AGENDA

REGULAR COUNCIL MEETING May 15, 2017 at 6:00 pm

PRESENTATIONS

Debbie Hagel – Youth Proposal for Fire Hall

ADOPTION OF THE AGENDA

1. MINUTES

a) Minutes of Council Meeting held on April 24, 2017

2. ORIGINAL COMMUNICATIONS, DELEGATIONS AND PETITIONS

a) Government of Saskatchewan Grants in Lieu

b) Southeast Transportation Planning Committee Report April 2017

c) Regen’s Cart Report for March 2017

d) Estevan Arts Council Requesting Rental Fees Be Waived

3. WRITTEN REPORTS OF COMMITTEES

a) Exhibition Association Minutes February 7, 2017

b) Souris Valley Theatre Minutes of April 21, 2017

4. EXECUTIVE REPORTS

a) Roads and Drainage Manager – Dust Control Tender

b) WTP Manager – WTP Residuals Management Facility Tender Comparison

c) Engineering Tender 02.2017 Gibbs Road to Souris Avenue Concrete Sidewalk

d) Engineering Tender 03.2017 King Street and Sister Roddy Asphalt

e) Land Development Building Permit Report for April 2017

f) Land Development Discretionary Use of 1215 5th Street

5. INTRODUCTION OF BYLAWS

a) Bylaw 2017-1986 to Fix the Rate of Taxation for 2017 1st Reading 6. PUBLIC HEARINGS AND REPORTS 7. GIVING NOTICE

a) Proclamation United Way Day of Caring May 24, 2017 8. MOTIONS FROM COMMITTEE 9. CONSIDERATION OF BYLAWS

10. INQUIRIES

ADJOURNMENT

Chairman ______________________ Secretary ____________________ Date __________

SOUTHEAST TRANSPORTATION PLANNING COMMITTEE

MEETING REPORT – April 2017

A meeting of the Southeast Transportation Planning Committee Executive was held at the Carlyle Town Office, Tuesday, April 25, 2017, with the following in attendance. Chris Baran – RM #155 Wolseley (Division 3 – Rural) Del Block -- RM #5 Estevan (Division 2 – Rural) John Brownlee – Town of Carlyle (Division 1 – Urban) Marcel Henrion – RM #31 Storthoaks (Division 1 – Rural) Dennis Hull -- RM #32 Reciprocity (Vice-Chair) Kevin Kish – Town of Kipling (Division 3 – Urban) Dennis Moore -- City of Estevan (Division 2 – Urban/CHAIRMAN) Judy Riddell – Administrative Support Gary Sweeting – RM #91 Maryfield (Division 4 – Rural) ABSENT: Bill Huber – SARM Representative; Dan Nicurity – Town of Wawota (Division 4 – Urban); Mike Strachan – SUMA Representative; Elroy Trithardt – East Central Development (Associate – Economic Development). The Executive meeting was called to order at 9:30 a.m. by Chairman Dennis Moore. THE FOLLOWING ITEMS OF BUSINESS WERE DISCUSSED: SETPC EXECUTIVE: Del Block appointed Second-Vice Chairman. MEMBERSHIP REPORT: Memberships received to date were reviewed. Numbers indicate that 99% of RMs, 50% Towns/Villages have become members in 2017, up slightly from 2016. NOTE: Municipalities with SETPC membership will receive a copy of the updated South East Transportation Plan. ADMINISTRATION CONTRACT: The Administration Contract with Judy Riddell will be renewed effective April 1, 2017 at the same rate and terms as 2016. BUDGET: To better manage expenses, it was decided to cut two meetings a year – June & December. Council Appointments 2017: RM’s: Antler #61 – Ron Henderson/Brian Poirier; Brock #64 – Paul Cameron; Browning #34 – Brian Fornwald/Dennis Christensen; Enniskillen #3 – Barry Fitzpatrick; Estevan #5 -- Del Block; Martin #122 – Ray Donald; Maryfield #91 – Gary Sweeting; Moose Creek #33 – Phil Yanchycki; Moosomin #121 -- Garnet Fawcett; Moose Mountain #63 – Jack Wilson; Mt.Pleasant #2 –Terry Macfarlane; Reciprocity #32 – Dennis Hull/Steven Bendtsen; Silverwood #123 – Marlin Stutt; Walpole #92 – John White/Wade Porter; Wawken #93 – Hector Lamontagne/Darrell Petterson. TOWNS/CITY: Bienfait – Paul Carroll/Rob Forster; Estevan – Dennis Moore; Kennedy – Linc Brickley; Stoughton – Pat Shiels; Wawota – Don Horvath/Dan Nicurity.

TRANSPORTATION STUDY UPDATE: George Stamatinos of WSP/MMM Group continues to work on the transportation update. It was decided that a comprehensive review of the draft must be done to make it an effective, relevant document. Del Block will call George to discuss revisions and invite him to attend the next meeting.

ATPCCC (Chairs’ Meeting): The ATPCCC meeting was held Wednesday, April 5, 2017 in Regina. Dennis Moore attended and reported the following:

• Acting Deputy Minister Blair Wager was in attendance and noted that the ATPC’s are very important to the ministry -- in an advisory capacity, not as a lobby group.

