town of hay river april 25 regular meeting of …...town of hay river april 25th, 2018 regular...

TOWN OF HAY RIVER April 25th, 2018 REGULAR MEETING OF COUNCIL 6:30pm

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AGENDA

PUBLIC INPUT

1. CALL TO ORDER

2. ADOPTION OF AGENDA

3. DECLARATION OF INTEREST

4. ANNOUNCEMENTS, AWARDS, CEREMONIES & PRESENTATIONS

5. MINUTES a. Regular Meeting of Council – March 27th – page 3-28 b. Special Meeting of Council – April 3rd, 2018 – page 29-33 c. Special Meeting of Council – April 10th, 2018 – page 34-44

6. BUSINESS ARISING FROM MINUTES

7. ADMINISTRATIVE ENQUIRIES

8. COMMITTEE REPORTS

a. Public Works Monthly Report for March 2018 – page 45-46 b. Development & Building Report for March 2018 – page 47-48 c. Lagoon Remediation – page 49-50 d. Emergency Services Activity Report for March– page 51-53 e. Mayors Report for March – page 54-55

9. NEW BUSINESS

a. Expression of Interest for Fisherman’s Wharf – page 56-60 b. Road Closure for Hay Days – page 61-62 c. Letter of support for Pine Point Mining – page 63 d. Letter of Support for Soaring Eagle Friendship Centre – page 64 e. Letter of Support for HR Metis Government Council – page 65-67 f. Purchase from Recreation Reserves – page 68-69 g. Procurement Approval – page 70-72 h. IT Report – page 73-75 i. Green Space in Front of Recreation Centre page 76-78

10. NOTICES OF MOTIONS

TOWN OF HAY RIVER April 25th, 2018 REGULAR MEETING OF COUNCIL 6:30pm

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11. IN CAMERA a) Matter on Consideration - pursuant to Cities, Towns & Villages Act, S.N.W.T. 2003 c. 22,

Section 23. (3), (e)

12. ADJOURNMENT

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The Regular Meeting of Council was held on Tuesday, March 27TH , 2018 at 6:30pm in the Council Chambers. Present: Mayor Mapes, Deputy Mayor Jungkind, Councilors McKay, Anderson, Dohey &

Jameson

Staff: Judy Goucher – Senior Administrative Officer, Earle Dumas – Director of Public Works, Ross Potter – Director of Protective Services, Ruth Boden – Director of Finance and Administration, Stacey Barnes – Council Administrator

Public: Paul Bickford (Hub)

1. CALL TO ORDER: This Meeting was called to order at 6:30pm with Mayor Mapes presiding. 2. ADOPTION OF AGENDA

Add 9e) letter of Support Add 9f) Councilor Coakwell resignation #18-006 MOVED BY: CLLR ANDERSON

SECONDED BY: CLLR DOHEY CARRIED 3. DECLARATION OF INTEREST

Deputy Mayor Jungkind declared an interest in 9a) Mayor Brad Mapes declared an interest in 9e)

4. ANNOUNCEMENTS, AWARDS, CEREMONIES & PRESENTATIONS Dohey – Big thank you to all involved in AWG that helped

- Congratulation to all athletes

5. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S)

a) November 28th, 2017 – Regular Meeting of Council

#18-007 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR ANDERSON CARRIED

b) December 19th, 2017 – Regular Meeting of Council

#18-008 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR ANDERSON

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CARRIED

c) January 5th, 2018 – Special Meeting of Council

#18-009 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR ANDERSON CARRIED

6. BUSINESS ARISING FROM MINUTES

There was no business arising from the minutes. 7. ADMINISTRATIVE ENQUIRIES Goucher

- Full boar last week with the Arctic winter games - Last day for the director of recreation – SAO to act as ASAO until may

1st Dumas - Tender Dessy, Mansell and Marin – Posted this week

- Cedar rd. to birch rd. out this Wednesday. - Next week Courtreille st.

Boden - Audit slowed down a lot – Reporting deadline April 30th Potter - N/A Dohey - N/A 8. COMMITTEE REPORTS

a. Public works Monthly report for February 2018 RECOMMENDATION: #18-118 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDE BY: CLLR DOHEY THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the monthly report from Public Works for the month of February 2018. CARRIED BACKGROUND:

- Water Treatment Plant, Lagoon and Lift Stations operations and inspections. - On-going snow clearing of streets and sidewalks - Street sanding

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- Sewer Main Flushing of troubled areas - Vehicle and Equipment maintenance servicing - Staff member completed Water Treatment Plant Operator II Course - Arena Project Inspections and on-site services and reporting - Preparation for 2017 Annual Report(MVLWB) - Preparation for survey plan of Industrial Area properties - Address water and sewer freeze ups - New LED lighting at Town garage completed partially funded by Arctic Energy

Alliance Funding - Complete assessment of Aquatic Centre HVAC System(Feb.28) report due by

end of March - Complete Assessment of Water Reservoir Electrical Upgrades(Feb.28) for future

project. - Truck tenders advertised, closes March 14th, 2018 - Application for Porritt Landing Dredging on going(MVLWB) - Design of water and sewer projects 2018 on going, Tender process to start by 1st

week in April. - Equipment RFQ’s for Sewer Flusher, Snow Blower to be completed by mid-

March - Assist where possible for AWG Preparations.

COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: � Mackenzie Valley Land and Water Board (MV2009L3-0005) � Environment and Natural Resources Waste Management Guidelines � Bylaw 1574/GEN/16 Town of Hay River Purchasing Policy FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Earle Dumas Reviewed by: Ruth Boden Director of Projects and Planning Acting SAO

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b. Development & Building Report for February 2018 RECOMMENDATION: #18-119 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR JAMESON THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the Development and Building Permit Report for the month of February 2018.

Carried

BACKGROUND: SUMMARY 2 Development Permits have been approved for the month of February 2018. In the

month of February 2017, we had 5 Development Permits and 1 Building Permits signed out.

Background The February Development and Building Permit Report is as follows:

DATE DEV # CIVIC ADDRESS DESC. OF WORK Feb 18/18 DH18-008 322 Miron Drive Triple J Mechanical (Plumbing and

Heating)Feb 18/18 DH18-009 14-103rd. Street Raven Good Designs (Crafts)

COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A CONSIDERATIONS OR FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Reviewed by: Randy Froese Judy Goucher Development Officer SAO

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Date: February 28th, 2018 Date: February 28th, 2018

c. Mayors Monthly report for February 2018

RECOMMENDATION: #18-120 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the “Mayors Report” for February 2018 as presented. CARRIED BACKGROUND:

Mayor's February 2018 Meetings

Date Meeting With Location

Feb 5/2018 Minister Schumann Mayor Office

Update him on town issues

Feb. 22/2018 Meeting with Gary Hoffman, Floyd Hopkins, Steve Anderson

Mayor Office

Discuss on improving the TV

COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

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Prepared by: Brad Mapes Mayor Date: March 2nd, 2018

d. Excused absence

RECOMMENDATION: #18-121 MOVED BY: CLLR DOHEY SECONDED BY: CLLR ANDERSON THAT THE COUNCIL OF THE TOWN OF HAY RIVER excuses Councillor Coakwell from the Public Works Committee Meeting on Tuesday, March 6th. CARRIED BACKGROUND: Councillor Coakwell has asked to excused from the Public Works Committee Meeting on Tuesday, March 6th. COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Stacey Barnes Executive Assistant Date: March 5th, 2018

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e. Emergency services activity report for February 2018

RECOMMENDATION: #18-122 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR ANDERSON THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the Emergency Services Activity Report for the month of February 2018 as presented.

CARRIED

BACKGROUND: Summary:

February was a relatively busy month for the members of the Fire Department as we had many different initiatives that required our attention.

First and foremost is the fact that we added another 5 medical professionals to our medical team. This took 4 weekends to accomplish plus many home study hours for the students. With this training being complete 80% of our team is either EMR or EMT certified. Great timing also, with these newly trained members we will be able to support the Arctic Winter Games.

A pre-exercise planning meeting was held regarding the “Live Exercise” that will be happening at the Airport this fall. The membership is looking forward to the exercise as it gives us the opportunity to measure our capabilities in the event of an Airport Disaster.

As far as Public Fire Prevention and Training is concerned we were involved in 2 Fire Extinguisher Courses, one for the Hospital and one for Kal Tire which went very well with great participation by the attendees. We also did a GPS Training for the RCMP’s Emergency Response Team while they were doing their Winter Indoctrination course.

Administration and Fire Department members manned the booth at the Skills Canada Booth representing the Town of Hay River and LGANT. There were some questions from the students regarding jobs that they could look at within the Town and we were able to provide them with job descriptions and talk to them about opportunities with the Town.

A tabletop exercise was held where there was a simulated Multi Vehicle Collision of buses traveling between Hay River and Fort Smith which involved Hay River Fire, Fort Smith Fire, Advanced Medical Solutions, AWG Support Staff, RCMP and agencies from the GNWT. During the exercise it became very clear that resources will be taxed to the breaking point if there were a major accident involving the huge number of people that could be at risk if there was a bus accident. Arrangements are being made for a spare

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bus to be traveling with the convoy of busses that will be traveling that route which will help considerably.

Respiratory Fit Testing has been completed for Town of Hay River employees as this is now a WSCC requirement. If necessary we will rent the equipment again in the spring for any student employees that may need respiratory protection while working for the town. CSA standard say this needs to be done every two years but our Safety Program will be doing fit testing on a yearly basis so there is no gap.

The Fire Chief attended a FireSmart Workshop at the tail end of February and the beginning of March. With the training received the Fire Department will be conducting some Hazard Analysis’s on different areas of the town which will determine risks. Once that is done we will be looking for a Champion (Volunteer outside Fire Department Resources) to head up a group to encourage people to FireSmart their own yards. Our goal is to become a FireSmart Community as a result. We plan on meeting with groups such as the Chamber of Commerce, Corridor Committee, Service Clubs etc. to solicit someone who would be interested in becoming this Champion or Spark Plug.

Meetings:

PWS Committee Meeting Council Meetings Municipal Services Meeting Fire Meetings Management Meetings NWTFCA Meeting Minster Cochrane & Fire Marshall MACA Capital Meeting Fire Training Advisory Committee Meeting AGM Meet and Greet AWG Meeting regarding bleachers

During the month of February 455.5 Volunteer hours were served by the members of the HRFD for a year to date total of 1045 hours.

