September 8, 2014 Council Minutes

September 8, 2014

Portage la Prairie, Manitoba

Minutes of the Regular Meeting of Council held at City Hall in the City of Portage la Prairie on Monday, September 8, 2014 at 7:00 p.m.

PRESENT: Mayor Earl Porter, Chair; Councillors Brent Budz, Liz Driedger, Ryan

Espey, Irvine Ferris, Brent Froese, and Diane Stasiuk ADOPTION OF MINUTES:

190/14 Moved by: Councillor Ferris Seconded by: Councillor Froese RESOLVED THAT the minutes of the Regular Meeting of Council held at City Hall on Monday, August 11, 2014, be adopted as circulated. Carried.

DELEGATIONS: 1. Leisa Miness,

CMHA Ms. Miness and Charles Clifford were present to answer question with

respect to their request below: As a non-profit organization with limited and focused funding, we took on a $750,000 mortgage in order for the building to become a reality in this City of Possibilities.Our monthly payments are close to $5000.00. We would request that the City consider some supports in regard to our financial situation: 1) Waste removal approximately $6000.00, a yearly cost based on two facilities on the same location. 2) Snow removal approximately $ 800.00, again depending on the weather (this is not having the snow removed only piled) 3) Emergency suite compensation $ 2800. (this is based on 4 times a year we have someone stay for approximately 14 days; please keep in mind the average length of stay for someone homeless can be upwards of 90 days) 4) Monthly inspection of bedbugs etc. approximately $4200.00 yearly 5) Taxes $18,530.00 (recent) Mr. Clifford thanked the City for the opportunity to present tonight. Mayor Porter thanked Ms. Miness and Mr. Clifford for attending.

HEARINGS:

1. Variation PC 61/14 Sima Basir, 324 Crescent Road W.

Grace and Roger Fooks, 313 Dufferin Avenue West appeared to present a list of citizens in opposition to the variation. Ms. Fooks reviewed the reason for objection which stemmed primarily from the heritage attributes of the neighbourhood as well as safety concerns with the egress of the proposed driveway onto Crescent Road. The proximity of the curve in the road and the crosswalk across Crescent Road would be a recipe for disaster. Catherine Ogilvie, 104 4th St. SW directly behind the property in question spoke in objection to the variation. Heritage value, egress of the driveway, safety etc. were also reasons she opposes this application. John Wellings, 318 Crescent Rd. lives next door to the home and appreciates the other concerns with respect to safety and a driveway egressing onto Crescent Road. His attraction to the area near this home was the heritage aspects and feels a new home would detract from that. Tom Major, 304 Crescent Rd. understands the traffic concerns and agrees with them. His concern is that the driveway would be too close to the corner and aesthetically it does not make sense to him. It would drop the value of the neighbouring residences. Letters of objection were also received from Jake and Linda Martens of 310 Crescent Road as well as Ted McKnight and Lesley Martens of 302 Dufferin Ave. W. Shervin Shahidian the applicant spoke in support of his application stating the structure would not take anything away from the character of the neighbourhood. The reason to subdivide was because the vacant lot beside. The driveway will be on the east side. They want to ensure that their children in the future can come back and serve the community. Mr. Basir stated that they were subdividing to provide property to their children in the future.

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191/14 Moved by: Councillor Driedger

Seconded by: Councillor Ferris RESOLVED THAT the Public Hearing for Variation PC 61/14 Sima Basir, at the property known as 324 Crescent Road W which is legally described as Lots 9 & 10 Plan 880, Parish of Portage la Prairie, now be closed. Carried.

Sima Basir is applying for a variation order to allow front yard width

requirement of 15.2m to be reduced to 13.1m as per condition of subdivision 4500-14-7213. This building is in a R1 Residential Single Family zone. The application has been circulated to the various City Departments with no concerns. Public notices have been sent to all property owners within a 100 meter radius.


Seconded by: Councillor Ferris RESOLVED THAT the Council of the City of Portage la Prairie approve the variation request of Sima Basir to vary the front yard width requirement of 15.2m to be reduced to 13.1m as per condition of subdivision 4550-14-7213 at the property known as 324 Crescent Road W which is legally described as Lots 9 & 10 Plan 880, Parish of Portage la Prairie. Defeated.

