The Outlook has obtained the adopted minutes of several recent meetings held by Outlook’s town council, including the July 22 regular meeting, July 28 special meeting, August 7 special meeting, and August 11 Recreation Committee meeting.
The following are highlighted motions and informational points that were made at those meetings, including any motions of interest made after council exited in-camera discussions, which are closed to the public.
July 22 Regular Meeting
Showers at Rec Plex:
630/20 – Grotheim/McLeod: That Council authorize the repairs to the showers in dressing rooms 5 and 6 at the Rec Plex, at an approximate cost of $350.00 each, and further that the shower heads and small fixtures be replaced, and that these dressing rooms be painted, provided there are budgeted funds available. Carried.
Highway Commercial Subdivision:
635/20 – Simonson/Applin: That Council authorize Cash in Lieu payment of approximately $100,000 rather than setting aside Municipal Reserve Land in the proposed highway commercial subdivision, should there be insufficient existing or proposed municipal reserve lands to accommodate Community Planning requirements. Carried.
Stormwater Outfalls:
646/20 – Smith/Childerhose: That Council accept the engineering services proposal from Associated Engineering for Stormwater Outfalls, at a cost of $29,700 plus applicable taxes. Carried.
Defibrillator:
648/20 – McLeod/Grotheim: That Council authorize the purchase of a Lifepak Defibrillator, at a price of $1,795 plus applicable taxes. Carried.
Urban Systems:
649/20 – Simonson/Applin: That Council authorize the agreement with Urban Systems for Development Advisory Services, at their quoted price of $10,000.00. Carried.
Purchase of Kubota Zero-Turn Mower:
650/20 – Grotheim/McLeod: That Council authorize the purchase of a 72” Kubota ZD121RL-72R from Earthworks Equipment Corporation, at the stated price of $16,995.00. Carried.
House to be Moved In:
652/20 – Grotheim/Simonson: That approval in principle be granted to Lori Perry and Bruce Hannan to move a house into town, providing all permits are applied for and approved and inspections are adhered to. Carried.
Barricades:
653/20 – Smith/Applin: That the outdoor market group be granted the use of four Town barricades for the outdoor market to be held on August 29, 2020. Carried.
That we move into an In-Camera session at 8:45 p.m. to discuss the items as listed on the agenda. Carried.
Councillor Applin left the meeting at 9:05 p.m.
Out of In-Camera Session
Council Contraventions:
657/20 – Grotheim/Smith: That Council accept the resignation of Councillor Applin, effective immediately.
Recorded Vote Requested:
In Favor: Councillors Grotheim, McLeod, Smith
Opposed: Mayor Derdall, Councillors Simonson, Childerhose
Defeated.
658/20 – Simonson/Childerhose: That a letter be sent to Councillor Applin, admonishing her recent actions.
Recorded Vote Requested:
In Favor: Mayor Derdall, Councillors Simonson, Childerhose
Opposed: Councillors Grotheim, McLeod, Smith
Defeated.
July 28 Special Meeting
Present: Mayor: B. Ross Derdall
Councillors: David Simonson, Maureen Applin, Kevin Grotheim, Kyle McLeod, Floyd Childerhose, and Donna Smith
Staff Present: Chief Administrative Officer Huguette Lutz and Assistant Administrator Rachel Sillers
Others Present: Darlene Herman, Librarian, and Kim Olson, Library Board Representative
Library:
Ms. Olson requested that Council look at alternate facilities for the Outlook branch of Wheatland Library. It was agreed that a delegation of members of council and the library representatives go to the Recycle Depot this afternoon at 2:00 p.m. to see if that would be a suitable space, and proceed with repairs.
Ms. Olson and Ms. Herman left at 9:50 a.m.
Outdoor Rink:
662/20 – Childerhose/McLeod: That Council authorize proceeding ground preparation for the outdoor rink, with Triple S Industries to haul the dirt, and Wright Construction to do the levelling and compaction. Carried.
Request for Quote for RecPlex Skirting:
663/20 – Smith/Grotheim: That painting, if required, be included in the Request for Quote for repairs to the Rec Plex Skirting. Carried.
Railway Land Lease Request:
664/20 – Simonson/Applin: That Public Works staff be authorized to mow and grade the area of land north of Railway Avenue, in order to make it useable for rent. Carried.
Returning from Workplace Absence due to Illness Policy:
665/20 – Grotheim/Smith: That Administration be tasked with preparing a policy for returning to work after an absence due to illness, based on the City of Moose Jaw policy. Carried.
Civic Center Flooring:
666/20 – Grotheim/Applin: That the Civic Center be registered with the province as a building containing asbestos flooring, and that in the renovation project, new flooring be installed over the existing floor tiles, as per the report from Walker Projects. Carried.
Landfill Reclamation Plan:
667/20 – Childerhose/Simonson: That Associated Engineering be asked to provide a proposal and quote to prepare a landfill reclamation plan. Carried.
All-Net presentation: 11:04 a.m. until 11:30 a.m.
668/20 – Grotheim/Smith: That Council proceed with purchasing the Connect program from All-Net, at their quoted price of $3,995.00 plus applicable taxes. Carried.