STATISTICS

2016 2017 2018 2018 YTD

Patient Transfers 32 15 11 25

Medical Emergency Local 15 11 9 27

Medical Emergency Reserve 0 2 3 5

Medical Emergency Highway 1 1 0 0

Medical Emergency Out of Town Patients

2 1 2 5

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Body Transfer 0 1 2 2

Fires & Rescues 2 4 3 6

False Alarms 0 2 3 3

Training 4 4 4 8

Special Training 0 2 6 12

Cleanup & Maintenance 5 5 3 7

Fire Permits 0 0 0 0

Fireworks Permits 0 1 0 0

Public Safety 2 1 2 2

Inspections 3 8 5 10

MAINTENANCE Ambulance 1 Weekly ChecksMedic 1 Weekly ChecksPump 1 Weekly ChecksPump 2 Weekly ChecksPump 3 Weekly ChecksTanker 1 Weekly ChecksRescue 1 Weekly ChecksRescue 2 Weekly ChecksRescue 5 Weekly Checks COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Fire Prevention Bylaw FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: None

Prepared by: Reviewed By:

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Ross Potter Ruth Boden Director Protective Services/Fire Chief Acting Senior Administrative Officer

Date: March 13, 2018

f. Recreation activity report for February

RECOMMENDATION: #18-123 MOVED BY: CLLR DOHEY SECONDED BY: CLLR JAMESON THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the report entitled "Recreation and Community Services Monthly Report" for Feb 2018 as presented.

CARRIED

BACKGROUND: Where did February go! All hands are now on deck in readiness for the opening of the new recreation center, and arrival of the Arctic Winter Games. The Visitors Information Centre Winterization project is almost 95% complete. The offices have been set up and are ready for occupancy, with only the printer & scanner to arrive. The Porritt landing boat launch concrete ramp work has commenced and will be installed after AWG, the week of the 26th. Public Works are now the lead on the boat launch project and will update as and when further information is provided. Aquatic Center The Aquatic Centre still manages to provide a good level of service to the community, as the main recreational facility in the town. There has been a number of free swims for the public, kindly donated by local businesses. We have offered a position to a Senior Lifeguard who arrives in Town in May of this year. This will go a long way in staffing the pool as we move ever closer to the opening of the new Recreation Centre & AWG in Mar 18. Parks & Fields The lead maintainer and his crew are busy preparing ice for the new recreation center ahead of its opening. Preparations are in place for the AWG through several planning/strategy meetings. Recreational Programming

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The Recreational Programmer is continuing to take full advantage of her creativity skills, by linking in with the Visitors Information Centre. This initiative is proving to be a real successes, as we see the VIC being utilized both day & night. Focus now moves onto the front desk staff as we prepare for the opening of the new Recreation Centre and arrival of the AWG. A customer services course has being delivered to a number of front desk staff. This will go a long way in preparing for the influx of visitors to the Recreation Centre. Visitors Information Centre (VIC) SEED funding for AWG Legacy has been a struggle to get completed due to all of the necessary work for the AWG tying up graphic designers, printers and manufacturers. We were able to get OS Mobile Welding to complete the 5 sign frames and are working with Poison Graphics to get some signage printed. The frames are portable signage that have interchangeable sign slots allow the Town to use them for multiple events into the future. Owl 3-piece puzzle pins were completed and delivered and they look amazing. They will be a hit for those pin collectors coming to the games. Four Pop up banners have been created and will be ready for the games. Town magnets have been created. Athlete bags have been delivered and we are working on getting them stuffed with information. A short 2-minute video is being created and will be launched on social media, you tube and we are hoping that it will be shown before every movie at the theatre. Town branded wayfinding maps are just going through the final proof and will be ready for the games. Hay River Mosaic Canada 150 postcards are here and will be part of the athlete swag, they are also for sale in the VIC. A photographer has been arranged through Spectacular NWT and has been provided a list of areas/images desired. 20 special guest gifts have been created for the Town to give away as a commemorative keepsake of the games. Unfortunately, the brochure has not been completed but we will be able to do this after the games and have one brochure to promote the South Slave Region and Hay River. MP Michael McLeod presented funding for the cultural component of the AWG and funding for KFN and Seniors’ Centre food service expansion/improvement at the VIC. It was very well attended and everyone expressed how much they like the all year round VIC and artisan displays. The number of local artisans now promoting their work in the VIC has doubled. Traffic has been brisk every day with a steady flow of locals and a surprising number of tourists. Winterization of the VIC is almost complete, we are just waiting on a printer/scanner solution to be decided upon and installed and an alarm solution to be chosen and installed. We are still working on finding a Point of Sale solution that will work for the VIC and make it easier to make sales, perform inventory and generated reports. New sign was hooked up and looks amazing. We have had many comments from locals. We have been updating the Town web site with information on AWG 2018 and continuing to grow the list of businesses/services available in the community.

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The Chamber of Commerce Winter Road Booklet was a huge success and the ‘free swim’ coupon seemed to be a big hit with locals and tourists. An Interac/Debit machine arrived and has allowed to make more sales and transactions have become easier. We advertised in the March issue of the Up Here, a third page ad and a 1/6th page welcome to athletes, this included 3 months of advertising on the Up Here website. Every athlete bag will have a copy of the magazine. Programming and courses have been held and are being planned for the coming months using the VIC in off hours as the location. This continues the awareness of the VIC in the community and that it is now open all year round. Co-host branded hockey pucks have been ordered and will arrive this week. These will be great keepsakes of the AWG and towns. Some will be used in the final hockey games in both towns. Advertising on local radio CKHR FM 103.7 thanking the community for volunteering and encouraging those who have yet to volunteer to please do so. Peter has been working with Sandra Lester to create a one page take away restaurant list for visitors. This will list all of the available eateries, operation times and menu. We are still in need of some volunteers to attend an information table in the new Recreation Complex during the games. If anyone is interested or knows of anyone suited to this task please let us know. We also need some volunteers to help out at the VIC providing information and watching the floor as we are expecting a great many people to be stopping by. Peter is going to put his name forward to sit on the GNWT Tourism Marketing Advisory Committee to represent Hay River. AQUATIC SUPERVISOR REPORT – Feb 18: Month End Activity Report

Department Statistics

Programs

Aqua Fit: Seeing consistent avg of 6, twice a week – Tues/Thur afternoons Lifesaving/Swim Instructor Course (wrapping up): 2 participants Early Bird Swim – consistently seeing 6-10 patrons daily (5x per week) Adult swim – 3 evenings/week - avg 4 patrons. Toonie Tuesdays – First Tuesday of each month admission is $2 (for everyone). Swim Lessons: 5 registered for lessons. Ran for 2weeks (4days/week). Free Swim to Survive: Runs Friday’s 1:30-3pm (NWTRPA funding) 10 swimmers Events Held

Swim to Survive: Friday afternoon program targeting Water Smart Safety messages in, on, and around water and ice. Different themes each week. Learning ice safety, boat safety, etc. and the skills required to recover from an

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unexpected fall into deep water. (Swim to Survive). Seeing a consistent 6 swimmers each week. (5-10yr).

Lifesaving/Swim Instructor Course: Made forward progress this month on course.

The candidates assisted, as well as took more leading role in the lessons this month for additional practise and did really well.

Aquafit: popular afternoon program runs twice per week on Tuesday & Thursday

from 1-2pm. seeing new faces, and seeing upwards of 10 on some days. Maui Wowi Luau Party was a big hit and we saw upwards of 10 in attendance. This ran Feb 6th.

Variance Report and Monthly Tracking

Pool Attendance:

February 2017 2018

Birthday Parties 5 2

Aquafit 60 28

Schools 263 129

General 1044 1268

Aquatic Revenue: February 2017 2018

Admissions $3471.06 $3242.29

Kids Lessons $402.26 $519.25

Adult Lessons $357.52 $53.25

Miscellaneous $286.80 $141.83

Hourly Rental $297.34 $137.14

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RECREATION PROGRAMMER REPORT – Feb 18: Month End Activity Report Department Statistics Programs • JR Einstein – Feb. 6, 20 - 6/8 participants. • PHAB – Feb. 2nd, 9th, 16th and 23rd, 15-20 participants • JR Shinny – lunch and afterschool – Feb. 13th, 14th, 27th and 28th Special Events • Family Sliding – Feb. 24th – 30 participants

• Family skiing – Feb 25th – 25 participants Other achievements • Promoting January events – Afterschool programs, outdoor programs • Preparing for AWG in March • Preparing for limited programming in March • Training new staff • Partnering with Library & VIC. • Planning professional development initiatives

o High Five o NorthernMost Host

VISITORS INFORMATION CENTRE REPORT – Feb 18: Month-End Activity Report

Department Statistics:

Number of visitors in February was 29, not including an ever-increasing number of locals (January 8).

Breakdown (of the 19 who signed the guest book in January)

Canada – 17 England – 1 Japan – 1

Gift Shop Sales:

We currently have 20 artists/retailers (up from 11 last month):

Aaron Tambour, Gary Vizniowski, Kate Latour, George Low, Brenda Hall, Beverly Tybring, Jennifer Buckley, Rotary Hay Days merchandise, Arctic Winter Games merchandise, Chamber of Commerce Hay Riveropoly, Daniel Pekar, Wayne Keefe, Angela McGonigle, Brian Willows, Bill Braden, Jessica Latour.

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The Town of Hay River and two charity groups:

Growing Together Cookbooks Paper Hugs Gift Cards displaying their crafts and products.

We have sold items for a total of $2,906.65 in the month of January (compared to (December sales $1,345.55).

Aaron Tambour’s photography, and the AWG merchandise (mostly due to Friday Find Your Power purchases by the Town) have been the strongest sellers through the month.

LEAD MAINTAINER REPORT – Feb 18: Month-End Activity Report Operations

• The facility maintainers have both outdoor rinks operational. • New maintainers are being trained on Zamboni operations using the outdoor rink.

• Main effort is making ice in the new arena ready for opening facility.

COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A Prepared by: Reviewed by: James Darby Judy Goucher Director of Community Services Senior Administration Officer Date: 13 Mar 18 Date: 13 Mar 18

g. ATM machine in Arena

RECOMMENDATION: #18-124 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR JAMESON

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THAT THE COUNCIL OF THE TOWN OF HAY RIVER directs Administration to bring a recommendation to the Council Meeting, April 24, 2018 on the placement of an ATM Machine in the new Recreation Complex.

CARRIED BACKGROUND:

We have received two requests from proponents wishing to provide the Town of Hay River with ATM services in the new recreation facility.

With the timing of the requests coming when the arena has not been completed and Town is preparing for the 2018 South Slave Arctic Winter Games, Administration has not had the opportunity to consider the Town’s best options for placement of this type of service within the facility.