2. Variation PC 66-

14 Jeff Wood, 517 Goodale Drive

No one was present.


Seconded by: Councillor Ferris RESOLVED THAT the Public Hearing for Variation PC 66-14 Jeff Wood, at the property known as 517 Goodale Drive which is legally described as Lot 9 Block 2 Plan 1798, Parish of Portage la Prairie, now be closed. Carried.

Jeff Wood is applying for a variation order to allow the: 1) Detached accessory building requirement of .6m, when located a minimum of 1.8m from the principal building, to be reduced to .45m for the south side yard; 2) Accessory building site coverage of 14% increase to 14.6%. Applicant wishes to build an 8.54m x 9.15m detached garage. This property is in an R1 Residential Single Family zone. The application has been circulated to the various City Departments with no concerns. Public notices have been sent to all property owners within a 100 meter radius.

September 8, 2014


194/14 Moved by: Councillor Driedger Seconded by: Councillor Ferris THAT the Council of the City of Portage la Prairie approve the variation request of Jeff Wood to vary the 1) Detached accessory building requirement of .6m, when located a minimum of 1.8m from the principal building, to be reduced to .45m for the south side yard; 2) Accessory building site coverage of 14% increase to 14.6% at the property known as 517 Goodale Drive which is legally described as Lot 9 Block 2 Plan 1798, Parish of Portage la Prairie. Carried.

1. Variation PC 67-

14 - 1109874 Alberta Corp. Ltd, 32 17th St. SW

Brett Finney the applicant spoke in support of his application and summarized his request.


Seconded by: Councillor Ferris RESOLVED THAT the Public Hearing for Variation PC 67-14 - 1109874 Alberta Corp. Ltd, 32 17th St. SW which is legally described as Lot 117 Plan 15, Parish of Portage la Prairie, now be closed. Carried.

1109874 Alberta Corp. Ltd. is applying for a variation order to allow

1) Side yard requirement of 4.6m, when no attached garage or carport, be reduced to 3m; 2) Rear yard requirement of 7.5m be reduced to 6.4m. Applicant wishes to build a two family dwelling. This property is in an R2 Residential Two Family zone. The application has been circulated to the various City Departments with no concerns. Public notices have been sent to all property owners within a 100 meter radius.


Seconded by: Councillor Ferris RESOLVED THAT the Council of the City of Portage la Prairie approve the variation request of 1109874 Alberta Corp. Ltd. to vary the 1) Side yard requirement of 4.6m, when no attached garage or carport, be reduced to 3m; 2) Rear yard requirement of 7.5m be reduced to 6.4m at the property known as 32 17th St SW which is legally described as Lot 117 Plan 15, Parish of Portage la Prairie. Carried.

4. Variation PC 71-

14 Bill Kitching, 665 7th St NW

Mr. Kitching the applicant was present in support of his application and summarized his request.

197/14 Moved by: Councillor Driedger Seconded by: Councillor Ferris RESOLVED THAT the Public Hearing for Variation PC 71-14 Bill Kitching, at the property known as 665 7th St NW, Parish of Portage la Prairie which is legally described as Lots 333/335 Plan 34, Parish of Portage la Prairie now be closed. Carried.

Bill Kitching is applying for a variation order to allow front yard requirement

of 7.5m to be reduced to 5.22m. Applicant wishes to construct a front deck. A review of the area indicates that all of the houses, on both sides of the street in this block, are set back approximately 7.5m; however two of these twenty houses have front decks on them. One projects into the front yard

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about 2.4m and the other about 1.6m, thus decreasing the front yard down to about 5.1m. This building is in an R1 Residential Single Family zone. The application has been circulated to the various City Departments with no concerns. Public notices have been sent to all property owners within a 100 meter radius.


Seconded by: Councillor Ferris RESOLVED THAT the Council of the City of Portage la Prairie approve the variation request of Bill Kitching to vary the front yard requirement of 7.5m to be reduced to 5.22m at the property known as 665 7th St NW which is legally described as Lots 333/335 Plan 34, Parish of Portage la Prairie. Carried.

