NOTES OF THE RURAL MUNICIPALITY OF SHERWOOD NO. 159 TRANSPORTATION & FACILITIES COMMITTEE MEETING HELD AT 1840 CORNWALL STREET, REGINA, SASKATCHEWAN THURSDAY, July 19, 2007

Present: Doug Harle, Chairman

Gary Miller, Reeve

Kevin Chekay, Councillor Division 1

Tim Probe, Councillor Division 2

Dale Heenan, Councillor Division 3

Cory Wilton, Councillor Division 4

Barry Jijian, Councillor Division 6

Staff: Lorna Hillier, Acting Administrator

Del Miller, Manager of Public Works

Chairman Doug Harle called the meeting to order at 9:00 a.m.

Weed Inspector appointment

The Committee discussed the duties of a Weed Inspector.

RECOMMENDATION: That Doug Harle and Corey Wilton be appointed as Weed Inspectors.

Litter Pickup agreement

The Committee discussed the information that Del provided from Saskatchewan Highways. They discussed the legalities and liabilities and what litter was to be picked and in what area.

Probe: that we recommend to Council that a Litter Cleanup policy be formulated and developed.

CARRIED

Mower Replacement

Del Miller discussed the cost of a replacement mower and the fact that Degelman Industries cost was $575.00 more, but their business is situated within the RM. Although the RM hires a contract mower, there is still a need to own one also. Discussion was

regarding In house mowing and contract mowing.

Heenan
that we recommend to council that the Manager of Public Works be authorized to purchase a Mower and Side Arm from Degelman Industries.
CARRIED

Radio Communication System

Del Miller explained the push to talk system. The 2-way radio system only works at times and a backup is needed. With this system, everybody is in on the conversation.

Miller
that the Manager of Public Works research and propose alternatives for a 2-way communication system.
CARRIED

Diefenbaker Road Project and tender

Del Miller discussed the options for a dust free surface. The options were either pavement or a less expense dust treatment. Del will contact Morsky Construction. The Committee felt that the needs of the ratepayer need to addressed, but will use a different route. Discussion about taxation to assess for paved access.

Probe
that the Committee further review the situation of Diefenbaker Road for a solution to the problems of the structure of this road.
CARRIED

Committee recessed at 10:13 a.m.

Committee reconvened at 10:19 a.m.

Dust Control Policy

The Committee discussed a 50/50 cost share for dust control. Ratepayers should be offered dust control but more research necessary regarding costs. Ratepayers should be surveyed for an idea of how much dust control may be requested and a policy setup for cost share.

Chekay
to recommend to Council to implement a trial policy for user pay Dust Control.
CARRIED

Grass Mowing Contract policy

Del Miller reported that at present the RM contracts mowing at $55.00 per mile plus the RM mower and two graders. The Committee discussed the price of contract mowing and also whether they should take into consideration when farmers cut their own ditches.

Jijian
that the Transportation and Facilities Committee propose a policy that includes mower replacement and mower contracting.
CARRIED

Chairman Harle
asked that the Committee go into a private session to discuss Personnel
matters at 10:57 a.m.

The Committee decided to rise and report at 12:50 p.m.

RECOMMENDATION: That the Transportation and Facilities committee review the structure of the RM’s Public Works department and make recommendation for staffing alternatives including a cost/benefit analysis.

Report from Transportation and Facilities Chair

Presented at July 19 committee meeting which is reported below.

This is the beginning of the changes we've observed in the Manager of Public Works position. This report was presented to the members of the transportation committee by the Chairman.

The RM of Sherwood must always be cognizant of the eventuality and certainty that events beyond any individuals control will occur to give rise to review how the RM provides, funds and delivers public services.

One such event is the recent resignation of an equipment operator. This untimely resignation has caused me, as chair of the Transportation and Facilities Committee, to review our outside staffing situation.

Please find my report and recommendations:

- Article 3 of the Collective Agreement between the RM of Sherwood and the Teamsters Local Union No. 395 states that the RM of Sherwood will not reduce the number of permanent employees in the bargaining unit below three (3). The RM currently has 3 positions in the bargaining unit. This Union agreement is up for renewal on June 16, 2009.
- Article 2 of the Agreement for Employment between the RM of Sherwood and [the current Manager Public Works] states “The reporting relationships and duties of the employee’s employment may be changed from time to time by the employer as the employer deems necessary. Any such changes will not affect or change any part of this agreement. This agreement is up for renewal December 31, 2008.

- [this paragraph deals with a grass mowing contract; withheld for privacy reasons]

In keeping with the agreements that the RM of Sherwood has accepted and reviewing the current staffing situation in regards to road maintenance, I offer the following recommendation:

1. [this paragraph deals with a grass mowing contract; withheld for privacy reasons]

2. Manager of Public Works and Bylaw Enforcement Officer’s duties to be redefined as per agreement of employment. Amendment to Schedule “A” include;

a. Job Description: Manager of Public Works and Bylaw Enforcement Officer
b. Supervisor: Reeve/Transportation Committee/Council
c. Subordinates: None
d. Job Description: Operation and daily maintenance of RM mowing equipment and aid to special projects when requested by council.
e. Bylaw Enforcement Officer: When requested by Council
f. Hours of Work: As per Article 11 of agreement.

3. Discontinue take home privileges of the Municipal truck in regards to the Manager of Public Works and Bylaw Enforcement Officer.

4. Lead Hand will coordinate routine maintenance of the RM infrastructure for the interim.

5. Seek proposals for 1-2 Management Positions for managing outside staff and infrastructure maintenance with emphasis on Road Building experience and all related road building equipment operation experience.

6. Interim citizen’s calls to be accepted by Administration Office and referred to appropriate division councilor for consideration.

7. Seek to have replacement Management in place on or before August 27, 2007.

END of Report