At a minimum the Town would need to consider; 1) What are the cash availability needs within our facility? 2) Would the Town want to manage this service internally or use an ATM

supplier and what does that look like? From a regulatory perspective the Town will need to; 3) Use our RFP process to comply with the procurement by-law and to ensure

the best viable options are available for Council’s consideration. 4) Consider the risks around the security impacts of placing an ATM in the

facility, both from a physical and fraud perspective 5) Consider the risks around the logical security impacts to protect the potential

customers from malware 6) Another consideration is that this may be a good source of revenue for the

Town.

RECOMMENDATION: That Council directs Administration to bring a proposed solution to the regular Council meeting in April 2018. This will allow Administration sufficient time to work with the arena stakeholders and staff to determine the needs of the community and the most acceptable approach to placing an ATM service in the recreation facility. COUNCIL POLICY / STRATEGY OR GOAL: APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: By-law 1574-GEN-16 Property Procedure or Procurement By-law FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

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Prepared by: Reviewed by: Ruth Boden, Director of Finance Date: March 13 2018

h. Council Priorities

RECOMMENDATION: #18-125 MOVED BY: CLLR JAMESON SECONDED BY: DEPUTY MAYOR JUNGKIND THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the report titled “Council Priorities” as presented

CARRIED

BACKGROUND: On March 6th,2018 during the Special Meeting of Council, Mayor Mapes asked of the Council what they wanted to achieve and possibly complete before the term was up in October. This is the list that was thought of collectively.

General Plan

Land Development Power Franchise

Arctic Winter Games (after budget)

Review of Procurement Bylaw

Highway Rescue funding Recreation Centre

Completion Recreation Centre

Fundraising Recreation Centre

Sidewalks/Paving MTS Land/Lease Porritt Landing Wharf Upgrades Sale of Surplus Land &

Buildings New Town Hall/Lease Fire Training School –

Insurance Air Travel Cost Channel 649 IT Contract Waste Management Tourism Policy Regional Fish Plant

Agriculture Plan Fixed Asset Preventive

Management Old Town Parks/Recreation

Town of Hay River January 30th, 2018 Regular Meeting of Council 6:30 pm

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We have attached an ACTION ITEM list with those descriptions and comments that come to mind from the senior management team, bearing in mind that the SAO is away and has not had time to review this list. Administration is asking Council to assist with some of the descriptions and to review the comments to ensure that we are moving in the desired direction. This is a working paper only and should be treated as such. COUNCIL POLICY / STRATEGY OR GOAL: APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Reviewed by: Stacey Barnes Council Administrator Date: March 13 2018

i. Excused absence

RECOMMENDATION: #18-126 MOVED BY: CLLR DOHEY SECONDED BY: DEPUTY MAYOR JUNGKIND THAT THE COUNCIL OF THE TOWN OF HAY RIVER excuses Councillor Coakwell from the Municipal Services Committee Meeting on Tuesday, March 13th. CARRIED BACKGROUND: Councillor Coakwell has asked to be excused from the Municipal Services Committee Meeting on Tuesday, March 13th.


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Prepared by: Stacey Barnes Executive Assistant Date: March 26th, 2018

9. NEW BUSINESS

a. Recommendation for truck tender

RECOMMENDATION:

#18-127 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY

THAT THE COUNCIL OF THE TOWN OF HAY RIVER awards the Two Truck Tenders to Aurora Ford.

CARRIED BACKGROUND: Public Works put out a Public Tender for the Supply and Delivery of 2, ½ Ton Trucks that closed on March 14th, 2018. Aurora Ford was the only bidder and came in as follows: ½ Ton Truck w/ 8ft box-$39,309.00 ½ Ton Truck w/6.5ft box-$42,032.00


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Both units came in under the 2018 Capitol Budget of $45,000.00 each. With the remaining balance of $8659.00 we would like to purchase extended warranties for both trucks as well as have misc. equipment installed (IE VHF Radio’s, Beacons) COUNCIL POLICY / STRATEGY OR GOAL: To provide up to date vehicles for the purpose of maintaining Town operations as well as eliminating expensive maintenance on older vehicles. APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Bylaw 1574-GEN-16 Property Procedures or Procurement Bylaw FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: ATTACHMENTS: N/A

Prepared by: Earle Dumas Reviewed by:

b. 2018 board of revision

RECOMMENDATION: #18-128 MOVED BY: CLLR DOHEY SECONDED BY: CLLR JAMESON THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the report on the 2018 Board of Revision Results for information. CARRIED BACKGROUND: On March 7, 2018 the Board of Revision on the 2017 Assessment for the 2018 Taxation year convened at 9:00 AM and met until noon of the same day.


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The Board heard 15 complaints of which (2) were submitted by Administration on behalf of the Town. The outcome of these appeals are as follows;

(1) Plan 1926 Lot 1486 – Woodland Manor – Long Term Care Expansion The Town requested re-assessment of the improvement value based on the concern that the assessed value was far lower than the actual costs to build.

OUTCOME

No change was forthcoming from the Town’s request for reassessment on the improved value. The Assessment Team reported to the Board that the process used for valuation was in accordance with the legislated requirements and to ensure they captured all the unique elements of the improvement, a higher class was used than other buildings in the area.

(2) Plan 4391 Lot 2127 – Hay River Health and Social Services – New Facility The Town requested re-assessment of the improvement value based on the concern that the assessed value was far lower than the actual costs to build .

OUTCOME

When reviewing the file, the Senior Property Assessor revisited the land value which resulted in an increase of assessed value in the amount of $147,300. No change was forthcoming on the value of the improvements. The Assessment Team reported that the Marshall & Swift Program was used to value the improvements. This program is being used in other areas of the NWT for unique properties such as hospitals, schools and prisons to capture the elements efficiently which provides a more accurate assessment.

The Assessment Team reminded the Board of Revision that the assessed values are set on the “Base Year 2008” and an assessment review is being completed in 2017/2018 for implementation in the 2019 taxation year which will put positive upward pressure on all property values in the Town.

The other complaints were from property owners who felt their property and land values that were assessed too high and housekeeping matters such as changes of ownership and/or addresses.


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Of concern to the Town is a situation where assessed values decrease significantly due to reassessment, resulting in negative pressure on the assessed value to such an extent that the operating budget for the coming year needs to be revised.

The overall net decrease in assessed value because of the changes recommended by the Board of Revision was $9,700 which will not impact the 2018 budget.

Council has the option to appeal to the Tribunal on the Board of Revision decision. This appeal will need to be submitted by April 23rd, 2018.

Administration is not recommending an appeal due to the General Assessment which will be relevant in the 2019 taxation year. This will move the depreciation factor used to a more relevant base year up from 2008 and will likely see property values increase significantly within the Town.

COUNCIL POLICY / STRATEGY OR GOAL: Town of Hay River Financial Sustainability APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: 2018 Capital Budget. ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Reviewed by: Ruth Boden Judy Goucher Director of Finance and Administration Senior Administrative Officer March 21, 2018 March 21, 2018 c. Town Hall lease renewal

RECOMMENDATION:


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#18-129 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY THAT THE COUNCIL OF THE TOWN OF HAY RIVER directs Administration to exercise a one-year renewal option for Town Hall office space under the existing lease agreement with Hay River Mobile Home Park under the same terms as the previous year. CARRIED BACKGROUND: The lease agreement for the current Town of Hay River Town Hall is due to expire effective March 31st, 2018. The existing agreement provides 4,628 sq. ft. of space and includes an option to renew for two (2) additional 1-year periods. The Town current pays $148,096 ($32 per sq.ft.) per annum under the existing contract. Administration will be coming forward with an options paper this summer, for Council consideration, on the demolition of the existing Town Hall building and the options available for providing an appropriate space for a permanent Town Hall facility. A one-year term renewal on the existing lease will allow Administration the time necessary to provide the appropriate information for Council’s consideration. COUNCIL POLICY / STRATEGY OR GOAL: Town of Hay River Financial Sustainability APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: 2018 – 2021 O & M Budgets $149,000. ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Reviewed by: Ruth Boden Judy Goucher Director of Finance and Administration Senior Administrative Officer March 26, 2018 March 26, 2018

d. Recreation center progress claim #20

RECOMMENDATION:


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#18-130 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY THAT THE COUNCIL OF THE TOWN OF HAY RIVER approves the payment of Progress Claim #20 to Clark Builders in the amount of $496,264.52 plus GST. CARRIED BACKGROUND: The Town of Hay River has entered into an agreement with Clark Builders on the Don Stewart Recreation Centre Renovation. The twentieth (20) Progress Claim has been presented for payment. This includes work up to and including February 28, 2018 less the 10% holdback. This claim does not include the additional costs for the Stairwell #1 wall at this time. The Town’s Project Manager is working with the contractor and a Contemplated Change Notice will be forthcoming in the next few days for Council’s consideration. COUNCIL POLICY / STRATEGY OR GOAL: To make informed decisions and mitigate risk to the Town of Hay River APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Property and Procurement By-Law No. 1574/GEN/2016. FINANCIAL IMPLICATIONS: Capital Budget expenditures for 2018 $496,264.52 plus GST ALTERNATIVES TO RECOMMENDATIONS: N/A. ATTACHMENTS: Recreation Centre Progress Claim #20 Recreation Centre billing summary to February 28, 2018

Prepared by: Reviewed by: Ruth Boden Judy Goucher Director of Finance & Administration Senior Administrative Officer

e. Letter of support for Museum RECOMMENDATION:


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#18-131 MOVED BY: CLLR JAMESON SECONDED BY: CLLR ANDERSON THAT THE COUNCIL OF THE TOWN OF HAY RIVER directs Administration to draft a letter of support for the Hay River Museum Society.