5. Variation PC 76-

14, Pre-Con Builders (Meighen Estates) - 152 and 162 Oxford Common

No one appeared.


Seconded by: Councillor Ferris RESOLVED THAT the Public Hearing for Variation PC 76-14, Pre-Con Builders (Meighen Estates) - 152 and 162 Oxford Common now be closed. Carried.

Pre-Con Builders, are applying for a variation order to allow

1) North side yard requirement of 3m to be reduced to 2.743m; 2) South side yard requirement of 3.6m, when on a corner lot, to be reduced to 2.743m. Council previously approved variation orders PC 16-13 (March 11, 2013 minute reference 77/13) and extension PC 21-14 (March 24, 2014 minute reference 68/14) for the front yard requirement to be reduced to 5.944m. This property is in an R2 Residential Two Family zone. The application has been circulated to the various City Departments with no concerns. Public notices have been sent to all property owners within a 100 meter radius.


Seconded by: Councillor Ferris RESOLVED THAT the Council of the City of Portage la Prairie approve the variation request of Pre-Con Builders to vary the

1) North side yard requirement of 3m to be reduced to 2.743m; 2) South side yard requirement of 3.6m, when on a corner lot, to be reduced to 2.743m

at the property known as 152 and 162 Oxford Common which is legally described as Lot 16 Plan 52727, Parish of Portage la Prairie. Carried.

6. Variation PC 63-

14 Karen Foster, 426 5th St NW

Karen Foster was present to speak in favour of her application. She presented pictures for Council to view. She explained the reasons she built the fence. Questions were asked for clarity. Pam Atwood spoke against the variation. She read a letter into the record. Maureen Johnson, 433 5th St. N.W. appeared in opposition of the application

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and stated her reasons for opposing. She suggested that the fence be moved back to be flush with the house. She stated that if it were approved that conditions be set that it can only be a fence and not a storage area. A letter of objection was also received by Samantha Paulin of 423 5th St. N.W. Karen Foster responded to comments by the opponents as well as Members of Council.


Seconded by: Councillor Ferris RESOLVED THAT the Public Hearing for Variation PC 63-14 Karen Foster, at the property known as 426 5th St NW which is legally described as Lots 232/233 Plan 17, Parish of Portage la Prairie now be closed. Carried.

Karen Foster is applying for a variation order to allow front yard fence height

requirement of 1m to be increased to 2m. The south side door is close to front corner of house. The applicant would like to contain dog in rear yard and let it out the side door and still be in an enclosed rear yard. This fence also allows applicants grandfather to park electric scooter in enclosed, secure yard and have it plugged in while visiting. Applicant wishes to have the fence height increased to 2m for a 2.89m x 1.98m section in the front yard. Note that the fence is already built and applicant is reapplying for a variation. A variation (PC 74-13) was denied on November 12, 2013. This building is in an R1 Residential Single Family zone. The application has been circulated to the various City Departments with no concerns. Public notices have been sent to all property owners within a 100 meter radius.


Seconded by: Councillor Ferris RESOLVED THAT the Council of the City of Portage la Prairie approve the variation request of Karen Foster to vary the front yard fence height requirement of 1m to be increased to 2m for a 2.89m x 1.98m section in the front yard at the property known as 426 5th St NW which is legally described as Lots 232/233 Plan 17, Parish of Portage la Prairie. Carried.

8:11 p.m. Mayor Porter left the Chair to speak on the issue. Deputy Mayor

Ferris took the Chair. 8:13 p.m. Mayor Porter returned to the chair.

FINANCE, LEGISLATIVE, & PROPERTIES COMMITTEE:

1. 2nd Quarter Forecast

Committee reviewed the report. A year-end surplus in the General Operating Fund of $68,868 is forecast. A year-end deficit in the Utility Operating Fund of$13,381 is forecast.

203/14 Moved by: Councillor Budz

Seconded by: Councillor Driedger RESOLVED THAT the Financial Statement and Forecast for the six months ended June 30, 2014 be adopted. Carried.

2. Wellness &

Education A policy has been developed to define the items that will be eligible for

reimbursement with the approval of the $500.00 Wellness and Education

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Allowance Policy HR-BJ

Allowance clause negotiated in the 2014-2016 CUPE collective agreement.