• Provincial Transportation Planner Alan Lindsay would be able to attend three-to- four meetings of the SETPC a year. (NOTE: It was suggested by the SETPC EWC that Owen Genert, District Operations Manager, Carlyle, be invited to attend the SETPC meetings monthly to present a brief report on what is happening in the region as there may not be MHI representation otherwise at most SETPC meetings.)

• MHI was pleased with how well partnership programs with municipalities were progressing. • Workshops could be facilitated using speakers from government agencies to keep costs low. • Next ATPCCC meeting will be held in Warman in the fall.

SETPC 2 April 25, 2017

Chairman ______________________ Secretary ____________________ Date __________

HIGHWAY UPDATES/CONCERNS:

• #361 – Dennis Hull reported that #361 (Alida to #8 junction) is getting heavy usage with approximately 100 trucks/day using this road. The RM #32 Reciprocity is discussing a partnership proposal with MHI and have met with Dave Smith, Executive Director Southern Region. A cost design is expected to be completed this summer, One mile of this proposed project is in the RM of Storthoaks.

• #318 South of Alida – The RM of Reciprocity is looking at taking back by jurisdictional transfer this four-mile portion of highway. MHI is conducting a study regarding this proposed transfer with cost design.

• #8 South of Redvers – This road continues to be in very poor condition. • Signs in Ditch – It appears winter was tough on signs, with many lying in the ditches.

NEXT MEETING – Tuesday, May 23, 2017 – 9:30 a.m. Carlyle Town Office (Fourth Tuesday of every month unless indicated otherwise.) Adjournment: Del Block. 11:45 a.m.

NOTE: All SETPC meetings are open to representatives from member municipalities, but voting privileges are granted to the Executive Working Committee (EWC) only. The EWC is comprised of elected or appointed municipal representatives who have been nominated and elected to the Executive Committee at the Annual General Meeting held each year in March. Per diems and mileage are paid to EWC members only. For more information, call Judy Riddell, Administrator, (306) 453-2557.

May 11, 2015 TO: His Worship the Mayor,

Members of Council FROM: Norm Mack, Roads & Drainage Manager RE: 2017 Dust Control Program RECOMMENDATION

1. That the 2017 Dust Control program be awarded to Fort Distributors at a cost of $0.30 per liter including shipping and application of the product.

2. That the tender and award of the annual Dust Control program be delegated to the

City Manager to ensure timely application and in conjunction with the RM’s Dust Control Program.

CONCLUSION Annually the City seeks tenders on the Dust Control program. As Council has already approved the 2017 budget it is recommended that the City Manager be delegated authority to tender and award the program on an annual basis once budget is approved. Should tenders be over the allotted budget, the City Manager will submit to Council for approval. This delegation of authority will ensure a more timely response given the need to collaborate with the RM of Estevan for gravel roads that bound the city and also to respond adequately to early springs as we’ve seen in 2017. BACKGROUND AND DISCUSSION The City released an annual tender in April for the 2017. Dust Control program which includes product and application required for the program. The public tender opening was held at City Hall at 2:30 PM on May 2, 2017. This magnesium product has been used for the last few years by the City of Estevan and also by the RM of Estevan. The product is stored in tanks at the RM of Estevan Yard by Fort Distributors and is readily available for our timely applications. The City of Estevan is pleased with the results and longevity of the liquid magnesium product. Roads and Drainage recommends before we purchase a new product for dust control with a different chemical makeup we first require test strips in our City to prove the effectiveness and its longevity of the proposed new product.

The following are the tenders that were received: Name of Company Cost Excluding GST Cost Including GST Fort Distributors Ltd .30 litre total $147,840.00 The City is responsible for a number of gravel roads within the City’s current boundaries. Some roads require only one application annually while others require two given the amount of vehicle use. The Dust Control program covers the following locations with distances in Meters Once a Year Industrial Communications King St. East – 192 m Coronation St. – 169 m Luscar Park – 520 m Eva Street – 22 m Icon Center – 223 m Yardley Place Back Lane – 191 m Twice a Year 6th Street & 2nd Ave - 1932 m Escana Street - 1680 m Devonian East from Kensington to RM Road -1648 m Mississippian - 654 m Imperial - 668 m Superior - 668 m Hwy 47 South Service Road - 601 m Hwy 47 North Service Road - 814 m Woodlawn South - 372 m City Yard Maintenance Road & City Yard - 430 m 200 Blk 3rd Street - 155 m Perkins Street - 357 m City Landfill - 250 m Kensington South - 230 m 39 East Service Road -743 m Boey Way – 170 m

RECOMMENDATION IMPLICATIONS Financial The 2017 General Operating Budget includes funding of $125,000 for the 2017 program. Please take note the City of Estevan is only obligated to pay .30 per liter for what we use and not the total projected amount of $147,840.00. Weather conditions and precipitation play a key role on the amount of product needed. Concerns may be raised over the use of Magnesium Chloride; however it is a naturally occurring mineral and is produced from the water of the Great Salt Lake in Utah. It is non-hazardous and under proper management and best practice guidelines poses no risk to the environment. COMMUNICATION This report will be available to the public and on the City’s website. DELEGATED AUTHORITY The recommendation of this report requires City Council approval. Respectfully submitted, Norm Mack, Jeff Ward Manager, Roads & Drainage City Manager