CARRIED BACKGROUND: The Hay River Museum Society is currently building its funding proposal to the GNWT Education, Culture and Employment department for the 2018 season. One of the requirements is for letters of support from the community. The proposal deadline is March 31, 2018. The Hay River Museum Society is asking for a non-committal letter of support from the Town of Hay River. COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Reviewed by: Stacey Barnes Judy Goucher Council Administrator Senior Administrative Officer March 27, 2018 March 27, 2018 10. NOTICES OF MOTIONS

There were no Notice of Motions at the Regular Meeting of Council on Tuesday, January 30th, 2018

13. IN CAMERA


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#18-133 MOVED BY: CLLR ANDERSON SECONDED BY: DEPUTY MAYOR JUNGKIND That the Council of the Town of Hay River move to In Camera at 7:38pm. CARRIED

#18-134 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY That the Council of the Town of Hay River move out of In Camera At 8:35PM. CARRIED

14. Adjournment #18-135 MOVED BY: CLLR ANDERSON That the Regular Meeting of Council be adjourned at 8:36pm. CARRIED

Certified Correct as Recorded on the 27th day of March 2018. These minutes were accepted by motion #__________. Mayor Senior Administrative Officer

Town of Hay River April 3rd, 2018 Special Meeting of Council 5 Minutes after Public Works Committee Meeting

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The Special Meeting of Council was held on Tuesday, April 3rd, 2018 at 6:45pm in the Council Chambers. Present: Mayor Mapes, Deputy Mayor Jungkind, Councillors McKay, Anderson, Dohey &

Jameson

Staff: Director of Protective Services – Ross Potter, Director of Finance and Administration – Ruth Boden, Director of Public Works – Earle Dumas, Senior Administrative Officer- Judy Goucher & Stacey Barnes – Council Administrator & Recording Secretary

Public: Kristen Murphy (CBC)

1. CALL TO ORDER: This Meeting was called to order at 6:45pm with Mayor Mapes presiding. 2. ADOPTION OF AGENDA #18-136 MOVED BY: CLLR ANDERSON SECONDED BY: DEPUTY MAYOR JUNGKIND CARRIED 3. DECLARATION OF INTEREST

There were no declarations of interest for Tuesday, March 6th, 2018 4. NEW BUSINESS a) Procurement Approval

RECOMMENDATION: #18-137 MOVED BY: CLLR DOHEY SECONDED BY: CLLR ANDERSON THAT THE COUNCIL OF THE TOWN OF HAY RIVER approve the expenditure totaling $172,238.77 as outlined in the attached list. CARRIED BACKGROUND: In accordance with Bylaw No. 1574/GEN/2016 sec. 4, and Schedule “A” of the bylaw which states:

Council delegates to the SAO the authority to commit or expend funds from the operations budget of the Town to a limitation of $25,000.00. the SAO may, in writing, delegating his authority to commit or expand funds to other Town Staff at his discretion, up to $5,000.00 such delegation will


Page 2 of 5

enable staff to initiate expenditures against the budget for which they are accountable.

For expenditures in excess of $25,000.00 a resolution of Council authorizing the expenditure shall be required.

Administration has compiled a listing of expenditures exceeding the SAO authorization limit and is requesting Council approve the attached listing of expenditures for payment.

All items have been verified for accuracy, validity and budget inclusion by Administration.

COUNCIL POLICY / STRATEGY OR GOAL: Town of Hay River Purchasing Policy APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Bylaw 1574-GEN-16 Property Procedures or Procurement Bylaw FINANCIAL IMPLICATIONS: 2018 O&M Budget. ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: Expenditures in Excess of $25,000 listing

Prepared by: Reviewed by: Ruth Boden Judy Goucher Director of Finance and Administration Senior Administrative Officer April 10, 2018 April 10, 2018 b) Recreation Committee Recommendations RECOMMENDATION: #18-138 MOVED BY: CLLR JAMESON SECONDED BY CLLR ANDERSON THAT THE COUNCIL OF THE TOWN OF HAY RIVER agree to keep the arena ice installed for the month of April 2018 to allow user groups and the public to continue to use the new arena. Regular fees to apply starting April 4th.


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And; THAT THE COUNCIL OF THE TOWN OF HAY RIVER require user groups to acquire insurance through their governing body. If the cost to acquire insurance for the one month remaining in the season due to user groups not registering with their governing body if prohibitive then it is recommended that the Town of Hay River treat user group bookings in the same manner that they would treat a private booking for the month of April.

And; THAT THE COUNCIL OF THE TOWN OF HAY RIVER commit to delivering the Summer Heat Program for 2018 at a level commensurate with the programming that took place prior to the arena replacement project.

And: THAT THE COUNCIL OF THE TOWN OF HAY RIVER allow the gymnastics club to set up their equipment on the curling ice concrete slab once all deficiencies have been addressed by the Contractor. The equipment would remain in place subject to other rentals of the space and subject to reaching agreement on a rental fee for the extended use. In the event that the space is rented out, the Town would provide a temporary storage location for the gymnastics equipment.

CARRIED

BACKGROUND:

Each recommendation background is attached in the Recreation Committee minutes for March 27th, 2018. COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: N/A

ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS:

Draft Recreation Minutes – March 27th, 2018

Prepared by: Reviewed by: Stacey Barnes Judy Goucher Council Administrator Senior Administrative Officer

Date: March 29th, 2018 Date: March 29th, 2018


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c) Arctic Winter Games Liaison RECOMMENDATION: #18-139 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR ANDERSON THAT THE COUNCIL OF THE TOWN OF HAY RIVER appoints Councillor Dohey to be the liaison for the 2018 Arctic Winter Games Host Society until the Host Society wrap up is completed. CARRIED BACKGROUND: With the resignation of Councilor Coakwell, the Town of Hay River does not have a Council Member representative on the Board of Directors of the 2018 AWG Host Society. There is still a substantial amount of work to be done until the Host Society completes the reporting for the 2018 AWG. The Town of Hay River is required to have a Council Member representative on the 2018 AWG Host Society Board. As per the Arctic Winter Games Host Society, Town of Fort Smith & Town of Hay River Tri-Party agreement, section 2, 2.1: ADMINISTRATION OF HOST SOCIETY

Host Society’s Board of Directors: The Board of Directors of the Host Society shall be selected in accordance with the Society's by-laws and shall also include:

One member who is a Council member of the Town of Fort Smith; and

one member who is a Council member of the Town of Hay River. COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A


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ATTACHMENTS: N/A

Prepared by: Reviewed by: Stacey Barnes Judy Goucher Council Administrator Senior Administrative Officer

Date: March 29th, 2018 Date: March 29th, 2018

5. IN CAMERA

#18-140 MOVED BY: CLLR MCKAY SECONDED BY: CLLR ANDERSON That the Council of the Town of Hay River move to In Camera at 6:57pm. CARRIED

#18-141 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR JAMESON That the Council of the Town of Hay River move out of In Camera At 8:20PM. CARRIED

6. ADJOURNMENT #18-142 MOVED BY: CLLR ANDERSON CARRIED

That the Special meeting of Council be adjourned at 8:21pm.

Certified Correct as Recorded on the 3th Day of April 2018 These minutes were accepted by motion #__________.

Mayor Senior Administrative Officer

Town of Hay River April 10TH, 2018 Special Meeting of Council 5 Minutes after Public Works Committee Meeting

1

The Special Meeting of Council was held on Tuesday, April 10th, 2018 at 6:44pm in the Council Chambers. Present: Mayor Mapes, Deputy Mayor Jungkind, Councillors McKay, Anderson, Dohey &

Jameson

Staff: Director of Protective Services – Ross Potter, Director of Finance and Administration – Ruth Boden, Director of Public Works – Earle Dumas, Senior Administrative Officer- Judy Goucher & Stacey Barnes – Council Administrator & Recording Secretary

1. CALL TO ORDER: This Meeting was called to order at 6:44pm with Mayor Mapes presiding. 2. ADOPTION OF AGENDA #18-143 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR JAMESON CARRIED 3. DECLARATION OF INTEREST

Councillor Jameson declared an item 4a) as it involves her company 4. NEW BUSINESS a) Procurement Approval

RECOMMENDATION: #18-144 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR ANDERSON THAT THE COUNCIL OF THE TOWN OF HAY RIVER approve the expenditure totaling $172,238.77 as outlined in the attached list. CARRIED BACKGROUND: In accordance with Bylaw No. 1574/GEN/2016 sec. 4, and Schedule “A” of the bylaw which states:

Council delegates to the SAO the authority to commit or expend funds from the operations budget of the Town to a limitation of $25,000.00. the SAO may, in writing, delegating his authority to commit or expand funds to other Town Staff at his discretion, up to $5,000.00 such delegation will enable staff to initiate

Town of Hay River April 10TH, 2018 Special Meeting of Council 5 Minutes after Public Works Committee Meeting

2

expenditures against the budget for which they are accountable. For expenditures in excess of $25,000.00 a resolution of Council authorizing the expenditure shall be required.

Administration has compiled a listing of expenditures exceeding the SAO authorization limit and is requesting Council approve the attached listing of expenditures for payment. All items have been verified for accuracy, validity and budget inclusion by Administration. COUNCIL POLICY / STRATEGY OR GOAL: Town of Hay River Purchasing Policy APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Bylaw 1574-GEN-16 Property Procedures or Procurement Bylaw FINANCIAL IMPLICATIONS: 2018 O&M Budget. ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: Expenditures in Excess of $25,000 listing

Prepared by: Reviewed by: Ruth Boden Judy Goucher Director of Finance and Administration Senior Administrative Officer April 10, 2018 April 10, 2018

Town of Hay River April 10th, 2018 Special Meeting of Council 5 Minutes after Public Works Committee Meeting

Page 3 of 11

b) Operations and Maintenance Funding Contribution Agreement RECOMMENDATION: #18-145 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY THE COUNCIL OF THE TOWN OF HAY RIVER approves the Operations and Maintenance Funding Contribution Agreement for 2018 – 2019 in the amount of $2,179,000. CARRIED BACKGROUND: Each year Council approves a funding agreement with Government of Northwest Territories for Operations and Maintenance for the period April 1st to March 31st of the following year. For this year April 1, 2018 to March 31, 2019 the agreement for Operations & Maintenance Funding is in the amount of $2,179,000. Once these agreements are signed, funding will flow monthly. COUNCIL POLICY / STRATEGY OR GOAL: To obtain Operations and Maintenance Funding for the current budget year. APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Town of Hay River O&M Budget for 2018 FINANCIAL IMPLICATIONS: $2,179,000 for operating expenditures for the calendar year. ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: Transfer Agreement – O & M Transfer Agreement.

Prepared by: Reviewed by: Ruth Boden Judy Goucher Director of Finance SAO


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c) Water and Sewer Finding Contribution Agreement RECOMMENDATION: #18-146 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY THE COUNCIL OF THE TOWN OF HAY RIVER approves the Water and Sewer Funding Contribution Agreement for 2018 – 2019 in the amount of $1,021,000. CARRIED BACKGROUND: Each year Council approves a transfer agreement with Government of Northwest Territories for Water and Sewer funding for the period April 1st to March 31st of the following year. For this year April 1, 2018 to March 31, 2019 the agreement for Operations & Maintenance Funding is in the amount of $1,021,000. Once these agreements are signed, funding will flow monthly. COUNCIL POLICY / STRATEGY OR GOAL: To obtain Water and Sewer Funding for the current budget year. APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Town of Hay River Utility O & M Budget for 2018 FINANCIAL IMPLICATIONS: $1,021,000 for utility operating expenditures for the calendar year. ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: Transfer Agreement – Water & Sewer Transfer Agreement.

