The town council of Outlook met for a regularly scheduled meeting on Wednesday, June 23. Present was all of council: Bob Stephenson, Sharon Bruce, Justin Turton, Kyle McLeod, Ryan Husband, and Kevin Grotheim, as well as Mayor Maureen Weiterman, and Administrator Kevin Trew.
The meeting was broadcast on the Town of Outlook Facebook page.
Bylaws
Bylaw 04(2021) Dog and Cat Bylaw: The second reading was held for this bylaw, and now Trew will make sure it gets out to the public. The bylaw's third reading may make it to another meeting.
Bylaw 05(2021) Incentives and Penalties Bylaw: Trew asked Council to do all three readings. All three readings were held and carried.
Bylaw 06(2021) Uniform Mill Rate, Base Tax, and Mill Rate Factor Bylaw: All three readings were held and carried.
Communications Requiring Action or Decision
Records Retention Actions - Saskatchewan Archives Notification: It was said that most records are destroyed after seven years in town. A motion was made and carried to authorize the destruction of records.
Reports of Administration, Staff and/or Committees Requiring Decision
Recommendations from Recreation Committee: Discussed was a group rate increase for the Van Raay and Community Swimming Pool. Many people are booking for private swimming times, and it was said to be beneficial to increase the rate due to this. With this high demand in private rentals and low supply of staff and time, the staff and the recreation committee recommended that it would be beneficial to increase the prices immediately for private rentals.
The following rates for private group swimming times at the pool were approved immediately on new bookings only:
Under 30 people - $150 per hour
30-60 people - $185 per hour
61-90 people - $210 per hour
91 to 120 people - $225 per hour
(plus applicable taxes)
Mayor Weiterman mentioned to the viewing Facebook audience that the pool is always looking for viable lifeguards, should teens or anyone else be interested. It was said that the Outlook pool is said to be "more in line" with what other pools charge for admission.
Canada Day Parade: The Rec Plex will be the starting and end point of the parade. Highways Ministry is set to be notified of highway closure due to the route being used. Motion made and carried to approve the parade route.
Chief Administrator Report
The following information points are from the CAO Report as prepared by Kevin Trew:
- The Town has filled the full-time permanent recreation labourer position, welcoming Connor Segovia to the staff on June 14.
- The Town has offered the position of full-time clerk to Dercilio Neto. He has accepted the position and he is expected to start on July 5.
- Megan Anthony has now been appointed the permanent Recreation Director and is no longer "acting". This designation lends support to decision making and the ability to plan for the long term.
- The Town has met with the Ministry of Highways several times, looking at a contract with them that would state the Town would maintain the Highway and be compensated by the Ministry. The Ministry indicated that a complete rehabilitation of Highway 15 through Outlook is not imminent, however it is less than five years away. The Town will also be provided cold mix for patching.
- The long-awaited renovations at the Civic Centre started in mid-June and it's expected to be completed in October.
- The Town signed with Associated Engineering to move forward with the engineering for the Storm Water Outfalls project.
- There are said to be 'hiccups' with the Industrial/Railway subdivision, as the Town is still awaiting community planning and water security agency approvals and will be making calls shortly to ensure the file moves along.
- The former CAO is in breach of contract with the Town of Outlook, having not returned the moving allowance given to her on the condition that she be employed with the Town of Outlook for six months. The Town has pursued financial compensation from her, however she has reached out and stated that she has no intention to pay this back. The Town has filed a code of ethics violation complaint with the Urban Municipal Administrators Assocation of Saskatchewan (UMAAS).
- The Quadra Building at 500 Progress Avenue in Outlook will be completely vacant at the end of July. With no commitments or occupancy, the Town will began rezoning to commercial in July and the property should be made available to offer for tender in late August or early September.
Unfinished Business
2021 Operating Budget and 2021-2025 Capital Plan: The Town has been operating without an official budget this entire year so far. Moving foward, the Town will be preparing a 2022 budget this year.
The following motions were accepted and carried by Council:
1. That Council approve the 2021 Operations Budget as presented with total revenues of $5,691,965 and total expenditures of $5,482,426 for a budgeted surplus of $209,539 with an anticipated overall tax increase of 1.28%.
2. That Council approve the 2021-2025 Capital Budget as presented with total estimated investment in 2021 of $8,026,854 which includes transfers from appropriated reserves totalling $368,293 and accumulated surplus reserves (prior year realized revenues held for specific purposes) totalling $839,876.74.
NOTE: Look for a detailed look at the town budget numbers in an upcoming issue of The Outlook.
Eco Engineering Settlement
Some background information as provided by Kevin Trew:
Eco Engineering was the consultant that helped the Town of Outlook when the landfill was originally tagged by the Ministry of Environment for non-compliance. The Town worked with Eco Engineering from 2015 until the winter of 2017-2018.
Once the relationship ended Eco Engineering claimed invoices were unpaid by the Town. Shortly thereafter the Town filed a counter claim against Eco Engineering.
Current Status: The Town of Outlook’s legal representation fees have been covered by insurance since the claim was first made. Staff and elected official costs for the Town of Outlook to prepare a defence as well as a counterclaim is now in excess of $30,000. This is also an issue that has damaged both the Town of Outlook’s reputation as well as it has been an issue that has taken time and energy from staff and elected officials for over 3 years. The initial invoices that the Town of Outlook received from Eco Engineering were in excess of $87,000.
The CAO was directed by Council, in camera, to negotiate in earnest, to find a solution to this matter with our legal counsel keeping Council abreast of the negotiations as they progressed. We are pleased to report that we have reached a possible settlement with Eco Engineering for $70,000.
A motion was made and carried for the Town to make payment with Eco Engineering in the amount of $70,000.
New Business
2020 Audited Financial Statement: Jensen Stromberg Chartered Professional Accountants performed the audit for the previous year. Motion made and carried to accept statement.
Town Hall Complex Rental Agreement: Some background information showed that the Town of Outlook has leased office space to the Province since the town hall complex was originally built. The most recent lease expired on September 30, 2020 and has been in “overhold” until such time as an agreement could be agreed upon. SaskBuilds presented a new 5-year agreement which includes a base rate for the space of $9.87 per square foot throughout the term of the lease as well as consideration for operating costs with inflation built in each year. Operating costs were calculated by the Town and included a portion of the utilities, as well as janitorial and maintenance costs.
The recommended resolution was that Council agrees to the lease (OK5094-1D) presented by SaskBuilds and Procurement with regards to the Outlook Town Hall Complex located at 400 Saskatchewan Avenue effective July 1, 2021 and expiring June 30, 2026 and further directs Town officials to sign the agreement on behalf of the Town as necessary.
A motion made to accept and agree to the lease, carried.