Resignation:
669/20 – Grotheim/McLeod: That Council accept, with regret, the resignation of Chief Administrative Officer Huguette Lutz, effective August 20, 2020. Carried.
670/20 – Grotheim/Smith: That Council authorize contracting with The Headhunters to obtain the services of a Chief Administrative Officer at the earliest possible date. Carried.
August 7 Special Meeting
Present: Mayor: B. Ross Derdall
Councillors: David Simonson, Maureen Applin, Kevin Grotheim, Kyle McLeod and Floyd Childerhose
Council Absent: Councillor Donna Smith
Staff Present: Assistant Administrator Rachel Sillers
That the agenda be adopted with the following additions:
(4.3) Dirt for fill at Depot yard
(4.4) Royal Canadian Legion Branch 262 Request
Carried Unanimously.
In Camera:
673/20 – Childerhose/McLeod: That we move into an In-Camera session at 9:32 a.m. to discuss personnel. Carried.
Out of In-Camera Session:
674/20 – Grotheim/Childerhose: That we move out of the in-camera session at 9:59 a.m. and reconvene to regular session. Carried.
Contract Administration and Mentorship:
675/20 – McLeod/Grotheim: That we offer Huguette Lutz a locum administration and mentorship position on a contract basis. Carried.
CAO Recruitment:
676/20 – Childerhose/Simonson: That we contract The Headhunters to recruit a new Chief Administrative Office for the Town. Carried.
Fire Hall Project:
677/20 – Simonson/McLeod: That we approve the final Fire Hall specifications and as prepared by Walker Projects, and further instruct them to add a new siren and specify that the front apron is to be concrete all the way to McKenzie Street prior to the tender package being sent out. Carried.
August 11 Recreation Committee Meeting
Present: Mayor Ross Derdall
Councillors: Kyle McLeod, Kevin Grotheim and Donna Smith
Staff: Rachel Sillers Assistant Administrator
Trevor Ouellette Recreation Director
Trevor provided an update to the Committee regarding personnel, specifically the status of the Facility Manager’s leave of absence.
The Committee reviewed a new kitchen floor plan design; the Committee did not feel that this design was workable and they would like to visit the arena to review/measure and come up with a solution for phase 1 of the changes which are to ensure we are compliant with the required 3 sinks and separate handwashing station. Trevor is to find out whether we can open this fall 1) if we are not able to change the design to accommodate the sinks prior to the season starting, 2) if we can/should be looking at running a kitchen this fall due to COVID-19 regulations.
Trevor is to follow up and report back as to whether the food was removed from the freezers after the kitchen closed this spring.
Trevor reported that an investigator from Saskatchewan Public Safety Agency (SPSA) had visited the RecPlex to provide clarity on outstanding items identified in the December 2018 Fire Inspection Report. Ultimately the accordion door located on one side of the lounge at the RecPlex will need to be removed for compliance. After reviewing options from the investigator, the Committee would like Trevor to source options and pricing for a gate to be installed at the bottom of the stairs to the lounge; Trevor is also to ensure with SPSA that this will satisfy code requirements.
Another area of concern identified during the inspection was the Olympia Room. The room is not designed for the storage of combustible materials, and the only items being stored in that room should be material required for the operation of the mechanical equipment in that room. The Committee discussed a few options and for now would like Trevor to get more information on if/how we can create a janitorial/storage room on the South side of the RecPlex (interior and/or exterior).
Trevor reported that the current ice making and ice painting equipment is getting worn out, the Committee advised that they would like to see the Rec department continue making and painting ice as we have in the past, with options for upgraded equipment/options to be added to the 2021 budget discussion list. Trevor also advised that the curling ice makers are no longer interested in contracting for us this season, and he has sourced some options for staff to be trained on how to install and maintain curling ice.
During the discussion on ice making, it was identified that we need to touch base with the Saskatchewan Health Authority to ask about if they intend to keep the COVID-19 testing site at the curling rink, and if so for how long. Trevor will make contact and report back.
Trevor reported that we have not received any quotes to date for the RecPlex boiler replacement; as time is getting short the Committee would like an email sent to the two plumbing companies indicating that they need to submit their requests for proposals by August 25th, 2020 at which time Council as a whole can review whether this work should go ahead this fall or be picked up next spring.
Trevor has followed up with the Outlook & District Museum Board regarding the proposal sent to them in March of 2020 as we have had no response to date. The board member indicated to Trevor that they may hold a meeting this month; Trevor will ask about the date so one of our Councillors can attend.
The Committee asked about the status of the repairs to the compressor room; everything except the eaves troughing has been completed (roof and ceiling). Trevor will follow up with RenPro and KTM Exteriors to ensure eaves trough work is completed as soon as possible.
The Outdoor Rink site is to be prepped by August 14th.
Trevor was asked to make a work plan and operations plan for the Outdoor Rink as there are some additional items not included in the Omnisport scope of work that will need to be determined; and a plan will need to be put in place for operations and maintenance prior to opening (how will rink be flooded, staffing, signage, etc).
The Recreation department are working on testing the sprinklers at the sportsgrounds and the results of their testing and assessment will be presented to the Committee at their next meeting on August 19th.