Prepared by: Reviewed by: Ruth Boden Judy Goucher Director of Finance SAO

d) CPI Funding Contribution Agreement

RECOMMENDATION: #18-147 MOVED BY: CLLR ANDERSON


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SECONDED BY: DUPUTY MAYOR JUNGKIND THAT THE COUNCIL OF THE TOWN OF HAY RIVER approves the Community Public Infrastructure Funding Contribution Agreement for 2018 – 2019 in the amount of $1,260,000.

CARRIED

CPI Funding is based on the GNWT fiscal year which is from April 1st to March 31st. Our funding for this year is based on 2017 -18 rates and will be $1,260,000.

The two requirements for CPI Funding are an approve capital budget and the approval of this agreement. We can anticipate received the funding in May once the agreements are signed and delivered as our Capital Budget for 2018 is approved and has been shared with MACA.

To obtain CPI Funding for the current budget year to enable the Town to complete planned capital spending.

Town of Hay River General Plan and Town of Hay River Capital Plan

$1,260,000 for capital expenditures.

None

Transfer Agreement – Community Public Infrastructure.

Prepared by: Reviewed by: Ruth Boden Judy Goucher Director of Finance & Administration Senior Administrative Officer e) Tax Sale Public Auction RECOMMENDATION: #18-148 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY

BACKGROUND:

COUNCIL POLICY / STRATEGY ORGOAL:

APPLICABLE LEGISLATION, BYLAWS, STUDIES,PLANS:

FINANCIAL IMPLICATIONS:

ALTERNATIVES TO RECOMMENDATIONS:

ATTACHMENTS:


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THAT THE COUNCIL OF THE TOWN OF HAY RIVER in accordance with the Property Assessment and Taxation Act RSNWT. 1988 Chapter P-10, Section 97.6:

1. Sets the date of public auction where taxable property will be offered for sale as June 27, 2018 at 9:00 am in Town Hall Council Chambers; AND

2. The minimum sale price of each taxable property, calculated in accordance with the regulations is provided for as follows;

Property Address LOT BLOCK PLAN

Assessment

Value (2017)

Minimum

Sale Price

27‐28, 101 Avenue 96‐97 38 139,600 $69,800.00

22‐101 Avenue 99 38 11,300 $5,650.00

19‐102 Avenue 100 38 11,300 $5,650.00

1‐102 Avenue 1 A 40 12,400 $6,200.00

3‐101 Street 2 A 40 12,400 $6,200.00

5‐101 Street 3 A 40 12,400 $6,200.00

7‐101 Street 4 A 40 12,400 $6,200.00

9‐101 Street 5 A 40 17,400 $8,700.00

4‐100 Street 23 A 40 12,400 $6,200.00

2‐100 Street 24 A 40 12,400 $6,200.00

1‐100 Street 1 B 40 15,100 $7,550.00

3‐100 Street 2 B 40 15,100 $7,550.00

Vale Island 22 Rem B 40 33,600 $16,800.00

3‐102 Street 2 H 40 33,400 $16,700.00

13‐103 Street 7 J 41 19,400 $9,700.00

14 & 16‐102 Street 17 & 18 J 41 154,400 $77,200.00

12‐102 Street 19 J 41 47,700 $23,850.00

8‐102 Street 21 J 41 40,200 $20,100.00

31‐103 Street 4 L 41 86,200 $43,100.00

47126 Mackenzie Hwy 4 XD 134 110,700 $55,350.00

47117 Back Road 8 XD 134 85,800 $42,900.00

23‐105 Street 12 U 142 44,200 $22,100.00

4‐104 Street 23 U 142 14,500 $7,250.00

2‐104 Street 24 U 142 67,700 $33,850.00

24‐105 Street 13 V 219 93,900 $46,950.00

22‐105 Street 14 V 219 80,800 $40,400.00

17 Eagle Crescent 375 360 123,700 $61,850.00

91 Riverview Drive 472 360 73,700 $36,850.00

23 Caribou Crescent 486 360 63,300 $31,650.00

24 Elm Crescent 553‐12 G814 917 107,400 $53,700.00

18 Fir Crescent 553‐120 G814 991 68,400 $34,200.00

210 Paradise Road 549‐2 G814 1225 85,000 $42,500.00

81 Riverview Drive 1454 1638 93,900 $46,950.00

364 Miron Drive 1524 2006 127,400 $63,700.00

5 Cranberry Crescent 1619 2218 130,400 $65,200.00

53 Miron Drive 1747 2701 159,700 $79,850.00



Lagoon Road (Mountain Avens) 1958 4174 286,100 $143,050.00

43044 MacKenzie Highway 1926 4196 431,200 $215,600.00

CARRIED


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BACKGROUND: The Property Assessment and Taxation Act R.S.N.W.T. 1988, c.P-10 (PATA) Part III Taxation, Section 97.6 provides for the recovery of tax arrears by sale at public auction. The Town of Hay River has not had a tax arrears sale since 2013. That sale included properties with tax arrears from 2011. Legislative requirements allowing the Town to place a property in a tax arrears sale take two years and include multiple notices to the property owner and public notices to the community at large. Administration has provided notice pursuant to the legislation to all property owners that are in arrears for 2016 property taxes notifying them that their properties are at risk of being sold for property tax arrears. We are now preparing to move forward with advertisements being placed in the Northwest Territories Gazette for the April 30th, 2018 publication with the sale to follow on June 27, 2018. The Town is using legal consultants to complete this process and the costs of that service are added to the arrears and recovered from sale proceeds. The Property Assessment and Taxation Act – Tax Sales Regulations Section 3 establishes the minimum price of a taxable property as 50% of the assessed value of the taxable property. Legislation gives the municipality the power to set the sale price higher than the prescribed minimum value to recover the tax arrears and the costs of collecting the taxes through sale. The review of tax arrears on each property has determined that the minimum sale price of 50% of 2017 assessed value will be sufficient to cover the arrears owed on each identified property. Any residual amounts will be disbursed in accordance with legislation. The auction will be held at 9:00 am on June 27th, 2018 at the Town Hall Council Chambers in the Town of Hay River. The properties listed below are subject to sale for arrears of property taxes.


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Property Address LOT BLOCK PLANAssessment Value (2017)

Minimum Sale Price 2016 Arrears

27-28, 101 Avenue 96-97 38 139,600 $69,800.00 $33,638.9822-101 Avenue 99 38 11,300 $5,650.00 $2,411.4319-102 Avenue 100 38 11,300 $5,650.00 $2,411.431-102 Avenue 1 A 40 12,400 $6,200.00 $352.303-101 Street 2 A 40 12,400 $6,200.00 $352.315-101 Street 3 A 40 12,400 $6,200.00 $352.307-101 Street 4 A 40 12,400 $6,200.00 $352.299-101 Street 5 A 40 17,400 $8,700.00 $494.414-100 Street 23 A 40 12,400 $6,200.00 $352.302-100 Street 24 A 40 12,400 $6,200.00 $352.511-100 Street 1 B 40 15,100 $7,550.00 $3,065.913-100 Street 2 B 40 15,100 $7,550.00 $3,065.91Vale Island 22 Rem B 40 33,600 $16,800.00 $954.123-102 Street 2 H 40 33,400 $16,700.00 $15,863.7213-103 Street 7 J 41 19,400 $9,700.00 $471.4614 & 16-102 Street 17 & 18 J 41 154,400 $77,200.00 $3,861.7512-102 Street 19 J 41 47,700 $23,850.00 $1,159.248-102 Street 21 J 41 40,200 $20,100.00 $472.7931-103 Street 4 L 41 86,200 $43,100.00 $14,235.1547126 Mackenzie Hwy 4 XD 134 110,700 $55,350.00 $3,218.3347117 Back Road 8 XD 134 85,800 $42,900.00 $14,710.6223-105 Street 12 U 142 44,200 $22,100.00 $6,770.514-104 Street 23 U 142 14,500 $7,250.00 $5,193.012-104 Street 24 U 142 67,700 $33,850.00 $1,645.3224-105 Street 13 V 219 93,900 $46,950.00 $3,449.5222-105 Street 14 V 219 80,800 $40,400.00 $6,413.4917 Eagle Crescent 375 360 123,700 $61,850.00 $385.8791 Riverview Drive 472 360 73,700 $36,850.00 $9,624.4923 Caribou Crescent 486 360 63,300 $31,650.00 $797.7824 Elm Crescent 553-12 G814 917 107,400 $53,700.00 $9,869.9718 Fir Crescent 553-120 G814 991 68,400 $34,200.00 $5,348.74210 Paradise Road 549-2 G814 1225 85,000 $42,500.00 $5,707.3281 Riverview Drive 1454 1638 93,900 $46,950.00 $2,995.30364 Miron Drive 1524 2006 127,400 $63,700.00 $153.785 Cranberry Crescent 1619 2218 130,400 $65,200.00 $773.0753 Miron Drive 1747 2701 159,700 $79,850.00 $16,562.9860 Cranberry Crescent 1795 3925 157,000 $78,500.00 $36,578.3713 Cranberry Crescent 1820 3925 119,100 $59,550.00 $3,583.41Lagoon Road (Mountain Avens) 1958 4174 286,100 $143,050.00 $4,953.0243044 MacKenzie Highway 1926 4196 431,200 $215,600.00 $26,012.34

$248,967.55 If prior to commencement of public auction, any person including the assessed owner pays the arrears of property taxes and all reasonable expenses incurred by the Town to collect the arrears, the property will not be offered for auction. Any person who pays the arrears of property taxes and expenses prior to commencement of the public auction may obtain a lien on the taxable property for the amount paid, if the person is other than the assessed owner and having an interest, estate, encumbrance or claim registered or filed under the Land Titles Act in or against the taxable property or a transferee of such a person. The assessed owners of any of the above taxable properties is entitled to redeem that taxable property within 30 days after the date of the public auction by paying the Town the arrears of property taxes and all reasonable expenses incurred by the Town to collect the arrears.