Seconded by: Councillor Driedger RESOLVED THAT the Council of the City of Portage la Prairie approve the new Wellness and Education Allowance Policy HR-BJ. Carried.

3. By-law 14-8621

Purchasing 2nd and 3rd Reading

The Purchasing By-Law is proposed for amendment to the spending limits. The by-law includes various methods of pricing and was last reviewed in 2006. A survey was taken to compare spending limits for staff in other municipalities. The price ranges varied at levels when quotes and tender requirements were necessary and the level of staff for authorization. Based on the comparison and discussion with senior management and the City Manager, the following changes are proposed:

Less than $500 for getting pricing where practical from a time and dollar value perspective (changed from $300)

Up to $2,000 - 3 verbal quotes (changed from $1,900) Up to $25,000 3 written quotes (changed from $9,500). Used vehicles

and machine parts fall into this making it easier to manage under this price range rather than having to draw up and review tender documents.

Up to $100,000 requests for tenders, proposals or quotes are required with approval from the City Manager. (this is changed from $50,000 and request for quotes was added)

Over $100,000 - requests for tenders, proposals or quotes are required with approval from City Council. (this is changed from $50,000 and request for quotes was added)

The Procurement Policy and Procurement by Tender Policy have been amended to reflect the new purchasing limits. Procedures are specified in the policies to direct the purchasing process in an effective manner. The changes are highlighted accordingly.


Seconded by: Councillor Driedger RESOLVED THAT Council give By-Law No. 14-8621, being a by-law to establish purchasing and spending authorities and repeal by-laws No. 00-8062 and 06-8330, be given second reading. Carried.


Seconded by: Councillor Driedger RESOLVED THAT Council give By-Law No. 14-8621 third reading, finally signed, passed and sealed. Carried. In Favour: Councillors Budz, Driedger, Espey, Ferris, Froese, Stasiuk, and Mayor Porter

CITY PLANNING & ECONOMIC DEVELOPMENT COMMITTEE

1. June Building Reports

Council reviewed the reports.

2. PRED BR+I=E

Survey Results PRED conducted a survey with small to medium sized enterprises in the city.

A total of 50 entrepreneurs were interviewed. The questionnaire focused on economic development principles including but not limited to expected growth, challenges to economic growth, etc.

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207/14 Moved by: Councillor Driedger Seconded by: Councillor Ferris RESOLVED THAT Council of the City of Portage la Prairie accepts the report as presented and directs Administration to post the report on the Citys website. Carried.

PUBLIC SAFETY COMMITTEE:

1. School Liaison Officer Program Year End Summary 2013/2014 For Information Only

RCMP Constable Harris presented this report for Councils information. Council extended appreciation to Constable Harris on her work for the past year.

2. Monthly Police Report for July, 2014

Council reviewed the report.

WATERWORKS COMMITTEE:

Nothing to report. TRANSPORT-ATION COMMITTEE:

Nothing to report. COMMUNITY SERVICES COMMITTEE:

Nothing to report. DEFERRED BUSINESS:

1. PRED Funding Agreement

At the August 11, 2014 Council meeting, Council deferred this item to September 8. Administration continues to develop the agreement.


Seconded by: Councillor Driedger RESOLVED THAT the PRED Funding Agreement be deferred to a date to be determined. Carried.

NEW BUSINESS: 1. 2013 Audited

Financial Statements

The Municipal Act requires that the auditors report including the audited financial statements be reviewed at the first regular meeting of the council after receiving the report. These reports are due June 30 of every year and the auditors have for most years provided them on or before the deadline. Due to staffing issues at the auditors office, the statements are later than usual. This delay will not impact the receipt of the fuel tax grant. Council was provided with unaudited results in March for the Citys General and Utility Operating Funds announcing 2013 surpluses of $339,494 and $311,276 respectively. These are the results of the Financial Plan budget and remain unchanged since the audit of the 2013 City accounts. The Financial Plan includes transfers to reserves, the principal portion of debt payments and capital purchases. This format and taxation process is set by the Province. The March reported operating surpluses are included in the enclosed 2013 Year End Financial Statements. However, these statements do not present the results in the Financial Plan format. The new statements encompass accounting standards that are now required by municipal government for yearend reporting purposes. The 2013 audited statements are the 4th year reported under the new format prescribed by the Province and meet Public Sector Accounting Standards. The Financial Plan budget format and process does not change. Tax rates are set by cash needs. The Province has not yet mandated PSAB budgeting

