor Bedford and seconded by Councillor Campbell.
The Interim Operating Budget for fiscal year 2023, which is required to allow the municipality to operate financially until the official budget is passed, was touched on briefly, as the provisional estimate for utilities were missed in December. Item was added and the new motion of acceptance made by Councillor Bedford and seconded by Councillor Campbell.
Other financial matters discussed included the utility surplus transfer from the 2021 audited funds (Mrs Boulet explained that some of these provided funds are not always fully used, and when this happens, any surplus is transferred into the Utility Reserve account), and the internet installation reimbursement to ratepayers (this policy was brought in by the previous council which provided for initial installation of internet service to offset costs to ratepayer and was effective as of January 2022).
Public Works Supervisor Matthew Neale attended the meeting to discuss public works issues. These included prioritization of work, community snow clearing, upcoming works department tasks, the custom work fuel surcharge, and custom work requests.
The 2023 municipal custom works rates were discussed, as they are each year at this time. It was noted that labour rates would have to be updated to reflect hourly wages. This was an extensive discussion with each item being reviewed individually and increases applied as required. Motion was made by Councillor Fisher to adopt the changes, and seconded by Councillor Alfie Hunt.
Further discussion included a resolution to proceed with repairs on the municipal ¾ ton pickup, sale of the recently acquired municipal gravel reclaimer, an update on the lagoon project (engineers would like to meet with council on the 25th or 26th, and council members will forward their availability to the CAO).
Regarding the Stockton Ferry and site, there were several items to be reviewed. First and foremost was the much-needed painting of the ferry hull (Mr Neale will get estimates for the sandblasting and repainting), and the need for quarters for the operator. The current quarters need to be replaced, and options – such as a converted sea can-type container as is used at the waste transfer station and the small portable cabins which are available through H&L – were suggested and considered. Mr Neale will check into these options and bring further information back to Council for consideration.
At the waste transfer station, it was noted that the rather large pile of used tires was in the process of being removed. At the time of the council meeting, one load (of approximately 560 tires) had been removed and there were several more to go. Tires are being recycled with a reimbursement to the municipality of $0.50 each. Councillor Fisher brought up the requirement for some signs to be posted at the waste transfer station grounds, which had been discussed at the December meeting; administration noted that this was on the list of things to be done, but the administrative office had been very busy.
There has been much concern recently over the junction of Highways #2 & #5. Readers will note that there was communication with the province previous voicing concerns and requiring the province to act on the situation at this intersection, which has been the site of many accidents, some fatal. The province has subsequently done a study on this intersection and this study was due to be completed by approximately the 15th of January. Updates will be given once received from the province. It is to be hoped that the province, who has authority over this intersection, sees the need as our municipality does for greater controls here in light of the ongoing safety concerns.
The Sewer Utility rate for 2023-24 was reviewed and council elected to keep it the same as 2022. This $350 fee is charged for sewer usage in the municipality and is necessary to be a separate fee, rather than incorporated into property taxes as a whole, because if incorporated it would then be considered a public utility, and would be subject to the requirements thereof. The current policy states that if you own a property which is serviced, regardless of whether you UTILIZE the service or not, the fee is applicable to the lot. Council discussed this and elected to keep the policy unchanged. Motion was made by Councillor Bedford and seconded by Councillor Alfie Hunt.
Development Officer Rachel Andrews from the Cypress Planning District attended to discuss municipal planning matters.
First on the agenda were updated with regard to the Growth and Prosperity organizing which has been working toward accessing natural gas in the area. Councillor Fisher noted that they are still waiting on communication from the province on this.
Councillor Fisher also updated council on the collective marsh meeting held in December. Several municipalities in the affected area have come together and formed a committee and appointed representatives from their councils. Representatives from Glenboro South Cypress will include Councillors Dale Fisher and Richard Hunt, with Ed Bedford serving as an alternate representative should either of those councillors be unable to attend. Councillor Fisher requested that CAO Myers contact the other member communities to get a meeting set up for this new Marsh Action Committee.