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Where a taxable property that is sold at the public auction is redeemed by its assessed owner, the sale cannot be completed and all rights and interest of the purchaser in the taxable property cease. COUNCIL POLICY / STRATEGY OR GOAL: To maintain financial stability to enable continued provision of the desired levels of service APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Property Assessment and Taxation Act – Tax Sales Regulations Section 3 FINANCIAL IMPLICATIONS: Collection of $248,000 in delinquent property taxes. ALTERNATIVES TO RECOMMENDATIONS: Council could choose to not proceed with a tax sale for 2018. ATTACHMENTS: N/A

Prepared by: Reviewed by: Ruth Boden Judy Goucher Director of Finance & Administration Senior Administrative Officer

Date: April 10, 2018 Date: April 10, 2018 f) Extension of Sale Agreement RECOMMENDATION: #18-149 MOVED BY: CLLR ANDERSON SECONDED BY: CLLR JAMESON THAT THE COUNCIL OF THE TOWN OF HAY RIVER approves a 6-month extension of the Agreement for Sale between the Town of Hay River and Raine Trucking Ltd. for Lot 2166; Plan 4611 to November 29th, 2018. CARRIED BACKGROUND: Council of the Town of Hay River in Motion #15-043 February 2, 2015 approved the sale of Lots 2163 to 2167 Plan 4611 (south end of Dean Drive) for $36,900 which included the costs of providing electrical utility service to the property in the amount of $8,839.


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On May 29th, 2017 Council gave 3rd and final reading to Bylaw No. 2367/LND/17 approving the agreement for sale to Raine Trucking Ltd. for the established price. In the agreement for sale, the purchaser is required to pay a deposit of 10% of the purchase price plus GST and the pay the remaining balance within 12 months from the date of acceptance. Raine Trucking Ltd. has complied with the terms of the agreement. The Town has not had an opportunity to service the lot with the electrical utility due to the prohibitive costs of development during the winter months. The preliminary estimate on installing the service for the lots during the winter was obtained from Northland Utilities and was around $100,000 ($20,000 per lot). Administration is recommending that the terms of the agreement be extended an additional 6 months to allow for installation of the electrical utility and completion of the sale. COUNCIL POLICY / STRATEGY OR GOAL: Town of Hay River Financial Sustainability APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: 2018 Land Development Budget. ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A



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g) Ground Ambulance & Highway Rescue Funding #18-150 MOVED BY: CLLR MCKAY SECONDED BY: CLLR DOHEY THAT THE COUNCIL OF THE TOWN OF HAY RIVER negotiate an annual fee for providing emergency services to GNWT assets outside Municipal boundaries. CARRIED **Let it be noted that Councillor Anderson was opposed.

5. IN CAMERA

#18-151 MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR JAMESON That the Council of the Town of Hay River move to In Camera at 7:30pm. CARRIED

#18-152 MOVED BY: CLLR MCKAY SECONDED BY: CLLR ANDERSON That the Council of the Town of Hay River move out of In Camera At 8:30PM. CARRIED

6. ADJOURNMENT #18-153 MOVED BY: CLLR ANDERSON CARRIED

That the Special meeting of Council be adjourned at 8:30pm.

Certified Correct as Recorded on the 10th Day of April 2018 These minutes were accepted by motion #__________.

Mayor Senior Administrative Officer

REPORT TO COMMITTEE

COMMITTEE: PUBLIC WORKS COMMITTEE DATE: APRIL 3, 2018 DEPARTMENT: PUBLIC WORKS SUBJECT: PUBLIC WORKS MONTHLY REPORT

1

RECOMMENDATION: MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR JAMESON THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the monthly report from Public Works for the month of March 2018. BACKGROUND:

- Water Treatment Plant, Lagoon and Lift Stations operations and inspections. - On-going snow clearing of streets and sidewalks - Street sanding - Sewer Main Flushing of troubled areas - Vehicle and Equipment maintenance servicing - Arena Project Inspections and on-site services and reporting - Preparation for 2017 Annual Report(MVLWB) - Address water and sewer freeze ups - Truck tenders advertised, closes March 14th, 2018, Awarded March 28th,2018 - Assist where possible for AWG Preparations. - Tender for Dessy, Mansell and Morin Place issued to public March 21st, 2018 - Tender for Cedar/Birch Road Water Main Replacement issued to public March 28th,2018 - Lagoon Remediation of wetland berm project on going - Scope of work for Climate Change Funding sent to GNWTAC/Climate Change Canada

for Aspen Heights/553 Ground Water Survey.

COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS:

Mackenzie Valley Land and Water Board (MV2009L3-0005)

Environment and Natural Resources Waste Management Guidelines

Bylaw 1574/GEN/16 Town of Hay River Purchasing Policy FINANCIAL IMPLICATIONS:

REPORT TO COMMITTEE

COMMITTEE: PUBLIC WORKS COMMITTEE DATE: APRIL 3, 2018 DEPARTMENT: PUBLIC WORKS SUBJECT: PUBLIC WORKS MONTHLY REPORT

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N/A ALTERNATIVES TO RECOMMENDATIONS:

N/A ATTACHMENTS:

N/A

Prepared by: Earle Dumas Reviewed by: Director of Projects and Planning

REPORT TO COMMITTEE

COMMITTEE: PUBLIC WORKS COMMITTEE DATE: April 3, 2018 DEPARTMENT: PUBLIC WORKS SUBJECT: DEVELOPMENT AND BUILDING PERMIT REPORT

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RECOMMENDATION: MOVED BY: DEPUTY MAYOR JUNGKIND SECONDED BY: CLLR DOHEY THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the Development and Building Permit Report for the month of March 2018. BACKGROUND: SUMMARY 6 Development Permits have been approved for the month of March 2018. In the month of

March 2017, we had 2 Development Permits signed out. Background The March Development and Building Permit Report is as follows:

DATE DEV # CIVIC ADDRESS DESC. OF WORK Mar 5/18 DH18-010 124 Desnoyers Drive Hansen Law Office (Legal Services

and Hockey Card Sales) Mar 8/18 D18-011 65 Woodland Drive Set Up Temporary Showers For

AWG.Mar 13/18 DH18-012 32 Stewart Drive Dragonlady Cleaning (Cleaning) Mar 15/18 DH18-013 2 Mansell Place JW Locke and Associates (IT

Consulting Services) Mar 21/18 DH18-014 47117 Mackenzie

HighwayJennifer Buckley (Fish Scale Arts and Crafts)

Mar 22/18 D18-015 8-6 Courtoreille Street Renovate Existing Office Space COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A

REPORT TO COMMITTEE

COMMITTEE: PUBLIC WORKS COMMITTEE DATE: April 3, 2018 DEPARTMENT: PUBLIC WORKS SUBJECT: DEVELOPMENT AND BUILDING PERMIT REPORT

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CONSIDERATIONS OR FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Reviewed by: Randy Froese Judy Goucher Development Officer SAO Date: March 29th, 2018 Date: March 29th, 2018

REPORT TO COMMITTEE

COMMITTEE: PUBLIC WORKS COMMITTEE DATE: APRIL 3, 2018 DEPARTMENT: PUBLIC WORKS SUBJECT: LAGOON REMEDIATION

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RECOMMENDATION: MOVED BY: CLLR ANDERSON SECONDED BY: CLLR MCKAY THAT THE COUNCIL OF THE TOWN OF HAY RIVER approves the work to be completed through the “as and when” Equipment Rental Contract with multiple Contractors. BACKGROUND: The Director of Projects and Planning would like to complete the work using the “as and when” Equipment rates with multiple contractors for the Lagoon Remediation Work as outlined in the “approved” 2018 Capital Budget. Project management will be done in house as was done last year. Daily reports will be completed to ensure we are using the entire value of this project with no “over budget expenditures”. COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS: Approved Capital Budget amount $125,000.00. ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Earle Dumas Reviewed by:

REPORT TO COMMITTEE

COMMITTEE: PUBLIC WORKS COMMITTEE DATE: APRIL 3, 2018 DEPARTMENT: PUBLIC WORKS SUBJECT: LAGOON REMEDIATION

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REPORT TO COMMITTEE

COMMITTEE: MUNICIPAL SERVICES DATE: APRIL 10, 2018 DEPARTMENT: EMERGENCY SERVICES SUBJECT: MONTHLY REPORT OF ACTIVITIES

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RECOMMENDATION: MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the Emergency Services Activity Report for the month of March 2018 as presented.

BACKGROUND: Summary:

March turned out to be a relatively quiet month for the Protective Services Department as far as calls were concerned. We were expecting a much higher volume of calls relating to Arctic Winter Games sports injuries and we were prepared to deal with that expectation. As it turned out we only handled 4 Ambulance Calls related to the games.

We are up to date with Dayhome/Daycare Inspections and we are finding that the facilities in town are keeping their operations safe with all life safety issues well in hand. This would include fire extinguishers, smoke and CO detectors and furnace inspections.

We responded to 1 Motor Vehicle Collision this month which involved a jeep and a transport truck and treated 3 casualties with varying injuries. All casualties were from out of town and traveling to Yellowknife.

We have also reached out to find out where the GNWT is with the Ground Ambulance Highway Rescue study and have been informed that this study is still a work in progress. At this time there is no information as to when this will be completed.

Preparation of breakup equipment started this month and will be an ongoing project for the next few weeks. There will be some changes to Technology this year which should improve our data during the breakup season. We have also started to put together packages for the Vale Island Residents and we have started to monitor levels to the south of us. Some of the information that we normally use is not available as of yet but should be in early April.

REPORT TO COMMITTEE


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Meetings:

PWS Committee Meeting Municipal Services Meeting Council Meetings Fire Meetings Management Meetings NWTFCA Meeting Fire Training Advisory Committee Meeting

During the month of February 285.5 Volunteer hours were served by the members of the HRFD for a year to date total of 1315.5 hours.