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practises and Administration does not see this happening in the near future. In the meantime, the Financial Plan results will continue to be reported by Administration throughout the year and at year end to give Council an indication of the performance of the Budget Plan. The entire package attached contains not only the Citys accounts but also entities that are either fully or partially controlled by the City. This being the Handivan, Portage Regional Library, Portage Regional Planning District, the Portage Regional Landfill Authority, PRRA and now recently Central Plains Inc. (PRED). These entities are included in the consolidated statements and schedules. Schedule 1 provides the consolidated totals for the Citys Capital Assets. In 2013, the book value is $65.4 Million, including the Citys portion of the PCU Centre. Schedule 3 (Page 22-23) compares the consolidated expenses from 2013 to 2012 with 2013 showing $710,314 less costs than 2012. The largest variances are in Road Transport (due to less projects in 2013) and Recreation costs (on a consolidated basis). The 2013 Audited Statements are in draft format and require Councils approval prior to release as final version. Due to the lateness of the statement arrival, the draft version has been posted on the Citys web site and available at City Hall for viewing. The final version will also be available for viewing at City Hall and on the Citys web site once the auditors release the final copy and the Mayor signs the document.


Seconded by: Councillor Driedger RESOLVED THAT the Audited Financial Statements for the twelve months ended December 31, 2013 be adopted. Carried.

2. Award of RFQ

Supply of a Cube Van

Bid price Westward Ford Sales Ltd $55,779.06 Craig Dunn Pontiac, Buick, GMC, Ltd * $53,609.46 * Recommend Disqualification The RFQ was advertised in the City Page, on the Citys Website and local dealers were contacted by telephone. The two companies above submitted quotations. This unit will replace the Cube Van purchased in 2000 presently used for the City of Portage la Prairies Lift Stations. A point of interest would be that the present unit is a Ford F350 with a GVW of approximately 14,000lb. It was discovered shortly after the purchase that once the body/cube was installed, the unit was over the maximum GVW allowance and therefore illegal to operate on roadways. The next Cube Van purchased in the Waterworks Department in 2004 had the specifications changed with an increase to the GVW spec so we were operating with legal equipment on our roadways. This vehicle is a Ford F450. The unit Craig Dunn priced out has the same GVW as the Ford F350. Craig Dunn was the low bid at $51,237.36 net of GST but did not meet a critical specification of a minimum of 15,000lb. This means the truck, once fitted with the required cube body will be overweight and not road legal. Westward Fords bid price is $53,310.96 net of GST for a Ford F 450 with a GVW of 16,500lbs. This unit is a part of the pool truck inventory and is on a 10 year replacement schedule. It has now been in the fleet for 14 years and has very high mileage. There have been some major issues with rust at the rear frame and bumper

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that have had some temporary repairs done to keep it on the road. Budget for this unit is $50,000 and therefore is approximately $3,300 over budget net of GST.

210/14 Moved by: Councillor Ferris

Seconded by: Councillor Budz RESOLVED THAT the Council of the City of Portage la Prairie award the purchase of a Cube Van to Westward Ford for the quoted price of $55,779.06 including both taxes. Carried.

3. Easement

Agreement with Portage MCC Community Assistance Centre

The City has requested an easement with Portage MCC at their property located adjacent to Duke Avenue in order to have access to municipal lines. The lines are located under the MCC parking lot as indicated in the agreement.


Seconded by: Councillor Driedger RESOLVED THAT the Council of the City of Portage la Prairie authorize the Mayor and Manager of Administration to sign a Statutory Easement agreement with Portage MCC Community Assistance Centre Inc. for access onto the property described as follows: All that portion of Lot 15, Block 1, Plan 1997 PLTO in RL 65 Parish of Portage la Prairie as shown on a plan prepared by Stephen Bradley Richmond, M.L.S., and sworn by him on the 21st Day of January 2014 and given Deposit No. 0351-2014. Carried.