Ms Andrews gave an update on the zoning bylaw hearing, which has been delayed due to some oversight of changes required by the province. Public hearing dates will be announced once these changes are completed.
A request from Bell MTS with regard to a right of way application (required to run new cable within the community) was received. CAO Myers will contact Bell for clarification on a few points of concern and this will be further discussed at the February meeting of council.
Council received a delegation from Nature Conservancy Canada. Josh Dillabough attended to discuss land that is owned by the Conservancy in the NW corner of the municipality near Treesbank, and a proposed conservation agreement with a local landowner. Mr Dillabough noted that temperate grasslands are the most endangered in the world, and much native prairie land has been lost. He requested a letter of support for the conservation agreement project from the municipality. A resolution stating council’s support of the project was proposed and motion for acceptance made by Councillor Ed Bedford, seconded by Councillor Alfie Hunt.
Fire Chief Steve Nelson and Deputy Chief Trevor Drinkwater attended council to discuss the fire department’s recent request for a cutter unit which works faster, and more powerfully, than what they currently have.
Chief Nelson noted that, “...the time saved is a big difference in the world of emergency services,” and that the new cutter would allow for quicker extraction of traffic accident victims. Deputy Chief Drinkwater stated that “...EMS is pushing for ‘the golden hour’ to get the patient out quicker. The longer we take cutting posts, etc., cuts into that ‘golden hour’ for lifesaving. With our EMS and hospitals in the situations they are, every minute counts.”
Chief Nelson noted that there is still value in the old equipment, and there are some funds available through the fire department’s fundraising efforts (their annual “8 Crazy Nights” holiday draw did very well this year, and a sizable donation was recently made to the FD by a local resident) to put toward the purchase of the cutter. Chief Nelson also noted upcoming fundraising plans which could contribute to the purchase, as well as grants which would be sought. This proceeded into an extensive discussion with regard to fire department resources and the conclusion that the fire department can come up with a great deal of the money required for the purchase, but not all of it, and that the order needs to go in soon if it is to be made, because they have been warned that the price of the unit is about to increase significantly.
Robert Gudnason of Glenboro Minor Baseball sent a request to the municipality for $5,000 in funding for that group. Council noted that there is money in the Glenboro recreation reserve, and a discussion was held on how independently the Minor Ball group operates. Request for funding was approved.
Other issues covered at this meeting included:
the appointment of the weed district supervisor for 2023
2023 memberships to various organizations
council members reports on various committee meetings attended in the last month
charitable tax receipt requests for community organizations
the 2023 municipal tax sale process
municipal photocopy service rates and municipal map sales
council online code of conduct training
Council and administrative staff attendance at meetings and seminars
Meeting with Larry Maguire on January 12th
Meeting with the Association of Manitoba Municipalities Executive members on February 7th
Upcoming Southwest Caucus meeting with Prairie Mountain Health
ByLaw #88 – Municipal Zoning ByLaw – postponed to the February meeting of Council at the urging of the Planning District.
By-Law #91 – Procedures By-Law (formerly #58) — Within the first year of a new council you have to review your procedures bylaw — this regulates the procedures and conduct of council. This reviews issues of the operations of council. The issue of quorum was discussed and clarified. First reading motion of acceptance made by Councillor Bedford, seconded by Councillor Fisher.
By-Law #92 – Organizational By-Law (formerly #59) — Within the first year of a new council, you have to review this bylaw. This by-law covers assigned duties, signing authorities, etc. First reading motion of acceptance made by Councillor Alfie Hunt, seconded by Councillor Fisher.
By-Law #93 - CAO Appointment (formerly #67) — This By-Law is also regularly reviewed and passed, appointing the municipal Chief Administrative Officer. First reading motion of acceptance made by Councillor Fisher, seconded by Councillor Campbell.
Please note that regular council meetings are open to the public. As ratepayers, you have every right to attend and observe. Should you wish to address the council, a delegation request should be sent to the CAO well in advance of the meeting.
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