STATISTICS

2016 2017 2018 2018 YTD

Patient Transfers 32 12 6 31

Medical Emergency Local 15 16 11 38

Medical Emergency Reserve 0 2 3 8

Medical Emergency Highway 1 1 3 3

Medical Emergency Out of Town Patients

2 2 4 9

Body Transfer 0 0 1 3

Fires & Rescues 2 2 2 8

False Alarms 0 3 3 6

Training 4 6 4 13

Special Training 0 0 0 12

Cleanup & Maintenance 5 5 4 11

Fire Permits 0 0 0 0

Fireworks Permits 0 0 2 2

Public Safety 2 3 0 2

Inspections 3 4 2 12

REPORT TO COMMITTEE


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MAINTENANCE Ambulance 1 Weekly ChecksMedic 1 Weekly ChecksPump 1 Weekly ChecksPump 2 Weekly ChecksPump 3 Weekly ChecksTanker 1 Weekly ChecksRescue 1 Weekly ChecksRescue 2 Weekly ChecksRescue 5 Weekly Checks

COUNCIL POLICY / STRATEGY OR GOAL:

N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS:

Fire Prevention Bylaw FINANCIAL IMPLICATIONS:


N/A ATTACHMENTS:

N/A

Prepared by: Reviewed By: Ross Potter Judy Goucher Director Protective Services/Fire Chief Senior Administrative Officer Date: April 10, 2018 Date: April 10, 2018

REPORT TO COMMITTEE

COMMITTEE: MUNICIPAL SERVICES COMMITTEE DATE: April 10th, 2018 DEPARTMENT: ADMINISTRATION SUBJECT: MAYORS MONTHLY REPORT

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RECOMMENDATION: MOVED BY: CLLR ANDERSON SECONDED BY: CLLR DOHEY THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the “Mayors Report” for March 2018 as presented. BACKGROUND:

Mayor's March 2018 Meetings

Date Meeting With Location

March 1 / 2018 Joletta Larocque with NWT Housing Mayor office

Update on NWT Housing

March 6 /2018 Osisko Mining John Key Mayor Office

Update on the project

March 6/2018 Robert Bouchard AWG Logistics Mayor Office

Update on the logistics

March 13/2018 Tom Colosimo ITI Mayor Office

Update on Fish Plant

March 27/2018 Tom Makepeace Senior Society Mayor Office

Update on Senior Society

COUNCIL POLICY / STRATEGY OR GOAL:


N/A

REPORT TO COMMITTEE

COMMITTEE: MUNICIPAL SERVICES COMMITTEE DATE: April 10th, 2018 DEPARTMENT: ADMINISTRATION SUBJECT: MAYORS MONTHLY REPORT

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FINANCIAL IMPLICATIONS: N/A ALTERNATIVES TO RECOMMENDATIONS:

N/A ATTACHMENTS:

N/A

Prepared by: Brad Mapes Mayor Date: April 6th, 2018

REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: EXPRESSION OF INTEREST FOR FISHERMAN’S WHARF

RECOMMENDATION:

THAT THE COUNCIL OF THE TOWN OF HAY RIVER directs Administration to seek expressions of interest for the operation of Fisherman’s Wharf.

BACKGROUND:

The West Channel Heritage Society has notified the Town that they will not be operating the Fisherman’s Wharf booth is year. Fisherman’s wharf is a prominent attraction for tourists and is well-attended by residents. The wharf is much more than a place to buy world-class fresh fish for a Saturday lunch. It is a local meeting place where people show up early to purchase fresh vegetables, baked goods and other market items and is the perfect setting to meet friends, both old and new. The wharf typically opens mid June till mid September. In order to ensure that the wharf is open for business as usual it is recommended that the Town seek expressions of interest from people who would be willing to take over from the West Channel Heritage Society. COUNCIL POLICY / STRATEGY OR GOAL:


N/A FINANCIAL IMPLICATIONS:

2017 expenses were approx. $2000 for power and porta potty pump outs. ALTERNATIVES TO RECOMMENDATIONS:

N/A ATTACHMENTS:

2004 Request for Proposals

REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: EXPRESSION OF INTEREST FOR FISHERMAN’S WHARF

Prepared by: Reviewed by: Stacey Barnes Judy Goucher Council Administrator Senior Administrative Officer April 19th, 2018 April 19th, 2018

Request for Proposals Fisherman’s Wharf Outdoor Market

REQUEST FOR PROPOSALS

FISHERMAN’S WHARF OUTDOOR MARKET - HAY RIVER

1. BACKGROUND

The Town of Hay River has been responsible for the activities of the Fisherman’s Wharf Outdoor Market since the summer of 2001. In 2002 and 2003, a volunteer coordinated the bookings by vendors and the preparation of the space on a weekly basis, working closely with the Director of Recreation and Community Services and the Recreation Department Staff. Due to the overwhelming support from the community, the Wharf has become a tourist destination and exceeded its original expectations, with between 100 and 200 visitors each week. The activity at the Wharf has been focused on Saturday’s from 10:00 a.m. and 2:00 p.m. between the middle of June and the middle of September; however there have been openings on special occasions such as Canada Day and the Chamber of Commerce Trade Show.

2. PROPOSAL CALL

Interested Community Groups are requested to submit a Proposal for the operations and coordination of the Fisherman’s Wharf Outdoor Market by 3:00 p.m. local time on Friday, May 28, 2004.

The Proposal will include the qualifications and previous experience of the group in the area of event planning as well as an outline of how they feel that the Fisherman’s Wharf Outdoor Market should be managed and operated. Proposals are to be submitted to the Town of Hay River addressed as follows:

Town of Hay River 73 Woodland Drive Hay River, NWT X0E 1G1 Re: Fisherman’s Wharf Outdoor Market


3. SCOPE OF REQUIRED WORK

The successful organization will agree to: Continue to operate the Wharf at a minimum from 10:00 a.m. to 2:00 p.m. on

Saturday’s from mid June to mid September. Open the Wharf for special events such as Canada Day, Chamber of

Commerce Trade Show, during the docking of the Norweta and when possible for other events as requested.

Comply with all Town of Hay River by-laws and meet all expectations of the Environmental Health Officer as outlined at the meeting on March 24, 2004.

Ensure that regular communication take place with the Director of Recreation and Community Services with regards to clean up and preparation of the site for each week’s event. (Additional tables, portable toilets, garbage cans, etc)

Meet with Town of Hay River officials following the 2004 operations to discuss and evaluate the operations for the season.

Promote and maintain a positive environment for residents and visitors when attending the Fisherman’s Wharf.

4. PROPOSAL

The proposals should include a detailed outline of the following items, which will be reviewed by Town Council in the project evaluations. A) MANAGEMENT/OPERATION – outline the details related to how their group will

manage the operations of the Fisherman’s Wharf Outdoor Market. B) BUDGET - Include a budget for this scope of work that will include the potential

revenues and expenses incurred for the duration of the project. Revenues should reflect an amount charged for the rental of booth space by vendors, if any. Expenses should include the costs associated with a business license for the Wharf. This budget should not include the proposed improvements to the Wharf that have already been approved by Hay River Town Council. These improvements are:

Electrical Outlets in all stalls Cooperation with Horticultural Society – flowers in old fishing boats 2 more picnic tables Rental of a Lowboy trailer for entertainment Awning built over payphone Boardwalk once not used at Town Hall will be placed on site

C) HOURS/DATES OF OPERATION – a detailed plan of when the Wharf will be open to the public.

D) PROMOTION – an outline of how the Wharf will be promoted throughout the community and surrounding area for vendors and visitors alike.


5. ADDITIONAL INFORMATION

Interested groups should contact Todd Shafer, Director of Recreation, at 874-6522 or email: [email protected] for additional information about operations of the Fisherman’s Wharf Outdoor Market over the past two summer seasons.

REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: ROAD CLOSURE REQUEST FOR HAY DAYS FESTIVAL 2018

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RECOMMENDATION: THAT THE COUNCIL OF THE TOWN OF HAY RIVER approves the road closure on Woodland Drive as requested by Hay Days Festival 2018 on Friday, July 6th, 2018 with the exception of emergency vehicles. BACKGROUND: Hay Days will once again be hosting a Corporate Art Attack, live music and a free community barbeque on Friday July 6th – all are planned to be outside. Their committee has a few requests and questions that they would like to pose to the Town.

‐ Their preferred location would be the parking lot between swimming pool and Woodland Drive – with a street closure on Woodland between the library and Gagnier Street intersection (Wok n Grill)

‐ Their second location choice would be the same as last year – Courtoreille Street in front

of Ring’s, Audiotronic etc. with a street closure from the corner of the Northern Department store to the corner of Ring’s. They are aware that there is work planned for Courtoreille Street this summer and that it will rule out some options due to construction, safety and access.

‐ Their third location would be the parking lot behind the rec complex – with public vehicle access blocked. People could park in other areas and walk if necessary.


REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: ROAD CLOSURE REQUEST FOR HAY DAYS FESTIVAL 2018

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Prepared by: Reviewed by: Stacey Barnes Judy Goucher Executive Assistant Senior Administration Officer Date: April 20th, 2018 Date: April 20th, 2018

REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: LETTER OF SUPPORT FOR PINE POINT MINING LIMITED

RECOMMENDATION:

THAT THE COUNCIL OF THE TOWN OF HAY RIVER directs Administration to draft a letter of support for Pine Point Mining Limited for their land use permit and type B water license.

BACKGROUND:

Pine Point Mining Limited has requested a letter of support from the Town of Hay River as they apply for their Land Use Permit and Type B Water License from Mackenzie Valley Land and Water Board. This letter will be expressing our support with the anticipated benefits it will bring to Hay River. COUNCIL POLICY / STRATEGY OR GOAL:




N/A ATTACHMENTS:

N/A


REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: LETTER OF SUPPORT FOR HAY RIVER METIS GOVERNMENT

COUCIL

RECOMMENDATION:

THAT THE COUNCIL OF THE TOWN OF HAY RIVER directs Administration to draft a letter of support for the Soaring Eagle Friendship Centre application for funding for the Youth Centre Initiative.

BACKGROUND:

The Soaring Eagle Friendship centre has asked for a letter of support as they apply for funding from the GNWT for Youth Centre Initiative. The funding will be used for operations, wages, equipment, training to employment programs and services for the youth centre. COUNCIL POLICY / STRATEGY OR GOAL:




N/A ATTACHMENTS:

N/A


REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: LETTER OF SUPPORT FOR HAY RIVER METIS GOVERNMENT

COUCIL

RECOMMENDATION:

THAT THE COUNCIL OF THE TOWN OF HAY RIVER directs Administration to draft a letter of support for Hay River Metis Government Council.