4. Award of

Contract for Consulting/ Redevelopment of Sask. Ave.

The City of Portage la Prairie issued a Request for Proposals for Consulting Services for the Conceptual Design of Saskatchewan Avenue Downtown Redevelopment between 5th St. East and 4th St. West. The scope of the work includes preparation of conceptual plans for surface infrastructure including pedestrian facilities (sidewalk renewal, crosswalks, accessibility); bicycle lanes and ancillary facilities; on-street and public off-street parking areas; parking meters; vehicle movement; architectural lighting and landscaping effects; traffic lighting; median treatments; traffic control and permanent and temporary informational signage; road surface drainage control; existing vegetation assessment; garbage and recycling facilities; benches; boulevard use assessment (commercial and special event); and preparation of conceptual cost estimates. Seven proposals were received and evaluated according to Policy ENG-F. In their proposal, HTFC demonstrated an excellent understanding of the scope of work, and detailed a logical and comprehensive methodology for the project. They have an excellent resume of similar streetscaping projects. MMM is the engineering partner, and their previous work includes the mid-80s design and contract administration of Saskatchewan Avenue reconstruction project, as well as Saskatchewan Avenue West preliminary designs. HTFC will undertake community stakeholder consultations early on in the project, set up a website for public review, and prepare a storyboard presentation for a public open house. In order to maintain cost control, a significant portion of the work will be completed by qualified junior staff with oversight by senior staff. A draft report is expected by mid-October, however this could be delayed if significant feedback is received by stakeholders and following the public presentation. A final report will be presented to Council by early December. Scatliff and Associates also submitted an excellent proposal, and they have

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extensive similar streetscaping experience, and Active Transportation facility design experience. Their approach would be slightly different in that they would prepare preliminary concept plans prior to review by community groups and other stakeholders. The budget for the development of a conceptual plan and cost estimates is $80,000.

212/14 Moved by: Councillor Froese

Seconded by: Councillor Budz RESOLVED THAT a contract for Consulting Services for the Conceptual Design of Saskatchewan Avenue Downtown Redevelopment be awarded to HTFC Planning and Design for the proposed cost of $45,810, excluding taxes. Carried.

5. SBR Pump Station

Engineering Contract Change of Scope

The City has an agreement with AECOM for the administration of the SBR pump station construction contract. This agreement included the overall engineering of the Detailed Design as well as Non-Resident and Resident Contract Administration. The budget for these services was approved at $265,600. The engineering services budget for contract administration was time-based (not fixed), and was estimated following the design phase and prior to the construction contract being awarded. This cost was also based on a construction completion date of May 30, 2014 The contract with Parkwest states that late completion may result in liquidated damages being applied. Liquidated damages are applied, at actual cost, up to $1500 per day, mainly for additional engineering services costs incurred by the Manitoba Water Services Board and the City after the completion deadline (June 19, 2014). As of August 22, 2014, $53,000 of engineering costs were incurred and will be recouped through liquidated damages. The additional $30,000 in engineering fees will also be recouped from Parkwest.

213/14 Moved by: Councillor Ferris

Seconded by: Councillor Stasiuk RESOLVED THAT the Council of the City of Portage la Prairie approve a change of scope for engineering services required for the completion of construction of the SBR Pumping Station at a cost of up to $30,000 (plus taxes). Carried.

6. Household

Hazardous Waste Day For Information Only

A Household Hazardous Waste Day has been scheduled for September 20, 2014 from 10:00am to 2:00pm at the City Operations building, 495 11th St NW. The depot will be open and available to all residents of the City and Rural Municipality of Portage la Prairie. The purpose of this program is to divert household hazardous material waste from the landfill and dispose of it in a controlled manner. Product Care Association, an organization that operates on behalf of manufacturers and retailers of household hazardous materials, contracts with Miller Environmental to attend the depot and take away the waste material. The 2013 Household Hazardous Waste Day saw approximately 205 vehicles come in with 685 kg and 5,515 litres of hazardous waste being collected. The waste consisted of pharmaceuticals, paint, propane, pesticides, as well as many other hazardous items. Used oil and containers are managed under a separate program, so Product Care Association will not pay for the processing of this material at their Household Hazardous Waste Day. Portage and District Recycling Inc. has an oil collection facility and has offered to be open on September 20 so we can direct any oil waste to their facility.