BACKGROUND:

The Hay River Metis Government Council (HRMGC) has received support from the GNWT to complete a feasibility Study, including and operational plan, with respect to the concept of a community driven long term care facility in Hay River. COUNCIL POLICY / STRATEGY OR GOAL:




N/A ATTACHMENTS:

Letter from HRMGC


April 12, 2018 Town of Hay River 100 – 62 Woodland Drive Hay River, NT X0E 1G1 Attention: Mayor Brad Mapes Your Worship Mapes: Re: Support for the HRMGC Community-Driven Initiative, Long Term Care Facility As you are aware, the GNWT recently announced plans for a new forty-eight bed Long Term Care (LTC) Facility in Hay River. This initiative is in response to the Northwest Territories Long-Term Care Program Review (GNWT, 2015), which highlighted the urgent need for such LTC facilities in the South Slave, as well as highlighting community-driven options for the provision of these LTC facilities. Towards this end, the Hay River Métis Government Council (HRMGC) has received support from GNWT to complete a Feasibility Study, including an Operational Plan, with respect to the concept of a community-driven LTC facility in Hay River. Our proposed model for this LTC facility includes to promote the establishment of a not for profit “Hay River Elder Care Society” (HRECS) – or some other appropriately named society – with a Board consisting of representatives from the HRMGC, stakeholders and community members. The HRECS would lease the building from the HRMGC. We would be responsible for the design, financing, construction and maintenance of the building, and the HRECS would operate the facility, funded through the negotiation of annual operational funding from GNWT, typically on a per-bed contribution, similar to the current arrangement with AVENS in Yellowknife. As we are certain you can appreciate, the HRMGC sees this as an important project for us and for our community. We wish to ensure that the facility is designed and operated in a culturally

Hay River Métis Government Council 10 Industrial Drive

Hay River, NT X0E 0R6

Ph: (867) 874-4470/4442 Fax: (867) 874-4472

Email: [email protected]

Town of Hay River April 12, 2018

appropriate manner, and it will provide both short and long-term benefits for the HRMGC, our members and elders; Hay River residents, and all those living in the South Slave. We are confident that the Town can readily recognize the importance and significance of having such an LTC facility located in our community. Aside from the number of jobs and economic spin offs, as we near finalization of our Land Claim, the HRMGC wishes to demonstrate to the North, Canada and indeed the world, that we are an important and significant part of this community’s fabric and very much want to promote our future and wellbeing for not only our members and elders, but for all residents of Hay River and the South Slave. An important part of the development of this LTC facility is the need to ensure community support from the Town and other stakeholders. In our view, support from the Hay River Town Council is vital to our ongoing efforts in securing this LTC for our community. Accordingly, as our Feasibility Study is being readied for submission to GNWT, the HRMGC is seeking a strong indication of support, in an expedient manner, from the Town of Hay River so that it may be submitted as part our Feasibility Study. Following our submission to the GNWT, we would be happy to appear as a Delegation to Council for further discussions and input into the next stages of this process. Thank you for your anticipated support, and please do not hesitate to contact me should you have any questions. Sincerely yours, HAY RIVER MÉTIS GOVERNMENT COUNCIL Trevor Beck, President

REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: Floor Washer and Washer/Dryer Purchase from Recreation

Infrastructure Reserves

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RECOMMENDATION: THAT THE COUNCIL OF THE TOWN OF HAY RIVER approves the purchase of a floor washer and washer and dryer for the recreation centre using funds in the recreation infrastructure reserve in an amount not to exceed $25,000. BACKGROUND: The new recreation centre has increased floor space and to keep the floors clean it is recommended that the Town purchase a floor washer. We have requested quotes for a stand-on model of floor washer and have received two quotes and are waiting for a response back on a third quote. The total cost will not exceed $15,000 FOB Hay River. The washing machine in the new recreation centre had a catastrophic failure and is unrepairable. The exact age of the washer and dryer units is not known however they are both at least ten years old and have reached end of life. Both units were in unheated storage for two years while the arena project was ongoing. Administration is seeking quotes for replacement units in accordance with the Procurement Bylaw. All quotes are not in yet however the total cost will not exceed $10,000 FOB Hay River. Replacement of these units was not included in the 2018 Capital budget however due to the sudden failure of the washing machine, it is recommended that both units be replaced. The washer and dryer get frequent use by the facility maintenance group and the ongoing need for these appliances was recognized in the new arena project when Council approved a change order to include the washer/dryer connection infrastructure during the build project. There is sufficient funding within the recreation infrastructure reserve to undertake these purchases. COUNCIL POLICY / STRATEGY OR GOAL: Financial Administration Bylaw No. 2252/FIN/11 7.6 requires disbursement from this fund to be in accordance with a budget and/or resolution duly approved by Council. APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Financial Administration Bylaw No. 2252/FIN/11 FINANCIAL IMPLICATIONS: Recreation Infrastructure Reserve balance $46,700

REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: Floor Washer and Washer/Dryer Purchase from Recreation

Infrastructure Reserves

2

ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS: N/A

Prepared by: Reviewed by: Stacey Barnes Judy Goucher Executive Assistant Senior Administration Officer Date: April 20th, 2018 Date: April 20th, 2018

REPORT TO COUNCIL

DEPARTMENT: FINANCE DATE: April 25, 2018 SUBJECT: APPROVAL FOR PROCUREMENT

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RECOMMENDATION: THAT THE COUNCIL OF THE TOWN OF HAY RIVER approve the expenditure totaling $138,189.36 as outlined in the attached list. BACKGROUND:

In accordance with Bylaw No. 1574/GEN/2016 sec. 4, and Schedule “A” of the bylaw which states:

Council delegates to the SAO the authority to commit or expend funds from the operations budget of the Town to a limitation of $25,000.00. the SAO may, in writing, delegating his authority to commit or expand funds to other Town Staff at his discretion, up to $5,000.00 such delegation will enable staff to initiate expenditures against the budget for which they are accountable. For expenditures in excess of $25,000.00 a resolution of Council authorizing the expenditure shall be required.

Administration has compiled a listing of expenditures exceeding the SAO authorization limit and is requesting Council approve the attached listing of expenditures for payment. All items have been verified for accuracy, validity and budget inclusion by Administration. COUNCIL POLICY / STRATEGY OR GOAL:

Town of Hay River Purchasing Policy APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS:

Bylaw 1574-GEN-16 Property Procedures or Procurement Bylaw FINANCIAL IMPLICATIONS:

2018 O&M Budget. ALTERNATIVES TO RECOMMENDATIONS:

N/A ATTACHMENTS:

Expenditures in Excess of $25,000 listing

REPORT TO COUNCIL

DEPARTMENT: FINANCE DATE: April 25, 2018 SUBJECT: APPROVAL FOR PROCUREMENT

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REPORT TO COUNCIL

DEPARTMENT: INFORMATION TECHNOLOGY DATE: APRIL 25, 2018 SUBJECT: MONTHLY REPORT OF ACTIVITIES

1

RECOMMENDATION: THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the Information Technology Activity Report for the month of March 2018 as presented.

BACKGROUND: The month of March 2018 was devoted to ensuring all IT related requirements were in place and fully functional at the Arena to support the Arctic Winter Games.

In addition, our IT provider monitored the Town network during the games week to ensure there was no negative impact on Town business resulting from the increased usage from Games IT related activities.

Because of the significant impact the AWG had on Town staff, all major IT activities related to software upgrades and/or hardware maintenance were placed on hold prior to and during the games (except in the case of emergencies) so as not to negatively impact staff workloads during this critical period.

On Easter long weekend (March 31-April 1) a major software upgrade was applied to the ShoreTel VOIP phone system. This upgrade was required in preparation for April hardware replacement of the ShoreTel phone switches which have come to their end of useful lives.

Routine monthly IT activities continued as usual. This includes response/resolution of user help desk support requests, daily review of error logs, and updates to anti-virus/malware signature files daily as released.

Jan Feb Mar

TOTAL NETWORK DEVICES SUPPORTED 108 106 106

TOTAL USER WORKSTATIONS IN USE 55 56 56

SECURITY STATISTICS Website Intrusion Attempts Blocked 396 137 197 Successful 0 0 0 Employee Workstation Network Intrusion Activity

Blocked 68 57 63

REPORT TO COUNCIL


2

Successful 0 0 0

Councillor Laptop Firewall Intrusion Activity Blocked 245 244 18 Successful 0 0 0

SERVICE RELIABILITY (% Uptime) SQL/Vadim 100 100 100 Domain Controllers/File Servers 100 100 100 Town Website 100 100 100 Fire Dept Website 99.9 100 100 Email Services 100 100 100 Internet Access 99.9 100 100 VOIP/Phone Services 100 100 99.9* * There was a brief outage of the phone system during the evening of March 31st due to a major software update that occurred after hours over the Easter long weekend. INTERNET USAGE (Gb) Jan Feb Mar Internet Usage 455.5 327.9 520.5 COUNCIL POLICY / STRATEGY OR GOAL:

To provide efficient and effective computer services to meet the Town of Hay River needs. APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS:

Financial Administration Bylaw No. 2252/FIN/11 FINANCIAL IMPLICATIONS:

Per contractual agreement. ALTERNATIVES TO RECOMMENDATIONS:

N/A ATTACHMENTS:

REPORT TO COUNCIL


3

N/A

Prepared by: Reviewed By: Ruth Boden Judy Goucher Director, Finance and Administration Senior Administrative Officer Date: April 25, 2018 Date: April 25, 2018

REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: GREENSPACE BY NEW RECREATION CENTRE

RECOMMENDATION:

THAT THE COUNCIL OF THE TOWN OF HAY RIVER approves the establishment of a greenspace on the Woodland Drive side of the new recreation facility until a full assessment of parking space is completed.

BACKGROUND:

The design for the new recreation facility included provision for 12 angle parking spaces along Woodland Drive between the sidewalk and the new arena. Currently the space is undeveloped. It is estimated that there are approximately 90 parking spaces at the rear of the recreation centre (see attached map) with sufficient space for a fire lane. When the snow clears, Administration will determine whether there is sufficient space to add to that parking compliment. The front of the facility has approximately 15 parking spaces, leaving sufficient space for a fire lane. The additional 12 parking spaces may or may not be needed. The space identified for angle parking will leave little room to maneuver vehicles and there is risk that the building envelop may be damaged. Before establishing permanent parking along Woodland Drive, it is recommended that Administration complete a full assessment as to the suitability of using that space for parking and what if any mitigating measures are required (e.g. concrete stops). In the interim, for a small cost, the space along Woodland Drive between the sidewalk and the new recreation facility could be set up as a greenspace. The Town already has planters, trees, benches and picnic tables that could be arranged on a greenspace along the Woodland Drive side of the facility. The only additional expense would be the purchase of sod for this area. Own forces would be used to prepare the area and lay the sod. As an alternative to sod, gravel could be used in the space. The following pricing is estimated for sod and gravel as compared to the paving project which is included in the 2018 capital plan:

SOD - Reshape existing ground, spread black dirt and install sod-$5,000 (in house labour)

REPORT TO COUNCIL

DEPARTMENT: ADMINISTRATION DATE: April 25th, 2018 SUBJECT: GREENSPACE BY NEW RECREATION CENTRE

Gravel-Reshape existing ground, install ballast rock waterways for eaves trough down spouts and add 3/4 crush to grade away from building and compact-$4,000

Asphalt- Reshape and compact for asphalt prep and pave-$60,000 (included in 2018 as a capital project)

Downtown greenspace is lacking. The future planning for the Townhall building may identify additional greenspace. In the interim, at very little cost the Town can establish a greenspace and make the downtown core more attractive to residents and visitors. The Downtown Beautification Committee has indicated their support for additional greenspace in the downtown core. COUNCIL POLICY / STRATEGY OR GOAL:




N/A ATTACHMENTS:

Recreation Centre parking map


town of hay river april 25 regular meeting of …...town of hay river april 25th, 2018 regular...

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