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7. Age Friendly Community Study

In 2011, the City of Portage la Prairie became recognized as an Age Friendly Community by Age Friendly Manitoba. To be recognized as an Age Friendly Community, City of Portage la Prairie had to meet five (5) milestones: 1. Community Engagement 2. Municipal Council resolution 3. Action Plan 4. Public Awareness 5. Measuring Outcomes Under the leadership of former City Councillor Janet Shindle the Portage la Prairie Age Friendly Committee was created. The committee is comprised of representatives from the City, Portage Service for Seniors, Herman Prior Centre, the RHA, Canadian Mental Health, Portage Regional Library, Portage Community Revitalization Corporation (PCRC) and several seniors from the community. The Age Friendly Committee has put in place a number of initiatives since its creation; for example the Portage la Prairie Seniors Resource Guide, and a business checklist to assist businesses in becoming more age friendly. Earlier this year, our City Manager and the Executive Director of the Portage Regional Economic Development Corporation (PRED) met with Associate Dean and Professor Richard Milgrom of the University of Manitoba. Professor Milgrom is an Associate Dean with the Faculty of Architecture and a Professor in the Department of City Planning. The meeting was meant to establish a relationship with the University and explore potential opportunities for students to conduct research in our city. The first proposed opportunity would look at how Portage la Prairie has evolved with its Age Friendly program and offer suggestions/recommendations as we move forward. To support the research, the University will task a group of 16 students of the City Planning Department to conduct a studio project in the City of Portage la Prairie. A studio project is essentially a community based learning research project involving a number of students. Should the Council approve this opportunity, the University of Manitoba students are scheduled to begin the studio on September 16 and carry on until the end of the university term in December. We expect a report to be submitted to City Council in December of 2014. Throughout the project students will be in constant communication with our Age Friendly Committee and other City organizations. In return the University of Manitoba is asking, from the City, a financial contribution of $5,000 to cover the expenses incurred by the University for this project. The agreement is being developed by the Universitys legal department and has not been submitted to the City as of the writing of this report.

214/14 Moved by: Councillor Stasiuk

Seconded by: Councillor Espy RESOLVED THAT the Council of the City of Portage la Prairie approve the agreement with the University of Manitoba for a studio project at a cost of $5000.00 conducted by students of the City Planning Department of the University of Manitoba looking into the City of Portage la Prairies Age Friendly program and authorize the Mayor and Manager of Administration to sign the Agreement on behalf of the City of Portage la Prairie. Carried.

8. By-Law #14-

8623, Council Indemnities, 1st Reading

Council indemnity by-law sets out provisions for benefits and salaries for members of Council. A survey of council indemnity in neighbouring municipalities was conducted to give Council some context around the establishment of the proposed bylaw.

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Municipality Process Note City of Brandon

Consumer Index Increase

Automatic yearly increase based on CPI in Manitoba

City of Dauphin

Tied to CUPE increases

Automatic increase

Town of Neepawa

No established process

Last increase in 2011, no interest to increase at this time

City of Steinbach

Equal to average salary increase for employees

It has been City Councils past practice to increase its indemnity and benefits based on the approved City employee salary increase. At this time, it is proposed that the indemnities for Council be increased 1.5% for 2014 (retroactive to January,) 2% for 2015 and 2% for 2016.


Seconded by: Councillor Driedger RESOLVED THAT By-Law 14-8623 being a by-law for the indemnity increase for Council for 2014 to 2016 be now read a first time. Carried.

9. Animal Control Officer

In June of 2014 after more than 20 years of contractual agreements with the City for animal control, Mr. Wendell Hawker tendered a notice of termination pursuant to the terms of the contract. The termination will take effect on September 27 of this year, more than 15 months ahead of the original expiry date. A few weeks later, Mr. Hawker further officially informed the City that he had sold the privately owned animal shelter to Portage Animal Welfare Society (PAWS.) This meant that the shelter would not necessarily be available to the City unless an agreement was signed between the City and PAWS for the continued use of the shelter. The City immediately contacted PAWS Board of Directors and its Executive Director to explore the possibility of partnering with them for the continued use of this facility pursuant to the Citys Animal Control Bylaw. Unfortunately after several rounds of negotiations PAWS and the City were unable to secure an agreement. At the time of writing this report, the City had not secured a new building yet, however several options are still being explored. A further report on this situation will come to Council at the September 22 meeting. With respect to the Animal Control function, the City explored different options to meet its needs. First option pertained to issuing a request for proposal (RFP) for animal control in the City, with animal shelter. Second option would call for a negotiation between the Rural Municipality of Portage la Prairie (RM) and the City to partner together for the use of its animal control officer. A third option would see the expansion of the current contract for service from the Corps of Commissionaires of Manitoba and the identification of a new animal shelter. This is the preferred option at this time as it provides for an increase in efficiencies within the bylaw enforcement functions within the City. The efficiencies essentially come from the sharing of resources between the different full time employees (FTE) working and the ability to extend the hours of coverage for all bylaw enforcement. City Administration and the Corps of Commissionaires have the following terms worked out for Councils consideration.

1. One extra FTE will be hired to fulfill and share all bylaw enforcement functions, including animal control function within the City (potential extension into the RM to be explored.) Therefore the Corps will have 3 people on staff within the City to handle all things germane to bylaw enforcement.

September 8, 2014


2. Animal control will deal with domestic cats and dogs; no wild animals such as skunks.

3. Bylaw Enforcement Officer/ Animal Control Officer hourly rates are: Regular Hourly Rate: $29.65* Overtime Hourly rate: $40.48 Daily Rate $237.20 Weekly $1,186.00 Yearly $56,928.00 *This rate includes the cost of the vehicle operation.

4. Animal control will be handled by the Corps of Commissionaire in a straight-time manner from 9am to 10pm Monday to Friday, based on the above noted rate. Weekends, statutory holidays, and the period between 10pm to 9am Monday to Friday will be handled on an emergency basis only. Should an emergency require immediate action, the Corps of Commissionaire will charge the City a call out rate of $40.48 per hour (the original contract rate.)

5. The Corps of Commissionaires will provide an extra vehicle for the local detachment. The second vehicle will be dedicated to animal control most of the time.

6. The Corps of Commissionaires will be responsible for care of the animals while in the Citys custody. The City will purchase animal food required to care for the animals (at a cost of approximately $1000 per year.)

7. The City will be responsible for providing the Corps with proper shelter facility and equipment to house and apprehend the animals.

8. The City will provide the new Animal Control Officer a cell phone to handle calls for service.

9. The current contract is scheduled to expire on March 31, 2016. This term will remain.

216/14 Moved by: Councillor Espey

Seconded by: Councillor Froese RESOLVED THAT the Council of the City of Portage la Prairie approve the extension of the contract, at a cost of $56,928.00, with the Corps of Commissionaires of Manitoba to include the animal control function to the Bylaw Enforcement program already in place, and authorize the Mayor and Manager of Administration to sign the Agreement on behalf of the City of Portage la Prairie. Carried.

OLD BUSINESS: 1. Security Cameras

in Livery Vehicles

At the July 14, 2014 Council meeting, Council instructed Administration to survey all cab companies for interest in installing security cameras and report back to Committee. This item was to be dealt with under Old Business on September 8, 2014. The survey is being conducted and is still under review.


Seconded by: Councillor Driedger RESOLVED THAT the Security Cameras in Livery Vehicles item be deferred to a date to be determined. Carried.

2. Industrial Land

Sale Policy ECD-ED-AB

This item went to Committee on July 14, 2014. The report is under review.


Seconded by: Councillor Driedger RESOLVED That the Industrial Land Sale Policy ECD-ED-AB review be deferred to a date to be determined. Carried.

September 8, 2014


ADJOURNMENT: There being no further business to discuss, Council adjourned at 9:10 p.m.

___________________ _________________________ Mayor Manager of Administration

September 8, 2014 Council Minutes

Documents

Transcript of September 8, 2014 Council Minutes